NOMINATING PROCEDURES MANUAL

NOMINATING PROCEDURES MANUAL

Revised November 2015 Page 2

Table of Contents Introduction... 3 National and Area Elected Positions... 4 The Nominating Process... 5 Role of the Nominating Committee... 5 Nominations from the Floor... 6 Withdrawal of Candidacy... 7 Campaigning and Electioneering... 7 Timetable... 9 Appendix: Samples Letters... 10 Call for Nominations... 11 Certification Letter... 14 Notification of the Slate... 16 Second Call for Nominations... 18 Letter to Link Whose Application Does Not Reflect Required Qualifications... 19 Page 3

Introduction The National Nominating Procedures Manual contains the elements, timetable, and rules for the National and Area nominating processes of The Links, Incorporated. The procedures delineated in this manual comply with the Bylaws of The Links, Incorporated (as amended, 2015), the Manual of Procedures, and the current edition of Robert s Rules of Order, Newly Revised. This manual was revised under the leadership of Link Glenda Newell Harris, 16th National President of The Links, Incorporated. National Nominating Committee 2015-2017 Chairperson: Kim Mumby Green Joyce A. Carter, Central Area LaVerne Chandler, Eastern Area Raynetta Waters, Southern Area Rhea Mclver Gibbs, Western Area Page 4

National and Area Elected Positions Terms of office are two (2) years for all elected officials at both the National and Area levels. An elected official may succeed herself once. A member of the National or Area Nominating Committees may not stand for election to an office unless she resigns from the Nominating Committee. (Note that Chair of the National Nominating Committee is not an office, but is a committee chair. Hence a member of the National Nominating Committee who runs for the position of Chair is not required to resign from the Committee.) National Elected Positions At the National level, the elected positions are: President, Vice President, Recording Secretary, Treasurer, and Chair of the National Nominating Committee. The qualifications, duties, and eligibility requirements for each position can be found in Article VII of the Bylaws of The Links, Incorporated. Area Elected Positions At the Area level, the elected positions are: Area Director, Area Vice Director, Area Secretary, Area Treasurer, Chair and Members of the Area Nominating Committee, and Area Foundation Representative to The Links Foundation, Incorporated. The qualifications, duties, and eligibility requirements can be found in Article III of the Bylaws of The Links, Incorporated (2014), with the exception of Area Representative to The Links Foundation, Incorporated. Information on this position can be found in Articles IV and VII, of the Bylaws of The Links Foundation, Incorporated (as amended, 2012). Page 5

The Nominating Process Role of the Nominating Committee The role of the National or Area Nominating Committee is to initiate, oversee, and complete the nominating process which results in a slate of certified candidates for elected National or Area positions. Throughout the process, the role of the National or Area Nominating Committee is to insure adherence to the policies and procedures as promulgated in the governing documents of The Links, Incorporated. The Nominating Process for elected National and Area positions begins with the announcement of vacated positions and the identification of qualified, interested members of The Links, Incorporated. A chapter, another member, or the member herself may submit names for elected positions. The Profile of Candidate for Nomination form shall be the official form used by members and/or chapters in submitting names for National and Area elected positions. All forms and communications will be via electronic transmission. The following steps comprise the process: All chapters shall receive guidelines which explain the nominating and campaigning procedures and policies from the Chair of the National or Area Nominating Committee (as appropriate) in July, preceding the National Assembly or the Area Conference. The Profile of Candidate for Nomination form must be submitted online and verified by the chapter president no later than 11:59pm EST on October 15th. If the deadline date falls on a Sunday or holiday, the official time and date stamp shall be the following business day. If the nominee is the Chapter President, the online form must be verified by the Chapter Vice President. This process it outlined in our Toolkit. Only online submissions of the Profile of Candidate for Nomination form will be accepted. The online version shall be the official notification of interest and the official submission. Note that, if the online Profile of Candidate form is not dated and time stamped by 11:59pm EST on October 15th, it will not be accepted. This includes the President approval. All profile documents must be completed by the time stipulated. National Headquarters shall review all completed Profile of Candidate for Nomination forms for elected positions and confirm that every candidate meets the qualifications and requirements of the office she is seeking. This information shall be forwarded to the National or Area Nominating Committee (as appropriate) no later than October 25th for review and final certification. Each Link who has submitted a Profile of Candidate for Nomination form by the October 15th deadline shall receive an electronic communication from the Chair of the appropriate Nominating Committee confirming her certification status no later than November 30th. Certified candidates will be required to pay a $50.00 fee for administrative costs which is due by January 10th, or the next business day, if the deadline is a weekend day or holiday. Page 6

The Chair of the Nominating Committee shall ensure that each certified candidate receives a copy of the Nominating Procedures Manual. Each chapter shall receive electronic notification of the slate of certified candidates by December 31st. (If a second request for nominees is required, chapters will be notified via electronic communication of the candidates who were certified in the second round as promptly as possible.) Completed Profile of Candidate for Nomination form for all certified candidates may be posted in the Members Only section of the applicable website (National or Area). The Nominating Committee (National or Area) must submit at least one certified nominee for each vacated elected position. In the event that insufficient or no nominations are received for a National or Area elected position by the October 15th deadline, the Chair of the relevant Nominating Committee shall notify the members of her Committee that chapter presidents will receive another electronic request for candidates for vacant elected positions for which there are no nominees no later than November 18th. The deadline for the submission of the Profile of Candidate for Nomination form for this second request for nominees shall be time and date stamped no later than 11:59pm EST on January 15th. If January 15th falls on a Sunday or a holiday, the official date and time stamp shall be the following business day. Again this includes the approval from their President -11:59 EST and all other documents related to Candidate Profiles. Once the second deadline for receiving nominations has passed, no further nominations shall be considered by the Nominating Committee for inclusion on the official slate of candidates electronically transmitted to chapter presidents prior to the National Assembly or Area Conference. The National Nominating Committee shall present a slate to the Executive Council, chapters, and the National Assembly. The Area Nominating Committee shall present a slate to the Area Executive Committee, Area chapters, and the Conference. Nominations from the Floor Following the report of the Nominating Committee at the National Assembly or Area Conference, the National President or Area Director shall open the floor for additional nominations. If there are nominees from the floor, the final report is postponed until the additional nominees are certified and a complete slate can be presented. Nominees from the floor shall have consent prior to their nomination. Failure to obtain prior permission nullifies the nomination. If the nominee from the floor is the delegate the alternate must be in the delegate seat at the time of the nomination A nominee from the floor, who meets the qualifications for the position she is seeking, must electronically submit a completed Profile of Candidate for Nomination form with the Page 7

required signatures/approvals along with a photograph to the Nominating Committee. There are instructions outlined in the Toolkit. Page 8

Nominees from the floor shall be required to pay a $50.00 fee for administrative costs at the time the Profile of Candidate for Nomination form is submitted. The National or Area Nominating Committee shall determine the certification status of nominees from the floor onsite with the assistance of Headquarters staff who will have access to the National Database. The National or Area Nominating Committee may conduct interviews as part of the certification process to clarify information submitted. The Nominating Committee shall circulate copies of the Profile of Candidate for Nomination forms of certified candidates from the floor to the delegates at the next business meeting of the National Assembly or Area Conference. Nominees from the floor are also bound by the rules regarding campaigning and electioneering, although they enter the nominating process at a later point. Note that they may not distribute any written campaign literature at the National Assembly or Area Conference. Nominees from the floor will be allowed to give candidate speeches of a specified length to be determined after certification. Withdrawal of Candidacy A candidate who chooses to withdraw her name is required to submit an electronic letter to the National or Area (as appropriate) Chair of the Nominating Committee. Upon receipt of a letter of withdrawal from a certified candidate, the Chair of the Nominating Committee shall contact the candidate to confirm that the decision is final. The Chair shall notify chapters promptly. If the timing of the withdrawal causes an incomplete slate just prior to balloting, the Chair of the National or Area Nominating Committee shall notify her committee, the Chair of the Election Committee, and the National Parliamentarian. Campaigning and Electioneering The Links, Incorporated is a public service organization dedicated to building and maintaining better human relations within chapters, the organization, the community, and the nation. The Links, Incorporated, as a collective unit, is non-partisan and non-political. Likewise, it does not support excessive campaigning and electioneering for office within the organization. Thus, if there is any campaigning, the consequences will be held in strict compliance with the guidelines set forth herein. A high level of decorum is expected, and elections shall be without improprieties. Campaigning Rules Only one piece of electronic campaign literature, which shall be electronically transmitted to the National/Area Nominating Committee, may be posted in the Members Only section of the National/Area website by or for a candidate prior to the National Assembly or Area Conference. No other dissemination of campaign literature is allowed. Members or chapters who distribute additional pieces of campaign literature or information on behalf of a Page 9

candidate shall be subject to disciplinary action. Such action could jeopardize the candidate s eligibility to run for office. Solicitation of funds by or for a candidate is prohibited. Writing chapters on behalf of a candidate is prohibited. A Link violating this rule is subject to disciplinary action by the Executive Committee of the Executive Council or the Area Executive Committee as appropriate. There shall be no campaigning or electioneering on the floor of the Assembly or at any of the functions of the National Assembly or Area Conference by a candidate or anyone in support of her, with only two exceptions: 1) a time will be designated at the National Assembly or Area Conference for candidates to give campaign speeches and 2) the National or Area Nominating Committee will host a reception or forum during which candidates may answer questions and ask for delegate support. It is essential that each delegate be free to make her choice for officers without coercion. A candidate shall maintain arms- length from the balloting process and shall neither influence, tamper with nor persuade the voting process in any manner. Candidates and their supporters shall not be allowed to have or cause to have campaign paraphernalia or literature in and around the National Assembly or Area Conference from the beginning of the Assembly or Conference to the time of balloting. Robo Calls are not allowed under any circumstances. This includes, but is not limited to, all forms of social media as well as buttons, streamers, hat, signs, etc. All sitting National and Area officers shall remain neutral in both National and Area elections in fairness to all Links. All members of the National and Area Nominating Committees shall remain neutral. Nominating Committee members who violate this rule shall be removed from office by the National President or Area Director as appropriate. The National or Area Nominating Committee (as appropriate) shall investigate complaints of campaigning violations. Based on the finding that a violation has occurred, the Nominating Committee shall refer the matter to the Executive Committee of the Executive Council or the Area Executive Committee (as appropriate) for disciplinary action. Disciplinary action may include, but not be limited to, a fine, and/or suspension, or disqualification of a candidate. All Complaints shall be in writing and shall be submitted on the appropriate form- COE 61-2. Anonymous complaints shall neither be acted upon or accepted. Reference Code of Ethics and Standards, page 12 &13 Page 10

Timetable July 31st A list of vacant positions, eligibility requirements, a profile form, and the nominating procedures for the National or Area election shall be electronically transmitted to chapters. The Profile of Candidate for Nomination form shall also be available on the website. October 15th The electronic submission of the Profile of Candidate for Nomination forms to the Chair of the National or Area Nominating Committee (as appropriate) must be date and time stamped by 11:59pm EST on October 15th. The Slate will be announced after certification. November Candidates will receive electronic notification of certification status from the Nominating Committee. If necessary, the Nominating Committee will notify chapters, via electronic communication, of the need for additional nominees. December The Nominating Committee will notify chapters of the slate of certified candidates via electronic communication. January 10th Certified candidates must submit administrative fees. January 15th If a second request for nominees was necessary, applicants must electronically submit Profile of Candidate for Nomination forms to the Chair of the National or Area Nominating Committee with time and date stamps prior to 11:59pm EST on January 15th. February Candidates who responded to the second request for nominations shall receive electronic notification of their certification status. Candidates will receive FAQs on campaign protocol and a Q&A call for all certified candidates no later then the end of February. Webinars if needed will be conducted between the months of February- March 1 st. Spring Candidates shall transmit campaign literature to the National/Area Nominating Committee. Candidates campaign literature may be posted in the Members Only section of the National/Area web site. The slate of candidates shall be published in the appropriate newsletter(s). Copies of completed Profile of Candidate for Nomination forms may be posted in the Members Only section of the website. Page 11

Appendix: Sample Letters Page 12

Call for Nominations July 30, 20 Dear Chapter President, Once again, it is time to solicit nominees for candidates planning to run for [a National office at our National Assembly in ]/[Area office, the Nominating Committee, or Foundation Representative at the Area Conference scheduled for, 20 in, ]. Eligibility Status of [National Officers and Chair, National Nominating Committee]/[Area Officers, Nominating Committee, and Foundation Representative] In accordance with the Constitution & Bylaws of The Links, Incorporated, [National officers and the Chair of the National Nominating Committee]/[Area officers, members of the Nominating Committee, and the Foundation Representative] are elected for a two-year term and may be reelected for a second two-year term. The following individuals will have completed one two-year term and are eligible for re-election: Link [National President/Area Director] Chapter Link [National Vice President/Area Vice Director] Chapter Link [National Secretary/Area Secretary] Chapter Link [National Treasurer/Area Treasurer] Chapter Link [Area Foundation Representative] Chapter Link [Chair, National Nominating Committee/Area Nominating Committee] Chapter Page 13

Each candidate must electronically submit the completed Profile of Candidate for Nomination Form on or before 11:59pm EST on October 15 th, 20 to the Chair of the [National/Area] Nominating Committee, Link at. A photograph is also required with this transmission, which will be the official copy of the profile. The digital signatures of the candidate and the chapter president are required on this document. If a candidate is the chapter president, the electronic signature of the chapter vice president is required on the form. Instructions for Completing the Form To access the form, log into the Members Only Section of the National website. Profile page - on the left navigation menu select Candidates for Office. Select Candidate for National/Area Office Nomination Form The online form will pre- populate the chapter and contact information with data currently in your member record. You will not be able to edit any contact information or the induction date on the Profile of Candidate for Nomination Form. You are required to edit your member profile to update the contact information shown. Once complete, click SAVE to come back to it later, click SUBMIT or CANCEL to exit without keeping the form. You are required to edit your member profile to update the contact information shown The submitted form will be time and date stamped. You will receive an email confirmation. An email notification will be sent to the Chapter President indicating you have submitted a profile of candidate for nomination form. Receipt of the email notification is not required for Chapter Presidents to acknowledge or deny a candidate is in good standing with the chapter. The candidate may contact the chapter president directly. A copy of the current Nominating Procedures Manual (2015) is included with this letter as your guide. As a courtesy, the Profile of Candidate for Nomination Form is also attached. Both are available in the Members Only section of the Links website: www.linksinc.com. Qualification of Officers Links who are interested in running for [a National office]/[area office, the Nominating Committee, or Foundation Representative] should review the section of the Constitution & Bylaws update version 2014 that addresses [National/Area] qualifications and duties in its entirety. Certified candidates will receive electronic notification by November 30th, 20, and, at that time, each candidate will receive a copy of the Nominating Procedures Manual, which includes Campaigning and Electioneering Guidelines. Page 14

The [National/Area] Nominating Committee trusts that these materials will be helpful to you and your chapter members, and we look forward to a smooth nominations process. If you have any questions about this process, please email me at or contact me by phone or fax at the following numbers:. Sincerely, Link Chair, [National/Area] Nominating Committee Attachments: Profile of Candidate for Nomination Form Nominating Procedures Manual cc: [National]/[Area] Nominating Committee Page 15

Certification Letter [Date] [Name] [Address] Dear Link, Congratulations! You have been officially certified as a candidate for the office of. On behalf of The Links, Incorporated, the [National/Area] Nominating Committee would like to thank you for offering to serve our beloved organization at the [National/Area] level. As you know, friendship is one of the pillars upon which The Links, Incorporated was founded. For this reason, policies have been instituted which prohibit excessive campaigning to maintain a spirit of sisterly competition. You are urged to consult the Nominating Procedures Manual (available online) for a complete explanation of campaign and election rules. Familiarizing yourself with these policies is very important, since the rules will be strictly enforced and any violation could result in a candidate s disqualification. Below is basic information to orient you to the process and requirements. Basic Candidate Information 1. A candidate fee of $50.00 for campaign and election administrative costs is due, no later than January 10, 20. Make checks payable to [The Links, Incorporated]/[appropriate Area account] and please note Candidate Fee on the check. Checks should be sent to: [National/Area] Financial Secretary [Address] 2. Candidates may submit only one piece of electronic campaign literature ( brochure ) to be posted in the Members Only section of the [National/Area] website. Please review the attached guidelines for formatting a brochure. All candidates brochures must be submitted to by, 20. They will be posted collectively to the [National/Area] website by 20. No additional electronic dissemination of campaign literature or campaign literature in any form is permitted. Candidate profiles may be posted in the Members Only section of the website [and published in the Spring Issue of Link to Link and in the Assembly Preparation Book]. Members or chapters who distribute additional campaign literature on behalf of a candidate shall be subject to disciplinary action and also may jeopardize a candidate s eligibility to run for office. 3. Campaign speeches are scheduled at the [National Assembly]/[Area Conference] in,. The maximum time allowed for speeches is three (3) minutes for officer candidates, and two (2) minutes for candidates for [Foundation Representative candidates] and [Chair of ]the Nominating Committee candidate(s). Plan carefully to confine your Page 16

remarks to the time allowed. In-person presentations are required. Videos are not permitted. A Meet the Candidates reception will follow the candidate speeches. 4. Each candidate may appoint one member of The Links, Incorporated, who is not a relative, to monitor the election on her behalf. At the beginning of the [Assembly/Conference], the Chair of the Election Committee will announce the time and place when these names are to be submitted to her. As a technical matter of procedure, your name will be placed officially in nomination by the [National/Area] Nominating Committee at the [National Assembly]/[Area Conference] in,. This, in itself, is a thrilling process and an honor. We wish you all the best. Sisterly, Link Chair, [National/Area] Nominating Committee cc: [National/Area] Nominating Committee Page 17

Notification of the Slate MEMO TO: Chapter Presidents FROM: Chair, [National/Area] Nominating Committee SUBJECT: Certified Candidates for [National Office and Chair of the Nominating Committee]/[Area Office, Foundation Representative, and Nominating Committee] Campaign and Election Guidelines The [National/Area] Nominating Committee received timely candidate profiles. Links meet the qualifications as specified in the National Bylaws for the positions they are seeking. The candidates are the following Links: For [National President]/[Area Director]: For [National Vice President]/[Area Vice Director]: For [National Recording Secretary]/[Area Secretary]: For [National Treasurer]/[Area Treasurer]: [For Area Foundation Representative:] For [Chair of the Nominating Committee]/[Area Nominating Committee]: As you know, friendship is one of the pillars on which The Links, Incorporation, was founded. For this reason, policies have been instituted which prohibit excessive campaigning to maintain a spirit of sisterly competition. You and your chapter are urged to consult the Nominating Procedures Manual (available online) for a complete explanation of campaign and election rules. Familiarizing yourselves with these policies is very important, since the rules will be strictly enforced, and any violation could result in a candidate s disqualification. Below is basic information to orient you to the process. Basic Campaign and Election Guidelines 1. One piece of electronic campaign literature may be submitted to the [National/Area] Nominating Chair to be posted on the [Links/Area] website prior to the [Assembly/Area Conference]. Candidate profiles may be posted in the Members Only section of the website [and published in the Spring Issue of Link to Link and in the Assembly Preparation Book]. No other campaign literature may be distributed physically or via social networking. Members or chapters who distribute additional campaign literature on behalf of a candidate shall be subject to disciplinary action and also may jeopardize a candidate s eligibility to run for office. Page 18

2. Campaign speeches are scheduled at the [National Assembly]/[Area Conference] in,. The maximum time allowed for speeches is three (3) minutes for officer candidates, and two (2) minutes for candidates for [Foundation Representative candidates] and [Chair of ]the Nominating Committee candidate(s). In-person presentations are required. Videos are not permitted. A Meet the Candidates reception will follow the candidate speeches. A Meet the Candidates reception will follow the campaign speeches. All other campaigning at the Assembly is prohibited, including the wearing of paraphernalia that advertises a candidate. 3. Each candidate may appoint one member of The Links, Incorporated, who is not a relative, to monitor the election in her behalf. At the beginning of the [National Assembly]/[Area Conference], the Chair of the Election Committee will announce the time and place when these names are to be submitted to her. 4. As a technical matter of procedure, the slate will be placed officially in nomination by the Nominating Committee at the [National Assembly]/[Area Conference] in,. Other nominations may come from the floor. These nominees must have given permission prior to being nominated. They, too, must submit electronically a completed candidate profile, be certified as meeting the appropriate qualifications, and pay a candidate fee of $50.00 for campaign and election administrative costs. The Nominating Committee will circulate their profiles at the next plenary session. Nominees from the floor will be allowed time to deliver campaign speeches. Should you have any questions, please feel free to contact me at. cc: [National/Area] Nominating Committee Page 19

Second Call for Nominations Date Dear Chapter Presidents: This letter serves to inform you that we are seeking additional nominations for the [National /Area ], because we have a vacancy or we had an insufficient number of nominees by the due date of October 15 th, 20. The required qualifications for candidates are as follows: SAMPLE Area Nominating Committee SAMPLE OF POSITION TO BE DESIGNATED: B. Qualifications: All members of the Nominating Committee shall: 1. Be active members of The Links, Incorporated at the time of election; 2. Have been a Link for at least five (5) years; 3. Have attended at least two (2) Area Conferences, in addition to the Conference at which the election takes place; and one National Assembly within the immediately preceding five (5) years; 4. Physically reside in the locality that the Area serves; and 5. Have served in a leadership position in their respective chapter. Constitution & Bylaws, The Links, Incorporated (as amended, 2014). Please share this information with your chapter members immediately and encourage them to submit the Profile of Candidate for Nomination form (located on www.linksinc.org in Members Only section) for the [National /Area ]. A courtesy copy of the Profile of Candidate for Nomination form accompanies this document. Please complete and return it to the [National/Area] Nominating Committee Chair via email at. The form must be time/date stamped by 11:59pm EST on January 15th, 2013. The appropriate approvals are required from the nominee and her chapter president (or vice president, if nominee is chapter president). If you have questions, please contact me via email at or phone:. Sincerely, Link Chair, [National/Area] Nominating Committee cc: [National/Area] Nominating Committee Page 20

Letter to Link Whose Application Does Not Reflect Required Qualifications [Date] [Link s Name and Address] Re: Candidate Certification Dear Link, After a very careful review of your application as well as our current Constitution & Bylaws, we regret to inform you that your application does not reflect the required qualifications to be a candidate for the position of of The Links, Incorporated. A candidate for the position of is required to have served either as or prior to becoming a candidate for the position of [Quote Article and Section of Constitution & Bylaws.] We are so appreciative of your interest and willingness to serve our organization, and we hope that you will seek other opportunities to share your outstanding leadership with us. Best wishes, Link Chair, [National/Area] Nominating Committee cc: [National/Area] Nominating Committee Page 21