- Declaring Intentions:
- Each person wishing to declare their intent to run for the positions of Chair or Vice-Chair of the Commission can notify the Executive Director two weeks prior to the scheduled first meeting of the Commission in the new year. NOTE: This procedure does not preclude nominations from the floor for either the position of Chair or Vice Chair at the Annual General Meeting of the Commission.
- Election Meeting:
- The elections for Chair and Vice Chair of the Commission shall be held at the Annual General meeting in the new year as outlined in the Commission’s meeting procedures.
- The Executive Director will assume the role as Chair at this meeting and will call it to order and facilitate the election process for Commission Chair.
- The Executive Director shall name the commissioners who have put their names forward as per 1a. of this procedure, if any, and will call for any additional nominations from the floor for the position of Chair.
- Upon notification to the Commission by the Executive Director of the election outcome for the position of Chair that person shall then assume the Chair of the Commission and proceed with the election process for Vice Chair.
- In the event the Chair is acclaimed, the Executive Director shall declare the nominee to be acclaimed, and they shall immediately assume the Chair for the Commission.
- The newly elected or acclaimed Chair shall then preside over the meeting and run the election for Vice Chair using these same procedures.
- Procedures on Debate:
- At the Annual General Meeting of the New Year, each nominated candidate for the position of the Chair of the Commission will have two minutes to speak. At the close of their remarks, Commission members can ask questions of that candidate.
- The Candidates for Chair will speak in alphabetical order according to last name.
- After the election for Chair is complete, candidates for the position of Vice-Chair of the Commission will have two minutes to speak. At the close of their remarks, Commission members can ask questions of that candidate.
- The Candidates for Vice Chair will speak in alphabetical order according to last name.
- Election of Officers:
- Election of officers for Chair and Vice Chair shall be conducted by secret ballot.
- The Executive Director will be responsible for the administration of the election process and two additional Commission staff members will count the ballots. The Commission may also add a scrutineer of their choice to observe the counting of the ballots.
- The ballots will list nominated candidates in alphabetical order and will be distributed to all Commission members present at the meeting.
- Only Commission members in attendance (in person or electronically) at the Annual General Meeting will be eligible to vote and no proxy votes will be allowed.
- Each Commission member will clearly indicate one choice for Chair and Vice Chair and return the marked ballot to the designated Commission staff members.
- Commissioners participating remotely through electronic means shall forward their choice of candidate through an email to the Executive Director who will mark a ballot in their stead.
- Abstentions from voting are not allowable.
- The Executive Director will report the name of the candidate receiving the majority of votes and therefore elected Chair or Vice Chair of the Commission. In this instance, a majority vote means more than half of the votes cast by Commission members entitled to vote at the Annual General Meeting where a quorum is present.
- In the event that two or more nominated candidates are tied with the most votes, the Executive Director will advise the Commission of the tie and cause new ballots to be prepared and a second vote to take place.
- In the event a second vote produces a tie the Executive Director will report the outcome to the Commission whereupon the Chair will inquire if any nominated candidate wishes to voluntarily remove their name from the ballot.
- The Executive Director will cause new ballots to be prepared, and a third vote will take place.
- Balloting will continue until a candidate receives a majority.
- After all election results are announced, a motion for the destruction of all ballots shall be entertained.