AFC Guidelines and Procedures for Elections and Candidacy

 


 Candidate Forms:  VP Position Form    President-Elect Position Form  


AFC Executive Officer Elections - Guidelines and Procedures

ABOUT AFC EXECUTIVE OFFICES
 
AFC Executive Offices Open Annually
Annually, the AFC elects executive officers to fill the positions of President-Elect, Vice President Elect for Commissions, and Vice President-Elect for Regions and Chapters.  Each Executive Officer-Elect will assume the full office at the end of the term as Officer-Elect but immediately begins service on the AFC Executive Committee.

Duties of the Executive Committee

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.

Executive Officer Code of Conduct

AFC Executive Officers are expected to:

  • 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 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 pertaining to 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 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 President at the end of his/her term.

 

  • Vice President for Commissions:  The Vice President for Commissions serves one-year and manages commission activities and as a liaison between the commissions and the Executive Committee. He/She shall advise persons seeking commission leadership of their responsibilities prior to accepting office, shall advise those who are elected of their responsibilities throughout their term of office, and shall work with those commissions who need assistance. In addition, this officer shall perform other duties assigned by the President. 

 

  • Vice President for Regions and Chapters:  The Vice President for Regions and Chapters serves one year and manages region-based activities. He/She shall serve as a liaison among Region Directors, Chapter Presidents, and the Executive Committee. He/She shall advise persons seeking regional directorships of their responsibilities prior to accepting their offices, remind those who are elected of their responsibilities throughout their term of office, review the annual goals and objectives of the regions, and work with those regions that need assistance. In addition, this officer shall perform other duties assigned by the President

 

  • Immediate-Past President: The Immediate-Past President serves for one year following his/her presidency, chairs the Nominating Committee, and may perform other duties as delegated by the President.

 

  • Vice President-Elects:  The Vice President-Elects serve one year.  To facilitate learning their role and the transition to becoming a Vice President, he/she assists the respective Vice President and performs such other functions as assigned by the President.


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
  • Vice President Elect for Commissions.  2 years. This officer will serve one (1) year as Vice President-Elect for Commissions and one (1) year as Vice President for Commissions
  • Vice President-Elect for Regions and Chapters.  2 years. This officer will serve one (1) year as Vice President-Elect for Regions and Chapters and one (1) year as Vice President for Regions and Chapters.

    Guidelines for Eligibility and Campaigning
     
  • Eligibility

    Any candidate for the offices 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 Chapter, 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 Chapter, 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

     

    Candidate Filing and Campaigning

    • Candidate filing deadline: Your Candidacy Eligibility Form with all required approvals and evidences of support must be submitted to the CEO no later than 5:00PM, June 15 annually.  The candidate MUST provide all supervisory approvals and required support evidence prior to the deadline. No exceptions.
    • Candidates are encouraged to declare candidacy status as early as possible to utilize the Winter/Spring meeting cycle to advance your candidacy.
    • Candidate names will be posted on the AFC website upon approval of the Nomination Committee and Board of Directors.
    • Candidates will be afforded the opportunity to promote their candidacy via the AFC web site and regular AFC statewide member communications. No email lists will be provided to any candidate.
    • Candidates are encouraged to attend Region, Chapter, and Commission meetings, and or promote themselves at these and other college or regionally-based member gatherings.
    • Campaigns must be conducted positively, focusing on the candidates’ strengths and platform. Negative campaigning is not permitted. The Nominations Committee reserves the right to determine if any candidate’s campaign activity is negative in content.
    • Propriety and decorum is expected at all times, when each candidate compares themselves to other candidates.  
    • Candidate literature, posters, promotional materials, and novelties can be distributed at any AFC chapter, region, or statewide events or meetings
    • Candidates shall be responsible for placement and removal of campaign materials, otherwise these materials will be discarded.
    • Campaign paraphernalia, which may include but is not limited to T-shirts, hats, pins, buttons, and stickers, may be worn by candidates and their supporters.
    • A Chapter may financially support a candidate for executive office not to exceed $2000.



    ELECTIONS AND VOTING PROCEDURES

    Election and Voting

    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 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 Candidate Eligibility Form.
    • Review complaints of candidate misconduct and make recommendations for resolution to the Executive Committee.
    • Review candidate appeals of elections misconduct and render final recommendation to Executive Committee.

    Candidate Eligibility Notifications Procedure

    • Candidates identified as not eligible shall be notified within 10 days of 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.

     

    Voting Process:

    • The executive officers of the Association shall be elected by a vote of the eligible membership in good standing.  Members in good standing are those who have paid their dues in full or in part through payroll deduction and are otherwise in good standing as of seven (7) calendar days before the commencement of the voting period. 
    • Members will be notified of their voting eligibility no less than thirty (30) calendar days prior to the start of the voting period. Chapters will be notified of their voting eligible members. Ineligible voting members must correct their standing prior to seven (7) calendar days before the commencement of the voting period.
    • The voting period is no less than fourteen (14) calendar days or more than thirty (30) calendar days and end no later than the day before the AFC annual business meeting.
    • Voting may be conducted using web-based technology or systems, or other balloting system as determined by the Chief Executive Officer, in consultation with the Executive Committee. Votes cast shall be verified, counted, and securely stored by the Association or its designated elections services provider.
    • No ballots other than the official Association ballots and no write-in candidate votes will be counted.
    • Any irregularities, questions, or concerns arising from the receipt of any ballot or vote identified by the Association or its designated election services provider shall be promptly referred to the Nominations Committee for resolution consistent with Association bylaws, policies, and procedures.
    • Candidates for executive office who receive a majority of the votes cast for their respective office shall be considered duly elected. 
    • A tie in the vote count for any executive office shall be resolved by a coin toss between the two tied candidates, or the drawing of a name in the case of three or more tied candidates, to be conducted by the Chief Executive Officer and the Chair of the Nominations Committee, in the presence of the affected candidates when possible, before the commencement of the Annual Business Meeting.
    • Newly elected officers shall be announced no later than the conclusion of the Association annual conference.