FRASER VALLEY REGIONAL DISTRICT INTERNAL AFFAIRS COMMITTEE OPEN MEETING AGENDAMeeting #:Date:Tuesday, September 18, 2018Time: 1:00 P.m. - 2:00 P.m.Location:Kingston Meeting Room4th Floor, 45950 Cheam Avenue, Chilliwack, BC1.CALL TO ORDER2.APPROVAL OF AGENDA, ADDENDA AND LATE ITEMSMOTION FOR CONSIDERATIONTHAT the Agenda, Addenda and Late Items for the Internal Affairs Committee Open Meeting of September 18, 2018 be approved; AND THAT all reports, correspondence and other information set to the Agenda be received for information.3.APPROVAL OF MINUTES /MATTERS ARISING3.1Open Internal Affairs Committee Meeting Minutes - June 26, 20181.Internal Affairs Committee Open Meeting Minutes - June 26 2018.pdfMOTION FOR CONSIDERATIONTHAT the Minutes of the Internal Affairs Committee Open Meeting of June 26, 2018 be adopted.4.NEW BUSINESS4.1Draft FVRD Code of Responsible Conduct1.DRAFT Policy - Code of Conduct.pdf Discussion regarding outcome of 2018 UBCM discussions with respect to responsible conduct of elected officials Draft FVRD Policy - Code of Responsible Conduct MOTION FOR CONSIDERATIONTHAT the Fraser Valley Regional District Board of Directors endorse and adopt the draft FVRD Code of Responsible Conduct; AND THAT this item be included in the post-election FVRD Board Orientation and circulated to all in-coming FVRD Board Members, Alternate Directors, Committee Members and Board Appointees.4.2DRAFT FVRD Board Policy - Assignment of Corporate Email Addresses to FVRD Board Members and Alternate Directors1.September 25, 2018 Memo to Board re draft policy - Assignment of Corporate Email Addresses to Board Members.pdf2.Policy - Assignment of Corporate Email Addresses to FVRD Board Members and Alternate Directors.pdf Corporate Report dated September 18, 2018 from Suzanne Gresham, Director of Corporate Initiatives Draft FVRD Board Policy - Assignment of Corporate Email Addresses to FVRD Board Members and Alternate Directors MOTION FOR CONSIDERATIONTHAT the Fraser Valley Regional District Board of Directors endorse and adopt the draft FVRD Board Policy - Assignment of Corporate Email Addresses to FVRD Board Members and Alternate Directors; AND THAT this item be included in the post-election FVRD Board Orientation and circulated to all incoming FVRD Board Members and Alternate Directors.4.3Proposed FVRD Board Policy - Alternate Director Remuneration1.AEAD Discussion Paper - EA FORUM Jan 31.pdf2.Role and Implications of Alternate Unelected Electoral Area Directors.pdf3.Alt EA Dir Rec.pdf Comments by Staff January 2018 Discussion Paper - Role and Implications of Alternate Unelected Electoral Area Directors Presentation to UBCM Electoral Area Directors Forum January 31, 2018 Summary Recommendations to the Honourable Minister Selina Robinson MOTION FOR CONSIDERATIONTHAT the proposed FVRD Board Policy with respect to Alternate Director Remuneration be deferred until 2019 and once the UBCM Ad-Hoc Committee on Alternate "Unelected" Electoral Area Directors has completed its work.4.4Proposed FVRD Board Policy - Provision of Closed Board and Committee Agendas and Minutes to Alternate Directors1.Preliminary Sept 14 Survey Results - Alternate Director Procedures.pdf Comments by Staff Preliminary Survey Results from Provincial Regional Districts MOTION FOR CONSIDERATIONTHAT the proposed FVRD Board Policy with respect to the provision of Closed Board and Committee Agendas and Minutes to Alternate Directors be deferred until 2019 and once internal survey is completed and results analyzed and presented to the Internal Affairs Committee.5.LATE ITEMS6.CONFIRM NEXT MEETING DATE7.ADJOURNMENTMOTION FOR CONSIDERATIONTHAT the Internal Affairs Committee Open Meeting of September 18, 2018 be adjourned.No Item Selected This item has no attachments1.Internal Affairs Committee Open Meeting Minutes - June 26 2018.pdf1.AEAD Discussion Paper - EA FORUM Jan 31.pdf2.Role and Implications of Alternate Unelected Electoral Area Directors.pdf3.Alt EA Dir Rec.pdf1.DRAFT Policy - Code of Conduct.pdf1.Preliminary Sept 14 Survey Results - Alternate Director Procedures.pdf1.September 25, 2018 Memo to Board re draft policy - Assignment of Corporate Email Addresses to Board Members.pdf2.Policy - Assignment of Corporate Email Addresses to FVRD Board Members and Alternate Directors.pdf