Transition Binder for Chief Executive Officer
Time Billing Guidance for Board of Directors
Purpose
The purpose of this guidance is to support a consistent, appropriate and predictable approach to time billing and entry for the Canada Energy Regulator (CER) Board of Directors. It endeavours to recognize the valuable time that Directors contribute to the CER and support efficient time reporting administration.
This document outlines expectations for the number of hours to be billed by Directors as well as information on how time is entered.
Background
Directors work on a part-time basis. Directors will be present at Regular Meetings (approximately quarterly), and Special Meetings as needed, as per Board of Directors By-law #1. Directors will also be present for Committee Meetings they are involved with, as identified in the Board PlanFootnote 1.
All travel related to Board Meetings will be in compliance with the National Joint Travel DirectiveFootnote 2.
Expectation of time
The table below outlines the general expectations of time billing for each activity. Subject to the circumstances, Directors will align their work with these expectations.
Activity |
Expectation of time |
|---|---|
Maintain situational awareness
|
15 hours per month Hours will be entered by the Executive Administrator to the Board without further instruction from Directors on a monthly basis. |
Meeting Preparation
|
15 hours per quarter for regular and special Board and Committee material Hours will be entered by the Executive Administrator to the Board without further instruction from Directors and will generally be entered in the week prior to Board and Committee meetings. Meeting preparation hours will be entered regardless of attendance at meetings (see below), as Directors are expected to review all materials even if they unable to attend a meeting or part thereof. |
Meeting Time |
Hours entered will be based on the agendas of Board and Committee meetings. However, if a Director does not attend a meeting or departs a meeting early, hours entered will be accordingly adjusted downward. Hours will be entered by the Executive Administrator to the Board without further instruction from Directors. |
Board Committee Chair(s)
|
7.5 hours per month Hours will be entered by the Executive Administrator to the Board without further instruction from Directors on a monthly basis. |
Travel Time |
Number of hours spent travelling to and from Board and Committee meetings. After each trip, Directors are required to promptly provide their total travel time to the Executive Administrator to the Board for entry. |
For the Chair of the Board, there is an expectation that additional time, and travel when necessary, will be consistently used for engagement activities and meetings outside of the Board meetings. This aligns to expectations set out in By-law 1 section 3(5).
Time Coding
Board of Directors will provide travel time and receipts, as required by the National Joint Travel Directive, to the Executive Administrator to the Board of Directors.
If there are circumstances that may require additional time to be billed (e.g., a conference or an external CER engagement event), Directors will check and confirm with the Chief of Staff in advance. Directors will then note the additional time in their CER Outlook calendar on the date worked including a description of the activity.
If a Director uses materially less time for meeting preparation, they will inform the Chief of Staff and the Executive Administrator to the Board so that time entry can be adjusted accordingly.
The Executive Administrator to the Board enters all time for Directors into the CER TIME system; Directors do not enter time directly.
The Chief Executive Officer approves all time entries of Directors within the CER TIME system, in a manner consistent with this Guidance.
The Chief of Staff provides a monthly report to the Chair of the Board on time billed.
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