AMTA – Texas Chapter Job Description for the Nominating Committee
Purpose: The purpose of the Nominating Committee shall include the following duties: a) Consider the qualifications of all proposed candidates; b) Nominate only candidates who satisfy the qualifications specified by the Bylaws for the office for which they are candidates; c) Submit one (1) name for each elective office to be filled; d) Read the Nominating Committee report at the Chapter Annual Meeting. Eligibility: Any individual serving on the Nominations Committee must be a Chapter member in good standing, sign and abide by the Chapter Volunteer Code of Conduct, National Bylaws and Policy. Candidates may be asked to demonstrate their willingness to get involved. The individual must have a strong working skill with the computer for email. Officers of the Chapter Board of Directors shall not serve on the Nominating Committee. Term of Office: Beginning immediately upon appointment and ceasing immediately upon the close of the Chapter Elections. Election to Office: At any meeting of the Chapter Board of Directors preceding the Chapter Annual Meeting, a Nominating Committee consisting of three (3) or more members may be elected by the Chapter Board of Directors. Committee membership may first be offered to the Immediate Past President, at the Board’s discretion. The Nominating Committee shall elect its own Chair. Members of the Chapter Board of Directors shall not serve on the Nominating Committee. Vacancy & Succession: The Chapter Board of Directors may appoint new members to fill vacant positions. Should the IPP be unable to fulfill this role, the President shall appoint the Chairperson. Removal from Office: The Nominations/Elections Chair or any committee member shall automatically be disqualified to serve if: a) dues for the current year are not paid; b) the individual holds an office, directorship or chairship concurrently in another massage organization where there may be a conflict of interest with AMTA, c) for failure to perform required duties, or d) they do not attend the required Committee meetings. Authority: This position functions as prescribed by the Chapter Board and has no general authority to act on behalf of AMTA or the Chapter or to commit funds. Accountability: The Nominations/Elections Chair is accountable to the Chapter Board and reports to the Chapter President or designated supervising Vice President. The Nominating Committee agrees to uphold and abide by National AMTA Bylaws, Policy, Job Description, Chapter Volunteer Code of Conduct, Chapter Standing Rules, and Chapter Financial Policies & Procedures. Expenses over $200 need board approval. Time Commitment:
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AMTA – Texas Chapter Job Description for the Nominating Committee
The time commitment averages approximately 1-2 hours per week, depending on Chapter activities. The time commitment will increase as the Chapter Elections near. There are various phone meetings and one or two face to face meetings may be required. All committee members should attend the election meeting.
Benefits: • Attend the annual AMTA - Texas Chapter membership meeting, chapter election and continuing education at no charge and with costs of attendance reimbursed according to the Chapter Financial Polices and Procedures. • All money spent for the chapter service will be reimbursed with receipt and reimbursement form according to the Chapter Financial Polices and Procedures. Responsibilities and Duties: Nominating Committee Chair = (NCC), and Nominating Committee = (NC) 1. All NC members must read and follow the bylaws and policies that pertain to the chapter level. Focus should be on bylaws article XVI Chapters 1-12 section 5 A-F and Section 8 A-B and Policy Part 26 volunteer conduct section 1-4. Any questions pertaining to these readings should be sent to the NC Chair and to the Chapter President.
2. NCC and NC maintain on-going communications with the Chapter President. 3. Interviews and Eligibility a. FYI The purpose for the interview is to make sure that each candidate has the best interest of the chapter in mind and to make sure that they are informed of what their duties will be and to make sure that they are willing and able to carry out said duties for the full term. The tone of the interview should be friendly and helpful. Remember… these are volunteers. Sometimes the interview itself can act as a preparation tool and motivator for the candidate. We are not looking for our friends; we are looking for the person with the best skills for the position. The NC has one of the most important jobs in the Chapter. Members new to or unfamiliar to the chapter will look to the committee to be fair and just, as well as, unbiased toward the candidates in their reports. b. The NCC should obtain all candidates’ resumes and corresponding job descriptions and disseminate them to the NC members for review. Questions that will be asked during the candidate interviews may be distributed at this time as well (if this hasn’t already been done). c. All NC members then compare bylaws, policies, job descriptions, actually verify AMTA membership in good standing with National, with each of the candidates’ resumes and actual track record in office (if applicable), and actually call references (when provided) in order to validate that they are indeed eligible to run for office. d. If a candidate is found to be ineligible the NCC needs to write a letter to that person letting them know that they are ineligible to run, why they are ineligible, and quoting any applicable passages from the by-laws, policies or job descriptions that apply. The NCC should let the candidate know if they are eligible to run for office in the future and under what conditions. The candidate should be thanked for their good intentions in participating. That letter should be sent to the Chapter President or 1 st VP (which ever is not up for election) for approval. Once approved a copy should be sent by the NCC via e-mail and a hard copy sent with tracked delivery receipt.
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AMTA – Texas Chapter Job Description for the Nominating Committee
e. The NCC then needs to coordinate with the committee members to set up a phone conference which should last no more than 45 minutes. The agreed upon date and time is then reported to the Chapter Secretary so that he/she may set up the conference call. During this conference the NCC will take down NC members’ available times so that interviews with each candidate (one per conference call) can be scheduled. The aim is to get all committee members on the line at the same time with each of the candidates. The interview questions can be discussed and divided up during the call. Each member will be responsible for asking a particular set of questions during each interview. f. After the call, the NCC then goes through the schedules and finds those times when all NC members are available. Those times are reported back to the NC members so that each member holds those times available. The NCC then contacts each candidate and schedules the interviews (lasting 30-45 minutes) and reports this information back to the members and to the Chapter Secretary so that he/she may set up the call.
g. The NCC gets the conference call information from the Secretary and reports that back to the NC members and to the candidates. A reminder call should be given by the NCC to each candidate the day before the scheduled interview. h. Make sure to call in ON TIME! Start the interview by announcing each member and explaining the process. All NC members should take notes on the candidates’ answers to each question. Any member should feel free to ask for clarity on any of the questions regardless of whether or not it was their assigned question. After the candidate hangs up from the call the NC can stay on the line to discuss their impressions of the interview. They will use the point system for determining the qualifications of the candidates i. If there is more than one candidate for any of the positions the NC must choose one whom they feel is best for the position based on the qualifications on their resume, their adherence to the by-laws, policies and job descriptions and their interview answers. It should be kept in mind that it is possible that new candidates may present themselves at the annual membership meeting and that after considering the new candidates the committee will again have to vote on who is the best candidate to be recommended to the members. Any officer presently serving may be nominated for election to an office while absent from the election proceedings if the absence is due to sickness or circumstances beyond the officer's control. The officer shall meet the following requirements: a) File a resume designating office desired; b) Agree to accept the nomination; c) Notify the Chapter President, Chapter Board of Directors, or Nominating Committee of absenteeism.
j.
4. The Election a. All committee members should attend the Election meeting. b. The NCC should have a script for the Election meeting and practice it. c. Nominations may be taken from the floor. Any new candidates must be interviewed, resumes reviewed and compared to by-laws, policies and job descriptions at the appropriate time during the meeting. The NCC will (at the appropriate time) announce the recommended candidate to the members in attendance.
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AMTA – Texas Chapter Job Description for the Nominating Committee
d. The NCC will solicit and receive nominations (including resumes) for elected offices. e. Submit one (1) name for each elective office to be filled; f. Prepare, check and confirm ballots for elections at the annual meeting with President or Board member not in election.
g. There must be a separate ballot for Delegates (it cannot be on the same page with Chapter Board Members) h. NCC prepares information regarding the elections for inclusion in the newsletter as appropriate. i. j. NCC reads the Nominating Committee report at the chapter annual membership meeting. NCC coordinates the elections at the annual meeting.
k. NCC posts resumes in the AMTA room. l. NCC accepts nominations from the floor, but only if the person has a resume in-hand to submit!
m. NCC assigns a tellers committee of volunteers to count and monitor the balloting process. n. If only one qualifying individual is nominated or running for a given office, then the election will be by voice vote. o. In the event of a tie, there shall be a run-off election between the two candidates with the highest number of votes. 5. Tallying for the Delegates and Alternates a. The person with the most votes is 1st Delegate, 2nd most votes is 2nd Delegate, 3rd most votes is 3rd Delegate, b. The person with 4th most votes is 1st Alternate, 5th most votes is 2nd Alternate, and so on.
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