Islands Trust Executive Committee regular meeting, May 4, 2022

[0:00:00] Trustee Luckham: Perfect. Very good. So, good morning, everyone. Welcome to the Executive Committee regular meeting of May the 4th. My name is Peter Luckham. I'm elected on Thetis Island and Chair of Trust Council.

[0:00:16] Trustee Luckham: Sure. It's Thetis Island is, of course, Thetis Island, of course, is in the Salish Sea and that is in Laiacin and Penelope territory.

[0:00:30] Trustee Luckham: territory. And it's a pleasure every day to wake up and know that I live in a place that is rich

[0:00:39] Trustee Luckham: in cultural history and is the home of the Coast Salish people since time immemorial. And it's

[0:00:49] Trustee Luckham: an honor to be here. And I always say there's lots of opportunities to learn and hear stories

[0:00:58] Trustee Luckham: and know more about this coast.

[0:01:00] Trustee Luckham: And it's just there for us to take an opportunity to learn

[0:01:08] Trustee Luckham: and recommend everybody take that opportunity.

[0:01:16] Trustee Luckham: Screen here, no special format.

[0:01:17] Trustee Luckham: Trustee Patrick, Salt Spring Island.

[0:01:19] Trustee Luckham: Good morning, Vice Chair Patrick.

[0:01:21] Trustee Luckham: And Trustee Rogers from Danbury Keats.

[0:01:26] Trustee Luckham: Good morning, Dan.

[0:01:27] Trustee Luckham: and Sue Ellen Fast, Counselor and Trustee and Vice Chair, Bowen Island Municipality.

[0:01:33] Trustee Luckham: Good morning.

[0:01:34] Trustee Luckham: And, of course, CAO Russ Hotson-Piller, I presume you're down in Victoria today.

[0:01:40] Trustee Luckham: Yes.

[0:01:41] Trustee Luckham: In Lugankwin, and indeed in the boardroom there, I see David Marlert, Legislative Services

[0:01:49] Trustee Luckham: and Acting, I suppose, Regional Planning Manager, and, of course, Lori Foster, who we'd be

[0:01:56] Trustee Luckham: be lost without you, Laurie. You look after all this technology and make sure it works smoothly.

[0:02:01] Trustee Luckham: And it does. Like a well-oiled machine, in fact, all this electronic meeting stuff.

[0:02:09] Trustee Luckham: Who would have thought? Anyway, I think that covers it at the moment. And we have an agenda

[0:02:17] Trustee Luckham: before us, so I'll just call the meeting to order. And I'll ask if there's any new or additional

[0:02:22] Trustee Luckham: items for today's agenda. I look for a show of hands. Not seeing any. Now, Russ, I think when we

[0:02:31] Trustee Luckham: get to the agenda, we're going to talk about the governance review piece as part of that

[0:02:38] Trustee Luckham: conversation. I am interested in having a discussion about that. And should we add that

[0:02:44] Trustee Luckham: to the agenda somewhere? Or do you think that we'll fill that in somewhere?

[0:02:50] Trustee Luckham: Well,

[0:02:52] Voice 2: I think there's a, Mr. Chair, there's a briefing on page 21, which talks about the Trust Council agenda, and it indicates a number of likely topics that will be addressed at June Trust Council.

[0:03:07] Voice 2: So I think you could fit any conversations you needed to in there.

[0:03:10] Voice 2: Mayor.

[0:03:11] Trustee Luckham: Okay, perfect then. So then I'll take it then not seeing anything else that will adopt

[0:03:15] Trustee Luckham: the agenda as presented. And thank you for the agenda. So the first item on there is the

[0:03:24] Trustee Luckham: report from previous meetings. And the last electronic in-camera meeting we had was April

[0:03:30] Trustee Luckham: the 13th. And in that meeting, we approved the minutes from February the 23rd and March the 23rd.

[0:03:38] Trustee Luckham: but it looks a bit as well and so those were adopted and there's nothing else to report from

[0:03:43] Trustee Luckham: that uh in-camera session so that brings us to april the 13th which was our last uh uh meeting

[0:03:51] Trustee Luckham: and i'll just uh look to the vice chairs if there's any corrections necessary for the minutes

[0:03:57] Trustee Luckham: in that meeting yeah

[0:03:59] Trustee Patrick: on page six of the agenda package uh on the discussion that followed from

[0:04:04] Trustee Patrick: from item 4.2, it said the Southern Gulf Island Forum

[0:04:10] Trustee Patrick: updated, hosted by, and it lists,

[0:04:13] Trustee Patrick: I'm not certain that's all, I mean, that might be,

[0:04:16] Trustee Patrick: but I don't think we should report the attendees

[0:04:21] Trustee Patrick: because there are other people in the meeting.

[0:04:23] Trustee Patrick: I believe if that was the Anchorage meeting,

[0:04:29] Trustee Patrick: that might be the comment to say

[0:04:32] Trustee Patrick: that the topic of Anchorage because there were invited guests and other things that were at that

[0:04:37] Trustee Patrick: meeting so I just find I don't think the description needs to be as detailed as it is

[0:04:42] Trustee Patrick: I

[0:04:45] Voice 5: could just end at uh assembly by MLA Olson and uh and uh leave it there

[0:04:51] Trustee Luckham: yeah

[0:04:53] Trustee Patrick: I think that would

[0:04:53] Trustee Patrick: be fine

[0:04:54] Trustee Luckham: meeting as well and I don't see many but maybe I missed that one oh no too many meetings

[0:05:00] Trustee Luckham: Thanks.

[0:05:03] Voice 5: So you captured that, Laurie?

[0:05:06] Voice 11: Yes, thank you.

[0:05:07] Trustee Luckham: That'll be amended.

[0:05:09] Trustee Luckham: Yeah, I don't see any objections here.

[0:05:10] Trustee Luckham: So if there's anything else about the minutes?

[0:05:14] Trustee Luckham: No, okay.

[0:05:15] Trustee Luckham: So then I'll adopt the minutes of April 13th

[0:05:18] Trustee Luckham: by general consent as amended.

[0:05:20] Trustee Luckham: And this brings us to 5.1,

[0:05:23] Trustee Luckham: follow-up action list, directors of CAO updates reports.

[0:05:27] Trustee Luckham: So let us begin with Russ Hotzenkiller, CAO.

[0:05:32] Trustee Luckham: I want to take every opportunity to thank you

[0:05:35] Trustee Luckham: for the work that you do for the Island Trust.

[0:05:37] Trustee Luckham: Well,

[0:05:37] Voice 2: thank you, Chair Luck.

[0:05:38] Voice 2: I appreciate it.

[0:05:39] Voice 2: And good morning to Executive Committee

[0:05:41] Voice 2: and my colleagues and anyone watching.

[0:05:44] Voice 2: It's good to be with you.

[0:05:45] Voice 2: Yeah, on page 12, we've got our follow-up action list.

[0:05:48] Voice 2: We have a couple of well-worn items

[0:05:50] Voice 2: on the first two items.

[0:05:54] Voice 2: You know, I do keep you fairly regularly informed,

[0:05:57] Voice 2: both at our teleconferences

[0:05:59] Voice 2: and at previous Executive Committee meetings.

[0:06:01] Voice 2: but i'll just uh spend a moment on item two uh forest protection um we did speak with uh the

[0:06:08] Voice 2: ministry and i've told you this before and i think you're aware of it around um forest protection and

[0:06:14] Voice 2: their consideration of moving off of a municipal template and perhaps treating this as a separate

[0:06:20] Voice 2: issue they again read um so a separate amendment to the act um and um an extent you know if if it

[0:06:30] Voice 2: did see the light of day it would be specific to the trust in the trust region

[0:06:38] Voice 2: and so they're waiting for more discussions between us they did extend a timeline to say

[0:06:44] Voice 2: this would be would take some period of time at least over a year from now if we were successful

[0:06:51] Voice 2: and the other key portion that came up and i'm going to link it to the island's 2050 public

[0:06:58] Voice 2: public engagement process was, while we did provide them the results of trustee surveys

[0:07:05] Voice 2: around their intention, like what is the goals and intentions of this program, and you'll

[0:07:13] Voice 2: recall we've had a couple meetings with trustees where we developed what we think is how this

[0:07:19] Voice 2: would be applied, and while similar to the municipal context, it did speak of region-wide

[0:07:26] Voice 2: protection of the coast of douglas fir and a variety of different um overall goals but expressed

[0:07:32] Voice 2: through um mainly a focus on um land disturbance and um development associated with uh um zoning

[0:07:42] Voice 2: powers and so forth uh the one thing that came up in some of our meetings out on the islands was

[0:07:49] Voice 2: a number of people engaged us in conversation and a few of them made the point of what happens to

[0:07:57] Voice 2: the individual has a woodlot that's not captured by the PMFL and that who provides

[0:08:07] Voice 2: forestry products to and wood products to the communities for a variety of

[0:08:14] Voice 2: uses and that is their their business and at this point we haven't really

[0:08:23] Voice 2: delved into exactly how that would be be handled so that's something that I think the the province

[0:08:30] Voice 2: would be well aware of as well so that will be part of our ongoing conversations so that's where

[0:08:35] Voice 2: we are there I don't expect any resolution by the end of this term associated with this project

[0:08:40] Voice 2: and as anything else comes up I will inform you. With item three I have engaged with the

[0:08:48] Voice 2: Comox Nation regarding the Guardian Watchman Program and you'll recall that they made an

[0:08:54] Voice 2: application to us as they did to others both in the in the Comox Valley estuary

[0:09:01] Voice 2: so I expect it would have been the regional district, Town of Comox, City of Courtney and

[0:09:05] Voice 2: others around some ongoing funding associated with this program they've also applied or had

[0:09:14] Voice 2: engaged us in conversation with something a little bit more site specific on the islands regarding

[0:09:21] Voice 2: cultural heritage and that's showing up later on as a report that um claire freighter's bringing

[0:09:27] Voice 2: to you and i indicated that there's probably greater we have greater flexibility around those

[0:09:33] Voice 2: kind of funding requests than we would an ongoing um funding relationship associated with the

[0:09:40] Voice 2: guardian program they seemed okay with that so a letter will be um so i i consider that that

[0:09:45] Voice 2: communications occurred and then a letter will be provided for chair luckham signing forwarded to um

[0:09:56] Voice 2: probably chief frimple of the comox just to um complete that communication so that's uh

[0:10:02] Voice 2: uh the uh follow-up action list and i thank lori for the rest of the uh correspondence items

[0:10:09] Voice 2: dealing with those looks like i completed them but of course i didn't she did so with that i

[0:10:15] Voice 2: would go into um just some general updates if if there's some value all

[0:10:23] Trustee Luckham: right so uh any questions

[0:10:25] Trustee Luckham: on that update otherwise uh

[0:10:27] Voice 5: we'll go to your report so trustee rogers thank

[0:10:33] Trustee Rogers (probable): you and um good

[0:10:35] Trustee Rogers (probable): Good morning, Mr. Chair, just so you're aware, you've got one of those scenarios going where if you turn your head away from your computer, we can't hear we lose you a little bit.

[0:10:45] Trustee Rogers (probable): I know that's why I'm wearing the earbuds, but that happens to me all the time, too.

[0:10:49] Trustee Rogers (probable): Anyway, my question is about the I agree with you, by the way, about the about the, you know, nothing's going to happen this term with the province.

[0:11:01] Trustee Rogers (probable): I wondered about two things about the discussions with the province about forestry.

[0:11:11] Trustee Rogers (probable): This is sorry about forestry.

[0:11:12] Trustee Rogers (probable): One is a couple of months ago, there was some public communication about a response that the province gave to the regional districts, I believe, which effectively said, we don't think you should have this authority.

[0:11:30] Trustee Rogers (probable): And I may be mis-paraphrasing that.

[0:11:33] Trustee Rogers (probable): That's the way I read it in the press anyway.

[0:11:35] Trustee Rogers (probable): I didn't see it.

[0:11:36] Trustee Rogers (probable): And I wondered whether we thought that that similar communication might come to us, or are they treating us in a different context?

[0:11:46] Trustee Rogers (probable): And my second question is, I mean, my understanding about all of this around the forestry request has always sort of been,

[0:11:56] Trustee Rogers (probable): And, yeah, if we give the general power, it'll be up to each local trust committee to decide how they want to or if they want to effectuate it, subject, of course, to whatever gets into the trust policy statement, which is yet to be decided.

[0:12:14] Trustee Rogers (probable): And I gather I just want to make sure that the province, I assume, is sort of it's conscious of that, that the local trust committees like I don't want to pick on any particular one.

[0:12:25] Trustee Rogers (probable): but den men might decide they don't want to utilize it they don't think it's appropriate

[0:12:29] Trustee Rogers (probable): but salt spring might decide they do and i just wanted to make sure that and i again don't anybody

[0:12:36] Trustee Rogers (probable): watching don't don't come to the conclusion that that's the direction we're heading because there's

[0:12:41] Trustee Rogers (probable): been no discussion at the local trust committee levels related that i'm just picking those two by

[0:12:46] Trustee Rogers (probable): randomly i just want to make sure the province is sure conscious of that yeah

[0:12:52] Voice 2: so um yeah it's

[0:12:54] Voice 2: It's almost worth going with X, Y, and Z when we're talking about a local trust committee.

[0:12:57] Voice 2: So that came up actually in 2015, the public engagement process as well.

[0:13:05] Voice 2: And myself and others, because this is our understanding, is confirming that that is

[0:13:11] Voice 2: the intention of Trust Council.

[0:13:13] Voice 2: Because out of the survey process, a good five or six LTCs indicated that's not likely

[0:13:20] Voice 2: something that both are neither our history nor our future really lends itself to that to a need

[0:13:27] Voice 2: for that love that type of authority and they would want the flexibility to opt out that's

[0:13:35] Voice 2: been communicated to the ministry of course we're going to have to make sure that as we as we work

[0:13:40] Voice 2: through the policy statement if that is the intention that the policy statement reflects

[0:13:44] Voice 2: flex that flexibility and we'll have to keep that in mind as as we go forward to ensure that

[0:13:50] Voice 2: the language when ocps and other things are amended allows for you know a menu-based approach

[0:13:59] Voice 2: to this to this forestry question so that is that the province is aware of that and community is

[0:14:06] Voice 2: aware of that and we're discussing in those terms to the degree i can be specific with any of those

[0:14:12] Voice 2: people um and then with regards regional districts from the outset um i think i expressed to you that

[0:14:21] Voice 2: there was likely a concern from a provincial perspective that this type of authority being

[0:14:29] Voice 2: applied across the rural landscape of british columbia might be a challenge for the province

[0:14:34] Voice 2: and that it would be we would be most successful if we made this specific to our unique geography

[0:14:41] Voice 2: and our unique mandate and they're coming back with language that seems to support that approach

[0:14:48] Voice 2: to the degree that they're moving forward with it it would be that no no it's not really municipal

[0:14:54] Voice 2: because we know it's this isn't a municipal context but it's also not the regional district

[0:14:59] Voice 2: landscape that's across the province and our best way forward would be its uniqueness

[0:15:04] Voice 2: yes okay

[0:15:10] Trustee Luckham: any other questions on the CAO's update I'm gonna then move on CAO to your

[0:15:21] Trustee Luckham: report

[0:15:22] Voice 2: okay I'll be brief because I feel that for the most part you know the core elements that

[0:15:27] Voice 2: we're working on the first one is I'll note that there's an HR briefing here just to you know other

[0:15:35] Voice 2: Other agencies across the province are going through the same thing, transitioning employees in and out, and we are no different.

[0:15:43] Voice 2: And to the degree that's affecting our work programming and planning, this is the group that I want to keep informed around that.

[0:15:52] Voice 2: So a number of initiatives, we can talk about that when we get to the HR report, but for the most part, I've worked with the Salt Spring office.

[0:16:00] Voice 2: I feel they're in a place where they can continue their work.

[0:16:03] Voice 2: we've got an acting rpm we've redefined some roles david is undertaking office hours there

[0:16:11] Voice 2: i am more closely associated with the the political workings of the local trust committee

[0:16:19] Voice 2: and there's been some other instances where we've brought some staff up who are doing

[0:16:26] Voice 2: working at a higher level and i think it's going to be workable

[0:16:31] Voice 2: across the trust we are going to have to do some prioritization of our strategic planning projects

[0:16:36] Voice 2: and some of our other ltc projects because as we all know or at least i've said for the last number

[0:16:43] Voice 2: of years there's too many projects to be successful with when you add up the 85 projects that are

[0:16:48] Voice 2: underway across the islands trust whenever you have any sort of capacity issue of course those

[0:16:53] Voice 2: things that becomes more acute we're we're well aware of that and um there there might be as we

[0:17:01] Voice 2: move through the end of the term some um some prioritizing needed so salt spring moves forward

[0:17:08] Voice 2: uh a number of other functions um lisa wilcox has moved on and as she would say in a good way

[0:17:16] Voice 2: into the work that she's doing and her work we're taking and we can't replicate what she brought to

[0:17:23] Voice 2: the table but that doesn't mean that we can't address many of the issues that are ongoing

[0:17:29] Voice 2: primary among those is ensuring that we have good feedback and consistent feedback over time around

[0:17:38] Voice 2: islands 2050 so we're re-engaging there and looking how we can deliver that first

[0:17:45] Voice 2: nation functionality of the islands trust and keep those relationships going it's the same

[0:17:49] Voice 2: with the water function through the budgeting process you'll recall that the water you know the

[0:17:55] Voice 2: sustainability framework though adopted conceptually was not financially supported

[0:18:01] Voice 2: by the islands trust in any specific way other than working on the water mapping project

[0:18:06] Voice 2: on the eastern extent of the islands trust so that carries on but how do we recalibrate

[0:18:13] Voice 2: that program in the interim until there's a decision by Trust Council to move forward in a

[0:18:21] Voice 2: more concrete way. That's what's in front of us for the next year as we try and keep that program

[0:18:26] Voice 2: going. So we're thinking that through. And I've also talked about the administrative function.

[0:18:30] Voice 2: I asked and received some monies from Trust Council to shore up our administration,

[0:18:35] Voice 2: and we have yet to use those funds, though we're very early in the year.

[0:18:41] Voice 2: That's it for now. Mr. Chair, respond to any questions and move forward

[0:18:44] Voice 2: to the rest of the field with my colleagues.

[0:18:48] Trustee Luckham: Okay, thank you.

[0:18:49] Trustee Luckham: Any other questions from vice chairs?

[0:18:54] Trustee Luckham: No?

[0:18:55] Trustee Luckham: So let's then the next director I have listed

[0:18:59] Trustee Luckham: would be Julia Mobs,

[0:19:00] Trustee Luckham: Director of Administrative Services.

[0:19:04] Trustee Luckham: And do you have anything to report on her behalf?

[0:19:06] Trustee Luckham: I don't see anything.

[0:19:07] Trustee Luckham: Don't see her online.

[0:19:08] Voice 2: No, I thought she'd

[0:19:09] Trustee Luckham: be with us today,

[0:19:10] Voice 2: but she has got a very, very full plate right now.

[0:19:14] Voice 2: Now, as we're doing the, as this is the audit time of year and both from two perspectives,

[0:19:20] Voice 2: and she's been pulling some extraordinary hours trying to complete that because that

[0:19:26] Voice 2: is upon us in May, I believe in May 9th is when we're having our, the auditors in.

[0:19:32] Voice 2: And the first priority is to get the conservancy's books in order.

[0:19:38] Voice 2: And she's been working on that and concurrently working on the Allen's trust audit process.

[0:19:43] Voice 2: so that's what she's been out over the last couple of days and of course last couple of weeks

[0:19:48] Voice 2: and of course as the primary administrative person with regard to human resources her and

[0:19:55] Voice 2: her team have been working with us as we try and fill these gaps so I

[0:20:01] Voice 2: believe she'll be attending

[0:20:02] Voice 2: later on today around the HR report because she crafted a good portion of that so you could ask

[0:20:09] Voice 2: or any other questions at that time okay

[0:20:12] Trustee Luckham: thank you um no questions from vice chairs so i'm going to

[0:20:16] Trustee Luckham: move on to director local planning services and legislative services manager um i see that you've

[0:20:22] Trustee Luckham: consolidated that that's helpful and uh direct director mahler uh um i'll just go to you to

[0:20:31] Trustee Luckham: provide um your follow-up action list report and then you can move into your update uh thank you

[0:20:38] Trustee Luckham: And yes, so

[0:20:39] Voice 1: the fall action list report for legislative services, items one and two, work has not started on that.

[0:20:47] Voice 1: It's not a priority at the moment, but do plan to get to that as time permits, likely later in the year.

[0:20:55] Voice 1: From local planning services, item three in the fall action list is actually on the agenda today, just to close that off.

[0:21:03] Voice 1: And the other items on there, I believe, are completed.

[0:21:06] Voice 1: I do have a short report for both legislative services and planning.

[0:21:11] Voice 1: If there's any questions on the flood patch, let's go ahead.

[0:21:15] Trustee Luckham: Any questions? No. Go ahead, David.

[0:21:19] Voice 1: Okay,

[0:21:20] Trustee Luckham: thank you. I'll start with planning.

[0:21:22] Voice 1: So the big issue, as the CAO indicated, is we do have two vacancies in the Salt Spring office,

[0:21:28] Voice 1: one left by the departure of the regional planning manager and the other one by leave of a plan one.

[0:21:35] Voice 1: So we do have an Acting Regional Planning Manager and we have a Planner 2 that is backfilling as Acting Island Planner.

[0:21:44] Voice 1: So we've moved those two positions up in an acting role, working very well so far, working together.

[0:21:50] Voice 1: That does leave us with two vacancies currently at the Planner 2 and Planner 1 level.

[0:21:55] Voice 1: We do have a new planning technician starting on May 18th.

[0:22:01] Voice 1: This is our permanent planning technician that Stephen vacated when he went to the planning position in the northern office.

[0:22:09] Voice 1: So that will actually help us once that position gets up to speed.

[0:22:13] Voice 1: We're going to hire a second planning technician for at least a four month period that will be focused on Salt Spring.

[0:22:21] Voice 1: And we'll do building permits, but could also help us with development, various permits and other applications like that.

[0:22:29] Voice 1: so that position is expected to also start mid-May as well and the other the other thing is we're

[0:22:36] Voice 1: looking at competitions that we've done for planner twos in the last while to see if there's somebody

[0:22:42] Voice 1: there that we can hire on a temporary basis to help fill in for the planner two position on

[0:22:47] Voice 1: Salt Spring Island so we're working as best we can to fill those positions in the meantime planners

[0:22:53] Voice 1: as in the other offices are providing service to Salt Spring by taking on some of the applications,

[0:22:59] Voice 1: so we're spreading that out so that the effect of having two vacancies isn't born just by Salt

[0:23:07] Voice 1: Spring, it's going to be organization-wide. I think that's a fair way to look at it.

[0:23:15] Voice 1: And then just in the northern office, just for our staffing, we just filled on a temporary basis

[0:23:22] Voice 1: is a position that's been vacated by our island planner being seconded over to Ministry of

[0:23:30] Voice 1: Environment. So that person will be starting soon and we'll provide that information to you as soon

[0:23:35] Voice 1: as possible. Just in planning again, Regional Planning Committee meets on May 18th and just

[0:23:42] Voice 1: wanted to kind of flag for you, the Executive Committee, that the Regional Planning Committee

[0:23:47] Voice 1: has been given a lot of work not just strategic plan items but there's been referrals from fpc

[0:23:54] Voice 1: from tpc and trust council so they got a lot a list of things they're not going to be able to

[0:24:02] Voice 1: do all of it so i think at the next meeting we'll be working with the chair of the rpc to provide

[0:24:08] Voice 1: some focus at least for the remainder of this year maybe some suggestions as to what should

[0:24:14] Voice 1: happen in the next term. So that's it for planning right now. And if I may just quickly on legislative

[0:24:23] Voice 1: services, the planning clerks are all doing a wonderful job. They've got several Freedom of

[0:24:32] Voice 1: Information Protection and Privacy files that they're working on. So they've been doing that.

[0:24:38] Voice 1: We're also going to be updating the Freedom of Information Protection and Privacy bylaws.

[0:24:43] Voice 1: there's one for each local trust committee and one for trust council I believe so there's about 14

[0:24:48] Voice 1: of them uh they those bylaws are signed ahead and established the fees that are charged for FOI

[0:24:57] Voice 1: most of them are pretty dated 1994 I think is the last time they were put together with maybe a few

[0:25:03] Voice 1: updates since so that work is almost done and we plan to bring that to June trust council it's

[0:25:09] Voice 1: just pending legal review and looking at a better way to do things that way and then finally

[0:25:17] Voice 1: well not finally second to final so I've applied for commissioner taking of affidavits so hopefully

[0:25:24] Voice 1: that will be with me in time for June Trust Council and also we have on today's agenda

[0:25:32] Voice 1: a report about the election so I'll just leave the elections until then but I will say that that is

[0:25:39] Voice 1: not only my priority but I believe Russ and Laurie's priority from now to the election day.

[0:25:45] Voice 1: There's a lot of little steps that can't be missed to make sure that goes smoothly.

[0:25:51] Voice 1: Okay back to the chair and any questions I'll try and answer them, thank you.

[0:25:56] Trustee Luckham: Any questions from the directors, follow-up action lists?

[0:26:02] Trustee Luckham: Do you have a, oh Dan Rogers over to you.

[0:26:05] Trustee Rogers (probable): Well I just wanted to say I do have some

[0:26:06] Trustee Rogers (probable): some questions about the human resources,

[0:26:10] Trustee Rogers (probable): but there's a report coming on that

[0:26:12] Trustee Rogers (probable): that we're going to get to.

[0:26:13] Trustee Rogers (probable): So I'll save those for those questions, thanks.

[0:26:16] Trustee Luckham: Yeah.

[0:26:17] Trustee Luckham: Okay, so do you have a report to offer us, David?

[0:26:21] Voice 5: I know that was the report.

[0:26:24] Trustee Luckham: Okay, very good then.

[0:26:25] Trustee Luckham: So I'm going to then move on

[0:26:26] Trustee Luckham: to Director of Trust Area Services, Claire Frader.

[0:26:31] Trustee Luckham: Good morning, Claire.

[0:26:32] Trustee Luckham: Thank you for joining us

[0:26:33] Trustee Luckham: and also for your work for the Alliance Trust

[0:26:36] Trustee Luckham: and over to you for your follow-up action list report.

[0:26:39] Voice 8: Thank you, Chair.

[0:26:41] Voice 8: Good morning, Executive Committee.

[0:26:43] Voice 8: For my follow-up action report,

[0:26:45] Voice 8: really can just let you know one highlight is that

[0:26:48] Voice 8: we've, I've been in touch with a contact at the province

[0:26:52] Voice 8: around the New Brighton Dock,

[0:26:54] Voice 8: and he is available to attend a joint meeting

[0:26:57] Voice 8: with the Sunshine Coast Regional District,

[0:26:58] Voice 8: should that be requested.

[0:27:00] Voice 8: So I haven't sent a formal letter yet,

[0:27:03] Voice 8: but I'm doing the background work

[0:27:04] Voice 8: that I think the letter is intended to achieve.

[0:27:07] Voice 8: Other than that, I think the chair and I attended a meeting

[0:27:10] Voice 8: with the Port of Vancouver regarding some upcoming anchorage advocacy

[0:27:14] Voice 8: or anchorage engagement that they plan to do around next steps

[0:27:18] Voice 8: for proactive work around anchorages.

[0:27:21] Voice 8: So that's been accomplished, and you'll see some of the RFDs today

[0:27:25] Voice 8: on your agenda regarding the Grants and Aid program.

[0:27:28] Voice 8: Other than that, I've had some time off, and we are still continuing

[0:27:31] Voice 8: to work on the final pieces needed for the engagement for Islands 2050 and the many other

[0:27:39] Voice 8: pieces in the works which I'd be happy to speak to as part of a director's report but first I'll

[0:27:45] Voice 8: guess I'll see if there's any questions around the follow-up action list.

[0:27:49] Trustee Luckham: So Vice Chair's anything

[0:27:50] Trustee Luckham: on the follow-up action list? Dan Rogers you're

[0:27:57] Voice 5: muted sir. I

[0:28:06] Trustee Rogers (probable): was just looking at my calendar

[0:28:08] Trustee Rogers (probable): calendar. I have to go back to it now. Because, oh, it is in the morning. I take it back.

[0:28:19] Trustee Rogers (probable): Sorry, never mind. I thought it was an afternoon meeting with the SCRD, but I see it's actually,

[0:28:23] Trustee Rogers (probable): you were right in your email. It's a morning meeting. So I apologize. Because I noticed

[0:28:28] Trustee Rogers (probable): your email said that he was available in the morning.

[0:28:35] Trustee Luckham: Okay, thank you, Dan. So no other

[0:28:38] Trustee Luckham: other questions um so maybe i'll just ask claire i was reflecting on our meeting with the port

[0:28:44] Trustee Luckham: um which is some two or three weeks ago i guess um and i don't know maybe i had the wrong

[0:28:52] Trustee Luckham: expectation that we might hear something else from them um and we haven't and um i hope that

[0:29:01] Trustee Luckham: that what we presented to them was taken more broadly than just a local advocacy group,

[0:29:13] Trustee Luckham: so to speak.

[0:29:14] Trustee Luckham: And did you have any kind of an expectation there or any thoughts about what might be

[0:29:22] Trustee Luckham: important to do next, particularly in the light of, and in fact, I think is a significant

[0:29:29] Trustee Luckham: point is the container vessels is now both on the Trincomalee side and the Stewart Channel side

[0:29:37] Trustee Luckham: are regular attendance of multiple at the same time container vessels and I think we all know

[0:29:44] Trustee Luckham: those are the vessels at greatest risk.

[0:29:48] Voice 8: No as we were the purpose of the meeting was they were

[0:29:51] Voice 8: seeking our advice on how to structure an engagement with communities and I would say

[0:29:57] Voice 8: local governments and hopefully nations.

[0:30:00] Voice 8: at a consultative level, I would hope. So we have provided that input to the port and their

[0:30:05] Voice 8: consultants. So my thought was they would go away now and they're going to plan the engagement. And

[0:30:10] Voice 8: then I would expect we would hear back from them when they have more firm plans around timing and

[0:30:14] Voice 8: how they plan to achieve it. And at that point, we'll learn whether or not our input was

[0:30:18] Voice 8: taken to heart. Certainly, we can always undertake more advocacy. I will caution that right now our

[0:30:24] Voice 8: Our team is still fairly stretched for capacity, but certainly the container ships are a problem.

[0:30:30] Voice 8: I am working somewhat with Adam Olson's office around organizing a Southern Gulf Islands forum member meeting for July 6th, I believe, in Sydney, focused on anchorages.

[0:30:44] Voice 8: So there is more capacity there for that group to come together for advocacy as well.

[0:30:49] Voice 8: But certainly we can support with more advocacy as needed.

[0:30:51] Voice 8: I'll just caution that our team continues to be fairly stretched for time understood

[0:30:56] Trustee Luckham: okay thank

[0:30:57] Trustee Luckham: you so uh Sue Ellen Fast yeah

[0:31:01] Trustee Fast: thank you chair um uh Claire Director Frader I'm wondering if um

[0:31:08] Trustee Fast: you can remind me I've got a meeting with Hornby LTC on Friday and uh I took dust and bones I left

[0:31:16] Trustee Fast: off the agenda this time um because of covid and changing um priorities there i guess i i was

[0:31:25] Trustee Fast: waiting to see if one of the local trustees wanted to put it on the agenda again so i'm looking at

[0:31:32] Trustee Fast: your follow-up action list and seeing three and five items three and five uh and something about

[0:31:38] Trustee Fast: the number five says take it from hornby and apply it to salt spring is there something i'm missing

[0:31:44] Voice 8: here? I think back at the time there was a request from Salt Spring to host such an event back pre-COVID

[0:31:51] Voice 8: days and I think the executive committee we had funded through the grant and aid process a certain

[0:31:58] Voice 8: number and the executive committee had decided to reallocate to Salt Spring as per Salt Spring's

[0:32:03] Voice 8: request is my recollection.

[0:32:06] Trustee Fast: Okay because oh yes I see that number five there is 2020 so that would

[0:32:11] Trustee Fast: would be um february 2020 would be pre-covid um and all this time though i have been under

[0:32:18] Trustee Fast: the impression that uh hornby had an allocation as well so maybe um maybe i will see whether it

[0:32:28] Trustee Fast: ever comes up again on hornby and if it does i will check in with you about what funds might

[0:32:33] Trustee Fast: be available would

[0:32:35] Voice 8: that be a good way to go uh yeah certainly it could potentially be undertaken

[0:32:38] Voice 8: You know, this was funded through Grant and Aid with the understanding that the Islands Trust would take on part of it in terms of the coordination of the event and the promotion of the event.

[0:32:48] Voice 8: Certainly, with sufficient capacity, we could undertake it, you know, through the Reconciliation Programming Executive Committee could direct additional activities through that program, I would expect.

[0:32:59] Trustee Fast: Well, I will see if it comes up as a topic of interest to trustees before the end of the term. Okay, thank you.

[0:33:06] Trustee Fast: Thank you.

[0:33:08] Trustee Luckham: Did I see your hand up there, Laura? No. Okay. Yeah. And of course, you know, the truth in all

[0:33:15] Trustee Luckham: of this, which is interesting to reflect upon, is pre-COVID, now it's two years ago. And of course,

[0:33:23] Trustee Luckham: the world has changed, particularly around First Nations, with the discovery of

[0:33:32] Trustee Luckham: of the children throughout the province and the country.

[0:33:37] Trustee Luckham: And so the world is a different place now.

[0:33:40] Trustee Luckham: So there's some consideration

[0:33:41] Trustee Luckham: about how we would advance any of this stuff,

[0:33:44] Trustee Luckham: actually just reflect on that.

[0:33:46] Trustee Luckham: But no need for any comment there, Claire.

[0:33:48] Trustee Luckham: And if there's nothing else, I'll just go to your report.

[0:33:52] Voice 8: Thank you, Chair.

[0:33:54] Voice 8: So just want to start off with staffing

[0:33:56] Voice 8: for Trust Area Services, just to let you know,

[0:33:59] Voice 8: So we, Tara Tedesco, who was acting as the project for the community communication specialist,

[0:34:05] Voice 8: she was dedicated until the end of March to the living in the trust area mailing project.

[0:34:11] Voice 8: She's agreed to step into our regular communication specialist role.

[0:34:15] Voice 8: So more of the corporate communications role until Vicky Swan is scheduled to return at

[0:34:20] Voice 8: the end of October.

[0:34:21] Voice 8: So very pleased to have that continuity.

[0:34:23] Voice 8: Big win for me to not be bringing in someone completely new again.

[0:34:27] Voice 8: and Corrine who has left us who was acting in that role has agreed to step in as we need her

[0:34:32] Voice 8: so she's in the wings as well which I'm very grateful about so we're again but everyone's

[0:34:39] Voice 8: still learning their way in terms of all you know that it's a fairly technology-based position in

[0:34:42] Voice 8: terms of website and subscriber messages and all the pieces so there's still some training

[0:34:47] Voice 8: happening and I'm carrying a good portion of that position right now just to let you know

[0:34:51] Voice 8: the other piece is I will be working with the CAO and the other directors around the next steps for

[0:34:56] Voice 8: for our senior intergovernmental policy advisor position

[0:34:58] Voice 8: as the CAO spoke to earlier

[0:35:00] Voice 8: and looking to consult with staff

[0:35:02] Voice 8: and determine the next steps

[0:35:04] Voice 8: on how to move forward with that role.

[0:35:06] Voice 8: In the meantime, inquiries are being directed to me.

[0:35:10] Voice 8: So that again is taking up some time

[0:35:11] Voice 8: and I'm doing my best to work with the CAO

[0:35:14] Voice 8: to help staff with the various things that are emerging.

[0:35:17] Voice 8: For Islands 2050, now that we've concluded the engagement,

[0:35:20] Voice 8: we are working, there's all the administrative pieces

[0:35:23] Voice 8: which are eating some time around just ensuring

[0:35:25] Voice 8: ensuring that all the invoices are showing up and the inquiries are being

[0:35:28] Voice 8: managed.

[0:35:29] Voice 8: We are working as a team towards hosting a workshop around lessons learned

[0:35:33] Voice 8: so we can document and capture all the learning that happened around putting

[0:35:37] Voice 8: on these trust-wide kinds of engagements, both at an island to island level.

[0:35:41] Voice 8: So tips and tricks for that island in terms of how they want to be,

[0:35:44] Voice 8: how they want to have engagements promoted, you know,

[0:35:47] Voice 8: things around ferry schedules or little bits that we learned around

[0:35:50] Voice 8: preferences for that island that we'll try and document for a future public

[0:35:53] Voice 8: public engagement strategy that we could have as an appendix.

[0:35:57] Voice 8: So we're going to be working towards that as a team to capture that

[0:35:59] Voice 8: learning. So any future employees that take it on,

[0:36:01] Voice 8: we'll have that captured learning also community stewardship awards have

[0:36:06] Voice 8: the nomination period has closed and we're working towards a briefing for

[0:36:10] Voice 8: trust programs committee.

[0:36:11] Voice 8: And we'll be soon issuing a news release about the seven nominations that

[0:36:14] Voice 8: have been received. Also annual report is in full swing.

[0:36:18] Voice 8: We hope to have your section this year for the executive committee

[0:36:22] Voice 8: committee sections on your next agenda and then we'll bring the full report to you for review

[0:36:27] Voice 8: prior to council at the following meeting and I'm working towards a trust programs committee agenda

[0:36:33] Voice 8: for Friday and those are really the highlights for trust area services there's a lot happening

[0:36:37] Voice 8: you'll see on Facebook we're going to be doing a bit of a tour of the islands profiling the island

[0:36:42] Voice 8: profiles on the website for each of the islands over the coming weeks so watch for that too please

[0:36:49] Voice 8: happy to take any questions very

[0:36:52] Trustee Luckham: good any questions dan rogers i see your hand up there

[0:36:57] Trustee Rogers (probable): thanks i think you answered this but i'll i'll just ask you just to be sure uh so is tpc of

[0:37:03] Trustee Rogers (probable): next friday not this friday is that is it the

[0:37:06] Voice 8: agenda will go out your agenda will go out this

[0:37:08] Voice 8: friday and the meeting is the following friday right is um

[0:37:11] Trustee Rogers (probable): is that the um uh it will that be

[0:37:15] Trustee Rogers (probable): where we is that where the intention to consider the community stewardship awards is that that

[0:37:20] Trustee Rogers (probable): we're not going to occur okay so we're going to be doing that's what that means that

[0:37:23] Voice 8: will be in

[0:37:24] Voice 8: camera yes yes

[0:37:25] Trustee Rogers (probable): i know um um my second question is um when you say we're done so um i i i think

[0:37:34] Trustee Rogers (probable): i've probably lost track but there was a at one point there was a delay and then there were going

[0:37:38] Trustee Rogers (probable): to be some i think they were called focus groups um that occur and did those occur and uh

[0:37:45] Trustee Rogers (probable): And that so that process is working finished and now it's in the hands of ISL and staff in terms of developing and that I think is sort of aiming for the end of the month for presentation.

[0:37:58] Voice 8: So yes, I can speak to that. So ISL is working feverishly to produce an engagement report for the for your final agenda before Trust Council.

[0:38:08] Voice 8: We had over 1300 surveys submitted and they're also all the focus group input, the in-person input, all to collate.

[0:38:15] Voice 8: So they're working on that and we're hoping to get it in a few weeks. It's a lot.

[0:38:20] Voice 8: So they're also coding and theming the commentary received through all the correspondence that you've got available to you on the website.

[0:38:29] Voice 8: On our side, we are now looking at the referral responses and the First Nation engagement.

[0:38:33] Voice 8: and we're working to summarize that for you all to present at once for that final agenda you have

[0:38:40] Voice 8: before trust council so that is uh

[0:38:42] Trustee Rogers (probable): that's that's june the 8th is that the date you're right that's

[0:38:46] Voice 8: right i

[0:38:47] Trustee Rogers (probable): see okay

[0:38:49] Trustee Luckham: thank you anything else no so my own question claire um is more i guess i'll call

[0:39:01] Trustee Luckham: additional material is coming in after you know we sort of finished the consultation

[0:39:07] Trustee Luckham: and indeed there's a couple of pieces of correspondence on today's agenda it's the ec

[0:39:12] Trustee Luckham: that are very thoughtful and and very good uh comments that ideally need to be embraced

[0:39:23] Trustee Luckham: within the 2050 envelope so what mechanism is there to capture some of these additional pieces

[0:39:31] Trustee Luckham: places that might drift in in the next week or 10 days or continuously in fact as people

[0:39:37] Trustee Luckham: find discover the process and find the time to put pen to paper.

[0:39:44] Voice 8: Yeah so we have ISL analyzing

[0:39:47] Voice 8: or looking at the correspondence received up to March 31st and then after that we will be

[0:39:52] Voice 8: continuing to post everything to the Islands 2050 webpage for trustee review on an ongoing basis as

[0:39:58] Voice 8: has been throughout the course of the project in the cover briefing to um trust council we we

[0:40:03] Voice 8: haven't turned our minds to this yet but likely we'll simply be providing a very light analysis

[0:40:07] Voice 8: of what has been received since march 31st um and about that trusting that trustees will also go and

[0:40:14] Voice 8: look for themselves and look at that correspondence so we will highlight that it's there and perhaps

[0:40:18] Voice 8: provide a very light analysis of it in terms of the themes that are covered but i don't expect

[0:40:22] Voice 8: we'll be able to do much more than that i'll certainly

[0:40:26] Voice 8: take that comment back to our team

[0:40:28] Voice 8: and we can talk about it as we're developing that briefing yeah

[0:40:30] Trustee Luckham: and of course you know if it's only

[0:40:32] Trustee Luckham: one or you know it's hard to manage it in this way but obviously if it's one or two comments

[0:40:38] Trustee Luckham: in the context of 1200 or 1500 comments you're creating themes and you have to weight it

[0:40:45] Trustee Luckham: accordingly but i think where we potentially might see news trains of thought that are important to

[0:40:51] Trustee Luckham: consider um that we should find some way of embracing them but obviously some report would

[0:40:56] Trustee Luckham: would say that, yeah, we received more information

[0:40:58] Trustee Luckham: since the closing and it was fundamentally in line

[0:41:03] Trustee Luckham: with the comments that we received prior

[0:41:06] Trustee Luckham: to the cutoff kind of thing.

[0:41:07] Trustee Luckham: But there may be new thoughts

[0:41:09] Trustee Luckham: and I think we should be careful to not lose those, so.

[0:41:13] Voice 8: No, absolutely.

[0:41:14] Voice 8: We continue to welcome all commentary

[0:41:16] Voice 8: and make it available to trustees on the website.

[0:41:18] Voice 8: And we will, as I say, reference it

[0:41:20] Voice 8: and provide some level of written summary of it

[0:41:24] Voice 8: in the briefing.

[0:41:24] Voice 8: I see trustee.

[0:41:25] Voice 8: Mr. Chair?

[0:41:26] Voice 2: Yes, sir. Go ahead. Yeah, notwithstanding all of the excellent ideas about

[0:41:31] Voice 2: never stopping having public engagement around anything at the Islands Trust,

[0:41:36] Voice 2: which I totally support, there does need to be an end to matters. We have resource challenges.

[0:41:45] Voice 2: There's always an opportunity to stop what we're doing and do it all again.

[0:41:50] Voice 2: you know maybe in next term we can have another engagement process but there is some value in

[0:41:58] Voice 2: going this is what we've got around a series the top five or six questions associated with the

[0:42:05] Voice 2: policy statement I think we're probably moving past the time where an individual analysis by

[0:42:11] Voice 2: by a staff person, a constituent, a trustee

[0:42:17] Voice 2: is gonna substantially turn the direction

[0:42:21] Voice 2: of the organization.

[0:42:22] Voice 2: We're now getting large scale public engagement response.

[0:42:25] Voice 2: And I think that the team is doing its very best

[0:42:30] Voice 2: to get that material in and has to at some point go,

[0:42:35] Voice 2: this is what we've got and move forward.

[0:42:37] Voice 2: Thanks.

[0:42:37] Voice 2: Thanks.

[0:42:39] Trustee Luckham: Thank you, CEO.

[0:42:41] Trustee Luckham: Does that do it for your report, Claire?

[0:42:44] Trustee Luckham: I think it did.

[0:42:45] Trustee Luckham: And no other questions.

[0:42:46] Trustee Luckham: So I just want to remark and following actually on your theme there, Russ, you took the bit

[0:42:51] Trustee Luckham: of wind out of my sails, is we've just heard from three of the four senior staff at the

[0:42:57] Trustee Luckham: Allen's Trust, who, of course, had full-time jobs before pandemic, before 2050, before

[0:43:03] Trustee Luckham: governance review.

[0:43:04] Trustee Luckham: And as you've heard just now, every single one of those people is wearing multiple hats. And some of those hats have gotten a lot bigger. They were five-gallon hats when they got them, and they're 10-gallon hats now. And just want to acknowledge that everybody is running thin, trying to meet the needs of the organization with the limited resources and additional capacity that we've chosen to take on.

[0:43:32] Trustee Luckham: so just want to acknowledge that and thank you all for what you do to keep us afloat so to speak

[0:43:39] Trustee Luckham: everybody bail that's what we need to do or paddle whichever one of this you choose to do

[0:43:44] Trustee Luckham: so thank you and i'm going to move on to a local trust committee chair updates and i'm going to

[0:43:50] Trustee Luckham: start the way i did it earlier so trustee patrick uh trustee uh rogers and joellen fast

[0:43:56] Trustee Luckham: Oh,

[0:43:58] Trustee Patrick: good morning. On April 28th, that's Thursday, we had North Pender local trust

[0:44:04] Trustee Patrick: committee in person in the hall there. They pretty much gave final decisions on their land

[0:44:19] Trustee Patrick: use bylaw project. They split, created a new bylaw essentially to separate any of the land

[0:44:27] Trustee Patrick: land use bylaw issues that required an OCP amendment

[0:44:31] Trustee Patrick: versus those that did not.

[0:44:33] Trustee Patrick: So that one of the land use bylaws had at least a chance

[0:44:38] Trustee Patrick: to be completed this term versus the OCP amendment

[0:44:44] Trustee Patrick: related one that would need a little bit more time.

[0:44:47] Trustee Patrick: And that will initiate the final,

[0:44:54] Trustee Patrick: at least the next round of community meetings to understand the totality, because it was a full

[0:45:03] Trustee Patrick: review of many elements, which were addressed over the last almost three years, and this bringing it

[0:45:09] Trustee Patrick: all together into one package. They did not advance the model fee by law. They decided to

[0:45:18] Trustee Patrick: to send it to a community information meeting

[0:45:20] Trustee Patrick: at the next local trust committee.

[0:45:27] Trustee Patrick: And I don't know what to expect

[0:45:32] Trustee Patrick: for the model fees for this year.

[0:45:38] Trustee Patrick: Generally, sorry, I'm just trying to run through my notes,

[0:45:40] Trustee Patrick: make sure I'm not missing anything that was large.

[0:45:42] Trustee Patrick: I think that was the most of it.

[0:45:47] Trustee Patrick: um i had we had thetis island yesterday uh got to see the new hall that was uh was built on the

[0:45:56] Trustee Patrick: island uh we hadn't met uh met on island since uh pre-pandemic in the old hall and it's a kind of

[0:46:03] Trustee Patrick: like a uh an incredible experience to have been in one hall and then uh almost two and a half years

[0:46:11] Trustee Patrick: years later, come back and you have a completely brand new hall in the place. It is a beautiful

[0:46:16] Trustee Patrick: building, a beautiful facility for the island, and they're very fortunate to have it. And the

[0:46:21] Trustee Patrick: meeting was a fairly simple meeting. We didn't have anything to, we just had a Ruxton Island

[0:46:31] Trustee Patrick: development variance permit to consider, which was granted. The one comment I do have is,

[0:46:38] Trustee Patrick: I do know like for the model fees bylaw, the conversations on North Pender and then yesterday

[0:46:44] Trustee Patrick: Thetis with one of the trustees talking about the fees in relationship to cost recovery. And

[0:46:51] Trustee Patrick: there were very different messages being conveyed on North Pender. It was about efficiency and

[0:46:56] Trustee Patrick: effectiveness. And yesterday on Thetis, the conversation was that we're nowhere near cost

[0:47:02] Trustee Patrick: recovery for um where the fees are today so i um i think it's while you know each local trust

[0:47:15] Trustee Patrick: committee and thetis has already adopted its fees um that we we need to make sure we do have some

[0:47:22] Trustee Patrick: speaking points i think is on all of these issues uh regarding the you know the fees uh what we

[0:47:30] Trustee Patrick: We recover for the fees for considering applications.

[0:47:33] Trustee Patrick: And then, you know, we have this large budget item for planning that it does always look out of, you know, they're not brought back together again through the budget.

[0:47:44] Trustee Patrick: So there could be misunderstandings as to why do you have this big budget for planning, yet you only recover this much for applications.

[0:47:51] Trustee Patrick: and so just something to be cognizant of that we do have speaking points to understand

[0:47:56] Trustee Patrick: where are we in the cost recovery realm of fees is

[0:48:01] Voice 2: that direction no

[0:48:03] Trustee Patrick: well i'm not at this point

[0:48:05] Trustee Patrick: it's conversation if other trustees agree if that's what they're seeing if no one's seeing

[0:48:09] Trustee Patrick: these conversations then uh but just an observation here twice in a week i just saw a variation on a

[0:48:17] Trustee Patrick: you know one topic being described very differently at two different local trust committees

[0:48:22] Voice 3: okay

[0:48:24] Voice 3: i

[0:48:26] Trustee Patrick: mean i did step in and try to correct the information in both cases but um okay

[0:48:34] Trustee Luckham: um

[0:48:35] Trustee Luckham: is that your report trustee patrick i'll go to trustee rogers uh

[0:48:45] Trustee Rogers (probable): thanks um yes i've had this

[0:48:47] Trustee Rogers (probable): conversation with vice chair patrick is that um the uh conversations on galliano gabriola and

[0:48:56] Trustee Rogers (probable): gambier around the fees bylaw have been um quite different uh there's been uh in the sense that

[0:49:04] Trustee Rogers (probable): they're all the same but quite different from what you described from uh north pender uh they've been

[0:49:10] Trustee Rogers (probable): a fairly um understanding of what the whole process is they've referred to the work that

[0:49:16] Trustee Rogers (probable): the regional planning committee has done about this for two and a half years and the messaging

[0:49:20] Trustee Rogers (probable): and and have adopted them fairly readily i know that maine sent them to their apc and i guess

[0:49:26] Trustee Rogers (probable): we'll figure out at the at our next meeting at the end of may of may for me what they want to

[0:49:33] Trustee Rogers (probable): do after they get a if we get a report back from the apc uh related to the fees so just just just

[0:49:39] Trustee Rogers (probable): some observations about that i appreciate i think the commentary you're talking about is

[0:49:43] Trustee Rogers (probable): somewhat localized um and uh i don't know what's going on in the most northern islands but

[0:49:52] Trustee Rogers (probable): certainly um the ones that i've been involved in that has not been a um uh there's clear

[0:50:00] Trustee Rogers (probable): understanding what the intent is at least from those trustees um so three things briefly um

[0:50:09] Trustee Rogers (probable): I attended last, is it last week?

[0:50:12] Trustee Rogers (probable): Gosh, I'm losing track of time.

[0:50:13] Trustee Rogers (probable): It is last week.

[0:50:15] Trustee Rogers (probable): I attended the Salish Sea Conference last week

[0:50:17] Trustee Rogers (probable): and I know it's not a local trust committee matter,

[0:50:21] Trustee Rogers (probable): but for those of you that didn't get a chance to attend

[0:50:25] Trustee Rogers (probable): and I know the chair did for parts of it,

[0:50:27] Trustee Rogers (probable): it was, as always, a remarkable experience.

[0:50:31] Trustee Rogers (probable): I found myself thinking on a number of occasions,

[0:50:35] Trustee Rogers (probable): man, I need to talk to Claire about that

[0:50:37] Trustee Rogers (probable): and see what we can do and then i realized of course that's impossible there's no chance that

[0:50:42] Trustee Rogers (probable): we're going to get involved in some of the issues that were raised out there um so you were spared

[0:50:48] Trustee Rogers (probable): a couple of phone calls director freighter uh it was uh it was a um uh it's remarkable the amount

[0:50:55] Trustee Rogers (probable): of work that's going on and the things that it did but i was particularly struck by some of the work

[0:50:59] Trustee Rogers (probable): from some of the information from the coast guard and from the df and from transport around abandoned

[0:51:05] Trustee Rogers (probable): and vessels around other things etc so um but there was lots of other information as well

[0:51:11] Trustee Rogers (probable): lots of focus on indigenous led projects around the sound um i'm always i was struck by the

[0:51:20] Trustee Rogers (probable): sleigh with tooth who had it was describing their team to do um uh a environmental assessments of

[0:51:30] Trustee Rogers (probable): of Burrard Inlet and Indian Arm and they had like a dozen people working on the ground

[0:51:35] Trustee Rogers (probable): and more working and I'm going man what we could do with the kind of resources that

[0:51:40] Trustee Rogers (probable): some of these other groups have managed to put together in the effort they're putting in anyway

[0:51:44] Trustee Rogers (probable): it was a remarkable it was a very good session we had the Howe Sound Forum on Friday as always

[0:51:53] Trustee Rogers (probable): quite well attended we were we were three for three from the Gambier Local Trust Committee as

[0:51:58] Trustee Rogers (probable): as I pointed out, and three for four from Howe Sound trustees, and there was a very good

[0:52:07] Trustee Rogers (probable): discussion about how local governments can support the forum going forward, and there was

[0:52:17] Trustee Rogers (probable): lots of acknowledgement of the fact that the trust not only was instrumental in starting the forum

[0:52:23] Trustee Rogers (probable): them 20 years ago but also that they've been like the one local government that's set up stepped up

[0:52:29] Trustee Rogers (probable): to provide funding for secretariat services over the last three or four years um and i think uh

[0:52:35] Trustee Rogers (probable): it was mentioned two or three times that that had that was instrumental to the work that's going on

[0:52:41] Trustee Rogers (probable): there uh i had uh galliano um on monday uh local trust committee my first uh um and it got off i

[0:52:50] I

[0:52:50] Trustee Rogers (probable): wouldn't call it a rocky start.

[0:52:51] Trustee Rogers (probable): There was a bit of a bump in the road

[0:52:53] Trustee Rogers (probable): because when I got up in the morning,

[0:52:57] Trustee Rogers (probable): there was a message from Trustee Rockefeller

[0:52:59] Trustee Rogers (probable): and she was very ill.

[0:53:03] Trustee Rogers (probable): I'd been exposed to COVID over the weekend

[0:53:07] Trustee Rogers (probable): and had woken up very ill to the extent

[0:53:10] Trustee Rogers (probable): that she could not only not attend,

[0:53:12] Trustee Rogers (probable): but could not attend even virtually.

[0:53:16] Trustee Rogers (probable): so uh trustee wolverton and i discussed it briefly and decided to proceed um and it was

[0:53:23] Trustee Rogers (probable): good meeting but a little shorter uh we approved a couple of um uh variances there was uh many

[0:53:31] Trustee Rogers (probable): thanks from the galliano club for the sponsorship of their variation their variants uh for the work

[0:53:39] Trustee Rogers (probable): they're doing on the back they thank us the executive and asked me to pass those thanks

[0:53:43] Trustee Rogers (probable): on to the executive for sponsoring their uh their their development variance permit which was granted

[0:53:50] Trustee Rogers (probable): um and then uh we had crystal mountain on the agenda and that had that would have been our

[0:53:56] Trustee Rogers (probable): our what was our biggest item on the agenda and would have been a a um an important decision

[0:54:04] Trustee Rogers (probable): point given the staff reporting um both trustee wolverton and i were uncomfortable in proceeding

[0:54:11] Trustee Rogers (probable): conceding to any major decision points in the absence of trustee Rockefeller and so but we had

[0:54:18] Trustee Rogers (probable): probably an hour-long conversation with the staff including William Shulba about water issues

[0:54:28] Trustee Rogers (probable): related to that asked you a series of questions because there has been a a concerted I won't

[0:54:37] Trustee Rogers (probable): call a campaign but a a a move by some concerned residents concerned about the way that the

[0:54:44] Trustee Rogers (probable): the water issue on that particular property has been managed and how the reporting has gone

[0:54:51] Trustee Rogers (probable): and not our reporting uh the reporting from the applicant uh and the and uh strong requests for

[0:55:00] Trustee Rogers (probable): further testing of the water resources that's there so we had a long conversation with um

[0:55:05] Trustee Rogers (probable): I asked, and so did Trustee Wolverton, many questions of the freshwater specialist who did a very good job in answering a lot of those questions.

[0:55:15] Trustee Rogers (probable): And we've asked them to do some reporting on that so that we can make some reasoned scientific decisions.

[0:55:23] Trustee Rogers (probable): And I believe some of the senior management and the chair would have seen some of that communication because I think it came on to you.

[0:55:32] Trustee Rogers (probable): But it went well, actually.

[0:55:34] Trustee Rogers (probable): I thought it was a very respectful dialogue that we had.

[0:55:39] Trustee Rogers (probable): We had a number of questions, and we actually ended it a little bit earlier than usual.

[0:55:44] Trustee Rogers (probable): That's my report.

[0:55:46] Trustee Rogers (probable): Gabriel is next week, but we'll meet it in our telephone conference before then.

[0:55:54] Trustee Rogers (probable): And it should also be an interesting conversation,

[0:55:58] Trustee Rogers (probable): because I think we're at the stage of considering

[0:56:02] Trustee Rogers (probable): final adoption, perhaps final adoption

[0:56:05] Trustee Rogers (probable): of the affordable housing agreement on Gabriel.

[0:56:08] Trustee Rogers (probable): So that's my report.

[0:56:10] Trustee Rogers (probable): Thanks very much.

[0:56:13] Voice 5: Thank you, Dan.

[0:56:15] Trustee Luckham: Vice Chair Sue Ellen Fast.

[0:56:18] Trustee Fast: Thanks, everybody.

[0:56:19] Trustee Fast: Yes, I've had an interesting couple of weeks.

[0:56:22] Trustee Fast: On Thursday last week, the 29th anyway,

[0:56:28] Trustee Fast: Anyway, we had an evening meeting, a special meeting of the Denman Local Trust Committee, and this was a special meeting to advance the Denman Green affordable housing proposal.

[0:56:43] Trustee Fast: So this was an electronic meeting, a special meeting, so it just covered that, and so there was no public involved in the meeting.

[0:56:53] Trustee Fast: but uh william schulbert did join us as well as staff to um talk about water which was great

[0:57:00] Trustee Fast: uh to have that so we gave second reading to the denman green affordable housing um

[0:57:05] Trustee Fast: project which is will happen uh downtown if you remember um denman what they call uh

[0:57:14] Trustee Fast: it's the local name for the village center and um uh right right beside the activity center there

[0:57:22] Trustee Fast: Anyway, we reduced the setback that had been proposed from the conservation covenanted land neighboring, and we removed, yeah, and then we talked about our targeted OCP update and we removed short term rentals from that, it'll be about housing now.

[0:57:48] Trustee Fast: So that was a good meeting. Nice to have an electronic meeting where somebody else is running the controls, may I say, as a vice chair, it let me focus more on the meetings, because Will Cottingham was running the meeting remotely from Gabriela.

[0:58:06] Trustee Fast: um i wanted to mention that the how sound community forum it's interesting uh dan that

[0:58:12] Trustee Fast: you mentioned um trustee uh tahira rockefeller was uh late not able to attend due to covid

[0:58:23] Trustee Fast: because that also happened at the how sound community forum i think we're at the place now

[0:58:27] Trustee Fast: where um uh elected officials are starting to uh not be able to participate so tony rainbow was

[0:58:34] Trustee Fast: going to be our host from the um uh sorry from the regional district uh and um he was not able

[0:58:44] Trustee Fast: to come in he zoomed in at the beginning for a few words and and turned his duties over to

[0:58:49] Trustee Fast: another regional district director so jen ford so i just uh now we're seeing um meetings uh changing

[0:58:57] Trustee Fast: or having to adapt to um covid related absences uh so it's not it's not just staff getting into

[0:59:07] Trustee Fast: the elected side of things um monday night i had a meeting of the uh bowen island council

[0:59:14] Trustee Fast: and i just wanted to mention um this was another special meeting but it was because

[0:59:20] Trustee Fast: uh we're looking at the budget and uh with the may 15th deadline uh we gave first second and

[0:59:26] Trustee Fast: third reading to uh the five-year financial plan uh and it'll be an increase of 7.8 percent

[0:59:33] Trustee Fast: assuming that that sticks plus um parcel taxes for various things so uh this is a big rise for

[0:59:42] Trustee Fast: bowen and uh and it relates to the cost of uh roads the cost of uh culverts washing out

[0:59:51] Trustee Fast: infrastructure um uh perhaps related to climate change that's what some of the

[0:59:57] Trustee Fast: local data and the metro vancouver regional district

[1:00:00] Trustee Fast: is saying is happening to their infrastructure on their side of the water. So I think a cautionary

[1:00:08] Trustee Fast: tale about becoming a municipality and all these services are expensive. Annual tax rates, we set

[1:00:16] Trustee Fast: them as well. Bowen still has the same tax rate for residential as for businesses. And we talked

[1:00:25] Trustee Fast: about that again we'll see whether that continues in the next term or not um and i wanted to mention

[1:00:33] Trustee Fast: i've got uh hornby oh also related to the budget at bowen uh the islands trust was only mentioned

[1:00:41] Trustee Fast: a couple of times um once by trustee kale uh in the meeting and once by the mayor who said yes

[1:00:50] Trustee Fast: the islands trust so those were the only mentions i'm not seeing it in any of the correspondence

[1:00:56] Trustee Fast: or the public input in particular.

[1:00:58] Trustee Fast: There's no theme there that I can see.

[1:01:02] Trustee Fast: And then I've got Hornby coming up on Friday.

[1:01:08] Trustee Fast: So I'll be on Vancouver Island and carpooling up with regional planning

[1:01:13] Trustee Fast: manager Heather Cowher, who's acting as the island planner for Hornby,

[1:01:17] Trustee Fast: and getting home hopefully by 9 o'clock on Friday night.

[1:01:21] Trustee Fast: We'll see how the ferries are going at this stage of the spring.

[1:01:24] Trustee Fast: and uh that's my report thank you okay

[1:01:29] Trustee Luckham: thank you very much sue ellen um i'm gonna just keep mine

[1:01:33] Trustee Luckham: uh short um from since our last ec teleconference anyway i've just participated in um in the

[1:01:41] Trustee Luckham: conference and echo uh dan's uh remarks there it's uh remarkable um i gotta tell you i came

[1:01:49] Trustee Luckham: came away with an incredible sense of place with respect to First Nations having been

[1:01:57] Trustee Luckham: here since time immemorial and that how critically important salmon, cedar, the land, orcas are

[1:02:08] Trustee Luckham: are to the people of the coast and that recovery of some of these affected species

[1:02:21] Trustee Luckham: is critical to the spiritual well-being of all of us, but particularly of those Salish people.

[1:02:29] Trustee Luckham: And Thetis was yesterday, and thank Laura for chairing there, and that's really my remarks.

[1:02:35] Trustee Luckham: So I will continue on if that's all right.

[1:02:40] Trustee Luckham: Islands Trust Conservancy Liaison Update.

[1:02:42] Trustee Luckham: Want to thank you and the Conservancy, Sue Ellen Fast,

[1:02:47] Trustee Luckham: for the board special meeting highlights.

[1:02:49] Trustee Luckham: I actually really enjoy that.

[1:02:51] Trustee Luckham: That's just a nice format for me to be updated.

[1:02:54] Trustee Luckham: So do you have anything else to add over and above that?

[1:02:57] Trustee Fast: Yes, just briefly.

[1:02:58] Trustee Fast: We've got a meeting coming up May 24th

[1:03:02] Trustee Fast: uh is the next meeting of the islands trust conservancy and uh the recent issue of the heron

[1:03:09] Trustee Fast: has come out as well you'll see that it's targeted towards the fund development

[1:03:14] Trustee Fast: uh side of things and um the heron newsletter i'm putting it into my uh

[1:03:18] Trustee Fast: uh local trust committee agendas uh under um info items usually but it depends on

[1:03:28] Trustee Fast: on the trustees and the local community seem to appreciate

[1:03:32] Trustee Fast: those Heron newsletters.

[1:03:36] Trustee Fast: So that's where we are and thank you.

[1:03:41] Trustee Luckham: Okay, very good.

[1:03:43] Trustee Luckham: Thank you.

[1:03:43] Trustee Luckham: So let us move on then in our agenda.

[1:03:46] Trustee Luckham: Thank you for your updates.

[1:03:47] Trustee Luckham: We have nothing in bylaw approval at this point

[1:03:50] Trustee Luckham: and we're gonna go directly

[1:03:52] Trustee Luckham: to trust council meeting preparation.

[1:03:54] Trustee Luckham: and the first item there draft schedule 7.11 I'll ask the CAO to speak to it and then

[1:04:03] Trustee Luckham: if you can direct us in what and what advice you need at this time.

[1:04:17] Voice 2: Thank you Mr. Chair so

[1:04:18] Voice 2: yeah indeed on page 21 we've got you know keeping in mind we have two meetings between

[1:04:24] Voice 2: between now and Trust Council, we have the 25th of May and we have the 8th of June prior to Trust

[1:04:35] Voice 2: Council. So this is a somewhat early opportunity to take a look at what the June Trust Council

[1:04:42] Voice 2: could look like. So we thought that we would just provide you a few highlights of things that we're

[1:04:46] Voice 2: hearing, and I'd even add to this list. And I think you can certainly make some determinations

[1:04:54] Voice 2: or say, investigate this over something else,

[1:04:58] Voice 2: giving us ample time over the next month or so

[1:05:01] Voice 2: before we get a final agenda.

[1:05:03] Voice 2: So I'll just walk through some of the issues

[1:05:05] Voice 2: and I'm going to add a couple to it for your thoughts.

[1:05:09] Voice 2: And I haven't been very prescriptive here,

[1:05:11] Voice 2: more identifying some key themes.

[1:05:14] Voice 2: So the first is,

[1:05:16] Voice 2: Laurie Abley's at the back end of this

[1:05:19] Voice 2: provided a couple of different scheduling options.

[1:05:21] Voice 2: And that is because it's an electronic meeting,

[1:05:23] Voice 2: Is there an interest in going to a two-day schedule instead of a three-day schedule?

[1:05:30] Voice 2: She could probably speak to what we did in the past.

[1:05:32] Voice 2: I think we start with our three-day schedule and then amend accordingly.

[1:05:37] Voice 2: It might be too long for people to sit in an electronic meeting for that long, but certainly that's something to think about.

[1:05:45] Voice 2: The continuation of the public comment period in the evenings, I'm understanding the trustees are perceiving that as successful.

[1:05:53] Voice 2: So I anticipate that would occur.

[1:05:58] Voice 2: I don't think we can ignore the fact that there's many trustees and others are saying

[1:06:04] Voice 2: that they don't read the agendas, that they're too large.

[1:06:10] Voice 2: And so we can take an active role right now in reducing the amount of reporting that goes

[1:06:15] Voice 2: forward to Trust Council and leave you the time that you need to have these conversations

[1:06:19] Voice 2: around the various pieces.

[1:06:20] Voice 2: So the staff is looking towards that.

[1:06:22] Voice 2: And to that end, speaking yesterday with the directors, we're happy to have no director's reports or just very limited bulleted director's reports and an opportunity to respond to trustees.

[1:06:36] Voice 2: By now, trustees certainly know this far through the term, the various directors and what they're doing.

[1:06:43] Voice 2: So maybe they just want to ask some questions as we sort of move through the next six, eight months.

[1:06:49] Voice 2: So that's something that we could certainly do. And we'll be active in trying to decrease the reporting to a minimal level as we go forward.

[1:07:02] Voice 2: There's a couple other issues here. I'm going to add a couple more. One is the strategic plan.

[1:07:08] Voice 2: Six months ago, I gave you an update on the strategic plan and it was received well.

[1:07:14] Voice 2: Well, a few questions from trustees, and it indicated there was some, if you look at the breadth of it, some reasonably good accomplishment had occurred.

[1:07:25] Voice 2: And in fact, I don't know if anyone's mentioned it from staff, but I think we've got our eelgrass mapping in today.

[1:07:30] Voice 2: Maybe I missed it. Not today, but recently.

[1:07:32] Voice 2: So that's another piece of the strategic plan that we've been successful in completing.

[1:07:38] Voice 2: pleading so there's yeah there's uh whether or not you want in june um some reflections on the

[1:07:44] Voice 2: strategic plan and where we go over the next uh you know functional or operational three months

[1:07:50] Voice 2: of this term into uh into september or do you want that report in september that's more of a report

[1:07:56] Voice 2: card type of approach and you know i often think that uh one trust council or one political body

[1:08:02] Voice 2: wants to write a letter to the next one saying hey look out for this stuff this is what we thought

[1:08:07] Voice 2: was important um what should uh what should you this is what we think you should carry on with

[1:08:12] Voice 2: and some issues um and that could get folded in so that's the strategic plan um claire has uh you

[1:08:19] Voice 2: know bringing us some good reporting on the national marine conservation areas and there's

[1:08:24] Voice 2: an opportunity and she could speak to this better than i to have someone from parks canada visit us

[1:08:30] Voice 2: at the june trust council and give us an update because it's after a significant period of time

[1:08:35] Voice 2: it appears active and that there's some discussion active discussions going on so that might be

[1:08:42] Voice 2: useful and then item four the governance review we we all know on this call and others and trustees

[1:08:51] Voice 2: members of the select committee citizens know that there was

[1:08:55] Voice 2: consideration of creating a governance committee to further the plan

[1:09:01] Voice 2: and there was also a I wouldn't say a private note but a note sent to all trustees from the

[1:09:08] Voice 2: consultants suggesting terms of reference for such a committee that wasn't ever received by

[1:09:13] Voice 2: any of our bodies so it's not a thing that's been asked for either analysis or

[1:09:21] Voice 2: people don't know where aren't aware that it exists so the question is

[1:09:25] Voice 2: as we look at scheduling for trust council and that is untabled and brought forward there's a

[1:09:35] Voice 2: there's some options if it's anticipated that that committee would be struck and then simply

[1:09:40] Voice 2: tasked with implementation consideration and implementation of the management review in a

[1:09:45] Voice 2: thorough way this could be relatively short business and that committee would then go away

[1:09:51] Voice 2: and do some of the fundamental analysis ask the key questions around how would this you know what

[1:09:56] Voice 2: would this cost and how would this be implemented and how what would be the effects of um undertaking

[1:10:01] Voice 2: one of the or other of the other recommendations um and then you do have some sort of a process

[1:10:07] Voice 2: if on the other hand it becomes more of a let's implement one six seven eight a number of the

[1:10:13] Voice 2: recommendations um as it um in june um you you don't have any information that lends itself to

[1:10:21] Voice 2: those things meaning what are the implications of adopting um any one or any of the other

[1:10:28] Voice 2: results that were provided and certainly we look at the terms of reference provided

[1:10:33] Voice 2: as a draft from the consultants it it tends to assume that all of those things would be

[1:10:40] Voice 2: adopted prior to some consideration of whether they should be or not so um and what those what

[1:10:46] Voice 2: those costs potentially could be so i guess what i'm pointing out is you could have a relative the

[1:10:51] Voice 2: the governance discussion could be relatively brief

[1:10:54] Voice 2: and have no real staff reporting associated with it

[1:10:58] Voice 2: if it moves to a governance committee type of approach.

[1:11:02] Voice 2: And really, that body would then be writing that letter

[1:11:05] Voice 2: to the following trust council to go,

[1:11:08] Voice 2: this is what was important,

[1:11:09] Voice 2: these are the fundamental elements,

[1:11:11] Voice 2: pick up this work and carry it on.

[1:11:14] Voice 2: Or if it's a more fundamental conversation

[1:11:16] Voice 2: where you have to leave a lot more time on the agenda for it.

[1:11:19] Voice 2: right now we've just put in um an hour or so uh we've got the elect critical piece of work is the

[1:11:26] Voice 2: election bylaw allowing for expansion of mail-in ballots and adjustment of agreements with regional

[1:11:30] Voice 2: districts can't not do that and a receipt of information from islands 2050 you know that

[1:11:39] Voice 2: trustees responded to community concern we haven't been communicated enough with regards to this

[1:11:45] Voice 2: project which frankly occupies maybe half of the strategic plan and we have gone and done that and

[1:11:52] Voice 2: we've gone out to the islands we've got that information back we think it's going to be in

[1:11:56] Voice 2: a form that's discussable at the June Trust Council in some way and so I think there should

[1:12:02] Voice 2: be some time needs to be blocked off there there will be consideration of community stewardship

[1:12:07] Voice 2: awards and policy 591 best management practices as well that's my potentially overly long

[1:12:19] Voice 2: introduction to the upcoming june trust council meeting it is electronic and it is occurring i

[1:12:26] Voice 2: believe 21st 22nd 23rd of june so with that any of my colleagues are back to you mr chair

[1:12:32] Voice 2: for discussion out of any of those items can't

[1:12:40] Trustee Fast: hear you chair there

[1:12:43] Trustee Luckham: we go i'm sorry about that

[1:12:44] Trustee Luckham: Yeah. So thank you, CEO, for the comprehensive report here. And I certainly have some questions for you. But let me go to the vice chairs and start for any comments or remarks from some of the embedded questions about the duration of the meeting and the governance report and other items. So I'm going to mix it up here. I'm going to start with Sue Ellen Fast, Trustee Rogers, and then Trustee Patrick.

[1:13:10] Trustee Luckham: um

[1:13:12] Trustee Fast: thanks i'm going to pass for now i'm i'm changing my thinking okay

[1:13:19] Trustee Luckham: dan rogers then um

[1:13:26] Trustee Rogers (probable): so here's here's what i think um i think um well here's what should what should happen and what

[1:13:44] Trustee Rogers (probable): could happen what should happen is that the trust council should come in and receive the report on

[1:13:51] Trustee Rogers (probable): on Islands 2050, ask questions, et cetera,

[1:13:56] Trustee Rogers (probable): and then go, all right, Trust Programs Committee

[1:14:01] Trustee Rogers (probable): is going to go away and have a session to discuss

[1:14:06] Trustee Rogers (probable): and bring back its recommendations, et cetera, et cetera.

[1:14:10] Trustee Rogers (probable): So we should wait for that report

[1:14:13] Trustee Rogers (probable): from Trust Programs Committee because it's made up

[1:14:15] Trustee Rogers (probable): of not quite half, but a large number of trustees

[1:14:19] Trustee Rogers (probable): from a wide variety of perspectives and let's see what they can come up with and and maybe have a

[1:14:27] Trustee Rogers (probable): conversation about process can it wait for september do we need a special meeting etc

[1:14:34] Trustee Rogers (probable): what could happen is is there could be a number of motions related to the draft

[1:14:38] Trustee Rogers (probable): trust policy statement that come to trust council because there's a bit of built-up

[1:14:47] Trustee Rogers (probable): impetus related to that that's left over from July of 2021. I can't believe I'm saying July

[1:14:53] Trustee Rogers (probable): of 2021, but that's the reality. And there could be some motions to amend specifically

[1:15:03] Trustee Rogers (probable): right at Trust Council. I think we have to anticipate which way we would prefer to go

[1:15:10] Trustee Rogers (probable): and what we would like to do. I think it's also likely that there will be some

[1:15:26] Trustee Rogers (probable): energy or some motions to do the second part on the second possibility that CAO set out about the

[1:15:38] Trustee Rogers (probable): about the governance review i agree that the or the governance committee i i agree that

[1:15:45] Trustee Rogers (probable): the way to do this is to perhaps structure a committee that is tasked over the remaining

[1:15:52] Trustee Rogers (probable): part of this term to consider a recommendation to the next um uh trust council about what the

[1:16:00] Trustee Rogers (probable): governance committee should do what its terms of reference should be what its process should be

[1:16:04] Trustee Rogers (probable): maybe maybe make a some interim implementation reports i'm a little i'm a little concerned there

[1:16:12] Trustee Rogers (probable): might be some energy to actually put in terms all of the terms of reference and and a work program

[1:16:18] Trustee Rogers (probable): for the governance committee over the remaining part of the term and i don't think that's a very

[1:16:22] Trustee Rogers (probable): thoughtful approach personally but i think we need to be prepared for that um because i think i think

[1:16:29] Trustee Rogers (probable): there's some other folks that don't agree with my my analysis of that um i do think it's really

[1:16:36] Trustee Rogers (probable): important very important for the dynamic of trust council that we get the message out and get

[1:16:43] Trustee Rogers (probable): hopefully get some uh uh uptake that if people are going to bring substantive motions to trust

[1:16:51] Trustee Rogers (probable): council that they be provided in advance um that people that they not land on the the table of

[1:17:00] Trustee Rogers (probable): trust council on the day in question and i just think we i think at this stage of our process we

[1:17:07] Trustee Rogers (probable): we can't we probably can't um force that but we need to strongly get the message out that that's

[1:17:16] Trustee Rogers (probable): That's an important consideration for fairness for everyone, so that it's not a message that only some trustees have gotten, but that all trustees get, that if there's going to be a substantive motion that comes forward.

[1:17:34] Trustee Rogers (probable): So I would strongly encourage some messaging that goes out in the next little while that says, if you're going to bring a substantive motion on any topic, press council in June, please provide it to the senior staff and for consideration and inclusion in the package by the end of whatever the deadline is.

[1:17:59] Trustee Rogers (probable): And I know we usually do put a deadline about trustee RFPs, but I think it's incredibly important this time that we do that so that we have the opportunity to consider the last two issues, the last two major issues that we have on our agenda for this term, which are the government's report and the 2050 report.

[1:18:24] Trustee Rogers (probable): and I may be missing one but something but I'm not trying to diminish any of the other work that

[1:18:30] Trustee Rogers (probable): we have to do so those that's one thought that we should get that message out that it's incredibly

[1:18:36] Trustee Rogers (probable): important it is important for the public to see it too if someone's going to take them put a motion

[1:18:41] Trustee Rogers (probable): on the table that it's not just us trustees although it's incredibly important for our

[1:18:46] Trustee Rogers (probable): trustees but there was it's very disruptive when they arrive at at the trust council without any

[1:18:52] Trustee Rogers (probable): advance notice and without any advanced consideration from trustees uh and i don't

[1:18:57] Trustee Rogers (probable): and i say that directly two things i wanted to else i wanted to say um one is um i don't think

[1:19:05] Trustee Rogers (probable): that the the um the agenda should include reference to uh the select committee it should say and

[1:19:14] Trustee Rogers (probable): that's what it says in both of the draft as a select

[1:19:17] Trustee Rogers (probable): committee and it should say governance

[1:19:19] Trustee Rogers (probable): report. So I don't want any misunderstanding. I believe that the governance report belongs to

[1:19:27] Trustee Rogers (probable): trust council now, not to the select committee. So I would encourage that it be amended to say that

[1:19:32] Trustee Rogers (probable): I have no particular view about whether it should be two days or three. It's fine with me. It seems

[1:19:45] Trustee Rogers (probable): to me whenever i try and or we try and do it to accommodate what the trustees want half the time

[1:19:53] Trustee Rogers (probable): we get it wrong um so even and and we're you know we we we seem to i i have tried to express this

[1:20:01] Trustee Rogers (probable): where we always the four of us and i'll just say this publicly are always trying to accommodate

[1:20:06] Trustee Rogers (probable): what we think trust council wants uh and what it works in the best interest and occasionally we're

[1:20:12] Trustee Rogers (probable): um it's misinterpreted as being us trying to manipulate the process um i don't know what

[1:20:20] Trustee Rogers (probable): this trust council will want in terms of two days and three days i know we're going to have to make

[1:20:24] Trustee Rogers (probable): a decision about that that's our job uh but i don't know what they what they would want i do

[1:20:30] Trustee Rogers (probable): think that there is general agreement that the um uh that the uh um uh public comment period be in

[1:20:41] Trustee Rogers (probable): the evenings so uh i would agree with that great

[1:20:44] Trustee Fast: could you repeat that the public comment period b

[1:20:47] Trustee Fast: should

[1:20:47] Trustee Rogers (probable): be in the evenings

[1:20:48] Trustee Fast: evenings thank

[1:20:49] Trustee Rogers (probable): you i i think there's a general acceptance of that

[1:20:52] Trustee Rogers (probable): um i mean not everybody everybody some people get tired and it's it's challenging but i do think

[1:20:59] Trustee Rogers (probable): that that's i i think although i've been wrong before that there's general agreement so those

[1:21:05] Trustee Rogers (probable): are my comments i'm sorry there was a little long-winded okay

[1:21:09] Trustee Luckham: thank you dan um laura patrick

[1:21:12] Trustee Patrick: I felt a sneeze coming. I think it stopped. I was sort of looking at this as far as the big chunks. What are the big chunks of conversations that could potentially be there? And I think I agree with generally what Dan was saying.

[1:21:34] Trustee Patrick: I mean, there's the policy statement, the governance review piece, and I think the strategic plan is, if I heard our CAO properly, was that there may be a need to have some discussion about expectations and of what can be completed.

[1:21:57] Trustee Patrick: And if that should happen at this June Trust Council meeting or not, that could end up being a longer conversation, as well as if the intent is to bring the policy 591 for best management practices to the table.

[1:22:15] Trustee Patrick: I think that should be a long conversation and a structured conversation, not what happened last Trust Council.

[1:22:26] Trustee Patrick: So if that's going to come, I think that should be designed to be a structured conversation that brings valuable input, because that is an extremely weighty and important issue.

[1:22:41] Trustee Patrick: As far as day length, I thought, it's kind of hard, seems like we just came out of the Zoom period, and it now seems like it was so long ago that we were in Zoom meeting.

[1:22:53] Trustee Patrick: But I thought that generally trustees were finding the long days not conducive to being in Zoom meetings and exhausting.

[1:23:04] Trustee Patrick: And especially if we have the full day following the late night for having the public period, which I absolutely support being in the evenings.

[1:23:17] Trustee Patrick: But it does make for a long day the next day if it's a full day on Zoom after being late the night before.

[1:23:28] Trustee Patrick: So I don't know how to do that.

[1:23:31] Trustee Patrick: We want to be democratic and doodle or whatever the term is that we use for asking trustees how they feel on two versus three for a Zoom.

[1:23:40] Trustee Patrick: um uh i guess looking back to however we did our last full zoom meeting would be good to do um

[1:23:54] Trustee Patrick: i think that's generally all i have to say at this time okay

[1:24:01] Trustee Luckham: thank you laura um now trustee

[1:24:03] Trustee Luckham: fast do you want to jump in next or do you want me to go ahead i'll jump in next

[1:24:07] Trustee Fast: yeah just to say

[1:24:07] Trustee Luckham: this

[1:24:08] Trustee Fast: is um i'm not hearing anything really that i disagree with i uh i i too i was

[1:24:15] Trustee Fast: thinking governance review um as a priority but i actually think the 2050 public engagement process

[1:24:22] Trustee Fast: we need to uh uh present that and properly think about it and uh um i think that should be the top

[1:24:32] Trustee Fast: um main focus and i'm uh i agree with dan about the um allowing motions from the floor and uh

[1:24:44] Trustee Fast: I've been looking into the Roberts rules about objection to consideration and the two-thirds of trustees needing to be in favor to admit something, to admit a motion, and if something comes from the floor.

[1:25:01] Trustee Fast: So that might help encourage trustees to provide it earlier if they were thinking about how it might be received.

[1:25:15] Trustee Fast: and uh but otherwise i agree we should look at the december um uh agenda uh and i do remember

[1:25:23] Trustee Fast: hearing from some that uh it would be better spread over a longer time because of all the

[1:25:30] Trustee Fast: sitting in front of a computer people have busy lives busy things to do most of them don't

[1:25:35] Trustee Fast: sit down very long anyway that's my um um otherwise i agree with my colleagues

[1:25:46] Trustee Luckham: Okay, fantastic. Thank you. So, from my quarter here, I'm going to be, I sort of, I'm the systematic guy and thinking about logic and stuff. So what I have written down here, Dan, is strong message about advance notice. Absolutely agree with that. And I will facilitate that.

[1:26:06] Trustee Luckham: that. Electronic meetings scheduled two days or three days. You know, certainly whatever the

[1:26:13] Trustee Luckham: content is that we choose to put on those two or three days, I actually would prefer to see three

[1:26:18] Trustee Luckham: short days rather than two long days. And so I would advocate for three short days. I also would

[1:26:26] Trustee Luckham: advocate for an evening town hall, community, whatever we call that now, session. And so that

[1:26:33] Trustee Luckham: would be day one and then day two and then day three wrap up so that we can you know even start

[1:26:39] Trustee Luckham: later and end earlier but also give us the flexibility not to be squeezed at the end because

[1:26:45] Trustee Luckham: we didn't allocate enough time and uh there are indeed two big conversations i think that may or

[1:26:52] Trustee Luckham: may not come forward. So certainly if council wants to just receive this minimal amount of

[1:27:07] Trustee Luckham: information, I believe that the CEO will reflect upon that with his senior staff and provide that

[1:27:13] Trustee Luckham: opportunity to report. And I think the consent agenda actually does facilitate that. And I guess

[1:27:21] Trustee Luckham: yes, you can choose to read, pick and choose what you read. And that's up to trustees keeping in

[1:27:27] Trustee Luckham: mind what we've heard. So with regard to the, oh, so the other thing I thought about the two or

[1:27:36] Trustee Luckham: three days and the evening meeting, just on the community stewardship awards, there was a question

[1:27:41] Trustee Luckham: about that. I would favor, and we've kind of done this in the past, that we have actually provided

[1:27:47] Trustee Luckham: the community stewardship awards uh during the community consultation or town hall portion of

[1:27:53] Trustee Luckham: the meetings and so i would like to maybe set aside um whatever the amount of time is that

[1:27:59] Trustee Luckham: would be required at the beginning of the evening session for the community stewardship awards so

[1:28:05] Trustee Luckham: that folks can uh attend and and see that and of course if you look at it electronically later

[1:28:11] Trustee Luckham: it'll always be available anyway. But I would suggest, and then that would also free up

[1:28:18] Trustee Luckham: additional time during the day for the business items of the trust. So those are that thought.

[1:28:26] Trustee Luckham: So now the governance review, this might be the trickiest thing. And I'm going to ask you

[1:28:31] Trustee Luckham: for support on this. I think that rather than leaping into the void and not knowing what to

[1:28:40] Trustee Luckham: expect. I'm sort of taking the whole leadership, quality of leadership as significant, and that in

[1:28:47] Trustee Luckham: the absence of any further conversation or direction or analysis at this time, I'm not

[1:28:56] Trustee Luckham: quite sure how to characterize it, but I think a very high-level report on process and possibilities

[1:29:09] Trustee Luckham: around providing some structure and information to help council have that conversation on whatever

[1:29:16] Trustee Luckham: day it is that we have it. Because I think if I think there's lots of questions out there about

[1:29:21] Trustee Luckham: process and, and, and from a high level perspective, not get wading into the actual

[1:29:28] Trustee Luckham: recommendations, but how we might manage this. I think that that would be well received by some

[1:29:35] Trustee Luckham: and maybe not so by others but if I think if we don't provide that information in advance

[1:29:41] Trustee Luckham: what will happen is that that discussion around the governance thing will be longer and staff

[1:29:47] Trustee Luckham: may be put into a uncomfortable position of not having some kind of a prepared

[1:29:54] Trustee Luckham: process statement. And I think that that would be difficult for.

[1:30:00] Trustee Luckham: And you can disagree with me, CEO, that would be difficult for staff to be placed in that position.

[1:30:06] Trustee Luckham: And I just think it would be beneficial. So I am prepared to even make a motion specifically to ask the CEO because he's got two or three weeks that he might be able to just do a high level assessment on that.

[1:30:19] Trustee Luckham: And he may have some ideas about how that would go. But none of us have weighed in on this at this point.

[1:30:25] Trustee Luckham: and given that there was not a special committee meeting in the last few weeks or planned before

[1:30:32] Trustee Luckham: council that it might be helpful to help council frame its thoughts around possibly some of the

[1:30:40] Trustee Luckham: things that they have not considered with some kind of understanding of this report and how it

[1:30:48] Trustee Luckham: is that we would proceed with a government with an interim governance committee which is what's

[1:30:53] Trustee Luckham: on the table in terms of emotion and a longer term uh process um just to help us get through

[1:31:01] Trustee Luckham: that and i'm interested to hear from anybody and everybody with respect to that i'm just going to

[1:31:06] Trustee Luckham: keep going that's the governance um the other the other stuff seems fairly straightforward

[1:31:13] Trustee Luckham: and of course the 2050 we need to provide the opportunity for time um and the other items just

[1:31:20] Trustee Luckham: seems straightforward so that's my remarks and so i'll just say um cao have any of your

[1:31:29] Trustee Luckham: questions been answered um and maybe there's some obvious ones about uh there and so maybe

[1:31:37] Trustee Luckham: i'll just seek your additional remarks now that you've heard from vice chairs and then there may

[1:31:42] Trustee Luckham: be more of a bit of a conversation that might evolve from that and okay yeah thank you mr

[1:31:47] Trustee Luckham: 10 34 and i do need to move myself from where i am uh to the nanaimo airport about five minutes

[1:31:55] Trustee Luckham: to 11 so i'd like to have a break then so go ahead okay

[1:31:59] Voice 2: thanks mr chair i i hear you around

[1:32:01] Voice 2: um it's looking like we'll move tentatively go to three days um the public comment session would be

[1:32:08] Voice 2: on the evening of the first day um the uh that uh 2050 needs to be highlighted as a significant

[1:32:19] Voice 2: piece of work um the rest of the material that we do need uh the election bylaw and all those

[1:32:25] Voice 2: things will move in i'm not sure whether community stewardship awards can be fit into the evening i'd

[1:32:29] Voice 2: ask claire whether that's um workable um that there might be interest in having a strategic

[1:32:36] Voice 2: plan review element, so I can work towards that end. And then lastly, the governance piece. It's

[1:32:43] Voice 2: unusual in that there wasn't any discussion between trustees about the report. There was

[1:32:50] Voice 2: a presentation by the consultants and then some questions of the consultants, which took some time,

[1:32:57] Voice 2: but there hasn't been any conversation at Trust Council about one thing or another really

[1:33:03] Voice 2: associated with the governance review uh generally some positive elements and then some key questions

[1:33:09] Voice 2: uh so should that happen uh right now what's on the table is moving towards a development of a

[1:33:17] Voice 2: committee and also there's an unofficial terms of reference that terms of reference actually

[1:33:22] Voice 2: has things in it i think someone has to think about what would the terms of reference be

[1:33:27] Voice 2: for this body like trust council has to think about what that would be i don't think it could

[1:33:33] Voice 2: adopt what's being recommended because some of those things are suggesting ideas like the

[1:33:37] Voice 2: governance committee works with potentially elected people or selects people who may or

[1:33:43] Voice 2: may not be elected in a various constituencies which is i just don't understand some of the

[1:33:48] Voice 2: elements associated with the current um offering so it would be challenging if there's a committee

[1:33:55] Voice 2: and that terms of reference was passed as the way to go forward without some consideration of what

[1:34:00] Voice 2: it means so um i think the key that if there is general agreement that some sort of committee

[1:34:07] Voice 2: should dive into this deeper how how and who sets that terms of reference um is going to be

[1:34:16] Voice 2: an important piece of work so maybe a high level maybe just what i've said in some sort of report

[1:34:22] Voice 2: might be assistive and you can think about that i can do that report in a in a few days you can

[1:34:27] Voice 2: think that over and uh get back to me you don't have to be deterministic right now but you can

[1:34:32] Voice 2: certainly give me an indication that really is going to come out of what you think how you think

[1:34:38] Voice 2: this should um unfold okay

[1:34:46] Trustee Luckham: dan rogers thanks

[1:34:48] Trustee Rogers (probable): i agree with the chair i think some high level

[1:34:51] Trustee Rogers (probable): reporting about not not sort of leaping into a terms of reference that doesn't fit uh and won't

[1:35:01] Trustee Rogers (probable): do the job that that we wanted to do be would be good and i would support that that work um

[1:35:08] Trustee Rogers (probable): one other thing i forgot to say which i thought um i thought i remembered after i finished my

[1:35:16] Trustee Rogers (probable): my long my rambling remarks was um in relation to the strategic plan um i think that's very

[1:35:26] Trustee Rogers (probable): eloquent uh mr cao i think a letter to the next trust council is exactly what uh the context in

[1:35:33] Trustee Rogers (probable): which i would like to see the review of the trust council um and the work that we've done in the

[1:35:40] Trustee Rogers (probable): trust and recommend and that sort of uh and you guys should the next trust council not you guys

[1:35:45] Trustee Rogers (probable): the next trust council should work on we think should work on these issues uh this has been

[1:35:51] Trustee Rogers (probable): useful this has not been useful that sort of thing would be a great discussion to have uh in september

[1:35:59] Trustee Rogers (probable): and i know we're probably going to have the a trust policy statement to discuss in september

[1:36:05] Trustee Rogers (probable): but i also think that a a that kind of a discussion would be great in september as opposed to uh

[1:36:12] Trustee Rogers (probable): trying to jam it in now and we're in the middle so i just wanted to say that i meant to say that

[1:36:17] Trustee Rogers (probable): then i think that would be a great discussion then thanks anybody

[1:36:25] Voice 5: else uh

[1:36:28] Trustee Luckham: oh sue allen fast

[1:36:31] Trustee Fast: yeah just uh regarding the i'm also in favor of uh hearing from staff in terms of uh

[1:36:38] Trustee Fast: a high-level report as described um by the cao and uh i um i also like the idea of uh perhaps

[1:36:51] Trustee Fast: including the um draft terms reference in that those very draft terms of reference that uh

[1:37:00] Trustee Fast: were not really part of the uh consultants um final uh things that we were asking for but came

[1:37:10] Trustee Fast: anyway and uh i um but i want to find a way to make them public uh i think they're kind of that's

[1:37:17] Voice 2: a big decision yeah

[1:37:18] Trustee Fast: yeah well anyway that's that's how i feel but i am i also could be convinced

[1:37:25] Trustee Fast: that uh should a trust council decide to form a governance committee uh that one of their first

[1:37:34] Trustee Fast: tasks could be to um look at the or to develop a terms of reference and uh from whatever sources

[1:37:44] Trustee Fast: And that's something I just wanted to put out for the group.

[1:37:50] Trustee Fast: And I see Claire has been waiting to weigh in

[1:37:54] Trustee Fast: about the Community Stewardship Awards.

[1:37:55] Trustee Fast: I'm interested in that too.

[1:37:56] Trustee Fast: That's very significant award system.

[1:37:59] Trustee Fast: And this is the first in four years.

[1:38:01] Trustee Fast: So I'd like to find a good place to highlight it.

[1:38:04] Trustee Fast: Maybe she's got a suggestion.

[1:38:07] Trustee Luckham: Indeed.

[1:38:07] Trustee Luckham: So let's take that and go to Director Frater.

[1:38:10] Trustee Luckham: and of course you may also have something else to share with us but on the stewardship awards

[1:38:17] Trustee Luckham: what's your recommendation?

[1:38:19] Voice 8: So of course you make this decision in camera and often you wish to have

[1:38:23] Voice 8: delegations early in the meeting so it may be that those two things do not go well together

[1:38:28] Voice 8: because you will not be of course able to talk about the conclusion of the stewardship awards

[1:38:34] Voice 8: or the decision until you come out of camera and done your rise and report um so certainly i i

[1:38:40] Voice 8: agree there should be a space on the agenda after you've come out of camera to you know let the

[1:38:45] Voice 8: community know what's been decided and we'll then issue a news release and so on um also typically

[1:38:50] Voice 8: we don't provide the awards at council it's done at the local trust committee or bowen island level

[1:38:56] Voice 8: in the communities where the recipients are so their community members and family can attend

[1:39:00] Voice 8: end um but certainly happy to hear idea that's been tradition and that's what's in the policy

[1:39:05] Voice 8: but happy to um support um whatever celebration we can offer it's been a long time and uh certainly

[1:39:12] Voice 8: there's some worthy nominees this year and also we're on zoom and you're on zoom yeah

[1:39:18] Trustee Luckham: yeah okay

[1:39:19] Trustee Luckham: well thank you claire for that clarity so uh you're right um um i was just thinking about the

[1:39:24] Trustee Luckham: report an announcement of the winners and then indeed the presentations happen at the local

[1:39:30] Trustee Luckham: committee so uh i don't know perhaps that could happen the in-camera could happen um and then

[1:39:39] Trustee Luckham: we could rise and and then delay the rising report until we have a public opportunity but

[1:39:44] Trustee Luckham: would you like to remark on breaking it up in that way um

[1:39:51] Voice 8: so what's typically been done is that you

[1:39:53] Voice 8: uh rise and report after you come out of camera um and that's where you take a moment and pause

[1:39:57] Voice 8: and talk about the nominees and the nomination the chair would take an opportunity for some

[1:40:02] Voice 8: you know rather than just a standard rise and report you take a minute to celebrate and

[1:40:06] Voice 8: acknowledge um so that's typically what you've done on your agenda wherever it may fall when

[1:40:10] Voice 8: you come out of camera so i think that has worked well in the past um and then staff issue a news

[1:40:15] Voice 8: release soon after um and what we do is we call each nominee each nominee whether they are recipient

[1:40:21] Voice 8: or not we call them before issuing the news release so they each get a personal phone call

[1:40:25] Voice 8: and then we um get sent on the news release right

[1:40:30] Trustee Luckham: okay so what i'm and i don't know you know i'm

[1:40:33] Trustee Luckham: i'm just wanting to publicly celebrate that in uh in that in the way respectfully um and so whether

[1:40:43] Trustee Luckham: or not that would be an in-camera session at the end of day one before we go into the evening

[1:40:47] Trustee Luckham: session and then and then indeed recess the meeting because that's what happens anyway and

[1:40:52] Trustee Luckham: And then when we bring the meeting back together to do the town hall, we would do that rise and report at that time and then just continue with the town hall.

[1:40:59] Trustee Luckham: That's kind of what I'm conceiving of.

[1:41:01] Trustee Luckham: And does that seem appropriate?

[1:41:03] Trustee Luckham: And admittedly, we maybe don't want to have an in-camera at the end of the first day.

[1:41:07] Trustee Luckham: I don't know.

[1:41:08] Voice 8: Yeah, so I would leave that with the CAO not knowing what else may be in that in-camera session or how long it may take.

[1:41:13] Trustee Luckham: Well, we might have two in-cameras even.

[1:41:15] Trustee Luckham: But anyway, Ross,

[1:41:15] Voice 2: Watson, Beller, over to you.

[1:41:18] Voice 2: Okay, just briefly, just back to the governor's terms of reference.

[1:41:21] Voice 2: Any committee that's struck by the larger committee sets its terms of reference. So a governance committee can't determine its own terms of reference. So in the Allen's Trust context, that's either trust counsel says, go do this work under these, you know, here's your resources, here's our understanding of what we'd like back, or they task someone else with it, which would be executive committee, or some other body of the Allen's Trust.

[1:41:51] Voice 2: But it wouldn't be the governance group itself. And that's how you get reporting relationships and you get, you know, efficient moving forward with large initiatives. So that's, I just want to leave that key understanding that as this group gets formed, it's told what to do by the greater body. Thank you.

[1:42:13] Trustee Luckham: So do you have, I want to come back to that, but do you have a remark on the stewardship award just so we can wrap that piece up?

[1:42:19] Trustee Luckham: not

[1:42:19] Voice 2: really okay so

[1:42:22] Trustee Luckham: then we'll see that at our next meeting and if staff can think about how

[1:42:26] Trustee Luckham: to construct that and we'll just do it however is the obvious way so but on the governance um

[1:42:32] Trustee Luckham: thing are you are you suggesting and i realize i know that this is a best practice and i i believe

[1:42:39] Trustee Luckham: that this is how we've done things in the past um with or without success i'll admit um that given

[1:42:46] Trustee Luckham: Given the motion that has been tabled or is potentially going to come back to us, it strikes me that there should be some kind of a terms of reference specific to that interim body as opposed to the longer term body, which would be a different story.

[1:43:11] Trustee Luckham: and that that might be a committee discussion um with staff in terms of a terms of reference for

[1:43:17] Trustee Luckham: the future body but for this short-term body if that's successful are you suggesting that some

[1:43:23] Trustee Luckham: information should be provided to council with respect to the terms of reference because those

[1:43:28] Trustee Luckham: are not things that we want to create on the fly no

[1:43:32] Voice 2: we don't and i've lost the distinction between

[1:43:34] Voice 2: a short-term body and a long-term body there's six months left in this term um all bodies are

[1:43:40] Voice 2: short-term bodies at this point um so even an appointment um the between now and october

[1:43:48] Voice 2: um any unless our work is consignific this has made the number one priority of the organization

[1:43:54] Voice 2: there would only be a limited number of of meetings as there are limited number of meetings

[1:43:59] Voice 2: of ec or trust council itself so uh i haven't got a distinction between those two different types of

[1:44:08] Voice 2: terms of references for for whether it's an interim body or a longer term body it would just

[1:44:13] Voice 2: be there needs to be terms of reference set by trust counsel in some form that's preferred

[1:44:20] Voice 2: preferably thought through um and clarity around what is requested okay

[1:44:28] Trustee Luckham: so it strikes me then that

[1:44:30] Trustee Luckham: what you've just said there is what needs to be part of some kind of a report at this time

[1:44:35] Trustee Luckham: to counsel and I am now being advised by my computer my battery is getting low which is

[1:44:44] Trustee Luckham: what happens when you have a four-year-old computer so Dan's

[1:44:52] Trustee Fast: hand is up yeah

[1:44:54] Trustee Luckham: so Dan over to

[1:44:55] Trustee Luckham: you and

[1:44:58] Trustee Rogers (probable): thanks thanks CAO and and it may be that events of have surpassed the original intention

[1:45:07] Trustee Rogers (probable): intention of the motion in in fact the original motion was not for a governance committee but a

[1:45:13] Trustee Rogers (probable): governance implementation committee right um

[1:45:15] Trustee Rogers (probable): and it was intended that it would be struck in march

[1:45:19] Trustee Rogers (probable): and that they would have a couple of months to be able to come up with to look at the governance

[1:45:25] Trustee Rogers (probable): and try and and try and prioritize the various recommendations to try and work on a terms of

[1:45:32] Trustee Rogers (probable): a reference for a governance committee that theoretically would be then struck in maybe

[1:45:38] Trustee Rogers (probable): September to be able to be in place for the next trust council.

[1:45:44] Trustee Rogers (probable): That was the intent of that motion.

[1:45:47] Trustee Rogers (probable): But as you say, as events have unfolded, it may have been that there needs to be work

[1:45:55] Trustee Rogers (probable): on creating a governance committee, which is effectively an implementation committee

[1:46:01] Trustee Rogers (probable): that would go away and come back with recommendations

[1:46:04] Trustee Rogers (probable): for a terms of reference for the work that they're going to do.

[1:46:08] Trustee Rogers (probable): But I don't think we need to...

[1:46:10] Trustee Rogers (probable): What I'm afraid of is we're going to get into a place

[1:46:13] Trustee Rogers (probable): where Trust Council afraid of, I shouldn't say afraid.

[1:46:16] Trustee Rogers (probable): What I'm concerned about is that we're going to get to a place

[1:46:19] Trustee Rogers (probable): where Trust Council is going to approve a governance committee

[1:46:23] Trustee Rogers (probable): that already has its terms of reference set out in June

[1:46:27] Trustee Rogers (probable): when that hasn't been thought through

[1:46:30] Trustee Rogers (probable): in a organized with appropriate advice, et cetera, et cetera.

[1:46:35] Trustee Rogers (probable): So that's what I would try.

[1:46:36] Trustee Rogers (probable): That's what I think as responsible leaders

[1:46:39] Trustee Rogers (probable): and as a trust council, we should try and avoid.

[1:46:46] Trustee Rogers (probable): Which I think is us saying the same thing.

[1:46:50] Voice 5: So

[1:46:50] Trustee Luckham: any other thoughts?

[1:46:51] Trustee Luckham: Otherwise, I'm going to throw a motion out.

[1:46:55] Trustee Luckham: So I'm going to move then that the executive committee

[1:46:58] Trustee Luckham: asked the CEO to provide some high level advice or report with respect to process in advancing

[1:47:09] Trustee Luckham: the governance and management review report. Anybody want to second that? Okay. There's

[1:47:23] Trustee Luckham: two seconders. Thank you very much. Sue Ellen Fast, your hand went up first. Anybody want

[1:47:27] Trustee Luckham: to discuss that further? And I presume actually that that might contain advice about

[1:47:32] Trustee Luckham: developing the terms of reference is exactly as you said so i think as discussed would be

[1:47:37] Trustee Luckham: kind of the message anything else ceo or laura patrick my

[1:47:44] Trustee Patrick: only caution is that it be written

[1:47:47] Trustee Patrick: in a way that really shapes the conversation because i know there's a lot of concern of

[1:47:52] Trustee Patrick: people feeling they're being you know they're being manipulated or driven that we're trying to

[1:47:56] Trustee Patrick: give some structure to the conversation that needs to occur and advices to that nature yeah

[1:48:05] Trustee Luckham: and i'll just say i know that the ceo is very aware of that and um so we'll expect that to be

[1:48:15] Trustee Luckham: so but ceo over to you don't want to put words in your mouth no

[1:48:19] Voice 2: that's i understand okay so

[1:48:23] Trustee Luckham: So is there any discussion?

[1:48:24] Trustee Luckham: I'll call the vote.

[1:48:25] Trustee Luckham: All those in favor?

[1:48:26] Trustee Luckham: That carries.

[1:48:29] Trustee Luckham: So not opposed?

[1:48:31] Trustee Luckham: None opposed.

[1:48:31] Trustee Luckham: Okay.

[1:48:32] Trustee Luckham: So do we need to discuss this council meeting further?

[1:48:36] Trustee Luckham: Do you have enough direction at this time to bring this back to us,

[1:48:38] Trustee Luckham: CAO Hudson-Piller?

[1:48:40] Voice 2: I do, and I'd ask Lori if she has any further questions

[1:48:43] Voice 2: because she's put that together.

[1:48:45] Voice 2: But I'm walking away from this with the three-day schedule

[1:48:48] Voice 2: and to try and shorten each one of those days.

[1:48:52] Trustee Luckham: Okay.

[1:48:53] Trustee Luckham: uh laurie no

[1:48:55] Voice 11: i've heard that and i concur thank

[1:48:57] Trustee Luckham: you okay brilliant you know what i'm going to do

[1:48:59] Trustee Luckham: is i'm going to ask let's have a uh let's say a five let's say make it a 10 minute recess that'll

[1:49:05] Trustee Luckham: give me a chance to reposition uh because my my laptop's battery is dying i'm going to come back

[1:49:10] Trustee Luckham: in on a cell phone and that should be fine but if it gets awkward i'll just ask one of you to

[1:49:15] Trustee Luckham: maybe leave the agenda if that's awkward but i think i should be okay i'm prepared i've got a

[1:49:21] Trustee Luckham: printed agenda and i know what other items i want to speak to on the agenda so let's come back at

[1:49:25] Trustee Luckham: let's say 11 o'clock two minutes well let's give it 10 minutes say two minutes after 11 that'll

[1:49:31] Trustee Luckham: give me plenty of time to figure out what i'm doing here next okay so we'll see you shortly

[1:49:37] Trustee Luckham: thank you

[2:01:36] Voice 5: Hello, I see Sue Ellen there. Do you hear me? Okay. Perfect.

[2:01:45] Trustee Luckham: I see everybody. Yes, I hear you. Okay, my screen is a bit

[2:01:51] Trustee Luckham: funny. Is everybody here? Okay, great. Um, so I think that then

[2:02:01] Trustee Luckham: is the conclusion of the Trust Council agenda schedule setting.

[2:02:06] Trustee Luckham: So if that's all right, I'll go to 7.1.2, which is the draft

[2:02:10] Trustee Luckham: March trust council minutes.

[2:02:13] Trustee Luckham: And I'll ask if these are obviously council's minutes,

[2:02:16] Trustee Luckham: but we need to be sure that they're reasonably close.

[2:02:20] Trustee Luckham: Is there any remarks on the council minutes?

[2:02:26] Trustee Luckham: And some reason my view only shows me one person here.

[2:02:33] Trustee Luckham: So I'll just get you to shout out anybody remarks

[2:02:36] Trustee Luckham: on the minutes of regular of the regular meeting

[2:02:37] Trustee Luckham: of March the 8th.

[2:02:39] Trustee Luckham: okay um i'm gonna

[2:02:43] Trustee Fast: make can i um it's too well

[2:02:46] Trustee Fast: in here i just uh i noticed during the meeting i'm

[2:02:51] Trustee Fast: looking at my notes from the meeting and and that some trustees were there for part of the time and

[2:02:55] Trustee Fast: gone for part of the time and uh i'm i'm wondering like they were in and out and there was a couple

[2:03:02] Trustee Fast: that i noticed um but i don't know how to keep track of them i just am looking at the trustees

[2:03:07] Trustee Fast: is attending and notice that it's either uh attending or um uh and in person or

[2:03:19] Trustee Fast: electronic and i don't

[2:03:21] Trustee Luckham: know some of that some of that is scripted in the minutes where it says

[2:03:24] Trustee Luckham: somebody so-and-so came and so-and-so left oh right yeah okay thank you never mind that's right

[2:03:33] Trustee Luckham: any other remarks and please shout out because i it seems the way my phone is working is i only

[2:03:39] Trustee Luckham: see one person at a time i'm not seeing anybody else

[2:03:44] Trustee Luckham: i'm not hearing anything so then i'm going

[2:03:46] Trustee Luckham: to shout out that i found it difficult to follow the flow of the resolutions and you know the

[2:03:56] Trustee Luckham: trouble there is is that we want to be sure that there was a process and and admittedly it was

[2:04:03] Trustee Luckham: difficult but i think that maybe uh and i don't have particular details but a close eye to the

[2:04:12] Trustee Luckham: flow of the motions and that the motions um you know seem to be but maybe that's just simply how

[2:04:18] Trustee Luckham: it was um but i just had difficulty in seeing some of the logic there so just would remark that

[2:04:25] Trustee Luckham: before we get this sent out in the package just for all of us to maybe look at that and see if

[2:04:31] Trustee Luckham: if that is an accurate reflection,

[2:04:33] Trustee Luckham: although I'm sure that it probably is,

[2:04:35] Trustee Luckham: but that's the only thing.

[2:04:37] Trustee Luckham: So I'm reluctant to forward this to council at this time,

[2:04:42] Trustee Luckham: but I believe we'll get this coming back to us

[2:04:44] Trustee Luckham: at our next meeting to forward to council.

[2:04:46] Trustee Luckham: Is that correct, Laurie?

[2:04:49] Voice 11: Yes, they would come back to the June 8th meeting again

[2:04:52] Voice 11: for forwarding.

[2:04:53] Voice 11: I posted the draft minutes from March last time

[2:04:57] Voice 11: after EC had reviewed it,

[2:04:59] Voice 11: and i'm wondering if you would like that done as well

[2:05:03] Trustee Luckham: oh i'm sorry i'm not under so which one what

[2:05:08] Trustee Luckham: else was there that you wanted to see um i'm curious if you would

[2:05:12] Voice 11: like these draft minutes

[2:05:13] Voice 11: posted to the meeting sites or just leave them uh embedded in the executive committee agenda here

[2:05:21] Trustee Luckham: yeah and um i i think maybe a bit of a discussion and even laura you and i could just discuss it

[2:05:27] Trustee Luckham: before we put it out into the world.

[2:05:30] Trustee Luckham: And let's just keep it in the executive agenda at this time.

[2:05:33] Trustee Luckham: We did the highlights already.

[2:05:36] Trustee Luckham: Thank you, yes.

[2:05:39] Trustee Luckham: So is that okay with everybody?

[2:05:40] Trustee Luckham: If there's no objection,

[2:05:41] Trustee Luckham: then I'm going to continue on through the agenda.

[2:05:44] Trustee Luckham: So the next significant item here

[2:05:46] Trustee Luckham: is election processes and key dates briefing.

[2:05:49] Trustee Luckham: I'll just remark that Sue Ellen and I

[2:05:51] Trustee Luckham: had the privilege of being at LGLA a couple of weeks back.

[2:05:57] Trustee Luckham: And indeed, we heard from Elections BC.

[2:05:59] Trustee Luckham: And indeed, there's a few interesting changes.

[2:06:02] Trustee Luckham: So who is going to, is this David Marlowe is going to pick up on this one?

[2:06:08] Voice 1: Yeah.

[2:06:12] Voice 1: Yeah, thank you.

[2:06:13] Voice 1: So this is just a briefing to the executive committee.

[2:06:17] Voice 1: I wanted to provide you just an overview of what to expect coming up.

[2:06:23] Voice 1: So I've included in here the timeline as well as discussion about communications.

[2:06:32] Voice 1: The main piece is that at June Trust Council there'll be two decisions for Trust Council.

[2:06:39] Voice 1: The first one is an update to the election bylaw. We need to update that because there's been changes

[2:06:45] Voice 1: to mail-in ballots so we have to account for that. And then the second one is authorization

[2:06:52] Voice 1: to staff to enter into agreements with the regional districts.

[2:06:57] Voice 1: There's six regional districts.

[2:06:59] Voice 1: Entering into agreements with them,

[2:07:01] Voice 1: essentially they'll piggyback our elections with their elections

[2:07:07] Voice 1: and they'll run it for us.

[2:07:08] Voice 1: So it's a fee-for-service agreement.

[2:07:13] Voice 1: I will have an agreement, sorry,

[2:07:16] Voice 1: been signed by one of the regional districts as an example.

[2:07:19] Voice 1: They're all the same.

[2:07:20] Voice 1: and so that will be attached to council agenda so it could be just authorization for us to go

[2:07:26] Voice 1: ahead and sign up on those documents and entrance those freedoms so those are two big pieces for

[2:07:32] Voice 1: June and then the other one is just a bit of a timeline as to where we're at in the process we

[2:07:41] Voice 1: currently are in the election period which started beginning of the year runs to middle of September

[2:07:47] Voice 1: and the certain rules that come into force so that's in the briefing for you and we will be

[2:07:53] Voice 1: providing some information to staff to make sure that they're aware of what their obligations are

[2:08:01] Voice 1: and you know how they can get involved in elections and have it not interfere with

[2:08:08] Voice 1: with the duties and that includes you know not to provide advice to the trustees or public

[2:08:15] Voice 1: and just refer people to the provincial officials who can provide those answers for you.

[2:08:23] Voice 1: The website will be set up similar to the last time.

[2:08:27] Voice 1: So we will be putting that together over the next few months.

[2:08:30] Voice 1: And then the final piece is orientation of elected officials coming in the new term.

[2:08:38] Voice 1: So on the last page there, there's some indication of the types of things

[2:08:42] Voice 1: that we'd be looking to do for orientation.

[2:08:46] Voice 1: So again, there's no decision at this meeting,

[2:08:48] Voice 1: this is for information,

[2:08:50] Voice 1: and they're happy to answer questions.

[2:08:55] Trustee Luckham: Okay, any questions?

[2:08:57] Trustee Luckham: And shout out, please.

[2:09:01] Trustee Rogers (probable): It's Dan, it's more comments than a question.

[2:09:04] Trustee Rogers (probable): Thank you for the briefing.

[2:09:05] Trustee Rogers (probable): I, it sounds like we're well on top of what's going on.

[2:09:14] Trustee Rogers (probable): I don't know if there's a time that we want to talk about this,

[2:09:20] Trustee Rogers (probable): but apparently the most consistently referenced matter

[2:09:34] Trustee Rogers (probable): to the governance review was the election of the executive.

[2:09:42] Trustee Rogers (probable): And apparently that was a fairly consistent theme

[2:09:45] Trustee Rogers (probable): and certainly was one that I was aware of and I wondered if we as an executive want to give

[2:09:53] Trustee Rogers (probable): some thought at some point and I'm entirely conscious of the reporting that you did Mr. CAO

[2:09:59] Trustee Rogers (probable): a couple of years ago about this issue and in fact I provided it and I'm sure others did too

[2:10:07] Trustee Rogers (probable): due to the governance consultants.

[2:10:12] Trustee Rogers (probable): But I wondered if we wanted to give some thought

[2:10:14] Trustee Rogers (probable): to that issue because otherwise it'll come from the floor

[2:10:22] Trustee Rogers (probable): or from trustees, but which is nothing wrong with that.

[2:10:26] Trustee Rogers (probable): It's just that I just wondered if we as a group

[2:10:29] Trustee Rogers (probable): wanted to give any thought to that issue, to options.

[2:10:34] Trustee Rogers (probable): I

[2:10:37] Voice 2: don't know whether Chair Luckom can see my hand at this point.

[2:10:40] Trustee Luckham: Oh, I can because you spoke.

[2:10:42] Trustee Luckham: There you go.

[2:10:42] Trustee Luckham: That's good.

[2:10:43] Trustee Luckham: Go ahead.

[2:10:45] Voice 2: Well, thank you for that.

[2:10:46] Voice 2: We prepared for the last Trust Council, actually.

[2:10:50] Voice 2: We mentally dusted off that report and provided some key points from a staff perspective.

[2:10:56] Voice 2: We didn't end up getting to that level of issue.

[2:11:01] Voice 2: We could rehabilitate that in some way and get you some reporting.

[2:11:06] Voice 2: um uh and updating um sometime between now and june so that you're um aware of the opportunities

[2:11:13] Voice 2: and the limitations um on its face there's a there's a structural challenge with doing anything

[2:11:18] Voice 2: substantially different but if trust council wants to get very very you know um complicated

[2:11:23] Voice 2: you're not complicated but provide some um uh staying within the boundaries of um the local

[2:11:32] Voice 2: government act and the community charter there's there may or may not be some options for looking

[2:11:39] Voice 2: at how governance is maintained or or initially started with the new term there are some challenges

[2:11:48] Voice 2: with what was communicated to trustees around this i.e that this is the only body that does

[2:11:53] Voice 2: this of course every regional district does it it's the exact same process whereby at that first

[2:12:01] Voice 2: meeting, they elect a chair and so forth. So it's not really specific to the Allens Trust so much

[2:12:09] Voice 2: as it is specific to non-municipal entities throughout BC substantially. So while I'm

[2:12:18] Voice 2: understanding there's some issue with it, perhaps we could do a brief report, bring that report

[2:12:24] Voice 2: forward for you so that you can consider it and look if there's any potential options for you.

[2:12:33] Trustee Luckham: I'd be in favor of

[2:12:35] Voice 5: that thank

[2:12:36] Trustee Luckham: you I definitely am in support of that and I think it's worth

[2:12:40] Trustee Luckham: you know acknowledging what we have heard and and create some flexibility and opportunity where

[2:12:53] Trustee Luckham: possible obviously the same portions that that detail needs to go out and

[2:12:59] Trustee Luckham: in a in a suitable fashion and and opportunities for engagement even prior to council

[2:13:09] Trustee Luckham: convening if that information is out there to try and maybe there's a even a coffee session

[2:13:15] Trustee Luckham: or something that might potentially be hosted but let's keep our minds open to how we can

[2:13:20] Trustee Luckham: facilitate that opportunity for that decision making to be as well informed as is possible

[2:13:26] Trustee Luckham: in this structure we have, because I don't know that it's possible to change the structure in the

[2:13:32] Trustee Luckham: short term. But let's, I think the indication was, let's be willing to keep an open mind on

[2:13:37] Trustee Luckham: how we might do this. Those

[2:13:39] Trustee Luckham: are my thoughts.

[2:13:39] Voice 2: Yeah, substantial change would need legislative

[2:13:42] Voice 2: change, is our reading. So one

[2:13:45] Trustee Rogers (probable): thing I'd like to consider is, is it possible, because I know we

[2:13:51] Trustee Rogers (probable): we have a meeting scheduled for early November and then another one for

[2:13:55] Trustee Rogers (probable): December.

[2:13:56] Trustee Rogers (probable): Is it possible to create a scenario where in the November,

[2:14:02] Trustee Rogers (probable): there is a, an interim executive appointed.

[2:14:05] Trustee Rogers (probable): And I know this creates tons of problems with local trust committees,

[2:14:10] Trustee Rogers (probable): because it's not just about the executive running this meeting and the

[2:14:15] Trustee Rogers (probable): executive,

[2:14:15] Trustee Rogers (probable): the executive also serves with the local trust committees and then have a

[2:14:20] Trustee Rogers (probable): a full election in December when people have sort of gotten to know each other.

[2:14:24] Trustee Rogers (probable): I don't know that that's possible because I can see all of the permutations and combinations

[2:14:30] Trustee Rogers (probable): of other problems about how you possibly run local trust committees with an interim vice

[2:14:37] Trustee Rogers (probable): chair.

[2:14:38] Trustee Rogers (probable): But I just wonder if that's an option that could be considered and create some space

[2:14:44] Trustee Rogers (probable): for people to get to know each other which seemed to be the biggest concern um maybe because once

[2:14:52] Trustee Rogers (probable): they got to know me they wouldn't have voted for me but um chair i

[2:14:58] Trustee Fast: see claire freighter's hand is

[2:15:00] Trustee Fast: up

[2:15:00] Trustee Luckham: okay i don't know that we want to solve this here today uh just uh let's keep this conversation

[2:15:06] Trustee Luckham: going but claire freighter over to you thank

[2:15:11] Voice 8: you chair um just wanted to speak to the communications

[2:15:13] Voice 8: around elections we will be working over the next little while to prepare the web pages that are

[2:15:18] Voice 8: noted in the briefing but in addition we did budget a little bit of money to produce an elections video

[2:15:23] Voice 8: which we have staff have jokingly called so you want to be a trustee which would provide an

[2:15:28] Voice 8: overview of the roles of trustees in terms of council council committees conservancy board

[2:15:33] Voice 8: and local trust committees and the various duties and so on however I've noticed previously

[2:15:38] Voice 8: obviously, capacity is a challenge right now. So we have this intent, but certainly have to look

[2:15:44] Voice 8: at whether we are going to have the capacity to achieve this goal. It would be helpful to hear

[2:15:49] Voice 8: from all of you, if you wouldn't mind emailing me, what you think should be delivered in terms

[2:15:53] Voice 8: of key messaging through this little video. Of course, we wouldn't be able to feature any

[2:15:58] Voice 8: trustees in this to ensure that we're being very impartial. So it would likely take the form of

[2:16:03] Voice 8: either a storyboard video or it would be sort of an interview of key staff i'm leaning definitely

[2:16:08] Voice 8: towards the storyboard video approach much as we did with policy statement just not such a light

[2:16:13] Voice 8: tone it would likely have a more more serious tone to it um but it would be helpful to hear from you

[2:16:19] Voice 8: if you have thoughts around what the content could be and what what you would have liked to have

[2:16:23] Voice 8: known when you were first running for office so thank you

[2:16:25] Trustee Rogers (probable): everything you need to know is contained

[2:16:28] Trustee Rogers (probable): and sent trustee, former trustee Pottles song

[2:16:32] Trustee Rogers (probable): that she wrote about being an Islander.

[2:16:35] Trustee Rogers (probable): I don't, I think that would be the most honest thing

[2:16:38] Trustee Rogers (probable): we could do.

[2:16:41] Trustee Luckham: Okay, is there anything further

[2:16:44] Trustee Luckham: on this election process and key dates?

[2:16:48] Trustee Luckham: So then the next item was the trustee starter kit.

[2:16:51] Trustee Luckham: Really appreciate getting that out.

[2:16:53] Trustee Luckham: It makes for an interesting read three years

[2:16:56] Trustee Luckham: into the however many terms I've run.

[2:16:58] Trustee Luckham: um so uh see uh this point cao do you have any other remarks about amending this and

[2:17:06] Trustee Luckham: updating it or do the vice chairs have something to say uh

[2:17:13] Voice 2: this is as you know we've my first

[2:17:16] Voice 2: thing i'd say is deep sadness that uh it came out at the through the governance process that

[2:17:21] Voice 2: no trustees remember getting this or having orientation or very few um um it's pretty good

[2:17:29] Voice 2: um overall as as a reference document i would think compared to most of those uh but there

[2:17:36] Voice 2: are some lessons to be learned obviously and one is um a constant return to this in some form

[2:17:44] Voice 2: as as a function

[2:17:45] Voice 2: of reminding and the other is particularly in two areas we discussed it earlier

[2:17:52] Voice 2: as a staff um the basics of land use planning and what fits within the authorities more more times

[2:17:59] Voice 2: needed than the few hours it's given with regards to the authorities and decision-making process.

[2:18:05] Voice 2: So I think that has to be amended in some way. And that's beyond just the starter kit.

[2:18:09] Voice 2: And also all of the financial obligations of being a trust council member, what you're deciding

[2:18:17] Voice 2: around budget, what you aren't, some of the basics around probably accounting and those types of

[2:18:22] Voice 2: things to let people know, you know, what's the year end, what are the implications associated

[2:18:29] Voice 2: with that, what monies flow through, what monies don't. So those are three elements that we've got

[2:18:36] Voice 2: in mind as we amend this starter kit. We intend on having this again or some version of it. And

[2:18:44] Voice 2: yeah, primarily it's here to supplement the fact that we sent it to all trustees. Then we asked

[2:18:51] Voice 2: trustees to provide comments. We've had comments, I think, from two trustees so far. And of course,

[2:18:57] Voice 2: we want to offer the same to EC. You can discuss it now or I can put it on your agenda again in the

[2:19:02] Voice 2: future so you can assist us refine it to the best it can be. Thanks.

[2:19:10] Trustee Luckham: Okay, CEO, do you need some

[2:19:12] Trustee Luckham: direction? It seems to me that this is in stream and is part of the plan already, but do you need

[2:19:18] Trustee Luckham: any direction at this time to make any of these amendments or polish this in any way, shape or

[2:19:23] Trustee Luckham: form uh

[2:19:24] Voice 2: i don't need them right now we're doing this work um as you see things that are needed

[2:19:30] Voice 2: that either need to be done better or weren't accounted for um between now and september um

[2:19:37] Voice 2: it'd be good to have those as we build this process up so it's not so much right now

[2:19:42] Voice 2: but uh wanting your input over time right

[2:19:46] Trustee Luckham: so just to help the vice chairs then at this minute um

[2:19:50] Trustee Luckham: The interesting thing is the pre-election period begins in July now, and so obviously there may be people that will want to be starting to campaign at that point, and it would be helpful to have this document out in some fashion that's accessible to those potential individuals that are interested in running.

[2:20:09] Trustee Luckham: and so just i'll just say that but i'm presuming that if ec members wanted to communicate we could

[2:20:15] Trustee Luckham: have a conversation now or communicate with you uh suggestions that may be more formulated

[2:20:21] Trustee Luckham: that you could

[2:20:22] Trustee Luckham: embrace does that sound like a good idea yes

[2:20:25] Voice 2: okay

[2:20:26] Trustee Luckham: so vice chairs over to you

[2:20:27] Trustee Luckham: i see laura patrick has her hand up and then

[2:20:30] Trustee Fast: i'd like to speak

[2:20:30] Trustee Patrick: sure just just be clear july 15th

[2:20:34] Trustee Patrick: isn't the start of campaigning january 1st was um so it's a counting it's an

[2:20:39] Trustee Patrick: accounting period

[2:20:40] Trustee Patrick: um and requirements and so forth uh not related to physical camp so people are already uh actively

[2:20:48] Trustee Patrick: considering uh running or not so it's the the gates are open um yeah i already i did provide

[2:20:57] Trustee Patrick: i'm one of the ones that provided comments and my comments were 100 related to what i observed

[2:21:03] Trustee Patrick: heard or um you know that i felt needed to be beeped up based on my experience as a chair and

[2:21:09] Trustee Patrick: and what um what kind of things i saw come up that uh you know so that was the basis of my comments

[2:21:19] Trustee Fast: it's it's sue ellen here i'll just uh say a couple of things one of them is um and it might be more

[2:21:26] Trustee Fast: for the video that claire is asking us about topics for if the distinction between um the

[2:21:33] Trustee Fast: The trustee role between regional district rep role or a municipal councillor role could be highlighted as examples.

[2:21:47] Trustee Fast: I think it might help make things clear, but I can't, I haven't, it's been a while since I've looked at the document itself.

[2:21:56] Trustee Fast: I didn't have time to, I'm sorry, I don't have prepared comments about that, but I'll look at it.

[2:22:01] Trustee Fast: My second comment is, I would like to propose that all trustees be invited or encouraged to attend the first Local Government Leadership Academy presentation, which I think is usually at the beginning of February every year.

[2:22:20] Trustee Fast: I think that's a real, for me, that was a real eye-opener in terms of what the different roles were and in terms of good practice and how to, learning from your peers, I guess, and feeling like you're part of a bigger group and how local government works with the province and with communities.

[2:22:46] Trustee Fast: I just think that was really valuable for me. And I think I know there's been a few other trustees have attended that over the years, but I know it's more than a trustee, but in some ways, in terms of the roles, but in other ways, it's more than a written document can do.

[2:23:11] Trustee Fast: um when um i think not every trustee prefers to work from a written uh a hard copy or a

[2:23:21] Trustee Fast: or an electronic document um to inspire them and to uh uh energize them um local government

[2:23:31] Trustee Fast: leadership academy might be a better choice that's my uh input there in addition not a better

[2:23:39] Trustee Luckham: Dan did you have any

[2:23:41] Trustee Luckham: just

[2:23:41] Trustee Rogers (probable): briefly

[2:23:42] Trustee Rogers (probable): thank you for

[2:23:45] Trustee Rogers (probable): your restrained comments about sadness

[2:23:47] Trustee Rogers (probable): because

[2:23:49] Trustee Rogers (probable): the

[2:23:52] Trustee Rogers (probable): I mean

[2:23:53] Trustee Rogers (probable): it just blew me

[2:23:55] Trustee Rogers (probable): away that people said they hadn't had

[2:23:57] Trustee Rogers (probable): appropriate orientations given that we spent

[2:23:59] Trustee Rogers (probable): two and a half days in Nanaimo

[2:24:02] Trustee Rogers (probable): doing just that

[2:24:03] Trustee Rogers (probable): and

[2:24:05] Trustee Rogers (probable): in fact the only one that wasn't

[2:24:07] Trustee Rogers (probable): there

[2:24:08] Trustee Rogers (probable): there or wasn't a trustee at that time was trustee Scott.

[2:24:12] Trustee Rogers (probable): So he was the only one that would have not have,

[2:24:14] Trustee Rogers (probable): would have a reason to not have had that opportunity.

[2:24:18] Trustee Rogers (probable): And I think this is an excellent document. I think it's thorough. I'd,

[2:24:23] Trustee Rogers (probable): I had, I had actually forgotten how thorough it was.

[2:24:30] Trustee Rogers (probable): The only thing I would say is if there was a way,

[2:24:33] Trustee Rogers (probable): The one thing that I find challenges trustees the most and slows down local trust committee meetings is that I find most trustees struggle with how to draft a motion.

[2:24:47] Trustee Rogers (probable): And I don't know how you teach that, or even if you can, but I end up drafting a lot of motions myself, even though when I'm chairing the local trust committees, and that's pretty consistent, not because they're my ideas, but just to sort of get them on the table.

[2:25:12] Trustee Rogers (probable): and um it would if if trustees had had if there was a way to somehow get them to do get get some

[2:25:21] Trustee Rogers (probable): training on how to do that that would be i think be useful and again i don't know whether there is

[2:25:27] Trustee Rogers (probable): a way to do that there

[2:25:28] Voice 2: is yeah we can do it we could run a course on that so that's a great

[2:25:32] Voice 2: suggestion yeah okay

[2:25:35] Trustee Luckham: so i think then uh that might conclude that uh conversation on the starter kit

[2:25:41] Trustee Luckham: and there'll obviously be development for that.

[2:25:46] Trustee Luckham: Thank you for that.

[2:25:47] Trustee Luckham: So item then, if that's all right,

[2:25:48] Trustee Luckham: and I just ask you to jump in if I'm going fast.

[2:25:51] Trustee Luckham: Vice Chair Simon's briefing.

[2:25:53] Trustee Luckham: This is for me, just to say that,

[2:25:59] Trustee Luckham: that, well, Laura Patrick has resigned

[2:26:04] Trustee Luckham: as the chair of the sub-offender LTC.

[2:26:13] Trustee Luckham: see and in my one of the only roles of authority that i have is is uh appointing uh vice chairs

[2:26:23] Trustee Luckham: and to facilitate that um i have done uh reappointments which is essentially uh

[2:26:30] Trustee Luckham: appointing myself appointing laura to the luskete island ltc but all four of the trustees have been

[2:26:36] Trustee Luckham: advised of that and this is just a public reporting out of those events um alternate

[2:26:43] Trustee Luckham: chair assignments have i've been thinking with the time remaining in the year that we can remain

[2:26:50] Trustee Luckham: fluid there and uh and i don't know that that would be a requirement but um i'd also take advice

[2:26:57] Trustee Luckham: if that was a mistake but i'm happy to continue uh along with the vacancy in the uh listidi island

[2:27:06] Trustee Luckham: alternate chair role um so just reporting that out are there any remarks or comments

[2:27:15] Trustee Luckham: no okay so human resources update briefing then is the next one um cao are you going to carry that

[2:27:24] Trustee Luckham: that one uh

[2:27:25] Voice 2: i think uh we've got uh director mobs with us um good to see you julia and um she could

[2:27:33] Voice 2: maybe um just do a brief overview uh the reason we're doing this is obviously uh you're tasked

[2:27:40] Voice 2: with uh um sort of a management function around uh the overall operations of the trust making

[2:27:45] Voice 2: ensuring business continuity and you turn to the senior management group to ensure that that's

[2:27:50] Voice 2: happening because we've had a number of vacancies and some of them important ones we just want to

[2:27:55] Voice 2: give you an update to say here's here's how these are being addressed um over the next period of

[2:28:00] Voice 2: time and we're seeking any accommodations we can so um this is julia's area so she may want to do

[2:28:08] Voice 2: a brief overview and then she could also answer any director questions i guess if you had me

[2:28:13] Voice 2: during this time. So I turn it over to my colleague.

[2:28:17] Trustee Luckham: Okay. Well, thank you, Julia. Really

[2:28:19] Trustee Luckham: appreciate you joining us today. I know that this is audit time and you're incredibly busy as always.

[2:28:26] Trustee Luckham: And I just want to share with you that out of the three directors we've heard from, and of course,

[2:28:32] Trustee Luckham: you as the fourth director, is you are all wearing multiple hats. I would note specifically that

[2:28:39] Trustee Luckham: you've always worn multiple hats being human resources and finance. And just know that in

[2:28:45] Trustee Luckham: this time of limited resources and absence in certain roles, that you're a very busy person

[2:28:53] Trustee Luckham: and just want to appreciate that. So thank you. And I'll turn it over to you for the

[2:28:57] Trustee Luckham: human resources update.

[2:29:03] Voice 2: You're muted, Julian. Can

[2:29:08] Voice 7: you all hear me now?

[2:29:09] Voice 2: Yes. Yep.

[2:29:10] Voice 7: Great. I'm

[2:29:12] Voice 7: on a different computer today so my zoom meeting setup is a little bit different so working with

[2:29:17] Voice 7: the settings if anything goes awry please feel free to just interrupt me so i'll keep the

[2:29:21] Voice 7: overview of the briefing very short i think most of the information that's presented here is already

[2:29:28] Voice 7: known by executive committee you'll see the information under the planning services section

[2:29:34] Voice 7: is the longest of all the areas we do have a fair amount of vacancies and shuffles within

[2:29:40] Voice 7: the planning services division of the islands trust currently of course the director of planning

[2:29:45] Voice 7: services positions is now vacated with director marler taking on director of legislative services

[2:29:50] Voice 7: to fill in for now retired carmen teal david will be continuing to backfill that role until we have

[2:29:56] Voice 7: have it filled with a new person.

[2:30:00] Voice 7: The posting for that job is not yet out in the public.

[2:30:03] Voice 7: We've completed our part internally.

[2:30:05] Voice 7: We've sent the information over to the public service agency,

[2:30:08] Voice 7: and they are completing what's required at their end before we can get this posted.

[2:30:12] Voice 7: We will be posting it on a number of sites, sort of nationwide sites,

[2:30:17] Voice 7: to try and draw talent from across the country.

[2:30:19] Voice 7: And we'll also be posting this for an extended amount of time.

[2:30:23] Voice 7: Typically, our postings are open for two weeks.

[2:30:27] Voice 7: We've chosen to leave this one open for three weeks.

[2:30:30] Voice 7: it's generally good practice when you're hiring for more senior level positions to have them open

[2:30:33] Voice 7: a bit longer. As you all know, Stephen Cermak has moved on, so we've got the vacancy in the

[2:30:40] Voice 7: Fulton Spring Island Regional Planning Manager role. I understand our CAO and Director Marler

[2:30:45] Voice 7: are in discussions around a potential restructure of local planning services delivery, and so there

[2:30:51] Voice 7: may be some potential there to sort of look at whether or not that role might be repurposed

[2:30:58] Voice 7: to better surf planning services.

[2:31:00] Voice 7: I'll let the CAO update on that

[2:31:01] Voice 7: if there is any updates a little later.

[2:31:04] Voice 7: It might be that that discussion is best in camera

[2:31:07] Voice 7: at this point.

[2:31:08] Voice 7: But we do have a plan to backfill.

[2:31:10] Voice 7: So Louisa Garbo is filling in for that position.

[2:31:13] Voice 7: And then we've got Jordi

[2:31:14] Voice 7: who will be stepping up into Louisa's position,

[2:31:16] Voice 7: which of course, you know,

[2:31:17] Voice 7: when we've got other staff backfilling for vacancies,

[2:31:19] Voice 7: we end up with the problem

[2:31:21] Voice 7: just being moved to a different area,

[2:31:24] Voice 7: not actually solved.

[2:31:25] Voice 7: And so we end up with a lower level position

[2:31:27] Voice 7: that's vacant uh director marlin has reached out to someone who's on the eligibility list for a

[2:31:32] Voice 7: recent planning competition and it looks like we'll be able to bring someone in for four months

[2:31:35] Voice 7: to backfill that role so there's a good plan in place there to keep things moving forward

[2:31:41] Voice 7: uh our planning admin assistant has been vacant for a while we've had someone back filling and

[2:31:47] Voice 7: now we'll be posting the position uh to fill it permanently uh we do have a previous competition

[2:31:52] Voice 7: that was just run uh with all the same skills and qualifications for this job so we're actually not

[2:31:57] Voice 7: going to post this job we're just going to draw from that same competition uh create some excellent

[2:32:01] Voice 7: efficiencies for us to bring someone in quickly uh we have a planner one on salt spring and bylaw

[2:32:07] Voice 7: enforcement officer on leave currently we don't yet have any plans to fill those positions

[2:32:13] Voice 7: and in camera discussion around that is welcome if necessary uh we also have an island planner

[2:32:21] Voice 7: in the north who will be uh leaving within the next six months on deferred salary relief program

[2:32:25] Voice 7: and we'll be looking to fill that i think we are all well aware about lisa wilcox's departure

[2:32:31] Voice 7: and the plans that are moving forward there to fill that role so i won't touch on that

[2:32:35] Voice 7: and then we've got some shuffles in the islands just conservancy and these shuffles were identified

[2:32:39] Voice 7: and discussed during the budget uh period and approval and so we're moving forward with the

[2:32:44] Voice 7: plans that were approved as part of the budget in my area admin services our admin assistant

[2:32:49] Voice 7: position is in vacant for a while barb dashwood who's retired islands trust staff member uh has

[2:32:53] Voice 7: stepped in to help us which is amazing Barb is excellent she's really helping us out in that area

[2:32:57] Voice 7: but we are running a competition and hope to have a permanent person in that role and as well we're

[2:33:03] Voice 7: looking towards the imminent retirement of Dave Beeskin who's our info systems coordinator he's a

[2:33:07] Voice 7: very significant part of the information services team and so with his departure we're looking to

[2:33:14] Voice 7: see if there's opportunities to restructure the team somewhat before we actually move ahead with

[2:33:18] Voice 7: with any succession plan.

[2:33:20] Voice 7: So I said I was gonna be brief, that wasn't brief,

[2:33:23] Voice 7: but I'll happily take questions.

[2:33:30] Trustee Luckham: Okay, thank you, Julia.

[2:33:33] Trustee Luckham: I'll just go to the vice chairs

[2:33:34] Trustee Luckham: and ask if you have any questions.

[2:33:37] Trustee Luckham: And, you know, I just gotta say there are definitely

[2:33:41] Trustee Luckham: some challenges there and this report

[2:33:44] Trustee Luckham: certainly summarizes that.

[2:33:45] Trustee Luckham: So vice chairs, please shout out.

[2:33:49] Trustee Rogers (probable): It's Dan, I have a couple questions.

[2:33:53] Trustee Rogers (probable): Sorry.

[2:33:55] Trustee Rogers (probable): Mayor Mrakas, I may have missed this in the report, but I thought I heard you say that the the island planner in the north is going on a deferred salary leave is that what you said.

[2:34:08] Voice 7: Mayor Mrakas, I, yes, so we have I

[2:34:11] Trustee Rogers (probable): just don't know what that is.

[2:34:12] Trustee Rogers (probable): is so oh

[2:34:14] Voice 7: uh so there is a program that's offered uh by the province and therefore also by islands

[2:34:18] Voice 7: just for staff to receive a reduced salary for a period of time usually a number of years

[2:34:23] Voice 7: and then they're able to take an extended leave um i think it's six months uh and continue to be

[2:34:30] Voice 7: paid during that time off so it's a deferral of salary and then they get an extended leave

[2:34:35] Voice 7: um so uh marnie was in the island island planner position in the north and she's taken a temporary

[2:34:41] Voice 7: reassignment elsewhere and so we've brought someone into backfill for her lease and the

[2:34:46] Voice 7: staff member who's backfilling was previously approved by the province for this deferred

[2:34:50] Voice 7: salary lease program and therefore we'll be leaving for that that program we do have some

[2:34:55] Voice 7: time to figure out how we can backfill through the four months gap between when Marnie returns

[2:35:00] Voice 7: to us so we've got time to figure that out

[2:35:04] Trustee Rogers (probable): and my my second question is and maybe that's more

[2:35:12] Trustee Rogers (probable): or appropriate for the CAO, but, and I'm not asking you to give me any indication what

[2:35:18] Trustee Rogers (probable): you're thinking is yet, but do you have a sort of a timeframe in mind as to the reconsideration

[2:35:26] Trustee Rogers (probable): of the restructuring of the, or the potential restructuring of the planning regarding the

[2:35:32] Trustee Rogers (probable): absence of the RPM on Salt Spring, et cetera, which you mentioned in your staff reporting,

[2:35:37] Trustee Rogers (probable): or is it perhaps contemplated that that might be a discussion you might have with

[2:35:43] Trustee Rogers (probable): um any new director that might be hired or i just wondering about timing of that

[2:35:50] Trustee Rogers (probable): and you're sorry

[2:35:51] Trustee Rogers (probable): yes

[2:35:53] Voice 2: so yeah fate doesn't often line things up in the sequence that you want

[2:35:58] Voice 2: and um the the irony of a new director of planning services coming in is that just prior to that

[2:36:06] Voice 2: that there's substantial purposeful organizational change about moving the organization to perhaps less reliance on geography and more on function at the trust.

[2:36:17] Voice 2: And the very real challenge associated with, well, three things, and it's indicated a little in the report.

[2:36:25] Voice 2: Two, the changing nature of work and people working from home.

[2:36:28] Voice 2: and three the challenge is getting people um and quite often in senior capacity to move to an island

[2:36:36] Voice 2: um and to find housing and to be able to rely on that model so i'm hoping by the summer this is

[2:36:44] Voice 2: we figured this out um it would be good to have um the director in place first and then um a

[2:36:51] Voice 2: a permanent solution to the regional planning manager

[2:36:56] Voice 2: slash Salt Spring Island structure following,

[2:37:01] Voice 2: but I don't want to go into fall or into a whole new term

[2:37:04] Voice 2: without having that structure in place.

[2:37:11] Voice 5: Thanks.

[2:37:18] Voice 5: Okay, are there any more

[2:37:19] Trustee Luckham: questions out there?

[2:37:21] Trustee Luckham: Otherwise we'll receive that for information

[2:37:24] Trustee Luckham: and proceed to area services.

[2:37:28] Trustee Luckham: Okay, not hearing any shout outs.

[2:37:30] Trustee Luckham: then our trust area services history heritage grant

[2:37:35] Trustee Luckham: and aid applications.

[2:37:37] Trustee Luckham: Claire, I'm afraid to believe that you'll lead us on this.

[2:37:43] Trustee Luckham: And this may be a lingering question that I have

[2:37:45] Trustee Luckham: with respect to the Comarch request

[2:37:47] Trustee Luckham: and that the evolution of that,

[2:37:50] Trustee Luckham: that the CAO has reported on.

[2:37:51] Trustee Luckham: So over to you, Claire.

[2:37:53] Voice 8: Thank you, Chair.

[2:37:54] Voice 8: So we're bringing you here today on request for decision

[2:37:58] Voice 8: decision around authorizing grants in aid and have compiled all the requests that we're aware

[2:38:04] Voice 8: of that are currently received or expected. For those that are expected, we do not have much

[2:38:10] Voice 8: detail at this stage. Of course, as you'll note in the briefing, the amount of funding requested

[2:38:15] Voice 8: and your budget are significantly different. So you'll have some difficult decisions to make,

[2:38:20] Voice 8: I would think, around which you would like to give and whether or not you'd like to try and

[2:38:25] Voice 8: and overspend that budget line.

[2:38:28] Voice 8: So I'm happy to take questions.

[2:38:30] Voice 8: This is, as you know,

[2:38:31] Voice 8: this program is still relatively new to the trust

[2:38:33] Voice 8: and we're refining how we deliver it.

[2:38:36] Voice 8: You have asked me to develop a policy,

[2:38:38] Voice 8: potential policy changes around intake dates and so on,

[2:38:43] Voice 8: but we have not yet had an opportunity to do that work.

[2:38:45] Voice 8: So you may yet at this stage,

[2:38:47] Voice 8: receive further applications through the year

[2:38:49] Voice 8: because we haven't yet changed the policy

[2:38:51] Voice 8: around an intake date.

[2:38:53] Voice 8: I think I'd be happy to ask questions.

[2:38:55] Voice 8: I would note Julia Maltz is here as well to answer questions you may have around any

[2:38:59] Voice 8: reallocation of funding should you wish to go into that space. Thank you and I'll be prepared

[2:39:05] Voice 8: to help with questions as needed.

[2:39:07] Trustee Luckham: Okay thank you very much Director Frater. I'll go to Vice Chair

[2:39:11] Trustee Luckham: to shout out if you have any questions or want to advance this in some fashion.

[2:39:17] Trustee Patrick: It's Laura here. I

[2:39:19] Trustee Patrick: mean it's the it this is it's there's frustration because it's complicated you know when we have a

[2:39:28] Trustee Patrick: a tiny budget. We don't have the process yet related around this. I know I looked at,

[2:39:39] Trustee Patrick: you know, I look at for a local organization here in the Southern Gulf Islands, your options,

[2:39:46] Trustee Patrick: you know, you can also seek grants and aids from the CRD. Their process is pretty,

[2:39:55] Trustee Patrick: even far less transparent than this because one electoral area director can decide

[2:40:00] Trustee Patrick: yes or no and I don't know what what factors are used to make those decisions

[2:40:07] Trustee Patrick: although there is a list of who got what at the end of the year and the amounts and I do note

[2:40:13] Trustee Patrick: one of these applicants did receive a three thousand dollar grant aid I believe or two or

[2:40:19] Trustee Patrick: three from CRD. So like I said, I don't know how to make this sort out and I can't wait to hear if

[2:40:32] Trustee Patrick: someone else has that figured out.

[2:40:36] Trustee Luckham: Okay. Has somebody else got that figured out who wants

[2:40:38] Trustee Luckham: to speak next?

[2:40:39] Trustee Rogers (probable): Well, I have a question. We never got around to spending the $5,000 from last year

[2:40:46] Trustee Rogers (probable): And we have $4,000 in this year's budget.

[2:40:50] Trustee Rogers (probable): So my question is, these three applications, at least two of them, came in in late 2021.

[2:41:00] Trustee Rogers (probable): One came in the end of February 2022.

[2:41:04] Trustee Rogers (probable): My question is, are we in any position to spend the money from 2021, 2022 now?

[2:41:14] Trustee Rogers (probable): Or are we restricted to the budget of the $4,000 that it was allocated this year, given that these applications came in last year, last fiscal?

[2:41:30] Voice 8: No, and I apologize that we had some administrative confusion around these.

[2:41:35] Voice 8: No, their money did not get carried over.

[2:41:38] Voice 8: So that $5,000 has been returned to surplus and is not available to you for this purpose,

[2:41:43] Voice 8: us which is an unfortunate outcome for which i apologize well

[2:41:49] Trustee Rogers (probable): it's very unfortunate because i

[2:41:50] Trustee Rogers (probable): because i am actually quite intrigued by the and i i apologize for uh any mispronunciation but the

[2:41:57] Trustee Rogers (probable): learning societies i can't pronounce it's a guy i don't want to mispronounce it um program uh

[2:42:06] Trustee Rogers (probable): Uh, and, uh, I would have also been supportive of the, um, the stewardship Marines stewardship

[2:42:15] Trustee Rogers (probable): initiative program.

[2:42:17] Trustee Rogers (probable): Um, but you know, combined, they, well, they would be included in the, in the, um, anyway,

[2:42:25] Trustee Rogers (probable): we can't, if we can't do it, we can't do it.

[2:42:27] Trustee Rogers (probable): Um, and I see, I see director mobs has turned her camera on.

[2:42:32] Trustee Rogers (probable): So perhaps she'll tell me what we can and can't do.

[2:42:37] Voice 5: All right, Director Mobs.

[2:42:40] Voice 7: Yes, so certainly what Dr. Frater has shared is correct.

[2:42:43] Voice 7: There was no money that was carried forward.

[2:42:45] Voice 7: It's a $4,000 budget this year, I believe.

[2:42:49] Voice 7: You know, as

[2:42:50] Voice 7: staff, we can't recommend any overspending.

[2:42:53] Voice 7: However, we do have a budget control and adjustment policy.

[2:42:57] Voice 7: It's a trust council policy, which indicates that in the event of overspending, what needs to happen.

[2:43:02] Voice 7: happen. So there's no budget adjustments that are required for certain levels of overspending if

[2:43:10] Voice 7: they're considered smaller. There's reporting out to executive committee and financial planning

[2:43:14] Voice 7: committee on individual lines that are overspent up to $20,000, which I suspect is where this would

[2:43:19] Voice 7: land. So again, as staff, we can't recommend overspending, but if that were the decision of

[2:43:25] Voice 7: executive committee, we would follow the policy guidelines, which would include simple reporting

[2:43:30] Voice 7: to executives and financial planning there's also the option to consider uh under spending in other

[2:43:35] Voice 7: areas uh too often thank

[2:43:40] Trustee Luckham: you director uh mobs um sue ellen did you have anything to chime in

[2:43:45] Trustee Luckham: otherwise i'll speak um

[2:43:47] Trustee Fast: yes i'll just say i'm um uh happy to hear about the amounts of money i

[2:43:53] Trustee Fast: I wasn't sure about that.

[2:43:54] Trustee Fast: And I'm, I mean, I have favors around these

[2:44:02] Trustee Fast: in terms of how they will mostly,

[2:44:05] Trustee Fast: I'm looking at how they will help advance

[2:44:08] Trustee Fast: the mandate of the Islands Trust.

[2:44:12] Trustee Fast: And I think when we don't have information

[2:44:19] Trustee Fast: or we, is the Comox First Nation,

[2:44:23] Trustee Fast: I'm reading this correctly that we don't have information there.

[2:44:26] Trustee Fast: Is that correct?

[2:44:28] Voice 8: We have not yet received an application, but one is certainly expected.

[2:44:32] Voice 8: Okay.

[2:44:33] Voice 2: Maybe I can help a little bit.

[2:44:34] Voice 8: Thank you.

[2:44:35] Voice 8: Please go ahead.

[2:44:36] Voice 2: So, yeah, a couple of things.

[2:44:38] Voice 2: So what I see in front of you, the stark decision is you've got $22,000 something in requests and $4,000 in budget.

[2:44:45] Voice 2: So you have to decide whether you want to overspend by $16,000 or not overspend at all or something in the middle.

[2:44:54] Voice 2: And Julia has taken us through the, you know, we've had a tight budget session.

[2:44:59] Voice 2: We could possibly spend these monies.

[2:45:01] Voice 2: And we know that we end up with a surplus at the end of the year that may or may not account for some of it as long as the budget comes in within its required limits.

[2:45:12] Voice 2: We report back to you, frankly, on overages, as she's pointed out.

[2:45:17] Voice 2: um and the Comox as you as you recall um over the last year and a half there's been some significant

[2:45:25] Voice 2: challenges at Shingle Spit and other issues with the Comox First Nation with regards to cultural

[2:45:33] Voice 2: heritage developments the the challenges we all have with development permits and development

[2:45:40] Voice 2: going ahead but not having any indigenous factors associated with those development permits which

[2:45:47] Voice 2: which handcuffs the LTCs.

[2:45:49] Voice 2: Nevertheless, we've been working with Comox

[2:45:51] Voice 2: for the last couple of years.

[2:45:53] Voice 2: We've been speaking with the minister.

[2:45:54] Voice 2: What they're endeavoring to do is to look at a site

[2:45:57] Voice 2: that they would, repatriates the wrong word,

[2:46:01] Voice 2: but they would have as a place of,

[2:46:05] Voice 2: a special place on the island

[2:46:07] Voice 2: that would address some of the cultural heritage challenges

[2:46:12] Voice 2: that have occurred on the island

[2:46:13] Voice 2: that us and others have been associated with.

[2:46:16] Voice 2: and that would be an ongoing endeavor and they need money to set that up they've approached

[2:46:21] Voice 2: the islands trust to say could you help us financially in that area

[2:46:25] Voice 2: we have and they simultaneously asked us for some funding for the guardians program

[2:46:32] Voice 2: on the cultural heritage project we've looked at some sites potentially from

[2:46:41] Voice 2: that the islands trust has some control over to see whether some of those may be appropriate

[2:46:46] Voice 2: So some of our staff have been working with them in that area.

[2:46:48] Voice 2: So it's a project that's advanced.

[2:46:51] Voice 2: I spoke with a senior person with the nation a couple of weeks ago, and they intend on

[2:46:56] Voice 2: making an application with Claire's assistance for this project.

[2:47:02] Voice 2: And we didn't get into specifics or dollar numbers, but I expect they would ask for what

[2:47:07] Voice 2: others are, at least a $5,000 request.

[2:47:09] Voice 2: So mentally, I have $5,000 there.

[2:47:12] Voice 2: So I think just addressing those two issues, expect something detailed.

[2:47:16] Voice 2: I think you should consider it for the Comox Nation,

[2:47:20] Voice 2: even though we don't have it all here.

[2:47:22] Voice 2: And it's that $16,000 or $17,000 overspend or not.

[2:47:28] Voice 2: And you may wish to fund some of this,

[2:47:32] Voice 2: or if you don't really have criteria

[2:47:35] Voice 2: that differentiates them,

[2:47:37] Voice 2: determine whether you want to overspend

[2:47:38] Voice 2: to the degree possible,

[2:47:39] Voice 2: and then let Trust Council know possibly in June.

[2:47:44] Trustee Fast: it's sue ellen here can i respond um i am yeah please go

[2:47:49] Trustee Fast: ahead thank you chair um i'm looking

[2:47:52] Trustee Fast: at the four thousand dollar figure and thinking that this may look small to us but it can be quite

[2:47:57] Trustee Fast: large to um uh groups finding funds to do important projects and um i would like to propose

[2:48:07] Trustee Fast: that we uh split it in half and assume that some people since we already know that some people plan

[2:48:12] Trustee Fast: to apply and uh and that we approve one thousand dollars for the marine stewardship and one thousand

[2:48:18] Trustee Fast: dollars for this to pay uh i however you say it sorry learning society youth on the land program

[2:48:26] Trustee Fast: and uh reserve two thousand dollars for later is

[2:48:34] Voice 5: that a motion or just a

[2:48:36] Trustee Luckham: proposal at this point

[2:48:38] Trustee Luckham: maybe i'll speak i'll

[2:48:40] Trustee Fast: make it as a motion all

[2:48:43] Trustee Luckham: right do i have a seconder for the motion

[2:48:44] Trustee Luckham: Was that Laura Patrick seconding?

[2:48:50] Trustee Luckham: Nobody is seconding.

[2:48:51] Trustee Rogers (probable): I'll second for discussion.

[2:48:55] Trustee Luckham: Okay, so the motion then to take $2,000

[2:49:02] Trustee Luckham: and fund the two programs mentioned that I think it is

[2:49:07] Trustee Luckham: and the Marine program and keep $2,000 in reserve

[2:49:12] Trustee Luckham: for other

[2:49:13] Trustee Luckham: projects is moved and seconded.

[2:49:16] Trustee Luckham: Should you just speak to the motion further?

[2:49:19] Trustee Luckham: Sure, just to

[2:49:20] Trustee Fast: respect Trust Council's recent decisions

[2:49:24] Trustee Fast: about the budget.

[2:49:26] Trustee Fast: That's how much is in the budget.

[2:49:28] Trustee Fast: And I think we should just work with what we have

[2:49:34] Trustee Fast: in front of us, unless we take it to Trust Council

[2:49:37] Trustee Fast: and ask for a change.

[2:49:39] Trustee Fast: That's my speaking to it.

[2:49:43] Trustee Luckham: Okay, thank you.

[2:49:44] Trustee Luckham: So does anybody else wish to speak

[2:49:46] Trustee Luckham: to for or against the motion uh dan as the seconder

[2:49:50] Trustee Rogers (probable): so here's my thinking i um i actually

[2:49:57] Trustee Rogers (probable): think we should spend the full 4 000 right now um and so i'm not in favor of this and i think we

[2:50:05] Trustee Rogers (probable): need to go back to trust council and say as we we are getting this we're getting substantive

[2:50:15] Trustee Rogers (probable): substantive grant applications from First Nations and it's part of our reconciliation action and

[2:50:22] Trustee Rogers (probable): ask them to amend the budget if that's the process we need to I know that's awkward and we can should

[2:50:28] Trustee Rogers (probable): be able to overspend in certain areas but we didn't spend the money in 2021 we didn't spend

[2:50:35] Trustee Rogers (probable): it in 2022 or in those two budget years and and we just had a report that our staffing

[2:50:44] Trustee Rogers (probable): is extremely challenged and we're going to be i think substantively under budget because of we

[2:50:52] Trustee Rogers (probable): because of vacancies that we have um and i just think we're that some of these things are are

[2:50:59] Trustee Rogers (probable): important and uh i i and and they fit right within this policy in this mandate so i'd probably be

[2:51:10] Trustee Rogers (probable): more i'd be more interested in in spending uh approving two thousand dollars for each of those

[2:51:16] Trustee Rogers (probable): two programs and then and i and frankly i'm not in favor of the cliffside publishing one

[2:51:21] Trustee Rogers (probable): um i think it's it's a little farther outside our mandate and i didn't see um a lot of support

[2:51:30] Trustee Rogers (probable): from the local trustees other than notionally for spending this money um so uh i i would probably do

[2:51:40] Trustee Rogers (probable): vote against this motion and i probably would vote in favor of spending two thousand dollars on each

[2:51:46] Trustee Rogers (probable): of the two um other applications and be open to other applications and find a way to to fund those

[2:51:54] Trustee Rogers (probable): either by overspending or uh and from in this area and underspending in another area or or by

[2:52:01] Trustee Rogers (probable): asking trust council to tell us that you know we have to say no to these organizations thank you

[2:52:09] Trustee Luckham: you, Dan. Outside of hearing any kind of an amendment, I'll just ask, are there any other

[2:52:14] Trustee Luckham: speakers on the motions? Laura? Well, we

[2:52:17] Trustee Patrick: can either amend the motion. I generally support

[2:52:22] Trustee Patrick: Trustee Rogers on what he was saying. We should just make the decision for the 4,000 now and

[2:52:27] Trustee Patrick: then bring a discussion to Trust Council on what we've observed for interest and

[2:52:33] Trustee Patrick: and any opportunity to get direction.

[2:52:39] Voice 5: Sure.

[2:52:40] Voice 5: So

[2:52:41] Trustee Luckham: I'll just chime in here then

[2:52:43] Trustee Luckham: before we get too far along here on the motion,

[2:52:47] Trustee Luckham: although obviously there's some variation here.

[2:52:51] Trustee Luckham: I'm not inclined to overspend this early in the term,

[2:52:56] Trustee Luckham: regardless of how it may be that we perceive the outcomes

[2:53:00] Trustee Luckham: because we actually have purposefully adopted

[2:53:03] Trustee Luckham: a very tight budget

[2:53:05] Trustee Luckham: and there may be other things that arise over time

[2:53:09] Trustee Luckham: that we're going to need to be spending money on.

[2:53:11] Trustee Luckham: So I'm reluctant to commit yet more money

[2:53:14] Trustee Luckham: to something in the future,

[2:53:16] Trustee Luckham: but obviously that decision would happen at the time.

[2:53:18] Trustee Luckham: I am in support of the motion that's on the table

[2:53:22] Trustee Luckham: because I think it is demonstrating some fiscal restraint

[2:53:25] Trustee Luckham: and providing for some opportunities.

[2:53:29] Trustee Luckham: I am very, very interested in providing the funding support

[2:53:33] Trustee Luckham: report to the Comox First Nation for the variation on the theme that the CAO has spoken of. And

[2:53:41] Trustee Luckham: keeping that extra $2,000 in reserve would facilitate that because, again, we may not be

[2:53:48] Trustee Luckham: able to fund it all, but some will help and it will show a demonstration of our intent.

[2:53:53] Trustee Luckham: tent. I do have a question, however, and so, but that's it. So that said, I'm also, if I was to

[2:54:03] Trustee Luckham: split it in the middle, say $2,000 each, I would be inclined to support the Comox forthcoming

[2:54:12] Trustee Luckham: proposal, and I would support the youth program from Couch and Tribes to stay us. But obviously

[2:54:19] Trustee Luckham: that's there's room for there for debate but i am inclined to support the motion as uh proposed um

[2:54:28] Trustee Luckham: and then the question is is ceo hotzer filler did you indicate that there was funding through the

[2:54:35] Trustee Luckham: intergovernmental liaison communications role that might be applied in some fashion to uh

[2:54:45] Trustee Luckham: First Nations specific interests in this?

[2:54:50] Voice 2: Not as presented on this page, no.

[2:54:53] Trustee Luckham: Right.

[2:54:54] Voice 2: This is under a grant program.

[2:54:56] Voice 2: And so what, you know, maybe we should have put,

[2:55:02] Voice 2: you know, it's.

[2:55:05] Voice 5: Okay, well, that's.

[2:55:05] Voice 2: Maybe we should have applied criteria to each of these

[2:55:08] Voice 2: and given you recommendations for each one of them.

[2:55:10] Voice 2: But following this meeting, we have to tell these people,

[2:55:14] Voice 2: yes yes as a qualified yes or no or further decisions are coming so i don't think for any

[2:55:25] Voice 2: of these we can have the end of this decision be well we have to be able to say something to

[2:55:31] Voice 2: applicants right

[2:55:33] Trustee Luckham: so that understood so if the executive committee will allow me i would just

[2:55:38] Trustee Luckham: further suggest that I don't know that there's an incredible hurry to spend the money and indeed

[2:55:45] Trustee Luckham: perhaps we need to provide the opportunity to hear the uh the final outcome on the uh the proposal

[2:55:53] Trustee Luckham: that's out there and that that this this decision could be made at our next meeting um but I think

[2:56:00] Trustee Luckham: at the same time and because of the absence of policy around this I am also inclined to indicate

[2:56:06] Trustee Luckham: indicate that other than the one that we know that is coming in that further applications for

[2:56:11] Trustee Luckham: this year be closed and it's in an absence of policy of which i think at the end of the day

[2:56:16] Trustee Luckham: if council council has decided how much money we want to spend on this and if it's completely

[2:56:22] Trustee Luckham: underestimated the capacity for that which i think we all expect it anyway that i think that when we

[2:56:28] Trustee Luckham: got further refined policy that can be brought to council we should have this conversation of

[2:56:33] Trustee Luckham: to council and let council decide if they want to allocate

[2:56:36] Trustee Luckham: any surplus funds that we might be developing

[2:56:40] Trustee Luckham: in any other areas to this particular program,

[2:56:43] Trustee Luckham: which I also think is very worthwhile.

[2:56:45] Trustee Luckham: And every single application that we received

[2:56:47] Trustee Luckham: is very worthwhile.

[2:56:48] Trustee Luckham: So we have a motion on the table and I will just ask

[2:56:51] Trustee Luckham: if we want to have further conversation on an amendment,

[2:56:55] Trustee Luckham: a deferral, or I'll simply call the vote.

[2:57:04] Trustee Luckham: There's silence.

[2:57:07] Trustee Rogers (probable): well mr chair i'll just say i think what's going to happen is the vote's going to fail

[2:57:13] Trustee Rogers (probable): unless one of trustee patrick or i and then we're going to be stuck in this limbo well

[2:57:18] Trustee Luckham: that's that's

[2:57:19] Trustee Luckham: and so if it fails then we'll get another motion on the table so in that case then i'll call the

[2:57:26] Trustee Patrick: oh sorry i was gonna i i'll move to amend the motion to increase the amounts to 2 000 each

[2:57:33] Voice 5: for what all right sorry sorry

[2:57:36] Trustee Patrick: for the two it's we're talking about the first two in the table

[2:57:41] Trustee Patrick: is that not right no yes that's correct so can we call them by name for the motion

[2:57:47] Trustee Patrick: oh i can't say the first one

[2:57:51] Voice 2: i'll catch them

[2:57:53] Trustee Patrick: i'll catch them okay thank you i'm dyslexic

[2:57:57] Trustee Patrick: I'll um and the this this study I I

[2:58:05] Trustee Luckham: believe yeah so

[2:58:08] Trustee Luckham: that that's good that's close enough

[2:58:09] Trustee Luckham: um so you're proposing an amendment to allocate two thousand dollars to each of those programs

[2:58:14] Trustee Luckham: and uh so I'm going to ask is there a seconder for that amendment I'll second that

[2:58:19] Trustee Luckham: seconded by

[2:58:20] Trustee Luckham: Dan Rogers um then I'm going to now ask if there's any further discussion on the amendment to the

[2:58:27] Trustee Luckham: the motion then i'll call the vote on the amendment and uh please shout out all those in

[2:58:34] Trustee Luckham: favor i'm gonna listen and then i'll i'm gonna vote in favor so but all those in favor aye aye

[2:58:42] Trustee Luckham: aye okay so that sounds like that's unanimous to me and so then now the we have the amended

[2:58:51] Trustee Luckham: motion on the floor which is to increase the amount from two thousand one thousand dollars

[2:58:56] Trustee Luckham: each and two thousand dollars in reserve to two thousand dollars no leftovers and i'll call if

[2:59:02] Trustee Luckham: there's no further discussion i'll call for the vote not hearing anything or go ahead dan no no

[2:59:09] Trustee Rogers (probable): i was about to vote okay so

[2:59:11] Trustee Luckham: all those in favor and i'm voting in favor aye

[2:59:14] Trustee Rogers (probable): aye

[2:59:16] Trustee Luckham: sorry i had i i

[2:59:19] Trustee Luckham: had my muted that was so

[2:59:21] Trustee Luckham: that sounds like it's unanimous and i really want to thank you very

[2:59:25] Trustee Luckham: much for supporting this process and indeed i think we need to bring a story back to council

[2:59:30] Trustee Luckham: about any

[2:59:31] Voice 2: future excuse me go

[2:59:34] Trustee Luckham: ahead ceo hudson there

[2:59:35] Voice 2: are three other applications is that okay

[2:59:42] Trustee Luckham: well that's fine and so

[2:59:43] Voice 2: what do you want what is the decision is is it by then the use of the

[2:59:48] Voice 2: response is that the the funding has been filled for 2022 and we would tell cliffside

[2:59:56] Voice 2: Publishing and the Gabriela Museum Society and the Comox Nation.

[3:00:00] Voice 2: that um um their applications are denied so executive committee

[3:00:06] Trustee Rogers (probable): what's your expectation

[3:00:07] Trustee Rogers (probable): here well well to be frank sir i i i'll be fair i don't think we've got applications from the

[3:00:14] Trustee Rogers (probable): gabriola society of the comox nations no

[3:00:17] Voice 2: we do not have a

[3:00:17] Trustee Rogers (probable): comox one and we what and we had the

[3:00:20] Trustee Rogers (probable): gabriola one and we sent it back right um because they hadn't gotten because for the reasons we did

[3:00:27] Trustee Rogers (probable): I think it's fair to say that the Cliffside Publishing one, we can thank them for their application and say that the funding is not available to fund their request.

[3:00:39] Trustee Rogers (probable): I would propose that we report to the Trust Council and indicate that we are expecting some substantive...

[3:00:50] Trustee Rogers (probable): I would continue to invite the Comox Nation to apply, and then we can make a decision to exceed our funding as we did with relation to sponsoring applications for variances or et cetera.

[3:01:07] Trustee Rogers (probable): We exceeded it by a considerable amount last year, and I would invite them to apply.

[3:01:12] Trustee Rogers (probable): and uh if we have to go to trust council for for uh approval to do that then i would i would

[3:01:19] Trustee Rogers (probable): take it to council to approve

[3:01:23] Voice 5: it's here

[3:01:25] Trustee Luckham: cao i presume we need some direction for that

[3:01:28] Trustee Luckham: well

[3:01:30] Voice 2: yeah we just want to conclude this round of of you know some directions it's fine i just i

[3:01:37] Voice 2: just need to respond to the various people involved um coming out of this process so

[3:01:44] Trustee Luckham: Okay, thank you. So, Sue Allen,

[3:01:47] Voice 2: you had a remark.

[3:01:50] Trustee Fast: Yeah, I was just thinking for organizations to make a grant application, they usually have, it's quite a bit of work sometimes to make an application that is convincing and that fits in with all the other work and all the other responsibilities,

[3:02:09] Trustee Fast: particularly for small smaller or non-profit societies or or groups that are well anybody

[3:02:16] Trustee Fast: it takes effort and um work to make a grant application and uh i don't think we should

[3:02:23] Trustee Fast: encourage them to apply uh until um we've got some indication that there may be funds

[3:02:30] Trustee Fast: more funds available and uh we can let them know that i like the uh cio's term about um

[3:02:37] Trustee Fast: um that this round of funding has been allocated uh but i don't think we've got another round of

[3:02:46] Trustee Fast: funding in place so i wouldn't want people to get their uh hopes up or to spend a lot of energy on

[3:02:51] Trustee Fast: it and we may also receive more applications so i think we need to decide about

[3:02:58] Trustee Fast: whether it's open

[3:02:59] Trustee Fast: or are we holding um are we going to invite just these two if we were going to invite them so my

[3:03:07] Trustee Fast: My feeling is we should report to Trust Council and ask Trust Council for another allocation

[3:03:12] Trustee Fast: of funding for another round of funding from this grant program for those two grant applications

[3:03:21] Trustee Fast: that are expected.

[3:03:25] Trustee Fast: If we want to hold and suggest that they have another round of funding, that Trust Council

[3:03:30] Trustee Fast: approve another round of grant funding.

[3:03:33] Trustee Fast: And that's my input.

[3:03:37] Trustee Luckham: Okay, thank you, Sue Ellen. And I would say I'm certainly interested and open to wanting to do something with the Comox.

[3:03:44] Trustee Luckham: But

[3:03:45] Trustee Rogers (probable): so I'll move that the staff continue to work with the Comox First Nation and the Gabriola Historical Society in terms of a funding request and that executive committee consider ways to allocate funds for that or for such requests.

[3:04:13] Trustee Luckham: So, Laurie, did you capture that?

[3:04:16] Voice 11: yes uh that staff continue to work with comox and gabriola historical society in terms of

[3:04:23] Voice 11: funding requests and executive committee consider ways to allocate funds for such requests okay

[3:04:32] Trustee Luckham: thank you for your intention dan it

[3:04:35] Trustee Rogers (probable): is and

[3:04:36] Trustee Luckham: you have a seconder that was laura patrick seconded

[3:04:42] Trustee Luckham: Okay, excellent.

[3:04:43] Trustee Luckham: Any further discussion on the motion

[3:04:46] Trustee Luckham: or you wish to speak to it further?

[3:04:50] Trustee Luckham: Nope, then I'll call the vote.

[3:04:51] Trustee Luckham: All those in favor?

[3:04:52] Trustee Rogers (probable): Aye.

[3:04:54] Trustee Luckham: Aye.

[3:04:55] Trustee Luckham: And I too in favor, so that carries unanimously.

[3:04:59] Trustee Luckham: That's brilliant.

[3:05:00] Trustee Luckham: Is there anything further with this grant applications?

[3:05:07] Trustee Luckham: applications so then I'm going to continue then to 8.2.2.1 the funding request for additional

[3:05:22] Trustee Luckham: in-person special trust programs committee meetings summary 2020 for the summer 2022

[3:05:28] Trustee Luckham: director frader you want to speak to this yes

[3:05:31] Voice 8: thank you chair so this is or perhaps I

[3:05:34] Voice 8: maybe I'll suggest ask if trustee rogers is your liaison to tpc would like to speak to it

[3:05:40] Trustee Rogers (probable): otherwise

[3:05:40] Voice 8: i think i

[3:05:41] Trustee Rogers (probable): spoke to it last meeting just to advise what the plan was to have a roundtable

[3:05:47] Trustee Rogers (probable): meeting sometime in july at a date yet to be determined yeah

[3:05:53] Voice 8: so i can simply introduce

[3:05:55] Voice 8: supplement that by just saying we've brought you here a recommendation um to um support

[3:05:59] Voice 8: for an additional in-person meeting in the summer of trust programs committee

[3:06:04] Voice 8: and note that it would be about thirteen hundred dollars of overspend to this budget line

[3:06:09] Voice 8: and again you've got information in the financial implication section regard the policy that guides

[3:06:14] Voice 8: that decision this was certainly i think we had strong support when this was discussed at trust

[3:06:20] Voice 8: programs committee amongst the members for the benefit of an in-person meeting to talk about

[3:06:25] Voice 8: next steps for the policy statement okay

[3:06:29] Trustee Luckham: um are there any questions or do you want to make a

[3:06:33] Trustee Luckham: motion dan or sure

[3:06:35] Trustee Rogers (probable): i'll make it i'll move that the executive committee approve an increase in

[3:06:38] Trustee Rogers (probable): spending of $1,300 for an additional in-person special trust program committee meeting in summer

[3:06:44] Trustee Rogers (probable): 2022 to review islands 2050 engagement feedback from the public first nations and referral agencies

[3:06:50] Trustee Rogers (probable): so

[3:06:52] Trustee Luckham: do I have a seconder I'll

[3:06:55] Trustee Fast: second it um but can I ask that uh this would be in oh sorry it does

[3:07:00] Trustee Fast: say in person thank you seconded or moved and seconded is

[3:07:04] Trustee Luckham: there any further discussion I mean

[3:07:06] Trustee Patrick: I assume this is broad enough that if Trust Council in June provides any additional instructions to this committee.

[3:07:20] Trustee Luckham: Yeah, I think that would always be open, indeed.

[3:07:26] Trustee Luckham: So is there anything further?

[3:07:29] Trustee Luckham: Then I'll call for the vote.

[3:07:30] Trustee Luckham: All those in favor?

[3:07:31] Voice 5: Aye.

[3:07:33] Trustee Luckham: Aye.

[3:07:34] Trustee Luckham: That's three ayes and I'm in favor.

[3:07:36] Trustee Luckham: and despite the fact we're overspending you know council has been very fiscally responsible in

[3:07:42] Trustee Luckham: trimming the budget but this is an obvious need so I'm grateful that everybody's supporting that

[3:07:49] Trustee Luckham: so we're just around noon here now I'm wondering whether or not you just want to continue on with

[3:07:56] Trustee Luckham: the end of this section or just pause at this moment and take a half an hour for lunch and

[3:08:02] Trustee Luckham: come back what's your what's your wishes um

[3:08:08] Trustee Rogers (probable): i know we we don't the rest of the agenda looks

[3:08:12] Trustee Rogers (probable): relatively straightforward i could be wrong and then

[3:08:16] Trustee Rogers (probable): we have an in camera which might be a little

[3:08:19] Trustee Rogers (probable): bit more complicated i

[3:08:21] Trustee Luckham: would suggest we take a half hour break now i support that okay so let's

[3:08:28] Trustee Luckham: uh recess and laurie you look after figuring out the time let's say 30 minutes from now

[3:08:33] Trustee Luckham: we'll reconvene and continue for the rest of the agenda.

[3:08:35] Trustee Luckham: And that should go reasonably smoothly.

[3:08:39] Trustee Luckham: All right, everybody.

[3:08:41] Trustee Luckham: Okay, see you in 30 minutes.

[3:08:43] Trustee Luckham: Okay, thank you, bye.

[3:37:59] Voice 5: it's hey dan is laura here

[3:38:01] Trustee Patrick: for some reason i cannot get my video to restart it just says i

[3:38:04] Trustee Patrick: can't start it so i am here okay

[3:38:07] Trustee Rogers (probable): i see you i i see your name i can hear you

[3:38:10] Trustee Patrick: um there you go

[3:38:12] Trustee Patrick: i had my privileges have been cut off they've been restored by the host thanks host laurie

[3:38:19] Trustee Rogers (probable): hey there dan

[3:38:21] Trustee Rogers (probable): laura good we're here i see the cao is here just so you know and i don't see

[3:38:28] Trustee Rogers (probable): see Sue Ellen yet but I'm sure she's here momentarily okay

[3:38:33] Trustee Luckham: well I'll just I'm trying to

[3:38:35] Trustee Fast: get it going there

[3:38:37] Trustee Rogers (probable): you are there's okay there you both are so

[3:38:43] Trustee Luckham: is the CEO there as well yeah

[3:38:45] Voice 5: oh

[3:38:46] Trustee Luckham: perfect okay um so let me just see where we were okay so we've uh we've got the local

[3:38:56] Trustee Luckham: planning services and we're reporting back on the oh on the budget on the information about

[3:39:01] Trustee Luckham: about limiting meetings.

[3:39:03] Trustee Luckham: So is that David Mahler's going to take that

[3:39:05] Trustee Luckham: or is the CAO going to take it?

[3:39:07] Voice 2: I think David will take it if he's with us.

[3:39:10] Voice 2: You know

[3:39:10] Voice 2: what the report is.

[3:39:11] Voice 5: Oh, yeah.

[3:39:12] Voice 2: Yeah, absolutely.

[3:39:12] Voice 5: I'm here.

[3:39:14] Voice 2: It's an update report

[3:39:15] Voice 2: and it has some sensitivities to it

[3:39:20] Voice 2: in terms of the approach.

[3:39:23] Voice 1: Yeah.

[3:39:24] Voice 1: So this is the one on the screen, right?

[3:39:25] Voice 1: The cultural information limiting number of projects.

[3:39:28] Voice 1: Yeah, so I wanted to just kind of try and close the loop.

[3:39:33] Voice 1: This has been on the thought practice for quite a while, and no work was done on it.

[3:39:38] Voice 1: And part of the reason for that was the work we're doing with the LPS review.

[3:39:43] Voice 1: And as I say in the report, the Regional Planning Committee is looking at this very issue of resource allocation

[3:39:50] Voice 1: as part of a proposed policy for Trust Council to consider that would support the regional

[3:39:58] Voice 1: planning as well as the local planning functions and a different way of doing that.

[3:40:03] Voice 1: So I think that is the better place to have an approach to dealing with resources versus

[3:40:10] Voice 1: the number of projects.

[3:40:12] Voice 1: projects. I don't think the RPC will recommend limiting it to one project per LTC. And in

[3:40:21] Voice 1: this briefing, in the second last paragraph, I've kind of given some of the rationale for

[3:40:27] Voice 1: that, and I'm going to go through all of it. So I think what we'll get is something that

[3:40:33] Voice 1: it would be better to match resources against the demand

[3:40:40] Voice 1: and also still recognize that some trust committees

[3:40:44] Voice 1: and not all projects are the same,

[3:40:47] Voice 1: not all trust committees are the same

[3:40:48] Voice 1: and demands vary by islands based on population

[3:40:51] Voice 1: and a lot of other reasons as well.

[3:40:55] Voice 1: So my, it's not really a recommendation,

[3:40:58] Voice 1: it's not our RFD, but at the bottom of that I do say

[3:41:02] Voice 1: say that given that the RPC is working on this, I don't think it makes any sense for

[3:41:09] Voice 1: me to be working through the executive committee on something that could parallel that. So

[3:41:14] Voice 1: I would wait to see what comes out of the regional planning committee. And then if this

[3:41:20] Voice 1: needs to be revisited, you could do that. So it's just there for information. Back to

[3:41:25] Voice 1: the chair.

[3:41:30] Trustee Fast: Hey, Chair Luckham, can I speak?

[3:41:35] Trustee Fast: I think the chair has...

[3:41:39] Voice 5: Yeah, I was just having challenges

[3:41:41] Trustee Luckham: on muting myself.

[3:41:42] Trustee Luckham: Okay.

[3:41:43] Trustee Luckham: So go ahead, Sue Ellen.

[3:41:46] Trustee Fast: Sure.

[3:41:46] Trustee Fast: Thank you very much for this report.

[3:41:50] Trustee Fast: I think I'm the one that moved this motion back over a year ago as a starting place to address this project's topic.

[3:42:01] Trustee Fast: And I'm quite happy with the explanation here.

[3:42:06] Trustee Fast: that's great that the regional um that the regional planning committee is working on that

[3:42:11] Trustee Fast: and uh i i i think this is terrific i'm this is fine i'm totally fine with no further work on this

[3:42:17] Trustee Fast: request myself thank you anybody

[3:42:21] Trustee Luckham: else mr

[3:42:24] Voice 2: chair yeah

[3:42:26] Trustee Luckham: go ahead well

[3:42:28] Voice 2: i think a companion consideration

[3:42:29] Voice 2: to this um if we step back from you know how do we control workload at the outset as opposed to

[3:42:38] Voice 2: to react throughout the year

[3:42:40] Voice 2: and be continually reallocating resources

[3:42:43] Voice 2: and tacitly admitting that we will only get two thirds

[3:42:46] Voice 2: of the tasks that we assign ourselves done.

[3:42:51] Voice 2: And that is to look at the strategic planning side

[3:42:53] Voice 2: of this equation.

[3:42:54] Voice 2: So for the upcoming trust council,

[3:42:58] Voice 2: you'll recall we went from the 2014 to 18 strategic plan

[3:43:04] Voice 2: had something in the area of 85 discrete projects

[3:43:08] Voice 2: inside it to 2018 to 2022 that came down to 22 to 25 and then trust council over the term added

[3:43:18] Voice 2: maybe four or five so we're under 30 nevertheless significant and this upcoming year we if if this

[3:43:29] Voice 2: is where the organization wants to spend its resources we that's an LTC projects rather than

[3:43:36] Voice 2: and longer-term strategic direction processes,

[3:43:40] Voice 2: and we factor in the governance report

[3:43:43] Voice 2: and their critique of the strategic planning process.

[3:43:47] Voice 2: Maybe we're looking at three to five projects

[3:43:50] Voice 2: from a strategic planning perspective at the Allens Trust,

[3:43:53] Voice 2: do those well.

[3:43:55] Voice 2: And as a consequence, Trust Area Services,

[3:43:59] Voice 2: which is also often pulled

[3:44:00] Voice 2: into large federal strategic planning initiatives,

[3:44:03] Voice 2: some of that capacity really could be reallocated to assist either from a communications perspective or an engagement perspective to assisting on some of the LTC work.

[3:44:16] Voice 2: So I just wanted to offer the idea that if we're looking at workloads, we should be considering them across the breadth of the trust and not solely from an LTC restriction perspective. Thanks.

[3:44:36] Voice 5: Okay. Thank you,

[3:44:37] Trustee Luckham: CAO, for that perspective, and that seems wise. Vice-Chairs, any other information or thoughts, or

[3:44:44] Trustee Luckham: we just received this information?

[3:44:45] Trustee Patrick: it's just Laura here um no uh thank you CEO I couldn't agree more but this pulling together

[3:44:53] Trustee Patrick: an overall strategic plan that includes everything is critically important and harken back to uh

[3:44:58] Trustee Patrick: the trust council meeting in Nanaimo and uh trustee Colburn's uh very passionate uh uh speech that he

[3:45:06] Trustee Patrick: gave on referring to the deficits that we're in on some planning and so forth we've got a lot of

[3:45:12] Trustee Patrick: issues and we're not going to get out of them unless we had them face on and make some strategic

[3:45:16] Trustee Patrick: decisions of where resources go so okay

[3:45:22] Voice 5: thank you for that

[3:45:25] Trustee Luckham: encouraging words um does that complete

[3:45:30] Trustee Luckham: it for this report okay so let's go to the next item there was me a second so this brings us to

[3:45:45] Trustee Luckham: to new business LTC's chair reports on local advocacy.

[3:45:51] Trustee Luckham: Is there anything anybody wants to bring

[3:45:54] Trustee Luckham: to our attention at this time?

[3:46:00] Trustee Luckham: Okay, I'm not hearing anything.

[3:46:02] Trustee Luckham: I'm gonna move along.

[3:46:03] Trustee Luckham: This brings us to correspondence for simplicity.

[3:46:09] Trustee Luckham: I'm gonna say that the items on the agenda,

[3:46:14] Trustee Luckham: 10.1 through 10.6 are items

[3:46:21] Trustee Luckham: received uh in terms of being received by the committee um by being on the agenda and i'll

[3:46:29] Trustee Luckham: just ask if there's any individual item here that uh anybody wishes to address or take specific

[3:46:35] Trustee Luckham: action on on items 10.1 through 10.6 it's still in here

[3:46:40] Trustee Fast: yep um i would like to pull uh 10.1

[3:46:44] Trustee Fast: um 10.4 and uh 10.6 okay

[3:46:52] Trustee Luckham: one four six is there anything other members wish to pull

[3:46:59] Trustee Luckham: one four six okay let's start with the 10.1 then go ahead sue ellen sure

[3:47:05] Trustee Fast: i would just like to move

[3:47:06] Trustee Fast: that this um uh letter be forwarded to islands 2050 and okay and the uh um trust programs committee

[3:47:22] Trustee Luckham: okay um yeah by default i think going to 2050 it'd end up in first programs committee but that's fine

[3:47:29] Trustee Luckham: do i have a seconder for that motion uh

[3:47:31] Trustee Rogers (probable): well can i just say at last trust programs committee um

[3:47:37] Trustee Rogers (probable): And there was, there was some, we forwarded, I think, something from Tony Law to Trust Programs Committee, and there were some questions as to whether or not, why it was being sent to them and whether or not it was a message being sent by the Executive Committee to Trust Programs Committee.

[3:47:57] Trustee Rogers (probable): me so i if that's the view that's going to be taken i don't i think it just can go to 2050

[3:48:03] Trustee Rogers (probable): and um and and uh is that for all three of those that you've raised no

[3:48:12] Trustee Fast: i was going to uh

[3:48:13] Trustee Fast: i can't hear i was going to propose the same for uh 10.4 just okay but i'm totally i get it i don't

[3:48:22] Trustee Fast: mean to send any special message I just mean that I want them to see it I wasn't sure if they would

[3:48:28] Trustee Fast: just be added to that long list of public input so

[3:48:31] Trustee Luckham: okay so then I'll just take that as a an amendment

[3:48:36] Trustee Luckham: by the mover that it just go to uh the 2050 and indeed uh TPC will receive it council will receive

[3:48:44] Trustee Luckham: it it's all there so um is there any further discussion on that motion to forward 10.1 and

[3:48:50] Trustee Luckham: 10.4 if I'm not mistaken um to uh the 2050 then I'll call the vote all those in favor

[3:49:01] Voice 5: that's

[3:49:02] Trustee Luckham: all of us okay that's brilliant thank you so uh I'm in favor also and so that goes so then

[3:49:09] Trustee Luckham: 10.6 was the next item you want to speak to yep

[3:49:12] Trustee Fast: just briefly I um I think this one is this letter

[3:49:17] Trustee Fast: uh by the time i got down to the bottom of it seemed to be speaking specifically to uh request

[3:49:25] Trustee Fast: about uh governance and so i wasn't sure if it should go to the policy statement uh whether

[3:49:32] Trustee Fast: whether it should go to 2050 or not but i i'm uh i just wanted to ask the question because

[3:49:39] Trustee Fast: in the description there 10.6 says read policy statement so i'm just wanted to discuss it

[3:49:48] Trustee Fast: sure about 2050 or not if so we should forward it yeah

[3:49:55] Trustee Luckham: i'm i'm inclined to forward it to 2050 but

[3:49:58] Trustee Luckham: uh is there anything uh particular that should need to be considered somewhere else at this time

[3:50:06] Trustee Rogers (probable): sorry i i'm a little confused because the website the the agenda package says it was sent to all

[3:50:12] Trustee Rogers (probable): all trustees forwarded Ireland's 2015 posted to the website.

[3:50:16] Trustee Rogers (probable): Yeah, that's what agenda.

[3:50:20] Trustee Fast: Excuse me, then I withdraw that it's already done.

[3:50:24] Trustee Luckham: So then we'll receive it for information as well.

[3:50:27] Trustee Rogers (probable): And I apologize, Mr. Chair,

[3:50:29] Trustee Rogers (probable): but I actually intended to raise the similar issue

[3:50:31] Trustee Rogers (probable): with the 10.7.

[3:50:35] Trustee Rogers (probable): It's not clear.

[3:50:36] Trustee Luckham: You have the floor, so let's go to 10.7.

[3:50:38] Trustee Luckham: Well,

[3:50:39] Trustee Rogers (probable): I just, it was also related to the trust policy statement. Although it says on it, trustees, or Islands Trust and Executive Committee, it's not clear to me that it's gone to 2050. And it is clearly about a point of view about the trust policy statement. And so I would, if it hasn't already, I'd move that letter go to the Islands 2050.

[3:51:06] Trustee Rogers (probable): deal yeah

[3:51:07] Trustee Luckham: well let's do that out of precaution so moved by rogers seconded by somebody or i'll

[3:51:13] Trustee Luckham: second oh okay thank you laura uh any further discussion call for the vote all those in favor

[3:51:21] Trustee Luckham: aye aye i'm in favor so i'm presuming that's unanimous yeah thank you everybody um so the

[3:51:30] Trustee Luckham: next item here now at 11.1 is uh our current work program which would have been reviewed for the

[3:51:36] Trustee Luckham: the meeting so it's there for our information are there any comments or remarks on the work program

[3:51:43] Trustee Luckham: okay i'll ask for a motion for us to go in camera i'll move

[3:51:51] Trustee Fast: that the meeting be closed to the public

[3:51:54] Trustee Fast: subject to sections 91 c g and i of the community charter in order to consider matters related to

[3:52:00] Trustee Fast: employee relations litigation affecting the island's trust and receipt of advice that is

[3:52:05] Trustee Fast: subject to solicitor client privilege and that staff

[3:52:07] Trustee Luckham: attend the meeting okay thank you for moving

[3:52:11] Trustee Luckham: moving that and I'll look for a seconder.

[3:52:14] Trustee Rogers (probable): Second.

[3:52:15] Trustee Luckham: Okay, and so I just want to remark to the public watching

[3:52:20] Trustee Luckham: that our next scheduled meeting is May the 25th.

[3:52:24] Trustee Luckham: We will not be returning to report out

[3:52:26] Trustee Luckham: from this closed meeting as our habit has been to report out

[3:52:30] Trustee Luckham: at the following meeting just to save time

[3:52:33] Trustee Luckham: and people hanging around.

[3:52:35] Trustee Luckham: And so we're going to close this meeting to the public

[3:52:37] Trustee Luckham: and then report out at our next meeting.

[3:52:41] Trustee Luckham: So I'll call on the vote to close the meeting.

[3:52:44] Trustee Luckham: All those in favor?

[3:52:45] Trustee Rogers (probable): Aye.

[3:52:46] Trustee Luckham: Aye.

[3:52:47] Trustee Luckham: Aye.

[3:52:48] Trustee Luckham: So that carries unanimously.

[3:52:50] Trustee Luckham: So Laurie, you'll look after locking the Zoom session,

[3:52:56] Trustee Luckham: disconnecting anybody that's not a member of staff

[3:52:58] Trustee Luckham: or otherwise, and we'll go in camera.

[3:53:04] Trustee Luckham: We have an agenda package there to receive.

[3:53:06] Trustee Luckham: So go ahead, Laurie, let me know when you're ready.

[3:53:08] Trustee Luckham: yeah thank you chair luck and there's

[3:53:10] Voice 11: one attendee in the queue if you'd like to remove yourself or

[3:53:13] Voice 11: i'm going to do so now okay

[3:53:20] Voice 5: one moment and one

[3:53:54] Voice 11: moment i just have to stop

Executive Committee Meeting Minutes  Page 1 of 7 
May 4, 2022 ADOPTED 
 
Executive Committee 
Minutes of Regular Meeting 
 
Date: 
Location: 
May 4, 2022 
Islands Trust Victoria Boardroom 
200-1627 Fort Street, Victoria, BC 
 
Members Present: Peter Luckham, Chair, Thetis Island Trustee  
 Dan Rogers, Vice-Chair, Gambier/Keats Island Trustee  
 Laura Patrick, Vice-Chair, Salt Spring Island Trustee  
 Sue Ellen Fast, Vice-Chair, Bowen Island Municipal Trustee 
  
Staff Present: Russ Hotsenpiller, Chief Administrative Officer (CAO) Boardroom 
 David Marlor, Director, Legislative Services (DLS)  
 Clare Frater, Director, Trust Area Services (DTAS) 
 Julia Mobbs, Director, Administrative Services (DAS) 
 Warren Dingman, Bylaw Compliance & Enforcement Manager (BCEM)  
 Lori Foster, Executive Coordinator/Recorder Boardroom 
  
Others Present: One member of the public attended electronically 
 
1. CALL TO ORDER 
 
Chair Luckham called the meeting to order at 9:04 a.m. and humbly stated gratitude to live and 
work on Coast Salish First Nations traditional and treaty territory then introduced elected 
officials and staff. 
 
2. APPROVAL OF AGENDA 
 
2.1 Introduction of New Items – None 
 
2.2 Approval of Agenda 
 
By general consent, the agenda was approved as presented. 
 
2.2.1 Agenda Context Notes 
 
Provided for information re: item 3. Rise and Report and item 8.1.1.2 Trustee 
Starter Kit. 
 
3. RISE AND REPORT DECISIONS FROM PREVIOUSLY CLOSED MEETING 
 
Chair Luckham reported that at the April 13th closed meeting, the in-camera minutes of 
February 23 and March 23 were adopted as presented. 
 
4. ADOPTION OF MINUTES 
 

 
Executive Committee Meeting Minutes  Page 2 of 7 
May 4, 2022 ADOPTED 
4.1 April 13, 2022 
 
Item 4.2., second bullet to read: “Southern Gulf Islands Forum update hosted by 
Member of the Legislative Assembly (MLA) Olsen,”  
 
By general consent the minutes were adopted as amended. 
 
5. FOLLOW UP ACTION LIST AND UPDATES 
 
5.1 Follow Up Action List (FUAL)/Director/CAO Updates 
 
Chief Administrative Officer (CAO) Hotsenpiller and directors reviewed their FUAL list 
items as presented and gave verbal updates on emerging issues including staffing 
updates. 
 
5.2 Local Trust Committee Chair Updates 
 
Local Trust Committee (LTC) chairs gave verbal updates on recently attended LTC 
meetings, applications in progress and projects status.   
 
Some members reported on attending the Salish Sea Ecosystem Conference hosted 
April 26 -28, electronically, by Western Washington University’s Salish Sea Institute. 
 
5.3 Islands Trust Conservancy Liaison Update 
 
5.3.1 March 15, 2022 ITC Board Special Meeting Highlights  
 
The next Conservancy Board meeting is May 24
th
; a new edition of the Heron 
newsletter was recently published. 
 
6. BYLAWS FOR APPROVAL CONSIDERATION - None 
 
7. TRUST COUNCIL MEETING PREPARATION 
 
7.1 Executive 
 
7.1.1 June Trust Council Agenda Schedule Setting – Briefing 
 
Discussion ensued on the briefing as presented.  Items for inclusion on the Trust 
Council agenda included: 
 A presentation/update on National Marine Conservation Areas (NMCA) 
in the Trust Area by Parks Canada staff, 
 Update on Islands 2050 engagement, 
 Holding a 3-day, rather than a 2-day meeting. 
 
Executive Committee discussed the Governance and Management Review 
report presented at March Trust Council. 
 
 

 
Executive Committee Meeting Minutes  Page 3 of 7 
May 4, 2022 ADOPTED 
 
EC-2022-058 
It was Moved and Seconded, 
That Executive Committee request Chief Administrative Officer Hotsenpiller to 
provide a high level advice/report with respect to process in advancing the 
Governance and Management Review report. 
CARRIED 
 
7.1.2 Draft March Trust Council Minutes 
 
Chair Luckham commented the resolutions didn’t flow regarding addition of 
budget late items and will work with staff to clarify. 
 
7.2 Local Planning Services - None 
7.3 Administrative Services - None 
7.4 Trust Area Services - None 
 
8. EXECUTIVE COMMITTEE PROJECTS 
 
8.1 Trust Council Initiated 
 
8.1.1 Executive 
 
8.1.1.1 2022 Elections Process and Key Dates – Briefing 
 
DLS Marlor spoke to the briefing and timelines to amend the election 
bylaw which will come to Trust Council in June. 
 
8.1.1.2 2018-2022 Trustee Starter Kit  
 
The kit is being updated for new term trustees and has been circulated 
for comment to current trustees. 
 
 Executive Committee comments on the kit included: 
 Make a distinction between trustee roles and committee roles,   
 Offer that all trustees attend the first Local Government 
Leadership Academy in February each year, 
 Teach how to craft a motion. 
 
8.1.2 Trust Area Services - None 
8.1.3 Local Planning Services - None 
8.1.4 Administrative Services - None 
 
8.2 Executive Committee Initiated 
 
8.2.1 Executive 
 
8.2.1.1 Vice-Chair Assignment – Briefing 
 

 
Executive Committee Meeting Minutes  Page 4 of 7 
May 4, 2022 ADOPTED 
Change noted to local trust committee chair assignments as presented 
in the briefing.   
 
Website pages and distribution lists have been updated. 
 
8.2.1.2 Human Resources Update – Briefing 
 
DAS Mobbs spoke to the briefing as presented.   
 
Discussion followed regarding deferred salary leave and a timeframe on 
the restructuring of some staff roles. 
 
8.2.2 Trust Area Services 
 
8.2.2.1 History and Heritage Grant in Aid applications – RFD 
 
DTAS Frater spoke to the request for decision (RFD) as presented.  
Changes to policy 2.1.14 are in progress.  
 
EC-2022-059 
It was Moved and Seconded, 
That Executive Committee approve History Heritage & Grant funding of 
$1,000 for MakeWay/Howe Sound Marine Stewardship and $1,000 for 
Stqeeye’ Learning Society and reserve $2,000 for later. 
 
EC-2022-060 
It was Moved and Seconded, 
That motion EC-2022-059 be amended to increase the funding amounts 
to $2000 each and no reserve. 
CARRIED 
 
Chair Luckham called the question on motion EC-2022-059 as amended. 
 
That Executive Committee approve History Heritage & Grant funding of 
$2,000 for MakeWay/Howe Sound Marine Stewardship and $2,000 for 
Stqeeye’ Learning Society with no reserves. 
CARRIED 
 
Discussion ensued regarding: 
 Reporting to Trust Council on the substantive applications 
received, 
 Possible request for more funding from Trust Council, 
 Applicants’ time and effort when submitting an application. 
 
EC-2022-061 
It was Moved and Seconded, 
That Executive Committee request staff continue to work with K’ómoks 
First Nation and Gabriola Historical Society in terms of its funding 
request and Executive Committee consider ways to allocate funds for 
such requests. 
CARRIED 

 
Executive Committee Meeting Minutes  Page 5 of 7 
May 4, 2022 ADOPTED 
 
8.2.2.2 Funding Request for Additional In-Person Special Trust Programs 
Committee Meeting in Summer 2022 - RFD 
 
DTAS Frater spoke to the briefing as presented. 
 
EC-2022-062 
It was Moved and Seconded, 
That Executive Committee approve an increase in spending of $1,300 to 
support an additional in-person special Trust Programs Committee 
meeting in Summer 2022 to review Islands 2050 engagement feedback 
from the public, First Nations, and referral agencies. 
CARRIED 
 
The meeting recessed for a break at 12:10 p.m. and reconvene at 12:40 p.m. 
 
8.2.3 Local Planning Services 
 
8.2.3.1 Report Back on Request for Information on Limiting Number of Projects 
– Briefing 
 
DLS Marlor spoke to the briefing on this long standing follow-up action 
list item.  With receipt of the briefing, the FUAL item was marked 
complete. 
 
8.2.4 Administrative Services - None 
 
9. NEW BUSINESS - None 
9.1 Executive/Trust Council 
9.2 Trust Area Services  
9.2.1 LTC Chairs Report on Local Advocacy Topics  
9.3 Local Planning Services 
9.4 Administrative Services 
 
10. CORRESPONDENCE  
 
10.1 B. Keefer re: Islands Trust Proposed Policies on Desalination, Docks and Seawalls letter 
dated April 26, 2022 
 
EC-2022-063 
It was Moved and Seconded, 
That item 10.1 B. Keefer re: Islands Trust Proposed Policies on Desalination, Docks and 
Seawalls letter dated April 26, 2022, and 10.4 S. Brands re: Lawns email dated April 20, 
2022 be forwarded to Islands 2050. 
CARRIED 
 
10.2 D. G. Courtenay emails re: Patrons of Route 6 dated April 9 and April 24, 2022 
 
DG Courtney cc'd all trustees on this email.   

 
Executive Committee Meeting Minutes  Page 6 of 7 
May 4, 2022 ADOPTED 
 
10.3 AVICC endorsement of 2022 resolutions letter dated April 20, 2022 
 
Received for information. 
 
10.4 S. Brands re: Lawns email dated April 20, 2022 
 
See resolution EC-2022-063. 
 
10.5 New Sidney Spill Response Base open house invitation email dated April 20, 2022 
 
This item was received as a bcc email and was forwarded to Executive Committee. 
 
10.6 S. de Stein re: Policy Statement email dated April 20, 2022 
 
This email was sent to Islands 2050 and posted to the website. 
 
10.7 A. Hodson-Deggan re: Policy Statement letter dated April 6, 2022 
 
EC-2022-064 
It was Moved and Seconded, 
That item 10.7 A. Hodson-Deggan re: Policy Statement letter dated April 6, 2022 be 
forwarded to Islands 2050. 
CARRIED 
11. WORK PROGRAM 
 
11.1 Review and amendment of current work program 
 
Received for information. 
 
12. NEXT MEETING 
 
The next Executive Committee meeting is scheduled for May 25, 2022, to be held electronically. 
 
13. CLOSED MEETING 
 
The meeting was closed to the public at 12:57 p.m. 
 
EC-2022-065 
It was Moved and Seconded, 
That the meeting be closed to the public subject to Sections 90(1)(c)(g) and (i) of the Community 
Charter in order to consider matters related to employee relations, litigation affecting the 
Islands Trust and receipt of advice that is subject to solicitor-client privilege and that staff attend 
the meeting. 
CARRIED 
 
The meeting was reopened to the public at 1:50 p.m. 
 
 

 
Executive Committee Meeting Minutes  Page 7 of 7 
May 4, 2022 ADOPTED 
14. ADJOURNMENT 
 
By general consent, the meeting was adjourned at 1:50 p.m. 
 
 
_________________________ 
Peter Luckham, Chair 
 
Certified Correct 
_________________________ 
Lori Foster, Executive Coordinator