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Guidelines of the Board of Directors 
 
 


Community Representation

The Board of Directors has a special responsibility and accountability to the community to act as trustees (or stewards) on their behalf. The board represents the interests of the community and so must engage in two-way communication with the community.

The board should achieve the following:

  • being accountable
  • educating the community
  • transparent operations


Governing Style

The board will govern with an emphasis on:
(1) acting in the communities’ best interest 
(2) identifying and resolving common problems
(3) strategic leadership;
(5) collective decisions;
(6) the future;
(7) taking action.

Accordingly:
The board will direct and control the community health study through the identification and adoption of a common, central research question that is applicable to all communities.
 
The board will enforce upon itself and its members whatever discipline is needed to govern with excellence. Discipline will apply to matters such as attendance, preparation, policy-making principles, respect of roles, and ensuring continuance of governance capability.

Continual board development will include orientation of new members in the board's adopted governance process and periodic board discussion of process improvement.

The board will monitor and discuss the board's process and performance at each meeting. Self-monitoring, on a meeting-by-meeting basis, will include comparison of board activity and discipline to its policies. 
 

Education

It is essential that Board members be fully informed with respect to the background and context of the issues they are called upon to address. A firm commitment to continuing education is the responsibility of each Director, and a responsibility of the Chair to ensure opportunities exist.


Educational Opportunities

Education opportunities will include, but will not be limited to, the following:

(i) Director Orientation

Each director will be oriented as to the role of the board, their individual role.
Presentations at Board Meeting
Information / education presentations will be a part of regularly scheduled board meetings.  In additional, special educational sessions outside of board meetings may be at scheduled times as the Board may direct.

(ii) Attendance at Committee Meetings

Members of the Board of Director’s may attend committee meetings (TWG, scientific review, etc.)
 

Conflict of Interest

A conflict of interest refers to a situation in which private interests or personal considerations may affect an employee's judgment in acting in the best interest of the board and the community health study.  It includes using a board member’s position, confidential information or board time, material or facilities for private gain or advancement or the expectation of private gain or advancement. A conflict may occur when an interest benefits any member of the board member’s family, friends or business associates.


Personal Conduct

Board members are expected to conduct themselves with personal integrity, ethics, honesty and diligence in performing their duties for the organization. They are required to support and advance the interests of the organization and avoid placing themselves in situations where their personal interests actually or potentially conflict with the interests of the board and the community health study.


Confidential Information

Board members may not disclose confidential or privileged information about the property, or affairs of the board or the community health study, or use confidential information to advance personal or others' interests. Board members cannot divulge confidential or privileged information about the work of the board without authorization from the board chair.
 

Resignation

Board members must submit resignations in writing to the chair 60 days before the effective date.


Public Delegations

Persons desiring to make a verbal / presentation to the Board on a factual matter or petition regarding the health study question, is to notify the Secretary – in writing – that they would like to address the Board 10 working days in advance of the next Board meeting.  They must provide in writing:

  • Who they are
  • The group / organization they represent
  • The nature of their presentation
  • Rationale as to how it is relevant to the health study question

The Secretary will discuss the application with the Board Chair and Vice Chair and decide if the presentation should go ahead or not, and at which Board meeting.

Those people granted permission to present to the Board will be limited to a 10 minute presentation.  Additional time may be granted by the Chair.

No person shall be permitted to speak to the board on the following matters:

  • where the same issue has already been presented to the Board
  • regarding a motion or position that the Board has already either voted to accept, unless a motion for reconsideration has been moved and passed by the Board .