An effective board is key for any organization to succeed. Good boards do not just happen.
For purposes of this discussion, we will exclude the start-up board and the self-perpetuating board. I will focus on the elected board for the typical 501(c)6 membership organization.
Typically, the bylaws or the policies will define the nominating and election process. This is all good assuming the process is followed. Sometimes leaders will disregard the defined process. The rationale is usually a lack of people to serve on the Nominating Committee. This is a clear sign that the organization is entering a difficult season.
Organizations tend to over-specify the composition of the Nominating Committee. We recommend keeping the requirements general, but with the goal of including different member segments. Recruiting the right people for the committee is important. It is sad to see a Nominating Committee struggle with trying to evaluate candidates they don’t know.
I suggest that the Nominating Committee be composed of a mixture of member types and ages. They need to know people in the organization. Never let the committee be composed of people who are from the same institution. Having everyone be of the same age or specialty is a bad idea.
Once the committee is in place; it is critical that they put out a Call for Nominations. This should go to all members. Members can self-nominate or nominate others.
Make the nomination process as simple as possible. It might be just an email stating the name, office and the reason for the nomination. You can get more information from those who agree to serve.
There may be some nominees that the committee knows are not a good fit. Don’t waste their time by requesting more information. Thank them for their interest and let them know that you will be passing their name along for consideration for committee position (assuming that is the plan.)
I recommend asking each nominee for set number of words where they tell you all about themselves and what they plan to do if elected. Some groups include a photo in the ballot package.
The committee can also recruit people if there are not sufficient qualified candidates. Still, be sure the whole committee has no objection to anyone who is approached.
Sometimes a name will come up and someone on the committee will get a somber look and say something like, “I know X very well. I don’t think he is a good fit for a leadership position.” Usually that ends the consideration of that candidate.
The Nominating Committee develops a slate with one or more candidates for each position. There is no one definitive answer to whether elections should have more than one candidate for each office. Some groups have some positions with more than one candidate and others with just one. My best advice is if you have any contested elections, have a committee chair or other appointed position in mind for the losing candidate. Be prepared to contact them right after the election.
Should the Executive Director participate in Nominating Committee calls? We find that the Executive Director is usually included or consulted for ideas. The Executive Director will often know if there has been a problem with someone, but more importantly the Executive Director will know of people who want to get involved.
Rarely, with uncontested elections, the leadership will determine that an election is not needed. This is a mistake because it deprives members the opportunity to vote and there is no opportunity for write-ins. If this is standard practice with any group, it should be stopped.
There are various ways to conduct elections, though most use online ballots. There are specific election platforms, but form programs that collect data (Google forms, Survey Monkey) work well.
Candidates appreciate knowing the results prior to the official announcement.
If an organization is having a hard time finding a president, treasurer or other key position, resist the temptation to put out a call for someone to fill that specific position. Whatever you do, don’t ask at a live meeting.
Avoiding Bad Choices
You may think you have reached the point where anyone will do. Sometimes the people who respond to this are the worst choices you can imagine. You may end up with a power-hungry president with an agenda that runs counter to everything the organization values. You end up with an embezzler as treasurer.
Instead, ask for people interested in leadership roles. In a live meeting, pass around a signup list. An online form is a good option. This is not the same as a Call for Nominations. This is for later if there aren’t enough qualified volunteers to fill the positions.
The best approach in that situation is to have the Nominating Committee and current leadership agree on people who would be optimal. Somebody who knows them well should be assigned to ask the selected person, prepare to explain why that person is needed. Most people respond well to this approach because they care about the organization, and somebody has the faith in them to think they can make a difference.
