Regular Board Meeting – November 25, 2010 - Corporate Vote – Unweighted

Recommendation:  That the minutes of the regular board meeting held November 25, 2010 be adopted as circulated.

Statutory Board Meeting – December 9, 2010 - Corporate Vote – Unweighted

Recommendation:  That the minutes of the statutory board meeting held December 9, 2010 be adopted as circulated.

A report from Elaine Kumar, Director of Corporate Administration, regarding the committee appointments. - Corporate Vote – Unweighted

Recommendation:  That the staff report be received AND FURTHER that the Regional District of Kootenay Boundary Board of Directors receives the Chair’s committee appointment list for 2011 as follows:

Boundary Economic Development
Director G. McGregor
Director M. Rotvold
Director B. Taylor
Director I. Perepolkin
Director B. Baird
Director C. Stevenson

East End Services
Director K. Wallace
Director G. Welsh
Director L. Gray
Director A. Grieve
Director L. Worley
Director F. Romano
Director B. Crockett

Environmental Services
Director B. Baird
Director I. Perepolkin
Director G. McGregor
Director L. Worley
Director A. Grieve
Director L. Gray
Director G. Welsh
Director F. Romano
Director B. Crockett
Director K. Wallace
Director B. Taylor
Director C. Stevenson
Director M. Rotvold

Finance, Executive, Personnel & Policy
Director L. Gray
Director G. McGregor
Director G. Welsh
Director L. Worley
Director B. Taylor
Director M. Rotvold

Planning & Development
Director A. Grieve
Director L. Worley
Director G. McGregor
Director I. Perepolkin
Director B. Baird
Director F. Romano
Director K. Wallace
Director C. Stevenson
Director B. Crockett

Protective Services
Director G. Welsh
Director G. McGregor
Director B. Taylor
Director L. Gray
Director B. Baird
Director M. Rotvold

Rural Caucus
Director L. Worley
Director B. Baird
Director I. Perepolkin
Director G. McGregor
Director A. Grieve

Sewerage
Director B. Crockett, Chair
Director F. Romano
Director K. Wallace
Director L. Worley

B.V. Rec/Parks & Trails
Director G. Welch, Chair
Director L. Gray
Director A. Grieve

German Delegation
Director I. Perepolkin, Chair
Director K. Wallace
Director M. Rotvold

Boundary Water Committee
Director B. Baird, Chair
Director G. McGregor
Director I. Perepolkin
Director C. Stevenson
Director B. Taylor
Director M. Rotvold
Fred Marshall
Paul Plocktis
John Hibberson
Steve Babakiaff
Murray Knox
Les Molnar
Kathy O’Malley
Dick Dundston

Greenwood/Area ‘E’ Cemetery Committee
Director B. Baird, Chair
Director C. Stevenson
Jill Kellerman
Mary Cannon
Mary Lautard

Boundary Agriculture Committee
Director I. Perepolkin, Chair

Boundary Weed Management
Director I. Perepolkin
Director B. Baird

Municipal Finance Authority
Director M. Rotvold
Director L. Gray (Alternate)

Municipal Insurance Association
Director L. Gray
John MacLean (Alternate)

Okanagan Film Commission
Director C. Stevenson

 S.I.D.I.T.
Councillor G. DeRosa

S.I.B.A.C.
Director G. McGregor

Westbank Treaty Advisory
Director B. Baird
Mr. J. MacLean (Alternate)

Columbia River Forum
Councillor G. DeRosa

A report from Elaine Kumar, Director of Corporate Administration, regarding A.P.C. appointments. - Corporate Vote – Unweighted

Recommendation:  That the staff report be received AND FURTHER that the Regional District of Kootenay Boundary Board of Directors approves the Electoral Area Advisory Planning Commission members for 2011(separate resolutions).

That the Regional District of Kootenay Boundary Board of Directors approves the Electoral Area ‘A’ Advisory Planning Commission as follows:  Fred Buckley, Rick Fillmore, Jim Green, Tyleen Underwood, Dave Duncan, Jim McIntyre and Shelley Levick.

That the Regional District of Kootenay Boundary Board of Directors approves the Electoral Area ‘B’ Advisory Planning Commission as follows:  Teresa Sammartino-McTeer, Richie Mann, Graham Jones, Mary MacInnis, Bill Edwards and Roger Cox.

That the Regional District of Kootenay Boundary Board of Directors approves the Electoral Area ‘C’ Advisory Planning Commission as follows:  Dawn Sioga, Dave Bartlett, Peter Darbyshire, David Durand, Ross Idler, John Mehmal, Richard White, Brenda LaCroix, Terry Mooney, Ken Wiesner, Mike Lalonde, Don Nelson and Tina McGregor

That the Regional District of Kootenay Boundary Board of Directors approves the Electoral Area ‘D’ Advisory Planning Commission as follows:  Bob DeMaertelaere, Edith MacAlllister Deb Billwiller, Lesley Matthews, Linda Gray, Ron Subotin, Werner Behrens, Gord Davis and Brandon O’Donnell.

That the Regional District of Kootenay Boundary Board of Directors approves the Electoral Area ‘E’ (except Big White) Advisory Planning Commission as follows:  Diane Scott, Art Harfman, and George Delisle.

That the Regional District of Kootenay Boundary Board of Directors approves the Electoral Area ‘E’ (Big White) Advisory Planning Commission as follows:  Bill DiPasquale, Ross Langmaid and Tony Stewart.

A memo from Chair Rotvold advising that pursuant to Regional District Special Voting Regulation B.C., the following resolution was passed:

That Regional District of Kootenay Boundary Bylaw No. 1459 be now reconsidered and finally adopted.Corporate Vote – Unweighted

Recommendation:  That the memo be received.

Minutes – Area ‘B’ Recreation – Nov. 8/10

Finance, Executive, Personnel & Policy Committee - Corporate Vote – Unweighted

Recommendation:  That the draft minutes of the Finance, Executive, Personnel and Policy Committee meeting held January 19, 2011 be received.

Recommendation:  That the Regional District of Kootenay Boundary Board of Directors adopt the Employee Travel & Expense Reimbursement Policy as follows:

Policy: The Regional District will reimburse employees for reasonable expenses incurred as a result of Regional District business.

Purpose: To formalize the expense reimbursement process for employees and establish guidelines for reimbursement of travel and related expenses.

Procedure:

1. All travel must be authorized by the appropriate supervisor.
2. All claims for reimbursement must be made on the “Expense Report” form and be approved by the employee’s supervisor.  See Appendix “A” attached.
3. Original receipts or proof of purchase must accompany expense claims.
4. Unless specified under the terms of a collective agreement, or Terms and Conditions of Employment, employees who travel on scheduled days off or beyond normal working hours will not be paid overtime, or receive equivalent time off.  Flexibility of work time hours may be considered with pre-approval from the supervisor.  Any work schedule variation must occur within a reasonable amount of time after the event, i.e. up to 14 days after the event is reasonable.
5. The completed Expense Report is to be submitted within five (5) working days of the employee’s return from travel, along with supporting receipts and a copy of the program itinerary provided by the event organizer (including meeting/conference dates).
6. Rates to be paid under this policy will be reviewed annually.  Where a collective agreement specifies a rate of reimbursement different from that specified in this policy, the collective agreement rates will apply.

Accommodation:

• Reimbursement for overnight stay will be at the conference rate if staying at a hotel where the conference rates have been obtained by the organization hosting the event, or at the government rate if lodging has been obtained elsewhere.
• All reasonable costs associated with the hotel stay such as business telephone use and parking will be reimbursed.
• Employees making private arrangements for accommodation with friends or relatives may claim up to $50.00 per night.

Travel:

• When making travel plans, employees are expected to utilize the most cost effective method of travel considering time, convenience and safety.
• Use of the Region District’s automobile fleet and gas card is encouraged to minimize costs.  The fleet vehicle should be booked as soon as possible after travel plans are made. 
• Mileage up to the equivalent economy airfare will be paid for the use of private automobiles for travel. 
• Travel allowance paid for use of a personal vehicle shall be at the rate determined by Canada Revenue Agency.  2010 Rates are 0.52¢ per km. reduced to 0.46¢ per km after 5,000 km per year.
• If the employee claims mileage equivalent to airfare, hotel accommodations and meals enroute normally will not be paid.  Hotel accommodations and meals enroute, however, will be paid if it makes reasonable sense to do so.
• Air travel is to be used where other less expensive forms of transportation are not possible or reasonable.  The most economical airfare shall be obtained and flights should be booked as soon as travel needs are determined to obtain early booking discounts.  Use of personal air miles or like reward plans to purchase airline tickets will not be compensated. 
• Associated costs for air travel such as parking, airport improvement fees, airport shuttle, taxi, etc. will be reimbursed with proof of payment.

Meals and Incidental Expenses:

• For each full calendar day or proportion thereof in travel status,  employees shall be paid $40.00 as reimbursement for reasonable costs for incidental expenses.
• A meal allowance may be claimed in lieu of providing receipts as follows:
  • Breakfast         $20.00
  • Lunch              $25.00
  • Dinner             $35.00 (rates include gratuities)
• Where meals are included in a workshop or similar event, no amount may be claimed for meals, gratuities and other personal supplies or services.
• Actual receipts for meals may be substituted in place of a claim for meal allowance.  Reimbursement will depend on the particular circumstances involved.   Please provide all relevant information.  A gratuity of 10–15% of the value of the goods and services will be reimbursed.

Other Expenses:

• Banquet tickets for spouses/partners to attend the conference gala dining event (presidential banquet or similar event) will be compensated.  Participation in other conference activities by spouses/partners will not be compensated.  Examples of these types of activities are:  plenary sessions, break-out sessions, daily meal or refreshment breaks, etc.
• Other unavoidable or extraordinary expenses incurred that are not mentioned in this policy may be considered for reimbursement on a one-time basis.  Payment for these types of expenses will be considered individually and will not create a precedent for future activities.

Expenses Ineligible for Reimbursement:

• Motor vehicle infractions
• In-room movies or personal services
• Alcoholic beverages
• Parking tickets or fines
• Vehicle damages
• Cost for participation in optional recreation and social activities if not included in the conference registration fee
• Costs for spouse/partner recreation and social activities

Recommendation:  That the Regional District of Kootenay Boundary Board of Directors classify the Clerk/Steno/Receptionist position within the Administration Department as a permanent full-time position.

Recommendation:  That the Regional District of Kootenay Boundary Board of Directors direct staff to develop a preliminary agenda for the Friday prior to a Board meeting and finalize the agenda on the Tuesday prior to the Board meeting.

Recommendation:  That the Regional District of Kootenay Boundary Board of Directors maintain the current practice regarding Board fees within the Financial Plans.

Recommendation:  That the following items be approved for payment:

i) Int. Sch. of Accounts – Jan. 18/11

Cheque Nos. 21964 – 22988              $3,719,397.73

ii) Payroll Account                                 797,572.78

$4,516,970.51 

A report from Gerry Gardner, Director of Finance, regarding the Revenue Anticipation Borrowing Bylaw for 2011. - Corporate Vote – Unweighted

Recommendation:  That the staff report be received.

Grants-in-Aid - Electoral Area Directors Only

Village of Fruitvale (newsletter) – Area ‘A’ - $644.14
B.V. Blooming Society – Area ‘A’ - $3,000
B.V. Cross Country Skiing Club – Area ‘A’ - $2,000
Christina Lake Community Assoc. – Area ‘C’ - $2,475
Community Futures Boundary (Regional Chamber – Areas ‘C’, ‘D’ & ‘E - $1,500 each)
Christina Lake Arts & Artisan Society – Area ‘C’ - $10,000
Grand Forks Border Bruins – Area ‘C’ - $2,000
Phoenix Mountain Alpine Ski Society – Areas ‘C’ - $1,500, Area ‘D’ - $2,000
Sunshine Quilt Guild – Area ‘D’ - $1,200
Greenwood Legion 155 – Area ‘E’ - $1,900
Beaverdell Volunteer Fire Dept. – Area ‘E’ - $2,640
Discover Rock Creek Society (mascot) – Area ‘E’ - $4,000
Discover Rock Creek Society (family night) – Area ‘E’ - $500
Kettle Valley Racing Association – Area ‘E’ - $800
Greenwood Winterfest – Area ‘E’ - $800
Other

Grant-in-Aid Request Not Approved by a Director(s)
Rossland Health Care Auxiliary Society