SP Election 2016 Schedule and More

This is from a notecard sent by Viktor Sandman in the Second Pride Festival group and concerns the upcoming election of members to the board of Second Pride. (I have edited it only slightly for various reasons, hence there are no quotation marks except on the first part.) The process has been somewhat delayed by the server crash of the Second Pride-website.

"It is time for our annual elections to fill vacant positions in the Second pride board of directors. We are also seeking volunteers to serve on the election committee.

Please read the attached notecard and follow the information given if you are interested in volunteering, or if you would like to run for one of the open seats on the board.

Thank you for your interest,

Seco"


Please click on "Read more" for additional information.

Greetings brother and sister members.

It is time for our annual elections to fill vacant positions in the Second pride board of directors. We are also seeking volunteers to serve on the election committee.

Information on the election committee can be found below.

Directors of the Second Pride Board fill staggered two year terms. The following positions will be elected by members this year. Any member with the interest to make second pride a success and who has the needed skills is encouraged to apply:

1. Community Relations Director
2. Events Director
3. IT Director
4. Treasurer
5. Marketing Director

(This means that the board members who were elected or appointed to the positions of Chair, Secretary, Build Director and Security Director will continue for one more year to phase in the staggering of Directors intended by the bylaws, My Remark)

The duties of and information on each open position can be found below.

Serving on the board can be a fun, satisfying (and occasionally frustrating) way to be part of an annual event the whole community enjoys. Don't hesitate to talk to past and future board members if you are interested. The organization belongs to its members and wants your participation to make second pride even better than it's been.

Election schedule:
A. Candidate statements August 13th - Midnight August 31st, 2016.

Submit a brief statement declaring your interest in the position, the skills you will bring to the job and why you want to be elected) Statements must be submitted to the board chair (LLedge Eames) or the Election Director (Karl Kalchek). Please be sure you get an acknowledgment from Lledge or Karl to be sure your statement was received.

B. Question and Comment period: Wednesday, August 31st - midnight Friday September 2nd, 2016.

Candidate statements will be posted on the Second Pride Website. Members can ask questions and candidates will have the opportunity to respond.

C. Voting: Saturday September 3rd - Wednesday September 7th, 2016

Elections close midnight September 7th. At that time the elections committee will review the vote and certify the election. Winners will be announced no later than Friday, September 9th, 2016.

The newly elected board will convene for its first meeting Saturday September 10th, 2016.


Election committee
The bylaws state:
"A permanent Election Committee will consist of the Community Relations Director and the IT Director. The Community Relations Director will solicit volunteers from the membership during the annual membership meeting to serve on this committee. All interested parties need to volunteer before the candidate declarations are completed, ten days after the annual meeting. Any and all that volunteer during this period will be seated on this committee. The volunteers role will be to certify the election results. Only volunteers that have been in SL for more than 540 days, at the candidate closing will be seated on the committee. The purpose of this committee will be to manage the annual election of the Board of Directors of Second Pride and certify the results to the general membership."

As there was no Community Relations Director elected last year, the board has asked Karl Kalchek to step in to fill the position during his election, my remark.

The committee examines the votes for duplicate IP addresses and makes a good faith effort to ensure the election is fair. Please contact Karl Kalchek if you are eligible and willing to serve.


Officers and Duties

Community Relations Director

• Create a committee to assist him/her in the execution of his/her duties
• Liaise with all sub groups of the gay, lesbian, bisexual and transgender community encourage support of the Second Pride Mission and Objectives
• Seek within the LGBT community potential collaborators, partners, vendors and sponsors for the Second Pride Festival
• Create, maintain, and monitor the second pride membership roles
• Cull through the roles for possible alt accounts and duplication
• Create or distribute existing application forms for the various membership possibilities of the group, and manage a database of those members
• Administer the registration of voters within the general group
• Act as a member of the Auditing Committee
• Solicit membership into the Rainbow Merchant group of Second Pride and act as their liaison with the Board
• Together with the IT Director will conduct the annual Board of Director election and serve on the Election Committee
• Create a Job description for his/her position
• Develop a Budget for the position and submit it to the treasurer within the first quarter of taking office

Events Director

• Create a committee to assist him/her in the execution of his/her duties
• Seek out artists and other potential partners for inclusion in Second Pride sponsored events
• Seek out sponsors to host Second Pride fundraiser events at their venues
• Create and distribute existing or new application forms for artists or events and hosts
• Coordinate with the IT Director to ensure that all Second Pride events are posted on the calendar and kiosks in a timely manner
• Represent the interest of event hosts and/or artists to the Second Pride Board.
• Take charge of the Second Pride Festival events’ schedule from start to end;
• Liaise with the Marketing Director for the creation of ads and publicity of events
• Create a Job description for his/her position
• Develop a Budget for the position and submit it to the treasurer within the first quarter of taking office

IT Director

• Maintain domain registration
• Provide the Board with an indication of his/her knowledge of web-management tools (CNAME and DNS management, as well as basic HTML knowledge)
• Maintain Second Pride WEB site
• Coordinate, maintain, and facilitate all technical matters concerning the annual election of officers ensure that the voting system used in said election be as secure as possible
• Report to the Board and liaise with the Board on matters concerning voting security and reliability and seek new methods of voting that create a stable and dependable system of balloting
• Maintain the forums and archive in a timely manner
• Keep Board members apprised of the Web site features and capabilities so that they might use the capabilities effectively
• Be available to the membership for troubleshooting and answer their questions to help them with access issues
• Together with the Membership Director will conduct the annual Board of Director election and serve on the Election Committee.
• Create a Job description for his/her position
• Develop a Budget for the position and submit it to the treasurer within the first quarter of taking office

Treasurer

• Develop annual budget for Second Pride
• Develop annual budget for Second Pride from the Budgets submitted by the Board officers and Directors
• Coordinate fundraising efforts from residents throughout Second Life and possibly from other sources
• Collect and disburse Second Pride funds as directed by the Board
• Maintain accurate records of Second Pride finances
• Arrange for audit of records and reports of Second Pride finances through Audit Committee
• Post reports of financial status as directed by the Board
• Provide personal financial transaction clarification to directly concerned persons in cooperation with the Board
• Review major expenses such as sim rental for the Second Pride Festival and other events
• Represent the Board as directed in contract negotiations and fulfillment (payment)
• Assure the design, fabrication and distribution of an interactive Second Pride donation and information kiosk
• Develop a Standard Operating Procedure (SOP) for Financial Reporting
• Develop a Budget for the position within the first quarter of taking office
• Caretaker of the Second Pride Avatar.
• The date the next Treasurer takes office the Past Treasurer submits a ticket to Linden Labs to transfer the avatar to the new treasurer.
• The treasurer will give the avatar password to the new Chairman, Secretary and Treasurer as soon as they take office
• The Treasurer will lead a permanent Second Pride Foundation Committee which will be a committee under the purview of the Treasurer, and it’s stated purpose will be to recommend uses of excess festival funds to the Second Pride Festival Board.

Marketing Director

• Create a committee to assist him/her in the execution of his/her duties
• Liaise with all groups of the gay, lesbian, bisexual and transgender community
• Liaise with the Events Director for the promotion of organized and planned events or fundraisers
• Liaise with media in Second Life and media in the real world
• Create advertisement campaign to encourage membership and support the Second Pride Festival and other events throughout the year
• Create advertisement material both for within Second Life and outside Second Life and to make it easily available
• Coordinate with the Communication/IT Director on new ways of promoting Second Pride through any possible media, including social networks
• Coordinate with the Treasurer for incorporating advertising into the Second Pride kiosk
• Create a Job description for his/her position
• Develop a Budget for the position and submit it to the treasurer within the first quarter of taking office