Protocol for Board Elections
Approved by the Board of Directors (March 3, 2010)
1. Board members’ terms expire on Nov. 1 in the third year of their term.
2. The President consults with the other officers to identify board members who should stand for reelection. They also determine whether or not the number of board members should be reduced, kept the same, or increased.
3. The President contacts board members whose terms have expired to thank them for their service and to ask those whom the officers have determined should stand for reelection if they are willing to do so.
4. If, in light of 2 and 3 above, there will be room for new board members, the President asks the board for nominations. The board members may solicit suggestions from the general membership and/or the general members may approach the board with suggestions for nominations.
5. The President and the officers receive and evaluate these nominations and create a slate for the election including candidates for reelection and new candidates . The President will post the slate by Sept. 1.
6. Board members vote “yea” or “nay” for each candidate. To be elected, candidates must receive “yea” votes from a majority of board members. All board members, except those whose terms have expired, are expected to vote.
7. If one or more candidates receive fewer than a majority of “yea” votes, the officers may receive nominations from the board and may propose additional candidates, and the election process may be repeated until all posts have been filled, concluding no later than Nov. 1.
Board Committees
- Annual Symposium
- Comedia Performance
- AHCT Web Page and Electronics
- Dues, Registration, Video Loan Payment On Line
- Video Library, Video Loans, On-line Catalog
- Acquisition of Recordings
- Visual Studies: “Pioneer Project”
- Translation Projects & Production Awards
- Newsletter
- ATHE & ASTR Connection
Secretary Yearly Cycle
January
- Update board and officer mailing lists as needed, removing any retiring board members, adding or removing officers, etc. (terms expire December 31).
- Gather, compile, and edit material for January Newsletter. Leading news for the January newsletter is usually 1) a write-up on the plenary speaker and other notable speakers, workshops, commemorations, or events; and 2) an announcement of the line-up of plays to be performed at the festival, with information and on the companies and photos if available; and 3) news on fall board elections/re-elections (new members, retiring members, etc.)
- Once Newsletter draft is finished, send to board with request (especially to those that provided material) to check their item(s) for accuracy. Once final edit is completed, send PDF to the webmaster (Cheryl Johnson) to post on the “News” page of the website. Once posted on website, send URL to membership by way of AHCT listserv and Echapters group distribution lists (Two mailings: one to members in good standing, one to lapsed members).
February
- Update board directory and letterhead to reflect current officers and board membership; distribute to board.
- Check with VP for Annual Conference concerning conference registration reminders.
March
- Check with VP for Annual Conference concerning conference registration reminders.
- Call for board reports. Check minutes to see which committees should report.
- Collect board reports and send out to board at least a week before the board meeting.
April
Symposium
- Once President provides Board Meeting agenda, use agenda and board reports to prepare minutes document.
- Attend officers’ meeting Wednesday morning; take board meeting minutes Wednesday afternoon. Back up minutes. Prepare summary of key actions carried out at board meeting. Send copy of rough draft of minutes and summary of key actions to officers (president can use these in planning agenda of General Membership Meeting).
- Take General Membership Meeting minutes. Back up minutes.
- Take photos at festival and symposium to include in newsletter (plenary speaker, special events, shots from plays or post-performance company talks, etc.)
May
- Post-Symposium: Edit and revise Board and General Membership Meeting minutes.
- Distribute Board Minutes and summary to board members; send General Membership minutes by way of listserv / echapters.
- Send out call for items for June newsletter: Calls for papers, conferences, festivals, performances, announcements, news, photos, or other events related to Spanish and Latin American Golden Age drama.
June
- Gather, compile, and edit material for June Newsletter. Leading news for the June Newsletter usually includes photos and notes on the festival performances and symposium plenary address, highlights of the symposium, and notable initiatives from the board meeting. Includes initial call for papers for next year’s AHCT Symposium. Coordinate with VP for Annual Conference concerning Symposium dates, costs, special panels or formats, etc. Contact Editor of Comedia Performance to confirm submission deadlines, procedures, etc.
- Once Newsletter draft is finished, send to board with request (especially to those that provided material) to check their item(s) for accuracy. Once final edit is completed, send PDF to the webmaster (Cheryl Johnson) to post on the “News” page of the website. Once posted on website, send URL to membership by way of AHCT listserv and Echapters group distribution lists (Two mailings: one to members in good standing, one to lapsed members).
July
- Re-send call for papers for AHCT Symposium, from Newsletter.
August
- Re-send call for papers for AHCT Symposium.
- Late August: If electing a new officer this year, follow-up with Officer Election Committee; remind them that they must complete election of officer by late September or early October, before board elections can be carried out the first week in November.
September
- Follow-up with Board Election Committees. If needed, provide reminders of who is up for re-election, how many new members we need to elect, and the election timeline.
- Follow-up with committees to check progress on initiatives started at board meeting.
- Send final call for papers for AHCT Symposium.
October
- Follow-up to ensure that Election Committee carries out nomination of candidates, confirmation of board members running for re-election, and creation of ballot for board elections.
November
- First week: Follow-up to ensure timely completion of board elections for new board members and board members running for re-election.
- Add any newly-elected board members to group mailing list to reflect current, post-election AHCT Board Membership.
December
- Call for items to be included in January Newsletter: Calls for papers, conferences, festivals, performances, announcements, news, photos, or other events related to Spanish and Latin American Golden Age drama.