Nominating Committee Primer

San Francisco Pride Celebration Committee, Inc.

Committee Structure & Authority

The Nominating Committee is one of the standing Board Committees of San Francisco Pride.

Reference: 2.2 Committee Structure, lines 38-39

Key Points:

The committee is co-chaired by the President and Vice President
Co-chairs may delegate this responsibility to another member of the committee
All Board committees’ authority is limited by the Bylaws (Article 7, Section 1)
No one seeking nomination may serve on the Nominating Committee

Reference: 3.1 Nominating Committee Rules, line 18

Core Responsibilities

1. Strategic Board Recruitment

The Nominating Committee is responsible for identifying qualified candidates for the board by devising and implementing a plan for strategic board recruitment.

Recruitment Process:

Identify organizational needs and skill gaps
Develop targeted recruitment strategies
Reach out to potential candidates
Build pipeline of future board members

2. Diversity & Inclusion Goals

The aim of the Nominating Committee is to identify a diverse range of potential candidates so that, ultimately, the leadership of the organization reflects the diversity of the communities it represents.

Diversity Considerations:

Gender identity and expression
Sexual orientation
Race and ethnicity
Age
Disability status
Geographic location within San Francisco
Socioeconomic background
Professional expertise
Life experiences

Reference: 2.2 Committee Structure, lines 38-39

3. Specific Responsibilities

The Nominating Committee shall:

Board Profile/Assessment Matrix

Construct a Board Profile/Assessment Matrix identifying the talents and demographics desired on the Board

Profile Development

Develop profiles and script Profile Templates for ideal candidates

Candidate Sourcing

Research candidate sources
Develop referral networks

Prospect Engagement

First Contact: Made by the Board President (or designee) and 1 other committee member, in an informal setting to conduct a “pre-screen” and advise prospects of the process
Second Contact: Meeting with the committee as a whole (other Board members may attend)

Candidate Selection

Select potential candidates and recommend/endorse them for selection/election
Notify prospects of the Nominating Committee’s decision prior to the Board meeting

New Member Support

Ensure new board members receive adequate orientation
Provide continuing mentorship during their first year
Orientation conducted by: Board President, Executive Director, and assigned mentor Board Member

Reference: 3.1 Nominating Committee Rules, lines 20-28

Candidate Requirements

Meeting Attendance Requirement

All prospects must attend a minimum of 1 board meeting and 1 general planning member meeting to qualify for recommendation from the Nominating Committee.

Timing:

This must take place between first and second contact, OR
Be counted from previous meetings attended as a member in good standing

Reference: 3.1 Nominating Committee Rules, line 38

Board Recruitment Tools

Board Profile/Assessment Matrix

A comprehensive tool to identify:

Skills needed: Finance, legal, marketing, fundraising, event planning, etc.
Experience desired: Nonprofit governance, LGBTQ+ advocacy, community organizing, etc.
Demographics: Ensure board reflects community diversity
Current gaps: What’s missing from current board composition

Recruitment Pack

The committee develops a Board recruitment pack including:

Organization overview and mission
Board responsibilities and expectations
Time commitment requirements
Benefits of board service
Application/nomination process
Contact information

Reference: 2.2 Committee Structure, line 39

Orientation & Mentorship

New Board Member Orientation

Conducted by:

Board President: Governance and leadership
Executive Director: Organizational operations
Assigned Mentor: Ongoing support

Orientation Topics:

Organizational history and culture
Bylaws and policies
Committee structure
Board roles and responsibilities
Current strategic priorities
Financial overview
Event planning basics
Community relationships

Mentorship Program

Each new Board member is assigned a mentor who:

Serves as primary point of contact
Answers questions about board service
Helps navigate committee work
Provides guidance and support
Checks in regularly during first year

Reference: 3.1 Nominating Committee Rules, line 28

Committee Composition

Membership

The Nominating Committee consists of:

Board Members
Executive Director (non-voting)
Others appointed by the Board

Ineligibility:

No one seeking nomination may serve on the Nominating Committee

Reference: 3.1 Nominating Committee Rules, line 18

Executive Director Role

The Executive Director:

Is a member of the Committee
Assists the Committee with its work
Does not have voting rights

Reference: 3.1 Nominating Committee Rules, line 33

First Committee Meeting

At the first committee meeting following the October Board meeting, the committee should:

1. Co-Chair Confirmation

Confirm President and Vice President as co-chairs (automatic per bylaws)
Discuss whether co-chairs will delegate leadership to another committee member

2. Organizational Matters

Review committee scope and responsibilities
Discuss meeting schedule for the year ahead
Submit annual meeting calendar to staff by January 1

3. Board Composition Assessment

Review current board composition
Update Board Profile/Assessment Matrix
Identify skill gaps and diversity needs
Determine number of seats expected to be vacant at next AGM

4. Recruitment Strategy Planning

Establish recruitment timeline for the year
Identify target communities and skill sets
Plan outreach activities and events -Assign recruitment responsibilities

5. New Board Member Support

Review orientation program for recently elected members
Assign mentors to new board members
Schedule orientation sessions
Check in on newly elected members from September AGM

Suggested Meeting Cadence

Recommended Frequency: Varies by season

Year-Round (October-May): Quarterly (every 3 months)

Maintain board assessment
Network and relationship building
Pipeline development

Active Recruitment Season (June-October): Monthly or Bi-Monthly

June-August: Active recruitment, first contacts
September-October: Second contacts, candidate selection

Rationale:

Recruitment is seasonal, aligned with July-September election cycle
Intensive work required during recruitment season
Ongoing cultivation work continues year-round
Post-election orientation requires attention

Meeting Duration: 60-90 minutes (regular meetings); 2-3 hours (candidate interview sessions)

Annual Timeline

Year-Round Activities

Maintain board profile/assessment matrix
Network and identify potential candidates
Cultivate relationships with prospects

Spring (March-May)

Assess current board composition
Identify upcoming vacancies
Update recruitment priorities

Summer (June-August)

Active recruitment and outreach
First contact with prospects
Facilitate meeting attendance

Fall (September-October)

Second contact and committee meetings
Final candidate selection
Present recommendations to Board
Support appointed board members through election process

Post-Election (November-December)

Conduct orientation for new members
Assign mentors
Begin mentorship program

Key Deadlines:

January 1: Annual meeting calendar due to staff
July General Member Meeting: Board nominations open
August General Member Meeting: Board nominations close; candidates must declare intention to stand
20 days before AGM: Notice of AGM sent to membership
15 business days before AGM: Candidate written statements due
September AGM: Board elections

Reference: Annual Timeline

Best Practices

Proactive Recruitment

Begin cultivating candidates well before vacancies occur
Build ongoing relationships with community leaders
Attend community events to meet potential candidates

Transparent Process

Clearly communicate expectations to prospects
Explain timeline and process upfront
Provide feedback to all candidates

Inclusive Outreach

Reach beyond traditional networks
Actively recruit from underrepresented communities
Remove barriers to board participation

Ongoing Development

Support current board members’ growth
Identify future leadership potential
Create succession planning strategies

Key Documents to Review

2.2 Committee Structure - Committee scope and authority
3.1 Nominating Committee Rules - Detailed committee rules
3.2 Procedures for Nominating and Electing Directors - Election procedures
2.4 Board Agreement - Board member expectations
B.06 Board Responsibilities - Board duties

Document Prepared: January 4, 2026