Executive Committee Special Meeting Minutes

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Executive Committee  
Minutes of a Special Meeting  
April 17, 2024 ADOPTED Page 1 of 3 
     Executive Committee 
Minutes of a Special Meeting 
 
Date:  
Location:  
April 17, 2024 
Electronic meeting  
 
Members Present: Peter Luckham, Chair, Thetis Trustee  
 Tobi Elliott, Vice-Chair, Gabriola Trustee  
 David Maude, Vice-Chair, Mayne Trustee (Victoria Boardroom)  
 Timothy Peterson, Vice-Chair, Lasqueti Trustee  
   
Staff Present: Russ Hotsenpiller, Chief Administrative Officer (Victoria Boardroom)  
 Clare Frater, Director, Trust Area Services (Victoria Boardroom) 
David Marlor, Director, Legislative Services (Victoria Boardroom) 
Tyler Brown, Senior Policy Advisor  
 
 Alexandra Trifonidis, Acting Executive Coordinator/Recorder (Victoria Boardroom)  
 
Members of the  
public present:         No member of the public was present.  
 
1.        CALL TO ORDER 
Chair Luckham called the meeting to order at 9:00 a.m. Trustees and Staff introduced 
themselves.  
2. APPROVAL OF AGENDA 
2.1 Introduction of New Items  
  No new items were presented for consideration. 
2.2 Approval of Agenda 
   By general consent the agenda was approved as presented.  
3. EXECUTIVE COMMITTEE PROJECTS 
3.1 Trust Council Initiated 
3.1.1 Executive - None 
3.1.2 Trust Area Services 
3.1.2.1 Deliberation on new draft of Policy Statement via Committee of the 
Whole meetings - RFD 
Director Frater introduced the request for decision.  
 
Discussion ensued on the following items: 

 
Executive Committee  
Minutes of a Special Meeting  
April 17, 2024 ADOPTED Page 2 of 3 
 Scheduling: 
o concern around planning three Trust Council meetings 
in May before Trust Council seeing the draft version of 
the Policy Statement  
o meeting schedule flexibility for trustees  
 Clear and adequate communications (e.g. First Nation 
responses, newsletters) 
 Consideration of one initial meeting of Trust Council to focus on 
the whole document first, and then three subsequent meetings 
to specifically speak on topic areas 
 Challenging formatting of the Policy Statement rollout timeline 
document (page 7 of the agenda) 
 
EC-2024-047 
It was MOVED and SECONDED, 
that Executive Committee direct staff to arrange a Trust Council 
Committee of the Whole meeting in May 2024 for consideration of 
the new draft of the Policy Statement, to be followed by a special 
Executive Committee meeting for consideration of next steps for 
Trust Council to deliberate and develop recommendations on the 
new draft of the Policy Statement. 
 
Discussion ensued.  
EC-2024-048 
It was MOVED and SECONDED, 
that Executive Committee direct staff to arrange a Trust Council 
Committee of the Whole meeting in May 2024 for consideration of 
the new draft of the Policy Statement and the process by which it 
will be considered, to be followed by a special Executive Committee 
meeting for consideration of next steps. for Trust Council to 
deliberate and develop recommendations on the new draft of the 
Policy Statement.

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