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:
- Membership: Chair (1 year) and 2 Member At-Large from District Leadership Council (DLC) (1 year term)
- Committee Chair: To be appointed by the president for a 1 year term.The chair may be reappointed.
- Resignations: Committee member shall present a letter to the President. President will appoint a successor to complete the term.
III.Committee MemberResponsibilities:
- Solicit the names of nominees for office from the District Executive Committee, District Leadership Council, State Advisory Commission, and State Executive Directors.
- Respond to communications from the committee chair/members in timely fashion.
- Rate nominees to create a candidate’s slate.
- Must resign from the committee if they are being considered as a nominee for office.
- Prepare a slate of candidatesfor electronic membership vote.
- Members-At-Large (up to 6 candidates for 3 positions), Odd years
- Members-At-Large (up to 4 candidates for 2 positions), Even years
- President-Elect (up to 2 candidates every year)
IV.Committee Chair Responsibilities:
- Initiate and supervise the responsibilities of the committee.
- Contact committee members to share responsibilities of the committee.
- Send to all nominees the following materials at least 4 months prior to conference:
- 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)
- Request for nominee’s photo
- Position responsibility sheet (must be signed and returned to committee chair)
- Request for SHAPE America membership number
- Note: May not be nominated for Eastern District office if holding a SHAPE Americaoffice.
- Send the completed nominee packet to the committee members for rating at least 3 months prior to convention.Incomplete applications will not be considered.
- Send list of nominees (and their membership numbers) to Executive Director for verification.
- Submit slate of candidates to the District President and Executive Director 2 months prior to the convention.
- Slate to be approved by the DLC.
- Notify nominees of their selection as a candidate and the name(s) opponent(s) after slate approved by DLC.
- Notify nominees not selected as candidates.
- Forward candidate resume and responses to the 2 questions to the Executive Director to be posted on the Extranet/website.
- Create the ‘candidates photo board’ for display at the convention.
- Write and submit annual committee report to Executive Director and District President 1 month prior to convention.
- Submit recommended updates of operating procedures for committee to
Executive Director for DLC review and approval.
- Submit list and applications of ‘carry-over’ nominees to the Executive Director and the President for future consideration.
- Qualified nominees to be carried over for 2 years.
V. Executive Director’s Responsibilities:
- Verify nominee SHAPE America membership.
- Forward slate of candidates to LDC for approval.
- Submit ballot of candidates to SHAPE America for membership electronic vote process.
- Inform new committee chair of any carried over nominee’s applications.
Final 6/15