Committee Vacancies and By-elections Policy

WOODSWORTH HOUSING CO-OPERATIVE, INC.

Committee Vacancies
and By-elections Policy
Approved by the GMM on September 28, 2011

Woodsworth Housing Co-op members elect directors, members of some key committees, committee chairs for some committees and delegates / representatives for co-op and community organizations. This policy mandates how Woodsworth proceeds when a vacancy occurs on a committee between the normal election time (AGM’s)

1. Directors
Vacancies for directors will be filled following Bylaw 1 (Organizational Bylaw),

ARTICLE IV – DIRECTORS, section 4.

2. Elected Committees – when the entire committee is elected by members (e.g. membership and arrears committees)
a) If there is a quorum remaining on the committee, the committee can vote to carry the vacancy until the next annual co-op elections.
b) If there is no quorum or if the committee wishes to fill the vacancy, the vacancy is filled by by-election or by committee vote, depending on the time left before the next AGM.

(i) To fill a vacancy in the first eight (8) months of an election year, a by-election will be held at the next regularly scheduled General Members’ Meeting for the membership to elect a replacement to complete the remainder of the full term.

(ii) To fill a vacancy in the last four (4) months of an election year, the committee can appoint a replacement to fill the position until the next annual co-op elections. The appointment takes effect immediately, but the election of the committee member must be put on the agenda for the next members’ meeting. The appointment will be considered confirmed unless the members elect someone else.

3. Elected Committee Chairs: when the chair of the committee is the only elected member (e.g. Editorial Committee):
The committee must inform the Board of Directors committee liaison and the membership that a vacancy has occurred and that a vote on replacement will take place.

Any Woodsworth member who has attended any two of the last three meetings of the committee can vote at the meeting. However, any member is eligible to be appointed or elected.

a) The committee can vote to fill the vacancy until the next AGM by appointment without a by-election. The replacement can come from the committee or be another volunteer member. The term for the replacement member will be until the next elections at the annual general meeting.

(b) If the committee votes to fill the vacancy through by-election, a by-election will take place at the next regularly scheduled General Members’ Meeting for the membership to elect a replacement to complete the remainder of the full term.

4. Delegates (SLNA, CHFC, CHFT and alternates)

As the delegates are not part of a committee, the Board of Directors must advertise the vacancy to the membership. If there are more candidates than positions, a by-election will take place. If there is a match between the number of candidates and positions, the Board of Directors should appoint the candidate and report to the members.

5. Candidates and Appointments:

Committees may solicit candidates from unsuccessful candidates at the last AGM, member surveys, from requests for volunteers in the Weekly, from members who have served on that committee in the past and members at large.

– The decision about who will fill the vacancy must be made at a committee meeting.

– The successful candidate’s name must be published as soon as possible.

Election Eligibility Policy

WOODSWORTH HOUSING CO-OPERATIVE, INC.

ELECTION ELIGIBILITY POLICY

Passed at the September 14, 2005 GMM

The purpose of this policy is to set forth the conditions under which Woodsworth Housing Co operative will determine a member would have a conflict of interest.

ELECTIONS:

A member would be considered ineligible for election under the following circumstances:

Arrears Committee:

A member, who accepts a nomination for election to the Arrears Committee or is standing on said committee, has fallen into arrears, and fails to make arrangements for repayment or refuses to honour a repayment agreement.

Grievance Committee:

A member, who accepts a nomination for election to the Grievance Committee or is standing on said committee with an outstanding, has an unresolved grievance against him/her and refuses to resolve the matter.

Membership Committee:

A member, who accepts nomination for election to the Membership Committee or is standing on said committee, is in default of any part of the Membership Policy which sets out their criteria for a member in good standing.

Board of Directors:

A member, who accepts nomination for election to the Board of Directors or is standing as a member of the Board, is in default of the Organizational By-Law which sets out the terms of eligibility for a Director of the Board or is in default of any other contractual agreement with the Co op.

If a member finds himself/herself in any of the foregoing circumstances, then they will automatically become ineligible to stand for election unless the situation can be resolved immediately and to the satisfaction of the Co-op and its members.

NOMINATION FORM – 2005

All candidates are asked to complete this form as affirmation of
eligibility and acceptance of the nomination. Candidates
accepting nomination from the floor at the AGM must sign a
Nomination Form at the meeting, affirming that they are eligible
for the position as defined below.

Please place the completed Nomination Form in the Election Committee Mail Slot in the Member’s Computer Room on the 2th Floor or leave it at Apt. #508 before 5:00 p.m., Thursday, November 10th, 2005 – Election Date.

MY NAME IS:

I am running for:

I am a member and reside at: (address)

I affirm that I am eligible to run for the above position, and that I have read the eligibility requirements below.

Eligibility requirements for election for the Board of Directors, as set out in the Organizational By-Law, Article IV (3).

I am a member of the Woodsworth Co-op Housing;

I am 18 years of age or older;

I am mentally competent;

I am not an employee of Woodsworth Co-op;

I am not presently in undischarged bankruptcy;

I am not in arrears with the co-op; or I am adhering to my repayment plan as agreed with the Co-op; and

I am not in default under the Occupancy Agreement (including minimum participation requirements defined therein), or any other contractual agreement with the co-op.

Eligibility requirements for election for the Arrears Committee, Grievance Committee, or Membership Committee:

I am a member of the Woodsworth Co-Operative Housing;

I am 18 years of age or older;

I am mentally competent;

I am not an employee of Woodsworth Co-Op Housing;

I am not in default under the appropriate section of the Conflict of Interest Policy;

I am not in default under the Occupancy Agreement (including minimum participation requirements defined therein).

Eligibility requirements for election for all other available positions:

I am a member of the Woodsworth Co-Operative Housing;

I am 18 years of age or older;

I am mentally competent;

I am not an employee of Woodsworth Co-Op.

I, the undersigned, confirm my eligibility for election at the Woodsworth Housing Co-op elections held on Thursday, November 10th, 2005.

 

(Signature) (Date)

Candidate Form for Elections – Committees and Delegates

There is a separate form for candidates for the Board of Directors. Use this one for committees and delegates only.

Please note: in order to get all of the required information on this form, it was designed as a longer LEGAL sized page. (8.5 x 14). There will be copies in the 2nd floor photocopy room for you if you cannot print the legal sized PDF.

Print with legal sized paper –

CANDIDATE FORM FOR COMMITTEES Nov. 2018

 

CHF Canada Annual Conference

Each spring, CHFC holds their annual meeting / conference in a different Canadian city, bringing together housing co-op members, managers and supporters to learn, network, elect board members and socialize.

The mission of the Co-operative Housing Federation of Canada (CHF Canada) is to inspire, represent and serve the members in a united co-operative housing movement.

CHFC’s members are housing co-ops as well as the organizations and people who support them.

Woodsworth sends two members to the AGM / conference every year, a delegate and alternate,  who represent Woodsworth Co-op at the CHFC meetings, attend workshops and bring back news about the 
co-op housing sector to the membership. The delegate votes on our behalf on sector issues and in CHFC elections.

Woodsworth members elect the two (2) members who will attend the conference as delegate and alternate. This normally happens at a Woodsworth general members’ meeting (the AGM in November or a GMM in January)

Travel arrangements are paid for by our Co-op, including the cost of travel, hotel accommodations for the 4-day conference and conference fee. Both the delegate and alternate attend the conference.

However, this is not a holiday; it is work with a very heavy schedule. In preparation for the conference, both the delegate and alternate are required to attend an information meeting held by CHF in Toronto to discuss the upcoming conference and the resolutions.

While at the conference, the delegates are required to attend all of the workshops and seminars they have selected and are expected to attend the Meet the Candidate debate sessions (mandatory if there is one), the Ontario Members’ Meeting and the National Business Meeting in order to vote for the candidates who govern CHFC. “You’ll have your say, debate policies, consider budgets, elect directors, vote on resolutions, and much more.” The delegate and alternate also select different workshops to benefit the Co-op.

Upon returning home, the delegate and alternate are required both to provide a written report of the information they acquired (or what they learned) to the membership through our weekly newsletter, with a copy of the report to the Board of Directors.

2019:  The 2019 Annual CHFC Conference will be held in London, Ontario from Wednesday June 5 until Saturday June 8, 2019.

2020: Halifax, NS (June 10 – 13, 2020)

2021: Ottawa, ON (June 9 – 12,  2021)

Each AGM features:

    • workshops and training and for co‑op members and managers
    • a national business meeting with reports, resolutions, discussions and elections of the Board of Directors and Finance and Audit Committee.
    • a meeting of CHF Canada’s Ontario Region, including reports, resolutions and election of the Ontario Council
    • regional caucuses for members from BC, the Prairies, Quebec and the Atlantic provinces
    • social events and networking opportunities
    • a special networking session for emerging co‑op leaders (under 30), and
    • simultaneous translation or a French-language alternative for all activities. To help with the cost, CHF Canada offers a discounted delegate registration fee, help with delegate airfare costs and a wide range of registration options for other participants. Participants under 30 receive a 50% discount on registration fees.

https://chfcanada.coop

Updated:  Oct 3, 2018