This Procedures Manual is designed to assist the Chair and members of the Nominations Committee in carrying out their mandate to construct a slate of Board members for election at the OSCA Annual General Meeting (AGM) which is held on the first Tuesday in May each year. The Manual should be read in conjunction with the OSCA Policy on Nominations to the Board of Directors which was passed by the Board in 2000. The Policy sets out the membership and mandate of the Nominations Committee.
- First meeting: confirmation from current Board and outline of needs
- recruit and interview potential candidates
- present slate to Board for approval prior to AGM in May
- confirm approved candidates and prepare them for the AGM
- When the Board confirms the membership and chair of the committee, it should note any additional considerations it wishes the committee to take into account with respect to the composition of its recommended slate beyond those listed in the Policy on Nominations to the Board of Directors (Sec. 2 of the Principles). These might include, for example, special skills the Board anticipates may be needed of Directors in the coming year.
- As soon as the Committee has been appointed by the OSCA Board at its December meeting the chair of the committee should canvass Board members to determine how many Board members do not intend to run for re-election at the May AGM.
- The chair of the committee should liaise with the OSCA executive director to ensure that an advertisement appears in the January and February issues of The OSCAR inviting members of the community, who are OSCA members in good standing for at least three months, to put their names forward to be considered as Board members. This invitation is required by OSCA’s by laws as candidates for the Board must be members in good standing for at least three months prior to their election. The announcement should also outline what qualifies someone to be an OSCA member, i.e. residence in Old Ottawa South, or owning a business located in the community and who are over 18 years of age. Similar announcements should appear on the OSCA Website and any other media channels the chair considers appropriate.
- Candidates who are interested in becoming Board members should be asked to submit a letter or email to the chair of the committee indicating that they wish to stand for election and attaching a résumé of their experience both as a volunteer and professionally. They also need to affirm that they qualify as an OSCA member and have been members of the Association for at least three months before the AGM.
- As soon as the chair of the committee has heard back from all Board members, but no later than the third week in January, the chair should hold an initial committee meeting to discuss and determine the extent of the candidate search that will be required and how that search will be conducted.
- According to the OSCA Policy on Nominations to the Board of Directors, members of the committee should come forward with a slate of candidates that will ensure that it meets the criteria outlined in Section 2 of the Principles governing the nomination process dealing with the demographic and other balance issues that should be reflected in the composition of the slate of candidates.
- As such, the committee will need to design a search strategy to seek out candidates with the required background to serve on the Board.
- The chair and committee members should consult Board members and others in the community to build a list of potential candidates.
- Over the course of the period that the committee is in existence it should meet on a regular basis to review progress on finding new candidates and the chair of the committee should make regular monthly reports to the Board on the committee’s progress.
- All applications received from potential Board members should be held in a secure place by the chair and each application received should be acknowledged in writing by the chair. The acknowledgement should include a brief outline of process as well as timelines for follow up. At the end of the process and the submission of the committee’s final report to the Board, each person who submitted an application should receive a written communication from the chair indicating whether they will be recommended to be part of the Committee’s slate of proposed candidates to the Board presented at the AGM. Those candidates who did not make the slate of recommended candidates should be informed in this communication that they have the right to present their candidature independently at the AGM, with the only stipulation that they have an OSCA member present at the AGM who is willing to second their nomination at the meeting.
- Prior to submitting its final report to the April meeting of the Board the committee should meet to consider its short list of new candidates for the slate based on their written applications. Those on the final list should be interviewed by any two members of the committee to verify their credentials and assess their willingness and enthusiasm to serve on the Board of Directors. Once these interviews have been conducted, the Committee will meet for a final time to agree on their recommended slate and approve their final report to the Board. The report must be agreed to by a two-thirds majority of the members of the committee, or three members, which ever is greater.
- At the April meeting of the Board the chair of the Nominating Committee will present a final report that outlines the procedures followed by the committee to seek candidates and the slate of members being proposed for election to the Board. In the case of new members, the report will contain the reasons for why these individuals are included on the list.
- Once the committee’s report is approved by the Board, the chair will contact those new members on the slate for election and ask them to attend the AGM so they can stand and introduce themselves.
- At the AGM, the committee chair will present the committee’s report, introduce the individuals on the slate and move that AGM adopt (i.e. vote for) the proposed slate of candidates for the Board. Before calling for the adoption of the slate, the chair will invite nominations from the floor. If there are successful nominations from the floor from valid candidates and seconders, who are all OSCA members in good standing, those persons will be added to the slate to be voted on
- If the slate is larger than 20 (the maximum number of Board members allowed under OSCA’s by laws), a ballot election will be held with a ballot distributed to the membership at the AGM with the names of all nominated candidates listed. OSCA members at the AGM will then be asked to mark up to 20 candidates on the ballot for Board membership and deposit their ballots in a ballot box. The 20 candidates with the largest votes counted will be considered as elected to the Board.