1. Nominating Committees and Elections Area II Gwinnett County Council of PTAs January 21, 2014

2. Overview of the Election Process Review bylaws 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

3. Bylaws Article VI: Officers and their Election

4. 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

5. 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

6. 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

7. The Nominating Committee Remember… The future of your PTA/PTSA is determined by the leadership qualities of the people selected by the nominating committee!

8. 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

9. Nominating Committee Mtgs What to bring to the first meeting… Copy of local unit bylaws Job descriptions List of current board members Membership list Contact information (if available)

10. 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!

11. 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

12. Identifying Candidates Review job description in bylaws 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.

13. 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

14. Sample Report

15. Election Meeting Held in month listed in bylaws Held at a General Membership meeting Nominating Committee presents report Presiding officer runs election

16. 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

17. 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

18. 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.

19. 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.

20. 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

21. 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

22. Questions

23. Thank you Additional resources are available on the web www.GeorgiaPTA.org

24. How much do you know??

25. How much do you know? True or False: ____1. The nominating committee is selected by the board of directors at least one month prior to the election meeting. ____ 2. Officers are elected at the last PTA meeting of the year. ____ 3. The Principal automatically is a member of the nominating committee. ____ 4. All members of the nominating committee must be members of a PTA. ____ 5. The nominating committee must be composed of an uneven number of members.

26. Who knows the most? ____ 6. If a member of the nominating committee is unable to serve, that person is responsible to find an alternate. ____ 7. Only those individuals who are current members of the local PTA/PTSA and have a student in the school shall be nominated for or elected to an office. ____ 8. Upon election, officers immediately assume their duties. ____ 9. The slate of proposed officers shall be posted in the school office at least ten (10) days prior to the election meeting. ____ 10. A vacancy occurring in any office, with the exception of President, shall be filled for the unexpired term by a person elected by a majority vote of the board of directors.

27. I don’t even know my name any more! ____ 11. A quorum must be present at the meeting to elect officers. ____ 12. The Parliamentarian is appointed not elected. ____ 13. The nominating committee determines the officer positions to be filled for each PTA. ____ 14. The nominating committee can nominate more than one person for each office. ____ 15. The term of office is determined by the nominating committee.