Sept. 26, 2014 – I would like to address the questions around voting issues for the current PASS Board of Directors election.

Before I get started I want to make something very clear: I accept full responsibility for all issues with the current election process. Together we had, and still have, the very best of intentions. On behalf of myself and the entire PASS Board, I offer the sincerest of apologies for all of the frustration caused.

A quick recap: During previous Board elections some members received multiple ballots because they had multiple PASS member profiles. Responding to community requests to fix this issue, we decided to update our voting eligibility requirements so that PASS members needed to have a completed member profile by June 1, 2014, to receive a ballot for the 2014 Board elections. By updating their profiles, members would be identifying their primary profile and email address for all PASS emails, including ballot emails. We also encouraged members to take advantage of the process to delete old profiles.

We then proceeded to communicate the voting eligibility change through every channel we had available. These efforts included:

    • Launching a registration drive in an article in the January 8 Connector newsletter and publishing details in six more Connectors until the deadline. 
    • Sending emails to our entire membership.
    • Leveraging all of our social media accounts. 
    • Including reminder slides in the monthly Chapter deck.
    • Posting our message and a banner ad on the PASS homepage as well as notices on the Governance and Elections pages. 
    • Sending direct emails to everyone who had voted in the past four years in an effort to get people to update their profile so they could continue to vote.

Unfortunately, despite these measures, we were unsuccessful at ensuring that all members received the message.

As a result, we are therefore extending the deadline to update your profile and vote in this year’s Board elections.

The impact of this change on you will depend on your specific situation:

    • If you have received a ballot previously, or if you have already voted, you don’t need to do anything. All votes currently cast will remain valid, there will be no need to recast any votes; if you received a ballot and haven’t voted yet, your access to do so will not be interrupted. All voting will end on October 14 at noon PDT.
    • All PASS members who have not yet received a ballot and who had an existing profile as of June 1, 2014, will be given the opportunity to receive a ballot by updating their profiles before October 5, 2014, at midnight PDT. On October 6, we will pull an updated list of registered voters, filter for duplicates, and then on October 7, we will send all newly registered voters a ballot.  All voting will end on October 14 at noon PDT.
    • PASS members who established their profile after June 1, 2014, do not need to take any action, but will be eligible to vote in next year’s election.

The voting process also highlighted some concerns around the security of member passwords. In response, we have added SSO integration for Simply Voting as well as SSL certificates. We want to assure you that the voting process and your login details and profile activity are secure. We are continuing testing and validation of the security of all PASS sites – stay tuned to the PASS blog for details and updated information as soon as that is completed in the coming days. 

Based on your initial feedback, I will be working with the Marketing team and PASS HQ to improve our communication efforts for voter registration. Going forward we will include reminder slides in every Chapter, VC, and SQLSaturday deck that is distributed, and ask that leaders for these events make a point to mention the details in these slides. I will also ask that we include details on all our key web pages, including the SQLSaturday website.

I recognize that these increased communication efforts may still not be enough. If you do not receive an email on October 7 and believe you should be eligible to vote, please email and help us understand all the details around your particular situation. We can’t make things better without your help. I will task our Marketing team to review our communication channels throughout the year in order to improve our effectiveness.

I will also work with the IT team to find ways to help our members verify if their profiles have been updated correctly and that they are indeed registered to vote. I want to make certain we give all our members every possible chance to verify their voting status prior to the deadline.

Our annual Summit is just over 5 weeks away. I expect elections and voter eligibility will be among the many topics of discussion. I and the entire Board of Directors will make ourselves available throughout the week for anyone who has additional questions, comments, and concerns about elections, or anything else.

Thanks for your time, your service, and your PASSion.

– Thomas LaRock
PASS President