Q&A for the Strategic Pillars
Section 1 - The Steering Committee
Q1. What is the role of the steering committee?
A1. The Steering Committee has been charged by the Board to review and recommend how Asbury Grove can secure its long-term future. It will also oversee the functioning of the Pillars and act as an advisor to the Pillar Teams; it will also be available to the individual committees.
Q2. Will the steering committee be a long-term commitment?
A2. It is intended to be a long-term commitment given its role. In practice it will remain in place for as long as the Board deems it beneficial in facilitating the way forward for the Grove.
Q3. Who does the Steering Committee report to?
A3. The Steering Committee reports to the Board.
Q4. How can I get onto the steering committee?
A4. The President of Asbury Grove, with input from select Board members, appoints Grove residents to the Steering Committee. In addition, the Committee itself can call upon “advisors” as and when appropriate.
Q5. Can a Steering Committee member be a Pillar Leader or a Pillar Team member?
A5. Yes, providing they step down from the Steering Committee.
Section 2 - The Strategic Pillars –
Organization & Governance
Q1. Why are there five strategic pillars?
A1. The five pillars emerged from an analysis of the survey of Grove residents. These were the areas that were deemed most important to preserve and build upon by residents.
Q2. Who do the Pillar Leaders report to?
A2. The Pillar Leaders will report to the Board.
Q3. How long will the Pillars remain in place?
A3. The Pillars are seen as a long-term solution to maintain a strategic perspective.
Q4. Do the Strategic Pillars imply that Asbury Grove is changing its core identity?
A4. In creating a vision and mission statement, we are ensuring that the Grove’s identity will not change.
Q5. What is the purpose of a Pillar Charter?
A5. The Charter is an aid for everyone to understand the scope, objectives, responsibilities and success measures of a Pillar.
Q6. Why do we need job descriptions?
A6. Job descriptions will give candidates a good understanding of the role and its requirements.
Q7. It looks like the job description/charter requires full-time people.
A7. It is not a full-time position. We expect the Pillar Leader to put as much time and effort as needed into the role.
Q8. Will the Pillar Leaders be coached on how to prepare a strategic plan?
A8. Yes. A workshop will be held for this purpose. In addition, this is one of the roles of the Steering Committee.
Q9. Will there be a time period for a strategic plan?
A9. Yes. Each Pillar Team will submit a strategic plan covering a 3-5 year period, as per the Charter.
Q10. How long will it take to introduce and execute the strategic plans?
A10. This will be determined by the Board.
Q11. Will the funding of the Grove be different? Will all this place an additional financial burden on residents?
A11. No. The Cottage Owners will still receive quarterly bills from the ACMC. External funding will form an integral part of the future of the Grove.
Q12. How will Grove residents be kept informed about the decisions being made by the Pillar Teams?
A12. The Board will communicate decisions to residents.
Section 3 - Selection of Pillar Leaders
Q1. How will leaders and members of the team be selected?
A1. Residents will be invited to apply for any leader position they are interested in. The Steering Committee and select members of Committees will interview candidates and make recommendations to the Board, who will then select the person. The leader of each Pillar will choose team members.
Q2. Can the Pillar Leaders be non-board and non-corporation members?
A2. Yes.
Q3. What happens if there is no one to fill the position of a Pillar Leader?
A3. We are confident that we will find the right person to be a Pillar Leader.
Q4. Is it recommended that a chair of a committee be part of the Pillar Team?
A4. Yes. This ensures the two teams work together.
Q5. Can a chair be a Pillar Leader?
A5. A person cannot be a Pillar Leader and the Chair of a Committee. Each team has distinct roles and responsibilities. However, a Chair may apply to be a Pillar Leader and if successful, must give up being Chair.
Q6. What is the term commitment of a Pillar Leader and team member?
A6. In order to have a level of consistency at least 2 years. The Pillar Leader will also be required to identify potential future leaders and coach them to succeed.
Q7. Who can apply to be a Pillar Leader or Team Member?
A7. Any ACMC Cottage Owner.
Section 4 - Structure of Pillar Teams
Q1. How many people will be on a Pillar team?
A1. This will be decided by the Pillar Leader in consultation with the Steering Committee and will relate to the needs of the Pillar.
Q2. How will Pillar Leaders choose team members?
A2. We are keen that team members represent different parts of the Grove in terms of location as well as interests and abilities. Residents can make it known to the Team leaders that they are interested in being part of the team.
Q3. How often will the Pillar Teams meet?
Q3. This will be determined by each Pillar Team.
Section 5 - Interaction Between Pillar & Committee Teams
Q1. How do Pillar Teams integrate with Existing Committees?
A1. Integrating Pillar Teams with existing committees is about aligning new, outcome-focused structures with ongoing, functional groups so that both can work together toward shared goals without duplication or conflict.
Existing committees continue to handle day-to-day operational tasks, while Pillar Leaders take on strategic oversight.
Q2. Can Pillar Leaders attend Committee Meetings?
A2. Yes.
Q3. Who determines the Strategy for the Pillar?
A3. The Pillar Leader/Team does not independently develop a strategy and then pass direction down to committees. Instead, the Pillar Leader/Teams work with Committees to shape the long-term direction of the Pillar. Together, the Pillar Leader/ Team connects the work of related committees, identifies shared priorities, considers future opportunities, and develops a multi-year strategy that supports Asbury Grove’s mission.
Q4. Is the role of the Committees changing?
A4. The committees continue to carry out their operational responsibilities while also helping shape and advance the larger strategic direction they helped develop.
Q5. Who will be coordinating all the strategic plans to ensure the plans achieve a common goal?
A5. The Steering Committee and the Sustainability and Organizational Excellence Pillar/team leader will assist in coordinating the strategic plans so as to create an overarching plan.
Q6. What happens if there is a disagreement between the Pillar Team and Committees?
A6. The Steering Committee will act as a go-between to resolve differences.
Q7. Who makes the final decision on strategic priorities?
A7. The Board makes the final decision.
Q8. Will the authority of the existing chair of a committee diminish?
A8. No. Each Chair will continue to be responsible for carrying out the day-to-day functions of their Committee.
Q9. Will these plans place additional burdens on team members who may be required to work all year round?
A9. Initially, there will be an additional burden but thereafter it will depend upon how each pillar is managed by the leader.
Q10. Can the strategic direction of a pillar change during the year due to unforeseen circumstances?
A10. Yes. It can, provided it is approved by the Board.