Nominating and Ballot - Minutes - March 1, 2021

Nominating and Ballot Committee meeting #2 

March 1, 2021, 11am to noon via Teams 

Present:

Chris Bohling (LFSA Exec rep), Jim Richey (on 1st of 2 year term), Sunita Gandhi (Chair, on 2nd of 2 year term),  Lars Leon (Secretary, on 1st of 2 year term) 

Agenda:

We need to get ready for governance elections and gather information to be ready for the appointment procedures.  

1) Chris reports LFSA Exec envisions all normal elections – time, being online. We should start collecting list of who on  what committees now. Be ready to create lists for Qualtrics. Put out a call for nominations. • Target date should be to have a slate of candidates identified by April 15 with a ballot out by the first week of  May. We then give people two weeks to vote with voting done by May 17. Our Code calls for winners to be  announced by June 1. 

• After we have worked through elected committees we then need to work on committees with members who  are appointed. LFSA Exec talking about this on how much they do and N&B does. 

2) LFSA Exec is considering what to do about Planning & Resources Committee (PRC) which is on hiatus • They have asked Salaries & Benefits to take on some of PRC duties while also investigating the need to re form the PRC for at least the next FY. It could help to have governance involved with some budget  discussions going on. 

• LFSA Exec will take the idea to LFSA General Assembly meeting which Chris is trying to schedule for early  April. They are not sure if we need the LFSA Body to vote to bring out of hiatus or not. They at least want a  discussion of the Body. 

• PRC is an appointed committee (2 LSA, 2 LFA, ex-officios). So the only way N&B is involved is if it is  determined if we need a vote by the Body and whether we need to help identify volunteers. LFSA Exec will  discuss this at their next meeting March 15. 

3) Handling approved committee minutes 

Lars reported on upload procedures for our minutes and final report from Michelle Curttright. After  committee approval, secretary uploads minutes (naming convention NominatingAndBallot_Minutes_20210301) to the following page. Michelle then grabs the files on Fridays. LFSA Webmaster Sharepoint site

Comments to keep in mind 

• See committees at lfsa.ku.edu/committees (Michelle has worked to make sure these are accurate). • Most appointments are two year terms (unless replacing someone to fill out a remaining year). • LCPT members elected to 3 year terms. 

• LFA, LSA Exec positions all one year except Vice-Chair who serve for two years Vice-Chair, and then Chair the  next year. 

Actions

What 

By whom 

By when

Sunita copied list of committees into our Team site. We will use it to create  a list of election and appointments needed that contain all memberships  and terms. 

1) Build list of elected and appointed positions – who remains, positions to  elect, to appoint. Get to Chris. 

2)Chris emails committee chairs to confirm information with deadline 3/15 3) Chris informs N&B 3/15

#1 Sunita, Jim,  Lars (LCPT,  

SLPTR info)

#1 by March 3  morning

Review draft meeting minutes (*Send edits and confirm by Thursday noon  IF possible. If not, can slip to next week).

Chris, Sunita,  

Jim

Thursday noon*

Upload approved meeting #2 minutes 

Lars 

Within 1 day of  approval

Review the Code for any election, appointment related points 

Sunita, Jim, Lars 

By 3/15

LFSA Exec discusses how much they work on appointment volunteers  versus N&B Committee. Inform N&B.

Chris 

By 4/15