Islands Trust Council regular meeting, January 9, 2023

[0:00:00] Voice 1: And the webinar is now being live streamed and recorded.

[0:00:03] Voice 14: Okay, so we're ready to go. Wonderful. And welcome, everyone. We are to the first meeting

[0:00:10] Voice 14: of 2023 of the new Trust Programs Committee after the election. Very pleased to welcome our new

[0:00:16] Voice 14: members of the committee to this committee. I will be chairing the meeting as Claire Frater,

[0:00:21] Voice 14: the Director of Trust Area Services, until we have an election for chair, at which point I'll

[0:00:25] Voice 14: hand it over to that new chair to administer the rest of the meeting. So for the moment here I

[0:00:32] Voice 14: we're awaiting one or two committee members to join us but we'll get going in the meantime.

[0:00:37] Voice 14: So I'll take a minute here to call us to order and I'll ask Delaney to bring up our acknowledgement

[0:00:41] Voice 14: slide because we'd like to take a minute to acknowledge that the Islands Trust and the

[0:00:47] Voice 14: Islands Trust Conservancy work in the lands and waters that encompass the Islands Trust area

[0:00:52] Voice 14: and that this area has been home to Indigenous people since time immemorial.

[0:00:56] Voice 14: The island's trust is committed to reconciliation and to working together to preserve and protect

[0:01:00] Voice 14: this ecologically, culturally, and spiritually significant region in the Salish Sea.

[0:01:06] Voice 14: I'd also just like to note that I'm tuning in today from the land of the Lekwungen peoples

[0:01:10] Voice 14: of the Songhees and Esquimalt First Nations, and I'm grateful to live in the territory of

[0:01:15] Voice 14: of the Wasanich peoples.

[0:01:17] Voice 14: So thank you.

[0:01:19] Voice 14: And if we can go back to the agenda,

[0:01:22] Voice 14: we have a practice too.

[0:01:23] Voice 14: If you'd like to acknowledge the territories

[0:01:25] Voice 14: that you're turning in from,

[0:01:26] Voice 14: you could certainly are welcome to do so in the chat

[0:01:28] Voice 14: to share with the other committee members.

[0:01:31] Voice 14: And now I'll move on to review of the agenda.

[0:01:35] Voice 14: So here's where you have an opportunity

[0:01:37] Voice 14: to review what's been placed on the agenda.

[0:01:39] Voice 14: Typically, we'll go through this

[0:01:41] Voice 14: as we do our orientation piece.

[0:01:43] Voice 14: This is where it's been approved,

[0:01:45] Voice 14: typically been approved by the chair. This is one, of course, that's been driven by staff in the

[0:01:49] Voice 14: absence of the chair. So this would be your moment to review any items that you

[0:01:56] Voice 6: might want to have a

[0:01:57] Voice 6: look at today, if there's been anything you'd like to add or change. I see Trustee Fast.

[0:02:06] Trustee Fast: Thanks, Claire. Nothing to add. I just wanted to note that we don't have a chat function today.

[0:02:11] Trustee Fast: I don't see it. Okay. All right. Well, what we'll do,

[0:02:14] Voice 14: as soon as we've reviewed the agenda,

[0:02:15] Voice 14: i'll take a minute and get the committee members to introduce themselves um so just wanted to see

[0:02:19] Voice 14: are there any changes that might be requested to the agenda okay so hearing none then we'll assume

[0:02:26] Voice 14: that it's approved by consent and then i'd just like to take a minute to invite everyone to

[0:02:31] Voice 14: introduce themselves as committee members and perhaps um i'll just for sake of efficiency i'll

[0:02:36] Voice 14: just move along my screen with who's on my screen first and that is trustee allen

[0:02:41] Trustee Allen: good morning

[0:02:42] Trustee Allen: Good morning everyone from beautiful Piccola, Hornby Island, the unceded territory of Comox First Nations and Coast Salish peoples.

[0:02:51] Voice 14: Thank you. My next person is Trustee Fast.

[0:02:55] Trustee Fast: Good morning everybody. I'm from Nuklelequem in Squamish Nation territory.

[0:03:01] Trustee Fast: That's Bowen Island in the mouth of Howe Sound across the Strait from you in another part of the beautiful Islands Trust area.

[0:03:09] Voice 6: Thank you. And next is Trustee Harris.

[0:03:11] Voice 6: good morning from Salt Spring Island thank you and my next is trustee Evans good morning uh

[0:03:22] Voice 6: calling in from beautiful

[0:03:23] Voice 13: South Panda thank you trustee

[0:03:27] Voice 14: Peterson good

[0:03:31] Voice 4: morning I'm joining you

[0:03:32] Voice 4: from Coquitlam today and uh I'm not uh totally up on which nations uh are directly uh whose

[0:03:42] Voice 4: territory i'm directly in today but i'm sure there are uh at least a couple

[0:03:50] Voice 14: thank you and next i've got trustee forthwick

[0:03:54] Voice 3: i'm calling in also i'm from denver island uh which is also comox territory thank

[0:04:02] Voice 14: you and i'll

[0:04:03] Voice 14: note that um absent so far today is um chair luckham and is there anyone else that we're

[0:04:10] Voice 14: are still waiting on? No, I think that might be it. So I've sent him a text message and hopefully

[0:04:16] Voice 14: he can join us in due course. So thank you all and welcome to Trust Programs Committee. I've

[0:04:22] Voice 14: been supporting this committee for quite a number of years now and I'm excited to support you all

[0:04:26] Voice 14: as you set course on a new term here. We are generally a very collegial committee and hard

[0:04:33] Voice 14: working and get to capture all kinds of things that are not planning. So generally you get quite

[0:04:41] Voice 14: a variety of items to deal with here so with the committee's permission here i'm going to jump into

[0:04:46] Voice 14: a review of your terms of reference um so these were set as you'll see approved in 1994. um i

[0:04:54] Voice 14: think the last substantive amendment was 2003. so generally this committee has had these terms of

[0:04:59] Voice 14: reference for a long time i think the 2022 updates were um more administrative so robert or delaney

[0:05:06] Voice 14: who's running the screen today if you could just um pop us down a little bit here so essentially

[0:05:10] Voice 14: the committee's responsibilities as one of the standing committees of council

[0:05:14] Voice 14: is to provide advice to trust council that's your primary responsibility through policy trust

[0:05:22] Voice 14: council has given you some authorities to run some programming of your own so that would include

[0:05:29] Voice 14: things like the community stewardship program and the secretariat services and some others

[0:05:34] Voice 14: but primarily your your role is advice giving and here's a whole variety of things that you

[0:05:41] Voice 14: could provide advice around so things like interagency agreements guidelines policies

[0:05:48] Voice 14: recommendations on legislative reform and acting as a liaison to the board if you go down a bit

[0:05:54] Voice 14: further the terms of reference set out the kind of responsibility areas generally so one is resource

[0:05:59] Voice 14: go up a little bit one is resource management one is land conservation water management the

[0:06:07] Voice 14: marine environment sustainable communities conservation strategy so these would be the

[0:06:12] Voice 14: ones beyond regulatory tools and then public awareness and education so at times the lines

[0:06:20] Voice 14: between this committee and executive committee get a bit blurry in terms of you know who's on

[0:06:25] Voice 14: on first for which types of programs.

[0:06:27] Voice 14: An example of that would sometimes be

[0:06:29] Voice 14: the advocacy education pieces.

[0:06:32] Voice 14: It can be uncertain, or we try to provide,

[0:06:35] Voice 14: there's some collegiality between the two committees

[0:06:36] Voice 14: about who's gonna pick up the work

[0:06:38] Voice 14: and provide the recommendations.

[0:06:39] Voice 14: And sometimes it's both.

[0:06:41] Voice 14: And the other piece is around the indicators work.

[0:06:45] Voice 14: So review of census data.

[0:06:47] Voice 14: It can fall under sort of that research program

[0:06:50] Voice 14: you have in the terms of reference,

[0:06:51] Voice 14: but it also can fall within communications,

[0:06:53] Voice 14: which is a function of executive. So as you do your work here, we'll get some direction and see

[0:06:58] Voice 14: what interest you have in reviewing those topics. And then I can inform executive committee and

[0:07:03] Voice 14: work as programs emerge to see where they best land. As you will likely know, the policy statement

[0:07:09] Voice 14: project has been assigned by council to executive committee, but with advice from trust programs

[0:07:16] Voice 14: committee. In the last term, trust programs committee really did take the lead on the

[0:07:21] Voice 14: nitty-gritty and nuts and bolts of it all, then providing the advice to executive, which provided

[0:07:25] Voice 14: the final recommendation to council with very few changes based on what this committee had to say.

[0:07:33] Voice 14: Are there any questions about that in terms of your terms of reference or how the committee

[0:07:36] Voice 14: terms of reference work? I see Trustee Fast.

[0:07:41] Trustee Fast: Thanks. I should be using my digital hand,

[0:07:43] Trustee Fast: I guess. I'm interested in Policy 1.7. They're maintaining a liaison with the Islands Trust

[0:07:51] Trustee Fast: Trust Conservancy Board. Yeah. Has this been happening? Or is it something we should focus

[0:07:56] Trustee Fast: on? Because I don't see a I haven't seen a noticed it.

[0:07:59] Voice 14: No, that hasn't been happening.

[0:08:01] Voice 14: So that would be something if you wish to have that happen and be more of a liaison between the

[0:08:05] Voice 14: programs. But I don't see a strong need for it at this stage. Yeah. Okay. It's there. It's there

[0:08:12] Voice 14: as a delegated function should you wish to use it. Right. Thank you. Are there other questions?

[0:08:23] Voice 14: Okay, thank you. We'll note that as the governance committee gets underway, there may be an opportunity to revisit these and have a look at how all the committees best serve council and look at, you know, is the current structure the best.

[0:08:38] Voice 14: The next thing on your agenda.

[0:08:39] Voice 13: I see,

[0:08:39] Voice 14: I see trustee Evans here.

[0:08:41] Voice 14: Thank you. Thanks. I missed that.

[0:08:44] Voice 13: Sorry, I was, I was trying to find my hand to ask a question. So all of the stuff that were in the terms of reference up above their guidelines, they're not you must do these.

[0:08:53] Voice 14: No, yeah, they're guidelines. It's Yeah, so absolutely. So as what we'll do is this meeting is a special extra meeting that we needed in order to have an election, so that you can have a chair for representation on financial planning committee.

[0:09:09] Voice 14: So we've used it as an opportunity to provide some general orientation to the committee, have that election, review your budget cases and set meeting dates.

[0:09:18] Voice 14: At your next meeting in February, I'll bring a whole lot more background as to the various program areas that this committee has been digging into,

[0:09:25] Voice 14: to give you a lot more familiarity with the types of programs that have been working on and so on.

[0:09:30] Voice 14: and then and then you can choose um of course the depth of what you could into the breadth of what

[0:09:36] Voice 14: you could get into is huge vis-a-vis the staff hours that you have so you have you're going to

[0:09:41] Voice 14: have to be a little bit judicious and what you choose to take on does that answer your question

[0:09:47] Voice 14: okay great okay so if we can go back down here to the uh council committee toolkit so this is one

[0:09:57] Voice 14: that you were all provided at the beginning of the term as part of your orientation and we added it

[0:10:02] Voice 14: to the agenda here just to remind you that this support exists and just to run you through

[0:10:08] Voice 14: the various pieces around being a committee particularly I'm hoping to go down to section 1.4

[0:10:14] Voice 14: which is page 8 of the guide to talk about the staff support available and give staff a chance

[0:10:20] Voice 14: to introduce themselves oh let's go back up here all right so in each of these committees you are

[0:10:27] Voice 14: assigned here we go just go for a little bit you are assigned a director so for your committee it's

[0:10:32] Voice 14: me as the director of trust area services and um and within that we have staff support to um

[0:10:39] Voice 14: undertake the activities of this committee so i'll take a minute now and turn it over maybe to

[0:10:44] Voice 14: delon so i'll introduce myself to you because i've been with the trust 20 years i've been in the

[0:10:50] Voice 14: director role now almost seven and i think i've been either the director or the or the senior

[0:10:55] Voice 14: policy advisor working to support this committee for probably you know 12 13 years now so have

[0:11:02] Voice 14: some strong familiarity with this committee and the type of work it's done over the years

[0:11:06] Voice 14: love supporting this committee because some of the most interesting work of the trust comes out

[0:11:10] Voice 14: of here and some of the good news about the trust comes out of this committee everything from sort

[0:11:14] Voice 14: of the education pieces and the forward-looking policy pieces there has been some advocacy work

[0:11:20] Voice 14: done at times we've also taken on some indicator work so understanding the trends that inform how

[0:11:26] Voice 14: you do land use planning out in your communities. That work can come out of here too. So yeah I

[0:11:32] Voice 14: really love it and I look forward to where you're going to take us this term. With that I'll maybe

[0:11:37] Voice 14: pass it over to Delaunay Hippla to introduce herself.

[0:11:42] Voice 10: Thanks Clare. Hello everyone my name

[0:11:45] Voice 10: is Delaunay Hippla. I serve as the Senior Policy Advisor within Trust Area Services. I've been in

[0:11:52] Voice 10: this role for about almost exactly three years now um and the majority of my time had um since

[0:12:00] Voice 10: joining has been focused on the policy statement amendment project which has been a big project of

[0:12:06] Voice 10: this committee as claire said um i also um assist with some of the advocacy initiatives of the trust

[0:12:14] Voice 10: um some of the indicator projects uh have developed some um have spent some time on

[0:12:21] Voice 10: climate policy and planning and have had a hand in some of our stewardship education programs. So

[0:12:26] Voice 10: a little bit of everything that Trust Area Services does, but my primary focus

[0:12:32] Voice 10: for the last few years has been the policy statement project.

[0:12:36] Voice 10: So that's it for me

[0:12:38] Voice 6: and maybe I'll pass it on to Gillian.

[0:12:46] Voice 11: Thanks, Delaney. Yes, my name is Gillian

[0:12:49] Voice 11: Nicol and I am the program coordinator for Trust Area Services. So I actually implement along with

[0:12:56] Voice 11: my other staff of the other staff um we actually implement quite a bit of uh the programming that

[0:13:03] Voice 11: this committee um does and so that's so a sample would be the secretariat services program

[0:13:09] Voice 11: um the living in the trust or the stewardship education program the community stewardship

[0:13:13] Voice 11: rewards um but uh and i've been here i've been working with claire in this role um and doing

[0:13:20] Voice 11: a couple other roles for the last four years. So yeah, welcome. Thanks. I'm excited. And we'll be

[0:13:27] Voice 11: going into so much more details at our next meeting. So that's just a little snippet,

[0:13:31] Voice 11: a little flavor

[0:13:31] Voice 6: for you. Thanks, Jillian. And maybe over to Robert, if you wouldn't mind

[0:13:40] Voice 6: introducing yourself.

[0:13:42] Voice 1: Good morning, everyone. I'm Robert Barlow. I'm calling in from

[0:13:46] Voice 1: the Lekwungen speaking territories. And I'm the legislative services clerk and

[0:13:53] Voice 1: your administrative assistant for this committee and have been for a few years now. So anything

[0:14:00] Voice 1: that you need in regards to any aspect of this committee, I'll be doing the recording and

[0:14:07] Voice 1: creating the minutes and posting the information online and other administrative work. So I'm happy

[0:14:15] Voice 1: to be of service and I'm here today.

[0:14:20] Voice 14: Thank you, Robert. So I'll note for the, I think I've got

[0:14:25] Voice 14: everyone here i'll note for the committee that trust area services currently has two vacancies

[0:14:30] Voice 14: one of which is the senior intergovernmental policy advisor position which at times does

[0:14:34] Voice 14: also attend attend this meeting and provide advice we are hoping to post that position anytime now

[0:14:40] Voice 14: to fill it the other is our communication specialist and i'm in the final stages of hiring

[0:14:45] Voice 14: for that role that role does not always attend this meeting but is available to support the

[0:14:50] Voice 14: the communication pieces associated with activities you might be undertaking, but doesn't directly

[0:14:56] Voice 14: attend the committee usually. Any questions for staff, trustees, as we settle into working as a

[0:15:03] Voice 6: team together over the next term? No. So what I will say is

[0:15:12] Voice 14: in terms of the time of staff time

[0:15:14] Voice 14: available to this committee, it's a little bit fluid as the moment as we're still sort of waiting

[0:15:18] Voice 14: on council to work with us to determine the scope of the policy statement project. Because as you

[0:15:24] Voice 14: can note you only have a limited number of staff available um so we are still working to kind of

[0:15:29] Voice 14: work out how much of delaney's time we might have and then again um jillian is available to support

[0:15:35] Voice 14: this committee with the various programs but again it's up to you to tell us what work you want done

[0:15:39] Voice 14: over the next term and i am here for you in all regards um as your primary support person and

[0:15:46] Voice 14: liaison um so i'll just note here um you'll see the next thing here is budget support so council

[0:15:53] Voice 14: Council does, we'll get to this when we start talking about your meeting dates. Council provides funding for meetings for this committee, and it will be up to you to determine later in the agenda how many in-person meetings you'd like to have.

[0:16:05] Voice 14: And then provides funding for strategic plan projects. And you'll see later on the agenda as well, the two business cases that this committee chose to put forward are there for your review and any amendments you want to make.

[0:16:17] Voice 14: and then each year we'll bring to you in May a conversation around which ones you might think

[0:16:22] Voice 14: you want for the next year and then in August we bring you those business cases for review and then

[0:16:28] Voice 14: they can be refined as we go through the budget process right up to February for tweaking as

[0:16:33] Voice 14: things evolve or you get new information.

[0:16:36] Voice 6: Any questions about any of that? Okay if you could

[0:16:41] Voice 14: scroll down a little bit further here in this toolkit there are a couple different types of

[0:16:47] Voice 14: meetings that we can hold. One are regular meetings and then as needed we can pop up a

[0:16:51] Voice 14: special meeting. As we have done that in the past as the policy statement project sort of

[0:16:57] Voice 14: twist and turned, the committee found a need to have more conversation. So this committee in the

[0:17:03] Voice 14: past typically had four meetings a year in February, May, August and November. Council then brought in

[0:17:10] Voice 14: the Secretariat Services Policy and through that policy you needed to have an April meeting to

[0:17:15] Voice 14: to consider the requests that were coming in.

[0:17:17] Voice 14: So we now have a regularly scheduled fifth meeting in April,

[0:17:20] Voice 14: which is usually quite narrow to contemplate those requests.

[0:17:25] Voice 14: But of course you can have extra meetings.

[0:17:27] Voice 14: I think at the height of the policy statement project

[0:17:28] Voice 14: one year we had nine meetings.

[0:17:30] Voice 14: Of course, that's quite an administrative burden on staff

[0:17:33] Voice 14: in terms of meeting logistics.

[0:17:37] Voice 14: So we ask you to be judicious

[0:17:38] Voice 14: in your special meeting requests

[0:17:40] Voice 14: to make sure you have enough business

[0:17:42] Voice 14: and that they're justified.

[0:17:44] Voice 14: As needed there's also a tool I think you might have bumped into already out there, which is the resolutions without meeting. So at times for matters of somewhere on here but yeah so at times that we can deal with administrative matters without a meeting through that tool.

[0:18:01] Voice 14: and we also can have closed meetings and that is not common for this committee but does happen as

[0:18:06] Voice 14: you look at the stewardship award program because those materials are received as in camera and on

[0:18:13] Voice 14: occasion this committee has received legal advice for questions that they've had and we've gone in

[0:18:17] Voice 14: camera for that as well so I think those are the highlights that I wanted to hit as we walk through

[0:18:22] Voice 14: this document one thing I would say we'd love your questions around this committee system generally

[0:18:28] Voice 14: but also I always always welcome feedback on these orientation materials is it the right

[0:18:33] Voice 14: information is it delivered in the right way um as you settle into these roles here it'd be great

[0:18:38] Voice 14: in a few months time if you could look back and see if there was different information we could

[0:18:42] Voice 14: have offered you that would help you be an effective committee member so

[0:18:46] Voice 6: I'll pause there

[0:18:46] Voice 6: and see if there's any commentary or questions all right I see trustee fast thanks

[0:18:58] Trustee Fast: um found my

[0:19:00] Trustee Fast: my hand i'm uh my question is um can we do you expect that this is be more members uh more

[0:19:08] Trustee Fast: trustees on this committee because i i was on trust programs committee two terms ago when i

[0:19:14] Trustee Fast: seems to me there were there were more um do you have any comment yeah

[0:19:19] Voice 14: typically i think this is

[0:19:20] Voice 14: the smallest committee i remember um so yes so and of course it's up to the chair but we had last

[0:19:26] Voice 14: last term we did have a number of trustees that joined us mid-term so certainly I think that could

[0:19:31] Voice 14: happen again if there's other trustees that wish to join the work I think with the advent of the

[0:19:35] Voice 14: new governance committee and now accessibility committee there's a number of other opportunities

[0:19:40] Voice 14: as well but the chair certainly can appoint new members through the term as needed and as there's

[0:19:47] Voice 14: interest expressed I see trustee Allen yeah

[0:19:52] Trustee Allen: hi I just want to follow up on what trustee fast said

[0:19:55] Trustee Allen: that actually i had yeah i thought the programs community was way too large last year to be honest

[0:19:59] Trustee Allen: i think it was nine plus and and i did have concerns with uh trustees deciding to join in

[0:20:05] Trustee Allen: the last year of the last term i don't i don't agree with that and so i um hopefully we'll be

[0:20:11] Trustee Allen: able to address that trust council because it kind of says like i don't like what you've been doing

[0:20:16] Trustee Allen: for the last three years and so i'm going to step in and you know change it or something so that's

[0:20:20] Trustee Allen: i just want to share that thank

[0:20:22] Voice 14: you trustee allen any other comments i encourage new trustees there

[0:20:30] Voice 14: are no silly questions this is a great opportunity to learn i see trustee peterson yeah thanks

[0:20:38] Voice 4: director freighter uh just in response to um the last comment there uh i was one of the trustees

[0:20:45] Voice 4: that joined part way through the term last year and that was specifically after a request from

[0:20:54] Voice 4: uh the trust programs committee looking for uh more input onto into the um the policy statement

[0:21:01] Voice 4: project and and so it wasn't just uh sort of an ad hoc people jumping on board just for clarity

[0:21:08] Voice 4: for the new the new trustees that were maybe part of the process and didn't realize how that was

[0:21:13] Voice 4: i do agree that you know when we get into larger numbers of the committee that it does get a little

[0:21:21] Voice 4: bit uh more cumbersome so um i do think it's a little bit easier to to operate on slightly more

[0:21:30] Voice 4: modest numbers than perhaps than we had last last term so those

[0:21:35] Voice 6: are just my comments i'll just pause

[0:21:41] Voice 6: for a minute here and see if there's any other questions oh i see trustee harris so it's my

[0:21:50] Voice 5: My understanding that Trust Council has to approve what we put forward, correct?

[0:21:58] Voice 14: Yes.

[0:21:59] Voice 14: So as I mentioned earlier, this committee is primarily advisory to Trust Council.

[0:22:03] Voice 14: So they'll give you a program and then you can provide advice back on it.

[0:22:07] Voice 14: But through policy, there are a few places where this committee can make decisions by

[0:22:11] Voice 14: itself.

[0:22:12] Voice 14: So one is through the Secretariat Services policy.

[0:22:16] Voice 14: You'll be allocated a budget around Secretariat Services, and this committee can then decide

[0:22:20] Voice 14: how to allocate that funding um another oh

[0:22:24] Voice 5: sorry i was so if we spend a whole bunch of time

[0:22:31] Voice 5: staff resources on something and trust council rejects it it seems a bit um you know maybe

[0:22:40] Voice 5: well maybe like not such a great thing is that uh something that's happened in the past

[0:22:44] Voice 5: um

[0:22:46] Voice 14: not often i would say um generally council does um respect the work of its committees

[0:22:51] Voice 14: and listens of course that once you add more trustees in um certainly there can be different

[0:22:56] Voice 14: perspectives and things sometimes are sent back to committee for further review or new perspectives

[0:23:00] Voice 14: come up at council and it gets sent back to be incubated further um but certainly that that is

[0:23:04] Voice 14: a risk but certainly i think um with the structure of council and sort of your three-day meeting

[0:23:10] Voice 14: schedules it can be really tough to dig into the details of issues and so that's the purpose of a

[0:23:15] Voice 14: committee is that you got you can get into the weeds incubate it brainstorm do all that creative

[0:23:19] Voice 14: of thinking um as a committee to make the council meetings more efficient so

[0:23:24] Voice 5: when would you you know

[0:23:26] Voice 5: regarding the policy statement claire when do you think we'll have some sort of a draft in front of

[0:23:34] Voice 5: us that we can um can work on or see if we want to put it forward or not sure

[0:23:41] Voice 14: so i'll turn delaney

[0:23:42] Voice 14: is the lead on that project so i'll turn the floor over to delaney to help answer that question

[0:23:46] Voice 14: if you don't mind Alani?

[0:23:48] Voice 10: Yeah absolutely so as we mentioned at the last trust council meeting

[0:23:53] Voice 10: the plan is that in February at your February meeting you'll be looking at not a draft of the

[0:23:59] Voice 10: new policy statement but a project charter for the project that you would then advise trust council

[0:24:06] Voice 10: because trust council executive committee and trust council will ultimately approve that project

[0:24:11] Voice 10: charter for the next phases of the project and so that would be in February at your February meeting

[0:24:16] Voice 10: and then in March trust council will see that and and just make decisions and then in May this

[0:24:23] Voice 10: committee would see the next draft of the policy statement and you would then develop recommendations

[0:24:29] Voice 10: for trust council um and this this will be influenced a bit from how the project charter

[0:24:37] Voice 10: is defined so you probably will need some time to digest the new draft so what we had sort of

[0:24:47] Voice 10: imagined was that in May we'd present it to the committee to executive committee possibly some

[0:24:53] Voice 10: other committees and then in June present it to trust council and I don't have a crystal ball but

[0:25:01] Voice 10: at the moment what I would imagine happening is that in June trust council would have a discussion

[0:25:07] Voice 10: and possibly ask TPC to make recommendations

[0:25:11] Voice 10: for further revisions.

[0:25:13] Voice 10: But I really, that's how it's unfolded in the past,

[0:25:16] Voice 10: but I don't really know how it's gonna unfold.

[0:25:18] Voice 10: So that's just sort of guessing.

[0:25:20] Voice 5: That's great.

[0:25:21] Voice 5: Thanks for that.

[0:25:22] Voice 5: That helps.

[0:25:22] Voice 5: Okay.

[0:25:24] Voice 14: Okay.

[0:25:25] Voice 14: And just circling back to your question

[0:25:27] Voice 14: around the advice giving piece,

[0:25:29] Voice 14: I would just want to finish off my comments

[0:25:30] Voice 14: around things you've been given.

[0:25:31] Voice 14: The committee has powers over,

[0:25:33] Voice 14: and again, all this can change.

[0:25:34] Voice 14: Like you're providing this direction.

[0:25:36] Voice 14: One is the stewardship boards, you provide advice there, where you also have some authority, and you'll see this in your business cases later, if funding is provided to this committee to undertake stewardship education, and really it's at this committee's discretion how you do that.

[0:25:49] Voice 14: So there's been a whole variety of different things that have been undertaken over the years from educational webinars.

[0:25:54] Voice 14: webinars. The most recent theme has been this living in the trust area mailing where we mail

[0:25:59] Voice 14: a package of information to new purchasers so they can understand the island's trust and how

[0:26:04] Voice 14: to get information and understand the region they've moved into. But this is really at your

[0:26:08] Voice 14: discretion. So it's a bit of a blend, but your primary role is to provide advice to trust council

[0:26:13] Voice 14: to help council make good decisions. Does that answer your question fully enough? Okay, terrific.

[0:26:21] Voice 14: Okay, I see Trustee Allen's hand up.

[0:26:24] Trustee Allen: Sorry, me again. I'm not sure whether it was, I was kind

[0:26:26] Trustee Allen: waiting for when we got to the letter from the outgoing uh chair but can i comment now just

[0:26:31] Trustee Allen: because what trustee harrison talked about yeah so i'm um you know i actually was on the trust

[0:26:38] Trustee Allen: progress committee way back when um so i do have concerns with continuity in terms of like what was

[0:26:45] Trustee Allen: mentioned in the chairs the outgoing chairs letter about carrying on with certain pieces and then

[0:26:51] Trustee Allen: now now we suddenly have a new group and uh suddenly it's put to the side certain things and

[0:26:57] Trustee Allen: You know, I would think that when we would talk to the staff and say, well, what do you think, you know, we should carry on with the trust policy statement review and look at the, what was the other one, the Crown's land.

[0:27:10] Trustee Allen: and so I just as I've had to step away from committee work for a while and now I'm back again

[0:27:16] Trustee Allen: I'm just wondering in terms of previous terms have committees really changed the whole work

[0:27:23] Trustee Allen: program and like completely from what was done in a previous term and you know and that's my

[0:27:29] Trustee Allen: biggest concern is that you know once again it's just going to go around circles and we're just

[0:27:33] Trustee Allen: spinning wheels and nothing is going to get done so I just would like your comment on that Claire

[0:27:38] Trustee Allen: Claire?

[0:27:40] Voice 14: Sure. So yeah, so you do have a fairly different committee than last term. I would say

[0:27:44] Voice 14: one of the benefits of being a long term employee is seeing those trends, you know, term after term,

[0:27:49] Voice 14: I would say one of the things I've noticed that the trust we're not particularly great at

[0:27:52] Voice 14: is carrying initiatives over a term. So a committee would do a whole bulk of work,

[0:27:56] Voice 14: expend a lot of staff time and money, land something or get close to landing something,

[0:28:01] Voice 14: and then the new committee would arrive, start fresh, and not pick up the work that had happened

[0:28:05] Voice 14: previously um looking back over time it's actually a bit sad is how much work has happened that

[0:28:10] Voice 14: wasn't then picked up and moved forward i would say as your new management team here we're

[0:28:14] Voice 14: positioning you for that not to happen um so we're going to try and provide you with a fulsome

[0:28:18] Voice 14: briefing and for trust programs committee that will be at your next meeting um around all the

[0:28:23] Voice 14: various initiatives that have happened or stalled out due to a lack of staff time or other factors

[0:28:28] Voice 14: so at your next meeting i'll be walking you through each of those initiatives and then

[0:28:32] Voice 14: supporting you and making like an informed decision about whether to continue the work or

[0:28:36] Voice 14: not continue it or whether to put in budget requests for the following fiscal or so on so

[0:28:41] Voice 14: you can determine through the term and I think hopefully that review will also give you a sense

[0:28:45] Voice 14: when council's working on a strategic plan of whether you want to have some of these items be

[0:28:49] Voice 14: strategic priorities for the trust or not there's something like a crown land agreement is something

[0:28:54] Voice 14: for 15 years here we tried to get to but I would say other priorities constantly cascade over it

[0:28:59] Voice 14: in terms of staff time and it just doesn't we haven't managed to land it yet for example

[0:29:05] Voice 14: and there's a number of others um so hopefully at your next meeting um we'll be able to really

[0:29:10] Voice 14: dig into that and give you some examples of the work that's been done and have you then

[0:29:14] Voice 14: um start thinking those thoughts in terms of strategic priorities for the cap for council

[0:29:18] Voice 14: and for this committee and then encourage we will encourage you to not drop the work that's

[0:29:23] Voice 14: been done because um it's not always the best use of all the taxpayer funding that's been provided

[0:29:28] Voice 6: it into those projects. Any other questions? Okay. This is a committee where we have funds,

[0:29:39] Voice 14: so I do encourage you to be open and chatty and ask the silly questions because that's what gets

[0:29:43] Voice 14: the good information out. So if we can scroll back up, we had one more item on the agenda,

[0:29:49] Voice 14: which I think was just to review how to have a good... So I'm going to move on then from the

[0:29:52] Voice 14: Council Committee Toolkit. I encourage you to give a review, and I also encourage you to circle back

[0:29:57] Voice 14: to it through the term and just you know see if it

[0:30:00] Voice 14: answers questions that might pop up for you. Of course, we're always here. I'm just a phone call

[0:30:03] Voice 14: away. You can call anytime as you have questions. We want to help you be as effective as possible

[0:30:09] Voice 14: in accomplishing what you would want to accomplish. This is just a quick PowerPoint that,

[0:30:14] Voice 14: you know, as you settle in as trustees here, this really applies to local trust committee meetings

[0:30:19] Voice 14: and all the committees that you'll be a part of. But just wanted to walk through here as far as it

[0:30:23] Voice 14: applies to this committee. So given the smallish number of this committee, our quorum is three.

[0:30:29] Voice 14: um oh these are things we're gonna walk through so if you could scroll down delaney here

[0:30:33] Voice 14: um so quorum is just three people but as you'll see this morning i did sort of hover and i would

[0:30:38] Voice 14: encourage the chair to hover a little bit at the beginning and we'll try and make sure we encourage

[0:30:42] Voice 14: everyone to attend um so we have a good conversation at the committee uh the chair is

[0:30:47] Voice 14: part of the committee but as an ex-officio member does not vote so does not count towards quorum

[0:30:52] Voice 14: any questions there okay let's scroll on now just oh i see trustee peterson had his hand up

[0:30:59] Voice 14: yeah

[0:31:00] Voice 4: just for clarity uh the chair of trust council not the chair of this committee thank you

[0:31:06] Voice 4: yes um

[0:31:10] Voice 14: so best practices for being part of this committee um it does work best if things aren't

[0:31:15] Voice 14: sort of sprung on the committee i think people make good decisions when they have some notice

[0:31:18] Voice 14: and they have time to consider it um so if possible if you're bringing an item to this

[0:31:22] Voice 14: committee um please give a notice of motion if you can um so that we can then tell the other

[0:31:27] Voice 14: committee members what to expect they have an opportunity to ask questions staff can have an

[0:31:31] Voice 14: opportunity to help you frame your argument up in the best way that gives the most amount of

[0:31:36] Voice 14: information to the people who will be voting on it. You can provide the written motion with

[0:31:41] Voice 14: background to staff and of course we're always here to help you craft those motions particularly

[0:31:45] Voice 14: those of you who are new I know it can be a daunting thing to try and concisely put together

[0:31:49] Voice 14: what it is you're trying to say. I have a lot of experience with helping with that and I'm more

[0:31:53] Voice 14: than willing to be here to help you so just reach out if you've got a piece of business both for

[0:31:58] Voice 14: council or for really anybody of the trust i'm here to help you with that and really willing to

[0:32:02] Voice 14: do so trustee harris um

[0:32:06] Voice 5: the toolkits that you're meant that you're mentioning um are these all

[0:32:14] Voice 5: available in the webdav yes yeah

[0:32:18] Voice 14: so you should be able to have a look there and again if you've got

[0:32:20] Voice 14: a question that they don't answer that's really helpful to us so we can sort of have this

[0:32:24] Voice 14: continuous improvement and make those notes um your fresh insights and trustee fast is holding

[0:32:28] Voice 14: up her binder that you've got and I think they might be in web dev or they will shortly be in

[0:32:33] Voice 14: web dev. I know Laurie was working on it before the holidays and she's come back into another

[0:32:37] Voice 14: cycle of agendas so it'll be there shortly if it's not there now. Thanks.

[0:32:41] Voice 14: Yeah but yeah your

[0:32:43] Voice 14: insights and fresh you forget later what you didn't know when you started so it's great if

[0:32:49] Voice 14: you can feed that in as you bump into it. We have a request for decision template that guides the

[0:32:54] Voice 14: decisions and it's sort of been tested over the years and tweaked over the years you get the

[0:32:59] Voice 14: information that you need and it's always a balance for staff to keep them short and concise

[0:33:03] Voice 14: but also to give you all the information you need to make a really reasoned and thorough decision

[0:33:09] Voice 14: and the other piece would be staff can help you determine if this is the right committee to bring

[0:33:14] Voice 14: your your motion to so that's the other pieces is it within the terms of references is the most

[0:33:19] Voice 14: effective place to bring it so we can help you just pick up the phone and we'll help you out

[0:33:22] Voice 14: there. So you can scroll down a little bit more. So these are for all of your committees. Best

[0:33:30] Voice 14: practice is to avoid walking something into a meeting with no notice to your colleagues. So

[0:33:36] Voice 14: generally, best practice is to give a notice of motion and bring it to the next meeting.

[0:33:40] Voice 14: And for the chairs at the committee, administering good meetings is to make sure that we don't

[0:33:44] Voice 14: commonly have business springing up out of nowhere, because it can lead to people making

[0:33:49] Voice 14: making uninformed decisions and not necessarily governing at your best.

[0:33:54] Voice 14: And the other piece is to ask verbally

[0:33:56] Voice 14: for something to be added to the agenda with no written material.

[0:33:58] Voice 14: So those are two are tied together.

[0:34:00] Voice 14: Of course, at the trust, we don't have meetings that commonly.

[0:34:03] Voice 14: We're not like municipal council with a meeting every Monday.

[0:34:06] Voice 14: So there are occasions where we want to deal with something and we'll do our best

[0:34:09] Voice 14: to support you in that such that you can respond to what's

[0:34:12] Voice 14: happening in community and be nimble, but this is best practice for good governance.

[0:34:19] Voice 14: I need to see trust trustee Evans has a pet on her lap and for a moment I thought it was a rabbit

[0:34:26] Voice 14: that's very very cute it's my new new puppy would you like to introduce him or her

[0:34:31] Voice 13: yeah sure this

[0:34:32] Voice 13: is Rion Rion there he is hello

[0:34:38] Trustee Fast: that looks looks like

[0:34:41] Voice 14: he or she will keep you very busy

[0:34:44] Voice 13: he's just woken up from his nap

[0:34:46] Voice 14: yeah we'll enjoy i understand you might have to step away and

[0:34:50] Voice 14: that's just fine i

[0:34:51] Voice 13: just i just i just took him for a quick pee so now he's all excited sorry

[0:34:55] Voice 14: terrific okay well if we can scroll down i'll keep going uh so other ways to get things on

[0:35:02] Voice 14: the agenda is your local trust committee can pass a motion asking trust programs committee to

[0:35:06] Voice 14: consider an issue um if it's within their terms of reference and the committee thinks this you

[0:35:10] Voice 14: You know, if something's come up in your community and you think it's a broader interest, your committee can also ask executive to look at things if there's something that's needed.

[0:35:18] Voice 14: Advocacy is one where particularly advocacy that comes up at your local trust committee often is dealt with best by executive because what's common to your community might also be occurring on other islands.

[0:35:29] Voice 14: But certainly things can come here. Trust council can send work to trust programs committee.

[0:35:35] Voice 14: and that's most commonly how work arrives here.

[0:35:38] Voice 14: And the community can write in with a topic at times

[0:35:41] Voice 14: to raise an issue or concern

[0:35:42] Voice 14: that can then generate some consideration here.

[0:35:46] Voice 14: I see a question from Trustee Borthwick.

[0:35:49] Voice 3: Hi, yeah, this is, I wasn't exactly sure

[0:35:51] Voice 3: where exactly to put this,

[0:35:52] Voice 3: but, and this is just a sort of clarity thing.

[0:35:59] Voice 3: Obviously Trust Programs Committee,

[0:36:01] Voice 3: there's also Planning Committee.

[0:36:02] Voice 3: committee. Those acronyms seem like they're headed for a disaster. What's the settled upon way to

[0:36:14] Voice 3: differentiate those?

[0:36:16] Voice 14: So this one is Trust Programs Committee, so TPC. And then the planning committee

[0:36:20] Voice 14: is Regional Planning Committee, so they are RPC. So you'll hear a lot of TPC and RPC. And then the

[0:36:27] Voice 14: other big one is Financial Planning Committee, which has been FPC. So

[0:36:31] Voice 14: we'll do our best. And

[0:36:32] Voice 14: And again, please don't hesitate. Of course, those of us who have been here a long time,

[0:36:36] Voice 14: it's just like it's our language. Do stop any staff member in a meeting if we're using an

[0:36:42] Voice 14: acronym you don't know, because I'm quite certain you're not the only one struggling with it. So if

[0:36:47] Voice 14: it occurs to you, you don't know what we're talking about. There's very likely others in

[0:36:50] Voice 14: the room who aren't speaking up. So please, please, at this point in the term, stop and ask

[0:36:55] Voice 14: us. And I think as Trustee Fast is holding up here, we did provide an acronym guide in your

[0:37:00] Voice 14: toolkit yeah

[0:37:01] Voice 3: no i i i that was one of the first things i was going to assemble for myself but

[0:37:05] Voice 3: they didn't already exist and i know it's i know it's in the toolkit and i just was like

[0:37:09] Voice 3: this is one that's coming up very relevantly to this particular thing so okay

[0:37:13] Voice 14: great and trustee

[0:37:15] Voice 14: alan sorry

[0:37:17] Trustee Allen: you keep on referring to chair fast holding things up and she's just i don't see

[0:37:22] Trustee Allen: chair fast and i don't see what she's holding okay

[0:37:24] Voice 14: so what she was holding up and you'll just

[0:37:26] Voice 14: have you have to scroll through your zoom to see her but um she was holding up she was holding up

[0:37:31] Voice 14: the trustee orientation binder a number of times through the meeting here yeah

[0:37:36] Trustee Allen: i know that too i

[0:37:37] Trustee Allen: just thought nobody else can see it that's all okay

[0:37:39] Voice 14: it's

[0:37:40] Voice 13: i was gonna say thank you i didn't see

[0:37:44] Voice 13: it okay

[0:37:45] Trustee Allen: there you are

[0:37:47] Trustee Fast: trustee fast yeah thank you i just want to pass along a tip so that because i

[0:37:53] Trustee Fast: I am seeing everybody, and so depending on what machine you're working on, up in view,

[0:37:59] Trustee Fast: there's a place where you can choose standard, and you see the people across the top, or

[0:38:06] Trustee Fast: you can choose side-by-side gallery.

[0:38:08] Trustee Fast: That's my favorite, just in case this helps anybody, because then you can, there's a slider,

[0:38:13] Trustee Fast: and you can make the shared slide smaller so that everybody appears.

[0:38:19] Trustee Fast: years so I'm looking at everybody and a half-sized um uh screen that Robert is moving around anyway

[0:38:27] Trustee Fast: there's different tricks to do it and you can uh I really like to be able to see everybody's faces

[0:38:33] Trustee Fast: and it might help thank you um I'll stop now

[0:38:36] Voice 13: that's good I've done that but I can only see

[0:38:39] Voice 13: a maximum of five at a time so I can't see everybody I can either see one or a maximum of

[0:38:44] Voice 13: five so

[0:38:46] Voice 14: in the bottom corner i make it a gallery and then i often make it a strip along the top

[0:38:49] Voice 14: there is a little um bottom right corner tab you can pull to extend to see more again it will depend

[0:38:56] Voice 14: on your particular setup but and or if it is off to your right hand side of your screen you'll see

[0:39:03] Voice 14: two little white lines and you can adjust um your view so that you can make the agenda smaller in

[0:39:09] Voice 14: your gallery bigger. So

[0:39:13] Voice 6: hopefully that's helpful. I see Robert Barlow.

[0:39:17] Voice 1: Thanks. Thanks, Claire. Just

[0:39:20] Voice 1: to make sure that the trustees know that in general, people who are watching the live stream

[0:39:27] Voice 1: only see the speaker who is speaking at that moment, not the gallery view. They see a speaker

[0:39:34] Voice 1: view. So if another individual in the meeting holds something up but says nothing, the public

[0:39:40] Voice 1: will not see that.

[0:39:43] Voice 14: Thank you for that reminder. Is everyone comfortable with technology? I guess

[0:39:47] Voice 14: I should have started with that. Is everyone now able to see the gallery view that they wish to

[0:39:51] Voice 14: see? Sounds like it's a yes.

[0:39:56] Voice 14: Okay, that's great. And if, again, reach out to Robert with any

[0:39:59] Voice 14: question or Mark, even if you have questions around how to use your Zoom most effectively.

[0:40:03] Voice 3: So what you're saying, Robert, is that we can hold up any number of humorous props in the

[0:40:07] Voice 3: background?

[0:40:08] Voice 1: In general, yes. All the Zoom hosts, such as myself, set their parameters so that the

[0:40:16] Voice 1: public see the speaker view, meaning they only see whoever is speaking at the moment, not the

[0:40:23] Voice 1: whole gallery. So if you hold something up, it will not be seen unless you speak.

[0:40:30] Voice 14: So when the

[0:40:31] Voice 14: committee bursts out laughing, the public won't know why. All right. So we'll keep moving here

[0:40:38] Voice 14: through your getting items on the agenda so I think that's it and then in terms of meeting

[0:40:42] Voice 14: etiquette of course you had a substantive review at trust council by Ellie Mina but the chair will

[0:40:49] Voice 14: run the meeting according to legislation bylaws and Robert rules of order best practice is to only

[0:40:55] Voice 14: speak through the chair this really leads to effective meetings and we will be encouraging

[0:41:00] Voice 14: chair the chair of the committee to really keep an eye on that participant list and to use your

[0:41:06] Voice 14: your electronic hands as much as possible. Respecting the process and not interrupting

[0:41:11] Voice 14: each other does lead to the good conversation, respectful dialogue, and an effective meeting.

[0:41:16] Voice 14: And then if you do have a concern that the committee is getting off track or has wandered

[0:41:21] Voice 14: away from what they're meant to be discussing or so on, you can raise a point of order to just

[0:41:25] Voice 14: raise your concern about how the meeting is being administered. And chairs should not take that as

[0:41:29] Voice 14: a challenge. It's really just gentle reminders about, you know, hey, shouldn't we be doing it

[0:41:34] Voice 14: this way or I thought the procedure was this and it's meant to be a collegially supportive thing to

[0:41:38] Voice 14: do rather than sort of this aggressive maneuver so if you are if you are do become the chair of

[0:41:42] Voice 14: the committee and that happens to you it's not a critique it's more just a collegial conversation

[0:41:46] Voice 14: about how you all want to work together and should should things be going down the road they're going

[0:41:50] Voice 14: down does that seem fair at all okay terrific okay if we can go down one more um so you has anyone

[0:41:58] Voice 14: not had a local trust committee meeting yet Sam okay oh a number of you oh look almost many of

[0:42:05] Voice 14: you all right um so this might be your first opportunity to move a motion um but generally

[0:42:10] Voice 14: to have this is how the business is done is all of you telling staff and each other how what you

[0:42:15] Voice 14: want to have happen um so to make a motion is just as easy as saying i move that trust programs

[0:42:21] Voice 14: committee and then whatever it is you want to have happen oh and i see jamie's puppy there too

[0:42:26] Voice 14: um is uh state your motion and come around for introductions in a minute when i'm finished

[0:42:32] Voice 14: so this is one again best if you can provide it to staff in advance but there are occasions where

[0:42:36] Voice 14: something arises during the meeting that you can respond to with a motion to settle it

[0:42:40] Voice 14: so a motion needs to say who you're asking to do the work and specifically what you want done

[0:42:45] Voice 14: and staff again staff being there to support you crafting it is often helpful so you get a motion

[0:42:51] Voice 14: that can last over time so having a motion that says I move that we take the action on page 18

[0:42:58] Voice 14: of the agenda is not helpful because it doesn't last over time someone going back and looking at

[0:43:03] Voice 14: the minutes later isn't going to know what you're asking for so it's best if it's very specific and

[0:43:09] Voice 14: kind of demonstrate the intent of what you want in a full sentence is what we're looking for so

[0:43:14] Voice 14: you can imagine yourself or someone being a trustee looking at a motion from last term you

[0:43:18] Voice 14: want to be able to understand what it's about so we can help you with that and while it's easy to

[0:43:23] Voice 14: be quick in a meeting it's better to make sure it's something that's durable and effective and

[0:43:27] Voice 14: and that trust council can understand

[0:43:28] Voice 14: what it is the committee is asking for.

[0:43:31] Voice 14: Any questions there?

[0:43:35] Voice 6: Okay, so staff

[0:43:36] Voice 14: are here to support you.

[0:43:37] Voice 14: We're neutral in how we administer this.

[0:43:39] Voice 14: So we can help two trustees with competing motions

[0:43:42] Voice 14: come up with the best arguments for themselves

[0:43:43] Voice 14: in the same meeting with no problem.

[0:43:47] Voice 14: And welcome to Chair Luckum.

[0:43:49] Voice 14: Thank you for joining.

[0:43:51] Trustee Luckham: Thank you, apologies for being late.

[0:43:55] Trustee Luckham: Thank you.

[0:43:56] Voice 14: Okay, so thank you.

[0:43:58] Voice 14: we are just walking our way through the orientation pieces of the committee and how to hold a good

[0:44:03] Voice 14: meeting and so we'll move along there if we can move to the next one I think we're almost through

[0:44:09] Voice 14: this so when we come to voting so this suggests there's both in-person and electronic ways of

[0:44:17] Voice 14: voting so as the chair calls for a vote you'll be asked to raise your hand and hold it high

[0:44:21] Voice 14: so I guess that holds true for electronic as well as in person until the vote is conducted so again

[0:44:28] Voice 14: with your electronic hand keep it up until the vote's concluded and then if the chair chooses

[0:44:34] Voice 14: to ask for opposed make sure you lower your hand and then they'll call for the vote with electronic

[0:44:40] Voice 14: it's especially important that you make sure you lower your hands you're not counted as both in

[0:44:44] Voice 14: favor and against if you do not vote it's called abstaining and you will have learned this with

[0:44:50] Voice 14: and it is considered a vote in favor so if you leave the meeting it is really great practice

[0:44:56] Voice 14: just, you know, even if you have to interrupt a little bit

[0:44:58] Voice 14: or send a note through to staff,

[0:45:00] Voice 14: I'm gonna be leaving the meeting

[0:45:01] Voice 14: and then advise staff when you've returned.

[0:45:03] Voice 14: Any comments there?

[0:45:07] Voice 6: Great, we'll move along.

[0:45:11] Voice 14: So rules of order, just a simple majority to carry a motion.

[0:45:15] Voice 14: So as we noted, a quorum is three, so vote of two.

[0:45:18] Voice 14: A tied vote is defeated.

[0:45:21] Voice 14: When a motion is on the floor,

[0:45:23] Voice 14: the conversation and the debate must be about the motion,

[0:45:25] Voice 14: not other conversations.

[0:45:27] Voice 14: and certainly you can move to amend a motion if you think it's not the right argument to be having

[0:45:32] Voice 14: or it needs tweaking you can move to amend i'll keep going here so um there are friendly

[0:45:40] Voice 14: amendments where we don't want to get too procedural we want good governance but we

[0:45:43] Voice 14: don't want to have everyone just tortured um so at times uh it is acceptable to make a friendly

[0:45:50] Voice 14: amendment where you can get consent to just make a tweak to a motion where it doesn't really change

[0:45:54] Voice 14: the intent and it's more clear. So this committee certainly has a history of doing that where you

[0:46:00] Voice 14: don't want to get too procedural and bog yourselves down and take time away from the good conversations.

[0:46:05] Voice 14: So this is the process by which this happens and at times we also do things by

[0:46:11] Voice 14: general consent rather than a vote. You will have seen that at the beginning whereas me acting as

[0:46:15] Voice 14: chair you know adopted the agenda by general consent rather than having a vote on it. We

[0:46:25] Voice 14: But we

[0:46:26] Voice 6: do like to have motions for minutes, I believe, don't we, Robert?

[0:46:33] Voice 2: No, I would say

[0:46:35] Voice 1: we do not need a formal motion and a formal vote for simple administrative things,

[0:46:43] Voice 1: such as adjournment of a meeting, acceptance of an agenda, or the acceptance of minutes.

[0:46:51] Voice 1: Those could be all done by general consent.

[0:46:54] Voice 14: So it will be up to you as a committee how you wish to administer yourselves,

[0:46:57] Voice 14: but sometimes general consent just leads to speed so you can put your time into where it really

[0:47:02] Voice 14: matters rather than on the administering a vote for things that you don't feel are that important

[0:47:06] Voice 14: to have a vote on we can move along here um so we'll just ask you as you become trustees or as

[0:47:13] Voice 14: you become trustees into this new term um do go back and remind yourselves what ellie mina's advice

[0:47:18] Voice 14: was to you um all of that is there and ask questions uh david marler is our primary lead on

[0:47:24] Voice 14: parliamentary procedure. He is always there, just a phone call away if you have questions about how

[0:47:29] Voice 14: to conduct yourselves or how meetings should be administered. And all of this is in place to

[0:47:33] Voice 14: ensure good conversations, good governance, and so that you as trustees are leading in the way you

[0:47:38] Voice 14: want to lead and can get along collegially and build good relationships amongst each other.

[0:47:44] Voice 14: So do reach out, no silly questions ever. We want to help you do your best. And for those of you who

[0:47:49] Voice 14: are new it's daunting you know governing as an elected official is is different and new and

[0:47:55] Voice 14: there are no silly questions we just want to help you do your best and represent your communities as

[0:47:59] Voice 14: best you can and so part of that is learning the methods and tools by which this is done

[0:48:04] Voice 14: so we're here for you i want to offer all the support we can

[0:48:07] Voice 6: any questions about all of that

[0:48:13] Voice 6: okay so then we'll move along

[0:48:14] Voice 14: here the next item on the agenda is a letter from the last um trust

[0:48:20] Voice 14: programs committee chair to the new chair but essentially to the committee uh this is the

[0:48:25] Voice 14: second term that this has been done that the different committee chairs have tried to summarize

[0:48:29] Voice 14: the work of the first term and provide their personal advice to the next committee so this

[0:48:34] Voice 14: is here for your information and review um staff are happy to of course we didn't you know this is

[0:48:39] Voice 14: from the chair to the committee but and she's no longer on this committee but we are here to answer

[0:48:43] Voice 14: any questions you might have about the content of it or the programs that it references so i'll turn

[0:48:48] Voice 14: turn it over to you now to ask any questions you might have.

[0:48:59] Voice 6: Oh, I see Trustee Fast.

[0:49:01] Trustee Fast: Yeah, thank you, Claire. I'm wondering about the reference to the state of the island report I see

[0:49:08] Trustee Fast: on page 33 of the agenda. Can you remind me, is that something that was referred to by the,

[0:49:15] Trustee Fast: is that being used in currently thinking about the trust policy statement?

[0:49:23] Voice 14: So I would say not actively. This was a report that the committee put together. I'd have to look at the date. I think it was around 2016. So this was a program of Trust Programs Committee was to do this work and we brought in a co-op student for a semester to work on it.

[0:49:37] Voice 14: It was intended to be informative to the policy statement project as it kicked off in terms of what were the trends in the area and so on.

[0:49:45] Voice 14: what I can say is that we are currently receiving new census information and we have actually

[0:49:51] Voice 14: contracted some trend and infographics from Statistics Canada that we expect soon that has

[0:49:57] Voice 14: been done sort of without political direction given the period of election and the timing of

[0:50:01] Voice 14: the census data but we'll be bringing that into executive committee and potentially this committee

[0:50:05] Voice 14: in February depending on when it arrives Statistics Canada is working on it for us

[0:50:09] Voice 14: and this is one where it seemed like a bit of a no-brainer every community knows

[0:50:14] Voice 14: what work it wants and it's being funded out of the communications budget.

[0:50:18] Voice 14: I think there's going to be some fascinating trends in terms of demographics and housing

[0:50:21] Voice 14: trends that are going to come out of that, that will be very useful to you in the planning

[0:50:26] Voice 14: LTC work that you do, but also informative to the policy statement in terms of the

[0:50:30] Voice 14: overarching rules around what is the population growth of the area? What are the trends around

[0:50:34] Voice 14: housing? So we'll be bringing that into you, but the report, I encourage you to have a look at it.

[0:50:40] Voice 14: it's on the um what are we calling it under the on the website it's under the trend monitoring tab

[0:50:46] Voice 14: under programs um it includes all kinds of metrics around docs and in some cases oh uh delaney's

[0:50:53] Voice 14: going to take you there to have a quick look thank you delaney um it includes a variety of different

[0:51:00] Voice 14: metrics um some of which were baselines which you know are best updated so the far right bottom

[0:51:06] Voice 14: oh no under programs delaney and then it's trend monitoring and the last thing yeah so right there

[0:51:12] Voice 14: is where you will find it and if you click through to the report itself there's a table of contents

[0:51:18] Voice 14: and in there so 2016 yeah so here was the types of things that that recovered

[0:51:25] Voice 14: uh was demographics land title household characteristics ferry ridership patterns

[0:51:31] Voice 14: um what if we have eelgrass presence docks carbon sequestration land conversion

[0:51:37] Voice 14: alc so how much land are we losing in the lc for example uh protected area trends biodiversity

[0:51:43] Voice 14: biodiversity trends and freshwater trends. And then this was also accompanied by a trust-wide

[0:51:48] Voice 14: telephone pool that was commissioned in 2016, asking people their impressions of the trust area,

[0:51:54] Voice 14: their worries about water, etc., etc. So as you undertake your strategic planning for the next

[0:51:59] Voice 14: term, this is something you can think about, you know, does this need to be updated? Do you have

[0:52:03] Voice 14: all the information you need to be, you know, to undertake good governance? And again, happy to

[0:52:10] Voice 14: receive feedback on, you know, how we do this work and if it's useful to you. Does that answer

[0:52:16] Voice 14: your question? Thank you. Super. All right. Any other questions about things? And as I say,

[0:52:21] Voice 14: at your next committee meeting, we'll bring you sort of more substantive overview of all these

[0:52:25] Voice 14: different programs that the committee has worked on and could work

[0:52:27] Voice 6: on. So if there's no further

[0:52:34] Voice 6: questions, I'll just give you a minute there.

[0:52:38] Voice 14: No. So I encourage you to read that letter and

[0:52:41] Voice 14: reflect on it. As I say, it's really good if the advice from one term can carry to the next,

[0:52:47] Voice 14: so you don't lose that thinking that all the hard work that was done i see trustee harris had his

[0:52:52] Voice 14: hand up

[0:52:53] Voice 6: yeah thanks um i had some issues oh you're muted oh trustee harris you're still muted

[0:53:09] Voice 6: trustee harris can you hear me you're muted right now there we go

[0:53:13] Voice 5: all right there we go pardon me

[0:53:15] Voice 5: um i'm trying to get back to the state of the island report um we were talking about you know

[0:53:22] Voice 5: of I was kind of scrolling through and there's the carbon sequestration part in there and I know

[0:53:28] Voice 5: we have David Dunison you know there's a motion regarding him working with staff to look at the

[0:53:36] Voice 5: carbon sequestration and I see on the state of the island report it's still stating some claims

[0:53:41] Voice 5: that seem to be false or incorrect maybe is the better word so I guess we'll be looking at it a

[0:53:51] Voice 5: later day yeah

[0:53:52] Voice 14: so staff will be in touch with him and then we'll work with him and the author of

[0:53:55] Voice 14: the report to identify what might need to change and then once that work has been done then we'll

[0:53:59] Voice 14: revisit some of these products and see if there are corrections needed and then we'll do those

[0:54:03] Voice 14: corrections as as everyone advises um

[0:54:05] Voice 5: i'm i'm very concerned um about you know the possibility of of

[0:54:13] Voice 5: of incorrect science being used

[0:54:17] Voice 5: and how much of the policy statement,

[0:54:22] Voice 5: you know, how much the policy statement would have been,

[0:54:26] Voice 5: you know, directed wholly or partially by incorrect science

[0:54:30] Voice 5: and how are we going to address that?

[0:54:33] Voice 5: So big concern.

[0:54:35] Voice 14: Okay, well, certainly, and we welcome your rigor

[0:54:37] Voice 14: and you advising us when you see items of fear

[0:54:40] Voice 14: concerned about, certainly bring them to our attention

[0:54:42] Voice 14: and we'll do our due diligence in finding out

[0:54:44] Voice 14: how we can make it correct.

[0:54:47] Voice 14: Yeah, we're here to support you

[0:54:48] Voice 14: and want to make sure that things, of course,

[0:54:49] Voice 14: as staff too, we're concerned about things being incorrect.

[0:54:51] Voice 14: So as they're brought to our attention,

[0:54:53] Voice 14: we'll do that work to make sure

[0:54:54] Voice 14: we're offering up correct information.

[0:54:59] Voice 14: Trustee Borthwick.

[0:55:00] Voice 3: Yeah, just sort of following on

[0:55:02] Voice 3: from what Trustee Harris was saying.

[0:55:04] Voice 3: Yeah, this was a product of the Trust Programs Committee

[0:55:09] Voice 3: in the past, right, this report was.

[0:55:11] Voice 3: was so in terms of like to what degree we we get to um like obviously staff need to work with with

[0:55:19] Voice 3: daniel donison to work to figure out yeah where the lines are but is that the sort of thing that

[0:55:24] Voice 3: would come back to us to refer for review and then we would set the tone of what's in that report

[0:55:30] Voice 3: yeah

[0:55:30] Voice 14: so we'll see yeah

[0:55:31] Voice 3: yes

[0:55:32] Voice 14: that would be fair so if something is you know a statement that's wrong

[0:55:35] Voice 14: and it's easy to fix i would hope staff just have the authority to go fix an incorrect statement

[0:55:39] Voice 14: so that's already happened in the coastal Douglas fir toolkit because we saw there was a line in

[0:55:43] Voice 14: there that was egregiously wrong so that had just been one staff person misunderstanding so that

[0:55:48] Voice 14: line I just went in and fixed that line we've reposted it that's done if it's a more substantive

[0:55:52] Voice 14: piece around the philosophy of it or the concept of it we will bring that back to the committee

[0:55:58] Voice 14: if it's a sentence that just needs correcting in terms of how it's written staff might just

[0:56:02] Voice 14: take the authority to go make that correction and repost yeah

[0:56:05] Voice 3: absolutely no I'm just wondering

[0:56:07] Voice 3: if this is the body that would uh be influencing that document yeah

[0:56:12] Voice 14: for this document the um

[0:56:14] Voice 14: coastal douglas for um report itself was undertaken by kate emmings i think it would

[0:56:21] Voice 14: now probably go to regional planning committee but we'll work on that um as staff terms sort of

[0:56:25] Voice 14: who owns that that report

[0:56:27] Voice 5: yeah that's cool okay

[0:56:28] Voice 14: jose harris yeah

[0:56:32] Voice 5: it's you know it's again just

[0:56:34] Voice 5: just to everybody here on the committee it's a big concern and I don't I don't think it can

[0:56:41] Voice 5: be brushed off lightly it's just my opinion you know if there was incorrect science then

[0:56:49] Voice 5: we really have to go back and and start fresh we can't just be saying oh that was incorrect

[0:56:55] Voice 5: in my opinion and good enough but we're going to continue on with with the direction I think that

[0:57:02] Voice 5: That would be a very, you know, a huge misuse of taxpayers' dollars personally.

[0:57:08] Voice 5: But anyways, just some thoughts.

[0:57:10] Voice 5: Thank you.

[0:57:11] Voice 14: Yeah.

[0:57:11] Voice 14: So as we do that work and work with David Dunningson and the author of the report, I

[0:57:16] Voice 14: mean, we could determine to just remove the report from the website.

[0:57:19] Voice 14: Like, we're not sure who uses it for what purpose, if it's used at all.

[0:57:22] Voice 14: I would say I don't think it came up as a topic during the policy statement conversation

[0:57:26] Voice 14: very much that I recall.

[0:57:27] Voice 14: call, Delaney could remind us. But certainly it's up to you to determine what information you want

[0:57:32] Voice 14: to make available to the public, what the trust wants to provide. So we'll wait on the conclusions

[0:57:37] Voice 14: of that report, but that would hold true of any of them, right? Are they of value? Are they useful?

[0:57:43] Voice 14: Also, I would say around forest information, there is also the province can provide information to

[0:57:47] Voice 14: us. So this committee could say, we want the province to provide a certain level of information

[0:57:51] Voice 14: and make that request to the province. That's happened before as well. Okay.

[0:57:58] Voice 6: Okay,

[0:57:59] Voice 14: yeah, happy to help. All right, so if we could return back to the agenda, that would be

[0:58:06] Voice 14: great. Are there any other questions regarding

[0:58:08] Voice 6: this letter from the past chair? Okay, and if

[0:58:14] Voice 6: you have topics that you want

[0:58:15] Voice 14: us to dive into or brief you on at the next meeting, which is your

[0:58:19] Voice 14: first regular meeting where we'll provide that in-depth or program-oriented orientation, do just

[0:58:23] Voice 14: fire me an email or pick up the phone and I'll make sure that we cover it in the way in which

[0:58:26] Voice 14: you want it covered at the next meeting. So the next part of your agenda here is just to review

[0:58:32] Voice 14: for you the resolutions without meeting that have happened in between meetings so you're aware of

[0:58:37] Voice 14: what votes happened and this is to provide transparency to the public so they know this

[0:58:42] Voice 14: is a unique a tool that's unique to the trust because of the infrequency of meetings so it's

[0:58:48] Voice 14: a way in which adding them to a public agenda gives the public an opportunity to see what's

[0:58:52] Voice 14: happened that they didn't happen in a public meeting so this first one here is letting you

[0:58:57] Voice 14: that Trust Programs Committee adopt the minutes of August

[0:59:02] Voice 14: without being in a public meeting and that that happened.

[0:59:06] Voice 14: And then the next one was a resolution without meeting

[0:59:11] Voice 14: to again, cancel a meeting in November

[0:59:14] Voice 14: because it was not needed at that time.

[0:59:17] Voice 14: It was deemed to be not needed.

[0:59:20] Voice 14: And then the next one was to schedule this special meeting

[0:59:24] Voice 14: such that you could have vote for a chair

[0:59:26] Voice 14: for financial planning committee uh so these are yeah this is a routine matter of business and i

[0:59:32] Voice 14: see trustee fast yes

[0:59:34] Trustee Fast: claire i'm just wondering what um can you confirm where we are in the agenda

[0:59:37] Trustee Fast: because that looks like we oh sorry did we skip ahead to 8.2 or sorry

[0:59:43] Voice 14: i was scrolling through the

[0:59:44] Voice 14: agenda in front of me so sorry

[0:59:46] Voice 14: yeah i have jumped ahead so apologies for that um but we'll stop

[0:59:50] Voice 14: there and return back to our agenda sequence which is um now moving on to the elections

[0:59:56] Voice 14: So, thank you, Justifast.

[0:59:58] Trustee Fast: Just because I noticed

[1:00:00] Trustee Fast: We've got somebody with us in the attendees, a participant.

[1:00:03] Trustee Fast: We've also got public comment period coming up.

[1:00:05] Trustee Fast: Okay, great.

[1:00:05] Voice 14: So what we'll do, and I'll advise if the attendee's listening,

[1:00:08] Voice 14: the elections will take a little bit here.

[1:00:09] Voice 14: So this is our next matter of business here,

[1:00:12] Voice 14: is elections of the TPC chair and vice chair.

[1:00:17] Voice 14: And what we're going to do is I'll,

[1:00:19] Voice 14: this will be the first time that I've administered an electronic vote.

[1:00:21] Voice 14: I've only ever done it in person.

[1:00:23] Voice 14: And David Marler is away on vacation.

[1:00:25] Voice 14: So he has left me with a script and a procedure.

[1:00:27] Voice 14: And we're going to cross all our fingers and toes that we can make this work electronically.

[1:00:33] Voice 14: So I'm going to read through the script that he's provided us here.

[1:00:36] Voice 14: And then Gillian Nicol is helping me to administer the survey.

[1:00:41] Voice 14: We understand it was a bit bumpy at Council in terms of some of you not getting the survey or getting it too late, I think is what happened.

[1:00:47] Voice 14: So what we've tested it here and we're finding it takes about six to ten minutes for the automated survey.

[1:00:52] Voice 14: So we want to send it to you in an automated way out of SurveyMonkey and we think that takes six to 10 minutes to arrive in your inboxes. So what I'm going to suggest I'll provide the script and we'll administer the vote and then suggest that we all have a break and allow time for those

[1:01:06] Voice 14: emails to arrive in your inbox for you to click through and then vote.

[1:01:11] Voice 14: So, and then, and then we'll return from the break, and if we have a clear outcome, then I will ask a scrutineer, ask you to appoint a scrutineer.

[1:01:18] Voice 14: I will then leave the meeting with a scrutineer we'll review the results and then return to this

[1:01:22] Voice 14: meeting so if you're all comfortable with that I will pick up my piece of paper here and read

[1:01:28] Voice 14: through the script that's been provided and we'll give this a go okay so we are holding the election

[1:01:38] Voice 14: for the chair first okay one second let me get here okay so we're going to hold the election

[1:01:44] Voice 14: for chair first followed by the election for the vice chair I'm going to ask for nominations for

[1:01:49] Voice 14: the Trust Programs Committee Chair and then a seconder. I will then ask the candidate if they

[1:01:54] Voice 14: accept the nomination. If it's yes we're going to add the nomination to the ballot and that will be

[1:01:59] Voice 14: Gillian in the background. I will then call three times for any further nominations and then I'll

[1:02:04] Voice 14: close the nominations. If there are two or more nominations we will go to the election and as I

[1:02:09] Voice 14: say that will be administered through an emailed link to a Survey Monkey survey that will then be

[1:02:14] Voice 14: return to me. If there's only one person nominated as chair, then it will be an acclamation and there

[1:02:21] Voice 14: will be no need for an election. After the nominations, we'll provide an opportunity for

[1:02:26] Voice 14: each candidate to have one or two minutes to say why they wish to be chair or vice chair.

[1:02:32] Voice 14: So when we move forward, if there isn't an election, we will use SurveyMonkey. The names

[1:02:38] Voice 14: will be listed alphabetically on the ballot and you'll get an email at your Island's Just email

[1:02:43] Voice 14: email account with a one-time link and this is why we have the delay as we're trying to use this

[1:02:47] Voice 14: special system so you could only link once or only vote once. The ballot will only be sent to those

[1:02:53] Voice 14: trustees in attendance at the meeting and ex officio members cannot vote. The ballots are

[1:02:58] Voice 14: secret, only I am a scrutineer will be able to see the results. And then I will ask the committee

[1:03:06] Voice 14: now by simple majority vote to appoint a scrutineer who can be any member of the committee who is not

[1:03:11] Voice 14: not a candidate for the election. So I would ask now if you've got someone

[1:03:16] Voice 6: who would like to be

[1:03:17] Voice 6: the scrutineer for these elections, should there be a need to hold one? Excuse me.

[1:03:26] Trustee Allen: Yeah. This

[1:03:28] Trustee Allen: doesn't make sense. I would think the scrutineer would be nominated after the nominations because

[1:03:32] Trustee Allen: what if the scrutineer wants to be?

[1:03:35] Voice 14: Absolutely fair point. Okay. As I say, reading through my

[1:03:37] Voice 14: script. So let's do that then. Okay. So then once you've all voted, I will close the voting. The

[1:03:42] Voice 14: scrutineer will drop out of the meeting and have a separate meeting. We'll then count the votes and

[1:03:45] Voice 14: and then return and announce the results.

[1:03:47] Voice 14: Okay, I will note there's no proxy voting.

[1:03:50] Voice 14: You need to be present to be nominated.

[1:03:52] Voice 14: Okay, so now we're moving on now that I'm through that part

[1:03:55] Voice 14: and we will ask for nominations for chair.

[1:03:59] Voice 14: Any trustee can stand for chair.

[1:04:03] Voice 14: Okay, so now we're into that part.

[1:04:05] Voice 14: So if I could please ask for nominations.

[1:04:08] Voice 14: I see Trustee Peterson.

[1:04:09] Voice 14: Yeah,

[1:04:12] Voice 4: I nominate Trustee Allen.

[1:04:15] Voice 14: Okay, Trustee Allen, do you wish to accept the nomination?

[1:04:20] Trustee Allen: Do I not accept it after the second?

[1:04:22] Trustee Allen: Sorry, I'm going to-

[1:04:22] Voice 14: Oh yeah,

[1:04:22] Voice 14: do we have a seconder?

[1:04:23] Voice 14: Yes, thank you.

[1:04:24] Voice 14: Thank you.

[1:04:26] Voice 14: Is there a seconder for that nomination?

[1:04:29] Voice 14: And perhaps if you could turn your microphones on,

[1:04:31] Voice 14: that would be helpful.

[1:04:32] Voice 14: I see Trustee Borthwick's hand up.

[1:04:35] Voice 14: Yes, a seconder.

[1:04:36] Voice 14: Okay, thank you.

[1:04:38] Voice 14: All right, then Trustee Allen, would you like to accept?

[1:04:41] Trustee Allen: Yes, I accept the nomination.

[1:04:42] Trustee Allen: Thank you.

[1:04:43] Voice 14: All right.

[1:04:44] Voice 14: Okay, so now I'll call again for a nomination.

[1:04:48] Voice 6: I nominate Trustee Evans.

[1:04:54] Voice 6: Is there a seconder for that nomination? Thank you. I see Trustee Peterson. And thank you. Would

[1:05:05] Voice 6: you like to accept that nomination? Yes, thank you. I accept.

[1:05:08] Voice 6: Terrific. All

[1:05:11] Voice 6: right. I'll call again for nominations. Okay. Hearing none, I'll call a

[1:05:19] Voice 6: second time for nominations. Okay. And hearing none, a third time. Okay. Not hearing any further

[1:05:32] Voice 14: nominations, I will declare nominations closed. And thank you very much. So I will declare that

[1:05:39] Voice 14: that there will be an election

[1:05:40] Voice 14: for Trust Programs Committee Chair.

[1:05:43] Voice 14: And now I'd like to take,

[1:05:44] Voice 14: encourage to take a minute or two to ask the nominees

[1:05:47] Voice 14: to make a statement about why they'd like to be chair.

[1:05:50] Voice 14: And we'll do that in alphabetical order.

[1:05:52] Voice 14: So starting with Trustee Allen.

[1:05:55] Trustee Allen: Ah, alphabetical order.

[1:05:57] Trustee Allen: I love it.

[1:05:59] Trustee Allen: Okay.

[1:06:00] Trustee Allen: Well, why do I want to be,

[1:06:03] Trustee Allen: I'm very passionate about the whole agenda of programs

[1:06:09] Trustee Allen: from communication to the stewardship awards.

[1:06:11] Trustee Allen: I actually wanted the stewardship awards yearly,

[1:06:13] Trustee Allen: but that's not the way it is.

[1:06:16] Trustee Allen: I was on the Trust Programs Committee in my first term,

[1:06:19] Trustee Allen: first and second term,

[1:06:20] Trustee Allen: then I had to step away

[1:06:21] Trustee Allen: because it just got a little bit too busy

[1:06:22] Trustee Allen: in what I was working at back here on the island.

[1:06:28] Trustee Allen: I will say I'm a good listener.

[1:06:29] Trustee Allen: I don't talk too much.

[1:06:30] Trustee Allen: I won't, I will give everybody, treat them all equally.

[1:06:34] Trustee Allen: I think from seeing all of you in this group,

[1:06:37] Trustee Allen: i think we've got a great committee and i think uh we can do a lot and i i'm all about continuity

[1:06:44] Trustee Allen: and i hope we can um look at what's been done in previous years and it's clear dr claire says dr

[1:06:50] Trustee Allen: freighter excuse me says that um you know a staff time or whatever yes let's stick let's try and get

[1:06:57] Trustee Allen: some things done and yes of course you get the curveballs where you have to suddenly address

[1:07:01] Trustee Allen: those as well and i'm sure we will so um yeah i'm looking forward to being chair and uh

[1:07:08] Trustee Allen: i'd be honored if you vote for me and um i will not disappoint thank you very much thank you and

[1:07:16] Voice 6: over to trustee evans thank you trustee

[1:07:20] Voice 13: allen that was lovely um myself uh the reason why i would

[1:07:25] Voice 13: like to run for chair um is i have in my career had experience working on boards um i think that

[1:07:37] Voice 13: I have some good experience to bring towards the Trust Programs Committee with that experience

[1:07:44] Voice 13: should I get elected as your chair and if not your chair I would also like to run for vice chair.

[1:07:52] Voice 13: The communications part is very important to me not only with ourselves as part of this committee

[1:08:00] Voice 13: but also effectively translating that and bringing it forward to the Trust Council group as well as

[1:08:07] Voice 13: bringing up and spreading out to our communities. I think that there's a vast network of communication

[1:08:14] Voice 13: that we do need to do. I think there are also some perhaps out of the box thinking that we

[1:08:21] Voice 13: could do regarding budget and how we go about our trust programs and our advocacy. I think there's

[1:08:28] Voice 13: a lot of work that can be done that doesn't necessarily have to cost our taxpayers a whole

[1:08:34] Voice 13: heap of money that may or may not have happened in the past. I don't know, I'm new to this program

[1:08:41] Voice 13: but I'm willing to learn. I like to listen and hear what people are saying and get consensus

[1:08:48] Voice 13: is a big part of my background as well. So thank you very much for listening to me and I hope that

[1:08:54] Voice 13: I also get your vote. Thank you. Thank you very much.

[1:09:00] Voice 14: Okay so with that, my script is not fulsome

[1:09:05] Voice 14: but I think at that we will now have a break and we will be emailing you the election ballot

[1:09:11] Voice 14: electronic ballot through survey monkey and now I guess it's the point at which to ask if you have

[1:09:16] Voice 14: a scrutineer that you'd like to have a simple majority vote around trustee peterson I see your

[1:09:23] Voice 14: hand up

[1:09:23] Voice 4: yeah I was just going to bring that up because I was afraid we were about to leave

[1:09:27] Voice 4: um uh uh so uh i nominate trustee uh borthwick as a scrutineer

[1:09:35] Trustee Allen: a second

[1:09:36] Voice 6: thank you trustee

[1:09:38] Voice 14: borthwick are you willing to serve as scrutineer for this election sure absolutely

[1:09:43] Trustee Allen: i

[1:09:43] Voice 14: was seconding it oh

[1:09:47] Voice 14: thank you yes thank you very much

[1:09:50] Voice 6: robert have you captured that for the minutes yes

[1:09:57] Voice 2: i have okay

[1:09:58] Voice 14: terrific thank you okay so then

[1:10:00] Voice 14: i'd like to call the vote sorry yep yes this

[1:10:05] Trustee Allen: is where it's confusing if if some if trustee evans

[1:10:08] Trustee Allen: is it's his chair or not his chair but his express interest advice as vice chair how does that work

[1:10:16] Voice 14: so should should either of you not be successful in the vote for chair then all we will we're going

[1:10:23] Voice 14: to be administering a second election for vice chair and you'll have the opportunity then put

[1:10:27] Voice 14: put your name forward then for that second election okay okay so if you're comfortable

[1:10:33] Voice 14: I will call for the vote here if you could use electronic hands to vote to appoint trustee

[1:10:37] Voice 6: Borthwick as scrutineer thank you very much I can declare that that motion passes

[1:10:46] Voice 14: and thank you for

[1:10:48] Voice 14: trustee Borthwick for serving so we are going to take a break now and allow time for your emails

[1:10:54] Voice 14: to arrive if it doesn't feel free to just phone me and we'll do a check-in make sure it's arriving

[1:11:00] Voice 14: as it should um and then we'll all come back into this meeting and i'll or i'll reach out to trustee

[1:11:04] Voice 14: borthwick um to act as scrutineer in a separate zoom meeting invite that i'll send um and we'll

[1:11:09] Voice 14: return we will return to you with the results of the election so for now let's plan on a 15 minute

[1:11:14] Voice 14: break with returning at 11 after we answer the question from trustee fast that

[1:11:19] Trustee Fast: was it when do

[1:11:20] Trustee Fast: we come back so

[1:11:21] Voice 14: let's aim for 11 and hope that this all goes smoothly i do see another question

[1:11:24] Voice 14: from trustee peterson yeah

[1:11:27] Voice 4: just for clarity are we leaving this zoom meeting and coming back no

[1:11:32] Voice 4: we're just gonna you

[1:11:33] Voice 14: can stay in the meeting i if you come back and i am not here that means we

[1:11:37] Voice 14: haven't quite concluded the process

[1:11:38] Voice 4: okay i

[1:11:39] Voice 14: will leave the meeting so your clue that we're back

[1:11:41] Voice 14: and ready to get going will be that i'll be back in the meeting great

[1:11:44] Voice 4: thank you for that yeah but

[1:11:45] Voice 14: let's hope 15 minutes is sufficient and so we'll aim to see you all back here at 11. great thank

[1:11:51] Voice 6: you okay wish us well it's 11 right on

[1:26:26] Voice 6: time hi committee we'll wait for everyone to come back

[1:26:31] Voice 6: and turn their cameras on to show their back in the meeting i'm just waiting for trustee harris

[1:26:54] Voice 6: here and sherlock okay so thank you all um i'll just get going here because

[1:27:08] Voice 14: um i'll just let you

[1:27:11] Voice 14: know thank you all we're happy to report the system worked there is a little delay in you

[1:27:15] Voice 14: receiving it um but then the system is working as we had hoped so that bodes well for the other

[1:27:20] Voice 14: committees that we're going to do this for. So thank you for that. But I'm going to report,

[1:27:25] Voice 14: Trustee Borthwick and I met in a separate Zoom meeting and reviewed the results, and it is a tie.

[1:27:31] Voice 14: And so based on the procedures that have been left with me, the instructions state that if

[1:27:36] Voice 14: there's a tie vote, put the tied names on a ballot and run another vote. But given we only have two

[1:27:42] Voice 14: candidates, I think we can forego that. The next step is to then, it's selection by lot. So

[1:27:49] Voice 14: So essentially that means that I put paper ballots in a box or my handy dandy little Christmas gift bag that I have here in my office, and we pull names.

[1:28:00] Voice 14: So what we're going to propose is that Trustee Borthwick and I leave this meeting again, go into a meeting and do that on screen.

[1:28:08] Voice 14: And I've pulled Jillian into my office here to help so that we'll do that in a transparent manner where you can watch us do it.

[1:28:14] Voice 14: But I want to check, this is unusual to administer this electronically, so I just want to check in with the committee.

[1:28:19] Voice 14: as to this process to make sure everything's satisfactory.

[1:28:22] Voice 14: I see Trustee Harris's hand up.

[1:28:26] Voice 5: I just had a question about,

[1:28:28] Voice 5: so I'd received the survey monkey email or link

[1:28:33] Voice 5: or whatever it is.

[1:28:34] Voice 5: And when I click on it and said to begin the survey,

[1:28:38] Voice 5: it shows me the two names.

[1:28:40] Voice 5: I click on one and nothing happens.

[1:28:43] Voice 5: Is there supposed to be a check mark box

[1:28:46] Voice 5: that comes up or something?

[1:28:47] Voice 5: Or like, I don't understand.

[1:28:50] Voice 5: Okay,

[1:28:50] Voice 14: I've got Jillian here who can help. We did receive a vote from each trustee, so that would have

[1:28:57] Voice 14: been your vote, and it was received on this end that you had voted.

[1:29:00] Voice 5: I'm just curious, does that what the other trustees see as well? Like what happens when you click on a name? Does something happen? Or is it just like I see nothing?

[1:29:11] Voice 5: I did

[1:29:12] Voice 3: get a checkmark and like a submit vote button.

[1:29:16] Voice 3: Yeah, see, I didn't get anything.

[1:29:18] Voice 3: I would have seen something different.

[1:29:19] Voice 3: That seems very weird.

[1:29:20] Voice 3: But

[1:29:20] Voice 5: yeah, I don't, I didn't see that at all.

[1:29:24] Voice 5: So, you know, I just get this raises questions.

[1:29:29] Voice 14: Okay, are you concerned at all about the election

[1:29:32] Voice 14: if I see trust Chair Leckham?

[1:29:34] Trustee Luckham: Maybe given that this seems to have been a glitch,

[1:29:38] Trustee Luckham: it may be reasonable just to rerun the election.

[1:29:41] Trustee Luckham: And admittedly, it all takes time,

[1:29:43] Trustee Luckham: but it's worth doing right.

[1:29:46] Voice 14: Yeah, would the committee like us to do that again?

[1:29:48] Voice 14: Ensure that Trustee Harris sees this

[1:29:50] Voice 14: button and can...

[1:29:51] Voice 5: Now, I don't know, like this happened to me

[1:29:53] Voice 5: with our vote term or what vote it was.

[1:29:58] Voice 5: It would have been the last trust.

[1:30:00] Voice 5: council meeting i suppose and i had the same issue um where nothing happened and i um you know

[1:30:06] Voice 5: emailed in and david margaret said well you're gonna have to send because and apparently it

[1:30:10] Voice 5: didn't show up that i had voted so he said send me in an email showing write it down basically

[1:30:15] Voice 5: like type in who you're and um so it wasn't to do with the we can try it again but like i said

[1:30:21] Voice 5: this has happened to me in the past and i don't know why but um

[1:30:24] Voice 6: i

[1:30:25] Voice 5: was gonna i was gonna wonder if

[1:30:27] Voice 3: if there's procedurally any issue

[1:30:31] Voice 3: with trustee Harris just emailing you?

[1:30:35] Voice 14: No, certainly you could do that.

[1:30:37] Voice 14: I mean, if you'd like, we'll reissue the survey

[1:30:39] Voice 14: and hopefully, eventually you should just be able

[1:30:41] Voice 14: to click the name and hit done is what should work.

[1:30:44] Voice 14: We did have confirmation that we received your vote.

[1:30:47] Voice 5: Okay.

[1:30:47] Voice 14: But if you'd like to be extra sure, you could email me.

[1:30:50] Voice 5: Can you email me back saying who I voted for?

[1:30:53] Voice 5: That would help

[1:30:54] Voice 14: any question I have.

[1:30:56] Voice 14: yeah yeah so Jillian we'll just take a minute we just looked at the results we didn't actually

[1:31:00] Voice 14: look at who you voted for but I could email that back to you if she that

[1:31:04] Voice 5: would seem to clear it up

[1:31:05] Voice 5: for me because if you

[1:31:06] Voice 14: well

[1:31:07] Voice 5: I guess you would know who I voted for anyway but well she's looking at

[1:31:10] Voice 14: as I say we just for the purpose of um sharing it with trustee Borthwick we just looked at the

[1:31:14] Voice 14: results um so but in the meantime would the committee like me to administer the vote again

[1:31:20] Voice 14: just for clarity or is everyone comfortable if I email trustee Harris with his vote and he

[1:31:25] Voice 14: he confirms that it's correct.

[1:31:27] Voice 4: If Trustee Harris is comfortable with that,

[1:31:29] Voice 4: I'm perfectly fine with that.

[1:31:32] Voice 5: Trustee Harris,

[1:31:33] Voice 5: how would you like to proceed?

[1:31:34] Voice 5: You know, I will be okay with it,

[1:31:37] Voice 5: but I just for other trustees to realize,

[1:31:39] Voice 5: and it was interesting that Trustee Borthwick mentioned

[1:31:42] Voice 5: that he had a check mark and a submit.

[1:31:45] Voice 5: Like I didn't have anything like that.

[1:31:47] Voice 5: It was something completely different.

[1:31:48] Voice 5: I don't know why, but.

[1:31:49] Voice 5: We

[1:31:49] Voice 14: may need to look at your browser version.

[1:31:51] Voice 14: I'm wondering if it's something like that, maybe.

[1:31:52] Voice 14: I don't know.

[1:31:53] Voice 14: I can't, I honestly don't know,

[1:31:55] Voice 14: but I can confirm I

[1:31:56] Voice 14: received it and where's the results okay so I will email you here I've just

[1:32:00] Voice 14: seen your results um I will email this to you could

[1:32:04] Trustee Luckham: also be a Macintosh versus a PC

[1:32:08] Voice 14: okay um you know what I can do trustee Harris here what I'll do is on my computer I'll take

[1:32:13] Voice 14: a photograph of the results that came in on our end and I can email that

[1:32:16] Voice 14: image to you how about

[1:32:17] Voice 14: that yeah

[1:32:18] Voice 5: i guess because i'm on the islands trust computer here so um who knows yeah

[1:32:24] Voice 3: so am i so you

[1:32:26] Voice 3: think it would be the same thing but

[1:32:28] Trustee Luckham: yeah and claire you're just sending trustee harris his

[1:32:32] Trustee Luckham: results only

[1:32:34] Voice 14: his own results yeah we just pulled up his result page which as i say staff aren't

[1:32:38] Voice 14: looking at unless there's a request like this and

[1:32:41] Voice 7: i

[1:32:43] Voice 14: will email the image of you of your own results

[1:32:45] Voice 14: only so you can confirm what was received at this end as

[1:32:50] Voice 5: i say we're

[1:32:50] Voice 14: making it up as we go along

[1:32:51] Voice 14: here and try and

[1:32:52] Voice 5: yeah well it's it's been a concern it was a concern for me during the trust

[1:32:57] Voice 5: council meeting

[1:32:57] Voice 5: because it wasn't working either and um it might be something we want to get sort

[1:33:03] Voice 5: of future yeah we're

[1:33:05] Voice 14: all in a brave new world here electronic meetings okay

[1:33:09] Voice 6: one second here

[1:33:10] Voice 6: i'm just going to confirm the image i have lost it one second oh dear okay can you ask a question

[1:33:27] Voice 6: or just one moment here let me just send this sorry jamie it's taking me a minute all right

[1:33:32] Voice 3: i

[1:33:33] Voice 6: want to go check one thing and then last my message to you i'm

[1:33:39] Voice 4: wondering trustee harris

[1:33:40] Voice 4: if this is uh something that uh you could get in touch with um mark from bad vehicle

[1:33:49] Voice 4: about because yeah yeah it

[1:33:52] Voice 4: seems problematic and it's it's well beyond my um technological

[1:33:57] Voice 4: logical scope to figure out why that would

[1:33:59] Voice 6: happen so okay trustee harris i've sent you

[1:34:11] Voice 6: the email with the image that

[1:34:13] Voice 14: hopefully can satisfy that it was received at our end

[1:34:18] Voice 5: yeah it shows it it's interesting um so

[1:34:21] Voice 14: the way it looks for others is there's the name with a

[1:34:24] Voice 14: checkbox and then a for us it's a blue done button that you click when you've done your vote

[1:34:28] Voice 14: okay so

[1:34:29] Voice 14: we'll we'll continue to work on this and refine it so it's smooth at the other committees

[1:34:33] Voice 5: thank you okay

[1:34:34] Voice 14: so how would the committee like to proceed would you like to do it again

[1:34:36] Voice 14: or would you like me to proceed to the pulling of the pulling of names okay I'm seeing nodding

[1:34:44] Voice 14: for the pulling of names and does anyone could anyone raise their hand if they object to us

[1:34:48] Voice 14: moving ahead with moving towards pulling names sorry what do you mean by pulling names so the

[1:34:53] Voice 14: next step is for me to put two ballots in in a box or in

[1:34:57] Voice 14: a little bag that I have and we're going to

[1:34:58] Voice 14: yeah so

[1:35:00] Voice 5: can i raise my hand yes so

[1:35:03] Voice 5: sorry to waste time here um

[1:35:06] Voice 14: lee middleton

[1:35:07] Voice 5: had mentioned something

[1:35:08] Voice 5: at the swearing in that um according to robert's rules when this happens a coin needs to be flipped

[1:35:14] Voice 5: so i don't know if that's i thought

[1:35:17] Voice 5: that was humorous yeah

[1:35:18] Voice 14: i think this is essentially

[1:35:20] Voice 14: essentially that but i'm going to follow the instructions left to me by director marler

[1:35:24] Voice 14: which is to have written ballots and we'll we'll pull i'll hold it and i'll ask jillian if you're

[1:35:28] Voice 14: comfortable with that to pull one on camera with

[1:35:31] Voice 14: trustee borthwick and then we'll use that as the

[1:35:32] Voice 14: result i

[1:35:33] Voice 3: think the original like 1890 robert's rules has we would give each trustee a pistol

[1:35:40] Voice 3: um but all

[1:35:43] Voice 14: right well let's go with the tried and true ballot out of a paper bag mode here if

[1:35:47] Voice 14: that's all right by all okay so we will now leave the trustee borthwick and i will leave the meeting

[1:35:52] Voice 14: we'll return to our other meeting and we will pull names and we'll come back and let you know who

[1:35:56] Voice 14: the chair will be okay thank you all stay tuned and uh we'll be back soon i

[1:36:04] Trustee Allen: have to share this

[1:36:04] Trustee Allen: that i did email clarence saying what happens if there's a tie well here we go i

[1:36:12] Voice 6: was confused

[1:36:13] Voice 6: because

[1:36:14] Trustee Fast: i heard the word polling names not pulling names anyway that's

[1:36:18] Trustee Allen: oh yeah that's

[1:36:20] Trustee Fast: why i was

[1:36:20] Trustee Fast: asking that question that's

[1:36:21] Trustee Allen: quite different the two of

[1:36:22] Voice 6: those yeah yeah it must be a really big hat

[1:37:06] Voice 6: deep hat maybe it's a top hat or a bucket i think she said a paper bag maybe a big one

[1:37:19] Voice 6: one of those costco bags they're trying to find it it's in the corner somewhere good luck christina

[1:37:43] Voice 6: Yeah. Oh, you too.

[1:38:00] Voice 6: I just had to plug the power into my computer and it just went,

[1:38:28] Voice 6: it just got this black screen. I'm like, no, but I'm back.

[1:38:33] Voice 6: Oops, I've got my background back on here.

[1:39:02] Voice 6: All right. I'm just waiting for Trustee Borthwick to rejoin the meeting.

[1:39:21] Voice 6: Oh,

[1:39:22] Voice 14: perfect. There you are. Okay. We have everyone. Terrific. Okay. Well,

[1:39:25] Voice 14: I am pleased to announce that the new Chair of Trust Programs Committee is Trustee Evans

[1:39:30] Voice 14: and wish to offer my congratulations.

[1:39:35] Voice 13: Wow, thank you.

[1:39:42] Trustee Fast: Congratulations, Christina.

[1:39:43] Voice 14: Thank you.

[1:39:45] Voice 14: Thank you. Thank you to Trustee Allen for standing as Chair and thank you to Trustee

[1:39:49] Voice 14: Fortwick for serving as scrutineer. And we all look forward to working with you as Chair,

[1:39:54] Voice 14: trustee evans and i will continue administering the elections here and then we will turn the rest

[1:39:59] Voice 14: of the meeting over to you to chair i'll be very much there to support as we move through the

[1:40:03] Voice 14: agenda but for now i will retain uh chairing for the purpose of uh administering our elections um

[1:40:10] Voice 14: and so now we will move into the election for vice chair i'm going to return to my script here um

[1:40:17] Voice 14: and go back to asking for nominations for vice chair um so um at this point i'm going to call

[1:40:24] Voice 14: for nominations and then seconders so are there um any nominations for vice chair of trust programs

[1:40:30] Voice 6: committee i see trustee evans i'd like to nominate

[1:40:39] Voice 13: trustee allen vice chair thank you and can i ask

[1:40:44] Voice 13: for a seconder please

[1:40:45] Voice 14: second i see trustee fast trustee allen are you willing to stand as vice

[1:40:51] Voice 14: chair of trust programs committee sure

[1:40:53] Voice 2: yes thank

[1:40:55] Voice 14: you very much okay i'm going to call i see i'll

[1:40:58] Voice 14: I'll call now for nominations again

[1:41:02] Voice 14: for the position of Vice Chair of Trust Programs Committee.

[1:41:06] Voice 6: I see Trustee Peterson.

[1:41:08] Voice 6: I nominate Trustee Harris.

[1:41:12] Voice 6: Thank you, is there a seconder?

[1:41:15] Voice 6: Trustee Forthwick, I see.

[1:41:18] Voice 6: Trustee Harris, are you willing to accept the position?

[1:41:21] Voice 5: Yes, thank you.

[1:41:23] Voice 14: Thank you.

[1:41:24] Voice 14: Hey, I'm going to call again for nominations.

[1:41:27] Voice 14: Is there another nomination for the position

[1:41:30] Voice 6: of Vice Chair of Trust Programs Committee?

[1:41:31] Voice 6: Committee. Okay, calling a second time. Is there another nomination

[1:41:41] Voice 14: for the position of Vice Chair?

[1:41:46] Voice 14: And a third time. Is there another nomination for the position of Vice Chair? Hearing no further

[1:41:57] Voice 14: nominations, I'll declare nominations closed. And now we will once again proceed with an electronic

[1:42:03] Voice 14: election. So we will await, Gillian is adding those names to an electronic ballot, which we

[1:42:10] Voice 14: we will be emailing to you in the same manner.

[1:42:12] Voice 14: And again, now there will be probably a 10 minute delay.

[1:42:15] Voice 14: So we'll go off and have another break

[1:42:17] Voice 14: while we await that to come through.

[1:42:20] Voice 14: And you can watch your emails.

[1:42:22] Voice 14: And as we discussed, you should be seeing on screen

[1:42:24] Voice 14: a checkbox and a done button to administer your vote.

[1:42:28] Voice 14: And again, if we have any concerns around the vote,

[1:42:29] Voice 14: we're happy to share what's received at our end

[1:42:31] Voice 14: so you can feel satisfied with the results.

[1:42:34] Voice 14: I see a question from Trustee Borthwick.

[1:42:36] Voice 3: I think we need to nominate a new scrutineer.

[1:42:39] Voice 3: I'm happy to do it again but I think we have to do that as well yeah

[1:42:43] Voice 14: absolutely okay so if

[1:42:44] Voice 14: everyone's comfortable with process that would be the time now so I'm going to ask the committee if

[1:42:48] Voice 14: there are any nominations for scrutineer I see trustee Allen I

[1:42:53] Trustee Allen: nominate trustee Borthwick

[1:42:57] Voice 14: second thank you okay thank you um I don't have a minute yeah I see trustee Peterson's hand up here

[1:43:07] Voice 4: uh unrelated but i was just going to suggest that trustee harris if you have the ability

[1:43:13] Voice 4: to take a photo of the survey when it shows up on your screen if you have the ability to take

[1:43:20] Voice 4: the photo then maybe you could um send that to the i.t staff and maybe that can help to sort out that

[1:43:26] Voice 4: issue you had yeah thanks

[1:43:29] Voice 4: for that um suggestion do that

[1:43:31] Voice 14: okay um

[1:43:32] Voice 3: just if you wanted to uh like a

[1:43:34] Voice 3: screenshot on this edition of Windows is the Windows button, Shift and S, and you can sort

[1:43:43] Voice 3: of drag and drop around whatever it is you want.

[1:43:47] Voice 14: Thank you. So with that, I'm going to call for

[1:43:50] Voice 14: the vote for scrutineer for the election of Vice Chair of Trust Programs Committee.

[1:43:55] Voice 6: If you could

[1:43:56] Voice 6: all vote, please, with your electronic hands. Okay, thank you very much. I'm happy to declare

[1:44:07] Voice 6: that vote has

[1:44:08] Voice 14: passed okay so thank you uh so we'll now go off and have another short break

[1:44:15] Voice 14: and we'll await the results and trustee Borthwick I'll meet you in five minutes or so in the uh

[1:44:20] Voice 14: separate zoom meeting and we'll review those results and report back to the committee as soon

[1:44:24] Voice 14: as they're all received um I think it took us yeah I think many of the results were rolling

[1:44:28] Voice 14: in within five minutes so hopefully 10 minutes okay so prepare for a 10-minute break all

[1:44:33] Voice 6: all. Thanks very much. Okay,

[1:55:10] Voice 6: I think we have everyone here. Trustee

[1:55:14] Voice 14: Luckham's camera is still

[1:55:15] Voice 14: turned off. But I think I will proceed with announcing that Trustee Alex Allen is now the

[1:55:24] Voice 14: Vice Chair of Trust Programs Committee. So thank you all for that election. And thank you for

[1:55:29] Voice 14: bearing with us as staff as we're working out this new process for administering them electronically.

[1:55:34] Voice 14: We have success, the system is working. Unfortunately, there is just that inevitable delay

[1:55:39] Voice 14: while the SurveyMonkey system pushes you the emails.

[1:55:42] Voice 14: It takes longer than we would hope.

[1:55:44] Voice 14: But congratulations, Alex.

[1:55:46] Voice 14: This is working.

[1:55:46] Voice 14: So congratulations to Alex.

[1:55:48] Voice 14: We look forward to working with you as a vice chair.

[1:55:52] Voice 14: And thank you to the committee for all that work.

[1:55:55] Voice 14: So with that now, if Trustee Evans is comfortable,

[1:55:58] Voice 14: I'm going to pass the chair position

[1:56:00] Voice 14: to our new chair of the committee

[1:56:03] Voice 14: to administer the meeting.

[1:56:04] Voice 14: And we'll just let the chair know

[1:56:06] Voice 14: that where we are now on the agenda

[1:56:08] Voice 14: is the public comment period um so at this point it would be typical um to ask if there's members

[1:56:13] Voice 14: of the public that wish to attend so i'll pass the chair over to you and then that would be your

[1:56:17] Voice 14: next step and then i'm here to support you as we work through the agenda and then after the meeting

[1:56:22] Voice 14: i'd be happy to work with you um in terms of upcoming work as being the chair of the committee

[1:56:27] Voice 14: so if you're comfortable i'll pass the baton over and the meeting is now yours

[1:56:30] Voice 14: Thank

[1:56:31] Voice 13: you very much. So as Claire just mentioned, yes, we will open up for the public comment period. So if anybody in the public would like to bring anything forward or have any comments, now we'd like to hear from you. And I'll also ask staff to help me with managing that portion of it.

[1:56:50] Voice 13: Of course.

[1:56:54] Voice 13: Oh, Robert? Yes, Robert?

[1:56:56] Voice 13: it

[1:56:56] Voice 1: chair evans uh there are there is no member of the public present in the zoom meeting at the

[1:57:04] Voice 1: moment okay

[1:57:05] Voice 13: thank you very much um and as i understand it moving on to the next portion

[1:57:11] Voice 13: there are no delegations either is that still correct yes

[1:57:15] Voice 7: that's correct and

[1:57:17] Voice 13: there is also now

[1:57:18] Voice 13: the next item there is no correspondence either is that also still correct correct all right so

[1:57:25] Voice 13: So we're now zooming along to Section 8, and we're going to 8.1, the draft minutes of the

[1:57:33] Voice 13: previous meetings, which there aren't any as the previous meeting minutes were approved

[1:57:39] Voice 13: by the outgoing TCP.

[1:57:43] Voice 13: So I believe now we're going to move on to Section 8.2, resolutions without meeting.

[1:57:51] Voice 14: And Chair, I will remind you, I accidentally rolled through these earlier in the meeting.

[1:57:55] Voice 14: So staff have already given you the review.

[1:57:58] Voice 14: so i would suggest that the committee receive them for information sounds good

[1:58:02] Voice 13: so where did

[1:58:04] Voice 13: we get to as you were zooming through before oh i'm sorry i see chair luckham has his hand raised

[1:58:10] Trustee Luckham: um yeah good morning thank you very much uh chair i just wanted to be sure as we're zooming along

[1:58:16] Trustee Luckham: here and that perhaps i even missed it um that it's clear to uh everybody particularly the chair

[1:58:23] Trustee Luckham: chair of TPC now, and even the vice chair, but Claire, just to seek some clarity on the appointment

[1:58:31] Trustee Luckham: of a member from Trust Programs Committee, typically the chair of Trust Programs Committee

[1:58:37] Trustee Luckham: to Financial Planning Committee.

[1:58:39] Voice 14: Oh, I will double check that. I believe it is, yes, thank you for

[1:58:43] Voice 14: raising that, of course, because that's an important part of being the chair. It is by policy, the

[1:58:47] Voice 14: chair, unless, so yeah, perhaps we'll stop here. That's a great point to raise. The chair of the

[1:58:52] Voice 14: the committee serves as the representative to financial planning committee, um, which meets

[1:58:56] Voice 14: six times a year. Um, so if the committee is comfortable, I'll jump in right now, pause,

[1:59:00] Voice 14: looking at resolution meetings. Thank you, chair. Um, and the chair of this committee serves as the

[1:59:05] Voice 14: representative financial planning committee, which has six meetings a year. And there's also

[1:59:08] Voice 14: an audit committee, um, that meets, um, unless the chair wishes. So it is the chair, unless the

[1:59:14] Voice 14: chair wishes to, um, have a delegate, um, attend in their behalf. Um, so that delegate can be,

[1:59:20] Voice 14: a permanent delegate as we saw last term it was the vice chair I think that served or there was

[1:59:25] Voice 14: another committee member appointed also if the chair is unable to attend that chair practice

[1:59:30] Voice 14: and would typically be asked the vice chair to attend in her stead but I'll turn it over to the

[1:59:35] Voice 14: chair now to speak to that whether you'd like to be the representative to financial planning

[1:59:39] Voice 14: I'm

[1:59:40] Voice 13: comfortable taking on that that position as well yes thank you and I would like to ask if

[1:59:46] Voice 13: if I'm unavailable to attend one of the meetings due to personal reasons or conflict of schedule,

[1:59:52] Voice 13: whether or not Vice Chair Allen would be willing to be delegate.

[1:59:56] Trustee Allen: Of course. Awesome.

[2:00:00] Voice 6: Thank you.

[2:00:00] Voice 14: And thank you, Chair Leckham. I'll add that as a confirmation to the other committee agendas to make sure that we have that clarity as we move forward. Thank you.

[2:00:08] Voice 14: And Trustee

[2:00:08] Voice 13: Peterson, I see you have your hand raised. You're on mute.

[2:00:14] Voice 4: Yeah, thank you. Just a point of clarity. Staff can probably answer this. I seem to recall that last term when the chair was not able to attend financial planning committee.

[2:00:30] Voice 4: it was actually I was the vice chair but I believe that the committee voted on

[2:00:39] Voice 4: making that vice chair that the delegate to fill in for the chair is that correct

[2:00:46] Voice 4: I

[2:00:47] Voice 14: believe it was so what I'm going to do is I'm actually going to refresh my memory on this and

[2:00:51] Voice 14: apologies for not being prepared on this one I'm going to quickly go and check the policy

[2:00:54] Voice 14: while you continue with your agenda and as necessary I'll make a recommendation a little

[2:00:58] Voice 14: little bit later in the meeting I

[2:01:01] Voice 13: was just going to ask before you leave could you remind me where

[2:01:04] Voice 13: you got to as you went ahead earlier just so

[2:01:08] Voice 14: I don't repeat things again

[2:01:09] Voice 14: I believe I had run you

[2:01:10] Voice 14: through just a review of all three of the resolutions without meeting they're purely

[2:01:14] Voice 14: administrative matters here for your information as the committee has already voted on them

[2:01:19] Voice 14: so then I would suggest moving over if the committee is comfortable moving on to the next

[2:01:23] Voice 14: piece of business, which is

[2:01:26] Voice 14: section nine, the work program items. Yes. So if you'll bear with

[2:01:30] Voice 14: me for a minute, I'm quickly going to email some help. Well, I'll speak to business cases. We'll

[2:01:37] Voice 14: make sure that we make sure we do that policy review for financial planning before we move to

[2:01:40] Voice 14: the next, before we end the meeting here. So I'll move you into the next one, which is a review of

[2:01:45] Voice 14: business cases, your work program items. And so I will speak to this because it's relevant to the

[2:01:51] Voice 14: upcoming financial planning committee meeting. So in August, this committee had a fairly fulsome

[2:01:58] Voice 14: discussion about what business cases it wanted to advance to the financial planning committee for

[2:02:05] Voice 14: the purpose of building a budget for next fiscal year. So this committee landed on making two

[2:02:11] Voice 14: requests and approving two business cases. One was to ask for $15,000 to continue the Secretariat

[2:02:18] Voice 14: services program and the other was to ask for twenty thousand dollars for stewardship education

[2:02:25] Voice 14: uh the stewardship so you're in the unfortunate position of getting this committee without a

[2:02:29] Voice 14: great deal of background on those programs but that there is a um there is background in the

[2:02:34] Voice 14: business cases themselves and we'll be bringing you more background as i said at your february

[2:02:37] Voice 14: meeting um i'm happy i guess at the committee's request to provide an overview of both those

[2:02:42] Voice 14: programs um but don't want to repeat what's in the business cases for you without you wanting

[2:02:47] Voice 14: to have that level of detail um so this is here for you to review are those amounts what you wish

[2:02:51] Voice 14: to ask for do you want to make changes um and then um if so you would do that by resolution

[2:02:56] Voice 14: and we would pass that on to the financial planning committee um so at this time maybe

[2:03:02] Voice 14: i'll pass it back to the chair to see if there are questions or if they'd like staff to provide

[2:03:05] Voice 14: a more fulsome overview of the two programs that tpc has asked about as funding for

[2:03:11] Voice 6: okay

[2:03:12] Voice 14: Okay.

[2:03:14] Voice 13: Trustee Harris. I see you've got your hand up. Go ahead.

[2:03:18] Voice 13: So I

[2:03:19] Voice 5: had a couple of questions. One being, if the chair isn't available to sit with the financial planning committee, I guess maybe a better way to word that would be, does our representative from the trust programs committee have a vote on what the financial planning committee?

[2:03:37] Voice 5: yes

[2:03:39] Voice 14: so yeah so that would be yeah so the one representative from this committee that fills

[2:03:44] Voice 14: that chair at financial planning committee would be the voting member of fpc representing this

[2:03:49] Voice 14: committee okay

[2:03:51] Voice 5: um so going on to um the um tpc 2022 025 um for the stewardship education

[2:04:05] Voice 5: Again, I have some really large concerns about incorrect science that has been out there, and how we're going to address that, and how is the stewardship education and how has it been affected partially or wholly by false information, or maybe not false, it's the wrong word, but incorrect science, mistakenly, clearly.

[2:04:35] Voice 5: clearly. The carbon sequestrations, you know, big red flags there, the extent of the CDF zone,

[2:04:45] Voice 5: huge, like that's a big deal. And how can we, you know, we really need to be looking at that.

[2:04:52] Voice 5: So through

[2:04:55] Voice 14: the chair, would you like staff to respond? Yes, please. Okay, so certainly,

[2:05:01] Voice 14: Delaney, if you could not, if you could stop sharing screen, what I'll do is I'll bring up

[2:05:04] Voice 14: the stewardship education page on the website here for you. So this is under your programs tab,

[2:05:11] Voice 14: and we'll be having a website evening to show you more around the website, but under the programs

[2:05:15] Voice 14: tab here, you have the stewardship education page, which provides an overview of the type of work

[2:05:19] Voice 14: this committee has led in recent years. So one is in 2022, there was a webinar on wells and

[2:05:26] Voice 14: groundwater licensing that was held with Flynnrow, particularly because there was a deadline coming

[2:05:31] Voice 14: coming up around registration of wells to make sure people had priority use of the water that

[2:05:36] Voice 14: they've been using. So that was one example. Another is in 2020, there was a webinar series

[2:05:43] Voice 14: that was held. So one was around eelgrass and brought in speakers around eelgrass that spoke

[2:05:48] Voice 14: on that. Another was ecosystem-based adaptation, where there were speakers brought in and all the

[2:05:54] Voice 14: recordings are there with the information sheets and resources. And the third was rainwater

[2:05:58] Voice 14: water harvesting. Again, the information is there. So these were the topics were selected

[2:06:04] Voice 14: by the committee and the programs themselves were reviewed by the committee prior to holding them.

[2:06:10] Voice 14: The most recent program that's been delivered through this committee is the Living in the

[2:06:16] Voice 14: Trust Area Mailout for New Homeowners. So through this program, and this would be the one that I

[2:06:21] Voice 14: think staff would recommend you continue unless you want to go in a different direction,

[2:06:24] Voice 14: action is a mailing of new publications so we brought in a staff person that worked on developing

[2:06:29] Voice 14: these new publications all the publications were provided to the committee for review

[2:06:34] Voice 14: prior to being sent off so there's a stewardship tips guide conservation brochure land use planning

[2:06:39] Voice 14: contact sheet and then each island has a list of government services because one of the hardest

[2:06:44] Voice 14: things about being a new resident to the trust area is figuring out where you go for all the

[2:06:47] Voice 14: different pieces and so and then there's a cover letter that goes from the chair as well as well

[2:06:53] Voice 14: as the added stress brochure. So in terms of incorrect information, of course, staff would

[2:06:59] Voice 14: be as concerned as you are about that. So as it's drawn to this attention, we would certainly want

[2:07:04] Voice 14: to look at that and make sure we're providing accurate information. All stewardship education

[2:07:08] Voice 14: that's undertaken through this committee, the materials are brought to this committee to be

[2:07:12] Voice 14: vetted prior to being released to the public. So you would have every opportunity, both you and

[2:07:16] Voice 14: the public that's engaging and watching these meetings, would have every opportunity to vet

[2:07:20] Voice 14: the materials before they go out. So hopefully that offers some comfort and again whether you

[2:07:26] Voice 14: undertake the program and how you undertake the program are for you to decide today and through

[2:07:31] Voice 14: council as council undertakes its strategic planning work. We have had good feedback on the

[2:07:36] Voice 14: living in the trust area mailing and you would know best hearing from your constituents whether

[2:07:39] Voice 14: this is something that they've found valuable and useful that new residents are receiving. We have

[2:07:44] Voice 14: not sent it since the summer because of course our staff were fairly consumed in elections work

[2:07:49] Voice 14: and we've had a vacancy in the communications role but we do anticipate doing the next mailing

[2:07:53] Voice 14: of this program in the coming weeks here. So hopefully that's a helpful overview. I'm going to

[2:08:01] Voice 14: pass back to the chair and I see Trustee Allen has a question. Yes, go ahead.

[2:08:06] Trustee Allen: I don't know whether

[2:08:07] Trustee Allen: I could raise my concerns here but I do have concerns with the use of consultants and I'm

[2:08:15] Trustee Allen: I'm just wondering, on the first one, the Secretariat, the third part, I was looking at all the staff that attended Bainsound Lambert Channel Forum, and over the years, and also the Howe Sound Forum, couldn't find anything on the Southern Gulf Island Forum.

[2:08:31] Trustee Allen: and i was just wondering this is over and above the staff participation like but like you attended

[2:08:38] Trustee Allen: claire in 2020 and 2019 um the bain sound lambert channel

[2:08:45] Voice 6: didn't

[2:08:46] Trustee Allen: attend it the last two years so i'm

[2:08:48] Trustee Allen: just wondering is that part of so that's you know obviously a cost as well beyond this position

[2:08:54] Trustee Allen: right, this secretariat position. And it's 100 hours, you said, for?

[2:09:02] Voice 14: So I'm

[2:09:02] Voice 14: happy to speak to that. So maybe I'll give a little overview of how the Secretariat

[2:09:06] Voice 14: Service Program is supported by staff. So it's been changing as we go through this program. It

[2:09:12] Voice 14: was only, I think, formalized two years ago. So in the beginning, the intent, well, the intention

[2:09:17] Voice 14: of the program, because we couldn't offer grants, it wasn't a legal power of the trust to just give

[2:09:22] Voice 14: grants to groups that were doing this coordinating function. So council decided that they wanted to

[2:09:28] Voice 14: offer this service. And the way we can do it is by us directly delivering that coordination support

[2:09:34] Voice 14: for these coordinating groups, which is part of the mandate of the trust is to offer coordination

[2:09:38] Voice 14: support. And so we do that either through direct staff support. So for example, this could be

[2:09:43] Voice 14: Jillian directly organizing an event, or it could be through provision of minute taking directly by

[2:09:49] Voice 14: the trust or we can contract those services because of our small team and limited staff

[2:09:54] Voice 14: availability and because some coordinating groups already have people that have supported them for

[2:09:59] Voice 14: years such as the case of how sound forum we've done sort of what each coordinating group has

[2:10:05] Voice 14: found has worked best for them so in how sound forum for example we've contracted the friends

[2:10:11] Voice 14: of how sound that have supported that forum for more than a decade to continue that support

[2:10:16] Voice 14: support. Southern Gulf Islands, we are providing funding to a contracted minute taker to support,

[2:10:24] Voice 14: for example. Bainstown Forum, we have contracting someone there to offer facilitation services and

[2:10:30] Voice 14: minute taking. So it's different for each one, depends on what the group is requesting.

[2:10:35] Voice 14: In the past, we have also had staff directly providing support, or like the Rural Islands

[2:10:41] Voice 14: Economic Forum, we are providing contracted support or direct staff report for like conference

[2:10:47] Voice 14: registration. It's different for each one. We have at times also had staff attending

[2:10:53] Voice 14: for the purpose of supporting the groups, particularly Bainstown Lambert Channel.

[2:10:57] Voice 14: We were part of incubating that forum and getting it going. And also it was relevant to council's

[2:11:02] Voice 14: interest at that time to marine stewardship education and marine work. So I was there and

[2:11:06] Voice 14: I attended a few of them for the purpose of understanding how it related to council's work

[2:11:11] Voice 14: around marine initiatives as well but and at times planners will attend these groups if there's

[2:11:16] Voice 14: things that are coming up that are planning related that are inter-jurisdictional that

[2:11:19] Voice 14: might be on the agenda sometimes it's useful to have a planner attending as well

[2:11:25] Voice 14: yeah but as part of the delivery of the program for this committee staff attendance is not part

[2:11:30] Voice 14: of it in terms of just attending to understand what's going on it's really the direct delivery

[2:11:34] Voice 14: delivery of the coordination function so agenda minutes facilitators were required at times we

[2:11:41] Voice 14: are paying for website hosting for these groups so they can post the information to be transparent

[2:11:46] Voice 14: to that membership and to the public that's interested um i'm trying to see if i'm forgetting

[2:11:51] Voice 14: anything else and sometimes it could pay for meeting halls or a zoom license some of the

[2:11:55] Voice 14: things they need to have a conversation that's intergovernmental amongst all the various parties

[2:12:01] Voice 14: In some cases, like Bates Sound and Lambert Channel, they've now evolved to the point other funders are coming to the table.

[2:12:07] Voice 14: And so we're, you know, whereas we were primary funders, they got going.

[2:12:09] Voice 14: Now the regional district and others are kicking in money.

[2:12:12] Voice 14: So it's more of a shared coordination costs now.

[2:12:17] Trustee Allen: Through the chair?

[2:12:18] Trustee Allen: Can I just follow up with something?

[2:12:21] Trustee Allen: And then the stewardship education program.

[2:12:25] Trustee Allen: I'm confused.

[2:12:25] Trustee Allen: You're asking for $20,000, but yet it's saying that the BC Mail is undertaking most of this.

[2:12:32] Trustee Allen: Is that just this publication going out?

[2:12:35] Trustee Allen: And what exactly would the contractor do?

[2:12:40] Voice 14: So the $20,000, based on the committee discussion, oh, sorry, through the chair, I'll answer.

[2:12:45] Voice 14: But through the committee discussion in August, this was a request to Fortress Programs Committee

[2:12:50] Voice 14: to have $20,000 to offer some sort of stewardship education next fiscal.

[2:12:55] Voice 14: so it will be up to you to determine if you want to request this money and continue to make the

[2:12:58] Voice 14: request it'll be up to you to determine what you want to do with it it could be webinars it could

[2:13:02] Voice 14: be mail outs it could be any manner of education that you wish to undertake we expect that given

[2:13:08] Voice 14: that there are likely less real estate sales happening that the living in the trust area

[2:13:14] Voice 14: mailing will be of lesser cost than it was initially when it got going last year and we'll

[2:13:18] Voice 14: bring that back to you as this committee meets in February and April we'll bring you more information

[2:13:22] Voice 14: around that so that you can make decisions. If you choose to request this money, if you get the

[2:13:27] Voice 14: money next fiscal, in April, we can have a conversation around, here's what the program

[2:13:32] Voice 14: looks like it's going to cost based on what real estate sales are looking like. Here's what you're

[2:13:35] Voice 14: expected to have left over. And then you as a committee could say, you know what, let's ask

[2:13:39] Voice 14: for a project charter to do X, Y, Z, if there's an idea that's coming up. And it might be that

[2:13:45] Voice 14: council strategic plan has some topic that's emerging that you wish to undertake community

[2:13:50] Voice 14: community education about. It's hard to predict at this point because council hasn't yet really

[2:13:54] Voice 14: had a substantive conversation about what might be on the strategic plan. But there might be themes

[2:13:59] Voice 14: that emerge there that you wish to dig in more deeply, both for council and staff, to offer

[2:14:03] Voice 14: education opportunities about. And then this money would be there to pay for speaker or honoraria if

[2:14:08] Voice 14: you want to bring in external experts to do the promotion, those sorts of things. So right now,

[2:14:13] Voice 14: it's a bit of a bucket for you to fill should you wish to undertake that work next year.

[2:14:17] Voice 6: Okay. Thank you, Claire.

[2:14:20] Voice 13: Perfect. Thank you very much. Those were great questions.

[2:14:24] Voice 13: Is there any other comments on the business case briefings?

[2:14:30] Voice 14: I did see that Gillian Nicol had her hand up, if you don't mind, Chair. I think she wanted to add

[2:14:33] Voice 14: to my commentary. Yes, I don't see her hand right now,

[2:14:37] Voice 11: but yes, go ahead. Oh, sorry. It was my

[2:14:38] Voice 11: physical hand. My apologies. Yeah, I just wanted to... Thank you, Chair. I just wanted to... I know

[2:14:45] Voice 11: Alex Allen said or trustee Allen had mentioned he was worried about consultants I just wanted

[2:14:49] Voice 11: to emphasize that the um the BC mailing service they actually just help us mail the products they

[2:14:54] Voice 11: don't actually do any of the like development or printing like they do the printing and then they

[2:14:59] Voice 11: help us package and send it off because it is a lot of work can be up to 200 300 400 houses

[2:15:04] Voice 11: so that's what the I don't know if that answers some of your contracting questions um it's hard

[2:15:09] Voice 11: for us as staff to do that but it's easier professionals to actually do that on a regular

[2:15:13] Voice 11: basis for them to do it because yeah it just saves money overall in that sense hopefully that answers

[2:15:19] Voice 11: a little bit more of your question yeah

[2:15:22] Voice 14: it's a fee for service and they have all the machinery

[2:15:24] Voice 14: in their processes so it's much it's it's yeah more cost efficient to do it through them for us

[2:15:28] Voice 14: to do it internally perfect

[2:15:32] Voice 13: thank you very much um if there are no further questions and if you

[2:15:36] Voice 13: do have questions please raise your hand otherwise i can't see it on my end um with that if there

[2:15:42] Voice 13: There isn't any other questions, so I'll move on to the next item.

[2:15:45] Voice 14: So if we can stop there, Chair, can I just, before we move along, if you don't mind, can

[2:15:50] Voice 14: I just get confirmation that there are no requested changes?

[2:15:53] Voice 14: We're happy to have those business cases move forward as they are.

[2:15:56] Voice 14: Of course, they'll be discussed again at financial planning and at councils, so there'll be other

[2:16:00] Voice 14: opportunities for other trustees to review and reflect on them.

[2:16:02] Voice 14: But I just want to get confirmation that, as a committee, you're comfortable with the

[2:16:05] Voice 14: numbers and the business cases as they are.

[2:16:11] Voice 13: do we do we have a should we raise our hands for this or

[2:16:15] Voice 14: i just i just want to make sure just so

[2:16:17] Voice 14: we're not moving too quickly here because i know there's a number of new trustees just

[2:16:19] Voice 14: want to make

[2:16:20] Voice 14: sure we're deliberative in the discussion

[2:16:21] Voice 5: no um can i up through the chair yes um definitely not

[2:16:27] Voice 5: comfortable with um the way things are let's have these these items move forward um and i'm not i'm

[2:16:34] Voice 5: I'm honestly not sure on how we address that,

[2:16:38] Voice 5: but as far as the secretariat services go,

[2:16:43] Voice 5: you know, there's the CDFCP,

[2:16:45] Voice 5: do we need to be providing services to that?

[2:16:48] Voice 5: There's one thing I've had in mind.

[2:16:53] Voice 5: Again, yeah, and the stewardship education,

[2:16:57] Voice 5: yeah, I have issues with all of it.

[2:16:59] Voice 5: So I'm not sure what the move is here.

[2:17:01] Voice 5: Do I need to make a motion or?

[2:17:04] Voice 14: Chair, would you like me to respond?

[2:17:06] Voice 14: Yes, please go ahead.

[2:17:07] Voice 14: Yes. So the amounts are there for consideration along with this. For both of these, as I mentioned, for stewardship education, it would be up to the committee to decide next year what they wish to do with the funding if it's provided.

[2:17:18] Voice 14: For secretariat services, there's a decision point every April where the coordination groups will indicate that they are interested in being funded again.

[2:17:27] Voice 14: And then the committee will look at what budget council gives it and the committee itself determines how to allocate that funding.

[2:17:32] Voice 14: so there is no guarantee to coordination groups year after year that they'll get funding from us

[2:17:36] Voice 14: or in what amount so you will have that decision point in april as a committee should you get

[2:17:42] Voice 14: funding to decide how you wish to allocate it based on the requests and the needs of the various

[2:17:46] Voice 14: coordination groups and it does change year to year as to what their needs are so it's not it's

[2:17:52] Voice 14: not a given that you would fund any which one that will be at your discretion so trustee harris if

[2:17:58] Voice 14: you wanted to recommend a change to the business cases that staff could write up and you wanted

[2:18:02] Voice 14: have the committee vote on it certainly you could make a motion to have a change made just leave it

[2:18:09] Voice 5: as is for now thank you okay

[2:18:10] Voice 14: and as i say there will be further opportunities at council in march

[2:18:13] Voice 14: um as as you look at these these in the context of the whole budget to recommend

[2:18:18] Voice 13: changes as well

[2:18:21] Voice 13: i think if i can just chime in i think at this point once we've had our february meeting and

[2:18:26] Voice 13: we can see what programs are in the works and how this money is being used we can make a better

[2:18:32] Voice 13: a decision and if need be adjust hopefully down rather than up the amounts that we've got in there.

[2:18:40] Voice 13: At this point until we've actually seen all of that information we're making uninformed decisions.

[2:18:45] Voice 14: Okay that's great okay so that's great and we will bring you back more detailed information

[2:18:49] Voice 14: in February but for now these are the numbers that will stay in the budget for the purpose

[2:18:54] Voice 14: of FBC's meeting on the 18th.

[2:18:58] Voice 13: All right okay are there any other comments or questions or

[2:19:03] Voice 13: anything else to raise on on this section before we move into um section nine i think it is

[2:19:09] Voice 13: no section 10 no okay so now we're moving into other business and i see here we have the uh

[2:19:23] Voice 13: trust programs committee 2023 meeting schedule there's a request for decision there and it

[2:19:30] Voice 13: currently states that the trust program committee adopt the meeting dates of and excuse me as i do

[2:19:36] Voice 13: do this February 6 April 3 May 15 August 28 and November 6 for the 2023 calendar year

[2:19:47] Voice 13: and if I can just confirm do I ask at this point for a vote that everyone is

[2:19:53] Voice 14: in favor of those

[2:19:55] Voice 14: dates if you can bear with me for a moment chair I'm just going to shut my blinds so I can see you

[2:19:58] Voice 14: all and I'll be right back and then I will speak to this item thank

[2:20:02] Voice 6: you that's a bit better thank

[2:20:12] Voice 6: you uh

[2:20:12] Voice 14: so yes so um this briefing or is being brought to you so we can determine what meetings

[2:20:17] Voice 14: you wish to hold and make sure that the proposed dates will work in your various calendars

[2:20:22] Voice 14: as you might have picked up already scheduling meetings at the trust is um an enormously

[2:20:26] Voice 14: complicated exercise so we've tried to pick dates um that we think will work for you based on the

[2:20:33] Voice 14: various committees that we already know that you are part of um and it's being brought to you again

[2:20:37] Voice 14: we've noted in the tasks column there, some of these meeting dates are driven by, you know,

[2:20:42] Voice 14: annual activities that have to occur on a certain timeline based in policy. There may be an

[2:20:47] Voice 14: opportunity later in the year to pop up special meetings as need arises, such as policy statement

[2:20:52] Voice 14: discussions or others. And one of the things I wanted you to talk about today, as well as

[2:20:57] Voice 14: reflecting on the dates, is reflecting on whether you wish to hold meetings in person. I do see

[2:21:03] Voice 14: benefit in in-person meetings in terms of you all getting to know each other and so on. It may be

[2:21:08] Voice 14: that you want to reserve a meeting for a policy statement conversation. We have found that those

[2:21:13] Voice 14: are much more effective in person than they are electronically. Able to use flip charts and,

[2:21:17] Voice 14: you know, just move around a room and talk more collegially at breaks and so on.

[2:21:23] Voice 14: And that might be timed well for your August meeting is something you might like to consider.

[2:21:27] Voice 14: consider um in the budget right now um is we have budgeted for two in-person meetings of this

[2:21:34] Voice 14: committee but that again is for you to decide is that something you think is beneficial and again

[2:21:38] Voice 14: at this point you're just booking your calendar meetings um for this calendar year but the

[2:21:44] Voice 14: budgeting would be for the fiscal year which would then include a February 2024 meeting potentially

[2:21:48] Voice 14: as well um so at this point you can either make them all electronic and we could change to in

[2:21:53] Voice 14: person later in the day if you want but if you feel that you want to be a purely electronic

[2:21:57] Voice 14: committee um then we could go ahead go ahead and tell financial planning committee to remove those

[2:22:02] Voice 14: numbers from the budget if you don't if you're certain that you don't want to wish meet in person

[2:22:06] Voice 14: i do recommend that you leave that option open because as i mentioned previously um we've last

[2:22:11] Voice 14: term saw quite a benefit i believe to in-person meetings when it came to policy discussions

[2:22:16] Voice 14: and working through detail and then i'll help you with a motion once you land on where you

[2:22:22] Voice 14: what you want to do perfect i see trustee ellen's hand is up

[2:22:27] Voice 13: go ahead um

[2:22:28] Voice 6: i was wondering if i could

[2:22:29] Voice 6: make a motion right now go

[2:22:33] Voice 13: ahead work with work with staff on that one well

[2:22:36] Trustee Allen: i just i moved that

[2:22:37] Trustee Allen: the trust programs committee schedule only the 2023 tpc meeting dates of february 24th may 15th

[2:22:47] Trustee Allen: august 28th as electronic meetings and have basically the april 3rd and the november 6th

[2:22:54] Trustee Allen: in person okay

[2:22:58] Voice 14: so to chair if i might yes please um delaney if you could scroll down to towards

[2:23:03] Voice 14: the end of the briefing there's some proposed motions there on page it's alternative number

[2:23:08] Trustee Allen: two with something added there

[2:23:09] Voice 14: you are okay so there are some proposed motions uh trustee allen

[2:23:14] Voice 14: so you were proposing sorry

[2:23:16] Trustee Allen: alternative number two was the added february 24th the one you said

[2:23:22] Trustee Allen: but then I just added saying April 3rd and November 6th being in person.

[2:23:29] Voice 14: So you were proposing to host an in-person in April and November?

[2:23:33] Trustee Allen: Yes and the rest. Okay

[2:23:35] Voice 14: so chair if I might, my recommendation here would be for you to

[2:23:39] Voice 14: check with our minute taker and see if he's comfortably capturing a motion there.

[2:23:45] Voice 14: Okay and

[2:23:45] Voice 13: who is our minute taker? That's Robert Barlow.

[2:23:49] Voice 13: Robert thank you. So Robert were you able to catch all of that?

[2:23:52] Voice 1: I believe so. I think you've made the motion is to adopt meeting dates of February 6th and April the 3rd and May 15th as being electronic. Is that correct?

[2:24:12] Voice 1: No.

[2:24:14] Trustee Allen: Well, this is February. I'm just questioning about that February 24th that Claire mentioned, but basically May 15th, August 28th, February 24th, electronic, April 3rd, November 6th, in person.

[2:24:33] Voice 1: Right. So all of the meeting dates would be electronic except for the April 3rd and November 6th, which would be in person.

[2:24:42] Voice 1: That's correct. Yes.

[2:24:45] Voice 2: got it at

[2:24:49] Voice 13: this point seeing as though we've got um i i see you waving your hands yes as

[2:24:55] Voice 13: soon as we've got a motion on the floor do we what is the the correct process at this point

[2:24:59] Voice 13: do we ask for um a seconder on what is being recommended yes and then and then we can have

[2:25:06] Voice 13: discussion on the topic right okay

[2:25:09] Voice 6: so

[2:25:11] Voice 13: i'll wait for i'll wait for robert to get that pulled

[2:25:13] Voice 13: together and once he's got it ready and he can put it on the screen then i can ask for a seconder

[2:26:05] Voice 6: Thanks for being patient. I

[2:26:10] Voice 2: believe this is what you had in mind. Correct me if I'm mistaken.

[2:26:24] Voice 6: Yes. Oh, no. Yes.

[2:26:29] Trustee Allen: It would be impersonal. Yeah, that's great. Thanks, Robert.

[2:26:36] Voice 13: Okay, so do we have someone to second? Actually, Tracey-Ann, can you read it out one more time and then I'll ask for somebody to second it?

[2:26:44] Voice 13: I

[2:26:45] Trustee Allen: move that the Trust Programs Committee adopt the meeting dates of February 6, April 3, May 15, August 28, and November 6, for the 2023 calendar year, and that the dates of April 3 and November 6 would be in person and the other dates would be electronic.

[2:27:04] Voice 13: Do we have a seconder?

[2:27:06] Voice 13: Trustee Borthwick seconds the motion.

[2:27:09] Voice 13: And at this point, if we can open it up for any comments on the motion on the floor.

[2:27:14] Voice 13: and trustee.

[2:27:16] Trustee Allen: Sorry, excuse me. You're supposed to ask me first whether I have anything to speak

[2:27:20] Trustee Allen: to my motion.

[2:27:21] Voice 13: Okay, do you have anything to speak to my motion? Thank you so much.

[2:27:24] Trustee Allen: Yes, I do. Well,

[2:27:27] Trustee Allen: speaking from some of you lives on Hormey Island, I'll speak selfishly, but I'm sure there's other

[2:27:30] Trustee Allen: islands in the summertime that the 28th of August is just a bad time to go off island

[2:27:36] Trustee Allen: and even get back on the island. So yeah, I know Claire mentioned August would be a good time for

[2:27:43] Trustee Allen: in person but not for us on the most love to death island in the world so um yeah and i i do feel the

[2:27:52] Trustee Allen: advantage of having i think we should have at least two meetings in person just of all the

[2:27:56] Trustee Allen: reasons that everybody have expressed over many other meetings about how important it is to be in

[2:28:01] Trustee Allen: person versus electronic all the time it's it's it's very different having a meeting electronically

[2:28:07] Trustee Allen: it's kind of i try and

[2:28:09] Voice 1: look at all of you but

[2:28:09] Trustee Allen: i still can't figure out what you're feeling at all

[2:28:11] Trustee Allen: or you know any of those deep thoughts that are going through your head so um yeah this is my

[2:28:17] Trustee Allen: motion and that's why i hope you support it thank you thank

[2:28:22] Voice 13: you uh trustee peterson yeah

[2:28:26] Voice 4: thank you i

[2:28:27] Voice 4: i believe there's um there is uh value in having some in-person meetings and and i support that

[2:28:35] Voice 4: notion um having just had a quick look through my calendar these dates i would just note that um

[2:28:44] Voice 4: The ones that Trustee Allen are suggesting, because all our meetings are scheduled for

[2:28:51] Voice 4: Mondays, they're going to be difficult or expensive for me to attend those dates in

[2:28:59] Voice 4: person, and I don't expect the whole committee to jog around me, but I just note that that's

[2:29:06] Voice 4: an issue for me.

[2:29:08] Trustee Allen: Excuse me, can there be combined meeting, combined electronic and in-person news meetings

[2:29:12] Trustee Allen: or not?

[2:29:14] Voice 14: So that's a good question.

[2:29:16] Voice 14: so at this time we did try to host a hybrid we're calling them hybrid meetings in Nanaimo and it did

[2:29:22] Voice 14: not go up smoothly so I would think if you're wanting to have a hybrid meeting Victoria is

[2:29:28] Voice 14: likely the easiest option we can certainly explore putting trust programs committee on the road

[2:29:32] Voice 14: I do know we've got you know everyone from Howe Sound to Hornby to South Pender so you guys are

[2:29:38] Voice 14: very distributed the Victoria office is certainly the easiest possible but we can certainly look at

[2:29:43] Voice 14: other venues as needed, just requires, we don't have the tech support available to this committee

[2:29:47] Voice 14: easily. So it means bringing other administrative staff people with us, which sort of adds to the

[2:29:52] Voice 14: cost of the meeting.

[2:29:53] Trustee Allen: And excuse me, if I could follow

[2:29:54] Voice 13: up. I'm just going to stop. I've got other

[2:29:57] Voice 13: people that have got their hands raised and I'll come back to you.

[2:30:00] Voice 13: so I'd like to follow the order, if you don't mind.

[2:30:02] Voice 13: Trustee Fast, go ahead.

[2:30:06] Trustee Fast: Sorry, I meant to take my hand down.

[2:30:08] Trustee Fast: My question was answered.

[2:30:10] Trustee Fast: Perfect, Trustee Harris is next.

[2:30:15] Voice 5: A couple of questions and a thought.

[2:30:19] Voice 5: I was wondering, you know, the recommendation

[2:30:23] Voice 5: was to have a meeting in August in person.

[2:30:28] Voice 5: I believe there was some reference to the OCP,

[2:30:33] Voice 5: or the policy statement rather and if that's going to be timed with some things that will

[2:30:41] Voice 5: be happening regarding that and would it be more advantageous to as hard difficult as it will be

[2:30:47] Voice 5: to have an August meeting would it would it be better to still have that the other question

[2:30:55] Voice 5: I've had was what are the costs of in-person meetings?

[2:31:03] Voice 13: So I will follow up with a partial question

[2:31:06] Voice 13: to your first part, whether or not we could move the portion

[2:31:12] Voice 13: of the meeting that is dedicated

[2:31:14] Voice 13: to the trust policy statement

[2:31:15] Voice 13: to one of the in-person meetings,

[2:31:17] Voice 13: either move it forward or move it back.

[2:31:19] Voice 13: And for the rest, I would like one and for the answer

[2:31:23] Voice 13: and the other question, if I can go back to Claire

[2:31:25] Voice 13: and ask you to clarify on those that'd be great okay

[2:31:28] Voice 14: i'll try um so we you know again the policy

[2:31:31] Voice 14: statement um process is wide open there's no project charter guiding the process yet

[2:31:35] Voice 14: we don't know what will happen with a draft when it comes to you for the first time whether you'll

[2:31:40] Voice 14: even choose to forward it like there's there's so many open questions we don't recommend you tie

[2:31:43] Voice 14: this decision too tightly and i see delaney's turned her camera on um i'll before i hand it

[2:31:48] Voice 14: over to her i'll add to the second piece which is around cost um julia mobs would have to confirm

[2:31:53] Voice 14: this is director of finance but um i believe it's around 800 is what we have budgeted um per meeting

[2:31:59] Voice 14: for an in-person meeting to cover travel expenses and and you know for the trustees that were

[2:32:05] Voice 14: traveling um if you choose to take it um outside of a trust office there's additional costs like

[2:32:10] Voice 14: we often might have to rent meeting space or pay for electronic equipment or whatever i don't know

[2:32:14] Voice 14: yet um but it can it can incur additional costs depending on the venue that's selected

[2:32:19] Voice 14: did. Chair, I might recommend that you pass it over to Delaunay to supplement my answer.

[2:32:25] Voice 14: Perfect. Thank you.

[2:32:26] Voice 13: I was just

[2:32:26] Voice 14: waiting for you to finish.

[2:32:27] Voice 13: Delaunay, if you can take over,

[2:32:29] Voice 13: that'd be great.

[2:32:30] Voice 10: Yeah, I just wanted to add that. So the value of having an in-person meeting for

[2:32:35] Voice 10: the policy statement project is when you're at that stage of the kind of deliberative

[2:32:41] Voice 10: discussions around revisions. And that would have to happen after the June Trust Council meeting

[2:32:46] Voice 10: for it to be sort of effective um and so that's why august was suggested but but most likely

[2:32:55] Voice 10: what might be the most beneficial word would be to have to schedule a special meeting for that

[2:33:01] Voice 10: purpose um but i take trustee allen's point that um if that were to fall after june like it did

[2:33:08] Voice 10: last year it fell in july that's a difficult time um for trustee travel so it's it's if you

[2:33:15] Voice 10: you have a placeholder um for an in-person meeting budget you have then the flexibility to make that

[2:33:22] Voice 10: decision a bit further down the road as you decide if you need a special meeting or not so

[2:33:27] Voice 10: i i just leave that um for your consideration hopefully

[2:33:32] Voice 13: that's clear okay so as i heard it

[2:33:35] Voice 13: um after we've had uh the next that particular trust council meeting and the decisions have

[2:33:41] Voice 13: come forward, then we could schedule a special in-person meeting or we could move the in-person

[2:33:47] Voice 13: meeting to November and move the trust policy statement agenda to the November meeting instead

[2:33:56] Voice 13: of August. Is that correct? Is that what I'm hearing? So

[2:34:00] Voice 10: right now we have no timeline. So

[2:34:03] Voice 10: that's what you'll be deciding in February and March. So that's what I'm saying. It's a bit

[2:34:08] Voice 10: difficult to plan to specifically but if you plan for a budget for a in-person meeting it gives you

[2:34:14] Voice 10: that flexibility to have one um for the purpose of the policy statement discussions great thank you

[2:34:21] Voice 10: yeah

[2:34:21] Voice 13: okay uh trustee peterson go ahead yeah

[2:34:26] Voice 4: as uh the director was speaking there i uh it occurred

[2:34:30] Voice 4: to me to just mention in terms of my difficulty with monday travel um that actually the location

[2:34:37] Voice 4: of the venue is is really crucial to whether that's expensive or not for example for me if

[2:34:44] Voice 4: a meeting is in Nanaimo I could do it in a day trip if it's in Victoria it's virtually impossible

[2:34:52] Voice 4: for me to do it without an overnight well without Monday would mean three overnight stays so

[2:34:58] Voice 4: I'm just putting that out there I know staff is probably fairly well acquainted with

[2:35:03] Voice 4: with the realities of our no Tuesday, Wednesday

[2:35:06] Voice 4: ferry schedule on the skis.

[2:35:07] Voice 4: I don't want to belabor the point,

[2:35:09] Voice 4: but depending on the venue,

[2:35:13] Voice 4: it could be a day trip for me just so.

[2:35:18] Voice 13: Okay, thank you.

[2:35:19] Voice 13: Trustee Allen, back to you again.

[2:35:22] Trustee Allen: Yes, thanks.

[2:35:24] Trustee Allen: Well, we did also have meetings in Ladysmith.

[2:35:26] Trustee Allen: I'm not sure how often committees had meetings

[2:35:29] Trustee Allen: in Ladysmith and they were actually good location

[2:35:32] Trustee Allen: for lots of Islanders to get there and back again.

[2:35:35] Trustee Allen: But I'm not sure whether Claire is mentioning about connectivity in terms of online and offline, whether that's available at that venue or not.

[2:35:43] Trustee Allen: I just wanted to mention that.

[2:35:46] Voice 13: Okay, thank you.

[2:35:47] Voice 13: And Claire is actually next, so I'll let her answer that question and then go ahead with her question.

[2:35:53] Voice 14: Thank you.

[2:35:54] Voice 14: The last we had heard, and again, we'll have to follow up because it's been some time, is that venue was no longer available to us.

[2:36:00] Voice 14: But certainly we could ask again.

[2:36:02] Voice 14: There may be a change, but we haven't asked that question lately.

[2:36:06] Voice 14: and I just wanted I put my hand up as I wanted to clarify I just got updated information that

[2:36:10] Voice 14: in the budget it's not 800 this year there's been a thousand dollars per meeting put aside for trust

[2:36:14] Voice 14: programs committee so the budget will hold two thousand dollars for two in-person meetings at

[2:36:19] Voice 14: this point in time and the draft budget thank you thank

[2:36:24] Voice 6: you and uh chair Lackham you're on mute

[2:36:33] Trustee Luckham: there we go um thank you just wanted to contribute uh to process it's up to the committee um to

[2:36:39] Trustee Luckham: to determine the nature and timing of their meetings.

[2:36:43] Trustee Luckham: But I'll just point out in terms of Mid-Island, Claire,

[2:36:47] Trustee Luckham: there is a new microtel hotel

[2:36:53] Trustee Luckham: on Jimenez First Nations lands there

[2:36:57] Trustee Luckham: that may be available.

[2:36:59] Trustee Luckham: And as well as other locations in Duncan

[2:37:01] Trustee Luckham: for a Mid-Island opportunity.

[2:37:04] Trustee Luckham: Although I've recently learned that actually hotels

[2:37:06] Trustee Luckham: hotels in Duncan for some reason seem to be expensive.

[2:37:09] Trustee Luckham: But anyway, there's also obviously the regional district

[2:37:13] Trustee Luckham: there perhaps they might be able to facilitate

[2:37:15] Trustee Luckham: that opportunity.

[2:37:17] Trustee Luckham: But just wanted to speak to the structure

[2:37:21] Trustee Luckham: of the decision making and recommendation model

[2:37:25] Trustee Luckham: that we have is that most of the committee meetings

[2:37:28] Trustee Luckham: are structured and scheduled to fit

[2:37:31] Trustee Luckham: with trust council decision making.

[2:37:33] Trustee Luckham: And so I'm presuming clear and correct me if I'm wrong,

[2:37:36] Trustee Luckham: is the reason there's a meeting for TPC in August,

[2:37:41] Trustee Luckham: particularly regarding the policy statement

[2:37:43] Trustee Luckham: is so that those recommendations could go

[2:37:46] Trustee Luckham: to a September trust council meeting.

[2:37:48] Trustee Luckham: If there's a meeting is postponed to November,

[2:37:51] Trustee Luckham: then it wouldn't actually get to council until December.

[2:37:55] Trustee Luckham: And so if we want to move forward in any way at all

[2:38:00] Trustee Luckham: with some decision making

[2:38:01] Trustee Luckham: or seek more information from council,

[2:38:05] Trustee Luckham: it's ideal to fit into that quarterly meeting structure,

[2:38:08] Trustee Luckham: which is March, June, September, December.

[2:38:13] Trustee Luckham: And so I think we need to think about how that goes.

[2:38:18] Trustee Luckham: It does strike me and I sort of thought that Chair Evans,

[2:38:21] Trustee Luckham: you might have been leading towards specifying

[2:38:26] Trustee Luckham: a special meeting to discuss the policy statement work.

[2:38:31] Trustee Luckham: And perhaps that might be best done as soon as possible

[2:38:34] Trustee Luckham: after the June council, which would then not interfere with the summer activities on ferries

[2:38:41] Trustee Luckham: and islands if that could be held late June or very early July. So just provide that information

[2:38:47] Trustee Luckham: to continue to support us doing our work and our recommendations, or you doing your work and your

[2:38:55] Trustee Luckham: recommendations in support of the trust council meeting process. That's my bit. And Claire wants

[2:39:00] Trustee Luckham: to chime in on that and be happy to hear that thank

[2:39:04] Voice 13: you i appreciate your input and i i was um

[2:39:08] Voice 13: the reason why i was making those comments was i believe that once we get to the next meeting

[2:39:12] Voice 13: and we start discussing our schedule and our agendas for this upcoming year we'll be in a

[2:39:18] Voice 13: better position to actually um firm up some of the dates and if need be we can adjust some of these

[2:39:24] Voice 13: meeting dates or put in a special meeting and over to you claire i think he asked for some

[2:39:31] Voice 13: clarification

[2:39:31] Voice 14: from you um i i certainly um i was just going to note you haven't noted a location

[2:39:36] Voice 14: and this is um i'm sorry we didn't suggest this to you in your alternatives um i would suggest

[2:39:41] Voice 14: that for now you for your in-person meetings you you maybe by friendly amendment here amend them

[2:39:46] Voice 14: say in-person meetings in victoria and as we explore different venues we can at least have

[2:39:51] Voice 14: that decided now and then as we explore different venues we'll talk with you about what might be

[2:39:56] Voice 14: possible we can come back to you at your next meeting um and amend that motion as needed to

[2:40:00] Voice 14: to select other locations should they be practical to do so.

[2:40:05] Voice 6: Thank you.

[2:40:07] Voice 6: And Trustee Harris, you're next.

[2:40:14] Voice 6: Lady Smith or Mid-Island

[2:40:16] Voice 5: sounded like a great idea.

[2:40:17] Voice 5: I'm wondering if we amend this

[2:40:22] Voice 5: and with taking into consideration

[2:40:26] Voice 5: what Claire had mentioned about cost,

[2:40:28] Voice 5: if we were to take out the in-person meetings

[2:40:31] Voice 5: and add that the special meeting

[2:40:34] Voice 5: regarding the policy statement will be in person and the location will be yet

[2:40:40] Voice 5: to be determined did

[2:40:47] Voice 6: you want to

[2:40:47] Voice 13: did you want to give the exact wording for that

[2:40:51] Voice 13: that friend for that friendly amendment or

[2:40:54] Voice 5: I don't make it

[2:40:58] Voice 6: friendly well can I

[2:41:04] Trustee Allen: say something I would I would like I was gonna say like can we just defer this

[2:41:08] Trustee Allen: this until we get more information from staff regarding costs of different venues i mean we

[2:41:14] Trustee Allen: just heard from charlotte and that it's possible other locations and if we don't have the right

[2:41:18] Trustee Allen: information then we'll

[2:41:20] Trustee Allen: defer this stuff at the end our next february meeting and and hopefully

[2:41:23] Trustee Allen: staff can come back with this information on cost etc and availability sure

[2:41:30] Voice 14: i mean you could

[2:41:30] Voice 14: certainly pass the motion as it is right now and then you could ask a second motion asking staff

[2:41:34] Voice 14: staff to investigate locations in destinations of your choice would be one way to go. So you

[2:41:40] Voice 14: could pass this and we could leave. I do suggest passing your dates today so we can block those

[2:41:45] Voice 14: dates in the calendar so someone else doesn't grab the date and then we end up with scheduling

[2:41:48] Voice 14: difficulties. And then you could have a second motion asking staff to investigate Lady Smith

[2:41:52] Voice 14: Nanaimo, wherever you feel is a good location that you wish all to travel to. And then we'll

[2:41:56] Voice 14: go off and do that work and report back to you in February what looks like it might be possible

[2:42:00] Voice 14: for venue availability and whether also the practicality like can Chair Evans get off South

[2:42:07] Voice 14: Pender you know and all we have to look at your ferry schedules to make sure that you can all make

[2:42:11] Voice 14: it to a destination and get home again and leaving enough time for a substantive meeting so we can do

[2:42:16] Voice 14: that work by February if you like if you wish to meet outside Victoria.

[2:42:20] Trustee Allen: So do you think perhaps

[2:42:21] Trustee Allen: the motion should just be like the original motion which is just approving the dates not saying

[2:42:26] Trustee Allen: electronic or in-person and just wait um let's add deferring to staff in terms of availability

[2:42:34] Trustee Allen: and venues or not um

[2:42:37] Voice 14: so for now um the motion you need the first set of the clause for sure

[2:42:41] Voice 14: to indicate that you plan to um meet all those dates so we can block your calendars for the

[2:42:47] Voice 14: purpose of the budget for next year um you could indicate that you wish to hold two in-person

[2:42:52] Voice 14: meetings and ask staff to look into availability and then we can come back to you at your next

[2:42:56] Voice 14: meeting um for you to um for now we'll mark them in the in the online calendar we'll mark them all

[2:43:02] Voice 14: for electronic for now for the public and then as you make a decision in February about where you

[2:43:06] Voice 14: wish to hold them in person I'll get Robert Barlow to let me know if I'm procedurally offside here

[2:43:10] Voice 14: we could then amend that once you've made decisions about where exactly you wish to host them and

[2:43:14] Voice 14: we'll then update the online calendars and so on with those decisions so I think that would probably

[2:43:19] Voice 14: be the easiest way to proceed right now is to um you can either amend this motion or defeat it and

[2:43:24] Voice 14: And then if you wish to just go with the first clause to block the dates, you can then have a second motion asking staff to do that research into venues and travel schedules and so on.

[2:43:37] Voice 13: Did you want to go ahead and make that amendment, Trustee Allen?

[2:43:41] Trustee Allen: Yeah, I just noted there were some concerns regarding the August date, but let's just go for it and say I move that the Trust Programs Committee adopt the meeting dates of February 6th, April 3rd.

[2:43:53] Trustee Allen: Can I just question that February 24th?

[2:43:56] Trustee Allen: Should that be added instead of the February 6th?

[2:43:59] Trustee Allen: Sorry.

[2:44:00] Voice 14: So you have a seconded motion.

[2:44:03] Voice 14: So you either need to propose an amendment to this.

[2:44:06] Voice 14: You either need to carry or defeat this motion or propose an amendment to it that then the committee would vote on the amendment.

[2:44:12] Voice 14: Okay.

[2:44:14] Trustee Allen: Let's defeat this motion.

[2:44:21] Trustee Allen: Sorry.

[2:44:22] Trustee Allen: I can't add a new.

[2:44:23] Trustee Allen: I can't just say that change my motion to it has to be defeated, I guess.

[2:44:27] Trustee Allen: Okay well let's go for the vote I guess. Can

[2:44:31] Voice 6: we? Sure we can. So you want

[2:44:37] Voice 13: to go ahead and vote on

[2:44:39] Voice 13: this now. You've got your hands still up Trustee Allen so if you want to lower your hand and then

[2:44:44] Voice 13: I'll call for the vote on the motion as it stands right now.

[2:44:49] Voice 6: So all those in favor please raise your

[2:44:52] Voice 6: hand. And I'm not seeing any hands. All those opposed

[2:45:02] Voice 13: please raise your hand. And it looks

[2:45:07] Voice 13: like that carries so the motion is defeated so then i would ask if somebody would like to make

[2:45:19] Voice 13: a motion regarding the dates that were proposed

[2:45:23] Voice 6: earlier is there anybody that would like to

[2:45:31] Voice 13: okay i see trustee peterson go ahead yeah

[2:45:35] Voice 4: thank you chair just um procedurally and

[2:45:38] Voice 4: this is something that's come up a few times when when we vote uh electronically like i

[2:45:45] Voice 4: I noticed your electronic hand didn't come up and I have heard from public watching these

[2:45:53] Voice 4: meetings and there's been some concern about knowing who's voting how.

[2:45:58] Voice 4: So I would just request that if you're voting electronically in these forums, maybe if you

[2:46:06] Voice 4: put your hand up electronically, then members of the public can see how you vote.

[2:46:10] Voice 4: And sorry if that sounds really picky, but not at all.

[2:46:14] Voice 13: and I just had a question and this is uh this may sound like a silly question at this point but each

[2:46:19] Voice 13: uh each board is run a little bit differently um so boards that I've sat on before the chair

[2:46:25] Voice 13: doesn't vote their vote is simply for tie breaking which is why I didn't raise my hand is that

[2:46:30] Voice 13: correct or incorrect in this in this situation if I can get a member of staff to answer that that

[2:46:36] Voice 13: would be great yes the chair does vote the chair does vote here okay then my apologies and next

[2:46:47] Voice 13: Next, Trustee Allen.

[2:46:49] Trustee Allen: Maybe I defer to Sue Allen if she has a motion.

[2:46:54] Trustee Fast: Okay, go ahead, Sue Allen.

[2:46:56] Trustee Fast: Thank you.

[2:46:56] Trustee Fast: I do have a motion, but I'm wondering about the date that January 24, or February 24,

[2:47:04] Trustee Fast: that Trustee Allen keeps talking about.

[2:47:07] Trustee Fast: I'm wondering where that is, because I don't have that on my calendar.

[2:47:10] Trustee Fast: I don't.

[2:47:12] Trustee Fast: What were you thinking of, Alex?

[2:47:15] Trustee Allen: Maybe I'm confused.

[2:47:15] Trustee Allen: I heard Director Freyder mentioning February 24th as a possible date.

[2:47:19] Trustee Allen: I'm not sure.

[2:47:23] Voice 14: Apologies if I said that.

[2:47:24] Voice 14: That must have been a mistake.

[2:47:26] Trustee Fast: Okay.

[2:47:26] Trustee Fast: Then, if I may, I'll just move the first part, number one, that's on our meeting agenda.

[2:47:35] Trustee Fast: And that is the original motion about the dates that Trust Programs Committee adopt

[2:47:41] Trustee Fast: the meeting dates of February 6th, April 3rd, May 15th, August 28th and November 6th for the 2023

[2:47:49] Trustee Fast: calendar year. Second.

[2:47:53] Trustee Fast: Okay Trustee Allen seconds it. And I don't think I need to speak to my motion

[2:47:58] Trustee Fast: so I think we've talked about it.

[2:48:02] Voice 13: So then my my at this point I would just ask if anybody else has

[2:48:09] Voice 13: any other comments before we move to a vote on it I'm not seeing any other hands okay so let's move

[2:48:17] Voice 6: to a vote all those in favor please raise your hand okay thank you and those opposed

[2:48:31] Voice 6: just make sure that everyone's hand is lowered any opposed please raise your hand I'm not seeing

[2:48:42] Voice 6: seeing any hands raised so that

[2:48:44] Voice 13: carries okay so as I understand it when we come to our February

[2:48:54] Voice 13: meeting we will at that point bring forward a second motion potentially regarding in person

[2:49:01] Voice 13: or fully electronic was okay trustee Peterson go ahead yes

[2:49:08] Voice 4: uh I was gonna uh move that uh

[2:49:13] Voice 4: that Trust Programs Committee requests staff

[2:49:16] Voice 4: to investigate venues and scheduling

[2:49:21] Voice 4: for potential in-person meetings.

[2:49:29] Voice 6: Just wait for that to, okay, do you want to talk,

[2:49:37] Voice 6: do you want to speak to your motion on the floor?

[2:49:40] Voice 4: I think that's fairly self-explanatory

[2:49:43] Voice 4: and the only question I would have

[2:49:46] Voice 4: is if staff doesn't feel that sufficiently

[2:49:49] Voice 4: uh directive enough then that would be the only issue but it seems okay to me okay

[2:49:54] Voice 13: do we have a

[2:49:55] Voice 13: seconder for this motion trustee allen are you raising your hand seconding okay perfect trustee

[2:50:03] Voice 13: allen seconds is there any discussion on the motion okay trustee fast yep

[2:50:12] Trustee Fast: just wondering if

[2:50:13] Trustee Fast: staff um uh would it be beneficial to add the words mid vancouver island before the word

[2:50:21] Trustee Fast: word locations and whether we would should probably clarify by adding the word to in-person

[2:50:30] Trustee Fast: meetings otherwise they might think about all of them uh these would just refine the motion so i'm

[2:50:38] Trustee Fast: just asking do they would it be beneficial to staff if we added them uh or do you need that

[2:50:43] Trustee Fast: detail uh i think we have we understand your intent we don't need the detail okay

[2:50:48] Voice 14: that's fine

[2:50:49] Voice 14: fine thank you

[2:50:50] Voice 13: and trustee allen yeah

[2:50:54] Trustee Allen: that was my point as well whether we should mention two

[2:50:56] Trustee Allen: in-person meetings two only i

[2:51:01] Voice 13: think that i think that that would actually be a good clarification

[2:51:04] Voice 13: because otherwise it's uh is

[2:51:09] Voice 6: that seen as a friendly amendment trustee peterson that's

[2:51:14] Voice 6: perfectly fine with me perfect thank you and trustee harris you have a

[2:51:22] Voice 13: comment yeah

[2:51:24] Voice 5: i was just

[2:51:24] Voice 5: wanting to request if we could um when there's a vote if we could leave a little bit more hang

[2:51:29] Voice 5: Hang time there, the last vote wasn't a big deal

[2:51:32] Voice 5: because clearly it was passed,

[2:51:35] Voice 5: but I seem to have issues with the hand going up and down

[2:51:39] Voice 5: once in a while here.

[2:51:39] Voice 5: So if we could, again, just have a little bit more.

[2:51:41] Voice 13: You bet, thank you.

[2:51:45] Voice 13: All right, are there any further comments

[2:51:47] Voice 13: on the motion on the floor?

[2:51:51] Voice 13: Then let's move

[2:51:52] Voice 6: to a vote.

[2:51:53] Voice 6: All those in favor, please raise your hand.

[2:52:00] Voice 6: And it looks like everybody has their hand up this time.

[2:52:05] Voice 6: Okay, if you can lower your hand.

[2:52:08] Voice 6: If there's anybody opposed, please raise your hand.

[2:52:18] Voice 6: I'm not seeing any hands being raised,

[2:52:21] Voice 6: so I believe that that carries.

[2:52:24] Voice 6: Thank you very much.

[2:52:30] Voice 6: Okay, so I think there

[2:52:35] Voice 13: was one other piece

[2:52:36] Voice 13: in that the Trust Program Committee

[2:52:38] Voice 13: scheduled all TPC meeting dates as,

[2:52:41] Voice 13: okay, so that's already been dealt with.

[2:52:43] Voice 14: So if I might check,

[2:52:46] Voice 14: if you look back at your agenda,

[2:52:47] Voice 14: we had a new business, which was blank,

[2:52:49] Voice 14: but this might if we can skip back to that part of the agenda typically when you adopt your agenda

[2:52:55] Voice 14: this is the place where people put business at the beginning of the agenda the committee would

[2:53:00] Voice 14: vote to add new business and it would go in section 11 here given that we have administratively

[2:53:05] Voice 14: not given you a full small opportunity to talk about the appointment the chair's designated

[2:53:11] Voice 14: appointment to financial planning committee maybe I can suggest it's a little bit outside

[2:53:15] Voice 14: type usual procedure that we back up to section 11 and maybe have the discussion around the FPC

[2:53:21] Voice 14: appointment of a of an alternate absolutely

[2:53:24] Voice 13: and it's right on right on schedule because it's the

[2:53:27] Voice 13: next item on the agenda go ahead okay

[2:53:30] Voice 14: so if I might while you've been discussing meeting dates

[2:53:33] Voice 14: I've been having a quick look and my director colleagues have been helping me try to provide

[2:53:37] Voice 14: advice to you around this and our apologies this probably like looking back at prior terms this

[2:53:42] Voice 14: should have been on this agenda so i'll catch that for regional planning and we'll note it for future

[2:53:46] Voice 14: terms so we catch this um so it's been handled by trust programs committee in two ways one of looks

[2:53:52] Voice 14: it just looks like a consent type decision has been made by the committee to have an alternate

[2:53:57] Voice 14: um the other there was a motion made where um there was a motion made about so-and-so is to

[2:54:03] Voice 14: serve as an alternate so it's really at this committee's discretion it would appear it would

[2:54:06] Voice 14: be nice to have a committee consensus around who would serve as the alternate um in one term it

[2:54:11] Voice 14: It simply was assumed to be the vice chair.

[2:54:12] Voice 14: So policy doesn't give you a very strict guidance here.

[2:54:15] Voice 14: It could be your vice chair or you could a committee move a motion or by consent decide

[2:54:20] Voice 14: to have someone else representing the chair.

[2:54:22] Voice 14: So I will pass it back to the chair with that advice.

[2:54:25] Voice 14: I think motions are often clearest, but it's nice if you have an easy consensus just to

[2:54:30] Voice 14: pass it by consent.

[2:54:32] Voice 14: Sounds good.

[2:54:33] Voice 6: And Trustee Allen, you have a question?

[2:54:43] Voice 6: I'm not sure if you're muted.

[2:54:45] Voice 13: I don't hear anything.

[2:54:46] Voice 13: Or did you just lower your hand?

[2:54:47] Trustee Allen: No, I'm muted.

[2:54:48] Trustee Allen: Sorry.

[2:54:49] Trustee Allen: Okay. I just want to clarify that, you know, as vice chair and chair, when we are in other

[2:54:54] Trustee Allen: committees, we are not, we are not trustee Evans and trustee Allen. We are representatives of the

[2:55:01] Trustee Allen: planning. I'm sorry, of the programs committee. So whatever we say and vote on is based on what

[2:55:08] Trustee Allen: the committee wants. I just want to clarify that. So as a delegate, I'm not going to go and say,

[2:55:14] Trustee Allen: well i want this i don't agree with that no i go as a vice chair of trust programs and represent

[2:55:21] Trustee Allen: trust programs at the trust council level as well is that correct yes

[2:55:27] Voice 14: so this is this is a question

[2:55:28] Voice 14: for your

[2:55:29] Voice 14: cao and director of legislative services my understanding is you have you are sitting on it

[2:55:33] Voice 14: and i guess chair leckham or um trustee fast as former exec members can supplement this or correct

[2:55:37] Voice 14: me you're there filling a seat representing the committee so you'll be there to speak to the

[2:55:42] Voice 14: committee's business cases because you've been privy to these conversations typically of how

[2:55:45] Voice 14: it's come about you'll be able to be an advocate for what the committee has decided and answer any

[2:55:50] Voice 14: questions on behalf of the committee representing the business cases you are also there to vote

[2:55:56] Voice 14: as a member of FPC so you're there with two hats really you're there as a representative trust

[2:56:00] Voice 14: programs committee but you are a fully constituted member of financial planning committee and have a

[2:56:04] Voice 14: vote on all the other matters that come before you so you're fulfilling both those dual roles

[2:56:09] Voice 14: is how I would characterize it,

[2:56:10] Voice 14: but I would turn to your experienced trustees,

[2:56:12] Voice 14: perhaps supplement that answer as needed.

[2:56:18] Voice 6: So go ahead, Chair Leckham.

[2:56:21] Trustee Luckham: Yeah, well, Claire, you've characterized that very well

[2:56:24] Trustee Luckham: and about the multiple hats actually.

[2:56:28] Trustee Luckham: And so indeed, certainly sitting on FPC

[2:56:32] Trustee Luckham: as a designate of Trust Programs Committee,

[2:56:36] Trustee Luckham: you represent, you have the ability to represent

[2:56:38] Trustee Luckham: the interests of the Trust Programs Committee,

[2:56:41] Trustee Luckham: budget items that they may be requesting funding for

[2:56:45] Trustee Luckham: and the like.

[2:56:45] Trustee Luckham: But also you obviously sit as an FPC member as a body,

[2:56:49] Trustee Luckham: which is an independent hat that you wear from council

[2:56:52] Trustee Luckham: or your local trust committees or TPCs

[2:56:55] Trustee Luckham: in order to provide the oversight

[2:56:58] Trustee Luckham: the financial planning committee does

[2:57:00] Trustee Luckham: with respect to the financial administration

[2:57:07] Trustee Luckham: of the island's trust.

[2:57:09] Trustee Luckham: And that's what that body does.

[2:57:10] Trustee Luckham: and so there is that over financial oversight associated with financial planning committee

[2:57:18] Trustee Luckham: so there

[2:57:19] Voice 6: you go sorry I was on mute myself go ahead trustee Peterson yeah

[2:57:31] Voice 4: I'd just like to add

[2:57:32] Voice 4: that that the that role also pertains to trust council meetings when trust programs committee

[2:57:45] Voice 4: is presenting or to trust council,

[2:57:50] Voice 4: whether it's budgetary or other requests for decisions

[2:57:54] Voice 4: that the, you know, one of the additional roles

[2:57:57] Voice 4: of the vice, the chair and the vice chair

[2:58:01] Voice 4: is to help support those, the presentation

[2:58:06] Voice 4: of that material to trust council.

[2:58:12] Voice 6: Thank you.

[2:58:14] Voice 6: So, okay, go ahead, Trustee Fast.

[2:58:17] Trustee Fast: Yes, I'd like to make a motion.

[2:58:20] Trustee Fast: go ahead i move uh that the

[2:58:25] Voice 6: tpc vice chair serve as the financial planning committee alternate

[2:58:37] Voice 6: if and

[2:58:37] Trustee Fast: when chair evans is unavailable

[2:58:39] Voice 6: robert let us know when you've got that and you can pop it

[2:58:46] Voice 6: on the screen that'd be great okay and is that captured correctly trustee fast um

[2:59:02] Trustee Fast: first programs

[2:59:05] Trustee Fast: committee vice chair service the FTC

[2:59:07] Voice 6: alternate

[2:59:09] Trustee Fast: yeah thank

[2:59:10] Voice 6: you do we have a seconder trustee

[2:59:16] Voice 6: Peterson yeah I'll wait for that to be okay is there any discussion on the motion that's on the

[2:59:25] Voice 6: floor I'm not seeing anybody raise their hands ah

[2:59:35] Voice 13: there we go trustee Allen sorry

[2:59:38] Trustee Allen: just a friendly

[2:59:39] Trustee Allen: emotion maybe perhaps we have to clarify when TPC chair evidence is unavailable I know it's

[2:59:47] Voice 6: It's Nick Piketty.

[2:59:51] Voice 6: Perfect.

[2:59:53] Voice 6: Are there any other comments?

[3:00:00] Voice 13: Okay, I'm not seeing anybody else raise their hands. So let's move to a vote. All those in

[3:00:06] Voice 13: favor, please raise

[3:00:07] Voice 6: your electronic hand. Thank you. If you can please lower your hand.

[3:00:29] Voice 13: If there's any opposed, please raise your hand.

[3:00:32] Voice 6: I believe that that motion carries. Thank you very

[3:00:41] Voice 6: much. Brilliant.

[3:00:46] Voice 13: Thank you. Is there anything else that needs to be discussed before we close?

[3:00:53] Voice 13: actually I think well our next meeting we've already determined it so that's going to be on

[3:00:59] Voice 13: February 6th correct? Correct. All right is there anything else that needs to be raised during this

[3:01:07] Voice 13: meeting?

[3:01:09] Voice 14: Staff don't have anything further except to thank and congratulate the committee on all

[3:01:13] Voice 14: your decisions today and that we very much look forward to supporting you through the term

[3:01:17] Voice 14: and helping you do the good work.

[3:01:21] Voice 13: Thank you I'm very much looking forward to working with this

[3:01:23] Voice 13: group of people you seem very very great and uh very excited to um be in this role and thank you

[3:01:29] Voice 13: very much for choosing me to be your chair and i'm looking forward to working with vice chair allen

[3:01:35] Voice 13: in his capacity as well well if there is nothing else then i move that this meeting close i'm not

[3:01:45] Voice 13: sure on the exact wording that is used um for trust council and committee meetings so if i'm

[3:01:53] Voice 13: incorrect please please feel free to correct me as i move along and as i learn this role

[3:01:59] Voice 13: would you like any advice here just uh you're

[3:02:01] Voice 13: in my consent

[3:02:02] Voice 4: i would just say just just being

[3:02:05] Voice 4: nitpicky on the words it would be adjournment and not closed because close has a different

[3:02:11] Voice 4: connotation

[3:02:11] Voice 13: thank you very much then may i move that we adjourn this meeting and we'll

[3:02:17] Voice 13: see you again on february 6th thank

[3:02:20] Trustee Luckham: you everybody thanks everybody thank

[3:02:23] Voice 13: you thank

[3:02:24] Trustee Luckham: you bye now

[3:02:27] Trustee Luckham: thank you robert too by the way

[3:02:28] Voice 13: yes thank you robert's rules thank you to jillian thank you

[3:02:33] Voice 13: for all the

[3:02:34] Voice 14: election help and claire

[3:02:37] Voice 14: thank you everybody oh

[3:02:38] Trustee Allen: and delania okay let's thank everyone