COUNCIL MEETING MINUTES
County of Colchester Council Chambers
I Church Street
March 23, 2007
(Approved September 19, 2007)
In attendance: Albert Dunphy, MCIP, President
Katherine Perrott, Student Representative
Elaine Mitchell, MCIP, President Elect
Samantha Murphy, MCIP, PEI Councillor
Nancy Griffiths, MCIP, NL Councillor
Kingsley Lewis, MCIP (Ret), Executive Director
Regrets: Colleen Clare, MCIP, NB Councillor
Tammy Wilson, MCIP, NS Councillor
1. Call to order
President Albert Dunphy called the meeting to order at 10:10 AM.
2. Approval of the Agenda
It was moved by Nancy Griffiths, seconded by Samantha Murphy that:
The Agenda be approved.
3. Approval of Minutes
It was moved by Elaine Mitchell, seconded by Nancy Griffiths that:
The Minutes of the meeting of December 8, 2006 be approved as presented and
that the Email Motion records 06-1 to 06-13 and 07-1 to 07-3 be received.
4. Branch, CIP and Student Representative Reports
a) Student Representative
Katherine Perrott reviewed a written report on the recent activities at the
Dalhousie Planning School.
b) Newfoundland and Labrador
Nancy Griffiths reviewed her written report on the Newfoundland and Labrador
c) New Brunswick
The Council reviewed a written report on the activities of the New Brunswick
Branch submitted by Colleen Carey and a financial statement with respect to the
2006 Conference and AGM submitted by Mark Reade, the New Brunswick
Branch Treasurer. During the discussion it was noted that it appeared that the
loss would be about $5,000 once the statement was adjusted by the inclusion of
additional revenue from Downtown Saint John ($1,500) and reimbursement of
the $2,500 conference advance from API, which is to be repaid.
Following the discussion it was agreed that the President would call Mark
and Colleen to discuss progress in discussions with the hotel and the
Province to reduce the amount of the loss.
d) Nova Scotia
Albert Dunphy reported on behalf of the Nova Scotia Branch. He noted that:
A membership vote on the proposed new Licensed Professional
Planners of Nova Scotia (LPPNS) would be held soon. In order to
comply with the Nova Scotia legislation the new membership categories
will not include Public Associate.
In his role as the API President he had taken part in a National and
Affiliate President’s teleconference.
The Nova Scotia Branch budget and Branch grant had been confirmed. It
was noted that a formal motion to approve the Branch grant was not
required since these grants are included in the budget.
e) Prince Edward Island
Samantha Murphy gave a verbal report on the activities of the Prince Edward
Island Branch. She noted that:
The Branch had held a Christmas meeting and social.
Plans were being formulated for a CPL event scheduled for April/May.
f) CIP Councillor (except MCIP Project)
Elaine Mitchell reported on CIP Council activities, except for those in connection
with the CIP MCIP Project. She noted that:
CIP has a new logo.
She has been appointed as the CIP Council CPL liaison and there will be
a national CPL meeting in Montreal next week.
Following the discussion it was moved by Elaine Mitchell and seconded by Samantha
The Branch, CIP and Student Representative reports be received.
5. Treasurer’s Report
Nancy Griffiths reviewed the Treasurer’s report. Following the discussion it was moved by
Samantha Murphy and seconded by Elaine Mitchell that:
The Treasurer’s report be received and that signing of the Bank
Reconciliation Statements of December 31, 2006 and February 28, 2007 be
6. Executive Director’s report
a) New bylaw Membership Vote and bylaw implementation plan
Kingsley Lewis reviewed the results of the membership vote with respect to the
new API Bylaw. He noted that the result was 92.4% in favor of the new Bylaw.
Following the discussion it was moved by Elaine Mitchell and seconded by
Nancy Griffiths that:
The new API Bylaw be approved and that the effective date be March 23,
The Council reviewed the Implementation Plan for the New API Bylaw, dated
March 2, 2007. With respect to the appointment of the Professional Practice
Review Board under the new Bylaw, it was moved by Elaine Mitchell and
seconded by Samantha Murphy that:
The Executive Director contact the Branches and ask for each Branch to
recommend a person to serve on the Professional Practice Review
Committee by June 30, 2007
It was agreed that the new Bylaw be posted on the website and that the
Executive Director contact the membership by email to advise it of the approval
by the Council.
It was agreed that preparation of the French text of the Bylaw be deferred.
b) Terms of reference for Membership, Continuous Professional Learning
(CPL) and Professional Practice Review Committee (PPRC)
The Council discussed the draft Terms of Reference for the Membership,
Continuous Professional Learning (CPL) and Professional Practice Review
It was agreed that Honoraria should not be paid to the members of a Standing
Following discussion of the Terms of Reference of the Professional Practice
Review Committee it was moved by Samantha Murphy and seconded by
Katherine Perrott that:
The Terms of Reference for the Professional Practice Review Committee be
approved as presented.
It was agreed that the discussion of the proposed Terms of Reference for the
Membership Committee be deferred until the discussion with the Membership
Chair. Following the discussion with the Membership Chair it was moved by
Elaine Mitchell and seconded by Samantha Murphy that:
The Terms of Reference for the Membership Committee be approved as
presented with the addition of the following as clause 6.1(h):
h) that the individual Members shall report to their respective
Branches on the results of applications from persons who are resident with
the Branch, and the addition of the words “or a resignation received”
following the words “…successors are named” in subsection 3.1.
It was agreed that discussion of the proposed Terms of Reference for the
Continuous Professional Learning Committee be deferred pending discussion
with the CPL Chair.
7. New Website update.
Samantha Murphy reported on activity with respect to the new Website. She noted that:
The changes in the Contact Information setup had been well received.
Arrangements are under way to have the website hosted by a new organization.
The counter indicates that approximately 100 hits per day are being recorded.
A new general statement of welcome should be prepared and installed.
John Bain, MCIP, Chair of the API Membership Committee joined the meeting and was
welcomed by the President on behalf of the Council.
8. Discussion with Membership Chair on Applications.
John Bain gave a verbal report which included the following matters:
There has not been a meeting of the Membership Committee since the last
Council meeting. Therefore there was not a specific report to give on
There has been a problem with obtaining a quorum with the Committee.
The Council discussed the matters related to membership and agreed on the following
actions to be undertaken:
The President will contact the New Brunswick Branch President with respect to
the recommendation of a replacement member for Ryan Windal, who has taken
a position located in another affiliate.
The Membership Committee will undertake a review of the forms used in order to
include a record of the date when the application was received and the dates of
approval of the various stages of the approval process. In addition a letter of
welcome from the API President will be developed and implemented.
The responsible Councillor will discuss participation on the Membership
Committee with the Member involved.
A list of new members, including Student Members, will be prepared by the
Membership Committee and sent to the Council and the Executive Director
following each meeting of the Committee.
Following the discussion it was moved by Elaine Mitchell and seconded by Katherine
Alex Forbes, MCIP, be appointed to the Membership Committee to
represent New Brunswick and that the appointment be effective the same
date as the resignation of Ryan Windal, MCIP.
9. Update on CPL
It was noted that CPL Committee Chair Barry Zwicker was unable to attend the meeting
and had sent an email report dated March 22, 2007. The report noted the following:
Revisions have been made to the CPL Guide and the revisions were attached to
the email report. These revisions should bring the Guide in line with the new API
bylaw. The new Guide will be mailed to the CPL Committee members but the
CPL Chair on March 23 .
The level of compliance, based on the CIP records, was about 65 members in
A meeting with HRM planners to go through the Guide has been arranged.
The Chair will attend the upcoming National CPL Committee meeting in Montreal
next week and he will report to Council and the CPL Committee following the
The Chair has reviewed the proposed CPL Terms of Reference he found them
Because of time constraints the Chair intends to resign following the National
Elaine Mitchell noted that the CIP CPL Training Manuals have been distributed and
raised the issue of when the National CPL Committee would be implementing on-line
10. Reports and Policy Matters
a) CIP MCIP Project
John Bain reported on the NMC meeting of February 2, 2007. In doing so he
noted the following:
The Committee recognized that there had been problems with the
process which had left several members and Affiliates with the
impression that a decision to implement the Pealow report was a decided
issue. This was and is not the case.
The NMC reviewed the responses from Affiliates and others and the
concerns raised were discussed.
A letter apologizing for the mishandling of the process was to be
prepared and sent to the Affiliates. This has not been received to date.
The NMC had unanimously passed two motions respecting the course to
be followed which were recommended to CIP Council. The first motion
was “that the National Membership Committee confirms its support to
move forward with the recommended directions as identified in the MCIP
report taking into consideration feedback received from affiliates, other
members and its discussions at the February 2 , 2007 meeting”. The
second motions was “that the National Membership Committee endorses
in principle the implementation plans and the Competency Standard,
Ethical Standard and Certification Standard Forces be established.”.
These motions were supported by the CIP Council.
The Council discussed its appointees to the Competency Standards, Ethical Standards
and Certification Standards Task Forces and agreed that, while there could only be one
person from API on each Task Force, it would be desirable to identify members who
could assist in the discussions. It was noted that an email had been sent to the
membership inviting interested persons to contact the API office to offer to assist. Two
members had responded positively. The Council agreed that the following persons
should be invited to represent API on the Task Forces and identified two others who will
be invited to contribute to the discussions:
Competency Standards Task Force:
1. Andre Daigle (Member)
2. Jack Saunders
3. Tim Moerman
Ethical Standards Task Force:
1. John Jarvie (Member)
2. Ken O’Brien
3. Bernadette Samulski
Certification Standards Task Force
1. Amber Nicol (Member)
2. Jill Grant
3. Patricia Richards
It was agreed that the President would contact the prospective members and, if
they declined, to contact the second person on the list and the third, if the second
person declined. In the end the intention is that there be an API subcommittee of
three or more for each Task Force to ensure that there is as broad discussion as
is possible within the time lines established by CIP via the MCIP Project
Implementation Plan. The Executive Director will assist the president in
establishing the API subcommittees.
The Council discussed the funding requirements for the next stage of the Project
and it is understood that the cost to API should be approximately $1100 plus the
committee expenses and NMC travel cost in each of the next two years. It was
agreed that the Executive Director will follow up on the estimated costs and,
when this has been done, an email vote will be carried out.
b) API Sponsorship of 2011 CIP Conference
It was noted that API has been asked by CIP to indicate whether it has an
interest in hosting the 2011 CIP Conference. To this end the Branches were
asked to indicate whether this would be the case. During the discussion it was
determined that Nova Scotia, New Brunswick and Prince Edward Island have
indicated that they do not believe that they will be in a position to do so.
Newfoundland and Labrador have indicated that they might have an interest in
being the host. It was agreed that Nancy Griffiths would follow up on this with the
Newfoundland and Labrador Branch with a view to a conclusion being reached
by the time of the 2007 CIP Conference in Quebec City.
c) 2007 API Conference
The Council discussed the arrangements for the 2007 API Conference. During
the discussion the following were determined:
The AGM should be scheduled for the Thursday session at lunch since
this would provide more prominence for the event and is likely to draw a
A professional development session could be included but should be a
separate event from the conference proper.
The $2500 advance has already been included in the budget and will be
made on request from the Conference organizing committee.
The pre-conference Council meeting should be scheduled for all day on
the Wednesday prior to the Conference. The room arrangements will be
made by the Conference Organizing Committee.
The post conference Council meeting should be scheduled for the Friday
afternoon in a room to be arranged by the Conference Organizing
The Banquet and Awards ceremony should be arranged for the
The issue of liability insurance was discussed. It was noted that the CIP
coverage is for conference cancellation due to a catastrophic event and not for
personal injury and the like. To determine whether this coverage could be
extended to include affiliate conferences it was agreed that:
the President would raise this matter during the next National and
Affiliate Presidents teleconference.
The API Conference Committee will be asked to investigate liability
insurance coverage during its discussions with the hotel.
e) Discussion of Revisions to Grants Policy
The Council discussed possible revisions to the Grants Policy and agreed that:
Action on non-compliance with the requirement that 50% of the Branch
Grants be utilized for CPL projects be deferred.
With respect to increasing the Branch Grants in 2008, that the 2006
expenditures and revenues in the Branches be reviewed by the
Treasurer to determine how the CPL funds were spent. In addition it was
agreed that the current grant application forms should be reviewed by
the Executive Director and amended as necessary.
A letter from the President to the Branches be prepared outlining the
50% CPL requirement be prepared and sent. Samantha Murphy agreed
to draft the letter.
f) Enquiry from Dalhousie University School of Planning re 2007
An email from Jill Grant at the Dalhousie University School of Planning with
respect to the 2007 scholarships was reviewed. It was agreed that the Executive
Director respond to the email and advise Dr. Grant that in 2007 there will be two
$1000 Scholarships and that the intent of the requirement for Atlantic Canada
residency is that the recipient live in Atlantic Canada at the time of consideration
of eligibility and not that prior residence in Atlantic Canada is required.
11. Payment of Council Expenses
It was moved by Nancy Griffiths and seconded by Elaine Mitchell that:
The expenses of the Council be paid.
12. Next meeting
It was agreed that the next meeting of the Council will be held on the Wednesday prior to
the Conference and AGM.
It was moved by Samantha Murphy and seconded by Elaine Mitchell that:
The meeting be adjourned.