MINUTES DIRECTORS MEETING Lillooet Room, River Rock Casino Resort, Richmond Friday, March 4, :30 a.m- 1 p.m.

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1 MINUTES DIRECTORS MEETING Lillooet Room, River Rock Casino Resort, Richmond Friday, March 4, :30 a.m- 1 p.m. In attendance: President First Vice President Secretary-Treasurer Director at Large Director at Large West Kootenay Boundary Vancouver Island Lower Mainland Rocky Mountain Thompson Okanagan Past President Kelly Ridley Paul Murray Sonia Santarossa Mark Koch Bill Flitton Theresa Lenardon Don Schaffer Wallace Mah Terry Melcer Patti Bridal Corien Becker Staff: Executive Director Nancy Taylor Regrets: Second Vice President North Central Tom Kadla Janet Prestley Call to Order The meeting was called to order at 9:49 a.m. Agenda MOVED by Wallace Mah Seconded by Don Schaffer, That the Agenda as amended be approved. Minutes Board Meeting December 4, 2015 Seconded by Wallace Mah, That the minutes of the Board Meeting held on December 4, 2015, be adopted.

2 President's Report The President reported that despite her best efforts, car trouble prevented her from attending the CAO Forum in Kelowna. She is looking forward to the NCLGMA Conference, which she will attend with the Executive Director, as well as representing LGMA at the IIMC Conference in Omaha in May. Audit and Financial Management Section The Chair of the Committee presented the Status Report. Action Agenda 2015 Year-End Financial Report Seconded by Sonia Santarossa, That the financial statements to December 2015 be received; and That of the $39K surplus, $11K be allocated to Operating Reserves, $10K to the Building Reserve and the remainder to the Distinguished Members Legacy Scholarship Fund in accordance with the Association s financial policy; and That the Board review the reserve levels at the June Board meeting. Rental Agreement MOVED by Patti Bridal Seconded by Kelly Ridley, That the Executive Director be authorized to enter into discussions about shared premises with UBCM, GFOA and others along with commercial office space suitable to the operations of the LGMA; and That the Executive Director be directed to bring back a report to the Board on options and financial implications for the June Board meetings. Consent Agenda MOVED by Kelly Ridley Seconded by Wallace Mah, That the following items contained in the Audit and Financial Management Progress Report be Received: MCSCD 2015 Grant Report 2015 Audit Engagement Chapter Standing Committee Update

3 Web/Membership Database Update Membership Renewal Risk Matrix CAMA Marketing Partnership Update Membership Engagement Member Services REI Strategic Communications Services Co-Op Terms of Reference Joint Pension Committee Professional Development and Education Section Professional Development and Education Committee Report The Chair presented the Education Committee report. Action Agenda Clerk and Corporate Officers Advisory Committee MOVED by Kelly Ridley Seconded by Mark Koch, That Matt O Halloran join the Clerks and Corporate Officers Forum Advisory Committee for a three-year term. Consent Agenda MOVED by Patti Bridal Seconded by Paul Murray, That the following items contained in the Professional Development and Education Progress Report be received: 3-Year Education Plan Annual Conference Board/Council/Staff Relations 2016 CAO Forum Grievances and Arbitration Workshop Effective Fire Administration Administrative Professionals Forum MATI Foundations MATI School for Statutory Approving Officers FOI and Records Management First Nations Advisor E-Learning Board of Variance Project Plan Marketing/Promotion Clerks and Corporate Officers Forum Capilano University Evaluation Report IIMC 2015 Annual Report

4 Governance Section Governance Committee Report The Chair presented the Governance Committee Report. Action Agenda Membership Policy MOVED by Sonia Santarossa, Seconded by Theresa Lenardon, That the Membership Policy be approved. Asset Management BC MOVED by Corien Becker Seconded by Bill Flitton, That the Executive Director provide an analysis of the options for legal status proposed by Asset Management BC and the pros and cons of bringing Asset Management under LGMA and bring a report forward for consideration of the Governance Committee before the June Board meeting. MOU LGMA and First Nations MOVED by Kelly Ridley Seconded by Don Schaffer, That the LGMA reconfirm its commitment to understanding and collaboration with the First Nations Summit and First Nations Public Service. Consent Agenda Seconded by Wallace Mah, That the following items contained in the Governance Committee Progress Report be received: Nominating Committee Report Board Orientation Board Nominating Committee Board of Directors Self-Assessment Report CSAE Board Development Opportunity LGMA-GFOA Project Charter Procurement Toolkit Conflict of Interest Community Charter Modernization of the Building Regulatory System Compensation Study UBCM Federation of Canadian Municipalities Mission Terms of Reference

5 BC Municipal Safety Authority Elections Advisory Committee 100 th Anniversary Executive Director s Report MOVED by Patti Bridal Seconded by Mark Koch, That the Executive Director s Report be approved. Board Development Session A review of the organizational structure was undertaken. Correspondence Correspondence from AMCTO regarding their Annual Conference was added. MOVED by Don Schaffer Seconded by Wallace Mah, That the correspondence as amended be received. Chapter Reports Lower Mainland The Lower Mainland LGMA Annual conference will be held Wednesday, April 13, 2016 at the Sheraton Vancouver Guildford Hotel. A strong program with dynamic speakers has been planned. The President intends to attend with the Executive Director. Rocky Mountain N/A Vancouver Island The Annual Conference will be held in November in Campbell River and conference planning is already under way. The Chapter is also working to increase its profile in the region with additional communications and promotional efforts. Thompson-Okanagan The Annual Conference will be held September 14-16, 2016 in Silver Star. Planning is under way with several educational sessions planned including a session on strategic planning led by Gord McIntosh.

6 North Central N/A West Kootenay Boundary The Joint RM/WKB Annual Conference is scheduled for April 13-15, 2016 in Fairmont. Membership remains strong. Seconded by Sonia Santarossa, That the Chapter reports be received. Adjournment Moved by Sonia Santarossa Seconded by Don Schaffer, That the meeting be adjourned at 1:15 p.m.