Part 1 – GOVERNANCE
SECTION: Governing Body
POL 1-011 Pr
Assimilation of incoming Board members
Effective date: May 1, 2010
Approval date: February 19, 2010
Last revised: February 19, 2010
Cancelled date:
Reference: BD 04/1986, 04/1989, 01/2008
Cross reference:
PROCEDURES
1. Selection of mentors
(a) President-Elect selects the mentors
(b) Mentors will be board members who are in their second or third year of term on the board, except for the Canadian and the International Directors who will normally be mentors in their third year, and the Outside Director who will be a mentor in the last year of his/her term
(c) Selection will be dependent on time commitments and geographic location
(d) Non-US board members may have dual mentoring responsibilities due to limited number of roles on the board structure
(e) Exiting Canadian and International Directors and the Outside Director may be assisted by other board members to mentor the incoming Canadian, International and Outside Directors
Matching mentors with incoming board members, hereinafter referred to as “apprentices”, will be done by the President-Elect prior to the March board call.
2. Mentoring process
(a) The mentoring process commences in March, as soon as the incoming board members are announced, and ends after the annual conference and exhibition
(b) Prior to the March board call, President-Elect makes the initial tele-conference call to introduce mentors and the apprentices
(c) Thereafter, mentors and apprentices will schedule their individual conference calls and review the items in the Exhibits to this document
(d) Spring in-person board meeting
i. Mentors will attend the new board member orientation session
ii. Mentors will sit with apprentices at the board discernment session and board meeting, and guide them through the board book and the process
(e) President-Elect will monitor the process through surveys and telephone calls
(f) The mentor manages the mentoring relationship and the process
Canadian and International mentors
The Canadian and International Directors will mentor the Canadian and International apprentices through June 30 on specific items related to the role, but may, at the request of the apprentices or the mentors continue to mentor via telephone or electronically through the life cycle of the mentoring process.
Outside Directors
An Outside Director will mentor the incoming Outside Director through June 30 on specific items related to the role.
3. Updating exhibits
The supporting exhibits will be reviewed and updated annually by the mentoring team.
4. Success measures of the Mentoring Program
(a) Apprentices are able to make immediate contributions to discernment and decision-making processes
(b) Apprentices are assigned to a committee and task forces that fit their skill sets and are of interest to them, they understand their roles within the committees and they are prepared to work on the committee or task forces
(c) Apprentices understand the relationship between the Board and Headquarters, which will help them balance their new duties appropriately
5. Benefits to mentor
(a) Refreshes the mentor on Board and Association policies and procedures
(b) Develops a professional relationship with a fellow Board member
(c) Enhances support-role skills that may be reused for committee work
(d) Develops mentoring skills for use in career or other volunteer capacity
The Mentoring Program will provide additional information about the apprentice which will be helpful in conducting the business of the Board of Directors:
· Background
· Skills and aptitudes
· Likes and dislikes
· Strengths and weaknesses
· Working with others
· Areas of general interest
· Areas of professional interest
· Strategic issues of personal interest
Questions about previous Policies & Procedures? Contact Connie Hardy, Corporate Secretary.