Chartered groups of the University of Houston Alumni Association (HAO) are required to schedule, plan, and implement an annual meeting to be attended by their members each fiscal year. To coincide with HAO's administrative year, terms of office run from September 1st through August 31st. It is highly recommended that officers serve no more than two (2) executive terms as president.
The annual election meeting agenda must include:
- Formal announcement of election of officers
- A report of the group's activities for the past year
- Plans for the administrative year
ELECTION PROCEDURES
In March or April, a nominating committee should be appointed to secure a slate of officers for the administrative year.
RECOMMENDED CHECKLIST
- Appoint a nominating committee.
- The nominating nommittee should consist of at least three (3) members of the Board of Directors.
- Ask Board of Directors for nominations of individuals who might be excellent candidates for available positions.
- Order a membership list from HAO and contact individuals who havebeen identified at earlier activities to measure their interest in serving on the board.
- Mail or e-mail an announcement about your annual election (or meeting/retreat) and board nomination procedure, and then follow up with individuals who express interest in the board.
- Prepare a slate of officers and board nominations to be elected by the board and general membership (May/June).
- Check the membership status of all current board members. All board members are required to be current annual or life members of the HAO.
- Hold elections at annual meeting (May - August).
- Overall format for annual meetings may vary according to each group's agenda. HAO suggests that a program be planned in conjunction with the annual meeting. A “business meeting” is not as attractive to most people. The group should select an attractive location, such as a private club, hotel, restaurant, or a board member's home in which to hold the meeting. A portion of the meeting should be fun and engaging.
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