UNA-Canada Toronto Branch

The purpose of this policy document of the Toronto branch of the United Nations Association in Canada (UNACTO) is to outline the responsibilities and obligations of the members of UNACTO’s Board of Directors. By accepting a position on the Board, each Director makes a commitment to fulfill certain roles and responsibilities. A failure to meet this commitment may result in a Director being voted off the Board.

Procedure for New Appointments

Individuals interested in service as a director will be designated, after nomination by at least two members and subject to Board approval, as ‘observers’ for an introductory period lasting no more than four consecutive Board meetings or a four-month duration. After completing the introductory period with at least three out of four attendances, observers will be eligible to obtain formal admittance as directors subject to Board approval within the permitted maximum number of directors.

The Board and/or the Nominating Committee may grant exceptions by waiving the introductory period under special circumstances. The Nominating Committee will grant exceptions where individuals have already exhibited an active presence through commitments as a volunteer under a committee. Likewise, the Nominating Committee and/or the Board may grant exceptions for qualified referrals. Such exceptions may be granted for nominees with a proven record in community service and for professionals whose immediate presence on the Board will be of significant value in meeting critical needs. Exceptions can only be granted with at least a two-thirds majority of the Board or through the discretion of the Nomination Committee.

Significantly, all director appointments must be in accordance with procedures detailed in the UNACTO bylaw.

Director Responsibilities

The responsibilities of each member of the Board of UNACTO include, but are not limited to, the following:

Board members must be members of the United Nations Association in
Canada (UNAC). This membership must be renewed annually.

Board members are expected to attend regular meetings of UNACTO’s
Board of Directors. These meetings are typically held monthly on the
second Wednesday of each month, generally between 7-9p.m., and are
sometimes preceded by meetings of Board committees. However, alternative
meeting arrangements may be made, as well as arrangements respective to the
celebration of particular United Nations events. If a Board member fails
to attend three or more regular meetings without reasonable cause (such
as illness), then under UNACTO’s by-law he or she is subject to being
voted off the Board. If such action is taken, the Director in question will
normally have been given prior notice that his/her status on the Board is in
jeopardy because of his/her lack of attendance.

Board members are expected to be active members of a committee or
committees in UNACTO, unless the Director has another specific role or
position on the Board such as Secretary or Treasurer. As a member of a
committee, each Director is expected to regularly arrange and/or attend
monthly meetings and/or other activities of his or her committee.

The Board members of each committee should try to prepare a progress
report for the committee at least twice a year and submit that report for
review to the Governance Committee. This progress report should
contain and reflect upon progress with the committee’s goals/objectives.
At the end of an annual reporting period, the committee members must
collaborate to present his/her committee’s progress to the Board as well
as the Governance Committee.

Board members must include in and/or inform the President of any
communication with the national office of UNAC in Ottawa where such
is pertaining to the core activities of UNACTO. This includes copying the
President on most emails sent to the national office.