CNH Elections Conclave Procedures Presented by: Andy Wong, D35 East Lt. Governor Joseph Olmo, D41S Lt. Governor

What is a Conclave? Primary Purpose: In Key Club, conclave serves as an election process for Lieutenant Governor candidates. Secondary Purpose: To provide division endorsement for a District candidate who is from the designated division; to provide division endorsement a candidate seeking District endorsement as an International candidate who is from the designated division.

What to Know about Conclave Time frame for Conclave Season: Elections should take place after the Lt. Governor CTC and no later than 45 days prior to District Convention. This year's conclaves should be held by February 25th Next year's conclaves should be scheduled after the Lt. Governor CTC and no later than 45 days prior DCON 2015. Note: All Lt. Governor Elects must be registered for District Convention with their home club by the regular deadline on February 20th or the late deadline on March 15th. The current Lt. Governor will be the host of the election Host: Individual who will oversee and moderate the election process Exception: If the current Lt. Governor is running for the same office again, the Region Advisor will be the host.

What to Know about Conclave Delegates: Members or officers who will vote on behalf of their club There may only be up to two delegates per club. It is recommended to have delegates arrive early. Suggestion: Require the delegates to wear business casual or business professional attire. Remember... Literature can be printed in black and white or color. All the candidate literature will be compiled into a Candidates Booklet by the current Lt. Governor. This may be distributed to the members or officers or both but cannot be released until election. Candidates need to dress in either business casual or business professional attire. (NOTE: LTG elect must be in business professional for headshots)

How exactly do I conduct a conclave?

Required Items Prerequisites for candidates: Service Agreement Literature (PDF) Confirmed attendance at Conclave Conclave Logistics Date & Venue Time Frame (minute by minute) Chaperones >50% of the dues paid clubs in the division must be represented Suggestion: Create a Participant & Delegate Registration (Google Form)

STEP 1: Setting up the room Seating arrangements are up to you and the Region Advisor It is recommended that delegates and non-delegates sit in separate areas. Make sure to keep good records! Which clubs were in attendance. Which delegates were present. How many people attended conclave.

STEP 2: Debriefing the room The Lieutenant Governor will debrief the rules and procedures Specify the number of minutes each candidate will have to present a speech (3-5 minutes) and answer questions (Caucus). Explain that inappropriate or irrelevant questions will be disregarded Distribute candidate literatures You may do this during debriefing or beforehand. Suggestion: Distribute sample caucus questions to all members!

STEP 3: Excusing candidates out of the room After debriefing, excuse the candidates from the room prior to having any of them speak in front of the members. Candidates may not have mobile devices with them. Only one candidate may be present in the room at a time while he/she is speaking. Suggestion: It is a good idea to make sure the waiting area for candidates is supplied with chairs and water to accommodate them while they wait. Remember, they WILL be nervous!

STEP 4: Regulating conclave The quorum must be present to proceed with conclave Quorum = more than half of the dues paid clubs present with up to two delegates from each Keep track of time and use assistants Assign Tasks Have assistants hold time warning signs Speeches must be between 3-5 minutes Caucus questions may be up to 4 minutes Takes place immediately after speeches Only members may ask questions, not adults Any inappropriate or irrelevant questions will be disregarded. These may regard gender, race, religion, etc. Suggestion: Encourage members to ask more serious questions rather than fun and silly ones

STEP 5: Voting and Counting Ballots After speeches and caucus questions, each delegate will be given a ballot with the names of the candidates Delegates may only vote for one candidate Delegates may choose to not vote for any candidate and vote “no confidence” instead FINAL ROUND: At the same time that delegates are voting, the current Lt. Governor will also vote and give to the Region Advisor. This vote is only used to break a tie. The Region Advisor will collect the ballots and count the votes Any incorrectly marked ballot will not be counted

EXTRA STEP (if applicable): Nominating Conference In the case that there are more than 2 candidates running, a Nominating Conference will take place to narrow the candidates down to two. Use the voting process identified in Step 5. The two candidates who received the most votes in the first voting will move past Nominating Conference to the final round. Repeat items in STEP 4 to either present another speech or answer additional questions Repeat the voting process identified in STEP 5.

Step 6: Announcing the Results Results will be announced at a time scheduled by the current Lt. Governor and Region Advisor. Explain to members that the Lt. Governor Elect will begin his/her term at the conclusion of District Convention. Take proper head shots of the LTG Elect Take a picture with your LTG Elect. Complete a Conclave Report Suggestion: After Conclave, the Region Advisor will conduct a brief meeting with you and the Elect. Policy References: 123.21 and 142

Step 7: Reporting Take a head shot of the Lt. Governor Elect. Send a text or an email immediately after the event to Mr. Hennings and Ms. Lotito announcing the Lt. Governor Elect. Example: RESULTS: D99S: Victoria Lai When you get home, send an email to Ms. Lotito and Mr. Hennings including the head shot photo, the name of the Lt. Governor Elect(s) and that contact information has been confirmed. Please follow the following directions upon submission: Subject: D## Conclave Results To: Ms. Lotito, Mr. Hennings CC: Region Advisor(s) Body: D## had a valid election. I am proud to share the following information. LTG Elect: Name (First Last) Contact Info: Confirmed or provide updates Attachment: Head Shot [please label photo D## Name (First Last)]

Step 7 cont: Reporting 4. Complete the Conclave report which is similar to a training conference report. The file will be found in the CNH Team Dropbox. Please remember that you need to download a copy to your computer to complete. Do not open the file from Dropbox. Do not alter the form posted in the Dropbox. Do not add files or save your files to this Dropbox. Dropbox >> CNH Team >> Forms >> Reports

We wish you a happy conclave season! Good luck! Questions? Comments? Concerns? Jacob Torres | cnhkc.pie@gmail.com