COSTUMER’S GUILD WEST, INC.
Membership Voter Information 2016
Annual Meeting of the Membership
Note: Due to filing dates, not all candidates are represented on the ballot. For a complete list of candidates (to the best of our ability to update), please scroll down on this page.
Nominations – Nominations are still open for all positions on the Board of Directors for the CGW, Inc., with the exception of Treasurer (a two year position with elections held on odd numbered years). You can still let people know you are interested in a position on the CGW Board by sending a candidate’s statement of approximately 100 words to the web the web team at firstname.lastname@example.org, the current Guild President at email@example.com, or to the Yahoo! Group or Facebook page. This will enable other members to write you in on their Ballot. We will also be accepting nomination from the floor during the General Meeting October 1, 2016.
Uncontested Votes and Write-In Candidates – During the vote counting, the counters will check all Ballots for write-in candidates. In an uncontested office, if there is one vote for that candidate, he or she is automatically elected. In the interest of time-saving at our meeting, not all votes for an uncontested office will be counted at the meeting. The final, complete count will be tabulated and published in the next issue of Squeals and on our website.
Casting your Vote – Print and bring the Ballot with you to the annual meeting or mail to the CGW Parliamentarian (directions follow). The first column on the Ballot indicates the position up for election. The second column indicates candidates who have already declared their intent to run for office prior to September 1, 2016. The third column indicates your decision to vote for the printed candidate. Please indicate your choice with either a “Yes” or “No” in this column. The final column is for write-in candidates, including anyone who is nominated from the floor of the annual meeting. A name written into this column indicates your “Yes” vote. Please print and bring your Ballot to the annual meeting to cast your vote. This is your only official Ballot.
Absentee Ballot Instructions
By reading and following these simple instructions, you can ensure the confidentiality of your absentee vote. The procedure set forth below is streamlined from Robert’s Rules of Order, Section VIII, §46. If you would like to read the complete instructions, we have provided a link here.
- Vote for the candidates of your choice. No signature is required on the Ballot.
- Fold the Ballot and place it in a blank envelope. Seal it.
- Place the blank envelope inside the envelope addressed to the Parliamentarian. Seal it.
- Make sure the envelope addressed to the Parliamentarian has your correct name on the outside. Your name must be on this envelope for us to validate your Absentee Ballot without violating your confidentiality.
Mail early enough to arrive by September 23, 2016 to: Kerry Wolf, 3620 Moreno Ave. #64, La Verne, CA 91750
The Parliamentarian will hold the Absentee Ballots in their outer, mailing envelopes and bring them to the Annual Meeting and election unopened. Prior to the start of the annual meeting, the designated Ballot counters will verify the Absentee Ballots, by the following procedure:
- The name & signature on the outer envelope will be checked against the list of qualified voters.
- The inner envelope is placed still sealed into a receptacle.
- After all envelopes have been validated, the inner envelopes will be opened and held, unread, to be counted with all other Ballots.
8/24/2016 UPDATE: Currently there are up to nine separate elected Board positions for CGW, Inc. Eight of those positions will appear on the October 2016 ballot. Because of the CGW, Inc. By-Laws changes voted into place February 2013, the positions of President and Treasurer are two year commitments, voted on during alternate year elections. Annette Grace will remain in the position of Treasurer for another year. We will be electing the remaining positions: President (a two year term), Vice-President, Recording Secretary, Corresponding Secretary, and between one and four Directors at Large.
Candidate’s Statements for the 2016-2017 term of office on the Costumer’s Guild West Board of Directors.
For President (two-year term) – *1 Application submitted*
Mela Hoyt-Haydon: My name is Mela Hoyt-Heydon and as a founding member of CGW, I would like to be considered for the office of president. While I have served on the board as a Director at Large in the past and been Costume College Dean twice, I have never had the time in my life to consider running for President but now feel it is time to give back to the organization that has meant so much to me. With my knowledge of the history of CGW along with my desire to help nurture newcomers I feel that I could be an asset to this organization. I would be honored to serve as the Costume Guild West’s President for the next two years.
For Vice President / Events Coordinator (one-year term) – *1 Application submitted*
Cynthia Aronin: I’m Cynthia Aronin and I’m running for the position of Vice President. Although I’m fairly new to CGW, I believe I can bring a fresh voice. By day, I work as a paralegal. My primary function is to research and constantly solve problems in a detail oriented environment. I’m an outgoing person who loves to meet new people and I regularly attend costuming and reenacting events throughout the year. This affords me the opportunity to meet and recruit new people to fill various assistant positions as needed at CGW events. I have also been a liaison for several CGW events. I would be honored by the privilege to be the next Vice President of CGW.
For Treasurer (Not up for election)
For Recording Secretary (one-year term) – *1 Application submitted*
Zoe Jones: My name is Zoe Jones and I am running for re-election as Recording Secretary. As Recording Secretary last year, I take the minutes for all of the Board meetings and made them available to the President for review and inclusion in Squeals. I also take the minutes at all the Costume College meetings. I look forward to doing this again.
For Corresponding Secretary / Squeals Editor (one-year term) – *0 Applications submitted*
For one of up to four Directors-at Large (one-year term) – *2 Application submitted for 1-4 positions*
Heather Pritchett: Howdy. I’m Heather Pritchett. I’ve been a member of CGW and Costume College for over 10 years and was a Director at Large for this last year. For four years I helped run the programming committee and this year I will be the Dean of Costume College. I am grateful for the opportunity to work with so many wonderful talented people, teachers and students alike. I am passionate about the CGW and costuming in general and hope you’ll consider me for a Director at Large position again this year. My goal it to keep the board and membership in general informed about what is going on with Costume College.
Maryann Jones: I am Maryann Jones. I am currently on the Board as a Director at Large and I am seeking to be re-elected. I have been both on the Costume College Committee and the Board for a few years now. I enjoy doing the work necessary to keep the CGW functioning and to put on Costume College. I would like to keep working to move the organization forward in the future. My costuming experience has mostly been small Renn Faire (starting with the Agoura Faire in 1969) and Middle School Theater.
The CGW Annual Meeting will be held on October 1, 2016, 11:00am, at 5515 E. Pacific Coast Highway, Long Beach, CA 90804. Click here for map.
Election: Listed above are those CGW members who have volunteered to run for various Board of Director positions in the up-coming election at our 2016 annual meeting. It is still possible for any CGW member in good standing to add your name to the ballot by contacting Eileen Smolenski at firstname.lastname@example.org. All candidate statements must be received by August 6, 2016. All elected positions are for a one year term except for the Treasurer and President. According to our By-Laws, this year the President will be voted in for a two year term (2016-2018). During next year’s election the Treasurer will be voted into office for a two year term.
Absentee Ballots can be mailed, according to the directions found on the ballot, to the CGW Parliamentarian, Address to be determined. They must be received no later than late September.
CGW’s Annual Meeting Facebook Event Page: https://www.facebook.com/events/1751863878434152/
Below is a list of the CGW Board positions available and a brief description of their responsibilities.
President: Presides at all meeting of the organization and Board of Directors, has day-today general and active management over the affairs of CGW, Inc. and supervises the conduction of its business, act as an ex-officio member of all committees, with Board approval, appoints chairpersons for any special or standing committees as well as Parliamentarian. This is a two year commitment and voted into office on even numbered years.
Vice President: Performs the duties of the President in the absence of that individual, traditionally coordinates CGW, Inc. events, and recruit assistants as needed to facilitate them.
Recording Secretary: Takes and records accurate minutes of the proceedings of all meetings. Maintains a historical file of all documents relating to the organization, as well as continually updating the log of all Resolutions enacted by the Board.
Corresponding Secretary: Conducts the correspondence of the organization, and takes responsibility for editing and publishing the organization’s newsletter, Squeals. The Corresponding Secretary may select an assistant editor with the approval of the Board of Directors.
Director-at-Large: Acts as a conduit of information and communication between the membership and Board of Directors. Serves on committees and in other such capacities as assigned by the President and/or the Board of Directors.
Additional information, as well as an in-depth description of Board Member Duties is available in Article X (ten) of the CGW, Inc. By-Laws found on our website at http://costumersguild.org/ under the Member’s Only link.
In order to serve on the CGW Board of Directors, a candidate must be a member in good standing and at least 18 years of age. They must also be prepared to attend most, if not all, of the Board Meeting throughout the year. There are six board meetings and the Annual Meeting in October. These meetings are held in a variety of locations around Southern California. It is possible for board members to participate in meetings via conference phone calls and via Skype as necessary.
Any Costumer’s Guild West Member, in good standing over the age of 18 who is interested in serving on the Board of Directors of CGW, should submit a Statement of Candidacy of 100 words or less to the CGW president at email@example.com as soon as possible. Nominations for Officers and Directors at Large will also be taken from the floor during the CGW Annual Meeting on October 1, 2016