Fair Haven Homes Society

Terms of Reference: GOVERNANCE COMMITTEE

Policy Number: BC0600 Manual: Board

Implemented in: Feb 2009

Reviewed by: Governance Committee Last reviewed in: Oct 2017

Approved by: Board of Directors Last revised in: Nov 2020

1 Purpose
In keeping with the Mission Statement of Fair Haven Homes Society, the Governance Committee
assists the Board to ensure that the policies, procedures, and strategic planning activities are in
place so that the Society’s operating functions are carried out effectively, efficiently, and with
engagement.

2 Duties and Responsibilities

2.1 Review the Constitution and Bylaws and propose amendments when necessary.

2.2 Develop and maintain Governance policies and practices that allow the Board successful
execution of the Mission, Vision, and Values.

2.3 Ensure Board and Governance activities meet Accreditation Canada Standards for
Governance.

2.4 Conduct regular review and evaluation of Board performance.

2.5 Lead the nomination process for new Directors.

2.6 Oversee the recruitment and orientation of new committee members for Society.

2.7 Facilitate Board development and education opportunities.

2.8 Ensure the annual review of the Strategic Plan; a thorough strategic planning session should
occur every three years at a minimum.

3 Membership

3.1 A Vice President is the Chair of the Committee.

3.2 Co-Chair required.

3.3 Maximum of 7 guests can be invited as observers.

3.4 Ex-officio member is the CEO or designate.

3.5 Leadership Team staff may participate as guests.

4 Quorum/Voting

4.1 A majority of the members of the Committee constitutes a quorum.

4.2 Voting will be per the Society’s bylaws using Robert’s Rules of Order.

4.3 Guests and Ex-officio members are not counted as part of the quorum and do not vote.

5 Frequency of Meetings

5.1 The Committee will meet at least five (5) times a year.

5.2 The Committee will meet or at the call of the Chair or any two Committee members.

5.3 The Committee will host the annual strategic planning session.

6 Minutes/Reporting

6.1 All recommendations made by the Committee are presented to the Board for ratification
before action is undertaken.

6.2 Approved minutes of the Committee meetings are included in the Board package for the
immediately subsequent meeting of the Board.

6.3 A written report will be provided at the immediate subsequent Board meeting.

6.4 A summary report will be made at the Annual General Meeting.

6.5 Minutes and records of Committee meetings and business are filed in a secure area with
other Board records.