PROCEDURE FOR SOUTH-EAST ASIA REGIONAL BOARD ELECTIONS AND NOMINATIONS
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1 SOUTH-EAST ASIA REGIONAL BOARD MEMBERS
1.1 Composition
The members of the South-East Asia Regional Board (hereafter to be known as the Board) will comprise:
- The CIMA Council Member for electoral constituency 16
- Two CIMA members (ACMA/FCMA) each from the country branches (Malaysia and Singapore) elected by each of the country branch committees
- Two members elected by the membership in the Region by means of an electronic election, but excluding the members in the country branches listed above
- Three persons to be co-opted from either the membership or students in the Region. Students must have sat an Institute examination in the previous eighteen months, but once co-opted are able to complete a full term notwithstanding exam progression.Co-opted members, appointed by the Board, with those co-options being made to fill skill sets where the board believes itself to be deficient.
1.2 Rules governing election
1.2.1 Board members are elected every three years.
1.2.2 Board members must retire by rotation and be re-elected.
1.2.3 Board members may serve for a maximum of two three-year terms.
1.2.4 An elected member of the Board must vacate office immediately if:
1.2.4.1they become a member of the Board in another capacity;
1.2.4.2they cease to be a member or student of CIMA;
1.2.4.3they resign from the Board by notice in writing to the Regional Director responsible for the South-East Asia region;
1.2.4.4 they cease to have an official address in the South-East Asia region;
1.2.4.5the Investigation Committee of CIMA imposes a consent order, or if the Disciplinary Committee imposes a sanction against him, and any appeal is unsuccessful;
1.2.4.6they fail to declare, at the time of discussion in Board or in a committee or at any other time, a material interest or a conflict of interest;
1.2.4.7they become disqualified from being appointed or acting as a Director of a Company;
1.2.4.8 they become unfit to serve through mental or physical disorder;
1.2.4.9they are absent from three consecutive meetingsor more than 50% of the meetings of the Board within 12 months and the Board resolves to terminate their membership.
1.2.5 In the event of an elected member or student vacating office an election will be held for that position.
1.3 Election process
For the elected roles the voting process will be electronic only. Members vote for members and for students i.e. it is not possible for members to vote for student nominees nor students for member nominees. Only those members and students who have an official registered address within the South-East Asia Region are eligible to stand/vote. Each member and student will be entitled to cast as many votes as there are vacancies for a particular status i.e. two vacancies, two votes. The election process and counting will be handled by the staff of the South-East Asia Region.
1.3.1 Nominations
A call for nominations will be sent to every member and student with an e-mail address in the region. In addition, this call will be posted on the website.
There is a standard nomination form, based on the Council nomination form. Three proposers who are members or students in good standing and the nominee must sign the nomination form. It must be accompanied by a resume (200 words) of the nominee and a passport size photo.
Nominees will be given 14 days to submit nominations. A completed and signed form either hard copy (this to be an original) or a scanned electronic copy must be received by the closing date and time. A fax copy will be accepted on the basis that an original or scanned copy will quickly follow. Three proposers and the nominee must sign the form. Staff within the South-East Asia Region will contact each nominator to verify that they have agreed to nominate the candidate.
The call for nominations should be sent a minimum of 14 days ahead of the close of the nomination period.
In the event that there are only as many nominations as there are seats, the candidates are elected unopposed and there is no need to hold an election.
If there are fewer nominees than vacancies, then the candidates are elected unopposed and the unfilled posts remain vacant until the following year.
When completing the nomination form members can nominate members and students, students. Nominators can support one or more candidates.
1.3.2 Ballot paper
The ballot paper should include:
- the names of the nominees
- the deadline for forms to reach the Regional Director
- details of where the rules governing the ballots can be found
- information as to where the ballot papers should be returned.
- contact ID of the member or student voting.
The ballot paper should be accompanied by the resumės and photographs of the candidates to enable members and students to make an informed choice.
The ballot papers should be posted to all members and students having an e-mail address in the region 14 days before the closing date for the ballot closes.
No late ballots shall be accepted.
1.3.3 Counting
The candidates with the most number of votes are elected (first past the post basis)
In the event of a tie, if more than one vacancy is available then the two with the tie will both be elected. If there is one vacancy and a tie, then the result will be decided by a toss of a coin.
1.3.4 Approval of results
The results will be submitted to the Regional Director, CIMA South-East Asia and other Board members notified.
1.3.5 Announcement of results
1.3.5.1 Announcement to candidates
Contact will be made to all successful candidates notifying them of the results and asking them to confirm their acceptance.
Once the confirmation of acceptance has been received, letters must be sent to the candidates who were unsuccessful.
Should an elected candidate be disqualified under paragraph 1.2.4 above or be unable to accept the position, the candidate with the next highest number of votes will be offered the vacant position.
1.3.5.2 Public announcement
The successful candidates will be announced via the website.
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