IX. Nominating  (Revised 10/2020)

      A.  Composition: The nominating committee shall consist of three elected members. One member to be elected each year at the Spring Meeting. Each member serves for a term of three years. The last year the member shall be the Chairperson of the nominating committee.

      B.   Purpose: The purpose of the Nominating Committee is to prepare a slate of candidates for chapter officers, directors, PTA Delegate, and members of the Nominating Committee, (to conduct elections) and works cooperatively with Chief Delegate to solicit recommendations for national offices from the Chapter membership.

      C.   Committee Meetings: The members shall meet in person or by phone at least three (3) months prior to the chapter meetings. At least one member of the Nominating Committee is expected to participate in the quarterly Board meetings of APTA Missouri either by phone or in person.

      D.  General Function:

            1.   Chapter Officer Nominations

                  a.   The Nominating Committee shall solicit nominations and prepare a slate of candidates for chapter offices and nominating committee members. Eligible nominees must give their consent to run.

            2.   Chapter Elections

                  a.   The committee shall prepare the ballot and ensure that it is copied for the Chapter meeting.

                  b.   The committee shall ensure that only those members in good standing are allowed to vote.

                  c.   Committee Chairperson introduces all candidates at the Chapter meeting prior to the election.

            3.   Recommendations for National Officer Nominations

                  a.   Receive notification of officers to be filled at the next APTA conference from the Chief Delegate at least one month prior to the Fall State Meeting.

                  b.   Seek recommendations at the Fall Board of Directors and General Membership Meetings for possible nominees for National Offices. Coordinate completion of nomination form with Chief Delegate.

      E.   Specific Duties:

            1.   Nominating Process

                  a.   Determine positions to be filled, confirm with Chapter President.

                        1.   All officers and directors shall serve a three (3) year term and are elected in the spring. The President-elect shall be elected one year prior to assuming the duties of the presidency.

                        2.   All Nominating Committee Members are elected for a 3-year term with one member elected each year.

                        3.   The PTA Delegate shall serve a 2-year term beginning after the spring election.

                  b.   Approximately five (5) months prior to the chapter meeting the Nominating Committee shall mail a notice of the position to be filled to the District chairmen. Nomination forms and biographical information consent forms shall accompany the notice. The forms shall include:

                        1.   Name

                        2.   Address

                        3.   Present Employment

                        4.   Years of Membership in APTA

                        5.   Years of Membership in APTA Missouri

                        6.   Graduate of ________, and year of graduation.

                        7.   Post Graduate Studies

                        8.   District and Chapter Offices Held

                        9.   Nomination Made By ______

                  c.   At the next regular district meeting each district Chairperson shall call for suggestions for the various chapter offices. Members may also submit names by email or mail. The district Chairperson shall forward a biographical information/consent form to each nominee with instructions to return the completed form to the chairperson of the Nominating Committee within one (1) month, or date specified by the Chairperson.

                  d.   At three (3) months prior to the chapter meeting, the Chairperson of the nominating Committee shall contact the Corresponding Secretary to ensure the nominees have been members of the chapter in good standing for at least two (2) years preceding the election and have not held the same office for two (2) consecutive terms (with one year of and unexpired term constituting a term).

1. At least three (3) months prior to the meeting the Nominating Committee members shall meet in person or by phone to prepare a slate of candidates for the respective offices from the list of eligible nominees who have given their consent to run. There shall be at least one candidate but not more than four (4) for each office.

1. Procedure Revisions: The Chairperson is responsible for revising the Nominating Committee section of the procedure manual prior to going out of office. One copy is to be sent to the Vice-President two (2) months prior to the last business meeting of the year the Nominating Committee Chairperson goes out of office. The other copy should be passed onto the successor.

            3.   Preparation of Ballots

                  a.   The Nominating Committee Chairperson shall direct the Executive Officer to prepare the regular ballots leaving a space for nominations from the floor. An accurate count of the number of ballots made shall be kept.

            4.   Election Process

                  a.   A voting area shall be set up outside the meeting room.

                  b.   The chairperson shall obtain a current listing of all members in good standing from the Executive Officer. The names of all members requesting to vote shall be checked off on the listing before being given a ballot. Those members whose names do not appear on the listing shall not be given a ballot. The ballots shall be given out prior to the business meeting. Once voting begins no other ballots are to be given out. An exact count of ballots given out shall be kept.

                  c.   Procedures during the membership meeting

1. The President will appoint 3 tellers who will be responsible for collecting and tallying the votes.
2. The President will introduce the Chairperson of the Nominating committee.
3. For each open position, the President will ask for nominations from the floor. Example
   1. President: Are there any nominations for the position of ______ .
      1. If nomination from the floor,
         1. A second is not required; however a person may second the nomination to demonstrate support for the candidate.
         2. The individual providing the nominations is allowed to provide a supporting statement. The person nominating shall name the nominee and mention any past offices or Chairpersonships the nominee has held.
         3. The President will then ask the nominee, if they are willing to serve. The nominee will decline or accept the nomination. If the nominee is not present the person nominating him/her must have gotten his/her acceptance beforehand. If the nominee accepts, his/her name shall be added to the ballots after the Nominating Committee Chairperson verifies his/her eligibility.
   2. Once all floor nominations are obtained or if there are not nominations, the President states,

            “Hearing none, nominations for ____ are closed.

   3. The Chairperson of the nominating Committee or one of its members shall then introduce all the candidates.

            “For the position of _________: then name the candidates”

4. Once all offices have been presented, the Chairperson of the Nominating Committee shall explain the voting procedures to the members.
   1. Include procedures to accurately mark the ballot using a check mark in the box preceding the candidate’s names.
   2. Remind them if they want to vote for a write in candidate, they must write the candidates name on the appropriate line and also check the box, preceding the candidates name

                  d.   Before nominations are closed there should be a motion and a second to do so, followed by a vote.

                  e.   During the designated time for voting, each member is to mark their ballot as directed by the Nominating Chairperson for each office. If a ballot is not returned, has more than one mark for each office or is not marked at all, this ballot shall be considered void.

                  f.    The three tellers appointed by the President prior to the meeting shall collect the ballots and keep a record of the total number of ballots collected and the number of votes cast for each office. This record of the voting will be given to the President during the business meeting.

                  g.   Rule of the majority holds. In case of a tie, reballoting is done only on the candidates with tie votes. The Nominating Committee will hand out second ballots to those eligible to vote. The President will announce the second voting. The second ballots will be counted in the same manner by the same tellers. In case of a third tie, the President will exercise his/her power to break ties.

                  h.   The President will announce the names of the new officers.

            5.   National Officer Recommendation Process

                  a.   Once recommendations are obtained, complete Recommendation Form NC 1 for each individual.

                  b.   Forward original Forms NC 1 to APTA Nominating Committee, send copy to recommended nominee or to their appropriate Chapter President.

      F.   Reports:

            1.   Committee Minutes: One member shall be appointed by the committee Chairperson to record the minutes of each committee meeting. A copy of these minutes shall be sent to each committee member and to the chapter President.

            2.   Annual Reports:

                  a.   An account of the committee activities and any statistics for the previous year shall be sent to the Board at each meeting.

                  b.   A summary of the annual report shall be read at the spring chapter meeting or be reprinted electronically either via email distribution or for posting on the APTA Missouri website.

            3.   Procedure Revisions: The Chairperson is responsible for revising the Nominating Committee section of the procedure manual prior to going out of office. One copy is to be sent to the Vice-President two (2) months prior to the last business meeting of the year the Nominating Committee Chairperson goes out of office. The other copy should be passed onto the successor.

      G.  Expenditures / Budget:

            1.   Expenditures: The committee Chairperson shall keep an accurate account of expenditures. One copy should be sent to the treasurer for reimbursement and one kept for the committee file.

            2.   Budget: The Chairperson shall submit a committee budget for the coming year to the chapter treasurer by September 15th.