Chapter Elections: Keys to a Successful Leadership Transition

1
Chapter Elections Keys to a Successful
Leadership Transition

• Marla J. De Jong, PhD, RN, CCNS, CCRN, Major

2
Objectives

• Identify chapter board member responsibilities
  for a successful chapter leadership transition
• Explain the process of electing new chapter
  leaders
• Describe the chapter benefits of a successful
  chapter leadership transition

3
Chapter Board Responsibilities for a Successful
Leadership Transition
4
Plan Chapters Future

• Plan ahead
• Consider timing of board transition
• Continuously identify and mentor future leaders
• Review strategic plan
• Avoid temptation to only seek one nominee per
  board position

5
Communicate Chapter Leadership Opportunities

• Specific information about leadership
  opportunities
• Available board or leadership positions
• Prerequisites
• Responsibilities/job description
• Time commitment
• How to volunteer
• Timeline

6
Communicate Chapter Leadership Opportunities
(cont.)

• Methods
• Chapter meetings
• E-mail
• Chapter web site
• Chapter newsletter
• Hospital liaisons
• Word-of-mouth

7
Identify and Mentor Emerging Chapter Leaders

• Members who often attend meetings
• Members involved in chapter activities
• Ask members about interest in leadership
• Invite emerging leaders to attend a board meeting

8
Maintain Chapter Records

• Minutes
• Financial reports
• Membership reports
• Needs assessments
• Chapter activity report
• Bylaws
• Strategic plans
• Archived records/photos
• Awards/grants presented to members

9
Manage Leadership Transition

• Plan activities to facilitate transition
• Mentor new leaders
• Be available for questions

10
Follow AACN/Chapter By-Laws

• Nominations
• Timing of elections
• Campaigning
• Quorum
• Special elections

11
Process of Electing New Chapter Leaders
12
Suggested Timeline for Election Procedures

• Accept nominations 2-3 mo before election
• Contact nominees - 2 mo
• Notify membership of nominees 1-2 mo
• Publicize election procedures 30 days
• Count votes election day
• Notify all nominees of results same day
• Notify membership of results ASAP
• Decide time and format for transition meeting
  1-2 wks

13
Accept Nominations

• Sources of nominations
• Nominating committee
• Board members nominate
• Active members entitled to vote
• Verify all nominees are members of national AACN
  and chapter
• Verify all nominees meet candidacy requirements

14
Contact Nominees

• Notify nominees of nomination
• Inform nominee of responsibilities associated
  with position
• Answer nominees questions
• Request short biography
• Inform nominee of timeline
• Continue to mentor nominees

15
Notify Membership of Nominees

• Method
• Chapter meeting
• E-mail
• Chapter newsletter
• Mailing
• Web site

16
Prepare Ballot

• Format
• Paper
• Secure web site
• Absentee ballots options
• Include each nominees biography
• Specify order of names on ballot
• Alphabetical
• Random

17
Publicize Election Procedures

• Date(s)
• Method
• Chapter meeting
• Secure web site
• Mail
• Quorum

18
Count Votes

• Ensure quorum met
• Verify that only chapter members vote
• Ensure one vote per member
• Keep members votes confidential
• Include all votes received from all approved
  sources (mail, web, etc.)
• Three designated members count
• Tie vote procedures

19
Notify Nominees of Results

• Inform all nominees of results
• Be sensitive to nominees who were not elected
• Encourage them to participate in other ways
• Listen with empathy
• When possible, give feedback
  

20
Notify Membership of Results

• Method
• Chapter meeting
• Web site
• Chapter newsletter
• E-mail
• No need to publicize vote counts

21
Maintain Records

• Record chapter election and transition processes
• Keep ballots 30 days
• AACN National Office keeps transition records
  from each chapter for 3 years

22
Local Chapter AACN
AACN Chapter Secretary
AACN Chapter
23
AACN Chapter Treasurer
24
Chapter President
AACN Chapter Education Chairperson
25
Transition Leadership Role to Newly Elected
Leaders
26
Mentor New Leaders

• Share leadership resources
• Share personal tips/strategies
• Provide contact information in case of future
  questions
• Share history of chapter
• Transfer chapter records
• Remain professionally connected with new chapter
  leaders

27
Format

• Meeting
• Dinner
• Retreat
• Group activities
• One-on-one time with previous board member

28
Critical Activities During Transition

• Get oriented
• Learn history of chapter
• Build productive working relationships
• Assemble strong leadership team
• Build an anchoring framework
• Formulate/implement strategic plan
• Build chapter loyalty and commitment

Souba, 2000
29
Chapter Benefits of a Successful Chapter
Leadership Transition
30
Chapter Benefits

• Members ready for leadership role
• Organizational knowledge transferred
• Leadership confusion minimized
• Chapter leaders morale high
• Members expectations fulfilled
• Leaders build momentum for future

31
Chapter Benefits (cont.)

• Members confident about leadership
• New leaders absorb expertise of outgoing leaders
• Outgoing leaders attain closure
• Chapter operations continue in seamless manner