Nominations and Elections Process: PLWHIV Forum

This document explains the process for electing your Board of Directors. As elections are a serious issue for the Canadian AIDS Society (CAS), we wish to ensure that all delegates fully understand the election process. This document clearly outlines how candidates for various Board positions are nominated; who retains the right to vote; the role of the Regional Caucuses; and, the actual voting process. Important changes to the elections process were approved in 2011 and are in effect at the 2017 Forum and AM.

Please review this document carefully before the meetings.

General Structure

The Canadian AIDS Society is a national coalition of regional organizations. This is reflected in the structure of our Board of Directors in which each of our five regions has two Directors elected as representatives, at least one of whom must be a person living with HIV/AIDS. In addition to the regional representation, an additional two Directors-At-Large who have no particular regional affiliation and a PLWHIV Youth Director are elected to full voting seats. Through your official delegate to the AM, every member group in good standing has the right to vote on the regional representatives and the Director-At-Large positions. Nominations for Regional PLWHIV Directors are held during the Regional Caucuses of the PLWHIV Forum and the nomination of the PLWHIV Youth Director is held in plenary at the Forum. Nominations for Regional Directors are held at Regional Caucuses during the Annual Meeting (AM).

The ratification of a slate of nominees for the Regional PLWHIV Directors, the PLWHIV Youth Director and Regional Directors and a vote for the Director-At-Large by members will be held in plenary during the AM.

Nominations to the Board of Directors

Positions up for election at 2017 Annual Meeting

  • Atlantic PLWHIV Director (two-year term ending in 2019)
  • Ontario PLWHIV Director (two-year term ending in 2019)
  • Pacific PLWHIV Director (two-year term ending in 2019)
  • Youth PLWHIV Director (two-year term ending in 2019)
  • Director-at-Large (non-female) (two-year term ending in 2019)
  • Quebec Regional Director (two-year term ending in 2019)
  • Prairies Regional Director (two-year term ending in 2019)
  • Pacific Regional Director (one-year – term continuation ending in 2018)

Delegate kits for the Forum and AM will contain a complete list of advance nominees received by the deadline of May 31, 2017. Candidates must be present at the Forum and/or AM in order to be elected. Individuals who have not submitted a complete application form to the Nomination Committee prior to the Forum and AM may still submit nominations up to the closing times listed below at the on-site administration office:

  • PLWHIV Forum: nominations for the Atlantic PLWHIV Director, Ontario PLWHIV Director positions and Pacific PLWHIV Director must be submitted: – final deadline indicated in agenda. Thurs June 8, 2017, 2016 at 5:30 p.m. CT (Regina Time) at CAS registration table/on-site office during the Forum at The Hotel Saskatchewan, Regina, SK.
  • Canadian AIDS Society 2017 Annual Meeting: nominations for the Regional Directors for Quebec, Prairies and Director-at-Large as well as for Director-At-Large (non-female gender) positions must be submitted: agenda not yet prepared. Date for Annual Meeting to be confirmed.

All regional nominees will be required to make a short presentation in their Regional Caucus, and be prepared to address questions from their regional delegates.

For the Director-At-Large and PLWHIV Youth Director positions, nominees will be required to make a short presentation to the assembled membership, and be prepared to address questions from delegates.

Right To Vote

Forum

Each PLWHIV Regional Caucus will be entitled to nominate Forum participants for PLWHIV regional seats on the Board. Each Regional Caucus will nominate one person as a Regional PLWHIV Director in order to replace an incumbent Regional PLWHIV Director whose term of office is about to expire.

The Forum, as a whole, at every second Forum, will nominate one person as a PLWHIV Youth Director in order to replace an incumbent PLWHIV Youth Director whose term of office is about to expire.

Any delegate of the Forum, regardless of their region, may recommend that any delegate of the Forum be nominated by any PLWHIV Regional Caucus for the position of Regional PLWHIV Director, provided that at least two other persons, from the PLWHIV Regional Caucus that will nominate the Regional PLWHIV Director, support the recommendation.

Annual Meeting

Currently, all Member Groups in good standing* have the right and responsibility to elect the Regional Directors and Directors-At-Large, as well as to approve the slate of nominees for the Regional PLWHIV Directors and PLWHIV Youth Director.

Any Member, regardless of their region, may recommend that a person be nominated by any Region for the position of Regional Director, provided that at least two other Members, from the Region that will nominate the Regional Director, support the recommendation.

*Note: CAS Membership Policy clearly states that “…if at the time of the CAS AM a Member Group has not paid its annual members fee for the previous year, it will be deemed to be not in good standing.”

Proxy

According to our by-laws, if a Member Group is unable to send an official delegate to the AM, it may, in writing, designate its proxy to another Member Group. No Member Group may carry more than one proxy vote.

Role of Regional Caucuses

Forum

PLWHIV Regional Caucuses are encouraged to use the caucus meeting to have nominees for the regional seats in their region answer questions, etc. The PLWHIV Regional Caucuses will then nominate a Regional PLWHIV Director for and from their region.

The persons nominated for the vacant Regional PLWHIV Director and PLWHIV Youth Director positions will form part of the slate of nominees for Regional PLWHIV Directors and PLWHIV Youth Director, to be presented by the Nominating Committee, to the Members at the AM.

Annual Meeting

Regional Caucuses, as part of their designated meeting time, are encouraged to use the caucus meeting to have nominees for the regional seats in their region answer questions, etc. Regions will then nominate a Regional Director for and from their region.

The persons nominated for the vacant Regional Director positions will form part of the slate of nominees to be presented by the Nominating Committee to the Members at the AM.

Voting by Ballots

Forum

Nomination ballots will be distributed to registered delegates upon registration. Nominations for the vacant Regional PLWHIV Director positions will be held in your Regional Caucus session. The nomination for the PLWHIV Youth Director position will occur in the plenary session, if applicable. The ratification of the slate of nominees for the vacant Regional PLWHIV Director positions and PLWHIV Youth Director will occur at the AM.

Annual Meeting

Voting ballots will be distributed to the official delegate of each registered Member Group that has the right to vote. Nominations for the vacant Regional Director positions will be held in your Regional Caucus session. The ratification of the slate of nominees for Regional PLWHIV Director(s) and PLWHIV Youth Director positions, as well as the slate of nominees for Regional Director(s), by members, will then be held in plenary at the AM. The vote for the Director-At-Large position(s) by members will occur in the plenary session as well.

If you are the only delegate from your Member Group, you will also have control of the election ballot for your Group. If your Group is represented by more than one delegate, please determine beforehand who will have the responsibility to pick up the election ballot.

Carefully follow the instructions on the ballot to avoid spoiling them, and return them as directed to the appointed scrutineer(s).

Finally

If you have any questions about the nomination or election process, do not hesitate to seek out a representative from the Nominations Committee.

Ensuring that CAS has a Board of Directors that will work on your behalf is critical.

Good luck with your deliberations and decision-making!

Canadian AIDS Society Board of Directors: Position Descriptions

General Description of a CAS Board Member

The responsibility of providing a high standard of service to the membership of CAS is not one to be accepted casually. Prospective candidates should be familiar with CAS, its relationship to Member Groups, its mandate and operating structure. All Board members are expected to assist in the mentorship and support of the PLWHIV Youth Director. Some preferred qualities of a Director would include:

  • knowledge of CAS activities and the commitment to keep current with developments regarding AIDS
  • commitment to community consultation
  • political astuteness
  • reliability
  • good people skills, works well in a team, communication skills and understanding of group dynamics
  • patience
  • courage and humour
  • bilingualism is an asset as the Board and CAS operate in both official languages
  • although it is not necessary, it would be helpful if you had the support of your employer. Your work on the CAS Board will amount to 10-15 working days plus 3-4 weekends a year along with travelling to Board Meetings, Committee Meetings, being called at work, etc.

Regional Director Position Description

Regional Directors of the Canadian AIDS Society agree to the general conditions of workload, lines of reporting, duration of appointment, time and travel commitment, roles and responsibilities of all other CAS Board members.

In addition, Regional Directors:

  1. Assume primary responsibility for communicating with and representing the concerns and issues of all CAS Member Groups within their particular region
  2. Are jointly responsible, along with the Regional PLWHIV Directors, for communicating and representing the concerns and issues of the PLWHIV community within their particular region’s CAS Member Groups
  3. Are accountable to the issues of their Regional Member Groups and Caucuses at the Annual Meeting
  4. May be required to chair sessions of their Regional Caucuses
  5. Assume an effort in communicating with all AIDS service organizations, health care organizations, and youth-based groups in their region for feedback on what is being done by/for Youth Living with HIV/AIDS (YLWHIV/AIDS), affected youth and youth at risk; in which to inform the PLWHIV Youth Director.

Regional PLWHIV Director Position Description

Regional PLWHIV Directors of the Canadian AIDS Society agree to the general conditions of workload, lines of reporting, duration of appointment, time and travel commitment, roles and responsibilities of all other CAS Board members.

In addition, Regional PLWHIV Directors:

  1. Assume primary responsibility for communicating with and representing the concerns and issues of the PLWHIV community within their particular region’s CAS Member Groups
  2. Are jointly responsible, along with the Regional Director, for communicating with and representing the concerns and issues of all member groups within their particular region’s CAS Member Groups
  3. Are expected to participate in the work and planning activities of the CAS Board PLWHIV Committee
  4. Are accountable to the issues of the CAS PLWHIV Caucus at the Annual Meeting
  5. Are required to chair sessions particularly related to the PLWHIV community within CAS
  6. Assume an effort in communicating with all AIDS service organizations, health care organizations, and youth-based groups in their region for feedback on what is being done by/for Youth Living with HIV/AIDS (YLWHIV/AIDS), affected youth and youth at risk; in which to inform the PLWHIV Youth Director.

Director-At-Large Position Description

Directors-At-Large of the Canadian AIDS Society agree to the general conditions of workload, lines of reporting, duration of appointment, time and travel commitment, roles and responsibilities of all other CAS Board members.

In addition, Directors-At-Large:

  1. Will strive to present a sense of balance to the composition of the Board of Directors in representing views of otherwise under-represented populations within the CAS community
  2. Will strive to present a balanced view of issues that might otherwise be constrained by regional concerns
  3. May be required to assume other roles and functions, or undertake special project assignments as directed by the Board Chair
  4. May be asked to assist with ongoing planning for CAS (e.g. chair an ad-hoc planning committee)

PLWHIV Youth Director Position Description

The PLWHIV Youth Director of the Canadian AIDS Society agrees to the general conditions of workload, lines of reporting, duration of appointment, time and travel commitment, roles and responsibilities of all other CAS Board members. In addition, the PLWHIV Youth Director will receive mentorship from all other CAS Board members.

This director is expected to gather information and act as a resource to advise the Board of issues faced by Youth Living with HIV (YLWHIV) in all regions of the country.

In addition, the PLWHIV Youth Director:

  1. Is required to develop a brief summary indicating some expected results to achieve in their term as PLWHIV Youth Director insofar as how they plan on communicating and reaching Canadian youth. For approval by the Board by a determined date at the beginning of the term.
  2. Assumes primary responsibility in communicating with AIDS service organizations, health care organizations and youth based groups in Canada for feedback on what is being done by/for YLWHIV, affected youth and youth at risk.
    • Communicates with, and receives support from all Regional Directors to help locate groups in their region for YLWHIV/AIDS, affected youth and youth at risk.
  3. Brings to the Board of Directors concerns and issues faced by the YLWHIV, affected youth and youth at risk in all regions of the country.
  4. Is accountable to the YLWHIV, affected youth and youth at risk regarding the issues brought forth, and should promote GIPA Youth Module to these youth.
  5. Is strongly encouraged to inject a youth perspective, by initiating the development of a youth-engaging activity when planning the PLWHIV Forum and CAS AM to attract youth and ensure youth attendance; in consultation with the Board, Staff, PLWHIV Committee, and Priorities and Planning Committee.
  6. Is required to compile an annual review of youth related issues brought forth by all regions of the country. A clear, concise and engaging presentation reflecting the youth perspective must be done orally, in conjunction with a typed summary to distribute while co-chairing a brief session in all Regional Caucuses and/or Youth Caucus at the Forum and the Annual Meeting.

Nomination Form:

2017-CAS-Board-Nomination-Form

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