Executive Committee Special Meeting Agenda

Extracted text (beginning)

Date:October 13, 2021
Time:9:00 am
Location:Electronic Zoom Meeting
Pages
1.CALL TO ORDER
2.APPROVAL OF AGENDA
2.1.Introduction of New Items
3.TRUST COUNCIL MEETING PREPARATION
3.1.November/December Trust Council Attendance - RFD
2 - 4
4.NEW BUSINESS ITEMS
5.NEXT MEETING
The next meeting of the Executive Committee is scheduled for October 27, 2021.
6.ADJOURNMENT
Special Meeting Agenda
Executive Committee 

Islands Trust  Request For Decision Page 1 
 
 
 
 
REQUEST FOR DECISION 
 
 
To: Executive Committee  For the Meeting of: October 13, 2021 
     
From: Carmen Thiel, Leg. Serv. Mgr.  Date Prepared: October 8, 2021 
     
SUBJECT:
  
November/December Trust Council Attendance 
 
 
RECOMMENDATION: That Executive Committee request staff to conduct a Trust Council Resolution 
Without Meeting to waive the requirements in section 4.4(c) of Trust Council Bylaw 101 to allow more 
than four Council members to participate electronically in the November/December 2021 regular 
Trust Council meeting. 
 
CHIEF ADMINISTRATIVE OFFICER COMMENTS:  I concur with the recommendation on electronic 
attendance at the November 30 to December 2, 2021 Trust Council regular meeting. 
  
 
1 PURPOSE: 
To inform Executive Committee regarding the canvassing of trustees attendance at the scheduled 
in-person November/December Trust Council meeting being held in Victoria, and based on that, to 
provide a recommendation.  
 
2 BACKGROUND: 
At its October 6
th
 business meeting, Executive Committee resolved that “Executive Committee schedule 
a special electronic meeting on October 13, 2021 beginning at 9:00 a.m. and requested staff canvas 
trustees as to [trustees’] desires regarding an in-person November/December Trust Council meeting.”  A 
Survey Monkey poll was emailed to all trustees, with an urgent notation, requesting trustees respond 
promptly so that staff could present the results of the survey at the October 13
th
 meeting. 
 
The following two questions made up the survey: 
 
1. Are you concerned about your attendance at the live, in-person Trust Council meeting, being held 
November 30-December 2, given appropriate safeguards are put in place? 
2. Given your answer to Question 1, do you plan on attending the meeting in-person? 
 
At the time of this writing, 23 responses were received via Survey Monkey (excluding Chair Luckham 
and Vice Chair Fast who are presumed to attend in-person): 
 17 trustees confirmed they would attend in-person (19 including Chair Luckham and Vice Chair Fast) 
 6 trustees answered they would not attend in-person 
 1 trustees had not responded (at the time the agenda was distributed). 
 
A comment box was included in the poll.  In general, the following comments were received: 
 Need to know the safeguards, 
 Vaccination status was offered by some respondents, 
 Assume all will be wearing masks and reasonably distanced, 
2

Islands Trust  Request For Decision Page 2 
 Looking forward to seeing all, 
 Happy to attend in-person if th

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