MINUTES

GREEN LINE BOARD

Friday, December 03, 2021 at 1:00 P.m. - 5:00 P.m.

ENGINEERING TRADITIONS COMMITTEE ROOM

PRESENT:

• Board Member D. Fairbairn, Chair (Remote Participation)
• Board Member I. Bourne, Vice-Chair (Remote Participation)
• Board Member J. Annesley (Remote Participation)
• Board Member L. Beasley (Remote Participation)
• Board Member F. Cummings (Remote Participation)
• Board Member B. Mahajan (Remote Participation)
• Board Member P. McLeod (Remote Participation)
• Board Member M. Nelson (Remote Participation)
• City Manager D. Duckworth (Remote Participation)

ALSO PRESENT:

• Chief Executive Officer, D. Bhatti (Remote Participation)
• Legislative Coordinator M. A. Cario (Remote Participation)
• Legislative Advisors J. Palaschuk
• Legislative Advisor J. Clement

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1.

CALL TO ORDER

Chair Fairbairn called the Meeting to order at 1:03 p.m.

2.

OPENING REMARKS AND LAND ACKNOWLEDGEMENT

Chair Fairbairn provided opening remarks and a traditional land acknowledgement.

3.

CONFIRMATION OF AGENDA

• Moved by Board Member Beasley

  That the Agenda for the 2021 December 03 Regular Meeting of the Green Line Board be confirmed.

  MOTION CARRIED

3.1

DECLARATIONS - CONFLICTS OF INTEREST

No conflicts of interest were declared.

4.

CONFIRMATION OF MINUTES

4.1

Minutes of the Regular Meeting of the Green Line Board, 2021 October 29

• Moved by Board Member Bourne

  That the Minutes of the 2021 October 29 Regular Meeting of the Green Line Board be confirmed.

  MOTION CARRIED

5.

SAFETY MINUTE

D. Bhatti provided a verbal update and was thanked by the Board.

6.

CORRESPONDENCE

None

7.

CONSENT AGENDA

7.1

DEFERRALS AND PROCEDURAL REQUESTS

None

8.

ITEMS FROM GREEN LINE PROGRAM TEAM AND COMMITTEES

8.1

Green Line Program September 2021 Progress Report, GLB2021-1646

A document entitled "Program Update: Green Line Board Meeting - December 03, 2021" was distributed with respect to Report GLB2021-1646.

• Moved by Board Member Beasley

  That with respect to Report GLB2021-1646, the following be approved: 

  That the Green Line Board receive the Green Line Program September 2021 Progress Report for the Corporate Record. 

  MOTION CARRIED

8.2

Green Line Board 2022 Meeting Schedule, GLB2021-1647

• Moved by Board Member Nelson

  That with respect to Report GLB2021-1647, the following be approved:

  That the Green Line Board approve the Green Line Board and Committee Meeting Schedule, as set out in Attachment 1 to the Report, for the year 2022.

  MOTION CARRIED

8.3

Green Line Quality Report and Policy, GLB2021-1648

• Moved by Board Member Cummings

  That with respect to Report GLB2021-1648, the following be approved: 

  That the Green Line Board approve the Green Line LRT Program Quality Policy, as set out in Attachment 1 to the Report, to reinforce the importance of quality for the Green Line LRT Program. 

  MOTION CARRIED

8.4

COMMITTEE REPORTS

8.4.1

Planning Committee Report (Verbal), GLB2021-1650

Board Member Beasley provided a verbal update and was thanked by the Board.

8.4.2

Budget and Risk Committee Report (Verbal), GLB2021-1651

Board Member Bourne provided a verbal update and was thanked by the Board.

8.4.3

Governance and HR Committee Report (Verbal), GLB2021-1657

Board Member Nelson provided a verbal update and was thanked by the Board.

9.

URGENT BUSINESS

None

10.

CONFIDENTIAL ITEMS

• Moved by Board Member Nelson

  That pursuant to Sections 17 (Disclosure harmful to personal privacy), 19 (Confidential evaluations), 24 (Advice from officials), 25 (Disclosure harmful to economic and other interests of a public body), and 27 (Privileged information) of the Freedom of Information and Protection of Privacy Act, Committee now move into Closed Meeting at 2:04 p.m., in the Engineering Traditions Committee Room, to discuss confidential matters with respect to the following Items:

  • 10.1.1. Green Line Board Program September 2021 Progress Report, GLB2021-1649
  • 10.1.2. Procurement Update, GLB2021-1652
  • 10.1.3. Green Line Utility Relocation Program, GLB2021-1653
  • 10.1.4. Board Authorizations, GLB2021-1654
  • 10.1.5  Board Governance Matters, GLB2021-1655
  • 10.1.6  Committee Reports (Verbal), GLB2021-1656
  • 10.1.7  Personnel Update (Verbal), GLB2021-1658
  MOTION CARRIED

  Committee reconvened in public meeting at 3:26 p.m. with Chair Fairbairn in the Chair.

  
  
• Moved by Board Member McLeod

  That the Green Line Board rise and report.

  MOTION CARRIED

10.1

ITEMS FROM GREEN LINE PROGRAM TEAM AND COMMITTEES

10.1.1

Green Line Board Program September 2021 Progress Report, GLB2021-1649

A confidential report was distributed with respect to Report GLB2021-1649. 

Administration in attendance during the Closed Meeting discussions with respect to Report GLB2021-1649:

Clerks: M. A. Cario, J. Palaschuk, J. Clement, and C. Nelson. Law: M. A. Bendfeld, S. Saunders, and M. Smith. Advice: D. Bhatti, W. Tynan, and L. Adamo.

• Moved by Board Member McLeod

  That with respect to Report GLB2021-1649, the following be approved: 

  That the Green Line Board:

  1. Receive the Closed Meeting Report for the corporate record; and
  2. Direct that the Closed Meeting Report and discussion be held confidential pursuant to Sections 24 (Advice from officials) and 25 (Disclosure harmful to economic and other interests of a public body) of the Freedom of Information and Protection of Privacy Act, to be reviewed by 2036y December 3.
  MOTION CARRIED

10.1.2

Procurement Update, GLB2021-1652

City Manager D. Duckworth left the Remote Meeting at 2:29 p.m.

A confidential presentation was distributed with respect to Report GLB2021-1652. 

Administration in attendance during the Closed Meeting discussions with respect to Report GLB2021-1652:

Clerks: M. A. Cario, J. Palaschuk, J. Clement, and C. Nelson. Law: M. A. Bendfeld, S. Saunders, and M. Smith. Advice: D. Bhatti, W. Tynan, and L. Adamo.

• Moved by Board Member Mahajan

  That with respect to Report GLB2021-1652, the following be approved:

  That the Green Line Board:

  1. Approve Closed Meeting Recommendations 1 and 2; and
  2. Direct that the Closed Meeting Recommendations, the presentation, and the discussion be held confidential pursuant to Sections 24 (Advice from officials), 25 (Disclosure harmful to economic and other interests of a public body), and 27 (Privileged information) of the Freedom of Information and Protection of Privacy Act, to be reviewed by 2023 May 3.
  MOTION CARRIED

10.1.3

Green Line Utility Relocation Program, GLB2021-1653

A confidential presentation was distributed with respect to Report GLB2021-1653. 

Clerical corrections were noted on page 7 of 8 of the confidential presentation and page 1 of 2 of Report GLB2021-1653.

Administration in attendance during the Closed Meeting discussions with respect to Report GLB2021-1653:

Clerks: M. A. Cario, J. Palaschuk, J. Clement, and C. Nelson. Law: M. A. Bendfeld, S. Saunders, and M. Smith. Advice: D. Bhatti, W. Tynan, L. Adamo, K. Hucik, and I. Jan. 

• Moved by Board Member Beasley

  That with respect to Report GLB2021-1653, the following be approved:

  That the Green Line Board:

  1. Approve corrected Closed Meeting Recommendation 1; and
  2. Direct that the Closed Meeting Recommendation, the Report and presentation, and discussion be held confidential pursuant to Sections 24 (Advice from officials), 25 (Disclosure harmful to economic and other interests of a public body), and 27 (Privileged information) of the Freedom of Information and Protection of Privacy Act.
  MOTION CARRIED

10.1.4

Board Authorizations, GLB2021-1654

Administration in attendance during the Closed Meeting discussions with respect to Report GLB2021-1654:

Clerks: M. A. Cario, J. Palaschuk, J. Clement, and C. Nelson. Law: M. A. Bendfeld, S. Saunders, and M. Smith. Advice: D. Bhatti, W. Tynan, and L. Adamo. 

• Moved by Board Member Annesley

  That with respect to Report GLB2021-1654, the following be approved:

  That the Green Line Board:

  1. Approve the document titled “Green Line Board Authorizations”, as set out in Attachment 1 to the Report, which describes a regime for the Green Line Board’s authorization and approval for plans, procurement processes, and expenditures for the Green Line Program;
  2. Direct the Green Line Program team to implement and comply with the requirements of the “Green Line Board Authorizations” document, as set out in Attachment 1, for the Green Line Program;
  3. Direct that the Closed Meeting discussion be held confidential pursuant to Section 24(1) (Advice from officials) and Section 27 (Privileged information) of the Freedom of Information and Protection of Privacy Act; and
  4. Direct that the Closed Meeting Report (including Attachment 1) and Recommendations be made public when the Green Line Board rises and reports.
  MOTION CARRIED

10.1.5

Board Governance Matters, GLB2021-1655

Administration in attendance during the Closed Meeting discussions with respect to Report GLB2021-1655:

Clerks: M. A. Cario, J. Palaschuk, J. Clement, and C. Nelson. Law: M. A. Bendfeld, S. Saunders, and M. Smith. Advice: D. Bhatti, W. Tynan, and L. Adamo. 

Chair Fairbairn left the Chair at 3:28 p.m. and Vice-Chair Bourne assumed the Chair remotely.

• Moved by Board Member Nelson

  That with respect to Report GLB2021-1655, the following be approved:

  That the Green Line Board: 

  1. Conclude the Executive Chair Responsibilities assigned to the Chair, Green Line Board and payment for the Executive Chair Responsibilities effective November 30, 2021, as such Executive Chair Responsibilities were described in Report GLB2021-0283 dated 2021 February 18; and
  2. Direct that the Closed Meeting discussion remain confidential pursuant to Sections 17 (Personal privacy) and 24 (Advice from officials) of the Freedom of Information and Protection of Privacy Act; and
  3. Direct that the Closed Meeting Report and Recommendations remain confidential pursuant to Section 24 (Advice from officials) of the Freedom of Information and Protection of Privacy Act until the Board rises and reports.
  MOTION CARRIED

  Chair Fairbairn resumed the Chair at 3:29 p.m. and Vice-Chair Bourne returned to his regular seat in Committee remotely.

  
  

10.1.6

Committee Reports (Verbal), GLB2021-1656

Administration in attendance during the Closed Meeting discussions with respect to Report GLB2021-1656:

Clerks: M. A. Cario, J. Palaschuk, J. Clement, and C. Nelson. Law: M. A. Bendfeld, S. Saunders, and M. Smith. Advice: D. Bhatti, W. Tynan, and L. Adamo. think

• Moved by Board Member Cummings

  That with respect to Verbal Report GLB2021-1656, the following be approved:

  That the Green Line Board direct that the Closed Meeting information and discussion remain confidential pursuant to Section 24 (Advice from officials) of the Freedom of Information and Protection of Privacy Act.

  MOTION CARRIED

10.1.7

Personnel Update (Verbal), GLB2021-1658

Administration in attendance during the Closed Meeting discussions with respect to Report GLB2021-1658:

Clerks: M. A. Cario, J. Palaschuk, J. Clement, and C. Nelson.

• Moved by Board Member Nelson

  That with respect to Report GLB2021-1658, the following be approved:
  That the Green Line Board:

  1. Approve the Closed Meeting (Verbal) Recommendation; and
  2. Direct that the Closed Meeting information and discussion remain confidential indefinitely pursuant to Sections 17 (Disclosure harmful to personal privacy) and 19 (Confidential evaluations) of the Freedom of Information and Protection of Privacy Act.
  MOTION CARRIED

10.2

URGENT BUSINESS

None

11.

BRIEFINGS

None

12.

ADJOURNMENT

Chair Fairbairn wished everyone a happy holidays.

By General Consent, the Green Line Board adjourned this meeting at 3:35 p.m.

The next Regular Meeting of the Green Line Board is scheduled to be held on 2022 February 10 at 1:00 p.m.

CONFIRMED BY COMMITTEE ON