The Board is proposing that the bylaws be amended to bring our election process up to date with today’s use of emails and internet rather than reliance on the postal service.

The amendment would reduce the time for candidates to respond with the required information to run for office and for ballots to be returned from 45 days to 30 days. This change will allow the entire election process to decrease from 90 to 60 days.

Forty-five days was originally chosen because of the time needed to receive ballots, which were included as a supplement to the Journal. Many of our international members do not receive their Journals for several weeks or two months after our US members. This is no longer a problem because the ballots are available on-line and are returned to the office via email; they are no longer sent with the Journal. Thirty days allows sufficient time for the return of ballots. Changing the time interval for the voting process will allow us to contact the winning candidates earlier than the day before he/she is to take office — the situation we are now in with the present 45-day requirements.

The bylaw section below has the forty-five (45) days struck out followed by the new text “thirty (30) days”.



SECTION 1: Election of Directors

  1. An election of Directors shall take place each year. Each Director shall serve a three-year term. A call for nominations shall be published in the Fall issue of the Secretary’s Newsletter (SNL). Nominees must be Regular Members in good standing during the two years immediately preceding the election. Nominations must contain a statement signed by the candidate describing his or her qualifications for office, affirming his or her willingness and ability to serve and to attend scheduled meetings of the Board of Directors. The candidate must also provide an endorsement letter signed by at least two Regular or Life Members. All nominations shall be submitted to the Secretary via surface or electronic mail.
  2. Prospective candidates shall have at least forty-five (45) thirty (30) days after the SNL has been posted to submit the required documentation to the Secretary of the Guild.
  3. Incumbent and Appointed Directors shall have the right to nominate themselves without additional endorsements.

SECTION 2: The election shall be conducted in one of two ways:

  1. Contested Election - The names of the nominees and their requisite statements shall be presented by the Board to the Membership by a special mailing (surface or electronic) or by inclusion in the Winter issue of the SNL. Voting will remain open for forty-five (45) thirty (30) days after the mailing or SNL has been posted. Ballots may be returned by surface mail or electronically at the discretion of the Board. If membership has expired, a returned ballot would be accepted only with dues renewal. The nominee(s) with the greatest number(s) of votes shall be elected to the announced vacancy (ies). The Board shall select an independent auditor to count and tabulate the ballots, whose results shall be published in the Spring issue of the SNL.

The proposed bylaw change was discussed at the membership meeting at the conference on Saturday, October 26, 2019 and the ballot for this proposed change will be emailed to all members and posted on the web site. This proposed bylaw change will not affect the 2019 Director elections. If passed it will become effective on February 1, 2020.


Email or mail your vote to the NRG office (download printable ballot here). It must be received no later than 5:00 PM CST January 16, 2020. Provide your name and address below so we can verify your membership is current.

  • If sending by email, copy and paste this ballot to your email. Circle YES or NO below and send to the NRG Office (
  • If sending by mail, print out the ballot portion. Circle YES or NO below and mail to the NRG Office.
  • Print and sign your name on the copy you mail so we can mark you off the list of votes as having cast your vote. We can not count ballots where the member is not identified.

I vote YES / NO on the proposed change to bylaw Article V.

The vote is for the entire proposal not individual parts of the proposal.

Member name:___________________________Signed_________________________


Please list your town so we can tell members with identical names apart — we have several members with identical names.

Return to:

Nautical Research Guild, Inc.
237 S. Lincoln St.
Westmont, IL 60559-1917
Phone: 585-968-8111