Mission Statement and Description of Responsibilities
The Nominating Committee (“Committee”) is responsible for soliciting and communicating information to the membership regarding open positions on the FIRMA Board of Directors. It is responsible for approving the nomination requests and for conducting a proper and fair election of new Board members. If an insufficient number of members voluntarily seek election to fill the open positions, the Nominating Committee will develop a slate of additional candidates to ensure there are no open positions on the Board after the election. This Committee is appointed by the FIRMA Board and may be asked to advise the Board on related matters.
The rules and regulations governing nominations and voting are:
- Nominations will be announced to the membership and proxies distributed no less than one month in advance of the voting deadline to permit the membership to take appropriate action.
- All voting shall be conducted by written proxies or online, except in the case of tie-breaking run-off votes described below.
- All proxy or online votes must be received no later than noon EST on the Monday preceding the Annual National Training Conference.
- Write-in votes are acceptable. Should a write-in candidate receive enough votes to win election, the Committee will contact the candidate to determine if he/she would accept the election and meet the eligibility requirements.
- Nominations from the floor at the annual meeting will not be accepted.
- Proxies containing votes for fewer than the number of open positions will be accepted.
- No member may cast more than one vote for a nominee.
- No more votes may be cast by any member than there are open positions to fill.
- In the event a member votes once and later submits additional votes, the first vote received will be counted as the valid vote.
- Only FIRMA members in good standing as of the date their proxy is voted may participate in elections.
- Proxy forms must be signed and dated by the voting FIRMA member.
- Votes will be tabulated by the Nominating Committee and certified by the Chair(s) of the Committee. In addition, the Finance Committee will independently validate the vote totals.
- In the event of a tie vote for an open position, a run-off vote will be held at the annual meeting. Voting will continue until one candidate for the open position obtains a simple majority of the votes cast.
- Announcement of voting results will not include the number of votes received by any candidate, except in the event of a tie-breaking run-off vote.
- The Nominating Committee will solicit nominations from the general membership by publishing a notice in the Fall issue of the FIRMA Forum and by a general email notice.
- Nominations will be accepted until a date published in the notice.
- Candidates must attest that their organization (if any) has agreed to the time and financial commitments to permit their full functioning on the Board.
- Candidates must submit a brief history of his/her professional background, current position, and any certifications.
- Candidates should submit a brief statement about why he/she should be elected to the Board.
- Proxy forms and the candidates’ submissions will be distributed to the general membership by regular mail approximately ten business days after the deadline for receipt of nominations. They will also be posted in the members-only section of the FIRMA web site.
- Proxies will contain instructions for returning the proxy by mail, fax, and for voting electronically online at the FIRMA website.
- Voting members will indicate their choice(s) by marking the proxy next to a candidate’s name.
- Upon receipt, proxy selections will be recorded and safeguarded until the voting deadline has passed and voting tabulation has been completed, including the validation of votes by the Finance Committee.
- All votes will be destroyed after the vote is certified and validated, except in the event of a tie-breaking run-off vote. Such votes will be retained for not more than sixty days in the event the election is contested and a re-count is requested. Once a requested re-count has been completed, certified, validated, and accepted by the contestants, those votes will be destroyed.
Michael Daly, CFIRS, CSOP
VP & Manager, Risk Mgmt & Quality Control
San Francisco, CA
The minimum number of committee members will be three. Each member will serve a term of not more than 5 years. No Director eligible to run for election may serve on the Nominating Committee in the year of such eligibility. In addition, should a non-Director committee member choose to run for election to the FIRMA Board, he/she would need to resign from the Committee.