Trust Council Quarterly Meeting Agenda Addendum

Extracted text (beginning)

Islands Trust Council
Quarterly Meeting
 

Date:Tuesday, December 5, 2023
Time:1:00 pm - 12:00 pm
Location:Coast Victoria Hotel, Ballroom
146 Kingston Street
Victoria BC, V8V 1V4
Pages
10.NEW BUSINESS
4:30 PM - 5:30 PM
10.3Chief Administrative Officer Liaison Duties - Review and Discussion
2 - 8

  Page 1 of 7 
Subject:  Review and Discussion of the Chief Administrative Officer Liaison duties described in 
Section 9 of Policy 2.4.1 - Executive Committee Terms of Reference. 
RECOMMENDATION: 
WHEREAS: 
A. Annual performance reviews of the Chief Administrative Officer (CAO) are crucial for the proper 
management of the Islands Trust. 
B. Among local governments in British Columbia, annual CAO performance reviews are conducted in 
accordance with standard practices that require the appraisal to follow rigorously structured 
procedures that: 
• 
are documented in detail and include prescribed timelines; 
• 
have been designed to provide the CAO with an accurate and comprehensive performance 
assessment to better enable the achievement of strategic priorities through improved 
organizational performance; 
• 
ensure fairness by relying on the guidance of a neutral third party at each stage of the evaluation 
process; and  
• 
are supervised by the municipal council or regional district board that, as the case may be, 
employs the CAO. 
C. Under section 17(3) of the Islands Trust Act, the Trust Council is deemed to be the CAO’s 
employer.  
D. Section 9 of Policy 2.4.1 “Executive Committee Terms of Reference” identifies the procedures for 
the employment, appraisal, and termination of a CAO. These do not meet the minimum accepted 
standards and practices followed by other local governments in the province and, with respect to 
CAO performance reviews in particular, Section 9 does not: 
• 
recognize Trust Council as the decision-making authority in the review process; 
• 
describe the steps to be followed in conducting the review; or 
• 
prescribe timelines for the review.  
E. In practice, CAO performance reviews at the Islands Trust: 
• 
have not been consistently undertaken on an annual basis; 
• 
have involved minimal or no input from Trust Council and those trustees who are not members of 
the Executive Committee; and 
• 
have not involved the participation of the CAO’s direct reports.  
F. Section 9 of Policy 2.4.1 has not been updated since 2014. 
TRUST COUNCIL THEREFORE RESOLVES: 
1. Section 9 of Policy 2.4.1 and Attachment 1 thereto are repealed;  
2. A new policy entitled “Annual Performance Review and Employment — Chief Administrative 
Officer”, the provisions of which are set out in the Appendix A to this resolution and based on the 
best practices described in the 2023 Canadian Association of Municipal Administrators “CAO 
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  Page 2 of 7 
Performance Evaluation Toolkit – Guide for the Mayor & Council”, is adopted to take immediate 
effect (Policy); 
3. A Special Committee of Trust Council (Special Committee) comprised of the chairs of Trust

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