bowvalleycu - Time Commitments

Preparation and Attendance
Sample Calendar

Preparation and Attendance

Preparation, active involvement, and regular attendance at Board, committee, strategic planning events, and other special meetings are a requirement for board members. In addition, meeting preparation between 5 and 10 hours per month (during months that meetings occur) is expected. In-person meetings are usually desired; however, the meeting mode is determined prior to each subsequent meeting.

Notification of meetings, agenda, and materials are provided at least 5 days prior to each meeting. Directors are expected to prepare in advance in order to be well informed, ensure proactive discussion, and make sound decisions.

Board and committee meetings are usually scheduled sequentially on the same day, starting as early as 9:00 AM, for an approximate length of 6 hours. If beginning in the morning and in-person, lunch is included. Special meetings or times may be arranged with sufficient notice given. Meetings are typically scheduled on a Tuesday during the month following a fiscal quarter-end. Exceptions to this are the fall two-day strategic planning session and the annual performance review of the CEO which is a full-day session in December.

Sample Calendar

JAN

FEB

MAR

APR

MAY

JUN

JULY

AUG

SEP**

OCT

NOV

DEC

BOARD

*CC

AUDIT, FINANCE, & RISK

GOVERNANCE

AGM

Other meetings or commitments that occur may be done face-to-face, by conference call, or via an online meeting space, and include:

Special meetings scheduled as required
Regional and provincial system meetings as required
Annual General Meeting of BVCU
Director orientation and education
Reviewing current affairs and market information that may affect BVCU

*CC: Conference Call

** Two-day strategic planning session

The Fine Print

It's a given that the following conditions are to be met:

receive proper notice of all meetings which you are required to attend
receive an agenda and required information pertaining to matters that require Board action or consideration
arrange your schedule in order to regularly attend meetings of the Board and its committees (board and committee members are required to attend at least 60% of regularly scheduled Board meetings and committee meetings to which the board member is appointed)
responsible for reviewing all meeting materials prior to attending meetings
legally entitled to rely on materials prepared or presented by officers and employees of BVCU, counsel, public accountants, and/or a committee of the Board; should you fail to disclose information that would cause such reliance to be unwarranted, you would not be acting in good faith
always act in good faith and exercise honest business judgment after due consideration of what you reasonably believe to be relevant factors
not disclose or discuss with any other party information received, written or verbal, concerning the business affairs of BVCU or BVCU members; this includes employees of BVCU outside the President and CEO without prior consent