Viewing: Best practices / Proactive-in-a-crisis
SF/IABC Nominating Committee
Procedures, Timeline and Tips
The Nominating Committee
Chair: Past President
Members: two other chapter or Board representatives
Tip: Select people who bring combined knowledge of the chapter’s: recent history; mission, goals and responsibilities; membership (new, ongoing, senior, active and not).
Tools Needed
- Current chapter member roster.
- Current Board position descriptions to use in talking with candidates. (Tip: Posting these on the chapter Website makes it easy to refer candidates to them.)
- List of positions for which the committee will be recruiting. For example, the SF/IABC Nominating Committee is responsible only for nominating the President, EVP and VP positions. The VPs then recruit their own directors and committee members. However, the Nominating Committee can really help by passing on lists of people they contacted who didn’t want to serve on the board, but are interested in other volunteer work.)
Timeline
This timeline supposes a June to July Board Year. If your chapter uses a calendar Board Year, adjust as needed.. While ongoing recruitment and information gathering is recommended, concentrated effort is needed in the last five months of the Board Year.
August – February: The Nominating Committee Chair and all Board members talk to members at program meetings and on other occasions about Board involvement; create lists of people who are interested or have potential.
January Chair invites people to join the Nominating Committee.
February: Nominating Committee Chair sends e-mail message to all current Board members asking about their interest in continuing and in which positions. Attach the Nomination Statement form if appropriate. Using their responses, identify which positions will need to be recruited. (Tip: Even if a Board member indicates interest in a position, still try to recruit others for the position.)
First Nominating Committee meeting. Each committee member begins putting together his or her initial list of people to contact.Newsletter article prepared for March issue, announcing Board recruitment, encouraging chapter members to submit their names.
March: Nominating Committee contacts chapter members about serving on Board. Meets as needed to update recruitment progress and plan. (See Selection process for detail)
April: Finalize list of candidates and hold Candidates Night. (See Candidates Night for detail)
May: Finalize slate; Chair presents slate to Board for approval; newsletter article prepared for June issue, presenting the slate to membership for election.
June: Election held; successful candidates notified of their election.
July: Newsletter article announcing election results; new Board installed.
August: Chair follows up with new and continuing Board members on how transition is going, thanks them and answers questions as needed.
Selection Process
- Give each Nominating Committee member a current chapter roster. (Available from VP-Membership.)
- Each committee member reviews the roster and develops list of candidates from his or her personal knowledge.Meet and compare lists, discuss names, qualifications and possible positions.
- Create calling lists for each committee member from the combined lists. Tips: ook for existing relationships when assigning contacts; ask people to call about the positions they know best.
- Modify and distribute talking points (see below) for committee members to use in talking with candidates.
- Meet and share results. Tip: Meeting every other week gives people time to make the calls, while maintaining momentum. A combination of face-to-face and phone meetings works.
- Repeat steps 4 and 5 as needed to complete the slate with as many potential candidates as possible.
- Each time steps 4 and 5 are repeated, update the potential slate as candidates are identified and tentatively slotted into positions. Tip: Share the “slate in progress” among committee members. (See sample)
- Hold a Candidates Night event for all potential Board members to meet each other. (See Candidates Night for detail.)
- After the Candidates Night, schedule a face-to-face meeting to select the final slate. If it is know who the next President will be, it may be appropriate to include him or her at this meeting. This gives everyone a chance to share information and insights.
- When the slate has been selected, contact each person nominated to make sure each person is comfortable with the position for which he or she has been nominated. If not, you may have to reshuffle.
Candidates Night
This is a worthwhile opportunity for Board candidates to meet each other, to introduce the chapter and Board culture, and to talk about the benefits of Board participation.
- Work with people who have planned chapter professional development and networking meetings or other events for recommendations on location and cost. This may be an opportunity to leverage existing contacts.
- Send a “save-the-date” message to all candidates as soon as you have that information. Follow with detailed invitations.
- Get RSVPs from everyone. Follow up as needed.
- Don’t over-plan the agenda, but do have some planned presentations from Nominating Committee. (See sample)
- Provide name tags made up in advance.
- Everyone introduces themselves and talks about why they are interested in oard participation.
- Nominating Committee members and current Board members should work the room, introducing people who don’t know each other or who may serve in positions that will work closely together.
- Follow up with a thank you to all who attended and those that couldn’t. Offer to answer any questions for those who couldn’t attend and for people who were there, but didn’t ask questions at the event.
Election
- Chair submits slate to Board for approval at the May meeting in a prepared motion.
- Arrange election article with VP-Communication and newsletter editor.
- After the election, notify and congratulate successful candidates and arrange a newsletter article for July announcing the results.
- In the event a candidate is not elected, contact him or her, extend the chapter’s thanks and ask about their willingness to serve in a non-elected position.
- Nominating Chair gives President-Elect the final recruitment rosters, which contain the names of people interested in volunteering during the current year or in the future.
NAME OF IABC Chapter
Nominee Statement Form
All candidates (including incumbents) must complete this form.
What type of position do you want to be considered for? (check one)
____ Officer ____ Director or Committee Lead
What term length are you willing to serve? (check one)
____ Two-year (preferred) _____ One-year _____ Either, as needed
For Officer positions: Please indicate the position for which you would like to be considered. Note that positions may be shared by more than one person in some situations.
_____ President _____ VP, Membership
_____ Executive Vice President _____ VP, External Affairs
_____ Past President _____ VP, Communications
_____ VP, Finance & Administration _____ VP, Professional Development
For Director / Committee Lead positions: Please indicate the position for which you would like to be considered:
___ Communications. Choose: __ Newsletter __ Website
__ Professional Development: Choose: __ ICR __ Networking Nine __ Programs __ Judging
_____ Membership: Choose: __ Recruitment __ New Member Relations __ Volunteers
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NAME:______________________________________TITLE:___________________________
ORGANIZATION:______________________________________________________________
ADDRESS:____________________________________________________________________
TELEPHONE:________________________________MOBILE:_________________________
E-MAIL:_________________________________FAX:________________________________
NAME OF REFERENCE (should be IABC member): __________________________________
REFERENCE PHONE NUMBER: ________________________________________________
REFERENCE E-MAIL: ________________________________________________________
Acknowledgement of Support and Commitment to CHAPTER NAME
If I am selected, my employer is aware of my participation and supports my attendance at SF/IABC meetings and events in carrying out my duties as an SF/IABC leader. I realize that attendance at Board meetings and other IABC business meetings and events is expected throughout the term of office.
Signature: _________________________________________Date: _________________
RETURN TO: name, e-mail or fax DEADLINE; date
Talking Points
- Hello, this is <insert name> calling from CHAPTER NAME.
- We’re entering the YEAR nomination process for the next board year
- Among the critical roles we’re hoping to fill are the Director spots on the Board and I wanted to see if you’d be interested in applying for one of these positions or one of the committee positions
- This is perhaps one of the most important years for CHAPTER NAME. <LIST HERE THINGS OR ISSUES THAT RELATE TO YOUR CHAPTER>
- We are working on launching a new value proposition
- As well as carving out redefined roles for the Board that focus on revitalizing the chapter and bringing more concrete benefits to members
- We will need volunteers in Membership, Programming, Communications, as well as other areas
- Hours required will vary according to the role, but it could be up to a couple of hours a week
- Does it sound like something you’d like to consider?
- If you are interested, we are planning an event for the evening of DATE in CITY where potential nominees can meet current Board members and other nominees, get more information on what’s involved, and learn more about the nomination process
- We have a limited number of VP and Director slots, but if you’re interested in one of those you should definitely apply, but we hope you’ll also consider applying for the committees where we have an even greater need
- It should be a fun event so I’ll be sure to send you an invitation when we finalize details. In the meantime, please pencil it into your calendar
- While you’re thinking about the kind of work you’d like to volunteer for, feel free to take a look at the nomination form. It’s currently up on the CHAPTER NAME Web site at under the Latest News
- Thanks again for your consideration and looking forward to speaking with you at the nomination event!
FORM: 2006/07 SLATE IN PROGRESS as of DATE
(Note: We are nominating only the President, EVP and VP positions. Other information is FYI only and for use in recruiting potential volunteers.)
POSITION CANDIDATES and NOTES
President
Executive Vice President
Past President |
Automatic succession |
VP-Finance and Admin
VP-Communications
Newsletter editor
Publicity
Webmaster |
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VP-Programs
Independent Roundtable
Networking Nine
Other Meetings
VP – Community Outreach
Judging
University Relations |
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VP-Membership Outreach
VP- Professional Relations
VP Brand Strategy |
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FORM: FINAL BOARD RECRUITMENT ROSTER
BOARD OFFICER POSITIONS
Name Action Taken Status/Notes
Person’s name, company, contact information |
What happened: nominated, turned down, withdrew |
Elected, limitations, interest in future |
Repeat for each Board position |
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DIRECTOR, COMMITTEE POSITIONS AND OTHER INTEREST
COMMUNICATIONS
Name Action Taken Status/Notes
Same as above, but for positions with more specific responsibilities |
What sort of contact was made, how close did you come to recruiting this person? |
Is he or she interested for next year? Later this year? |
PROGRAMS
Name Action Taken Status/Notes
COMMUNITY OUTREACH
Name Action Taken Status/Notes
MEMBER OUTREACH
Name Action Taken Status/Notes
JUDGING
Name Action Taken Status/Notes
Candidates Night Draft Agenda
Ice breaker
In addition to your name, each name tag has one-half or one-third of a familiar phrase written on it. Find the person who completes the phrase on your tag and introduce yourselves. (Examples: Snap, Crackle; Pop, Hand, Glove; Scott, Zelda)
Welcome
- Nominating Committee members introduce themselves and welcome people
- Briefly explain the reason for the event
Nomination Process Preview
We’re still in the matchmaking phase of our work. Learning more about your desires and skills is part of why we’re here tonight. In the next two weeks, we will contact each of you with a specific position proposal, or you can contact us. The slate of VP candidates will be presented to the Board at the May X meeting and put to a vote of the chapter membership in the June issue of the chapter newsletter. New board members will take up their positions in July.
Board Introductions:
I’d like to introduce NAME, president of IABC CITY and ask her to share the reason she is involved as an SF/IABC leader. NOTE: No one can repeat the same reason.
- President gives her reason, introduces EVP and asks for her reason
- Repeat through all Board members present
EVP’s Vision:
I’d like now to turn over the meeting to you all, starting with NAME OF EVP, who is the nominee for president. She’ll share a bit of her vision for SF/IABC in 2006/07 and beyond. Then, I hope all of you will introduce yourselves and talk about your interest in taking on a leadership role in SF/IABC.
The meeting moves into small group and individual conversations. Be sure to thank everyone for coming as they leave. You may want to have Candidate Statement forms on hand for people to complete if they haven’t already.
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