Call for Candidates and Nomination Process

All candidates must meet the following eligibility requirements to be considered for a position on the AMUG Board of Directors.

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 Director’s job description.

To apply for an open position on the AMUG Board of Directors, review the Board of Directors job descriptions. 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 and active participation in AMUG strategic direction, as well as policy formation, finance and administration, and matters regarding AMUG with the AM community. As a volunteer-based organization, AMUG relies on individuals who can be active participants with the backing and support of their organization to provide the time and capabilities needed for the Board of Directors 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 position. Calls last up to an hour.
  • Active management and participation on committees assigned by the Board to the Director.
  • 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).
  • Participation requires at least daily monitoring of email discussions, phone calls, and preparation for and participation in Board of Directors meetings and committee calls.
  • Active participation and representation as a member of the Board of Directors at the annual AMUG Conference.

Nomination and Election Timeline

Nomination and Vetting Process

All candidates interested in running for a position for the Board of Directors are required to complete the Submission of Interest online form.  After submitting this form, candidates will be invited to an interview with the Nominating Committee to discuss the responsibilities and time commitments of the position. Qualified candidates will then be asked to complete a Self-Nomination form.

All candidates must be vetted by the Nominating Committee and approved by the AMUG Board of Directors before the election process opens.

Election Of Board of Directors

AMUG members elect the following:

• President
• Vice President
• Secretary
• Director, Education & Conference
• Director, Event & Hospitality
• Director, Membership
• Director, Sponsors and Exhibitors

The ballot for these positions is comprised 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 is conducted electronically through the AMUG mobile app at the annual AMUG Conference. Paper ballots are available to members who are unable to vote electronically. The ballot issued to AMUG members shall identify each candidate, the position they are seeking for election, their biography, and current AM employment.

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.

Candidates must inform the AMUG Nominating Committee of any employment changes occurring prior to and during the election period. If the candidate changes employers and does not inform the AMUG Nominating Committee, the candidate shall become ineligible for the election. Once elected, any changes in employment status must be communicated within 30 days.

Appointment of the Board of Directors

There are two positions that are appointed by the Board of Directors: Treasurer and Director at Large.

Appointment of Treasurer

The Treasurer position is to be filled by appointment of the Board of Directors prior to the annual election of Officers. This appointment is to be made within thirty (30) calendar days of the annual business meeting by a majority vote of the Board of Directors. The Treasurer position is a 3-year term, and they 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 remain in the position for the next term. After completing their term, the Treasurer automatically succeeds to the office of Immediate Past Treasurer.

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 Treasurer and Director at Large may not be from the same company. Nominees must be U.S. citizens 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

The Director at Large position is to be filled by appointment of the Board of Directors prior to the annual election of Officers. This appointment is to be made within thirty (30) calendar days of the annual business meeting by a majority vote of the Board of Directors. The Director at Large term is for 2 years and will continue in the 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 remain in 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. 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.

Election Principles

Fairness: All AMUG members have equal opportunity to seek elected positions on the AMUG Board of Directors.

Equity: All nominees are provided with equal access to the electorate. The electorate should be provided with comparable information on all nominees.

Affordability: AMUG organization has implemented a “No Campaigning” policy to provide a fair, equitable, affordable, engaging, and sustainable election process. The “No Campaigning” policy prohibits individuals from using money 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 the candidates 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.

No Campaigning Policy

During an AMUG Board election, AMUG members select candidates based on both personal knowledge of the candidates and the information submitted through the self-nomination online 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 the following activities:

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.

If you have any questions about these rules, please contact the AMUG Nominating Committee at nomcom@amug.com.