Monitoring Executive Limitation Policy

Monitoring Executive Limitation Policy

February 28, 2017

Policy Name: Communication and Support to the BoardNumber: EL-7

Policy Type: Executive Limitations

Board policy is indicated in bold typeface throughout.

I hereby present my monitoring report on your Executive Limitations policy “Communication and Support to the Board” according to the schedule set out. I certify that the information contained in this report is true, and represents compliance with a reasonable interpretation of all aspects of the policy unless specifically stated otherwise.

Signed Ex. Dr. DATE February 28, 2017

The Executive Director shall not permit the board to be uninformed or unsupported in its work

INTERPRETATION: The Board has comprehensively interpreted this policy in its subsequent policy provisions.

EVIDENCE: The data to follow, taken cumulatively demonstrates compliance with this global provision

1. Withhold, impede, or confound information relevant to the board’s informed accomplishment of its job.

1.1 Allow the Board to be without decision information to support informed Board choices, along with

alternative choices and their respective implications, including

• relevant environmental scanning data
• a representative range of staff and external points of view, and
• significant issues or changes within the external environment

INTERPRETATION: I interpret relevant environmental scanning data to mean survey, statistical and other outside information. I interpret representative range of staff or external points of view to mean those who are contracted or otherwise engaged by BCTC under the authority of the Executive Directorand I interpret significant issues or changes with the external environment to be those that impact budget, operations or relations to/with owners and stakeholders.

Evidence of Compliance: is met when Board requests specific information interpreted above to the Executive Director to assist with their decision making.

1.2 Neglect to submit the required monitoring data required by the Board (see policy on Monitoring

Executive Performance) in a timely, accurate and understandable fashion, including explicit Executive

Director interpretations that include rationale and evidence of compliance.

1.7 Present information in an untimely manner, in unnecessarily complex or lengthy form, or in a form that does not clearly differentiate among monitoring, decision preparation, and general incidental or other information

INTERPRETATION: I interpret these 2 policy sub-sets together as I believe the wording: monitoring data and information (which might be monitoring data or some other information) in a timely, accurate, understandable fashion can also mean untimely manner, in unnecessarily complex or lengthly form…..mean the same thing.

Evidence of Compliance: Compliance will be met when meeting the schedule in the Board Planning Agenda and in providing an Incidental report at each board meeting.

Note: I suggest that the Board review and consider combining these 2 sub-sets for clarity.

1.3. Let the board be unaware of any actual or anticipated non-compliance with any Ends or Executive

Limitations policy, regardless of the Board’s monitoring schedule.

INTERPRETATION: I interpret the above1.2 and 1.3 to mean in accordance with BMD 4 Monitoring Executive Performance which states internal annual monitoring reports except for EL 2 External (Annual Audit)and in accordance with schedule of monitoring reports as per the Board Planning Agenda.

Evidence of Compliance: will be demonstrated when monitoring report is submitted and there is decision of the Board to reject the interpretation rationale and/or evidence or when the Executive Director reports non-compliance within the report.

1.4. Let the Board be unaware of any incidental information it requires, including anticipated media coverage, threatened or pending lawsuits, and material or publicly visible internal changes or events, including changes in executive personnel and external contracts for the Executive Director.

INTERPRETATION: I interpret incidental information to mean information outside of formal monitoring requirements of the Executive Director according to Board Planning Cycle.

Compliance/Evidence: is that at each Board meeting there is an agenda item called Executive Director Incidental report and it is under this agenda item that the Executive Director reports at each meeting and will make the Board aware of any anticipated media coverage, threatened or pending lawsuits, or material or publicly visible internal changes or events including changes in executive personnel and external contracts for the Executive Director.

1.5.Allow the Board be unaware of the outcomes and, ifapplicable, associated concerns and/or risks

of stakeholder complaints directed to the Executive Director in accordance with GP-16, item e.

INTERPRETATION: I interpret the above to mean that the Executive Director is to follow the procedures as per GP 16 regarding Handling of Operational Complaints and that in particular to Item 3: The Board Member shall inform the Executive Director or individual designated by the Executive Director of the complaint, and request that it be handled

Compliance/Evidence: that the Executive Directorwould make the board aware of outcomes following the procedures as per GP 16.

1.6. Allow the Board to be unaware that, in the Executive Director’s opinion, the Board is not in compliance with its own policies on Governance Process and Board-Management Delegation, particularly in the case of board behaviour which is detrimental to the work relationship between the Board and the Executive Director

INTERPRETATION: I interpret the Board is not in compliance with its own policies and board behaviour which is detrimental to work relationship between the Board and Executive Director to mean that it is necessary for the Executive when in her opinion that the Board is in violation of its own policies (GP and BMD) that the board be informed.

Compliance/Evidence: is demonstrated when the Executive Director informs the Board Chai in writing of the specific apparent non-compliance or violation of policy or detrimental behavior and asks the that the Board become compliant and ask the Board Chair to respond in writing when compliant.

2.Allow the Board to be without reasonable administrative support for board activities.

INTERPRETATION: The Board has comprehensively interpreted this policy in its subsequent policy provisions. 2.1and 2.2 address the workable, user-friendly mechanisms and 2.2 addresses maintaining the integrity of the Board’s documents

COMPLIANCE/EVIDENCE: Is met through electronic communication via email is used for communication and there is a private Board page on the BCTC website that holds Board documents. Executive Director provides secretarial support to the Board at Board Meetings meeting legal requirements and providing a safe location for board documents on the private board page.

3. Impede the Board’s ability to operate as whole, misrepresent its processes and role, or impede its lawful obligations.

INTERPRETATION: The Board has comprehensively interpreted this policy in its subsequent policy provisions. 3.1 which addresses the board’s ability to operate as a whole and 3.2 which addresses the Board processes, role and lawful obligations.

COMPLIANCE/EVIDENCE: is met when documented in Minutes of the Board, Committee Reports and Executive Director Required Approvals added to the Board Agendas when needed.