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Nomination and Election Procedures Policy

Approved 11-10-11

Nominating Committee

Each October a Nominating Committee will be appointed by the board of trustees to oversee the election process for the following year. The Nominating Committee will consist of the following: one representative from the current APDT board of trustees who will be on the board the following year; a past president/chair of the APDT board of trustees; and two Full or Professional members chosen from the membership with experience in board governance and non-profit organizations. Applications for the two member positions will be taken during the month of October and reviewed by the board. The nominating committee members are restricted from submitting nominations, supporting nominees, writing letters or speaking in support of any nominee, potential candidate, slated candidate or write-in candidate running for office. The board may also appoint a non-member to the committee in an advisory role who has a specific background in association management and/or board governance. The term of the committee will be for one year. At the close of the twelve month period, members may be reappointed for a second year at the board’s discretion.

  1. Call for Nominations
    1. Deadline: The deadline for submitting nominations for directors is April 1. Members will be notified of this opportunity in the email newsletter bulletins and in applicable issues of The APDT Chronicle of the Dog. In the event that less than two nominees submit an application by April 1, the deadline for submitting nominations for the positions will be extended to May 1 and the Chair of the Nominating Committee will be tasked with coordinating an outreach effort to recruit more eligible nominees for such positions.
    2. Write-In Candidates: Any member interested in being a write-in candidate for a Board of Trustees position must first be nominated or nominate themselves for such position and follow the vetting process described below.
  2. Call for Nominations – Unauthorized Activities: No member of the APDT may directly contact any member of the Nominating Committee regarding nominees for election. All letters of support should be directed to nominatingchair@apdt.com. Any lobbying of committee members may eliminate the nominee from consideration by the Committee.
  3. Nominating Committee Meetings: The Nominating Committee shall meet at least three times during each election cycle via teleconference to select a slate of candidates.
  4. First Meeting of the Nominating Committee: The Nominating Committee will hold their first meeting in January to discuss the upcoming election and efforts to recruit qualified candidates from the larger membership for positions on the Board of Trustees.
  5. Prior to the Second Meeting of the Nominating Committee
    1. Nominees can only submit their name once in an election cycle.
    2. Nominees must submit the required materials listed below, to the Nominating Committee, by April 1:
      1. Current signed Conflict of Interest statement.
      2. Signed Commitment letter
      3. CV/Resume
    3. Nominees who fail to submit all the materials described above will be eliminated from further consideration by the Nominating Committee for the current election cycle and will also be ineligible to be a write-in candidate for the current election cycle.
    4. Nominees must attend a webinar, “Do You Want to Run for the APDT Board.” This webinar will be held in March, time and date to be determined. Candidates must demonstrate attendance by taking a short post-webinar test.
  6. Second Meeting of the Nominating Committee
    1. The second meeting of the Nominating Committee will be held in April.
    2. The Nominating Committee will prepare a potential candidate “short list” and in doing so will review all nominees and materials submitted to ensure that each nominee has been vetted and is a member in good standing with the APDT.
    3. The Nominating Committee will prepare ten (10) questions to be answered by all individuals on the short list prior to the second meeting of the Nominating Committee.
  7. Post Second Meeting of the Nominating Committee
    1. The Nominating Committee shall contact the members on the short list after the first Nominating Committee meeting to confirm their willingness to accept the submission of their name as a potential candidate for the Board of Trustees.
    2. The Nominating Committee will request that each potential candidate submit the following to the Nominating Committee at nominatingchair@apdt.com within three weeks of being notified that by the Nominating Committee that he or she is on the potential candidate short list:
      1. Answers to the potential candidate questions formulated by the Nominating Committee. Responses to each question may not exceed 500 words.
      2. Three (3) letters of support from active APDT members. Letters may not exceed 700 words each.
      3. The Nominating Committee will also schedule a telephone call interview with each nominee and members of the Nominating Committee.
    3. The Nominating Committee will send a copy of the following to the potential candidates:
      1. A letter from the Board Chair and CEO/Executive Director that explains the election process
      2. The mission statement for the APDT
      3. A programs and services chart
      4. Organizational chart (staff, board and committees)
      5. Summary of current strategic plan
      6. Board member job descriptions
      7. Copy of the bylaws and articles of incorporation
      8. Current roster of board, staff and committees
      9. Board calendar and meeting date schedule
      10. Summary of commitments covering time, expenses, number of meetings, how the board functions, terms, etc.
    4. All unsuccessful nominees not selected by the Nominating Committee shall be called by the Nominating Committee Chair following the first meeting and thanked and acknowledged in writing for expressing an interest in serving as a nominee. This notification shall occur no later than three (3) business days after those on the short list have been contacted.
  8. Third Meeting of the Nominating Committee
    1. The third meeting of the Nominating Committee shall be held in June.
    2. The Nominating Committee shall review all materials submitted by the short list candidates and shall select a final slate of candidates.
    3. The slate shall contain at least one (1) but preferably more candidates for each open position to be filled.
    4. Following its second meeting, the Nominating Committee shall confirm the willingness of each candidate to run for office.
    5. All unsuccessful short listed candidates not selected by the Nominating Committee shall be contacted by the Nominating Committee Chair following the second meeting and thanked and acknowledged in writing for expressing an interest in serving as a candidate. This notification shall occur no later than three business days after those on the short list have been contacted.
    6. Unsuccessful nominees for the positions who were vetted by the Nominating Committee and are APDT members in good standing will be eligible to be a write-in candidate for the open positions during the current election period if they so choose. When notified, such unsuccessful nominees will be reminded that if they decide to be a write-in candidate, they will be required to follow the rules of this administrative policy during the election cycle.
    7. The Nominating Committee Chair shall forward the final slate to the Board of Directors not later than two (2) business days following the second meeting of the Nominating Committee.
    8. The final slate of candidates shall be announced to the membership not later than the third (3rd) business day following the second meeting of the Nominating Committee.
  9. Candidate Campaigning
    1. Candidates on the proposed slate may campaign to the membership regarding their run for a position on the APDT board of trustees once they have received official notification from the Nominating Committee on their candidacy.
    2. A “candidate forum” will be opened on the APDT listserv two weeks prior to the voting cycle in September.
    3. Candidates may not purchase ads in The APDT Chronicle of the Dog to support their candidacy.
    4. Candidates on the proposed slate may submit a letter of intent (no more than 700 words) and/or a short (no more than one minute) videotaped statement to be placed in the election section of the APDT web site, along with their signed Conflict of Interest statements for the members to review.
  10. Election Open Dates: The election will be open to the membership for two weeks in September, time and dates to be determined. Voting will be done electronically via the APDT website.
  11. Authorized Election Activities by Director Write-In Candidates
    1. Unsuccessful nominees who wish to be a Director write-in candidate, have been vetted by the Nominating Committee, and are an APDT member in good standing with the APDT, are required to submit their name in writing to the APDT Board Secretary at secretary@apdt.com by a designated date that is ten (10) days prior to the opening of the election.
  12. Announcement of Election Results: Successful candidates shall be announced at the membership meeting at the annual conference in October and via electronic newsletter to the entire membership.
  13. Official Election Candidate Results: The official results of each election certified by the independent vote service are kept on file at the APDT office. Each candidate may request in writing the results of the election in which the individual was a candidate by contacting the Secretary at secretary@apdt.com.
  14. Assumption of Office: Successful candidates shall assume office on the first day of January after the election cycle concludes.
  15. Task Force on Election Oversight:
    1. A task force will be appointed each year prior to the Call for Nominations, to monitor the APDT’s election process and election activities. The task force will be chaired by the immediate Past Chair of the board holding office when slated candidates are announced, and will further be comprised of the Secretary of the board and the following individuals appointed by the board: a past member of the Board of Directors, a past Chair of the Nominating Committee (if available), and a member in good standing. Members asked to serve on the task force should not accept the appointment if they anticipate becoming a candidate in the election. Upon acceptance of the task force appointment, the member must remain neutral throughout their term, which includes, but is not limited to, the nominating process and election period. The task force members are restricted from submitting nominations, supporting nominees, writing letters or speaking in support of any nominee, potential candidate, slated candidate or write-in candidate running for office.
    2. The Task Force on Election Oversight will report any recommendations to the Board of Trustees. At the end of the election process, the task force will present a formal report to the Board of Trustees and include any recommendations that it may have for revisions to the existing policies.
  16. Candidate Sanctions for Failure to Comply with Regulations: Slated and write-in candidates, who are found, by a majority vote of the Board of Trustees, to be in violation of the above regulations may, at the Board’s discretion, be subject to sanctions, including but not limited to, removal from the ballot and/or nullification of votes received.

The Board of Trustees retains discretion to alter the dates within this administrative regulation to accommodate special circumstances.

Board of Trustees Nomination Form nomination form

Nominations Agreement Form nomination form

 

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