Islands Trust Council regular meeting, February 16, 2021

[0:00:04] Trustee Middleton: Thanks, Larry. That's great. Organizing windows here. There we go.

[0:00:11] Trustee Middleton: I'm wondering, do we have a quorum with present attendees?

[0:00:17] Voice 10: I think so.

[0:00:19] Voice 8: We have six.

[0:00:21] Trustee Middleton: So we're okay if we would choose three, I think. We could wait a moment. It's just three now. Oh, here's Trustee Critchley. Hello.

[0:00:30] Trustee Middleton: There we go.

[0:00:41] Trustee Luckham: so

[0:00:53] Voice 8: we're just missing uh uh deb morrison and steve wright yes

[0:00:59] Trustee Middleton: and you saw the regrets from

[0:01:02] Trustee Middleton: trustee mcconkey so it looks like a sunny day on gabriela you're all lit up there

[0:01:16] Trustee Middleton: i think if there's no objections we we could probably we could probably begin um i'm sure

[0:01:36] Trustee Middleton: i'm sure trustee morrison will will join in due course um and so um hearing no objections

[0:01:46] Trustee Middleton: i think i would like to acknowledge that we're um meeting in the traditional territories

[0:01:53] Trustee Middleton: of the coast salish peoples where we're grateful to to live and work and you'll see a more

[0:01:57] Trustee Middleton: full acknowledgement on on the screen of the various people's territories that we are we

[0:02:04] Trustee Middleton: we are um stewards of in the islands trust area so thank you all for joining and i'd like to call the

[0:02:12] Trustee Middleton: meeting to order and um at this point um i'll just ask if there's any we have we have a fairly slim

[0:02:22] Trustee Middleton: agenda today it's got what it needs to have on it in my view but if there's anything uh

[0:02:27] Trustee Middleton: missing or anything you would like to add please uh please um uh raise that point with us now

[0:02:35] Trustee Middleton: mr chair yes um

[0:02:38] Voice 5: we are coming up on trust council and usually it's traditional for

[0:02:43] Voice 5: committees or select committees to report out to council so um on the tentative ec

[0:02:50] Voice 5: um agenda that went to ec and they're sitting on it um next week there's a little slot for a

[0:02:57] Voice 5: an update so you may want to add that as a discussion point

[0:03:02] Voice 5: for your agenda here

[0:03:04] Trustee Middleton: yep good good idea can can we put that into uh the new business um

[0:03:12] Trustee Middleton: section just if there's any discussion about what what you know how broad or

[0:03:16] Trustee Middleton: yeah 5

[0:03:17] Trustee Middleton: .1 great thank you i'm just getting back to aha there everybody is good um and so okay

[0:03:35] Trustee Middleton: Okay, so we're hearing no other additions to the agenda.

[0:03:38] Trustee Middleton: May I have a motion to approve the agenda, please?

[0:03:43] Trustee Middleton: Absolutely.

[0:03:44] Voice 10: I so move.

[0:03:46] Trustee Middleton: Okay. And

[0:03:46] Voice 10: seconded by Paul Brandt.

[0:03:48] Trustee Middleton: Great, thank you.

[0:03:53] Trustee Middleton: The next, I, oh, so that,

[0:03:58] Trustee Middleton: I tried, I don't think I asked for the vote.

[0:04:01] Trustee Middleton: All in favor of approving the agenda?

[0:04:04] Trustee Middleton: I think you all voted anyway, but that's great.

[0:04:07] Trustee Middleton: Great. Thank you very much. So that's approved.

[0:04:10] Trustee Middleton: So the next item would be adoption of minutes from our February 1st meeting.

[0:04:14] Trustee Middleton: And thanks to Laurie for drafting those. To my eye, they look good.

[0:04:19] Trustee Middleton: I didn't see anything. Anybody else have anything they want to say or have adjusted with the minutes?

[0:04:31] Voice 8: Looks fine to me.

[0:04:34] Trustee Middleton: yeah no thanks laurie so my uh a motion to adopt those minutes please if i could

[0:04:40] Trustee Middleton: i'll move that paul brent in the second

[0:04:49] Trustee Middleton: trustee longer i saw trustee kale i'm not sure who spoke first but no matter and um

[0:04:55] Trustee Middleton: we'll let laurie choose and um um in favor of adoption great thank thank you um there

[0:05:05] Trustee Middleton: were no resolutions and we're on to 3.2 on the agenda there were no resolutions uh without

[0:05:11] Trustee Middleton: meeting um so we'll move to 3.3 which is uh again thanks to to russ and laurie the follow-up uh

[0:05:19] Trustee Middleton: action list which you will see on page uh six of the agenda package um and that i believe everything

[0:05:31] Trustee Middleton: everything has been completed any questions or comments about that list great um so I think so

[0:05:50] Trustee Middleton: basically we're at item four now um and this is our business item 4.1 we we didn't have a huge

[0:05:58] Trustee Middleton: amount uh listed for this agenda because I thought that there would be a lot more um um discussion or

[0:06:05] Trustee Middleton: debate or commentary in in terms of the uh the document that we reviewed last time which we

[0:06:12] Trustee Middleton: called edit four and which um has since been uh um revised by by the the section 3.2 the background

[0:06:21] Trustee Middleton: revised by russ and and claire thank you very much for that that looked great so i inserted

[0:06:26] Trustee Middleton: that dot that 3.2 into the background section of the um of the rfp from the rfp template from

[0:06:35] Trustee Middleton: bc bid and likewise i think it was the section 3.3 which is the project scope um laurie took

[0:06:42] Trustee Middleton: some notes which i incorporated at the meeting last time our last meeting and um any additional

[0:06:50] Trustee Middleton: comments that were outstanding i think case i may have missed your i just realized i overlooked an

[0:06:56] Trustee Middleton: email from you with some some um corrections but i will um we can we can address um is there

[0:07:05] Trustee Middleton: anything that um from that email that you sent that was um if i capture it in the next draft

[0:07:14] Trustee Middleton: um would that be acceptable or are there any points from from your review that you want to

[0:07:19] Trustee Middleton: raise now i

[0:07:20] Voice 8: don't know if people want to know what why the source of my comments um i had a few you

[0:07:32] Voice 8: know like um one of the issues i had it was really a point of clarification is where we talk about uh

[0:07:41] Voice 8: management and governance and planning and advocacy and we seem to have just the terms

[0:07:47] Voice 8: just seem to have been mixed up a bit and um i can i can go through it if you'd like

[0:07:55] Trustee Middleton: unless that's probably fine it is the effectively the only other than the the report to trust

[0:08:01] Trustee Middleton: council it we we did purposefully design all this time in the meeting for this discussion um

[0:08:08] Trustee Middleton: and so it that to me seems to make sense if you if you um if we all i think have the draft in

[0:08:15] Trustee Middleton: front of us and yeah yeah okay

[0:08:18] Voice 8: uh i guess the first one is on page on page uh so on the document

[0:08:25] Voice 8: itself page uh set of successful proponent i've got different copies uh under objectives of the

[0:08:36] Voice 8: review the um where it says a successful proponent will review the island's trust organizational

[0:08:44] Voice 8: organizational structure so

[0:08:46] Trustee Luckham: uh having a page number yeah sometimes

[0:08:49] Trustee Luckham: would be helpful the page

[0:08:50] Voice 8: numbers

[0:08:51] Trustee Luckham: are at the bottom and it starts with page one on page five okay

[0:08:55] Voice 8: hold up one sec i'll find it

[0:08:58] Voice 8: here uh i think it's 12 it is 12

[0:09:03] Voice 8: yeah sorry yeah i copied out because i work from the smaller part

[0:09:07] Voice 8: of the document and so i should probably shouldn't do that anyway yeah it's where it says organizational

[0:09:12] Voice 8: organizational structure and i want to really we're talking about the policies and procedures

[0:09:18] Voice 8: or the governance there is what i thought i'm not sure organizational structure what we're

[0:09:25] Voice 8: capturing there is that like the the legislative structure i just thought it might be clear to say

[0:09:34] Voice 8: the policies and procedures in bracket i.e governance and evaluate how effective and

[0:09:41] Voice 8: and efficient is in carrying out the trust mandate.

[0:09:47] Trustee Middleton: So just to clarify,

[0:09:48] Trustee Middleton: Trustee Langer.

[0:09:49] Trustee Luckham: I'm having difficulty finding where you're talking about.

[0:09:52] Trustee Luckham: Page 12 doesn't reference anything like that

[0:09:55] Trustee Luckham: in either the numbered RFP or in the page.

[0:10:00] Trustee Luckham: On

[0:10:00] Voice 8: the very page

[0:10:01] Voice 10: 12, the very bottom.

[0:10:04] Voice 10: The successful proponent will review the Islands Trust

[0:10:10] Voice 10: organizational structure and evaluate how effective

[0:10:12] Voice 10: and efficient it is okay great

[0:10:14] Voice 11: no

[0:10:17] Trustee Middleton: thanks i don't

[0:10:18] Voice 8: know i just wasn't sure what organizational

[0:10:20] Voice 8: structure it was you were actually referring to is it just everything um

[0:10:29] Trustee Middleton: yeah i'm trying to remember

[0:10:31] Trustee Middleton: if that if it would i don't think this is this was language from the edit four so um yeah it would

[0:10:41] Trustee Middleton: would basically be, I mean, it's a

[0:10:43] Voice 10: bit of an

[0:10:44] Trustee Middleton: actual, yeah.

[0:10:45] Trustee Middleton: Yes, Trustee Wren, please.

[0:10:47] Voice 10: So review the Islands Trust organizational structure,

[0:10:53] Voice 10: its policies and processes or policies and procedures

[0:10:57] Voice 10: and evaluate how effective and efficient it is

[0:11:00] Voice 10: because there is an organization structure.

[0:11:02] Voice 10: They will be reviewing it.

[0:11:04] Voice 10: It's the policies and procedures

[0:11:06] Voice 10: that are part and parcel of that structure

[0:11:09] Voice 10: that will require some evaluation and analysis.

[0:11:18] Voice 10: Just a thought.

[0:11:23] Trustee Middleton: But

[0:11:24] Voice 8: that was one of my-

[0:11:29] Trustee Middleton: Sorry, go ahead, Trustee Lenorese, but-

[0:11:35] Voice 8: What Paul suggested makes sense to me,

[0:11:38] Voice 8: just sort of elaborates a little more.

[0:11:43] Trustee Middleton: Okay, I'm making some

[0:11:44] Trustee Middleton: notes of this.

[0:11:45] Trustee Middleton: And as always, anything that gets added

[0:11:47] Trustee Middleton: that we don't just don't agree with obviously can be captured at the next uh the next check-in so

[0:11:54] Trustee Middleton: i'm just jotting down a few notes but yeah please go ahead with your comments

[0:11:59] Trustee Luckham: comment on that particular section because i had it highlighted as well i have a question

[0:12:04] Trustee Luckham: um

[0:12:06] Trustee Middleton: sure uh uh chair larkin please go ahead yeah

[0:12:09] Trustee Luckham: yeah or we i can wait for a case and i we can go

[0:12:13] Trustee Luckham: through it another time it's up to you how you want to do it

[0:12:15] Voice 8: no i'm i'm happy to hear comments

[0:12:18] Voice 8: because it's just a suggestion right

[0:12:20] Trustee Luckham: and i'm happy with the just for the most part the wording that

[0:12:25] Trustee Luckham: has been suggested there um my question was regarding i.e section three of the allen's trust

[0:12:31] Trustee Luckham: act um is because in the preamble to that it talks about not reviewing the legislation although

[0:12:42] Trustee Luckham: though leaving it open for comment, but if we're actually, and I was prepared to believe that the

[0:12:50] Trustee Luckham: trust organizational structure was as is laid out in the act, and so if we're evaluating how

[0:12:58] Trustee Luckham: effective or efficient that is in carrying out the trust mandate, is that not actually also

[0:13:04] Trustee Luckham: reviewing the legislation, which I sort of thought had been excluded.

[0:13:11] Voice 4: Yes, that's how I saw it.

[0:13:15] Trustee Middleton: Yes, Trustee Cahill, please, and then Trustee Brent.

[0:13:18] Voice 4: Basically, I agree with

[0:13:21] Voice 4: Chair Luckham. To my knowledge, it had been excluded, and I like the wording that Trustee

[0:13:29] Voice 4: Brent brought forward, and it may be helpful if he would just repeat it, because I think it captured

[0:13:36] Voice 4: what we were trying to say,

[0:13:37] Voice 4: and certainly what I believe that we were saying.

[0:13:40] Voice 4: And I think that might be helpful,

[0:13:43] Voice 4: but I think he caught,

[0:13:44] Voice 4: I think it actually made perfectly good sense.

[0:13:50] Trustee Middleton: And yeah, thank you, Trustee Keillor and Trustee Brent.

[0:13:53] Trustee Middleton: You have a-

[0:13:55] Trustee Middleton: Yeah, I'm gonna,

[0:13:55] Voice 10: and I think Peter's got a pretty good point.

[0:13:58] Voice 10: This may be leading them,

[0:13:59] Voice 10: a potential proponent in the wrong direction.

[0:14:03] Voice 10: I'd recommend we strike,

[0:14:04] Voice 10: like bracket IE comma section three of the Islands Trust Act and a bracket let's just strike it

[0:14:11] Voice 10: and what I think I said was review the Islands Trust organizational structure its policies and

[0:14:19] Voice 10: processes and evaluate how effective and efficient it is in carrying out the trust mandate so I mean

[0:14:30] Voice 10: that's really where we're wanting to go I believe so

[0:14:34] Trustee Luckham: and Trustee Middleton if I might just ask a

[0:14:36] Trustee Luckham: process question um if we were crafting a document or amending a bylaw for instance we would make

[0:14:46] Trustee Luckham: motions about amendments so i'm just wondering about how it is that you're proposing to record

[0:14:51] Trustee Luckham: potentially what might be a few amendments on an important document here um uh and or in order to

[0:14:58] Trustee Luckham: help uh lori foster who's taking the minutes to record those events as they unfold because

[0:15:05] Trustee Luckham: Because, yeah,

[0:15:06] Trustee Middleton: I'll

[0:15:08] Voice 10: move them if you prefer, Chair.

[0:15:11] Trustee Middleton: Yeah, that's a good point.

[0:15:13] Trustee Middleton: I think this draft is sufficiently advanced that we probably should now make these changes in the minutes effectively.

[0:15:26] Trustee Middleton: And so the question becomes, Laurie, were you able to capture that wording change that Trustee Brent proposed?

[0:15:37] Trustee Middleton: in the final bullet point on page 12, which was basically following, I think following

[0:15:45] Trustee Middleton: organizational structure was to insert at the policies and procedures. So review the

[0:15:51] Trustee Middleton: analyst trust organizational structure, its policies and procedures, and evaluate how

[0:15:56] Trustee Middleton: effective and efficient it is in carrying out the trust mandate. Is that right, Trustee

[0:16:00] Trustee Middleton: of rent is that what you intended that's

[0:16:03] Voice 10: correct and strike um after the word the rest of the

[0:16:07] Voice 10: sentence after the word mandate okay

[0:16:10] Trustee Middleton: which removes that would go

[0:16:12] Trustee Middleton: to make that motion

[0:16:15] Trustee Middleton: okay a seconder for that i trust you anyways

[0:16:18] Trustee Middleton: um so uh any discussion on that or

[0:16:23] Trustee Middleton: we can uh move to uh a vote then please um i'd like to

[0:16:29] Trustee Luckham: confirm that lori has that recorded

[0:16:32] Trustee Luckham: i

[0:16:33] Voice 1: don't have it technically recorded by typing just this um strike the last part if somebody

[0:16:39] Voice 1: wants to reiterate that my apologies yeah

[0:16:42] Trustee Middleton: no problem that basically in that same that same

[0:16:46] Trustee Middleton: bullet point just to remove everything the bracketed statement basically just simply

[0:16:50] Trustee Middleton: remove that bracketed statement which would also delete footnote 2 which is messed up in this

[0:16:56] Trustee Middleton: draft anyway as i can see so that's convenient but

[0:17:02] Trustee Luckham: was there not text that was being inserted

[0:17:06] Trustee Middleton: uh the text yes the text was uh basically adding the phrase policies and procedures after the word

[0:17:13] Trustee Middleton: organizational structure it's policies and procedures it should be and maybe if if there's

[0:17:33] Trustee Middleton: any confusion maybe trustee would you be able to just fire lori a quick note via email um

[0:17:41] Trustee Middleton: yes i will yeah and if if some of the changes get very complex rather than ask lori to capture

[0:17:54] Trustee Middleton: of these we might try and take it a different route because it's obviously it's quite hard to

[0:17:59] Trustee Middleton: see oh there we are on the screen there yeah actually it's going to be i don't know if she's

[0:18:13] Trustee Middleton: working within the the doc or that's the pdf so it's going to be hard to edit the pdf on the fly

[0:18:19] Trustee Middleton: so yeah mr chair

[0:18:21] Trustee Middleton: yes ceo i

[0:18:24] Voice 5: think you might want to just take five minutes and think about

[0:18:27] Voice 5: this process as opposed to the actual amendments um to go how do you want to do this and who has

[0:18:38] Voice 5: custody of the document yeah meaning meaning where where is it living and who's amending it

[0:18:47] Voice 5: and if it's you um how you'd want that to have happen or if it's lori what i don't want is lori

[0:18:54] Voice 5: to be half custodian or um you know make these changes they're not by resolution so just

[0:19:02] Voice 5: this is kind of an anecdotal approach um yeah you know if you have a couple changes it's not

[0:19:09] Voice 5: going to be that big a deal but if you get into um long discussions you'll want to have someone

[0:19:14] Voice 5: who's the custodian of this and a process to just sort of bang through them just a humble

[0:19:20] Trustee Middleton: humble suggestion. No, it's a great point because there are future sections of this document that

[0:19:26] Trustee Middleton: haven't actually been drafted yet, or it would be just in a very rough draft. And if we're bound by

[0:19:32] Trustee Middleton: resolution to make changes, that's simply not going to work on those sections of the document.

[0:19:37] Trustee Middleton: So it is a good question. Do we want to still view this as sort of an iterative document that

[0:19:46] Trustee Middleton: in this case i'm taking notes on and then returning for review or do we want to view

[0:19:53] Trustee Middleton: this as a document that uh in the sections currently drafted that we're actually looking

[0:19:58] Trustee Middleton: for resolution when we make any changes maybe we'll just get people's thoughts on on that at

[0:20:03] Trustee Middleton: this point david

[0:20:08] Trustee Critchley: critchley oh i'm gonna i'm gonna say that we should just uh uh treat this a little

[0:20:15] Trustee Critchley: little less formally and go through it and have a discussion uh we're not yet into a final draft

[0:20:21] Trustee Critchley: so i don't see any need for making formal resolutions on each and every dot and comma

[0:20:27] Trustee Critchley: that we changed here um we're going to have subsequent meetings so uh i think we're going

[0:20:34] Trustee Critchley: to get really bogged down if we're we're going to have motions on everything that's my view

[0:20:43] Trustee Middleton: yes trustee yeah i

[0:20:46] Voice 8: i agree with trustee chrisley on that i think it would facilitate

[0:20:50] Voice 8: facilitate the discussion then we come back the next meeting with the uh with the draft and then

[0:20:57] Voice 8: work further on it so okay

[0:21:01] Trustee Middleton: so um and trustee morrison hey

[0:21:09] Voice 3: sorry for being late today um

[0:21:12] Voice 3: Um, so I think it's going to be really helpful to have a live version of the document if we're

[0:21:21] Voice 3: doing informal edits, a live version, non PDF version of the document on the screen that is

[0:21:26] Voice 3: in track changes mode so that we can see the screen, the edits as they appear. So if that's

[0:21:32] Voice 3: you, Trustee Middleton, who's doing that, then like your screen sharing in a way that shows us

[0:21:37] Voice 3: where those edits are, and we're tracking them, because I'm finding it super challenging to

[0:21:42] Voice 3: listen to like where the edit is and follow in my brain and I literally have like written a book in

[0:21:49] Voice 3: like four papers in the last like four months so it's not a lack of like writing and an ability

[0:21:54] Voice 3: to track it it's just that this is a complicated thing and I would like to see the track changes

[0:22:01] Voice 3: things so that I'm clear the ideas are captured as we go through so that would be and I see now

[0:22:09] Voice 3: we have a word document in front of us but this is the word document i think that lori's thinking

[0:22:13] Voice 3: about for tracking the meeting notes and motions i'm wondering if we can have a word document that

[0:22:18] Voice 3: is the actual live document if we're if we're talking through things um and if that's it might

[0:22:24] Voice 3: not be that easy for you to do as chair but maybe that means one of us is delegated to do it um or

[0:22:30] Voice 3: if that's lori to like facilitate that i don't know that i'd necessarily want to put all that

[0:22:35] Voice 3: on laurie um so um but i would suggest a word document that's live and track changes moda for

[0:22:42] Voice 3: doing an informal editing process at the moment and

[0:22:45] Trustee Middleton: that yeah that was my error i did receive the

[0:22:48] Trustee Middleton: email from trustee language that i what i said i would do is i would put any track any change

[0:22:54] Trustee Middleton: suggested by a correspondent in the draft that we could then actually review in the meeting rather

[0:23:01] Trustee Middleton: than actually get into redrafting because we are at that we're doing um the valiant work of editing

[0:23:07] Trustee Middleton: and drafting a document as as a committee in the the approach to um try and achieve a consensus

[0:23:14] Trustee Middleton: position which is obviously um a more difficult route than simply drafting it and and having it

[0:23:21] Trustee Middleton: distributed but um um so i'm thinking that maybe what we do at this point trusted anyways is um

[0:23:29] Trustee Middleton: i could actually be um i guess incorporate your um your comments in this subsequent draft so that

[0:23:42] Trustee Middleton: we're not you're not having to read them one by one and then people can consider them at their

[0:23:47] Trustee Middleton: convenience rather than as you said trustee morrison have to sort of get your head around

[0:23:51] Trustee Middleton: well what would this mean is this a wording change um and um because we're basically into still

[0:24:00] Trustee Middleton: a largely a draft document when we come up for the decision criteria and that and that type of

[0:24:04] Trustee Middleton: thing which you see in the uh in the template there's a lot of space spaces to to be um to be

[0:24:10] Trustee Middleton: filled in and so there's certainly as trustee critchley said there's going to be ample opportunity

[0:24:15] Trustee Middleton: to for review of a of a working document um do you have any thoughts on that trustee

[0:24:22] Trustee Middleton: how you'd like to proceed with those changes or uh

[0:24:27] Voice 8: i mean that's one option the other option i

[0:24:29] Voice 8: I guess it's just to put on a screen

[0:24:33] Voice 8: the Word document I sent you.

[0:24:36] Voice 8: Right.

[0:24:37] Voice 8: Which is just the scope section of the entire document.

[0:24:44] Voice 8: I just converted it from PDF to Word

[0:24:47] Voice 8: and then I made edits.

[0:24:51] Voice 8: That's an alternative anyway.

[0:24:56] Trustee Middleton: Yeah, I think what I can do

[0:25:01] Trustee Middleton: is I can just capture them in this draft

[0:25:03] Trustee Middleton: and this gets around, Laurie,

[0:25:04] Trustee Middleton: having to having to sort of follow our thinking here and i'll just basically include them as

[0:25:10] Trustee Middleton: comments in the draft um and um and we'll have that basically for for review next time um

[0:25:22] Trustee Middleton: and that would sort of keep us moving today because i think we don't have to accept the

[0:25:28] Trustee Middleton: wording exactly of this of this document um today uh word by word because of course we're going

[0:25:34] Trustee Middleton: into preparing a document that has a lot of, you know, a lot of other sections that we need input

[0:25:40] Voice 8: on.

[0:25:41] Trustee Middleton: So if that's okay, I think just that might be the most time efficient right now, rather than as

[0:25:48] Trustee Middleton: I think Trustee Luckman pointed out, we don't, you know, process isn't totally there and

[0:25:54] Trustee Middleton: for actually tracking word by word and having that reflected in a motion.

[0:26:01] Trustee Middleton: it's better that we I think we have the people's comments prior to the meeting and that that was

[0:26:06] Trustee Middleton: my error I did see it but for some reason I neglected to to to get them in there I can't

[0:26:11] Trustee Middleton: remember what happened a bit of a an oversight on my part um so um I guess that that being said

[0:26:22] Trustee Middleton: said, were there any overriding points, I guess, that people want to make about the

[0:26:31] Trustee Middleton: draft that weren't made at the last meeting? I didn't get, as I said, I didn't get anything

[0:26:39] Trustee Middleton: anything else in writing other than from Trustee Langeres and CBO Hotzenpeller, which it's

[0:26:51] Trustee Middleton: all been adopted into the draft.

[0:27:00] Trustee Middleton: I'm kind of thinking that we can actually move into the actual process of what do we

[0:27:04] Trustee Middleton: do with this uh this rfp right now because i i think it's uh it's it's getting close to ready

[0:27:10] Trustee Middleton: for some input from um uh from bc bid in terms of they offered to show two examples of current

[0:27:18] Trustee Middleton: or recent um um proposals that we might be able to use some of the conceptual wording from um

[0:27:26] Trustee Middleton: in terms of the uh the the two sections which i would suggest we need to uh

[0:27:32] Trustee Middleton: uh um is the service requirements and basically the um the capabilities section of the bidder

[0:27:42] Trustee Middleton: um and um yeah they basically if we can have some sort of a discussion around that i actually think

[0:27:51] Trustee Middleton: we have what we need to um to send it for for input from uh from julia crosby with um

[0:27:58] Trustee Middleton: with the procurement services but any thoughts around around that um and chair yes trustee

[0:28:05] Trustee Middleton: looking please go ahead yeah

[0:28:08] Trustee Luckham: um i don't know i guess i'm you know i'm concerned on your behalf

[0:28:14] Trustee Luckham: for how long this might take to accomplish um if we're submitting materials and then having them

[0:28:21] Trustee Luckham: added into updates and then it comes back and however um i'll just tell you the way that i've

[0:28:27] Trustee Luckham: approached this is when i got the package with when i got this document from you i read it through

[0:28:33] Trustee Luckham: and I've highlighted areas where I had questions and I had presumed that that was the reason to

[0:28:41] Trustee Luckham: have this meeting is to see what it is that you had created based upon our previous conversation

[0:28:47] Trustee Luckham: and then make further comments to refine it and indeed there's a number of sections around the

[0:28:55] Trustee Luckham: selection criteria etc that you've mentioned that obviously needs to be added at this point so

[0:29:00] Trustee Luckham: So I'm just wanting to be sure that all of our time is being used effectively and that you can advance this in a reasonable way.

[0:29:10] Trustee Luckham: I actually appreciated Deb Morrison's comments about having something where, as we go through it, we can actually all come to some agreement so that when it gets to the next stage, it's actually more advanced than, for instance, me submitting the materials that I have.

[0:29:28] Trustee Luckham: my comments now which is a highlighted document um um and so just wondering how it is you want to

[0:29:34] Trustee Luckham: proceed with it um uh i i'm i'm just worried about efficiencies and it's not how i guess

[0:29:42] Trustee Luckham: i'm used to doing things so and i can learn new ways sure

[0:29:47] Trustee Middleton: yeah no i think what we're finding is

[0:29:49] Trustee Middleton: the meaning is actually um that doesn't really in that we i was expecting a lot of uh

[0:30:00] Trustee Middleton: or potentially some back and forth about what the scope would be,

[0:30:04] Trustee Middleton: what should be in, what should be out,

[0:30:05] Trustee Middleton: things that were missed out of this current iteration,

[0:30:09] Trustee Middleton: and we would have discussion.

[0:30:13] Trustee Middleton: Actually, let me just change.

[0:30:14] Trustee Middleton: Sorry, I'm getting a stability warning.

[0:30:17] Trustee Middleton: I might just cut out for a quick second here.

[0:30:24] Trustee Middleton: Okay, I'll carry on.

[0:30:25] Trustee Middleton: I've just gone to the wire that was on Wi-Fi.

[0:30:28] Trustee Middleton: Pardon me.

[0:30:30] Trustee Middleton: And so we've not really had that.

[0:30:31] Trustee Middleton: And so what I'm seeing is there's no, we can't really have a discussion about things that there is no need to have a discussion on.

[0:30:39] Trustee Middleton: So we are, as you point out, back to the draft, which is this BC bid document.

[0:30:45] Trustee Middleton: And we actually need to populate it somewhat more before we can actually have a meaningful discussion.

[0:30:52] Trustee Middleton: So, I mean, I would be fine if we basically said, right, let's get on with that work.

[0:30:57] Trustee Middleton: What's going to happen there?

[0:30:59] Trustee Middleton: How is that going to be achieved?

[0:31:01] Trustee Middleton: Because I actually think the purpose of this meeting didn't really come to pass in the

[0:31:06] Trustee Middleton: sense that there was no real debate in the comments that were sent out other than the

[0:31:13] Trustee Middleton: points Casey is making, which we can now include.

[0:31:16] Trustee Middleton: So I think that is the question, is what's our pleasure in terms of beginning to do a

[0:31:24] Trustee Middleton: a draft of the sections of the BC bid document,

[0:31:27] Trustee Middleton: the template that is in front of us.

[0:31:32] Trustee Middleton: I would suggest that probably one thing we need to review

[0:31:35] Trustee Middleton: is the two examples that Julia pointed out,

[0:31:38] Trustee Middleton: because of course that shows us

[0:31:40] Trustee Middleton: the type of language that is being used

[0:31:46] Trustee Middleton: and specifically how detailed the criteria are

[0:31:49] Trustee Middleton: in terms of selection of a vendor.

[0:31:54] Trustee Middleton: and then i guess we have one person or two or three or ever come together and just crank out

[0:32:01] Trustee Middleton: a draft of those sections for review by um the rest of us prior to our next meeting

[0:32:07] Trustee Middleton: um any thoughts on that that's just sort of a

[0:32:12] Trustee Middleton: i guess a procedural question of how do we get a meaningful draft to kind of be able to chew

[0:32:16] Trustee Middleton: you through at this committee level.

[0:32:19] Voice 10: That sounds good to me, Chair Middleton.

[0:32:23] Voice 10: I would like to, since Trustee Lockem has prepared

[0:32:28] Voice 10: a number of comments and highlights

[0:32:32] Voice 10: to the existing document, I think we should probably

[0:32:34] Voice 10: at least hear those and take note of that.

[0:32:39] Voice 10: What do you think about that?

[0:32:43] Trustee Middleton: Yeah, we certainly have the time.

[0:32:45] Trustee Middleton: There's no question of that today.

[0:32:48] Trustee Middleton: There was another comment.

[0:32:51] Trustee Middleton: Well, Chair Luckman, I think you had your hand,

[0:32:53] Trustee Middleton: you were the next speaker in line.

[0:32:55] Trustee Luckham: Yeah, I guess I certainly can appreciate

[0:32:59] Trustee Luckham: wanting to advance this outside of a meeting,

[0:33:01] Trustee Luckham: but I think that it's essential

[0:33:04] Trustee Luckham: that a lot of this decision-making

[0:33:07] Trustee Luckham: and the rationale for why we ended up in a particular place

[0:33:11] Trustee Luckham: be actually maintained in a public meeting format

[0:33:14] Trustee Luckham: where people can observe,

[0:33:15] Trustee Luckham: and especially where there may not be specific amendments that are made to a document,

[0:33:21] Trustee Luckham: that there's not a minuted recording of how the document got from one version to another.

[0:33:27] Trustee Luckham: And so certainly I understand there's a necessity to have a minimum number of people doing the

[0:33:34] Trustee Luckham: compiling, but I think that we have to be careful about there being decisions about including things

[0:33:41] Trustee Luckham: things within a document without the consensus of the entire group to respect the necessity

[0:33:48] Trustee Luckham: of transparency and openness with the work that we do. But thank you, Trustee Brent,

[0:33:53] Trustee Luckham: for offering the opportunity. And there's not many, actually. I made lots of highlights,

[0:33:58] Trustee Luckham: which are not necessarily relevant, but there's a couple of points that I would like to raise

[0:34:02] Trustee Luckham: throughout the document. And I think that Trustee Longerice has the same thing. And of course,

[0:34:07] Trustee Luckham: i haven't had the chance to see what his recommended amendments are so that's the

[0:34:13] Trustee Luckham: quandary that i have is how we rationalize this together as a group uh in a transparent and open

[0:34:21] Trustee Luckham: way sure

[0:34:23] Trustee Middleton: yeah and so trustee morrison yeah okay

[0:34:27] Voice 3: so i'd like to put another offer on the table

[0:34:29] Voice 3: about the process then um because i do think we have to resolve process here before we move on

[0:34:34] Voice 3: So, I think, and I would like Lori to potentially weigh in on how functional this is for her,

[0:34:45] Voice 3: but I think what we should do is we have the documents open on our computer because we're

[0:34:52] Voice 3: understanding and looking through them.

[0:34:53] Voice 3: We have page references whenever anybody is referencing a comment, so we're clear about

[0:34:57] Voice 3: what section it is.

[0:34:59] Voice 3: because we have Lori have a Word document open on the shared screen, and in that Word document,

[0:35:08] Voice 3: she's recording the page number, and if she can clip it from the document that's the massive

[0:35:14] Voice 3: document and put it on the screen so we can see if there's a change being made to that text,

[0:35:19] Voice 3: then we can see that text, and it's recorded in our notes. That document is the edit document

[0:35:26] Voice 3: document that comes back to whoever is doing the additional revision um it is a little bit of a

[0:35:33] Voice 3: juggle for lori so i am not super happy with putting that on her plate um but i'm not i don't

[0:35:41] Voice 3: personally want to take that on though i am comfortable with the amount of technology

[0:35:45] Voice 3: involved in all that i just don't want to like

[0:35:48] Voice 3: honestly i just don't want to be the the person

[0:35:52] Voice 3: person who's doing that in this in this setting

[0:35:56] Trustee Middleton: okay no thing thank you yeah um I'm just uh

[0:36:01] Trustee Middleton: you know just wondering if we do thinking about if we do actually have a document that's

[0:36:07] Trustee Middleton: sufficiently populated to be treated in that way because you've I'm I'm just kind of curious

[0:36:15] Trustee Middleton: what the edits or what the input might be from from our two um uh members just to see

[0:36:23] Trustee Middleton: how amenable or um the process you just described would be to their comments um

[0:36:30] Voice 3: yeah

[0:36:31] Trustee Middleton: we could try

[0:36:33] Voice 3: it with a few it's going to be very beneficial when you get to the areas where you're talking

[0:36:37] Voice 3: about adding things that we actually have to create and

[0:36:39] Voice 3: we're going to need just to be able

[0:36:41] Voice 3: to note take those and see those in front of us

[0:36:43] Trustee Middleton: yeah yeah no that make that makes total sense um

[0:36:47] Trustee Middleton: and i think obviously that that's where we're going to end up as we work with this document

[0:36:51] Trustee Middleton: in its evolved phase.

[0:36:55] Trustee Middleton: So maybe for right now, if we just,

[0:36:59] Trustee Middleton: because I don't know what the comments are,

[0:37:03] Trustee Middleton: because obviously we didn't get them in writing

[0:37:06] Trustee Middleton: from Trustee Luckham, so they might not even be

[0:37:11] Trustee Middleton: in the realm of wording changes or something like that.

[0:37:13] Trustee Middleton: So maybe we can just begin with your highlights

[0:37:17] Trustee Middleton: highlights in your comments and just sort of see see what your uh your point of view is and if

[0:37:25] Trustee Middleton: there needs to be discussion we and if we do need to get into word changes we can deal with that at

[0:37:30] Trustee Middleton: that point knowing that at some point in the near future we will actually have a fixed document that

[0:37:36] Trustee Middleton: is as chair Morrison says edited um live um so and then we'll come back to I think to your your

[0:37:46] Trustee Middleton: your comments, Trustee Languages, just in fairness,

[0:37:50] Trustee Middleton: just because you obviously you have some as well.

[0:37:52] Trustee Middleton: So maybe we can revert to Trustee Luckham

[0:37:56] Trustee Middleton: for your comments on the draft.

[0:37:58] Trustee Middleton: This would be the BC bid document.

[0:38:01] Trustee Middleton: We can go through the pertinent pages

[0:38:05] Trustee Middleton: are sort of few and far between

[0:38:07] Trustee Middleton: because a lot of this stuff is just standard boilerplate

[0:38:10] Trustee Middleton: that the procurement uses in a bid document.

[0:38:16] Trustee Middleton: So maybe over to you, Trustee Luckman, for the sections that you want to talk about or the sections you highlighted.

[0:38:24] Trustee Luckham: Well, sure, but I don't want to bomb Trustee Longerice either.

[0:38:30] Trustee Luckham: And so I'm happy to go through pages of time wherever it is that I happen to have them.

[0:38:34] Trustee Luckham: And like I said, it's not that many.

[0:38:35] Trustee Luckham: And if there's some other comments in the same section by others, then it would be good to have that conversation on those sections as we go through.

[0:38:42] Trustee Luckham: and I'll just note in passing it would be helpful if a different color or different methodology of

[0:38:49] Trustee Luckham: identifying the edits by us compared to the rest of the document because I had a real hard time

[0:38:56] Trustee Luckham: in figuring out where the inserted material was compared to the original material which was all

[0:39:01] Trustee Luckham: in black and all in the same font so and then ultimate and that's the whole reason to use track

[0:39:07] Trustee Luckham: changes in a word document as opposed to trying to edit the pdf but i i understand that there's

[0:39:13] Trustee Luckham: difficulties there so if that's all right i'll continue great yeah

[0:39:17] Trustee Luckham: so um on the so that was page

[0:39:21] Trustee Luckham: 12 that we touched on and case had a comment there and that seemed to have gotten uh sorted out

[0:39:26] Trustee Luckham: well on the next page at the top of the next page and i just need to understand this a little bit

[0:39:33] Trustee Luckham: more because I keep bumping into the notion of advocacy as sort of identified on that second

[0:39:40] Trustee Luckham: paragraph after the bullets about two major managed activities one being advocacy and planning

[0:39:47] Trustee Luckham: because of course advocacy actually happens under policy through trust programs and that advocacy

[0:39:54] Trustee Luckham: happens as a result of existing policy in my sort of thought pattern and it's just a matter

[0:40:03] Trustee Luckham: of me understanding whether or not advocacy because it comes up quite often as being a focus

[0:40:07] Trustee Luckham: of whether we shouldn't be doing it or shouldn't be doing it and or whether there's better ways or

[0:40:13] Trustee Luckham: efficiencies associated with it so just wanted to clarify that particularly and really only in that

[0:40:20] Trustee Luckham: one paragraph that says there are two broad areas um broken down into advocacy and planning which

[0:40:28] Trustee Luckham: which are two major managed activities identified by the trust as functional units.

[0:40:32] Trustee Luckham: And I'd maybe defer back through the chair to staff that is advocacy a managed activity or is

[0:40:41] Trustee Luckham: it policy that is a managed activity? And is there a necessity to clarify that? Because obviously we

[0:40:49] Trustee Luckham: want the bidder, whoever's going to do this work for us to be really clear on the structure. They

[0:40:54] Trustee Luckham: They may figure that out by themselves,

[0:40:56] Trustee Luckham: but it would be helpful if the document guides them

[0:40:58] Trustee Luckham: in the right direction.

[0:40:59] Trustee Luckham: So I don't, there's a question there.

[0:41:03] Trustee Luckham: And if you're satisfied with that, that's fine.

[0:41:06] Trustee Luckham: I'm just sort of asking the question

[0:41:09] Trustee Luckham: as to whether or not that's correct or not.

[0:41:14] Trustee Middleton: No, very good.

[0:41:15] Trustee Middleton: Yes, any comment to that yet, Trustee Brent?

[0:41:22] Voice 10: I guess if we can't figure it out,

[0:41:24] Voice 10: then um maybe it's up to the the proponent successful proponent to determine exactly

[0:41:31] Voice 10: what's going on between the two i mean either we're clear on how that is or we aren't and if

[0:41:38] Voice 10: we aren't then maybe that's something that needs to be investigated um certainly there's uh there

[0:41:44] Voice 10: appears to be amongst all trustees a little bit of confusion as to where the boundary between

[0:41:50] Voice 10: planning and advocacy ends and that continuum and so that's a good question that's maybe something

[0:41:58] Voice 10: that would be good for a proponent to explore you know the proponent could be exploring you know

[0:42:06] Voice 10: assessing the effectiveness of planning in terms of time or thoroughness or whatever

[0:42:11] Voice 10: they would also be having a look at the kind of key performance indicators to see how successful

[0:42:19] Voice 10: successful our advocacy is, because, of course, there's a significant cost to it.

[0:42:25] Voice 10: And so, you know, there'd be questions that they would be asking, you know, how is this

[0:42:30] Voice 10: tracked?

[0:42:31] Voice 10: How do we know what success looks like?

[0:42:33] Voice 10: And those kind of things.

[0:42:35] Voice 10: So the mere fact of it being a little bit obscure, I think, is something that needs

[0:42:41] Voice 10: to be a task that a proponent could look at, unless we have a definite view of what it

[0:42:47] Voice 10: is and can describe it here.

[0:42:49] Voice 10: and then they can comment on that well

[0:42:53] Voice 9: if we're confused we should point it out to them that we

[0:42:55] Voice 9: are confused well

[0:42:57] Trustee Luckham: actually i think my question is to staff is whether or not we think whether

[0:43:04] Trustee Luckham: there is a corporate uh understanding of what that actually is or means i'm sorry to put you

[0:43:11] Trustee Luckham: on the spot yeah

[0:43:12] Voice 5: um well mr chair in my earlier notes i sent to you the first iteration i was

[0:43:22] Voice 5: was confused by the overlapping concepts of planning, advocacy, and analyzed by governance

[0:43:31] Voice 5: and management. So I think it's simpler here, but it's not figured out, but that's for you to

[0:43:37] Voice 5: see what you're happy with. When I read this sentence and I see the word management there,

[0:43:46] Voice 5: I think you have to think about what you mean there. Do you mean management by the

[0:43:51] Voice 5: the administration of the organization or do you mean any management meaning your management

[0:43:58] Voice 5: do you understand with regards advocacy because staff don't manage so governance tends to be

[0:44:07] Voice 5: elected officials management tends to be non-unionized staff and the way this reads

[0:44:13] Voice 5: is I don't think you're being that literal when you list it this way unless you are and that's

[0:44:20] Voice 5: fine but what you're asking this way is to say we want to know about advocacy but not about us

[0:44:27] Voice 5: and how we think about advocacy as elected officials because we're all good it's how's

[0:44:34] Voice 5: it being managed by the staff that's where we think the problem is now i don't know whether

[0:44:38] Voice 5: you think that or you actually want to step back and take a look at the whole advocacy question and

[0:44:45] Voice 5: and go, are we managing it

[0:44:47] Voice 5: from a staff reporting relationship?

[0:44:49] Voice 5: Are we being strategic in the right way about it?

[0:44:52] Voice 5: Et cetera, et cetera.

[0:44:54] Voice 5: Didn't answer your question, but I couldn't.

[0:44:58] Trustee Middleton: We have a trustee,

[0:44:59] Trustee Middleton: and then trustee Morrison, please.

[0:45:04] Voice 10: So in response to that, yes,

[0:45:07] Voice 10: I think we want to look at both.

[0:45:09] Voice 10: If the process is such that politicians

[0:45:14] Voice 10: are putting a significant stick into the spokes of advocacy progress or any kind of progress,

[0:45:24] Voice 10: yeah, we need to understand that and how they inhibit or whatever the effectiveness of management

[0:45:36] Voice 10: or if there are policies and procedures that have developed over time with the trust that

[0:45:42] Voice 10: that may be leading to perhaps not the best.

[0:45:46] Voice 10: I think it's really up to them to have a look at it

[0:45:49] Voice 10: and say, well, where do we think there's some issues here?

[0:45:54] Voice 10: List them and see if there's any possible suggestions

[0:46:00] Voice 10: as to how to improve,

[0:46:02] Voice 10: because that's what this is all about

[0:46:03] Voice 10: is suggestions to improve.

[0:46:06] Voice 5: Mr. Chair, might I follow up then on Trustee Brent's

[0:46:09] Voice 5: to achieve that and I think frankly,

[0:46:11] Voice 5: this is progress this conversation you wouldn't say with the latter broken down then you would say

[0:46:20] Voice 5: we want to look at governance and management of advocacy and planning because i think that's what

[0:46:29] Voice 5: trustee brent just said right as opposed to just taking management and breaking it down into

[0:46:37] Voice 5: to advocacy and planning so it's a simplification um whether or not i'll leave it to you to figure

[0:46:48] Voice 5: out how much you want a consultant that you pay to figure out how you think um you'll be

[0:46:56] Voice 5: um yeah that's over to you i i personally would want to know what i want to know and then ask the

[0:47:02] Voice 5: people who who can give me that information as clearly as possible but um i think that change

[0:47:07] Voice 5: makes it a little clearer and uh over over to all of you that's my only comments i'm

[0:47:15] Voice 10: going to seek

[0:47:15] Voice 10: clarity from russ if that's okay chair so would it read then russ there are two broad areas of

[0:47:23] Voice 10: review governance and management broken down into the review of advocacy and planning which are the

[0:47:30] Voice 10: two major activities identified the trust as functional units and and delete the words

[0:47:35] Voice 10: it's basically with the ladder with the focus on management that

[0:47:39] Voice 5: yeah without us group editing it

[0:47:42] Voice 5: that concept is the concept you described a couple minutes ago if you remove those words with the

[0:47:48] Voice 5: ladder okay

[0:47:50] Voice 10: so we can maybe discuss that amongst

[0:47:52] Trustee Middleton: the group um yep trustee morrison so i'm gonna

[0:48:00] Voice 3: say what i think has just been said in my own words so i can see if i understand it so basically

[0:48:06] Voice 3: basically we're saying that we want to make sure we understand governance and management

[0:48:11] Voice 3: both in terms of um advocacy and planning so we want okay so that's where i'm i am not seeing that

[0:48:22] Voice 3: that's true okay i

[0:48:24] Voice 5: think it's as described it's the opposite so

[0:48:27] Voice 3: we want to see both advocacy you

[0:48:29] Voice 5: want to see advocacy and planning through an elected official lens and a management of the

[0:48:34] Voice 5: the organization lens i think that's what this whole thing is trying to do

[0:48:37] Voice 3: yes and i agree with

[0:48:39] Voice 3: that that statement of what rest just said that we're trying to understand the advocacy and

[0:48:44] Voice 3: planning activity of the of the trust as it's being enacted both with elected officials and

[0:48:51] Voice 3: management like what what they're doing to do planning and advocacy so that is actually really

[0:48:57] Voice 3: helpful because i do think there are multiple places where elected officials are doing things

[0:49:02] Voice 3: that are not to policies that we currently have in the trust and we're you know going astray and

[0:49:08] Voice 3: i think there are current policies of the trust that are perhaps not in line with the way things

[0:49:12] Voice 3: need to be that we need to understand where those tensions are and that would help us see that

[0:49:17] Voice 3: okay that's really helpful to understand thank you good

[0:49:21] Trustee Middleton: yeah so um not meaning to get us back

[0:49:28] Trustee Middleton: into the how do we make a change and how do we approve a change it seems that um um if we did

[0:49:36] Trustee Middleton: just remove the phrase the latter broken down that that would get us to where we need to be

[0:49:42] Trustee Middleton: in terms of simplifying the ask of the uh consultant so um everyone okay with us doing

[0:49:50] Trustee Middleton: that i know we're now doing what they said we wouldn't do which is actually uh reviewing not

[0:49:54] Trustee Middleton: not on the screen changes to the wording,

[0:49:56] Trustee Middleton: but that one seems pretty straightforward.

[0:49:59] Trustee Middleton: Well,

[0:50:02] Trustee Luckham: it certainly has gotten us into a better place

[0:50:04] Trustee Luckham: and it makes more sense to me,

[0:50:06] Trustee Luckham: but I think it's more than just the word

[0:50:08] Trustee Luckham: ladder broken down.

[0:50:10] Trustee Luckham: It's because we want to be grammatically correct.

[0:50:12] Trustee Luckham: It's ladder broken down into so that it ends up

[0:50:15] Trustee Luckham: reading governance and management

[0:50:17] Trustee Luckham: with a review of advocacy and planning.

[0:50:20] Trustee Luckham: That's my grasp is that's what the sentence needs to say.

[0:50:25] Trustee Luckham: and i don't want to i this i'm micromanaging here i apologize for that

[0:50:30] Trustee Middleton: no no it's it's useful thank

[0:50:33] Trustee Middleton: you i mean i i think you know to to not get us into that trap of of confusing us all because

[0:50:38] Trustee Middleton: we're not seeing the words on the screen i i'm going to take some notes i will make a note of

[0:50:43] Trustee Middleton: this change so in the document so it's not an invisible change and then um it can be uh

[0:50:50] Trustee Middleton: uh yade or nade or adjusted um when we we go through the the uh the evolving draft next

[0:50:58] Trustee Middleton: next meeting because that's uh that's good input and good discussion and um you know you may want

[0:51:04] Trustee Middleton: to think about the wording and may have different suggestions of wording when we look at it

[0:51:08] Trustee Middleton: uh next week so i've taken some notes there um so

[0:51:12] Trustee Luckham: then i'll jump then to the end of page 14 then is

[0:51:15] Trustee Luckham: is my next area of comment.

[0:51:18] Trustee Middleton: And

[0:51:19] Trustee Luckham: it's at the second to last bullet

[0:51:21] Trustee Luckham: that begins with does the current model.

[0:51:26] Trustee Luckham: And so that statement there where it says,

[0:51:29] Trustee Luckham: does the current model of having multiple OCPs

[0:51:31] Trustee Luckham: for a community compare with the practice

[0:51:34] Trustee Luckham: of other jurisdictions?

[0:51:35] Trustee Luckham: I would note that we don't actually have multiple OCPs

[0:51:40] Trustee Luckham: for a singular community.

[0:51:43] Trustee Luckham: We have multiple OCPs for individual trust areas

[0:51:47] Trustee Luckham: and associated islands typically, but we have multiple OCPs for, you know, and that's the

[0:51:55] Trustee Luckham: problem, is the broad number of communities that we represent. And so I just think that that needs

[0:52:02] Trustee Luckham: some clarification, is that it's not a singular community that, although sure, as a federation,

[0:52:09] Trustee Luckham: we're a singular community, but I think the multiple OCP piece comes from the fact that

[0:52:13] Trustee Luckham: where 13 independent jurisdictions where in some cases not all there's multiple ocps to connect

[0:52:21] Trustee Luckham: associated islands with the trust area with their own documents so just wonder how it is that you

[0:52:28] Trustee Luckham: want to characterize that thank

[0:52:32] Trustee Middleton: you yeah trust trustee language please yeah

[0:52:35] Voice 8: yeah i just would

[0:52:36] Voice 8: like to respond to i i agree with uh trustee luckham about that it's something that i came

[0:52:40] Voice 8: up with this the other day when I saw this for a community we're really talking about

[0:52:46] Voice 8: each specific local trust area having multiple OCPs like Gabriela has three OCPs

[0:52:52] Voice 8: and when you talk about a community there's the Mudge Island community there's the

[0:52:57] Voice 8: the Coursey Island community there's the Gabriela community but we're really talking about the trust

[0:53:01] Voice 8: area as an as a legal entity having multiple OCPs.

[0:53:08] Trustee Middleton: Right and Trustee Kaelin and then Trustee Brent

[0:53:12] Trustee Middleton: please.

[0:53:14] Voice 4: I'd like to support really the the wording Chair Luckham used because as someone who doesn't

[0:53:20] Voice 4: face multiple OCPs I think it explained it clearly to the readers and I'd be very happy to see that

[0:53:31] Voice 4: that form of wording adopted.

[0:53:33] Voice 4: I just think it provides clarity

[0:53:36] Voice 4: on that particular bullet point in terms of multiple this.

[0:53:40] Voice 4: And exactly, I couldn't improve really.

[0:53:44] Voice 4: I don't know whether someone recorded,

[0:53:47] Voice 4: Jonathan, whether you had it in writing

[0:53:49] Voice 4: or you could submit it.

[0:53:50] Voice 4: But that to me was a very clear and concise,

[0:53:57] Voice 4: grammatically accurate type of approach

[0:54:00] Voice 4: to that bullet point.

[0:54:01] Voice 4: and i hope we adopt it obviously

[0:54:05] Trustee Luckham: it's this whole thing is being recorded so you could reference

[0:54:09] Trustee Luckham: back to the record

[0:54:12] Trustee Middleton: great yeah i've again taken some some notes and i think i captured what uh

[0:54:18] Trustee Middleton: chair larkham said um so i'll take a shot at it then in the in the comments um so then i'll

[0:54:29] Trustee Luckham: continue on then so thank you very much chair uh on page 15 where in the section that says

[0:54:36] Trustee Luckham: as exclusions I just wondered about the use of the word reviewed in the first bullet last line

[0:54:47] Trustee Luckham: and and again I sort of was I mentioned this before and that we're not reviewing the ITC

[0:54:53] Trustee Luckham: and that's stated here but we are wanting to open a conversation about the regional conservation

[0:55:01] Trustee Luckham: plan and I just think that reviewed is maybe the wrong word because that would imply that you want

[0:55:07] Trustee Luckham: want to that you do want to review that significant a guiding document for the island stress

[0:55:14] Trustee Luckham: conservancies and maybe it should be considered just a single word change from reviewed to

[0:55:20] Trustee Luckham: considered because i think reviewing it has the implications you're going to go through it line

[0:55:25] Trustee Luckham: by line and analyze it

[0:55:28] Trustee Middleton: yeah good makes sense to me good input i would say yeah i duly noted i'll

[0:55:35] Trustee Middleton: i'll track that in the change for for next uh next edition and

[0:55:40] Trustee Luckham: i think you'll be pleased to

[0:55:41] Trustee Luckham: know that's the last one no that's

[0:55:46] Trustee Middleton: great thank you very much that was uh so uh trust chesty

[0:55:49] Trustee Middleton: language do you can you know apologies for kind of railroading you the last time here and not not

[0:55:54] Trustee Middleton: going through these but it seems like it's it's working if we do it in this way uh where i commit

[0:56:00] Trustee Middleton: it to capturing it in the draft and we can sort of have a yes or no at the at the next meeting so

[0:56:06] Trustee Middleton: do you want to go back to you at the bottom of page 12 in your comments and notes okay

[0:56:16] Voice 8: page 12

[0:56:17] Voice 8: and then my next comment was around governance which is on page 13. I just wondered about adding

[0:56:27] Voice 8: adding in some comment about the interface between local trust committees and planning

[0:56:33] Voice 8: staff and is it effective and efficient, something to that effect because you know it's the working

[0:56:40] Voice 8: relationship because you know there's I think that sometimes there are there may be issues

[0:56:45] Voice 8: there like I know that with say like projects charters and I listened actually to the executive

[0:56:55] Voice 8: they talked about project charters and the fact that sometimes you know we create a project

[0:57:01] Voice 8: charters the trustees do and don't fully realize the impact of what we're creating and so it and

[0:57:08] Voice 8: so it's to relate the working relationship between local trustees and the planning staff

[0:57:13] Voice 8: is that something to be looked at the interface between them this is getting into maybe more detail

[0:57:25] Trustee Middleton: sorry can you tell me specifically which area on page 13 there oh

[0:57:29] Voice 8: it's just that with a new bullet

[0:57:31] Voice 8: potentially oh

[0:57:32] Trustee Middleton: i see that's the

[0:57:33] Voice 8: following um whether or not we would look at the interface

[0:57:37] Voice 8: chair luckham has a

[0:57:41] Trustee Middleton: okay i i i get your meaning and where do you think you that would be a good

[0:57:46] Trustee Middleton: spot to add such a bullet in which section there under governance i think you said

[0:57:56] Trustee Middleton: Ed? Oh, you're muted, Trustee Langrace.

[0:58:03] Trustee Middleton: Muted. I'm not

[0:58:05] Voice 8: sure exactly where it could go.

[0:58:08] Voice 8: It has to go somewhere, I think, in there, just to have people look at

[0:58:12] Voice 8: the relationship between planning staff and trustees

[0:58:15] Voice 8: and how it works, is what I'm getting at.

[0:58:19] Trustee Middleton: Okay. I've got that.

[0:58:31] Trustee Middleton: I'll draft something and put that in there, then.

[0:58:33] Trustee Middleton: um do your next uh point please trustee language i

[0:58:40] Voice 8: think some people put up their hand they want

[0:58:42] Voice 8: to respond oh uh

[0:58:43] Voice 8: chair luckham and and trustee great i

[0:58:46] Trustee Luckham: don't want to take all the air time here

[0:58:49] Trustee Luckham: um but i i would just comment that i think we want to be careful how we word that that you've

[0:58:57] Trustee Luckham: got a really good point there um that should be considered in our processes that we do rather than

[0:59:04] Trustee Luckham: trying to go through a process where we're trying to analyze relationships between individuals

[0:59:10] Trustee Luckham: because certainly there's different abilities and and to to how those interpersonal relations happen

[0:59:17] Trustee Luckham: and i think what you want to do is focus on the the process itself a charter it does this and

[0:59:23] Trustee Luckham: the discussion around the charter rather than drawing trustees and staff into a he said she

[0:59:30] Trustee Luckham: said potential uh scenario because there's yeah

[0:59:34] Voice 8: i i wasn't alluding to the the personal

[0:59:38] Voice 8: relationships or anything like just the understanding of what the roles are and how

[0:59:43] Voice 8: they interface is what i'm getting at yeah because you know the example of the project charter

[0:59:48] Voice 8: I think it's a good example of where trustees may not understand the implications of what they add to it and then, you know, how the staff respond.

[1:00:00] Voice 8: it you know they so it's the working relationship not the personalities i'm talking about and the

[1:00:05] Voice 8: understanding yeah

[1:00:08] Trustee Luckham: i think it's the understanding of the work more than anything else because

[1:00:16] Trustee Luckham: indeed that's a huge opportunity to go astray on that

[1:00:19] Trustee Middleton: yeah no fair enough um

[1:00:22] Trustee Luckham: anyway you'll capture

[1:00:24] Trustee Luckham: that i'm sure no

[1:00:24] Trustee Middleton: good good good comment so we'll remember this discussion for when we um we look

[1:00:29] Trustee Middleton: at the draft there next next uh next meeting and trustee brent you had a comment so i'm thinking

[1:00:35] Voice 10: when a proponent is looking at uh processes one of the most fundamental thing they're going to

[1:00:40] Voice 10: be looking at is is major processes like the use of a project charter for uh pretty much everything

[1:00:48] Voice 10: that an ltc does i think yeah we're we're uh identifying areas that they would be looking at

[1:00:55] Voice 10: anyway so i'm not really sure how helpful this is going to be i can't imagine any review of the

[1:01:01] Voice 10: trust that wouldn't be looking uh quite quickly into in terms of how work gets done at the local

[1:01:09] Voice 10: trust committee level uh the fact of and use of project charters in determining much of our work

[1:01:17] Voice 10: but you know i i it's an important point but i think they're going to be looking at it

[1:01:22] Voice 10: and i know that if a proponent seeks to discuss anything with me the use of project charters is

[1:01:29] Voice 10: going to be probably very high on my list of things that needs to be looked at so i'm not

[1:01:36] Voice 10: sure we need it thanks yeah

[1:01:38] Voice 8: i mean maybe it is too much minutiae but just to consider yeah

[1:01:44] Trustee Middleton: we'll keep the spirit of we'll capture it and then we'll make a decision next next meeting

[1:01:52] Trustee Middleton: so any further points trustee Langeweest from your document working

[1:02:04] Voice 8: between two different

[1:02:05] Voice 8: documents under again this is maybe minutiae but under planning a question around

[1:02:17] Voice 8: support for planning staff like we have an intergovernmental relations advisor we have

[1:02:28] Voice 8: a freshwater specialist supports for planning staff in in their work but again that's it may

[1:02:35] Voice 8: be something that will be brought up any will be brought up or considered anyway when they

[1:02:39] Voice 8: realize that you've got intergovernmental you've got water person and we are a conservation so

[1:02:46] Voice 8: you know something like an ecologist they will come up in the inter in their review

[1:02:55] Trustee Middleton: yeah that was that was definitely some of the language that was removed from the earlier draft

[1:02:59] Trustee Middleton: There was quite a

[1:03:00] Trustee Middleton: bit more about the role that ecologists or the tapping of additional

[1:03:09] Trustee Middleton: professional skill sets might have a role and to simplify the review that specific mentions

[1:03:19] Trustee Middleton: were removed between that draft and this most recent one.

[1:03:23] Trustee Middleton: on comments or thoughts, anyone about Trustee Brent

[1:03:33] Trustee Middleton: and Trustee Wright, please.

[1:03:35] Trustee Middleton: Again,

[1:03:36] Voice 10: I think this is going to be any proponent

[1:03:39] Voice 10: that response to this is going to look at both

[1:03:41] Voice 10: the Stantec report and the Fraser report.

[1:03:46] Voice 10: And one of the things that the Stantec report

[1:03:49] Voice 10: was recommending was that type of acquiring

[1:03:52] Voice 10: that type of expertise.

[1:03:53] Voice 10: So, we have acquired that type of expertise. They'll be looking at that specifically, at those specifically, I presume, and whether there are recommendations that we go out and duplicate the work of other ministries, provincial and federal, to provide a greater level of environmental protection to these islands.

[1:04:20] Voice 10: and they'll make an assessment of that so it's you know it's already been flagged in the stantac

[1:04:25] Voice 10: report and we're already doing it to some degree it's clear with uh wanting to get involved in

[1:04:31] Voice 10: forestry and other things that we would probably need to do more so again i think it's going to

[1:04:37] Voice 10: be obvious yeah

[1:04:40] Trustee Middleton: it's probably the area i expected we would have the most discussion about in this

[1:04:44] Trustee Middleton: meeting to be honest because that was the area of uh review that i think was sort of cut back in the

[1:04:50] Trustee Middleton: the text, the earlier text, and it may be beneficial to have sort of just a flagging

[1:04:58] Trustee Middleton: mention without directing the consultant overly and, you know, giving them, you know,

[1:05:09] Trustee Middleton: allowing them to, you know, let the research take them where they will, but just flag that

[1:05:13] Trustee Middleton: it has been, it's been a fairly large topic of conversation across this group for the

[1:05:19] Trustee Middleton: the last number of months.

[1:05:20] Trustee Middleton: So I think maybe just flagging it,

[1:05:22] Trustee Middleton: if I can come up with the wording to support

[1:05:24] Trustee Middleton: what Trustee Longoria said and see what you think.

[1:05:31] Voice 9: Yeah, I had a number of those issues

[1:05:34] Voice 9: in the initial draft that I sent in that were removed.

[1:05:39] Voice 9: And the reason for that is that

[1:05:42] Voice 9: we didn't want to get too prescriptive

[1:05:44] Voice 9: and now I'm getting a sense

[1:05:46] Voice 9: that we're becoming prescriptive again.

[1:05:48] Voice 9: So I didn't throw that back at the committee because I thought that would be an opportunity, I'd have the opportunity during the interview to mention those are our concerns that I have that they could consider.

[1:06:04] Voice 9: But like I said, I think we need to determine how prescriptive we want to be in this because we seem to be going back and forth on it.

[1:06:17] Trustee Middleton: Fair enough.

[1:06:18] Trustee Middleton: Yeah.

[1:06:18] Trustee Middleton: Yeah. Any follow-up comment, Trustee Longeris, to that?

[1:06:23] Voice 8: No, no. I can see that the move to go to keep it at a higher level

[1:06:27] Voice 8: and let the process determine a lot of the factors to be considered.

[1:06:33] Voice 8: So I'm fine with that.

[1:06:35] Trustee Middleton: Okay, okay.

[1:06:39] Trustee Middleton: And you're going down your list?

[1:06:42] Voice 8: Yeah, under deliverables.

[1:06:44] Voice 8: um which is

[1:06:48] Trustee Middleton: page 15 of the of the um of the bc bid template yeah

[1:06:54] Voice 8: we under the deliverables it

[1:06:57] Voice 8: says identify strengths and weaknesses and trust governance management and planning structures

[1:07:02] Voice 8: now we've defined uh you know previously now maybe we've changed it defined management as

[1:07:09] Voice 8: as advocacy and planning.

[1:07:14] Voice 8: So the terminology here is just a bit confusing.

[1:07:17] Voice 8: There's some duplication because of where we say previously

[1:07:21] Voice 8: management is defined as advocacy and planning.

[1:07:25] Voice 8: We now say in this bullet governance management

[1:07:29] Voice 8: and planning structure.

[1:07:30] Voice 8: So the duplication there, it's just,

[1:07:32] Voice 8: I think we could just need to really look at the words

[1:07:34] Voice 8: when we use management, when we use planning,

[1:07:36] Voice 8: when we use advocacy, and how we're using them.

[1:07:42] Voice 8: I got a bit confused as to what was happening here.

[1:07:49] Trustee Middleton: Yeah, no, good comment.

[1:07:55] Voice 8: See, yeah, because we talked about governance

[1:07:57] Voice 8: being policies and procedures,

[1:07:59] Voice 8: and then you got management,

[1:08:02] Voice 8: which we define as advocacy and planning

[1:08:03] Voice 8: and then planning structures.

[1:08:05] Voice 8: So just needs to be carefully reworded, I think.

[1:08:08] Trustee Middleton: Yeah, I'll go back maybe and just mirror

[1:08:10] Trustee Middleton: that original bullet point where we adjusted the wording and the reference and

[1:08:13] Voice 8: make make them read

[1:08:14] Trustee Middleton: the same yeah

[1:08:15] Voice 8: um and the other one was under uh exclusions um financial details of the honest

[1:08:28] Voice 8: trust it's not a financial audit with a focus on the structure of the trust the structure of the

[1:08:34] Voice 8: trust is not clear to me is that it's almost again it sounds like it's a legislative structure

[1:08:42] Voice 8: It says focus on the structure of the trust, its policies and procedures, and whether they deliver value.

[1:08:56] Voice 8: We're talking about the policies and procedures?

[1:09:02] Trustee Middleton: I guess another word for that would be organizational structure of the trust

[1:09:07] Voice 8: or organization of the trust.

[1:09:09] Voice 8: Just some clarity around what you were actually referring to.

[1:09:22] Voice 8: And the only other comment I had was around the reference to the regional conservation plan,

[1:09:27] Voice 8: but we resolved that already with what Trustee Luckham proposed. I didn't think we were we

[1:09:35] Voice 8: weren't doing the ITC itself. I mean the regional conservation plan is a resource right that trust

[1:09:42] Voice 8: local trust committees can use. Right

[1:09:47] Trustee Middleton: yeah

[1:09:49] Voice 8: that's

[1:09:52] Trustee Middleton: it. Okay thank you for that. So yeah for Trustee

[1:09:58] Trustee Middleton: you like them and anyways i'll you know do my best to capture your comments put them as a as

[1:10:05] Trustee Middleton: a recommended change in the document and um you can you know tell me if i'm off track or we can

[1:10:12] Trustee Middleton: have a discussion if we need to um next time around and um and what i i'm just wondering any

[1:10:22] Trustee Middleton: other comments or or or notes that anybody made that we've not addressed or didn't didn't go

[1:10:28] Trustee Middleton: go through in this in this review of the draft um we will be looking at it again next the next

[1:10:33] Trustee Middleton: meeting of course uh trustee

[1:10:40] Voice 4: kale just wanting um with all the things we've discussed so far

[1:10:45] Voice 4: chair um i'm just wondering whether we'll get the proposed uh all your proposals on those changes

[1:10:54] Voice 4: sent to us emailed to us and we could comment back to try and move us more quickly uh so at

[1:11:01] Voice 4: our next meeting, hopefully, we have got a ready-to-go proposal where we've raised the

[1:11:12] Voice 4: points, we've dealt with the points, we've included it, and now we'll say, yes, okay,

[1:11:19] Voice 4: that document is ready to be dispatched to BC BID. I'm just trying, I would like to think that

[1:11:27] Voice 4: our next meeting would draw a line under this and we could then get it off the bc bid um

[1:11:36] Trustee Middleton: yeah certainly uh the the document can be distributed ahead of time for people's

[1:11:42] Trustee Middleton: uh comments we will to uh trustee locum's point we will for the point of view of public process

[1:11:49] Trustee Middleton: of course um go through the more and uh i guess the more substantive points so that people who

[1:11:58] Trustee Middleton: who may be wanting to see the, um, process of our thinking can, can do so, but yeah,

[1:12:05] Trustee Middleton: as much as possible, if, if, uh, to follow up on your point, if, if, uh, if, um, we can

[1:12:12] Trustee Middleton: review it ahead and then for the, any of the non-controversial points, we can just go through

[1:12:16] Trustee Middleton: and accept them more quickly that sure. That would be great. Um, and I, I am thinking process

[1:12:24] Trustee Middleton: wise now that it looks like we're kind of hammering something out a little bit more

[1:12:27] Trustee Middleton: more here where we we we obviously need a sort of a fuller draft of the the sections in the bc bid

[1:12:37] Trustee Middleton: template and to chair locum's point those ideally should be flagged so that you're not having to

[1:12:43] Trustee Middleton: wade through you know what's in a large part is a standardized document with legal legal clauses

[1:12:50] Trustee Middleton: that won't obviously won't change so i'm thinking that if that your comments are appreciated here

[1:12:57] Trustee Middleton: If I asked Julia for two examples that she thinks would be relevant of RFPs, use that to just take a quick shot at drafting up what might be selection criteria, knowing that there's a complete draft ready just to stimulate conversation and feedback.

[1:13:16] Trustee Middleton: And that's what we review and make progress on at our next meeting.

[1:13:21] Trustee Middleton: meeting. We're well within our timeframe, I think, for having input from BC BID. I'm

[1:13:34] Trustee Middleton: just looking here because we talked about potentially within the last two weeks, I suppose,

[1:13:41] Trustee Middleton: of March of having this posted. So we've got about a month, effectively two meetings, I

[1:13:49] Trustee Middleton: I suppose. But again, if we're not happy with where we're at, we still have some slippage room

[1:13:56] Trustee Middleton: there that we can use another couple of weeks to get the document drafted as we see fit. But

[1:14:02] Trustee Middleton: I think right now what we need is we need some draft text down to respond to

[1:14:08] Trustee Middleton: and noted carefully within the RFP where exactly that text is so you're not having to, you know,

[1:14:14] Trustee Middleton: wait through the entire document as Chair Luckin pointed out. So that's kind of as I see the

[1:14:19] Trustee Middleton: state of um our environment at at this point and obviously open to any comments on you know

[1:14:27] Trustee Middleton: i ideas of doing it differently or or um other thoughts seeing yeah okay um all right well um

[1:14:49] Trustee Middleton: that's what that's what we'll we'll do then um and so i i i think that concludes this item on

[1:15:02] Trustee Middleton: on the agenda to Chair Leckham and Trustee Langeres.

[1:15:08] Trustee Luckham: Just thinking about Trustee Kael's comments there

[1:15:11] Trustee Luckham: about some efficiencies.

[1:15:14] Trustee Luckham: I can't help but wonder whether or not it's a good idea

[1:15:17] Trustee Luckham: to get some idea from BCBID about what that looks like.

[1:15:26] Trustee Luckham: It's hard to say, I'm presuming she must have offered that.

[1:15:30] Trustee Luckham: I'm trying to say whether or not there's any proprietoriness

[1:15:33] Trustee Luckham: that's associated with any given bid um there but i guess it's all public information but that's

[1:15:39] Trustee Luckham: that's a good idea um i do wonder whether or not it would be worth also sharing the work to date

[1:15:46] Trustee Luckham: with her to say are we close because of course if we submit it to them and they go oh my gosh

[1:15:52] Trustee Luckham: the guys have got a lot of work to do here that isn't going to help us in our process so i don't

[1:15:57] Trustee Luckham: know what the ability there is or certainly there was an indication of that ability to help us and

[1:16:01] Trustee Luckham: turn it over to them to do the work and advise us or not um but just wanted to help you out there

[1:16:10] Trustee Luckham: with some efficiencies that are we close to the mark here for a document and then i am thinking

[1:16:16] Trustee Luckham: that of course our request is unique um it we're not buying tractors or lawnmowers or anything else

[1:16:23] Trustee Luckham: like that um that some of the requirements that we'd be looking for in terms of those that are

[1:16:30] Trustee Luckham: bidding may be very different than uh other things unless she's able to provide something

[1:16:35] Trustee Luckham: that actually looks like it's similar in scope um that has come up uh in another agency before

[1:16:43] Trustee Luckham: so no

[1:16:44] Trustee Middleton: fair point and maybe what we should do is it's a good point is actually ask our ceo to

[1:16:50] Trustee Middleton: distribute the uh um the current draft i know we're missing sections but um she would recognize

[1:16:57] Trustee Middleton: recognize that and actually ask Julia to maybe take 15 minutes 20 minutes of her time and join

[1:17:04] Trustee Middleton: us at our next meeting as we get our our heads into the um um the evaluation criteria and such

[1:17:13] Trustee Middleton: like so that she can sort of speak you know in a guiding manner to the drafts that we uh we may

[1:17:19] Trustee Middleton: have and we're not necessarily looking as you say we're basically giving her a progress report on

[1:17:25] Trustee Middleton: where we are at and um i'm sure the ceo and she can have a frank conversation about how far away

[1:17:30] Trustee Middleton: or not we may be with what um what we've come up with so far um i

[1:17:39] Trustee Luckham: might suggest you might actually

[1:17:42] Trustee Luckham: want to submit the edits that have been incorporated today and i realize that puts pressure on you to

[1:17:47] Trustee Luckham: get it ready but

[1:17:49] Voice 11: i think that some

[1:17:50] Trustee Luckham: of the clarity has made significant advancements in understanding

[1:17:54] Trustee Luckham: that would be better for us to get comments on that

[1:17:58] Trustee Luckham: than on the previous version.

[1:17:59] Trustee Luckham: And I don't necessarily want to burden the CAO a lot

[1:18:03] Trustee Luckham: with a lot of back and forth dialogue

[1:18:05] Trustee Luckham: about figuring that out.

[1:18:07] Trustee Luckham: And then the CAO becoming more prescriptive

[1:18:12] Trustee Luckham: than might be that he would want to do

[1:18:16] Trustee Luckham: or that we would want him to do.

[1:18:19] Trustee Middleton: So no, that's it.

[1:18:21] Trustee Middleton: Yeah, because we are early in the draft.

[1:18:23] Trustee Middleton: so maybe maybe stepping back then i'll simply ask julia for a couple of the examples that she

[1:18:29] Voice 1: offered

[1:18:29] Trustee Middleton: say the time is now we'd like to you know uh have a look at them and send them to the group

[1:18:34] Trustee Middleton: incorporate the or or actually uh put put the edits in the document they'll be noted as changes

[1:18:41] Trustee Middleton: um but that that's okay she can read her way through that and then just submit it as uh

[1:18:45] Trustee Middleton: as an update without necessarily requesting um um any kind of in-depth feedback from her at this

[1:18:55] Trustee Middleton: point um and that that way i mean maybe we don't even submit the document to her at this point but

[1:19:02] Trustee Middleton: ceo hudson peller you well

[1:19:04] Voice 5: mr chair there's there's just no question that this committee's

[1:19:08] Voice 5: functioning unlike any committee i've ever seen and that's awesome you know but 25 years i haven't

[1:19:13] Voice 5: seen it i would get so i'm going to wait for one of you to ask my opinion which isn't happening

[1:19:20] Voice 5: here but if you want my opinion i'll give you my opinion your opinion russ my opinion is you should

[1:19:27] Voice 5: get going amen to that i think you should take whatever you've got you should send it over to

[1:19:34] Voice 5: this person say give me your best shot um you're not obligated to take it it's off of your two

[1:19:43] Voice 5: two more weeks you guys talking about different things it's not going to get any better like

[1:19:49] Voice 5: you've got the big concepts here you have to see whether she thinks they're saleable concept

[1:19:55] Voice 5: concepts in a public marketplace you know i do that and then you have something to talk about

[1:20:03] Voice 5: um and then the whole criteria thing and all that kind of stuff um that's going to be a separate

[1:20:11] Voice 5: project you should start turning your minds to that a little bit she will not save the day there

[1:20:15] Voice 5: you'll have to come up with what those are they're not mysterious i think you'll you'll be successful

[1:20:20] Voice 5: there and i will um i will tell you mr chair i want to be involved in that element from an

[1:20:27] Voice 5: administrative point of view 85 of this thing is going to be these people inside this building

[1:20:33] Voice 5: um so um all this front end part's great but i think we can really um um assist

[1:20:40] Voice 5: in the back end of this thing.

[1:20:42] Voice 5: But that's my recommendation.

[1:20:43] Voice 5: It would be great recommendation.

[1:20:49] Voice 9: Thank you.

[1:20:50] Voice 4: Yeah, absolutely.

[1:20:53] Voice 4: Absolutely.

[1:20:53] Voice 4: I'm in the amazing position of totally agreeing

[1:20:56] Voice 4: with the CAO, Hudson Spiller.

[1:20:58] Voice 4: And I thank you for that suggestion.

[1:21:00] Voice 4: And I just applaud you for moving it along in that way.

[1:21:04] Voice 5: Well, Trustee Kale, you should do it more often.

[1:21:07] Voice 5: It's always a safe place to fully agree with me.

[1:21:10] Voice 5: I've

[1:21:10] Voice 4: made notes.

[1:21:11] Voice 4: Yes.

[1:21:13] Voice 5: Your life will get better, sir.

[1:21:15] Voice 5: Well, that's a point to look forward to.

[1:21:20] Trustee Middleton: Excellent. So that's obviously what we'll do.

[1:21:22] Trustee Middleton: We will take that suggestion completely to heart,

[1:21:25] Trustee Middleton: forward it with the revisions to the procurement branch,

[1:21:30] Trustee Middleton: and perhaps then what I shall do, CEO Hudson-Piller,

[1:21:36] Trustee Middleton: is connect with you and say, here's our two examples we've been sent back.

[1:21:40] Trustee Middleton: how do we want to go about drafting some example uh criteria just so you're involved from the start

[1:21:46] Trustee Middleton: i'm not saying you have to do the work i just you know respect what you said about

[1:21:51] Trustee Middleton: wanting to be involved from from the beginning uh of that part of the process for sure thanks

[1:21:56] Trustee Middleton: very much and

[1:21:58] Voice 5: um okay yeah look and then if you if you if you do get to a point or you want me to

[1:22:06] Voice 5: take a look at it before you send it yes um feel free but at the very least please cc me

[1:22:12] Voice 5: when you when you make um your um outreach to her say hey julia how's it look this is kind of where

[1:22:19] Voice 5: we're at um she'll come back just as chair luckham said quite quickly i would think she said i think

[1:22:25] Voice 5: two weeks to get something really good together but maybe a week to give you a feel right okay

[1:22:33] Trustee Middleton: Okay, very good. Thank you for the input there. That's very, very helpful.

[1:22:38] Trustee Middleton: Thank you.

[1:22:38] Trustee Middleton: That's what we'll do. Before we move from this section of the agenda, any last points?

[1:22:47] Trustee Middleton: Thank you for putting up with the somewhat turbulent approach to getting this document

[1:22:53] Trustee Middleton: ready, but it looks like we still have the wings attached, which is great. So

[1:22:58] Trustee Middleton: um um i think what i'll do is um the new business item was um um the nature of the reporting what

[1:23:10] Trustee Middleton: would be useful what would what what's the right school or the right level of detail

[1:23:14] Trustee Middleton: to be able to provide to trust council in in march as a report from this committee

[1:23:19] Trustee Middleton: um we will um i'm i'm sure you have a view co hudson pill which will definitely ask you about

[1:23:28] Trustee Middleton: about um and maybe you'd like to kick it off well

[1:23:32] Voice 5: it's you know trust council's coming up you've um

[1:23:35] Voice 5: this is a new select committee that's doing some work that's got uh the future of the trust

[1:23:39] Voice 5: associated with it i'm sure trustees would want to know what's up um i think some of you were on

[1:23:45] Voice 5: the previous select committee i'm not sure around um relocating the victoria office so though that

[1:23:51] Voice 5: committee also had regular updates to trust council to see what's going on the deadline for

[1:23:56] Voice 5: written version is Friday at noon. That's probably the grander version. And then at a minimum,

[1:24:05] Voice 5: I would think I'd recommend that you do something, whether that be a verbal piece. So verbal minimum,

[1:24:16] Voice 5: a brief report or report as you see fit, if you want to do something to get it on the agenda.

[1:24:21] Voice 5: And I just want to let you know of that circumstance, the opportunity and the timing.

[1:24:26] Trustee Middleton: Okay, great. No, thank you. I think something written, a summary of our work so far would be

[1:24:33] Trustee Middleton: satisfactory. Any objections to that? Okay.

[1:24:41] Voice 10: I can help, Lee, if you want to work on this

[1:24:46] Voice 10: together. I've been, I think, on every committee that there's been on the trust in the last nine

[1:24:50] Voice 10: years. So I was on a committee to select the CAO even.

[1:24:58] Trustee Middleton: Excellent work. Yes. Good work.

[1:25:01] Trustee Middleton: okay that's great um i'll take you up on that offer trustee brent and then we'll distribute

[1:25:05] Trustee Middleton: to the group um prior to uh submission on friday so we should have something

[1:25:11] Trustee Middleton: really for thursday i think and and i'm not anticipating it be a very lengthy uh piece just a

[1:25:19] Trustee Middleton: uh a rehashing of the timeline and our expected time frame and uh the next steps of the of the

[1:25:27] Trustee Middleton: project i'm sure would be great so okay thank you for that um i think the final item we have a piece

[1:25:34] Trustee Middleton: of correspondence um and i i'm not sure that we're asked to do anything with this correspondence

[1:25:43] Trustee Middleton: other than perhaps receive it but um any any comments on this uh suggestions if if we you

[1:25:54] Trustee Middleton: think we do need to respond in some way i move we

[1:25:59] Trustee Middleton: receive it okay i'll

[1:26:08] Voice 8: suck i'll second it

[1:26:09] Voice 8: receive it

[1:26:11] Trustee Middleton: okay thank you i'm just uh changing screens here i'll ask that that sounds like a

[1:26:17] Trustee Middleton: motion so i guess i'll ask for any discussion um and seeing none i'll i'll um ask for a vote

[1:26:29] Trustee Middleton: great so duly received um and uh thanks for the the uh executive committee for passing it on just

[1:26:39] Trustee Middleton: so that we're informed of um communication on the on this project so um thank you and i believe

[1:26:52] Trustee Middleton: we have our next meeting date scheduled for march 1st same time 3 p.m um and so on that note want

[1:27:00] Trustee Middleton: to thank you all for your patience in sort of as we work through this somewhat novel process here

[1:27:05] Trustee Middleton: and uh and the ceo and lori's patience with with us as we um as we embark on this path but um

[1:27:12] Trustee Middleton: um it looks like we're gonna be picking up some speed now so thanks everyone for your for your

[1:27:17] Trustee Middleton: work on this and i guess i'll ask for a motion to adjourn i move to adjourn okay and uh and it

[1:27:26] Trustee Middleton: it looks like trustee Christie seconds and in favor.

[1:27:30] Trustee Middleton: Thanks everyone.

[1:27:31] Trustee Middleton: Thank you very much.

[1:27:32] Trustee Middleton: Thanks.

[1:27:33] Trustee Middleton: Bye now.

[1:27:34] Voice 10: Bye-bye.

[1:27:35] Voice 10: Bye.

[1:27:36] Voice 10: Hey Lee,

[1:27:37] Voice 10: can you stay on for a sec?

[1:27:38] Voice 10: Oh yes.

[1:27:43] Voice 1: Just wait.

[1:27:43] Voice 10: Let me,

[1:27:44] Voice 1: let me turn things off before.

[1:27:45] Voice 1: Okay.

[1:27:46] Voice 1: Oh my gosh.

[1:27:48] Voice 1: Would you want me to stream it?