Board Planning Cycle & Agenda Control

Planned Linkage with Owners*

Board Education*

Ends Decisions*

Governance Process & Board CEO Delegation Decisions

Executive Limitations Decisions

Monitoring CEO & Board Self-Evaluation **

Policy Name: Board Planning Cycle and Agenda Control
Policy Types: Governance Process
Number: GP-03
Date Approved: October 20, 2025
Date Amended:
Date Last Reviewed:

To accomplish its job products with a governance style consistent with Board policies, the Board will develop and follow a multi-year cycle that includes all elements of the Board’s work.

The Board shall maintain control of its own agenda by developing an annual schedule based on the multi-year cycle. [See cycle at the end of this policy.]

1.1. Review of the Ends in a timely fashion which allows the CEO to build a budget based on accomplishing a one-year segment of the Board's most recent statement of long-term ends.

1.2. Linkage with the ownership to gain a representative mix of owner values, perceptions and expectations, prior to the above review.

1.3. Education related to development and revision of Ends. The Board will consider including environmental scanning, presentations by thought leaders or experts, and activities which develop strategic foresight.

1.4. Risk assessment, including probability of risks and impact of particular risks, as background context for policy review.

1.5. Content review of selected Executive Limitations, Governance Process and Board – Management Delegation policies, consistent with a multi-year schedule that includes all policies.

1.6. Self-evaluation of the Board’s own compliance with selected Governance Process and Board – CEO Delegation policies, consistent with the schedule in the policy Investment in Governance.

1.7. Documentation of monitoring compliance by the CEO with Executive Limitations and Ends policies. Monitoring reports will be read in advance of the Board meeting, and discussion will occur only if Board members assess interpretations as unreasonable, identify non-compliance, or identify potential need for policy amendments.

1.8. Education about the process of governance.

1.9. Where HLC accreditation visits are anticipated, a meeting to prepare the Board for the visit.
Based on the outline of the annual schedule, the Board delegates to the Chair the authority to fill in the details of the meeting content. Potential agenda items including any submitted by individual Trustees, shall be carefully screened. Screening questions shall include:

• Clarification as to whether the issue clearly belongs to the Board or the CEO.
• Identification of what category an issue relates to - Ends, Executive Limitations, Governance Process, Board-CEO Delegation.
• Review of what the Board has already said in this category, and how the current issue is related.

2.1. A Trustee may propose an item for a meeting agenda by submitting it to the Chair prior to the timeline for posting of the agenda and Board meeting package.
Throughout the year, the Board will attend to Required Approvals Agenda items as expeditiously as possible. When an item is brought to the Board via the Required Approvals Agenda, deliberation, if any, will only be in regard to whether or not the CEP’s decision complies with relevant board policies.

*Shaded columns should take majority of Board meeting time.
** Include self-evaluation of meeting process at each meeting.

TO BE SCHEDULED:

Annual Board retreat

Biennial retreat to prepare HLC Accreditation

Budget not later than June

Board’s annual self-evaluation