How to Hold a Board Election

Elections help you fill the board's chairs with qualified representatives.

The bylaws of an organization will dictate how a board election is held. It is one of the essential parts of bylaws, which will also list the qualifications for board members, how many board members are up for re-election each term, and what the length of a term will be. It should also list who's qualified to vote for board members--whether it's members of the organization or stockholders or employees--and specify procedures for holding an election.

Instructions

1. Nominate candidates. Follow the procedures spelled out in the bylaws for making nominations. Some organizations will traditionally nominate only one person for each opening, but this makes an election rather pointless. Find out who is interested in being a candidate and pre-screen them to ensure they meet the qualifications the organization requires.

2. Explain to each nominee what's acceptable and unacceptable when it comes to campaigning. If there are financial limits, explain that upfront.

3. Publish the slate of nominations. Make sure this information is published in a way that ensures all eligible voters have access to it. This may be through a membership letter, a website page, or a listing on a bulletin board in a common area.

4. 

   At least two people should proofread the ballot to make sure it's accurate.

   Create a ballot. Make sure the ballot is easy to understand. Proofread it carefully to make sure all names are spelled correctly and all information is accurate. Provide clear instructions on how to vote, what to do with the ballot and the deadline for returning it. Provide an example of what a valid vote is and what will cause a ballot to be invalidated.

5. 

   Some non-profits have polling stations that allow for electronic voting and immediate tabulation of results.

   Mail the ballot or set up polling stations at an appropriate place. If ballots are mailed out to eligible voters, make sure they're sent at least a month in advance of the voting deadline. If polling stations are used, set them up at a place that's easy for voters to access. Some organizations hold elections at their annual conferences. Have an impartial person monitoring the polling station at all times and acting as an election clerk. This person will validate voters and provide them with ballots, ensuring that no one is able to vote more than once.

6. Count the ballots. If your ballot used Scan-Trons or electronic technology, the tallying should be simple. If you're using paper ballots, it will take a little longer. Put a neutral party in charge of counting the votes and have at least three people present at all vote counting. Double-check all tabulations.

7. Announce election results. Some organizations will tell the candidates the results before making a general announcement, which may be made over email, regular mail, or at a conference or convention.

References

• AIChE: How the Board of Directors is Elected
• NOLO: Building Your Non-Profit's Board