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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
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
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
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
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
