HomeMy WebLinkAboutMEMO Adams committeestructure 09 March 2012OTTAWA- CARLETON
[)IS I'RIC I SCHOOI ROARU
MEMORANDUM
TO: Trustees
FROM: Jennifer Adams
Director of Education and Secretary of the Board
DATE: 9 March 2012
RE: Board Governance and Committee Structure
At its meeting of 28 February 2012, the Board directed that staff work with the consultant on the
development of a revised committee structure to be implemented 1 September 2012.
The Board has held two sessions with Marilyn Gouthro, an OESC qualified facilitator in November 2011
and February 2012. After consultation with Chair McKenzie and Theresa Kavanagh, Chair of the Board
Governance Task Force, Marilyn has been asked to facilitate a discussion of all trustees on this matter. At
this time, three meetings are being planned for this purpose and all trustees are encouraged to attend all
three meetings.
Discussion Meetings on Developing a Revised Committee .Structure
Session 1, March 20 6:30 pm (all trustee session with Marilyn Gouthro)
Session 2, April 12 6:30 pm (all trustee session with Marilyn Gouthro)
Session 3, April 18 6:30 pm (all trustee session with Marilyn Gouthro)
Session 1 - is intended to be a brainstorming session to obtain initial input from all trustees on their
priorities for what key factors should influence the committee structure and what core principles and
philosophies we wish to respect or maintain, potentially including:
• the role of the board,
• appropriate levels of decision making of the Board and types of decisions,
• whether all trustees or just committee members should be present and /or voting and where and
when this is appropriate, and
• source of decisions: trustee motions, ministry initiatives, regular staff reports, accommodation
reviews, advisory committee recommendations, strategic plan monitoring, and what should come to
the Board and how.
Key to the discussions above will be the role of non - voting representatives, public participation, a
discussion about the role of committees vs. the Board and the use of ad hoc committees, etc.
Sessions 2 and 3 will flow out of the discussion in session 1 and would include consideration of some
models for discussion with a view to developing a model(s) for consideration/recommendation.
This schedule was designed to ensure that there could be a proposed committee structure model ready for
public consultation by the beginning of May. The Board motion requires a report (with approval of a
consultation plan) to the Strategic Planning and Priorities Committee meeting on May 2, 2012 which would
go to Board for approval on May 8, 2012.
Consultation on the model(s) would take place during the month of May with staff development of a report
to SPPC for June 6`h. At that meeting, it is anticipated that there would be both an action report to outline
and approve a committee structure model.
Board Governance Task Force
The Board Governance Task Force has done some important work on the development of a governance
policy. To ensure that work continues while the revised committee structure discussions are underway, it is
proposed that the Task Force will meet on:
29 March 2012 at 7:30 p.m. — to continue discussions on the draft governance policy
04 April at 5:30 p.m. — prior to SPPC, if necessary.
The Task Force expects to prepare a report with a draft governance policy for discussion at the May SPPC
meeting. All trustees are encouraged to attend the meeting on 29 March and 04 April, if required.
The timelines for discussion of the governance policy and the committee structure models will come
together at the May SPPC meeting for discussion, the June SPPC meeting for approval and then to Board
either on the 12 June or 25 June.
Given that the timelines are short I would strongly encourage that all trustees make note of these critical
dates and plan to attend the meetings outlined above.
c.c. Senior Staff
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