Gabriola Island Local Trust Committee special meeting, January 27, 2022

[0:00:03] Voice 6: when you're ready thanks very much just lost scott but you maybe just turn your camera off

[0:00:14] Voice 6: scott just want to make sure

[0:00:21] Trustee Rogers: we're connected to scott

[0:00:22] Voice 3: trustee colbert

[0:00:24] Trustee Rogers: are you there just to make

[0:00:27] Trustee Rogers: sure you're there it's fine if you have your camera off just want to make sure you're you're

[0:00:30] Trustee Rogers: available hi

[0:00:40] Voice 6: there sorry having some connection issues

[0:00:42] Voice 6: but okay when you're ready yeah

[0:00:47] Voice 2: it just

[0:00:47] Voice 2: just clicked off and on there okay

[0:00:51] Trustee Rogers: that's fine okay well good morning everyone uh this is a

[0:00:55] Trustee Rogers: special meeting of the gabriola local trust committee and uh it's being broadcast and

[0:01:01] Trustee Rogers: live streamed and uh as always i'd like to begin before we begin by acknowledging that we're

[0:01:10] Trustee Rogers: meeting and living across the traditional terrorist stories of the of the co-salish

[0:01:16] Trustee Rogers: peoples. I'm not happy actually in the traditional territories of the Musqueam, Tsleil-Waututh and

[0:01:25] Trustee Rogers: and Squamish peoples in Vancouver in order to get proper internet, in order to do these things,

[0:01:32] Trustee Rogers: these meetings. I know many of you and I actually think the regional planning manager is here as

[0:01:38] Trustee Rogers: well and we're very pleased to be here. If you're on the island known as Gabriola, you're in the

[0:01:45] Trustee Rogers: the traditional territories, of course,

[0:01:47] Trustee Rogers: of the Aswanamik First Nation,

[0:01:50] Trustee Rogers: and I'm sure the known territory

[0:01:55] Trustee Rogers: of many other Indigenous peoples and First Nations.

[0:01:59] Trustee Rogers: And we're very pleased and privileged and humbled

[0:02:03] Trustee Rogers: to be able to live and work here.

[0:02:04] Trustee Rogers: We learn more every day about the history

[0:02:08] Trustee Rogers: of our relationship with the Indigenous peoples of Canada.

[0:02:13] Trustee Rogers: and um it's troubling uh and uh and and um and we remain hopeful that we can repair the relationship

[0:02:24] Trustee Rogers: and and and move forward together in a good way um so anyway i'm pleased to be doing that i don't

[0:02:31] Trustee Rogers: know i occasionally we haven't met for a while and i don't know if either uh trustee colbert or

[0:02:36] Trustee Rogers: trustee longer i have anything they'd like to say because we haven't actually had a chance to

[0:02:40] Trustee Rogers: meet and talk about this or any other issues for quite some time so either of you wish to

[0:02:46] Trustee Rogers: say anything before we get going on our special meeting no okay thank you very much so this is

[0:02:53] Trustee Rogers: uh you will have seen i just uh so it's clear uh for everyone this is a special meeting of the uh

[0:03:01] Trustee Rogers: the local trust committee um with the resurgence of the pandemic uh into whatever wave we're in

[0:03:08] Trustee Rogers: the fourth and the fifth i've seen articles describing it in both ways uh whatever it is

[0:03:14] Trustee Rogers: uh it was um we realized as a as a an organization the the uh islands trust and

[0:03:21] Trustee Rogers: and particularly gabriel local trust committee we were not yet we weren't able to um

[0:03:29] Trustee Rogers: to conduct full business in a an electronic format uh we did this this particular local

[0:03:36] Trustee Rogers: The local trust committee attempted to do so in the latter part of last year, and we were restricted in certain ways in doing that.

[0:03:45] Trustee Rogers: But we did connect some to business for sure in November.

[0:03:51] Trustee Rogers: But it was decided that this is not the time to be holding in-person meetings.

[0:03:58] Trustee Rogers: And yet our regulations were not yet in place in order to allow us to have our bylaws were not in place yet to allow us to have full electronic meetings as a local trust committee.

[0:04:12] Trustee Rogers: And so the decision was made earlier this month to cancel the business meeting for this date and instead to hold a special meeting in order to consider the adoption of amendments or actually in this case a brand new meeting procedures bylaw in part to allow us to conduct our business in an electronic format

[0:04:40] Trustee Rogers: and allow us to be respectful of the health conditions

[0:04:46] Trustee Rogers: and the public health emergency

[0:04:48] Trustee Rogers: that continues to exist in BC.

[0:04:51] Trustee Rogers: Just because I've been asked this question by a few people,

[0:04:54] Trustee Rogers: I'll just explain.

[0:04:56] Trustee Rogers: Until the end of September,

[0:04:58] Trustee Rogers: we were able to conduct the Zoom webinars

[0:05:02] Trustee Rogers: because of two things you'll hear us talk about today.

[0:05:04] Trustee Rogers: One is the fact that there was a public health order,

[0:05:06] Trustee Rogers: or emergency provincial health order that granted emergency powers to effectively suspended our

[0:05:15] Trustee Rogers: legislative requirement to have in-person meetings and we operated under that until

[0:05:22] Trustee Rogers: the end of September of 2021 and were able to conduct our business electronically.

[0:05:27] Trustee Rogers: We scrambled in the spring of 2020 in order to put ourselves in position to do that and I think

[0:05:34] Trustee Rogers: with some hiccups along the way.

[0:05:36] Trustee Rogers: We successfully did it for approximately 15 months.

[0:05:39] Trustee Rogers: We went back to in-person with a broadcasting component

[0:05:44] Trustee Rogers: to it for a few months, and now we're back.

[0:05:47] Trustee Rogers: But we weren't yet in the place where our bylaws had caught up

[0:05:52] Trustee Rogers: to the requirements of the pandemic and the technology.

[0:05:57] Trustee Rogers: That's the purpose of today's meeting.

[0:06:01] Trustee Rogers: We were continuing to broadcast, however, so that's where we're at.

[0:06:06] Trustee Rogers: So we need to adopt our regulatory bylaws in order to allow us to conduct our meetings electronically.

[0:06:15] Trustee Rogers: And so to the extent, and I hope I've explained that clearly, is that while we are operating under provincial orders,

[0:06:22] Trustee Rogers: And the province put in a past legislation to allow us to do it, but we have to amend our bylaws in order to do it now. And that's the purpose of today's meeting.

[0:06:34] Trustee Rogers: So that's a long way of explaining. This is maybe a short meeting, but that's our intention for today.

[0:06:43] Trustee Rogers: We are continuing to broadcast and record this meeting.

[0:06:49] Trustee Rogers: will be available on the and then once we're in place then we can discuss how to

[0:06:54] Trustee Rogers: move forward with doing meetings and make a decision on a meeting by meeting basis

[0:07:02] Trustee Rogers: and sort of gauge the situation in the province and on Gabriel Island in order to have

[0:07:09] Trustee Rogers: in-person or other kinds of meetings. So that's the background for this so thank you for

[0:07:16] Trustee Rogers: or anybody that is watching and seeing us,

[0:07:18] Trustee Rogers: I want to introduce you.

[0:07:19] Trustee Rogers: You'll see the regional planning manager, Heather Cower.

[0:07:22] Trustee Rogers: You'll see our wonderful recorder, Nadine.

[0:07:26] Trustee Rogers: Nice to see you, Nadine.

[0:07:27] Trustee Rogers: And of course your two local trustees,

[0:07:29] Trustee Rogers: Trustee Langerhuis and Trustee Colburn from Gabriola.

[0:07:33] Trustee Rogers: My name's Dan Rogers.

[0:07:34] Trustee Rogers: I'm the chair.

[0:07:35] Trustee Rogers: I'm on the executive committee

[0:07:37] Trustee Rogers: and also assigned as the chair

[0:07:40] Trustee Rogers: of the Gabriola Local Trust Committee.

[0:07:43] Trustee Rogers: So with that, I'll call us to order

[0:07:45] Trustee Rogers: and ask, we have a very short agenda to it before us.

[0:07:50] Trustee Rogers: And I'll just ask before we go any farther,

[0:07:53] Trustee Rogers: whether either trustee have any other urgent business

[0:07:56] Trustee Rogers: that they'd like to deal with during the course

[0:07:57] Trustee Rogers: of this special meeting.

[0:07:59] Trustee Rogers: And I see none.

[0:08:00] Trustee Rogers: Then we'll take the agenda approved as presented.

[0:08:02] Trustee Rogers: And the only item on the agenda then is the business item,

[0:08:06] Trustee Rogers: pages two to 16 of the agenda.

[0:08:08] Trustee Rogers: And I'll turn it over to regional planning manager,

[0:08:12] Trustee Rogers: Chair Cower, who has prepared this staff report and can provide the context for us.

[0:08:19] Trustee Rogers: And I might provide a little bit of context afterwards as well, because I've been through

[0:08:25] Trustee Rogers: this a couple of times. So over to you, RPM Cower.

[0:08:29] Voice 1: Thank you. Thank you, Chair. So the bylaw

[0:08:34] Voice 1: primarily is before you in order to amend your meeting procedures bylaw to allow for

[0:08:40] Voice 1: for your regular meetings to be electronic,

[0:08:42] Voice 1: as the chair explained.

[0:08:44] Voice 1: And maybe as another point of clarification,

[0:08:47] Voice 1: your current by-law allows for special meetings

[0:08:50] Voice 1: to be electronic, which is why this is okay.

[0:08:53] Voice 1: And the regulation has allowed it.

[0:08:56] Voice 1: So now this will allow all of your meetings

[0:08:58] Voice 1: to be electronic, including regular meetings.

[0:09:01] Voice 1: So provisions have been put in the by-law

[0:09:03] Voice 1: that would allow that.

[0:09:04] Voice 1: It has received legal review.

[0:09:07] Voice 1: view. There are some points just to kind of highlight. One is that the regulations don't

[0:09:16] Voice 1: require, the regulations are such that you could meet electronically at any and all meetings if

[0:09:22] Voice 1: that's the way you wanted to do it. The bylaw that we've recommended assumes that at least

[0:09:28] Voice 1: two of your meetings be fully in person. And we felt that that was sort of a best practices

[0:09:34] Voice 1: way of approaching things that that's fully participatory and so we recommended that at

[0:09:42] Voice 1: least two of those move forward in person so that's kind of the electronic meetings part of it

[0:09:49] Voice 1: the there are also four additional sections that have been that are being recommended that don't

[0:09:56] Voice 1: have to do with electronic meetings in particular but have to do with delegations how the public

[0:10:02] Voice 1: that participates in meetings and meeting decorum.

[0:10:06] Voice 1: And those aren't relevant to the electronic meetings.

[0:10:10] Voice 1: Those sections could theoretically be moved

[0:10:15] Voice 1: without affecting the rest of the bylaw

[0:10:17] Voice 1: or affecting your ability to do electronic meetings.

[0:10:20] Voice 1: The reason they're being recommended at this point

[0:10:23] Voice 1: is just that there have been issues

[0:10:27] Voice 1: regarding those topics in the past.

[0:10:29] Voice 1: And because we're opening up your meeting procedures bylaws for amendments we felt this was a good time to address those issues as well.

[0:10:39] Voice 1: So, those are recommendations but again, those sections can be removed if you don't want to consider them at this time.

[0:10:48] Voice 1: You'll also notice that in my staff report there's a fifth recommendation regarding staffing electronic meetings and all, and I want to give you a little bit of background on that.

[0:11:00] Voice 1: While the amendments to the bylaw would would allow for all electronic meetings from a regulatory standpoint, make it authorized.

[0:11:10] Voice 1: um there's still issues with staffing for supporting electronic meetings and the running

[0:11:18] Voice 1: of electronic meetings and in particular having town halls is problematic for us because it takes

[0:11:26] Voice 1: um more labor in the background than we really have staff to support at the moment so

[0:11:33] Voice 1: So theoretically, if you pass this bylaw and then it gets adopted, your future electronic

[0:11:42] Voice 1: meeting still might not be able to have a town hall or have the public generally kind

[0:11:49] Voice 1: of do anything more than watch the meeting.

[0:11:53] Voice 1: And so that recommendation to add a full-time staff person is to help address that issue.

[0:12:01] Voice 1: There might be other ways of dealing with that, the staffing shortages or, you know, reconfigurations and all of that.

[0:12:09] Voice 1: FTE is the quickest way. I've made this recommendation.

[0:12:12] Voice 1: The recommendation hasn't been made to all of the LTCs across the trust, just so you know, it's been in the north

[0:12:20] Voice 1: where I've been the one drafting the staff reports.

[0:12:22] Voice 1: Um, and there have been other Northern LTCs that have considered this already and have, um,

[0:12:30] Voice 1: passed resolutions that are modifications of it. So for instance, um, I think it was Hornby

[0:12:37] Voice 1: passed a resolution to not for a full-time staff person, but for that for trust council to consider,

[0:12:45] Voice 1: consider at least adding some sort of budget or resources to the to next year's budget to help support electronic meetings.

[0:12:55] Voice 1: However, that ends up looking so so I just want to flag the issue for you, and you can take that resolution as it is, or consider other things.

[0:13:06] Voice 1: But that's why that's there and then I think i'll stop there and answer any questions.

[0:13:16] Trustee Rogers: so i'm going to open it up for questions but i just want to just reiterate um just a couple of

[0:13:22] Trustee Rogers: things um because both of those points are points that you should consider uh one is is that the

[0:13:29] Trustee Rogers: pattern on some of the southern gulf islands has been to remove the four extra sections

[0:13:36] Trustee Rogers: um starting with galliano and i think north south pender i don't know what north pender did i'm

[0:13:41] Trustee Rogers: guessing they did the same thing they had a meeting yet oh no they're having a meeting today

[0:13:46] Trustee Rogers: so i'm not sure what they're going to do mostly on the basis that that they felt that if there

[0:13:53] Trustee Rogers: were going to be extra provisions put in that are similar to those four sections there should be at

[0:14:00] Trustee Rogers: least some opportunity for public commentary about the content of them and an ability to

[0:14:06] Trustee Rogers: talk them through i do know however that thetis actually i don't know what happens on thetis

[0:14:11] Trustee Rogers: maybe the RPM does maybe they were they removed on Zetas or were they put in the way they were

[0:14:16] Voice 1: they

[0:14:17] Trustee Rogers: were kept um I know Lestiti kept them I believe Denman kept them and I believe Hornby

[0:14:23] Trustee Rogers: kept them maybe with a couple of small so it's an interesting divergence of approaches to the

[0:14:30] Trustee Rogers: on that issue um and then of course uh just to reiterate this the the last issue the one around

[0:14:37] Trustee Rogers: staffing is one that all came that was brought to our attention uh when we were all somewhat

[0:14:44] Trustee Rogers: uncomfortable in november with having i think all three of us were with having a meeting where we

[0:14:49] Trustee Rogers: were considering matters without the ability to have public commentary during the course of that

[0:14:54] Trustee Rogers: and that remains an issue uh just for the public we've morphed from just in-person meetings where

[0:15:02] Trustee Rogers: where commentary was accepted to just webinar meetings where public commentary was accepted,

[0:15:09] Trustee Rogers: but all of that public commentary and those webinars were being managed by a staff person

[0:15:15] Trustee Rogers: who was reassigned and was putting a very big burden on staff from other responsibilities

[0:15:21] Trustee Rogers: to now we're at a scenario where we went back in person where we're broadcasting where I was

[0:15:27] Trustee Rogers: was managing the the meeting but there was insufficient capacity to allow for public

[0:15:32] Trustee Rogers: commentary electronically but we went back to the to the in-person public commentary

[0:15:37] Trustee Rogers: and now we're at a stage where we're trying to figure out what to do with

[0:15:43] Trustee Rogers: online purely electronic meetings and without having to without putting that burden back on

[0:15:52] Trustee Rogers: on staff because they don't have the capacity to do it

[0:15:57] Trustee Rogers: and figuring out a way to try and get public commentary

[0:16:00] Trustee Rogers: if we're going to do that.

[0:16:01] Trustee Rogers: So having said all that, that's the context.

[0:16:03] Trustee Rogers: I'll turn it over.

[0:16:04] Trustee Rogers: I saw Trustee Langrass' hand up.

[0:16:08] Voice 5: Yeah, I was just curious.

[0:16:10] Voice 5: It's about town halls that can't be accommodated,

[0:16:14] Voice 5: but delegations can?

[0:16:17] Voice 1: Delegations are a little bit easier because they're pre-reviewed.

[0:16:23] Voice 1: You know, you folks apply and they have to give us their materials ahead of time and we can make them a panelist.

[0:16:31] Voice 1: You know, we can give them an invitation ahead of time and we can test their technology ahead of time and help them, you know, get in.

[0:16:39] Voice 1: So delegations are a little bit easier. Town halls are a struggle because you don't know how many people you're going to be dealing with or what their technological needs are.

[0:16:49] Voice 1: and you have to deal with all of them on the spot you know there's no there's no preparing them

[0:16:56] Voice 1: ahead of time um so that's really the the difference so

[0:17:00] Voice 5: delegations who would become

[0:17:01] Voice 5: panelists rather than in the gallery right

[0:17:04] Voice 6: saying other questions so

[0:17:15] Voice 5: i i have some comments on the

[0:17:18] Voice 5: by yeah

[0:17:18] Trustee Rogers: why don't we why don't we do that why don't we first

[0:17:20] Voice 5: do the bylaw yeah okay over to you

[0:17:22] Trustee Rogers: you trust you uh

[0:17:24] Voice 5: there's a two items um the red line version has changed the track changes but

[0:17:30] Voice 5: it's not put into the clean version and in appendix one and specifically at the heading of

[0:17:38] Voice 5: it if you go to the bylaw itself number 312 is missing from the introduction of the bylaw

[0:17:51] Trustee Rogers: are you talking about the clean version or the or the

[0:17:54] Voice 5: clean the clean version which is the one

[0:17:55] Voice 5: that we're supposedly uh you know like we're going to be approving it's just it just says uh 2022 at

[0:18:02] Voice 5: the top just go a little it misses the i can't see what it says bylaw comma 2022 there's uh 312

[0:18:13] Voice 5: should be in there it is in the red line version but not in this version the clean version i i

[0:18:18] Trustee Rogers: I downloaded the one off the internet and it off the website and it does

[0:18:22] Trustee Rogers: have it. So maybe, maybe the one on our web dev didn't. I,

[0:18:27] Trustee Rogers: I thought

[0:18:28] Voice 5: I got, okay. And then I guess I got the wrong.

[0:18:31] Voice 5: The other was in section number three, I gained, now maybe I'm in,

[0:18:36] Voice 5: I've got the wrong document. It says it's missing held in person,

[0:18:39] Voice 5: which was a redlined.

[0:18:41] Voice 1: You're right.

[0:18:42] Voice 1: That is missing that. And that should be in there.

[0:18:44] Voice 1: Yeah,

[0:18:45] Voice 5: it is in the red line version. It just didn't get drawn over.

[0:18:48] Voice 5: and the other comment was in section 13 it makes throughout the bylaw we talk about we refer to the

[0:18:58] Voice 5: local trust committee in section 13 it just talks about the committee so i just wonder if it should

[0:19:03] Voice 5: say local trust before committee just to be consistent in the wording i mean it's obvious

[0:19:09] Voice 5: it's talking about the local trust committee but that's that i think that's just a really minor

[0:19:14] Voice 5: or edit that can be done later you're

[0:19:19] Trustee Rogers: right it does always talk about yeah yeah okay so let's

[0:19:23] Trustee Rogers: make a note to amend at least section three uh with the words in person held held in person

[0:19:32] Voice 7: yeah yeah

[0:19:34] Trustee Rogers: held in person so we'll make a note to that that we'll pass a motion to amend it to do

[0:19:41] Trustee Rogers: do that okay okay other things trust you and chris

[0:19:44] Voice 5: uh just had a question about matt in section

[0:19:48] Voice 5: 30.4 talks about matter of routine by staff i'm not sure what that means

[0:19:56] Voice 5: 30.4 wait a second i've got the wrong section number here no that's where it is

[0:20:05] Voice 5: my understanding

[0:20:08] Voice 1: is that is an operational thing so you know whatever our processes and

[0:20:15] Voice 1: procedures are operationally for yeah administering meetings yeah that

[0:20:19] Voice 1: kind of thing

[0:20:20] Voice 1: so

[0:20:21] Voice 5: that can't be addressed at at town hall or something i've got i

[0:20:27] Voice 1: think that's the intent

[0:20:28] Voice 5: okay all right okay it's just

[0:20:31] Trustee Rogers: it just you know it's a bit hard to know because these are lifted

[0:20:36] Trustee Rogers: directly from salt spring yeah yeah where

[0:20:39] Trustee Rogers: they had a i don't know how long ago they adopted these

[0:20:42] Trustee Rogers: I don't know if you know RPM Cowher, where they would have discussed them at the meeting and had them described by a staff person as to the intention of what's drafted and been redrafted and then were adopted at Salt Spring and put in place.

[0:20:58] Trustee Rogers: And now they've been dropped into the proposed new bylaw.

[0:21:03] Trustee Rogers: here

[0:21:03] Voice 5: yeah so so in terms of the uh the bible itself i think there's a lot of instruction and

[0:21:11] Voice 5: it pretty well covers i think it sort of formalizes what we do anyway for the most part

[0:21:20] Voice 5: um so i don't have a lot of issue with with that at all um yeah it was just more of those

[0:21:32] Voice 5: comments at this point in time and in terms of the uh the request to go forward or to request

[0:21:39] Voice 5: trust council to uh add a new staff person i've got i've concerns about the timing of this

[0:21:46] Voice 5: we you know we're right now we've got a budget consultation in progress

[0:21:51] Voice 5: and we're asking you know the public to speak to this and now we're potentially adding i don't

[0:21:58] Voice 5: don't know how much you know asking for an increase in budget now if the public is supportive of an

[0:22:03] Voice 5: increase in taxes i can you know that may be one way we can do it uh you know to fund it but

[0:22:09] Voice 5: so i'm a little bit concerned about the timing of this request and

[0:22:14] Trustee Rogers: just a little bit of context

[0:22:15] Trustee Rogers: around that and i'm sorry i'm perhaps should have said that um i don't know what hornby and denman

[0:22:20] Trustee Rogers: did i do know what the bolinas world chelsea did because i was sitting on it on friday and we

[0:22:25] Trustee Rogers: We actually, and I believe those requests are going to the FPC, those motions, and the

[0:22:32] Trustee Rogers: FPC, this was flagged, and sorry, I shouldn't use acronyms, that's the Financial Planning

[0:22:37] Trustee Rogers: Committee, so for anybody who knows, I sit on that.

[0:22:41] Trustee Rogers: I don't think neither of you do, but it was flagged for us at the last Financial Planning

[0:22:49] Trustee Rogers: and committee meeting in uh last week and it it's coming back to the financial planning committee

[0:22:56] Trustee Rogers: along with all the public commentary from the survey on february whatever the date of that is

[0:23:03] Trustee Rogers: um it was then we were asked for a staff report february the 16th um it was asked to be brought

[0:23:10] Trustee Rogers: back to us and i should also tell you that um the executive committee has asked us to put any put on

[0:23:16] Trustee Rogers: There were those requests we put on the agenda for its meeting next week so that we can request or discuss requesting a staff component for the financial planning committee.

[0:23:29] Trustee Rogers: So we understand some of the context of that.

[0:23:31] Trustee Rogers: I agree with you, Trustee Langer, as the timing is awkward.

[0:23:35] Trustee Rogers: but you will recall that I keep thinking it was in June that we got a staff report from the CAO

[0:23:45] Trustee Rogers: recommending that we ask for an additional position to fund this and it was defeated at

[0:23:51] Trustee Rogers: Trust Council I think it was something the vote was something like 15-11 or something like that

[0:23:58] Trustee Rogers: or 14-12 and there was a long discussion about about it about whether or not we should put a

[0:24:04] Trustee Rogers: fund a complete new position and it was defeated at trust council um uh i think on the theory that

[0:24:13] Trustee Rogers: they they didn't want to add a new position in the middle of the budget cycle anyway but thank

[0:24:19] Trustee Rogers: you for your commentary trustee colburn over do you have some commentary about the content or the

[0:24:24] Trustee Rogers: other part of this no

[0:24:25] Voice 2: just the timing of whether or not to do the extra sections on delegations and

[0:24:29] Voice 2: and everything now or to you know hope that we have a a less special meeting where we can get

[0:24:35] Voice 2: public input on that that's the only question the procedural pieces um um are are procedural and uh

[0:24:43] Voice 2: i'm just wondering if we're forced to do another electronic meeting in march say how the not

[0:24:51] Voice 2: moving forward with those um borrowed from salt spring sections uh in terms of delegations and

[0:24:58] Voice 2: and and meeting order and that sort of thing how that'll affect how that meeting is held

[0:25:03] Voice 2: resourcing is one thing but you know are we going to be able to have delegations or public input or

[0:25:08] Voice 2: i'm just very wary of the fact that we're going to be coming up on three or four or five months

[0:25:13] Voice 2: now where it's just sort of operating in a vacuum um and that's that's i think there's

[0:25:18] Voice 2: there's some pressing issues out there obviously not in terms of um um staff reports for this

[0:25:24] Voice 2: meeting but um you know i think especially if we're dealing with delegations and public input

[0:25:28] Voice 2: it'd be good to have some delegations and public input on that yeah trustee yeah

[0:25:33] Voice 5: just and following

[0:25:34] Voice 5: up with trustee colbert saying i agree with him about the problems without having public input

[0:25:40] Voice 5: on this so the request for staffing of course it's not going to happen now it's going to take

[0:25:46] Voice 5: if it were to go forward it'd be a while yet so the question is what happens in march and

[0:25:52] Voice 5: april may whatever is the lack of staffing a permanent situation where you don't have

[0:26:01] Voice 5: the capacity or is it situational in terms of when meetings are occurring like is it a scheduling

[0:26:07] Voice 5: issue as well that's where i'm not clear on because we've had our has our administrative

[0:26:12] Voice 5: staffing been depleted from last year because we were holding meetings and electronic meetings and

[0:26:20] Voice 5: having a you know town hall and delegation so i'm just curious about that as to what actually

[0:26:27] Voice 5: what's triggered the change in terms of number

[0:26:32] Voice 5: of staff yeah yeah

[0:26:33] Voice 1: i can speak to that no the number

[0:26:35] Voice 1: of staff hasn't changed well that's actually not true we do actually have a reduction in

[0:26:39] Voice 1: administrative staff um and and planners um so we there's been a reduction in staff but that's

[0:26:46] Voice 1: not really what's triggered it what's what it really is is during this whole time that staff

[0:26:51] Voice 1: have been supporting town halls and in electronic meetings they have put aside other duties that

[0:26:58] Voice 1: were their full-time tasks so all of those tasks were not getting done while we were supporting

[0:27:05] Voice 1: electronic meetings and we we always knew that that was not sustainable over the long run so

[0:27:10] Voice 1: So there just came a point at which we said, we can't do this anymore.

[0:27:15] Voice 5: Yeah.

[0:27:16] Voice 5: Is that an issue in all the other trust areas as well?

[0:27:20] Voice 7: It's the same.

[0:27:21] Voice 5: So it's the same.

[0:27:22] Voice 5: Yeah, it's

[0:27:22] Voice 7: exactly the same.

[0:27:24] Voice 5: Because they're still holding, like Salt Spring held an in-person meeting, but they had a town hall.

[0:27:29] Voice 5: And I think some of the other meetings that are coming forward are electronic with the town hall.

[0:27:35] Voice 5: so i'm just that's why i wondered if it was a situation specific to the northern region

[0:27:40] Voice 5: in terms of staffing i

[0:27:43] Trustee Rogers: can tell you that when i have done when i was running the electronic

[0:27:47] Trustee Rogers: meetings on maine and galliano we were not having electronic town halls

[0:27:53] Trustee Rogers: and for all the reasons that the rpm said i i kept offering to do it and they kept saying

[0:28:03] Trustee Rogers: you'll run into tremendous difficulty because people have electronic

[0:28:07] Trustee Rogers: challenges. They need to be able to connect offline.

[0:28:10] Trustee Rogers: You've got enough on your plate to do and running the meeting.

[0:28:13] Trustee Rogers: You don't need to be trying to move people in and out and handle the

[0:28:17] Trustee Rogers: electronics. And frankly, I'm not an electronic genius,

[0:28:19] Trustee Rogers: genius anyway, by any stretch of the imagination.

[0:28:23] Trustee Rogers: And so we weren't doing electronic town halls.

[0:28:28] Trustee Rogers: So if someone wanted to speak to us besides a delegation or an applicant,

[0:28:32] Trustee Rogers: they had to come to the meeting in person and uh and they did and you know it worked but it was

[0:28:40] Trustee Rogers: not ideal and the problem became and has become that that exactly what the rpm says and this and

[0:28:48] Trustee Rogers: if you go back and read the cao report back in i think it was the june trust council he lays it

[0:28:54] Trustee Rogers: all out that it's not sustainable from an administrative staff support issue um that

[0:28:59] Trustee Rogers: that there needed to be someone assigned to do this work and,

[0:29:04] Trustee Rogers: and that was turned down.

[0:29:06] Trustee Rogers: And so the alternative became the vice chair is carrying the equipment you've

[0:29:10] Trustee Rogers: seen me bring and running the meeting,

[0:29:13] Trustee Rogers: which was working as long as we could meet in person.

[0:29:17] Trustee Rogers: But I don't know how to set up a webinar and there's still work to be done in

[0:29:21] Trustee Rogers: terms of setting up webinars and stuff anyway.

[0:29:23] Trustee Rogers: So it's all very complicated and I don't know the answer to it.

[0:29:27] Trustee Rogers: um because you're right we're right in the middle of budget cycle we're going to get a lot of

[0:29:35] Trustee Rogers: feedback on our current proposed budget of increase of whatever it is 4.6 percent or whatever it is

[0:29:41] Trustee Rogers: and so

[0:29:41] Voice 5: it is a topic of conversation at other trust areas as well so i imagine that it's going

[0:29:47] Voice 5: to be brought up at trust council meeting and more regardless of anything well most importantly

[0:29:51] Trustee Rogers: it's going to go to finance are you talking about the staffing issue yeah yeah

[0:29:55] Trustee Rogers: it's going to be at

[0:29:56] Trustee Rogers: Financial Planning Committee on February the 16th.

[0:30:00] Voice 5: First, it

[0:30:00] Trustee Rogers: will be an executive committee, and then it will come to Trust Council with whatever recommendation comes from the FPC and the executive committee.

[0:30:08] Trustee Rogers: I suppose, and I say this without any knowledge of whether it's going to happen, I suppose if at some level we found out that we were running a much bigger surplus than we thought we were, we might be able to reallocate resources without having to increase any budget expenditure.

[0:30:27] Trustee Rogers: But I don't know where that's at right now.

[0:30:29] Trustee Rogers: yeah

[0:30:29] Voice 5: and this is going to be either a temporary position or a permanent position that's what's

[0:30:34] Voice 5: not clear to me it's just as a new position but there's a vast difference between permanent and

[0:30:38] Voice 5: temporary well

[0:30:40] Trustee Rogers: i think i i

[0:30:40] Trustee Rogers: mean i'm happy to have this conversation but i think i think

[0:30:43] Trustee Rogers: one of the two things i'd say one is is the pandemic permanent or temporary

[0:30:48] Trustee Rogers: the second thing i'd say is i don't once we we've ventured into the electronic world

[0:30:55] Trustee Rogers: of virtual meetings it's very hard to it's very hard to envision going backwards

[0:31:02] Trustee Rogers: um i think the reality is is that there's an expectation and i think it's a legitimate

[0:31:07] Trustee Rogers: expectation um for from the members of the public that they can connect with us as as elected

[0:31:13] Trustee Rogers: officials in a variety of ways um so at some point we're going to have to make the conscious

[0:31:19] Trustee Rogers: that we're here we're going to do go back to in-person meetings but we're going to continue

[0:31:25] Trustee Rogers: we do matters electronically and we have to provide a way for people to connect electronically

[0:31:31] Trustee Rogers: that works um and i don't think we're ever going back to the days where we only ever you want to

[0:31:39] Trustee Rogers: talk to us you got to come to the town hall yeah to the to the meeting space so yeah

[0:31:44] Voice 5: it would be

[0:31:44] Voice 5: good then in the in the consultation to actually raise this point somehow publicly to get feedback

[0:31:52] Voice 5: back so that you know it's a bit of a challenge that um the other thing is in terms of what

[0:31:59] Voice 5: happens over the next few months if we come to a meeting in march and there's no capacity

[0:32:03] Voice 5: to have uh you know a town hall and yet we're making decisions it doesn't give people a lot

[0:32:12] Voice 5: of time to get in to get read the agenda research it and then submit something in writing

[0:32:22] Voice 5: to get what to actually get onto the agenda you know that's it can't happen so their option is

[0:32:28] Voice 5: to uh you know do the town hall so my feeling is if there's decisions to be made then maybe

[0:32:34] Voice 5: what we need to do is have the reports come forward discuss it and then defer the decision

[0:32:40] Voice 5: to the next meeting for a final decision that gives the public more time to provide input i

[0:32:45] Voice 5: mean it's slowing things down but that's one way

[0:32:48] Voice 5: to deal with the input giving them more time to

[0:32:51] Voice 5: actually hear it and respond so just a thought fair

[0:32:55] Trustee Rogers: comment so two decisions to be made gentlemen

[0:32:58] Trustee Rogers: um first is what do you want to do about the actual one is one is the the this is the

[0:33:05] Trustee Rogers: recommendation five but what do you want to do with the actual bylaw um i we have a um we do

[0:33:12] Trustee Rogers: we have a a standing resolution or a policy around on gabriel that we put in place about 18 months

[0:33:20] Trustee Rogers: ago don't we rpm counter did we do that on gabriola as well as yeah so we have a policy but

[0:33:25] Trustee Rogers: so what do you want to do about the question that trustee colburn raised and that i flagged

[0:33:30] Trustee Rogers: that the southern islands did which is to which is to take those sections uh it's 18 to 40. do you

[0:33:38] Trustee Rogers: want to include them in this bylaw or return to them at some other point when we can have some

[0:33:43] Trustee Rogers: public commentary around those uh sections around public commentary um uh or do you want to just

[0:33:51] Trustee Rogers: adopt the bylaw the way it is and it really it's your bylaw so i'm open i i've expressed my view

[0:33:57] Trustee Rogers: about it but i but it's not really my um my uh you know it's not it's not i'm not a local trustee so

[0:34:05] Trustee Rogers: it's really up to you guys but i can tell you what we did they did on as i said at north pender and

[0:34:10] Trustee Rogers: galliano and south pender is strip out those sections and ask they be brought back at a later

[0:34:15] Trustee Rogers: date when we could have comp we could have some public input on the content of them and we can

[0:34:20] Trustee Rogers: have a discussion about some of the language that's in there but it's up to you guys yeah

[0:34:28] Voice 5: i've i've been supportive of what trustee colburn's points about uh the lack of public

[0:34:33] Voice 5: consultation on on those sections 18 to 40. you know i think that's a legitimate concern

[0:34:40] Voice 5: concern and gives us more time to actually look at it.

[0:34:43] Voice 5: I had a couple of minor questions on it,

[0:34:46] Voice 5: but in reading it, it's just maybe a matter of, you know,

[0:34:50] Voice 5: wording style, you know, from my perspective.

[0:34:52] Voice 5: So I actually can support just taking out 18 to 40

[0:34:56] Voice 5: at this point in time and directing the bylaw

[0:35:00] Voice 5: to what the use of the special meeting was,

[0:35:03] Voice 5: which is urgent.

[0:35:05] Voice 5: Right.

[0:35:06] Voice 5: And which is the electronic meeting, so.

[0:35:08] Voice 5: So, right.

[0:35:09] Trustee Rogers: So that would require two motions.

[0:35:11] Trustee Rogers: Well, the first motion is, is to amend the bylaw by removing sections 18 to 40 and asking

[0:35:18] Trustee Rogers: those sections to be brought back in another meeting.

[0:35:20] Trustee Rogers: That would be one.

[0:35:21] Trustee Rogers: And the second motion would be to make that small amendment or that amendment you flagged

[0:35:26] Trustee Rogers: in section three.

[0:35:27] Trustee Rogers: So who, someone would like to make one or more of those motions.

[0:35:31] Voice 5: Okay.

[0:35:31] Voice 5: Okay, I moved that the Gabriel Island Local Trust Committee

[0:35:40] Voice 5: by the 312, do I have to read out the whole thing

[0:35:43] Voice 5: and then amend it or?

[0:35:44] Trustee Rogers: Oh, I think what you do is you amend it first

[0:35:47] Trustee Rogers: and then we'll give it first reading.

[0:35:49] Trustee Rogers: Okay,

[0:35:49] Voice 5: I moved that Gabriel Local Trust Committee

[0:35:56] Voice 5: request staff to, what is it now?

[0:36:00] Trustee Rogers: Well, you don't have to request staff,

[0:36:01] Trustee Rogers: you just that you just amend the bylaw okay

[0:36:04] Voice 5: just uh just

[0:36:06] Trustee Rogers: yeah go ahead uh

[0:36:08] Voice 5: amend the bylaw by adding

[0:36:11] Voice 5: in section uh three the words held in person after two the word two at

[0:36:26] Trustee Rogers: least of which there

[0:36:34] Trustee Rogers: should be at least two held in person that's fine uh is there a second there for that did you get

[0:36:38] Trustee Rogers: that motion adid i

[0:36:41] Voice 3: did yes okay

[0:36:42] Trustee Rogers: so that's been moved and seconded any further discussion we've

[0:36:45] Trustee Rogers: already talked about that if not i'll call the vote all in favor so that passes unanimously

[0:36:49] Trustee Rogers: second motion uh

[0:36:51] Voice 5: yeah i moved that uh draft bylaw section 13 has added the words local trust

[0:37:00] Voice 5: before the word committee okay

[0:37:03] Trustee Rogers: is there a second here for that motion seconded any further

[0:37:08] Trustee Rogers: further discussion if not I'll call the vote all in favor that passes unanimously and here's your

[0:37:14] Trustee Rogers: third motion oh

[0:37:18] Voice 5: yeah okay I move that the draft bylaw be sections 18 to 40 of the draft bylaw

[0:37:29] Voice 5: be removed okay that's

[0:37:34] Trustee Rogers: been seconded um and I'm sure Nadine got that so we've already talked about

[0:37:40] Trustee Rogers: it so all in favor that that passes unanimously um so two things i suggest well one other thing is

[0:37:48] Trustee Rogers: you might want to make a motion to to bring back those sections at a future ltc meeting

[0:37:56] Trustee Rogers: you want to make that motion to bring back sections 18 to 40 at a future ltc meeting

[0:38:02] Trustee Rogers: oh

[0:38:03] Voice 5: do we need to do a motion to do that or no

[0:38:05] Trustee Rogers: uh probably a good idea the staff always works under

[0:38:08] Trustee Rogers: they're better when they've got the clear direction i

[0:38:12] Voice 5: i moved that gabriel island local

[0:38:16] Voice 5: trust committee requests staff to return the deleted sections 18 to 40 for future consideration

[0:38:22] Voice 5: i think that's fine um

[0:38:25] Trustee Rogers: you got that i assume nadine that's been seconded

[0:38:28] Voice 3: i did

[0:38:29] Trustee Rogers: okay all in

[0:38:30] Trustee Rogers: favor so that passes unanimously um rpm cower could you help us um uh the language in

[0:38:39] Trustee Rogers: your motion uh oh no let's get to number five in a moment so so what we need to do is we need

[0:38:46] Trustee Rogers: to move through uh recommendations one through four uh unless there's any further amendments

[0:38:53] Trustee Rogers: to the bylaw uh um to send the amendment to to give first second third reading and and etc

[0:39:02] Trustee Rogers: et cetera, to the amended bylaw

[0:39:05] Trustee Rogers: and then forward it to the secretary.

[0:39:08] Trustee Rogers: And then we'll come on to number five, if that's okay.

[0:39:10] Trustee Rogers: So, Trustee Colburn,

[0:39:12] Trustee Rogers: do you want to start us through those motions?

[0:39:14] Voice 2: I move that Gabriel Island Local Trust Committee

[0:39:17] Voice 2: bylaw number 312,

[0:39:18] Voice 2: cited as Gabriel Island Local Trust Committee

[0:39:19] Voice 2: meeting procedures bylaw 2022,

[0:39:22] Voice 2: be read a first time as amended.

[0:39:24] Trustee Rogers: Okay, that's been seconded.

[0:39:26] Trustee Rogers: All in favor?

[0:39:28] Trustee Rogers: Passes.

[0:39:29] Trustee Rogers: I'm sorry, but we need to do this each time.

[0:39:31] Trustee Rogers: Yeah,

[0:39:32] Voice 2: Gabriel Gabriel Island local trust committee by law number 312 cited as Gabriel Island local trust committee meeting procedures by law 2022 be read a second time.

[0:39:41] Trustee Rogers: And we just put in the words as amended as amended.

[0:39:46] Trustee Rogers: Okay, seconded all in favor that passes unanimously keep going that

[0:39:51] Voice 2: Gabriel Island local trust committee by law number 312 cited as Gabriel Island local trust committee meeting procedures by law 2022 be read a third time as amended.

[0:39:58] Voice 2: Okay.

[0:39:59] Trustee Rogers: That's seconded by Trustee Langeres. All in favor? Thank you. And then the fourth meeting.

[0:40:04] Voice 2: The Gabriel Island Local Trust Committee By-law number 312 cited as

[0:40:08] Voice 2: Gabriel Island Local Trust Committee Meeting Procedures By-law 2022 as amended

[0:40:13] Voice 2: before the Secondary of the Islands Trust for approval by the Executive Committee.

[0:40:17] Trustee Rogers: That's been seconded and I'll call the vote. All in favor? Oh, did you want to speak to that,

[0:40:22] Trustee Rogers: Trustee Langeres? Sorry, I

[0:40:23] Trustee Rogers: thought I saw you trying to speak. Okay. So that passes.

[0:40:27] Trustee Rogers: unanimously so the last question is um trustee of rpm coward do you want to talk at all about what

[0:40:34] Trustee Rogers: the um uh first of all that whether this motion should be sending requests that fpc because that's

[0:40:44] Trustee Rogers: where it's going these days and secondly do you want to explain to us what other alternative

[0:40:49] Trustee Rogers: motions have been passed by ltcs so that the trustees can consider that if they want to do it

[0:40:56] Trustee Rogers: at all so yeah

[0:40:58] Voice 1: yeah um yeah we do we would recommend that it go to fbc and the motion

[0:41:04] Voice 1: include that um the the other alternatives um essentially the alternative language was rather

[0:41:10] Voice 1: than saying adding a full-time employee or a full-time staff position it would be adding

[0:41:20] Voice 1: adding resources to, replacing that with resources or budget or funding, something along those

[0:41:32] Voice 1: lines.

[0:41:34] Voice 1: There were other trustees who felt that that kind of language would give us more room for

[0:41:42] Voice 1: looking at other options besides a full-time employee, but would still recognize the fact

[0:41:49] Voice 1: that it might be useful to have money in next year's budget for electronic, additional money

[0:41:55] Voice 1: for electronic support. And the reason, you know, partly is that if we don't put anything in next

[0:42:04] Voice 1: year's budget for it, we're just sort of status quo for the time being. Whatever we're able to

[0:42:09] Voice 1: do right now is what we will probably keep doing, at least through the election. And then we'll have

[0:42:14] Voice 1: to see who whether the new the new vice chairs if there are new ones they would have to be trained

[0:42:21] Voice 1: up and using the technology and used and you know making all that happen so that's the scenario if

[0:42:27] Voice 1: no additional funds get put into next year's budget or at least one possible scenario so that

[0:42:34] Voice 1: yeah that's the alternative language that some other ltcs have used um instead of a full-time

[0:42:41] Voice 1: staff position okay

[0:42:47] Trustee Rogers: trustees how would you like to proceed do you want to make a motion to fpc

[0:42:51] Trustee Rogers: or do you want to just leave it yeah

[0:42:54] Voice 2: i'll make the motion that um that the gabriel island local

[0:42:57] Voice 2: trust committee requests that financial planning committee consider adding resources to the 20

[0:43:03] Voice 2: funding resources to the 2022-23 fiscal fiscal year budget for electronic meeting support

[0:43:09] Voice 2: is

[0:43:12] Trustee Rogers: there a seconder for that

[0:43:13] Voice 2: yeah

[0:43:15] Trustee Rogers: that's been seconded uh do you want to speak to your motion

[0:43:19] Trustee Rogers: trustee copa

[0:43:20] Voice 2: uh yeah i i i think i think this speaks for itself in terms of the restrictions

[0:43:27] Voice 2: that uh come from having a special meeting with no public input and the reluctance of elected

[0:43:32] Voice 2: officials to move forward without having um a broad number of voices and opinions uh weigh in

[0:43:39] Voice 2: and obviously the administrative capacity has been stretched and this this isn't going away

[0:43:46] Voice 2: in many ways and in many ways it offers the opportunity on 450 islands with you know diverse

[0:43:52] Voice 2: populations spread out all over the place and first nations and it offers an opportunity for

[0:43:57] Voice 2: more input into things and so there are a lot of positives to this in terms of lower emissions in

[0:44:03] Voice 2: terms of travel lower staff costs I think there's a lot of benefits that were coming anyways

[0:44:08] Voice 2: ways uh we've been sort of forced into it and um i see this as something that's already here and

[0:44:15] Voice 2: we should just accept it and uh and budget and fund it as as necessary okay trust you yeah just

[0:44:23] Voice 5: uh i i seconded the motion just to enable the discussion to occur to support the discussion

[0:44:29] Voice 5: that financial planning committee i still have concerns about it but i'd like to hear what

[0:44:34] Voice 5: the financial planning can come up with and in a more generic way i think that we need to look at

[0:44:39] Voice 5: other options just increasing staff and looking at maybe what our workload is and what we're

[0:44:44] Voice 5: expecting of staff so i'm supportive of the discussion per se but as i say not necessarily

[0:44:50] Voice 5: the addition of a new staff i think there may be other options so yeah

[0:44:55] Voice 2: and just to be clear i did

[0:44:56] Voice 2: change the wording from the proposed motion to say you know adding funding resources just to make it

[0:45:02] Voice 2: as flexible as possible okay

[0:45:07] Trustee Rogers: uh and i i don't really have anything to add that i haven't

[0:45:12] Trustee Rogers: already said so i'll just if there's nothing further i'll just call the vote all in favor

[0:45:15] Trustee Rogers: of the motion okay so that passes unanimously gentlemen are there any other um issues arising

[0:45:23] Trustee Rogers: out of this uh the staff report or this issue i

[0:45:26] Voice 2: i would be you know i just following up the

[0:45:30] Voice 2: points i just made um i i see there's a great potential to have another electronic meeting

[0:45:35] Voice 2: in march and as we sort of sort through as trust council and as the whole body how to figure this

[0:45:41] Voice 2: out i

[0:45:42] Voice 6: i'm

[0:45:43] Voice 2: very cognizant of the fact that you know we haven't had a regular meeting um since

[0:45:48] Voice 2: like october right um so i would like and as i said costs have been quite lowered in a lot of

[0:45:58] Voice 2: ways by this and and trustee longaris and i have no trustee expenses for example so i'm wondering

[0:46:03] Voice 2: if we can set aside now some resources to have a one-time administrator of the electronic part

[0:46:15] Voice 2: of the meeting for March, which will give time to set that up and to have someone with the

[0:46:21] Voice 2: technical abilities to have a more fulsome meeting with public input. There's a lot going on.

[0:46:28] Voice 2: There's budget consultations, there's policy statement consultations, there's

[0:46:32] Voice 2: There's a lot going to be happening at the March Trust Council meeting and a lot going on in this LTC.

[0:46:36] Voice 2: So I would like to put forward a motion that the Local Trust Committee fund an administrative one-time position to coordinate the electronic meeting in March for the LTC.

[0:47:03] Voice 5: Can I, before we move this, can I ask a clarity on the point of budgets and where the funding

[0:47:10] Voice 5: would come from?

[0:47:12] Voice 5: Maybe Heather, do you know where, like we've got, you know, certain budgets constraints

[0:47:17] Voice 5: and how we can move money and is there any capacity?

[0:47:22] Voice 1: Well, I'm trying to, I'm trying to puzzle that out myself.

[0:47:26] Voice 1: I mean, I mean the ltc has meeting you have a budget that includes me meeting support.

[0:47:35] Voice 1: And it's possible that it could come out of that we'd have to explore it, because typically for this kind of thing we're signing contracts with people, you know, like our minute takers have contracts that have specific duties and all that so I don't

[0:47:52] Voice 1: know how easy it would be to to source an outside staff person we'd have to look into it it'd have

[0:47:58] Voice 5: to be a contract person then yeah

[0:48:00] Voice 1: yeah right

[0:48:01] Trustee Rogers: um i'm just wondering i mean that's i i really

[0:48:05] Trustee Rogers: appreciate the the the um uh the intent of this motion and and i i want to i want to i'm having

[0:48:15] Trustee Rogers: the same consideration um that uh uh trustee langer says because chris most budgets most

[0:48:25] Trustee Rogers: budgets like staff all staff and contractor budgets are administered by uh the trust council

[0:48:32] Trustee Rogers: however hold on a second i'm just looking back here it is um we have a one thousand dollar i

[0:48:43] Trustee Rogers: I just went to find our LTC budget

[0:48:47] Trustee Rogers: and it just struck me

[0:48:48] Trustee Rogers: as Trustee Colburn was talking,

[0:48:51] Trustee Rogers: we have $1,000 in our communications budget,

[0:48:54] Trustee Rogers: for example, right?

[0:48:57] Trustee Rogers: Which as of, now that was June,

[0:49:00] Trustee Rogers: but I don't know where it's at right now.

[0:49:02] Trustee Rogers: I've pulled up a meeting.

[0:49:03] Trustee Rogers: It's not the most recent meeting.

[0:49:05] Trustee Rogers: None of it was spent.

[0:49:10] Trustee Rogers: and you know there was a bunch of there is money I don't know how much is in the meeting expenses

[0:49:16] Trustee Rogers: but yeah I mean I think it's an interesting concept because normally with these things

[0:49:22] Trustee Rogers: it's a staff person which is not part of the local trust committee budget we don't manage

[0:49:27] Trustee Rogers: that money that's managed by the by the trust generally as when they are separate legal

[0:49:32] Trustee Rogers: entities however we do have some extra money so can i suggest trustee colburn that we that your

[0:49:40] Trustee Rogers: motion read something to the effect that staff consider whether there's and i'm i'm sorry i'm

[0:49:48] Trustee Rogers: struggling with the words consider alternatives to using um the ltc specific budget to fund

[0:50:01] Trustee Rogers: uh uh electronic full electronic connectivity for um uh for the march meeting and i don't know

[0:50:12] Trustee Rogers: how we would deal with it do we because we need to approve it as a as a local trust committee or

[0:50:17] Trustee Rogers: could we just ask staff to do it because we won't meet again unless we do an rwm i don't want to add

[0:50:25] Trustee Rogers: add more administrative burden no no yeah

[0:50:27] Voice 1: i um i mean we'll have to go away and research it and

[0:50:31] Voice 1: ask around and see if this is possible and what the mechanics are of it um i suspect you can just

[0:50:39] Voice 1: say you know ask you can just request that staff can um not consider it but as you were saying uh

[0:50:48] Voice 1: how do we normally do that uh

[0:50:52] Trustee Rogers: we would normally say we've got staff to uh

[0:50:56] Trustee Rogers: I'm going to say facilitate, but using the LTC specific budget to ensure that there is

[0:51:04] Trustee Rogers: full connectivity for the March, I think it's third.

[0:51:09] Trustee Rogers: Yeah, March

[0:51:10] Trustee Rogers: 3rd, yeah.

[0:51:11] Trustee Rogers: Third LTC meeting.

[0:51:13] Trustee Rogers: Yeah.

[0:51:13] Trustee Rogers: Does that make more sense?

[0:51:16] Trustee Rogers: Does that make sense, Trustee Colburn?

[0:51:18] Trustee Rogers: Is that reflective of your motion?

[0:51:19] Trustee Rogers: Yeah.

[0:51:20] Trustee Rogers: Because we

[0:51:20] Trustee Rogers: do have this budget that, and it's not uncommon for us to not spend it.

[0:51:26] Trustee Rogers: Yeah.

[0:51:26] Trustee Rogers: And it just folds over into back into regular revenues.

[0:51:31] Trustee Rogers: And it's

[0:51:32] Voice 2: not, I think we're in extraordinary times

[0:51:34] Voice 2: and this community especially has not been able

[0:51:37] Voice 2: to take part as fulsomely as I think we all want.

[0:51:41] Voice 2: So I'd like to explore any possibility there is

[0:51:44] Voice 2: to make sure that we're acting safely,

[0:51:46] Voice 2: but also getting as much public input as possible.

[0:51:48] Trustee Rogers: Nadim, can you, I know you're often better

[0:51:50] Trustee Rogers: at drafting things than any of us.

[0:51:52] Trustee Rogers: so if you could what did you get out of all that conversation uh

[0:51:57] Voice 3: the ltc request staff use the

[0:52:01] Voice 3: ltc specific budget to ensure full electronic connectivity for the march 3rd 2022 ltc regular

[0:52:09] Voice 3: meeting and

[0:52:11] Trustee Rogers: maybe i don't know if i can we say uh floor

[0:52:16] Voice 1: yeah i was gonna say

[0:52:18] Trustee Rogers: explore the use

[0:52:19] Trustee Rogers: and then implement um if possible the use

[0:52:26] Trustee Rogers: of okay yeah i'll put

[0:52:28] Voice 2: that forward or whoever you want to

[0:52:29] Voice 2: work yeah

[0:52:30] Trustee Rogers: no let's put it as trustee colburn it was your your thought and i saw trustee langer

[0:52:34] Trustee Rogers: second that motion actually yeah okay and i think that's a really good idea and i hadn't thought of

[0:52:39] Trustee Rogers: it before so um about using our our own money that's sitting there and you're right there's

[0:52:46] Trustee Rogers: There's been no, every local trust committee, the local trust expense, trustee expenses are almost nil because nobody's traveling anywhere.

[0:52:54] Trustee Rogers: And, and if we've got communications funds, although some of those might be, might be designated for, for the density to transfer project that's going on with, with planner Zupanitz.

[0:53:10] Trustee Rogers: uh but if there is but we also have a special project budget and we also have an ltc meeting

[0:53:17] Trustee Rogers: expense budget um that all of those could be could be uh potentially utilized okay so that

[0:53:23] Trustee Rogers: moved and seconded any further discussion i'm sorry i'm doing all the talking i'm just sort

[0:53:28] Trustee Rogers: of thinking out loud all in favor so that's great thank you anything further and and i will tell you

[0:53:36] Trustee Rogers: I will tell you and I'll tell the community I will do whatever I can do as the chair if I have

[0:53:44] Trustee Rogers: to sort of take a greater role in the electronic meeting meeting to to ensure that or try and

[0:53:50] Trustee Rogers: ensure I don't want to ever say ensure because and then it doesn't happen people say well I broke my

[0:53:56] Trustee Rogers: my commitment but to try and ensure that there is full electronic communication because I too

[0:54:02] Trustee Rogers: am uncomfortable with doing these meetings without without people being able to participate

[0:54:08] Trustee Rogers: okay anything further gentlemen okay i'll see you all at one o'clock we have a just not reference

[0:54:16] Trustee Rogers: for anybody watching is we have a meeting a protocol meeting with the regional district and

[0:54:21] Trustee Rogers: we're meeting at 1 1 p.m are we are you i don't think nadine's coming to that meeting aren't you

[0:54:27] Trustee Rogers: community you're not so thank you nice to see you and we'll talk to you soon uh i'll just say

[0:54:33] Trustee Rogers: if there's no further business we'll adjourn and thanks uh for all your help okay

[0:54:38] Voice 5: thank you bye

[0:54:39] Voice 5: thank you

ADOPTED 
Gabriola Island ADOPTED 1 
Local Trust Committee Special Meeting Minutes 
January 27, 2022 
 
Gabriola Island Local Trust Committee 
Minutes of Special Meeting 
 
Date: 
Location: 
January 27, 2022 
Electronic Meeting 
 
Members Present: Dan Rogers, Chair 
 Kees Langereis, Local Trustee 
 Scott Colbourne, Local Trustee 
  
Staff Present: Heather Kauer, Regional Planning Manager 
 Sonja Zupanec, Island Planner 
 Nadine Mourao, Recorder 
  
Others Present: There were approximately zero (0) members of the public in attendance. 
 
1. CALL TO ORDER 
“Please note, the order of agenda items may be modified during the meeting. Times are provided 
for convenience only and are subject to change.” 
Chair Rogers called the meeting to order at 10:31 am, welcomed the public and introduced 
Trustees, Staff and Recorder.  Chair Rogers acknowledged that the meeting was being held in 
the territory of the Coast Salish First Nations. 
Chair Rogers noted that the Special Meeting was to consider adoption of regulatory meeting 
procedures bylaws to conduct business in electronic format. 
2. APPROVAL OF AGENDA 
By general consent the agenda was approved as presented. 
3. BUSINESS ITEMS 
3.1 Proposed Meeting Procedures Bylaw No. 312 - for consideration and decision 
Regional Planning Manager Kauer provided overview of the bylaw amendments to allow 
all meetings to be electronic and noted the following points: 
 Recommended bylaws include at least two meetings to be in person and fully 
participatory; 
 An additional Staff member is recommended for running electronic meetings, in 
particular labour intensive Town Hall meetings with electronic public participation 
and technology assistance; 
 Recently, Staff have put their regular work aside to run electronic meetings, 
however, this is not sustainable in the long term; 
 Delegations require less technological assistance, as they are planned in advance of 
the meeting; and 

ADOPTED 
Gabriola Island ADOPTED 2 
Local Trust Committee Special Meeting Minutes 
January 27, 2022 
 As the next fiscal’s budget is being considered shortly and these bylaw amendments 
have budget implications, it is recommended the bylaw amendments are to be 
included in the next fiscal budget cycle. 
  Discussion ensued and the following key points were noted by Trustees: 
 Would like to ensure full electronic participation of the public for business meetings; 
 The public have an expectation to connect with elected officials in a variety of ways, 
including electronically, would like to find a way that works; 
 Option of discussing items on the agenda, deferring decisions to next meeting to 
allow time for public to hear and respond; 
 Requested additional time to consider Sections 18 – 40 and to obtain public 
comment; and 
 Interested in exploring additional options for running meetings electronically in the 
short and long term, suggested using unused meeting expenses from this years’ 
budget for the short term. 
GB-2022-001 
It was MOVED and SECONDED 
that Gabriola Island Local Trust Committee amend Gabriola Island Local Trust Committee Bylaw No. 312, 
cited as “Gabriola Island Local Trust Committee Meeting Procedures Bylaw, 2022” by adding in Section 3 
the words ‘held in person’ after the word ‘to.’ 
CARRIED 
GB-2022-002 
It was MOVED and SECONDED 
that Gabriola Island Local Trust Committee amend Gabriola Island Local Trust Committee Bylaw No. 312, 
cited as “Gabriola Island Local Trust Committee Meeting Procedures Bylaw, 2022” draft bylaw Section 
13 adding ‘Local Trust’ before the word ‘Committee’.  
CARRIED 
GB-2022-003 
It was MOVED and SECONDED 
that Gabriola Island Local Trust Committee draft Gabriola Island Local Trust Committee Bylaw No. 312, 
cited as “Gabriola Island Local Trust Committee Meeting Procedures Bylaw, 2022” bylaw Sections 18 to 
40 be removed.  
CARRIED 
GB-2022-004 
It was MOVED and SECONDED 
that Gabriola Island Local Trust Committee request Staff to return deleted Sections 18 to 40 of Gabriola 
Island Local Trust Committee Bylaw No. 312, cited as “Gabriola Island Local Trust Committee Meeting 
Procedures Bylaw, 2022” to the Gabriola Local Trust Committee for future consideration. 
CARRIED 
GB-2022-005 
It was MOVED and SECONDED 
that Gabriola Island Local Trust Committee Bylaw No. 312, cited as “Gabriola Island Local Trust 
Committee Meeting Procedures Bylaw, 2022”, be read a first time, as amended.  
CARRIED 
 

ADOPTED 
Gabriola Island ADOPTED 3 
Local Trust Committee Special Meeting Minutes 
January 27, 2022 
GB-2022-006 
It was MOVED and SECONDED 
that Gabriola Island Local Trust Committee Bylaw No. 312, cited as “Gabriola Island Local Trust 
Committee Meeting Procedures Bylaw, 2022”, be read a second time.  
CARRIED 
GB-2022-007 
It was MOVED and SECONDED 
that Gabriola Island Local Trust Committee Bylaw No. 312, cited as “Gabriola Island Local Trust 
Committee Meeting Procedures Bylaw, 2022”, be read a third time.  
CARRIED 
GB-2022-008 
It was MOVED and SECONDED 
that Gabriola Island Local Trust Committee Bylaw No. 312, cited as “Gabriola Island Local Trust 
Committee Meeting Procedures Bylaw, 2022”, be forwarded to the Secretary of the Islands Trust for 
approval by the Executive Committee.  
CARRIED 
GB-2022-009 
It was MOVED and SECONDED 
that the Gabriola Island Local Trust Committee request that Financial Planning Committee add funding 
resources to the 2022/23 Fiscal Year Budget for electronic meeting support. 
CARRIED 
GB-2022-010 
It was MOVED and SECONDED  
that the Gabriola Island Local Trust Committee request Staff explore the use and implement the Local 
Trust Committee specific budget to ensure full electronic connectivity for the March 3, 2022 Gabriola 
Local Trust Committee regular business meeting. 
CARRIED 
4. ADJOURNMENT 
By general consent the meeting was adjourned at 11:26 am. 
 
 
_________________________ 
Dan Rogers, Chair 
 
Certified Correct: 
 
 
_________________________ 
Nadine Mourao, Recorder