Islands Trust Council regular meeting, November 23, 2022

[0:00:02] Voice 11: Hello, Toby.

[0:00:04] Voice 5: Hello. Good morning.

[0:00:07] Voice 5: We're live.

[0:00:09] Voice 5: I've got some construction going on, so I'm going to put

[0:00:12] Trustee Elliott (probable): on the headphones.

[0:00:13] Voice 5: Just trying to get...

[0:00:15] Trustee Luckham (probable): Yeah, and if it gets loud, just use the mute button. It'll be fine.

[0:00:20] Trustee Luckham (probable): All right. Well, good morning to all of you folks in the west coast of Canada.

[0:00:28] Trustee Luckham (probable): I'm joining you electronically today from the United Kingdom.

[0:00:35] Trustee Luckham (probable): and I was trying to think about whose traditional territory that was, but that may be lost in

[0:00:40] Trustee Luckham (probable): history. And certainly, I know that all of you are joining me from various parts of the

[0:00:45] Trustee Luckham (probable): Coast Salish Sea and numerous First Nations, and it's an honour and privilege to be able to work

[0:00:53] Trustee Luckham (probable): with you and with within those communities there and so my name is Peter Luckham I'm

[0:01:04] Trustee Luckham (probable): I'm the newly elected chair of the executive committee and this is our first executive

[0:01:09] Trustee Luckham (probable): committee meeting of this newly constituted bottle body and so just by way of introduction I see

[0:01:17] Trustee Luckham (probable): Trustee Peterson, Vice Chair from Leskete Island, and Toby Elliott from Gabriola Island.

[0:01:27] Trustee Luckham (probable): Now, I don't see David Maude in the Victoria huddle room there, but David Maude from Maine

[0:01:35] Trustee Luckham (probable): Island is in the building, and I'm presuming he'll be taking up that seat shortly.

[0:01:40] Trustee Luckham (probable): So joining me, us here today, our staff in the Victoria office, La Dunquin speaking people's territory, and that is Russ Hotzenpiller, CAO, and David Mahler, legislative services manager, and I believe I also saw Stefan Cermak in there.

[0:02:01] Trustee Luckham (probable): So, good morning everyone and thank you for joining us and Laurie Foster of course who's managing our tech and our screens and minutes and all that.

[0:02:10] Trustee Luckham (probable): all of this other wonderful stuff and we would be lost without you.

[0:02:13] Trustee Luckham (probable): So thank you very much for all of your work. Okay. So of course,

[0:02:19] Trustee Luckham (probable): this is a relatively new experience to you new vice chairs and,

[0:02:24] Trustee Luckham (probable): and particularly Toby new to Alan's Trust, full stop.

[0:02:30] Trustee Luckham (probable): And so I want to proceed efficiently,

[0:02:33] Trustee Luckham (probable): but I will sort of just go a little slower than I would normally,

[0:02:37] Trustee Luckham (probable): because I don't want all of you to have to figure out why I'm making certain assumptions and

[0:02:43] Trustee Luckham (probable): moving along maybe a little faster than might be a comfortable pace. So I will go through it

[0:02:51] Trustee Luckham (probable): carefully to be sure that we know where we are on the agenda. And certainly if you need some

[0:02:59] Trustee Luckham (probable): points of clarity as we go through, that'd be great. The executive committee agenda here has

[0:03:05] Trustee Luckham (probable): has some regular business on it. And it has the items that we

[0:03:09] Trustee Luckham (probable): need to approve for Trust Council. And our role in terms

[0:03:15] Trustee Luckham (probable): of the Trust Council work, I believe, is that the information

[0:03:21] Trustee Luckham (probable): be sufficient for Trust Council to make decisions, informed

[0:03:25] Trustee Luckham (probable): decisions, and that the documents don't have any

[0:03:32] Trustee Luckham (probable): erroneous information or something in that of course staff always do a very high level

[0:03:37] Trustee Luckham (probable): analysis of all that and it usually comes pretty much picture perfect but if you've seen something

[0:03:43] Trustee Luckham (probable): that seems irregular then certainly chime in when we get to it and we'll do it in sequential order

[0:03:50] Trustee Luckham (probable): i usually when we get to that section maybe i'll just talk about when we get there try to

[0:03:55] Trustee Luckham (probable): advance it in blocks and only talk about the items that we need to provide a greater clarity or

[0:04:02] Trustee Luckham (probable): we need more understanding about what the expectation is so if that's okay with everybody

[0:04:08] Trustee Luckham (probable): I will begin is David Maude there I'm still seeing his seat empty Laurie

[0:04:16] Voice 9: do we know that

[0:04:17] Voice 9: No,

[0:04:18] Voice 3: Chair Luckom, he's not here yet.

[0:04:21] Oh.

[0:04:22] Voice 9: No, that's Mark.

[0:04:24] Voice 5: I'm just waiting for him to make sure he's settled when he gets here.

[0:04:29] Trustee Luckham (probable): Okay, I misunderstood that.

[0:04:31] Trustee Luckham (probable): I thought he was in the building, and that was just Mark wandering around in there.

[0:04:37] Trustee Luckham (probable): Okay, well, we've begun.

[0:04:40] Trustee Luckham (probable): We'll try and pick up David as we go along.

[0:04:43] Trustee Luckham (probable): If that's all right, hopefully David won't be offended.

[0:04:50] Trustee Luckham (probable): I suppose. So we do have an agenda before us. So we'll call the meeting to order. And I'll ask if there's any new items that need to be added to the agenda. There is an addendum that came in yesterday. And Lori, can you just help me out with that number and section that is going in?

[0:05:11] Voice 3: yeah that was correspondence chair luckham at the uh next level there um m gang this piece

[0:05:18] Trustee Luckham (probable): that's right m margie gang yeah and that's correspondence and so that'll be at 10.5

[0:05:24] Trustee Luckham (probable): thank you for that correct um i'm not in my usual office with my usual accoutrements so i'm running

[0:05:30] Trustee Luckham (probable): two computers and trying to confuse myself um so are there any other additions to the agenda

[0:05:38] Trustee Luckham (probable): You just raise your hands physically

[0:05:41] Trustee Luckham (probable): is the best thing in the small format.

[0:05:43] Trustee Luckham (probable): Okay, so then I'm gonna take it then by general consent

[0:05:47] Trustee Luckham (probable): that we adopt the agenda as amended with the addendum

[0:05:53] Trustee Luckham (probable): which was circulated earlier.

[0:05:54] Trustee Luckham (probable): And let us begin, I'm always thankful

[0:05:58] Trustee Luckham (probable): for the agenda context notes

[0:06:00] Trustee Luckham (probable): which just provides us background information

[0:06:03] Trustee Luckham (probable): with respect to some items

[0:06:04] Trustee Luckham (probable): that may not necessarily be obvious.

[0:06:06] Trustee Luckham (probable): and that's a very helpful piece of information that is there to assist us in advancing it

[0:06:12] Trustee Luckham (probable): we don't have anything to rise and report from a previous closed meeting for today and so

[0:06:21] Trustee Luckham (probable): at section four adoption of minutes that is going to come to us if i'm not mistaken

[0:06:26] Trustee Luckham (probable): lori to our december the sixth executive committee meeting for adoption and so we'll move on from

[0:06:35] Trustee Luckham (probable): there um follow-up action list and updates um this is a regular standing item where um staff

[0:06:43] Trustee Luckham (probable): we kind of do a bit of a round table in the in each section of the follow-up action list

[0:06:48] Trustee Luckham (probable): for staff to update us on um the progress or completion of uh work that we have asked them

[0:06:55] Trustee Luckham (probable): to undertake and we and it also includes a reporting out from the area of the organization

[0:07:03] Trustee Luckham (probable): that the individual is responsible for and so let us begin with CAO Russ Hotzenbiller for your

[0:07:09] Trustee Luckham (probable): action list update and your report.

[0:07:11] Voice 9: Thanks Chair Luckum and good morning to Executive Committee

[0:07:15] Voice 9: great to be with you a new day here so indeed Chair Luckum's correct five section five is a

[0:07:24] Voice 9: place where we just maintain the administration of things let you know what on the update on

[0:07:29] Voice 9: ongoing projects for this executive committee meeting we don't have the full fuel and it's

[0:07:36] Voice 9: got something like 25 30 items on it and you've got so much on this agenda and none of those items

[0:07:44] Voice 9: are urgent so I think that we can address those at our next executive committee meeting and go

[0:07:51] Voice 9: through those in sort of a more regular way and update you and then at that point you're going

[0:07:57] Voice 9: going to reflect on those various items and say hey we want more um no let's let this lift live

[0:08:03] Voice 9: on the list or you might actually remove some of those uh follow-up action items um in the future

[0:08:09] Voice 9: so um whereas in the um regularly we would have a more of a discussion around 5.1 um today um we

[0:08:17] Voice 9: don't have it i can simply so uh i can simply give you a brief update uh since you know we've we've

[0:08:23] Voice 9: we've undertaken the first trust council meeting you're all aware of that generally from an

[0:08:28] Voice 9: organizational point of view and feedback from trustees um it's been relatively positive um

[0:08:34] Voice 9: lots of information's been um provided and and is being uh taken up uh so and most of the staff

[0:08:42] Voice 9: have been working towards that end i will say that claire's got a few pieces that are

[0:08:46] Voice 9: deep thought pieces that are going on around the conservancy and so forth so we'll have a chance

[0:08:51] Voice 9: to speak about that a little bit later i think there is an end camera um that we'll talk about

[0:08:56] Voice 9: at some point today and really we're working towards the trust council session and i just

[0:09:06] Voice 1: would

[0:09:06] Voice 9: add to chair luckham's comments around as you get into section 7.1 that uh also you know

[0:09:14] Voice 9: you're you would be responsible for how the meeting goes meaning the sequencing of things

[0:09:20] Voice 9: does it make sense is it compelling does it tell a good story to um trustees does it put them in a

[0:09:25] Voice 9: good position so you might say hey this session should be here this session should be there

[0:09:29] Voice 9: staff just offers their um opinion and it's ultimately you uh um are determinant on the

[0:09:37] Voice 9: on the trustee experience so really chair luckham that's it i'd pass it back to you we don't uh we

[0:09:42] Voice 9: don't have a full fuel for you and i think that's probably a good idea at this point

[0:09:45] Voice 9: no

[0:09:46] Trustee Luckham (probable): it is indeed so um and through you um are you anticipating any of the directors who want

[0:09:53] Trustee Luckham (probable): to make a report um outside of the follow-up action list at this time i

[0:09:58] Voice 9: don't think so they've

[0:09:59] Voice 9: been uh pretty much working to task and that's getting through uh the two trust council meetings

[0:10:03] Voice 9: and um as various items come up but then again if uh if a director wants to indicate now that

[0:10:10] Voice 9: they want to speak to EC they could but otherwise I'd say we just uh proceed so

[0:10:16] Trustee Luckham (probable): any of the directors

[0:10:17] Trustee Luckham (probable): wish to address you see at this time not seeing anything we'll continue on then the one thing else

[0:10:25] Voice 9: yeah um I'm sorry uh when we get to the start of seven um I would like to just a moment to speak to

[0:10:33] Voice 9: to seven if I could I have seven on your agenda thanks yeah perfect

[0:10:38] Voice 6: um if I may to the chair very

[0:10:40] Voice 6: very quickly please yeah um yeah i apologize for this there's been some questions about the housing

[0:10:46] Voice 6: supply act i just want to make it clear to ec that the act does not apply to the island's trust as

[0:10:51] Voice 6: it's currently written so if you're asking questions so you get questions about that

[0:10:56] Voice 6: send them to me or stephan and we can help them okay thank you okay

[0:11:03] Trustee Luckham (probable): um that's great thank you

[0:11:06] Trustee Luckham (probable): And just so you know, exactly the same issues are in Parliament in the UK with respect to housing shortage.

[0:11:15] Trustee Luckham (probable): There you go.

[0:11:17] Trustee Luckham (probable): So in this entire Section 5 is reporting out also from vice chairs for local trust committees that you will ultimately be chairing.

[0:11:28] Trustee Luckham (probable): And at this time, that will not have happened.

[0:11:30] Trustee Luckham (probable): So there's nothing to report here.

[0:11:32] Trustee Luckham (probable): and the Island Trust Conservancy Liaison Update is also reporting out from the representative of

[0:11:37] Trustee Luckham (probable): the BC that sits on that on the Conservancy and that is also not active at this time so we'll

[0:11:43] Trustee Luckham (probable): move on the SEC so that's sort of general business and the second important area for

[0:11:49] Trustee Luckham (probable): EC to conduct is approval of bylaws and we don't have any this meeting so this brings us directly

[0:11:56] Trustee Luckham (probable): directly to trust me council meeting preparation.

[0:11:59] Trustee Luckham (probable): And

[0:12:01] Trustee Luckham (probable): what I normally do here is ask if any of these items in this section

[0:12:09] Trustee Luckham (probable): and that would be section seven point one one through to

[0:12:16] Trustee Luckham (probable): seven point.

[0:12:17] Trustee Luckham (probable): Thank you, Lori. Seven point one point eighteen point three.

[0:12:21] Trustee Luckham (probable): There's a lot of them.

[0:12:27] Trustee Luckham (probable): I would ask that if you wish to speak to any of them, that we just pull them out,

[0:12:30] Trustee Luckham (probable): approve those that we don't want to address, and then have a discussion about each one that you

[0:12:38] Trustee Luckham (probable): want to before we forward it, because these will all be forwarded to council. That's the objective.

[0:12:43] Trustee Luckham (probable): But let's give you an opportunity to think about that, having reviewed the agenda in advance. I'll

[0:12:58] Voice 9: year on your EC agenda you'll get a section seven which is the upcoming trust council schedule for

[0:13:05] Voice 9: your approval and and forwarding for the upcoming session I see trustee Peterson has a hand up so

[0:13:11] Voice 9: you might have a question before I get going okay

[0:13:14] Trustee Luckham (probable): I missed that sorry Tim over to you just a

[0:13:19] Voice 13: procedural question I noticed that we have one attendee by phone and does do we at EC meetings

[0:13:26] Voice 13: do we have an opportunity for the public to address us town hall style just wondering um

[0:13:35] Trustee Luckham (probable): there is not a standing item here for members of the public to address ec uh we do receive

[0:13:42] Trustee Luckham (probable): delegations from time to time but we do not have a um a public consultation section normally

[0:13:51] Voice 13: okay thanks i just want a clarity on that yeah uh

[0:13:55] Trustee Luckham (probable): ceo hudson over to you okay

[0:13:57] Voice 9: so as we go into um

[0:13:59] Voice 9: section seven i just wanted to communicate two things and hopefully you have a calendar somewhere

[0:14:04] Voice 9: in front of you um so you can take a look at that the first is when you look at there's two themes

[0:14:12] Voice 9: for the descent december meeting as was considered by the previous trust council i think it's wise

[0:14:18] Voice 9: one is the budget and to start to look at some of the financial um results we've got from the

[0:14:25] Voice 9: the first blush of the budget and the second is to continue orientation and there's every effort

[0:14:32] Voice 9: to not provide new business in a significant way to a trust council that's just starting

[0:14:38] Voice 9: starting out that being said your agenda is starting to fill up with some items of new

[0:14:43] Voice 9: business so you you're going to want to be aware of that and when you look at your three-day schedule

[0:14:49] Voice 9: schedule it's um basically the business of trust council other than orientation and the budget is

[0:14:57] Voice 9: at between one o'clock and two o'clock on tuesday so that's just something to keep in mind unless on

[0:15:05] Voice 9: the fly trust council decides to do something else so does that make sense it seems like anybody

[0:15:14] Trustee Luckham (probable): else

[0:15:17] Voice 9: so if let's say right now we added six more items to go forward to trust council

[0:15:22] Voice 9: council they'd only live as the as the current schedule exists in that first section the opening

[0:15:32] Voice 9: portion of trust council in a regular trust council meeting they would items would be sprinkled

[0:15:38] Voice 9: throughout the trust council session that's why i return to the idea that this is focused on

[0:15:43] Voice 9: orientation and focused on the budget so those are the two main goals of this upcoming trust

[0:15:50] Voice 9: council meeting as you approve this agenda so that's number one and number two i just want

[0:15:55] Voice 9: to take you through the sequencing um obviously we've got a compressed exciting but compressed

[0:16:00] Voice 9: schedule here and uh certainly when we start to move into january and february there's going to

[0:16:06] Voice 9: be a rhythm established and it's going to be uh and it's going to work well right now i'm sure

[0:16:12] Voice 9: you feel trustees feel that we're all trying to get as much done as we possibly can so to that end

[0:16:19] Voice 9: And you're, just the mechanics of right now, you're having a meeting on the 23rd, you're

[0:16:26] Voice 9: going to approve this agenda.

[0:16:28] Voice 9: Financial Planning Committee is meeting in two days on the 25th.

[0:16:35] Voice 9: They're going to consider the budget.

[0:16:38] Voice 9: They may make some recommendations to the budget.

[0:16:42] Voice 9: Those recommendations will be worked on by Julia over the weekend.

[0:16:47] Voice 9: Thank you, Julia.

[0:16:48] Voice 9: and they will be added to the trust council agenda package which will go out on monday the 28th

[0:17:00] Voice 9: so what you approve now is going out on monday the 28th ish and the only thing that will change

[0:17:07] Voice 9: is that fpc may direct some changes into the budget for consideration so just before we started

[0:17:12] Voice 9: seven i just want to take you through that timeline then the trustees get this document

[0:17:17] Voice 9: from the 28th through to the start of the meeting on the 6th. Is that okay? Make sense?

[0:17:28] Voice 9: Okay, Cheryl, I'll come sort of back to you. I just want to make those two points.

[0:17:32] Trustee Luckham (probable): Yeah. And it is reasonably, it could be seen as confusing. But I think it'll become clear as we

[0:17:44] Trustee Luckham (probable): march through this so to speak um all right so what we're doing now is all of these items 7.11

[0:17:53] Trustee Luckham (probable): through just 7.14.8 or whatever it was way down at the bottom we need to advance to council um i

[0:18:00] Trustee Luckham (probable): think probably um i can start off maybe a little slowly because i probably surprised you by um

[0:18:08] Trustee Luckham (probable): asking you to have been prepared to ask to pull particular items out of the agenda.

[0:18:16] Trustee Luckham (probable): So let's see how this goes here.

[0:18:18] Trustee Luckham (probable): So the first one, 7.11, is the draft December Trust Council three-day schedule.

[0:18:24] Trustee Luckham (probable): That's fairly straightforward.

[0:18:26] Trustee Luckham (probable): Russ, do you want to speak to it at all?

[0:18:28] Trustee Luckham (probable): I think you've really captured it, but over to you.

[0:18:30] Voice 9: Yeah, I think you've made a great choice here.

[0:18:33] Voice 9: I think we should just quickly go through each one of these basically today,

[0:18:37] Voice 9: and we don't have to be in-depth.

[0:18:38] Voice 9: keep in mind this schedule has been planned for two months yeah um as it's being developed so

[0:18:43] Voice 9: yep that's the 7-1-1 is the draft schedule if there's any changes that anyone on ec wants to

[0:18:49] Voice 9: have to that schedule now would be a good time to indicate that yeah any

[0:18:54] Trustee Luckham (probable): remarks on the agenda

[0:18:56] Trustee Luckham (probable): that's before us starting at one o'clock going right through to dinner break then uh delegations

[0:19:04] Trustee Luckham (probable): and public comment in the evening, and then returning the next morning to do the bulk of

[0:19:09] Trustee Luckham (probable): the work and then wrap up on the Thursday morning, I guess that is. Any questions or concerns?

[0:19:16] Trustee Luckham (probable): Okay, so then I'm going to then take it by general consent that the draft December Trust

[0:19:22] Trustee Luckham (probable): Council three-day schedule be forwarded to Council as presented. So from that now,

[0:19:28] Trustee Luckham (probable): Now, from that three-day work schedule comes the Trust Council agenda with all of these items that are before us listed in the chronological order that we would normally anticipate to conduct these different present and review and make decisions with respect to any of these items here.

[0:19:49] Trustee Luckham (probable): And so that's what 7.12 is, is a full Trust Council agenda.

[0:19:53] Trustee Luckham (probable): And CAO, do you have any remarks on the agenda?

[0:19:56] Trustee Luckham (probable): Yeah,

[0:19:57] Voice 9: I would just submit that 7.1.2, which is the agenda, and 7.1.3 are just reflections of what we've already talked about and direction to add it to the agenda unless there's some changes proposed.

[0:20:08] Trustee Luckham (probable): Yeah. Any questions about either of those two items? Okay. So then I'm going to take it, then that 7.1.2 and 7.1.3 be forwarded to council as presented.

[0:20:24] Trustee Luckham (probable): so um next item is 7.1.4 which is pretty reasonably self-explanatory that's trustees

[0:20:36] Trustee Luckham (probable): yates's um uh request for decision um that what that she provided a notice of motion notice of

[0:20:44] Trustee Luckham (probable): motion for at our last council meeting and um unless there's any questions there i see

[0:20:50] Trustee Luckham (probable): see David Maud has a hands up and so let's see what you're thinking there David.

[0:20:55] Trustee Maude (probable): Yeah thank you

[0:20:56] Trustee Maude (probable): apologies for being late but we have to live by the fairies. What I was wanting to know is

[0:21:03] Trustee Maude (probable): would it be possible for staff to sort of provide a breakdown as with the in-person meetings the

[0:21:09] Trustee Maude (probable): cost to say a Victoria meeting versus say on Galleon or Gabriel or something just so we know

[0:21:15] Trustee Maude (probable): the context of the different costs for for in-person meetings in various venues uh shio

[0:21:24] Voice 10: we

[0:21:24] Trustee Luckham (probable): do

[0:21:26] Voice 9: have a breakdown um you know i i expect it's trapped in pandemic costs of two or three

[0:21:35] Voice 9: years ago but we did have some variability uh it was pretty interesting theodos ended up being the

[0:21:41] Voice 9: least expensive of the uh of the destinations for trust council coming in at probably 15 to

[0:21:47] Voice 9: to $17,000, I would, if you're going to make a decision to,

[0:21:52] Voice 9: or Trust Council is going to make a decision

[0:21:54] Voice 9: to include a new meeting, they should consider

[0:21:57] Voice 9: it's approximately $27,500.

[0:22:00] Voice 9: And just to take that average.

[0:22:02] Voice 9: So when you add a meeting,

[0:22:03] Voice 9: that's what the anticipated costs would be,

[0:22:05] Voice 9: plus or minus two or $3,000.

[0:22:10] Trustee Maude (probable): It's just

[0:22:10] Trustee Maude (probable): that there was consideration

[0:22:13] Trustee Maude (probable): to having on-island meetings

[0:22:14] Trustee Maude (probable): versus Victorian and IMO meetings.

[0:22:17] Trustee Maude (probable): And I assume there's a difference in costs there.

[0:22:19] Voice 9: And my point is that there isn't a substantial difference for you to plan around.

[0:22:24] Voice 9: If you start to go, let's go on island, we won't find, I don't think we'd be able to

[0:22:31] Voice 9: provide to you, hey, South Pender is $5,000 less than Maine.

[0:22:36] Voice 9: For instance, enough, we won't have enough information for you to make that kind of decision.

[0:22:41] Voice 9: But we do have an approximate average cost.

[0:22:44] Voice 9: I see Julius come on screen, so she might refine my comments here a little bit.

[0:22:49] Voice 1: Yeah, I

[0:22:50] Voice 1: don't disagree with anything that the CAO has mentioned, simply to say that in general, cost of meetings on island will be a little bit more expensive.

[0:23:00] Voice 1: It isn't significant, as the CAO said, but it is going to be slightly more expensive.

[0:23:04] Voice 1: You've got a lot more staff that are traveling and need housing as opposed to if meetings are in Victoria, staff, of course, are not traveling elsewhere and they're not booking hotel rooms.

[0:23:15] Voice 1: So that would primarily contribute to the difference in cost.

[0:23:21] Trustee Luckham (probable): okay that's good and David perhaps you could lower your hand unless you had a further question

[0:23:26] Trustee Luckham (probable): and I'll just remark that of course all we're being asked to do at executive committee here

[0:23:32] Trustee Luckham (probable): is advance this for council to debate the rationale of undertaking this particular

[0:23:40] Trustee Luckham (probable): direction and so we just want to make sure council has sufficient information and it sounds like

[0:23:47] Trustee Luckham (probable): staff will be able to provide some information during the debate if council wishes it so is

[0:23:55] Trustee Luckham (probable): there anything further then i'm going to take it then that the item at 7.14 in-person trust council

[0:24:02] Trustee Luckham (probable): meetings trustee yates rfd on page 32 be advanced to council as presented so the next item is a

[0:24:12] Trustee Luckham (probable): report on potential new reconciliation committee from trustee elliott again an rfd as was indicated

[0:24:21] Trustee Luckham (probable): at our previous council meeting and that report and that request for decision is there thank you

[0:24:28] Trustee Luckham (probable): trustee elliott for bringing this to council and to and working with staff to provide the

[0:24:35] Trustee Luckham (probable): information necessary for business i could your

[0:24:42] Voice 5: audio just went

[0:24:44] Voice 5: out disappeared yeah nope nope

[0:24:51] Voice 5: i hear a little sound

[0:24:55] Trustee Luckham (probable): but not much nope definitely not something has gone oh now you're muted so

[0:25:00] Trustee Luckham (probable): unmute yourself yeah and are you using earbuds sometimes there's a button on them that turns

[0:25:11] Trustee Luckham (probable): them off well

[0:25:15] Voice 10: we can oh there you go okay okay

[0:25:18] Trustee Elliott (probable): perfect sorry apologies um i just wanted to point

[0:25:22] Trustee Elliott (probable): out one thing that might might be missed otherwise just at the very bottom i asked for an alternative

[0:25:30] Trustee Elliott (probable): uh in response options and this is just i mean hopefully it'll be considered by council

[0:25:39] Trustee Elliott (probable): council that we consider options for resourcing and supporting the formation of an entity other

[0:25:46] Trustee Elliott (probable): than a council committee. I recognize that there's a lot of committees being added, the

[0:25:52] Trustee Elliott (probable): accessibility committee and governance committee. And so I was trying to explore other options

[0:25:58] Trustee Elliott (probable): and perhaps whether we could fund this through the secretariat policy. I think there's 15,000

[0:26:05] Trustee Elliott (probable): and for that and a reconciliation coordination group i don't know where that is defined in our

[0:26:12] Trustee Elliott (probable): policies um but whether it could include first nations as well as trustees so i just wanted to

[0:26:19] Trustee Elliott (probable): flag that for consideration as we prepare for the discussion at council um

[0:26:26] Trustee Luckham (probable): okay so i i think you're

[0:26:29] Trustee Luckham (probable): probably asking whether or not we need to have some more information or an alternate option

[0:26:35] Trustee Luckham (probable): option um to take this through so ceo hodgson pillar i see your hand up

[0:26:40] Voice 9: i think that's on page

[0:26:42] Voice 9: 37 uh

[0:26:44] Trustee Luckham (probable): -huh excellent so

[0:26:45] Voice 9: the alternative is listed on page 37 yeah

[0:26:48] Trustee Elliott (probable): and i just wanted to to flag that

[0:26:50] Trustee Elliott (probable): thank you so much oh

[0:26:52] Trustee Luckham (probable): i see so it is there we don't need to change anything okay thank you

[0:26:56] Trustee Luckham (probable): it would be actually probably more convenient um in terms of optics if that alternative was on the

[0:27:02] Trustee Luckham (probable): the page break was in the better place and that the it was also bolded as the other one is unless

[0:27:08] Trustee Luckham (probable): that's not the normal format that we do seems a little disconnected but anyway that's a minor um

[0:27:14] Trustee Luckham (probable): concern so then is there any further discussion on this rfd then i'm going to take it then that

[0:27:22] Trustee Luckham (probable): it be forwarded to council um as presented at 7.1.4 uh so here now we have 7.1.6 a proposed

[0:27:32] Trustee Luckham (probable): trust council schedule for 2023 um and ceo hobson pillow do you want to address that at all

[0:27:44] Trustee Luckham (probable): thank

[0:27:45] Voice 9: you very much this has to happen executive committee so at this meeting so i misspoke earlier

[0:27:51] Voice 9: when i said it was only um uh the budget and orientation this this piece sets the schedule

[0:27:58] Voice 9: for trust council for the next uh year um i'm assuming you've had a chance to read the

[0:28:07] Voice 9: read the rfd so this will be an rfd and trust council will make this decision and you're

[0:28:12] Voice 9: forwarding it to them if these dates don't work for some reason you would let us know now

[0:28:16] Voice 9: and we would amend that and as per your direction and by monday we would have the your amendments

[0:28:24] Voice 9: into the document to go forward lots of looking and um you know horse trading's gone around uh

[0:28:30] Voice 9: the march 7th to 9th june 27th to 29th september 26 28th and december 5 to 5 to 7 meetings from

[0:28:39] Voice 9: these flow your ec meetings and also all of the local trust committee meetings and we could speak

[0:28:48] Voice 9: each one of these dates but if it's all good um that's great or we could respond to any questions

[0:28:54] Voice 9: i will say there's one challenge here um with the let's meet electronically

[0:29:02] Voice 9: consideration and i i don't have an easy way out of it and that is that in march um

[0:29:10] Voice 9: so there's going to be so you're meeting live in march from the previous year so julia's going to

[0:29:19] Voice 9: have to help me out here a little bit in the previous budget year right right and then you're

[0:29:26] Voice 9: meeting um in june yeah so you've got it funded as a live meeting which it needs to be because

[0:29:36] Voice 9: you're having discussions about adoption of the budget and it has to be early in that month to

[0:29:40] Voice 9: allow us to hit our march 31st date right so then the next meeting is electronic and then the next

[0:29:51] Voice 9: meetings electronic because the December meeting is also a budget meeting and that's thinking about

[0:30:00] Voice 9: the budget for the coming year so in essence that leaves trust council not being together physically

[0:30:06] Voice 9: from march to december and

[0:30:14] Trustee Luckham (probable): hence we have susan yates rfd well

[0:30:18] Voice 9: i'm just pointing out that

[0:30:19] Voice 9: i don't know where your comfortability is with that maybe it's just great but um i just wanted

[0:30:27] Voice 9: to point out that there's an anomaly if we if we're funding two electronic and two live meetings

[0:30:32] Voice 9: that's where the sequencing ends up other than that the only thing i would say is when you go to

[0:30:38] Voice 9: the um we provided some context laurie provided some context around where meetings have been

[0:30:42] Voice 9: since 2014 that's on page 39 and the next page and i is your proposed executive committee meetings

[0:30:56] Voice 9: meetings, right? So, on page 40, this would go forward, and it would have the quarterly

[0:31:03] Voice 9: trust meetings, as I've just described, March, June, September, December, and then to the left

[0:31:09] Voice 9: there, you see the dates for your EC meetings. So, this is where you'd have looked through this,

[0:31:16] Voice 9: hopefully, and said, you know, this looks good, this doesn't. Keep in mind, for your meetings,

[0:31:22] Voice 9: you have control of that. You know, you can get into the schedule, and with notice, you can change

[0:31:26] Voice 9: a meeting date but these are established as your sort of uh touchstone um dates for the coming year

[0:31:34] Voice 9: and i think that's it mr chair

[0:31:36] Trustee Luckham (probable): yeah and so before i go to trustee peterson i'll just ask for some

[0:31:39] Trustee Luckham (probable): clarity um it does strike me that although this on this list is noted the pre-trust council meeting

[0:31:47] Trustee Luckham (probable): that's the day of the council um we had been meeting mostly electronically except that the

[0:31:54] Trustee Luckham (probable): the last full meeting before trust council was an in-person meeting.

[0:32:00] Trustee Luckham (probable): Is that anticipated? We would be doing that or the council did that. Okay.

[0:32:05] Voice 10: Yes.

[0:32:06] Trustee Luckham (probable): So then that

[0:32:07] Trustee Luckham (probable): would be February 22nd, June 14th,

[0:32:10] Trustee Luckham (probable): September 13th and November 22nd.

[0:32:12] Voice 9: Those would be yes.

[0:32:14] Voice 9: And I also suggest that you've got some flexibility as an EC to go,

[0:32:19] Voice 9: you know what, there's an emerging issue. We really need to get together.

[0:32:22] Voice 9: there's a little bit of room for a couple extra meetings of ec particularly live particularly in

[0:32:28] Voice 9: this first term but we're scheduling it as per the the budget direction of trust council

[0:32:34] Voice 9: at the at those four meetings yeah

[0:32:39] Trustee Luckham (probable): okay so that's good so trustee peterson you have a question

[0:32:45] Voice 13: yeah thank you chair um just i think this is the right spot to bring this up i don't have any

[0:32:52] Voice 13: any problem with the uh suggested trust council dates uh but i was just going to flag that all of

[0:32:59] Voice 13: the enlisted in-person uh ec meetings are on wednesdays and i don't know if that can be rejigged

[0:33:09] Voice 13: but that's uh it's just extra travel and extra expense for me and i'm totally willing to work

[0:33:17] Voice 13: around that but i just thought i'd raise the question of whether those in-person ec meetings

[0:33:22] Voice 13: meetings uh are mutable

[0:33:30] Trustee Luckham (probable): cao hudson well that's

[0:33:33] Voice 9: not for me to to determine

[0:33:35] Voice 9: um i they have been

[0:33:37] Voice 9: wednesdays for the last 40 years or something like that um or 25 um the midweek meeting

[0:33:48] Voice 9: um schedule for executive committee but ultimately these are your meetings and

[0:33:55] Voice 9: and they'll be scheduled as you see fit.

[0:34:03] Voice 9: I'm just trying to think if there's any implications

[0:34:05] Voice 9: if you move that date relative to your approval of bylaws

[0:34:10] Voice 9: from other LTCs.

[0:34:12] Voice 9: David, I don't know if there's anything obvious there.

[0:34:15] Voice 9: Can you help us?

[0:34:17] Voice 6: Yeah, if I may.

[0:34:19] Voice 6: It doesn't really matter what day of the week

[0:34:21] Voice 6: from a legislative point of view that the EC meets.

[0:34:25] Voice 6: The only requirement is if a bylaw is referred to you from Boeing or an LTC, there's 30 days to respond to it.

[0:34:35] Voice 6: So you should meet at a frequency of at least once a month to meet that requirement.

[0:34:41] Voice 6: The only other consideration really is the local trust committee meetings, which they tend to avoid Wednesday because, you know, the EC is there.

[0:34:49] Voice 6: but we also work around trust council and ec when scheduling the local trust committee meetings

[0:34:56] Voice 6: so if you change it to another day say thursday for example which seems to be the easiest

[0:35:02] Voice 6: um you probably want to just chat with some of the trust committees that generally meet on thursday

[0:35:06] Voice 6: and see if you can work around that as well yeah

[0:35:11] Voice 9: we've tried to push the ltcs off of wednesday to

[0:35:13] Voice 9: to give you all a chance to not be double booked.

[0:35:18] Voice 9: So thank you.

[0:35:19] Trustee Luckham (probable): Yeah.

[0:35:20] Trustee Luckham (probable): So, and maybe I'll just enhance that.

[0:35:23] Trustee Luckham (probable): A lot of the communities have always, you know,

[0:35:26] Trustee Luckham (probable): have always had their meetings on Tuesdays or Thursdays

[0:35:29] Trustee Luckham (probable): or Mondays or whatever day it is.

[0:35:31] Trustee Luckham (probable): And if we, and it's all just connected,

[0:35:35] Trustee Luckham (probable): if we change any one of them,

[0:35:38] Trustee Luckham (probable): then it upsets another meeting somewhere else.

[0:35:41] Trustee Luckham (probable): and then that potentially has a ripple effect to affecting others ltc meetings and uh does create

[0:35:49] Trustee Luckham (probable): opportunity for conflict for us to be able to meet and do our business so um i um

[0:35:56] Voice 13: it's four

[0:35:57] Voice 13: it's four times a year that we've got scheduled it's not the end of the world i just thought i'd

[0:36:01] Voice 13: raise it as as a as a thought but um it's not it's not going to be a big problem yeah okay

[0:36:07] Trustee Luckham (probable): Okay, well then we'll continue on.

[0:36:10] Trustee Luckham (probable): So then if I'm not mistaken, not seeing any other hands up,

[0:36:15] Trustee Luckham (probable): then that 7.16 page is 38 through 40,

[0:36:21] Trustee Luckham (probable): which includes the EC committee's meeting schedule,

[0:36:26] Trustee Luckham (probable): just council and committee's meeting schedule.

[0:36:31] Trustee Luckham (probable): That's of executive committee.

[0:36:34] Trustee Luckham (probable): We'll just advance that to council as presented.

[0:36:38] Trustee Luckham (probable): I'm just thinking on the fly here as I'm going through this.

[0:36:41] Trustee Luckham (probable): So then, therefore, now that brings us to 7.17, Council Committee ratifications for 2022-2026.

[0:36:51] Trustee Luckham (probable): That's a request for decision.

[0:36:54] Trustee Luckham (probable): And that's based upon essentially taking those volunteers a step forward for Trust Programs Committee and Regional Planning Committee.

[0:37:04] Trustee Luckham (probable): And because there is no limitations on that.

[0:37:07] Trustee Luckham (probable): and then financial planning committee of course you were all there and we had to appoint three

[0:37:15] Trustee Luckham (probable): people and that was done we're waiting for the tpc chairs to come through and so you know there's

[0:37:21] Trustee Luckham (probable): some chatter out there about the financial planning committee composition but this is what

[0:37:26] Trustee Luckham (probable): it is and i'll just ask you and ceo do you have anything else to add on that uh

[0:37:32] Voice 9: the only thing i

[0:37:33] Voice 9: i would add is yeah there's um i wouldn't say it's a conflict but there's some wording um in

[0:37:40] Voice 9: the council committee's policy um with regards your ability to appoint and then trust council

[0:37:46] Voice 9: ratifying those um so those were i think those words are specific um they don't approve they

[0:37:52] Voice 9: ratify um either way we do have to get to a point where we have functional committees

[0:37:57] Voice 9: and um i don't think the committees are static um so some change could occur over over time

[0:38:05] Voice 9: and there might be an opportunity to reach out to those who aren't on fpc they may wish to join

[0:38:11] Voice 9: other committees and so there might be an opportunity for the chair to reach out to

[0:38:16] Voice 9: those people and say do they want to um be a member of trust programs committee or regional

[0:38:20] Voice 9: planning committee moving forward and i expect that that would be um considered um other than

[0:38:27] Voice 9: that that's uh that's it we've never had a change in my understanding there's never been a change

[0:38:33] Voice 9: through the ratification process um at trust council um so i'd be surprised if there was but

[0:38:40] Voice 9: you never know it might be a discussion but this is an rfd that goes forward for the ratification

[0:38:44] Voice 9: of these of these bodies okay

[0:38:47] Trustee Luckham (probable): and maybe i'll just add one more remark before i go to the questions

[0:38:51] Trustee Luckham (probable): I see there. I sort of arbitrarily identified like Tim and Toby to sit as EC appointments to

[0:39:05] Trustee Luckham (probable): Trust Program Securities and Regional Planning Committee. And depending upon your workload,

[0:39:10] Trustee Luckham (probable): you may or may not want to be appointed to more than one of those committees. It is ideal that

[0:39:18] Trustee Luckham (probable): But we have to have those appointments on there.

[0:39:22] Trustee Luckham (probable): So if there's some juggling that is necessary there, based upon how your chair appointments work out and workload, you may or may not want to maintain that opportunity to be on that committee.

[0:39:38] Trustee Luckham (probable): So you'd want to determine that before the ratification process.

[0:39:44] Trustee Luckham (probable): And indeed, some others may drop out and others may ask to be appointed.

[0:39:49] Trustee Luckham (probable): so that's it for my remarks so trustee elliot i think i saw your hand up and then i'll go to

[0:39:56] Trustee Luckham (probable): tim peterson yes

[0:39:58] Trustee Elliott (probable): thank you chair yeah that i just want a clarification whether the workload would

[0:40:03] Trustee Elliott (probable): be if it if it turns out the workload is too much um could i maybe remove myself from trust

[0:40:11] Trustee Elliott (probable): Trust Programs Committee. And if so, I would prefer being the EC appointment to the Regional

[0:40:18] Trustee Elliott (probable): Planning Committee. That's the one that I feel more suits the direction I'd like to put my

[0:40:26] Trustee Elliott (probable): work and energy. So if Trust Programs Committee turns out to be too much, then

[0:40:31] Trustee Elliott (probable): I'm happy to drop off that if Tim is happy to be the EC.

[0:40:37] Trustee Elliott (probable): yeah and

[0:40:38] Trustee Elliott (probable): i sort of

[0:40:39] Trustee Luckham (probable): sensed that that might be the case and so um that's why you're there on

[0:40:44] Trustee Luckham (probable): rpc for the uc appointment so tim what's your thoughts going on there uh

[0:40:51] Voice 13: yeah no i i i'm uh

[0:40:53] Voice 13: put my name on tbc on and not on rpc on purpose this time so i think that'll work out fine

[0:40:59] Voice 13: i just wanted to um raise something because i know we're going to get questions about it

[0:41:05] Voice 13: And that is the fact that this first FPC meeting won't have the chairs of TPC and RPC on it.

[0:41:16] Voice 13: And I'm anticipating that we're going to get questions about how we can improve that process in the future.

[0:41:27] Voice 13: And just wanted to flag that I don't have any brilliant ideas, but I feel quite confident we'll get some questions about that.

[0:41:38] Trustee Luckham (probable): uh cio do you want to make any remarks at this moment the

[0:41:41] Voice 9: whole reason that's the case

[0:41:43] Voice 9: is because of the moving of the november first to third trust council meeting to um later in

[0:41:51] Voice 9: november and um there's just no other way to to say that uh that being said it's tough to get

[0:42:00] Voice 9: those committee appointments and those committees together enough for them to say here's our

[0:42:06] Voice 9: representative on fpc so it's the it's the wacky um it's fate a little bit from a timing perspective

[0:42:13] Voice 9: and it's the sort of wacky structure of the trust where a committee reports to a committee that

[0:42:17] Voice 9: reports to the trust council it is not ideal and um questions can come and we will answer them the

[0:42:25] Voice 9: best we can but we are where we are um i do think the higher value if you allow me to just briefly

[0:42:32] Voice 9: comment is to get the initial document out to a body at trust council to give it a look

[0:42:37] Voice 9: start to make some decisions around the finances and so forth and make recommendations

[0:42:43] Voice 9: but duly noted yeah

[0:42:46] Trustee Luckham (probable): and russ i was reflecting on that as well and it does strike me is that

[0:42:52] Trustee Luckham (probable): although it is a decision this particular fpc in reviewing the budget materials and advancing a

[0:43:00] Trustee Luckham (probable): recommendation to council, although that's a decision to make that recommendation,

[0:43:04] Trustee Luckham (probable): it's ultimately council that is making the decision about advancing a budget. It's not

[0:43:09] Trustee Luckham (probable): like FPC is awarding a contract, whereas

[0:43:13] Trustee Luckham (probable): that would be maybe a little problematic. So it seems

[0:43:18] Trustee Luckham (probable): to me that under the circumstances, it doesn't really create a real difficulty, administrative

[0:43:24] Trustee Luckham (probable): difficulties. So the only other thing here with dropping out of any of Trust Program Security

[0:43:34] Trustee Luckham (probable): Media Regional Planning Committee, it would be ideal to do that before the ratification

[0:43:39] Trustee Luckham (probable): in how you're sensing your workload is going to be, because the quorum of the group is based upon

[0:43:47] Trustee Luckham (probable): the appointed membership. And if somebody chooses to step down, then we'd have to go

[0:43:55] Trustee Luckham (probable): through a formal process of a person resigning and then we may want to reopen up opportunity

[0:44:02] Trustee Luckham (probable): for new appointments so we'd want to be careful about that any further remarks then i think we

[0:44:14] Trustee Luckham (probable): will advance this one as presented uh item oops item uh 7.17 advanced to council as presented

[0:44:23] Trustee Luckham (probable): presented so the next item here 7.18 is june trust council uh provincial review briefing

[0:44:31] Trustee Luckham (probable): ceo hotson pillar over to you i

[0:44:37] Voice 9: think this was simply requested by trust council to the last

[0:44:42] Voice 9: meeting to say put this on the agenda so we can look at it

[0:44:44] Trustee Luckham (probable): oh right okay so it's just returning

[0:44:48] Trustee Luckham (probable): to us to review so this

[0:44:52] Voice 9: is the initial letter um it was moved by Brent and seconded by Colburn

[0:44:57] Voice 9: to ask for provincial review and it relates of course to your um to the discussion we're going

[0:45:05] Voice 9: to have later about meeting with the minister but it was asked for just last week yeah we want we

[0:45:10] Voice 9: want to see it so that's where we've got it

[0:45:12] Trustee Luckham (probable): and is the letter attached to this briefing

[0:45:14] Trustee Luckham (probable): the response letter from the ministry yes

[0:45:19] Voice 9: it is it's on page 49 okay

[0:45:22] Trustee Luckham (probable): thank you just wanted to

[0:45:23] Trustee Luckham (probable): make sure okay then so is there any questions on that item seems pretty straightforward so let's

[0:45:28] Trustee Luckham (probable): then advance item uh 7.1.8 um to council as as presented great um by general consent so 7.19

[0:45:42] Trustee Luckham (probable): nine is the policy statement amendment project overview this is a session outline for we've now

[0:45:49] Trustee Luckham (probable): come out of that reporting out phase of the meeting and we're now moving into a educational

[0:45:55] Trustee Luckham (probable): opportunity and ceo hudson pillard do you have anything to say or do you want to pass it off to

[0:46:00] Trustee Luckham (probable): i

[0:46:00] Voice 9: pass it off to claire perfect director

[0:46:03] Trustee Luckham (probable): freder welcome to the meeting over to you thank you very

[0:46:11] Voice 7: much and good morning executive committee this is simply before you as a proposed session outline

[0:46:16] Voice 7: for the policy statement to orient the new council as to where we're at and talk about anticipated

[0:46:23] Voice 7: next steps for the project as per the direction already given we're happy to take your feedback

[0:46:28] Voice 7: on the presentation of the session outline if there's any changes you might like thank you okay

[0:46:35] Trustee Luckham (probable): Okay. Any questions or proposed changes you'd like to raise, Vice Chairs? Not seeing hands

[0:46:46] Trustee Luckham (probable): jumping up. I don't see Tim on the screen anymore for some reason. There he is. His hand is up.

[0:46:51] Trustee Luckham (probable): Over to you.

[0:46:53] Voice 13: Thank you, Chair. So one thing that looking through the agenda and specifically the

[0:47:00] Voice 13: a request to the minister that stood out for me

[0:47:04] Voice 13: is we have two requests regarding tree cutting.

[0:47:11] Voice 13: One was specifically regarding the PMFL

[0:47:14] Voice 13: and talks about LTCs.

[0:47:17] Voice 13: And the second one talks about is more general.

[0:47:24] Voice 13: And this is obviously one of those questions

[0:47:27] Voice 13: that's come up a lot on many islands.

[0:47:33] Voice 13: of course we don't know what the minister might do with either of those and in our september trust

[0:47:41] Voice 13: council we did talk uh i think we chose to we removed the little section on tree cutting was

[0:47:48] Voice 13: was to be removed from the draft and then i just noticed that so we still have two outstanding

[0:47:55] Voice 13: requests to the minister one is pretty specific for ltcs and one is more general

[0:48:01] Voice 13: and i don't know how i missed that there were two right now out there i of course i don't have the

[0:48:08] Voice 13: dates right in front of me like i should have but i just thought i would mention that that's

[0:48:13] Voice 13: something that's been of concern to some islands in terms of the tpc or tps draft and it'd just

[0:48:23] Voice 13: be good to have clarity available for trustees director

[0:48:30] Trustee Luckham (probable): fader do you have any remarks on that

[0:48:32] Trustee Luckham (probable): um

[0:48:32] Voice 7: so certainly um if the the um request for or the the statement in the policy statement

[0:48:39] Voice 7: regarding advocacy for tree cutting powers to be added to the act that local trust committees

[0:48:44] Voice 7: could use should they so desire um has been removed or we've got direction to remove that

[0:48:50] Voice 7: from the policy statement so at this point i would consider it's no longer like a trust

[0:48:53] Voice 7: programs committee consideration it's consideration of council so they've got direction from council

[0:48:58] Voice 7: so council at any point could choose to revisit that direction um but it's no longer like a policy

[0:49:05] Voice 7: statement matter if that's

[0:49:06] Voice 5: fair okay does that help tim uh

[0:49:14] Voice 13: yeah specifically in terms the policy

[0:49:16] Voice 13: statement uh uh i would just i actually found myself a tiny bit surprised that we had two

[0:49:23] Voice 13: separate requests about tree cutting out to the minister i noticed one was to one was to osborne

[0:49:29] Voice 13: and then one was to Cullens, so just in the timing.

[0:49:33] Voice 13: And I know we have a list of sort of outstanding requests to the ministry,

[0:49:38] Voice 13: so sort of seems like a parking lot, but the fact that it's out there

[0:49:43] Voice 13: is just something I – I wasn't aware we had two different ones out there

[0:49:47] Voice 13: until I really looked carefully, so.

[0:49:50] Trustee Luckham (probable): Right.

[0:49:52] Trustee Luckham (probable): Okay.

[0:49:54] Trustee Luckham (probable): So, Vice Chair Elliott.

[0:49:58] Trustee Elliott (probable): Apologies.

[0:49:58] Trustee Elliott (probable): Apologies I'd just like to return to the previous item just for some clarity and this is because

[0:50:07] Trustee Elliott (probable): it's it seems very process and I just want to make sure I understand the process so we have

[0:50:15] Trustee Elliott (probable): the original request for decision from trustee Paul Brent and Scott Colburn from June 21st

[0:50:22] Trustee Elliott (probable): And this is what we're returning to council to request that council reconsider and re-issue this or follow up with this.

[0:50:35] Trustee Elliott (probable): It's a bit of a loop, so I'm trying to make sure I understand the steps.

[0:50:39] Trustee Elliott (probable): So, Trustee Patrick and Trustee Yates, we return to the original request for decision.

[0:50:48] Trustee Elliott (probable): I

[0:50:49] Trustee Luckham (probable): don't know that it's returning to the original decision.

[0:50:52] Trustee Luckham (probable): it's providing i think the idea was to provide council the opportunity to reflect on the answer

[0:50:58] Trustee Luckham (probable): from the minister to determine whether or

[0:51:01] Trustee Luckham (probable): not council wants to take further action with response

[0:51:05] Trustee Luckham (probable): to the regarding the response that would be my take and this uh ceo hudson pillar do you have

[0:51:13] Trustee Luckham (probable): a remark i

[0:51:14] Voice 9: totally understand the question would it be better if there was just a one-page briefing

[0:51:19] Voice 9: on the cover of this does this look like a request for decision again it does yeah okay so we we could

[0:51:26] Voice 9: just put a one-page briefing on it that says trust council in november requested that this be returned

[0:51:34] Voice 9: for consideration of the new trust council and it's really history that's being the the context

[0:51:41] Voice 9: for that request to the minister is being asked for and the

[0:51:46] Voice 9: the reason why i think it was being

[0:51:48] Voice 9: asked for is that some trustees in november were going let's ask let's re-ask and and others didn't

[0:51:55] Voice 9: know what we're exactly maybe we're re-asking and this is giving them that information so we could

[0:52:00] Voice 9: just put that briefing together and uh and it'd just be a paragraph to contextualize what this is

[0:52:06] Voice 9: and then i don't know what trust council in december if they get into it will want to do

[0:52:10] Voice 9: they might want to go yeah let's let's double down on that request or they might say hey let's let a

[0:52:17] Voice 9: year go by or i'm not sure but it's for them to to determine but we could just cover this better

[0:52:23] Voice 9: make it clearer thank

[0:52:25] Trustee Luckham (probable): you yeah that's perfect um so i've got maude and peterson your hands are up

[0:52:32] Trustee Maude (probable): yes so i i think the reason for the request was from the minister's letter um where he says

[0:52:39] Trustee Maude (probable): the ministry wants to understand the perspective and opinions of the newly elected trust council

[0:52:44] Trustee Maude (probable): upon the request of review i think that was a trigger for bringing it back uh

[0:52:53] Voice 5: yeah so it just

[0:52:58] Voice 5: yeah and i just can

[0:52:59] Voice 13: yeah and i just concur that uh i've have heard uh some trustees considering

[0:53:06] Voice 13: whether trust council might want to resend the request of the minister and

[0:53:16] Trustee Luckham (probable): of course the you

[0:53:17] Trustee Luckham (probable): realize the minister could respond in the same fashion do the governance work and let council

[0:53:23] Trustee Luckham (probable): think about it we'd get stuck in a loop so

[0:53:26] Voice 9: this mr chair this is sort of an interesting moment

[0:53:29] Voice 9: right now and so there's two or three different ways to move forward this could just get me

[0:53:38] Voice 9: returned to trust council and then from trust council floor some direction be developed yeah

[0:53:43] Voice 4: the

[0:53:44] Voice 9: second is you could ask what staff's advice would be regarding doing that

[0:53:49] Voice 4: yeah

[0:53:50] Voice 9: um and or it

[0:53:54] Voice 9: it doesn't doesn't go anywhere certainly the minister's letter said uh once the new trust

[0:53:59] Voice 9: gets together and presumably discusses it in some way

[0:54:02] Voice 10: yeah that

[0:54:03] Voice 9: you know be interested to

[0:54:04] Voice 9: hear from you well you're getting an opportunity on december 14th um to to speak with the minister

[0:54:11] Voice 9: and if you're asking staff we uh we would provide the the full context around that i

[0:54:19] Voice 9: and i won't even go into what i think the minister's letter is but that's an option

[0:54:23] Voice 9: for trust council when they get to this topic in december yes

[0:54:31] Trustee Elliott (probable): i if i may chair i think that's what

[0:54:34] Trustee Elliott (probable): i was um was looking for is what is the request to council and is there going to be some additional

[0:54:43] Trustee Elliott (probable): information so that we can have a good discussion about what are the next steps is it okay this is

[0:54:51] Trustee Elliott (probable): going to go to the governance committee and then discuss it internally or is the time now to to

[0:55:00] Trustee Elliott (probable): make another request and make that more specific and so i think if the aim of having a productive

[0:55:06] Trustee Elliott (probable): discussion yeah it would be good to just cover this off and perhaps have some options for council

[0:55:15] Trustee Elliott (probable): to consider does that make sense yeah it seems

[0:55:19] Trustee Elliott (probable): very vague like what what are we doing with this

[0:55:21] Trustee Elliott (probable): Well,

[0:55:22] Trustee Luckham (probable): you know, I'm just going to say that this is a terrific learning opportunity, Russ, and I'm sure you'll agree with me, is this is a motion on the fly that is direction from council to do this, return it to the next meeting without any specifics around asking for staff advice on whether council should restate its position or something or otherwise.

[0:55:47] Trustee Luckham (probable): and so it's ended up here now for us to handle that obvious anomaly that there isn't as you

[0:55:55] Trustee Luckham (probable): pointed out toby there isn't really any clear direction but the council didn't provide that

[0:55:59] Trustee Luckham (probable): clear direction the motion that council provided is right there in this second paragraph and it's

[0:56:06] Trustee Luckham (probable): just says return the request for decision for consideration right

[0:56:14] Voice 9: so there we are we don't

[0:56:16] Voice 9: really have time to in the next you know 36 hours to provide some analysis that's going to lead you

[0:56:23] Voice 9: one way or another so

[0:56:24] Trustee Luckham (probable): yeah and it could obviously be options but that council didn't ask for options

[0:56:30] Trustee Luckham (probable): they just said return it yeah

[0:56:34] Trustee Elliott (probable): okay sorry one more suggestion um is it a possibility that we

[0:56:40] Trustee Elliott (probable): as executive committee could make a motion to suggest that we discuss minister collins response

[0:56:49] Trustee Elliott (probable): letter at trust council and that's the action that's undertaken well

[0:57:02] Voice 9: that that is going to

[0:57:03] Voice 9: mr chair i think i think that's what's going to happen

[0:57:07] Trustee Luckham (probable): yeah yeah that's how that's what how it

[0:57:10] Trustee Luckham (probable): will unfold yeah thank

[0:57:11] Trustee Elliott (probable): you that's more clear yeah yeah okay

[0:57:14] Trustee Luckham (probable): so then we've already uh sent this one

[0:57:20] Trustee Luckham (probable): to council um so we're gonna go back to the next item which is on our agenda and i've got my

[0:57:29] Trustee Luckham (probable): computer situation it's a little odd here what i normally have so let me just scroll back here

[0:57:35] Trustee Luckham (probable): so uh so policy statement amendment project is actually the item we're on um and we had a session

[0:57:41] Trustee Luckham (probable): an outline and um i don't believe we came up with any suggestions for any changes there at 7.19 so

[0:57:50] Trustee Luckham (probable): then um and there was no recommendations for any additional clarity over the two um um it's good to

[0:58:00] Voice 9: go sir yeah yeah

[0:58:01] Trustee Luckham (probable): yeah it's good to go and and indeed this is a session a training session and

[0:58:05] Trustee Luckham (probable): the staff will ad lib as necessary, I think. So 7.1.9 can be forwarded to council as presented.

[0:58:14] Trustee Luckham (probable): So the next item, 7.1.10 is NAPTEC certificate completion extension for Salt Spring Island. This

[0:58:23] Trustee Luckham (probable): is a decision about the issuance of a NAPTEC certificate. Are there any questions about that

[0:58:31] Trustee Luckham (probable): one it's a natural business item so then i i don't see any so then i'm going to advance 7.1.10 to

[0:58:39] Trustee Luckham (probable): council as presented the next item at 7.11 recommended on trust council representative

[0:58:45] Trustee Luckham (probable): alternate attendee for dfo shellfish agriculture management advisory planning committee

[0:58:50] Trustee Luckham (probable): advisory committee rfd um uh ceo or um where

[0:58:55] Voice 9: should others

[0:58:56] Trustee Luckham (probable): yeah yeah that's what i thought

[0:58:58] Trustee Luckham (probable): somebody else

[0:58:59] Voice 9: should address someone who knows what's going on

[0:59:01] Trustee Luckham (probable): well it's it's interesting yeah

[0:59:03] Trustee Luckham (probable): director freighter over to you all

[0:59:07] Voice 7: right well this is being brought to council as a um uh an

[0:59:11] Voice 7: appointment we're following the model used um in prior terms um for appointments to the now

[0:59:16] Voice 7: defunct gulf islands national park reserve committee um where council can simply collegially

[0:59:21] Voice 7: hopefully determine um a trustee to be the representative and an alternate to sit on this

[0:59:27] Voice 7: committee it's taken quite a number of years of work primarily by denman trustees as i understand

[0:59:32] Voice 7: it to secure a seat on this committee and um i think it likely um there may be a interest from

[0:59:40] Voice 7: denman and hornby trustees particularly denman trustees or their areas are most impacted by

[0:59:44] Voice 7: aquaculture but there is aquaculture occurring throughout the trust area so hopefully this is

[0:59:49] Voice 7: clear um i'd like impact you know particularly feedback um from trustees is this clear enough

[0:59:53] Voice 7: to help make a decision as to appointing to this body um yeah so just

[1:00:00] Voice 7: i'd be happy to make any changes that are requested are

[1:00:04] Trustee Luckham (probable): there any questions tim peterson

[1:00:07] Voice 13: yeah i think the the request for decision is pretty clear um you know the more contacts the

[1:00:15] Voice 13: better what i'd be really interested in is is if we could i don't know how we might do this but uh

[1:00:23] Voice 13: maybe we could do a discreet mail out to trustees uh prior to the council that

[1:00:31] Voice 13: that encourages folks to think about whether they might want to be that representative for trust

[1:00:37] Voice 13: Council um I do know having you know attended the Bain sound forums for a while and I believe

[1:00:48] Voice 13: it was out of that um David critchley from Deniman and myself both you know spoke rather strongly to

[1:00:56] Voice 13: the dfo reps at that point that we felt those important islands trust have a seat at that table

[1:01:04] Voice 13: and so i think it's it's important that we do get somebody in there but uh i'm not sure who

[1:01:10] Voice 13: the right person is it could be a denman or a hornby person maybe grant scott's the guy i don't

[1:01:15] Voice 13: know but uh my suggestion is that if we send it out as a discreet item an email to all trustees

[1:01:22] Voice 13: to consider whether they might want to be that person

[1:01:27] Voice 13: that that might help sort of highlight.

[1:01:29] Voice 13: It is important we get someone on that seat.

[1:01:31] Voice 13: We've been waiting a long time to get a seat.

[1:01:35] Voice 7: Yeah, certainly I believe often,

[1:01:36] Voice 7: I think the chair has sent an email pre-counsel

[1:01:39] Voice 7: to all trustees.

[1:01:39] Voice 7: I don't know if that's going to be occurring again.

[1:01:41] Voice 7: That might be a place to do that.

[1:01:44] Voice 7: But if you'd like staff to undertake that,

[1:01:46] Voice 7: then please do just ask us to do so.

[1:01:51] Trustee Luckham (probable): Well, certainly I can include that

[1:01:53] Trustee Luckham (probable): in my pre-council letter, it might be helpful to have that added as even in the CAO's comments,

[1:02:03] Trustee Luckham (probable): for all that mattered, that expressions of interest for this position for those trustees

[1:02:09] Trustee Luckham (probable): that have significant agriculture interests might help some people's focus on that.

[1:02:18] Trustee Luckham (probable): I see Tim is nodding. So Claire, do you think that an amendment to that,

[1:02:24] Trustee Luckham (probable): just to add a sentence in there somewhere about requesting trustees to consider expressing an

[1:02:31] Trustee Luckham (probable): interest if they have agricultural interests in their trust area, aquaculture interests in their

[1:02:38] Trustee Luckham (probable): trust area.

[1:02:40] Voice 7: To be clear, are you asking them to express interest in advance of council or simply

[1:02:44] Voice 7: to be prepared at council be

[1:02:46] Trustee Luckham (probable): prepared at council yeah yeah

[1:02:49] Voice 7: certainly i i mean i won't speak with

[1:02:52] Voice 7: you i think that's appropriate to put in the pre the chair letter in advance okay

[1:02:55] Trustee Luckham (probable): so then i will

[1:02:56] Trustee Luckham (probable): do that so i'm just making a note of that then so that's uh dfo shellfish management okay okay

[1:03:11] Trustee Luckham (probable): great so then uh therefore no changes to this request for decision then i'll take it that it

[1:03:17] Trustee Luckham (probable): it be forwarded to council um as uh presented so now we're moving into 7.1.12 that's the budget

[1:03:25] Trustee Luckham (probable): session um and who's gonna pick this one up is this gonna be julia or i'll start

[1:03:33] Trustee Luckham (probable): you're gonna give it a start okay over to you so

[1:03:36] Voice 9: a couple of things um so while we're here doing

[1:03:41] Voice 9: doing all of this um julia is working in the background to collate the numbers and get them

[1:03:47] Voice 9: in a good position to go out to financial planning committee um and so the budget session outline

[1:03:54] Voice 9: is going to be amended based on some of their feedback on friday and you'll be at that meeting

[1:04:01] Voice 9: so you'll get to hear that um unfortunately there is one report that we as we've been doing this

[1:04:08] Voice 9: this background and scrambling to get all these reports in front of you and working the numbers

[1:04:11] Voice 9: there's one report we're going to have to send you in the next few minutes to be introduced and

[1:04:15] Voice 9: that's the ease your ec budget um requests from last year um and you might want to take 15 minutes

[1:04:23] Voice 9: or over to lunch or something like that and give that a review and we will speak to that so laurie

[1:04:27] Voice 9: will send that out to you in the next little bit and uh i i can walk you through that um as we go

[1:04:33] Voice 9: go forward um all council committees have considered over the last three or four months

[1:04:39] Voice 9: what their the budgetary requirements are for the coming term ec has done the same thing

[1:04:46] Voice 9: and um provided that and we've made the staff have made a suggested refinement to those

[1:04:53] Voice 9: requests that we'll walk you through later on today um other than that i'd defer to julia but

[1:05:00] Voice 9: But I think the session outline will come and be amended and go on the 28th agenda.

[1:05:07] Voice 9: Thanks.

[1:05:10] Voice 11: Okay.

[1:05:10] Voice 11: Is Julia with us?

[1:05:11] Voice 11: Does she want to add anything?

[1:05:16] Voice 1: I am here.

[1:05:18] Voice 1: I don't have additional comments.

[1:05:19] Voice 1: The CAO communicated everything that I think is important.

[1:05:24] Voice 1: Although I should say the draft budget that was circulated to financial planning committee

[1:05:29] Voice 1: Committee yesterday for their meeting on Friday does already include in it the refinements that

[1:05:35] Voice 1: have been made to the Executive Committee funding requests. So the briefing that's going to come

[1:05:40] Voice 1: before you indicates a few areas that were amended from the initial executive request. Those

[1:05:44] Voice 1: changes are built into the budget. So there will be opportunity for Financial Planning Committee,

[1:05:49] Voice 1: of course, all of you are on Financial Planning Committee, to direct that be revised at Friday's

[1:05:56] Voice 1: meeting if there's a wish to do so. And as the CAO mentioned, any changes that FPC directs to

[1:06:02] Voice 1: the budget itself, to the numbers, I'll be working on that over the weekend and amending all of the

[1:06:08] Voice 1: reporting that accompanies it so it can land in the Trust Council meeting agenda on Monday. So

[1:06:13] Voice 1: the magnitude of changes that are directed by Financial Planning Committee may impact the

[1:06:18] Voice 1: timing of when that agenda goes out on Monday. So it may not be first in the morning, maybe closer

[1:06:22] Voice 1: it to the end of the day depending on how many changes there are okay

[1:06:27] Trustee Luckham (probable): any other questions or

[1:06:30] Trustee Luckham (probable): clarity necessary here this is again it's a session outline um so uh 7.1.12 this is no

[1:06:39] Trustee Luckham (probable): objection will advance to council as presented by general consent um and that brings us to 7.1.13

[1:06:48] Trustee Luckham (probable): also a session outline and this one is regarding standards conduct and conflict of interest

[1:06:54] Trustee Luckham (probable): just to be able to have information.

[1:06:56] Trustee Luckham (probable): CAO, anybody?

[1:06:58] Voice 9: You know, for 713, 14, and 15,

[1:07:01] Voice 9: these are session outlines, Mr. Chair.

[1:07:04] Voice 9: I'd respond to questions,

[1:07:05] Voice 9: but we've worked on the programming here

[1:07:07] Voice 9: and we've lined up the speakers

[1:07:08] Voice 9: and we are working on the actual slide decks and so forth.

[1:07:13] Voice 9: So I'd respond to questions,

[1:07:14] Voice 9: but I think they can go forward

[1:07:16] Voice 9: unless ECE's got a particular question

[1:07:18] Voice 9: or wants to redirect some effort somewhere.

[1:07:22] Trustee Luckham (probable): Right.

[1:07:22] Trustee Luckham (probable): So I'll just confirm 7.1.13, 14, 15, 16, and 17 would all be advanced unless there's further

[1:07:32] Trustee Luckham (probable): questions.

[1:07:34] Trustee Luckham (probable): So Vice Chairs, do you have any questions regarding those items?

[1:07:39] Trustee Luckham (probable): I'll just give you a moment.

[1:07:40] Trustee Luckham (probable): 7.13 through 7.17.

[1:07:45] Trustee Luckham (probable): No.

[1:07:46] Trustee Luckham (probable): Okay, good.

[1:07:47] Voice 9: Yeah, I will say that there's going to be some, the First Nations session with Reese

[1:07:53] Voice 9: Harding is going to be a really great foundational session for trust council and we're really looking

[1:07:58] Voice 9: forward to that um a lot of work's gone into that and into its development and uh uh the

[1:08:05] Voice 9: strategic plan will just be a very brief review of where we are um it'll take some time for trust

[1:08:12] Voice 9: council to figure out where where it's going from a strategic perspective but uh thank you we'll we'll

[1:08:17] Voice 9: put those up move those forward okay

[1:08:20] Trustee Luckham (probable): great um so therefore then item 7.1.13 through 7.1.18

[1:08:27] Trustee Luckham (probable): will be forwarded to council by general consent as presented sorry one seven not one eight so now

[1:08:34] Trustee Luckham (probable): we're uh moving into 7.1.18 which is delegation request so this is a fairly normal practice we

[1:08:41] Trustee Luckham (probable): ask for delegations and people write to us and say hey we want to make a delegation

[1:08:46] Trustee Luckham (probable): and we ask them to present materials to back up their request in order to be sure that they're

[1:08:53] Trustee Luckham (probable): speaking to trust-wide matters and are being respectful to or not expressing any kind of

[1:09:02] Trustee Luckham (probable): disrespect I guess actually is probably the way we address it and so Laurie do we have all of the

[1:09:12] Trustee Luckham (probable): the materials from the individual sketch.

[1:09:14] Trustee Luckham (probable): I know that the Chandler item,

[1:09:17] Trustee Luckham (probable): there was a conversation going on there by email

[1:09:20] Trustee Luckham (probable): about making a recording of the presentation

[1:09:25] Trustee Luckham (probable): as a delegation, which is pretty unusual,

[1:09:28] Trustee Luckham (probable): but I think that's a conversation that we can have here

[1:09:32] Trustee Luckham (probable): or certainly seek some recommendations

[1:09:35] Trustee Luckham (probable): about the technological support and otherwise.

[1:09:38] Trustee Luckham (probable): but um so over to you do we have all the materials we need for these uh three delegations uh thank

[1:09:47] Voice 3: you chair all the materials received are in the package but not this uh electronic recording i

[1:09:52] Voice 3: believe the request he was waiting for confirmation that that would be okay

[1:09:57] Voice 9: what is that mr chair

[1:09:59] Voice 9: what's the electronic what uh

[1:10:02] Trustee Luckham (probable): the individual is not comfortable in speaking publicly

[1:10:05] Trustee Luckham (probable): And so wishes to make her delegation as a recording. And I'm guessing that has an expectation that we would broadcast that recording as the delegation. It seems unusual.

[1:10:19] Trustee Luckham (probable): So

[1:10:19] Voice 9: that's new territory. The challenge there would be the body's inability to address some comment that's in a static video if, let's say, there was an accusation made

[1:10:40] Voice 4: or

[1:10:42] Voice 9: something like that.

[1:10:44] Voice 9: So, you know, the modern world's testing some of our policies, I guess.

[1:10:49] Voice 9: And you'd have to look forward to a future where do you want a succession of video commentary being provided to Trust Council for Trust Council to sit without being able to ask questions associated with it or have that sort of interaction.

[1:11:07] Voice 9: action um so I'm a bit challenged by the concept uh at this point but I don't have an easy answer

[1:11:15] Voice 9: for it David yeah I don't know

[1:11:17] Voice 6: yeah if I may I if I may through the chair I share the CAO's concerns

[1:11:23] Voice 6: uh the biggest concern of course is we don't know what it's going to say if it's recording

[1:11:27] Voice 6: and it's defamatory we could then find ourselves liable so I would actually encourage that we don't

[1:11:33] Voice 6: do this and if you can't you don't want to speak live they can provide it in writing

[1:11:37] Voice 6: um and then we at least we can read that in advance and if we see anything problematic we can

[1:11:43] Voice 6: redact it or ask her to to make a changes to it or him

[1:11:48] Trustee Luckham (probable): um okay so um i don't know if we want to

[1:11:53] Trustee Luckham (probable): deal with these individually in some way or um deal with them as a group but uh um trustee elliott i

[1:12:01] Trustee Luckham (probable): I think I saw your hand up.

[1:12:02] Trustee Elliott (probable): Yeah, I would just agree.

[1:12:04] Trustee Elliott (probable): I'm extremely uncomfortable with setting a precedent that hasn't been thought through.

[1:12:11] Trustee Elliott (probable): So I think the idea could be explored with technology.

[1:12:16] Trustee Elliott (probable): How can people participate?

[1:12:18] Trustee Elliott (probable): But the idea of packaging a presentation where we can't respond as if it were live is, yeah,

[1:12:26] Trustee Elliott (probable): I think that's setting a precedent that could set us up for some problems.

[1:12:34] Trustee Luckham (probable): Yeah okay so then let's maybe just deal with these individually that normally we approve

[1:12:43] Trustee Luckham (probable): each of the delegations for 10 minutes and so I'm going to suggest that because I haven't heard

[1:12:49] Trustee Luckham (probable): anything else although Trustee Mott I see your hand up that David Donison and Mary Beth Rondeau

[1:12:54] Trustee Luckham (probable): be forwarded to council and then we'll make some other kind of a decision around advising

[1:13:00] Trustee Luckham (probable): advising Millie Chandler about her request. David Maude, did you have something else to ask?

[1:13:05] Trustee Maude (probable): Thank you, Chair. I guess two sort of things. One is that, assumably, if it's going to be

[1:13:12] Trustee Maude (probable): broadcast, it would be provided to us in advance. So if that was the case, it could perhaps be

[1:13:18] Trustee Maude (probable): reviewed by staff to make sure that there's nothing inappropriate there. But also, could

[1:13:24] Trustee Maude (probable): Could the presenter be asked to sort of be available for Q&A afterwards to respond rather than just be a blank sort of transaction?

[1:13:37] Trustee Luckham (probable): Any of that's possible.

[1:13:39] Trustee Luckham (probable): I think, as Toby said, it would be better for us to do some research and figure out how it is we would want to handle pre-recorded broadcasts.

[1:13:56] Trustee Luckham (probable): Because obviously, that could also just be correspondence with links to videos on YouTube.

[1:14:02] Trustee Luckham (probable): I think that my sort of interpretation of a delegation is an in-person delegation.

[1:14:10] Trustee Luckham (probable): But yeah, we need to, sure, we need to get more modern than that.

[1:14:15] Trustee Luckham (probable): But I don't know that we know how we're going to do that.

[1:14:18] Trustee Luckham (probable): But you're right, David.

[1:14:23] Trustee Luckham (probable): So is it all right with the executive committee at the moment?

[1:14:26] Trustee Luckham (probable): just to say that we're going to advance David Dunison and Mary Beth Rondeau's

[1:14:31] Trustee Luckham (probable): request for delegations to council. Are we okay with those two? Yes. Okay. So by general consent,

[1:14:39] Trustee Luckham (probable): I'm going to do that. So I'm sort of hearing that perhaps we should ask Miley Chandler that

[1:14:47] Trustee Luckham (probable): if she wishes to make a delegation to council, that she do it in person. And I can certainly

[1:14:54] Trustee Luckham (probable): say given what I've read about some concerns and I was contacted by another trustee or another

[1:15:00] Trustee Luckham (probable): person about her delegation that she would be treated with the greatest level of respect

[1:15:06] Trustee Luckham (probable): possible but that we would also expect that her presentation be respectful and we can just go

[1:15:16] Trustee Luckham (probable): from there anybody see any issues with that no CEO do you have any concerns about that

[1:15:26] Trustee Luckham (probable): well

[1:15:27] Voice 9: so then what i'm getting is you're directing us to correspond with her to say that her

[1:15:31] Voice 9: presentation should be a live presentation yeah

[1:15:33] Trustee Luckham (probable): so

[1:15:35] Voice 9: direction to that effect would be helpful

[1:15:36] Voice 9: okay

[1:15:38] Trustee Luckham (probable): um so can i get a mo does somebody want to make a motion to that effect that uh

[1:15:42] Trustee Luckham (probable): uh staff communicate well how about i just wing this staff communicate with uh

[1:15:48] Trustee Luckham (probable): mela shandler uh requesting that her delegation be made in person so that's a motion laurie did

[1:15:56] Trustee Luckham (probable): you get it yes thank you do i have a seconder for that motion is that clear enough trustee peterson

[1:16:06] Voice 13: thank you and if i just

[1:16:07] Voice 13: i if i may chair i just have a a question about the wording of the motion

[1:16:13] Voice 13: because we are this is a for an electronic meeting so uh and it just the emotion does

[1:16:21] Voice 13: say in person so i'm just wondering if we should refine that to say uh live or in in some other way

[1:16:29] Voice 13: that we're not actually asking her to appear in person on electronic meeting just words

[1:16:37] Voice 13: staff knows what we're talking about actually it doesn't it shouldn't matter never mind yeah

[1:16:41] Trustee Luckham (probable): i think that they can uh thank you for actually thank you for raising that and therein lies

[1:16:47] Trustee Luckham (probable): yet another complication yeah um okay anything further on that any any discussion

[1:16:58] Trustee Luckham (probable): then i'll just call for the vote you're gonna look after that um laurie yeah get rid of the

[1:17:10] Trustee Luckham (probable): word her we

[1:17:11] Trustee Elliott (probable): could say in accordance with current policy um that's you know that

[1:17:18] Trustee Luckham (probable): would be helpful

[1:17:18] Trustee Luckham (probable): yeah

[1:17:20] Trustee Elliott (probable): the process that exists right now yeah

[1:17:23] Trustee Luckham (probable): that would be helpful yeah okay so anything further

[1:17:35] Trustee Luckham (probable): Further? Moved and seconded? Friendly amended? And I'll call for the vote. All those in favor?

[1:17:43] Trustee Luckham (probable): Any opposed? None opposed? All right. There you go. So that does it for delegation requests.

[1:17:52] Trustee Luckham (probable): So this now takes us out of the Trust Council preparation work. So thank you. That went

[1:17:57] Trustee Luckham (probable): reasonably smoothly. We had a few new things to consider. So that's great. Gets you off on your

[1:18:03] Trustee Luckham (probable): your toes um so executive committee projects um typically this is fairly brief prior to council

[1:18:10] Trustee Luckham (probable): meeting because the focus is council meeting um and local trust the first item on that list now

[1:18:16] Trustee Luckham (probable): is local trust committee chair assignments discussion um apparently not anybody or nobody

[1:18:23] Trustee Luckham (probable): got the spreadsheet that i sent earlier so what i'm going to suggest is let's have a 10 minute

[1:18:30] Trustee Luckham (probable): 15-minute recess. I'm going to resend that. I'm going to communicate with Lori to make sure that

[1:18:35] Trustee Luckham (probable): it went out over the break, and then that'll give you a chance to look at that, where my thinking

[1:18:43] Trustee Luckham (probable): is. It's not anywhere near concluded, but at least it gives you an idea of what I've been

[1:18:51] Trustee Luckham (probable): considering associated with the geography of the area, the number of meetings, and all that sort

[1:18:57] Trustee Luckham (probable): of thing so um is that all right with everybody so we'll recess for 10 minutes and lori if you

[1:19:03] Trustee Luckham (probable): can just hang around here we'll try and get that email out again thank you everybody okay

[1:19:15] Voice 5: um go

[1:19:17] Voice 5: here oh yeah

[1:19:41] Voice 10: lori are you there uh

[1:19:51] Voice 3: yes chair and are

[1:20:01] Trustee Luckham (probable): you doing that or am i doing that

[1:20:02] Trustee Luckham (probable): are you still there i am thank you so i see that it got stuck in my uh drafts folder for some

[1:20:12] Trustee Luckham (probable): reason so i'm just going to hit send here again and see that that ends up in my sent folder

[1:20:19] Trustee Luckham (probable): it appears to be in my sent folder received here

[1:20:28] Trustee Luckham (probable): okay okay

[1:20:31] Voice 10: great and

[1:20:33] Voice 10: And Lloyd,

[1:20:35] Trustee Luckham (probable): did you get it?

[1:20:37] Trustee Luckham (probable): Yes.

[1:20:38] Trustee Luckham (probable): Okay, great then.

[1:20:39] Trustee Luckham (probable): So then, oh, I see.

[1:20:42] Trustee Luckham (probable): And Russ has got it.

[1:20:43] Trustee Luckham (probable): So, okay.

[1:20:44] Trustee Luckham (probable): So everybody's had that.

[1:20:45] Trustee Luckham (probable): So if everybody can just have a glance at that

[1:20:47] Trustee Luckham (probable): and then we'll come back at,

[1:20:49] Trustee Luckham (probable): you probably did a mark there.

[1:20:51] Trustee Luckham (probable): It's probably 1030.

[1:20:52] Trustee Luckham (probable): No.

[1:20:53] Trustee Luckham (probable): Yeah, it is 1030 your time.

[1:20:55] Trustee Luckham (probable): And so we'll come back at 1030

[1:20:57] Trustee Luckham (probable): and continue with the rest of the agenda.

[1:20:59] Trustee Luckham (probable): Thank you.

[1:21:00] Trustee Luckham (probable): Thank you.

[1:31:31] Voice 5: Sorry, everyone, for being late there. I was

[1:31:33] Trustee Luckham (probable): revising the spreadsheet one more time to provide you some numbers in there. You probably already all noticed that I'm trying to figure out now how to get this on my screen at the same time that I can see all of you.

[1:31:55] Trustee Luckham (probable): Over on the far right-hand side, I was running a score sheet, and I didn't update those numbers on the version that I sent you, and it doesn't work out to be very equitable, Tim,

[1:32:12] Voice 4: for you.

[1:32:13] Trustee Luckham (probable): and that's the challenge with this is um so my score sheet over there is uh toby elliott 21

[1:32:23] Trustee Luckham (probable): meetings peter luckham 15 meetings david maude 22 meetings and tim pieces and 32 meetings with the

[1:32:33] Trustee Luckham (probable): um schedule the way that is laid out however i also removed toby

[1:32:43] Trustee Luckham (probable): be um you from gambier because your score was higher than it should be and i think i assumed

[1:32:52] Trustee Luckham (probable): gabriela and gambier for myself and the scores have been adjusted accordingly but so on this

[1:33:01] Trustee Luckham (probable): topic local trust committee chair assignments i've certainly heard from a lot of people about

[1:33:10] Trustee Luckham (probable): preferences and i think the fundamental the care the uh the challenge lies with salt spring is the

[1:33:19] Trustee Luckham (probable): most the busiest of all of the local trust committees with 12 meetings a year with very

[1:33:26] Trustee Luckham (probable): full packages it's not like it's a light meeting and not to say that galiano and north pender

[1:33:32] Trustee Luckham (probable): or even gabriela for instance at nine and ten meetings is any less busy but um it was a different

[1:33:41] Trustee Luckham (probable): kind of intensity um and so and i can't help but be sensitive to the fact that um there is a

[1:33:53] Trustee Luckham (probable): indication from folks that they would simply like to see change and that i've been the chair there

[1:34:00] Trustee Luckham (probable): for eight years and i'm sympathetic to that notion and so the question becomes who it is that would

[1:34:07] Trustee Luckham (probable): be most suitable to do all that additional travel and has the ease of access to the island and all

[1:34:15] Trustee Luckham (probable): that sort of thing so i'm uh open to um whatever any questions and whatever it is that you see

[1:34:25] Trustee Luckham (probable): there um this is a political decision if i'm not mistaken um and um so i don't know that

[1:34:33] Trustee Luckham (probable): staff necessarily want to chime in here so we do

[1:34:36] Trustee Luckham (probable): not what you see in front of you uh what do you

[1:34:38] Trustee Luckham (probable): think and toby elliot over to you thank

[1:34:42] Trustee Elliott (probable): you chair um and i do appreciate that these are difficult

[1:34:45] Trustee Elliott (probable): decisions so um um just wanted to put forward something to consider at least from my point of

[1:34:55] Trustee Elliott (probable): view um that there's a real um there's a potentially really good alignment um if if i

[1:35:10] Trustee Elliott (probable): were with a little more experience one day be able to chair um salt spring i'm not saying now and then

[1:35:17] Trustee Elliott (probable): in the immediate future so two things to consider um whether this is mutable you know in a year's

[1:35:23] Trustee Elliott (probable): time can we look at this again and perhaps shuffle it the and then the second part where my question

[1:35:33] Trustee Elliott (probable): is I really see some advantages in working more closely with salt spring because where salt spring

[1:35:41] Trustee Elliott (probable): goes Gabriela will follow and we have a lot of the same similar issues it's just the size and the

[1:35:50] Trustee Elliott (probable): the scope and the scale of the issues are much more complex on salt spring so um i um yeah

[1:36:01] Trustee Elliott (probable): personally i wouldn't mind one day um working closely with salt spring i think there's a lot of

[1:36:09] Trustee Elliott (probable): potential there for some good learning on both sides so but yeah i'm a new new trustee and uh

[1:36:18] Trustee Elliott (probable): it's probably it would be too much to take on right now so is that a something we could change

[1:36:25] Trustee Elliott (probable): or look at in a year's time yeah

[1:36:28] Trustee Luckham (probable): i guess anything's possible but i think that you know there's

[1:36:33] Trustee Luckham (probable): certainly an interest in um changing how we do things with respect to chair assignments and the

[1:36:39] Trustee Luckham (probable): terms of the the chairs and that sort of stuff um and so it is entirely possible to say two years

[1:36:47] Trustee Luckham (probable): down the road we might look at refreshing the chair rolls on those islands but we also might

[1:36:53] Trustee Luckham (probable): find that it works perfectly well the way it is and of course I think in fairness we wouldn't

[1:37:00] Trustee Luckham (probable): necessarily want to draw a relationship between Gabriola and Salt Spring versus Galliano and

[1:37:05] Trustee Luckham (probable): Salt Spring or North Pender and Salt Spring that because all the islands have those kinds of

[1:37:11] Trustee Luckham (probable): the bigger island population density is on those islands

[1:37:15] Trustee Luckham (probable): have very much similar aspects to it.

[1:37:19] Trustee Luckham (probable): But I think also that if we're going to change

[1:37:22] Trustee Luckham (probable): the committee structure and appointments in some way,

[1:37:25] Trustee Luckham (probable): that that is also a decision of council.

[1:37:27] Trustee Luckham (probable): And so it would need to come,

[1:37:29] Trustee Luckham (probable): certainly could be stimulated from EC,

[1:37:31] Trustee Luckham (probable): but it would need to be conversation and endorse it.

[1:37:36] Trustee Luckham (probable): but today's uh object or sometime in the next um russ what did you say by the end of the week

[1:37:43] Trustee Luckham (probable): we need to nail this and um i've had three or four different variations on this theme

[1:37:51] Trustee Luckham (probable): with each one of you being in the role of of uh of chair assault spring and then trying to balance

[1:37:58] Trustee Luckham (probable): out how all the rest of the ltcs would flow from there and then i'll just tell you just a sort of

[1:38:07] Trustee Luckham (probable): not be too concerned about the alternate chair role rather than it being a some kind of a much

[1:38:13] Trustee Luckham (probable): more sophisticated rationale for designating any one of you as an alternate chair I just see it as

[1:38:18] Trustee Luckham (probable): an emergency measure and so I just did a completely geographic uh uh distance thing so that

[1:38:27] Trustee Luckham (probable): it if if for some reason one of us is unable to chair a meeting and we're asking somebody to jump

[1:38:33] Trustee Luckham (probable): in, then I think we should try and make that as easy as possible. So I just said, well, let's just

[1:38:37] Trustee Luckham (probable): make it easier on a region wide. And it's not something that the LTCs are going to have to

[1:38:42] Trustee Luckham (probable): live with for a long time. And in fact, in the last number of years, the occasions that that

[1:38:48] Trustee Luckham (probable): happened is very few, like I'd say maybe three or four times in the last few years that there

[1:38:55] Trustee Luckham (probable): was a necessity for an alternate chair to come in. And so I wouldn't worry so much about the

[1:39:00] Trustee Luckham (probable): alternate as I would about the actual designation of the full chair so each of you obviously have

[1:39:06] Trustee Luckham (probable): a certain burden there travel being one of them and I see trustee Peterson's hand up what do you

[1:39:12] Trustee Luckham (probable): think about the allocations and do you think there's a better trade off there with somebody

[1:39:17] Trustee Luckham (probable): else for one of those places uh

[1:39:20] Voice 13: the point I was going to raise at this moment was uh I I feel like

[1:39:25] Voice 13: It sounds like the spreadsheet I'm looking at isn't your final spreadsheet, because I'm noticing that I'm my own alternate on one of the islands on the version I have.

[1:39:38] Voice 13: Oh,

[1:39:39] Trustee Luckham (probable): look at that.

[1:39:39] Voice 13: So you are.

[1:39:40] Voice 13: Yeah, that

[1:39:41] Voice 13: probably wants to be sorted.

[1:39:44] Voice 13: um i mean i think the things i i brought up before were uh travel geography what where we

[1:39:55] Voice 13: might find efficiencies in terms of cost i don't have a i don't have a particular there's nothing

[1:40:03] Voice 13: in particular i see here that i you know would object to uh the the galliano is probably the

[1:40:15] Voice 13: largest travel that's on the docket there for me at the moment and i don't think that's something

[1:40:22] Voice 13: that can't be uh accommodated i'm just trying to switch between the spreadsheet and the zoom here

[1:40:32] Voice 13: i think

[1:40:36] Trustee Elliott (probable): some of them are the numbers actually correct or no

[1:40:40] Trustee Luckham (probable): they're not okay um that's what

[1:40:43] Trustee Luckham (probable): what i read out earlier so those that ltc column starting with elliott should be 21 15 22 and 32

[1:40:51] Trustee Luckham (probable): and the 32 one tim i'm worried about for you because that's uh almost 50 percent more meetings

[1:40:59] Trustee Luckham (probable): than uh any of the rest of us and i i actually do need to confirm that those numbers are right

[1:41:07] Trustee Luckham (probable): um and

[1:41:08] Voice 13: if i could share um uh you know i i know you're you're considering that number i was a

[1:41:17] Voice 13: little like wow when i when you said it out loud so i i'm not sure that what the best way to address

[1:41:22] Voice 13: that is uh from your perspective at this point um perhaps we could swap i don't but i'm i mean

[1:41:33] Voice 13: I mean, everyone seems to have, I mean, I'm sure I'd love a reduced burden on me, but

[1:41:42] Voice 13: it may be not at someone else's outright expense.

[1:41:48] Voice 13: Yeah, yeah.

[1:41:49] Trustee Luckham (probable): I think what I'd like to do is to save, because each version has gotten a little closer to

[1:41:58] Trustee Luckham (probable): where I think we need to be.

[1:42:00] Trustee Luckham (probable): This one has unfortunately impacted you, Tim, directly.

[1:42:04] Trustee Luckham (probable): And I'd like to revisit that.

[1:42:06] Trustee Luckham (probable): So I'm going to suggest that we communicate with each other if I'm looking at changing some workload there somewhere and trying not to boost my workload too much because obviously I'm also significantly lower, but I also attend all the committee meetings and take on other activities.

[1:42:31] Trustee Luckham (probable): and so that's sort of a trade-off that i'm wanting to entertain but maybe there's a maybe

[1:42:38] Trustee Luckham (probable): there's a slight change there some shifting around and i would suggest that um that we

[1:42:43] Trustee Luckham (probable): need this for friday i think uh cao is that what you said i

[1:42:48] Voice 9: would think so david what do you think

[1:42:50] Voice 9: i think we you know by the end of this week we have to start providing some certainty as we look

[1:42:53] Voice 9: out into the ltc scheduling um process um but i don't think it has to happen like right this

[1:43:00] Voice 9: minute but i think you should communicate your wishes now and and yeah you know that i would i

[1:43:06] Voice 9: would

[1:43:07] Voice 6: like you to refine

[1:43:07] Voice 9: that what do you think david sorry yeah

[1:43:09] Voice 6: yeah if i may um yeah as soon

[1:43:12] Voice 6: as you can this week because of the meetings next week so we know who the chair is going to be uh

[1:43:18] Voice 6: the other comment i had is uh if you add all the meetings together there's 90 you divide that by

[1:43:23] Voice 6: for it's about 23 meetings is the average and and yeah so you can use that as a guide i think for

[1:43:31] Voice 6: if you're looking at meetings the other thing too is keep in mind that some meetings like salt

[1:43:36] Voice 6: spring are kind of worth two meetings of another local trust committee or maybe three because of

[1:43:42] Voice 6: the volume of work on them yeah

[1:43:45] Trustee Luckham (probable): and i've reflected that on david or on david mod's workload there and

[1:43:51] Trustee Luckham (probable): And David, you'll note that. And so that's the next one of the other obvious questions is, are you prepared to chair Salt Spring?

[1:44:03] Trustee Maude (probable): Yes. Yeah, I do know the challenges there.

[1:44:08] Trustee Maude (probable): But I would also offer up, you know, if Tim has discomfort on Galliano for travel, that's an easy one for me.

[1:44:18] Trustee Maude (probable): so if that might be a potential thing for because literally there i can throw a rocket at galliano

[1:44:26] Trustee Maude (probable): so that's not a challenge for me but otherwise i'm happy with with things um as you say i guess

[1:44:32] Trustee Maude (probable): we're not looking at the current um table because i i know um on gambria that uh trustee uh vice

[1:44:40] Trustee Maude (probable): chair elliott's listed as the alternate two as well as the chair so i guess you're still moving

[1:44:46] Trustee Maude (probable): things around yeah

[1:44:47] Trustee Luckham (probable): so I had intended for myself to chair Gambier and so then that puts Elliot in

[1:44:54] Trustee Luckham (probable): the right place as the alternative so I didn't get that at the last minute there so I've got a

[1:44:59] Trustee Luckham (probable): new version and I'm going to send that new version out to you at the end of this meeting and I'm

[1:45:03] Trustee Luckham (probable): going to and I might reach out to each of you tomorrow and then I'm going to make that decision

[1:45:11] Trustee Luckham (probable): tomorrow and get that into staff so that they can start working the schedules accordingly so is that

[1:45:18] Trustee Luckham (probable): is that okay with the vice chairs that i proceed in that way i'd just like to make that a bit more

[1:45:22] Trustee Luckham (probable): equitable for for tim and i don't see an immediate solution to that and um i'm going to look more

[1:45:29] Trustee Luckham (probable): closely at that so if that's all right then we'll continue on with our agenda so um this was just a

[1:45:36] Trustee Luckham (probable): discussion it's not really considered an rfd at this point um so let's go to executive committee

[1:45:41] Trustee Luckham (probable): terms of reference briefing um and who's got that one is that you cao i

[1:45:50] Voice 6: can take it okay thank you

[1:45:52] Trustee Luckham (probable): david yeah

[1:45:53] Voice 6: so this is just to help out mainly the um the new advice chairs uh so i took the

[1:46:00] Voice 6: the information that we've posted on the website that indicates the duties of the executive

[1:46:07] Voice 6: committee. One of the pages in there says duties of vice chairs that kind of inadvertently got in

[1:46:13] Voice 6: when I put this together. It's okay to leave it, but it's the next page down that starts with the

[1:46:21] Voice 6: duties of the executive committee. And I think that might be the one just to familiarize yourself

[1:46:26] Voice 6: self with and where the authorities come from. So if you go down to the next page there Laurie

[1:46:32] Voice 6: because that's the vice chair that's the one that snuck in. I start with this one and it just

[1:46:38] Voice 6: identifies where the responsibilities come from. So I think I would say the most important ones are

[1:46:44] Voice 6: the ones that come from your legislation and that is right here where it says these are the reasons

[1:46:49] Voice 6: that the executive committee exists and the biggest one here is considering bylaws from

[1:46:54] Voice 6: local trust committees and going municipality you also act as a trust committee for the berlinus

[1:47:02] Voice 6: winchelsea area and then it says carry out other duties at trust council barracks and then if you

[1:47:08] Voice 6: go down below council has directed you uh first by bylaws which are listed right there um and i

[1:47:17] Voice 6: don't think we need to go through those there's some issues around bylaw three that i think i'll

[1:47:21] Voice 6: be bringing to executive over the next year. The other bylaws I think are pretty good with

[1:47:27] Voice 6: how they're worded and what they say and then down underneath that is everything delegated

[1:47:33] Voice 6: to you by trust council policy and there's a lot a lot of different policies that councils put

[1:47:39] Voice 6: together. So those last two areas the bylaws and the council policy that really is at the pleasure

[1:47:48] Voice 6: of trust council. So those are things that if trust council would like its executive committee

[1:47:54] Voice 6: to be focused differently, those are the areas that trust council could change either by bylaw

[1:48:00] Voice 6: or by policy, depending on how they put it together. So it's really just for your information.

[1:48:06] Voice 6: I'm happy to talk to you individually if you've got questions about any of these policies or bylaws

[1:48:12] Voice 6: or even the legislation. So back to the chair, unless the CAO's got any comments.

[1:48:17] Voice 6: you.

[1:48:18] Voice 9: CAO, over to you. Thanks. You saw this, actually. I think, David, we provided this at

[1:48:22] Voice 9: the last meeting on the 19th. It was probably all a blur, and eventually we'll stop putting this on

[1:48:27] Voice 9: your agendas. You know, there is an opportunity through the governance discussions, and as you

[1:48:35] Voice 9: find your footing, to write to Trust Council and say, you know, we don't want to do this.

[1:48:40] Voice 9: someone else should do this if you're looking at any one policy um what i found in my time

[1:48:48] Voice 9: is quite often if there's an if there's an issue that comes up that has no home

[1:48:53] Voice 9: a natural place is for it to go to the executive committee and it's not often measured against the

[1:49:02] Voice 9: totality of jobs and processes that you've got already and so sometimes it can be

[1:49:08] Voice 9: almost get to be too much for you to manage um a lot of different work so that's something in the

[1:49:14] Voice 9: sometime in the near future we might want to speak with trust counsel and say are we sure we've got

[1:49:19] Voice 9: this this balance right um so that's for a future day and the second point is that um not at this

[1:49:28] Voice 9: meeting but maybe on the 14th i've got um some ideas around orientation bringing in some expertise

[1:49:34] Voice 9: around just meeting management and those kinds of things which i think are going to be helpful to

[1:49:39] Voice 9: you and we would organize those you might get through your first ltc meeting or two but we

[1:49:44] Voice 9: would organize that for january and we'd have a like we'd work through some scenarios and this

[1:49:51] Voice 9: material here is in support of just your specific ec orientation so that's all i'd say for today

[1:49:57] Voice 9: mr chair thanks well

[1:49:59] Trustee Luckham (probable): good thanks russ um and i'm glad you just raised that um item there because

[1:50:03] Trustee Luckham (probable): that was my immediate place that i wanted to go to now that we're actually getting underway here

[1:50:10] Trustee Luckham (probable): as an executive committee is i would like to see some kind of a workshop session where we all

[1:50:15] Trustee Luckham (probable): participate in and in person um i think ideally um to build some fundamental uh principles

[1:50:25] Trustee Luckham (probable): practices and then indeed as you've uh also said to play out scenarios are the best way to uh

[1:50:31] Trustee Luckham (probable): to to do that and um and uh get comfortable with um how we're going to manage meetings

[1:50:39] Trustee Luckham (probable): and so that's terrific any thoughts from anybody else tim peterson yeah

[1:50:45] Voice 13: thank you chair um david i

[1:50:47] Voice 13: was frantically scrolling trying to find those the the two sections uh in that briefing that you

[1:50:54] Voice 13: mentioned out that were uh could you just give me the page number um sorry what was that in

[1:51:01] Voice 13: reference to the legislation

[1:51:02] Voice 6: well

[1:51:04] Voice 13: the the difference between what's legislated and what's

[1:51:08] Voice 13: been appointed or sent from trust council yeah

[1:51:12] Voice 6: it starts on page 146 i believe

[1:51:16] Voice 6: and at the very start yeah so the headings will tell you it says executive committee

[1:51:21] Voice 6: responsibilities by legislation by trust council by by trust council bylaw by trust council policy

[1:51:27] Voice 6: and then if you go right down to the bottom there's one i dismissed but i do want to mention

[1:51:31] Voice 6: And that is some obligations under the Bowen Island Letters Patents as well. And I've listed those two. And that's really just the consideration of OCPs and land use bylaws between first reading and third reading. You don't have to approve them, but you have to consider and comment on them.

[1:51:53] Voice 13: Okay, thanks. Yeah, I just wanted to flag that for myself for later review.

[1:51:56] Voice 13: you

[1:51:57] Voice 5: okay um anything else on this topic no

[1:52:09] Trustee Luckham (probable): okay so then i'm going to move on to 8.1.13

[1:52:13] Trustee Luckham (probable): preparing for our december 14th meeting with the minister um and um there we go um

[1:52:22] Trustee Luckham (probable): somebody gonna i can

[1:52:27] Voice 9: briefly review this um and ec when we tend to have a minister meeting whether

[1:52:34] Voice 9: it's at ubcm um you know the new bc municipalities annual meeting or you know a standalone meeting

[1:52:43] Voice 9: we would and claire and her team are central to this they're the repository of sort of the

[1:52:49] Voice 9: strategies and how we do advocacy and advocacy to the minister or various ministers so they

[1:52:57] Voice 9: would put together a briefing much like this and it would summarize what we've most recently said

[1:53:02] Voice 9: to the minister any anything we've asked of the minister and um you know really measures against

[1:53:10] Voice 9: trust positions trust council has taken that you would be advancing and then go into and to prepare

[1:53:18] Voice 9: you to go into the meeting you would then typically go over a document like this and then

[1:53:24] Voice 9: go okay well we have a meeting on the 14th uh what are the three points we're really going to land on

[1:53:28] Voice 9: and um and then how do we give you how do we want to present that information usually

[1:53:35] Voice 9: these are um elected official to elected official conversations um the staff in this case i think

[1:53:42] Voice 9: it'll be probably claire and myself would be there in support um the minister staff would be there in

[1:53:48] Voice 9: support of the minister and we'd have our conversations in this case uh the minister

[1:53:55] Voice 9: asked to see you so there might be he might want to make a point it might not just be what do you

[1:54:02] Voice 9: want from the minister but i guess there's the possibility that he might be asking you know

[1:54:06] Voice 9: how are things where where are things at um this is what i think so i think you have to make some

[1:54:12] Voice 9: space for that and uh we've put this together for you um fairly self-explanatory when you see the

[1:54:22] Voice 9: different asks down the right hand side of the page here on page 152 and 153 you might want to

[1:54:32] Voice 9: reflect on how ordered we want our requests from the minister to be at some point

[1:54:42] Voice 4: um

[1:54:43] Voice 9: meaning trust

[1:54:46] Voice 9: council has the ability just to if a motion passes to say go ask the minister to do this

[1:54:51] Voice 9: process or that and then you know i i the process is i look at that and i go okay well i've had

[1:55:01] Voice 9: direction i would make initial contacts with the senior ministry officials they'd say well what's

[1:55:07] Voice 9: the context um if we have robust reporting around this position that's easier if it comes from the

[1:55:14] Voice 9: floor um then i just go no this is an interest of trust council they're um they want to make

[1:55:19] Voice 9: this happen who can we speak to and when and from a ministry perspective they've probably got five

[1:55:29] Voice 9: or six as you see different requests from the islands trust and at some point they say well

[1:55:33] Voice 9: how are these related like how are these related or um how would we um address these in in in total

[1:55:45] Voice 9: um because there's probably only so much work that they can dedicate specifically to let's say

[1:55:49] Voice 9: eight legislative if we ask for eight legislative amendments and those take two years to do um that

[1:55:55] Voice 9: that's a challenge for the ministry staff so we have to be strategic in how we do it

[1:55:59] Voice 9: um the last one of course um so you'll see what these are um you see on july 8th the the most the

[1:56:07] Voice 9: latest request was a review of the islands trust and earlier we discussed um what the response from

[1:56:12] Voice 9: the minister was um we have um got something forward we did make a request around communication

[1:56:20] Voice 9: process and timelines for new legislation for biological diversity and ecosystem health

[1:56:26] Voice 9: um a request to amend the private managed forest land act for forest activities

[1:56:33] Voice 9: to make to provide local trust committees the jurisdiction over tree cutting bylaws

[1:56:42] Voice 9: and previously we asked for changes to the islands trust act several of which have occurred so that's

[1:56:48] Voice 9: your context so i think now probably the conversation is um what what are the key

[1:56:53] Voice 9: points that you want to make for your meeting with the minister who would attend and who would

[1:56:57] Voice 9: be who would be speaking to what and you can probably have an initial conversation around

[1:57:02] Voice 9: that now and then maybe um i guess we couldn't organize another meeting but the next time you're

[1:57:08] Voice 9: meeting after that would be um potentially on december 14th thanks right

[1:57:16] Voice 10: and

[1:57:17] Voice 9: claire may wish

[1:57:17] Voice 9: to assist you here as well i'm not sure sure

[1:57:22] Trustee Luckham (probable): um so let me just ask a couple questions so the

[1:57:26] Trustee Luckham (probable): minister to start with has delayed the meeting till 3 30 so that gives us you know a bit more

[1:57:32] Trustee Luckham (probable): time at the beginning of the day to do our executive committee meeting and have a session

[1:57:36] Trustee Luckham (probable): to prepare ourselves to go into the meeting

[1:57:40] Trustee Luckham (probable): and indeed determining who's going to speak to what

[1:57:43] Trustee Luckham (probable): and how we're going to manage that.

[1:57:48] Trustee Luckham (probable): We are not anticipating,

[1:57:51] Trustee Luckham (probable): certainly we haven't been made aware

[1:57:53] Trustee Luckham (probable): of something specific that the minister

[1:57:55] Trustee Luckham (probable): wants to talk to us about,

[1:57:57] Trustee Luckham (probable): which is also entirely possible.

[1:58:00] Voice 9: That's right.

[1:58:01] Voice 9: And the last thing I'd say is that

[1:58:03] Voice 9: you are going to have a trust council meeting

[1:58:05] Voice 9: between now and then.

[1:58:06] Voice 9: yes and

[1:58:07] Voice 9: trust council should know that this meeting's happening right and

[1:58:11] Voice 9: they may wish to

[1:58:12] Voice 9: ask you to ask the minister um you know because uh something in their interest of course that

[1:58:21] Voice 9: isn't evidenced by something we got on the record already

[1:58:23] Trustee Luckham (probable): right and that's a beautiful segue into

[1:58:26] Trustee Luckham (probable): what claire is so eloquent about is about the chair and executive committee representing previous

[1:58:34] Trustee Luckham (probable): positions of council and decisions of council rather than winging something that we heard in

[1:58:40] Trustee Luckham (probable): the election process that is not a decision of council and so indeed something new may come

[1:58:45] Trustee Luckham (probable): from council to say go get some more money from the province or something so claire do you want

[1:58:50] Trustee Luckham (probable): to just speak to that sort of broad best practice that we've been doing over the years um certainly

[1:59:00] Voice 7: Yes. So executive committee can only represent the direction from council, I would say. I think

[1:59:08] Voice 7: you do have broad direction in many ways, but you don't yet have a sense of if it's been renewed. So

[1:59:12] Voice 7: you have to work with what you have. But you do have a council meeting in advance, so can get

[1:59:17] Voice 7: some renewed direction at that point. I did want to note one of the things that is not on this

[1:59:21] Voice 7: briefing that you might want to also contemplate is the housing advocacy ask that went to Minister

[1:59:26] Voice 7: Mr. Rankin. The letter was sent out just prior to the election, but that is something that's

[1:59:32] Voice 7: not on this briefing. You might also want to contemplate as a key message that you're interested

[1:59:36] Voice 7: in more supports to the region for affordable housing in terms of, you know, supports to BC

[1:59:41] Voice 7: housing or an entity that can support rural communities. But

[1:59:47] Voice 7: yes, so hopefully I'm happy

[1:59:48] Voice 7: to answer any further questions.

[1:59:52] Trustee Luckham (probable): Other questions? Tim Peterson.

[1:59:57] Voice 13: So what I'm hearing, I certainly heard

[2:00:00] Voice 13: a lot of support around the trust council table for asking the minister for uh additional funding

[2:00:05] Voice 13: what i'm hearing claire is that the best way to approach that is to perhaps bring an rfd to

[2:00:11] Voice 13: december council which might give uh staff a little bit of time to we tiny bit of time we

[2:00:21] Voice 9: don't we don't have that

[2:00:22] Voice 13: time we don't have that time yeah okay okay um so yeah i'm just i'm just

[2:00:28] Voice 13: Just speculating that that might be an interest of this council because it was brought up a lot.

[2:00:37] Voice 13: Okay, so you don't have any time. That's fair enough.

[2:00:42] Voice 7: If I could share.

[2:00:45] Trustee Luckham (probable): Yeah, well, I just say, hopefully, as we've requested, this is not the last meeting with the minister.

[2:00:51] Trustee Luckham (probable): So indeed, we need to develop, get a sense of purpose of the minister's interest in us.

[2:00:58] Trustee Luckham (probable): and then evolve our goals and ambitions

[2:01:02] Trustee Luckham (probable): with the ministry's goals and ambitions.

[2:01:05] Trustee Luckham (probable): So anyway, back to you, Claire.

[2:01:08] Voice 7: I would just offer a reminder.

[2:01:10] Voice 7: You do have direction to approach the province for funding,

[2:01:12] Voice 7: but over the last term, that was never refined

[2:01:15] Voice 7: to be something that was specific enough.

[2:01:17] Voice 7: But you could certainly, I would expect,

[2:01:19] Voice 7: mention in generalities that there is interest

[2:01:22] Voice 7: in having the province support with further funding,

[2:01:24] Voice 7: but you're not yet in a position to say specifically

[2:01:27] Voice 7: specifically how you'd like that to happen yeah and we have

[2:01:31] Trustee Luckham (probable): we have been doing that so we can

[2:01:33] Trustee Luckham (probable): continue to do it yeah

[2:01:35] Voice 13: yeah so i i mean i support that approach because i think that

[2:01:39] Voice 13: probably well supported by council and so council needs to have the discussion perhaps about those

[2:01:46] Voice 13: specifics i i can think of a number but i won't belabor that today uh toby

[2:01:52] Voice 13: um

[2:01:55] Trustee Elliott (probable): yes i just put

[2:01:56] Trustee Elliott (probable): something in the chat um having a conversation that if we can tie these threads together

[2:02:06] Trustee Elliott (probable): by suggesting to the province that the islands trust is ideally positioned to be

[2:02:15] Trustee Elliott (probable): an innovative change maker and how we do land land use decision making and ecological protection with

[2:02:26] Trustee Elliott (probable): an indigenous lens so if the province was interested in um piloting new relationships

[2:02:34] Trustee Elliott (probable): in a very practical way on the on the land can the islands trust be resourced to that

[2:02:40] Trustee Elliott (probable): effect and so climate change our responsibilities under drippa um and housing those are the three

[2:02:49] Trustee Elliott (probable): areas that um i think we can really punch above our weight if the if the province would

[2:02:57] Trustee Elliott (probable): would support the islands trust to that end so i don't know i'm trying to think of a way to pull

[2:03:04] Trustee Elliott (probable): it all together it's it is funding it should be strategic but all of these things are connected

[2:03:10] Trustee Elliott (probable): and if the province would back us in in sort of a change agenda and use the islands trust

[2:03:18] Trustee Elliott (probable): for its coordinating powers with first nations i mean this could be a game changer that's all i

[2:03:24] Trustee Elliott (probable): i would say yep

[2:03:28] Voice 5: oh and it looks like ceo's got his hand up uh

[2:03:32] Voice 9: thanks mr chair well i'll say two

[2:03:36] Voice 9: things one you have to go in with two or three very specific simple things to to ask so you've

[2:03:42] Voice 9: already sort of identified what those are so um budget um as we do have a real and emerging need

[2:03:50] Voice 9: for cooperation around reconciliation actions and um i think a closer working relationship with the

[2:03:58] Voice 9: islands trust that will lead to satisfaction associated with the letter that the islands

[2:04:02] Voice 9: trust sent to the minister and just to be sure um vice chair elliott and others we could almost

[2:04:12] Voice 9: take what vice chair elliott just said over the last two minutes is exactly what was said to the

[2:04:19] Voice 9: minister in may like that that very idea and um i was present for that conversation and and that is

[2:04:28] Voice 9: indeed the direction to go so i think you know we can offer advice to staff i think claire would

[2:04:33] Voice 9: probably agree that strong statements of interest in those three areas would be a valuable um use

[2:04:40] Voice 9: of your time um we can't go into seven ideas or too many it has to be so

[2:04:49] Trustee Luckham (probable): thank you yeah and i'll

[2:04:52] Trustee Luckham (probable): just say that um on that same topic the minister is interested um and it may be that that's uh

[2:05:02] Trustee Luckham (probable): something but we have to articulate that incredibly well we have to uh demonstrate that we're able to

[2:05:11] Trustee Luckham (probable): do that and um and provide evidence around what the benefit to the province is and our minister

[2:05:22] Trustee Luckham (probable): in particular to support it um so yeah so let's

[2:05:28] Trustee Elliott (probable): um i totally agree and the benefits to the province

[2:05:31] Trustee Elliott (probable): that is the key yeah so i i this isn't us going and asking you know putting our hand out and asking

[2:05:39] Trustee Elliott (probable): for our resourcing so that we can do something but it's so that the trust can do its work on

[2:05:46] Trustee Elliott (probable): behalf of the province and that's i think that's the key point if we can land on that

[2:05:51] Trustee Elliott (probable): the benefit to the province and the residents of the people of bc and our relationships with

[2:05:56] Trustee Elliott (probable): all first nations in the trust area this would be um such a positive um message we could frame

[2:06:04] Trustee Elliott (probable): it that way anyway i'll stop yeah

[2:06:07] Trustee Luckham (probable): and so this meeting is an opportunity to uh determine some

[2:06:11] Trustee Luckham (probable): certainty around what doors open and where we could go and how we might get there i think

[2:06:17] Trustee Luckham (probable): Any other remarks? But we obviously have a bit more fulsome conversation on the 14th,

[2:06:23] Trustee Luckham (probable): but we need to have a plan for the 14th. And I think the CEO is suggesting three areas of interest

[2:06:33] Trustee Luckham (probable): funding. And of course, we can't forget that all along here, the minister is very much interested

[2:06:41] Trustee Luckham (probable): in our policy statement amendment work and so you know that what we're currently doing is

[2:06:49] Trustee Luckham (probable): beneficial to us and beneficial in respect to the minister because you're going to get less

[2:06:55] Trustee Luckham (probable): letters from people if we're successful in advancing a policy statement that people can

[2:06:59] Trustee Luckham (probable): agree upon so um do we need to do anything more than this discussion we've just had russ

[2:07:06] Trustee Luckham (probable): you

[2:07:06] Voice 9: have to direct us to develop some speaking notes for you right i

[2:07:11] Voice 9: would think three topics

[2:07:13] Voice 9: yeah on

[2:07:13] Voice 9: topics that you think are of value and we can do it on four topics and then you can

[2:07:18] Voice 9: remove one or but if you give us the general um thrust of thrust of this we can put some notes

[2:07:25] Voice 9: together for you that you can review on the 14th likely right

[2:07:32] Trustee Luckham (probable): so the topics that seem to

[2:07:34] Trustee Luckham (probable): to rise up there were housing authority funding uh reconciliation and uh the fourth one that

[2:07:45] Trustee Luckham (probable): seemed to pop up there is just our policy statement work but maybe that's not here

[2:07:52] Trustee Luckham (probable): there was just something else anybody want to chime in about those items we have consensus on

[2:08:00] Trustee Luckham (probable): that well

[2:08:01] Voice 9: you've got a letter in front of the minister that he responded to that i think trust

[2:08:05] Voice 9: council's thinking about yes so you have to leave room for trust trust council's going to say

[2:08:11] Voice 9: something to you on the 6th 7th or 8th

[2:08:13] Trustee Luckham (probable): so that's the governance

[2:08:14] Voice 9: and it's yes and your request to

[2:08:21] Voice 9: him was we want to work closer to part of the governance one of the recommendations of the

[2:08:25] Voice 9: governance review was for the ministry and the islands trust to work together more closely

[2:08:29] Voice 4: and

[2:08:30] Voice 9: that would lead to so without getting complicated i think that's an issue that you

[2:08:35] Voice 9: might want to think through and yeah you're right

[2:08:38] Voice 9: or get some speaking notes on so

[2:08:39] Trustee Luckham (probable): if we were to

[2:08:40] Trustee Luckham (probable): dissolve that down to four topics of which we may be softer on one and hard on three others

[2:08:46] Trustee Luckham (probable): it is then uh governance housing funding reconciliation and perhaps a request to staff

[2:08:55] Trustee Luckham (probable): to uh articulate some speaking notes on those uh topics um that was fine with you claire um that's

[2:09:04] Voice 7: That's fine. I'll remind, certainly happy to work on speaking notes. I think we're looking at a 30

[2:09:09] Voice 7: minute meeting that the minister has asked for and the minister likely has something to convey

[2:09:13] Voice 7: himself. So your speaking time is going to be in the order of like five minutes, probably

[2:09:18] Voice 7: where you direct your own messaging and then it will be the minister direct his messaging and a

[2:09:22] Voice 7: little bit of dialogue. So short and sweet will be the order of the day.

[2:09:26] Trustee Luckham (probable): All right. So you can

[2:09:28] Trustee Luckham (probable): can pull that off for us i'm sure we've done it before um so somebody want to make a motion

[2:09:36] Trustee Luckham (probable): i'm going to trial by fire here tim peterson i

[2:09:40] Voice 13: just had a suggestion uh that occurred to me

[2:09:43] Voice 13: and that is if we um if we want to think about prioritizing a little bit if we prioritize the

[2:09:50] Voice 13: desire to work closer uh with the minister as the the main item and then we can sort of nest

[2:09:59] Voice 13: request some of those other items in that because i think that's from my perspective that's the most

[2:10:06] Voice 13: important request or you know ask is is to work closer to that to meet more so that we're not

[2:10:13] Voice 13: trying to i mean we've got lots of great issues but i think that should be number one from my

[2:10:19] Voice 13: point of view yep

[2:10:22] Trustee Luckham (probable): and and that even may be what the province is interested in is well you want

[2:10:26] Trustee Luckham (probable): meet with us more what does that look like and um we need we need to articulate that ask

[2:10:36] Trustee Luckham (probable): um somebody want to make a motion to direct staff to write some speaking notes

[2:10:40] Trustee Luckham (probable): on the discussion that we've had based on those topics uh

[2:10:46] Voice 13: i just quick question to staff and

[2:10:49] Voice 13: then i'll be happy to make a motion i

[2:10:51] Trustee Luckham (probable): see that lori's got one on the screen thank you lori

[2:10:53] Trustee Luckham (probable): nope

[2:10:54] Voice 13: wonderful i'll go ahead and move that ec request staff to create speaking notes for the

[2:11:03] Voice 13: minister's meeting around i would add engaging with the ministry or more engagement with the

[2:11:13] Voice 13: ministry on

[2:11:15] Trustee Luckham (probable): these following topics on

[2:11:17] Voice 13: the following topics yeah

[2:11:19] Voice 5: brilliant uh do i have a

[2:11:29] Voice 5: seconder looking for hand oh there's david ma thank you

[2:11:33] Trustee Luckham (probable): david any further discussion all those

[2:11:38] Trustee Luckham (probable): in favor please raise your hands perfect that's unanimous all right is there anything further on

[2:11:44] Trustee Luckham (probable): this topic and we should give ourselves plenty of time on next week's on the 14th agenda um to um

[2:11:53] Trustee Luckham (probable): be fully prepared for this discussion um

[2:12:00] Voice 10: so now i'm going to go to let me go back to page two

[2:12:04] Voice 10: I think it is there we go okay

[2:12:11] Trustee Luckham (probable): so just there oh so ABICC UBCM resolution selection process

[2:12:19] Trustee Luckham (probable): uh yeah okay so this is where we uh Claire I'm going to ask you to characterize this

[2:12:26] Voice 7: happy to and I'll just take a minute because we've got some new executive committee members here

[2:12:30] Voice 7: this is an annual item that comes every year to the executive committee to kick off a process

[2:12:35] Voice 7: for selection of resolutions from the Islands Trust to AVICC which is the Association of

[2:12:42] Voice 7: Vancouver Island and Coastal Communities which then consider the resolution and if it's endorsed

[2:12:47] Voice 7: by that convention moves on to the that's usually in April it then moves on to the Union of BC

[2:12:53] Voice 7: Municipalities Convention in September. So typically what happens is through this resolution

[2:12:59] Voice 7: resolution that we've proposed for you here you would ask us to email all staff and trustees for

[2:13:04] Voice 7: their ideas you would then receive a briefing and I've got it later in the briefing you then receive

[2:13:09] Voice 7: a briefing back with a summary of what's been proposed you would then select one or two we

[2:13:14] Voice 7: would then prepare those into a proper resolution format with a one-page backgrounder as required

[2:13:19] Voice 7: by AVICC and UBCM for you to then endorse before the deadline so that's the typical process we

[2:13:27] Voice 7: undertake it is driven by policy this is how the policy trust council policy directs that this

[2:13:32] Voice 7: happen and certainly as we move through the year here we'll be discussing with you there will be

[2:13:39] Voice 7: opportunities to propose workshops at those conventions and discuss your potential attendance

[2:13:43] Voice 7: at those conventions as well so i'm happy to take any questions you might have okay

[2:13:51] Voice 10: thank you claire

[2:13:53] Voice 10: and

[2:13:54] Trustee Luckham (probable): let me get that up any questions doesn't look like there's any questions

[2:13:58] Trustee Luckham (probable): and um so can i get somebody to read out that motion top

[2:14:04] Voice 5: of the page tim i

[2:14:13] Voice 13: move that the

[2:14:14] Voice 13: executive committee directs staff to email trustees and staff requesting suggestion for

[2:14:19] Voice 13: topics for the islands trust resolutions for the 2023 abic uvcm conventions perfect move to have

[2:14:28] Trustee Luckham (probable): a seconder uh david maude thank you david any discussion all those in favor please raise your

[2:14:36] Trustee Luckham (probable): hand that carries unanimously thank you very much well that concludes this section um let's scroll

[2:14:46] Trustee Luckham (probable): down here a bit executive committee draft meeting schedule for decisions so that this uh cao or

[2:14:54] Trustee Luckham (probable): whoever's going to speak to this one that falls from the previous item um so that's in here

[2:15:03] Trustee Luckham (probable): yeah

[2:15:03] Voice 9: we just thank you mr chair

[2:15:05] Voice 5: we just wanted to make sure 2.21 thank you lori um do we need

[2:15:17] Voice 5: to do anything here at this time

[2:15:18] Trustee Luckham (probable): no no

[2:15:20] Voice 9: i think that you've yeah we're just give you space on

[2:15:23] Voice 9: the agenda if you want to talk more about your schedule but it looks like you did it earlier in

[2:15:29] Voice 9: the meeting and it will and you had a discussion around it so we can uh we can proceed yeah we

[2:15:35] Voice 9: don't need to do we

[2:15:36] Voice 9: have a resolution that ec's adopted that laurie no it is

[2:15:42] Voice 3: it is here for

[2:15:43] Voice 3: adoption executive committee has not adopted their 2023 schedule so

[2:15:50] Voice 9: you should on 8211

[2:15:52] Voice 9: it's recommended that you adopt by resolution your meeting schedule oh so so that provides

[2:15:59] Voice 9: certainty and for reference it's earlier on in the agenda

[2:16:03] Trustee Luckham (probable): right but the motion itself is in this

[2:16:06] Trustee Luckham (probable): yes section here yes okay so that's on page whatever it is page uh four of our agenda

[2:16:15] Trustee Luckham (probable): package is a motion um that we need to conduct so can i ask a vice chair to make that motion

[2:16:22] Trustee Luckham (probable): page four of your

[2:16:24] Voice 5: agenda package okay i'll try that one page four

[2:16:38] Trustee Elliott (probable): um that so maybe i shouldn't

[2:16:43] Trustee Elliott (probable): have said that before i could find it anybody else anyone else i

[2:16:48] Voice 9: think tim's gone i've i've

[2:16:50] Voice 13: got it right here i move that executive committee adopt the 2023 meeting schedule as percentage on

[2:16:56] Voice 13: page 40 of the agenda package with in-person meetings scheduled on february 22nd june 14th

[2:17:02] Voice 13: september 13th and november 22nd and the remainder to be conducted electronically with the victoria

[2:17:08] Voice 13: board off victoria office boardroom as the place where the public can attend right

[2:17:13] Trustee Luckham (probable): so move to our

[2:17:13] Trustee Luckham (probable): seconder toby elliott thank you and any further discussion all those in favor so that carries

[2:17:21] Trustee Luckham (probable): unanimously awesome thank you so then i'm going to scroll down here to 9.2.1 normally uh if there

[2:17:30] Trustee Luckham (probable): there was advocacy happening in any of your LTCs that you were bringing forward for our awareness.

[2:17:36] Trustee Luckham (probable): This would be where that would happen. So I'm just going to move through this because we haven't had

[2:17:40] Trustee Luckham (probable): any

[2:17:40] Voice 9: meetings. Yes, sir. We have lost your video, by the way. You may have turned it off on purpose.

[2:17:47] Voice 9: I'm not sure.

[2:17:47] Trustee Luckham (probable): Oh, no, that's kind of just went off by itself. There we go. Now we're back on.

[2:17:52] Trustee Luckham (probable): Okay.

[2:17:53] Voice 9: So, Mr. Chair, there is an RFD that didn't make it onto the agenda that we have

[2:18:00] Voice 9: sent you that's important. I

[2:18:03] Voice 9: referenced it earlier, and it's to do with your submission to the Financial Planning Committee and the budget.

[2:18:11] Voice 9: budget. Now, granted, you haven't had, I can provide context for all of this, but you haven't

[2:18:19] Voice 9: had a chance to read that. And I don't know if you look at the timing of this meeting, whether

[2:18:26] Voice 9: you anticipate going to lunch and breaking, you might actually end before that, right? Because

[2:18:31] Voice 9: it's 1140. And

[2:18:32] Voice 9: we're at section nine with only correspondence

[2:18:35] Voice 9: to go. Do you want to take a break

[2:18:38] Voice 9: to give uh the members of the committee a chance to just review that document and come back and

[2:18:43] Voice 9: discuss it essentially an early lunch for 15 or 20 minutes or do you want to do it on the fly

[2:18:50] Voice 9: what do you think is the best approach um it's not a light document no

[2:18:57] Trustee Luckham (probable): i'm just actually looking

[2:18:58] Trustee Luckham (probable): for it and i don't see it in my mailbox for some reason um and i've just messed up my mailbox now

[2:19:06] Voice 9: Do

[2:19:07] Trustee Luckham (probable): the other vice

[2:19:07] Voice 9: chairs, I'm assuming, have a copy of it?

[2:19:12] Trustee Elliott (probable): Is this what was sent out at 6 p.m. last night and it's in WebDAV?

[2:19:18] Trustee Elliott (probable): No.

[2:19:18] Trustee Elliott (probable): No,

[2:19:18] Voice 9: it's we just sent you about an hour ago because it didn't make it onto the agenda.

[2:19:22] Voice 9: Our apologies.

[2:19:24] Voice 9: Changes to the EC budget recommendations.

[2:19:27] Voice 9: So this is the EC's recommendations to the budget process.

[2:19:32] Voice 9: And

[2:19:32] Trustee Luckham (probable): that's coming from Lori.

[2:19:33] Trustee Luckham (probable): It's not coming from Ross.

[2:19:35] Voice 9: That's right.

[2:19:35] Voice 9: It

[2:19:36] Trustee Luckham (probable): was at 1027.

[2:19:39] Voice 9: yes so i'm thinking you might want to just take a few minutes to review that and then come back and

[2:19:46] Voice 9: staff will lead you through it um yeah

[2:19:50] Trustee Luckham (probable): so let me just ask all you folks what do you want to do do

[2:19:55] Trustee Luckham (probable): you want to have a a short break and then wrap up this meeting and end or do you want to have

[2:20:01] Trustee Luckham (probable): have a lunch break and come back and wrap it up uh i'm not fussy one way or the other

[2:20:09] Trustee Luckham (probable): short break or long break i

[2:20:14] Voice 13: i have a suggestion to offer please um i did read through this

[2:20:20] Voice 13: but if we're contemplating having a break and coming back it might be helpful to hear the staff

[2:20:27] Voice 13: briefing on this take a little uh break to digest it and then come back and contemplate the decision

[2:20:34] Trustee Luckham (probable): Oh, yeah. That's a good idea, Tim. Are you in a position? Are you prepared, CAO, just to do a summary of this?

[2:20:44] Trustee Luckham (probable): So that's good. Anybody have any objections to that? We'll get a summary, have a break, and then we'll come back and continue on with the rest of the agenda.

[2:20:52] Voice 9: I would ask Laurie to put it on screen if she can do that.

[2:20:56] Trustee Luckham (probable): Yes.

[2:20:58] Voice 5: One moment.

[2:21:07] Voice 5: But

[2:21:08] Voice 9: I can make some introductory remarks as Laurie's doing that.

[2:21:11] Voice 9: and thank you very much this isn't necessarily regular business but this is the election season

[2:21:17] Voice 9: and also the budgeting season and everything and things are compressed and we're working

[2:21:24] Voice 9: our way through that so I thank you for your patience here during the budget cycle all

[2:21:30] Voice 9: committees of trust council including executive committee consider what's coming up in their work

[2:21:35] Voice 9: plan they consider staff advice on the upcoming budget you know the annual budget and the five

[2:21:43] Voice 9: year financial plan and they discuss and they make recommendations and those recommendations

[2:21:49] Voice 9: are forward to financial planning committee and they're put in the budget by julia as she

[2:21:57] Voice 9: windows that process through now whenever we have an election we've got this interesting scenario

[2:22:01] Voice 9: where by a previous body is recommending something that a new body that's called

[2:22:06] Voice 9: the same thing is going to have to work through and the good news is we're not

[2:22:12] Voice 9: really in a rush because we're not saying yes or no to any of these budget

[2:22:15] Voice 9: items until the end of March however the preliminary work of all the other

[2:22:21] Voice 9: committees is already in and Julia's made those changes to the budget for

[2:22:27] Voice 9: For executive committee, we met with them, you can see in this report, on October 5th

[2:22:32] Voice 9: and November 2nd, and we went through the following budget items, which is a combination

[2:22:37] Voice 9: of things that they may have brought to the table, but also that staff have said, these

[2:22:44] Voice 9: are things you should consider for the future budget, right?

[2:22:47] Voice 9: Because we need more resources here, we need less there, this is an emerging topic, and

[2:22:53] Voice 9: so forth.

[2:22:53] Voice 9: those items were and you'll see it on page one here you can see in your screen

[2:22:58] Voice 9: um to include 10 000 for heritage uh history and heritage grants and aid uh the reason being is that

[2:23:06] Voice 9: that was an oversubscribed program last year it became quite popular and we're we're operating a

[2:23:13] Voice 9: constant deficit associated with that and by the way as i babble on about money and budgets julius

[2:23:18] Voice 9: just leaps in and saves me whenever i misspeak so and and so does claire so consider that can

[2:23:25] Voice 9: happen at any minute um the same for application sponsorship we put 50 000 a recommendation for

[2:23:32] Voice 9: 50 000 for reconciliation action planning um but that was discrete funding for rap planning

[2:23:39] Voice 9: we also had reconciliation planning going throughout the organization in various uh

[2:23:45] Voice 9: throughout the planning function, the comms function, we're starting to build horizontally

[2:23:50] Voice 9: some funding for reconciliation. This is a vertical piece to allow us to go in, respond to emerging

[2:23:58] Voice 9: issues, establish some communications, help with the administration, and so forth. Now, each of

[2:24:05] Voice 9: these had a business case with it, and the previous executive committee looked at those

[2:24:10] Voice 9: business cases for the most part. We had $50,000 for communications, constantly hearing that we

[2:24:17] Voice 9: need a better communications function at the Islands Trust. And for specifics, we can go to

[2:24:21] Voice 9: any of the directors here and talk about it. $1,000 for NAPTEP, $10,000 for the new Accessibility

[2:24:28] Voice 9: Committee. This committee is external to the Islands Trust, so that's going to be people from

[2:24:32] Voice 9: we need expertise from others. We're going to have a presence of committee members that are not

[2:24:39] Voice 9: employees or elected officials so that was to establish the committee and do that outreach

[2:24:44] Voice 9: we had 10 000 for a building footprint gis data layer to be more accurate with where building

[2:24:51] Voice 9: footprints are the policy statement project had and claire will help me with this i think

[2:24:57] Voice 9: initially 140 000 but then there's a recommendation for 105 there was a reduction to 105 wasn't that

[2:25:07] Voice 9: that correct claire um

[2:25:09] Voice 7: yes we brought in a fulsome um proposal for full engage full engagement again

[2:25:15] Voice 7: on the policy statement the prior executive committee lowered it or asked us to bring back

[2:25:20] Voice 7: a revision with less engagement we brought it back at 100 they reviewed the options within

[2:25:24] Voice 7: that business case and then bumped it up a little bit again to 105.5

[2:25:28] Voice 9: perfect so then item nine um

[2:25:32] Voice 9: We're very fortunate in the last year to get some development software funding from the province in the order of $400,000.

[2:25:44] Voice 9: We had an antiquated system for taking in applications and having a portal where applicants and others, members of the public, could, you know, it's a municipal software program.

[2:25:58] Voice 9: If you look at other jurisdictions, they all have some version of what that is.

[2:26:02] Voice 9: Ours was antiquated.

[2:26:03] Voice 9: We got some great funding that allowed us to $400,000 in the order.

[2:26:08] Voice 9: So boom, all of a sudden, we're in the process of implementing that.

[2:26:13] Voice 9: It didn't include a bylaw portal.

[2:26:16] Voice 9: So we needed to add our own $100,000 to make sure that the bylaw management system stayed

[2:26:24] Voice 9: aid even with the new development application system that we're about to adopt so that's what

[2:26:31] Voice 9: that money is for we put in applications for two staffing positions one a meeting administrator to

[2:26:39] Voice 9: to run all of the and be responsible for all of the meetings at zoom meetings and live stream

[2:26:47] Voice 9: meetings that occur across the trust area on a daily basis we don't have that position

[2:26:54] Voice 9: through the pandemic we did we just staffed it with staff who are already working for the

[2:26:58] Voice 9: organization so they stopped doing what they were doing and they start became meeting administrators

[2:27:05] Voice 9: that's not a long-term solution at the Allen's Trust so that was one and two though over the

[2:27:12] Voice 9: years we've taken on new planners we've taken on staff in different areas we had a new SEPA position

[2:27:21] Voice 9: position and so forth. We have rarely provided administrative support and the organization

[2:27:28] Voice 9: is in a deficit there. So we put forward a position for a mid-level administrative person

[2:27:37] Voice 9: who would oversee the coordination of administration at the Allens Trust. We have senior administrators

[2:27:42] Voice 9: and we have people who are doing the work on a ground level. We needed some more support in the

[2:27:47] Voice 9: middle so that went forward and that's included in item 10 150 000 um many of those people that

[2:27:54] Voice 9: i spoke to who are doing the uh the ground level work um have been doing so for a long time their

[2:27:59] Voice 9: jobs have migrated upwards so 11 was an adjustment from a grade from a level 9 grid to an um an 11

[2:28:07] Voice 9: grid which is long overdue and finally 15 000 for digitization of paper records that is the bulk of

[2:28:14] Voice 9: what ec approved we then so that's part one of what i have to say this is now part two julia

[2:28:25] Voice 9: then went and began the process of pulling all of the budget requests together from the various

[2:28:33] Voice 9: committees including ec committee and that rendered an outcome and that is the comment and she can

[2:28:39] Voice 9: speak to this much more ably than i can but that is taking the revenue that the trust is getting

[2:28:44] Voice 9: what are our potential costs and coming out at an anticipated initial tax rate and what we would

[2:28:52] Voice 9: need to draw from surplus to get to remembering our training from a few days ago to a balanced

[2:28:58] Voice 9: budget and that had a high and at this first blush that had a reasonably high tax rate in

[2:29:06] Voice 9: double digits across the local trust areas and for Bowen so in response to that staff

[2:29:17] Voice 9: senior staff got together and looked through various pieces of this budget realizing that

[2:29:23] Voice 9: that was putting trust council in an untenable position to advance I forget what the number was

[2:29:30] Voice 9: a significant double digit tax increase so we sat and looked at what we could reduce

[2:29:37] Voice 9: and still be whole as an organization moving forward.

[2:29:40] Voice 9: So I'm now going to walk through those changes.

[2:29:42] Voice 9: And those changes have been incorporated into the budget that's gone to FPC

[2:29:47] Voice 9: that you may or may not agree with.

[2:29:52] Voice 9: So you're going to discuss that now.

[2:29:54] Voice 9: And then later on Friday, you'll go, you know what?

[2:29:57] Voice 9: I don't agree.

[2:29:57] Voice 9: This money should go back in.

[2:30:00] Voice 5: so

[2:30:01] Voice 9: are you with me so far how

[2:30:04] Voice 5: am i doing with communicating is it clear

[2:30:10] Voice 5: have i shared trustee mod are

[2:30:14] Voice 9: you from oh okay he's got it too so let me get to where

[2:30:21] Voice 9: so i'm

[2:30:21] Voice 1: gonna go to the

[2:30:22] Voice 9: top of the page yeah julia

[2:30:25] Voice 1: i'll just jump in briefly uh russ you mentioned

[2:30:29] Voice 1: if there's things here that executive committee doesn't agree with they can discuss that at

[2:30:34] Voice 1: financial planning committee um it would actually be really excellent for this body in and of itself

[2:30:39] Voice 1: to pass a resolution if they wish for something to be changed um and then you can speak to that

[2:30:43] Voice 1: resolution specifically on friday at financial planning yeah

[2:30:47] Voice 9: so that that's the preferred option

[2:30:49] Voice 9: um the larger point is that you're you're marching towards coming out of the end of friday

[2:30:56] Voice 9: with something and the reason why fpc fpc's consideration of the budget on friday and

[2:31:05] Voice 9: trust council's endorsement of whatever that is is important is that not that that's the number

[2:31:11] Voice 9: that's going to get passed in march those numbers are the ones that go out to the public for their

[2:31:17] Voice 9: feedback during our budget consultation process so they have to be um because we don't know the

[2:31:23] Voice 9: real tax rate until after January when we get the assessed values right that's when we really know

[2:31:28] Voice 9: what the actual tax potential would be and that's in January so what was proposed in this report

[2:31:36] Voice 9: is that we reduce the accessibility committee and plan development request by $7,500 down to $2,500

[2:31:43] Voice 9: so from we knock it down $7,500 that we remove the GIS building so we're trying to lower the

[2:31:51] Voice 9: some of these projects to get to a lower tax threshold that can then be debated by fpc

[2:31:58] Voice 9: removing ten thousand dollars for the building footprint gisd layer reducing the reconciliation

[2:32:04] Voice 9: funding from fifty thousand to thirty in previous years um claire will confirm we were in the fifteen

[2:32:10] Voice 9: to twenty thousand dollar range uh with just discrete funding that didn't include um the

[2:32:17] Voice 9: the SEPA position and so forth, but we had that just as discretionary funding. So the $30,000

[2:32:22] Voice 9: recommend is a more modest increase. We think the work requires $50,000, but you could, you could,

[2:32:31] Voice 9: we could still advance the program by reducing it from, by reducing it $20,000. And we've also

[2:32:39] Voice 9: included more First Nations funding, as I said earlier, horizontally in different project areas.

[2:32:44] Voice 9: we recommended removing the bylaw portal portal licensing and implementation project by so that

[2:32:52] Voice 9: removes a hundred thousand dollars we should have it do we need to have it right this second

[2:32:57] Voice 9: no and what will happen is bylaw will now be slightly frozen in time and the rest of the

[2:33:04] Voice 9: application process will will have a new it'll be a new shiny vehicle moving forward

[2:33:09] Voice 9: um but bylaw will not so but it'll still be a functional system we removed the administrative

[2:33:17] Voice 9: position um we think the allen's trust needs it but out of the two positions an fte is always a

[2:33:24] Voice 9: difficult decision for a body and i'm sure there's going to be lots of discussion at the next trust

[2:33:28] Voice 9: council about what do we do with ftes so we reduced uh 150 000 of new staffing requests by

[2:33:35] Voice 9: $90,000 to $60,000. So that leaves the meeting administrator position in whole, but it removes

[2:33:45] Voice 9: the admin coordinator position. And finally, we remove $15,000 for digitization of paper records.

[2:33:55] Voice 9: That's what I have to communicate. So that's part three. Those changes have been incorporated

[2:34:01] Voice 9: into the budget and the budget document that you've all received in a normal world you would

[2:34:08] Voice 9: have already made that decision right but you weren't you didn't exist when we were making

[2:34:13] Voice 9: when we were um trying to work these numbers through um the next time we go around this this

[2:34:19] Voice 9: next year you would be the same people would be lockstep throughout this process and you would

[2:34:25] Voice 9: you would manage it that's what i've got to say sorry about the length of that one um if you want

[2:34:33] Voice 9: to take a break and consider things and come back and discuss any of these um whether you agree with

[2:34:39] Voice 9: these changes or whether you wish to make any other motions um that'd be great and really i'll

[2:34:44] Voice 9: fade out and julia will fade in um because this becomes um her world to manage it at a certain

[2:34:50] Voice 9: certain point is that reasonable um

[2:34:53] Trustee Luckham (probable): yeah i think so um and so the nut and bolt to this is the um

[2:34:58] Trustee Luckham (probable): the amendments are what's listed at the front of the at the top of this briefing and what was

[2:35:05] Trustee Luckham (probable): originally asked for is at the bottom and this is the rationale for uh lowering those those items

[2:35:12] Trustee Luckham (probable): right

[2:35:13] Voice 9: and it's it's had the net result of lowering the tax requisition some

[2:35:16] Voice 9: some four or five percent oh

[2:35:19] Trustee Luckham (probable): really wow okay well that's good

[2:35:20] Voice 9: so well julia will tell us for sure

[2:35:23] Voice 9: but that's the rationale behind you having this report instead of your original report just going

[2:35:30] Voice 9: forward okay they're all

[2:35:33] Voice 9: reductions right

[2:35:35] Trustee Luckham (probable): any questions so how about we break for um do you

[2:35:40] Trustee Luckham (probable): want uh you want 30 minutes break and then we'll come back and we'll wrap this meeting up for today

[2:35:45] Trustee Luckham (probable): or you want shorter we're

[2:35:51] Voice 9: good sir from a staff perspective 30

[2:35:53] Trustee Luckham (probable): minutes okay so let's come back at

[2:35:55] Trustee Luckham (probable): 10

[2:35:55] Voice 5: after 12 so we will recess thank you

[3:09:03] Voice 5: afternoon everybody good afternoon time

[3:09:17] Trustee Luckham (probable): to come back into order um

[3:09:20] Voice 10: everybody here one two three

[3:09:24] Voice 10: four five i

[3:09:26] Voice 3: see we do have an attendee in our attendees queue okay

[3:09:33] Voice 5: thank you um all right so

[3:09:41] Voice 5: um that's

[3:09:45] Trustee Luckham (probable): quite the um little package of information we uh opened up um prior to the

[3:09:51] Trustee Luckham (probable): a break there um so

[3:09:53] Voice 5: um what what is that what is everybody's

[3:10:01] Trustee Luckham (probable): this is obviously totally i'm

[3:10:02] Trustee Luckham (probable): gathering totally new to all three of you um and with certainly uh um some pre-planning associate

[3:10:14] Trustee Luckham (probable): executive committee and with staff to determine some uh expenses into the coming fiscal year and

[3:10:20] Trustee Luckham (probable): this is where we set what's interesting at the end of your comments cao is you say

[3:10:27] Trustee Luckham (probable): this leaves the governance committee the accessibility committee in any new potential

[3:10:31] Trustee Luckham (probable): committee without dedicated staff support jeopardizing development of these bodies

[3:10:37] Trustee Luckham (probable): so um there we go trustee elliott yes

[3:10:45] Trustee Elliott (probable): thank you chair um yeah the i would suggest we don't remove

[3:10:50] Trustee Elliott (probable): move those to that second mid-level administration staff support just so that we can have the

[3:10:57] Trustee Elliott (probable): discussion because i think there's going to be implications for the reconciliation action that

[3:11:03] Trustee Elliott (probable): we we want to take um i had a question about uh just going back to november 2nd the executive

[3:11:12] Trustee Elliott (probable): committee amended the original request to remove twenty thousand dollars for contact relationship

[3:11:16] Trustee Elliott (probable): management database software. So do I understand that that software, staff suggested we put that

[3:11:25] Trustee Elliott (probable): into the budget, but if we don't have an administrator to actually administer it,

[3:11:33] Trustee Elliott (probable): then it's kind of a moot point for one thing. So if I go down to that new staffing request,

[3:11:39] Trustee Elliott (probable): quest is that referring to the oh sorry i got a bit lost here the the engagement communications

[3:11:48] Trustee Elliott (probable): sort of tracking the relationships uh especially first nations throughout the trust right

[3:11:54] Voice 9: i can

[3:11:56] Voice 9: give my level best and i would ask actually claire and julia to camera on just as we go

[3:12:01] Voice 9: through this budget um discussion process that's helpful maybe david as well so mainly so i get it

[3:12:08] Voice 9: right um the contact database funding we found a way to bring it into this year's budget

[3:12:16] Voice 9: so we can get that because it's a we're finding that it's a really foundational piece not just

[3:12:23] Voice 9: for our reconciliation work but all across the allen's trust we don't have a means of

[3:12:27] Voice 9: categorizing our contacts with others and it's really hurting us from a first nations perspective

[3:12:33] Voice 9: Because we repeat questioning and asking and referring the same people and they reasonably think, what are we talking about? So it's a great piece. We found a way to expense that this year. However, a big portion of the future of reconciliation work at the Allen's Trust is actually the administration of it.

[3:12:54] Voice 9: it's not only just going out and speaking with nations but it's organizing it in a way that we

[3:12:59] Voice 9: can continue to use it in a systemic way and we don't have that person the SEPA person

[3:13:06] Voice 9: is the person that that really is a relationship builder agreement facilitator and more of the

[3:13:16] Voice 9: larger issues and we haven't had admin support like even Claire Frader doesn't have a dedicated

[3:13:22] Voice 9: educated administrative person at the allen's trust to you know she has administrative assistance

[3:13:28] Voice 9: from a variety of different things but she doesn't have an fte around that so that position was

[3:13:34] Voice 9: intended to support the reconciliation function and to assist in just general administ mid-level

[3:13:42] Voice 9: administrivy at the allen's trust full

[3:13:45] Voice 5: stop so

[3:13:50] Trustee Elliott (probable): i do know there's going to be discussion about

[3:13:52] Trustee Elliott (probable): And we've heard some discussion about wanting to freeze hiring of new salaried positions.

[3:13:59] Trustee Elliott (probable): I would just strongly suggest that we keep this in so that we can have that discussion at Financial Planning Committee.

[3:14:06] Trustee Elliott (probable): I think the administrative function cannot be understaffed.

[3:14:15] Trustee Elliott (probable): And I think we're already starting to see that with Director Frater.

[3:14:18] Trustee Elliott (probable): there's there's a lot of there's going to be more calls for press and for all these programs that

[3:14:24] Trustee Elliott (probable): need to keep running so I'm I'm going to keep supporting that through the financial planning

[3:14:29] Trustee Elliott (probable): committee but I'd like to have that discussion there so

[3:14:32] Voice 9: thank you so I think and Julia will help

[3:14:34] Voice 9: us now is if you wanted to reinsert that back in and you do that you vote here to do that then

[3:14:42] Voice 9: then it would be brought up at FPC as a recommendation by EC to re-include that in

[3:14:48] Voice 9: the budget. And those numbers would then be reformulated if FPC agreed for Monday.

[3:14:56] Voice 9: So that would be the avenue by which we'd honor what you're talking about. Thank you.

[3:15:07] Voice 5: Okay.

[3:15:07] Trustee Luckham (probable): So Toby, which items are you talking about not removing?

[3:15:12] Trustee Luckham (probable): um

[3:15:15] Trustee Elliott (probable): i would like to request that we not remove the new staffing request

[3:15:22] Trustee Elliott (probable): or we not reduce the 150 000 for new staffing request to 60 000 um but we put that budget item

[3:15:31] Trustee Elliott (probable): back in so number the second to last one yeah

[3:15:37] Trustee Luckham (probable): so actually probably the way to approach that is the

[3:15:40] Trustee Luckham (probable): the recommended motion that's there that could be read through and just omit that bullet so then

[3:15:46] Trustee Luckham (probable): the other uh adjustments will be made and that one will remain the same yeah

[3:15:52] Trustee Elliott (probable): i'm just assuming

[3:15:53] Trustee Elliott (probable): there might be more discussion on the other bullets

[3:15:55] Trustee Luckham (probable): there might be yeah yeah so i'm just

[3:15:58] Trustee Luckham (probable): setting the stage for how we would laurie

[3:16:01] Voice 9: can just jot this concept down as a potential motion

[3:16:04] Voice 9: and then julia are you fine with where this is going the process okay

[3:16:11] Voice 5: yes yeah anybody else i've

[3:16:18] Trustee Luckham (probable): got to get my screen view up here tim

[3:16:21] Voice 9: peterson's got his hand up

[3:16:22] Trustee Luckham (probable): thank you yeah that's on a

[3:16:24] Trustee Luckham (probable): separate document so it's hard for me to juggle so tim peterson yeah

[3:16:29] Voice 13: thank you chair uh i tend

[3:16:32] Voice 13: to agree with uh vice chair elliott on this i i think that there's a lot of interest in the

[3:16:40] Voice 13: governance committee and the potential work it might do that's been i think well expressed by

[3:16:47] Voice 13: trustees at council and in other discussions so i certainly from the interest in that i think it's

[3:16:56] Voice 13: quite problematic to contemplate that the accessibility committee that we have uh

[3:17:05] Voice 13: yet to form but are going to be required to and so i do support the notion of uh

[3:17:12] Voice 13: removing that item from the the resolution that we forward to fbc i think uh as we contemplate

[3:17:20] Voice 13: doing that what's it's going to be important to uh elaborate on those what kind of limitations that

[3:17:30] Voice 13: removal of that funding would mean for governance committee

[3:17:35] Voice 5: and and other functions

[3:17:37] Voice 5: okay and and so trustee maude i

[3:17:51] Trustee Maude (probable): i guess i take the contrary opinion where i'm more comfortable

[3:17:55] Trustee Maude (probable): supporting the staff recommendation and for the for the discussion to take place at the financial

[3:18:00] Trustee Maude (probable): planning committee it's um this is merely a recommendation not uh nothing more than that

[3:18:06] Trustee Maude (probable): and staff have obviously put a lot of thought into these recommendations and i think it's more

[3:18:14] Trustee Maude (probable): more worthwhile to advance the recommendations to the Financial Planning Committee

[3:18:17] Trustee Maude (probable): and have that whole conversation there with a greater number of people

[3:18:24] Trustee Maude (probable): than for us to be editing at this point with a smaller number.

[3:18:28] Voice 5: Thank you.

[3:18:28] Trustee Maude (probable): So

[3:18:32] Voice 5: just for clarity, David, are you

[3:18:36] Trustee Luckham (probable): in favor of the recommendations in this RFD advancing as is?

[3:18:48] Trustee Luckham (probable): is is that what you're saying that's

[3:18:51] Trustee Maude (probable): what i'm saying yes is i support the staff report yes

[3:18:54] Trustee Maude (probable): right

[3:18:55] Trustee Luckham (probable): right because of course that conversation at fbc won't include those items we've removed

[3:19:01] Trustee Luckham (probable): because they will have been removed is that correct ceo close

[3:19:09] Voice 9: um so whenever we a decision

[3:19:13] Voice 9: is made by a body we bring for we bring forward the amendments to the budget reflect the change

[3:19:20] Voice 9: but also the material that was there previously.

[3:19:25] Voice 9: So the business cases for these things, I believe, are going forward to FPC.

[3:19:31] Voice 9: The challenge I've got in this conversation is we've provided you this report,

[3:19:36] Voice 9: but we think that all of these things should be funded

[3:19:41] Voice 9: because that was our initial recommendation to executive committee.

[3:19:45] Voice 9: And in some ways, we're assisting you doing some trimming to the budget

[3:19:50] Voice 9: to make the budget palatable on some level it's not that we recommend all these things shouldn't

[3:20:00] Voice 9: happen so it's it's a challenging position to to to be in we're recommending for you

[3:20:06] Voice 9: really for you to recommend that you think this is the best way if you want to

[3:20:11] Voice 9: lower the potential tax implications associated with this um if that helps at all um

[3:20:20] Voice 9: I don't know how you would get the original business, the attention on the original business cases for meeting management and so forth, but they would go forward, right, Julia? They are going forward?

[3:20:36] Voice 1: That's right. All of the business cases that were removed from the budget are still in the Financial Planning Committee agenda package so that the committee can review everything and make recommendations on everything. So it is there for discussion.

[3:20:50] Voice 1: but

[3:20:51] Voice 9: someone would have to pick it up off the table it no longer is an ec recommendation

[3:20:56] Voice 10: that's right right

[3:20:57] Voice 9: that's where we're at

[3:21:03] Voice 10: well um anybody else if i might share

[3:21:08] Voice 7: i'll just if i

[3:21:09] Voice 7: might share yes

[3:21:11] Voice 10: please i'll

[3:21:11] Voice 7: just add clarity just just to be sure we're clear so the budget does

[3:21:15] Voice 7: not include these items right now but there will be a section in the fpc agenda that's budget cases

[3:21:20] Voice 7: not advanced so there'll be a section of business cases that are in the budget and there'll be a

[3:21:24] Voice 7: a separate section that is business cases that aren't moving forward so that they can still

[3:21:28] Voice 7: understand that what was contemplated just want to make sure we're clear thanks so

[3:21:34] Trustee Luckham (probable): that hasn't

[3:21:35] Trustee Luckham (probable): helped me um and so you're saying that full business cases will still be the materials that

[3:21:43] Trustee Luckham (probable): fpc will be receiving however we won't be asking for them to be funded either fully or at all at

[3:21:49] Trustee Luckham (probable): fully, I guess, at the levels that were originally indicated.

[3:21:54] Voice 9: Correct.

[3:21:56] Voice 10: Yeah.

[3:21:59] Trustee Luckham (probable): You know, this whole finance business is always the most difficult thing we do

[3:22:04] Trustee Luckham (probable): because it's always about trying to save money and not generate taxes

[3:22:10] Trustee Luckham (probable): and fulfilling council's desires to do certain work.

[3:22:15] Trustee Luckham (probable): And that's what I worry about here,

[3:22:19] Trustee Luckham (probable): particularly on the reducing the reconciliation action plan funding when we're also at the same

[3:22:26] Trustee Luckham (probable): time going to the province with our cap in our hand and asking for capacity funding of nations

[3:22:31] Trustee Luckham (probable): and the staffing request that was that came forward in the previous conversation some time

[3:22:42] Trustee Luckham (probable): time ago before this business case was developed, had eloquently articulated the shortfalls

[3:22:53] Trustee Luckham (probable): of not having the resources available to do the work that we're trying to achieve.

[3:23:01] Trustee Luckham (probable): And so this long sort of preamble comes to the strategic plan and how do we adjust the

[3:23:09] Trustee Luckham (probable): strategic plan outcomes as of and where is that conversation and I actually can't help but wonder

[3:23:22] Trustee Luckham (probable): to some extent why it is that executive committee is making arguments for these cases when

[3:23:30] Trustee Luckham (probable): they are we certainly recognize that if council wishes to do this work there will be shortfalls

[3:23:37] Trustee Luckham (probable): but at the end of the day whatever we leave in here we as executive committee are going to have

[3:23:45] Trustee Luckham (probable): to argue for retaining it in the budget against all of the other pressures of which one is also

[3:23:53] Trustee Luckham (probable): just simply reduction of taxes and a struggle with how to do justice to the original request

[3:24:01] Trustee Luckham (probable): that we've had from you with respect to the analysis

[3:24:06] Trustee Luckham (probable): that has been done about fulfilling these things,

[3:24:08] Trustee Luckham (probable): especially when one of them is, you know,

[3:24:10] Trustee Luckham (probable): I suspect actually that reducing

[3:24:12] Trustee Luckham (probable): the accessibility committee proposal is suggesting maybe

[3:24:18] Trustee Luckham (probable): that at the Islands Trust,

[3:24:20] Trustee Luckham (probable): the associated cost with fulfilling that requirement

[3:24:23] Trustee Luckham (probable): is maybe less than was initially anticipated,

[3:24:27] Trustee Luckham (probable): But indeed, with respect to proposals that are on the table for a governance committee and a reconciliation, well, the government committee exists, but how are we going to budget and pay for that?

[3:24:43] Trustee Luckham (probable): And indeed, if there's a desire for a reconciliation committee, how are we going to budget and pay for that?

[3:24:49] Trustee Luckham (probable): Those are the really big challenges.

[3:24:50] Trustee Luckham (probable): So I'm stuck between a rock and a hard place.

[3:24:52] Trustee Luckham (probable): i would leave it all in there and indeed let council debate it at the end because i think

[3:25:01] Trustee Luckham (probable): if nothing else it's a heads up if you want to do this work there's so much it's going to cost

[3:25:05] Trustee Luckham (probable): i don't know if anybody else agrees with me i do see some nodding heads but um it really comes

[3:25:11] Trustee Luckham (probable): down to our strategic plan and what what do we really want to do and how we're going to fund it

[3:25:16] Trustee Luckham (probable): because and no it no criticism intended we often end up cutting budgets and then really struggling

[3:25:24] Trustee Luckham (probable): with how to get the work done and that's it's good intentions but we jeopardize the work um

[3:25:31] Voice 5: that we're trying to do so in that place i got uh trustee elliott and trustee maude

[3:25:41] Trustee Luckham (probable): and i eventually i'll get around dick always calling you vice chairs it takes a while to

[3:25:45] Trustee Luckham (probable): get there vice

[3:25:46] Trustee Luckham (probable): chair elliott vice chair maude

[3:25:48] Trustee Elliott (probable): one of those first so i'll defer to him oh okay thank

[3:25:52] Trustee Luckham (probable): you vice chairman okay

[3:25:54] Trustee Maude (probable): thank you um is it potential rather than us actually amending

[3:26:00] Trustee Maude (probable): the budget that we just forward these recommendations to financial planning

[3:26:05] Trustee Maude (probable): committee um as is so rather than taking a hard and fast stand just just take these recommendations

[3:26:12] Trustee Maude (probable): and and just move them forward

[3:26:15] Trustee Elliott (probable): that's sort of along the lines of what i was going to suggest

[3:26:19] Trustee Elliott (probable): as well um because it feels too costly to make decisions right now with this small group i think

[3:26:27] Trustee Elliott (probable): what staff has done is a service to us is identify areas that could be cut and we sort of keep that

[3:26:34] Trustee Elliott (probable): as a back of the pocket these are the areas that for discussion um financial planning committee

[3:26:42] Trustee Elliott (probable): but i think the point remains that the draft budget that goes out is the public document

[3:26:49] Trustee Elliott (probable): and so do we want to deal with the reactions to those higher numbers and a tax increase

[3:26:59] Trustee Elliott (probable): if we don't put forward an amended budget with these reductions so i'd like to have the discussion

[3:27:07] Trustee Elliott (probable): on each of these points with financial planning committee i think or with trust council i think

[3:27:11] Trustee Elliott (probable): think they're really valid um areas that that we should hear from the larger body on um but i think

[3:27:22] Trustee Elliott (probable): we do have to be prepared for there's a draft budget that would go out with if we don't remove

[3:27:27] Trustee Elliott (probable): these items right it's going to be high no

[3:27:29] Voice 9: it's the other way around if i might

[3:27:32] Voice 9: say if i might say

[3:27:33] Voice 9: it's the other what's happening is the other way around these items have been included in what went

[3:27:39] Voice 9: out yesterday right to

[3:27:41] Voice 9: fpc these

[3:27:46] Voice 1: reductions have been incorporated

[3:27:48] Voice 9: into the budget that's what i'm

[3:27:50] Voice 9: saying these recommendations have been include the recommendations that are on the screen which

[3:27:55] Voice 9: are to reduce have been included in the budget so the budget's been reduced by these elements

[3:28:02] Voice 9: okay so to get them back to their full costing so these they should be numbered really but one two

[3:28:11] Voice 9: two, three, four, five, six, those, Julia has incorporated those elements into the current

[3:28:15] Voice 9: budget that FPC is looking at. If you wanted to add anything back in, you would have to add it

[3:28:22] Voice 9: back in by a resolution of this body or bring it up as a member of FPC at the time. So we were

[3:28:32] Voice 9: six of one, half a dozen of another as we were formulating the budget over the

[3:28:37] Voice 9: weekend while we were having trust counsel and all that kind of stuff.

[3:28:43] Voice 9: So I think that's, I think that's where we're at. If this goes forward, this report, it just

[3:28:49] Voice 9: confirms what the reductions

[3:28:53] Voice 5: in the budget that it represents. Right. Julia?

[3:29:03] Voice 1: I think also

[3:29:04] Voice 1: throughout the budget cycle process, what we see is governing bodies and different committees

[3:29:10] Voice 1: across the organization putting together their budget requests, and they do so in isolation

[3:29:16] Voice 1: compilation from the rest of the organization. They are not aware of what the potential tax

[3:29:21] Voice 1: increase could look like in the budget in that year. It really is about here is what we would

[3:29:28] Voice 1: appreciate seeing in the budget for the work that we undertake. So this committee could decide to,

[3:29:36] Voice 1: you know, request that financial planning committee put back these costs just to indicate that this is

[3:29:42] Voice 1: what they are supportive of and it will be the job of financial planning committee to look at

[3:29:46] Voice 1: everything in totality to say the total asks from all business units and committees across

[3:29:53] Voice 1: the organization is too much and now they as a committee will make recommendations to council

[3:29:57] Voice 1: Council about where things should potentially happen.

[3:30:00] Voice 1: be cut to reduce the budget as a whole, if that's required. So the recommendations today are more

[3:30:05] Voice 1: about what is the executive committee hoping to see in the budget? And then financial planning

[3:30:09] Voice 1: committee will be the committee that determines whether or not it's feasible when they look at

[3:30:14] Voice 1: everything else.

[3:30:16] Voice 9: That's a great way to put it.

[3:30:20] Voice 10: Yeah. So trustee Elliott.

[3:30:22] Trustee Elliott (probable): So yes, then in that

[3:30:24] Trustee Elliott (probable): case, I do stand by my original statement that I would like to remove that second to last item

[3:30:30] Trustee Elliott (probable): of reducing 150,000 to 60,000 for new staffing requests.

[3:30:39] Voice 5: Okay.

[3:30:42] Voice 5: I think that's a motion, Mr. Chair.

[3:30:50] Voice 5: So then that would be an amended

[3:30:53] Trustee Luckham (probable): recommendation,

[3:30:54] Trustee Luckham (probable): but we don't have, you know, that complication there, right,

[3:30:57] Trustee Luckham (probable): is if this is a motion, then what, okay.

[3:31:01] Trustee Luckham (probable): So Lori's actually crafted that.

[3:31:04] Trustee Luckham (probable): So that's the motion, not about removing something,

[3:31:06] Trustee Luckham (probable): but where is it?

[3:31:08] Trustee Luckham (probable): it

[3:31:09] Trustee Elliott (probable): she has already removed we'll have to make this motion with that line item is already removed

[3:31:17] Trustee Elliott (probable): so that i'm not sure if i have to make a motion to remove that before we can vote on this one

[3:31:26] Voice 6: if i may okay yeah

[3:31:28] Trustee Luckham (probable): sorry it's you know it's a funny it's a it's a it's a double negative kind

[3:31:32] Trustee Luckham (probable): of a thing that's why it's difficult to grab for me to grasp okay so i understand now so yeah that's

[3:31:37] Trustee Luckham (probable): the motion if we're not prepared to add back in any of these other items um i am concerned about

[3:31:44] Trustee Luckham (probable): reducing the reconciliation collection uh action plan funding by uh twenty thousand dollars and

[3:31:50] Trustee Luckham (probable): perhaps i'd like to ask so before we go to a motion i'd like to ask um director frader what

[3:31:57] Trustee Luckham (probable): we're going to lose in this uh process um

[3:32:03] Voice 7: thank you on pay on the section 3 implication section

[3:32:07] Voice 7: of your briefing i did spell out some of the implications which just included fewer resources

[3:32:13] Voice 7: for the program generally we're expecting there'll be more costs associated with

[3:32:17] Voice 7: protocol negotiations and relationship building meetings and potentially more capacity building so

[3:32:24] Voice 7: it is unclear at this time because we don't have direction around exactly what

[3:32:27] Voice 7: council wants to undertake next term but it just gives you generally less less flexibility

[3:32:31] Voice 7: flexibility for context this year we have twelve thousand dollars the previous year we had 15

[3:32:36] Voice 7: and this still proposes a jump to 30 but I do anticipate that you're going to be moving into

[3:32:43] Voice 7: new new areas here of more fulsome protocol negotiation which is generally going to lead

[3:32:49] Voice 7: to a lot more activity but yeah so that's that's the implication just less flexibility

[3:32:55] Voice 7: the other model as you may know that I've spoken to executive committee about is this notion of

[3:33:00] Voice 7: of bringing in advisors under contract

[3:33:02] Voice 7: to support the senior intergovernmental policy rule.

[3:33:05] Voice 7: So again, it would just give us

[3:33:07] Voice 7: a little bit less flexibility there,

[3:33:08] Voice 7: but we can certainly deliver the program on this.

[3:33:12] Voice 7: As Trustee or Vice Chair Elliott noted,

[3:33:15] Voice 7: we're gonna have to, without that second position

[3:33:18] Voice 7: that would support all the data entry

[3:33:20] Voice 7: and all the tracking associated with the vast amount

[3:33:24] Voice 7: of coming and goings of correspondence

[3:33:25] Voice 7: and conversations and gifts and all of it,

[3:33:30] Voice 7: we'll be juggling how to accommodate that work within the senior intergovernmental position and

[3:33:34] Voice 7: the program coordinator and it may be that some of this funding has to be dedicated to that work as

[3:33:39] Voice 7: well if the second position is not funded right

[3:33:42] Trustee Luckham (probable): okay so by taking the action that vice chair

[3:33:48] Trustee Luckham (probable): elliott is proposing gives us some greater ability to deliver on council's objective with

[3:33:59] Trustee Luckham (probable): respect to reconciliation um so it's a yeah okay i understand that um and

[3:34:09] Trustee Elliott (probable): if sorry if i may chair

[3:34:10] Trustee Elliott (probable): yes council votes on a reconciliation select committee or coordination body

[3:34:17] Voice 4: that

[3:34:17] Trustee Elliott (probable): staff position would be able to support that so in effect you'd be if we reduce the

[3:34:26] Trustee Elliott (probable): reconciliation action plan and remove that mid-level administrative staff position that's a

[3:34:33] Trustee Elliott (probable): that is a real reduction in our capability to address reconciliation actions so um i'd say one

[3:34:40] Trustee Elliott (probable): or the other at least i'd love to see them both kept in but um i can live with one if we've got

[3:34:47] Trustee Elliott (probable): the staff support to to you know have a reconciliation committee so that we can direct

[3:34:55] Trustee Elliott (probable): um strategic action on that front from if trust council decides to do that does that make any

[3:35:01] Trustee Elliott (probable): sense yeah

[3:35:02] Voice 10: it it does make sense yeah and it all doesn't have to happen

[3:35:08] Voice 5: tomorrow so um i'm

[3:35:11] Voice 5: satisfied with that okay they'll

[3:35:16] Trustee Luckham (probable): be challenged um so is there any further discussion or are we

[3:35:23] Trustee Luckham (probable): ready for a motion and it looks like lori has assisted us in um providing that um and so uh

[3:35:31] Trustee Luckham (probable): uh uh vice chair elliott do you want to read that motion i keep seeing the screen blinking here so

[3:35:38] Trustee Luckham (probable): there you go i

[3:35:39] Trustee Elliott (probable): move that executive committee amend its budget recommendation to the financial

[3:35:45] Trustee Elliott (probable): planning committee for the fiscal year 2023-24 budget by, one, reducing accessibility committee

[3:35:52] Trustee Elliott (probable): and plan development request by $7,500 to $2,500. Two, removing $10,000 for building footprint GIS

[3:36:02] Trustee Elliott (probable): data layer. Three, reducing reconciliation action plan funding by $20,000 to $30,000.

[3:36:09] Trustee Elliott (probable): for removing $96,595 for bylaw portal licensing

[3:36:15] Trustee Elliott (probable): and implementation project.

[3:36:17] Trustee Elliott (probable): And five, removing $15,000 for digitization of paper records.

[3:36:24] Trustee Luckham (probable): Okay, so moved.

[3:36:26] Trustee Luckham (probable): Do I have a seconder?

[3:36:28] Trustee Luckham (probable): Trustee Peterson, thank you.

[3:36:30] Trustee Luckham (probable): Is there any further discussion?

[3:36:35] Trustee Luckham (probable): Can I call the vote?

[3:36:37] Trustee Luckham (probable): All those in favor?

[3:36:40] Trustee Luckham (probable): And that carries unanimously.

[3:36:41] Trustee Luckham (probable): Thank you very much, Executive Committee.

[3:36:43] Trustee Luckham (probable): That's excellent.

[3:36:45] Trustee Luckham (probable): I'm glad to see that support.

[3:36:47] Trustee Luckham (probable): Um, and our staff will be glad to see that support.

[3:36:50] Trustee Luckham (probable): Um, so let us go back to our agenda.

[3:36:54] Trustee Luckham (probable): Is that it for that topic?

[3:36:55] Trustee Luckham (probable): Uh, CAO.

[3:36:57] Voice 9: That's it, sir.

[3:36:58] Trustee Luckham (probable): Okay.

[3:36:59] Trustee Luckham (probable): Thank you.

[3:37:00] Voice 9: Um, I'm just going to have to get, so you're, I think you're at 9.1 on the agenda and the, you, you may have seen, um, that's correct.

[3:37:10] Voice 9: Mr.

[3:37:10] Voice 9: Chair, a note from, um, Lee Middleton.

[3:37:18] Trustee Luckham (probable): no i have not so

[3:37:21] Voice 9: you may want to consider this i don't think it's a long item um under 9.1

[3:37:26] Voice 9: and that is uh providing an opportunity for election of the governance committee at the

[3:37:32] Voice 9: december trust council meeting you recall he approached you and i yeah and there was some

[3:37:38] Voice 9: discussion around that we put the we put the um the large paper out in the hallway and we did

[3:37:46] Voice 9: signed up and then he i think he indicated that a number without being official about it that there

[3:37:51] Voice 9: was interest in people doing that so by direction of this committee we could amend the trust council

[3:37:56] Voice 9: schedule just to conduct that election somewhere during that three days um perhaps on the you know

[3:38:06] Voice 9: on the wednesday afternoon perhaps right

[3:38:08] Voice 10: um

[3:38:09] Trustee Luckham (probable): i i don't have any concerns with that does anybody

[3:38:13] Trustee Luckham (probable): Anybody else have any concerns with advancing that?

[3:38:18] Trustee Luckham (probable): Not, and I don't, for some reason,

[3:38:20] Trustee Luckham (probable): oh, there you are, Toby.

[3:38:21] Trustee Luckham (probable): You just, I guess it's because you're turning your video off

[3:38:23] Trustee Luckham (probable): and I don't get to see you all the time.

[3:38:26] Trustee Luckham (probable): So trustee Peterson, is that?

[3:38:29] Voice 13: I just have a suggestion.

[3:38:31] Trustee Luckham (probable): Yes.

[3:38:33] Voice 13: And maybe we could consider

[3:38:36] Voice 13: holding that election process on the

[3:38:39] Voice 5: Thursday.

[3:38:45] Voice 5: I see.

[3:38:46] Voice 5: Go anywhere.

[3:38:47] Voice 5: Yep.

[3:38:47] Voice 5: It

[3:38:47] Voice 13: would go anywhere.

[3:38:48] Voice 13: Okay.

[3:38:49] Voice 13: Okay, so I could give some of my thinking around that,

[3:38:54] Voice 13: but if there's no particular need to convince people,

[3:38:58] Voice 13: then I don't need to bother.

[3:39:00] Trustee Luckham (probable): Yeah, so let's, Laurie, can you just cross this emotion

[3:39:06] Trustee Luckham (probable): that essentially directs staff to include

[3:39:09] Trustee Luckham (probable): in the December 6th to 8th council agenda

[3:39:14] Trustee Luckham (probable): the election of the governance committee?

[3:39:17] Voice 9: On Thursday.

[3:39:19] Trustee Luckham (probable): on the thursday yeah and then i and so if you can just get that going there i've just got a

[3:39:25] Trustee Luckham (probable): question while you're doing that um and i won't be offended if the answer is no um i have been

[3:39:32] Trustee Luckham (probable): talking about changing the terms of reference to facilitate that election uh facilitating the

[3:39:42] Trustee Luckham (probable): election of the chair by council as the same way as we do executive academy the chair is elected

[3:39:49] Trustee Luckham (probable): elected by council, and then the membership is elected by council. Do the DC members have any

[3:39:56] Trustee Luckham (probable): feeling as to whether or not there was broad support for that or not? I thought that there

[3:40:01] Trustee Luckham (probable): was some support, but the conversation about it, and maybe everybody was tired at the end of the

[3:40:06] Trustee Luckham (probable): day, and that even maybe to some extent it might have been out of order because I never added it

[3:40:11] Trustee Luckham (probable): to the agenda. And that would be a novel concept. But do you think that there's any interest for

[3:40:18] Trustee Luckham (probable): that kind of process to provide that ownership to the the body as a whole uh for council

[3:40:25] Trustee Luckham (probable): i see i see trustee uh vice chair elliott nodding

[3:40:30] Voice 5: vice

[3:40:31] Trustee Luckham (probable): chair peterson so so then the question would

[3:40:33] Trustee Luckham (probable): be um how would the cao hudson what would be the best way to facilitate that i know i realize that

[3:40:39] Trustee Luckham (probable): it's complicated because we oh and so david marler was going to assist us with that so thank you very

[3:40:45] Trustee Luckham (probable): much um so hopefully you've anticipated that i might want to ask that question so over to you

[3:40:51] Trustee Luckham (probable): david yeah

[3:40:52] Voice 6: i think this could be a recommendation of the executive committee so with a resolution

[3:40:57] Voice 6: from this committee i could draft an rfd for the chair

[3:41:01] Voice 4: so

[3:41:03] Voice 6: it could be an rfd to counsel from the

[3:41:05] Voice 6: executive with a recommendation for council to amend its policy to to elect the chair at large

[3:41:13] Voice 6: from council and then elect the other six members uh separately uh so i can work on that with you

[3:41:20] Voice 6: we could take that in um i'm not sure where it would fit on the agenda it'd have to go in fairly

[3:41:25] Voice 6: early and then if that passes the next thing would be um just you know the notice of the election

[3:41:33] Voice 6: um getting people interested to indicate their interests allowing them to speak and then running

[3:41:39] Voice 6: in the election on the last day.

[3:41:41] Trustee Luckham (probable): Yeah. So then I would suggest then, well, let's deal with this

[3:41:48] Trustee Luckham (probable): first item now because Laurie's finished that. And then I'll come back based upon what you just

[3:41:52] Trustee Luckham (probable): said. And I like the language that you use, electing the chair from the body at large or

[3:41:58] Trustee Luckham (probable): whatever the phraseology was. But I think it'd be simple enough just to direct you to pull an RFD

[3:42:03] Trustee Luckham (probable): together to support the election of the chair and the members from council at large so let's deal

[3:42:11] Trustee Luckham (probable): with this one first and then we'll come to that second one um would somebody like to make that

[3:42:16] Trustee Luckham (probable): motion on the screen if you're satisfied with it uh trustee peterson

[3:42:21] Trustee Luckham (probable): i

[3:42:24] Voice 13: move that executive committee

[3:42:25] Voice 13: amend the december trust council schedule to include on the thursday elections for the

[3:42:30] Voice 13: the governance committee.

[3:42:31] Trustee Luckham (probable): Thank you, do you have a seconder?

[3:42:34] Trustee Luckham (probable): Trustee Maude, thank you.

[3:42:35] Trustee Luckham (probable): Any further discussion?

[3:42:38] Trustee Luckham (probable): Okay, all those in favor then?

[3:42:41] Trustee Luckham (probable): And so that carries unanimously, thank you.

[3:42:44] Trustee Luckham (probable): And so then I think that this motion would be

[3:42:50] Trustee Luckham (probable): that executive committee ask staff to create an RFD

[3:42:55] Trustee Luckham (probable): for the December 6th to 8th council

[3:42:57] Trustee Luckham (probable): Council to facilitate the elections of the Governance Committee to support electing the

[3:43:06] Trustee Luckham (probable): and you'll have to you'll have to smooth that over Laurie the the election of the chair and

[3:43:13] Trustee Luckham (probable): the membership separately from the body from the from the body at large you said something

[3:43:21] Trustee Luckham (probable): something slightly different yeah

[3:43:23] Voice 6: yeah yeah just say that ECS staff to create an RFD

[3:43:29] Voice 6: for trust council to amend its policy oh thank you

[3:43:35] Voice 6: on the election of the governance committee

[3:43:37] Voice 6: so that the chair is elected by the membership at large or by trust council at large

[3:43:50] Voice 5: followed by the six members of the Governance Committee.

[3:43:58] Voice 5: Okay, thank you.

[3:44:01] Voice 6: Yeah, maybe just the chair of the Governance Committee,

[3:44:04] Voice 6: just so we're clear which chair we're talking about here.

[3:44:11] Voice 5: Yeah.

[3:44:12] Voice 5: Okay, great, thank you very much.

[3:44:15] Trustee Luckham (probable): So unless there's some other amendments,

[3:44:18] Trustee Luckham (probable): I'll move that motion and I'll look for a seconder.

[3:44:23] Trustee Luckham (probable): Trustee, Vice Chair Elliott, thank you.

[3:44:25] Trustee Luckham (probable): you uh any discussion all those in favor none opposed so that carries unanimously thank you for

[3:44:33] Trustee Luckham (probable): the support for that i think that helps us with our intention to be more um just to be better

[3:44:43] Trustee Luckham (probable): governance probably more transparent yeah yeah okay yeah transparent so uh the next item then

[3:44:52] Trustee Luckham (probable): if we keep so there's nothing else under that ceo so next item ltc chairs report and advocacy

[3:44:57] Trustee Luckham (probable): topics, that would be something that would happen if you had been at LTCs already.

[3:45:03] Trustee Luckham (probable): And now we get to the correspondence section. There was one additional piece of correspondence

[3:45:13] Trustee Luckham (probable): from Margie Gang, I think it is, M. Gang, and that's at 10.5. And normally we receive

[3:45:22] Trustee Luckham (probable): correspondence for information unless there's some specific direction that you'd like to take

[3:45:26] Trustee Luckham (probable): with it and um so i'll just ask um executive committee members if there's any of these five

[3:45:35] Trustee Luckham (probable): pieces of correspondence that you wish to take some specific action with or have any questions

[3:45:39] Trustee Luckham (probable): with staff about with how we might respond anybody

[3:45:44] Voice 5: uh tim peterson

[3:45:48] Voice 13: i'm probably just not finding it

[3:45:52] Voice 13: but i i don't think i've read the uh the late edition correspondence i i just was looking for

[3:46:00] Voice 13: it in my email i don't see it um

[3:46:02] Trustee Luckham (probable): it is in the webdav and

[3:46:07] Voice 5: it's an addendum there it is and on

[3:46:13] Voice 3: the website and

[3:46:15] Voice 5: on the website

[3:46:15] Voice 13: thank you um okay thanks yeah i i actually i have read it sorry okay

[3:46:21] Voice 13: okay

[3:46:22] Trustee Luckham (probable): so is there any direction from any executive committee member otherwise we'll receive them for

[3:46:29] Trustee Luckham (probable): information so i will maybe jump in here and ask uh director of trust area services freighter um

[3:46:41] Trustee Luckham (probable): about um the oceans protection plan national framework and the port of vancouver phase three

[3:46:49] Trustee Luckham (probable): engagement i kind of know the answer but do we have the capacity to make any remarks on

[3:46:55] Trustee Luckham (probable): either of those two or so

[3:46:58] Voice 7: I have to admit I'm not totally up to date with the framework I believe

[3:47:04] Voice 7: it's more for your information on what's been published so that one is really just advising

[3:47:09] Voice 7: you I think we did provide some comments back in the day and so now

[3:47:13] Voice 7: this is their their final

[3:47:15] Voice 7: report with regard to the Anchorage one this is one where the timing has been really awkward over

[3:47:19] Voice 7: the election period

[3:47:20] Voice 4: so

[3:47:21] Voice 7: this is one we did send we did manage unfortunately on the day of the

[3:47:24] Voice 7: the North Pender meeting. And I would say that was an advocacy success. I just want to point out we

[3:47:29] Voice 7: actually got them to host an event on an island. Chair Leckham and I participated in consultations

[3:47:34] Voice 7: earlier about how the communities would like to be consulted. But unfortunately, just with

[3:47:38] Voice 7: everything going on, we didn't get it out in a timely way. But I do feel it might be worthwhile

[3:47:43] Voice 7: Executive Committee at least bringing the engagement online survey opportunity to the

[3:47:48] Voice 7: attention of all trustees. Further, I did attend the information session last night and just

[3:47:53] Voice 7: represented the existing positions of council around anchorages just through the online chat

[3:47:59] Voice 7: then had to leave early to participate in the trustee training webinar the other thing you

[3:48:04] Voice 7: might like to contemplate is do you want to ask them to put on a special session of council

[3:48:08] Voice 7: they have committed to the community that they're putting on a um their feedback report in december

[3:48:13] Voice 7: so it would have to be early in december if you wished but all trustees do have an opportunity

[3:48:17] Voice 7: to comment through the online survey so i would recommend probably just take the simpler option

[3:48:23] Voice 7: at this stage and have them um comment through

[3:48:26] Voice 7: the online survey so

[3:48:27] Trustee Luckham (probable): then we should then uh circulate

[3:48:30] Trustee Luckham (probable): 10.3 and 10.4 um to all trustees it doesn't need

[3:48:35] Trustee Luckham (probable): to be included in our agenda right okay so that's

[3:48:37] Trustee Luckham (probable): kind of what i was fishing for and um yeah i'm very pleased actually that they held that meeting

[3:48:43] Trustee Luckham (probable): on pander because it wasn't going to happen when they first had that conversation and we pushed for

[3:48:49] Trustee Luckham (probable): it so um there we go that's a good thing um all right then so i'm going to suggest then and i'll

[3:48:59] Trustee Luckham (probable): just do this by general consent that items 10.1 and 10.2 be received for information and by general

[3:49:06] Trustee Luckham (probable): consent and that items 10.3 and 10.4 be uh forwarded to trustees by email um also by general

[3:49:15] Trustee Luckham (probable): consent so I thank you for that conversation so this brings us to section 11 which is a review

[3:49:23] Trustee Luckham (probable): and amendment of the current work program that's something that's normally on our agenda that is

[3:49:28] Trustee Luckham (probable): the activities that we're undertaking with staff and it just advises what we're doing and we can

[3:49:37] Trustee Luckham (probable): change it if we feel we want to change our priorities so we have an in-camera meeting

[3:49:41] Trustee Luckham (probable): meeting coming up so we generally anticipate that members of the public won't hang around

[3:49:48] Trustee Luckham (probable): to find out when our next meeting is or want to join us after when we're going to adjourn after

[3:49:54] Trustee Luckham (probable): but obviously our next executive committee meeting is scheduled for December the 6th just prior to

[3:49:59] Trustee Luckham (probable): council 10 o'clock and that is really essentially for logistics and any items out of necessity that

[3:50:08] Trustee Luckham (probable): need to get dealt with by executive committee rather than a broader a full meeting um and so

[3:50:15] Trustee Luckham (probable): now as there's no further business um we will go in camera and there oh that's interesting it says

[3:50:23] Trustee Luckham (probable): closed meeting non-scheduled but we do have an in-camera item and there you are lori is well

[3:50:29] Trustee Luckham (probable): prepared thank you um for the motion to go in camera and in on the web dad is a separate package

[3:50:36] Trustee Luckham (probable): that we have that you'll need to get

[3:50:37] Trustee Luckham (probable): that's password protected

[3:50:38] Trustee Luckham (probable): in order for us to have this conversation.

[3:50:41] Trustee Luckham (probable): So if we can get this motion,

[3:50:42] Trustee Luckham (probable): then we'll shut off the recording

[3:50:43] Trustee Luckham (probable): and the live streaming

[3:50:44] Trustee Luckham (probable): and we'll be in camera.

[3:50:46] Trustee Luckham (probable): So Trustee Peterson,

[3:50:48] Trustee Luckham (probable): Vice Chair Peterson.

[3:50:50] Voice 13: And then we'll ask the attendees

[3:50:54] Voice 13: also to leave, correct?

[3:50:56] Voice 13: Yeah, Laurie looks after that.

[3:50:58] Trustee Luckham (probable): I

[3:50:58] Voice 13: move that executive committee

[3:50:59] Voice 13: close this meeting of the public

[3:51:01] Voice 13: subject to section 91I

[3:51:03] Voice 13: of the community charter

[3:51:05] Voice 13: in order to consider matters related to receipt of advice

[3:51:08] Voice 13: that is subject to solicitor client privilege,

[3:51:11] Voice 13: including communications necessary for that purpose

[3:51:13] Voice 13: and that staff be invited to remain in the meeting.

[3:51:16] Trustee Luckham (probable): Perfect, thank you.

[3:51:17] Trustee Luckham (probable): Do I have a seconder?

[3:51:20] Trustee Luckham (probable): I see Trustee Maude.

[3:51:23] Trustee Luckham (probable): So all those in favor?

[3:51:26] Trustee Luckham (probable): That carries unanimously.

[3:51:28] Trustee Luckham (probable): So we will go in camera.

[3:51:29] Trustee Luckham (probable): So thank you everybody for joining us today.

[3:51:31] Trustee Luckham (probable): And I'll just ask you to log out

[3:51:33] Trustee Luckham (probable): and we will be stopping the recording and live streaming.

[3:51:36] Trustee Luckham (probable): and thank you for joining us and we will rise and report anything that we can at our future meeting

[3:51:43] Trustee Luckham (probable): so when you're ready lori we'll continue and in the meantime

[3:51:49] Voice 3: if you can grab your yeah i do see

[3:51:51] Voice 3: that our staff member um freshwater specialist is one of the attendees shall i just remove him

[3:51:59] Voice 3: um he's

[3:52:00] Trustee Luckham (probable): not necessary for the in-camera session no yeah

[3:52:02] Trustee Luckham (probable): i think that would be fine yeah thank you

[3:52:05] Trustee Luckham (probable): William okay

[3:52:10] Voice 5: so

[3:52:11] Voice 3: he's there one moment I'll stop all the electronics and