Members of the WV Executive Committee met in July at WV Wesleyan College in Buckhannon to discuss priorities for the upcoming season. Left to Right: Honey May, Lisa DiBartolomeo, Molly Martin, Dani Parent, Jim Kotcon, Daria Jones, Bill Price, Kevin Campbell, Alex Cole, Carol Culveyhouse, Candice Elliott. Photo by Kathy Gregg
Purpose
This procedure establishes the timeline and responsibilities for conducting the 2026 election of West Virginia Chapter Executive Committee members in accordance with the Chapter bylaws.
Election Timeline
| Date | Action | Responsible |
|---|---|---|
| September 15, 2026 | Confirm election schedule and Nominating Committee | ExCom |
| September 21 | Begin solicitation of potential nominees | Nominating Committee |
| October 15 | Deadline for members to suggest potential nominees | Nominating Committee |
| October 30 | Complete candidate recruitment and review | Nominating Committee |
| November 2 | Submit recommended candidate slate to ExCom | Nominating Committee |
| November 5 | Establish final petition process and notify members | ExCom |
| November 16 | Deadline for additional candidates to qualify by petition | Candidates/ExCom |
| November 17–18 | Verify candidate eligibility and finalize ballot | Election Committee |
| November 19 | Final ballots prepared for mailing | Election Committee |
| December 10–11 | Mail ballots to eligible Chapter members | Election Committee |
| January 7, 2027 | Ballots must be received; election closes | Election Committee |
| January 8 | Verify, count and certify ballots | Election Committee |
| January 8–11 | Notify candidates and ExCom of results | Election Committee |
| January 2027 ExCom meeting | Formally report election results and seat newly elected members | ExCom |
Nominating Committee
The nominating Committee shall consist of at least three Chapter members, including at least one person who is not a member of the Executive Committee. No member of the Nominating Committee may be a candidate for election.
The Committee shall solicit and consider potential candidates, obtain their consent to nomination, and develop the candidate slate in accordance with the Chapter bylaws. The Committee should attempt to nominate at least two more candidates than the number of positions to be filled.
Candidate Petitions
Members who are not nominated by the Nominating Committee shall have an opportunity to qualify as candidates by petition in accordance with the Chapter bylaws. The petition deadline shall be November 16, 2026.
Following the petition deadline, the Election Committee shall verify candidate eligibility and prepare the final ballot.
Ballots and Voting
The election shall be conducted by secret written ballot mailed to all eligible Chapter members of record.
Ballots shall be mailed at least four weeks before the election closing date. The ballot shall identify all candidates, the number of positions to be filled, voting instructions, and the final date for receipt of ballots.
Members may vote for no more than the number of candidates corresponding to the number of positions being filled. Cumulative voting is not permitted.
Ballot Receipt and Counting
The Election Committee shall establish a secure process for receiving and safeguarding returned ballots.
After the January 7, 2027 closing date, the Election Committee shall:
1. Verify voter eligibility.
2. Determine which ballots are valid.
3. Maintain the secrecy of individual votes.
4. Count the votes for each candidate.
5. Determine the candidates receiving the highest number of votes for the available positions.
6. Resolve any tie in accordance with the Chapter bylaws.
7. Certify the final results.
Candidates may be permitted to observe the counting process, provided that ballot secrecy is maintained.
Certification and Announcement
The Election Committee shall promptly notify all candidates and the Executive Committee of the election results following certification.
The Election Committee shall make a formal report of the results to the next Executive Committee meeting. The newly elected members shall assume office in accordance with the Chapter bylaws.