Volunteer Reference Guide 2012 - Automotive Industry Action Group

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Volunteer Reference Guide ONE COMPANY, ONE VOTE Article 3.04 of the AIAG Bylaws states “Each corporate voting member is entitled to one vote on each matter submitted to a vote.” Article 2.01 notes that corporate members are voting memberships, while “associate members shall not have voting rights.” VOTING IN FULL MEMBERSHIP BALLOT When a full membership ballot is conducted, such as for approval of slate of AIAG Board of Directors members and officers, the action shall be authorized by a simple majority (50%+1) of the votes cast. In these cases, the key contact will be sent a member ballot. The key contact will be asked to return the completed ballot to AIAG prior to an established deadline. Ballots not returned before the due date will be considered null and excluded from the voting process. Each corporate member will have exactly one vote. Associate members are excluded from the voting process. VOTING IN COMMITTEE MEETINGS MULTIPLE ATTENDEES FROM ONE COMPANY When multiple individuals from a single company attend at a volunteer committee meeting, only one vote from the company will be accepted. Those present from that company must decide who will vote on their behalf. CONSULTANTS Any attendee at a volunteer committee meeting whose time and/or expenses to attend a meeting are funded by an organization other than their own is considered a consultant. A consultant must: • Declare that such funding exists at the beginning of the meeting during the introductions. • Identify all organizations that have provided funding for the attendee’s participation in that committee, whether or not those organizations are AIAG members, and note the organization names next to his/her own on the sign-in sheet. • Vote only on behalf of the organization(s) funding the consultant’s participation. Table 9. Voting Policy as Applied to Consultants To preserve the principle of one company, one vote, the following rules apply to consultants’ voting, in addition to those regarding attendance, associate membership, and multiple attendees from the same company. Consultant’s Organization Organization Funding the Consultant’s Attendance Voting Status AIAG member AIAG member or Non-member None: Attendance paid solely by consultant’s own organization AIAG member Votes representing own organization Vote representing funding organization, but not consultant’s own organization AIAG member Not an AIAG member Cannot vote in that committee Not an AIAG member Not an AIAG member Cannot vote, and may only attend three meetings before joining. 2007-021 27 Revision Date2/8/13
Volunteer Reference Guide ATTENDANCE REQUIREMENT FOR COMMITTEE VOTING To be eligible to vote at a committee meeting, a committee member: • Must be an employee of a corporate member company • Must have attended at least three of the last six committee meetings (including the one in which the vote is being taken). Exceptions to the three-meeting attendance rule are: • New committees (those that have met fewer than six times) will establish their own voting attendance rules until the sixth meeting takes place. • If a transition is being made from a currently eligible committee member to a replacement from the same company, the new representative may vote as long as the company has met the attendance requirements. • When two individuals from the same company share responsibility and regularly alternate attendance, their combined attendance shall count for voting eligibility. 2007-021 28 Revision Date 2/8/13
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