Financial Planning Committee Meeting Minutes

Extracted text (beginning)

FINAL - Financial Planning Committee Minutes June 2, 2014 Page 1 
 
C 
Financial Planning Committee 
Minutes of Meeting 
 
Date 
Location 
Monday, June 2, 2014 
Islands Trust - Victoria Boardroom 
200-1627 Fort Street, Victoria, BC 
 
Members Present Peter Grove, Vice-Chair 
Paul Brent 
Peter Luckham 
Sheila Malcolmson 
David Graham (Teleconference) 
Ken Hancock 
Jeanine Dodds 
Louise Decario 
Susan Morrison (Teleconference) 
 
Regrets Gary Steeves, Chair 
 
Staff Present Cindy Shelest, Director Administrative Services 
Linda Adams, Chief Administrative Officer  
Robert Gratton, Bylaw Enforcement Administrative Assistant 
(Minutes) 
 
1. CALL TO ORDER 
 
The meeting was called to order at 10:00 a.m. by Vice-Chair Grove standing-in for Chair 
Steeves. 
 
2. APPROVAL OF AGENDA 
 
Two items were added to the agenda: 
– Update from Director of Administrative Services 
– Update on Salt Spring Island Impact Study 
 
By general consent the Committee approved the agenda as amended. 
 
3. MINUTES / COORDINATION 
 
3.1. Minutes - February 12, 2014 
 

FINAL - Financial Planning Committee Minutes June 2, 2014 Page 2 
 
The minutes were amended as follows: 
 - Item 4.1: the word “does” was replaced with “goes” to correct a typo. 
  
By general consent the minutes were adopted as amended.  
 
3.2 Follow-up Action List 
 
Vice-Chair Groves requested additions or deletions for the follow-up action list.  
No updates were needed.  
  
4. BUSINESS 
 
4.1 Update from the Director of Administrative Services 
 
Director Shelest provided an update about staffing and work plans in the 
Administrative Services department.   
 
By general consent it was agreed to add an update from the Director of 
Administrative Services as a standing item to all future Financial Planning 
Committee meeting agendas.  
 
4.2 RFD – Budget Process Policy 
 
Director Shelest reviewed a request for decision to be forwarded to Trust Council 
from the Financial Planning Committee regarding an amendment to Policy 6.3.i 
Budget Process Policy.  It was requested that Appendix A be updated to include 
the public as stakeholders.   
 
FPC-2014-020 
It was MOVED and SECONDED 
that the Financial Planning Committee forward the request for decision on the 
Budget Process Policy to Trust Council as amended to include the public as a 
stakeholder in Appendix A with the action being to “Review Budget Documents 
and be provided opportunity to comment prior to Trust Council Adoption”. 
CARRIED  
 
4.3 RFD – Trustee Travel Policy 
 
Director Shelest reviewed a request for decision to be forwarded to Trust Council 
from the Financial Planning Committee regarding an amendment to Policy 7.2.iii 
Trustee Travel Guidelines.  Changes were requested as noted in the resolutions 
below. 
 
 

FINAL - Financial Planning Committee Minutes June 2, 2014 Page 3 
 
FPC-2014-021 
It was MOVED and SECONDED 
that the Financial Planning Committee amend item 3.7.6 of the Trustee Travel 
Policy to read: “Per diem charges for me

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