AFC Guidelines and Procedures for Executive Officer Elections: Candidacy, Nominations, Voting

CANDIDATE FORMS:  President-Elect Position Form  

President-Elect Position

Deadline for Nominations: Sept. 30, 2024 at 5:00 pm

Submit to Nominations Committee C/O Eileen Johnson at [email protected]

EXECUTIVE OFFICERS

Members of the Executive Committee are the primary governing body of the AFC.  All matters come through the Executive Committee before being brought to the Board of Directors.  The Executive Committee also serves as the Finance and Human Resources committee of the Association and approves the annual operating budget in collaboration with the CEO, prior to ratification by the Board of Directors.  The Executive Committee approves the engagement of legal counsel as needed to represent the Association for any and all matters that require such assistance.  Often the Board of Directors will delegate authority to the Executive Committee to act on its behalf when the Board of Directors is not in session provided all such actions are brought to the Board of Directors for ratification.

Expectations for AFC Executive Officers
The AFC Executive Officers together shall serve as a whole in the best interests of the organization, its mission, established strategic goals, and its membership. Each officer has a clear and overriding expectation to engage in the advancement and promotion of the AFC and membership recruitment activities. Officers are expected to demonstrate initiative both individually and as a whole in meeting annual goals and supporting activities of the AFC.  Specifically, this expectation involves the following: 

• Commit the requisite time, energy, and knowledge to fulfill duties; 
• Demonstrate a mindset to present ideas and opportunities for AFC programs and member services; 
• Demonstrate and model leadership for recruiting other members to become executive officers;
• Participate in all AFC statewide events annually.
• Attend all AFC Executive Committee and Board of Directors meetings. 

AFC Executive Officer Code of Conduct:

• Listen carefully and respect the opinions of all members of the Executive Committee, Board of Directors, and members.
• Respect and support the majority decisions of the Executive Committee and Board of Directors.
• Participate actively during all meetings and engage proactively in your role.
• Alert the Executive Committee and Board of Directors to any issues that may have an adverse effect on the Association or its members.
• Refer any member complaints through the chain of command.
• Work in partnership with the Chief Executive Officer to carry out the AFC’s annual work plan. 
• Ensure that the Association is well maintained, growing, and always operating in the best interest of its members.
• Strive to learn more about executive office responsibilities and how to do the job better.
• Declare any conflicts of interest with issues that may come before the Board of Directors .and avoid voting on such issues.
• Adhere to all AFC policies.
• Maintain confidentiality in business, financial, human resources, and other discussions and proceedings of the AFC.
• Do not use any part of the Association for their own personal advantages or for the personal advantages of their friends and/or relatives.
• Respect the established communication protocols with the President, Standing Committee Chairs, and the Chief Executive Officer. 

Duties and Terms of the Executive Officers

• President.  The President is the Chief Elected Officer of the AFC and represents the AFC in matters about the Association.  The president presides at all meetings of the Board of Directors and Executive Committee of the Board and coordinates agenda material with the Chief Executive Officer.  The President appoints the Parliamentarian and members of Standing Committees and other committees as authorized by the bylaws. He/She works with the Chief Executive Officer to see that basic policies and programs which will further the goals of the Association are planned, formulated, and conducted annually.  The President also promotes interest and active participation in the Association on the part of the membership and reports activities of the Board and the Association to members by means of letters, publications, or speeches and presents a report at the annual conference. With the Chief Executive Officer, he/she acts as spokesperson for the Association to the press, the public and legislative bodies. In conjunction with the Chief Executive Officer, the President helps, recommends, and seeks approval for an annual budget and sees that the finances of the Association are audited annually.  The President is responsible to the Board of Directors and to the membership, ensuring that the programs and policies of the Association reflect the needs and aspirations of the membership, and consulting and advising with the Chief Executive Officer on all matters pertaining to Association policies. The President is the ultimate spokesperson on all matters on behalf of the Association. The President serves one year. 

• President-Elect.  The President-Elect performs the duties of the President during the President’s absence. Additionally, the President-Elect coordinates the activities of the Standing Committees and shall serve as a liaison between those committees and the Executive.  The President-Elect shall accompany and/or assist the President as he/she carries out the duties of that office.  The President-Elect shall serve as the Chair of the Nominating Committee and perform those and other duties as assigned by the President. The President-Elect serves one year and assumes the office of the President at the end of his/her term.

Executive Officer Commitment
Recognizing that the official term of office for each elected office is one year, the following officers will serve the following commitments as an Executive Officer: 

• President-Elect. 3 years.  This officer will serve one (1) year as Elect, one (1) year as President, and one (1) year as Past-President

Guidelines for Eligibility and Campaigning

Eligibility
Any candidate for the office of Vice President-elect must meet the following eligibility criteria:

1. Be an AFC member in good standing for not less than three (3) consecutive years;
2. Has performed a leadership role in a Chapter, Commission, Standing Committee, or Region.
3. Demonstrates a record of active participation in Commission, Region, and/or AFC statewide activities and events.
4. Obtains letters of approval from his/her supervisor and college president.
5. Obtains letter of support from his/her chapter, region, and/or commission
   

Any candidate for the office of  President-elect must meet the following eligibility criteria:

1. Be an AFC member in good standing for not less than 3 consecutive years;
2. Served as a member of the AFC Board of Directors (Executive officer, Commission Chair, or Region Director) for at least one year within the immediate three years prior to running;
3. Demonstrates a record of active participation in Commission, Region, and/or AFC statewide activities and events.
4. Obtain permission and support from my college president to serve if I am elected.
5. Obtains letter of support from his/her chapter, region, and/or commission

Candidate Filing

• Candidate filing deadline: Your Candidacy Eligibility Form with all required approvals and evidence of support must be submitted to the CEO no later than 5:00 PM, Sept. 30.  The candidate MUST provide all supervisory approvals and required support evidence prior to the deadline. No 

NOMINATION PROCEDURES

Formation of the Election Committee:

• The AFC Nominations Committee, chaired by the Immediate Past-President, serves as the Elections Oversight Committee in consultation with the Executive Committee exclusive of anyone who is a candidate for an executive office.  Members of the Nominations Committee should be representative of each of the five regions and approved by the President.
  

Duties of the Nominations Committee Chair: 

• The duties of the Nominations Committee Chair include, but are not limited to, the following: 
• Review Candidate Eligibility Forms and accompanying materials, and ensure verification of membership prior to the approval of candidates.
• Ensure candidates review the AFC Executive Officer Election Guidelines. 
• Submit names of nominees to the Executive Committee for approval.
• Provide guidance to committee members as needed.
  

Powers of the Nominations Committee:

• The Nominations Committee has the authority to determine the initial eligibility of any declared candidates.
• Determine candidates’ eligibility status within five business days of receipt of the Candidate Eligibility Form.
• Review complaints of candidate misconduct and make recommendations for resolution to the Executive Committee.
• Review candidate appeals of election misconduct and render a final recommendation to Executive Committee.
  

Candidate Eligibility Notifications Procedure

• Candidates identified as not eligible shall be notified within 10 days of the determination by the Chief Executive Officer.
• Candidates may appeal ineligibility in writing to the Chief Executive officer within five (5) days of receiving notice of ineligibility.
• Ineligibility appeals will be reviewed by the Nominations Committee with recommendations to the Executive Committee for final action.