AAA Las Vegas Chapter Elections - Nominations

[Futura Girl]

Nominations are due by the end of next meeting - hopefully you will submit them BEFORE THEN!!!

Elections will be held at the March Meeting with new officers inducted in April - the term will go to the end of the year. We will start our normal election year schedule:
Oct. Nominations accepted
Nov. Nominations announced
Dec. Voting
Jan: Inductions

Atomic Age Alliance - Chapter Executive Council
 Chair
 Vice Chair
 Advocacy Chairs (Commercial and Residential)
 Membership Development Chair
 Education/Outreach Chair
 Chapter Historian
 Volunteer Coordinator
 Secretary
 Treasurer
 Emeritus Chairs (Immediate Past Two Chairs have Executive Council Privilege)

Atomic Age Alliance – Additional Positions
 Snack Chair

• It is the responsibility of the chair to find someone else to take over their responsibilities if they cannot serve for a particular meeting.

Responsibilities of Chairs
Chair
o Set agendas and conduct meetings
o Call annual Executive Council meetings
o Ensure that other Council Chairs are holding regular subcommittee meetings as needed
o Coordinate and prepare annual budget for Atomic Age Alliance (AAA) Staff
o Work with AAA staff on Annual Awards recognition
o Act as liaison with AAA staff, the media and other community groups
o Identify and nurture potential chairs and help to fill vacancies
o Ensure that all verbal/email/written communications are shared with staff and executive council

Vice Chair
o Works with Chair to prepare the meeting agenda
o Assist the chair in the ongoing responsibilities of the committee
o Actively solicit and coordinate AAA newsletter articles
o In the event the Chair is unable to perform his/her duties, performs Chair duties
o Ensure that all verbal/email/written communications are shared with staff and executive council

Commercial (Buildings) Advocacy Chair
o Attend public meetings or keep tabs on City and County planning initiatives
o Prioritize proactive and reactive preservation issues
o Maintain a list of all active preservation issues and ensure they are not lost in shuffle
o Hold regular subcommittee meetings for specific issues as needed
o Report on key issues at general AAA - Chapter meeting
o Coordinate with Education/Outreach Council chair
o Work with AAA staff on Annual Awards for Preservationist recognition
o Update discussion board for upcoming advocacy events and issues
o Communicate preservation agenda items to Chair one week prior to meeting
o Help to provide content for articles in the AAA monthly Newsletter

Residential Advocacy Chair
o Attend public meetings or keep tabs on City and County planning initiatives
o Prioritize proactive and reactive preservation issues
o Maintain a list of all active preservation issues and ensure they are not lost in shuffle
o Hold regular subcommittee meetings for specific issues as needed
o Report on key issues at general AAA - Chapter meeting
o Coordinate with Education/Outreach Council chair
o Work with AAA staff on Annual Awards for Preservationist recognition
o Update discussion board for upcoming advocacy events and issues
o Communicate preservation agenda items to Chair one week prior to the meeting
o Help to provide content for articles in the AAA monthly Newsletter

Membership Development Council Chair
o Work with AAA staff to send out monthly newsletter regarding upcoming events
o Work with Volunteer coordinator to solicit and nurture new and existing members
o Meet and greet new members and visitors at general meetings
o Obtain contact information of visitors and new members
o Maintain membership lists online
o Work with volunteer coordinator to prepare and distribute annual membership skills/interest survey
o Work with AAA staff on Annual Awards for Volunteer recognition
o Update discussion board for upcoming membership events and issues
o Communicate agenda items to Chair one week prior to the meeting
o Support ongoing development of the AAA - Chapter web site

Outreach Council Chair
o Find locations for future meetings and events
o Develop events in coordination with AAA staff to reach out to the community
o Promote Slide Show and provide ongoing training for speaker's bureau
o Solicit or provide articles for the Atomic Age Alliance newsletter (when suitable)
o Update discussion board for upcoming outreach events and issues
o Communicate agenda items to Chapter Chair one week prior to the meeting
o Support ongoing development of the AAA - Chapter web site

Chapter Historian
o Responsible for maintenance of Building Binder (portfolio of pictures of buildings/sites of interest and/or concern)
o Responsible for maintaining scrapbook of news articles, flyers, photos, tapes, cds, video clips or other mementos
o Work with Secretary/Treasurer to insure that meeting notes are documented.

Volunteer Coordinator
o Work with Membership coordinator to solicit and nurture new and existing volunteers
o Maintain volunteer lists
o Meet and greet new members and visitors at general meetings
o Assist Membership Chair in preparing and distributing annual membership skills/interest survey
o Work with AAA staff on Annual Awards for Volunteer recognition
o Update discussion board for upcoming volunteer opportunities
o Communicate volunteer needs to Chapter Chair one week prior to the meeting
Ensure that Special Event Chairs have sufficient volunteers for their events

Secretary
o Assist Chair in development of the monthly meeting agenda
o Take minutes of general meetings and upload to the Discussion Board those items suitable for public review
o Confirm that the AAA staff has the latest membership lists
o Coordinate Meeting Sign-in sheet at meetings and with AAA Volunteer coordinator
o Assists Membership Council chair with online membership list

Treasurer
o Coordinate Budgetary Items with AAA staff and Executive Council
o Maintain monthly books

Snack Chair (non Executive Council)
o Responsible for seeing that waters and snacks such as chips/crackers/nuts are brought to each meeting. Reimbursable up to $10 per month.

[Futura Girl]

Just to clarify... this first year - we are going to be running the chapter elections on a truncated schedule being we did not get started in october.
terms will run until the end of the year.

so nominations for 2008:
open in jan
final names due by february
elections and winners announced in march
new officers inducted april

several nominations have come in - but as of now there is room for nominations for:
* membership chair - should be highly computer efficient
* secretary
* treasurer

other chairs are also up for mulitple nominations.

[jenniezane]

M-M, is there a form that we should use for nominations or just email you?

[Futura Girl]

yes, please send nominations my way. i will also bring forms to the next meeting.

Please note ALL positions are still open for nominations and remember you can nominate yourself or another person...

 Chair
 Vice Chair
 Commercial Advocacy Chair
 ResidentialAdvocacy Chair
 Membership Development Chair
 Education/Outreach Chair
 Chapter Historian
 Volunteer Coordinator
 Secretary
 Treasurer
 Snack Chair

[jenniezane]

I am just curious as to whether anyone else thinks that it might be more reasonable to consider combining some of the open chair positions to accommodate the size of our current group?

Examples/suggestions:

Advocacy Chair (combine Residential/Commcerical)
Treasurer/Snack Chair
Outreach/Volunteer Chair

Intending, later as the group grows, more chairs responsibilities can go back to the listing currently.

[Futura Girl]

while i think this is a good idea zane, why don't we wait and see if we have enough people to fill the seats as outlined - before we second guess if it will work or not.

this structure is based on an existing working model of a group like ours. it is designed to distribute the workload as opposed to lump more work on any single individual's shoulders .

[Futura Girl]

i just realized that these notes were passed around at our January meeting and been distrubuted electronically to the Board, but may be helpful to those who wish to understand our election proceedings better:


Procedural Guidelines for Chapter Elections
•Elections will be held annually.

•There will be no term limits.

•Officer and Member voting Qualifications:
Have attended at least three Chapter meetings within a year.
AAA membership
Candidate for Chapter Chair should have served for at least one term as a Chair, Associate Chair or other major leadership position.
Members may run for the Chair and one Sub Committee Chair within an election.
Members may not hold more than one office at the same time.

• Nominations and Declarations occur in October (January)
List of offices and responsibilities will be emailed out one week prior to October meeting.
Nomination form with names of offices and responsibilities will be passed out during October meeting.
Absentee nominations: An email may be sent in if a member is unable to attend the October meeting. This nomination must be submitted at least one week prior to November meeting.
Qualifying members may write self in or write other qualified member in.
AAA will compile the results and nominated individuals will be informed via phone.
Nominated individuals may accept or decline at that time.

•Candidates will be announced in November. (February)
Candidates will be also emailed out at least one week prior to the November meeting for absentee ballots

•Elections will be held annually in December. (March)

•Balloting Process:
Secret written Ballot
Absentee Ballots - must be emailed by 3 PM on day of meeting
Proxy Voting - if a member is unable to attend the December meeting, their vote may be submitted by a qualified member with written confirmation of proxy.
AAA will count ballots on actual night of meeting
Announcement will be made at end of meeting

•Newly elected officers begin serving at the conclusion of the December meeting.

•First meeting of newly elected Executive Council should take place prior to the next general meeting in January. (April)

[Dr. Swanky]

Does this qualification apply to this election cycle since it is the first one?

Candidate for Chapter Chair should have served for at least one term as a Chair, Associate Chair or other major leadership position.

If so, it is going to severely limit our pool of possible candidates.

[Futura Girl]

it only effects the chapter chair because that role has the biggest responsibility. but next year it makes it wide open.

[jenniezane]

Based on this past experience stipulation, then who by name in the group is actually qualified for nomination for chair this year?

[Futura Girl]

mark minelli
jay nailor
josh geidel
mary-margaret stratton
lynn zook
brian paco alverez
suzanne couture
dedee nave

[Dr. Swanky]

What about me?

I'm currently the Atomic Age Secretary as well as the Tour Coordinator.

[Futura Girl]

In light of the fact that all nominations were due prior to tomorrow's meeting, the Board of Directors has voted to temporarily table the Chapter Elections until a later time.

We have identified several key team players who will serve as interim chairs and they will be announced in an official capacity at the March meeting when elections would normally take place.