April 23, 2019
Please see details below that outline the criteria, nomination process and procedures for Swim Nova Scotia's Board of Directors. Three positions are coming available (each for a two-year term) at the AGM in July. Applications are due June 21.
Swim Nova Scotia Nominating Committee
Determination of Eligible Candidates and Nomination Guidelines
Candidates for election to the Board of Directors (Board) of Swim Nova Scotia are qualified and skilled persons capable of, and committed to, providing effective leadership to Swim Nova Scotia.
The Nominating Committee is responsible for promoting interest in nominations, and for recruiting qualified and skilled individuals as candidates for election to the Board of Directors.
In accordance with the Swim Nova Scotia Bylaws, this policy provides the Nominating Committee
the authority and guidance for the solicitation and inclusion of nominees for candidacy for election
to the Board of Directors of Swim Nova Scotia.
The application of this policy is the responsibility of the Nominating Committee. The Nominating
Committee must ensure nominees are qualified and there is a full slate of candidates for election to
the Board of Directors each year.
The Nominating Committee will:
a. Solicit nominations with the Qualifications and Core Competencies” in Schedule “A”.
b. Ensure a full slate of candidates.
c. Present a slate of qualified persons to stand for election to the Board of Directors.
d. Ensure that the slate of qualified candidates is nominated for election and, to the best of their
ability, ensure that in any given election, no candidate gains office by acclamation.
e. Where appropriate, identify candidates for future nomination to the Board of Directors and
maintain this information for use by Swim Nova Scotia in future nominations and elections.
f. Where possible, carry out these duties in a manner that encourages a long-term view of Swim
Nova Scotia’s leadership needs, as well as Board of Directors succession planning.
g. Perform such additional tasks as may be delegated to the Committee by the Board from time to
h. Create a standardized template and timetable for the presentation of information on all
nominated candidates, including biographical information, affiliations and memberships,
nominee’s statements and contact information.
i. Conduct an unbiased recruitment of skilled persons.
j. Accept, review and present to the Annual Meeting, all nominations that satisfy the eligibility
k. Notify any person excluded as a candidate for election as a Director.
The Executive Director of Swim Nova Scotia will provide support
to the Nominating Committee in
the preparation and distribution of notices, the receipt of nominations and in the recruitment of
Any individual nominated for election as a candidate to the Board of Directors must:
a. Be eighteen (18) years of age or older;
b. Be a resident of Nova Scotia as defined in the Income Tax Act, as amended;
c. Have the power under law to contract;
d. Not be in an employment or contract position with a Year-Round Club Member, Summer Club
Member, Affiliate Member or Special Interest Group Member of Swim Nova Scotia;
e. Be the only member of a family associated with Swim Nova Scotia running for a position on the
Swim Nova Scotia Board of Directors;
f. Be a member of Swim Nova Scotia in good standing;
g. Meet the criteria established in the Swim Nova Scotia Conflict of Interest Policy; and
h. Meet the “Qualifications and Core Competencies” in Schedule “A”.
Any nomination of an individual for election as a Director-at-Large will:
a. Include a completed application form;
b. Include the written consent of the nominee by signed signature;
c. Include a cover letter and resume of the nominee;
d. Be submitted to the Head Office of the Swim Nova Scotia fourteen (14) days prior to the
Annual General Meeting. Nominations will not be accepted from the floor.
Individuals currently on the Board of Directors wishing to be re-elected are not subject to
nomination but must notify the Nominating Committee fourteen (14) days before the election of
their interest for re-election.
Circulation of Nominations
Valid nominations will be circulated to voting Members at the Annual General Meeting prior to the
The Nominating Committee must present candidates that are independent, meaning that once
elected they may not hold any elected or employment position with a Year-Round Club Member,
Summer Club Member, Affiliate Member or Special Interest Group Member of Swim Nova Scotia,
nor hold any employment position with Swim Nova Scotia.
In recruiting candidates, the Nominating Committee will have
regard to the regional and ability
diversity of the membership of Swim Nova Scotia, and will strive for gender balance.
This Policy references Article IV of the Swim Nova Scotia Bylaws
If for any reason this Policy does not comply with the Swim Nova Scotia Bylaws, the Swim Nova
Scotia Bylaws will prevail.
A decision of the Nominating Committee regarding the eligibility of a nominee may be appealed in
accordance with the Swim Nova Scotia Appeals Policy.
Review and Approval
This policy was approved by the Board on March 25, 2013, reviewed March 8, 2016 and March 19,
2018; the Board shall review it every two years.
Potential Directors will preferably exhibit multiple attributes and skills listed below:
a) Member of a Special Interest Group Member
b) Experience in the sport of swimming
c) Commitment and capacity (time, energy, expertise) to fulfill the commitment as a Director
d) Knowledge about roles and responsibilities of a Director, Board and Staff
e) Experience in formulating policy
f) Experience in thinking strategically
g) Knowledge about the sport of swimming
h) Ability to identify principal business risks and ensure implementation of appropriate
systems to manage those risks
i) Knowledge of organizational performance mechanisms and ability to monitor, evaluate and
j) Strategic connectivity to key clients
k) Ethical and values based behaviour
l) Representative of client population (athlete & coach)
m) Other attributes valued by the Board of Directors
n) Accounting designation (CA, CMA, CGA)
o) Legal designation (LL.B)
p) Professional qualifications (MD, PhD, MBA, Sport Science)
q) Personnel Management (Human Resource Professional designation)
r) Media/Marketing/Public Relations contacts/experience
s) Fundraising and funding source contacts
t) Administration/Management experience
u) Government relations/contacts
v) Organizational development/Strategic Planning experience
w) Other skills valued by the Board of Directors
JULY 2019 - ELECTION PROCEDURES
The purpose of this policy is to govern the nomination and election process for SNS’s Directors at the July 6th, 2019 Annual General Meeting.
Application of this Policy
This policy applies to SNS and its members as defined in the SNS Bylaws.
The Nominating Committee, as appointed by the Board of Directors, will solicit nominations for the election of Directors with the skills and characteristics defined in SNS’ Bylaws.
Valid nominations will be circulated to voting Members seven (7) days prior to the elections, in addition to, the Nominees cover letter and resume, upon receipt of consent from the Nominee.
Any SNS members who is eighteen (18) years of age or older, who has the power under law to contract, is a member in good standing, has the required skills and characteristics defined in the SNS Bylaws, and meets the criteria established by SNS’ Conflict of Interest Policy may be nominated for election as a Director.
As per SNS Bylaws, only one member of each family associated
with SNS is eligible for a position as a
The election of the three (3) Directors at Large will take place at the Annual General Meeting by the membership for a term of two (2) years.
Elections will take place as follows:
a) All nominees will be included on the ballot and each voting member will vote for three (3) Directors.
In the case of a tie, the nominee(s) receiving the fewest votes will be deleted from the list of nominees and a second vote will be conducted in order to break the tie. If only two nominees remain and there continues to be a tie, the winner will be decided by the Board of Directors by resolution.
Voting ballots will be prepared and distributed to voting Members prior to elections.
Scrutineers will be appointed by the President at the Annual General Meeting who will be responsible for ensuring that votes are properly cast and counted.