Nominating Committee minutes/records

[Guest Betty K]

In a national organization, a 3-member committee was appointed by the Board. There are no bylaws instructions, or other procedures governing the Nominating Committee internal process.

Committee solicited members as to interest/qualifications for the positions via club communication media, and provided a form which potential candidates were asked to complete, or use as reference if the individual chose to provide other written information. Members of the current BOD were requested to provide the same information as all other prospective candidates.

Individuals who completed form, or provided written information to committee were interviewed by one or all of the committee members.

Nominating committee met to discuss potential nominees, and reached unanimous agreement on a proposed presented to the membership, via correspondence from the Secretary.

The report to the membership thanked the members (no names) who had offered themselves as candidates, and provided some statistical information to indicate that the committee was pleased that there had been significant interest in serving the organization.

Members of the current BOD who were not included on the nominating committee's proposed slate and one prospective candidate who was also not on the nominating committee's proposed, are now demanding the committee provide a list by name of the individuals who expressed interest, all the individuals considered, the names of those who declined to accept nomination and records of the committee's meetings and email communications discussing candidates.

The committee believes that the report is the report and that names of those considered along with the committee notes are work product.

Is the BOD's demand supported in Roberts and/or as the report is actually for the membership, is there a provision that would support a member's motion to require the Nominating Committee to provide names of those considered, decline, etc?

Thanks,

Betty K

[Guest Edgar]

Is the BOD's demand supported in Roberts and/or as the report is actually for the membership, is there a provision that would support a member's motion to require the Nominating Committee to provide names of those considered, decline, etc?

The nominating committee is under no obligation to reveal its internal processes. I suppose the association could order it to turn over all paperwork but, if I was on the committee, I'd probably say, "What paperwork? We shredded everything once we prepared our report". And note that, while a committee might take notes, it usually doesn't prepare formal minutes.

[JohnR]

RONR says the records of a committee belong to the committee and no one else. Also—if this was a special committee to nominate candidates for the upcoming election, then it goes out of existence when its report is received and the members owe no further duty.