Policy:
1. A committee is a Board committee only if its existence and charge come from the Board. The only Board committees are those which are set forth in this policy. The Board may, from time to time add to, delete or modify the committees set forth below
2. Board committees are intended to reinforce the fulfillment of the Board’s role and should not interfere with the delegation from the Board to the Executive Director of duties and responsibilities.

Procedures:
1. Each year, at the same time that the table officers are elected, specific Directors will be identified with responsibility for each of the Galiano Club Committees.
2. Other Directors may participate, but the identified Directors will take the lead, identify any developing issues and provide ongoing reports to the Board, in conjunction with the Executive Director.
3. The Directors responsible for the Committees may involve community members in an advisory capacity, at their discretion.
4. Identified Directors will identify, where possible, funding opportunities to support the program for which they are responsible.
5. Expenditures not included in an allocated budget or grant require Board approval.
6. Proposals for joint initiatives, whether or not there are costs involved, require Board approval.
7. Initiatives which would affect the Galiano Club Strategic Plan or policies require Board approval.
8. A Board committee may proceed with decisions so long as 50% of the Directors are present and voted in favour of the decision.
9. Additional ad hoc committees may be established from time to time. A written mandate will be established including expected time frames. Ad hoc committees will cease to exist when their mandate has been fulfilled.
10. There are six standing committees of the Board established with the following mandates:

Finance Committee:
Ensure that financial practices conform to applicable legal and regulatory requirements;

  • Oversee the development of an annual budget;
  • Monitor and report on the financial status of the organization, including required trust funds;
  • Develop and maintain financial controls,
  • Oversee the preparation of the yearend Financial Statements for presentation at the AGM,
  • Make recommendations to the Board on a regular basis and
  • Ensure that the Financial policies are reviewed annually.

Governance/Nominations Committee

  • Recruit and recommend potential new Directors, considering necessary skills and experience;
  • Nominate candidates to stand for election at the annual general meeting;
  • Ensure new Directors receive an orientation and existing Directors have opportunities for development;
  • Recommend constitution or bylaw changes to the Board for consideration at the annual general meeting;
  • Develop and review policies on behalf of the organization;
  • Develop and maintain a Strategic Plan and a Risk Management Plan to support the organization;
  • Oversee the management of the organization’s records and
  • Complete an evaluation of the Executive Director on a regular basis but no less than once every three years.

Hall Committee

  • Manage the day to day issues related to Hall maintenance;
  • Identify any substantial required repairs or capital upgrades to the Board as soon as possible so that funding can be identified;
  • Develop an asset management plan and
  • Ensure that the Hall user manual is reviewed and updated as required.

Parks and Forest

  • Annually identify one Director to take the lead on each of the three properties;
  • Become familiar with the Management Plans and any policies related to the property for which they take the lead.

Bluff Park – Management Plan – Official Community Plan

Mt. Galiano – Management Plan – Official Community Plan

Community Forest – Management Plan – Official Community Plan – Galiano Conservancy Assn. and Habitat Acquisition Trust–covenant holders

  • Manage the day to day supervision of the Parks and Forest, including identifying any required maintenance, monitoring or required actions;
  • Organize events such as broom clean-up, park patrols, repairs, trail clearing etc. at their discretion, so long as any required funding is available;
  • Identify any required updates to the Management Plans 1 or policies and recommend any changes to the Board and
  • Identify timing for major updates of the Management Plans; recommend the process for development of an updated plan and establish the parameters of the review.
  • Note: changes to the Management Plans require approval by the Board and ratification at an Annual General Meeting. Changes to
    the Community Forest Management Plan also requires approval from the Covenant Holders.

Arts and Culture Committee

  • Organize events such as plays, festivals, viewings, pantomimes and musicals at their discretion, included related advertizing and ticket management;
  • Ensure funding is available for planned events;
  • Manage the delivery of events planned by the Committee and
  • Identify to the Board equipment requirements/upgrades, repairs and capital costs that may be required in order to maximize the functionality of the hall for theatre, cinema and other arts events.

Food Program Advisory Committee

  • Become familiar with the Strategic Plan for the Food Program and any related policies;
  • Collaborate with the Executive Director in reporting on the status of the Food Program and the Food Program Strategic Plan;
  • Identify equipment requirements, upgrades, repairs and capital costs that may be required in order to maximize the effectiveness of the Program and
  • While operational management of the Food Program is delegated to the Executive Director, the Directors on this committee will ensure that ongoing programs, new programs, special initiatives or events, including related advertising are in line with the Galiano Club Strategic Plan and policies.

Approved: April 30, 2025