Call for Candidates / Election Policies & Procedures

These official NAD Election Policies and Procedures address the following topics, in preparation for the 51st Biennial NAD Conference in Louisville, Kentucky: 

Section I - Board roles and core responsibilities 
Section II - Expectations of board members
Section III - Candidate information and eligibility
Section IV - Campaign expectations and protocol
Section V  - Election procedures
Section VI - Candidacy confirmation letter
Section VII - Candidacy filing form

This document applies to all candidates who seek to run for the offices of President, Vice President, Secretary, Treasurer and four Regional Representatives, as follows:

• President (2012-2014)
• Vice President (2012-2014)
• Secretary (2012-2014)
• Treasurer (2012-2014)
• Region I Regional Representative (2012-2016)
• Region II Regional Representative (2012-2016)
• Region III Regional Representative (2012-2016)
• Region IV Regional Representative (2012-2016)

The Election Committee carries out NAD Election Policies and Procedures prior to and during the 51st Biennial NAD Conference.  Official elections for all position vacancies on the NAD Board of Directors will be held during the Council of Representatives meeting on Friday, July 6, 2012. 

Prospective candidates must first review and agree to adhere to NAD Election Policies and Procedures before filing their application for candidacy to the Election Committee (deadline for submission:  Sunday, June 3rd, 2012).  Once certified by the Election Committee, candidates will be notified of their candidacy status.  Their names will be placed alongside applicable board position/s above with campaign website addresses, if any.

Newly elected Board Members shall assume their respective duties immediately after adjournment of the biennial national conference.

Section I – Board Roles and Core Responsibilities

Board Roles 

The following roles and core responsibilities of each elected Officer and Regional Representative are outlined in the NAD Bylaws and the NAD Board Policy Manual.

President

Term of office: No more than three consecutive two-year terms.

• Shall be the chief spokesperson for the Association.
• Shall chair business meetings of the biennial national conference and the Board of Directors. 
• Shall appoint such committees as may be necessary and shall be an ex-officio member of all committees. 
• Shall report to each biennial national conference on activities since the last biennial national conference, and on the overall condition of the NAD; and 
• Shall appoint Honorary Board members, with support of the full Board.

Vice President 

Term of office: No more than three consecutive two-year terms.

• Shall serve at any time the President is unable to serve, or when the office of the President becomes vacant. 
• May oversee the Governance Committee as Chair to ensure that the NAD governance system complies with current bylaw requirements during board and Council of Representatives meetings.

Secretary 

Term of office: No more than three consecutive two-year terms.

• Shall be responsible for the minutes of the biennial national conference and meetings of the Board of Directors. 
• Shall serve as the Chair of the Steering Committee during the biennial national conference, and may serve as Board liaison to Organizational Affiliates.

Treasurer 

Term of office: No more than three consecutive two-year terms.

• Shall have charge of vested funds of the Association.
• Shall serve as the Chair of the Finance Committee, charged with monitoring all fiscal, investment and fundraising activities of the Association
• Shall report on fiscal, investment, and fundraising activities of the NAD at each biennial national conference.
• Shall recommend policy on investment activities.
• Shall verify monthly reports and have access to all finance documents.
• Shall be Treasurer of the Board's budget if any; and
• Shall inform the President and NAD Board of Directors of all financial actions and investments.

Regional Representatives 

Two positions each for NAD Regions I, II, III, and IV (staggered terms).

Term of office: No more than two consecutive four-year terms; must reside within region represented.

• Shall focus on the deaf and hard of hearing community nationwide. In addition to serving as liaison between State Associations within the region and the NAD Board, communicating with State Associations on a regular basis about NAD related matters, and bringing regional concerns to the Board. 
• Shall facilitate information- and resources-sharing between and among State Associations.
• Shall serve as co-facilitators for regional caucuses during the biennial national conference.
• Shall work closely with their Regional Representative partners in communicating updates within their region, sharing plans of action, or following up as needed.

Appointed Members

Up to two positions; selected for specific areas of expertise by the full Board, as needed.

Term of office: No more than three consecutive two-year terms.

• In addition to the role of Regional Board Members, Appointed Members shall work closely with and provide support to the Board as a whole. 

Ex-Officio Member

Board-appointed Chief Executive Officer (full voice but no voting privileges)

• Shall work closely with and provide support to the Board as a whole.

Core Responsibilities

The NAD Board of Directors shall have general control of the affairs of the Association between biennial national conferences, during which time they shall consider action on conference recommendations. 

The Board shall have the power to fill Board vacancies, except for the office of President, as they may occur between biennial national conferences, to appropriate money from the operating fund, and to ensure that the current expenditures of the Association shall not at any time exceed the regular income for each fiscal year.

The NAD Board of Directors also: 

• Serves as a whole in the interests of the NAD, its mission, established strategic goals, and its membership.
• Serves as a policy-making board and as the governing body for the organization;
• Provides determination, evaluation, and adoption of governing principles, policies, programs, financial procedures, personnel practices, and courses of action affecting the welfare of the NAD;
• Approves the final budget and ensures that NAD Headquarters and the NAD Board of Directors adhere to the budget;
• Approves and, formally with the President’s signature, signs all programmatic, fiscal and personnel actions relating to the hiring, setting of goals and objectives, salary, evaluations, and other related actions for the position of the Chief Executive Officer;
• Provides policy direction to the Chief Executive Officer;
• Forms standing and ad hoc committees for various purposes and through which business may be discharged;
• Engages in fundraising activities and membership recruitment; and
• Only in the event of an emergency, performs the administrative functions of NAD Headquarters.

Section II – Expectations for Board Members

The NAD Board of Directors together shall serve as a whole in the best interests of the organization, its mission, established strategic goals, and its membership. Each member of the Board also has a clear and overriding expectation to engage in development (fundraising) and membership recruitment activities. Board members are expected to demonstrate initiative in NAD endeavors both individually and as a whole.  Specifically, this expectation involves the following: 

• Committing the requisite time, energy, and knowledge to fulfill Board fundraising goals/targets; 
• Demonstrate a mindset to present ideas and opportunities for NAD revenue-generation; 
• Developing new national, state, and local corporate and organizational donors; 
• Making personal monetary donations (i.e., travel expenses for Board meetings); 
• Generating individual donations by members and nonmembers alike; and 
• Recruiting individual and organizational affiliate members.

Meeting expectations for NAD Board members are as follows:

• Elected candidates are required to attend the post-conference Board of Directors meeting on the morning after the close of the biennial national conference. Outgoing Board members are also required to attend, to ensure smooth transition. 
• The Board of Directors shall meet at least twice each year, or upon the request of the President or at least five Board members.
• Board members are required to attend all scheduled Board of Directors meetings. If, for any reason, a Board member is unable to attend a meeting due to a prior commitment related to job, family emergency, or medical reasons, notification must be provided to the President. It shall be at the President's discretion whether the absence will be excused or unexcused. 
• Each Board officer may have a maximum of two unexcused absences during their two-year term. Each regional Board member is allowed a maximum of two unexcused absences during their four-year term.
• At any time the number of unexcused absences goes beyond the maximum allowance, the President shall meet with that Board officer or regional Board member to discuss that person's situation and come to a resolution.
• If an attendance problem persists, the President will promptly contact the board member. The President, with the entire Board of Directors at the next Board meeting, will promptly share the board member’s response. The Board of Directors will decide what actions to take regarding the Board member's future on the Board of Directors. If the Board of Directors decides to terminate the Board member's status, termination will be conducted per this policy (or the process specified in the organization's bylaws).

Code of Conduct

Members of the NAD Board of Directors are expected to:

• Listen carefully and respect the opinions of all members of the Board of Directors.
• Listen carefully to the opinions of deaf and hard of hearing constituents within the region and throughout the United States.
• Respect and support the majority decisions of the Board of Directors.
• Recognize that the authority of the Board of Directors comes from the Board of Directors as a whole and not from individual members.
• Stay well informed of developments that are relevant to issues that may come before the Board of Directors.
• Participate actively during Board of Directors and committee meetings.
• Engage proactively in the role of board liaison either in standing committee or subcommittees.
• Accurately share expressed concerns and needs of NAD constituents to the Association, and the actions of the Board of Directors to NAD constituents.
• Alert the Board of Directors to any issues that may have an adverse affect on the Association or its constituents.
• Refer any complaints to the appropriate person in the chain of command.
• Ensure that the NAD is well managed by working with the Chief Executive Officer through policymaking processes. 
• Ensure that the Chief Executive Officer is qualified to manage the staff and work of the Association.
• Represent all deaf and hard of hearing persons in the United States and not just those from a specific geographic region or interest group.
• Consider themselves as “trustees” of the NAD and do their best to ensure that the Association is well maintained, financially secure, growing, and always operating in the best interest of its constituents.
• Constantly strive to learn more about their responsibilities as members of the Board of Directors and how to do their jobs better.
• Declare any conflicts of interest between their personal or professional lives and their positions on the Board of Directors.
• Avoid voting on issues that appear to be a conflict of interest.
• Adhere to all NAD policies.

Members of the NAD Board of Directors are expected not to:

• Discuss or share Board confidential activities/proceedings in public.
• Be critical, during or outside of the Board of Directors meetings, of fellow Board members or their opinions.
• Use the NAD or any part of the Association for their own personal advantages or for the personal advantages of their friends and/or relatives.
• Disregard the established communication protocols with the President, Standing Committee Chairs, and subcommittee chairs along with Board liaisons and the Chief Executive Officer of the NAD.

Confidentiality

• All NAD Board of Directors members shall practice the highest degree of confidentiality and integrity.
• Board of Directors members shall adhere strictly to all policies of the NAD and its Board of Directors, including this policy of confidentiality.
• All print, electronic/digital and video documents/clips on Board business matters are considered confidential and not to be forwarded outside the NAD board and staff unless authorized by the President or Chief Executive Officer.
• Board of Directors and Headquarters staff shall not share with any person or organization information that has not been made public unless authorized to do so by the President and/or Chief Executive Officer.
• All communication and records regarding questions of misconduct by a Board of Directors member or Headquarters staff shall be kept strictly confidential.
• Board of Directors members are not permitted, during or after their term of office/employment, to use information considered confidential by the organization.
• Violation of confidentiality is considered a major infraction, and Board of Directors may assess penalties for such infractions. [Refer to state laws, contract requirements, or other policies concerning response to a request from NAD member by writing, by subpoena or court order.]

Conflict of Interest

All NAD Board of Directors members shall complete and sign a Conflict of Interest Statement on the start of each new term of office, and on an annual basis. The Governance Committee shall be responsible for recommendations on how to resolve conflict of interest situations if arisen. The Board of Directors serves voluntarily; therefore, members shall receive no remuneration from the NAD. Further,

• No Board member shall use his or her position, or the knowledge gained there from, in such a manner that a conflict between the interest of the NAD or any of its affiliates and his or her personal interest.
• Each Board member has a duty to place the interest of the NAD foremost in any dealings with the organization and has a continuing responsibility to comply with the requirements of this policy.
• Board or committee members may not obtain for themselves, their relatives, or their friends a material interest of any kind from their association with the NAD.
• If a Board member has an interest in a proposed transaction with the NAD in the form of any personal financial interest in the transaction with the outside organization involved in the transaction, or holds a position as a trustee, director, or officer in any such an outside organization, he or she must make full disclosure of such interest before any discussion or negotiation of such transaction occurs.
• Any Board or committee member who is aware of a potential conflict of interest with respect to any matter coming before the board or committee shall not be present for any discussion or vote in connection with the matter.

Section III – Candidate Information and Eligibility

• Candidate filing deadline: Sunday, June 3rd, 2012.  Note: We strongly encourage candidates to attain official candidacy status prior to the deadline. The candidate MUST provide documents to prove eligibility status (active NAD and state association memberships, as required).
• Candidate names posted on the NAD website (with the candidate’s website URL, if applicable) are considered declared and certified by the NAD Election Committee.
• After the Sunday, June 3rd, 2012 Monday candidate filing deadline, responses to standard questions asked of all candidates will be posted on the NAD web site.

Frequently Asked Questions (FAQs)

1. How do I make an official announcement of my candidacy for the NAD Board of Directors? 
To be considered for official candidacy status, you must send a letter of intention to Election Committee members (elections@nad.org [1]) completed Candidate Filing Form and accompanying documents. Once you meet eligibility and declaration requirements, the Committee will notify you and your name (and campaign website address, if applicable) will be posted on the NAD websit

2. Is NAD membership a candidacy requirement? 
Yes, active NAD membership is required for all Board positions.

If you wish to run for the positions of President, Vice President, Secretary, or Treasurer for the 2012-2014 term of office, you must be a member of both the NAD and your state association in good standing for the two years preceding the biennial national conference.

If you wish to run for a Regional Representative position for a four-year term of office, you must be a member of both the NAD and your state association in good standing for the two years preceding the biennial national conference. You must also have official residency status in your NAD region in order to maintain eligibility. These are NAD bylaws requirements; ineligible persons will not be considered for candidacy. Specifically, candidates are required to provide copies of the following:

• Proof of National NAD membership status for the two years preceding election (July 2010-July 2012). This may be obtained by contacting the Election Committee (elections@nad.org [1]). This email verification must be attached to the Candidate Filing Form. 
• Proof of state association membership status for the two years preceding election (July 2010-July 2012.) This must be provided through an official letter from the state association president. This letter must be attached to the Candidate Filing Form. Should the state association president be a candidate for office, the state association vice president shall submit the letter.

3. Will the NAD announce my candidacy? 
Yes, provided that you meet eligibility and declaration requirements, as set forth above, by the deadline provided. The NAD will make candidate announcements via its website.

4. When are elections held during this summer’s biennial national conference? 
Elections for Officer and Regional Representative Positions are held during the official business meeting (Council of Representatives) on Friday, July 6, 2012. 

5. What do I need to know about campaigning and fundraising? May I distribute promotional materials such as campaign literature and posters? 
You must abide by the policies set forth in Part IV below. There is no limit on personal fundraising activities, as long such contributions are understood to be free of any conflict of interest, bias, obligation, or expectation once the candidate is elected to Board service.

6. What are the meeting and travel requirements for NAD Board members? 
The Board of Directors schedules regular meetings three to four times each year, usually arriving at the meeting site on Thursday afternoon and departing on Sunday morning. Committee meetings/board training sessions usually take place on Thursday evening, with regular Board meetings open to the public on Friday and Saturday. Meetings take place at various locations across the country, including the NAD Headquarters.

The NAD Board meets prior to the official start of the biennial national conference; their term of service continues during the conference week, and both outgoing and continuing members join newly elected members at the board meeting held on the morning after the close of the biennial national conference on Sunday, July 9, 2012.  It must also be noted that while the NAD Board is actively engaged in various activities during biennial national conferences, they cannot vote at official business meetings (Council of Representatives).

Important Note: Board members are expected to donate travel and per diem expenses for quarterly Board meetings whenever possible, in fulfillment of individual Board members’ fundraising commitment to the NAD.

7. How much time commitment is required for NAD Board service? 
Generally, Board members serve on at least one standing Board committee and serve as Board liaison for at least one Board committee. Board members also conduct standing committee business through online chat room discussions, as needed. 

Board members are expected to submit Officer and Regional reports prior to each Board meeting. Board members also ensure that all standing committee reports, and ad hoc committee reports for which they are directly responsible, are submitted prior to each Board meeting.

Section IV – Campaign Expectations and Protocol

1. Propriety and decorum is expected at all times, and each candidate shall refrain from comparing themselves to or naming other candidates prior to and during the conference. Candidates shall communicate this expectation to his or her campaign team as well as those who provide campaign support.

2. Each candidate may create and publish her or his own website, using the candidate’s desired content and design. The NAD logo and other NAD graphics shall not be used in any form or manner. No other individual, institutional, or organizational websites shall be used for campaigning purposes. The NAD will provide links from its website to the official candidate’s website. 

Disclaimer: The candidate’s website is her or his own creation and responsibility, and the NAD takes no responsibility whatsoever for the information posted. The NAD reserves the right to cut the link between its website and the candidate’s website if campaign propriety and decorum expectations are violated.

3. Candidate literature, promotional materials, and novelties can only be distributed after the end of each official business meeting (Council of Representatives), and display and/or distribution of such materials are restricted only to designated tables to the sides or rear of the meeting room. Such information shall be available for delegate viewing and/or collection during each session of the Council of Representatives meeting. Candidates shall be responsible for placement and removal of materials each day; otherwise, these materials will be discarded during hotel cleaning and set-up processes.

4. T-shirts, hats, pins, buttons, and stickers worn by candidates and the candidate’s supporters are allowed. Other types of promotional materials and novelties may be used, as long as these are approved in advance with NAD Headquarters, due to hotel contractual restrictions; hotels often forbid the use of confetti, balloons, and distribution of food/drink samples.

5. Large posters that are placed on easels are allowed. Candidates shall be responsible for poster materials and expenses for easel rental. Location and placement of such posters shall be cleared in advance with NAD Headquarters. The candidate and her or his campaign team members shall not interfere with, remove, or substitute their posters for existing NAD conference posters.

6. To ensure that there is no conflict or interference with scheduled conference events, the candidate may host private campaign parties by invitation to official delegates and alternates and designated VIPs.

Completion of a Meeting Space Request Form is required (send e-mail request via NAD website); these will be processed on a first come first serve basis. The NAD Headquarters will then authorize the hotel to release space for such events.  Please note: All expenses and arrangements for private campaign parties shall be the responsibility of the candidate, including catering arrangements. Candidates may choose to host parties within their own hotel rooms or suites, at their own expense. Candidates must also comply with hotel regulations.

7. There shall be no posting of campaign materials or similar items on hotel walls, pillars, dividers, doors, or other hotel surfaces with campaign materials, nor can such materials be affixed to display or surface areas in use by the NAD or other vendors during the conference. The candidate shall be responsible for damage to hotel property if the candidate or her/his campaign committee violates these regulations.

Section V – Election Procedures

Formation of the Election Committee:

• The Election Committee may consist of a NAD Board of Directors member, a Past President, and a person who is not a candidate for any Board position. Members of the Election Committee, including the Chair, shall be selected by the President and approved by the Board of Directors before the biennial national conference.
• Anyone who seeks an office on the NAD Board of Directors shall not serve on the election committee.
• The Board shall have the power to fill any vacancies that occur on the Election Committee.

Duties of the Election Chair: 

• The duties of the Election Chair include, but are not limited to, the following: 
• Review Candidate Filing Forms and accompanying materials, and ensure verification of membership prior to approval of candidates.
• Ensure candidates review Election Policies and Procedures document as well as the Election Guidelines. 
• Review Election documents with the Election Committee prior to the start of the election process to insure complete understanding of the procedures. Performance of these procedures is strictly limited to the Committee and shall not include any staff members of the NAD. 
• Provide guidance to selected Past Presidents in presiding over elections at the Council of Representatives meeting.

Powers of the Election Committee:

• The Election Committee has the authority to determine the disqualification of declared candidates if they violate any of the policies and procedures set forth for NAD elections, as outlined in the Election Policy and the Board Policy Manual. 
• If such a situation arises, the chair of the Election Committee shall submit a recommendation of a candidate disqualification to the attention of the NAD Board of Directors.
• Should an appeal of the results of the election be raised, it shall be addressed to the attention of the NAD Board of Directors.

Election Process:

• Candidates on the official Election Committee roster at the start of the biennial national conference shall be entered into the election process. 
• The Election Committee shall designate Past Presidents to coordinate presentations by candidates for Regional Representative positions at their respective Regional Caucuses and candidates for Officer positions during the Council of Representatives for Officer positions.
• Candidates shall make presentations on her or his own behalf during the allotted timeframe for such, limited to a maximum of three minutes each.
• Current NAD bylaws require ballot vote for election of Officers and Regional Representatives during the Council of Representatives. In the case of a single candidate for a position, the Secretary shall cast the ballot on behalf of the delegate assembly.
• Officers and Regional Representatives shall be elected by a majority vote of delegates. Announcement of election results by the Election Committee and swearing in of new Officers and Regional Representatives shall take place prior to the end of last session of the Council of Representatives meeting.

Voting Procedures: 

• The Election Committee shall designate a Past President to conduct actual voting for Officers and Regional Representatives during the Council of Representatives meeting. 
• The selected Past President shall explain voting procedures and ensure with the Credentials Committee that each delegate votes for only one candidate for each available position. 
• The voting process during the last session of the Council of Representatives meeting shall be as follows: 
• First, regional delegates shall consider and vote for candidates for Regional Representatives for Regions I, II, III and IV, respectively.
• Second, delegates shall consider and vote for candidates for the offices of President, Vice President, Secretary and Treasurer, respectively. 
• Third, voting results shall be announced by the selected Past President upon the Election Committee’s verification of voting results for each office.

Section VI – Candidacy Confirmation Letter

(The letter below will be sent to candidates whose applications have been reviewed by the Election Committee and deemed to be eligible for official candidacy.)

Dear Candidate:

Thank you for submitting your Candidate Filing Form, with accompanying materials and proof of NAD and State Association membership status, by or prior to the Sunday, June 3rd, 2012 deadline.

On behalf of the Election Committee, based on review of your application paperwork, I am pleased to inform you that you have been accepted as an official candidate for the following position/s on the NAD Board of Directors:

[insert position/s]

All official candidates are expected to abide by official Election Policies and Procedures posted on the NAD website at www.nad.org/louisville/elections [2]. This will also be the site where your name (and website URL, if applicable) will be placed alongside those positions for which you are an official candidate.

If you have any questions about election requirements or the election process, please contact me directly.

Good luck and best wishes on your candidacy for the NAD Board of Directors!

Sincerely,

2012 Election Committee Members 

Section VII – Candidacy Filing Form

Cick here for link to the official form [3] (Deadline: Sunday, June 3rd 2012).