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Policy Section: Board Process |
Policy Number: BP-8.10 | |
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Policy: Nominating Committee Terms of Reference |
Date Approved: September 17, 2003 | |
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Last Date Reviewed: Sept 2008 | |
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Last Date Revised: | |
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Number of Pages: 2 | |
1. Purpose
This is a standing committee, accountable to the Board, whose purposes are to ensure a suitable list of candidates for officers and directors is presented at the Annual General Meeting.2. Key Duties and Responsibilities
Committee Responsibilities
The committee:
• Seeks sufficient, qualified people that meet the requirements of the board;
• Ensures that the board has a slate of officers and directors at least equivalent to the number of positions available;
• Ensures that candidates are aware of and have agreed to the roles and duties of members of the AWNA Board of Directors, as described in BP-1: Role of the Board; BP-3: Role of the Board Member; and BP-6 Board Member Code of Conduct.
Committee Chair Responsibilities:
• Acts as the Returning Officer at the election of Directors during the Annual General Meeting
Committee Responsibilities with the Support of AWNA staff:
• Solicits potential Directors to serve on the AWNA Board
• Ensure that all board nominees have three supporting signatures from other members in good standing;
• Ensures that nomination forms are received 21 days prior to the annual special meeting
AWNA Staff Responsibilities with the Support of the Committee
AWNA staff, with the support of the committee:
• Provides names of potential candidates, who have expressed interest to the committee
• Supplies completed nomination forms, with supporting three signatures, to the nominating committee chair, 14 days prior to the annual general meeting
• Prepares ballots
• Registers eligible voters and proxies
3. Membership
This committee consists of a minimum of three (3) past-presidents of the AWNA. The immediate past-president is the Chair.
The Executive Director, or his or her designate, is a non-voting member of the committee.
4.Term of Appointment
See Section 3: Membership.
5. Meetings
The committee meets as outlined in the annual work plan, or at the call of the Chair. Committee business may be conducted face-to-face, by teleconference, or other electronic means.
A quorum consists of at least one-half of the committee members. Committee meetings may proceed in the absence of a quorum. However, a quorum is required in order to forward any recommendations or other committee business to the Board. After a committee meeting where a quorum was not present, committee members who were absent may approve, by electronic means, recommendations and business that need to be submitted to the Board.
6. Resources
The committee has a Board-approved budget that covers the costs provided for in point 9 of Board Committee Principles: BP-9. The committee also has project-related expenses as approved by the Board.
7. Annual
The committee prepares a written timeline for the Board’s approval.
8. Reports
The committee prepares:
• A written timeline for Board approval
• Progress reports to the President
• Recommended changes to the committee terms of reference for Board approval