Governance Commitee

Governance Committee 2022-2023

• Chair: Alexandra Stout
• Vice Chair: Ceileigh Cunningham

Members:

• Maxine Myre
• John Fuller
• Kelly Granigan(ex officio)
• Greg Glatz (ex officio, non-voting)

Topics of focus

• Doing a full-scale review of policies and job descriptions
• Defining what is needed by Bike Edmonton from the board
• Goal of making the board a solely governance board, as opposed to an operational board

General Purpose

• Updating and creating new, when needed, board job descriptions, policies, and governing written material

Key Duties and Responsibilities

Level of Authority

• This committee does not have the ability to sign contracts or any signing powers
• The Board oversees and approves all actions of the Governance Committee
• Any policy would be developed by the committee, brought to the Board, and then voted on

Reporting Relationship

• Committee Chair will submit the report
• The Vice Chair will submit the report if Committee Chair cannot
• Rotation optional for who submits the report
• The report to the Board will be submitted 48 hours prior to meeting
• They will be written reports, submitted digitally

Meetings

• Quorum is 3 members
• Meetings will be held 5 times a year at minimum
• Rusty's Rules will be used
• Majority Vote will be used

Resources

Financial

• None, but from time to time money may be suggested from the board for special projects

People

• How many volunteers will be needed?
  • At least 6
• How many hours of volunteer time?
  • 4 hours per meeting, including prep work and additional discussions
• What are the key volunteer roles?
  • Members of the committee
• What kind of paid staff time is needed?
  • Attendance of the ED is optional
• Are paid staff required for meetings?
  • Attendance of the ED is optional, with insight from ED as to involvement of other staff
• How many hours of staff time is needed?
  • None is needed, but may be useful or required for certain projects

Specific Annual Objectives

• March 2023: Identify specific policies and board job descriptions that need updating or creating. Confer with ED and Board as to what is most pressing and prioritizing updating/creating those.
• June 2023: Update Board Policies
  • For example, could include Establishing a Project Strategy - ie: only take on projects that fit within a specified project strategy, otherwise we run the risk of projects being a draw on resources instead of an enhancement of what we offer
  • Could include Conflict of Interest Policy and Health and Safety Policy
• June 2023: Update Board Job descriptions
• November 2023: Co-develop an actionable EDI (Equity, Diversity, Inclusion) strategy with board, staff, and volunteer engagement, possibly with HR Committee

Reports and Target Dates

• Report to Board during board meetings
• Reports issued 48 hours before meeting
• Reports put in appropriate folder, entire board emailed about the report being issued
• Submit an annual report for membership 1 month before AGM

Review and Evaluation Process

• Board at large will do mid-term survey of board and staff; include simple question about what went well or poorly about the work of the Governance Committee
• Success will be if the policies are implemented and go beyond draft form
• Coordinating with staff, acquiring operational level evidence of the policy having made a difference in work safety, securing a grant, etc.
  • For example, if training was implemented for volunteers based on a Work and Safety Policy
• Qualitatively asking staff and volunteers about the effect of the policies
• Beyond the immediate term, how many ideas are being brought to the board and approved or rejected based on policies?
• Ideas and actions for implementation could be built into the policies themselves

Approval Date and Review Date

• December 12th, 2022
• To be reviewed annually