NOMINATING COMMITTEE 

POLICY AND PROCEDURES 

1. The committee is composed of 7 members – 3 members from the Board of Directors and 4 from the membership.
2. The committee is elected by the total membership with results announced at the annual meeting. The committee serves for one year. The committee elects its own chair.
3. The job of the committee is:

   • To identify qualified potential candidates for the Board of Directors, the Nominating Committee and any other elected committees. Names are solicited from Board members, the membership and the staff. It is generally recommended that a person have previous YWCA or committee experience before going on the Board. The Board is composed of 24-35 women. 
   
   

   • To prepare a ballot of nominees for these offices for presentation to the members in time for election at the annual meeting in the spring. Ballots are mailed three weeks before the annual meeting. 
   
   

   • To prepare biographical information about the candidates and inform the members. This is usually done by posting descriptions and pictures on the bulletin board. 
   
   

   • To offer names of candidates to the Board of Directors for any vacancies that might occur on the Board in the interim between elections and should replacement be deemed necessary before the next regular election. The total committee approves potential candidates. Names are then forwarded to the Board for action. Board members appointed to fill vacancies between annual meetings stand for election at the next regular election. 
   
   

   • To fill vacancies on the Nominating Committee should any occur between elections 
   
   

   • To offer a ballot of qualified candidates for Convention delegates in the year that Convention is held. 
   
   

   • To suggest names for committees. 
   
   

   • To hold orientation meetings to describe volunteer opportunities and to describe specific responsibilities for Board members. 
   
   

4. Other Nominating Committee policy:

• Paid staff members are not eligible for the Board or Nominating Committee, and no more than 10% of the Board may be YWCA instructors working no more than 8 hours per week. 



• Board terms are for three years and may be renewed for three additional years before rotation off. 



• Nominating Committee terms are for one year and may be renewed for one additional year before rotation off. 



• The Board make-up should reflect the diversity of the YWCA membership and community in age, racial-ethnic, service area, religion, and economic level. 



5. The Process:

In beginning its yearly work, the Nominating Committee first analyzes the existing Board, who is rotating off, and the racial/ethnic, geographic, age and skills make-up. The committee then projects needs for the coming year, such as: financial and marketing skills, community contacts, corporate contacts, previous YWCA experience, availability during day and evening, outreach skills, and fund development skills. 



The committee then discusses appropriate candidates, meets with them to assess their skills and interests, and goes over the job description, the programs and the mission. 



After a trial ballot is drafted, committee members personally call and ask candidates to serve. A letter of verification is sent to those who say yes. 



The ballot for Board and the Nominating Committee is mailed and a sealed ballot box placed at the front desk three weeks before the annual meeting. Polls close 15 minutes before the annual meeting, the ballots are counted and the results are announced at the annual meeting. Board terms commence at the next regular meeting. 

PROCESS FOR NOMINATIONS FOR BOARD 

1. Make list of possible candidates
2. Ask Board and staff to suggest names
3. Call/write candidates to invite to orientation (wine and cheese after work, held at YW). This is introduction to YWCA using Board members to explain work, mission, Board and other volunteer opportunities. Ascertain interest.
4. Meet one on one to explore match
5. Prepare slate by February for inclusion in YWCA brochure. Members of YW vote for slate
6. Introduce new Board members at Annual Meeting in April

PROCESS FOR CANDIDATES FOR NOMINATING COMMITTEE 

1. Need slate of seven for Nominating Committee to be elected by membership as above; candidates are elected for one year term; are limited to two terms; meet 4-6 times per year
2. Three are to be from Board.
3. Four are to be from community.
4. Candidates should be familiar with agency and community, should represent different segments, (business, corporate, volunteers, etc.), should be diverse.
5. After committee decides on candidates for slate, one-on-one approaches made, either in-person or by telephone.

PROCESS FOR NOMINATING BOARD OFFICERS 

1. The three Board members of the elected Nominating Committee serve on the committee to nominate Board officers. In addition, the Co-Presidents appoint up to two additional Board members.
2. The slate of officers is elected by the Board at the first Board meeting after the Annual Meeting. Candidates may be announced at the March Board meeting and voted on by the new Board by written tally at the Annual Meeting so that the new officers may be announced and introduced at that time.

Board of Directors

Serves as the visionary force of the agency. In partnership with the staff, the Board works to ensure that the YWCA realizes its potential and fulfills its mission. Responsibilities include attending monthly Board meetings (5:30 to 7:30 p.m. on the fourth Monday), serving on a committee and task forces as needed, and playing a role in fundraising activities. 

Committees/Task Forces of the Board 

Finance Committee

Formulates and monitors the financial operations of the agency. Develops and implements a policy regarding the investment portfolio. Investigates and authorizes major expenditures. 

Fund Development Committee

Develops and implements the YWCA's fundraising plan including annual campaign, major gifts campaign, phonathon, donor recognition and cultivation and special events. 

Nominating Committee

Identifies and recruits potential YWCA leaders including Board members, Nominating Committee members and members of any other elected committee. Members of this committee are elected by the total membership. 

Personnel Committee

Reviews and updates personnel policy and procedures, staff compensation and the Affirmative Action plan to ensure that the agency attracts and retains a diverse, high quality and committed workforce. 

Public Policy Committee

Educates members of the community on issues related to the mission and programs of the YWCA. Takes appropriate action at the local, state, and federal level in order to effect social change on these issues. 

Public Relations Committee

Develops and implements the communications plan, designed to increase visibility, participation and support. This includes providing direction and input on promotional materials, media relations, public education and outreach and special/annual events.