SGMP 2015 Nominations & Elections Report
National Board of Directors
- A total of 585 votes were cast, for a percentage of 25.0% in this year’s elections. This surpasses the 18.9% of total votes cast in 2013.
- National elections committee reviewed and verified the excel spreadsheet that no duplicate votes were cast.
- Some members did not receive elections email notifications or ballots due to several reasons that had little impact on the overall elections process. Lack of email receipts was due to headquarters new database, spam mail or organization’s server acceptance. Upon notification to headquarters the voting link was sent directly to those members who did not receive the mass email notification/ballot. However, some notified headquarters AFTER the voting concluded that they did not receive a ballot.
- Overall, a successful national election was conducted with no major complaints.
Chapter Boards of Directors
- Of the 18 chapters scheduled to hold elections this year only 15 were conducted. Three chapters did not hold elections for the following reasons: Greater Pittsburgh chapter was dissolved; Chicago Chapter’s current board of directors’ term of office was extended to June 30, 2016; Buckeye Chapter lack of communication and/or interest requires further discussion at the national level.
- Some members did not receive elections email notifications or ballots due to several reasons that had little impact on the overall elections process. Lack of email receipts was due to headquarters new membership tool, spam mail or organization’s server acceptance. Upon notification to headquarters the voting link was sent directly to those members who did not receive the mass email notification/ballot.However, some notified headquarters AFTER the voting concluded that they did not receive a ballot -- see email from a chapter member.
- Throughout the elections process and after the conference call to review all elections documents several nominations and elections (N&E) chairs had additional questions regarding the steps in the elections process and were able to continue once they re-read the timeline.
- The NATCAP N&E chair did NOT follow the entire process nor use the templates provided. After several email communications and direction the chapter was able to hold elections the same time as the other chapters.
- Several chapters had vacant positions on their ballots, to include those with a five member elected board. Several write-in candidates were elected to boards. Other multiple write-in candidates for the same position were notified and asked if they would accept the nomination.
Recommendations
- Conduct annual review ofall nominations and elections documents (to include national policies) to ensure guidelines are current and accurate.
- Include language in the board size policy on the minimum number of candidates required for a ballot to hold elections.
- Discuss and make a decision on the next step concerning the Buckeye chapter’s existence and future.
Submitted by: Melody Kebe, CMP, CGMP, Chair National Nominations & Elections Committee and SGMP Immediate Past President; 3/22/2015
Sample email communication where a member did not receive an election ballot.
Rob Bergeron/ Mar 17 (5 days ago)
/
to Michelle, me, brenda.bordelon
Hi, Michelle-
I appreciate your note. Thank you. I am personally passing this along to Melody and Brenda, who have been leading our N&E processes this year (as executive director, I recuse myself from playing a role in that process). I know that they and the national committee members will take the time to review your situation, as we are always reviewing and improving this process for the next year.
We have had some challenges this fiscal year with the email transmissions through our new database. However, all ballots for the past several years have been sent directly through SurveyMonkey (I just wanted you to know that there is no connection between the two systems). But we do want to determine the causation for this in your case. You may hear from Melody or Brenda this spring so that they can better look into your situation so that we may address and improve it. I promise that we will look into it to address it.
Thank you, most of all, for your membership.
-Rob
From: Hergenrother, Michelle [mailto:]
Sent: Tuesday, March 17, 2015 3:00 PM
To: Rob Bergeron
Subject: Ballots/Correspondence from SGMP
Good afternoon Rob,
Forgive me in advance if I ramble in this email. If I need to clarify anything let me know.
I have personally been a member of the Old Dominion Chapter for over 20 years and the NATCAP Chapter for almost 10 years.
I have been on the board and the membership chair for the Old Dominion Chapter for over 5 years. Over the last 6 months or so (just until recently) I stopped getting emails pertaining to membership that I had been getting for the last 5 years. It took a while to ensure I was included again on the distribution lists but for a good while I had to check with our President or contact Kim or Brenda because I had not received information pertaining to membership that others received that was sent from national.
During the recent national elections I realized I did not receive a ballot to vote for national office. I thought maybe I had just overlooked the email but when I checked twice (checked SPAM folder too) I had not received anything.
Now, I find out that once again I did not receive the ballots to vote for Old Dominion and NATCAP board members. I am a paying member for two chapters and there should be no reason I did not receive an email. I am very active in the Old Dominion Chapter and spend a lot of work and personal time volunteering to take care of the duties as membership chair and other things to benefit my chapter and SGMP altogether.
Apparently there is an issue with your system that needs to be fixed and addressed. Again, these problems began about 6 months ago. I have always received a ballot to vote or surveys that have been sent from national. If I am not receiving correspondence from national, I am sure there are others in my situation.
I am disappointed that I have not been able to be part of the voting process as that is my right as a member of SGMP. What makes it worse is that after much thought I decided to run again for the board and I did not even get a chance to vote for myself.
Michelle
Old Dominion Chapter SGMP
Supplier Director
Membership Chair