Electing the Nominating Committee

Information about when and how a nominating committee is elected is found in your PTA Bylaws. For example, Bylaws provide details on who is eligible to serve as well as how many members and alternates are on the nominating committee.

Keep in mind that the election of the nominating committee takes place, each year, at least two months before the annual election meeting for board members.

Qualities of Nominating Committee Members

A member of the nominating committee is expected to understand and appreciate:

  • Duties and eligibility requirements of board positions
  • Skill sets and time commitment needed for each position
  • Consideration of potential nominees based on abilities as well as capacity for leadership growth
  • Selection of a slate of officers that reflects a school community
  • Importance of keeping all deliberations confidential

Responsibilities of the Committee

The nominating committee is tasked with choosing the best candidates to serve as officers to run your PTA next term.

Its meetings are scheduled to provide adequate time to consider all suggestions for potential nominees.

Setting aside time to create a balanced slate of experienced and new officers, representing the school community, is also part of the process.

Keep in mind that the nominating committee:

  • Elects its own chairperson at its first meeting
  • Receives information and advice from the parliamentarian on procedures and next steps
  • Reviews requirements for nominees and officers’ duties (See: Job Descriptions in Toolkit)
  • Engages in open discussion on potential nominees
  • Selects only eligible nominees who agree to serve
  • Operates until the annual election meeting

Remember, too, that a committee member is not excluded from consideration as a nominee for an elected board position.

If a nominating committee member is being considered, he/she is excused from the meeting during discussion on the position. And, the individual can rejoin the meeting to participate in the ballot vote, required in this instance, for determining the nominee for an office.

Responsibilities of Chairperson

The chairperson for a nominating committee has administrative duties to ensure that the committee runs smoothly and completes its work on time.

Additional responsibilities include arranging to:

  • Provide the agenda and schedule for meetings
  • Contact potential nominees and share the outcome with the committee (See: Contacting Nominees)
  • Advise nominees to attend the election meeting and the installation of officers
  • Submit a slate of nominees to the membership 28 days before the election meeting
  • Reconvene the committee if a nominee withdraws before the election

At the election meeting, the chairperson reads the nominating committee report with the slate of nominees and gives a written report, signed by the committee, to the secretary to include in the Minutes.

Alternates to the Nominating Committee

An alternate is elected by the membership and receives information about the date, time and place of the first meeting of the nominating committee.

However, he/she only participates in nominating committee meetings when there is a vacancy on the committee.

If an elected member is unable to attend the first meeting, the first alternate is asked to replace that person as a permanent member of the nominating committee.

The Role of the Parliamentarian

For the election process, the parliamentarian acts as a facilitator for elections and as a mentor to the nominating committee.

For example, at the association meeting that elects the nominating committee, the parliamentarian shares information on the election process by reading parts of Article V, Section 3 to 4 in Unit Bylaws.

Providing support for the nominating committee includes scheduling its first meeting. Notifying the first alternate, if an elected member cannot attend this meeting, is a task assigned to the parliamentarian.

At the first meeting of the nominating committee, the parliamentarian conducts the election of the chairperson and supplies advice and information on:

  • Nominating procedures and timelines
  • Committee responsibilities and chairperson duties
  • Unit Bylaws, Standing Rules and Membership List
  • Officer positions and Job Descriptions

For subsequent meetings, the parliamentarian only attends if elected to serve on the nominating committee.

Suggestions for Year-Round Schools

Include representatives from all tracks on the nominating committee.

Encourage the nominating committee to present a slate of officers representing all tracks.

Request that the president and first vice president be from different tracks.

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