Select Committee Regular Meeting Minutes

Extracted text (beginning)

Select Committee Governance and Management Review 
Minutes of Regular Meeting 
March 29, 2021 ADOPTED Page 1 of 3 
 
 
Trust Council 
Select Committee 
Governance and Management Review 
Minutes of Regular Meeting 
 
Date: 
Time: 
Location: 
March 29, 2021 
3:00 pm 
Islands Trust Victoria Boardroom 
200-1627 Fort Street, Victoria, BC 
 
Members Present Lee Middleton, Chair, Saturna Island Trustee 
 Kees Langereis, Vice Chair, Gabriola Island Trustee 
 Michael Kaile, Municipal Trustee, Bowen Island 
 David Critchley, Denman Island Trustee 
 Peter Luckham, Executive Committee Representative, Thetis Island Trustee 
 Paul Brent, Saturna Island Trustee 
 Steve Wright, South Pender Island Trustee 
  
Absent: Deb Morrison, Trust Programs Committee Chair North Pender Island Trustee 
 Ben McConchie, North Pender Island Trustee 
  
Staff Present: Russ Hotsenpiller, Chief Administrative Officer 
 Lori Foster, Executive Coordinator/Recorder 
  
Guest:  Julia Crosby, Procurement and Contract Specialist, BC Bid 
 
 
1. LAND ACKNOWLEDGEMENT - CALL TO ORDER 
 
Chair Middleton called the meeting to order at 3:03 p.m. stating gratitude to live and work on 
Coast Salish First Nation traditional and treaty territory. 
 
2. APPROVAL OF AGENDA 
 
SC-2021-019 
It was Moved Trustee Brent and Seconded by Trustee Wright, 
That the agenda be adopted as presented. 
CARRIED 
 
3. ADDOPTION OF MINUTES/COORDINATION 
 
3.1 Minutes of Meetings 
 
3.1.1 March 1st draft minutes for adoption 
 
 

 
Select Committee Governance and Management Review 
Minutes of Regular Meeting 
March 29, 2021 ADOPTED Page 2 of 3 
 
SC-2021-020 
It was Moved by Trustee Brent and Seconded by Trustee Langereis, 
That the March 1
st
 minutes be adopted as presented. 
CARRIED 
 
3.2 Resolutions without Meetings 
 
Presented for information. 
 
3.3 Follow-up Action List (FUAL). 
 
Presented for information. 
 
4. BUSINESS ITEMS 
 
4.1 Request for Proposal (RFP) Evaluation Process 
 
Julia Crosby, from B.C. Bid, spoke to the evaluation process once the April 6, 2021, 
closing date to receive submissions has passed. 
 
Select Committee discussed creating a sub-group of committee members for the 
evaluation process, the procurement policy and corporate contracts, and how the 
evaluation process would be scored. 
 
The electronic meeting crashed entirely and shut down at 4:35 p.m. All members reconnected and the 
meeting reconvened at 4:38 p.m. 
 
Discussion on having all Select Committee members present when considering 
sub-committee membership ensued. 
 
SC-2021-021 
It was Moved by Trustee Brent and Seconded by Trustee Luckham, 
That we recess this meeting to a date that we can get the other two members (Trustees 
McConchie and Morrison) present. 
DEFEATED 
 
SC-2021-022 
It was Moved by Trustee Critchley and Seconded by Trustee Wright, 
That the evaluation team consist of six people: three staff members, including the Chief 
Administrative Officer (CAO) and two others appointed by CAO plus, three trustees

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