ILTS Nominating Committee Guidance Notes

ILTS Nominating Committee Guidance Notes

 

J R Klinck, ILTS Secretary

DRAFT 17 May 2018

Background

The ILTS Nominating Committee (NC) is delegated by Council to advise on the selection of new ILTS councilors and officers. It is formed of seven senior ILTS members and is chaired by the Past-President. Its aim is to ensure that those selected will advance the aims of the society and reflect the membership in terms of specialty, nationality and gender. Its key tasks are to select two candidates for each open councilor position and one candidate for each open officer position, then submit these names for a full council vote. The bylaws (shown below) specify NC membership and functions, but give little detail on procedures. This guidance recommends specific procedures covering both routine functions of the committee and specific unusual circumstances.

  

Bylaws

 

The Nominating Committee shall identify, research, cultivate, and recruit persons willing to serve on the Council and shall develop slates of candidates for officer positions and Council member-at-large positions. The members of the Committee shall be the President, President-Elect, Secretary, Treasurer, Immediate Past President, one additional senior member of the Council appointed by the President and the chair of the Vanguard Committee.”

Nomination and Election of Officers:  Prior to the Council meeting at which officers are to be elected, the Nominating Committee shall develop a slate consisting of one candidate for each officer position to be filled.  The Nominating Committee slate shall be presented to the Council at the meeting at which officers are to be elected.  Additional nominations of eligible candidates may be made by members of the Council.  The Council shall determine the precise manner in which the election shall be held, and the candidate receiving the greatest number of votes shall be elected to each office to be filled.

Nomination and Election of Council Members-At-Large:  Prior to the Council meeting at which Council members-at-large are to be elected, the Nominating Committee shall solicit nominations from the membership of the Society and develop a slate consisting of three candidates for each Council member-at-large position to be filled.  The Nominating Committee slate shall be presented to the Council at the meeting at which Council members-at-large are to be elected.  Additional nominations may not be made.  The Council shall determine the precise manner in which the election shall be held, and the candidate receiving the greatest number of votes shall be elected to each Council member-at-large position to be filled.”

 

NC chair, quorum and conflict of interest

The committee is normally chaired by the Past-President. In the absence of the Past-President, the President shall chair the committee. The NC should consist of seven members: President, President-Elect, Secretary, Treasurer, Immediate Past President, one additional senior member of the Council appointed by the President, and the chair of the Vanguard Committee. A quorum of five is required for selection of the slate and ranking of councilor candidates. If this quorum is not achieved, the ranking of council candidates and selection of officers should be devolved to the council. Any NC member with a conflict of interest involving any candidate (e.g. family or business relationship) should resign from the NC and be replaced by a second councilor selected by the President. ‘Conflict of interest’ here does not include candidacy for any position, although the candidate must abstain from formal NC discussion, ranking and voting on the relevant position or slate.

Nominating Committee procedures

 

Timeline

 

1 November:

 

  • Open online councilor applications; announce in preceding and subsequent two newsletters and on ilts.org website home page, including closing date of November 15.

  • NC chair to notify council members of officer positions becoming vacant in following year and solicit nominations. Eligible nominees must be current council members or have served in the previous five years. For a nomination to be considered by the NC it must be submitted to the NC chair by 15 November. Later officer nominations up to the time of balloting will be added to the council ballot, providing the nominee confirms consent.

15 December: councilor applications closed; officer nominations (for slate) closed

16 – 30 December: Secretariat to collate and distribute alphabetical list of councilor applications and officer nominations to NC

January 15: NC members must have submitted ranked list of top six councilor candidates

2 – 15 January: NC chair convenes teleconference to discuss councilor candidates’ rankings and agree shortlist of two candidates for each open position. Officer candidates discussed, provisional slate agreed.

Winter Council Meeting(afternoon/evening preceding): optional face-to-face NC meeting to determine final officer slate for presentation to Council.

 

Councilor selection:

 

The NC chair should issue a call for councilor nominations in an email to all ILTS members and on the ILTS website. Nominees must be current ILTS members, and must use the online application system. Members may self-nominate. After the closing date, the secretariat should prepare a list of all nominated candidates with supporting materials and circulate this to NC members for ranking. Each NC member should provide his/her top six candidates, with preferences ranked one for highest, six for lowest.

NC members’ top six rankings should then be pooled (ranks for each individual added together) to create a single list with lowest score (most preferred) at the top, highest at the bottom. Any ranking of candidates below the top six (rank numbers higher than six) should not be included in the pooled calculation.

This list is then circulated to NC members. Rankings submitted by individual NC members should remain confidentialand are not circulatedwith the pooled list. The chair should convene a conference call to discuss these shortlisted candidates and to select a total of two candidates for each open position. The final selection may be comprised of the highest ranked candidates, or may be altered if the selection does not fairly reflect the membership in terms of specialty, nationality and gender. The final list is the slate of candidates to be submitted to council for anonymous vote. No later additions can be made to this list.

 

Officer selection:

 

The NC chair should request nominations for vacant officer positions from sitting council members. Eligible candidates must be current or former councilors who have served within the preceding five years and have remained members of the society during that time. A lapse in membership is acceptable if not longer than six months. The chair may informally approach the nominees to confirm interest, but in doing so must emphasize that selection is dependent on both Nominating Committee and Council votes.

The NC chair should convene a conference call or face-to-face meeting to discuss all officer candidates and recommend one for each open position. This selection should be based on both commitment to and recognized ability to advance the aims of the society, and not solely on academic achievement or status in the liver transplant community. Consideration should also be given to a candidate’s ability to represent the membership, such that over the longer term able candidates from all main specialties and regions should serve.

When more than one position is vacant, candidates are selected to serve together (a ‘slate’). This implies that the NC has considered that the two or three candidates on the slate will work effectively together and that it recommends this choice of officers to the council.

 

Council meeting procedures

 

  • President requests that any council members wishing to nominate an eligible person (including self) for any officer position should declare this to her so their name(s) can be added to the ballot. This should be done early in the council meeting to allow time for a printed ballot to be prepared if possible.

 

  • President or Secretary outlines NC functions and voting procedure to Council.

 

  • President chairs candidate discussion. Every councilor must be given the opportunity to comment on every candidate.

 

  • Election of officers:

 

  • If no council member has added a nomination:
    • Slate of officers to be put forward for a yes/no vote by Council.
    • Nominees to be excused individually during discussion of their respective candidacies.
    • Anonymous yes/no vote – candidates may vote.
    • Majority elects the entire slate.

 

  • If any council member has added a nomination (for any position):
    • Separate ballots for each contested position are prepared showing names of the slate candidate and all other nominated candidate(s)
    • Named candidates excused during discussion but return to vote
    • Ballot then distributed for an anonymous vote (by name selection)
    • Majority candidate is elected

 

  • Any remaining uncontested positions are submitted for anonymous yes/no vote

 

  • Election of Councilors

  • The outcome of officer election(s) may determine the number of available councilor positions if a sitting councilor is elected to an officer position before his/her term as councilor expires.
  • The ballot for election of councilors shows best-ranked candidate names, two for each available position. Names should appear in alphabetical order, not in NC ranked order. That is, NC ranking of candidates should not be disclosedto remaining council members before the vote. This is to avoid distortion of the vote by the presumption of success for the highest ranked candidates, which may inadvertently marginalize these candidates.
  • Anonymous ballot, each council member to select one name for each open position.

 

 

 

J R Klinck 17 May 2018