Here's our process that the nomination committee follows.

Section 2
There shall be a volunteer chairperson to head the election committee. The chairperson shall select two (2) volunteer members (1 board member and one general member) of the PTO to serve on the election committee. A member of the election committee can be considered for any of the Executive Officer positions. If they choose to run, they must be given the opportunity to withdraw from the election committee and accept the nomination.

The responsibilities are as follows:

A. On a month basis, at the beginning of the year, the chairperson shall obtain an attendance report from the secretary of the PTO. The list will be used to confirm eligibility for voting in the year-end election.

B. Eligibility for voting requires attendance at a minimum of two (2) meetings per year or a confirmation of voting eligibility for their volunteering roles.

C. Two months prior to the election, the committee members shall begin formalizing the upcoming election.

D. The committee shall publicly distribute flyers to the PTO body announcing the election and stating the call for nominations.

E. The committee shall serve only in a confirmation capacity for filling the positions (i.e. confirming the nominees for the positions by phone to construct a ballot to be used in the election process). Once the nominations are confirmed, the chairperson shall report its results at the next meeting. The deadline for submitting names for nominations shall be the 10 calendar days prior to election night.

F. The responsibility of campaigning for the positions shall be left to the confirmed nominees. The election committee shall distribute to the PTO body, via flyer, the confirmed slate and a brief statement of intent written by the candidates themselves. The candidates will also be permitted 3-5 minutes on election night to speak regarding their future positions, if elected into office.

G. The election shall be held in the following manner:

1. A final reading of the nominations from the ballot will be read by the chairperson

2. Speeches will begin from the candidates, lasting no longer than 30 minutes in their entirety for all candidates.

3. An attendance sheet confirmation form shall be used to verify voting and attendance on voting night.

4. All ballots will be distributed after each name is checked off for each voter.

5. All proxy forms and confirmation of voting privileges shall be obtained by the election committee members the Friday before election to be included in the tally process. Ballots shall be collected and tabulated in another room by the election committee members.

6. The election results shall be given by the chairperson to the PTO body.

H. A member cannot serve more than two (2) consecutive years. However, after the second year, if no one wishes to seek election for that position, the current officer may be re-elected into office for a third year. However, they cannot exceed three (3) consecutive years even if no one wishes to seek election for that position.

Section 3
A vacancy occurring in an office, other than the presidency, shall be filled for the remaining term by a person elected by a majority vote of the remaining members of the PTO Board. In the event that the President is unable to serve, refer to Article VII, Section 3.

Also, even though you are staying on as President and no one else has come forward to express interest in the position, I recommend (unless you Bylaws state that your position is not annually reelected) to even ask for floor nominations for President. As you said, no one will do so and then when you move forward to the voting you should do so for President as well. That way no one could ever say that you didn't give anyone else the chance to come forward.

Good luck,
PresidentJim

a nomination is a form of a motion. A nomination is also debateable but there is no need for a second. You have listed the correct way in which to take nominations from the floor and to elect them. I would not refer to the nominees as "officers-elect" though. That implies that they automatically take office because they have been elected previously to take that position. They are simply nominees. They should be elected in the order that they are listed in your bylaws.

Looking for a little guidance on how an election is supposed to be run. We have extremely old (not even dated) By-Laws that do not address elections. Obviously, I need to look at revising them!

I'm remaining as Pres., but we have 3 new officers (unopposed) coming in to the other positions. I'm thinking that I need to: 1) list the officer-elects, 2) ask for any nominations from the floor, 3) if there are no nominations from the floor (there never are), close the nominations, and 4) individually read the officer-elects' names, and request "all those in favor" and "all those opposed". Everyone's always "in favor" as they're just so relieved to have 4 people that have stepped up to be on the Board! I'm just unclear on if a motion needs to be made, etc. Our PTO has been run very casually, but I do see the need for running things (esp. an election) more formally. TIA for any help you can offer! Nancy