McDaniel College
McDaniel College Alumni Council
Nominations and Governance Committee

Standing Rules of Procedure

I. Purpose
 A. The Nominations and Governance Committee shall be responsible for:
   1. Nominating alumni to serve as Members-at-Large of the Alumni Council; and
   2. Reviewing, discussing and recommending changes to the Constitution, Bylaws, standing rules of procedure for committees of the Council, and the structure of the Alumni Council.

II. Officers
A. The Officers of the committee are the Chairperson and the Vice- Chairperson.
B. The Chairperson shall be appointed by the President of the Association for a term of three (3) years.
C. The Chairperson shall be a member of the Alumni Association.
D. The Chairperson shall have the following duties:
1. In consultation with the Executive Secretary, schedule meeting dates, and times that are most convenient for the committee members;
2. In consultation with the Executive Secretary, create meeting agenda and record minutes of meetings;
3. Ensure that the conduct of the committee meetings, authority and actions are consistent with the Constitution and Bylaws of the Association;
4. Preside over committee meetings;
5. Delegate duties to committee members as appropriate;
6. Represent the committee on the Alumni Council;
7. Report recommendations and activities of the committee at Alumni Council meetings;
8. Serve as a member of the Council’s Executive Committee;
9. Consult with the President of the Association on matters relating to nominations and governance; and
10. Serve as the Parliamentarian to the Alumni Council
E. The Chairperson, in consultation with the President of the Association, shall appoint a Vice-Chairperson from the membership of the committee.
F. The Vice-Chairperson shall perform the duties of the Chairperson in the Chairperson’s absence.
G. The Chairperson, in consultation with the President of the Association, may appoint appropriate subcommittees.

III. Members 
A. Members of the committee shall:
1. Be appointed by the President of the Association; and
2. Be members of the Association.
B. The committee shall consist of at least seven (7) members.  It is the intent for the committee to have an odd number of voting members serving at any given time, excluding ex-officio members.
C. The membership should be configured in a manner that represents  a broad  spectrum of decades.
D. The terms of the members shall be staggered in a manner to ensure the desired representation described in Subsection C of this Section.
E. The term of a committee member shall be three (3) years or until a successor is appointed.
F. Committee members shall have the following duties:
1. Attend meetings;
2. Share information and express opinions on matters discussed by the committee;
3. Vote on matters presented before the committee; and
4. Disseminate relevant information to alums.
G. The President of the Association shall serve as an ex-officio (voting) member of the committee.

IV. Meetings
A. The committee shall meet at least two (2) times a year.
B. Meetings shall be held at a time and place most convenient for committee members.
C. For the purpose of attendance and voting, there shall be no proxies allowed at a Committee meeting.
D. Fifty percent of the total number of voting members will constitute a quorum.  The presence of the President of the Association shall count toward achieving a quorum.
E. Committee meetings shall be conducted pursuant to the current edition of Robert’s Rules of Order Newly Revised as they relate to the conduct of committee meetings.

V. Nominations
A. The committee shall meet at least once a year prior to March 1 to make recommendations to fill members-at-large vacancies.
B. Prior to a meeting where the committee will discuss nominations, the Executive Secretary shall:
1. Compile names of at least two (2) potential candidates for each pending vacancy by decade and discuss them with the Chairperson; and
2. After consulting the Chairperson, distribute a list of at least two candidates for each vacancy to the members of the committee.
C. The compilation shall include for each candidate, at least:
1. The year of graduation;
2. City of current residence; and
3. Involvement with the College as an alumnus and as a student.
D. The committee shall consider the candidates for each decade for which a vacancy needs to be filled separately.
E. The committee shall discuss each candidate and, if necessary, request additional information.
F. Once the committee is confident that enough information is provided, the committee may vote on each candidate and establish a list in preference order for each vacancy.
G. The chairperson shall designate a member or members of the committee to contact the candidates in preference order to confirm their interest and availability to serve as a member-at-large if appointed by the President of the Association.
H. Once candidates have been contacted and interest and availability has been confirmed, the Executive Secretary shall compile a final list to be distributed to the committee.
I. At the Spring meeting of the Council, the chairperson shall present the final recommendations of the committee for filling vacancies for the next term.
J. The chairman shall report to the committee the final action of the Council at the committee’s next meeting. 

VI. Governance
A. Changes to the Constitution or Bylaws of the Council may be suggested by the Council, the chairman of the committee, committee members or any member of the Association.
B. The committee shall periodically review the Constitution and Bylaws for necessary updates or changes.
C. The committee shall meet to consider such suggestions, and, when appropriate, vote on such suggestions at a committee meeting.
D. The committee shall periodically review its standing rules of procedure and consider updates or changes.
E. The committee shall provide a template for standing rules of procedures to other committees of Council.
F. If changes are made that effect the standing rules of procedures template, such changes shall be conveyed to other committees of the Council.
G. The chairperson shall report any recommendations voted by the committee to the Council at the Council’s next committee meeting.

VII. Authority
 The committee shall operate within the authority provided to it pursuant to the Constitution and Bylaws and as delegated by the President of the Association.