Terms of Reference
The Nominations committee is struck once per year in September and functions until the close of the election. The committee is tasked with overseeing the annual Board of Directors elections process including:
- Reviewing the Elections Procedure prior to implementing
- Setting of timelines for the election
- Updating the application for nominations package
- Planning for recruitment of qualified applicants as nominees
- Reviewing nomination applications that are received to ensure they meet the requirements
- Reviewing the ballot that will be presented to members for voting
- Making recommendations for changes to the Election Procedure for the subsequent year
The Nominations committee shall consist of at least one member of the Board who is not seeking election and one member who is not on the Board of Directors as well as a Returning Officer. All positions are appointed by the President at the September Board meeting.
All information handled by the committee is to be considered strictly confidential.
Term of Office
Membership is for the 2-3 month term necessary to run the election.
Performance
If unable to attend, notice is to be provided to the Returning Officer and following the meeting minutes and action items are to be reviewed and followed up on as required.
Meetings
Schedule of Meetings:
Nominations Committee meetings will be held as required and as agreed by the committee.
Meeting Format and Agenda:
Meetings be held by remotely accessible means: for example telephone conferencing, web conferencing, video conferencing.
All reports, documents and outputs of the committee are the property of PEMAC.
Documentation
All current reports, documents and meeting minutes related to this sub-committee will be stored on the shared drive with access by the Nominations Committee, Returning Officer and Executive Director only.
Quorum
No business may be transacted by the Committee except at a meeting of its members at which a quorum is present. A majority of voting members constitutes a quorum.
A meeting may proceed without a quorum for information sharing purposes but no decisions will be taken.
Recommendations and Decision Making
The committee will strive for consensus in its decisions. However majority vote (51%) of the quorum will suffice.
Reporting
- The Nominations committee will report to the Board of Directors as follows:
- In the form of written report containing recommendations on matters addressed by the Returning Officer attending the Board meeting to relay the information.
- At any other time on relevant issues through the Returning Officer.
- All recommendations, directions, decisions and resolutions of the Committee shall be recorded in the minutes of the meetings of the Committee; such minutes will be circulated to the members of the Committee prior to the next meeting.
The Board of Directors will have the final authority to accept or reject the recommendations of the Committee.
Status: Proposed 11/20/2019