Elections Process

Elections Process & Timing

Nominations and elections for Chapter board/leadership positions occur annually in April and May.  Once voting is completed, Board members are appointed as of June 1.  All positions are renewed annually and run from June 1 to May 30 the subsequent year.

The process is be overseen by an Elections Coordinator or Committee. The Elections Coordinator is the point of contact between the committee and the board of directors/leadership team.

Elections Coordinator 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
• Ensuring the nominations and voting processes are following to an agreed timeline with the Board.
• Coordinating with the Chapter’s Administrator at PMI 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

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

Estimated Volunteer Hours During Nominations and Elections Process:  25-35

Additional Notes

• Reference (copied from): PMI Chapter Leaders’ Guide: Chapter Elections