Guidelines for the CPF Nominating Committee

Guidelines for the CPF Nominating Committee

CPF National Board of Directors Elections Procedures and Processes

A. Background Information from the Bylaws, 2016

124.4.1 Nominating Committee

The Nominating Committee is a standing committee of the National Board. The National Board shall appoint a Nominating Committee Chairperson at the first meeting of the Board after the Annual General Meeting (AGM). The Committee shall solicit nominations to serve on the Board from members of the corporation and the community at large and follow the nominating guidelines and processes as adopted by the National Board.

125.1 COMPOSITION OF NATIONAL BOARD

The National Board of Directors shall consist of no fewer than five (5) and no more than seven (7) members.

125.1.1 BRANCH REPRESENTAION FOR NATIONAL BOARD

A maximum of two (2) persons from any Branch jurisdiction may sit on the National Board at one time.

126 QUALIFICATION OF DIRECTORS

a)A National Board of Director may not serve on a Branch or Chapter Board at the same time. A member of a Branch or Chapter Board who is elected shall resign from the Branch or Chapter Board at the conclusion of the National AGM at which he is elected. A member of a Branch or Chapter Board who is appointed to the National Board shall resign from the Board or Chapter Board prior to attending his first National Board meeting.

b)An employee at any level may not stand for election to the National Board until twelve (12) months after the employment termination date.

126.1 A National Board Director is required to be a member in good standing of Canadian Parents for French.

128 NOTICE OF DIRECTORS

128.2 Directors shall be elected to a term of two (2) years from the end of the AGM at which the Director is elected to the end of the AGM two (2) years later and for continuity purposes terms will be staggered. A person may be elected to the National Board for a maximum of eight (8) years in total.

128.3 National Directors shall be elected using a secure voting process by the Voting Delegates prior to the National AGM from a list of eligible nominees provided by the Nominating Committee. The election must be ratified at the AGM by ordinary resolution of the Voting Delegates.

142 OFFICERS

142.1 ELECTION OF NATIONAL OFFICERS

The National Board President and Vice President shall be elected individually by secret ballot for a one (1) year term by ordinary resolution of the Voting Delegates at the National AGM from the elected members of the National Board of Directors. All remaining officers shall be appointed by the National Board for a one (1) year term of office. A director may serve as President for a maximum of four (4) years.

B. Terms of Reference for the Nominating Committee

• Outlines the purpose/rationale, the suggested committee composition, responsibilities and duties of the committee members and the procedures for the committee’s work. This document includes a Nominating Committee Calendar with required timelines. This document is reviewed annually by the National Board at the first Board Meeting following the AGM.
• Working documents have been developed to guide and support Nominating Committee members, these can be updated annually according to the committee’s needs. (Nominating Committee Calendar, Nomination Scoring Rubric Criteria, Candidate Evaluation Matrix, and Oral Interview Questions.)
• All members of the Nominating Committee are bound to maintain confidentiality during the entire nominations process with the exception of checking references. Any breach of confidentiality will result in the individual being removed from the committee.
• The committee is accountable to the National Board of Directors, to whom it reports on a quarterly basis through the Chair. In the event that the Nominating Committee is unable to proceed with its mandate due to conflict or a deadlock, a mediator will be secured. An annual report is presented at the AGM. Committee quorum is the majority of members plus one.

C. Procedures for the Nominating Committee

• Individuals may self-nominate or be nominated by another Canadian Parents for French member. A nominator must obtain the permission of the potential nominee before putting the name forward; a letter of confirmation/consent must be included in the nominations package. All nominees, including current Board Directors whose term is ending and who wish to be considered for re-election shall provide a complete nominations package to the Nominating Committee by the end of the day that the nominations close. Nominees or their supporters may not engage in active campaigning either during the election process, at or prior to the AGM.

The Committee shall

• Solicit nominations to serve on the Board from the members of the organization and the community at large and follow nominating guidelines and processes as adopted by the National Board.

• Conduct a preliminary screening of candidates using the candidate’s nominations package which includes a cover letter, resume and evaluation matrix; followed by interviews, reference and Branch checks
• Recommend to the Voting Delegates a shortlist of vetted nominees to stand for election; and where possible, this number should exceed the number of expected vacancies on the Board.
• In the event that there is no appropriate fit among the candidates, may conduct further recruiting and a second call for candidates.
• Provide the Voting Delegates with sufficient information on the candidates to make a reasonable decision on qualifications and suitability for election to the Board.

Voting and Election Procedures

• The candidate information needs to be received by the Voting Delegates twenty-four (24) days prior to the electronic vote.
• The online voting for Director positions will be conducted over a ten (10) day period to allow the Voting Delegates access according to their personal schedules. The election voting system uses a secure and secret voting process. Once online secret ballots are counted, the results of the election are announced by the Chair to all candidates and to the Voting Delegates at least 30 days prior to the AGM.
• A Call for nominations for the positions of President and Vice President from among the members of the incoming Board following the announcement to the Voting Delegates of the results of the Board of Directors election. The nominations may be put forth by any Voting Delegate via electronic means to the Chair of the Nominating Committee. Another Voting Delegate must second the nomination; and, along with permission from the nominee to allow his name to stand, be communicated to all Voting Delegates. This vote, by secret ballot, will be at the AGM.
• All public election communications will convey only the final results of the election. Any request for other information is to be directed to the Committee Chair.
• Successful Director candidates will be invited to attend the AGM at the expense of Canadian Parents for French National.
• All archived interviews of nominees are to be removed one day following the end of the election process.

Voting and Election Protocols

• The election must be ratified at the AGM by ordinary resolution of the Voting Delegates.
• Prior to the AGM, a Chief Electoral Officer and two members at large who are not Voting Delegates, are appointed as scrutineers to oversee the election processes.
• If one or both of the positions are acclaimed, the Chief Electoral Officer will announce the result.In the event of a tie, the Chief Electoral Officer will break the tie by drawing a name from a hat.

These guidelines are in effect during the 2017 process until the approval of the Directors and Officers, Selection and Nomination Process Policy– Fall 2017.