• Terms of Reference
• General
• Duties and Responsibilities
• Membership

Nominating Committee

Terms of Reference

To ensure that the elections to the Executive and Board of Directors are conducted in accordance with the Society's General Operating By-law. To monitor when the terms of office of chairs and members of CMS standing committees and appointed officers of the Board expire and to submit nominations to the Board, through the Executive Committee, in accordance with policies determined by the Board. To review the terms of reference for each standing committee. To consider other matters related to the nomination of candidates.

General

The Nominating Committee is appointed by the Board upon a recommendation from the Executive. In addition to the President and the Immediate Past-President or President-Elect, who shall serve, ex-officio, the Committee will consist of a chair and four other members from, and representing, the four regions in Canada. The appointed members shall have four-year staggered terms and be such that the terms commence January 1 in an even calendar year. The term of the Chair shall be for two years followed by two years as the member representing the appropriate region in Canada.

Duties and Responsibilities

1. To ensure that the elections to the Executive and to the Board of Directors are conducted in accordance with the General Operating By-law of the Society. Namely:
   1. The Committee shall determine the time and place for a Special General Meeting at which the tellers' report referred to in paragraph 11.8 of the General Operating By-law shall be presented and at which such other items of business shall be transacted as the Board or the President shall determine.

   2. In accordance with paragraph 11.7 of the General Operating By-law, and subject to the provisions of paragraph 10.2, the Committee shall nominate members (not limited to the number to be elected) who have agreed to stand for election to and to serve on the Board as president-elect/president, vice-president or director (but not Immediate past-president). The Chair shall arrange for this initial list of candidates to be circulated to the membership at least four months before the said Special General Meeting, with the announcement that the names of other members whose nominations are supported in writing by at least five other members, and who agree in writing to stand for election and to serve, will be added to the list, provided that such nominations are received at least three months before the said Special General Meeting.

   3. Each candidate may stand for one position only - president-elect, vice-president or director.

   4. Candidates shall be responsible for forwarding to the Chair of the Committee their agreements to serve and their curricula vitae in a form as may be required by the Committee.

   5. The Committee shall ensure that agreements to serve have been received for the final list of candidates, and that a ballot, curricula vitae and balloting instructions (including the date when ballots must be received at the Executive Office) are approved and are sent to each member at least ten weeks before the said Special General Meeting.

   6. Ballots shall be counted six weeks before the said Special General Meeting.

   7. The Committee shall appoint three tellers to count the votes, break ties and record successful candidates in accordance with the following scheme:
      1. Election of Officers by general vote:

         President-Elect	1
         Vice-presidents (no two from one region)	4

         Upon election, the officer elected as President-Elect shall serve in this capacity for a one-year term followed by a two-year term as President and then immediate Past-President for a one-year term. The four vice-presidents shall be elected for a two year term.

      2. Election of Directors by general vote for four-year terms:

         Directors resident in the Atlantic Provinces	2
         Directors resident in Québec	2
         Directors resident in Ontario	3
         Directors resident in the Western Provinces & Territories	3
         Directors resident outside Canada and at large	1

   8. The tellers shall certify and forward the results to the Secretary who shall inform all candidates accordingly at least five weeks before the said Special General Meeting. The tellers' report shall be presented to the said Special General Meeting.

2. In accordance with paragraphs 8.4, 8.6, and 10.4 of the General Operating By-law, the Nominating Committee shall submit a recommendation to the Board in the event of a vacancy occurring on the Board, of a director or of a vice-president.

3. To monitor when the terms of office of those directors appointed by the Board expire, and to ensure that nominations are submitted to the Board in sufficient time for consideration by the Executive prior to the appropriate meeting of the Board.

4. To monitor when the terms of office of chairs and members of CMS standing committees expire, and, in consultation with the current chair of each standing committee, to ensure that nominations are submitted to the Board in sufficient time for consideration by the Executive prior to the appropriate meeting of the Board.

   For all appointments taking effect January 1, the Nominating Committee will submit proposed nominations to the Executive Office by September 15.

   Unless otherwise specified in these Terms of Reference, all members of CMS standing committees shall be members of the CMS/SMC in good standing. If deemed appropriate, this principle can be waived or a complimentary membership bestowed. Such a recommendation shall accompany the nomination.

5. To ensure that biographical information accompanies each of its nominations to the Board.

   For the International Affairs Committee, the Publications Committee and the Research Committee, nominations shall be accompanied by a profile of the committee which briefly describes the research expertise of the existing members and those being nominated.

6. To monitor when the terms of office of the Executive Director and Secretary and the Treasurer expire, and to ensure that nominations are submitted to the Board in sufficient time for consideration by the Executive prior to the appropriate meeting of the Board.

7. In consultation with the Chair of each standing committee, to review any ongoing non-attendance of a member of a standing committee.

   The Committee may choose to submit to the Board the name of an individual who shall serve out the remainder of the term of such a member. The Committee, however, may choose to propose a change, permanent or temporary, in the number of members of that standing committee and submit nominations as appropriate.

8. To report to the Board on the Society's nominations to the Board and to the CMS standing committees and, from time to time, to review, the number of members, terms of reference, duties and responsibilities for each CMS standing committee and to make recommendations to the Board as appropriate.

Membership