Nominating Procedure

Approved by the Board on 12/16/2009

Pursuant to the HART for Animals bylaws, the Nominating Committee shall be appointed by the Board of Directors upon the recommendation of the President. It shall consist of five members, none of whom shall be a candidate for office or a directorship that year. No more than three members of a Nominating Committee may serve on the Nominating Committee appointed for the following year. The duty of the Nominating Committee is to propose one or more candidates for the elective positions that have become vacant in that year.

Every year, HART will hold elections for five Board of Directors' positions (which are three-year terms). Biennially, it will hold elections for the positions of President (three-year term) and Vice President (two-year term). The President and Vice President may be elected for no more than two succeeding terms of office. In those years in which any of these officers up for election, the directorship held by the individual also will be included in the slate in addition to the five Director positions up for election in that year, unless the officer chooses to retain his or her position on the Board of Directors until the expiration of the term. Before the election any candidate(s) for the position of Treasurer should undergo a background check by the State of Maryland, Criminal Justice Information Systems, with the cost to be covered by HART, Inc. Ideally the President and Vice President should not be up for election in the same year.

The Nominating Committee shall attempt to put forward a slate of candidates who meet the following criteria as stated in the HART bylaws: interest in the future of Garrett Count; concern for the welfare of animals; knowledge of business, marketing, fundraising, or management; willingness to take a leading role in one HART event or activity; and possessing a community-minded approach to the different populations that make up Garrett County. The Nominating Committee chairperson shall inform candidates of the obligations of Board service at the time their nomination is received.
The Election Calendar and Process – At the second quarterly HART Board meeting, a Nominating Committee will be selected by the Board and the Office(s) and Directors up for election that year will be indicated.

Before the third quarterly meeting, the names of the Nominating Committee and the contact information of the chair of the committee will be posted on the HART Website along with the current Nominating Committee Rules of Procedure. A Call for Nominations will be given to the Executive Committee and Board of Directors at the third quarterly meeting. At the same time, as a courtesy, nominations also will be solicited by e-mail from the Friends of HART and the call for nominations will be posted on the HART Website.

Any person meeting the criteria stated above may (a) propose himself or herself to the Nominating Committee as a potential candidate, (b) be proposed by others active in the area of animal welfare in Garrett County, or (c) be approached by the Nominating Committee.

Those who respond to the Call for Nominations will be informed of the closing date for receipt of their materials. They must provide the Nominating Committee with a short biography/ curriculum vitae and an approximately 100-word statement indicating their reasons for wishing to become a director or officer of HART, and, if a candidate for Treasurer, a completed background check document. As these are received, they should be forwarded immediately to the other members of the Nominating Committee.

Nominations will close one month before the date of the fourth quarterly meeting of the Board of Directors. Within two weeks of that date, the Chair of the Nominating Committee will present via e-mail or mail the names and materials provided by the candidates to the Board of Directors, who will be informed of the availability of a proxy form. Members of the Board may request a proxy form from the HART President or Secretary, to be returned to either officer one week before the date of the fourth quarterly meeting.

At the fourth quarterly meeting of the calendar year and after the Chair of the Nominating Committee presents the committee’s recommendations re: vacant offices and directorships, the Board will vote on the nominations. Winning candidates must receive at least half the votes cast, including proxies. Should a run-off be required between two candidates, this will take place immediately following the initial vote at the fourth quarterly meeting.

The President will inform the candidates in writing of the acceptance or non-acceptance of their candidacy. Officers and directors whose terms are completed should transfer all HART records and files to the current President of HART within two weeks of the end of their term. Any temporary appointments to the Board of Directors made by the President between the quarterly meetings of the Board will be ratified by vote by e-mail or at the next quarterly meeting of the Board.