Proposed ToR for UNA Election Procedures and Policies Advisory Committee

UPDATE (Oct. 31, 2014): the terms of reference were modified at the Governance Committee for greater clarity.  Details will be forthcoming in the upcoming November UNA Board Package.

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Following my proposal to the UNA Board, first in the September Governance Committee meeting and then again at the October Board meeting, the Board finally agreed to review UNA Election Policies and Procedures. At the Tuesday Governance Committee I have proposed the following terms of reference that, with possible modification, I trust will be recommended to the UNA Board.  The Oct. UNA Board motion also asked that the governance committee recommend the individuals to serve on the committee.  Not sure if we can do that in time for November - here's hoping!
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The Board met on October 14, 201 and considered a proposal from UNA Director Charles Menzies to consider establishing an advisory committee on UNA election procedures and policies.

Moved by   , THAT the UNA Board of Directors will conduct a comprehensive review of the UNA elections policies and procedures  with the intent of improving the process in time for the 2015 UNA Elections. To assist the UNA Board of Directors, the Board will appoint an advisory committee, comprised of individuals with broad expertise in governance models and procedures to bring forward recommendations for its considerations. Further that the Board directs the Governance Standing Committee to:
1)     develop the terms of reference for the panel
2)     recommend the individuals to serve on the panel; and
3)     submit the terms of reference and the list of recommended individuals to the Board for approval at its November meeting.

Terms of Reference

1.     Purpose

The Elections Procedures and Policies Advisory Committee, a sub-committee under the Standing Committee on Governance, serves the UNA Board of Directors to conduct a comprehensive review of the UNA elections policies and procedures with the intent of improving the process in time for the 2015 UNA Elections.

2.     Objectives

The main objective of the UNA Elections Procedures and Policies Advisory Committee is to conduct a comprehensive review of the UNA’s current election procedures and policies.  To achieve this, it will focus on the following activities:

a.     To solicit UNA members input on the status of the current elections procedures and policies through written comments from UNA members and at least one public townhall meeting of UNA members.

b.     To assist the Board in enhancing the democratic structure of UNA Elections by identifying residents’  concerns and resolving issues, and to facilitate engaging residents in the election process.

c.     To assist the Board in designing and organizing an improved democratic election procedure and policy to be implemented in tie for the 2015 election.

3.     Composition

The UNA Election Procedures and Policies Advisory Committee will consists of individuals appointed by the Board of Directors who have specialized expertise in democratic governance models. A list of potential appointees will be compiled by the Governance Standing Committee and submitted to the UNA Board for approval at the November meeting of the Board. The Chair of the Governance Standing Committee will chair the Election Procedures and Policies Advisory Committee.

4.     Procedures

The Advisory Committee shall hold meetings on as needed basis and the Chair may call emergency meetings as needed. The chair will approve an agenda prepared by UNA staff and forward this to committee members at least three days before the meeting. A UNA staff may take the minutes subject to approval of the committee Chair. The Chair will send the draft minutes to all members and the committee at the next meeting will approve the final minutes incorporating revisions and corrections.

Following the Advisory Committee’s first meeting a public call for submissions on the UNA’s current election procedures and policies will be issued to UNA members via all UNA communication vehicles.  UNA members will be provided with at least 30 days to submit comments. 

The Advisory Committee will hold at least one public townhall meeting for UNA members on the subject of review of UNA Election Procedures and Policies within the first three months of the committee’s existence.

5.     Reports

The Advisory Committee will submit reports of activities at the monthly regular meetings of the Governance Standing Committee.  

The Advisory Committee will submit a final report that

a.     summarizes all written and oral submissions on the current UNA Election Procedures and Policies. 

b.     Recommends to the Board, through the Governance Standing Committee, a revised election procedures and policies that addresses concerns and advice of UNA membership.

Additional reports may be submitted on special activities and projects carried out by the Committee.

c.     Resources

The UNA Board of Directors will allocate resources needed by the Election Procedures and Policies Advisory Committee in carrying out its functions.

Motion:

Following Moved by,  ________,  that the Governance Standing Committee recommends to the Board of Directors that the Terms of Reference for the Election Procedures and Policies Advisory Committee be approved.