Islands Trust Governance Committee regular meeting, September 2, 2022

[0:00:10] Trustee Middleton (probable): All right. Thank you. Good morning, everybody. Welcome to this, our second governance committee

[0:00:17] Trustee Middleton (probable): meeting of Alice Trust Council. I'll just go over some basics. We're scheduled to meet

[0:00:25] Trustee Middleton (probable): today from 9, which are now, to 11, so two hours. We have a fair amount to cover, but

[0:00:32] Trustee Middleton (probable): I'm confident we will. Thank you to staff for the excellent work in preparing this package

[0:00:39] Trustee Middleton (probable): for us and before we begin or call the meeting to order I'd just like to

[0:00:43] Trustee Middleton (probable): acknowledge that we're we're all from various places coming to to the meeting

[0:00:48] Trustee Middleton (probable): today in Coast Salish traditional territories and we acknowledge that

[0:00:54] Trustee Middleton (probable): we're very pleased and proud to live and work in in these territories with

[0:00:59] Trustee Middleton (probable): gratitude so having having said that I'd just like to call the meeting to order

[0:01:06] Trustee Middleton (probable): and starting out there the agenda and so 2.1 it is the new item and reordering of

[0:01:14] Trustee Middleton (probable): the agenda and I saw the addendum item but I don't think I saw it on the agenda

[0:01:21] Trustee Middleton (probable): cover now I may have printed the wrong agenda cover off but I did did it get

[0:01:26] Trustee Middleton (probable): placed in a certain spot or is that something for us to do now

[0:01:29] Voice 11: it's on a

[0:01:31] Voice 11: separate addendum it's not on the agenda cover it hasn't been um merged so thank you for acknowledging

[0:01:37] Voice 11: that oh

[0:01:38] Trustee Middleton (probable): yeah no thanks for bringing that to our attention at the last minute um i'm just wondering

[0:01:44] Trustee Middleton (probable): where we might best treat it um if i make sure

[0:01:48] Voice 5: it's it's not on the addendum is 8.3 thank you

[0:01:55] Trustee Middleton (probable): okay that's great thank you okay great and so any any additions or adjustments to the agenda that

[0:02:09] Trustee Middleton (probable): that anyone has.

[0:02:14] Trustee Middleton (probable): Yes, sir.

[0:02:16] Voice 2: Good morning.

[0:02:17] Voice 2: Good to see you.

[0:02:18] Voice 2: And good to see the rest of the governance committee.

[0:02:21] Voice 2: If you mind, could I just provide some context

[0:02:23] Voice 2: around this meeting and the work that's going on today

[0:02:27] Voice 2: around the trust council agenda as item one.

[0:02:30] Voice 2: And then item two, the matter of a chair letter

[0:02:34] Voice 2: to the next governance committee

[0:02:35] Voice 2: could be a potential topic for discussion as well.

[0:02:39] Voice 2: you may or may not want to

[0:02:40] Trustee Middleton (probable): discuss that today sure yeah thank you for that that's a good point that

[0:02:46] Trustee Middleton (probable): um director marla did bring that up and i i had some thoughts on it but definitely it needs

[0:02:51] Trustee Middleton (probable): discussion for the committee so um we have where um uh russ would you like to see the discussion

[0:03:01] Trustee Middleton (probable): that

[0:03:02] Voice 2: could go to eight eight point four if if you want to discuss that with committee

[0:03:05] Trustee Middleton (probable): okay

[0:03:06] Trustee Middleton (probable): Okay. And then I guess we'll say 8.5 is the letter.

[0:03:14] Trustee Middleton (probable): Well,

[0:03:14] Voice 2: no, the context I'd like to do right now, if that's okay.

[0:03:17] Trustee Middleton (probable): Yeah.

[0:03:18] Trustee Middleton (probable): Okay. So 8.4, we'll make the letter to next committee. And then, yeah, please, sir, if you don't mind going ahead then.

[0:03:28] Voice 2: Yeah, very, very briefly. Thank you. Thanks to committee for, you know, I wouldn't say shoehorning, but certainly getting this second meeting in prior to Trust Council.

[0:03:38] Voice 2: Council. I know you're all familiar with the sequence of events, but Lori and myself today

[0:03:43] Voice 2: are putting together the Trust Council package. The timeline for that is 5 o'clock tonight.

[0:03:50] Voice 2: As usual, we have 30 to 40 items that we'll be putting forward. Just letting you know

[0:03:54] Voice 2: that any of the work, why we're having this meeting today at this time, a little bit earlier

[0:03:59] Voice 2: than usual, is if you direct any work that goes forward to Trust Council, we have to

[0:04:04] Voice 2: take that work and we have to get it into the package by five o'clock if you um indicated that

[0:04:11] Voice 2: there was something substantial or complex needed um we might go through the weekend and publish a

[0:04:16] Voice 2: late agenda but just want to give you the context for why the meeting is early today and why it's

[0:04:22] Voice 2: two hours not three because we have to move forward with the uh the ec receipt of the draft

[0:04:30] Voice 2: AFT Trust Council agenda.

[0:04:31] Trustee Middleton (probable): Just provide that information. Thanks.

[0:04:33] Trustee Middleton (probable): Thank you very much. And I think we all appreciate the potential difficulty of having a meeting so

[0:04:41] Trustee Middleton (probable): shortly before Trust Council's agenda or package needs to be prepared. So I think we're all

[0:04:50] Trustee Middleton (probable): thankful for that. So we appreciate that effort. Any other items from any of the committee members

[0:04:58] Trustee Middleton (probable): in regards the the agenda okay seeing none I'll take that we can approve that

[0:05:05] Trustee Middleton (probable): agenda by consent my next item was we didn't have a previously closed meeting

[0:05:12] Trustee Middleton (probable): so we'll move on from that the public comment period and correct me if I'm

[0:05:20] Trustee Middleton (probable): wrong CEO Hudson Pella but this would be if we did actually have a section set

[0:05:26] Trustee Middleton (probable): set aside for public comment um indeed i don't believe i don't you do not yeah okay very good

[0:05:34] Trustee Middleton (probable): so we'll just move on correspondence uh we effectively received some correspondence from

[0:05:38] Trustee Middleton (probable): i think trust programs committee but we're dealing with that in uh our business section later on so

[0:05:45] Trustee Middleton (probable): i don't i don't believe there's any other correspondence um and so now we get to the

[0:05:51] Trustee Middleton (probable): the bulk of the matter here which is what's item 6 on pages 4 through 8 which

[0:05:59] Trustee Middleton (probable): is administrative coordination and we had from July 29th the draft minutes

[0:06:04] Trustee Middleton (probable): which we need to approve is there any any adjustments or changes that anyone

[0:06:14] Trustee Middleton (probable): sees or would like to see made in those minutes I'm seeing no on it can we can

[0:06:24] Trustee Middleton (probable): Can we, do we need a motion to accept those minutes

[0:06:27] Trustee Middleton (probable): or can we do so by consent?

[0:06:30] Trustee Middleton (probable): You can do that by consent, sir.

[0:06:32] Trustee Middleton (probable): Okay, thank you very much.

[0:06:33] Trustee Middleton (probable): So by consent, I will deem that we have accepted

[0:06:37] Trustee Middleton (probable): the July 29th draft minutes as presented.

[0:06:42] Trustee Middleton (probable): There's the record of resolution

[0:06:47] Trustee Middleton (probable): without meetings log for our information.

[0:06:50] Trustee Middleton (probable): And you see the resolution there.

[0:06:52] Trustee Middleton (probable): there so I'll just keep moving through this if there's any any questions or

[0:06:57] Trustee Middleton (probable): comments just by all means speak up and then the follow-up action report I think

[0:07:05] Trustee Middleton (probable): everyone's done it and staff's done a great job of jumping on this stuff and

[0:07:08] Trustee Middleton (probable): getting it completed and and in front of us any any questions or if director

[0:07:14] Trustee Middleton (probable): Marlowe or CEO Hudson Pillar if you'd like to make any comments we're

[0:07:17] Trustee Middleton (probable): certainly open to those i've got none

[0:07:21] Trustee Middleton (probable): okay all right none from me thank you chair thank you very

[0:07:24] Trustee Middleton (probable): much for for all the work um any any uh comments from from committee members before we move on

[0:07:30] Trustee Middleton (probable): okay great thank you very much

[0:07:34] Trustee Allen: excuse me i just want to worry k louise as she regretted

[0:07:38] Trustee Allen: i have

[0:07:41] Trustee Middleton (probable): been remiss in uh reviewing our attendance and having introductions in the in my eagerness

[0:07:48] Trustee Middleton (probable): just to get them with our agenda i believe trustee stamford is is with us yeah

[0:07:52] Trustee Stamford: i'm here thank you i

[0:07:53] Trustee Middleton (probable): was just

[0:07:54] Trustee Stamford: eating pancakes so and

[0:07:57] Trustee Middleton (probable): so and we do have one one regret that i'm aware of which was um

[0:08:01] Trustee Middleton (probable): i'm remiss to have brought that up uh trustee rockefeller galliano tried tried to make this

[0:08:07] Trustee Middleton (probable): late schedule meeting work with the schedule but just just wasn't able to and so she sends

[0:08:12] Trustee Middleton (probable): her regrets um and i don't know if we have any i guess because we are live streaming i suppose what

[0:08:22] Trustee Middleton (probable): we should do is uh if you don't mind just pausing at this point and if i could just have each member

[0:08:28] Trustee Middleton (probable): of the committee introduce themselves and i'll just just because the order's all mixed up on the

[0:08:32] Trustee Middleton (probable): screen i'll ask trustee langerice to to to begin uh

[0:08:37] Voice 3: good morning uh case long rise from gabriel

[0:08:39] Voice 3: Corolla Island, local trustee.

[0:08:42] Trustee Middleton (probable): Thank you, and then Trustee Allen.

[0:08:45] Trustee Allen: Yeah, hello from Hornby Island,

[0:08:47] Trustee Allen: the unceded territory of Colmax First Nations.

[0:08:51] Trustee Middleton (probable): Thank you, and trustee,

[0:08:53] Trustee Middleton (probable): and in this case, Vice Chair Patrick, please.

[0:08:57] Trustee Patrick: Good morning, Laura Patrick, elected on Salt Spring

[0:08:59] Trustee Patrick: and the territories of many Coast Salish nations.

[0:09:05] Trustee Middleton (probable): And thank you very much, and Trustee Stamford, please.

[0:09:09] Trustee Stamford: yes uh honored to be speaking to you today from the island of to altnowich in alcotsum

[0:09:17] Trustee Stamford: uh territory of the squamish people thank

[0:09:21] Trustee Middleton (probable): you very much and uh and trustee peterson please

[0:09:27] Voice 6: yes good morning coming from elete lasquita island territory of many coast salish nations

[0:09:33] Voice 6: and the treaty cherry of the

[0:09:34] Trustee Middleton (probable): tiaman thank you very much and i'm i'm lee middleton the

[0:09:39] Trustee Middleton (probable): the chair of the committee and elected on Saturna Island,

[0:09:42] Trustee Middleton (probable): tech Texan in the San Chatham language.

[0:09:46] Trustee Middleton (probable): And that I might take the liberty of introducing,

[0:09:49] Trustee Middleton (probable): we have the Director of Legislative Services,

[0:09:51] Trustee Middleton (probable): David Marla joining us.

[0:09:53] Trustee Middleton (probable): Thank you very much.

[0:09:54] Trustee Middleton (probable): And we have our CEO, Russ Hudson-Hillard,

[0:09:56] Trustee Middleton (probable): ably joining us.

[0:09:57] Trustee Middleton (probable): Thank you for your presence and supporting us.

[0:10:01] Trustee Middleton (probable): We have an admin coordinator, Laurie Foster,

[0:10:03] Trustee Middleton (probable): who's ably pulled all this together for us.

[0:10:05] Trustee Middleton (probable): So thank you very much.

[0:10:07] Trustee Middleton (probable): and um without further ado i think uh we can move to um the uh the section seven which is uh

[0:10:16] Trustee Middleton (probable): preparation for for council um 7.1 being policy amendments to support the governance committee

[0:10:22] Trustee Middleton (probable): and there's a request for our decision there and that's pages 13 to 24. we'd like to turn there now

[0:10:33] Trustee Middleton (probable): um and i i would just maybe just open the floor initially to uh yeah i i think the our author

[0:10:41] Trustee Middleton (probable): which is Director of Legislative Services, David Marliff.

[0:10:44] Trustee Middleton (probable): If there's any comments you'd like to make

[0:10:45] Trustee Middleton (probable): by way of introduction.

[0:10:48] Voice 5: Thank you, Chair.

[0:10:51] Voice 5: Yeah, so this is as directed by the Governance Committee.

[0:10:56] Voice 5: So there'll be two policies.

[0:10:59] Voice 5: The first one is policy 231,

[0:11:02] Voice 5: which is an existing policy of council peace and systems.

[0:11:05] Voice 5: And this will amend it to establish the committee

[0:11:09] Voice 5: Committee and fit it into the Council Committee system. It has been drafted based on the discussion

[0:11:19] Voice 5: at the last Governance Committee meeting. I'm hoping you had a chance to read through

[0:11:24] Voice 5: it and let me know if anything got missed. I was going off the minutes that were available

[0:11:29] Voice 5: at the time of drafting, which were draft minutes. The second policy is a new policy.

[0:11:36] Voice 5: here it's 235 and that is the governance committee terms of reference uh this follows the same format

[0:11:43] Voice 5: as the other um standing committees of council and then the third item there is that inside the

[0:11:53] Voice 5: other terms of reference it references the number of committees and says there's three so this is

[0:12:00] Voice 5: essentially recommending that council just simply authorize staff to make the change from three to

[0:12:05] Voice 5: for uh rather than us bring amendments to those particular documents councillors uh so i think

[0:12:14] Voice 5: that's it i don't know the ceo's got anything to add but i'll just pass it up thank you

[0:12:19] Voice 2: i do have

[0:12:20] Voice 2: one um well two matters but uh as the conversation unfolds uh the first is that as you turn to page

[0:12:28] Voice 2: um and i'll apologize for this page 13 as you look at the recommendation and contemplate those item

[0:12:34] Voice 2: item four in and this is i think something that the governance committee will want to think through

[0:12:40] Voice 2: is establishes that election of the governance committee shall occur by the second trust council

[0:12:44] Voice 2: meeting following the local government elections you'll find there's a difference between that and

[0:12:49] Voice 2: what is in the actual policy we would recommend what's in the actual policy and we just didn't

[0:12:56] Voice 2: bring it forward and that is that after the local government elections the second meeting is

[0:13:01] Voice 2: is actually the November training session

[0:13:06] Voice 2: tends to focus on finance.

[0:13:07] Voice 2: If you feel that the Governance Committee,

[0:13:11] Voice 2: you could all know each other well enough

[0:13:13] Voice 2: to strike a Governance Committee at that point,

[0:13:15] Voice 2: we could move forward with this policy.

[0:13:18] Voice 2: But the 113 actually gives you more time

[0:13:23] Voice 2: by saying that the election of the Governance Committee

[0:13:25] Voice 2: shall occur by the first Trust Council meeting

[0:13:27] Voice 2: in the calendar year

[0:13:28] Voice 2: following the Quadrennial Trust election.

[0:13:30] Voice 2: So it gives you until March to determine, have those conversations, get to know people, and then establish that committee.

[0:13:37] Voice 2: That doesn't stop you from doing it ASAP, but it just provides a longer backstop.

[0:13:43] Voice 2: So we would suggest that the recommendation be changed to drag that forward as item four, if that's clear.

[0:13:53] Voice 5: And if I may, Chair, I just want to add to that.

[0:13:55] Voice 5: My apologies.

[0:13:57] Voice 5: That's my fault.

[0:13:58] Voice 5: the um the policy that the rfd wasn't updated to reflect the policy there so um i i share this

[0:14:06] Voice 5: video's recommendation thank

[0:14:09] Trustee Middleton (probable): thank you very much um for that um ceo hans miller and um director

[0:14:15] Trustee Middleton (probable): marler um and to that exact point does anybody have any comments or or preference in regard

[0:14:21] Trustee Middleton (probable): when they'd like to see the election just while we were talking about it i

[0:14:28] Trustee Allen: like the recommendation

[0:14:29] Trustee Allen: of waiting until March, frankly.

[0:14:33] Trustee Middleton (probable): And Trustee Stamford followed by Trustee Langeres

[0:14:37] Trustee Middleton (probable): and then Peterson.

[0:14:41] Trustee Stamford: Yes, I think the suggestion of March

[0:14:44] Trustee Stamford: would give us enough time.

[0:14:48] Trustee Middleton (probable): And thank you, and Trustee Langeres.

[0:14:51] Voice 3: Yeah, I'm actually in agreement with that change as well.

[0:14:55] Voice 3: I did know the difference between the two

[0:14:57] Voice 3: and it does give more time for a committee

[0:14:59] Voice 3: that's gonna be a key, I think,

[0:15:02] Voice 3: to the operation of the trust, so.

[0:15:03] Voice 3: okay

[0:15:05] Trustee Middleton (probable): thank you and trustee Peterson please yeah

[0:15:09] Voice 6: I'm in agreement with my

[0:15:10] Voice 6: colleagues and they and staff on this I think that the first meeting okay

[0:15:17] Trustee Middleton (probable): thank

[0:15:19] Trustee Middleton (probable): you for the comment so so it looks like we have general agreement there do we

[0:15:25] Trustee Middleton (probable): need to reference that amendment in the you what you will okay so at that point

[0:15:34] Trustee Middleton (probable): we will reference that amendment. Yes, is there any more? I see Director Marlowe,

[0:15:43] Trustee Middleton (probable): please, you have your hand up. You're just muted. Thank you.

[0:15:50] Voice 5: Thank you. Not on that. There is one other thing I wanted to just bring to your attention.

[0:15:56] Voice 5: In the discussion, you talked about ex-official members on the committee,

[0:16:03] Voice 5: and the chair of trust council is included in the policy as ex-officio um but also that one of the

[0:16:13] Voice 5: trust council appointed members of the conservancy would be ex-officio there are actually two members

[0:16:21] Voice 5: appointed by trust council and one member appointed by the executive committee to the

[0:16:27] Voice 5: island's trust conservancy so my understanding was that you wanted to have one of the two members

[0:16:35] Voice 5: that the council appointed to the island's trust conservancy so that's been written in there and

[0:16:43] Voice 5: it's been left up to the chair of the island's trust conservancy to determine which of those

[0:16:47] Voice 5: two members would be appointed to the government committee so i just want to make sure that i

[0:16:53] Voice 5: got that correct that was the intention of the governance committee um

[0:17:00] Trustee Middleton (probable): thank you director marla

[0:17:02] Trustee Middleton (probable): any any comments i think uh trustee langer race you you were focused quite closely on on these uh

[0:17:10] Trustee Middleton (probable): items last time but maybe first we'll turn to uh trustee stamford who is in fact chair of the uh

[0:17:16] Trustee Middleton (probable): of the trust conservancy and for comment so trustee stanford first followed by uh trustee

[0:17:20] Trustee Middleton (probable): lander race please yeah

[0:17:23] Trustee Stamford: um when i looked at this i think the intent is for the ability of the

[0:17:27] Trustee Stamford: islands trust conservancy board to consider the appointed trust council members for this position

[0:17:35] Trustee Stamford: um i'm just uh needing clarification on that word appointed because um we're elected uh to sit on

[0:17:45] Trustee Stamford: on the board uh

[0:17:48] Voice 5: yeah i will correct that to say uh elected instead of appointed because you are

[0:17:54] Voice 5: correct yeah okay

[0:17:57] Trustee Middleton (probable): thank you um trustee sanford trustee longer race yeah

[0:18:02] Voice 3: okay i just have a

[0:18:03] Voice 3: general question for the other committee members i sort of raised some concerns about the potential

[0:18:09] Voice 3: of the revised election approach whereby all of ec could become part of the governance committee

[0:18:16] Voice 3: and, in fact, be the majority.

[0:18:19] Voice 3: I just want to know if other people have any similar concerns

[0:18:23] Voice 3: or do they agree with me in any respect on any sort of limit

[0:18:27] Voice 3: on the number of governance committee members,

[0:18:30] Voice 3: executive committee members that could be on the governance committee.

[0:18:33] Voice 3: It's a question to others.

[0:18:38] Trustee Middleton (probable): Thank you, Trustee Nunez.

[0:18:40] Trustee Middleton (probable): I see...

[0:18:43] Trustee Middleton (probable): Does anybody have any comment or response

[0:18:46] Trustee Middleton (probable): to um to that concern of trustee longarice's trustee peterson please yeah

[0:18:55] Voice 6: uh we did discuss

[0:18:58] Voice 6: this a little bit and i understand the concern i think the the um tricky bit is organizing

[0:19:06] Voice 6: um how that is addressed uh given that this is an elected um you know nominations and elections

[0:19:14] Voice 6: Mayor Mrakas, But maybe maybe trustee longer I see I have some some ideas about that so

[0:19:20] Voice 3: actually I do the I put forward the when we did the original proposal, I put forward word would be one EC member only elected, it does provide a more complicated election process where by you have to exclude certain people and ties, but it is possible, if you look at the original version of a submitted trust Council that can be amended slightly to allow for that.

[0:19:45] Voice 3: that i think it's possible to do it

[0:19:48] Trustee Middleton (probable): thank you trustee long race and trustee stem stemford

[0:19:52] Trustee Middleton (probable): please oh wait you're you're just muted there trustee um

[0:20:00] Trustee Stamford: i'm not sure how this is different

[0:20:03] Trustee Stamford: from other committees in that we do try and keep those kind of considerations in mind um and

[0:20:13] Trustee Stamford: And, you know, we're always trying to look for geographical representation and other things when we go through the process.

[0:20:23] Trustee Stamford: So I, in particular, don't have concerns about this.

[0:20:28] Trustee Stamford: It kind of, I would rather see it self-regulated, but that's just my thoughts on it.

[0:20:35] Trustee Middleton (probable): Thanks, Trustee Sanford. And Trustee Vice-Chair Patrick.

[0:20:40] Trustee Patrick: Yeah, I mean, this is our first cut at this and the committee will get operating and we're going to learn as we go along and we can always modify and, you know, correct things as we get experience under our feet or under the feet of the future committees.

[0:20:58] Trustee Patrick: you know I think you know part of this whole governance thing is about building trust and

[0:21:04] Trustee Patrick: respect and all of these things and I think we have to you know come from that place in our

[0:21:09] Trustee Patrick: heart that that is the intention of these committees not to be a police state but you

[0:21:13] Trustee Patrick: know we really need to become a body that we care and trust about one another and I think we're

[0:21:18] Trustee Patrick: going to have to take some you know some chances and and get that experience.

[0:21:26] Trustee Middleton (probable): Thank you

[0:21:27] Trustee Middleton (probable): uh uh trustee patrick and trustee allen i see your hand please yeah

[0:21:34] Trustee Allen: i was just going to say

[0:21:34] Trustee Allen: that i had the same concerns that um trustee langer has brought up but um you know after

[0:21:39] Trustee Allen: listening to the last comments yeah you know we should just see how it unfolds and um

[0:21:43] Trustee Allen: hope that we you know do it properly in terms of the membership so thank

[0:21:50] Trustee Middleton (probable): you i guess just i might

[0:21:52] Trustee Middleton (probable): I might make the comment that the executives sort of self-selected themselves to have only one candidate put forward at the last election for the Governance Committee.

[0:22:05] Trustee Middleton (probable): And this is obviously Able Vice Chair Patrick.

[0:22:09] Trustee Middleton (probable): I mean, I guess having heard the comments, I suppose we could entertain a motion if you wish, Trustee Langerie, or we could proceed as drafted.

[0:22:20] Trustee Middleton (probable): i'm open to the pleasure of the committee uh

[0:22:28] Voice 3: yeah i mean i could certainly put forward a motion but

[0:22:31] Voice 3: i have a sense i don't know i guess part of um maybe a saving grace and all this is that

[0:22:39] Voice 3: the committee will have an external uh consultant providing advice and maybe that in the long term

[0:22:46] Voice 3: is probably key because we're trying to look at ourselves but we're also looking at the operation

[0:22:51] Voice 3: you know of of all of the the executive committee how it operates whatever and my this is my own

[0:22:58] Voice 3: personal impression and it you know it's just it's that executive has been sort of status quo

[0:23:06] Voice 3: you know they you know they say didn't vote for the governance review and so i just have some

[0:23:12] Voice 3: concern that there's going to be a reluctance some reluctance and i may be proven wrong and

[0:23:17] Voice 3: all of that i mean i just don't know but so and i but i do have a concern about like the financial

[0:23:23] Voice 3: planning committee you know all of executive being on it exactly and 50 of executive being on

[0:23:29] Voice 3: all of the committees and yes one is ex-officio but ex-officio they may not vote but they do have

[0:23:36] Voice 3: a strong influence you know often the you know final comments or whatever being made at committee

[0:23:41] Voice 3: meetings so they do have so to me it's just it's just a bit of an overreach i think that has to be

[0:23:46] Voice 3: some sort of level of trust that the other trustees will operate and provide you know

[0:23:52] Voice 3: good advice and then it'll go to trust council anyway for all of trust council to vote on so

[0:23:58] Voice 3: that's just sort of my concern um yeah i feel like i'm a dog with a bone in some ways with

[0:24:06] Voice 3: this issue of the executive committee membership uh and uh i've heard you know one other person

[0:24:16] Voice 3: and supportive of it and others more neutral so i'm not i'm not i'm not convinced it would

[0:24:22] Voice 3: pass anyway so unless somebody else wants to put forward a comparable motion i'll leave it at that

[0:24:30] Voice 3: thanks i

[0:24:33] Trustee Middleton (probable): think uh thank you trustee language uh trustee stamford please uh

[0:24:37] Trustee Stamford: it's more of a comment

[0:24:38] Trustee Stamford: rather than a an alternative motion is i think part of the government's governance committee

[0:24:44] Trustee Stamford: committee will be looking at the perceived overreach and and ways of how it may be mitigated

[0:24:51] Trustee Stamford: or um you know some type of solutions to um help people feel more comfortable about that role

[0:25:01] Trustee Stamford: what it is what it isn't so um i'm not sure um by putting it into the actual election process

[0:25:09] Trustee Stamford: of this particular committee would actually resolve that,

[0:25:13] Trustee Stamford: I think I would be far more interested

[0:25:15] Trustee Stamford: in the general discussion about the role of EC

[0:25:19] Trustee Stamford: and its members as a whole within this governance committee.

[0:25:26] Trustee Middleton (probable): Thank you, Trustee Stamford.

[0:25:30] Trustee Middleton (probable): The section that we have just might offer this

[0:25:34] Trustee Middleton (probable): where we actually sort of suggested

[0:25:37] Trustee Middleton (probable): it'd be a letter from the chair,

[0:25:38] Trustee Middleton (probable): but i think there'll be basically communication from the committee to the next committee we might

[0:25:44] Trustee Middleton (probable): we might just make a note there that we we suggest the better practice of governance would be that

[0:25:49] Trustee Middleton (probable): executive committee have one seat unless there's some compelling reason otherwise

[0:25:54] Trustee Middleton (probable): um at the uh the governance committee but we've not actually codified that in the uh policies

[0:26:00] Trustee Middleton (probable): that govern the work of this committee it's a that's a strongly noted suggestion i guess to

[0:26:06] Trustee Middleton (probable): and to Trustee Pat or Vice Chair Patrick's point that does require us to

[0:26:11] Trustee Middleton (probable): have an element of trust but as she points out that's that's probably a good

[0:26:16] Trustee Middleton (probable): thing at this point so that would be a suggestion that we could take up in

[0:26:22] Trustee Middleton (probable): section 8.4 but otherwise wouldn't affect this policy would we be okay with

[0:26:30] Trustee Middleton (probable): moving on and perhaps and discussing any other points of this policy and or a

[0:26:35] Trustee Middleton (probable): motion to uh to um uh receive it or or recommend it for adoption by council see uh trustee alan

[0:26:49] Trustee Middleton (probable): please um

[0:26:51] Trustee Allen: can i make a motion uh

[0:26:54] Trustee Middleton (probable): please do yes um

[0:26:56] Trustee Allen: i move that trust council adopt an amended policy

[0:26:59] Trustee Allen: 2.3.1 that one adds governance committee as a council standing committee to establish that

[0:27:07] Trustee Allen: membership is seven members from trust council elected by trust council three establishes that

[0:27:12] Trustee Allen: the chair of trust council and one of two trust council appointed members of the islands trust

[0:27:16] Trustee Allen: conservancy are ex-officio members and four establishes that election of the governance

[0:27:21] Trustee Allen: committee shall occur by the second trust council meeting following the local government general

[0:27:25] Trustee Allen: elections uh

[0:27:28] Trustee Middleton (probable): thank thank you i i um just before i ask for a second i think if i could just turn

[0:27:33] Trustee Middleton (probable): to director marla i think that do we need to adjust the wording any further in that motion

[0:27:38] Trustee Middleton (probable): in section four uh

[0:27:40] Voice 5: yeah this is actually a good opportunity to make those corrections so if you

[0:27:44] Voice 5: can change in three appointed to elected and in four uh reword it to say establishes the election

[0:27:52] Voice 5: of the governance committee shall occur by march of the

[0:27:57] Voice 8: calendar

[0:27:59] Voice 5: year following the annual general

[0:28:02] Voice 5: Mayor Mrakas, General local elections on the local government general election yeah.

[0:28:09] Trustee Allen: Mayor Mrakas, Can I just just.

[0:28:11] Trustee Allen: Mayor Mrakas, say.

[0:28:12] Trustee Allen: Mayor Mrakas,

[0:28:12] Trustee Allen: yeah so, can I say that that's the motion what David has said or directors read it out loud again.

[0:28:20] Voice 2: Mayor Mrakas, I think you're fine okay.

[0:28:22] Trustee Allen: Mayor Mrakas, As amended.

[0:28:23] Trustee Allen: Mayor Mrakas, As amended, thank you.

[0:28:25] Trustee Middleton (probable): Mayor Mrakas, i'm trustee peterson are you are you seconding the motion or making comment.

[0:28:32] Voice 6: uh yeah i was just gonna comment that we um we discussed the the uh first meeting of trust

[0:28:38] Voice 6: council in the calendar year and uh and not specifically march we have on occasion had

[0:28:45] Voice 6: uh meetings in january um i just wanted to point out the slight slight difference

[0:28:51] Trustee Middleton (probable): there um

[0:28:54] Trustee Middleton (probable): thank you trustee peterson director marla would would that wording be acceptable the first meeting

[0:28:59] Trustee Middleton (probable): of the calendar year yes

[0:29:02] Voice 5: but um yeah you could definitely do that i'm just thinking it through

[0:29:08] Voice 5: that would you want to give yourselves until march anyway so even if you had a meeting in january so

[0:29:15] Voice 5: if on an election year you meet in november because you have to do to swear in the trustees

[0:29:21] Voice 5: we usually then have a orientation meeting which has in past years been in january this year we're

[0:29:29] Voice 5: looking to do it in december and then you go back to your regular meeting schedule in march

[0:29:34] Voice 5: so by changing to january you're forcing it to be still at the second trust council meeting which

[0:29:41] Voice 5: would either be january or december so i would probably recommend you keep it at march it gives

[0:29:46] Voice 5: you more flexibility so

[0:29:49] Voice 2: then we'll have to amend david 113 in the policy because it does say there

[0:29:53] Voice 2: shall occur by the trust council meeting in the calendar year yeah yeah

[0:29:58] Voice 2: so if you

[0:30:00] Voice 2: depending upon where the the committee settles here um we'll have to go back and amend 113 if

[0:30:05] Voice 2: they don't amend that work if they don't adopt that wording this motion hasn't been this motion

[0:30:10] Trustee Patrick: has not been seconded yet no we

[0:30:12] Trustee Patrick: could do the amendment yeah

[0:30:14] Trustee Middleton (probable): so everyone it's as the mover

[0:30:17] Trustee Middleton (probable): happy with the amendment um before i ask for a seconder are

[0:30:22] Trustee Allen: we talking about the march amendment

[0:30:23] Trustee Allen: or the january amendment i

[0:30:26] Trustee Middleton (probable): i i think we've reverted back to the march amendment yes i'm

[0:30:30] Trustee Allen: happy okay yes

[0:30:32] Trustee Allen: i am happy with the amendment and

[0:30:34] Trustee Middleton (probable): um so having uh seen that i guess i will ask for

[0:30:40] Trustee Middleton (probable): a second i'm just i'm making the assumption here um that staff are okay with the wording and have

[0:30:46] Trustee Middleton (probable): it down and um that will be our record obviously is is the as as amended but um if that's not so

[0:30:55] Trustee Middleton (probable): we can certainly pause while we get this sorted out but i think i think we're comfortable with

[0:30:59] Trustee Middleton (probable): the with the amendment if

[0:31:01] Voice 5: i may yes which uh yes so if the resolution passes i will make sure that

[0:31:07] Voice 5: the rfd um language and the policy match this recommendation which is mine thank you director

[0:31:15] Trustee Middleton (probable): mother uh so now i'm looking for a seconder of this motion as amended please uh trustee stanford

[0:31:24] Trustee Middleton (probable): thank you uh so that motion is seconded so any discussion being known i will call call the vote

[0:31:38] Trustee Middleton (probable): and all those in favor i see i should use my electronic hand apologies but it looks like

[0:31:46] Trustee Middleton (probable): that's uh uh trustee language says as i don't see your hand but i will now say those not in favor

[0:31:54] Trustee Middleton (probable): and um i'm

[0:31:58] Voice 3: abstaining okay

[0:32:00] Trustee Middleton (probable): i should have asked that thank you uh trustee patrick is that a hand

[0:32:04] Trustee Middleton (probable): in uh uh uh not in favor or you were in favor so okay sorry

[0:32:08] Trustee Patrick: i was just didn't put my hand down no

[0:32:11] Trustee Middleton (probable): No problem. So that passes with one abstention. And there were no hands not in favor. So thank

[0:32:23] Trustee Middleton (probable): you for that. We now have further recommendations that we pass for two further motions, I believe

[0:32:32] Trustee Middleton (probable): as part of this work. I'm just wondering if I could, I've received a message from Lori

[0:32:39] Trustee Middleton (probable): Laurie Foster that indeed there are some people in the public comment or in the

[0:32:46] Trustee Middleton (probable): in the public gallery who may or may not have wished to make comment on that

[0:32:51] Trustee Middleton (probable): public section but we were not live streaming at that point apparently so at

[0:32:57] Trustee Middleton (probable): risk of interrupting our flow I'm just wondering if we could just in case any

[0:33:01] Trustee Middleton (probable): comment they have is pertinent to these policies that were we're considering I'm

[0:33:06] Trustee Middleton (probable): just wondering if we could potentially open the floor to any public comment that we attempted

[0:33:11] Trustee Middleton (probable): to last time, but we weren't actually in public view. So if I could ask our administrative

[0:33:18] Trustee Middleton (probable): coordinator, Laurie Foster, to facilitate that for a moment, I'd be appreciative.

[0:33:25] Voice 11: Yeah, I'll turn on the attendees speak and allow the one attendee to address

[0:33:32] Voice 11: committee if they wish okay

[0:33:34] Trustee Middleton (probable): so there we are okay so i i i guess um i will open the meeting up at

[0:33:49] Trustee Middleton (probable): this point if there are any members of the public who wish to make a comment about about the uh

[0:33:55] Trustee Middleton (probable): the agenda items with fours or or any matters concerning governance and i see one person shows

[0:34:02] Trustee Middleton (probable): shows up here is uh is michael sketch whom we know well from uh pender island and mr sketch

[0:34:07] Trustee Middleton (probable): do you wish to address the committee thank you yes please can you hear me yes we i can anyway

[0:34:15] Trustee Middleton (probable): looks like everybody else can as well yeah uh

[0:34:19] Voice 4: governance committee members thank you so much

[0:34:22] Voice 4: for doing this this vitally important work i um i heard i had a comment from an administrative

[0:34:28] Voice 4: of person who looked at the islands trust structure over the years and and commented that

[0:34:36] Voice 4: what organization wouldn't want an independent third-party assessment of its effectiveness and

[0:34:43] Voice 4: thank you so much there's an awful lot gone into this i have two requests for the committee's

[0:34:49] Voice 4: project work neither of which are relevant to your agenda today would you like me to continue or

[0:34:56] Voice 4: or cease?

[0:35:00] Trustee Middleton (probable): Well, it seems you've gone to the trouble to be here.

[0:35:03] Trustee Middleton (probable): I think by all means, continue.

[0:35:04] Trustee Middleton (probable): We'll be certainly listening to your comments,

[0:35:08] Trustee Middleton (probable): even if we can't affect them today.

[0:35:10] Trustee Middleton (probable): So please go ahead.

[0:35:11] Voice 4: Thank you.

[0:35:12] Trustee Middleton (probable): The

[0:35:12] Voice 4: first is at the heart, in my view,

[0:35:14] Voice 4: of accountable governance,

[0:35:16] Voice 4: trust body meeting minutes.

[0:35:18] Voice 4: At present, they are bare bones,

[0:35:21] Voice 4: and it is very difficult for the public

[0:35:23] Voice 4: to follow decision makers' reasons for decision.

[0:35:25] Voice 4: Please revive or review policy such that all trust body meeting minutes are consistent with Robert's Rules of Order for minutes which are to be published.

[0:35:41] Voice 4: That is, what was done and what was said. That would be a real contribution to good governance.

[0:35:52] Voice 4: I had long conversations with Carmen Thiel over this and where the present policy came from, and it's certainly, there's no hint of Robert's rule of order for minutes which are to be published.

[0:36:06] Voice 4: It's clearly set out, and I think it really would help.

[0:36:10] Voice 4: And the other point is that Carmen sent me the meeting minutes, trust council meeting minutes, from the days when the first trust policy statement was adopted.

[0:36:21] Voice 4: adopted and it was very clear the individual councillors positions they were named and they

[0:36:28] Voice 4: were a sentence or two on what they said my second request is that the Islands Trust Federation

[0:36:35] Voice 4: governance be properly implemented that is a two-tier hierarchical governance as in the

[0:36:43] Voice 4: relationship between ottawa and the provinces for the trust trust area services would have

[0:36:52] Voice 4: oversight of the local planning service i've described that model in my submissions to council

[0:36:59] Voice 4: those are two i think important um governance initiatives that that would make a

[0:37:06] Voice 4: a maybe a watershed change to the way we receive the Islands Trust. Thank you.

[0:37:20] Trustee Middleton (probable): Thank you very much, Mr. Sketch for that duly noted. And thank you for taking the time to

[0:37:27] Trustee Middleton (probable): speak to us today. Are there any other members of the public who would wish to address the

[0:37:30] Trustee Middleton (probable): the committee at this time and not not seeing anybody i think oh is that yeah i don't i don't

[0:37:48] Trustee Middleton (probable): see anybody so uh i i think if we could um continue with our our our agenda business that

[0:37:55] Trustee Middleton (probable): that would be that would be excellent um so we were basically in set 7.1 and we're part way through

[0:38:02] Trustee Middleton (probable): addressing the recommendation from staff in regard policy to support the establishment of the uh of

[0:38:08] Trustee Middleton (probable): of the Governance Committee.

[0:38:09] Trustee Middleton (probable): So I think without any further comment,

[0:38:14] Trustee Middleton (probable): I'd like to ask the member of the committee

[0:38:16] Trustee Middleton (probable): to make the next motion, please.

[0:38:20] Trustee Patrick: I was gonna say, should we discuss

[0:38:23] Trustee Patrick: the draft governance terms of reference

[0:38:26] Trustee Patrick: before we make the next motion?

[0:38:29] Trustee Middleton (probable): Absolutely, if that's the pleasure of the committee,

[0:38:31] Trustee Middleton (probable): by all means, any comment on the terms of reference?

[0:38:39] Trustee Middleton (probable): CEO Hudson-Peller, please.

[0:38:41] Trustee Middleton (probable): Well,

[0:38:42] Voice 2: just by a way of brief introduction and in support of my colleague, David,

[0:38:46] Voice 2: these are offered. They're very similar to or identical to the direction that you provided

[0:38:51] Voice 2: around the terms of reference, but they're nested within the terms of reference process and format

[0:38:58] Voice 2: of the Islands Trust. Just looking them over, I'm sure you'll have some discussion. I would

[0:39:07] Voice 2: leave you a couple of things from an administrative perspective for you to consider.

[0:39:11] Voice 2: On page 23, B policy, item 2, B2 says identify, evaluate, and provide on an ongoing basis advice to trust council.

[0:39:24] Voice 2: Council. Governance, I think, also applies to the local trust committees, and I don't

[0:39:31] Voice 2: know whether you feel comfortable or maybe that's an ongoing project work, but I think

[0:39:37] Voice 2: if the governance committee does good work, I don't know why it wouldn't have an opportunity

[0:39:43] Voice 2: to share it with the local trust committees to improve their decision-making processes

[0:39:47] Voice 2: processes in some way over time. So that's a potential addition or a consideration for the future. And I do know also in B2, it says areas of concern. Yeah, I don't know if you need that in a policy. It's pretty self-explanatory that you are sort of the gatekeepers around governance, but you may want to have that in there. It's responding to some of the previous direction, but that one

[0:40:18] Voice 2: phrase um jumped out at me as as it was put together but anyway um i'll leave you those

[0:40:25] Voice 2: two thoughts uh uh chair middleton as you contemplate how to uh um either amend or

[0:40:31] Voice 2: approve these uh terms these inaugural terms

[0:40:35] Trustee Middleton (probable): of reference for the new committee

[0:40:37] Trustee Middleton (probable): thank you sir and uh i might point that trustee patrick i know you've talked in the past or vice

[0:40:42] Trustee Middleton (probable): chair patrick i know you've talked in the past about the applicability of the work of this

[0:40:46] Trustee Middleton (probable): committee to local trust committees so it seems a salient point and perhaps perhaps you would care

[0:40:53] Trustee Middleton (probable): not you know suggesting that your course of action but perhaps you would care to to modify

[0:40:59] Trustee Middleton (probable): the wording here to to um incorporate reference to local trust committees yeah

[0:41:04] Trustee Patrick: i had i had a couple

[0:41:06] Trustee Patrick: of comments one was in that but the i i know we discussed it last time and i and i i'm sorry i

[0:41:13] Trustee Patrick: I didn't go back and listen to the video to see if we had come to conclusion,

[0:41:16] Trustee Patrick: but in the very first paragraph about the purpose, again,

[0:41:22] Trustee Patrick: we're focusing on to support and evaluate the effectiveness of trust

[0:41:26] Trustee Patrick: counsel. And I look at, you know,

[0:41:30] Trustee Patrick: like the very first sentence in the governance report and it says,

[0:41:36] Trustee Patrick: trust is the glue that binds governing systems to the people it serves.

[0:41:42] Trustee Patrick: And, and that's, you know,

[0:41:44] Trustee Patrick: I had brought up, again, language that I, you know, was in the Whistler's purpose statement about

[0:41:50] Trustee Patrick: maintaining the highest levels of public trust and competence that, you know, I still think those

[0:41:54] Trustee Patrick: are important words to put in here, because I think, you know, that's my feeling. I'm fine to

[0:42:01] Trustee Patrick: say, you know, to enhance effectiveness, you know, we either say to enhance effectiveness while

[0:42:07] Trustee Patrick: maintaining the highest levels of public trust and competence. And I think that type of statement

[0:42:13] Trustee Patrick: refers to whether it's the work of trust console or the work of our local trust committees that

[0:42:17] Trustee Patrick: you know that that is um important so i don't know if people are satisfied with just saying

[0:42:26] Trustee Patrick: we're evaluating effectiveness um or if we want to add reference to maintaining highest levels

[0:42:33] Trustee Patrick: of public trust and confidence um

[0:42:37] Trustee Middleton (probable): before going to uh direct to marla any any any um comment from

[0:42:43] Trustee Middleton (probable): the other committee members about that that suggested addition uh trustee stamford please

[0:42:49] Trustee Stamford: um i like the vision of it i'm just not sure what it means and that terms like that can be

[0:42:57] Trustee Stamford: thrown back at us um for any number of reasons depending on what people consider

[0:43:08] Trustee Stamford: I think we are striving for that, how we couch it is important and how the public responds back, because I think we could lose our focus by constantly having to redefine that, depending on other people's definitions, thank

[0:43:29] Trustee Middleton (probable): you, trustee Sam for trustee line race, please.

[0:43:32] Trustee Middleton (probable): Yeah,

[0:43:32] Voice 3: I sort of agree with trustee Stanford.

[0:43:34] Voice 3: further um if we're evaluating our effectiveness we would be looking at our standards and you know

[0:43:40] Voice 3: our how we are operating i mean we're really just asking ourselves how well we're doing and if you

[0:43:47] Voice 3: have don't have a high standard are you going to be effective i just i don't think that necessarily

[0:43:52] Voice 3: the case i think that it's incorporated in the sense of being effective from my view anyway

[0:43:58] Voice 3: way.

[0:44:00] Trustee Middleton (probable): Thank you, Trustee Langer. Trustee Patrick, your thoughts on those comments? I mean, I think

[0:44:09] Trustee Middleton (probable): we would be happy to entertain a motion if you felt that you would like to see those words

[0:44:14] Trustee Middleton (probable): considered formally. Yeah,

[0:44:17] Trustee Patrick: I mean, I think maybe Salt Spring's different than the other islands,

[0:44:22] Trustee Patrick: but it is a big part of the conversations here that I'm hearing over and over and over and over

[0:44:28] Trustee Patrick: again is a bit of a loss of that public trust is what's perceived and that's why

[0:44:34] Trustee Patrick: I'm stressing that it's important you know that we we have that as one of the

[0:44:41] Trustee Patrick: reasons that we're you know we're enhancing our governance is that we have

[0:44:45] Trustee Patrick: that that you know that confidence of the people that were were governing

[0:44:51] Trustee Patrick: ourselves as well as we can thank

[0:44:55] Trustee Middleton (probable): you anything we just yeah I mean they sound

[0:44:59] Trustee Middleton (probable): sound like positive words to include to my ear not notwithstanding the the comments from other

[0:45:05] Trustee Middleton (probable): committee members but i think uh director marla did i see your hand up to make um comment at this

[0:45:10] Trustee Middleton (probable): point not

[0:45:12] Voice 5: on this issue i'm just going to let you guys uh finish this and then i'll come in okay

[0:45:17] Trustee Middleton (probable): okay thank you um so i well

[0:45:21] Trustee Patrick: i can toss out an amendment and then we can debate it if that

[0:45:24] Trustee Patrick: that makes the conversation go easier.

[0:45:27] Trustee Middleton (probable): Sure, if you don't mind, yeah.

[0:45:28] Trustee Patrick: I'm not sure of the right place to put it,

[0:45:31] Trustee Patrick: but I move that the Governance Committee,

[0:45:36] Trustee Patrick: or I guess amend, or we,

[0:45:39] Trustee Patrick: I move that we amend Draft Governance Committee

[0:45:45] Trustee Patrick: Terms of Reference

[0:45:51] Trustee Patrick: by adding, I think we could just add it

[0:45:53] Trustee Patrick: to the end of the very first sentence,

[0:45:57] Trustee Patrick: the words while maintaining the highest levels of public trust and confidence okay

[0:46:09] Trustee Middleton (probable): thank you

[0:46:10] Trustee Middleton (probable): um is that is that clear to to to steph um confidence okay um is there a seconder to that

[0:46:23] Trustee Middleton (probable): motion please i'm just jotting it down here i saw one hand trustee peterson is that a hand to second

[0:46:36] Trustee Middleton (probable): or do you have a comment um

[0:46:39] Voice 6: i i would second it i would also propose uh if it's uh amenable to the

[0:46:45] Voice 6: mover um uh transparency could be part of that statement i i think that i mean it's it's sort

[0:46:56] Trustee Middleton (probable): of what we're aiming for i uh i would put that back to the mover um i'm

[0:47:03] Trustee Patrick: i'm happy to i mean

[0:47:04] Trustee Patrick: that's they're all key concepts yeah so

[0:47:09] Voice 2: i'm lori do you have the ability to have that up as yes

[0:47:14] Voice 11: just as

[0:47:14] Voice 2: we add more words yeah thank you mr chair sorry

[0:47:23] Voice 5: lori i've already got it up if you want me

[0:47:25] Voice 5: to share the screen i can do that all

[0:47:30] Voice 11: right thank

[0:47:33] Trustee Middleton (probable): you okay here

[0:47:41] Voice 5: you go moved in second is ms so

[0:47:44] Voice 5: get rid of that you can see that okay i

[0:48:00] Trustee Middleton (probable): don't don't see it um i don't know do other it might

[0:48:04] Trustee Middleton (probable): just be me i do

[0:48:05] Trustee Middleton (probable): i have the wording so i'm i'm okay with it so don't worry about me not seeing it

[0:48:12] Trustee Middleton (probable): right

[0:48:13] Voice 8: i

[0:48:20] Trustee Patrick: believe that's accurate so

[0:48:24] Trustee Middleton (probable): can can i take that then that that motion is now

[0:48:27] Trustee Middleton (probable): seconded by trustee peterson because the okay uh so that we're open now for discussion trustee

[0:48:37] Trustee Middleton (probable): Yeah,

[0:48:38] Voice 3: I got a question about this addition.

[0:48:40] Voice 3: This seems to be applying to the work of the governance committee, that while we're evaluating

[0:48:48] Voice 3: the effectiveness, we're going to do it while maintaining the highest levels of public trust,

[0:48:52] Voice 3: transparency and confidence.

[0:48:54] Voice 3: Is that the intent?

[0:48:56] Voice 3: It's not talking about the trust per se, overall, it's talking about the committee.

[0:49:02] Trustee Middleton (probable): That's

[0:49:03] Voice 3: the way I read it anyway.

[0:49:04] Trustee Middleton (probable): Yeah, no fair point, Trustee Langrace, Vice-Chair Patrick, do you have a...

[0:49:08] Trustee Middleton (probable): well

[0:49:08] Trustee Patrick: how i how i'm reading the sentence is that where we say i mean the committee the government

[0:49:14] Trustee Patrick: committee is to provide a focus upon improvement of governance and then it says and to lead

[0:49:20] Trustee Patrick: processes to support and evaluate the effectiveness of trust council and its committees so this

[0:49:26] Trustee Patrick: addition is linked leading to the word effectiveness so it's it's it's that part of the

[0:49:30] Trustee Patrick: sentence so that and to lead processes to support and evaluate the effectiveness of trust council

[0:49:36] Trustee Patrick: Council and its committees, while maintaining the highest levels of public trust, transparency

[0:49:41] Trustee Patrick: and competence. So it's the effectiveness of trust. That's how I'm reading it. That's

[0:49:50] Trustee Patrick: what we're trying to achieve to do, is that Trust Council itself is not only effective,

[0:49:54] Trustee Patrick: it's improving its effectiveness while maintaining those things.

[0:49:58] Trustee Patrick: yeah

[0:49:59] Voice 3: i guess i differ i see it modifying the word um um what the committee is doing evaluating

[0:50:09] Trustee Middleton (probable): um just

[0:50:11] Voice 3: a wording issue

[0:50:12] Trustee Middleton (probable): no fair enough we will consider can continue to to uh uh hear some

[0:50:17] Trustee Middleton (probable): commentary from committee members trustee allen um

[0:50:21] Trustee Allen: yeah i'm not really in favor of this i i go back

[0:50:24] Trustee Allen: to what trustee hamford said is this you know you just keep on adding more words accountability we

[0:50:29] Trustee Allen: could just keep on adding more and more and more and I think it's kind of a a given that all these

[0:50:35] Trustee Allen: will be uh under these this umbrella frankly and then um and I'm just wondering about trustee

[0:50:40] Trustee Allen: Patrick regarding the local trust committees like maybe I'm misreading all this but I've got from

[0:50:46] Trustee Allen: the governor's report that it's to do with the trust council committees not the local trust

[0:50:51] Trustee Allen: committees and uh the only local trust committees was basically about the um the executive being the

[0:50:57] Trustee Allen: third vote and unless there's something else i missed so i'm just um i'll go back to this

[0:51:02] Trustee Allen: particular amendment and um i just don't see it necessary frankly so i won't be voting in favor

[0:51:11] Trustee Middleton (probable): thank you trustee allen any further comment um i think what i'll do then is call

[0:51:21] Trustee Middleton (probable): the vote i i'm kind of neutral i see the benefit just for people wonder where i stand on it i'm

[0:51:28] Trustee Middleton (probable): of neutral i guess i see the benefit of the wording but i understand the comments from the

[0:51:33] Trustee Middleton (probable): other committee members about uh loading up that first paragraph so maybe what i'll do is i'll just

[0:51:38] Trustee Middleton (probable): call the vote on on this amendment and those in favor so uh thank you we have trustee patrick and

[0:51:50] Trustee Middleton (probable): trustee peterson the mover and sector in favor and then those not in favor we have we have three not

[0:52:04] Trustee Middleton (probable): not in favor. So that without my vote, which I won't need to give in this case, that motion

[0:52:10] Trustee Middleton (probable): doesn't pass. So thank you. It's good good intent. I mean, I just would add in by way

[0:52:16] Trustee Middleton (probable): of some kind of editorial comment here that I think we purposefully and staff have certainly

[0:52:20] Trustee Middleton (probable): honored that tried to keep the terms of reference as really broad as possible to to help set

[0:52:27] Trustee Middleton (probable): up the inaugural committee to be as successful as it can be without being constraining the

[0:52:33] Trustee Middleton (probable): direction it goes or or overly bound by uh some very precise terms of reference and and i think

[0:52:39] Trustee Middleton (probable): uh not with sending some comments from the ceo about uh b2 i think that this terms of reference

[0:52:46] Trustee Middleton (probable): is um it does that but we're open to further discussion on the terms of reference that was

[0:52:51] Trustee Middleton (probable): just one amendment so trustee longer any any further comment on the terms oh

[0:52:58] Voice 3: no i don't

[0:52:59] Trustee Middleton (probable): okay

[0:53:00] Trustee Middleton (probable): okay and trustee trustee vice chair patrick is there anything else you would you would like to

[0:53:09] Trustee Patrick: see the only

[0:53:10] Trustee Patrick: the only question would be in the governance if this question about the local trust

[0:53:14] Trustee Patrick: committees is governance you know that we could either deal with it in that definition of

[0:53:20] Trustee Patrick: governance and add reference so does governance mean the structure and processes of trust council

[0:53:26] Trustee Patrick: executive committee local trust oh it is local turn they're already there never mind

[0:53:31] Trustee Patrick: so i think it's

[0:53:33] Trustee Middleton (probable): covered yeah yeah right i got you and narcia pointed out in section b2 the first

[0:53:39] Trustee Middleton (probable): bullet point there areas of concern um it's just a bit of a standout uh bullet point any any comment

[0:53:45] Trustee Middleton (probable): or any uh desire to change that or modify that we'll just keep it as is for now then i'm seeing

[0:53:56] Trustee Middleton (probable): nodding of heads and such so fair enough um any additional changes adjustments to this terms of

[0:54:03] Trustee Middleton (probable): reference before i ask for somebody to move that we adopt them and send them on to council okay

[0:54:11] Trustee Middleton (probable): seeing none could i ask for a motion please to to uh which is uh suggested in on page

[0:54:21] Trustee Middleton (probable): is i think it's some yeah page 15 the second recommendation uh trustee long grace yeah okay

[0:54:27] Voice 3: i'll move that trust council adopts policy 2.35 brackets governance committee terms of reference

[0:54:33] Voice 3: reference bracket that establishes the purpose and terms of reference for the Governance

[0:54:37] Voice 3: Committee.

[0:54:39] Trustee Middleton (probable): Thank you.

[0:54:40] Trustee Middleton (probable): Seconder?

[0:54:40] Trustee Middleton (probable): Trustee Allen?

[0:54:42] Trustee Middleton (probable): Thank you.

[0:54:43] Trustee Middleton (probable): Any additional commentary or can I call for the vote?

[0:54:48] Trustee Middleton (probable): Seeing no request for comment, I'll ask for all votes in favor of this motion, please.

[0:54:58] Trustee Middleton (probable): I think that and then votes against.

[0:55:02] Trustee Middleton (probable): against we have we have one one vote in the negative uh so that uh passes so uh thank you

[0:55:13] Trustee Middleton (probable): very much um the next suggested motion is I believe a routine motion that ties everything

[0:55:23] Trustee Middleton (probable): together but I don't want to overstep my rule here I just presume that any any comment about

[0:55:30] Trustee Middleton (probable): about the suggested third motion,

[0:55:31] Trustee Middleton (probable): or do we just see fit to put it on the floor

[0:55:35] Trustee Middleton (probable): and okay that.

[0:55:41] Trustee Middleton (probable): Trustee Allen?

[0:55:42] Trustee Middleton (probable): Oh yeah, you're muted, Trustee Allen.

[0:55:49] Trustee Allen: Yeah, the most famous lines in 2021, 2022.

[0:55:54] Trustee Allen: Yeah, I just want to make,

[0:55:55] Trustee Allen: I just want to move that trust council request staff

[0:55:58] Trustee Allen: to amend policy 2.3.2,

[0:56:01] Trustee Allen: regional planning committee terms of reference,

[0:56:03] Trustee Allen: policy 2.3.3, financial planning committee

[0:56:06] Trustee Allen: terms of reference and policy 2.3.4 trust programs committee terms of reference to change all

[0:56:12] Trustee Allen: references to the number of council committees from three to four thank

[0:56:17] Trustee Middleton (probable): you trustee allen um

[0:56:20] Trustee Middleton (probable): can i should i um i see you've got your hand up uh yeah

[0:56:25] Voice 5: just the procedural comment if i may

[0:56:28] Voice 5: um the yeah the resolutions on this page are actually intended for trust council

[0:56:33] Voice 5: I think it's fine for the governance committee to adopt resolutions that kind of follow this

[0:56:39] Voice 5: so instead of saying trust council say government committee but what you would do is a resolution

[0:56:46] Voice 5: to forward this RFD to trust council so yeah so my apologies I should have made that clear

[0:56:52] Voice 5: at the beginning thank

[0:56:55] Trustee Middleton (probable): you for that comment that that's helpful so is there a suggested revision

[0:56:59] Trustee Middleton (probable): that the mover could make?

[0:57:03] Voice 5: Yeah, just say that the governance committee

[0:57:06] Voice 5: requests staff to essentially what you're doing

[0:57:08] Voice 5: is you're just supporting these.

[0:57:10] Voice 5: And then another motion after this to fall with the RFD

[0:57:15] Voice 5: as amended to trust council,

[0:57:17] Voice 5: because you made the amendment

[0:57:18] Voice 5: to the first resolution there.

[0:57:23] Voice 5: Great, thank you.

[0:57:25] Trustee Allen: Okay, I'll take that as a friendly amendment.

[0:57:28] Trustee Middleton (probable): Okay, a seconder, please.

[0:57:33] Trustee Middleton (probable): i see trustee peterson seconds that thank you very much uh director did you have further comment

[0:57:39] Trustee Middleton (probable): before we uh no sorry my hand

[0:57:43] Voice 5: didn't get in

[0:57:43] Trustee Middleton (probable): no problem thank you thank you so i i don't believe

[0:57:47] Trustee Middleton (probable): there's any need for comment but if anyone wishes to make one now's the time otherwise i'll i'll

[0:57:53] Trustee Middleton (probable): call for the vote please those in favor those opposed i don't think there was anyone opposed

[0:58:05] Trustee Middleton (probable): I think that so that passes thank you very much and so then we now need a short motion

[0:58:13] Trustee Middleton (probable): if I could ask a committee member to do so that forwards this RFD on to Trust Council

[0:58:18] Trustee Middleton (probable): Trustee Peterson yeah

[0:58:22] Voice 6: to Director Marlowe's point there the previous two motions did were

[0:58:28] Voice 6: were read as that trust council adopt.

[0:58:32] Voice 6: And I wonder if we need to go back

[0:58:36] Voice 6: and the staff, do you want us to fix that formally or?

[0:58:44] Voice 5: Yeah, if I may to the chair,

[0:58:46] Voice 5: because this is the governance committee,

[0:58:48] Voice 5: we would have to just change that anyway,

[0:58:50] Voice 5: so we can correct that in the minutes

[0:58:52] Voice 5: to say governance committee adopt,

[0:58:55] Voice 5: because this committee can't pass resolutions

[0:58:58] Voice 5: on behalf of trust council.

[0:58:59] Voice 5: so yeah

[0:59:00] Voice 6: of course i was wondering about that so was that asking for a resolution no we'll just

[0:59:05] Voice 6: make

[0:59:06] Voice 5: the change in the minutes okay okay there's something great this committee doing that action

[0:59:11] Voice 5: yeah okay thank

[0:59:14] Voice 6: you so now that that's clear um i move that uh the governance committee forward

[0:59:22] Voice 6: the request for decision on policy amendments uh to support the governance committee to trust

[0:59:29] Voice 6: Council.

[0:59:32] Trustee Middleton (probable): Thank you, sir. Trustee Stamford seconds that. And thanks, Trustee Allen. We'll say Trustee

[0:59:40] Trustee Middleton (probable): Stamford, I saw your hand first. And then is the wording clear or satisfactory, Director Marla,

[0:59:47] Trustee Middleton (probable): for our purposes here?

[0:59:50] Voice 5: Yeah, that's fine. Thank you.

[0:59:52] Voice 6: I actually don't think that I said as amended.

[0:59:57] Trustee Middleton (probable): No, you didn't.

[0:59:58] Trustee Middleton (probable): Good. Okay.

[1:00:00] Voice 6: But let's put as amended in there.

[1:00:04] Trustee Middleton (probable): Very good.

[1:00:05] Trustee Middleton (probable): Thank you.

[1:00:05] Trustee Middleton (probable): As amended.

[1:00:07] Trustee Middleton (probable): So I'll call for the vote, please, on that motion.

[1:00:10] Trustee Middleton (probable): Those in favor?

[1:00:14] Trustee Middleton (probable): And those opposed?

[1:00:19] Trustee Middleton (probable): That passes unanimously, I believe.

[1:00:22] Trustee Middleton (probable): Thank you very much.

[1:00:25] Trustee Middleton (probable): Okay.

[1:00:26] Trustee Middleton (probable): So our next item of business is 7.2, which is page 25 of the agenda package.

[1:00:35] Trustee Middleton (probable): And this is basically a session to permit council to respond to the governance report.

[1:00:48] Trustee Middleton (probable): But before we get there, I see a hand up from CEO Hudson-Peller, please, sir.

[1:00:52] Trustee Middleton (probable): Well, just in keeping with staff

[1:00:53] Voice 2: doing a brief overview of a report that they've generated, I would offer you the following.

[1:00:59] Voice 2: This is the session that you requested.

[1:01:01] Voice 2: At the last meeting, you had general conversation, but you weren't explicit in how it would be conducted or the key themes, so I took the liberty of just not hypothesizing, but coming up with a two-step process.

[1:01:16] Voice 2: One, an opportunity for a general discussion that members of the committee had indicated they haven't had that sort of in-the-round discussion of the governance review from a variety of perspectives to provide that opportunity.

[1:01:29] Voice 2: opportunity um so that's general feedback and then um the idea that that the governance committee

[1:01:36] Voice 2: hears from all of trust council about its priorities or what it thinks is important

[1:01:41] Voice 2: and then you would take up that or the committee would then take up that work if you think it's a

[1:01:46] Voice 2: good idea in the new term um and so that's the second part this does not have to be the way it

[1:01:53] Voice 2: goes um it's just a recommendation for you um as a as a basic structure um it would be um you know

[1:02:02] Voice 2: we'd have to talk about how that's facilitated whether the chair of the governance committee

[1:02:05] Voice 2: wants to um lead that discussion or the chair of the trust or how that would get put on the table

[1:02:11] Voice 2: and the second thing is in speaking with ec and the chair it's looking like this session would

[1:02:16] Voice 2: be on the wednesday afternoon of trust council just letting you to know letting you know that

[1:02:22] Voice 2: Mayor Mrakas, That somewhere in the three to five slot so it'll be a good full day on the on the Wednesday but that's where it's a suggested to go and with that I turn it back to you, Mr chair for any questions or amendments or where you want to go with this.

[1:02:40] Trustee Middleton (probable): Mayor Mrakas, Thank you very much, so has a pillow.

[1:02:43] Trustee Middleton (probable): Mayor Mrakas, I see trustee Ireland your hand up for a comment.

[1:02:47] Trustee Allen: um yeah as soon as as soon as i see breakout session i'm just not

[1:02:51] Trustee Allen: i'm not i don't think breakout sessions are necessarily very successful i'd like to see

[1:02:59] Trustee Allen: that you know everybody can see us all discussing it at the table at the same time um i know it can

[1:03:04] Trustee Allen: be probably challenging in terms of having everybody share their comments and not talk

[1:03:09] Trustee Allen: too much but um yeah i just don't because if we're you know breakout sessions we're not it's like

[1:03:14] Trustee Allen: getting it sitting at the wrong table the person you don't want to have dinner with and um you're

[1:03:18] Trustee Allen: stuck there and uh i just think it would be better to have all of us have a vigorous robust

[1:03:23] Trustee Allen: conversation all together at the table thank

[1:03:27] Trustee Middleton (probable): you trustee allen trustee long race yeah i'm generally

[1:03:31] Voice 3: in favor of uh the the approach here providing for more time for discussion having some webinars and

[1:03:38] Voice 3: maybe some uh rookie class you know some smaller sessions like that uh so the only comment i have

[1:03:44] Voice 3: really about this is under section three the second bullet and just

[1:03:48] Voice 3: what it's actually saying

[1:03:49] Voice 3: where it says subsequently a number

[1:03:52] Voice 3: of trustees still understanding the material do not abide by

[1:03:56] Voice 3: the orientation materials in conducting their work over the term calling it to question the

[1:04:01] Voice 3: effectiveness of orientation training i'm not sure exactly what's can we

[1:04:05] Trustee Middleton (probable): saying so trust me

[1:04:06] Trustee Middleton (probable): because they

[1:04:07] Voice 3: understand it but they're not abiding by it and i'm just not sure what the intent is

[1:04:11] Voice 3: So

[1:04:11] Trustee Middleton (probable): we will come to that comment most certainly. I think what's happened is you've jumped an agenda item. That might be my fault for the poor introduction to the topic, but you're talking now about the orientation program for the new Trust Council, and that was a very valid comment that we don't want to lose.

[1:04:27] Trustee Middleton (probable): We're on the 7.2, which is the session at Trust Council, where people get a chance to more generally respond or give feedback to the governance review, being felt that there's not really been an opportunity for that to happen.

[1:04:44] Trustee Middleton (probable): And so it's page 25.

[1:04:50] Trustee Middleton (probable): So I don't want to lose that comment from the next section, because that's very, very important.

[1:04:55] Trustee Middleton (probable): So we'll definitely come back to that.

[1:04:57] Trustee Middleton (probable): but is there any comment that you would like to make about the session the governance session at

[1:05:02] Trustee Middleton (probable): council we can come back to you of course but i um so we'll definitely return to your comment in

[1:05:10] Trustee Middleton (probable): the in the business section of the the meeting uh trustee stamford please uh

[1:05:16] Trustee Stamford: yes i'm in support of

[1:05:18] Trustee Stamford: the the structure here in general i find that um we can have there is an opportunity for full

[1:05:26] Trustee Stamford: full council discussion. But I find in breakout sessions, people that don't usually speak

[1:05:33] Trustee Stamford: to a group of 26 are more comfortable to speak within a smaller group. So I do see the value in

[1:05:40] Trustee Stamford: having both ways of speaking provides a more robust discussion.

[1:05:48] Trustee Middleton (probable): Thank you. Vice Chair Patrick?

[1:05:54] Trustee Patrick: Yeah, no, I support it too. I think the one piece that might be missing is the reporting out piece, because that's the bringing in the glue back together again. I think the rich conversations do occur in the smaller groups, but I think having a brief report back out gives the other, you know, because there may be differences between the groups, and I think it would be a rich, you know, sharing.

[1:06:18] Trustee Patrick: The one comment I have is more on the first, the 45 minutes. And I think that that's going to take, I don't think we have to work out the details of that in this document, but I think there needs to be a careful consideration and perhaps we should give some feedback to who is going to facilitate that conversation.

[1:06:36] Trustee Patrick: conversation because i think you know there's no there's no value in in but there's a risk

[1:06:43] Trustee Patrick: that the conversation could descend in the you know how the review came about

[1:06:47] Trustee Patrick: any bad feelings or thoughts that are um you know that exist uh of that and um

[1:06:55] Trustee Patrick: i i you know that that's not going to help us improve our governance um i think we've

[1:07:02] Trustee Patrick: acknowledged those feelings uh before um so i think there needs to be some careful facilitation

[1:07:08] Trustee Patrick: as to what that conversation and i think it needs to be steered in a very positive direction

[1:07:13] Trustee Patrick: this is the report we have in hand and how um you know how it can be used moving forward or

[1:07:21] Trustee Patrick: you know i don't know i'd like to have some conversation around that conversation so that

[1:07:25] Trustee Patrick: we give some clear guidance to the facilitator to you know keep this in a uh you know a very

[1:07:31] Trustee Patrick: Mayor Mrakas, Thank you

[1:07:34] Trustee Middleton (probable): i'm not sure that the order people raise their hands and so apologies, if this is out of order, but i'll start with the trustee Stanford and trustee Allen and then peterson so trustee Stanford please.

[1:07:45] Trustee Middleton (probable): Councillor

[1:07:45] Trustee Stamford: Wendy Gaertner- I have spoken to this before, so why don't I let the other trustees speak ahead of me, and I can respond.

[1:07:50] Trustee Middleton (probable): Mayor Mrakas, Okay, thank Thank you trustee Allen, please, if you would like to proceed.

[1:07:54] Trustee Middleton (probable): see yes

[1:07:59] Trustee Allen: i've spoken before as well no i just want to follow up with what um trustee patrick says

[1:08:03] Trustee Allen: that yeah it's there's what's missing is you know after that breakout sessions are we going to all

[1:08:09] Trustee Allen: discuss it around the table afterwards or something that that seems to be missing there and and just

[1:08:13] Trustee Allen: just to say that the word governance actually comes from the greek word kubernan which means

[1:08:18] Trustee Allen: to steer laura patrick i thought you might like that one you like those sort of things okay that's

[1:08:24] Trustee Allen: all thank you thank

[1:08:26] Trustee Middleton (probable): you trustee allen trustee peterson before we return to trustee stamford

[1:08:32] Voice 6: yeah thank you chair um yeah following up what uh trustee allen and trustee patrick said there

[1:08:38] Voice 6: i actually i really like the idea of a uh at least a uh a bit of discussion as a possibility after

[1:08:49] Voice 6: the breakout sessions so that the ideas are not just reported back but that there's a little bit

[1:08:55] Voice 6: of opportunity to discuss what comes out of those sessions so i think if we're if we're looking for

[1:09:01] Voice 6: what's um going to help generate the the you know the best information for the governance council

[1:09:10] Voice 6: that i'd be in support of uh at least uh doesn't have to be a full 45 minutes again or anything

[1:09:16] Voice 6: but at least a bit of a a discussion period after the report back i see russ cringing

[1:09:27] Trustee Middleton (probable): yes ceo hudson brother no problem no

[1:09:31] Voice 2: problem um what we don't have the ability to do is to

[1:09:34] Voice 2: hire some facilitator in the short term or come up with a complex uh triaged um sequenced

[1:09:42] Voice 2: conversation that the request was hey i need some air time to talk about this um presumably to say

[1:09:48] Voice 2: wow there's great things in this report there's also some things that i don't like or aren't

[1:09:53] Voice 2: are missing or um you know here governance committees you go forward think about this

[1:09:58] Voice 2: i think it's that type of scenario um and the reason i think that is that i've got a very

[1:10:06] Voice 2: short window to to develop a very sophisticated approach here um so what i take away is let's do

[1:10:14] Voice 2: the first 45 minutes or an hour we'll we'll kind of ask ec for two a two hour block um we'll do the

[1:10:22] Voice 2: the first 45 minutes, we'll build in a half an hour at the end, you go off for half an

[1:10:28] Voice 2: hour to 45 minutes in breakout groups to pull out the key points, and then we'll have a

[1:10:33] Voice 2: report back for half an hour and discussion. That can be easily amended if that sounds

[1:10:38] Voice 2: good to everybody. And

[1:10:42] Voice 2: in the absence of that, not in the absence, just to conclude, it's

[1:10:46] Voice 2: the Chair of Trust Council who will start this conversation off, so he would be the

[1:10:52] Voice 2: one that you may want to pass some notes or thoughts to around how to manage this conversation

[1:10:57] Voice 2: and then the senior staff would be the people sitting in each of the breakout rooms just

[1:11:02] Voice 2: recording um your key points and then reporting back to the group and then the trustees would

[1:11:07] Voice 2: then take over the conversation to conclude it thanks

[1:11:10] Trustee Middleton (probable): thank you and uh so finally trustee

[1:11:14] Trustee Middleton (probable): stamford your the comment to you uh

[1:11:17] Trustee Stamford: yeah i'm just wondering what the thought is is to uh switch them

[1:11:20] Trustee Stamford: them around and have the breakout groups first and provide um a few questions to consider not

[1:11:29] Trustee Stamford: necessarily you must answer these but if the discussion is is fading out or going off kilter

[1:11:36] Trustee Stamford: a little bit that we provide a bit of a framework and then have the um after the the speak out from

[1:11:46] Trustee Stamford: each group then have more of an overall discussion it's just a thought i'm i'm easy either way but um

[1:11:55] Trustee Stamford: having some kind of parameters often helps move the conversation rather than getting

[1:12:00] Trustee Stamford: lost in the weeds thank

[1:12:02] Trustee Middleton (probable): you uh trustee sanford i saw a thumbs up from our ceo certainly do that

[1:12:07] Trustee Middleton (probable): sir if the committee thinks it's best yeah it sounds sounds like a positive idea to myself

[1:12:16] Trustee Middleton (probable): myself in turn, the idea being that I think from my understanding of the session is as

[1:12:20] Trustee Middleton (probable): our CEO pointed out is a chance for people to honestly respond or give an honest response

[1:12:26] Trustee Middleton (probable): to their view of the recommendations in the report. And as our CEO said, talk about what

[1:12:34] Trustee Middleton (probable): was strong or what they felt was missed. So if there could be some guidance in breakout

[1:12:39] Trustee Middleton (probable): sessions to kind of do that work in the initial discussion to then that makes sense to me

[1:12:46] Trustee Middleton (probable): any any any objection should I say to that and if so that I think we have our

[1:12:53] Trustee Middleton (probable): format there then would initially and then the broader discussion for the the

[1:12:59] Trustee Middleton (probable): long the bulk of the time afterwards I'm assuming we don't need a motion to that

[1:13:06] Trustee Middleton (probable): effect that's no

[1:13:07] Voice 2: I can take that direction if it is indeed the direction

[1:13:10] Voice 2: of the committee Tristan

[1:13:12] Trustee Middleton (probable): Peterson oh sorry sale any last words you have

[1:13:16] Trustee Middleton (probable): there yeah

[1:13:16] Voice 6: just uh one further thought on that um and that is uh if we're contemplating a

[1:13:26] Voice 6: breakout session first then followed by a general discussion um does the committee want to give some

[1:13:35] Voice 6: suggestion about um either topics for breakout session or any of that i'm just

[1:13:43] Voice 6: Mayor Mrakas, You know, are we content to leave this to the to the Chair, or do we want

[1:13:49] Voice 6: to give some suggestions about what those breakout groups might look like, or what the

[1:13:54] Voice 6: questions.

[1:13:56] Voice 6: Mayor Mrakas, That

[1:13:56] Trustee Middleton (probable): may be raised just thinking sure thanks trustee Houston and trustee longer

[1:14:02] Trustee Middleton (probable): so comment.

[1:14:03] Trustee Middleton (probable): Mayor

[1:14:03] Voice 3: Mrakas, yeah I actually in support of a trustee Stanford suggested and restructuring

[1:14:07] Voice 3: during the breakout sessions first and then having a general discussion.

[1:14:11] Voice 3: question.

[1:14:13] Trustee Middleton (probable): And Vice Chair Patrick?

[1:14:16] Trustee Patrick: Yeah, no, I just follow up on what Case just said. I think

[1:14:19] Trustee Patrick: just a quick brainstorming amongst ourselves of what would be those questions that would be posed,

[1:14:24] Trustee Patrick: I think would be helpful to staff.

[1:14:27] Trustee Middleton (probable): Confirmed. Excellent. We nominate Vice Chair Patrick to

[1:14:33] Trustee Middleton (probable): kick off the questions for consideration.

[1:14:37] Trustee Patrick: Oh, okay. Well, no preparation. I have no notes in

[1:14:41] Trustee Patrick: front of me um off the top of my head the items that i think would be of most interest would be

[1:14:48] Trustee Patrick: yes what what are the what would be a priority recommendation um perhaps there's a

[1:14:56] Trustee Patrick: a question about okay is there you know clarity to that what what the um what the action

[1:15:05] Trustee Patrick: or actions that may be needed on you know a recommendation says something but you know maybe

[1:15:10] Trustee Patrick: there's some clarity that needs to be gained but maybe that's not good for this time um i do like

[1:15:18] Trustee Patrick: um you know what's missing um you know i think there's a you know what's missing

[1:15:25] Trustee Patrick: question so i'll start with those and see how it goes yeah

[1:15:31] Trustee Middleton (probable): so i i that was i heard one that

[1:15:33] Trustee Middleton (probable): was i thought good just to amplify that of the recommendations are there any where the

[1:15:38] Trustee Middleton (probable): implementation is unclear or more information is required and what would that information be

[1:15:43] Trustee Middleton (probable): that's a good question i think um uh trustee stanford um

[1:15:49] Trustee Stamford: this is a a big question

[1:15:53] Trustee Stamford: but there is a statement that's being used over and over and over again um is we are not meeting

[1:16:00] Trustee Stamford: the standards of good governance or words to that effect it's right up at the beginning of

[1:16:04] Trustee Stamford: the report which everybody jumped on and was never really considered and i would like i'd be

[1:16:12] Trustee Stamford: interested to see if people agree with that or disagree with it and why actually more importantly

[1:16:16] Trustee Stamford: why um we could leave that out because i know it's a hot button one but it it's really been the crux

[1:16:25] Trustee Stamford: of of so much back and forth was that one statement yeah

[1:16:33] Trustee Middleton (probable): i would suggest i mean i think

[1:16:35] Trustee Middleton (probable): that it's important to address what i think you have pointed out previously trustee stanford is

[1:16:41] Trustee Middleton (probable): a real issue in the front of some some trustees minds so i would suggest yeah that that should

[1:16:46] Trustee Middleton (probable): be out there to to make this the best session it could be um trustee allen yeah

[1:16:56] Trustee Allen: i'd like to see um

[1:16:57] Trustee Allen: about relationship building with other agencies and of course the province and uh see what

[1:17:03] Trustee Allen: trustees feel you know suggest what how we can do that how we can whether we need to bring you know

[1:17:10] Trustee Allen: roots to our table or whether we have to go get more advocacy with the provincial government etc

[1:17:15] Trustee Allen: etc but i really want to have that question about the province of course and all the other agencies

[1:17:23] Trustee Allen: that we're supposed to be working in cooperation with we don't seem to be um

[1:17:28] Trustee Middleton (probable): but thank you trustee

[1:17:31] Trustee Middleton (probable): Might I clarify to say that the question is even how much of the governance recommendations are something internal to the trust and trust counsel in the view of trustees and how much is really on the shoulders of other governing bodies or senior government, something like that, I think is what you're getting at, which is a good point.

[1:17:58] Trustee Allen: Mayor Mrakas, You know i'm sort of also you know, in terms of our advocacy that as well it's like we're doing things that we shouldn't be doing, and we have to really look at that and devote our energies to things that we actually can do that are in our toolbox so that's sort of a big umbrella yeah yeah.

[1:18:16] Trustee Middleton (probable): Mayor Mrakas, trustee peterson.

[1:18:17] Trustee Middleton (probable): Yeah,

[1:18:19] Voice 6: I just want to discuss a little bit what you brought up, because there are things

[1:18:27] Voice 6: in the report that are not doable by Trust Council itself.

[1:18:35] Voice 6: And I think it's important, at the very least, in fact, I think this sort of speaks to the

[1:18:44] Voice 6: the letter from the chair to the next committee because that's an area that I think needs

[1:18:49] Voice 6: to be identified within the committee going forward. Perhaps we can have a little bit

[1:18:58] Voice 6: of information on that because what we can't do, what we need the province to change, we

[1:19:07] Voice 6: only ask the province to change as you're in camera anyway no

[1:19:13] Trustee Middleton (probable): fair enough uh uh thank you uh

[1:19:16] Trustee Middleton (probable): trustee stanford yeah

[1:19:18] Trustee Stamford: following along that what i plan to do as an individual trustee is to list

[1:19:24] Trustee Stamford: go through that um the recommendations go through the report and list what i think are is doable

[1:19:30] Trustee Stamford: what's not doable and and what is missing and frame it so that I'm

[1:19:37] Trustee Stamford: comfortable in in my discussions along though that sort of framework okay yeah

[1:19:46] Trustee Middleton (probable): thank you vice-chair Patrick yeah

[1:19:49] Trustee Patrick: I was just gonna thank you and I think you I

[1:19:52] Trustee Patrick: think you kind of summarized the three points fairly well I think there should

[1:19:57] Trustee Patrick: should be three i'm a power of three is uh to me uh makes sense um and then it can be you know

[1:20:04] Trustee Patrick: instructed to be sort of that homework so people do come in prepared um because this is a short

[1:20:11] Trustee Patrick: period we're not gonna you know from um you know i hear you trustee allen on on your concern that

[1:20:18] Trustee Patrick: that that itself is a topic that needs probably a whole day of deep dive into so you know this is

[1:20:24] Trustee Patrick: this is high level you know input and you know the next committee is likely going to be requiring a

[1:20:30] Trustee Patrick: whole bunch more input on whatever the priorities end up being so

[1:20:35] Voice 2: what were those three things just

[1:20:36] Voice 2: as i'm scribbling away and we're into our eighth question um uh could i get that synthesis again

[1:20:45] Voice 2: and that could be an overall suggestion to trustees i've just got till two o'clock this

[1:20:49] Voice 2: afternoon to amend this and and get this into a format so that would be if

[1:20:55] Trustee Stamford: if you were talking

[1:20:56] Trustee Stamford: about my three yes it was i went went through the recommendations and the report and say

[1:21:02] Trustee Stamford: what i think personally is doable what is not doable as a trust council and then what is missing

[1:21:12] Trustee Middleton (probable): okay i think there's uh there's quite a bulk of suggestion there for our ceo to to whittle down

[1:21:22] Trustee Middleton (probable): only think um okay

[1:21:24] Voice 2: so should i offer my apologies early because i'll i'll try and call this into

[1:21:30] Voice 2: probably three considerations um and that would be about i think that's about all we can expect

[1:21:37] Voice 2: trustees to do at this stage um so it's asking that first question um asking them what um what

[1:21:44] Voice 2: are some priorities and what uh what is more information that's needed in the implementation

[1:21:52] Voice 2: Mayor Mrakas, You know so i'm thinking of those three as conversation starters for the group does that seem

[1:21:58] Trustee Middleton (probable): reasonable yeah I think it does trustee language so final comment yeah

[1:22:04] Voice 3: just a question for trustee Stanford when you say not doable do you mean not doable at all they're not doable within the current legislative framework is one to clarify that point yeah

[1:22:16] Trustee Stamford: I think this is where people have to come with their individual understanding of how the report was written.

[1:22:22] Trustee Stamford: that i would be coming to well i don't think we have the authority to do this um and whether or

[1:22:29] Trustee Stamford: not it'd be nice if we could or no that's a terrible idea so that would be my own um

[1:22:34] Trustee Stamford: interpretation of how i would do it that

[1:22:37] Voice 3: makes sense to me thanks

[1:22:39] Voice 2: yeah yeah mr chair yes sir

[1:22:42] Voice 2: well i do think a critical component here is trustees critical analysis of the of the report

[1:22:48] Voice 2: And for them to go, you know, the consultants did a good job, some of this is doable, some of it they just don't know the specifics associated with the swimming pool that we're all in.

[1:23:02] Voice 2: So those aren't readily doable items, those need to be divined some way, and this is a process whereby it's going to allow the committee to focus on the things that are.

[1:23:14] Voice 2: um so i think this is some version of some critical analysis or or analysis by the trustees

[1:23:20] Voice 2: as a whole

[1:23:21] Trustee Middleton (probable): thank you thank you i think that was certainly the intention um for when trustee

[1:23:27] Trustee Middleton (probable): sanford brought this forward and i think that would be useful absolutely and trustee peterson

[1:23:32] Trustee Middleton (probable): did you have a comment uh

[1:23:34] Voice 6: just a thought here and um when we talk about asking trustees to do

[1:23:39] Voice 6: some critical analysis i wonder if um uh if chair middleton uh sending out a uh missive to trustees

[1:23:51] Voice 6: you know basically sort of saying that this is we're planning to do this session and um you know

[1:23:58] Voice 6: if you if you if you would like to put your mind to this before uh trust council that that uh that

[1:24:04] Voice 6: might be appropriate just

[1:24:06] Trustee Middleton (probable): my thought yeah sure thank you no i'd i'd be happy to do that uh just

[1:24:11] Trustee Middleton (probable): in support of obviously ceo hudson pell is going to draft the the the details of the session in

[1:24:17] Trustee Middleton (probable): the agenda package but i'd be happy to reinforce the message and direct people's attention to it

[1:24:23] Trustee Middleton (probable): prior to the uh prior to the council meeting if that's uh amenable an amenable suggestion

[1:24:33] Trustee Middleton (probable): I've seen odds, so yeah, I'm happy to do that.

[1:24:38] Trustee Middleton (probable): Just an overall thought here, we're down to about 35 minutes left in our meeting.

[1:24:46] Trustee Middleton (probable): We've obviously been through some important items and we've had a good discussion, which

[1:24:50] Trustee Middleton (probable): is great.

[1:24:53] Trustee Middleton (probable): My suspicion is we'll want to have some discussion about the late item.

[1:24:57] Trustee Middleton (probable): um i think we probably can conclude 7.2 now which is uh the uh the session at trust council

[1:25:09] Trustee Middleton (probable): are you comfortable ceo if we move on yes sir

[1:25:13] Trustee Middleton (probable): um and i i my suggestion here is i notwithstanding

[1:25:18] Trustee Middleton (probable): the excellent work that our ceo has done on this um report um that we kind of speak to high level

[1:25:24] Trustee Middleton (probable): points in the orientation program for new Trust Council obviously this is an

[1:25:29] Trustee Middleton (probable): item that's a bigger item than just will be treated at the our upcoming Council

[1:25:33] Trustee Middleton (probable): meeting and so it's kind of a work in progress and that we basically receive

[1:25:38] Trustee Middleton (probable): that rip report but we don't spend a lot of time directing other than the the

[1:25:46] Trustee Middleton (probable): the things that I think you picked up on trustee long rice that you want to speak

[1:25:50] Trustee Middleton (probable): to so that'd be my suggestion is that we just try to be a little brief on 8.1

[1:25:54] Trustee Middleton (probable): you know if the conversation explodes then by all means but but otherwise um 8.1 uh i'll just open

[1:26:01] Trustee Middleton (probable): that up maybe for some comment from our ceo by in tradition author speaking to their work yeah

[1:26:09] Voice 2: it's obvious that we're going to be undertaking some orientation i will point out it is very

[1:26:13] Voice 2: challenging to orient 26 people to a common set of understandings in a very short time frame

[1:26:20] Voice 2: I can tell you that because I've lived it. But other local government type organizations and organizations like us are all frantically pulling together their orientation materials, getting ready for the coming year.

[1:26:33] Voice 2: We're no different. So we're doing this now and trying to do this in an open hearted manner.

[1:26:39] Voice 2: This is EC's responsibility to make sure that there's a program in place.

[1:26:43] Voice 2: Mayor Mrakas, This was just a brief analysis of what worked but didn't to give EC some context around the orientation last time we tried to build in some of the critique from the governance review committee process and really the meat of this is the last few bits for the new key elements of the upcoming orientation, try and do things a little bit differently.

[1:27:06] Voice 2: Mayor Mrakas, What would those things be we're going to reimagine that starter kit you got we're going to rename it.

[1:27:13] Voice 2: make it simpler, a better reference document. I have gone out to all trustees asking for their

[1:27:19] Voice 2: recommendations for changes to orientation and we'll try and build those responses in.

[1:27:26] Voice 2: We've always said let's train everyone together but maybe it's not realistic to have a 20-year

[1:27:33] Voice 2: trustee sitting beside someone who's brand new having to go through the basics of a land use

[1:27:38] Voice 2: by law we might accelerate some of the new people by giving them a session or two to get them up to

[1:27:43] Voice 2: sea to speed so we'll contemplate that we now have the ability to use um electronic training so we

[1:27:50] Voice 2: could do some sessions with land use planners for um everybody without bringing everyone together

[1:27:57] Voice 2: so we could maybe off board from a meeting like a live meeting we could do some training

[1:28:02] Voice 2: remaining electronically and then just to focus the conversation a little bit more

[1:28:08] Voice 2: and you'll see it on 27 and 28 that is governance so I'm going to be in the ironic I'm going to be

[1:28:16] Voice 2: speaking to governance at the islands trust from an administrator's perspective and for those of

[1:28:23] Voice 2: you who are returning and those and the and the trustees who are taking on the mantle of

[1:28:28] Voice 2: governance at the committee level here, you know, how to harmonize that as we go forward into

[1:28:34] Voice 2: orientation. I'll obviously be referring to the governance committee review, but also talking

[1:28:40] Voice 2: about just some core principles that any local government agency would be adopting, how to work

[1:28:44] Voice 2: with staff and so forth. We would then have training on First Nations and reconciliation,

[1:28:50] Voice 2: and you'll see D, E, F, G, and H, that those are just must-haves. I will point out that orientation

[1:28:56] Voice 2: Orientation is really around procedures and practices.

[1:29:00] Voice 2: It's not about content, meaning we don't engage on the environment.

[1:29:07] Voice 2: We don't engage, other than the reconciliation, which I would say we are developing processes

[1:29:13] Voice 2: and procedures associated with First Nations and reconciliation.

[1:29:16] Voice 2: We don't delve into issue-based material.

[1:29:21] Voice 2: We have very short periods of time.

[1:29:22] Voice 2: It's about how to be a functional trustee, how to be a functional LTC, how the staff can do the best it can to support you, and then ultimately how do we work as a trust council.

[1:29:33] Voice 2: And then we end. So that's going to be the first session. We're going to try and make it a little airier.

[1:29:40] Voice 2: There was joy at the first meeting of this council.

[1:29:45] Voice 2: At the end, everyone was getting to know each other, but ultimately it filtered back that it was too much information at one time.

[1:29:53] Voice 2: at too many sessions and maybe we felt good because we got all the information out but

[1:29:58] Voice 2: ultimately it didn't get

[1:30:00] Voice 2: into practice the way um maybe we would want to and that came out during the governance session

[1:30:05] Voice 2: you'll recall um trustees made some trustees made the comment that they don't recall ever having

[1:30:11] Voice 2: being oriented and that that was publicly said by the con the consultant um which i found as

[1:30:17] Voice 2: a surprising comment we want to avoid that comment um after this upcoming orientation believe me

[1:30:25] Voice 2: so um there that's what it is um if there's some specific things that you as a body want

[1:30:31] Voice 2: me to focus on you feel free to contact me and as we're building these sessions

[1:30:37] Voice 2: initially we won't be going to a consultant-led model um except for ec and the council committee

[1:30:46] Voice 2: chairs we would bring someone in just to assist in developing meeting protocols and how to run

[1:30:52] Voice 2: a meeting and that kind of stuff and we tend to bring in a consultant if you want to bring in

[1:30:56] Voice 2: if you're thinking there's a recommendation to bring in a consultant for some means

[1:31:00] Voice 2: some element of training here we can certainly look at that and try and budget for it

[1:31:07] Voice 2: it's a lot to take on but ec wanted you to have a copy of this this has already been received

[1:31:13] Voice 2: by ec they've referred it to you and you asked to talk about orientation generally so that's

[1:31:17] Voice 2: about it

[1:31:18] Trustee Middleton (probable): sir thank you very much for that overview that is very comprehensive i appreciate it and um

[1:31:23] Trustee Middleton (probable): maybe before we go to trustee allen trustee language your comment from earlier if you

[1:31:29] Trustee Middleton (probable): that was a good spot to jump in with that

[1:31:31] Voice 3: yeah i just that just sort of struck me that one bullet

[1:31:35] Voice 3: or what it's what i'm not sure what it's implying that it seems to be saying that trustees

[1:31:41] Voice 3: understood the material but then chose not to abide by the materials and then call into question

[1:31:47] Voice 3: and the effectiveness and sort of like i can and intended in they intended to do that um is that

[1:31:54] Voice 3: the is that your impression uh

[1:31:57] Voice 2: these are my notes yeah um you know i think what i meant there is

[1:32:02] Voice 2: understanding the material at the end of those sessions meaning we'd go through the questions

[1:32:07] Voice 2: we had the training it seemed there was general understanding but then there were numerous

[1:32:13] Voice 2: Numerous examples that would not have aligned with how orientation, rules around public meetings, rules around open meetings, conflict and bias.

[1:32:25] Voice 2: Like any organization, there are examples where you could say, if those things are happening, that was not effective enough orientation.

[1:32:35] Voice 3: Retention is what you're talking about then.

[1:32:37] Voice 3: retention

[1:32:38] Voice 2: and application and and um when uh there was a lot of mitigative work by staff over this

[1:32:48] Voice 2: term with various trustees around trying to reinforce these principles um we don't have a

[1:32:55] Voice 2: backstop mechanism at the islands trust to bring those things back to trust council in some way

[1:33:00] Voice 2: um i do think over the term it's a good idea would be to annually revisit

[1:33:08] Voice 2: um some of these core principles and just do a brief retraining um but i take your point if the

[1:33:14] Voice 2: wording's a little um confusing i i have the opportunity between now and then as we forward

[1:33:19] Voice 2: it to trust council to clarify okay

[1:33:21] Voice 3: otherwise i'm fine with what was put out some of the ideas that

[1:33:24] Voice 3: you're suggesting so thank

[1:33:27] Trustee Middleton (probable): you sir thank you uh trustee allen please thank

[1:33:31] Trustee Allen: you chair yeah i forgot

[1:33:32] Trustee Allen: to email you uh russ but um i'd like to see something like a robert's rules of order um

[1:33:39] Trustee Allen: an actual workshop where actually people actually have to participate and pretending they're doing

[1:33:44] Trustee Allen: a vote and uh even crafting motions would be really good to know um i felt i would have really

[1:33:50] Voice 8: like

[1:33:51] Trustee Allen: to that way back when and um yeah

[1:33:53] Voice 8: yeah

[1:33:54] Trustee Allen: but actually have an actual session where you're

[1:33:56] Trustee Allen: actually doing not just listening to somebody talk about robert's rules of order but actually

[1:34:00] Trustee Allen: doing a little workshop on it i think that would be really helpful to especially new trustees

[1:34:05] Voice 2: do you

[1:34:05] Trustee Allen: think it would

[1:34:06] Voice 2: work for online or do you think it would be best if it was

[1:34:11] Voice 2: actually at trust council with all 26 trustees i

[1:34:15] Trustee Allen: think it would work with all trustees frankly

[1:34:17] Trustee Allen: because then you're actually getting the actual you know they're in the council this is where

[1:34:21] Trustee Allen: it's happening so yeah

[1:34:23] Voice 2: it's like okay okay i'll certainly build it thank you uh

[1:34:29] Trustee Middleton (probable): thank you trustee

[1:34:31] Trustee Middleton (probable): i'm trustee stamford i'm

[1:34:36] Trustee Stamford: sorry uh yes back to uh trustee langry's point um i do think that

[1:34:45] Trustee Stamford: statement is what it says that um you know i did see um several behaviors where people

[1:34:54] Trustee Stamford: were supposed to know what the rules were. The rules were sort of laid out, the principles I

[1:35:00] Trustee Stamford: should say rather than rules. And they moved ahead anyway in their own way. That is a function of

[1:35:09] Trustee Stamford: one of the deficiencies potentially in local government as a whole is that inability to

[1:35:14] Trustee Stamford: hold people to account. And I'm not sure if it's worth part of the discussion at all in

[1:35:22] Trustee Stamford: in in the um orientation but maybe as part of the discussion as the governance committee

[1:35:27] Trustee Stamford: is is how do you hold uh individual members to account when um the principals are not there

[1:35:36] Trustee Stamford: in their in their um overall leadership behavior so thank

[1:35:44] Trustee Middleton (probable): you yeah it's i mean that's a big big

[1:35:47] Trustee Middleton (probable): topic of course and i think i uh down the road my my vision would be that in fact code of conduct

[1:35:54] Trustee Middleton (probable): matters and such are the purview of the governance committee that that's exactly where that type of

[1:35:59] Trustee Middleton (probable): work takes place um we're not there yet we don't have that in our terms of reference uh and that's

[1:36:04] Trustee Middleton (probable): i think by design so that we don't get you know overwhelmed by what what but i mean your points

[1:36:12] Trustee Middleton (probable): are valid and that's exactly what i would consider a mature governance committee to be addressing

[1:36:18] Trustee Middleton (probable): discussing how, you know, you put out a couple of suggestions there for the orientation and

[1:36:25] Trustee Middleton (probable): that sounds, I think that sounds fair and that's probably all we as a governance committee can do

[1:36:30] Trustee Middleton (probable): at this point in that regard.

[1:36:32] Trustee Stamford: Yeah, I actually wouldn't suggest it does go in the orientation

[1:36:36] Trustee Stamford: specifically, but to recognize that like so many other issues we're dealing with, it's not just a

[1:36:42] Trustee Stamford: function of the Islands Trust, it's a function of local governments and everyone's trying to

[1:36:48] Trustee Stamford: to work through better solutions thank

[1:36:52] Trustee Middleton (probable): you yeah um any any other comments on the orientation package

[1:36:57] Trustee Middleton (probable): for the time uh being there's a there's the there will be a chance obviously to give feedback at

[1:37:03] Trustee Middleton (probable): Council um I'd like if we could to to move on not minimizing the importance of the work but just

[1:37:09] Trustee Middleton (probable): knowing we've just got a little bit of time left is that all right if we were to move on all right

[1:37:16] Trustee Middleton (probable): Thank you. So we're now at 8.2, which is basically a discussion around strategic planning processes, and obviously we're only going to be able to have a brief discussion here, but I think the idea was to highlight what I know some members feel are probably the area where the committee could bear most fruit for the trust in its initial work, and that's around the topic of strategic planning.

[1:37:44] Trustee Middleton (probable): And I know, Vice Chair Patrick, you've made comments to that.

[1:37:48] Trustee Middleton (probable): And I'm going to nominate you again to be the first speaker here, if you don't mind.

[1:37:53] Trustee Patrick: Oh, boy.

[1:37:56] Trustee Patrick: Yeah, no, I think this is, and I believe, I think our CAO really did strive to push us.

[1:38:04] Trustee Patrick: You know, I think this first term was an attempt to start to really get that focus.

[1:38:08] Trustee Patrick: And I think the attempt is we can go further.

[1:38:10] Trustee Patrick: um i know i'm a big advocate of how do we you know and i think it'll go a long way to helping

[1:38:15] Trustee Patrick: us as an organization is to build the the local trust committee projects into the strategic

[1:38:21] Trustee Patrick: planning conversation as well because it makes a nice complete plan and we have those uh conversations

[1:38:28] Trustee Patrick: um and um i look at you know i know municipal councils are very different but almost all of

[1:38:36] Trustee Patrick: of them use a retreat system to do a deep dive into the strategic planning process and I think

[1:38:43] Trustee Patrick: that's an opportunity that I'd like to hear some feedback on from the others is that something that

[1:38:47] Trustee Patrick: would work for trust council I see some benefits being that you know one that get to know your part

[1:38:53] Trustee Patrick: if you really dive into it and that it is the strategic plan is that important that you know

[1:39:00] Trustee Patrick: it warrants you know some whether it's two days three days I don't know how much time but

[1:39:06] Trustee Patrick: we you know we really devote serious discussion to the strategic plan you know

[1:39:14] Trustee Middleton (probable): thank you

[1:39:16] Trustee Middleton (probable): major patrick um and trustee peterson yes your hand is up please sir yeah

[1:39:23] Voice 6: thank you chair um

[1:39:24] Voice 6: yeah i would just add uh in terms of trustee orientation i i know for myself coming in as

[1:39:31] Voice 6: a new trustee the strategic planning process um was uh very difficult to grasp uh

[1:39:39] Voice 6: initially um partly due to the somewhat sprawling nature of um just there's so much uh and this you

[1:39:48] Voice 6: know i i know the cao would like us to uh have a more um compact and uh strategic plan and and and

[1:40:00] Voice 6: i would say you know as i just wanted to comment you know as a new trustee um it would certainly

[1:40:05] Voice 6: Mayor Mrakas, I think it would certainly be helpful for new trustees if the strategic plan was a little less of a leviathan.

[1:40:15] Voice 6: Mayor Mrakas, So.

[1:40:16] Voice 6: Mayor Mrakas, And I would also just add that the.

[1:40:22] Voice 6: Mayor Mrakas, That understand, you know that getting to grips with what the point of strategic planning as early in the term is is also an important thing, thank you.

[1:40:35] Trustee Middleton (probable): Mayor Mrakas, Any other comment from.

[1:40:37] Trustee Middleton (probable): members um i think uh trustee stanford please i'm

[1:40:44] Trustee Stamford: sorry i don't usually talk this much obviously

[1:40:46] Trustee Stamford: um but i really agree with trustee patrick that if there is a way of doing the strategic plan

[1:40:53] Trustee Stamford: in more of a retreat style and and i think it would provide a whole variety of other benefits

[1:41:01] Trustee Stamford: as well not the least of which is that sort of cohesiveness that we we had time to develop in

[1:41:08] Trustee Stamford: previous terms but just didn't seem to get there this term for very obvious reasons so um yeah i i

[1:41:16] Trustee Stamford: think if there's a possibility of doing a risk retreat style i think that would be helpful

[1:41:21] Trustee Stamford: thank

[1:41:22] Trustee Middleton (probable): you uh trustee language and then our ceo

[1:41:25] Voice 3: yeah i agree with that idea as well

[1:41:28] Voice 3: one of the things that needs to be part of this whole thing though is what is actually doable

[1:41:33] Voice 3: given our resources and that's i think is i know that has been stated in the past when we

[1:41:39] Voice 3: just treat plant you know we're throwing everything into the pot and we just can't do it all and we

[1:41:45] Voice 3: overextend ourselves so that needs to be part of the dialogue i think as to and we need staff

[1:41:50] Voice 3: direction on that what is actually doable thank

[1:41:53] Trustee Middleton (probable): you um ceo hudson pillow please sir so

[1:41:57] Voice 2: what do i

[1:41:58] Voice 2: have about an hour hour and a half chair middleton yeah at least so uh thank you any thinking on this

[1:42:09] Voice 2: that's assistive is to a good end um it is terribly challenging coming up with a strategic

[1:42:17] Voice 2: direction for um 26 people who represent 30 000 people and more um who have different needs um

[1:42:25] Voice 2: So here's some of the challenges or opportunities we have.

[1:42:29] Voice 2: The new trust council will sit.

[1:42:31] Voice 2: They don't know each other.

[1:42:32] Voice 2: They don't have priorities they hold in common.

[1:42:35] Voice 2: And they've inherited the budget from last year.

[1:42:38] Voice 2: So they can't really come together until at least start having that conversation in March, maybe June.

[1:42:46] Voice 2: June. So they're inheriting a, but they're going to be passing a budget that doesn't

[1:42:50] Voice 2: have a strategic direction that they have yet, unless we take all of January and figure

[1:42:56] Voice 2: what that is. So as a consequence, strategic planning tends to happen in the first year

[1:43:02] Voice 2: of the term and get realized over years two, three, and four. I don't know how to break

[1:43:08] Voice 2: that cycle and maybe that's not a bad cycle. So that's just a built-in structural challenge

[1:43:16] Voice 2: that us, you know, people who meet once a week, local municipalities, they can accelerate this

[1:43:22] Voice 2: process, accelerate the get to know you part and accelerate the budgetary process a little bit.

[1:43:27] Voice 2: So that's one. The retreat's a great idea. I think there's some good advice in the governance

[1:43:33] Voice 2: review around nesting the strategic plan within a larger corporate plan or organizational plan

[1:43:39] Voice 2: plan and harmonizing with the budget. I don't agree with their analysis that our strategic

[1:43:46] Voice 2: plan is not a strategic plan. I think Trust Council did a lot of work going from the iteration

[1:43:51] Voice 2: that was 14-18 to the 18-22 and did have four or five areas of strategic direction and we

[1:44:01] Voice 2: went from 85 projects down to 40-45. I think that was generally progress in areas that

[1:44:06] Voice 2: were important to trustees. I think there's ample room to really move forward. I think you could get

[1:44:13] Voice 2: down to four or five strategic directions for the Islands Trust and with some commensurate

[1:44:20] Voice 2: projects underneath them and I look forward to getting your advice and the Governance

[1:44:26] Voice 2: Committee's advice and trustees' advice as we go forward and to really going exactly where

[1:44:30] Voice 2: we want to go. Whether or not we can do this in-house or you want some external help like

[1:44:35] Voice 2: we had last time is going to be a big question as we go forward so thanks for the time and thanks

[1:44:41] Voice 2: for um the particular and so the governance committee i'm looking forward to your support

[1:44:45] Voice 2: as we go forward with this thank

[1:44:48] Trustee Middleton (probable): you very much yeah i think just in terms of an overall comment

[1:44:53] Trustee Middleton (probable): um talking to some of the members this area is it it it's a huge area it's hugely complicated

[1:45:01] Trustee Middleton (probable): um it probably is something the governance committee could spend a full year on in terms

[1:45:09] Trustee Middleton (probable): of trying to come up with some um mechanisms and techniques where we don't i yeah i've used this

[1:45:17] Trustee Middleton (probable): word and it comes off negatively but we don't abdicate our leadership and then dump a huge

[1:45:22] Trustee Middleton (probable): complex problem on staff and then complain about the document that we get back because we say how

[1:45:27] Trustee Middleton (probable): do we act on this well the reason we don't know how to act on it is because we didn't exercise

[1:45:32] Trustee Middleton (probable): the leadership to direct it in the first place well how do we do that i mean that's a huge

[1:45:36] Trustee Middleton (probable): question and i think that will require careful work probably some outside expertise i'm thinking

[1:45:44] Trustee Middleton (probable): and this was gets now into recommendations for the next committee i i really do see this as being

[1:45:50] Trustee Middleton (probable): kind of the key area that that the committee should focus on particularly has the opportunity

[1:45:56] Trustee Middleton (probable): as our CEO just pointed out, in the timeframe of the organization, it would be valuable and

[1:46:01] Trustee Middleton (probable): helpful. So I'm glad it got on the agenda here. I know it's a huge topic. We can't

[1:46:08] Trustee Middleton (probable): meaningfully, quote unquote, solve the issue and probably never will. It's always going to be

[1:46:13] Trustee Middleton (probable): a work in progress, but I appreciate the time to just speak about it. Vice Chair Patrick,

[1:46:20] Trustee Middleton (probable): Patrick, comment, please.

[1:46:22] Trustee Patrick: Yeah, I think sort of leading on to what you were just talking about is I think this is

[1:46:29] Trustee Patrick: the place where we would get the most benefit from an investment, if you want to think of

[1:46:35] Trustee Patrick: it as in the facilitator or the help through this process.

[1:46:41] Trustee Patrick: I look here and Burnaby right over here, SFU and their WASC Center for Dialogue, we have

[1:46:49] Trustee Patrick: some of the leaders in the world for for these complex conversations right here on our doorstep

[1:46:56] Trustee Patrick: and they're expensive um but like i said i think this is an area that you know this is an iterative

[1:47:05] Trustee Patrick: process we're not going to get the strategic plan right at the beginning of this next term

[1:47:10] Trustee Patrick: but again it's moving in a direction um that's important and so like i said i think the advice

[1:47:16] Trustee Patrick: would be that this is a place to spend some money and get the right support and help at this point

[1:47:22] Trustee Patrick: in our development

[1:47:25] Trustee Middleton (probable): and did did you have a further comment ceo hudson pillow it's a year oh no sir

[1:47:32] Trustee Middleton (probable): no no okay just a

[1:47:34] Trustee Middleton (probable): vestigial hand up there unfortunately thank you um yeah i mean great

[1:47:38] Trustee Middleton (probable): discussion i mean obviously there's going to be a lot more about this but if i might just morph this

[1:47:44] Trustee Middleton (probable): into reverse order of our business with a I think we had 8.4 is the letter to

[1:47:49] Trustee Middleton (probable): the next committee because this is exactly I think the topic we're on right

[1:47:53] Trustee Middleton (probable): now director Marla said offered the opportunity to perhaps draft a letter I

[1:47:59] Trustee Middleton (probable): felt it would be a little presumptuous of me being that we hadn't yet had our

[1:48:03] Trustee Middleton (probable): second committee meeting to sort of speak for the committee so I just maybe

[1:48:08] Trustee Middleton (probable): want to put out there how what mechanism would you like to use if any to to

[1:48:13] Trustee Middleton (probable): to perhaps give some guidance or advice for the next governance committee I think we touched

[1:48:22] Trustee Middleton (probable): on it out of the session that we're going to be doing at trust council and in some ways

[1:48:27] Trustee Middleton (probable): perhaps the report out from that session will be direction to the next committee but just

[1:48:33] Trustee Middleton (probable): interested in your comments at this point if any trustee Peterson yeah

[1:48:46] Voice 6: as I understand

[1:48:48] Voice 6: that the you know letter from the chair to the to the incoming committee or

[1:48:52] Voice 6: chair of the committee is relatively new I think it's I think it's actually a good

[1:48:57] Voice 6: idea you know given what that this committee is so brand new I completely

[1:49:03] Voice 6: agree with your statements and in terms of process what has happened in at least

[1:49:12] Voice 6: regional planning committee and Trust Programs Committee is that there's been

[1:49:16] Voice 6: a there's been a draft and then um and then committee members have have uh made comments

[1:49:23] Voice 6: or suggestions uh you know generally items that they felt might be uh missing or need to be

[1:49:29] Voice 6: emphasized more but um perhaps if their if time allows we might go that route um

[1:49:40] Trustee Middleton (probable): trustee allen

[1:49:41] Trustee Middleton (probable): please yes

[1:49:43] Trustee Allen: thank you chair um actually i was very surprised uh when i saw the letter from

[1:49:48] Trustee Allen: the chair of morrison sort of kind of continuity letter and saying what we should carry on doing

[1:49:55] Trustee Allen: and not doing and i i actually wasn't that comfortable with that because you're gonna have a

[1:49:59] Trustee Allen: totally different new committee you're gonna have new members and stuff and um there might be a

[1:50:03] Trustee Allen: whole different direction so i have concerns regarding a letter from a chair to the next

[1:50:11] Trustee Allen: chair or next committee to be honest um i can see in terms of continuity in terms of

[1:50:16] Trustee Allen: certain issues but there's i just had a little bit of a discomfort this is kind of a new thing and um

[1:50:21] Trustee Allen: i just yeah sorry i'll just share that with you thank

[1:50:25] Trustee Middleton (probable): you thank you trustee allen trustee longer

[1:50:27] Trustee Middleton (probable): race yeah

[1:50:28] Voice 3: actually i feel differently about that i think it is a good idea and it as it was trustee

[1:50:34] Voice 3: morrison it was it came down to as well it is the chair's letter it's not the committee's letter

[1:50:39] Voice 3: as the experience of the chair now we don't have a lot of history here for this committee but uh you

[1:50:45] Voice 3: know it's pretty just giving some personal advice to the experience that they've had

[1:50:50] Voice 3: over the over the term of that committee as a chair and to put forward just to get it's it's

[1:50:56] Voice 3: not a direction to them it's just giving them advice is what i see so i'm in support of the idea

[1:51:01] Voice 3: thank

[1:51:03] Trustee Middleton (probable): you uh trustee peterson please yeah

[1:51:06] Voice 6: just one more comment to um trustee allen's point um

[1:51:11] Voice 6: Mayor Mrakas, I think what I felt was good about the process was the ability for the committee to respond to the you know, be able to see the text of that the Chair was proposing to write to make some recommendations.

[1:51:30] Voice 6: Mayor Mrakas, And, and as trustee longer, I says, I mean the you know that the outgoing chair owns that that that message, but I I appreciate it as a committee member being able to make some commentary on that Thank

[1:51:49] Trustee Middleton (probable): you, I might might I just make be so bold as to make a suggestion here, I think, because we have the session at trust counsel that is expressly dealing with with governance and the recommendations, I mean we have the.

[1:52:03] Trustee Middleton (probable): as a committee the benefit of a report that was commissioned that made specific recommendations

[1:52:08] Trustee Middleton (probable): and so in in the september session of trust council council is going to deliberate on those

[1:52:13] Trustee Middleton (probable): recommendations and it sounds like say what they think is uh not only doable but what they

[1:52:18] Trustee Middleton (probable): recommend and maybe just a brief introductory statement to that the the reporting of that

[1:52:25] Trustee Middleton (probable): session is an excellent guide tool of guidance for the next committee in and of itself um

[1:52:33] Trustee Middleton (probable): That would be what I would suggest.

[1:52:35] Trustee Middleton (probable): I don't know if anyone has contrary opinion or other thoughts.

[1:52:41] Trustee Middleton (probable): I'm seeing none.

[1:52:45] Trustee Middleton (probable): So I think that's, yeah, that's, I think we could proceed.

[1:52:49] Trustee Middleton (probable): Any issue with that, CEO Hudson-Peller?

[1:52:53] Trustee Middleton (probable): You think that we could write a brief intro to the reporting on that session

[1:52:58] Trustee Middleton (probable): and that's what gets put off to the, as an introductory document to the next committee?

[1:53:06] Trustee Middleton (probable): Well, you've got three hours.

[1:53:08] Trustee Middleton (probable): So it's got to be in the package then, hey, okay.

[1:53:10] Trustee Middleton (probable): Yeah.

[1:53:11] Trustee Middleton (probable): I think we'll let

[1:53:12] Trustee Middleton (probable): the reporting stand from the –

[1:53:14] Trustee Middleton (probable): if we could just make a comment to say in the minutes

[1:53:18] Trustee Middleton (probable): of the next trust council, could the reporting on the session

[1:53:24] Trustee Middleton (probable): of governance be somehow sort of carved out and or highlighted?

[1:53:27] Trustee Middleton (probable): Let's leave – if we could leave it at that.

[1:53:30] Voice 2: Great.

[1:53:31] Voice 2: I think we can get there.

[1:53:33] Voice 2: And, you know, I would turn to David here,

[1:53:37] Voice 2: but i think that if you um wanted to do um some notes and get some feedback from from others that

[1:53:43] Voice 2: would that's really to the next chair i mean it's it's coming months from now and you've and you've

[1:53:48] Voice 2: got a little bit of time on behalf of this committee to um and really on behalf of yourself

[1:53:53] Voice 2: we do we didn't want to over it's an opportunity um more than anything else that can be taken up

[1:53:58] Voice 2: or not um and it might be a nice hint of of things past happened you know so no

[1:54:07] Trustee Middleton (probable): good okay i think

[1:54:09] Trustee Middleton (probable): that's uh we can it sounds like we can all run with that and thanks for the the feedback um

[1:54:14] Trustee Middleton (probable): everyone um we have and i'm sorry to be rushing along here but we don't have very much time left

[1:54:21] Trustee Middleton (probable): and we have one item that i think has been presented to us in our addendum you also have

[1:54:26] Trustee Middleton (probable): in camera sir do we do we actually have some i i was not aware that we actually had a something

[1:54:33] Trustee Middleton (probable): program there i apologize yes um yeah so time wise we have it in camera i think we are going

[1:54:41] Trustee Middleton (probable): to exceed our budgeted allocation uh how does that sit with everyone does that are we running

[1:54:49] Trustee Middleton (probable): out the clock on people's availability if we go past 11 uh trustee peterson uh

[1:54:55] Voice 6: i i'm i i'm fine

[1:54:57] Voice 6: with availability i'm more concerned with staff's availability um my suggestion would be that um

[1:55:04] Voice 6: uh you know that the committee could leave this referral that's our next item of business from

[1:55:10] Voice 6: trust programs committee um we could just leave that to them to the next iteration of the committee

[1:55:16] Voice 6: or the next meeting because i don't think it's particularly time sensitive

[1:55:20] Voice 6: um and maybe go into the uh in camera session as soon as possible fair

[1:55:24] Trustee Middleton (probable): enough i'm seeing nods of

[1:55:26] Trustee Middleton (probable): agreement is that okay direct tomorrow that that be deferred to the that we make a recommendation

[1:55:31] Trustee Middleton (probable): to defer that this um rfd to uh for treatment by the next count uh the next committee the next

[1:55:39] Trustee Middleton (probable): the next iteration of this committee yeah

[1:55:43] Voice 5: i don't see any

[1:55:44] Trustee Middleton (probable): problems if that's what the committee

[1:55:45] Voice 5: wishes to do okay

[1:55:47] Trustee Middleton (probable): it might be a good way for the new committee to just get their head around some

[1:55:51] Trustee Middleton (probable): of the issues too in in dealing with that so uh do we have consent to do so okay do we need do we

[1:56:01] Trustee Middleton (probable): need a motion by the way direct tomorrow or is that okay that we uh

[1:56:05] Voice 5: no emotion we should be um

[1:56:07] Trustee Middleton (probable): passed but

[1:56:08] Voice 5: we had some direction

[1:56:08] Trustee Middleton (probable): okay could i ask someone to make that motion please just uh

[1:56:13] Trustee Middleton (probable): that we defer this matter to the next um uh version of this committee uh trustee peterson

[1:56:20] Trustee Middleton (probable): Yeah,

[1:56:22] Voice 6: I move that Governance Committee be for the briefing of the referral from Trust

[1:56:34] Voice 6: Programs Committee to the next Governance Committee meeting.

[1:56:39] Trustee Middleton (probable): I guess we could just say the next Governance Committee meeting and that would

[1:56:42] Trustee Middleton (probable): be that satisfactory because that by definition is the next version of this committee.

[1:56:47] Trustee Middleton (probable): Is that motion acceptable?

[1:56:51] Trustee Middleton (probable): From the staff point of view, that's okay.

[1:56:55] Trustee Middleton (probable): uh a seconder please trustee allen thank you uh any any discussion before i call the vote

[1:57:02] Trustee Middleton (probable): all those in favor um i believe that uh any opposed no i think that carries unanimously

[1:57:14] Trustee Middleton (probable): thank you right so um i apologize for i i just assumed that the next item which is our closed

[1:57:23] Trustee Middleton (probable): meeting I was just a part of the the template and so I didn't bear it any

[1:57:29] Trustee Middleton (probable): consideration so I do apologize for that and so at this point I would move that

[1:57:42] Trustee Middleton (probable): the meeting be closed to the public subject to section 991 looks like

[1:57:48] Trustee Middleton (probable): paragraph I of the Community Charter in order to consider matters related to the

[1:57:52] Trustee Middleton (probable): receipt of advice that is subject to solicit a client privilege and that

[1:57:55] Trustee Middleton (probable): staff attends the meeting trustee longroy seconds that in all those in favor excellent and now i

[1:58:07] Trustee Middleton (probable): think we're in the hands of uh of our admin coordinator to facilitate a closure of the

[1:58:13] Trustee Middleton (probable): meeting so i'll just wait for direction there yep

[1:58:16] Voice 11: thank you i'm just gonna stop uh the recording

[1:58:19] Voice 11: and lock the meeting one moment.

Governance Committee Meeting Minutes  Page 1 of 5 
September 2, 2022 ADOPTED 
 
 
Governance Committee 
Minutes of Meeting 
 
Date:  
Location:  
September 2, 2022 
Electronic meeting, Public venue 
Islands Trust  
200-1627 Fort Street 
Victoria, BC V8R 1H8 
 
Members Present: Alex Allen, Hornby Island Trustee 
 Kees Langereis, Gabriola Island Trustee 
 Lee Middleton, Saturna Island Trustee, Chair 
 Laura Patrick, Salt Spring Island Trustee, Vice-Chair 
 Timothy Peterson, Lasqueti Island Trustee 
 Tahirih Rockafella, Galiano Island Trustee (regrets) 
 Kate-Louise Stamford, Gambier Island Trustee 
  
Staff Present: Russ Hotsenpiller, Chief Administrative Officer, (CAO) 
 David Marlor, Director, Legislative Services, (DLS) 
 Lori Foster, Executive Coordinator 
  
Attendees: Between 1-2 attendees were present electronically 
  
1. CALL TO ORDER / LAND ACKNOWLEDGEMENT 
Chair Middleton called the meeting to order at 9:01 a.m. and, with gratitude, acknowledged the 
meeting was being held on Coast Salish First Nations traditional and treaty territories. 
2. AGENDA 
2.1 New Items and Re-Ordering of the Agenda 
Add to the agenda: 
Item 8.3 Trust Programs Committee Follow-up Action List item referred to Governance 
Committee (GC) (Late item circulated by email September 1, 2022 to GC) 
Item 8.4 Governance Committee Chair letter to next term’s committee 
2.2 Approval of Agenda 
By general consent, the agenda was adopted as amended. 
2.3 Agenda Context Notes 
Provided for information as indicated for items 7.1, 7.2, 8.1, 8.2, and 11. 

 
Governance Committee Meeting Minutes  Page 2 of 5 
September 2, 2022 ADOPTED 
 
 
3. RISE AND REPORT FROM PREVIOUSLY CLOSED MEETING - None 
4. PUBLIC COMMENT PERIOD 
Addressed after item 7.1. 
5. CORRESPONDENCE - None 
6. ADMINISTRATIVE COORDINATION 
6.1 July 29, 2022 draft minutes 
By general consent, the minutes were adopted as presented.  
6.2 Resolutions Without Meeting 
Report received for information re: GC-RWM-001. 
6.3 Follow up Action List 
Received for information. 
7. TRUST COUNCIL MEETING PREPARATION 
7.1 Policy Amendments to Support Governance Committee - RFD 
The Governance Committee discussed the Policies as presented, for recommendation to 
Trust Council’s September meeting.  
Comments followed on Policy 2.3.1 Council Committee System Recommendation 1. as 
presented in the request for decision. 
GC-2022-007 
It was Moved and Seconded, 
That Governance Committee request Recommendation 1. in the request for decision to 
Trust Council (Policy Amendments to Support Governance Committee - RFD) read as 
follows: 
 
“That Trust Council adopt an amended Policy 2.3.1 [Council Committee System] that: 
1. adds Governance Committee as a council standing committee,  
2. establishes that membership is seven members from Trust Council elected by 
 Trust Council, 
3. establishes that  the Chair of Trust Council and one of the two Trust Council 
 elected members of the Islands Trust Conservancy are ex-officio members, 
 and  
4. establishes that election of the Governance Committee shall occur by March 
 Trust Council meeting following the local government general elections.” 
and; 
That the Policy 2.3.1 as attached to the request for decision, be amended accordingly 
per bullet 4. 
CARRIED 

 
Governance Committee Meeting Minutes  Page 3 of 5 
September 2, 2022 ADOPTED 
 
By general consent, the Governance Committee re-addressed item 4. as there were technical issues 
admitting public attendees to the electronic meeting. 
4. PUBLIC COMMENT PERIOD 
Michael Sketch, North Pender – commented on third party effectiveness, committees project 
work, the heart of accountable governance and requested that meeting minutes provide more 
detail including who said what. 
7.1 Policy Amendments to Support Governance Committee - RFD 
Discussion ensued on the draft Terms of Reference Policy 2.3.5 as presented for 
forwarding to Trust Council. 
GC-2022-008 
It was Moved and Seconded, 
That the Governance Committee amend draft policy 2.3.5 by adding to the end of the 
first sentence the words “while maintaining the highest levels of public trust, 
transparency and confidence”. 
DEFEATED 
GC-2022-009 
It was Moved and Seconded, 
The Governance Committee requests staff forward the Policy Amendments to Support 
Governance Committee - RFD, as amended (by GC-2022-007) to, Trust Council’s 
September meeting. 
CARRIED 
7.2 Islands Trust Council 2022 Governance Report Review - DRAFT session outline 
The Governance Committee discussed the session outline as presented regarding the 
following: 
 Adding time for reporting out from the breakout room sessions. 
 Offering questions to provide a framework during the breakout session 
including i) Priority recommendations for the Governance Committee to work 
on. ii) What is achievable/not achievable iii) what further information is needed 
for any of the recommendations – what is missing. 
 Have enough time for the session to be held.  
CAO Hotsenpiller will amend the session outline as discussed. 
8. BUSINESS 
8.1 The Orientation Program for the New Trust Council - Discussion 
The Governance Committee discussed the following points regarding orientation of the 
new term Trust Council: 
 Providing resources on how to be a functional trustee, 
 Introduction to Robert’s Rules of Order, crafting of motions, bringing in a 
consultant, 

 
Governance Committee Meeting Minutes  Page 4 of 5 
September 2, 2022 ADOPTED 
 
 References to Code of Conduct, accountability, annually revisiting core 
concepts. 
8.2 Strategic Planning Processes - Discussion 
The Governance Committee discussed the following points regarding the process 
creating a strategic plan: 
 Using a retreat format devoted to strategic planning, 
 What strategic items are doable given resources, staffing, budget, 
 Nesting the strategic plan in to a larger corporate plan, 
 Challenges bringing 26 trustees together,  
 Invest in outside expertise to facilitate complex conversations. 
8.3 Trust Programs Committee Follow-up Action List item Referred to Governance 
Committee – Briefing 
GC-2022-010 
It was Moved and Seconded, 
That item 8.3 “Trust Programs Committee Follow-up Action List item Referred to 
Governance Committee – Briefing” be deferred to the next Governance Committee 
meeting. 
CARRIED 
8.4 Governance Committee Chair letter to next term’s committee 
The Governance Committee discussed the Chair writing a letter to the next term’s 
committee as a good idea; however this is such a new committee, if time allows could 
be considered. 
9. BUSINESS – NEW 
None 
10. WORK PROGRAM 
The development of a top priorities and projects program would be work of the next 
Governance Committee. 
11. NEXT MEETING 
To be determined by next term’s Governance Committee. 
12. CLOSED MEETING (scheduled) 
At 11:00 a.m., the meeting was closed to the public. 
GC-2022-011 
It was Moved and Seconded, 
That the meeting be closed to the public subject to Section 90(1)(i) of the Community Charter in 
order to consider matters related to the receipt of advice that is subject to solicitor-client 
privilege and that staff attends the meeting.  
CARRIED 

 
Governance Committee Meeting Minutes  Page 5 of 5 
September 2, 2022 ADOPTED 
 
 
At 11:12 a.m., the meeting was reopened to the public. 
Chair Middleton noted there was nothing to rise and report from the September 2, 2022 closed session. 
13. ADJOURNMENT 
GC-2022-012 
It was Moved and Seconded, 
That the meeting be adjourned at 11:13 a.m. 
CARRIED 
 
 
_________________________ 
Lee Middleton, Chair 
 
Certified Correct 
 
_________________________ 
Lori Foster, Executive Coordinator/Recorder