Election Procedures

Nominating Committee

Led by the Nominations Chair, the Nominations Committee oversees the election process, in accordance with the Bylaws. 

When there’s an open position on the Board, the Mentorship Team and 1 representative from the Board will become the Nominations Committee. The Nominations Chair will be selected from the Mentorship Team. The process of choosing the Nominations Chair is a conversation and a mutual agreement. When an agreement can’t be reached, then a vote will be taken amongst the Mentorship Team, and the majority will decide the Chair. When the vote is split, then an additional member of the Board will be invited to vote.

Call for Nominations

The Call for Nominations will be sent each year to all active Members a minimum of 30 days before the ABCPLD Annual General Meeting. The Call will be open at least 30 days.

Active recruitment is undertaken by members of the Board of Directors and the Nominating Committee.

Nominating a Member

If you want to nominate someone, check in with them first to confirm they want to be nominated and then email the Chair of the Nominating Committee, or designate. 

Members are also welcome to put their own names forward by emailing the Chair of the Nominating Committee, or designate. 

The Nominating Committee will speak to each person nominated and answer any questions they may have. If they remain interested, they will be invited to submit a maximum 200 word statement about why they are interested in this position. This statement will be shared with the membership during the voting process. 

Reviewing the Nominations

As soon as is reasonably possible following the close of the Call for Nominations, the Nominations Committee will meet to review all nominations. The Nominations Committee shall ensure the required range of expertise and skills as well as a diversity of geographic location, gender, age, cultural backgrounds, etc. are met. 

Where only one candidate remains in respect to any position, that individual shall be certified by the Nominations Committee to have been elected to that office by acclamation.

Voting Process

The election takes place in the spring when there is an open position, and will run for at least 7 days. 

Once the voting deadline is set, all members in good standing will be emailed:

• A list of positions and candidates

• Candidate statements

• Instructions for casting a vote at the ABCPLD Annual General Meeting

• Instructions for casting an absentee  vote, if a member cannot attend the AGM.

Members must select from the candidates on the ballot.

Each member is allowed one vote for each vacant position. There will be no opportunity to vote by proxy.

An encouragement/reminder to vote will be sent by e-mail up to two times. 

Electronic ballots must be received at the Office of the Executive Director prior to the poll closing at 23:59 pm (Pacific Time) on the last day of the election, which is the day before the AGM. Ballots received after the deadline shall not be accepted or counted.

Vote Counting and Reporting Election Results

The Chair of the Nominations Committee, or an assigned designate from the Nominations Committee, and the Executive Director will oversee the results of the vote.

Following the close of voting, the results of the electronic vote will be tabulated. The results of the in person votes will also be tabulated.

The successful candidate(s) will be the individual(s) who receive(s) the greatest number of votes. In the case of a tie, the outcome will be determined by flipping a coin in the presence of all members at the AGM. 

The Chair of the Nominations Committee will inform those present at the Annual General Meeting of the outcome of the election. Immediately following the meeting, the election outcome will be announced via the ABCPLD website and other communication channels.

A motion will be passed to destroy the ballots immediately following the AGM. 

Board Appointment of Directors

The Board may appoint a member in good standing as a Board member to fill a vacancy that arises as a result of a resignation, death, or incapacity of a Board Member during the Board Member’s term of office. 

A Board Member appointed by the Board to fill a vacancy ceases to be a Board Member at the end of the term of office of the individual whose departure from the office created the vacancy. 

Procedures Updated Fall 2020
Webpage Updated March 2022