Nominating Committees and Elections

Area II CouncilJanuary 22, 2013

Overview of the Election Process

Review by-laws for “road map” Elect nominating committee at least one month prior to

the election meeting Nominating Committee works to identify candidates for

office Slate of candidates posted in office 10 days before

election meeting Present report at election meeting Presiding officer conducts election

By-laws

Article VI: Officers and their Election

The Nominating Committee

Qualifications– Must be a member of the local unit

– All members should have the opportunity to serve

– Understanding of PTA strategic plans

The Nominating Committee

Qualifications– Demonstrated ability to keep confidential

information

– Members should represent the social and ethnic make-up of the school and parent community

The Nominating Committee

Be Careful– Is never chosen by the president– Is elected by general membership – everyone

must be given equal opportunity to serve– Elected member must consent to serve– President is not a member ex-officio– Principal does not serve unless elected to do so– Number of committee members must be odd– President appoints a temporary chair

The Nominating Committee

Remember…

The future of your PTA/PTSA is determined by the leadership qualities of the people selected by the nominating committee!

Nominating Committee Meetings

Temporary Chair calls for the first meeting– Allow enough time to be able to hold additional

meetings First order of business

– Elect a Committee Chair

Nominating Committee Mtgs

What to bring to the first meeting…Copy of local unit by-laws

Job descriptionsList of current board members

Membership listContact information (if available)

Nominating Committee Mtgs

Remember…

The work of the nominating committee is confidential. No names are revealed until they are released in the Nominating Committee report!

Responsibilities of Committee

Solicit for nominees from PTA/PTSA membership, school newsletter/website, email

Verify nominee is a member of YOUR unit Screen and evaluate the candidates Select one nominee for each position Post slate 10 days before election meeting Present report to membership at election

meeting– Committee is not dismissed until the report is given at General

Meeting

Identifying Candidates

Review job description in by-laws Identify skills and knowledge required for the

position Call for nominations Screen candidates using questionnaire.

Same questions must be used for all candidates seeking same position.

Nominating Committee Don’ts

Submit a name because of a friendship Nominate someone with the idea of getting

them involved Accept a candidate for office in name only

Sample Report

GENERAL PTA MEETING,

(Date) Mr./Ms. President, the Nominating Committee of ____________ of PTAÕs respectfully submits the following nominations:

PTA/PTSA OFFICE NOMINEE NAME

President

Vice President 1st

Vice President 2nd

VP Membership

Secretary

Treasurer

Signed by the members of the Nominating Committee: Signature Date Signature Date Signature Date Signature Date Signature Date

NOMINATING COMMITTEE REPORT

Election Meeting

Held in month listed in by-laws Held at a General Membership meeting Nominating Committee presents report Presiding officer runs election

Election Meeting

Each candidate is presented Presiding officer asks for nominations from

the floor A script can be found online in Nominating

and Elections Guide

Voice versus Ballot Vote

If candidate is unopposed a voice vote can be used

If there is more than one candidate for a single position the election must be conducted by ballot

Yes, you can have both voice and ballot votes in the same election

Ballot Votes

Secretary should have ballots ready and available

Presiding officer appoints a Teller Committee. – Committee consists of a chair and at least 2 other

individuals.– Teller Committee distributes, collects, and counts

ballots.

Congratulations…

You’ve been elected. Do you take office today?

No! Terms of office runs until the end of the school year.But…Now is the time to begin your transition planning.

Transition Timeline & Roles

Outgoing officers get books and documents in order from General Meeting until the end of the year

Meetings can/should take place between old and new officers and old/new chairs before school ends– New officers find and appoint new chairs

Transition Timeline & Roles

Last day of school = last day to write checks by outgoing officers– Legally you are not authorized after that date to sign

checks or conduct business on behalf of the PTA End of May:

– Change signature card, send books to audit, transfer all knowledge/info to new officers

– Use the May bank statement for final reconciliation

Questions

Thank you

Additional resources are available on the web

www.GeorgiaPTA.org