- This By-Law applies when a mail ballot election has been approved as set out in Article 12, Section 6(a) of the Constitution.
- The provisions of the Local 30 By-Law With Respect to Nominations and Elections shall apply to a mail ballot election except as modified by the procedures set out below. In the event of a conflict, the procedures set out below shall supersede the provisions of the Local 30 By-Law With Respect to Nominations and Elections.
- Nominations shall be held at a special called meeting in May.
- To ensure a secret ballot, each member shall receive a large mailing envelope containing the following:
- Election Notice and Voting Instructions.
- An unmarked numbered ballot;
- An unmarked secret ballot envelope in which the member can place a marked ballot;
- A pre-stamped return ballot envelope with the member’s name printed on it in which the member can place the unmarked secret ballot envelope;
- For ballot sorting and voter identification purposes, a sequential number corresponding to each member’s name on the master membership list should be placed on the lower left corner of the pre-stamped return ballot envelope referred to in paragraph 4(d) above.
- A date and time by which marked ballots must be received in order to be counted shall be communicated to the membership in the Election Notice and Voting Instructions.
- Two post office boxes shall be used to receive and store mail. The first post office box will be used for receiving and storing properly returned ballots. The pre-stamped return ballot envelope referred to in paragraph 4(d) above will be pre-addressed to this post office box. The second post office box shall be used for receiving and storing any large mailing envelopes that are returned undelivered. The second post office box will serve as the return address on the large mailing envelope.
- The Judge shall have sole access to the two post office boxes.
- The Judge shall check the first post office box after the ballot return deadline has passed and store return ballot envelopes in a ballot box under lock and key until the day of the count. Scrutineers will have a right to be present.
- The Judge shall check the second post office box and retrieve any large mailing envelopes that are returned undelivered. Scrutineers will have a right to be present. The Judge shall attempt to obtain accurate addresses for members whose large mailing envelopes have been returned undelivered, and if successful, the Judge shall arrange to have them remailed as soon as possible. Scrutineers will have a right to be present for the remailing.
- On the day of the count, the Judge and Tellers will count and record the number of return ballot envelopes received at the post office. There shall be at least three Tellers. The judge and Tellers will ensure a proper accounting of envelopes sent and received in relation to the master membership list (voter eligibility issues should be resolved, if possible, before return ballot envelopes are opened). They will remove secret ballot envelopes from the return ballot envelopes and thoroughly mix them in a pile to ensure secrecy. They will then open the secret ballot envelopes and count the ballots. Scrutineers will have a right to be present.
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