Board of Directors Election Standard Operating Procedure

Effective: May 13, 2025
Applies to: Elections for the Board of Directors

1. Voter Eligibility

  1. 1.1. Only current paid members of Mesa Monument Striders are eligible to vote in Board of Directors elections.
  2. 1.2. To ensure fairness and avoid manipulation:
    If a surge of new memberships is detected within 30 days of the election process that results in votes concentrated toward a single candidate (i.e., >70% of such new members vote for the same candidate), the Election Committee has the authority to investigate and disqualify such votes if they determine the intent was to sway the election unfairly.
  3. 1.3. Only individuals who are current, paid members of Mesa Monument Striders at the time their vote is cast shall be eligible to vote.

2. Voting Process

  1. 2.1. All voting shall be conducted online only using a secure platform approved by the Board and Election Committee. The election will be announced at least thirty (30) days prior to the opening of the voting period.
  2. 2.2. Each voting member shall receive a voting link sent to their email address on file. Voting is anonymous to all candidates and members. However, designated members of the Election Committee or individuals appointed to administer the online voting platform (with CMS access at mesamonumentstriders.com) may have access to voting records in order to verify voter eligibility and prevent abuse.
    These individuals must not disclose any voting information to anyone outside the Election Committee.
    Website activity logs and administrative access logs will be preserved from the start of the nomination period through the close of elections to ensure transparency and allow verification of the Election Committee’s integrity and actions, if needed.
  3. 2.3. The voting period must remain open for at least ten (10) days, during which members may cast their votes at any time.

3. Election Committee and Vote Counting

  1. 3.1. The role of an Election Committee is to facilitate a fair and transparent process and to establish a replicable framework for future elections. It shall include:

    • One (1) neutral Election Chairperson
    • Two (2) committee members representing different stakeholder perspectives
    • No current Board candidates may serve on the Election Committee.

    The 2025 Election Committee will include: Karla Nephew (not a current candidate; Election Chairperson), Martin Wiesiolek (current candidate for an at-large position, but necessary for implementing necessary website functions), and Megan Sand (not a current candidate).
    For all subsequent elections, individuals who are not current Board member candidates will be appointed to conduct the election.

  2. 3.2. The Election Committee is responsible for:
    • Verifying member eligibility
    • Confirming ballots were cast by eligible members
    • Addressing disputes or concerns regarding fairness or irregularities
    • Publishing results within three (3) days of the voting deadline
  3. 3.3. A Tellers' Committee (2–3 members) shall be designated by the Election Chair to:
    • Review vote counts as exported from the online voting platform
    • Verify vote totals
    • Ensure the count aligns with the number of eligible voters
  4. 3.4. The tellers must be known for integrity and accuracy.
  5. 3.5. All records (excluding voter identities) must be preserved for a minimum of one year for transparency and audit purposes.

4. Candidate Rules

  1. 4.1. All candidates must be members in good standing and have been members for at least 90 days prior to the election.
  2. 4.2. In general, no candidate may be involved in the administration of the voting platform, eligibility determinations, or vote counting.
    For the 2025 election, Martin Wiesiolek is a candidate; however, his involvement is limited to technical facilitation and transparency measures and is subject to oversight by the full Election Committee.
    For all future elections, no candidate for the Board may be involved in the administration or oversight of the election in any capacity.

5. Dispute Resolution

  1. 5.1. Any challenge to the conduct or results of the election must be submitted in writing to the Election Committee within 5 days of the election results being posted.
  2. 5.2. The Committee shall review and decide on the dispute within 7 days, and its decision is final.

6. Transparency and Nonpartisanship

  1. 6.1. As a 501(c)(3) nonprofit, Mesa Monument Striders shall not endorse or oppose candidates for public office.
  2. 6.2. All communication about the Board of Directors election must:
    • Clearly separate organizational information from candidate statements
    • Provide equal space and access for all candidates to share their vision with voters
  3. 6.3. The organization shall refrain from using staff/volunteer time or resources to favor any Board candidate.