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Preamble

The Canadian Club of Toronto recognizes that diversity is essential for effective and representative governance. This policy establishes a plurality of perspectives and experiences while ensuring that the Board has the necessary skills to support the Club's strategic objectives.

Mission of the Toronto Canadian Club

Our mission for 2024-2027 is to showcase the Francophone community in all its diversity by highlighting excellence in prestigious networking, promoting entrepreneurship, and developing business opportunities.

Values ​​of the Toronto Canadian Club

• Diversity : To value the different cultures and perspectives within the Francophone community, fostering an inclusive environment.
• Leadership: Inspiring and motivating others to achieve common goals, exerting a positive influence beyond the Francophone community.
• Collaboration: Focus on teamwork and partnerships to support local and international Francophonie.
• Innovation : Innovating in event organization and community approach to remain relevant in an evolving environment.
• Excellence: Strive to achieve a high level of quality in all activities.

Composition of the Council and Term of Office

The Board of Directors consists of thirteen (13) members, elected for a two-year term, renewable. Approximately half of the Board is renewed each year at the Annual General Meeting to ensure continuity and renewal.

Main Responsibilities

In their role on the board of directors, the director will be required to participate in approximately 12 meetings per year (board meetings and committee meetings), typically monthly one-hour meetings held outside of regular business hours. Meetings are conducted in French and are held virtually, with the possibility of in-person meetings when necessary. The board of directors exercises all the powers required to ensure the implementation of the Canadian club's mission while adhering to the code of ethics and bylaws.

The main responsibilities of the Toronto Canadian Club's board of directors are as follows:

1. Organizational Governance: Ensuring good governance of the Club by focusing on the mission, values, and members of the organization.
2. Organizational strategy: Define the organization's strategic directions and ensure the monitoring of their implementation to achieve the established strategic objectives.
3. Management supervision: Hire the manager, evaluate their performance, and ensure that management executes the plans and policies approved by the board.
4. Financial management: Approve the annual operating budget and the amount of membership fees to ensure the financial viability of the organization.
5. Internal policies: Develop and implement policies governing internal practices to ensure compliance and operational efficiency.
6. Legal compliance: Ensure legal compliance and integrity of administrative procedures to comply with all applicable regulations.
7. Communication and relations: Develop and maintain constant contact with members, the community, and strategic partners.
8. Appointment of committees: Appoint committee chairs and their representatives to facilitate specific areas of governance.

These responsibilities reflect the board's commitment to transparency, accountability, and excellence in management.
the organization, while promoting the active engagement of its members and community development.

In addition to attending meetings, board members must review the documentation provided before each meeting, usually electronically. This requires between 5 and 8 hours of involvement per month. Executive committee members are expected to dedicate more time (this committee includes the president, vice-president, secretary, and treasurer).

Each board member should serve on at least one committee. Committees support the board's work and meet according to their own schedules. Board and committee meetings may be held remotely via videoconference or any other available means of communication. Between meetings, tasks must be completed according to the responsibilities assigned and decided collectively.

Evaluation of the Administrators at the Toronto Canadian Club

At the Canadian Club of Toronto, the evaluation of directors is a structured process that begins at the start of the fiscal year with the setting of specific objectives for each board member. These objectives may include increasing membership, actively participating in key events, or securing significant sponsorships.

Evaluation Process

Annual Review: At the end of the year, we evaluate each administrator's contributions against the established objectives. This review allows us to measure each member's effectiveness and make adjustments if necessary.

Performance Criteria: The evaluation is based on quantitative criteria, such as the number of new members recruited, and qualitative criteria, such as leadership and commitment to the club's missions.

Attendance at Meetings and Events: Active participation in board meetings and major club events is essential. Repeated absences may result in sanctions in accordance with the club's internal regulations.

This evaluation method ensures that each director contributes effectively to the strategic objectives of the Toronto Canadian Club, thereby strengthening their commitment and responsibility to the organization.

Objectives of the Club's Nominating Committee

1. Ensure diverse representation:
The Canadian Club is committed to forming a Board of Directors that reflects the diversity of the Francophone community and sectors
of activities in the Toronto region. This diversity includes, but is not limited to, diversity of gender, age, ethnic origin, professional background, life experiences, and specific skills.

2. Guarantee complementary skills:
In addition to promoting diversity, the Board of Directors must possess a range of complementary skills to ensure sound governance. This includes expertise in key areas such as finance, law, governance, technology, human resources management, community development, and other sectors relevant to the Club's activities.

3. Attracting leaders from the business community:
It is essential to include members from the business community on the Board who can mobilize sponsors and develop strategic relationships. These leaders play a key role in expanding the Club's network of partners and increasing its capacity to obtain financial support, thereby ensuring the sustainability of the Club's activities and events.

Conditions of eligibility

To be eligible to apply to join the board of directors, you must meet the following criteria at the time of application and throughout your term:

a. Be a member in good standing of the Canadian Club of Toronto;
b. Be 18 years of age or older;
c. Not to be declared incapable by a court, in Canada or abroad;
d. Not to be an undischarged bankrupt;
e. Resides in Ontario;
f. Be a Canadian citizen or permanent resident of Canada.

Selection criteria

When selecting directors, the Nominating Committee takes the following criteria into account:

1. Skills and expertise:
Candidates must demonstrate skills in areas that support the Club's strategic objectives. The Committee ensures that each candidate brings added value to governance and decision-making.

2. Diversity and inclusion:
The Committee ensures that the composition of the Board of Directors fairly represents the diversity of the community it serves. This includes integrating people of different genders, ages, cultural and ethnocultural backgrounds, as well as people with varied life experiences and perspectives.

3. Commitment and contribution:
Directors must be available and committed to actively contributing to the work of the Board. They must also adhere to the Club's values ​​and mission, and be prepared to work collaboratively with other members to achieve common goals.

Appointment process

1. Analysis of mandates and responsibilities (November):
Review the terms of current directors to identify positions that will become vacant. Conduct an assessment of the current directors' skills profiles to identify underrepresented or priority areas (e.g., sectoral diversity, technological expertise, representation of young professionals) with the aim of addressing these gaps.

2. Launch of the call for applications (January):
In January, widely circulate a call for applications within Toronto's Francophone and professional communities, emphasizing the importance of diversity. Clearly specify the required skills and experience, and set a deadline for applications.

3. Candidate selection and interviews (February):
Review applications received and organize orientation sessions and interviews with candidates whose profiles best match the Council's needs. Pay particular attention to the complementarity of skills and the diversity of backgrounds.

4. Presentation of candidates for the Board of Directors (February):
Submit the selected applications to the Board of Directors and present them to the Club members at the Annual General Meeting.

Application process
To submit your application for a position on the board of directors:

You must complete the online application form before January 31, 2025 at 23:59 PM (ET)

The nomination process for a director position and the rules governing elections are set out in the regulations of the Canadian Club of Toronto.

Please note that the information contained in the application form will be presented to the members of the selection committee as part of the nomination process and during the election period at the Annual General Meeting on February 20, 2025, starting at 12:00 p.m. (ET).

Application process

To submit your application for a position on the board of directors:

You must complete the online application form before January 31, 2025 at 23:59 PM (ET)

The nomination process for a director position and the rules governing elections are set out in the regulations of the Canadian Club of Toronto.

Please note that the information contained in the application form will be presented to the members of the selection committee as part of the nomination process and during the election period at the Annual General Meeting on February 20, 2025, starting at 12:00 p.m. (ET).