NOMINATING /MEMBERSHIP COMMITTEE
I. Membership
A. The
committee shall consist of eight members: the elected Chairperson, four (4)
elected members, the immediate NCAPHNA past president, the current
Bylaws/Handbook Chair, and the current Personnel Chair.
B. The Chairperson is elected in odd years
for a two-year term.
C. Members are elected to serve alternating
two-year terms:
1. Four (4) members elected in the even
years.
2. Four (4) members elected in the odd
years.
II. Nominating Duties
A. Post conference
Chairperson
attends Governing Board meeting immediately after the Annual Conference.
B. Nominating Interim duties
1. Call a
meeting of the Committee (Chairperson will call this meeting) within 90-120
days after the Annual Conference.
Committee members will review the following documents prior to the
meeting.
a. The
most current Public Health Nursing Directory from the Office of Public Health
Nursing and Professional Development.
b. The
roster of persons who are currently serving and who have previously served the
Association (obtain from the Secretary).
c.
The names of
people who indicated an interest in serving, (to be obtained during the Annual
Conference - Addendum A.)
d. Complete
a list of suggestions for persons – in order of first, second and third
choice. Bring this list to the meeting.
2. Identify
possible candidates; prepare a draft of officers and committee members to be
elected as stated in the Bylaws.
3. Contact
possible candidates and seek their consent to have their names placed in
nomination. If the form letter is not
returned by date specified, a phone call will be made. (Addendum C)
4. Assure
that there is a clear understanding about who accepts the responsibility of
asking each particular candidate to serve so that no duplication occurs. Use Association stationery and the form letter,
which can be obtained from the Secretary.
5. Obtain
a short vita for candidate when confirmation is made for candidate to have name
placed on the ballot. (See Addendum C-1)
6. Make a ballot for each member:
a. Prepare
a slate with at least two (2) names for each office, if possible. Include the short vitae (sent in the
premailed information) on the ballot.
b. Assure
that Committee representation on the ballot will be as stated in the Bylaws.
c. Secure
Governing Board approval, prior to printing, of the cost of printing the ballot
and the number of ballots to be printed.
7. Keep
President informed of any pertinent information and/or problems encountered in
soliciting nominees.
8. All
Nominating Committee records (correspondence, minutes, etc.) are to be
maintained by Chairperson.
9. Turn
in receipts and itemized statement of costs to the Treasurer at least 30 days
prior to the Annual Conference. (Example: printing of ballots, phone calls,
postage).
10. Send a
progress report(s) to the Secretary prior to Governing Board meetings.
11. Mail
all ballots to the voting members in a pre-conference mailing. Ballots are to be returned to the designated
person by designated date determined by the Governing Board.
12. Prior
to the Annual Meeting, the NCAPHNA President appoints three (3) tellers,
designating one (1) as a chair. Names shall not appear on the ballot.
13.
Tellers count the
ballots prior to the Annual Meeting.
14.
Chairperson of the
Tellers will give report of election to Nominating Committee Chairperson and
current President prior to the Annual Meeting.
15.
Nominating
Committee Chairperson notifies elected members prior to Annual Conference.
C. Membership
Interim Duties
1. Chairperson
calls a meeting of the committee within 90-120 days after the Annual
Conference.
2. Maintain an updated membership and
associate membership list.
a. Membership
1.) Obtain
most current PHN Directory from the Office of Public Health Nursing and Professional
Development. Identify PHN Supervisor,
Directors, consultants and lead nurse on file with the Office of Public Health
Nursing and Professional Development.
2.) For
counties that have developed an alternate personnel system, the lead public
health nurse administrator in the health department will present the job
specifications that are comparable to OSP PHN management series to the
membership committee.
3.) The committee will
compare the local job specifications. If
the two job specifications are comparable and if the
position does require a R.N.,
then the Membership
Committee will recommend to the
Executive Board that a
nurse working in the specific job
be accepted as full
member of the Association.
4.) If the
Governing Board approves the position for full membership, the name or names of
the nurses will be given to the State Director of PHN, thus allowing these nurses
to be on file with the Office of Public Health Nursing and Professional
Development. These nurses will also be
eligible to attend the regional association groups and attend the supervisory
courses offered by the Office of Public Health Nursing and Professional
Development.
5.) The
job specification/description will be reviewed annually by the Membership
Committee.
b. Associate Membership
1.) Nurses
currently licensed in N.C. who are employed in administration in local or state
public health agencies (whose position does not require a registered nurse),
all DHHS consultants, nursing personnel from the Office of Public Health
Nursing and Professional Development and nurses who are employed in North
Carolina baccalaureate or master level nursing education programs with teaching
responsibilities in public health curricula may complete an application for
Associate Membership.
2.) New
Associate member’s application must be submitted to the Membership Committee as
least 90 days prior to the Annual Meeting.
3.) The
Associate member applicant, other than DHHS Consultants and nursing personnel
from the Office of Public Health Nursing and Professional Development, must be
sponsored by an active member of the Association.
4.) The
Chairperson will verify license number with the N.C. Board of Nursing.
5.) If the
Governing Board approves the Associate member, the Membership Committee will
send an acceptance letter to the applicant and will give the applicant’s name
to the Regional Representative.
3. Prepare
and present name tags to the membership at the Annual Meeting.
III. Chairperson
A. Notify
the committee members and the President in writing of the meeting date, time
and place.
B. Prepare
written report following each meeting and submit to the Governing Board.
See
Addendum J for application for NCAPHNA Associate member.
IV.
Annual Conference
A.
Chairman of
Committee will give a report of election at the Annual
Conference.
B.
Present all
materials and correspondence used during previous year to
newly elected Chairperson at the end of the Annual
Conference.