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Your Guide to the AHCAP Election Process
As Nominating Committee Chair for 2007-08, I'd like to explain the current process for electing the President and Board of Directors. (Portions of the Bylaws and the Roles and Responsibilities documents are discussed in the nominating and elections process and can be referenced at AHCAP Online.) Here's how the Nominating Committee develops the slate of candidates:
The Nominating Committee begins meeting in the fall. Their work is to be completed by the New Year.
The first meeting takes place in early Fall. Each committee member is sent the following information to clarify the charge of the committee and to aid them in identifying potential candidates:
- AHCAP Bylaws - Section 6.4 Nomination and Election
- AHCAP Roles & Responsibilities document
- The Nominating Committee Action Plan - from Roles & Responsibilities document
- AHCAP Membership Regions map
- List of AHCAP Board Members - by region for 2007-08 term
- List of ACHAP Board Members - by region for 2006-07 term
- List of AHCAP Committee Chairs - by year beginning 1990 through 2007
At the initial meeting, committee members are asked to review the distributed material then make a list of members who meet the criteria for the President-elect and Board positions.
The Nominating Committee members are responsible to contact the potential candidates to determine if there is interest in holding office.
The Committee Chair sends each candidate a formal request, via email, asking them to submit a letter of intent to run, and a statement of understanding of the requirements outlined for each position. Candidates are asked to submit a letter of support from their immediate supervisor regarding the time commitment and the responsibilities for the position, as well as supporting their employee's nomination. (I suggest each candidate share the Bylaws with their supervisor.) In addition, each candidate is asked to submit a bio if available.
During the second committee meeting, we prepare spreadsheets that list the names of each of the candidates for President-elect and Board. A deadline is established for submitting any additional candidates. The procedure for voting is also discussed.
For its final meeting, the Committee Chair prepares a ballot and asks the committee to give its recommendation for President-elect and Board member(s).
For the 2008 election, several of the nominating committee members were also candidates for Board and President elect. These candidates are not allowed to vote for the office they have been nominated for but are eligible to vote for other offices. These candidates are also excused from attending the final committee meeting since the committee will be discussing each of the candidates.
The Nominating Committee's recommendations, along with a ballot and copies of all paperwork are then forwarded to the current Board for their vote, (the vote is anticipated to occur at the end-of-year Board meeting). Finally, the Board will fax their votes to the AHCAP Executive Director, Virginia Sylvestri, and the Nominating Committee Chair.
If you have any questions about the nomination and election process, please feel free to contact me by email (ghazelwood@wmed.org) or by phone (615-435-5060).
Gail Hazelwood
AHCAP Nominating Committee Chair
(2007-08)AHCAP Past President
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