Board Policy CA-410: Evaluation Framework
Effective date: 2022-06-21
Purpose
- Ensure continuous improvement of the Board, its committees/working groups, and members;
- Obtain feedback for Board and Executive succession planning and members’ reappointment;
- Identify education and development needs;
- Offer an opportunity to provide feedback on the effectiveness of the meetings of the Board and its committees.
Policy
- The Board of Directors (the “Board”) will use an annual evaluation protocol. The evaluation protocol will deal with the processes and structure of the Board and its committees/working groups, and include a self-evaluation of each administrator.
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The Governance and Nomination Committee will implement an annual evaluation process for the Board, its committees and officers based on the following policies:
- Terms of Reference of the Board of Directors and Governance Structure (CA-120);
- Board of Directors’ Committees (CA-300);
- Duties of the Chairperson of the Board of Directors (CA-140);
- Duties of the Vice-Chairperson of the Board of Directors (CA-150);
- Duties of the Treasurer of the Board of Directors (CA-160);
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Duties of the Secretary of the Board of Directors (CA-170).
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This process will include:
- The main indicators identified by the Board to measure its effectiveness and performance;
- External resources as appropriate to ensure an effective process;
- The Board evaluation using one or several tools to solicit comments, for instance a written survey or group session;
- The self-assessment tools and processes of Board members, including opportunities to identify education and development needs and whether a member wishes to be considered for an administrator position;
- A Board report on the results of assessment issues and key actions to be solved to ensure the ongoing improvement of the entire Board and its administrators.
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The various Board evaluation forms are appended:
- Member Self-Evaluation Questionnaire – Appendix CA-410 (1);
- Board of Directors’ Chairperson Evaluation Questionnaire – Appendix CA-410 (2);
- Committee Chairperson Evaluation Questionnaire – Appendix CA-410 (3);
- Peer Evaluation Questionnaire – Appendix CA-410 (4);
- Evaluation Form – In Camera Meetings and Public Meetings of the Board of Directors – Appendix CA-410 (5);
- Evaluation Form – Annual General Meeting – Appendix CA-410 (6).
- An annual evaluation protocol is in place. However, ongoing feedback is encouraged.
- The evaluations are conducted on an electronic survey site.
- The survey results are only communicated to the member in question and to the Chairperson of the Board of Directors.
- The results remain anonymous.