HomeMy WebLinkAbout17.4.a. Receipt of Ad Hoc Board and Director Evaluation Committee Report, 30 May 2023
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Ad Hoc Committee for the Board Self-Evaluation Process and the
Director Performance Evaluation Process
May 30, 2023, 5:00 pm
Trustees' Committee Room
133 Greenbank Road
Ottawa, Ontario
Members: Alysha Aziz (electronic communication),
Justine Bell, Lyra Evans, Jennifer
Jennekens, Lynn Scott
Others Present: Donna Blackburn, Donna Dickson
(electronic communication), Nili Kaplan-
Myrth, Suzanne Nash
Staff and Guests: Michele Giroux (Director of Education),
Janice McCoy (Executive Officer), Nicole
Guthrie (General Manager of Board
Services)
1. Call to Order
Director Giroux called the meeting to order at 5:07 p.m.
2. Acknowledgement of Territorial Lands
Director Giroux acknowledged that the meeting is taking place on unceded
Algonquin Homelands and thanked the Algonquin Nations for hosting the
meeting on their land.
3. Declarations of Interest
No declarations of interest were filed.
4. Approval of the Agenda
Moved by Trustee Scott,
THAT the agenda be approved.
Carried
5. Matters for Action:
5.1 Selection of the Ad Hoc Committee Chair
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Trustee Lyra self nominated.
Moved by Trustee Scott,
THAT nominations be closed.
Carried
By acclamation, Director Giroux declared Trustee Lyra, Chair of the Ad
Hoc Committee for the Board Self -Evaluation Process and the Director
Performance Evaluation Process.
5.2 Report 23-046 Review of the Board Evaluation Process for 2022-2023 (J.
McCoy)
Your Committee had before it Report 23-046 providing information on the
Board evaluation process for the 2022-2023 school year.
Director Giroux advised that Policy P.130.GOV, Evaluation Process for the
Board of Trustees, provides for an annual reflection to encourage
individual members of the Board to assess their effectiveness as a
member of the Board, reflect on their personal co ntribution to the success
of the Board as a whole, identify opportunities for professional
development, and areas of focus for the Board. The report contains a draft
questionnaire that may be used to encourage and support the facilitated
annual reflection session.
Moved by Trustee Aziz,
1. THAT the Board proceed with the Board evaluation for the 2022-
2023 school year as outlined in Report 23-046, including the
proposed self evaluation questionnaire (attached as Appendix B);
and
2. THAT the comprehensive evaluation of the Board be undertaken in
the spring of 2024.
During discussion of this item, the following points were noted:
Trustees were in favour of the questionnaire as provided but
suggested that there be an optional comments question added to
each section which would allow for expansion and thoughts on the
process which can then aid the facilitator in the conversation during
the annual reflection;
The questionnaire is designed to be anonymous. There was
discussion on the degree of anonymity possible with open ended
questions, given the small sample size of the survey (only the 12
trustees);
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The tool can be used to monitor and track progress year over year;
Trustees would like the ability to save their own response set to
compare and reflect on their own performance individually. Staff
agreed to provide instructions on how trustees can save their
survey;
The facilitator is an important consideration and they must be
skilled in the areas of politics and governance;
Trustees agreed that the self reflection is an important reminder of
the role and function of trustees. The responses will support
authentic conversations which can help mend relationships, focus
the work of the Board back to the role and purpose and set the
Board on a path for growth and establishing common goals;
All trustees will be strongly encouraged to complete the survey and
attend the annual reflection; and
The facilitator can use the anonymous comments constructively to
further deeper conversations without drawing attention to individual
trustees or causing offence.
Moved By Alysha Aziz
A. THAT the Board proceed with the Board evaluation for the
2022-2023 school year as outlined in Report 23-046, including
the proposed self evaluation questionnaire (attached as
Appendix B), as amended; (attached as Appendix A) and
B. THAT the comprehensive evaluation of the Board be
undertaken in the spring of 2024.
Carried
6. New Business -- Information and Inquiries
In response to a query regarding the process for the Director's evaluation in light
of the current situation with an interim Director in place, the following points were
noted:
In order to suspend the process as outlined in Policy P.051. GOV
Evaluation of the Director of Education and Secretary of the Board (the
Policy) the Board would have to authorize the change through a motion or
by formally acknowledging that there will be no evaluation of the Director
for the 2022-2023 school year owing to the current interim Director
arrangement;
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DIrector Giroux suggested that the committee may use the recently
developed candidate profile to update the job description as attached and
referenced in the Policy, which can be used to outline the expectations of
the new Director in their first year of service. The committee will need to
determine the process for evaluation in 2023-2024;
It is anticipated that Boyden Executive Search (Boyden) will provide a 6
month check in to ensure the candidate is working in alignment with the
organization, however that conversation will be held between the
candidate, Boyden and the Chair and does not factor into the process as
outlined in the Policy;
Trustees queried the benefit of conducting an evaluation of the interim
Director, staff expressed the view that while feedback would be welcome,
the Board's focus should be on the hiring process and the investment of
time and resources is better spent on that task at this point in the year;
The process for the provision for feedback on the performance of Director
Giroux will require further contemplation and should be separate and apart
from the evaluation process as outlined in Policy P.051. GOV Evaluation
of the Director of Education and Secretary of the Board (the Policy) and
It was agreed that the process as outlined in the Policy, formalizing the job
description, should be addressed at an additional meeting of the
committee before the end of June 2023.
7. Adjournment
The meeting was adjourned at 6:04 p.m.
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Lyra Evans, Chair, Ad Hoc Committee for Board and Director Evaluation Processes
Board Self Evaluation Questionnaire
The metrics and resulting dashboards will help inform the conversation with the facilitator at the Annual Reflection
and can be used to identify areas for improvement and potential professional development opportunities.
In each of the following sections, click on the response that best reflects your opinion. The rating scale for each
statement is: Strongly Disagree (1); Somewhat Disagree (2); Neither Agree nor Disagree (3); Somewhat Agree (4);
Strongly Agree (5).
Reflections on How Well the Board Did its Job
For the following statements please rate your level of agreement.
1.The Multi-Year Strategic Plan incorporates feedback from students, families, staff and other community
members within the district.
2.The Board engages in the cyclical review of Board policies and ensures there is an opportunity for input from
staff, families, students and members of the community.
3.Trustees participate in the annual budget development process, ensuring that there is alignment with the
Multi-Year Strategic Plan and all other legislated obligations/
4.The Board oversees risk management and ensures compliance with relevant legislation and regulations.
5.The Board engages in meaningful discussions and decision-making processes.
6.The Board’s regular meeting agenda items reflect the Multi-Year Strategic Plan priorities.
7.The Board demonstrates a commitment to diversity, equity, and inclusion in its decision-making.
8.The Board effectively engages with stakeholders, including students, staff, and the community.
9.The Board undertakes professional development and education to enhance its effectiveness.
10.The Board addresses conflicts of interest and maintains ethical standards.
11.The Board effectively addresses challenges or crises faced.
12.The Board fosters a culture of transparency, accountability, and trust.
13.Do you have any additional thoughts or comments? (Optional)
Reflections on My Performance as an Individual Board Member
These questions can help board members reflect on their individual contributions and identify areas for improvement.
For the following statements please rate your level of agreement.
1.I actively contribute to board discussions and decision-making processes.
2.I come prepared for board meetings, having reviewed relevant materials and information.
3.I effectively communicate my perspectives, insights, and concerns during board discussions.
4.I listen actively and respectfully to the viewpoints of other board members.
5.I ask thoughtful and probing questions to enhance board discussions and decision-making.
6.I fulfill my fiduciary responsibilities by acting in the best interests of the organization.
7.I actively participate in board committees and fulfill my assigned responsibilities.
8.I contribute my expertise, skills, and knowledge to the board's work.
9.I engage in ongoing learning and professional development to enhance my effectiveness as a board member.
10.I support the District's mission and goals in a meaningful way.
11.I effectively represent the interests of stakeholders, such as students, parents, or the community.
12.I maintain confidentiality and handle sensitive information appropriately.
13.I demonstrate a commitment to diversity, equity, and inclusion in my board service.
14.I support a positive board culture by fostering collaboration, respect, and trust among board members.
15.Do you have any additional comments? (Optional)
Appendix A to Board Director
Evaluation Committee Report, 30 May
2023
Reflections on My Conduct as an Individual Board Member
These questions can help board members assess their conduct and behavior, ensuring they uphold the highest
standards of ethical conduct and professionalism in their role.
For the following statements please rate your level of agreement.
1.I adhere to and uphold the Board member code of conduct.
2.I demonstrate integrity, honesty, and transparency in my actions and decisions.
3.I treat fellow board members, staff, and stakeholders with respect and professionalism.
4.I maintain a constructive and positive attitude during board discussions and interactions.
5.I actively seek feedback and input from others to improve my performance as a board member.
6.I actively manage and address any conflicts of interest that may have arisen.
7.I ensure that my personal or professional interests does not compromise the best interests of the
organization.
8.I maintain confidentiality and protect sensitive information in accordance with board policies.
9.I actively engage in resolving conflicts or addressing board dynamics in a constructive manner.
10.I foster an inclusive and equitable environment that values diverse perspectives and experiences.
11.I actively support and champion the organization's mission, vision, and values.
12.I demonstrate a willingness to learn from mistakes and adapt my behavior as needed.
13.I engage in self-reflection and take proactive steps to improve my effectiveness as a board
member.
14.I maintain a strong commitment to the organization's mission, even in the face of challenges or
disagreements.
15.Do you have any additional thoughts or comments? (Optional)
Reflections on the Board’s Relationship with the Director of Education
Reactions and responses to these statements can help assess the effectiveness of the board's relationship with the
Director and identify areas for improvement or further support to enhance collaboration and achieve shared goals.
For the following statements please rate your level of agreement.
1.The Board establishes and maintains a productive and supportive working relationship with the Director.
2.The Board supports the Director in their leadership role and decision-making processes.
3.The Board actively engages with the Director to understand the operational challenges and opportunities.
4.The Board collaborates with the Director to develop and implement the organization's strategic direction.
5.The Board provides necessary resources and support to enable the Director to succeed in their role.
6.The Board maintains appropriate boundaries between governance and management, respecting the
Director's authority.
7.The Board addresses any conflicts or concerns that may have arisen between the board and the Director in a
constructive manner.
8.The Board promotes open and transparent communication with the Director.
9.The Board fosters a culture of trust, respect, and mutual understanding with the Director.
10.The Board provides guidance and mentorship to the Director as needed.
11.The Board supports the Director's efforts to foster a positive and inclusive organizational culture?
12.The Board actively advocates for the Director within the organization and in external settings?
13.Do you have any additional thoughts or comments? (Optional)