2
A C T I O N
Subject: Governance
and Audit Committee Report
Prepared
by: Bernard Clavel, Chair
Prepared
for: Ottawa Public Library Board
Meeting of: June
15, 2009
Date: June
5, 2009
RECOMMENDATIONS:
That the Board adopt revised policies:
·
A.1, General Executive Constraint
·
A.5, Emergency CEO Succession
That the Board
adopt new executive limitation policy A.31, Strategic Planning
References
OPLB Governance Committee Draft
Minutes, June 5, 2009
Background
At its most recent meeting, the Governance
Committee reviewed a number of Executive Limitation Policies, Board Governance
Policies, as well as Board-CEO Policies in accordance with the annual planning
calendar. The Governance Committee
recommends revisions to two policies as follows:
A.1, General Executive Constraint: In
accordance with the Governance Committee’s direction, this policy has been
revised to be stated in positive terms, rather than negative terms. There is no
change in intent.
A.5, Emergency CEO Succession: In
accordance with the Governance Committee’s direction, this policy has been
revised to be stated in positive terms, rather than negative terms. There is no
change in intent.
(NEW) A.31, Strategic Planning:
Recommendation 20 of the City of Ottawa’s Auditor General Governance
Audit Report stated “that the OPL Board include the requirement for the Board
to develop a strategic plan in the Board Policy Manual along with reporting
requirements”. Policy A.31, Strategic
Planning implements that particular recommendation.
The Governance Committee would also like to report
that Randee Loucks of CGS Consultants has been retained to work with the
Governance Committee on the development of Ends Policies. Ends policies are
referred to in a number of Executive Limitation Policies yet do not currently
exist. Ends Policies define the results that an organization
holds itself accountable for achieving. All Ends Policies include the results
to be achieved, for whom, at what cost. Ends Policies are specific statements
of a desired outcome that can be measured thereby providing organizational
accountability.
Ottawa PUBLIC LIBRARY Board
POLICY
TYPE: Executive Limitations
|
POLICY TITLE:
General Executive Constraint
|
POLICY NUMBER:
A.1
|
|
DATE OF BOARD APPROVAL:
February 25, 2002
|
DATE REVIEWED:
September 7, 2007
June 5, 2009
|
|
DATE REVISED:
|
MONITORING:
|
The Chief Executive Officer
shall ensure not cause or allow any that practices,
activitiesy, decisions and or organizational
circumstances respect which is either imprudent or in violation of commonly
accepted business practices and professional ethics, the Public Libraries Act, RSO 1990, c.P.44, other relevant statutes,
law, Board policy and or contractual agreements the Board has
made with the bargaining unit.
Ottawa PUBLIC LIBRARY Board
POLICY
TYPE: Executive Limitations
|
POLICY TITLE:
Emergency CEO Succession
|
POLICY NUMBER:
A.5
|
|
DATE OF BOARD APPROVAL:
February 25, 2002
|
DATE REVIEWED:
May 31, 2006
|
|
DATE REVISED:
|
MONITORING
|
In order to protect the Board
from sudden loss of chief executive services, the Chief Executive Officer shall
may not have no fewer than two other executives familiar with
Board and chief executive issues and processes.
The CEO shall may
not operate without records and procedures to assure operational and
administrative continuity.
Ottawa PUBLIC LIBRARY Board
POLICY TYPE: Executive Limitations
POLICY
TITLE:
Strategic Planning
|
POLICY NUMBER:
A.31
|
|
DATE OF BOARD APPROVAL:
|
DATE LAST REVIEWED:
September
7, 2007
|
|
DATE REVISED:
February
13, 2006
|
MONITORING POLICY:
|
The
Library Board is responsible for setting strategic direction for the Library.
Accordingly, the CEO shall:
1. Operate Work with each newly
constituted Library Board to review and reaffirm the existing strategic plan
during the first year of its term and, if required, develop a new strategic
plan.
2. Ensure
that current data on the needs of residents and of library users is available
to Board members prior to developing a strategic plan. Data may be collected
through user surveys, needs assessment studies, focus groups and public
consultations.
3. Ensure
that the strategic planning process includes a period of not less than one
month for public consultation prior to approval of a strategic plan by the
Library Board.
4. Report
to the Board annually on progress made by staff in implementing the current
strategic plan.