Islands Trust Council regular meeting, September 8, 2021

[0:00:07] Trustee Luckham: Okay, well, good morning, everyone. Welcome to the Executive Committee Business Meeting of September the 8th.

[0:00:17] Trustee Luckham: I always think that fall has begun when the kids go back to school and you start thinking about what's going to happen for the remainder of the year.

[0:00:28] Trustee Luckham: Anyway, it's beautiful and damp here this morning.

[0:00:31] Trustee Luckham: My name is Peter Lockham and I'm elected on Thetis Island. I'm the chair of Trust Council in this committee.

[0:00:38] Trustee Luckham: It's a pleasure to serve this body and do this work. It's also a pleasure to live and work in Coast Salish Territory.

[0:00:49] Trustee Luckham: Having spent a few days, more than a few days, in Alberta, in the First Nations territory there,

[0:00:58] Trustee Luckham: I live here with gratitude with the rich culture history environment that we have.

[0:01:08] Trustee Luckham: Before I begin, I just like to say that I would like this to be a safe and respectful

[0:01:12] Trustee Luckham: environment for our meeting today.

[0:01:15] Trustee Luckham: And as chair of this committee, I'm committed to ensuring that all people who speak at this

[0:01:19] Trustee Luckham: meeting are treated fairly and respectfully and that language we use will reflect that.

[0:01:23] Trustee Luckham: No form of discrimination is acceptable or tolerated.

[0:01:26] Trustee Luckham: we will all take responsibility to create a safe and inclusive environment for everyone to

[0:01:31] Trustee Luckham: participate and be respected members of this committee may call point of order if a speaker's

[0:01:37] Trustee Luckham: language is not respectful the chair may meet the speaker and ask that their language be adjusted

[0:01:42] Trustee Luckham: before continuing comments that include criticism or attacks on other people are considered

[0:01:46] Trustee Luckham: discriminatory and not allowed all comments should be accurate and direct thank you for helping this

[0:01:51] Trustee Luckham: a safe environment for all. And thank you, Lori, for bringing up that slide.

[0:01:59] Trustee Luckham: I'm just going to introduce the other members of the committee here and the staff today. We have

[0:02:06] Trustee Luckham: Trustee Sue Ellen Fast from Bowen Island, Councillor and Trustee. Good morning, Sue Ellen.

[0:02:11] Trustee Luckham: Good morning.

[0:02:12] Trustee Luckham: Laura Patrick from Salt Spring, Vice Chair. Good morning.

[0:02:16] Trustee Luckham: Trustee Dan Rogers, also a Vice Chair with the Executive Committee. Good morning, Dan.

[0:02:20] Trustee Luckham: and Gambier Keats.

[0:02:22] Trustee Luckham: On the staff side, we have our CAO, Russ Hotzenpiller.

[0:02:26] Trustee Luckham: Good morning, Russ.

[0:02:26] Trustee Luckham: Good morning, sir.

[0:02:27] Voice 11: Nice to see you.

[0:02:28] Trustee Luckham: And of course, Lori Foster,

[0:02:30] Trustee Luckham: looking after our technology here today

[0:02:32] Trustee Luckham: and making sure our meeting package,

[0:02:35] Trustee Luckham: all 500 pages, I will note, is available to us.

[0:02:39] Trustee Luckham: Thank you.

[0:02:41] Trustee Luckham: And running the technology in the background.

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

[0:02:44] Trustee Luckham: uh uh lisa wilcox our senior intergovernmental policy advisor thank you for joining us this

[0:02:52] Trustee Luckham: morning and carmen teal and director of legislative services good morning

[0:02:59] Trustee Luckham: area program services trust area services uh claire frader thank you claire thank you for

[0:03:07] Trustee Luckham: joining us uh director julia mobs administrative services good morning director david marler

[0:03:15] Trustee Luckham: Local Planning Services. Good morning, David. We also have By-law Enforcement Officer Warren

[0:03:21] Trustee Luckham: Dingman, Manager of By-law Enforcement. Good morning, Warren. Thank you for joining us.

[0:03:28] Trustee Luckham: I think that covers it. Thank you, everybody, for being here.

[0:03:33] Trustee Luckham: So we indeed have an agenda before us. It's pretty full, some 500 pages, including the

[0:03:40] Trustee Luckham: the addendums that came in late at 7.1718, I think.

[0:03:48] Trustee Luckham: And also I think the policy statement,

[0:03:51] Trustee Luckham: final draft came through a little late too,

[0:03:54] Trustee Luckham: but it's all included in the package.

[0:03:56] Trustee Luckham: And I'll just ask if there's anything else to add

[0:03:59] Trustee Luckham: or remove from the agenda today.

[0:04:02] Trustee Luckham: Show of hands would be terrific.

[0:04:05] Trustee Luckham: Not seeing any, then thank you

[0:04:08] Trustee Luckham: for getting other items into us early so it could be on the agenda and I'm going to adopt the agenda

[0:04:15] Trustee Luckham: as presented by general consent. I don't want to belabor the point we've got quite a package here

[0:04:22] Trustee Luckham: today with a recess at around two o'clock or 2 15 in order for us to meet with the

[0:04:31] Trustee Luckham: Minister of Mid-Judice Relations looking forward to that and probably we should have a few minutes

[0:04:37] Trustee Luckham: prior to that just to uh brief ourselves before we go into that meeting um that will not be part

[0:04:44] Trustee Luckham: of this meeting as it's a minister's meeting not ours um so that said i'm just going to ask um that

[0:04:52] Trustee Luckham: you've seen all of this material for the most part before some of it is new and there might

[0:04:58] Trustee Luckham: be some revisions to other materials we have seen so just ask that we be succinct today in

[0:05:04] Trustee Luckham: trying to get through this agenda, quite honestly, I would like to be able to wrap the meeting up

[0:05:10] Trustee Luckham: around 3.30 in order to allow an orderly end to the staff's days in the office and getting home

[0:05:19] Trustee Luckham: and all that kind of thing. It's easy for these meetings to drag on. So let's focus on the work

[0:05:25] Trustee Luckham: of preparing the press council package, getting materials to council, and leave the debate or

[0:05:32] Trustee Luckham: discussion on the issues at hand um for council but certainly bring to uh this committee's

[0:05:41] Trustee Luckham: attention any um concerns with the presentation of the materials so unless there's any questions

[0:05:48] Trustee Luckham: at this point i will begin all right so then uh there's nothing in terms of uh

[0:05:56] Trustee Luckham: report today the adoption of the minutes is the I think that is also been done at

[0:06:05] Trustee Luckham: a previous meeting if I'm not mistaken Laurie the

[0:06:09] Voice 14: September 2nd special meeting

[0:06:11] Voice 14: minutes will show up on your September 20th agenda along with the minutes from

[0:06:15] Voice 14: these so

[0:06:16] Trustee Luckham: this brings us to the follow-up action list the first item on our agenda

[0:06:24] Trustee Luckham: and um just note um that again we've got bylaw enforcement officer popping up at the beginning

[0:06:32] Trustee Luckham: kind of throws out the order of events that we're used to but i suppose i could learn to change

[0:06:38] Trustee Luckham: but it did strike me that it's an alphabetical order and perhaps if bylaw enforcement officer

[0:06:43] Trustee Luckham: was changed to enforcement officer you might end up after the cao um um and and the directors but

[0:06:50] Trustee Luckham: but don't necessarily want to buy an order of things,

[0:06:54] Trustee Luckham: but that's a suggestion.

[0:06:55] Trustee Luckham: So if that's all right, CEO,

[0:06:57] Trustee Luckham: shall we begin with bylaw enforcement?

[0:07:00] Voice 11: Sure.

[0:07:03] Trustee Luckham: Assuming yes, I'm not seeing you moving there.

[0:07:05] Voice 11: I think Warren would simply respond to any questions.

[0:07:10] Trustee Luckham: So Warren Dingman, let's start off with you.

[0:07:16] Voice 1: So right now we're working on,

[0:07:18] Voice 1: um we have drafted up the the uh um proposed

[0:07:23] Trustee Rogers: or is

[0:07:24] Voice 5: it me sir

[0:07:26] Trustee Rogers: i don't think peter you've got your

[0:07:28] Trustee Rogers: mic on your speakers

[0:07:31] Trustee Fast: on just

[0:07:37] Trustee Rogers: let's let's here we can hear you but you can't hear us um can

[0:08:02] Voice 9: anybody

[0:08:03] Trustee Luckham: hear me now testing yes

[0:08:04] Trustee Rogers: we could hear you all along sir

[0:08:06] Trustee Luckham: yeah and i couldn't hear anybody

[0:08:08] Trustee Luckham: anybody else so I apologize for that um I'm using this external monitor and I guess it takes over my

[0:08:15] Trustee Luckham: audio okay um did Warren do his report no

[0:08:20] Voice 11: he was just starting so

[0:08:24] Voice 1: good morning uh so yes I've

[0:08:25] Voice 1: prepared uh for the first uh follow-up uh action item I have prepared the draft amendments for the

[0:08:32] Voice 1: the Trust Council Policy 551.

[0:08:36] Voice 1: I believe it's ready for the next Trust Council meeting.

[0:08:40] Voice 1: However, the second agenda item is going to take me longer

[0:08:44] Voice 1: to get the final draft policy in place,

[0:08:47] Voice 1: but that should be ready for the next Trust Council meeting

[0:08:51] Voice 1: in later this year in December.

[0:08:56] Trustee Luckham: Okay, thank you very much,

[0:08:59] Trustee Luckham: Manager, By-law Enforcement Officer Dingman.

[0:09:02] Trustee Luckham: any questions otherwise we'll move along

[0:09:05] Trustee Rogers: sir can i just say so they'll both be ready for december

[0:09:12] Voice 1: certainly yes both if we haven't done all the procedures necessary to get the action item

[0:09:19] Voice 1: number one they're ready for the september 2020 meeting then they will all absolutely be ready

[0:09:25] Voice 1: for the next meeting right

[0:09:26] Trustee Rogers: okay all i i'm just going to say this generally i think at some point

[0:09:31] Trustee Rogers: we need to adjust our fuel for our target. When we know the targets move, we might want to change

[0:09:36] Trustee Rogers: it because we get sometimes called on why things aren't ready at a particular time. So I'm quite

[0:09:41] Trustee Rogers: fine with that. I just think perhaps at some point we should try and if we have to ever have

[0:09:46] Trustee Rogers: administrative time to sort of adjust those target dates if we know they're moving. Thanks.

[0:10:05] Trustee Luckham: Okay. Thank you for that comment. CAO Hotzenpiller, morning. You're next on our follow-up

[0:10:13] Trustee Luckham: action list and turn it over to you.

[0:10:15] Voice 11: Okay. Thanks very much. Of course,

[0:10:16] Voice 11: you heard from me last Thursday where we went through this list, so I'm not going to spend a

[0:10:20] Voice 11: tremendous amount of time here. You can ask me any questions, of course. I'll just point out a few

[0:10:25] Voice 11: things. Obviously, thank you for the late agenda. We've got that out to you now and we work

[0:10:31] Voice 11: steadfast over the last few days to get that to you and of course that includes a variety of things

[0:10:38] Voice 11: but the policy statement engagement work you've got draft two in there i will tell you that

[0:10:43] Voice 11: tomorrow we're meeting with bowen island staff the cao and a couple of their staff and we're going to

[0:10:48] Voice 11: do a walk through of the policy statement both in its content and the issues that are nested in

[0:10:54] Voice 11: inside the policy statement i expect they'll have lots of good questions and i don't by no means

[0:11:00] Voice 11: will just be the last meeting um i they're going to be thinking through how they're going to be

[0:11:05] Voice 11: working with their council and um interpreting the uh the uh the document so we will assist them in

[0:11:13] Voice 11: that and the last item i've got is the governance review committee didn't meet earlier in the summer

[0:11:19] Voice 11: but they are meeting in on monday um as i understand it there's 22 or 23 of the trustee

[0:11:27] Voice 11: um interviews have taken place and uh roundly they've been good experiences there'll be some

[0:11:34] Voice 11: threads described on monday but not full reporting and the chair of the governance committee has

[0:11:41] Voice 11: indicated if it's a light we'll see whether we conduct the meeting or not but if it's uh

[0:11:46] Voice 11: if there's some material to communicate to to everyone that we will proceed and i expect they're

[0:11:53] Voice 11: to be then moving into the staff interviewing and you know the consultants in September

[0:11:58] Voice 11: sort of when everyone's back and some of the external government functionaries that's it

[0:12:06] Voice 11: Mr. chair thank

[0:12:07] Trustee Luckham: you sir any questions no all right so let's go to director of administrative services

[0:12:16] Trustee Luckham: good morning

[0:12:20] Voice 15: executive committee nice to see you all I have made absolutely zero progress

[0:12:26] Voice 15: on my items that are on the follow-up action list there's still a policy review there that I think

[0:12:31] Voice 15: we've noted previously relates to the budget and how we track figures so my plan is still to align

[0:12:37] Voice 15: that with the start of the budget cycle so I would expect to see that work land with you probably

[0:12:42] Voice 15: within the next month. Item number two I'll leave to Director Marler to speak to is that he's

[0:12:47] Voice 15: primarily leading that project. I have reached out to UBCM to get some additional information

[0:12:53] Voice 15: on the employee and family assistance program

[0:12:55] Voice 15: that we've added to trustee benefits.

[0:12:57] Voice 15: I haven't yet heard back from them.

[0:12:58] Voice 15: So my plan is to follow up

[0:12:59] Voice 15: and hopefully we'll have a response to that fairly quickly

[0:13:01] Voice 15: but we do have some time before new council term.

[0:13:06] Voice 15: And the fourth we will make happen

[0:13:08] Voice 15: and that is the executive committee budget

[0:13:11] Voice 15: I'm covering the chair's attendance

[0:13:13] Voice 15: at the house on biosphere reserve event.

[0:13:15] Voice 15: So no progress yet, but tracking towards progress raising.

[0:13:24] Voice 15: I'll take

[0:13:24] Trustee Luckham: questions if you have any.

[0:13:25] Trustee Luckham: Thank you very much, Director Mobs. Any questions for the director? No. Well, I want to thank you

[0:13:32] Trustee Luckham: very much for all of the progress you have made on the budget and preparation of the

[0:13:37] Trustee Luckham: Financial Planning Committee package, because you are certainly busy in many areas, and thank you

[0:13:45] Trustee Luckham: very much for that. Director of Local Planning Services, David Marler.

[0:13:53] Voice 2: Hi, good morning, and

[0:13:55] Voice 2: and happy to be with you from the Gawain speaking territory.

[0:14:00] Voice 2: And so far, Paxton list items,

[0:14:03] Voice 2: the first item on the list there is,

[0:14:06] Voice 2: I have no progress on that yet.

[0:14:08] Voice 2: I'll be working with Claire on that

[0:14:10] Voice 2: when we have the time to do it.

[0:14:13] Voice 2: So we'll probably adjust that target there.

[0:14:16] Voice 2: It is overdue.

[0:14:18] Voice 2: We had June as a target.

[0:14:20] Voice 2: I suspect it's going to be much later in this year.

[0:14:23] Voice 2: The ALF fees on item two is not yet on the work plan for the regional planning committee.

[0:14:29] Voice 2: There's a lot on that plan, but it's it's flagged here and we'll update the target for that one as well.

[0:14:36] Voice 2: Item three. This one has been on here for a while.

[0:14:39] Voice 2: This is to do with the unspent special property tax levy.

[0:14:43] Voice 2: And I think again, this is something I haven't made any progress on.

[0:14:46] Voice 2: so we will have to uh regroup and um uh adjust the target and figure out how we're going to

[0:14:54] Voice 2: respond to that one can

[0:14:56] Trustee Fast: i interrupt am i on the correct page is this on page eight

[0:15:02] Trustee Rogers: i think the director i

[0:15:04] Trustee Rogers: think the director is referring to the follow-up action list that's

[0:15:08] Trustee Rogers: in the the trust council package right now thank you yeah okay and we're we're all looking at

[0:15:15] Voice 2: a long

[0:15:15] Trustee Rogers: list for the executive committee i'm

[0:15:17] Voice 2: sorry i forgot the wrong list in front of me here

[0:15:20] Voice 2: yes i do my apologies that is my fault all right thank you for that correction um

[0:15:30] Voice 2: just make sure i'm up to you yeah so i don't have anything else to report on this list

[0:15:34] Voice 2: um as warren reported on the i the last two items there so yeah any questions on the

[0:15:42] Voice 2: up action list otherwise i do have a very short director's report for you um

[0:15:48] Trustee Luckham: anything no okay go

[0:15:49] Trustee Luckham: ahead david okay

[0:15:51] Voice 2: thank you so as we reported at the financial planning committee um we were

[0:15:57] Voice 2: successful in receiving the local government development approvals programs grant so that

[0:16:02] Voice 2: is three hundred and sixty seven thousand seven hundred ninety five dollars uh we have two years

[0:16:08] Voice 2: to use it and it covers 100% of the cost of how we proposed it. So that means we don't have to

[0:16:17] Voice 2: provide any matching funds or in-kind. They will release half of that funds immediately

[0:16:25] Voice 2: and then the other 50% on a final report to UBCM on what we've done with the money and then they'll

[0:16:34] Voice 2: provide that money to us at that point. So the next step for us at the staff level is

[0:16:39] Voice 2: to work out the plan, exactly what we're going to do based on what we said we'd do, and then

[0:16:48] Voice 2: come back through FPC on how that impacts the budget. Obviously the grant has to be accounted

[0:16:53] Voice 2: for, but also that 50% of the funds until we get the funds later in the year would have to be

[0:17:00] Voice 2: accounted for as well. The two big pieces of it is, I think it's around $50,000 of that would be used

[0:17:08] Voice 2: for an assessment, an external assessment of how we do application processing, mainly with

[0:17:15] Voice 2: rezonings and focusing more around the affordable housing and how we deal with that. So that is one

[0:17:24] Voice 2: one piece and then the bulk of it is more in the background it's the technology improvements

[0:17:31] Voice 2: improving transparency for the public making it easier for the public to see what's happening

[0:17:38] Voice 2: with applications to make the applications and to track applications and also to make it easier for

[0:17:45] Voice 2: staff to do the same with that so it should it's intended to improve the application processing

[0:17:52] Voice 2: processing experience for staff, public and the trustees.

[0:17:57] Voice 2: The other piece is there's a late RFD on the agenda for you

[0:18:03] Voice 2: and apologize for the lateness.

[0:18:05] Voice 2: We found out from Healthy Watersheds

[0:18:07] Voice 2: at the end of the week last week,

[0:18:09] Voice 2: that they were offering us an additional $55,000

[0:18:13] Voice 2: on top of the 180,000 that we've already received from them.

[0:18:17] Voice 2: And they need an answer from us by Friday this week.

[0:18:20] Voice 2: so that's why it's a late item for you today. So talk more about that at that point. And then just

[0:18:26] Voice 2: finally, the Regional Planning Committee has a lot of work on the go. The biggest piece is a

[0:18:32] Voice 2: freshwater strategy that's being funded by that grant. Eelgrass mapping is another big one that's

[0:18:39] Voice 2: underway, and heritage conservation mapping is another big one that's underway with them.

[0:18:45] Voice 2: And then there's a few other smaller ones that they'll be tackling later this year to meet the strategic plan objectives.

[0:18:55] Voice 2: I'll leave it at that. And thank you. Any questions, I'll try and answer them.

[0:19:05] Voice 9: Now we can't hear you, Peter. Yeah, we can't hear you, but I think we

[0:19:13] Trustee Rogers: can't hear you.

[0:19:15] Trustee Rogers: um my my my uh my question uh uh director thank you for that report um uh is about the

[0:19:25] Trustee Rogers: the grant that we got last week the three hundred whatever eighty thousand dollars and the reason i

[0:19:31] Trustee Rogers: ask question is um for two reasons the following question is i'd like to get some um more details

[0:19:38] Trustee Rogers: about how we anticipate the grant

[0:19:41] Trustee Rogers: may actually affect affordable housing applications.

[0:19:46] Trustee Rogers: And the reason I'm asking the question is,

[0:19:48] Trustee Rogers: first of all, I was asked specifically about it

[0:19:50] Trustee Rogers: at my Galliano LTC yesterday.

[0:19:53] Trustee Rogers: They already knew about it

[0:19:55] Trustee Rogers: and had tied it to affordable housing projects

[0:20:00] Trustee Rogers: and wanted to know how it would impact the applications

[0:20:04] Trustee Rogers: that are pending there.

[0:20:05] Trustee Rogers: Plus there's been some concern raised,

[0:20:08] Trustee Rogers: particularly on galliano but also on maine on how we are processing you've probably seen some of

[0:20:13] Trustee Rogers: those concerns raised you've probably seen some of that correspondence so i wonder um i'd like

[0:20:19] Trustee Rogers: to communicate back to them about but i don't want to get ahead of you in terms of how you

[0:20:24] Trustee Rogers: envision this doing so i wouldn't mind having a conversation with you at some point in the next

[0:20:28] Trustee Rogers: few days so that i can communicate back to them as here's sort of how we see this playing out

[0:20:33] Trustee Rogers: and how this money might be utilized um and i see uh there might be other vice chairs that

[0:20:38] Trustee Rogers: are having a similar issue that they'd like to know that so i i wouldn't mind some communication

[0:20:44] Trustee Rogers: about because they're getting the best i think the messaging is getting out there somehow that

[0:20:48] Trustee Rogers: this is going to speed up all of their projects um and it may but i don't know how that's playing

[0:20:54] Trustee Rogers: out i had to say that i didn't know how the plan was

[0:20:56] Voice 2: yeah and if i mentioned

[0:20:58] Voice 2: the chair i think it's

[0:21:00] Voice 2: too early to say exactly how it's going to play out. It's going to take time to get the

[0:21:08] Voice 2: technology in place and do it, you know, do the review and whatever comes out of that review,

[0:21:13] Voice 2: implement changes recommended and there could be some cost involved with the implementation

[0:21:19] Voice 2: of that too. So, you know, my initial reaction is not going to change anything in the short term.

[0:21:25] Voice 2: it's more of a longer term how we can do things differently to improve the application processing

[0:21:34] Voice 2: experience. You know the grant is intended to help with affordable housing but it's not

[0:21:41] Voice 2: necessarily tied to that there's no specific requirement that it has to be just around

[0:21:46] Voice 2: affordable housing it could be any type of application. So yeah we will be getting more

[0:21:53] Voice 2: communications out it's a little bit too early right now to say specifically though thank you

[0:21:59] Trustee Luckham: david uh vice chair uh patrick yeah

[0:22:03] Trustee Patrick: and i i just want to add to that i think it would be important

[0:22:06] Trustee Patrick: to get some speaking bullets for us chairs because the questions are out there and i every

[0:22:12] Trustee Patrick: municipality that the quotes that are out there have exclusively tied it to affordable housing

[0:22:18] Trustee Patrick: in a very strong way so i think we need to make sure that connection is made um but it would be

[0:22:24] Trustee Patrick: nice to have some speaking bullets because we will we will see these questions we will see this at

[0:22:29] Trustee Patrick: trust council um in september as well so and

[0:22:34] Voice 2: if i may switch yeah the intent is to get all that

[0:22:37] Voice 2: information as soon as we can we found out about this just like a week or so ago so it's pretty

[0:22:42] Voice 2: new still yeah

[0:22:45] Trustee Luckham: and um i've been working with claire to get a press release out and um no doubt

[0:22:51] Trustee Luckham: claire is listening and um so if speaking notes are required above and beyond that i'm sure we

[0:22:56] Trustee Luckham: can facilitate that so thank you david that's very good news um i'm going to continue on on

[0:23:04] Trustee Luckham: my follow-up action list here now um says finance officer nancy rogers but i'm i think julia you

[0:23:11] Trustee Luckham: reported on that item already so i'm going to go to legislative services manager unless you

[0:23:17] Trustee Luckham: had something else to say carmen teal for your follow-up action report and anything else you

[0:23:23] Trustee Luckham: wish to report on sure

[0:23:25] Voice 13: um if you can scroll down a little lori i think it's in a subsequent page

[0:23:31] Voice 13: yeah there we are so for item one um we

[0:23:42] Voice 12: are expecting a regulation from the province

[0:23:45] Voice 12: towards the end of this month it'll be a new or updated um electronic meetings regulation

[0:23:51] Voice 12: basically allowing us what they are allowing other local governments which is to hold regular

[0:23:57] Voice 12: meetings electronically. Right now we have the ability to hold special meetings, so this would

[0:24:03] Voice 12: add a fairly big component. And so Trust Council procedure bylaw would need to be amended to reflect

[0:24:10] Voice 12: those changes in the regulation, and I expect to be able to bring that to December Trust Council.

[0:24:17] Voice 12: And after we get that regulation, it'll also require local trust committees to amend their

[0:24:21] Voice 12: procedure bylaws to accommodate regular e-meetings if they so wish. For item two, policy 6.5.2,

[0:24:31] Voice 12: that's really something for Julia and I to get on the agenda. I'm not sure about Julia's timing,

[0:24:38] Voice 12: but I don't think it's a major amendment. So hopefully that can be brought forward on the

[0:24:44] Voice 12: December Trust Council agenda as well. And for item three, I've got four policies on the upcoming

[0:24:51] Voice 12: coming trust council agenda for review as part of our policy update and that's it for me and I

[0:24:59] Voice 12: don't have a particularly report report I've been working on policy for a while and it's time to

[0:25:04] Voice 12: turn back to other major aspects of this job records management for one of them needs attention

[0:25:11] Voice 12: so that's that's

[0:25:13] Trustee Luckham: it for me

[0:25:13] Voice 12: okay

[0:25:14] Trustee Luckham: thank you very much Carmen any questions otherwise we'll move

[0:25:18] Trustee Luckham: move along all right so the next uh item on our list then is to go to uh vice chairs for your

[0:25:25] Trustee Luckham: ltc reports and um trust

[0:25:29] Trustee Rogers: area services completely oh

[0:25:32] Trustee Luckham: well let's say you're absolutely right i

[0:25:35] Trustee Luckham: scrolled past that for some reason but legislative services oh trust area services i apologize claire

[0:25:42] Trustee Luckham: I got confused by finance officer in there over to you trust area director trust area services

[0:25:49] Trustee Luckham: Claire Frater.

[0:25:51] Voice 17: Thank you Chair Leckham and good morning executive committee I'm pleased to be

[0:25:55] Voice 17: joining you from WSANU territory and in terms of the follow-up action list just a few updates for

[0:26:02] Voice 17: you one is to let you know that we've scheduled a dust and bones event for September 26 on Denman

[0:26:07] Voice 17: Island and have assisted Trustee Bushekin by providing some posters and social media graphics.

[0:26:14] Voice 17: She's taking the lead on promotion locally for that event and we'll have some staff in attendance

[0:26:20] Voice 17: as the first one as we head into the post-severe pandemic mode.

[0:26:27] Voice 17: And then also as an update, I plan to coordinate with Ruth Simons this week just to check in

[0:26:36] Voice 17: around the communications for the biosphere announcement. I know Vicky Swan, our communications

[0:26:41] Voice 17: specialist, has been in touch with her but is currently on vacation. So I'll just do a check-in.

[0:26:45] Voice 17: I know she had mentioned there might be some possibility of doing filming at the event itself.

[0:26:50] Voice 17: So we'll see what's occurring there. And we'll be in touch around that, particularly with Chair

[0:26:56] Voice 17: Leckham. And we have arranged, as you will see on the agenda today, for some speakers for the

[0:27:02] Voice 17: trust council meeting from the coast guard and um how else did we get and uh san juan county and uh

[0:27:08] Voice 17: um yeah so happy to take questions around that any

[0:27:15] Voice 8: questions uh dan rogers uh

[0:27:19] Trustee Rogers: this was uh vice

[0:27:20] Trustee Rogers: chair patrick's suggestion but i'm wondering about number eight and whether it would um about the

[0:27:28] Trustee Rogers: potentially filing for a grant and where we might be on them uh

[0:27:32] Voice 17: so i've spoken with environment

[0:27:33] Voice 17: at canada staff they still have not released the grant details but i understand it's going to skew

[0:27:38] Voice 17: towards restoration and on the ground activities so may not be a clean fit for islands trust but

[0:27:45] Voice 17: more so for conservancy work um but we await details to be announced publicly thanks i just

[0:27:50] Trustee Rogers: i just i just know we were talking about it was going to be september i'm wondering

[0:27:54] Trustee Rogers: but if it's the intake the intake hasn't started yet then yeah

[0:27:57] Voice 17: i i did check the other day i

[0:27:58] Voice 17: I haven't checked this morning, but as of yet.

[0:28:00] Trustee Rogers: No, that's fine.

[0:28:01] Trustee Rogers: It's been posted.

[0:28:01] Trustee Rogers: I'm

[0:28:01] Voice 9: sure you're in touch with us.

[0:28:03] Voice 9: Yeah.

[0:28:10] Voice 9: Okay.

[0:28:11] Voice 9: I'm not

[0:28:13] Trustee Luckham: sure what's going on here.

[0:28:15] Trustee Luckham: There we go.

[0:28:17] Trustee Luckham: All right.

[0:28:17] Trustee Luckham: Thank you, Claire.

[0:28:18] Trustee Luckham: Did you want to continue with your report?

[0:28:22] Trustee Luckham: Yes, please.

[0:28:24] Voice 17: So just wanted to give you an update around staffing for Trust Area Services.

[0:28:29] Voice 17: So we've had some difficulties in getting the communications, community communications

[0:28:33] Voice 17: specialist role classified in a timely way. So I've just decided we're posting it under the

[0:28:38] Voice 17: existing communication specialist profile, just so that we can get someone. And I will continue

[0:28:44] Voice 17: to pursue classification of that role. So we'll have it in the future. But I'm hoping that posting

[0:28:48] Voice 17: will go up this week. That would allow us to create an eligibility list in the event we want

[0:28:53] Voice 17: to hire additional people as well. So there's, you know, an additional benefit to that approach.

[0:28:58] Voice 17: Our program coordinator returns on September 20th, so we're looking forward to having her back into that role.

[0:29:05] Voice 17: We've reclassified her into a temporary assignment to allow more focus on engagement temporarily.

[0:29:11] Voice 17: And we are also hiring an as-and-when secretary for Trust Area Services just in the event that we need some additional help,

[0:29:20] Voice 17: and particularly with Secretariat services in the short term.

[0:29:23] Voice 17: This is for very few hours but just gives us some flexibility if we need it.

[0:29:28] Voice 17: In addition, moving ahead with annual report, I hope to have that off to the minister within a

[0:29:33] Voice 17: week or 10 days so it can be tabled in the legislature in mid-October is the plan.

[0:29:38] Voice 17: And then for our team the focus will be on planning for next steps for the policy statement

[0:29:44] Voice 17: pending some decisions today and at Trust Council and also developing some business cases for

[0:29:50] Voice 17: for various budget requests that may come forward.

[0:29:53] Voice 17: Just to let you know,

[0:29:54] Voice 17: Trust Programs Committee discussed a number of opportunities

[0:29:57] Voice 17: for budget business requests for next year.

[0:30:00] Voice 17: and requested that staff return to them in October so they put some placeholder money in the budget

[0:30:05] Voice 17: but the one in particular relating to the policy statement they decided to ask that trust council

[0:30:12] Voice 17: make any budget request decisions on its own without TPC providing any advice because there's

[0:30:18] Voice 17: so many unknowns at this stage so just wanted to draw that to your attention and as was mentioned

[0:30:23] Voice 17: and I have drafted a news release around the grant for the applications development improvement

[0:30:29] Voice 17: program, whatever it's called, and that will be winding its way to the CAO today. And we'll work

[0:30:35] Voice 17: on some speaking notes so that trustees can be well supported and hope to have all of that out

[0:30:39] Voice 17: tomorrow. So I'd be happy to take questions about any of that as well.

[0:30:45] Trustee Luckham: Thank you, Director

[0:30:47] Trustee Luckham: Mayor Mrakas, Director freighter any questions no Okay, thank you very much i'm sorry for missing you earlier.

[0:30:56] Trustee Luckham: Mayor Mrakas, Alright, so this then brings us to.

[0:31:01] Trustee Luckham: Mayor Mrakas, The local trust committee chair updates and let's start with.

[0:31:07] Trustee Luckham: Mayor Mrakas, trustee and counselor suelen fast.

[0:31:16] Trustee Fast: morning everybody um uh not much to report except that uh i was away for 10 days missed a couple of

[0:31:23] Trustee Fast: our weekly uh ec update calls as you know and i missed a um islands trust conservancy special

[0:31:30] Trustee Fast: meeting uh that hadn't been scheduled when i booked my time away um however i can report

[0:31:37] Trustee Fast: on these and they're in our package um i will be at ubcm wearing my two hats uh one with bowen

[0:31:46] Trustee Fast: Island Municipality and one um with Islands Trust and uh I don't have anything else to report at

[0:31:53] Trustee Fast: this time except I met with Denman yesterday sorry Denman LCC and uh and we had a um uh a good

[0:32:00] Trustee Fast: meeting we amended the housing agreement for affordable housing seniors and um we deferred

[0:32:08] Trustee Fast: uh we postponed our consideration of the formal referral on the trust policy statement

[0:32:14] Trustee Fast: that is coming to all local governments was referred out so we just postponed it to the

[0:32:21] Trustee Fast: next regular meeting and we'll see what happens with the whole process we endorsed the farm plan

[0:32:28] Trustee Fast: review project charter going into that with grant money again and we passed first reading of an

[0:32:34] Trustee Fast: amendment to the 1990 sightings use permit bylaw that's all okay

[0:32:42] Trustee Luckham: thank you vice chair fast let's

[0:32:44] Trustee Luckham: go to vice chair patrick your report thank

[0:32:50] Trustee Patrick: you i just had one we had a special meeting last night

[0:32:55] Trustee Patrick: in north pender a community information meeting on the groundwater sustainability project

[0:33:04] Trustee Patrick: william shulba and ursa chadwick

[0:33:08] Trustee Patrick: gave a presentation it was primarily William and there was on the webinar there was the highest

[0:33:17] Trustee Patrick: number was about 31 people signed up and then there were questions at the end

[0:33:24] Trustee Patrick: you know I think the questions were were broad ranged all over the map from individual questions

[0:33:32] Trustee Patrick: questions on people's own specific properties to, you know, trying to understand the data and the

[0:33:37] Trustee Patrick: inputs to the data and those type of things and where things could go next. So lots more on that

[0:33:43] Trustee Patrick: conversation to come. It's a lot of information to be kind of put all together into one presentation

[0:33:51] Trustee Patrick: when it is kind of, it is complex information, but I think we just do more of that type of thing.

[0:33:58] Trustee Patrick: So that's really all I have to report.

[0:34:04] Trustee Luckham: Thank you very much, Vice-Chair Patrick.

[0:34:06] Voice 8: Vice-Chair Rogers.

[0:34:08] Trustee Rogers: Thanks very much. It's been mostly Galliano so far this year.

[0:34:17] Trustee Rogers: This year. I see I'm doing what you're doing is thinking the year starts after Labor Day.

[0:34:24] Trustee Rogers: We did have a, we also had the water meeting with William Shulba.

[0:34:31] Trustee Rogers: But unfortunately, Nurse Chadwick wasn't able to make it.

[0:34:35] Trustee Rogers: But we never really got into a lot of what to do with all of that data.

[0:34:40] Trustee Rogers: It was about an hour and 25 minute presentation.

[0:34:45] Trustee Rogers: And I actually was pleasantly surprised that the 50 odd people that were on our webinar stayed through most of it.

[0:34:55] Trustee Rogers: And I don't know how many other people watched a broadcast, etc.

[0:34:59] Trustee Rogers: but I know people have watched and so got a lot of interest in people apparently a lot of people

[0:35:04] Trustee Rogers: I heard both from Trustee Rockefeller and Trustee Wolverton that they people really

[0:35:10] Trustee Rogers: appreciated the the presentation and the work that's being done there so that was on September

[0:35:18] Trustee Rogers: the 1st um i've had um and then i had a um a galeana local trust committee meeting yesterday

[0:35:28] Trustee Rogers: which was uh very full uh in a way we sort of ran out of time uh because uh some of the staff had

[0:35:37] Trustee Rogers: other commitments by 5 15 which is fair enough i don't have any problem with that but

[0:35:42] Trustee Rogers: that the community was still all there.

[0:35:46] Trustee Rogers: There are a number of things, it was busy

[0:35:48] Trustee Rogers: because all three of the large app rezoning applications

[0:35:52] Trustee Rogers: that are on Galliano were on our agenda

[0:35:55] Trustee Rogers: in one way or another,

[0:35:57] Trustee Rogers: and in particular the Crystal Mountain,

[0:36:00] Trustee Rogers: which involves a proposed transfer of land

[0:36:04] Trustee Rogers: to the Conservancy and continues to attract

[0:36:08] Trustee Rogers: attract a lot of attention and a lot of concern

[0:36:11] Trustee Rogers: from a number of people on the island.

[0:36:16] Trustee Rogers: The LTC, I suggested to the local trustees

[0:36:22] Trustee Rogers: that it was because there's a very odd subdivision proposed,

[0:36:25] Trustee Rogers: which is called a hooked lot,

[0:36:28] Trustee Rogers: which means that there would be effectively

[0:36:31] Trustee Rogers: two smaller parcels carved out of the existing larger parcel

[0:36:36] Trustee Rogers: to be maintained by the applicant and uh and the remainder and another whole lot transferred to

[0:36:45] Trustee Rogers: the conservancy that that that whether they were prepared to it was time to decide whether they

[0:36:50] Trustee Rogers: were prepared to proceed on that basis because it's it has attracted a lot of concerns from a

[0:36:56] Trustee Rogers: lot of people about forest fragmentation and other things um and they have they did agree to and they

[0:37:02] Trustee Rogers: gave the bylaws first reading on the understanding that there were likely to be other amendments

[0:37:07] Trustee Rogers: coming to the bylaws and put a number of more conditions on particularly around water but on

[0:37:13] Trustee Rogers: other and but on other things as well so that actually moved forward a step um and still is

[0:37:20] Trustee Rogers: and and i think is um uh we'll see where it goes we're gonna we're gonna have to have more

[0:37:27] Trustee Rogers: more information and more community consultation,

[0:37:30] Trustee Rogers: because as I said, there are a number of concerns.

[0:37:34] Trustee Rogers: There are two affordable housing projects

[0:37:37] Trustee Rogers: and one of them in particular,

[0:37:39] Trustee Rogers: which has been active for over a year now,

[0:37:41] Trustee Rogers: we have received a fair amount of communication

[0:37:49] Trustee Rogers: raising concerns about how the trust is managing

[0:37:52] Trustee Rogers: that particular application.

[0:37:55] Trustee Rogers: application uh again water is probably one of the main considerations there uh we have given the

[0:38:02] Trustee Rogers: bylaws related to the first reading about five months ago but there is a there is a bit of a of

[0:38:09] Trustee Rogers: a of a um hiatus not a hiatus but a stopping point because there's a concern around what the housing

[0:38:15] Trustee Rogers: agreement says so they're working on that through our staff about about the nature of the housing

[0:38:21] Trustee Rogers: agreement as we try and find a template to move over we had a lengthy town hall we didn't we also

[0:38:29] Trustee Rogers: did not deal with the referral of the trust policy statement although I had hoped to have a

[0:38:34] Trustee Rogers: conversation about that but we effectively just ran out of time there are considerations about

[0:38:41] Trustee Rogers: we have a CIM scheduled for October the 2nd and and right now it's scheduled to be in person

[0:38:50] Trustee Rogers: and we had a discussion about how that would look

[0:38:55] Trustee Rogers: and how we could do that safely, et cetera.

[0:38:57] Trustee Rogers: And I said, you know, it's all in flux.

[0:39:00] Trustee Rogers: We don't know for sure.

[0:39:03] Trustee Rogers: So we're still planning to do it in person

[0:39:05] Trustee Rogers: on October the 2nd, and hopefully we'll be able to,

[0:39:10] Trustee Rogers: and the LTC meeting on October the 4th the same way,

[0:39:13] Trustee Rogers: and hopefully have an ability to do that

[0:39:16] Trustee Rogers: and and and continue to broadcast as well so but i know we're going to talk about that later on

[0:39:22] Trustee Rogers: um that's about it there's nothing much really going on in maine and and um and gabriel i have

[0:39:29] Trustee Rogers: gabriel tomorrow but it's a very very light agenda um by contrast and uh in house on we're all just

[0:39:39] Trustee Rogers: waiting for the announcement next week so and uh around the biosphere so and we'll i'll look forward

[0:39:47] Trustee Rogers: to seeing you peter chair luck i'm at the if you can hopefully you can make it on the 18th at the

[0:39:52] Trustee Rogers: celebration um

[0:39:54] Trustee Luckham: yeah we can talk offline about that um might need a ride from horseshoe bay or

[0:40:01] Trustee Luckham: something so um yeah so thank you for your report trustee rogers um so from this quarter leskeety

[0:40:10] Trustee Luckham: and uh salt spring island um nothing to report since our last meeting on thursday so i'm just

[0:40:17] Trustee Luckham: going to move on to the honest trust conservancy liaison update that's uh there in front of us um

[0:40:24] Trustee Luckham: we can all read it and um and unless you have something else to add there um vice chair fast

[0:40:32] Trustee Luckham: the representative on the the conservancy i'll just receive that for information do you have

[0:40:38] Trustee Luckham: anything else to add just

[0:40:40] Trustee Fast: that you can also look at 7.4.5 on our agenda for the uh regular quarterly

[0:40:47] Trustee Fast: type report um this was a special meeting that's in here at five three one one right

[0:40:54] Trustee Luckham: okay so thank

[0:40:56] Trustee Luckham: you very much um uh vice chair fast so i'm going to continue on now um to the trust council meeting

[0:41:04] Trustee Luckham: preparation um there's a it seemed to me that the order of things was different than um what we'd

[0:41:14] Trustee Luckham: done before but um i'm just

[0:41:17] Voice 11: going to look at the agendas mr chair so you've got normal yeah i'm

[0:41:22] Voice 11: sorry to interrupt but you've got um as we go through this you've got the addendum and this

[0:41:27] Voice 11: agenda to to um order either in the sequence they'd be presented this time or normally those

[0:41:37] Voice 11: things would be in you know um regular order like the draft schedule and the draft agenda and so

[0:41:43] Voice 11: so forth would normally be on the regular agenda at 7-1.

[0:41:49] Trustee Luckham: Okay yeah I sort of noticed that anomaly

[0:41:54] Trustee Luckham: but didn't correlate the two together actually. So I'm just going to continue with the agenda that

[0:42:02] Trustee Luckham: is in the package that we've adopted which is the on page one and maybe I'll just break it up

[0:42:11] Trustee Luckham: into sections to allow us to get through this so 7.11 through 7.15 is on the first page and as is

[0:42:21] Trustee Luckham: my normal practice i'm just going to ask if there's any of those first five items that

[0:42:28] Trustee Luckham: vice chairs would like to address um and perhaps the ceo wants to address his

[0:42:33] Trustee Luckham: chief administrator's officers report at the end at 7.15 there so i'll just ask if there's anything

[0:42:40] Trustee Luckham: anybody wants to address otherwise we'll forward with those let's just say those first four items

[0:42:46] Trustee Luckham: to council and we'll allow the opportunity for the ceo to address this report anything on those

[0:42:52] Trustee Luckham: first four uh laura patrick which one the the

[0:42:57] Trustee Patrick: draft agenda 712 okay

[0:43:03] Trustee Luckham: thank you um that seems

[0:43:06] Trustee Luckham: appropriate but we might want to look at it actually later but let's just see how that

[0:43:10] Trustee Luckham: goes. So is there anything else? No. So then I'm going to ask then that we advance 7.11, 7.13,

[0:43:22] Trustee Luckham: 7.14 to council as presented by general consent. And then let's go to 7.1.2, the

[0:43:32] Trustee Luckham: trust council draft agenda. And Laura Patrick, what were your remarks there?

[0:43:37] Trustee Luckham: I

[0:43:38] Trustee Patrick: just wanted to I know this is just a noting I've had in a couple of after trust council

[0:43:44] Trustee Patrick: meetings we've got the consent agenda and then we have each director's report as being within

[0:43:49] Trustee Patrick: the consent I and I know that we still give them a chance to report but is it okay that the report

[0:43:57] Trustee Patrick: is embedded in the consent agenda and then they give a report anyway or should their report not

[0:44:02] Trustee Patrick: not be in the consent agenda.

[0:44:04] Trustee Patrick: I'm just curious as for setup of the agenda.

[0:44:07] Trustee Luckham: Well, thank you for that trustee vice-chair Patrick.

[0:44:11] Trustee Luckham: I agree with you.

[0:44:12] Trustee Luckham: I think it would be,

[0:44:13] Trustee Luckham: I think we should provide the opportunity

[0:44:16] Trustee Luckham: for the directors to speak to their report.

[0:44:18] Trustee Luckham: And I would be happier if it was not part of consent agenda

[0:44:22] Trustee Luckham: throughout the agenda.

[0:44:24] Trustee Luckham: Does anybody have any opposition to that notion?

[0:44:29] Trustee Luckham: No.

[0:44:30] Trustee Luckham: So can you,

[0:44:34] Trustee Luckham: can you just adjust that agenda accordingly lori i don't imagine you need a motion for

[0:44:39] Trustee Luckham: that at this time absolutely and then if there's any other amendments that become apparent as we

[0:44:46] Trustee Luckham: go through the um meeting preparation materials here we might want to um in fact what i'm going

[0:44:53] Trustee Luckham: to do just in case is i'm going to defer uh advancing 7.1.2 to council until we get to

[0:44:58] Trustee Luckham: the end so i'll return to that at the end of the meeting if that's all right with everybody

[0:45:01] Trustee Luckham: everybody makes sense to me anyway all right so 7.1.5 at the bottom of this page on page 29 of

[0:45:09] Trustee Luckham: the package of the CEO report do you wish to speak to your report sir I

[0:45:13] Voice 11: do not oh

[0:45:15] Trustee Luckham: excellent then um

[0:45:16] Trustee Luckham: in that case if there's no questions from any of the vice chairs then I will advance the CEO's

[0:45:23] Trustee Luckham: report at 7.1.5 to council as presented thank you very much sir um so now i'm gonna uh look to

[0:45:35] Trustee Luckham: 7.16 to 7.1.13 which makes the most sense to me as a divider uh separating the delegation requests

[0:45:46] Trustee Luckham: and I'll just again ask vice chairs are there is there any items at 7.16 through 7.13 that you

[0:45:56] Trustee Luckham: wish to speak to I'll recognize vice chair Patrick and then vice chair Rogers a

[0:46:01] Trustee Patrick: 7.1.11

[0:46:03] Trustee Patrick: all

[0:46:04] Trustee Luckham: right thank you and vice chair Rogers uh

[0:46:13] Trustee Rogers: seven briefly uh 7.1.7 all

[0:46:17] Trustee Luckham: right thank you

[0:46:18] Trustee Luckham: and uh vice chair fast at

[0:46:21] Trustee Fast: 7.1.7 as well so it's okay all

[0:46:28] Trustee Luckham: right perfect then um so let us then

[0:46:32] Trustee Luckham: advance to council um items 7.16 7.18 7.19 7.10 7.12 and 7.13 to council as presented

[0:46:48] Trustee Luckham: by general consent and then now let's go to 7.1.7 the strategic plan update i think

[0:46:56] Trustee Luckham: vice chair rogers and vice chair fast you wanted to speak to that one

[0:47:00] Trustee Rogers: and i apologize uh mr chair

[0:47:02] Trustee Rogers: i also i i had lost track i'd also like to pull 7.1.12 just i have a question about it

[0:47:09] Trustee Rogers: i apologize i missed i i got behind you okay

[0:47:15] Trustee Luckham: that's all right that's fine it's complicated

[0:47:17] Trustee Luckham: I

[0:47:17] Trustee Rogers: just have a very quick comment. 7.17, the strategic plan update on page 42, under 5.3, undertake a governance and management review. It states that the responsibility is the executive, and I don't think that's right.

[0:47:38] Trustee Rogers: I think we've had very little responsibility for that government and management review, and I think that should say the select committee.

[0:47:46] Trustee Rogers: you

[0:47:47] Voice 11: are correct thank

[0:47:49] Trustee Luckham: you thank you for that close scrutiny on our reports uh vice chair rogers

[0:47:55] Trustee Luckham: so let's have that one corrected then and if that's all right then i'll uh vice chair fast

[0:48:01] Trustee Luckham: did you have anything on that one 7.17 yes

[0:48:04] Trustee Fast: on page 34 um i'm just wondering if there has been

[0:48:08] Trustee Fast: any conversation between staff about mapping groundwater aquifers on bowen has there been

[0:48:15] Trustee Fast: any discussion staff to staff who

[0:48:20] Voice 9: would like to address that director mahler i can't hear you

[0:48:32] Voice 2: apologies uh yeah i can't answer that right now but i can find out and get back to you

[0:48:37] Voice 2: thank

[0:48:37] Trustee Luckham: you that would be great okay so

[0:48:40] Trustee Luckham: does that um okay ceo hudson pillar well

[0:48:44] Voice 11: i see trustee

[0:48:45] Voice 11: patrick so i'll just ask a general question at the end

[0:48:47] Trustee Luckham: okay so um just back to uh trust

[0:48:51] Trustee Luckham: Steve vice chair fast um that answer doesn't preclude advancing 7.17 to council no it was

[0:48:59] Trustee Fast: just the only place in the agenda I thought okay ask

[0:49:02] Trustee Fast: the question I'll follow up by email thank

[0:49:04] Trustee Fast: you sure

[0:49:04] Trustee Luckham: uh vice chair Patrick

[0:49:06] Trustee Patrick: mine's just editorial in nature it's just when the page

[0:49:08] Trustee Patrick: numbers get on top of each other if that just could be cognizant of the package so that we can

[0:49:16] Trustee Patrick: read them uh

[0:49:18] Trustee Luckham: that's excellent we seem to have that collision with page numbers and um footers

[0:49:25] Trustee Luckham: i guess they call that frequently so that is definitely worthwhile attempting to correct

[0:49:30] Trustee Luckham: so we'll leave that with uh lori so therefore uh 7.1.7 with no further comments and will be

[0:49:39] Trustee Luckham: be forwarded to council as amended by general consent and thank you dan um yes sir go ahead

[0:49:48] Trustee Luckham: oh sorry

[0:49:49] Voice 11: yeah very quickly so just um you'll recall over the years we've had a variety of

[0:49:55] Voice 11: different reportings on the strategic plan um the previous version was a magazine format

[0:50:01] Voice 11: here we have a slightly more detailed version um i'm probably going to implement and i think i did

[0:50:08] Voice 11: at a couple trust councils a cover report on top of this as we proceed that goes hot warm cold

[0:50:16] Voice 11: you know that kind of thing over that but for now so far i've had fairly good response from

[0:50:23] Voice 11: trustees around this process is there general agreement that that is the case and then if

[0:50:28] Voice 11: every second ec meeting twice a year there is more of an analytics editorial analysis of this

[0:50:35] Voice 11: as opposed to the update on the discrete items that might be helpful

[0:50:40] Trustee Luckham: okay so we don't really

[0:50:45] Trustee Luckham: any any remarks from the vice chairs no

[0:50:49] Trustee Rogers: if i could just say i find this format far more helpful

[0:50:53] Trustee Rogers: it's far easier for me to help to follow it through so i really appreciate it myself good

[0:51:01] Voice 11: and then this thank you very much and then the second matter is 719 which you've already approved

[0:51:06] Voice 11: just heads up trust council the last time they really thought about this there was an fte and

[0:51:12] Voice 11: there was a different technology and those kinds of things and this is it's an ongoing issue we did

[0:51:20] Voice 11: more testing late last week we sent mark out to a gymnasium somewhere to try and get the technology

[0:51:27] Voice 11: matching and of course you've already heard that the regulation needs to match and we're going to

[0:51:33] Voice 11: this um unusual fall period um just expect some questions there i certainly do from trustees

[0:51:41] Voice 11: as we move into the fall and our current approach but that's all i wanted to say about that one

[0:51:46] Voice 11: thank you okay

[0:51:48] Trustee Luckham: thank you sir uh uh appreciate that report i very much appreciate the detail

[0:51:54] Trustee Luckham: that's in there that'll be helpful um where where are we now so that's a strategy plan in advance

[0:52:01] Trustee Luckham: And so the next item that

[0:52:02] Voice 9: was

[0:52:03] Trustee Luckham: pulled out for discussion

[0:52:05] Trustee Luckham: is amendments to trust council policy 2.1.2 standards of conduct.

[0:52:10] Trustee Luckham: RFD, was that to Vice Chair Rogers?

[0:52:14] Trustee Luckham: Patrick.

[0:52:15] Trustee Luckham: It was me.

[0:52:16] Trustee Luckham: Go ahead, Vice Chair Patrick.

[0:52:18] Trustee Patrick: Mine is, you did per our meeting last week,

[0:52:21] Trustee Patrick: add a link to the UBCM report,

[0:52:25] Trustee Patrick: but it's embedded further into the report.

[0:52:27] Trustee Patrick: I think it would be also helpful to put it in section two of the staff report

[0:52:31] Trustee Patrick: when it references the UBCM document

[0:52:33] Trustee Patrick: that a link be right there, just, and you know,

[0:52:36] Trustee Patrick: I hope trustees read staff reports and the attachments,

[0:52:39] Trustee Patrick: but I think the more that we can double up on that link

[0:52:42] Trustee Patrick: is a good thing to do.

[0:52:45] Trustee Luckham: Agreed, thank you for that Vice Chair Patrick.

[0:52:48] Trustee Luckham: And I see a nodding head there too.

[0:52:51] Trustee Luckham: So can that be amended Carmen without a motion?

[0:52:57] Trustee Luckham: Was that a positive?

[0:53:00] Trustee Luckham: Yes, I can do that.

[0:53:01] Trustee Luckham: okay thank you so then if there's are there any other remarks on 7.11 no so then i'm going to

[0:53:09] Trustee Luckham: advance 7.1.11 to council um as amended by general consent thank you very much uh trustees for being

[0:53:19] Trustee Luckham: prepared and uh helping that advance smoothly so now we have uh delegation requests we also have

[0:53:27] Trustee Luckham: have um an

[0:53:28] Trustee Rogers: item i did i'm sorry i made that last late request to bring out 7.1.12 that was oh yeah

[0:53:35] Trustee Luckham: yeah you're right actually and

[0:53:36] Trustee Rogers: that was my fault for being a bit confused i so if i could just

[0:53:40] Trustee Rogers: speak to it um go ahead this is more of a question for carmen and for all of us i suppose um

[0:53:46] Trustee Rogers: i wonder about i got confused frankly reading the policy about what happens if someone objects to an

[0:53:56] Trustee Rogers: rwm but it's then embedded in the in the procedures um what happens uh is that then there's a there's

[0:54:05] Trustee Rogers: a there's a subset vote that occurs and i i don't know i'm not quite sure technically if procedures

[0:54:12] Trustee Rogers: are part of the bylaw or not and whether what the thought thinking was as to why that process would

[0:54:18] Trustee Rogers: not be contained in the policy itself as opposed to in the procedures section uh and and why and

[0:54:26] Trustee Rogers: Because, as I said, when I just read the policy, I thought, oh, one person can veto this.

[0:54:34] Trustee Rogers: But that's not what the intention is.

[0:54:36] Trustee Rogers: Obviously, there's a subset vote.

[0:54:38] Trustee Rogers: And is the procedures part of the policy, or is it just a...

[0:54:42] Voice 12: No, the

[0:54:44] Voice 12: procedures are in addition to the policy.

[0:54:47] Voice 12: And what I did was mirror the work that we did in 2015 for the local trust committee, our WM policy and procedures.

[0:54:55] Voice 12: So at that time, we separated the two and the procedures are much more detailed.

[0:55:01] Voice 12: Are you asking to have more clarification in the policy itself about the motion to postpone and make it clear that it's not just one person?

[0:55:10] Voice 12: It would have to be a motion moved, seconded and carried by majority?

[0:55:14] Voice 12: majority i

[0:55:14] Trustee Rogers: would think so because i'll frankly um i mean my practice as a chair of an ltc and i

[0:55:20] Trustee Rogers: realize there's only three people uh is if anybody objects then i don't approve the motion going

[0:55:26] Trustee Rogers: forward uh for an rwm i just if someone wants to debate it i just say we're not going to do this

[0:55:32] Trustee Rogers: and but i know that's a different scenario for the trust council i think

[0:55:36] Trustee Rogers: that even even if it

[0:55:37] Trustee Rogers: it said something like the procedures will then kick in you know there's some reference to the

[0:55:44] Trustee Rogers: procedures uh in the

[0:55:45] Trustee Rogers: policy itself i think that would create some clarity so that someone just

[0:55:49] Trustee Rogers: doesn't read the policy and then we'd have some if it even said that that would i'd be content

[0:55:54] Trustee Rogers: with that

[0:55:55] Voice 12: sure i could easily make

[0:55:56] Voice 12: that change thank

[0:55:57] Trustee Rogers: you very much mr

[0:55:58] Voice 11: chair um last time i'll

[0:56:01] Voice 11: interrupt because geez it's a bad habit but in one minute there's going to be a fire drill

[0:56:06] Voice 11: in this office and we have to evacuate the building for 15 minutes um i think you can

[0:56:14] Voice 11: proceed with the meeting and if there's any questions for myself or carmen um you would

[0:56:20] Voice 11: instead of halting the meeting um or someone else could speak in my stead and there it goes right

[0:56:25] Voice 11: now um but carmen are going to have to leave right now for 15 minutes and then we'll return as soon

[0:56:32] Voice 11: as we can

[0:56:32] Trustee Luckham: can vice chairs can i suggest we just go have a coffee break for 15 minutes because

[0:56:38] Trustee Luckham: i think that there might be some difficulty there is that okay all right so i'm going to recess for

[0:56:47] Trustee Luckham: 15 minutes um and actually just monitor your screens but if the staff come back earlier

[0:56:51] Trustee Luckham: let's um let's convene earlier let's just recess for a fire alarm test actually

[0:57:04] Voice 9: is any of you still

[0:57:05] Voice 9: still there oh sue ellen can you hear me

[0:57:13] Voice 9: yeah oh

[0:57:14] Trustee Luckham: i say i just want to get rid of these headphones

[0:57:17] Trustee Luckham: because they're not very comfortable just want to test my internal microphone here for a minute

[0:57:21] Trustee Luckham: and my external speakers to see if you'll hear me

[0:57:28] Voice 16: yeah i

[0:57:29] Voice 16: can hear you yeah

[0:57:30] Trustee Luckham: let me work on this and

[0:57:32] Trustee Luckham: i'll um i'll just mumble to myself or something okay we

[0:57:36] Trustee Rogers: can hear you now or when you speak

[0:57:38] Trustee Rogers: speak directly at the whatever it is i

[0:57:44] Trustee Fast: don't know if he can hear us now you hear me now anybody

[0:57:47] Trustee Luckham: yeah

[0:57:48] Trustee Fast: i can hear you but

[0:57:49] Trustee Luckham: can you hear us awesome and so now i just need to figure out the speakers

[1:08:47] Voice 11: Back safe and sound.

[1:08:53] Voice 5: Thank you, CAO Hotson-Toy.

[1:08:57] Trustee Luckham: I'm trusting that I can be heard.

[1:08:59] Voice 11: You can.

[1:09:00] Trustee Luckham: As well as hearing.

[1:09:02] Trustee Luckham: Perfect.

[1:09:03] Trustee Luckham: That's an improvement.

[1:09:04] Trustee Luckham: So that was a good use of the fire alarm time to correct my audio.

[1:09:12] Voice 7: So just looking for Trustee Rogers.

[1:09:14] Voice 7: A little ahead of schedule.

[1:09:21] Voice 11: Oh, we're starting to get through this agenda.

[1:09:26] Voice 7: Be careful when you say that.

[1:09:28] Voice 7: Yeah, it's true.

[1:09:29] Voice 11: I don't want to call that one too early.

[1:09:31] Voice 11: Here we are.

[1:09:39] Trustee Luckham: just to your vice chair rogers perfect thanks everybody and um i'm glad the fire alarms are

[1:09:45] Trustee Luckham: working and to know that you guys are all safe and secure in the event of going astray almost

[1:09:52] Trustee Luckham: something i don't even want to think about so delegations is the next section here i'm going

[1:09:59] Trustee Luckham: look at 7.1.4 through 7.1.1 7.1.18 and um and then there's also 7.1.19 maybe i'll just flag

[1:10:13] Trustee Luckham: that as i have a question about that one but is there anything else we've seen uh the presentation

[1:10:19] Trustee Luckham: where mr mcclain was included in the addendum the raincoats conservation was included in this

[1:10:26] Trustee Luckham: package along with the saliency institute michael sketch had rewritten policy statement item that

[1:10:34] Trustee Luckham: seemed to occur in both the addendum and the original package and then moving around on pender

[1:10:39] Trustee Luckham: is also in the original package um are there any concerns about allocating 10 minutes for each of

[1:10:46] Trustee Luckham: those delegations um or the delegations themselves anybody no okay so then i'm going to say then just

[1:10:57] Trustee Luckham: to get this i've got a question on 7.1.9 uh so 7.1.1415161718 um will advance uh will uh lori

[1:11:07] Trustee Luckham: will advise you to uh advise the delegates that their um their uh delegation has been

[1:11:16] Trustee Luckham: accepted and that they will have 10 minutes for preparation and and uh and thank them for

[1:11:24] Trustee Luckham: the materials that they've presented to us um and so we'll do that by general consent

[1:11:32] Trustee Luckham: and thank you very much everybody so 7.1.19 i thought this one had been that they weren't

[1:11:39] Trustee Luckham: able to join us so obviously that is uh been corrected is that right

[1:11:44] Voice 9: laurie or dan or claire

[1:11:51] Voice 14: claire yeah no that's correct they are confirmed to be joining us the coast guard well i think

[1:11:59] Voice 14: claire's

[1:11:59] Voice 11: with us she can i think she's organized the session um and if there's any questions

[1:12:06] Trustee Luckham: okay well that's fine and

[1:12:08] Trustee Luckham: so they're expecting 10 minutes as well no

[1:12:11] Trustee Rogers: no no it's a it's um an hour

[1:12:15] Trustee Rogers: and 15 it's a it's a it's a full

[1:12:18] Voice 9: education session okay not a delegation all

[1:12:26] Trustee Luckham: right then so

[1:12:27] Trustee Luckham: i just got my line in the wrong place here that and i had some confusion on that so then that's

[1:12:33] Trustee Luckham: great so um then what we've got then is two presentations uh that uh have been tied together

[1:12:42] Trustee Luckham: at this point with the vessel drift and response analysis in 7.1.20 and 7.19 and so I'm just

[1:12:51] Trustee Luckham: then simply now asked that are there any questions about either of those two items

[1:12:57] Trustee Luckham: my I would call my question no so therefore then let's advance 7.1.19 and 7.1.20

[1:13:07] Trustee Luckham: zero as presentations from two trust council as presented uh by general consent thank you very

[1:13:17] Trustee Luckham: much um just note that i do believe that san juan county chair is going to also be with the uh vessel

[1:13:29] Trustee Luckham: drift and response analysis presentation and just maybe just confirm with claire is that the case i

[1:13:34] Trustee Luckham: haven't been involved in that loop since that initial discussion uh

[1:13:43] Voice 17: yes he'll be present i

[1:13:44] Voice 17: believe marta will be taking the lead on the presentation and he'll be there to provide any

[1:13:48] Voice 17: perspectives from their council and then at the end he will take you know 10 minutes or so to

[1:13:53] Voice 17: provide you with an update from san juan county council just in general um as he'll be present

[1:13:57] Voice 17: at the meeting anyway okay

[1:13:59] Trustee Luckham: very good thank you very much and i hope that's satisfactory to vice

[1:14:04] Trustee Luckham: chair so some back and forth there about wanting to include the San Juan County

[1:14:09] Trustee Luckham: chair possible vice chair Rogers all

[1:14:12] Trustee Rogers: right Claire I noticed that on the

[1:14:16] Trustee Rogers: Coast Guard one year with one of the presenters I just want to offer that if

[1:14:21] Trustee Rogers: you want my perspective of having sat on a bunch of the working groups I'm happy

[1:14:27] Trustee Rogers: to help mostly what I would I'm glad to see this is I want trustees to be aware

[1:14:32] Trustee Rogers: of what's going on in their various regions and how they might keep on top of it so um anyway if

[1:14:39] Trustee Rogers: you require if you if you think you as we get closer i'm happy i can drop in at the last moment

[1:14:45] Trustee Rogers: or not whatever works best through

[1:14:48] Voice 17: the chair i can just respond that i was simply there to make

[1:14:51] Voice 17: you know a welcome to the session to introduce the speakers and then pass the baton to them

[1:14:56] Voice 17: um certainly we could put that role we could put trustee rogers in that role

[1:15:00] Voice 17: if you're if you wishes um there's no need for it to be me i

[1:15:08] Trustee Rogers: don't care i can do it you can do it

[1:15:10] Trustee Rogers: doesn't matter it makes more sense maybe to be you it's seeing as you organize the session

[1:15:15] Trustee Luckham: okay and you can make any remarks that you wish if you so i would think so then let's advance

[1:15:22] Trustee Luckham: those two to council so the next two items here 7.2.1 and 7.1.22 i am presuming is part of the

[1:15:32] Trustee Luckham: trustee summary updates it says that on the on the um trustee maude one trustee johnson just speaks

[1:15:40] Trustee Luckham: to that as a project but i'm assuming that that would be and is intended to be under trustee

[1:15:46] Trustee Luckham: summary updates under the first nations report from peter johnson is that correct i see a thumbs

[1:15:52] Trustee Luckham: up and so i'm going to take it but that's so and then

[1:15:56] Trustee Luckham: that would go to the back end yeah right

[1:15:59] Voice 11: Right. Yeah, that would be reallocated from executives

[1:16:02] Voice 11: to the Thursday.

[1:16:04] Trustee Luckham: That's correct. Okay.

[1:16:07] Trustee Luckham: Does that make sense to everybody? Yeah. Okay.

[1:16:10] Trustee Luckham: So then if there's no objections to that or the documents, then let's advance 7.1.1.2.1 and 7.1.2.2 to post the updates on the Thursday portion of the three-day schedule, just for clarity.

[1:16:29] Trustee Luckham: 13. all right then so now we're going to come to local planning services and this is looking a

[1:16:35] Trustee Luckham: little bit more like a normal agenda i should mr

[1:16:39] Trustee Rogers: mr chair there are two items that are on the

[1:16:41] Trustee Rogers: addendum that come before local planning services 1.23 and 1.24

[1:16:47] Voice 9: oh thank you very much i'm just

[1:16:55] Voice 8: gonna have to pull that or maybe laurie got that there addendum that was 120 pages i think

[1:17:03] Voice 8: yeah so seven point oh uh where

[1:17:10] Trustee Luckham: are we now seven point uh 1.23 and 7.1.24 the trust council

[1:17:18] Trustee Luckham: priorities chart um which is on page 39 of your addendum um are there any remarks on that item

[1:17:30] Trustee Luckham: no so then let's advance the 7.1.23 trust council priorities chart to um council as presented

[1:17:41] Trustee Luckham: thank you by general consent and then 7.1.2.4 as draft december trust council meeting schedule

[1:17:54] Trustee Luckham: okay so that makes sense so that's just a first look at that schedule is there any remarks on

[1:18:00] Trustee Luckham: that one no okay so i'm gonna say that we advance uh uh 7.1.24 to the council as presented

[1:18:15] Trustee Luckham: um by general consent but i do have a question for the cao um and admittedly even well september

[1:18:23] Trustee Luckham: and december actually are on my mind here because of course we're going to passports

[1:18:28] Trustee Luckham: on September the 13th and so for for any upcoming meetings in October public meetings in October and

[1:18:39] Trustee Luckham: I realize this is kind of totally outside of the schedule or process but a December meeting

[1:18:50] Trustee Luckham: there's obviously potential that we would have to be doing some sort of

[1:18:56] Trustee Luckham: verification of attendees at potentially some of our meetings which may be difficult to determine

[1:19:03] Trustee Luckham: predict the numbers of people that might show up have any remarks on that ceo hudson uh

[1:19:08] Voice 11: just that

[1:19:09] Voice 11: it is um this is the work of the next two or three weeks of the islands trust administration

[1:19:14] Voice 11: is trying to figure out not only it's fine to say we're having live ltc meetings but um uh how do

[1:19:21] Voice 11: of those cross-section with passports, staffing of those locations, all of those are issues that

[1:19:29] Voice 11: we're working through. I don't have certainty associated with those, whether there needs to be

[1:19:34] Voice 11: vaccine passports for public meetings or not. So we'll have to have a procedure that we develop

[1:19:42] Voice 11: that we provide to trustees and indeed though we see this fourth wave the average daily caseloads

[1:19:52] Voice 11: dropping into the mid 500s from a week or two ago I don't think anyone has complete certainty around

[1:19:59] Voice 11: that and whether or not it will be prudent ultimately to have a live meeting in December

[1:20:09] Voice 11: It is actually early December late November where it's scheduled so it's not tremendously far away so on a daily basis we're taking a look at this will advise EC if worse came to worse, I think we could return to an electronic format meeting but we're

[1:20:23] Voice 11: anticipating that we're going with a live meeting and the person will develop a procedure associated with that.

[1:20:29] Voice 11: The challenge will be if some trustees do not attend and whether we can provide full zoom interactivity for those who will not be attending.

[1:20:39] Voice 11: that uh and how that um relates to our regulation so there's a lot of work to be done there

[1:20:44] Voice 11: and those questions inevitably

[1:20:48] Voice 11: will be coming up in the next week so every day we're going to be

[1:20:51] Voice 11: working on whether we can provide some decent answers at trust council right

[1:20:57] Trustee Luckham: and i can't help

[1:20:59] Trustee Luckham: but want to ask the question that it's none of our business or council's business or executive

[1:21:05] Trustee Luckham: business about the personal decisions that trustees might make associated with vaccines

[1:21:11] Trustee Luckham: vaccines they're free to choose as they see fit but the obvious question is is it if that a trustee

[1:21:21] Trustee Luckham: does not have a vaccination proof of validation does that potentially exclude them from attending

[1:21:28] Trustee Luckham: an in-person meeting well

[1:21:30] Voice 11: i think it would laurie's just given me a note that the hotel itself

[1:21:33] Voice 11: will have a vac may have a vaccine passport requirement and if they couldn't stay there

[1:21:40] Voice 11: then they they wouldn't be able to attend so then

[1:21:44] Voice 11: where does but they might be

[1:21:46] Trustee Luckham: able to attend

[1:21:46] Trustee Luckham: electronically

[1:21:47] Voice 11: might yeah and that's going to be the the challenge of the day

[1:21:51] Trustee Luckham: okay thank you sorry

[1:21:54] Trustee Luckham: for distracting no

[1:21:55] Voice 11: it was a

[1:21:56] Trustee Luckham: good question the meeting but it seemed it seemed relevant given

[1:21:59] Trustee Luckham: that we're planning all the way to uh december every one day at a time okay so then now i think

[1:22:11] Trustee Luckham: i'm clear to go to 7.2.1 or some section 7.2 and i've got one two three and four i again i would

[1:22:22] Trustee Luckham: like to give the director of local planning services the opportunity to speak to his report

[1:22:27] Trustee Luckham: but i'm going to ask at 7.2.2 2.3 2.4 is any of the vice chairs

[1:22:33] Trustee Luckham: there's three items. Nope. So then I'm going to advance 7.222324 to Dan Rogers. Dan Rogers,

[1:22:49] Voice 8: microphone.

[1:22:53] Trustee Rogers: You're muted, sir. You're muted, sir.

[1:22:55] Trustee Rogers: I lost my mute button, disappeared for a second.

[1:22:58] Trustee Rogers: Really? I'd like to just, I just have a couple questions on 2.3.

[1:23:07] Trustee Luckham: Okay, so let's remove 2.3.

[1:23:09] Trustee Luckham: so then 2.7.2.2 and 7.2.4 no questions on those two items so let's advance those two to council

[1:23:20] Trustee Luckham: as uh presented by general consent so 7.2.1 uh director of local planning services do you have

[1:23:28] Trustee Luckham: remarks about your report uh

[1:23:30] Voice 2: i don't it's um self-explanatory i will probably um just update

[1:23:36] Voice 2: State Council on anything that comes up

[1:23:38] Voice 2: that's not in this report at council,

[1:23:40] Voice 2: but otherwise it's fine as is.

[1:23:43] Trustee Luckham: Okay, thank you, David.

[1:23:44] Trustee Luckham: Any questions on that report 7.2.1?

[1:23:48] Trustee Luckham: No, so then let's advance 7.2.1 to council as presented.

[1:23:53] Trustee Luckham: Thank you very much, David.

[1:23:55] Trustee Luckham: So 7.2.3 shoreline and residential density reports,

[1:23:58] Trustee Luckham: strategic plan, RFD, Dan Rogers, Vice Chair Rogers,

[1:24:03] Trustee Luckham: you wanted to speak to this one.

[1:24:04] Trustee Luckham: oh

[1:24:06] Trustee Rogers: i i guess i have a question about what the rpc and the director and the representative to

[1:24:14] Trustee Rogers: the rpc and think going to happen when these land at trust council uh on in in december i i looked

[1:24:23] Trustee Rogers: at the schedule and it looked like we had created fairly limited amount discussed them and their

[1:24:30] Trustee Rogers: massive reports at least the one around the shoreline is the one of the other one about the

[1:24:35] Trustee Rogers: The other is not as big.

[1:24:38] Trustee Rogers: I was, frankly, a little surprised to see them.

[1:24:41] Trustee Rogers: But I'm, because I don't sit on RPC, but I was very, I guess I now know a lot of what you guys have been working on.

[1:24:50] Trustee Rogers: That's three big RFDs being sent to local trust committees in the last three months.

[1:24:58] Trustee Rogers: though there was the the um these one and now these two uh asking local trust committees so

[1:25:06] Trustee Rogers: can i wonder if anybody would like to speak to me because i think that's a question that i would

[1:25:10] Trustee Rogers: like to see answered at trust council as to what we expected to besides sending them to local trust

[1:25:16] Trustee Rogers: committees to do what they want with i don't want them to go to die and if

[1:25:22] Trustee Rogers: i made sure

[1:25:22] Voice 2: yes

[1:25:23] Voice 7: please

[1:25:25] Voice 2: Yeah, it's not. I don't think the regional planning committee intended to be a debate discussion about them at council so they didn't really think they need to ask for time for that.

[1:25:36] Voice 2: Essentially what they're doing the recommendations are there is to send them to the local trust committees and boy municipality. The third item I think is where it's intended that it's not is that issue around you don't want to go and die.

[1:25:48] Voice 2: and that is to ask those local trust committees in Bowen to advise them if they're going to be

[1:25:57] Voice 2: doing any work or would like to do any work in this area. And the reason for that is to help

[1:26:02] Voice 2: the regional planning committee determine does it make sense to go the next step and draft model

[1:26:09] Voice 2: bylaws or better work with one or two local trust committees that would like to do this

[1:26:16] Voice 2: to pilot bylaws and then use those as the model bylaws for the rest of the of the area so it's

[1:26:23] Voice 2: a way of trying to coordinate and pull it together so that's the intent okay

[1:26:28] Trustee Rogers: i mean that's a little

[1:26:28] Trustee Rogers: clearer to me now and and that explanation would be very very helpful i read three and i thought

[1:26:35] Trustee Rogers: oh you're just going to ask them whether they want to work on it but if you're actually asking

[1:26:39] Trustee Rogers: whether they want to work with the rpc on them and develop model bod eyes that's great um thank you

[1:26:46] Voice 2: i'll make that clear i want to talk to council uh

[1:26:50] Trustee Luckham: vice chair patrick who sits on that rpc yeah

[1:26:55] Trustee Patrick: no there was quite a bit of discussion the the the idea was that these reports exist now and that

[1:27:00] Trustee Patrick: there are some projects going and that getting them in the hands of that the residential floor

[1:27:05] Trustee Patrick: floor area, there's more work to be done. There was a conversation about really bringing the

[1:27:09] Trustee Patrick: environmental component to the benefits of a residential floor area in regard to environmental

[1:27:13] Trustee Patrick: protection. And the shoreline one, there's a really good process building and kind of developing for

[1:27:20] Trustee Patrick: the local planning services, sort of the regional planning team. I have to use the right words here

[1:27:26] Trustee Patrick: now. Building on Gambier to now Thetis is sort of building on that shoreline overall comprehensive

[1:27:34] Trustee Patrick: look and so now they're looking to see are there others that want to come you know to come together

[1:27:38] Trustee Patrick: as they consider model bylaws and so forth having that developed process so it's kind of coming

[1:27:44] Trustee Patrick: together which is good to see that

[1:27:46] Trustee Rogers: that's great i just thanks a lot that helps me a lot mr chair

[1:27:52] Voice 7: yes sir so you

[1:27:55] Voice 11: know thanks for the question and uh it we're always at the trust and other places

[1:27:59] Voice 11: is too um if i take this up one level looking at the notion of accomplishing something versus

[1:28:07] Voice 11: you know um planning to do something and so we've got this strategic plan and i every time one of

[1:28:15] Voice 11: these things shows up i just go wow we're we're advancing the strategic plan here um against some

[1:28:21] Voice 11: significant odds uh because um even at its adoption we acknowledge that it had a lot on it

[1:28:27] Voice 11: um and we're looking at ways and they might not always be perfect ways of actually landing some

[1:28:35] Voice 11: of the work and um you know and in hearing david's explanation of the rpc discussion

[1:28:41] Voice 11: you know this is another way of doing it um instead of sort of plopping the model bylaw there

[1:28:47] Voice 11: and then trustees may or may not have put the attention to it that they needed to and then it

[1:28:52] Voice 11: it does potentially drift away.

[1:28:55] Voice 11: This is another way to try and actually advance this work

[1:28:59] Voice 11: and get it into some living status, I guess.

[1:29:03] Voice 11: So yeah, this does relate to our strategic planning work.

[1:29:08] Voice 11: So I'm glad that some of these pieces

[1:29:10] Voice 11: are seeing some daylight.

[1:29:11] Voice 11: Thanks very much.

[1:29:15] Trustee Luckham: Okay, thank you.

[1:29:17] Trustee Luckham: I may just remark, since we're discussing it,

[1:29:21] Trustee Luckham: I had sort of, as ex-officio,

[1:29:24] Trustee Luckham: suggested that and it was admittedly a bit of personal interest um advancing these two

[1:29:31] Trustee Luckham: model bylaw at this time in order to give council some indication of what these would actually look

[1:29:37] Trustee Luckham: like um because i think that gambier and fetus could use for sure the shoreline work sooner than

[1:29:44] Trustee Luckham: later but um we'll see how it comes and i'm i'm very pleased with both of these reports and i'm

[1:29:50] Trustee Luckham: also pleased by some of you may or may not have noticed Serena Clavier was one of the consultants

[1:29:56] Trustee Luckham: on the report and she was a planner.

[1:30:00] Trustee Luckham: Salt Spring Island for a period of time. And so I'm really happy to see a past Salt Spring Island

[1:30:07] Trustee Luckham: planner doing consulting work back for the Islands Trust. So if there's no further remarks on that

[1:30:17] Trustee Luckham: one, 7.2.3, then let's advance this one to Council as presented by General Consent.

[1:30:24] Trustee Luckham: Thank you, David, for your work and support for OPC and the work of the Islands Trust here.

[1:30:31] Trustee Luckham: Let's move on to administrative services, Julia Mob's area, and let's give Julia the opportunity

[1:30:41] Trustee Luckham: to speak to her administrative services report at 7.3.1, and I'm going to ask, are there any

[1:30:47] Trustee Luckham: remarks or comments about any of the items 7.3.2 through 7.3.6? Not seeing any hands come up.

[1:31:02] Trustee Luckham: all right so let's advance 7.3.2 through 7.3.6 to council as presented by general consent

[1:31:11] Trustee Luckham: and um now let's go back to 7.3.1 director of administrative services julia mobs do you have

[1:31:18] Trustee Luckham: any remarks regarding your report i

[1:31:22] Voice 15: don't need to speak directly to it um you know it's a pretty

[1:31:26] Voice 15: standard sections the first piece um just speaks to the annual work that fpc does and gives council

[1:31:31] Voice 15: a heads up as to what's coming our standard human resource update so that trustees have a chance to

[1:31:37] Voice 15: get to know some new staff that maybe they don't interact with and so yeah nothing nothing in

[1:31:43] Voice 15: particular to to highlight okay

[1:31:48] Trustee Luckham: thank you Julia again thanks to you for your creativity you and

[1:31:55] Trustee Luckham: your staff creativity with rising to the challenges of the financial requests of both the this fiscal

[1:32:02] Trustee Luckham: and next fiscal and thank you for your work and insights um so let's advance 7.3.1

[1:32:11] Trustee Luckham: uh director of administrative services report to council as presented by general

[1:32:17] Trustee Luckham: all right so trust area services is next let's

[1:32:24] Voice 11: send all of that in one

[1:32:25] Voice 11: vote too 10 35

[1:32:27] Trustee Luckham: a little

[1:32:30] Voice 11: uh easy agenda humor there just for

[1:32:32] Trustee Luckham: yeah yeah so 7.4.1 is the director of trust

[1:32:37] Trustee Luckham: services report um i'm going to just simply cut that straight to the chaser do you wish to make

[1:32:45] Trustee Luckham: any remarks about your report the director fader no

[1:32:49] Voice 17: i can note that um already i've been overtaken

[1:32:51] Voice 17: by events in that first section around general and hiring but i can provide a verbal update at

[1:32:55] Voice 17: trust council okay

[1:32:58] Trustee Luckham: um so then um i'll ask uh vice chairs anything from 7.4.1 through 7.4.7

[1:33:12] Trustee Luckham: i'm just looking at the addendum here which includes 7.4.3 that's on here already there

[1:33:21] Trustee Luckham: There was a late item, 7.4.3.1.

[1:33:25] Trustee Luckham: Is there any remarks on any of those items, vice chairs?

[1:33:31] Trustee Luckham: Dan Rogers?

[1:33:33] Trustee Rogers: 7.4.3.

[1:33:38] Trustee Luckham: 3, naturally.

[1:33:39] Trustee Luckham: Thank you.

[1:33:40] Trustee Luckham: Awesome.

[1:33:43] Trustee Luckham: Anything else, vice chairs?

[1:33:46] Trustee Luckham: No.

[1:33:50] Trustee Luckham: So then let's advance the remainder items, 7.4.1, 7.4.2.

[1:33:59] Trustee Luckham: And then 7.4.4 through 7.4.7 to council as presented by general consent.

[1:34:07] Trustee Luckham: You got that, Laurie?

[1:34:12] Trustee Luckham: Yes, I do.

[1:34:13] Trustee Luckham: Thank you very much.

[1:34:14] Trustee Luckham: Thank you, Laurie.

[1:34:16] Trustee Luckham: 7.4.3 Policy Statement Amendment Project Phase 3.

[1:34:20] Trustee Luckham: Dan Rogers, over to you.

[1:34:24] Trustee Rogers: I guess I wondered if the director and maybe the CAO, because I'm sure this was a cooperative

[1:34:32] Trustee Rogers: of effort could talk a little bit about first of all the difference in costing between the

[1:34:38] Trustee Rogers: the consultants report and the project charters and then second of all I must say given

[1:34:47] Trustee Rogers: and maybe it was just a dollar number I was a little surprised to see in the recommendations

[1:34:54] Trustee Rogers: that you recommended option two staff was recommending option two rather than option

[1:35:00] Trustee Rogers: option three given some of the comments that were made by EC uh last time and I'm not criticized I'm

[1:35:07] Trustee Rogers: not I'm not criticizing in any way I just would appreciate your thoughts on that because uh so

[1:35:14] Trustee Rogers: yeah so I'm just looking for a little bit of content thanks great

[1:35:20] Voice 11: Claire maybe we should do

[1:35:22] Voice 11: the first question first just walking through the numbers and then we can speak to the recommendation

[1:35:27] Voice 11: and how this complex piece gets recommended or not

[1:35:32] Voice 11: to Trust Council and what's the appropriate way forward.

[1:35:36] Voice 11: So I can step in in the second one

[1:35:38] Voice 11: if you give us a little walk through the RFD

[1:35:42] Voice 11: and the new document and the change in dollars.

[1:35:49] Voice 17: Sure, I'd be happy to.

[1:35:51] Voice 17: So with regard to the dollars,

[1:35:53] Voice 17: there is a difference in amounts.

[1:35:55] Voice 17: And again, you'll note that this is

[1:35:56] Voice 17: from Executive Committee to Trust Council.

[1:35:58] Voice 17: So at this meeting today, hopefully you will direct any changes you wish to have happen in those project charters or the briefing RFD itself.

[1:36:07] Voice 17: Within the difference of dollars, it's primarily because we've added $20,000 to hire a four month full time temporary communication specialist to support the project, recognizing that we're pretty much at capacity or we are at capacity for communications already.

[1:36:24] Voice 17: And we already have things like budget, the budget engagement process will be underway at largely the same time.

[1:36:32] Voice 17: In addition, I added some funding about $3,000, I believe, around graphic design.

[1:36:36] Voice 17: So a few things that the MODIS wouldn't have thought to add that are things that we typically add to those sorts of budgets.

[1:36:42] Voice 17: So that's what's primarily driving the increase in budget.

[1:36:46] Voice 17: As you will note, it would be challenging for staff to deliver this without the communications, extra staff support, but we do outline in there that, you know, there is an approach we could take but we'd have to discuss the trade offs in terms of other assignments

[1:37:01] Voice 17: to the trust area services team.

[1:37:04] Voice 17: So I hope that's helpful. You will also note in project and charter on the project charters for scenario three around the multi day workshop.

[1:37:12] Voice 17: we've anticipated that the hard costs associated with the multi-day workshop would be paid for by

[1:37:18] Voice 17: the consultant and we would outline that in the request for proposals that that would be an

[1:37:23] Voice 17: expectation there to yeah to avoid driving that cost even higher.

[1:37:30] Voice 11: So Claire if I may the last time

[1:37:32] Voice 11: EC saw the costing of this it was through the report by Molly and it had something like

[1:37:39] Voice 11: like um what were the three numbers that they um reviewed for scenario one scenario two and

[1:37:45] Voice 11: scenario three i think scenario three was 150 average plus um the second one was 75

[1:37:52] Voice 17: 75

[1:37:53] Voice 11: and the

[1:37:55] Voice 11: other one was 45 that's right

[1:37:57] Voice 11: right so the 75 is migrated to 114 that's right

[1:38:01] Voice 11: and the um

[1:38:04] Voice 11: The last one is now approximately 169 and the back half of the RFD explains some of those plus Claire's stuff.

[1:38:13] Voice 11: So really what we've done is we've taken the conversation of last Thursday where we talked about the $20,000 and the other costs and added them to both of these scenarios to the best of our ability.

[1:38:28] Voice 11: So then the second consideration is a recommendation.

[1:38:34] Voice 11: And previously, there wasn't a recommendation, it was a briefing.

[1:38:38] Voice 11: And I note that staff isn't really on record at this point having made a recommendation.

[1:38:43] Voice 11: And we've thought long and hard about this, and really we should be speaking with EC.

[1:38:50] Voice 11: This is your document that moves forward to Trust Council.

[1:38:53] Voice 11: and um you're probably closer to the um the politics of getting agreement um at the end of

[1:39:02] Voice 11: the day and you may or may not wish to make a recommendation yourselves um we did feel awkward

[1:39:08] Voice 11: about having no recommendation at all from staff anywhere in this process um and um so though it's

[1:39:16] Voice 11: not in a full recommendation at the top um given um our touch points um notwithstanding the good

[1:39:25] Voice 11: conversation last thursday our trust council's direction as it stands right now and that

[1:39:29] Voice 11: direction is 75 000 it asked for december and to get this work done which of course is not really

[1:39:36] Voice 11: going to be feasible and it asked for march so we still have a time element and we still have a

[1:39:41] Voice 11: a funding element to speak to admittedly the report provides some expansion around those

[1:39:50] Voice 11: ideas but we don't know where the trust council is going to land on it so now given all of

[1:39:55] Voice 11: those and the need to engage and the responsibilities to engage and hearing the comments from the

[1:40:04] Voice 11: public during the first phase which was primarily around we want an engagement process and that

[1:40:11] Voice 11: there were a number of specific issues but I think issues that can be completely daylighted over the

[1:40:17] Voice 11: next little while that option two could deliver on that option three has a much more robust intention

[1:40:27] Voice 11: associated with it that we haven't really been tasked with and that is taking the providing

[1:40:35] Voice 11: providing not only engagement around the strategy itself,

[1:40:39] Voice 11: but also doing some of the deep work

[1:40:42] Voice 11: that is likely needed for the Islands Trust

[1:40:45] Voice 11: to improve its trust factor,

[1:40:48] Voice 11: seek clarity with constituents,

[1:40:51] Voice 11: have them understand not only this project,

[1:40:54] Voice 11: but other works that we're doing and that added element.

[1:40:58] Voice 11: I think those are valuable goals.

[1:41:02] Voice 11: And if Trust Council wants to up the agenda

[1:41:04] Voice 11: and go up the project parameters and do that.

[1:41:09] Voice 11: Certainly think it's achievable,

[1:41:11] Voice 11: but in terms of the policy statement work

[1:41:13] Voice 11: and the original desire,

[1:41:15] Voice 11: we think we could probably do this

[1:41:16] Voice 11: at the second recommendation,

[1:41:19] Voice 11: which was the recommendation coming out of the consultants,

[1:41:23] Voice 11: given the parameters.

[1:41:25] Voice 11: So we have to work within some parameters

[1:41:27] Voice 11: and if EC can take us to, can widen those parameters

[1:41:30] Voice 11: and if they wish to recommend to Trust Council,

[1:41:34] Voice 11: that that be the case for the greater good by all means and you may wish to do that the

[1:41:39] Voice 11: recommendation or you may want to just walk the facts into the discussion and and see where

[1:41:47] Voice 11: the convincing back and forth takes us at the end of the day I do think item version two and

[1:41:55] Voice 11: version three are doable I think three will have a lot of what's the right word there will be

[1:42:06] Voice 11: um a high expectation rate around success around um three and um we'll uh we'll see how um if

[1:42:16] Voice 11: that's the way we go whether we can meet that very very high bar um but uh certainly it'll be

[1:42:22] Voice 11: an extended piece of um work so really i'd respond to any questions um we did so what we've got here

[1:42:28] Voice 11: is is a light indication from staff under my my remarks that says we think we can get to um

[1:42:34] Voice 11: um satisfy those various needs under two but um of course willing to listen and be directed as

[1:42:40] Voice 11: as you see fit all

[1:42:45] Trustee Luckham: right thank you uh director did you want to make additional remarks or so

[1:42:50] Trustee Luckham: just go directly to vice chairs no okay so vice chairs um and i also have a question

[1:42:56] Trustee Luckham: so uh trustee rogers i saw your hand and trustee patrick

[1:43:00] Trustee Rogers: patrick was up i'd

[1:43:03] Trustee Patrick: let you continue to

[1:43:04] Trustee Patrick: let trustee rogers follow on his questions i think

[1:43:07] Trustee Rogers: okay so um so my i just want to clarify

[1:43:11] Trustee Rogers: a couple of things it seems to me that the major difference in the budget is is um is that the

[1:43:18] Trustee Rogers: presumably the public engagement consultant would be more deeply immersed there's fifty two thousand

[1:43:23] Trustee Rogers: dollars difference in the budget and so you am i correct in assuming that the difference between

[1:43:27] Trustee Rogers: two and three is that is mostly that that you would have a much more in-depth uh involvement

[1:43:34] Trustee Rogers: of the public engagement consultant correct

[1:43:37] Voice 16: yeah

[1:43:38] Trustee Rogers: and and including doing presumably doing some

[1:43:42] Trustee Rogers: actual some of the actual public engagement yeah

[1:43:46] Voice 17: so in both scenarios you have the

[1:43:49] Voice 17: engagement consultant at in scenario two they're at some events and at scenario three they're at

[1:43:54] Voice 17: all events okay

[1:43:55] Trustee Rogers: so if i could go back to the scenario too i just have two questions um in

[1:44:02] Trustee Rogers: the out of scope section it says in-person events in each lta bowen but then in the in scope it

[1:44:11] Trustee Rogers: talks about in information kiosk fairs and events pop-ups etc webinar speaker so i couldn't i i

[1:44:20] Trustee Rogers: I think what you're saying is that you're not necessarily doing in-person on each LTA,

[1:44:25] Trustee Rogers: but you're not ruling out the possibility of having in-person events in some local trust

[1:44:30] Trustee Rogers: areas.

[1:44:31] Trustee Rogers: Is that correct?

[1:44:32] Voice 17: Yes, correct.

[1:44:33] Voice 17: So you'll see in the in-scope, there are 14 proposed in-person events, but some of them

[1:44:38] Voice 17: may just be like a ferry pop-up or something like that.

[1:44:40] Voice 17: Or, you know, so conceivably we could get to each LTA, but I don't have certainty that

[1:44:46] Voice 17: that's how it would play out.

[1:44:47] Voice 17: you may wish to allocate more resources to salt spring for example

[1:44:50] Trustee Rogers: and that and that raises a

[1:44:53] Trustee Rogers: question for me about about what happens if a local trust committee comes and says once they

[1:45:00] Trustee Rogers: get the referral and has a chance to talk about and says well here's what we want to do and thank

[1:45:05] Trustee Rogers: you for your plan we want to do x is this going to be part of this plan or is that going we want

[1:45:11] Trustee Rogers: to have a four-hour session where we can hear what everybody thinks about all of this and we want

[1:45:18] Trustee Rogers: staff resources available to do that is that sort of outside the scope of this if that's coming from

[1:45:23] Trustee Rogers: denman uh

[1:45:25] Voice 17: that could be outside the scope of this um certainly we could take that request and see

[1:45:29] Voice 17: how it fits in with the scope proposed here but there is i do allow for the possibility that lt

[1:45:33] Voice 17: local trust committees might request something that's beyond the scope of what's proposed

[1:45:37] Voice 17: absolutely um

[1:45:39] Trustee Rogers: sorry

[1:45:40] Voice 17: i have one more question

[1:45:41] Trustee Rogers: okay go ahead but one more question before i turn over

[1:45:44] Trustee Rogers: or to Vice Chair Patrick.

[1:45:47] Trustee Rogers: I do note that even in number two,

[1:45:50] Trustee Rogers: there's in scope, there's a focus groups

[1:45:53] Trustee Rogers: with the number eight beside it that I didn't know what,

[1:45:56] Trustee Rogers: are you thinking there'll be eight focus groups

[1:45:59] Trustee Rogers: or eight people in a focus group?

[1:46:01] Voice 17: No, eight focus groups

[1:46:03] Voice 17: with the number of people to be determined

[1:46:04] Voice 17: when we have a consultant,

[1:46:06] Voice 17: they would work with them to determine

[1:46:08] Voice 17: what the structure of those looks like.

[1:46:10] Trustee Rogers: Okay, thanks.

[1:46:11] Trustee Rogers: Those are my sort of initial,

[1:46:13] Trustee Rogers: shortcut. I just wanted to get some clarity on some of that. Thank you.

[1:46:17] Voice 8: Thank you, Vice Chair

[1:46:18] Voice 8: Rogers. Vice Chair Patrick.

[1:46:22] Trustee Patrick: When I heard CEO Hudson-Piller speak about the objective difference

[1:46:26] Trustee Patrick: between scenario two and three, there was a distinction that scenario three would increase

[1:46:34] Trustee Patrick: the, you know, trust factor and building relationships and things of that, but the

[1:46:39] Trustee Patrick: objectives in both of them are identical. So I think there should be an opportunity that there

[1:46:44] Trustee Patrick: should be a distinct there is there a distinction and i believe there is a distinction with with

[1:46:49] Trustee Patrick: scenario three that doesn't come through in the objective um okay yeah

[1:46:54] Trustee Patrick: maybe it's build greater

[1:46:55] Trustee Patrick: relation i don't know maybe it's simple words but uh something that indicates that it's uh it is a

[1:47:01] Trustee Patrick: bit different um i i will not uh you know i i can't go without saying that this is really um

[1:47:12] Trustee Patrick: a big issue. I have not met a single person on Salt Spring that is not aware of the policy

[1:47:17] Trustee Patrick: statement and thinks it's a big deal. So this is the first time I've ever seen everybody knowing

[1:47:26] Trustee Patrick: about something. And so the work we have cut out for us is big. The other advantage I see,

[1:47:34] Trustee Patrick: and just kind of talking about, or not advantage, but thing that should be noted is

[1:47:38] Trustee Patrick: is if scenario two is out of scope

[1:47:42] Trustee Patrick: for local trust committee information,

[1:47:45] Trustee Patrick: I think that again is an advantage of scenario three,

[1:47:49] Trustee Patrick: that how we bring this all together,

[1:47:53] Trustee Patrick: just simply saying,

[1:47:54] Trustee Patrick: oh, maybe Salt Spring could do something more,

[1:47:56] Trustee Patrick: but it's how we speak to constituents

[1:47:58] Trustee Patrick: and let them know how their feedback

[1:48:00] Trustee Patrick: is now integrated back into this federation document.

[1:48:04] Trustee Patrick: And if we have local trust committees

[1:48:06] Trustee Patrick: just doing their own thing,

[1:48:07] Trustee Patrick: then we're continuing to promote the trustees taking different approaches and the you know the

[1:48:14] Trustee Patrick: whole disparate problem that we have uh whereas if we have that connection of the consultant

[1:48:21] Trustee Patrick: attending all events that we've got that thread that brings it back together again so it's it's

[1:48:26] Trustee Patrick: being able to say that I think in in a difference of just not saying not having in-person LTA events

[1:48:34] Trustee Patrick: I think that that that advantage needs to be explained somehow, I don't know where that gets explained, and I think that's the key things I have there.

[1:48:53] Trustee Patrick: Okay.

[1:49:01] Trustee Luckham: Trustee Fass, do you have any remarks or shall I go to Vice Chair Rogers?

[1:49:06] Trustee Luckham: Um,

[1:49:09] Trustee Fast: no, I think they've been covered. Thank you. Okay, go ahead.

[1:49:14] Trustee Luckham: Vice Chair Rogers.

[1:49:15] Trustee Rogers: Well, if I could just follow up on Vice Chair Patrick. I think in in all reality, if someone

[1:49:24] Trustee Rogers: if there needs to be an explanation of why we need to do the deeper connectivity. And there's

[1:49:32] Trustee Rogers: trustees that believe in that, I think it's up to the trustees to make that pitch. And you make it

[1:49:38] Trustee Rogers: very eloquently vice chair Patrick and I think if if that's something that's really important to you

[1:49:44] Trustee Rogers: to in your mind in terms of uh what needs to be done i.e the connectivity the thread that

[1:49:52] Trustee Rogers: brings it all together making sure the messaging is the same um that the presentations are the same

[1:49:57] Trustee Rogers: that we're not there there aren't sort of things and I think that's that's a good that's good um

[1:50:03] Trustee Rogers: a good of a position for to be to be advanced during the discussion about this between the

[1:50:12] Trustee Rogers: trustees and not necessarily has to be within the document which is laying out the options

[1:50:21] Trustee Rogers: for us I mean perhaps it could be a little you know there could be a little clearer using words

[1:50:28] Trustee Rogers: like build deeper relationships or trust etc but I think that's a political decision

[1:50:33] Trustee Rogers: And I'm fine with it. If I don't know what you two are thinking, or you three, the executive was thinking and I mean got the staff recommendation but if the EC wants to say, subject to budget considerations, which, of course, everything is that we would prefer the third option, and let and then

[1:50:57] Trustee Rogers: And let's see where it goes at Trust Council.

[1:51:01] Trustee Rogers: I think we're going to get a very wide spectrum of views at Trust Council about this, from

[1:51:07] Trustee Rogers: those that think it's worth spending the money on to those who think we probably shouldn't

[1:51:14] Trustee Rogers: be hiring consultants at all.

[1:51:17] Trustee Rogers: So anyway, but I'm fine with that if you have a strong preference.

[1:51:22] Trustee Rogers: I prefer the deeper engagement, but for my local trust area and even the ones that I service, probably number two would do it, but I'm totally a board if trust council thinks they want to spend the money in the next year.

[1:51:44] Trustee Rogers: Part of that will be making sure, Julia, where we're at in terms of our surplus and how our spending is going for the year.

[1:51:51] Trustee Rogers: i mean i know it's hard to tell in october what it's going to be like but um anyway mr

[1:52:00] Voice 9: chair okay

[1:52:02] Voice 8: uh yeah

[1:52:02] Trustee Luckham: absolutely

[1:52:04] Voice 11: if ec wants to go forward with a recommendation for the third i i don't think

[1:52:10] Voice 11: there's anything in our comments or our recommendation that that gets in the way of

[1:52:14] Voice 11: that on a on a practical basis it's the reasons for it though are not uh technical um so much

[1:52:21] Voice 11: technical matters as they would be your greater understanding of what's needed to to to fully

[1:52:26] Voice 11: engage with community and we absolutely respect that and if there's anything i've said in my

[1:52:30] Voice 11: recommendations that uh presupposes option three um i'd want you know um i can i can address those

[1:52:38] Voice 11: and indeed if that's the direction you're going um the recommendation can reflect that and after

[1:52:43] Voice 11: that recommendation because this is from ec to tc you could have a some points that um are your

[1:52:51] Voice 11: your words that are comments from EC I would think associated with this report but yeah

[1:53:00] Voice 11: and then I at the on page just referring Vice Chair Rogers analysis of the finances we have

[1:53:09] Voice 11: spent the last few days taking a pretty hard look at the finances on 46 and 47 and the

[1:53:16] Voice 11: various implications associated with is there any funds available what are some of the risks

[1:53:21] Voice 11: and certainly we could if you want to be clear we could walk that through with you now um julia or

[1:53:29] Voice 11: claire could walk you through um the specifics associated with the the funding and the uh and

[1:53:35] Voice 11: um what kind of room we have from a surplus perspective thank

[1:53:42] Trustee Luckham: you ceo so i would like to

[1:53:45] Trustee Luckham: share my thoughts here and i'm in favor of option three and i'm in favor of executive committee

[1:53:54] Trustee Luckham: committee making that recommendation.

[1:53:58] Trustee Luckham: I, you know, I think probably you noted in the past that committees, I like committees

[1:54:05] Trustee Luckham: to make recommendations, whether that's RPC or FPC or anybody else, EC.

[1:54:11] Trustee Luckham: That's why we have committees is to advance the best ideas to council or the good options

[1:54:18] Trustee Luckham: anyway, in order to allow them to get a little closer to a decision based upon the recommendation

[1:54:26] Trustee Luckham: from those committees that are closest to the topic. EC is certainly closest to the topic,

[1:54:32] Trustee Luckham: and in fact, is responsible for this policy statement work, of which we are sharing it

[1:54:37] Trustee Luckham: with Trust Programs Committee. So now, I think if we're honest with ourselves, we know that council

[1:54:47] Trustee Luckham: and trustees have a big appetite and they want all of what we can possibly do, but they're also

[1:54:55] Trustee Luckham: very fiscally conservative often. And so certainly the risk, of course, is they want option three,

[1:55:04] Trustee Luckham: but they don't want to spend $150,000 to get there. This is important work. I think that

[1:55:11] Trustee Luckham: that success is measured by how much effort we put into it.

[1:55:16] Trustee Luckham: And I wouldn't wanna underestimate

[1:55:17] Trustee Luckham: the effort that's necessary.

[1:55:19] Trustee Luckham: And then I also wanna point out

[1:55:21] Trustee Luckham: that I don't wanna underestimate the work

[1:55:25] Trustee Luckham: that is necessary for staff,

[1:55:27] Trustee Luckham: which I consider to be a soft cost or a hidden cost

[1:55:32] Trustee Luckham: that ends up in deferring other important work.

[1:55:37] Trustee Luckham: That's the situation that we're in.

[1:55:39] Trustee Luckham: that trust programs, services, no criticism, Claire, you know it as well as I do. Your list

[1:55:45] Trustee Luckham: is very long and you have inadequate resources to address it. By not funding this project

[1:55:52] Trustee Luckham: appropriately, Claire, you and your team are going to end up having to pick up the loose ends.

[1:55:57] Trustee Luckham: And option two doesn't give you much rest. Option one would be impossible. Option two doesn't give

[1:56:03] Trustee Luckham: you much rest. Option three allows us to bring in some external services to facilitate that work.

[1:56:10] Trustee Luckham: and reduce the burden because whether we hire a consultant or not and whether we hire a

[1:56:15] Trustee Luckham: communications person to work with us or not the truth is claire you're going to be very close to

[1:56:20] Trustee Luckham: this and it's going to continue to consume your time so i'm i think we should fund it and we

[1:56:26] Trustee Luckham: should make that recommendation um so that's my thoughts and i if anybody else doesn't want to

[1:56:33] Trustee Luckham: make a motion, I would be happy to. Director, sorry, Vice Chair Faust.

[1:56:39] Trustee Fast: Thank you. I haven't spoken much because people have been saying the same thing, but I'm still

[1:56:44] Trustee Fast: of the same mind as I was at our meeting last week, that scenario three is the way to go.

[1:56:50] Trustee Fast: And if anybody doesn't want to make a motion, I would be happy to advance something like that

[1:56:57] Trustee Fast: that EC recommends scenario three

[1:56:58] Trustee Fast: subject to budget constraints.

[1:57:00] Trustee Fast: And I'll just go ahead and make that motion.

[1:57:08] Trustee Luckham: So that was moved by Trustee Fast

[1:57:10] Trustee Luckham: and Director Mobbs' hand is up

[1:57:15] Trustee Luckham: for some advice on the finances, I'm sure.

[1:57:18] Trustee Luckham: But let's let Laurie get that motion on the screen

[1:57:21] Trustee Luckham: and let's hear from Director Mobbs.

[1:57:23] Trustee Luckham: Thank you, Director.

[1:57:27] Voice 15: Okay, so since we're talking about the budget,

[1:57:29] Voice 15: budget. I'm obligated to let you know that there is a mistake in my numbers that are

[1:57:34] Voice 15: in that report. So we've noted there the planned draw from the surplus funds in the current

[1:57:43] Voice 15: fiscal year budget. It's 373,000. There is actually also a planned inter-fund transfer

[1:57:50] Voice 15: from the general revenue surplus fund to the local trust committee reserve fund. And so

[1:57:57] Voice 15: So that piece was missed in that analysis

[1:57:59] Voice 15: and I offer up my apologies for that,

[1:58:01] Voice 15: but it would be an additional draw

[1:58:04] Voice 15: so that we can fund the local trust committee projects.

[1:58:07] Voice 15: And that is in the budget at $125,000.

[1:58:11] Voice 15: Based on where we landed at the end of last fiscal,

[1:58:15] Voice 15: we will probably only need $110,000 instead of 125,000.

[1:58:21] Voice 15: That is running with the assumption

[1:58:24] Voice 15: that we will need the full amount budgeted for this year

[1:58:27] Voice 15: for local trust committee projects so that has a significant impact on the final number uh you know

[1:58:33] Voice 15: the the report indicates that the amount over the minimum required is about 172 000 if we reduce that

[1:58:40] Voice 15: by the 110 um that is an inter-fund transfer for local trust committee projects we're looking at

[1:58:47] Voice 15: about 61 000 in excess um you know it is noted in the report that all of these numbers are all of

[1:58:54] Voice 15: of these calculations are based on our approved budget figures and it's very

[1:58:59] Voice 15: possible that the approved budget figures will not be realized you know

[1:59:02] Voice 15: historically the trust does not spend all of its money that it plans to on

[1:59:06] Voice 15: local trust committee projects and other various items but I'm currently working

[1:59:11] Voice 15: with what's in the budget itself so I I needed to give that update before the

[1:59:17] Voice 15: committee moved forward into any decisions as of course it's a fairly

[1:59:20] Voice 15: really significant change thank

[1:59:24] Trustee Luckham: you director mobs so let me just seek clarity there and

[1:59:31] Trustee Luckham: obviously that report will have to be amended to correct that before it goes to council

[1:59:37] Trustee Luckham: so trust that you'll look after that but it's still what i'm hearing is that you're still

[1:59:42] Trustee Luckham: indicating that we will be sixty thousand dollars over the necessary minimum so we would still be

[1:59:51] Trustee Luckham: fiscally okay that's

[1:59:55] Voice 15: right yeah so it'll be about sixty two thousand dollars

[1:59:57] Voice 15: excess instead of the 172 that I'd mentioned

[2:00:00] Voice 15: you know that's essentially what's available for funding in next year's budget so if that amount

[2:00:05] Voice 15: is used of course there's additional pressures which we we commented on in the report but yes

[2:00:11] Voice 15: that excess has been updated to $62,000 instead of $172,000.

[2:00:16] Trustee Luckham: Okay so there is a motion up on the

[2:00:19] Trustee Luckham: screen there moved by Trustee Fass that EC recommends scenario three subject to budget

[2:00:23] Trustee Luckham: your constraints um ceo hudson pillar of remark just

[2:00:28] Voice 11: to be of assistance so i think that means

[2:00:30] Voice 11: now that we would cover scenario two and we'd be thirty thousand dollars light on scenario three

[2:00:38] Voice 11: um and then mr chair and perhaps the mover you do have a recommendation is there a chance that

[2:00:44] Voice 11: you could build your recommendation into what's offered as opposed to starting over with a brand

[2:00:50] Voice 11: new recommendation um i think that you would achieve your goal by looking at the recommendation

[2:00:58] Voice 11: that's offered and there's a bunch of x's or blanks there that you could then um yeah fit

[2:01:06] Voice 11: your intention into as opposed to us starting from scratch unless you have a

[2:01:11] Voice 11: thank you i just

[2:01:12] Trustee Fast: think

[2:01:12] Voice 11: that might be easier for you sure

[2:01:14] Trustee Fast: i'm going to withdraw this one because i forgot about the

[2:01:18] Trustee Fast: one with the x's and then it

[2:01:19] Trustee Luckham: hasn't been seconded so go ahead sorry

[2:01:23] Trustee Rogers: before we do that i didn't

[2:01:24] Trustee Rogers: understand the cao's first comment and i wonder if you could clarify the comment regarding thirty

[2:01:31] Trustee Rogers: thousand dollars light or something like okay

[2:01:33] Voice 11: so let's go to page 46 and let's keep julia on the

[2:01:36] Voice 11: line here um so that she can corroborate my math my on the fly math and i go to the paragraph where

[2:01:46] Voice 11: it says right under financial, the second paragraph. Scenario two represents a cost

[2:01:52] Voice 11: of $114,000, leaving a funding shortfall of approximately $38,000. And then scenario three

[2:02:01] Voice 11: represents a cost of $169,000, leaving a funding shortfall of approximately $93,000. And Julie,

[2:02:06] Voice 11: are you still with us? Yes, sir.

[2:02:10] Voice 11: Okay. So am I right in saying that the $60,000 that you've noted that would be available in

[2:02:16] Voice 11: the general revenue surplus fund already accounting for the 75 that trust council is considered would

[2:02:23] Voice 11: happily allow 30 uh from that 61 we would get 38 000 to transfer to this project to fully fund

[2:02:32] Voice 11: scenario two um

[2:02:35] Voice 15: so those those two um shortfalls the 38 000 and the 93 000 that are noted

[2:02:41] Voice 15: originally are then partially offset by the funding sources that we found in our existing

[2:02:47] Voice 15: So that's the bulleted list there that totals to $12,200.

[2:02:52] Voice 11: So if

[2:02:52] Voice 15: you take the revised shortfall would be $26,000 and $82,000.

[2:02:57] Voice 11: Okay.

[2:02:57] Voice 15: So if we have $62,000 in excess,

[2:03:00] Voice 15: that's more than covers the needed funds for scenario two and is $20,000

[2:03:05] Voice 15: short of the needed funds for scenario three.

[2:03:08] Voice 11: Is that clear to EC?

[2:03:11] Voice 11: Just wanted to make sure that we had that there.

[2:03:14] Voice 11: Okay.

[2:03:14] Trustee Luckham: That's

[2:03:15] Voice 11: all I had to say.

[2:03:16] Voice 11: Thank you.

[2:03:16] Voice 11: okay

[2:03:18] Trustee Luckham: so uh laurie do you have that the new or actually i think trustee fast you were going to

[2:03:24] Trustee Luckham: make a new motion based upon the template in the or

[2:03:28] Trustee Fast: sure i'm i'm now looking at the top of page 43

[2:03:34] Trustee Fast: is where the recommendation is this recommendation i bounced off of because it was a for trust

[2:03:41] Trustee Fast: Council. And that's why I was making the executive committee one. And thank you for bringing those

[2:03:50] Trustee Fast: numbers, Julia. This makes a huge difference, I think, in terms of how we think about the

[2:03:55] Trustee Fast: feasibility of Scenario 3 and Scenario 2. And so I

[2:04:02] Trustee Luckham: wonder... Actually, Trustee Fast, if you look on

[2:04:07] Trustee Luckham: on page 48 is a response option which is a mostly crafted um oh thank you i

[2:04:14] Trustee Fast: was hunting for it and

[2:04:16] Trustee Fast: i couldn't find it well these are all phrased in trust council language and um that's fine

[2:04:28] Trustee Fast: that's what we're that

[2:04:29] Voice 11: is how it would work yeah right okay this

[2:04:32] Trustee Luckham: is going to council yeah

[2:04:33] Trustee Luckham: we're amending the uh we're not making a motion we're amending the report to make a recommendation

[2:04:40] Trustee Luckham: Okay.

[2:04:42] Trustee Fast: That Trust Council, I'm looking at the alternative here then, near the bottom, that Trust Council approve the Islands Trust 2050 Phase 3 engagement project charter version something, as amended, and approve an additional transfer of up to $20,000.

[2:05:04] Trustee Fast: dollars no i don't get how to work the numbers here and i'd um uh like some advice for how to

[2:05:11] Trustee Fast: phrase this in terms of um my original motion which was just that executive committee recommend

[2:05:17] Trustee Fast: scenario three i didn't want to override staff recommending scenario two i thought they could

[2:05:25] Trustee Fast: go forward together that's the reason i made that motion that way but i'm going to step back from a

[2:05:29] Trustee Fast: bit now and also shut my door so i don't hear the clatter from the kitchen excuse me yeah

[2:05:36] Trustee Luckham: Yeah, I'll just interrupt for a moment, because obviously there's two conversations here.

[2:05:43] Trustee Luckham: One is the recommendation for option three, which has a financial number in there, which

[2:05:50] Trustee Luckham: obviously that's somewhere in the order of $60,000 or something.

[2:05:53] Trustee Luckham: But there's also in the alternative is the notion of the procurement, which maybe is

[2:06:00] Trustee Luckham: a different discussion, but obviously that would cost another $12,000.

[2:06:04] Trustee Luckham: dollars do you have a remark there or or on that particular item or not the procurement

[2:06:12] Trustee Luckham: well

[2:06:14] Voice 11: just a remark of sadness because that's indeed the case so um if the alternative i think

[2:06:20] Voice 11: would be worded um if you want to go in this direction that trust council approve option three

[2:06:26] Voice 11: from the 2050 engagement phase three public engagement project charter as amended and

[2:06:34] Voice 11: approve an additional transfer of up to i believe it's 61 000 um but julia can give us that number

[2:06:41] Voice 11: right now and that would satisfy your intention of going there um and uh the second question of

[2:06:50] Voice 11: procurement is one where if we go with a rapid procurement process through the province which

[2:06:56] Voice 11: would save us maybe a week or two which would satisfy some of our timeline challenges um it

[2:07:01] Voice 11: will cost us twelve thousand dollars and if we go through the regular procurement process and

[2:07:07] Voice 11: there's just there's just no way around these things if we go through our regular procurement

[2:07:12] Voice 11: process it would just take longer but we would be conducting that work ourselves and there would be

[2:07:17] Voice 11: no twelve thousand dollar cost so it would be um whatever the increase is um based on uh the draw

[2:07:28] Voice 11: off from general surplus. And it would also require $12,000 extra. So you may wish to just

[2:07:38] Voice 11: be silent on that and let's do our process and have the and we'll be as quick as we can.

[2:07:44] Voice 11: Or you could support us going through that process. And in that process, there's a preferred

[2:07:49] Voice 11: list. And the they have a sequenced list at the province around communications tools. We're a

[2:07:57] Voice 11: provincial body we have access to that if we wish but it's they're just the companies are ranked

[2:08:03] Voice 11: and they go to the first one and offer that to them if they say no they go to the second one

[2:08:07] Voice 11: they go to the third one or they go to the fourth one they just go down a list that way

[2:08:10] Voice 11: that is the the quicker version of the and this is a conversation we're going to have in the next

[2:08:16] Voice 11: few minutes um so that's that process but it's costly we've engaged with them and asked for a

[2:08:23] Voice 11: reduction in that fee and while there was some thinking about that initially they have come back

[2:08:27] Voice 11: with the answer being no we would be charged as any other ministry would be if we were going to

[2:08:34] Voice 11: go with that accelerated process okay

[2:08:39] Trustee Luckham: thank you just for clarity that accelerated process you

[2:08:41] Trustee Luckham: just indicated would only trim a couple of weeks off i had the impression it would be up to three

[2:08:47] Trustee Luckham: months compared to weeks am i right i

[2:08:50] Voice 11: think it'd take us it would get us a month but claire's

[2:08:55] Voice 11: closer to this than me I'll turn it over to her okay certainly

[2:09:00] Voice 17: so the options with the province

[2:09:01] Voice 17: the scenario the CAO mentioned where they simply work through a pre-qualified list with the highest

[2:09:07] Voice 17: ranked at the top they suggested that could take less than a week they have a very efficient process

[2:09:12] Voice 17: so that can pick so if we were to go with that method that compares against the four to five

[2:09:17] Voice 17: weeks I've noted in the briefing that it would take us to do eternally and even that four to

[2:09:21] Voice 17: five weeks is if you know everything lines up really well and we have all the meetings

[2:09:24] Voice 17: pre-scheduled so there is the option to save up to a month i would suggest all going well if the

[2:09:30] Voice 17: provincial process is as efficient as they suggest there is a secondary option in terms of procurement

[2:09:36] Voice 17: with the process where they work through their pre-qualified vendors list so essentially we go

[2:09:40] Voice 17: to a more limited pool of pre-qualified vendors but that process would take you know two weeks

[2:09:45] Voice 17: so then you're in the range of saving two to three weeks but again with scenario three it's a twelve

[2:09:50] Voice 17: thousand dollar option um to ask for that provincial help um we have investigated all

[2:09:55] Voice 17: methods to bring that cost down and there are no no further opportunities to make it cheaper okay

[2:10:01] Trustee Luckham: so perhaps we should have those as two separate motions and indeed i think that is more or less

[2:10:08] Trustee Luckham: the way of the alternative is phrased there uh trustee fast are you comfortable making a motion

[2:10:13] Trustee Luckham: at this point or should myself or somebody else i'm

[2:10:17] Trustee Fast: going to try and i have to say i uh got a

[2:10:19] Trustee Fast: little turned around in the numbers um so i like the idea of making two separate motions i'll start

[2:10:24] Trustee Fast: with the first one um that trust council approved the islands trust 2050 phase three public

[2:10:31] Trustee Fast: engagement project charter option three um as amended and a four approve an additional transfer

[2:10:38] Trustee Fast: of up to 61 000 from the general revenue surplus fund in fiscal 2021-22 to support implementation

[2:10:50] Trustee Fast: Excellent.

[2:10:51] Trustee Luckham: Thank you. Do I have a second?

[2:10:54] Trustee Rogers: With respect to point of order, we cannot make motions on behalf of Trust Council.

[2:10:59] Trustee Rogers: So we can make a recommendation to Trust Council, but we can't make a Trust Council motion here at EEC.

[2:11:05] Trustee Rogers: That's

[2:11:05] Trustee Fast: what I was confused about. Thank you, Trustee Rogers.

[2:11:08] Trustee Fast: So it might, my amendment there might be that Executive Committee recommend that Trust Council approve.

[2:11:15] Trustee Fast: approve well

[2:11:20] Trustee Luckham: that would be more appropriate but Claire Frater you have a process comment no I

[2:11:26] Voice 17: think that would be helpful to say that executive committee recommend that trust that's great but I

[2:11:31] Voice 17: would also add perhaps instead of the word option just for consistency and clarity because I know

[2:11:35] Voice 17: this will be a confusing conversation at council scenario if you were to use the word scenario

[2:11:39] Voice 17: then we're

[2:11:40] Voice 10: all using the same one

[2:11:41] Voice 17: yeah thank you and I want to just make sure we take time before

[2:11:45] Voice 17: this is seconded to confirm the numbers um because i just want to make sure that we're all in

[2:11:50] Voice 17: agreement and check in with if we could share with the director of finance because um in the on the

[2:11:55] Voice 17: briefing on page 46 we note that there is a funding shortfall of 93 000 and we propose that there's

[2:12:01] Voice 17: 12 200 that could come from existing contingency and communication funds um so i'm just wanting

[2:12:07] Voice 17: to make sure i'm not missing anything with regard to the 61 number that is so

[2:12:12] Trustee Luckham: let's let lori catch

[2:12:13] Trustee Luckham: up with us on the motion itself and then let's go to director mobs for the financial advice

[2:12:24] Voice 15: yeah so first are we waiting for the um it's up on the screen to

[2:12:29] Voice 15: then have me clarify

[2:12:30] Trustee Luckham: the motion is on the screen okay

[2:12:34] Voice 15: um so that is certainly workable that the sixty one thousand

[2:12:40] Voice 15: dollars uh it's sixty two that would be available as the excess in surplus that would not be enough

[2:12:45] Voice 15: to cover what's required for scenario three so

[2:12:49] Trustee Luckham: how much should that number be um

[2:12:52] Voice 15: if we are

[2:12:53] Voice 15: are looking to fully fund scenario three uh we would need let me pull this up here i think it

[2:13:02] Voice 15: would be the eighty

[2:13:06] Trustee Fast: two thousand dollars thank

[2:13:08] Voice 8: you thank

[2:13:09] Trustee Fast: you can we revise that figure then please

[2:13:11] Trustee Fast: thank you and

[2:13:17] Voice 11: obviously the report would need to be amended to reflect that and that there's

[2:13:22] Voice 11: in so doing there's a twenty thousand dollar um shortfall um associated with that okay okay so now

[2:13:32] Trustee Luckham: Mayor Mrakas, Now director fader and then i'll look for a seconder I

[2:13:36] Voice 17: would also just say you've got the wording as amended there because it was an alternative most in I would suggest you don't need that at this point and Council would add that.

[2:13:43] Voice 17: Mayor Mrakas, If they choose to make changes so

[2:13:46] Trustee Luckham: delete as amended lori alright so there's a motion to thank you vice chair faster getting through to that

[2:13:58] Voice 8: is

[2:13:59] Trustee Luckham: there a seconder second by vice chair Patrick Thank you Laura so discussion.

[2:14:07] Trustee Luckham: discussion. Anybody? Vice Chair Rogers.

[2:14:16] Trustee Rogers: I'm uncomfortable recommending a transfer that

[2:14:25] Trustee Rogers: takes us below the minimum surplus balance that we just reduced by 25. It puts me, it doesn't

[2:14:34] Trustee Rogers: strike me as being fiscally responsible, and I'm a little concerned that we're sort of

[2:14:43] Trustee Rogers: no disrespect to the director, but we're a little bit making numbers up on the fly here

[2:14:50] Trustee Rogers: because there was a bit of a glitch in the reporting. And, you know, I think we may get

[2:15:02] Trustee Rogers: back to this scenario where we say, you know, we can transfer what we think is going to be the

[2:15:11] Trustee Rogers: surplus and i know that the reality is is that our every year our surplus the draw from surplus

[2:15:18] Trustee Rogers: is less than what we what we had planned for but i'm not sure that's going to happen this year

[2:15:24] Trustee Rogers: um i don't know what's happening this year we've done doing a lot of work so i i am a little i'm

[2:15:30] Trustee Rogers: uncomfortable with this taking us below the minimum of the general surplus fund and that's what it's

[2:15:38] Trustee Rogers: doing.

[2:15:40] Trustee Luckham: So let's go back to Director Mobs to clarify that. I had the impression from your

[2:15:44] Trustee Luckham: remark earlier that it would not take us below the minimum.

[2:15:49] Voice 15: So any draw from surplus fund over

[2:15:52] Voice 15: and above $62,000 will take us below the policy required minimum. That policy required minimum

[2:15:59] Voice 15: calculation is based on what's approved in our current year budget. If we underspend against

[2:16:05] Voice 15: against our budget, of course, that number might change.

[2:16:08] Voice 15: But as Trustee Rogers has mentioned,

[2:16:11] Voice 15: that may not be the reality this year.

[2:16:14] Voice 15: And so I've been working with what's actually

[2:16:16] Voice 15: in the approved budget.

[2:16:19] Voice 15: And to be clear, the funding requirements

[2:16:23] Voice 15: for each of the scenarios hasn't changed.

[2:16:25] Voice 15: So all of those numbers, what's required for the work

[2:16:28] Voice 15: is still the same.

[2:16:29] Voice 15: It's simply the excess balance has moved from 172 to 62.

[2:16:34] Voice 15: 62.

[2:16:35] Trustee Luckham: Okay, thank you. Trustee, well, I see Claire Frater and Russ Hotson-Pillers hands up and

[2:16:42] Trustee Luckham: Trustee Patrick also wishes to speak. Does staff want to advise us before we have any further

[2:16:48] Trustee Luckham: conversation?

[2:16:49] Voice 11: I'll advise you after Trustee Patrick speaks. All

[2:16:52] Trustee Luckham: right, thank you, Trustee Patrick.

[2:16:55] Trustee Patrick: Well, if it makes it, I mean, there's going to have to be a lot of conversation. So, I mean,

[2:17:00] Trustee Patrick: we could either amend this motion to say 62 and then put the additional 20,000 or whatever the

[2:17:06] Trustee Patrick: not i'm doing my math on the fly correctly here um seek you know consider sources or consider

[2:17:13] Trustee Patrick: you know we'll have to discuss where that comes from do we cut it from someplace else do we cut

[2:17:18] Trustee Patrick: something okay

[2:17:22] Trustee Luckham: before we go to staff i apologize i put a cookie in my mouth um obviously this is

[2:17:31] Trustee Luckham: an estimate from the consultant of 150 to cover phase three or option three clearly if we go out

[2:17:38] Trustee Luckham: for rfp that those numbers may be much higher or or possibly lower um and then that would be a

[2:17:47] Trustee Luckham: different decision point if we find that the proposals that we get are in excess of the funds

[2:17:53] Trustee Luckham: that we have available can you comment on that we

[2:17:57] Voice 11: can claire do you want to go first no

[2:18:00] Voice 17: i'm happy to

[2:18:00] Voice 17: let you go first on that one okay

[2:18:02] Voice 11: so well thanks this is tough and uh we're working our way through

[2:18:06] Voice 11: this um not unanticipated um these are the um stark realities of moving this project forward

[2:18:14] Voice 11: so there are some options here and i'm going to try and speak them through given what we've heard

[2:18:19] Voice 11: today one you can go with um this plus another amendment plus another motion to say and that we

[2:18:28] Voice 11: we hold the general revenue surplus fund policy

[2:18:35] Voice 11: and go below the recommended minimum in this case

[2:18:38] Voice 11: because it's important for an extra $20,000.

[2:18:41] Voice 11: So you could make that recommendation.

[2:18:44] Voice 11: The second recommendation is, and this is new,

[2:18:47] Voice 11: so Claire's going to fall off her chair potentially,

[2:18:50] Voice 11: is you could recommend the $61,000 that you do essentially scenario two

[2:18:55] Voice 11: plus the additional monies that takes us to so that options then don't become starkly one two

[2:19:02] Voice 11: and three you end up doing an enhanced two so you go we're going with version two and we're

[2:19:10] Voice 11: going to get as much of three as we possibly can by spending three quarters of the extra money that

[2:19:17] Voice 11: is 60 instead of 82 so you slightly amend the recommendation from the consultant to say we can't

[2:19:24] Voice 11: fully afford the 169 000 version but we want to do more than version two and we're prepared to

[2:19:33] Voice 11: still saying within our uh budgetary um limitations that we've passed by policy

[2:19:38] Voice 11: um we're going to take the 61 000 add it to the 75 we've already provided and and we can dedicate

[2:19:44] Voice 11: that much of work that much work to it so that's another option for us to discuss over the next uh

[2:19:50] Voice 11: a little bit and i'd be interested to see what claire said claire and i haven't talked about

[2:19:54] Voice 11: that so um it's just something that i think is available to you claire

[2:20:00] Voice 17: okay thank you chair um

[2:20:02] Voice 17: so yes that is absolutely on the table that you you could create whatever scenario you want this

[2:20:06] Voice 17: is your program um to deliver and if there's elements that you want out of scenario three

[2:20:10] Voice 17: but you don't want all of them or if there's a delivery method you prefer this is yours to

[2:20:15] Voice 17: suggest so i think we would absolutely support any you know whether it's to a b or c happy to

[2:20:20] Voice 17: support that and help you craft it. Also the other point I raised my hand for was just to mention

[2:20:25] Voice 17: that as I continually say at Trust Programs Committee we have $25,000 allocated this fiscal

[2:20:31] Voice 17: for climate change indicator work but currently no plan to deliver on that and Trust Programs

[2:20:37] Voice 17: Committee at their last meeting discussed that the work may not get done this year and they

[2:20:42] Voice 17: anticipated that it might go back into surplus with the intention of trying to re-request it

[2:20:47] Voice 17: for the following fiscal year so just wanted to draw that to your attention and

[2:20:52] Voice 11: that would cover

[2:20:54] Voice 17: that would that if that program was to be cancelled for this year or deferred by trust

[2:20:58] Voice 17: council then that could cover some of the shortfall okay

[2:21:04] Trustee Luckham: thank you um so mr chair my last

[2:21:11] Voice 11: attempt here then a more nuanced recommendation if that there was interest in doing something

[2:21:14] Voice 11: like that would be to transfer 61 000 and in this motion would be to an additional transfer of 61

[2:21:21] Voice 11: from general surplus fund and to defer or cancel the climate indicators project and redirect

[2:21:28] Voice 11: 20 20 some thousand dollars towards the option three so we've still got lots of options on the

[2:21:36] Voice 11: table as we work it through

[2:21:40] Voice 8: direct vice chair fast yeah

[2:21:44] Trustee Fast: i like the idea of um having been part

[2:21:48] Trustee Fast: of some of the discussions about the climate indicator um work i like that suggestion and i

[2:21:55] Trustee Fast: I think it's adaptive and I think I like the idea of changing the words 82 in the motion

[2:22:02] Trustee Fast: to what is it 61 or

[2:22:06] Voice 9: sorry 62 and adding the bit

[2:22:14] Trustee Fast: about um my printer is not working so I've lost

[2:22:18] Trustee Fast: the site of the motion um adding the uh and twenty thousand dollars uh from the climate indicator uh

[2:22:37] Trustee Fast: budget i'm sorry

[2:22:41] Trustee Fast: i'm doing this all

[2:22:41] Trustee Luckham: blind i can't see it yeah no that's fine um maybe i'll just

[2:22:46] Trustee Luckham: just ask the CEO, is it really necessary for us to determine the additional funding? And that

[2:22:55] Trustee Luckham: if we specify, keep the wording at scenario three and advance $62,000, $61,000, then it would be up

[2:23:05] Trustee Luckham: to council to determine whether or not they wanted to make up the difference by canceling

[2:23:10] Trustee Luckham: um uh the climate indicators project or not and just to make it simple would it be better just to

[2:23:19] Trustee Luckham: change that amount from 82 to 61 and then leave the further decision of additional funding to

[2:23:25] Trustee Luckham: top it up to the maximum required um as a separate thing for council to decide

[2:23:31] Trustee Luckham: yeah

[2:23:33] Voice 11: that's certainly um it doesn't bind you to a recommendation but we have to tell trust

[2:23:38] Voice 11: council that that's the case um yes in in this report so it would be clear and lori would be

[2:23:44] Voice 10: good

[2:23:44] Voice 11: to have the screen if you don't mind of the motion up as we're um thank you and we can think

[2:23:53] Voice 11: the way through on the screen yeah i mean we don't want to make it too hard um additional transfer

[2:23:58] Voice 11: of

[2:24:03] Voice 9: up to 62 from there and just leave it and rogers can we okay so

[2:24:11] Trustee Rogers: so what if we said something

[2:24:17] Trustee Rogers: like the first sentence was the same and recommend an additional transfer of it's not up to it's uh

[2:24:30] Trustee Rogers: it's $62,000 from the general revenue surplus fund

[2:24:34] Trustee Rogers: and request staff to provide options

[2:24:37] Trustee Rogers: for funding any of the remaining shortfall.

[2:24:44] Trustee Luckham: That's very nice, Trustee Rogers.

[2:24:47] Trustee Luckham: And so I'm going to take it

[2:24:48] Trustee Luckham: that you're moving an amendment to the motion.

[2:24:51] Trustee Rogers: I am.

[2:24:52] Trustee Rogers: So I'll move that the motion be amended

[2:24:55] Trustee Rogers: to take out the words up to

[2:25:01] Trustee Rogers: replace and replace $82,000 with $62,000 and add the words and request staff to provide

[2:25:21] Trustee Rogers: options for funding any remaining shortfall.

[2:25:27] Voice 9: And is that following implementation?

[2:25:34] Voice 9: Yep. Or

[2:25:36] Trustee Luckham: following 2022?

[2:25:41] Trustee Rogers: It could actually be after 2022. That makes sense. Okay.

[2:25:46] Voice 9: let's put it there so do we need to

[2:26:00] Voice 11: double check on the numbers here just to make sure

[2:26:02] Voice 11: these numbers add up julia if you could stay on screen with us it's just as we

[2:26:07] Voice 11: work our way through this um and

[2:26:11] Trustee Luckham: laurie after it should say shortfall um after

[2:26:17] Trustee Luckham: the words 2021 forward slash 2022 or before the words to support implementation however you want

[2:26:26] Trustee Luckham: of crisis no

[2:26:28] Voice 11: lori that's direction he's not he's after

[2:26:36] Voice 9: 2022 sorry is that what you want me to type

[2:26:46] Voice 9: after

[2:26:46] Voice 14: 2022 yes

[2:26:49] Voice 5: maybe it should say the numbers the words it's kind of funny i think that's fine

[2:26:57] Trustee Luckham: dan are you okay with that yeah so uh now over to julia mobs for verification on the actual number

[2:27:07] Trustee Luckham: 62 I think I heard the CAO say 61 uh

[2:27:13] Voice 15: yes so there is some rounding at play um you know so

[2:27:17] Voice 15: it would be if we're using the word up to then up to 62 is fine um but we're taking that out

[2:27:23] Voice 15: so I think I think 62 would be would not be a problem you know a thousand dollars um for

[2:27:30] Voice 15: or rounding is not significant.

[2:27:32] Trustee Luckham: Okay.

[2:27:33] Trustee Luckham: So that's a motion to amend by trustee Rogers,

[2:27:40] Trustee Luckham: trust vice chair Fast.

[2:27:42] Trustee Luckham: Are you seconding or do you have a question?

[2:27:44] Trustee Fast: I have a question whether we can hear from Claire

[2:27:46] Trustee Fast: who's got her hand up.

[2:27:47] Trustee Luckham: Oh, sorry, I missed that.

[2:27:49] Trustee Luckham: Go ahead, Claire.

[2:27:51] Voice 17: So just wanting to be clear,

[2:27:53] Voice 17: this is a motion from trust council.

[2:27:55] Voice 17: And so I'm wondering if the intention

[2:27:57] Voice 17: when you're requesting,

[2:27:58] Voice 17: my suggestion would be when you've got request staff provide options for funding of course if

[2:28:03] Voice 17: trust council was to make that request then it would be reporting back at the next trust council

[2:28:07] Voice 17: meeting so i wonder if you're wanting to pull that out and make it a motion for staff to be prepared

[2:28:13] Voice 17: to provide options verbally to trust council at the meeting or something like that that's a separate

[2:28:17] Voice 17: executive committee motion i'm just wanting to get clarity as to the intent here uh

[2:28:22] Voice 8: thank you for

[2:28:23] Voice 8: that that's good trust vice chair rogers i

[2:28:26] Trustee Rogers: could certainly add the words um i

[2:28:32] Voice 5: think it needs to be

[2:28:32] Voice 5: a separate motion all right we

[2:28:34] Voice 5: can add the words

[2:28:35] Trustee Rogers: and that ec request stop because that's the intent

[2:28:38] Trustee Rogers: i read it i read it differently than you do uh i read it that this is all easy to recommend but

[2:28:45] Trustee Rogers: i can say ec request i

[2:28:50] Voice 17: if you're the care if i could explain a little bit better

[2:28:54] Voice 17: yep that the motion that you're what you're amending here is a motion that will appear at

[2:28:58] Voice 17: the top of the request for decision so generally be the one that's read out at trust council

[2:29:04] Voice 17: um so it's always a bit mind-bending to try and think ahead but typically this motion would be

[2:29:09] Voice 17: the one that's read out at trust council so if you have a secondary request to staff around

[2:29:13] Voice 17: providing options for the trust council meeting i would recommend that that be done as a separate

[2:29:17] Voice 17: motion yeah

[2:29:20] Voice 8: chair Rogers so

[2:29:24] Trustee Rogers: okay so maybe we need to start over and I'm not trying to be difficult

[2:29:29] Trustee Rogers: but that would not be my intent here at all uh my intent would be that your your your motion would

[2:29:37] Trustee Rogers: be as it is in the at the current report but and then following that is here's the recommendation

[2:29:46] Trustee Rogers: recommendation of EC as opposed to this, the only thing you'd see is the executive committee

[2:29:56] Trustee Rogers: remark. I want them to see that this is our recommendation to them.

[2:30:00] Trustee Rogers: but it's up to them so i guess if that i know that doesn't fit into maybe our structure right now

[2:30:05] Trustee Rogers: uh i know you tend we tend to uh do it the way you talked about but i think we might want to

[2:30:12] Trustee Rogers: do it a little bit differently mr

[2:30:15] Voice 11: chair yes

[2:30:16] Voice 8: sir always

[2:30:17] Voice 11: trying to help so what i think claire's

[2:30:19] Voice 11: saying is if this motion passes trust council would then say go do that work staff and come

[2:30:29] Voice 11: back at the next meeting with the options and we want to avoid that so one consideration is that we

[2:30:36] Voice 11: remove request staff and just say and that ec requests that the remainder be funded from a

[2:30:44] Voice 11: a um shortfall from the 2022 budget and um we would then speak to what those options are

[2:30:55] Voice 11: at the meeting if you if you will does anyone understand what i'm saying

[2:31:05] Trustee Luckham: yeah yeah i think actually what you're asking is that the report be amended to include additional

[2:31:12] Trustee Luckham: options fund of funding shortfall and i tend to agree with claire that if we sever the motion

[2:31:21] Trustee Luckham: to amend the recommended the request for RFD in the package have the recommendation from council

[2:31:32] Trustee Luckham: which is I think what you want Dan but it's obvious that a report something in the report

[2:31:38] Trustee Luckham: needs to come forward to council to indicate what other options for the funding of the additional

[2:31:43] Trustee Luckham: $20,000 is necessary for us to fully fund the option three.

[2:31:53] Trustee Luckham: I'll just look to our staff, is that correct?

[2:31:58] Voice 17: I'll jump in.

[2:32:00] Voice 17: So what I would say is that the RFD is from executive

[2:32:03] Voice 17: to trust council.

[2:32:04] Voice 17: So I think it's appropriate that the recommendation

[2:32:07] Voice 17: is worded in the way in which it reflects

[2:32:09] Voice 17: executive committee's recommendation.

[2:32:11] Voice 17: This is what we recommend trust council

[2:32:13] Voice 17: pass as a resolution.

[2:32:14] Voice 17: I would say, certainly, I think it's ambitious for us to identify all the potential funding sources we could we could in the RFP already named the climate change indicator one if that's something you support, or you could simply add a sentence that, you know,

[2:32:27] Voice 17: you have requested that staff investigate options, and we can provide those verbally at the Trust Council meeting, hoping that offers helpful clarity my recommendation to you is to phrase the recommendation that you want Trust Council to pass as your

[2:32:40] Voice 17: recommendation certainly as the cao mentioned we can add some narrative under before or after

[2:32:45] Voice 17: the cao comment section to reflect any narrative or explanatory message you want to send to trust

[2:32:50] Voice 17: council in terms of a rationale yep

[2:32:55] Trustee Luckham: uh so now dan your amendment to the motion which has not been

[2:33:03] Trustee Luckham: seconded yet

[2:33:08] Voice 9: yeah this is challenging because

[2:33:10] Trustee Rogers: um i um i know this is the way we we've always done

[2:33:18] Trustee Rogers: on business and I think it's extremely awkward in this case to do it that way because my inclination

[2:33:26] Trustee Rogers: is to simply forward your report as it is and with any tweaking you want to do and then make

[2:33:33] Trustee Rogers: a recommendation from EC as to what we think what option we should choose and then leave it to trust

[2:33:38] Trustee Rogers: council to decide what they want to do but that doesn't fit within the narrative you just

[2:33:44] Trustee Rogers: is laid out direct freighter you want us you want the recommendation at the top of the report to be

[2:33:50] Trustee Rogers: what the ec wants what happens to the recommendation from staff if we do that well

[2:33:58] Voice 17: through the chair

[2:33:59] Voice 17: um there is no recommendation from staff you'll see it's filled with x's right now

[2:34:04] Voice 17: so that we i think the cao comments would stand but you would have the the uh the uh executive

[2:34:12] Voice 17: committee recommendation at the top my experience with trust council is this leads to a more

[2:34:16] Voice 17: efficient conversation at trust council and reduces the potential confusion at the table

[2:34:22] Voice 17: but certainly we will we will this is your document this is

[2:34:24] Voice 9: your rfd to trust council

[2:34:26] Voice 9: it

[2:34:33] Voice 10: does

[2:34:42] Trustee Rogers: say staff identified scenario two is the preferred scenario so i took that as the

[2:34:47] Trustee Rogers: recommendation but maybe i'm missing

[2:34:50] Voice 11: that is not the recommendation the recommendation is is this

[2:34:54] Voice 11: is your document going forward um right now the staff aren't on record as having a recommendation

[2:34:59] Voice 11: and like i said before given the parameters we've got whether this is affordable um and the last

[2:35:05] Voice 11: direction from trust council we've indicated um a preferred option but we don't have all the info

[2:35:11] Voice 11: and um certainly support ec's um direction here it's a matter of how it now gets funded

[2:35:18] Voice 11: um to go beyond uh the parameters that we're working under so i i don't see why you couldn't

[2:35:26] Voice 11: add the amendment here that the executive recommend trust council approved this scenario

[2:35:32] Voice 11: and an additional transfer um of up to 82 000 from the general from 62 000 from the general

[2:35:39] Voice 11: revenue surplus fund and a further 20 000 from any identified um remaining shortfall in the 2022

[2:35:48] Voice 11: budget okay

[2:35:52] Trustee Rogers: well i i suggest we start over then okay

[2:35:56] Voice 11: um

[2:35:58] Trustee Rogers: at least at least after the uh

[2:36:03] Trustee Rogers: is if we could perhaps defeat all these motions and start again that's what if that's what the

[2:36:10] Trustee Rogers: chair thinks we need to do because i i'm not sure we can withdraw motions at this point

[2:36:14] Trustee Rogers: okay

[2:36:14] Trustee Luckham: i don't know that we need to defeat the motion that is moved and seconded already this

[2:36:22] Trustee Luckham: is what we have is an amendment to the essentially the wording of the original motion um and i i

[2:36:30] Trustee Luckham: think i think what needs to simply be changed is the amount um so an amendment does seem appropriate

[2:36:37] Trustee Luckham: to me just to that and then a second motion to ask staff to amend the rfd to include uh funding

[2:36:47] Trustee Luckham: shortfall options that's the way i interpret it okay

[2:36:54] Trustee Rogers: well my

[2:36:57] Voice 9: chair fast

[2:36:58] Trustee Rogers: has tried i've tried

[2:36:59] Trustee Rogers: maybe someone else can try now uh point of order laura

[2:37:05] Trustee Luckham: patrick a try point of

[2:37:08] Trustee Patrick: order according to

[2:37:09] Trustee Patrick: robert's rules of order we may withdraw after debate has begun the motion belongs to council

[2:37:13] Trustee Patrick: our board and can be withdrawn by a majority vote or unanimous consent well

[2:37:22] Trustee Luckham: yeah i agree with that

[2:37:23] Trustee Luckham: completely i don't know the necessity for that but if that's what the advice chairs want to do

[2:37:28] Trustee Luckham: we can withdraw so we we have not got a seconder for an amendment we can withdraw uh the um

[2:37:36] Trustee Luckham: original motion um and start again so and that and so um do i have a motion to withdraw uh

[2:37:44] Trustee Luckham: vice chair fast i

[2:37:46] Trustee Fast: was going to second dan rogers amendment except

[2:37:50] Voice 5: that we need to

[2:37:55] Voice 5: uh yeah so

[2:37:57] Trustee Fast: i would like

[2:37:57] Voice 5: to change that the amendment is clear at this point i move to

[2:38:03] Trustee Luckham: withdraw the original motion thank you vice chair patrick so do i have a seconder for withdrawal

[2:38:09] Trustee Luckham: i have vice chair rogers thank you all those in favor any opposed none opposed okay so that's

[2:38:19] Trustee Luckham: That's withdrawn.

[2:38:20] Trustee Luckham: Now, let's start again by Chair Rogers or Laura Patrick.

[2:38:27] Trustee Luckham: It doesn't matter to me.

[2:38:28] Trustee Rogers: It doesn't matter.

[2:38:29] Trustee Rogers: I'll move that the executive committee recommend

[2:38:31] Trustee Rogers: trust council approve the islands 2050 phase three

[2:38:36] Trustee Rogers: public engagement project charter scenario three

[2:38:42] Trustee Rogers: and approve an additional transfer of up to,

[2:38:45] Trustee Rogers: sorry, of $62,000 from the general revenue surplus

[2:38:50] Trustee Rogers: fund and the cao had the best language and for and explore options for funding other

[2:39:02] Trustee Rogers: and consider options sorry for funding any uh shortfall okay period

[2:39:21] Trustee Luckham: at the end of shortfall

[2:39:23] Trustee Luckham: all right thank you um does that

[2:39:26] Trustee Luckham: help does that help staff it

[2:39:31] Voice 11: helps but for total clarity

[2:39:36] Voice 11: so I've wiped my mind clear leave that stuff there Laurie if you could just for reference

[2:39:42] Voice 11: because it has the numbers in it could you just yeah yeah and

[2:39:48] Voice 11: help me out staff yeah so Laurie

[2:39:53] Trustee Luckham: delete the amendment starts with rogers forward slash no

[2:39:57] Voice 11: I was asking if just for clarity's sake

[2:40:00] Voice 11: we could keep the numbers there because those those numbers add up

[2:40:06] Voice 9: scenario

[2:40:07] Voice 11: three

[2:40:10] Voice 11: requiring so what i'm going to try and say is it requires a so it's clear a total additional funds

[2:40:16] Voice 11: of eighty two thousand dollars correct made up of an additional transfer of sixty two thousand from

[2:40:25] Voice 11: general revenue and the remainder by any budget shortfall from 2020 to 2023 2021 2022 okay i see

[2:40:41] Trustee Luckham: what you're saying because

[2:40:42] Voice 11: i want the totality your expression to be the totality of the idea

[2:40:48] Voice 11: so it's uh to approve an additional funding of eighty two thousand so of eighty two thousand

[2:40:57] Voice 11: dollars made up of 62 from general revenue surplus fund and the remainder from um budget shortfall

[2:41:09] Voice 11: from budget 2021 2022 so does

[2:41:15] Voice 11: that make sense

[2:41:16] Trustee Luckham: and it's following scenario three you want to say

[2:41:19] Trustee Luckham: for up to eighty two thousand dollars yes

[2:41:23] Voice 11: otherwise they're not yeah i don't see how

[2:41:33] Voice 11: trust council will know what the total amount is right

[2:41:39] Trustee Luckham: so dan do you consider that a

[2:41:43] Trustee Luckham: a friendly amendment to add the words for up to eighty two thousand dollars between the number

[2:41:49] Trustee Luckham: three and the word and so rogers agrees with that so if we can uh it's just not an amendment it's

[2:41:59] Trustee Luckham: just an edit now um no no no not

[2:42:02] Trustee Rogers: there no not

[2:42:03] Trustee Rogers: there not there

[2:42:04] Voice 5: scenario three next lineup laurie

[2:42:08] Voice 5: so

[2:42:09] Voice 11: there should be one person speaking to laurie yeah

[2:42:11] Voice 5: perfect laurie right there and

[2:42:19] Voice 9: this is just

[2:42:19] Voice 9: for your consideration and maybe put the word four in between three and up and maybe uh help me out

[2:42:38] Trustee Luckham: here uh i think it should we should delete the word additional and just say approve a transfer

[2:42:45] Voice 11: i would say after 82 000 mr chair comma consisting of comma oh consisting of and then get rid of

[2:42:55] Voice 9: everything up to additional oh we need

[2:43:02] Voice 11: ann sorry my mistake an additional transfer 62 from the

[2:43:05] Voice 11: general observable film and the remainder uh and right there and the remainder to be funded by um

[2:43:23] Voice 18: from any budget shortfall yes

[2:43:25] Voice 11: from any from

[2:43:27] Voice 18: any budget shortfall from

[2:43:33] Voice 11: 21 22 so now you have

[2:43:35] Voice 11: something on the table that we can well

[2:43:42] Voice 8: there you go now

[2:43:45] Voice 11: i turn to julia to say does that make sense

[2:43:48] Voice 11: financially i

[2:43:50] Voice 15: would suggest that the language of budget shortfall is pretty passive it sounds as

[2:43:55] Voice 15: if we're just going to wait and see where we don't spend money i would suggest if we're looking to

[2:44:00] Voice 15: actually plan to find funding from the existing approved budget that we perhaps change the wording

[2:44:08] Voice 15: to read that the remainder be funded by um

[2:44:12] Voice 11: reallocation that

[2:44:16] Voice 15: would be a good word yes

[2:44:18] Voice 9: right

[2:44:18] Voice 15: from

[2:44:20] Voice 11: budget 2021 2022. yeah

[2:44:24] Voice 15: reallocation of funds in the approved 2021 2022 budget

[2:44:30] Voice 8: beautiful

[2:44:33] Voice 8: director mobs and

[2:44:38] Voice 15: laurie i would suggest uh reallocation of funds from the approved

[2:44:42] Voice 15: that's great second

[2:44:47] Trustee Fast: oh oh oh let's

[2:44:49] Trustee Luckham: make sure the movers happen yeah

[2:44:51] Trustee Fast: at

[2:44:51] Trustee Luckham: that and

[2:44:52] Trustee Fast: I see Claire's hand up again too

[2:44:55] Trustee Luckham: trustee Claire okay over to you director

[2:45:01] Voice 17: I'm just wanting to check in if there's a potential for confusion because of course

[2:45:06] Voice 17: the project charter list 169,000 is the cost of scenario three and you've got recommends that

[2:45:12] Voice 17: trust council approve the public engagement charter scenario three for up to 82,000

[2:45:16] Voice 17: so I think there might be some clarity we could add there that recognizes that the cost of the

[2:45:22] Voice 17: whole project is 169 but you're wanting to find an additional 82 000 in funding that makes sense

[2:45:30] Voice 17: i haven't come up with a solution for you yet you

[2:45:36] Voice 9: are of course correct um

[2:45:40] Trustee Fast: could we just add

[2:45:44] Trustee Fast: the words an additional 62 000 or sorry no 82 000 it does it does say that no no no no the

[2:45:54] Trustee Rogers: the additional 62 is from general revenue sir but i hear claire's point is to say and and uh

[2:46:01] Trustee Rogers: it should it should read scenario three and approve a budget of an additional eighty two

[2:46:08] Trustee Rogers: thousand dollars consisting of excellent yeah an additional yeah

[2:46:27] Voice 10: okay

[2:46:30] Voice 7: does

[2:46:32] Voice 9: the second additional

[2:46:33] Trustee Luckham: need to be there

[2:46:34] Trustee Rogers: yep okay we've already done one that we've already moved one transfer

[2:46:39] Trustee Rogers: yeah

[2:46:40] Trustee Luckham: okay are we happy with this uh vice chair rogers this

[2:46:48] Trustee Rogers: is not my way this is not the way

[2:46:51] Trustee Rogers: i would go forward but i'm i'm as happy as i can be today

[2:46:54] Voice 5: is there any discussion i'm going to call

[2:47:01] Voice 5: for the vote then all those in favor and that carries

[2:47:05] Trustee Luckham: in and say thank you all for the

[2:47:07] Trustee Luckham: the collaborative effort, including staff to get us to this place.

[2:47:12] Trustee Luckham: And so now that is the recommendation for the RFD.

[2:47:18] Trustee Luckham: We haven't talked about procurement yet.

[2:47:22] Trustee Luckham: But it does occur to me that this is an ideal opportunity to have a lunch break.

[2:47:30] Trustee Luckham: And let me just have a look here it's 1150.

[2:47:35] Trustee Luckham: um so yeah so procurement i think it is necessary to discuss in context of this rfd would that be

[2:47:47] Trustee Luckham: correct ceo hudson piller and claire it

[2:47:50] Voice 11: would be i don't know whether you can finish in 10 minutes

[2:47:52] Voice 11: or not you might be able to

[2:47:53] Trustee Luckham: well it's up to you

[2:47:56] Voice 11: but it has we have to discuss the matter

[2:48:00] Trustee Luckham: yeah well let's give it 10 minutes and if we're not done in 10 minutes let's have a hard stop and

[2:48:06] Trustee Luckham: go for lunch at 12. I'm going to say I don't know that I want to spend $12,000 to save two or three

[2:48:12] Trustee Luckham: weeks, two months, I might consider it. Vice Chairs, what do you think? Vice Chair Patrick?

[2:48:22] Trustee Patrick: Well, there's a conversation that will have to occur at Trust Council, and that is somewhat

[2:48:26] Trustee Patrick: about schedule, because that is important as to how robust scenario three is can affect the

[2:48:33] Trustee Patrick: schedule and um so there is going to need to be a very important conversation on schedule and how

[2:48:39] Trustee Patrick: important is that and does this twelve thousand dollars buy you the time that you know allows us

[2:48:46] Trustee Patrick: to meet the schedule that trust council wants to see so it's kind of hard to sever unless we decide

[2:48:56] Trustee Patrick: schedule now right

[2:48:58] Trustee Luckham: and we don't want to do that necessarily uh vice chair faster vice chair rogers

[2:49:03] Trustee Luckham: and then i have another question i

[2:49:12] Trustee Rogers: just wish we could direct award this but we can't

[2:49:17] Trustee Luckham: so then that begs my question because obviously if they're going from a preferred list of

[2:49:25] Trustee Luckham: contractors we don't actually have a choice of who that is or have the opportunity to determine

[2:49:33] Trustee Luckham: determine from multiple bids what we would prefer to be an appropriate contractor and an appropriate

[2:49:40] Trustee Luckham: proposal with that it limits our options is that true ceo hudson that is true

[2:49:47] Trustee Luckham: okay

[2:49:48] Voice 11: and mr chair um

[2:49:50] Voice 11: more globally i think we have to have a discussion much like trustee uh vice chair patrick said and

[2:49:56] Voice 11: that is um the schedule you know you're keeping in mind i now you'll hear this from me all the

[2:50:01] Voice 11: time this little triangle of scope cost and time and when you give up one it affects the others

[2:50:09] Voice 11: or vice versa so we have to look at a robust project phase three may or may not allow us as

[2:50:20] Voice 11: if you just do the math to get to march with the fully realized documents so then that would be

[2:50:24] Voice 11: June and we are then getting very close to the local government elections in October

[2:50:32] Voice 11: and I think we just have to frankly acknowledge that fact and where this project is normally

[2:50:38] Voice 11: significant work sometimes work gets done you know just in the month before an election but

[2:50:46] Voice 11: usually that isn't so the more the more robust project possibly could take us into

[2:50:52] Voice 11: to a longer timeframe than we currently have as directed.

[2:50:57] Voice 11: And maybe that's just a consequence of the significance

[2:51:02] Voice 11: of doing the policy statement amendment work.

[2:51:04] Voice 11: Claire warned me this would take several years

[2:51:06] Voice 11: and I just kept on saying,

[2:51:07] Voice 11: oh no, we could get it done in two.

[2:51:13] Voice 11: So then becomes a question of affordability.

[2:51:17] Voice 11: How much money do you have to devote to this project?

[2:51:19] Voice 11: The additional $12,000 takes us up close to, you know, if we've spent a couple hundred thousand

[2:51:26] Voice 11: dollars already on staff work over the last couple of years and so forth, we're into, and then you

[2:51:32] Voice 11: add in the $169,000 and then another $12,000 we're into getting close to $200,000. So affordability

[2:51:38] Voice 11: does become a question. I think we might just go with the regular procurement. The regular

[2:51:44] Voice 11: regular procurement process uh would just be a certainly a viable alternative thanks okay

[2:51:51] Voice 8: and

[2:51:52] Voice 11: you know whatever claire you know claire can have her her view on this as well in terms of you

[2:51:56] Voice 11: know she's tasked with mending the policy statement and and time is a um one of those

[2:52:02] Voice 11: factors time or cost yeah

[2:52:06] Trustee Luckham: anything claire otherwise i'll go to director or vice chair

[2:52:10] Trustee Luckham: no

[2:52:10] Voice 17: i would say the time frame is political that's it's up to you to determine um under which time

[2:52:16] Voice 17: frame you want to get it done we just wanted to share the options that we learned about

[2:52:19] Voice 17: um with the associated costs okay

[2:52:22] Voice 7: vice chair fast well

[2:52:23] Trustee Fast: i'm just agreeing with uh vice chair patrick

[2:52:26] Trustee Fast: in that uh depends on the decision of trust council takes whether to go with scenario one

[2:52:33] Trustee Fast: two or three um and that'll if they go with two or one uh then we can choose to go might be a good

[2:52:42] Trustee Fast: decision to go faster we can have that discussion after the choice has been made yeah

[2:52:49] Trustee Luckham: i agree i

[2:52:49] Trustee Luckham: think the information is in the rfd and if council agrees to go with our recommendation then council

[2:52:55] Trustee Luckham: can also make the decision to advance the procurement and spend the extra 12 000 seems

[2:53:01] Trustee Luckham: pretty straightforward to me

[2:53:02] Voice 5: so then maybe we've made that decision in 10 minutes that's a miracle

[2:53:07] Voice 5: call and uh is

[2:53:09] Trustee Luckham: there anything else we need to discuss about um item uh seven point i've lost

[2:53:16] Trustee Luckham: my page uh right here 7.4.3 no then let's advance oh go

[2:53:25] Trustee Luckham: ahead um

[2:53:26] Voice 17: i just heard some commentary around

[2:53:28] Voice 17: on the scenario three project charter that there might be a desire to change the objectives to

[2:53:32] Voice 17: reflect like deeper relationships or stronger relationships with constituency did you want

[2:53:36] Voice 17: me to make that change i

[2:53:40] Voice 5: see nodding yes

[2:53:41] Voice 17: so

[2:53:43] Voice 11: he's by amending two or three right

[2:53:47] Voice 17: i understand i

[2:53:48] Voice 17: would i would amend scenario three to add some more or an adjective or two relating to the deeper

[2:53:55] Voice 17: relationships or deeper work

[2:53:57] Trustee Luckham: right right do you want a motion to that effect um

[2:54:02] Voice 17: no i think it's

[2:54:04] Voice 17: fine we could perhaps or we could just say by consent by consent

[2:54:07] Voice 17: the

[2:54:08] Trustee Luckham: document be amended um

[2:54:11] Trustee Luckham: for the option three to add language

[2:54:15] Trustee Luckham: around deeper engagement or whatever it is you choose to use.

[2:54:20] Trustee Luckham: Yeah, okay.

[2:54:21] Trustee Luckham: Vice Chair Rogers.

[2:54:23] Trustee Rogers: I just wanted to raise one more thing.

[2:54:26] Trustee Rogers: In the two project charters in scenario three,

[2:54:29] Trustee Rogers: you look like you're hiring a communications consultant,

[2:54:32] Trustee Rogers: whereas in the version two,

[2:54:35] Trustee Rogers: you're hiring a four month full-time communications person

[2:54:38] Trustee Rogers: person on staff but the cost is the same and I wondered if you had a preference and why you

[2:54:45] Trustee Rogers: made that distinction between the two project charters.

[2:54:52] Voice 17: So this was a recommendation of MODIS

[2:54:54] Voice 17: that was built into your scenario three was that there be a communications consultant hired for

[2:54:59] Voice 17: scenario three. There is still additional work required at our end because of course we are the

[2:55:05] Voice 17: ones issuing the press releases and the subscriber notices and updating the website internally

[2:55:09] Voice 17: but my thought was because we also have more engagement time from an engagement consultant

[2:55:16] Voice 17: there might be that additional capacity on staff freed up to take on some of those internal tasks

[2:55:22] Voice 17: so I didn't put in staffing new staffing costs with scenario three that was the rationale so

[2:55:28] Voice 17: we're going with what you know I'm presenting you with the options provided by modus and I'm

[2:55:34] Voice 17: I'm hopeful that we would free up some of the communication time we would use under scenario two by having additional engagement support and communication support in scenario three.

[2:55:44] Trustee Rogers: Okay, so what I would recommend to you is that you do whatever is the easiest for you to do and the most effective.

[2:55:53] Trustee Rogers: So I think those are interchangeable options for you.

[2:55:58] Trustee Rogers: whether you have a consultant sometimes having a consultant's easier but sometimes having someone

[2:56:03] Trustee Rogers: on staff for four months may be a better use of your time so i would not feel bound by the fact

[2:56:10] Trustee Rogers: that you put a consultant in scenario three if you come to the conclusion that having someone

[2:56:15] Trustee Rogers: on staff for four months is a better use of that money okay

[2:56:19] Voice 10: i

[2:56:20] Trustee Rogers: i noted it and i thought that was an

[2:56:23] Trustee Rogers: odd juxtaposition i'm anyway i'll leave that to you you're the manager so

[2:56:28] Voice 17: i won through the chair

[2:56:30] Voice 17: if i might i wonder if we

[2:56:31] Voice 17: should amend um if with that comment if if you would like me to amend the

[2:56:35] Voice 17: version 3 project charter to say consultant or staff um in the version 3 project charter sure

[2:56:42] Voice 10: okay sure

[2:56:44] Voice 8: and you obviously require specific

[2:56:47] Trustee Luckham: direction from council at some point

[2:56:50] Voice 10: and

[2:56:51] Trustee Luckham: particularly it would respect and i'm just looking at the rfd now um particularly with

[2:56:57] Trustee Luckham: respect to the idea of hiring a communications staff person because that would be obviously

[2:57:02] Trustee Luckham: something that council would want to direct am i not mistaken um

[2:57:08] Voice 17: perhaps i'll let the cio answer

[2:57:09] Voice 17: that question you'd

[2:57:11] Voice 11: have to rephrase that question for me to understand it one more time mr chair

[2:57:14] Voice 11: i

[2:57:14] Trustee Luckham: see so the recommendation in all three scenarios is that we hire a communication

[2:57:19] Trustee Luckham: communications person on staff in order to work with the consultant and so that is something that

[2:57:25] Trustee Luckham: is embedded but it's not necessarily addressed in this rfd because it would it not be appropriate

[2:57:35] Trustee Luckham: for council to direct that or do you have no no

[2:57:39] Voice 11: there's a you know we can achieve that um

[2:57:43] Voice 11: if you can appreciate a lot of different ways we could reallocate a current staff person to

[2:57:47] Voice 11: take that up and then someone take on day-to-day activities or we could hire someone to do specific

[2:57:51] Voice 11: work it might be a burden for trust council to get too into the details there and it won't help them

[2:57:57] Voice 11: and it won't help us so okay um

[2:58:00] Voice 11: i think we're okay there um that's great

[2:58:03] Voice 11: as you move forward

[2:58:04] Voice 11: i just did want to comment that we do have an updated engagement strategy on page 51

[2:58:10] Voice 11: and i just had the sense that we're about to move on from that um it has been amended this

[2:58:15] Voice 11: is claire's work but uh it has been amended um as per uh some of the comments that uh or the

[2:58:20] Voice 11: comments that you provided uh last week and um here it sits and i take it by it moving forward

[2:58:27] Voice 11: that it is in a reasonable position to go forward to trust council for conversation and just want to

[2:58:32] Voice 11: note that before we we moved on or respond to any questions around the um the second draft

[2:58:39] Voice 11: thank

[2:58:42] Trustee Luckham: you for that yeah I want to thank staff player for facilitating those edits

[2:58:50] Trustee Luckham: myself and EC so is there any further comments or should we advance this document as amended to

[2:59:00] Trustee Luckham: council I think I'm seeing that we will advance this by general consent item 7.4.3 as amended

[2:59:07] Trustee Luckham: to council by general consent thank you everybody 12 o'clock let's have a half an hour for lunch

[2:59:14] Trustee Luckham: come back at 12 32 and uh keeping in mind we've got a minister meeting at two o'clock but we're

[2:59:21] Trustee Luckham: doing very well thank you everybody thank

[2:59:24] Voice 9: you laurie sticking with us sorry that was return at

[2:59:34] Voice 9: 12 32 that is correct

[3:00:01] Voice 9: Can you hear me? Hello? Hello? Yes.

[3:00:06] Voice 11: Okay. No, I can't get it. Nope. Sorry. I'm making a phone call.

[3:00:11] Voice 9: Okay, bye.

[3:00:38] Voice 10: Russ speaking. Russ speaking. Russ speaking. Hello?

[3:28:43] Voice 9: Well, CAO, thank you for the conversation.

[3:29:08] Trustee Fast: It's Sue Ellen. I'm here. I can't start my video for some reason. Or maybe I have. I don't know.

[3:29:16] Trustee Luckham: well i don't see you last i saw you had your little green sticky tape over there you are

[3:29:22] Voice 7: so

[3:29:40] Trustee Luckham: uh there it says recess even at section eight so our timing is right on see you

[3:29:46] Voice 8: very good

[3:29:47] Trustee Luckham: and um while we're waiting trust the vice chair patrick i think we've now concluded

[3:29:58] Trustee Luckham: section seven point

[3:29:59] Trustee Luckham: Bye-bye.

[3:30:00] Trustee Luckham: is that correct i

[3:30:02] Voice 9: believe so all right well

[3:30:09] Voice 8: then that does that for council just got to look at

[3:30:12] Voice 8: this amend the addendum here for a second um yeah i think uh that concludes that 27.4.3 yep so

[3:30:38] Voice 8: we're good so we got a couple additional items at 9.13 no they're

[3:30:47] Trustee Luckham: already just coming late okay

[3:30:49] Trustee Luckham: Okay. Well, it looks like we're all back. Thank you very much, everybody, for a good morning

[3:30:53] Trustee Luckham: and returning on time. I'm going to suggest that we've got a meeting coming up at two,

[3:31:02] Trustee Luckham: that perhaps we should break at 1.45, just to have a briefing and a refreshment break,

[3:31:09] Trustee Luckham: and then we'll dial into the minister's call. Vice Chair Fast, Vice Chair Rogers.

[3:31:16] Trustee Luckham: I

[3:31:17] Trustee Fast: believe we need to call in at 1 45.

[3:31:22] Trustee Luckham: I thought I'd seen that somewhere else and so thank you for

[3:31:26] Trustee Luckham: that then so uh um so then let's break at 1 30 and to get to go in at 1 45. Okay thank you and

[3:31:36] Trustee Luckham: thank you Lisa for jumping in there. So let us begin then. So executive committee well let me

[3:31:42] Trustee Luckham: just first acknowledge members of the public joining us here for the executive committee

[3:31:46] Trustee Luckham: meeting of September the 8th, and yep, September the 8th, and welcome you. We've conducted all of

[3:32:00] Trustee Luckham: our work for Trust Council meeting preparation coming up in September, and want to acknowledge

[3:32:08] Trustee Luckham: that we're meeting here broadly across the Coastal Territory of the Southern Gulf Islands and

[3:32:14] Trustee Luckham: um and environs in vancouver island and i'm grateful to live and work here uh particularly

[3:32:19] Trustee Luckham: in the penelican lax and territory where i'm elected so um thank you let us get on to executive

[3:32:28] Trustee Luckham: oh well let me just introduce you but trustee rogers dan bierkege trustee patrick salt spring

[3:32:34] Trustee Luckham: island trustee fast um bowen island municipal counselor and trustee ceo russ hobsonpiller

[3:32:41] Trustee Luckham: who joined us today, Lisa Wilcox, Intergovernmental Liaison, Laurie Foster, our amazing executive

[3:32:51] Trustee Luckham: assistant, looking after technology in minutes, Carmen Teal, Legislative Service Manager,

[3:32:58] Trustee Luckham: Director of Clear Freighter, Trust Fair Services, Director Julia Mobs, Administrative Services,

[3:33:05] Trustee Luckham: is director david mauler um local planning services i think that gets everybody oh and

[3:33:12] Trustee Luckham: we still have warren dingman in there waiting to give us a report on file enforcement that's

[3:33:19] Trustee Luckham: coming up in camera as well i think okay let's get on with what we've got here so the first item

[3:33:24] Trustee Luckham: on my agenda here is at 9.1.3 which is indigenous youth and elder engagement on healthy watersheds

[3:33:31] Trustee Luckham: with not so much and honest trust additional funding request for decision that came to you

[3:33:38] Trustee Luckham: as a late item in the agenda package at 9.1.3.1 and 9.3.1.1 yeah that's correct late item at

[3:33:50] Trustee Luckham: point 1.1 so Lisa Wilcox is the author of this so CEO or David Mahler I see you both on the screen

[3:34:01] Trustee Luckham: you want to make some introductions or just turned over to um uh intergovernmental liaison

[3:34:09] Trustee Luckham: well

[3:34:10] Voice 11: i briefly say this mr chair uh this is a welcome initiative um and i think reflective

[3:34:15] Voice 11: of generally where we're going um across the islands trust and i don't think we would be in

[3:34:20] Voice 11: this position um if we hadn't invested two or three years of um developing relationships

[3:34:25] Voice 11: um and to this place i will note that this is a further grant that the islands trust has received

[3:34:31] Voice 11: this has got to be a record-setting year and though it comes with some significant work and

[3:34:37] Voice 11: I'm happy to turn it over to Lisa to provide an overview unless David wants to add in but

[3:34:43] Voice 11: that's that's it for me thanks I

[3:34:48] Voice 2: have nothing to add I just yeah maybe at least if you could

[3:34:53] Voice 2: provide the overview that'd be great thank you thank

[3:34:57] Trustee Luckham: you over to you Lisa yeah thank you

[3:34:59] Voice 16: executive committee and CAO Hudson-Peller and Director Marler. This is additional funding

[3:35:06] Voice 16: that the funder which is a provincial healthy watersheds initiative is bringing to the islands

[3:35:13] Voice 16: trust to work with Natsuma tribal council and the Natsuma events planning team and that's their

[3:35:23] Voice 16: economic development non-profit that holds events so this is really an initiative that has been

[3:35:30] Voice 16: brought forward by um planner narissa chadwick and really her important work on bringing this

[3:35:38] Voice 16: funding to the islands trust and creating this opportunity with natsuma tribal council

[3:35:43] Voice 16: the uh we would work with the event planners at natsuma and have them come forward with ideas

[3:35:51] Voice 16: is about how to engage with youth and elders on the importance of water and the cultural importance

[3:35:57] Voice 16: of water and this additional funding of 55 000 would help support film work engaging with elders

[3:36:04] Voice 16: having a retreat session that brings them either back to one of the islands or in another location

[3:36:11] Voice 16: that natsuma feels would be appropriate it would create educational material that we could use

[3:36:18] Voice 16: not only to help islanders understand the importance of water and that interconnection

[3:36:23] Voice 16: with all of the things that are in the places that we live here in the Salish Sea Basin but also

[3:36:29] Voice 16: create opportunities for us to build the relationship with the 11 nations that are

[3:36:35] Voice 16: part of Natsuma Tribal Council. So we're quite excited about this moving forward and the

[3:36:42] Voice 16: opportunities that it provides the Islands Trust to engage at different levels which are

[3:36:47] Voice 16: are led by the indigenous community

[3:36:50] Voice 16: versus something that is led directly by the Islands Trust.

[3:36:54] Voice 16: So.

[3:36:59] Voice 11: We support the recommendation.

[3:37:00] Voice 16: Yes, we support the recommendation.

[3:37:01] Trustee Luckham: This is

[3:37:02] Trustee Luckham: very good news.

[3:37:03] Trustee Luckham: That's very good, Lisa.

[3:37:05] Trustee Luckham: Thank you very much for your work.

[3:37:09] Trustee Luckham: And indeed, this is very important.

[3:37:12] Trustee Luckham: So let's just see if vice-chairs have any questions.

[3:37:15] Trustee Luckham: Otherwise there is a recommendation in the report for us.

[3:37:19] Trustee Luckham: vice chairs uh vice chair patrick and then fast oh

[3:37:25] Trustee Patrick: i was gonna say i'm happy to move the motion

[3:37:27] Trustee Patrick: unless there's further discussion so i'll proceed

[3:37:32] Trustee Patrick: then i guess i moved that the executive committee

[3:37:34] Trustee Patrick: support an amendment to the current funding from the provincial healthy watershed initiative to

[3:37:39] Trustee Patrick: receive additional grant funding of up to 55 000 to support work with the not not samat

[3:37:46] Trustee Patrick: tribal council and islands trust and the islands trust so

[3:37:51] Trustee Luckham: moved has that seconded by uh vice chair

[3:37:55] Trustee Luckham: fast you wish to speak to the motion i

[3:37:58] Trustee Fast: just wanted to say it was great to see this and uh and uh i'm

[3:38:03] Trustee Fast: all for education this seems to be uh one of those projects that might um uh create stewardship and

[3:38:12] Trustee Fast: reconciliation and all kinds of good things together so i'm uh i'm in favor

[3:38:16] Trustee Luckham: thank you

[3:38:19] Trustee Luckham: anybody else and i'll call the vote all those in favor and that carries unanimously excellent

[3:38:29] Trustee Luckham: well again elise walcox thank you very much for your terrific work and this really helps advance

[3:38:35] Trustee Luckham: our reconciliation efforts thank you oh

[3:38:39] Voice 16: sam thank you yeah

[3:38:40] Voice 5: all

[3:38:42] Trustee Luckham: right let's move along then now this

[3:38:45] Trustee Luckham: This brings us to jumping back and forth

[3:38:49] Voice 8: between this agenda and the other one and two screens.

[3:39:04] Trustee Luckham: Sorry.

[3:39:05] Trustee Luckham: I want to make sure I'm in the right place.

[3:39:08] Trustee Luckham: Yeah.

[3:39:08] Trustee Luckham: Okay.

[3:39:09] Trustee Luckham: So then we're at 9.2.1.

[3:39:11] Trustee Luckham: This executive committee initiated and this is 9.2.11 is from Trustee Rogers regarding webinars and indigenous perspectives on climate change discussion.

[3:39:21] Trustee Luckham: So, Vice Chair Rogers, over to you.

[3:39:23] Trustee Luckham: Yeah,

[3:39:27] Trustee Rogers: my email is relatively brief and I'd like to have the director on if I could.

[3:39:36] Trustee Rogers: I was confused at the last TPC meeting because I had always understood this issue of a future

[3:39:43] Trustee Rogers: webinar on climate change from an Indigenous perspective was a TPC initiative and we just

[3:39:51] Trustee Rogers: simply had not been able to go further uh i went back and found um indeed in november in early

[3:40:00] Trustee Rogers: december or november of last year tpc passed a motion uh recommending that ec take this up

[3:40:07] Trustee Rogers: which i i don't understand even on reflection why we would pass it to ec but in any case i don't

[3:40:15] Trustee Rogers: think it ever appeared on the ec agenda um i can't find it anywhere on our projects list i've been

[3:40:20] Trustee Rogers: back through all of the projects from from lists back through January and February and can't find

[3:40:28] Trustee Rogers: it anywhere and I don't think we ever made a conscious decision to drop it off our projects

[3:40:33] Trustee Rogers: list so I'm I think it may have just fallen through the cracks and and I again and so I

[3:40:42] Trustee Rogers: thought I given that there the report to TPC was is that EC was supposed to be for pursuing this

[3:40:49] Trustee Rogers: which as i said i had thought it was part of our um our series of webinars that we were working on

[3:40:57] Trustee Rogers: related to climate stewardship i'm not i have no clear recollection why it would have been sent to

[3:41:03] Trustee Rogers: ec but in any case i thought it was an important and good initiative and hopefully we can pick it

[3:41:09] Trustee Rogers: back up if it is an ec function and i i so i raised that question for the director if she

[3:41:15] Trustee Rogers: has a different recollection or can help me with my my um my seniors gaps moments um uh and see if

[3:41:25] Trustee Rogers: we can figure out how to get this back work moving if that's what people would like all right so

[3:41:32] Voice 17: through the chair onto that um i would i would have to go back actually i'm sorry i meant to do

[3:41:38] Voice 17: this before the meeting but my recollection is that it was um provided to executive committee

[3:41:43] Voice 17: as an initiative so it could be funded out of the reconciliation action plan of last year which was

[3:41:48] Voice 17: under the auspices of executive committee I think we didn't have sufficient budget at trust programs

[3:41:53] Voice 17: committee and so it was deemed that doing it this way was one way to accomplish it of course then

[3:41:58] Voice 17: COVID happened and it didn't happen um I don't know why it wasn't on the projects list that also

[3:42:04] Voice 17: I didn't have time to sleuth that out but that was something I noted when I went back to find

[3:42:08] Voice 17: the resolution and then tried to piece it together um that it wasn't on for projects list um so just

[3:42:14] Voice 17: just that's my recollection of why it was handled the way it was handled, so that it could be

[3:42:18] Voice 17: delivered under the Reconciliation Action Plan. I know when our former program coordinator was

[3:42:23] Voice 17: with us, it was challenging to try and find speakers who were wanting to engage in this

[3:42:28] Voice 17: topic. She hadn't necessarily found people to step up to do this, and in the meantime, there have

[3:42:34] Voice 17: been a number of other webinars offered through other learning series that may fill the gap if

[3:42:39] Voice 17: if we wish to just promote those ones

[3:42:41] Voice 17: instead of delivering them ourselves.

[3:42:42] Voice 17: But obviously wouldn't offer necessarily

[3:42:44] Voice 17: the local perspective we might be looking for.

[3:42:47] Voice 17: So that's my recollection.

[3:42:48] Voice 17: We certainly can provide you with a briefing

[3:42:50] Voice 17: on your next meeting to completely tease out

[3:42:52] Voice 17: what happened where and why,

[3:42:55] Voice 17: but that's what I know at this time.

[3:42:57] Trustee Rogers: Right.

[3:42:58] Trustee Rogers: Well, I'd like to pursue it unless,

[3:43:00] Trustee Rogers: either at least have an explanation of a recommendation.

[3:43:04] Trustee Rogers: If it's not possible for us to do it

[3:43:05] Trustee Rogers: either for staffing capacity or reasons,

[3:43:08] Trustee Rogers: reasons or because it's duplicative of something that's already going on out there that we can we

[3:43:15] Trustee Rogers: don't need to do it uh but um i just find that you know one of the things that helps with our trust

[3:43:21] Trustee Rogers: and and and profile and and the reputation of is of the islands trust is are these webinar series

[3:43:29] Trustee Rogers: that are informative and people like them uh and uh i it you know it's it would be very good for

[3:43:35] Trustee Rogers: us that well very good it would be appropriate for us to be be moving forward with more messaging

[3:43:41] Trustee Rogers: around uh around climate change and and indigenous issues um uh as as part of our messaging so

[3:43:52] Trustee Rogers: i would ask for a briefing on what happened to the motion and how we might move forward and a

[3:43:58] Trustee Rogers: recommendation how we might move forward so so i guess would you like a

[3:44:05] Trustee Rogers: motion would you like

[3:44:06] Trustee Rogers: a motion i

[3:44:06] Trustee Luckham: would like a motion so

[3:44:09] Trustee Rogers: so i'll move that uh these executive committee requests staff

[3:44:13] Trustee Rogers: uh to provide a briefing on the um uh potential for uh webinars on uh indigenous perspectives on

[3:44:29] Trustee Rogers: climate change i

[3:44:35] Voice 7: moved to have a seconder i

[3:44:39] Trustee Luckham: have two seconders so i'll go with that

[3:44:41] Trustee Luckham: I saw your hand first, any discussion?

[3:44:47] Trustee Luckham: All those in favor?

[3:44:50] Trustee Luckham: And that carries unanimously.

[3:44:53] Trustee Luckham: Thank you

[3:44:53] Trustee Rogers: for raising that.

[3:44:54] Trustee Rogers: Just one point, you may have noticed Director Frater,

[3:44:57] Trustee Rogers: I didn't put a timeframe specifically in there

[3:45:00] Trustee Rogers: because I know what your workload's like, thanks.

[3:45:03] Voice 17: Thank you, and if I might chair,

[3:45:05] Voice 17: we will include in that briefing some analysis

[3:45:07] Voice 17: or just raising the point of the fact

[3:45:10] Voice 17: that the policy statement,

[3:45:11] Voice 17: if the council chooses to proceed

[3:45:12] Voice 17: with policy statement engagement we'll have to contemplate how those two education series might

[3:45:17] Voice 17: interact or support and or come into conflict with the policy statement program delivery

[3:45:23] Voice 8: right

[3:45:24] Trustee Luckham: that's very good thank you claire for that clarity thank you dan for bringing the

[3:45:29] Trustee Luckham: topic so new business oh

[3:45:33] Trustee Patrick: yes sorry i was just going to say as as well it could also relate

[3:45:37] Trustee Patrick: to some of the activities like um i know there's a quite an initiative with the wasanich leadership

[3:45:43] Trustee Patrick: leadership council and southern gulf islands on um you know blue carbon and other things that

[3:45:50] Trustee Patrick: are conversations that are occurring so there's opportunities to combine some of those webinars

[3:45:53] Trustee Patrick: potentially just uh throwing that out there thank

[3:45:58] Trustee Luckham: you okay then let us um now go to

[3:46:04] Trustee Luckham: next section new business under 10.1.1 trustee patrick regarding tracking the expenses of local

[3:46:13] Trustee Luckham: local trust committees discussion so we'll turn that over to you this

[3:46:18] Trustee Patrick: is more just planting seeds

[3:46:20] Trustee Patrick: as as you know we're having conversations at the regional planning committee and

[3:46:25] Trustee Patrick: the implementation of the the local planning services renewal and all of that and i think

[3:46:32] Trustee Patrick: you know we when we get our our expense reports it's the pure expenditure how much money was spent

[3:46:39] Trustee Patrick: against items for having meetings and all of that where we know the reality is there's a lot more

[3:46:44] Trustee Patrick: time spent with staff and and others so it's just more planning the seed is you know how

[3:46:51] Trustee Patrick: as we move forward is it possible or to to get more reporting in the future

[3:46:59] Trustee Patrick: on total resource expense on through local planning local trust committees

[3:47:14] Trustee Luckham: director mobs has her hand up yeah

[3:47:17] Voice 15: i can provide a brief comment on that um i do think there are

[3:47:22] Voice 15: areas in a lot of our financial reporting um where we can make some improvements i've got a list of

[3:47:27] Voice 15: my own as well um for this one in particular um you specifically noted staff resources as an

[3:47:34] Voice 15: example that one is really tough for us um so staff do not you know typically are not tracking

[3:47:40] Voice 15: their time for particular activities and therefore we we aren't costing out how much time

[3:47:48] Voice 15: or the value of staff time related to specific activities so our staff salaries and benefits

[3:47:55] Voice 15: are coded to their own general ledger line items and so we don't cost them out to these types of

[3:48:01] Voice 15: things and it would actually be a pretty in-depth exercise to include that addition

[3:48:06] Voice 15: you know staff are tracking their time currently by application I believe and there's currently

[3:48:15] Voice 15: your view of that but not by individual activity within an application so for example attending a

[3:48:21] Voice 15: meeting and David Marla can jump in if I'm saying anything inaccurate so staff time is a tough one

[3:48:27] Voice 15: but certainly all of our financial costs should already be incorporated in those reports and if

[3:48:32] Voice 15: there's a different way to present the information that could be helpful for local trust committees

[3:48:36] Voice 15: we can certainly receive that feedback and make some changes as needed okay

[3:48:44] Trustee Luckham: thank you is there

[3:48:46] Trustee Luckham: any specific direction you'd like to take today or we'll take

[3:48:52] Trustee Patrick: just having the conversation of you

[3:48:55] Trustee Patrick: know what's possible and as where we're as we're where we're headed because i know regional planning

[3:49:01] Trustee Patrick: committee and so far we're talking about how you know being very cautious not to say how do you

[3:49:07] Trustee Patrick: deal with the allocation of resources but that is an element of decisions that you know we have to

[3:49:13] Trustee Patrick: make as we're deciding what's a priority project and and all of those items so just getting it

[3:49:18] Trustee Patrick: planted yeah thank you

[3:49:22] Trustee Luckham: very much um i thought has crossed my mind a number of times so in the past

[3:49:30] Trustee Luckham: so it's great um all right i'm going to move on to 10.2 10.2.1 the ltc chairs report on local

[3:49:38] Trustee Luckham: advocacy topics. Is there anything that any of the chairs wish to address with

[3:49:46] Trustee Luckham: local advocacy topics?

[3:49:50] Voice 8: Dan Rogers.

[3:49:52] Trustee Rogers: Sorry just briefly it's not technically an

[3:49:54] Trustee Rogers: advocacy process I just wanted to let Vice Chair Patrick know that I was

[3:50:00] Trustee Rogers: invited to the next Southern Gulf Islands forum and was given the dates for

[3:50:07] Trustee Rogers: the rest of them but the one the Folsom one I think it's the 24th uh I think Chair Luckum was

[3:50:13] Trustee Rogers: invited as well so just an update on that I had that's about all I have to add.

[3:50:23] Trustee Luckham: Okay thank you

[3:50:25] Trustee Luckham: Trustee Rogers indeed I was invited to that as well that's um good to be included anything else

[3:50:33] Trustee Luckham: from anybody no oh director uh vice chair fast thank

[3:50:41] Trustee Fast: you i just wanted to let you know uh in

[3:50:42] Trustee Fast: denman island's local trust committee meeting yesterday um we talked about topics for potential

[3:50:49] Trustee Fast: comox valley regional district uh joint meeting coming up and uh there were concerns about

[3:50:55] Trustee Fast: wildfire risk in the summer, drought, and that heat dome death event on Denman Shores marine life.

[3:51:05] Trustee Fast: So I just wanted to flag with people that those concerns are still out there. Thank you.

[3:51:09] Trustee Fast: so

[3:51:11] Trustee Luckham: uh let us move on then uh brings us to correspondence uh 11.11 11.1 2 3 4 5 and

[3:51:23] Trustee Luckham: 6 i would suggest be received for information unless there's some direction that any um of

[3:51:30] Trustee Luckham: the vice chairs would like to take uh regarding any of these pieces of correspondence so so vice

[3:51:36] Trustee Luckham: I see Vice-Chair Rogers, which one?

[3:51:42] Trustee Luckham: Vice-Chair Rogers, microphone.

[3:51:47] Trustee Rogers: I'm just catching up.

[3:51:49] Trustee Rogers: I'm there, I'm with you.

[3:51:52] Trustee Rogers: I won.

[3:51:58] Voice 7: I

[3:51:59] Trustee Rogers: just like to refer that to trust council

[3:52:01] Trustee Rogers: because it was, I think it came to us,

[3:52:04] Trustee Rogers: but it was addressed to all trustees.

[3:52:07] Trustee Luckham: All right then.

[3:52:08] Trustee Luckham: So then I'll take it then by general consent

[3:52:10] Trustee Luckham: because it is indeed addressed to trust council

[3:52:13] Trustee Luckham: that item 11.1 be forwarded to council in correspondence.

[3:52:20] Trustee Luckham: Thank you by general consent.

[3:52:22] Trustee Luckham: Anything else on the list?

[3:52:26] Trustee Luckham: I think some of them had been forwarded to 2050 already.

[3:52:32] Trustee Luckham: And that is also from 11.4 Holmes submission

[3:52:35] Trustee Luckham: to September 21st trust council meeting letter

[3:52:38] Trustee Luckham: which I think should also be directed to

[3:52:40] Voice 9: council.

[3:52:41] Voice 9: um if

[3:52:49] Trustee Rogers: they haven't already got it i don't remember receiving it individually so

[3:52:52] Trustee Rogers: probably it should be yeah

[3:52:54] Trustee Luckham: so let's advance 11.4 um to trust council uh for correspondence

[3:52:59] Trustee Luckham: and the other items will just receive for information although the one from creara

[3:53:07] Trustee Luckham: would have been sent to um the 2050 campaign so if that's all right for correspondence all the

[3:53:14] Trustee Luckham: others will be received for information 11.2 11.3 11.5 and 1.6 and that brings us to the work

[3:53:23] Trustee Luckham: program for review um this is amended uh prior to this meeting um unless i missed it ceo hudson

[3:53:34] Trustee Luckham: pillar does this have to be forwarded to council or did we already forward one to council no this

[3:53:40] Voice 11: this needs to be forwarded to council and you've it's embedded in the larger piece

[3:53:46] Voice 11: that goes forward with priorities so that's on the addendum page 39 where this is

[3:53:59] Voice 11: this is

[3:54:00] Voice 11: summarized so generally you get approval from trust council around your top priorities yeah

[3:54:07] Trustee Luckham: Yeah. So let me just look at that 39. Thank you. And it's that. Oh, yeah, there you go. Indeed.

[3:54:14] Trustee Luckham: So. So then, therefore, the priorities and work program from executive committee.

[3:54:22] Trustee Luckham: I'll just take it that it be forwarded to council by general consent. Is that all right?

[3:54:28] Trustee Luckham: Everybody knows where we are. So that's done then.

[3:54:33] Trustee Luckham: in um i just want to make sure now you brought that to my attention ceo that there's not anything

[3:54:40] Trustee Luckham: else that i've missed here draft agenda delegations meeting schedule oh so i did hold off on the

[3:54:48] Trustee Luckham: meeting schedule uh not meeting schedule on the meeting agenda which was at the beginning of our

[3:54:55] Trustee Luckham: meeting today um 7.1

[3:54:59] Trustee Fast: .2 7

[3:55:00] Trustee Luckham: .1.2 so at this juncture um uh i'll just ask are we content with the draft

[3:55:06] Trustee Luckham: agenda the way it's presented and we'll forward that to council yeah mr

[3:55:13] Trustee Luckham: chair mr chair we did

[3:55:14] Trustee Rogers: we did make some amendments to move the director's reports out of the consent area but

[3:55:19] Trustee Rogers: with that amendment yes i'm quite content okay

[3:55:21] Trustee Luckham: so as amended then which would also include making

[3:55:27] Trustee Luckham: sure that those two uh reports from trustees ended up in the um uh trustee update section

[3:55:34] Trustee Luckham: as well so then i'm gonna then suggest that uh 7.1.2 september trust council draft agenda

[3:55:41] Trustee Luckham: be forwarded to council as amended by general consent all right awesome okay so uh then uh

[3:55:50] Trustee Luckham: So our next meeting is September 20th, prior to council, and that's election day, so don't forget to vote, everybody.

[3:56:02] Trustee Luckham: And your hand is up there, Trustee Rogers.

[3:56:07] Trustee Luckham: I

[3:56:08] Trustee Rogers: just have a question, sir. And I've raised this before is when we go back to in-person meetings, we always had our executive committee meeting on the morning before the trust council began.

[3:56:21] Trustee Rogers: Our trust council starts at one o'clock on the Tuesday. Is there any, I wondered if there was any desire amongst others to move our executive committee, pre-meeting executive committee meetings on a Tuesday morning rather than the Monday morning.

[3:56:37] Trustee Rogers: I'm a bit ambivalent I can do either but I you know there's a part of me that goes

[3:56:42] Trustee Rogers: be nice to have a day without a meeting if there is such a thing right

[3:56:49] Trustee Rogers: well you

[3:56:51] Trustee Luckham: are right and I think we'll consider that when we look at the December schedule because

[3:56:56] Trustee Luckham: as has been our practice in the past was we actually usually start later in the morning

[3:57:02] Trustee Luckham: are at lunchtime and we have our executive committee meeting in the morning for convenience

[3:57:07] Trustee Luckham: um but of course now we on september we're starting our meeting at 8 30 um we are we're

[3:57:14] Trustee Rogers: starting at one o'clock

[3:57:15] Trustee Luckham: yeah

[3:57:20] Voice 9: that's not

[3:57:22] Trustee Luckham: what it says here it says not oh at one o'clock you are

[3:57:25] Trustee Luckham: absolutely right i wonder why i missed that okay so i guess it just makes for a long day um but

[3:57:35] Trustee Luckham: that's

[3:57:36] Trustee Rogers: true it does make for a long day so i i i'm not anyway we may be it may be irrelevant

[3:57:41] Trustee Rogers: going forward if we go back in person but i just uh noted the september 20th and it is election

[3:57:49] Trustee Rogers: day but regardless yeah

[3:57:52] Voice 8: mr chair okay

[3:57:53] Voice 8: so yes sir uh

[3:57:55] Voice 11: so there's a subsequent conversation or

[3:57:58] Voice 11: associated one with we've now moved if we're having live trust council sessions the other

[3:58:04] Voice 11: issue is we're having town hall and delegations at night on the tuesday so that's born of the

[3:58:12] Voice 11: electronic era and you know how are we facilitating that um when we're all on main island in a

[3:58:21] Voice 11: um community hall and um facilitating some of those pieces so um and depending upon you know

[3:58:31] Voice 11: wi-fi and and and those kinds of things people calling in so that's another piece around moving

[3:58:38] Voice 11: back to live to address some of the the old ways we did it and with those new technologies um what's

[3:58:44] Voice 11: possible and what isn't so

[3:58:47] Trustee Luckham: maybe we need to have a discussion about that post i would

[3:58:51] Voice 11: i would think

[3:58:52] Voice 11: that would be a yes without question so

[3:58:55] Trustee Luckham: can you just bring that back first and i will

[3:58:57] Trustee Luckham: all right

[3:58:59] Voice 11: no

[3:59:00] Trustee Luckham: doubt okay so our next meeting then is september 20th um despite your best

[3:59:06] Trustee Luckham: appreciate it um so then now we're going to go into a closed meeting and um and we will be

[3:59:14] Trustee Luckham: adjourning after that um and we will report out on the closed meeting um when we come back in

[3:59:22] Trustee Luckham: on september 20th um and we'll be having another meeting after that so looks very good so let's

[3:59:29] Trustee Luckham: get a motion to go in camera and i think we've got enough time for that trustee fast vice chair fast

[3:59:36] Trustee Luckham: um

[3:59:37] Trustee Fast: i move that the meeting be closed to the public subject to sections 91 c g and i of the community

[3:59:44] Trustee Fast: charter in order to consider matters related to employee relations litigation affecting the

[3:59:48] Trustee Fast: island's trust and receipt of advice that is subject to solicitor client privilege and that

[3:59:52] Trustee Fast: staff attend the meeting move

[3:59:57] Trustee Luckham: to have a seconder second

[4:00:00] Trustee Luckham: by Vice Chair Rogers and so I'll call for the vote on the motion all those in favor and there are

[4:00:07] Trustee Luckham: none opposed and so that carries so we will be going in camera and I thank everybody for joining

[4:00:13] Trustee Luckham: us today and we look forward to seeing you again in September well this September but on September

[4:00:18] Trustee Luckham: 20th and 21st 22nd 23rd the council so Lori I'll put you in charge of the controls here