After being elected, the committee should set a time and place for an initial meeting to establish a timetable and begin considering PTA members as potential nominees. An early first meeting will help ensure that sufficient time is given to all recommendations and suggestions.
The nominating committee needs the following information from the board of directors:
- Date of the membership meeting where elections will be held.
- Date the nominating committee report is due to the members.
- Nominating committee procedure book.
- Membership roster.
At its first meeting, the nominating committee should:
- Select the chair for the committee.
- Verify that all elected nominating committee members are able to serve and complete the work. If a member cannot continue for any reason, he or she must resign. One of the alternates elected will then be asked to serve.
- Set dates for its meetings.
- Change/format/build a “recommendation for nomination” form to be sent to the members with a due date. For a sample, see the form at the end of this publication.
The nominating committee shall:
- Promptly notify all submitters that their recommendations have been received.
- Meet to consider potential nominees when all committee members have been notified of the meeting.
- Review and verify qualifications of all recommended individuals submitted by the deadline established by the nominating committee.
- Hold open, frank, and honest discussions to determine the most qualified and capable nominee(s).
- Seek other potential qualified and capable nominee(s) whose names have not been submitted to the committee.
- Contact potential nominee(s), only after agreed upon by the committee, to determine if they are willing to serve.
- Contact potential nominee(s) while the committee is in session, if at all possible.
- Notify nominees in advance when to expect a call from the committee, if telephone interviews will be conducted.
- Be prepared to give potential nominee(s) a fair statement of what is expected of the position and the amount of time involved.
- Request résumés or additional information from potential nominees(s), if needed. Keep the committee’s discussions strictly confidential. No information, including the reasons for accepting or rejecting a recommendation, should ever leave the committee meeting.
- Nominating committee members will publicly uphold the decisions of the nominating committee.