Nominating Committees

The ALCTS Bylaws state:

"(c) Duties. The Nominating Committee shall present at least two candidates for each office to be filled at the next election. It shall select the candidates in such manner as to assure as broad a representation as possible of different types and sizes of libraries, types of service, and of the geographic distribution of the membership. In the event that the Nominating Committee is unable to submit a full slate, the board shall be apprised prior to the Midwinter Meeting."

Appointment

Nominating committees are appointed for one year and their sole charge is to develop a slate of officers for either the ALCTS Board or the Sections' and CRG's executive committee.

Nominating committees are appointed by the president-elect of the division and the chair-elect of each section and CRG to make up a slate of candidates for each elective position that will become vacant as a result of an expired term, a death, or a resignation.

Members appointed to serve on nominating committees should not be potential candidates for office, should not be current members of the Board, CRG's, or Sections' executive committee, and should not have served on the most recent nominating committee.

Nominating committees select at least two candidates for each office to be filled.

Duties

Nominating committees should:

  • Follow the ALA elections calendar.
  • Consult the ALCTS Bylaws.
  • Check the ALCTS portion of the ALA Handbook to see who has been active in the Association.
  • Choose people who will take leadership responsibility seriously and who can attend the Midwinter Meeting and the Annual Conference.
  • Seek the input of current officers, chairs of committees, and the current section chairs regarding members who have been particularly active, involved, and conscientious.
  • Select candidates who have demonstrated interest in the division, CRG, or sections by serving on committees or in other ways.
  • It is useful for the candidates running together on a slate to represent a variety of geographic regions and be from different kinds of libraries or library-related jobs, and include members with diverse backgrounds; ethnicity, sex, age, and length of membership in ALCTS.

Responsibilities

  1. The division president-elect or the section chair-elect appoints the Nominating Committee early enough for the committee chair to schedule a first meeting at the Annual Conference the year before the election is to be held, if desired. As soon as the committee is appointed, the appointing officer should notify the ALCTS Office of its membership.
  2. The Chair:
    • Schedules the committee's meetings. These meetings are "closed" meetings.
    • Notifies members about the time and place.
    • Invites individuals to be candidates for election and informs them:
      1. that they must be personal members of ALA and ALCTS (as well as the section, if a section office is involved), not only at the time of their election but also during their term of office;
      2. that they must not run at the same time for office in any other section of the division or in any other division;
      3. that if they are currently officers in another division or in another section of the division, they may accept nomination only if their term expires before the new term would begin; and
      4. that candidates for ALCTS office may submit a succinct statement of concern. Candidates for office must limit their statements to 150 words. The ALCTS office will ask the candidate to edit to these lengths if the initial statement is too long.
    • Contacts candidates to obtain written acceptance of nomination.
    • Sends completed slates to the ALCTS Office.
    • Reports to the ALCTS Board and the Section Executive Committee. Helpful Hints
    • Keep a candidate log: date, phone number/email address, who and where contacted.
    • When contacting each nominee, be prepared to tell him/her:
      • When office begins and ends
      • Requirements of the office
      • Who else is running, if asked
      • That ALCTS requests a biographical statement and statement of concern
      • That acceptance of candidacy must be made in writing, with a copy to the ALCTS Office.
    • Be aware of categories in the mix of nominees: male/female, type of library, type of job, geographic, other ALA commitments (3 committees is the limit), past experience in ALCTS, etc. Decide on ranking of nominees: who should be contacted first, what if someone says no or asks to be considered for a different slot, who can be dropped down to the next office to be considered and who should not be (i.e., if you name 3 possibilities for each slot and the first 2 accept, what happens to number 3).
    • Consider holding a follow-up meeting at the Midwinter Meeting to prepare suggestions for the next nominating committee chair.
    • Complete the slate early-it will be important to the chair-elect in determining committee appointments.
    • Correspond frequently with your committee via conference call or the committee's discussion list (alctsnom@ala.org).
  3. The Nominating Committee
    • Meets at Annual Conference and the Midwinter Meeting, as necessary.
    • Compiles a list of potential nominees.
  4. The Executive Director:
    • Neither suggests candidates nor attends meetings of the nominating committee, but assists on matters of procedures, specific deadlines, etc.
    • Supplies the chair with a committee roster Supplies a list of the offices to be filled. May also supply, upon request, a list of members of the division or the section, the bylaws, and any other information of use to the committee.
    • Verifies the current membership of each candidate.
    • Publishes the slate in the proper issue of the ALCTS Newsletter Online
    • Prepares the copy for the official ALA ballot, reads proof, and takes any other steps that may be needed in connection with the mailing and return of the ballot.
    • Notifies the candidates and the ALCTS Board of the election results.

(SAMPLE)    

Report of the Nominating Committee
for
2005 ELECTIONS

DIVISION
Association for Library Collections & Technical Services
American Library Association

The Nominating Committee for the 2005 elections of the Association for Library Collections & Technical Services recommends that the following names appear on the ballot.

Vice-President/President-Elect (2005 - 2008)

  1.    
  2.    

Division Councilor (2005 – 2008)

  1.    
  2.    

Director-at-Large (2005 - 2008)

  1.    
  2.    

Respectfully submitted,

Chair, Nominating Committee

Date: _______________________

Committee Members:

  1.    
  2.    
  3.    
  4.    
  5.    
  6.    

Deadline: November 15, 2004