MINUTES DIRECTORS MEETING LGMA Boardroom Victoria, BC Monday, September 26, 2016 3-6 p.m. In attendance: President Vice President Treasurer Director at Large Director at Large Director at Large West Kootenay Boundary Lower Mainland Rocky Mountain North Central Thompson Okanagan Vancouver Island Past President LGMA Sub-Committee on Job Postings Rep Paul Murray Patti Bridal Ron Bowles Mark Koch Bill Flitton (by phone) Heather Nelson-Smith Theresa Lenardon Wallace Mah Curtis Helgesen Karla Jensen Raeleen Manjak Don Schaffer Kelly Ridley (by phone) Terry Melcer Staff: Executive Director Nancy Taylor Guests: Paul Gipps, Building Regulatory Representative (for Governance Committee update only) Call to Order The meeting was called to order at 3:05 p.m. Agenda MOVED by Wallace Mah Seconded by Mark Koch, That the Agenda as amended be approved.
President's Report The President commended the Thompson Okanagan Chapter on an excellent conference. He noted he wants to get to each of the Chapter meetings and to reinforce the positive working relationships with each of the Chapters. Both he and the Executive Director will also be going to VILGMA. There is lots of good work under way as seen in the reports to the Board, and you can see in the report that a lease for new space is in place. The financial management and education plans will be a focus for the coming months. Seconded by Wallace Mah, That the President s report be received. Minutes Board Meeting June 20, 2016 Seconded by Wallace Mah, That the minutes of the Board Meeting held on June 20, 2016, be adopted. Board Meeting June 23, 2016 MOVED by Patti Bridal Seconded by Bill Flitton, That the minutes of the Board Meeting held on June 23, 2016, be adopted. MOVED by Bill Flitton Seconded by Wallace Mah, that the Board move In Camera at 3:07 p.m. Heather Nelson-Smith joined the meeting at 3:10 p.m. The Board moved back into the regular Board meeting at 4:00 p.m. Terry Melcer left the meeting at 4:00 p.m. Executive Directors Report Seconded by Patti Bridal, That the Board will consider a formal Board development plan for 2017-19 at its December board meeting.
MOVED by Ron Bowles Seconded by Wallace Mah, That a Board delegate a three-person task force to review leave liability and staffing capacity. DEFEATED Seconded by Theresa Lenardon, That a review of leave liability and staffing capacity be referred to the Audit and Finance Committee to be considered in the development of a long-range financial plan. MOVED by Patti Bridal Seconded by Wallace Mah, That the Board supports the closing of the office on Friday beginning July 1 through the Labour Day weekend in September to provide opportunities for staff to reduce outstanding accumulated leave to be managed at the discretion of the Executive Director. MOVED by Wallace Mah Seconded by Mark Koch, That the Executive Directors Report be received. 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 Q2 Financial Statements Seconded by Ron Bowles, That the financial statements to June 30, 2016 be approved. Joint Pension Committee Seconded by Curtis Helgesen, That Sundance Topham and Mac Fraser be appointed as LGMA representatives to the Joint Pension Committee for a three-year term. Consent Agenda MOVED by Theresa Lenardon Seconded by Patti Bridal, That the following items contained in the Audit and Financial Management Progress Report be Received: 3-Year Financial Plan Rental Agreement
Finance Officer Report Chapter Standing Committee Update Web/Membership Database Updates Membership Renewal Risk Matrix CAMA Marketing Partnership Scholarships Member Services Professional Development and Education Section Professional Development and Education Committee Report The Chair presented the Professional Development and Education Committee report. Action Agenda 3-Year Education Plan MOVED by Karla Jensen Seconded by Theresa Lenardon, That the Board direct the Executive Director to finalize the 2017-19 Education Plan based on the proposed principles and delivery options, with an accompanying budget estimate for the December board meeting. Board of Examiners MOVED by Wallace Mah Seconded by Ron Bowles, That Ron Poole be re-appointed as the LGMA representative to the Board of Examiners for a further three-year term. Election Advisory Committee Members Seconded by Karla Jensen, That the following LGMA members be appointed to the Elections Advisory Committee for a three-year term: Janet Prestley (Fort St. John); Maureen Connelly (Prince George); Jessica Nelson (City of Vancouver); Paige MacWilliam (Duncan); Selina Williams (Gibsons); and Carolyn Black (TNRD) Kelly Ridley left the meeting at 4:40 p.m.
Don Schaffer left the meeting at 4:45 p.m. Consent Agenda MOVED by Paul Murray Seconded by Ron Bowles, That the following items contained in the Professional Development and Education Progress Report be received: MATI Foundations Local Government Leadership Academy Annual Conference FOI Webinar Effective Fire Administration CAO Breakfast Clerk and Corporate Officers Forum MATI School for Statutory Approving Officers Procurement Toolkit FOIPP/Record Management Committee Records Management Workshop Approving Officers Workshop First Nations Programs Board of Variance Manual Marketing/promotion 2017 CAO Forum Governance Section Governance Committee Report The Chair presented the Governance Committee Report. Paul Gipps joined the meeting at 5:30 p.m. and presented a verbal update on Modernization of the Building Regulatory System. Paul Gipps left the meeting at 5:45 p.m. Action Agenda Communications Policy Seconded by Theresa Lenardon, That the Communications Policy be approved.
Members in Transition MOVED by Karla Jensen Seconded by Ron Bowles, That the Board approve an amendment to the Membership Policy to allow for the waiving of fees for a member in transition as follows: 6. Membership Fees 6.1 The Board may, by resolution, prior to the year in which the fee takes effect: (a) establish fees for both Regular and Affiliate members; and (b) establish a monthly pro-rated amount for new members. 6.2 The Board may also: (a) waive fees for a period of 18 months for Regular members in good standing who have notified the LGMA that they are in transition between full-time positions with a local government; or (b) reduce fees for a particular Member based on extraordinary personal circumstances. 6.3 The Executive Director is delegated authority, at his/her discretion, to waive or reduce fees, as appropriate, based on the criteria set out in paragraph 6.2. 100 th Anniversary Preparations Seconded by Heather Nelson-Smith, That the Board endorse the proposed 100 th Anniversary Strategic Communication approach and direct the Executive Director to complete a work plan and roll out, including budgetary requirements, for the December Board meeting. Consent Agenda Seconded by Theresa Lenardon. That the following items contained in the Governance Committee Progress Report be received: Board Orientation AGLG GFOA Policies Modernization of the Building Regulatory System Local Elections Campaign Financing Act Asset Management BC Inter Provincial Association Representation Compensation Study
IIMC 100 th Anniversary Preparations BC Municipal Safety Association Correspondence MOVED by Wallace Mah Seconded by Karla Jensen, That the correspondence be received. New Business In support of the Board s commitment to greater engagement with First Nations, The Agassiz- Harrison Area First Nations Business Forum will take place October 25-26 in Harrison Hot Springs, showcasing that First Nations communities are open for business. As the largest land owners in the Fraser Valley, First Nations communities are situated near critical infrastructure for development and transport, offering opportunities to build partnerships with First Nations to enhance local economic development. Chapter Reports Lower Mainland In an effort to increase engagement within the Chapter, the Executive is holding an evening session titled Connect Learn & Achieve Leadership Dialogues on Career Advancement on November 9, 2016, with doors opening at 6 p.m., session commencing at 7:00 p.m., at the Sheraton Guildford for between 25-35 people. This will be a facilitated panel discussion on ideas, trends, tips and climbing the corporate ladder with a focus of on-the-job experiences to help members plan career advancement. Rocky Mountain There are no formal activities planned at this time. The Chapter recognized the retirement of Lee Ann Crane, Wayne Staudt and Barb Nunes over the summer. Vancouver Island N/A Thompson-Okanagan The fall conference was held from September 14-16 at Silver Star. It was a good conference with Gord MacIntosh providing a strategic planning preconference workshop. Jim Diers did a phenomenal presentation on community engagement and he should be considered for a future annual conference.
. There was lower attendance than previous years. A new Executive was appointed and Jody Lewis is President (Kamloops) and several new members to the Executive were appointed who are new to local government and reflect the upcoming generation. Next year s conference will be at the South Thompson Inn in October. North Central Planning is under way for next year building on a successful spring conference. More effort is being placed on new initiatives to drawn people in such as shorter sessions. VIA Rail is a big sponsor for the tradeshow. A preconference session is planned by Don Lidstone on public hearing processes. West Kootenay Boundary There will be a Chapter meeting October 20-21 in Trail with a focus on high-level finance sessions, insurance and risk management, asset management, and audits and budgets, Creston will host the Joint Chapter meeting in late March. The Chapter has attracted a few new members. Seconded by Wallace Mah, That the Chapter reports be received. Adjournment Moved by Karla Jensen Seconded by Wallace Mah, That the meeting be adjourned at 6:09 p.m.