Nominations to the HMS Board of Trustees

The HMS Board of Trustees has adopted the following protocol for recruiting new members:

1. Identify skills and personal attributes that are needed for the board to function effectively and efficiently (an ongoing task of the Committee on Trustees).
   • Identify and make public the personal attributes and skill-sets that the board needs to have ongoing to function with optimal professional expertise, creativity, and collegiality.  (See Board Overview; Specific Professional Skills or Areas of Expertise Sought by the HMS Board; and Adapted NAIS Principles for Good Practice for the Board of Directors and for Individual Trustees)
   • Identify and make public the strategic goals and projects of the full board and its committees for the current year (and beyond) and identify and make public any other specific skill-sets that would be useful to achieve them. (See Board Committees)
2. Identify potential candidates whose skill-sets and personal attributes match closely with those that have been identified above.
   • Examine the current constituents of the Board Committees and of other school associations for possible Trustee candidates.  Note:  Participation on a Board committee or Hilltop association is a recommended prerequisite for consideration as an HMS board member.  However, exceptions should be made for recruits from outside the Hilltop community or for those whose specific expertise or experience is in immediate demand.
   • Make efforts to recruit members outside the immediate HMS community, including focused outreach to alumni and grandparents.
   • Institute a Board of Trustees Call for Nominations at a specific time each year (See Calendar for Nomination to the HMS Board).
   • Require prospective candidates to fill out a Candidate Information Form that asks for (1) the candidate’s current and past school affiliation and committee roles; (2) commentary on how the candidate feels his/her skills match the general and specific skills and attributes the board is seeking; and (3) what specific experience, work history, education, and/or professional affiliations the candidate has that will help contribute to the work of the HMS Board and its committees.
   • Forward the candidate’s application dossier to the Committee on Trustees, which will make recommendations to the full board on whether to proceed with the candidate’s application.
3. Invite the Trustee candidate to an information session (with the Committee on Trustees, Executive Committee, and Head) in which the following will be discussed:
   • How the board functions (whether the board is operational or strategic; how decisions are made; the Board Committee structure; and other documents included in a binder of general board information)
   • Board members’ responsibilities, expectations, and roles
   • The skill-set match perceived between the individual and the board’s work/goals
   • Where relevant, a timeline of a specific task to be accomplished.
4. Due consideration
   • Allow the Trustee candidates time to consider the position and ask questions based on their reflections.
   • Allow the Board Executive Committee and Committee on Trustees time to reflect on the conversation to determine whether the candidate is a good fit for membership on the HMS Board. 
   • If both parties decide to proceed, bring the Trustee candidate’s nomination to the full board for approval.

Calendar for Nominating Protocol

• September to October:  Identify prospective trustees, first recruiting those of interest on active committees. (This will be a year round goal, but the Committee on Trustees will use the early fall as a time to get a list of prospective candidates together).
• November to December:  Nomination forms due.
• January to March:  Committee on Trustees will respond to candidates and set up information sessions.
• March and April:  Committee on Trustees will recommend candidates to full board for election.
• May and June:  Newly elected members attend their first meeting and/or the board retreat (this is a good time for new members to gain perspective and context for next year’s work).