Voting Procedures

Section 1: Election Timeline

Elections for board positions shall take place in January of each year.
Nominations must be submitted no later than the second Tuesday in January.
Voting shall take place during the week leading up to the board meeting on the fourth Tuesday of January.
The newly elected board members shall assume their roles on February 1st.

Section 2: Positions for Election The following board positions shall be open for election:

Section 3: Nomination Process

Any eligible member may nominate themselves or another eligible member for a board position.
All nominations must be submitted by the second Tuesday in January. January 13th, 2026
Nominees must confirm their acceptance of the nomination before their name is placed on the ballot.
Nominees must have been a member for an entire year before they are eligible.
Valentine Bandits Representative must have been a part of the Valentine Bandits.

Section 4: Voting Process

Voting shall be conducted via a third-party application to ensure security and transparency.
Each eligible voting member may cast one vote per position.
The nominee with the highest number of votes for each position shall be declared the winner.
In the event of a tie, a runoff election shall be conducted within 48 hours of the initial vote count.

Section 5: Assumption of Duties

Newly elected board members shall assume their duties on February 1st.
Outgoing board members shall provide a transition period to ensure a smooth handover of responsibilities.

Board Positions Responsibilities

Co-Chair (2)

The Co-Chairs shall preside at all meetings.
They shall be responsible for the proper conduct of the meetings and for the prompt carrying out of the resolutions passed at such meetings.
They shall produce a report of the season’s activities etc. to be given at the annual general meeting.

Treasurer

The Treasurer shall be responsible for maintaining the bank of DUSC.
All dues are to be collected by the Treasurer and receipt provided.
Must provide a P&L Summary Report at each meeting and an annual report at the AGM.

Secretary

The Secretary shall be responsible for giving notice of meetings and shall keep minutes of every meeting of the members of Office in a minute book and shall forward a copy of such minutes as soon as possible to relevant parties and in any case at least one week prior to the date of the next meeting.
They shall produce a report of the season’s activities to be given to the AGM.

Membership Coordinator:

Leads member recruitment efforts and responds to membership inquiries.
Supports member engagement and retention to help grow and strengthen the community.
Maintains strong organizational and communication skills to address member needs and concerns effectively.
Provides regular reports on membership statistics to the leadership team.
Oversees the Newsletter, Content, Merch, and Away Day subcommittees housed under Membership.
Acts as Board contact for Branch Leadership regarding member conduct issues in Branch locations.

Community Engagement Coordinator:

Collaborate closely with the Membership Committee to help plan, promote, and support initiatives that strengthen member engagement and retention.
Assist the Matchday Committee with coordinating supporters’ activities, in-stadium engagement efforts, and community-focused matchday programming.
Serve as a communication bridge between committees to ensure alignment on community-driven initiatives and events.
Identify opportunities for the Dirigo Union to participate in or support local events, volunteer opportunities, and charitable activities.

Matchday Coordinator:

Coordinate the setup, storage, maintenance, and deployment of flags, banners, two-sticks, drums, and other visual/auditory supporters’ materials.
Oversee the planning, creation, and execution of tifos, including design coordination, volunteer organization, and matchday installation.
Manage the safe and compliant use of smoke, streamers, and other atmosphere-enhancing elements, ensuring they meet team and stadium regulations.

Valentine Band Representative:

Serve as a liaison between the Band and the Board to relay messages, requests, and other communications.
Advocate for ideas of band members during Board discussions and decision-making.
Ensure that band activities remain aligned with the values of the Dirigo Union and the inclusive culture the community strives to uphold.
Communicate Board decisions and relevant policies to band members.
Facilitate communication channels for band members to provide feedback, ensuring all voices are heard.
Collaborate with the Capo, Captains and support communication for matches, rehearsals, and events.
Help identify opportunities for the Band and Dirigo Union to work together on community-building initiatives, events, and valued projects.
Contribute to a positive and inclusive culture by modeling professionalism and heart in all leadership interactions

At-large Board Members:

Provide general support to board officers and committee leads as needed.
Assist with projects, initiatives, or tasks that require additional help or oversight.
Serve as a flexible resource to address unexpected needs across the organization.
Step into the duties of another board member temporarily if that member must step away for personal or unforeseen reasons.
Help maintain continuity and stability within the board during transitions or absences.
Offer input and perspective in board discussions, voting, and strategic planning.