BOARD CANDIDATE INFORMATION KIT 2019 ELECTIONS - Access Credit Union
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BOARD CANDIDATE INFORMATION KIT 2019 ELECTIONS
Nomination, Election Process and Timing ..................................................................... 3
Important Information for Board Candidates.................................................................. 4
Director Profile............................................................................................................... 7
Deadline & Submission ................................................................................................ 8
Official Nomination Form - Board of Directors .............................................................. 9
Elections Policy………………………………………………………………………………..16
2Key Activities Dates
Call for Nominations Early December
Deadline to submit the Official Nomination Form January 17
Formal Candidate Interviews Late-January
Nominating Committee confirms candidates Late-January
Each candidate will send his or her biography and photo to
Late-January
keri.wilson@accesscu.ca
Notice of meeting & candidate photo and biography posted on Access
Credit Union’s website, in local newspapers and is available at the February 22
branches.
Electronic Voting March 18-22
Annual General Meeting
April 2
• Announcement of election results
3Board Candidate Eligibility Requirements:
To serve as a Director of Access Credit Union, you must:
• be 18 years of age or older;
• be a member in good standing for a minimum period of one year;
• be bondable;
• have a satisfactory credit history;
• be a Canadian citizen or a person who has been lawfully admitted into Canada for permanent
residency; and
• for regional elections candidate must be clearly representative of their region and do the bulk of his or
her Credit Union business with a branch from their region
You may not be a Director if you are:
• an undischarged bankrupt; or
• an employee of a credit union, a central, or a guarantee corporation; or
• the credit union’s auditor or a professional employee or member of the auditor’s firm; or
• the credit union’s solicitor or a professional employee or member of the solicitor’s firm; or
• a civil servant whose official duties are concerned with the affairs of credit unions; or
• a real estate appraiser used by the credit union or a professional employee or member of the
appraiser’s firm; or
• a member who is in arrears for more than 180 days under a debt obligation to the credit union; or
• a member who has significant interest in a corporation or partnership that is in arrears for 180 days
under debt obligation to the credit union; or
• the spouse or dependent child of a delinquent member named above; or
• an immediate relative of a current officer, employee or director of the credit union. Immediate relative
is defined as spouse, common-law spouse, father, mother, mother-in-law, father-in- law, sister,
brother, grandfather, grandmother, son, daughter, daughter-in-law, son-in-law; or
• a director or employee of a business organization selling competitive products and/or services.
4Regions
Board of Directors’ regions are defined by both the branch locations and the membership as a whole.
Central Region 3 Directors Winkler, Gretna
Altona, Dominion City, Emerson,
East Region 3 Directors Grunthal, Morris, Plum Coulee,
Sprague, Vita
Carman, Lowe Farm, Manitou,
West Region 3 Directors Miami, Morden, Oak Bluff,
Sanford
At-Large 2 Directors Open to all Members
The Nominating Committee may only accept candidates who maintain an account at a branch and who live
in or around a community that forms part of the region from which such director was elected. For regional
elections the nominee must be clearly representative of that region (and must do the bulk of his or her Credit
Union business with a branch from that region). A nominee’s eligibility will be determined at the discretion of
the Nominating Committee.
Terms
The term of office for directors shall be three years, except for the purpose of staggering terms, directors
may be elected to a shorter term. Directors are eligible to serve four consecutive terms.
Remuneration
Directors receive a monthly honorarium, meeting honorariums, a development incentive and reimbursement
for reasonable expenses related to their board responsibilities.
Positions Available:
1 – West
1 – Central
1 – East
5Being a Director requires a significant time commitment. Directors must be prepared to attend regular
scheduled Board meetings, Committee meetings, Special Board meetings as required, Planning
Sessions and the Annual General Meeting.
Time Commitment Estimated Time (not including travel)
Regular Board meetings are held monthly on the third
Wednesday of the month at 7:30 am and usually last for
1.5 to 2.5 hours. Directors are provided with the agenda
Board Meetings and relevant information approximately one week in
advance of the meeting and are expected to have read
the material beforehand. All absences are to be approved
by the Chair.
Access Credit Union currently has 5 committees.
Committee Meetings Committees typically meet quarterly. Meetings are 1-2 hours
in length. All directors serve on at least one committee.
Review Board/Committee Reports 1 - 4 hours of preparation for each meeting
The Board holds semi-annual Planning Sessions.
Planning Sessions Sessions are usually held in March and October and last
approximately 2 days.
Access Credit Union’s Annual General Meeting is usually
Annual General Meeting
held in April.
A newly elected Director’s first term requires additional time
for orientation, training and development. Directors are
expected to complete the Credit Union Director’s
Achievement (CUDA) program within three years of joining
the Board and to attain the necessary competency levels
within the same required timeline. The CUDA training is
Personal Development delivered online and in classroom.
Thereafter, every Director of the organization is
required to invest time to pursue ongoing learning to
better equip themselves in conduction their duties and
making effective decisions.
6Duty of Care
Duty of care is a standard that requires a Director to exercise the same care that an ordinary, prudent
person would exercise in a like position or under similar circumstances.
Although Directors may be elected by the membership to bring special expertise or points of view, they
are not chosen to represent a particular constituency. Directors have a “fiduciary duty” to exercise their
power with competence and diligence in the best interests of the Credit Union.
Directors must respect the confidentiality of information learned in the performance of their duty as a
Director and this confidentiality remains after the person is no longer a Director of the Credit Union.
Authority
The Board of Directors acts collectively and exercises its powers and responsibilities as a group.
Individual Directors have no power to act on their own. A Director cannot unilaterally operate, give
direction to Management, or authorize transactions unless specific authority has been delegated by the
Board through proper processes.
When a motion has been decided by proper decision making protocol of the Board, every Director is
expected to support the decision no matter if they were in support of the motion or not.
Director Evaluations
Each Director agrees to being annually evaluated on their performance as a Director. Where the
evaluation results identify that the Director is not operating at a satisfactory level, a development
program will be initiated.
Conclusion
Reputation in our communities and the confidence of our members and employees is always the
priority of the Board. As a Director, it is up to you to promote that trust and confidence by diligently
fulfilling your duties.
7Access Credit Union’s mission is to be an innovative, financially sound credit union dedicated to high
standards of member service and supportive of the communities we serve.
The Board of Directors and management team of Access Credit Union recognize that there are key
competencies and attributes that a director should possess to more effectively accomplish this important
mission and to better serve its members. With this recognition in mind, the Board of Directors would like to
strongly encourage members from all walks of life to consider putting their names forward as potential,
future directors for Access Credit Union, if they feel they possess or would be willing to obtain, the
competencies and attributes listed below.
Key Attributes and Competencies for Access Credit Union Directors
Has some understanding of the Credit Union’s core business and the financial
Knowledge services industry.
Demonstrates experience with boards and/or committees.
Understands the principles behind, and shares the vision of the Credit Union, and
possesses the ability to reflect the values and commitments of the Credit Union.
Has the willingness to learn to read, interpret and assess the implications of
Analytical and financial and auditor reports.
Technical Skills Makes decisions and seeks outcomes by application of logical analysis.
Has the ability to work collaboratively and build consensus while avoiding
groupthink tendencies.
Demonstrates a solid understanding and ability to use technology.
Establishes conclusions by impartial evaluation of various perspectives and views
Cognitive Skills without prejudice or bias.
Values diverse opinions of others while assertively and respectfully presenting
their own personal viewpoints.
Trustworthy, conscientious and can be relied upon to act and speak with
Social consistency and honesty.
Skills Gives and receives information with clarity, attentiveness, understanding and
respectfulness.
Ensures conflict is resolved with justice and fairness in order to restore healthy
relationships.
Has the time to attend meetings, planning sessions, conferences and training
Commitment sessions. Committed to continuous learning.
Values the cooperative model.
Access Credit Union’s Board of Directors is committed to enhancing diversity in all areas.
Candidates are encouraged to outline additional skills and experiences that might be valuable at
Access Credit Union on the Official Nomination Form.
8The deadline for receipt of your Official Nomination Form is January 17th, 2019 at 12:00 noon.
Your material may be sent by the following methods:
• e-mailed to myrna.wiebe@accesscu.ca
• handed in at any Access Credit Union Branch or Corporate Office
• fax to 204.325.1342
• mailed to:
Access Credit Union Limited
Box 1418
Winkler, MB R6W 4B4
Attention: Myrna Wiebe, Corporate Secretary
No matter which method of delivery is used, nomination documents must be received by the deadline
set above. This is a firm deadline and there will be no extensions. Please note incomplete
Nomination Forms will be disqualified.
If you have any questions or concerns about the nominations and elections process, please contact:
Myrna Wiebe
Corporate Secretary
myrna.wiebe@accesscu.ca
204.331.2107
9I,
Nominator Name Signature of Nominator Member #/ Acct # / MemberCard #
Hereby nominate
Candidate Name Member # / Acct # / MemberCard #
to stand for election to the Board of Directors of Access Credit Union.
Choose the region you are representing below (check 1 box).
Region Central East West
Acceptance of Nomination
I accept this nomination as a candidate for election to the Access Credit Union Board.
By signing this form, I declare that I meet the Board Candidate Eligibility Requirements outlined on page 4
of this document and that I consent to a personal investigation by the credit union, including such things as
background, credit bureau and criminal record checks.
Signature of Candidate Date
Candidate Information
Email:
Mailing:
Telephone (day):
Telephone (evening):
10Employment History
Describe your work experience; include relevant experience that would be beneficial for serving as a Director
11Community Involvement
Include any organizations or events you’ve been involved in within the community. Describe your position or
contribution.
______________________________________________________________________________________
______________________________________________________________________________________
Statement
What attracts you to serve on the board of Access Credit Union?
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
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12
______________________________________________________________________________________Summary
Statement that directly relates to Access CU’s core mission, vision, values stated below.
• Our Mission - To be an innovative, financially sound credit union dedicated to high standards of member
service and supportive of the communities we serve.
• Our Vision - To be the leading provider of financial services in Southern Manitoba.
• Our Core Values – Integrity; Community Supportive; Member and Employee Focused; Proactive
______________________________________________________________________________________
Education
______________________________________________________________________________________
High School
Institution Name and City: _______________________________________________________________
______________________________________________________________________________________
Post-Secondary
______________________________________________________________________________________
Institution Name: ______________________________________________________________________
______________________________________________________________________________________
Program Name: ______________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
Other
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
13
______________________________________________________________________________________Personal Statement
Describe any awards, achievements or special recognition that you’ve received.
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
14The Election Policy (the Policy) provides an outline of how candidates for director election are permitted
to conduct their campaigns. Each candidate has the same opportunity to promote their messages and
educate voters. All candidates will treat each other with respect and no candidate will have an unfair
advantage over any other.
Eligibility Criteria
Only eligible candidates shall be permitted to stand for election. Eligibility criteria for directors is set out
in the Credit Unions and Caisses Populaires Act and Access Credit Union By-Laws.
Campaigning
Candidates may begin campaigning upon notification that nominations have closed and there is no
indication that they are ineligible to be a candidate. Campaigning may continue up to and including the
day of voting. Candidates may not campaign on the credit union’s premises. All costs associated with
campaigning are the responsibility of the candidate.
Candidate Interference
Candidates are not to interfere with nor impede on any members of the credit union. No candidate shall
interfere with the duties or seek assistance from any credit union employee or director in connection
with the election.
Campaign Literature
Material permitted for inclusion on candidate’s campaign literature is limited to information about
themselves. There is to be no information included on the literature which would be considered to be
defamatory or injurious to the credit union’s reputation, its members, its employees or directors.
Candidates are not to use the credit union’s logo, slogan, or other specific credit union material on their
campaign literature. Candidates shall not, directly or indirectly, offer to give anything of value to a
member for the purpose of corruptly procuring the member’s support and/or vote. The Corporate
Secretary may reject any portion considered to not be in keeping with these guidelines.
In branch campaign literature is limited to the advertisements produced by Management. These
advertisements will include voting dates, biographies for each candidate, and pictures of each
candidate.
Website Video
If candidates wish to campaign with a video, it must be done by their own means and will not be linked
to our website.
Social Media/Email
Candidates may campaign via social media and email provided that all communications follow the
guidelines above.
15Staff/Board Role in Campaigning
No candidate shall interfere with or permit any person on his or her behalf to interfere with the duties
of the credit union staff and/or board. To minimize any potential conflict of interest, direct contact
between staff, existing directors and potential board candidates is limited to the Board Chair, the
Corporate Secretary, and the Nominating Committee members. Assistance will be limited to
administrative or informational details. Staff and/or board members shall not be involved in the
campaign of any candidate.
Endorsements
The credit union will not provide endorsements to any candidates.
Disputes
Any dispute regarding interpretation, application or alleged violation of this policy shall be dealt with by
the Corporate Secretary. The decision of the Corporate Secretary shall be final.
Approval
This Policy and any changes thereto will require board approval.
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