Board Activist Recognition Committee Terms of Reference

Subsection: 3A - Board Policies | Governing Bodies
Created: September 2021

Purpose

To outline the terms of reference for the Board of Directors standing committee on Activist Recognition.

To support AMAPCEO’s formal recognition program based on peer nomination and selection.
To review current practices, policies and recommend possible enhancements.
To invite and review nominations.
To select recipients using criteria specified in the approved policy.

The Committee shall consist of the following eight representatives:

Three members in total from GTA Districts
One member from outside GTA (Regional Districts)
One member from the Retiree Caucus
One member from the Equity Committee
One member from HARLO Units
One Board Director as Chairperson
The Board of Directors will call for nominations for each of the representative categories noted above and appoint members on a staggered term basis noted below.
Members’ terms shall run from April 1 to March 31 for a two-year term.
- The three GTA reps shall be elected in odd number years.
- The regional, retiree, equity and HARLO reps shall be elected in even number years.
Any member vacancy with greater than six months remaining in its term shall be filled by Board appointment as soon as possible.
The committee may elect a Secretary and Treasurer from its voting members.

Set and communicate deadlines to members for nomination submissions through collaboration and assistance of AMAPCEO staff.
Annually review nominations and base award decisions on established selection criteria and scoring matrix.
Refrain from participation in the nomination process as a nominator or by providing or signing a letter in support of a nomination to ensure the integrity of the selection process.
If nominated, or if supporting a nominee in writing, declare a conflict of interest and excuse oneself from discussion, debate, and decision-making.
Keep deliberations and final outcomes confidential.
Review the selection criteria and scoring matrix regularly to ensure currency and appropriateness.
Ensure the ongoing responsiveness of the recognition program by periodically soliciting feedback from members (e.g., a survey) and by making recommendations to improve the program.
Ensure recognition tools and resources (e.g., nomination forms, criteria) are accessible, current, and easy to use to facilitate nomination and recognition.
With the support of AMAPCEO staff, secure a vendor for certificates and awards and ensure that pins, awards, and any other recognition material are ordered with prudence and in a timely fashion.
Participate in awards and recognition presentations as requested.

Guiding principles for the Activist Recognition program are derived from the values as promoted within the AMAPCEO Constitution, AMAPCEO Code of Conduct, and exemplified by those recognized members.