Table of Contents. Introduction 2. Section I: ANA Election Policies, Procedures, and Guidelines 3. Section II: Candidates and Campaign Managers 6

Transcription

1 Election Manual

2 Table of Contents Introduction 2 Section I: ANA Election Policies, Procedures, and Guidelines 3 Section II: Candidates and Campaign Managers 6 Section III: Election Process 10 Section IV: Election-Related Events at the Membership Assembly 15 Appendix A: Election Challenge Policy and Procedure 18 Appendix B: Board Operating Policy 7.3: Enterprise Board Member Practices During Election Campaigns Appendix C: Representation of C/SNAs and the IMD in the ANA Membership Assembly Appendix D: Board Operating Policy 10.2: Honorarium for the ANA President 24 1 P a g e

3 Introduction This manual provides information on the American Nurses Association (ANA) nominations and elections processes for those who wish to be candidates or to encourage their peers to run for an ANA national office. Section I: ANA Election Policies, Procedures, and Guidelines outlines the policies and procedures used by ANA to prepare for and conduct the national elections. It also delineates how qualified registered nurses may become candidates. Section II: Candidates and Campaign Managers includes relevant campaign policies, procedures, and guidelines. Section III: Election Processes outlines the steps from the Call for Nominations and submission of a complete nomination package to the announcement of election results. Section IV: Election-Related Events at the Membership Assembly describes candidate activities during Membership Assembly. Communication for the Chair of the Nominations and Elections Committee can be sent to nec@ana.org. If you have questions about ANA s nominations or elections processes or the interpretation of policies relating to nominations and elections, please send an to nec@ana.org or contact: Bianca Fornari Law Clerk nec@ana.org Phone: Angelo Somaschini Deputy General Counsel nec@ana.org Phone: P a g e

4 Section I: ANA Election Policies, Procedures, and Guidelines Nominations and Elections Process Nominations 1. To be considered, a complete nomination package must be submitted online by the published deadline. 2. Candidates shall meet established qualifications and shall consent to serve if elected. 3. Individual members of Constituent/State Nurses Associations (C/SNAs) and members of the Individual Member Division (IMD) shall be considered eligible to be nominated for only one ANA elective position at any one time. ANA elective positions include the officer and director positions on the ANA Board of Directors and all positions on the Nominations and Elections Committee. 4. Candidates cannot hold an elected position and an appointed position at the same time. If a candidate holds an appointed position and is elected, then the candidate will have to resign before taking the elected office. 5. The slate of candidates shall be published on the ANA website at least 90 days prior to the meeting of the Membership Assembly (ANA Bylaws, Article VII, Section 1.d). NOTE: Underrepresented members Membership Assembly and board actions have underscored the need for increased involvement of minority nurses and staff nurses 1, particularly those who are actively engaged in clinical practice and have served at the national level of the association, and directed that this be given a high priority when considering and submitting nominees. Call for Nominations The Nominations and Elections Committee issues the Call for Nominations to the members, including through the C/SNAs, the IMD, the ANA Board of Directors, and related entities, encouraging them to recruit qualified RN members for elective office. Development of Slate To prepare a slate of at least two candidates for each elective office, the Nominations and Elections Committee carefully reviews all nominations and applies the following criteria: 1 A staff nurse is defined as one who is non-supervisory, non-managerial and includes one or more of the following: (1) is employed by a health care institution or agency; (2) whose primary role is a provider of direct patient care; (3) who is collective bargaining eligible under applicable labor law (ANA Bylaws, Article IV, Section 2.c) 3 P a g e

5 For each nominee: Qualifications for the position being sought or an alternate position; and Previous ANA, C/SNA, and/or IMD experience. For the slate as a whole: Nursing practice areas represented; Need for greater representation of staff nurses and minorities; and Geographic distribution. Alternate Position If the slate has fewer than OR more than two candidates for each elective office OR if the slate as a whole needs rebalancing, a member of the Nominations and Elections Committee may contact nominees to verify their continued interest in an alternate position if one was indicated on their nomination. The nominee has the right to choose which position to seek. A letter confirming receipt of the nominee s decision to run for an alternate position will include relevant information from the nomination. Second Call for Nominations If the initial Call for Nominations results in insufficient nominations, a Second Call will be conducted only for those positions with fewer than two candidates. Communication to ANA Members The Chair, Nominations and Elections Committee, or their designee informs nominees, of their placement on the slate of candidates. The slate will be published on the ANA website at least 90 days prior to the meeting of the Membership Assembly. A copy of the will be provided to candidates and to the candidates designated campaign manager (if there is one selected) to ensure they understand their roles and responsibilities. Nominations from the Floor Nominations from the floor will be permitted if a complete nomination package is submitted by noon of the Friday before the Opening Session of the Membership Assembly and the candidate is deemed qualified by the members of the Nominations and Elections Committee. The individual who has self-nominated or the nominator will be required to declare the nomination when the ANA President calls for nominations from the floor. In addition, the individual nominated from the floor shall be permitted to provide a one-minute nominating speech. 4 P a g e

6 Nomination on behalf of Others Members are allowed to nominate others, as long as the nominee submits a nomination package by the deadline and accepts to serve if elected. Nominations on behalf of others will occur when a candidate cannot be present to nominate themselves from the floor during the Membership Assembly and someone will act as his/her proxy. Withdrawal of Candidacy Candidates who wish to withdraw their candidacy should send a completed and signed Certification of Withdrawal of Candidacy Form, addressed to the Chair, Nominations and Elections Committee via (nec@ana.org) or postal mail (American Nurses Association, 8515 Georgia Avenue, Silver Spring, MD Attn: Office of General Counsel). Candidates who wish to withdraw their candidacy onsite at the Membership Assembly meeting should complete and sign the Certification of Withdrawal of Candidacy Form and provide it to the Chair of the Nominations and Elections Committee, in the Nominations and Elections Room during the Nominations and Elections Office at the Membership Assembly meeting facility. Candidate Profile Guide The Nominations and Elections Committee is deeply committed to a process in which all candidates are provided with a fair and equal opportunity to address ANA s central issues and voting Representatives are provided with relevant information on all candidates to support their decision-making process. As such, the information solicited from all candidates as part of the nomination process will be compiled into a Candidate Profile Guide and disseminated to Representatives in advance of the Membership Assembly meeting. 5 P a g e

7 Section II: Candidates and Campaign Managers Candidates ANA holds candidates fully responsible and accountable for their campaigns and the conduct of their campaign managers and campaign team Candidates are responsible for: 1. Designating a campaign manager, if so desired. 2. Reviewing the to become fully familiar with relevant policies, procedures, and guidelines governing ANA s nominations and elections processes. 3. Ensuring that the actions of all individuals involved in the campaign adhere to ANA nominations and elections policies, procedures, and guidelines as set forth in the ANA Election Manual. 4. Reviewing and approving all campaign platforms, strategies, and materials; and ensuring that campaign managers adhere to and manage the approved campaign. 5. Maintaining close and ongoing communication with campaign managers throughout the nominations and elections processes. Candidate Preparation for Contact with Representatives, C/SNAs, and the IMD Candidates may receive invitations from individual Representatives, C/SNAs, or the IMD to complete questionnaires, be interviewed, and/or present their campaign platform. See Section IV for the opportunities ANA provides at the Membership Assembly to facilitate communication of candidates platforms. Campaign Managers During the campaign, the candidate, with their campaign manager, solicits votes by presenting the candidate s qualifications, accomplishments, position on issues, goals, and objectives. To ensure a successful, professional, and ethical campaign, campaign managers should study and comply with relevant policies, procedures, and guidelines in the. Please note that a Campaign Manager is not required and the candidate can act as his/her own Campaign Manager. ANA requires all campaign managers to sign a confidentiality agreement. ANA compiles a list of candidates and their corresponding campaign managers. If a candidate does not designate a campaign manager, ANA will list the candidate's name as the primary contact person for appropriate communications. 6 P a g e

8 Duties of Campaign Managers 1. Review the. 2. Adhere to ANA s Campaign Guidelines. 3. Campaign in a professional and ethical manner, in accordance with policies, procedures, and guidelines found in the. 4. Discuss with all campaign team members the governing ANA s nominations and elections processes to ensure adherence. 5. Request, upon approval of the candidate, distribution by ANA of campaign communication via Notify candidates immediately if unable to serve and forward the to the newly-designated individuals. 7. Respect Representatives, candidates, other campaigners, and ANA staff at all times. 8. Be accountable for the performance of all campaign team members. 9. During the Membership Assembly: a. Register at the Membership Assembly registration area. b. Wear the official identification badge while campaigning at the designated campaign area on designated campaign dates and times. c. Keep hallways leading to rooms being used for official association business free of campaign activities and materials to allow Representatives easy access to and from meeting rooms and the polling area. If candidates change their campaign managers, they must the new name and contact information to nec@ana.org. Distribution of Candidates Campaign Materials by ANA Candidates may request that ANA distribute campaign materials. Distribution must be made available to all candidates. At the request of either a candidate or his/her designated campaign manager, ANA will disseminate candidates campaign materials via at cost. Distribution of Campaign Materials Via To request that ANA distribute campaign materials via , a candidate or a designated campaign manager must: Complete the Distribution of Campaign Materials to Membership Assembly Representatives Form. Send the campaign message to be distributed to nec@ana.org. Send a check or money order in the amount of $30.00 made payable to American Nurses Association to: 7 P a g e

9 Campaign Communication American Nurses Association Attn: OGC Department 8515 Georgia Ave., Suite 400 Silver Spring, MD The will be disseminated approximately two weeks after payment arrangements have been made. A receipt for credit card payments will be made available within ten business days after the mailing has been distributed. Contact Bianca Fornari, Law Clerk, at , if you wish to pay by credit card. Candidates may also submit a two-minute video for posting on the NEC page on nursingworld.org. The process described above for s and the same fee shall apply to video postings as well. Campaign Guidelines 1. Candidates shall not use the ANA corporate logo on campaign materials that are not provided by ANA. 2. Candidates shall not use their access to ANA s electronic communication vehicles (e.g., NurseSpace, distribution lists) to promote their candidacy. The only exceptions are requests for ANA to distribute an to Representatives. 3. The amount that a candidate may expend in campaigning is not limited by ANA. 4. It is the responsibility of the candidate, if the candidate has a campaign manager, to provide ANA with the name and contact information of the campaign manager. 5. ANA staff shall not wear promotional materials of any candidate or in any manner promote the candidacy of any individual. 6. Campaigning shall be conducted in an ethical and professional manner at all times, in accordance with ANA standards. Campaign material will not be presented in a misleading manner, e.g., a flyer that purports to show the candidate as having C/SNA endorsements that she/he does not have. 7. During the Membership Assembly, campaigning shall be conducted only in the designated campaign area. 8. During the Membership Assembly, campaigning is prohibited in all other areas including: a. in and near meeting rooms where the official business of ANA is being conducted except that meeting attendees may wear promotional material and carry promotional tote bags. b. in and near the site for the Candidates Forum except that meeting attendees may wear promotional material and carry promotional tote bags. 8 P a g e

10 c. in and near the designated voting area while voting is in process. This rule also means that Representatives shall not wear promotional material or carry promotional tote bags in or near the designated voting area during voting hours. 9. Candidates may employ the use of an electronic presentation and/or slideshow without sound in the designated campaign area. The candidate shall be responsible for supplying all hardware (including a computer) necessary to operate the presentation Due to fire code regulation, the use of helium filled balloons is prohibited. Latex balloons are also prohibited for health reasons. 9 P a g e

11 Section III: Elections Process Elections Elections shall be held at the meeting of the Membership Assembly and shall be by secret ballot. Representatives shall be notified of the dates and hours of voting in the Call to Meeting as well as onsite. Per the ANA Bylaws (Article VII, Section 2.b): 1. A majority 2 vote of those members of the Membership Assembly present and voting shall elect officers of ANA s Board of Directors, and a plurality vote 3 of those present and voting shall elect the directors of ANA s Board of Directors and members of the Nominations and Elections Committee. 2. In the event that a majority vote is not accomplished in the first ballot, a runoff election shall be held with the two candidates who received the highest number of votes for an officer position. 3. A tie shall be determined by lot. 4. The term of office for all elective positions shall begin on January 1. Procedures for the Conduct of the ANA Elections ANA staff will verify that all persons seated as Representatives in the Membership Assembly are members of ANA in good standing. The Chair, Nominations and Elections Committee, or his/her designee, serves as the Head Teller. The Head Teller must be a C/SNA or IMD member and may not be a candidate, Representative,, or campaign manager. The Head Teller: a. assumes official oversight responsibility for compliance with ANA Election procedures; b. supervises the conduct of the election with the assistance of the Election Administrator; c. reports at a subsequent session of the Membership Assembly on the results of the election; and d. performs other functions as referenced in these procedures. 2 A majority vote is defined by Roberts Rules of Order Newly Revised, 11 th edition as more than half of the votes cast by persons entitled to vote, excluding blanks and abstentions 3 A plurality vote is defined by Roberts Rules of Order Newly Revised, 11 th edition as the largest number of votes to be given any candidate or proposition, when three or more choices are possible 10 P a g e

12 Eligibility to Vote in ANA Elections 1. C/SNA and IMD Representatives who have been verified by the close of the Opening Session of the Membership Assembly may vote in an election for officers and directors of the ANA Board of Directors and the Nominations and Elections Committee. 2. Current members of the ANA Board of Directors and Organizational Affiliate (OA) Representatives vote only in the election of members to the Nominations and Elections Committee. 3. When verification closes, a list of all eligible voters will be used when the polls open. Switching Membership Assembly Representatives/Alternates A MA representative may not request an alternate representative serve in his/her place unless the MA representative is a) unable to attend the MA meeting or b) must leave in the middle of the meeting. If the MA representative learns that he/she is unable to attend the MA meeting, the process is as follows: 1. The MA representative notifies his/her president/chair and chief staff officer that he/she needs to be relieved of his/her duties as a MA representative. 2. The president/chair or chief staff officer informs ANA by sending an to leader@ana.org with the following information: a. Name, ANA membership #, and address of the MA representative who is being replaced. b. Name, ANA membership #, and address of the alternate representative who is replacing the MA representative. When an MA representative must be replaced by an alternate representative when both individuals are already onsite at the MA meeting, the process is as follows: 1. The MA representative notifies his/her president/chair and chief staff officer (or designee) that s/he needs to be relieved of his/her duties as a MA representative. 2. The president/chair or chief staff officer (or designee) collects the MA representative s credentials/voting card and materials. 3. The president/chair or chief staff officer (or designee) and the alternate MA representative go to registration to make the switch from alternate to representative. 4. The president/chair or chief staff officer (or designee) completes and signs the Change Authorization Form and submits it with the MA representative s credentials/voting card to a member of the ANA staff. 5. The alternate MA representative: a. Presents his/her C/SNA/IMD membership ID card and government-issued photo ID; b. Signs the credentials/voting card; and 11 P a g e

13 c. Receives her/his credentials/voting card from the ANA staff member, along with any meeting materials that have been provided onsite. In the event that no alternate representative is present onsite, the representative who must leave may delegate another representative from the same C/SNA to cast his/her votes. In this case, the leaving representative must promptly notify ANA staff of the name of the delegated representative, so that the relevant votes can be appropriately reallocated to the delegated representative. Note: Failure to notify ANA staff will result in the leaving representative s votes not being counted. The Polling Area The polling area will include the voter registration area and the area where the voting machines are located. It will be monitored and secured throughout the polling hours until the official count has been certified by the Election Administrator. The polling area shall be accessible to all authorized voters and shall permit privacy. Each candidate shall have the right to be present at the polls, but they will not have access to the voting machines. Campaigning, by any means, is prohibited in and near the voting or polling area. Voting The Head Teller and the Election Administrator will assist in conducting the election, certify the election results, and certify that the election was conducted in accordance with ANA s election procedures. Voting will be conducted using electronic means or automated voting machines. The polls will be open for a sufficient time for all Representatives to vote. The opening and closing hours for voting will be communicated to the Representatives in advance of the Membership Assembly and onsite. The polls will remain open for the specified hours or until the last person in line at the time the polls are scheduled to close has had the opportunity to vote. Before entering the polling area, Representatives must present the following: Representative identification, such as the official badge; voting card; and photo identification. A voting machine monitor will verify the voting card. Once a Representative has completed voting, he/she must leave the polling area. The Representative should retain his/her voting card as he/she will need to present it again if a runoff election is held. 12 P a g e

14 Due Process Should the eligibility of a Representative be challenged, ANA s Office of General Counsel will adjudicate. If a Representative or board member seeking to vote disagrees with the Office of General Counsel regarding a denial of voting eligibility, the person may cast a challenged ballot. Similarly, if a candidate challenges the eligibility of a Representative to vote after he/she has been issued a ballot, the Representative will be permitted to vote subject to challenge. Every effort will be made to resolve challenged ballots before the tally begins and is concluded. Any remaining challenged ballots will be segregated and not counted unless the challenged vote is determinative of any election and only after the challenges to the votes are resolved in accordance with the ANA s Election Challenge Policy and Procedure. (See Appendix A) Tabulation The count will proceed at the conclusion of the designated voting period. Any remaining questions pertaining to the voting process will be resolved by the Head Teller and Election Administrator. A printout of the tabulation of the ballots is retained by ANA in a secure area for a minimum of one year following the election. Breaking a Tie In the event of a tie, the candidates will be notified and afforded the opportunity to attend the determination by lot. The Election Administrator will write the name of each candidate on a piece of paper which will be sealed in identical unmarked envelopes. The envelopes will be mixed and placed in a container from which the Head Teller will draw one envelope. The candidate whose name is contained in the envelope drawn by the Head Teller is declared the winner of the election. Announcing the Results Results of elections are confidential until announced during the Membership Assembly. The ANA President, Chief Executive Officer, ANA Executive Director, Office of General Counsel, and director of Leadership Services are notified of the election results once tabulation is complete. The official announcement of the election results will be made after all elections (initial and any required runoff), have been conducted, tallied, and certified by the Election Administrator and the Head Teller. Candidates are notified by letter if they won or lost the election, before the official announcement of the elections results. The place and time when the candidates can pick up their letters will be announced during the Membership Assembly. The candidates are asked to keep this information confidential until the official announcement of the election results. 13 P a g e

15 The announcement of the election results will include the number of votes received by each candidate elected. The tally of votes will be available to view by a candidate or his/her campaign manager during the Membership Assembly. ANA will not provide the tally of votes in writing under any circumstances. Challenging the Results Any election challenge must be filed with the Chair, Nominations and Elections Committee or their designee not more than 30 days after adjournment of the Membership Assembly at which the contested election was held. (See Appendix A) Removal of Elected Officials There are several avenues through which elected officials may be removed from office: 1. Removal of any elected official: Per the ANA Bylaws (Article VII, Section 4.a), any official elected by the Membership Assembly (i.e., members of the ANA Board of Directors and members of the Nominations and Elections Committee), may be removed by the Membership Assembly whenever such action is deemed to be in the best interest of the association, for other just cause, or the member is no longer in good standing with ANA. Removal of an elected official requires a majority vote of the Membership Assembly. 2. Removal of a member of the ANA Board of Directors: Per the ANA Bylaws (Article VII, Section 4.b), any elected member of the ANA Board of Directors may be removed from office by a written petition signed by 2% of the members of ANA on the last annual count and approval of the petition by two-thirds (2/3) of the ANA voting members (voting may occur by electronic or non-electronic ballot), where a quorum is reached. Note: The ANA Bylaws (Article VII, Section 5.a.1) grant the ANA Board of Directors the authority to remove a board member only for the specific circumstance of dereliction of duty through non-participation without excuse or justification. Current Board Members Neutrality Per ANA Board of Directors Operating Policy 7.3 (See Appendix B), members of the Boards of Directors/Trustees of ANA, American Nurses Credentialing Center (ANCC), American Nurses Foundation (ANF), and American Academy of Nursing (AAN) shall maintain a position of neutrality with respect to the election of future ANA leadership. Neutrality will apply both to personal campaigning and to campaigning on behalf of others while board members are acting in their official capacity. Neutrality is maintained by: 1. Placing obligations as a board member as a first priority. 14 P a g e

16 2. Refraining from wearing/displaying anything that would connote support for a particular candidate (e.g., badges, ribbons, another candidate s colors) while carrying out board responsibilities. 3. Avoiding rhetoric which could be construed as campaigning while carrying out board responsibilities (e.g., speech making, elaborating on credentials or former positions, making comments simply as a means of increasing visibility). ANA Board of Directors Operating Policy 7.3 also states that currently seated members of the ANA, ANCC, ANF, and AAN Boards of Directors/Trustees may: Provide factual information about candidates for ANA office, but will not endorse candidates for ANA office even if done on a personal basis. Run for elective office. 15 P a g e

17 Section IV: Election-Related Events at the Membership Assembly Please check the final Membership Assembly schedule for the dates, times, and locations of all campaign and election-related activities and share this information with campaign managers. Registration o Candidates and their campaign managers, must obtain the appropriate badge at the Registration Area. o Individuals nominated from the floor or their campaign managers, may obtain the appropriate badge after the conclusion of the Opening Session of the Membership Assembly. Set Up and Tear Down of Displays in the Designated Campaign Area All candidates and their campaign managers are assigned tables and bulletin boards on the first day of the Membership Assembly. o Tables and bulletin boards are assigned by lot within a pre-determined configuration. Exchanges or assuming occupancy of vacant bulletin boards and tables are prohibited. o Each candidate is assigned half of a 6-foot table with a skirt in front of a 4' high and 8' wide cork bulletin board in the designated campaign area. o Decorations and any objects of value left in the campaign area are at the candidates discretion and responsibility as there is no security provided in the designated campaign area. o All campaign materials, including placards and signs, must be scaled to the dimensions of the bulletin board and table. o Only materials for distribution to Representatives should be left in the assigned area. o Campaign signs and placards must either be held or kept under the table. They must not lean on chairs, tables, walls, and other surfaces. o Candidates may employ the use of an electronic presentation and/or slideshow without sound in the designated campaign area. The designated campaign area will remain open until the voting period has closed at which time all materials must be removed. Any materials remaining on the bulletin boards and/or tables will be discarded. Nominations and Elections Committee Office Hours During scheduled office hours, members of the Nominations and Elections Committee will be available to provide information and clarification on the nominations and elections processes. 16 P a g e

18 Candidates Forum 1. Two members of the Nominations and Elections Committee, who are neither candidates nor Representatives, serve as moderator and timekeeper at the Candidates Forum. 2. Candidates are requested to arrive 20 minutes ahead of time and sit in a reserved section. 3. During the Forum, candidates address Representatives in accordance with the elective position they are seeking. 4. Only candidates for Director-at-Large, Treasurer, Secretary, Vice President, and President are allowed to speak. Presentations will be delivered in the following order: Director-at-Large, Treasurer, Secretary, Vice President, and President. All presentations will be conducted in alphabetical order by last name. 5. Each candidate for President is allowed five minutes to speak; the remainder of time allotted will be divided equally between all other candidates. As each individual completes their presentation, the next individual is expected to stand near the podium, ready to speak. 6. The last 10 minutes will be devoted for a question and answer period. A member of the Nominations and Elections Committee will serve as moderator and will read the preselected questions to the candidates present. If there is more than one candidate for President, there will be a presidential debate at the end of the Candidates Forum. The debate will not exceed 20 minutes. The Chair, Nominations and Elections Committee, or designee will serve as moderator. Each candidate for President will be given two minutes to respond to each question. If there is only one candidate for President, the Chair of the Nominations and Elections Committee or designee may elect to pose questions to the sole candidate. The candidate will be given two minutes to respond to each question. The question and answer period will not exceed 10 minutes. 7. Due to space limitations, candidates, Representatives, and designated ANA staff are given priority to attend the Candidates Forum. There will be limited seating available to C/SNAs presidents and executive directors and the IMD chair on a first come, first served basis. Meet the Candidates This event facilitates informal one-on-one contact with Representatives in the designated area. Candidates Placement on the Ballot Candidates, with the exception of nominations from the floor, will be listed on the ballot in alphabetical order by last name. Voting/Election Day 1. Voting begins and ends promptly as scheduled. 17 P a g e

19 2. Only verified Representatives and members of ANA s Board of Directors vote. Currently seated members of ANA s Board of Directors and OA Representatives vote only for the members of the Nominations and Elections Committee. 3. When the voting period closes, candidates and/or campaign managers complete the tear down of campaign displays in the designated campaign area. 4. Following the Membership Assembly, candidates, campaign managers will be asked to complete an online survey regarding their experience with ANA s nominations and elections processes. 5. Based on the official election results provided by the Election Administrator, letters notifying individual candidates of the election outcomes are prepared on behalf of ANA s Chief Executive Officer. 6. Candidates attending the Membership Assembly will be notified of the outcome of the election prior to the announcement by the Head Teller in the Membership Assembly. 7. Candidates must not disclose the outcome of the election, and must wait until the announcement by the Head Teller in the Membership Assembly. Official Announcement of Election Results The Head Teller will report the election results verbally to the Membership Assembly only after all results, including the initial election and any required runoff election, have been finalized by the Election Administrator and the outcome of the election has been communicated to all candidates. The ANA President will announce the newly-elected ANA officials at the Membership Assembly. Orientation for Officers and Directors of the ANA Board of Directors An orientation for both newly-elected and returning members of the ANA Board of Directors is held after the Membership Assembly meeting. 18 P a g e

20 Appendix A: Election Challenge Policy and Procedure Title: Source: ANA Election Challenge Policy and Procedure ANA Board of Directors Date: February 13, 2008 Effective Date: February 13, 2008 Policy It is the policy of ANA to provide a fair process for reviewing challenges to the election of ANA officers, directors, and other nationally elected Representatives. Procedure 1. Pursuant to the ANA Bylaws (Article VII, Section 3), any challenge to an ANA election shall be filed with the chair of the Nominations and Elections Committee or his/her designee not more than 30 days after the adjournment of the annual meeting of the Membership Assembly. 2. A challenge may be filed by any ANA member of a C/SNA or the IMD. The challenge shall specify the nature of the complaint, including any violation of ANA Bylaws, procedures or the law, and explain the basis for why the member believes the outcome of the election was affected. 3. Within 10 days of receipt of the challenge, the chair of the Nominations and Elections Committee or their designee shall refer the challenge to a five-member Election Review Committee appointed by the ANA President. 4. The Election Review Committee shall be comprised of three members of the ANA Board of Directors and two C/SNA/ANA or IMD members. The ANA President shall designate the chair. In the event there are insufficient disinterested members of the ANA Board of Directors, the ANA President shall appoint fewer Board members and more C/SNA members to comprise the Election Review Committee. In the event the ANA President is personally affected by an election challenge, the Election Review Committee shall be appointed by the Vice President. 5. The Chairperson of the Election Review Committee shall designate one or more members of the Committee to conduct an investigation, affording all interested parties an opportunity to be heard, and such member or members shall issue a decision within 40 days after the filing of the challenge. If the investigation shows that there were violations which may have affected the outcome of the election, the election or any part thereof may be set aside and a new election held by secret mail ballot or by electronic means, if the secrecy of the ballot 19 P a g e

21 can be maintained. During the investigation and election process, if any, the incumbent(s) will remain in office. In such circumstances, the new election shall be conducted under the supervision of a neutral third party, such as the American Arbitration Association. 6. Decisions made by a Committee member or members may be appealed to the full Election Review Committee by filing written notice of such appeal within 10 days after the decision is issued. Should a decision not be issued within the time limit set forth above, an appeal to the full Election Review Committee may be filed within 10 days after the expiration of such time limit. The Election Review Committee shall hear and decide such appeal at a meeting to be held within 30 days. The Election Review Committee shall provide an opportunity for all interested parties to be heard in the manner it deems appropriate, and shall consider all other information obtained in the investigation conducted by a member or members of the Committee. 7. Decisions of the Election Review Committee under this section may be appealed to the next Membership Assembly. Notice of such appeal shall be filed in writing with the chair of the Nominations and Elections Committee or their designee within 30 days after the decision of the Election Review Committee. Pending the decision of the Membership Assembly, the decision of the Election Review Committee will be in effect. 20 P a g e

22 Appendix B: Board Operating Policy 7.3: Enterprise Board Member Practices During Election Campaigns Policy #: 7.3 Board Operating Policy Title: ENTERPRISE BOARD MEMBER PRACTICES DURING ELECTION CAMPAIGNS Affects: Members of the ANA, ANCC, ANF, Authority: and AAN Boards of Directors Effective: February 28, 2014 Replaces: September 5, 2013 POLICY: Members of the Boards of Directors/Trustees of the American Nurses Association (ANA), American Nurses Credentialing Center (ANCC), American Nurses Foundation (ANF), and American Academy of Nursing (AAN) shall maintain a position of neutrality with respect to the election of future ANA leadership. Neutrality will apply both to personal campaigning and to campaigning on behalf of others while board members are acting in their official capacity. Neutrality is maintained by: 1. Placing obligations as a board member as a first priority. 2. Refraining from wearing/displaying anything that would connote support for a particular candidate (e.g. badges, ribbons, another candidate s colors) while carrying out board responsibilities. 3. Avoiding rhetoric which could be construed as campaigning while carrying out board responsibilities (e.g. speech making; elaborating on credentials or former positions; making comments simply as a means of increasing visibility). Notwithstanding other sections of this policy, currently seated members of the ANA, ANCC, ANF, and AAN Boards of Directors/Trustees may: 1. Provide factual information about candidates for ANA office, but will not endorse candidates for ANA office even if done on a personal basis. 2. Run for ANA elective office. 21 P a g e

23 Appendix C: Representation of C/SNAs and the IMD in the ANA Membership Assembly AMERICAN NURSES ASSOCIATION Membership Assembly Policy/Position Title: Representation 4 of Constituent/State Nurses Associations (C/SNAs) and the Individual Member Division (IMD) in the ANA Membership Assembly Source: ANA House of Delegates Date: June 2012 Replaces: 1984 Policy #2.25; 1985 Policy # 2.36, 2006 Policy # 2.1aa Policy/Position: The ANA House of Delegates resolved to revise the policy such that it now reads: Constituent/State Nurses Associations (C/SNAs) and the Individual Member Division (IMD) representation in the ANA Membership Assembly will be based on a percentage (%) of ANA total dues income paid by the C/SNA and the IMD on behalf of individuals with governance rights in ANA as specified in the ANA Bylaws. Dues income does not include rebate payments made to ANA by the C/SNA for in-state only direct members or funds remitted by the C/SNA or the IMD to ANA as part of a dues repayment plan or other financial assistance package; and C/SNA and IMD representation in the ANA Membership Assembly will be calculated on the percentage (%) of dues revenue paid to ANA by the C/SNA or IMD applied to the twenty-four months ending December 31 of the even numbered years. Dues received by ANA (which apply to even numbered years) after February 20 of the odd-numbered years will not be considered in the vote calculation. This will allow for timely calculation of the number of votes for each C/SNA and the IMD. If a C/SNA s or the IMD s dues are paid late more than once in a calendar year period and/or penalties resulting from any late payments are not paid or paid late, the amount of the dues considered in the vote apportionment calculation for that C/SNA or the IMD will be reduced by an amount 4 For the purposes of this policy, the term representation is defined as the apportionment of votes in the Membership Assembly for the Constituent/State Nurses Associations (C/SNAs) and the Individual Member Division (IMD). 22 P a g e

24 established by ANA Board of Directors policy Impact on Vote Apportionment Calculation Resulting from Late Payment of Dues and/or Late Payment or Failure to Pay Penalties Resulting from Any Late Payments. (See Attachment A); and The ANA Board of Directors will assume the authority to grant exceptions to the policy regarding representation of C/SNAs or the IMD in the ANA Membership Assembly based on a percentage of the ANA total dues income paid by the C/SNA or IMD, whenever a C/SNA or the IMD is not receiving individual member dues income because of a strike or circumstances beyond a C/SNA s or the IMD s control that, therefore, reduces the dues assessment paid to ANA and would have the effect of reducing the vote count for the C/SNA or the IMD; and The apportionment of votes to the ANA Membership Assembly will be recalculated and allotted if it is known 60 days prior to the Membership Assembly meeting that a C/SNA will not be in good standing or a C/SNA leaves ANA voluntarily or involuntarily between the time that the C/SNAs are provided their allotment of votes and 60 days prior to the Membership Assembly meeting(s) taking place; and If a new C/SNA is recognized by the ANA Board of Directors between the time that the C/SNAs are provided their allotment of votes and the time that the Membership Assembly takes place, a base level of two votes will be apportioned to that C/SNA as long as the total number of votes provided to the C/SNAs and the IMD does not exceed 400; and The votes apportioned to each C/SNA and the IMD shall be allocated evenly between the two representatives to the Membership Assembly out to one decimal point. If only one representative from a C/SNA is present at the Membership Assembly, that individual shall cast the full number of votes allocated to that C/SNA. 23 P a g e

25 Attachment A AMERICAN NURSES ASSOCIATION Board of Directors Policy/Position Title: Impact on Constituent/State Nurses Association (C/SNA) Vote Apportionment Calculation Resulting From Late Payment of Dues and/or Late Payment or Failure to Pay Penalties Resulting from Any Late Payments Source: ANA Board of Directors Date: December 8, 2005 POLICY: Late Dues If a C/SNA s dues are paid late more than once in a calendar year period, the amount of dues considered in the apportionment of votes for that C/SNA will be reduced by the following percentage each subsequent time a dues payment is received late during that calendar year: Late Fees and Interest a. 1 to 30 days late: 25% of that dues payment b. 31 to 60 days late: 50% of that dues payment c. > 60 days late: 75% of that dues payment If a C/SNA fails to pay or fails to pay in a timely manner the late fees and interest assessed on any late dues payments, the amount of dues considered in the delegate apportionment calculation for that C/SNA will be reduced by the following amount each time: a. If not paid within 60 days of the invoice date: 10% of the original dues payment b. If not paid within 90 days of the invoice date: 20% of the original dues payment c. If greater than 90 days late and still outstanding as of February 20 th of the odd numbered years: 25% of the original dues payment 24 P a g e

26 Appendix D: Board Operating Policy 10.2: Honorarium for the ANA President 1. Based upon a full-time professional commitment to ANA, Presidential compensation should be an honorarium set. The December prior to an election, the Employee Relations Committee (ERC) will review the current honorarium and recommend a new amount to be approved by the ANA Board of Directors. 2. The honorarium should be set at a certain amount regardless of the economic circumstances the person had before the election. 3. In addition, the compensation package should include health, pension benefits and other fringe benefits equivalent to the level of fringe benefits enjoyed by the ANA President from a prior employer. If the ANA President is not able to maintain those benefits from a prior employer, the compensation package should include fringe benefits equivalent to the percent (%) of salary value of ANA staff benefits or ANA should provide those benefits. In the event that benefits are derived from a previous employer at a cost higher than the ANA level, ANA will pay the difference for those benefits up to 5%. In the event that benefits are derived from a previous employer at a cost lower than the ANA level, ANA will pay at the level set by the previous employer. 4. ANA should not provide additional vacation and sick leave benefits as they are covered by the honorarium. 5. The Office of the ANA President is in ANA Headquarters and is to be staffed in Headquarters. Special needs of the ANA President for off-site support will be discussed and negotiated with the ERC and ANA s Chief Executive Officer. 6. There should be a mechanism for adjustment if compensation has been paid, and the ANA President is unable to complete the term of office. 7. The ANA Board of Directors will address unusual circumstances brought forward by an ANA President or the ANA Board of Directors and consider adjustments to the compensation. Prior to the completion of the term of office, the outgoing ANA President can address Presidential transition support pursuant to ANA Board of Directors Operating Policy A request for transition support will be directed to the ERC and the ANA Board of Directors. 8. Revision of the compensation policy that indicates how the honorarium for the ANA President is calculated should be recommended by the ERC and approved by the ANA Board of Directors. 9. Any outside funds paid for the services of the individual serving as the ANA President during the term of office shall be paid directly to the ANA. 10. The should include the presidential compensation policy. 25 P a g e