Nominations & Elections Committee
Nominations & Elections Committee
Nominations and elections for chapter board/leadership positions are to be overseen by a Nominations and Elections Committee reporting to the board liaison. The board liaison is the point of contact between the committee and the board of directors/leadership team.
Board Liaison Role & Responsibilities
- Coordinating the call for volunteers to serve on the committee
- Selecting committee members
- Communicating requirements around conflict of interest, confidentiality, and PMI’s policy prohibiting campaigning and electioneering
- Providing committee with documentation, including:
- Chapter governing documents (bylaws, policies, etc.)
- Descriptions of open positions
- Eligibility criteria for open positions
- All documented processes for nominations and elections
- Providing clarification on any of the items listed above
- Providing status updates on committee activities to the board
- Coordinating with the Chapter’s Administrator at PMI-Global Operations Center for any support required
Checklist of Nomination Events
- Publication of election announcements
- Conduct opening call for candidates
- Self-nominations: committee solicits for members to self-nominate
- Board nominations: each board member submits nominee names at board planning meeting
- Chapter nominations: committee solicits chapter members to nominate other chapter members
- Gathering of interest statements (with self-nominations)
- Review interest statements
- Review nominee references
- Candidate assessment
- Acceptance/rejection of candidates
- Communicate decision
- Publish list of candidates
Nominations of all candidates must be finalized prior to the beginning of the election process.
Election Process
The election process is broken down into three sections: prior to the election, while the election is open, and close of the election.
Checklist Prior to Election
- Collection of final, board-approved nominee documentation
- Candidate biographies; suggested information about candidate includes:
- PMI certifications
- Work history aligning with aspired volunteer role
- Past chapter volunteer experience
- Non-PMI volunteer experience
- Family, hobbies/interests
- Candidate photos
- Candidate photos are not required, but do provide added value to the election (candidate recognition by members)
- Begin local communication of upcoming elections to chapter members
- Announce upcoming election on chapter website
- Upcoming election should be announced 2-4 weeks before election start
- Announcement should be easily visible (on home page)
- Announce upcoming election at chapter member meeting
- Advertise upcoming election via newsletters, social media, email
- Electronic Ballot
- Prepare chapter members to expect regular emails from an address designated by the chapter on election start date
- Announce upcoming election on chapter website
Checklist Once Election Opens
- Voting reminders to membership
- Announce open election on chapter website
Checklist Once Election Closes
- Receive results from PMI Chapter Administrator
- Communicate results to board and candidates
- Begin local communication of election results to chapter members
- Announce election results on chapter website
- Announce election results at chapter meeting
- Announce election results via newsletters, social media, email
Qualifications and Education Requirements
- PMI knowledge and experience
- Member in good standing of PMI and PMI-Huron Valley Chapter
- Ultimate team player – as a leader and team member
- Must be willing to commit to attending board and membership meetings, responding to emails and participating in chapter events and operations as appropriate
Additional Notes
- Reference (copied from): PMI Chapter Leaders’ Guide: Chapter Elections
Estimated Volunteer Hours During Nominations and Elections Process: 25-35
