November 25, 2015 FutureFORWARD Task Force Recommendations for CIP Board consideration

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1 FutureFORWARD Task Force Recommendations for CIP Board consideration FFTF Recommendations Recommendations on Member Engagement 1. The Task Force recommends that CIP respond to Membership calls for greater accountability and transparency of Council work by publishing agendas of CIP Council and committee meetings online prior to meetings, making available meeting proceedings (where financially feasible) and posting draft meeting notes publicly. 2. The Task Force recommends that the CIP Council put forward a motion reaffirming its commitment to the Articles of Continuance to reunify the Members and PTIAS under a common purpose. 3. The Task Force recommends that CIP engage the Members and PTIAs in a process of defining the voice and values of planning in Canada. Core Services Recommendations The Task Force recommends that CIP Council adopts the following Core Services Guiding Principles for CIP: CIP will focus on Member Services as a key core activity; CIP will promote close partnerships with PTIA's to advance Member Services so service duplication is avoided; Member Services that support Member professional practice and related activities are considered a central key investment; Advancing and promoting the work of the profession through advocacy and outreach is an important core service; Building a strong national and international presence over the near term should be promoted; and, CIP will ensure that it continues to advance robust Membercentered dialogues that promote relevant service delivery The Task Force recommends that CIP focus on the following three national core services for Members: Providing professional development support, knowledge sharing and support to the profession. Conducting advocacy and outreach. Enhancing national and international engagement and support. The Board passed a policy regarding the posting of Board meeting Agendas and Minutes on the CIP website at its August 2015 A new Board Documents section has been added to the Members-only area of the CIP Website. Members can log in to access Board Agendas, Minutes and statements. That the Board of s reaffirms its commitment to the Institute purposes as listed in Schedule A of the Articles of Continuance. Carried Unanimously This work is ongoing. The Board intends to survey of CIP members in Spring 2016 regarding the development of a strategic plan for the Board of s. That the Core Services Guiding Principles recommended by the FFTF be endorsed by the Board. Carried Unanimously That CIP in the short term focus on the following three core services for members by: a) Providing professional development support, knowledge sharing and support to the profession; b) Conducting advocacy and outreach; and c) Enhancing national and international engagement and support. Carried Unanimously FutureFORWARD Task Force Recommendations / CIP Board Decisions Page 1 of 8

2 FFTF Recommendations Governance Recommendations 1. The Task Force recommends that the Council will work in three modes of governance: Fiduciary Mode: Stewardship of tangible assets Strategic Mode: Strategic partnership with senior management Generative Mode: Deciding what to decide 2. The Task Force recommends a Board with the following features: Robust fiscal and management expertise to assess organizational health and fiduciary practices and processes; Strategic and generative thinking capacity; Representation reflecting Canadian diversity, both geographically and demographically (age, gender, linguistic, social, cultural, religious and ethnic diversity). It is particularly important that First Nations and Francophone Canadians are represented and that the Board achieve gender balance. Ability to increase the profile of the organization nationally and with key constituencies; At least 2 directors who are able to communicate effectively in French. Changing the name from CIP Council to CIP Board of s. 3. The Task Force recommends that Council adopt a Board Member profile to attract Board Members with adequate time to fulfill their responsibilities and with the following attributes: Commitment to the CIP Vision and Mission; Comfort with vigorous debate and with working in ambiguity and complexity; Appreciation of the role of governance versus management; A strong big-picture, strategic and generative perspective; Vision regarding sustainability and the organization; Access to resources and networks; and Comfort with public speaking and public scrutiny. 4. The Task Force recommends that Council adopt a Board Evaluation process to ensure and monitor that Council is on track in delivering its Strategic Plan, that governance practices are effective, that individual board Members are engaged, and that the board as a whole is effectively fulfilling its obligations as a steward of CIP s assets, reputation, financial and human resources, and mission. The Board has referred this recommendation to the Governance Committee for information and development of governance policies. The Board has referred the first two bulleted recommendations to the Governance Committee for information and development of governance policies. Bullets 3-5 will be referred for consideration during the development of the Nominating Committee criteria. CIP has already taken the steps necessary to change the name of CIP Council to the Board of s. The Board has referred recommendations related to the Board Member Profile to the Governance Committee for information and development of governance policies regarding the Nominating Committee criteria? The Board has referred recommendations related to the development of a Board Evaluation process to the Governance Committee for information and development of governance policies. FutureFORWARD Task Force Recommendations / CIP Board Decisions Page 2 of 8

3 FFTF Recommendations Governance Recommendations continued 5. The Task Force recommends the Composite Representation Model or "Hybrid" governance model which proposes allowing individual Members voting rights to elect a national president as well as four other at large Members. In this model, a 15 Member Council is comprised of: 7 elected PTIA council Members, 1 elected ACUPP council Member, 1 elected student council Member, 1 elected Fellow council Member, and 5 elected at large RPP Members, of which of which 1 will be elected as President. 6. The Task Force recommends amending the current two-year term to three years and turnover through a variety of means to achieve a one-third turnover in each year. The Act provides a maximum of a four year term. 7. The Task Force recommends that the draft bylaw defining Members of Corporate (voting) and Non-corporate (non-voting) Membership categories be revised to reflect that Corporate Members include individuals that are Full Members of the Canadian Institute of Planners and a qualified professional planner as recognized by provincial legislation as well as students, Fellows and ACUPP. Non-Corporate Members include all other existing Membership categories (and others that may be added over time). 8. Recognizing the interprovincial, national and international benefits of belonging to CIP, the Task Force recommends that Membership in CIP become a mandatory component of all PTIA Membership offerings. This approach unifies planning professionals across the country and provides the greatest reach of Membership. The stronger the network of professionals the stronger the voice of Canadian planning. 9. The Task Force recommend that CIP Council re-instate the name of the organization to the Canadian Institute of Planners That the Board comprise 13 directors, each of whom shall be elected by all members of CIP who are eligible to vote, and that the composition of the Board be as follows: 7 s representing geographical regions; 1 academic ; 1 College of Fellows ; 1 student ; 3 at-large s And, that the geographical regions be defined as follows; Region 1 (BC and YT); Region 2 (AB, NT, NU); Region 3 (SK); Region 4 (MB); Region 5 (ON); Region 6 (QC); and Region 7 (Atlantic NL, NB, NS and PEI). Carried Unanimously (see diagram at the end of this document) That the Board move to a 3-year staggered term of office for s (once renewable) with the exception of the Student who shall serve a 2 year term. Carried Motion passed at the November 13-14, 2015 That corporate members (voting) include Member, candidate member, student member, non-practicing member, and retired member. And, That a Non-Corporate (non-voting) class be included in the By-law as a place holder for future development. Carried That the Board endorses the recommendation that membership in CIP become a mandatory component of all PTIA membership offerings. Carried The Board refers this matter for future consultation with PTIAs. That the name of the organization revert to the Canadian Institute of Planners. Carried FutureFORWARD Task Force Recommendations / CIP Board Decisions Page 3 of 8

4 FFTF Recommendations Governance Recommendations continued 10. The Task Force recommends the following process for election to Council: Nominations must be submitted, in advance in writing or by electronic mail, or orally at the Annual General Meeting to the Nominating Committee Chair. A nomination will only be valid if the candidate declares orally at the meeting, or in writing or by electronic mail prior to the meeting, that the candidate is willing to take office if elected. All nominees must be a CIP Member, full, candidate, student or fellow as applicable. a. Each PTIA elects a Full Member, to Council, for a total of 7 Council b. ACUPP elects one of their Full Members to Council. c. Fellows elect one of their Full Members to Council. d. Students nominate one of their Members to Council e. Full Member and Candidate members elect 4 at large Members and one Member as President 11. The Task Force recommends that Council have the following Committees and that each Council Member serve on at least one Committee: a. Nominating Committee; b. Governance Committee; c. Finance and Audit Committee; and d. Programs Committee. 12. The Task Force recommends a CEO position be created and appropriately compensated to lead the CIP organization. That the appropriate balance between the CEO and Board Chair/President roles would see the CEO responsible for management of the CIP organization and taking direction from the Council on strategic priorities, while the President would lead Council. The CEO recruitment process should be immediately initiated. 13. The Task Force recommends that the terms of reference provided in APPENDIX 7 be used in securing an Interim CEO. The position is designed to provide immediate support in the transition from holding down the fort to rebuilding the organization. The urgency of this transition role is driven by the reality that CIP is now poised to begin deficit-spending without the capacity to rebuild. The Board recommends that nominations from the floor at the AGM will not be permitted. CIP members will be eligible to cast an electronic ballot prior to the start of the AGM. The composition of Board and working Committees will be addressed in policy accompanying the By-law. At its meeting of November 13-14, 2015 the Board decided to begin the recruitment process to hire an Executive who would be in place by July 1, The Board has engaged the services of a specialized management consultant to write the By-law, and to develop policies and procedures based on this governance model. The Human Resources and Compensation Standing Committee will review the recommendations of the FFTF and develop a work plan for the Board s review in February FutureFORWARD Task Force Recommendations / CIP Board Decisions Page 4 of 8

5 FFTF Recommendations Governance Recommendations Continued 14. The Task Force recommends that CIP pursue an offer by the New Zealand Planning Institute to mentor CIP s administrative leadership through the rebuilding process given the success of her work in reviving the New Zealand Planning Institute. 15. The Task Force recommends that Board Coordination duties be accommodated in the new staffing organization to be created by the CEO. A draft job description is included in APPENDIX 9 as a resource to be considered. 16. The Task Force recommends that Council undertake the governance work program outlined in the body of the report. 17. The Task Force recommends that the Task Force report be reviewed by Council, the Membership, PTIAs, ACUPP, PSB, PSC, the Fellows and student representatives, and that comments received be considered in drafting the new bylaws based on the direction endorsed by Council. Legal Recommendations 1. The Task Force recommends that CIP propose draft bylaw wording for PTIAs to consider adopting with regard to mandatory Membership in CIP as a responsibility and requirement of PTIA Members. 2. The Task Force recommends that CIP draft a contract for services agreement to collect fees for services CIP provides to PTIAs which can be customized for each PTIA. Financial Recommendations The Task Force recommends that CIP adopt the Financial Framework outlined in the report which calls for: a. A 5 year time frame to Invest to Rebuild ; b. Creation of a Stabilization & Strategic Investment Fund comprised of A special assessment Membership fee increase for a limited period of time; Planned and partial draw down of the reserve fund; Design and validation of a Contract for Services model to serve as the basis for bilateral agreements with OPPI and OUQ; Investment in the development of a revenue generating Continuous Professional Learning program; Investment in the development of revenue-generating national and international projects that align with the National Core Member Services Framework; Evaluation of all services, ensuring alignment with National Core Member Services Framework, and reconsideration of The Board and new Executive may confer with NZPI and other institutes on an as-needed basis. The Board Coordinator position will be filled by November 23, The Board has deferred the development of the governance work program pending the creation of associated policies. This Table was developed to reflect the Board s discussion and actions taken in response to the recommendations offered by the FFTF. The Table will be posted on line for members to access. The Board supports the intent of mandatory membership as recommended, but has proposed that PTIAs draft their own By-laws. The Board agrees that services agreements between CIP and PTIAs must be developed. Work will begin on these agreements in Spring 2016 to ensure that new agreements are in place by Fall The Board has referred all financial recommendations to the Finance Standing Committee for its review and development of a report to be discussed at the Board s December 2015 FutureFORWARD Task Force Recommendations / CIP Board Decisions Page 5 of 8

6 design and delivery methods; Alignment of services and staff, with all staff recruited to participate directly in the delivery of services; and, Return to surplus budgets by year The Task Force recommends that the interim Executive with a focused assignment lead the implementation of the Invest to Rebuild Financial Framework, and be tasked with the following actions: Review the 2016 budget to aggressively reduce the projected $180,000 deficit; Prepare a framework for negotiating bilateral agreementsin-principle with all seven existing PTIAs, including a Contract for Service agreement to be negotiated specifically with OPPI and OUQ; and Prepare a new five year financial plan consistent with the Invest to Rebuild financial framework and aligned with the governance framework and national core Member services framework. Provincial Standards Recommendations 1. CIP must remain a signatory party on PSC. Its representative should provide a national perspective with respect to Membership and accreditation standards. CIP should provide leadership and serve to balance the varying interests of the PTIAs so that any recommendations coming from the PSC are national in perspective and realistic. 2. The PSC should work to improve branding and communications. Individual Members seldom understand the role of the PSC. 3. PSC should strengthen its orientation for new Members. There is a significant learning curve as Membership and accreditation standards are complication and detailed. A review of current issues and provision of relevant documents prior to the first meeting will give new representatives an opportunity to come up to speed in the shortest possible period. Such an orientation will serve to improve governance standards. 4. While PSC clearly recognizes that it is a creature of the PTIAs and CIP, its Members should be given autonomy to carry out their duties. Each PTIA should determine an appropriate reporting mechanism and communicate this process to its PSC representative. 5. PSC is encouraged to continue to use CIP for administrative services. CIP has the advantage of corporate memory, records and impartiality. Provision of this service could also serve as a revenue source as CIP re-builds. The Board has referred all financial recommendations to the Finance Standing Committee for its review and development of a report at the Board s December 2015 A new PSC Signatory Agreement has been developed and was endorsed by the CIP Board at its October 29, 2015 The Board agrees to assist in this area and will ask its representative on PSC to bring this matter forward for discussion. The Board has referred this recommendation regarding the orientation of new PSC/PSB members to PSC and PSB. The Board has referred this recommendation to develop reporting mechanism and communications processes to PSC. The Board confirms that CIP will continue its role as Secretariat and Treasurer for PSC. FutureFORWARD Task Force Recommendations / CIP Board Decisions Page 6 of 8

7 FFTF Recommendations Provincial Standards Recommendations Continued 6. PSC should explore the anomaly with respect to OUQ. Québec has distinct professional legislation. A clearer understanding is required with respect to Membership mobility especially for francophone Members in other provinces who may wish to working in Quebec. 7. CIP has a clear role as a Member of PSB. CIP Council is strongly urged to rescind its decision to withdraw from PSB. 8. PSB prepare a strategic plan and undertake a careful evaluation of service levels to ensure that individuals and University programs receive quality services. 9. PSB work with the PSC with respect to Membership criteria and processes to ensure that the qualifications and Membership process reflects the realities of labour force demands. A complex process and associated high fees may discourage new graduates and young planners from pursuing certification as a registered professional planner especially if such designation is not an employment requirement. This review will provide an opportunity for the PSC to realign standards and processes if necessary. 10. CIP, PTIAs and PSB should carry out a consistent and shared branding and communication exercise to raise recognition of RPP designation and promote its value amongst uncertified planners especially young planners while maintaining the MCIP brand in those parts of Canada without provincial legislation and internationally. 11. The trademark Registered Professional Planner (RPP) should be held by CIP on behalf of all PTIAs. The FutureFORWARD task force supports the initiative by CIP and some PTIAs to request an extension on the decision by the Intellectual Property Office to award this trademark to OPPI. 12. CIP should provide continuous learning opportunities directly to Members by complementing and supplementing conferences, workshops and courses created and provided by PTIAs. CIP could act as a broker by negotiating with larger PTIAs to provide their courses to Members in smaller PTIAs on a cost recovery basis. CIP could also develop on-line course material as well as identify continuous learning opportunities and share that information with Members. 13. Smaller PTIAs and Members depend upon the database and the continuous learning on-line records provided by CIP. These services should be continued and strengthened. The Board has referred this recommendation to PSC for its review and discussion with OUQ. That the Board rescind Motion for CIP to withdraw its participation in the PSB. Carried Unanimously The Board will refer this recommendation to the PSB. The Board does not support lowering standards. This matter is referred to PSC and PSB for their review. The Board agrees with this recommendation and suggests that this work could begin in the medium term (Fall 2016) The Board agrees that that the RPP trademark should be held nationally. The Board has directed the CIP President to schedule a CIP-PTIA Presidents call to discuss this matter, and to work with OPPI and other PTIAs to transfer the trademark application to a national organization (e.g. CIP, PSB, PSC). The Board concurs that CIP should deliver continuous learning opportunities for its membership. This subject will be explored in the medium term (Fall 2016). The Board has agreed that the offer to assist smaller PTIAS will be addressed in the development of service agreements between CIP and PTIAs. FutureFORWARD Task Force Recommendations / CIP Board Decisions Page 7 of 8

8 Proposed CIP Board Composition A total of 13 s will be elected to the Board of s of CIP. The President and Vice President appointments will be selected by the Board from among the sitting Board of s for a 2-year term appointment (once renewable). Terms of office for all s will be 3-years (once renewable, to a maximum of 6 years) with the exception of the Student who will serve a 2-year term. At-Large Region #1 BC/YK Region #2 AB/NT/NU At-Large Region #3 SK At-Large CIP Board of s Region #4 MB Student Region #5 ON Fellow (FCIP) Academic Region #7 Atlantic Region #6 QC FutureFORWARD Task Force Recommendations / CIP Board Decisions Page 8 of 8