HomeMy WebLinkAboutPresentation to Chairs' Committee re Agenda & Meeting Schedule Review 26 Apr 2006Agenda & Meeting Schedule
Review
Presentation to
Chairs’ Committee
Wednesday, 26 April 2006
Rationale for Review
Need to review business practices
Request from OCASC to review
delegations policy and earlier
distribution of agendas
Consultation
Two stage consultation process
Solicit input through Discussion Tool,
Discussion Forum, Meetings
Collect feedback and discuss with
committee
Make recommendations for change in
May
Key areas requiring change
Improve usability of agendas, reports
and minutes
Improve accessibility to meetings and
meeting materials
Improve effectiveness of meetings
Reduce number of meetings
Objectives of Tonight’s Discussion
Review planned formatting and process
changes
Discuss substantive areas of change to
improve effectiveness and number of
meetings
Identify additional changes required as
a result of this review
Formatting & Process Changes
Agenda Usability
Minutes
Reports
Supported by enhanced website
Agenda Format & Usability
Redesigning Notice & Agendas
Adding Explanatory Information for
Public
Expanding Agenda Description
Adding Contact Information on Reports
Enhancing and earlier Posting of Draft
Agendas
Reports
Increase strategic analysis and rationale
for recommendations
Increased use of electronic appendices
or reference documents
Include Financial Implications and
Consultation Process
Board/Committee Minutes
Focus of minutes on summary of
discussion and decisions
Revise format of motions in minutes
Improve reporting of decisions through
Optimization of Director’s Notes
Earlier Distribution of Revised “Meeting
Summary”
Areas of change -
for discussion
To improve effectiveness of Board
meetings consider:
Have Standing Committee minutes
approved by Standing Committee rather
than report to Board
Forward Committee Recommendations to
Board rather than full Committee Report
Committees –
Changes for Discussion
Standing Committee Structure
Combine Business Services and Chairs’ into one
Business and Policy Committee meeting 2x per
month
Reduce Human Resources Committee meetings to
6 meetings/year and at the call of the Chair
Increase number of Standing Committee members
from 3 to 7 and restrict voting to committee
members
Have SEAC report directly to Board
Meeting Schedule
Need to increase time between release
of agenda and meeting date
Need to examine ways to reduce
number of meetings
Consider moving to a
Tuesday/Thursday schedule
Standardize the Start Time for Meetings
Delegations/
Public Question Period
Improve accessibility for delegations – 3
methods of appearing
Allow delegations to provide
submissions up to noon on the day of
the meeting
Continue public question period –
consider restriction on questions only
Additional Changes Resulting
from Review
Comprehensive review of by-laws and rules of
procedure
Create one comprehensive document
Clarify sections frequently subject to question
Clarify Consent Agenda Procedures
Review of related issues – financial policies
for trustee budgets and expenditures
Next steps
Chairs’ Committee Discussion
Develop final recommendations based
on direction of Committee
Report to Chairs’ Committee May 2006
Implementation - September 2006
Points for Discussion
Standing Committee Minutes vs Board
Reports
Combining Chairs’ & Business Services
Creating 7 member committees with
voting for members only
Reducing number of HR Cte
meetings/year
Points for Discussion (cont’d)
SEAC report directly to Board
Changes to the dates and times of
meeting