Chapter Elections: Keys to a Successful Leadership Transition Marla J. De Jong, PhD, RN, CCNS, CCRN,...

Chapter Elections: Keys to a Successful Leadership Transition

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

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

Chapter Board Responsibilities for a Successful Leadership Transition

Plan Chapter’s 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

Communicate Chapter Leadership Opportunities

Specific information about leadership opportunities

Available board or leadership positions

Prerequisites

Responsibilities/job description

Time commitment

How to volunteer

Timeline

Communicate Chapter Leadership Opportunities (cont.)

MethodsChapter meetings

E-mail

Chapter web site

Chapter newsletter

Hospital liaisons

Word-of-mouth

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

Maintain Chapter Records

MinutesFinancial reportsMembership reportsNeeds assessmentsChapter activity reportBylawsStrategic plansArchived records/photosAwards/grants presented to members

Manage Leadership Transition

Plan activities to facilitate transition

Mentor new leaders

Be available for questions

Follow AACN/Chapter By-Laws

Nominations

Timing of elections

“Campaigning”

Quorum

Special elections

Process of Electing New Chapter Leaders

Suggested Timeline for Election Procedures

Accept nominations – 2-3 mo before electionContact nominees - 2 mo Notify membership of nominees – 1-2 moPublicize election procedures – 30 daysCount votes – election dayNotify all nominees of results – same dayNotify membership of results – ASAPDecide time and format for transition meeting – 1-2 wks

Accept Nominations

Sources of nominationsNominating 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

Contact Nominees

Notify nominees of nomination

Inform nominee of responsibilities associated with position

Answer nominee’s questions

Request short biography

Inform nominee of timeline

Continue to mentor nominees

Notify Membership of Nominees

MethodChapter meeting

E-mail

Chapter newsletter

Mailing

Web site

Prepare “Ballot”

FormatPaper

Secure web site

Absentee ballots options

Include each nominee’s biography

Specify order of names on ballotAlphabetical

Random

Publicize Election Procedures

Date(s)

MethodChapter meeting

Secure web site

Mail

Quorum

Count Votes

Ensure quorum metVerify that only chapter members voteEnsure one vote per memberKeep members’ votes confidentialInclude all votes received from all approved sources (mail, web, etc.)Three designated members count Tie vote procedures

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

Notify Membership of Results

MethodChapter meeting

Web site

Chapter newsletter

E-mail

No need to publicize vote counts

Maintain Records

Record chapter election and transition processes

Keep ballots 30 days

AACN National Office keeps transition records from each chapter for 3 years

AACN Chapter Secretary

AA

CN

Cha

pter

Local Chapter AACN

AACN Chapter Treasurer

AACN Chapter Education Chairperson

Chapter President

Transition Leadership Role to Newly Elected Leaders

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

Format

Meeting

Dinner

Retreat

Group activities

One-on-one time with previous board member

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

Chapter Benefits of a Successful Chapter Leadership Transition

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

Chapter Benefits (cont.)

Members confident about leadership

New leaders absorb expertise of outgoing leaders

Outgoing leaders attain closure

Chapter operations continue in seamless manner