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Call for Nominations - Fall 2019

Nominations are now open for positions on AMAPCEO’s Board of Directors and on two important Committees!  Online nomination forms need to be submitted no later than 12:00 noon ET on Thursday, October 31, so if you are interested in nominating yourself or someone else, don’t delay! 

Please read the details below for more information.

Nomination Deadline

The deadline by which all Board and Committee nominations must be RECEIVED by the Chief Returning Officer at the AMAPCEO office is 12:00 noon (ET) on Thursday, October 31, 2019.  Nominations may only be submitted by completing an online form.

Submit your nomination for Vice-President, Secretary, District Director or ADC Committees (Member login required)

Positions Open for Nomination – Fall 2019

The following positions are open for nomination at this time.   A summary of roles and responsibilities of each position appears further below.

Board of Directors

  1. Vice-President – to be elected by Delegates at the Annual Delegates’ Conference (ADC) scheduled for December 3 - 5, 2019.
  2. Secretary – to be elected by Delegates at the Annual Delegates’ Conference (ADC) scheduled for December 3 - 5, 2019.
  3. Seven (7) District Directors – one Director to be elected by AMAPCEO members from each of seven of the Districts (see list further below). 

    Note:  All 16 members of the Board are typically elected for 2-year terms, staggered in such a way that the terms of one-half of the Board expire annually. This year. the Midtown District Director is an exception as this vacancy was caused by a retirement; this is a 1 year position ending December 31, 2020 to complete the remainder of the incumbent's original term. The terms of the President, Treasurer and seven District Directors continue for another year, so those positions are not up for nomination at this time. Incumbents are eligible for re-election.  The term of office begins on January 1, 2020.

ADC Committees

  1. Audit Committee – Two positions on the Audit Committee are open for nomination.
  2. Elections and Credentials Committee – Three positions on the Elections and Credentials Committee are open for nomination.
  3. Resolutions Committee - Two positions on the Resolutions Committee are open for nomination.

Note:  Members of AMAPCEO Committees are typically elected for 2-year terms. Incumbents are eligible for re-election.  The term of office for all committees begins on January 1, 2020.

Nomination Process

Self-nominations are typical.  Once submitted, nominations are not confidential.  A candidate may withdraw a nomination at any time in the process.  Nominations submitted after the nomination deadline will not be accepted for any reason (including technology failure), so candidates are encouraged not to leave it to someone else to submit their nomination form and not to leave submission of the form until the last minute.  Candidates are required to electronically ‘sign’ their nomination forms and acknowledge that they will comply with the relevant election campaign rules. 

Nominations for Vice-President and Secretary are required to have the support of five members endorsing the candidate and these names must be listed in the nomination form for later verification by the Elections Committee. 

All candidates are encouraged to submit with their nomination forms a one-page candidate statement (equivalent to one side of an 8.5” x 11” sheet) that can be posted on the AMAPCEO website and shared with voters – in the case of Vice-President, Secretary and ADC Committees, the statement will also be distributed to Delegates with the ADC agenda.  For Director candidates, a link to the statement will also be distributed with an electronic ballot sent to all eligible voters in the District.   Candidate statements can be submitted in one of two ways:  by uploading the statement with the nomination form or by sending it separately by e-mail to nominations@amapceo.on.ca.

Candidates for Director are also entitled to prepare (using their own resources) a 5-minute video for posting on the AMAPCEO website.  Video statements may be submitted by e-mail to nominations@amapceo.on.ca in one of two file formats – mp4 or .mov.

The deadline for submitting a written candidate statement or a video (or both) is the nomination deadline:  12:00 noon (ET) on Thursday, October 31.

Who Can Participate

To participate in the nomination and election process (as a candidate, nominator, endorser or voter), you must be a signed-up member in good standing with a home position in an AMAPCEO bargaining unit.  In addition, to be nominated as a Director, you must have a home position in the District in which you are a candidate for Director. Those acting in or seconded to an AMAPCEO position but whose home position is outside the bargaining unit are not eligible to participate. 

If you are not sure you have signed an AMAPCEO membership form, please contact the AMAPCEO office (416-595-9000 or 1-888-AMAPCEO or by e-mail at amapceo@amapceo.on.ca).  Deduction of membership dues is not, in and of itself, an indication that you are a member; you must also sign a membership form.  It is not too late to fill out and return a membership form, but it must be received no later than the nomination deadline (12:00 noon ET on October 31) if you want to be added to your District’s voters list in time for the upcoming elections.

We will require a current personal e-mail address for you if you wish to vote in a District election.  If you are already receiving AMAPCEO communications, you do not need to do anything more. If you are not receiving our communications, please provide us (by October 31) with a personal e-mail address.  Electronic ballots will not be sent to work e-mail addresses.

Election Process

If more than one candidate is nominated for Vice-President or Secretary, an election will be held among Delegates at the Annual Delegates’ Conference, scheduled for December 3 – 5, 2019 in Toronto.  Candidates for Vice-President and Secretary are entitled to give a 5-minute speech at the conference and to participate in a half-hour question-and-answer session with Delegates. 

If more than one candidate is nominated for a Director position, an on-line election will be held among the members in that District.  Candidates for District Director will also be offered the opportunity to prepare a 5-minute speech and respond to questions, which the Elections and Credentials Committee will record, with the audio recording posted on the AMAPCEO website for interested voters to listen to.  Candidates will be contacted by the committee with further details. 

For Districts requiring an election, an e-mail will be sent to each eligible voter (on a date to be determined following the close of nominations) containing a link to an on-line ballot. The e-mail will specify a deadline for voting and the results will be posted on the AMAPCEO website.  The electronic voting process is conducted by an independent third-party voting firm, Simply Voting, which has conducted elections for AMAPCEO for a number of years.

Elections for the Audit Committee, Elections and Credentials Committee, and Resolutions Committee will be held among the Delegates. Candidates for ADC Committees are not entitled to give a speech to Delegates. 

How to Find Your District

All members have been assigned to the geographic District corresponding to the workplace of your home position.  Your District affiliation appears on your Home Page after you log in to the AMAPCEO website.  

Districts with Director Elections in Fall 2019

The seven Districts whose Director positions are open for nomination this Fall are:

  • College Park
  • Eastern Ontario
  • Ferguson/Whitney
  • Frost/Hepburn
  • Jarvis
  • Midtown (This is a 1 year position ending December 31, 2020 to complete the remainder of the incumbent's original term.)
  • University/Toronto South
     

Roles and Responsibilities of Members of the Board of Directors

The AMAPCEO Board of Directors consists of 16 members:  four executive officers (President, Vice-President, Secretary and Treasurer) and 12 Directors, with one Director elected by and from each of the 12 Districts.  Under the AMAPCEO Constitution, the Board is responsible for managing the affairs of the Association.

All members of the Board of Directors are expected to attend monthly board meetings held in Toronto.  Board members are also automatically Delegates and attend the ADC (scheduled for late November or early December each year; this year it will be held on December 3 - 5) and are also members of one or more committees and other bodies that meet (sometimes in person and sometimes by teleconference) during the year.  Members are provided with paid leave from their respective workplaces to participate in meetings and are entitled to claim relevant travel, meal and accommodation expenses under the provisions of the AMAPCEO expense reimbursement policy

Role of the Vice-President:  The Vice-President shares some of the leadership responsibilities with the President; fulfills the duties of the President when that officer is temporarily absent; assumes the position of President if there is a vacancy in that office; and carries out additional duties as may be assigned by the President or the Board of Directors.  The Vice-President serves as the Chair of the Board’s Education Committee; is a member of the Executive Committee; and is a member of the Delegates’ Conference and the Activists and Leaders Forum.  The Vice-President’s duties require a full-time leave from the incumbent’s home position and the annual salary range for this position for the term beginning January 1, 2020 is $101,067 - $121,280.

Role of the Secretary:  The Secretary functions as the corporate secretary of AMAPCEO and its governing bodies, including the Delegates’ Conference, the Board of Directors and the Executive Committee.  The Secretary is responsible for preparing appropriate agendas and minutes and for overseeing membership records.  The Secretary is a member of the Executive Committee; sits ex officio on the ADC’s Resolutions Committee; and is a member of the Delegates’ Conference and the Activists and Leaders Forum. The Secretary is entitled to an annual honorarium of $12,000 for the term beginning on January 1, 2020. 

Role of District Directors:  The 12 Directors have a dual role – as members of the Board and as chairs of their respective District Executive Committee.  As Directors, they provide oversight and approval of by-laws, policies, budgets and plans; collectively, with the executive officers, they exercise the specific responsibilities and authority given to the Board under the Constitution; and individually, they assume specific leadership responsibilities or portfolios, including chairing the Board, serving on committees, leading projects, representing AMAPCEO at events and other roles that the Board may determine.  All Directors attend meetings of the Activists and Leaders Forum.

Each Director also chairs the Executive Committee of his or her District, consisting of all of the elected Delegates from the District, plus additional representatives if required to ensure representation from all parts of the District. The Executive is required to hold at least four meetings per year.  In addition, the Director chairs general membership meetings in the District and works closely with a District Vice-Chair (who is elected from and by the District Delegates) and other District officers with the goal of representing District members’ interests and helping to build membership engagement within the District.

Roles and Responsibilities of Members of ADC Committees

Audit Committee:  The Audit Committee consists of five members elected by the Delegates.  The Committee has general responsibility for monitoring and evaluating financial policies and AMAPCEO accounts and for meeting with the external auditors.  The committee also recommends appointment of external auditors to the Board of Directors (which, in turn, submits a recommendation to the Delegates).  The AMAPCEO Treasurer is an ex officio resource to the committee.  The committee meets a few times each year by teleconference, with at least one in-person meeting in Toronto.  Terms of reference are set out in By-law 3

Elections and Credentials Committee:  AMAPCEO’s nomination and election process is overseen by the Elections and Credentials Committee, an independent body elected by the Delegates.  The committee chair is the Chief Returning Officer for each election.  The election rules for the Board and Committees are set out in By-law 1.  The Committee conducts most of its business by teleconference but meets in person at least once each year in Toronto and members are required to attend the ADC to supervise elections at the conference.

Resolutions Committee: The Resolutions Committee is responsible for inviting, reviewing and recommending action on policy resolutions submitted by Delegates and committees for consideration at the Annual Delegates’ Conference (ADC).  Most of the work of the committee occurs in the Fall of each year and at the ADC, requiring one in person meeting and possibly one or two teleconference meetings.

The committee consists of five members elected by the Delegates and members serve two-year terms, staggered so that three members are elected one year and two members are elected in the alternate year.  Terms begin on January 1 following their election. The committee elects a Chair and a Vice-Chair. There are two voting ex officio members who sit on the committee: the Secretary of AMAPCEO and another Board member selected by the Board.

More information on the role and responsibilities of the Resolutions Committee can be found in previous committee reports, which include the committee’s terms of reference, found on the Delegates’ and ADC Resource page (that can be accessed on each member’s home page after logging in to the AMAPCEO website).

Questions?

For further information on the role of the Board of Directors and ADC Committees, please consult the background on AMAPCEO’s governance and representation structure and review AMAPCEO’s Constitution.   If you still have questions, however, do not hesitate to contact Jennifer Sherwood, Director, Membership Services, who serves as staff advisor to the Elections and Credentials Committee, at Extension 2132 (416.595.9000 or 1.888.AMAPCEO) or by e-mail at nominations@amapceo.on.ca

If you wish to communicate directly with members of the Elections and Credentials Committee, please do so by e-mail to: nominations@amapceo.on.ca. The current members of the committee are:  Bryan Card (Chair), Dane Minns (Vice-Chair) and members Ron Grisbrook. Harold Haynes and Mihaela Valcu.

 

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