PROCESS 3.0 ELECTIONS AND NOMINATIONS

Transcription

1 1 PROCESS 3.0 ELECTIONS AND NOMINATIONS 3.1 Election of Directors The election of Officers shall be by secret ballot at Ontario Soccer s Annual General Meeting according to Article 5 of Ontario Soccer s Constitution The District Representatives representing the following Active Members shall be elected for a two year term at the Annual General Meeting held in even-number years: Durham Region S.A. Elgin Middlesex S.A. Essex County S.A. Niagara S.A. North York S.A. Peel Halton S.A. Sault Amateur S.A. Soccer Northeastern Ontario S.A. Southeast Ontario S.A. York Region S.A The District Representatives representing the following Active Members shall be elected for a two year term at the Annual General Meeting held in odd-numbered years: East Central Ontario S.A. Eastern Ontario and District S.A. Hamilton and District S.A. Huronia and District S.A. Lambton Kent S.A. Scarborough S.A. Soccer North Ontario S.A. Soccer Northwest Ontario South-West Regional S.A. Sudbury Regional S.A. Toronto S.A.

2 2 3.2 Nominations procedures a) A nominee must be nominated by an Active Member or an Associate Member of Ontario Soccer. b) If a nominee currently holds an Officer position on the Ontario Soccer Executive, the person must submit along with the nomination, a signed letter of resignation from that Officer position effective the commencement of the election process at the General Meeting. c) Each nomination must be: i. in writing, and submitted by the Member; ii. accompanied by a brief biographical sketch of the nominee, with particular reference to the nominee's qualifications for the position; iii. accompanied by a brief statement from the nominee outlining her/his vision of the future of Ontario Soccer and what she/he hopes to achieve, if elected; an iv. signed by the nominee or accompanied by the nominee's letter of acceptance. d) All nominations must be received no later than 14 days prior to the Annual General Meeting. Following this date, a report of all nominations will be published. e) Nominations from the floor at the Annual General Meeting may only be made under one of the following conditions: 1. if no nomination for a specific position was made in accordance with sections a), b), and c) above, or if all valid nominations are subsequently withdrawn 2. if insufficient nominations were made in accordance with sections a), b), and c) above for the positions of Director at Large 3. if a nominee - whose nomination was made in accordance with sections a), b), and c) above - is defeated for the position nominated, the nominee may be nominated from the floor for a subsequent position. 4. notwithstanding the fact that one or more nominations were made in accordance with sections a), b), and c) above for a specific position, upon motion duly made, seconded and carried by at least 75% of the eligible votes present, nominations may be made from the floor for that position Election Procedures a) Prior to the election, the Chair of the meeting: i. may appoint a returning officer to act as Chair, to oversee and run the election(s); ii. will ask all retiring officers to leave the head table; iii. will appoint tellers to assist in the election. b) A majority of votes cast (i.e. more than 50% of the total eligible votes actually cast) is required for election as an officer. c) With the exception of the Director at Large positions, each vacant position will be voted on separately, in the following order:

3 3 President Vice-President Treasurer Secretary Director(s) at Large (1 or 2 year term) d) If only one person is nominated for election as an Officer, that person shall be declared elected by acclamation, and no secret ballot held. e) If more than one person is nominated for election as an Officer, each nominee will be invited to address the meeting for no more than three (3) minutes. Nominees will speak in reverse order of their nomination. f) If more than one person is nominated for election as an Officer (other than for Director at Large), there shall be a secret ballot, conducted as follows: i. The Chair will direct the tellers to ensure all delegates present have the proper number of voting slips for each vote held by the delegate. ii. After a reasonable time, the Chair will direct the delegates to place the voting slips in the voting boxes provided. iii. The tellers will collect the voting boxes, and retire to count the vote; iv. The tellers will return and provide the following information to the Chair: a. number of eligible votes cast b. number of spoiled votes cast c. number of votes necessary for the election d. votes cast for each candidate v. The Chair, after checking the totals, will announce whether a candidate has been elected or not; vi. If a candidate receives the votes necessary for election, the Chair will declare that candidate elected; vii. If no candidate receives the votes necessary for election, the Chair will declare "no result". The candidate with the fewest votes will be dropped before the election procedure is repeated. viii. If the Chair has declared "no result", then all candidates may view the voting information provided to the Chair by the tellers and may also withdraw from future ballots by verbally notifying the Chair. If two or more candidates remain, the election procedure will be repeated. If only one candidate remains, he or she shall be declared elected. ix. After the Chair has declared the outcome of a ballot, he or she may allow two minutes for any candidate to call for a recount. The decision of the Chair to allow a recount (or not) shall be final. g) The election for the position(s) as a Director at Large shall be conducted as follows:

4 4 If there is one Director at Large position up for election: a) There shall be one ballot on which each voter will rank all of the nominees in the order of preference for that position. b) If after a) a candidate receives the first preference votes necessary for election as per b), the Chair will declare that candidate elected. c) If no candidate receives the votes necessary for election, the nominee receiving the least first preference votes will be eliminated and any ballots which listed that candidate as first preference will have their second preference count as a first preference. d) If after c), a candidate receives the first preference votes necessary for election as per b), the Chair will declare that candidate elected. e) If after c), no candidate receives the votes necessary for election, the nominee receiving the least first preference votes will be eliminated and any ballots which listed that candidate as first preference will have their second preference count as a first preference. f) The process will repeat as per c) and e) until one candidate has the necessary first preference votes for election, upon which the Chair will declare that candidate elected. If there are two Director at Large positions up for election: a) There shall be one ballot on which each voter will rank all of the nominees in the order of preference for that position. b) If after a) a candidate receives the first preference votes necessary for election as per b), the Chair will declare that candidate elected. c) If no candidate receives the votes necessary for election, the nominee receiving the least first preference votes will be eliminated and any ballots which listed that candidate as first preference will have their second preference count as a first preference. d) If after c), a candidate receives the first preference votes necessary for election as per b), the Chair will declare that candidate elected. e) If after c), no candidate receives the votes necessary for election, the nominee receiving the least first preference votes will be eliminated and any ballots which listed that candidate as first preference will have their second preference count as a first preference. f) The process will repeat as per c) and e) until one candidate has the necessary first preference votes for election, upon which the Chair will declare that candidate elected for the Director at Large position with the longer term. g) After f), any ballots which listed the elected candidate as first preference will have their second preference count as a first preference. h) If after g), a candidate receives the first preference votes necessary for election as per b), the Chair will declare that candidate elected. i) If after g), no candidate receives the votes necessary for election, the nominee receiving the least first preference votes will be eliminated and any ballots which listed that candidate as first preference will have their second preference count as a first preference. j) The process will repeat as per c), e) and g) until one candidate has the necessary first preference votes for election, upon which the Chair will declare that candidate elected for the Director at Large position with the shorter term.

5 5 If there are three Director at Large positions up for election: a) The process used in the election of two Director at Large positions shall be used for the three Director at Large positions until one candidate has the necessary first preference votes for election as per b), upon which the Chair will declare that candidate elected for the Director at Large position with the shorter term. b) Should a District Representative be elected as an Officer of Ontario Soccer, her/his position as District Representative is immediately vacated and the District Association affected shall appoint a person to fill the vacancy during the remainder of the term. c) If a sitting Officer is elected to another position as an Officer of Ontario Soccer, her/his original position is immediately vacated and an election shall be held to fill the vacated position for the balance of the term remaining. d) Successful candidates will take their positions at the completion of the election process 3.3 VACANCIES The Office of a Member of the Board of Directors shall be vacated: a) Upon resigning in writing. b) If he/she becomes of unsound mind or otherwise incapable of performing the business of Ontario Soccer. c) If he/she absents himself from two meetings of the Board without reason. d) If he/she is removed by resolution of Ontario Soccer for good cause. e) In the case of a Director if he/she ceases to reside in the District Association he/she represents. f) In the case of an Officer of Ontario Soccer if he/she ceases to reside in the Province of Ontario. 3.4 Members of the Board of Directors The President shall: Act as spokesman for Ontario Soccer; Preside at all meetings of Ontario Soccer, unless he/she delegates this to another Officer or Director. The Vice President shall: Be the senior Officer of Ontario Soccer next to the President; Preside at any meetings of Ontario Soccer if the President is absent, unless he/she delegates this to another Officer or Director The Secretary shall: Be custodian of the Corporate Seal, Minutes Books and Correspondence Files of Ontario Soccer;

6 6 Ensure due notice is given of all General Meetings of Ontario Soccer, and that Minutes are taken at such Meetings, and that the Minutes are distributed within one month of the end of the meeting; Ensure due notice is given of all meetings of the Board of Directors and Executive Committee, and that Minutes are taken at such meetings; Act as Chair of the Credentials Committee; Receive, investigate and refer all disputes or written complaints by any person or organization to the appropriate party. Submit an Annual Report to the Annual General Meeting The Treasurer shall: Ensure that full and accurate records are kept of the accounts of Ontario Soccer, and reported to the Board of Directors and/or Executive Committee at least once per quarter; Act as Chair of the Finance Committee; Submit an Annual Report to the Annual General Meeting Present the Annual Budget to the Board of Directors for approval Directors-at-Large shall act as members of the Executive Committee, in handling any matters not under the jurisdiction of a District Association All Officers and Directors shall: Members shall perform those roles and responsibilities as prescribed in the Governance Policies and any other duties as may be prescribed by the Board of Directors. Members of the Executive Committee shall not sit on a Discipline or Appeals Committee of a District Association, a Provincial League or a Regional League Meetings of Board of Directors a) The Board of Directors shall meet not less than three times per annum. b) A guest may be permitted to attend a Board of Directors' Meeting at the discretion of the Chair. c) The following may attend a Board of Directors' Meeting and make a presentation: i. Associate Member ii. Ontario Soccer Task Force iii. Ontario Soccer Committee iv. Ontario Soccer Staff Each of the above organizations/groups may be represented by a maximum of three persons and all representatives must leave the meeting prior to the Board of Directors voting on any motion.

7 7 d) The dress code at a Board Meeting shall be in accordance with the approved dress code standards (Reference: Process 2.1 e) Copies of minutes of Board of Directors' meetings shall, after approval of these minutes, be made available to all members of Ontario Soccer

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