Annual Requirements
Nominations
The nomination procedure for Club positions is the process whereby club members can put themselves forward or nominate others to stand for positions on the Club’s Management committee/Board or other volunteer positions within the Club.
It is important to note that the nomination procedure is defined by the Club constitution. The nominations form, defined by the Club Management Committee or Board for club. All positions must be endorsed at the club’s AGM. This ensures that the process is fair and transparent, and that all club members can participate in the nomination and election of committee members and other volunteer positions.
The nomination procedure generally involves the following steps:
| Notification | The club must notify members of upcoming committee elections and the nomination process as outlined in their constitution. |
| Eligibility | The club should outline the eligibility criteria for each position, including any qualifications or experience required This has to be completed in-line with your constitution, regulations/by-laws and membership categories to ensure the nominees are eligible for the position they are holding |
| Nominations | Members can nominate themselves or others for committee positions or other volunteer roles. Nominations should be submitted to the club in the prescribed form, as per their constitution, to the relevant person |
| Acceptance | Once nominations close, the club should confirm the acceptance of each nominee and verify their eligibility for the position. Note: members should be advised if their nomination was accepted or rejected. If rejected, they should be told reasons why e.g. not financial |
| Voting | If there are more nominees than positions available, the club will hold a vote at the AGM to determine the successful candidates. |
| Endorsement | Once the voting is complete, the successful candidates will be endorsed by the members present at the AGM. |
| Update in Surfguard | Once the new officer bearers have been endorsed, they must be updated in Surfguard click here for instructions |
It is important to note that the nomination procedure can vary from club to club, depending on the club’s size, structure, and needs. Some clubs may have additional steps in the process, such as interviews or reference checks, while others may allow for nominations from the floor at the AGM.
| Club Tip If there is one nomination for a position that has been received prior to the AGM, the members do not have to automatically accept the nomination and the members can request a ballot or vote for this position. If it is not endorsed the position can be left vacant and called for again as per the club rules. |
Nominations from the Floor
In some Clubs Constitutions, nominations from the floor can be made during the Annual General Meeting (AGM), but their endorsement does not have to occur on the same evening. The voting members have the option to endorse the nominated individual after completing eligibility checks, or they may choose not to vote for that person at all.
Vacant positions
If there are vacant positions after the AGM, the club may either
- call for these positions again and complete the nominations process as per the requirements of the constitution/ regulations. OR
- The Management Committee can fill the vacant position
Club constitution will dictate the option the Club should take.
| Club Tip During the President’s election year, it is essential for the club to ensure that either the deputy president or an endorsed representative takes responsibility for overseeing the nominations process for the President. This practice helps maintain impartiality and transparency when the president is up for re-election. |
For for an overview on a nominations procedure, please click here.
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