Electoral Process

Electoral Process

CHFA Board of Directors Electoral Process

As a federally registered, not-for-profit trade association, CHFA is incorporated under the Canada Not-For-Profit Act. The Act and CHFA’s by-laws are the rules under which CHFA operates.  As such CHFA is governed by a Board of Directors who are elected by the members of the Association. The detailed formal requirements of the CHFA election process are outlined in section 24 through 26 of CHFA’s by-laws and can be found here.

Steps in the Election Process

Nominations for directors are made by the nominating committee that has been established by the board of directors for the express purpose of identifying qualified Board candidates. To assist the nominating committee with this task, an Expression of Interest request goes out to all members approximately 150 days prior to the AGM via a member bulletin, distributed in both English and French. An expression of interest is an initial, informal notice from a member that says he or she is interested in being nominated to the Board of Directors.

The list of proposed nominees must be considered against an established criteria and approved by the full Board. Once approved, the proposed list is provided to the membership at least 45 days preceding the date fixed for the annual meeting of Members, together with a request for further nominations from the Members.

Any Member may make additional nominations for director, provided that each such nomination is signed in writing by the Member, seconded in writing by two Members in good standing, and consented to in writing by the nominee, who must be a Member (or shareholder, director, partner, member or employee thereof). Each such nomination must be delivered to the Chair 30 days prior to the annual meeting of Members. A list of all nominees shall be mailed to each Member, together with a list of the continuing directors, concurrently with the notice of the annual meeting of Members, and no additional nominations for director may be made at the annual meeting of Members.

Electronic voting allows those who may not be able to attend the AGM to vote in advance of the annual meeting.


Approximate Election Timeline  - Based on April AGM

 December Multiple communications to Members  Requesting Expressions of Interest
 December DEADLINE  For Expressions of Interest to be received
 January Determine Record Date  Determined by Board of Directors
 February Multiple communications to Members  List of Nominees and request for additional nominations to go to all Members
 March DEADLINE  For nominations to be received from Members
 March RECORD DATE  As determined by Board of Directors
 March Multiple communications to Members  Dispatch all nominations to be forwarded to all voting members with notice of AGM (email/mail)


AGM Process

The Agenda for the AGM and Financial Statements will be shared prior to the meeting.

The Chair of the Board of Directors Chairs the meeting and in accordance with section 16 of CHFA’s by-laws. Only one representative of each CHFA member company or their named delegate are entitled to speak and vote at the AGM. The identity and member status of each attendee is subject to verification. Verified voting members will be provided with a voting card to be used during the meeting. Some additional copies of required meeting materials will be available inside the meeting room.

The following are general components of CHFA’s AGM:

  • Welcome Members
  • Introduce Board Members and staff
  • Review meeting guidelines
  • Reports on attendance and confirm that quorum has been reached.
  • Adopt and approve the agenda (agenda items cannot be added from the floor and must be added in advance by contacting the Board Administrator in the prescribed period as defined below at board@chfa.ca)
  • Approve the minutes of the previous Annual General Meeting
  • Present financial statements
  • A brief update on CHFA activities for the past year
  • Appointment of Auditors
  • Nominating Committee  report & election of new Board members
  • Adjournment

In the event of multiple candidates for a Board position, each candidate will be afforded the opportunity to speak for an allotted amount of time, after which voting will take place.

Following the vote, the scrutineer will report the results of the voting and the Chair of the Board will confirm the new directors. With the election completed, any new business can be brought before the meeting and following this, the meeting will be adjourned.

Voting at the AGM is conducted in accordance with the Act that requires a show of hands by members, except if a ballot is requested by a member entitled to vote at the meeting (Section 165(1)). Any member is entitled to request a ballot. There is no provision in the Act that a ballot be secret. The scrutineer ensures that ballots are being cast only by verified members and that each member is casting only one ballot. Each ballot needs to be identified in some way to allow the scrutineer to do that.

Amendments to CHFA’s by-laws are normally done in consultation with, or as a result of broad feedback from members, vetted through the Board of Directors, and must be in accordance with applicable laws and CHFA’s by-laws.

A member entitled to vote at an annual meeting may make a proposal to make, amend or repeal a by-law as allowed by Section 152(6) of the Canada Not-for-Profit Corporations Act. Any proposal made in accordance with Section 163 and submitted within the “prescribed period."

(Section 163(6)) of 90 to 150 days before the anniversary of the previous annual meeting of members (Section 66 the regulations to the Act (the “Regulations”) will be included by CHFA in the notice of the meeting.

Specific questions may be addressed to board@chfa.ca.