The nominating committee plays a central role in the life of a PTA because its decisions shape a unit’s future. Its main focus is to identify potential candidates for the elected positions on a PTA board for the upcoming term.
That’s why members of the nominating committee should reflect the school community, drawing on members from different neighborhoods. Understanding PTA’s mission and policies as well as how a PTA operates is also important.
The school principal, or a faculty representative appointed by the principal, if not an elected member of the nominating committee, serves in an advisory capacity.
Elect Nominating Committee At Association Meeting:
- Must be elected at least 60 days prior to the annual election meeting
- Check the number of members and alternates to elect as stated in Bylaws
- Verify eligibility of committee member nominees by checking:
– PTA membership
– Did not serve on last year’s nominating committee
Selecting Nominees – Did You Know That Nominees …?
- Must be a PTA member at least 30 days before nomination to be eligible for election
- Support the mission, purposes and principles of PTA
- Commit adequate time and effort to carry out duties, as a team player, if elected
- May be a student as students can serve in any elected position on a PTA/PTSA board
- Appreciate the value of training and learning more about PTA board responsibilities if elected.
Keep in mind, too, that every PTA position has a term limit as stated in the Bylaws. This helps to maintain the health of a PTA by expanding leadership capacity and outreach.
That’s why no member is eligible for the same PTA office for more than two, consecutive one-year terms on a unit board. And, during a PTA term, no member may hold more than one elected or appointed position.
The annual election meeting is planned and run by the president. Here are some tips to prepare for an effective election meeting:
- Agenda – Put ‘Election of Officers’ under ‘New Business’ on the Agenda.
- Notice – Distribute written notice of the election meeting thirty (30) days in advance to the unit’s members as stated in Bylaws.
- Membership List – Secretary brings a current Membership list to the meeting to verify eligibility to vote and to be nominated.
- Voting – Only unit members attending the meeting, who have been members for at least thirty (30) days, and whose dues are paid, are eligible to vote at an election.
- Nominations at Meeting – After presenting the slate of nominees, additional nominations must be called for from the floor as indicated in Bylaws. These nominations do not require a ‘second’ and eligible members can nominate themselves.
- Elected Officers – To be elected requires a majority vote of those present and eligible to vote, providing the meeting quorum, as stated in Bylaws, is met.
How a PTA election is conducted is based on standard, parliamentary procedure. After giving some opening remarks, the president:
- Asks parliamentarian to read parts of the BylawsNominations and Elections (Article V, Sections 1, 2, 4a, 4e, 5 to 8 and 11)
- Asks for Report of the Nominating Committee
- Chairperson reads report and notes any changes to publicized slate, if a nominee withdraws before the election
- Restates slate of nominees:
- Asks each one to stand as name is called
- Asks for and takes nominations from the floor
- Says, “Are there any further nominations?”… Ends process by saying, “Hearing none, the nominations are closed”.
- Conducts election of officers:
- With one nominee for each board position, use a voice vote, saying:
“Bylaws state that if there is one nominee for an office, a ballot may be dispensed with and the election held by voice vote.”
“Any objection to this procedure?”…“Hearing none, the following are presented for election” and reads list of positions and nominees.”
“All those in favor, say ‘aye,’ those opposed say ‘no’. The ayes have it. Congratulations, you have elected the officers for next term as presented.”
If only one candidate has been nominated for an office, the president may declare the nominees elected by acclamation.
When there is one nominee for a position, the election may be held by voice vote. But, a member may make a motion to vote by ballot. This motion is then voted on immediately without debate. It requires a majority vote to be adopted.
Written ballots are used to vote in an election when there are two or more nominees for an office. They are also used if a motion to vote by ballot is presented, voted on and adopted at an election meeting.
For an election, both a voice vote and a ballot vote may be used with the voice vote for uncontested offices and a ballot for those positions with two or more nominees.
Voting Rights of Officers
All PTA officers, including the parliamentarian, have the same voting privileges as other members.
The president’s impartiality is protected by voting only when the vote is by ballot.
For guidelines, forms and responsibilities of the Nominating Committee, visit: http://toolkit.capta.org/running-your-pta/nominations-and-elections/electing-the-nominating-committee/