MINUTES DIRECTORS MEETING Diamond Head Room, Hilton Hotel Whistler, BC September 10, p.m.

Transcription

1 MINUTES DIRECTORS MEETING Diamond Head Room, Hilton Hotel Whistler, BC September 10, p.m. In attendance: President Vice President Treasurer Director at Large Director at Large Director at Large Rocky Mountain Lower Mainland Thompson Okanagan Vancouver Island West Kootenay Boundary Past President Regrets: North Central Mark Koch Ron Bowles Heather Nelson-Smith (by phone) Bill Flitton (by phone) Corie Griffiths Madeline McDonald Curtis Helgesen Wallace Mah Raeleen Manjak (by phone) Darren Kiedyk Theresa Lenardon Patti Bridal Karla Jensen Staff: Executive Director Nancy Taylor Guest: Bill Newell, LGMA rep to AGLG Review Working Group Call to Order The meeting was called to order at 1:00 p.m. Agenda MOVED by Corie Griffiths Seconded by Curtis Helgesen, That the agenda be approved. MOVED by Seconded by, That the Board move In Camera at 1:02 p.m. The meeting resumed at 1:10p.m.

2 Minutes Seconded by Theresa Lenardon, That the following be adopted: Board Meeting May 14, 2018 The minutes of the Board Meeting held on May 14, Board Meeting May 17, 2018 The minutes as amended of the Board Meeting held on May 17, Special Board Meeting June 14, 2018 The minutes of the Special Board Meeting held on June 14, 2018 Special Board Meeting August 9, 2018 The minutes of the Special Board Meeting held on August 9, President's Report The President reported on some of the initiatives he s been involved in since taking on his role in May. He noted that he was pleased to have supported the discussions between the LGMA and CivicInfo Board representatives July 30. He attended the 80 th Annual Conference of the Association of Managers, Clerks and Treasurers of Ontario in Collingwood Ontario in June. It was a great conference, with lots of interesting sessions. He made connections with representatives from associations in Alberta, Saskatchewan, and Manitoba and found all associations are facing similar issues. The legalization of cannibas was a hot topic for every jurisdiction. The President will be representing the LGMA at a number of events during UBCM, including the Urban Caucus and CAO Breakfast and plans to attend Chapter meetings in He has also recently completed his column for the Exchange magazine on Emergency Management. MOVED by Theresa Lenardon Seconded by Wallace Mah, That the President s report be received. Patti Bridal joined the meeting at 1:15 p.m. Professional Development and Education Section Professional Development and Education Committee Report In the absence of the Chair, the ED presented the Professional Development and Education Committee report.

3 Action Agenda FCBC Partnership Report MOVED by Patti Bridal, Seconded by Bill Flitton, That the staff report on Future Delivery Options for Effective Fire Service Administration program be received; and That a final recommendation be provided to the Board to accompany the 2019 budget. Seconded by Patti Bridal, That the CapU-LGMA Update be moved to the Action Agenda. CapU-LGMA Update Seconded by Theresa Lenardon, That the Executive Director provide a letter inviting Alison McNeil to the December board meeting and include an overview of the Board s expectations for her presentation to the Board. Consent Agenda Seconded by Curtis Helgesen, That the following items contained in the Professional Development and Education Progress Report be received: Elected/Staff Relations Static Webinar LGLA 2019 MATI Foundations 2019 CAO Forum 2018 Annual Conference Administrative Professionals Pre-Conference Workshop Communications Professionals Pre-Conference Workshop Approving Offers Pre-Conference Workshop Elected Officials Orientation Resource Kit HR Toolkit Update Board of Examiners First Nations Programs MATI CapU Programs Corporate Officer Forum Writing Effectively Online Training Change Management Webinar Strategic Planning Webinar Planning Basics Webinar 2018 Elections Marketing/Promotion Manual Update

4 Audit and Financial Management Section Audit and Financial Management Committee Report The Chair of the Committee presented the Audit and Financial Management Committee Report. Action Agenda 2018 Second Quarter Financial Report MOVED by Patti Bridal Seconded by Curtis Helgesen, That the financial statements as at June 30, 2018 be approved. Wallace Mah left the meeting at 1:50 p.m. and returned at 1:55 p.m. Chapter Standing Committee Reports MOVED by Darren Kiedyk Seconded by Corie Griffiths, That the following Q2 Chapter Standing Committee of the LGMA Reports be approved: The Thompson-Okanagan Chapter Standing Committee of the LGMA Report The Vancouver Island Chapter Standing Committee of the LGMA Report The Rocky Mountain Chapter Standing Committee of the LGMA Report The West Kootenay Boundary Chapter Standing Committee of the LGMA Report Financial Policy Amendments Seconded by Bill Flitton, That the Board approve the Financial Policy amendments effective September Membership Structure//Category Review MOVED by Corie Griffiths Seconded by Patti Bridal, That the following changes be made to the LGMA Membership: Adding a New Professional subcategory within the Regular Membership with a preferred annual rate of $150 (50% of the current Regular member rate) for the first year of membership for a one-year term. This category would be designed for emerging local government leaders who are either new to LGMA membership or making a transition from being a student. Creating an incentive for first-time members to attend a LGMA professional development or training program by providing a $150 voucher to be applied in the year of their first-time membership. This would not affect membership revenue and is projected to be accommodated within expected program revenue.

5 Setting the Student Member rate at $25. Madeline McDonald joined the meeting at 2:05 p.m. Consent Agenda Seconded by Bill Flitton, That the following items contained in the Audit and Financial Management Progress Report be received: Indigenous Education Scholarship MAH Grant 2018 Chapter Executive Meeting Actions Membership Database Updates Website Redevelopment Risk Matrix Member Services MOVED by Theresa Lenardon Seconded by Darren Kiedyk, That the Board move In Camera at 2:10 p.m. The regular Board meeting reconvened at 2:55 p.m. Governance Section The Chair presented the Governance Committee Report. Action Agenda Curtis Helgesen left the meeting at 3:05 p.m. Urban Caucus Protocols MOVED by Ron Bowles Seconded by Patti Bridal, That the Executive Director engage with members of the Urban Caucus to identify key issues and opportunities and the value that LGMA can provide to their membership and provide a report to the Governance Committee for their review and recommended direction. Corie Griffiths left the meeting at 3:10 p.m. and returned at 3:15 p.m. Board Renewal Seconded by Bill Flitton, That the topic of Board Renewal be workshopped at the December board meeting with inputs from Board members on options to be provided to the Past President in her capacity for Board recruitment.

6 Alcohol Consumption at Sponsor Events MOVED by Darren Kiedyk Seconded by Madeline McDonald, That the Executive Director seek advice from the Municipal Insurance Association on any vicarious liability exposure the LGMA may have to alcohol consumption at sponsor events associated with LGMA conferences; and That the Executive Director seek a legal opinion of exposure for both vicarious liability and conflict of interest from consumption of alcohol at sponsor events associated with LGMA conferences. LGMA Representation on FCABC Board MOVED by Madeline McDonald Seconded by Bill Flitton, That David Trawin be appointed as the LGMA representative to the board of the Fire Chiefs Association of BC for a two-year term. Appointments to LGMA-CivicInfo Job Postings Partnership Committee MOVED by Mark Koch Seconded by, That Paul Murray and Ron Bowles be appointed Job Postings Partnership Committee until June Bill Newell joined the meeting at 4:10 p.m. to provide an update on the review of the AGLG. Bill Flitton left the meeting at 4:20 p.m. Darren Kiedyk left the meeting at 4:20 p.m. Bill Newell left the meeting 4:20 p.m. Consent Agenda Seconded by Heather Nelson-Smith, That the following items contained in the Governance Committee Progress Report be received: CivicInfo Partnership 100 th Anniversary Preparations AGLG Review Asset Management BC RCMP Lease Working Group Housing Report Followup EMBC Working Group Modernization of the Building Regulatory System UBCM Ministry of Municipal Affairs and Housing

7 Inter Provincial Association Representation BC Municipal Safety Association Raising the Profile of the LGMA and the Local Government Professional LGMA Support for FCM Project in Jordan Correspondence MOVED by Theresa Lenardon Seconded by Madeline McDonald, That the correspondence be received. Chapter Reports Lower Mainland The Spring Conference and AGM will be held at the Anvil Centre on April 18 with the theme of Mental Health and well-being. Rocky Mountain N/A Vancouver Island N/A Thompson-Okanagan TOLGMA will host an AGM in the spring to elect a new Executive and host a fall conference in North Central N/A West Kootenay Boundary The joint WKB/RM conference will be held in April in Rossland. The WKB will host an AGM after the elections to elect a new Executive. Seconded by Corie Griffiths, That the Chapter reports be received. Adjournment Seconded by Patti Bridal, That the meeting adjourn at 4:40 p.m.