COMMITTEE OF THE WHOLE

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Tuesday, November 21, 2017
Minutes of the meeting of the Committee of the Whole held on Tuesday, November 21, 2017 in the boardroom of the Comox Valley Regional District offices located at 550B Comox Road, Courtenay, BC commencing at 4:00 pm.
 
 
MINUTES
     
 
Present:
Chair:B. JolliffeBaynes Sound-Denman/Hornby Islands (Area 'A')
Vice-Chair:B. WellsCity of Courtenay
Directors:E. ErikssonCity of Courtenay
 K. GrantTown of Comox
 E. GrievePuntledge/Black Creek (Area 'C')
 L. JangulaCity of Courtenay
 R. NicholLazo North (Area 'B')
 B. PriceTown of Comox
 G. SprouleVillage of Cumberland
 M. TheosCity of Courtenay
Staff:M. RuttenActing Chief Administrative Officer
 B. DunlopCorporate Financial Officer
 A. MacDonaldGeneral Manager of Planning and Development Services
 I. SmithGeneral Manager of Community Services
 J. MartensManager of Legislative Services
 L. DennisLegislative Services Assistant
 
   
REPORTS:
COMOX VALLEY REGIONAL DISTRICT NEW WEBSITE DESIGN
 
 
B. Wells/B. Price: THAT the report dated November 15, 2017 regarding an overview of the new Comox Valley Regional District website design be received. [Item
208Carried
 
J. Steel, Manager of Corporate Communications, presented an overview of the staff report regarding the new Comox Valley Regional District website design. [Item
 
 
2016 ANNUAL REPORT - REGIONAL GROWTH STRATEGY
 
 
K. Grant/G. Sproule: THAT the report dated November 15, 2017 regarding the 2016 Regional Growth Strategy (RGS) Annual Report for publishing on the Comox Valley Regional District website be received. [Item
208 and 212Carried
 
R. Holme, Long-Range Planner, presented an overview of the staff report regarding the 2016 Regional Growth Strategy (RGS) Annual Report for publishing on the Comox Valley Regional District website. [Item
 
 
B. Wells/G. Sproule: THAT the 2016 Regional Growth Strategy Annual Report be approved for publishing on the Comox Valley Regional District website.
208 and 212Carried
 
COMOX VALLEY EMERGENCY PROGRAM ADMINISTRATIVE COMMITTEE
 
 
B. Wells/R. Nichol: THAT the Comox Valley Emergency Program Administrative Committee minutes dated October 11, 2017 be received. [Item
208Carried
 
2017 WILDFIRE/INTERFACE FUNCTIONAL EXERCISE: FINDINGS & OBSERVATIONS
 
 
E. Grieve/K. Grant: THAT the report dated November 10, 2017 regarding information on the June 25, 2017 wildfire/interface functional exercise findings and observations be received. [Item
209Carried
 
H. Siemens, Emergency Program Coordinator, provided an overview of the staff report regarding the June 25, 2017 wildfire/interface functional exercise findings and observations.
 
 
UPDATES TO THE DELEGATION OF PURCHASING AUTHORITY BYLAW AND PROCUREMENT POLICY
 
 
E. Grieve/K. Grant: THAT the report dated November 6, 2017 regarding the repeal and replacement of Bylaw No. 284 being the “Comox Valley Regional District Delegation of Purchasing Authority Bylaw No. 284, 2013” and purchasing management services policy adopted in November 2013 be received. [Item
208Carried
 
S. Hainsworth, Manager of Operating and Capital Procurement, presented an overview of the staff report regarding updates to the delegation of purchasing authority bylaw and procurement policy. [Item
 
 
K. Grant/M. Theos: THAT a new bylaw regarding the delegation of purchasing authority for the CVRD be forwarded to the board for adoption;

AND FURTHER THAT Bylaw No. 284, being the “Comox Valley Regional District Delegation of Purchasing Authority Bylaw No. 284, 2013” be repealed;

AND FINALLY THAT upon adoption of the new bylaw regarding the delegation of purchasing authority, the policy attached to the staff report dated November 6, 2017 that outlines the responsibilities and accountabilities of the procurement function of the CVRD be approved.
208Carried
 
BOARD APPOINTMENTS TO EXTERNAL ORGANIZATIONS & POLICY UPDATE
 
 
B. Wells/G. Sproule: THAT the report dated November 14, 2017 regarding board appointments to certain organizations and a revised board policy regarding external appointments to align with CVRD practice be received. [Item
208Carried
 
J. Martens, Manager of Legislative Services, provided an overview of the staff report regarding board appointments to external organizations and policy update.
 
 
K. Grant/L. Jangula: THAT the following appointment be made and that remuneration and expenses paid, provided remuneration and/or expenses are not paid directly by the external organization:
• Vancouver Island Regional Library Board: Director Nichol (member) and Director Grieve (alternate member) for 2018.
208Carried
 
K. Grant/L. Jangula: That the board appoint Director Grieve to the Community Justice Centre of the Comox Valley for the remainder of the 2015 - 2018 term.
208Carried
 
B. Wells/M. Theos: THAT the board approve the revised policy guideline for effective board structure and governance supports dated September 30, 2008, as attached in Appendix A to the report dated November 14, 2017.
208Carried
 
TERMINATION:
B. Wells/G. Sproule: THAT the meeting terminate.
208Carried
 
Time: 5:25 pm.
 
 
 Confirmed by:



____________________________________
Bruce Jolliffe
Chair
 
Certified Correct:



____________________________________
Jake Martens
Manager of Legislative Services

Recorded By:



____________________________________
Lisa Dennis
Legislative Services Assistant



These minutes were received by the Comox Valley Regional District board on the _________ day of _______, 20___.
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