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Elections and the Nominating Committee

A successful election is important for a smooth transition from year to year, and transparency and fairness are essential tenants of the PTA election process. Clear guidelines and communication ensure that all eligible individuals have an equal opportunity to participate, and the democratic principles of the election are upheld. The PTA, as a result, becomes a vibrant and effective platform for fostering communication, understanding, and collaboration between parents and educators, ultimately benefiting the entire school community. The general overview of the steps are:

  1. Review the Bylaws and the LAPTA Toolkit Section 9: Elections and Nominating Committee.

  2. Create the Nominating Committee at a General Membership meeting at least one month before elections. 

  3. Publicize to the General Membership the Nominating Committee's Slate of Officers and solicit further nominations "from the floor" at least 20 days before elections. Publicize the final list of all nominations at least 4 days before elections.

  4. Hold elections at a General Membership meeting.

  5. Publicize the results.

  6. Plan transition meetings between the outgoing and incoming officers. 

Step 1: Review the Documents

1. Review the Local PTA Bylaws in two sections. Article VI: Officers and Their Elections details who is eligible to run for office, which positions the PTA elects, the month(s) when elections are held, the day the term begins, how long the term lasts, and how many additional terms may be served. Article X: Section 5 contains the details on the Nominating Committee such as how many people are required and their eligibility, the type of meeting and its required notice, and what the committee's task. 

2. Review the LAPTA Toolkit Section 9: Elections and Nominating Committee contains the complete information, scripts, and forms. It is listed below.

Step 2: Create the Nominating Committee

The Nominating Committee is created at least one month before elections at a General Membership meeting with 20 days' notice. "Notice" is the minimum number of days before a meeting is held that the membership is notified about the meeting. 

Any member who has paid the current year’s dues to the PTA is eligible to be on the Nominating Committee, although the current PTA President and the principal are not eligible. All members should have an opportunity to nominate themselves or be nominated for the committee. Committee members should be fair, ethical, impartial, tactful, discrete, and must keep all deliberations confidential even after elections are held.

The committee is responsible for presenting the best qualified nominees for office and interviews all potential nominees. After it identifies one nominee per open position, it completes the Nominating Committee Report. The report is published to the General Membership at least 20 days before elections. Further nominees "from the floor" are solicited at this time. The committee disbands after presenting its report at the elections meeting.

Step 3: Publicize Two Times 

1) 20 days before elections: Publicize the Nominating Committee's Report. Include in that publication that further nominations may be made "from the floor." This means that a person may self-nominate or be nominated by a third person. Such nominees must submit written notice of their intent to run to the President and Secretary at least 15 days before elections. 

2) 4 days before elections: Publish the final and complete list of nominees which includes the Nominating Committe's Report and any further nominations from the floor.

Step 4: Hold Elections 

At the General Membership meeting that had proper notice of 20 days, the elections are held. Have a current Membership Roster available because only current members my vote.

The Secretary reads the Bylaws Article VI: Section 5 which says, "For an uncontested election where there is only a single nominee for an elected position, a verbal vote is acceptable. For a contested election where nominees are proposed both from the floor and from the slate presented by the Nominating Committee, a ballot vote must be used. Proof of membership is required for participation in either election. A majority vote constitutes an election." And Article X states that "Further nominations may be made 'from the floor.' Such nominees must submit written notice of their intent to run to the President and Secretary at least 15 days before elections."

 

The Nominating Committee Chair reads its report stating the name and position for each office. 

 

If an election has both contested and uncontested positions, the appropriate script is used for each position.

For an Uncontested Election:

  1. The Chair states, "For President, [name] has been nominated by the Nominating Committee. There were no further nominations for President from the floor and nominations are closed.” The Chair repeats for each position.

  2. The Chair says, "The Bylaws state a voice vote is acceptable when there is but one nominee for an office. All those in favor of the slate of officers as presented, say aye. (pause) All those opposed, say nay. (pause) The ayes have it and the slate as presented is elected. Congratulations.​

For a Contested Election:

  1. The Chair states, "For [contested position], [name] has been nominated by the Nominating Committee and [name] was nominated from the floor. Nominations are closed. 

  2. All each nominee to speak about themselves for two or three minutes.

  3. As President, I appoint [four people] as tellers for the Teller Committee. Will [specific Teller’s name] serve as chair? The voting members will rise and count off. A teller will hand you a ballot as you count off. Please take your seat immediately after saying your number and receiving your ballot. Beginning with the member in the front row to my far left, please say ‘one’ and then be seated. There are [number] voting members present.

  4. The candidates for [contested position] are [name 1] and [name 2]. Using the ballot provided, write your choice for election, and then individually fold your ballot ONLY ONCE. Do not combine or fold any votes together.” (Allow two or three minutes for voting.) Have all voted who wish to vote? Will the tellers please collect the ballots?” The President proceeds with other business until the tellers are ready to report. 

  5. Tellers leave to count ballots. Illegal ballots include two ballots folded together, a ballot including the names of too many candidates, or an unintelligible ballot. If the meaning of an unintelligible ballot is doubtful but the ballot would not affect the results of the election, the ballot shall be ignored. If the ballot affects the outcome, it is shown to the chair who should ask the membership for a ruling. If no candidate receives a majority of the votes cast for the office, then it is necessary to re-ballot. The voting members must first be recounted. If a member eligible to vote was not present when the original ballot was cast but arrives in time for another vote, the member is entitled to vote.

  6. Teller Committee Chair reads the report. “The Teller Committee reports that the number of members eligible to vote is [#]. The number of votes cast is [#]. The number of illegal votes cast is [#]. The number of votes needed for election is [#]. [Name 1] received [#] votes. [Name 2] received [#] votes. 

  7. The Chair rereads the report and announces the results for each office. The secretary enters the Teller Committee Report including counts and totals in the minutes.  Following the announcement of the vote, the chair of the tellers moves that the ballots be destroyed.

Step 5: Publicize the Results 

Within five days after elections, publish the results to the General Membership. Give appreciation for the outgoing officers and excitement for incoming officers.

Step 6: Transition  

The outgoing and incoming officers meet to discuss the transition and to share all information. Everything is turned over by the first day of the new term. This is specified in the Bylaws and is usually July 1. Work together to make the transition as smooth as possible because the success of the PTA is the shared goal of everyone. Reference the LAPTA Toolkits for complete details.

Timeline

The following summary outlines steps for a proper election with the required deadlines. 

  1. Pick the election date which needs to be during a General Membership meeting at the end of the year in a month specified in the Bylaws.

  2. At an earlier General Membership meeting, form the Nominating Committee and make a motion to approve the nominees.

  3. At least 30 days before elections, form the Nominating Committee. 

  4. At least 20 days before elections:

    1. Publish the General Membership meeting and election date.

    2. Publish the Slate of Officers chosen by the Nominating Committee.

    3. Ask for further nominations "from the floor.”

  5. Fifteen days before elections, nominations from the floor close.

  6. Four days before elections, publish the final slate of officers including nominations from the floor. Include the elections date.

  7. Election day, hold elections at the General Membership meeting.

  8. Within 5 days after elections, publish the results. Email the results with names and contact information to LAPTA at office@LouisianaPTA.org.

Fill in your dates here:

  1.                    Date at least 30 days before elections, hold General Membership meeting to create Nominating Committee. Interviews begin.

  2.                    Date 20 days before elections to publicize meeting, election, slate of officers, & solicit nominations from the floor.

  3.                    Date 15 days before elections when nominations from the floor closes.

  4.                    Date 4 days before elections to publish final slate of all nominees and meeting reminder.

  5.                    Date of elections.

  6.                    Date within 5 days after elections to publish results. Email results and contact info to LAPTA.

LAPTA Toolkit: Elections and Nominating Committee

Scroll through the PDF Viewer or download the entire Elections and Nominating Committee Toolkit as a Word file or PDF. 

Index:

154  Nominating Committee

155  Elections

156  Election Timeline Summary

157  Script for Non-Contested Elections

158  Script for Contested Elections

159  Nominating Committee Report

160  Teller Committee Report

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