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The Nominating Committee will be constituted at the 3rd Quarter Board Meeting each year (typically in March), and it will begin its work in early April. Its work will conclude in June after elections have concluded and appointments have been made to the councils.

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• Nominating Committee Chair consults with Program Manager and others as needed to develop a slate of nominees for appointment to the Nominating Committee.
  • The Nominating Committee consists of 9 members:
    • Chair of the Governance Board, or another Board member delegated the role
    • Chair of the Technical Advisory Council
    • Chair of the User Advisory Council
    • Five at large members, each representing one of the ArchivesSpace membership levels
    • ArchivesSpace Program Manager, ex officio 
• Nominating Committee Chair reviews slate of nominees for the Nominating Committee with Governance Board Chair in preparation for presentation at 3rd Quarter Governance Board Meeting
• Program Manager reviews with the chairs of the Governance Board Chair , TAC, and UAC any vacancies that will need to be filled on Governance Board, TAC, and UAC due to term expirations, resignations, or other events.
  • Governance Board members approaching the end of their first term should be asked whether they wish to stand for election for a second term. If so, they are automatically placed on the ballot, leaving the Nominating Committee the responsibility of recommending only one nominee to run against the incumbent. If the incumbent does not wish to run for reelection or has reached the end of her or his second term, the Nominating Committee will need to recommend two new nominees for the ballot to fill the vacancy. Note that only Member Representatives for the five Member Levels are elected; all other Governance Board members are defined according to their roles in the Bylaws.
  • TAC and UAC members approaching the end of their first term should be asked whether they wish to be reappointed. If so, the Nominating Committee will normally recommend their reappointment unless the chair of the respective Council indicates that there have been issues with the member's performance. If the incumbent does not wish to be reappointed or has reached the end of her or his second term, the Nominating Committee will need to recommend a nominee to be appointmented to fill the vacancy.
    
  • Appointments to the Governance Board, TAC, and UAC are tied to individuals, not organizations, which is to say that an incumbent's appointment may not be transferred to another staff in her or his organization. If an incumbent is not eligible or does not wish to be considered for reelection or reappointment, the vacancy must be filled through the Nominations process.
  • The Governance Board must approve all eventual nominees recommended by the Nominating Committee for the Governance Board ballots and TAC and UAC appointments.

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• 3rd Quarter Governance Board Meeting: Board Chair proposes slate of nominees for Nominating Committee appointments for discussion and approval.
• Nominating Committee Chair informs Nominating Committee appointees of their appointments:
  • Nominating Committee Appointment - Email Template
• Nominating Committee Chair schedules initial conference call/virtual meeting with Nominating Committee members for late March or early April. Chair convenes additional calls/meetings with Committee members as needed through May, keeping in touch with members between meetings via email. The LYRASIS Director of Collection Services and Community Supported Software can supply a toll-free number and access code that can be used for all Nominating Committee meetings.

April

• Early April: Nominating Committee reviews, revises as needed, and posts calls for nominations to fill any vacancies on the Governance Board, TAC, and UAC.
  • Call for Nominations for Governance Board Elections - Email Template
    
  • Call for TAC Nominations - Email Template
    
  • Call for UAC Nominations - Email Template
    
  • Guidelines for Nominating Committee Chair:
    • Select a submission deadline for nominations towards the end of April, generally the last Friday.
    • Aim to post the calls for nominations sometime during the first week of April (avoid April Fool's Day).
    • As noted in the templates, the calls for nominations should be posted to the ArchivesSpace User Group mailing list and Member Representatives mailing list. LYRASIS staff can provide assistance with posting privileges and postings.
• Mid to Late April:
  • While waiting for the general membership to submit nominations in response to the calls posted to the mailing lists, Nominating Committee members should also confer on possible nominees to fill required vacancies and contact those whom they think would make candidates to solicit their interest. Since the general calls for nominations may not yield a sufficient number of sufficiently qualified nominees, it is vitally important that the Nominating Committee take an active role in identifying qualified candidates and encouraging them to consider accepting nomination on behalf of the Committee.
    • When identifying possible candidates, Nominating Committee members should 

• Appointment to TAC, UAC and the Board is tied to an individual not an organization so it's not transferrable between staff within an organization. 
• For the Board and Nominations Committee the Bylaws specify that membership is also contingent on the membership level of the individuals organization. Previous Nomination Committees have also tried to explicitly ensure that UAC and TAC also include members from different organizations levels but doing so is not mandated in the Bylaws.
• For the TAC only (not the Board or UAC), the Bylaws include a specific statement that non-members may serve on TAC. Brad recalls the original logic for this being to enable tech staff not part of member orgs but who are actively engaged in development to contribute to TAC activities. 

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