Islands Trust Council regular meeting, May 5, 2025

[0:00:00] Voice 8: go there it is all

[0:00:04] Voice 5: right there you go all right are we up and going everything we are yes

[0:00:11] Voice 5: we're all ready super well good morning everyone i'm laura patrick chair of trust council elected

[0:00:18] Voice 5: here on salt spring and i'd like to call this meeting the order of the this is the chief

[0:00:24] Voice 5: administrative officer performance evaluation policy select committee if we could get enough

[0:00:29] Voice 5: enough words in there. As always, we are deeply honoured to be able to be meeting today all

[0:00:36] Voice 5: across the unceded and, oh my goodness, I'm having, I'm not awake this morning, on treaty

[0:00:48] Voice 5: lands of the Coast Salish peoples. Tomorrow I'll speak more at our Committee of the Whole

[0:00:56] Voice 5: meeting of the mural unveiling up at the ski island and the significance of that

[0:01:04] Voice 5: um so we have an agenda before us is there any changes that we need to make to the agenda

[0:01:17] Voice 5: not seeing any can we approve the agenda through general consent yep

[0:01:21] Voice 4: i

[0:01:21] Voice 5: should probably say who's

[0:01:23] Voice 5: on this call today so this is a special committee that's a mix of the executive committee and the

[0:01:27] Voice 5: the chairs of the standing committees of the um trust council and for trustees we have with us

[0:01:35] Voice 5: today we have on the executive we have trust uh vice chair peterson vice chair mod vice chair

[0:01:44] Voice 5: elliot has joined us that's wonderful um and then our chairs from the committees we have vice

[0:01:51] Voice 5: chair trustee Getty and trustee Evans and we have a vacancy right now

[0:01:58] Voice 5: trustees Sue Ellen Fast from financial planning committee and we have a vacancy

[0:02:03] Voice 5: on the regional planning committee and trustee

[0:02:05] Voice 5: Getty I thought I started with

[0:02:08] Voice 5: trustee Getty and with staff we have CEO Bruni we have director Marler and we

[0:02:17] Voice 5: We have Coraline Strachan.

[0:02:21] Voice 5: Did I say your last name?

[0:02:22] Voice 5: That's correct, yes.

[0:02:23] Voice 5: Yes, and she's the administrator helping us this meeting today.

[0:02:27] Voice 5: Did I miss anybody?

[0:02:29] Voice 5: Oh, great.

[0:02:30] Voice 5: Okay, so let's just move right along.

[0:02:33] Voice 5: We have minutes from our previous meeting from April 7th.

[0:02:38] Voice 5: Were there any changes or corrections to those minutes?

[0:02:43] Voice 5: Seeing none, can we approve those minutes through general consent?

[0:02:45] Voice 5: consent. We also have minutes from January 13th, 2025. Are there any additions or changes

[0:02:54] Voice 5: to those minutes? Can we approve those minutes through general consent? Thank you. We have

[0:03:01] Voice 5: a follow-up action list. Are there any matters on the follow-up action list that need attention?

[0:03:05] Voice 5: I guess I'll look to staff. Are there any questions there? Any questions from the trustees?

[0:03:13] Voice 5: Not seeing any. We'll keep moving on. So our one piece of business that we have today is

[0:03:18] Voice 5: we do have the CAO Performance Evaluation Policy that we had comments on. This is the version

[0:03:23] Voice 5: that's before us. It begins on page nine of the agenda package. Who's going to present that? Is

[0:03:29] Voice 5: that Director Marler?

[0:03:30] Voice 8: Yeah, I could do that. Go ahead.

[0:03:34] Voice 8: Okay, thank you. Through the chair,

[0:03:36] Voice 8: I'd just like to just present this to you. So the work you did at the last meeting was to essentially

[0:03:45] Voice 8: finalize and asked me to come back with amendments generally for you to consider to go to Trust

[0:03:54] Voice 8: Council for amendments to create the policy for the Chief Administrative Officer performance

[0:04:01] Voice 8: evaluation. So I did identify two other policies that needed to have some consequential work done

[0:04:08] Voice 8: to them that would be policy 2.3.1 which is the council committee system and policy 2.4.1

[0:04:17] Voice 8: which is the executive committee terms of reference. So what I've done here is there's a

[0:04:24] Voice 8: RFD to you from me with a recommendation there to send the attachments to council but before you do

[0:04:32] Voice 8: that i think it would be prudent for you to go through that rfd which is on page 11. so that rfd

[0:04:41] Voice 8: is from the committee not from me it's from you uh to trust council so i want to make sure

[0:04:50] Voice 8: that the recommendations in here is exactly what this committee wants to do i'll just take you

[0:04:57] Voice 8: through recommendations quickly and then i'll take you for a little bit of a background as to why

[0:05:01] Voice 8: I'm suggesting you make these recommendations. The first one is that

[0:05:07] Voice 8: Council adopt the new policy which is the Chief Administrative Office of

[0:05:10] Voice 8: Performance Evaluation policy. I am proposing to number it 2.5.1 which

[0:05:17] Voice 8: would be in the same location, same area as the other councils of, sorry, the other

[0:05:24] Voice 8: policies of Council that deal with Council committees and Council committee

[0:05:29] Voice 8: procedures i think that's appropriate um i'd probably give it a a title on the website to say

[0:05:36] Voice 8: chief administrative officer or something like that just so it's it fits nicely so if you feel

[0:05:43] Voice 8: it doesn't belong at 2.5.1 that's totally fine that was just where i thought it would make the

[0:05:49] Voice 8: most sense um and then the other two recommendations are to amend policy 231 and policy 234

[0:05:59] Voice 8: so for those policies i'm just going to scroll down and start i'll go right to the policy actually

[0:06:08] Voice 8: rather than the right up in there in there so on page 15 is um the chief administrative office of

[0:06:17] Voice 8: performance evaluation this is uh largely as you saw it at the last meeting the only change i've

[0:06:23] Voice 8: done to it is I've added the policy number 2.5.1 up in the top right approval by trust council now

[0:06:32] Voice 8: the policy holder is something maybe the CEO might want to jump in on this too but normally

[0:06:40] Voice 8: policies of council are usually held by the CEO but because this is about the CEO

[0:06:45] Voice 8: it might look better for the secretary to look after it which right now is me

[0:06:52] Voice 8: so I've put that in there but I don't it doesn't have to be that way so I just

[0:06:57] Voice 8: wanted to erase that this this is a little different to the other policies

[0:07:01] Voice 8: you'll see in this area that are held by the CEO just going down the only other

[0:07:08] Voice 8: change you made is in yellow and I think it's still in yellow yeah there it is

[0:07:12] Voice 8: on page 17 so at the last meeting you asked that we put something under 124 I think it was

[0:07:19] Voice 8: to indicate that annually the committee will establish a start date to initiate and schedule

[0:07:27] Voice 8: an evaluation process and I put in here that appendix one is you're authorized the committee

[0:07:35] Voice 8: is authorized to update that to reflect the needs of that particular year and I'm thinking

[0:07:40] Voice 8: it would make sense to allow that to happen rather than having to go back to council

[0:07:45] Voice 8: and making sure that that you know you get authorization to change it you would probably

[0:07:50] Voice 8: still as part of your process take it to council anyway to say this is the evaluation process that

[0:07:56] Voice 8: we're proposing um but i'm not saying you have to do that the way this is worded here

[0:08:02] Voice 8: uh and then the only other thing i did is go ahead no that's

[0:08:11] Trustee Fast: somehow a refeed of what you

[0:08:13] Trustee Fast: just said we've got an echo there we go okay

[0:08:19] Voice 8: yeah sorry can everybody hear me okay yes

[0:08:23] Voice 3: yes okay yeah

[0:08:24] Voice 8: so that was put in there to uh address those sorry issues so hopefully that's good and then

[0:08:32] Voice 8: appendix one uh which starts on page 20 now i didn't get any direction to fill this in in any

[0:08:40] Voice 8: way so what I have done to get you started you might want to think about this day just so you

[0:08:47] Voice 8: got a you could go with an empty appendix to council if you want to or you can put in some of

[0:08:54] Voice 8: the big pieces that you expect would happen and then you would establish the who and the due dates

[0:09:02] Voice 8: in the future so in here for example I've put the start date of the evaluation process

[0:09:09] Voice 8: there's going to be need to engage a consultant, the consultant is required to do a 360 review,

[0:09:16] Voice 8: there's a report out to the committee, there's a requirement in your policy for performance metrics

[0:09:22] Voice 8: and benchmarks, there's a requirement for a self review by a CEO, there's a requirement to review

[0:09:31] Voice 8: the inputs and then there's discussion with the CEO. And I haven't gone any further than that,

[0:09:36] Voice 8: I think you'd probably report back to council and then I'm not sure beyond that so that's really

[0:09:42] Voice 8: just there for your thoughts you could just leave it like this go to council with it like this is a

[0:09:50] Voice 8: kind of a bit of a placeholder and you can always put more detail in when the committee meets to

[0:09:56] Voice 8: determine what it needs to do for each particular year this was just a bit of a guide and I just

[0:10:01] Voice 8: just pulled it right out of the policy um do you want me to just quickly go over the changes to

[0:10:08] Voice 8: the other two policies because i think it might be helpful to see everything together and then

[0:10:11] Voice 8: sure

[0:10:12] Voice 5: no please proceed yeah

[0:10:13] Voice 8: yeah okay so the next one is the council committee system in terms of

[0:10:19] Voice 8: reference and because this this committee in the policy 251 is to meet annually and it's for a

[0:10:28] Voice 8: a specific purpose and it sounds like there's going to be a process that will take a few

[0:10:33] Voice 8: months so there'll be more than one meeting of this committee every year.

[0:10:37] Voice 8: This to me fits better as a standing committee of council rather than a select committee.

[0:10:42] Voice 8: So what I'm suggesting here under 1.1 is we add the Chief Administrative Officer Performance

[0:10:48] Voice 8: Evaluation Committee as a new standing committee and then further down in 116 or the new 116

[0:10:55] Voice 8: indicating the membership of it which is simply the executive committee and the chairs of the

[0:11:01] Voice 8: financial planning committee trust programs committee regional planning committee and

[0:11:05] Voice 8: governance committee and the only committee i've missed out there is the advisory committee and i

[0:11:11] Voice 8: don't think that would be appropriate so i think those four are the ones that you definitely want

[0:11:15] Voice 8: in there and then there's some renumbering here to reflect that change and that's uh that's it

[0:11:22] Voice 8: with the exception of in the appendices and I get down to it there's a summary attachment one

[0:11:30] Voice 8: is a summary of your committees in the terms of reference so I've added the CAO PEC as it

[0:11:38] Voice 8: should be called now make sure to correct everything to reference that and the terms

[0:11:44] Voice 8: of reference is really the initial and ongoing evaluation of chief administrative officer as

[0:11:49] Voice 8: outlined in policy 251. Keep it really simple. And then we've just added a terms of reference

[0:11:56] Voice 8: page because each committee has a terms of reference in here as you can see.

[0:12:01] Voice 8: So I just added attachment seven and essentially says very similar thing.

[0:12:07] Voice 8: The purpose of the committee and then the work and I said initial and ongoing evaluation is

[0:12:12] Voice 8: outlined in policy 251. And then this last one I think is important and when we get to the next

[0:12:18] Voice 8: next policy amendments, you'll see why. Other duties as required by the Executive Committee

[0:12:22] Voice 8: under Policy 241. So if you go to Policy 241 next, and I'm just going to take you down to

[0:12:30] Voice 8: CEO Liaison, which is on page 38. So the way it's currently written is the Executive Committee is

[0:12:40] Voice 8: responsible for everything that Policy 251 now suggests that this other committee does.

[0:12:49] Voice 8: So the executive committee currently would, once they advise that the CEO is retiring or leaving or has resigned, they would then start up the chief administrative officer hiring committee.

[0:13:06] Voice 8: And then 9.2, 9.3 deal with discipline.

[0:13:12] Voice 8: So 9.2 indicates that that's the, you know, it's, sorry, the orientation of the CEO after hiring and 9.3 deals with discipline.

[0:13:24] Voice 8: So what I'm suggesting here is that now that we have a new committee, the executive doesn't need to create a committee, but I think it should require that committee to undertake certain things.

[0:13:39] Voice 8: So it makes sense to me that the executive committee is likely going to be the first people to know about the CAO retiring or the CAO resigning or whatever.

[0:13:53] Voice 8: So it makes sense that they would ask the larger performance committee to undertake the recruiting, appointing or orienting of a new CAO.

[0:14:07] Voice 8: So it's just rewording 9.1 so that we're not creating a new committee, but we're asking an existing standing committee to do the work.

[0:14:16] Voice 8: 9.2 is no longer required because that's all built into Policy 2.5.1 now.

[0:14:24] Voice 8: That includes a section on the probationary orientation in Policy 2.5.1, as well as ongoing appraisal and performance evaluation.

[0:14:37] Voice 8: 9.3, kind of like 9.1, is if there is a performance issue with a CAO, it's likely going to be the executive committee that's going to hear about it first, either trustees or staff or through discussions with the CAO.

[0:14:53] Voice 8: So the same as 9.1, this would then require that the Performance Evaluation Committee undertake the work that's indicated in 3 on dealing with that performance issue and potential recommendations on courses of action for that.

[0:15:16] Voice 8: So those are all the changes that I see that are needed in the policies.

[0:15:20] Voice 8: um those are my suggestions but um there may be other ways that it can happen as well so

[0:15:27] Voice 8: i'm just going to pass it back to the chair and you might want to start with policy 2.5.1

[0:15:34] Voice 8: and then talk about the other two policies once you're happy with 2.5.1 okay so back to the chair

[0:15:41] Voice 8: thank you thank

[0:15:42] Voice 5: you director marler so trustees we have uh i guess beginning on page 15 policy

[0:15:47] Voice 5: policy 251 are there any questions or comments on the policy as it's presented

[0:15:52] Voice 5: go ahead trustee evans sorry

[0:16:00] Voice 3: i'm trying to find my hand and it wasn't working

[0:16:03] Voice 5: wave away i'm

[0:16:06] Voice 3: i'm very happy with this and i like the fact that the way that it's currently written

[0:16:10] Voice 3: that we can adapt the schedule as needed and that's something that we could do at our next

[0:16:18] Voice 3: meeting it's not necessarily done here and i appreciate the initial um thoughts that went

[0:16:24] Voice 3: into the uh the appendix one so i'm i'm happy for today thank

[0:16:31] Voice 5: you any other comments on policy 251

[0:16:36] Voice 5: trustee fast thank

[0:16:40] Trustee Fast: you sorry a bunch of buttons um just um just to say i'm happy with it too

[0:16:46] Trustee Fast: I noted that in the compensation piece, we had talked at the last meeting about adding something about making sure that the public service agency was consulted, but I don't think that's needed because it says that the committee will seek advice from the public service agency to coordinate things.

[0:17:11] Trustee Fast: and and anyway I didn't need see the need to make that particular change with

[0:17:16] Trustee Fast: the way the text has been adjusted so I'm happy thank you questions

[0:17:23] Voice 5: I have

[0:17:26] Voice 5: only one question in regards to and really don't want to see things fall

[0:17:31] Voice 5: behind the wayside and when we say just annually we'll establish a date how do

[0:17:36] Voice 5: we manage that and how does that trigger in the process so that we don't slide

[0:17:42] Voice 5: past an annual date and have it not occur and

[0:17:46] Voice 8: i could comment please yeah i was thinking that too

[0:17:51] Voice 8: and maybe what we need to do here is maybe put a date so maybe just say at the beginning of the

[0:17:57] Voice 8: fiscal year in april um the caopec will meet to establish its um schedule you may not then meet

[0:18:06] Voice 8: again until january or something like that but at least at the beginning of the fiscal year

[0:18:11] Voice 8: year you've had a look at it or another date but maybe just set a time or a month or a time frame

[0:18:18] Voice 8: um because you're correct this could easily just get lost if you don't meet

[0:18:23] Voice 8: and um yeah that's a thought the other one is that we set up the CAO PEC with the regular

[0:18:31] Voice 8: four meetings a year but I really don't think that would work too well for this committee

[0:18:37] Voice 8: so yeah that's a suggestion trustees

[0:18:40] Voice 5: thoughts on establishing a date to at least consider it

[0:18:46] Voice 5: i'm going to go with trustee giddy first yeah

[0:18:49] Voice 4: i think it would be helpful i'm also

[0:18:50] Voice 4: on page 24 that was one of the questions that i had where the number of meetings per year is four

[0:18:58] Voice 4: and any further meetings must be planned within the approved committee's meeting expense account

[0:19:03] Voice 4: so if we're required to have a minimum of four meetings then and you know this

[0:19:11] Voice 4: is an annual review and we're going to get some sort of a consult I mean we

[0:19:15] Voice 4: could plug in four meetings into that and I think we that might help us and if

[0:19:22] Voice 4: we wanted to legislate that there would be a start date for the fiscal year that

[0:19:27] Voice 4: That might be helpful so that it gets logged in to bring forward kinds of calendars.

[0:19:40] Voice 5: Trustee Emmons?

[0:19:43] Voice 3: Yeah, I was running through the schedule and how that would break out into four meetings.

[0:19:52] Voice 3: So I felt that we could have that discussion at our next meeting, which is why I wasn't bringing it forward now.

[0:19:57] Voice 3: But if you wanted to put a date in, and so I thought we were still in 251.

[0:20:02] Voice 3: I didn't realize it would move down we're on

[0:20:05] Voice 3: 251 on page 17

[0:20:07] Voice 5: at the section 124 my apologies

[0:20:13] Voice 3: yes um so yeah um I'm happy I'd be happy to actually put a date in here so that we don't

[0:20:23] Voice 3: lose it and I like the idea of having um at the beginning of the fiscal because that sets us up

[0:20:29] Voice 3: But for setting up the entire year, I think that makes sense, especially with setting

[0:20:34] Voice 3: up the meetings with staff.

[0:20:39] Voice 3: And like I said, we can discuss this at the next meeting, but the breakdown of activities

[0:20:46] Voice 3: would slide nicely into four meetings.

[0:20:49] Voice 3: So that's my thought.

[0:20:51] Voice 3: And we can, if you're willing, we can postpone that until the next meeting.

[0:21:04] Voice 5: Postpone what till the next meeting?

[0:21:07] Voice 3: oh me going over the suggestions of uh meetings and um the the activities within them

[0:21:18] Voice 3: you know where you have appendix one yeah

[0:21:20] Voice 5: so

[0:21:21] Voice 3: you've got a list of items

[0:21:24] Voice 3: some of those nicely they actually do break nicely into four meetings

[0:21:28] Voice 5: all right right but i don't

[0:21:30] Voice 5: know if we need i think today is going to be kind of important that we agree on or not agree if

[0:21:35] Voice 5: if we're gonna meet a June trust council.

[0:21:37] Voice 5: So if we can't agree the policy's ready today,

[0:21:41] Voice 5: then I don't think we'll be making June trust council

[0:21:43] Voice 5: for presentation.

[0:21:45] Voice 3: Yeah, what I'm saying is because Appendix One

[0:21:47] Voice 3: can be changed at any time by us,

[0:21:50] Voice 3: we don't necessarily have to do it now.

[0:21:52] Voice 3: We can do it at our next meeting.

[0:21:54] Voice 3: What I'm saying is I didn't want to eat up the time today

[0:21:56] Voice 3: going through that.

[0:21:58] Voice 3: Okay.

[0:21:59] Voice 3: We can change that at any time.

[0:22:03] Voice 3: All right, Trustee Peterson.

[0:22:06] Yeah,

[0:22:07] Voice 1: thank you, Chair.

[0:22:07] Voice 1: I do like the idea of of tying it to the fiscal so that we've got a kickoff date and I just think

[0:22:15] Voice 1: in terms of logistics it's probably best just to go ahead and schedule the four meetings

[0:22:22] Voice 1: so that we have them we we all know the staff do miracles scheduling as it is so always easier

[0:22:30] Voice 1: to cancel if we don't need them than to try and put them in later so those are my thoughts thank

[0:22:35] Voice 1: you all

[0:22:37] Voice 5: right um i've heard from toby she's just a lot she is listening uh she just can't uh be in

[0:22:42] Voice 5: the zoom and um she says she's agreeing with everything she's been hearing so uh director

[0:22:48] Voice 5: marler yeah

[0:22:50] Voice 8: so just on the screen i think you can see it i hope you can i've just added some words

[0:22:55] Voice 8: there um so either we could say annually in april the ceo of pec will establish a start date uh so

[0:23:02] Voice 8: So that could just be, you know, a poll for what's available and when you want to start.

[0:23:08] Voice 8: It just makes you do that.

[0:23:10] Voice 8: You don't actually have to meet to have that discussion, or you could if you want to by

[0:23:14] Voice 8: Zoom.

[0:23:15] Voice 8: Or the other wording would be annually at the beginning of the fiscal year, the CA or

[0:23:20] Voice 8: PEC will establish.

[0:23:22] Voice 8: So whichever you prefer.

[0:23:26] Voice 5: Okay, thank you.

[0:23:27] Voice 5: Trustee Evans?

[0:23:30] Voice 3: I like Trustee Peterson's suggestion of just scheduling the four meetings.

[0:23:34] Voice 3: If we don't need them, we can cancel them.

[0:23:37] Voice 3: But if we do use them, then they're already in the calendar.

[0:23:45] Voice 4: Trustee Getty.

[0:23:47] Voice 4: It sounds like, Trustee Evans, you might have some ideas in terms of when those four meetings would fit nicely with that appendix.

[0:23:56] Voice 4: So, you know, I'd be happy to have that included in whatever goes to trust counsel and we can, you know, debate it then.

[0:24:06] Voice 4: And I think that the principle that we can agree on is that this sentence or this section 1.2.4 should have a date on it.

[0:24:16] Voice 4: And if we're talking about the beginning of the fiscal year, that's easy.

[0:24:20] Voice 4: And that gives us something to start it off and we can have a rough draft of the appendix.

[0:24:27] Voice 4: And if you've already done the work and thought it out, I'll tailcoat on that work quite happily.

[0:24:39] Voice 5: Now, Trustee Fast.

[0:24:41] Trustee Fast: Thank you, Chair.

[0:24:43] Trustee Fast: I agree with Trustee Getty and thank you to Christina Evans.

[0:24:48] Trustee Fast: Christina, sorry.

[0:24:49] Trustee Fast: I'm looking again at Schedule 1 and I don't mind if we take it to Trust Council empty

[0:24:59] Trustee Fast: because it'll allow us to explain all of our thinking and the steps are laid out so clearly

[0:25:06] Trustee Fast: clearly that rather than getting bogged down in details um either way we can take uh that to trust

[0:25:13] Trustee Fast: council i think that'll be helpful and i like in 1.2.4 i like the draft text that um david marler

[0:25:21] Trustee Fast: has put in about in april or at the beginning of the fiscal year i like saying in april because

[0:25:28] Trustee Fast: that'll catch people's eye better and uh as a start date thank you yeah

[0:25:39] Voice 5: the only question i'm

[0:25:41] Voice 5: I'm trying to put my what kind of questions come up in Trust Council hat on.

[0:25:45] Voice 5: And by not having the who piece completed on Appendix 1, I wonder if that raises questions as to what Trust Council's role is and at what point and what do they approve?

[0:25:59] Voice 5: Is that clear in this policy?

[0:26:02] Voice 5: I'm trying to flipping through and I'm not really seeing a barely clear as to like who's the decision maker?

[0:26:11] Voice 5: Director Marler.

[0:26:13] Voice 8: Yeah, I think the way the policy is written, 251,

[0:26:19] Voice 8: council is essentially delegating the responsibility

[0:26:24] Voice 8: to evaluate the CAO to this committee,

[0:26:27] Voice 8: so to the eight people from council

[0:26:31] Voice 8: that are generally in the leadership position with council.

[0:26:34] Voice 8: So I don't think it has a check to go back to the trust council.

[0:26:43] Voice 8: you'll probably want to build in some reporting but there doesn't seem to be any requirement for

[0:26:49] Voice 8: it however for the hiring and for the discipline that is because the executive committee terms of

[0:26:57] Voice 8: reference which is still in play just reworded requires consideration with trust counsel if you

[0:27:05] Voice 8: read down a little bit further it should be in there okay

[0:27:12] Voice 5: trustee fast is your hand still up or

[0:27:14] Voice 5: sorry okay trustee evans um

[0:27:19] Voice 3: yeah i because trust council is the employer of the cao

[0:27:28] Voice 3: should it not be trust council that makes the final decision on like we can report back to

[0:27:36] Voice 3: trust council but should it not be trust council's decision as the employer my question um i see

[0:27:45] Voice 5: So you see how brony it sounds like.

[0:27:47] Voice 2: Thank you, Chair.

[0:27:48] Voice 2: I'll just note, I think it's 1.2.3 on page 17.

[0:27:52] Voice 2: The last bullet there says,

[0:27:54] Voice 2: about report and documentation is agreed upon

[0:27:56] Voice 2: and signed by the Chair, Vice Chair and CAO

[0:27:58] Voice 2: and endorsed by Trust Council.

[0:28:00] Voice 2: So I would assume that implies then

[0:28:02] Voice 2: that that report's coming back for discussion

[0:28:04] Voice 2: at Trust Council and endorsement there.

[0:28:06] Voice 5: All right, that's good.

[0:28:08] Voice 5: That's what I think.

[0:28:09] Voice 5: But I think when we present this to Trust Council,

[0:28:12] Voice 5: I think we need to be clear as to where their role is

[0:28:14] Voice 5: so that they understand that trustee evans um

[0:28:18] Voice 3: yeah so that's with regards to the 360 process

[0:28:20] Voice 3: that's not with regards to the um the final evaluation and performance review of the cao

[0:28:27] Voice 3: so that's that's where that's where the break is and so that's why my question still stands

[0:28:37] Voice 3: all

[0:28:42] Voice 5: right we probably should clarify this director marler yeah

[0:28:46] Voice 8: well is room to put 1.2.5 in here and

[0:28:51] Voice 8: just make it really clear by making a statement that final evaluation this year will be

[0:28:59] Voice 8: presented to trust counsel for endorsement or for approval.

[0:29:06] Voice 5: Because I think that was

[0:29:07] Voice 5: my understanding when we started this whole thing back over a year and a half ago.

[0:29:14] Voice 5: Trustees, what do you think? Would that make it clearer? I'm seeing thumbs up, nods, yes, yes.

[0:29:19] Voice 5: Yes. Okay. So let's, uh, I think work what you were just talking about so we can see what that

[0:29:26] Voice 5: looks like.

[0:29:27] Voice 8: Okay. Um, I'm just going to put some words in here. Um, just trying to think the best

[0:29:34] Voice 8: way to do this because I've kind

[0:29:36] Voice 5: of, we could make a general, please add something to this.

[0:29:39] Voice 8: Yeah. I

[0:29:40] Voice 5: was thinking of the wording so

[0:29:41] Voice 5: that you don't have to sit here and think this out exactly

[0:29:44] Voice 5: at the moment.

[0:29:45] Voice 8: Yeah. If somebody has a motion with some wording that you think would work,

[0:29:50] Voice 8: that would be very helpful i don't normally what i would do is go through

[0:29:54] Voice 8: the document to see what's been said and then pull it together here so if it's

[0:30:00] Voice 8: The final evaluation, that might be all you need to say, so that the final evaluation will be presented to Trust Council for endorsement or for approval, whichever you prefer.

[0:30:13] Voice 8: That might be all that you need just to capture that.

[0:30:16] Voice 5: Are these, before we go into the motion making, are there any other changes that anyone's thinking for this?

[0:30:22] Voice 5: So these are the two things that we need to work on because we can move into motion forming role if that's okay with the committee.

[0:30:34] Voice 5: for this one policy, 251.

[0:30:38] Voice 5: So I guess, Coraline, we could work on,

[0:30:44] Voice 5: just so you know, we like to word things

[0:30:46] Voice 5: before we second them and kind of work with you

[0:30:49] Voice 5: on drafting the policy, on the resolution, sorry.

[0:30:54] Trustee Fast: That sounds good.

[0:30:56] Trustee Fast: Would you like me to put a start of a resolution?

[0:30:59] Voice 5: Sure, if

[0:30:59] Voice 5: you want to, I don't know,

[0:31:00] Voice 5: who's screen sharing the minutes, or can you do that?

[0:31:04] Voice 8: Yeah, Coraline, she built her share screen,

[0:31:06] Voice 8: But if you have trouble, let me know and I'll stop mine.

[0:31:30] Trustee Fast: Can you see the start of the resolution?

[0:31:34] Voice 5: Yeah, so I think we're going to, we have two motions.

[0:31:36] Voice 5: I guess it's probably best to keep them as two.

[0:31:38] Voice 5: We have one is amending Policy 251, Section 124.

[0:31:48] Voice 3: Can we just make the screen a little larger?

[0:31:52] Voice 3: Thank you.

[0:31:53] Voice 3: You're welcome.

[0:31:54] Voice 5: We all need new glasses.

[0:32:02] Voice 5: First bullet to add, what did we decide on committee?

[0:32:07] Voice 5: committee, April 1 or at the beginning of the fiscal, which would you prefer?

[0:32:12] Trustee Fast: I think it should go

[0:32:13] Voice 5: ahead.

[0:32:14] Voice 5: Trustee passed

[0:32:15] Trustee Fast: annually in April.

[0:32:20] Voice 7: OK,

[0:32:20] Voice 5: oh,

[0:32:26] Trustee Fast: it's to that.

[0:32:28] Voice 8: If I may go

[0:32:30] Voice 5: ahead, Director Marler.

[0:32:31] Voice 5: Thank

[0:32:31] Voice 8: you. And through the chair, Colin, I would suggest that you say that policy

[0:32:38] Voice 8: two point five one section one to four be amended by adding the words

[0:32:48] Voice 8: And then in quotes, in April, following the word annually.

[0:32:57] Voice 8: I think that's all we need.

[0:33:02] Voice 8: Following the word annually.

[0:33:08] Voice 8: No.

[0:33:09] Voice 8: No.

[0:33:09] Voice 8: No.

[0:33:10] Voice 8: So after in April, say following the word and then in quotes annually.

[0:33:18] Voice 8: And that's it.

[0:33:19] Voice 8: And then period.

[0:33:20] Voice 8: And then just delete in April.

[0:33:26] Voice 8: Yeah.

[0:33:27] Voice 8: Okay.

[0:33:28] Voice 8: So that would work for me.

[0:33:29] Voice 5: How does that look to trustees?

[0:33:31] Voice 5: Trustee Getty?

[0:33:33] Voice 5: Yep.

[0:33:34] Voice 5: go ahead trustee getty i'm

[0:33:36] Voice 4: happy to second or

[0:33:38] Voice 5: someone has to make it i'll move

[0:33:39] Voice 4: it okay

[0:33:41] Voice 5: um do we have to read it out loud i guess you need to read it please policy

[0:33:45] Voice 4: 2.5.1 section 1.2.4

[0:33:48] Voice 4: be amended by adding the words quote in april end quote following the word quote annually end quote

[0:33:55] Trustee Fast: before wait

[0:33:56] Voice 4: a

[0:33:56] Voice 5: minute uh go ahead trustee fast first uh

[0:33:59] Trustee Fast: thank you does it need to say draft

[0:34:01] Trustee Fast: policy because we're still working on the draft that's that's it yeah

[0:34:07] Voice 8: and also maybe

[0:34:08] Voice 8: sorry

[0:34:09] Voice 5: go ahead director marler yes

[0:34:11] Voice 8: yeah sorry just one more thing just to make it a clean

[0:34:14] Voice 8: resolution can you say that the cao pepc will spell that out eventually um request staff

[0:34:24] Voice 8: Staff. Yeah. To amend draft. That's good.

[0:34:29] Voice 4: Yeah, thank you. Okay, then should we take out the word

[0:34:34] Voice 4: be amended? Yeah.

[0:34:40] Voice 5: All right, Trustee Evans, was that what you were looking for? Or do you have?

[0:34:44] Voice 5: Okay. All right, then Trustee Getty, one more time, then I guess. That

[0:34:49] Voice 4: the CAO PEPC requests

[0:34:51] Voice 4: staff to amend draft policy 2.5.1, section 1.2.4, by adding the words, quote, in April,

[0:34:58] Voice 4: of end quote following the word quote annually end quote all

[0:35:03] Voice 5: right is there a second to this motion

[0:35:05] Voice 5: second by trustee evans any discussion i'll call the vote all those in favor

[0:35:15] Voice 5: and i should note that uh trustee elliott has just texted saying she agrees she's uh

[0:35:21] Voice 5: listening

[0:35:21] Voice 7: all

[0:35:23] Voice 5: right that carries all right thank you everyone so now we have to work on a second

[0:35:27] Voice 5: motion here to add section one two five. Director Marley you have suggested text.

[0:35:35] Voice 8: Yeah yeah so I think um Pauline if you can start the resolution with that the CAO PEPC

[0:35:45] Voice 8: request staff to amend policy a draft policy 2.5.1 by adding a new section 1.2.5

[0:35:57] Voice 8: six is it six no no no you're right right

[0:36:06] Voice 8: new section 1.255 uh that reads and then quote the final evaluation of the chief administrative

[0:36:18] Voice 8: officer will be presented to trust council period that's my start you might want to put a little bit

[0:36:29] Voice 8: bit more in there but i just wanted to capture the concern that it wasn't clear uh actually

[0:36:36] Voice 8: should say to trust counsel for approval or for endorsement endorsement and you need to pick which

[0:36:43] Voice 8: which word you prefer to use there's a slight difference i think approval indicates that they

[0:36:48] Voice 8: have full control endorsement seems to suggest that you've made the decision and they're just

[0:36:55] Voice 8: agreeing with you so there's a slight nuance there

[0:36:59] Voice 5: what would uh i see trustee fast thank you

[0:37:04] Trustee Fast: i am a note that in the bullet at the end of 1.2.3 it says about the 360 it says

[0:37:15] Trustee Fast: and endorsed by trust council i propose that this follow that pattern um so that the uh control of

[0:37:25] Trustee Fast: the process is in the hands of uh this committee that trust council has delegated to do this work

[0:37:31] Trustee Fast: through these uh policies and um and so that it's uh um logically aligned that that's all just

[0:37:41] Trustee Fast: endorsed by trust council that's my suggestion thank you all

[0:37:45] Voice 5: right trustee evans did you have

[0:37:46] Voice 5: counter proposal nope

[0:37:48] Voice 3: nope nope i'm actually agreeing i'm just asking a clarifying question

[0:37:51] Voice 3: So should Trust Council, Trust Council has the opportunity not to endorse it, which would then turn it back to this committee to make changes and then bring it back until it is endorsed. Whereas with approval, they could actually make changes and do things themselves.

[0:38:07] Voice 3: Okay, thank you. That was that was my only clarification. And with Trust Council being the employer, that is still that that still leaves the control with Trust Council, correct?

[0:38:22] Voice 8: Yes, it does.

[0:38:24] Voice 3: Perfect.

[0:38:25] Voice 3: So we're going to change the word

[0:38:27] Voice 5: approval to endorsement instead of approval. So Coraline, just change that for to for their endorsement.

[0:38:36] Voice 5: is that

[0:38:38] Voice 7: okay

[0:38:42] Trustee Fast: trustee passed it could just um mirror the text um at the end of

[0:38:49] Trustee Fast: the 360 process and just say the final evaluation of the cao um will be signed by who by and um

[0:39:03] Trustee Fast: um and endorsed by trust council but who who will sign uh this final um maybe it could just mirror

[0:39:14] Trustee Fast: the end of of 360 there and say signed by the chair the vice chair and the cao and endorsed by

[0:39:20] Trustee Fast: trust council over oh

[0:39:24] Voice 5: i don't know who i guess how what details are we getting here direct marler

[0:39:31] Voice 8: yeah it's a interesting one i think the um it probably i'm just thinking it through here

[0:39:39] Voice 8: the 360 is a report so it requires in the policy that it be signed by the chair the vice chair and

[0:39:45] Voice 8: the ceo i don't see any problem with this final report to council having a similar uh requirement

[0:39:52] Voice 8: i'm just going to ask the ceo if he has any thoughts on this but i'm thinking let's just

[0:39:57] Voice 8: keep it parallel uh so i'm kind of agreeing with you that would make sense so yeah i i i think

[0:40:05] Voice 8: that's fine yeah thanks all right yeah

[0:40:08] Voice 8: so uh if i may through the chair um yeah so carlin's uh

[0:40:14] Voice 8: where it says ceo it says will be signed so maybe change the uh take the g out of this thing

[0:40:22] Voice 8: yeah i

[0:40:25] Voice 5: think singing would make it far more fun i

[0:40:29] Voice 8: need to i say gn sorry yeah there we go

[0:40:34] Voice 8: by the chair um so a chair yeah and then comma vice chair and comma and ceo and then

[0:40:52] Voice 8: the last bit there would be and endorsed by trust council period yeah

[0:40:58] Voice 5: so

[0:41:03] Voice 8: that parallels the

[0:41:04] Voice 8: the 360 wording all

[0:41:07] Voice 5: right if

[0:41:08] Voice 3: it could have the word sorry um I've got uh I've got I've got a

[0:41:12] Voice 3: wrench to throw into this process the CAO can't sign off on his assessment before it's given to

[0:41:19] Voice 3: him so the CAO can't sign off on this

[0:41:22] Voice 8: okay I'm just thinking well that's

[0:41:28] Voice 5: not true it's um but

[0:41:31] Voice 5: it's I think it's just the timing of it the endorsement is what's critical I don't um I

[0:41:37] Voice 5: I think we're getting into too many weeds here

[0:41:39] Voice 5: and we need some-

[0:41:40] Voice 5: No,

[0:41:40] Voice 3: this is important.

[0:41:41] Voice 3: This is very important.

[0:41:42] Voice 3: I

[0:41:42] Voice 5: understand, but I just want to make sure

[0:41:44] Voice 8: we're getting it right, so.

[0:41:45] Voice 8: So if I may?

[0:41:46] Voice 5: Yes.

[0:41:47] Voice 8: And I think you just kind of caught it there,

[0:41:52] Voice 8: Chair Patrick.

[0:41:53] Voice 8: This doesn't have an order in it.

[0:41:55] Voice 8: It doesn't say that it has to be first signed

[0:41:58] Voice 8: by the chair, the vice chair, the CEO,

[0:42:00] Voice 8: and then endorsed by council.

[0:42:01] Voice 8: It's just saying there are four requirements here.

[0:42:04] Voice 8: the chair the vice chair ceo has to sign it and council has to endorse it so council could

[0:42:10] Voice 8: endorse it first and then all the signatures could come last so i don't think that's a problem

[0:42:17] Voice 8: um yeah and i don't see you asking the chair to the ceo to sign a document that has not yet

[0:42:24] Voice 8: been endorsed by council but i think the definite final document would need the ceo's signature to

[0:42:31] Voice 8: indicate that he's uh or she is aware of it and has accepted its uh you know recommendations or

[0:42:38] Voice 8: whatever that happens to be in there right so i think the wording is okay i don't see any problems

[0:42:44] Voice 8: with that it would just have to deal with the broader things in the schedule when you work on

[0:42:50] Voice 8: that so

[0:42:52] Voice 3: i would like yeah i would like to change the order of the wording though for clarity for

[0:42:58] Voice 3: future committees because the order that this is read in will likely be followed and this

[0:43:09] Voice 3: may not be caught by others in the future if this goes into policy.

[0:43:13] Voice 3: So we can say the final evaluation of the CAO will be signed by the chair, the vice

[0:43:22] Voice 3: chair endorsed by trust council and finally and then signed by the cao um just that the cao signs

[0:43:32] Voice 3: it after trust council has endorsed the the the method forward to present it to the cao and the

[0:43:40] Voice 3: cao signs it as having received it once it's been delivered to him okay

[0:43:47] Voice 5: um trustee getty may have

[0:43:49] Voice 5: Go ahead, Trustee Giddey.

[0:43:50] Voice 4: I'm going to suggest that we, I'm sorry,

[0:43:53] Voice 4: that the final evaluation of the CAO will be endorsed by Trust Council

[0:43:56] Voice 4: and then signed by the chair, the vice chair, and the CAO.

[0:43:59] Voice 4: I think that's

[0:44:00] Voice 5: what Trustee Peterson was saying as well.

[0:44:04] Voice 5: So I think that looks like a higher agreement there.

[0:44:07] Voice 5: So, Coralyn, if that could be, so just put endorsed by.

[0:44:10] Voice 4: The final evaluation of the CAO will be endorsed by Trust Council.

[0:44:13] Voice 5: Trust Council,

[0:44:14] Voice 5: signed by the chair, the vice

[0:44:15] Voice 4: chair, and the CAO.

[0:44:16] Voice 5: And then just get rid of that last little and.

[0:44:18] Voice 4: Yeah.

[0:44:18] Voice 4: All

[0:44:19] Voice 5: right.

[0:44:21] Voice 5: That was gymnastics.

[0:44:24] Voice 5: How are we feeling?

[0:44:25] Voice 5: Does someone like to make this motion?

[0:44:27] Voice 5: Go ahead, Trustee Getty.

[0:44:31] Voice 4: Yay.

[0:44:33] Voice 4: I move that the CAO PEPC request staff to amend draft policy 2.5.1

[0:44:40] Voice 4: by adding a new section 1.2.5 that reads, quote,

[0:44:43] Voice 4: the final evaluation of the CAO will be endorsed by trust council

[0:44:46] Voice 4: and then signed by the chair, the vice chair, and the CAO.

[0:44:52] Voice 5: Is there a second?

[0:44:54] Voice 5: seconded by Trustee Evans. Any discussion? If not, I'll call the vote. All those in favor?

[0:45:04] Voice 5: And I'll note that Trustee Elliott has texted and said she's in favor. And that carries.

[0:45:16] Voice 5: Okay. Are there any other changes than the 251? Excellent. So let's look on to the,

[0:45:26] Voice 5: oh sorry trustee evans i

[0:45:30] Voice 3: have a question um and it's um it's tying in with the next um

[0:45:37] Voice 3: policy i can't remember what it was where the executive committee had responsibility for

[0:45:44] Voice 3: disciplinary action so that has been struck out of the next policy but it's not included in here

[0:45:52] Voice 3: Should we include the word disciplinary action anywhere in here so that it's clear that the CAO, PEC has a role of disciplinary stuff?

[0:46:09] Voice 3: I'm

[0:46:10] Voice 5: going to look to Director Martler.

[0:46:12] Voice 8: Thank you. Yeah, so I don't think that's necessary.

[0:46:16] Voice 8: if you go into the executive committee um policy and uh which is policy 2.4.1

[0:46:25] Voice 8: and i don't have the page number so i'm just scrolling down to get

[0:46:29] Voice 3: 38 thank

[0:46:30] Voice 8: you so it starts

[0:46:31] Voice 8: on 38 just give me a minute all right too many pop-ups on my screen okay um so if you go down

[0:46:40] Voice 8: down to the terms of reference, you've got the second, where is it? Sorry. Yeah, it's further

[0:46:48] Voice 8: down. Just give me a minute. Am I on 38? No, I'm not.

[0:46:55] Voice 3: Oh, no, no. Yeah. So that was, sorry, 35.

[0:46:58] Voice 8: Okay. Thank you. Yeah. Okay. So this is the, nope, it's further down. Here we go.

[0:47:05] Voice 8: right so if you go for down here to the ceo liaison this is where it addresses 9.1 9.3

[0:47:16] Voice 8: these two are going to stay um i don't have the clean version for you here i probably should have

[0:47:22] Voice 8: put that in uh but 9.1 deals with the hiring when they retire or quit 9.3 i think covers it because

[0:47:30] Voice 8: Because here it's saying that if the executive committee, which is still responsible for day-to-day operations of the Islands Trust, considers it may be necessary,

[0:47:43] Voice 8: the CAO PEC will ask the CAO PEC to undertake seeking advice from the public service agency and making recommendations to trust counsel.

[0:47:57] Voice 8: I'll clean up the language here, by the way.

[0:47:59] Voice 8: about any executive committee initiatives or recommendations to consider termination of CEO

[0:48:04] Voice 8: employment so it would be through this that would then authorize this CEO PEC to do that work

[0:48:14] Voice 8: and then down here we got the terms of reference and those have just been amended to

[0:48:20] Voice 8: to reference the new committee.

[0:48:23] Voice 8: So essentially how and what they would have to do.

[0:48:28] Voice 8: So I think it's probably best to keep the disciplinary

[0:48:36] Voice 8: and the hiring initiation with the executive committee

[0:48:40] Voice 8: and then just leave the policy for the PEC

[0:48:46] Voice 8: to be about just the annual evaluation.

[0:48:51] Voice 8: and then they can do this work on request of the executive committee i think that would work best

[0:48:57] Voice 8: but you may disagree over to you all

[0:49:00] Voice 5: right thank you very much trustee peterson yeah

[0:49:06] Voice 1: um just a

[0:49:07] Voice 1: question uh because that section talks about uh you know terminating uh i'm just wondering about

[0:49:16] Voice 1: any kind of disciplinary action that would be short of termination

[0:49:20] Voice 7: and

[0:49:21] Voice 1: that doesn't seem to

[0:49:22] Voice 1: to be referenced and that may be what trustee evans was talking about but i'm not sure

[0:49:29] Voice 3: trustee

[0:49:30] Voice 3: evans

[0:49:30] Voice 5: yes

[0:49:32] Voice 3: so um nine three is talking about termination of a cao's employment without

[0:49:38] Voice 3: just course i'm talking about disciplinary action um short of termination like it

[0:49:47] Voice 3: we would rather provide some disciplinary action and prevent termination

[0:49:57] Voice 5: evaluation but wouldn't that be part of the normal performance evaluation process so not

[0:50:03] Voice 3: necessarily the evaluation process is an evaluation process it does not contain any disciplinary action

[0:50:09] Voice 3: tied to it we have no authority to do disciplinary action we can just do the evaluation and provide

[0:50:17] Voice 3: the evaluation but then where does it go because the disciplinary action has been taken out from

[0:50:22] Voice 3: the executive committee and the ceo pc does not have disciplinary action control either so i think

[0:50:31] Voice 3: that needs to be captured at least one of these policies all

[0:50:37] Voice 5: right director marler yeah

[0:50:39] Voice 8: i see a

[0:50:40] Voice 8: point 9.2 here um just a little bit more than when i first read it to coordinate appraisals which is

[0:50:47] Voice 8: now the policy and it says in discipline actions and what i'm hearing is that discipline actions

[0:50:52] Voice 8: has not been included in policy 2.5.1 um so if you're just thinking this through right so if

[0:51:00] Voice 8: you imagine you're doing a a review performance review with the ceo and through that review

[0:51:07] Voice 8: there's some weaknesses that need to be corrected or dealt with then presumably the report um that

[0:51:15] Voice 8: you would be providing to council will say you know that the CEO has met the following metrics

[0:51:22] Voice 8: the following criteria and is weak on these or needs more remediation on these the piece I think

[0:51:32] Voice 8: that's missing is specifically what would those remediations be and then the authorization what

[0:51:38] Voice 8: council will be approving that report or endorsing it so presumably if the remediations are in the

[0:51:44] Voice 8: the report then councils now approve that so that could be disciplinary there could be something in

[0:51:50] Voice 8: there that is you know strong enough to be considered disciplinary so i think it's there

[0:51:56] Voice 8: but it may not be explicitly there um i don't have any good ideas for you other than either we can

[0:52:06] Voice 8: reactivate 9.2 but word it to just instead of saying to coordinate appraisal and disciplinary

[0:52:11] Voice 8: actions, maybe just focus on disciplinary. Or in policy 2.5.1, somewhere in there where you're

[0:52:20] Voice 8: talking about the appraisal, maybe an indication that this could include recommendations for

[0:52:27] Voice 8: disciplinary action or commendation, if you want to balance that out in some way.

[0:52:35] Voice 5: Christy Evans?

[0:52:36] Voice 3: Yeah, I think something like that is needed in here. Because if we go through the evaluation

[0:52:42] Voice 3: process, and we find that there are gaps or, you know, excelling in different areas,

[0:52:50] Voice 3: it stops there. We don't have the authority to implement them. And that's also been removed from

[0:52:58] Voice 3: the executive committee. So then that would have to go to trust counsel for disciplinary discussion

[0:53:04] Voice 3: and approval. So if we want to have that authority to move forward, I think it has to be spelt out

[0:53:12] Voice 3: in at least one of these two areas?

[0:53:17] Voice 5: I've gone back to look at the toolkit,

[0:53:19] Voice 5: which is the CAA performance evaluation toolkit

[0:53:22] Voice 5: by CAMA that we've been looking at.

[0:53:25] Voice 5: And they don't have that specific language in here either.

[0:53:29] Voice 5: This is about focusing you

[0:53:30] Voice 5: into the performance evaluation process

[0:53:32] Voice 5: where certainly negative performance

[0:53:35] Voice 5: would be addressed in there.

[0:53:36] Voice 5: So I don't know if we need to necessarily say that,

[0:53:40] Voice 5: but I'll look to others.

[0:53:41] Voice 5: Trustee Getty?

[0:53:44] Voice 4: I think along the continuum, there's going to be, you know, some issues in an evaluation and an assessment that you might want to tweak and or emphasis that you want to start changing.

[0:53:58] Voice 4: Discipline is going to be something like a one-off where someone other than Ruben is going to, you know, be in a situation where they might lose their temper.

[0:54:07] Voice 4: And I can't imagine that ever happening with CAO Brony, but, you know, something will come up that will be a spur of the moment, something that requires to be focused on, different from an evaluation.

[0:54:21] Voice 4: And that's a longer process with a 360 and all of the surveys and all the rest of it.

[0:54:28] Voice 4: So I'm thinking that it's not 2.5.1 necessarily in terms of evaluation, but it could be disciplinary and that we need to rework 9.2 so that we've got, if it comes up, it's going to be, you know, it's, and then it's different too from 9.3 in terms of there's, you know, there's something that it just isn't working and it needs to be termination without cause.

[0:54:53] Voice 4: um so there's on the group the continuum there's you know this is something in the middle so

[0:55:00] Voice 4: um and it's the executive committee that could bring it to uh this sub the standing committee

[0:55:09] Voice 4: and um if we want to take that on um and other than um how discipline is dealt with now

[0:55:18] Voice 4: And I suppose that would have to be because it's now it's dealt with through the CAO. So, yeah, put it in, I think, put it into this where the executive committee is recommending to CAP, whatever, all the initials for this group to come up with some sort of a recommendation.

[0:55:40] Voice 7: trustee peterson thank

[0:55:44] Voice 1: you chair i tend to agree um perhaps if we left 9.2 in the executive

[0:55:50] Voice 1: committee and changed trust council to caopec that might serve and then i'm not sure how to do it but

[0:55:59] Voice 1: i do like the idea of of having the uh explicitly having the option of commendation um in there as

[0:56:07] Voice 1: well because i think it's nice that thought to have have the balance provided there but i think

[0:56:13] Voice 1: the simplest thing is to change 9.2 um trust council to cao pec and leave it in the executive

[0:56:21] Voice 1: committee and i just i'm going to identify i have to leave in three minutes um regretfully but uh

[0:56:29] Voice 1: just wanted to give you a heads up chair all

[0:56:32] Voice 5: right thank thank you well i guess uh now we're now we're

[0:56:39] Voice 5: down a rabbit hole on this conversation is is it the for discipline would it be the same committee

[0:56:46] Voice 5: or not and a trustee fast um

[0:56:49] Trustee Fast: thank you i agree with um uh what i've heard from trustees getty

[0:56:54] Trustee Fast: and um tim peterson i'd like the idea of leaving 9.2 in there take out the words appraisal uh and

[0:57:03] Trustee Fast: And then change the words trust council to COAPC, whatever.

[0:57:10] Trustee Fast: And as required, I don't know about adding commendation.

[0:57:15] Trustee Fast: That's new.

[0:57:15] Trustee Fast: And I think that could happen at any time.

[0:57:18] Trustee Fast: I don't think we need a policy for that.

[0:57:23] Trustee Fast: Let alone require trust council to approve it.

[0:57:28] Trustee Fast: I think I would sooner leave commendation out of the policy.

[0:57:32] Trustee Fast: Thank you.

[0:57:38] Voice 5: Right. Is this clear to everyone so that we, that this is put back in? And I guess, and, and I guess I'm just looking to staff in general, if, you know, if there was ever a disciplinary action that would be necessary, would it be this committee? Is that the appropriate committee? Or would it, should it be left in a different way? Director Marler?

[0:58:03] Voice 5: yeah

[0:58:04] Voice 8: maybe i'll ask the ceo how um just again on this one if he has any thoughts through the chair

[0:58:09] Voice 8: um and the reason is not because he's a ceo but just because um we deal you know he would be the

[0:58:16] Voice 8: one dealing with staff discipline and how that works and there may be some parallels here to

[0:58:21] Voice 8: consider um it definitely be in camera and um it would be really trust council's decision

[0:58:29] Voice 8: decision, trust counsel normally delegates generally to the executive committee for those

[0:58:35] Voice 8: day-to-day operations. So I think the wording here in consultation with the CEO or PEC might

[0:58:43] Voice 8: be appropriate and it stays with the executive committee, but maybe CEO might have some thoughts

[0:58:51] Voice 8: there. So thanks.

[0:58:52] Voice 5: Steve, Ronnie, rescue us.

[0:58:54] Voice 2: Thank you. No, I would agree. I think that's

[0:58:57] Voice 2: uh appropriate to have this committee um weigh in on any of those disciplinary matters that way

[0:59:03] Voice 2: executive committee is still getting a broader perspective than what might have itself um

[0:59:10] Voice 2: but still i think a representative view for for trust council as well without actually having to

[0:59:16] Voice 2: go to a formal trust council conversation so i think the as it's proposed makes sense

[0:59:21] Voice 5: So in consultation with this committee.

[0:59:25] Voice 5: Yeah.

[0:59:27] Voice 5: All right. So we have to do some, do we want to wordsmith that right now or?

[0:59:32] Voice 8: I have a resolution of, I'm sorry, through the chair.

[0:59:37] Voice 8: Well, please.

[0:59:37] Voice 8: Yeah. So through the chair, if you want to share your screen

[0:59:42] Voice 8: and I can give you some wording and just get myself sorted so I can see what you're

[0:59:49] Voice 8: bringing up there. Where is my, there it is.

[1:00:00] Voice 8: Oops. Okay. Yeah. So, Colin, the Chief Administrative Officer, yeah, so just say, yeah, by rewording policy, sorry, section 9.2, to read, and then quotes, okay, to coordinate discipline actions associated with the CAO after the initial six-month probationary period in consultation with the CAO.

[1:00:44] Voice 8: with the ceo pec as required uh just p e c no p ceo pec yeah that's that's the new committee

[1:01:10] Voice 8: okay and then end quotes all

[1:01:18] Voice 5: right trustee getty and

[1:01:20] Voice 4: we can get there yeah

[1:01:20] Voice 5: we've

[1:01:22] Voice 4: been working on

[1:01:22] Voice 4: 9.2 in policy 2.4.1 yeah

[1:01:26] Voice 8: oh thank you all

[1:01:35] Voice 5: right any other changes that look satisfactory to

[1:01:39] Voice 5: everyone who would like to make this oh trustee passed um

[1:01:43] Trustee Fast: is this 2.4.1 is not a draft policy is

[1:01:48] Trustee Fast: it it's an existing policy right

[1:01:50] Voice 8: thank you

[1:01:51] Trustee Fast: thank you um

[1:01:55] Voice 5: but we can't okay but we're

[1:01:57] Voice 5: oh

[1:01:59] Voice 8: sorry if i made yeah

[1:02:00] Voice 8: it is a draft it is a

[1:02:02] Voice 8: draft we're proposing amendments so yeah oh right

[1:02:05] Voice 5: right okay yeah i

[1:02:06] Voice 5: always get turned around good try on giving us more power all right um any other

[1:02:14] Voice 5: changes who uh trustee evans oh trustee evans you're a mute trustee evans you're frozen

[1:02:31] Voice 5: we've lost trustee evans temporarily from south pender here nope you're back you were frozen

[1:02:36] Voice 5: and trustee evans and you're on mute well

[1:02:40] Voice 3: that'll change things can we change the six moth

[1:02:43] Voice 3: probationary period to six months probationary period i like moths i know i like moths too

[1:02:50] Voice 3: especially in the caterpillar stages all

[1:02:52] Voice 5: right who'd like to make this motion then

[1:02:56] Voice 5: trustee giddy again go ahead um

[1:02:59] Voice 4: i move that the chief administrative officer performance

[1:03:03] Voice 4: evaluation policy committee request staff to amend draft policy 2.4.1 by rewording section

[1:03:09] Voice 4: 9.2 to read quote to coordinate discipline actions associated with the cao after the

[1:03:15] Voice 4: six-month probationary period after consultation with this cao pec as required is that clunky

[1:03:24] Voice 4: it

[1:03:27] Voice 8: reads clunky if i ever made through the church should read in consultation with

[1:03:31] Voice 8: yeah there

[1:03:36] Voice 5: you go all right is that better uh trusty fast um

[1:03:44] Trustee Fast: for one thing i think it

[1:03:46] Trustee Fast: could have two commas one after with the cao comma after the initial six month probationary

[1:03:55] Trustee Fast: period comma oh

[1:04:00] Voice 5: you were almost there carlin back after the first oh with

[1:04:04] Trustee Fast: the cao comma

[1:04:05] Trustee Fast: mama so go back corlin oh no no that was correct that wasn't and

[1:04:10] Voice 5: then another one there

[1:04:13] Trustee Fast: yeah just

[1:04:14] Trustee Fast: to separate that little chunk and then in the beginning part um are we the evaluation policy

[1:04:21] Trustee Fast: committee or are we as in the end of the sentence the evaluation committee you see yeah

[1:04:28] Voice 8: if i may

[1:04:29] Voice 8: through the chair yes yeah

[1:04:31] Voice 8: currently you are the the chief administrative officer performance

[1:04:35] Voice 8: performance evaluation policy committee because you're working on the policy the policy establishes

[1:04:42] Voice 8: the chief administrative officer performance evaluation committee okay that's enough thank

[1:04:48] Voice 3: you they're

[1:04:49] Voice 8: both correct i

[1:04:50] Voice 3: got it yeah all right trustee evans uh the third comma needs to be

[1:04:55] Voice 3: removed because otherwise it leads to coordinate discipline actions and associate with the ceo

[1:05:00] Voice 3: after the initial six-month probationary period in consultation with the CAOPC so that yeah thank

[1:05:07] Voice 3: you there you go all

[1:05:09] Voice 5: right are we all set with that we got enough those were just commas that

[1:05:12] Voice 5: we were adding basically and so I'm going to assume that's been read enough here who is there

[1:05:17] Voice 5: a second second by trustee Evans any discussion call the vote all those in favor that carries

[1:05:33] Voice 5: All right, any other changes to this policy?

[1:05:48] Voice 5: So that was, did we have no changes

[1:05:52] Voice 5: to the one in the middle?

[1:05:54] Voice 5: What was the other one?

[1:05:57] Voice 5: I guess not, so going back up, all right.

[1:06:16] Voice 5: So what do we need for,

[1:06:20] Voice 5: because this is just the RFD would be,

[1:06:22] Voice 5: would that stay as is then?

[1:06:25] Voice 5: And what direction do we need from us

[1:06:28] Voice 5: recommendation so it's on page nine yeah go ahead director Marlowe yeah

[1:06:35] Voice 8: thank you so I will

[1:06:37] Voice 8: correct the RFD to trust council to reflect those changes that you've made so in here I think I

[1:06:43] Voice 8: indicate the changes to the policies you'll see consequential amendments 231 council committee

[1:06:51] Voice 8: systems and then 241 executive so in here I've indicated the changes I will correct this to

[1:06:58] Voice 8: indicate the changes for example here on page 13 which says deleted section 9.2 i'll correct that

[1:07:04] Voice 8: through the changes so you don't need to pass a resolution to make those i'll that's part of the

[1:07:10] Voice 8: package of what you've just asked me to do so given that i guess the question for you as a

[1:07:16] Voice 8: committee is are these recommendations to trust council appropriate and then what you could do is

[1:07:26] Voice 8: is go back to this recommendation here on page nine and then you can pass this one but you can

[1:07:34] Voice 8: say as amended at the end so that we know that there's some amendments that the committee has

[1:07:40] Voice 8: made so we're not just going to send it as is to council trustees

[1:07:45] Voice 5: how would you like to proceed

[1:07:48] Voice 5: trustee getty oh you're on mute trustee getty you're mute oh

[1:07:59] Voice 4: that okay so the recommendation

[1:08:03] Voice 4: Recommendation then would read the Chief Administrative Officer Performance Evaluation Policy Committee forward the attached draft Council Policy 2.5.1 Chief Administrative Officer Performance Evaluation as amended to Trust Council.

[1:08:17] Voice 5: Oops, Director Marler?

[1:08:19] Voice 8: Yeah, and actually there is a minor error there.

[1:08:22] Voice 8: I would just say the, right after the quotes closed for evaluation, RFD, put RFD in there

[1:08:30] Voice 8: because everything's attached to the RFD and that includes the other policy amendments as well.

[1:08:35] Voice 8: And that was my mistake when I wrote this recommendation. So my apologies.

[1:08:39] Voice 8: But otherwise, yes, that's that wording that Trustee Getty would be fine.

[1:08:44] Voice 5: All right. Is there a second? A seconded by Trustee Elliott? Any discussion?

[1:08:51] Voice 5: session call the vote all those in favor and that carries all right uh if that concludes the work of

[1:09:10] Voice 5: this uh committee we would adjourn this and then we're going to begin the other of trustee evans

[1:09:18] Voice 3: um what about the recommendations sorry i know we just talked about it the recommendations on page

[1:09:23] Voice 3: 11 are those captured in the one that we just made because these recommendations are the ones

[1:09:29] Voice 3: that go to trust council correct yes

[1:09:32] Voice 5: we just this is the rfd which is what our motion was just it'll

[1:09:36] Voice 5: be amended and sent in yes it's just clarification thank you so if there's no further business for

[1:09:42] Voice 5: this committee i can call for a motion to adjourn this committee a motion from adjourn from

[1:09:49] Voice 5: trustee getty seconded by trustee evans so we are adjourning this committee does anyone need

[1:09:55] Voice 5: a break before we begin the next committee or just keep on moving forward five minutes

[1:10:02] Voice 5: a five minute break then all right we'll take a five minute break for and then we'll come back

[1:10:09] Voice 5: at 10 15 to initiate the hiring committee aspect so all right five minutes all

[1:10:16] Voice 8: right thank you

[1:10:17] Voice 8: all

[1:14:47] Voice 7: right how's everybody coming back stop

[1:15:03] Voice 5: to start the recording again there we go

[1:15:08] Voice 5: All right. I'm going to call this Chief Administrative Officer Hiring Committee meeting to order.

[1:15:20] Voice 5: Very grateful to be meeting today in the unseated and treaty areas of many Coast Salish nations.

[1:15:33] Voice 5: We have an agenda before us. We just held a previous committee meeting, just moving into this one.

[1:15:39] Voice 5: but do we have any changes to this agenda? Not seeing any. Can we approve the agenda

[1:15:47] Voice 5: through general consent? Thank you. So we have two sets of minutes for approval. We have a CAO

[1:15:55] Voice 5: hiring committee draft minutes from April 7th. Are there any changes to those? Can we approve

[1:16:01] Voice 5: those for general consent? We also have the CAO hiring committee draft minutes from December 19th,

[1:16:07] Voice 5: 2024 can we approve those your general consent excellent okay um that brings us uh right into um

[1:16:18] Voice 5: um business for um the closed meeting is there someone i would like to make that motion sure

[1:16:35] Voice 5: go ahead trustee guinney oh

[1:16:37] Voice 4: the chief administrative officer hiring committee

[1:16:40] Voice 4: close the meeting to the public in accordance with Community Charter Part 4, Division 3, Section 90, Sub 1, Sub A,

[1:16:46] Voice 4: personal information about an identifiable individual who holds or is being considered for a position as an officer,

[1:16:53] Voice 4: employee, or agent of the Islands Trust, or another position appointed by the Islands Trust,

[1:16:58] Voice 4: and that the recorder and staff attend the meeting.

[1:17:01] Voice 5: All right. Is there a second? Seconded by Trustee Evans.

[1:17:04] Voice 5: Any discussion? Call the vote. All those in favor?

[1:17:09] Voice 5: That carries.

[1:17:12] Voice 5: Okay, so we'll

[1:17:13] Voice 7: wait a minute

[1:17:14] Voice 5: for moving to.