4.0 Board Reports (cont'd) 4.2 Governance Committee Report
Report Submitted by: Martin Tweeddale (Chair)
Committee Membership: Martin Tweeddale (Director), Martin Buckley (Director), Jane Saly (Director), Blair Dunbar (Society Member)
Initial Goals and Objectives Good governance is essential for the Palliative Care Society of the Bow Valley (the Society) to successfully achieve its goals and objectives and to properly fulfil its legal, ethical, and fiduciary obligations. Although the Board has ultimate responsibility, the Governance Committee has several important functions as laid down in the Society’s bylaws and the Committee’s terms of reference. The major functions of the Governance Committee include the on-going development and review of the Society’s bylaws and the policies of the Board of Directors, recommending and overseeing the implementation of procedures to evaluate the performance of the Board and its Committees, and the orientation of new Directors. End of Year Achievements and Successes The Governance Committee has met 9 times since the 2022 AGM. One new policy (the Board Meeting Procedural policy) and three revised policies (the Treasurer and Director Role Descriptions, and the Conflict- of-Interest policy) were completed and presented to the Board for approval. Three new policies are still under development (Cybersecurity, Document Management, and Volunteer Time Recording).
In addition, a two-phase process of Board assessment (which was developed and trialed in 2021-2) was upgraded and repeated in 2022-23.
The Governance Committee has also worked with the Society’s administration to ensure a more complete and appropriate orientation process for new Directors.
Lessons Learned While it is always necessary to review and update policies, at this time of development and change for the Society, the need is particularly urgent and demanding.
To be properly effective (and as an important aspect of risk management for the Society) it Is crucial for policies to be specific, unambiguous, and comprehensive. Words and phrasing do matter.
While good policies are essential to the proper functioning of the Society, they are only the beginning – the policies must also be kept in view and followed.
Ongoing Efforts for the Coming Year
Continue to develop and revise policies. Seek to identify and establish Board education activities. Recruit new non-Director (Society) members to the Governance Committee
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