Organising Voting For A New Committee at Harrovian Speakers Club

President Seema, left, presents award to Angela Lansbury, right.

How and Why I Volunteered
1 I asked for a role in order to complete my Competent Leader manual and President Seema of Harrovians said I could Chair (organise) the Committee Election/Contest.
2 President picks meeting date, last one before handover, and allocates ten minutes in a busy programme of four speeches.
3 I am already down that day to do timer. I mistakenly think I can do both roles.

Organising the voting in of the new committee involved more than standing up and saying one sentence of introduction. A week of emails, each day a query from me to the president or from the president to me, and three replies, and a conclusion; each day involving up to half a dozen people with all the committee or all the members copied at each stage or at the end.

1 I list the committee posts and current holders.
2 I ask exiting post holders if they wanted to stay on? One wants to switch roles. I ask all if they want to switch to a new role?
3 I find out which posts had no takers so that anybody wanting to be on the committee could be asked if they would take the vacant role.
4 I tell current committee members we are obliged to advertise all posts to all.
5 I email all members to ask for volunteers to fill all vacant roles or all taken roles. Follow up email to all members asking if they were interested in joining committee, either taking on a vacant role, competing for a position, or being a helper.

Paperwork and Props
6 President asks me if I need any props, paperwork such as ballot paper.
7 I ask for a flip chart; then decide a projected list of candidates on screen would look more professional. I decide in case the computer fails I still need a back up of flip chart. I express doubt whether I can print the ballot papers or slide and ask if the President or VPE or another committee members can help. President says they are all busy and I should email everybody.
8 I email all members asking for help.

Martina (left)

9 Martina, a relatively new member who I would not have thought of asking, volunteers to do both essential tasks, print ballot papers and make a slide.

10 Assorted emails between us about whether we need ballot slips for all candidates - no just those posts where we have to vote for two.
11 On second thoughts must list all posts in case two new people pop on the night, standing for a vacant post, or an extra candidate from the floor stands for a post which already has a mandate.
12 President asks if I would like to announce candidates and speak at start of meeting, then re-appear at end with results.
Debate about where in the programme the Checking whether we needed to allow time for competing candidates Emailing date of committee contest date to all and asking VPE to allow time.

Angela Lansbury, CL, ACG.