This special committee is elected by your general membership; its role is to put together a slate of nominees for the next year’s elected officers. The Nominating Committee is NOT responsible for filling Committee Chair positions; those are the responsibility of the new elected officers (also known as the Executive Committee) or the Executive Board. The current PTA president is NOT a member of the Nominating Committee. Once the committee has completed its tasks and presented its final report, it is discharged.
- Step 1:Look at your bylaws to find out:
- how many people should serve on the nominating committee (it will be an odd number, usually 3 or 5),
- the committee shall elect its own chairman,
- the timeline and structure of the entire election process, including voting procedures,
- term limits, and
- officer descriptions/responsibilities – remember that the positions of President, Treasurer, and Secretary are mandatory. Optional elected officer positions include President-Elect, Vice President(s), and dividing the role of Secretary into Recording Secretary and Corresponding Secretary.
- Step 2:Once your Nominating Committee is elected, provide them with the information they’ll need to successfully put together a slate of nominees:
- a list of the committee’s responsibilities,
- a timeline (when they’ll present the slate, when the election will be held, etc.),
- Intent to Serve forms (for the current officers to fill out, indicating if they’re interested in running again – pending eligibility),
- Nomination forms (for all nominees to fill out),
- Elected Officer positions and their job descriptions/requirements/responsibilities to help ensure folks are qualified (otherwise called vetting)
- Sample forms for a board candidate checklist, interview questions, and the final report.
The election of officers requires a general membership’s majority vote – check your bylaws for how many PTA members you need to have a quorum (the number of people necessary to conduct business & hold a vote). The current PTA president runs the election, even if he/she is running for a second term.
- Step 1:Before the election, prepare your election supplies:
- copy of your bylaws,
- parliamentary procedure (Robert’s Rules of Order),
- ballots (even if you aren’t planning on using them, in case someone is nominated from the floor and you have a contested election),
- a flip chart or projector to display your nominee names in writing, and any nominations from the floor
- a copy of your membership roster, and
- tally sheets for tellers.
- Step 2:To begin the election, the president asks the secretary to read from your bylaws the section addressing election of officers.
- Step 3:The president then calls for the chair of the Nominating Committee to give their report.
- Step 4:The chair reads the entire proposed slate and then hands the report to the president.
- Step 5:The president thanks the Nominating Committee for their service, and the election begins.
Sample Election Script
- Step 1: The president calls for nominations from the floor, office by office, being careful to allow members adequate time to present any names they wish to nominate who aren’t listed on the slate. Presidents, use the below procedure for every elected officer position. When you announce a nominee’s name, have him/her stand up.
“__________ has been nominated for the office of president, treasurer, etc. Are there further nominations?”
- (No, after a reasonable pause) “Hearing none, the nominations are now closed for the office of president, treasurer, etc.“
- (Yes, there’s a nomination from the floor) “__________ has been nominated for the office of president, treasurer, etc. Are there further nominations?” (Continue these two statements until no further nominations are made for that office and then declare nominations closed for that office).
- Step 2: Now that nominations for all elected offices are closed, have your general membership vote, office by office, using your established voting procedure (check your bylaws – usually either by ballot or voice vote if you only have one nominee.)
- Blank pieces of paper that are uniform in size, shape, and color, such as index cards, may serve as ballots. Voter writes in name of the nominee of his/her choice for each ballot. Printed ballots may also be used and contain the name of each nominee for each office plus a blank line(s) for possible nominations from the floor.
- President should appoint 3 or 5 tellers to distribute, collect, and count ballots. Tellers should be representative of support of nominees for election and should NOT be nominees.
- Tellers distribute ballots to PTA members (membership may be checked at the door); voting members fold ballots and place in sealed ballot box or container. Remember to know what your quorum is and what constitutes a majority vote.
- Tellers tabulate the ballots on tally sheets in private, and all marked ballots must be counted. A ballot showing no choice for one or more officers does not invalidate the votes marked on that ballot for other officers that are counted as usual. Tellers are to account for every vote and note blanks, but the blanks do not affect the majority required to elect the officer(s).
- The tellers’ report should be signed by all tellers and show a breakdown of all votes. The president reads the report as follows: Number of votes cast, number necessary to elect, number of votes for each candidate, number of invalid votes cast. The president then announces the name of the candidate with the majority of votes cast:
“_________ received the majority of votes cast and has been elected president of “Most Awesome PTA.”
The president uses the below script for each elected office:
“__________ has been nominated as president of “Most Awesome PTA.” All those in favor, say “aye.” All opposed, say “no.” If the result is clear, you may proceed and say“The ayes have it, and __________ has been elected president of “Most Awesome PTA.” If not, you need to move to another form of voting to get a clear result: Show of Hands Vote, Rising Vote, Counted Rising Vote, or Ballot Vote.
Close out the Election by congratulating the newly elected officers, the outgoing officers, the Nominating Committee, and the general membership for participating in the election process.
Congratulations, you just ran an election!!