Timetable

Contact Information:

Postal mail:

smOdyssey
P.O. Box 26372
San Jose, CA 95159-6372
Attn: Election Coordinator

E-mail:

elections@smodyssey.com
board@smodyssey.com

Questions for all members

Q: Who can vote in this election?

A: Any member in good standing on October 24th, 2010 is eligible to vote.

Q: What is a “member in good standing”?

A: A member in good standing is someone who has completed the membership process which is as follows:

1. Submitted an application
2. Paid their annual fee
3. Completed an orientation
4. Been approved by the membership committee.
5. Has not had their membership revoked for any reason.

If your membership expired less than 6 months before the Annual Meeting, we will send you a renewal notice with the proxy. You can send in your renewal with your proxy or bring both to the Annual meeting.

If your membership expired more than 6 months before the Annual Meeting, we will not send you a renewal notice. You must re-apply for membership and be accepted by the membership committee prior to the Annual Meeting to be eligible to vote.

Q: Who will receive notice of the candidates and issues to be decided at the Annual Meeting?

A: We will send a written notice of the election to members in good standing as of Wednesday, September 22nd, 2010. The written notice will be sent to your postal address and will include statements from the candidates received by September 22nd and proxy materials. If you do not receive this notice by September 30th, contact elections@smodyssey.com.

Q: Do I have to vote?

A: The Bylaws (and California Law) require a quorum of 1/3 of the membership to vote in person or by proxy in order for the vote to be valid. Please vote in person or send in your proxy form!

Q: Do I have to come to the Annual Meeting to vote?

A: No. You can authorize another member in good standing to vote on your behalf at the meeting or you can assign your proxy to the Board of Directors to vote as you direct.
You can mail your proxy to the smOdyssey P.O. Box noted above.
If you authorize a specific member to act as your proxy, that member must present your proxy form to the Election Coordinator at the meeting on October 24th.
If you assign your proxy to the Board of Directors, your proxy form must be received by the Secretary of smOdyssey during or before the October 24th, 2010 meeting to be counted. If sending to the P.O. Box, it must be received by October 23rd.

Q: Can I change my mind after I file a proxy?

A: Yes. You can file another proxy. The one with the latest date, received by October 24th, 2010, will be counted. If you choose to attend the meeting in person, proxy(s) will be void and your vote in person will be counted.

Q: Can I vote at the meeting?

A: Yes. The ballot box will open at 2PM and will remain open until it is declared closed by the meeting chair.

Q: How late can I vote on the 24th?

A: We don’t know. It depends on how many people are at the meeting and what other business is brought before the meeting. Ample time will be given for those present at the start of the meeting to cast their ballots. At some point when we think everyone present has had an opportunity to vote, we’ll declare the balloting closed and start counting votes so we can announce the results and get out of there. The point is, don’t count on being able to vote at the meeting if you come in late. Send in your proxy if you can’t be at the meeting on time.

Q: I want the membership to consider my motion to … at the Annual Meeting.

A: Please send your motion to board@smodyssey.com by Noon, September 12th, 2010 (much sooner if possible). The final text of your proposal must be sent to elections@smodyssey.com by 6PM, September 22nd, 2010 for inclusion in the notice to members.

Q: Why are 3 seats open for election this year?

A: The board of directors passed a motion in June to reduce the size of the board to 5 seats. To ensure continuity in the leadership of the organization the bylaws call for half of the seats to be elected each year for terms of two years each.

Q: Who are the board members? Which of them are staying and which seats are open?

A: Dianne was elected in 2008. Her term is up this year.
Jeanne was also elected in 2008. She resigned in April 2010. Her term would have been up this year.
One additional seat went unfilled in 2008 and the remaining half term was not filled in 2009. That seat is up for election this year.
Meta and Lynda were elected in 2009. Their terms are up next year.
Two additional seats went unfilled last year and have been eliminated by the reduction of the board to 5 seats.

Questions for those unable to attend the meeting in person

Q: How do I vote if I can’t attend the meeting?

A: You can vote by proxy.

Q: What is a proxy?

A: A proxy is a person who is authorized to act for you. In this case, someone authorized by you to vote for you at the meeting.

Q: Who can be my proxy?

A: Any member in good standing can serve as your proxy, or you can assign your proxy to the Board of Directors.

Q: How do I authorize my proxy?

A: The written notice sent to members of record as of September 22nd, 2010 will include a proxy form.
It will allow you to:

1. Select a specific member OR the Board of Directors to act as your proxy at the meeting.
2. Authorize or withhold authorization to vote FOR each candidate running in the election.
3. Authorize or withhold authorization to vote FOR or AGAINST each motion included in the notice of the meeting.
4. Authorize or withhold authorization to vote on any motions brought at the meeting not specified in the notice of the meeting.

Questions for those thinking of running for the Board

Q: Who can run for the Board?

A: Any member in good standing nominated in accordance with the procedures below is eligible to run.

Q: What is the term of office for newly elected directors?

A: The newly elected board members will serve for 2 year terms, with the exception of the position left unfilled from 2008. If 5 or more candidates are elected, the new board members will decide among themselves who will fill the remaining 1 year term. If fewer than 5 candidates are elected, the 1 year term will remain open for appointment by the board.

Q: Can I run for President/Vice-President/Treasurer/Secretary/...

A: Not directly. The Bylaws specify that the membership shall elect the Board of Directors and the Board of Directors shall elect the President, Vice-President, Treasurer and Secretary from within the Board. The winning candidates will select these officers immediately after the election.

Q: Do I need to be "out" to be a Board member?

A: While you may use your scene name when representing smOdyssey at most events and for most smOdyssey business, you should be prepared to sign legal documents (contracts, tax forms, ...) with your full legal name. Some of the documents that officers and/or directors of a corporation must sign become public records. The corporation is required to file a form with the state of California that includes the names and business or residence address of the President, Secretary and Treasurer of the corporation. You will be representing smOdyssey at various public events, therefore the likelihood of encountering someone from your vanilla life is greater. You should also be prepared for the possibility of media attention.

Q: How do I get nominated to run for the Board?

A: Any member in good standing can nominate any other member in good standing (other than themselves). The nomination must be made in person at a smOdyssey board meeting (or other smOdyssey event where announcements are appropriate) prior to close of nominations on September 20th, 2010.
(Nominations will NOT be accepted at the annual meeting unless there are fewer nominees than positions open.)
The nominee must:

1. Be a member in good standing at the time of nomination and on the day of the election (as well as the duration of their term if elected).
2. Be present at the nomination.
3. Verbally accept the nomination. (Please do not make a big speech at classes or other events where time is limited. Keep it short. For example: “I accept the nomination.”)
4. Send E-mail to elections@smodyssey.com with:
• The legal name of the member who nominated you (so we can confirm they are a member. Their name will not be published.)
• Your legal name (to verify membership. Your legal name will not be published in the notice unless you ask us to.)
• Your name as you wish it to appear on the ballot.
• Your membership number.

You must get this information to the Election Coordinator by 6PM Wednesday, September 22nd, 2010.
Please send whatever part of this information you have available as soon as possible after you are nominated!

Q: What are the smOdyssey events appropriate for nominations?

A: Any official smOdyssey event counts. The main events are:

• Sunday, August 22nd Board Meeting
• Monday, September 6th Munch
• Sunday, September 19th D/s Discussion Group
• Monday, September 20th Munch – Last chance!

Q: Will smOdyssey publish a statement from the candidates with the proxy materials?

A: Yes! A statement (up to 300 words) and (optionally) a photo (headshot) to be included in the written notice to members.
Send your statement and/or headshot to elections@smodyssey.com as soon as possible to be included in the notice to members.
The publication deadline is 6pm Wednesday, September 22nd, 2010.
The Election Coordinator will not publish any statements or photos received after this time.

Q: How else may I advertise candidacy?

A: There are several ways:

• If you ask us to do so, we will put your statement and/or headshot on the web site.
• You are welcome to make announcements of your candidacy at any smOdyssey event where announcements are appropriate.
• You are welcome to make announcements on the smO-Member e-mail list.
  (Please start your Subject line with “[Election]” to allow subscribers who do not want to read election announcements to create a filter.)
  (Election announcements are NOT permitted on the OdysseyForum e-mail list.)
• Each candidate will have 2 minutes to make a statement at the Annual Meeting.

Q: What benefits do Directors get?

A: The satisfaction of a job well done! Directors (and officers) of the corporation are not compensated. You may be reimbursed for reasonable expenses incurred in your duty. You are still eligible for the same discounts that all members are eligible for, however you may not participate in any drawings, raffles, or other contests sponsored by smOdyssey, Inc.

Q: How will the election results be reported?

A: The number of votes received by each candidate will be announced after ballots are counted at the Annual meeting. The four candidates who receive the highest number of votes will be declared the new directors.
This information will also be published with the minutes of the Annual Meeting.

Q: What else should I know before I run for the Board?

A: Candidates should read:

• What It Means to be a Board Member
• the bylaws
• Policies and procedures

These documents are available on the smOdyssey web site.
Candidates are also encouraged to:

• Familiarize themselves with California Nonprofit Membership Corporation Law
• Attend smOdyssey board meetings
• Attend and volunteer at other events
• Make themselves known to the membership.