A report on Bowen’s many different committees was presented to council following a multi-month review of the function, direction, and efficiency of the various groups.
Bowen’s 19 committees and seven water advisory groups far surpass any comparable community identified by the report. The committee count alone more than doubled the next closest figure, which is Tofino with nine. Anmore and Lions Bay have eight committees each.
The final copy of the Committees Review Report, prepared by Coun. Michael Kaile and Maureen Nicholson, acknowledged it was born out of “an ongoing concern about the committees of the Municipality. The concern expressed most frequently is that there are too many committees, perhaps requiring too much time from volunteers, staff, and Council, and resulting in a lack of focus and results.”
But, they added the large number “does not necessarily translate into a lack of efficiency or effectiveness… these criteria must be considered among other values such as the importance of volunteer citizen participation in and contribution to local government.”
To gather information for the report, interviews were conducted with members of most committees (some were excluded for lack of participation or inactivity), along with the option for them to participate in an online survey. Some municipal staff were also interviewed.
Main topics covered included committee functions, their relationship with council, perception of municipal strategic priorities, and how to make these volunteer positions more attractive and engaging. Regarding their function, an emphasis on having some younger members was raised, along with preventing committees being taken over by interests of certain groups.
Committee priorities are also in need of review, with the revelation that many members are either not clear on what these priorities are (confusion between the Island Plan and Official Community Plan was noted), and also unclear on how the municipality works as a whole.
With a few exceptions, council was generally seen as allowing committees to go about their work. This was overall viewed as a positive, though at times there is a desire for council to be more clear about what they want from the different committees.
And as far as the actual work goes, respondents felt their contributions were valued, especially by staff. They added more training and orientation would better prepare them for their roles.
Conclusions drawn from the report were that there’s “a strong commitment on the part of our volunteers and staff,” for the committees to succeed, but “the tendency for committees to operate in silos is notable, and recognized by many committee members as an issue. The lack of alignment between committee work, staff work plans, and the Island Plan is a serious concern.”
Five recommendations were crafted and shared with committee chairs and vice-chairs. Four were given indications of approval: 1) “That the relationship between committee work and strategic priorities be strengthened by emphasizing the annual planning and budget cycle as well as the development of committee and staff work plans.” 2) “That the direction provided by Council be improved by more carefully crafted resolutions, clearer referrals, and staff and council liaison updates on council direction and decisions” 3) “That the role and responsibilities of councillors on committees be clarified.” 4) That the orientation, training, and recognition of committee members be improved by a more formal orientation program that includes an overview of municipal operations and procedures, roles and responsibilities, meeting preparation, meeting skills (including crafting of motions), and conflict resolution.”
One recommendation, “That the structure and function of municipal committees be modified by combining some committees and restructuring others,” was viewed by committee members as needing more refining.
At their final meeting Oct. 24, council voted to send the recommendations, survey answers, and all other information in the report to the new council to be acted upon.
The entire review report, including all survey answers and comments from participants, can be found on the municipal website.
