Nomination Pool

Purpose

The Nomination Pool is established to ensure a fair, transparent, and consistent process for identifying eligible members for service on the Board of Directors and subcommittees of the Co-operative. This system supports the Co-operative’s commitment to democratic member control, leadership renewal, and inclusive governance.

By creating the pool annually, the Co-operative ensures that:

• All eligible members have an equal opportunity to be considered for leadership roles.
• Nominations are based on objective criteria, including tenure, standing, and regulatory compliance.
• Members can exercise autonomy by choosing to participate, temporarily withdraw, or permanently opt out.

This approach strengthens the integrity of the nomination process, reduces bias, and promotes a diverse and qualified leadership pipeline that reflects the values and long-term sustainability of the Co-operative. ___

Master Pool

At the beginning of each calendar year, a Master Pool shall be established through random selection from among all active members of The Collective who meet the eligibility criteria for nomination. This pool serves as the primary source for Board and subcommittee appointments throughout the year.

Eligibility Criteria

To be considered for inclusion in the Master Pool, members must:

• Have maintained active membership for more than two (2) years.
• Be in good standing, with no outstanding dues or disciplinary actions.
• Be able to pass a fit and proper assessment, as defined by the Governance Committee and applicable regulations.

  Size

• The size of the Master Pool shall be determined periodically by the Governance Committee, based on the anticipated governance needs of The Collective.
• If the eligible pool is insufficient to meet governance requirements, the Board may propose a temporary waiver of specific qualifications, subject to ratification by the General Membership.

  Selection Mechanism

• Members who meet the eligibility criteria shall be randomly selected using a transparent and auditable process.
• The selection mechanism shall be proposed by the Board and must be ratified by the General Membership before implementation.
• The process may include digital randomization tools or physical draws, with oversight to ensure fairness and integrity.

  Notification

  Once a member has been drawn into the Master Pool they are to be notified within 7 days.

  Withdrawal

  A member may withdraw their name from the nomination pool: Temporarily - For a single calendar year Permanently - With submission to the board with rationale

  Acceptance

  A member will have 10 business days to Accept. Should they not respond the member will be considered temporarily withdrawn. ___

  Nomination Pools

  For each Board or subcommittee appointment, a smaller nomination pool shall be drawn from the annually established Master Pool. This ensures that appointments are made from a vetted group of eligible and willing members, while allowing for additional criteria to be applied based on the specific needs of the role or body.

  Composition and Criteria

• The smaller nomination pool is formed by selecting members from the Master Pool who meet any additional qualifications or representation requirements relevant to the appointment.
• These additional criteria may include:
  • Specific skills or experience (e.g., finance, governance, legal).
  • Demographic or regional representation.
  • Availability or prior committee experience.

    Determination of Criteria

• The initiating body (e.g., the Board, Governance Committee, or relevant subcommittee) shall define the specific qualifications or representation needs for each appointment.
• These criteria must be:
  • Clearly documented.
  • Consistent with the Collective’s values and bylaws.
  • Approved by the Board if they deviate from standard practice.