2015-05-04_Agenda Packet--Dossier de l'ordre du jourCity of Saint John
Committee of the Whole Open Session
Monday, May 4, 2015
4:30pm, 8th Floor Boardroom, City Hall
Committee of the Whole Open
1.1 Governance Workshop — Council's Relationship with ABCs
April 28, 2015
Your Worship and Members of Common Council
Re: Governance Workshop
In February of this year you asked if I would deliver a governance workshop, "focusing on the roles and
responsibilities of appointees to ABC's as well as the relationship between Council and those individuals
and entities." I am very pleased to be meeting with you this Monday in response to this request.
One of the key components of good governance is all participants knowing exactly what their roles and
responsibilities are. Without this understanding there can be confusion and for sure there will be lost
opportunities.
There must also be clear and challenging expectations of ABC's and individuals. Without this there is no
focus or perhaps even worse a focus on the wrong things. Furthermore if there have been no goals or
expectations set for ABC's or individuals there can be no accountability.
The adoption of good governance principles and practices lead to good performance and good results.
My focus for the workshop will be to set out the framework for how Council, ABC's and the individuals
within ABC's can work towards achieving positive results for the citizens of Saint John.
Respe tf ly Sub ed
Daryl Wilson, FCA
Governance Workshop
Council's Relationship with ABC's
Daryl Wilson, FCPA
May 4, 2015
Three Separate Entities
Common Council
The Board of Directors of an ABC
The Chief Executive Officer and Staff of an ABC
Significant ABC's
(all delivering key municipal services)
• Saint John Transit
• Saint John Aquatic Center
• Saint John Parking Commission
• Harbour Station Commission
• Saint John Police Commission
• Saint John Industrial Parks
• Saint John Energy
The Purpose of this Workshop
• To explain the Role and Responsibilities of
Council with respect to these ABC's
• Explain the relationship between Council and
the Board of Directors of an ABC
• A future workshop will cover the relationships
between the Board of an ABC and their staff.
Key Governance Principle
"What versus How"
• There must be a clear understanding of:
—Who has the responsibility of approving what is to
get done, and
—Who has the responsibility of determining how
things get done
• Council approves the What
• The ABC (with staff) determines the How
Council Must Communicate
Expectations to ABC's
• Be clear on what you want from each ABC
• This the cornerstone of accountability
—You cannot hold somebody accountable if you
have not told them what you want.
What do you want from the Aquatic
Commission? How about?
• A safe and secure facility - No incidents.
• A 5% increase in utilization?
• Two new provincial and one new Atlantic Canada event
each year (economic development component)
• Anew fitness program to assist overweight citizens (to
help solve our obesity problem)
• An annual satisfaction survey of users that has over
95% either satisfied or very satisfied.
• 70% of all costs will be recovered by Users
• The Commission will operate within the funds provided
by the City.
Council Must Keep ABC Accountable
for Results
• ABC should report to Council on set schedule
— For example:
•
In
May
with
results
to end
of
April
• In
September with
results
to end of August
• ABC should table annual report by say the end
of February
How Do You Determine What You
Want From Each ABC?
• Ideal process
— By engaging a facilitator
— By involving all of Council, key City staff, Board
Members and key staff from ABC
• Practical process
—All of the above, but excluding Council
—City Manager would bring suggested expectations
to Council for consideration
Who is Responsible for the How?
• The Board of the ABC and their staff.
—The Board of the ABC can always identify other
things that they want to see done
• Customer service policy
• Cleanliness Policy (facilities, buses, etc.)
Two Other Council Responsibilities
• Ensure Board Members know their role
— Approve a
Position
Description
for
Members
— Approve a
Position
Description
for
The Chair
• Appoint Board Members
— Ensuring they meet the qualifications and
requirements of the Position Description
Position Description for Board
Members
• Sets out roles and responsibilities
• Will work with Council on setting goals and objectives
• Will hire and evaluate the performance of CEO
• Will hold CEO and management accountable for results
• Will report to Council on performance
• Sets out desired qualifications and experience
• An estimate of the number of hours per year to be
Board Member
Note: Position Descriptions are necessary for Board
Orientation Sessions
Position Description for Board Chair
• Would have all the responsibilities of a Board
M
• Would have responsibilities for Chairing
meetings
• Would be the Official Spokesperson for the
ABC
— Any presentations to Council would be made by
the Chair
• Assisted by the CEO
Appointing Board Members
• Council would identify candidates that meet the
requirements of the position description
• Council should welcome suggestions from the
existing Board
• Members should be appointed that:
— Understand the role
— Have a passion for the organization
— Will make a positive contribution to achieving the
goals and objectives set by Council
• Council must ensure there good rotation of
members
Summary
• Council approves the goals /objectives for ABC's
• Council holds ABC Board accountable by
receiving performance reports
• Council ensures there are Position Descriptions
for Board Members and the Chair
• Council appoints the best members possible that
meet the Position requirements
• Council ensures there is good rotation of
members