Last Revised on October 2, 2006
The Nominating Committee is responsible for soliciting candidates for open positions on the Board of Trustees. The candidates should be evaluated against existing criteria (noted later in this task list) and the final slate presented to the membership before the annual meeting. Members of the Nominating Committee are not allowed to run for the Board in the same year they serve on the committee.
|Criteria for evaluating a prospective nominee|
|Ideal Slate||Slate should be complete by February 1.|
|Choosing the slate||Slate should be complete by February 1.|
|List of eligible nominees||November|
|Copies of Bylaws||November|
|Review list of eligible nominees||November|
|Announce Candidates||early February|
|Candidate Statements||early February|
|Bylaw Changes||early February|
|Prepare Ballot||early February|
|Election and Results||Last Supper|
|Attend Debriefing Meeting||Date is determined by the Producer|
|Return Task List||Return to the Task List Manager at Debriefing Meeting. See Calendar for the exact date.|
Criteria for evaluating a prospective nominee
It's difficult to predict in advance how effective a given person will be as a Trustee, or in which areas that person will be effective. Board work is just too different from most of the activities involved in theatrical production. But incumbent Trustees have seen each other in action, and can readily grade each other in the above areas of effectiveness.
The Nominating Committee, therefore, should consult with each incumbent Trustee about the effectiveness of the others. When opinions differ, the most weight should be given to the views of those Trustees whose terms will continue into the next year. Keep in mind that these continuing Trustees will form the nucleus of the new Board.
Trustees that are up for re-election and are not proving to be effective, or whose areas of effectiveness do not balance well with those of the continuing Trustees, should be replaced. This criterion should be the single most important factor in selecting the slate of candidates.
The Bylaws state that each candidate must have participated somehow in two of the last three productions (counting the current show). Trustees are prohibited from serving more than four consecutive years. If you find omissions or errors in the eligibility list, please bring them to the attention of the Second Trombone promptly.Back to Quick List
At least two more candidates should be presented than there are positions available. Each Trustee is nominated at large, which means that you don't need to meet any quotas like "one from the orchestra", though it is desirable to have candidates with a variety of backgrounds within the organization.
The Board (probably at its first meeting in May) elects the Chairman, Secretary, Treasurer, and Church Liaison, which means that you need not specify candidates for those positions, just the Trustees. The slate should be completed by early February, to allow the nominees to prepart their candidate statements.
Choosing the slate
The Nominating Committee should carefully design the slate based on information obtained from discussions with incumbent Trustees, the candidates themselves, and various members of the Savoyards. Include the Stage Director, Music Director, Producer, and Technical Director, who have strong concerns and feelings about the group, with the added perspective of having worked with/for the current Board.
The general membership does not have access to the same information, and thus might base its choices on factors that have little to do with the candidates' suitability for Board membership.
Use the Bylaws. Each candidate should be aware of the general duties of the Board of Trustees and of the individual Trustees (refer to those respective tasks lists). Each candidate should be prepared to contribute wholeheartedly and to serve as an Officer.
List of eligible nominees
The Database Manager will prepare a list of all members who are eligible for running for the Board of Trustees. This list can be used to start searching for good candidates.Back to Quick List
Copies of Bylaws
The Database Manager will prepare a list of all current bylaws. Get copies of these for reference.Back to Quick List
Before the committee solicits nominees, the members might make a list of prospective nominees for Board review. The Board's review is useful for insights and comments, as the nominating committee may not know the histories of the possible candidates. This is not meant to be an approval, only an information gathering tool. The Board may not remove names from the committee's list, but may make suggestions for additions.Back to Quick List
The Nominating Committee should announce the slate to the membership at the combined Chorus/Orchestra rehearsal. The slate should list the names in alphabetical order with the incumbents clearly identified. Print at least 10 copies of the slate and the candidate statements. Post a copy at every rehearsal and backstage and provide the rest as handouts. If there are any bylaw changes, present them as well and include the full text and commentary with the candidate statements. During tech week, post one copy near the music room for the orchestra and post another copy behind the stage for the cast and crew.Back to Quick List
Candidates should prepare a paragraph to describe their past experiences and their current qualifications. Post these at the combined chorus/orchestra rehearsal and backstage in two places during tech week. (See task above)Back to Quick List
Ask the Board if there are any proposed bylaw changes for this year's ballot. If so, obtain the full text of each bylaw change, a commentary on the reasons behind it, and a brief summary of the bylaw change for use on the ballot. Post these at combined chorus/orchestra rehearsal and backstage in two places during tech week.Back to Quick List
The Nominating Committee should prepare a ballot that lists the candidate names in alphabetical order with the incumbents clearly identified. Print 150 copies. If there are proposed bylaw changes, include brief summary statements on the ballot, together with boxes marked "yes" and "no". Post the complete text of the candidate statements, bylaw changes, and commentaries by the food line and also leave a copy on each table.Back to Quick List
Election and Results
Nominating Committee Chairman announces the candidates and announce who is permitted to vote (typically, everyone present). Committee distributes and collects the ballots -- keep the Chairman's ballot separate, since it is only counted in the event of a tie. Count ballots while certificates are passed out. Here is a way to count ballots quickly and effectively:
Attend Debriefing Meeting
The Producer is responsible for setting for scheduling the Debriefing session, generally held within a month of the show closing. The meeting is to go over the production, focusing on areas of great success and areas which need significant improvement.Back to Quick List
Return Task List
If not already turned in, return the task list at the Debriefing Meeting.Back to Quick List