Immediate Past President's responsibilities

Duties and responsibilities

1. Perform activities and tasks defined in the Bylaws
   1. Serve as voting member of Executive Committee.
   2. Chair the Nominating Committee for new Board members. See the Operations Checklist for dates and the Board Ballot Process for information on creating the ballot.
   3. Retain signature authority on all ASURA financial accounts!
2. Serve as a rudder or sea anchor for the Executive Committee.
3. Review and update the Operations Checklist and this document as necessary. Note: Change requests should be sent to the Technology Manager

Nominating process

Requesting Board Member nominations

1. In early September, in time for the fall issue of Prime Times, prepare an article explaining how a member can nominate someone or themselves for the next Board member election. See sample fall article in right column.
2. In early November request that the Prime Times article be sent out in the November E-News.
3. In late November or early December request the ASURA Web Administrator to post a link on the ASURA homepage to the Board Nominating Procedures.

Selecting candidates

1. By mid-December populate the Nominating Committee. There is no fixed membership, but the Vice President is often a member. The committee should have four or five members.
2. Contact the Web Administrator and request the list of those members contacted in the past to be candidates along with the result of the contact.
3. No later than early January convene the Committee - the sooner the better.
4. Once the Committee is populated begin calling / emailing possible candidates. While there is no requirement to do so, the committee often tries to find candidates who keep the Board balanced, e.g., faculty / staff, campus, etc.
   
   
   
   Who the Committee decides to contact is influenced by a number different factors, potential candidates are
   1. those who were nominated by a member or are self-nominated,
   2. are on the list of past contacts who indicated they might be interested in the future,
   3. are known by those on the Committee,
   4. are Introductory members who have attended at least one event (request this list from the Web Administrator),
   5. are members who meet some special requirements, e.g., retired less than 5 years (ask the Web Administrator to generate the special list),
   6. are past members who might be interested in being on the Board again.
5. Tell the Web Administrator who you contacted and the result of the contact so that the database can be updated for the next year’s election.
6. The slate of candidates should be completed by mid-January.

Preparing the ballot

1. Once a candidate has been identified ask them to supply a brief bio and a headshot.
2. Once a bio and picture are obtained send them to the ASURA Websites Committee and ask for the ballot to be created and sent (see Board election process).
3. Keep sending bios and headshots to the person creating the ballot until the ballot is complete.

Advertising the election

1. In early January submit an article for the spring Prime Times, encouraging members to vote and giving them information on how to get a ballot is they have lost the ballot sent to them by either US Postal Service or email. See sample article by Tara Roesler in right column.
2. In early February ask the Web Administrator to post on the homepage a link to the ballot.
3. Ask the E-News editor to include an item in the February E-News encouraging members to vote and giving them information about how to vote is they have misplaced their ballot materials. See sample E-News item is in the right column.

Reporting results

Reporting the results of the election is not solely a job for the Immediate Past President; the Executive Committee is also involved.

1. (Immediate Past President) Collect the ballots. Since the ballots are submitted in a variety of ways it is necessary to work with the Office Administrator and the Business Manager to decide how the ballots will be collected.
2. (Executive Committee) Count the ballots by March 5. The Immediate Past President will call the meeting and explain how the ballots will be counted.
3. (Immediate Past President or their designee) Inform the current Board of the election results.
4. (Executive Committee) Prepare a slate of officers for approval at the March Board Meeting,