State Advisor Elections

Background

The Advisory Council plays a crucial role in advancing the goals and strategies of the National Asphalt Pavement Association by providing valuable insights and recommendations to the Board of Directors. The State Advisors are responsible for representing the interests and concerns of the asphalt pavement industry within their respective state, reviewing reports, and supporting advocacy initiatives.

This democratic process ensures that the Advisory Council is composed of dedicated members who are committed to the advancement of the asphalt pavement industry and are capable of effectively representing their peers and the association's interests. Their role is vital in advising the Board and shaping the strategic direction of the association.

Eligibility Criteria

Candidates for the Advisory Council must:

• Have broad knowledge of the asphalt pavement industry's operating environment.
• Demonstrate a commitment to advancing the association's programs, events, and strategic goals, in addition to indicating a willingness to participate in NAPA activities, attend NAPA meetings, and participate in joint and your region’s Advisory Council meetings (3 times annually).
• Be current NAPA Producer members in good standing.

Term Length and Limitations

• Members are elected to serve a three-year term.
• Members may be elected to additional and consecutive three-year terms following the standard nomination and election process.
• Max of 50 State Advisors (1 per state).

Election Cycle

• Elections are held annually, with approximately one-third of the State Advisors up for election/reelection each year to balance continuity with opportunity for new State Advisors to serve.
• The term year runs from January 1 to December 31.
• No more than 10 representatives from a single company can serve on the Council concurrently. In the event an organization has more than 10 delegates elected to concurrently holding office, NAPA staff will talk with the company’s Authorized Representative to confirm which of the nominees should hold the company’s 10 seats.  Multi-state members will be asked to help fill vacant State Advisor seats.

Election Process

1. Nominations
   • Announcement of all expiring State Advisor terms and a call for State Advisor nominations will be communicated via NAPA media, email, and at the Advisory Council’s July (Midyear) meeting and the SAPA Summer meeting (August).
   • State Advisor candidates meeting the eligibility requirements may be self-nominated or nominated by a peer, SAPA Executive/Board, or by NAPA staff.
   • All nominations appearing on the election ballot must be received by the last business day in August, unless otherwise stated in the call for nominations. Designations (self-nominated, peer-nominated, SAPA-nominated, NAPA-nominated, or incumbent) will appear on the final ballot for each candidate. 
   • All nominations must include a 250-word or less overview of why they want to serve, a description of critical issue(s) impacting the industry in their state, a headshot to accompany their name on the ballot, and an optional peer/industry recommendation.
2. Verification  
   • NAPA staff review all nominations to ensure candidates meet the eligibility criteria and are willing to serve.  
   • Since some State Advisors sit on SAPA Boards or attend Board meetings, NAPA staff will provide a list of candidates seeking election to SAPA Executives for verification.  
   • Eligible candidates are then confirmed, notified of their status, and added to the election ballot.
   • Ineligible candidates will be contacted by staff/Authorized Representative.
3. Election Communication  
   • The full membership along with the SAPAs will be notified of the upcoming election via email; however, only Producer ARs are permitted to vote in the election. 
4. Voting
   • Voting opens each September and lasts for two weeks, unless otherwise stated in the call for nominations and election announcement.
   • Only the Authorized Representative of each NAPA Producer member in good standing is eligible to vote. Voting is conducted through a secure online platform.
   • The ballot will show all candidates in each state running for election to the Advisory Council. 
   • Each Authorized Representative may cast a vote for one candidate in each state with an open State Advisor position on the council. Authorized Representatives may cast votes for candidates in any state in which their company conducts business or they may abstain from a vote in any state.
5. Vote Counting
   • Votes are counted electronically by the secure online platform to ensure accuracy.
   • NAPA staff oversee the counting process.
   • The candidates with the highest number of votes in each state are elected to the Advisory Council State Advisor position, subject to the 10 representatives cap rule. 
6. Announcement of Results  
   • Results are announced within two weeks after voting closes.
   • In the event of a tie, a run-off election will be held for the tied candidates, within 3 weeks.
7. Orientation and Onboarding
   • Newly elected members participate in an orientation session (generally a luncheon) during NAPA’s Annual Meeting in January/February. The session will be led by current NAPA Chair, Advisory Council Chair, NAPA President & CEO, and Senior Vice President of Membership. All NAPA National Officers will be invited to attend and participate.  
   • This session covers responsibilities, current initiatives, strategic goals, and advocacy requests.
8. Commencement of Service
   • Elected members officially commence their service on January 1 and serve through December 31, for a term of 3 years.
9. Vacancy
   • Vacancy of a State Advisor position on the Advisory Council shall be filled by the First Vice Chair (who also serves as Advisory Council Chair) and is subject to approval of the NAPA Board of Directors.
   • Advice from the SAPA Executive in a state where the State Advisor position is vacant will be sought, but a formal election process will not occur.  
   • Appointees serve out the unexpired term and are not subject to the election process until the prior State Advisor’s term is fulfilled.