This Policy and Procedures Manual is designed to assist the Chair and members of the Nominations and Elections Committee in carrying out their mandate. In addition, it will be informative for individuals interested in seeking to become a member of the OSCA Board and for the community at large.
I. Principles for OSCA Nominations and Elections:
The Nominations and Elections principles which follow are governed by the OSCA By-laws approved from time to time by the OSCA Board and ratified by the AGM. The implementation of these principles should be managed by a Nominations and Elections Committee appointed by the Board.
- The Board of Directors of the Association should strive to be broadly representative of the Old Ottawa South community and the individuals and groups within it.
- The Board of Directors collectively and severally should actively encourage members of the community to come forward to serve on the Board and its committees.
- In encouraging members of the community to come forward to serve on the Board, consideration should be given to the following factors:
a) that the membership reflects a fair balance of representatives from all parts of the Old Ottawa South community;
b) that there is a gender balance;
c) that major demographic groups within the community are reasonably represented; and,
d) that any elected member would serve the Board well and be committed to the Association's objectives.
II. The Nominations and Elections Committee:
A full description of the Nominations and Elections Committee, including its role and responsibilities, can be found in the Terms of Reference for the Committee.
III. Timetable and Procedures
The Chair of the committee will work with the Executive Director to ensure that procedures are in place in order that the AGM elections are carried out according to the OSCA By-laws and proper election procedures.
At the May AGM, the Chair of the Nominations and Elections Committee will introduce the incumbent members of the Board who are continuing their term of office on the Board. He/she will then explain that the number of vacant positions for election to the Board is equal to 18 (the maximum number of Board members allowed under OSCA’s By-laws) minus the number of incumbent Board members.
Before introducing the Members on the list for vacant Board positions, the Chair will invite nominations from the floor. Candidates from the floor will be asked to outline their background and why they wish to be a Board member. If there are nominations from the floor from valid candidates and five (5) seconders, those persons will be added to the list for potential election.
If the list of candidates presented by the Chair plus nominations from the floor at the AGM is less than or equal to the number of vacant positions, the entire list will be voted upon by a show of hands to confirm the election of the new Members to the Board.
If the list contains more names than the number of vacant positions, a paper ballot election will be held. The process will be as follows:
a) A ballot will be distributed to the OSCA membership at the AGM on which all candidates will be listed.
b) OSCA members at the AGM will be asked to vote for the number of candidates equal to the number of vacant positions on the Board.
c) The ballots will be counted by the Executive Director of OSCA and OSCA staff.
d) The number of candidates equal to the number of vacant positions with the largest number of votes counted will be considered as elected to the Board.
e) If there is a tie for the final positions, there will be a second ballot (and if necessary further ballots) to fill the remaining positions.
f) If there is a paper ballot, the Chair of the Nominations and Elections Committee will call for a motion to destroy the ballots following the announcement of the result of the election.
g) Incumbent and new Members of the Board will be called to the front of the room to be welcomed and have a group photo taken.
The orientation of new members of the Board will take place in May before the first Board meeting. The orientation will be conducted by the Past President of OSCA, or in his/her absence, the Vice President of OSCA.
At the Board meeting following the AGM, the Board confirms the Chair and membership of the Nominations and Elections Committee.
May to September:
The Nominations and Elections Committee will seek feedback from the newly elected Board members on the recruitment, election and onboarding process.
The Nominations and Elections Committee will include feedback from the newly elected Board members by its September report to the Board.
The Chair of the Committee liaises with the OSCA Executive Director and the OSCA Communications Committee to ensure that an advertisement appears in the January, February, March and April issues of The OSCAR inviting OSCA members, to put their names forward to be considered as potential Board members. The announcement should outline what qualifies someone to be an OSCA member. Similar announcements should appear in any other media channels the Chair considers appropriate (e.g. OSCA newsletter and social media).
A Communications Plan and a search strategy should be developed by the Committee in conjunction with the OSCA Communications Committee.
The Board provides the Nominations Committee any additional considerations it wishes the Committee to take into account with respect to the composition of the recommended list of candidates beyond those listed above in the section entitled Principles for Nominations and Elections. These might include, for example, special skills the Board anticipates may be needed of Directors in the coming year. The Chair and Committee members should consult Board members and others in the community to build a list of potential candidates (for both Board candidates and candidates for recognition awards).
The Chair of the Committee sends an email to current Board members, those holding Executive positions and Chairs of Committees, requesting that they confirm, by an email response, their intention to complete their term, return as a new candidate, or retire for the coming year.
The Chair of the Nominations Committee tables these lists for consideration by the Board at the January Board meeting. The Board considers these lists and identifies anticipated vacancies for key Board positions and Chairs of Committees.
The Chair of the Committee sends an email to current Board members requesting that they identify potential candidates for recognition awards at the next AGM (e.g. volunteers, community builders, etc.).
The Committee meets to discuss and determine the extent of a further candidate search (for both Board candidates and Committee Chairs) that will be required. The Committee will then determine a strategy to seek out candidates with the required background.
The Committee should prepare in advance, documents to facilitate and systematize the process such as: correspondence to potential candidates; information packages; and, interview questions.
The Committee 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.
Those who express an interest in applying to become a Board member must be informed in writing (preferably email) that they are required to submit written notice (preferably email) to the Chair of the Committee which: indicates that they wish to stand for election; affirms they qualify as an OSCA member; and, includes a short résumé.
All applications received from potential Board members should be held in a secure place by the Chair and each applicant should be acknowledged in writing by the Chair. The acknowledgement should include a brief outline of process and timelines for follow-up.
Applicants should be interviewed by at least two members of the Committee together to verify their credentials and assess their experience, skills, fit with Board needs and enthusiasm to serve on the Board.
Applications must be received by March 31 to be considered by the Board during the April Board meeting.
Applicants who submit applications after March 31 will be informed that they have the right to present their candidature, including their background and a rationale for their election, at the AGM, providing their nomination is seconded by five OSCA Members present at the AGM.
Once all interviews have been conducted, the Committee will meet to review the list of individuals interested in standing for a Board position and vetted by the Committee. There will likely be three lists: those returning automatically as part of their three-year term; Directors whose term has expired but want to serve again; and, new candidates for the role of Director.
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 list of Members who have put themselves forward for election to the Board and have been vetted by the Committee. In addition, the report may identify potential enhancements to succession planning and building a stronger Board and stronger committees.
After the Board approves the list of candidates, each person who submitted an application should receive a written communication from the Chair of the Nominations and Elections Committee indicating that he/she should attend the AGM in order to introduce themselves to the OSCA Members present prior to the election.
The Chair of the Nominations Committee will table a report recommending, for Board approval, candidates for recognition awards at the AGM.
Approved by OSCA Board Date: November 19, 2019