Nomination Process

Nominations for all elected Officer positions are open for 4 weeks from the 15 July 2025

To be eligible for nomination (or election):

• nominations may be made and seconded by voting Members only; and
• each nominee must consent to their nomination, and declare that they meet the Officer eligibility requirements in Rule 17; and
• nominations must be made online using the prescribed Nomination Form, and submitted to the Society via the Society's website, or via email; and
• valid nominations must be received no later than 6 weeks before the Annual General Meeting (2 weeks before PHASE 1 election voting opens)

Notification of Final Candidates:

• Approximately 7 days prior to the elections opening, all nominations validly received plus background on nominees (if required to be supplied by them), will be added to the online voting form and members will be notified by email that voting opens in 7 days time
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• The email will include information about when and how voting Members can cast their election vote online, and a link to the voting form will be provided
  

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Procedure for Election of Officers & Voting

• Online Officer elections shall open 4 weeks prior to the Annual General Meeting, and will remain open for 21 days
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• The voting period will be delivered in three distinct phases, as outlined below under the section titled "Elections Process"
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Voting Eligibility Under the Screen Industry Workers Act 2022 (SIWA)
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In accordance with the Screen Industry Workers Act 2022 (SIWA), only Ordinary Members and Honorary Life Members are eligible to vote in AGM elections or on any agenda items requiring a member vote.

To be eligible, a member must not spend more than 50% of their professional time working as an engager, and must not be part of an engager organisation.

• Engagers are considered to be anyone working as a Producer or Executive Producer
• Line Producer’s are not considered to be engagers and may vote unless they manage, or are a member of any engager organisation

• Members who manage or are a member of any registered Engager Organisation are not permitted to vote:
• An Engager Organisation is considered to be any registered organisation who’s purpose is to represent any person (or organisation) considered to be an engager

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Prior to voting, members will be asked to confirm their eligibility status. This verification process will determine whether or not a member is permitted to vote.

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VOTING DURING THE ELECTIONS PERIOD
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• All current members can vote on the roles of:
  • President
  • Vice President
  • Treasurer
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• All other roles listed below can only be elected by relevant branch voting Members:
  • Branch Committee Members
  • Branch Chair
  • Branch Secretary
  • 2 x National Executive Committee Members (per branch)
    
    

ELECTIONS PROCESS - three phases over 21 days:
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PHASE 1 - Voting will open for 7 days for the following roles first:

• President - (all members can vote)
• Vice President - (all members can vote)
• Treasurer - (all members can vote)
• Branch Committee Members - (members of relevant branch only to vote)
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PHASE 2 - When the voting period for the above roles has closed and each localised branch committee has been elected, the following roles will then be opened for election for a second set of 7 days:

• Branch Chairs
• Branch Secretary
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* Votes for these roles can only be submitted by members of the relevant branch.

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PHASE 3 - Once the above positions have been filled, a final 7-day voting phase will open to elect up to two additional Officers from each branch to complete the National Executive Committee.

• Up to 2 x National Executive Committee Members (per branch)

* Votes for these roles can only be submitted by members of the relevant branch:
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NOTE: Branch Secretaries have first option to accept a seat on the Executive committee.

• If they accept, only 1 x additional Officer is required to be elected for that branch
• If the secretary turns down their seat, 2 x additional Officers from that branch will need to be elected

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How is the National Executive Committee formed?

The following elected Officers automatically become members of the Executive Committee:

• President
• Vice President
• Treasurer
• Branch Chair - Auckland
• Branch Secretary - Auckland (optional)
• Branch Chair - Wellington
• Branch Secretary - Wellington (optional)
• Branch Chair - Christchurch
• Branch Secretary - Christchurch (optional)
• Branch Chair - Queenstown
• Branch Secretary - Queenstown (optional)

up to 2 x additional members from each of the elected Branch Committees not including the persons holding the above roles, are elected by the members during PHASE 3 Elections.

This provides an Executive Committee consisting of 15 Officers.

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VOTING ON AGENDA ITEMS

To vote on agenda items at the AGM, members must meet the following criteria:

• Be registered as an Ordinary Member or an Honorary Life Member
• Not spend more than 50% of their time working as an engager, and
• Not belong to an engager organisation, as defined under the Screen Industry Workers Act 2022 (SIWA)

Prior to voting, members will be required to verify their voting status, as per the established verification process used in previous elections. This process will determine whether a member is eligible to participate in voting on agenda items.

All voting will be conducted through an online Floor Voting portal, accessible via mobile phone or other personal devices. Members will be granted access to the portal during the AGM, and only those verified as eligible will be permitted to vote.

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VALIDITY OF VOTES:

• For a vote to be validly cast, voting Members must cast their vote online via the Guild's website, using the provided online voting form
• Elections will be overseen by a Ballot Officer. The Ballot Officer will announce the election results at the Annual General Meeting

Important references:

* For rules about Eligibility for Appointment or Election as an Officer of The Screen Guild, please see Rule 17 in the constitution document attached above

* For information on the Duties of Officers of The Screen Guild, please see Rule 18 in the constitution document attached above

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Rules of AGM attendance

• To attend you must be a current Individual or Honorary Life Screen Guild member
• Please register for the AGM to help with planning. (This is not compulsory, you can still attend the meeting on the evening if you have not registered)
• If you can't attend:
  • you can register an Apology using the above button link
  • You can still make a proxy vote by appointing another member to make your vote for you during the AGM and indicate your voting preferences on the Proxy Vote Form when Proxy Voting opens

If you forget to register or register an apology, you can still come - simply advise the person taking the minutes when you arrive at the meeting.

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