Nominating Committee (NC) Job Description

Nominating Committee (NC) Job Description

Alternates

By-Law B4.2.3.2 - A person who has been in office as voting member of the Nominating Committee for a term or portion of a term which includes more than one Nominating Committee Selection Meeting is eligible to be proposed for a later term as voting member or alternate only if the later term begins one year or more after the ending of the term in which the person served as a voting member.”

Term

• One year term. The one year term may be renewed each year. Please notify the NC Staff Coordinator.
• A term on the NC coincides with ASME’s Fiscal Year, July to June.
• Each year a new NC commences with an Organizational Meeting in June via a webinar.

Travel

• Alternate Members are encouraged assist in the Anteroom at the Selection Meeting. (refer to the “Selection Meeting Assistance” item for more details.)

• Alternate Members of the Committee who have specific assigned duties and work a minimum of one full day in the Anteroom are eligible to receive a travel expense contribution as per the ASME Travel Expense Contribution. (Society Policy P-4.5)

Meeting Participation

• Alternates, particularly those who may need to move into a voting member’s role, are expected to participate in at least 75% of scheduled meeting and/or training sessions and subcommittee participation in order to be eligible to be moved into a voting member’s position if one becomes available at the start of the Selection Meeting.
• All meetings are either held via web conference or teleconference. The Selection Meeting in June is the only in-person meeting.
• Alternate members shall participate in all meetings/training sessions and take part on at least one NC Subcommittee.

Selection Meeting Assistance

A minimum of at least six (6) alternates is required in order to have a successful Selection Meeting and an orderly and efficient operation of the anteroom at the Selection Meeting. The anteroom coordinates the schedule of the proposed nominees and their speakers and is staffed by volunteers who are Alternates on the current Nominating Committee and proposed Voting and Alternate members of the incoming Nominating Committee.

Helping in the Anteroom provides the opportunity to meet many of the individuals who make ASME a great society. It also provides an opportunity to hear some of the interviews and to sit in on the deliberations at the discretion of the Nominating Committee Chair.

• If at the call-to-order of the Selection Meeting, a Voting Member is not present and there is no evidence that the Voting Member will be present before a substantial portion of the business has transpired, then a current Alternate, may be asked to step in and participate for all three days as a Voting Member. Current Alternates must have participatedin at least 75% of scheduled meeting and/or training sessions in order to be eligible to be moved into a voting member’s position if one becomes available at the start of the Selection Meeting.

Incoming Alternates will not be eligible until they have gone thru a year of NC trainingsessions.

Desired Characteristics of the NC Alternate Member

• Commitment to become engaged and participate in all NC activities, subcommittees and follow up with all homework.
• Individuals that are active and represent broad interests in their respective constituencies.
• Experience as an active volunteer leader, understanding of the Society operations, including cross-sector activities, and a commitment to the goals and requirements of the Nominating Committee.

Though we emphasize that NC members act for the Society as a whole, and its mission and strategic needs, members are identified by the Sector’s Senior Vice President to serve in an at-large position on the NCbecause (1) the NC expects members to bring domain knowledge about their Sector and how it aligns with the Society’s goals and (2) it assures the diversity of the NC is appropriately spread across the Sector structure.

The NC has a fairly rigorous training program on the specifics of being an NC memberand the Society’s goals and officers responsibilities, averaging one and a half (1.5) hours per month with webinars from Julyuntil May, culminating with the NC selection meeting each June. In addition, all NC members also participate on one of several subcommittees which work at various times throughout the year.

Future NC Selection Meetings

2018 Nominating Committee Selection Meeting

June 3 – 5, 2018

JW Marriott Parq Vancouver

39 Smithe Street

Vancouver British Columbia V6B 0R3 Canada

For more information on the Nominating Committee itself, please contact RuthAnn Bigley at .

March 14, 2017

Revised April 11, 2017

April 26, 2017

May 10, 2017

October 9, 2017Page 1 of 6

Estimated time needed to be an active and participating Nominating Committee Member.

All Alternate members shall participate and attend all meeting/training sessions.

Activity / Objective / Total Time
(in hours) / Preparation / Meeting / Time of Year
Organizational Meeting / NC kick-off meeting: leadership announcement and important information for getting started on the NC. / 2 hrs. / 30 mins. / 1.5 hrs. / June or July
Subcommittee Meetings / All NC delegates participate on at least 1 subcommittee of their choosing or by appointment / 3 hrs. / 1 hr. / 2 hrs. / Fall / Spring
Questions Subcommittee / This is a very confidential subcommittee and we need dedicated members. There is homework and Pre Meeting Pre time / 15 hours / 45 mins. / 1 hr. / August to June
September Business Meeting / Overview of the year ahead and training / 1.25 hrs. / 15 mins. / 1 hr. / September
Interim Business Meeting / Fall NC Activity, Updates and vote to approval Manual / 1.5 hrs. / 30 mins. / 1 hr. / Mid October
NC Training Meeting / VOLT and NC training / 1.5 hrs. / 30 mins. / 1 hr. / January
Society Officer Overview and Training / Overview for the President and BOG Positions the NC will be selecting / 1.75 hrs. / 30 mins. / 1.25 hrs. / February

March 14, 2017

Revised April 11, 2017

April 26, 2017

May 10, 2017

October 9, 2017Page 1 of 6

Activity / Objective / Total Time / Preparation / Meeting / Time of Year
Mock Packet – Training / Acquaint NC with mock packets and how to review Proposed Nominee Packets. / 1.25 hr / 15 mins. / 1.30 hrs. / March
Diversity and Inclusion Training / Review Diversity and Inclusion from the perspective of the NC / 1.25 hr / 15 mins. / 1 hr. / March
Spring NC Training / Volt training and What To Expect at the Selection Meeting / 2.5 hrs. / 1 hr. / 1.5 hrs. / Mid April
Review Proposed Nominee Packets / Selection Meeting "Homework" to review all Proposed Nominee packets and materials and complete needed preparation forms and materials (approx. 30-60 min per candidate) / 12 hrs. / 12 hrs. / Work on your own / Late April - Early May
Additional Training Sessions / Additional Training Session as deemed necessary / 1.25 hrs. / 15 mins. / 1 hr. / TBD
Selection Meeting
(Voting Members shall attend)
(Alternate Members assist in the Anteroom) / Selection meeting is a 3 day event during Annual Meeting. Voting Members must arrive a day early to be ready to go on Sunday. / 39 hrs. / 3hrs. / 36 hrs. / June - Annual Meeting
Anteroom Assistance at the Annual Meeting
(It requires at least 6 -7 alternates to effectivelyrun the Anteroom process) / Assist in Anteroom- preparing presenters prior to entering selection room - Alternates may be moved into a Voting Member’s position at the start of the Selection Meeting if the Voting Member is unable to attend. / 36 hrs. / 0 / 36 hrs. / June - Annual Meeting

March 14, 2017

Revised April 11, 2017

April 26, 2017

May 10, 2017

October 9, 2017Page 1 of 6