Salt Spring Island Local Trust Committee regular meeting, May 5, 2021

[0:00:00] Trustee Luckham: are there any additions or deletions to the agenda not seeing anything oh oh sue ellen fast no

[0:00:08] Trustee Luckham: no i found a different place to put it thank you okay great thank you then i am going to then take

[0:00:15] Trustee Luckham: it that the agenda be um adopted um as i just got to check the correspondence here as um amended

[0:00:26] Trustee Luckham: because there is at 9.10, we'll put the correspondence from West Coast Marine.

[0:00:39] Trustee Luckham: Okay. So then let us adopt the agenda by general consent as amended. So the first item on our

[0:00:49] Trustee Luckham: agenda is adoption of minutes for April 14th. Are there any changes to those minutes?

[0:00:56] Trustee Luckham: not seeing any raised hands i will adopt the minutes as presented by general consent thank

[0:01:03] Trustee Luckham: you loy for that great work um so we're just going to go around the room here with our follow-up

[0:01:09] Trustee Luckham: action list and updates starting out with the cao to kick us off on the follow-up action list

[0:01:17] Trustee Luckham: good morning sir thank you for being here and over to you thanks

[0:01:21] Voice 7: very much chair luck i'm good

[0:01:22] Voice 7: Good morning to Executive Committee.

[0:01:25] Voice 7: Yeah, turning to page 14 in your agenda,

[0:01:27] Voice 7: we're looking for the follow-up action list.

[0:01:30] Voice 7: I take us to item two,

[0:01:33] Voice 7: develop a draft policy regarding provision of electronic meetings.

[0:01:37] Voice 7: You're aware that we're in an ordered way,

[0:01:42] Voice 7: moving our way towards a decision around how we're going to proceed in

[0:01:45] Voice 7: quote-unquote normal times.

[0:01:48] Voice 7: Once the state of provincial emergency is being lifted,

[0:01:51] Voice 7: there is a report a more specific report that addresses this topic on your agenda today

[0:01:58] Voice 7: and coming out of that we'll we'll end up with some it's a briefing and it'll move forward

[0:02:04] Voice 7: probably to an RWM for your next meeting and we'll have a bit of certainty as we move forward

[0:02:10] Voice 7: into this process keeping in mind that after likely there could be some change in the provincial

[0:02:15] Voice 7: status possibly as we move into July. The second item is forest protection. This is

[0:02:24] Voice 7: a number one effort of Islands Trust Organization right now. Think of it as progressing in two ways.

[0:02:34] Voice 7: Right now we have direction from Trust Council to undertake a number of initiatives which are

[0:02:40] Voice 7: are happening um on a regular basis and that's outreach with flynn row um speaking about the

[0:02:46] Voice 7: pmfl um talking about development permitting um section eight of the community charter on

[0:02:52] Voice 7: municipal tree cutting so those conversations are continuing at pace um the next one that really

[0:02:58] Voice 7: needs um some more contact with our ministry is um section eight um and and i anticipate that

[0:03:06] Voice 7: those conversations will happen quite soon. But at the same time, there's the development

[0:03:12] Voice 7: of an overall forestry strategy that brings all those elements together and provides us

[0:03:19] Voice 7: some goals and objectives as we move forward. So that work will be coming to you and we

[0:03:24] Voice 7: have something to tie it all together, but it's ongoing.

[0:03:27] Voice 7: ongoing. Item five here is in progress. It's thanking letter writers for their concerns

[0:03:39] Voice 7: around Liskety, First Nations woodlot and that ongoing process. I do have a question.

[0:03:50] Voice 7: I think this is a regular acknowledgement note to those writers, more than an explicit rendering of where we are, but I would almost ask the chair of the LTC if there's anything more than what would be a regular acknowledgement of those receipts, because they did come to EEC, but of course they've gone to the LTC as well.

[0:04:22] Trustee Luckham: sure you want me to respond there now um now or later

[0:04:26] Voice 7: yeah

[0:04:27] Trustee Luckham: well let me just capture it here i

[0:04:29] Trustee Luckham: guess um we had a liskiti meeting um last week i believe i reported on that and certainly that

[0:04:36] Trustee Luckham: topic came up um and uh and indeed um i recall now actually elisa wilcox attended uh that i

[0:04:48] Trustee Luckham: I'm believing. However, I think that that initially has been addressed. Certainly,

[0:04:57] Trustee Luckham: I think the intention there was to acknowledge that the Island Trust is, as you've just

[0:05:05] Trustee Luckham: characterized, working on forestry issues, and more particularly on crown land issues through

[0:05:15] Trustee Luckham: through TPC and that that work is ongoing

[0:05:19] Trustee Luckham: and we continue to be prepared to deliver

[0:05:24] Trustee Luckham: on the prisoner trust protect mandate in a

[0:05:26] Voice 7: respectful way.

[0:05:28] Trustee Luckham: So.

[0:05:29] Trustee Luckham: So

[0:05:30] Voice 7: given that then Mr. Chair,

[0:05:32] Voice 7: then I'll expect we would provide our regular acknowledgement

[0:05:34] Voice 7: of receipt of correspondence to the executive committee

[0:05:38] Voice 7: from the writers and we'll get that done promptly.

[0:05:43] Voice 7: so that substantially is page 14 is my follow-up action report moving into my overall report I

[0:05:53] Voice 7: gave you a pretty thorough review at the teleconference just a few days ago I won't

[0:05:58] Voice 7: repeat myself unless and I if you want to return to anything by all means you know the first thing

[0:06:05] Voice 7: for EC, it's always worth looking at where we are from a COVID organizational management

[0:06:12] Voice 7: perspective, what's happening on a provincial scale. You know, looking at the BC dashboard

[0:06:20] Voice 7: right now, we're seeing new cases and the moving average is starting to dip under 800

[0:06:26] Voice 7: after maybe a month of significantly more increased numbers.

[0:06:33] Voice 7: On Vancouver Island, the caseloads are getting,

[0:06:37] Voice 7: today's new cases is 19, for example.

[0:06:40] Voice 7: So overall, the numbers we're seeing in the current week

[0:06:45] Voice 7: are similar to the second peak numbers that occurred in the fall.

[0:06:52] Voice 7: That being said, until March 25th,

[0:06:55] Voice 7: our safety plans in effect and what that means is continual work from home substantially by staff

[0:07:01] Voice 7: office closures and we would revisit that when we probably get through to our next ec meeting

[0:07:09] Voice 7: if there is any change certainly i'd respond to any questions if there are any around

[0:07:13] Voice 7: that but i think we're in a reasonably appropriate position vis-a-vis the pandemic right now

[0:07:20] Voice 10: Mr. Chair, the CAO said March 25th.

[0:07:24] Voice 10: I'm pretty sure you mean May 25th.

[0:07:25] Voice 7: May.

[0:07:26] Voice 7: Sorry.

[0:07:27] Voice 10: All apologies.

[0:07:28] Voice 7: That would be bad news if it was March 25th, 2022.

[0:07:38] Voice 7: So then just a couple meetings.

[0:07:40] Voice 7: We have a meeting coming up with Minister Conroy regarding the Comox First Nations and their concerns around shingle spit.

[0:07:49] Voice 7: That's coming up next week.

[0:07:51] Voice 7: it will be attended by myself chair luckham um lisa wilcox will be um joining us as well and

[0:07:58] Voice 7: perhaps david marler and we look forward to hearing um what the nation has to say and um

[0:08:05] Voice 7: the minister's response and to provide any um support we can to any to any reasonable outcome

[0:08:11] Voice 7: that uh that'll be identified uh so that's coming up that's an important meeting um you'll i'll take

[0:08:18] Voice 7: our minds back to some of our act amendments um one of which was working with the ministry and

[0:08:26] Voice 7: the couch and valley regional district around foreshore um authority and jurisdiction

[0:08:32] Voice 7: particularly in front of the regional district and the fact that there's in essence an area of

[0:08:42] Voice 7: zoning uncertainty municipalities have in their letters patent they have the ability to zone some

[0:08:50] Voice 7: usually some 300 meters out on the foreshore regional districts do not in in in the same

[0:08:57] Voice 7: manner and the islands trust of course through its to the act and the regulation does have

[0:09:09] Voice 7: zoning authority. We do have a far foreshore policy that holds that we do not zone on the

[0:09:16] Voice 7: right up abutting Vancouver Island. Anyway, so this has been a couple years of work.

[0:09:20] Voice 7: I think initially, I just want to report to you that we're meeting weekly. The ministry

[0:09:26] Voice 7: has taken this up and they want to move it to where it's going to be. And we're having weekly

[0:09:32] Voice 7: meetings now and we're joined by um nations who have an interest in this outcome and there's some

[0:09:41] Voice 7: uptake um associated with it um couch and um couch and nation um and um other nations are joining in

[0:09:52] Voice 7: that conversation um the ministry is working through that and what was probably when it was

[0:09:58] Voice 7: first started considered to be more of an administrative change in regime is having

[0:10:07] Voice 7: some required complexity as good conversations are happening between all the parties.

[0:10:13] Voice 7: So that's ongoing.

[0:10:15] Voice 7: I'll report to you when something lands.

[0:10:17] Voice 7: I don't feel that anything will happen in the short term.

[0:10:21] Voice 7: I can tell you with regards the governance and operations review there has been and we're having

[0:10:30] Voice 7: a meeting coming up on Monday there has been a successful applicant or an accessible consultant

[0:10:39] Voice 7: identified and we have signed the requisite documents to bind ourselves to to work moving

[0:10:46] Voice 7: Moving forward over the next couple of months, that happened late last week, I urge you to listen in on that conversation where the consultant team will be introduced to the select committee.

[0:10:59] Voice 7: I've reached out to the principal, Charles Kelly, had some conversations back and forth, and they made some initial requests of us, and we're proceeding at pace to get an agenda out even today for the Monday meeting.

[0:11:14] Voice 7: and i expect um phase one of this engagement um or this process is is concluded and we're

[0:11:22] Voice 7: now moving into phase two and that's active work um generally mr chair that is my report to you

[0:11:32] Voice 7: and happy to answer any questions thank

[0:11:36] Voice 8: you uh vice chair patrick

[0:11:38] Trustee Patrick: mine's just more more an

[0:11:40] Trustee Patrick: observation but just to be aware that um through some of the conversations we've had at the salt

[0:11:46] Trustee Patrick: spring local trust committee and then north pender local trust committee regarding water

[0:11:49] Trustee Patrick: and forest ecosystems and that um we have to be cautious not to keep them in silos that you know

[0:11:58] Trustee Patrick: we we need to be aiming toward integrated solutions and it's um i know trustee morrison myself will

[0:12:03] Trustee Patrick: hold firm to pushing you know those approaches but um i'm just just bringing attention that we

[0:12:09] Trustee Patrick: have to be very aware to seeking integrated solutions well

[0:12:13] Voice 7: i thank you very much for that

[0:12:14] Voice 7: point that is absolutely the case and in an extended meeting that we had earlier

[0:12:20] Voice 7: this week the notion that we were just you know starting off really speaking

[0:12:26] Voice 7: about forestry and indeed the work of the sustainability strategy and how

[0:12:32] Voice 7: forests and freshwater groundwater the water cycle is so connected to forestry

[0:12:39] Voice 7: became quite apparent. So we won't be successful for siloed and how we meld those two things

[0:12:47] Voice 7: together is going to be important. Particularly as we look at development permitting as a more

[0:12:54] Voice 7: robust region-wide type of tool for us to use for private lands. So thanks.

[0:13:02] Voice 7: Any

[0:13:06] Voice 8: other questions? Dan Rogers.

[0:13:10] Voice 10: So is it now public who the consultant is?

[0:13:17] Voice 7: I think it would be public. We're going to, we're preparing a news brief for Monday, for Monday's discussion that would follow on once the select committee has met the consultant.

[0:13:31] Voice 7: But indeed, it would be part of the public record. It's Great Northern Management Consultants were the successful candidate. And that full initial meeting will be happening on Monday.

[0:13:48] Trustee Luckham: At one o'clock. Is that correct?

[0:13:50] Trustee Luckham: At

[0:13:50] Voice 7: 1 o'clock, there has been a time change to 1 o'clock.

[0:13:53] Voice 7: And at that meeting, their full team will meet the select committee team,

[0:13:58] Voice 7: and there will be a walkthrough of their proposal and their means

[0:14:03] Voice 7: by which they're going to satisfy the request of the committee

[0:14:06] Voice 7: and the Owens Trust.

[0:14:11] Voice 10: Sorry, I have one more thing, and I'm sorry I should have raised this

[0:14:14] Voice 10: a little earlier, but I was having some technical difficulties here.

[0:14:18] Voice 10: I just wanted to point out in terms of Laskiti, we actually agreed, if you look in the minutes, it's a little bit more than just the acknowledgement letters.

[0:14:31] Voice 10: We actually agreed that you would advise the writers of the things that Chair Lockham indicated, that we're having conversations with the ministry and First Nations going forward about this issue.

[0:14:44] Voice 10: So it's often our letters just say thanks for writing.

[0:14:46] Voice 10: um so there's actually a short recitation on page 11 of the package that says what we discussed

[0:14:52] Voice 10: which was along the lines of what chair luckham said a little earlier happened at the ltc but i

[0:14:56] Voice 10: think the ec should respond in kind well

[0:15:00] Voice 7: that was indeed my question so i left the the conversation

[0:15:03] Voice 7: of 10 minutes ago with a refinement of that and to simply acknowledge but what i'm hearing now is

[0:15:11] Voice 7: that um fully following item five which i think says executive committee respond thanking the

[0:15:16] Voice 7: writers for their concerns and indicating that we're having conversations with the ministry and

[0:15:21] Voice 7: first nations going forward that is the um so i take it that that approach is um the approach of

[0:15:29] Voice 7: the committee executive committee

[0:15:31] Voice 10: that's my was my understanding and what's reflected in the minutes

[0:15:35] Voice 10: as well so okay thanks and i'm sorry i would

[0:15:42] Trustee Luckham: suggest that that is an acknowledgement um and

[0:15:45] Trustee Luckham: And so that language is reasonable to use, but not an in-depth analysis or response on the individual letters, I think.

[0:15:55] Voice 7: Okay.

[0:15:55] Voice 7: Because

[0:15:55] Trustee Luckham: there's a lot of detail in them.

[0:15:57] Trustee Luckham: Is that a reasonable understanding from the vice chairs?

[0:16:01] Trustee Luckham: Yeah.

[0:16:02] Trustee Luckham: Okay.

[0:16:07] Voice 6: Anybody else?

[0:16:09] Trustee Luckham: All right.

[0:16:10] Trustee Luckham: So thank you for that report.

[0:16:13] Trustee Luckham: So I'm going to go around the room here now.

[0:16:15] Trustee Luckham: now and uh the director of administrative services i didn't see julia on the line is she uh

[0:16:22] Trustee Luckham: with us today she

[0:16:24] Voice 7: she is not she's um huddled away working on the audit but uh certainly we

[0:16:31] Voice 7: could contact her if we needed to have something specific um there is um i did speak to you um

[0:16:39] Voice 7: earlier around some challenges in terms of having available staff in the unit

[0:16:45] Voice 7: to assist with the audit process.

[0:16:47] Voice 7: This is the hot audit process period of time.

[0:16:52] Voice 7: And as a result, Julia is taking on the groundwork associated with the audit process.

[0:17:01] Voice 7: As I understand it, our legal obligation to have our audit information passed by council

[0:17:08] Voice 7: and submitted is in September and we just traditionally have done it three months earlier

[0:17:15] Voice 7: coinciding with the release of the annual report and so forth and I believe at the next FPC there

[0:17:22] Voice 7: will be discussion of having us actually due to compressed time schedules move that to later in

[0:17:29] Voice 7: September and that that is personally perfectly reasonable but is not something we've done over

[0:17:34] Voice 7: over the last couple of years,

[0:17:36] Voice 7: but it looks like that's the approach that we've taken.

[0:17:40] Voice 7: So Will, you're on FPC,

[0:17:41] Voice 7: so you'll be able to hear that conversation.

[0:17:44] Voice 7: I think that's what she would say if she was here.

[0:17:46] Trustee Luckham: Okay, thank you, CEO Hasseltoye.

[0:17:48] Trustee Luckham: Let's go then to Director of Local Planning Services,

[0:17:52] Trustee Luckham: David Mahler, for your follow-up action list

[0:17:55] Trustee Luckham: and your report.

[0:17:58] Voice 1: Yeah, and good morning

[0:17:59] Voice 1: from Lugungwin territory here in Victoria.

[0:18:02] Voice 1: and the flop action list items that I have for you.

[0:18:06] Voice 1: So the first item is the report back to the executive

[0:18:12] Voice 1: on reducing projects, the pros and cons of reducing projects to one.

[0:18:17] Voice 1: So I'd like to bring that back to you at the May 24th meeting.

[0:18:20] Voice 1: So not today, but in a few weeks' time.

[0:18:24] Voice 1: Same goes for item two, the long-form prosecution.

[0:18:28] Voice 1: Warren is working on that and intends to have that to you for May 24th.

[0:18:32] Voice 1: Item 3, with respect to the communications, the news release went out on May 3, indicating high volumes and expected longer timelines to process them.

[0:18:47] Voice 1: and item number six um the director of administrative services would have some

[0:18:54] Voice 1: uh has some thoughts on this so i would like to delay responding to that until julia is available

[0:19:01] Voice 1: which would likely be at the next meeting and then we can respond to you fully on that one

[0:19:05] Voice 1: and that's that's it for the fall action list everything else is completed and i'm happy to

[0:19:11] Voice 1: give you a director's update as well okay

[0:19:15] Trustee Luckham: any questions at this time we'll go to the director's

[0:19:18] Trustee Luckham: update. Yeah, hard to see there, Sue Holland.

[0:19:22] Voice 3: I'm just holding up the news release about surge of

[0:19:25] Voice 3: development slows application time. I think it's

[0:19:27] Trustee Luckham: great. Thank you. Thank you. David Marlin, back to

[0:19:31] Trustee Luckham: you for your report.

[0:19:32] Voice 1: Okay, thank you. So just a very short update. The Biola Enforcement Officer

[0:19:38] Voice 1: competition has now closed. This is for the new position that council added to the budget for

[0:19:45] Voice 1: this fiscal. So we're in the process now of shortlisting, interviewing. So we're on target,

[0:19:51] Voice 1: hopefully we will have somebody by June which was the targeted time to start that position.

[0:19:58] Voice 1: Likewise, a freshwater co-op position that was added to assist with the grant work that needs

[0:20:07] Voice 1: to be done this year. So that is in the process of interviewing for that position and I'll be

[0:20:14] Voice 1: be joining them on that panel. So we'll see how that goes. Should be good. Regional Planning

[0:20:20] Voice 1: Committee is meeting next week, and they have three big topics that's going to take up the

[0:20:25] Voice 1: whole meeting. The first one is a presentation by Connex on the freshwater strategy. The second

[0:20:32] Voice 1: is presentation and discussion on the policy statement amendments. And then the third is

[0:20:38] Voice 1: is hopefully a final look at the fee bylaws and policies

[0:20:44] Voice 1: and then looking at an RFD on what to do with that work,

[0:20:49] Voice 1: send it to council for it would be the recommendation.

[0:20:53] Voice 1: Well, I'll also be providing the regional planning committee

[0:20:56] Voice 1: with a status update on the strategic plan items

[0:21:00] Voice 1: of trust council from last fiscal.

[0:21:02] Voice 1: So kind of like a close out for the ones that are done

[0:21:06] Voice 1: and next steps for those that still need some more work

[0:21:09] Voice 1: to be done. And for the new fiscal itemize the budgets, the status of where we're at

[0:21:16] Voice 1: with those, and when we expect to get any contracts for them through the year. And that

[0:21:22] Voice 1: is to allow us to not lose track of them. There is a lot of work for the Regional Planning

[0:21:26] Voice 1: Committee. So yeah, so that's the focus there. I'll also be providing a report on the status

[0:21:34] Voice 1: of the regional planning team projects.

[0:21:36] Voice 1: So we are tracking that,

[0:21:39] Voice 1: Heather's doing a really good job of project managing that

[0:21:43] Voice 1: and we will provide that report.

[0:21:46] Voice 1: And then from there,

[0:21:48] Voice 1: we'll bring that to the executive committee on the 24th

[0:21:50] Voice 1: and then to trust council to again, show what the work is.

[0:21:56] Voice 1: This is transitional work.

[0:21:58] Voice 1: We still have to develop the policy

[0:22:00] Voice 1: around what this committee sorry what this group should be working on and that work is underway

[0:22:09] Voice 1: there's no time on this coming regional planning committee agenda for them to actually get into

[0:22:16] Voice 1: any discussions about that so the next regional planning committee meeting will be dedicating

[0:22:20] Voice 1: communicating to the LPS renewal and the changes to policy that's required.

[0:22:29] Voice 1: The governance review has asked me to provide some substantive information on local planning

[0:22:35] Voice 1: services. My first look at that list of information suggests it could be about a day of my time

[0:22:43] Voice 1: to pull that together. So I'm going to be doing that in pieces over the next week or so

[0:22:50] Voice 1: and working with the CAO and providing the information as requested.

[0:22:55] Voice 1: And then just finally, as reported, application volumes are definitely up

[0:23:00] Voice 1: and staff are definitely feeling it, not just the planners,

[0:23:04] Voice 1: but the administrative staff as well that have to process the opening of those files,

[0:23:10] Voice 1: all of the work that they need to do administratively.

[0:23:13] Voice 1: The key thing, though, is that building permits are the largest increase,

[0:23:19] Voice 1: which is probably not a surprise but it's also a precursor of our other applications like

[0:23:25] Voice 1: development variance permits and development permits so when we get a referral for a building

[0:23:30] Voice 1: permit we'll identify to the landowner whether or not they need a variance or a development permit

[0:23:36] Voice 1: then if they go ahead down the road we'll end up getting one of those permits as well so that's

[0:23:42] Voice 1: just cautionary saying that down the road we can probably expect an increase in DVPs and development

[0:23:48] Voice 1: and permits as we go forward this year. Okay, that's it for my update, just if you have any

[0:23:55] Voice 1: questions I'll try and answer them and thank you for my time.

[0:23:58] Trustee Luckham: All right, everybody has a question,

[0:24:01] Trustee Luckham: so let's start Sue Ellen Fast, Laura Patrick, Dan Rogers.

[0:24:04] Voice 3: Yeah, a question for the planner,

[0:24:07] Voice 3: I'm just wondering if you have a sense of how much the surge in development applications and

[0:24:14] Voice 3: the work involved with that um how much of that is coming out of staff time that used to be used

[0:24:21] Voice 3: in traveling because planners used to do a lot more traveling and i'm just hoping that when we

[0:24:28] Voice 3: come to um more of a regular time that you're not caught in a trap yeah

[0:24:34] Voice 1: um the the probably is

[0:24:37] Voice 1: definitely some savings in um the staff time for traveling so they're able to put more time into

[0:24:44] Voice 1: to the applications yeah definitely um i don't have a really good sense of what that means

[0:24:52] Voice 1: because the the travel time depends a lot on whether or not the planner has to go beyond

[0:24:58] Voice 1: the regular work hours and so that varies by island and area and how we do it so yeah i can

[0:25:07] Voice 1: say that there's probably definitely there's definitely some savings there i don't know

[0:25:11] Voice 1: exactly what it would be right

[0:25:13] Voice 3: okay it's just when uh restrict travel restrictions lift um

[0:25:19] Voice 3: i just hope that it doesn't uh well you're not going to be surprised that's great okay thank you

[0:25:28] Voice 1: yeah thank you uh

[0:25:31] Voice 8: laura patrick my

[0:25:33] Trustee Patrick: questions in relation to um local trust committee's abilities

[0:25:37] Trustee Patrick: to prioritize applications as we now you know we're clearly going to be in a period where things

[0:25:42] Trustee Patrick: are really really busy at Salt Spring we had the conversation about prioritizing an application

[0:25:49] Trustee Patrick: and staff said we couldn't and then two days later on North Pender North Pender has a conversation

[0:25:54] Trustee Patrick: about prioritizing an application and staff goes sure so um I think we need some clarity on can we

[0:26:01] Trustee Patrick: or can we not or what should we and when can we because if we do have you know we're going to have

[0:26:07] Trustee Patrick: backlog of applications, how do we deal with the fact that some may have either community

[0:26:17] Trustee Patrick: impacts or could be very time sensitive due to whatever reasons? How can we go about having a

[0:26:26] Trustee Patrick: policy or do we have a policy on that?

[0:26:28] Voice 1: And we don't, so that's probably why you're getting the

[0:26:32] Voice 1: of mixed messages the um the the rule really is under the local government act that local

[0:26:40] Voice 1: trust committees have to consider any application that comes before them and that's really all it

[0:26:46] Voice 1: says it doesn't tell you time frames or anything like that and how you do it so you can't refuse

[0:26:52] Voice 1: an application so for example if you want to put a moratorium on that's probably not the right word

[0:26:58] Voice 1: if you wanted to prevent people from making applications what you'd probably say is that

[0:27:03] Voice 1: we're likely not going to process applications that conflict with this policy review or something

[0:27:10] Voice 1: like that in respect to what you're talking about which is to you know saying that we would like to

[0:27:15] Voice 1: put applications that have a certain interest to the community ahead of others I think by policy

[0:27:22] Voice 1: you could certainly do it and then we would you know we would have to have some clear

[0:27:28] Voice 1: communications to public on how that would happen but we don't have policy right now so that would

[0:27:35] Voice 1: be something that the Salt Spring Local Trust Committee could consider doing if they wanted to

[0:27:43] Voice 1: and I can talk to Stefan if that's conflicting with the advice that you've received from staff

[0:27:49] Voice 1: on Salt Spring there may be some nuances that are missing about what you're trying to do but

[0:27:54] Voice 1: But generally, there is some potential for the politicians to say that, as long as we're not completely shutting out other applications.

[0:28:03] Voice 1: So one of the side effects could be that development variance permits get delayed to the point where the applicant completely misses the summer building period, for example.

[0:28:13] Voice 1: example so it'd have to be considerate of that that you're not going to create um you know those

[0:28:19] Voice 1: hardships by delaying an application to a point where somebody's not going to be able to get any

[0:28:24] Voice 1: work done

[0:28:26] Trustee Patrick: well to me some of this is kind of all related because we talked about well you know the

[0:28:31] Trustee Patrick: rezoning applications that suck a lot of time you know how do we manage that flow versus you know

[0:28:37] Trustee Patrick: keeping keeping some things moving but anyway i think we're gonna have to talk you know because

[0:28:41] Trustee Patrick: because there will be issues where we're causing hardship

[0:28:48] Trustee Patrick: by not being able to process someone's application,

[0:28:52] Trustee Patrick: either a private versus even a community need.

[0:28:55] Trustee Patrick: Like we have a CRD project issue on North Pender

[0:28:59] Trustee Patrick: that's caught in the system.

[0:29:04] Trustee Patrick: Some

[0:29:04] Voice 1: local governments have policy

[0:29:07] Voice 1: that they're only going to accept one rezoning at a time,

[0:29:11] Voice 1: and then other ones will just have to wait until they've finished or got into a certain stage

[0:29:15] Voice 1: before they'll actually begin the next rezoning application. There's a way of

[0:29:20] Voice 1: one thing not allowing rezonings to take over their other work, such as variance permits or

[0:29:27] Voice 1: even proactive policy work. So there's things like that that you can consider.

[0:29:33] Voice 1: You have a development applications procedures bylaw. So the bylaw could also be used to

[0:29:39] Voice 1: provide some guidance as to what applications and what needs to be done for an application to

[0:29:47] Voice 1: move forward in a timely manner.

[0:29:53] Voice 8: Thank you, David. Dan Rogers.

[0:29:57] Voice 10: Thanks. I'm just going to

[0:29:59] Voice 10: raising it

[0:30:00] Voice 10: issue and then i'm going to suggest we probably i need to put it on another agenda but i i did i

[0:30:05] Voice 10: have been communicating with the director and about an issue that i have which is we get building

[0:30:10] Voice 10: permit referrals and occasionally a um uh a an actual archaeological site is located is noted

[0:30:21] Voice 10: as being on the property and because it's a building but all of our requirements are met

[0:30:27] Voice 10: is what steps should we be taking in terms of those

[0:30:30] Voice 10: as part of our reconciliation action plan.

[0:30:33] Voice 10: It was quite uncomfortable to see one come across

[0:30:35] Voice 10: in our local trust area that had an archaeological site

[0:30:39] Voice 10: and all we did was basically say

[0:30:42] Voice 10: they should be the standard language

[0:30:46] Voice 10: about the act and the province

[0:30:50] Voice 10: and that they need to do that.

[0:30:51] Voice 10: And I'm wondering if we should be doing more.

[0:30:53] Voice 10: So this is probably a bigger conversation,

[0:30:55] Voice 10: But then just today, but I am uncomfortable about it because I'm concerned we're going to end up in a scenario like Hornby and other places where we're looked to as part of a reconciliation plan of taking active steps.

[0:31:09] Voice 10: And while we don't have anything, our bylaws about it yet, I'm wondering if we should be doing referrals or notifying the local First Nation or something of that nature.

[0:31:20] Voice 10: So, but I think that's probably requires some consideration, probably not part of the conversation today, but I wanted to raise it for the EC and think that we should be discussing how that fits in with the senior government policy advisor and how our processes could adapt to that situation.

[0:31:43] Voice 10: situation, because I think it's going to arise further as we go forward. I'll put it on the

[0:31:51] Voice 10: Thank

[0:31:55] Trustee Luckham: you. If there's no further questions, we'll move on. Thank you, David, for your

[0:32:01] Trustee Luckham: full report. Thank you.

[0:32:04] Trustee Luckham: So next on my list is Director of Trust Area Services, Claire Frater.

[0:32:09] Trustee Luckham: Good morning, Claire. Just want to start off by thanking you and your team very much for all of

[0:32:14] Trustee Luckham: the work that's gone into getting the website live congratulations and also of course all of

[0:32:19] Trustee Luckham: the significant work and indeed very fine writing in the policy statement draft and certainly there's

[0:32:28] Trustee Luckham: lots of room for discussion and amendments there but just want to acknowledge that two pieces of

[0:32:34] Trustee Luckham: major work advanced to a significant stage thank you can't

[0:32:41] Voice 14: hear you thank you very much chair

[0:32:45] Voice 14: Chair Leckham. Yes, it does feel good to be on the other side at this point, although now we move

[0:32:50] Voice 14: into a different phase. But yes, thank you for that. And I'll pass along the thanks to my team.

[0:32:55] Voice 14: If I might, I'll step into just giving you an update on your follow-up action list here,

[0:32:59] Voice 14: which is to say not much has been, there is not much to update because of course our

[0:33:02] Voice 14: primary exclusive focus has been on those two giant initiatives. I can say that we did issue

[0:33:08] Voice 14: a news release around the surge in applications. So that has gone out. Other than that, we will

[0:33:14] Voice 14: We'll now be turning our mind back to some of these other items on your list as time

[0:33:17] Voice 14: permits here.

[0:33:19] Voice 14: I'm happy to take any questions.

[0:33:23] Trustee Luckham: Any questions?

[0:33:25] Trustee Luckham: No.

[0:33:27] Trustee Luckham: Okay.

[0:33:28] Voice 14: Okay.

[0:33:29] Voice 14: I could offer up a director's report if you like.

[0:33:32] Voice 8: Please.

[0:33:33] Voice 14: All right.

[0:33:33] Voice 14: So just to start off, to let you know about staffing, we're very pleased to have Vicky

[0:33:37] Voice 14: Swan back working with us and Erin Coulson remains with Islands Trust but working exclusively

[0:33:42] Voice 14: with Islands Trust Conservancy at this point.

[0:33:45] Voice 14: and next week will be Emily Kendi's last week who's been supporting us marvelously with the

[0:33:50] Voice 14: website project and so we're going to attempt to retain her on some kind of contract so she can be

[0:33:55] Voice 14: available with the more difficult any new page builds that we need or any staff training that

[0:33:59] Voice 14: might be needed down the line so I want to acknowledge the great communication support we

[0:34:05] Voice 14: have and in that vein I'm also working I've developed a draft job profile for the community

[0:34:11] Voice 14: community communication specialists that I hope to send into classification shortly

[0:34:15] Voice 14: so we can get moving on hiring for that role as well. Currently our program coordinator position

[0:34:21] Voice 14: is vacant and I'm anticipating that that job posting will be posted to the public service

[0:34:25] Voice 14: agency and our own website anytime. So I've posted it for two weeks so I'm hopeful I can

[0:34:31] Voice 14: have someone in place ideally you know mid to end of June if all going well. As you noted the

[0:34:37] Voice 14: website is launched so we're now still working towards working out bugs making changes requested

[0:34:43] Voice 14: by people who have now know now that it's live it's a different context so we're working through

[0:34:47] Voice 14: all of that and we're also moving into a training phase and also an implementation phase for staff

[0:34:53] Voice 14: in terms of how who's taking on what roles exactly what the protocols are going to be around

[0:34:58] Voice 14: removing documents and in what time frames and that sort of thing so there's a whole other phase

[0:35:03] Voice 14: to the project that we're still undertaking and we're also logging bigger initiatives that are

[0:35:07] Voice 14: going to need to take place sort of with new funding once we've got our feet under us with

[0:35:12] Voice 14: the new live site there's definitely some additional projects needed to make it work a

[0:35:16] Voice 14: little bit better there has been no strong we've had one negative email lots of you know passive

[0:35:22] Voice 14: or good emails and no uptick in calls to front desks at all so I think I take that as a good

[0:35:29] Voice 14: sign that the public is reading it enjoying it not having trouble with it generally um that said

[0:35:34] Voice 14: we haven't done this is the soft launch phase and we'll see what happens when we draw attention to

[0:35:38] Voice 14: it um but yes i was a bit surprised by the sort of calm reaction um i can let you know also uh we uh

[0:35:46] Voice 14: lisa wilcox and i as your senior intergovernmental policy advisor met with flinro staff on april

[0:35:53] Voice 14: 13th I believe to continue our crown land agreement discussions and at that meeting we

[0:35:59] Voice 14: had a representative from the archaeology bridge there to sort of formalize a relationship there

[0:36:05] Voice 14: she is now going to be our primary contact and she is prepared there's some changes happening

[0:36:09] Voice 14: with the data layers and so we're going to be arranging for her to come in and train our staff

[0:36:13] Voice 14: and we'll invite go and planners as well to understand that new data and I think that's

[0:36:17] Voice 14: going to be a great addition so beyond the crown land agreements outcome I think we're getting lots

[0:36:22] Voice 14: lots of those good other outcomes that we've been hoping for in terms of relationship building

[0:36:26] Voice 14: with provincial staff. So we'll keep you in the loop as that conversation continues. We also

[0:36:31] Voice 14: discussed the visual quality objectives for the Sunshine Coast at that meeting and a variety of

[0:36:35] Voice 14: other topics. We are now working towards a Trust Programs Committee agenda. Hard to believe

[0:36:41] Voice 14: I've got it due out now by Monday. Thanks to the committee for giving us an extension. Helps my

[0:36:46] Voice 14: week for sure. At that meeting, they'll be reconsidering the Secretariat Services

[0:36:50] Voice 14: services conversation and receiving a legal opinion and we'll of course be taking another

[0:36:55] Voice 14: look we are going to attempt to get a revised bylaw to them based on the conversations that

[0:37:01] Voice 14: were had at the last meeting and some of the feedback we've had from planners we think we

[0:37:05] Voice 14: can get you know of course we'll this is incremental amendments but we'll try and get

[0:37:09] Voice 14: some revisions in place for that meeting and then you would have that revised draft potentially at

[0:37:14] Voice 14: your next meeting as well also the annual report is another major initiative underway for trust

[0:37:20] Voice 14: services we're working hard um to get that to trust council um as you know um yeah so we're

[0:37:27] Voice 14: working to the regular time frames um so we'll get that in place i'm going to turn my mind to

[0:37:31] Voice 14: trying to get the oil spill session um organized for trust council if that's something you still

[0:37:36] Voice 14: desire um i know the staff over at coast guard have been focused on an upcoming exercise that's

[0:37:40] Voice 14: on your agenda today as a late item um so it felt both between my workload and i know that they're

[0:37:45] Voice 14: are all focused on that that we've just delayed reaching out. Just another note we had been

[0:37:51] Voice 14: looking towards eliminating the grants manager position and I'm delaying any changes there

[0:37:54] Voice 14: because of course grants management is up significantly in this year where there's lots

[0:37:59] Voice 14: of money coming in so we're just sort of cobbling along with Mike Richards assisting primarily with

[0:38:05] Voice 14: grants management but also stepping in to assist with things like coordination of the annual report

[0:38:08] Voice 14: for our team and stepping in as needed just on various odd jobs. And then of course the very

[0:38:14] Voice 14: major continuing project is policy statement drafting and amendments and preparing to support

[0:38:20] Voice 14: committees in the various presentations we're going to be making and also this morning

[0:38:25] Voice 14: our senior policy advisor and senior intergovernmental policy advisor are meeting

[0:38:31] Voice 14: with wasonic leadership council to talk through that first draft and those meetings with first

[0:38:37] Voice 14: nations are continuing and active the other phase that we're moving into now is on the assumption

[0:38:42] Voice 14: that we might get to a first reading is preparing for the referral process and we're going to be

[0:38:47] Voice 14: working with jazz chonk from the southern planning team is going to be coming over to assist us and

[0:38:51] Voice 14: it's going to get backfilled for some of her duties to work with us to prepare because there's

[0:38:56] Voice 14: 100 different referrals that need to happen and we need some of that administrative expertise

[0:38:59] Voice 14: on making that flow smoothly so that we can try and get all responses in within the 90 days

[0:39:04] Voice 14: to keep keep our time frames intact so those are the highlights there's a lot of other things going

[0:39:10] Voice 14: going on below the surface here,

[0:39:12] Voice 14: but thought those were the highlights

[0:39:14] Voice 14: that might interest you.

[0:39:16] Voice 14: I'd be happy to take any questions.

[0:39:19] Voice 8: Any questions, Dan Rogers.

[0:39:25] Voice 10: So, hi, Claire.

[0:39:27] Voice 10: Is the VQO, that's hard to say this morning,

[0:39:35] Voice 10: is that gonna be in your bailiwick

[0:39:38] Voice 10: or is that somewhere else?

[0:39:42] Voice 14: I understand Director Marler reached out to staff and secured an extension,

[0:39:46] Voice 14: along with the non-profits that had been asking, there is an extension and there will be referrals

[0:39:50] Voice 14: coming through a special local government consultation process. So at this point,

[0:39:54] Voice 14: I consider it to be with Director Marler.

[0:39:56] Voice 10: Okay, thank you. That's where I thought it was. I just

[0:39:58] Voice 10: wanted to be clear. I was interested to hear you.

[0:40:01] Voice 1: Yeah, and if I may, through the chair, just

[0:40:03] Voice 1: a comment there. Yeah, they're not going to grant an extension, but they are going to have a second

[0:40:10] Voice 1: round of um uh consultation with local governments that they missed uh the first time around so they

[0:40:18] Voice 1: admitted that they made that mistake so there will be an opportunity for local governments to um

[0:40:23] Voice 1: to comment yeah

[0:40:24] Voice 10: which was all of them by the way um uh so okay thank you yes okay i just wanted to

[0:40:32] Voice 10: know who i should keep in touch with or ask i'll ask director marler um my other question i guess

[0:40:39] Voice 10: this is for the chair and I have some thoughts and comments related to the scheduling of the

[0:40:47] Voice 10: trust policy statement discussion etc etc do you want to have that now or when that comes up on the

[0:40:52] Voice 10: agenda if

[0:40:54] Voice 14: I might we won't have our two policy advisors with us until after lunch I had wondered

[0:41:00] Voice 14: I was trying to pop up during your amendment of our adoption of the agenda just to mention that

[0:41:05] Voice 14: it might be beneficial to wait and I think they'd appreciate being involved in that discussion so I

[0:41:09] Voice 14: I think if I

[0:41:09] Voice 14: could postpone it, I would recommend that.

[0:41:11] Voice 6: That's fine.

[0:41:13] Trustee Luckham: Yeah, I was considering picking up that conversation fresh

[0:41:18] Trustee Luckham: when we come back from lunch.

[0:41:20] Trustee Luckham: So let's see how we progress here

[0:41:23] Trustee Luckham: through the remaining hour and 12 minutes before we recess.

[0:41:27] Trustee Luckham: So thank you for that.

[0:41:29] Trustee Luckham: Any other questions?

[0:41:32] Trustee Luckham: Not seeing any, maybe I'll just ask a quick question, Claire.

[0:41:35] Trustee Luckham: Blair. Thank you for the sort of brief account of what's happened since the launch of the website.

[0:41:46] Trustee Luckham: And I do wonder, at this point, do you have some of the Google Analytics that shows the number of

[0:41:54] Trustee Luckham: of landings on the homepage which may or may not indicate um uh the interest that has been

[0:42:05] Trustee Luckham: generated do we have any analytics on number of hits on the website since it's been updated we

[0:42:12] Voice 14: can likely generate that i have not asked for it at this point we're still in we're still in my

[0:42:15] Voice 14: mind in a building phase in the soft launch phase but no i couldn't speak to that i expect traffic

[0:42:19] Voice 14: has remained similar um but we could certainly find out yeah i could find that

[0:42:25] Voice 14: out yeah so it

[0:42:28] Trustee Luckham: would be uh obviously that data isn't lost it's accumulated by the google analytics people um but

[0:42:35] Trustee Luckham: it would be good to be cognizant of what the uh levels were pre-soft launch and then um at full

[0:42:44] Trustee Luckham: launch to see what those changes um looked like and hopefully it is generating some fresh interest

[0:42:51] Trustee Luckham: and and maybe some depths of browsing that information would all be good to know because

[0:42:57] Trustee Luckham: there's certainly pockets of information that may not have been apparent to browsers before so

[0:43:06] Trustee Luckham: I'm looking forward to seeing what the genuine interest is so anyway that's great anything else

[0:43:15] Trustee Luckham: otherwise so chair the vice chair fast yeah

[0:43:19] Voice 3: just a quick note to say I was really pleased to see

[0:43:23] Voice 3: the islands trust conservancy included in the surge of development applications just more

[0:43:28] Voice 3: integration of the conservancy into the trust communications great thank you thank you for that

[0:43:35] Voice 3: feedback okay

[0:43:37] Trustee Luckham: is that it for you or are you going to move into your report you've done your report

[0:43:43] Trustee Luckham: as well now okay so thank you uh uh claire thank you now go to um legislative service manager

[0:43:54] Trustee Luckham: carmen teal um do you have anything to report today yeah

[0:43:59] Voice 11: just a couple of short things good

[0:44:00] Voice 11: morning everyone so i'm working on policy updates for the june trust council meeting and that'll

[0:44:06] Voice 11: include the policies on council committees the three policies on legal services and some tweaking

[0:44:13] Voice 11: of the LTC correspondence handling. So I think that covers most of the FUAL stuff there. And

[0:44:22] Voice 11: Julia intends to address the financial policies on the fuel for the September meeting.

[0:44:28] Voice 11: So just a little report. I've joined many other staff in reviewing webpages and forms for the

[0:44:37] Voice 11: new website in time for the launch. And I was reading with interest in the Times Colonist

[0:44:43] Voice 11: that Qualicum Beach is being swamped with FOI requests over the past 18 months and of course

[0:44:49] Voice 11: that's our experience as well as other municipalities on the island. So to date we've

[0:44:55] Voice 11: received nine FOI requests this year mostly from Salt Spring whereas last year we had seven at this

[0:45:03] Voice 11: time and the year before that there were three so I'd say we're exponentially going up in receipt

[0:45:10] Voice 11: of FOI as well and that's all I intend to cover today.

[0:45:19] Trustee Luckham: Now is that me having a music interlude

[0:45:22] Trustee Luckham: or somebody else?

[0:45:25] Voice 3: I heard a little sound.

[0:45:27] Trustee Luckham: Oh well I'll have to figure out what's going on there.

[0:45:34] Trustee Luckham: It's definitely me. Okay sorry for that. I'll just continue on and I'll figure out where that's

[0:45:42] Trustee Luckham: coming from um so thank you Carmen uh let's go now oh

[0:45:50] Voice 3: can I ask a question yes

[0:45:53] Trustee Luckham: please go ahead

[0:45:53] Trustee Luckham: um

[0:45:54] Voice 3: I'm just interested in the FOI requests and the exponential um rise there uh Qualicum Beach

[0:46:02] Voice 3: and uh do we know if this is happening across local governments or is it local to the um I'm

[0:46:10] Voice 11: not really sure

[0:46:11] Voice 11: the the article in the times colin is focused on vancouver island starting off with

[0:46:16] Voice 11: qualicum beach and then mentioning some other municipalities that have also experienced the

[0:46:21] Voice 11: same thing so i

[0:46:22] Voice 11: guess we're right in line with what some others on the island in any case are

[0:46:27] Voice 11: going through right

[0:46:28] Voice 3: wow because i just know they take a lot of time okay thank you yes okay thank

[0:46:37] Trustee Luckham: you for that little disturbance there for some reason i started getting music but it's because

[0:46:42] Trustee Luckham: because an appointment time arrived.

[0:46:46] Trustee Luckham: Anyway, not my problem.

[0:46:51] Trustee Luckham: Any other questions?

[0:46:55] Trustee Luckham: No.

[0:46:55] Trustee Luckham: All right, so let us move along then

[0:46:58] Trustee Luckham: to the local trust committee vice chair updates.

[0:47:02] Trustee Luckham: What's happening on your LTC committees

[0:47:04] Trustee Luckham: that you're chairing.

[0:47:07] Trustee Luckham: And I'm gonna start off with the vice chair pass

[0:47:11] Trustee Luckham: because she's at the top of my screen here today.

[0:47:14] Trustee Luckham: Okay,

[0:47:15] Voice 3: I'll just report quickly. I have Denman local trust committee met yesterday. And it was a quiet meeting, especially compared to the previous, the March meeting had four delegations and a whole group of speakers.

[0:47:30] Voice 3: speakers. This one was quiet with no delegations and no town hall speakers. So we advance things

[0:47:40] Voice 3: along. The highlights are that, okay, I'll skip that part and come back to that later. We submitted

[0:47:52] Voice 3: a, well, staff submitted a grant application for the farm plan on Denman, which has been a top

[0:48:00] Voice 3: priority for a while so this is great to submit the grant. We are trying to advance affordable

[0:48:11] Voice 3: housing issue and so that we asked staff to prepare a business case for an LUB and OCP review

[0:48:19] Voice 3: focused on affordable and attainable housing with equity diversity and inclusion and nature in it so

[0:48:26] Voice 3: So it was interesting.

[0:48:28] Voice 3: And also to prepare a discussion paper

[0:48:32] Voice 3: to list and analyze the options

[0:48:33] Voice 3: to facilitate more affordable housing,

[0:48:36] Voice 3: including what works best across the trust area.

[0:48:39] Voice 3: So this might go to the region.

[0:48:41] Voice 3: We just thought, why do something just for Denman?

[0:48:45] Voice 3: So we'll see what comes back from that.

[0:48:48] Voice 3: So both trustees, Denman,

[0:48:50] Voice 3: are looking further abroad than just their island,

[0:48:52] Voice 3: which is interesting.

[0:48:53] Voice 3: And I wanted to mention that

[0:48:55] Voice 3: at the meeting instead of a because we didn't have an island stress conservancy report on the agenda

[0:49:02] Voice 3: i had included um the uh heron newsletter the new version of the um heron newsletter and just gave

[0:49:12] Voice 3: me my report from that and both trustees um liked it better and they suggested we do that all the

[0:49:18] Voice 3: time so just uh um in case that's useful to other um uh chairs thank you that's my report

[0:49:30] Trustee Luckham: I'm sure okay thank you Vice Chair that's an interesting thought um I wonder whether there's

[0:49:36] Trustee Luckham: some labor savings there one suggestion might be to not use the report that is generated

[0:49:42] Trustee Luckham: specifically for LTCs if we're just going to use the newsletter but you can obviously take that

[0:49:47] Trustee Luckham: back to the Conservancy go ahead yes

[0:49:51] Voice 3: I was going

[0:49:51] Trustee Luckham: to say that

[0:49:52] Voice 3: now uh that the heron is coming out

[0:49:55] Voice 3: out more frequently. It's shorter, but it's coming out more

[0:49:59] Voice 3: frequently. And, and I was able to refer to it and the public

[0:50:06] Voice 3: that was watching was able to refer to it too. So for example,

[0:50:12] Voice 3: the 30 nature reserves in 30 years, Kate Emmings profile,

[0:50:17] Voice 3: which was sort of the history of staffing, kind of what what was

[0:50:21] Voice 3: going on behind the scenes um and uh species at risk profile the sharp-tailed snake that was

[0:50:28] Voice 3: interesting to um trustees and they looked at it so i'll bring it up with the conservancy perfect

[0:50:37] Trustee Luckham: okay thank you uh any other questions otherwise let's keep go around the table vice chair patrick

[0:50:46] Trustee Patrick: hello hello um seems like i've been a busy busy time since last wednesday north pender met on

[0:50:54] Trustee Patrick: On Thursday, we had an interesting element of the meeting

[0:51:01] Trustee Patrick: where as they're going through the land use bylaw review process,

[0:51:07] Trustee Patrick: agriculture is one of those areas that's being looked at.

[0:51:11] Trustee Patrick: And they assembled an agricultural advisory planning commission

[0:51:16] Trustee Patrick: that has, I think, more PhDs and qualified agrologists

[0:51:22] Trustee Patrick: than any organization in bc and they are amazingly dedicated produced a report that was

[0:51:31] Trustee Patrick: 100 plus pages long and incredible high quality work so part of the meeting was an open discussion

[0:51:42] Trustee Patrick: with two members of the aapc and the trustees about the report and sort of under you know

[0:51:47] Trustee Patrick: digging into understanding the advice as to as to as to kind of where to go next and um um and

[0:52:01] Trustee Patrick: um kind of left it with the they have some some work they're going to start drafting some bylaws

[0:52:06] Trustee Patrick: but they wanted to carry on the conversation and um trustees are encouraging staff to have

[0:52:12] Trustee Patrick: some of the direct conversation with this this group as well as it leads me to an interesting

[0:52:17] Trustee Patrick: I should be saying for you, Director Mardler, to look at, because I know I've had that conversation

[0:52:23] Trustee Patrick: with our local staff here on Salt Spring, too, about having some direct conversations with some

[0:52:30] Trustee Patrick: of these advisory bodies. And, you know, there's, they're feeling that there's kind of a line,

[0:52:36] Trustee Patrick: but I came across as working on the equity, diversity and inclusion. I know that the

[0:52:41] Trustee Patrick: Canadian Planners Association is just sort of in a process of getting going on that.

[0:52:45] Trustee Patrick: but the American ones have already produced a report and I'll send you a link because it's

[0:52:51] Trustee Patrick: it's fabulous it's worth reading and it's probably I have a feeling the Canadians are

[0:52:57] Trustee Patrick: probably going to end up copying it and Canadianizing it to some some extent but it

[0:53:03] Trustee Patrick: has a section in there about building trust and building that relationship with the community

[0:53:07] Trustee Patrick: about the staff also having you know creating these relationships and being seen and out there

[0:53:12] Trustee Patrick: so I just it was interesting because that's where my mind went and that's where I know

[0:53:17] Trustee Patrick: the north pender trustees went other than that for applications still processing short-term

[0:53:23] Trustee Patrick: vacation rentals as always in one development variance permit the helicopter issue carries

[0:53:32] Trustee Patrick: carries on and I think we'll be continuing some pressure on looking at helicopters more

[0:53:38] Trustee Patrick: more holistically, not just this particular incident here on North Tender, but recognizing

[0:53:45] Trustee Patrick: that as more and more wealthy people seek our region for housing, that there may be more and

[0:53:53] Trustee Patrick: more helicopters being used. So it's something that we're going to need to pay attention to and

[0:53:58] Trustee Patrick: and look at from an area wide basis,

[0:54:01] Trustee Patrick: not just individual house after house.

[0:54:08] Trustee Patrick: The Southern Gulf Island Forum met on Friday,

[0:54:17] Trustee Patrick: just continuing to work on the terms of reference.

[0:54:19] Trustee Patrick: The one thing I had pointed out that was missing

[0:54:21] Trustee Patrick: cause they kind of built it on the house on forum

[0:54:24] Trustee Patrick: is still sort of the majority

[0:54:25] Trustee Patrick: of what the terms of reference looks like.

[0:54:27] Trustee Patrick: but I did point out that sort of the equity diversity and inclusion language that we're

[0:54:33] Trustee Patrick: looking for today was just not really in in play at the time when the house sounds so that

[0:54:38] Trustee Patrick: everybody agreed and that we need to add a bit more clarity and make sure that that's a very

[0:54:44] Trustee Patrick: important piece to that I'll share if you haven't seen the report I'll share the report it's a it's

[0:54:50] Trustee Patrick: It's a pretty cool report that was created with a graphic artist that was present with

[0:55:00] Trustee Patrick: us as we went through our inaugural meeting and that report is out there and it's a beautiful

[0:55:05] Trustee Patrick: piece of work to look at how the words and the art are all pulled together into this

[0:55:09] Trustee Patrick: report.

[0:55:10] Trustee Patrick: I don't know why Dan Rogers didn't receive an invite and I'll follow up on that because

[0:55:15] Trustee Patrick: we did raise that in the inaugural meeting and no one objected to Dan being part of the

[0:55:19] Trustee Patrick: the group and then he didn't get an invite to friday's meeting

[0:55:22] Trustee Patrick: so we'll um we'll find out

[0:55:24] Trustee Patrick: what's going on with that it's basically adam's office that is uh managing that group and oh they

[0:55:31] Trustee Patrick: talk issues of what issues are going to work on and i can tell you there were some trustees that

[0:55:35] Trustee Patrick: put a lot of pressure on water being an issue that they wanted this group to deal with and i

[0:55:40] Trustee Patrick: kind of feel that it's stemming from the draft um policy statement that was um encouraging the

[0:55:46] Trustee Patrick: the conversation to be brought forward for water.

[0:55:48] Trustee Patrick: So we'll know more as we dive into defining the work.

[0:55:54] Trustee Patrick: That's my report.

[0:55:57] Voice 8: Very good, thank you, Vice Chair Patrick.

[0:55:59] Voice 8: Vice Chair Rogers.

[0:56:03] Voice 10: Thanks, I've had no LTC meetings, I have them next week.

[0:56:08] Voice 10: Just lots and lots of correspondence

[0:56:10] Voice 10: all around affordable housing mostly.

[0:56:14] Voice 10: I do have, as you all know,

[0:56:16] Voice 10: I have the meeting with the short-term rental group today,

[0:56:20] Voice 10: which hopefully I'll be able to make part of.

[0:56:24] Voice 10: So other than that, I don't have anything to report.

[0:56:32] Trustee Luckham: Okay. Thank you, Dan.

[0:56:35] Trustee Luckham: So from my own LTCs,

[0:56:42] Trustee Luckham: we have, since my last report,

[0:56:47] Trustee Luckham: I've only attended Trust Programs Committee on Monday

[0:56:51] Trustee Luckham: And that was a good conversation around the policy statement activity, further work there.

[0:57:02] Trustee Luckham: I want to acknowledge Chair Morrison's work in keeping that conversation going and facilitating that.

[0:57:12] Trustee Luckham: And so we're also going to have a conversation here a little later with respect to that.

[0:57:18] Trustee Luckham: But I think that conversation went well.

[0:57:21] Trustee Luckham: um so um that's good um yeah everything from helicopters to oil tankers transiting um

[0:57:31] Trustee Luckham: active pass um of course we were late being advised that a tanker had

[0:57:39] Trustee Luckham: transited active pass but as soon as we were alerted to it i had certainly responded reaching

[0:57:46] Trustee Luckham: out to the Pacific Kevin Obermeyer and indeed had a response back from him

[0:57:55] Trustee Luckham: pretty promptly and commitment from him that anytime that if we need to reach

[0:58:02] Trustee Luckham: out or have any comment about anything going on that he will definitely be

[0:58:06] Trustee Luckham: responding in a prompt fashion to the chair of the Islands Trust and so as you

[0:58:15] Trustee Luckham: you saw in items that I circulated, the Pacific pilots have acknowledged that that's less

[0:58:24] Trustee Luckham: than desirable for those vessels to transit there, but is within their right to do so

[0:58:30] Trustee Luckham: if necessary. And so that's all of this stuff associated with vessel traffic in the trust

[0:58:38] Trustee Luckham: area. And I'm very pleased to see that paragraph in the new policy statement to put that back.

[0:58:42] Trustee Luckham: and so we'll see how that all unfolds. I think that's enough for me. I could talk

[0:58:50] Trustee Luckham: forever if I wanted to. But anyway, Vice Chair Paas, any questions?

[0:58:54] Voice 3: Yeah, thank you Peter and

[0:58:56] Voice 3: I'm really glad that the, I'm speaking to the oil tanker active Paas and the pilots having a,

[0:59:06] Voice 3: um i forget what it's called but anyway the the they're going to make a rule and um i think that's

[0:59:14] Voice 3: a really great outcome well done and uh i just wanted to uh flag the um uh social media this is

[0:59:21] Voice 3: from me me just watching twitter uh in the middle of the night and um uh i have a couple of follow-up

[0:59:30] Voice 3: questions we don't we see media clippings that come from uh newspapers and stuff and at some time

[0:59:35] Voice 3: we might want to talk about how do we see what uh how the island's trust is being mentioned in um

[0:59:43] Voice 3: social media because lots of us get most of our news from that and um then uh peter this is more

[0:59:52] Voice 3: for you do you want me to message that fellow and ask him to contact you directly next time he's got

[0:59:57] Voice 3: see something like this or

[0:59:59] Voice 3: Or.

[1:00:00] Voice 3: you know, there's sort of stewardship links. It's not just all outreach that we can do with social

[1:00:06] Voice 3: media as this exemplifies. So it doesn't need to be now. It can be, I'll follow up with you later,

[1:00:11] Voice 3: Peter, but I just wanted to flag social media as becoming a real media. And maybe we need to keep

[1:00:19] Voice 3: our finger on the pulse or not. But anyway, it worked this way and well done. I think that's

[1:00:27] Voice 3: great outcome thank you. Well

[1:00:29] Trustee Luckham: sure thank you for that opportunity to that question Vice Chair Fast.

[1:00:36] Trustee Luckham: Certainly if there's any issue of any description with anything tankers forestry

[1:00:44] Trustee Luckham: whatever the chair's phone number is publicly listed and if a response from you know is

[1:00:54] Trustee Luckham: even if a response is or is not necessary from the Allen's Trust, is certainly helpful to be

[1:01:00] Trustee Luckham: informed. And that, you know, posting something on social media is a happen, it's like broadcast

[1:01:11] Trustee Luckham: feeding or seeding. There's no real opportunity for anybody in any place or position of authority

[1:01:19] Trustee Luckham: authority to take it up and intervene. So if there's an issue, certainly I welcome those

[1:01:26] Trustee Luckham: calls. I get them. I answer my phone, not 24-7, but seven days a week I answer my phone,

[1:01:32] Trustee Luckham: because if somebody's calling the Chair of the Alliance Trust, I think it's important.

[1:01:36] Trustee Luckham: I'm not browsing Twitter in my spare time. And indeed, the response from Kevin Obermeyer was

[1:01:46] Trustee Luckham: a very kind he responded immediately recognizing that if I was calling him

[1:01:52] Trustee Luckham: there must be something up and and and indeed he was prepared with an answer

[1:01:58] Trustee Luckham: for that so yeah I you know I'm gonna say a self-appointed marine response

[1:02:07] Trustee Luckham: agent in the Gulf Islands on the top of his list should be the island's trust

[1:02:12] Trustee Luckham: chair's phone number I appreciate getting those calls great

[1:02:15] Voice 3: I'll let him know thank you thank you

[1:02:19] Trustee Luckham: um I think that was it for vice chair updates um yep and so now I'm gonna go to just ask is there

[1:02:31] Trustee Luckham: any other updates uh uh our representative on the on stress conservancy uh any update there uh vice

[1:02:39] Trustee Luckham: chair fast no

[1:02:40] Voice 3: i just kind of gave it about that the heron bit we haven't met we won't meet for

[1:02:44] Voice 3: two weeks thank you thank

[1:02:45] Trustee Luckham: you very much so um if it's all right we're at 10 o'clock we'll proceed

[1:02:51] Trustee Luckham: till 11 uh for our scheduled break and then we'll pick up the rest of the agenda at noon um and that

[1:02:58] Trustee Luckham: is because uh vice chair fast who's uh standing in for me on short-term rental uh committee with

[1:03:04] Trustee Luckham: the province needs to attend that but also needs to participate in the conversation here at executive

[1:03:09] Trustee Luckham: committee today those conflicts don't arise very often but they have arisen today and so we're

[1:03:14] Trustee Luckham: going to facilitate that conversation unfolding so

[1:03:18] Voice 7: mr chair yes

[1:03:19] Trustee Luckham: sir is

[1:03:20] Voice 7: that lunch then yes

[1:03:23] Voice 7: so lunch is 11 till 12

[1:03:25] Trustee Luckham: yeah is that all right yep

[1:03:29] Voice 7: we'll just make sure that uh um staff adjust

[1:03:31] Voice 7: accordingly yeah

[1:03:33] Trustee Luckham: okay that was my

[1:03:34] Trustee Luckham: presumption that that was an early

[1:03:36] Trustee Luckham: lunch i think that was the

[1:03:37] Trustee Luckham: a proposal that came forward okay so

[1:03:40] Trustee Luckham: early lunch 11 to 12 and then we'll reconvene at 12 and pick

[1:03:43] Trustee Luckham: up uh everything else and i appreciate uh your flexibility and your staff's flexibility not at

[1:03:49] Voice 7: all uh

[1:03:49] Trustee Luckham: helping us with that these conflicts don't arise often uh this is an important meeting which

[1:03:55] Trustee Luckham: i used to sit on and uh vice chair asked us or vice chair rogers has stepped up for me and i

[1:04:01] Trustee Luckham: i totally appreciate that and appreciate that his participation in this committee meeting is also

[1:04:06] Trustee Luckham: very important. So let us go to bylaws for approval and consideration then and

[1:04:11] Trustee Luckham: we have long awaited Theta Sound Local Trust Committee bylaw 108 and 109 which

[1:04:17] Trustee Luckham: are our area regulation amendments and I'm going to turn to the chair of the

[1:04:24] Trustee Luckham: Theta Sound Local Trust Committee to introduce those if we need any remarks

[1:04:29] Trustee Luckham: and staff at all be up to you to direct that otherwise be happy to see some

[1:04:35] Trustee Luckham: emotions it

[1:04:36] Trustee Patrick: wasn't long waited for me at

[1:04:38] Trustee Luckham: all you guys

[1:04:38] Trustee Patrick: went through record speed since i only got

[1:04:40] Trustee Patrick: involved in it just over a couple years ago so uh but i do know it has a long history before i'm in

[1:04:50] Trustee Patrick: i'm here so the next two bylaws from thetis are uh the repairing area area repairing area area area

[1:04:57] Trustee Patrick: yeah one of those areas um and uh that's what this is all about so um it is a it's a unique

[1:05:05] Trustee Patrick: situation on thetis in that it's uh it is all within one strata subdivision and um that is

[1:05:13] Trustee Patrick: affected um by this uh this this bylaw so it's a bit that's that's really the only oddity to oddity

[1:05:20] Trustee Patrick: uniqueness to this one so uh i don't know if anyone has any questions i'll just put the motion

[1:05:26] Trustee Patrick: on the floor and uh if anyone has needs more information um unless david did you have anything

[1:05:32] Trustee Patrick: you wanted to add uh

[1:05:35] Voice 1: nothing to add you've covered it thank you yes

[1:05:38] Trustee Patrick: it's a long story apparently

[1:05:40] Trustee Patrick: um okay i move that the islands trust executive committee approved the thetis island local trust

[1:05:46] Trustee Patrick: committee bylaw number 108 cited as thetis island official community plan 2011 amendment number 1

[1:05:53] Trustee Patrick: 2020 in accordance with Section 27 of the Islands Trust Act.

[1:05:59] Trustee Luckham: Seconded by Vice Chair Rogers. Thank you, Vice Chair Rogers.

[1:06:02] Trustee Luckham: Anybody wish to speak to the motion? No?

[1:06:06] Trustee Luckham: I'll just note Sue French and I, I think,

[1:06:11] Trustee Luckham: embarked upon this journey way back, must be

[1:06:14] Trustee Luckham: 12 years ago, and I know that she'll be glad to know that this work is

[1:06:18] Trustee Luckham: completed, so thank the Executive Committee for reviewing it today.

[1:06:22] Trustee Luckham: Okay, if there's no discussion, I'll call for the vote.

[1:06:25] Trustee Luckham: All those in favor?

[1:06:27] Trustee Luckham: Any opposed?

[1:06:28] Trustee Luckham: Thank you very much.

[1:06:30] Trustee Luckham: Back to you.

[1:06:31] Trustee Patrick: And this is

[1:06:32] Trustee Luckham: the land use

[1:06:33] Trustee Patrick: by-law complimentary by-law

[1:06:36] Trustee Patrick: for the riparian area.

[1:06:39] Trustee Patrick: And I'll move that the island's trust executive committee

[1:06:42] Trustee Patrick: approve the Thetis Island Local Trust Committee

[1:06:44] Trustee Patrick: by-law number 109, cited as the Thetis Island

[1:06:47] Trustee Patrick: land use by-law 2011, amendment number 1, 2020

[1:06:51] Trustee Patrick: 20 in accordance with section 27 of the islands trust act thank

[1:06:54] Voice 8: you to the secondary

[1:06:55] Trustee Luckham: and uh

[1:06:57] Trustee Luckham: sue ellen fast thank you and uh and anybody wish to speak to it then i'll call for the vote all

[1:07:06] Trustee Luckham: those in favor that carries unanimously i'm so very grateful thank you um let us continue then

[1:07:16] Trustee Luckham: that's those two bylaws so trust council meeting preparation we I'll turn to the CAO to introduce

[1:07:26] Trustee Luckham: this but we have a schedule in front of us as well as a couple of other items well thank you

[1:07:34] Voice 7: Mr. Chair and this is some early review of the upcoming June agenda for your consideration

[1:07:43] Voice 7: you know we identify some broad themes looking at any recommendations out of last trust council

[1:07:49] Voice 7: to amend the schedule in some way to be as effective as possible what you're seeing is

[1:07:55] Voice 7: we've had as you know i think each one of our trust council zoom sessions has been different

[1:08:02] Voice 7: and this is we generally start with this format and that's the three-day format

[1:08:08] Voice 7: Matt you'll recall we had a different we utilized Monday for the March session but we were building

[1:08:16] Voice 7: in a full day of policy statement work so here this is just a for your consideration we know that

[1:08:24] Voice 7: the notion of the policy statement discussion and the first reading of that bylaw may or may

[1:08:30] Voice 7: may not be appropriate for an hour-long discussion on the Wednesday.

[1:08:37] Voice 7: And I think coming out of the initial policy statement discussion,

[1:08:40] Voice 7: there was interest in having more time.

[1:08:45] Voice 7: You know, I know Claire's on the call.

[1:08:47] Voice 7: She might want to join in at some point here.

[1:08:49] Voice 7: And I know some of the trustees wish to have some thoughts around that,

[1:08:55] Voice 7: that whether uh that full discussion is held within this the policy statements discussion

[1:09:03] Voice 7: is held here or it's delayed somewhat and there's a another meeting relieving pressure on this

[1:09:08] Voice 7: meeting um at this point i don't think we have specific clarity there um otherwise it's over to

[1:09:16] Voice 7: you to see that do you want to go with the uh the three-day schedule and having a half day on the

[1:09:23] Voice 7: the Tuesday and a um the delegations and town hall in the evening and then proceeding apace

[1:09:30] Voice 7: um I think certainly we'd be able to get all of the the work that's um identified into this

[1:09:36] Voice 7: schedule and perhaps even less but it would uh I think the the policy statement question will be

[1:09:41] Voice 7: one of the drivers so with that Mr. Chair it's it's really over to EC to um see if is this

[1:09:47] Voice 7: is comfortable or are there some amendments okay

[1:09:51] Trustee Luckham: well thank you uh for this work and uh i'll go to

[1:09:55] Trustee Luckham: vice chair fast or patrick is the first hand i see yeah

[1:09:59] Trustee Patrick: yeah um the delegations in town hall i

[1:10:02] Trustee Patrick: thought we were going to try to move it off a meeting day like the night before like the monday

[1:10:06] Trustee Patrick: evening and the other thing is i i like that we have the distinct times we have delegations we

[1:10:13] Trustee Patrick: have time hall but i think we need to be prepared if we're going to if we're going to publicize

[1:10:18] Trustee Patrick: those times that um if you know if we end up with only two delegations uh if we if we publicize a

[1:10:24] Trustee Patrick: town hall start of eight then we're gonna have to we should wait till eight um you know we need to

[1:10:29] Trustee Patrick: be firm on those dates now with the virtual because i um i think that would be important

[1:10:33] Trustee Patrick: but i would look at moving that to the night before okay

[1:10:44] Voice 8: uh vice chair fast yeah

[1:10:48] Voice 3: just to note

[1:10:48] Voice 3: I'm I'm looking at a news release that says featured sessions delegations in

[1:10:55] Voice 3: town hall scheduled Tuesday June the 8th beginning at 7 so it's already gone out

[1:10:59] Voice 3: to the public that it will be Tuesday evening so people know I like this

[1:11:12] Voice 3: program announcement and gone out nice and early and that it also includes the

[1:11:19] Voice 3: the link to the share your views page the new page at the new website so that's great thank you

[1:11:26] Voice 3: i

[1:11:27] Voice 7: might ask lori at this point um at our last trust council meeting did we not have did we

[1:11:34] Voice 7: have the monday evening town halls or um which i think we did or was it the tuesday

[1:11:40] Voice 7: it

[1:11:46] Voice 10: was the same day as the trust the policy state

[1:11:50] Voice 10: yeah

[1:11:51] Voice 11: it was the same day

[1:11:52] Voice 10: which

[1:11:55] Voice 7: was the tuesday yeah

[1:11:57] Voice 11: okay

[1:11:59] Voice 7: so this is the same as as it was last

[1:12:01] Voice 7: i would recommend we don't have a seven delegations and eight town hall if you have

[1:12:05] Voice 7: three delegations then the whole body has to sit around till eight so um or you can discuss it but

[1:12:12] Voice 7: my recommendation is to not have that it's to have both of those in one flow after another

[1:12:16] Voice 7: other but um yeah

[1:12:19] Voice 8: agreed vice chair patrick again well

[1:12:23] Trustee Patrick: except that it is difficult then you know if

[1:12:26] Trustee Patrick: anyone waiting for the town hall has to sit through and you know so that i think that's what

[1:12:31] Trustee Patrick: i heard some of the people say last time was you know because we did have an hour's worth and they

[1:12:35] Trustee Patrick: came waiting for a seven and had to you know so we may have lost people i think having a firm

[1:12:40] Trustee Patrick: time makes it easier for people that's all yeah

[1:12:50] Trustee Luckham: that's a challenge uh vice chair fast

[1:12:53] Trustee Luckham: yeah

[1:12:54] Voice 3: i just have a note and next time switch delegations town hall which i think is what

[1:13:00] Voice 3: laura is asking so town hall could go first and then those people um could feel uh released

[1:13:09] Voice 3: least um whereas the people who've got the presentations can um anyway that's my that was my

[1:13:18] Voice 3: suggestion

[1:13:24] Trustee Luckham: okay dan rogers okay

[1:13:29] Voice 10: um i i uh there's a number of things here um uh one is

[1:13:36] Voice 10: my inclination was to try and switch it to the monday but the the concern on the on the last

[1:13:43] Voice 10: trust council was of course we had a very long day and then we went into town hall and delegation

[1:13:49] Voice 10: delegations in town hall so we'd done like seven hours and then had the late night um that's not

[1:13:57] Voice 10: being proposed here we're sort of proposing a sort of a shorter day to on tuesday um and

[1:14:05] Voice 10: i don't want to be saying that we're not hearing but i wonder if we might want to try the monday

[1:14:12] Voice 10: night if that's not a problem for staff but i do appreciate staff reaction i also agree that we

[1:14:19] Voice 10: can't have the whole body sit around from 7 30 8 o'clock to wait for town hall to start frankly i

[1:14:25] Voice 10: don't think that's a big ask for people if they want to speak in town hall to sit through the

[1:14:29] Voice 10: delegations um i you know there's only so much we can do to to accommodate everybody's needs in

[1:14:36] Voice 10: terms of timing of this so that's my view secondly i wanted to say i think i would like to have the

[1:14:42] Voice 10: Coast Guard come. I have had zero uptake from trustees from about the three times I've asked

[1:14:50] Voice 10: for some of them from the various regions to get involved in their planning process. And I think

[1:14:55] Voice 10: having it in their face with people coming and talking about what they're rolling out in the

[1:15:00] Voice 10: various regions, the Strait of Juan de Fuca and the Strait of Georgia and et cetera, having it

[1:15:09] Voice 10: right there in front of them might spur one or two of them to say you know this might affect

[1:15:13] Voice 10: my community I might want to have some interest in what's going on here in a way that I can't

[1:15:19] Voice 10: so I would like to sort of do that if we have space in the agenda to do an education we haven't

[1:15:25] Voice 10: done a real we did a a trustee education around you know in camera around behavior but we haven't

[1:15:32] Voice 10: had an outside education um a piece for a bit that i can think of offhand and i think it would

[1:15:40] Voice 10: be worthwhile i'd like to get back into that i think those i know people have said we can do it

[1:15:43] Voice 10: outside the trust council but i think if if we do it in trust council then everybody most people

[1:15:50] Voice 10: attend uh the third thing is um i think integral into this discussion at this point is what to do

[1:15:58] Voice 10: about the trust policy statement um and i i expressed this view at tpc but i and i know

[1:16:06] Voice 10: we're going to come back to that as we get to it but i think the big thing right now is is deciding

[1:16:11] Voice 10: when we're going to try and do and have an introduction of the the draft bylaw to the to

[1:16:17] Voice 10: the trust council and i am very reluctant to put it into the trust council uh meeting uh in the

[1:16:25] Voice 10: second week of June. A, I think it really puts too much time pressure on the process of the TPC

[1:16:32] Voice 10: and the staff of getting it ready to go. And B, it runs the risk of doing exactly what happened

[1:16:39] Voice 10: in March and becoming too big a conversation when there's other business on the agenda.

[1:16:46] Voice 10: I'm not seeing a lot of business here, but I'm guessing given all the things that are going on,

[1:16:51] Voice 10: on that there's going to be a fair amount of business

[1:16:53] Voice 10: at that trust council, I stand to be corrected,

[1:16:57] Voice 10: but that's so my view would be,

[1:17:00] Voice 10: it should be on a separate day

[1:17:01] Voice 10: and probably after trust council sometime

[1:17:04] Voice 10: at the end of June or something like that.

[1:17:06] Voice 10: And I know that this may not be the exact time

[1:17:10] Voice 10: to talk about that, but I think it's,

[1:17:11] Voice 10: that would take it out of this agenda

[1:17:13] Voice 10: and into something else.

[1:17:14] Voice 10: So those are the three things I sort of wanted to say.

[1:17:19] Voice 10: Thanks.

[1:17:19] Voice 10: Thank

[1:17:23] Trustee Luckham: you, Dan. Lots of thoughts on that. Maybe I'll just share my own thoughts.

[1:17:33] Trustee Luckham: Certainly, I think that breaking up delegations in town hall at times like that is problematic.

[1:17:45] Trustee Luckham: I think it's potentially, you know, I would like to consider that it is informative and

[1:17:53] Trustee Luckham: respectful for those that wish to address council in a town hall session may want to and may find

[1:18:01] Trustee Luckham: it valuable to listen to the delegations because those delegations may very much want to speak to

[1:18:07] Trustee Luckham: the same issues that those the town hall people have spoken to and um all of it is important

[1:18:15] Trustee Luckham: important Islands Trust work and business.

[1:18:20] Trustee Luckham: So, and, you know, traditionally, it's interesting,

[1:18:24] Trustee Luckham: we prioritize delegations over town hall

[1:18:27] Trustee Luckham: because those people in delegations

[1:18:30] Trustee Luckham: have made a lot of effort to put together a proposal

[1:18:33] Trustee Luckham: and come to have that slot

[1:18:36] Trustee Luckham: and they get a little bit of extra time.

[1:18:38] Trustee Luckham: And the delegations, I don't believe are just for council,

[1:18:42] Trustee Luckham: but they're also for the broader audience.

[1:18:44] Trustee Luckham: So, I'm inclined to leave it with delegations in town hall at seven o'clock without an eight o'clock designation.

[1:18:54] Trustee Luckham: We can certainly, as we always do when the agenda comes out we go, and it's easy to do the math we could even do it time slots if we wanted to on the agenda to go delegation 1234 10 minutes piece and and and leave and just leave it at that, rather than

[1:19:11] Trustee Luckham: specifying an exact time but obviously when we publish the agenda we don't know how many

[1:19:17] Trustee Luckham: delegations there will be uh well actually the initial uh uh uh schedule anyway um that comes

[1:19:25] Trustee Luckham: a little later here um that's fine go ahead i'm

[1:19:33] Voice 3: convinced let's not talk about those anymore

[1:19:36] Voice 3: more that's yeah

[1:19:37] Trustee Luckham: so i'm gonna move off of that one so thank you for that suhan because i uh i i do

[1:19:44] Trustee Luckham: also have concerns about us asking the public to commit more days and evenings to islands trust

[1:19:53] Trustee Luckham: council session so moving town halls and delegations to a day earlier um that people

[1:19:59] Trustee Luckham: that want to actually participate in the whole thing then end up having to sort of disrupt four

[1:20:04] Trustee Luckham: days of their lives

[1:20:05] Trustee Luckham: and of course all the trustees and staff and everybody has to do that

[1:20:08] Trustee Luckham: um and then if we're talking about taking the uh um uh the policy statement discussion out of

[1:20:16] Trustee Luckham: council then that's another uh time slot that somebody has to um um manage uh with and and

[1:20:26] Trustee Luckham: then indeed here whatever happens at trust council in case something else comes up in trust council

[1:20:30] Trustee Luckham: in a late business that is associated with policy statement.

[1:20:34] Trustee Luckham: So I kinda like having these narrow time slots focused

[1:20:38] Trustee Luckham: where all of the business of council is apparent

[1:20:41] Trustee Luckham: and held at one time in one place.

[1:20:43] Trustee Luckham: But I certainly understand everything that I've heard

[1:20:48] Trustee Luckham: from Dan and others with respect

[1:20:50] Trustee Luckham: to how we're gonna manage that meeting.

[1:20:53] Trustee Luckham: We always do manage, but certainly there's some grief

[1:20:59] Trustee Luckham: associated with how it unfolds so those are my thoughts generally so I'm going to ask the

[1:21:06] Trustee Luckham: question now with respect to the agenda I think I did hear that setting the times of delegations

[1:21:13] Trustee Luckham: and town halls is problematic whether or not we want to switch them was a question that was out

[1:21:18] Trustee Luckham: there and whether or not we want to pull the policy statement amendment from this conversation

[1:21:27] Trustee Luckham: but i think the public will expect it to be at our company anyway what's the desire of the

[1:21:35] Trustee Luckham: executive committee oh ceo hudson pillar you have some remarks um

[1:21:39] Voice 7: well as we're talking scheduling

[1:21:41] Voice 7: um i think claire would probably have some insight coming out of um the conversations over the last

[1:21:46] Voice 7: week so that might be informative to you and just to let you know from a staff perspective when we

[1:21:51] Voice 7: present this you know what we've presented there have been um admirable attempts at um tweaking

[1:21:58] Voice 7: the agenda from previously what was years of the same process but obviously we're in different

[1:22:03] Voice 7: times so we um offer kind of the most in our organizational view the most efficient version

[1:22:11] Voice 7: of that um and for you to recon reconsider and make make those changes so we would we would

[1:22:18] Voice 7: recommend given the shorter the shorter day on tuesday to have the meetings compressed um i don't

[1:22:24] Voice 7: see other than the policy statement extraordinary things coming to trust council necessarily

[1:22:29] Voice 7: um we have had two um very heavy trust council sessions so none of that makes me sad um if um

[1:22:38] Voice 7: just you know regular business is done um at this meeting so um i offer that but uh if you're okay

[1:22:45] Voice 7: mr chair i'd like to have claire just uh give it give her insights here before we get to any

[1:22:51] Voice 7: conclusion uh

[1:22:53] Trustee Luckham: thank you would uh would like that director freighter over to you and let's see what

[1:22:58] Trustee Luckham: we want to do thank

[1:23:00] Voice 14: you chair lackham uh so following discussion at the trust programs

[1:23:03] Voice 14: committee about the possibility of holding a special trust programs committee to review

[1:23:09] Voice 14: meeting to review the first bylaw and then the possibility of holding a special trust council

[1:23:13] Voice 14: meeting um to just be dedicated to reviewing the bylaw we um caucused as staff afterwards um

[1:23:21] Voice 14: like guess what was yesterday and worked through would that work and what was our advice to you on

[1:23:25] Voice 14: that and concluded that we think that is actually a good idea that has merit and we came up with

[1:23:31] Voice 14: some proposed dates for your consideration so we would we've checked with chair Morrison to

[1:23:36] Voice 14: confirm her availability for these dates and she is available so we were thinking what could happen

[1:23:40] Voice 14: is that we would proceed with the regular trust programs committee on May 14th we may bring a

[1:23:45] Voice 14: a revised bylaw just incorporating what we heard at TPC the most recent meeting as well as the

[1:23:53] Voice 14: feedback we've been receiving from Islands Trust and Bowen Planners and you know just taking an

[1:23:58] Voice 14: incremental approach to these changes and bring that in to TPC for their May 14th meeting. We

[1:24:03] Voice 14: would then incorporate feedback there and that we might also receive from Regional Planning Committee

[1:24:07] Voice 14: and propose that TPC have a special meeting on June 15th. It does look free in the committee

[1:24:13] Voice 14: meeting's calendar and Chair Morrison has indicated it would be her preference to have it start after

[1:24:18] Voice 14: three o'clock in the afternoon so that Trustee McConkie could attend because he'll be finished

[1:24:23] Voice 14: teaching then and then that would then flow if there was some approval from TPC at that point

[1:24:30] Voice 14: to forward it on we would then go to the regular executive committee meeting of June 23rd and from

[1:24:36] Voice 14: From there, we would propose a special trust council day on July 8th.

[1:24:51] Voice 6: Good with me.

[1:24:52] Voice 8: Deep thoughts there.

[1:24:53] Voice 8: Oh, me.

[1:24:55] Voice 3: July 8th is clear with me.

[1:24:57] Voice 3: Sounds good.

[1:25:02] Voice 7: I guess the question is, what is the extra time delivering, Claire?

[1:25:10] Voice 7: Is it delivering time for more rewrite?

[1:25:13] Voice 7: From what I know, there's some rewrites.

[1:25:16] Voice 7: I don't see them as being terribly.

[1:25:20] Voice 7: I don't see a month of writing associated with those with the potential advice we got

[1:25:26] Voice 7: and we'll be getting so how does that flow in terms of the larger project timeline what I heard

[1:25:31] Voice 14: at trust programs committee was a desire for trustees to have more time to sit with the

[1:25:35] Voice 14: proposed bylaw and to potentially talk with their communities and just have more time for

[1:25:39] Voice 14: consideration before getting to sort of that first reading draft so I it would give us more time for

[1:25:45] Voice 14: rewrite definitely it would also provide more time for trustees to just thoughtfully consider

[1:25:50] Voice 14: the document and be in touch with you know prepare their commentary around what changes they might

[1:25:56] Voice 14: like to see

[1:25:56] Voice 7: so then would trustees be writing in individually saying i want this i would like that

[1:26:04] Voice 7: we

[1:26:04] Voice 14: are only proposing sorry so i'm jumping right there if we're only proposing that for trust

[1:26:08] Voice 14: programs committee for next monday that we're going to get written comments on the first draft

[1:26:12] Voice 14: by monday or by sunday um for us to put in the agenda for monday and then following that all

[1:26:18] Voice 14: other comments will be received through committee or through council okay

[1:26:23] Voice 7: so then at the sorry to

[1:26:25] Voice 7: have a staff meeting here in the middle of your ec meeting but uh just i think this conversation

[1:26:30] Voice 7: is just coming up now so then some of that that would still be a topic at trust council for like

[1:26:37] Voice 7: a summary of the document and where we are in the process and so forth so it would it would be on

[1:26:41] Voice 7: the agenda and then it would be followed by a further trust programs committee afterwards

[1:26:45] Voice 7: then an ec and then reading of the bylaw in july so

[1:26:50] Voice 14: what we were proposing is that we would pro

[1:26:52] Voice 14: um for this trust council meeting um that we're discussing on front of you here we would provide

[1:26:56] Voice 14: a sort of a status update briefing more focused on process um and we didn't reach a conclusion

[1:27:02] Voice 14: as to whether or not to attach the draft bylaw perhaps thinking not attaching it at this stage

[1:27:07] Voice 14: and holding it for the special purpose meeting but certainly allowing space for

[1:27:11] Voice 14: discussion around process and those types of questions and just discussing

[1:27:16] Voice 14: that the project generally but holding comments on the bylaw for the special

[1:27:20] Voice 14: purpose meeting okay

[1:27:22] Voice 7: thank you thank you mr. chair

[1:27:26] Voice 8: vice chair Patrick gonna keep

[1:27:29] Trustee Patrick: returning back to the delegation town hall piece and relationship to this and

[1:27:34] Trustee Patrick: and I think it's important that, you know,

[1:27:37] Trustee Patrick: we need to be modeling best practice

[1:27:39] Trustee Patrick: or feel impacted by this work.

[1:27:42] Trustee Patrick: So just really encouraging us to think about it.

[1:27:49] Voice 14: Chair Leckham, if I might respond to that.

[1:27:51] Voice 8: Please, yeah.

[1:27:52] Voice 14: At this point, certainly we're going to expect

[1:27:55] Voice 14: that delegates in town hall would want to speak

[1:27:57] Voice 14: to the draft bylaw that's making its way through committees.

[1:28:00] Voice 14: At this point, we're not proposing defined public engagement

[1:28:03] Voice 14: on what is a staff draft.

[1:28:04] Voice 14: we would be proposing engagement after we have a version

[1:28:07] Voice 14: that's been adopted as a first reading by-law

[1:28:09] Voice 14: that is sort of indicates the will of council.

[1:28:12] Voice 14: So then further engagement would be coming

[1:28:14] Voice 14: sort of later summer after you've adopted a by-law

[1:28:17] Voice 14: and then that would be the subject of further engagement.

[1:28:28] Trustee Luckham: Yeah, I'll go to Dan Rogers and then I have a-

[1:28:31] Voice 10: I think vice chair Patrick wanted to follow up

[1:28:35] Voice 10: on that comment and if she did,

[1:28:36] Voice 10: I'd let her do that before I weighed in.

[1:28:38] Trustee Patrick: my only follow-up is i you know i already know that there are some trustees driving people to

[1:28:44] Trustee Patrick: this meeting to comment about the draft and i'm concerned about that because um i i support the

[1:28:53] Trustee Patrick: process that there should be a full public engagement process that's open disclosed and

[1:28:58] Trustee Patrick: how it works but if this is a concerted effort to have a voice speak before we have first reading

[1:29:05] Trustee Patrick: um you know it's it's it's concerning so i think that we may have to talk to the trustees as well

[1:29:13] Trustee Patrick: so that's just my concern yeah

[1:29:19] Trustee Luckham: okay thank you jeff patrick i i guess i have some concerns along

[1:29:22] Trustee Luckham: those same lines in that our our you know the legislative process associated with bylaws is

[1:29:28] Trustee Luckham: pretty clear pretty standard um there's lots of discussion that happens in a draft phase

[1:29:34] Trustee Luckham: at the political and staff level the put and even this conversation about the

[1:29:41] Trustee Luckham: present draft that we have pre first reading that trustees need to have

[1:29:46] Trustee Luckham: opportunity to engage with their communities individually which is not

[1:29:51] Trustee Luckham: really a great structured approach to this and may have interpretive language

[1:29:56] Trustee Luckham: that isn't necessarily wholly owned by counsel

[1:30:00] Trustee Luckham: PC when a document gets to first reading it's the message for me is this is serious this is what we

[1:30:08] Trustee Luckham: are thinking about and presently we don't have incorporated some of the ideas and wording and

[1:30:17] Trustee Luckham: things you know in fact what I said is what's missing what is wrong let's find out what those

[1:30:23] Trustee Luckham: things are and then that advances to draft because otherwise it could become tiresome to actually for

[1:30:30] Trustee Luckham: trustees to be engaging the public thinking they've had their say and then having a first

[1:30:35] Trustee Luckham: draft and then having another public engagement process. I think we need to be really sure about

[1:30:42] Trustee Luckham: our process especially recognizing what Chair Patrick is saying is that we need to be really

[1:30:48] Trustee Luckham: clear about when and where the opportunities for engagement are and if it's town hall

[1:30:55] Trustee Luckham: delegations at council or some other place because for sure this drives a lot of interest

[1:31:02] Trustee Luckham: and emotion and passion when we're messing with the policy statement people that are going to not

[1:31:08] Trustee Luckham: want to miss any of those opportunities to listen even if not comment and we absolutely need to

[1:31:15] Trustee Luckham: respect that um because there's a lot of you know we've seen that already by the sort of

[1:31:22] Trustee Luckham: messaging that we've been receiving already there's a lot of concern about

[1:31:29] Trustee Luckham: how what we're doing and are we changing the direction and mandate of the island's trust

[1:31:34] Trustee Luckham: here and so we want to be sure that everybody feels that they're having opportunities to

[1:31:40] Trustee Luckham: to really comment on what we really mean.

[1:31:43] Trustee Luckham: And again, when we get the first reading,

[1:31:45] Trustee Luckham: this is where we're serious.

[1:31:47] Trustee Luckham: This is what we really mean.

[1:31:48] Trustee Luckham: And we're not there yet,

[1:31:49] Trustee Luckham: but I'd be happy to hear from anybody about Director Freyder

[1:31:53] Trustee Luckham: about policy and process with respect to that

[1:31:56] Trustee Luckham: and how you see the bigger picture here

[1:32:00] Trustee Luckham: in being sure that we're engaging our communities

[1:32:02] Trustee Luckham: in a meaningful way.

[1:32:08] Voice 10: Dan Rogers

[1:32:09] Voice 3: has his hand up.

[1:32:10] Voice 3: Yeah,

[1:32:12] Voice 10: thanks. Look, democracy is messy. And there is no way of getting around that. And I don't think we should be necessarily designing this to sort of, because democracy is messy.

[1:32:30] Voice 10: I'm not sure, Chair Luck, which side you're coming down on, because you're right, we need lots of engagement.

[1:32:37] Voice 10: Look, we've gone through a year and a half process of engaging with the public.

[1:32:42] Voice 10: There's a separate engagement that's going on with First Nations, which is entirely appropriate, and that's ongoing and will be continual.

[1:32:50] Voice 10: um and so so on last monday um was it only on monday gosh uh you know the the

[1:33:03] Voice 10: the trust programs committee which along with ec is entrusted with this with this work uh saw

[1:33:13] Voice 10: had a first chance to talk about and i'm sorry am i i'm going to turn my camera off because it

[1:33:17] Voice 10: it looks like I'm unstable again. So it strikes me that we should not rush this process and also

[1:33:26] Voice 10: not try to manage it. It's not unusual at local trust committees when there's a proposal that we

[1:33:33] Voice 10: hear from the public about what we think we're going to do when we don't even have first draft

[1:33:38] Voice 10: of a bylaw. It happens all the time. And we get public comment on it. If people come to trust

[1:33:45] Voice 10: council on june the 8th and say i've seen the first draft and here's my comments okay um but

[1:33:53] Voice 10: there's going to be lots of public engagement coming further i i really am concerned and i'm

[1:33:59] Voice 10: quite supportive of what the director laid out as a as a process to give this an appropriate amount

[1:34:06] Voice 10: of measured time to have discussion one of the concerns we haven't talked about was the original

[1:34:13] Voice 10: schedule from staff would not have allowed the second draft of the uh of the uh of the

[1:34:21] Voice 10: post bylaw like i.e the second draft not the second reading but the second draft to go back

[1:34:26] Voice 10: to tpc before it came to the trust council and that was a concern for the people at tpc they

[1:34:32] Voice 10: people said we'd like to see whatever the second draft looks like again so this creates that time

[1:34:38] Voice 10: to do that so i mean that's my inclination but you know i'm one of three i don't know if other

[1:34:45] Voice 10: people don't agree with that yeah

[1:34:51] Trustee Luckham: then i agree with that vice chair fast yeah

[1:34:54] Voice 3: i uh i agree too

[1:34:56] Voice 3: i think um i think we should have the staff draft bylaw i think is what you call declare but i think

[1:35:05] Voice 3: we should have this very first draft or whatever version we have should be included just for

[1:35:11] Voice 3: transparency and so people don't feel that we're holding anything back because i don't think we

[1:35:15] Voice 3: mean to be um we're interested in having a good process but uh to me um uh having everything out

[1:35:23] Voice 3: in the open and everybody a chance to uh comment when they can they their schedules may not fit

[1:35:29] Voice 3: with ours and um so i i and anyway it's going to be out there anyway trustees are going to release

[1:35:36] Voice 3: it and anybody can look at the trust programs agenda and that kind of thing so i think it

[1:35:40] Voice 3: that that's my feeling is we should at least have uh the an introductory status update and process

[1:35:49] Voice 3: and um brief presentation of the uh the draft thank you right

[1:35:59] Trustee Luckham: so see before i come to you i

[1:36:01] Trustee Luckham: just want to ask clarity for clarity here from claire freda um first draft second draft i'm

[1:36:07] Trustee Luckham: presuming that by the time we get to council that there will be a second draft circulating as a

[1:36:13] Trustee Luckham: result of the consultation with TPC correct?

[1:36:17] Voice 14: Yes you should by then what we're anticipating is

[1:36:19] Voice 14: we'll try and get a second draft we're working hard to see if we can achieve it to get a second

[1:36:24] Voice 14: draft into the next TPC agenda that's going on Monday so you know we're working hard to try and

[1:36:28] Voice 14: see if we can make that happen so then there would be further redrafting after this conversation

[1:36:33] Voice 14: station today after the tpc agenda um and then there'd be another third draft coming to your

[1:36:39] Voice 14: um coming to you as ec later on in the process and back to tpc so yes there's multiple iterations

[1:36:44] Voice 14: coming prior

[1:36:46] Trustee Luckham: to june council is my question yes

[1:36:50] Voice 14: so there'll be a second draft going to trust

[1:36:51] Voice 14: programs committee and we'd have to work as a team i'm sorry i don't have the schedule right

[1:36:55] Voice 14: in front of me whether we could have yet another draft ready for trust council i don't have that

[1:36:59] Voice 14: answer ready but i could have that for you

[1:37:00] Voice 14: i just meant first meeting sorry yeah yeah

[1:37:04] Trustee Luckham: mr

[1:37:05] Voice 7: chair are you're just um the overall broad concept i think is great um are you're just to

[1:37:10] Voice 7: not uh figure this out on the fly um where we're going this version this version is going to show

[1:37:15] Voice 7: up the one thing i would point out is that there are best practices being applied to public

[1:37:21] Voice 7: engagement associated with the policy statement project there's been a year and a half of focused

[1:37:25] Voice 7: focused, expensive, collaborative engagement across a wide spectrum. This is the time where

[1:37:33] Voice 7: all of that work is realized in a first draft and further public engagement that's organized

[1:37:39] Voice 7: is scheduled for the future once we have a full draft. So I think the notion that more space is

[1:37:47] Voice 7: being created right now for public engagement isn't part of the process we're in right now.

[1:37:53] Voice 7: Now, certainly at Trust Council, if members of the public wish to come in and speak, they would have that opportunity.

[1:38:00] Voice 7: And that would likely be considered as would the other inputs.

[1:38:05] Voice 7: But then after this, after we have a real draft one, which would be, I urge not for the Trust Council session, but if further work is being undertaken for the session afterwards, that would be the best process to go forward.

[1:38:22] Voice 7: and maybe we could just jot that down I know there's lots of committees have to say yes to that

[1:38:28] Voice 7: process but I think that's the best process that's going to render a good result

[1:38:31] Voice 7: and then we can have once it's some versions endorsed by trust council we can have a full

[1:38:39] Voice 7: and organized public engagement again and

[1:38:42] Voice 10: Mr. Chair if I might if I was missing I don't want

[1:38:45] Voice 10: to be misunderstood I wasn't talking about creating space for public engagement at this

[1:38:49] Voice 10: time i was talking about creating space for the organization and trustees to get its work done

[1:38:54] Voice 10: and

[1:38:54] Voice 7: that is the time we are in right yes that is the time we are in right now

[1:39:00] Trustee Luckham: okay so let me uh

[1:39:03] Trustee Luckham: figure out where we're at here what we what we're discussing right at this very moment in time

[1:39:08] Trustee Luckham: is this three-day schedule for council uh delegations in town hall and the space available

[1:39:15] Trustee Luckham: on the agenda on day two for the policy statement somebody want to capture what

[1:39:23] Trustee Luckham: we're what we're actually doing here and whether I think really what we're

[1:39:30] Trustee Luckham: looking for is a is proposals for changing and how the delegations and

[1:39:35] Trustee Luckham: town halls presented and running with that format is that correct

[1:39:41] Voice 7: that's

[1:39:42] Voice 7: correct sir we'd be looking for um where you want to vary from what what is presented here

[1:39:49] Voice 7: um otherwise i think this agenda is quite achievable and we would

[1:39:53] Voice 7: bring a more refined

[1:39:54] Voice 7: version for your next meeting that has that you know the the various reports um included so you'd

[1:40:00] Voice 7: have a better feel for the rhythm of the of the session okay

[1:40:03] Trustee Luckham: so what i gathered from uh vice

[1:40:05] Trustee Luckham: chairs is is and then delegations in town hall is one item uh starting at seven o'clock of which a

[1:40:10] Trustee Luckham: full agenda will indicate what delegations are attending and that a space be reserved in the

[1:40:16] Trustee Luckham: morning of for the policy statement amendment to provide something yeah

[1:40:21] Voice 3: it's already on there

[1:40:23] Voice 3: yeah

[1:40:23] Trustee Luckham: so i'm just that's going to stay um all right so staff can take that under advisement

[1:40:33] Trustee Luckham: for the development of the schedule and we'll see another version of it so is there anything else on

[1:40:38] Trustee Luckham: this uh version of the schedule that needs a conversation well

[1:40:42] Voice 7: inclusion of the coast guard

[1:40:44] Voice 7: as a as an educational session we'll we'll move towards uh trying to make that happen

[1:40:49] Trustee Luckham: brilliant so is that consensus on wanting that presentation yes from dan yes from sue ellen yes

[1:40:55] Trustee Luckham: from me yes okay so then that's in perfect all right and so we'll see this again in its next

[1:41:02] Trustee Luckham: version as time progresses. Where am I now? So let's move then, if that's all right, to 6.1.2,

[1:41:12] Trustee Luckham: review of legal services policy briefing. Director Carmen Teal, I'm over to you for this briefing.

[1:41:22] Voice 11: Thank you. And I have to apologize. I attached track changes versions of the three policies

[1:41:29] Voice 11: with just some minor tweaking in them and once it was converted if you wanted to see them but

[1:41:35] Voice 11: I'll just start off with this briefing response to some concerns that were raised last September

[1:41:41] Voice 11: about some possible deficiencies in our legal services policies and there are

[1:41:46] Voice 11: three of them

[1:41:47] Voice 11: and we're planning to combine 6.9.1 and 6.9.2 until we get down to two of them.

[1:41:55] Voice 11: The questions that were raised are noted as scenarios 1, 2 and 3 in the briefing and then

[1:42:01] Voice 11: underneath each we indicate which sections of the existing policies cover these questions that were

[1:42:09] Voice 11: raised and then if you look in the attachments you'll see those very sections highlighted

[1:42:16] Voice 11: so you can have a read of those. Between now and the May 26th meeting the policies that we're

[1:42:23] Voice 11: talking about will be amended and referred to the management team for review on whether any

[1:42:30] Voice 11: other content needs to be addressed from their experience working with them over the years

[1:42:34] Voice 11: and staff are looking for direction from ec now on any further amendments you'd like to see for the

[1:42:42] Voice 11: next meeting in these policies so leave it for your discussion okay

[1:42:51] Trustee Luckham: dan oh cao hudson

[1:42:52] Trustee Luckham: do you have some remarks to add before I go to the yeah

[1:42:55] Voice 7: so uh there was a robust conversation

[1:42:57] Voice 7: just supporting my colleague a robust conversation around uh you know clarity around um direction to

[1:43:03] Voice 7: get um legal advice clarity around litigation um clarity around um executive committee and its role

[1:43:11] Voice 7: vis-a-vis um a local trust committee um when it's entering or exiting um a legal matter the

[1:43:18] Voice 7: intention here is to, as Carmen said, clarify those elements. There are a couple places where

[1:43:25] Voice 7: it isn't clear enough and we can speak to those in the examples if requested.

[1:43:32] Voice 7: The one that we haven't really addressed here and I think it does need addressing at some point

[1:43:38] Voice 7: is, and I'm just going to get my email together, it's around

[1:43:46] Voice 7: around uh conflicting requests for about abandoning costs and illegal action and and i

[1:43:53] Voice 7: think that we have um had variability in how we approach that and um that issue isn't addressed

[1:44:01] Voice 7: in in in in this i think it's a matter of practice that we um we have to amend things and what what

[1:44:08] Voice 7: What that means is that quite often an LTC is named in a legal action.

[1:44:17] Voice 7: And so they are, from an external legal perspective, when our lawyers are working on something,

[1:44:24] Voice 7: they want the LTC to comment regarding continuance or abandoning of various actions.

[1:44:33] Voice 7: They're not too interested in executive committee.

[1:44:35] Voice 7: That's kind of our internal consideration or means of organization.

[1:44:39] Voice 7: um in other instances the ltc is engaged but they may not be named so it leads us to you know

[1:44:46] Voice 7: what is the role of ec um in either one of these circumstances and um we've just been discussing

[1:44:53] Voice 7: this or refining this a little bit more we certainly think that um with regards any action

[1:44:58] Voice 7: with uh associated with the local trust committee that their opinion matters and that we have to

[1:45:06] Voice 7: more formally organize in every case having the LTC weigh in on the circumstances of the legal

[1:45:13] Voice 7: action and then make a referral to EC and EC ultimately who controls the the dollars make a

[1:45:20] Voice 7: decision obviously we would want those scenarios to be complementary occasionally that might not

[1:45:27] Voice 7: be the case but that that is a something that we haven't completely addressed and we plan to as we

[1:45:34] Voice 7: move forward so we'll bring another iteration of this document to see if we can find some more

[1:45:37] Voice 7: clarity with that one issue thank you

[1:45:41] Trustee Luckham: super thanks okay uh vice chair rogers thanks uh for

[1:45:46] Voice 10: that uh cao because that's effectively what i was going to say was missing um was who controls the

[1:45:54] Voice 10: litigation because that's a very that's actually what was the the the um uh the iteration of this

[1:46:01] Voice 10: What drove my concerns was because we were faced with two different scenarios, one from Salt Spring and one, I think, from Denman, but I can't remember the other one, about who got to decide whether costs were abandoned, who got to decide what happens.

[1:46:18] Voice 10: because you're absolutely right uh often the ltc is named as a party um but they don't have

[1:46:24] Voice 10: first terms and so how do we deal with that scenario who controls the litigation we have

[1:46:30] Voice 10: all the scenarios about how it starts but not the scenario about how it ends and i think we need to

[1:46:36] Voice 10: address that i will i'll also say i uh carmen um and if it's okay with the ec i have a number

[1:46:44] Voice 10: if my anal lawyer side has gone through these policies and I have a number of comments

[1:46:48] Voice 10: and I'd be happy to share those two with you offline and just sort of give

[1:46:54] Voice 1: you here sort of

[1:46:54] Voice 10: my view of of what what sections are redundant and which ones seem to conflict a little bit and

[1:47:00] Voice 10: what might need a little bit more explanation because there's a couple of occasions where the

[1:47:05] Voice 10: that CAO is absolutely right.

[1:47:06] Voice 10: It's not crystal clear as to who is in governance,

[1:47:11] Voice 10: is it Council, EC or CAO,

[1:47:15] Voice 10: all of which have a role to play.

[1:47:18] Voice 10: So if I can give those to you offline,

[1:47:20] Voice 10: rather than taking the time to do that here,

[1:47:23] Voice 10: that would be my preference, so.

[1:47:26] Voice 10: And

[1:47:26] Voice 6: I've gone on to Stable again.

[1:47:32] Voice 8: Okay, Vice Chair Patrick.

[1:47:34] Voice 8: trick my

[1:47:36] Trustee Patrick: i was trying to read and look for the instance or involved in um so when when a lawsuit

[1:47:47] Trustee Patrick: is like brought against a local trust committee um when we decide to defend or not and i know

[1:47:56] Trustee Patrick: i'm just thinking of a of one where just automatically we started through that process

[1:48:01] Trustee Patrick: So I just, that, that, that's my question of, you know, is there a point of question of any, you know, when, how much, is there a standard legal response or, or is there a choice to be made on the expenditures? That, that's all. I, I didn't really see that.

[1:48:19] Voice 7: Maybe David could help with that element, having gone through.

[1:48:24] Voice 7: So we're talking about we're attacked and we're in response.

[1:48:29] Voice 7: I think that's the nature of your question.

[1:48:31] Voice 7: Am I right, Pastor Patrick?

[1:48:35] Voice 7: So David, maybe you could help us out in your experience,

[1:48:37] Voice 7: and certainly I'd get way in.

[1:48:39] Voice 1: Yeah, and I think this is an area the policy is silent on.

[1:48:44] Voice 1: That doesn't cover it very well.

[1:48:45] Voice 1: Well, when we get a claim against us, we have a time period to respond.

[1:48:53] Voice 1: So we would have to obviously bring something to the executive fairly quickly if we were going to have to get EC approval before we went ahead and did that initial response, which is essentially, you know, could cost some money, obviously.

[1:49:11] Voice 1: There may be instances where you might not want to defend.

[1:49:14] Voice 1: And so, you know, we might want to have a discussion in camera about those in respect to the policy and any potential amendments you'd like to make.

[1:49:25] Voice 7: I would suggest for the most part, though, this is the graduated defense of the legality of our bylaws.

[1:49:34] Voice 7: So our first response is to respond.

[1:49:38] Voice 7: And the process that we've undertaken right now is to respond.

[1:49:43] Voice 7: But those initial funds that are allocated are pre-all information that's needed. There's a subsequent financial decision that's made later, whether to settle or, I mean, we can't abandon if a claim is brought against us.

[1:50:01] Voice 7: So it's a bit of, there aren't a tremendous amount of decisions in my experience associated with that. But I like the idea that our initial response is to respond and to get that information and then to look at what some of the financial implications associated that would be, or if the bylaw itself was written poorly, or we could suffer some longer term financial challenge.

[1:50:29] Voice 7: So I think the process is kind of okay because I think the decision making around the big dollars will does come to executive committee at the right time, and it allows us the flexibility of an initial response.

[1:50:40] Voice 7: Maybe we could try and get that into some wording. Thank you.

[1:50:48] Trustee Luckham: Okay, anything else.

[1:50:49] Trustee Luckham: if i

[1:50:52] Voice 1: may yeah thank you yeah just to further what the car said if anything does come to our mind

[1:50:58] Voice 1: that we feel may you should not be defending we'll just bring that to you anyway as a matter of

[1:51:04] Voice 1: as our duty to ask you okay

[1:51:10] Trustee Luckham: anything further on this topic then i am going to suggest that we

[1:51:15] Trustee Luckham: recess now it's 10 58 that gives dan a chance to get over to that meeting we have a lunch break

[1:51:22] Trustee Luckham: we return at noon and we will pick up with amendments to the trust council policy 2.3.1

[1:51:29] Trustee Luckham: council committee system and when we return is that okay with everybody so mr chair

[1:51:35] Trustee Luckham: yes sir

[1:51:36] Trustee Luckham: you

[1:51:36] Voice 7: know so we leave this conversation with the idea that um vice chair rogers is going to provide

[1:51:41] Voice 7: some um insight to the current reporting and it will return to you for an rfd to end up at trust

[1:51:48] Voice 7: Council in June. That's the trajectory of the program. Okay, thank you very much.

[1:51:52] Trustee Luckham: Yeah, understood. Okay, very good then. So let's recess, and Laurie, you'll put a message up

[1:51:57] Trustee Luckham: accordingly, and we'll reconvene at noon. All right? Awesome. Thanks for a good morning.

[1:58:24] Voice 6: Somebody's

[1:58:24] Trustee Luckham: microphone not muted. Maybe it is now.

[2:52:54] Voice 8: Back, everybody. And there's Dan. Fantastic.

[2:53:01] Voice 6: Hi.

[2:53:02] Voice 6: All

[2:53:07] Trustee Luckham: right. So let us reconvene, if that's all right.

[2:53:13] Trustee Luckham: My name is Peter Luckum. I'm chair of Islands Trust Council and the executive committee.

[2:53:18] Trustee Luckham: And I'm joined here today by Vice Chair Patrick, Vice Chair Rogers, Vice Chair Fast, CEO Hudson-Piller, David Mahler, Claire Frater, Carmen Teal, Lori Foster, looking after our technology.

[2:53:31] Trustee Luckham: and I see Lisa Wilcox there as well. We've already met this morning and I want to once again

[2:53:40] Trustee Luckham: acknowledge our work in Coast Salish Territory. It's an honour and privilege to be here and live

[2:53:47] Trustee Luckham: here, here on Thetis Island in the Penelope Lacson Territory. I also want to take another moment to

[2:53:53] Trustee Luckham: recognize that today is Red Dress Day, acknowledging indigenous murdered and indigenous women and

[2:54:04] Trustee Luckham: children and just want to acknowledge that recognition of those people and their family

[2:54:17] Trustee Luckham: and friends for their loss and the violence and racism that exists in our communities.

[2:54:29] Trustee Luckham: nearby as well as far away so let us continue we've conducted quite a bit of business this

[2:54:37] Trustee Luckham: morning already we had an early lunch to facilitate a another meeting that was going on

[2:54:43] Trustee Luckham: and we've now returned we're at 6.1.3 page 80 of the agenda package and we have before us now

[2:54:53] Trustee Luckham: Now, Amendments to Trust Policy 2.3.1, Council Committee System.

[2:54:59] Trustee Luckham: This is a request for a decision, and Carmen Teal has brought this to us.

[2:55:09] Voice 11: Would you like me to introduce it?

[2:55:11] Voice 11: Oh, please. That would be wonderful.

[2:55:13] Voice 11: Okay. So this is one of the policies that we identified as a priority for update.

[2:55:18] Voice 11: update and the highlights of the proposed changes are to change the meeting frequency from four to

[2:55:25] Voice 11: six regular meetings a year. I think we're probably even going a little bit beyond that with some

[2:55:30] Voice 11: committees but at least to update to the meeting schedules that we followed for 2020 and 2021

[2:55:38] Voice 11: it would be a minimum of six regular meetings. Secondly to change the definition of meeting

[2:55:45] Voice 11: quorum to be exactly the same as it is in the Trust Council Procedure By-law,

[2:55:51] Voice 11: which also governs committees. And then lastly, to consider whether the status of

[2:55:59] Voice 11: the Trust Council Chair on Regional Planning Committee and Trust Programs

[2:56:04] Voice 11: Committee as an ex-officio member should follow the voting and quorum

[2:56:10] Voice 11: requirements under robert's rules or do we want to continue with um the wording clarify the wording

[2:56:17] Voice 11: that we already have in this policy which says that the chair does not vote on those two committees

[2:56:23] Voice 11: and is also not quoted um in the count of the quorum so robert's rule says that where an

[2:56:31] Voice 11: organization's bylaws are silent for ex officio members then the member has all the rights like

[2:56:38] Voice 11: attending meetings making motions and voting but none of the duties but none

[2:56:43] Voice 11: of the duties like the duty to attend a meeting so it's the choice of the chair

[2:56:47] Voice 11: the as ex officio so I guess the question is do we want to keep the

[2:56:53] Voice 11: existing wording and clarify it a little bit to say the Trust Council chair shall

[2:56:58] Voice 11: be a non voting member and not included in determining quorum or do we want to

[2:57:04] Voice 11: to change it to the Robert's Rules way,

[2:57:07] Voice 11: where the ex-officio member has full voting privileges,

[2:57:11] Voice 11: but still not included in determining quorum.

[2:57:14] Voice 11: So if you wanted to go over,

[2:57:17] Voice 11: briefly go over the track changes for this policy,

[2:57:21] Voice 11: we could go to page 89 and have a look at them.

[2:57:24] Voice 11: And if not, definitely open to questions.

[2:57:28] Trustee Luckham: Okay, maybe I'll just ask the CAO

[2:57:30] Trustee Luckham: if he has his comments there on the RFD,

[2:57:33] Trustee Luckham: if he has any remarks you'd like to make otherwise we'll go to trustees and see what they would like

[2:57:38] Trustee Luckham: to do uh

[2:57:42] Voice 7: no the mr all i'd say is from a um a larger perspective this is the the policy

[2:57:48] Voice 7: upgrading and modernization you're seeing in action here by both with the legal services

[2:57:54] Voice 7: policy and this policy as well you know that we have 16 uh 16 to 20 policies that we're

[2:57:59] Voice 7: undertaking so your your um support behind this initiative trust council will probably go you

[2:58:05] Voice 7: know what's going on here with this stuff coming in front of us as we come into June but this is

[2:58:10] Voice 7: the incremental approach we're taking to getting our policies up to speed and I have nothing to

[2:58:16] Voice 7: further to add to Carmen's comments around the council committee system.

[2:58:20] Voice 8: Thank you sir. Okay

[2:58:21] Voice 8: trustees I think I saw Vice Chair Patrick.

[2:58:24] Trustee Patrick: I have a question about select committees and what we

[2:58:28] Trustee Patrick: kind of went through with an appointment system that was kind of challenging and I thought maybe

[2:58:36] Trustee Patrick: Is this where this could be dealt with that, you know, that deals with nominations from

[2:58:41] Trustee Patrick: trust council for, for populating select committees?

[2:58:46] Voice 11: Yes, we

[2:58:47] Voice 11: could deal with it here, or we could do a separate select committee policy and

[2:58:52] Voice 11: refer to this one for any procedural stuff that's in here.

[2:58:56] Voice 11: But it's true.

[2:58:57] Voice 11: There's quite a difference between appointing select committees and getting going with your

[2:59:02] Voice 11: standing committees at the beginning of each term, because the select committees only have

[2:59:07] Voice 11: a period of time to work and report and then they're dissolved so I guess it's

[2:59:13] Voice 11: the question of do we want to put that in here and include careful working or

[2:59:17] Voice 11: do we want to do a separate policy dealing with select committees.

[2:59:25] Voice 7: Mr. Chair

[2:59:25] Voice 7: it is a good idea to to address this by any way of the two reasons that

[2:59:31] Voice 7: Carmen's suggested.

[2:59:34] Trustee Luckham: Right, so thank you. Anything further on this, Sue Ellen Fast?

[2:59:40] Voice 3: Yeah, thank you. I support Vice-Chair Patrick's suggestion and I think we should deal with it

[2:59:49] Voice 3: right here. This is the work that's in front of us and it refers to committees, so I think

[2:59:52] Voice 3: it would be easier for everybody to find and to see it all in context together. So I would

[3:00:00] Voice 3: support adding uh a section to do with select committees and how they're appointed

[3:00:05] Voice 3: or self-appointed on who appoints them or confirms their appointment and um i had a question for

[3:00:14] Voice 3: carmen on page 90 um there's an outstanding question there's probably several but this one

[3:00:19] Voice 3: is needs julia's review this relates to project account it's 3.2 on page 90 yes

[3:00:26] Voice 11: thank you i did

[3:00:28] Voice 11: I did check with Julia. I should have deleted that. That wording is fine with her

[3:00:31] Voice 3: and looked

[3:00:32] Voice 11: like the procedure that we follow.

[3:00:34] Voice 3: Okay. I just wondered if this had been run past managers and sounds like it has. Great.

[3:00:41] Voice 3: Yes. Thank you. I'm in support of making these changes. I'm also I like the idea of going to moving it from four to six meetings.

[3:00:53] Voice 3: I find, I think we're going to have a mixture of electronic meetings and I think it helps the work proceed because everybody doesn't have as much of a gap between meetings where they're in a different world and then come back and have to sort of restart with so much introductory material.

[3:01:13] Voice 3: So, I like this. Thank you.

[3:01:15] Voice 3: okay so

[3:01:18] Trustee Luckham: i'll go to uh uh just uh just remark that uh i'm presuming that if we want to make

[3:01:24] Trustee Luckham: any amendments here we should do so by motion and and ask for you know a revised version or

[3:01:30] Trustee Luckham: something like that um but chair rogers over to you um

[3:01:35] Voice 10: thanks very much and uh thank you for your

[3:01:37] Voice 10: indulgence i'll report out on my str experience today which was not really an str experience

[3:01:43] Voice 10: um so um oh

[3:01:49] Voice 3: we've lost you we've

[3:01:51] Voice 10: lost you okay i'm gonna stop my video okay is that better

[3:01:56] Voice 10: i hope so can you hear me now yeah i just have to remember to stop my video when i'm speaking

[3:02:01] Voice 10: if i'm not if i'm not coming through let me know

[3:02:04] Voice 3: sounds good

[3:02:05] Voice 10: uh so first of all i completely agree

[3:02:08] Voice 10: with Vice Chair Patrick. We need to build a section around ad hoc committees or standing

[3:02:17] Voice 10: committees or whatever they're called, whatever select committees, whatever the euphemism is

[3:02:21] Voice 10: that's attached to them that creates a system whereby the, and I would support a system whereby

[3:02:28] Voice 10: the people that serve on those committees are actually voted in. And we've had two examples

[3:02:33] Voice 10: examples of it in my six and a half years. The first example, we did have a vote, a bunch of

[3:02:40] Voice 10: people were nominated, they were all voted. The second example was the one we just went through,

[3:02:44] Voice 10: and I would certainly support the first example, even though it was challenging as well. It was

[3:02:51] Voice 10: very challenging in terms of the way it was structured and set up. However, I think we

[3:02:57] Voice 10: We made it through, and it was a much more constructive process as a result.

[3:03:01] Voice 7: In fact, we look at it fondly now.

[3:03:06] Voice 10: Yes, it was very challenging because the CAO at the time brought in a very detailed proposal,

[3:03:15] Voice 10: which was pared down markedly by the proponent, the other trustee, McConkie.

[3:03:23] Voice 10: and um and uh and but it was but it passed and we made it through through that vote so

[3:03:30] Voice 10: um i'm content to suggest and move and move it when we get to that point to uh include a section

[3:03:38] Voice 10: on this on that in this section um in this policy because it makes sense um i i'm not so sure about

[3:03:48] Voice 10: out the six meetings a year. And the reason is I know how much time is involved with the staff in

[3:03:54] Voice 10: preparing for a meeting. There's a tremendous amount of preparation. And frankly, until this

[3:04:01] Voice 10: year, the last term, both of the committees met four times a year, and that seemed to be

[3:04:07] Voice 10: sufficient. And they can have meetings as they want. I'm not really opposed to it one way or

[3:04:15] Voice 10: or the other but I wonder about putting six and I will say under 5.1 I have never heard a discussion

[3:04:22] Voice 10: about the approved committee's meeting expense count so I don't know I don't think we ever take

[3:04:29] Voice 10: that into account and so I think if we're going to I think we should probably if we're going to

[3:04:34] Voice 10: have a policy we should probably do that we just set meetings we never talk about what they cost

[3:04:40] Voice 10: so so I just wanted to point that out the third thing I wanted to say is I with all due respect

[3:04:50] Voice 10: to the chair who makes a tremendous contribution to all the committees he sits as if I see you on

[3:04:55] Voice 10: I would be very concerned about giving him a vote if he's not card counted as core

[3:05:01] Voice 10: quorum um because quorum comes up all the time in those committees people drop off the meeting

[3:05:08] Voice 10: they stop and if he's voting but it's not part of the quorum that i think that's going to cause

[3:05:14] Voice 10: all sorts of confusion so i think it's either one or the other either he doesn't vote and he's not

[3:05:20] Voice 10: part of the quorum or he vote if he's going to vote he is part of the quorum it doesn't mean he

[3:05:27] Voice 10: He has to be there, but he can still choose to be there.

[3:05:30] Voice 10: But I'd be very concerned if he was not part of the core

[3:05:34] Voice 10: but had the right to vote and make motion.

[3:05:36] Voice 10: And I say he, and I shouldn't say that, the chair.

[3:05:40] Voice 10: So that'd be my point of view.

[3:05:42] Voice 10: And I'm happy to make a motion related to the inclusion

[3:05:45] Voice 10: of something related to creation of select committees

[3:05:49] Voice 10: and ask for reporting to be done on that.

[3:05:52] Voice 10: But those would be my views on both increasing

[3:05:55] Voice 10: from four to six, and secondly, the chair.

[3:06:00] Voice 10: So that's just my observations on these things.

[3:06:04] Trustee Luckham: Okay, thank you.

[3:06:06] Trustee Luckham: So maybe before I ask if somebody wants to make a motion,

[3:06:10] Trustee Luckham: the funny thing is, is I made a mistake.

[3:06:13] Trustee Luckham: I don't forget which term it was at the beginning

[3:06:15] Trustee Luckham: of one of the terms where I decided to take the bull

[3:06:17] Trustee Luckham: by the horns and made the significant effort

[3:06:21] Trustee Luckham: into creating a calendar for the term.

[3:06:24] Trustee Luckham: term. And I had made the assumption that for some reason, the committees, standing committees

[3:06:30] Trustee Luckham: actually met eight times a year, because it seemed logical to me that they would decide what work

[3:06:35] Trustee Luckham: they needed to do, do that work, have a second meeting prior to council to advance the work to

[3:06:41] Trustee Luckham: council. And I was embarrassed to be reminded that there was only four. So six sounds like a great

[3:06:48] Trustee Luckham: idea. Eight actually does sound like a better idea to me. But I totally get and understand

[3:06:52] Trustee Luckham: that indeed every single meeting is a lot of work and a lot of staff time taken away from

[3:06:57] Trustee Luckham: other work that they may be doing, support work as well. So I'm happy to go with whatever the

[3:07:05] Trustee Luckham: committee wants to do. I certainly think the select committees need to have some policy around

[3:07:10] Trustee Luckham: it. And I wasn't sure, Dan, if you were referring to the terms of reference for the committee,

[3:07:15] Trustee Luckham: But indeed, that was the topic of debate, I would say. And it strikes me that the terms of reference for select committees should be part of some kind of policy that dictates factors associated with the operation of the committee.

[3:07:34] Trustee Luckham: committee, although obviously the topic themselves may be different, but some structure around

[3:07:38] Trustee Luckham: that in the policy. And then I was curious about the quorum and the voting ex officio

[3:07:45] Trustee Luckham: and all that kind of stuff. And I was surprised that the, and it would be interesting to know

[3:07:51] Trustee Luckham: what the history was, is why it is that what we're doing is not included in the golden

[3:07:59] Trustee Luckham: book of Robert's rules. I'm not necessarily, just for the record, I'm not interested necessarily

[3:08:09] Trustee Luckham: in voting. I actually, to some extent, think there's a bit of a privilege in actually being

[3:08:16] Trustee Luckham: able to make comment when asked or not, but not be responsible for making motions and not

[3:08:22] Trustee Luckham: responsible for voting. There is a subtlety there that is interesting. And of course,

[3:08:28] Trustee Luckham: that's always the way it's been so that's the way I learned and what I think however I do think that

[3:08:34] Trustee Luckham: the quorum piece if voting rights are given to the chair or to the ex officio then indeed although

[3:08:43] Trustee Luckham: maybe and help us out Carmen if the language is maybe not clear in that if that if the ex officio

[3:08:52] Trustee Luckham: doesn't represent a number of the body of which the minimum number of participants represents

[3:08:58] Trustee Luckham: quorum versus those people that show up to

[3:09:02] Voice 3: the meeting and

[3:09:03] Trustee Luckham: vote. And at that point, the kind of

[3:09:06] Trustee Luckham: quorum doesn't necessarily change, but maybe I just don't understand the use of the word, but the

[3:09:10] Trustee Luckham: number of members that are voting in any given meeting represents a number, which does the chair

[3:09:16] Trustee Luckham: influence seven people at the meeting, four voted in favor, three voted against, versus

[3:09:22] Trustee Luckham: nine people requiring to attend a meeting as a quorum to hold a meeting. I don't know about

[3:09:28] Trustee Luckham: that part, but it does sort of make some sense to, if we're going to change it, that the numbering

[3:09:36] Trustee Luckham: and understanding about quorum and whether the quorum is the number of people necessary to call

[3:09:42] Trustee Luckham: to have a meeting versus the number of people voting in favor or against something that's right

[3:09:50] Voice 11: there's a difference between the majority in voting and quorum quorum is having enough people

[3:09:56] Voice 11: at the meeting to conduct the meeting period yeah

[3:10:02] Trustee Luckham: so i would say then in that with that answer that

[3:10:05] Trustee Luckham: having the chair ex officio who's not obligated to attend a meeting and it's very rare i don't but

[3:10:11] Trustee Luckham: But there are occasions where it conflicts with something else that if the chair didn't attend, then that would affect the opportunity for that committee to have a meeting.

[3:10:19] Trustee Luckham: So then in which case, then you'd want to make it mandatory that the ex officio.

[3:10:26] Trustee Luckham: So there you go.

[3:10:28] Trustee Luckham: So

[3:10:29] Voice 11: is the preference to leave the intent as it is currently that the chair doesn't vote and isn't counted for quorum?

[3:10:37] Voice 11: Just clarify that a little better than it is right now.

[3:10:40] Voice 11: I

[3:10:41] Trustee Luckham: would personally leave it alone, but I don't know what the Vice Chairs think.

[3:10:49] Trustee Luckham: I see thumbs up, at least by two members and other members, maybe, and one waffling.

[3:10:58] Trustee Luckham: So why don't you come back with the recommendations, or actually get a motion,

[3:11:03] Trustee Luckham: come back with recommendations for changing the Select Committee, and then we can ponder that

[3:11:08] Trustee Luckham: that question a little bit okay vice chair fast did you want to make a motion or chair patrick

[3:11:13] Trustee Luckham: vice chair patrick i

[3:11:14] Voice 3: just wanted to say about the um that i think if staff can clarify uh the text

[3:11:22] Voice 3: around quorum and whether the ex officio can vote um i think i've heard the chair say that he was

[3:11:29] Voice 3: confused about it so clarification is probably in order um and uh but he's he's okay with that as

[3:11:36] Voice 3: well so if you can clarify it i think that would be great i don't know

[3:11:40] Voice 11: if you need a

[3:11:40] Voice 3: motion for that

[3:11:41] Voice 3: that's just input right

[3:11:42] Voice 11: yeah i mean there are two basically two scenarios so i think i've heard that

[3:11:48] Voice 11: we'll leave it as status quo but um add more wording to clarify better exactly what we're

[3:11:55] Voice 11: talking about uh

[3:11:58] Trustee Luckham: vice chair patrick i

[3:12:00] Trustee Patrick: just wanted i didn't comment on the four to six meetings i i

[3:12:03] Trustee Patrick: I, too, think it's fine to leave it at four since it makes reference.

[3:12:07] Trustee Patrick: I think what I'm hearing from our CAO and what I would hope myself is that we do a better

[3:12:13] Trustee Patrick: job planning our work in the year that's coming.

[3:12:18] Trustee Patrick: And so if a committee has a project like the policy statement or something of that nature,

[3:12:23] Trustee Patrick: that they would, you know, they should be planning and building a budget request accordingly

[3:12:28] Trustee Patrick: accordingly at the time we set the budget so that if they want to have eight meetings or 10 or 12

[3:12:34] Trustee Patrick: meetings that they've planned for it and it relates to the work that's being done vice chair fast

[3:12:44] Voice 8: um

[3:12:44] Voice 3: thank you i'm sorry if this has been uh covered in here and i missed it but i've some local trust

[3:12:51] Voice 3: committees are holding lots of meetings from what i hear i think it was soph pender um compared to

[3:12:59] Voice 3: to some of the local trust committees

[3:13:02] Voice 3: that I'm involved with.

[3:13:04] Voice 3: And I'm wondering, is that covered in here

[3:13:05] Voice 3: or is that somewhere else?

[3:13:06] Voice 11: No,

[3:13:06] Voice 3: this is just for council.

[3:13:08] Voice 3: The other committees.

[3:13:09] Voice 3: Okay, thank you.

[3:13:11] Voice 7: Mr. Chair.

[3:13:13] Trustee Luckham: Yes, sir.

[3:13:15] Voice 7: Yeah, so probably the recommendation here to go to six,

[3:13:20] Voice 7: we're not in love with one or the other.

[3:13:22] Voice 7: The six was really recognizing a couple of things.

[3:13:25] Voice 7: our e-meeting capability now allows for an easier way to get into more meetings

[3:13:34] Voice 7: and that many of our we've tasked many of our council committees who I'll say respectfully in

[3:13:40] Voice 7: the past may have had a slightly less I think there's more effective outcomes occurring right

[3:13:52] Voice 7: now or effective outcomes occurring right now with the council committee system and they've

[3:13:56] Voice 7: been meeting a lot um you can ask claire i think our rpc's met them um more often than four times

[3:14:04] Voice 7: i'm not exactly sure so it was a reflection of where we've drifted as much as anything else but

[3:14:11] Voice 7: we are going to have to address what vice chair fast has indicated and that is that there's a

[3:14:17] Voice 7: a proliferation of meetings at an LTC level, including CIMs, special information meetings,

[3:14:26] Voice 7: and those kinds of things on weekends and so forth. And in the following report you get on

[3:14:30] Voice 7: electric meetings, you're going to see the monetary result associated with those things.

[3:14:37] Voice 7: So that is something to keep in mind, that we now think it is regular to increase the number

[3:14:43] Voice 7: of meetings we've got and they're kind of unaccounted for financially as it stands right

[3:14:49] Voice 7: now and they're certainly not based on application volume for instance where some of our larger LTCs

[3:14:58] Voice 7: could indeed have you know perhaps 20 different applications on the docket and some of the

[3:15:07] Voice 7: smaller ones not but some of the smaller ones are having a significant number of meetings as well so

[3:15:12] Voice 7: So we haven't completely addressed this matter, and we hope to later on in this meeting to some degree.

[3:15:20] Voice 7: Thanks.

[3:15:22] Trustee Luckham: Thank you, CAO.

[3:15:23] Trustee Luckham: Lots of thought here.

[3:15:25] Trustee Luckham: Dan, over to you, and then I have another question.

[3:15:29] Voice 10: Well, if you're ready, I was going to make a motion, but if you wanted to talk about something.

[3:15:33] Trustee Luckham: Well, just another thought that came up from the six-meeting concept or more-meeting concept at committees.

[3:15:41] Trustee Luckham: because the other thing that has just magically appeared in my recent in my experience was the

[3:15:50] Trustee Luckham: notion of recessing a committee meeting and then uh uh returning to a meeting at a later date

[3:16:00] Trustee Luckham: which is kind of an interesting tricky way of having another meeting and i and it um it came

[3:16:08] Trustee Luckham: came up again just the other day at TPC that there was some more work that we needed to do

[3:16:12] Trustee Luckham: and the suggestion was well instead of just scheduling another meeting let's just recess

[3:16:17] Trustee Luckham: the one that we're going to be in and then we can have another meeting later but and I understand

[3:16:22] Trustee Luckham: maybe the the creation of the agenda is a little simpler but I think that in the in a more extreme

[3:16:29] Trustee Luckham: version there could be amendments to the agenda the public notification is an interesting question

[3:16:35] Trustee Luckham: and it still requires additional staff time to take out of whatever they may already be doing

[3:16:44] Trustee Luckham: you know and schedule a meeting and all that kind of stuff which is what was going on here now with

[3:16:48] Trustee Luckham: TPC just so I'm interested in any remarks from the CAO or from yourself Carmen with respect to

[3:16:54] Trustee Luckham: that notion of recessing a meeting in order to and then recessing it because you know four hours

[3:17:02] Trustee Luckham: is just too long for a meeting and i agree but as you all know we sit through six or seven hour

[3:17:07] Trustee Luckham: meetings all the time and and so the notion is is four hours is more than enough let's recess and

[3:17:12] Trustee Luckham: we'll have it next thursday or so i'm interested in that

[3:17:16] Voice 11: i'd say

[3:17:18] Trustee Luckham: it comes down

[3:17:19] Voice 11: to uh agenda

[3:17:21] Voice 11: management for one thing and um determining approximately how long a meeting should take

[3:17:27] Voice 11: given the items on it but uh recessing a meeting and continuing it at a later date should be a

[3:17:33] Voice 11: one-off thing that happens very rarely uh you wouldn't want to use that as a regular practice

[3:17:39] Voice 11: to add in several meetings a year because you didn't get your business finished on one day so

[3:17:44] Voice 11: definitely something you could use when needed but shouldn't be relied on as a way to do business

[3:17:53] Voice 3: can can we have that some maybe a line in here saying a recessing of meetings is not encouraged

[3:17:59] Voice 3: or some whatever wording might be appropriate that just to have something that people can refer to

[3:18:05] Voice 3: um in the policy yeah

[3:18:07] Trustee Luckham: and that's what i was thinking about uh ceo did you want to chime

[3:18:10] Trustee Luckham: in or we'll move on to a motion here i

[3:18:12] Voice 7: think you should move on mr chair thank

[3:18:14] Trustee Luckham: you let's move on

[3:18:15] Trustee Luckham: on motion.

[3:18:18] Voice 10: I'm going to, Laurie, if you could try and keep up.

[3:18:22] Voice 10: It's as you always do, sorry, I did that came out wrong.

[3:18:28] Voice 3: Ready, set, go.

[3:18:29] Voice 10: I move that EC request staff to prepare suggested language

[3:18:38] Voice 10: in policy 2.3.1 to set out requirements

[3:18:48] Voice 10: for ad hoc or select committees including a requirement that members appointed sorry members

[3:19:02] Voice 10: not take out the word appointed are voted in by trust council let

[3:19:14] Voice 5: me just clean that up i believe

[3:19:15] Voice 5: i've captured your words where

[3:19:18] Voice 10: was i breaking up nope

[3:19:20] Voice 5: she

[3:19:22] Voice 3: thinks she's got it i

[3:19:24] Voice 6: heard that yeah

[3:19:24] Voice 6: yeah

[3:19:47] Voice 5: not that clean but here it is that's

[3:20:00] Voice 10: close enough to what yeah that's pretty much what i

[3:20:02] Voice 10: said so and i think i hope that gives enough guidance to you carmen to sort of come up with

[3:20:08] Voice 10: something yeah do

[3:20:14] Trustee Luckham: we want to do an and uh language surrounding um meeting recesses yeah i would

[3:20:26] Voice 10: ask that be a separate okay because

[3:20:29] Voice 10: i'm not convinced about that to be honest just yet i

[3:20:33] Voice 10: I want to think about it, but

[3:20:36] Voice 10: if that's okay with you.

[3:20:40] Trustee Luckham: That's fine with me.

[3:20:41] Trustee Luckham: So there's a motion on the floor

[3:20:43] Trustee Luckham: that was moved by Trustee Rogers

[3:20:45] Trustee Luckham: and seconded by Trustee Fast.

[3:20:48] Trustee Luckham: Is there discussion on the motion?

[3:20:51] Trustee Luckham: Now, Patrick.

[3:20:53] Trustee Patrick: Laurie.

[3:20:53] Trustee Patrick: Yeah.

[3:20:54] Trustee Patrick: I was just, I'm just, again, I'm speaking in favor

[3:20:57] Trustee Patrick: because I think this would go a long way to clarify

[3:20:59] Trustee Patrick: and make sure that these committees

[3:21:01] Trustee Patrick: are represented democratically even if it's messy okay

[3:21:09] Trustee Luckham: thank you um is there any just further

[3:21:12] Trustee Luckham: discussion then i'll call the vote all those in favor none opposed that carries thank you very

[3:21:20] Trustee Luckham: much uh does anybody want to make a motion about um practices around recessing meetings

[3:21:27] Trustee Luckham: otherwise we'll just continue on all right let's continue on um so i am now going to jump

[3:21:39] Trustee Luckham: through to page 95 mr.

[3:21:47] Voice 7: chair yes I

[3:21:48] Voice 7: believe Claire's indicated that we would

[3:21:53] Voice 7: have the most staff available due to conflicts if you went to the policy

[3:21:57] Voice 7: statement amendment project now and varied your agenda slightly in order to

[3:22:06] Voice 7: get some EC feedback but of course it's the EC's agenda and and we realize that

[3:22:10] Voice 7: But if that's not an inconvenience, that might be a benefit.

[3:22:19] Trustee Luckham: All right. Well, then, if it's all right with Vice Chairs, I will go to Section 7.1.2, well, Section 7, and specifically 7.1.2.1 under Trust Area Services.

[3:22:32] Trustee Luckham: The first draft of the new policy statement bylaw, and we have a briefing in front of us.

[3:22:38] Trustee Luckham: So I'll turn it over to staff to brief us.

[3:22:46] Voice 14: Thank you, Chair. I'm going to invite Delaney Hippola as our Senior Policy Advisor to introduce the briefing.

[3:22:52] Trustee Luckham: Yeah, I thought that you might. There we go. Delaney, over to you.

[3:22:56] Trustee Luckham: Thank you for your work.

[3:22:58] Voice 13: Thank you, Chair. Thank you. And hello, Executive Committee.

[3:23:04] Voice 13: I think I won't spend too much time introducing the meeting as all of you were present on Monday's meeting of Trust Programs Committee, where we presented this in more detail.

[3:23:14] Voice 13: Hill. I would highlight that we are considering the feedback that was provided by Trust Programs

[3:23:22] Voice 13: Committee members and Executive Committee members in trying to redraft the first draft

[3:23:31] Voice 13: accordingly. That hasn't been done yet. So the draft that's in your agenda package right now

[3:23:36] Voice 13: is the very first draft. And that will be also discussed by Regional Planning Committee next

[3:23:43] Voice 13: next week. And then we hope to do a redraft. We actually hope to do an initial redraft to the

[3:23:52] Voice 13: extent that it's possible prior to sending it to Trust Programs Committee for its second review.

[3:23:58] Voice 13: And so that would have to happen prior to Monday. And we anticipate three redraftings

[3:24:07] Voice 13: before it comes to you for the new Special Trust Council meeting

[3:24:12] Voice 13: that will be identified for the purpose of first reading.

[3:24:19] Voice 13: I think Claire has probably already mentioned

[3:24:22] Voice 13: that we're proposing a Special TPC meeting on June 15th

[3:24:28] Voice 13: and a Special Trust Council meeting on July 8th

[3:24:31] Voice 13: um for in accordance with the feedback that was received by trust programs committee um so those

[3:24:39] Voice 13: those are some developments since our discussion on monday and i'm happy to answer any questions

[3:24:44] Voice 13: um but brought more speaking um we have presented to you this first draft and uh at this stage we're

[3:24:52] Voice 13: just very welcoming of any feedback you may have um in terms of how the document could be revised

[3:24:59] Voice 13: revised according to the will of council prior to first meeting and I think I'll leave it at that

[3:25:06] Voice 13: and just ask if Lisa has any further comments to make at this stage.

[3:25:14] Voice 12: Thank you Delaney, thank you

[3:25:15] Voice 12: chair and vice chairs. Just really excited about the feedback that we're receiving. We also had

[3:25:23] Voice 12: our first meeting with the Masonic Leadership Council today to also talk about the new draft

[3:25:29] Voice 12: of the policy statement and so we're really looking forward to the engagement that we'll be having

[3:25:36] Voice 12: on this new draft and the excitement that that's bringing in our collaborative relationships and

[3:25:42] Voice 12: the meaningful engagement that we'll have moving forward so so thank you so much

[3:25:47] Trustee Luckham: thank you very

[3:25:49] Voice 8: much lisa um

[3:25:52] Trustee Luckham: anything further delaney or claire otherwise we'll go to vice chairs

[3:25:56] Trustee Luckham: nothing from

[3:25:59] Voice 13: our end thank you

[3:26:00] Trustee Luckham: so vice chairs uh questions or comments uh vice chair patrick

[3:26:04] Trustee Luckham: i

[3:26:05] Trustee Patrick: know i'm i've been giving considerable thought to um the community's conversation

[3:26:11] Trustee Patrick: since we had it and i appreciate i speaking with lisa yesterday um i understand the

[3:26:19] Trustee Patrick: i guess i don't know dilemma is the right word concerns of of using community in a way that

[3:26:26] Trustee Patrick: That means something to one person and something to someone else.

[3:26:29] Trustee Patrick: But I think that's the opportunity that we have.

[3:26:32] Trustee Patrick: And I don't think Islands Trust's use of the word community is really significantly different than my understanding of how First Nations would use it.

[3:26:48] Trustee Patrick: That the ecological and social aspects are completely integrated.

[3:26:52] Trustee Patrick: I think you know every meeting I'm at, I always do my integrated fingers.

[3:26:56] Trustee Patrick: and i think that we have an opportunity to help you know we're helping guide everyone who lives

[3:27:04] Trustee Patrick: in the the trust area through um through reconciliation and and and you know we're

[3:27:12] Trustee Patrick: kind of helping i see us you know that's one of our jobs is sort of helping this conversation

[3:27:19] Trustee Patrick: conversation and and taking a leadership role actually so i think there's an opportunity to

[3:27:26] Trustee Patrick: define community as a you know an island's trust definition of community in in the document that

[3:27:35] Trustee Patrick: is broad and inclusive um and so i just i just wanted to share that thought because that just

[3:27:46] Trustee Patrick: sort of came to rather than avoiding using the word which sticks out and i'm and i'm concerned

[3:27:52] Trustee Patrick: you know of creating conflict as we move forward we really want to help like i said help get people

[3:28:00] Trustee Patrick: paddling together um that we should just define it and take the broader definition of community

[3:28:11] Trustee Patrick: that's just sort of an idea that came to me hey

[3:28:17] Voice 8: thank you chair patrick uh dan rogers i think i

[3:28:20] Voice 8: I'm

[3:28:22] Voice 10: not going to talk a lot about the statement.

[3:28:28] Voice 10: I'll get my comments in by Sunday.

[3:28:31] Voice 10: And we all were part of the conversation on Monday.

[3:28:35] Voice 10: And I want to just thank the staff in particular for being open to some points of view that were not necessarily in sync with what had been presented.

[3:28:52] Voice 10: and thank you for that opportunity to do that

[3:28:54] Voice 10: and the openness you had.

[3:28:57] Voice 10: I'll tell you the thing that I've been thinking about,

[3:29:00] Voice 10: and this is not a criticism or even a hesitation.

[3:29:06] Voice 10: This is a very high-level document.

[3:29:10] Voice 10: It has been very aspirational.

[3:29:18] Voice 10: I'm going to turn my video off

[3:29:21] Voice 10: because I think, is that better if I turn my video on or am I just done?

[3:29:27] Voice 10: Yes. No, you're good

[3:29:28] Voice 7: if you turn it off.

[3:29:30] Voice 10: Okay. So it's a very aspirational document, which is what it should be. I'll just tell you

[3:29:37] Voice 10: my thought when I was lying in bed. We're going to need a $25 million budget to do this because

[3:29:48] Voice 10: Because it's, and I just think that this is going to lead, and that's okay.

[3:29:55] Voice 10: It's very ambitious because it's going to involve a whole bunch of.

[3:30:00] Voice 10: of uh work on ltcs to review ocps and get them all done so i think we just all should

[3:30:06] Voice 10: be aware of the fact what an ambitious document this is and i'm glad for that i'm glad for how

[3:30:13] Voice 10: ambitious in turn we have lost you now protection of of um the cultural heritage

[3:30:28] Voice 10: indigenous cultural heritage and the environment and what's that you

[3:30:34] Voice 7: are starting to break up

[3:30:35] Voice 7: phone in.

[3:30:36] Voice 10: I'm going to phone in and connect the other way too. Thanks.

[3:30:42] Trustee Luckham: Okay. Thanks, Dan. That'd be great. And maybe I'll just go to Sue Ellen fast,

[3:30:48] Trustee Luckham: but perhaps we just want to wait for Dan to dial in so that he gets to hear

[3:30:53] Trustee Luckham: I

[3:30:53] Voice 10: can hear fine.

[3:30:54] Trustee Luckham: Oh, I see. Okay. So Sue Ellen faster. What do you

[3:30:57] Trustee Luckham: remember to

[3:30:58] Trustee Luckham: mute there, Dan? Cause you'll get feedback going with two devices.

[3:31:01] Trustee Luckham: sure

[3:31:03] Voice 3: thank you um i uh also provided a little bit of feedback um or input uh i guess i should say on

[3:31:11] Voice 3: um at the meeting on the um on the third and uh but i so i won't repeat that um but i just want

[3:31:20] Voice 3: to respond quickly to the idea of community um it i was very interested to see it uh

[3:31:31] Voice 3: not be so present in this document.

[3:31:34] Voice 3: And I think that's important to let the other pieces rise.

[3:31:40] Voice 3: In my experience, running an OCP review process

[3:31:44] Voice 3: just as a steering committee chair,

[3:31:47] Voice 3: learning from Dave Witte and Linda,

[3:31:54] Voice 3: I've forgotten her name, but anyway,

[3:31:55] Voice 3: these people that are fellows

[3:31:58] Voice 3: in the Canadian Planners Institute,

[3:32:02] Voice 3: community means to them, the people that live there and work together and go to school in the

[3:32:08] Voice 3: same place, they're residents. And yet what we have is current residents, past residents who've

[3:32:17] Voice 3: been forced away due to lack of affordable housing and want to come back, current people who own

[3:32:24] Voice 3: second homes. And so they're not really residents. We have obviously displaced people, right?

[3:32:32] Voice 3: First Nations. I'm really glad to see the focus on, you know, reconciliation aspects. And we've

[3:32:43] Voice 3: got visitors, and they're growing. So, you know, those are, and there's probably more, those are

[3:32:49] Voice 3: just some, and we've got children, future residences, I mean, residents of, from, and

[3:32:58] Voice 3: visitors, and people with cultural connections to the land and the water. Anyway, I just wondered,

[3:33:04] Voice 3: Maybe we want to use the word humanity or something broader that just reflects the fact that humans are part of nature, too, and it's going to be changing all the time and that everybody has rights to be in the islands.

[3:33:26] Voice 3: because i'm uh uh i'm wanting to link more with the equality um diversity and inclusion side of

[3:33:35] Voice 3: it too so that was just one idea um but i'm uh concerned with just using the word and community

[3:33:41] Voice 3: means something in planner speak uh that we might not mean it to be in here unless i'm outdated but

[3:33:48] Voice 3: anyway that's my limited input just responding to chair patrick otherwise i've i've uh i said a few

[3:33:54] Voice 3: things earlier and i'll i'll respond with more detailed comments by this couple day tomorrow

[3:33:59] Voice 3: something yes okay

[3:34:03] Trustee Luckham: thank you dan did you want to continue uh we got your voice there now

[3:34:11] Voice 10: uh i hope so can you hear me

[3:34:13] Trustee Luckham: yes i

[3:34:15] Voice 10: i i don't know how much you heard i really didn't have

[3:34:18] Voice 10: much to add as i said i i will make my comments and writing as requested and uh just uh wanted

[3:34:25] Voice 10: and to honor the sort of ambitious

[3:34:28] Voice 10: and the aspirational nature

[3:34:35] Voice 10: of the documents we're working on.

[3:34:39] Trustee Luckham: Yeah, okay, thank you, Dan.

[3:34:41] Trustee Luckham: Yeah, I think we did get the gist of it.

[3:34:44] Trustee Luckham: So I too am going to submit any comments

[3:34:47] Trustee Luckham: that I have by the deadline

[3:34:50] Trustee Luckham: that was presented to TPC there.

[3:34:54] Trustee Luckham: But, you know, in reflecting on that notion

[3:34:58] Trustee Luckham: that all of us individually are going to make submissions

[3:35:02] Trustee Luckham: and then goodness gracious,

[3:35:04] Trustee Luckham: staff is gonna have to decipher

[3:35:06] Trustee Luckham: what it is that everybody said

[3:35:09] Trustee Luckham: and then capture it or not.

[3:35:13] Trustee Luckham: I don't know how you're gonna make

[3:35:14] Trustee Luckham: that decision-making process,

[3:35:16] Trustee Luckham: but capture it or not and then bring that back to us.

[3:35:20] Trustee Luckham: But it seems clear that just from my own experience now

[3:35:23] Trustee Luckham: in this conversation,

[3:35:24] Trustee Luckham: I have come to think that, boy, there's a couple of different definitions of community going on

[3:35:31] Trustee Luckham: here that is broad and wide. And I think it does need a definition, despite the fact that some

[3:35:37] Trustee Luckham: maybe don't want to define it. And that's fine. But I'm just reflecting on that conceptually in

[3:35:45] Trustee Luckham: terms of me now coming, oh, yeah, I think we need a definition of community, to realizing that as

[3:35:53] Trustee Luckham: everybody's notions come forward and there's a new draft that's going to stimulate

[3:35:56] Trustee Luckham: yet more conversation and then of course that uh um um affects my my notion of that we don't need

[3:36:06] Trustee Luckham: to get this policy statement perfect we certainly need to get it better close let's bring it to 2021

[3:36:12] Trustee Luckham: you know i think that if the policy statement went and i have a technical question coming up

[3:36:17] Trustee Luckham: if the policy statement went forward exactly as it's worded right now with all the amazing

[3:36:22] Trustee Luckham: reconciliation work and language and community engagement and collaboration and stuff went

[3:36:29] Trustee Luckham: forward as is today we would have moved the dial it would be a significantly better document than

[3:36:34] Trustee Luckham: it is today and then more of this will evolve over time when as Tim Peterson says let's get a

[3:36:41] Trustee Luckham: regular process for doing updates let's make a list coming out of this that says these are the

[3:36:45] Trustee Luckham: the things that we need to work on more because the conversation has only just begun and in

[3:36:51] Trustee Luckham: reflection on Dan's comments about this is a 25 million dollar project well congratulations

[3:36:58] Trustee Luckham: there's some big budgets ahead of us but again this all doesn't have to happen in 2022 it's

[3:37:05] Trustee Luckham: going to happen a little bit at a time over the next 10 years because guess what there's a lot

[3:37:11] Trustee Luckham: things we didn't do over the last 50. Some really important things that we haven't done.

[3:37:17] Trustee Luckham: And thank you, Lisa, for bringing that to our attention and all the contributors that brought

[3:37:22] Trustee Luckham: that to our attention. So without further ado, I see Delaney's

[3:37:29] Voice 3: hand is up.

[3:37:30] Trustee Luckham: Oh, I see. Let me just

[3:37:31] Trustee Luckham: finish and then we'll go with the CEO as well. My technical question is the language that we've

[3:37:39] Trustee Luckham: embraced in the document encompasses the object, which is owned by the province. And we have asked

[3:37:48] Trustee Luckham: for a legislative amendment, one of which is particularly to do with cooperating with First

[3:37:55] Trustee Luckham: Nations. How are we going to reconcile that chicken and the egg scenario of the legislative

[3:38:01] Trustee Luckham: amendments and the policy statement? And so, CEO and Delaney, you both had some hands up,

[3:38:07] Trustee Luckham: who would like to speak oh

[3:38:08] Voice 7: i'd let uh delaney go ahead of myself oh

[3:38:11] Trustee Luckham: you're such a gentleman thank

[3:38:12] Trustee Luckham: you um

[3:38:13] Voice 13: i'm also wondering if on your particular question if lisa might be the best place to

[3:38:20] Voice 13: respond to that particular question i have a separate comment um or i could respond how do

[3:38:27] Voice 13: you feel lisa i'm

[3:38:32] Voice 12: i'm just happy with the dialogue that's happening and i don't have any comments

[3:38:39] Voice 7: My comments are these. I noticed that during the session, and this is probably the way humans are, there wasn't a lot of discussion around policies and how those, you know, the policies in the document will land on the ground eventually.

[3:38:55] Voice 7: And I'm assuming that as we move through this, that trustees will move from the larger scale elements associated with the policy statement to how these would be, you know, ultimately how would policy statement, the changes, and we're all indicating there are some significant ones, will be realized on the ground eventually.

[3:39:16] Voice 7: actually, through OCPs, land use bylaws that are then in support, and we anticipate five,

[3:39:26] Voice 7: six years, seven years from now, how the actual mechanics of the realization of the policy

[3:39:31] Voice 7: statement. That's going to be an interesting piece. And then as we go forward into the first

[3:39:39] Voice 7: iteration of the bylaw, and maybe between first and second or second, third, maybe examples of

[3:39:44] Voice 7: that will be part of the discussion. So I just urge EC to keep that in mind as we go forward.

[3:39:51] Voice 7: Thank you.

[3:39:54] Trustee Luckham: Okay. I think go ahead, Delaney. I have also one more question, but go ahead.

[3:40:06] Voice 13: Okay. Thank you, chair. I just wanted to refer to some of the comments that were made earlier. And

[3:40:11] Voice 13: I was reflecting after Monday's meeting that in addition to giving you rationale for

[3:40:17] Voice 13: for changes to the policy statement.

[3:40:22] Voice 13: I've been thinking about how to give you rationale

[3:40:24] Voice 13: for things that we didn't include

[3:40:26] Voice 13: or words that we didn't use in the first draft

[3:40:29] Voice 13: because as part of the drafting process,

[3:40:33] Voice 13: we have really looked at the significance

[3:40:36] Voice 13: of particular words and their meaning

[3:40:38] Voice 13: and how they're interpreted differently

[3:40:40] Voice 13: by different audiences.

[3:40:43] Voice 13: And so that has been reflected

[3:40:44] Voice 13: in some of your comments today.

[3:40:46] Voice 13: and I'll just share that the terms inclusive and equity have been used quite a lot in different

[3:40:53] Voice 13: contexts throughout the past two years of engagement and some of them have been actually

[3:40:59] Voice 13: used in ways that are antithetical to the notion of equity and so it's very difficult to come up

[3:41:07] Voice 13: with definitions of those terms and context of those terms without having had a really deep

[3:41:12] Voice 13: meaningful discussion of what they mean at the at the council level so I'm just sharing a bit

[3:41:18] Voice 13: of that context but still we are Lisa and I are going to try our best to to define those terms in

[3:41:25] Voice 13: in meaningful ways that apply in the trust area context and we'll bring that language back to you

[3:41:30] Voice 13: I also just wanted to comment on Trustee Rogers comment about this being an aspirational vision

[3:41:35] Voice 13: because yes those thoughts did cross our mind as we were drafting and typically with a lower

[3:41:42] Voice 13: lower level policy document or an action plan or strategy, we take a lens of realism to the

[3:41:48] Voice 13: policies and look at our current budgets and so on. But because the policy statement is intended

[3:41:53] Voice 13: to be visionary and is intended to be what we need to carry out the object of the trust,

[3:41:59] Voice 13: we didn't limit ourselves in that way. So I'll just share that kind of perspective that this

[3:42:04] Voice 13: This would mean, this is aspirational, would mean a significant budget, but like Chair

[3:42:12] Voice 13: Lockham said, it doesn't have to be all accomplished in one year, so some feedback there.

[3:42:20] Trustee Luckham: Very good.

[3:42:21] Trustee Luckham: I'll just add my other question here, and I'm thinking specifically about, as the CAO

[3:42:28] Trustee Luckham: has said, a lot of this is associated with the policies, so coordination policies with

[3:42:34] Trustee Luckham: trust council and specifically 4.6.17 and 4.6.18 um i have suggested in the past ever since i got

[3:42:44] Trustee Luckham: to be a trustee probably is that the prohibit the development of artificial reefs in the trust area

[3:42:50] Trustee Luckham: is actually a flawed statement and it is was a reaction to the creation of an artificial reef

[3:42:56] Trustee Luckham: many many years ago the the real issue is the prohibition of dumping ocean dumping

[3:43:04] Trustee Luckham: because that is a permitted process for transport Canada it's complete and a complete offense to the

[3:43:11] Trustee Luckham: marine ecosystems that we have here and so I plan on making that as a submission but wonder

[3:43:18] Trustee Luckham: whether or not that's more significant than just language and that there's some policy

[3:43:25] Trustee Luckham: change there that should be incurred and how is it that I can influence that and you'll have to

[3:43:36] Trustee Luckham: unmute um

[3:43:40] Voice 6: yes

[3:43:43] Voice 13: so certainly we can um look at that change I'm not sure and maybe I'll look to

[3:43:48] Voice 13: Claire for some guidance about this in terms of uh does that have to come as like a committee

[3:43:53] Voice 13: discussion or how does that work at this stage yes

[3:44:00] Voice 14: so you'll remember we sort of um we did have

[3:44:03] Voice 14: have project scope around reconciliation, climate change and affordable housing. So this would be

[3:44:09] Voice 14: one that falls somewhat outside of that scope. So when some of those types of topics come up,

[3:44:14] Voice 14: we've been suggesting that they be on the topic review inventory for future work when they're

[3:44:19] Voice 14: not really in those buckets. Many other topics have found their way in because they've been

[3:44:25] Voice 14: raised by nations and we're bringing them in under the reconciliation heading. I haven't been

[3:44:31] Voice 14: party to many of those discussions so can't speak to this topic particularly if there was desire to

[3:44:35] Voice 14: add it i believe yes via committee as a you know it would be at a committee's discretion to provide

[3:44:41] Voice 14: support for that

[3:44:43] Voice 13: yeah and and i just add that the clarity that you've mentioned would would would

[3:44:49] Voice 13: be valuable and could be justified under a climate change um context um but what i was speaking to

[3:44:56] Voice 13: was more about the process of um how we would receive that um suggestion that it would be um

[3:45:04] Voice 13: an ec committee um piece of feedback i

[3:45:12] Trustee Luckham: think that i've i've seen the path here and i'll follow

[3:45:16] Trustee Luckham: through with that and i will note that i can't say for certainty of course because i can't speak for

[3:45:22] Trustee Luckham: first nations but i do recall having conversations about ocean dumping um with first nations

[3:45:29] Trustee Luckham: particularly, if I'm not mistaken, that LIAXN is objecting to an ocean dumping site off of Valdez Island.

[3:45:38] Trustee Luckham: So, good. I'll pursue that. Thank you.

[3:45:42] Trustee Luckham: Any other remarks or this is a briefing. You're not looking for specific direction.

[3:45:47] Trustee Luckham: The direction to us through TPC was to submit our comments in writing and you'll do the best you can with that.

[3:45:54] Trustee Luckham: is there any further remarks from vice chairs or any further advice from staff all right i see

[3:46:02] Trustee Luckham: i

[3:46:03] Voice 3: see dan's hand i

[3:46:04] Trustee Luckham: don't see dan at all so dan your hand is up now

[3:46:13] Voice 3: dan your phone looks muted

[3:46:15] Voice 3: there no

[3:46:16] Voice 10: no i'm yeah this is a lesson to me i thought i could do these i'm trying to do these

[3:46:23] Voice 10: meetings from my home on on the island so i could be an island trustee and it's not working

[3:46:27] Voice 10: um i wanted to just comment thank you to the cao you're absolutely right there wasn't a lot

[3:46:34] Voice 10: of conversation about the policies because i think the focus became at the meeting not about what was

[3:46:39] Voice 10: in the draft but what was not in the draft and that that certainly distracted from the specific

[3:46:46] Voice 10: commentary around the policy um let i i i i um i just want to sort of clarify my remarks a lot of

[3:46:55] Voice 10: what i read about particularly about the environmental stuff um i don't want to call

[3:47:00] Voice 10: it stuff that's a bad word environmental policy proposals all of which are very supportable

[3:47:04] Voice 10: are are if an ltc is going to be required to implement some of those stuff and some of those

[3:47:11] Voice 10: policies um which is which is what this this which is what the trend of the policy is is to make it

[3:47:19] Voice 10: directive that you must do certain things which is i think the will of this trust council uh it's

[3:47:25] Voice 10: going to require a lot of ocp amendments and a lot and probably some down zoning in order to make

[3:47:30] Voice 10: some of those things work all of which is complicated so i think we i think that's just

[3:47:36] Voice 10: a recognition of that i'm not i'm not i'm not speaking against it i'm i'm supportive of it i'm

[3:47:43] Voice 10: I'm just, it's just the recognition I'm having

[3:47:46] Voice 10: of what's ahead of us as we do this.

[3:47:49] Voice 10: So that's good.

[3:47:49] Voice 10: Anyway.

[3:47:50] Voice 7: That is

[3:47:51] Voice 10: good, but it

[3:47:51] Voice 7: will be good

[3:47:52] Voice 7: if that realization is thought through

[3:47:56] Voice 7: by trustees and trust counsel as it goes forward as well.

[3:47:59] Voice 10: You bet.

[3:48:00] Voice 7: I

[3:48:01] Voice 10: will make that point again.

[3:48:03] Voice 10: Thanks, Jeff, CAO.

[3:48:05] Voice 10: I'm going to try and move and see if I can get it.

[3:48:07] Trustee Luckham: All right.

[3:48:08] Trustee Luckham: Is there anything further on this topic?

[3:48:11] Trustee Luckham: Otherwise, we will all respond to staff

[3:48:14] Trustee Luckham: accordingly and that the deadline for you is when exactly Monday

[3:48:19] Voice 13: tomorrow no

[3:48:22] Voice 13: it's so the deadline for to inform the TPC meeting is on Sunday the 9th yeah

[3:48:30] Voice 6: for written

[3:48:31] Voice 13: feedback yeah sorry that wasn't clear and then we'll be putting

[3:48:35] Voice 13: out the agenda package on Monday in preparation for them I think it's the

[3:48:41] Voice 13: a Thursday TPC meeting.

[3:48:43] Voice 3: Well, that's better. Friday.

[3:48:45] Voice 13: Perhaps it's Friday. Super.

[3:48:48] Voice 12: Then, Lisa.

[3:48:52] Voice 12: So if there's any questions about any of the reconciliation sections that trustees have or

[3:48:59] Voice 12: vice chairs have, if you just feel free to contact me, I'm here to help clarify anything as part of

[3:49:06] Voice 12: our education process and if you have any concerns or things that you'd like to talk about I'm here

[3:49:13] Voice 12: and available to answer those questions because part of the wording that we have in there

[3:49:22] Voice 12: might be helpful just to have a one-on-one to talk about if you're formulating any

[3:49:26] Voice 12: any thinking or comments so that so that it's clear and helpful so I'm always here to help

[3:49:32] Voice 12: and really appreciate all of the comments that everyone is contributing to the document and

[3:49:38] Voice 12: really value the words and direction that we're taking. Thank you.

[3:49:46] Trustee Luckham: Well thank you for your help as well. So then if that concludes that, then I think I will go back

[3:49:56] Trustee Luckham: to where were we six point one point three that's all right with everybody

[3:50:04] Trustee Luckham: amendments to trust council policy two point three point one council committee

[3:50:08] Trustee Luckham: systems request for decision and that is on page 80 chair we've addressed that

[3:50:16] Voice 5: item have we not i

[3:50:17] Trustee Luckham: don't think did we yep i think we did oh i see we slid into that from

[3:50:26] Trustee Luckham: the legal services policy i see okay i get it now 7-1-1

[3:50:30] Trustee Luckham: perfect so that was a request for decision

[3:50:34] Trustee Luckham: and so we made some motions to re-advance that to bring that back so then 7.11 is oh here we are

[3:50:41] Trustee Luckham: that's right review of options to provide hybrid live and electronic local trust committee

[3:50:49] Trustee Luckham: meetings briefing so i don't know hybrid that's an interesting word can we just have an all

[3:50:54] Trustee Luckham: electric vehicle instead russ

[3:50:58] Voice 7: probably not the way we're going yeah

[3:51:01] Trustee Luckham: julia's been promising me for two years now i'm sure

[3:51:05] Voice 7: no we'll uh we'll ask her

[3:51:07] Trustee Luckham: okay uh so sorry i gotta get to the right page sorry for the levity

[3:51:16] Trustee Luckham: all right here we are so mark van beekle and russ hotson pillar so

[3:51:22] Trustee Luckham: does the ceo want to introduce this and we'll hand it off to you yeah

[3:51:25] Voice 7: thanks no i appreciate

[3:51:27] Voice 7: mark joining us uh thanks mark uh you know i'm glad we have a sense of levity this is a

[3:51:32] Voice 7: a further serious business here at executive committee and that is figuring out how we're

[3:51:37] Voice 7: going to move forward with electronic meetings so i'm hoping in this brief presentation and

[3:51:43] Voice 7: discussion with you that we will be able to describe a full uh you know let's call it the

[3:51:47] Voice 7: interactive option what the budget implications are associated with that and describe the third

[3:51:54] Voice 7: thing would be to describe the user experience from each participant's perspective and we would

[3:52:01] Voice 7: have that discussion on a larger level. We would then return to you at your next DC meeting with

[3:52:09] Voice 7: any further information, any refinement to put things into an RFD that either lives with you

[3:52:16] Voice 7: or goes to Trust Council. At the very minimum, I think Trust Council would want to know

[3:52:23] Voice 7: the best way moving forward. And I think it's inevitable that there's going to be cost

[3:52:28] Voice 7: cost implications associated with moving forward so we're going to address those three things if

[3:52:34] Voice 7: I could so launching into the report in front of you I'm always loathe to go through it word by

[3:52:40] Voice 7: word but what I heard last time we discussed this was no we want to hold on to the ability to one

[3:52:48] Voice 7: fulfill our obligations associated with having live meetings and our desire to have live meeting

[3:52:53] Voice 7: participants but also to remain in our fully fluid participatory zoom world staff came forward sort

[3:53:03] Voice 7: of recommending going with one and a half versions of that meaning the broadcast piece which was the

[3:53:10] Voice 7: funded piece in our budget and the live meetings but your experience you are out there you're

[3:53:18] Voice 7: are seeing it. Indeed, I spoke with some of the land use planning staff in the northern office

[3:53:24] Voice 7: and they expressed the same thing that a lot of positivity associated with the

[3:53:29] Voice 7: fully interactive capability of people who are not on facility being able to

[3:53:33] Voice 7: join the meetings. So as such, you've got in front of you a report that details what that world would

[3:53:39] Voice 7: look like. Mark's done all the technical stuff obviously and I've just waded in to make things

[3:53:44] Voice 7: a little muddier than they should be. We do have a little bit of live stream analytics for you here

[3:53:52] Voice 7: that I think generally would indicate that there is some uptake on people's participation as you

[3:53:58] Voice 7: would think. We're trying to extrapolate that into our future though. You know on a given island are

[3:54:04] Voice 7: we going to have 95 percent attendees who are live and sitting there and five percent or are we going

[3:54:10] Voice 7: to have find some new ratio and that's going to frankly be the really interesting time for the

[3:54:14] Voice 7: Islands Trust when it sees whether it gets beyond its current communications sort of window.

[3:54:20] Voice 7: So then I turn to the next page around some core assumptions here. And these are assumptions that

[3:54:26] Voice 7: we've brought to the table. You may or may not agree. I'm happy to see some operating assumptions

[3:54:31] Voice 7: that you would bring to making a decision here. These are some that we've noted. This is a

[3:54:38] Voice 7: challenge. Always remember that any other agency who does what we do has one boardroom and does

[3:54:44] Voice 7: everything through that boardroom facility. We are trying to replicate that times 13 and to do that

[3:54:51] Voice 7: within sort of our legal, our requirements on FOI and all those kinds of things. Another core

[3:55:00] Voice 7: thought is that we've benefited from having multiple staff be able to go to a meeting

[3:55:06] Voice 7: without physically having them go there and that's even more important as we start to have

[3:55:11] Voice 7: the long-range team working on various island projects that are pan-regional that are you know

[3:55:19] Voice 7: so a northern planner might be working on a southern initiative if they have an area of

[3:55:23] Voice 7: experience we'll want them to be able to have access to those public meetings but not drive

[3:55:28] Voice 7: them there and ferry them there. I think really for the first time we're going to have to speak

[3:55:33] Voice 7: about the administration of electronic meetings has led to the displacement of current work by

[3:55:39] Voice 7: administrative staff there's two or three staff who spent who spend together about almost an fte

[3:55:45] Voice 7: of their working lives doing regular meetings on zoom and also the proliferation of meetings

[3:55:56] Voice 7: weekend meetings evening meetings not that those are necessarily bad but i tell you right now we've

[3:56:02] Voice 7: got two people in our organization who who do that maybe two and a half so far they've just said

[3:56:07] Voice 7: great we're on board I don't think that's a long-range management possibility for us in the

[3:56:14] Voice 7: future we have to we have to address it so item seven here is sort of detailing I could get more

[3:56:20] Voice 7: detail for you if as is needed but that's about the hours that are being used to administer a

[3:56:27] Voice 7: meeting and we will need to have that if we maintain full flexibility around these meetings

[3:56:32] Voice 7: meetings in the future and having the interactive meetings that we're going to need to have some

[3:56:35] Voice 7: additional capacity. I also note here that it might not be that we have to do everything for

[3:56:41] Voice 7: everybody. Some LTC, I mean, part of a sophisticated way to work in a federation is to not give

[3:56:51] Voice 7: everybody all everything just because. Maybe some really need this and some don't. And maybe we fund

[3:56:58] Voice 7: it for some LTCs and not for others and then that decision gets made at the start of a term or

[3:57:04] Voice 7: when things turn around. So then what are some of our challenges? You see that on page 96,

[3:57:11] Voice 7: hardware, hardware kits, who sets up the equipment, what do the participants see, feel and hear

[3:57:20] Voice 7: and how many of our staff do we need to assist in this process. Ideally we know we'd have a

[3:57:28] Voice 7: some planning staff at every ltc meeting can we enhance the role of the minute taker in some way

[3:57:35] Voice 7: what is the role of vice chairs in terms of actually you know physically making things

[3:57:40] Voice 7: happen right now this proposal has that there's not much of a role for a vice chair in that

[3:57:45] Voice 7: in that way we might have some chair vice chairs right now who would relish the opportunity but

[3:57:51] Voice 7: who's to say that that's going to be the case into the future and the different capabilities

[3:57:57] Voice 7: associated with technology and all those kinds of things.

[3:58:02] Voice 7: So initially, you know, maybe I'll turn over Mark

[3:58:07] Voice 7: for a little bit of a hardware update,

[3:58:09] Voice 7: but to attend in person, watch the live stream

[3:58:11] Voice 7: and participate in a Zoom webinar,

[3:58:15] Voice 7: on page 97, you see the package that would be needed.

[3:58:20] Voice 7: And it costs approximately $3,000.

[3:58:23] Voice 7: There's debate as to whether or not it needs,

[3:58:25] Voice 7: we really need to have a projector and a screen.

[3:58:28] Voice 7: and that um you know i think we could walk through a scenario where we don't need those things

[3:58:33] Voice 7: and to keep costs low and the our initial recommendation is that um to address this

[3:58:40] Voice 7: is that and it turns out other bodies are doing it um we have a dedicated person who runs and

[3:58:47] Voice 7: manages meetings at the islands trust and then we train all the people who are related to this

[3:58:53] Voice 7: to some degree meaning the planner the minute taker um possibly even a vice chair but that we

[3:59:03] Voice 7: install in high use places a kit in each place that lives on the island and then we have a roving

[3:59:08] Voice 7: kit um for the north and the south um that would be employed and um basically that's that that's

[3:59:17] Voice 7: the totality of the of the first offering mark can you just take us through the the connectivity

[3:59:22] Voice 7: interactivity and um how you um see the uh um the actual kits kits functioning and that there's

[3:59:31] Voice 7: really no distinction between just having the broadcast factor and having uh having the fully

[3:59:36] Voice 7: interactive piece and

[3:59:38] Voice 2: then i'll come

[3:59:38] Voice 7: and then i'll come back and talk about budget and dollars

[3:59:41] Voice 7: sure

[3:59:41] Voice 2: russ laurie can um can i go ahead and share if you can um stop sharing the the agenda yep you

[3:59:47] Trustee Patrick: you can go right ahead it

[3:59:49] Voice 2: says that well i'm there we go thank you so um thanks uh chair

[4:00:00] Voice 2: vice chairs i believe this was in your package um there was an attachment associated with this

[4:00:05] Voice 2: briefing and this schematic lays out the the pieces of the puzzle that we're proposing

[4:00:11] Voice 2: i think the most important part of this proposal sits right here in the middle which is the which

[4:00:16] Voice 2: we refer to as the debio um it's exactly the same hardware that we're using in all the boardrooms

[4:00:22] Voice 2: um it's a it's a digital sound processor and the reason we went with this and believe me we've

[4:00:29] Voice 2: We bench tested a number of solutions, and every other solution proved to be loose, loosely coupled, meaning that, you know, we could put a software solution on a laptop, but that software solution took someone like myself or David to be on top of it in order to ensure that it worked every time.

[4:00:51] Voice 2: because there was configuration every time and software is not hard coded the same way hardware

[4:00:59] Voice 2: is. So the Devio gives us the assurance that when we go into any space, be it a small meeting space

[4:01:06] Voice 2: or a larger, say, auditorium, that we're going to get comparable sound quality to what we're

[4:01:12] Voice 2: getting out of our boardrooms right now. And you can see the difference of how Salt Spring gets the

[4:01:16] Voice 2: same quality that we get in the boardroom here in victoria and these devices are intended to

[4:01:21] Voice 2: be portable so um it's it's actually a pretty good fit um the only difference being that there's a

[4:01:28] Voice 2: tabletop mic so what i'll do is i'll just show you um what this would look sort of in play if i was

[4:01:36] Voice 2: to i just roughed this up this morning to say what we what an ltc could look like with these

[4:01:42] Voice 2: components without the connectivity of the cabling but the idea here being that there would be one

[4:01:47] Voice 2: laptop that is essentially working with the devio dsp the sound processor to manage the zoom meeting

[4:01:56] Voice 2: or the the devio becomes the microphone and manages the speaker and it sits at the table

[4:02:04] Voice 2: with the chair the vice chairs and potentially a staff member and that if the public wants to

[4:02:11] Voice 2: address the the local public they would come up to the front and then be within that that capture

[4:02:20] Voice 2: for that microphone and would also be in the capture of a wide angle camera so basically it'd

[4:02:28] Voice 2: be the same thing as as here and today and then instead of for your individual feeds and your

[4:02:33] Voice 2: microphone on your laptop and your camera on your laptop we're just subbing in the devio micros

[4:02:39] Voice 2: microphone and speakers and camera and there would be one laptop that would be providing the chairs

[4:02:46] Voice 2: with a view if they needed it but arguably they don't need to see who's remote if you think about

[4:02:52] Voice 2: the public if the public's joining a meeting today in a as a delegate or as an attendee that's

[4:02:58] Voice 2: invited to speak during a town hall all we all we provide is voice participation so the same thing

[4:03:06] Voice 2: the same thing would result we would have a microphone speaker so that those remote would

[4:03:11] Voice 2: hear council or sorry the the committee and the locals the local or the resident

[4:03:17] Voice 2: participants would hear their remote this as russ mentioned is entirely optional i think in the past

[4:03:25] Voice 2: i think it continues to be or it used to be optional depending on the ltc that some ltcs

[4:03:31] Voice 2: would project the the agenda that's arguably what you would do i don't know if there's any value for

[4:03:38] Voice 2: projecting remote participants but it becomes an option when you have the projector there

[4:03:43] Voice 2: then you could let's say if a staff member was remote and wanted to do a presentation

[4:03:48] Voice 2: to the committee they could sub out the um the agenda and put up the um the the staff member

[4:03:56] Voice 2: member presenting. So I think from a perspective of both participants, you can see both scenarios

[4:04:05] Voice 2: here. It actually doesn't change. That's the most important part here is whether you have

[4:04:13] Voice 2: the public participating remotely or not, if staff or trustees decide to be remote,

[4:04:19] Voice 2: it's the same thing you still need to give them audio presence in the room and that's what this

[4:04:26] Voice 2: this setup does that's what the devio provides for us so that that's the bulk of it now the

[4:04:33] Voice 2: interesting thing when when russ and i were chewing on this earlier and and talking about

[4:04:38] Voice 2: this briefing i um and he started to talk about staff members and it's been something that we as

[4:04:44] Voice 2: is is have been recommending for a long time in this discussion around um uh roving committees

[4:04:51] Voice 2: and uh remote management of meetings um i just went online i went online and the first thing i

[4:04:59] Voice 2: took a look at as far as um i just did a search on uh coordinating committees and there was a there

[4:05:07] Voice 2: was a an ad i think there was a link intended to be in your briefing to this but this is a um the

[4:05:13] Voice 2: The city of Waterloo in Ontario has a current live posting for this position.

[4:05:19] Voice 2: It's an almost exact match for what we were discussing, short of the fact that they're

[4:05:24] Voice 2: roping in everything, preparing agendas, minute taking.

[4:05:29] Voice 2: They've got all that in there as well.

[4:05:32] Voice 2: I think arguably our person, if we were to go down this road, our person who would be

[4:05:38] Voice 2: responsible for um for these ltcs would have their hands full just with just with the hardware the

[4:05:46] Voice 2: streaming um moving the hardware supporting the setup and such but every piece every piece that

[4:05:53] Voice 2: we've been discussing is is in here and that's been mentioned in that uh in that briefing so i

[4:06:01] Voice 2: don't uh russ i don't know how you'd like to proceed okay

[4:06:04] Voice 7: well we could stop here for some

[4:06:06] Voice 7: some technical questions around that or I could um walk into cost considerations

[4:06:13] Voice 7: what do you want to do Mr. Chair

[4:06:15] Trustee Luckham: and well I see one hand up there for a question this time

[4:06:18] Trustee Luckham: Vice Chair Fast yeah

[4:06:20] Voice 3: it's Sue Ellen here and uh I just wanted to um mention that we had made some

[4:06:27] Voice 3: pilot experiments back in uh pre-COVID and um I've asked uh Mark thank you Mark has sent um

[4:06:35] Voice 3: the list of the different venues, the LTC meeting sites and what they're capable of as far as he's

[4:06:43] Voice 3: got so far for the different islands. And all I wanted to say was, this is great. Some of them

[4:06:51] Voice 3: already have equipment in place, like this, the smart screens were already appearing, like the

[4:06:57] Voice 3: changes were happening before COVID in that I'd go to the venue the next time next meeting and oh,

[4:07:04] Voice 3: oh, there's a smart screen here.

[4:07:05] Voice 3: Or we'd get a different room at the North Vancouver Rec Centre

[4:07:12] Voice 3: and, oh, we didn't have a smart screen,

[4:07:14] Voice 3: so we just projected on the wall.

[4:07:16] Voice 3: But one thing that's changing is the equipment

[4:07:21] Voice 3: at the meeting sites is growing because everybody needs it now.

[4:07:25] Voice 3: And I remember a meeting at Denman where we,

[4:07:29] Voice 3: staff dutifully brought in the big screen and then, oh,

[4:07:32] Voice 3: oh, there was a screen already there that nobody knew about.

[4:07:36] Voice 3: The other thing that's growing is the capability of people around

[4:07:40] Voice 3: to be flexible and adapt and have their own gear

[4:07:43] Voice 3: or the site has somebody who says, oh, I've got one of those or whatever.

[4:07:48] Voice 3: And same with staff.

[4:07:49] Voice 3: I found Northern Region planners were, I remember Sonia looking at Hornby

[4:07:55] Voice 3: at the smart screen that was there and going, oh, I can use this

[4:08:00] Voice 3: as long as I've got this kind of cable.

[4:08:03] Voice 3: And Alex found the cable.

[4:08:04] Voice 3: Anyway, so things are changing fast

[4:08:06] Voice 3: and I expect that there will be more change

[4:08:09] Voice 3: in terms of at meeting sites

[4:08:12] Voice 3: because everybody needs this kind of stuff now

[4:08:14] Voice 3: and expect it.

[4:08:16] Voice 3: I sent around some photos just by email there

[4:08:20] Voice 3: just so you could see what it looks like in action

[4:08:22] Voice 3: in our experiment there.

[4:08:25] Voice 3: And the other thing that's changing is Connected Coast.

[4:08:28] Voice 3: we've been all writing um um letters of support for better connectivity who knows when it'll

[4:08:37] Voice 3: actually get um into these sites but i do know some of these some of them of the meeting sites

[4:08:43] Voice 3: have uh wi-fi next door that could be turned on if only somebody had the key you know and that

[4:08:50] Voice 3: kind of thing so for example the library is next to the hornby site or um denman has the old school

[4:08:57] Voice 3: and people are going into the parking lot to use the wi-fi that the islands trust is already paying

[4:09:02] Voice 3: for anyway things um there's things are changing and improving and uh i'm really excited to see

[4:09:08] Voice 3: the work that's going into this and um i suggest that the ltc meeting site um um matrix that you've

[4:09:17] Voice 3: got there will be uh changing as you go and uh you may want to add for gambier um the north

[4:09:24] Voice 3: Vancouver sites where we usually meet and otherwise that's great. Those are just my

[4:09:31] Voice 3: few comments is that it's changing fast and I'm happy that we're changing with it. Thank you.

[4:09:36] Trustee Luckham: Dan Rogers.

[4:09:42] Voice 10: Can I assume Liskiti's not on the list simply because their Wi-Fi is non-existent?

[4:09:48] Voice 10: I'm guessing. It's just it's not on the list under number two and I just but I noticed from

[4:09:55] Voice 10: your matrix mark that didn't appear to be anywhere that had a wi-fi on or or much cell service so so

[4:10:02] Voice 10: that's because and i just want to reiterate what the the cao said i think uh it's probably a good

[4:10:08] Voice 10: idea to sort of see which i mean i've spoken from my experience i think the ec has spoken from their

[4:10:13] Voice 10: experience but there may be some ltcs that want to go back to business as usual um so i guess we'll

[4:10:20] Voice 10: see maybe some of them won't want to do and then i'll i have a couple more questions but they're

[4:10:25] Voice 10: related to the the finance or the cost issues i'll wait till the cao is finished uh

[4:10:31] Voice 8: chair vice

[4:10:32] Voice 8: chair patrick yeah

[4:10:35] Trustee Patrick: i mean i i think very much what the swellen was just saying i think all of our

[4:10:41] Trustee Patrick: communities have been exposed to so much in the last year that they can now do electronically

[4:10:48] Trustee Patrick: whether it's the garden club or the you know the the the forums and all these you know guest

[4:10:54] Trustee Patrick: speakers that they've been able to have access to so it's like they've all had had it so I would

[4:11:00] Trustee Patrick: actually say I wouldn't be you know if we're investing in this equipment you can expect that

[4:11:05] Trustee Patrick: you better have a policy do you rent it out or borrow it out to other other people in the

[4:11:10] Trustee Patrick: community because I think I'm just saying but that's going to be immediately expected

[4:11:13] Trustee Patrick: so those are things just to think about but I think we're I think that we there is no going

[4:11:21] Trustee Patrick: going back. And I think this is the right, right direction.

[4:11:24] Trustee Patrick: And I would hope that there would actually be some saves as we get into the

[4:11:27] Trustee Patrick: money, that it's not just necessarily a hundred percent,

[4:11:30] Trustee Patrick: an additional person that there's some offset in people who don't have to

[4:11:34] Trustee Patrick: travel to the meeting that, you know, there,

[4:11:36] Trustee Patrick: there's reduction in travel time of being able to have more access to more,

[4:11:41] Trustee Patrick: more people.

[4:11:47] Trustee Luckham: Yeah. A couple of remarks. Actually,

[4:11:51] Trustee Luckham: Laskini if you're in the right place has excellent internet service.

[4:11:55] Trustee Luckham: and in fact is one of the few islands that has medical imaging quality internet at its clinic

[4:12:01] Trustee Luckham: so it's not everywhere i don't know what's on that list um i i the message that i take home

[4:12:12] Trustee Luckham: from all of this is next term new sets of trustees how many of them are going to be

[4:12:19] Trustee Luckham: technologically savvy enough or have the connections enough to access technology

[4:12:24] Trustee Luckham: technology and that also from mark's presentation that little dv that that devious little device

[4:12:32] Trustee Luckham: there you gotta call it um is that is is the answer to the same level of connectivity being

[4:12:40] Trustee Luckham: provided across the islands trust because when a planner walks into a meeting and goes oh how come

[4:12:47] Trustee Luckham: you don't have x that's when it starts to fall apart and once we set an expectation of doing

[4:12:54] Trustee Luckham: this stuff, we're going to have to deliver on it. I had another remark, but I lost it in my humor

[4:13:03] Trustee Luckham: there. But anyway, if it comes back to me, I'll remind you. It was to do with another island.

[4:13:10] Trustee Luckham: Oh, yeah, thank you, Mr. Patrick, also. Absolutely, you're absolutely right. However,

[4:13:19] Trustee Luckham: However, there are 233, I just went and checked, there are 233 emails in my inbox with regard to the new 5G tower, which is not going to carry 5G, the new tower on Salt Spring Island.

[4:13:32] Trustee Luckham: And every time we talk about wireless, we get another whole point of view.

[4:13:37] Trustee Luckham: And so we have to be thoughtful about that, too.

[4:13:41] Trustee Luckham: Anyway, that's it.

[4:13:43] Trustee Luckham: What kind of direction do you want here, Mark?

[4:13:46] Voice 2: I just wanted to if it's okay I'd just like to respond to a few pieces that were mentioned.

[4:13:53] Trustee Luckham: Please.

[4:13:55] Voice 2: So I heard a couple of points made regarding hardware that's currently being

[4:14:01] Voice 2: distributed by other organizations or sites throughout the islands and I agree we've seen

[4:14:06] Voice 2: that as well. We do often see that it's the visual component so it's it would be the component that

[4:14:13] Voice 2: we're considering optional, which is the screen. The important part here is the digital sound

[4:14:19] Voice 2: processor, that Devio, which isn't going to be popping up by default in these shops. This is

[4:14:28] Voice 2: what we're talking about ensuring audio quality. The other part, as far as like internet throughout

[4:14:36] Voice 2: the trust areas, like I don't want to muddy the water anymore. That spreadsheet provides

[4:14:43] Voice 2: an existing lay of the land as far as connectivity and it's super important because none of this is

[4:14:49] Voice 2: possible without connectivity and good connectivity so there will be limitations today if we were to

[4:14:54] Voice 2: roll this out with the hardware in different sites we'd have to take that all into consideration we'd

[4:15:00] Voice 2: have to take we'd have to exclude certain locations and optimize others and as far as like what's

[4:15:06] Voice 2: coming down the line and what technology we can anticipate I suspect most of you have heard of

[4:15:12] Voice 2: starlink but starlink is is an elon musk project where they're launching 60 60 000 satellites

[4:15:21] Voice 2: in low earth orbit and it's going to provide and it is currently providing internet access

[4:15:26] Voice 2: in beta form but globally it will be available when it leaves beta and currently it's locked

[4:15:33] Voice 2: to certain portions so if you say you were on vancouver or if you were on salt spring island

[4:15:38] Voice 2: you would be limit you couldn't move that device but they're going to as of I believe in the next

[4:15:43] Voice 2: six months they're going to eliminate that restriction meaning there will be mobile

[4:15:48] Voice 2: devices so you'll be able to take a satellite image pop it on the ground and have the

[4:15:53] Voice 2: connectivity you need and they're not that expensive $800 purchase price $100 a month

[4:16:00] Voice 2: so there's going to be options like we everybody understands the technology is changing super fast

[4:16:06] Voice 2: So we need to be flexible, and we need to be prepared to adapt and to continue to improve the quality of these meetings. And my opinion that it's that individual,

[4:16:19] Voice 6: having

[4:16:20] Voice 2: one person coordinating it gives you that flexibility to know what is out there, where it is, and then how to respond with the resources that they have at their hands.

[4:16:31] Voice 2: So that's all I'd add at this point. Russ?

[4:16:34] Voice 2: Okay, thanks.

[4:17:05] Trustee Patrick: options

[4:17:07] Voice 7: great so thanks so yeah so where we are right now is is this the time to change how we do

[4:17:15] Voice 7: things and i think that's the moment we're at what we've done since march 2020 till now

[4:17:22] Voice 7: is it march 2020 yeah it's march 2020 is we've we were prepared ahead of time and we reacted we

[4:17:31] Voice 7: reacted well but the time for reaction is over and now is the time for planning ahead

[4:17:40] Voice 7: and so this is doing it in an organized way so I don't know with the answer to that you as the

[4:17:48] Voice 7: vice chairs are going to be now speaking with your colleagues at trust council to go is this our

[4:17:53] Voice 7: moment to invest in doing this to do that I will now take you to the numbers the numbers

[4:18:01] Voice 7: right now in our budget we had direction to undertake a pilot project with broadband

[4:18:09] Voice 7: capability so we had in the area of twenty thousand dollars and that's been there for a

[4:18:14] Voice 7: year and a half we got coveted in the middle and i'm sure we spent at least that much money just

[4:18:18] Voice 7: setting ourselves up and getting ourselves going so that's in many ways we've answered that question

[4:18:27] Voice 7: with that $20,000. But we don't have enough money in our current budget to address

[4:18:33] Voice 7: where we need to go. So I see two or three questions. Let's go first to item two on page

[4:18:42] Voice 7: 98. And that is, I'm thinking and Mark's thinking in the order of seven kits, seven kits times

[4:18:49] Voice 7: $3,000 ends up at around $22,000. But just even hearing this conversation, it could,

[4:18:54] Voice 7: Could some areas right now might not be able to do it at all simply for connectivity reasons or might be able to rationalize things.

[4:19:02] Voice 7: So that could be anywhere between $15,000 and $22,000 to get the hardware that we need to have a combination of a good process of shipping the hardware around.

[4:19:13] Voice 7: the ease of setting it up not paying planners to do it because they usually end up just there

[4:19:22] Voice 7: ahead of time and have to leave before they have to stay overnight and sequencing all of these

[4:19:29] Voice 7: things so i think from a financial point of view um mentally planning 20 to 22 000 we've got 20

[4:19:37] Voice 7: 000 in the budget right now i can tell you that we've got some unanticipated private live streaming

[4:19:43] Voice 7: costs that are just becoming our parent to us that's eight or eight or nine thousand dollars

[4:19:49] Voice 7: so we've already spent out of our current budget probably half the money so if we have ten thousand

[4:19:56] Voice 7: we need another 22 at minimum we're going to need some more money from somewhere just to get these

[4:20:02] Voice 7: whatever number of kits whether it's five to seven or four to seven ready to go and the second piece

[4:20:10] Voice 7: is the concept of the of the we've had an externalized we're about to rationalize a drag

[4:20:19] Voice 7: on the organization and the drag has been having our staff sitting there during these meetings

[4:20:24] Voice 7: is now the time to address that and if we're going to address it it's by doing item one and that is

[4:20:32] Voice 7: coming up with some sort of position that does this I'm not apologetic about this this is I think

[4:20:39] Voice 7: the way we'd have to do this or we'd have to go into our offices and say the people who are doing

[4:20:46] Voice 7: this now that's their new job and they aren't assisting with LTC business as much as they were

[4:20:52] Voice 7: before or doing administrative functions for the for the northern salt spring and southern offices

[4:20:58] Voice 7: so we have to address something that we've just kind of absorbed and if you think this looks good

[4:21:08] Voice 7: in general, we would leave here, we would turn it into some version of an RFD and I think we'd

[4:21:17] Voice 7: need some sort of budget amendment going forward and I'd look at the timing. If you want a

[4:21:23] Voice 7: significant shift, it'd be great to hear that now or more options. If you say, no, we can't hire

[4:21:31] Voice 7: somebody then I'll come back to you with something that reflects that but if you say no this is

[4:21:41] Voice 7: generally the right direction I'll we'll come back with a more enhanced RFD. Mark does that sound

[4:21:46] Voice 7: reasonable between now and in the next three weeks that we would take this and refine it a little bit

[4:21:52] Voice 7: more factor in some of the some islands that just simply don't have that connectivity right now that

[4:21:56] Voice 7: might affect some of the bottom line costs and then we'd we'd prepare a budget amendment

[4:22:03] Voice 7: accordingly absolutely so thanks um chair luckham that's really what we wanted to

[4:22:10] Voice 7: uh to provide to you i know there's um there could be lots of questions in this

[4:22:14] Voice 7: um and concerns of cost but uh happy to answer those and um move this forward as you see fit

[4:22:20] Voice 7: Okay. Dan Rogers.

[4:22:29] Voice 10: Thanks. Question. A little concern, a little red flag about the private live streaming and whether I hope that's related to trust business and not something that's not trust related. So I don't know what that is.

[4:22:48] Voice 10: Over to Mark.

[4:22:49] Voice 10: Oh,

[4:22:51] Voice 2: it's definitely part of trust business. It's part of the ongoing support of our current LTC model where we're doing everything with live streaming and attend via the webinar, the Zoom itself.

[4:23:07] Voice 10: I see.

[4:23:08] Voice 10: I see. Okay. Thanks. Okay. So the only part of this that causes me to glitch, of course, is number one. And I guess I'd like some clarification because it wasn't absolutely clear to me.

[4:23:22] Voice 10: One is, this proposal, or it is a proposal, is that for a new position, like a

[4:23:32] Voice 10: new position within the organization?

[4:23:34] Voice 5: Yes.

[4:23:34] Voice 5: And

[4:23:35] Voice 10: would that new position then relieve, in addition to doing the hardware and all of that,

[4:23:44] Voice 10: would that position also then do what the staff that are what I call control central during the meetings do those as well, for the most part?

[4:23:57] Voice 10: They couldn't do them all because there'll be conflicts, but that position would be specifically designed to do that.

[4:24:04] Voice 7: exactly right

[4:24:05] Voice 7: you have summarized the role of of that position it would not only attend as many

[4:24:12] Voice 7: meetings as you can without overlap right to actually run the meetings but would also manage

[4:24:19] Voice 7: the function where are the kits who are the um who's being trained on island where are the kits

[4:24:25] Voice 7: being stored on island how do we get a kit if it's not on island to an island um what's the

[4:24:31] Voice 7: training um regime for um on-island minute takers as they change um what planners are going do they

[4:24:39] Voice 7: know what's going on um do we have to upgrade a kit or not upgrade a kit um so they would manage

[4:24:46] Voice 7: that function and any overflow would return to and we'll just say it's will coddingham does half

[4:24:51] Voice 7: of this now um in the north and now maple in the south they would return to their jobs

[4:24:57] Voice 7: except for overflow pieces and where there's a concurrent meetings that is the idea okay thank

[4:25:07] Voice 10: you i

[4:25:14] Trustee Luckham: just have one other question mark um technical so related so i although it gets

[4:25:23] Trustee Luckham: obviously complicated i presume in the simple form when we go to an in-camera meeting we would

[4:25:28] Trustee Luckham: just turn all the technology off but certainly that's a skill that somebody would have to do

[4:25:32] Trustee Luckham: if we ended up having somebody like warren come in virtually to the meeting to run in camera

[4:25:39] Trustee Luckham: that person then needs to know how to be able to lock and shut down the

[4:25:44] Voice 2: yes blah blah yes

[4:25:46] Voice 2: yeah

[4:25:47] Voice 2: that individual would that coordination component ensures that they're responsible for all aspects

[4:25:53] Voice 2: of the meetings so they they plan the the hybrid the the platform if you would the platform of the

[4:26:03] Voice 2: meeting they plan and coordinate that platform ensuring that all the hardware pieces are there

[4:26:07] Voice 2: but all the the staff components are where they need to be when they need to be um the the the

[4:26:14] Voice 2: the clerks or admin are certainly going to still be involved with the agenda prep and and such but

[4:26:20] Voice 2: this person would be um ensuring all the other moving pieces are in play okay

[4:26:25] Trustee Luckham: so i thank everybody

[4:26:27] Trustee Luckham: anybody?

[4:26:28] Voice 8: Chair Patrick, Vice Chair Patrick, did you have a hand up?

[4:26:32] Trustee Patrick: Well, I mean, backup always

[4:26:36] Trustee Patrick: comes to my mind, but we've had backup. We've been operating in backup ever since. I mean,

[4:26:42] Trustee Patrick: many, many meetings we've had where we've had applicants phone in or staff have had to phone

[4:26:48] Trustee Patrick: in and we just have had to sit there with a phone in our hands. So I think backup is quite simple.

[4:26:55] Voice 7: i would like to thank you very much for bringing that up mr chair may i say a final thing

[4:27:00] Voice 8: if

[4:27:01] Voice 7: this was unpalatable the main competitive concept we have is being trialed by trustee

[4:27:09] Voice 7: mcconkie where he holds up a cell phone and broadcasts the meeting now there is some

[4:27:17] Voice 7: legality associated with that but if we weren't providing full interactivity meaning external

[4:27:22] Voice 7: people interacting in in a meeting in a meaningful manner and we went to a broadcast model and really

[4:27:29] Voice 7: stripped it down we probably could come up with a lower cost version of that right but right now

[4:27:37] Voice 7: because that's the conversation that's going to happen at trust council i would think

[4:27:40] Voice 7: or some version of it um so far i'm not hearing go go go really work that one up and that's fine

[4:27:49] Voice 7: Fine. But that is the competitive concept that I think would be the next layer down if cost was a main factor.

[4:27:58] Voice 7: It's never fun going in front of trust counsel and saying we need a new staff position.

[4:28:03] Voice 7: And if you ask me, I don't know if this would be the first place I'd go, but I think the organization might need it.

[4:28:15] Voice 8: Trustee Patrick, the final word.

[4:28:17] Voice 8: i

[4:28:18] Trustee Patrick: just want to say this is all good and in the right direction we have a lot of work to do

[4:28:23] Trustee Patrick: and we need to be better at consulting engaging and bringing people in and uh you know so we were

[4:28:30] Trustee Patrick: going to end up here i think the pandemic kicked us here yeah

[4:28:33] Voice 7: so then i will mr chair um work up

[4:28:37] Voice 7: an rfd um and i'll work with executive committee and asking these fundamental questions i think

[4:28:44] Voice 7: Do you want to ask Trust Council the question of whether or not they want to have full connectivity, or do you want that to be presumed from these conversations and baked into the RFD?

[4:29:01] Voice 7: Okay.

[4:29:02] Voice 7: I'd take

[4:29:03] Voice 7: any suggestions.

[4:29:04] Voice 10: I'm not quite sure I understand the question.

[4:29:07] Voice 10: I presume an RFD would have to go back to them so that it would be baked into the question.

[4:29:10] Voice 10: The question would be here because if they said no, or do you want to, you're thinking rather have a two-step process with the Trust Council?

[4:29:20] Voice 7: Well, if I wrote this and it was going towards Trust Council, it would say, this RFD is written under the presumption that we wish to maintain, and I would describe, the fluidity of our current Zoom arrangements plus having live meetings.

[4:29:35] Voice 7: And given that, and the whole RFD would then flow from that, and if they couldn't get over that concept, that's where the discussion would end.

[4:29:43] Voice 7: as opposed to reaching out to all the LTCs individually and going,

[4:29:47] Voice 7: hey, how's your experience been?

[4:29:49] Voice 7: Which way do you want to go?

[4:29:50] Voice 7: Or each trustee and having that conversation.

[4:29:53] Voice 7: Do you see where I'm at?

[4:29:55] Voice 10: Yeah, I think that I know.

[4:30:00] Voice 10: it's a slightly different question but all of the LTCs were asked at one point whether they wanted

[4:30:05] Voice 10: to be part of a broadcast process and I think other than other than perhaps one or maybe two

[4:30:13] Voice 10: they all said yes and great and so I think they've sort of been asked 75 percent of the question

[4:30:21] Voice 10: yeah I think the real question is going to be are you prepared to spend the kind of money it's going

[4:30:28] Voice 10: going to take to make it happen right okay

[4:30:30] Voice 7: thanks yeah thanks

[4:30:32] Voice 7: thanks well uh

[4:30:35] Trustee Luckham: thank you and obviously

[4:30:37] Trustee Luckham: we could save six thousand bucks right there if two ltcs didn't want the technology and other

[4:30:43] Trustee Luckham: truck elder trust other ltcs might want the technology so i think uh i'd request for

[4:30:49] Trustee Luckham: decision and options like we normally do would be uh the way to go thanks

[4:30:54] Voice 7: mark appreciate it

[4:30:56] Trustee Luckham: Mark. Okay. Where are we now? So that's there. We've already done 7.1.2.1. That's great. We're

[4:31:08] Trustee Luckham: ahead of the game. Local planning services, local government development approval program

[4:31:14] Trustee Luckham: grant application request for decision on page 170. And I believe this is going to go over to

[4:31:23] Trustee Luckham: to David Mahler, and the CAO may have some remarks.

[4:31:28] Voice 1: Nope, over to David.

[4:31:30] Voice 1: Okay, yeah, thank you.

[4:31:33] Voice 1: Just as we reported to you in a briefing

[4:31:36] Voice 1: at the last meeting,

[4:31:38] Voice 1: we have an opportunity for a grant application.

[4:31:43] Voice 1: So I didn't repeat everything in the briefing.

[4:31:48] Voice 1: I didn't want to make this too long,

[4:31:50] Voice 1: But if you stand on page 170, in the middle is the criteria and the two background of the grant.

[4:32:01] Voice 1: And then on page 171, I provided you with a little bit of an overview of the considerations that we looked at when evaluating all of those different potential items.

[4:32:17] Voice 1: So we evaluated against the grant requirements and also our own, which have listed here in a very general form as to how well it supports the Islands Trust and what we're trying to do.

[4:32:30] Voice 1: So of those three options scored highest in the review, which is items one to three in the list just below.

[4:32:37] Voice 1: So the first one was the concept of hiring a consultant to review local planning services application processing delivery and make recommendations for improvements to streamline processes, reduce redundancies, and to make processing more efficient.

[4:32:54] Voice 1: The second is to update the Trust Area Property Information System and MAP-IT, which is our internal and also MAP-IT is our public-facing portal with respect to applications.

[4:33:12] Voice 1: And the idea is to improve functionality and improve front-facing public information delivery.

[4:33:17] Voice 1: And the third was to provide a portal actually on our website for online application.

[4:33:25] Voice 1: And that would be making the application as well as allowing the public to track the applications as well.

[4:33:32] Voice 1: And then additionally, and this kind of fits, is to improve our public accessibility to include meeting electronic hardware for local trust committee meetings.

[4:33:46] Voice 1: So that's the hardware that Mark was just talking about in the previous presentation.

[4:33:55] Voice 1: So we've developed a budget for this, and the grant application, which is attached to this RFD.

[4:34:04] Voice 1: The budget, so for the first item on page 171, hiring a consultant, that would be about $50,000.

[4:34:13] Voice 1: dollars. The second item, which is a technology for updating TAPIS, the total cost of that would

[4:34:21] Voice 1: be about $330,000. So that's $120,000 for the software licensing, but $120,000 for

[4:34:31] Voice 1: contractor consultant to implement it into our system. There's dollars included there for

[4:34:39] Voice 1: migration and there's dollars included there for training and a few others as well so that comes

[4:34:45] Voice 1: to about 330 000 and 23 800 for the seven uh meeting packages for the electronic meetings

[4:34:56] Voice 1: so that comes to 408 000 as the total um ask in the grant application so that's what we've

[4:35:05] Voice 1: put in here and if you read through it you'll see how it's been broken down and we try to make the

[4:35:11] Voice 1: arguments to meet what the grant is about which is looking for innovation looking to improve and

[4:35:21] Voice 1: looking to improve the experience for the public and to streamline the processing of applications

[4:35:31] Voice 1: applications. The provincial grant value is $15 million and UBCM is administering it and

[4:35:39] Voice 1: indicates that up to $500,000 is what they would see as reasonable. They would go higher if you

[4:35:47] Voice 1: could make specific arguments for that. However, there are 162 municipal governments in BC and 27

[4:35:55] Voice 1: seven regional districts and the islands trust so if you went 500 000 for each then 15 million

[4:36:03] Voice 1: will cover about 30 applications their focus is on areas of high growth rate and areas where

[4:36:11] Voice 1: you know we're showing that you need to streamline your processes to improve the you know to the

[4:36:18] Voice 1: maximum benefit of the public. So trying to write this in a way that sets us up as being successful,

[4:36:27] Voice 1: but I'm not sure where we'll land in respect to that. Anyway, it's here for you to look at,

[4:36:33] Voice 1: but part of the application requirement is a resolution of the elected body.

[4:36:39] Voice 1: and that if you go down to page 178 of the agenda it requires a council or board or local trust

[4:36:51] Voice 1: committee resolution that indicates support for the proposed project and a willingness to provide

[4:36:56] Voice 1: overall grant management. We have contacted UBCM because of our unique situation with trust council

[4:37:04] Voice 1: and the executive committee and they've confirmed that a resolution of the executive committee

[4:37:09] Voice 1: will be sufficient for an islands trust application so this is before you for that

[4:37:16] Voice 1: resolution which is on page 170 of the agenda package okay thank you back to the chair thank

[4:37:26] Trustee Luckham: you david um

[4:37:27] Voice 8: so this is an rfd i'll go to uh chair vice chair fast sure

[4:37:37] Voice 3: i'll just kick off

[4:37:38] Voice 3: the discussion by saying it's great to see this and um yesterday at the denman ltc meeting uh just

[4:37:44] Voice 3: uh so folks are aware um uh trustee bushekin had met with her mla who happens to be the uh

[4:37:54] Voice 3: minister of municipal affairs who encouraged the islands trust to who had first um mentioned

[4:38:01] Voice 3: this link i think laura had sent it on probably people had already got it but and she was very

[4:38:06] Voice 3: encouraging and laura was asking about it yesterday i referred it to the agenda and um

[4:38:14] Voice 3: oh i'm hearing somebody else's voice but yeah

[4:38:18] Voice 5: i'm

[4:38:19] Voice 3: uh i'm uh uh i'd be happy to make the motion

[4:38:23] Voice 3: i like the way it fits um with the previous uh um rfd that will be coming and uh uh and describes

[4:38:32] Voice 3: the needs including the needs of the far-flung and changing applicant community. Thank you I'd

[4:38:41] Voice 3: be happy to make the motion when and if but.

[4:38:44] Voice 8: Vice Chair Patrick.

[4:38:47] Trustee Patrick: I have just a couple of

[4:38:48] Trustee Patrick: comments here I think that are because again I'd like to see us successful and I think it's

[4:38:55] Trustee Patrick: just tweaking some of the words that would sing out to the deciders I would hope.

[4:39:04] Trustee Patrick: in the grant application on part C on page 174.

[4:39:08] Trustee Patrick: Again, we said, therefore our goal is to manage development

[4:39:11] Trustee Patrick: in a way that puts environmental

[4:39:12] Trustee Patrick: and cultural heritage issues first and foremost.

[4:39:15] Trustee Patrick: I think we've got to really talk about the dynamics

[4:39:18] Trustee Patrick: of balancing community and mention community.

[4:39:21] Trustee Patrick: I'm sorry that we had this conversation earlier,

[4:39:23] Trustee Patrick: but I think we're talking to the UBCM

[4:39:25] Trustee Patrick: and I think the importance of that.

[4:39:31] Trustee Patrick: In the next paragraph, just under that,

[4:39:33] Trustee Patrick: you talk about the types of applicants i think it's important to mention that our housing

[4:39:37] Trustee Patrick: application our multi-family or affordable housing applications come from you know good intention

[4:39:43] Trustee Patrick: volunteer organizations that are not sophisticated developers or you know something of that nature

[4:39:49] Trustee Patrick: to indicate that we need to spend more time helping and guiding and you know how our planners

[4:39:55] Trustee Patrick: are very different from a municipal planner and that they don't just you know let the developer

[4:39:59] Trustee Patrick: or sink or swim because it's a community organization needs their handheld and help

[4:40:03] Trustee Patrick: and so i think there's just some of that piece in there that you can get to their housing questions

[4:40:08] Trustee Patrick: and points that they had made um in that and i have to read the rest of my comments although

[4:40:17] Trustee Patrick: just the rationale again the biggest challenge i'm i think again because of the pressure we are

[4:40:23] Trustee Patrick: feeling immense pressure from the fleeing from the urban areas um i know salt spring gabriela

[4:40:30] Trustee Patrick: is for certain but i know the other islands are as well and um so i think uh i would you know call

[4:40:36] Trustee Patrick: that out and talk about the fact that um you know and if you you need any statistics it's all over

[4:40:42] Trustee Patrick: i mean just watching the prices go through the roof here is um you know salt springs rapidly

[4:40:48] Trustee Patrick: rapidly coming to having only properties at a million plus it's it's insane how quickly the

[4:40:55] Trustee Patrick: prices went up in the last couple of months but it went up um and oh just that there's a

[4:41:06] Trustee Patrick: paragraph in there it says on this is on page 175 it says due to the geographic makeup of the

[4:41:12] Trustee Patrick: islands that just that paragraph didn't read to me crystal clear i think i it was i think it just

[4:41:18] Trustee Patrick: to look at that for wording just something didn't set well with my eyes um i think that was the key

[4:41:35] Trustee Patrick: comments i had may

[4:41:37] Voice 1: i respond to the chair sure thank you

[4:41:40] Voice 1: yeah yeah thank you that's excellent um

[4:41:43] Voice 1: feedback and that's exactly the kind of changes that would help

[4:41:47] Voice 1: uh with it so i'll definitely make them but could i ask um vice chair patrick if you could

[4:41:54] Voice 1: could follow me an email with those comments if you have them happy

[4:41:58] Trustee Patrick: because yeah

[4:41:59] Voice 1: we we have until

[4:42:00] Voice 1: friday to get the application in i still need to go through it when i was reading talking to you i

[4:42:07] Voice 1: noticed a couple typos still in there so i need to go through and make sure that that's cleaned up

[4:42:11] Voice 1: so if you do have any other suggestions similar to vice chair patrick's please provide them

[4:42:17] Voice 1: anything that will strengthen the application will help so thank you thank

[4:42:23] Voice 8: you and vice chair rogers

[4:42:25] Voice 8: I

[4:42:27] Voice 10: have a question. Thank you for this. You note that in the application it appears you

[4:42:34] Voice 10: applied for the money to pay basically for the technology for what the previous presentation

[4:42:42] Voice 10: from Mark and Russ was. Is the grant restricted so that it can't be used for staffing other than

[4:42:49] Voice 10: you can use it for consultants but not for staff? Is that why we haven't included that in there,

[4:42:55] Voice 10: that $80,000 for a staff person?

[4:42:58] Voice 1: Yeah, this is actually an unusual grant

[4:43:00] Voice 1: and it pays 100% of cost,

[4:43:03] Voice 1: but there are some limits.

[4:43:05] Voice 1: And you can include staffing

[4:43:07] Voice 1: if that staffing is temporary

[4:43:09] Voice 1: to help you do something.

[4:43:11] Voice 1: So, you know, I say consultant,

[4:43:13] Voice 1: but it could be somebody

[4:43:14] Voice 1: like an auxiliary person

[4:43:16] Voice 1: that is hired to come in

[4:43:18] Voice 1: and transform all of our files

[4:43:20] Voice 1: into something different, for example.

[4:43:22] Voice 1: But you cannot use it for ongoing staffing, and you cannot use it for ongoing maintenance costs.

[4:43:29] Voice 1: So like the annual licenses, for example, of software.

[4:43:34] Voice 1: Thank you.

[4:43:39] Voice 8: Okay.

[4:43:43] Voice 1: So, yes, resolutions on page 170.

[4:43:46] Voice 8: CEO Hudson-Piller and a resolution

[4:43:48] Voice 7: on page 170.

[4:43:49] Voice 7: Yeah, I just did want to point out that, of course, that we're trying to get some dollars out of this process.

[4:43:55] Voice 7: It's a significant grant application.

[4:43:59] Voice 7: It would be wonderful if we got it.

[4:44:01] Voice 7: But I do think that you would probably, I think it would probably be a good idea to let the Select Committee on Governance and Operations know that if we were successful, some funds would be directed towards a subset of some of the considerations that are associated with that project.

[4:44:27] Voice 7: because we'd want the whole organization to be aware of what it's doing and certainly look you

[4:44:35] Voice 7: know the long-standing interest in looking at deficiency planning in the application process

[4:44:41] Voice 7: you know we could get some good money to help us with that so I think I would update that group if

[4:44:48] Voice 7: there was if that makes sense thanks okay

[4:44:54] Trustee Luckham: somebody want to make a motion i'd

[4:44:56] Voice 3: be happy to thank you um

[4:44:58] Voice 3: i'm wondering if the word ubcm should be in this motion somewhere um and i'll just tuck it in in

[4:45:04] Voice 3: front of local government that the islands trust executive committee supports the islands trust

[4:45:10] Voice 3: development applications service delivery and technology improvement initiative application

[4:45:15] Voice 3: application under the UBCM local government approval program and support staff providing

[4:45:21] Voice 3: overall management of the grant.

[4:45:25] Voice 1: I feel sure that change is fine.

[4:45:27] Voice 3: Okay, thank you. Seconded

[4:45:29] Trustee Luckham: Vice-Chair Patrick. Any discussion? No, then I will call for the vote. All those in favor?

[4:45:40] Trustee Luckham: That carries. Well, I wish you every success there, David. That'll be significant.

[4:45:47] Voice 1: Thank you. I'll see what we can do. Thank you very much.

[4:45:51] Trustee Luckham: And thank you, Vice Chair Patrick, for your review, close review of the draft.

[4:45:58] Trustee Luckham: Do

[4:45:58] Trustee Patrick: we need a resolution to make for the select committee there?

[4:46:06] Voice 7: I don't think we need to, but next Monday I will tell them that we've applied for this grant and that it's relational.

[4:46:14] Voice 7: but it'd be up to you if you want to make a resolution that's up to you but i don't think

[4:46:17] Voice 7: it's needed yeah

[4:46:19] Trustee Luckham: let's see the cor or i could report out on it certainly yeah okay um let me

[4:46:27] Trustee Luckham: keep going on then thank you for that conversation and that good work this brings us now oh so i'm

[4:46:33] Trustee Luckham: just going to make a note here um thank you laur laurie um she has just emailed you uh correspondence

[4:46:42] Trustee Luckham: at item 9.2, because it was accidentally not included in the agenda package. That's the

[4:46:49] Trustee Luckham: human sex trafficking correspondence, which was probably in a previous agenda, but I don't know

[4:46:55] Trustee Luckham: for sure. But anyway, you've got it in an email. So if you had a chance to glance at that before

[4:46:59] Trustee Luckham: we get there later in the meeting, that would help us with that item. So at the moment, however,

[4:47:04] Trustee Luckham: we're going to go to new business being 8.11 government of Canada's nature smart climate

[4:47:13] Trustee Luckham: solutions fund so who brought that item here it doesn't have an attached there's a web page link

[4:47:25] Trustee Luckham: that's all what's the scoop on this one the

[4:47:29] Voice 5: web

[4:47:33] Voice 3: page nature smart climate solutions fund

[4:47:37] Voice 3: oh

[4:47:38] Trustee Patrick: sorry we have an emergency alert thing i was wondering why all my phones were going off i'm

[4:47:42] Trustee Patrick: sorry um just a test too many things happening all of a sudden at the same time sorry what uh

[4:47:49] Trustee Patrick: what page are we looking at or this is

[4:47:51] Voice 11: vice chair patrick's item oh

[4:47:53] Trustee Patrick: sorry yes um

[4:47:58] Trustee Patrick: i'm willis now i apologize um yes this is a significant uh federal grant that's going to

[4:48:06] Trustee Patrick: have a grant intake in um um in the fall and sorry let me open up my email sorry i get easily

[4:48:16] Trustee Patrick: easily distracted um hold on um i just needed to have a

[4:48:27] Voice 10: wonder mr chair if this might be an

[4:48:29] Voice 10: appropriate time to take a five minute bio break we've been at it for two hours so well that's a

[4:48:34] Trustee Luckham: good idea because my phone is now getting the emergency alerts too and this was everybody's

[4:48:38] Trustee Luckham: yeah so why don't we break for five minutes and we'll come back at two o'clock okay all right

[4:48:44] Trustee Luckham: thank you thank you everybody thank you lori that

[4:48:54] Voice 11: was claire that did that uh kudos to claire

[4:49:03] Trustee Luckham: oh so thank you to claire i was wondering if you were saying that that's who was doing this

[4:49:07] Trustee Luckham: emergency alert but no this is uh i was aware of this i should have thought of it that it was

[4:49:13] Trustee Luckham: going to interrupt our meeting anyway there we go it looks like it works on both of my phones

[4:49:17] Trustee Luckham: Well, here we go. That five minutes passed by quick. In fact, I can't believe it's May already,

[4:53:53] Trustee Luckham: but here we go. All right. So Government of Canada's Nature Smart Climate Solutions Fund,

[4:54:04] Trustee Luckham: Nature Smart Climate Solutions Fund. That's over to you, Vice Chair Patrick.

[4:54:08] Trustee Patrick: Sorry for being scattered there for a moment there. Yes. I became aware of this grant through

[4:54:15] Trustee Patrick: through conversation with Dr. Bryony Penn in the work that we're doing here on Salt Spring with

[4:54:22] Trustee Patrick: Coastal Douglas for watershed protection and so forth. And then I got to thinking and went,

[4:54:31] Trustee Patrick: boy, this is a really interesting grant. And I sent you an email that gave you the links to this

[4:54:37] Trustee Patrick: grant. It's over 600 million. It's a federal grant. And I think it links beautifully with

[4:54:45] Trustee Patrick: with our forest initiatives and our climate change.

[4:54:48] Trustee Patrick: I did mention it to Planner Egan,

[4:54:50] Trustee Patrick: who is collecting all the information

[4:54:53] Trustee Patrick: on the forest initiatives for the Islands Trust

[4:54:57] Trustee Patrick: at the moment, because I thought,

[4:54:59] Trustee Patrick: and I think of what happened with the fresh water

[4:55:01] Trustee Patrick: and the stimulus of being involved in the grant funding

[4:55:05] Trustee Patrick: that it has had an opportunity with.

[4:55:07] Trustee Patrick: I look at the forest work that we're doing

[4:55:11] Trustee Patrick: and that this could very much be a similar thing,

[4:55:14] Trustee Patrick: potentially. I do know that through Bryony Penn, Dr. Tara Martin, same group, the Ecological

[4:55:21] Trustee Patrick: Research Network that we heard from back in the fall, I don't remember when in the fall,

[4:55:27] Trustee Patrick: that they have been actively working. They had a conference on Pender Island last month called

[4:55:33] Trustee Patrick: the Blue-Green Forum. I was not able to go because I had a conflict, but I know

[4:55:38] Trustee Patrick: So Trustee Morrison was one of the speakers there.

[4:55:42] Trustee Patrick: I had been invited, but again, I had a conflict.

[4:55:46] Trustee Patrick: Building on that work, they also have commitments from First Nations, the WSANUC Leadership Council in particular, for place-based opportunities to put this in place.

[4:55:58] Trustee Patrick: So you can see I shared with you a response from Bryony Penn, who saw that there was only an upside to having our involvement.

[4:56:05] Trustee Patrick: So I have just drafted a motion suggesting that we at least initiate, ask staff to look at if this is an opportunity to see if this fits or not.

[4:56:17] Trustee Patrick: Will this work with the work that we have?

[4:56:19] Trustee Patrick: I'm not saying that we need to add work, but whether or not this fits with where we're all going, I think it's, and we've got lots of time.

[4:56:29] Trustee Patrick: This is a grant that hasn't even been, you know, it's not publicly open yet.

[4:56:33] Trustee Patrick: It'll be next this fall, next fall.

[4:56:36] Trustee Patrick: So I don't know if you have any questions or you want me just to put the

[4:56:38] Trustee Patrick: motion on the floor.

[4:56:40] Voice 8: Motion would be great.

[4:56:41] Trustee Patrick: All right.

[4:56:41] Trustee Patrick: I'll move that the executive committee direct staff to investigate the

[4:56:45] Trustee Patrick: benefits and opportunities for the islands trust to cooperate with others in

[4:56:49] Trustee Patrick: the anticipated fall 2021 grant intake for the government of Canada,

[4:56:54] Trustee Patrick: not nature, smart climate solutions fund.

[4:56:59] Trustee Luckham: Moved.

[4:57:00] Trustee Luckham: Seconded.

[4:57:01] Trustee Luckham: And did you get that Lori?

[4:57:02] Trustee Luckham: Could you email it to Lori by any chance?

[4:57:05] Trustee Patrick: I sent it to ease.

[4:57:06] Trustee Patrick: Yes, I did copy the Lori.

[4:57:08] Trustee Patrick: yeah but

[4:57:09] Trustee Luckham: laurie or you got it okay good so then is there any further discussion

[4:57:14] Trustee Luckham: all those in favor okay thank you for that bit of work laurie yeah

[4:57:21] Voice 10: thanks for bringing that

[4:57:21] Voice 10: laura um

[4:57:24] Trustee Luckham: okay next item here council quorum discussion um i really i raised this one um

[4:57:35] Trustee Luckham: And I raised it because I noted that, well, there have been two events now where council committees have decided to invite trustees to their meetings to, as the language he used, to advance the business of the Islands Trust.

[4:57:55] Trustee Luckham: Although there certainly were no decisions being made or expected, and they certainly weren't voting.

[4:58:00] Trustee Luckham: But it's certainly a discussion that evolves, I'll downgrade that word, evolves the thinking of council.

[4:58:09] Trustee Luckham: And we have often suggested to others that they should be careful about inviting a group of people that reflect, represents quorum.

[4:58:22] Trustee Luckham: And I did actually, in fairness, have a conversation with the CAO.

[4:58:25] Trustee Luckham: He was prepared to fall on his sword on this one.

[4:58:27] Trustee Luckham: um it seems harmless but just uh i wanted to raise it um because um it's certainly innocent

[4:58:37] Trustee Luckham: enough in this case but i want i worry about it setting a precedent and thinking that we can have

[4:58:43] Trustee Luckham: council convene at an out at a standing committee um to advance the business of council and

[4:58:52] Trustee Luckham: And maybe in fairness, I'll have to see or reflect on that.

[4:58:57] Trustee Luckham: But otherwise, just wondered whether anybody else thought that that was a concern or I'm just out in left field.

[4:59:05] Voice 7: Mr. Chair, you're not in left field and I've fallen on my sword and injured myself a little bit.

[4:59:13] Voice 7: You know, what presses against, I think we might be able to do this better.

[4:59:19] Voice 7: We're trying to get work done and we're trying to keep people informed.

[4:59:23] Voice 7: And there's always a challenge around that, particularly when we have these focused questions, the freshwater strategy, the policy statement to not to essentially surprise people at Trust Council when we have a Trust Council session with work that may have advanced significantly.

[4:59:43] Voice 7: And then, you know, what's this?

[4:59:45] Voice 7: this. So it's where we, I think we can do some work if this kind of thing occurs, because I think

[4:59:51] Voice 7: the competitive idea is to have a whole bunch of trust counsel sessions. If we need to have

[5:00:00] Voice 7: trust council way in is that when we're looking at an open meeting and what are some of the key

[5:00:07] Voice 7: requirements what's a decision making meeting and what's more of a of a work a workshopping

[5:00:11] Voice 7: information gathering session is to at the outset if there's some version of this to indicate that

[5:00:18] Voice 7: this these are decision making and we could do a better job at the when when having some of these

[5:00:25] Voice 7: meetings and making these invitations to to say that this is information only out for your benefit

[5:00:31] Voice 7: it's not required that people attend and provide some of that language and to do it

[5:00:36] Voice 5: as

[5:00:37] Voice 7: infrequently

[5:00:38] Voice 7: as possible because indeed I think it does if you're essentially having a trust council session

[5:00:45] Voice 7: by some other name we're not living up to our policy and obligation so I thank you for bringing

[5:00:51] Voice 7: that to my attention and we'll um we'll be aware of it as we move forward for the upcoming meeting

[5:00:56] Voice 7: for the freshwater uh uh sustainability strategy um the director will say something at the start

[5:01:04] Voice 7: indicating that this isn't um proposed as a meeting for making decisions or votes on the

[5:01:08] Voice 7: direction of the of the strategy more it is to inform people thanks perfect

[5:01:13] Trustee Luckham: thank you sir uh

[5:01:15] Trustee Luckham: um thank

[5:01:17] Voice 3: you for bringing this up i've got no uh clue what you're talking about so obviously i was

[5:01:21] Voice 3: one of the people that was not invited which is another whole aspect of all this and um or at

[5:01:27] Voice 3: least i don't think i was so i um uh that's another whole aspect that can uh also be a

[5:01:34] Voice 3: surprise to people and um anyway if you want to somebody wants to tell me what meeting this is

[5:01:42] Voice 3: that might help me well

[5:01:45] Voice 7: there's a couple examples um even the meeting the other night around the

[5:01:49] Voice 7: policy statement question uh you you were in attendance um you're not a member of that

[5:01:54] Voice 7: committee you're you know you could um in theory make a motion perhaps or something like that that

[5:01:59] Voice 7: that was an information session on the policy statement work and i believe you have been

[5:02:04] Voice 7: invited to the freshwater sustainability strategy because

[5:02:06] Voice 7: all trustees were sent

[5:02:08] Voice 3: that invitation

[5:02:09] Voice 7: and that's what it's referring to great

[5:02:12] Voice 3: i just okay i'm

[5:02:13] Voice 3: always wondering and um i could only

[5:02:16] Voice 3: think of the policy statement one because the freshwater one hasn't happened yet thank you

[5:02:20] Voice 3: yeah

[5:02:22] Trustee Luckham: i'll i guess it would be ideal to have some you know i don't want to create more policy but

[5:02:28] Trustee Luckham: some kind of direction of surrounding this so that it stays contained because you're absolutely

[5:02:34] Trustee Luckham: right allows us to get some business done although i sort of also want to note that

[5:02:39] Trustee Luckham: But the committee structure exists for committees to make a decision and advance a recommendation

[5:02:46] Trustee Luckham: to council for that conversation to happen at council.

[5:02:48] Trustee Luckham: And Vice Chair, I think it was Vice Chair Patrick, and maybe it was some other conversation

[5:02:54] Trustee Luckham: that I heard, a compelling argument about being excluded and that if you can't make

[5:03:01] Trustee Luckham: that meeting or can't attend that meeting, then you're not a party of that conversation.

[5:03:06] Trustee Luckham: and I think we need to be conscious of that brought more broadly as we move forward I'll

[5:03:11] Trustee Luckham: turn to Vice Chair Patrick. I

[5:03:13] Trustee Patrick: think there's been several cases this past year where we had

[5:03:17] Trustee Patrick: one committee you know like FPC was invited to the Regional Planning Committee meeting to give

[5:03:24] Trustee Patrick: feedback on the fee bottle bylaws and I think every example that I that I recall being involved

[5:03:31] Trustee Patrick: in they were not decision meetings they were simply opportunities to hear staff's presentations

[5:03:38] Trustee Patrick: once rather than six times and and then provide some initial feedback on what they were seeing

[5:03:46] Trustee Patrick: and it and I know in the case of the regional planning committee it was very helpful to get

[5:03:50] Trustee Patrick: that advice because I think it made them think harder and prevent from going to trust council

[5:03:56] Trustee Patrick: to prematurely very

[5:04:00] Trustee Luckham: good okay let's move on i didn't see any other hands up um just wanted

[5:04:07] Trustee Luckham: to voice that so uh trust area services uh local trust committee chair reports on any local advocacy

[5:04:14] Trustee Luckham: topics anything uh burning out there that needs to be reported today laura patrick uh

[5:04:23] Trustee Luckham: I

[5:04:24] Trustee Patrick: think I reported last time how I know it was Peter Grove, myself, Tahira Rockefeller and Jane

[5:04:30] Trustee Patrick: Wolverton that had had a conversation with Adam Olson regarding the speculation vacancy tax and

[5:04:35] Trustee Patrick: what a future and a housing authority and so forth. And it hasn't gone very far. I think

[5:04:44] Trustee Patrick: it's still interest. But I had a conversation, I know, with Lisa Wilcox yesterday, who

[5:04:51] Trustee Patrick: who was very intrigued by that conversation too of maybe it may have broader possibilities so

[5:04:57] Trustee Patrick: um i just wanted just to say that it's it's not gone away it's just still festering out there but

[5:05:03] Trustee Patrick: has no path forward yeah

[5:05:08] Trustee Luckham: okay uh vice chair fast and then vice chair rogers oh

[5:05:14] Voice 3: just a quick note

[5:05:15] Voice 3: that um uh denman received a couple of letters from um a gentleman with the uh bc yachting

[5:05:25] Voice 3: association uh about shoreline debris from aquaculture and um it was it was just a very

[5:05:33] Voice 3: good material suggesting that polypropylene rope was one of the main uh equipment failure points

[5:05:40] Voice 3: that led to all this um equipment washing up on the beach and uh and that uh uh efforts to make

[5:05:49] Voice 3: changes should be focused on that weak link uh anyway um david uh critchley is taking that to

[5:05:55] Voice 3: the bain sound forum by forwarding it to the chair and uh the oil tankers one we've already talked

[5:06:01] Voice 3: about so that's it for me okay

[5:06:05] Trustee Luckham: thank you uh vice chair rogers i'll

[5:06:10] Voice 10: pass thanks

[5:06:11] Trustee Luckham: okay very good um

[5:06:16] Trustee Luckham: well actually um i don't i i don't have anything to add there's something um in later in a letter

[5:06:24] Trustee Luckham: that will speak for itself um so that's good so we'll move along here to correspondence

[5:06:35] Trustee Luckham: um and i'm hoping you've had a chance to glance at that uh uh of course from uh

[5:06:42] Trustee Luckham: ms peters i think it is but the uh we've got uh 9.1 the abundance person quarterly report

[5:06:48] Trustee Luckham: court. Just noting in there that that continues to be a supported decision of the Thetis Island

[5:06:57] Trustee Luckham: LTC with respect to not permitting agriculture lease and that seems to be being respected by

[5:07:04] Trustee Luckham: all parties which is a good thing, good news. No response would be necessary there. The next piece

[5:07:12] Trustee Luckham: 9.2 is something that came in back in February. I'm not exactly sure where that fell but I think

[5:07:22] Trustee Luckham: we had attempted to suggest that we're not an agency that has a lot of influence in that area

[5:07:29] Trustee Luckham: with respect to businesses or the like. I've actually met this person at UBCM on one occasion

[5:07:36] Trustee Luckham: and she definitely has an important story to tell. She wants to come to council as a

[5:07:43] Trustee Luckham: delegate um uh i'm not yeah i don't i don't know whether or not um how that would be what received

[5:07:52] Trustee Luckham: um certainly i think we could forward this uh communication to trustees um and we'll wait when

[5:07:59] Trustee Luckham: we're looking at delegations to approve or not um this delegation is there any direction that

[5:08:05] Trustee Luckham: anybody would like to take with that letter 9.2 uh sue allen fast um just so people

[5:08:10] Voice 3: know uh that i

[5:08:12] Voice 3: know this person well they have a place on Bowen and I used to meet them daily on the trails

[5:08:19] Voice 3: and anyway she I've also seen her at UBCM and we from Bowen Municipal Council

[5:08:26] Voice 3: hear from her regularly as well but if you say hello if you talk to her right

[5:08:34] Trustee Luckham: Laurie has spoken with her it's been a while since I spoke with her

[5:08:39] Trustee Luckham: um any other direction on that otherwise we will be seeing a request for a delegation i believe

[5:08:45] Trustee Luckham: so we'll just receive it for information um unless uh it was felt we wanted to forward it to trustees

[5:08:52] Trustee Luckham: and i can't say i've glanced at it since laurie sent it i'll leave that for the moment um so

[5:08:59] Trustee Luckham: there's a couple of letters director kelly for his tenure's branch minister hayman um i think

[5:09:04] Trustee Luckham: that's there for our for information to receive that's all right with vice chairs both positive

[5:09:11] Trustee Luckham: letters i thought uh the next one uh 9.5 miller regarding bowen island uh cidery temporary use

[5:09:18] Trustee Luckham: permit letter dated april 25th um that's interesting letter i have reviewed that

[5:09:25] Trustee Luckham: that referral that we got back in January

[5:09:30] Trustee Luckham: to see where we had as in plot

[5:09:35] Trustee Luckham: as had suggested that we failed in advancing that.

[5:09:40] Trustee Luckham: And I'm afraid I don't see it quite the same way,

[5:09:42] Trustee Luckham: but I would like to ask David Mahler,

[5:09:44] Trustee Luckham: if it's all right, was executive committee.

[5:09:47] Trustee Luckham: Have you seen this letter

[5:09:48] Trustee Luckham: and reflected on the comments there?

[5:09:53] Voice 1: I have looked at the letter.

[5:09:55] Voice 1: However, the bylaw the executive committee reviewed is the enabling bylaw to allow temporary use permits.

[5:10:03] Voice 1: And the actual issuance of permits is not something that would be reviewed by the executive committee.

[5:10:10] Voice 1: So I'm not sure what else you could do.

[5:10:13] Voice 1: I think you could go back and, you know, you've looked at the Allen's Trust policy statement and how that was addressed in the development of the temporary use permitting bylaw.

[5:10:25] Voice 1: And at the time, he said that that was appropriate.

[5:10:28] Voice 1: Again, you're looking at it at a very high level.

[5:10:31] Voice 1: And the permit deals with very specifics that the executive committee doesn't engage in.

[5:10:37] Trustee Luckham: Right.

[5:10:38] Trustee Luckham: Okay.

[5:10:38] Trustee Luckham: So I'm inclined that we would want to respond.

[5:10:42] Trustee Luckham: And that might need some assistance on your part to say more or less that.

[5:10:47] Trustee Luckham: But vice chairs, did you have a chance to reflect on this letter?

[5:10:50] Trustee Luckham: And do you have any thoughts or suggestions for direction?

[5:10:56] Trustee Luckham: Sue Ellen Fast, Bowen Island Council.

[5:10:59] Voice 3: um just to let you know um uh this has been a contentious issue in the um uh community or it

[5:11:08] Voice 3: was and there's a number of uh uh people in that neighborhood who uh still have very strong

[5:11:15] Voice 3: feelings um as you can see from the language in the letter um uh where she lives this uh christine

[5:11:22] Voice 3: and i've known christine for many years we've sat on committees together for over 20 years

[5:11:28] Voice 3: um uh but the people in that uh neighborhood are very concerned however uh bowen island

[5:11:35] Voice 3: municipality did vote unanimously to um approve the permit and obviously they sent this uh

[5:11:42] Voice 3: pass the ocp amendment beforehand which is just extending it island wide that's it

[5:11:52] Voice 8: vice chair rogers i

[5:11:54] Voice 10: just i i think i understood dr marler to say this but just to be clear

[5:12:00] Voice 10: What we voted on was simply a bylaw that allowed them to give to UPs across the island, is my recollection.

[5:12:08] Voice 10: I was confused as I read her letter.

[5:12:10] Voice 10: We didn't actually consider this particular issue.

[5:12:13] Voice 10: There was an administrative bylaw that they were trying to give themselves.

[5:12:17] Voice 10: Yeah.

[5:12:18] Voice 10: And we said, yes, that seems fair.

[5:12:20] Voice 10: It's their decision, council, as to whether or not to grant any particular one.

[5:12:26] Voice 10: Right?

[5:12:26] Voice 10: Okay.

[5:12:27] Voice 10: I got it.

[5:12:28] Voice 10: Thanks.

[5:12:28] Voice 1: Correct.

[5:12:28] Voice 1: Yeah,

[5:12:30] Trustee Luckham: I think the subtleties of it, though, are that the definition, which was not included in our package to you to just as one example, agriculture and some other definitions that were redone, which seemed all fine on the surface.

[5:12:48] Trustee Luckham: But the exclusion of the previous version of that, which wasn't obvious because we didn't get a track change version, we just got the finished version of it, the implications are that there were things that were changed that would enable this.

[5:13:02] Trustee Luckham: this but i think really at the end of the day david um the bone island is an autonomous local

[5:13:08] Trustee Luckham: government um it met it met the directive policies and we approved it based upon that not upon

[5:13:14] Trustee Luckham: decisions for any kind of permitting or any kind of criteria around a rezoning or temporary use

[5:13:20] Trustee Luckham: permit that we have anything to do with is that exactly that

[5:13:25] Voice 1: is correct and i'd be willing to

[5:13:26] Voice 1: help with a response if that's the direction of the committee well

[5:13:30] Trustee Luckham: i think it's a serious enough

[5:13:32] Trustee Luckham: a letter that's worthy of response and if vice chairs agree I would suggest that we work together

[5:13:38] Trustee Luckham: to craft a response and maybe a motion to that effect would be helpful if vice chairs think it's

[5:13:44] Trustee Luckham: worthwhile all right I'm

[5:13:49] Voice 3: in this funny position where where I don't really want to make this

[5:13:53] Voice 3: motion because people are seeing that I'm on all these committees and uh it might uh negate the

[5:14:00] Voice 3: value of the response so i'll just uh turn my mic off for a bit

[5:14:04] Trustee Luckham: i understand that so mr chair

[5:14:08] Voice 10: sorry i missed what it is you suggested we might move um the

[5:14:12] Trustee Luckham: chair work with the director of local

[5:14:15] Trustee Luckham: planning services to uh respond to uh christine miller i would

[5:14:19] Voice 10: second that motion okay

[5:14:21] Trustee Luckham: so i moved

[5:14:22] Trustee Luckham: it and then vice chair rogers seconded it and uh did you capture that lori yes i

[5:14:29] Trustee Luckham: did all right so

[5:14:31] Trustee Luckham: I'll just call for the vote. All those in favor? Any opposed? None opposed?

[5:14:37] Trustee Luckham: I will note that Vice Chair Fast abstained, but we don't do abstentions, but for the record,

[5:14:46] Trustee Luckham: thank you. All right then, so I'm going to move along. We've got a letter from the City of

[5:14:52] Trustee Luckham: Victoria, hospitality workers, City in Penticton, also addressed to UBCM members, Provincial

[5:15:00] Trustee Luckham: paramount see um is there anything other than receiving those for information uh trustee patrick

[5:15:09] Trustee Luckham: i

[5:15:09] Trustee Patrick: don't have much to say on that penticton one but i think it's something to pay attention to and

[5:15:13] Trustee Patrick: follow that's all i'm what i

[5:15:16] Trustee Luckham: agree i agree with you there there has been paramount to

[5:15:21] Trustee Luckham: raised within the analyst trust so um it's certainly worth monitoring yeah okay so then

[5:15:28] Trustee Luckham: And next one is Vancouver Island Economic Alliance update correspondence.

[5:15:35] Trustee Luckham: Any thoughts on that?

[5:15:36] Trustee Luckham: I have an actually interesting comment to make.

[5:15:38] Trustee Luckham: This came up about a month or so ago, I think.

[5:15:41] Trustee Luckham: I forget who it was that brought it to my attention.

[5:15:43] Trustee Luckham: And I did ask a question, but I don't know.

[5:15:47] Trustee Luckham: So I'm not seeing any hands up.

[5:15:49] Trustee Luckham: But they have Vancouver Island Economic Alliance is holding their, and maybe it's already happened, I don't recall.

[5:15:55] Trustee Luckham: call but anyway I was holding a a a forum here coming up shortly of which one of the people

[5:16:01] Trustee Luckham: that's speaking at the occasion is uh advancing and I'm just think the province is advancing

[5:16:07] Trustee Luckham: um seaweed harvesting in the uh islands now in the trust area as much as anywhere else and when

[5:16:14] Trustee Luckham: that first raised its head a couple of years back uh between Denman and Folicum Beach there

[5:16:20] Trustee Luckham: There was quite a big fuss about harvesting that commodity from the waters and what the impacts were in terms of herring and all kinds of other things.

[5:16:31] Trustee Luckham: And, you know, actually coming back to the TPC conversation yesterday, these are when I think about carrying capacity.

[5:16:37] Trustee Luckham: What is the carrying capacity of Howe Sound to provide nutrients to grow aquaculture products, seaweed, shellfish, all of the works?

[5:16:51] Trustee Luckham: So anyway, for the most part, we would just receive that for information, but I thought it was interesting to bring your attention to the seaweed harvesting.

[5:17:00] Trustee Luckham: Vice Chair Patrick?

[5:17:01] Trustee Luckham: I

[5:17:02] Trustee Patrick: just just remind you that while there is the Vancouver Island Economic Alliance that the the island economic partnership rural island economic partnership was bred out of this because they didn't feel they fit in, you know, that the islands were special so that if we do want to voice with this group that to remember that we do have that organization that is speaks very specifically on islands.

[5:17:30] Trustee Luckham: okay so with respect to this correspondence we just received this information this time

[5:17:35] Trustee Luckham: i have a question

[5:17:37] Trustee Luckham: yep um

[5:17:38] Voice 3: just so we don't forget about this could we forward this to

[5:17:42] Voice 3: the bolinas win chelsea would that be or is this anywhere near that oh

[5:17:48] Trustee Luckham: well i think it has

[5:17:49] Trustee Luckham: potential throughout the trust area um we're we're obviously the bolinas win chelsea um executive

[5:17:55] Trustee Luckham: executive or LTC. I certainly will be keeping this on my radar. Okay,

[5:18:00] Voice 3: that's fine then. Okay.

[5:18:02] Trustee Luckham: Yeah. Okay, so we'll just receive that for information. The next item then is a response

[5:18:08] Trustee Luckham: from the VQO Sunshine Coast National Resource District regarding the consultation. David

[5:18:15] Trustee Luckham: Marla has touched on that. Thank you, David, for working with me to get that in and get that

[5:18:20] Trustee Luckham: answer. It was helpful to have that information prior to the

[5:18:25] Trustee Luckham: House Sound Forum. I appreciate that. And that seems to be

[5:18:31] Trustee Luckham: resolving itself, I believe. And if there's any contrary point of

[5:18:36] Trustee Luckham: view, Dan, you might want to chime in here. Otherwise, we'll

[5:18:40] Trustee Luckham: receive it. Well, it's just for information. Yeah. So the next

[5:18:44] Trustee Luckham: one then is 9.10. That came late. It's West Coast Marine

[5:18:48] Trustee Luckham: Marine Resource Marine Response Corporation doing a session out in Polia Pass right in my neck of

[5:18:56] Trustee Luckham: the woods I'd love to participate in that there was an invite except that also conflicts it's a

[5:19:01] Trustee Luckham: two-day event conflicts on the Wednesday which is executive committee so I don't know if there's an

[5:19:06] Trustee Luckham: opportunity to participate one day in that but I would be interested in seeing what's going on

[5:19:11] Trustee Luckham: with that if I don't know whether or not there's anybody else interested in participating in this

[5:19:19] Trustee Luckham: dan rogers and sue elmfest i'll

[5:19:22] Voice 10: just say i i'm going to guess from what i read from the letter

[5:19:25] Voice 10: the invite is i'm going to get a notification on it when it happens because it sounds like

[5:19:30] Voice 10: they're going to do sort of an email blast and get

[5:19:32] Voice 10: us all in the game and i'm on their mailing

[5:19:35] Voice 10: list as is as is claire i think laura still might be as well i'm not sure i did forward it to the

[5:19:42] Voice 10: The Galliano LTC being, even though it's sort of the island is more off Valdez, the island

[5:19:53] Voice 10: they're referencing, I'm guessing there's a possibility people could see activity so

[5:19:57] Voice 10: that they were aware in case they wanted to be joined in, they wanted to join in as well.

[5:20:02] Voice 10: We could probably hook them in as well or their emergency service responders or whomever.

[5:20:07] Voice 10: Anyway, just for information, just to let you know,

[5:20:11] Voice 10: I'll sort of monitor it over those two days.

[5:20:14] Voice 10: I'm not sure what my schedule looks like, but I'm on their list,

[5:20:16] Voice 10: so I'll be getting whatever they're sending out.

[5:20:20] Trustee Luckham: So then, yeah, so feel free to participate.

[5:20:22] Trustee Luckham: I'll probably alert the Valdez Island community because, indeed,

[5:20:26] Trustee Luckham: Canoe Island is right off of the east side of Canoe.

[5:20:29] Trustee Luckham: It's a fantastic dive site, actually, that I often frequent.

[5:20:35] Trustee Luckham: So we'll just take it.

[5:20:37] Trustee Luckham: i don't think there's any cost associated so no emissions required sue ellen fast yeah i just

[5:20:42] Voice 3: wanted to note that the um um direction for pilots i think is what it's called uh notice to pilots

[5:20:50] Voice 3: from the bc pilots association about active pass and no oil tankers to go in there was also

[5:20:57] Voice 3: portier pass so uh just a little cross over there oh

[5:21:02] Trustee Luckham: yeah you know it's interesting

[5:21:04] Trustee Luckham: interesting tankers versus barges because there's a subtle difference because indeed there's a bulk

[5:21:13] Trustee Luckham: fuel barge which comes through Polar Pass weekly if not monthly to fuel the all of the Columbia

[5:21:24] Trustee Luckham: fuels facilities in Shamanus and also the rail cars come from Vancouver through there to Crofton

[5:21:33] Trustee Luckham: and that's a regular scheduled occurrence not just a fluke decision but anyway and of course

[5:21:40] Trustee Luckham: there's a number of shipwrecks in portier pass fewer in active pass interestingly enough it's

[5:21:48] Voice 3: just

[5:21:48] Trustee Luckham: rare that we get

[5:21:48] Voice 3: two mentions of portier pass in the same meeting and

[5:21:52] Voice 10: and a and a houseboat too

[5:21:54] Voice 10: i think isn't there well

[5:21:56] Trustee Luckham: recently i well i don't know which direction it came but in fact no it

[5:22:00] Trustee Luckham: came across the straight and ended up on the east side it didn't even it didn't get as far as polar

[5:22:05] Trustee Luckham: which is a good thing anyway okay so we'll just receive that information individuals can respond

[5:22:11] Trustee Luckham: accordingly um i don't know if claire did you have anything to share on that topic it was to address

[5:22:16] Trustee Luckham: the one that's in the agenda uh thank

[5:22:20] Voice 14: you chair yeah it had crossed my mind that we could um

[5:22:23] Voice 14: suggest that our communications and or mapping staff be part of various units but we are very

[5:22:28] Voice 14: stretched for capacity these days so i'm very much on the fence around that um so if you leave it

[5:22:33] Voice 14: with my judgment i may um discuss with staff and um suggest that we may be able to make someone

[5:22:38] Voice 14: available yeah

[5:22:39] Trustee Luckham: i'll leave that with you if that's all right with vice chair you have you have your

[5:22:45] Trustee Luckham: own autonomy there okay so work program review and amendment the current oh yeah uh current

[5:22:51] Trustee Luckham: work program that's there for information um are there any remarks from anybody

[5:22:56] Trustee Luckham: anybody nope okay receive for information next meeting may the 26th 9 a.m in this beautiful

[5:23:05] Trustee Luckham: virtual forum looking forward to that so uh oh dear horizon report decisions from previous

[5:23:15] Trustee Luckham: closed meeting um i'm guessing there wasn't anything it says none

[5:23:21] Trustee Luckham: say again it says none

[5:23:23] Voice 3: It

[5:23:24] Trustee Luckham: does but I'm trying to reflect on my own memory which is often problematic anyway now we do have a closed meeting and so I'll thank all the members of the public for joining us today and and and watching us conduct our business here appreciate that and now we're going to I'll ask for motion to go in camera and we will not be returning to a public meeting and we will rise and report at a future meeting if necessary.

[5:23:53] Trustee Luckham: so can i get a motion please i can

[5:23:59] Trustee Patrick: um i move that the executive committee close this meeting to the

[5:24:04] Trustee Patrick: public subject to section 91k and g of the community charter in order to consider matters

[5:24:10] Trustee Patrick: related to negotiations and related discussions respecting the proposed provision of a municipal

[5:24:15] Trustee Patrick: service that are at their preliminary stages and that in the view of council could reasonably be

[5:24:21] Trustee Patrick: be expected to harm the interests of the municipality

[5:24:24] Trustee Patrick: if they were held in public litigation

[5:24:27] Trustee Patrick: or potential litigation affecting the municipality

[5:24:30] Trustee Patrick: and that staff be asked to remain in the meeting.

[5:24:34] Trustee Luckham: So let's move to have a seconder, Vice Chair Fass.

[5:24:37] Trustee Luckham: Thank you very much.

[5:24:37] Trustee Luckham: All those in favor.