Métis Nation British Columbia Strategic Planning Discussion & Board of Directors Meeting Friday & Saturday, December 7 & 8, 2012

Transcription

1 Page 1 of 9 Métis Nation British Columbia Strategic Planning Discussion & Board of Directors Meeting Friday & Saturday, December 7 & 8, 2012 APPROVED MINUTES as AMENDED ATTENDANCE: Bruce Dumont, President Annette Maurice, Vice President Lissa Smith, Interim Regional Director Vancouver Island Michelle Lavergne, Regional Director Lower Mainland Daniel Pitman, Regional Director Thompson/Okanagan Marilynn Taylor, Regional Director Kootenays Susie Hooper, Regional Director Northwest Dan Pope, Interim Regional Director Northeast Kate Elliott, Provincial Youth Chair Clara Morin-Dal Col, Provincial Women s Chair Dale Drown, Executive Director Karen Nagra, Chief Financial Officer Tracey Thornhill, Executive Assistant/Communications Officer (Recording Secretary) Friday, December 7 th - 1:00 PM Meeting convened 1:12pm 1. Opening Prayer 2. Welcome and opening comments (President and Board) 2.1. President Dumont attended P.G SGMA and NGP Media Training paid by Enbridge, welcome to staff and board Vice President Maurice thank you to President Dumont for attending the SGMA and also attended the media training. Prince George Métis Community Association (PGMCA) - New Interim Board - Pres Gerald Bird, V.P Ray Hourie, Board Members (5) in total 3. Strategic Planning Discussion Executive Director Dale Drown Noted: Karen and Dale attended ASETS/Contact IV Training Session with new staff this past Wednesday. New staff positions, promoting within. Positive changes within the new staffing. Strategic planning E.D Drown and CFO Nagra presented a power point on the collective planning recommendations gathered by the senior staff and Chief staff.

2 Page 2 of 9 Noted: Community input is something that is needed to capture the accuracy in our Vision. Noted: Consult with community on mission statement. Action item: Bring the Director for Central Registry to discuss the concerns of the difficulty of potential citizens becoming citizens through existing process to next board meeting. Top priorities Re-engaging with Métis citizens and Metis communities, Revenue raising and diversify our funding sources, proceeding with the Membership Act. Raise recognition and awareness with Métis people and the public. Updating our Guide and Policy Manual. Next steps obtain input from Métis people (survey/online), compile the input and analyze the results. Incorporate that input into the strategic plan and bring proposed plan to Board for approval. Saturday, December 8 th, 8:30 AM Opening prayer - Clara 4. Review and Acceptance of Agenda 4.1. Additional Items Motion the board agenda approved as presented. Director Pitman moved, Director Hooper second. 5. Approval of minutes (October 12 th ) Motion October 12/12 minutes approved as presented. Vice President Maurice moved, Director Morin-Dal Col second. Motion Director Lavergne moved, Youth Chair Elliott second to post a summary of approved board meetings to board of directors within 48hours, within 24 hours board of directors advise if there are any serious errors in the summary, footnoted that minutes are to be posted when approved by the board of directors. 6. President s Report, Board of Governor 6.1. Metis National Council President Dumont provided a brief summary of the audited report of the National Council. Action Item: President Dumont and Dale provide a summary of the audit for Board to provide to communities. 7. Director/Ministerial Reports

3 Page 3 of President/Minister responsible for Natural Resources & Environment Attending BCMANR Captains meeting Dec Attended PGMCA Special General Meeting Dec 6 Attended Regional Session Nov 30-Dec1 Met with Minister for Advanced Education last week 7.2. Vice President/Minister responsible for Justice and Elders Spoke of the north central communities and the possibility of a new charter within the region Director Pope/Minister responsible for Economic Development N.E.M.A. election - December 13 th, 2012 at 1:00 pm, in Dawson Creek to elect a new president and board. attended a meeting at Northern Lights College in Fort St. John attended by Premier Clark and MLA Pat Pimm where it was announced a grant of $780,000 to upgrade equipment at the colleges in the northeast. Attended Louis Riel Day at the Northern Lights College in Dawson Creek. Attended a meeting with Spectra Energy to discuss a proposed pipeline to Prince Rupert. A map of the proposed pipeline was shown of the proposed route. Metis involvement was also mentioned during the discussions. Attended a planning meeting with Shell Energy. Increased Metis involvement during future consultations and environmental studies was discussed. Met with Edna Howard with Talisman also discussing Metis consultation and environmental issues. Met with Jeff Beale with EnCana, discussing consultation plans. Encana has 1500 sites in the north east that need environmental cleanup work which demonstrates some opportunities in this field in the future. Attended a meeting in Dawson Creek for ITA. Kevin Evans CEO, discussed training, apprenticeships in a meeting that was well-attended by various business people, educators and community representatives Director Hooper, Minister Responsible for Education Attended the community meeting in Terrace. Updated the Tri-River Board of Directors report, removing Susie as a past member. Met with Karen Andrews, TransCanada Coastal Gas Pipeline regarding meeting with the NW communities without consultation of the Regional Director. Met with the northern task force. Applied for computers through Enbridge for the region for students (application eligibility for the pipeline corridor) 7.5. Provincial Women s Chair, Clara Morin Dal Col, Minister Responsible for Women Regional Women potential representatives. Funding for MWBC confirmed Provincial Youth Chair, Kate Elliott, Minister Responsible for Youth and Sport CCAY additional funding call for proposal Vacancy for the north Hoping to hold MYBC AGM in January

4 Page 4 of 9 Provincial Youth Forum potential 7.7. Director Taylor, Minister Responsible for Central Citizenship Registry Attended Golden community meeting Attended meeting in Cranbrook Trying to reconnect the communities in the region Attended Remembrance Day Royal Canadian Legion to lay a wreath and they were unable to lay a wreath, they laid a wreath for Metis Veterans Attended a flag raising event in Cranbrook for LR day, recognized by the Mayor and the city Had annual dinner in Trail, over 100 people attended 7.8. Director Pitman, Minister Responsible for Children & Families and Minister for Culture, Heritage and Language Attended SAMA AGM, necessary to update their by-laws, special resolution meeting. Attended VDMA AGM, elected Dean Trumbley as President, John Lepine as Vice President and 4 other board members. Attended KMA AGM, no changes within the elections Attended Remembrance Day event Attended Grand Forks AGM, very active community Regional Information Session in Kamloops Regional Governance Council Meeting Met with some of the Sen.Staff/Directors under his ministries while in Kamloops Working on Learn Michif program Met with SOSMA, Marlene Cox-Bishop elected President C& F Working Table Committee ORAAP Off Reserve Aboriginal Action Plan, stakeholders: MARR, BCAAFC, MNBC Meeting w/ ONA working toward a potential traditional protocol Appreciation to Leona Shaw and Chris Gall for their consultation work with the region 7.9. Director Lavergne, Minister Responsible for Employment & Training/ASETS Two communities that is completely non-responsive, despite the number of attempts to contact them regarding their AGM, CCAY call for proposals. Would like to send a letter of request for an update on his community. NFMA has chosen not to take part in the CCAY call, inactive community. Will assist in regenerate the community. FVMA Harvest Dinner Annual Dinner and Dance very successful. AGM has not been called. Many Harvesters signed up for their cards at the dinner and dance. CMA will be holding their elections and AGM CMA successful claim against former Treasurer, worked with CMA on checks and balances for the future to prevent this from happening again. Met with NHMA President, continues to be dismissive and will not welcome the Director to any of their meetings or AGM. Provided notice the evening before the AGM to attend the AGM. Holding a RGC meeting Jan. 12 th. Holding Regional Information Session in Jan. Met with University in Chilliwack has not consulted communities in coordinating anything around metis awareness day. FVMA will be writing a letter.

5 Page 5 of 9 Attended ACCESS annual celebration and dinner, very well attended and represented by MNBC MHRDA Working Group meeting will be looking at endowments for BC and small business lending. Meeting with Minister for Economic Development to see how the two ministries can work together. Mid-year dialogue with ASETS, positive outcomes 4 communities taking advantage of the CCAY funding Director Smith, Minister Responsible for Veterans and Health Attended RGC meeting in November Communities are up to date on their filing of their Annual Reports for their Society with exception of one of the communities. Is trying to work with the community but is not getting any positive cooperation. Looking forward to the Regional information Session in the new year Attended Courtenay s Annual Christmas party/mikisiw Invited to Cowichan Christmas party, unable to attend due to Board meeting MNGVA Victoria is holding their Annual Christmas party MWBC call out for the MWBC Remembrance Day, received many calls from the regions. Met with the President of the BC/Yukon Command of the Royal Canadian Legion, regarding racial jokes in their newsletter and negative article regarding Louis Riel. They issued a written apology. Working on a protocol regarding the communities with respect to their Veterans on Remembrance Day Veterans Committee vacancies notice Health CDSP have been approved for sending more forms to regions to get numbers up Working on CLASP cancer prevention program with MNO, MN-S CPAC cancer historic information/study on Métis 8. Operations and Finance (Executive Director and Chief Financial Officer) 8.1. Operations update 2 Regional Information Sessions, quality exchange in the session periods January 19 th in lower mainland 4 more sessions in the new year Have mailed out the Fall Edition newsletter and are sending out the Winter Edition and will issue a monthly newsletter. ASETS personnel changes, Betty Fisher, Acting Director Regional office staffing changes based on their experience and qualifications, some positions were tendered and filled. BCMANR staff/consultants have been doing a great job covering off community AGM s Moved on of the staff into monitoring activity reports and working on proposals for a Language proposal Working on the 2013 proposals Staff travel Coordination support Begun implementing changes in travel and other areas of where we are and can reduce costs o Travel o Legal

6 Page 6 of 9 o Audit Preparation for policy review, Senior Staff will review each respective policy under their department and then the recommendations will be sent to the Policy Chair for the committee to further review in preparation for board ratification Preparation for MNGA Will continue review of community needs assessment in January Developing guide book for the communities 8.2. Sale of the property Continue working on application options Financial update Chief Financial Officer provided the Board of Directors a financial report for their review and provided an overview of current financial status Recommendation re: 2012/13 Auditors The CFO recommended to the board that MNBC/MPCBC hire Manning & Elliott again to do the audit for next fiscal year. Motion to approve the recommendation of the Chief Financial Officer to contract Manning & Elliott to do the year-end audit Director Pitman moved, Vice President Maurice second Recommendations stemming from audit results AANDC & HRSDC Motion to approve the 3 recommendations presented by the Chief Financial Officer and Executive Director for the endorsement to instruct the Chief Financial officer to implement the changes to begin streamlining the changes. Recommendation 3 - That staff consider possible changes to streamline MNBC s banking and accounting procedures, implement those changes deemed to be most effective in achieving the goal of streamlining, and report the changes to the Board of Directors no later than February, Director Pitman moved, Director Hooper seconded. Carried/Unanimous Recommendation 1 - Require the usage of a rental vehicle when it is less expensive than using and employee owned vehicle to provide greater assurance that the most economical means of travel is utilized or provide a lower per diem allowance if an employee insist on using a personal vehicle. Director Pitman moved, Youth Chair Elliott seconded. Carried/Unanimous Recommendation 2 To accept recommendation 2 as written That staff prepare revisions to MNBC conflict of interest policy to address existing gaps by including the following elements: a. Guidance for addressing situations of real, apparent or potential conflicts of interest b. Specific procedures to follow when a family member of a staff member applies for support under a MNBC delivered program

7 Page 7 of 9 c. The potential consequences for a staff member if the policy requirements are not respected. In addition, such revisions are brought back to the Board of Directors for its consideration no later than February Director Hooper moved, Youth Chair Elliott seconded. Carried/Unanimous 9. By-elections General discussion around options and legislative provisions (Executive Committee & Executive Director) Legal opinion provided Clarification regarding the amended resolution 6 passed at the 2012 AGM, in reference to the elections notice provided by the Executive Director. The amended resolution provided to the Board. Motion Filling Regional Positions on Interim Basis Where vacancies exist in any regional position, RGC s in those regions will be served notice within 90 days of the September 2012 election to do call-outs for interim appointments and the names of such persons to be forwarded to the MNGA which will appoint persons pursuant to the provisions of Article 46 of the Constitution and Article 8 of the Electoral Act. Director Hooper moved, Youth Chair Elliott seconded. Carried Against 2 In Favor Setting MNGA date (Bruce) Record of Decision: The MNGA date to be set for the second weekend in March (8 th -10 th ) 8 th and 10 th will be the travel days. Motion moved to set the date of March 9 and 10, 2012 to hold the 2012 Metis Nation General Assembly. Vice President Maurice moved, Director Lavergne seconded. 10. Chartered Communities - Review of status - General discussion (Executive Committee & Executive Director) Staff to continue the work and will continue to work with the regional directors for their input and consultation. 11. British Columbia Metis Assembly of Natural Resources BCMANR (President) Legal costs of Human Rights action (Executive Director) Cannot use public funds for litigation, legally prohibited 12. Senate Financial issues (President) (Minister of Justice) (Executive Director)

8 Page 8 of 9 A teleconference was held with respect to the financial status of the Senate with the Senate Clerk. The Board was informed that everything is being worked out. Senate Clerk and Chair will meet to discuss financial situation in mid-december. 13. Memorandums of Understanding and Protocol for review and approval (President & Executive Director) Action item: TransCanada MoU handout provided to the Board for feedback by Tuesday next week by or before noon. 14. Declaration Against Domestic Violence for review and approval (Provincial Women s Chair) Handout provided to the Board for review. Motion to approve the MNBC Minister for Women to sign the Declaration Against Domestic Violence. Director Hooper moved, Vice President Maurice seconded. 15. Upcoming events (President & Executive Director) Regional information meetings Lower Mainland Jan 19 th Vancouver Island mid February (tentative Saturday 16 th ) North West - TBD Kootenays TBD Economic conference (March, 2013) 16. Schedule of upcoming Board Meetings and Teleconferences (President) Record of Decision: Next Board Meeting Friday (PM) and Saturday (AM/PM) February 8 & 9, Board written reports to be presented on the Friday agenda. Teleconference Jan 14, pm (2 nd Monday of each month) Board Meeting (early afternoon) March 8 th MNGA 2013 (coincide with MNGA) 17. Other Business 17.1 Media kits (Susie) Note: Provincial election May 14 th must have by mid-january. Action item: Content: board to provide thoughts Dale to review format draft 17.2 Board Training (Michelle) Action item: Executive Director will provide Coles notes on Roberts Rules of Order. Note: Company called Board Solutions as potential training. Motion to approve reports presented at the board meeting. Director Hooper moved, Director Morin-Dal Col seconded.

9 Page 9 of Adjourned 4:38 Motion to adjourn moved by Director Hooper Approval Sheet December 7 & 8, 2012 meeting minutes approved by the Board of Directors January 14, Approved by MNBC President MNBC Secretary Tracey Thornhill Recording Secretary