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Protocol guidelines of OMERS Board on Stakeholder communications

General Guidelines for All Stakeholder Meetings:

  • Clear objectives and expected outcomes will be set;
  • Meeting dates will be communicated well in advance;
  • The agenda and background material will be circulated well in advance of meeting where possible;
  • Advance materials will be forwarded to the contact person;
  • Stakeholders will be requested to provide names of those attending in advance;
  • Comments should be recorded and circulated;
  • Rationale for Board decisions will be communicated where appropriate; and
  • Unless specifically established to the contrary, content of the meetings will be assumed to be public.

Guidelines for Specific Meetings

1. Semi-annual Stakeholder Meetings

  • One to be held in the spring following the release of the Annual Report and another in the fall.
  • Special information meetings may be held on an ad hoc as required basis.
  • Representatives from all province-wide stakeholder organizations will be invited to attend.
  • The meeting is presided over by the Board Chair.
  • The Board Chair or his/her designate makes a presentation on behalf of the Board.
  • The President and/or Senior Vice Presidents make presentations on the state of the Plan and other relevant topics.
  • Attendees will be given the opportunity to ask questions of the Board, OMERS officials and Actuary (spring only) during a Q&A session.
  • Attendees will be provided with an agenda, copy of the presentations, fact sheets, and covering memo in advance.

2. Annual General Meeting (held in Toronto)

  • Employers, active and retired members will be invited to attend. A public notice will be placed on the OMERS website.
  • The Board Chair moderates and makes a presentation on behalf of the Board.
  • The President and CEO makes a presentation on the state of the Plan.
  • Attendees will be given the opportunity to ask questions of the Board and senior OMERS officials during a Q&A session.
  • Attendees will be provided with an agenda, copy of the presentations, fact sheets and covering memo.
  • A reception is held following the meeting.

3. Annual Regional Meetings

  • May be held each year at two locations around the province which change from year to year.
  • Employers, active and retired members from the region are invited to attend. A public notice will be placed on the OMERS website.
  • The Board Chair moderates and makes a presentation on behalf of the Board.
  • The President and CEO makes a presentation on the state of the Plan.
  • Attendees are given the opportunity to ask questions of the Board and senior OMERS officials during a Q&A session.
  • Attendees are provided with an agenda, copy of the presentations, fact sheets and covering memo.
  • A reception is held following the meeting.

4. Special Purpose Stakeholder Consultations

  • Additional protocols may be established specific to the matter under consultation.
  • Representation is drawn from province-wide organizations or, on an exceptional basis, other large member/employer groups.
  • Where submissions are requested, submission dates must be sensitive to the reaction time needed by the groups invited to get formal endorsement by their organization.
  • Individual employers and respective employee and retiree organizations as well as other groups that wish to register their views are encouraged to do so in writing to OMERS.

5. Individual Stakeholder Meetings with OMERS Board Member(s)

  • The Board Chair should be advised of stakeholder requests for meetings. The request should include stakeholder objectives for the meeting and any necessary background materials.
  • The Board will determine whether it will meet as a whole with a delegation from an individual stakeholder group or delegate responsibility to specific Board member(s) or staff.
  • The meeting date will be set well in advance where feasible and will coincide where possible with regular Board meetings.
  • The proposed agenda will be established with input from the stakeholder group(s) prior to the meeting.
  • The Board will only receive materials at these meetings. No Board positions will be taken but, where appropriate, the Board will refer material to staff for further study and consideration.
  • The Board will communicate to stakeholder groups any decisions that result from its review and study of the materials presented.

6. One-on-one Stakeholder Meetings with OMERS Board Members

  • Can be initiated by either OMERS Board member(s) on behalf of stakeholder, or by stakeholder groups.
  • All stakeholder requests for meetings with Board members should be communicated to the Chair and the Senior Vice President, Stakeholder/Government Relations.
  • Board members will receive input and materials at these meetings. No Board positions will be taken but, where appropriate, materials may be referred to staff for further study and consideration and a report to the Board completed.
  • The Board will communicate to stakeholder groups any decisions that result from its review and study of the materials presented.

7. Requests for Information

  • See new Stakeholder and sponsor requests for information policy