The Governance Review Report was commissioned by the Islands Trust with financial assistance from the Ministry of Community Services and the Capital Regional District. It was prepared by Neilson-Welch Consulting Inc., an independent governance consulting firm, to identify concerns with the existing governance structure and to consider a range of options to address those concerns.
This report is one source of information that the Islands Trust will consider in developing recommendations to the province about governance structure in the Islands Trust Area. Before developing its recommendations, the Islands Trust's Governance Task Force also sought the input of islanders, in a series of public meetings held in late April and early May.
This report is intended to improve understanding of the Islands Trust and its current form of governance, and to provide readers with a number of points to consider when providing input about governance. The report presents conclusions, rather than recommendations of the author and is not intended to render judgment on any of the options identified. It is intended to encourage thinking and discussion, not to pre-empt them.
Following is a summary of the input received and the public consultation process.
In recent years, Trust Council and others have studied
ways of improving the effectiveness of the Islands Trust
in meeting its legislated object. Recent discussions with
representatives of the Ministry of Community Services indicate
that there is an opportunity to explore changes that would
improve governance in the Islands Trust Area.
In March 2006, the Islands Trust Council requested the
Executive Committee to establish a new Governance Task Force
to focus on improvements to governance in the Islands Trust
Area that can be achieved during the 2005-8 term of office.
The Islands Trust Executive Committee developed Terms of
Reference for the Governance Task Force and established
it on April 4, 2006.
Mandate
On March 10, 2006, the Islands Trust Council passed
a resolution requesting the Islands Trust Executive Committee
to create and establish terms of reference for a task
force of interested trustees and senior staff.
The mandate of the Governance Task Force is:
- to coordinate the Islands Trust’s consultation with island communities
- develop recommendations to Council
- coordinate Council’s input to the Ministry of Community Services in regards to Islands Trust governance review during the 2005-8 term and
- to return to the June Council meeting with those recommendations that it feels are important to get on the provincial government’s legislative agenda in time for the local government elections of 2008
Membership
On March 16, 2006, Islands Trust Council Chair Kim Benson
invited Trust Council members to send expressions of interest
in task force membership to CAO Linda Adams. The Executive
Committee passed a resolution on April 4, 2006 indicating
that all Trust Council members who expressed an interest
will form the Governance Task Force.
The Executive Committee will not appoint new members after
the Governance Task Force’s first formal meeting.
Members who miss more than three meetings without being
excused by resolution of the Governance Task Force will
be disqualified from membership.
Organization
Islands Trust Council Chair Kim Benson will chair the Governance
Task Force. Staff appointed by the CAO will keep meeting
minutes and a list of follow-up actions. Islands Trust Council
Chair Kim Benson will call the first formal meeting of the
Governance Task Force. Governance Task Force members will
determine subsequent meeting times and places and will make
use of teleconference facilities as appropriate.
As required by the Community Charter, Governance Task Force
meetings will be open to the public to observe and will
be subject to public notice. The Task Force may move to
close meetings to the public in order to discuss matters
pursuant to s. 90 of the Community Charter (meetings that
may or must be closed to the public).
Guiding Principles
The Governance Task Force will have regard for the object
of the Islands Trust. Activities of the Governance Task
Force will aim to improve governance in the Islands Trust
Area and to improve the ability of the Islands Trust to
implement its provincial object throughout the Islands Trust
Area.
The Governance Task Force will work in recognition of previous
work of the Islands Trust Council in regards to governance
improvement and will recognize past decisions that Trust
Council has already implemented.
The Governance Task Force will coordinate the Islands Trust’s
consultation with those members of the public that are interested
in the Islands Trust Area. Consultation will take place
in an open manner that ensures that all interested parties
have a fair opportunity to participate.
The Governance Task Force will work collaboratively with
regional governments and provincial agencies.
The Governance Task Force will focus its resources on achievable
tasks that the Islands Trust Council, the provincial government,
and other agencies is most likely to implement during the
2005-8 term, based on feedback from the provincial government
and on resources available to the Islands Trust Council.
Scope
The Islands Trust Governance Task Force will coordinate
a variety of activities, including public consultation and
collaboration with other parties such as regional districts
and provincial agencies aimed at developing Trust Council’s
strategy for improving governance in the Islands Trust Area
during the 2005-8 term.
The Governance Task Force will not implement any changes
in governance or request implementation by a third party
until the Islands Trust Council has endorsed proposed changes.
The Governance Task Force will monitor implementation of
any strategy for governance improvement that the Islands
Trust Council has endorsed and supported with the necessary
resources.
Roles and Responsibilities
The Chair of the Governance Task Force will be responsible
for coordination of meeting agendas and for conducting meetings
in accordance with Robert’s Rules of Order.
Governance Task Force members will attend meetings as agreed
and will participate in the work of the Governance Task
Force as assigned by the Governance Task Force.
Governance Task Force members will request new business
items through the Chair by advising other members of the
item at least one week in advance of each meeting.
Staff Resources
In the 2006-7 fiscal year, CAO Linda Adams will provide
staff support to the Governance Task Force, subject to other
on-going responsibilities and other requests of the Islands
Trust Council.
The CAO may request other members of the Islands Trust
senior staff to participate in Governance Task Force meetings
on occasion, subject to their other on-going responsibilities
and other requests of the Islands Trust Council.
Special Project Planner Gillian Saxby will provide coordination
assistance to the Governance Task Force, under the direction
of the CAO.
If determined necessary, the CAO may form a team of other
Islands Trust staff, to provide back-up support to the Governance
Task Force.
All Islands Trust staff activities in regards to the Governance
Task Force will respond to resolutions of the Governance
Task Force and not to requests from individual Governance
Task Force members. Governance Task Force members will ensure
that work requests take place at meetings of the Governance
Task Force, by resolution.
In September 2006, the Governance Task Force will determine
whether it wishes to request additional staff or other resources
during Trust Council’s development of the 2007-8 budget.
If so, it will develop estimates of the costs of the desired
resources.
Timelines
The Governance Task Force will work to meet the following
deadlines in 2006:
June 2006
Recommendations to Trust Council regarding advice to the
Ministry of Community Services about the recommended scope
of any provincial participation in governance improvements
that are expected during the 2005-8 term. Initial recommendations
regarding any legislative changes that Trust Council may
request of the Ministry of Community Services in time
for the 2008 Local General Elections.
September 2006
Recommendations to Trust Council regarding any requests
to the Ministry of Community Services related to legislative
changes that would effect changes necessary for the 2008
Local General Elections.
December 2006
Recommendations to Trust Council regarding any activities
that would require additional resources.
Budget Resources
The Islands Trust budget for 2006-7 includes $5000 for
programs under Trust Area Services related to governance
review. This budget will cover the costs of Governance Task
Force meetings and a limited amount of community consultation,
communications and contractor assistance during fiscal year
2006-7. Additional funding for Task Force activities may
be available, and staff will seek additional funding through
appropriate channels.
The Governance Task Force should make recommendations to
Trust Council regarding the need for any additional resources
in future fiscal years.
Communications
Communications with the media and members of the public
regarding the activities of the Islands Trust, including
the activities of the Governance Task Force are the responsibility
of the Executive Committee. The Chair will be the designated
spokesperson for the Governance Task Force, unless otherwise
determined by the Executive Committee.
While other members of the Governance Task Force are free
to have informal conversations with members of the public
regarding the activities of the Governance Task Force, they
will refer media enquiries, formal enquiries from organized
groups and correspondence regarding the activities of the
Governance Task Force to the Chair.
Any correspondence directed to the Governance Task Force
will be included in the agenda of a subsequent meeting and
disposed of in accordance with the Governance Task Force’s
direction. All members of the Governance Task Force will
refer any Governance Task Force correspondence they receive
to the CAO for distribution to other Governance Task Force
members.
The Islands Trust Communications Specialist will provide
communications assistance to the Executive Committee in
regards to a communications plan, news releases, website
postings and other matters relevant to the activities of
the Governance Task Force. The Executive Committee will
consult with and advise the Governance Task Force regarding
communications.
Islands Trust staff will develop and maintain a webpage
on the Islands Trust website regarding the activities of
the Governance Task Force. Staff will coordinate the postings
of regular items such as a schedule of meetings, agendas,
minutes, correspondence, public submissions and relevant
resource materials and links. Staff will post other materials
at the direction of the Governance Task Force, subject to
available resources.
Third-Party Liaison
The Executive Committee will coordinate political liaison
with other governments regarding the Governance Task Force,
including liaison with the Minister of Community Services,
other provincial ministers, Chairs of Regional Districts
and political heads of First Nations.CAO Linda Adams will
coordinate liaison with the staff of regional districts,
provincial agencies, First Nations and other third parties.
Reference Materials
Islands Trust staff will maintain a digital reference library
related to Islands Trust governance and will post it on
the Islands Trust website.
Contact Information
Chief Administrative Officer
(Corporate Secretary)
(250) 405-5160
