Application and Election Process
Call for Candidates Application Process
All applicants must meet the following eligibility requirements to be considered for a position on the AMUG Board of Directors and self-nominate by completing the application on the AMUG website by the deadline: January 18, 2023.
Must be an individual AMUG member in good standing. An individual AMUG member in good standing is defined by the AMUG Bylaws as an individual that meets the terms of the qualification of members and paid the annual dues that consist of the fee charged for the annual Users Group Conference.
Must possess all necessary qualifications as outlined in the Board of Director job description. To apply for an open position on the AMUG Board of Directors, review the Board of Directors job description. The AMUG Nominating Committee will review and evaluate all applications and interview applicants.
Must be prepared to participate as an active Director on the AMUG Board on a variety of levels.
- Interest in active participation in AMUG strategic direction, as well as policy formation, finance and administration, and matters regarding AMUG with the AM community. As an all-volunteer organization, AMUG relies on individuals that can be active participants who have the backing of their organization to provide the time and capabilities needed for the Board of Director positions. These positions are non-compensated.
- Participation in all meetings of the Board of Directors. Calls last up to an hour, typically twice a month.
- Participation in all committee meetings related to the Board of Director position. Calls last up to an hour.
- It is important to note that there may be times when “after-hours” time commitments, such as evenings and/or weekends, are required.
- Participation in the New Board Member Orientation at the annual meeting of the Board of Directors (July of the initial term).
- Active management and participation on committees assigned by the Board to the Director.
- Participation requires at least daily monitoring of email discussions, phone calls, and preparation for and participation in Board of Director meetings and committee calls.
- Active participation and representation as a Board of Director at the annual AMUG Conference.
- Active participation in the orientation process for successors prior to the end of the position’s term in June.
Application and Election Process as outlined in AMUG Policy, Procedures and Governance Manual.
Application Submission Process
Recommendation Process
AMUG members have the ability to recommend a candidate for a Board of Director position. To recommend a candidate, the AMUG member is asked to complete the Candidate Recommendation for AMUG Board of Director form by January 11, 2023. Should the recommended candidate decide to run for a position on the Board of Directors, the candidate will need to complete the self-nominating application by the deadline of January 18, 2023.
The recommendation period has passed.
Self-Nominated Application
All candidates interested in running for a position on the Board of Directors are required to complete the self-nominating application by January 18, 2023. All candidates must be vetted and approved to run for the AMUG Board of Directors prior to the opening of the election process.
The self-nomination period has passed.
Election of Board of Directors
AMUG members elect the President, Vice President, Secretary, Director-Education & Conference, Director-Event & Hospitality, Director-Membership and Director- Sponsors and Exhibitors from the list of qualified candidates issued by the AMUG Nominating Committee and approved through the AMUG Board of Directors slate process. The President, after completing their term, automatically succeeds to the office of Immediate Past President.
The election of the Board of Directors will be conducted through the AMUG mobile app, online planner, and in-person at the annual AMUG Conference. The ballot issued to AMUG members shall identify each candidate, the position they are seeking for election, their biography, current AM employment and a brief introductory video.
Each Board of Directors position is filled by the AMUG member who is the one (1) nominee receiving the greatest number of votes cast in each position up for election.
ELECTION PRINCIPLES
Fairness: All AMUG members should have equal opportunity to see elected positions on the AMUG Board of Directors.
Equity: All nominees should be provided equal access to the electorate. The electorate should be provided with comparable information on all nominees.
Affordability: AMUG organization has implemented a “No Campaign” policy to provide a fair, equitable, affordable engaging and sustainable election process. The “No Campaign” policy removes the act of individuals using monies to promote their interest in an AMUG Board of Director position.
Engagement: Communication with the electorate about the election process and the candidates should arouse interest in AMUG affairs and foster optimum voting. AMUG Board of Directors will provide all communications regarding the candidates, as well as opportunities for the AMUG members to meet and engage with one another at the AMUG Conference.
Sustainability: The election process should be designed to meet current goals and resource needs without compromising future goals and resource needs.
CANDIDATE SUBMISSION REQUIREMENTS:
- All candidate self-nominations must be completed in the online application form by the Wednesday, January 18, 2023 at 11:59pm Eastern Time to be included on the ballot. Candidate must fully complete and submit their application to be placed on the election slate. Revisions will not be accepted after the February 10 deadline.
- Candidates are encouraged to include a photograph with their self-nomination.
- AMUG Nominating Committee will verify member status and will then send candidates a confirmation email regarding the acceptance of the submission. However, it is the responsibility of the candidate to confirm receipt of the submission. AMUG is not responsible for submissions not received. If the candidate’s name does not appear or the form is incomplete, the candidate will be ineligible for the election.
- AMUG Nominatiing Committee will contact each candidate for the purpose of vetting the candidate for the postition to which they have applied applied.
- Candidates must inform the AMUG Nominations Committee of any employment changes occurring prior to and during the election period. If the candidate changes employers and does not inform AMUG Nominating Committee at nomcom@amug.com, the candidate shall become ineligible for the election. Once elected, any changes in employment status must be communicated within 30 days.
Appointment of Board of Directors
There are two positions that are appointed by the Board of Directors: Treasurer and Director at Large
APPOINTMENT OF TREASURER
Treasurer position is to be filled by appointment of the Board of Directors subsequent to the annual election of Officers. This appointment is to be made within thirty (30) calendar days of the annual business meeting by majority vote of the Board of Directors. The Treasurer will continue in Office until resignation, disqualification, qualification and appointment of a successor, or removal from Office by a majority vote of the Board of Directors. If no successor is chosen, the Treasurer will succeed the position for the next term.
Nominees for Treasurer are exempt from the “ownership” requirements defined in the AMUG Bylaws, and are exempt from the “same company” restriction, with the exception that the the Treasurer and Director at Large may not be from the same company. Nominees must be a U.S. citizen and adhere to a background check prior to appointment. Nominations for the office of Treasurer are to be submitted in writing to the Secretary by the Nomination Committee no less than sixty (60) calendar days prior to the annual AMUG Business Meeting. The current Treasurer is considered to have been nominated by virtue of holding the office.
APPOINTMENT OF DIRECTOR AT LARGE
Director at Large position is to be filled by appointment of the Board of Directors subsequent to the annual election of Officers. This appointment is to be made within thirty (30) calendar days of the annual business meeting by majority vote of the Board of Directors. The Director at Large will continue in Office until resignation, disqualification, qualification and appointment of a successor, or removal from Office by a majority vote of the Board of Directors. If no successor is chosen, the Director at Large will succeed the position for the next term.
Nominees for Director at Large are exempt from the “same company” restriction as outlined in the AMUG Bylaws, with the exception that the Treasurer and Director at Large may not be from the same company. Nominees must be a U.S. citizen and adhere to a background check prior to appointment. Nominations for the office of Director at Large are to be submitted in writing to the Secretary by the Nominating Committee no less than sixty (60) calendar days prior to the annual AMUG Business Meeting. The current Director at Large is considered to have been nominated by virtue of holding the office.
AMUG Board of Director Term and Cycle
NO CAMPAIGNING ALLOWED
During an AMUG Board election, AMUG members select candidates based both on personal knowledge and the information submitted through the online application form. To adhere to the AMUG Election Principles, there is a “No Campaigning” stipulation.
“Campaigning” is any sort of activity whereby you encourage AMUG members to vote for a particular candidate during the AMUG elections. This includes but is not limited to social media (LinkedIn, Facebook, Twitter, etc.), emails (either specifically written emails, or signature lines such as vote for the AMUG Board”), postal mail, flyers, telephone calls, websites, or any other similar activity.
Prohibited Activities:
The following activities are prohibited because neither AMUG nor its sponsors, partners or members should appear to endorse any candidate for election.
- Candidates may not use AMUG membership or contact lists for any type of vote solicitation.
- Candidates may not distribute printed flyers or other material at the AMUG Conference or AMUG affiliated meetings, special interest groups, or gatherings.
- Candidates may not post “endorsements” or other campaign-related material on websites or social media channels.
- Candidates may not post promotional messages to any AMUG social media channels either in the body of the message or in the signature line.
- Candidates may not use members, sponsors, exhibitors, or third parties to promote their nomination for a position on the Board of Directors.
- Members, sponsors, exhibitors, and third parties are prohibited from promoting a candidate for a position on the Board of Directors.
- Candidates found violating this policy will be disqualified from the election. The AMUG Governance Committee will serve as the final arbiter of this policy.
While the AMUG organization cannot prohibit such activity, candidates are advised to refrain from using other email distribution lists (obtained from sources outside AMUG) for campaign purposes. Many recipients view such messages as intrusive or as unsolicited junk mail, and candidates employing such tactics run the risk of alienating voters rather than attracting them.
If you have any questions on these rules, please contact the Nominating Committee at nomcom@amug.com.
