Islands Trust Council regular meeting, April 7, 2025

[0:00:00] Chair Patrick: All right. Well, good morning, everyone.

[0:00:04] Chair Patrick: I'd like to call this meeting of the CAO Performance Evaluation Policy Select Committee to order.

[0:00:16] Chair Patrick: Always acknowledge how fortunate we are to be meeting in the territories of many Coast Salish nations today.

[0:00:27] Chair Patrick: and I reflect back on just last week going up to Liskiti for a day to spend a day with the community

[0:00:34] Chair Patrick: on meeting with elders and watching the film Dust and Bones and it was very warming to see

[0:00:40] Chair Patrick: how many of the community in Liskiti are learning about the history of the island

[0:00:47] Chair Patrick: and the willing so willing to work toward a new future um we have a agenda before us

[0:00:57] Chair Patrick: Yes. Are there any additions or changes to the agenda today? Seeing none, can I approve the agenda through general consent? Excellent. So let's move on. We have minutes from February 18th. Seems like just yesterday that we met, February 18th. Are there any additions or changes to the minutes? Can we approve the minutes through general consent?

[0:01:25] Voice 8: Yes.

[0:01:26] Voice 8: Yes.

[0:01:26] Chair Patrick: Excellent. Thank you. So that's going to bring us right into our business of the day,

[0:01:33] Chair Patrick: because there is no follow-up action list. And that is item 5.1, beginning on page six,

[0:01:38] Chair Patrick: the agenda, which is the draft trust counsel policy for the CAO performance evaluation.

[0:01:43] Chair Patrick: And I see that Nick Lay has joined us. Is there either David or Nick who would like to discuss

[0:01:52] Chair Patrick: this or introduce it I

[0:01:56] Voice 1: could start if you like please do

[0:02:00] Voice 1: in my video on there

[0:02:03] Voice 1: we go hi yeah so this is the draft policy that you've been working on for

[0:02:10] Voice 1: the past while requested through Trust Council by creating this committee what

[0:02:17] Voice 1: I would suggest is that this committee if you can make sure that everything in

[0:02:22] Voice 1: this is how you see or what you would recommend to trust counsel for how the chief administrative

[0:02:30] Voice 1: officer performance evaluation should work so you should be thinking more than just the current ceo

[0:02:38] Voice 1: but just general seals like how you would like to manage your ceo's um performance once you're okay

[0:02:46] Voice 1: with this document, what I would do at staff level is create a request for decision that

[0:02:55] Voice 1: would come from this committee to Trust Council. Keep in mind, though, that there are other

[0:03:02] Voice 1: policies of council that we will have to amend. So this can't really just be a standalone

[0:03:08] Voice 1: policy. You can't just adopt this. We will have to go into the executive policy, for

[0:03:13] Voice 1: for example, and recommend some amendments to that,

[0:03:16] Voice 1: which essentially would be removing

[0:03:18] Voice 1: some of the performance from there

[0:03:20] Voice 1: and having it covered in this section here.

[0:03:22] Voice 1: So I will have to identify those policies

[0:03:25] Voice 1: and then come back to you with some recommended amendments

[0:03:28] Voice 1: to those policies as well.

[0:03:29] Voice 1: So there's a couple more steps before it's ready to go,

[0:03:33] Voice 1: but you could certainly take it as a draft to council

[0:03:36] Voice 1: if you want to make sure that you're on the right track.

[0:03:39] Voice 1: And then once you get that direction,

[0:03:41] Voice 1: we can clean it up and bring it back to council for adoption so i think it it is possible to rush

[0:03:49] Voice 1: to get everything ready for june i think more likely if you want to take the extra step to

[0:03:54] Voice 1: check with council that september is more likely for an adoption date okay back to the chair thank

[0:04:01] Voice 1: you all

[0:04:02] Chair Patrick: right thank you i think we had we had reported at the march trust council that we would

[0:04:06] Chair Patrick: have this package coming in june and that was our our last discussion was to assemble the complete

[0:04:11] Chair Patrick: package including the executive committee policy so yeah

[0:04:19] Voice 1: that's fine I can certainly make that work

[0:04:21] Voice 1: I

[0:04:21] Chair Patrick: don't know how others feel about that but maybe let's first talk about the draft policy that's

[0:04:26] Chair Patrick: before us I assume everybody has read it looked at it I did send out to I made trustees aware of

[0:04:37] Chair Patrick: it yesterday one trustee did come forward and had looked at it so that that did work because

[0:04:42] Chair Patrick: I was hoping that trustees would start looking at these draft policies as they're working their way through.

[0:04:47] Chair Patrick: But go ahead, Trustee Getty.

[0:04:51] Voice 8: I had some minor pedantic kinds of typos and formatting things, and I've sent an email to David on that.

[0:04:59] Voice 8: But more substantive, the Appendix 1 is empty, and I'm wondering if there's more information that we can put into that.

[0:05:08] Voice 8: and number four the compensation I think it would be helpful if we tried to

[0:05:15] Voice 8: figure out how to link that in with the budget process and put some maybe some

[0:05:20] Voice 8: guidelines time guidelines in that one Thank

[0:05:27] Chair Patrick: You trustee Getty and that was

[0:05:29] Chair Patrick: some related to some of the feedback that I received as well that I know when

[0:05:37] Chair Patrick: we were working on the performance evaluation last term we had ended up

[0:05:40] Chair Patrick: with July 1 being the, you know, trying to get a deadline and to coordinate with the CAO has to do

[0:05:50] Chair Patrick: performance evaluations with their own, the own management staff for the annual process. So it

[0:05:56] Chair Patrick: all worked in and I see CAO Broney had put his camera and I'll turn that over to you to talk

[0:06:04] Chair Patrick: Thanks.

[0:06:05] Voice 4: Yeah, I think there's two pieces. There is the relationship around the senior staff evaluation, but because the CAO role is also, I believe, governed by the public service agency's executive compensation framework, that actually can be fairly fluid in terms of when they do that timing.

[0:06:25] Voice 4: I mean, and usually those decisions are made and they'll set out a guideline around the scope of any increase.

[0:06:33] Voice 4: And those decisions are usually not made until the fall, which doesn't necessarily line up with our budget process, but it's maybe something just to factor in.

[0:06:42] Voice 4: So I don't think there's a firm timeline usually for those, but typically that guidance comes out sort of mid-fall from the PSA.

[0:06:52] Voice 4: And I would I would assume that we would follow that guidance in our CAO compensation.

[0:07:00] Trustee Fast: Trustee Evans.

[0:07:04] Voice 7: I seem to recall that we had a conversation regarding suggested timelines and the conversation said it was a good idea to have the suggested timelines.

[0:07:13] Voice 7: And that'd be just due to the length of this process.

[0:07:15] Voice 7: If you have a new trust council that comes in, they're going to be unaware of the length of process surrounding this.

[0:07:21] Voice 7: So if we don't have that suggested schedule, then it's not going to be clearly understood by the next group that's going to be running this.

[0:07:31] Voice 7: And I don't see this in here.

[0:07:32] Voice 7: So I would like to see that conversation that was held be captured as we had recommended.

[0:07:40] Voice 7: And I can't remember if we had asked if we needed to pass a resolution and we were told that we didn't need to because it had been captured or if we had passed a resolution.

[0:07:50] Voice 7: But it was quite a lengthy conversation. And the general consensus, I believe, at that point was, yes, we should do that. So I'd like to understand what happened there. Thanks.

[0:08:01] Chair Patrick: Well, thank you very much. And I'm wondering, and I might turn to Director Marler, is between the two policies, the 241 and this one, which one would be the more appropriate one to have sort of a date trigger in it?

[0:08:21] Voice 1: Yeah, I think it'd be good to keep everything in the one policy. So I would recommend that you do it in this one. So it's to do with the performance of the CAO. So I think the date trigger should be in here. So we're not going back and forth between policies.

[0:08:37] Chair Patrick: There you go. So I guess I'm going to look at CAO Brani who brought up the challenge of the PSA. How could we deal with a date trigger in here?

[0:08:52] Chair Patrick: I

[0:08:53] Voice 4: think separate from the budget discussion, I think you can set whatever timeline you want. And I think if I remember the previous conversation, we had talked about aiming for a final assessment around June. And so backing up from there and starting, I think it was January, February to allow time for the various steps.

[0:09:13] Voice 4: then depend that just it gets you to a point where you've assessed performance then any impact on

[0:09:19] Voice 4: compensation can be determined then you're ready then for whatever guidance comes from psa around

[0:09:24] Voice 4: compensation any decisions you might want to make on that but i think that the timeline um

[0:09:30] Voice 4: isn't dependent on the budget cycle and so i think that timeline of kind of starting early

[0:09:36] Voice 4: in the calendar year to work through the the 360 and the other components of the assessment so that

[0:09:42] Voice 4: that you're able to have come to a conclusion by June

[0:09:46] Voice 4: probably makes sense.

[0:09:49] Chair Patrick: All right, Trustee Evans, you still had your hand up?

[0:09:51] Voice 7: Yeah, we have to make sure

[0:09:54] Voice 7: that we've got these steps accurately captured as well

[0:09:57] Voice 7: because we had the 360s for staff,

[0:10:00] Voice 7: we had the 360s from the trustees,

[0:10:03] Voice 7: and everything sort of all cascades in together.

[0:10:06] Voice 7: And we did somewhere capture this timeline

[0:10:11] Voice 7: and I'm not sure where it went.

[0:10:13] Voice 7: But I just want to make sure the staff still has that in order to pull from it.

[0:10:19] Chair Patrick: Well, I guess, yeah, I think that would be my question is, could the appendix one is submitted as sort of a form that we could adjust each year?

[0:10:26] Chair Patrick: Could we have it more of a skeleton of overall tasks, I guess, is a thought.

[0:10:32] Chair Patrick: But, Trustee Peterson?

[0:10:34] Voice 6: Yeah, just following up on Trustee Evans' earlier point about post-election.

[0:10:41] Voice 6: um it occurs to me that starting a process in january after an election might feel a little

[0:10:49] Voice 6: bit early for trustees so i wonder if we want to if we want to think about that as

[0:10:55] Voice 6: certainly you know we're in the last sort of year and a half here of this term and

[0:11:00] Voice 6: setting up the next trust council as best we can has definitely been on my mind

[0:11:04] Voice 6: so that's that timeline is starting january after an election seems a little perhaps awkwardly early

[0:11:13] Voice 6: for a brand new trust council i just wanted to sort of identify that that if we're going to

[0:11:20] Voice 6: leave recommendations for the new trust council i don't know it's just a factor to think about so

[0:11:25] Voice 6: i don't have an answer but all

[0:11:28] Voice 7: right trustee evans part of the conversation that we'd had was

[0:11:32] Voice 7: when I've been in the corporate world, these annual evaluations start as early as September

[0:11:40] Voice 7: for a May to June finish line. So those were sort of some of the dates that we had discussed

[0:11:47] Voice 7: and worked through. And that just gives enough time to get through everything. So again, we really

[0:11:55] Voice 7: need to have that conversation brought up. And I'd have to go back through my notes to try and

[0:11:58] Voice 7: and figure out the timelines

[0:11:59] Voice 7: that had been originally suggested.

[0:12:01] Voice 7: And again, I'm just asking,

[0:12:03] Voice 7: does staff have that skeleton that we had discussed before?

[0:12:12] Trustee Fast: Trustee Fast.

[0:12:16] Trustee Fast: Hi everybody, sorry to be three minutes late.

[0:12:19] Trustee Fast: I'm relatively new to this, so please excuse me

[0:12:22] Trustee Fast: if this question is inappropriate,

[0:12:24] Trustee Fast: but as a vice chair the last term,

[0:12:28] Trustee Fast: I'm wondering in number four, compensation,

[0:12:31] Trustee Fast: compensation uh is there a role for the public service agency in setting compensation and steps

[0:12:40] Trustee Fast: and things like that because there was some confusion in the last term uh and uh i think

[0:12:46] Trustee Fast: it might be good to make that clear for an incoming uh executive i wonder should it be

[0:12:53] Trustee Fast: here in compensation thank you

[0:12:56] Chair Patrick: i don't know um who's best i see uh ceo brown easy yeah

[0:13:04] Voice 4: you you

[0:13:05] Voice 4: You could include a reference to this PSA's executive compensation framework.

[0:13:11] Voice 4: I would say that that evolves pretty regularly, but you could include a general reference that compensation would align with the BC Public Service Agency's guidelines for executive compensation.

[0:13:24] Voice 4: And that would both, and as I was saying earlier, that they set differing envelopes for executive increases each year based on performance.

[0:13:33] Voice 4: so

[0:13:36] Chair Patrick: trustee evans i see david marler sorry

[0:13:40] Chair Patrick: yep uh david marler i'm sorry yeah

[0:13:45] Voice 1: thank you and

[0:13:46] Voice 1: apologize because i'm showing the screen i don't have the ability to raise my electronic hands so

[0:13:51] Voice 1: i'm going to do it that way um

[0:13:53] Chair Patrick: just yell yeah

[0:13:55] Voice 1: okay i just wanted to uh respond to the question

[0:13:58] Voice 1: whether we captured the um the details about the performance setup the minutes don't show that i

[0:14:07] Voice 1: just went back and had a look at the minutes that last meeting and the one before that

[0:14:11] Voice 1: so unless nick captured that when you were having that discussion i don't i don't i don't have that

[0:14:18] Voice 1: information and i don't think robert would outside the minutes um what i was going to say is that

[0:14:24] Voice 1: that document, the appendix, could certainly, as it says there, that can be amended every year.

[0:14:32] Voice 1: So to address concerns around the election, I think one of the things you should have,

[0:14:38] Voice 1: maybe the very last item, the last task to do, is after you've evaluated, you've done all the steps

[0:14:44] Voice 1: and you've come to a compensation agreement for the next year for the CAO, that the next step,

[0:14:50] Voice 1: the last one be that this committee now considers the reorganizing or changing that schedule

[0:14:58] Voice 1: for the next year. In other words, build it in so that you don't forget to do that right as soon as

[0:15:05] Voice 1: you finish one process. At that point, you can say, well, next year is an election year. So how

[0:15:11] Voice 1: are we going to handle that? And then you can start looking at the dates more specifically to

[0:15:16] Voice 1: of the actual year or maybe you've got a new CEO coming in so it might change the way things work

[0:15:22] Voice 1: down the road so that will give you the ability to be very flexible and I think if you leave it

[0:15:29] Voice 1: if you do it that way you don't have to keep going back to trust council to get that approved

[0:15:35] Voice 1: the committee can make those changes and then you can just advise council what you're doing

[0:15:39] Voice 1: under the policy thank you oh

[0:15:43] Chair Patrick: thank you I understand the flexibility but I also understand

[0:15:46] Chair Patrick: what if it doesn't happen and that was our challenge that we had before we weren't doing it

[0:15:52] Chair Patrick: so we need to have that um that kickoff or that date that that activity that gets initiated

[0:16:00] Chair Patrick: in some policy so that we don't lose that activity well trustees and anyone how would

[0:16:09] Chair Patrick: you like to deal with this um we're hearing we could definitely in section four make a reference

[0:16:17] Chair Patrick: for instance, of the public service compensation process?

[0:16:22] Chair Patrick: A trustee has asked.

[0:16:24] Trustee Fast: Just an idea for the kicking off the process.

[0:16:29] Trustee Fast: I take Trustee Peterson's point about a new council,

[0:16:36] Trustee Fast: new executive coming in.

[0:16:37] Trustee Fast: But I wonder if it could be a scheduled date to set a date

[0:16:44] Trustee Fast: for the beginning of the annual cycle on the January the first agenda in January or something

[0:16:52] Trustee Fast: like that to get it um a starting point as you say Chair Patrick yeah

[0:17:00] Chair Patrick: no that's what I think I'd

[0:17:01] Chair Patrick: like to see is some trigger um because in a new election year that's the last thing we want is

[0:17:07] Chair Patrick: no evaluation to occur because it just falls off the table so trustee pass is your hand still up or

[0:17:15] Chair Patrick: no sorry so

[0:17:17] Trustee Fast: just that i agree uh chair patrick from the previous term uh it was necessary to

[0:17:25] Trustee Fast: have a kickoff to at least uh make us bookmark when we're going to do it thank you so i guess

[0:17:35] Chair Patrick: i'd look to staff of if we were to at least have a trigger to kick off where do we make reference

[0:17:39] Chair Patrick: reference to this table. Appendix 1 is referenced where in the document? Is it referenced?

[0:17:51] Voice 8: Under 1.2.3 that's in the existing document.

[0:17:55] Chair Patrick: 1.2.3. There we are. So could we not beef that

[0:18:03] Chair Patrick: section up to say that it's to be initiated by some date in January each year? How do people

[0:18:15] Chair Patrick: people feel about that

[0:18:17] Voice 7: trustee evans um before we decide on a date in january we've got to we've got

[0:18:23] Voice 7: to once again look at the length of the process so i'm working my way back if if the psa um stuff

[0:18:30] Voice 7: is in june we need to have time to have a final compensation review time so we should have a month

[0:18:36] Voice 7: set aside for that we'll have to have the review process to actually conduct the review with the

[0:18:42] Voice 7: CAO. We need to set aside a month for that. We need to include the PSA. We've got to give them

[0:18:50] Voice 7: a month for that. So that'll be March. The annual performance evaluation of all the information that

[0:18:55] Voice 7: came in, that would be February. We need to give staff, the CAO and trustees, it's about a three

[0:19:01] Voice 7: month long process for them to conduct the 360s for us to collate all the information and to turn

[0:19:07] Voice 7: it into actionable information. That's about a three month process. So we would have to start

[0:19:12] Voice 7: around at least October, the year prior.

[0:19:18] Voice 7: This is why I

[0:19:19] Voice 7: had that really long conversation

[0:19:21] Voice 7: about what it actually looks like.

[0:19:23] Voice 7: If we start this in January,

[0:19:25] Voice 7: we are not going to have enough time to complete it.

[0:19:29] Chair Patrick: I'm going to look at a CAO, Bronnie,

[0:19:31] Chair Patrick: who has done this at the public service.

[0:19:34] Chair Patrick: What would be a reasonable time

[0:19:37] Chair Patrick: and what would you recommend for a start?

[0:19:40] Voice 4: Yeah, I think it depends on how deep and robust

[0:19:44] Voice 4: bust you want to go particularly on that that three-month period that trustee evans mentioned

[0:19:49] Voice 4: my my only concern um and i'm being objective here um is that if you're if you're starting

[0:19:57] Voice 4: an assessment in october by the time you complete and you don't complete that assessment until june

[0:20:03] Voice 4: you're essentially reaching a conclusion on the assessment um nine months after the fact for the

[0:20:10] Voice 4: a previous year ending that previous October. So your assessment is coming out and being landed

[0:20:16] Voice 4: nine months after the assessment period effectively has concluded, which is a bit of a gap.

[0:20:23] Voice 4: I don't know that it needs to take that long, but maybe there needs to be a little more concrete

[0:20:29] Voice 4: discussion around exactly how deep and extensive. And I don't know if Nick can offer any insight

[0:20:35] Voice 4: here on how long that process needs to take, particularly that three-month timeline. And just

[0:20:42] Voice 4: to clarify, the PSA process, the only, the compensation piece doesn't happen until usually

[0:20:49] Voice 4: the fall. So my suggestion of completing it by June was just then you have your assessment done

[0:20:54] Voice 4: so that when the compensation guidelines come out later in the fall, you're ready, but you wouldn't

[0:20:58] Voice 4: be making a decision on compensation likely in June.

[0:21:02] Chair Patrick: Got you. Nick, did you have any comments

[0:21:05] Chair Patrick: on time typical timelines or yeah

[0:21:10] Voice 2: excuse me good morning everyone uh just a quick hello uh so yeah

[0:21:15] Voice 2: my i had some very rough notes um regarding the timeline that pretty much aligns with what the

[0:21:21] Voice 2: conversation has been here and the same debate took place last time as to whether this exact

[0:21:26] Voice 2: same conversation essentially as to whether it would be starting at the end of the calendar year

[0:21:30] Voice 2: and bleeding into you know january and february in terms of starting a survey out in november

[0:21:36] Voice 2: December, and then collecting feedback and starting the actual evaluation process,

[0:21:41] Voice 2: you know, in the kind of January, February, completing the review by March, and reporting

[0:21:46] Voice 2: to Trust Council in June. That is a lengthy period. But it depends on the needs of the

[0:21:51] Voice 2: organization, you know, and whether it's, you know, if it's not feasible to do it in a shorter

[0:21:56] Voice 2: period of time, then you should stick to the amount of time that makes sense for you. So that

[0:22:01] Voice 2: is something I think you might need to figure out. But you know, you can always adjust it,

[0:22:05] Voice 2: you know you might have to have a teething period right of the first year to see what works and then

[0:22:10] Voice 2: you know once you've done it you'll be able to say okay well you know where can we streamline you

[0:22:15] Voice 2: know where where can this go here you know you you will be able to figure it out it might not

[0:22:19] Voice 2: be perfect first time around but at least it'll give you a really good idea with the prospect of

[0:22:24] Voice 2: making amendments if required so i wouldn't get too hung up on it but you you do want to make

[0:22:29] Voice 2: sure you have the right wording obviously when you do eventually adjust um the policy down the line

[0:22:34] Voice 2: So make sure that there's, you know, room for that.

[0:22:37] Voice 2: But yeah, you know, usually you want to aim for around three, three or four months is

[0:22:41] Voice 2: usually a sweet spot, you know, for an evaluation period.

[0:22:43] Voice 2: Like three months is perfect.

[0:22:45] Voice 2: But if there is a lot of process and, you know, set meetings that require agendas and

[0:22:50] Voice 2: other things like that, then you may need to expand that a little bit just to make sure

[0:22:53] Voice 2: that there's enough time because, you know, the type of organization that you are, you

[0:22:57] Voice 2: know, a lot of it is done in a more rigid and structured fashion.

[0:23:00] Voice 2: So I think that's the best way to look at it.

[0:23:02] Voice 2: but I would leave yourselves room for future adjustment.

[0:23:06] Voice 2: All

[0:23:08] Voice 7: right, Trustee Evans.

[0:23:09] Voice 7: So one of the complicating factors in our organization

[0:23:14] Voice 7: is that we're not in the office every day.

[0:23:16] Voice 7: We're not there to have meetings every week.

[0:23:19] Voice 7: We might be able to schedule meetings once a month,

[0:23:23] Voice 7: which is going to extend the timeline

[0:23:25] Voice 7: that is normally seen in a corporate office.

[0:23:28] Voice 7: Because we've also got the multiple layers in here as well,

[0:23:31] Voice 7: that also adds complication.

[0:23:32] Voice 7: This is not a straight single departmental evaluation that you would see that is manageable

[0:23:38] Voice 7: within a three-month period.

[0:23:40] Voice 7: We've got external, we've got the trustees, we've got the internal, the staff, and we

[0:23:46] Voice 7: have the person who's dealing with it, which is obviously the CAO.

[0:23:51] Voice 7: So this, I want to caution us that we don't set too tight of a timeline that will become

[0:23:56] Voice 7: unachievable given our organization.

[0:23:59] Voice 7: And that was part of the discussion before.

[0:24:01] Voice 7: Thanks.

[0:24:02] Chair Patrick: Well, I do know every, every municipality has this process for evaluating their CAO. So we are complicated, but trustee Peterson.

[0:24:15] Chair Patrick: Yeah,

[0:24:18] Voice 6: thank you, Chair. One of the things that I think we need to consider, too, is how since this committee, as the assessment body is new, is how we sort of bake in, especially post-election process that once the new chair has appointed the committees

[0:24:46] Voice 6: And then the committees have to meet to elect their individual chairs, and then those chairs form this committee.

[0:24:52] Voice 6: So in some way, and this is probably going to be on staff, but it'd be good if we had it written down somewhere, that when that process is completed,

[0:25:06] Voice 6: In other words, when we have the committee members set up that the committee might want to meet soon after that to sort of get everyone up to speed on what the point of the committee is.

[0:25:21] Voice 6: So I don't know where we want to bake that into any of this, but I think it's important that that, again, especially thinking about a brand new trust council,

[0:25:32] Voice 6: there will always be some, there typically is some crossover from previous councils,

[0:25:38] Voice 6: but that doesn't necessarily mean there always will be. I'm just really trying to think about

[0:25:43] Voice 6: how we set this process up for success when all of us have moved on to other things. And

[0:25:51] Voice 6: so I don't know where we

[0:25:52] Chair Patrick: want to make

[0:25:53] Voice 6: that in there.

[0:25:54] Chair Patrick: All right. Thank you, Trustee Peterson. I'm wondering if for, again, section 1.123,

[0:26:00] Chair Patrick: if we were to have an initiation date to initiate the process.

[0:26:04] Chair Patrick: And it could be first things recommended is to review the last process

[0:26:07] Chair Patrick: because that would help train a new executive.

[0:26:12] Chair Patrick: Trustee Getty?

[0:26:14] Voice 8: I'm wondering if we can, I feel like we're sort of talking around in circles

[0:26:19] Voice 8: and we don't have

[0:26:21] Voice 8: the minutes or any of the details in the minutes.

[0:26:24] Voice 8: It sounds like Nick's notes might be the last remaining effort.

[0:26:30] Voice 8: And Robert also suggested in chat that we could look at the recording of the meeting.

[0:26:34] Voice 8: But if we can delegate this to somebody, Trustee Evans, I'm not sure how much time that you've got, and I don't want to volunteer you, but it sounds like you're the one that's most up to date on this in terms of having some idea.

[0:26:48] Voice 8: And then we can try it and see whether or not it works.

[0:26:56] Voice 8: Trustee Elliott?

[0:26:57] Voice 9: Yeah, similar to what's been said, I do agree that we might need a longer period. Why don't we set the date for the coming year as sort of the initiation period for this process, starting in September, October.

[0:27:16] Voice 9: October we're all familiar with this process with the goal of creating a you know four or

[0:27:26] Voice 9: five month review timeline and I would suggest that would be after an election year so in an

[0:27:36] Voice 9: election year as was stated everybody's forming new committees there's so much onboarding and

[0:27:41] Voice 9: and learning to happen, it doesn't make sense to start a review process in September, October.

[0:27:48] Voice 9: So the goal should be that we land on a starting a four month review process, let's say in April or

[0:27:56] Voice 9: May, or sorry, January, February. But this year for the first year, could we maybe begin in October,

[0:28:05] Voice 9: October, as was suggested. All

[0:28:13] Chair Patrick: right. Well, I think I would encourage that, I mean, from my

[0:28:17] Chair Patrick: experience, and I know Trustee Fast and I both at least went through two or almost three, I think,

[0:28:25] Chair Patrick: evaluations we did the previous year. Having structure and keeping it, having some firm

[0:28:32] Chair Patrick: dates that make you meet them, I think is important. Because it's always easy to say

[0:28:38] Chair Patrick: we have more meetings more business more things more everything that falls into our you know your

[0:28:44] Chair Patrick: to-do lists and before you know it you know two years have gone by and you didn't evaluate your

[0:28:50] Chair Patrick: CAO so that's my only feeling is that having some you know a start and a finish date or something

[0:28:58] Chair Patrick: is kind of important because it holds you to the process trustee Evans I

[0:29:05] Voice 7: was going to say why don't

[0:29:06] Voice 7: we have um as a set date um to for the for the um 360 initiation if we set that the beginning of

[0:29:18] Voice 7: november sort of as a as a mid-range with the due date um the first week of january

[0:29:26] Voice 7: um then when we come when then whoever comes back after the holidays we start the review process of

[0:29:35] Voice 7: of correlating the information within the 360s

[0:29:39] Voice 7: because we're going to be doing that not staff

[0:29:41] Voice 7: or it'll go to an external party.

[0:29:43] Voice 7: So it could also be triggering,

[0:29:47] Voice 7: hiring the external party to help with the evaluation

[0:29:52] Voice 7: and the dissemination of the 360 review package.

[0:30:00] Voice 7: But that'll be a meeting that we have to have because we have to determine who those evaluation packets are going to.

[0:30:05] Voice 7: They don't go to everyone. They go to a select few in each group.

[0:30:10] Voice 7: So if we have a meeting in October to determine who those packets are going to go to, then they get disseminated in November.

[0:30:19] Voice 7: that will be the trigger of the process as well as the hiring of the external consultant to step

[0:30:27] Voice 7: in in January to start what will then be the remainder of the three-month process or the

[0:30:35] Voice 7: remainder will be approximately a three-month process at that time all

[0:30:42] Trustee Fast: right trustee fast

[0:30:44] Trustee Fast: um thank you I just wanted to support uh the chair's suggestion of uh adding as a step

[0:30:52] Trustee Fast: reviewing the cao evaluation process from the previous time it was done and uh because as i

[0:31:03] Trustee Fast: remember this is one of the things we it was a significant barrier for um the previous executive

[0:31:09] Trustee Fast: committee we didn't know uh anything about it and um that would just also uh promote the idea of

[0:31:19] Trustee Fast: of uh changing it uh to reflect the uh super fast way that things are changing and um uh

[0:31:29] Trustee Fast: in in the current era it's not uh very static these days i think it's a good idea thank you

[0:31:35] Trustee Fast: all right

[0:31:38] Chair Patrick: um since we are talking ourselves i think we're hearing in section one two three

[0:31:43] Chair Patrick: that we have a trigger date we don't have to i think work ourselves i think we could work with

[0:31:48] Chair Patrick: staff to come up with a reasonable date. Looking at the example I had sent out last in February was

[0:31:54] Chair Patrick: it had a it was triggered by the you know director of human resources which is we have a

[0:32:00] Chair Patrick: director of the finance and human resources send the reminder time to start you know that we have

[0:32:08] Chair Patrick: some sort of kickoff that it would be a review and setting of the of the schedule for that year

[0:32:16] Chair Patrick: or some or for that for that review is that generally what i'm hearing from everybody

[0:32:22] Chair Patrick: um so i guess we could work can i work with staff or work with the cao brownie to figure out the

[0:32:28] Chair Patrick: best dates to put in there to work with the organization and we would do that in section

[0:32:36] Chair Patrick: one two three i'm not seeing any people speaking against that do we need a motion i guess or would

[0:32:46] Chair Patrick: would that help? We don't want to lose this conversation again. So I guess we probably

[0:32:53] Chair Patrick: should draft a resolution to make this change.

[0:32:57] Voice 7: Trustee Evans? Yeah, I think that would be a

[0:32:59] Voice 7: good idea. I'm just going to put in an email so it's not lost, suggested triggers and dates as

[0:33:06] Voice 7: well.

[0:33:10] Chair Patrick: So do we want to work ourselves into the dates or just go off and work with staff? I think

[0:33:15] Chair Patrick: would be the easiest at this point

[0:33:17] Chair Patrick: to come up with a set of dates that staff feel works.

[0:33:31] Voice 7: Sorry, I can't find my hand right now.

[0:33:33] Voice 7: No, that's all right.

[0:33:35] Voice 7: I was

[0:33:35] Voice 7: just going to say,

[0:33:36] Voice 7: I just don't want the steps to be missed

[0:33:38] Voice 7: because there's a lot of steps in this.

[0:33:39] Voice 7: So I'm putting the steps in

[0:33:40] Voice 7: and then you work with staff on it.

[0:33:48] Chair Patrick: Well, okay.

[0:33:49] Chair Patrick: Trustee Fast.

[0:33:51] Trustee Fast: I move that executive committee request staff

[0:33:56] Trustee Fast: to add a bullet point under 1.2.3

[0:34:02] Trustee Fast: regarding a start time to schedule evaluation process.

[0:34:17] Trustee Fast: Then all the detail can come in a second motion

[0:34:21] Trustee Fast: or in work with staff or in whatever happens,

[0:34:26] Trustee Fast: but I'm just step-by-step.

[0:34:28] Trustee Fast: We need a bullet there.

[0:34:35] Chair Patrick: We'll start working some motions.

[0:34:37] Chair Patrick: I know Trustee Evans is still writing away

[0:34:38] Chair Patrick: and sending something in yeah trustee peterson did you have some oh

[0:34:43] Voice 6: well shouldn't should this

[0:34:46] Voice 6: not be that yeah this should be the cao pep not executive committee yes yes

[0:34:50] Trustee Fast: yeah we were going to

[0:34:51] Trustee Fast: catch that on the committee the words did not come we

[0:34:58] Chair Patrick: would have fixed that um to instead of

[0:35:16] Chair Patrick: schedule would we say to initiate the evaluation process initiate

[0:35:22] Trustee Fast: and schedule i did use the word

[0:35:24] Trustee Fast: schedule but i think it was to start and schedule

[0:35:27] Chair Patrick: yes there you go okay

[0:35:28] Trustee Fast: yes that would work and

[0:35:31] Trustee Fast: schedule thank you robert how

[0:35:39] Chair Patrick: does that look to other people trustee elliot it's

[0:35:42] Voice 9: not seconded so

[0:35:43] Voice 9: rather rather than start time uh date perhaps let's

[0:35:48] Chair Patrick: start date yeah oh yes date yeah there's

[0:35:51] Chair Patrick: no second so we can play with these words how's that looking to everyone i know trustee evans

[0:35:59] Chair Patrick: was still writing away. She's got a thumb up on her. So if there's no further wording, I'd look

[0:36:06] Chair Patrick: for a second to this motion. Seconded by Trustee Getty. Is there any discussion? I'm not seeing

[0:36:21] Chair Patrick: any. Please raise your digital hand or wave at me. Okay.

[0:36:39] Chair Patrick: Lower your hands. And that was everybody

[0:36:43] Chair Patrick: in favor. So that carries. Now, Trustee Evans, did you have something subsequent to this you

[0:36:51] Chair Patrick: you were thinking? Sorry, I thought I'd lowered my hand. Sorry. No, no. But did you have another

[0:37:00] Chair Patrick: motion that you were working on?

[0:37:02] Voice 7: It's not so much a motion. I'm just sending you some of the

[0:37:06] Voice 7: dates for you to have a conversation. I mean, I can if you want, I can put that's

[0:37:10] Chair Patrick: fine. I just I

[0:37:11] Chair Patrick: didn't know if you were working on something else. So that that's good. I think I think that's

[0:37:15] Chair Patrick: probably is that enough? I'll look to staff if we can just get a trigger date and deal with

[0:37:19] Chair Patrick: with that? Is that sufficient? Okay. I guess the next piece is how we wanted to deal with this.

[0:37:31] Chair Patrick: We had told, it was me, I had told Trust Council at the March meeting that we would be assembling

[0:37:37] Chair Patrick: this into a package to come to them with the other policies. Do you think this policy needs

[0:37:44] Chair Patrick: to go to Trust Council or should we bring it as a complete package with the other policies so that

[0:37:52] Chair Patrick: it's implemented uh trustee peterson well

[0:37:58] Voice 6: i think it'd be great to get at trust council soon but uh

[0:38:01] Voice 6: we heard from director marler that we're also going to have to amend uh the minimums and policy

[0:38:08] Voice 6: for executive committee correct

[0:38:10] Chair Patrick: i think that was my comment was we i wanted to have both policies

[0:38:13] Chair Patrick: together in the package so you saw them together yeah

[0:38:17] Voice 6: right and then um i believe director marler

[0:38:20] Voice 6: said that getting that all ready for june might be challenging so just taking that as a you know

[0:38:28] Voice 6: word of caution i mean we can have goals but uh that's what i thought i heard anyway that june

[0:38:32] Voice 6: might be challenging i

[0:38:34] Chair Patrick: see director marler's hand up uh

[0:38:36] Voice 1: yeah i think working backwards uh i can

[0:38:39] Voice 1: certainly do i just have to uh get onto it right away uh you will probably want to see it again

[0:38:44] Voice 1: before it goes through the executive committee to council uh so council is june uh that means

[0:38:50] Voice 1: means executive committee end of may okay i don't know i don't have the dates in front of me

[0:38:55] Voice 1: um so it would have to be um bring it back to your next meeting so you'd have to schedule a

[0:39:01] Voice 1: meeting before um the next executive so we can have you look at it i would just have a full

[0:39:08] Voice 1: package for you with an rfd uh an amended uh executive um policy and this policy and i'll

[0:39:16] Voice 1: just double check there's no other policies we need to amend as well and then just bring that

[0:39:20] Voice 1: to you as a single package the rfd would come from this committee to trust council so i'd draft it as

[0:39:26] Voice 1: it's from this committee so you would have to see it again so yeah i can do it i just need the

[0:39:34] Voice 1: direction today to get started on it yeah

[0:39:37] Chair Patrick: how do people feel i mean trustee getty we have another

[0:39:44] Voice 8: meeting scheduled for may the 5th is that workable director marler i

[0:39:54] Voice 1: think so um i don't have the

[0:39:56] Voice 1: schedule for the executive committee in front of me but i assume it's later than that just going

[0:40:01] Voice 1: to take a look on my calendar here as long

[0:40:05] Voice 6: as we can get it on the

[0:40:06] Voice 1: executive before trust council

[0:40:07] Voice 1: i think we're fine if

[0:40:09] Voice 6: i may we have an ec may 14th we have another one june 4th yeah that works

[0:40:18] Voice 1: because June 4th is still in advance of council that's the last one executive committee would be

[0:40:24] Voice 1: approving council agenda items I

[0:40:27] Chair Patrick: think we should try um I you know and I think that oh trusty fast

[0:40:31] Chair Patrick: what was that Robert has his hand up oh sorry um Robert Barlow thank

[0:40:39] Voice 5: you Jerry just wanted to bring

[0:40:40] Voice 5: to your attention I'm not aware of any future scheduled meeting of the CAO PEP committee

[0:40:47] Voice 5: the date that was referenced is the CAO hiring committee.

[0:40:52] Voice 5: They could very well be joint if you wish,

[0:40:55] Voice 5: but they're, thank you.

[0:40:58] Voice 5: Okay.

[0:41:00] Chair Patrick: Well, we could sort that out.

[0:41:03] Chair Patrick: I think we should try.

[0:41:04] Chair Patrick: And then if we're not satisfied with the package,

[0:41:08] Chair Patrick: I would rather delay it if we don't,

[0:41:09] Chair Patrick: I would not want to hurry something forward

[0:41:12] Chair Patrick: if it's not ready,

[0:41:13] Chair Patrick: but we should try to get this done.

[0:41:17] Chair Patrick: If that works for everyone. So you're looking for a motion then from us to request that we fix the, is it policy 241? I guess I'll look to you, Director Marler, for recommended language. So it's to, we'll need a motion to amend policy 241.

[0:41:47] Voice 1: um yeah just uh maybe just a motion to um bring a full package back to you okay because it could

[0:41:55] Voice 1: be other policies i just don't want to miss them okay gotcha so

[0:42:00] Chair Patrick: we need a motion robert

[0:42:01] Chair Patrick: to request staff to bring a package of

[0:42:08] Voice 1: policy amendments and

[0:42:13] Chair Patrick: an rfd a draft it would be a draft

[0:42:16] Chair Patrick: RFD, policy amendments and draft RFD for consideration for June, Trust Council?

[0:42:25] Voice 1: Yeah, I'll bring it back at the next meeting.

[0:42:28] Chair Patrick: Okay. I'll have to bring it back to our next, which we haven't set.

[0:42:31] Chair Patrick: See how Robert's doing on wording here. Aha! How does that look, Director Marler?

[0:42:48] Voice 1: Yeah, that looks fine. I understand what you're asking, so that's good.

[0:42:51] Chair Patrick: How does that look to others here? Is there someone who would like to make that motion?

[0:42:58] Chair Patrick: Go ahead, Trustee Getty.

[0:43:00] Voice 8: I'll move that CAO PEP Committee request staff return a revised package of policy amendments

[0:43:07] Voice 8: and a draft Trust Council RFD to the next CAO PEPC meeting.

[0:43:14] Chair Patrick: All right.

[0:43:14] Chair Patrick: And that's seconded by Trustee Peterson.

[0:43:18] Chair Patrick: Any discussion?

[0:43:19] Chair Patrick: Not seeing any.

[0:43:23] Chair Patrick: Call the vote.

[0:43:24] Chair Patrick: All those in favor?

[0:43:25] Chair Patrick: Raise your hands.

[0:43:27] Chair Patrick: Wave at me.

[0:43:28] Chair Patrick: There.

[0:43:30] Chair Patrick: That's everybody.

[0:43:31] Chair Patrick: All right.

[0:43:32] Chair Patrick: That carries.

[0:43:32] Chair Patrick: Thank you very much.

[0:43:35] Chair Patrick: Is there any other business we have on this policy then?

[0:43:45] Chair Patrick: Not seeing any.

[0:43:47] Chair Patrick: All right.

[0:43:48] Chair Patrick: Well, then that concludes the business.

[0:43:55] Chair Patrick: Oops, sorry.

[0:43:55] Chair Patrick: Go ahead, Nick.

[0:43:56] Voice 2: Hi, everyone.

[0:43:57] Voice 2: Yeah, I think that I don't know if you have a closed meeting now,

[0:43:59] Voice 2: which I don't think I'm going to be part of.

[0:44:01] Chair Patrick: No, we don't.

[0:44:02] Chair Patrick: Oh, you don't.

[0:44:03] Voice 2: Okay.

[0:44:04] Voice 2: Yeah, I just wanted to say then I think in terms of our business,

[0:44:10] Voice 2: do you require anything more from leaders?

[0:44:12] Voice 2: because it seems like we discussed this in the last meeting,

[0:44:15] Voice 2: but we're now at the point of staff taking on, you know,

[0:44:18] Voice 2: putting the package together for Trust Council and future amendments.

[0:44:22] Voice 2: So I just wanted to clarify that.

[0:44:24] Voice 2: Robert, sorry, David certainly, you know,

[0:44:27] Voice 2: wanted me to join this meeting just to kind of make sure everything is good to go.

[0:44:31] Voice 2: But is there anything else required from us,

[0:44:34] Voice 2: or would you like me to attend any future meetings?

[0:44:38] Chair Patrick: I'll look to the committee here, but I would assume,

[0:44:41] Chair Patrick: I think your business is generally done.

[0:44:43] Chair Patrick: I think we have a draft policy before us

[0:44:45] Chair Patrick: and we can deal with any amendments

[0:44:47] Chair Patrick: that we may see as we go through the finalization process

[0:44:52] Chair Patrick: to finalize it.

[0:44:54] Chair Patrick: Is that so, Trustee Peterson?

[0:44:58] Voice 6: Yeah, I just want to thank you, Nick,

[0:45:02] Voice 6: for your support through the hiring process.

[0:45:05] Voice 6: And this has been great working with you guys at Leaders.

[0:45:08] Voice 6: Appreciate it.

[0:45:09] Voice 6: Very much.

[0:45:11] Chair Patrick: Absolutely.

[0:45:11] Chair Patrick: I'm seeing nods all the way around and we really appreciate it and we like

[0:45:16] Chair Patrick: our new CAO. So we're all happy.

[0:45:19] Voice 2: I was going to say that would have been a plot twist.

[0:45:23] Voice 4: That was, that was a very quick and efficient review right there.

[0:45:29] Voice 2: Well, thank you everyone. Yeah. We, I wanted to say, you know, Greg and I,

[0:45:32] Voice 2: again, it was a pleasure working with everyone during this process,

[0:45:35] Voice 2: including Ruben. You know, thank you for being, you know,

[0:45:38] Voice 2: know so patient and uh and for you know i think everyone landed in the right place in the end so

[0:45:44] Voice 2: thank you again and feel free to reach out to us anytime uh we always appreciate your business and

[0:45:48] Voice 2: we're happy to connect again down the line so best of luck uh with everything in the coming year um

[0:45:54] Voice 2: and the next trust council meeting and we look forward to hearing from you in the future

[0:45:57] Voice 2: all

[0:45:58] Chair Patrick: right well thank you very much nick thank you everyone

[0:46:01] Voice 2: on all right bye um

[0:46:06] Chair Patrick: so if this concludes our business i'm going to look at staff because

[0:46:09] Chair Patrick: there was a time put on the hiring committee one but are we able just to carry on now with the time

[0:46:16] Chair Patrick: of trustee evans i see your hand raised oh

[0:46:18] Voice 7: yeah i didn't mean to interrupt i was just going to say

[0:46:20] Voice 7: i sent that email out to everyone so you've got my suggested um view on timelines for later that's

[0:46:27] Voice 7: it super thank

[0:46:30] Chair Patrick: you um so if we have no further business we could uh take a i guess a motion to

[0:46:36] Chair Patrick: adjourn this meeting oh there we go motion to adjourn i'm not trustee getty is there a second

[0:46:45] Chair Patrick: oh come on there we go trustee heavens i'll let you give you a seconding and i assume all of us

[0:46:50] Chair Patrick: are in favor to uh adjourn the meeting there we go that's carried so we're adjourned and so it's

[0:46:56] Chair Patrick: it's okay if we can carry on then with the hiring committee meeting for this

[0:47:02] Chair Patrick: time. Cause it's at 11, but I think we can start. There we go. We will.

[0:47:07] Chair Patrick: So how's everyone doing?

[0:47:08] Chair Patrick: Do you need a break or you want to just keep going right into the next

[0:47:11] Chair Patrick: meeting? Everyone wants to keep going. All right, so let's keep going.

[0:47:16] Chair Patrick: So I'm going to call to order this meeting of the CAO hiring committee

[0:47:22] Chair Patrick: meeting. Again, great.

[0:47:26] Chair Patrick: Very grateful to be meeting in the territories of many Coast Salish nations today.

[0:47:35] Chair Patrick: We have an agenda before us.

[0:47:38] Chair Patrick: Are there any changes that need to be made to the agenda?

[0:47:44] Chair Patrick: Not seeing any.

[0:47:46] Chair Patrick: We'll approve the agenda through general consent.

[0:47:49] Chair Patrick: There are no minutes from the previous meeting.

[0:47:55] Chair Patrick: I think we're going to be going right into the closed meeting session.

[0:48:00] Chair Patrick: section so i need someone to be read the motion that's at item seven in the agenda package trustee

[0:48:06] Chair Patrick: getty i

[0:48:07] Voice 8: move that the meeting be closed to the public in accordance with community charter part

[0:48:11] Voice 8: four division three section 90 sub one sub a personal information about an identifiable

[0:48:16] Voice 8: individual who's being considered for position appointed by the committee and that the recorder

[0:48:21] Voice 8: and staff attend the meeting all

[0:48:23] Chair Patrick: right is there a second to that motion seconded by trustee evans

[0:48:27] Chair Patrick: all those in favor raise your hands and that carries okay so wait for a moment for

[0:48:39] Chair Patrick: staff to i assume everyone's got the agenda package carol

[0:48:46] Voice 5: now stop recording and stop live streaming