The Governance Policy of FIDA Canada Drone Soccer provides a structured framework to ensure accountability, transparency, and effectiveness in organizational decision-making. This policy outlines the foundational principles, tools, and processes to guide the governance of the organization.

1. By-laws

The by-laws serve as the foundational legal document governing FIDA Canada Drone Soccer. They outline:

• Organizational Structure: Roles, responsibilities, and composition of the Board of Directors.
• Meetings: Procedures for Annual General Meetings (AGMs), Board meetings, and quorum requirements.
• Elections and Appointments: Processes for electing directors and appointing officers.
• Amendments: Mechanisms for proposing, reviewing, and approving changes to the by-laws.

The by-laws are reviewed periodically to ensure compliance with federal and provincial legislation.

2. Director’s Guide and Agreement

This document provides guidance to Board members, outlining their roles, responsibilities, and expected conduct.

• Responsibilities: Strategic oversight, fiduciary duties, and representation of FIDA Canada’s mission and vision.
• Commitment: Directors are required to sign an agreement acknowledging their responsibilities, adherence to the Code of Conduct, and commitment to fulfilling their duties.
• Conflict of Interest: Clear protocols for disclosure and management of conflicts of interest.

3. Board Assessment Tools

Effective governance requires regular assessment of individual directors and the collective Board.

1. Director Self-Evaluation

• Directors assess their performance based on key competencies such as decision-making, strategic oversight, and collaboration.
• The self-evaluation promotes personal accountability and continuous improvement.

2. Board Skills Assessment

• The assessment evaluates the Board’s overall skills matrix to identify strengths and gaps.
• Areas of evaluation include governance expertise, financial acumen, legal knowledge, stakeholder engagement, and technical expertise in drone sports.

4. Nominations Protocol

1. Nominations Committee Terms of Reference

• Mandate: The committee is responsible for identifying, evaluating, and recommending candidates for the Board of Directors.
• Composition: The committee includes a diverse mix of Board members and independent advisors.
• Responsibilities: Ensure a fair, transparent and merit-based nominations process.

2. Nominations Policy

• Outlines eligibility criteria, desired qualifications, and the nominations process.
• Ensures diversity and inclusion in Board composition.

3. Call for Directors

• A public call for nominations is issued through various communication channels.
• The notice includes details about the organization, roles, required qualifications, and the application process.

4. Candidate Application Form

• Applicants are required to submit a standardized application form detailing their professional experience, governance expertise, and motivation for joining the Board.
• The form includes a declaration of any potential conflicts of interest.

5. Nominee Evaluation Metric

• A scoring rubric evaluates candidates based on predefined criteria such as leadership experience, technical expertise, diversity, and alignment with FIDA Canada’s values.
• The metric ensures a transparent and objective selection process.

5. Template – Committee Terms of Reference

This template serves as a guide for the creation and operation of committees under FIDA Canada Drone Soccer.

Key Elements:

• Mandate: Clearly define the purpose and objectives of the committee.
• Composition: Outline the size, membership criteria, and appointment process.
• Responsibilities: Detail the duties and expected deliverables of the committee.
• Meetings: Specify frequency, quorum, and decision-making procedures.
• Reporting: Establish reporting lines to the Board of Directors.
• Review: Include provisions for periodic review and updates to the terms of reference.