How to request directors to stand for re-election
- (BC Societies Act 48(1)) A director’s term of office expires at the close of the next annual general meeting after the director’s designation, election or appointment.
- Reach out to all current directors via email: “In preparation for our upcoming AGM, I’m reaching out to the Board Members to determine who intends to stay on for another year and stand for re-election. Can you please let me know of your intent by <insert deadline>?”
- Share the list of directors standing for re-election with the President and Secretary
- At the AGM:
How to nominate a new director (BC Societies Act section 42)
- There are two methods to designate, elect or appoint of a director:
- the individual consents in writing to be a director of the society, or
- the designation, election or appointment is made at a meeting at which the individual is present and the individual does not refuse, at the meeting, to be a director.
- Take minutes at the AGM. Ensure you count members present and non-members present for the minutes
- Following the AGM, update the Director Register
- Provide notice of the change in the annual report the society files with the registrar
- Receive and file the certified copy of the altered statement of directors furnished from the registrar
Resignation of a Director
- Exiting member: must submit resignation letter (example)
- Resignation is to take effect upon receipt of a letter or at a specific date if specified. See BC Societies Act section 49.
- Secretary must file resignation letter
- If the resignation occurs at a time other than the AGM, you must file a notice of change of directors with the registrar.
Onboarding New Directors
- Request new directors:
- Complete the competency questionnaire
- Send a bio and headshot to Sasha
- Share contact information with Sasha for the roster: Name, email, phone, address
- Share the onboarding guide with new directors
- Don’t forget to update the links if needed!
- Introduce the new directors to the Executive Director and ask him to schedule a hatchery tour.
- Schedule an onboarding meeting:
- Duration: 45 minutes
- Attendees: President, Nominating Officer, Chair of HR & Governance, new directors + anyone else
- Current directors go first, share your role and why the hatchery is important to you
- New directors share a bit of your background and why the hatchery is important to you
- Video produced by CapU students
- President: Share your vision for the society
- Chair of Governance Committee: Share how the board operates