Election of Directors – 2014

Introduction

Directors of the Aquatic Toxicity Workshop (ATW) provide continuity across annual workshops, encourage future Organizing Committee chairs to undertake workshops and manage a financial reserve to provide necessary advances for venue facilities. ATW workshops are typically planned three years in advance and designed to attract representatives from all sectors actively involved in environmental research, management and policy development.

The new Canada Not-for-profit Corporations Act (NFP Act) requires that ATW members elect their Board of Directors. Members are encouraged to elect a Board of Directors representative of both gender and various professional sectors (i.e., public, industry, consulting, academia).

Responsibilities

The Board of Directors oversees the management of the activities and affairs of ATW and provides guidance to Organizing Committee co-chairs. The Board’s activities are primarily administrative in nature and include financial management, ensuring compliance with government filing requirements, amending as required ATW’s Standard Operating Procedure and supporting the student program by selecting graduate student advisors and managing the Playle Award selection process. The Board of Directors also discusses and implements strategies to build on ATW’s history and to develop future sustainability while planning for information-sharing needs of members.

A Director is expected to commit to attending the three annual workshops following his/her election and to prepare for and actively participating in all Board of Directors meetings during that period. Typically, there is one face-to-face Board meeting during the week of the annual workshop and 4-6 meetings by teleconference throughout the year.

Directors are expected to disclose any potential perceived or real conflict of interest at the beginning of each Board meeting.

Directors do not receive any remuneration for their participation on the Board. Directors (or their organizations) are expected to cover the costs associated with attending the annual workshops and participating in teleconference calls.

Term

A Director’s term is three years, although the Director may resign before the term ends. At the end of his/her term, the Director may seek re-election.

Eligibility

Under the NFP Act, the following persons are disqualified from being a Director of ATW:

• anyone who is less than 18 years of age;
• anyone who has been declared incapable by a court in Canada or in another country;
• a person who is not an individual; and
• a person who has the status of bankrupt.

Nominees are expected to have actively participated on the Organizing Committee of at least one ATW.

Nomination Process

The nomination form is available here.

The Board of Directors will strike an independent Election Committee of at least two ATW members who will not be nominated as Directors themselves. The Election Committee will receive nominations, ensure nominations are valid and complete, prepare the election forms, tally the voting results and declare the successful Directors to the membership.

A proposal to nominate an individual for the election of Directors must be signed by no less than 5% of members. This is currently equivalent to approximately twenty-four (24) signatures. An email of support to the Election Committee (ATW2014votes@gmail.com) that clearly identifies both the nominee and the supporting ATW member can be used in place of an original signature on the nomination form.

Nomination Deadline: For the election of Directors to take place on October 1, 2014, proposals to nominate individuals as Directors must be submitted to the Election Committee via the ATW 2014 registration desk by 11:00 a.m. (Eastern time) on September 30, 2014.

Consent

A nominee must consent to be a Director of ATW by signing the nomination form or sending an email (ATW2014votes@gmail.com) expressing that consent to the Election Committee prior to the nomination deadline.

Voting Process

Members attending the annual general meeting when elections occur will be asked to vote by a show of hands for a fixed number of Directors. If the slate of nominees is equal to or less than the number of available Director positions, members will be asked to vote on whether they support or oppose each nomination. In that case, any nominee receiving at least one (1) more opposition vote than supportive votes will not be considered elected. A tie vote will result in the nominee being elected.

Members who are unable to attend the annual general meeting may vote by proxy using the proxy designation form, which must be submitted to the Election Committee by 9:00 a.m. (Eastern time) on October 1, 2014. An updated proxy designation form with the official list of nominees will be posted online by 3:00 p.m. (Eastern time) on September 30, 2014.

As votes will be tallied by the Election Committee, the results will be posted on the ATW web site within one (1) week of the election.