Islands Trust Council regular meeting, May 26, 2021

[0:00:00] Trustee Luckham: um anyway um here we are um I want to uh as always um and I you know as when I say this I

[0:00:11] Trustee Luckham: look out the window and I look at the sky and the trees and the meadow out front of my house

[0:00:16] Trustee Luckham: and uh reflect how grateful I am to be here in Coast Salish Territory and on

[0:00:23] Voice 8: I

[0:00:24] Trustee Luckham: got oh there's Sue Ellen were you not uh in oh I see okay so maybe we'll maybe we'll mute

[0:00:31] Trustee Luckham: somebody's got some noise in the background good party happening out there anyway um I always look

[0:00:39] Trustee Luckham: out my window here and reflect on how grateful I am to be able to live and work here um specifically

[0:00:45] Trustee Luckham: on Thetis Island and uh Penelaket and Lacks and territory but of course um across the entire

[0:00:51] Trustee Luckham: Salish Sea with, if we have our eyes open, the rich history and culture that has been here

[0:00:58] Trustee Luckham: since the beginning of time. And I'm really grateful for that. And actually, I'll just

[0:01:04] Trustee Luckham: segue a tiny little bit. I got an email this morning. Thank you, Laurie, with respect to

[0:01:11] Trustee Luckham: advances in the government, the work with the Cowichan Nation and respect to their treaty work.

[0:01:18] Trustee Luckham: So it's amazing things that are happening in British Columbia and amazing things happening at the Islands Trust.

[0:01:24] Trustee Luckham: And I'm so glad to be part of that.

[0:01:27] Trustee Luckham: So I want to just quickly introduce my colleagues and staff with us this morning on the executive committee meeting of the Islands Trust.

[0:01:37] Trustee Luckham: Trust. And I got Trustee Rogers over there in Howe Sound. Good morning. And Trustee Fast,

[0:01:43] Trustee Luckham: Councillor, also Bowen Municipality over there in Howe Sound as well. And Trustee Patrick just

[0:01:50] Trustee Luckham: south of me here on Salt Spring Island. We have our CAO, Russ Hotzenpiller. Not sure of your

[0:01:57] Trustee Luckham: location today, but...

[0:01:59] Voice 13: Lekwungen Territory.

[0:02:01] Trustee Luckham: Awesome place to be. And of course, none of this

[0:02:05] Trustee Luckham: would happen as well as it does if it wasn't for staff, Laurie Foster, our executive assistant.

[0:02:12] Trustee Luckham: Thank you, Laurie, for everything you do and the personal help to me to keep me on track

[0:02:17] Trustee Luckham: a lot of the time. Thank you. David Mahler, Director of Planning Service, Regional Planning

[0:02:23] Trustee Luckham: Services.

[0:02:24] Voice 2: Good morning.

[0:02:26] Trustee Luckham: And I see Delaney Hippola there. I'm not sure what your title is. Policy

[0:02:32] Trustee Luckham: policy analyst, I suppose is what we call, you know. So good morning. And I also noticed

[0:02:39] Trustee Luckham: Carmen Teal is hanging in the background there, Legislature Services. Morning.

[0:02:44] Trustee Luckham: Thank you for

[0:02:45] Trustee Luckham: keeping us on track. And I like your wooden tiled background there. It looks like you're

[0:02:50] Trustee Luckham: in the legislature or something. It's Castle in Northern England. Oh, lovely. Yeah. That

[0:02:58] Trustee Luckham: must be essential travel i guess anyway good morning everyone uh thank you for putting together

[0:03:04] Trustee Luckham: the agenda package and being with us today for oh there we are um thank you for putting the agenda

[0:03:12] Trustee Luckham: package together and getting us prepared for our upcoming council which um i'm feeling pretty

[0:03:18] Trustee Luckham: positive about it and um so i'll just ask now if there's any additions or deletions from the agenda

[0:03:26] Trustee Luckham: that has been presented to us.

[0:03:29] Trustee Luckham: Laurie, I'm not sure if you want,

[0:03:31] Trustee Luckham: had intended that the letter from the province

[0:03:34] Trustee Luckham: be included as a recent correspondence here or not.

[0:03:38] Trustee Luckham: It might easily be, but I suspect maybe staff

[0:03:42] Trustee Luckham: aren't prepared to provide any comments,

[0:03:44] Trustee Luckham: any remarks from anything to add to the agenda,

[0:03:47] Trustee Luckham: I guess is the question.

[0:03:50] Voice 13: Mr. Chair.

[0:03:52] Trustee Luckham: Russ Hotsenpiller.

[0:03:53] Voice 13: Yeah, the only

[0:03:54] Voice 13: thing I think Laurie would bring

[0:03:55] Voice 13: probably to our attention is that since um the deadline has passed vis-a-vis correspondence

[0:04:01] Voice 13: to get on the trust council schedule of course we've had 20 or 30 pieces follow along so uh

[0:04:09] Voice 13: those aren't included right now um in the agenda and um we haven't really got them prepared to

[0:04:18] Voice 13: provide to you because for for obvious reasons um nevertheless you could receive them just before

[0:04:24] Voice 13: trust council but right now they're not contemplated for the package so i just want to

[0:04:27] Voice 13: alert you to that it's not completely irregular but we do have some correspondence that came in

[0:04:34] Voice 13: over the weekend and late friday thanks okay

[0:04:43] Trustee Luckham: so um we won't be receiving that today however i

[0:04:48] Trustee Luckham: suppose we may want to find a mechanism to include it so maybe we could just address correspondence

[0:04:54] Trustee Luckham: when we get to the correspondence section for council

[0:04:59] Trustee Luckham: and make some determination about any further late

[0:05:04] Trustee Luckham: if we want to adjust the deadline or not

[0:05:06] Trustee Luckham: or provide it in some other way, if that's all right.

[0:05:12] Trustee Luckham: Then Trustee Faster, I saw your hand up

[0:05:15] Trustee Luckham: with respect to amendments to the agenda

[0:05:19] Trustee Luckham: and your voice will have to be on.

[0:05:21] Trustee Fast: It was the same thing, thank you.

[0:05:24] Trustee Fast: okay

[0:05:25] Trustee Luckham: brilliant um anybody else no so then let's uh then uh take it that um we will adopt the agenda

[0:05:33] Trustee Luckham: um as presented excellent um and uh agenda context notes reminds me thank you laurie

[0:05:42] Trustee Luckham: um that we have a rising report uh next from the in-camera meeting of may the 5th and that

[0:05:50] Trustee Luckham: That rise in report is that the minutes of March 24th and April 14th Executive Committee

[0:06:01] Trustee Luckham: closed meetings were both adopted as presented and there was nothing else to report from that

[0:06:09] Trustee Luckham: in-camera session. So that's the rise in report from our last meeting.

[0:06:15] Trustee Luckham: so our um further to that on our at our last meeting of may the 5th we do have draft minutes

[0:06:22] Trustee Luckham: and i'll ask if there's any amendments to those draft minutes dan rogers morning all

[0:06:30] Trustee Rogers: uh happy to be joining you from the uh the territories of the musqueam slay with tooth and

[0:06:38] Trustee Rogers: and see, so sorry, Squamish peoples.

[0:06:44] Trustee Rogers: On page nine, under the discussion related

[0:06:49] Trustee Rogers: to the council committee system RFP,

[0:06:53] Trustee Rogers: it says the first bullet says appointment

[0:06:56] Trustee Rogers: of select committee members by TC chair.

[0:06:59] Trustee Rogers: And I think that should say by TC because the,

[0:07:02] Trustee Rogers: and not the chair, I know you appoint people

[0:07:06] Trustee Rogers: to the other standing committees.

[0:07:07] Trustee Rogers: and the motion that i that i think is accurate is the one that's just down over the page break

[0:07:14] Trustee Rogers: which talks about the members are voted so i would suggest that should say appointment of

[0:07:19] Trustee Rogers: committee members by pc um i don't think we ever talked about you appointing members to select

[0:07:25] Trustee Rogers: committees uh

[0:07:26] Trustee Luckham: no that was never a discussion so

[0:07:29] Trustee Rogers: i would just take out the word chair please

[0:07:31] Trustee Rogers: that's

[0:07:35] Trustee Luckham: a that seems like a reasonable correction everybody and consensus on that

[0:07:39] Trustee Luckham: yeah okay so um thank you very much for that catch dan very good um anything else

[0:07:47] Trustee Luckham: all right so then if that's all right then i'll take it by general consent that the minutes of may

[0:07:53] Trustee Luckham: the 5th uh be adopted as amended thank you all right so here we are of the follow-up action list

[0:08:03] Trustee Luckham: and um and ceo and director updates here at 5.1 um our as you know our normal practice is to um

[0:08:15] Trustee Luckham: to just go through roundtable of everybody starting with the ceo so good morning ceo

[0:08:20] Trustee Luckham: hudson pillar thank you for everything

[0:08:22] Trustee Luckham: that you do for the adams trust and uh let's get an update

[0:08:26] Trustee Luckham: on your follow-up action report and uh and then follow it up with your uh update well thank you

[0:08:32] Voice 13: Mr. Chair good morning to executive committee it's uh always great to be at an executive

[0:08:36] Voice 13: committee just before trust council lots of uh work you've got what I would say is very

[0:08:42] Voice 13: technical agenda in front of you um that's proposed for going forward to trust council

[0:08:46] Voice 13: but before we get there going to page 48 and you're you're very familiar with this now some

[0:08:52] Voice 13: Some of these items are longstanding.

[0:08:55] Voice 13: I take you to the second item.

[0:09:04] Voice 13: Oh, sorry, I'm a little farther along here.

[0:09:07] Voice 13: The second item around draft policy regarding electronic meetings.

[0:09:11] Voice 13: We've had two reports in front of you, and today we have the most complete report yet

[0:09:17] Voice 13: for your consideration before going to Trust Council.

[0:09:20] Voice 13: I did want to point out that the last report you received really focused on sort of quote-unquote

[0:09:25] Voice 13: the preferred option that you indicated interest in that's been flushed out that the dollars are

[0:09:30] Voice 13: different than the last version you saw as we understand what we need to do better and the

[0:09:36] Voice 13: other elements of or the other options that trust council has asked for shown interest in over the

[0:09:41] Voice 13: last year or two have been included as well so that report's there for you keeping in mind there's

[0:09:46] Voice 13: an administrative policy piece that would follow after it and the second is a report on forest

[0:09:53] Voice 13: protection I can tell you that your strategic plan now is being amended and those elements have now

[0:09:58] Voice 13: been inserted in it and there's been a renumbering and probably a good reformatting there so coming

[0:10:05] Voice 13: out of the last trust council our strategic plan has grown with fairly significant pieces

[0:10:11] Voice 13: I want to assure you that work is ongoing with forest protection, but also point out to you that while there's four or five discrete pieces that are moving forward and always have, since we've been told either by you or Trust Council to do that work, there is an interest in tying these together to have an overall direction.

[0:10:31] Voice 13: And we would keep in touch with Executive Committee and Trust Council as we do that.

[0:10:35] Voice 13: that. Keeping in mind, this direction has been provided since March. If you look at a comparator,

[0:10:42] Voice 13: the freshwater strategy, we hired a consultant to spend $100,000 or $75,000 and we're

[0:10:51] Voice 13: seven or eight months into it. So certainly forestry would have the same importance and

[0:10:58] Voice 13: how that's linked actually to the freshwater strategy is going to be important as we go

[0:11:03] Voice 13: go forward so that's uh that's no quick report coming back and it will be though in-house at

[0:11:09] Voice 13: this point it will be um given similar effort to the to the other um large projects that are on

[0:11:16] Voice 13: the strategic plan um item four i think is an abeyance and you might want to reconsider whether

[0:11:22] Voice 13: you want it to live on the agenda uh or the fuel for uh or or how long or revisit that conversation

[0:11:28] Voice 13: but it hasn't been taken up in the short term and we have provided those written responses to the

[0:11:34] Voice 13: to the writer from Laskiti and with that I turn to if there aren't any questions associated with

[0:11:42] Voice 13: the fuel or if there are I take those yes sir

[0:11:45] Trustee Luckham: Dan Rogers well

[0:11:47] Trustee Rogers: actually it's more question

[0:11:48] Trustee Rogers: as much a question for the chair as it is for you Mr. CAO which is number four I don't like

[0:11:55] Trustee Rogers: things living on our agenda we're not going to do them on our follow-up action list and my

[0:12:00] Trustee Rogers: recollection is that that that was an initiative of the chair as much as anything that you thought

[0:12:06] Trustee Rogers: that would be a good idea but that was back in March wondered if you still intended to

[0:12:14] Trustee Rogers: follow up on that because if not I would suggest we take it off and I think that's a question for

[0:12:28] Trustee Rogers: for you peter so

[0:12:30] Trustee Luckham: this is uh the on the ceo's follow-up action list

[0:12:34] Voice 12: yeah it's the

[0:12:35] Trustee Luckham: more yeah

[0:12:36] Trustee Luckham: page

[0:12:36] Voice 12: 15 sir oh

[0:12:40] Trustee Luckham: i i see so i'm in the wrong place here that you're

[0:12:42] Voice 12: in the probably trust council

[0:12:43] Voice 12: fuel but yeah we're in the ec fuel

[0:12:45] Trustee Luckham: page 15 there you go that's why that doesn't make sense

[0:12:48] Trustee Luckham: gosh that seems dramatic i didn't know i was responsible for that sorry sorry

[0:12:55] Trustee Luckham: that's all right

[0:12:57] Trustee Luckham: Right. Sponsorship policy and report back recommendation of local community approval communications and funding methods.

[0:13:05] Trustee Luckham: So now to review the sponsorship policy.

[0:13:09] Trustee Rogers: No, no, sir. It's number four that EC arrange a half day session with the chairs of the standing committees to discuss the work for the remainder of the term.

[0:13:18] Trustee Luckham: OK, now I'm on the page. Thank you very much. Apologize. I'm trying to stay ahead of us here.

[0:13:24] Trustee Luckham: here. Yeah, you know, I, I am inclined to remove that at this time. However, I do continue to think

[0:13:42] Trustee Luckham: that there does need to be better collaboration between executive committee and, and the

[0:13:51] Trustee Luckham: committees other standing committees and maybe that's a role of the vice chairs that sit on that

[0:13:59] Trustee Luckham: so um maybe at the moment i would suggest yes let's remove that as that has not gotten any legs

[0:14:08] Trustee Luckham: to advance um but i guess it does continue to concern me and i'd appreciate any offline

[0:14:14] Trustee Luckham: conversation about um the logistics of uh working more closely with um with um standing committees

[0:14:26] Trustee Luckham: i guess yeah

[0:14:27] Trustee Rogers: and i'm sorry sir i'm not trying to put you on the spot but uh it's just uh that you

[0:14:32] Trustee Rogers: know i just like to have our follow-up action let's be accurate so if

[0:14:37] Voice 1: it's not so it

[0:14:38] Trustee Rogers: may have

[0:14:39] Trustee Rogers: been a moment that you thought it was a great idea or or was thought to be a great idea and um

[0:14:45] Trustee Rogers: if it doesn't seem like it's going to occur, I don't mind it staying there,

[0:14:48] Trustee Rogers: but I think we need to either do it or, or, or take it off one or the other.

[0:14:56] Trustee Rogers: I didn't know.

[0:14:56] Trustee Luckham: I guess it's well, you know,

[0:14:58] Trustee Luckham: obviously this could lead into a conversation, a more in-depth conversation.

[0:15:01] Trustee Luckham: I guess I wasn't necessarily feeling that there was a lot of support for the

[0:15:06] Trustee Luckham: idea given the workload and activities that are before us.

[0:15:11] Trustee Luckham: And, and maybe we've gone beyond that point in time. And so I would,

[0:15:16] Trustee Luckham: I would then make a motion just to follow up with that,

[0:15:19] Trustee Luckham: that item four on the CAO's Chief Administrative Officer's

[0:15:25] Trustee Luckham: follow-up action must be removed as,

[0:15:31] Trustee Luckham: yeah, just simply removed.

[0:15:35] Trustee Rogers: I'll second that.

[0:15:37] Trustee Luckham: Okay, so moved and seconded.

[0:15:38] Trustee Luckham: Any discussion?

[0:15:40] Trustee Luckham: All those in favor?

[0:15:43] Trustee Luckham: Everybody's in favor, there you go.

[0:15:45] Trustee Luckham: Thank you very much.

[0:15:45] Trustee Luckham: Okay,

[0:15:46] Trustee Rogers: Mr. Chair, I have one more question, if I could, and this is for the CAO.

[0:15:52] Trustee Rogers: Thank you, and this is not in any way intended to be anything other than an information question.

[0:16:02] Trustee Rogers: Number three sort of has become a bit of a focal point for the organization in the sense that

[0:16:11] Trustee Rogers: people are paying attention to the number three, which is the forest protection

[0:16:19] Trustee Rogers: issue, and rightfully so. It's a very important piece of a lot of the work that's going on,

[0:16:25] Trustee Rogers: and it's been around since December. You're right, it didn't get on the strategic plan until March.

[0:16:32] Trustee Rogers: I know there's a ton on everybody's work plan, but this is one of those that I think

[0:16:41] Trustee Rogers: I was going to ask the question, have you had any conversations among senior staff about

[0:16:47] Trustee Rogers: when you envision sort of bringing a framework to us to at least talk how we begin the conversation

[0:16:54] Trustee Rogers: about this issue? Your use of the phrase, this is not a short project, just made me wonder what

[0:17:05] Trustee Rogers: you envision. Is this like a three-year project that we'll be working on it? I know we're going

[0:17:10] Trustee Rogers: to be working on it for a long time but when do you envision with the resources you have available

[0:17:16] Trustee Rogers: to you we might be able to well

[0:17:19] Voice 13: thank you for the question it's a good question um no staff have met

[0:17:23] Voice 13: probably since march and even before that four or five times in different groups um trying to put

[0:17:30] Voice 13: our arms around uh trust council's uh keen interest though over an extended period of time

[0:17:38] Voice 13: to address forestry issues and it's only in march we said you know let's begin tying these things

[0:17:43] Voice 13: together a little bit and i think probably there was some impetus from some of the presentations

[0:17:47] Voice 13: from some of the ngos and so forth so there's about four or five projects uh that are associated

[0:17:54] Voice 13: with that all of those are ongoing and um you know i could just list them off right now um

[0:18:00] Voice 13: we've had ongoing meetings with the pmfl um i wouldn't say it's lukewarm it's warmish

[0:18:07] Voice 13: coming out of their process around giving or at least considering a greater role for local

[0:18:16] Voice 13: governments associated with the PMFL. They haven't confirmed that the government itself is

[0:18:22] Voice 13: fully behind any significant change so we'll have to see. We continue to meet with Crown Lands

[0:18:29] Voice 13: around community forests and our ongoing Crown Land Agreements. Lisa's been working in that

[0:18:36] Voice 13: program um we do have the uh we have a bit of a legal disagreement going on with regards our

[0:18:43] Voice 13: ability to ticket regarding development permits um with the ministry we think that's ongoing and

[0:18:49] Voice 13: of course we did have the meeting with the minister around the pmfl i mean not a pfl around section

[0:18:54] Voice 13: eight and using um some sort of authority there all of those things i think we get a framework

[0:19:02] Voice 13: for september perhaps but it it's not it's different than the water strategy it's different

[0:19:07] Voice 13: maybe even than the policy statement or even the the renewal the work is is is is ongoing and um

[0:19:14] Voice 13: it it will need to be coordinated better and it'll need to have some outcomes that we um think are

[0:19:20] Voice 13: you know goals that we're trying to achieve and um so i would think september through this next

[0:19:27] Voice 13: next three months we would have a couple reports come back to you where you would be helping

[0:19:32] Voice 13: provide some direction associated with that that would be initial time frame I would think

[0:19:37] Voice 13: we do have to complete the rest of the strategic plan there's you know none of these things are

[0:19:41] Voice 13: subservient to anything else we realize this is important and time needs to be made for it

[0:19:45] Voice 13: and time is and the biggest thing I'd say we've been doing over the last little while

[0:19:49] Voice 13: while is um gathering data associated with the forestry land base and so that we are coherent

[0:19:57] Voice 13: in our conversations when we meet with the minister and they say well what are you going to

[0:20:00] Voice 13: do um that we can give a good answer rather than say we just want to have a one authority or another

[0:20:06] Voice 13: so a bit of a long-winded answer but i would think september we'd be able to have um a more

[0:20:12] Voice 13: coherent conversation trustee

[0:20:18] Voice 14: patrick i

[0:20:20] Trustee Patrick: just uh i know at least a staff member was listening last

[0:20:23] Trustee Patrick: last night Transition Salt Spring had a forestry panel

[0:20:26] Trustee Patrick: that was quite interesting.

[0:20:28] Trustee Patrick: They had the community forest from Cortez Island,

[0:20:30] Trustee Patrick: they had eco for it was a really interesting conversation.

[0:20:34] Trustee Patrick: I know one of the staff members was attended.

[0:20:37] Trustee Patrick: So lots of interesting, exciting ideas.

[0:20:43] Trustee Luckham: Thank you for that, Laura.

[0:20:46] Trustee Luckham: I actually did register to be on that session,

[0:20:49] Trustee Luckham: but because of my situation yesterday,

[0:20:53] Trustee Luckham: I decided resting was better than being involved

[0:20:56] Trustee Luckham: in more meetings um so i'm really sorry that i missed that it indeed looked very exciting

[0:21:01] Trustee Luckham: so uh hopefully that advances our work there okay um anybody else on the the cao's questions

[0:21:12] Trustee Luckham: okay so let's move along then to your uh your updates uh okay

[0:21:18] Voice 13: i said i'll be brief mr chair

[0:21:19] Voice 13: of three or four items um the first is obviously the um the province the premier and uh um

[0:21:27] Voice 13: Dr. Henry came out with the restart plan for British Columbia and we're in stage one or phase

[0:21:35] Voice 13: one right away. And that means really it's based on a 60% of adult population with dose one. We

[0:21:42] Voice 13: can see that the numbers are tending to be positive and infection rates are lower, hospitalizations

[0:21:49] Voice 13: are lower and that's uh going to um a raft of um scheduled openings up of civil society um i won't

[0:21:59] Voice 13: go through all of these different levels um we just got this yesterday and now we have to take

[0:22:03] Voice 13: that and apply it to our workplace and um how we interact with the public um the first thing i'd

[0:22:09] Voice 13: say is a couple of notes around this step one which is essentially may 25th to mid-june june

[0:22:15] Voice 13: 15th would be gradual return to workplaces mask protocols continue business safety protocols

[0:22:22] Voice 13: continue which our safety plan would be just that I can see us visiting the islands to do

[0:22:29] Voice 13: to begin doing on-site work site visitations and so forth by law enforcement perhaps

[0:22:38] Voice 13: there's still a limitation associated with meeting inside for

[0:22:42] Voice 13: for more than 10 people,

[0:22:47] Voice 13: which wouldn't really help our public,

[0:22:49] Voice 13: any sort of public meeting process for the Owens Trust.

[0:22:54] Voice 13: So letting you know that

[0:22:55] Voice 13: over the next couple of weeks or week,

[0:22:56] Voice 13: we'll amend our safety plan.

[0:22:57] Voice 13: And we're now into this, a return to normal life.

[0:23:02] Voice 13: And our job here is to try and order that

[0:23:05] Voice 13: in a sequenced way.

[0:23:07] Voice 13: I suspect it might be more challenging

[0:23:09] Voice 13: than when we went into this 15 months ago,

[0:23:13] Voice 13: or we just could stop doing things but here we're going to be starting doing things um which is the

[0:23:19] Voice 13: difference so i leave you that um but uh chair luckham uh there's a note out to say that the

[0:23:25] Voice 13: minister is going to speak to uh chairs and caos in the first week of june around this and provide

[0:23:31] Voice 13: a little bit more detail so you're likely to have something in your email right now or we'll be

[0:23:36] Voice 13: getting something soon for that meeting um the work on not changing topics to the governance

[0:23:43] Voice 13: and management review um interaction of senior staff and myself now is ticking up um associated

[0:23:49] Voice 13: with the request for information i've now met a couple of times with the group um claire's met

[0:23:57] Voice 13: with them once there's essentially two types of meetings that staff are involved in the first type

[0:24:02] Voice 13: is information provision and context because of course as you can appreciate the trust from afar

[0:24:07] Voice 13: far even from nearby sometimes it's hard to figure out but from afar is a challenge to

[0:24:13] Voice 13: really understand so getting the right information as much as we can is going to be helpful to that

[0:24:19] Voice 13: end we've created we've given them access to web dev lockdown version of web dev where we're dumping

[0:24:28] Voice 13: files and we now have one larger you know we have a file structure in there that provides

[0:24:34] Voice 13: provides information around our corporate entity, governance, the land use planning function,

[0:24:40] Voice 13: strategic planning, HR, those various pieces that they've made requests of us. Claire met with them

[0:24:48] Voice 13: last week and we had an initial discussion around advocacy and some of those questions

[0:24:53] Voice 13: and the question around survey. They'd like us to assist in the delivery of their survey

[0:24:58] Voice 13: um um with it's sort of a public interest survey and we're just trying to figure out

[0:25:03] Voice 13: the mechanics of that and whether we can um do it um i have another meeting with them tomorrow

[0:25:11] Voice 13: um more generally and then a follow-up meeting after that around the strategic plan

[0:25:16] Voice 13: there is um a media um bit uh that we've mainly written that will go out between now and the end

[0:25:23] Voice 13: of the week i should think that uh lets the public know that there is this project is underway

[0:25:28] Voice 13: way and we've also created or provided a um a document that is essentially their proposal of

[0:25:34] Voice 13: work that is ready for a public um perusal and we'll certainly forward that to ec um you know

[0:25:43] Voice 13: anytime so that's the governance and management committee i believe we meet again next monday

[0:25:48] Voice 13: with the um select committee to to have a discussion moving on to another issue and that

[0:25:54] Voice 13: is out in your um your islands you you'll the connected coast project is moving through some

[0:26:00] Voice 13: of its approval processes and uh what that's meaning um is that right now they're just doing

[0:26:07] Voice 13: the backhaul which means from the ocean environment up to a landing site for this cable um it's not

[0:26:16] Voice 13: last mile which would take that cable and then deliver it around an island um i believe um you'll

[0:26:23] Voice 13: recall about a year year and a half ago I kind of tried to get trust council excited about this one

[0:26:27] Voice 13: and I think maybe there's individual excitement but it didn't seem to be one where we would have

[0:26:32] Voice 13: step into any role and that means they they don't have a as robust a communication you know there

[0:26:41] Voice 13: isn't really a public communications element associated with this project but certainly

[0:26:46] Voice 13: there's an informative one and so they've gone to various LTCs with reports saying the connected

[0:26:51] Voice 13: of course is coming here's you know would there be any sighting issues associated with particular

[0:26:55] Voice 13: locations um they've been in touch with the rpms um in the various areas i do know that on gabriola

[0:27:03] Voice 13: um i was in a conversation with um you know the strathcona regional district heading this project

[0:27:08] Voice 13: up and the gabriola ltc i believe is non-committal until listen to name who have some input um to um

[0:27:17] Voice 13: the citing of this location that's at least how they described it to me they did they asked for

[0:27:23] Voice 13: our assistance but in the interim I've managed to get a meeting with Snenemu and we'll leave it to

[0:27:28] Voice 13: them to advance it so this might be hitting your tables just want to let you know it's an it's an

[0:27:33] Voice 13: ongoing piece of work I think I would leave it there Mr. Chair.

[0:27:41] Trustee Luckham: Okay thank you Trustee Patrick

[0:27:43] Trustee Luckham: trustee vice chair patrick vice chair rogers um

[0:27:47] Trustee Patrick: i'm i understand the the the desire to put out a

[0:27:52] Trustee Patrick: public notice regarding the review um my concern is it is going to cause some excitement in our

[0:28:00] Trustee Patrick: community because no one knows it's happening um i think we need some trustee speaking points

[0:28:06] Trustee Patrick: because you know there's a terms of reference it's in a december package that was approved and

[0:28:11] Trustee Patrick: And there is a lesser scope of work that is being, you know, they're focusing on certain things.

[0:28:17] Trustee Patrick: So I think if we don't give trustees some speaking points, they're going to answer all over the map as to what this review is doing or not doing.

[0:28:25] Trustee Patrick: So I think it would be of high value to have trustees prepared to be able to consult with their constituency.

[0:28:38] Trustee Luckham: Any remarks on that, Russ?

[0:28:42] Voice 13: um well if if if that's a request of of ecs you know we would certainly do that i suspect at this

[0:28:52] Voice 13: point um trustees will be speaking their mind on um the matter we've got uh you know through

[0:28:59] Voice 13: the chair this will have a quote from the chair that speaks to the intention of the program and

[0:29:03] Voice 13: um and what's following along but uh if a more enhanced communication around the project is

[0:29:12] Voice 13: requested we could certainly fold that in okay

[0:29:17] Trustee Luckham: thank you dan rogers over to you um

[0:29:22] Trustee Rogers: i wanted it

[0:29:23] Trustee Rogers: i i don't want to cut off that conversation i have a different topic i wanted to ask a question about

[0:29:28] Trustee Rogers: so if anybody wishes to speak about that issue the connected coast uh or no sorry the uh the

[0:29:34] Trustee Rogers: governance review and i have a comment regarding the connection okay

[0:29:39] Trustee Luckham: trustee fast vice chair fast

[0:29:43] Trustee Fast: Thank you. I'm not seeing the need for speaking notes. It seems to me that trustees have already wrapped their minds around it and they have their own points of view that they're going to say anyway, and certainly here on board.

[0:30:00] Trustee Fast: and the community is hearing a couple of points of view

[0:30:04] Trustee Fast: when I talk about it,

[0:30:05] Trustee Fast: as opposed to when Trustee Cahill talks about it.

[0:30:09] Trustee Fast: And I just don't know if I want to put staff

[0:30:11] Trustee Fast: to the work of trying to put speaking points together

[0:30:17] Trustee Fast: when then we're going to have one comment from the chair.

[0:30:19] Trustee Fast: And I think that would be what I would look to.

[0:30:22] Trustee Fast: Thank you.

[0:30:26] Trustee Luckham: Any other thoughts, Trustee Patrick?

[0:30:31] Trustee Patrick: Well, it's just, I mean,

[0:30:32] Trustee Patrick: it's we've got this big debate going on right now of uh you know what's the policy statement and do

[0:30:38] Trustee Patrick: people matter do they not matter and now you're going to have this review show up i'm just you're

[0:30:43] Trustee Patrick: going to get a response and salt spring being the largest island in this whole area is in the dark

[0:30:50] Trustee Patrick: about the review there's no trustees on salt spring involved in it so we're put in a position

[0:30:56] Trustee Patrick: to will be looked at to answer when we can't so that's my concern is it could create a public

[0:31:06] Trustee Patrick: hoopla that could be better managed if we just think about the message that's coming out and

[0:31:11] Trustee Patrick: what exactly is being said now i haven't seen the message maybe it will resolve what's being

[0:31:15] Trustee Patrick: there but i'm just saying people are not prepared for this they're they're in a whole nother debate

[0:31:21] Trustee Patrick: debate right now and this is this is going to be muddled sure

[0:31:27] Trustee Luckham: so i'll go to the cao in a second

[0:31:30] Trustee Luckham: certainly um i can see your point there um and in i wouldn't say that they're completely in the dark

[0:31:38] Trustee Luckham: because i have had inquiries from people on salt spring about it and have responded in you know in

[0:31:45] Trustee Luckham: the way that i do um um and that you know cds cds island for instance is probably in the dark

[0:31:53] Trustee Luckham: Leskete is probably in the dark, certainly not alone, but certainly don't want to diminish the significance of such a study to Salt Spring, being the largest community in the Islands Trust.

[0:32:08] Trustee Luckham: And so that's completely fair and noted. I am hopeful that the message, and I haven't seen it yet, that is being prepared will capture some of that.

[0:32:20] Trustee Luckham: and i think that perhaps the emphasis is that any communication of that nature should be

[0:32:26] Trustee Luckham: returned back to the chair who is the spokesperson um for council um uh and and or collaborated

[0:32:35] Trustee Luckham: under response potentially collaborated with either the chair of the select committee and or

[0:32:40] Trustee Luckham: the uh administrator of the contract but um i don't know that we necessarily want to get this

[0:32:47] Trustee Luckham: too complicated but i i think um i will

[0:32:51] Trustee Luckham: take these your thoughts laura in consideration when i see

[0:32:55] Trustee Luckham: the press releases coming so that's my thought so i'll go to the cao yeah so just

[0:33:02] Trustee Luckham: take us back

[0:33:03] Trustee Luckham: two

[0:33:03] Voice 13: or three months when the select committee was managing the terms of reference and it was

[0:33:07] Voice 13: pointed out that uh it did not at that time can um include a comprehensive communications element

[0:33:14] Voice 13: element um in it so there hasn't been um that level that lens put to this project from the

[0:33:21] Voice 13: outset um as we stand right now i i can offer no new speaking notes other than the most

[0:33:27] Voice 13: straightforward there so i don't have insight that would differentiate the issues or bring

[0:33:35] Voice 13: the issues out or any of those kinds of things this is to introduce the consultant there are two

[0:33:40] Voice 13: or three key terms that they're going to be fulfilling associated with their obligation

[0:33:47] Voice 13: and a brief overview of the intention of the report and really that's it.

[0:33:53] Voice 13: So the speaking notes would really just be that because I don't have

[0:34:00] Voice 13: the ability as in our position to provide any more nuanced particulars associated with

[0:34:10] Voice 13: the project um at this time yeah

[0:34:17] Trustee Luckham: thank you ceo it does occur to me also right that once the

[0:34:21] Trustee Luckham: whatever the public release of information is um that is the message and uh if there are questions

[0:34:29] Trustee Luckham: that arise um it can be responded to in light of the of the message because i don't know that we

[0:34:36] Trustee Luckham: would necessarily have anything more to say but the the challenge here and those of you that have

[0:34:41] Trustee Luckham: I've seen, and of course, all of the select committee meetings are online, I'm presuming

[0:34:47] Trustee Luckham: they're available to the public as well.

[0:34:49] Trustee Luckham: And of course, I'm presuming that the request for proposals is available to the public.

[0:34:54] Trustee Luckham: And then indeed, a summary of the response from the successful applicant will be available.

[0:35:00] Trustee Luckham: So I would think that that is about as clear as it gets to be, as it needs to be.

[0:35:05] Trustee Luckham: it may be that the media may want to have more discussion as is that's not unusual and

[0:35:15] Trustee Luckham: and that that would presumably come through the chair of trust council anyway so I think

[0:35:24] Trustee Luckham: it's evolving we'll see how it goes anybody have any other remarks on that oh I was just going to

[0:35:29] Trustee Luckham: say that there are some members of the select committee that actually want to have a more

[0:35:33] Trustee Luckham: detailed breath release statement go out and that's where I started to go that for those of

[0:35:39] Trustee Luckham: you that have watched the sessions there is interest in being more proactive in that but

[0:35:44] Trustee Luckham: as the CAO has mentioned that wasn't part of the terms of reference and in fact I think my

[0:35:52] Trustee Luckham: statement was that I the last thing I wanted was for the consultant to start developing a

[0:35:56] Trustee Luckham: communication plan I would rather do the work that we've hired them to do and or respond to

[0:36:02] Trustee Luckham: to people about aspects of it.

[0:36:05] Trustee Luckham: We're not collaborating with the public

[0:36:07] Trustee Luckham: on the delivery of the product.

[0:36:09] Trustee Luckham: And so anything more in depth opens a whole can of worms

[0:36:16] Trustee Luckham: about what it is that council may want to say

[0:36:21] Trustee Luckham: versus what the select committee

[0:36:22] Trustee Luckham: who's administering the project may want to say.

[0:36:26] Trustee Luckham: So I think we'll see what this press release looks like.

[0:36:30] Trustee Luckham: And I don't have anything for that.

[0:36:31] Trustee Luckham: Trustee Rogers?

[0:36:33] Trustee Rogers: I'll just add quickly,

[0:36:35] Trustee Rogers: I wonder if the draft press release,

[0:36:38] Trustee Rogers: when it goes to you, Mr. Chair,

[0:36:39] Trustee Rogers: could go to Vice Chair Patrick

[0:36:41] Trustee Rogers: because she clearly is in the area

[0:36:45] Trustee Rogers: that this would be the most thing

[0:36:46] Trustee Rogers: and then Vice Chair Patrick

[0:36:50] Trustee Rogers: could ask questions of any clarification

[0:36:52] Trustee Rogers: that she may need some more information on.

[0:36:54] Trustee Rogers: I wanted to change topics

[0:36:56] Trustee Rogers: unless someone else...

[0:36:57] Trustee Rogers: Yeah, so

[0:36:57] Trustee Luckham: I don't have any concerns with that

[0:36:59] Trustee Luckham: and in fact, I certainly don't mind.

[0:37:00] Trustee Luckham: I don't want a ton of input because we don't need to edit it by committee,

[0:37:04] Trustee Luckham: but I'm certainly happy to circulate it to EC members.

[0:37:09] Trustee Luckham: Any concerns for us?

[0:37:10] Voice 13: No, none.

[0:37:12] Trustee Luckham: Okay, great.

[0:37:13] Trustee Luckham: So shall we go to the next topic?

[0:37:16] Trustee Rogers: Sorry, I just had a quick comment on the Gabriel LTC related to the

[0:37:21] Trustee Rogers: Connected Coast, just to give it a little bit of context.

[0:37:23] Trustee Rogers: We had someone come to the LTC to present to us.

[0:37:26] Trustee Rogers: I can't remember her name.

[0:37:27] Trustee Rogers: I'm sorry, that's my fault.

[0:37:28] Trustee Rogers: uh and i thought we had a very i would have called it a friendly conversation um in which we said

[0:37:37] Trustee Rogers: look our only consideration would be what kind of first nations response there's been to this

[0:37:44] Trustee Rogers: because it is a marine environment you're coming through they seemed very open to that she

[0:37:49] Trustee Rogers: acknowledged that that was an issue they needed to work on um i we asked whether or not they had

[0:37:55] Trustee Rogers: had timing issues that were crucial for us to make a decision they said no um and we said we would

[0:38:02] Trustee Rogers: put it on our we would move it to our agenda and whenever our next meeting is and we'd look forward

[0:38:06] Trustee Rogers: to hearing from them again so i sort of got the impression that we were you know we were all on

[0:38:13] Trustee Rogers: the same uh train so i'm surprised to hear they expressed concerns uh we did not pass a motion

[0:38:19] Trustee Rogers: of support mostly because we said we'd like to hear what you're doing let's name it so okay

[0:38:26] Trustee Rogers: um anyway that was my impression so happy to have a conversation the rest of you more

[0:38:31] Trustee Rogers: yeah

[0:38:31] Voice 13: no i've met with them and um basically said uh described to them how uh um the considerations

[0:38:38] Voice 13: we make as we make these decisions and our reconciliation principles and then they've

[0:38:42] Voice 13: so i think they're fine on the right track and understand the um um the decision-making

[0:38:47] Voice 13: environment that they're they're working through and they've had they they've indicated they've

[0:38:51] Voice 13: had quite a bit of support from um a number of ltc's so they're feeling quite positive about

[0:38:55] Voice 13: the outcome yeah

[0:38:58] Voice 9: it's

[0:39:00] Trustee Luckham: kind of interesting um i'm just going to comment that my impression and

[0:39:06] Trustee Luckham: correct me if i'm wrong ceo hudson pillar and my impression comes from the fact that um fetus

[0:39:12] Trustee Luckham: island has applied um uh through the couch and valley regional district in concert with

[0:39:19] Trustee Luckham: with Stratocona Regional District to do last mile connectivity.

[0:39:24] Trustee Luckham: And that is contingent at this point,

[0:39:27] Trustee Luckham: although there's some details need to be sorted out there,

[0:39:30] Trustee Luckham: but that is contingent on there being a fiber drop on Penelakut,

[0:39:34] Trustee Luckham: which I do believe that they are in support of,

[0:39:37] Trustee Luckham: or were in support of.

[0:39:39] Trustee Luckham: In fact, they asked for it both here and on Valdez.

[0:39:42] Trustee Luckham: Both communities are getting,

[0:39:45] Trustee Luckham: Lacks and Penelakut are both getting connections.

[0:39:47] Trustee Luckham: I have the impression that the ship is about to sail to run that fiber connectivity from Prince Rupert to Victoria this summer.

[0:39:56] Trustee Luckham: So it's not an open-ended timeline, and we would want to be sure that they are aware that this isn't necessarily an easy decision to be made by LTCs in respecting our reconciliation commitment,

[0:40:13] Trustee Luckham: and that they need to figure out how they're going to do that because when they I don't believe

[0:40:19] Trustee Luckham: there's a matter of picking up the cable and adding another connection or disconnecting a

[0:40:23] Trustee Luckham: connection but maybe they can drop it offshore somehow and then determine how they're going to

[0:40:28] Trustee Luckham: bring it inshore but there seems to me there's significant costs associated with that so do you

[0:40:34] Trustee Luckham: have any remarks on that because I have the impression the ship is sailing this summer

[0:40:38] Trustee Luckham: i

[0:40:38] Voice 13: uh i understand they are at utmost speed would be the feeling i got from them they didn't get as

[0:40:50] Voice 13: specific as that but yes yeah

[0:40:53] Trustee Luckham: yeah okay um i actually plan on writing to the regional district

[0:40:58] Trustee Luckham: here shortly to ask them for an update so maybe something will come of that all right let's

[0:41:03] Trustee Luckham: continue on any other questions for the cao at this time on his update and i do believe you

[0:41:07] Trustee Luckham: finished your update sir i

[0:41:09] Voice 13: have all

[0:41:10] Trustee Luckham: right so that completes that let's move along uh

[0:41:15] Trustee Luckham: and we have director of administrative services i don't see

[0:41:21] Trustee Luckham: go ahead so

[0:41:23] Voice 13: you will be joining us because um she's been working and we can get into this a

[0:41:27] Voice 13: little bit later in the agenda feverishly on getting our financial statements in a place where

[0:41:31] Voice 13: you can get to review it um it will be a little bit unusual today as we present it because um

[0:41:36] Voice 13: we've had some staffing and certainly some software licensing challenges and she plans to

[0:41:43] Voice 13: join us later on today and walk us through that so she will be here and you can ask her any

[0:41:47] Voice 13: questions associated with the follow-up action let's get that time okay

[0:41:50] Trustee Luckham: so then i'll read i'll

[0:41:52] Trustee Luckham: raise that when she's with us so let's go to director local planning services daily

[0:41:56] Trustee Luckham: david marley good morning sir over to you david marley

[0:42:14] Voice 2: okay oh hi sorry about that

[0:42:19] Voice 2: All right, over

[0:42:22] Voice 2: to you for

[0:42:23] Trustee Luckham: your follow-up action report and your update.

[0:42:27] Voice 2: Yes, thank you. And my apologies for that delay there. So the follow-up action

[0:42:33] Voice 2: report, there is two items that are shown as outstanding. The first item is the report back on

[0:42:45] Voice 2: the number of projects for local trust committees. So the Regional Planning Committee is going

[0:42:57] Voice 2: to be receiving reports on policies around how to manage the regional projects and the

[0:43:06] Voice 2: local projects. So my intent is to provide that report to the Regional Planning Committee

[0:43:13] Voice 2: and then we will report back to the executive committee

[0:43:17] Voice 2: to close that circle essentially.

[0:43:21] Voice 2: So that's that item.

[0:43:22] Voice 2: The second one that's outstanding

[0:43:26] Voice 2: is the report back on the policy

[0:43:36] Voice 2: around sponsorship of applications.

[0:43:41] Voice 2: So myself and the Director of Administrative Services will be coming back to you on something about that.

[0:43:52] Voice 2: Just a minute, I am just looking for where I'm at here.

[0:43:56] Voice 2: Yeah, so that's it for the follow-up action list and I do have a short director's report for you.

[0:44:02] Trustee Luckham: Okay, thank you. Any questions on the follow-up action report?

[0:44:06] Trustee Luckham: No, over to you for your director's report.

[0:44:08] Trustee Luckham: Okay,

[0:44:10] Voice 2: thank you. So we have now hired two co-op students, one in the northern office

[0:44:18] Voice 2: and the other one is the freshwater co-op that will be assisting William and allowing William

[0:44:24] Voice 2: to provide the support necessary for the freshwater sustainable strategy given the

[0:44:32] Voice 2: grant and the deadlines for that. So those two positions are now in place. Administrative staff

[0:44:39] Voice 2: staff continue to be probably overwhelmed I guess is the word or feeling like there's a lot of

[0:44:47] Voice 2: stress on the workload so I just want to keep that in the forefront for the executive committee

[0:44:51] Voice 2: this is just around their need to administer the zoom meetings and the fact that local trust

[0:45:00] Voice 2: committees the meetings are not any shorter than they used to be in fact we're finding that they're

[0:45:06] Voice 2: getting longer and we're also getting more of them so just keep that in mind when you're chairing

[0:45:13] Voice 2: meetings and considering additional meetings we have two requests for proposals out one is for

[0:45:21] Voice 2: the heritage overlay mapping and the other is for the eelgrass mapping so the heritage overlay

[0:45:27] Voice 2: mapping these are the strategic plan items through the regional planning committee the heritage

[0:45:33] Voice 2: Routage mapping RFP closes today and we'll be evaluating over the next week and then

[0:45:42] Voice 2: awarding the contract.

[0:45:44] Voice 2: And then the other, the eelgrass just went out about just less than a week ago.

[0:45:51] Voice 2: So that will close in another two to three weeks and then we'll be evaluating that and

[0:45:56] Voice 2: awarding them.

[0:45:57] Voice 2: So those are all being undertaken through the Regional Planning Committee.

[0:46:00] Voice 2: And I just want to advise that my focus now is the LPS renewals.

[0:46:09] Voice 2: So this is working on Trust Council's policies to the Regional Planning Committee that I mentioned earlier.

[0:46:15] Voice 2: The strategic plan implementation by the Regional Planning Committee.

[0:46:21] Voice 2: There is actually a lot on the Regional Planning Committee's agenda.

[0:46:24] Voice 2: So there's a lot of contract work coming up and also staff work coming up this fiscal year.

[0:46:31] Voice 2: to fulfill as much of the strategic plan as possible also providing planning advice and

[0:46:38] Voice 2: support to the islands trust policy statement process working very closely with trust area

[0:46:45] Voice 2: services on that especially as we go into the bylaw process and the referrals out all of that

[0:46:53] Voice 2: and through the CAO providing information to the governance review about local planning services

[0:47:00] Voice 2: services, our processes and how things work. So I'll leave it at that. And if you've got

[0:47:06] Voice 2: any questions, I'll answer them. But otherwise, thank you.

[0:47:11] Trustee Luckham: Any questions for the director? No, looks like you're shaking. So let us now go to Director

[0:47:22] Trustee Luckham: of Trust Area Services, Claire Fraser. Good morning. Thank you for your work with that

[0:47:29] Trustee Luckham: for the Highlands Trust through all of the support that you provide us.

[0:47:32] Trustee Luckham: Thank

[0:47:34] Voice 3: you chair. I'm afraid there are no updates to my last report on the follow-up action list

[0:47:39] Voice 3: except to say that we did try to schedule an oil spill session for Druin Trust Council but the

[0:47:44] Voice 3: staff at Coast Guard are unavailable in that time period because they're working on a oil removal

[0:47:50] Voice 3: from a shipwreck and had indicated they would be available later in the year. So really that's my

[0:47:54] Voice 3: only update for you because of course we've been focused on the top priority projects of policy

[0:47:59] Voice 3: statement and website primarily. So I guess I'll see if there's any questions related to that lack

[0:48:05] Voice 3: of progress on your other items.

[0:48:08] Trustee Luckham: Thank you. Vice-Chairs, Sue Ellenfast.

[0:48:13] Trustee Fast: Yeah, thank you. I just have a quick question about the website. I'm wondering if trustees

[0:48:21] Trustee Fast: or the public have comments about the website or suggestions, do they still send

[0:48:26] Trustee Fast: an email to web comments yes

[0:48:29] Voice 3: and there's also a feedback tab the little black tab on the right

[0:48:33] Voice 3: hand side of the website you can click that and that also sends an automated email to web comments

[0:48:37] Voice 3: okay

[0:48:37] Trustee Fast: thank you dan

[0:48:41] Trustee Luckham: rogers um

[0:48:44] Trustee Rogers: i guess we'll be talking about the agenda about the lack of the

[0:48:49] Trustee Rogers: coast guard coming that's disappointing um because they are activating um i i just want to and i and

[0:48:57] Trustee Rogers: And I'm sure you're more aware of this than anybody,

[0:49:02] Trustee Rogers: but we have items here from over two years ago

[0:49:08] Trustee Rogers: that I think we need to decide whether they still need

[0:49:11] Trustee Rogers: to be on your follow-up action list or not.

[0:49:14] Trustee Rogers: And again, I made this comment a little earlier

[0:49:18] Trustee Rogers: to the chair about that,

[0:49:20] Trustee Rogers: but I do notice that for example,

[0:49:23] Trustee Rogers: number two has been there from 2019.

[0:49:25] Trustee Rogers: and if there's no need for it to be on because it's gone a completely different direction then

[0:49:31] Trustee Rogers: let's take it off um as well as number one uh and you know there's some others so i i i'm not

[0:49:41] Trustee Rogers: asking for a decision right now but i would ask you to sort of turn your mind to those older

[0:49:46] Trustee Rogers: matters and and if they ready if they're not if they're not if they if life has gone in a

[0:49:51] Trustee Rogers: a different direction then let's take them off our your follow-up action list so that they aren't

[0:49:57] Trustee Rogers: weighing you down so um that's my suggestion i

[0:50:05] Voice 3: see the cao

[0:50:06] Trustee Luckham: cao hodgson pillar well

[0:50:08] Voice 13: i think that's

[0:50:09] Voice 13: this is exactly what this is for um this moment so if uh um just dealing with the reality of

[0:50:16] Voice 13: workloads and uh obviously when things happen they um they always happen in a hierarchy there

[0:50:22] Voice 13: might be things here that were um that the time has passed so um if there's a moment for reflection

[0:50:30] Voice 13: on the 20 or 30 things that are on this list plus the um the the the one that uh the trust council

[0:50:38] Voice 13: fuel as well from trust area services um keeping in mind that the all the strategic planning work

[0:50:44] Voice 13: that's been directed by ec and trust council is getting done then um i think we'd be happy to do

[0:50:51] Voice 13: it uh and maybe come back with a note on each one to give you some context maybe for your next

[0:50:57] Voice 13: meeting that'd be helpful as opposed to you just kind of going down the list right now and

[0:51:01] Voice 13: and saying yes or no on things but um offer that um as a worthwhile exercise to reflect on you

[0:51:09] Trustee Rogers: thank you i appreciate that and i'd be interested to hear about two and five which are both bowling

[0:51:14] Trustee Rogers: issues that may have gone in a completely different direction and and if we don't need to

[0:51:18] Trustee Rogers: do then let's take them off okay

[0:51:24] Trustee Luckham: um trustee fast hello

[0:51:28] Trustee Fast: from bowen island uh nuclear

[0:51:29] Trustee Fast: i'm uh i'm in favor of taking off number two uh for a couple of reasons number one is that

[0:51:38] Trustee Fast: last night uh bowen council adopted an equity diversity and inclusion policy and um uh which

[0:51:47] Trustee Fast: which includes First Nations reconciliation elements.

[0:51:52] Trustee Fast: And also EC, for example,

[0:51:57] Trustee Fast: last night's municipal agenda included a reference from EC,

[0:52:04] Trustee Fast: a recommendation from EC that we send

[0:52:08] Trustee Fast: our housekeeping amendments to the land use bylaw

[0:52:11] Trustee Fast: that we refer them out to First Nations.

[0:52:13] Trustee Fast: So the message is getting through in other ways.

[0:52:15] Trustee Fast: and i don't think um this letter sitting here is needed uh um anymore and uh and bowen is taking

[0:52:24] Trustee Fast: its own um steps in this uh in these directions um and uh number five yeah i think that's kind of

[0:52:40] Voice 13: standby

[0:52:41] Trustee Fast: i think you're working on that one is that not true uh

[0:52:46] Voice 3: certainly uh i we are still on

[0:52:48] Voice 3: in standby mode and staff Bonnie Brokenshire says she'll reach out as needed to us and we'll be able

[0:52:54] Voice 3: to provide mapping support or other things as upon request.

[0:52:58] Trustee Fast: Yeah so that's because the process

[0:53:00] Trustee Fast: is taking a long time it's not anything to do with staff and the Island Trust

[0:53:06] Trustee Fast: Trust Area Services could still be called in to help with that and plus I think that one is

[0:53:13] Trustee Fast: is also related to the Crown land agreements and how that referrals and consultation with

[0:53:21] Trustee Fast: Islands Trust works. And I'm hoping that that will help advance that project as well. So

[0:53:26] Trustee Fast: that one I would prefer stayed there. If you're looking for my input.

[0:53:34] Trustee Luckham: Thank you. Definitely looking for your input. I share fast. Any other remarks from somebody?

[0:53:41] Trustee Luckham: although it's all got a couple of remarks um i had a bit of a conversation with you last week

[0:53:51] Trustee Luckham: there claire about your capacity and maybe we were blue skying a little tiny bit about you having

[0:53:59] Trustee Luckham: more resources um but i think the reality and i'm sure you wouldn't disagree with me claire but

[0:54:07] Trustee Luckham: you're welcome to if you think that you disagree there's a systemic problem here with the amount

[0:54:13] Trustee Luckham: of work that is tasked to trust program services and a significant amount of it is advocacy and

[0:54:28] Trustee Luckham: through no fault of anybody on trust area services the priorities that have been decided by council

[0:54:34] Trustee Luckham: being website and policy statement just named two and reconciliation we'll say three

[0:54:42] Trustee Luckham: has overwhelmed the ability for the present resources that you have available to you

[0:54:51] Trustee Luckham: to complete these other advocacy pieces. In fact, I see the number one item on there

[0:54:59] Trustee Luckham: from 2019 about advocating for notification of changes of agriculture and mariculture

[0:55:06] Trustee Luckham: licenses this still remains an important issue but certainly i don't see that getting done because of

[0:55:12] Trustee Luckham: the resort limitation on resources and in that blue sky moment wouldn't it be ideal if claire

[0:55:20] Trustee Luckham: had an a person specifically tasked to do advocacy where they had their own follow-up action list

[0:55:26] Trustee Luckham: and um spent all of their time doing that work certainly we're going to see some remarks back

[0:55:33] Trustee Luckham: from the governance committee about advocacy they've been asked to look at that and it then

[0:55:40] Trustee Luckham: becomes a decision of council to determine whether or not we want to hire more staff to put more

[0:55:44] Trustee Luckham: resources behind the advocacy that comes from council by motion and so I just showing a level

[0:55:52] Trustee Luckham: of support for the burden of the amount of work that's available with the limited resources to

[0:55:57] Trustee Luckham: trust area services and I'm happy to have motions for those that seem obvious that they should be

[0:56:03] Trustee Luckham: removed and so that's kind of an ask to uh trust uh vice chair fast there um about the two items

[0:56:10] Trustee Luckham: that look like maybe might be removed given that there's work that's under underway that in in fact

[0:56:17] Trustee Luckham: I would suggest that our advocacy has been successful on that front because Bowen is

[0:56:22] Trustee Luckham: making changes to how they're doing work and that's one of the things that we don't measure

[0:56:26] Trustee Luckham: well or is little understood and we don't celebrate enough the successes in

[0:56:32] Trustee Luckham: advocacy including changes to policy regarding transiting oil tankers through

[0:56:38] Trustee Luckham: active pass and other other things so those are my remarks and anything we can

[0:56:47] Trustee Luckham: do to help and so I saw two hands pop up but I'm gonna go to trustee fast because

[0:56:54] Trustee Luckham: she might have a motion and then i'll go to trustee brothers um

[0:56:58] Trustee Fast: just um i would also move that

[0:57:01] Trustee Fast: um i'm going to move that um number one come off the list and the reason for this is because the

[0:57:06] Trustee Fast: bain sound forum and the uh how sound i'll get some forum are are good places not that we have

[0:57:13] Trustee Fast: it really in how sound at the moment um but those two um forums that the islands trust uh supports

[0:57:20] Trustee Fast: through the secretariat function is where a lot of this aquaculture and mariculture license change

[0:57:26] Trustee Fast: info is going if I understand it correctly for example I asked the Hornby LTC on Friday

[0:57:34] Trustee Fast: the local trust committee trustees whether they wanted to see these letters that had come in from

[0:57:42] Trustee Fast: Peter Stockdale EC saw them too about the polypropylene rope and the oyster flip pouches

[0:57:50] Trustee Fast: and uh that wash up on beaches and um they said nope they're leaving it to the denman

[0:57:55] Trustee Fast: island uh beach stewards or uh i've forgotten what it's called and they're um um and trustee

[0:58:03] Trustee Fast: critchley is taking it to the bain sound forum so there's kind of a um um a way for these kinds of

[0:58:13] Trustee Fast: negotiations and uh information to get through up there in place now because of our um involvement

[0:58:20] Trustee Fast: in the in the fora and uh so i would move that uh number one before

[0:58:25] Trustee Luckham: you move before you move that i

[0:58:27] Trustee Luckham: would not support um removing the number one item because i think it's much broader than bank sound

[0:58:33] Trustee Luckham: or house sound so i would suggest not including that but it's up to you okay

[0:58:39] Trustee Fast: i'm this is why i'm

[0:58:40] Trustee Fast: saying it i'm only um vice chair for those two islands and uh but you were inviting a motion i

[0:58:49] Trustee Fast: I thought so.

[0:58:50] Trustee Fast: I am on anything that you wish to bring forward.

[0:58:54] Trustee Fast: I would move that staff be requested to remove item two

[0:59:04] Trustee Fast: from the trust area services follow-up action report.

[0:59:10] Trustee Luckham: All right, do I have a seconder?

[0:59:11] Trustee Luckham: Seconder Trustee Patrick and any speakers on the motion?

[0:59:16] Trustee Luckham: No, Dan Rogers.

[0:59:18] Trustee Rogers: Mr. Chair, I'm going to also suggest we remove number 10

[0:59:22] Trustee Rogers: because number 10 is repetitive of number seven

[0:59:26] Trustee Rogers: and it doesn't need to be there in addition, so.

[0:59:31] Trustee Luckham: Okay, so you can either make an amendment to the motion or-

[0:59:35] Trustee Rogers: I move that we amend the motion

[0:59:36] Trustee Rogers: to say number two and number 10.

[0:59:39] Trustee Luckham: All right. Second.

[0:59:41] Trustee Luckham: Seconded the amendment and so on the amendment

[0:59:45] Trustee Luckham: to the motion, sorry, all those in favor?

[0:59:48] Trustee Luckham: That carries now back to the amended motion,

[0:59:51] Trustee Luckham: which is to remove items two and 10

[0:59:53] Trustee Luckham: from the trust program services follow-up action list um is there any discussion

[1:00:00] Trustee Luckham: all those in favor and that too carries um that's brilliant thank you very much dan thank you very

[1:00:06] Trustee Luckham: much sue ellen um anything else that we can help out the trust area services uh with and and claire

[1:00:13] Trustee Luckham: um uh be happy to hear you say oh well you could also remove yeah i don't have anything okay thank

[1:00:24] Trustee Luckham: you very much so well thank you everybody for trying to help out there and i know that's

[1:00:28] Trustee Luckham: appreciate it

[1:00:29] Voice 13: missed an opportunity there claire or

[1:00:32] Trustee Luckham: cao did i leave you out of that conversation

[1:00:35] Voice 13: no no i was just gonna say you rarely get that opportunity but

[1:00:40] Trustee Luckham: okay um so thank you and uh do you want to do your director's report claire yes

[1:00:48] Voice 3: i'd be happy

[1:00:49] Voice 3: to thank you uh let's bring up my notes here um so yes it has been um a busy time and it continues

[1:00:56] Voice 3: to be with the Policy Statement Project underway.

[1:01:00] Voice 3: As you know, we are now moving

[1:01:01] Voice 3: into incorporating the feedback we've received

[1:01:03] Voice 3: from various committees and staff in order to prepare

[1:01:07] Voice 3: for a June 15th meeting of Truck Programs Committee.

[1:01:10] Voice 3: And so that really is the sole focus

[1:01:12] Voice 3: of our Senior Intergovernmental Policy Advisor.

[1:01:16] Voice 3: And I'm essentially taking,

[1:01:17] Voice 3: or attempting to take everything else off her plate,

[1:01:20] Voice 3: including advocacy, legislative monitoring, and so on,

[1:01:23] Voice 3: and sort of distribute it to other team members.

[1:01:26] Voice 3: to allow that to happen we're also in the midst of planning for the bylaw referral process should

[1:01:32] Voice 3: it should you know anticipating that we make it to first reading and we have a draft to refer out

[1:01:36] Voice 3: so we have 108 agencies and first nations that all require a referral so we need to set up that

[1:01:42] Voice 3: administrative process and it's the first time in 20 years for trust area services so we're getting

[1:01:48] Voice 3: some support from local planning services staff to do that and sort of having to make up forms

[1:01:54] Voice 3: that haven't existed before that you know that sort of thing so that that work is just getting

[1:01:58] Voice 3: started now and hopefully will be done by in time for a prompt referral after first reading

[1:02:04] Voice 3: we are also working to assemble a sort of a first reading package of all the materials that will

[1:02:10] Voice 3: inform trustees decisions around it which would include all correspondence received

[1:02:14] Voice 3: prior engagement reports all of those sorts of you know supplementary materials that will

[1:02:18] Voice 3: accompany the bylaw itself, and determine how best to provide that volume of information.

[1:02:25] Voice 3: So we're working on that as well. So that's all very, you know, a very big project for the team,

[1:02:30] Voice 3: which is taking up quite a lot of our time. And then in addition to that, website implementation

[1:02:36] Voice 3: continues. So the site is, as you know, is live, soft launch. We continue to respond to the feedback

[1:02:41] Voice 3: that's coming in. It is slowing down now, but we, as we turned our attention to other communication

[1:02:47] Voice 3: initiatives like the annual report we've stalled out a little bit on some of those responses so

[1:02:52] Voice 3: we're going to try and now that we've got as soon as we get the annual report pushed off to council

[1:02:56] Voice 3: we'll circle back and continue to work on responding to people who have provided feedback

[1:03:00] Voice 3: there's also a few remaining bugs that we are working with the company to resolve and a couple

[1:03:05] Voice 3: design tweaks that are needed in response to feedback generally it's been fairly smooth we've

[1:03:10] Voice 3: had not had a great deal of negative commentary certainly some constructive feedback around this

[1:03:15] Voice 3: this could be better. I like this better. Some indication that people can't find things,

[1:03:19] Voice 3: but it seems as people are getting used to it now, it's settling down. You'll see in your agenda

[1:03:25] Voice 3: today, you've got some analytics. I'm happy to report that just this morning or last night,

[1:03:29] Voice 3: we figured out why we're getting so many 404 pages. And it's to do with telephone numbers.

[1:03:33] Voice 3: So we're not actually having that many people being lost in the site. There's a Google,

[1:03:40] Voice 3: just a Google issue with how it's reading our phone numbers. So that's an easy programming

[1:03:44] Voice 3: fix to just take a space out where it is. So in fact, I was worried about that. And I can reassure

[1:03:49] Voice 3: you that despite that report, we don't have that many people getting lost. We are working towards

[1:03:55] Voice 3: a news release, but we're just waiting to make sure all the bugs are fixed before we open it up

[1:03:59] Voice 3: to the world in a big way. But we're getting closer, certainly. But that continues. In terms

[1:04:07] Voice 3: of HR for our team, we continue to have hiring processes. So I'm working towards getting a job

[1:04:12] Voice 3: profile classified for the community communications specialist position that will be supporting our

[1:04:18] Voice 3: stewardship education work and waiting for the public service agency on that one.

[1:04:23] Voice 3: The program coordinator competition closed on Friday. I'm still waiting to receive the resumes

[1:04:28] Voice 3: for that role. We also are sort of on pause in terms of transitioning the grants manager position

[1:04:36] Voice 3: into our local trust committee advocacy or what do we call it local trust committee policy advisor

[1:04:42] Voice 3: position. That role, funny enough, it just, I simply haven't had time to really execute that

[1:04:48] Voice 3: transition. And we've had a huge uptick in grants. So in fact, it's somewhat appropriate at this time

[1:04:54] Voice 3: that it keeps ticking along as a grants manager. But I would say that Mike, who's in that role,

[1:04:58] Voice 3: has been really helpful in terms of filling the gaps from our senior intergovernmental policy

[1:05:02] Voice 3: advisor overflow from the policy statement, in that he's been assisting with the legislative

[1:05:08] Voice 3: monitoring report coordination of the annual report while we were focused on the website

[1:05:12] Voice 3: project and undergoing staffing transition and he's also supporting upon request local trust

[1:05:17] Voice 3: committees uh with advocacy requests um in terms of um you know it's sort of moving into that space

[1:05:23] Voice 3: drafting up letters that i then review and then share with the regional planning managers before

[1:05:28] Voice 3: they go out so that's where we are right at this point in time just a little bit in limbo there but

[1:05:33] Voice 3: but it seems to be working in terms

[1:05:36] Voice 3: of the service delivery perspective.

[1:05:39] Voice 3: We are having to work towards

[1:05:41] Voice 3: two trust program committee meetings in June.

[1:05:43] Voice 3: So one for the 15th for the review of the bylaw.

[1:05:45] Voice 3: There's also another one scheduled for the 25th

[1:05:48] Voice 3: where I think the committee would be expecting

[1:05:50] Voice 3: to receive work around the stewardship education program

[1:05:55] Voice 3: and other pieces that we might be challenged to deliver on

[1:05:58] Voice 3: just with the capacity and a vacancy

[1:05:59] Voice 3: in our program coordinator position.

[1:06:01] Voice 3: So I will keep the TPC chair informed

[1:06:03] Voice 3: formed as we get closer to that. And yeah those are the highlights for now. Annual report's been

[1:06:10] Voice 3: a big piece this year and you'll note in your package today I'll speak to it when we get there

[1:06:14] Voice 3: but they're sort of coming in last minute. We're reviewing a report that's getting has a number

[1:06:20] Voice 3: of drafts in it and that we'll be finalizing towards the end of the week before it goes out

[1:06:24] Voice 3: to council. Happy to take any questions on all of that.

[1:06:31] Trustee Luckham: All right questions Dan Rogers. Thanks

[1:06:34] Trustee Rogers: thanks director freighter uh could you just explain to me what the process is going to be

[1:06:39] Trustee Rogers: for local trust committee uh advocacy letters and the reason i ask is because we had one coming out

[1:06:46] Trustee Rogers: of gabriola which i drafted uh and um and then i was told that in the future it'd be mike richards

[1:06:54] Trustee Rogers: that i would be dealing with uh in in terms of getting it formatted onto a uh onto a letterhead

[1:07:02] Trustee Rogers: etc etc and that seemed very awkward to me and i wondered what the the thinking is about that

[1:07:10] Voice 3: okay so the way in which we we've anticipated it would work is that the committee passes a

[1:07:15] Voice 3: resolution uh the regional planning manager forged it to mike richards who would then um

[1:07:20] Voice 3: develop the draft letter in consultation with our senior um sorry the senior intergovernmental

[1:07:26] Voice 3: policy advisor lisa wilcox who would then review it for reconciliation appropriate language it would

[1:07:31] Voice 3: then be provided to the chair of Mike would then provide it to the chair of the local trust

[1:07:36] Voice 3: committee who would review it and then it would be provided um to the local trust committee

[1:07:40] Voice 3: administrative staff to finalize and make sure all the ccs are in accordance with our advocacy policy

[1:07:46] Voice 3: and then would be communicated through the proper channels and posted to the website

[1:07:51] Voice 3: that's generally the process okay

[1:07:55] Trustee Rogers: um I don't know if other vice chairs are do this but

[1:08:01] Trustee Rogers: my local trust committees i'm often the one drafting the the letter uh and i think trustee

[1:08:08] Trustee Rogers: chair fast is as well and so that seems like a fairly secure acuity particularly when mr

[1:08:17] Trustee Rogers: when mike richards is not involved in the discussion that uh that that led to the motion

[1:08:23] Trustee Rogers: in the first place so so i i i'm just i'm not saying it's wrong and i totally get why you'd

[1:08:30] Trustee Rogers: want to keep it central keep the SEPA involved and sorry for the acronym but but the I just

[1:08:39] Trustee Rogers: wondered it's just I don't know it's just sort of a non-circuitous process.

[1:08:44] Voice 3: If I could say Chair

[1:08:46] Voice 3: Luckow I see no concern with trustees drafting the letter but I would strongly recommend that

[1:08:51] Voice 3: any letter go through our through Lisa Wilcox before it goes out we pretty much assured that

[1:08:56] Voice 3: all communication products that they get that that review before they leave.

[1:09:01] Voice 3: And then, as I say, making sure that it's proper, you know, we try to have executive committee cc'd on all LTC advocacy, and I would say that's been a bit hit and miss. So we'd like to try and tighten that up a bit.

[1:09:11] Trustee Rogers: That's very hit and miss.

[1:09:15] Trustee Rogers: I have never, I've never specifically done that.

[1:09:19] Voice 14: Vice Chair Fast?

[1:09:20] Voice 14: Yeah,

[1:09:21] Trustee Fast: thank you for this good discussion, because I had been wondering how to get that feedback and where and who needed to see these letters and what is an advocacy letter.

[1:09:32] Trustee Fast: Sometimes they're in response. They're sort of people ask us for comment.

[1:09:37] Trustee Fast: And like the recent helicopter statue on the sunken Annapolis ship.

[1:09:43] Trustee Fast: uh and sometimes i just want to make sure that other staff have seen them

[1:09:47] Trustee Fast: um when they just go through the northern office and and um and out so i'm happy to um

[1:09:54] Trustee Fast: uh to send them around most of them aren't uh really time sensitive and uh i i just want to

[1:10:02] Trustee Fast: know what would be the preferred way so do we send when i have a draft that's satisfactory to

[1:10:08] Trustee Fast: to local trustees, do I send it to Mike?

[1:10:11] Trustee Fast: Yes, please.

[1:10:12] Trustee Fast: Thank you.

[1:10:17] Trustee Fast: Okay, Mr. Chair.

[1:10:19] Trustee Luckham: Yeah, just scratching my head

[1:10:21] Trustee Luckham: and thinking a little bit about that

[1:10:22] Trustee Luckham: because I guess my practice is to lean on staff

[1:10:26] Trustee Luckham: as much as possible.

[1:10:29] Trustee Luckham: And certainly if I create my own content,

[1:10:33] Trustee Luckham: I submit that to staff to be sure as Claire has indicated

[1:10:38] Trustee Luckham: that not only is it sent to all of the right people,

[1:10:41] Trustee Luckham: but that even in fact that the font and the page format and the letterhead and everything is all

[1:10:47] Trustee Luckham: consistent and that indeed that that advocacy ends up getting to um ec at some point so that

[1:10:55] Trustee Luckham: we're all aware of it but i tend to play much more of a hands-off role and in fact um uh i don't

[1:11:03] Trustee Luckham: actually directly communicate with um uh with rob and i'm having a mental moment with rob about it

[1:11:11] Trustee Luckham: I let staff address how that would be handled by other administrative staff to make sure that it's

[1:11:19] Trustee Luckham: processed properly so certainly I think it's worth having a process that we follow and I think maybe

[1:11:25] Trustee Luckham: the message is to try and I think you've got that message just to try and keep that consistent as

[1:11:31] Trustee Luckham: much as possible it's not always possible and we recognize that all right Claire is that your report

[1:11:41] Trustee Luckham: any other questions for claire okay we'll just want to thank you very much for

[1:11:47] Voice 9: you know

[1:11:49] Trustee Luckham: this significant work that is ongoing at the moment through your department in support

[1:11:54] Trustee Luckham: of the alliance trust mandate and thank you and your staff for everything that you're doing thank

[1:12:00] Trustee Luckham: you thank you i will pass that up um all right so now i'm going to go to legislative services

[1:12:06] Trustee Luckham: Services Manager Carmen Teal, also there's a lot of work happening in your area that

[1:12:13] Trustee Luckham: kind of happens in the background, so thank you for your work, and Carmen, what would

[1:12:18] Trustee Luckham: you like to share with us today about your follow-up?

[1:12:20] Voice 4: Yeah, so

[1:12:20] Voice 4: for, does my voice sound odd?

[1:12:25] Voice 4: I thought I heard an echo.

[1:12:26] Trustee Luckham: A little

[1:12:27] Voice 4: echo, it's that big room in that castle you're in.

[1:12:30] Voice 4: Oh, yeah, I'm actually in quite a small room.

[1:12:32] Voice 4: so on item number one the direction to draft policy regarding electronic meetings

[1:12:38] Voice 4: really that policy is bylaw amendments because that's where we have to spell out

[1:12:44] Voice 4: the details about us holding electronic meetings so as soon as we get the amended

[1:12:52] Voice 4: electronic meetings regulation that i think we've been it's been indicated we will get

[1:12:57] Voice 4: then we can start the policy work on 15 different bylaws so 13 LTC bylaws Trust

[1:13:06] Voice 4: Council and Islands Trust Conservancy and of course with the infrequency of

[1:13:12] Voice 4: LTC meetings it'll take a little while to get all the bylaws adopted so all

[1:13:17] Voice 4: committees are up and running the way they wish to be in the future number two

[1:13:25] Voice 4: legal services policies are on the agenda. Three is an item for Julia to look after

[1:13:31] Voice 4: in the next few months. Four, yes, we're in progress of amending policies that need to be

[1:13:41] Voice 4: amended. And we have the council committee policy on the agenda for today. So that's it for those

[1:13:51] Voice 4: items I can say I'm busy with policy amendment work and records management

[1:13:55] Voice 4: tasks. In this agenda we're addressing five out of the 17 top priority policies

[1:14:02] Voice 4: that we decided were needed for improvement and in June our records

[1:14:10] Voice 4: management committee is holding an exciting records management month for

[1:14:14] Voice 4: all staff. This is to raise the profile of the importance of good record-keeping

[1:14:19] Voice 4: and the fact that each individual staff member has responsibilities in this area.

[1:14:24] Voice 7: And

[1:14:25] Voice 4: we'll have a friendly competition between the three offices over the month of June

[1:14:30] Voice 4: to see who can do the most email cleanup

[1:14:32] Voice 4: and other cleanup projects on our Zed drive

[1:14:35] Voice 4: that we moved into about a year and a half, two years ago.

[1:14:39] Voice 4: So I think I'll be talking to you later on in the meeting about the various policies.

[1:14:46] Voice 4: And that's it for me.

[1:14:50] Trustee Luckham: Okay, thank you, Carmen.

[1:14:52] Trustee Luckham: any questions on the follow-up action list no and did you want to make any further reporting

[1:14:59] Trustee Luckham: on your department no

[1:15:01] Voice 4: I've pretty much just done that with a few points

[1:15:04] Trustee Luckham: okay perfect then

[1:15:06] Trustee Luckham: so maybe

[1:15:07] Trustee Luckham: we should get one of those galvanized roadside mailboxes as a prize for the office that does

[1:15:12] Trustee Luckham: most email came up yeah

[1:15:15] Voice 4: okay

[1:15:16] Trustee Luckham: thank you for that I know how important that is especially when I

[1:15:20] Trustee Luckham: I look at my 270 gigabyte hard drive which only has 15 gigabytes free my first hard drive was only

[1:15:27] Trustee Luckham: five megabytes a very long time ago um all right so uh vice chairs and and staff um we have we're

[1:15:39] Trustee Luckham: at a quarter past 10 we have the local trust committee chair updates and the conservancy

[1:15:44] Trustee Luckham: update how about we complete that section go for a break and then we'll come back and address trust

[1:15:49] Trustee Luckham: council's uh meeting preparation is that all right with everybody okay so local trust committee

[1:15:55] Trustee Luckham: chair updates what's happening in uh your ltcs and i'm gonna start with trustee patrick

[1:16:03] Trustee Luckham: sorry

[1:16:04] Trustee Patrick: oh that's all right lucky um oops there's that echo again um i've had uh

[1:16:10] Trustee Patrick: friday was a busy meeting day i had a meeting with uh saturna um uh saturn island local trust

[1:16:19] Trustee Patrick: trust committee. They just had a development permit for a dock structure that was below

[1:16:28] Trustee Patrick: your mind. It literally went down a cliff face. And I've never seen such a thing, but

[1:16:35] Trustee Patrick: want to see pictures of it. Look at Saturna's meeting agenda from last week and see what

[1:16:40] Trustee Patrick: somebody actually built down a rock cliff face. It's surprising what people will do when there's

[1:16:49] Trustee Patrick: a desire to get to nothing. It just blows your mind. Anyway, the good news regarding the short

[1:17:01] Trustee Patrick: term vacation rentals and the work that the Southern Gulf Islands are doing to try to get

[1:17:05] Trustee Patrick: the CRD's attention about thinking about business licenses as a potential tool for managing short

[1:17:11] Trustee Patrick: term vacation rentals. It was good to hear that one of the trustees is very closely associated

[1:17:17] Trustee Patrick: what's going on and making already making progress and getting CRD's interest perked in that area so

[1:17:24] Trustee Patrick: that was a good news they also voted to move a advance as they had no no remaining work really

[1:17:33] Trustee Patrick: on the priorities list they took up a minor technical amendment of the land use bylaws

[1:17:42] Trustee Patrick: um that they had a list of of issues that needed to be cleaned up um also that day we had our our

[1:17:51] Trustee Patrick: i guess it's the last um freshwater uh roundtable meeting that's supporting the freshwater

[1:18:01] Trustee Patrick: strategic planning work at the at the trust um i thought it was a good it was a good conversation

[1:18:09] Trustee Patrick: as usual the more we can have and empower you know to groups to advise and talk to us is just

[1:18:16] Trustee Patrick: so powerful and rich and um wonderful um information so i can't can't uh can't push

[1:18:26] Trustee Patrick: that enough um everyone expressed the um the extreme you know there's lots of organizations

[1:18:37] Trustee Patrick: are not ahead of us necessarily,

[1:18:39] Trustee Patrick: but have been working in the drinking water

[1:18:41] Trustee Patrick: and watershed protection realm for quite a while.

[1:18:44] Trustee Patrick: And with Islands Trust's process,

[1:18:48] Trustee Patrick: having such a heavy indigenous involvement

[1:18:52] Trustee Patrick: was recognized and appreciated

[1:18:54] Trustee Patrick: by all the parties that were involved.

[1:18:56] Trustee Patrick: It was noted over and over and over again,

[1:18:58] Trustee Patrick: what the value had been

[1:19:01] Trustee Patrick: by contributing the knowledge holders to the process.

[1:19:05] Trustee Patrick: and so it was recognized as something that we stood out in.

[1:19:12] Trustee Patrick: North Pender will be tomorrow.

[1:19:16] Trustee Patrick: It's going to be a little bit of an interesting meeting.

[1:19:19] Trustee Patrick: We have numerous applications on the agenda tomorrow

[1:19:24] Trustee Patrick: and that will be interesting to talk through.

[1:19:27] Trustee Patrick: So that's my report.

[1:19:31] Trustee Luckham: Very good, thank you, Trustee Patrick.

[1:19:33] Trustee Luckham: Patrick, I had a question, and if anybody else had any questions, it's fair.

[1:19:40] Trustee Luckham: Just regards to the dock construction down the cliff face, unquote, and I don't know the answer

[1:19:47] Trustee Luckham: to this, and maybe Swell and Fast or the Conservancy might know the answer. What consideration is there

[1:19:53] Trustee Luckham: given to things like nesting habitat of peregrine falcons, which I'm not sure if our raptors

[1:20:00] Trustee Luckham: considered raptors or not on cliff faces including all those other birds that nest in cliff faces

[1:20:09] Trustee Luckham: was that considered in that um this was an application that

[1:20:15] Trustee Patrick: of course was brought forward

[1:20:16] Trustee Patrick: through by law enforcement not uh not it was a this the stairs were built before the development

[1:20:22] Trustee Patrick: permit was requested um but there was a full biological report that was done and um uh

[1:20:27] Trustee Patrick: reference to nesting birds and so forth, but the damage had been done.

[1:20:36] Trustee Luckham: Interesting damage had been done. So is the restoration that

[1:20:39] Trustee Luckham: there

[1:20:40] Trustee Patrick: was some, well, you can have your, you're happy to go read the report. There was some

[1:20:47] Trustee Patrick: restoration recommended, but due to the development permit, it was not a condition of permit

[1:20:52] Trustee Patrick: other than a general reference.

[1:20:56] Trustee Luckham: Okay. Well, I will go and read that report. That's very

[1:20:59] Trustee Luckham: very interesting so thank you for bringing that to us that's um insightful that's for sure um

[1:21:04] Trustee Luckham: let's go to Sue Ellen Fast uh up in House Foundry.

[1:21:09] Trustee Fast: Thank you well first I'm going to come to you from

[1:21:11] Trustee Fast: uh Digital Hornby Island where I had an LTC meeting on Friday and um so that was a uh a

[1:21:19] Trustee Fast: productive meeting we um uh just I'll bring in a few remarks from the trustees um because it was a

[1:21:28] Trustee Fast: a interesting view from the north there. One of them was

[1:21:35] Trustee Fast: about the thatch. This is the pub and restaurant development

[1:21:39] Trustee Fast: at the site of the Comox village and ancestral remains area. So

[1:21:48] Trustee Fast: no work is going on there still very controversial in the on the

[1:21:53] Trustee Fast: island and concerns expressed in various directions. Lots of

[1:21:58] Trustee Fast: concern about uh short-term vacation rentals and uh one of the trustees remarked uh so frustrating

[1:22:05] Trustee Fast: to see 50 of the houses empty but nowhere for people to live um and lots of one-on-one

[1:22:13] Trustee Fast: conversations apparently are happening now in uh along the street and backyards and things because

[1:22:18] Trustee Fast: there's not face-to-face meetings um housing stvr's infractions of those short-term vacation

[1:22:26] Trustee Fast: rentals and uh visitors under covid restrictions why are there so many and uh that kind of um

[1:22:35] Trustee Fast: thing both of those uh trustees were hearing concerns about the website in terms of people

[1:22:41] Trustee Fast: finding it difficult to navigate i think um there are some people who don't regularly use mobile

[1:22:49] Trustee Fast: devices and but I think people are getting used to it I hope however I just

[1:22:55] Trustee Fast: will express that featured in the meeting we had a water stewardship

[1:23:02] Trustee Fast: project update from our senior freshwater advisor William Shulba that

[1:23:08] Trustee Fast: was interesting took up most of the meeting but there's so much community

[1:23:11] Trustee Fast: involvement in this long-standing project and it was the first that I'd heard about nature-based

[1:23:22] Trustee Fast: solutions to climate impacts regarding not just quantity of water but to purify the water pathways

[1:23:32] Trustee Fast: relating to E. coli and coliforms moving through the system so I thought that was interesting

[1:23:39] Trustee Fast: anyway we also adopted uh some housekeeping um amendments to the ocp and lub that executive

[1:23:46] Trustee Fast: committee had seen before so that's um that last night we had uh uh well yesterday i also had

[1:23:54] Trustee Fast: islands trust conservancy so i'll talk about that separately when we get to that part of the agenda

[1:23:57] Trustee Fast: and uh and then later in the day long day yesterday finished at about 10 o'clock p.m

[1:24:03] Trustee Fast: um BIM council Bowen Island municipality council meeting so just um we had a visit from the Bowen

[1:24:11] Trustee Fast: Island Conservancy because they've uh established that new park at Cape Roger Curtis um and uh how

[1:24:18] Trustee Fast: the municipality um can uh collaborate with the Bowen Island Conservancy to bring it into um

[1:24:27] Trustee Fast: help with the management plan and the management of visitors and help it become

[1:24:31] Trustee Fast: a good ecological uh park for the public to visit um and how they're working with staff we passed

[1:24:41] Trustee Fast: the equal equity diversity and inclusion policy that i was talking about very interesting uh it

[1:24:48] Trustee Fast: was not unanimous we had um um second reading of uh bowen housekeeping land use uh bylaw amendments

[1:24:57] Trustee Fast: that we heard from a we had a letter about that at a recent EC meeting and so some of those

[1:25:05] Trustee Fast: issues about what's housekeeping and what's a bigger omnibus amendment questions but

[1:25:13] Trustee Fast: we did include another one about limiting height of retaining walls within setbacks from the sea

[1:25:21] Trustee Fast: and things like that which was a little new um west side playscape uh agreement with the group

[1:25:30] Trustee Fast: they're building a playground kind of thing on a on a uh side of the island that doesn't have a lot

[1:25:36] Trustee Fast: of um public amenities um cove bay water extension expansion this is where we've got our new cove bay

[1:25:44] Trustee Fast: water treatment plant um uh almost up and running the trouble is with good internet connection to

[1:25:52] Trustee Fast: to get it programmed from somebody in Ontario.

[1:25:55] Trustee Fast: And so as part of that,

[1:25:59] Trustee Fast: there's a subdivision coming forward

[1:26:00] Trustee Fast: and we need to add a block of land

[1:26:04] Trustee Fast: to the Cove Bay water region.

[1:26:12] Trustee Fast: And I'll just stop there for that.

[1:26:14] Trustee Fast: And then we've got Gambier,

[1:26:16] Trustee Fast: local trust committee meeting tomorrow.

[1:26:18] Trustee Fast: That's it.

[1:26:22] Trustee Fast: Any questions?

[1:26:22] Trustee Fast: Any

[1:26:24] Trustee Luckham: questions? No. Maybe I'll just comment, actually. A young grade three student,

[1:26:31] Trustee Luckham: Shamanus, got famous this week for nine years old, apparently, for having advocated through

[1:26:38] Trustee Luckham: his principal and through the school district to provide gate and or ramp access to a playground

[1:26:45] Trustee Luckham: facility for somebody, a colleague that is wheelchair bound. And that's interesting that

[1:26:52] Trustee Luckham: that concept of inclusiveness in playground features has been excluding in order to protect

[1:26:58] Trustee Luckham: the children within the compound so to speak and so because you mentioned playgrounds um just put

[1:27:04] Trustee Luckham: that into your mind about uh inclusiveness of all users of uh school facilities and playgrounds

[1:27:10] Trustee Luckham: all right a little bit of moment of fame for a young fellow i don't remember his name

[1:27:14] Trustee Luckham: a young shamanist uh student in grade three starting his role in advocacy in life

[1:27:20] Trustee Luckham: all right let's go to dan rogers i

[1:27:26] Trustee Rogers: have almost nothing to report uh just say that there i haven't

[1:27:32] Trustee Rogers: had any meetings we've got gambier tomorrow uh just the one thing i will just flag is that um

[1:27:37] Trustee Rogers: uh the galliano decision ltc decision to remove um the possibility of a tup for stbrs is starting to

[1:27:46] Trustee Rogers: to get a fair amount of pushback on the island now

[1:27:50] Trustee Rogers: from current TUP holders who, as their TUPs come up for,

[1:27:58] Trustee Rogers: well, are expiring.

[1:28:00] Trustee Rogers: And so you may hear, you or the CAO, Mr. Chair,

[1:28:04] Trustee Rogers: or the CAO may hear about that from various folks

[1:28:07] Trustee Rogers: from Galliano who are not happy that their business

[1:28:13] Trustee Rogers: Their business has been, or their operations have been impacted.

[1:28:18] Trustee Rogers: And both of the trustees on Galliano are receiving a lot of that commentary.

[1:28:25] Trustee Rogers: That's it. I have Galliano next week.

[1:28:27] Trustee Rogers: It'll be a very busy meeting.

[1:28:28] Trustee Rogers: Actually, the meeting on Gambier tomorrow is quite busy as well,

[1:28:32] Trustee Rogers: with a number of variances and development permits on the agenda.

[1:28:38] Trustee Rogers: But I have just, I also sent out to you,

[1:28:42] Trustee Rogers: it was interesting you can have a look at it if you want but uh yesterday was the first time i'd

[1:28:46] Trustee Rogers: seen sort of the coast guard notification uh email system change start uh and i got another

[1:28:52] Trustee Rogers: one this morning i don't know if anybody else is on that list besides me i think claire might be

[1:28:56] Trustee Rogers: and maybe laura um but it's i guess this is what it looks like uh when there was a boat fire up in

[1:29:03] Trustee Rogers: campbell river and uh so that's an interesting example of what the kind of notification might

[1:29:10] Trustee Rogers: might look like. We could think about at some point about what we might do with that information

[1:29:15] Trustee Rogers: if we got it and how we might disseminate it, which is always the role that I had imagined we

[1:29:23] Trustee Rogers: could potentially play if we could figure out how to resource that. Anyway, that's my report.

[1:29:33] Trustee Luckham: Okay, thank you, Dan. Yeah, I saw that email. And interestingly enough, despite the fact that I do

[1:29:38] Trustee Luckham: seem to be on some lists. I'm obviously not on that list and I will be rectifying that as soon

[1:29:44] Trustee Luckham: as I can because indeed that's good information and indeed how we might disseminate that to

[1:29:49] Trustee Luckham: relevant communities is obviously important. Although that said you know the ongoing I have

[1:30:00] Trustee Luckham: feedback to provide on the oil spill report we just recently did exercise we just did um obviously

[1:30:05] Trustee Luckham: the ability and resources of local communities to respond without training or equipment

[1:30:10] Trustee Luckham: in hazardous materials environments is um limited but certainly awareness of water and air

[1:30:20] Trustee Luckham: contaminants airborne contaminants is definitely of concern and so we should probably think about

[1:30:27] Trustee Luckham: that but um maybe that's a future discussion item i'm not going to touch that just at this moment

[1:30:32] Trustee Luckham: thank you for that um yeah so that's it so from my own area um relatively quiet um i'll maybe

[1:30:46] Trustee Luckham: just go backwards um from today in that um we had salt spring island ltc meeting yesterday

[1:30:54] Trustee Luckham: today. And although it was only a little over four hours in length, what was interesting right

[1:31:03] Trustee Luckham: from the outset as the agenda was being created is that there were no applications and no projects

[1:31:08] Trustee Luckham: on the list. And that was a bit concerning for, I think, more than just myself. I know

[1:31:16] Trustee Luckham: Trustee Patrick was concerned that despite the apparent increase, 151%, I think is the number

[1:31:24] Trustee Luckham: that we've been using in applications that we there were no applications to be processed on

[1:31:28] Trustee Luckham: the LTC agenda and the number of major projects due to difficulties in creating the reporting

[1:31:38] Trustee Luckham: necessary for the trustees to have the opportunity to advance that work had not been completed

[1:31:45] Trustee Luckham: but the interest the message from the regional planning manager who's an excellent planning

[1:31:52] Trustee Luckham: management no criticisms intended is that they they think that everything's in hand and the

[1:31:57] Trustee Luckham: applications are processing normally and the staff are managing to keep up with the volume

[1:32:02] Trustee Luckham: um and so that's an interesting little um opposite kind of message to what we were conveying

[1:32:09] Trustee Luckham: um through our media outreach about uh applications and certainly it may be that

[1:32:15] Trustee Luckham: building permits administered by regional districts are being more impacted than the

[1:32:20] Trustee Luckham: the work that the LTCs have to do.

[1:32:23] Trustee Luckham: However, I think we need to understand better

[1:32:26] Trustee Luckham: that if indeed there is a crisis

[1:32:27] Trustee Luckham: at the Allen's Trust with applications processing,

[1:32:30] Trustee Luckham: that we should be aware of that and on.

[1:32:36] Trustee Luckham: So I'll just remark that the Salt Spring LTC

[1:32:41] Trustee Luckham: in the town hall portion of the meeting

[1:32:44] Trustee Luckham: as had been expected with, I don't know,

[1:32:48] Trustee Luckham: probably 100 emails in the last three weeks or month regarding probably a couple of months

[1:32:55] Trustee Luckham: actually now with respect to the proposal for a Rogers cell phone antenna at Channel Ridge

[1:33:01] Trustee Luckham: to provide better cell coverage and emergency services, radio communications for the fire

[1:33:10] Trustee Luckham: department etc and despite a lot of support in the community apparently for this work

[1:33:19] Trustee Luckham: there are of course those that are very much concerned about health and ecological impacts

[1:33:24] Trustee Luckham: and so we heard from a number of those through the town hall session yesterday

[1:33:31] Trustee Luckham: and as a late item we we knew it was coming because they decided a few they missed the

[1:33:36] Trustee Luckham: deadline. We did have the watershed stewardship project come forward where we are trying to

[1:33:49] Trustee Luckham: embrace the Coastal Douglas fir work in identifying and clearly identifying that relationship between

[1:33:55] Trustee Luckham: watersheds and trees and forests and ecosystems and also trying to address the lack of funding

[1:34:02] Trustee Luckham: associated with Coastal Douglas firm public outreach whereas we have some funding to do

[1:34:08] Trustee Luckham: watershed protection and how we can work that together to benefit both projects and so that

[1:34:14] Trustee Luckham: work has advanced with a slightly different option than what staff had recommended but I think

[1:34:22] Trustee Luckham: everybody was pleased with the outcome and both of those projects will be advancing over the next

[1:34:30] Trustee Luckham: few months here and we'll see how that goes. So from that, working my way back,

[1:34:42] Trustee Luckham: well I'm gonna go quite a bit further back, anyway there was of course the

[1:34:47] Trustee Luckham: Coast Guard oil spill exercise, 2,500 tons of oil spilled at Poliar Pass, a

[1:34:55] Trustee Luckham: a significant number of vessels with live video feeds on the Wednesday showing us what was going

[1:35:04] Trustee Luckham: on in the ground. It was a little windy that day, so they were late in getting their drones up,

[1:35:08] Trustee Luckham: which is interesting. Another environmental factor in oil spill response where the elements

[1:35:14] Trustee Luckham: will confound us in our responsibilities. If the weather is severely bad, the ability for

[1:35:23] Trustee Luckham: vessels to do the work is challenging and even if it's moderately windy which it wasn't a lot windy

[1:35:29] Trustee Luckham: if we are relying on unmanned aerial vehicles for doing surveillance that that will be limited also

[1:35:38] Trustee Luckham: and so actually although there may be significant cost savings associated with some of these drones

[1:35:44] Trustee Luckham: over flights of aircraft are clearly the more effective

[1:35:51] Trustee Luckham: in any weather conditions method of doing that aerial survey work.

[1:35:56] Trustee Luckham: But I would say that what I observed and the interactions

[1:36:01] Trustee Luckham: or the observations that I made during the Incident Command Center updates

[1:36:05] Trustee Luckham: was that the groups, Coast Guard and WCMRC, are well prepared

[1:36:11] Trustee Luckham: with reasonable equipment to undertake what they've been tasked to do.

[1:36:18] Trustee Luckham: I can only say, you know, God forbid that we ever have an accident.

[1:36:23] Trustee Luckham: And everything and anything we can do to promote prevention is far and above better

[1:36:32] Trustee Luckham: than having to deal with the spill in the water.

[1:36:36] Trustee Luckham: you know there it is clearly not an easy job to have all these vessels scooting around picking

[1:36:42] Trustee Luckham: up oil skimming oil and then transferring the oil to barges and then transferring the barges

[1:36:46] Trustee Luckham: to containment elsewhere um it would be you know despite the best efforts there's no doubt about

[1:36:54] Trustee Luckham: that they would do everything they can but it would be bleak the outcome would be bleak

[1:36:59] Trustee Luckham: um so uh and the digital uh mapping i was really pleased to see the demonstration of the tidal

[1:37:07] Trustee Luckham: influences of the spill and how it moved little dots on a real-time map that showed it moving in

[1:37:14] Trustee Luckham: and out every six hours with the tides and how further and further and further the spill was

[1:37:20] Trustee Luckham: spreading um in that time and how the intervention measures and science is maybe not perfect but how

[1:37:27] Trustee Luckham: the intervention measures go back into the model to demonstrate where resources need to be focused

[1:37:36] Trustee Luckham: in order to manage the spill is another thing altogether. But just let you know that was

[1:37:41] Trustee Luckham: interesting and I have some feedback to provide to them with respect to that. I don't know if

[1:37:45] Trustee Luckham: anybody else monitored that or has been asked for feedback or not, but I'm happy to hear from you

[1:37:51] Trustee Luckham: and contribute and in coordination if that seems necessary um i'll i'll just ask for questions a

[1:38:01] Trustee Luckham: little bit later i think maybe i reported on the ec teleconference that i i did have a uh uh in

[1:38:08] Trustee Luckham: person not an input a phone call conversation with uh my mp ellister mcgregor with respect to

[1:38:14] Trustee Luckham: the anchorages files because he had sort of become the uh federal lead uh on the opposition party

[1:38:21] Trustee Luckham: for advancing that advocacy.

[1:38:26] Trustee Luckham: I brought him into the conversation

[1:38:28] Trustee Luckham: with some other people

[1:38:29] Trustee Luckham: in the Anchorage's advocacy community groups

[1:38:35] Trustee Luckham: looking for some kind of a round table

[1:38:38] Trustee Luckham: of MPs and others, MLAs maybe,

[1:38:42] Trustee Luckham: to get a better, broader understanding

[1:38:45] Trustee Luckham: amongst all parties

[1:38:47] Trustee Luckham: with respect to why it is

[1:38:49] Trustee Luckham: is this is an important file and he's certainly supportive of that and so there may be some work

[1:38:54] Trustee Luckham: that'll come of that and I certainly focus that the work on the ground needs to be done by others

[1:39:01] Trustee Luckham: particularly the advocacy groups and his office in order to facilitate some kind of a round table

[1:39:06] Trustee Luckham: so there might be a round table opportunity for us to participate in and we'll see how that

[1:39:14] Trustee Luckham: that unfolds. So going a little bit further back than our previous teleconference, because we

[1:39:19] Trustee Luckham: haven't had a meeting to actually make decisions in, and Russ, this might seem like I'm springing

[1:39:26] Trustee Luckham: this on you, and I apologize for that, but we did discuss it in the short debrief that we did

[1:39:33] Trustee Luckham: after the meeting with Minister Conway and Comox Chief Rempel, that given the conversation that

[1:39:46] Trustee Luckham: was had, and the sentiments around the table, and the timeline in terms of next steps go,

[1:39:54] Trustee Luckham: I had suggested that it seemed, because our minister, Josie Osborne, also sat in on that

[1:40:02] Trustee Luckham: meeting which I was really pleased to see along with a significant number of other people that

[1:40:07] Trustee Luckham: participated in that meeting but it did seem to me that there was an opportunity for us to engage

[1:40:11] Trustee Luckham: with our ministers specifically on this topic to ask about what we might do in the short term

[1:40:19] Trustee Luckham: or and in a long-term plan associated with amendments or otherwise at the island's trust

[1:40:28] Trustee Luckham: us with respect to addressing the concerns that were brought to us at the table of which

[1:40:33] Trustee Luckham: she heard them all, the same as we had.

[1:40:36] Trustee Luckham: And so my inclination here, and I realize it's a little bit out of scope of a local

[1:40:40] Trustee Luckham: trust committee chair on tape, but there doesn't seem to be an opportunity elsewhere other

[1:40:45] Trustee Luckham: than me bringing a new business item.

[1:40:46] Trustee Luckham: And I apologize for not doing that.

[1:40:47] Trustee Luckham: But it does seem to me that a motion at executive committee to request a meeting with the minister

[1:40:54] Trustee Luckham: regarding follow-up to the POMOX Nation

[1:40:59] Trustee Luckham: and Minister Conway meeting may be appropriate.

[1:41:02] Trustee Luckham: And so if I can just bounce that off you,

[1:41:05] Trustee Luckham: Chair Hudson, CEO Hudson, I apologize.

[1:41:08] Trustee Luckham: But does that seem appropriate at this time?

[1:41:12] Trustee Luckham: Or shall I bring it back as a new business item here

[1:41:15] Trustee Luckham: somewhere later in the agenda or otherwise?

[1:41:18] Voice 13: Thank you, Mr. Chair.

[1:41:21] Voice 13: Yeah, I was in attendance at that meeting

[1:41:23] Voice 13: And certainly, to be honest, you provided some avenues for that conversation to continue, which was great, frankly, because there were some challenging moments in it.

[1:41:39] Voice 13: I think, well, there's a couple of things with regards to the Comox First Nation.

[1:41:43] Voice 13: The first is us following up on our obvious intent to do better and somehow have a more meaningful role in bettering these outcomes.

[1:41:54] Voice 13: One of those is the Heritage Overlay Mapping Project.

[1:41:57] Voice 13: So I think we should be actively looping Comox First Nation in as we do that work.

[1:42:05] Voice 13: And yeah, it was good to see the minister there.

[1:42:07] Voice 13: there i don't know whether you you know in reflection you might want to write to the

[1:42:12] Voice 13: minister and ask her to consider these matters as opposed to ask for a meeting with the minister

[1:42:17] Voice 13: on the topic if in other words they're sort of talking about it um because if you had a meeting

[1:42:24] Voice 13: there's probably two or three things you'd want to speak to her about follow up on the section

[1:42:27] Voice 13: um a tree cutting um you know follow up on some of the islands trust act amendments so

[1:42:33] Voice 13: So I would think you might want to do a follow-up note to her

[1:42:38] Voice 13: and you'll get a response back from senior staff

[1:42:40] Voice 13: to see whether there's some traction there

[1:42:42] Voice 13: and then you'd see whether there'd be a meeting.

[1:42:44] Voice 13: So I'm happy to, and Lisa would be too,

[1:42:48] Voice 13: to take our notes and see if there's some room

[1:42:50] Voice 13: to provide a letter in support of what you're discussing.

[1:42:55] Trustee Luckham: Perfect. That's the answer I'm looking for.

[1:42:57] Trustee Luckham: Trustee Fast?

[1:42:58] Trustee Fast: Yeah. As the vice chair of Hornby Island,

[1:43:01] Trustee Fast: where one of these situations is evolving

[1:43:04] Trustee Fast: that I described before about the Thatch location,

[1:43:07] Trustee Fast: I think local trustees would really welcome

[1:43:10] Trustee Fast: seeing a letter and anything to help

[1:43:14] Trustee Fast: that they or their island can do

[1:43:16] Trustee Fast: to help resolve matters in a way

[1:43:21] Trustee Fast: that First Nations are included in decisions like that

[1:43:25] Trustee Fast: and that these situations don't come up

[1:43:28] Trustee Fast: where work is stopped for totally understandable reasons avoid those situations so I would second

[1:43:40] Trustee Fast: your motion to write a letter so

[1:43:42] Trustee Luckham: I would move then that uh executive committee asked uh staff

[1:43:46] Trustee Luckham: to uh write a letter uh to our minister respecting uh possible follow-up actions

[1:43:58] Trustee Luckham: regarding the meeting with Comox and Minister Conway.

[1:44:02] Trustee Luckham: Is that sufficient, CEO Hudson-Pillard?

[1:44:05] Trustee Luckham: Yep.

[1:44:05] Trustee Luckham: Thank you.

[1:44:05] Trustee Luckham: Second.

[1:44:06] Trustee Luckham: And you, okay, in seconded, you captured that, Laurie?

[1:44:14] Trustee Luckham: Yes.

[1:44:15] Trustee Luckham: Thank you for acting on the fly.

[1:44:19] Trustee Luckham: So that's moved and seconded.

[1:44:21] Trustee Luckham: I won't speak to it further.

[1:44:22] Trustee Luckham: Is there any discussion?

[1:44:24] Trustee Luckham: All those in favor?

[1:44:27] Trustee Luckham: None opposed.

[1:44:28] Trustee Luckham: That carries.

[1:44:28] Trustee Luckham: Thank you for your support for that.

[1:44:30] Trustee Luckham: I must say that meeting had its joys and its challenges but the

[1:44:40] Trustee Luckham: comments from the chief in our briefing afterwards was complimentary to our

[1:44:46] Trustee Luckham: perspective on this and I think it's really important that as Sue Ellen Fass

[1:44:49] Trustee Luckham: has indicated quite clearly same message let's figure out ways to prevent this

[1:44:54] Trustee Luckham: from happening in the future so thank you for that okay uh any other chair updates or questions for

[1:45:02] Trustee Luckham: the chair or anything no you know um so then therefore island's trust conservancy liaison

[1:45:09] Trustee Luckham: update that's uh let's share fast do you have anything to report yes

[1:45:15] Trustee Fast: we um island's trust

[1:45:16] Trustee Fast: conservancy has met um a couple of times um we had a special meeting a couple of weeks ago

[1:45:25] Trustee Fast: to discuss a possible acquisition and we are and yesterday we had a public meeting

[1:45:32] Trustee Fast: so this was we had a fund development training in the beginning sorry I'll go off my other list

[1:45:40] Trustee Fast: here it'd be quicker because we've got a fund development strategy they're beginning to roll

[1:45:47] Trustee Fast: out some training or it was a workshop really about the board roles in creating a culture of

[1:45:54] Trustee Fast: philanthropy and understanding how the communication and relationship building can work

[1:46:00] Trustee Fast: and helping us prepare to engage with communities and individuals again when we're out and about.

[1:46:10] Trustee Fast: out um uh we um the interviews are complete for the um species at risk coordinator position

[1:46:18] Trustee Fast: uh so that hr is rolling along we've got a co-op student in place uh devon and um so staff are out

[1:46:29] Trustee Fast: there already monitoring and visiting uh sites in a covid safe way um uh crystal mountain this is the

[1:46:37] Trustee Fast: the big development proposal

[1:46:40] Trustee Fast: that you've probably all heard of over the years,

[1:46:46] Trustee Fast: Galliano, the Islands Trust Conservancy

[1:46:49] Trustee Fast: adopted all the recommendations

[1:46:51] Trustee Fast: that staff had put in front of us

[1:46:54] Trustee Fast: regarding the conservation proposal

[1:46:58] Trustee Fast: from the proponent.

[1:47:00] Trustee Fast: And so basically the pagoda

[1:47:04] Trustee Fast: uh would be um omitted from the nature reserve through shifting some boundaries uh around and

[1:47:13] Trustee Fast: a little bit of another parcel would be added to make up the difference and better connectivity

[1:47:19] Trustee Fast: between the um uh parcels proposed for uh conservation in like wildlife corridor kind of

[1:47:26] Trustee Fast: connectivity and um that kind of thing anyway there were five big recommendations and and

[1:47:32] Trustee Fast: they all were adopted um we and then we discussed uh and uh made some voting around the islands

[1:47:43] Trustee Fast: trust policy statement we're a referral agency for that as islands trust conservancy so we're

[1:47:48] Trustee Fast: not having the same kind of uh input or our appointed uh trustees uh trustee adams and

[1:47:55] Trustee Fast: and trustee clark um so we will uh be receiving that um opportunity for input a little later

[1:48:03] Trustee Fast: but we got a briefing and introduction to it uh the ruby alton house on salt spring island

[1:48:09] Trustee Fast: needs a lot of work so that's uh going to be um underway using funds that we've been collecting

[1:48:15] Trustee Fast: uh gradually over the years um we talked about our liaison meeting with ec which i think we'll

[1:48:23] Trustee Fast: talk about later uh collaboration focus um the gabriola uh land trusts and trails sorry land

[1:48:33] Trustee Fast: and trails trust galt um is uh coming into a stewardship kind of partnership with uh with

[1:48:40] Trustee Fast: islands trust conservancy staff so they gave us an overview on that project and the sydney island

[1:48:45] Trustee Fast: restoration plan there's a big briefing in yesterday's package that i think you will have

[1:48:50] Trustee Fast: seen some of the information about because it has to do with removing the invasive fallow deer

[1:48:56] Trustee Fast: to let the ecosystems recover and honest trust conservancy is a part of that big group project

[1:49:04] Trustee Fast: with parks canada and other groups and i'll stop there thank you any questions no

[1:49:13] Trustee Luckham: looks like you're

[1:49:14] Trustee Luckham: off the hook good report thank you all right then so i promised you we'd have a break here

[1:49:20] Trustee Luckham: and reconvene for Trust Council meeting preparation.

[1:49:24] Trustee Luckham: So it's 1049.

[1:49:25] Trustee Luckham: How about we come back at 11 o'clock

[1:49:29] Trustee Luckham: and we'll see how we do.

[1:49:30] Trustee Luckham: We'll probably want to have a lunch break in there somewhere.

[1:49:34] Trustee Luckham: I know later, I imagine then the new business,

[1:49:37] Trustee Luckham: but let's see how it all goes with the Trust Council work.

[1:49:41] Trustee Luckham: Thank you everybody for a great morning.

[1:49:44] Trustee Luckham: Now we'll go for a break and return at 11 o'clock.

[1:49:47] Trustee Luckham: Thank you everybody.

[2:00:33] Voice 7: we all re-enter chewing, except for Laura.

[2:00:40] Trustee Fast: I have coffee. That's

[2:00:42] Trustee Patrick: all that matters.

[2:00:46] Trustee Patrick: I need it set up with an IV. I

[2:00:52] Trustee Fast: didn't have enough time to make a fresh pot of coffee,

[2:00:55] Trustee Fast: so I don't have to wait. You're muted, Chair Luckum.

[2:01:32] Trustee Luckham: That explains why nobody can hear me.

[2:01:35] Trustee Luckham: Okay, thank you. So welcome back, everybody, and to our online audience as well. We've certainly

[2:01:42] Trustee Luckham: certainly conducted some basically follow-up action list and updates of our meeting at this

[2:01:51] Trustee Luckham: point. We haven't got any bylaws for approval or consideration at this time, so now we're moving

[2:01:55] Trustee Luckham: into Trust Council meeting preparation. Normally, I sort of go through this list section at a time

[2:02:05] Trustee Luckham: looking for items that members would like to speak to, and I'll probably do that,

[2:02:10] Trustee Luckham: although I do want to start off by giving a careful consideration to the

[2:02:15] Trustee Luckham: draft schedule in the draft agenda as the CAO has provided some information

[2:02:21] Trustee Luckham: with respect some changes respecting the schedule one of course being the the the

[2:02:29] Trustee Luckham: Coast Guard not being able to join us and so let's talk about the schedule in

[2:02:35] Trustee Luckham: the agenda and then we'll go through the items that council will be it will be

[2:02:39] Trustee Luckham: be forwarding to council to consider um in the manner that we do normally and uh identifying

[2:02:44] Trustee Luckham: those that we wish to speak to otherwise the others will be advanced as presented so let's

[2:02:49] Trustee Luckham: start off by giving the ceo the air time here to introduce the entire trust council meeting topic

[2:02:56] Trustee Luckham: and specifically the schedule and the agenda but it's before us thank

[2:03:01] Voice 13: you mr chair so yeah so we've

[2:03:04] Voice 13: got a fairly technical um trust council session coming up um as you will see by the uh by the

[2:03:11] Voice 13: agenda and we'll get to those in due time um you know initially looking at the uh at the schedule

[2:03:17] Voice 13: itself we're back to a more traditional um format with the town hall um and the delegations on the

[2:03:23] Voice 13: tuesday evening uh it's unfortunate coast guard we just never really landed coast guard um lots

[2:03:29] Voice 13: some engagement back and forth but at the end of the day um too busy to fill in this time but

[2:03:34] Voice 13: expressing interest in the future it's the um sometime in july which won't specifically help us

[2:03:40] Voice 13: but um and that this has rarely happened um but here we sit so we've got an hour in the middle

[2:03:46] Voice 13: of that day and i know i've got claire on the line here um and we're and i think there's two

[2:03:53] Voice 13: options available to uh executive committees you try and work your way through this um the

[2:03:59] Voice 13: The first is to simply shorten the meeting.

[2:04:04] Voice 13: And we've had two substantial meetings in a row.

[2:04:09] Voice 13: And you could maybe compress some of Thursday and just wind the meeting up and use that hour otherwise.

[2:04:17] Voice 13: So that's one option.

[2:04:19] Voice 13: The second option is, as I understand it, Carla puts together a, from the Conservancy,

[2:04:28] Voice 13: she's given a talk, Carla Funk, Building a Culture of Philanthropy, it might be a different

[2:04:33] Voice 13: title that was very well received, and that certainly could be in advance of the meeting

[2:04:39] Voice 13: between EC and the Conservancy, that could be a place where we're knitting the organizations a

[2:04:46] Voice 13: little more closely together and it would be a good opportunity it also grounds some of the

[2:04:52] Voice 13: trustees who weren't as on a day-to-day basis involved the conservancy to understand what

[2:04:59] Voice 13: they're doing and going forward so I don't know if Claire's on the line maybe she could speak to

[2:05:04] Voice 13: it she's seen the presentation but that is an option for you as well but that is if you if

[2:05:11] Voice 13: you want to fill that space with something on short notice and really we are working off a

[2:05:15] Voice 13: short notice um unfortunately okay

[2:05:20] Trustee Luckham: um maybe before we jump on to that my inclination is to follow the

[2:05:26] Trustee Luckham: lead on shortening the agenda up and and just basically bumping everything up into that space

[2:05:31] Trustee Luckham: and if there was a desire to add something else that some trustees might perceive as something

[2:05:36] Trustee Luckham: that they could see outside your trust council meeting that that might go at the end as an

[2:05:40] Trustee Luckham: an optional thing to participate in.

[2:05:45] Trustee Luckham: But let's see what Clare has to say in that context.

[2:05:48] Trustee Luckham: And then I see Sue Ellen Fast.

[2:05:50] Trustee Luckham: Is that okay, Sue Ellen?

[2:05:51] Voice 7: Yeah.

[2:05:55] Voice 3: Thank you, Chair.

[2:05:56] Voice 3: I don't have a lot to add, except I said earlier,

[2:05:59] Voice 3: the Coast Guard would be happy to come

[2:06:00] Voice 3: and speak at a future trust council meeting,

[2:06:01] Voice 3: or we could schedule an independent session for them.

[2:06:04] Voice 3: I would note that when we circulated the briefing

[2:06:08] Voice 3: around the oil spill response,

[2:06:09] Voice 3: we didn't have a lot of uptake or interest from trustees so I would yeah just would be curious

[2:06:15] Voice 3: how many trustees would show up to uh independently held like an independent of trust council meeting

[2:06:20] Voice 3: um oil spill session um and with regard to um having Carla Funk speak to um the you know the

[2:06:27] Voice 3: idea of um generating support for the conservancy and being good ambassadors on behalf of the

[2:06:32] Voice 3: conservancy she talks about time treasure and talent in terms of helping people give what they

[2:06:37] Voice 3: can in order to to further the cause of conservation and helping this would be a case to

[2:06:42] Voice 3: support help trustees in the public understand opportunities to be ambassadors and to give what

[2:06:47] Voice 3: they have to give in support of the Conservancy's mandate and mission. So it's a it's an interesting

[2:06:53] Voice 3: talk I think it's motivating for people and it would certainly help trustees understand

[2:06:58] Voice 3: what is offered. I think we would tweak it somewhat from what was delivered to the Conservancy Board

[2:07:02] Voice 3: in order to just provide a little bit more context around LTCs and what they can do as a body

[2:07:08] Voice 3: in terms of offering support to the Conservancy, but certainly it could fill the space that you

[2:07:13] Voice 3: have in your agenda if that was is what you wish to do.

[2:07:16] Voice 14: Okay, thank you. Sue Ellen Fast.

[2:07:19] Trustee Fast: Yep, thank you Clare. This is the, I mentioned this, that we, I went through this workshop

[2:07:26] Trustee Fast: yesterday as part of the Islands Trust Conservancy meeting. The Creating a Cultural Philanthropy,

[2:07:32] Trustee Fast: i think is a really positive topic that might be really good for trust council at this point

[2:07:38] Trustee Fast: when there is this polarity and um this idea that we can't uh help nature um that it's either help

[2:07:52] Trustee Fast: nature or help people and uh i think that um this talk could help uh create a more constructive way

[2:08:00] Trustee Fast: for people to think about um their role as uh as trustees and uh also as how the uh islands trust

[2:08:08] Trustee Fast: conservancy can help them and their work on their islands um and uh and how they could um uh create

[2:08:15] Trustee Fast: a more um uh a more positive and constructive uh um feelings if they want to support nature

[2:08:23] Trustee Fast: uh through the work of the islands trust conservancy because um anyway i think i think

[2:08:28] Trustee Fast: we could um potentially do a couple of good things with uh with that workshop and uh in

[2:08:35] Trustee Fast: and especially to help people understand more about um how uh much the analyst trust

[2:08:42] Trustee Fast: conservancy relies on fundraising and how they can help it by connecting people in their communities

[2:08:46] Trustee Fast: to the um to the work so i i'm in support okay good

[2:08:54] Trustee Luckham: uh vice chairs anything else dan rogers um

[2:08:59] Trustee Rogers: um two two comments one in sort of the to the cao i noticed that in addition to now this this i'll

[2:09:08] Trustee Rogers: call it a hole or this gap there's also a placeholder at the bottom of the page on page

[2:09:14] Trustee Rogers: on the wednesday like another hour um that i do i don't i that was going to be my question what's

[2:09:21] Trustee Rogers: that intended um so we actually now seem to have two hours and 15 minutes on the wednesday is

[2:09:30] Trustee Rogers: Am I reading that correctly, Mr. CAO?

[2:09:33] Voice 13: You are.

[2:09:35] Trustee Rogers: So that's quite a bit of time, to say the least.

[2:09:39] Trustee Rogers: You know, so that's my first question, was to get some sense of that.

[2:09:49] Trustee Rogers: That's almost, you know, almost half a day that is there.

[2:09:55] Trustee Rogers: there. I am interested to hear Vice Chair Faust refer to the Carla Funk as a workshop.

[2:10:09] Trustee Rogers: Is it a workshop or a presentation?

[2:10:16] Trustee Fast: Yesterday, it was part and part. It was short. It was only

[2:10:20] Trustee Fast: half an hour or something but um still it had interactive elements in it where uh we were

[2:10:26] Trustee Fast: invited to provide examples of things from our experience that kind of thing you're right

[2:10:33] Trustee Rogers: right so um i'd have to think about whether i think that would work with trust council

[2:10:43] Trustee Rogers: and i i actually think i think that there is some value of having a a fulsome presentation

[2:10:52] Trustee Rogers: about trust council about the conservancy to trust council um because i i have to say

[2:11:02] Trustee Rogers: to a large extent we learn about the conservancy served by osmosis

[2:11:07] Trustee Rogers: um we learn about it through the reports that it does the written reports and how it how it um

[2:11:15] Trustee Rogers: appears and by the fact that we approve a budget a budget every year uh and a substantive budget

[2:11:23] Trustee Rogers: i mean it's a it was it hasn't been an issue this term but last term it served i can recall

[2:11:28] Trustee Rogers: a couple of times people were raising their eyebrows at the the conservancy budget um but

[2:11:34] Trustee Rogers: But, you know, it's like one eighth of our budget.

[2:11:39] Trustee Rogers: And so I think it would be a good thing to have an opportunity for the conservancy to come and talk about how, you know, all their achievements in a way, in a direct way to the Trust Council, as opposed to relying on trustees to read the materials that are sent out.

[2:12:00] Trustee Rogers: uh because there's lots of wins in there uh lots and lots and lots it's a success story on lots of

[2:12:07] Trustee Rogers: levels um i i'm a little more and and then you can make your your uh and then as well as you

[2:12:16] Trustee Rogers: could make a pitch to you know to participate because i know there hasn't been a lot of i don't

[2:12:22] Trustee Rogers: think there's been a lot of trusty uptake in the fundraising aspect of the uh at least that's what

[2:12:27] Trustee Rogers: what trustee Stanford has sort of implied to me that there hasn't been a lot of

[2:12:31] Trustee Rogers: uptake now on that, on her,

[2:12:33] Trustee Rogers: her pitch to the trustees to participate in that.

[2:12:39] Trustee Rogers: So, you know, I'm sort of, I'm in a way,

[2:12:42] Trustee Rogers: I'm a bit hesitantly supportive because I don't want this to be seen simply as

[2:12:48] Trustee Rogers: a, a fundraising opportunity by the trust conservancy,

[2:12:53] Trustee Rogers: but rather a a really good opportunity to make your uh give your get your message out so that's

[2:13:06] Trustee Fast: great because i don't think i don't see it as a fundraising exercise at all it's partly like

[2:13:11] Trustee Fast: where are we at now with the conservancy there's been quite a bit of evolution uh with the fund

[2:13:17] Trustee Fast: development strategy now we're trying to develop this culture of philanthropy and um new staff

[2:13:23] Trustee Fast: coming on and species at risk work I see it as a chance to integrate the help local trustees

[2:13:32] Trustee Fast: connect people in their communities with dreams for their land or wanting to

[2:13:38] Trustee Fast: find out more about how to protect nature because there's the whole stewardship

[2:13:41] Trustee Fast: sort of side of the work as well that maybe want do you want to bring in I don't know.

[2:13:46] Trustee Fast: so

[2:13:49] Trustee Luckham: um unless there's a something else so trustee patrick i'm inclined to want to steer the

[2:13:54] Trustee Luckham: conversation back to what do we want to do with the schedule and we either want to compress it

[2:14:00] Trustee Luckham: and and and indeed i think retain that placeholder that was placed there specifically around a

[2:14:06] Trustee Luckham: possible conversations about the policy statement um but indeed shorten up the day and and if there

[2:14:13] Trustee Luckham: there is a desire to add in the conservancy uh topic at the end of the day um then if uh that

[2:14:21] Trustee Luckham: would be something that is in our back pocket so to speak that we could do so um what are the

[2:14:26] Trustee Luckham: desires with respect to the get the three-day schedule uh trustee hudson or vice what am i

[2:14:33] Trustee Luckham: going to call you ceo hudson call

[2:14:35] Voice 13: me russ for now and we'll wait till we get to trust council

[2:14:37] Voice 13: um the closed meeting has no topics in it so i'm just talking you know we're trying to put on a

[2:14:46] Voice 13: show here um just the mechanics of this so there's there's nothing in that hour and so essentially

[2:14:52] Voice 13: the next day is 10 30 so there's about an hour and a half you're not far off that um you could

[2:15:00] Voice 13: i think you could if if there's interest have the session at 10 45 and use that hour to um

[2:15:10] Voice 13: um where the placeholder is and to see if there's any extra times then you could compress a fair

[2:15:16] Voice 13: amount of thursday into the wednesday or you could not do the conservancy meeting and compress i

[2:15:23] Voice 13: would think all of thursday into the wednesday session i think that's the the key consideration

[2:15:29] Voice 13: you've got i would recommend you to have the presentation right

[2:15:36] Trustee Luckham: that would be my recommendation

[2:15:37] Voice 13: right

[2:15:38] Trustee Luckham: vice chair rogers i

[2:15:40] Trustee Rogers: would i would agree with that and i would plan on if there's nothing

[2:15:43] Trustee Rogers: else ending early on wednesday um and then we but i i wonder i gather we've heard nothing about any

[2:15:53] Trustee Rogers: trustee motions at all we have done despite all of the correspondence

[2:16:00] Voice 13: that's true but later on

[2:16:05] Voice 13: today we're going to be discussing the mechanics of actually getting up the policy statement by

[2:16:09] Voice 13: bylaw um process going it's not landing at this meeting it's landing at a subsequent meeting

[2:16:16] Voice 13: so that might have done something but no we've got no trustee sponsored rfds okay

[2:16:22] Trustee Rogers: okay okay it's

[2:16:24] Voice 13: just i

[2:16:24] Trustee Rogers: mean it's not a secret that we've been receiving correspondence from a number of

[2:16:29] Trustee Rogers: individuals urging something and they keep referring to the june trust council so that's

[2:16:37] Trustee Rogers: It's not to

[2:16:37] Voice 13: say something doesn't work in the door.

[2:16:39] Voice 13: My

[2:16:39] Trustee Rogers: vote would be to be, as the CAO said,

[2:16:43] Trustee Rogers: is planned to end early on the Wednesday,

[2:16:46] Trustee Rogers: but put the presentation in the morning session

[2:16:50] Trustee Rogers: from the Conservancy and then just sort of end

[2:16:54] Trustee Rogers: and then just say we're going to have a shorter day

[2:16:56] Trustee Rogers: on Wednesday and then sort of blast

[2:16:58] Trustee Rogers: through Thursday morning rather than try

[2:17:01] Trustee Rogers: and specifically try and compact it into two days.

[2:17:07] Trustee Luckham: All right.

[2:17:08] Trustee Luckham: to vice chair patrick yeah

[2:17:12] Trustee Patrick: no i i think i i would support that approach i mean i'd be tempted to say

[2:17:16] Trustee Patrick: cram it all into the one day but um uh it might happen uh depending on on uh how how compressed

[2:17:25] Trustee Patrick: it becomes then again this leaves us flexibility if it doesn't yeah

[2:17:32] Trustee Luckham: i'm inclined to not do

[2:17:34] Trustee Luckham: do compression because I think what I'm observing is we end up rushing and we end up maybe not

[2:17:43] Trustee Luckham: supporting real wholesome conversations and maybe that affects our decision making and so I would

[2:17:51] Trustee Luckham: say let's keep the three-day schedule let's keep the Thursday as it is maybe bump the placeholder

[2:18:00] Trustee Luckham: or up onto the Thursday to make it obvious that if there's further business on that needs to be

[2:18:07] Trustee Luckham: conducted that there's room on the Thursday to do that and let's maybe finish at four or finish

[2:18:14] Trustee Luckham: yeah you know that wouldn't be unreasonable to finish at four but also obviously and Laurie

[2:18:21] Trustee Luckham: this would be your note that on the schedule it needs to say times may be adjusted accordingly

[2:18:28] Trustee Luckham: Because having people bailing out at four because we said we were going to be done at four is not conducive to decision-making either.

[2:18:41] Trustee Luckham: So do we need any further discussion?

[2:18:43] Trustee Luckham: Or, Russ, do you need any specific direction other than just moving the schedule up?

[2:18:53] Voice 13: Well, we'll leave this conversation with direction to have a presentation at 1045.

[2:19:00] Voice 13: on wednesday um by carla funk and um we'll proceed to pace claire is that is that good okay

[2:19:12] Trustee Rogers: but the only comment i'd have is i'm not sure i'd want to see the word placeholder on the the

[2:19:19] Trustee Rogers: oh we'll amend

[2:19:20] Trustee Rogers: that yeah i think i think i mean we will notionally know that it's there

[2:19:26] Trustee Rogers: um in our brains that if we need to go to five o'clock on wednesday we could but i don't i would

[2:19:32] Trustee Rogers: say that it adjourns at four o'clock yeah

[2:19:37] Voice 13: i mean our last two trust council sessions we are bound

[2:19:42] Voice 13: by time and i suspect that's not going to be the case here um which might not be the worst thing

[2:19:50] Voice 13: in the world i think also even on the tuesday um a lot of you know you could get quite a bit

[2:19:58] Voice 13: of business done on the tuesday as well but i think that's about all you can do in terms of your

[2:20:03] Voice 13: of planning around it right so

[2:20:07] Voice 13: we'll do we'll do those two things so

[2:20:09] Trustee Luckham: can i suggest that we

[2:20:11] Trustee Luckham: leave the adjournment at five o'clock and that just gives us that buffer and let's just remove

[2:20:15] Trustee Luckham: the line that says four o'clock placeholder and that

[2:20:18] Trustee Luckham: gives the entire afternoon for trust area

[2:20:20] Trustee Luckham: services um and or for any catch-up that needs to be done and or any new business that gets tossed

[2:20:26] Trustee Luckham: in right at the beginning. We are obligated to contain that after the lunch break there.

[2:20:34] Trustee Luckham: We have a new business items section with nothing in it, but there's nothing to prevent

[2:20:40] Trustee Luckham: something coming forward. I was inclined to do the learning opportunity later in the day,

[2:20:47] Trustee Luckham: but if you felt that you wanted to retain that spot, that's fine. But I think what I heard from

[2:20:52] Trustee Luckham: Sue Ellen is that it was a half an hour session, might be expanded to an hour session, but we also

[2:20:58] Trustee Luckham: want it to be meaningful and engaging and all that sort of stuff. So we've got 1045 till 12 o'clock,

[2:21:06] Trustee Luckham: which is an hour and 15 minutes. How much time do we really need? And are we subsequently going to

[2:21:12] Trustee Luckham: to an earlier lunch break?

[2:21:15] Trustee Fast: I gathered that our half hour session was very compressed.

[2:21:22] Trustee Fast: And if there's gonna be interactive elements,

[2:21:24] Trustee Fast: I gather it was planned to be a longer session.

[2:21:28] Trustee Fast: So I don't know, Claire, maybe you know more, yes.

[2:21:31] Trustee Fast: And if there's interactive elements, it'll need the time.

[2:21:33] Trustee Luckham: So Claire, can you help us with that?

[2:21:35] Voice 3: Yes, I think we could fill the time.

[2:21:37] Voice 3: I think we could add in some additional information

[2:21:39] Voice 3: that would be more of interest to trust council

[2:21:41] Voice 3: than simply just the Conservancy Board so I think we can fill that slot and I would note for

[2:21:45] Voice 3: trust area services I don't expect we'll fill all of that time we've got an hour and a quarter there

[2:21:49] Voice 3: um unless there is substantial discussion around the policy statement which I'm not expecting

[2:21:54] Voice 3: because at this point we're simply bringing in a process briefing um so really um that

[2:21:58] Voice 3: that section might be shorter but again it's hard to tell at this stage okay so

[2:22:07] Voice 13: And finally, I think 1045, I think we'll, I don't know if continuous learning session,

[2:22:14] Voice 13: this isn't on the continuous learning plan. I would recommend that we just have a titled

[2:22:20] Voice 13: presentation by the conservancy. We don't learn from the conservancy. There are, you know, we're,

[2:22:25] Voice 13: we learn, of course, but they're part of the organizing, part of the, our symbiotic relationship.

[2:22:30] Voice 13: so I think they stand on their own yeah

[2:22:34] Trustee Luckham: so let's change the title accordingly okay so the obvious

[2:22:40] Trustee Luckham: question now is is there anything else on the three-day schedule that needs any discussion

[2:22:46] Trustee Luckham: CAO Hodson no

[2:22:49] Voice 13: all

[2:22:50] Trustee Luckham: right then so then that will go to council then as amended and then with respect

[2:22:57] Trustee Luckham: respect to the three-day with the agenda itself now um i quite honestly haven't correlated the

[2:23:04] Trustee Luckham: schedule with the agenda but i'm presuming that that would unfold accordingly well yeah it's

[2:23:12] Voice 13: correlated and we'll fix it

[2:23:14] Trustee Luckham: okay perfect and then

[2:23:15] Trustee Luckham: the only other remaining item there that's maybe

[2:23:19] Trustee Luckham: all part and parcel of this and i apologize i'm not as well prepared as i should be normally

[2:23:25] Trustee Luckham: The delegations are included on the list.

[2:23:30] Trustee Luckham: I don't see a section where we're approving

[2:23:32] Trustee Luckham: the delegations specifically,

[2:23:37] Trustee Luckham: but I'm presuming that we're okay

[2:23:40] Trustee Luckham: with the three delegations that have requested at this time.

[2:23:43] Trustee Rogers: Mr. Chair, they're at 7.1, .13, .14, and .15.

[2:23:49] Trustee Luckham: 7.1 point, where was that, Dan, sorry.

[2:23:54] Trustee Luckham: 7

[2:23:54] Trustee Rogers: .1, .13, 14, and 15.

[2:23:59] Trustee Rogers: It's on the pages 155 to 178.

[2:24:03] Trustee Rogers: All right.

[2:24:05] Trustee Luckham: Okay.

[2:24:06] Trustee Rogers: So the three delegations requests are on our agenda.

[2:24:13] Trustee Luckham: Okay.

[2:24:14] Trustee Luckham: Sorry.

[2:24:14] Trustee Luckham: Thank you.

[2:24:15] Trustee Luckham: I've now found that that's on this section here.

[2:24:18] Trustee Luckham: So then that's great.

[2:24:20] Trustee Luckham: So presumably then we will, it's one of these interesting little conundrums, right?

[2:24:26] Trustee Luckham: that we're approving the schedule and the agenda before we've got to all these other items so

[2:24:33] Trustee Luckham: maybe what I'm going to ask now then if there's no further conversation on the schedule or the agenda

[2:24:39] Trustee Luckham: I'll return to my normal sort of mode of asking vice chairs and the CAO and

[2:24:46] Trustee Luckham: we're going to start with the executive section first all those items in 7.1

[2:24:53] Trustee Luckham: which ones do vice-chairs or the CAO wish to address and otherwise I'll advance the remainder

[2:25:01] Trustee Luckham: to council so a show of hands Dan and then Laura go ahead.

[2:25:11] Trustee Rogers: Sorry I hadn't prepared in that way but

[2:25:15] Trustee Rogers: But I do want to speak about the 7.1.1.5, the delegation request from Raid Coast Conservation.

[2:25:34] Trustee Rogers: I want to speak about, I presumed we'd go through these and so I didn't pull them out

[2:25:44] Trustee Rogers: that way.

[2:25:45] Trustee Rogers: So I just need a minute.

[2:25:46] Trustee Rogers: it okay

[2:25:48] Trustee Luckham: well i'll just go back to laura then and see which ones in section 7.1 you would like to

[2:25:53] Trustee Luckham: speak to i

[2:25:55] Trustee Patrick: had 7.1.10 11 and 13 all

[2:26:02] Trustee Luckham: right thank you uh sue ellen fast do you have anything

[2:26:05] Trustee Rogers: no uh sorry what was that 10 10

[2:26:12] Trustee Luckham: 11 and 13 that's what laura

[2:26:17] Trustee Luckham: said yeah

[2:26:18] Trustee Rogers: okay and and i just want to

[2:26:21] Trustee Rogers: to speak briefly about nine and

[2:26:28] Voice 14: okay and

[2:26:31] Trustee Rogers: that that's yeah okay

[2:26:38] Trustee Luckham: then so then what i want to do

[2:26:41] Trustee Luckham: at this point then is uh laurie um sir

[2:26:45] Voice 13: oh

[2:26:46] Trustee Luckham: sorry cao yes

[2:26:48] Trustee Luckham: yeah um

[2:26:49] Voice 13: i i think we should go over the

[2:26:51] Voice 13: fuel because that's trust council asking us to maintain their workflow 7

[2:26:57] Trustee Luckham: .1.4 yeah yes

[2:26:59] Voice 13: um i would

[2:27:00] Voice 13: briefly speak to 715 yes

[2:27:03] Trustee Luckham: okay and

[2:27:06] Voice 13: i'm happy we're talking 719 okay

[2:27:10] Trustee Luckham: great so then um what i'm going

[2:27:13] Trustee Luckham: to suggest that by general consent is that 7.13, 1.6, 1.7, 1.8 CAO report and 1.12 and finally 1.14

[2:27:34] Trustee Luckham: be advanced to council as presented and then let's start off with this and then I purposely have not

[2:27:44] Trustee Luckham: not advance one, one and one, two, I think,

[2:27:47] Trustee Luckham: because I'm going to do that at the end.

[2:27:49] Trustee Rogers: I apologize, Mr. Chair.

[2:27:52] Trustee Rogers: I also meant to pull out the briefly the 12, I apologize.

[2:27:58] Trustee Rogers: I just, it was on my notes.

[2:28:02] Trustee Luckham: Okay, so then Lori just dropped one, two from that.

[2:28:06] Trustee Luckham: And so by general consent again,

[2:28:08] Trustee Luckham: Again, 7.1.3, 1.6, 1.7, 1.8, 1.14 advance to council as presented.

[2:28:20] Trustee Luckham: And then let us then go to 7.1.4, the follow-up action list.

[2:28:29] Trustee Luckham: CAO Hudson-Pillar, you would like to draw our attention to that one.

[2:28:33] Voice 13: Well, yeah, I don't want to go through these one by one,

[2:28:35] Voice 13: because but I want to make sure that I'm noting to you that this is the follow-up action list

[2:28:42] Voice 13: that trustees would naturally ask questions regarding some of these items is there anything

[2:28:49] Voice 13: here that you need particular updating on or want to indicate some particular interest now would be

[2:28:54] Voice 13: the time to do it and of course as EC you're you steward these matters on behalf of trust council

[2:29:02] Voice 13: you know just in the first page or two we're doing the governance review the trust policy

[2:29:07] Voice 13: statement is underway item four we have amended the strategic plan since the last meeting

[2:29:16] Voice 13: and so I'd say many of these things are in good stead and I'm happy for it to just go forward

[2:29:20] Voice 13: just want to draw your attention to it and if that's fine I'll just move into the strategic

[2:29:24] Voice 13: plan right after that right now all

[2:29:27] Trustee Luckham: right well thank you very much Russ for drawing our attention

[2:29:29] Trustee Luckham: to our responsibilities there

[2:29:31] Trustee Luckham: to ensure that this is meeting council's expectations.

[2:29:34] Trustee Luckham: So thank you.

[2:29:35] Trustee Luckham: Vice-Chancellor, are you satisfied with the report?

[2:29:39] Trustee Luckham: Yes.

[2:29:40] Trustee Luckham: All right then.

[2:29:41] Trustee Luckham: So I will advance that to council

[2:29:43] Trustee Luckham: when I get to that next part.

[2:29:48] Trustee Luckham: So that one will get advanced.

[2:29:50] Trustee Luckham: So now the strategic plan 7.1.5.

[2:29:53] Trustee Luckham: And I think there was a,

[2:29:54] Trustee Luckham: Dan Rogers wanted to speak to that as well.

[2:29:57] Trustee Luckham: Go ahead.

[2:29:58] Voice 13: So here is an update.

[2:30:00] Voice 13: we're using this uh software package um you know we've got a little um um little program here where

[2:30:08] Voice 13: we're updating trust council and yourselves on the strategic plan obviously we're um we're in year

[2:30:15] Voice 13: towards the end of year two here um remembering that the strategic plan goes uh will go the last

[2:30:21] Voice 13: year of term and then the first year into the next term before the next trust council really

[2:30:26] Voice 13: gets its way towards strategic direction so um just the question is where are we um there's lots

[2:30:32] Voice 13: of stuff in progress here but this is a huge amount of work and lots of it's happening um the

[2:30:39] Voice 13: big Rio Grande or whatever you want to call it that we're coming up on is most of the discrete

[2:30:46] Voice 13: work is going to be complete in reason mid-term to short term so I'm talking freshwater sustainability

[2:30:55] Voice 13: sustainability activity the website these various pieces um we've got the coastal douglas fir we

[2:31:01] Voice 13: have the water budgets we have all those pieces but the other half of this thing is taking that

[2:31:07] Voice 13: information and turning it into laws that protect and support the preserve and protect mandate on a

[2:31:13] Voice 13: trust council by trust council basis so as we're on this journey i always want to return to that

[2:31:18] Voice 13: that idea there's four or five things in here that may never get done unless that happens these

[2:31:25] Voice 13: model bylaws get developed and then processed it's a huge piece of work it will go into the next term

[2:31:32] Voice 13: so just touching base I can go through these one by one but I don't think I need to you've

[2:31:39] Voice 13: probably reviewed it this is current information for the most part I'm not particularly concerned

[2:31:43] Voice 13: concerned about any one area or another, if that's a question that you have for me.

[2:31:49] Voice 13: And yeah, I'm interested that it grows slightly bigger all the time.

[2:31:56] Trustee Luckham: All right, Trustee Patrick.

[2:31:59] Trustee Patrick: I think what's important as we move into this phase is that we need to always remember that

[2:32:05] Trustee Patrick: we have to be adaptive and learning at all times. And sometimes, you know, some of these

[2:32:10] Trustee Patrick: these decisions to say, we're going to create a model bylaw to do a DPA to do this made perfectly

[2:32:16] Trustee Patrick: good sense two years ago. It might not make sense today. So I think we just have to always leave

[2:32:22] Trustee Patrick: that ground that, you know, while this was a good idea, but we have to be prepared to adapt and

[2:32:27] Trustee Patrick: learn.

[2:32:29] Voice 13: Mr. Chair, if I might say, I think that's an excellent suggestion and a moment of reflection,

[2:32:35] Voice 13: reflection, maybe in September, maybe in December, around really walking through the pieces of the

[2:32:42] Voice 13: strategic plan and doing a bit of diagramming around if this happens, then this, and what

[2:32:49] Voice 13: would be a potential outcome of that? What's vestigial now? What needs to go? What things

[2:32:55] Voice 13: could enhance the plan to achieve an outcome? I think that's a session that we should have,

[2:33:00] Voice 13: at least within the next two trust councils uh

[2:33:07] Trustee Luckham: yep agreed uh dan rogers did you have remarks on this

[2:33:13] Trustee Rogers: uh uh just a it's a um comment more than a question and and i i just think there's so

[2:33:21] Trustee Rogers: many things going on that you lose track of what's happening and i'm impressed that this

[2:33:25] Trustee Rogers: could be pulled together this way but uh under on page 56 under uh regional planning committee 2.3

[2:33:34] Trustee Rogers: it looks like there's um a consultant working on foreshore policies and regulatory bylaws

[2:33:41] Trustee Rogers: and i frankly wasn't aware i i had lost track that that was happening i just want to make sure

[2:33:49] Trustee Rogers: that information whatever that work is being done is being provided to the keats island foreshore

[2:33:55] Trustee Rogers: group that's working on exactly that issue so uh and uh i i i'm not unhappy that that's happening

[2:34:03] Trustee Rogers: I just want, we're doing that work over here and I just want to make sure that's being shared.

[2:34:08] Voice 2: David?

[2:34:11] Voice 2: Yeah, thank you to the Chair. The consultant has completed that work and the Regional Planning

[2:34:17] Voice 2: Committee will be receiving a copy by email and I can check with the Chair and you know,

[2:34:23] Voice 2: I can forward it to you as well and I'll make sure the planner has it just as background material.

[2:34:28] Voice 2: The Regional Planning Committee will be formally receiving it at the next meeting.

[2:34:33] Voice 2: the bylaws have not been developed but the report has recommendations and the regional planning

[2:34:39] Voice 2: committee can decide if they would like model bylaws or just to share the report with local

[2:34:45] Voice 2: trust committees or do something else so i'll make sure the planner has it and i can forward

[2:34:51] Voice 2: a copy to you as well me too please

[2:34:58] Trustee Luckham: presumably this will all come to rpc and then be forwarded

[2:35:03] Trustee Luckham: to council as a finished product uh

[2:35:06] Voice 2: that that is correct that's the intent is to make recommendations

[2:35:09] Voice 2: to trust council on what to do with the information and yeah from there so that will happen in august

[2:35:16] Voice 2: and that will come to september trust council yeah

[2:35:20] Voice 13: okay mr chair so if as we move off of this

[2:35:24] Voice 13: topic if you want to take joy from any of this it's it's at least this point the committees of

[2:35:31] Voice 13: the islands trust are running or significantly involved in three quarters of the strategic plan

[2:35:39] Voice 13: which is great news um any member and we just really haven't had that connection with

[2:35:45] Voice 13: day-to-day issues so you're really seeing that most members of those committees would would

[2:35:51] Voice 13: know where we are in a strategic plan um across the board and this is really the way you want to

[2:35:57] Voice 13: to do stuff you don't want just staff dropping in with um different reports and recommendations

[2:36:01] Voice 13: and things but things that are vetted through council committees so i think this process you

[2:36:06] Voice 13: know who knows where we'll get at the end of the day on some of the exact outcomes we think we know

[2:36:11] Voice 13: or we're hopeful but i think the process is um is is working reasonably well anyway that's all i

[2:36:18] Voice 13: had to say about strategic plan i also want to just draw your attention to it

[2:36:22] Trustee Luckham: okay so if we're

[2:36:24] Trustee Luckham: We're satisfied then, at this point, then when I get to it, forwarding these items to

[2:36:29] Trustee Luckham: council, we'll be forwarding this as presented.

[2:36:32] Voice 13: Sorry, Mr. Chair, I spoke too soon.

[2:36:35] Voice 13: On page 81, 82, and 83 of the strategic plan is a more robust budget than you've seen

[2:36:45] Voice 13: previously, which is cumulative and describes the monies you've allocated over time and

[2:36:54] Voice 13: and where it will be over the four-year term.

[2:36:56] Voice 13: So I think that that will attract some attention

[2:36:58] Voice 13: from trustees and is going to provide them more information

[2:37:03] Voice 13: as they go into their final year of budgeting

[2:37:06] Voice 13: for the strategic plan.

[2:37:07] Voice 13: So it's got a little more rigor to it.

[2:37:10] Trustee Luckham: So this is on pages 80, well, page 12 of the report,

[2:37:13] Trustee Luckham: 80 of our package and page 13 of the report,

[2:37:16] Trustee Luckham: 81 of the package, okay.

[2:37:17] Trustee Luckham: So you'll be

[2:37:18] Trustee Luckham: prepared to address that.

[2:37:21] Trustee Luckham: I will.

[2:37:22] Trustee Luckham: Mayor Mrakas is presented and you will be presenting this report yes

[2:37:25] Voice 13: okay

[2:37:27] Trustee Luckham: is that good

[2:37:28] Trustee Luckham: vice chair fast um

[2:37:30] Trustee Fast: just wanted to say i really like i printed this all off because it was like

[2:37:35] Trustee Fast: okay halfway through here we are and uh or approximately and i really like this um way

[2:37:41] Trustee Fast: of presenting the information that's on the screen right now and uh it's like um i can feel in touch

[2:37:47] Trustee Fast: with all these different projects that's great thank you thanks good

[2:37:52] Trustee Luckham: good um so i'll continue on

[2:37:55] Trustee Luckham: then uh 7.19 professional electronic meetings for trust council is the next item that somebody

[2:38:04] Trustee Luckham: wished to speak to who wants to speak to that one uh ceo hudson pillar go ahead

[2:38:10] Voice 13: and uh we're joined

[2:38:13] Voice 13: by mark van baker well uh thanks executive committee for going on this journey um this is

[2:38:18] Voice 13: is the most complete report we've had to you yet but um and i'll just briefly go over how we've

[2:38:24] Voice 13: gotten to this place myself mark julia have checked in with you probably out of two out of the last

[2:38:31] Voice 13: three ec meetings going you're the vice chairs how are you feeling out there what are you hearing

[2:38:35] Voice 13: from both community staff your um the the elected officials in the area what do you what do you want

[2:38:40] Voice 13: to do as we move into what looks like is going to be a different legislative regime regulatory

[2:38:47] Voice 13: regulatory regime around the provision of electronic meetings? Do we want to go for the

[2:38:50] Voice 13: whole thing? Or do we want to go back to what Trust Council initially wanted to do in 2018-2019,

[2:38:57] Voice 13: and that is to simply broadcast the meetings? So what you've got is the flushed out version of

[2:39:05] Voice 13: that. There's three options. If you want me to go through those options, I can. But right now,

[2:39:13] Voice 13: we're taking your preferred option that you've identified to us and we've made it, we filled it

[2:39:18] Voice 13: out. And just want to make sure you're comfortable with the recommendation as it stands, because I

[2:39:26] Voice 13: suspect there'll be a variety of different points of view. Why do I say that? This asked for an FTE

[2:39:34] Voice 13: and it asked for um forty thousand dollars of um capital investment and someone would say well is

[2:39:42] Voice 13: that a good idea is that a bad idea um or is this a good idea or what kind of idea is it i'd say

[2:39:48] Voice 13: it's an idea that's born of just terrible chat this is going to be a significant challenge to

[2:39:55] Voice 13: pull off because instead of one municipal hall we're doing this times 13 plus all our council

[2:40:02] Voice 13: committees plus trust council so just i wrote that in the first piece here going we have to

[2:40:07] Voice 13: acknowledge that this is a significant undertaking it will not be perfect no matter which version of

[2:40:12] Voice 13: this we do but it is an investment in the future if this is the change that we want to make um

[2:40:19] Voice 13: there's a bit of a um some costs that we have to accept going forward um and changes to how we do

[2:40:27] Voice 13: business so this is a big change moving you know 15 years from now we'll be looking at this decision

[2:40:32] Voice 13: decision to go no we are fully broadcasting an interactive basis we do that with incomplete

[2:40:38] Voice 13: information we don't know what communications platforms are going to be available five years

[2:40:42] Voice 13: from now presumably they're better mark knows better than i do um can we maintain this as the

[2:40:47] Voice 13: staff who do this you know change in and out over um the next number of years so um there we have

[2:40:55] Voice 13: it so there's that option and there's the more modest option and finally which was simply to

[2:41:05] Voice 13: broadcast and then then there was the option um to well i'll back up just a little bit trust council

[2:41:13] Voice 13: option one approved a hybrid option which was a bit of both and that would have but we just don't

[2:41:22] Voice 13: have the mechanics to get this to everybody we don't have a means of getting this equipment

[2:41:29] Voice 13: an easy way of getting this equipment across the range of the islands trust they so trust

[2:41:35] Voice 13: council is going to look down and go well we spend we budgeted 18 000 or so dollars on this

[2:41:41] Voice 13: um we did some refining and we think that 18 000 is actually 30 000 to to fully deliver on

[2:41:50] Voice 13: on that program and mark can describe it if you want finally option two is the simple version that

[2:41:55] Voice 13: you know i think it was trustee mcconkey initially said hey we got to do this and he held up his

[2:42:00] Voice 13: iphone it's kind of one of the moments i hang memories i hang on to and then finally we have

[2:42:05] Voice 13: option three which starts on 96 um with that i will i will leave it if trust council wants to

[2:42:14] Voice 13: to go to option three but not have the staff person um i don't have an easy answer for that

[2:42:22] Voice 13: because i don't i don't know how what we've done is we've removed an administrative position from

[2:42:27] Voice 13: the islands trust um and you know there'll be ultimately there'll be impacts associated with

[2:42:34] Voice 13: that in those positions mark would you add anything to what i've said um or um in its

[2:42:42] Voice 13: absence you could ask mark any of the technological questions around how we think this will work

[2:42:46] Voice 11: Yeah, I wouldn't add anything to that, but I'm more than willing to

[2:42:51] Voice 11: flush out any of the numbers for you or to answer any questions, if there is any.

[2:42:58] Trustee Luckham: All right. Thank you for elaborating the truth and consequences here of this proposal,

[2:43:09] Trustee Luckham: CEO Hudson-Piller, and thank you for being here, Mark. Are there any questions? I think that the

[2:43:14] Trustee Luckham: The EC supports the recommendations, but Dan Rogers, over to you.

[2:43:20] Trustee Rogers: Just wanted to two things. One is I'm not sure if it's intentional,

[2:43:25] Trustee Rogers: but I noticed that Laskiti is still not on the list.

[2:43:29] Trustee Rogers: So you might want to.

[2:43:31] Voice 13: Man, I sat for half an hour trying to figure out which one wasn't on the list.

[2:43:35] Voice 13: And now it's and for the second time in an EC meeting, you remind me it's Laskiti.

[2:43:39] Voice 13: So I'll add that.

[2:43:40] Voice 13: um

[2:43:41] Trustee Rogers: the second thing is i feel like a bit of a bulk um but i want to i need to ask a question

[2:43:50] Trustee Rogers: but what's the difference between option one and option three i understand that the staff person

[2:43:55] Trustee Rogers: is a difference um and and that i totally understand that but is there another technological

[2:44:02] Trustee Rogers: difference between option one and option three that i just haven't been able to grasp um i can

[2:44:11] Voice 11: answer that there's the diff the primary difference between one and and three is the the number of

[2:44:18] Voice 11: units so the idea that in option one we initially suggested four units right and on further

[2:44:26] Voice 11: consideration um we identified that there are logistical challenges with moving that hardware

[2:44:32] Voice 11: around between the ltcs so option three the design um is intended to to simplify that the logistics

[2:44:42] Voice 11: And it doesn't do it.

[2:44:44] Voice 13: It's still not simple.

[2:44:46] Trustee Rogers: Right. Okay.

[2:44:46] Voice 13: So that's fine.

[2:44:47] Trustee Rogers: I now understand. Thanks.

[2:44:49] Trustee Rogers: I just wanted to make sure the option one was basically what we had settled

[2:44:53] Trustee Rogers: on or thought we'd settled on some time ago.

[2:44:56] Trustee Rogers: And now option three is a more expanded version.

[2:44:59] Trustee Rogers: Plus you've identified that you need a,

[2:45:02] Trustee Rogers: you need a person to do all of this.

[2:45:05] Trustee Rogers: And we talked about that at the beginning of May at the meeting.

[2:45:08] Trustee Rogers: So I don't want to hurry. Thank you very much. Those are my questions.

[2:45:14] Trustee Luckham: right um yeah there may be some challenges at the meeting from different perspectives um but um i

[2:45:25] Trustee Luckham: think this is if we want to do what council wants to do this is what it's going to cost and otherwise

[2:45:31] Trustee Luckham: they're going to have to accept something less and uh and there was no take up on my suggestion mark

[2:45:38] Trustee Luckham: that what we needed to do it as an autonomously uh autonomous electric vehicle that drove around

[2:45:44] Trustee Luckham: to LTC meetings with all the equipment on board but I think the costs would have been prohibitive

[2:45:49] Trustee Luckham: so thank you uh CEO Hudson Pillar something else well

[2:45:54] Voice 13: I just don't want to go past the financial

[2:45:55] Voice 13: implications of this and and meaning this this is an unbudgeted item we've we've lowered our

[2:46:03] Voice 13: threshold for um reserve from 25 to 20 so now we begin to feel the potential impacts associated

[2:46:11] Voice 13: with that. I still think we have a fair amount of reserve, though I'm sure Director Mobs may have

[2:46:16] Voice 13: a more professional, a deeper professional opinion than myself. So I think the risk is probably

[2:46:22] Voice 13: acceptable, but it is going against policy to do it. And the other option would be go find this

[2:46:29] Voice 13: money somewhere else within the organization. You know, because you sit on FPC, we have slowly

[2:46:35] Voice 13: become but much better budgeters and we're a lot closer I think we're going to come in a lot closer

[2:46:42] Voice 13: in fact we're going to get our financial statements later on today we're starting to budget a lot

[2:46:47] Voice 13: closer to what we actually do so as a consequence there's a little less room to just arbitrarily

[2:46:55] Voice 13: find an extra 50 60 70 80 thousand dollars inside the organization so there are financial

[2:47:00] Voice 13: financial implications associated with this approach. Thanks.

[2:47:07] Trustee Luckham: Okay, very good. Yeah. And I do want to take that opportunity to follow up on you that indeed,

[2:47:12] Trustee Luckham: Julia Mobs and the Financial Planning Committee have made our budgeting a much tighter ship than

[2:47:20] Trustee Luckham: it has been historically. And I'm grateful for that. But obviously, there are consequences with

[2:47:25] Trustee Luckham: with not having any extra, any wiggle room, so to speak.

[2:47:32] Trustee Luckham: Okay, so enough chatter on this one,

[2:47:35] Trustee Luckham: not seeing any changes to the document.

[2:47:37] Trustee Luckham: It's gonna go forward as presented.

[2:47:39] Trustee Luckham: And so thank you again, Mark, for all your work on this

[2:47:44] Trustee Luckham: and hopefully we're able to advance this

[2:47:46] Trustee Luckham: in an appropriate way.

[2:47:48] Trustee Luckham: All right, so 7.1.0.

[2:47:53] Trustee Rogers: Director Mobs has joined

[2:47:54] Trustee Rogers: us and has her hand up.

[2:47:56] Trustee Rogers: Chair Luckham.

[2:47:57] Trustee Luckham: Oh, look at that.

[2:47:58] Trustee Luckham: Director Mobs, thank you for joining us.

[2:48:00] Trustee Luckham: You heard those nice things I said about you.

[2:48:02] Voice 10: I did.

[2:48:03] Voice 10: So I had

[2:48:04] Trustee Luckham: to turn my

[2:48:04] Voice 10: camera on and say thank you.

[2:48:06] Voice 10: No, I

[2:48:07] Voice 10: did just want to note this report was prepared prior to having final financial figures for fiscal 2021.

[2:48:17] Voice 10: So some of the figures in this report actually do need to be revised.

[2:48:20] Voice 10: so our projected surplus balance will actually be slightly higher than what's reflected in this

[2:48:25] Voice 10: report so i do plan to make those changes before this report goes to council just wanted to make

[2:48:30] Voice 10: the committee aware you

[2:48:31] Voice 13: mean this report right here the electronic meetings report yes the

[2:48:34] Voice 10: electronic meetings report the financial component piece of it will need updating because there's

[2:48:39] Voice 10: figures in there that have changed

[2:48:40] Voice 13: so chair luck and before you pass this that you would then direct

[2:48:43] Voice 13: us to make those changes all

[2:48:47] Trustee Luckham: right then so given the conversation and the information we've just

[2:48:51] Trustee Luckham: received then what you're recommending there are amendments to uh 7.1.9 yes

[2:48:59] Voice 13: of

[2:48:59] Trustee Luckham: a financial nature

[2:49:00] Trustee Luckham: um and so therefore can we uh forward that one to council as amended or do we need to see the

[2:49:07] Trustee Luckham: amendments i

[2:49:09] Voice 13: don't i'm guessing that you're not going to see need to see the amendments because

[2:49:15] Voice 13: they will not be that profound but julia is the one who's just finished working on it so she could

[2:49:19] Voice 13: Julia what's

[2:49:22] Voice 10: your advice it won't be significant as the CAO says um and it will be trending in a

[2:49:29] Voice 10: more positive light so there's less risk associated with what is originally reflected

[2:49:35] Voice 10: in the financial piece of that report well

[2:49:39] Trustee Luckham: that's excellent news so that's great um okay then so

[2:49:43] Trustee Luckham: then this one is going to go forward as amended so I'm just going to hold that for the moment

[2:49:48] Trustee Luckham: um now um director mobs um we i'm sort of keen to wrap up this section on executive

[2:49:57] Trustee Luckham: committee here and maybe there's other items you wish to speak to in section 7.1 but i also want

[2:50:04] Trustee Luckham: to give you your opportunity to uh uh provide uh your follow-up action list report and an update

[2:50:10] Trustee Luckham: from your uh department um all right can you be with us uh further later on to uh this morning

[2:50:17] Trustee Luckham: even when we get to perhaps administrative the administrative services section of our agenda

[2:50:23] Trustee Luckham: and provide us that report at that time yes

[2:50:25] Voice 10: i can do that

[2:50:26] Trustee Luckham: perfect thank you very much director mobs

[2:50:29] Trustee Luckham: i know that you're one very busy person and appreciate that you're here today okay uh so

[2:50:36] Trustee Luckham: if that's all right then uh we'll go to 7.1.10 which is amendments to trust council policy 2.3.1

[2:50:44] Trustee Luckham: on trust council committee systems request for decision.

[2:50:50] Trustee Luckham: Who wanted to speak to that one?

[2:50:52] Trustee Luckham: I can do that.

[2:50:53] Trustee Luckham: Vice chair Patrick, and then Carmen Teal.

[2:50:57] Trustee Patrick: I think let Carmen speak first and then I, it's fine.

[2:51:02] Trustee Patrick: All right, thank you.

[2:51:03] Trustee Luckham: Over to you, Carmen.

[2:51:04] Voice 4: Okay, so I'm not sure what the easiest thing to do

[2:51:07] Voice 4: is to review changes, but if we went to page 111,

[2:51:11] Voice 4: we could look at the track changes

[2:51:13] Voice 4: and see what's changed since the last meeting.

[2:51:17] Voice 4: So I was asked to add a section on select committees,

[2:51:22] Voice 4: which is done.

[2:51:23] Voice 4: So starting off at the very head,

[2:51:25] Voice 4: there are new definitions,

[2:51:26] Voice 4: one for select committee and one for standing committee.

[2:51:30] Voice 13: Yes.

[2:51:30] Voice 4: At the top of the page there.

[2:51:33] Voice 4: And then a new section for select committees

[2:51:36] Voice 4: is added under 1.2.

[2:51:38] Voice 4: And that includes that membership and terms of reference

[2:51:42] Voice 4: must be approved by Trust Council.

[2:51:45] Voice 4: There it is.

[2:51:47] Voice 4: Approved by Trust Council that the Trust Council chair

[2:51:50] Voice 4: is an ex-officio member of every select committee,

[2:51:53] Voice 4: that reportings and findings are referred

[2:51:56] Voice 4: to executive committee prior to reporting to Trust Council

[2:52:00] Voice 4: like all other committees do.

[2:52:04] Voice 4: That's it for my notes on select committee.

[2:52:07] Voice 4: Also, I wasn't clear what the direction was

[2:52:09] Voice 4: under section 5 for numbers of meetings per year. It was originally 4 and meetings

[2:52:17] Voice 4: have increased considerably on an annual basis in the last two years. We're up to

[2:52:23] Voice 4: I think six meetings of TPC now, maybe even seven in you know May, mid-June. Now

[2:52:31] Voice 4: they do have the policy statement work going on so it's presumed they'll meet

[2:52:37] Voice 4: more often, but I wanted direction on what number you wanted in here for standing committee meetings

[2:52:44] Voice 4: per year. Should we leave it at four, change it to six, or what is the direction? Wasn't really

[2:52:51] Voice 4: clear on that. And I did add a section under 5.4 on the practice of recessing meetings. I think

[2:53:03] Voice 4: that was raised by Chair Luckham.

[2:53:06] Voice 4: So we're giving guidance that that's to be used sparingly

[2:53:11] Voice 4: because it can create another subset of full meetings

[2:53:14] Voice 4: throughout the year and they all have to be resourced.

[2:53:18] Voice 4: And lastly, I clarified that the Trust Council Chair

[2:53:22] Voice 4: as ex officio is a non-voting member of RPC, TPC

[2:53:27] Voice 4: and select committees and is not included

[2:53:29] Voice 4: in determining the quorum.

[2:53:31] Voice 4: so those are some of the changes since you last saw this right

[2:53:36] Trustee Luckham: okay so i don't know and i'll ask

[2:53:39] Trustee Luckham: the executive committee here i don't know that it was intended that the chair be a non-voting

[2:53:45] Trustee Luckham: member of select committees presently i am a voting member of the select committee and i think

[2:53:50] Trustee Luckham: that perhaps that is desirable as a representative from in this case as a representative from

[2:53:57] Trustee Luckham: from executive committee on that.

[2:53:59] Trustee Luckham: And so I'll maybe just ask for comments

[2:54:02] Trustee Luckham: on anything that you presented now

[2:54:04] Trustee Luckham: and comments on my remarks there

[2:54:07] Trustee Luckham: about that select committee being in,

[2:54:09] Trustee Luckham: the chair being an ex officio.

[2:54:12] Trustee Luckham: Vice chairs, Dan Rogers.

[2:54:16] Trustee Rogers: So two things, if we go back up

[2:54:20] Trustee Rogers: to the select committee section,

[2:54:23] Trustee Rogers: the first is a little concerned

[2:54:27] Trustee Rogers: that the that 1.2.1 doesn't say uh that have that they've been elected by trust council um

[2:54:36] Trustee Rogers: that was i mean arguably uh a lot of the discomfort a lot of folks had with the

[2:54:46] Trustee Rogers: current select committee was the process that went through where a slate was put up and then

[2:54:52] Trustee Rogers: then they approved the resolution to put them in rather than have an election

[2:54:56] Trustee Rogers: which occurred the last time we had a select committee

[2:54:59] Trustee Rogers: where people were nominated from the floor

[2:55:01] Trustee Rogers: and then elected.

[2:55:05] Trustee Rogers: So I'm inclined to think that that should say

[2:55:08] Trustee Rogers: who have been elected by trust counsel.

[2:55:12] Trustee Rogers: But I'm open to just talking about that.

[2:55:15] Trustee Rogers: The second thing is I agree with the chair.

[2:55:17] Trustee Rogers: I think that 1.2.3 should say

[2:55:23] Trustee Rogers: unless the trust council chair is has been um is a member of the committee pursuant to 1.2.1

[2:55:34] Trustee Rogers: because i think there there is some effort there is some um uh there is some benefit to having the

[2:55:42] Trustee Rogers: chair may very well be on the select committee uh and and uh but if he he or she isn't then they

[2:55:50] Trustee Rogers: they should probably be an ex-officio,

[2:55:53] Trustee Rogers: although you will get the argument

[2:55:55] Trustee Rogers: that the chair shouldn't always be an ex-officio member.

[2:55:59] Trustee Rogers: But I think that there should be,

[2:56:03] Trustee Rogers: there should be, it should say,

[2:56:05] Trustee Rogers: unless the chair is already a member of the committee,

[2:56:10] Trustee Rogers: then the trust council chair

[2:56:12] Trustee Rogers: should be an ex-officio member of each select committee.

[2:56:15] Trustee Rogers: I think that would address the issue of the fact

[2:56:19] Trustee Rogers: of the chair can be a member directly and should be able to be a member directly so those are my

[2:56:27] Voice 4: questions what we're saying for ex officio for select committees then is that the chair would

[2:56:33] Voice 4: be a voting member voting well

[2:56:36] Trustee Rogers: if he's appointed and and or elected um i i get i want to hold out

[2:56:43] Trustee Rogers: the possibility that the chair can be a full member of the committee as he is currently with

[2:56:50] Trustee Rogers: with the current select committee.

[2:56:54] Trustee Rogers: And we may not be, he or she may not be on the committee.

[2:57:00] Trustee Rogers: The chair wasn't on the office relocation select committee.

[2:57:07] Trustee Rogers: And I don't think he was even ex-officio.

[2:57:09] Trustee Rogers: I don't think you ever came to any of those meetings.

[2:57:11] Trustee Rogers: You were very smart.

[2:57:13] Trustee Rogers: I got the language for this.

[2:57:17] Trustee Rogers: But my point only is that I think the chair

[2:57:20] Trustee Rogers: should have the capacity to be a full member but then if they aren't then i'm okay with them being

[2:57:25] Trustee Rogers: with that person being yes

[2:57:29] Trustee Luckham: so maybe i'll add to that in maybe help common with some of the

[2:57:35] Trustee Luckham: languages that i would suggest based on that that um that if the uh chair of trust council is not an

[2:57:42] Trustee Luckham: elected member of this of a select committee that the chair may participate as ex officio because

[2:57:49] Trustee Luckham: Because that's kind of the way it is on the, it's not, I don't have to participate on standing committees, but I may participate on standing committees.

[2:57:59] Trustee Luckham: And I think that's reasonable oversight.

[2:58:03] Trustee Luckham: Is that okay with everybody?

[2:58:04] Trustee Luckham: And CEO Hotshempoda, do you want to chime in?

[2:58:07] Voice 13: I do.

[2:58:10] Voice 13: Well, I think within the bounds of reason, you can do as you see fit here.

[2:58:14] Voice 13: um and i don't if someone isn't an ex-officio voting member then no one will ever vote for

[2:58:22] Voice 13: that person to be just a member of the committee because they'll already be seen as being a voting

[2:58:28] Voice 13: member of the committee so why would you vote for them

[2:58:30] Voice 7: yeah right

[2:58:32] Voice 13: so and i think elsewhere in this

[2:58:34] Voice 13: document we've removed removed voting from the concept of ex-officio is that not correct carmen

[2:58:40] Voice 13: because we discussed

[2:58:41] Voice 4: that at previous meetings yes we've clarified it because it's been a source

[2:58:45] Voice 4: of confusion for so it's non

[2:58:47] Voice 13: -voting yes so it's non

[2:58:50] Voice 13: -voting so the option is to just be a member

[2:58:54] Voice 13: that the chair or their designate could be a member of us of each select committee

[2:59:02] Voice 13: as opposed to ex officio so i'd like to hear what carmen thinks about that that simplifies the

[2:59:09] Voice 13: concept of voting for someone who's nominally on it the probably the worst outcome would be

[2:59:14] Voice 13: yeah peter should be on this thing but he's already there but he's ex officio so he doesn't

[2:59:20] Voice 13: vote so then you use up a vote voting him onto the committee it kind of removes one person you

[2:59:28] Voice 13: leave um an opinion but without a vote at the table now i don't want to talk too much but i

[2:59:34] Voice 13: I was just thinking maybe just making the chair always the chair or their

[2:59:39] Voice 13: designate always a member of a select committee.

[2:59:44] Voice 4: And take out the words ex officio in 1.2.3 and just refer to the chair as

[2:59:50] Voice 4: member of each select committee or

[2:59:54] Trustee Luckham: his designate. Yeah, no,

[2:59:55] Trustee Luckham: I think that actually makes sense to some extent. Dan Rogers.

[3:00:00] Trustee Luckham: have your hand up and then trustee patrick and trustee fast um

[3:00:05] Trustee Patrick: i had some more comments on the

[3:00:07] Trustee Patrick: select me i i like i always do i just go and look at other council select committee rules from

[3:00:15] Trustee Patrick: across british columbia so it was very interesting in gen all of them had basically a select committee

[3:00:22] Trustee Patrick: was completely controlled by the council it was the you know who was put on it what their terms

[3:00:28] Trustee Patrick: of reference was what their budget is what they're being asked to do and the schedule in which they're

[3:00:33] Trustee Patrick: reporting back is established by the council um and so i think here it says it said a select

[3:00:40] Trustee Patrick: committee must have a terms of reference i think the terms of reference must be not not just

[3:00:44] Trustee Patrick: approved it's it's created by trust council are are we you know are you sending the select committee

[3:00:51] Trustee Patrick: away to create its own terms of reference how can you elect and appoint someone to them it should be

[3:00:56] Trustee Patrick: the terms of reference should be established by trust council you then are filling that role with

[3:01:03] Trustee Patrick: who you're electing to put into that committee um so i just i found you know some of this here

[3:01:11] Trustee Patrick: and then a budget it was like is required to expend monies from committee must be approved

[3:01:15] Trustee Patrick: assigned budget account what is select committee resolution is required to expend monies

[3:01:22] Trustee Patrick: i don't think they should have that right i mean trust council would decide if they have money to

[3:01:28] Trustee Patrick: spend so i i just i just found some of the language in there to um giving to the select

[3:01:38] Trustee Patrick: committee that is it a committee of you know a select committee is asked to go do a very specific

[3:01:43] Trustee Patrick: thing is my understanding of a select committee that's established by the the council okay so

[3:01:53] Voice 13: So just working towards solutions here, because depending on how many edits, this will go forward to Trust Council or not go forward to Trust Council, right?

[3:02:04] Voice 13: So do you want us to actively try and fix this or make these amendments right now, Mr. Chair?

[3:02:10] Trustee Luckham: I don't

[3:02:10] Trustee Luckham: want to make these amendments right now.

[3:02:12] Trustee Luckham: I am thinking that this maybe needs to come back in an updated version.

[3:02:18] Trustee Luckham: there's no hurry on this particular document um but it's i think it's worthwhile spending the time

[3:02:24] Trustee Luckham: to get it right well

[3:02:27] Voice 13: indeed uh the only hurry is that we want to get this done so uh

[3:02:32] Voice 13: yeah so uh

[3:02:34] Voice 13: yeah we've got uh 16 to no we've got 100 policies to amend so um if it's yeah if it's one or two

[3:02:40] Voice 13: things um you know we can do it if it's not then uh and it needs a little you know if there's a

[3:02:46] Voice 13: a deeper piece that needs to be thought through then uh yeah i would say that we would we would

[3:02:50] Voice 13: pull it okay

[3:02:52] Trustee Luckham: so then let me uh position then uh carmen do you understand presently the concepts

[3:02:57] Trustee Luckham: that have been so far because we got to hear from trustee fast and trustee rogers um um and that

[3:03:03] Trustee Luckham: does the potential exist for you to amend this and maybe we would just look at it prior to council

[3:03:08] Trustee Luckham: and if it still wasn't ready we would just end up pulling it um but make the best effort to advance

[3:03:13] Trustee Luckham: answered yeah

[3:03:14] Voice 4: um if there are just a few amendments like russ says i could certainly turn that around

[3:03:20] Voice 4: quickly for 1.2.2 we could say select committees must have terms of reference established and

[3:03:28] Voice 4: approved by trust council yeah

[3:03:31] Voice 13: beauty um

[3:03:33] Voice 4: as far as the election of select committee members i've

[3:03:36] Voice 4: only been involved with another one other and i don't recall an election process for them i think

[3:03:42] Voice 4: I recall maybe that was the case but you know that people volunteered and then trust council decided

[3:03:50] Voice 4: on the list of volunteers who would be appointed but I honestly can't recall the details. Oh you

[3:03:55] Trustee Rogers: actually conducted the election. Okay.

[3:04:01] Trustee Rogers: There was certainly an election and I would have assumed

[3:04:06] Trustee Rogers: I assume you've conducted it, but maybe I'm wrong.

[3:04:08] Trustee Rogers: Maybe I'm mistaken, but.

[3:04:10] Trustee Luckham: Yeah.

[3:04:11] Trustee Luckham: Well, nonetheless,

[3:04:12] Trustee Luckham: it's not unreasonable

[3:04:14] Trustee Luckham: to follow a council process associated with election

[3:04:17] Trustee Luckham: of membership of like executive committee

[3:04:20] Trustee Luckham: that happens for sure.

[3:04:21] Trustee Luckham: And it would be a nomination process.

[3:04:23] Trustee Luckham: And I think we could, presumably Carmen,

[3:04:26] Trustee Luckham: you could just say something along the lines

[3:04:31] Trustee Luckham: of following council election procedures somewhere.

[3:04:37] Trustee Luckham: and let's go to Sue Ellen fast and then back to Dan sure

[3:04:42] Trustee Fast: I don't have a lot to add because it's

[3:04:44] Trustee Fast: all sounding good to me I agree that 1.2.1 should say elected by trust council and um not appointed

[3:04:55] Trustee Fast: and uh and I agree with what I was hearing from uh Laura Patrick as well in terms of how other

[3:05:03] Trustee Fast: other select committees work because what we've got happening currently looks to me most like

[3:05:08] Trustee Fast: a mayor's select committee where the mayor has extra powers in a municipality and can

[3:05:15] Trustee Fast: appoint people to the mayor's own committee and the special powers which I don't think

[3:05:27] Trustee Fast: we should have as as trust council or that even the chair of trust council should have so

[3:05:33] Trustee Fast: So because of our structure and our size, I think it's really important that we keep

[3:05:38] Trustee Fast: it election of and stay away from appointing.

[3:05:46] Trustee Luckham: Yeah, you're opening a can of worms there because the chair does have those powers to

[3:05:51] Trustee Luckham: appoint RPC, FPC, TPC.

[3:05:55] Trustee Luckham: And that's, I

[3:05:58] Trustee Luckham: think, out of expedience more than anything else.

[3:06:01] Trustee Fast: Sure.

[3:06:01] Trustee Fast: I don't mean to open any cans of worms.

[3:06:03] Trustee Fast: that's fall fine with me i just uh would hate to see a future uh chair of the islands trust appoint

[3:06:11] Trustee Fast: a uh select committee um to do some project that trust council might not uh have voted on so i just

[3:06:21] Trustee Fast: uh this is why i like the idea of using

[3:06:24] Trustee Fast: in 1.2.1 elected uh by trust council okay

[3:06:30] Trustee Luckham: i i understand

[3:06:31] Trustee Luckham: Yeah.

[3:06:34] Trustee Luckham: Dan, did you have anything else, other amendments?

[3:06:37] Trustee Rogers: The only other one, well, first of all,

[3:06:41] Trustee Rogers: I think trustee vice-chair Patrick may have had some more.

[3:06:45] Trustee Rogers: Did you have more because you said the first one and then.

[3:06:48] Trustee Patrick: Well, I liked what I heard from Carmen saying

[3:06:51] Trustee Patrick: to include that it's established and approved

[3:06:54] Trustee Patrick: by trust council for 1.2.2.

[3:06:59] Trustee Rogers: And then what about the budget issue?

[3:07:01] Trustee Rogers: the

[3:07:01] Trustee Patrick: budget one too to me it's i can i can see i think it steps ahead it's missing the the point

[3:07:07] Trustee Patrick: that trust council establishes the budget no

[3:07:15] Voice 13: it's in there is

[3:07:16] Trustee Patrick: it 1.2.5 select committee

[3:07:18] Voice 13: resolutions required to expend monies from the committee's assigned budget that

[3:07:25] Voice 4: would be assigned

[3:07:25] Voice 4: signed by trust council if any if any if

[3:07:29] Trustee Patrick: any but it doesn't okay as long as it's clear that trust

[3:07:34] Trustee Patrick: council assigns the budget that's all we

[3:07:39] Voice 13: could add in assigned by trust council yeah

[3:07:42] Trustee Patrick: that would

[3:07:43] Voice 13: provide certainty

[3:07:44] Voice 13: how's that carmen

[3:07:45] Trustee Fast: that's good for me okay

[3:07:47] Voice 13: okay the

[3:07:49] Trustee Fast: other point laura had brought

[3:07:50] Trustee Fast: up was schedule but i don't know if that needs to be in here

[3:07:53] Trustee Rogers: okay and then lastly i'll just address

[3:07:56] Trustee Rogers: this issue of four, six, and I agree there's been a lot of scope creep by committees. I also agree

[3:08:10] Trustee Rogers: with the CAO that the committees are functioning in a way that they didn't in my, for my first

[3:08:17] Trustee Rogers: term. So it's sort of a, it's sort of a double-edged sword. I will say in setting up new

[3:08:25] Trustee Rogers: committee meetings because on trust programs we've had a lot of them not once have we ever

[3:08:31] Trustee Rogers: had a discussion about what the committee's budget was and whether or not extra meetings

[3:08:37] Trustee Rogers: fit within our budget criteria and that just has never and now maybe the chair is having that

[3:08:45] Trustee Rogers: conversation with the staff before they've suggested but I've never heard it talked about

[3:08:50] Trustee Rogers: out at many that I sit on.

[3:08:52] Trustee Rogers: And I mean, I worry that if we put six in

[3:08:58] Trustee Rogers: that means every two months,

[3:09:00] Trustee Rogers: your senior staff are sort of engaged

[3:09:03] Trustee Rogers: in preparing for another committee meeting

[3:09:06] Trustee Rogers: as opposed to every three months,

[3:09:10] Trustee Rogers: which would fit, which sort of fits between trust councils.

[3:09:14] Trustee Rogers: And I appreciate that there's some active things.

[3:09:18] Trustee Rogers: Thanks. I'm reluctant to go to six just for that reason, because it just takes so much of the director's time.

[3:09:26] Trustee Rogers: I won't speak to the director of planning, but I assume, but I know it takes up a lot of the director of trust area services time.

[3:09:33] Trustee Rogers: So I'd probably like to leave it at four.

[3:09:37] Trustee Rogers: And if there is a real need to increase it, that that, you know, they make that conscious decision to increase it for the coming year.

[3:09:46] Trustee Rogers: so i

[3:09:47] Voice 4: just have one comment about the uh wording for uh meeting expenses um i think that has more

[3:09:55] Voice 4: to do with in-person meetings in other words if you had four regularly scheduled back in the day

[3:10:00] Voice 4: in-person meetings uh and then you wanted to have two more it would cost a lot more

[3:10:05] Voice 4: travel accommodation food and all that stuff um during electronic uh meeting times it really

[3:10:11] Voice 4: isn't much of a budget impact to have an extra meeting, I don't think, other than staff resources.

[3:10:17] Trustee Rogers: Except for staff resources, yes. I

[3:10:19] Voice 4: was going to

[3:10:19] Trustee Rogers: say, and my guess is, at least under the current

[3:10:21] Trustee Rogers: chairships of the various meetings, I don't know about RPC, but certainly the chair of

[3:10:28] Trustee Rogers: programs committee and FPC are very focused on continuing with electronic meetings,

[3:10:35] Trustee Rogers: which I think is a great development. I think I'm quite supportive, but I would still vote

[3:10:41] Trustee Rogers: for four. I

[3:10:46] Trustee Fast: think I have in my notes from last meeting I note that we did go

[3:10:55] Trustee Fast: from four to six have a check mark beside it good so I I thought we might

[3:11:00] Trustee Fast: have taken a vote on that I'm not sure however maybe we could make it four to

[3:11:07] Trustee Fast: two six or um give the set an expectation of four with um uh because it does say and any further

[3:11:23] Trustee Fast: meetings must be planned with the approved committee's meeting expense account maybe we

[3:11:27] Trustee Fast: want to add in there um with senior staff uh approval and the approved committee's expense

[3:11:35] Trustee Fast: account something like that to give the option from four for more if the committee is really

[3:11:42] Trustee Fast: going above and beyond uh like our what seems to be working right now anyway so

[3:11:50] Trustee Luckham: i don't think that

[3:11:51] Trustee Luckham: there's a restriction on a committee scheduling an additional meeting if they need it that's

[3:11:56] Trustee Luckham: what's happening presently so i think four synchronizes with council's expectations of

[3:12:02] Trustee Luckham: of delivery of meetings.

[3:12:04] Trustee Luckham: And correct me if I'm wrong, Carmen or Russ,

[3:12:07] Trustee Luckham: the ability exists for those committees

[3:12:11] Trustee Luckham: to schedule special meetings.

[3:12:13] Voice 4: Correct, anytime they need it.

[3:12:15] Trustee Fast: What my point is, is Dan's point about all the extra time

[3:12:21] Trustee Fast: of senior staff to attend these meetings

[3:12:23] Trustee Fast: and do they get no say in this.

[3:12:27] Trustee Fast: And so this is why in 5.1, I'm suggesting that any further

[3:12:35] Trustee Fast: meetings must be planned within the approved committee's meeting expense account and with

[3:12:41] Trustee Fast: consultation or with uh approval from senior staff some some way a better word for them to

[3:12:48] Trustee Fast: be able to manage their workloads yeah

[3:12:54] Trustee Luckham: i'm struggling a little bit because in every

[3:12:56] Trustee Luckham: meeting i've ever been at where another meeting has been discussed uh staff have been consulted

[3:13:00] Trustee Luckham: in the meeting as to whether or not their availability whether or not they have the

[3:13:04] Trustee Luckham: ability to do that okay i

[3:13:06] Trustee Fast: haven't been

[3:13:07] Trustee Fast: part of any of these committees this term so i see

[3:13:09] Trustee Luckham: oh i see okay yeah so that conversation happens uh it happened in fact just last week with the

[3:13:15] Trustee Luckham: regional planning manager um can you facilitate another meeting and his answer was yes and so

[3:13:22] Trustee Luckham: then it happens so it's not done in uh in absence of information well

[3:13:28] Trustee Fast: i'm wondering if we want to

[3:13:29] Trustee Fast: to put it in the policy then because another committee chair might not be so obliging yeah

[3:13:38] Trustee Luckham: be a breakdown of civility i would think but anyway i suppose but i'm trying to uh work at

[3:13:45] Trustee Luckham: how we might get this advanced uh to council okay

[3:13:49] Trustee Fast: i'll drop it that's fine i just wanted to bring it

[3:13:51] Trustee Fast: up well

[3:13:52] Trustee Luckham: i don't want to uh is anybody else uh think that there needs to be further explanation

[3:13:58] Trustee Luckham: there or what i'm hearing is four meetings uh prescribed is sufficient and the opportunity

[3:14:04] Trustee Luckham: to schedule other meetings is available uh ceo hudson uh

[3:14:08] Voice 13: thank you mr chair and i want to thank

[3:14:09] Voice 13: trustee uh vice chair fast for bringing that point up i think it's a it's a good point um it's about

[3:14:15] Voice 13: cumulative effects as opposed to one particular instance um where i get comfort is 4.2 it's the

[3:14:21] Voice 13: cao's role to manage and direct staff support to committees and concerns in this regard should be

[3:14:26] Voice 13: communicated to the committee chair to the CAO and what happens is yes at a committee let's have

[3:14:32] Voice 13: another meeting hey we have one no big deal hey we have two but then what happens is the senior

[3:14:37] Voice 13: staff person starts coming to me going well it's tough for me to say no when everyone's just voting

[3:14:44] Voice 13: and you know and then it's usually the same people on another committee so then everyone's having

[3:14:48] Voice 13: more committee meetings so there's got to be something in here that says what's our moment for

[3:14:53] Voice 13: um reflective thought so i'm going to say it's 4.2 without having to amend your 5.1 good i'm

[3:15:01] Trustee Fast: satisfied yeah

[3:15:04] Trustee Luckham: and you did bring up a good point there russ that i that i i wondered where quite

[3:15:10] Trustee Luckham: honestly david's listening um no doubt um i i do wonder about the political pressures of wanting

[3:15:16] Trustee Luckham: to have more meetings and staff needing to say no but not saying no and i hope that everybody

[3:15:22] Trustee Luckham: everybody will say no. No means no. When the talk, and in fact, I took to heart your message

[3:15:31] Trustee Luckham: last meeting. There are too many meetings and I've been speaking to that when the conversations

[3:15:37] Trustee Luckham: come up, but it hasn't, we have managed to schedule more meetings in the meantime. So

[3:15:44] Trustee Luckham: I think we, as vice chairs and as chair, ex officio or not, it's the opportunity to support

[3:15:50] Trustee Luckham: staff in the management of the overall resources of the Alamance Trust. Okay so

[3:15:58] Trustee Luckham: it sounds like we got a bunch of amendments to 7.1.0. Is there

[3:16:04] Trustee Luckham: anything else Trustee Patrick? No? Okay so Carmen is it conceivable that you can

[3:16:11] Trustee Luckham: facilitate that in a revised version that I am going to suggest that we see

[3:16:17] Trustee Luckham: at the 11th hour prior to the meeting and if we're not happy the opportunity exists to pull it but

[3:16:23] Trustee Luckham: otherwise i would see it advancing to council sure

[3:16:28] Voice 4: absolutely now are you saying that it'll go

[3:16:31] Voice 4: on the next ec agenda and not go on the council agenda at this time no

[3:16:36] Trustee Luckham: we'll go on both of those

[3:16:37] Trustee Luckham: agendas

[3:16:38] Voice 4: okay sure yes

[3:16:40] Trustee Luckham: is that okay with vice chairs all right awesome ceo we got her done

[3:16:46] Voice 13: we've got one done nice okay

[3:16:50] Trustee Luckham: so that's that's gonna go as amended so let me write that down

[3:16:55] Trustee Luckham: before i forget so now 7.1.1 are you guys okay at 12 17 to plow through the next four items here

[3:17:03] Trustee Luckham: and then we'll break i am okay

[3:17:07] Trustee Luckham: 7.11 then is amend policy 7.4.1 incoming local trust committee

[3:17:13] Trustee Luckham: correspondence RFD. Who's going to speak to that?

[3:17:19] Voice 4: Carmen, go ahead.

[3:17:21] Voice 4: Yes. Again, I think if we went

[3:17:24] Voice 4: to the track changes version on page one, starting one page 126. Thank you.

[3:17:33] Voice 4: And actually the first

[3:17:35] Voice 4: amendments are on the next page. With the advent of email correspondence, it's just as easy for a

[3:17:45] Voice 4: a trustee to tell the person if you want your item to go on an agenda please forward it

[3:17:50] Voice 4: through the normal circumstances so not necessary to use a pre-approved reply message just send a

[3:17:58] Voice 4: message back to the person and then starting in 1.6 and onwards this is what trust council asked

[3:18:07] Voice 4: us to do was add wording to indicate that not all correspondence goes on an agenda much of it

[3:18:14] Voice 4: it may be posted directly to an LTC webpage.

[3:18:19] Voice 4: So we switched gears with that a few years ago

[3:18:21] Voice 4: and the policy hasn't caught up to that.

[3:18:23] Voice 4: So that goes on a number of sections.

[3:18:27] Voice 4: At 1.7 at the top of page 128,

[3:18:32] Voice 4: we're clarifying that correspondence

[3:18:34] Voice 4: about an open bylaw enforcement file

[3:18:36] Voice 4: will not be included on a public agenda

[3:18:38] Voice 4: nor posted to an LTC webpage.

[3:18:41] Voice 4: page. We've had some experience with that in the last couple of months where a community was

[3:18:48] Voice 4: writing letters to the LTC about an open bylaw enforcement file and wanting their correspondence

[3:18:54] Voice 4: posted and staff resisted posting that in part due to this policy and so we're just expanding

[3:19:02] Voice 4: it a little bit to from bylaw complaints to correspondence in general about open bylaw

[3:19:07] Voice 4: enforcement files okay and then going down a little farther bottom of page 128 top of page 129

[3:19:23] Voice 4: we're specifying what kinds of correspondence are automatically posted to a web page and that is

[3:19:31] Voice 4: correspondence about active rezoning applications development variance permits or temporary use

[3:19:36] Voice 4: permits uh one question i had of david here that we didn't get to the bottom of before this agenda

[3:19:42] Voice 4: went out is should we include correspondence about active projects because I understand at

[3:19:50] Voice 4: least one of our offices is posting that our projects cover many different types of things

[3:19:56] Voice 4: including major bylaw overviews and so on so I'd want to know if we're if we should be including

[3:20:03] Voice 4: active projects in that line and then we've also provided for the director of local planning

[3:20:10] Voice 4: services or designate namely an rpm to direct that posting of correspondence stop where volumes are

[3:20:18] Voice 4: overwhelming where there may be uncertainty about a defamatory statement in correspondence or

[3:20:24] Voice 4: otherwise deemed inappropriate um so i think i recall daniella saying this week that um in one

[3:20:32] Voice 4: of the postings that she's been doing posting correspondence she has over 500 pieces there

[3:20:37] Voice 4: Each piece has to be reviewed line by line for FOI considerations as well as defamatory content

[3:20:46] Voice 4: and it's the defamatory content that's really hard to identify sometimes.

[3:20:51] Voice 4: How will staff know that a statement that's made is true or not true?

[3:20:56] Voice 4: And again we've had examples of writers taking objection to a letter that's been posted

[3:21:04] Voice 4: saying something about them and they're saying that's not true so um basically we want to have

[3:21:11] Voice 4: a clause in here that gives us the right to withhold posting uh with the understanding

[3:21:17] Voice 4: that local trust committees get all correspondence uh addressed to them in any case this is just a

[3:21:23] Voice 4: matter of us choosing at times where it's not appropriate or it's just too impactful on the

[3:21:29] Voice 4: workload to be able to post every stitch of correspondence that's coming in on a matter.

[3:21:37] Voice 4: So I think that's my overview of that.

[3:21:42] Trustee Luckham: All right. So David, did you have a response to Carmen?

[3:21:45] Trustee Luckham: Was the response necessary, Carmen? You've got some language in there.

[3:21:48] Voice 4: Yeah, I was hoping to

[3:21:51] Voice 4: find out whether we should, whether we automatically post correspondence about

[3:21:56] Voice 4: about active projects, some of which may go on

[3:21:59] Voice 4: for several years, do we automatically post those

[3:22:03] Voice 4: and they're not included as an agenda package later on?

[3:22:08] Voice 2: Yeah, I did think about this through the chat, thank you.

[3:22:13] Voice 2: If it's an active project, we'll have a file for it

[3:22:17] Voice 2: on the website, so if it's a rezoning

[3:22:21] Voice 2: or a temporary use permit, a development variance permit,

[3:22:25] Voice 2: we'll have those on the website.

[3:22:26] Voice 2: So my thinking is that correspondence that comes in, it would be reported to the Trust

[3:22:33] Voice 2: Committee as part of the staff report.

[3:22:35] Voice 2: We could post it to the website for information, direct people there, as long as there's already

[3:22:41] Voice 2: a file on the website for it.

[3:22:44] Voice 2: I wouldn't send it directly to the Trust Committee otherwise, I'd keep it as part of the application.

[3:22:52] Voice 2: okay

[3:22:53] Voice 4: so it's a yes to posting correspondence about active projects then

[3:22:57] Voice 2: if that active

[3:22:59] Voice 2: project is already on our website yes okay

[3:23:02] Trustee Fast: that's

[3:23:04] Voice 2: my advice anyway okay

[3:23:06] Trustee Fast: when you say project do you

[3:23:08] Trustee Fast: mean open applications or do you mean a project of the local trust committee like the farm plan

[3:23:16] Trustee Fast: on denman i

[3:23:19] Voice 2: would see that as both if it's an application that the trust committee has been

[3:23:23] Voice 2: working on they're getting correspondence our normal procedure before we had the website

[3:23:28] Voice 2: would be to keep it and then present it to the trust committee with the staff report that is

[3:23:33] Voice 2: advancing the application now we're posting um our staff reports on the website it can go with those

[3:23:40] Voice 2: staff reports to the website as well and the same goes for projects okay

[3:23:46] Voice 14: okay

[3:23:48] Voice 2: okay

[3:23:49] Trustee Luckham: thank you um and

[3:23:51] Trustee Luckham: And Sue Ellen Foster, another question with respect to this amendment?

[3:23:56] Trustee Fast: Yeah, I've just been, I think there's a, I think about posting to the website as publication.

[3:24:07] Voice 4: And

[3:24:08] Trustee Fast: so if we're publishing other people's correspondence, I wonder if we want,

[3:24:14] Trustee Fast: because we redact things already for privacy, accuracy, derogatory comments,

[3:24:20] Trustee Fast: documents and at speed in time to get them into agendas, for example. And I've just dealt with

[3:24:28] Trustee Fast: this with that 500 name petition on Denman back in March. And I had to, sometimes there's also

[3:24:38] Trustee Fast: delegation presentations that go along with all this. Anyway, I wonder about whether we might

[3:24:45] Trustee Fast: might want to just set a simple policy to remove all proper names from committees where they're

[3:24:54] Trustee Fast: referring to somebody else. I'm trying to think of how to make it easier for staff to do all the

[3:24:59] Trustee Fast: redacting and make the decisions about what's derogatory or not. But I don't think that's

[3:25:06] Trustee Fast: practical either. Anyway, I'm just sympathetic with how much time it takes for staff to make

[3:25:15] Trustee Fast: sure that what we're publishing as the islands trust is not harming somebody yeah

[3:25:20] Voice 4: we take a lot

[3:25:21] Voice 4: of care with that david

[3:25:26] Trustee Luckham: margaret's hand is up yeah go ahead david yeah

[3:25:30] Voice 2: if i may um i think one

[3:25:32] Voice 2: option we probably should look into is having a disclaimer on the website um i think that would

[3:25:38] Voice 2: then help to reduce the amount of redacting that we need to do and also covers if we miss something

[3:25:45] Voice 2: yeah i

[3:25:46] Voice 2: believe we do have

[3:25:47] Voice 4: a disclaimer uh but it's it's hard to find it on the website

[3:25:53] Voice 4: yeah yeah i'm not sure it's front and center on each ltc web page on some of them it was but with

[3:25:59] Voice 4: the new format i'm not really sure but we definitely had a disclaimer to let the public

[3:26:05] Voice 4: know that your your correspondence will be posted um online yeah

[3:26:10] Voice 2: and also and maybe you know we can

[3:26:13] Voice 2: can talk about this offline, Carmen, but also a disclaimer about, you know, these are not

[3:26:21] Voice 2: the views of the local trust committee, for example, and it's that kind of a thing.

[3:26:26] Voice 2: So we can have a look into that as a way to make it better.

[3:26:35] Trustee Luckham: Okay.

[3:26:36] Trustee Luckham: Trustee Patrick?

[3:26:40] Trustee Patrick: I think I have all the trust committees, including the one I'm on, that are the largest

[3:26:44] Trustee Patrick: generators of correspondence.

[3:26:45] Trustee Patrick: So, Carmen and the staff that are all touching it, I understand the overwhelming, especially, I think it's been, since the pandemic started, it's just been more, more, more, more.

[3:27:00] Trustee Patrick: more um i think i think you're on to something david not only should we be doing a disclaimer

[3:27:07] Trustee Patrick: perhaps in our our our chair notes at the beginning of every meeting we should be stating

[3:27:15] Trustee Patrick: these basic requirements that you know because i know when we have the town hall i keep repeating

[3:27:22] Trustee Patrick: we always want to hear from you please email um you know please email us and so forth because

[3:27:27] Trustee Patrick: you know we know that we've got the live streaming happening that people can't talk to us and then

[3:27:31] Trustee Patrick: then we've got the web piece that they can talk to us i'm always trying to make sure i'm addressing

[3:27:34] Trustee Patrick: both sides of the of the meeting uh easily i could say and be you know just a reminder of the of the

[3:27:41] Trustee Patrick: rules that you know if you do write to us that is public information it will be placed on the

[3:27:46] Trustee Patrick: website because i know sometimes um when i receive correspondence from other islands that you know

[3:27:54] Trustee Patrick: if they sent it to the three trustees i always kind of wait delay a little bit and see did one

[3:27:58] Trustee Patrick: One of the trustees respond to say, you know, thank you.

[3:28:01] Trustee Patrick: And I'm forwarding it to staff, dot, dot.

[3:28:04] Trustee Patrick: And if they don't, then I'll respond saying, thank you for your correspondence and forwarding

[3:28:09] Trustee Patrick: it to staff, you know, free information.

[3:28:11] Trustee Patrick: I'm forwarding to staff.

[3:28:12] Trustee Patrick: And sometimes you get the response, oh, no, I didn't want that public because some of

[3:28:17] Trustee Patrick: these smaller islands, you know, they have a little bit more comfort and freedom and

[3:28:21] Trustee Patrick: thinking that they're expressing something to their trustee that is private, even though

[3:28:26] Trustee Patrick: they sent it to all three of us.

[3:28:28] Trustee Patrick: So I think the more that we can help people be aware of, you know, how we intend to handle their correspondence and if we repeat it 1000 times, that's, that's okay.

[3:28:40] Trustee Patrick: So I think that's important.

[3:28:43] Trustee Patrick: The item 1.7 that the bylaw complaints and correspondence regarding open bylaw enforcement files.

[3:28:52] Trustee Patrick: We get so many applications that are the result of bylaw enforcement.

[3:28:58] Trustee Patrick: quite often the correspondence either speaking in favor or against that now it's now it's an

[3:29:04] Trustee Patrick: application will make reference to the you know offending actions that created the bylaw

[3:29:13] Trustee Patrick: enforcement at the first place i'm just raising that as there could be some challenges with what

[3:29:18] Trustee Patrick: is reference to the bylaw versus the application that this person is now trying to rectify a problem

[3:29:24] Trustee Patrick: with and I see that quite common it's quite it's a quite common nature of the

[3:29:32] Trustee Patrick: correspondence the other it's one that hasn't been amended but it's the comment

[3:29:38] Trustee Patrick: that and it's again a challenge and one that we're seeing on South Pender in

[3:29:44] Trustee Patrick: particular that this is commit that is relevant to the actions or decisions of

[3:29:49] Trustee Patrick: of the local trust committee when trustees are even just brainstorming or thinking about where

[3:29:56] Trustee Patrick: they're going to go to next you know it can create

[3:30:00] Trustee Patrick: a lot of correspondence and I'm finding,

[3:30:04] Trustee Patrick: especially in these smaller communities,

[3:30:06] Trustee Patrick: people are they're looking for their piece of correspondence and they call us

[3:30:09] Trustee Patrick: out. I checked last night. It's not there. And, you know, those,

[3:30:14] Trustee Patrick: so they're looking, you know, they want their information to be public.

[3:30:17] Trustee Patrick: And it's questionable of, is it public? Because we have,

[3:30:20] Trustee Patrick: there isn't even a project yet on this topic.

[3:30:23] Trustee Patrick: It's just a chatter in the community and the trustees haven't decided yet.

[3:30:29] Trustee Patrick: so um i i think that we we and i know on salt spring it's if a piece of correspondence is

[3:30:37] Trustee Patrick: addressed to two or more trustees it's it's into the agenda package period um whereas i'm seeing

[3:30:44] Trustee Patrick: the other islands it's like oh well it wasn't completely relevant to what we were doing so we

[3:30:48] Trustee Patrick: let the trustees know it was there but it's not in the staff package and it's so um i'm just saying

[3:30:55] Trustee Patrick: that's i know it's tough i know it's tough i know it's tough and um not sure how we provide for

[3:31:02] Trustee Patrick: that in

[3:31:02] Voice 4: policy or guidelines uh more of a

[3:31:05] Voice 4: case-by-case thing well

[3:31:07] Trustee Patrick: i think it's also perhaps

[3:31:08] Trustee Patrick: as as uh david i think it's one of i think i think we need to make course conversations about

[3:31:16] Trustee Patrick: correspondence the nature of the correspondence the trends of correspondence part of the

[3:31:20] Trustee Patrick: conversations that you know you're having with staff what are they seeing especially the regional

[3:31:25] Trustee Patrick: planning managers across the island so that we're being consistent with how we handle these trends

[3:31:32] Trustee Patrick: and and then us as chairs could be repetitive of what the general nature is because of the

[3:31:40] Trustee Patrick: fact that we're broadcasting now that's all I have okay

[3:31:51] Trustee Luckham: so there's an awful lot there we have

[3:31:59] Trustee Luckham: We have an amended policy here that's going to council.

[3:32:04] Trustee Luckham: Are we satisfied with, and have you captured that Carmen?

[3:32:09] Trustee Luckham: Any of the suggested amendments?

[3:32:12] Voice 4: Yes, I was

[3:32:13] Voice 4: just going to make one amendment

[3:32:14] Voice 4: that I heard loud and clear,

[3:32:16] Voice 4: and that was to add the active projects correspondence

[3:32:19] Voice 4: will be posted under a certain condition.

[3:32:22] Voice 4: Other than that, I didn't really hear further amendments.

[3:32:26] Voice 4: okay

[3:32:27] Trustee Luckham: so are we satisfied um in advancing 7.11 as amended to council and i think rogers has

[3:32:35] Trustee Fast: something to say dan

[3:32:36] Trustee Luckham: give give me a moment thank you um and i lost my train of thought now so we've

[3:32:43] Trustee Luckham: got one amendment and are there any other amendments i see dan rogers hand

[3:32:47] Trustee Rogers: i i have a

[3:32:50] Trustee Rogers: question and an observation what my question is does any of the and I couldn't quite decipher

[3:32:59] Trustee Rogers: but do any of the amendments here affect the fact that when a staff report comes on an application

[3:33:07] Trustee Rogers: there would be a section that says here's the response we've had from the community and has

[3:33:13] Trustee Rogers: the various pieces of correspondence for example on a TUP or a DVP or anything like that that

[3:33:18] Trustee Rogers: that practice would still continue even with these amendments.

[3:33:22] Trustee Rogers: Is that correct?

[3:33:22] Trustee Rogers: My

[3:33:23] Voice 4: understanding, but I think David should answer that.

[3:33:27] Trustee Rogers: I mean, that's an important piece of all of those decision items that we make.

[3:33:33] Trustee Rogers: Yes.

[3:33:33] Trustee Rogers: We are very clear because sometimes we don't get them.

[3:33:37] Trustee Rogers: Sometimes they go to staff, although they're pretty good.

[3:33:40] Trustee Rogers: But I just want to make sure they're still going to be on the agenda package on those kinds.

[3:33:45] Trustee Rogers: I mean, I know what the issue is.

[3:33:47] Trustee Rogers: The issue is when we have over a period of 18 months, we get hundreds and people phone up and say, why isn't my correspondence on the agenda?

[3:33:59] Trustee Rogers: Don't you think it's important?

[3:34:00] Trustee Rogers: And I mean, my second question is an observation, which is, if the three of us, four of us are having this long conversation around this policy amendment, we should be prepared that at press council, it's going to be, we're going to need to make sure, there's going to be some time required to put this kind of policy through.

[3:34:23] Trustee Rogers: so well

[3:34:26] Trustee Luckham: thank you dan i'm glad somebody is is thinking exactly what i'm thinking because

[3:34:31] Trustee Luckham: i don't know about this um anyway so i didn't hear another amendment there

[3:34:38] Trustee Luckham: and

[3:34:38] Voice 9: so

[3:34:40] Trustee Luckham: thank you dan are there any other amendments to 7.11 then i'm gonna take it

[3:34:47] Trustee Luckham: then that carmen you'll make that amendment and we will advance that to council as amended

[3:34:52] Trustee Luckham: Yes.

[3:34:53] Trustee Luckham: So I've got, if you can bear with me, at 1235, I've got three more items to talk about here.

[3:34:59] Trustee Luckham: Shall we wrap these up?

[3:35:01] Trustee Luckham: Okay.

[3:35:03] Trustee Luckham: So legal services policy request for decision.

[3:35:07] Trustee Luckham: Who's going to speak to that?

[3:35:10] Voice 4: I can speak to that and I'm sure that David and Russ will speak up as needed.

[3:35:17] Voice 4: Okay.

[3:35:20] Voice 4: Okay.

[3:35:21] Voice 4: Okay, so this policy ensures that legal advice is handled in a sensitive and confidential way.

[3:35:30] Voice 4: This is a trust counsel policy with respect to its use and disposition.

[3:35:35] Voice 4: And it requires that the trust object is taken into account in all legal advice.

[3:35:41] Voice 4: And it also covers restricted in camera, which I have had very little, not restricted in camera, I shouldn't say that,

[3:35:50] Voice 4: restricted legal opinions. And I haven't had any experience with those in the almost 11 years of

[3:35:57] Voice 4: working here. David may have. So in any case, there's a definition for restricted. It's been

[3:36:06] Voice 4: moved from in the body up to definitions. This policy confirmed that legal advice is the property

[3:36:13] Voice 4: of trust counsel and that trust counsel is the client and we see that in the um contract we have

[3:36:20] Voice 4: with young anderson where it very clearly states who the client is and this policy also says that

[3:36:28] Voice 4: only executive committee and trust counsel can waive solicitor client privilege by resolution

[3:36:34] Voice 4: and generally we get legal advice on waiving the privilege um and then after that i think

[3:36:43] Voice 4: i'm open to questions or staff are open to questions sure

[3:36:49] Trustee Luckham: uh any other remarks from staff

[3:36:51] Trustee Luckham: otherwise we'll go to vice chairs okay vice chairs dan rodgers i

[3:36:58] Trustee Rogers: saw the ceo put his hand up so

[3:37:01] Trustee Luckham: well

[3:37:02] Voice 13: just saying this is a long-standing piece of work we're glad to have had a chance to do it

[3:37:08] Voice 13: it it may not satisfy every single interest um but i think it's a vast improvement what we had

[3:37:13] Voice 13: had before we certainly have digested uh trustee rogers uh comments um coming in a couple of

[3:37:20] Voice 13: different waves um which has been great and um we discussed uh all of those as as we've arrived

[3:37:28] Voice 13: at this so there's nothing here that carmen hasn't put forward that we haven't given some

[3:37:32] Voice 13: reasonable consideration to as you have this policy in front of you

[3:37:41] Trustee Rogers: so mr chair with your permission and go ahead i just i just wanted to say it i was about to say

[3:37:47] Trustee Rogers: it is considerably um uh clearer to me thank you for your work um the only the only comment i have

[3:37:58] Trustee Rogers: and i guess it's more of a comment question is i wonder about um uh the definite i i wonder about

[3:38:07] Trustee Rogers: legal advice in other areas as i pointed out like occasionally we've gotten advice regarding

[3:38:14] Trustee Rogers: our relationship with first nations we've gotten legal advice related to we may get you know there

[3:38:19] Trustee Rogers: may be times we need to get relate advice related to staff matters etc etc etc and i am concerned

[3:38:25] Trustee Rogers: that those might be uh necessary so i would add words as restricted legal advice is defined as

[3:38:33] Trustee Rogers: legal advice where litigation is commenced, as well as legal advice about matters of potential

[3:38:38] Trustee Rogers: conflict of interest or personal liability, or as determined under this policy. So that there's no

[3:38:48] Trustee Rogers: question that the EC or the Trust Council can decide that legal advice can be restricted into

[3:38:57] Trustee Rogers: how it can be. So I would just add the words, or as determined under this policy. And then you've

[3:39:02] Trustee Rogers: gone ahead and you've set up a system whereby legal advice can be restricted. So beyond that,

[3:39:09] Trustee Rogers: I think this is a lot clearer and I'm happy with the amendment. Thank you for taking all my

[3:39:16] Trustee Rogers: thoughts into account.

[3:39:18] Voice 4: That's an easy amendment.

[3:39:22] Trustee Luckham: Okay. Anything else from vice chairs?

[3:39:28] Trustee Rogers: And I also found out that you're not only the legislative service manager,

[3:39:33] Trustee Rogers: you're the corporate secretary too and

[3:39:35] Voice 4: the foi head so

[3:39:37] Trustee Rogers: i i had a learning experience because i

[3:39:40] Trustee Rogers: was trying to figure that all out and then i went to that's what i went to the organizational chart

[3:39:45] Trustee Rogers: and there it

[3:39:46] Trustee Rogers: was yeah

[3:39:47] Voice 13: so you guys are starting to figure out i don't do much and all these

[3:39:50] Voice 13: rest of these people on the screen do a whole bunch i

[3:39:55] Trustee Luckham: wouldn't have i wouldn't have said that

[3:39:56] Trustee Luckham: out loud for us.

[3:39:59] Trustee Luckham: Thank you. So I'm assuming there's concurrence on the recommendation there

[3:40:06] Trustee Luckham: from Trustee Rogers and so therefore that's an also an amendment before that goes to council.

[3:40:13] Voice 4: And then there's one

[3:40:14] Voice 4: more one more legal services policy this was a two-part thing so there's one

[3:40:18] Voice 4: that's lengthier than the one we just looked at and there were numerous amendments made to that.

[3:40:22] Voice 4: out well

[3:40:23] Voice 13: where is that that

[3:40:25] Voice 4: is 692 page

[3:40:28] Voice 13: 141 yeah um

[3:40:32] Trustee Rogers: and the and the track changes start at page 149

[3:40:40] Voice 4: that's where we want to go

[3:40:41] Trustee Rogers: yes and i have

[3:40:44] Trustee Luckham: no comment oh i see so there's two so there should

[3:40:48] Trustee Luckham: been two items listed there then okay um so let me scroll back here um okay so there is so i'm just

[3:40:57] Trustee Luckham: treating this as a single rfd which has two yes

[3:41:00] Trustee Luckham: yeah i'm treating as a single rfd okay yeah and

[3:41:03] Trustee Luckham: so therefore uh there are no other there are no remarks on the second item all right perfect i

[3:41:10] Trustee Luckham: like that a lot all right so then that um is uh going that rfd is going to go forward as amended

[3:41:16] Trustee Luckham: So I'm actually just going to, because now we're getting into delegations next, I'm just going to take this moment to advance the work that we've approved to council.

[3:41:28] Trustee Luckham: Council. So, Lori, I am forwarding to Council 7.1.4 as presented, 7.1.5 as presented, 7.19

[3:41:45] Trustee Luckham: as amended, 7.10 as amended, 7.1.11 as amended, and 7.1.12 as amended, all forwarded to Council.

[3:42:02] Trustee Luckham: and just note for the minutes that 7.1.0 will come back to executive committee prior to the

[3:42:11] Trustee Luckham: council meeting as well all right everybody okay with that by general consent all right thank you

[3:42:19] Trustee Luckham: thank you very much so now we're at 7.1.3 uh delegations um somebody wishes to speak to 7.1.3

[3:42:29] Trustee Luckham: uh trustee patrick

[3:42:32] Trustee Patrick: um i mean i have a great deal of respect for you know michael and the time he

[3:42:38] Trustee Patrick: takes to do this i'm just wondering i'm just concerned about um respect for reconciliation

[3:42:46] Trustee Patrick: and where we are in that process because i'm i'm i don't think it's intended by by his delegation

[3:42:55] Trustee Patrick: but i just have some concerns it is but it's just thin so i was of there's so much of about

[3:43:05] Trustee Patrick: reconciliation in the in the rewrite of the current draft policy that so that that's i'm

[3:43:11] Trustee Patrick: just flagging that as i i found it just to due to its absence of that it was a bit of a step there

[3:43:20] Trustee Patrick: so you know it was just consideration of could this not just be correspondence instead of a

[3:43:26] Trustee Patrick: full delegation or there's really no difference and i'm i'm just raising it i don't really have

[3:43:30] Trustee Patrick: a strong opinion i was just questioning well

[3:43:34] Trustee Luckham: that's a great question there seems to be a lot

[3:43:37] Trustee Luckham: of repetition from previous delegations on the same subject um of which there has not been a

[3:43:45] Trustee Luckham: take-up um by um the work that's being um advanced by trust council so not sure what to do about that

[3:43:54] Trustee Luckham: our option here is to provide the opportunity for delegation or not indeed the subtleties

[3:44:02] Trustee Luckham: of whether or not it's a piece of correspondence or a presentation which I'm hoping he doesn't read

[3:44:08] Trustee Luckham: but he can summarize so what's your desire vice chairs in terms of approving this delegation

[3:44:16] Trustee Luckham: with the materials provided Mr.

[3:44:20] Trustee Rogers: chair I we can assume he's going to read it

[3:44:22] Trustee Rogers: um he has he he so that's a nice but he will read the first four three and a half pages

[3:44:31] Trustee Rogers: he won't read the whole thing um i don't i don't think it's there's anything i think it's the

[3:44:41] Trustee Rogers: problem is in the absence not in the presence and so i not inclined to say no you can't come

[3:44:49] Trustee Rogers: because you you aren't being fulsome enough in your your comments related to reconciliation

[3:44:54] Trustee Rogers: reconciliation. So I think that would tend to.

[3:44:59] Trustee Luckham: All right. So is there any objections to

[3:45:02] Trustee Luckham: advancing the delegation from Michael Sketch to council? No. So then I will do that in a moment.

[3:45:09] Trustee Luckham: The next one here, 7.1.5. Is there somebody that wishes to speak to that delegation request? Dan

[3:45:15] Trustee Luckham: Rogers.

[3:45:16] Trustee Rogers: I was going to speak to it. Here's the difficulty with this. What I see is this

[3:45:26] Trustee Rogers: this delegation is the content is four slides,

[3:45:33] Trustee Rogers: but we don't know what it is they're going to fill in

[3:45:39] Trustee Rogers: around the topics that they raise.

[3:45:44] Trustee Rogers: And often what we see is we see the content contained

[3:45:49] Trustee Rogers: in the actual presentation that's there.

[3:45:54] Trustee Rogers: but here we're you know and that's the reason we ask for it in advance is so we know what people

[3:46:01] Trustee Rogers: are going to say um i read this and go i have no what i have no idea what rain coast is going to

[3:46:09] Trustee Rogers: say um just because they basically just presented three topics and said we want to talk to you about

[3:46:16] Trustee Rogers: these um like i don't know what strengthening the trust policy statement means i mean uh i mean

[3:46:23] Trustee Rogers: other than I can assume I know because I've read their opinion pieces.

[3:46:28] Trustee Rogers: And I wonder what others thought about asking them to provide us

[3:46:33] Trustee Rogers: with the content before we approve them as a delegation,

[3:46:37] Trustee Rogers: as opposed to just giving me these presentation overviews.

[3:46:43] Trustee Rogers: That was my reaction.

[3:46:45] Trustee Rogers: I'm not opposed to having people who are critical of what we do

[3:46:48] Trustee Rogers: come and talk to us, but I'd like to know what it is they're about to say

[3:46:52] Trustee Rogers: before we give them a platform to do it.

[3:47:04] Trustee Luckham: Well, that's indeed a difficulty

[3:47:07] Trustee Luckham: which we haven't addressed in policy or otherwise.

[3:47:10] Trustee Luckham: So do you have a recommendation one way or the other

[3:47:15] Trustee Luckham: or not that we approve this delegation?

[3:47:18] Trustee Patrick: What's the policy again?

[3:47:19] Trustee Patrick: Just to, I know I ask every time we have the meeting

[3:47:22] Trustee Patrick: cause I can't remember four months later, three months.

[3:47:25] Trustee Patrick: what do we what do we require for a submission or something um

[3:47:31] Trustee Luckham: let's see or carmen do you have

[3:47:33] Trustee Luckham: any response carmen currently

[3:47:35] Voice 4: we require that um delegations provide an outline of their

[3:47:40] Voice 4: presentation but laurie and i have proposed amendments to the trust council procedure bylaw

[3:47:47] Voice 4: that's where the the rules are to say that they must provide a copy of their presentation and

[3:47:53] Voice 4: speaking notes so that we we have the same presentation that's going to be made but those

[3:47:59] Voice 4: amendments haven't been considered or adopted because we were waiting for the electronic

[3:48:04] Voice 4: meeting stuff so to send the bylaw all at once so right now it's a little bit vague and it's just

[3:48:10] Voice 4: the the topic or outline of what they want to speak about it's

[3:48:16] Trustee Fast: sue well in here i've got some

[3:48:17] Trustee Fast: updated news um

[3:48:21] Trustee Luckham: go ahead uh you have what thank

[3:48:25] Trustee Fast: you i'm just uh pointing out that on our new

[3:48:28] Trustee Fast: website there's now a new page um that claire worked on for at least a day uh called share

[3:48:35] Trustee Fast: your views and so um because uh so she's tried to consolidate it all and what it says about speak

[3:48:43] Trustee Fast: speak as a delegation, follow the instructions in the tables below to email or mail your request

[3:48:49] Trustee Fast: to the corporate body responsible, the meeting that you're interested in speaking at,

[3:48:55] Trustee Fast: and to provide your written submission by the minimum time frame. So we do ask them for the

[3:49:04] Trustee Fast: content, not just an outline.

[3:49:06] Voice 4: Yes, that's a procedure. It's not written into the procedure

[3:49:09] Voice 4: by law but it is a procedure and practice that we've been using

[3:49:13] Trustee Fast: it and it

[3:49:14] Trustee Fast: and it's the updated one and it's also similar to what we've been doing in

[3:49:21] Trustee Fast: northern region in the LTC's that I'm part of where we asked them to send

[3:49:28] Trustee Fast: their materials so that we can redact them on the other hand some people don't

[3:49:34] Trustee Fast: have materials they just want to stand there and speak so sometimes they're

[3:49:38] Trustee Fast: ex-trustees and people trust them and um i don't know i uh i would be inclined to turn down this

[3:49:47] Trustee Fast: uh recommendation or this uh proposal because um we saw the uh because we need to know what

[3:49:55] Trustee Fast: what they're going to present to us um in light of uh uh some recent uh opinion letters that have

[3:50:03] Trustee Fast: have been published by this group right raincoast um

[3:50:10] Trustee Luckham: yeah um that's a fair observation um however

[3:50:15] Trustee Luckham: what's on the website is not policy and i think we do have to be cautious about that

[3:50:20] Trustee Rogers: i saw the ceo is hand up yeah yeah

[3:50:24] Voice 13: they're we don't really have a a professional no

[3:50:29] Voice 13: no associated with these applications unless they're way down the road so um you know um

[3:50:39] Voice 13: we're getting some some generic submission here which we've we've asked for and um i think carmen

[3:50:45] Voice 13: and her team are going to bring something back i wouldn't want you to get with either this

[3:50:48] Voice 13: application or somebody else to get into a situation where you're saying no but you don't

[3:50:52] Voice 13: have any fundamental lever to do so um so i think here our policy hasn't caught up to um

[3:51:04] Voice 13: modern ways of moving thought so uh yeah if if they say well we don't have anything more specific

[3:51:14] Voice 13: then what would your answer be and then and i think i'd be holding making because it's between

[3:51:21] Voice 13: now and then there'll be some determination on that but certainly you know the bottom

[3:51:28] Voice 13: the bottom line is you can do as you see fit right in terms of a delegation

[3:51:32] Voice 13: yeah chair luckham they have their people have their hands

[3:51:38] Trustee Luckham: yeah i'm just producing that

[3:51:41] Trustee Luckham: presentation again so trustee patrick i

[3:51:45] Trustee Patrick: mean a piece the the third bullet is on page 174 this

[3:51:49] Trustee Patrick: just intro to, I'm not going to attempt to say the word properly because I'm dyslexic and

[3:51:54] Trustee Patrick: I can't say the native, the First Nations term there, but this is exciting work that they are

[3:52:04] Trustee Patrick: part of. And I think that the last EC meeting I had asked about that we consider options for

[3:52:11] Trustee Patrick: partnering and working with organizations for this potential grant intake coming in the fall

[3:52:16] Trustee Patrick: for the climate and that this is this is actually quite an exciting piece of work that is coming

[3:52:22] Trustee Patrick: that we should should know about so um and they have they have entered a a memo of understanding

[3:52:29] Trustee Patrick: with the wasanage leadership council to do this work um and it spreads across multiple islands

[3:52:35] Trustee Patrick: of scientists that are involved in it so there is a piece of their presentation that is going to be

[3:52:40] Trustee Patrick: very relevant and very interesting right i

[3:52:42] Trustee Patrick: mean not just all of it will be relevant but i meant

[3:52:45] Trustee Patrick: this piece will be informative good to know all

[3:52:50] Trustee Luckham: right um i haven't honestly i i have some

[3:52:56] Trustee Luckham: reservations i'll admit that um i don't have not heard a compelling reason to not uh not allow them

[3:53:03] Trustee Luckham: to come to council to make a presentation um and so unless somebody makes a counter motion

[3:53:09] Trustee Luckham: motion I'm going to suggest that we advance 7.15 to council as well along with 7.13 okay

[3:53:21] Trustee Luckham: so then by general

[3:53:23] Trustee Rogers: consent I've got my both I and then trust fast have our hands up oh

[3:53:28] Trustee Luckham: I'm sorry

[3:53:29] Trustee Luckham: I was looking at the screen I didn't see your hands up so trustee Rogers go ahead I was just

[3:53:35] Trustee Rogers: going to suggest i i have no reason i i think we should allow them to be a delegation i mean they

[3:53:41] Trustee Rogers: can come to come to town hall and say whatever they want anyway um but uh could i but a delegation

[3:53:48] Trustee Rogers: gives them a bit of a special spouse could i ask that we we approve their delegation status

[3:53:53] Trustee Rogers: and request they provide their speaking notes in advance if they don't they don't certainly

[3:54:00] Trustee Rogers: does that make sense certainly

[3:54:03] Trustee Luckham: in the in the letter of uh in the notification of approval

[3:54:07] Trustee Luckham: we can we can ask for that i think that's yes

[3:54:10] Voice 8: we've done that

[3:54:12] Voice 8: that's my suggestion

[3:54:12] Trustee Luckham: yeah we've

[3:54:14] Trustee Luckham: done that in the past and we look forward to tighter policy i think um trustee patrick over

[3:54:19] Trustee Luckham: to you no

[3:54:21] Trustee Rogers: it's trustee fast oh

[3:54:22] Trustee Luckham: trustee fast i missed that sorry yep

[3:54:25] Trustee Fast: it's um it's okay dan's

[3:54:27] Trustee Fast: caught it there basically yep all

[3:54:33] Trustee Luckham: right then so um then i'm going to take it by general consent

[3:54:37] Trustee Luckham: then that 7.13 7.15 be advanced to council and that uh both parties be um advised to provide

[3:54:51] Trustee Luckham: speaking notes

[3:54:52] Trustee Patrick: oh you

[3:54:54] Trustee Luckham: you have like

[3:54:55] Trustee Patrick: you have michael sketches speaking notes it's a and you

[3:54:58] Trustee Patrick: have a 1.14 as well there i

[3:55:02] Trustee Luckham: already i already oh

[3:55:04] Trustee Patrick: you already advanced that one okay sorry yeah

[3:55:05] Trustee Patrick: Yeah.

[3:55:05] Trustee Luckham: Yeah. So, so 7.1, the raincoast conservation provides speaking by general consent. Is that

[3:55:12] Trustee Luckham: all right? Okay. You got that, Lori? I do. I will contact right away.

[3:55:19] Trustee Luckham: Thank you very much, Lori. All right, then. So that brings us to local planning 7.2. Let's have

[3:55:26] Trustee Luckham: a break. Can we do, you want to do a full half an hour or 20 minutes? What would you like to do?

[3:55:33] Trustee Luckham: full half an hour yes

[3:55:35] Voice 13: we're we're at one we're one o'clock and we start at nine so um it would

[3:55:39] Voice 13: be appreciated to have at least half an hour

[3:55:42] Trustee Luckham: um absolutely okay so let's break and come back at

[3:55:46] Trustee Luckham: 1 30 and um we'll continue on with the rest of the agenda thank you thank you

[4:29:19] Voice 14: and everything.

[4:29:20] Voice 9: Yeah. All

[4:29:24] Trustee Luckham: right. Well, that was an exciting morning. And for welcome everybody

[4:29:29] Trustee Luckham: back, including members of the public observing our discussions today. We've spent the morning

[4:29:39] Trustee Luckham: looking after administrative items associated with reporting out from the vice chairs and

[4:29:50] Trustee Luckham: and from the directors.

[4:29:51] Trustee Luckham: And we've been working on a trust council meeting

[4:29:54] Trustee Luckham: preparation and they're now at 7.2 on the agenda page 179.

[4:30:00] Trustee Luckham: I want to take a moment to acknowledge and be thankful for the opportunity to live and work in Coast Salish Territory.

[4:30:08] Trustee Luckham: As I look out my window here onto the forest and meadow surrounding me, I am reminded of the rich history of this place that we call home, that has been the home to First Nations people since the beginning of time.

[4:30:23] Trustee Luckham: And with me today are my vice chairs, Sue Ellen Fast, trustee and counselor, Bowen Island

[4:30:34] Trustee Luckham: Municipality, Vice Chair Laura Patrick, Salt Spring Island, and Vice Chair Rogers, Keats

[4:30:42] Trustee Luckham: Island.

[4:30:43] Trustee Luckham: And with me is our staff, complement of staff, Russ Hudson-Piller, CAO, Julia Mobs, Director

[4:30:52] Trustee Luckham: Director of Administrative Services,

[4:30:54] Trustee Luckham: Carmen Teal, Manager of Legislative Services,

[4:30:59] Trustee Luckham: David Mahler, Regional Planning Director,

[4:31:01] Trustee Luckham: Claire Frater, Trust Area Services,

[4:31:04] Trustee Luckham: Delaney Hippola, Policy Analyst,

[4:31:07] Trustee Luckham: and of course, Lori Foster,

[4:31:09] Trustee Luckham: who keeps us all supported

[4:31:13] Trustee Luckham: with her Executive Administration support

[4:31:19] Trustee Luckham: with agendas and packages and minutes

[4:31:21] Trustee Luckham: and everything else that nobody else does in the organization anyway thank you everybody

[4:31:30] Trustee Luckham: we are at local planning services let us begin so following the pot the methods that I use

[4:31:41] Trustee Luckham: in the past I'll give the director an opportunity to introduce this section and perhaps and then

[4:31:48] Trustee Luckham: and we'll ask trustees if there's any items

[4:31:52] Trustee Luckham: they wish to speak to.

[4:31:53] Trustee Luckham: And so Director of Local Planning Services,

[4:31:55] Trustee Luckham: is there anything that specific

[4:31:56] Trustee Luckham: that you would like to address today?

[4:31:59] Voice 2: Thank you.

[4:32:01] Voice 2: Sorry, can you hear me okay?

[4:32:03] Trustee Luckham: Yes.

[4:32:05] Voice 2: Do anyone, there's nothing to highlight,

[4:32:08] Voice 2: just point out that the application processing services

[4:32:11] Voice 2: policy and model fee by law is an RFD for Trust Council.

[4:32:16] Voice 2: So that is on the agenda today. The intent is, at Council, is for me to do a short PowerPoint presentation to introduce this.

[4:32:27] Voice 2: It's one new policy that replaces three policies around application processing and a model fee by-law.

[4:32:36] Voice 2: So myself and the Chair of the Regional Planning Committee will probably do that presentation and we'll work that out together.

[4:32:43] Voice 2: other other than that the uh the last item 724 is an update in the regional planning team work

[4:32:49] Voice 2: program this is more about the actual work that's being done in proactive planning uh not about not

[4:32:57] Voice 2: so much about the um the background work of policy work and how we're making things work it's just

[4:33:02] Voice 2: on the ground what are we doing so it's wanting to report that out

[4:33:06] Voice 2: other than that it's the standard reports to council thank you

[4:33:12] Voice 2: all

[4:33:13] Trustee Luckham: right and thank you director mauler so i'll go to vice chairs and ask if there's any items

[4:33:18] Trustee Luckham: that you wish to uh ask questions of clarity or make amendments to uh uh in section 7.2

[4:33:26] Trustee Luckham: one through four vice chairs trustee patrick 7.2.3 7.2.3 okay uh anybody else

[4:33:36] Trustee Luckham: else? No. No. Okay. So then not seeing any of the hands up, I'm going to advance items

[4:33:46] Trustee Luckham: 7.2.1, 7.2.2 and 7.2.4 to council as presented. And now let's go back to 7.2.3 by general

[4:33:59] Trustee Luckham: General Consent 7.2.3. Trustee Patrick, Vice Chair Patrick.

[4:34:05] Trustee Patrick: Well, I want to thank Director Marler on the presentation.

[4:34:13] Trustee Patrick: That was an idea from the Regional Planning Committee

[4:34:16] Trustee Patrick: that there is some expectations that have been set

[4:34:19] Trustee Patrick: around this model fee by law that it's going to generate,

[4:34:22] Trustee Patrick: you know, heaps and piles of revenue so that,

[4:34:26] Trustee Patrick: and um um so i think that's part of the part of the expectation of the of the presentation is that

[4:34:32] Trustee Patrick: it helps set the context that you know then what this does exactly and what it won't do um and so

[4:34:39] Trustee Patrick: i think just to make sure i didn't look back on the agenda but this could generate quite a bit

[4:34:44] Trustee Patrick: of conversation this item so that make sure that we have allowed sufficient time otherwise i have

[4:34:53] Trustee Patrick: no amendments to it okay

[4:34:56] Trustee Luckham: very good then anybody else on that one no well I concur with

[4:35:04] Trustee Luckham: trustee Patrick and thank you for bringing this and advancing it and thank you to the

[4:35:10] Trustee Luckham: regional planning committee for their hard work in advancing this

[4:35:14] Trustee Luckham: I don't want to feed necessarily a great lengthy conversation or debate at council however

[4:35:21] Trustee Luckham: However, that is part of the responsibility is to be sure that we're doing the right thing

[4:35:27] Trustee Luckham: and advancing the right work.

[4:35:29] Trustee Luckham: As Trustee Patrick has, Vice Chair Patrick has indicated that it may fall short of what

[4:35:35] Trustee Luckham: some people's expectations are with respect to solving some of the financial woes of the

[4:35:40] Trustee Luckham: Islands Trust.

[4:35:41] Trustee Luckham: trust and we were talking earlier with respect to cost of meetings I think it was yeah it made

[4:35:52] Trustee Luckham: me reflect on my thoughts here and that there I think when we analyze the average cost of processing

[4:35:58] Trustee Luckham: a permit there are unaccounted for expenses and that's where the revenues big revenues are and I

[4:36:06] Trustee Luckham: don't know how to resolve that I am really happy to see this advancing but I think there's more

[4:36:11] Trustee Luckham: work to be done in the future about resolving that financial balance sheet in a way that reflects

[4:36:20] Trustee Luckham: the expenses associated with the land use applications in the Northwest area.

[4:36:28] Trustee Luckham: Anyway, so without any further ado, unless there's any other comments, I will advance 7.2.3

[4:36:35] Trustee Luckham: was the remaining item in that section to council by general consent so thank you everybody thank

[4:36:42] Trustee Luckham: you for that opportunity to say my two cents worth well 7.3 oil spill response section outlined so

[4:36:51] Trustee Luckham: we've lost that on today's agenda as they will not be attending and we certainly look forward

[4:36:56] Trustee Luckham: to them attending another session in the future maybe it'll be an in-person session wouldn't that

[4:37:02] Trustee Luckham: that be exciting um and you didn't address that ceo hudson pillar in your covid thing but you know

[4:37:08] Trustee Luckham: i see september as an in-person meeting as long as we keep it down to less than 50 people indeed

[4:37:16] Voice 13: i mean i think by the start of august there's national travel contemplated um as part of step

[4:37:22] Voice 13: four so um it might be a very different world september 1st is supposed to be business as usual

[4:37:28] Voice 13: usual improved business as usual yeah

[4:37:31] Trustee Luckham: well let's hope so certainly i will and i hopefully it's not

[4:37:35] Trustee Luckham: a false expectation certainly i sense even in the 24 hours since that announcement at one o'clock

[4:37:41] Trustee Luckham: yesterday there is a sense of joy um that we are going to be able to see our friends and loved ones

[4:37:47] Trustee Luckham: and um and uh enjoy some of those activities that we've curtailed ourselves from and and indeed

[4:37:54] Trustee Luckham: people are going to get back to work and reassemble their lives, especially all of

[4:37:59] Trustee Luckham: those that have sacrificed so much and can't not forget all of those that have lost family members

[4:38:04] Trustee Luckham: through this. And that said, I'm going to make one plug, get vaccinated. We need to reach the herd

[4:38:13] Trustee Luckham: immunity concept. I don't know really what that means, but we need to get beyond 51 or 52 percent.

[4:38:19] Trustee Luckham: I think nationally is where we're at. We need to get up to that 70 percent number.

[4:38:24] Trustee Luckham: i

[4:38:24] Voice 13: don't that being said i don't think we have a reserved space for a physical meeting in september

[4:38:30] Voice 13: so um nor have we budgeted um twenty five thousand dollars for it so that will be um an area of

[4:38:40] Voice 13: interest

[4:38:41] Trustee Rogers: indeed if i might in march we passed a motion to go virtual in september yeah we did

[4:38:49] Trustee Luckham: I'm disappointed already anyway so my joy will be held up for December that's okay I can live with

[4:38:56] Trustee Luckham: that. Administrative services is our next section and Julia Mobs thank you so very much for being

[4:39:05] Trustee Luckham: with us today and I just want to acknowledge publicly the work that you outstanding work

[4:39:12] Trustee Luckham: that you've been doing recently with some staffing shortages and a very normally a very busy time of

[4:39:18] Trustee Luckham: year for you and so just thank you very much so I think what I'd like to do is just provide you

[4:39:26] Trustee Luckham: your opportunity to speak to your follow-up action list and and give us a director's report for your

[4:39:32] Trustee Luckham: area and then we'll go into the three items on today's agenda to advance the council

[4:39:38] Trustee Luckham: director mobs over to you

[4:39:41] Voice 10: thanks mr chair so going back to item 5.1 I guess the executive

[4:39:46] Voice 10: executive committee follow-up action list there's two items listed under my area is still in

[4:39:51] Voice 10: progress the first is a review of policy 6.5.2 that's our budget amendment policy so I have not

[4:40:00] Voice 10: started work on that I do intend to put my mind to it as soon as things slow down we might even

[4:40:04] Voice 10: get it to the next trust council meeting in September item number four director Marler and

[4:40:12] Voice 10: I will be turning our minds to this at some point the main piece that I'll be looking at is

[4:40:15] Voice 10: addressing the question that came up from executive committee at a meeting that I wasn't at,

[4:40:21] Voice 10: but I understand there's a desire to show more transparently what our budget is for sponsorship

[4:40:28] Voice 10: of applications by executive committee. So there is a particular line item for that in the budget

[4:40:34] Voice 10: each year. It's in all the FPC documents and the documents that go to trust council. It's $5,000

[4:40:39] Voice 10: has been unchanged for a long time, but probably needs some review. So I'll tackle that. And those

[4:40:45] Voice 10: are the only two items that I have outstanding on the fuel I'll take questions otherwise I'll

[4:40:50] Voice 10: dive into my director's report any

[4:40:52] Trustee Luckham: questions for the director you're adjusting your camera there

[4:40:58] Trustee Luckham: Dan no okay so very good so go over to your report please okay

[4:41:02] Voice 10: I'll be brief my world is very busy

[4:41:04] Voice 10: as chair Luckham alluded to I am short-staffed in finance at our busiest time of year so my world

[4:41:12] Voice 10: has been extra stretched. Our finance clerk, also relatively new. She's been with us, I think,

[4:41:18] Voice 10: four months now. So still some training that's happening in her role, but she's doing very well.

[4:41:26] Voice 10: My employee services coordinator, Amanda Eddy. So she's been with us now, I think, just over two

[4:41:31] Voice 10: months, very ably picking up all of her work. She came from previous roles within PSA, and that's

[4:41:37] Voice 10: really serving us well, but also continuing on with her training there. So my main focus really

[4:41:43] Voice 10: has just been closing off financial year end, getting the financial statements ready and

[4:41:48] Voice 10: getting the package ready for the auditors. Audit field work starts next week. It is being conducted

[4:41:53] Voice 10: fully electronically again, which was a very smooth process last year. So I anticipate a

[4:41:58] Voice 10: similar smooth process this year. Our CAO mentioned at the start of this meeting that we had some

[4:42:03] Voice 10: tech licensing challenges throughout this busy time which definitely did

[4:42:09] Voice 10: impede my ability to get things done and so that is part of why you're receiving

[4:42:14] Voice 10: the financial statement report so late in the game that was emailed out to

[4:42:19] Voice 10: everybody just before the lunch break so hopefully the committee's had a chance

[4:42:22] Voice 10: to look at that before we tackle that item that is probably all I need to say

[4:42:28] Voice 10: the rest is in my quarterly directors report that's going to Council thank you

[4:42:32] Trustee Luckham: Any other questions for the director?

[4:42:35] Trustee Luckham: No, so I would be remiss if I didn't acknowledge your team,

[4:42:40] Trustee Luckham: all the staff you've mentioned there today

[4:42:43] Trustee Luckham: and everybody for all of the work that they do

[4:42:46] Trustee Luckham: in supporting the Allen's Trust through human resources,

[4:42:49] Trustee Luckham: IT and financial services.

[4:42:53] Trustee Luckham: Certainly the lead up to the budget,

[4:42:56] Trustee Luckham: I know I find the budget process

[4:43:00] Trustee Luckham: one of the most challenging things that we do

[4:43:02] Trustee Luckham: at Islands Trust Council and your team supports and leads that and so we want to make sure that

[4:43:07] Trustee Luckham: the thanks not only go to you but to your entire team for the work that they do to

[4:43:11] Trustee Luckham: contribute to the success of keeping the Islands Trust liquid so to speak. All right,

[4:43:19] Trustee Luckham: so we've got three items here on the agenda. Director Mobs, is there any one of these,

[4:43:26] Trustee Luckham: 4.1, 2 or 3 that you wish to speak to specifically? Otherwise I'll ask the Vice

[4:43:31] Trustee Luckham: chair if they have any questions about anything.

[4:43:33] Voice 10: I will just briefly let you know that the FPC

[4:43:37] Voice 10: top priorities report at 7.4.1 it's noted as draft because this has not yet been approved by

[4:43:45] Voice 10: FPC so in a normal course of business FPC would have met by now they would have approved their

[4:43:51] Voice 10: top priorities before sending it off to council. I'll be in touch with FPC chair Grove to see how

[4:43:57] Voice 10: you know, he suggests we tackle this. It might be that FPC approves this via RWM. It might just be

[4:44:03] Voice 10: that we forego that for the time being. And if there's no objections that council just simply

[4:44:08] Voice 10: approve it at their table. Just want to make everyone aware FPC has not yet seen this. The

[4:44:13] Voice 10: one great thing about top priorities for FPC is they often remain unchanged year to year. You

[4:44:19] Voice 10: know, we do sort of the same exercises. So they're pretty basic items that are on there,

[4:44:25] Voice 10: or pretty customary items, I should say.

[4:44:28] Trustee Luckham: All right, then thank you.

[4:44:31] Trustee Luckham: So that's a good heads up.

[4:44:33] Trustee Luckham: I think ideally, if it can be approved by RWM,

[4:44:35] Trustee Luckham: that would be great, but obviously,

[4:44:36] Trustee Luckham: if it requires some discussion, then that's problematic.

[4:44:41] Trustee Luckham: So I think unless there's any amendments

[4:44:43] Trustee Luckham: that are requested here today,

[4:44:47] Trustee Luckham: that we might advance this as draft to council

[4:44:54] Trustee Luckham: council and perhaps if we receive an amended version at the meeting just prior to council

[4:45:00] Trustee Luckham: then we might slip that in somehow at that pre-council meeting so thank you for that so

[4:45:11] Trustee Luckham: vice chairs anything that you wish to speak to on the administrative services section 7.4

[4:45:17] Trustee Luckham: i'll see how hobson pillar does well

[4:45:20] Voice 13: correct me if i'm wrong mr chair and director mobs now is when

[4:45:24] Voice 13: when we'd be inserting the financial statements as item,

[4:45:29] Voice 13: I would guess 744 to the trust council agenda.

[4:45:35] Voice 13: That's what Julia has been working on fever sleep all through the weekend and

[4:45:38] Voice 13: through to today and late last night. And it's,

[4:45:42] Voice 13: what's just been emailed to you. Oh,

[4:45:44] Voice 13: so, so that,

[4:45:46] Voice 13: that is the summary of course, of our financial matters for the previous year.

[4:45:54] Voice 13: year and trust council needs to see them. And this is where it would happen. And I think now

[4:45:58] Voice 13: would be the time Julie would lead us through that. So you're aware of that and endorse it

[4:46:02] Voice 13: before it goes to trust council.

[4:46:04] Trustee Luckham: Okay. Well, great. Thank you for that. So 7.44, when did I

[4:46:08] Trustee Luckham: receive that?

[4:46:10] Voice 13: An hour ago.

[4:46:11] Trustee Luckham: Uh-huh. That explains why I haven't seen it then.

[4:46:14] Voice 13: Yeah. You and I

[4:46:15] Voice 13: discussed yesterday that the challenge is associated with the software licensing issue and so forth.

[4:46:20] Voice 13: and and we've done our level best here if for some reason this was unacceptable which i doubt it will

[4:46:26] Voice 13: be unacceptable but if it is then we would need ec would need to schedule a meeting between now

[4:46:32] Voice 13: and friday to um accept this document by rwm or to have that do that meeting just before trust

[4:46:41] Voice 13: council and distribute it you know the day of trust council so those are the three options

[4:46:47] Voice 13: today and rwm or just before trust council okay

[4:46:51] Trustee Luckham: well um let's then um let's um deal with seven

[4:46:57] Trustee Luckham: point so i'm going to call that 7.4.4 it says late agenda 7.4.3 so is that actually intended

[4:47:05] Trustee Luckham: to be part of 7.4.3 yes

[4:47:08] Voice 10: this is this is item 7.4.3 there is no point okay

[4:47:13] Voice 13: my apologies okay

[4:47:15] Trustee Luckham: Okay, so that's fine then.

[4:47:16] Trustee Luckham: So then let's give Julia the opportunity

[4:47:19] Trustee Luckham: to speak to 7.4.3.

[4:47:21] Trustee Luckham: But at the moment, is there any questions

[4:47:24] Trustee Luckham: on 7.4.1 or 7.4.2?

[4:47:26] Trustee Luckham: And I will forward those to council if not.

[4:47:31] Trustee Luckham: Not seeing any, then I'm going to advance

[4:47:34] Trustee Luckham: by general consent 7.4.1 and 7.4.2 to council.

[4:47:39] Trustee Luckham: So now 7.4.3, Julia, if you can, please.

[4:47:46] Trustee Luckham: walk us through this item that I for one have not read and possibly others vice chairs have not so

[4:47:53] Trustee Luckham: you'll want to maybe let me just get a show of hands who's had a look at this no hand oh one

[4:47:59] Trustee Luckham: hand trustee Patrick good for you you were drinking coffee and reading the report at the same time

[4:48:04] Trustee Luckham: perfect I had a sandwich so Julia I think you should maybe just go through a bit more detail

[4:48:09] Trustee Luckham: than you might normally um for the benefit of those of us that uh didn't have as much caffeine

[4:48:14] Trustee Luckham: go ahead okay

[4:48:16] Voice 10: so this is another report that normally would have gone to fpc before landing

[4:48:21] Voice 10: at this table so yes normally i wouldn't go through this report as all of you would have

[4:48:25] Voice 10: seen it as part of fpc but i will go through it so the um i guess i can't use agenda page numbers

[4:48:33] Voice 10: page

[4:48:34] Trustee Luckham: one the document

[4:48:34] Voice 10: can you put it up on the screen uh

[4:48:37] Trustee Luckham: so we can follow you or i'm going to

[4:48:40] Trustee Luckham: I think on my email,

[4:48:41] Voice 10: Laurie should be able to bring it up on screen.

[4:48:44] Voice 10: I emailed it over to her as well.

[4:48:45] Voice 1: Yeah, I'm just going to bring that up right now. One moment, please.

[4:48:48] Trustee Luckham: Awesome. Thank you, Laurie.

[4:48:54] Trustee Luckham: Chair Luckham.

[4:48:55] Trustee Luckham: And who says that we can't be nimble?

[4:48:58] Voice 13: Nobody.

[4:49:01] Trustee Luckham: Go ahead, Director Moss.

[4:49:02] Trustee Luckham: Okay.

[4:49:04] Voice 10: So 7.4.3, the late item is essentially a draft financial statement package for the year

[4:49:12] Voice 10: that ended March 31st, 2021. I've included in this package a full financial statement package

[4:49:22] Voice 10: without the auditor's report. So you'll see that the last attachment there, attachment two,

[4:49:27] Voice 10: is a full financial statement package with all of the notes. This is what the auditors will be

[4:49:32] Voice 10: be reviewing and then attaching their audit report to. Trust Council is used to receiving

[4:49:36] Voice 10: the same information in a different format with a little bit more detail and so what I've done is

[4:49:42] Voice 10: the first attachment is that revised format that Council is used to seeing with the additional

[4:49:47] Voice 10: detail and the briefing makes reference to that attachment attachment one. So overall the financial

[4:49:55] Voice 10: performance for the fiscal year resulted in an annual surplus of about $104,000 for the year

[4:50:01] Voice 10: and so that amount that net amount is added to the accumulated surplus balance for the Islands Trust

[4:50:07] Voice 10: the annual budget for the year anticipated that we would actually take a draw from surplus and so we

[4:50:13] Voice 10: are actually seeing a contribution to surplus so we've underspent against budget and this tends to

[4:50:19] Voice 10: be the trend for Islands Trust and again even though we've refined our budgeting practices

[4:50:23] Voice 10: this year in particular as a result of COVID saw a lot of savings for us in the areas of meeting

[4:50:30] Voice 10: expense and travel, which for us historically is quite high. And so that's the main reason why

[4:50:36] Voice 10: we're seeing a surplus instead of a draw in the year. So I've included on the first page there

[4:50:43] Voice 10: a breakdown of what's in accumulated surplus funds. So it shows the balance of surplus in

[4:50:48] Voice 10: each of our funds. The general revenue fund is always the one that we seem to be most interested

[4:50:53] Voice 10: in, as that is the fund that we need to maintain a minimum amount in per our policy. So at the end

[4:50:58] Voice 10: end of fiscal 2021, there was $2.4 million in the general revenue fund, which was higher than

[4:51:04] Voice 10: anticipated. And so that will also help us if we do want to draw more funds from surplus in the

[4:51:11] Voice 10: current fiscal year to fund the electronic meetings, as I mentioned earlier. So when we look

[4:51:17] Voice 10: at the revenues in our financial statements, we see that total revenue was higher than budget by

[4:51:23] Voice 10: about $200,000. That's about 3% higher than expected. Our property tax revenues came in

[4:51:29] Voice 10: exactly as budgeted as usual. Government transfers is where we saw a significant increase over budget

[4:51:35] Voice 10: by about $217,000. And that is due to grant monies that was received from the province for the

[4:51:43] Voice 10: Healthy Watershed Initiative, as well as the Government of Canada's Species at Risk program

[4:51:48] Voice 10: that was awarded to the Conservancy. And so that's a main driver for why we're seeing

[4:51:53] Voice 10: increase in revenues over budget. We also saw fees and sales come in higher than was budgeted

[4:51:59] Voice 10: by about $50,000, and that lines up with the messaging that we've been hearing all year,

[4:52:03] Voice 10: which is that application volumes are trending upwards quite significantly.

[4:52:08] Voice 10: Our investment income was quite a bit lower than anticipated. That was a result of a couple of

[4:52:13] Voice 10: factors. One, the COVID-19 pandemic saw interest rates plummet, and also we had a delay in investing

[4:52:21] Voice 10: our property tax monies in the year, also due to the pandemic and also to workloads.

[4:52:27] Voice 10: So both of those things meant that we had lower investment income and other income is associated with contingent grants that we receive in the year.

[4:52:37] Voice 10: And it's pretty typical that that comes in below budget. And we saw that same story again this fiscal year.

[4:52:43] Voice 10: So when we look at total expenses, the approved budget had about eight point two million approved in spending and actual spending was around seven point seven four million.

[4:52:55] Voice 10: So there was an underspending there of $450,000.

[4:52:59] Voice 10: And again, most of that due to the change in operations from the pandemic, which is outlined in all the different areas of the report.

[4:53:07] Voice 10: So I can walk through how each department or each functional area performed in finances if the committee wants me to do that.

[4:53:16] Voice 10: I'll look to the committee for guidance on that.

[4:53:22] Trustee Luckham: I'm seeing one nodding head and a smile.

[4:53:26] Trustee Luckham: just

[4:53:27] Trustee Rogers: given that i haven't had a chance to go through it if you could do a brief

[4:53:32] Trustee Rogers: overview it'd be great

[4:53:34] Voice 10: yep absolutely and take us to the

[4:53:36] Voice 13: page in the report if you don't mind

[4:53:37] Voice 13: julia as you move through it

[4:53:39] Voice 10: okay so i'm referencing right now i don't have page numbers

[4:53:43] Voice 10: unfortunately i think it's page three uh where it says council uh if you're looking at the

[4:53:51] Voice 10: The financial report, it will be under council expenses where I'm focused.

[4:53:58] Voice 10: Let me just get back to where I was.

[4:54:02] Voice 10: Okay, so overall council services came in lower than budget by approximately $184,000.

[4:54:10] Voice 10: That was, again, due to the fact that all council and council committee meetings were held purely electronically.

[4:54:17] Voice 10: So we saw significant savings in meeting expenses there.

[4:54:20] Voice 10: and that's for trust council meetings executive committee meetings as well as some staff meetings

[4:54:26] Voice 10: in the TAS area. TAS had some underspending by approximately sixty eight thousand dollars and

[4:54:34] Voice 10: that was due primarily to no spending on the history and heritage funding grants and aid

[4:54:40] Voice 10: less work that was completed in the stewardship education program some underspending on the policy

[4:54:46] Voice 10: statement amendment project and communications, which is offset by some overspending for the

[4:54:52] Voice 10: website project. Local planning services were lower than budget by about $408,000. So that's

[4:55:01] Voice 10: 7%. Again, this is also associated with the change in how we conducted business throughout the year.

[4:55:08] Voice 10: Most LTC meetings, or I guess all LTC meetings were conducted electronically, which resulted

[4:55:13] Voice 10: savings. There's underspending in the area of LPC projects. So $71,500 was anticipated to be spent

[4:55:21] Voice 10: on LTC projects for the year, and only about $28,000 was actually spent. So there was some

[4:55:27] Voice 10: significant underspending in that area, which is also contributing. There was also underspending

[4:55:35] Voice 10: on some strategic plan projects. So there's $50,000 for the eelgrass mapping that was deferred

[4:55:43] Voice 10: into the next fiscal year. Bylaw enforcement costs. There was underspending in that area by

[4:55:54] Voice 10: about $86,000. The bulk of that was due to two vacant positions in the bylaw enforcement area.

[4:56:00] Voice 10: They were vacant for the whole year. So that was a significant contribution to the underspending

[4:56:04] Voice 10: in their area. When we look at the conservancy, we see that they came in at higher than budget

[4:56:11] Voice 10: by $48,000. So they are the outlier here. This is due mainly to the fact that more work was

[4:56:17] Voice 10: undertaken as a result of grants that were received by the Conservancy, the Species at

[4:56:22] Voice 10: Risk Grant, as well as the Conservation Stimulus Grant. And so while there's an increase in spending

[4:56:28] Voice 10: that's seen against budget, there's also an increase in revenues to offset, so there's no

[4:56:32] Voice 10: impact to the bottom line. General administration is about $101,000 underspent. That's mainly due

[4:56:42] Voice 10: to the capitalization of assets, which is different to how we budget. So in our budget we include the

[4:56:48] Voice 10: purchase of assets as an expense, but for proper accounting purposes, those purchases are removed

[4:56:53] Voice 10: as an expense and capitalized on the balance sheet. So that's partially contributing to the

[4:56:59] Voice 10: underspending, as well as the fact that, again, we had revised business practices associated with

[4:57:04] Voice 10: the pandemic that was felt across all departments. So there was far less travel, a lot less training

[4:57:11] Voice 10: expense, and staff meetings were also held electronically. Consolidated expenses by object,

[4:57:19] Voice 10: as I'm sure you're all aware is is just a different way of presenting the same expense items so

[4:57:25] Voice 10: instead of by department they're presented by object the formatting of that table it pasted

[4:57:32] Voice 10: in a little bit weirdly so I plan to adjust that before this gets sent over to council

[4:57:37] Voice 10: what it shows is that we have an underspending in the area of salaries again that's due to

[4:57:42] Voice 10: lengthy staff vacancies mainly in the bylaw enforcement area travel and training quite a

[4:57:48] Voice 10: a bit under budget, again, due to the pandemic way of doing business. Council and trustee costs

[4:57:53] Voice 10: also significantly under budget for all the same reasons associated with the pandemic.

[4:57:58] Voice 10: Office operations were slightly under budget. We saw some reductions in some office spending as a

[4:58:04] Voice 10: result of a more remote workforce. Programs actually came in fairly close to budget.

[4:58:10] Voice 10: That is, you know, we did have underspending in the area of LTC projects and some strategic plan

[4:58:14] Voice 10: projects. But that's offset by the increase in spending that came with some of the work

[4:58:20] Voice 10: associated with grants. Legal costs still on the rise, which is the trend here at the trust. So

[4:58:26] Voice 10: that's over budget by about $41,000. And amortization was also over budget. That's an

[4:58:32] Voice 10: estimate that we perform every year. And we're slowly getting better at it, but was still a bit

[4:58:36] Voice 10: off for last budget. So that's a very that's a high level review of the briefing. The briefing

[4:58:44] Voice 10: again refers to the first attachment which is the variance analysis of actual performance against

[4:58:49] Voice 10: budget and then the second attachment is the draft financial statement package with all of the notes

[4:58:55] Voice 10: that is it will have the audit auditor's report attached to it when the audit is complete that

[4:59:05] Voice 10: is not going to happen in time for trust council unfortunately however I thought it made sense to

[4:59:10] Voice 10: to take the draft financial statements to council

[4:59:12] Voice 10: so that we could review it.

[4:59:14] Voice 10: I can answer any questions

[4:59:15] Voice 10: so that when the audited financial statements

[4:59:18] Voice 10: are ready for approval,

[4:59:19] Voice 10: it's more likely that we can conduct that via RWM.

[4:59:22] Voice 10: There are some changes that are coming

[4:59:23] Voice 10: to that full financial statement package.

[4:59:25] Voice 10: They're not significant.

[4:59:27] Voice 10: The first one will be an increase in deferred revenue.

[4:59:30] Voice 10: So the grant money that the Conservancy receives,

[4:59:33] Voice 10: they've wanted to sort of maintain control of those funds

[4:59:37] Voice 10: within their own bank accounts.

[4:59:38] Voice 10: and so out of sight out of mind so that was one thing that was missed in our deferred revenue

[4:59:42] Voice 10: line which is on the statement of financial position that's not going to impact revenues

[4:59:47] Voice 10: it's not going to impact expenses it's not going to impact the surplus it's purely a balance sheet

[4:59:51] Voice 10: item so there won't be changes to surplus figures there there's also some rounding issues that's

[4:59:58] Voice 10: happening throughout the statements.

[5:00:00] Voice 10: So there's some things that will change by a dollar here

[5:00:02] Voice 10: or there as I find and fix rounding errors.

[5:00:06] Voice 10: And there may also be some allocation changes

[5:00:08] Voice 10: to financial statement note 10,

[5:00:10] Voice 10: which is expenses by object.

[5:00:11] Voice 10: I'm not expecting more than a $6,000 reallocation

[5:00:14] Voice 10: between those two or between those line items.

[5:00:20] Voice 10: I think that might be all I have to say,

[5:00:22] Voice 10: but I'm happy to take questions.

[5:00:26] Trustee Luckham: Well, very good.

[5:00:27] Trustee Luckham: Thank you very much.

[5:00:28] Trustee Luckham: And trustee Rogers question for you.

[5:00:30] Trustee Luckham: You have a question.

[5:00:31] Trustee Luckham: I

[5:00:32] Trustee Rogers: want to say you're always welcome when you bring found money to the executive committee.

[5:00:39] Trustee Rogers: So my question sort of goes back to your first appearance a couple of hours ago when you popped in to talk about the electronic.

[5:00:50] Trustee Rogers: And you said, can you give me an idea, if you have an idea yet, sort of where we're going to be at in terms of the surplus and the 20%?

[5:01:00] Trustee Rogers: because we have very ambitious spending plans

[5:01:03] Trustee Rogers: for this current fiscal year.

[5:01:06] Trustee Rogers: And I think the original,

[5:01:09] Trustee Rogers: and it took us right to the edge of that 20%.

[5:01:12] Trustee Rogers: And now there's a proposal for,

[5:01:15] Trustee Rogers: I'll say $100,000 for just to round it out

[5:01:19] Trustee Rogers: for the electronic meeting format.

[5:01:22] Trustee Rogers: Can you give me an idea,

[5:01:23] Trustee Rogers: given your analysis at this stage,

[5:01:26] Trustee Rogers: given that we contributed to surplus again,

[5:01:28] Trustee Rogers: and where you think we're going to be at

[5:01:31] Trustee Rogers: when you amend that report?

[5:01:35] Voice 10: I don't have those figures, unfortunately.

[5:01:40] Voice 10: The estimated balance in the surplus fund

[5:01:43] Voice 10: that was calculated at budget time

[5:01:47] Voice 10: is based on where we forecast we will end fiscal 2021,

[5:01:53] Voice 10: which was not the approved budget for 2021.

[5:01:56] Voice 10: We use the forecasted figures

[5:01:57] Voice 10: or i use them in my estimates um so we did not land where we forecasted to land so i believe

[5:02:06] Voice 10: we are going to be in a better position um so the calculation at budget time meant that we only had

[5:02:13] Voice 10: 48 000 over and above the policy minimum and so drawing anything additional from surplus over and

[5:02:21] Voice 10: above 48 000 would have put us below policy and i know trust council has done that in the past but

[5:02:27] Voice 10: but now our policy minimum, of course, is lower.

[5:02:29] Voice 10: It's 20%, not 25, so greater risk to the organization

[5:02:32] Voice 10: if we do decide to step below that policy minimum.

[5:02:37] Voice 10: So I believe we're not gonna be in danger

[5:02:40] Voice 10: of stepping below that policy minimum,

[5:02:41] Voice 10: given that we had the surplus contribution this year,

[5:02:45] Voice 10: but I haven't run the math yet,

[5:02:47] Voice 10: so I can't give you a solid answer.

[5:02:51] Trustee Luckham: Thank you.

[5:02:52] Trustee Luckham: Okay, thank you.

[5:02:54] Trustee Luckham: Any other questions at this point?

[5:02:57] Trustee Luckham: Trustee Fast.

[5:02:58] Trustee Luckham: Yeah,

[5:02:59] Trustee Fast: thank you, Julia. I think I've followed along. I don't see the natural assets reported in these notes. Are they going to be reported again? We had a financial note in the previous year about the, it just said something about

[5:03:26] Voice 10: the eco-assets.

[5:03:28] Voice 10: Yes, I recall we had something in the conservancy statements for sure. It might have also been

[5:03:33] Voice 10: reflected in the trust statements. If it was, then that's an oversight on my part and I will

[5:03:38] Voice 10: be adding that in. I'll make a note of that. Thank you. And the language would be identical.

[5:03:43] Trustee Luckham: Yes. Anything else? No. So do you want to provide us any more information with respect to 7.4.3,

[5:03:59] Trustee Luckham: the unaudited financial report?

[5:04:04] Voice 10: I don't think so.

[5:04:06] Voice 10: If the committee thinks this level of reporting

[5:04:08] Voice 10: is sufficient for council,

[5:04:10] Voice 10: then I would make the few amendments

[5:04:11] Voice 10: that I've mentioned here, and then we can forward it on.

[5:04:15] Trustee Rogers: Sorry, Mr. Chair, I do have another question.

[5:04:18] Trustee Rogers: I'm sorry, I apologize.

[5:04:19] Trustee Rogers: It just occurred to me.

[5:04:22] Trustee Luckham: Go ahead.

[5:04:23] Trustee Rogers: Thank you.

[5:04:29] Trustee Rogers: So, this is nothing new, of course,

[5:04:32] Trustee Rogers: us that the trust council the trust has a history of underspending on projects um at least ltc

[5:04:39] Trustee Rogers: projects um and um i'm not sure what my question is other than to say you know we there was a fair

[5:04:50] Trustee Rogers: amount of discussion last term last year about trying to keep budgets for ltc projects um low

[5:05:00] Trustee Rogers: or or not not approve amounts that are you know or or to keep them at a minimum level

[5:05:06] Trustee Rogers: and yet and and on the idea that we would try and stay within budget and yet here we are

[5:05:12] Trustee Rogers: underspent again um are you would you think that's just a covet related thing or or systemic

[5:05:22] Trustee Rogers: or we're in the process of fixing that or do you have any ideas about that and i hope you know what

[5:05:28] Trustee Rogers: I'm talking about.

[5:05:30] Voice 10: I think so. Director Marlowe would probably have some more insights. I would

[5:05:36] Voice 10: suggest that this underspending is not just due to the pandemic, given that we have seen this

[5:05:42] Voice 10: trend historically. We budget for a certain amount to be spent on LTC projects and then it doesn't

[5:05:48] Voice 10: happen. I think perhaps that trend was exacerbated as a result of the pandemic and also as a result

[5:05:56] Voice 10: of planning applications that are increasing it means you know staff are spending more of

[5:06:00] Voice 10: their time processing applications and potentially less time focused on ltc projects um the you know

[5:06:07] Voice 10: director marler would be much better able to speak to why why that's the case it may also you know

[5:06:13] Voice 10: there's also a possibility not saying this is is the case as i haven't looked into it that when we

[5:06:21] Voice 10: develop the budgets for LTC projects that our budgeting maybe needs some revision, needs some

[5:06:27] Voice 10: work. You know, maybe there's cases where we're budgeting for a consultant to do some work and

[5:06:31] Voice 10: we end up doing it in-house. I'm not sure of the specifics. I'll let Director Marler speak to that.

[5:06:37] Voice 2: Yeah, and if I may, through the Chair, I do think it is systemic in the way we do the budgeting.

[5:06:44] Voice 2: and what I mean by that is we have the request of trust committees to say what you want to do next

[5:06:53] Voice 2: year and if and then put together a budget for that based on pretty limited information and in

[5:07:01] Voice 2: some instances probably not a fully thought out idea of what that program is going to look like

[5:07:07] Voice 2: in a year from now so it's one thing when we develop the budget and then it develops into

[5:07:13] Voice 2: something different once the project begins, gets into place. So, you know, we could do more work

[5:07:21] Voice 2: beforehand to try and refine that. But I think that long lag time of one year is part of the

[5:07:29] Voice 2: problem. We're trying to reduce that by saying, well, let's put some money aside that allows

[5:07:37] Voice 2: allows trust committees just to do some work and then request certain funds to do that and this

[5:07:43] Voice 2: year we've reduced that amount down significantly based on the actual spending that we've been

[5:07:49] Voice 2: seeing in previous years because you know when you're asking for somebody for a budget

[5:07:54] Voice 2: they'll give you something that's I think conservative in other words well we think

[5:07:59] Voice 2: we need legal advice we think we need a public hearing we think we need this so let's make sure

[5:08:04] Voice 2: that we ask for a budget to cover all that but then down the road that doesn't happen either

[5:08:09] Voice 2: it doesn't go to public hearing for a variety of reasons we don't need legal advice for a variety

[5:08:15] Voice 2: of reasons so that i think is what's happening so yeah i don't have any other insights yeah

[5:08:24] Voice 13: mr jeremy i just to contribute because i think this is a reasonable question that

[5:08:27] Voice 13: annually comes up at this time

[5:08:30] Trustee Luckham: it's a great question and the more you can contribute the

[5:08:33] Trustee Luckham: better thank you uh

[5:08:34] Voice 13: three things so so for i think on page uh let me see it's the statement

[5:08:42] Voice 13: of operations and we look at local planning services projects we budgeted um 329 and came

[5:08:50] Voice 13: in at 275 so we're 54 000 off so i'd like julia to nod that i've said that

[5:08:59] Voice 13: so what i would contend is that's cause for celebration um what has previously been the case

[5:09:06] Voice 13: is uh 75 percent underspent 60 percent underspent um if we go back over time it's not i'm not going

[5:09:15] Voice 13: to say it's a mere piety as um well anyway um so i think that this 54 000 represents some measure

[5:09:23] Voice 13: of progress that's item one item two is we started uh reorganizing the planning function and um well

[5:09:30] Voice 13: we landed reorganized our team to address this very thing in november so that's when we're not

[5:09:37] Voice 13: going to see the the import of that for another three or four months as you know right now they're

[5:09:43] Voice 13: working on the gambier ocp review um we're working some of the larger salt spring projects um so

[5:09:50] Voice 13: So we're directing a resource and we're trying to separate applications from long-term work

[5:09:56] Voice 13: and we haven't seen that outcome yet.

[5:09:58] Voice 13: That's the second thing.

[5:09:59] Voice 13: And the third thing, I'm going to take us back to Vice Chair Patrick's concept, is that

[5:10:03] Voice 13: going into the budget process, we need to do a smidge more work of working with trustees

[5:10:11] Voice 13: on more than receiving a one pager from staff, you know, when they say we'd like to do X

[5:10:18] Voice 13: and then staff come back with X plus one on some agreed plan of work.

[5:10:25] Voice 13: That needs to be a slightly deeper process of why are we doing this?

[5:10:30] Voice 13: What are the mechanisms associated with it?

[5:10:32] Voice 13: And link it to some other work.

[5:10:34] Voice 13: So I think that it's too immature a process to really end up with a great budget outcome.

[5:10:41] Voice 13: And as the LTCs on an annual basis take a look at what those projects are,

[5:10:46] Voice 13: if we can get them to um ask themselves what they really want to do and then get to staff to support

[5:10:54] Voice 13: that decision as opposed to going off and coming back with a number so i'd say those three things

[5:11:04] Trustee Luckham: thank you ross um and david and julia um i i don't know that i want to necessarily get into a

[5:11:13] Trustee Luckham: a full analysis of how the Allianz Trust manages it up is planning budget of the Allianz Trust

[5:11:22] Trustee Luckham: when what we're trying to do is approve agenda for trust council but I think there's more to

[5:11:29] Trustee Luckham: this than I've even heard now and when what you just said there about having to have more diligence

[5:11:36] Trustee Luckham: on the process quite honestly this process although trustees think it gets started too

[5:11:43] Trustee Luckham: early it gets started too late if we're going to do that additional level of analysis because this

[5:11:48] Trustee Luckham: comes before an LTC one month and then yeah it's got to be ready for the budget this is what we're

[5:11:53] Trustee Luckham: going to do and then off it goes and there isn't that mechanism to facilitate that but I think

[5:11:59] Trustee Luckham: you're absolutely right um if we want we should narrow the the scope and figure out a way to do

[5:12:08] Trustee Luckham: that and that would benefit everybody but i i'm with you ceo hudson pillar we continue to move

[5:12:15] Trustee Luckham: the dial thank you to julia and david and all of the staff on developing efficiencies we continue

[5:12:22] Trustee Luckham: to move the dial to being much closer to our budgeting requests and so that's

[5:12:32] Trustee Luckham: terrific. Okay are we so the leading question here now is is this unaudited

[5:12:38] Trustee Luckham: not not endorsed by a financial planning committee are we comfortable in sending

[5:12:44] Trustee Luckham: this to Trust Council as is and presumably yeah I see it Sue Ellen and

[5:12:48] Trustee Luckham: and we may receive some comment from FPC

[5:12:53] Trustee Luckham: in the intervening period.

[5:12:55] Trustee Luckham: So that's my question.

[5:12:57] Trustee Luckham: I'll go to Sue Ellen fast.

[5:12:58] Trustee Luckham: Would you have something to add?

[5:13:00] Trustee Fast: Yeah, I'd be happy to send this to FPC or to advance it.

[5:13:05] Trustee Fast: I just found the piece of text that I'm looking for.

[5:13:08] Trustee Fast: And Julie, it's on page nine of the financial statements.

[5:13:11] Trustee Fast: It's a paragraph sort of stuck into the middle

[5:13:14] Trustee Fast: of tangible capital assets notes

[5:13:17] Trustee Fast: under furniture and equipment computers and leasehold improvements you'll find a paragraph

[5:13:22] Trustee Fast: about natural assets i think you just need to give it see it down there the island's trust is

[5:13:28] Trustee Fast: fortunate to have and be mandated to protect so it just needs to be probably moved out of there

[5:13:36] Voice 10: so i i do see it um are you suggesting that it be its own financial statement note as opposed to

[5:13:45] Voice 10: in the asset note this is the standard uh this was the format from last year i just put it under

[5:13:53] Trustee Fast: tangible capital assets okay thank you i see this on a couple of sheets so my apologies then

[5:13:59] Trustee Fast: i withdraw that and uh i'm happy okay so

[5:14:04] Trustee Luckham: uh that was one vote in favor of forwarding this to council

[5:14:08] Trustee Luckham: as is as

[5:14:10] Voice 13: amended sir as

[5:14:11] Trustee Luckham: amended thank you and ideally we might see some additional support

[5:14:15] Trustee Luckham: from FPC in the intervening weeks.

[5:14:18] Trustee Luckham: So therefore I by general consent will ask

[5:14:23] Trustee Luckham: that the March 31st, 2021 financial report dated today,

[5:14:31] Trustee Luckham: I'll just say March dated today be forwarded

[5:14:35] Trustee Luckham: to council by general consent.

[5:14:39] Trustee Luckham: So thank you Julia for getting squeaking that in the door

[5:14:43] Trustee Luckham: and we really do appreciate that all right so that does it for administrative services then

[5:14:50] Trustee Luckham: let us continue on with trust area services and I will as I've been doing today turn to

[5:14:58] Trustee Luckham: Director Frater ask her if there's any topic on here that she wishes to address specifically and

[5:15:04] Trustee Luckham: then I'll see if vice chairs want to address any items on here and then we'll advance them

[5:15:09] Trustee Luckham: accordingly director freighter thank you nothing specifically okay um so uh then i'll go to vice

[5:15:17] Trustee Luckham: chairs anything on here that you wish to pull to discuss or ask questions not seeing any hands here

[5:15:28] Trustee Luckham: all right

[5:15:30] Trustee Luckham: you're either tired or it's perfect i'm gonna go with perfect so uh thank you director

[5:15:37] Trustee Luckham: Thank you, Dr. Frater. Your work, as always, is impeccable. And you know I mean that. And thank you. And so,

[5:15:46] Trustee Luckham: items 7.5.1 through 7.5.7, all forwarded to Council as presented by General Content. Thank you very much to you and your team.

[5:15:56] Trustee Luckham: Thank you, and certainly it is the team.

[5:15:58] Trustee Luckham: absolutely everything's a team yeah so 7.6 trustee summary updates uh it's nice to see these here

[5:16:07] Trustee Luckham: today and um um i i guess they will go to council in the package um i know we did have some

[5:16:15] Trustee Luckham: conversation about forwarding them independently um as updates to trustees to um to facilitate

[5:16:23] Trustee Luckham: I still think making the package smaller,

[5:16:25] Trustee Luckham: but at this point I'm going to assume

[5:16:27] Trustee Luckham: we're forwarding it as received.

[5:16:32] Trustee Luckham: Vice-Chairs, any remarks?

[5:16:33] Trustee Luckham: Over to Trustee Rogers.

[5:16:35] Trustee Rogers: Thanks, and thanks to Vice-Chair Bass

[5:16:38] Trustee Rogers: for forwarding on the Howe Sound Community Forum.

[5:16:43] Trustee Rogers: This was my email that I sent as a report to you folks.

[5:16:47] Trustee Rogers: So it was a little more, I'll call it casual

[5:16:50] Trustee Rogers: than it might've been if it had been a formal report.

[5:16:53] Trustee Rogers: I just want to request that the last sentence in paragraph D be removed, where I say there was a lot of disgruntlement with their process, especially afterwards when the Flynn Road staff had left.

[5:17:06] Trustee Rogers: I don't think I like that in a public document.

[5:17:11] Trustee Rogers: So I could just ask that that sentence be taken out of the report.

[5:17:16] Trustee Rogers: The rest of it's fine.

[5:17:17] Trustee Rogers: if not my usual high standard of presentation because it was just an email but i'm fine with

[5:17:24] Trustee Rogers: the other ones thanks i

[5:17:27] Trustee Fast: added a couple things to just so people know i added e just a you know a

[5:17:32] Trustee Fast: little bit more anyway thanks

[5:17:34] Voice 8: so

[5:17:35] Trustee Fast: if you got that laurie it's the last sentence in d got it thank

[5:17:40] Trustee Fast: you thank

[5:17:42] Trustee Luckham: you laurie okay so then we're satisfied to advance all three of these items to council

[5:17:48] Trustee Luckham: All right, thank you.

[5:17:50] Trustee Luckham: So 7.6.1, 7.6.2, 7.6.3 as amended, be forwarded.

[5:17:59] Trustee Luckham: Oh, sorry, 7.6.2 as amended,

[5:18:01] Trustee Luckham: 7.6.3 forwarded to council by general consent.

[5:18:09] Trustee Luckham: All right, I just have to pause for a moment.

[5:18:16] Trustee Luckham: You guys are awesome in getting this all done here.

[5:18:19] Trustee Luckham: So 7.7 priorities chart.

[5:18:21] Trustee Luckham: it um trying to figure out what that means um is that going to council it does sir

[5:18:31] Trustee Luckham: yeah okay so

[5:18:32] Trustee Luckham: that's okay so uh anything on the priorities chart oh thank you laurie for bringing it up on the

[5:18:39] Trustee Luckham: screen that's great um anything there that seems out of place otherwise we'll forward it to council

[5:18:44] Trustee Luckham: Council. Okay, so let's forward 7.7 to Council as presented. And there we go. Here's this proposed

[5:18:55] Trustee Luckham: September Trust Council agenda program, which I'm now being told is electronic, despite the rest of

[5:19:02] Trustee Luckham: the world will be gathering together. I'm sure we'll get some criticism. Anyway, that's another

[5:19:09] Trustee Luckham: decision somewhere else. Are we? Yes, sir. Go ahead.

[5:19:13] Voice 13: So this is where we're into the gray a

[5:19:15] Voice 13: a little bit um everything we hear and the trend health-wise is that the provincial state of

[5:19:20] Voice 13: emergency um or an arbitrary date which was sometime at the end of july um might limit the

[5:19:28] Voice 13: ability to have electronic meetings even though there's an there's momentum towards bill 10 um

[5:19:34] Voice 13: it's had its introduction um uh once bill 10 passes they would have to amend the islands trust

[5:19:40] Voice 13: Trust Act regulation, the Islands Trust Meeting Regulation. When that all happens and how it

[5:19:49] Voice 13: syncs up, we're just going to have to live with some uncertainty for a little while.

[5:19:56] Voice 13: And that's really all I can say. We're in touch with this on sort of a daily,

[5:20:01] Voice 13: weekly basis. And I'll be in touch with yourself and EC and report to you as we know more.

[5:20:08] Voice 13: okay

[5:20:12] Trustee Luckham: well I'll echo some of your remarks earlier if if it ends up that we have to spend $25,000

[5:20:18] Trustee Luckham: to have an in-person meeting in September because there has not been legislative changes to

[5:20:24] Trustee Luckham: facilitate a non-in-person meeting can we pull that off

[5:20:29] Voice 13: that's part of our gray

[5:20:35] Trustee Luckham: okay good well we'll cross that bridge when we get there oh

[5:20:40] Voice 13: we can pull anything off

[5:20:41] Voice 13: um but uh yeah no

[5:20:47] Trustee Luckham: it's

[5:20:48] Voice 13: an area of concern

[5:20:48] Trustee Luckham: that's completely fair okay so with respect to the

[5:20:53] Trustee Luckham: proposed agenda um obviously a a very gray draft it's even in a gray font um trustee patrick can

[5:21:01] Trustee Luckham: you i

[5:21:01] Trustee Patrick: just wanted to thought i mean i would hope that if september is quasi normal that i mean

[5:21:10] Trustee Patrick: there still could be it could end up being kind of a hybrid style meeting where we don't need to

[5:21:15] Trustee Patrick: have full space and full um you know the full full meal deal that we could have a partial

[5:21:23] Trustee Patrick: presence type of situation so

[5:21:27] Trustee Luckham: september the weather would be great we can do it in the

[5:21:30] Trustee Luckham: parking lot of the islands trust i'm not getting a positive feedback on that okay um i think we

[5:21:39] Trustee Luckham: need to keep our minds open to how we can pull that off that's all there is to it so can i

[5:21:43] Trustee Luckham: advance this proposed schedule to council and no doubt there'll be a few remarks there as well.

[5:21:49] Trustee Luckham: So then this 7.8 forwarded to council as presented by general consent. Here we are correspondence

[5:21:57] Trustee Luckham: and I think we heard that there was a number of other pieces of correspondence received

[5:22:02] Trustee Luckham: received that are not in this package and so I'm guessing at this point I'm just scanning over this

[5:22:16] Trustee Luckham: I don't remember all the details for these but these are all intended letters that have requested

[5:22:22] Trustee Luckham: that they be forwarded to council for receipt by council so I'm assuming that unless somebody

[5:22:30] Trustee Luckham: wants to raise any one of these items 1 through 20 that we would forward them to

[5:22:35] Trustee Luckham: council are there any concerns about forwarding items 1 through 20 and then

[5:22:40] Trustee Luckham: let's discuss those that haven't been received by the committee today 1 through

[5:22:45] Trustee Luckham: 20 to council are we okay oh we got trustee Patrick and trustee Fass I mean

[5:22:51] Trustee Patrick: I'm I think we should first talk about correspondence in a general I'm concerned

[5:22:57] Trustee Patrick: I'm concerned it was interesting yesterday I heard from one person that had put their name on something that they understood that us renegade trustees that didn't vote on that motion were amending the object of the act to include housing.

[5:23:16] Trustee Patrick: you know so there's this game of telephone that's occurred that this you know what we're what's been

[5:23:22] Trustee Patrick: talked about has become potentially something else so i'm concerned that there's a lot of

[5:23:26] Trustee Patrick: misinformation and misunderstanding that's floating and um and i think we're heading into some

[5:23:34] Trustee Patrick: interesting territory here where there's you know there's been a debate set up that is

[5:23:39] Trustee Patrick: mind-boggling that as you heard me say dumbfounded i'm dumbfounded by this what's happening um

[5:23:47] Trustee Patrick: that we have to be careful what you know how you know this is primarily one voice that's here

[5:23:53] Trustee Patrick: and um you know so we have to be just careful on how it's being perceived and taken and i think

[5:23:59] Trustee Patrick: there's a lot of misinformation as to what's out there so i think we're making the situation worse

[5:24:04] Trustee Patrick: is my concern um

[5:24:10] Trustee Luckham: yeah i reflected on this a lot i've read a lot of these emails through

[5:24:14] Trustee Luckham: you know, even a couple of times to try and get to the thoughts that are going on here,

[5:24:21] Trustee Luckham: but you're absolutely right. There's a misunderstanding generally about the intent

[5:24:27] Trustee Luckham: of counsel and a general misunderstanding of how and why it is that events unfolded as they did.

[5:24:36] Trustee Luckham: And unfortunately people are free to say what they want. A number of us,

[5:24:44] Trustee Luckham: uh dan included and myself and and i think you trustee patrick you have also done the same i

[5:24:50] Trustee Luckham: don't attend meetings that trustee fast goes to so i haven't heard anything but i'm sure that all

[5:24:55] Trustee Luckham: of you are trying to correct that message and unfortunately um some people hear it and i've

[5:25:04] Trustee Luckham: had that response oh i didn't understand that and and it's correct and then they understand

[5:25:09] Trustee Luckham: stand, but there are those that are adamant that things are going astray. But I think that all of

[5:25:15] Trustee Luckham: us can, with a clean, completely clear conscience, and indeed this is a broadcast meeting, public or

[5:25:21] Trustee Luckham: watching, we are not changing the object of the Act. That is the responsibility of the provincial

[5:25:28] Trustee Luckham: government. We are changing the policy statement to better serve the object of the Act. And that

[5:25:35] Trustee Luckham: That was unrehearsed, so if I didn't get it right,

[5:25:38] Trustee Luckham: then it's fine.

[5:25:41] Trustee Luckham: So, there is this correspondence,

[5:25:44] Trustee Luckham: there's more correspondence.

[5:25:45] Trustee Luckham: I don't, the public has the right to have their message

[5:25:51] Trustee Luckham: right or wrong in our opinion,

[5:25:54] Trustee Luckham: and right in their opinion, I'll say.

[5:25:57] Trustee Luckham: I don't know what else we can do.

[5:25:58] Trustee Luckham: Open to suggestions.

[5:26:04] Trustee Luckham: Dan Rogers.

[5:26:05] Trustee Luckham: Well,

[5:26:06] Trustee Rogers: part of the, I agree with you that I'm not sure what Vice Chair Patrick means by we're making it worse.

[5:26:15] Trustee Rogers: Because these are, this is correspondence we've received.

[5:26:19] Trustee Rogers: I agree there's a, and I've ventured into some of the conversations around this.

[5:26:31] Trustee Rogers: And that's not always been comfortable.

[5:26:35] Trustee Rogers: But that's OK. But I guess the way I see it is this.

[5:26:41] Trustee Rogers: We got a bunch of letters in late February, March that were form letters, effectively, that we did not put on our trust council agenda package.

[5:26:54] Voice 8: And

[5:26:55] Trustee Rogers: there was a letter we got a few days ago criticizing us for not doing it.

[5:27:00] Trustee Rogers: I think our rationale was that it was that they'd all been sent to all trustees anyway.

[5:27:05] Trustee Rogers: way so we didn't need to put it on the agenda package but in hindsight that probably was not

[5:27:11] Trustee Rogers: the right decision in my mind because it's not just for the trustees that the agenda package

[5:27:18] Trustee Rogers: is there it's also for members of the public so um i i appreciate that i i don't see any particular

[5:27:25] Trustee Rogers: uh alternative but to um put them in the package and i appreciate that's work

[5:27:32] Trustee Rogers: and i would include the ones that come in over the next couple of weeks we'll just have to put

[5:27:41] Trustee Rogers: them on as late late items they won't get in the package they'll get on they'll get to trustees

[5:27:46] Trustee Rogers: but for example i would like to see the letter the very very well written letter from mr secord

[5:27:54] Trustee Rogers: that laura laura patrick and i think laurie foster got uh included in the package um because it's

[5:28:02] Trustee Rogers: another it's a different point of view well i just think it's a good letter and it's it's part

[5:28:07] Trustee Rogers: of the discussion so i don't see any

[5:28:09] Trustee Rogers: option but to anything we get by friday goes into the package

[5:28:13] Trustee Rogers: if there's more that come in we can consider on whatever that date is june 7th or 8th whatever

[5:28:20] Trustee Rogers: it is at our executive committee whether to forward it on to to trustees or not like we do

[5:28:26] Trustee Rogers: We do every executive meeting and we just put it in as part of the discussion.

[5:28:34] Trustee Rogers: The alternative is to put it on the agenda for the July date, but I think we should put

[5:28:40] Trustee Rogers: it into this package now because we're going to hear people at town hall talk about this.

[5:28:45] Trustee Rogers: There's no doubt, right?

[5:28:49] Trustee Rogers: So let's just put it in as part of the community consultation, I think.

[5:28:54] Trustee Rogers: Okay.

[5:28:55] Trustee Rogers: Okay,

[5:28:57] Trustee Luckham: I see a thumbs up, and I see another thumbs up, and I see a hand up as Trustee Faust.

[5:29:02] Trustee Fast: Yeah, thank you. Yeah, I had the same concerns as Laura.

[5:29:09] Trustee Fast: Patrick, I think I just wanted to make sure that all this, well, maybe it was the same concerns. I

[5:29:15] Trustee Fast: wanted to make sure these were all received because it doesn't fit with what's on the

[5:29:19] Trustee Fast: share your views page on the website, which gives how to write to us and what addresses

[5:29:30] Trustee Fast: I just wanted to make sure they were all captured I wasn't sure staff was even seeing them except I'm assuming you, Mr. Chair would be forwarding them to staff, what happens in that case when there's no staff included in the

[5:29:48] Trustee Fast: Address.

[5:29:49] Trustee Fast: A

[5:29:49] Trustee Rogers: lot of them are going, a lot of them are going into executive admin.

[5:29:52] Trustee Rogers: in because

[5:29:54] Trustee Fast: i saw some that were only addressed to individual trustees and

[5:30:00] Trustee Fast: are the ones I'm concerned about. I've sent in a couple of emails to the web comments address to

[5:30:05] Trustee Fast: make sure they were being captured somewhere and to suggest that this be adjusted to make it clear

[5:30:11] Trustee Fast: to people. This is happening on Bowen too. I don't know if it's a, why people think that

[5:30:19] Trustee Fast: addressing an email to individual elected members makes it more likely that we'll read them or

[5:30:26] Trustee Fast: something i don't know but what it uh practically does is um make it less likely that staff see them

[5:30:33] Trustee Fast: and that they're getting less likely that they get included in an agenda so my concern is just

[5:30:39] Trustee Fast: that we're capturing all of them and which agendas are they being uh sent into so i've got comments

[5:30:47] Trustee Fast: into claire i don't think we need to uh i think she's aware of it from what she said this morning

[5:30:52] Trustee Fast: about beginning back to web comments later but I just wanted to bring it up

[5:30:56] Trustee Fast: that's how I do think we should be including them all as many as we can up

[5:31:04] Trustee Fast: until the time of the meeting and I will go through the ones I noted and make

[5:31:09] Trustee Fast: sure that they're in the draft agenda here also we do have this regarding the

[5:31:19] Trustee Fast: the uh quality of the information we do have our um islands trust highlight sheet that came out that

[5:31:27] Trustee Fast: that does describe the decisions that we did make but i don't know if that would be worth

[5:31:31] Trustee Fast: sending around yeah okay

[5:31:34] Trustee Luckham: um i have some remarks but i'll go to ross first because i think yeah

[5:31:37] Trustee Luckham: some good institutional advice for us well

[5:31:40] Voice 13: it's just yeah i these people have written to trust

[5:31:44] Voice 13: council and it's do you want them included like the mechanism for including them in this agenda

[5:31:52] Voice 13: and any that you will not have seen when you say add it so just just for a matter of clarity as we

[5:31:59] Voice 13: move forward i would i would request that i

[5:32:07] Trustee Rogers: would move that we forward all correspondence received

[5:32:10] Trustee Rogers: up until the agenda packages sent completed in the agenda pack so that will be friday

[5:32:17] Trustee Rogers: So

[5:32:18] Trustee Luckham: let's just seek some clarity on that from Lori. What is your cutoff time, day, including the ability to read every single one and redact or reject letters that don't meet our policy? And I know that in itself is significant.

[5:32:39] Trustee Luckham: Thank

[5:32:40] Voice 1: you, Executive Committee Chair. So the cutoff date for this agenda package was May 20. We do have the EC meeting of June 7. That agenda goes out next Friday for you. So, oh no, I'm sorry, next Wednesday.

[5:32:55] Voice 1: day so all the pieces I've received up and from last Friday the cutoff and that I've been logging

[5:33:03] Voice 1: and reading and redacting are being prepared for that agenda package now if something comes into

[5:33:08] Voice 1: me after the publication date that's just going to be swung over to the next executive committee

[5:33:15] Voice 1: agenda which is your June 23rd date I believe and I can let Claire speak to the inclusion of

[5:33:24] Voice 1: any of them that are relevant to the that are relevant to the um policy statement amendment

[5:33:28] Voice 1: project but i

[5:33:30] Voice 1: guess what we're

[5:33:31] Voice 13: saying mr chair sorry to interrupt is that by adding all of these

[5:33:35] Voice 13: things that that's how we don't have a we practically no longer have a due date for

[5:33:42] Voice 13: submissions to trust council right

[5:33:44] Trustee Luckham: so that due date is expired it is not friday at some time

[5:33:49] Trustee Luckham: it has expired we

[5:33:50] Voice 13: can't get all these things friday at some point okay because

[5:33:56] Voice 13: we've got a

[5:33:57] Voice 13: day and a half to take whatever your corrections are and then just deal with all the magic in the

[5:34:00] Voice 13: background right

[5:34:02] Trustee Luckham: thank you thank you for that that's the clarity i wanted um so therefore

[5:34:08] Trustee Luckham: this doesn't seem to be a notion that we should have a motion to accept anything more than what's

[5:34:13] Trustee Luckham: right here at this time certainly we could receive items uh up to our meeting prior to council and

[5:34:22] Trustee Luckham: circulate them to trustees in some fashion um at that late hour um would that be correct

[5:34:29] Trustee Luckham: yeah okay trustee patrick why

[5:34:33] Trustee Patrick: can't we at least use today then as the stuff that we've received

[5:34:39] Trustee Patrick: up till today to make sure they're in here because like i said i think we're going to

[5:34:42] Trustee Patrick: aggravate the situation. And when I say we, I mean, there's a lot happening. And I think the

[5:34:52] Trustee Patrick: more that you can present sort of a balanced voice, the more you're calming things down

[5:34:56] Trustee Patrick: rather than aggravating.

[5:34:58] Trustee Luckham: Okay. So by let's just say 4.30 today, hopefully we finish by 4.30 today,

[5:35:06] Trustee Luckham: that is the end of the amendments to the agenda that the executive committee is responsible to

[5:35:12] Trustee Luckham: to perform. Is the end of today a suitable cutoff? And I'm going to ask Laurie and Russ that

[5:35:20] Trustee Luckham: question. Russ, I'm going to ask you that question. You're the boss.

[5:35:23] Voice 13: That's great. Yeah. End of day

[5:35:25] Voice 13: to day. That would be, I think, if Laurie could confirm another 20 or 30 letters we've received.

[5:35:30] Voice 1: It probably is. I have received that much correspondence to include that in this final

[5:35:38] Voice 1: agenda package. I'll do my best. Yeah.

[5:35:41] Voice 13: Laurie, sorry. Are you saying you have received that many?

[5:35:44] Voice 13: and you'll be able to do it if we close at 4 30 today i'm

[5:35:49] Voice 1: at your uh i'll do my best yeah i can

[5:35:53] Voice 1: do that no

[5:35:55] Voice 13: sorry i'm asking about how many we talked about this yesterday about how many

[5:35:59] Voice 13: have come in since the deadline approximately 20 about 20 thanks okay

[5:36:07] Trustee Luckham: so uh then outside of

[5:36:11] Trustee Luckham: of the process that exists already where we've passed the deadline um is there a dan i cut you

[5:36:16] Trustee Luckham: off on a motion that you're crafting you want to continue with that i

[5:36:20] Trustee Rogers: um sorry i i didn't realize

[5:36:24] Trustee Rogers: there were that many i i but i i've only seen one or two since beginning of the weekend so they're

[5:36:32] Trustee Rogers: not being sent to me but if if we can do it i would uh i would move that all correspondence

[5:36:40] Trustee Rogers: received on this topic i.e the trust policy statement received till the end of business

[5:36:47] Trustee Rogers: today be included in the package oh i see claire

[5:36:51] Voice 14: if

[5:36:54] Voice 3: i might just weigh in on that motion it seems

[5:36:58] Voice 3: quite broad because of course we've been receiving correspondence for a number of years now

[5:37:02] Voice 3: so the way the motion is currently worded it would imply that we're providing you with everything

[5:37:06] Voice 3: um perhaps if you wanted to put a start date on that like since the last executive committee

[5:37:11] Voice 3: committee meeting or something to that effect,

[5:37:12] Voice 3: we are then going to be compiling everything ever received

[5:37:16] Voice 3: and working with you to gather it all up

[5:37:19] Voice 3: for the first reading package.

[5:37:22] Trustee Rogers: No.

[5:37:24] Trustee Patrick: How about address to trust console

[5:37:26] Trustee Patrick: or specifically requested that it be in the package,

[5:37:29] Trustee Patrick: something of that nature to narrow it.

[5:37:31] Trustee Rogers: Well, I'll take the suggestion of the director

[5:37:35] Trustee Rogers: that since the last executive committee meeting,

[5:37:38] Trustee Rogers: so that all correspondence related

[5:37:41] Trustee Rogers: related to the trust policy statement

[5:37:44] Trustee Rogers: since the last executive committee meeting

[5:37:46] Trustee Rogers: and be included in the trust council package

[5:37:50] Trustee Rogers: to the end of June until May 26th at four o'clock.

[5:37:59] Trustee Luckham: Now, Claire, I noticed a little bit of concern there.

[5:38:04] Trustee Luckham: Sorry.

[5:38:05] Voice 3: Oh, no concern.

[5:38:06] Voice 3: It might just be helpful to specify that address

[5:38:08] Voice 3: to trust council or something of that nature.

[5:38:10] Voice 3: um well they're

[5:38:12] Voice 3: also getting emails from islands

[5:38:15] Trustee Luckham: yeah so i'm gonna jump in now with my remarks

[5:38:20] Trustee Luckham: i don't think we can say that honestly claire because people write to whomever they want to

[5:38:28] Trustee Luckham: write to um even wrong i get flack for somebody sending me an email to the wrong address not even

[5:38:36] Trustee Luckham: remotely close to what my email address is and it's my fault. People, I don't think we can

[5:38:44] Trustee Luckham: honestly be responsible for that and if people are sending out emails to email lists that people

[5:38:53] Trustee Luckham: have created someplace that might include old trustees or who knows what, we can't manage that

[5:39:01] Trustee Luckham: and people don't address things to council because they don't understand it. They address it to LTCs

[5:39:05] Trustee Luckham: and vice versa we just have to simply do the best we can and quite honestly if i think that an email

[5:39:13] Trustee Luckham: who's i don't read the entire i have trouble reading all the emails let alone reading all

[5:39:18] Trustee Luckham: the ccs especially when they're blind carbon copied because we have no idea who's on a blind

[5:39:23] Trustee Luckham: carbon copy and so um my my uh criteria is if it says send it to council and it uses those kinds

[5:39:33] Trustee Luckham: general words and I send it to council if it's just sent to a random number of trustees all or

[5:39:40] Trustee Luckham: less they've done what they wanted to do not what I am obligated to do by any any policy that

[5:39:48] Trustee Luckham: doesn't exist with that because it just would be a complete and absolute nightmare especially when

[5:39:54] Trustee Luckham: we have to read and redact every single one and I am fully conscious of that burden on resources

[5:40:02] Trustee Luckham: resources. So let's just simply do the best we can. I think the motion that Dan has is adequate.

[5:40:07] Trustee Luckham: And I'm not going to go hunting for emails to send to council if the person can't take

[5:40:15] Trustee Luckham: the smallest amount of effort to email it properly to us if it's so important to them.

[5:40:24] Trustee Luckham: I'm going on for too long and I apologize to everybody, including the audience,

[5:40:28] Trustee Luckham: if i seem disrespectful but it's a big challenge when you get in the most recent incident of an

[5:40:34] Trustee Luckham: enormous number of emails 500 emails on a topic um it's a huge um undertaking anyway i'm going to

[5:40:46] Trustee Luckham: call the vote on this motion well

[5:40:47] Trustee Rogers: no that motion needs to be it hasn't been seconded i want to make

[5:40:51] Trustee Rogers: a couple of small amendments all correspondence received by 4 p.m on may 26th

[5:41:10] Trustee Fast: since the previous

[5:41:11] Trustee Fast: meeting

[5:41:11] Trustee Rogers: since the previous last ec meeting we'll put that in after the date be included in the

[5:41:20] Trustee Rogers: trust council pack of

[5:41:22] Trustee Luckham: may the 5th i think it was

[5:41:25] Voice 14: yeah that

[5:41:35] Trustee Rogers: should be tc package and then take out

[5:41:39] Trustee Rogers: the since the last ecme that last the second burn yeah that's okay so i'll move that east the

[5:41:45] Trustee Rogers: executive committee before

[5:41:46] Trustee Luckham: you move that um you know that this is where the dilemma lies right

[5:41:54] Trustee Luckham: who from addressed to whom because it should be if it's addressed to council or a quorum you know

[5:42:03] Trustee Luckham: i think addressed to council there's no way for us to know who received an email if it's not

[5:42:07] Trustee Luckham: addressed to council. You understand?

[5:42:15] Trustee Rogers: Well, a lot of them are addressed to the...

[5:42:18] Trustee Rogers: You see the dilemma. You don't know that. Well, I do see the dilemma. And the problem

[5:42:26] Trustee Rogers: is there are a variety of emails they send them to. Some are addressed to exec admin,

[5:42:34] Trustee Rogers: some are addressed to info at Islands Trust, some are addressed to individual trustees,

[5:42:40] Trustee Rogers: these uh and and uh some are addressed to laurie okay

[5:42:47] Trustee Luckham: can i then uh make a minor amendment here

[5:42:50] Trustee Luckham: before you do that i would delete the word all and i would just say that ec include correspondence

[5:42:55] Trustee Luckham: received by 4 p.m on may 26th

[5:42:57] Trustee Rogers: sure that's fine because

[5:42:59] Trustee Luckham: otherwise i think it's just

[5:43:00] Trustee Luckham: an insurmountable mountain and

[5:43:04] Trustee Fast: did we want to limit it to correspondence about the trust policy

[5:43:08] Trustee Fast: Yes.

[5:43:09] Trustee Luckham: Oh, yeah. That got missed. Sorry. Yeah.

[5:43:13] Trustee Rogers: And so after the date regarding the trust policy

[5:43:17] Trustee Rogers: statement. Yeah.

[5:43:23] Trustee Rogers: Thanks to them. Thanks. And it's terrible.

[5:43:36] Trustee Luckham: That's all right. We're doing that.

[5:43:38] Trustee Luckham: We are doing the best we can. It is what it is. Yeah.

[5:43:42] Trustee Luckham: So is that what you have intended, Dan?

[5:43:46] Trustee Luckham: Yes. And do I have a seconder? Just be fast. Thank you very much. Shall I call the vote?

[5:43:54] Voice 8: Yeah.

[5:43:54] Trustee Luckham: All those in favor. Thank you, everybody. Okay. So that Claire still has. Yeah. So now I'm

[5:44:06] Trustee Luckham: just going to ask. I'm just scanning all these emails that are here, the 20. It looks like

[5:44:12] Trustee Luckham: they're all before after the 5th of May. So I'm presuming then that that will include these 20.

[5:44:19] Trustee Luckham: or do you want a separate motion to include a general?

[5:44:24] Voice 3: No, I think that's comprehensive enough

[5:44:25] Voice 3: to capture what's come in.

[5:44:27] Trustee Luckham: Okay.

[5:44:29] Trustee Luckham: Thank you, everybody.

[5:44:30] Trustee Luckham: Claire, did you have a final remark?

[5:44:32] Voice 3: Yes, just wanted to let you know,

[5:44:33] Voice 3: we've initiated a project now, as I was saying earlier,

[5:44:36] Voice 3: to capture all 2050 correspondence

[5:44:38] Voice 3: from all that have been submitted

[5:44:39] Voice 3: to all the variety of sources,

[5:44:41] Voice 3: as well as delegations to prepare

[5:44:43] Voice 3: for the first reading package.

[5:44:45] Voice 3: So just wanted to let you know that

[5:44:46] Voice 3: if something has slipped through the cracks,

[5:44:48] Voice 3: over the ways we will be capturing it

[5:44:50] Voice 3: and it will come to council so you can assure anyone whose letter might have been dropped

[5:44:53] Voice 3: through the process we will do our very best to capture everything for that first reading

[5:44:57] Voice 3: agenda package so

[5:44:59] Trustee Luckham: so are you doing some kind of an email engine search then looking for keywords

[5:45:04] Trustee Luckham: is that how you're going to do that uh

[5:45:05] Voice 3: that has not yet been determined but we're going to be

[5:45:08] Voice 3: working as best we can to go back through past agendas um past inboxes and try and find

[5:45:13] Voice 3: everything we can all

[5:45:15] Trustee Luckham: right well thank you for all of the work what can i say

[5:45:21] Trustee Luckham: Okay. So I think that completes correspondence. Thank you for the hearty discussion. And I'm sorry to have contributed to making it more difficult. I did. These are challenges. I'm going to go to executive committee projects. I'm just trying to figure out, is that it for the, that is it for the

[5:45:46] Voice 13: Trust Council.

[5:45:46] Voice 13: unless you

[5:45:47] Voice 13: want to revisit the schedule mr chair you haven't approved the schedule but i think that

[5:45:51] Voice 13: you indicated we've got those two changes we're going to undertake thank

[5:45:55] Trustee Luckham: you and we would retro

[5:45:57] Voice 13: update the schedule as well as the agenda okay

[5:46:01] Trustee Luckham: so then yeah

[5:46:02] Voice 13: so

[5:46:04] Trustee Luckham: thank you very much so 7.11 7.12

[5:46:06] Trustee Luckham: forwarded to council as amended is that all right sounds

[5:46:11] Voice 13: sounds good to me yeah

[5:46:12] Trustee Luckham: all right by general

[5:46:13] Trustee Luckham: consent laura are you with me yes

[5:46:18] Voice 1: i am thank you

[5:46:18] Trustee Luckham: thank you laurie okay uh do you want to continue

[5:46:24] Trustee Luckham: on at this moment you want to break yeah okay yes for

[5:46:28] Voice 14: a break yeah

[5:46:29] Trustee Luckham: yes i'd like a quick break

[5:46:32] Trustee Luckham: two well make it five minutes okay yeah

[5:46:36] Voice 12: that'd be great thank you

[5:46:43] Voice 9: thank you laurie so is that

[5:51:53] Trustee Luckham: out the shortest five minutes ever or what do we think that

[5:51:59] Trustee Fast: was fine thank you reporting for duty

[5:52:55] Voice 13: all

[5:52:57] Trustee Luckham: right well done sir just look waiting on trustee patrick here i think sorry

[5:53:04] Trustee Patrick: i was sitting

[5:53:05] Trustee Patrick: here with my video well

[5:53:09] Trustee Luckham: that's quite all right uh

[5:53:11] Trustee Patrick: mr chair yeah i

[5:53:13] Trustee Patrick: i just can i just on the

[5:53:14] Trustee Patrick: correspondence topic i think it's i think you heard me talk about this yesterday how dumbfounded i am

[5:53:20] Trustee Patrick: by this you know i i'm getting personally attacked and i'm sure mr mr rogers and others are too

[5:53:26] Trustee Patrick: because i value people in the environment in an integrated fashion and it's it's just it is just

[5:53:35] Trustee Patrick: some i just wanted to state that that it's just it's uh it's just amazing so well

[5:53:44] Trustee Luckham: uh you know i

[5:53:45] Trustee Luckham: agree with you completely um uh unless we're prepared to pull up the drawbridge we cannot

[5:53:51] Trustee Luckham: not separate people from the environment and that will be interesting emails if that was the case

[5:53:58] Trustee Luckham: i did have a little reflection here and i want to thank trustee fast for reminding us of our new

[5:54:07] Trustee Luckham: website and the language that is there that is intended to help guide people to communicate with

[5:54:13] Trustee Luckham: us and indeed we want to hear from people and we we do it may not sound like it sometimes but we do

[5:54:21] Trustee Luckham: enjoy people responding to us and setting us on the straight and narrow where we need set

[5:54:27] Trustee Luckham: and helping us along where we need help. That's very much appreciated. So that said, I think that

[5:54:34] Trustee Luckham: the dilemma that we're struggling with, at least I'm struggling with, is not being able to present

[5:54:40] Trustee Luckham: those words from our community if they're not addressed to us in a way that we can receive them.

[5:54:44] Trustee Luckham: If they're sitting, you know, you hear all the time about mail at Canada Post in the dead mailbox,

[5:54:49] Trustee Luckham: box that i don't want to see that happen with correspondence to the honest trust i want to be

[5:54:54] Trustee Luckham: able to get it out and make it happen so i think what we need to do is if we haven't already and

[5:54:59] Trustee Luckham: i haven't gone there and looked just now on that website where it says how to communicate with us

[5:55:03] Trustee Luckham: i think we need to be really clear send email to this address otherwise we cannot guarantee

[5:55:10] Trustee Luckham: inclusion in an agenda um if that's what we have to say then i would rather say that than not say

[5:55:18] Trustee Luckham: say anything so maybe Claire you can take that into consideration CAO did you have some remarks

[5:55:24] Trustee Luckham: um

[5:55:25] Voice 13: I think that the question at hand is that whether there's a false equivalency going on

[5:55:29] Voice 13: in the conversations that are occurring out in community and how's the islands trust responding

[5:55:33] Voice 13: to those things and um that's not so much a matter of um the mechanics of getting things on the

[5:55:40] Voice 13: agenda or not so maybe following this trust council there'll be and um as we move to um

[5:55:47] Voice 13: The first reading of the policy statement that's generated this, there could be some communications come up from the Allen's Trust that summarize the work that's going to be done or the work that is approved by Trust Council and sort of recalibrated or calibrated to the way that Trust Council wants to see it.

[5:56:06] Voice 13: So I think that that could be a pending piece of work to address any false equivalencies that are being made.

[5:56:14] Voice 13: well

[5:56:15] Trustee Luckham: that's an interesting characterization too and that's true and claire and i talked about that

[5:56:20] Trustee Luckham: a little bit and even amongst dc somebody that i talked to about um we do need to um at least

[5:56:27] Trustee Luckham: specify our intents and message our own message and we could still be set straight if we're wrong

[5:56:33] Trustee Luckham: absolutely but i think we do need to be clear about this is our intention as opposed to some

[5:56:40] Trustee Luckham: of the other messaging that is happening and happy to be corrected I can only say that over and over

[5:56:46] Trustee Luckham: again but let us continue right now we've dealt with that we're now on back to our regular

[5:56:52] Trustee Luckham: executive committee agenda and the first item here is executive beginning projects and one of the

[5:56:58] Trustee Luckham: things that has a new item here that's come up is 8.1.1 cancellation of the climate action revenue

[5:57:03] Trustee Luckham: incentive program this is just mostly here for our information I read it it seems clear CEO Hudson

[5:57:09] Trustee Luckham: pillar are you going to address that i'd

[5:57:11] Voice 13: respond to any questions um this has been a long-standing

[5:57:14] Voice 13: piece that we've contributed to um you know it's counterintuitive it seems like uh uh the province

[5:57:21] Voice 13: and by um association the island structures moving away from climate change activity

[5:57:27] Voice 13: the province isn't is uh i think its intention is to say that this particular program's run its

[5:57:32] Voice 13: course and that they're looking at cooperation with the ubcm and the other regional associations

[5:57:37] Voice 13: associations to um do further work so they unfunded it in their current budget um from the

[5:57:43] Voice 13: allen's trust perspective the the grant was minimal um our corporate operations of course

[5:57:48] Voice 13: extremely minimal um so we had somewhere in the area of 65 um metric tons um per year and um our

[5:57:58] Voice 13: grant was under a thousand dollars but i just want to let you know that and of course um whether you

[5:58:03] Voice 13: want this going to trust council or not i'm not sure but just making sure we're getting you the

[5:58:07] Voice 13: full information okay

[5:58:11] Trustee Luckham: um any questions uh not

[5:58:13] Trustee Fast: a question just that i um attended the um association

[5:58:19] Trustee Fast: of lower mainland local governments and um uh it was our minister who um spoke to this and it was

[5:58:29] Trustee Fast: very much a stay tuned kind of message and i expect that's what we'll hear on friday for

[5:58:34] Trustee Fast: anybody's coming to avicc but i don't think there's anything we can really do about it except

[5:58:39] Trustee Fast: know that that's happening and changes are happening yeah

[5:58:45] Trustee Luckham: dan rogers i

[5:58:47] Trustee Rogers: went through my

[5:58:49] Trustee Rogers: avicc package and voted and there is a resolution there at avicc related to this so but other than

[5:58:57] Trustee Rogers: that yeah i think that's it certainly

[5:59:00] Voice 13: other local governments have had received significant grants

[5:59:03] Voice 13: associated with their operations through this program so I expect there could be some

[5:59:08] Voice 13: potential pushback I've heard that throughout the the industry a little bit thanks yeah

[5:59:17] Trustee Luckham: you know

[5:59:18] Trustee Luckham: in this pandemic this government has spent a lot of money and somewhere they have to make cuts so

[5:59:25] Trustee Luckham: I'm sympathetic to their financial needs but indeed it's now actually three o'clock and if

[5:59:30] Trustee Luckham: If you haven't read your package and voted,

[5:59:32] Trustee Luckham: I think the voting has closed for AVICC.

[5:59:36] Trustee Luckham: So I did that first thing this morning.

[5:59:39] Trustee Luckham: And indeed there was,

[5:59:42] Trustee Luckham: I hope you supported the one from the Allen's Trust.

[5:59:44] Trustee Luckham: There was also another good one in there

[5:59:46] Trustee Luckham: which we should have advanced as well,

[5:59:48] Trustee Luckham: but I'm glad another community did.

[5:59:50] Trustee Luckham: And I can't remember what it is just now.

[5:59:54] Trustee Luckham: Anyway, let's go to Trust Area Services

[5:59:56] Trustee Luckham: Policy Statement Amendment Project Charter version.

[6:00:00] Trustee Luckham: five requests for decision um we're afraid to thank you for bringing this for us that was a bit

[6:00:05] Trustee Luckham: of a surprise to me to see that but i'm also very pleased to see it so over to you oh

[6:00:12] Voice 3: thank you um

[6:00:13] Voice 3: i'll see if delaney we didn't sorry for not coordinating in advance whether delaney hibla

[6:00:17] Voice 3: would like to speak to it but simply this is bringing you um a revised um timeline for first

[6:00:22] Voice 3: reading and also um additional minor changes just to reflect the realities of the project at this

[6:00:28] Voice 3: point i think i'll leave it that simple and ask if there's any questions any questions vice chairs

[6:00:37] Trustee Luckham: oh look at that

[6:00:38] Trustee Rogers: i'm happy to make the motion yeah

[6:00:42] Trustee Luckham: and so there's no financial implications

[6:00:44] Trustee Luckham: at this point

[6:00:45] Voice 3: no but you'll see that we i've just moved a little bit of the funding around or

[6:00:49] Voice 3: allowing us to spend some funding on um engagement i can't remember exactly the change i made here

[6:00:54] Voice 3: Let me just scroll down.

[6:00:57] Voice 3: Just made a little bit of funding around,

[6:01:00] Voice 3: no, actually no financial implications.

[6:01:02] Voice 3: Sorry, I was thinking about the team.

[6:01:04] Trustee Luckham: Yeah, it says none there.

[6:01:06] Trustee Luckham: And I know there were some concerns at some point,

[6:01:09] Trustee Luckham: but that's great.

[6:01:11] Trustee Luckham: So Dan, you want to make that motion?

[6:01:13] Trustee Rogers: Sure, I'll move that executive committee

[6:01:15] Trustee Rogers: approve the policy statement amendment

[6:01:16] Trustee Rogers: project charter version five.

[6:01:20] Trustee Luckham: So moved, do I have a seconder?

[6:01:23] Trustee Luckham: Trustee Patrick, thank you.

[6:01:24] Trustee Luckham: um so uh any discussion call for the vote all those in favor that carries and thank you for

[6:01:35] Trustee Luckham: accommodating the change in the meeting schedules and all the rest of it all right then so then let

[6:01:40] Trustee Luckham: me go to 8.1.2.2 special july 2021 trust council meeting rfb so this is we're going to make this

[6:01:50] Trustee Luckham: it's official now.

[6:01:52] Trustee Luckham: Claire, are you going to speak to that one as well?

[6:01:56] Voice 3: Yeah, so I'll speak to this and then again,

[6:01:58] Voice 3: invite our senior policy advisor to join if needed.

[6:02:02] Voice 3: Essentially, we're bringing this to you

[6:02:04] Voice 3: at the request of Trust Programs Committee

[6:02:05] Voice 3: to schedule a special trust council meeting

[6:02:08] Voice 3: for the purpose of considering the policy statement bylaw.

[6:02:10] Voice 3: I will note that since we wrote this request for decision,

[6:02:14] Voice 3: we're going to be proposing a refinement

[6:02:16] Voice 3: in the recommended motion that Laurie could put on screen

[6:02:19] Voice 3: once we've introduced this essentially we're proposing a dedicated day in writing this up

[6:02:26] Voice 3: I realized we have not or Laurie pointed it out actually that we have not necessarily contemplated

[6:02:32] Voice 3: delegations in town hall so I wonder if you might like to contemplate doing a evening prior for

[6:02:38] Voice 3: delegations in town hall and then having a discussion morning the next day at this point

[6:02:44] Voice 3: we're proposing perhaps the timing could be nine until noon the next day um with an hour break for

[6:02:50] Voice 3: lunch and then reconvening as necessary from one till two uh that's currently staff's thought on

[6:02:56] Voice 3: how the schedule might work with of course delegations in town hall on the evening prior

[6:03:00] Voice 3: on the 7th but i think we'd be interested in your thoughts around how that schedule could look

[6:03:08] Voice 3: um anything to add i would i guess i would turn to um our senior policy advisor cio to see if

[6:03:13] Voice 3: there's any other um anything additional to add i well the one thing i would add is of course

[6:03:18] Voice 3: we would then be um necessarily um pushing out a news release early next week about this opportunity

[6:03:23] Voice 3: so that delegations would have enough delegates would have an opportunity to submit delegation

[6:03:27] Voice 3: requests in time for your next executive committee meeting yeah i

[6:03:34] Voice 13: would speak after delany if delany

[6:03:36] Voice 13: wants to provide any further details

[6:03:39] Voice 17: i don't have any uh anything further to add um unless you have

[6:03:42] Voice 17: have specific questions happy to answer them so

[6:03:46] Trustee Luckham: i'm going to jump in and i apologize to the vice

[6:03:49] Trustee Luckham: chairs i would like to understand how this is actually going to roll out um in terms of

[6:03:55] Trustee Luckham: communications to the public because who's going to get to see the draft before we invite them to

[6:04:00] Trustee Luckham: a town hall and so you get the message right like we need to be really clear what we're doing if

[6:04:07] Trustee Luckham: we're going to first reading

[6:04:08] Voice 17: i can maybe speak to that claire if you'd like um so um as you may

[6:04:14] Voice 17: recall at the tpc meeting on may 14th um trust programs committee endorsed our version which

[6:04:21] Voice 17: was called scenario one of a timeline um that would have us releasing the second draft on um

[6:04:29] Voice 17: on June 11th, following Trust Council, which gives TPC a very short timeline as they'll be

[6:04:37] Voice 17: meeting on, they'll be having a special meeting on June 15th to discuss that second draft and

[6:04:43] Voice 17: decide whether they wish to forward that to the July 8th meeting for first reading.

[6:04:51] Voice 17: One of the difficulties we've been facing, and I think reflects some of your discussion today,

[6:04:57] Voice 17: is that typically if we were to do a formal public engagement we would prepare very clear

[6:05:02] Voice 17: communications materials that are targeted towards a public audience to clarify some of these

[6:05:09] Voice 17: difficult concepts that have been misconstrued and in many cases we haven't had time to do that

[6:05:16] Voice 17: because we've been so focused on the drafting process and we haven't entered in to a formal

[6:05:21] Voice 17: public engagement process as of yet. That being said, our team is meeting tomorrow to discuss

[6:05:27] Voice 17: what could be possible prior to first reading. That might include an FAQ or speaking notes for

[6:05:34] Voice 17: trustees in preparation for that package. But we have kind of a short turnaround, so we won't be

[6:05:42] Voice 17: able to do full public engagement materials. What we will be doing is having a sense of what the

[6:05:51] Voice 17: a third phase of public engagement would look like.

[6:05:54] Voice 17: And at this point, I don't think I can speak too much

[6:05:56] Voice 17: about that because our team is still discussing it,

[6:05:59] Voice 17: but it would include an online survey

[6:06:01] Voice 17: and a virtual open house where the content of the draft

[6:06:08] Voice 17: that council approves at first reading

[6:06:11] Voice 17: could be better explained to the public.

[6:06:13] Voice 17: And then we would invite feedback

[6:06:15] Voice 17: over a lengthier period of time.

[6:06:17] Voice 17: okay

[6:06:22] Trustee Luckham: uh vice chairs uh

[6:06:31] Voice 14: trustee patrick i'm

[6:06:38] Trustee Patrick: just i'm i'm concerned with the misinformation and the

[6:06:42] Trustee Patrick: misinformation debate that is roaring and and and um it is it's big i and it's it's frustrating and

[6:06:53] Trustee Patrick: it's um um you know i i think you have to really think of fair access uh you know we we were

[6:07:02] Trustee Patrick: criticized by one you know one group on the 2020 of not representing you know the full representation

[6:07:09] Trustee Patrick: of the working class and other folks that don't have the time to attend three-day long meetings

[6:07:15] Trustee Patrick: and you know keep up with what's what's going on here so i think we have to be very aware that

[6:07:21] Trustee Patrick: you know there there is a lot of misinformation that's only accelerating so either the you know

[6:07:31] Trustee Patrick: um either proceed with the first reading and make sure that the engagement is robust

[6:07:35] Trustee Patrick: fair and equitable and inclusive um because i don't know if between now and july 8th that

[6:07:44] Trustee Patrick: you're just going to have this frenziness that's going to continue on with not a full set of

[6:07:50] Trustee Patrick: information that's even out there so either get the first reading done so that you have a set

[6:07:55] Trustee Patrick: but that is now fairly distributed

[6:07:57] Trustee Patrick: and an extreme equitable program

[6:08:01] Trustee Patrick: to have people feel engaged.

[6:08:09] Trustee Luckham: Dan?

[6:08:15] Trustee Rogers: Perhaps my day for not well-informed questions.

[6:08:21] Trustee Rogers: Are we required to have a town hall

[6:08:25] Trustee Rogers: and delegation session before this?

[6:08:28] Trustee Rogers: Yes, and there's the CAO immediately put his hand up.

[6:08:33] Voice 13: No, I don't believe we have a legal obligation to do this.

[6:08:37] Voice 13: and um really it's and i use the word reactive in the best sense of that word

[6:08:43] Voice 13: um i think you could provide a narrative that says that we've done a year and a half of engagement

[6:08:48] Voice 13: in varied forms we've had if you look at an inverted funnel let's say um very broad i remember

[6:08:55] Voice 13: riding around on a ferry meeting with people myself and you know i was just a minor cog in

[6:09:00] Voice 13: that wheel um over the last year and a half where we've gone out and tried to elicit opinions and i

[6:09:06] Voice 13: I think we got as much as we possibly could for what we were doing and then as the process has

[6:09:11] Voice 13: refined itself through a year of committee work through nine months of having it come past

[6:09:18] Voice 13: executive committee and we've had then some significant a first draft and some significant

[6:09:25] Voice 13: requests for updates and rewrites and those things have been built into the to the next

[6:09:30] Voice 13: So I think this version provides as good a summary of long-standing public input and now considerations from Trust Council.

[6:09:41] Voice 13: So then you get to the point where, well, you can never have too much public input, but who owns the document at what time in the process is really the question at hand.

[6:09:55] Voice 13: I think you could reasonably make the case for a first draft that there's been a year and a half of public input, and notwithstanding some of the commentary that's coming in, knowing that between first reading and second reading, there will be a re-engagement, the flavor of which we've yet to develop, that this is Trust Council's document to see whether they feel comfortable moving forward with it or not.

[6:10:21] Voice 13: and um uh they're they're you know i look at it as an official community plant like

[6:10:28] Voice 13: an exalted official community plan has there been a public engagement process well yes it's been

[6:10:34] Voice 13: more than just um information back and forth this has been engagement over a sustained period of

[6:10:40] Voice 13: time um so i think you could reasonably move forward and and and you don't necessarily need

[6:10:47] Voice 13: to have this as long as you build in some robustness later on um as we move forward my

[6:10:52] Voice 13: my not concern my my interest is that um trust council and trustees and indeed the public moves

[6:10:58] Voice 13: past the broader questions that are being being asked but moving into the actual policy questions

[6:11:03] Voice 13: that are encapsulated inside the document where there hasn't been a significant amount of

[6:11:09] Voice 13: conversation there's been the larger conversations that have gone on but there's some there's some

[6:11:14] Voice 13: changes um associated with this document um some discrete policy changes that are going to have

[6:11:20] Voice 13: um that are going to be grounded in land use decisions um in the future and i'm hoping that

[6:11:26] Voice 13: some of the conversation that um turns to some of those as we move forward long answer

[6:11:32] Voice 13: short answer is uh we don't think that there's a legal obligation um i think claire has a list

[6:11:37] Voice 13: of 120 different agencies that we are going to refer this document out to following a potentially

[6:11:45] Voice 13: positive draft one bylaw approval. And included with that will be more public engagement. Thank

[6:11:54] Voice 13: you.

[6:11:56] Trustee Rogers: Sorry, if I could follow up on that. Do we have any policy that requires us to

[6:12:02] Trustee Rogers: To have a town hall at a trust council?

[6:12:08] Voice 13: No.

[6:12:10] Trustee Rogers: No? Okay.

[6:12:11] Trustee Rogers: I mean, just as a comment, and I appreciate all you said,

[6:12:15] Trustee Rogers: and I sort of anticipated that answer,

[6:12:17] Trustee Rogers: and I haven't formulated my mind about it,

[6:12:20] Trustee Rogers: there will undoubtedly be people who would be critical

[6:12:24] Trustee Rogers: of a decision not to do that, and maybe even trustees.

[6:12:28] Trustee Rogers: But I've actually positioned this meeting and what's going on right now when I've talked about it at LTCs as our quote-unquote internal process.

[6:12:42] Trustee Rogers: We've done this external process for quite some time, and now we're doing some internal process in a way, in a public way, but an internal discussion before we go back out again.

[6:12:53] Trustee Rogers: yet. And so, I mean, I'm attracted to that idea of just leaving it at that, although I'm not,

[6:13:01] Trustee Rogers: I know that there will be people that will feel that we should always be willing to accept public

[6:13:07] Trustee Rogers: comment. So I'm not of one mind yet.

[6:13:15] Voice 14: Sue Ellen Fast.

[6:13:17] Trustee Fast: Yeah, thank you, Chair.

[6:13:18] Trustee Fast: um i'm uh i'm not sure that we should have a um public input right before we've set ourselves up

[6:13:29] Trustee Fast: through this whole process as the time for trust council to consider all the input um i uh i like

[6:13:37] Trustee Fast: and support the process that we laid out at the beginning thoughtfully um that we would gather

[6:13:44] Trustee Fast: gather all the input, and then we already have gone beyond that and gathered more public input.

[6:13:51] Trustee Fast: And I also, thinking about fair access to input, I wouldn't want to,

[6:14:01] Trustee Fast: all those people that made the effort and got their input in early in the process, I don't want

[6:14:07] Trustee Fast: to um uh bury uh to use a for lack of a better word uh their input uh that they contributed um

[6:14:17] Trustee Fast: in good faith um many months ago um and thoughtfully uh and um carefully so i'm uh you

[6:14:26] Trustee Fast: know in the last time we on bowen um if you don't mind a bowen example uh updated our official

[6:14:33] Trustee Fast: community plan um we laid out our process with um public input periods and then public input

[6:14:40] Trustee Fast: was closed and it went to this committee the steering committee whatever and then another

[6:14:46] Trustee Fast: window of public input would open and perhaps that's something as an example that we might

[6:14:52] Trustee Fast: want to consider but i'm not saying to change anything in our process now i'm just saying we

[6:14:56] Trustee Fast: we have a process that we've endorsed and we've been following up till now. And I, I think we're

[6:15:04] Trustee Fast: going to have a bunch of public input, probably at Trust Council. And, and that, I think, would be

[6:15:11] Trustee Fast: the obvious place to have it. And then I would like to treat the July 8th meeting as a meeting

[6:15:19] Trustee Fast: meeting of uh council to consider all the input we've received uh up to that point which staff

[6:15:26] Trustee Fast: has done so much hard work and will do again all the hard work of gathering it up and making sure

[6:15:30] Trustee Fast: it's all there and uh that's i i would like to follow our process thank you thank

[6:15:42] Trustee Luckham: you um anybody

[6:15:45] Trustee Luckham: else before i say anything um no disrespect intended but quite honestly it's all very

[6:15:54] Trustee Luckham: very academic. And that's what I struggle with. I would suggest that it's unfair to differentiate

[6:16:06] Trustee Luckham: between, I'm sorry, Trustee Pass, it's unfair to differentiate between those people that

[6:16:13] Trustee Luckham: contributed input to us at the beginning of the process and those people that are writing letters

[6:16:17] Trustee Luckham: today. I think some of those people are ones that said, hey, do this, hey, keep doing this,

[6:16:22] Trustee Luckham: protect the environment, blah, blah, blah. And we've let them down because they've been led to

[6:16:26] Trustee Luckham: to believe that we didn't listen to what they said that there's a fundamental element there

[6:16:31] Trustee Luckham: we have been communicated with some people think we haven't heard what they said um i don't control

[6:16:38] Trustee Luckham: the messaging in that part and i think that to some extent that's part of the dilemma we have a

[6:16:45] Trustee Luckham: you know trustee patrick has maybe painted it a little bit more uh dramatic than i would but it

[6:16:52] Trustee Luckham: is a bit of a crisis there's a there's a panic out there there's uh the believers and supporters

[6:16:58] Trustee Luckham: of the island's trust since the day they moved to the island before they moved to the islands

[6:17:02] Trustee Luckham: that feel that we are swaying from the original intent and that we know that that is not

[6:17:09] Trustee Luckham: true that's not what we're doing um but i do think that we need to get out even post this council

[6:17:18] Trustee Luckham: Council is going to be, I haven't, we have no idea of predicting what's going to happen next week, or the week after, whatever it is.

[6:17:26] Trustee Luckham: And then depending upon what the outcome of that meeting is, we're either going to be celebrated, or we're going to continue to be criticized for not changing the course.

[6:17:34] Trustee Luckham: And keep in mind, this is before anybody's seen the draft.

[6:17:40] Trustee Luckham: And in fact, I had trouble with calling the draft one a draft even, but that's okay.

[6:17:44] Trustee Luckham: Okay. So I believe that in some way, we need to message what it is our intent is and what it is

[6:17:54] Trustee Luckham: that we're doing. I think that we need to get the latest version of this into people's hands

[6:18:01] Trustee Luckham: so that they can read it for themselves, because indeed, we want people to read it for themselves

[6:18:05] Trustee Luckham: and make their own opinions and see the good work that has happened here. And thank you for the

[6:18:12] Trustee Luckham: a suggestion about faqs and speaking notes and i think you said that there will be a press release

[6:18:17] Trustee Luckham: on june 11th followed by the tpc submission which are all public um and so somehow i think we need

[6:18:25] Trustee Luckham: to get the message out about what we're doing uh because i would rather have a town hall the night

[6:18:32] Trustee Luckham: before july the 8th or whatever day it is that we're planning the july i'd really like to have

[6:18:38] Trustee Luckham: have a town hall the evening of July the 8th and people celebrate what we've done rather than not

[6:18:46] Trustee Luckham: have any public input and get a dearth of letters between now and that meeting and even more letters

[6:18:53] Trustee Luckham: after that meeting because we haven't

[6:18:55] Voice 14: engaged and

[6:18:57] Trustee Luckham: I just struggle with how can we get ahead of this

[6:19:03] Trustee Luckham: to turn the tide into ideally something more positive

[6:19:10] Trustee Luckham: because, and I continue to believe,

[6:19:12] Trustee Luckham: and I believe that we have not sold out

[6:19:15] Trustee Luckham: the Preserve and Protect mandate

[6:19:16] Trustee Luckham: because that is in the legislation, period.

[6:19:20] Trustee Luckham: We are enabling the legislation

[6:19:22] Trustee Luckham: through the amendments to the policy statement,

[6:19:24] Trustee Luckham: which are terrific.

[6:19:26] Trustee Luckham: Certainly there's some things that we need to resolve,

[6:19:28] Trustee Luckham: but it's not as earth shattering as some might think.

[6:19:33] Trustee Luckham: So I'm open to suggestions about how it is that we could facilitate that vision that I have of moving the opinion to at least hearing what we have to say, rather than continuing it down this path of criticism.

[6:19:49] Trustee Luckham: And maybe I'm wrong. I'm happy to be wrong. Trustee Fass.

[6:19:52] Trustee Luckham: thank

[6:19:54] Trustee Fast: you and uh now i've i've stood up for the process um and i will however i'm also gonna say

[6:20:01] Trustee Fast: i am startled as uh somebody who's been a nature educator all my life um uh to see the responses

[6:20:08] Trustee Fast: and the polarization uh that's happening and um uh there is some other process happening too

[6:20:17] Trustee Fast: And so I think we need to, I do think we need to respond to that process. I'm not convinced that town halls are always the way to do it, though. I like the idea of a FAQ and invitation to send your emails in and that kind of thing.

[6:20:33] Trustee Fast: um but i'm open i want to appear to be open and invite everybody in so that they will read

[6:20:42] Trustee Fast: uh the draft and they do feel that we're actually reading it reaching out and uh if we're um

[6:20:50] Trustee Fast: if we're sincere which i think we have been all the way along uh then i i'm not sure and we don't

[6:20:58] Trustee Fast: have a reason to or any um it wasn't in our plan to close the public comment period uh just brought

[6:21:05] Trustee Fast: that up as an example of another way and um in in sticking up for our process i think we got a

[6:21:13] Trustee Fast: really good process maybe we're gonna we're gonna get more public input whether we whatever we do

[6:21:19] Trustee Fast: and uh i'm wondering if there's a way to help people not be so polarized for example um uh

[6:21:27] Trustee Fast: I think at one point I suggested, I sent around that graphic with the framing of conservation, nature for itself, nature despite people, nature for people, people and nature together as being the progression of ways that thinking about conservation has changed.

[6:21:44] Trustee Fast: Can we get a guest speaker? Can we find this gentleman that wrote to us who's a professor?

[6:21:51] Trustee Fast: I don't know is there is there some other way that we can try to bring worlds together

[6:22:01] Trustee Fast: besides the polarized letters that we're receiving now I'm not sure maybe the draft

[6:22:07] Trustee Fast: and the onwards is the best way to do it and I'm open to ideas I just wanted to put those

[6:22:12] Trustee Fast: other couple of ideas out there too thank

[6:22:16] Trustee Luckham: you for that trustee Faust that's exactly right I would

[6:22:19] Trustee Luckham: would say yeah

[6:22:20] Voice 8: um

[6:22:22] Trustee Luckham: so can i just ask a question so the draft is going to go out to the public

[6:22:25] Trustee Luckham: um shortly after june the 11th is that the plan the

[6:22:31] Voice 17: draft will be included in the june 15th trust

[6:22:34] Voice 17: programs committee agenda so it will be in a public agenda but it's not formally going to

[6:22:38] Voice 17: the public like in an engagement sort of fashion and there's no we haven't planned a press release

[6:22:44] Voice 17: at that time. I was just referring to releasing draft two for Trust Programs Committee, yeah.

[6:22:52] Trustee Luckham: But we could in a limited way if we wanted to. Yeah. Okay.

[6:22:57] Trustee Luckham: Yeah. Vice Chairs, what do you want to do?

[6:23:02] Trustee Luckham: Or are we just receiving this information at this time? And there's an RFP to hold a meeting,

[6:23:07] Trustee Luckham: actually to

[6:23:09] Voice 9: the schedule and

[6:23:12] Trustee Luckham: chair

[6:23:16] Voice 3: once once you've decided whether or not you want a delegation

[6:23:19] Voice 3: we'd like to propose a slightly amended resolution from the one on your screen right now you mean

[6:23:25] Trustee Luckham: not a delegation but a town hall yeah

[6:23:28] Voice 3: or once you've decided if you wish to have that portion

[6:23:30] Voice 3: of the agenda then we'll propose a slightly amended motion okay

[6:23:35] Trustee Luckham: so maybe we could be here

[6:23:38] Trustee Luckham: till tomorrow i'm sure um and i want to respect trustee patrick had some remark but so let me go

[6:23:45] Trustee Luckham: to her and then let me ask you uh do you want to hold a town hall the night before so trustee

[6:23:51] Trustee Luckham: patrick over to you for your remark or comment or motion again

[6:23:55] Trustee Patrick: my concern is that because it's an

[6:23:58] Trustee Patrick: internal process to tpc it's a limited number of people who who know this that are controlling the

[6:24:04] Trustee Patrick: messages and exploiting you know their circle and influences of people it's going to continue to

[6:24:11] Trustee Patrick: drive this polarization and that you know it's better to have a properly developed engagement

[6:24:19] Trustee Patrick: program with messages that are out there and not have a cat on my desk here um so that's just my

[6:24:27] Trustee Patrick: my my my concern so i just really need you to take that into consideration that

[6:24:39] Voice 13: i'm not sure what that means um so globally i understand it but between now and july 10th

[6:24:47] Voice 13: is is the question at hand i i think you're not saying that we run that process between now and

[6:24:53] Voice 13: july 10th you're saying that there needs to be one and prior to a final adoption yeah i'm saying

[6:25:00] Trustee Patrick: the the September program needs to be designed to be inclusive equitable all of those things

[6:25:07] Trustee Patrick: and thank you we

[6:25:08] Trustee Patrick: can't do that between now and July 8th right thank you

[6:25:12] Trustee Luckham: okay so I'm going to

[6:25:16] Trustee Luckham: come back to my question um about uh do we want a single day meeting or do we want a town hall

[6:25:23] Trustee Luckham: uh in conjunction with that single day meeting morning meeting I think we want a single okay

[6:25:30] Trustee Luckham: Hey,

[6:25:30] Trustee Rogers: so if I, sorry.

[6:25:34] Trustee Luckham: Sue Ellen Fast, you had the floor first.

[6:25:36] Trustee Fast: Oh, sure.

[6:25:37] Trustee Fast: I would go for a single day meeting

[6:25:39] Trustee Fast: and then plan, follow our process

[6:25:42] Trustee Fast: and plan for more public input

[6:25:46] Trustee Fast: with a method suitable to the circumstances

[6:25:51] Trustee Fast: of having our own process

[6:25:54] Trustee Fast: and these other processes happening alongside.

[6:25:58] Trustee Fast: side okay

[6:26:00] Voice 14: dan

[6:26:01] Trustee Fast: i'm

[6:26:06] Trustee Rogers: i'm very attracted to that uh however i think i'm going to uh take your words

[6:26:12] Trustee Rogers: mr chair uh that you're right we will get criticism before afterwards during uh if we

[6:26:21] Trustee Rogers: don't have a town hall it it is it's part of the culture of the trust um rightly or wrongly i would

[6:26:31] Trustee Rogers: would prefer this to be our internal discussion.

[6:26:34] Trustee Rogers: I would say, I don't think we need delegations, however.

[6:26:37] Trustee Rogers: I think we could just say no delegations,

[6:26:41] Trustee Rogers: but we will have an abbreviated town hall the night before.

[6:26:47] Trustee Rogers: We'll see how many trustees come, hopefully all of them,

[6:26:52] Trustee Rogers: and listen to what people have to say.

[6:26:57] Trustee Rogers: I totally agree with Trustee Patrick.

[6:26:59] Trustee Rogers: it will probably devolve into the sort of the,

[6:27:04] Trustee Rogers: for the divisive comments,

[6:27:08] Trustee Rogers: we will have to be careful about that.

[6:27:11] Trustee Rogers: And then we can carry on with our program on the next day.

[6:27:14] Trustee Rogers: So that's my view.

[6:27:20] Trustee Luckham: Okay, Claire, you had some suggestions

[6:27:23] Trustee Luckham: about the motion, recommended motion.

[6:27:30] Voice 3: Yes, I believe Laurie is going to bring it on screen.

[6:27:40] Voice 3: And the CAO hasn't had an opportunity

[6:27:42] Voice 3: to vet this revised language so i'd invite him to comment as needed so

[6:27:59] Trustee Luckham: are you suggesting we're

[6:28:01] Trustee Luckham: going to run a meeting for um it looks like 17 hours um

[6:28:06] Voice 3: so i wasn't sure this is where i just

[6:28:08] Voice 3: don't have the experience laurie could perhaps advise whether we need to is it scheduling of

[6:28:12] Voice 3: two meetings or we schedule nine you know seven to nine for example on july 7th and nine until two

[6:28:17] Voice 3: on the eighth i yeah perhaps laurie could clean that up for us i would propose seven to nine on

[6:28:23] Voice 3: the 7th and then run from 9 until 2 where

[6:28:26] Trustee Patrick: are we not oh sorry i

[6:28:28] Voice 3: was just going to say and then on

[6:28:30] Voice 3: the on the 8th we were going to propose you meet from 9 till noon and schedule an hour for lunch

[6:28:34] Voice 3: and it may be that we get it done in the morning if it's if you know if we've done a good job and

[6:28:38] Voice 3: we've accommodated the majority of the concerns in the draft that we present but if not then you

[6:28:43] Voice 3: could take an hour for lunch and reconvene for any you know final decisions that are needed in the

[6:28:47] Voice 3: hour after lunch

[6:28:48] Voice 8: right and

[6:28:49] Voice 3: then as needed to continue you know continue the meeting on if

[6:28:51] Voice 3: needed but hopefully hopefully that's not the case so

[6:28:55] Trustee Luckham: can we just simply say special meeting uh

[6:28:57] Trustee Luckham: july 7th and 8th um and then the schedule would be xyz make it a little simpler

[6:29:04] Voice 3: yep i think that would be fine i'd turn to the administrators among us to confirm

[6:29:09] Voice 3: i

[6:29:09] Voice 13: think you could so

[6:29:17] Trustee Luckham: we'll let lori um edit here for a bit um and while she's editing

[6:29:28] Trustee Luckham: it's gone I had a thought but it's okay July 8th to be held electronically I think remove

[6:29:39] Voice 13: the word delegations that's the informal direction I heard from yeah

[6:29:43] Voice 9: the

[6:29:44] Voice 13: committee Laurie thanks okay

[6:30:00] Trustee Luckham: Um, is that, do you think that's satisfactory to everybody? And then in the RWM, you'll specify

[6:30:06] Trustee Luckham: what the timing is, right? Okay. Um, do I have a mover? Dan Rogers, do I have a seconder?

[6:30:17] Trustee Luckham: No, there's hesitation. Trustee Patrick, thank you. Um, anybody wish to speak to it?

[6:30:26] Trustee Luckham: Trustee Patrick?

[6:30:28] Trustee Patrick: It's a point of just as we're scheduling all this stuff,

[6:30:30] Trustee Patrick: stuff is there an estimated time frame i know this review committee group was talking about

[6:30:36] Trustee Patrick: doing a survey of people do we do we know when that was going to be aimed for is that

[6:30:45] Trustee Patrick: outside of all these periods of time or is it the middle of it

[6:30:47] Trustee Luckham: what what group of people are

[6:30:49] Trustee Luckham: you talking about the

[6:30:50] Trustee Patrick: review the consultants said they were going to do a survey oh the

[6:30:54] Trustee Luckham: governance and management review they haven't gotten to that detail yet okay

[6:30:57] Trustee Patrick: i was just making

[6:30:58] Trustee Patrick: sure that wasn't in the middle of all this where

[6:31:00] Trustee Luckham: we might advise them that that's probably not

[6:31:03] Trustee Luckham: so great although they've got their own schedule okay so i have a motion on the floor moved and

[6:31:09] Trustee Luckham: seconded um are you ready to vote all right let's vote all those in favor

[6:31:16] Trustee Luckham: thank you very much everybody in all in favor none opposed

[6:31:22] Trustee Rogers: i i do love the fact that someone votes in favor and then shakes their head no

[6:31:30] Trustee Rogers: And I say

[6:31:32] Trustee Rogers: that sharing your sentiment.

[6:31:36] Trustee Luckham: You know, I have to tell you, this is the right thing to do.

[6:31:40] Trustee Luckham: And I think that above everything else, we need to continue to do the right thing.

[6:31:45] Trustee Luckham: It's unquestionable.

[6:31:46] Trustee Luckham: We've followed the process, Sue Ellen, fast.

[6:31:49] Voice 13: So, Mr. Chair, just a final point.

[6:31:52] Voice 13: And that is that the document, since it was last really part of the public purview, has matured.

[6:31:59] Voice 13: um quite a bit so it is not the document that was the source of of much of that conversation and

[6:32:08] Voice 13: um it has um um uh provide some bridges between um the polarity that's being described

[6:32:19] Voice 13: and um i think that um in its full reading um it's uh it really finds a good place right now

[6:32:28] Voice 13: for the islands trust to be refined certainly but um it's not the document of um previously nor is

[6:32:35] Voice 13: it the the debate of old um i think that uh there's there's a lot in here that right now

[6:32:40] Voice 13: that will satisfy um people across the trust area okay

[6:32:46] Trustee Luckham: well let's work on trying to convey that

[6:32:48] Trustee Luckham: message and i i'm certain that the work i want to thank you claire delaney lisa all the rest of you

[6:32:54] Trustee Luckham: um keep up the good work thanks

[6:33:00] Voice 13: guys okay

[6:33:02] Trustee Luckham: is there anything else on this july 8th meeting

[6:33:05] Trustee Luckham: uh concept okay thank you so 8.1.2.3 executive committee islands trust conservancy board july

[6:33:15] Trustee Luckham: 2021 liaison meeting so uh what day is that july the 9th or the 7th or what are we talking about

[6:33:22] Trustee Luckham: Matthew who's going to 13th

[6:33:27] Voice 3: so I'm happy to introduce this one to um this is being brought

[6:33:32] Voice 3: back to you um we have set a date for as you know for the meeting um and the yesterday the

[6:33:38] Voice 3: conservancy board considered um a proposed agenda um it is the conservancy's board's agenda to set

[6:33:43] Voice 3: so any advice you provide today would be conveyed back to the conservancy um to establish that

[6:33:48] Voice 3: agenda and um they made a couple tweaks yesterday I have to admit off the top of my head I can't

[6:33:53] Voice 3: remember what they were but we'd be looking here to see if you have any feedback or priorities that

[6:33:57] Voice 3: you would want shifted on this joint agenda for proposal back to the Conservancy Board and we

[6:34:03] Voice 3: would convey that. Again I think I would just add the discussion at the Conservancy Board yesterday

[6:34:09] Voice 3: was having a slightly more collaborative meeting than in the past provoking more discussion and

[6:34:14] Voice 3: proposal of joint work rather than simply sort of an information exchange and perhaps Trustee Fass

[6:34:20] Voice 3: could add to that remember

[6:34:21] Trustee Fast: one of the tweaks was we took the round table from

[6:34:24] Trustee Fast: the instead of having that at the top of the meeting we put it down under number

[6:34:29] Trustee Fast: three so we would be updating each other and filling each other in and then

[6:34:33] Trustee Fast: putting our heads together about how could we collaborate

[6:34:54] Trustee Luckham: any comments on the

[6:34:58] Trustee Luckham: agenda or any additions or changes strikes me that the item number one

[6:35:05] Trustee Luckham: which is now item number four, is really the kinds of things that I want to be able to talk

[6:35:12] Trustee Luckham: about at that meeting. And so I don't know that I have anything specific, other than what's already

[6:35:18] Trustee Luckham: listed here, which are common interests. Anybody else?

[6:35:24] Trustee Fast: I had my input at the Islands Trust

[6:35:26] Trustee Fast: Conservancy side. And so this is reflecting that.

[6:35:33] Trustee Luckham: So I would say without anybody else jumping in

[6:35:36] Trustee Luckham: that um let's um just um advise the trust uh stress conservancy that uh um the items that

[6:35:46] Trustee Luckham: they have proposed um are topics that we would enjoy discussing so all right okay thank you

[6:35:55] Voice 3: chair i'll convey that do

[6:35:57] Trustee Luckham: you you don't need a motion or anything at this point no it's just a

[6:35:59] Trustee Luckham: briefing all right um all right

[6:36:02] Trustee Patrick: you were

[6:36:03] Trustee Luckham: deep in thought go

[6:36:05] Trustee Patrick: ahead i had i was trying to fight with

[6:36:06] Trustee Patrick: with a cat that had just wanting my desk.

[6:36:12] Trustee Patrick: I don't know where we'll be

[6:36:14] Trustee Patrick: that Nature Smart Climate Solutions Fund

[6:36:16] Trustee Patrick: may be worth talking about with Trust Conservancy

[6:36:20] Trustee Patrick: because maybe their ears are on some of these projects

[6:36:24] Trustee Patrick: that are being talked about.

[6:36:26] Voice 3: I'll convey that.

[6:36:29] Trustee Luckham: Yeah, that's brilliant.

[6:36:33] Trustee Luckham: And yeah, there's no doubt that there would be other things

[6:36:38] Trustee Luckham: that might come up in thinking as I mentally prepare for coming into this meeting but

[6:36:43] Trustee Luckham: certainly I think the other thing that I don't see immediately here jumping out at me

[6:36:47] Trustee Luckham: is how it's all going on while there is a species at risk program and so I'm guessing that'll be

[6:36:55] Trustee Luckham: covered as well so that's all good. All right so let us continue on then if that's all right

[6:37:02] Trustee Luckham: we'll look forward to that meeting and that allows us to go straight through to administrative

[6:37:06] Trustee Luckham: administrative services and Julia Mobs, I'm guessing that you haven't just been hanging

[6:37:10] Trustee Luckham: around waiting for us to get to this item. If you have been, you should have gotten us to

[6:37:17] Trustee Luckham: advance it sooner. But thank you very much for bringing this from the direction of, I think it

[6:37:26] Trustee Luckham: was Sue Ellenfast that brought this to our attention. And it looks like there's an opportunity

[6:37:30] Trustee Luckham: here so Julie are you going to represent this to us?

[6:37:35] Voice 10: I certainly can so yes this

[6:37:40] Voice 10: is coming before executive committee at their request I think it was noted a few

[6:37:45] Voice 10: meetings ago that the mental health services coverage in the trustee

[6:37:50] Voice 10: benefits plan was somewhat lacking I did reach out to UBCM who administers

[6:37:56] Voice 10: elected official benefit plans on behalf of local governments and unfortunately

[6:38:01] Voice 10: our options to improve coverage are fairly limited.

[6:38:05] Voice 10: There's two standard plans.

[6:38:06] Voice 10: The trust currently subscribes to the basic standard plan,

[6:38:10] Voice 10: which provides $100 per person per year

[6:38:13] Voice 10: for mental health services coverage.

[6:38:15] Voice 10: The enhanced plan has similar coverage,

[6:38:18] Voice 10: but the maximum is increased to $300 per person per year.

[6:38:22] Voice 10: Unfortunately, we're not able to switch

[6:38:24] Voice 10: to the enhanced plan midterm.

[6:38:26] Voice 10: So we would have to wait for the new trustee term

[6:38:29] Voice 10: to move to that enhanced plan

[6:38:31] Voice 10: if that's a desire. I did inquire about custom plans. I know that they do offer those. Unfortunately,

[6:38:38] Voice 10: we're not eligible for a custom plan because our staff benefits is with the province and not with

[6:38:42] Voice 10: UBCM. There is one add-on that can be included or added to trustee benefits at any point,

[6:38:50] Voice 10: even midterm. It's the Employee Family Assistance Program. I've included attachments to the briefing

[6:38:54] Voice 10: which give details on what kind of support is provided under the EFAP program. It's something

[6:39:00] Voice 10: that staff have a subscription to at the trust so I think it would be perfectly in line to add

[6:39:07] Voice 10: that for trustees it is very inexpensive I think it's just over three dollars per trustee per month

[6:39:14] Voice 10: so the impact of the budget is very insignificant so I've included two recommendations there to

[6:39:21] Voice 10: move the trustee benefits plan to the enhanced plan at the new trustee term and also to add the

[6:39:28] Voice 10: EFAP services immediately. So I'm happy to take questions, if there are any.

[6:39:35] Trustee Luckham: Are there any questions? Not seeing any. I do wonder a couple of things. And granted,

[6:39:49] Trustee Luckham: it's not a significant expense for us to increase the level of assistance that we can provide. And

[6:40:00] Trustee Luckham: and I was one of the people that originated

[6:40:04] Trustee Luckham: wanting to see us have this opportunity for trustees

[6:40:08] Trustee Luckham: in the first place to help encourage young folks

[6:40:11] Trustee Luckham: from joining up.

[6:40:15] Trustee Luckham: But, and I'm guessing that you, we don't have any,

[6:40:20] Trustee Luckham: they don't report to us any kind of levels of access,

[6:40:25] Trustee Luckham: not by individual, but generally,

[6:40:28] Trustee Luckham: because if we have a hundred dollar limit at the moment

[6:40:31] Trustee Luckham: on those mental health supports it would be interesting to know whether or not anybody's

[6:40:38] Trustee Luckham: ever accessed that and that would demonstrate either a lack of knowing that that service exists

[6:40:43] Trustee Luckham: or otherwise and that increasing it from the hundred dollars to three hundred dollars

[6:40:48] Trustee Luckham: whether or not that's significant or not in terms of accessing help when it's needed

[6:40:57] Trustee Luckham: on the fire department that I'm involved in we actually have our own health and welfare fund

[6:41:02] Trustee Luckham: that we money's contributed to and we provide actually relatively unlimited access for mental

[6:41:08] Trustee Luckham: health support when members need it and I so it makes me wonder whether or not and I realize it

[6:41:15] Trustee Luckham: might be an administrative burden but whether or not there's some a more effective method of

[6:41:20] Trustee Luckham: self-financing some sort of care that could be provided that might be as or more beneficial

[6:41:29] Trustee Luckham: and still maintain the confidentiality necessary and all that sort of thing. But maybe it's just

[6:41:37] Trustee Luckham: simply a matter of doing that. But it does strike me if there are people that are having concerns

[6:41:44] Trustee Luckham: that the burning up the $100 or $300 could happen pretty quick on an individual basis,

[6:41:50] Trustee Luckham: when we would be contributing for 26 members of let's just say half of the trustees aren't

[6:41:55] Trustee Luckham: actually accessing the resource or more wouldn't be accessing do you have any remarks on that

[6:42:00] Trustee Luckham: um

[6:42:04] Voice 10: not really i think you know it is a good point that we don't know um what the access is

[6:42:11] Voice 10: for these services um as the employer we don't get to see um what sort of services are being

[6:42:18] Voice 10: accessed in individual health plans um you know it may be that a summary report could be provided

[6:42:26] Voice 10: by pacific blue cross that would maintain confidentiality just to say you know this was

[6:42:31] Voice 10: accessed by three members last year or whatever the case may be if that's of interest i can

[6:42:36] Voice 10: certainly reach out to ask for that information i haven't heard of any sort of co-op funding for

[6:42:42] Voice 10: political bodies as far as this goes i do think there'd be a struggle there to

[6:42:46] Voice 10: to maintain confidentiality.

[6:42:48] Trustee Luckham: Okay, Vice Chairs, any other thoughts

[6:42:51] Trustee Luckham: or I think there is a recommendation here.

[6:42:55] Trustee Luckham: Trustee Fast.

[6:42:56] Trustee Fast: Yeah, thank you for this report.

[6:43:00] Trustee Fast: I'm in favor of the recommendations

[6:43:01] Trustee Fast: and I'd be happy to move them.

[6:43:03] Trustee Fast: It's I've heard from one trustee

[6:43:08] Trustee Fast: and as I mentioned in the earlier meeting

[6:43:11] Trustee Fast: that $100 doesn't even cover one appointment

[6:43:15] Trustee Fast: with somebody with concerns for their mental health,

[6:43:19] Trustee Fast: feeling the pressures of the COVID times

[6:43:21] Trustee Fast: and the polarization we've been talking about

[6:43:23] Trustee Fast: in the social media world

[6:43:26] Trustee Fast: and small communities and homelessness

[6:43:27] Trustee Fast: and all these other pressures

[6:43:29] Trustee Fast: that local trustees are under.

[6:43:33] Trustee Fast: So I support,

[6:43:36] Trustee Fast: and we've heard about how COVID

[6:43:39] Trustee Fast: is putting more pressure on people everywhere.

[6:43:43] Trustee Fast: Anyway, I'd just like to support our trustees.

[6:43:44] Trustee Fast: I don't want to have anybody leave or come into any hardship or injury.

[6:43:50] Trustee Fast: And I just think we need our trustees.

[6:43:53] Trustee Fast: We need to protect them.

[6:43:54] Trustee Fast: So I'd like to move the motions.

[6:43:58] Trustee Fast: Okay.

[6:43:59] Trustee Fast: Okay.

[6:44:00] Trustee Fast: That the employee and family assistance plan be added to the trustee benefits plan effective June 1st, 2021.

[6:44:11] Trustee Fast: Is this something that executive committee would recommend to trust council?

[6:44:14] Trustee Fast: by the way or can executive committee just do this from

[6:44:21] Voice 10: a financial standpoint executive

[6:44:23] Voice 10: committee has the authority to the amounts quite very small doesn't require uh council as far as

[6:44:28] Voice 10: amending the trustee plan um you know the benefits aren't really spoken to in detail in the trust

[6:44:34] Voice 10: council policy around trustee remuneration um certainly wouldn't be a bad idea to to rope them

[6:44:40] Voice 10: in if you wanted to make the recommendation to council um and go through them that way well i

[6:44:45] Voice 10: I think I might,

[6:44:49] Trustee Fast: oh, I don't know.

[6:44:53] Trustee Fast: I'll leave that for a third motion.

[6:44:55] Trustee Fast: And then the second motion here is

[6:44:57] Trustee Fast: that executive committee recommend that staff

[6:44:59] Trustee Fast: or request staff to enroll the new term of trustees

[6:45:03] Trustee Fast: in the union of BC municipalities enhanced benefits plan

[6:45:06] Trustee Fast: with the employee and family assistance plan add on.

[6:45:12] Trustee Fast: So I'll make those two motions now.

[6:45:15] Trustee Rogers: I have a question before I second that motion.

[6:45:18] Trustee Fast: One at a time.

[6:45:22] Trustee Rogers: Sorry, is that okay, Mr. Chair?

[6:45:24] Trustee Luckham: I'm sure Laurie was asking a question whether those are one at a time I think the way it's

[6:45:29] Trustee Luckham: written is that that's one motion um the first motion and uh all contained in one motion

[6:45:35] Trustee Luckham: is that all right Laurie yeah thank you and that's your intention trustee fast yeah okay

[6:45:43] Trustee Luckham: trustee Rogers your question before I

[6:45:45] Trustee Rogers: was trying to figure out the financial implications is is the

[6:45:49] Trustee Rogers: the efap a separate cost yes

[6:45:57] Voice 10: yes it is and it's

[6:45:59] Voice 10: an add-on to the plan and

[6:46:01] Trustee Rogers: that is that the three

[6:46:02] Trustee Rogers: dollars and 33 cents a month that's right and then what's the cost of going from 100 deductible or 100

[6:46:09] Trustee Rogers: to a 300 oh

[6:46:12] Voice 10: good question i did not include that in the report i do have that information i can

[6:46:16] Voice 10: dig it out and we'll get that for you okay

[6:46:22] Trustee Luckham: so do we need that information to make this decision

[6:46:25] Trustee Luckham: well

[6:46:25] Trustee Rogers: i would like it um i i'm quite i'm supportive of putting an efap program on and then we can let

[6:46:31] Trustee Rogers: staff know i'm not necessarily convinced that going from 100 to 300 is worth whatever cost

[6:46:37] Trustee Rogers: might be attached to it well

[6:46:40] Trustee Fast: let's sever the motion great and

[6:46:42] Trustee Fast: we'll do the uh the first one

[6:46:45] Trustee Fast: and the second one it's not in a hurry because it's for the next term right

[6:46:48] Voice 9: right so we can

[6:46:50] Trustee Fast: collect the information and think about whether we want to take it to trust council or not

[6:46:53] Trustee Fast: or to FPC?

[6:46:56] Trustee Rogers: So then I'll second the first motion.

[6:46:58] Trustee Luckham: So then the motion that's being moved then

[6:47:01] Trustee Luckham: is only the first part, Lori,

[6:47:04] Trustee Luckham: and it's moved and seconded.

[6:47:07] Trustee Luckham: And any discussion?

[6:47:09] Trustee Luckham: All those in favor?

[6:47:12] Trustee Luckham: None opposed?

[6:47:13] Trustee Luckham: That carries.

[6:47:14] Trustee Luckham: Thank you, everyone.

[6:47:15] Trustee Luckham: So therefore, Julia,

[6:47:17] Trustee Luckham: can you just,

[6:47:18] Trustee Luckham: you'll bring this back to us

[6:47:20] Trustee Luckham: based upon the discussion

[6:47:22] Trustee Luckham: when you have the additional information.

[6:47:27] Trustee Luckham: And as the conversation was going on, I couldn't help but think, and I don't know what the

[6:47:35] Trustee Luckham: parameters are, but I sort of get the impression that we may have unlimited access to legal

[6:47:43] Trustee Luckham: advice for trustees when there's conflicts of interest, as an example.

[6:47:49] Trustee Luckham: And it seems to be an interesting little dichotomy in that we can fund legal advice where necessary, and yet we can't necessarily maybe fund some other access because if indeed as trust, and I'm sure I know it's right, as Trustee Faust has indicated that the cost of professional services is way above and beyond the amount per year that is available.

[6:48:19] Trustee Luckham: and what mechanism what other alternate mechanisms might there be that uh individual

[6:48:26] Trustee Luckham: could access that so i just just just curiosity um legal protection versus mental health protection

[6:48:33] Trustee Luckham: i i don't have a solution just wanted to say that out loud okay i'm going to move on

[6:48:42] Trustee Luckham: and that takes us to new business and uh 9.11 islands trust act re-communicating with the

[6:48:52] Trustee Luckham: province we have a briefing here on page 388 yeah

[6:48:59] Trustee Rogers: that's mine and i'm so mr chair uh both that and

[6:49:04] Trustee Rogers: number uh 9.3.1 are my items but i'm also conscious of the fact it's 10 to 4

[6:49:12] Trustee Rogers: and

[6:49:13] Voice 8: um

[6:49:14] Trustee Rogers: i'm not sure well i am sure how we got there but uh it's 10 to 4 uh and i i um i'm

[6:49:24] Trustee Rogers: content with that doc that particular one being deferred till our next meeting i think that i

[6:49:31] Trustee Rogers: would like unless uh someone thought it was urgent but i it's a strategy i'd like to have a

[6:49:37] Trustee Rogers: discretion of i

[6:49:38] Trustee Luckham: would appreciate the referring it till our next full meeting not our next meeting

[6:49:45] Trustee Luckham: before no

[6:49:45] Trustee Rogers: i meant our next full meeting until till june the 20 whatever it is

[6:49:52] Trustee Luckham: yeah um i'd be

[6:49:55] Trustee Rogers: on the 23rd because

[6:49:57] Trustee Luckham: i haven't had enough time to actually review that in advance which i would

[6:50:03] Trustee Luckham: would also like to do so thank you sir is that okay with everybody um and then i'm just going

[6:50:10] Trustee Luckham: to continue on until we get to your 9.3.1 because i have a comment there ltc chairs report on local

[6:50:16] Trustee Luckham: advocacy topics is the next item is there anything that we haven't heard in the round table that's

[6:50:20] Trustee Luckham: going on in uh any of the ltcs nope okay good so uh building permit and other referrals with

[6:50:33] Trustee Luckham: known archaeological sites discussion um and so Dan I appreciate you bringing this to the table

[6:50:39] Trustee Luckham: I will however meant you weren't part of the conversation so there's no way for you to know

[6:50:45] Trustee Luckham: um that this was certainly the you know the subject matter of the meeting that uh

[6:50:52] Trustee Luckham: CEO Hudson Pillow myself and Lisa had with Comox uh Chief Rempel and Minister Conroy and others

[6:50:59] Trustee Luckham: and that was is the intent of um the motion uh that i put forward earlier in our round table

[6:51:08] Trustee Luckham: about wanting to write to our minister to ask about follow-up and so there is certainly um

[6:51:17] Trustee Luckham: some need and necessity to advance something did i characterize did i mention this to any of you

[6:51:27] Trustee Luckham: actually i don't recall now but one of the thoughts i think i did on the on the um on the

[6:51:33] Trustee Luckham: call that when we had our telephone conference call that the suggestion was is let's get back

[6:51:39] Trustee Luckham: together in three months time and figure out what we're going to do next and it just i'm just

[6:51:44] Trustee Luckham: terrified that in between now and three months down the road some other archaeological site is

[6:51:49] Trustee Luckham: going to be disturbed and we're going to uh unsettle uh some ancestors and loved ones

[6:51:57] Trustee Luckham: that are that are presently resting in peace and will be disturbed uh uh yeah uh beyond repair in

[6:52:05] Trustee Luckham: many situations and so i'd like to see us have some better ability than waiting three months

[6:52:11] Trustee Luckham: for the next accident to happen um so i don't know if that captures what you're thinking here

[6:52:16] Trustee Luckham: here, Dan, but I just wanted to fill you in on that, my thinking, but happy to think about

[6:52:21] Trustee Luckham: something.

[6:52:24] Trustee Rogers: So my thinking is somewhat there. I'm uncomfortable with the fact that we don't

[6:52:31] Trustee Rogers: appear to have, and I appreciate that this is evolving. We are continuing to evolve as we go

[6:52:38] Trustee Rogers: along. You know, we started from a place of the traditional planning process where we have

[6:52:44] Trustee Rogers: certain responsibilities and others have certain responsibilities and and we rely on others

[6:52:50] Trustee Rogers: fulfilling their responsibility to the point where we've adopted a a reconciliation action plan which

[6:52:56] Trustee Rogers: includes our commitment to reconciliation and many other things and i i get i was concerned

[6:53:02] Trustee Rogers: it was a specific incident but that we don't i don't think yet have a specific position about

[6:53:10] Trustee Rogers: about what actions we may take

[6:53:12] Trustee Rogers: when it's not our ultimate decision to make

[6:53:15] Trustee Rogers: related to a particular action step,

[6:53:19] Trustee Rogers: but we are a referral agency like on a building permit

[6:53:23] Trustee Rogers: or on something of that nature.

[6:53:25] Trustee Rogers: And we know that there is an archeological site in the area.

[6:53:31] Trustee Rogers: What should we be doing beyond just putting the notation

[6:53:35] Trustee Rogers: of you should check with the archaeological branch.

[6:53:40] Trustee Rogers: And I've seen some examples of us taking extra steps,

[6:53:46] Trustee Rogers: but I don't think we have yet developed a systematic

[6:53:50] Trustee Rogers: or a thoughtful, thoughtful is the wrong word,

[6:53:56] Trustee Rogers: a systematic approach to what we will do in those circumstances

[6:54:00] Trustee Rogers: um and what what we will do that doesn't take us necessarily completely out of our lane but

[6:54:07] Trustee Rogers: also satisfies our our our commitment to reconciliation um and i wondered whether

[6:54:15] Trustee Rogers: we are giving that some thought i think we are and i hear you say that with you know your

[6:54:21] Trustee Rogers: conversations and i've had some conversations with the director of planning and

[6:54:27] Trustee Rogers: it sounds like

[6:54:28] Trustee Rogers: like this is part of it's it's evolving um and i guess i just wanted to keep that conversation a

[6:54:35] Trustee Rogers: lot so

[6:54:37] Trustee Luckham: what direction would you like to take today um

[6:54:42] Trustee Rogers: well i guess i was going to ask the

[6:54:46] Trustee Rogers: director i'm not i'm not sure he's still here uh oh he is here hi david uh whether i my sense is

[6:54:54] Trustee Rogers: correct and whether or not this is on the staff agenda and they're going to bring suggestions

[6:55:00] Trustee Rogers: for a consistent policy about things like this.

[6:55:04] Trustee Rogers: I can make a motion to ask for suggestions for a policy

[6:55:08] Trustee Rogers: on what we do on issues like this,

[6:55:11] Trustee Rogers: but I don't want to do that

[6:55:12] Trustee Rogers: if that work's already going on in another fashion,

[6:55:16] Trustee Rogers: either in conversations that you've mentioned,

[6:55:18] Trustee Rogers: conversations with the senior earning government

[6:55:20] Trustee Rogers: of policy advisor,

[6:55:22] Trustee Rogers: conversations with the director of the CAO, et cetera.

[6:55:27] Voice 2: Yeah, if I may, through the chair?

[6:55:28] Voice 14: Yeah.

[6:55:29] Voice 2: Thank you.

[6:55:31] Voice 2: yeah we're not thinking of coming to council or to executive with any policy for council

[6:55:39] Voice 2: what we would what we are doing is looking at our internal procedures and asking ourselves what what

[6:55:46] Voice 2: are we doing and what can we do and what should we be doing so we're definitely looking at it that

[6:55:50] Voice 2: way it's evolving that way if you'd like a report on that or you would like us to come back with

[6:55:56] Voice 2: something for peer to consider then a resolution would be appropriate to ask for that not

[6:56:02] Voice 2: necessarily to make any work for us but it's a tough area building permits are not our

[6:56:09] Voice 2: responsibility of the local trust committees so we have to be you know cognizant of

[6:56:17] Voice 2: the protocols and the what's the word for it privacy I guess around what is our

[6:56:25] Voice 2: role in this and what is the building inspector's role so but there are things we can do and we're

[6:56:31] Voice 2: working as best we can to do that okay i

[6:56:39] Trustee Rogers: saw the cao stand up yeah

[6:56:41] Trustee Luckham: cao hot controller i want to go

[6:56:43] Trustee Luckham: to you yeah

[6:56:44] Voice 13: appreciate that this is uh encapsulates really where we are we're not ready to to to kind

[6:56:50] Voice 13: to get to where um this is going um we're learning all the time we're um this is like our top five

[6:57:00] Voice 13: things we're doing all the time so this is or concerned with and dealing with we don't have

[6:57:05] Voice 13: um a suite of tools that's going to make a significant difference right now but as we do

[6:57:10] Voice 13: our cultural um heritage mapping um we'll be able to do some bring something of value to bear for

[6:57:19] Voice 13: first nations um if you want to put this on as as a thing to come back to that would be great i would

[6:57:24] Voice 13: ask you not to ask us to develop a policy right this second we just don't have it would be not

[6:57:31] Voice 13: there wouldn't be anything there to policize um we're just we're just not quite there where we

[6:57:39] Voice 13: can put this in a place to make it easy to make these decisions we're going to be running up

[6:57:45] Voice 13: against um legal limits and we're just getting used to being in that place right now so i don't

[6:57:52] Voice 13: have an easy answer for this is a very complex topic um regionally different um i'd like to have

[6:57:59] Voice 13: lisa here to to support um any thinking around the development of a policy um at this point so

[6:58:05] Voice 13: those would be my initial comments but happy to have this return on the fuel or something like

[6:58:10] Voice 13: that so that we can keep the top it's

[6:58:13] Trustee Rogers: a whole way to put on a project

[6:58:14] Voice 13: list yeah or put on the

[6:58:16] Voice 13: projects list it is a whole but we don't have an obvious way to plug it at this time sure you know

[6:58:26] Trustee Luckham: uh my motion earlier asking you to write a letter to the minister obviously you're going to have to

[6:58:30] Trustee Luckham: turn your mind to this a little bit um the broader context of it and so that might help us inform

[6:58:39] Trustee Luckham: inform some future and if that conversation comes about

[6:58:45] Trustee Luckham: what that might help us inform.

[6:58:47] Trustee Luckham: And there's no doubt we're gonna meet with Comox Nation

[6:58:50] Trustee Luckham: and the minister again in another three months,

[6:58:52] Trustee Luckham: I think was the proposal.

[6:58:53] Trustee Luckham: So I guess we'll see how that all unfolds.

[6:58:57] Trustee Luckham: So to Ellen Fast and then I'll go back to Dan

[6:59:00] Trustee Luckham: if he wants to make a motion.

[6:59:05] Trustee Fast: I just wanted to add to the example

[6:59:08] Trustee Fast: The example that Trustee Rogers has provided in his email here is another one that came across my desk for sent by Stephen Planner for two Metro Vancouver another referral for building and it included a cultural protocol for chance finds and ancestral

[6:59:34] Trustee Fast: remains in the Islands Trust area that our senior intergovernmental policy

[6:59:40] Trustee Fast: advisor has been working on and I asked her some questions about it she's going

[6:59:44] Trustee Fast: to be reworking it so this is a kind of tool that's in process and and also

[6:59:51] Trustee Fast: attached was the province's protected archaeological sites in BC handout with

[6:59:58] Trustee Fast: the check boxes

[7:00:00] Trustee Fast: and uh contact the archaeological branch and this kind of thing and also in um in the north uh denman

[7:00:08] Trustee Fast: and hornby have sighting and use permits and uh i've seen these kinds of things uh attached to

[7:00:13] Trustee Fast: those as well so staff is always it appears to me that staff is experimenting and developing

[7:00:18] Trustee Fast: uh tools and um uh feeling their way into this um uh area where in the case of sighting and use

[7:00:29] Trustee Fast: permits those actually go those are letters that go to the landowner not to the referral agency

[7:00:35] Trustee Fast: and um so there's a few different uh um things underway and i think uh staff are um very

[7:00:43] Trustee Fast: consciously trying to find the right ways to do these things and uh so i i'd um i wouldn't want to

[7:00:50] Trustee Fast: force them to make something now that's just um i'm happy to see it evolving uh under active

[7:00:58] Trustee Fast: exploration thank you um

[7:01:05] Trustee Luckham: thank you yeah you know thank you for reminding me about the chance finds

[7:01:09] Trustee Luckham: document um and i was just you know it's interesting i just gone over to the new website

[7:01:14] Trustee Luckham: which i continue to figure out how to navigate and we did have um that document posted on the

[7:01:20] Trustee Luckham: thetis island website specifically to bring it to a higher profile to uh our community members

[7:01:27] Trustee Luckham: members. And that is certainly something that could have a higher profile across the Federation,

[7:01:35] Trustee Luckham: not just on individual islands. And I don't even know where to find that on my Cedars Island

[7:01:40] Trustee Luckham: website at the moment, but I'll figure that out later. So thanks for that. So Dan, over to you.

[7:01:46] Trustee Rogers: I'd like to move that EC add to its project list to develop a policy regarding referrals

[7:01:57] Trustee Rogers: referrals, where there is a known archaeological site. And I guess that's referral responses.

[7:02:13] Trustee Luckham: So moved and seconded by Trustee Patrick. Any further discussion?

[7:02:21] Trustee Luckham: I

[7:02:21] Trustee Fast: just have a question for the manager. Is it true that the siting and use permits are going

[7:02:27] Trustee Fast: to be phased out in the next couple of years? Or not?

[7:02:32] Voice 2: No, no, no, the site use permits are

[7:02:35] Voice 2: they're there because there's no building inspection on Devon and Holm Yarns.

[7:02:39] Trustee Fast: Right. Thank you. I'm just confused about, anyway, so if we could add the words,

[7:02:47] Trustee Fast: well, no, it's fine. I think they will adapt these tools as works best. Thank you. It's fine.

[7:02:55] Trustee Fast: All in favor?

[7:02:56] Trustee Luckham: Yeah. Sorry for laughing there, Sue Ellen, but that would be a really big discussion.

[7:03:00] Trustee Luckham: yeah okay so any further discussion i'll call for the vote all those in favor that carries um

[7:03:10] Trustee Luckham: all right thanks davis

[7:03:13] Trustee Luckham: thank you dan for bringing that so now the next item that's been new business

[7:03:18] Trustee Luckham: added uh 9.3.2 coordinated planning for large infrastructure projects and uh laura patrick

[7:03:25] Trustee Luckham: you brought that to us about the sewage system on pender i guess

[7:03:29] Trustee Patrick: ongoing no i was requested by the

[7:03:32] Trustee Patrick: local trustees to bring this up at ec and um and i think it it will require more i think the issue

[7:03:39] Trustee Patrick: is these large projects you know born in victoria with engineers that i think are used to vancouver

[7:03:48] Trustee Patrick: it's like ah there's got to be lots of places to park two barges loads of gravel you know on these

[7:03:54] Trustee Patrick: these islands. And I don't think they think of the lack of preparedness these islands are for

[7:04:02] Trustee Patrick: these type of projects and that their timelines aren't realistic, that dumping it on a contractor

[7:04:07] Trustee Patrick: who has to start work two weeks after bidding, it's just not possible to do the permitting.

[7:04:14] Trustee Patrick: So I don't know if we have a memo of understandings, agreements, sincerity,

[7:04:18] Trustee Patrick: or things that should be dusted off to look at that you know that um uh just to review

[7:04:25] Trustee Patrick: so set up for success i think that's the key is we you know this has happened now twice on pender

[7:04:32] Trustee Patrick: um and i think they're very frustrated and that we need to set this up for success

[7:04:44] Trustee Luckham: uh i can't agree more there trustee rogers uh

[7:04:47] Trustee Rogers: just i i would i would say that from what i hear

[7:04:53] Trustee Rogers: from main island it happens every every single time so um my i'm wondering if this might be a

[7:05:00] Trustee Rogers: great topic for the southern southern islands cooperation group or whatever they're calling

[7:05:06] Trustee Rogers: themselves i can't

[7:05:07] Trustee Rogers: remember what their name is these days because you've got the rd directors

[7:05:12] Trustee Rogers: you've got all the trustees um i hear you and if that if that's not an appropriate forum i think

[7:05:19] Trustee Rogers: that perhaps a some sort of a discussion amongst the various trustees um just just to talk about

[7:05:26] Trustee Rogers: how they can get that message through and maybe it takes i don't know three ltcs to pass a motion

[7:05:32] Trustee Rogers: that say please coordinate uh with us and understand but uh you know but we're not a

[7:05:39] Trustee Rogers: delivery organization so it's problematic but i know they hear about it all every time it happens

[7:05:44] Trustee Rogers: So good

[7:05:45] Trustee Patrick: point. We have a meeting this Friday with the Southern Gulf Island Forum. So I'm happy to bring it forward if I'm attending, but because of AVICC, but I'll make sure it gets messaged.

[7:06:00] Trustee Luckham: Yeah, you know, it's an issue beyond just the Southern Gulf Islands. It occurs in all of the

[7:06:08] Trustee Luckham: islands. I'm thinking about the dock that they're going to repair here on Thetis and that they

[7:06:13] Trustee Luckham: figure they're going to drop materials and gravel and all kinds of stuff along the side of the road,

[7:06:17] Trustee Luckham: which is actually the ferry parking. And so in the middle of the summer, they plan to do this.

[7:06:24] Trustee Luckham: And the response when I raised that was, well, we're fixing your dock, you know,

[7:06:28] Trustee Luckham: know you'll just have to suck it up and that's not really um what uh um that is that that's a

[7:06:38] Trustee Luckham: problem anyway so i think whatever the solution is we need to figure it out um broadly around the

[7:06:44] Trustee Luckham: island even just simple highways work actually mr chair

[7:06:48] Trustee Luckham: yes sir may

[7:06:50] Voice 13: i be excused for 10 minutes i've

[7:06:51] Voice 13: I've got some obligations here.

[7:06:57] Voice 14: Yeah, whatever you need.

[7:06:58] Voice 13: Sadly, yeah, my children have just arrived home,

[7:07:01] Voice 13: and I just have to let them know someone's in the house.

[7:07:04] Trustee Luckham: Okay.

[7:07:05] Voice 13: Thanks.

[7:07:05] Voice 13: I'll be back.

[7:07:06] Trustee Luckham: Two minutes.

[7:07:07] Voice 13: Two minutes.

[7:07:08] Trustee Luckham: Okay, and we'll be going in in-camera here shortly, I guess.

[7:07:14] Trustee Luckham: So is there some direction here,

[7:07:16] Trustee Luckham: or you're just going to take this to the southern govons

[7:07:20] Trustee Luckham: so we can see what kind of legs you can get with that,

[7:07:24] Trustee Luckham: Trustee Pat?

[7:07:26] Trustee Patrick: i'm sorry for me i'm happy to um bring it forward to the southern gulf island forum because i know

[7:07:31] Trustee Patrick: this particular issue is related to the crd and the southern gulf islands so i think that would

[7:07:37] Trustee Patrick: be correct and i under i hear you for the other other islands that may have uh these issues so

[7:07:47] Trustee Luckham: yeah so um i'm going to move on then uh correspondence we have a letter from the

[7:07:51] Trustee Luckham: John Potter, Village of gold river seeking support for their resolution at ubc am.

[7:07:56] Trustee Luckham: John Potter, Is the do we need to respond to this, I think we just receive it for information yeah alright so we'll receive that for information review and amendment in the current work program see items 7.17 that's in the agenda package going to counsel you approve that going to counsel so i'm guessing you're satisfied with the current status of that.

[7:08:23] Trustee Luckham: all right so um our next meeting um is actually going to be june the 7th at 9 a.m it says here

[7:08:36] Trustee Luckham: um and will be held electronically and so uh that's when we'll see that again and then at

[7:08:42] Trustee Luckham: this moment um uh oh there's the ceo is back already that was less than two minutes yeah

[7:08:47] Voice 13: went quick.

[7:08:49] Trustee Luckham: Thank you, sir. Appreciate it. So let us go to our in-camera session and thank

[7:08:55] Trustee Luckham: the members of the public for joining us. Although we will return to the open meeting

[7:09:02] Trustee Luckham: at the end of the in-camera section, we won't be reporting out until the next

[7:09:06] Trustee Luckham: public meeting and not conducting any business after we return. So thank you for joining us today

[7:09:13] Trustee Luckham: and I appreciate your interest in the Islanders Trust.

[7:09:19] Trustee Fast: And I

[7:09:19] Trustee Luckham: read the motion to close the meeting.

[7:09:22] Trustee Fast: That the meeting be closed to the public subject

[7:09:24] Trustee Fast: to section 91G of the community charter

[7:09:29] Trustee Fast: in order to consider matters related to litigation

[7:09:32] Trustee Fast: or potential litigation affecting the Islanders Trust

[7:09:34] Trustee Fast: and that staff attend the meeting.

[7:09:36] Trustee Luckham: So moved, seconded by Dan Rogers, call for the vote.

[7:09:40] Trustee Luckham: All those in favor.

[7:09:42] Trustee Luckham: All right, so let's just give Lori a moment to lock the session, turn off the live streaming recording.