Financial Planning Committee Meeting Minutes

Extracted text (beginning)

FINAL – Financial Planning Committee Minutes August 13, 2014 Page 1 
 
 
Financial Planning Committee 
Minutes of Meeting 
 
Date: 
Location: 
Wednesday, August 13, 2014 
Islands Trust Victoria Boardroom 
200-1627 Fort Street, Victoria, BC 
 
Members Present Gary Steeves, Chair 
Peter Grove, Vice-Chair (Teleconference) 
Paul Brent (Teleconference) 
Peter Luckham 
Sheila Malcolmson 
David Graham 
Louise Decario (Teleconference) 
Jeanine Dodds (Teleconference) 
Susan Morrison 
 
Regrets Ken Hancock 
 
Staff Present Cindy Shelest, Director Administrative Services 
Nancy Roggers, Finance Officer 
Linda Adams, Chief Administrative Officer 
David Marlor, Director Local Planning Services 
Clare Frater, Policy Analyst 
 
1. CALL TO ORDER 
The meeting was called to order at 10:05 am 
 
 
2. APPROVAL OF AGENDA 
By general consent the Committee approved the agenda as presented. 
 
3. ADOPTION OF MINUTES / COORDINATION 
3.1. Minutes of Meetings 
The minutes were adopted by general consensus. 
 
3.2. Follow up Action List 
Director Shelest provided an update on items on the FUAL. 
 

 
FINAL – Financial Planning Committee Minutes August 13, 2014 Page 2 
 
 
4. BUSINESS 
 
4.1. Director Administrative Services Update 
Director Shelest provided an update on the following projects: 
 
- Replacement of phone equipment 
- Trustee equipment - for spending of $10,000 that was included in the 13/14 
    budget 
- Escribe implementation taking place now and fully in use by the election 
- Updates to operational policies 
 
4.2. Victoria Office Lease 
Director Shelest advised that she had circulated the request for decision that 
went before the Financial Planning Committee in August of 2010.  She advised 
that the current Salt Spring Island lease will be extended for one year to end in 
January of 2016.  This means that all leases will be up for renewal within a 6 
month time period; giving Islands Trust time to look at alternatives as well 
as leading workplace strategies initiatives which could affect the office space 
requirements.  Lease rates have been requested from the lessor of the current 
Victoria office location and for a location on Gabriola Island that is coming 
available in January of 2016.   
 
During discussion about the location of the Victoria office, Chief Administrative 
Officer Adams advised that staff would be looking at office lease options 
that would produce cost savings and that since moving the office outside of 
Victoria would be very expensive, they would not be seeking options outside the 
current geographical area unless directed to do so. 
 
 
4.3. RFD - June 30, 2014 Quarterly Financial Statements 
 
FPC-2014-031 
It was MOVED and SECONDED 
that the Financial Planning Committee forward the June 30, 2014 quarterly 
financial statements to Trust Council and recommend that the Islands Trust 
Council approve them. 
CARRIED 
 
 
 
 
 

 
FINAL – Financial Planning Committee Minutes August 13, 2014 Page 3 
 
 
4.4. FPC Report to Trust Counc

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