SHAPE America Eastern District Nominating Committee

Operating Procedures

I. Purpose: To select a slate of candidates for District Leadership Council approval with final vote on the candidates by the Eastern District membership.

II. Organization:

  1. Membership: Chair (1 year) and 2 Member At-Large from District Leadership Council (DLC) (1 year term)
  1. Committee Chair: To be appointed by the president for a 1 year term.The chair may be reappointed.
  1. Resignations: Committee member shall present a letter to the President. President will appoint a successor to complete the term.

III.Committee MemberResponsibilities:

  1. Solicit the names of nominees for office from the District Executive Committee, District Leadership Council, State Advisory Commission, and State Executive Directors.
  1. Respond to communications from the committee chair/members in timely fashion.
  1. Rate nominees to create a candidate’s slate.
  1. Must resign from the committee if they are being considered as a nominee for office.
  1. Prepare a slate of candidatesfor electronic membership vote.
  1. Members-At-Large (up to 6 candidates for 3 positions), Odd years
  2. Members-At-Large (up to 4 candidates for 2 positions), Even years
  3. President-Elect (up to 2 candidates every year)

IV.Committee Chair Responsibilities:

  1. Initiate and supervise the responsibilities of the committee.
  1. Contact committee members to share responsibilities of the committee.
  1. Send to all nominees the following materials at least 4 months prior to conference:
  2. Official application and the two (2) questions to be answered by the nominee. (Candidate’s Biography and the responses to the 2 questions will provide information to voting members)
  3. Request for nominee’s photo
  4. Position responsibility sheet (must be signed and returned to committee chair)
  5. Request for SHAPE America membership number
  6. Note: May not be nominated for Eastern District office if holding a SHAPE Americaoffice.
  1. Send the completed nominee packet to the committee members for rating at least 3 months prior to convention.Incomplete applications will not be considered.
  1. Send list of nominees (and their membership numbers) to Executive Director for verification.
  1. Submit slate of candidates to the District President and Executive Director 2 months prior to the convention.
  1. Slate to be approved by the DLC.
  1. Notify nominees of their selection as a candidate and the name(s) opponent(s) after slate approved by DLC.
  1. Notify nominees not selected as candidates.
  1. Forward candidate resume and responses to the 2 questions to the Executive Director to be posted on the Extranet/website.
  1. Create the ‘candidates photo board’ for display at the convention.
  1. Write and submit annual committee report to Executive Director and District President 1 month prior to convention.
  1. Submit recommended updates of operating procedures for committee to

Executive Director for DLC review and approval.

  1. Submit list and applications of ‘carry-over’ nominees to the Executive Director and the President for future consideration.
  1. Qualified nominees to be carried over for 2 years.

V. Executive Director’s Responsibilities:

  1. Verify nominee SHAPE America membership.
  1. Forward slate of candidates to LDC for approval.
  1. Submit ballot of candidates to SHAPE America for membership electronic vote process.
  1. Inform new committee chair of any carried over nominee’s applications.

Final 6/15