Nominations Committee

Nominations:

The first step in ensuring the membership has a voice in selecting its leaders is having an open call for nominations. This can easily be done by sending out a call for nominations via mail or e-mail approximately 30 days before the election will take place. This allows the members ample opportunity to review the responsibilities of each role and submit nominations. If the election will take place at a meeting, the chapter can also accept additional nominations onsite prior to voting. The call for nominations should include the following information:

• Title and description of each position for which nominations are being accepted, including any
  specific requirements for serving.
• Deadline for submitting nominations.
• Details regarding the election.

Election:

To ensure that all members have an opportunity to fulfill their responsibility to vote, notification of the election must be sent to all members 14 days in advance of the meeting at which the election will take place. Or in the case of a mail or electronic election, members must be given 14 days to cast their ballot. Voting can occur at a face-to-face meeting, by mail, e-mail, or through an online voting service. What is essential is that each chapter documents their processes regarding how the votes will be secure, what controls will be in place to validate the voter is eligible and only votes once, who will be responsible for counting the votes and how the results will be recorded and reported to the membership. Due to these
issues, most chapters have found it easiest to conduct voting either by mail or face-to-face. Online voting services also provide a great option to chapters, however the cost of these services are often prohibitive to chapters.

Since the leadership is selected by the membership, it is important that enough members participate in the election to ensure the results are representative of their desires. Therefore a “quorum” of chapter members must cast ballots in order for the election to be valid. Prior to the election, and as part of the chapter’s voting policy, the chapter board or leadership committee establishes a quorum. It is recommended that the quorum not be less than 5% and not more than 25% of the chapter membership. The candidate receiving the highest number of votes for the office shall be elected.