Democratic participation is at the heart of co-operation and the Board is keen to encourage Members to come forward and stand for election.

In order to ensure a degree of turnover on the Board, the Society has an age-rule preventing Members over the age of 68 from serving on the Board.

Requirements for Standing for Election

The first requirement for potential Directors is that they must be resident in the Society’s trading area and have been Members of the Society in their own name (not that of a spouse or partner) for at least two years.

There is also a requirement that candidates should have a specific amount of money in their share account and be able to satisfy the purchasing qualification.

The rule on this is very precise and covers situations where there is no proof of purchase:

“Members must hold and have held at least £100 share capital in the Society or a society which has transferred engagements to the Society for at least two years; and

They must have made purchases from the Society or from any other society which shall at any time have transferred its engagement to this Society amounting to an average of £500 per annum over the previous two accounting years, to be verified by the production of evidence in the form of proof of purchases,  Provided that:

any member who is unable to produce evidence to satisfy the purchasing qualifications in the preceding paragraph of this clause shall, as an alternative, be eligible for nomination for election provided they shall have been a member of the Society continuously for the five year period preceding the date of nomination and by the end of the fourth year of such period have held 50 fully paid up shares and in the year immediately previous to the date of nomination have held 100 fully paid up shares and further that they shall continue to hold 100 paid up shares up to the date of election and during their term of office if elected.”

Employees of the Society

The Rules expressly permit employees of the Society to serve on the Board of Directors (provided they meet all the other requirements).  However, from May 2010, only two such Directors will be allowed to serve at any time.  If two ‘Employee Directors’ are already on the Board and are not due to complete their term of office, the Secretary will be unable to accept a nomination from such a Member.

Pre-nomination Briefing

Members considering putting their name forward for election are encouraged to contact the Society Secretary beforehand to discuss the qualifications as well and the nature of the role and the commitment it involves.

Nomination

Notice of an election will be posted in Society stores approximately 10 weeks before an election.  The notice will give details of the vacancies that are due to arise and the number of nominations that are sought.

Nominations must be submitted on the appropriate form which may be obtained from the Secretary.  Details will need to be provided of the candidate’s name and address, their Membership number and date of birth.  The candidate will need to be nominated and seconded by Members of at least six month’s standing, who will need to sign the nomination form having given the necessary information enabling identification on the Membership register.

The deadline for the receipt of nominations is normally at least 6 clear weeks before the election.

As well as the nomination form, candidates are invited to submit a brief election address that will be published with the election notice.

Letter of Appointment

Candidates should be aware that if they are elected, they will be required to sign a formal letter of appointment which acknowledges their commitment to the role.  They will also be required to observe the Directors Code of Conduct.

For a copy of the template Letter of Appointment click here.

For a copy of the Directors’ Code of Conduct click here.

Induction

Successful candidates will be given full induction training and asked to complete an Induction Workbook to record the elements as they are undertaken.

The induction process will ensure that new Directors meet the Chief Executive and other members of the Executive Management team to discuss relevant business matters.  They will also receive appropriate background information to help them contribute to the Board effectively and quickly.