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College Board

The role of the Douglas College Board

The Douglas College Board acts on behalf of the public and oversees the affairs - including property, revenue and expenditures - of the College, performing functions consistent with the College and Institute Act which the Board considers advisable for the proper administration and advancement of the College.

The Board focuses on policy and strategic leadership rather than administrative detail. It develops and maintains a clear distinction between Board and presidential roles. The Board meets seven times annually, between September and June, and holds a strategic/educational retreat each year. Each regular Board meeting date represents more than one distinct meeting: the evening begins with an Open Session meeting, followed by a Closed Session meeting attended by senior management. The evening concludes with an In Camera Session meeting, generally limited to Board members.

Interested in Attending a Board Meeting?

College students, employees and the public are welcomed at all open session meetings of the College Board, which begin at 5:00 pm on Thursdays. See the left of this screen to access the meeting schedule. Guests are asked to record their names on sign-in sheets, as all attendees' names are recorded in meeting minutes.

Board Membership and Meeting Schedule, Agendas and Minutes

For information on current membership, Board meeting schedules, agendasminutes or other College Board matters, please refer to the links on the left of this screen.

Board Members' Oath of Office and Terms of Reference (TOR)

Each Board member signs an Oath of Office and adheres to Terms of Reference for the Board of Directors (B3, p.5) and Terms of Reference for a Director (B6, p.14) outlining general accountability, attributes, scope of responsibility, and specific responsibilities and attributes. See additional Board TORs for those holding the roles of Board Chair (B4, p. 8) and Board Vice Chair (B7, p. 18)

Code of Conduct: Ethics and Conflict of Interest

Douglas College Board members are expected to demonstrate high standards of personal and professional conduct, including the need to avoid conflicts of interest. Such expectations, and processes through which Board members shall disclose or identify real, potential, deemed or perceived conflicts of interest, are outlined in this Board's Governance Framework outlining Code of Conduct and Ethics. (D11, p.77)

Government Mandate Letters; Government Letter of Expectations (GLE)

The Mandate Letter and predecessor GLEs  reflect agreements between the Government of British Columbia and Douglas College, represented by the College Board. They reflect both parties' respective accountabilities, roles and responsibilities. 

2018-19 Mandate Letter
2017-18 Mandate Letter
2016-17 Mandate Letter
2015-16 Mandate Letter
September 2014 Addendum to the 2014-15 Government's Letter of Expectations (GLE)
2014-15 Government's Letter of Expectations (GLE)
2013-14 Government's Letter of Expectations (GLE)
GLEs were not issued in 2011 and 2012
2010 Government's Letter of Expectations (GLE)

Board Members' Meeting Attendance and Remuneration

Board members also fulfill committee and liaison roles, and reports on Board members' meeting attendance and honoraria/remuneration are prepared annually and published to this page. Commitments of expertise and time are significant; a number of Board members attend more than a dozen committee and Board meetings each year, in addition to College events. Board members who are not College employees are provided $2,000 per annum in honoraria, with the Board Chair provided a total of $2,500 in honoraria each year.

Douglas College Board Composition and Accountability

The composition of the Douglas College Board is legislated under Section 9 of the College and Institute Act. Elected or appointed, all Board members share the same duty and responsibility to act in the best interests of the College. As outlined in the College and Institute Act, each Board member, except the College President and the Chair of Education Council, has one vote on the Board. Board composition is as follows:

  • eight or more members appointed by the Lieutenant Governor in Council
  • one person on the faculty of the institution and elected by the faculty members
  • two students elected by the students
  • one person who is part of the support staff and elected by the support staff
  • the College President, who is an ex-officio, non-voting Board member
  • the Chair of Education Council, this Board's co-governing body, who is an ex-officio, non-voting Board member

Appointment Process

The provincial Crown Agencies and Board Resourcing Office (CABRO) is responsible for establishment of guidelines for all provincial appointments to agencies, for ensuring that all provincial appointments are made on the basis of merit following an open, transparent and consistent appointment process, and for ensuring that appointees receive appropriate orientation and ongoing professional development with respect to agency governance issues. Click here to access the CABRO website.

Board Competencies Matrix and Succession Planning

The Board has relied, since 2008, on a Board competencies matrix to support its succession planning. The College Secretary maintains the matrix to reflect members' individual and collective skills and areas of expertise. The Board Executive and Governance Committee (BEGC) reviews the competencies matrix as part of the Board's succession planning process. The matrix is used to identify needs associated with future Order In Council (OIC) vacancies.

The College Registrar coordinates elections in which faculty, staff and students elect their respective peers to the Board.

A Paperless Board

The Douglas College Board is a leader in sustainability, having shifted in March 2010 from hard copy agenda packages to an electronic portal. While hard copies of meeting agendas are provided in the boardroom, Board members access agendas and all supporting documents electronically.

Board Evaluations

Board members engage in regular evaluations of the effectiveness of the Board and its committees.

Term of Office

Under normal circumstances, people shall be appointed for a term of one year and eligible for reappointment for two further terms of two years and three years respectively, for a total of six years.

Members of the Board elected by faculty and support staff serve three-year terms and may be elected to further terms. Student members serve one-year terms and may be elected to further terms. The President and Chair of Education Council are non-voting members (ex officio). Protocols regarding the election of Faculty, Support Staff and Student representatives to the Board may be obtained from the Registrar's Office.

MEMBERSHIP UPDATES

  • Brian Haugen, Rebecca Jules, Bobby Pawar, Maureen Shaw and Susan Todd have been appointed to the College Board effective July 31/18.