Islands Trust Council regular meeting, February 18, 2025

[0:00:11] Voice 7: We are now live streaming and recording.

[0:00:15] Trustee Luckham: Excellent. Thank you very much, Robert.

[0:00:19] Trustee Luckham: So just let us get started. Welcome everybody to the CEO Performance Evaluation Select Committee.

[0:00:29] Trustee Luckham: This is a regular meeting of the committee today, February the 18th, 2025. I want to acknowledge

[0:00:37] Trustee Luckham: that we're working broadly across Coast Salish Territory.

[0:00:42] Trustee Luckham: I found myself in Cowichan Territory today

[0:00:45] Trustee Luckham: and it's an honour and a privilege

[0:00:50] Trustee Luckham: to be able to live here

[0:00:51] Trustee Luckham: and have the opportunity to learn

[0:00:53] Trustee Luckham: about the people of the coast

[0:00:55] Trustee Luckham: that have been here for tens of thousands of years,

[0:01:01] Trustee Luckham: potentially.

[0:01:02] Trustee Luckham: It's a remarkable thing

[0:01:03] Trustee Luckham: and there's so much to learn and be thankful for.

[0:01:07] Trustee Luckham: Certainly, it's not been an easy journey when the colonists arrived here, and that's not that long

[0:01:16] Trustee Luckham: ago in the 10,000 year spectrum, but there's lots of opportunity for us to learn and improve

[0:01:26] Trustee Luckham: our relationships with the place and the people that have been here since time immemorial.

[0:01:32] Trustee Luckham: and Peter Lockham is my name

[0:01:34] Trustee Luckham: I forgot to mention that

[0:01:35] Trustee Luckham: I'm elected on Thetis Island LACs in the

[0:01:37] Trustee Luckham: Penelope Territory and

[0:01:39] Trustee Luckham: I'm going to introduce the members of my committee

[0:01:41] Trustee Luckham: with those remarks and then we'll

[0:01:44] Trustee Luckham: call the meeting to order and

[0:01:45] Trustee Luckham: approve an agenda

[0:01:47] Trustee Luckham: so looking at my list of

[0:01:50] Trustee Luckham: committee members I see

[0:01:51] Trustee Luckham: Judy Getty

[0:01:52] Trustee Luckham: and Trustee

[0:01:57] Trustee Luckham: Swell and Fast

[0:01:58] Trustee Luckham: Trustee Peterson

[0:02:03] Trustee Luckham: son okay trustee elliott morning

[0:02:10] Voice 12: everyone morning

[0:02:11] Trustee Luckham: trustee patrick morning um trustee maude

[0:02:18] Trustee Luckham: morning from main island

[0:02:20] Trustee Luckham: excellent and uh absent at the moment is trustee christina evans from

[0:02:25] Trustee Luckham: south pender um on a staff contingent here we have uh ceo reuben brony good morning sir

[0:02:36] Trustee Luckham: supported by Robert Barlow

[0:02:38] Trustee Luckham: and David Marler

[0:02:40] Trustee Luckham: and Nick Lay is here also

[0:02:43] Trustee Luckham: from Leaders International

[0:02:46] Trustee Luckham: and thank you Nick for joining us today

[0:02:50] Trustee Luckham: we do have a couple of items here to attend to

[0:02:54] Trustee Luckham: and then we have an in-camera portion

[0:02:55] Trustee Luckham: where we have your reporting

[0:02:57] Trustee Luckham: and we look forward to your input there

[0:03:00] Trustee Luckham: so we may not need to engage you but

[0:03:04] Trustee Luckham: grateful that you're here and if you're listening that would be great

[0:03:08] Trustee Luckham: and when we do get around to engaging you that would be

[0:03:13] Trustee Luckham: ideal so thank you for being here.

[0:03:15] Voice 6: No problem let me know when you need me

[0:03:16] Voice 6: good to see everyone.

[0:03:18] Trustee Luckham: Okay good so

[0:03:20] Trustee Luckham: I'm going to call the meeting to order and we do have two agendas with us

[0:03:24] Trustee Luckham: the first the regular meeting agenda which we can approve now and we'll look at the

[0:03:28] Trustee Luckham: an in-camera meeting agenda if and when we get there.

[0:03:32] Trustee Luckham: Well, I'm expecting we will get there.

[0:03:34] Trustee Luckham: Are there any additions or deletions to the agenda

[0:03:36] Trustee Luckham: that anybody would like to make?

[0:03:41] Trustee Luckham: All right, not seeing any hands jumping up here.

[0:03:44] Trustee Luckham: And please shout out if I miss them.

[0:03:47] Trustee Luckham: I'm going to adopt the agenda as presented by General Consent.

[0:03:52] Trustee Luckham: And that brings us to the first item of business,

[0:03:58] Trustee Luckham: which would be the meeting minutes of our January the 13th meeting which are not available here

[0:04:03] Trustee Luckham: today for adoption presumably we might see

[0:04:06] Voice 1: them at

[0:04:07] Trustee Luckham: our next meeting and otherwise we have the

[0:04:12] Trustee Luckham: resolution without meeting list just for our information and if that's all right I'll just

[0:04:18] Trustee Luckham: receive that for information and that brings us to the CAO job profile draft on page four

[0:04:24] Trustee Luckham: of our agenda.

[0:04:26] Trustee Luckham: Very grateful to all of you

[0:04:28] Trustee Luckham: that have contributed

[0:04:29] Trustee Luckham: and maintained the workflow on this.

[0:04:32] Trustee Luckham: It's certainly gotten to a better place.

[0:04:35] Trustee Luckham: And is there somebody

[0:04:39] Trustee Luckham: that would like to introduce this topic?

[0:04:42] Trustee Luckham: Or should we just determine

[0:04:45] Trustee Luckham: what our next stops are?

[0:04:47] Trustee Luckham: Those that have handled

[0:04:51] Trustee Luckham: getting it this far.

[0:04:53] Trustee Luckham: Is there any remarks?

[0:04:53] Trustee Luckham: Okay, Judy Getty, thank you. Over to you.

[0:05:00] Voice 11: When I looked at the agenda, I think 4 to 8 is the marked up version and page 9 of the agenda is the cleaned up copy and hopefully the final version.

[0:05:13] Voice 11: But there's a page there that has a lot of numbers. I think it's the page 10, a list of, oh, that's the marked up one.

[0:05:22] Voice 11: Okay, sorry, who's got the, there, that one, what do we, what is this, I think it was, my guess is that this is where the competencies and some of the other points were taken out of one and put at the end of this one, so just in terms of a final version, it makes no sense to me to have a list of numbers with nothing attached to them, so just remove that, but otherwise I think the final copy is good.

[0:05:54] Trustee Luckham: Okay, super. Thank you for raising that. Indeed, I was confused by that myself. That seems to start. So who was the last editor here? And is that the intention that it begins at 11? And there's nothing missing between one and 10 at this point? Toby Elliott, thank you.

[0:06:10] Trustee Luckham: you?

[0:06:11] Voice 12: I think Trustee Evans was the last editor and I had just sent in that final version. So

[0:06:17] Voice 12: this could be cleaned up. The numbering looks like it should restart at one here.

[0:06:24] Voice 12: But we could connect offline maybe to get that final copy.

[0:06:30] Trustee Luckham: Yeah, perhaps it's just a matter of

[0:06:33] Trustee Luckham: versions of window of word and the like. But I tend to agree. And I think perhaps if everybody's

[0:06:40] Trustee Luckham: comfortable staff could certainly um clean that up in terms of presentation but it does look like

[0:06:48] Trustee Luckham: the final draft or a final version and so if um there's any other remarks or if we're content with

[0:06:56] Trustee Luckham: this um then we could advance it to an adoption phase uh and i'll look to david mauler but i'm

[0:07:05] Trustee Luckham: going to go to trustee fast at the moment thank

[0:07:08] Trustee Fast: you chair um as this is my first meeting at this

[0:07:12] Trustee Fast: committee um i wonder if somebody could just confirm for me uh what i'm looking at it's very

[0:07:19] Trustee Fast: confusing to see all the marked up text so am i right that i'm beginning at uh page 11 is that

[0:07:29] Trustee Luckham: what i heard well no page 10 can

[0:07:32] Trustee Fast: somebody just orient

[0:07:33] Trustee Luckham: me thank you yeah page 10 is where the

[0:07:36] Trustee Luckham: the final version is. It says version 11.caopositionprofile, I think. And the previous

[0:07:42] Trustee Luckham: items are how we got to this final version. Thank you. That's great. Thank you. And so indeed,

[0:07:50] Trustee Luckham: as indicated, item 11 in specific accountability should start at one and it should be renumbered

[0:07:57] Trustee Luckham: accordingly. David Marler, over to you.

[0:08:00] Voice 8: Yeah, thank you. Yeah, thank you. Once you're fine

[0:08:03] Voice 8: fine with the document. Staff can go through it and clean up the formatting. That just looks like

[0:08:08] Voice 8: when somebody deleted those lines and moved them, it didn't delete the numbers. So they're just

[0:08:13] Voice 8: showing up there. That's an easy fix.

[0:08:16] Trustee Luckham: Exactly. Okay. Just

[0:08:17] Voice 8: on process, I think, sorry to go on

[0:08:20] Voice 8: to PSA. So I would just probably throw it back to Anita Owens to make sure there's nothing in there

[0:08:26] Voice 8: that's been changed that's a problem. And then just let you know. So it doesn't need to come

[0:08:31] Voice 8: back to you unless anita has some major concerns and i'll just check with our ceo if that's

[0:08:37] Voice 8: if he feels that's appropriate process but that's what i would recommend go

[0:08:45] Trustee Luckham: ahead yeah i think i

[0:08:48] Voice 2: think that makes total sense and i don't anticipate that uh that there'll be any issues with this

[0:08:53] Voice 2: current draft right

[0:08:55] Trustee Luckham: so then david in terms of process should this committee then by motion

[0:08:59] Trustee Luckham: endorse the job profile let's say dated today and ask for staff to clean up the formatting

[0:09:09] Trustee Luckham: and forward to PSA yeah

[0:09:12] Voice 8: that would be appropriate thank you

[0:09:13] Trustee Luckham: okay does somebody want to be brave

[0:09:15] Trustee Luckham: enough to capture that or shall I just follow through it

[0:09:20] Voice 8: can just be as simple as that the

[0:09:22] Voice 8: The committee endorses the job profile dated, whatever the date is there.

[0:09:30] Voice 8: And we'll just do the rest of the process.

[0:09:32] Voice 8: You don't need a resolution to tell us to send it to PSA.

[0:09:34] Trustee Luckham: All right, then.

[0:09:35] Trustee Luckham: Perfect.

[0:09:36] Trustee Luckham: Thank you.

[0:09:36] Trustee Luckham: Judy, is your hand up?

[0:09:37] Trustee Luckham: Do you want to move that?

[0:09:39] Voice 11: Oh, I can.

[0:09:41] Voice 11: Just for Sue Ellen's benefit, when we first started the whole hiring process,

[0:09:46] Voice 11: we had a job description that was about 20 years old.

[0:09:49] Voice 11: And before we started getting into all of the work with leaders in terms of finding Ruben,

[0:10:00] Voice 11: we thought that the original was completely outdated and that we needed to work on it.

[0:10:05] Voice 11: We couldn't get it done before the hiring process.

[0:10:08] Voice 11: This is version 12, I think, so we've managed to polish and hammer and work away at it.

[0:10:14] Voice 11: So I would move that this current version, CAO job profile,

[0:10:21] Voice 11: profile, thank you, be subject to assistance from the staff for formatting corrections, that this be adopted by this committee.

[0:10:36] Trustee Luckham: Perfect.

[0:10:37] Trustee Luckham: Robert, did you manage to capture that?

[0:10:40] Trustee Luckham: Yeah,

[0:10:44] Voice 7: I believe I did.

[0:10:45] Voice 7: Yes, that the CAO PEP committee endorses the job profile dated February 18th, 2025, subject to assistance from the staff for formatting corrections.

[0:10:58] Voice 7: Was there

[0:10:59] Voice 7: something else?

[0:11:01] Trustee Luckham: No, I think that's adequate.

[0:11:03] Trustee Luckham: And just before I seek a seconder, just out of respect, CAO Broney, one, in terms of process, this seems adequate to you.

[0:11:15] Trustee Luckham: And two, this job profile would appear to be adequate to cover your present position.

[0:11:23] Voice 2: Yes, thank you. On both accounts.

[0:11:26] Trustee Luckham: Okay. So can I get a seconder for that motion?

[0:11:32] Trustee Luckham: Trustee Toby Elliott, thank you very much.

[0:11:35] Trustee Luckham: So thank you, everyone, for the work in getting this done.

[0:11:41] Trustee Luckham: It was a big job and definitely it was necessary.

[0:11:44] Trustee Luckham: necessary. Apologies to the CEO for coming late, but here we are. So I'm going to, if there's no

[0:11:50] Trustee Luckham: other discussion, I'll just give you a moment. Otherwise, I'll call for the vote. All those in

[0:11:56] Trustee Luckham: favor, please raise your hand digitally or physically. And that looks like that's, oh,

[0:12:04] Trustee Luckham: and I see Trustee Evans, you've joined us. Thank you. Are you voting on this motion as well?

[0:12:10] Trustee Luckham: I

[0:12:11] Voice 9: didn't hear the motion, so I can't vote.

[0:12:15] Trustee Luckham: Okay, well, let's...

[0:12:18] Trustee Luckham: So, Robert, can you please just read out the motion one more time?

[0:12:23] Trustee Luckham: And let's give Trustee Evans the opportunity to be aware of what we're voting on.

[0:12:28] Voice 7: And

[0:12:28] Trustee Luckham: I do apologize

[0:12:28] Voice 9: for my tardiness.

[0:12:32] Voice 7: Yes, Chair.

[0:12:33] Voice 7: It was moved and seconded that the CAO PEP Committee endorses the job profile

[0:12:39] Voice 7: file dated February 18th, 2025, subject to assistance from the staff

[0:12:43] Voice 7: for formatting corrections.

[0:12:48] Trustee Luckham: Great. So is that satisfactory, Trustee Evans? Okay.

[0:12:59] Trustee Luckham: So I'm going to ask you to those in favor, then lower your hands.

[0:13:06] Trustee Luckham: And are there any opposed? And there are none opposed.

[0:13:12] Trustee Luckham: So that indeed carries. Yay! Yay, indeed.

[0:13:17] Trustee Luckham: Okay. 4.2 is the CAO performance

[0:13:19] Trustee Luckham: performance evaluation policy again draft on page 14 and I think likely that was in Toby

[0:13:27] Trustee Luckham: Elliott's hands last no whose hands was that in last trustee I

[0:13:34] Voice 9: apologize I apologize um he broke

[0:13:37] Voice 9: up completely and I didn't hear the motion at all could he put it on the screen so I could read it

[0:13:41] Voice 9: I'm on my cell phone and the connection's really bad either that you can move ahead without my

[0:13:46] Voice 9: vote yeah

[0:13:48] Trustee Luckham: understood um let's can you do that robert just i i realized we moved second and

[0:13:55] Trustee Luckham: voted on it but just for uh to ensure that uh trustee evans is aware of what we've been doing

[0:14:01] Trustee Luckham: i would

[0:14:02] Voice 9: most likely vote in favor but i've no idea what it is yeah

[0:14:05] Trustee Luckham: it's the job profile as

[0:14:08] Trustee Luckham: presented in the package on page 10 yeah okay

[0:14:11] Voice 9: yes i will vote in favor of that if you can record

[0:14:14] Voice 9: that and add it to the vote thank you perfect

[0:14:17] Trustee Luckham: thank you trustee evans for understanding so

[0:14:21] Trustee Luckham: ca policy performance evaluation um who would like to speak to this as being the last editor of this

[0:14:32] Trustee Luckham: um okay so um then that said is there any discussion on this

[0:14:41] Trustee Patrick: mr

[0:14:42] Trustee Luckham: chair this is the

[0:14:43] Trustee Patrick: first time we've this is the first time we've seen this

[0:14:48] Trustee Luckham: So who would who would like to speak to it then to determine whether or not there's

[0:14:56] Trustee Luckham: more work required here? We could go through this section by section and

[0:15:04] Trustee Luckham: determine what additional work needs to be done here. So who would like to speak to? Oh,

[0:15:08] Trustee Luckham: David Marlin, do you have something to assist us?

[0:15:10] Voice 8: Yeah, so this was provided, I believe, to

[0:15:13] Voice 8: to Laurie originally by Nick.

[0:15:16] Voice 8: So you may want to ask Nick to talk to this.

[0:15:21] Voice 8: And in-camera, you've got some other information

[0:15:24] Voice 8: that you may want to consider before finalizing this.

[0:15:27] Trustee Luckham: Right.

[0:15:28] Voice 8: So I'll just pass it back to the chair

[0:15:29] Voice 8: with that consideration.

[0:15:30] Voice 8: Okay.

[0:15:31] Trustee Luckham: And if everyone feels that there's a necessity

[0:15:33] Trustee Luckham: at this juncture to go to the in-camera,

[0:15:36] Trustee Luckham: certainly that is our next item.

[0:15:38] Trustee Luckham: And we could obviously pull this into that in-camera

[0:15:41] Trustee Luckham: of this in-camera topics to discuss on it however any adoption of it would have to happen in public

[0:15:48] Trustee Luckham: meetings so um nick do you want to address this item 4.2 page 14 of our agenda i'm hoping you've

[0:15:56] Trustee Luckham: seen it there yeah

[0:15:57] Voice 6: yeah i've got both agendas uh thank you for that and yeah good morning everyone

[0:16:02] Voice 6: um so yeah i'm not sure how you want me to address it because i think some of the

[0:16:06] Voice 6: the report pieces and everything are in the in-camera agenda. So like that ties directly

[0:16:12] Voice 6: to what I'm going to talk about with the policy. So I'm not sure if people afforded the policy in

[0:16:16] Voice 6: advance from Laurie, but the policy that you have in the regular meeting agenda is basically

[0:16:22] Voice 6: the full draft policy based on the report and survey responses that are listed in the in-camera

[0:16:30] Voice 6: agenda, if that makes sense. So let me know how you'd like to proceed, but I'm happy to speak

[0:16:35] Voice 6: about it either way right

[0:16:38] Voice 1: so

[0:16:41] Trustee Luckham: i'll just ask we can come back to this when we return from in

[0:16:44] Trustee Luckham: camera is there anything that uh anybody would like to discuss or ask questions about with

[0:16:49] Trustee Luckham: respect to item 4.2 otherwise we'll um perhaps defer it until we return from in camera trustee

[0:16:58] Trustee Luckham: elliott

[0:16:59] Voice 12: yeah so just before you go into camera um could you just list the um sort of key information

[0:17:06] Voice 12: that went into the development of this policy?

[0:17:08] Voice 12: Did you go to external documents

[0:17:10] Voice 12: or other performance evaluation processes?

[0:17:14] Voice 12: Or is this just based on the survey results

[0:17:18] Voice 12: and input from this committee?

[0:17:20] Voice 6: Yeah, good question.

[0:17:21] Voice 6: It's based on a variety of pieces.

[0:17:23] Voice 6: There are external, I mean, there's a pretty general

[0:17:26] Voice 6: kind of performance evaluation policy template

[0:17:28] Voice 6: that exists for various public sector organizations

[0:17:31] Voice 6: and, you know, a variety of organizations.

[0:17:34] Voice 6: So it's based partly on that.

[0:17:35] Voice 6: And then the information that was gathered from the survey responses was incorporated into that essentially.

[0:17:43] Voice 6: And plus the original discussions that we had as a as a group that I took notes from that was incorporated into it as well.

[0:17:50] Voice 6: So it's a little bit of a mix of everything, but it is a draft.

[0:17:53] Voice 6: So, you know, if there's things that need to be tweaked, we can certainly do that.

[0:17:59] Voice 6: But I know that there's several more steps.

[0:18:01] Voice 6: steps. I think you mentioned that this is going to get presented to Trust Council at some point.

[0:18:05] Voice 6: I'm not sure if that's the situation. But yeah, we're just in the initial draft phase. But this

[0:18:11] Voice 6: is basically a kind of fulsome coming together of all of those initial pieces.

[0:18:20] Trustee Luckham: Thank you, Nick.

[0:18:21] Trustee Luckham: And Trustee Evans.

[0:18:32] Voice 9: Hold on. I'm on my cell phone. I'm just about to get on my laptop. So I was just

[0:18:36] Voice 9: going to ask before you go on camera, can you just wait for me to sign back in again on my laptop?

[0:18:40] Voice 9: top oh

[0:18:41] Trustee Luckham: that's great okay that'd be fine so you didn't have an immediate question for nick at

[0:18:46] Trustee Luckham: this time

[0:18:47] Voice 9: no i just wanted to get my my hand okay

[0:18:50] Trustee Luckham: well just let us know when you're ready

[0:18:52] Trustee Luckham: and um i presume uh robert that you uh won't close it until we're ready and that would

[0:19:01] Trustee Luckham: include um ensuring that trustee evans has been able to join us of

[0:19:06] Voice 7: course chair upon your

[0:19:08] Voice 7: direction okay i will stop the live streaming in the recording and lock the webinar perfect

[0:19:14] Trustee Luckham: so uh

[0:19:15] Trustee Luckham: trustees are there any other questions at this time or show we look for a motion to go in camera

[0:19:23] Trustee Luckham: i'm going to take it then that we're looking for others that are going

[0:19:25] Trustee Luckham: on page um two of our agenda package if one of you would like to do that please

[0:19:32] Trustee Luckham: then um we'll go to the in-camera agenda trustee elliott go ahead i

[0:19:41] Voice 12: move that the meeting be closed

[0:19:42] Voice 12: to the public in accordance with the community charter part 4 division 3

[0:19:45] Voice 12: section 91 a regarding personal information about an identifiable

[0:19:50] Voice 12: individual who holds or is being considered for a position as an officer

[0:19:54] Voice 12: employee or agent to the municipality or another position appointed by the

[0:19:58] Voice 12: municipality and 1c labor relations or other employee relations and in

[0:20:03] Voice 12: accordance with the community charter part 4 division 3 section 91 2 if all or

[0:20:09] Voice 12: part of a meeting is closed to the public the council may allow a person other than municipal

[0:20:13] Voice 12: officers and employees to attend that being nick lay of leaders international executive search

[0:20:18] Voice 12: and that the recorder and staff attend the meeting right

[0:20:23] Trustee Luckham: good so move to have a seconder

[0:20:26] Trustee Luckham: trustee getty thank you very much just going to call the vote all those in favor hands down

[0:20:37] Trustee Luckham: Any opposed?

[0:20:40] Trustee Luckham: All right, none opposed.

[0:20:41] Trustee Luckham: So I see Trustee Evans has been able to join us.

[0:20:44] Trustee Luckham: That's great.

[0:20:45] Trustee Luckham: So, Robert, if you can just block the webinar

[0:20:48] Trustee Luckham: and let us know when we're ready to proceed.

[0:20:52] Voice 7: I will do that, Chair.

[0:20:54] Voice 7: I'm going to stop the live streaming

[0:20:56] Voice 7: and I'm just going to start the recording again.

[0:21:01] Voice 1: All right.

[0:21:05] Voice 7: And we are now live streaming and recording, second part.

[0:21:09] Voice 7: Okay.

[0:21:12] Trustee Luckham: Very good. Thank you. And maybe I'll just look for some advice from Director Marler here.

[0:21:18] Trustee Luckham: So welcome everybody back to the CAO Performance Evaluation Select Committee. And we've just

[0:21:26] Trustee Luckham: returned from in-camera. We don't have anything to rise and report on public nature at this point.

[0:21:34] Trustee Luckham: But I do want to ask from process, David Marler, CAO Performance Evaluation Policy Draft that is before us here.

[0:21:47] Trustee Luckham: How can we embrace advancing this here today?

[0:21:53] Trustee Luckham: And then I'll look to trustees for any remarks or comments associated with getting that ready for us.

[0:22:00] Voice 8: Yeah, thank you.

[0:22:01] Voice 8: So what you can do now in the open meeting is review the policy and any edits that you

[0:22:09] Voice 8: would like to make to it, you can do that.

[0:22:11] Voice 8: This is a Trust Council document, so it would be a recommendation to Trust Council to adopt

[0:22:18] Voice 8: this as a new performance evaluation policy for the CAO.

[0:22:23] Voice 8: So if you're comfortable with that, we can advance it to Trust Council past the deadline

[0:22:30] Voice 8: really for March Trust Council, so this would likely go to June

[0:22:33] Voice 8: Trust Council.

[0:22:37] Trustee Luckham: Have we really

[0:22:39] Trustee Luckham: passed? I guess the materials need to be submitted before our next

[0:22:43] Trustee Luckham: Executive Committee meeting.

[0:22:47] Voice 8: Yeah, well, actually

[0:22:48] Voice 8: no, you're right. Sorry, my apologies. Yeah, this needs to go to the next EC

[0:22:52] Voice 8: to get onto Trust Council's agenda. So if you're ready to do

[0:22:56] Voice 8: that, we can advance it through the EC to Trust Council.

[0:22:59] Voice 8: so.

[0:23:00] Trustee Luckham: Okay. That, that sounds much better. That's what I was.

[0:23:03] Voice 8: Yeah. My apologies. Thank you. That's

[0:23:04] Trustee Luckham: fine. Thank you. Um, okay. So, uh, as David suggested, any edits at this point and perhaps

[0:23:12] Trustee Luckham: advancing it to council through executive committee, trustee Patrick and trustee Evans.

[0:23:19] Trustee Patrick: Um, my only concern is, uh, the old policy two, four, one needs to be amended to, um,

[0:23:26] Trustee Patrick: because that's got the current materials in there.

[0:23:30] Trustee Patrick: So there is a companion policy

[0:23:33] Trustee Patrick: if this is going to be a new policy,

[0:23:35] Trustee Patrick: or because what's missing

[0:23:38] Trustee Patrick: and some decisions that need to be made

[0:23:41] Trustee Patrick: is the old policy, is it 241 or 251,

[0:23:44] Trustee Patrick: but the old, I think it's the executive committee policy,

[0:23:52] Trustee Patrick: the committee, how it's struck, who's on it,

[0:23:54] Trustee Patrick: All of all of that is was in the old policy. So and we've changed it a little bit.

[0:24:02] Trustee Patrick: So I think that needs to be considered. How do we how do we rectify that?

[0:24:11] Trustee Patrick: I think generally, I mean, at first I felt the first six months and I think there could be some clarity there to make it that the first six months really only applies after the, you know, the hiring of a new CEO.

[0:24:24] Trustee Patrick: This isn't a, the six months is a one-time kind of thing at the beginning of a CAO's term, whatever, employment term.

[0:24:37] Trustee Patrick: So I think that just needs to be clear so that's not misunderstood.

[0:24:42] Trustee Patrick: You know, I do find it a little bit relevant to today's situation, but that's okay.

[0:24:46] Trustee Patrick: Kay, you do have the policy further down on improvement, review, and amendments.

[0:24:58] Trustee Patrick: So it is there. I'll stop there.

[0:25:06] Trustee Luckham: Right. And thank you, Trustee Patrick,

[0:25:09] Trustee Luckham: for coming back around to what I was concerned about is the relationship between other existing

[0:25:14] Trustee Luckham: existing policy which we're not discussing here today so perhaps David Marler can you uh reflect

[0:25:21] Trustee Luckham: on that for us to understand how we can facilitate that direction obviously through executive

[0:25:28] Trustee Luckham: committee and through Council yeah

[0:25:30] Voice 8: yeah that's a good point so I don't have the time today or

[0:25:35] Voice 8: tomorrow to really do a lot of work around writing and looking at other policies and seeing how it

[0:25:41] Voice 8: fits in and we don't really have that direction i don't think so what you could do is forward this

[0:25:48] Voice 8: to trust council with an rfd which i can certainly write that would recommend that if council agrees

[0:25:56] Voice 8: that this is the kind of thing it would like to see for its sale that staff come back with

[0:26:03] Voice 8: all the relevant policy amendments including this new policy which would have its own number

[0:26:08] Voice 8: and amendments to the executive committee policy as well

[0:26:12] Voice 8: and any other policies that relate to the hiring of the CAO.

[0:26:16] Voice 8: And then we can do it.

[0:26:18] Voice 8: That will give us the time and I can work with the CAO

[0:26:21] Voice 8: to identify those policies, make sure we get it right

[0:26:26] Voice 8: and then bring back a package to council

[0:26:28] Voice 8: that will have this policy to be adopted

[0:26:32] Voice 8: and then amendments to the other policy.

[0:26:35] Voice 8: It could just be one, but there might be others

[0:26:37] Voice 8: that council can consider altogether. I feel trying to do that in time for March Trust Council

[0:26:44] Voice 8: would be a real rush and probably get it wrong. So this will give council an opportunity to reflect

[0:26:51] Voice 8: on what you've done here and then provide direction to staff to come back. That's one option.

[0:26:57] Voice 8: The other is if you don't want council to reflect on this, you'd rather just take them to full

[0:27:03] Voice 8: whole package, then you could do that by asking us to do this for June. And I could do the whole

[0:27:10] Voice 8: package for you, like a draft RFD, draft up the amendments to the other policies. And

[0:27:18] Voice 8: this one's pretty well done, quite honestly. So there's really two ways to go. But I don't think

[0:27:25] Voice 8: I wouldn't be able to get something for adoption holistically at the March Trust Council,

[0:27:32] Voice 8: just because we've got really today and tomorrow and tomorrow is the fpc so there's not a lot of

[0:27:38] Voice 8: time thanks

[0:27:40] Trustee Luckham: right so it sounds to me and i'll come to trustees sounds to me like your first

[0:27:46] Trustee Luckham: option is the more viable to get this advanced to council get that approval and then set the

[0:27:52] Trustee Luckham: stage for uh you to do the work for june as um yeah

[0:27:59] Voice 8: and um i can certainly write an rfd to cover

[0:28:02] Voice 8: of this with that explanation to this trust council and just say you know maybe a resolution

[0:28:08] Voice 8: of council asking staff I'm sorry asking the CAO PEP committee to develop you know the full package

[0:28:17] Voice 8: and then we'll bring it back to June trust council and then we can work with you to do that.

[0:28:22] Trustee Luckham: Okay so let's go to trustees and see what their thoughts are. So Evans, Elliot, Getty and Patrick.

[0:28:30] Trustee Luckham: um

[0:28:31] Voice 9: yeah i would be in favor of taking this uh document to this trust council and either having

[0:28:37] Voice 9: this um adopted um and then bringing back everything else that's affected and making

[0:28:44] Voice 9: all of those changes at june but getting this policy into place as quickly as possible and

[0:28:50] Voice 9: then doing the cleanup afterwards um because it sounds like getting getting everything ready for

[0:28:56] Voice 9: for this one is too soon. And then I'm going to go into my comments. Is that okay? Or do you want

[0:29:01] Voice 9: to first go through everybody and see how they feel about this?

[0:29:04] Trustee Luckham: Well, let's get a feel for the

[0:29:06] Trustee Luckham: expectation of a process here. And so thank you for that. And then I'll then just keep your hand

[0:29:11] Trustee Luckham: up and come back to you. Trustee Elliott? Mute.

[0:29:23] Voice 12: That sounds great to me. I have other comments

[0:29:25] Voice 12: about timing. So I'll stay in the queue. Thanks.

[0:29:27] Trustee Luckham: Okay, great. And Trustee Getty?

[0:29:32] Voice 11: Yeah, my comments

[0:29:33] Voice 11: we're on the content and the process sounds fine so

[0:29:36] Trustee Luckham: trustee patrick i'm

[0:29:39] Trustee Patrick: not sure because i think

[0:29:40] Trustee Patrick: we're going to talk about uh adding a schedule a table that has some timing in there that makes

[0:29:45] Trustee Patrick: it a bit cleaner and so once we start making edits i think uh putting david in a position

[0:29:49] Trustee Patrick: to have a nice clean copy ready to go to trust console that won't won't be ready

[0:29:54] Trustee Patrick: i would lean toward let's pull the package fully together um i think

[0:30:00] Trustee Patrick: informing them and updating them robustly as to where we are in the

[0:30:04] Trustee Patrick: process. But I would say, let's bring a whole package together.

[0:30:10] Trustee Patrick: Cause I think we generally have policy.

[0:30:13] Trustee Patrick: We have direction to fix the policy from trust council.

[0:30:19] Trustee Patrick: So we should bring them a complete package.

[0:30:21] Trustee Luckham: I see. Okay. So that that's a good variation. You're suggesting

[0:30:29] Trustee Luckham: advising counsel that this is in the works.

[0:30:32] Trustee Luckham: Can I presume that you're also saying

[0:30:34] Trustee Luckham: that they would see this early version of it

[0:30:40] Trustee Luckham: and then bring the entire package back in June?

[0:30:43] Trustee Luckham: That's certainly a reasonable idea.

[0:30:45] Trustee Luckham: I

[0:30:45] Trustee Patrick: would say let's wait and see

[0:30:46] Trustee Patrick: what the conversations are for edits.

[0:30:48] Trustee Patrick: And if they start getting more substantial,

[0:30:50] Trustee Patrick: then perhaps not.

[0:30:51] Trustee Patrick: I'd rather let them,

[0:30:52] Trustee Patrick: I don't want to have an accident

[0:30:53] Trustee Patrick: or a messy copy end up before them

[0:30:55] Trustee Patrick: that we create more conversation than value

[0:30:58] Trustee Luckham: exactly my thoughts thank you so let's go around

[0:31:02] Trustee Luckham: then uh trustee evans evans elliot and getty um

[0:31:07] Voice 9: so my first comment is based on a comment made by

[0:31:11] Voice 9: somebody else earlier um with regards to the six month review and the annual performance review i

[0:31:18] Voice 9: think um perhaps we just put the word in so at 1.1 if you put the word initial at the very beginning

[0:31:24] Voice 9: so it reads initial six-month review and evaluation and then we'll get down to 1.2

[0:31:30] Voice 9: we can say recurring annual performance review because then it's really clear what is intended

[0:31:36] Voice 9: on those two elements. Is somebody

[0:31:39] Trustee Luckham: going to keep track of these things as we drive into the details

[0:31:44] Trustee Luckham: here okay continue on. I'm not sure

[0:31:49] Trustee Luckham: who you're looking at. Well I just want to make sure that

[0:31:52] Trustee Luckham: we're tracking this um so do

[0:31:59] Voice 9: you want to wait until we have somebody who confirms that they're

[0:32:02] Voice 9: that they're

[0:32:03] Trustee Luckham: david or robert sorry about

[0:32:10] Voice 8: that um robert will be taking a minute so he'll be

[0:32:14] Voice 8: capturing uh you know the changes but any specific changes i think you need to be very clear by

[0:32:21] Voice 8: resolution what you're asking us to do okay

[0:32:24] Trustee Luckham: well let's have a conversation and then try and

[0:32:27] Trustee Luckham: tighten it into a motion to for direction so that it is as david said clear so you want to continue

[0:32:35] Trustee Luckham: there then trustee evans

[0:32:36] Voice 9: absolutely um the other the other topic that i wanted to discuss in an uh

[0:32:42] Voice 9: in the open meeting was regarding the timing of the reviews and when they occur um i would like

[0:32:50] Voice 9: like to see something in here that does at least give guidelines as to when in the year it needs

[0:32:57] Voice 9: to initiate and be completed by um we did have a conversation on um like in in the corporate world

[0:33:08] Voice 9: these often uh with the 360s starting around the november period for um internal for your

[0:33:15] Voice 9: self-assessments um getting over for um the external inputs into it in the beginning of the

[0:33:21] Voice 9: the year and then management by March for the review in that period my question is if we were

[0:33:28] Voice 9: to put something like that in what because I mean in the corporate world we would have the fiscal

[0:33:32] Voice 9: year end and March as well like April 1st period my question is with regards to the PSA

[0:33:44] Voice 9: raises when do we need to have these annual reviews completed by in order for them to qualify

[0:33:50] Voice 9: of five for annual raises does that need to happen in advance of march or does that happen

[0:33:55] Voice 9: after march um that's and i'm not too sure if somebody can answer that because that would affect

[0:34:01] Voice 9: the the guidelines that we put in to make sure that we have um the guidelines in here that align

[0:34:09] Voice 9: with that question and and also so that when any when when if i can spit this out when we uh when

[0:34:18] Voice 9: when we get re-elected and there's a new trust council in here and a new

[0:34:21] Voice 9: executive team that they can see how long this actually takes and when to

[0:34:25] Voice 9: bring in an external consultant,

[0:34:26] Voice 9: I think it'd be good and useful to have those guidelines in place.

[0:34:33] Trustee Luckham: Ruben.

[0:34:37] Voice 5: Yeah. Thank you, chair.

[0:34:39] Voice 5: PSA's current guidelines for excluded staff and executive compensation.

[0:34:43] Voice 5: Typically those, any salary adjustments are effective July 1st.

[0:34:48] Voice 5: and typically those actions those decisions are made after that date and

[0:34:54] Voice 5: then applied retroactively so it's usually into September October before

[0:34:58] Voice 5: they're actually making decisions and they usually won't have guidance on what

[0:35:03] Voice 5: the guardrails are for that until at least shortly before July 1st so there's

[0:35:09] Voice 5: that's the the typical cycle unlike included staff which tend to follow more

[0:35:14] Voice 5: of a fiscal year line okay

[0:35:19] Trustee Luckham: uh toby elliott thank

[0:35:25] Voice 12: you um so two points and and i'm i don't know if

[0:35:29] Voice 12: i'm missing something but um thanks to trustee patrick for passing on that document really

[0:35:36] Voice 12: quickly from oh where is this anyway it's another corporate policy um and you hold the table that i

[0:35:47] Voice 12: think we should use a review timeline table but the the first part that I

[0:35:52] Voice 12: think is missing is a personal development goals discussion to

[0:35:59] Voice 12: establish those key performance objectives so when I look at sections

[0:36:07] Voice 12: alright just flipping between here 1.2 annual performance review we have you

[0:36:14] Voice 12: You know, we have an evaluation of CAO's long-term performance, progress on strategic goals, and contribution to organizational growth.

[0:36:21] Voice 12: There doesn't seem to be an area where the CAO can develop their own personal goals, you know, aligned with council, of course, and that's also feeding into the evaluation.

[0:36:38] Voice 12: evaluation. So I just wondered if we can hear from Nick. Is this something else that I'm

[0:36:43] Voice 12: adding in that's not appropriate? And then maybe Trustee Patrick, you wanted to talk

[0:36:50] Voice 12: about the table. The detailed annual performance review schedule I think should be a separate

[0:36:56] Voice 12: table that is reviewed annually by Council as part of the work plan and Council determines

[0:37:03] Voice 12: when the schedule of events happens so that it's separate from the policy the

[0:37:09] Voice 12: policy can stay as is state the deliverables that need to happen but the

[0:37:15] Voice 12: table of when everything happens could be an attachment that's reviewed as part

[0:37:19] Voice 12: of the of councils annual work plan thanks

[0:37:25] Voice 6: trustee Ellie yeah I'll just I'll

[0:37:27] Voice 6: just contribute here on that point yeah I think it's okay to add something along

[0:37:31] Voice 6: the lines of you know as in that the the bullet point we have on 1.2 uh if you'd like to add in

[0:37:37] Voice 6: something uh that includes you know the the kind of personal development goals of the cao i think

[0:37:43] Voice 6: it's fine to include that um along with the you know strategic goals organizational growth and

[0:37:49] Voice 6: long-term performance because all of those pieces are what the cao is contributing to the organization

[0:37:53] Voice 6: and whether that is in line with the with the organizational needs uh so i think it's fine to

[0:37:59] Voice 6: include an additional piece there about uh you know personal development um and then i agree

[0:38:04] Voice 6: that the with regards to the if you're going to include a guide timeline uh it would probably be

[0:38:10] Voice 6: a good idea to have that tape if you want it to be customizable each year to have it as a

[0:38:15] Voice 6: an appendices as you said i think that would work a little bit better rather than it being embedded

[0:38:21] Voice 6: in the policy because then that would require likely vote changes and things like that to

[0:38:25] Voice 6: actually change it every year so it's i think that would be that would be worthwhile including

[0:38:30] Voice 6: as a separate piece and tied directly to the policy yeah

[0:38:36] Trustee Luckham: and maybe before i move on i just

[0:38:38] Trustee Luckham: want to chime in on the personal development piece because that has been a part of the framework

[0:38:44] Trustee Luckham: in the past um and and so whether that's uh financial or time that needs to be acknowledged

[0:38:52] Trustee Luckham: As part of that personal development process, we need to be sure that it actually happens. And that's, again, something that is dependent upon the incumbent to ensure that that happens. But we need to just recognize in that person's workload, there is a necessity to achieve those goals as well that are ultimately for the benefit of the organization.

[0:39:16] Trustee Luckham: say that out loud trustee getty patrick and evans and perhaps the cao might actually have

[0:39:25] Trustee Luckham: some remark associated with that personal development element in

[0:39:31] Voice 11: 1.1.3b and 1.2.2b

[0:39:36] Voice 11: and then in item number three methods of evaluation there's mention of employing an

[0:39:44] Voice 11: external consultant and we haven't had a business case this hasn't been discussed

[0:39:50] Voice 11: as part of this budget process that we're going through so that that's I'm

[0:39:55] Voice 11: not sure that we can hustle that in but I think that I'm not sure that we

[0:40:03] Voice 11: necessarily have decided that this is something that I mean this would be best

[0:40:09] Voice 11: practice but I'm not sure that we've decided that this is something that

[0:40:12] Voice 11: that we're going to be able to do.

[0:40:13] Voice 11: So for this document, I would suggest

[0:40:16] Voice 11: those three mentions of an external consultant

[0:40:18] Voice 11: somehow be qualified with subject to budget

[0:40:22] Voice 11: or a recommendation of this committee

[0:40:25] Voice 11: or some way of qualifying that.

[0:40:30] Voice 11: This is setting it up that this is the policy

[0:40:34] Voice 11: that we want to institute.

[0:40:35] Voice 11: And I don't think we've had that bigger discussion

[0:40:37] Voice 11: in terms of the costs involved.

[0:40:40] Voice 6: Yeah, just to again, quickly contribute.

[0:40:42] Voice 6: I would agree with that. I think that was raised earlier as well. And yeah, I think it's fine to

[0:40:46] Voice 6: qualify that with, you know, this process will be conducted by in-house and or external consultant

[0:40:53] Voice 6: if required or, you know, pending on budgets, that sort of thing. I think it's fine to include

[0:40:57] Voice 6: that language and that would give you a lot more flexibility.

[0:41:00] Voice 11: The other points that I've got are

[0:41:02] Voice 11: really pedantic and grammatical in terms of just the setting up of complete sentences after a

[0:41:12] Voice 11: colon but i can let you know about all of that pedantic kind of stuff if you want hopefully

[0:41:23] Trustee Luckham: that gets picked up in an edit somewhere clean up dusty patrick evans yeah

[0:41:32] Trustee Patrick: um again i think there

[0:41:38] Trustee Patrick: there needs to be you know the committee that is referenced here because it says including the

[0:41:42] Trustee Patrick: chair vice chair singular and representative from trust council so again i'm concerned as to how the

[0:41:48] Trustee Patrick: committee is created and that does that belong in here as to what strikes the committee how it's

[0:41:54] Trustee Patrick: created who sits on it i think that needs to have some clarity um i absolutely agree with the

[0:42:01] Trustee Patrick: personal goals being in there and um i don't know if that's under areas for review or where that

[0:42:07] Trustee Patrick: belongs but that needs to be built built into the process uh the table i did send nick as well the

[0:42:14] Trustee Patrick: The table from Pitt Meadows is the example that I had found before, a simple deliverable who's the lead and the due date for it.

[0:42:26] Trustee Patrick: I think that's pretty critical.

[0:42:28] Trustee Patrick: I think the question regarding consultant, I think, is a good one to have with Ruben.

[0:42:33] Trustee Patrick: We are a small organization.

[0:42:35] Trustee Patrick: I think when we were looking at this policy initially of kind of leaning toward using an independent party that we either retained for a four-year term or something so that they were kind of part of the team is to make sure we have that, it happens, that it does happen every year.

[0:42:52] Trustee Patrick: so whether it is our resource who if it's human resources or it's an external party that there's

[0:42:57] Trustee Patrick: that trigger it just it just happens it doesn't wait for the chair of trust council to say hey

[0:43:03] Trustee Patrick: maybe we should get around to this just shows up on an agenda through schedule um and gets kicked

[0:43:09] Trustee Patrick: off is what i i think i'm looking for so it's that certainty of how how we do that and if it is the

[0:43:15] Trustee Patrick: if it is our internal human resources we should build that right in that are they the trigger

[0:43:19] Trustee Patrick: and if it is going to be an external there's again other deadlines that have

[0:43:24] Trustee Patrick: to be decided as to when that can occur how that occurs or you just build it in

[0:43:32] Trustee Luckham: Thank You trustee Patrick trustee Adams

[0:43:35] Voice 9: I'm wondering if we should start

[0:43:39] Voice 9: drafting and working collaboratively on what the motion is going to look like so

[0:43:44] Voice 9: you can get some of these edits onto paper as we're walking our way through

[0:43:48] Voice 9: them we're not moving it or doing anything like that but if we can just

[0:43:51] Voice 9: start collecting them and having it on the screen as well that'd be great um and if if if you're okay

[0:43:57] Voice 9: with that i can start off with a couple and i've got a couple of comments as well sure so let's

[0:44:02] Trustee Luckham: frame it in a in a motion so that it looks like one but you start us off and then we'll uh develop

[0:44:08] Trustee Luckham: it thank you

[0:44:09] Voice 9: um okay so the framing of the motion would read as i move that the um and i

[0:44:20] Voice 9: I can't remember which group we are right now,

[0:44:23] Voice 9: the CAO PEP or the CAO HC, whichever group we are.

[0:44:28] Trustee Luckham: Select committee.

[0:44:33] Voice 9: Direct staff to edit the, what are we called here?

[0:44:41] Voice 9: The CAO performance evaluation policy as follows.

[0:44:48] Trustee Luckham: Yeah.

[0:44:49] Trustee Luckham: Amend is a good word to have.

[0:44:51] Trustee Luckham: Amend.

[0:44:51] Voice 9: Perfect.

[0:44:52] Voice 9: Thank you.

[0:44:53] Voice 9: and then I my first my first um my first edits were us in section 1.1

[0:45:05] Voice 9: add the word initial to the beginning of the title second amendment is one section 1.2

[0:45:30] Voice 9: add the word recurring to the beginning of the title that's it for for for my suggested edits

[0:45:50] Voice 9: it's this far but i do have a couple of comments um my question is sort of like this year we're

[0:45:59] Voice 9: working with leaders and leaders has sort of been working with us on the onboarding and as we're

[0:46:05] Voice 9: working our way through these um these reviews so i think this year leaders has sort of been our

[0:46:13] Voice 9: external consultant helping us with this but we i think we've had conversations in the past about

[0:46:18] Voice 9: making sure that this budget item is added in for future external consultants. So I like seeing the

[0:46:27] Voice 9: word external consultant in there. My other question, and this sort of applies to the

[0:46:37] Voice 9: process in section 1.1 and process section in 1.2. I think, let me just look up. So where it

[0:46:47] Voice 9: it says self-assessment um if we could sort of add into i think first of all is this a 360 process

[0:46:56] Voice 9: because if it is can we call have the title as 360 process because the 360 process includes

[0:47:03] Voice 9: or everything that is below it and i think we're sort of gearing towards using the industry standard

[0:47:10] Voice 9: standard of 360 as as a as a full process and and then in the paragraph a where it says self

[0:47:19] Voice 9: self-assessment we could add in um the cao completes um a self-assessment uh and goal

[0:47:28] Voice 9: development so that we can have both of those in there i'm not entirely sure on the wording of that

[0:47:34] Voice 9: that yet so that's why i'm not suggesting any wording um in in the in the list but

[0:47:42] Voice 9: kind of just throwing it out there for conversation really so

[0:47:46] Trustee Luckham: i'll just maybe add here

[0:47:48] Trustee Luckham: there has been some consideration about whether a 360 every year might be a lot but whether or not

[0:47:57] Trustee Luckham: it needs to be once a term or twice a term or whatever the the committee feels is the necessary

[0:48:06] Trustee Luckham: necessary frequency. So is there, Trustee Evans, if you want to say more, that'd be great. But

[0:48:17] Trustee Luckham: otherwise, let's see what the other additional elements are that we need to add into this motion

[0:48:23] Trustee Luckham: and finesse it as we go along. So trust, if I'll provide, Trustee Evans, do you want to add more

[0:48:30] Trustee Luckham: or shall I go to Trustee Patrick?

[0:48:32] Voice 9: I was going to say, with regards to having 360 annually,

[0:48:35] Voice 9: annually, that is industry standard. And I think personally, doing the 360 every year is important.

[0:48:43] Voice 9: The 360 does not mean that you include the same reviewers on the individual every year.

[0:48:48] Voice 9: So you only have about four or five people that provide input into the 360. So having it every

[0:48:55] Voice 9: year, by the end of the term, you would have had all trustees provide some input. I think that's

[0:49:02] Voice 9: important okay

[0:49:04] Trustee Luckham: so that needs to be understood but yeah so trustee patrick um

[0:49:10] Trustee Patrick: i concur i think

[0:49:11] Trustee Patrick: we could either build into you know a 360 is just uh you meant i'm looking in and out in what

[0:49:19] Trustee Patrick: direction um i think that's a part of the process is to determine kind of the how far out you go do

[0:49:26] Trustee Patrick: we go all the way up to ministry you know minister of municipal affairs staff and how they're

[0:49:30] Trustee Patrick: the CAO is interacting or are we staying just inside the inside family as do it's just trust

[0:49:36] Trustee Patrick: counsel or you know so I think there is I think it's okay to leave it a bit but have a process

[0:49:43] Trustee Patrick: in which you build that every year that you know but it's the key important thing is is that we

[0:49:47] Trustee Patrick: always go down to staff you know and it's how far you go down through the staff and feed that

[0:49:54] Trustee Patrick: that feedback. So I think it is and every year we should be not just doing an internal. I think

[0:50:03] Trustee Patrick: for your motion there, we do want to add an appendix, I guess. That is a table, what do we

[0:50:11] Trustee Patrick: call it, a schedule for the annual performance review schedule. That's the right word. And

[0:50:28] Trustee Patrick: And I would look to either Ruben or who else, how we fit in the personal development goals.

[0:50:43] Trustee Patrick: Does that go under process?

[0:50:47] Trustee Patrick: Because the one piece that I'm not really clearly seeing out of the process is there's sort of a where we are, a self-assessment, a feedback, but how there's the goals for the next term are created.

[0:51:01] Trustee Patrick: And I think that's where, oh, there, there, review and establish new goals, evaluation meeting. So either under the self-assessment, it's performance and progress and personal development, or I don't know, I'd look to maybe Ruben would have, I see his hands up. He'll have some great ideas of where we can put that.

[0:51:22] Trustee Luckham: Over to you, sir.

[0:51:23] Trustee Luckham: Thank

[0:51:24] Voice 5: you. Yeah, I'm less worried about the personal development goals. I think that's valuable to have in. But I think the key piece there is around the goals for the subsequent year, not unlike the conversation we've had around the goals for three and six months.

[0:51:43] Voice 5: And I think the personal development goals could be included into that process. One mechanism to consider, and I don't think it necessarily needs to be captured in the policy, but is to do that through an accountability letter, which kind of sets out high level strategic priorities for the organization.

[0:51:58] Voice 5: organization key areas then that trust council would like the CAO to focus on for the year and

[0:52:04] Voice 5: that's where you set out those organizational goals and then a couple of personal development

[0:52:09] Voice 5: goals can be identified in that and if that's developed in a collaborative process between

[0:52:14] Voice 5: the committee and the CAO it's easy enough to document it in that fashion well I've got the

[0:52:22] Voice 5: floor just on the issue of using an external consultant I think the conversation around that

[0:52:29] Voice 5: That really is that there's value in having a third party manage that process, in part because we're a small organization.

[0:52:37] Voice 5: And so I think, and also because the director of financial and employee services is a direct report to the CAO.

[0:52:44] Voice 5: And so if we were to put that burden on that individual, that puts them potentially in a difficult situation.

[0:52:49] Voice 5: situation. I do think that that director position can manage the timing and as was referred to

[0:52:56] Voice 5: triggering the process for this committee and executive committee to say you know here's the

[0:53:02] Voice 5: timing and you have this is coming up and making sure that the process unfolds but I think engaging

[0:53:07] Voice 5: a third party whether it's a consultant or you may be able to lean on the public service agency

[0:53:11] Voice 5: exec support services to provide some assistance in facilitating that process too that might be

[0:53:16] Voice 5: another avenue but i think having an external third party um would be valuable for that thanks

[0:53:26] Trustee Luckham: okay anything to add to the motion here so not seeing any hands can we take it that that's

[0:53:44] Trustee Luckham: what we want to do trustee fast and then trustee patrick um

[0:53:49] Trustee Fast: i like the idea of the accountability

[0:53:51] Trustee Fast: letter uh in the uh then then it's clear to everybody so what the goals are and i wonder

[0:54:00] Trustee Fast: if that could be in 1.2.2 process in e down below because there it mentions uh in the end of the

[0:54:10] Trustee Fast: first sentence agreed upon objectives for the following year and it could say as expressed in

[0:54:17] Trustee Fast: an accountability letter might be simple i just put that out there for um an idea thank you

[0:54:29] Trustee Luckham: what I

[0:54:34] Trustee Patrick: don't think is explicit enough yet in this policy is the relationship with trust council

[0:54:38] Trustee Patrick: in this case they're checked into but for establishing the goals for the next year I

[0:54:47] Trustee Patrick: think they do play a bigger part in the annual performance review so it's it's not even really

[0:54:56] Trustee Patrick: really crystal clear in the reporting out piece as to who you're reporting to. But I think we

[0:55:03] Trustee Patrick: need to really be crystal clear as to how Trust Council plays a role in this process. And are they

[0:55:11] Trustee Patrick: an approval role? Are they not? Or, you know, what is that? I think it's hard to see it in this right

[0:55:18] Trustee Patrick: now the

[0:55:24] Trustee Luckham: Evans Elliott I'm

[0:55:29] Voice 9: going to say to address um what trustee Patrick just raised um I'm going

[0:55:36] Voice 9: to say if we can add to the motion in section 1.2.2 section e right

[0:55:52] Voice 8: section e

[0:55:53] Voice 9: as an echo

[0:55:54] Voice 8: Bravo. Echo.

[0:55:56] Voice 8: Oh, E. Thank you.

[0:56:00] Voice 9: At the end of the paragraph, add the words and endorsed by

[0:56:09] Voice 9: Trust Council. I think that would address that issue because then that would read a report and

[0:56:19] Voice 9: documentation. A written report summarizes the evaluation, key findings and agreed upon

[0:56:24] Voice 9: objectives for the following year. It is agreed upon and signed by the chair, vice chair and CAO

[0:56:30] Voice 9: and endorsed by trust council i think that that would then close close the loop um i would

[0:56:38] Voice 9: also like to add the words um to section 1.1.3 and 1.2.2 add the word 360 at the beginning of

[0:57:03] Voice 9: the title. 360. Yeah.

[0:57:13] Voice 9: And I would also like to ask if anyone has any issues with any of

[0:57:17] Voice 9: the things being added in, let's raise them so we can move them to a second motion. So

[0:57:23] Voice 9: we can get get a clean motion to move later. Thanks.

[0:57:33] Trustee Luckham: Trustee Elliot.

[0:57:38] Voice 12: Thank you. Well, Trustee Evans took one thing off my plate. That was exactly

[0:57:42] Voice 12: what i was going to suggest so thanks um so i think we could amplify the purpose a little bit

[0:57:49] Voice 12: and maybe the key performance objectives so back up to 1.2 and personal development goals

[0:57:59] Voice 12: could be added there so the annual review evaluates the caos long-term performance

[0:58:05] Voice 12: performance, establishes key performance objectives. Like I prefer key performance

[0:58:17] Voice 12: objectives rather than long-term performance. If this is done, I don't know. So that's a

[0:58:25] Voice 12: suggestion. Establish key performance objectives, progress on strategic goals,

[0:58:31] Voice 12: contributions to organizational growth, and supporting personal development goals.

[0:58:39] Voice 12: Goals? I just think that's the only place that it can go. The word goals appears here and there,

[0:58:46] Voice 12: and it's not clear exactly. Are these council's goals? Are these the goals and the objectives

[0:58:54] Voice 12: of the committee to evaluate performance? The word goals is kind of ambiguous, so I'm not sure

[0:59:00] Voice 12: how it's tied in, but maybe it could be added into the performance review or the purpose.

[0:59:06] Trustee Luckham: So do you have specific wording that you want to add here?

[0:59:11] Trustee Luckham: Because it's not clear to me whether you were citing what was in the document.

[0:59:15] Trustee Luckham: It's

[0:59:15] Voice 12: not clear to me either.

[0:59:16] Voice 12: I am citing at 1.2 in that purpose section.

[0:59:23] Voice 12: The purpose, does it relate to the CAO's long-term performance

[0:59:27] Voice 12: or is it relating to key performance objectives?

[0:59:31] Trustee Luckham: Okay, so that's a question for the committee.

[0:59:34] Voice 12: Yeah.

[0:59:35] Trustee Luckham: All right, so let's kick that around.

[0:59:39] Trustee Luckham: Trustee Evans?

[0:59:40] Voice 9: I like key performance objectives

[0:59:42] Voice 9: because that is the purpose of an annual review.

[0:59:47] Voice 9: The long-term performance is for the entire term

[0:59:50] Voice 9: or his entire career.

[0:59:52] Voice 9: Those are two different things.

[0:59:54] Voice 9: So I would say the annual review evaluates the CAOs.

[1:00:00] Voice 9: key performance objectives as um as outlined in the um but yeah because i mean that they those

[1:00:13] Voice 9: those things will be amended every year they will be set up every year so uh or it could say the

[1:00:19] Voice 9: review evaluates the ceo's annual key performance objectives rather than the annual review evaluates

[1:00:29] Voice 9: the ceos i'd move the word with annual as well so it then read the review evaluates the ceo's

[1:00:35] Voice 9: annual key performance objectives you

[1:00:40] Voice 8: want me to add something is it 1.2 there

[1:00:43] Voice 8: yeah so what's the wording here section 1.2 uh so you want to say after the words

[1:00:51] Voice 8: whatever it is add the word or insert the words i

[1:00:55] Voice 9: would move the word annual remove

[1:01:01] Trustee Luckham: move note

[1:01:02] Voice 9: move oh

[1:01:03] Trustee Luckham: okay the

[1:01:04] Voice 9: word annual after the word caos so

[1:01:13] Voice 8: is that where it's being moved to

[1:01:15] Voice 8: yep is

[1:01:22] Voice 8: that correct possessive yeah

[1:01:23] Voice 8: okay then

[1:01:26] Voice 9: um replace the word long term with the word

[1:01:44] Voice 9: key i'm

[1:01:47] Voice 8: sorry with

[1:01:48] Voice 9: the word key i

[1:01:53] Voice 8: didn't get the word key

[1:01:55] Voice 9: k-e-y oh

[1:01:58] Voice 8: key okay thank you

[1:01:59] Voice 8: and

[1:02:00] Voice 9: add the word objectives after performance maybe

[1:02:19] Trustee Fast: say that it's after the first bullet point

[1:02:22] Trustee Fast: because there's a bunch of sections in 1.2 no

[1:02:26] Voice 9: this is 1.2 this is not 1.2.1 this is 1.2

[1:02:29] Voice 9: there's only one bullet there thank you and

[1:02:36] Trustee Luckham: I just want to say that Nick as a

[1:02:38] Trustee Luckham: kind of a content expert I would suggest there's anything that you can see in

[1:02:44] Trustee Luckham: terms of choices of words that would be an industrial kind of a standard that

[1:02:52] Trustee Luckham: would be helpful but anyway let's yeah

[1:02:55] Voice 6: no I think I think the words all of

[1:02:57] Voice 6: these pieces so far look good okay

[1:02:59] Trustee Luckham: great thank you so i see your hand is now down trustee evans

[1:03:04] Trustee Luckham: i'll go to trustee patrick fast and elliot oh

[1:03:08] Trustee Patrick: i think we need to linger in this purpose statement

[1:03:10] Trustee Patrick: a little bit more um so are we evaluating the ceo on his progress on meeting the strategic goals

[1:03:21] Trustee Patrick: i think the key performance objectives and so forth that we're referring to are informed by

[1:03:28] Trustee Patrick: by the strategic plan and other elements.

[1:03:32] Trustee Patrick: And it's the accountability of those specific goals,

[1:03:38] Trustee Patrick: you know, because the organization meeting

[1:03:40] Trustee Patrick: its strategic objectives is a team effort.

[1:03:43] Trustee Patrick: And so I think it's informed by the strategic plans

[1:03:47] Trustee Patrick: is what the key performance indicators

[1:03:50] Trustee Patrick: or objectives should be coming from.

[1:03:53] Trustee Patrick: And then the other piece here, it says,

[1:03:55] Trustee Patrick: contribution to organizational growth.

[1:03:57] Trustee Patrick: And I think, again, I'm going to turn to Ruben, because there must be another word there that growth is, it's, is it health? Is it, it's more about the health of the organization, not a growing organization. So I think there needs to be a better word there. And I'd be, I'm calling, calling a friend.

[1:04:14] Voice 5: Thank you. I would say I may be organizational performance is, you know, a fairly all encompassing term, but you're right, doesn't necessarily imply growth, because that may not always be the outcome we're looking for. Thanks.

[1:04:27] Voice 5: So

[1:04:38] Trustee Luckham: we will need some edits, obviously, on that.

[1:04:42] Trustee Luckham: Trustee Elliott, go ahead.

[1:04:46] Voice 12: Yeah, I agree with Trustee Patrick.

[1:04:48] Voice 12: This purpose statement is confusing.

[1:04:51] Voice 12: Progress on strategic goals.

[1:04:54] Voice 12: So where can we align that with the group effort that will be?

[1:05:00] Voice 12: Oh, Christina Evans has a, and I would like to see,

[1:05:03] Voice 12: and supporting the CAO's personal development goals added to this.

[1:05:10] Voice 12: um it's an opportunity it's not something that has to be done but it's in this it's it's within

[1:05:16] Voice 12: everything there but it isn't articulated and i think it's part of the purpose to support the

[1:05:20] Voice 12: development of a good ceo thanks trustee

[1:05:30] Trustee Luckham: evans okay

[1:05:32] Voice 9: so i've heard your comments and i think i

[1:05:34] Voice 9: might have the solution so i'm going to read i'm just going to read it out to see how this lands

[1:05:39] Voice 9: So the review evaluates the CAO's annual key performance objectives based on progress of strategic goals and personal development goals and contribution to organizational growth.

[1:05:57] Voice 9: How does that sound?

[1:06:01] Voice 9: Organizational performance.

[1:06:03] Voice 9: Performance.

[1:06:03] Voice 9: okay so if we're okay with that i will um make a second thing because otherwise at number four

[1:06:14] Voice 9: it's just going to get really really long so if we can do it after number four um so in section

[1:06:20] Voice 9: 1.2 add the words based on um after objectives well okay no no no i'm gonna say um

[1:06:42] Voice 9: I'm going to say other words based on before the word progress.

[1:06:46] Voice 9: Is

[1:06:55] Voice 8: that progressed or progress?

[1:06:58] Voice 9: Progress on strategic goal.

[1:07:00] Voice 9: Is that correct?

[1:07:07] Voice 9: Yeah. Then add the words,

[1:07:19] Voice 9: and I might need some help here from other members of the audience.

[1:07:26] Voice 9: Progress on strategic goals and personal development goals.

[1:07:41] Voice 9: after progress on strategic goals, actually, I would take

[1:07:55] Voice 9: out, I would take up the two goals, take out so so it'll read

[1:08:04] Voice 9: based on progress of strategic and personal development goals.

[1:08:12] Voice 8: Okay, so so saying, as the word is based on before the words

[1:08:16] Voice 8: progress, is it of or on?

[1:08:19] Voice 9: Progress on strategic goal. So just progress on just progress on

[1:08:24] Voice 9: strategic is fine and then add the words personal development after the words progress on strategic

[1:08:32] Voice 1: okay thank you i

[1:08:34] Voice 9: think that would and then there was another comment about adding something or

[1:08:37] Voice 9: changing organizational growth to something else but i don't remember what that is so

[1:08:40] Voice 9: i think trustee patrick had words yeah

[1:08:43] Trustee Fast: i think it was replaced the word growth with the word

[1:08:48] Trustee Fast: performance at the end of that sentence. Perfect. If you can capture that too.

[1:08:54] Voice 8: Is that in the same item?

[1:08:56] Voice 9: Yeah, it's the same.

[1:08:58] Voice 9: Okay.

[1:08:58] Voice 8: Can you just state that for me again? Okay. So, and add.

[1:09:04] Trustee Fast: And replaced the word growth with the word performance.

[1:09:13] Trustee Fast: Does

[1:09:19] Voice 8: that capture it?

[1:09:22] Voice 9: Yeah. So I think we've

[1:09:24] Voice 9: completely replace that sentence. I don't know if it's easier at this point to just replace the

[1:09:30] Voice 9: whole sentence with a whole new clean sentence. I'm seeing nods. Why don't we, should we do that

[1:09:35] Voice 9: instead? Chair Leckham, how do you feel?

[1:09:39] Trustee Luckham: Well, I'm a little concerned that we're getting pretty

[1:09:41] Trustee Luckham: deep on this for a committee edit. So you've done very well there. And I think we're going to end up

[1:09:51] Trustee Luckham: seeing another copy of this before we endorse it so but i'm thinking

[1:09:59] Voice 9: clarity of everyone sitting

[1:10:01] Voice 9: on this committee to read it should we just say replace this sentence with well if i may mr chair

[1:10:09] Voice 8: yes

[1:10:10] Trustee Luckham: please yeah

[1:10:11] Voice 8: i mean if the committee is agreeing with all these edits um that might

[1:10:14] Voice 8: be just clearer because less less chance of error that way this works fine if you think this is

[1:10:20] Voice 8: correct you can keep it this way so it's really up to you how you want to proceed

[1:10:33] Trustee Luckham: I

[1:10:34] Voice 12: think this is one of those situations where we have an expert consultant.

[1:10:38] Voice 12: We need to state what we want to include in the purpose and then direct the consultant

[1:10:42] Voice 12: to rewrite it to include those goals.

[1:10:46] Voice 12: That would just be simpler because I have no idea what I'm agreeing to.

[1:10:50] Voice 12: Now this is, it's great, we've done a lot of work here, but I'm unclear of what it's

[1:10:58] Voice 12: going to look like and it's it might be word salad so

[1:11:02] Trustee Luckham: that's great toby so perhaps right at

[1:11:06] Trustee Luckham: the beginning of this motion it says should say something like staff request staff to work with

[1:11:12] Trustee Luckham: the consultant to amend the draft as follows and then i think there's some enough latitude there

[1:11:20] Trustee Luckham: that we can depend and nick does that fit into your scope of work um that would give us the

[1:11:26] Trustee Luckham: latitude necessary to create to write this in a better way although i don't want to undermine

[1:11:33] Trustee Luckham: the excellent work that everybody's doing here and contributing to this

[1:11:36] Trustee Luckham: so yeah i

[1:11:38] Voice 6: want i just want to clarify what the direction will be um directed at us basically

[1:11:45] Voice 6: going forward like it am i basically just doing these edits that are listed here is that the next

[1:11:50] Voice 6: step yeah

[1:11:51] Trustee Luckham: well yeah to make sure that and doesn't end up as a word salad to use that metaphor

[1:11:58] Trustee Luckham: yeah

[1:11:58] Voice 6: no i think i think the i i i think i've got what that is if you want to clarify it as a full

[1:12:06] Voice 6: sentence that's fine but i think this also makes sense yeah

[1:12:09] Trustee Luckham: so trustee fast and getty yeah

[1:12:13] Trustee Fast: um we've

[1:12:14] Trustee Fast: adjusted the purpose of the whole annual recurring performance review I think it

[1:12:22] Trustee Fast: would be good to get the professional eyes on does the rest of the text need

[1:12:28] Trustee Fast: to be adjusted because we've changed the purpose and so that's where I think it

[1:12:37] Trustee Fast: would be great to get Nick's input changing the purpose is not just a

[1:12:44] Trustee Fast: little tweak of the typos you know so that's um what i yeah

[1:12:55] Voice 6: i i don't think it's changed the

[1:12:57] Voice 6: from my point of view i don't think it's changed the purpose in a great deal i think it has

[1:13:01] Voice 6: clarified it uh but i think it's certainly the the main point that's been added is around uh

[1:13:06] Voice 6: the personal development piece um but i actually agree that the wording is actually a clearer

[1:13:11] Voice 6: representation of what was there before um so i i think that can can certainly be added and i agree

[1:13:17] Voice 6: that it just makes

[1:13:18] Voice 6: it clearer that it's to do with the actual performance

[1:13:21] Voice 6: of the CAO and how it relates to the organization.

[1:13:26] Trustee Luckham: Trustee Getty, you're next.

[1:13:30] Voice 11: So what hasn't been captured here in this

[1:13:32] Voice 11: motion is my comments with respect to the

[1:13:35] Voice 11: external consultant in those three sections of this

[1:13:40] Voice 11: document and that that should be qualified with respect to

[1:13:45] Voice 11: budget considerations.

[1:13:46] Voice 11: I agree with CAO Broney in terms of the potential conflict for the HR director and that that is definitely a consideration.

[1:14:01] Voice 11: But again, we haven't had any conversations about funding and budget.

[1:14:08] Voice 11: So

[1:14:12] Trustee Luckham: I'm going to go to the CAO and ask him what clarity he might need there, because it occurred to me, as some of the comments that came through, that this process itself would be embraced as part of an overall HR plan that initiates other similar events.

[1:14:32] Trustee Luckham: events and a budget would obviously have to be included or a portion of the budget would

[1:14:41] Trustee Luckham: obviously have to include this when a budget request goes forward in annual funding. Over to

[1:14:47] Trustee Luckham: you.

[1:14:49] Voice 5: Yeah, I think that's true. I think maybe the simplest way to address Trustee Getty's

[1:14:55] Voice 5: comments is just to amend those pieces to say that the committee may engage an external consultant.

[1:15:02] Voice 5: that gives you the discretion for whatever reason to decide whether or not you choose to go that

[1:15:08] Voice 5: route without having to specify particular criteria that would influence that decision

[1:15:12] Voice 5: and yeah it would have to be part of the regular budget process well

[1:15:19] Trustee Luckham: so thanks for that although

[1:15:20] Trustee Luckham: and look for comment from the committee um i'm not so sure that may is a word that we want to

[1:15:27] Trustee Luckham: say i think that it shall be is i think what i'm hearing so back to the committee and i see trustee

[1:15:33] Trustee Luckham: I guess

[1:15:35] Voice 9: my question is, I understand the budget consideration, but in this policy itself, which is laying out the process for conducting the review, is it is this the right place to put in budget requirements or does that fall under a different policy?

[1:15:49] Voice 9: And like I said before, but this particular year, we've we've currently got an external consultant that we've been working with that is sort of helping us through this process.

[1:16:01] Voice 9: process it's um and and again i i hear the the comment on was budget allocated for next year's

[1:16:10] Voice 9: um annual review and if not then that's a great great point and and finance committee or executive

[1:16:17] Voice 9: committee or some committee has to put a recommendation forward to make sure that that

[1:16:22] Voice 9: budget request has been captured um for the march meeting um but where does that live i don't

[1:16:29] Voice 9: necessarily agree that it lives that we put out the budget requirements in this document um and i

[1:16:37] Voice 9: do agree that this should be a must or versus a may um to avoid uh potential conflicts of interest

[1:16:45] Voice 9: being forced upon staff so

[1:16:48] Trustee Luckham: i'll just ask ruben here as well um it strikes me that uh in the

[1:16:56] Trustee Luckham: the business, administering the business of the organization, the implementation of policy

[1:17:01] Trustee Luckham: is a financial requirement. And therefore, this new policy would potentially be included in an

[1:17:12] Trustee Luckham: overall budget for which there'd be an allocation. I don't know. You tell me.

[1:17:18] Voice 5: Yeah, yeah, I think I think that's a fair assessment. There are a number of policies

[1:17:21] Voice 5: where the activities that we might be required to undertake under those policies

[1:17:25] Voice 5: may or may not cost different amounts of money right for example code of conduct policy doesn't

[1:17:31] Voice 5: require us to set aside a budgeted amount should we need to engage for example legal advice to

[1:17:38] Voice 5: address a complaint but if we have a complaint to be able to address that then we may be needing to

[1:17:45] Voice 5: access financial resources for that so i i agree i don't think it that it needs to be specified in

[1:17:51] Voice 5: this policy that it's subject to budget this policy does create though a a requirement then

[1:17:59] Voice 5: for islands trust to make available funding to support that the implementation of the policy okay

[1:18:06] Trustee Luckham: thank you for that trustee elliot yeah

[1:18:12] Voice 12: so following on that point um in section 8 approval

[1:18:15] Voice 12: and implementation should we put a line that this policy necessitates that appropriate budget be

[1:18:23] Voice 12: allocated in line with the scheduled activities to conduct the performance review and then that would

[1:18:35] Voice 12: be the director of human resources who's scheduling that and when the budget request needs to appear

[1:18:46] Voice 5: back

[1:18:48] Trustee Luckham: to you Ruben

[1:18:51] Voice 5: yeah that if you're going to include a reference to budget then I think you

[1:18:54] Voice 5: could uh include it in that section yeah

[1:18:59] Trustee Luckham: yeah i guess you know it kind of begs the question

[1:19:03] Trustee Luckham: and if i paint a scenario that um you end up having to replace um your head of hr um is it

[1:19:12] Trustee Luckham: obvious in the present mechanisms that policy associated with employment of staff or engagement

[1:19:19] Trustee Luckham: of staff, is an expectation that that would be budgeted for in the department's annual

[1:19:28] Trustee Luckham: requests?

[1:19:32] Voice 5: Yeah, I think there is always a cost to administering HR processes, and it's very hard for us to

[1:19:39] Voice 5: ever forecast what that might be, right?

[1:19:40] Voice 5: Because if you have a turnover, then you have a cost that comes associated with that.

[1:19:46] Voice 5: that and again I think it's not unlike and you know director Marler may have comment on this

[1:19:52] Voice 5: but it's not unlike a number of other policies where the implementation of the policy does come

[1:19:58] Voice 5: with a cost associated with it but the policy itself doesn't necessarily specify that requirement

[1:20:05] Voice 5: right it's just how we how we choose to implement it in the current context yeah

[1:20:11] Trustee Luckham: therein lies the

[1:20:12] Trustee Luckham: a challenge okay so it's up to this committee if you want to weigh in on this in the policy

[1:20:17] Trustee Luckham: so trustee fast thank

[1:20:20] Trustee Fast: you i um i like the idea of putting in a specific reference and that it's

[1:20:25] Trustee Fast: annual so that we're not in the position years from now of going oh yeah when did we last do that

[1:20:30] Trustee Fast: um so my proposal is uh to add i'm uh adding to the motion here um at the very end so this is that

[1:20:42] Trustee Fast: on in section eight, after the words, human resources department, add the words, including

[1:21:01] Trustee Fast: an annual budget amount. Sure.

[1:21:07] Trustee Fast: It sounds good. Just clarity

[1:21:10] Trustee Fast: for everybody who looks at this and

[1:21:13] Trustee Fast: that it's annual. That's my

[1:21:15] Trustee Fast: proposal. What do you think?

[1:21:16] Voice 12: Amount to allocation or annual budget line

[1:21:19] Voice 12: or annual budget yeah i'm open yeah

[1:21:25] Trustee Luckham: i

[1:21:27] Trustee Fast: think i would move that

[1:21:28] Trustee Luckham: just language would you like there

[1:21:29] Trustee Luckham: i

[1:21:35] Voice 5: think you can just say an annual budget allocation is fine

[1:21:37] Trustee Fast: allocation be great sure

[1:21:39] Trustee Fast: yeah

[1:21:40] Trustee Luckham: thank you ceo uh so who do we have sue ellen you've got the floor no trustee evans you have it

[1:21:51] Trustee Luckham: I

[1:21:53] Voice 9: think I might move that up to the sentence above because it says this policy is approved

[1:21:58] Voice 9: by our trust council and will be implemented by the trust council chair and human resources

[1:22:03] Voice 9: department um yeah I'm just I'm just trying to see including annual yeah you know what never

[1:22:13] Voice 9: mind I try I just had to read it out a few times that's fine yeah it's complicated so

[1:22:20] Trustee Luckham: how are we

[1:22:21] Trustee Luckham: doing here, teams? We're at quarter to

[1:22:25] Trustee Luckham: 12. I'd like to give you a lunch break, but maybe we can

[1:22:29] Trustee Luckham: even wrap this up, but I don't want to pressure you into that.

[1:22:33] Trustee Luckham: Are there additional amendments here? Sue Ellen Faust?

[1:22:45] Trustee Fast: Recognizing that Judy Getty and I have

[1:22:48] Trustee Fast: another meeting to go to at 1, starts at 1 at Municipal Hall.

[1:22:53] Trustee Fast: Just letting you know. Secondly,

[1:22:56] Trustee Fast: There was an idea about putting the word annual in front of three at the first bullet, methods of evaluation, annual 360-degree feedback, and I wonder if that word needs to be there.

[1:23:12] Trustee Fast: Somebody had mentioned it.

[1:23:13] Trustee Fast: I'm not sure who.

[1:23:14] Trustee Fast: Otherwise, there's

[1:23:16] Trustee Luckham: a few little bits.

[1:23:17] Trustee Fast: Yeah,

[1:23:18] Trustee Luckham: there was a title change. But I think indeed, if it says annual there, item number four in this motion, did that capture it? That's different.

[1:23:36] Trustee Luckham: No,

[1:23:36] Trustee Fast: because what I'm talking about is in section three.

[1:23:41] Trustee Luckham: Okay. So then it sounds to me then that if that's what we want to include, there should be an amendment to include that in as a Section 3 item. Thank you.

[1:23:53] Trustee Luckham: But

[1:23:53] Trustee Fast: I'm not going to do that because it wasn't me. And I don't know that we need to say annual that many times. It was something somebody else said. So you were asking, was there anything left?

[1:24:03] Trustee Luckham: Yeah. So then is there anything else left? Otherwise, I would like somebody to read that motion out.

[1:24:12] Trustee Luckham: for the benefit of the public trustee Evans okay

[1:24:18] Voice 9: I guess guess my only thing is

[1:24:22] Voice 9: yeah never mind I move that the CAO PEPC request staff to do we do we want to have this in in

[1:24:32] Voice 9: cooperation with leaders I

[1:24:35] Trustee Luckham: think so okay

[1:24:37] Voice 9: request staff in cooperation with leaders

[1:24:40] Voice 9: to amend the draft CAO evaluation policy as follows.

[1:24:51] Voice 9: Number one, in section 1.1, add the word initial at the beginning of the title.

[1:24:56] Voice 9: Number two, in section 1.1.3 and 1.2.2, add the word 360 at the beginning of the title.

[1:25:07] Voice 9: Number three, in section 1.2, add the word recurring at the beginning of the title.

[1:25:14] Voice 9: number four in section 1.2 remove the word annual so move the word annual so that it's after the

[1:25:24] Voice 9: word caos and replace the word long term with the word key and add the word objectives after the

[1:25:31] Voice 9: word performance number five section 1.2 add the words based on before the words progress on

[1:25:41] Voice 9: strategic add the words personal development after the words press on strategic and replace the word

[1:25:51] Voice 9: growth with the word performance number six section 1.2.2 subsection e at the end of the

[1:26:00] Voice 9: paragraph add the words and endorsed by trust council number seven add schedule for annual

[1:26:08] Voice 9: performance review as an appendix and number eight section eight after the

[1:26:15] Voice 9: words human resource department and add the words including an annual budget

[1:26:19] Voice 9: allocation before this is

[1:26:24] Trustee Patrick: seconded can I yes please yeah

[1:26:26] Trustee Patrick: um for number seven

[1:26:28] Trustee Patrick: adding the schedule did I mean I assume since it's clear that there will be a

[1:26:33] Trustee Patrick: reference made to that schedule somewhere in the text so we don't need

[1:26:36] Trustee Patrick: to get to that level of detail is that correct i mean the schedule should tie into the body of the

[1:26:43] Trustee Patrick: policy yeah

[1:26:46] Voice 6: i was going to ask this too for the schedule do you want to basically just have a

[1:26:51] Voice 6: template inserted for now that can be edited rather than like you know the the actual correct

[1:26:56] Voice 6: schedule because i assume we don't actually know what the correct schedule is at this point in time

[1:27:00] Voice 6: so i could put something generic in there but based roughly on trustee evans's initial timeline

[1:27:05] Voice 6: line that she provided and then if you need to edit it you can would that be would that be fair

[1:27:11] Voice 6: for now yeah

[1:27:14] Voice 8: if i may through the chair yes

[1:27:16] Trustee Luckham: please yeah yeah

[1:27:18] Voice 8: so you got a schedule that you're not

[1:27:20] Voice 8: sure if it's uh going to be permanent or it needs to be amended from time to time you can just put

[1:27:26] Voice 8: a note in the schedule on this performance policy that this is a template and staff will amend it as

[1:27:33] Voice 8: needed to make it work so you can do that so i would create the space for the template and

[1:27:41] Voice 8: provide what you can in the policy okay

[1:27:47] Trustee Luckham: so we don't need to amend this motion to facilitate that

[1:27:51] Voice 8: oh no so the sorry the question was do we need to add any reference to the schedule

[1:27:55] Voice 8: in the document we do but i don't think you need to get to that detail that's something that staff

[1:28:00] Voice 8: and naked leaders we can make sure we're adding this in it's a given that you're going to want

[1:28:05] Voice 8: a reg you're going to want to reference it somewhere in the document so we'll put that

[1:28:09] Voice 8: reference in yeah

[1:28:10] Trustee Luckham: okay so lingering a moment is this satisfactory as read and up on the screen

[1:28:21] Trustee Luckham: i'm going to look for a seconder then somebody want to second that motion seconded by trustee

[1:28:27] Trustee Luckham: elliott thank you any further discussion all those in favor oh trustee maude are you in favor of the

[1:28:36] Trustee Luckham: that trustee mod you didn't have a comment you've been quiet sorry

[1:28:39] Voice 11: it was voting in favor thank you

[1:28:41] Trustee Luckham: excellent okay all those in favor hands up or whatever and please lower your hands

[1:28:48] Trustee Luckham: any opposed beautiful so that carries um trustee patrick

[1:28:57] Trustee Patrick: wanted to come back to next steps because

[1:29:00] Trustee Patrick: we were talking about i think we do have substantial edits that need to be made

[1:29:03] Trustee Patrick: I would propose that we not try to rush that for March, that we either I would be happy to volunteer to help write a very detailed report out to Trust Council that could be given to them on sort of where we are in the process.

[1:29:21] Trustee Patrick: process be nice to work with staff to even have a little bit of a proposed schedule and an intent

[1:29:26] Trustee Patrick: you know where we are for the six months when it arrives where we will be for the next performance

[1:29:32] Trustee Patrick: to be agreed to so that they they can see themselves in it and so that needs to be just

[1:29:38] Trustee Patrick: written in cooperation with staff so that it could be reported to the march and that we bring a whole

[1:29:43] Trustee Patrick: package in in june that would be my recommendation okay

[1:29:46] Trustee Luckham: so can we take it i think that general

[1:29:49] Trustee Luckham: consent that trustee Patrick worked with staff to write craft a report for March

[1:29:56] Trustee Luckham: Council and the objection to that

[1:30:00] Trustee Luckham: okay so let's make sure that's recorded in the minutes and um thank you for stepping up there

[1:30:07] Trustee Luckham: laura uh so therefore

[1:30:11] Voice 8: trustee evans yeah

[1:30:12] Trustee Luckham: so therefore is there anything further and so

[1:30:15] Trustee Luckham: trustee evans i see your hand up just

[1:30:18] Voice 9: a question um if if if if we're able to get these edits

[1:30:23] Voice 9: it's put in, is it possible to have a placeholder available in the reporting out so that we can show

[1:30:31] Voice 9: the draft document if it's ready in time? If not, then obviously not. But I was just wondering if

[1:30:41] Voice 9: that's something that's doable, if that's regular practice or not.

[1:30:46] Trustee Luckham: Well, I think that's viable,

[1:30:47] Trustee Luckham: Well, David, so in terms of having, you would have to have this ready by Friday for Executive Committee to see this in the following week, I think it is, unless I've got my time to mess it up here.

[1:31:02] Trustee Luckham: The

[1:31:02] Voice 8: deadline is Thursday for the agenda.

[1:31:05] Trustee Luckham: Right.

[1:31:07] Voice 8: So, yeah, we would need, I assume Nick will be making whatever edits you've asked for, so he could provide that to us.

[1:31:15] Voice 8: um but my understanding is you're just going to be doing a briefing and i think that um

[1:31:21] Voice 8: yeah yeah trustee patrick was going to provide something right

[1:31:28] Trustee Luckham: and there is a little bit of a

[1:31:29] Trustee Luckham: luxury in that if we could create a placeholder on the agenda for march that that could come through

[1:31:38] Trustee Luckham: um

[1:31:39] Voice 8: so yeah one thing to keep in mind and executive you'll be looking at this uh march

[1:31:45] Voice 8: sorry your next meeting is your agenda for March is pretty packed already it's pretty tight

[1:31:52] Voice 8: so whether or not you're going to have space for a long discussion on this is a question

[1:31:57] Voice 8: CEO might have some comments on that but yeah you might want to think a little bit about that as

[1:32:03] Voice 8: well how it's going to fit on the agenda given this is your budget agenda yeah I think I think

[1:32:09] Voice 5: it would be tight if I get here to to add this for discussion but I think what trustee Patrick

[1:32:13] Voice 5: Patrick is proposing is really as a committee report as just as an update to

[1:32:17] Voice 5: trust council. And then I,

[1:32:20] Voice 5: and I think that's viable and whether or not there's comfort with a revised

[1:32:24] Voice 5: draft of the policy being attached to that report for information,

[1:32:28] Voice 5: I think is for the committee to decide noting that you will not have had a

[1:32:32] Voice 5: chance to review that revised draft before it goes forward as,

[1:32:36] Voice 5: as a committee before it goes forward to trust councils.

[1:32:40] Trustee Luckham: Yeah. But again, it would be labeled as a draft, right?

[1:32:43] Trustee Luckham: Right. So, okay. So, Trustee Elliott, Trustee Patrick?

[1:32:51] Voice 12: Yeah, I

[1:32:52] Trustee Luckham: understand.

[1:32:54] Voice 12: Sorry, Trustee Patrick.

[1:32:57] Voice 12: No, I think the intent is a briefing, and you could simply provide a link to this committee agenda if people want to see that draft.

[1:33:08] Voice 12: But I don't think we should provide an in-process draft when this committee hasn't looked at it. Thanks.

[1:33:13] Voice 12: yeah

[1:33:16] Trustee Luckham: with the disclaimer that significant work has been done on that draft so yeah so trustee

[1:33:21] Trustee Luckham: patrick you're writing the report yeah

[1:33:23] Trustee Patrick: no i'm i'm um knowing how the bylaw enforcement policy

[1:33:27] Trustee Patrick: landed in september i'm i'm you know really hesitant to say let's move something forward

[1:33:32] Trustee Patrick: and poke them to something that's that we're not satisfied with yet so i i think just discussing it

[1:33:37] Trustee Patrick: bringing it up to their speed um is the best yeah

[1:33:41] Trustee Luckham: i i agree they don't need to see the details just

[1:33:45] Trustee Luckham: know that it's a work in progress so nick and uh trustee evans yeah

[1:33:51] Voice 6: everyone i have a hard stop

[1:33:52] Voice 6: uh in a couple of minutes so i just wanted to clarify uh the marching orders here so i'm going

[1:33:58] Voice 6: to go away and complete those edits that were that were typed out there um and when so you

[1:34:06] Voice 6: You will want that back ASAP is what I'm hearing.

[1:34:09] Voice 6: Yeah.

[1:34:10] Voice 6: Yeah.

[1:34:10] Voice 6: Okay.

[1:34:11] Voice 6: So we'll return that within a day or two.

[1:34:13] Voice 6: And then I wanted to clarify our involvement past that, because it sounds like this is

[1:34:20] Voice 6: going to be submitted to trust counselors and update.

[1:34:24] Voice 6: And then what is the next step from there?

[1:34:27] Voice 6: And do you require our continued involvement?

[1:34:34] Trustee Luckham: Yeah, good question.

[1:34:35] Trustee Luckham: And I'm sort of feeling that at some point here soon, your participation would end, especially based on the contract that we have with you.

[1:34:49] Trustee Luckham: So, yeah, I think that we need to get this piece finished and that potentially is soon.

[1:34:58] Trustee Luckham: But that's all I can offer unless somebody else at the staff side has something associated with the fulfillment of the contract.

[1:35:06] Trustee Luckham: No, I

[1:35:12] Voice 8: don't have anything else.

[1:35:14] Voice 8: The contract was to assist this committee with drafting the policy.

[1:35:20] Voice 8: So, you know, once you've got a final policy to go to council, I think that's the end of the contract.

[1:35:26] Trustee Luckham: Yeah, so I think we're close.

[1:35:28] Trustee Luckham: That's, I think, as much as one could say.

[1:35:30] Trustee Luckham: And let's go to Trustee Evans, and then I know a number of you need to exit stage left.

[1:35:37] Trustee Luckham: Sorry,

[1:35:37] Voice 6: I will say I have to depart right now.

[1:35:39] Voice 6: I have another call but thank you thank you everyone very much for your

[1:35:44] Voice 6: engagement on this really appreciate it and yeah I'm gonna get though I'm gonna

[1:35:48] Voice 6: get that turned around hopefully today or tomorrow I'll get it back to David

[1:35:51] Voice 6: and then let me know if there's anything else that you know that we can assist

[1:35:56] Voice 6: with and if but otherwise I'll let's let's get all this over first and then

[1:36:01] Voice 6: hopefully we'll can get this part wrapped up and I know you have a

[1:36:04] Voice 6: deadline so I'll get it over to you as soon as I can

[1:36:06] Voice 6: perfect

[1:36:07] Trustee Luckham: thank you nick thank

[1:36:08] Voice 6: you very much

[1:36:09] Trustee Luckham: great to see you thanks for joining us today it's a

[1:36:11] Trustee Luckham: pleasure working with you you as well

[1:36:12] Trustee Luckham: thank you trustee evans over to you um

[1:36:20] Voice 9: yeah just a different

[1:36:21] Voice 9: thought um so i i hear that uh and i and i and i agree am i frozen no i'm not frozen um that this

[1:36:31] Voice 9: isn't going to be ready for the march trust council but could we bring this instead to a

[1:36:35] Voice 9: committee of the whole prior to trust council i'd really like to start seeing some of these

[1:36:39] Voice 9: these new documents be viewed for discussion prior to going to Trust Council for decision-making

[1:36:47] Voice 9: purely because outside of us, the rest of the committee will have like a half an hour to review

[1:36:54] Voice 9: it and make a decision on it and not necessarily really understand it. So I'd like to see some of

[1:37:00] Voice 9: these items that are going to decision at Trust Council for a first time be reviewed at Committee

[1:37:08] Voice 9: of the whole prior to getting there so maybe at one of our next meetings when we when we're ready

[1:37:14] Voice 9: to um vote on this if we can schedule that it be reviewed and discussed at the next uh committee

[1:37:23] Voice 9: of the whole that would that would be great yeah

[1:37:27] Trustee Luckham: that there i think that there are challenges with

[1:37:30] Trustee Luckham: scheduling things that committee the whole that already has a full schedule of which i think

[1:37:34] Trustee Luckham: there's items awaiting the movement of the policy statement i'm not not totally sure how that would

[1:37:41] Trustee Luckham: work out but i'm presuming that you're not talking about before council being marched but before

[1:37:46] Trustee Luckham: council in june yeah so it sounds achievable uh ceo brony yeah

[1:37:53] Voice 5: thanks we can certainly look at

[1:37:54] Voice 5: that and before your april 7th meeting of this committee we'll hopefully have a bit better idea

[1:37:59] Voice 5: of what the the list of items still pending for committee of the whole is is looking like and

[1:38:05] Voice 5: the progress on the policy statement is the primary driver of that because that's that's

[1:38:09] Voice 5: our priority for committee of the whole um but for your april 7th meeting we can come back and

[1:38:13] Voice 5: and give you a sense of whether or not it looks like there's going to be a slot to to bring this

[1:38:17] Voice 5: forward as one of those remaining meetings before june man

[1:38:21] Trustee Luckham: time marches on okay um does that conclude

[1:38:27] Trustee Luckham: that business item at 4.2.

[1:38:32] Trustee Luckham: So then I'm going to move through to our next meeting

[1:38:36] Trustee Luckham: is, as indicated, April the 7th, 9 a.m. to noon.

[1:38:40] Trustee Luckham: And if there's no further business today,

[1:38:43] Trustee Luckham: I thank you all and we'll call for the meeting adjournment.

[1:38:46] Trustee Luckham: But staff, Robert Barlow, what do you have to share with us?

[1:38:52] Voice 7: Thank you, Jared.

[1:38:53] Voice 7: Just that the committee may wish to consider asking staff

[1:38:57] Voice 7: to put together a schedule of potential meetings for this meeting,

[1:39:02] Voice 7: for this committee, rather.

[1:39:03] Voice 7: I don't know if there are any others.

[1:39:06] Voice 7: The April 7th is only a tentative meeting.

[1:39:10] Voice 7: It hasn't been decided upon.

[1:39:11] Voice 7: And I don't think there's any other meetings,

[1:39:15] Voice 7: unless the committee may wish to consider setting a schedule

[1:39:20] Voice 7: rather than whatever you have been doing.

[1:39:23] Trustee Luckham: Well, I think we should confirm that the next meeting

[1:39:27] Trustee Luckham: will be april the 7th thank you that's

[1:39:29] Trustee Luckham: scheduled tentatively and i think ideally you might uh

[1:39:32] Trustee Luckham: working with david and the cio um and the chair of the committee i suppose um coming back with

[1:39:40] Trustee Luckham: a proposal for some additional meetings in order to fulfill this because of course creating the

[1:39:45] Trustee Luckham: policy is one thing and then implementing the policy is the next step and we need to do that

[1:39:49] Trustee Luckham: um so david marla trustee elliot and trustee patrick i see your hand in the background there

[1:39:55] Trustee Luckham: as well but let's do it in that order trust David Marley yeah

[1:39:59] Voice 8: so I just wanted to point out that

[1:40:00] Voice 8: this committee is a select committee of councils it was for one purpose and that was to create the

[1:40:07] Voice 8: policy and then so beyond that that would be up to trust council so I would suggest that you only

[1:40:13] Voice 8: need meetings until you get to the point where trust councils adopt the policy as far as

[1:40:19] Voice 8: implementation the policy provides the direction for council to uh to implement in other words

[1:40:26] Voice 8: council could have this committee meet on an annual basis to assess the ceo or however else

[1:40:32] Voice 8: has been done through policy so i guess what i'm saying there is that would be another decision of

[1:40:38] Voice 8: council once the policy has been uh reviewed by council and adopted or they may decide to change

[1:40:44] Voice 8: to policy to reflect implementation desires or

[1:40:49] Trustee Luckham: not withstanding this policy however there is

[1:40:52] Trustee Luckham: a requirement for us to uh implement and conduct this work so um we have to dovetail that in and

[1:41:01] Trustee Luckham: but i can see clearly that the other policies need to be amended in order to have this puzzle

[1:41:06] Trustee Luckham: fall together and then a scheduled implementation needs to happen and meetings obviously would need

[1:41:13] Trustee Luckham: need to be conducted so i think we need to have some idea at the april 7th meeting

[1:41:19] Trustee Luckham: what that future looks like

[1:41:21] Voice 8: yeah it's kind of what

[1:41:22] Trustee Luckham: i was getting at

[1:41:23] Voice 8: thank you okay

[1:41:24] Trustee Luckham: great so

[1:41:25] Trustee Luckham: by sir elliot i must

[1:41:29] Voice 12: be told yeah i must be totally out to lunch but i have meetings set

[1:41:32] Voice 12: for monday march 3rd for ceo select committee and june 2nd as well are those just old ones

[1:41:39] Voice 12: May 5th

[1:41:41] Voice 12: oh because it was

[1:41:44] Voice 12: set by the committee meeting organizer

[1:41:46] Voice 12: okay delete those

[1:41:49] Voice 12: thanks well yeah no

[1:41:50] Trustee Patrick: we had meetings set up

[1:41:52] Trustee Patrick: tentative meetings put out and put into our

[1:41:55] Trustee Patrick: calendars out through to June

[1:41:57] Trustee Patrick: so we do

[1:41:59] Trustee Patrick: have tentative dates already in our calendars

[1:42:01] Trustee Luckham: Robert

[1:42:02] Trustee Patrick: do you have an eye

[1:42:03] Trustee Luckham: on that? March 3rd

[1:42:07] Voice 12: and June 2nd is what I've got

[1:42:08] Voice 12: and May 5th

[1:42:10] Voice 12: and may and may 5th i

[1:42:13] Trustee Patrick: don't have that i've got april 7th may 5th and june 2nd oh

[1:42:20] Trustee Luckham: okay so the

[1:42:21] Trustee Luckham: question becomes when do we want to meet next i was does

[1:42:28] Voice 12: anybody else have march 3rd

[1:42:29] Voice 12: you do yeah i think i have

[1:42:33] Trustee Luckham: something else march the 3rd i've

[1:42:35] Voice 7: got march 3rd in my calendar

[1:42:36] Voice 7: but

[1:42:38] Trustee Luckham: actually you know that's the different that's not the select committee that's the original cao

[1:42:42] Trustee Luckham: P-M-T-P or whatever it was called back then.

[1:42:45] Trustee Patrick: It says select committee and then invite.

[1:42:48] Trustee Luckham: There we go.

[1:42:49] Trustee Luckham: Okay.

[1:42:51] Trustee Luckham: I think

[1:42:51] Trustee Luckham: it, I'm pretty sure it's on my calendar as well,

[1:42:54] Trustee Luckham: but I'm not looking at it right now.

[1:42:56] Trustee Luckham: So

[1:42:56] Voice 9: next meeting would

[1:42:57] Trustee Luckham: be March the 3rd then.

[1:43:00] Trustee Luckham: Trustee Evans?

[1:43:01] Voice 9: I was just going to ask, can we do a combined meeting?

[1:43:05] Trustee Luckham: Meaning what?

[1:43:07] Voice 9: That we have a meeting of the CAO and

[1:43:09] Voice 9: the meeting of the CAO P-E-P-C.

[1:43:16] Trustee Luckham: March the 3rd.

[1:43:18] Trustee Luckham: Is this achievable, actually, is the ultimate question.

[1:43:21] Trustee Luckham: Do

[1:43:21] Voice 12: we need this meeting March 3rd?

[1:43:23] Voice 12: Yeah, exactly.

[1:43:24] Voice 12: It's quite soon, and I don't see what work is to be done.

[1:43:28] Voice 8: If I may, Chair.

[1:43:30] Voice 8: Please.

[1:43:30] Voice 8: Yeah, the March 3rd meeting was the hiring committee.

[1:43:32] Voice 8: That was the last thing to do for the hiring committee,

[1:43:36] Voice 8: really, is just the assessment to the CAO.

[1:43:39] Voice 8: So, really, that would be probably just a restricted-in-camera

[1:43:42] Voice 8: with the committee and the CAO, if that's something you want to do.

[1:43:46] Voice 8: uh the next um policy evaluation um committee meeting is the one on the agenda which is

[1:43:54] Voice 8: in april um so there's not really anything else to do other than advance something to

[1:44:01] Voice 8: june trust council from this committee um so i'm not sure you need a meeting before then

[1:44:07] Voice 8: uh also i'm not available march 3rd i'm away until march 10th as of this thursday

[1:44:14] Voice 8: Right.

[1:44:15] Trustee Luckham: And in order for us to conduct a review, let's say on March the 3rd, we would also need to have the work that we've done today in front of us to be able to do that evaluation. So I think that's premature.

[1:44:31] Voice 12: So should I move to cancel that meeting?

[1:44:35] Trustee Luckham: The March 3rd, I would suggest maybe that would be a reasonable thing and then move and then make the April 7th meeting a meeting.

[1:44:44] Trustee Luckham: meeting.

[1:44:46] Voice 12: Okay. I move that the CAO Select Committee meeting of March the 3rd, 2025 be

[1:44:56] Voice 12: canceled and the next meeting date of the CAO PEP committee be scheduled for May 7th?

[1:45:11] Trustee Luckham: April. April 7th. And

[1:45:13] Voice 12: maybe it would be

[1:45:13] Trustee Luckham: input just to say reschedule the March 3rd meeting

[1:45:16] Trustee Luckham: to april 7th that's my sorry there

[1:45:19] Voice 12: already is a meeting that day so i don't think we need to

[1:45:22] Voice 12: schedule we just need to cancel the march third one is that not correct

[1:45:28] Trustee Luckham: well we do need to confirm

[1:45:29] Trustee Luckham: because it says tentatively on our agenda here so we just need to confirm that that's happening

[1:45:33] Trustee Luckham: however language robert did you capture any of that and i

[1:45:39] Voice 12: moved that the ceo select committee

[1:45:41] Voice 12: meeting date of March 3rd, 2025 be canceled

[1:45:45] Voice 12: and replaced with April 7th, 2025.

[1:45:49] Trustee Luckham: Perfect.

[1:45:51] Trustee Luckham: Are you good with that, Robert?

[1:45:54] Trustee Luckham: Okay, so is that seconded by Trustee Evans?

[1:45:57] Trustee Luckham: You had something else.

[1:45:58] Trustee Luckham: Before that's seconded, do you have something else?

[1:46:01] Voice 9: Just a

[1:46:02] Voice 9: question of the intent of the meeting

[1:46:04] Voice 9: because we've talked about like, which meeting is it?

[1:46:07] Voice 9: Is it to do the evaluation of the CAO,

[1:46:09] Voice 9: which is a full in-camera,

[1:46:11] Voice 9: just to continue the work that we're doing here?

[1:46:14] Voice 9: Is it going to be a combination of both?

[1:46:16] Voice 9: I just think...

[1:46:19] Trustee Luckham: That's some time off.

[1:46:20] Trustee Luckham: I think we can clarify that because we will need to...

[1:46:22] Trustee Luckham: And

[1:46:22] Voice 9: we're not gonna have it ready for June.

[1:46:26] Trustee Luckham: Yeah, April, May, June.

[1:46:27] Trustee Luckham: Yeah, David Marler.

[1:46:29] Voice 8: Yeah, so that meeting on the 3rd again

[1:46:32] Voice 8: was the hiring committee to do the evaluation of the CAO.

[1:46:35] Voice 8: So if you do that on the 7th,

[1:46:37] Voice 8: you can certainly do it back to back

[1:46:38] Voice 8: with the other work that you're doing.

[1:46:41] Voice 8: So it can do two meetings together.

[1:46:43] Voice 1: Right, okay.

[1:46:44] Voice 8: We

[1:46:45] Voice 9: can amend the motion to say that so that we've got both committees on that motion,

[1:46:51] Voice 9: not just the one.

[1:46:52] Voice 9: That would be great.

[1:46:55] Voice 12: So could you change it to and be held on the same day or just be held?

[1:47:01] Voice 12: It already says be held instead on April 7th.

[1:47:06] Trustee Fast: Sorry, everybody.

[1:47:07] Trustee Fast: I've got to go.

[1:47:08] Voice 9: Let me

[1:47:08] Trustee Fast: know what happens

[1:47:09] Voice 9: for the evaluation.

[1:47:11] Voice 9: We want to do both works.

[1:47:14] Voice 9: We want to have both meetings that day.

[1:47:18] Voice 8: So I'm a major. Yes, please.

[1:47:20] Voice 8: Yeah. So the policy evaluation meeting is already scheduled.

[1:47:23] Voice 8: That one's already there. So this resolution moves the hiring committee to the same day.

[1:47:29] Voice 8: We'll make sure to put them back to back because we don't want to inconvenience you.

[1:47:33] Trustee Luckham: OK, perfect. Thank you. So that's been moved. Do I have a seconder?

[1:47:39] Trustee Luckham: Trustee Evans, thank you. All those in favor. That carries. Any opposed?

[1:47:47] Trustee Luckham: opposed none opposed i think i'm going to call for adjournment i want to thank you all very much

[1:47:54] Trustee Luckham: for today's terrific work really and all the homework that went into it okay so everybody

[1:47:59] Trustee Luckham: have a great rest of your day thank you thank you all the meeting adjourned all those in favor

[1:48:04] Trustee Luckham: bye now yes