Policies on Board Composition and Elections
1. The Board is to be composed of not less than three and not more than 25 members. (There are currently nine (9) positions on the Board of Directors.)
2. Directors must be 18 years of age or older and either Full Individual Members of CTAC in good standing or official representatives of Full Organizational Members of CTAC in good standing.
3. Directors are elected for staggered terms. There are at least five seats up for election for the 2010 elections. These seats will be for a two-year full-term. Additional seats for a one-year term may become available by the nomination deadline.
4. Directors will be elected by the membership by ballots sent and returned by mail. Final election results will be announced at the AGM.
5. Only Full Individual Members or official representatives of Full Organizational Members are entitled to vote in the elections for the Board of Directors.
Nominations
1. To stand for election, an individual must be nominated, accept the nomination, submit a biographical profile and comply with CTAC's election procedures. Self-nomination is permitted.
2. Only Full Individual Members and official representatives of Full Organizational Members can stand for election (be nominated).
3. The Call for Nominations will be issued on August 16, 2010, and will be accompanied by a Nomination Form, and an Acceptance of Nomination Form. These documents will be sent to all Full Members and will be available on the CTAC website in both official languages.
4. All nominees must submit a biographical profile of up to 200 words (in English, or 250 words in French). Nominees are responsible for ensuring that their profile is legible and accurate. CTAC may edit the profile for length. The biographical profile should provide information relevant to the characteristics of an ideal candidate, outlined in the Call for Nominations.
5. Complete nominations (Nomination form, Acceptance form, Chair/ED signature for organizational candidates and bio) must be received by Monday September 13, 2010. Incomplete nominations as of this date will not be included. No nominations or supporting information will be accepted after this date.
Voting
1. On Monday September 20, 2010, all Full Members will be sent the following:
- an election ballot (containing the names of individuals who have been nominated by September 13)
- biographical profiles of the nominees
- a coded, pre-addressed postage-paid return envelope
2. All members must vote in advance, by mail, and select from the candidates on the printed election ballot.
3. To vote, members should do the following:
a. fold the completed election ballot and seal it in the coded pre-addressed postage-paid return envelope;
b. mail the pre-addressed postage-paid return envelope.
At the AGM, the coded return envelopes will be opened by the Returning Officer and separated from the ballots. The code numbers will be checked off the voters list and the ballots will be counted.
4. Completed mail-in election ballots must be post marked by Friday October 15, 2010.
There will be no opportunity to vote for the Board of Directors’ election in-person, or by proxy, at the AGM. All Members must vote in advance, by mail.
Election Outcome
1. Completed election ballots will be opened and counted by the Returning Officer, in the presence of scruitneers.
2. The successful candidates will be those who receive the greatest number of votes. In the case of a tie, the outcome will be determined by the flip of a coin.