Responsible people:

• President: identifies # of seats, calls election
• Secretary: administers election

Schedule

1. Early May: President should finalize # of open seats.

• This is usually 2, sometimes 3.
• President should interview existing board members to identify those rotating off.

2. Mid May: Secretary should create and open a nominations form.

• Using Google Forms, this can basically be copied from previous year

3. Mid May: Secretary with help from Communications Committee should announce nominations are open. .

• Mailchimp newsletter, twitter, slack and TMIP listserv at a minimum
• Update elections webpage, add nominations to front headline

4. Late May: Secretary with help from Communications Committee should send out a last call for new members and membership renewals

• Mailchimp newsletter, twitter, slack
• Include a reminder to submit nominations

4. Late May: Secretary with help from Member Coordinator should send personal reminders to expired members to renew.

• Usually done with personal emails.
• Include a reminder to submit nominations

5. Late May: President in consultation with the Secretary will finalize when elections will be called and the overall schedule

• This will determine when memberships close/are eligible

6. Late May/Early June: President with help of Communications Committee should announce elections and elections schedule

• Per bylaws, must be 10-60 days ahead of ‘meeting’
• Should include a last push call for nominations
• Put schedule on the website /elections and front page
• Public schedule should include:
  • nominations close
  • ballot announced
  • electronic elections open
  • member election meeting
  • electronic elections close
  • results announced
  • board meeting (make sure to invite board members!)

==> one more push for nominations...

7. ~Early June (schedule-dependent): Secretary should close nominations

• Remove links from website

8. ~Early June (schedule-dependent): Secretary should confirm nomination with nominees and send them some todos with a deadline

• Nominee todos:
  • affirm willingness to serve if elected,
  • name and affiliation spelling,
  • diversity affiliations they self-identify with,
  • ~1 paragraph candidate statement to be posted on ballot, website, and read in event they can't make the meeting.

9. ~Early June (schedule-dependent): Secretary should compile a list of active and eligible members

• make sure we have good emails for them.
• make sure their status is up-to-date in mailchimp, member management systems, website at /members

10. ~Early June: Secretary should test online voting system.

• Previous elections have used election runner and have cost $15

11. ~Early June (schedule-dependent): Secretary should create ballot in online election form

• will include chasing info down from candidates

12. ~Early June (schedule-dependent): Secretary should with help from Communications Committee should announce candidates

• add candidates to /elections and update homepage
• send Mailchimp email to get people to review candidates and check that they are listed on /members page if they think they should be members

13. ~Early June (schedule-dependent): President should send calendar invite for online election meeting

• send to valid members, board members, and nominees.

14. ~Early June (schedule-dependent): President with help of Secretary should devise a presentation for the member meeting .

15. ~Early June (schedule-dependent): Secretary should send online election ballots

16. ~Early June (schedule-dependent): President and Secretary should preside over election meeting .

17. ~Mid June (schedule-dependent): President should create and distribute agenda for annual board meeting

18. ~Mid June (schedule-dependent): Secretary with help of Communications Team should compile and announces election result

• check with winning candidates
• send announcement on Mailchimp
  _ update website

19. ~Late June: Hold annual board meeting .

• elect chair, officers .
• committee composition