Policy 3: Nominations Committee
1. Elected positions
The Nominations Committee seeks out suitable candidates for the Executive Officers (President/President Elect, Vice-President, Secretary, Treasurer) and Chairs of the Standing Committees who are elected, unless indicated otherwise, by ballot at the Annual General Meeting of the Society and serve for three years, starting at the first meeting of the Board after the Annual General Meeting. With the exception of the President-elect’s one-year term, all other Board members are elected for a three-year term (as described in Bylaw 1, article 3.3) that can be renewed once.
Current STLHE Board members can apply for vacant positions on the Board but must inform the Board of their intention. After completion of a three-year term, a current Board member may choose to be re-elected to the same position by submitting their nomination as described in the call for nominations and standing for re-election. If, before the end of their term, a Board member is seeking the nomination for a position different from the one currently held, they must declare their resignation from the current position effective on the date of the next Annual General Meeting before accepting the nomination to the new position. In doing so the vacated position can be included in the call for nominations.
The Secretary of the Society is responsible for governance issues for the Society and provides guidance and direction to the Nominations Committee with the exception of when the Nominations Committee is seeking nominations for the position of Secretary. In this circumstance, the Vice-President will provide guidance and direction to the Committee. If nominations are sought for both the Vice-President and the Secretary, then the President or President-Elect will guide and assist the Nominations Committee.
2. Nominations Committee Members
Subject to the approval of the Board, the Nominations Committee consists of three members of the Society appointed at, or shortly after, the Annual General Meeting when a call for interested members is circulated to all members of the Society. It is important that the Nominations Committee maintain an arm’s length relationship with the existing Board and for this reason Board members are excluded from being on the Nominations Committee. The Secretary, or designate if the position of secretary is part of the election, provides guidance and assistance but does not attend committee meetings or vote.
3. Nominations and elections
a. Call for nominations
In February/March of each year, the Nominations Committee prepares and circulates to all Members of the Society a call for nominations which includes:
- A request for nominees, self-nominees or identification of possible potential candidates from current members of STLHE.
- A description of responsibilities for the position and a link to the position as described in the following policies:
- A request from nominees for a short 250-word expression of interest, written in their preferred language of either French or English (the Society will prepare the translation of the expression of interest), and a photo. It should be clearly stated that candidates do not campaign and the written expression of interest, its translation, and photo posted on the STLHE website are the only ballot information available to members.
- In the case of candidates to the Executive committee, a letter should also be submitted from the nominee’s institution or direct supervisor outlining that the nominee has institutional support to take on their board responsibilities throughout the length of their term.
- Contact information for the Chair of the Nominations Committee who receives the nominations and responds to any questions or requests for additional information
- A deadline for submission that allows for a minimum two-week nomination period.
b. Ballot, voting, and announcement of results
The Secretary of the Society, or designate if the position of secretary is part of the election, confirms that any nominee: is a current STLHE member in good standing; and that the nominee is willing to stand for the vacant position.
If at the end of the nomination period there are positions for which there are no nominations, the Chair of the Nominations Committee informs the Board. The Board will then decide whether to extend the nominations period or to leave the position vacant and reopen the nomination process at a later date.
If at the end of the nomination period there is only one nominee for a position, the Chair informs the Secretary who seeks the Board’s approval for acclamation or extension of the nomination period. Subject to the approval of the Board, an acclaimed candidate appears on the ballot for ratification of their position by the membership with the choices: approve, disapprove, and abstain from voting.
The Nominee’s statements of interest and photos will be posted on the STLHE website at least five weeks prior to the Annual General Meeting of the Society and a link to the nominees and ballot information will be included in the Notice of Annual General Meeting that is circulated at the same time.
Online ballots for voting include: a page with voting instructions, a page for each position being elected containing the statement of interest and photo of each nominee, with the ballot at the bottom page for each position with choices that include a list of the Candidates’ names and an option to abstain from voting. Each member of the Society receives a link, and unique access to the ballot three weeks before the start of the Annual General Meeting and voting starts immediately and runs for two weeks, closing one week before the day of the Annual General Meeting. This two-week period allows for members from across the country, not just those at the Annual Conference, to participate in STLHE elections.
In the 7 days prior to the Annual General Meeting, the Nominations Committee counts ballots and the results are given to the Secretary. The Secretary informs the Board of the results and prepares a motion for ratification of the elected board member(s) at the Annual General Meeting, and includes for review: information on the participation rate to assure the membership that quorum was met (as assigned in Bylaw 1, article 11.8) and a list of all individuals elected to the Board of Directors. Example motion: I move that the following individuals, elected to the STLHE Board of Directors, be ratified: [full list]
At the Annual General Meeting of the Society, the Secretary moves the motion for ratification of the elected members to the Board. The list is ratified or rejected in its entirety by a simple majority of members present at the Annual General Meeting.
If the election vote results in a tie, and there is no winner, the election process will be restarted.
The President contacts the successful nominees to confirm their ability to serve on the Board and if requested can provide the percentage score of the candidate’s ballot. If the winner declines to serve, the nominee with the second largest number of votes is offered the position.
A formal announcement to all Members of the Society of the election results is sent out via electronic means immediately after the Annual General Meeting of the Society.
This policy was updated in March 2017 to reflect the changes to STLHE by-laws in 2016; passing with a unanimous vote.
This policy was approved, by online Ballot on 28 November 2015 with 11 votes for approval, no votes against, or abstentions. One Board member did not vote.