1. Chapter Elections: Keys to a Successful Leadership Transition Marla J. De Jong, PhD, RN, CCNS, CCRN, Major

2. Objectives Identify chapter board member responsibilities for a successful chapter leadership transition Explain the process of electing new chapter leaders Describe the chapter benefits of a successful chapter leadership transition

3. Chapter Board Responsibilities for a Successful Leadership Transition

4. Plan Chapter’s Future Plan ahead Consider timing of board transition Continuously identify and mentor future leaders Review strategic plan Avoid temptation to only seek one nominee per board position

5. Communicate Chapter Leadership Opportunities Specific information about leadership opportunities Available board or leadership positions Prerequisites Responsibilities/job description Time commitment How to volunteer Timeline

6. Communicate Chapter Leadership Opportunities (cont.) Methods Chapter meetings E-mail Chapter web site Chapter newsletter Hospital liaisons Word-of-mouth

7. Identify and Mentor Emerging Chapter Leaders Members who often attend meetings Members involved in chapter activities Ask members about interest in leadership Invite emerging leaders to attend a board meeting

8. Maintain Chapter Records Minutes Financial reports Membership reports Needs assessments Chapter activity report Bylaws Strategic plans Archived records/photos Awards/grants presented to members

9. Manage Leadership Transition Plan activities to facilitate transition Mentor new leaders Be available for questions

10. Follow AACN/Chapter By-Laws Nominations Timing of elections “Campaigning” Quorum Special elections

11. Process of Electing New Chapter Leaders

12. Suggested Timeline for Election Procedures Accept nominations – 2-3 mo before election Contact nominees - 2 mo Notify membership of nominees – 1-2 mo Publicize election procedures – 30 days Count votes – election day Notify all nominees of results – same day Notify membership of results – ASAP Decide time and format for transition meeting – 1-2 wks

13. Accept Nominations Sources of nominations Nominating committee Board members nominate Active members entitled to vote Verify all nominees are members of national AACN and chapter Verify all nominees meet candidacy requirements

14. Contact Nominees Notify nominees of nomination Inform nominee of responsibilities associated with position Answer nominee’s questions Request short biography Inform nominee of timeline Continue to mentor nominees

15. Notify Membership of Nominees Method Chapter meeting E-mail Chapter newsletter Mailing Web site

16. Prepare “Ballot” Format Paper Secure web site Absentee ballots options Include each nominee’s biography Specify order of names on ballot Alphabetical Random

17. Publicize Election Procedures Date(s) Method Chapter meeting Secure web site Mail Quorum

18. Count Votes Ensure quorum met Verify that only chapter members vote Ensure one vote per member Keep members’ votes confidential Include all votes received from all approved sources (mail, web, etc.) Three designated members count Tie vote procedures

19. Notify Nominees of Results Inform all nominees of results Be sensitive to nominees who were not elected Encourage them to participate in other ways Listen with empathy When possible, give feedback

20. Notify Membership of Results Method Chapter meeting Web site Chapter newsletter E-mail No need to publicize vote counts

21. Maintain Records Record chapter election and transition processes Keep ballots 30 days AACN National Office keeps transition records from each chapter for 3 years

22. AACN Chapter Secretary AACN Chapter Local Chapter AACN

23. AACN Chapter Treasurer

24. AACN Chapter Education Chairperson Chapter President

25. Transition Leadership Role to Newly Elected Leaders

26. Mentor New Leaders Share leadership resources Share personal tips/strategies Provide contact information in case of future questions Share history of chapter Transfer chapter records Remain professionally connected with new chapter leaders

27. Format Meeting Dinner Retreat Group activities One-on-one time with previous board member

28. Critical Activities During Transition Get oriented Learn history of chapter Build productive working relationships Assemble strong leadership team Build an anchoring framework Formulate/implement strategic plan Build chapter loyalty and commitment Souba, 2000

29. Chapter Benefits of a Successful Chapter Leadership Transition

30. Chapter Benefits Members ready for leadership role Organizational knowledge transferred Leadership confusion minimized Chapter leaders’ morale high Members’ expectations fulfilled Leaders build momentum for future

31. Chapter Benefits (cont.) Members confident about leadership New leaders absorb expertise of outgoing leaders Outgoing leaders attain closure Chapter operations continue in seamless manner