Global Representatives

Purpose

This policy articulates a process to select and define responsibility of the individuals for the global representative roles.

Positions:

• An individual to be the primary representative to the GFMAM;
• An individual to be the primary representative to the WPiAM;
• An individual to be the secondary representative to the GFMAM to support the primary representative and to be mentored by the primary representative; and
• An individual to be the secondary representative to the WPiAM to support the primary representative and to be mentored by the primary representative

The secondary representatives will assume the roles of the primary representatives when the primary representative’s term ends.

Term

These positions are for 3 year terms, ideally they will be staggered to support aforementioned mentorship for clear succession.

The next representative will be selected in advance to enable a smooth transition from the secondary representative role to the primary representative role.

Individuals may reapply when their term ends.

If an individual resigns during their term, the positions may be back-filled on a temporary basis or posted at the discretion of the Board of Directors.

Appointed representatives are eligible for election to executive roles with these global bodies. If one of the PEMAC representatives is elected to an Executive Position, their PEMAC representative role may be extended to the end of the elected position term at the discretion of the Board of Directors.

The representative must check with the Board of Directors in advance of an upcoming election as to whether extension of their term would be considered.

The representatives must notify the global bodies of any limitations on their term as PEMAC representative  in advance of the global election.

Role Description

The role descriptions, to be reviewed each time the position is to be filled, and are currently as follows:

• Attend all relevant meetings with the view to finding meaningful ways for PEMAC to contribute to the value and prestige of those organizations. 
• All representatives are welcome and encouraged to attend all online meetings.
• The primary representative will attend the remote in-person meetings, or where necessary, delegate that responsibility to the secondary representative.
• Ensure that regular reports on the progress, opportunities and challenges of global efforts and ongoing operations of the global bodies are made to the PEMAC Board of Directors and members. 
• The primary representative will cast the association’s vote when so required. 

Selection Criteria

• Knowledge of PEMAC strategy and interests
• Professional, ethical, and transparent in supporting PEMAC interests
• Knowledgeable in PEMAC governance and conflict of interest policies
• Competent with breadth and depth of maintenance, reliability and asset management knowledge to demonstrate credibility of PEMAC and its members
• Collaborative, respectful
• Experience working in culturally diverse teams
• Dedicated and prepared to undertake necessary effort that may be required to advance the global efforts
• Demonstrated presentation skills

Selection Process:

• With sufficient time to support development of the secondary representative, a selection team will be struck to review the role description, post the opportunity and carry out the selection
• The selection team will be made up of the Executive Director, an elected Director who does not intend to put their name forward to volunteer, and one person who is not on the Board of Directors
• Where possible, at least one selection committee member will have been a global representative in the past
• Preference (in global representative) will be given to a current or recent (<5 years) PEMAC Board members who have served in Executive role(s).

Travel budget for in person attendance at meetings

• The primary representative for each global organization, or their secondary when necessary to delegate, will attend the in-person meetings
• The Board of Directors will discuss funding to support attendance on a per-meeting basis as soon as in-person meeting locations are announced
• If there is a limitation to the budget, the governance committee will consult the representatives and decide which representatives should attend in PEMAC’s best interest
• Any individuals who might be affected by travel budget decisions can offer their input but must excuse themselves from the meeting during voting on the decisions

Volunteer Roles

• These roles will be formalized as “volunteer engagements” and confirmed with letters of appointment from the Executive Director on behalf of the Board of Directors.
• Besides the representative roles, there are also opportunities from time to time for PEMAC members to be engaged on projects initiated by the global organizations
• The primary representatives shall inform the PEMAC Board of Directors about these opportunities and the Board will decide whether to post them through Volunteer Services