3.14 Nomination Process

By-law No. 1, Section 8.2 defines the composition of the Nominating Committee and sets the broad parameters under which the Committee operates. The purpose of this policy is to define and clarify the steps that occur in the nomination process.

By July 15 of each year, the President proposes the names of those members who will comprise the Nominating Committee, and the Committee is approved by the Board of Directors. This timing is designed to give the members of the Committee a month to familiarize themselves with the process and to begin member communications about the Board and the election of directors at the Annual Meeting of Members.

Between August 15 and October 1, the Committee formally solicits candidates for the Board. It engages in discussions with potential candidates to assess whether they have the desired skill sets and to confirm that they are aware of the commitment they would be making. By October 1, the slate is finalized and presented to the Board of Directors for approval. The approved slate is then communicated to the membership.

Any Equity Member entitled to vote in the election may nominate another Equity Member for election as a director by submitting a nomination to the Secretary, not less than 45 days prior to the Annual Meeting of Members, signed by the nominee and at least 20 Equity Members supporting that nomination.

Once the deadline for additional candidates has passed, a full set of candidate information is compiled, and it is posted on the member website. An e-mail communication, which includes the candidate information and ballots (if to be used), is also prepared and it is sent to all Equity Members in good standing.

The results of the election (including mail-in ballots and proxies, as well as in person or virtual votes, if utilized) are announced at the Annual Meeting of Members and are ratified by an ordinary resolution of the Equity Members in attendance.

Revised August 29, 2024