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City of Maple Ridge
COUNCIL WORKSHOP MEETING AGENDA
February 20, 2018
6:00 p.m.
Blaney Room
ADDENDUM
6.0 CORRESPONDENCE
6.3 Lower Mainland Local Government Association (“LMLGA”)
Memo dated January 10, 2018 from Councillor Jason Lum, LMLGA President,
advising on the 2018 Annual General Meeting and Conference and the call for
resolutions.
Deadline for the receipt of resolutions to LMLGA is March 23, 2018
6.4 Lower Mainland Local Government Association (“LMLGA”)
Memo dated January 10, 2018 from Councillor Corisa Bell, LMLGA Past
President, advising of the LMLGA Executive positions open for nomination, the
process and the procedures for nomination.
Deadline for the receipt of nominations is March 30, 2018
Checked by:________________
Date: ________________
TO: Mayor/Chair; Council/Board
FROM: Councillor Jason Lum, LMLGA President
DATE: January 10, 2018 (4 pages total)
RE: 2018 CALL FOR RESOLUTIONS - ANNUAL GENERAL MEETING
Please include the following information on your next meeting agenda.
This circular is a notice of the Lower Mainland LGA Call for Resolutions.
The Lower Mainland LGA Convention and AGM will be held on May 9-11, 2018 in
Whistler and we are now accepting resolutions from the membership. The deadline
for receipt of your resolutions is Friday, March 23, 2018.
We encourage LMLGA members to submit their resolutions to the LMLGA for debate,
rather than submitting them to UBCM. This is also the process preferred by UBCM.
LMLGA-endorsed resolutions on province-wide issues are submitted automatically to
UBCM for consideration at the UBCM Convention. Resolutions received from the
LMLGA, and supported by our membership as a whole, tend to hold more weight than
those that are submitted by individual communities.
DEADLINE FOR RESOLUTIONS
All resolutions must be received in the LMLGA office by: FRIDAY, MARCH 23, 2018.
SUBMISSION REQUIREMENTS
Resolutions submitted to the LMLGA for consideration shall be submitted as follows:
•one copy of the resolution via email to Jamee Justason at jjustason@ubcm.ca with subject
header “Resolution-title of your resolution” or, in the case of multiple resolutions, subject
header “Resolution-X number enclosed”;
•include a cover letter as an attachment outlining how many resolutions you have sent and
the title of each resolution;
•each resolution should not contain more than two "whereas" clauses; and
•background documentation must accompany each resolution submitted, when available,
and should be labeled “Background-Name of Resolution”.
You WILL receive an email notification that your resolution has been received
within one week of receipt. If you do not receive an email confirmation,
please call Jamee Justason at 604-270-8226, Ext. 100.
Sponsors should be prepared to introduce their resolutions on the Convention floor. 6.3
LMLGA Resolutions Notice & Instructions
2
LATE RESOLUTIONS
1. Resolutions submitted following the expiry of the regular deadline (March 23) shall be
considered "Late Resolutions" and must comply with all other submission requirements.
Late resolutions must be received by LMLGA no later than 12 noon on Monday, May 7,
2018.
2. Late resolutions shall be considered for discussion after all resolutions printed in the
Resolutions Book have been debated.
3. Late resolutions are deemed to be appropriate for discussion only if the topic is such that
it has arisen since or was not known prior to the regular deadline date for submission of
resolutions.
4. In the event that a late resolution is recommended to be admitted for discussion LMLGA
shall produce sufficient copies for distribution at the Convention.
SUBMIT RESOLUTIONS TO:
Lower Mainland LGA
60-10551 Shellbridge Way
Richmond, BC V6X 2W9
Phone: (604) 270-8226 ext. 100
Fax: (604) 270-9116
Email: jjustason@ubcm.ca
THE RESOLUTIONS PROCESS
1. Members submit their resolutions to Area Association for debate.
2. The Area Association submits the endorsed resolutions of provincial interest to UBCM.
3. The UBCM Resolution Committee reviews the resolutions submitted for consideration at the
UBCM Convention.
4. Endorsed resolutions at the UBCM Convention are conveyed to the appropriate order of
government, or relevant organization, for responses.
5. Once the responses have been conveyed to the UBCM they are forwarded to the sponsor
for their review.
GUIDELINES FOR PREPARING RESOLUTIONS
The Construction of a Resolution:
All resolutions contain a preamble and enactment clause. The preamble describes the issue
and the enactment clause outlines the action being requested. A resolution should answer the
following three questions:
• What is the problem?
• What is causing the problem?
• What is the best way to solve the problem?
LMLGA Resolutions Notice & Instructions
3
Preamble:
The preamble commences with a recital, or "WHEREAS", clause. This is a concise sentence
about the nature of the problem or the reason for the request. It should clearly and briefly outline
the reasons for the resolution.
The preamble should contain no more than two "WHEREAS" clauses. If explaining the problem
requires more than two “WHEREAS” clauses, then provide supporting documents to describe
the problem more fully. Do not add extra clauses.
Enactment Clause:
The enactment clause begins with the words "THEREFORE BE IT RESOLVED". It must convey
the resolution's intent, and should propose a specific action by LMLGA.
Keep the enactment clause as short as possible, and clearly describe the action being
requested. The wording should leave no doubt about the proposed action.
How to Draft a Resolution:
1. Address one specific subject in the text of the resolution.
Since your community seeks to influence attitudes and inspire action, limit the scope of a
resolution to one specific subject or issue. Delegates will not support a resolution if the issues it
addresses are too complex for them to understand quickly.
2. Use simple, action-oriented language and avoid ambiguous terms.
Explain the background briefly and state the desired action clearly. Delegates can then consider
the resolution without having to struggle with complicated text or vague concepts.
3. Provide factual background information.
Even a carefully constructed resolution may not clearly indicate the problem or the action being
requested. Where possible, provide factual background information to ensure that the "intent" of
the resolution is understood.
Two types of background information help to clarify the "intent" of a resolution:
i Supplementary Memo:
A brief, one-page memo from the author, that outlines the background that led to the
presentation and adoption of the resolution by the local government.
ii Council/Board Report:
A report on the subject matter, presented to council or board in conjunction with the
resolution. If it is not possible to send the entire report, then extract the essential
background information and submit it with the resolution.
Resolutions submitted without adequate background information will not be considered until the
sponsor has been consulted and has provided documentation outlining the intent of the
resolution.
4. Construct a brief, descriptive title.
A title assists to identify the intent of the resolution and eliminates the possibility of
misinterpretation. It is usually drawn from the "enactment clause" of the resolution.
LMLGA Resolutions Notice & Instructions
4
For ease of printing in the Annual Report and Resolutions Book and for clarity of intent, a title
should be no more than three or four words.
5. Check legislative references for accuracy.
Where necessary, identify:
• the correct jurisdictional responsibility (e.g., ministry or department within the provincial
or federal government)
• the correct legislation, including the name of the Act
6. Focus on issues that are relevant to all LMLGA members.
The issue identified in the resolution should be relevant to other local governments in the
LMLGA. This will support proper debate on the issue and assist LMLGA or UBCM to represent
your concern effectively to the provincial or federal government on behalf of all local
governments.
7. Avoid repeat resolutions.
In the past, resolutions have come back year after year on the same topic. Elected officials and
staff are encouraged to search the UBCM Resolutions database available though the website at
www.ubcm.ca. Click on the “Resolutions and Policy” tab at the top of the page. It will be
possible to locate any resolutions on the same topic that have been considered in the past and
what the response has been. Endorsed resolutions are part of the advocacy agenda and
duplicates are not required.
8. Ensure that your own local government’s process for consideration, endorsement,
and conveyance of resolutions to LMLGA/UBCM is followed.
MODEL RESOLUTION
SHORT TITLE:
Local Government Name
WHEREAS _____
;
AND WHEREAS
:
THEREFORE BE IT RESOLVED that
.
(Note: A second resolve clause if it is absolutely required should start as follows:)
AND BE IT FURTHER RESOLVED that
If you have any questions, please contact Jamee Justason by email at jjustason@ubcm.ca or by
calling (604) 270-8226 ext. 100.
TO: Mayor/Chair; Council/Board
FROM: Councillor Corisa Bell, LMLGA Past President
DATE: January 10, 2018
RE: 2018 CALL FOR NOMINATIONS
Please include the following information on your next meeting agenda.
This circular is notice of the Lower Mainland LGA Executive positions open for
nomination, the process and the procedures for nomination.
The deadline for receipt of your nomination is Friday, March 30, 2018. The LMLGA
Conference and AGM will be held on May 9-11, 2018 in Whistler.
The Lower Mainland LGA is the collective voice for local government on the Lower
Mainland, including local governments in the Greater Vancouver Regional District, the
Squamish-Lillooet Regional District and the Fraser Valley Regional District. The
membership elects directors to the Executive during the Convention, and the Executive
is charged with ensuring that policy direction set by the general membership is carried
forward. The Executive also provides operational and policy direction to the LMLGA
between Conventions.
1.POSITIONS OPEN TO NOMINATIONS
The following positions are open for nomination:
•President
•First Vice-President
•Second Vice-President
•Third Vice-President*
•Directors at Large (3 positions)*
*At the May 2015 conference, Resolution SR1 “Resolution to Amend the LMLGA Bylaws
to Change the Executive Structure” was endorsed by the membership. SR1 changed the
Executive structure to include a Third VP and eliminated one Director at Large position.
6.4
2. NOMINATION PROCESS AND QUALIFICATIONS FOR OFFICE
The candidate must be an elected official of an LMLGA member. The candidate must
be nominated by two elected officials of an LMLGA local government member.
Background information regarding the primary responsibilities and commitments of an
LMLGA Executive member is available upon request.
A nomination and consent form is attached and should be used for all nominations.
The Chair of the 2018 Nominating Committee is Councillor Corisa Bell, Past President.
3. NEXT STEPS
It is part of the duties of the Nominating Committee to review the credentials of each
candidate. A Report on Nominations including, at the candidate's option, a photo and
200-word biography will be prepared under the direction of the Nominating Committee
and distributed in the LMLGA Convention Newsletter, which is distributed on-site at the
conference. It is not the responsibility of LMLGA to edit applicant materials to make
them suitable for print. If materials are not provided on time and print ready, LMLGA
reserves the right not to include them in the newsletter.
To be included in the Convention Newsletter, send your current photo, biography
and completed nomination form to:
jjustason@ubcm.ca AND cbell@mapleridge.ca
With subject line: LMLGA Nomination Package – “applicant name”
Deadline: March 30, 2018
4. FINAL COMMENTS
The nomination process does not change the process allowing candidates to be
nominated off the floor at the Convention. That process remains in place. The process
outlined above provides for those that are interested in seeking office to be directly
nominated prior to the Convention.
5. FURTHER INFORMATION
The attached consent form is available online at lmlga.ca. All other inquiries should be
directed to:
Councillor Corisa Bell, Past President
Chair, 2018 Nominating Committee
c/o LMLGA
60-10551 Shellbridge Way
Richmond, BC V6X 2W9
Email: cbell@mapleridge.ca
NOMINATIONS FOR THE 2018 LMLGA EXECUTIVE
We are qualified under the LMLGA Constitution to nominate1 a candidate and we
nominate:
Name of nominee:
Local government position (Mayor/Councillor/Director):
Local government represented:
LMLGA Executive office nominated for:
Printed Name Printed Name
of nominator: of nominator:
Position: Position:
Local Gov’t: Local Gov’t:
Signature: Signature:
CONSENT FORM
I consent to this nomination and attest that I am qualified to be a candidate for the office
I have been nominated to pursuant to the LMLGA Constitution2. I also agree to provide
the following information to the Chair, LMLGA Nominating Committee (c/o LMLGA
Office) by March 30, 2018:
! 2”x3” Photo (high resolution)
! Biographical information. No more than 200 words in length.
Printed Name:
Running for (position):
Local Government:
Signature:
Date:
1 Nominations require two elected officials of members of the Association.
2 All nominees of the Executive shall be elected representatives of a member of the Association.
Return to: Chair, 2018 Nominating Committee
c/o LMLGA, 60-10551 Shellbridge Way, Richmond, BC V6X 2W9