Approved by the Executive Committee March 2020
Approved by QUFA Council April 2020
The terms for the Nominations Committee and the process for nominating others or oneself for Executive Committee positions are set out in the QUFA Constitution, By-Law No. 1 and Article 9. Executive terms and cycle of elections and appointments are set out in Art. 9.2(vi). This policy governs the process to be followed upon receipt of a nomination of an eligible Member for an open Executive position.
Each person who accepts a nomination or who self-nominates shall prepare a brief (300 words maximum) statement about their interest in serving on the QUFA Executive committee in the position for which they have been nominated. The statement may address the candidate’s relevant experience, interest in the portfolio, general views of the work of QUFA or ideas for future direction of the Association, or anything else the Member believes is relevant to their candidacy. These statements will be circulated with the agenda package one week before the Spring General Meeting (SGM).
In the case that a person is nominated or self-nominates on the floor of the SGM, they will be given the opportunity to speak to the assembly (maximum 3 minutes) about their interest in serving on the QUFA Executive Committee in the position for which they have been nominated.
In the case that only one Member is nominated for a position, the assembly will be asked to approve the appointment of that Member to the position by a show of hands.
In the case that two or more people stand for the same position on the Executive Committee, 15 an election shall be conducted at the SGM as follows:
- The Alternate Chair of QUFA Council will normally preside as Chief Presiding Officer of the election. In the absence of the Alternate Chair, a Chief Presiding Officer (CPO) will be nominated from the floor of the meeting.
- The nominated CPO shall be a Member of the Association in good standing who is not on the current Executive and is not standing for election or appointment. The nominee must agree to serve and the nomination must be confirmed by a show of hands of those entitled to vote.
- The CPO shall oversee the distribution of paper ballots to Members of the Association (those of the Bargaining Unit who have elected to join QUFA and are entitled to vote on its internal affairs). All Members of the Association present at the meeting shall be entitled to one ballot.
- The candidates for the contested position will each be given an opportunity to speak to the assembly for a maximum of 3 minutes. Note that those nominated in advance shall also have the opportunity to speak if they choose. If they are absent, their pre-circulated statement shall be read aloud by the Executive Director.
- Members of the Association entitled to vote shall indicate their preference by writing the person’s name on their ballot.
- The CPO shall oversee the collection of ballots. Three ballots shall be sequestered in a sealed envelope: those of the CPO, the QUFA President (or delegate) and the Chair of the Meeting.
- The CPO shall oversee the counting of non-sequestered ballots, with the help of QUFA staff, outside the assembly hall.
- Each candidate shall have the option of naming a scrutineer to observe the counting process.
- When the count is complete, the CPO shall indicate this to the Chair of the meeting who will announce the result including the number of votes for each candidate and the number of blank or spoiled ballots. Write-in ballots will be considered spoiled.
- The candidate receiving a plurality of votes shall be declared elected.
- In the case of a tie vote, the sequestered ballots will be counted to break the tie.
- All ballots shall be retained until the next General Meeting when a motion to destroy them will be entertained.