Everything You Wanted to Know About Nominating Committees

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The Nominating Committee is a special committee that holds the key to a successful PTSA. It is responsible for presenting the best-qualified candidates to serve as the elected officers who will lead your PTA next school year.

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What is a Nominating Committee?  
The nominating committee is a group of 3 PTA members who are elected for the purpose of finding enthusiastic and qualified volunteers to serve on the PTA’s executive committee! The Nominating Committee members must be elected at a general membership meeting at least 30 days before the officer elections. Members of the committee cannot be appointed by the PTA President or the Board of Directors. The PTA president nor the principal may serve on the committee or participate in the committee deliberations. ​

Why Do We Need a Nominating Committee?  
​Depending on the length of term for your executive committee that is laid out in your Standing Rules (your PTA can choose to have officers serve for a 1-year or 2-year term), there is the possibility that executive committee roles on local PTAs will be elected each year. Having a nominating committee is the best way to make sure that each volunteer is qualified, excited, and ready to serve. The goal of the committee is to seek the most qualified candidates for each elected position for the next school year (beginning July 1). It is a vital committee because it has the power to shape the nature of your PTA and to set you up for future success.

Remember! Electing a nominating committee is also a part of your Standards of Affiliation Agreement with WSPTA and is a key marker in remaining in good standing during the fiscal year! 

Who Should Be On The Nominating Committee? 
Nominating committee members should:

• Have a strong knowledge of the PTA goals needs and culture.  
• Possess tact, integrity, discretion, and the ability to hold their own counsel. 
• Demonstrate sound judgment and skill in evaluating potential nominees. 
• Have the courage to express their ideas and defend their convictions. 
• Represent the diversity that is present in the community and student population. 

​Nominating committee members:

• May not serve on the nominating committee for more than two consecutive years.  
• May not be the President or Principal. 
• Must have been a PTA member for at least 15 days preceding the election.  ​

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When Should We Elect Our Nominating Committee? 
Elect the committee early in the school year so they have time to locate the best candidates! State guidance suggests that the Nominating Committee be elected at the first meeting of the school year. If you have not done that yet, make it a goal to elect the committee at your next General Membership meeting.  The nominating committee is discharged from service after the executive officers are declared elected. ​

What Happens During a Nominating Committee Meeting: 
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Before a nominating committee can get to work, the President should conduct an orientation with the members to provide with either paper or digital version of:  

• The Nominating Committee and Elections Handbook can be found on the WSPTA Leadership Guide page.
• The current membership roster. 
• The WSPTA Uniform Bylaws.
• Local PTA standing rules. 
• Job descriptions for all open positions. 
• Previous nominating committee reports or examples of nominating reports to use as a guide. 
• A calendar of meetings and the date that the slate of candidates is due to the members (at least 15 days prior to election).  

 * Note: After the orientation, the President must not be involved in the Nominating Committee process or selection of officers.  

​During the School Year - While serving on the nominating committee, members: 

• Select a Chair from among the members of the committee. 
• Review the roles that need to be filled.  
• Review and discuss any potential candidates. The committee must have honest discussions about individuals being considered for nomination. 
• Keep their work and information about the candidates confidential, and the group should discuss what confidentiality means.  
• Give all candidates the same scrutiny and evaluation. 
• Consider recommendations from their PTA community. (Advertise that you are looking for candidates!)  
• Ensure that the candidate is eligible for nomination (see below - who can be nominated).  
• Check relevant dates and deadlines and set themselves a schedule of goals and meetings that will meet the needs of the PTA.  

At the Elections:  
The chair (or another member) of the nominating committee reports the committees’ recommendations to the membership during a membership meeting.  A script of what should be said and how to conduct elections can be found in the Washington State PTA Nominating Committee and Elections Handbook. ​

Who Can Be Nominated:  
The candidate should be the person the committee thinks will best fill the role! Additionally, the candidate must:  

• Must be a PTA member for at least 15 days preceding the election. It is the responsibility of the nominating committee to confirm this.  
• Must be at least 18 years old. 
• Must be willing to attend required PTA training for the position to which he or she will be elected. 
• Must be enthusiastic, supportive, and believe in the mission of PTA.  
• Should have time for the necessary level of priority and commitment. 
• Should have good relationships with people in your community. 
• Must be fair, objective, and able to put personal interests aside to the well-being of the PTA. 
• Should have previous experience in PTA, though other experience may also be considered.  

 
Additional Things to Consider:  
* Candidates who wish to have co-officer positions can be considered together if both candidates agree to prior to the election.  
* Individuals should not be nominated by the committee just because someone is interested in or has volunteered for a position. The nominating committee should only nominate candidates whom they believe would be qualified candidates as described above.  
 * Current officers should be evaluated just as you would any candidate. If the committee finds a more qualified candidate, the committee should nominate the more qualified person. People are not guaranteed a nomination the second year. 
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What Is A Nominating Committee Report?  

• The nominating committee report is the written report of the candidates given to the membership at least  15 days prior to the election. The report must be dated and signed by all Nominating Committee members. The report should be shared widely with all PTA members as well as the notice of the upcoming election. This report is only a suggested list of candidates for your membership to consider. Your PTA must also allow people to self-nominate for each role as well. Every qualified person has the right to be nominated from the floor or during a self-nominating period if they wants to run for office and is not on the nominating committee’s slate of candidates. 
• The nominating committee report is read aloud at the General Membership meeting in which the election is to be held. You can find more information about how to conduct elections in the Washington State PTA Nominating Committee and Elections Handbook. ​

Can a Member of the Nominating Committee Run for a Position? 
Yes! But the member should recuse themselves from all discussion about their nominations and discussion of other potential nominees for that same position. 

What If You Cannot Find a Candidate for a Position? 
The committee can leave the position vacant by writing "Open" on the report. Someone may self-nominate during the election or during the self-nomination period. Additionally, your PTA may appoint a person to fill in until a long-term candidate can be elected.  
Here are a couple of ideas to broaden your reach when searching for candidates:

• Be sure to market your PTA! Let your community know what your PTA is doing to support them, the school and the students. The more they know about you, the more likely they will want to join your awesome team.
• Reach out to incoming families! If you are a secondary school, reach out to your feeder school PTA’s to put the word out that you are looking for recommendations for nominations. If you are an elementary school, consider reaching out to families of incoming kindergarteners. There’s no better way to get to know a school and its administration than volunteering for a PTA position!
• Hold an “Open House” type event. Whether virtual or in-person, this type of event is great for introducing people to your PTA and answering questions about PTA elected positions and their function.
• Make a personal ask. Do you know someone who you think would be great? Reach out to them and have a one to one conversation about why you think they would be the perfect fit.
• Advertise your search for candidates EVERYWHERE! Put it on your website, put it in your newsletter, post about it on all your social media channels (Facebook, Instagram, Twitter, TikTok, etc.), send an email directly to your members, or even send snail mail (like a postcard) to your members. 

​What if you STILL can’t find a candidate for a position?

• If there is an open position on your slate of candidates, you can leave that position vacant. At an in-person meeting, the president will ask if there are any nominations from the floor. In the case of a virtual election, there will be a period of time allowed for self-nominations prior to the membership meeting that mimic the function of “nominations from the floor”. Someone may step forward. 
• Consider whether you have enough time to continue your search. Can you send out another call for recommendations for nominations?
• If a position remains open, it is possible, depending on what is stated in your Standing Rules, for your Board of Directors to appoint a person into that position in the interim. The search for a candidate can continue with the hopes that someone can be elected at the next membership meeting.
• If you have some officers willing to stay on as interim, try again at the beginning of the next school year. People may be willing to jump into something new in September than at the end of a long school year when they’re looking forward to summer break.

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More Questions?  
Contact......
VP of Secondary Support:  [email protected] 
VP of Elementary Support: [email protected] 

*updated article in 11/2024*