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Elections for the Board of Directors of 2022-2023 – POSTPONEMENT OF ELECTIONS

December 19 @ 12:00 pm - 5:00 pm

Dear Members,

This is a follow-up to the letter dated September 28th, 2021, sent to HCO members by the Nominating & Elections Committee.

The elections to establish a new Board of Directors were scheduled for November 28th. The due date for submissions of applications was Friday, November 12th.

On Friday, November 12th, 2021, the Nominating & Elections Committee received less than 11 nomination forms.

According to article 8.6 of the HCO By-laws Election by Acclamation: “Should the number of nominees for the BOD be eleven (11) to fifteen (15), these nominees will be declared elected by acclamation. If fewer than eleven (11) candidates are available, the NEC shall postpone the elections for a maximum of twenty-one (21) days and seek additional candidates”.

THEREFORE, THE NOMINATING & ELECTIONS COMMITTEE IS POSTPONING THE ELECTIONS.

The new election date to establish a Board of Directors (BOD) for 2022-23 will now be held on Sunday December 19th, 2021.

The new deadline to submit an application is 12:00 p.m. Friday, December 3rd.

As you may recall, the 2018-20 BOD’s tenure was scheduled to end in the end of 2020 and elections were to take place in the fall of 2020. However, due to COVID restrictions, and based on legal opinion, no elections were held. Instead, the 2018-20 BOD agreed to continue their services for 2021 and that the HCO proceed with elections for the 2022-23 BOD in the fall of 2021.

In accordance with HCO By-laws, the Nominating and Elections Committee (NEC) is responsible for conducting and overseeing election activities. The 2021 NEC members are: Despo McKay (Karadimitriou), Voula Kotantoulas and Maggy (Magda) Mitilineos.

The elections will be held according to HCO By-laws. HCO members in good standing, election candidate nominees, and nominee sponsors (endorsers) should make themselves familiar with HCO By-law requirements before the election process unfolds.

The following excerpts from the HCO By-laws explain who can run in an election.

(The full text of the By-laws is available through the HCO Office).

Applicable HCO By-laws

4.3 Member in Good Standing*: A member who has paid their dues to the HCO in full, and was a member in the previous membership period, or was a member in good standing with another Hellenic Community prior to… a member who is on a sanctioned HCO program with monthly or quarterly payments…

4.5 Eligible Membership Categories: Regular; Student; Senior; Lifetime Member.

4.6 Definition of Members’ Rights: …Vote on any matter… and seek office to any elected position of the BOD of the HCO…

8.2 Term of Office: Each elected Director shall hold office for a term not exceeding two (2) years commencing on January 1st … (tenure) shall end on December 31st…

8.3 Candidate Eligibility: … be a member in Good Standing; be resident of the City of Ottawa or surrounding region for a continuous period of two years; be a Canadian citizen or permanent resident; be of Hellenic descent or married to a person of Hellenic descent; be a person of the Greek Orthodox faith and abide by its teaching; not have a criminal record; not have served on the three (3) previous consecutive terms of the BOD.

8.4 Nominations: Nomination to the BOD may be submitted to the NEC up to 10 (ten) business days prior to the date established for the elections… (the forms may be) available from the HCO office no less than thirty (30) days prior to the date established for the elections… (the nominees must) be sponsored by not less than five (5) members in Good Standing.

8.5 Posting of Nominations: … the NEC shall cause to be published on the bulletin board (church hall) and website of the HCO, and any other relevant media, the names of the candidates for the BOD submitted.

8.6 Election by Acclamation: Should the number of nominees for the BOD be eleven (11) to fifteen (15), these nominees will be declared elected by acclamation. If fewer than eleven (11) candidates are available, the NEC shall postpone the elections for a maximum of twenty-one (21) days and seek additional candidates.

8.7 Election by Voting: In the event that there are more nominees than positions available on the BOD, then elections will take place.

*Note: If you are unsure about your current HCO membership voting status, please contact the HCO Office well in advance of the voting day.

 

Candidate Nomination Forms

Click here to obtain a candidate nomination form. Additional forms are available at the HCO and Church Offices.

 

Completed Nomination Forms

Completed forms should be submitted to elections@helleniccommunity.com or in person to the HCO Community Office. In both cases, a confirmation note will be issued with the date and time received.

Submission deadline is 12:00 p.m. on Friday, December 3rd, 2021.

Election Date

Voting will take place on Sunday, December 19th, 2021, in the Hellenic Event Centre (1315 Prince of Wales Dr. Ottawa). Polls will open at 12:00 p.m. and will remain open until 5:00 p.m.

Advanced Polls

An advanced poll will be open to eligible voters who cannot participate in person on election day. The advanced poll will be held at the Church Hall on Wednesday, December 15th, 2021, from 4:00 p.m. to 7:00 p.m. Those who want to vote at the advanced polls should contact the NEC or the HCO Office by Friday, December 10th, 2021, 4:00 p.m.

Proxy Voting

If you are a member of the HCO in good standing but are physically unable to participate in either the advanced or regular polls, proxy voting will be made available. Your proxy should be someone you know and trust to cast your ballot according to your wishes.

You may obtain a Proxy Form from the HCO Office. You must fill out and sign the form. Your proxy should contact a member of the NEC or the HCO Office by Friday, December 10th, 2021, 4:00 p.m. On election day, and upon approval, the proxy will be provided with an authorization card to vote on your behalf.

Scrutinizers

Any candidate may have a scrutinizer of his/her choice who may be present during the counting of the votes. Strict rules apply to persons acting in this capacity.

For further details and qualification standards addressing Proxy Voting or Scrutinizer options, please contact a member of NEC or the HCO Office.

The NEC recommends that candidates submit a short autobiography and a picture along with the application.

Sincerely,

Despo McKay (Karadimitriou)

Chair, HCO – Nominating & Elections Committee

 

Contact information    

Nominating & Elections Committee

 

HCO Office

 

Important Dates to Remember    

ITEM TIME DATE
 

Nomination form (to be submitted)

 

By 12:00 p.m.

 

Friday, December 3rd

 

Proxy Voting form (to be submitted)

 

By 4:00 p.m.

 

Friday, December 10th

 

Registration for Advanced Polls

 

By 4:00 p.m.

 

Friday, December 10th

 

Advanced Polls

 

From 4:00 – 7:00 p.m.

 

Wednesday, December 15th

 

Election Day Polls

 

From 12:00 p.m. – 5:00 p.m.

 

Sunday, December 19th

Important Dates to Remember 

 

Details

Date:
December 19
Time:
12:00 pm - 5:00 pm

Venue

Hellenic Event Centre

Organizer

The Hellenic Community of Ottawa
Phone:
613-225-8016 ext. 221
Email:
office@helleniccommunity.com