detailed program governance
The BCRP Board is an appointed 9-person Board, with three representatives from each group - First Nations, the public, and agencies (Government of BC, DFO, and BC Hydro).
Key contributions of the Board are to bring partner perspectives to shaping funding allocation policy, to set non-technical criteria for project evaluation, to decide which projects will be funded, and to evolve and maintain the governance framework, including the performance measurement framework.
In awarding funding, the Board has full flexibility to select from amongst technically sound, eligible projects as defined by Watershed Strategic Plans; and having considered all potential benefits of project, will not necessarily fund projects in a sequence based solely on technical priorities.
The Board will ensure that information is provided in advance to Applicants regarding eligibility, technical and value-added criteria for project evaluation for funding awards.
Specific Board Responsibilities: The Board role is defined very explicitly in a shared governance context, with other parties playing complementary roles. In some cases, the Board is the primary decision authority; in some cases, it provides input or plays an advisory role. The nine areas of responsibility are:
- Setting the annual budget and conducting financial reviews of the program
- Setting policy guidance for the Grant Application and Project Review Process
- Selecting projects to be funded
- Measuring program performance against objectives
- Fostering program linkages with partner groups and the people of the Bridge River Coastal Generation Area
- Providing specific advisory input to and feedback on program plans
- Establishing a productive working relationship with the Program Manager, and participating in annual objective setting and performance review for the Program Manager
- Implementing and testing the BCRP program governance model and ensuring program success
- Ensuring Board continuation and effectiveness by developing, implementing, and ensuring the integrity of board processes
The Planning Committee is a three-person committee representing three agencies: the Government of BC, DFO, and BC Hydro.
The Planning Committee is responsible for, and signs off on, key technical elements of the governance framework.
Specifically, it signs off on Watershed Strategic Plans (which determine project eligibility for funding), it sets technical criteria for project evaluation, it signs off on the technical review process consistent with guidance in this Manual, and it develops the performance measurement framework for Program Objective 1 as it relates to Watershed Strategic Plans.
The BC Hydro Program Sponsor is a BC Hydro employee designated as responsible for ensuring that an appropriate governance model is in place for BCRP, and that it is adhered to and functioning well. This position is required because legal and financial accountability for the program rests with BC Hydro.
The Program Sponsor performs necessary checking and administrative functions, including ensuring control of BCRP monies and assets, hiring program staff, ensuring tax and reporting are handled, ensuring comprehensive three-year program reviews, and ratifying (i.e. legally confirming) Board decisions on program awards and Board appointments.
The Program Manager facilitates and co-ordinates the work of the program. She/he is accountable to the Board for implementing Board directions within its mandate, and to the BC Hydro Program Sponsor for ensuring that administrative functions are appropriately carried out.
Key roles include support to the Board, facilitation of the work of the Planning and Technical Review Committees, communications, administrative budgeting and planning, financial controls, project administration and evaluation, co-ordination of other program activities, and maintenance of program records.
Technical Review Committees (TRCs) are appointed committees of up to five persons who conduct technical evaluations of projects submitted for funding, based on criteria provided by the Planning Committee.
Three regional fisheries TRCs and one wildlife TRC were established at program start-up. Their technical review mandate is to evaluate expected habitat productive capacity, based on science and engineering factors in project design and implementation (e.g., biology, earth sciences, hydrology, etc.).
TRC members must have scientific and/or academic qualifications and/or analytical expertise related to this mandate. BC Hydro, DFO, and Ministry of Water, Land, and Air Protection (MWLAP) each have one member on fisheries TRC's.
Three agency members will also sit on wildlife TRC(s) - one member from BC Hydro and one from MWLAP, with the third targeted from Canadian Wildlife Service (CWS). ). If a CWS member is not available, a third agency member will be appointed from one of the provincial agencies.
In addition, one qualified representative from the First Nations and one from the public will be appointed to each TRC, provided qualified, interested candidates are identified.
TRC appointments are approved by the TRC Chair.
Responsibilities and terms of reference for each position are defined in detail in the Governance Manual. All parties are encouraged to work as a team and ensure roles are complementary. If conflicts in roles arise, parties are encouraged to work with the Program Manager to resolve them.
Program Guidelines and Constraints
The Manual provides policy guidance to all parties for program operations. It establishes boundaries of prudence and ethics, sets policy-level guidelines for approved program practices and procedures, and defines certain unacceptable activities and conditions to be avoided.
The three key areas of guidance are:
- Policy for the Grant Application and Project Review Process
- Financial policies
- Conflict of interest policy
The Board is mandated to refine certain aspects of this guiding framework when needed, consistent with its mandate and the intent of the original framework.
Notably, the Board is expected to annually review policy guidance for the Grant Application and Project Review Process, and to work with the Program Manager to respond to issues and make policy refinements as needed.
Board Governance Structure and Process
The Board as a whole has significant responsibility and authority. Certain boundaries are defined for Board processes to ensure accountability and to protect program and partner interests. The vision is that the Board will lead the evolution of the program, and will inspire others by their commitment to program outcomes and integrity.
To that end, the Board is expected to be professional, proactive and responsible in its work, to organize itself to complete all assigned tasks in a timely manner, to follow the BCRP Board Code of Conduct, and to avoid conflict of interest in its proceedings.
Key aspects of the Board governance model are addressed, including Board member eligibility and Board composition, Board member appointment processes, Board officers and committees, meetings and decision processes (including dispute resolution), and Board evaluation.
The Board member appointment process is designed to give a large measure of self-selection by partner groups while ensuring that other program interests are also protected. The appointment process is defined and directed by Board members and other appointed representatives of the three partner groups within set guidelines and constraints.
The Program Sponsor automatically ratifies Board appointments, provided the guidelines and constraints established in the governance model are observed.
Board meetings may incorporate a variety of decision processes as suited to specific purposes. It is intended that principles of consensus building and conflict resolution will be applied in all key policy decisions, so that Board decisions benefit from exploring a range of interests and options.
It is expected that the Board will appoint as officers a Chair, Vice-Chair, and Secretary. The Chair's primary roles are to ensure integrity of the Board's process, and to facilitate effective meetings.
