Denman Island Local Trust Committee regular meeting, January 17, 2023

[0:00:00] Voice 2: So I'd like to call this meeting to order, and I'd like to begin with a territorial acknowledgement.

[0:00:04] Voice 2: I am absolutely grateful and privileged to be living and coming to you from the unceded territory of the Coast Salish First Nations.

[0:00:13] Voice 2: You know, my personal reflections are I am blessed to live on Salt Spring Island, on undoubtedly a spot that has had so many generations of occupation, I can't even begin to fathom.

[0:00:27] Voice 2: the harvesting would be rich the pulling up the canoe would be easy the fresh water is year-round

[0:00:33] Voice 2: and if it's home to me it certainly was home to thousands of generations thousands of people and

[0:00:39] Voice 2: if not hundreds of generations so I'm very grateful for that so moving on into the first

[0:00:46] Voice 2: orders of business we have an agenda before us and right off the hop we have late agenda items

[0:00:55] Voice 2: I would like by consensus to add those items. Good morning in Leskete. Don't you have to wait

[0:01:02] Voice 2: for the air set. Good morning, Trustee Larone. Yeah, so we have agenda before us. We have three

[0:01:14] Voice 2: agenda items to add, which are typical reports for agenda items. The fault of not including them

[0:01:20] Voice 2: was my own. I thought this was a special business meeting being focused and it was recommended to

[0:01:26] Voice 2: me to keep it as normal as possible so don't tinker with the first one so that's that's my

[0:01:31] Voice 2: fault it's late um is there anybody who objects to adding that as uh by consensus to the agenda

[0:01:37] Voice 2: any objections excellent so by consensus i'll add that um i'd like to also reorder the agenda if if

[0:01:47] Voice 2: you don't mind um oh sorry the late agenda items i should tell you will be slotting into um 8.3

[0:01:54] Voice 2: the follow-up action list, and then in 11.2 and 11.3. That's where they will slot into the agenda

[0:02:00] Voice 2: as the work program items. I would also like to reorder two things on the agenda,

[0:02:06] Voice 2: and that is items three and four. The election, I had thought we would start with the election

[0:02:13] Voice 2: of the chair, but I'm seeing the other committees and how they're doing it and the recommendation,

[0:02:17] Voice 2: which makes sense, and I'll explain why in a moment. If we could do the elections after the

[0:02:21] Voice 2: orientation it's uh it's actually a slow process which takes about 30 minutes and there's a lot

[0:02:27] Voice 2: of dead space in there while you're waiting for emails and voting and what have you and offers a

[0:02:31] Voice 2: good break and so if uh if you if i can get your consensus that we'll put the election of the chair

[0:02:36] Voice 2: after the committee orientation and then you'll never have to see me chair a meeting ever again

[0:02:42] Voice 2: so again uh if there are any objections to it i see two thumbs up any objections none all right

[0:02:50] Voice 2: Right. Well, that's my first test of being a chair. I'm so delighted I've passed. I can go home happy and report to my wife.

[0:02:56] Voice 2: This is good. OK, so with that, that's the approval of the agenda.

[0:03:00] Voice 2: And we'll proceed through our new order of items, which is starting with the committee orientation.

[0:03:06] Voice 2: And I am going to share the screen. And where is it? Now I have to find my item.

[0:03:14] Voice 2: I have to find that presentation or do we include in the package? My bad.

[0:03:18] Voice 2: bed so I'm going to share the screen you might find that the type is small but I'm assuming you

[0:03:24] Voice 2: all have a copy of the agenda in front of you and therefore you don't necessarily need to read the

[0:03:29] Voice 2: screen to see the agenda it's just a matter of you being able to follow where I am okay and now

[0:03:35] Voice 2: you've all turned into a tiny little screen of people I'm just going to make it big so I can see

[0:03:40] Voice 2: your faces and one more thing and if we if you need to get my attention just wave your hand as

[0:03:47] Voice 2: opposed to using the wave hand feature because there's it's small enough and i can see each of

[0:03:52] Voice 2: you is that okay great so let's get going meeting orientation so we're going to start a page

[0:04:00] Voice 2: three and this presentation was made uh by our director marler on behalf for everybody so it's

[0:04:07] Voice 2: uh it's as mr marler he likes to be technical and to the point and that's what you have here is a

[0:04:13] Voice 2: really technically to the point type presentation i'm going to go relatively quickly through it

[0:04:18] Voice 2: because most of you are going to get this several times in one way or the other.

[0:04:21] Voice 2: I speak quickly. I try to speak slow. If you need my attention, just interrupt me or wave your hand.

[0:04:28] Voice 2: So away we go. Starting with the presentation about basic meeting orientation, the four items

[0:04:35] Voice 2: you see before your quorum, how to get things on the agenda, how to make motions and the rules of

[0:04:41] Voice 2: order. Basically, how is this going to work? As you know, oh, I thought this was changed. A quorum

[0:04:48] Voice 2: is half of the membership and for the our rpc it is not nine and therefore five as a quorum it is

[0:04:54] Voice 2: in fact you have eight members now as we announced that deb morrison is not going to be with us any

[0:05:00] Voice 2: longer and so therefore quorum is four it's a little tighter but uh now you know the islands

[0:05:07] Voice 2: trust chair where's chair luckham i see you there is ex officio he's a member of rpc but he has not

[0:05:13] Voice 2: counted towards quorum. Although, you know, I'm pretty confident we can count on him being at

[0:05:18] Voice 2: most meetings. So thank you, Chair Luckham. How to get things on the agenda. This is going to be

[0:05:25] Voice 2: the fun one for this term, I'm sure, is as you notice at Trust Council, getting a notice of

[0:05:31] Voice 2: motion is the most favorable way. By the end of the meeting, if there's something you're like,

[0:05:35] Voice 2: oh, I really want to talk about X at the next meeting, a notice of motion so we can put it

[0:05:41] Voice 2: it on the agenda it allows everybody including the public to know what it is you'd like to speak

[0:05:45] Voice 2: about the motion staff can help you with that a couple weeks ahead of time as you're bringing it

[0:05:52] Voice 2: to the item and we use a request for decision format has anybody actually done an RFD we're

[0:06:01] Voice 2: going to speak in acronyms just let's see a hand if you've done an RFD trustee Patrick nobody so

[0:06:08] Voice 2: So here's the long and short of it.

[0:06:09] Voice 2: We have a policy which gives us the request for decision format.

[0:06:16] Voice 2: And it's basically so Trust Council can make an informed decision looking at all the angles of whatever decision it is that's before them.

[0:06:23] Voice 2: This includes yourselves as a committee.

[0:06:25] Voice 2: And, you know, staff are report expert writers.

[0:06:30] Voice 2: Nobody expects you to be.

[0:06:31] Voice 2: So what we can do as staff is we can help you.

[0:06:34] Voice 2: You bring your idea for something you want to get to the committee.

[0:06:37] Voice 2: will help you shape it in a way

[0:06:39] Voice 2: that is in a suitable format going forward.

[0:06:42] Voice 2: And so just work with staff

[0:06:43] Voice 2: and call me if you have any questions

[0:06:45] Voice 2: when you want to proceed with an idea.

[0:06:47] Voice 2: We'll help you through the request for decision format.

[0:06:52] Voice 2: Oh, there you go.

[0:06:53] Voice 2: Staff can help you with motions.

[0:06:55] Voice 2: Right.

[0:06:56] Voice 2: I think the number one thing that we'll have fun with

[0:06:59] Voice 2: is seeing what's within the terms of reference

[0:07:01] Voice 2: of the RPC and what is not.

[0:07:03] Voice 2: But we'll play with that as we go along.

[0:07:05] Voice 2: Pretty much anything planning related,

[0:07:07] Voice 2: You guys have a nice, big, giant rule to play in.

[0:07:13] Voice 2: We desperately ask you to avoid a few things for all kinds of reasons.

[0:07:17] Voice 2: Transparency and ease of work is avoid walking items into the meeting with no notice.

[0:07:21] Voice 2: Just show up and say, I verbally want to speak about X, Y, Z.

[0:07:25] Voice 2: The preference is that people are prepared when they're coming into a meeting.

[0:07:28] Voice 2: They know what they're talking about.

[0:07:30] Voice 2: You're discussing the resolutions on the table.

[0:07:32] Voice 2: If you want to talk about something, it's preferred to give a notice of a motion

[0:07:36] Voice 2: motion to speak about it at the next meeting. And of course, there's always exceptions to these

[0:07:40] Voice 2: rules, but these are the guides and these are the policies that you have before us.

[0:07:46] Voice 2: Other ways to get on the RPC agenda is pass a motion for the RPC to consider a specified

[0:07:53] Voice 2: issue. You guys are going to live, of course, as you know, as trustees in the world of resolutions

[0:07:57] Voice 2: and recommendations, everything's done by resolution. So if you're not good at making

[0:08:01] Voice 2: resolutions now, you certainly will be by the end of your term. The other way, of course,

[0:08:06] Voice 2: as trust council refers things to the RPC via a motion. And I'm not sure if it's up here too.

[0:08:12] Voice 2: You'll find that local trust committees may refer things sort of up through their regional planning

[0:08:16] Voice 2: committee towards trust council to discuss things. So when in doubt, you could always write a simple

[0:08:22] Voice 2: letter as an individual trustee to your RPC members, express your thoughts and concerns about

[0:08:27] Voice 2: an issue and have them discuss it. And then the RPC at that time can decide what to do with it.

[0:08:36] Voice 2: etiquette standard etiquette meeting etiquette uh be nice to your chair the the chair runs the

[0:08:41] Voice 2: meetings if you would like to speak to the chair i know a staff were trained to be formally through

[0:08:46] Voice 2: the chair we like to do that to remind ourselves everything is through the chair um you're speaking

[0:08:51] Voice 2: to the chair there's no sort of personality in that it's strictly formal in that sense um and

[0:08:57] Voice 2: it's up to the chair how loosely or strongly they'll monitor that but that's definitely

[0:09:01] Voice 2: preferred a staff person oh sorry i see sam shaking his head that's certainly not at us

[0:09:07] Voice 2: that's okay it's the living at home i'm very sensitive to when i see things so pardon me

[0:09:13] Voice 2: squirrel the um so yeah respect the process don't interrupt everybody has a valid voice and a valid

[0:09:20] Voice 2: opinion and my humble opinion a chair make sure that each individual member has spoken uh to the

[0:09:25] Voice 2: issue that they want to speak to and they they're not only getting the people who want to be heard

[0:09:30] Voice 2: heard themselves but actually hearing from everybody but I'll leave that up to the chair

[0:09:33] Voice 2: no pressure to whomever the chair will be I certainly have seen fantastic chair chairing

[0:09:39] Voice 2: going on from from my previous experiences in the trust making motions is again pretty

[0:09:46] Voice 2: straightforward I move that the regional planning committee do xyz so that's the beginning of most

[0:09:53] Voice 2: motions you're going to make but the motions and this is where your hill staff will help you and

[0:09:59] Voice 2: hopefully your fellow trustees and that is you need to make it clear about who you're asking

[0:10:04] Voice 2: to do what we don't want sort of fuzzy maybes out there it'd be be as clear and concise as you can

[0:10:12] Voice 2: and so we know how to follow up and and you'll hear from me uh and i suppose trustee patrick

[0:10:18] Voice 2: will will confirm this is i'll ask for clarity if there's a moment in time whereby i'm like i

[0:10:22] Voice 2: don't know what you're asking staff to do so if you direct staff to do something and i we don't

[0:10:27] Voice 2: get it, we'll tell you or we should tell you. So as should your fellow trustees. If you don't

[0:10:32] Voice 2: understand what's happening, pause and say, I don't get it. Make it a clear resolution. What

[0:10:38] Voice 2: are we doing? And each resolution should be able to stand on its own such that if we pulled it out

[0:10:45] Voice 2: of the agenda and just put it in front of a work item, we should be able to understand what that

[0:10:49] Voice 2: specific resolution is. Of course, each motion needs a seconder. The chair will make sure that

[0:10:58] Voice 2: you know, there's a motion, is there a seconder, and then begins the debate. Once the debate's

[0:11:02] Voice 2: concluded, the chair will call for the vote. I think we mostly get that. Yeah, be patient with

[0:11:12] Voice 2: the chair. It's difficult. You see Chair Luckham managing 26 people at his meeting and trying to

[0:11:17] Voice 2: make counting all the votes, and there's many eyes on that. It'll be easier with eight people for

[0:11:22] Voice 2: sure, but make sure you're very visibly, you know, voting in favor, and each chair may prefer

[0:11:28] Voice 2: for electronic hands versus in-person hands or what have you so just be patient if you don't

[0:11:33] Voice 2: vote this is a key point it's abstaining and abstaining votes are in affirmative so if you

[0:11:39] Voice 2: don't vote if you don't want to vote that means you voted in favor and for a small committee that's

[0:11:46] Voice 2: it's an important part i can't imagine too many people abstaining but of course there's always a

[0:11:50] Voice 2: point in time when somebody does let's see rules of order um yeah a tied vote is a defeated motion

[0:11:59] Voice 2: motion. It's not a majority. So for a group of eight people, if you're a split vote, you'll have

[0:12:06] Voice 2: four for and four against. It's a defeated vote. You'll need five people, assuming you have full

[0:12:11] Voice 2: quorum, to pass your motions. So keep that in mind. Yeah, if it's a split vote, it will not

[0:12:20] Voice 2: pass, which was kind of nice about having nine people because then you don't feel that 50-50

[0:12:24] Voice 2: split, but there it is. And I'm not going to talk too much about the, you can make a motion to amend

[0:12:31] Voice 2: a motion. This is when I think people watching meetings, their eyes bleed when they, when they

[0:12:37] Voice 2: get a motion that there's motion to amend a motion and you pass the motion to amend the motion and

[0:12:41] Voice 2: the original motion gets passed or defeated. It's just how it has to work. So yeah, let's,

[0:12:51] Voice 2: And friendly amendments are just really small, tiny, you know,

[0:12:57] Voice 2: clarities in a motion that don't require a second motion.

[0:13:00] Voice 2: They don't change the intent.

[0:13:06] Voice 2: Yeah, if there are no objections, the amendment is accepted by general consent.

[0:13:09] Voice 2: Just like I started the meeting with a general consent,

[0:13:11] Voice 2: if there's a motion passed and there's a friendly change to it to make sure

[0:13:14] Voice 2: it's a little clearer, that can be done via general consent.

[0:13:18] Voice 2: consent and it really is general consent is saved for something that doesn't require any action

[0:13:24] Voice 2: such as again this morning approving the agenda it doesn't really require any action it's an easy

[0:13:30] Voice 2: way to a smoother way to get things done than everybody raising their hand in favor keeps it

[0:13:34] Voice 2: somewhat less formal and more enjoyable and this is the end of the presentation this part is that

[0:13:42] Voice 2: But remember your training and you're going to get you had a whole lot of training from Eli Mina, the parliamentarian in December.

[0:13:51] Voice 2: I'm sure some of you were totally engrossed with that and I'm sure others were not.

[0:13:56] Voice 2: But you have that training and I would respect that you that you have the leading expert there.

[0:14:02] Voice 2: You've had the training and you also have this included in your Trust Council package as well as this package.

[0:14:07] Voice 2: So you have lots of resources.

[0:14:09] Voice 2: resources. But when in doubt, just ask. Don't be shy. We're all here to help each other.

[0:14:16] Voice 2: Okay, any questions? That was

[0:14:17] Voice 7: the most dry presentation I've done in years.

[0:14:26] Voice 7: Okay, not

[0:14:26] Voice 2: hearing any questions, I'm going to move on. The next thing I included in your agenda

[0:14:31] Voice 2: package was the committee toolkit. I'm going to kind of blaze through this because, again,

[0:14:36] Voice 2: you already have a copy of this. I want to make sure that the Regional Planning Committee itself

[0:14:40] Voice 2: has a copy. I'm not sure how you organize your files. And I thought, well, this is your first

[0:14:44] Voice 2: package you may just have your own RPC agenda packages and this is a great place for it.

[0:14:49] Voice 2: It is the latest greatest toolkit. I'm very impressed with the content of it but again it

[0:14:55] Voice 2: tends to be somewhat high level. I've highlighted a few things because I follow up with a few other

[0:15:03] Voice 2: on the agenda items about terms of reference and stuff so this applies to all the regional

[0:15:09] Voice 2: or pardon me this applies to all the council committees so it's useful it's the same toolkit

[0:15:14] Voice 2: you'll get if you're on the TPC, pardon me, Trust Programs Committee, Financial Planning Committee,

[0:15:20] Voice 2: or the Regional Planning Committee, or the Governance Committee, I suspect, they're all

[0:15:23] Voice 2: the same. We're using the same toolkit. So I just included it here because it's only a few megabytes

[0:15:28] Voice 2: and I'm sure we all have space on our computers to fit in. So the Regional Planning Committee, welcome

[0:15:34] Voice 2: to the Regional Planning Committee. You guys are going to be the true workhorse of the

[0:15:39] Voice 2: organization. I'm sure each group might think that financially or the Governance Committee or their

[0:15:44] Voice 2: trust programs committee they got nothing regional planning committee is is where all the fun is

[0:15:49] Voice 2: and your your your success in my humble opinion is going to be measured on how effectively

[0:15:56] Voice 2: the work you do is going to be able to be implemented or translated at the local level

[0:16:00] Voice 2: that's that's my interpretation it doesn't say that anywhere in policy

[0:16:04] Voice 2: but having worked at the local level for a dozen years here the regional planning committee's

[0:16:09] Voice 2: greatest works are those that the local trust community can pick up and use and and what have

[0:16:16] Voice 2: you and so the terms of reference are pretty much everything to do with planning but interestingly

[0:16:24] Voice 2: enough the terms of reference three policies refer to the the regional planning committee

[0:16:30] Voice 2: and they all have a slightly different take on what it is so there's we i don't want to get down

[0:16:36] Voice 2: to that level. But suffice to say that if it's planning related, it's project planning, it's

[0:16:44] Voice 2: current planning, it's sort of planning process. And of course, any strategic item that's sent

[0:16:50] Voice 2: down from the trust council that's related to planning will fall to your orbit. So it's,

[0:16:57] Voice 2: yeah, let's see, council committees. I highlight a few things. It's swallowing my eyes, taking me

[0:17:05] Voice 2: me away. Council committee responsibilities are assigned by policy or by resolution of Trust

[0:17:09] Voice 2: Council. The most important part of your work is going to be assigned to you by the Trust Council.

[0:17:16] Voice 2: So for example, Trust Council adopts a strategic plan. They identify that there's a dozen

[0:17:22] Voice 2: strategic priorities in there that they want the regional planning committee to address, implement,

[0:17:27] Voice 2: implement, plan, budget for, etc. So that'll be the dominant item for yourselves.

[0:17:37] Voice 2: The terms of reference as seen in your policy, and I actually have included this policy later

[0:17:41] Voice 2: in your agenda. This is a summary of it. Like I said, processes for land use bylaws permits.

[0:17:47] Voice 2: So the current planning aspect, responding to requests from LTCs as they come in, advising

[0:17:55] Voice 2: on application to resources we're going to talk about that later on in the agenda and that so

[0:18:01] Voice 2: that's a good example of that it's kind of a heavier weight now for the regional planning

[0:18:05] Voice 2: committee is to prioritize LTC projects I haven't been involved with the RPC but it is it is a newer

[0:18:12] Voice 2: approach let's see promoting opportunities for public awareness that will be a good conversation

[0:18:19] Voice 2: if we get there, reporting out on emergency issues, developing guidelines, policies, models.

[0:18:26] Voice 2: I'd like to sort of pause there. You'll see it in my work program later, but developing policies

[0:18:30] Voice 2: and models for use by staff and LTCs. The Regional Planning Committee did an exceptional job, in my

[0:18:36] Voice 2: opinion, last year of adopting several policies to increase the effectiveness and efficiency of

[0:18:41] Voice 2: planning services. And this year is when it's going to start to bear fruit. It'll take a while

[0:18:47] Voice 2: for it to all hit the ground running and again you'll see that in the later on in the reporting

[0:18:51] Voice 2: and so significant amount work there more to do of course and more to do in relation to the

[0:18:57] Voice 2: governance committee but um there it is a lot of work going on there and and something else

[0:19:02] Voice 2: i'm not aware of of how effective it is is the final bullet there is maintaining liaison with

[0:19:07] Voice 2: islands just conservancy and trust programs committee as required i don't know the history

[0:19:12] Voice 2: of that work with the regional planning committee but i look forward to seeing how we can integrate

[0:19:17] Voice 2: the committees together as best as possible especially with all the work that's going on

[0:19:22] Voice 2: with all the other committees so i'm just babbling here and i'm seeing nods i'm seeing talks how are

[0:19:29] Voice 2: we doing we okay thumbs up we're still we're all alive and surviving no no no thumbs oh i got one

[0:19:36] Voice 2: thumb all right there you go i just want to make sure we're all good because the sound of my voice

[0:19:40] Voice 2: in my ears is rather tiresome okay so moving through the terms of reference a few things

[0:19:45] Voice 2: request for decisions rfd an rfd is a very sort of bureaucratic process but you're blessed i think

[0:19:53] Voice 2: the islands trust is unique in this process of getting electronic resolutions passed um these

[0:19:59] Voice 2: are to be used sparingly and therefore you know at the local trust committee level they're for

[0:20:05] Voice 2: things that can't wait um and there you'll find over time that they're they're definitely those

[0:20:10] Voice 2: moments that hit for here it's kind of like adoption they're more technicalities adopt

[0:20:14] Voice 2: adoption of minutes or setting of meetings when you don't like it's impossible to meet without it

[0:20:19] Voice 2: so you don't shouldn't see those too often but they are a tool that we can use if needed to

[0:20:24] Voice 2: pass decisions quickly it's a bit bureaucratic and you'll see a lot of emails going back and

[0:20:29] Voice 2: forth to make motions to be seconds and adopts but it's it's a good tool communications policy

[0:20:35] Voice 2: here i'm not going to go over the communications policy but you'll note that each of these areas

[0:20:39] Voice 2: as I highlighted, has a link to a policy. And so when you're asking staff advice on communications

[0:20:45] Voice 2: or advocacy, that's where we start by giving you that advice, is what has Islands Trust Council

[0:20:50] Voice 2: adopted in terms of policy for these issues. So the communications policy is there to highlight

[0:20:58] Voice 2: discussions with you. And the main story about that for here is all of you represent the Regional

[0:21:03] Voice 2: Planning Committee, but none of you speak on behalf of it, unless you sort of get that authority from

[0:21:09] Voice 2: the group itself and so yeah when you're speaking out about regional planning committee items

[0:21:16] Voice 2: be sure to express that you're speaking on your own behalf much like you would at the local trust

[0:21:22] Voice 2: committee you're speaking on your own behalf unless you're you're the chair or you've been

[0:21:26] Voice 2: followed up with a resolution to act on behalf and speak on behalf of yeah advocacy uh really

[0:21:35] Voice 2: i'm not sure how much advocacy with this group would be doing of course this interest in things

[0:21:39] Voice 2: things like housing issues to work collaboratively with people but that's a collaborative approach

[0:21:43] Voice 2: advocacy is generally handled by the trust area services which means trust programs committee

[0:21:48] Voice 2: but this is where you would liaison with them and to get work and perhaps there's some harmony that

[0:21:54] Voice 2: we can achieve there i've highlighted the work program but now that we've got the work program

[0:21:58] Voice 2: attached and i have a briefing i'm going to skip over that because most that language i just plopped

[0:22:03] Voice 2: right into your report anyways so we'll discuss it later about your work program um yeah so i'm

[0:22:09] Voice 2: just going to fly over that so we can pick it up later and then I wanted to get resources

[0:22:16] Voice 2: this is probably as a manager for several years this is I don't know even know what this is being

[0:22:22] Voice 2: recorded so I can't get too casual about my comments but it's a challenge it's a challenge

[0:22:27] Voice 2: to you're going to want to do a lot of things and we're going to try to get you to achieve those as

[0:22:32] Voice 2: much as possible we'll we will have limits of staff resources how many staff do we have the

[0:22:38] Voice 2: The regional planning committee has basically one full-time equivalent staff person.

[0:22:44] Voice 2: Right now, it's being shared with half-time with an island planner and the freshwater sustainability senior policy advisor.

[0:22:56] Voice 2: Oh, my gosh, I'm forgetting William's title.

[0:22:58] Voice 2: That's terrible.

[0:22:59] Voice 2: I always forget William's title.

[0:23:00] Voice 2: William, the water guru, he uses a lot of time for us here.

[0:23:03] Voice 2: And that's terrible.

[0:23:04] Voice 2: He reports to me and I'm just blanking out.

[0:23:07] Voice 2: the senior freshwater specialist there we go and and so we use that time of course we might be able

[0:23:14] Voice 2: to steal a little bit of time from somebody here and there and what have you so we'll work on that

[0:23:18] Voice 2: and as you probably as we get to priorities and what your work program is we'll see what we can

[0:23:23] Voice 2: do about that and maybe a way that with the regional planning team being formed starting

[0:23:28] Voice 2: the new fiscal that maybe there's a way for regional planning committee to share resources

[0:23:32] Voice 2: and get some of those LTC priorities moving in a harmonious way.

[0:23:36] Voice 2: But it'll be a challenge and it'll be something we'll be working on.

[0:23:39] Voice 2: Money.

[0:23:41] Voice 2: So that's staff.

[0:23:42] Voice 2: Money.

[0:23:42] Voice 2: How do you get money to this team?

[0:23:43] Voice 2: You get money for meetings.

[0:23:45] Voice 2: That's easy.

[0:23:46] Voice 2: You have four meetings.

[0:23:47] Voice 2: It's been budgeted that you may have one in-person meeting,

[0:23:50] Voice 2: but the rest is budgeted to be electronic.

[0:23:55] Voice 2: I believe the policies recommend they all be electronic.

[0:23:58] Voice 2: electronic um but i suspect that eventually this team is going to want to meet and you're going to

[0:24:04] Voice 2: want to brainstorm and you're going to want to have a personal meeting and honestly at in-person

[0:24:09] Voice 2: meetings or if i could have a mall in person i would because you're all just a bunch of talking

[0:24:13] Voice 2: heads on the screen or no i'm a talking head you're just bobbing heads so uh in person's good

[0:24:18] Voice 2: but you only have a budget for one meeting so when we get there you may want to think about when that

[0:24:23] Voice 2: is or maybe you want to save that for one special business meeting in person so you i hear a lot

[0:24:28] Voice 2: lot about things like brainstorming and talking and open conversations and maybe we keep to regular

[0:24:33] Voice 2: business meetings to do with business items and maybe you have that one business meeting in person

[0:24:37] Voice 2: whereby it's kind of a brainstorm session strategy session or something like that but

[0:24:42] Voice 2: I'll leave that up to you to decide but suffice to know you've got budget for one in-person meeting

[0:24:48] Voice 2: yeah and then you're going to want projects projects were sort of where we're at the

[0:24:56] Voice 2: We're going to talk about budgets later on.

[0:24:58] Voice 2: The last regional planning committee meeting asked for $100,000 as a placeholder.

[0:25:03] Voice 2: The financial planning committee said, we think we should keep it at $50,000.

[0:25:08] Voice 2: You'll see later on discussion about that $50,000 and what staff have sort of brought forward to either spend that money or spend a portion of that money.

[0:25:21] Voice 2: I found out later on that the finance that our finance director doesn't like

[0:25:27] Voice 2: placeholders for money and apparently it's bad practice which of course makes

[0:25:31] Voice 2: a

[0:25:32] Voice 3: lot of sense

[0:25:32] Voice 2: but I'd really thought about it before so we'll talk about

[0:25:36] Voice 2: resources later in that that regard types of meetings regular and special

[0:25:42] Voice 2: business meetings like I said you oh I didn't say this already you have all the

[0:25:47] Voice 2: committees are scheduled in the policy to meet four times a year basically you

[0:25:51] Voice 2: You meet before the trust council, your items feed into trust council, and then trust council

[0:25:55] Voice 2: makes decisions.

[0:25:56] Voice 2: Obviously, you're a committee of trust council.

[0:25:58] Voice 2: Your items, this is the fun thing about the committees, what you decide, your request

[0:26:06] Voice 2: for decisions, RFDs, goes through executive committee who sort of screen things and goes

[0:26:11] Voice 2: up to trust council.

[0:26:13] Voice 2: Great.

[0:26:14] Voice 2: Right. But which means that we have to be sort of ready and going much before trust council.

[0:26:21] Voice 2: So it's it's an interesting rhythm to get into.

[0:26:24] Voice 2: This is, of course, my first full regional planning committee on my own.

[0:26:28] Voice 2: So I think we're we're all going to learn that rhythm together and figure it out.

[0:26:34] Voice 2: But so you have four meetings. That's what it is.

[0:26:36] Voice 2: So it says there's special meetings for council committees are uncommon at the bottom.

[0:26:41] Voice 2: Adam I highlighted that for you but I propose that it is not impossible and especially sometime

[0:26:49] Voice 2: in the in this first term when you want to really get to know each other and perhaps

[0:26:53] Voice 2: strategize something perhaps it's worthwhile it'll be hard to resource though because my

[0:26:58] Voice 2: goodness if you've seen the committee calendar it's chock-a-block full and it's really hard

[0:27:03] Voice 2: to squeeze things in it's it's nuts but there it is electronic meetings versus closed again

[0:27:10] Voice 2: committees are encouraged to utilize web conferencing arranged by staff. It's cost

[0:27:14] Voice 2: efficient. It's low carbon. But again, nothing beats an in-person meeting, and you have the

[0:27:20] Voice 2: budget for one. So I'll leave it up to you to decide where your values and priorities lie in

[0:27:24] Voice 2: terms of meetings. But I just bring it up there. And of course, we're going to talk about scheduling

[0:27:29] Voice 2: meetings later on today. It basically gives you some of the challenges of when to do it and how

[0:27:35] Voice 2: to do it and you already have a proposed schedule in front of you it works um but maybe it doesn't

[0:27:40] Voice 2: work for you we'll find out and finally a little bit about um how this whole process works creating

[0:27:48] Voice 2: agenda it's a little more a little busier than you might anticipate or maybe not maybe you're

[0:27:53] Voice 2: totally comfortable making agendas a lot of things happen beforehand there's a lot of you know back

[0:27:58] Voice 2: casting to create an agenda package before two weeks the ideally myself and whomever the chair

[0:28:05] Voice 2: is going to be we're going to meet and talk about what the agenda looks like what they expect to be

[0:28:08] Voice 2: on the agenda hopefully the chairperson is in communication with uh or myself was in communication

[0:28:14] Voice 2: with each individual member uh the channels are open you may communicate to us what you want to

[0:28:19] Voice 2: see on there why that there's material to back that up we'll meet um and then the deadline for

[0:28:24] Voice 2: staff and trustees is two weeks ahead so it gives us the crunch in the office i have now actually

[0:28:30] Voice 2: witnessed the victoria crunch when it's agenda time it's quite a thing to behold i thought salt

[0:28:35] Voice 2: spring office could get crazy busy but uh nope not quite like this office when it's committee time so

[0:28:40] Voice 2: um as you can imagine there's nothing better than a deadline to get things done and so

[0:28:43] Voice 2: it gets quite active and busy around here those agendas are sort of shared the documents are

[0:28:50] Voice 2: shared myself i work with the team whomever if there's a staff person putting agenda items

[0:28:55] Voice 2: items together. We review it and make sure it's as good as it can get to go on the agenda.

[0:29:00] Voice 2: You'll get it seven days ahead of time in the web dev. Obviously, you've all found that,

[0:29:04] Voice 2: so that's great. And then we'll give you that 24 hours to look at it, and then it gets posted

[0:29:11] Voice 2: online. So that gives you a chance to not be surprised when you go to the grocery store

[0:29:16] Voice 2: and somebody comes up behind you and goes, what the heck? And certainly, I know I've been

[0:29:24] Voice 2: approached with that so so i imagine for you guys it's 10 times worse um during the meeting again

[0:29:29] Voice 2: late items are discouraged this morning uh it was an example of just kind of a staff error and so

[0:29:35] Voice 2: that's where they came from but there's they're sort of automated generated reports so they're

[0:29:40] Voice 2: pretty low low risk the risk of bringing late agenda items are of course lack of transparency

[0:29:46] Voice 2: the group isn't prepared to talk about it yeah some of you i'm not sure how each individual one

[0:29:51] Voice 2: one of you likes to work, but generally you read something, you think about it, I put

[0:29:55] Voice 2: it away, and the next day suddenly you're brilliant, you have all the great ideas.

[0:30:00] Voice 2: You write them down, you sit on it, you come back and you're like, whoa, that wasn't great.

[0:30:04] Voice 2: Then you're ready.

[0:30:05] Voice 2: For me, that's my process is, you know, is the second edit is when you're actually good.

[0:30:11] Voice 2: So that's the point.

[0:30:12] Voice 2: Allows you time to have deliberative communications and not off the cuff reactions, which is not

[0:30:20] Voice 2: desirable.

[0:30:21] Voice 2: I think that's the end of this review.

[0:30:23] Voice 2: Yep.

[0:30:23] Voice 2: That's the end of the review.

[0:30:24] Voice 2: So I'm going to pause there, take a breath.

[0:30:26] Voice 2: breath I just covered quite a bit actually in that toolkit I see a hand just a hand from trustee Allen

[0:30:33] Voice 8: yeah hi Stefan um I was just wondering about attendance I know that um as a trustee in terms

[0:30:39] Voice 8: of attending uh Trust Council you I think you have to attend if you miss if you can tell me

[0:30:45] Voice 8: how many if you miss you can't attend and I'm just wondering in terms of committee level you

[0:30:50] Voice 8: have to attend all four or something alarming happens and you're unable to attend is there

[0:30:55] Voice 8: there an issue with that or can you tell me

[0:30:58] Voice 2: that's i can't answer that question but i will follow up

[0:31:01] Voice 2: with you on that alex um you're worried that if there's two things that i imagine happen there's

[0:31:06] Voice 2: a paycheck i think involved with joining committees i could be wrong and secondly there's a like being

[0:31:12] Voice 2: a membership attached to the committee and you're

[0:31:15] Voice 2: worried that your membership might be revoked if

[0:31:17] Voice 2: you don't attend like three consecutive meetings yeah

[0:31:21] Voice 8: because i as i understand maybe um chair

[0:31:23] Voice 8: chair luckham can say is that at the trust council level there that is there is such a rule and i

[0:31:30] Voice 8: can't remember exactly what it is because i'm i'm kind of tired this morning but uh yeah is that

[0:31:36] Voice 8: chair luckham in terms of a trustee attending trust council meetings is there not a

[0:31:43] Voice 8: sure

[0:31:44] Planner Mayes (probable): um well there is a uh a stated policy requirement um i i don't know that we've

[0:31:53] Planner Mayes (probable): actually ever had to invoke that because for the most part everybody does want to contribute to the

[0:32:01] Planner Mayes (probable): body of work and I think more than anything else an absence or or a reoccurring absence

[0:32:08] Planner Mayes (probable): might affect the decision-making capability and the fullness of the conversations

[0:32:14] Planner Mayes (probable): so just encourage everybody to participate as much as they can but I think if you missed one meeting

[0:32:21] Planner Mayes (probable): a year or so it's not going to affect your status so yeah yeah

[0:32:29] Voice 8: i know that i'm complaining

[0:32:30] Voice 8: at missing meetings it's just you know life gets in the way sometimes thank you yeah you do the

[0:32:36] Planner Mayes (probable): best you can sure

[0:32:37] Voice 2: and trustee alan i'll follow up on that uh that question and get back to you

[0:32:42] Voice 2: uh if if there are in fact any sort of rules about attendance and and impact okay any other

[0:32:50] Voice 2: other questions about the Council Committee Toolkit? No. I appreciate your visual confirmation

[0:33:02] Voice 2: to me. That's great. I appreciate it, especially Trustee Graham. There's big, big nods, big, you

[0:33:05] Voice 2: know, good. Thank you. Okay. So I just kind of, while you were talking there, I just flipped

[0:33:13] Voice 2: through the Council Committee system. You have a couple of key policies which are referenced in

[0:33:20] Voice 2: the toolkit and i've attached to this agenda again to make your life easier in the future

[0:33:24] Voice 2: when you're flipping for uh information and you want to come back and out here it outlines your

[0:33:30] Voice 2: basic uh your policy that creates the various committees and the various sort of rules about

[0:33:36] Voice 2: like i said about having four meetings about the resourcing how staff support

[0:33:42] Voice 2: and then the relationships with other bodies the rules of conduct voting and some of the liaison

[0:33:48] Voice 2: is on the so I'm as you know as you just saw I just want to zoom zoom zoom through that because

[0:33:54] Voice 2: I feel confident we covered it generally in the meeting orientation so I've skipped over the

[0:34:01] Voice 2: council committee toolkit in any detail does anybody want to talk about the the policy council

[0:34:06] Voice 2: committee or the council committee policy 231 no okay so I'm going to go to perhaps what's more

[0:34:12] Voice 2: interesting is the regional planning committee terms of reference like I said there's different

[0:34:17] Voice 2: policies have different examples of what are the terms of reference but this is when in doubt this

[0:34:22] Voice 2: is your terms of reference but just for humor's sake and forgive me is you'll note here it says

[0:34:27] Voice 2: the following responsibilities and it lists them but just on the previous one this is the previous

[0:34:33] Voice 2: policy it sort of talks about growth management tools community planning tools development

[0:34:38] Voice 2: management tools local planning service delivery that's the general from the committee's functions

[0:34:43] Voice 2: and now we're getting into responsibilities.

[0:34:46] Voice 2: So when you go from functions to responsibilities,

[0:34:47] Voice 2: you have a different list, but it's okay.

[0:34:51] Voice 2: It's all generally the same thing.

[0:34:53] Voice 2: It's just interesting to find different verbiage

[0:34:55] Voice 2: and stuff like that.

[0:34:56] Voice 2: So yeah, so this is the core of what we will be doing

[0:35:00] Voice 2: and what we'll be focusing on.

[0:35:02] Voice 2: And this is the tool I'll be using to identify

[0:35:05] Voice 2: how to help you going forward in this work.

[0:35:07] Voice 2: And as I said, forgive me,

[0:35:09] Voice 2: I'm new with this regional planning committee,

[0:35:11] Voice 2: committee, but I've been with the trust for quite a long time and I'm very comfortable

[0:35:15] Voice 2: in the process. But we also have new admin working with us. Hello, Chloe. She's doing

[0:35:19] Voice 2: a great job, but she's new to the RPC as well. And actually I should say we have two new

[0:35:24] Voice 2: managers in the regional planning managers out of three. So we're kind of a new management

[0:35:30] Voice 2: crew, but we're all very competent, very much ready to help you.

[0:35:35] Voice 2: you. So what are your terms of reference? Like I said before, earlier, it's basically current

[0:35:41] Voice 2: planning, long range planning, how we plan, like the organizational process, the policies and what

[0:35:48] Voice 2: have you, and liaison. And I could go into each one of those with you if you'd like, or we can

[0:35:54] Voice 2: discuss it if you like, but I have it here for your reference. And other than that, I'm just

[0:35:59] Voice 2: going to move on. Does anybody want to talk more about your terms of reference? Because you may

[0:36:03] Voice 2: wish to ask the trust council later to adopt changes to this so this is kind of your your

[0:36:09] Voice 2: place to define yourself i see a hand trustee elliott

[0:36:14] Voice 4: hello um so the liaison um connection

[0:36:20] Voice 4: do we have an itc conservancy board liaison and does that change the quorum for the group

[0:36:28] Voice 4: and i guess trust programs committee as well i

[0:36:32] Voice 2: think the short answer is no we don't have a

[0:36:34] Voice 2: direct liaison that's assigned to this group um but that's interesting i don't know the history

[0:36:40] Voice 2: of how the rpc does in fact there's on with the conservancy and or the other committees

[0:36:46] Voice 2: and i'd be really happy to follow up with that for you to sort of get the history of that

[0:36:50] Voice 2: um and then there's other uh trustees who've got experience on the regional planning committee

[0:36:55] Voice 2: such as trustee patrick uh and chair locum and maybe and i suspect trustee graham um and well

[0:37:02] Voice 4: I'm just

[0:37:02] Voice 4: wondering, I'm on the Conservancy board, so am I expected to be that liaison or are we looking for somebody else to sit on this committee?

[0:37:13] Voice 2: You are not expected to be a liaison without sort of being appointed the liaison.

[0:37:19] Voice 2: So I think you're comfortable there.

[0:37:21] Voice 2: You may sort of self-select to be a liaison if you wish, but that's a lot of burden to make sure you've remembered everything and you're acting

[0:37:28] Voice 4: in that capacity.

[0:37:28] Voice 4: I'm the liaison with executive committee to this committee.

[0:37:31] Voice 2: Right. And

[0:37:32] Voice 2: that's Chair Lockham's role.

[0:37:34] Voice 4: I'm confused.

[0:37:35] Voice 2: Okay, so Chair Lockham.

[0:37:37] Voice 4: So long as

[0:37:37] Voice 4: I'm going on.

[0:37:38] Voice 2: There you go. So Chair Lockham is our ex officio connection to Executive and Trust Council.

[0:37:44] Voice 2: But then liaison with the other groups, I'm not as wise.

[0:37:48] Voice 2: But I see CAO Hudson-Piller who would like to speak.

[0:37:51] Voice 2: Can you speak to that, CAO?

[0:37:53] Voice 1: Well, I defer to Trustee Patrick first and then I can speak.

[0:37:55] Voice 2: Oh, my apologies. Yeah.

[0:37:57] Voice 2: Trustee Patrick.

[0:37:58] Voice 2: Patrick?

[0:37:58] Voice 5: I have a different question, so maybe finish this conversation regarding liaisons.

[0:38:04] Voice 10: Okay.

[0:38:05] Voice 1: Yes. Well, thanks for this. You'll see that this policy, created in 1994 and amended

[0:38:12] Voice 1: 98-2000-03-15, has been in place over time and being amended as required. Certainly,

[0:38:20] Voice 1: we want to have communication between the various committees, and you'll see the word

[0:38:24] Voice 1: as required associated with the liaison thing so i think that that would be if circumstances

[0:38:31] Voice 1: you know uh during the trust policy statement um uh work of the last term there would have been

[0:38:38] Voice 1: work transferring back and forth between tpc and regional planning committee some focused work

[0:38:44] Voice 1: and um there would have been an at that point you would say we want trustee elliot to shepherd this

[0:38:52] Voice 1: work back and forth so i think that that is an as required basis and in fact as we move forward

[0:39:00] Voice 1: there's in terms of us being efficient as an organization we're going to want to have some

[0:39:04] Voice 1: communication between committees but we are wanting to avoid referring many things to many

[0:39:11] Voice 1: committees because they will it will be a challenge then getting them through to trust council over

[0:39:17] Voice 1: over time. So my answer would be, I think that for item 7B7, you would appoint somebody at that time

[0:39:25] Voice 1: as a liaison. Thanks.

[0:39:28] Voice 11: Thanks, Russ. Okay, Trustee Patrick.

[0:39:34] Voice 5: Yeah, no, my question's more

[0:39:36] Voice 5: what's missing from the terms of reference. There's a policy 6111, which is trustee staff

[0:39:43] Voice 5: staff responsibility guidelines which i was surprised to find and in it for the regional

[0:39:49] Voice 5: planning committee it says that we we have a responsibility for the um the protocol agreements

[0:39:56] Voice 5: with local governments but yet that's not in the terms of of the agreement so it's just is this

[0:40:01] Voice 5: committee have responsibilities for either maintaining or updating or creating um new new

[0:40:08] Voice 5: do protocol agreements with others for the, you know,

[0:40:11] Voice 5: in cooperation with part of our mandate?

[0:40:14] Voice 2: That's a great question. I don't have that answer, but I'm just,

[0:40:18] Voice 2: I'm thinking trust CEO Hudson Pillar might have an answer. Now that I see him,

[0:40:21] Voice 2: I'm going to have to lean on him heavily.

[0:40:25] Voice 2: Do you have any input into who creates protocol agreements?

[0:40:29] Voice 2: I would have thought that's executive and, or it's actually trust council,

[0:40:32] Voice 2: but yeah,

[0:40:33] Voice 1: this has the regional planning committee. As I said,

[0:40:36] Voice 1: it's been amended over the years and some things haven't been fully

[0:40:39] Voice 1: utilized or those muscles built in my time at the trust regional planning committee hasn't taken on

[0:40:46] Voice 1: development of all of those protocol agreements protocol agreements with the various agencies

[0:40:51] Voice 1: is an issue itself at the allen's trust because there are simply so many

[0:40:58] Voice 1: primarily they the reason why this would have been here originally in policy and in practice

[0:41:03] Voice 1: this indeed it does come through the staff land use planning function so I would go meet with

[0:41:09] Voice 1: a regional district we would meet with the regional planning staff the local elected

[0:41:14] Voice 1: officials and the LTC would be associated with those meetings and we would go and we would meet

[0:41:20] Voice 1: with the representative of a regional district and we'd amend those protocol agreements so that's

[0:41:27] Voice 1: how it's been practically functioning um and um but there hasn't been a program of work whereby

[0:41:34] Voice 1: you are reviewing the health of those protocol agreements over time nor establishing them that's

[0:41:40] Voice 1: certainly something if you wanted to take on that work it's a possibility but it hasn't been um we

[0:41:46] Voice 1: haven't really actualized that part of the policy i

[0:41:54] Voice 2: shouldn't comment how much that just even that

[0:41:55] Voice 2: discussion excited me yeah that's a great discussion very interesting okay any other

[0:42:01] Voice 2: questions about the rpc terms of reference policy

[0:42:04] Voice 7: 232 no okay um then

[0:42:12] Voice 2: let's move on previous advice

[0:42:16] Voice 2: from the the rpc chair uh i don't know if it's my place to uh necessarily summarize this i want her

[0:42:22] Voice 2: words to speak for themselves and i trust that you've all read that i think your previous chair

[0:42:30] Voice 2: provides some really good insight into what was accomplished uh what the hopes were what

[0:42:35] Voice 2: what the challenges are, and what could be happening next year in her opinion.

[0:42:40] Voice 2: So I encourage you to take the time and really soak into that.

[0:42:44] Voice 2: I did try to reflect on some of that when I did my work program overview,

[0:42:49] Voice 2: which is not necessarily my best briefing out there in terms of organization ease of read,

[0:42:54] Voice 2: but I'll get to that when I get there.

[0:42:56] Voice 2: But yeah, take this advice and let it sit with you.

[0:43:02] Voice 2: It's salient advice.

[0:43:04] Voice 2: And I don't really want to put words into her mouth, so I'll just let it sit for itself.

[0:43:09] Voice 2: Did the group want to talk to each other about that at all,

[0:43:13] Voice 7: or shall we move on?

[0:43:18] Voice 7: Moving on.

[0:43:19] Voice 7: Okay, so thank you, Laura Bushegan.

[0:43:23] Voice 2: Okay, so now we're into the election of the RPC chair and vice chair.

[0:43:27] Voice 2: I am so excited.

[0:43:28] Voice 2: I think I get to hand the reins over to Claire Frader and Jillian, and they're going to guide us through this process.

[0:43:38] Voice 2: So to you, Claire.

[0:43:41] Voice 15: Thank you.

[0:43:41] Voice 15: And we can probably take down the agenda for now.

[0:43:45] Voice 15: And I'll be

[0:43:46] Voice 3: able to see all

[0:43:46] Voice 15: of you while we administer this process.

[0:43:49] Voice 15: So thank you all and good morning and Happy New Year.

[0:43:52] Voice 15: I am stepping in to help as Director Marler is on vacation.

[0:43:56] Voice 15: So I'm doing my best here to administer our election processes for the various council committees.

[0:44:02] Voice 15: So as we proceed with this, please forgive any hiccups.

[0:44:05] Voice 15: but we've administered one so far for Trust Programs Committee and you're the second.

[0:44:09] Voice 15: So this morning we're going to administer an election first for your committee chair

[0:44:13] Voice 15: followed by an election for vice chair. I'm then going to ask for as we proceed then I will call

[0:44:21] Voice 15: for nominations for the committee chair and then a seconder. I'll then ask if the candidate accepts

[0:44:25] Voice 15: the nomination. If it's yes we'll add their name to the ballot that we are putting together in

[0:44:30] Voice 15: survey monkey um Jillian Nickel our program coordinator has kindly offered to help assist

[0:44:35] Voice 15: with the back end of the process here and um after we've added your name to the ballot we'll call

[0:44:40] Voice 15: three times for nominations to make sure there's ample opportunity and we will then close the

[0:44:44] Voice 15: nominations if there are two or more candidates we'll proceed with an election if there is only

[0:44:50] Voice 15: one person nominated that person will be acclaimed into the role after the nominations each nominee

[0:44:56] Voice 15: will have one to two minutes to state why they would like to be chair or vice chair as the case

[0:45:00] Voice 15: may be. After that I will ask the committee by simple majority vote to appoint a scrutineer

[0:45:06] Voice 15: and this can be any member who is not a candidate in the election that we're holding.

[0:45:11] Voice 15: Please note that there can be no proxy voting so trustees need to be present in this meeting

[0:45:17] Voice 15: seem to be present in the meeting to nominate a second or stand for nomination and to vote.

[0:45:22] Voice 15: If there is a tie vote with more than two candidates we'll re-issue the vote via Survey

[0:45:27] Voice 15: monkey with just the tied names on the ballot if there is a tie vote with only two candidates in

[0:45:32] Voice 15: the election we will select by lot by writing two names on a piece of paper placing them in a box

[0:45:37] Voice 15: and while the scrutineer watches we will pull names and we will ask the scrutineer to read the

[0:45:43] Voice 15: name so while yeah so that's the process generally we are going to use survey monkey to conduct the

[0:45:49] Voice 15: vote and while we we will have it will arrive in your email with a link and the names will be

[0:45:56] Voice 15: listed alphabetically by last name. It'll come to you, it takes six to 10 minutes generally from

[0:46:01] Voice 15: the time we hit go for it to arrive. So there'll be a bit of a delay. So I encourage you to use

[0:46:06] Voice 15: that opportunity to get a coffee and take your break because once the election process is

[0:46:10] Voice 15: concluded, we'll anticipate just moving forward with your meeting. We will put up a slide to

[0:46:16] Voice 15: advise the public of what's going on. And we will just clarify that ex officio members are not entitled

[0:46:23] Voice 15: entitled to vote and will not get a ballot. Once we have received all the votes through the Survey

[0:46:28] Voice 15: Monkey, it will let us know when it's complete. I will then email the scrutiny or a Zoom link

[0:46:32] Voice 15: and both of us will drop out of this meeting. We'll meet in a separate Zoom meeting,

[0:46:36] Voice 15: review the results, and then we'll return to this meeting once we're satisfied.

[0:46:43] Voice 6: So with that,

[0:46:43] Voice 6: are there any questions about the process? Okay, terrific. So hearing no questions, I'll move

[0:46:51] Voice 6: forward with your election so we'll kick this off by asking are there nominations for the position

[0:46:56] Voice 6: of chair i see trustee allen i

[0:47:03] Voice 7: nominate david

[0:47:04] Voice 8: graham all

[0:47:06] Voice 15: right do we have a seconder and um

[0:47:08] Voice 15: trustee elliot i saw your hand up so perhaps if it's for a different thing if you could put it

[0:47:11] Voice 15: down for now do

[0:47:12] Voice 6: we have a seconder for trustee graham and um i'll

[0:47:19] Voice 10: second that okay thank you

[0:47:23] Voice 15: all right trustee graham do you wish to accept the nomination as

[0:47:28] Voice 11: much as i appreciate the

[0:47:29] Voice 11: The opportunity, I am stepping back from any of the higher executive positions this term.

[0:47:35] Voice 11: Thank you for the nomination, but I would rather not stand for chair.

[0:47:38] Voice 11: Thank you.

[0:47:40] Voice 6: Okay, thank you.

[0:47:41] Voice 6: So I'll call again for a nomination.

[0:47:46] Voice 6: Trustee Boland?

[0:47:47] Voice 10: I'd like to nominate Laura Patrick for chair.

[0:47:51] Voice 6: Okay, thank you.

[0:47:52] Voice 6: Do

[0:47:52] Voice 15: we have a seconder?

[0:47:53] Voice 10: I'll second that.

[0:47:54] Voice 15: Okay, I see Trustee Elliott.

[0:47:57] Voice 15: Trustee Patrick, would you like to stand for chair?

[0:48:00] Voice 15: Yes, I would.

[0:48:00] Voice 15: Thank you.

[0:48:01] Voice 15: And I appreciate it.

[0:48:02] Voice 15: Thank you.

[0:48:02] Voice 15: Okay, thank you very much. All right, so I will call another time

[0:48:07] Voice 7: for nominations. And I'll call a third time for nominations. All right, hearing no further

[0:48:22] Voice 15: nominations, I'm pleased to welcome Trustee Patrick as Chair of Regional Planning Committee. Would you like to take a few minutes to speak to the group?

[0:48:31] Voice 15: i

[0:48:32] Voice 5: don't want to take a lot of time but uh thank you i really appreciate the confidence uh shown

[0:48:37] Voice 5: here because i think you you i have talked to many of you that this was where i wanted to put

[0:48:42] Voice 5: my energy in this committee land use planning is it what affects the environment our island

[0:48:49] Voice 5: economies and the quality life and well-being of the islanders that that live here and it's so

[0:48:54] Voice 5: important and um and this is where i want to put my work and i'm excited to work with all of you

[0:48:59] Voice 5: to really make some important changes to how we do our work

[0:49:04] Voice 5: and make decisions at the Islands Trust

[0:49:09] Voice 5: or for the local trust committees to make good decisions on land use planning

[0:49:12] Voice 5: and to work in cooperation with everyone else that provides all the services

[0:49:16] Voice 5: that affect our land use planning, whether it's BC ferry schedules,

[0:49:21] Voice 5: road maintenance and other things that affect our lives

[0:49:25] Voice 5: and how those need to work together in the decisions that we make so thank you and I'm excited

[0:49:34] Voice 5: fantastic you will carry on with the vice chair

[0:49:37] Voice 15: yes so now we'll carry on with an election for

[0:49:39] Voice 15: the position of vice chair um so I'll at this time ask if there is a nomination for the position of

[0:49:44] Voice 15: vice chair and I see trustee Allen I

[0:49:47] Voice 8: nominate Mairead Boland all

[0:49:50] Voice 6: right do I have a seconder

[0:49:51] Voice 6: for that position? I see Trustee Borthwick. Trustee Boland, would you like

[0:49:57] Voice 7: to stand for

[0:49:58] Voice 7: the position of Vice Chair? Oh, and you're muted. Okay,

[0:50:09] Voice 10: this was a bit of a surprise, but

[0:50:10] Voice 10: yes, I would. Terrific, thank you very much.

[0:50:16] Voice 15: All right, I'll call again. Are there nominations

[0:50:18] Voice 15: for the position of Vice Chair?

[0:50:21] Voice 10: I have a nomination. Okay, thank you. I'd like to

[0:50:25] Voice 10: nominate uh sam borthwick for vice chair okay do i have a

[0:50:31] Voice 15: nomination i see uh i'll pick one

[0:50:33] Voice 15: of the many seconders uh trustee graham seconding that motion and uh trustee borthwick would you

[0:50:39] Voice 15: like to accept that nomination yes

[0:50:43] Voice 7: yeah okay

[0:50:44] Voice 15: thank you i will call again now for nominations do we

[0:50:48] Voice 15: have another nomination for the position of vice chair of

[0:50:51] Voice 7: regional planning committee trustee

[0:50:57] Voice 7: Boland. Oh, and you're muted.

[0:51:02] Voice 10: Sorry for the procedural mess up, Claire, and the stress

[0:51:05] Voice 10: that this may be causing you. May I withdraw my acceptance or is it too late?

[0:51:13] Voice 15: That is not

[0:51:14] Voice 15: something I'm prepared to answer. You can

[0:51:18] Voice 1: decline with thanks, I think, at this point.

[0:51:20] Voice 10: Sure. Okay.

[0:51:21] Voice 10: I'd like to decline with thanks for the nomination and the vote of confidence. Thank you very much.

[0:51:29] Voice 10: perfect

[0:51:29] Voice 15: thank you trust people and

[0:51:30] Voice 15: all right all right so we have trustee borthwick um nominated

[0:51:35] Voice 15: for vice chair i'll

[0:51:37] Voice 6: call again for nominations and i will call a third

[0:51:44] Voice 7: time for nominations for

[0:51:45] Voice 7: the position of vice chair of regional planning committee hearing no further nominations please

[0:51:54] Voice 6: to welcome trustee borthwick as vice chair of regional planning committee trustee borthwick

[0:52:01] Voice 6: would you like to take a few minutes to address the committee um

[0:52:06] Voice 7: yeah i don't have a lot to add

[0:52:08] Voice 7: add. Oh, maybe I'll get you to mute.

[0:52:18] Voice 14: Yes, sorry. Jesse Graham and I are sharing a space this morning

[0:52:22] Voice 14: because my internet is very bad at home. So we're doing dueling

[0:52:27] Voice 14: speakers and microphones. Yeah, no, thank you very much for for

[0:52:31] Voice 14: the vote of confidence. I'm really looking forward to kind

[0:52:34] Voice 14: of learning some of those higher executive functions. And yeah,

[0:52:38] Voice 14: i'm very grateful to have uh trustee patrick to sort of uh study under and yeah i think this

[0:52:44] Voice 14: committee is very important and there's lots of significant work that can get done here so i'm

[0:52:49] Voice 14: keen to be helping facilitate that wonderful

[0:52:53] Voice 15: and thank you both for standing to serve

[0:52:56] Voice 15: and with that i will pass the meeting over to trustee patrick as chair

[0:53:01] Voice 15: um and thank you very much for your participation in these elections thanks

[0:53:06] Voice 1: claire thank thank you

[0:53:08] Voice 5: you, Claire, and thank you, Stefan, for the orientation that we just went through, and I

[0:53:13] Voice 5: guess we will pick up on the agenda where we left off, and that really brings us to item eight on

[0:53:22] Voice 5: the agenda, if I'm correct. I assume we approved the agenda at the beginning there through general

[0:53:28] Voice 5: consent, I think. Is that, yes, I'm seeing nods from Stefan, so we're moving on. So we just have

[0:53:33] Voice 5: have a series of reports here that are there for your information, the resolutions without meetings

[0:53:39] Voice 5: and the minutes from the previous meetings. And so that brings us really to item 8.3,

[0:53:52] Voice 5: which was the follow-up action list that was sent to us under separate email that came,

[0:54:01] Voice 5: came I believe yesterday and this would be now this is the follow-up action list is really the

[0:54:08] Voice 5: work from the last committee uh our last term and this would be an opportunity for us to ask

[0:54:15] Voice 5: questions about the follow-up action list or for staff to bring to attention any of the items that

[0:54:19] Voice 5: are on the follow-up action list so I'll begin with are there any questions from members on this

[0:54:24] Voice 5: list at this time not seeing any i'll look to um to um director sermac are there anything that you

[0:54:36] Voice 5: wish to uh bring to attention on this list uh

[0:54:40] Voice 2: thank you madam chair pardon me the uh the only

[0:54:44] Voice 2: i have a i actually did a work program briefing which is on item 11.1 of your agenda i wrote that

[0:54:52] Voice 2: for two reasons to get my head around as a new director where the RPC has been and where it's

[0:54:59] Voice 2: going and so that was me just collecting my notes and plunking them down into a written format so

[0:55:03] Voice 2: I avoid a little bit of the verbal update so my thoughts are collected there and if it pleases

[0:55:09] Voice 2: the chair I could speak to those items at that time since it's all in a nice smooth agenda it's

[0:55:16] Voice 2: It's my logic is laid out on paper for you.

[0:55:18] Voice 5: Makes sense for me.

[0:55:21] Voice 5: I'm seeing knotted heads as well.

[0:55:23] Voice 5: So that would be wonderful.

[0:55:26] Voice 5: So that brings us to the next item of business,

[0:55:29] Voice 5: which is the meeting schedule.

[0:55:31] Voice 5: It's on page 43 of the agenda package.

[0:55:37] Voice 5: And again, Director Cermak, is this a report from you?

[0:55:42] Voice 2: It certainly is a collective effort, Madam Chair.

[0:55:46] Voice 2: It is, as you know,

[0:55:47] Voice 2: know, planning these meetings is a challenge to find space and time. Perhaps I will explain some

[0:55:54] Voice 2: of the logic, and that is trying to find space before executive committee, before trust council,

[0:55:59] Voice 2: as per the terms of reference, it's four times a year. These are the dates that we found that work.

[0:56:05] Voice 2: With the weird exception, of course, is today's meeting. It was scheduled today before the

[0:56:12] Voice 2: financial planning committee because of the upcoming agenda items about budget issues.

[0:56:16] Voice 2: otherwise we would have only started meeting February 1st so hence we have this funny little

[0:56:22] Voice 2: hiccup where we meet today we have some brief items of orientation in the budget but I would

[0:56:27] Voice 2: argue that your first day to really meet to talk strategy priorities and the things that you really

[0:56:35] Voice 2: want to talk about let's be frank would be February 1st so it doesn't allow a lot of time to get ready

[0:56:40] Voice 2: for that agenda but that's what's unique in this package otherwise yes it was done by planning

[0:56:44] Voice 2: staff and um and it was but it was done in collaboration with all of uh everybody in the

[0:56:51] Voice 2: trust really all

[0:56:52] Voice 2: staff that's it all

[0:56:56] Voice 5: right trustees any comments on the schedule any

[0:56:58] Voice 5: conflicts concerns i know i would hope that we could have a meeting in person uh to do do some

[0:57:11] Voice 5: of that work i know for me february 1st will not be possible i can attend it electronically but i

[0:57:16] Voice 5: I couldn't be physically present.

[0:57:18] Voice 5: Any thoughts on that?

[0:57:22] Voice 7: I see Trustee Elliott.

[0:57:28] Voice 7: Thank you.

[0:57:29] Voice 7: Yeah, I would definitely

[0:57:31] Voice 4: support an in-person meeting sooner rather than later if we're going to have some brainstorming and strategy setting or priority setting.

[0:57:44] Voice 4: And I was also wondering the September 6th date.

[0:57:51] Voice 4: with basically two weeks or 20 days before Trust Council, is that, like budgeting business cases,

[0:58:00] Voice 4: is that a bit of a tight turnaround? I understand, like, work isn't really done

[0:58:08] Voice 4: typically in August, or it seems like there isn't a lot of meetings scheduled for August.

[0:58:15] Voice 4: But yeah, just wondering about that September date and just how the flow works for

[0:58:21] Voice 4: or the business cases and then getting into the budget cycle

[0:58:25] Voice 4: for next year.

[0:58:29] Voice 5: That's a very good point.

[0:58:34] Voice 5: Because I think there's also, yes,

[0:58:37] Voice 5: the business cases from local trust committee projects

[0:58:40] Voice 5: and so forth that need to be fit into

[0:58:42] Voice 5: as we look at our decisions.

[0:58:43] Voice 5: So any other thoughts on like the time period

[0:58:50] Voice 7: for meeting in person?

[0:58:52] Voice 7: I see Trustee Boland.

[0:59:00] Voice 10: Yeah, to follow up by Toby, it's a very good point.

[0:59:04] Voice 10: So I don't know what happens with sort of, let's say, planning a special meeting or whether it's just an extra meeting in this calendar.

[0:59:14] Voice 10: But why don't we plan a meeting face to face or otherwise in July or August?

[0:59:21] Voice 10: That's quite a big gap between May right through to early September.

[0:59:26] Voice 10: And that's what I would suggest.

[0:59:31] Voice 5: All right. We'll see if there's other feedback on that. I see Trustee Borthwick.

[0:59:36] Voice 14: Well, just I know that certainly Trustee Allen mentioned in the programs committee that and brought up the fact that it's incredibly difficult to get off and on to Hornby.

[0:59:49] Voice 14: And Denman also shares this problem in those summer months.

[0:59:53] Voice 14: That's that's just the big part of the nature of being part of that chain.

[0:59:57] Voice 14: And I'm sure other islands have got similar issues.

[1:00:00] Voice 14: in that way i totally agree uh trustee bowen that it's a huge gap and i i'd like to see an

[1:00:06] Voice 14: in-person meeting sooner rather than later too but those summer months are very tricky to get

[1:00:10] Voice 14: on and off it means those days become very long slash and not possible um

[1:00:15] Voice 5: so

[1:00:17] Voice 14: yeah i hear you

[1:00:19] Voice 5: trustee allen yeah

[1:00:22] Voice 8: that's exactly what i was going to raise um yeah it takes sometimes five to six

[1:00:26] Voice 8: six hours to get back from Daman Island to Hornby.

[1:00:29] Voice 8: So if I would ask the committee to look at another date,

[1:00:34] Voice 8: other than July and August.

[1:00:36] Voice 5: My question would be, is February 1st perhaps too soon?

[1:00:41] Voice 5: Because we're just meeting today.

[1:00:44] Voice 5: I

[1:00:44] Voice 11: was thinking May.

[1:00:45] Voice 5: Well, but I meant if we wanted to move,

[1:00:48] Voice 5: either keep the February 1st date as electronic and add a meeting

[1:00:52] Voice 5: or move the February 1st meeting

[1:00:56] Voice 5: or aim for the May meeting to be our working group.

[1:00:59] Voice 5: Trustee Allen?

[1:01:02] Voice 8: Yeah, I would think I'd recommend May personally,

[1:01:06] Voice 8: but I think February would be a little too early

[1:01:08] Voice 8: for in-person.

[1:01:10] Voice 8: And also where is it going to be?

[1:01:12] Voice 8: Is it going to be Victoria and Nanaimo, Ladysmith?

[1:01:15] Voice 8: Just to let you know about that as well.

[1:01:17] Voice 5: I'm looking at the membership of this group

[1:01:19] Voice 5: with Saturna always is going to be the outlier.

[1:01:23] Voice 5: fire no matter where we choose sorry uh trustee boland i was the chair of saturn i know how to

[1:01:29] Voice 5: travel there and back and it's a long ways from everywhere um nanaimo looks like the natural place

[1:01:34] Voice 5: for this committee do i see if how about a straw poll uh would you prefer would nanaimo be the

[1:01:42] Voice 5: better place for most people i know it works for salt spring and uh i could probably carpool with

[1:01:49] Voice 5: the director sir mac all right look like that so uh trustee boland yeah

[1:01:57] Voice 10: um i am in the luxurious

[1:02:00] Voice 10: position of being retired so don't worry about the travel time i enjoy my time on the ferries

[1:02:06] Voice 10: um so uh i would be happy with electronic on february the first face to face may the 17th

[1:02:14] Voice 10: the place of your choice. And I do think that we need at least one, if not two more meetings between

[1:02:20] Voice 10: May and September, even if they're short meetings with a short agenda focused on, you know, the

[1:02:28] Voice 10: budget preparation or some other topic. In a general sense, I think that, you know, we've had

[1:02:35] Voice 10: these up-down discussions about how do we create focused work groups and move things along. And,

[1:02:42] Voice 10: And, you know, there's an angle where we either create subgroups of this, but subgroups of eight are going to be rather small.

[1:02:51] Voice 10: Or we could just have short electronic meetings that are focused on a particular topic.

[1:02:58] Voice 10: And so I would suggest, as I said, that we should have at least two, potentially two more meetings between May and September.

[1:03:09] Voice 10: Thank you.

[1:03:10] Voice 5: Thank you.

[1:03:11] Voice 5: you. I see Director Sir Max Ham raised.

[1:03:15] Voice 2: Thank you, Madam Chair. This is where I get to remind

[1:03:18] Voice 2: you about the terms of reference and resources. And I sort of quoted saying, we have enough budget

[1:03:24] Voice 2: to meet once, but certainly not twice. That's just the reality of the budget. However, you could

[1:03:30] Voice 2: request more meeting funds through the budget process. Yeah, and then it becomes challenging

[1:03:37] Voice 2: with the meeting calendars with everybody else so i'd be i don't want to over um over commit

[1:03:43] Voice 2: something that we may not have the resources to do so i would encourage that this group and as

[1:03:48] Voice 2: you recall the terms of reference said it's unusual for uh committees to meet in special

[1:03:53] Voice 2: business meetings and i offer you that sort of one extra meeting so that you we i think we have

[1:03:58] Voice 2: the resources for that and we can do that and obviously um it i think it's important for you

[1:04:03] Voice 2: to storm norm and form and all those wonderful things in person but i'd be cautious to go too

[1:04:08] Voice 2: far down in like into two or three there's a lot of resources that go into it and it's beyond the

[1:04:13] Voice 2: terms of reference i just give you that caution otherwise you can ask for more resources so

[1:04:17] Voice 2: so

[1:04:18] Voice 5: my summer i'll summarize what i'm hearing right now is that the schedule as presented

[1:04:24] Voice 5: with the may 17th meeting being in person somewhere in nanaimo and potentially at least

[1:04:33] Voice 5: one additional meeting in that timeframe between May 17th and September 6th.

[1:04:38] Voice 5: Did I summarize that correctly?

[1:04:41] Voice 5: Anyone wish to, do we, I'll look to staff.

[1:04:46] Voice 5: If, if, if we were to choose what I just sort of directed,

[1:04:52] Voice 5: would we want to try to ask you to set that meeting date now or just leave it

[1:05:00] Voice 5: floating?

[1:05:04] Voice 2: Yes, Madam Chair.

[1:05:06] Voice 2: Okay. So I would request that the resolution, you have a recommendation up there that, you know, it sort of says all these meetings would be electronic.

[1:05:14] Voice 2: So I'd be clear in those resolutions that the May 17th is not.

[1:05:19] Voice 2: And then a third resolution would be that the Regional Planning Committee plan one special business meeting between May 17th and September 6th.

[1:05:30] Voice 2: And then we can find a time that works for all of you and we'll plan it accordingly.

[1:05:34] Voice 2: Does that make sense? A third resolution?

[1:05:36] Voice 5: Yes, Trustee Borthwick, I'll say it properly.

[1:05:43] Voice 14: Yeah, no, just wanted to clarify that I think that what Moraes was saying is that that additional meeting would be electronic.

[1:05:52] Voice 14: I think it's important to specify that that's not a, I don't think you're asking for another in-person meeting, just another meeting.

[1:06:01] Voice 5: Yes, thank you. That was my understanding. So thank you for that.

[1:06:05] Voice 5: that so is there further discussion that needs to occur i see trustee bowling uh

[1:06:11] Voice 10: just one last

[1:06:12] Voice 10: sort of radical out of the box thought um would it be crazy to suggest that we don't have the

[1:06:19] Voice 10: february 1st meeting depending on how this meeting goes and then just go straight to the face-to-face

[1:06:26] Voice 10: in may that's rather a gap as well but there is trust council etc in the middle with other a lot

[1:06:32] Voice 10: lot of other content. You know, I'm not sure that regional planning are going to generate

[1:06:37] Voice 10: a lot of content for that trust council meeting immediately. So just an open question.

[1:06:45] Voice 5: I think that's a good question. What I'd like to hear, I mean, the other potential benefits for

[1:06:50] Voice 5: the February 1 meeting would be make sure that we're prepared and have asked anything from staff

[1:06:55] Voice 5: to help us be as effective as possible in that May 17th in-person meeting. So that's a possibility

[1:07:01] Voice 5: of useful time

[1:07:02] Voice 7: but i see trustee allen trustee allen nope changed his mind

[1:07:13] Voice 14: alex you're muted

[1:07:14] Voice 14: if you're oh he

[1:07:16] Voice 5: is talking oh

[1:07:17] Voice 8: god eh you know how many years it's just ridiculous um

[1:07:21] Voice 8: no

[1:07:21] Voice 5: and that was brilliant i'm sure what you just said oh

[1:07:24] Voice 8: this um no i was just wondering the agenda

[1:07:26] Voice 8: of the february meeting what would it be i mean i like trustee bullen's suggestion you know in

[1:07:34] Voice 8: In terms of resources, too, do we really need the February meeting?

[1:07:37] Voice 8: So I was just wondering what exactly we'd be discussing further that we could do now.

[1:07:45] Voice 5: Nope.

[1:07:45] Voice 5: These are all good conversations.

[1:07:48] Voice 5: So any other suggestions?

[1:07:51] Voice 5: I see Russ Hudson-Pillar stands raised.

[1:07:55] Voice 1: Well, thank you, Madam Chair, and congratulations.

[1:08:02] Voice 1: Well, there's some significant pieces of work that touch regional planning.

[1:08:07] Voice 1: planning um there's affordability issues there's planning around conferences that um um some

[1:08:15] Voice 1: discussion around um having forums um an opportunity you know it's really up to you when do you want

[1:08:23] Voice 1: to start sitting and having just some generalized conversations around um the work ahead of you in

[1:08:28] Voice 1: the term um may might be a ways away uh in terms of that um i i don't think there has to be

[1:08:38] Voice 1: necessarily tremendous formality in this first meeting you're talking about maybe that's an

[1:08:42] Voice 1: opportunity to reflect on the strategic plan what strategic initiatives you might have interest in

[1:08:48] Voice 1: that eventually you'll be speaking to trust council and giving them advice on this is you

[1:08:52] Voice 1: know this is what matters to us this is what we're hearing um so maybe it's not february 1st

[1:08:59] Voice 1: uh maybe that's a bit too soon um but i would i'd recommend you get together and do some thinking

[1:09:06] Voice 1: um prior to um may um just to um inform the rest of trust council and the other trustees of of uh

[1:09:16] Voice 1: some of the things that are important to you so thank you i just offer that thought

[1:09:19] Voice 1: thank

[1:09:21] Voice 4: you very much trustee elliott and aren't we working with the um the budget cycle too we

[1:09:28] Voice 4: may need to have some discussions on business cases and what we're advancing to financial

[1:09:35] Voice 4: planning and then forward to trust council to approve the budget by the end of march so i do

[1:09:41] Voice 4: think a meeting between now and March 7th would be great. I do support another meeting because I

[1:09:52] Voice 4: think that big gap between May 17th and September. Is it possible to look at April instead for sort

[1:10:01] Voice 4: of an in-person strategy session and then have, let's see, March, February? Yeah. I know a lot

[1:10:12] Voice 4: of work's gone into the schedule so i i'm not trying to suggest we rejig things but um no i do

[1:10:18] Voice 4: think a meeting to hit the ground running would be great in february or march okay

[1:10:26] Voice 5: i was thinking as

[1:10:28] Voice 5: what i my intent was is uh under item pull of the agenda when we get to the next meeting rather than

[1:10:33] Voice 5: just saying the next meeting we talk a little bit about what we'd like to see on that agenda of the

[1:10:37] Voice 5: the next meeting so um trustee allen yeah

[1:10:42] Voice 8: hi sorry um i'm not attached that whole getting

[1:10:45] Voice 8: rid of the february meeting i was more uh worried about resources since director cermak was

[1:10:50] Voice 8: mentioning but if the you know the extra meeting is electronic somewhere that we haven't done date

[1:10:56] Voice 8: i think i think they've taken as we've said they can it's like herding hummingbirds instead of

[1:11:01] Voice 8: cats in terms of scheduling and uh let's stay with the scheduling and then try and come up

[1:11:06] Voice 8: with some electronic meeting in between uh may and september and would that affect resources staff

[1:11:12] Voice 8: resources we have to ask for more money with that

[1:11:16] Voice 5: thank you trustee my understanding is one

[1:11:20] Voice 5: additional electronic meeting is contemplated or would be not a stretch of our budget as of

[1:11:26] Voice 5: my understanding so um we'd be in good good condition i'm not seeing further discussion

[1:11:32] Voice 5: Are people prepared? I think that was a good discussion. I think we narrowed it down, that there are, we have two recommendations so far here on top of page 43. The first one would have to be modified to recognize the May 17th being in person rather than electronic, and that would need a third

[1:11:51] Voice 5: motion to request staff to schedule an electronic meeting between the May 17th and September 6th

[1:11:58] Voice 5: deadline. Is there anyone who would like to proceed with making these resolutions?

[1:12:05] Voice 5: I see Trustee Allen.

[1:12:08] Voice 8: Sure, I'll do. I move that the Regional Planning Committee adopt the meeting

[1:12:13] Voice 8: date of February 1st. I'll do it this way. February 1st, September 6th, and November 15th

[1:12:21] Voice 8: electronically for the 2023 calendar year and May 17th in person in Nanaimo.

[1:12:28] Voice 8: I

[1:12:31] Voice 7: see. I'm

[1:12:33] Voice 5: just going to give, I believe it's Chloe, a moment to modify that so that you feel

[1:12:40] Voice 5: good

[1:12:40] Voice 7: that your motion was captured before it's seconded. And maybe just add for the 23 calendar

[1:12:52] Voice 7: on your afternoon, Naimo.

[1:13:01] Voice 7: How does that look, Trustee Allen?

[1:13:03] Voice 7: Perfect.

[1:13:05] Voice 5: All right, is there a second

[1:13:07] Voice 5: or is there some wordsmithing to the motion

[1:13:09] Voice 5: I see, Trustee Larone?

[1:13:13] Voice 17: Yeah, I would be unavailable

[1:13:15] Voice 17: to make the May 17th in person.

[1:13:18] Voice 17: That's

[1:13:19] Voice 5: an important time to, thank you.

[1:13:22] Voice 5: It has not been said yet, so we're still in the discussion.

[1:13:26] Voice 5: That's good.

[1:13:27] Voice 5: Good. Sometimes good to drag our feet on seconding motions.

[1:13:30] Voice 5: How is, that was, thank you, a good question.

[1:13:34] Voice 5: Is anyone else not available on May 17th?

[1:13:44] Voice 7: How do

[1:13:48] Voice 5: people feel about that?

[1:13:50] Voice 5: Because I know it'd be nice to know that everybody could be there.

[1:13:52] Voice 5: Could you attend electronically on the 17th or just not in person?

[1:13:57] Voice 17: I could electronically.

[1:13:58] Voice 17: electronically either that or I could attend earlier in the month or in June but yeah middle

[1:14:05] Voice 17: of the month is not going to work. All

[1:14:08] Voice 17: right Trustee Elliott.

[1:14:10] Voice 4: Could we request staff maybe

[1:14:14] Voice 4: poll the members of the committee and staff and find a date in April or May that would work for

[1:14:22] Voice 4: an in-person meeting in Nanaimo because I think it's pretty important to all be able to meet

[1:14:28] Voice 4: together and make sure that's well supported do we need to set that date today or could we

[1:14:34] Voice 5: poll everyone i'm i'm certainly good with that suggestion to others does that uh look look good

[1:14:42] Voice 5: i see uh uh

[1:14:44] Voice 7: director sermon there

[1:14:49] Voice 2: we go uh my screen keeps changing where that that mute and

[1:14:52] Voice 2: hand function is um hold on let me lower my hand uh thank you chair lockham the or chair lockham

[1:14:58] Voice 2: haha chair Patrick the sure I'm looking at sort of the calendar right now as of course as you know

[1:15:06] Voice 2: the meeting schedule in April or all of it also involves LTC meetings but as my calendar looks

[1:15:15] Voice 2: right now I'm seeing sort of April 19th or 26th I'd like to keep it a Wednesday that's their

[1:15:21] Voice 2: typical committee meeting so I'm just wondering a straw poll I can certainly we can amend this but

[1:15:27] Voice 2: But I'm just wondering, April 19th or 26th, if that's the will of this group.

[1:15:33] Voice 2: That is quite some time, though, before Trust Council in June, end of June.

[1:15:40] Voice 2: So whatever work you feeds into that April meeting then goes to Trust Council.

[1:15:45] Voice 2: And a lot of things can happen between, I suppose, April and June.

[1:15:48] Voice 5: So what were the two days that you were eyeballing?

[1:15:51] Voice 2: Wednesday, April 19th, Wednesday, April 26th.

[1:15:54] Voice 2: and of course i'm only looking at my own self-created calendar uh but when people are

[1:15:59] Voice 2: meeting um so

[1:16:01] Voice 5: this is a straw poll a straw so

[1:16:04] Voice 5: this is not a vote for um how are are people

[1:16:08] Voice 5: available on the uh 19th and 26th of april i see there

[1:16:17] Voice 5: was one chat there um i see a preference

[1:16:21] Voice 5: from um um sorry what's the straw poll

[1:16:24] Voice 5: on the 20 a straw poll is just okay we'll start with the 19th

[1:16:28] Voice 5: just put just raise your physical hand and wave at me if if you're available on the 19th of of

[1:16:33] Voice 5: april there

[1:16:36] Voice 2: is an executive committee meeting that day uh for

[1:16:39] Voice 2: balinas win chelsea sorry just

[1:16:42] Voice 4: just the first half of the day so i uh and also the 26th is the our eip forum

[1:16:52] Voice 4: ah you're

[1:16:54] Voice 5: right yes thank you hence the

[1:16:57] Voice 2: calendar conundrum sorry i'm speaking out of term

[1:17:00] Voice 2: does

[1:17:00] Voice 4: it have to be a wednesday um march 23rd i

[1:17:08] Voice 5: mean i think what we can do we can eat up a lot

[1:17:10] Voice 5: lot of time trying to figure this out right now is either we do as suggested there and just

[1:17:19] Voice 5: cut this motion just do the motion for the virtual meetings that we can

[1:17:23] Voice 5: will confirm and then have a second motion that just asks staff to pick a date

[1:17:28] Voice 5: or to poll and find a date for the in-person meeting between you know would that make sense

[1:17:37] Voice 5: trustee allen yeah

[1:17:40] Voice 8: i'm just thinking it's it's obviously it's trustee laroni it's uh

[1:17:43] Voice 8: having the biggest challenge with the date so maybe perhaps we should see what

[1:17:48] Voice 8: what works for her right and then uh try and work around that because it sounds like a lot

[1:17:54] Voice 8: the rest of us are a little more available and of course she's with skeedy island too so well

[1:17:59] Voice 5: i understood uh again um trustee laroni you said you could be available electronically on that date

[1:18:06] Voice 5: is that correct yes

[1:18:08] Voice 17: I think I'm going to be in Montreal for most of May so that's the deal here

[1:18:14] Voice 17: I'm just looking at my calendar um so yeah early May would be fine and um any time yeah basically

[1:18:22] Voice 17: any time in April looking

[1:18:25] Voice 7: here yeah okay um but also I

[1:18:32] Voice 17: mean it doesn't really matter it's

[1:18:33] Voice 17: inconvenient there's no ferry Tuesday Wednesday to Laskiti so remember that when you complain

[1:18:39] Voice 17: plan about your ferry system. All right. I

[1:18:45] Voice 5: mean, the other, if we could have a venue where we could

[1:18:50] Voice 5: have Trustee Leone join us electronically, I mean, it's not ideal, but it's at least

[1:18:59] Voice 5: she could participate in the meeting. So again, I'm looking to everyone. We could go on for quite

[1:19:07] Voice 5: a while. So I think you want to stick with that. I see Trustee Graham. So stay with the motion

[1:19:11] Voice 5: motion as it was originally written sorry to do that to you chloe um and if that would be the

[1:19:20] Voice 5: preference am i seeing that we have we still don't have a vote there's not a second in motion so

[1:19:25] Voice 5: we're in discussion uh

[1:19:29] Voice 10: trustee boland hopefully this isn't going to muddy the water still further

[1:19:34] Voice 10: but um if they were well it comes back to what uh trustee elliott suggested was that we should

[1:19:43] Voice 10: have face-to-face sooner rather than later but you know we could go to early april for the face-to-face

[1:19:50] Voice 10: and that would still be enough time before the june meeting the trust council meeting deadline

[1:20:02] Voice 5: yes i know it's a finding dates to hold meetings with a group of people is just always going to be

[1:20:08] Voice 5: a challenge um there will be somebody that will drop off and and on so any

[1:20:14] Voice 4: all is weirdly open

[1:20:16] Voice 4: and out of all of my very packed calendar so could we ask to explore that date with and and

[1:20:24] Voice 4: pull the rest of the committee like subsequent i mean

[1:20:29] Voice 5: we could either stick with that and have a

[1:20:31] Voice 5: take a polling we have the may 17th as sort of a backup time um uh so we could do just stick with

[1:20:38] Voice 5: that original thing and have staff take a look and look at schedules and then come back i think

[1:20:44] Voice 5: think we'll stick with that so sorry chloe you

[1:20:48] Voice 7: were doing great should we make it a separate

[1:20:58] Voice 7: motion

[1:20:59] Voice 5: just to clean just why don't we just make a motion on these virtual dates and then we'll do

[1:21:04] Voice 5: a next motion on this uh find a date would that be easier for everybody all right so we

[1:21:11] Voice 5: have this

[1:21:12] Voice 5: motion as a move by trustee allen thank you is there a second to this motion i see seconded by

[1:21:19] Voice 5: by Trustee Borthwick.

[1:21:21] Voice 5: Is there any further discussion?

[1:21:23] Voice 5: And I'll just repeat the motion for the benefit

[1:21:25] Voice 5: that this is the Regional Planning Committee

[1:21:27] Voice 5: adopt the meeting dates for February 1st, September 6th

[1:21:32] Voice 5: and November 15th electronically

[1:21:34] Voice 5: for the 2023 calendar year.

[1:21:37] Voice 5: Is there no further discussion?

[1:21:39] Voice 5: I'll call the vote.

[1:21:40] Voice 5: If you could use your electronic hand,

[1:21:42] Voice 5: that's just very visible.

[1:21:44] Voice 5: All those in favor, raise your hands.

[1:21:51] Voice 7: Any opposed?

[1:21:52] Voice 7: So I'll let you put your hands down.

[1:21:57] Voice 7: All those

[1:21:57] Voice 5: opposed, that carries.

[1:22:02] Voice 5: So we should attempt a second motion here on the in-person meeting.

[1:22:08] Voice 5: Who would like to make a stab at that motion?

[1:22:11] Voice 5: I see Trustee Elliott.

[1:22:17] Voice 4: I would move that Regional Planning Committee request staff

[1:22:21] Voice 4: staff um pull the members of the committee for to set a date for an in-person meeting

[1:22:34] Voice 4: in early spring 2023 in Nanaimo I'll request staff

[1:22:44] Voice 7: to pull the committee members

[1:22:46] Voice 7: for the best date in early spring for an in-person meeting in Nanaimo how does that look

[1:23:09] Voice 7: look

[1:23:09] Voice 5: i see uh director sir max hand is raised thank

[1:23:13] Voice 2: you with due respect i uh through the chair

[1:23:15] Voice 2: i think early spring is now i look at the uh the witch hazel coming out and i'm like oh it's spring

[1:23:20] Voice 2: so that's my bad i know uh west coaster at heart i can't stand uh going anywhere else the uh with

[1:23:27] Voice 2: which i'm assuming by that you mean april or may yeah

[1:23:30] Voice 3: so

[1:23:31] Voice 2: perhaps a little more clarity that it's

[1:23:33] Voice 2: just april and may otherwise and that to me is late spring so you know that's why i bring it up

[1:23:38] Voice 5: thank you hence

[1:23:40] Voice 5: where you are in these islands it's very different it's true

[1:23:43] Voice 3: all right

[1:23:45] Voice 5: um if people are is there a second to this motion as worded i see a second by trustee

[1:23:52] Voice 5: graham is there any discussion before we vote just a reminder that this motion is that we're

[1:24:00] Voice 5: asking that we said uh have staff hold the committee members to set a date in april or

[1:24:05] Voice 5: or may for the in-person meeting in Nanaimo.

[1:24:08] Voice 5: So any further discussion, I'll call the vote.

[1:24:11] Voice 5: All those in favor, please raise your electronic hands.

[1:24:17] Voice 5: Okay, hands down.

[1:24:20] Voice 5: Anybody opposed can raise their electronic hands.

[1:24:23] Voice 5: And that is carried.

[1:24:26] Voice 5: Excellent, progress.

[1:24:29] Voice 5: And then we have the second,

[1:24:34] Voice 7: oh,

[1:24:35] Voice 5: I guess we don't need that second motion

[1:24:36] Voice 5: because

[1:24:37] Voice 7: we already said they were electronic.

[1:24:39] Voice 7: and did we need a third motion

[1:24:45] Voice 5: sorry uh director sermac we were talking about three motions but

[1:24:50] Voice 5: i think we took care of it in the two that we

[1:24:52] Voice 7: have here i'm not seeing so that addresses

[1:24:59] Voice 7: meetings

[1:25:00] Voice 5: excellent very efficient group and thank you um i hope it's it's good to take

[1:25:07] Voice 5: conversations and talk about things and clarity on the motions before we uh vote on them that

[1:25:12] Voice 5: that cuts down all the amendments and things that really drag things out.

[1:25:15] Voice 5: So thank you everyone. And I would like at item 12.

[1:25:19] Voice 5: So start thinking in your mind, talk,

[1:25:21] Voice 5: we'll talk about what we'd like to do at the next meeting have that

[1:25:26] Voice 5: conversation at the end. So jot those down as you think about them. Okay.

[1:25:31] Voice 5: So moving on item 10.1 is the getting on to the business case conversation,

[1:25:38] Voice 5: conversation, which is a follow-up from our, the trust council meeting page 46 of the agenda

[1:25:44] Voice 5: package. We have a staff report and I assume that's over to you, trustee Cermak, trustee Cermak.

[1:25:53] Voice 2: Interesting. I didn't know how to feel about that. Thank you, madam chair.

[1:25:57] Voice 2: Okay. So you have before us the main purpose, why we had to get together today before the February

[1:26:03] Voice 2: 1st meeting are these few business items. And before I go too much further, I'll recognize that

[1:26:10] Voice 2: I learned a lesson about what is business other and business new. Business new is supposed to be

[1:26:16] Voice 2: in your agenda package for the trustees and business other is supposed to be for staff and

[1:26:20] Voice 2: what have you. So a little quirk, maybe a little thing you won't even notice, but something I

[1:26:25] Voice 2: certainly noticed. So the LTC business case before you, if the story goes that through each local

[1:26:32] Voice 2: trust committee submitted its business case to the financial planning committee which ultimately

[1:26:36] Voice 2: heard them in november at that meeting of course is immediately following the election uh discussion

[1:26:44] Voice 2: about what to do with this was it was a very challenging conversation as it tends to be because

[1:26:49] Voice 2: i believe the word was how much discretionary funding is there in the organization and projects

[1:26:55] Voice 2: tends to be the target of scrutinizing these dollars and so as these business cases were

[1:27:01] Voice 2: submitted um this and the following item um were looked at and the financial planning committee

[1:27:08] Voice 2: said 420 000 dollars is too much could you trim this down to 250 000 and they sent it to trust

[1:27:18] Voice 2: council trust council didn't say anything essentially about it other than to keep the

[1:27:23] Voice 2: ball rolling which means that it came but they did ask the regional planning committee to choose

[1:27:27] Voice 2: choose so lucky you you get to choose who gets funds and who does not but lucky for you uh we

[1:27:36] Voice 2: have presented a recommendation here that meets that 250 000 cap and that was done essentially by

[1:27:42] Voice 2: the two uh ltcs gabriola ltc and the salt spring ltc uh salt spring ltc had a over two hundred

[1:27:51] Voice 2: thousand dollar project for the ocp and land use bylaw review they have brought that down to 96

[1:27:56] Voice 2: six thousand dollars a substantial um cut and the gabriel ola and they did that via resolution which

[1:28:03] Voice 2: is attached in the staff report or in the request for decision sorry the gabriel island gabriel

[1:28:10] Voice 2: ola island ltc discussed uh their business case they did not pass a resolution but i did and

[1:28:17] Voice 2: they did sort of mention understanding the need to cut back on the request and i did speak to

[1:28:24] Voice 2: them individually the two local trust committees over the holidays about if they'd be comfortable

[1:28:28] Voice 2: about the resolution i present to you here today and that is to go from sixty thousand dollars

[1:28:33] Voice 2: for the ltc project down to eighteen thousand dollars where is it eighteen five eighteen five

[1:28:38] Voice 2: eighteen thousand five hundred so they each gave me their blessing so and i didn't want to surprise

[1:28:44] Voice 2: them so here it is um and that means the other projects are untouched denman island gambier

[1:28:51] Voice 2: Island, Hornby Island, and Salt Spring Island's Ganges plan remain untouched. So it's only two

[1:28:59] Voice 2: projects. So there's a lot of staff report there, a request for decision explaining all that,

[1:29:04] Voice 2: but that's it in a nutshell. You have a recommendation to approve these such that

[1:29:08] Voice 2: they go back tomorrow, to which now Trustee Patrick will be your representative on the

[1:29:16] Voice 2: financial planning committee and it'll go to the financial planning committee tomorrow it'll go to

[1:29:21] Voice 2: the exec committee shortly thereafter and then it'll make its way over to the march trust council

[1:29:25] Voice 2: if you approve it and the whole point here was to meet the the funding cap imposed by the financial

[1:29:32] Voice 2: planning committee and i've got more detail if you want to talk about it but that's it i do itemize

[1:29:38] Voice 2: where these savings come from and of course i do pres you can choose alternatives to make

[1:29:45] Voice 2: different recommendations as you choose fit but there's we're gonna leave it at

[1:29:50] Voice 2: that and I'll happily answer any questions and as I said the business

[1:29:53] Voice 2: cases are attached and you'll find the same business cases are attached already

[1:29:58] Voice 2: to the financial planning

[1:30:00] Voice 2: committee, just because the nature of agendas had to be created and what have you. So Madam Chair,

[1:30:04] Voice 2: I'm happy to answer any questions or to give more details as needed.

[1:30:08] Voice 5: All right. Thank you, Director Cermak. I'll just make one correction. You said we get to make

[1:30:12] Voice 5: this decision. I think we're making recommendations.

[1:30:16] Voice 5: My apologies.

[1:30:17] Voice 5: That's all right. Just wanted to catch that one. And I see Trustee Graham's hand raised. Trustee

[1:30:24] Voice 5: Graham?

[1:30:26] Voice 11: Thank you. Thank you, Chair. Can you hear me?

[1:30:30] Voice 11: yes good i just wanted the uh committee members to know that the the denman local trust committee has

[1:30:35] Voice 11: not met our first meeting is scheduled the first week in february so our apologies for not even

[1:30:41] Voice 11: attempting to reduce that budget but we haven't had an opportunity to so i'll just leave it at

[1:30:46] Voice 11: there thank you no

[1:30:48] Voice 5: thank you this is the it is a kind of a a difficult thing and i think this

[1:30:53] Voice 5: is the work and important work of this committee as to how to do this in the future um as as we

[1:30:59] Voice 5: we see it. I do see Russ Hatzenpiller's hand has been raised. So before, I'll wait. So

[1:31:09] Voice 5: okay, I'll let Trustee Boland go next.

[1:31:15] Voice 10: So Aaron has his hand raised, in fact, and was before Trustee Graham. Okay.

[1:31:22] Voice 10: Thank

[1:31:22] Voice 5: you very much.

[1:31:23] Voice 10: But I do want

[1:31:23] Voice 5: to speak after

[1:31:23] Voice 10: that. No problem.

[1:31:24] Voice 10: I

[1:31:25] Voice 5: didn't have his on the screen. So, Trustee Aaron.

[1:31:29] Voice 5: No.

[1:31:30] Voice 13: Trustee Aaron.

[1:31:31] Voice 13: um

[1:31:32] Voice 14: trustee can everybody

[1:31:33] Voice 13: hear me yes i'm using some remote uh earbuds today um i i guess i think

[1:31:41] Voice 13: my question might have been answered just in that um uh there was a budget that went to financial

[1:31:48] Voice 13: planning financial planning came back and said it's got to be cut down to 250 000 um and and i

[1:31:57] Voice 13: I think, Chair Patrick, you might have just answered that we're asking, we're basically reformatting our ask and sending that back to financial planning to see whether they'll approve it or not.

[1:32:13] Voice 13: I'm just trying to understand how this all works.

[1:32:16] Voice 5: Yes, I think what, so the process, the draft budget, the original projects were in excess of $400,000 for their requests.

[1:32:26] Voice 5: Midwest's financial planning committee had reduced that to $250,000, which is what the

[1:32:31] Voice 5: trust council saw in the December meeting was the $250,000 number. I think financial planning

[1:32:38] Voice 5: committee also requested that the regional planning committee take a look at those projects

[1:32:43] Voice 5: and do some of that work to agree on where that $250,000 should be divvied out. So that's where

[1:32:54] Voice 5: we are in the conversation now is what recommendations do we have and um director

[1:33:00] Voice 5: cermak just said you know gave us an update on what local trust committees have already done to

[1:33:04] Voice 5: to do some of that trimming in advance of our conversation if i summarize that correctly

[1:33:11] Voice 5: um i see uh trustee boland yeah okay

[1:33:16] Voice 10: um thanks laura i think this is a great effort by everybody

[1:33:20] Voice 10: the initial proposal at financial planning, and then the response from the different LTCs.

[1:33:30] Voice 10: The one thing I was just going to ask Stefan maybe to speak to is the fact that all of these

[1:33:35] Voice 10: proposals come with staff hours associated. And in fact, the initial proposal pointed out that

[1:33:42] Voice 10: there weren't enough staff hours to fulfil the scope. But I'd like to know now, Stefan,

[1:33:49] Voice 10: and what the situation is and perhaps you could also it's just for clarity so that people really

[1:33:55] Voice 10: understand that there are resources available as well as this money and the second thing is that

[1:34:02] Voice 10: there is that local trust committee budget and I think at the first FPC you spoke of how that

[1:34:09] Voice 10: could also be used to advantage to support some of the things that needed to be done in these

[1:34:16] Voice 10: these projects. Thanks, Stefan.

[1:34:20] Voice 5: So who would, Director Cermak, did you want to respond to the

[1:34:25] Voice 5: resources question?

[1:34:26] Voice 2: I can answer the first question. I'll need clarification on the

[1:34:29] Voice 2: second. Trustee Boland, you're asking how does this square with

[1:34:36] Voice 2: the staff resources sort of report I wrote to trust council

[1:34:41] Voice 2: outlining that we were at a deficit of a few hundred staff

[1:34:44] Voice 2: hours in relation to the projects.

[1:34:47] Voice 2: And it's a great question. I haven't actually rectified the two differences. We haven't

[1:34:51] Voice 2: talked about it, but you may recall that in that report, I discussed that sort of the extra

[1:34:58] Voice 2: contracts requires extra work and the trimming of these two budget items could significantly

[1:35:04] Voice 2: trim staff hours. So I think by and large, I think the most savings would come again from

[1:35:10] Voice 2: from Salt Springs trimming of the $100,000,

[1:35:13] Voice 2: well, a lot of money from their project.

[1:35:16] Voice 2: So I haven't changed those forecasts.

[1:35:18] Voice 2: I'm sorry, you're right.

[1:35:19] Voice 2: It's a new process to forecast staff hours

[1:35:22] Voice 2: and it's more of an art than a science at this stage.

[1:35:24] Voice 2: But I am confident with the work program

[1:35:27] Voice 2: you see up here for LTCs, these various LTCs.

[1:35:31] Voice 2: And there's a few ongoing projects

[1:35:32] Voice 2: that should conclude by this March

[1:35:35] Voice 2: that we have the staff resources to do so.

[1:35:38] Voice 2: and otherwise I'd be putting up red flags and alarms and stuff like that.

[1:35:43] Voice 2: So I think you can feel quite confident that we have the staff resources

[1:35:47] Voice 2: and we'll keep you posted as we go along how we meet that.

[1:35:50] Voice 2: And I think a lot of that's due to, is we're getting back to fully staffed.

[1:35:55] Voice 2: We're getting very close.

[1:35:58] Voice 2: And the second question I honestly totally didn't catch.

[1:36:02] Voice 2: So maybe you can repeat it,

[1:36:03] Voice 10: it'd be great.

[1:36:04] Voice 10: Sure, it was just that I think at the Financial Planning Committee

[1:36:07] Voice 10: You suggested that the local trust committee budget, which is for the less than 5,000, that that was a resource that could also be drawn on to supplement some of the meetings that were needed.

[1:36:23] Voice 10: But it's a detail. Let's leave it at that for the moment. And thanks, Stefan, for your input.

[1:36:29] Voice 2: My pleasure. Thank you.

[1:36:30] Voice 5: All right. So Hudson Pillar, did you want to step in now?

[1:36:34] Voice 5: or i

[1:36:35] Voice 1: i would if you're okay with it uh chair patrick and i'd ask for just a degree of informality

[1:36:42] Voice 1: for a couple of minutes as i try and just do a provide a bit of context please okay so thanks

[1:36:50] Voice 1: for this this is you know the report you're staring at now i completely appreciate that you

[1:36:55] Voice 1: are sitting for the first time as a regional planning committee and you know grappling with

[1:37:01] Voice 1: with making some decisions. This report or one like it that will come next year and the year

[1:37:09] Voice 1: after and the year after is going to be a primary role, I think, for Regional Planning Committee

[1:37:15] Voice 1: because Trust Council can't make a land use planning decision together. It's going to be

[1:37:21] Voice 1: very challenging for 26 people to go, this local area planning project needs to go ahead, but this

[1:37:29] Voice 1: one could go two years later. Regional Planning Committee is going to end up getting all of these

[1:37:36] Voice 1: reports and really making a recommendation to move forward with these three or those two or these

[1:37:44] Voice 1: six. That is just an absolutely required element moving forward. And the key reason is this.

[1:37:54] Voice 1: Yes. If you look at the governance report, Appendix A, it identifies 20 official community

[1:38:00] Voice 1: plans that are in existence, and that they're not all, that we need to gradually amend those

[1:38:07] Voice 1: to modernize them to the degree you want. Well, we can't do all those, nor do we have the resources

[1:38:13] Voice 1: to do them in one fell swoop. So as the Governance Committee grapples with that huge question,

[1:38:20] Voice 1: you're going to be informing it by looking at what land use planning projects should we undertake

[1:38:26] Voice 1: and having those debates here at this table and formulating a recommendation that you're

[1:38:32] Voice 1: taking to trust council that your chair will then need to stand up and go we've talked about this

[1:38:39] Voice 1: this is what it looks like this is what we think we can afford or need to do

[1:38:46] Voice 1: pick an island this one's 20 years out of date we really need to advance it so right now I

[1:38:51] Voice 1: totally appreciate you're not getting all that information these are business cases that were

[1:38:54] Voice 1: developed previously but this moment right here is just I just want to illustrate this is going

[1:38:59] Voice 1: to be a really important piece because you will be the informed recommenders whereas there's

[1:39:05] Voice 1: nowhere else in the organization that that really exists FPC will just look at the numbers

[1:39:10] Voice 1: they don't have the ability to go through and go this one should go and that one shouldn't

[1:39:14] Voice 1: but regional planning committee will have the insight to say you know what the gabriola ocp

[1:39:20] Voice 1: it's been it's been years in the making now is the time to do it um so anyway i just want to

[1:39:26] Voice 1: provide that overall context i'll be having the same conversations at governance committee

[1:39:30] Voice 1: at trust programs committee this is where the recommendation comes forward and then at trust

[1:39:36] Voice 1: council itself it's the bigger questions that um informed by your recommendations that will really

[1:39:42] Voice 1: move us along efficiently. Thank you very much for that two or three minutes. Hopefully that's

[1:39:46] Voice 1: helpful.

[1:39:48] Voice 5: Thank you. Thank you, Russ. Yeah, so I think what the decisions we're making today

[1:39:55] Voice 5: is the circumstances we're in, and I'm hoping that this committee as we go forward really looks at

[1:40:00] Voice 5: some of those recommendations in the annex of the governance report about how and the criteria that

[1:40:06] Voice 5: needs to be looked at of choosing what is a priority over another more process related

[1:40:12] Voice 5: questions rather than individual project work but trustee elliott thank

[1:40:20] Voice 4: you chair um i just wanted

[1:40:22] Voice 4: to say as as a member of the fpc um as we had to make those hard decisions i want to go on record

[1:40:30] Voice 4: saying that I don't think we should ever attempt to cap in such a broad way without the background

[1:40:40] Voice 4: that we needed to do it these business cases the way that we did. I think that was a one-off

[1:40:50] Voice 4: that had to be done because we were facing a budget that was considerably over what

[1:40:56] Voice 4: that we were prepared to release to the public.

[1:41:01] Voice 4: But land use planning is the work of the trust.

[1:41:05] Voice 4: These are the tools that we have.

[1:41:06] Voice 4: And updating our official community plans is a priority.

[1:41:10] Voice 4: And I don't think we should just, I think we should do our best to make sure that the business cases are really strong

[1:41:18] Voice 4: and that we support them and the FPC can have confidence in saying, yes, we're going to budget the money accordingly.

[1:41:26] Voice 4: so I just hope we're not in that position again.

[1:41:30] Voice 5: Thank you. I'll look to the committee. A straw

[1:41:33] Voice 5: pole. Who wants to be in this position again next time? Okay. Look at the hands whipping up there.

[1:41:39] Voice 5: No. So that's good to see that I think that's the work of this committee is to make sure we're not

[1:41:44] Voice 5: in this position again in the future. So thank you. Okay. I don't know how we want to deal with

[1:41:53] Voice 5: this conversation that we have here before us i mean generally what's presented as i understand

[1:42:00] Voice 5: it is meeting the tests that we've been put to which is the 250 000 um i understand that denman

[1:42:09] Voice 5: island has not had a chance to speak but this is still a draft budget the final decisions are made

[1:42:14] Voice 5: in march at the march trust council meeting um are there any other comments that need to be

[1:42:23] Voice 5: made is this a hold our nose and say this is what we're going to do for now or are there other

[1:42:30] Voice 5: changes that need to be made trustee elliott sure i

[1:42:37] Voice 4: just have a question and well for you as

[1:42:41] Voice 4: as the trustee from salt spring island um what are the effects of um cutting out the technical

[1:42:51] Voice 4: analysis for your OCP, if you can just share a little bit so that I can better understand the

[1:43:01] Voice 4: consulting, sorry, I'm just looking it up now, the technical analysis with universities and

[1:43:06] Voice 4: agencies for $100,000.

[1:43:11] Voice 5: I can tell you that my note and my PDF next to that item is removing

[1:43:17] Voice 5: Moving technical analysis made me sick.

[1:43:20] Voice 5: I'm just a personal person here.

[1:43:23] Voice 5: I think as we're saying right now that how we are making decisions is challenging.

[1:43:29] Voice 5: When we look at OCPs, there's processes involved in OCPs,

[1:43:34] Voice 5: and technical information and data is critical to how we make those decisions.

[1:43:38] Voice 5: And that looking at our OCPs, some minor amendments, maybe a one-year project,

[1:43:44] Voice 5: a more in-depth review is definitely not going to occur over one budget cycle it's going to need

[1:43:50] Voice 5: more more years so we need different ways of how we look at ocps and you know and i think that's

[1:43:56] Voice 5: the work again of this committee is what's the process in which we look at that what kind of

[1:44:02] Voice 5: data you know is you know something that we should be collecting or looking at that's that's

[1:44:06] Voice 5: the same and the process could be similar on our various islands it's the outcome that is changed

[1:44:12] Voice 5: when we when we when we look at the ocp so you know at now uh you know even salt spring we have

[1:44:19] Voice 5: only had one meeting with you know a thousand items on the agenda we haven't had the in-depth

[1:44:27] Voice 5: conversations ourselves yet on strategic planning so there could be changes between now and march

[1:44:32] Voice 5: as well coming from salt spring as we you know dig deeper into this so but now it was a vote

[1:44:39] Voice 5: which I respect.

[1:44:40] Voice 4: I just think my question perhaps is for Director Cermak. So

[1:44:46] Voice 4: when these business cases are being put together, and I realize this was before your

[1:44:50] Voice 4: time here, the business case for Gabriela did not have an analysis, and yet we were slated

[1:44:59] Voice 4: for a comprehensive OCP and LUB review as well. So was a $60,000 business case realistic

[1:45:08] Voice 4: realistic, it was the first question, why would it not have had a technical analysis? I know it's

[1:45:17] Voice 4: not as complicated as Salt Springs, but I guess just looking towards synergizing processes and

[1:45:26] Voice 4: having them, are we going to be looking at that? Like how, how OCP reviews are done is going to be

[1:45:32] Voice 4: a big part of the work. And so I was just, I was more asking what was that technical analysis going

[1:45:38] Voice 4: going to be about? How is that going to cost Salt Spring? And are we going to be wanting to do that

[1:45:44] Voice 4: for all of the OCP and LEB reviews?

[1:45:49] Voice 11: Can I speak to that,

[1:45:50] Voice 11: Madam Chair? Yes.

[1:45:51] Voice 2: Thanks. Okay. So I can't

[1:45:54] Voice 2: directly answer your question. One, what was to be in the technical analysis for Salt Spring? I'm

[1:45:59] Voice 2: not sure Salt Spring knew, but I think they were tart. I was kind of a placeholder for many things

[1:46:03] Voice 2: it needs to do. And again, I can't speak for Gabriola what they have and have not done and

[1:46:08] Voice 2: and what technical analysis they were planning however i do know that gabriel has been going

[1:46:13] Voice 2: through quite a long process of ocp review and it's taken a few different turns uh as they go

[1:46:19] Voice 2: and i am very familiar with salt springs process and the fact of how they're sort of

[1:46:23] Voice 2: bringing together various projects and harmonizing it into one project as proposed there

[1:46:28] Voice 2: but i really am excited and i hope this group uh hears what you say trustee elliott in terms

[1:46:34] Voice 2: of process and i know trustee patrick loves process i don't i don't have to speak for her

[1:46:39] Voice 2: and and that is we actually know a lot of information about our islands we have an

[1:46:45] Voice 2: extraordinary amount of information that we could share with you about

[1:46:48] Voice 2: how much land is used for what and build out scenarios and things that achieve the

[1:46:55] Voice 2: you know the strategic priorities and what have you and a lot of that information could be done

[1:47:00] Voice 2: de facto about we would like to build a standard process for ocp review based on the information

[1:47:07] Voice 2: we have and then you look at the gaps analysis of what do you need to know and and i think that's

[1:47:12] Voice 2: where trustee patrick and the ssltc was looking as there they know that there's a lot of information

[1:47:16] Voice 2: they need to know just one example in ganges you know was flooded due to you know the the king

[1:47:21] Voice 2: tides and what do we do about that where's the hazard areas where do we build back to so on and

[1:47:26] Voice 2: so forth. And I think that's up to each individual LTC to identify the gaps. But what I think this

[1:47:32] Voice 2: group could do, if you so choose to do it, is to establish a baseline process to assemble all the

[1:47:44] Voice 2: information we have and access to and present it as a baseline survey for OCP reviews. And it's

[1:47:52] Voice 2: standard Planning 101 process, but I haven't seen it sort of captured anywhere in such a policy or

[1:48:01] Voice 2: procedure. And I think that's a really good place to start because I think most of you would be

[1:48:06] Voice 2: quite surprised at the amount of information we could put together as staff if we had the time to

[1:48:10] Voice 2: put it together and present it to yourselves in the community. And then from that, you could ask

[1:48:16] Voice 2: more questions about information. We don't necessarily have to spend a lot of money on

[1:48:19] Voice 2: technical analysis staff could do that time could do that internally and then there's a threshold

[1:48:25] Voice 2: each trustee or each ltc has to ask themselves do i have enough information to make a decision

[1:48:31] Voice 2: do i need more and that will haunt you because you know some of you will always want more

[1:48:37] Voice 2: information and some of you will feel comfortable making decisions with what you have and that

[1:48:41] Voice 2: technical analysis is right in the middle there of what do you need to know to make a decision

[1:48:45] Voice 2: And I suspect when we present you with all the information each LTC has, and when you go to the community, they'll tell you what their priorities are.

[1:48:55] Voice 2: I'm sure housing, climate change, sea level rise, those types of things.

[1:48:59] Voice 2: And then you will look to staff, what do we know about those particular items?

[1:49:02] Voice 2: Do we need to know more?

[1:49:03] Voice 2: And then you will direct those resources to be applied.

[1:49:06] Voice 2: slide and so I can't answer you what the technical analysis should be but I can tell you that

[1:49:11] Voice 2: I hope this group would come together and sort of you know create a checklist so to speak of

[1:49:18] Voice 2: the information we know and can present at time of OCP review it'd be cumbersome but I can tell

[1:49:22] Voice 2: you internally I've been very excited working with staff to start working in that direction already

[1:49:27] Voice 2: and that is standardizing process not just what an OCP looks like but how we go about creating it

[1:49:34] Voice 2: and the baseline information we have.

[1:49:35] Voice 2: So a bit of a long-winded answer, but there you go.

[1:49:41] Voice 7: Go ahead, Castelia.

[1:49:42] Voice 4: Thanks.

[1:49:43] Voice 4: That is helpful because I think if we look at the trend

[1:49:48] Voice 4: of what we need to do broadly in the next four years,

[1:49:52] Voice 4: it is figure out a process and get as many OCPs online

[1:49:58] Voice 4: and updated as possible.

[1:50:01] Voice 4: I wonder if it would be helpful to plan a little webinar, just as an orientation, because so many of us trustees are new. Could you maybe put together something that could be, here's what we've learned about OCP reviews, here's where we're at, and here's where we're going, because I don't understand where technical analysis fits in.

[1:50:30] Voice 4: So as I contemplate as a trustee going in front of the community and saying, this is what we're preparing for in the next, you know, we're preparing this year for an OCP review next year.

[1:50:45] Voice 4: This is the piece of public engagement. Here's the piece that we're going to need a contractor for analysis, or here's what the Islands Trust can do in-house.

[1:50:52] Voice 4: I need to be able to communicate that so that the expectations are well understood, where the public can engage, where we're going to be given information and just sort of the framing of the whole thing.

[1:51:05] Voice 4: So I don't know if that could be prepared as sort of an orientation, but I'd be really interested in that.

[1:51:12] Voice 4: I

[1:51:12] Voice 5: think I was going to say, I think what you're asking are as a good example of the, you know, that we're going to need information to make decisions, but we should perhaps take the either the February meeting or May meeting, when we dive into looking at like Annex 1, what do we know?

[1:51:32] Voice 5: What do we don't know?

[1:51:32] Voice 5: what do we need more information from staff so that we can you know give them a you know is this

[1:51:38] Voice 5: the most important thing we want to know um or are there other items that we may want to request so

[1:51:43] Voice 5: that we can not overburden staff with you know make sure we ask of the the highest generally

[1:51:49] Voice 16: in

[1:51:49] Voice 5: most interest but we have somebody's mic on um but if if other members are interested if this is

[1:52:00] Voice 5: the item that everybody wants to know about we could formulate that into a request of staff now

[1:52:05] Voice 5: or wait till we have a better understanding of all the requests of staff we may have

[1:52:10] Voice 7: coming up so maybe we'll let's continue this conversation on

[1:52:17] Voice 5: this item of this budget item

[1:52:20] Voice 5: at this moment but any other input on these budgets or does someone prepared to make the

[1:52:30] Voice 5: motion that is uh here on page 46.

[1:52:34] Voice 7: all right i'll make a motion all right go ahead trustee allen

[1:52:45] Voice 5: it's

[1:52:47] Voice 8: not to read it all

[1:52:48] Voice 5: it's a long one yeah

[1:52:51] Voice 8: okay i'll try and be quick i move that the

[1:52:53] Voice 8: trust council approved specific local trust committee project oh okay blah blah blah okay

[1:53:01] Voice 8: what happened

[1:53:02] Voice 2: there so

[1:53:03] Voice 8: i got to my own computer so sorry

[1:53:05] Voice 2: that's all

[1:53:06] Voice 2: good let's we'll

[1:53:07] Voice 8: try it again

[1:53:08] Voice 8: all the above and below oops there we here we go there you go uh requests for 2023-24 as follows

[1:53:20] Voice 8: a 18,000 denman island local trustee committee housing review b 18,500 gabriella island ltc

[1:53:28] Voice 8: official community plan and land use bylaw review c 16,000 gambler island ltc official community plan

[1:53:35] Voice 8: and land use by-law review, D, 15,000 Hornby Island LTC official community plan review,

[1:53:41] Voice 8: E, 86,500 Salisbury Island LTC official community plan review, Ganges, blah, blah, blah, village,

[1:53:48] Voice 8: F, 131,500 Salisbury Island LTC official community plan and land use by-law review.

[1:53:56] Voice 7: All right. Is there a second to that motion? Seconded by Trustee Elliott. Any discussion?

[1:54:07] Voice 7: discussion no one wishes to discuss on this motion all right then I'll call the vote all those in

[1:54:21] Voice 7: favor raise your electronic hand oh I see trustee Boland raising her both okay take your hands down

[1:54:35] Voice 7: all

[1:54:37] Voice 5: any opposed raise your electronic hand and I'm sorry trustee Aaron I'm like oh trustee Campbell

[1:54:45] Voice 5: sorry trustee aaron that's going to stick with me now for how long i i do have the attendees

[1:54:51] Voice 5: list back up it bounces off every time the screen changes all right so that carries um i guess i'll

[1:54:59] Voice 5: look to my fellow members here and i assume when this item comes up to the financial planning

[1:55:05] Voice 5: committee meeting tomorrow i'll say that uh you know i think i think i think that committee as i

[1:55:11] Voice 5: did watch their first meeting knew that they never wanted to see the process that they were faced

[1:55:16] Voice 5: with again as well so i think there's a lot of strong appetite that we can agree that the this

[1:55:22] Voice 5: is not the process that we want to be seeing next year that there is a more structured system to

[1:55:30] Voice 5: making the decisions that uh that on this element of planning projects if i could be so bold to say

[1:55:40] Voice 5: okay uh with that sorry looking at the um so the next item is item 10.2 which is the

[1:55:51] Voice 5: project funding uh rfd it's on page 78 of the agenda package and i'll look to uh trustee

[1:55:59] Voice 5: again to give the report i

[1:56:04] Voice 2: i'm trustee sir mac again oh

[1:56:06] Voice 5: sorry that's

[1:56:08] Voice 2: great okay you're gonna

[1:56:10] Voice 5: to be stuck with that

[1:56:11] Voice 2: that's okay um yeah that's i love it uh so thank you madam chair so this

[1:56:16] Voice 2: report was uh largely drafted by uh planner chadwick uh with uh really supporting the the

[1:56:22] Voice 2: hard work of freshwater specialist uh william shulbaugh uh some amazing work um i did change

[1:56:28] Voice 2: the the recommendation on it uh and i i spoke to well at least the planner she was here to speak

[1:56:34] Voice 2: to it. So I'm going to present it for now but I note that both Mr. Shulba and Ms. Chadwick are

[1:56:41] Voice 2: online available to answer specific questions. So I'm going to do the overall briefing and then I

[1:56:46] Voice 2: may defer to them for specifics. And so what you have here is again the Regional Planning Committee

[1:56:54] Voice 2: passed a resolution asking for a hundred thousand placeholder to be put on the budget

[1:56:58] Voice 2: it and the financial planning committee said half fifty thousand so that you know and then

[1:57:06] Voice 2: so that came back here and you'll note that staff's number one first recommendation is to

[1:57:12] Voice 2: keep that placeholder although i've had a pretty good wrist slap from our our director of

[1:57:18] Voice 2: administrative services who says don't make placeholders make sure you have a budget item

[1:57:23] Voice 2: and not just a nothing item. Coincidentally, it wasn't intended to be so magic that the $50,000

[1:57:32] Voice 2: business case you have attached to this equals that $50,000 that the financial planning committee

[1:57:36] Voice 2: did, but it just worked out that way. Staff worked on this business case, which I alluded to

[1:57:42] Voice 2: earlier in our first meeting at Trust Council. This business case is to support implementation

[1:57:48] Voice 2: implementation of the fresh water sustainability strategy and I will have to defer to uh to the

[1:57:55] Voice 2: team that's here for it but I'd like to present my perspective on that is that this has been a

[1:58:02] Voice 2: large project a lot of resources put into it and has affected all the local trust committees

[1:58:07] Voice 2: and they're aside from how I mean everybody agrees that water is a scarcity that needed

[1:58:13] Voice 2: further investigation and this is the work of trust council agreed to creating this position

[1:58:20] Voice 2: the freshwater specialist and now here we are with the work that he has done and it's honestly

[1:58:25] Voice 2: I think a brilliant piece of work my humble opinion and what it does now it needs implementation

[1:58:31] Voice 2: and it's a big implementation implementation plan it could take up to 10 years to to achieve all

[1:58:37] Voice 2: the different action plans within that strategy and that freshwater sustainability strategy was

[1:58:43] Voice 2: largely the work of this committee supporting the various aspects of the project of groundwater

[1:58:48] Voice 2: investigation the science monitoring and so on and so forth and this is your first chance now to

[1:58:55] Voice 2: not let that gather dust but in fact implement it and of course the first strategy to implementation

[1:59:01] Voice 2: is to tell everybody that the strategy exists,

[1:59:04] Voice 2: assemble the information in an easy-to-read-and-digest way,

[1:59:08] Voice 2: and so then be able to present that to your communities,

[1:59:11] Voice 2: to the elected officials, to the LTCs,

[1:59:13] Voice 2: and then we can start to develop further implementation programs

[1:59:16] Voice 2: per LTC and per the program writ large.

[1:59:20] Voice 2: And so what you have here is that proposal.

[1:59:23] Voice 2: And now, developing some communication materials,

[1:59:27] Voice 2: materials, the budget itself, $25,000 of it in your appendix is easy to understand.

[1:59:33] Voice 2: Staff or myself had a harder time understanding the specifics of creating the web page or

[1:59:38] Voice 2: a portal and I found the language a bit challenging and it was hard and of course Christmas holidays

[1:59:42] Voice 2: and so on and so forth and it's a challenging time to work.

[1:59:45] Voice 2: So what I've done is I've recommended that the RPC request to keep the $50,000 placeholder,

[1:59:52] Voice 2: but they also request that staff report back on the business case with further information about

[2:00:00] Voice 2: that web portal and item. So you can see that in the recommendation. And I would hope that we can

[2:00:07] Voice 2: maybe turn around and get that information to you for your February 1st meeting. So that's one agenda

[2:00:11] Voice 2: item. So that finance is happy that there's an item to slot into that $50,000 and not a blank

[2:00:18] Voice 2: placeholder. So I think that's an important point of discussion. I will remind, or maybe you're not

[2:00:23] Voice 2: aware of how this works, but if you've got a $50,000 budget, there is ability to amend that

[2:00:28] Voice 2: budget throughout the year. So we can talk about that more if you'd like. But equally important is

[2:00:36] Voice 2: another business case attached to this, and that is the $18,000 for the freshwater co-op student.

[2:00:42] Voice 2: And honestly, I wasn't even going to bring that back because I thought it was kind of,

[2:00:46] Voice 2: of course everybody wants it, but that was the previous regional planning committee. This is a

[2:00:51] Voice 2: new regional planning committee, so it behooves me to share it with you. That co-op student would

[2:00:56] Voice 2: be instrumental in helping our freshwater specialist who is just swamped in work

[2:01:00] Voice 2: everybody asks everything of him and he he tries to meet that demand as much as possible

[2:01:05] Voice 2: and it's a small the eighteen thousand dollar co-op suit is a very small price to to pay in

[2:01:11] Voice 2: order to get the type of help he's looking to get and that is helping uh develop primarily

[2:01:16] Voice 2: uh a freshwater atlas whereby it provides really complex information into an easy digest format

[2:01:24] Voice 2: format which you can share with the individual LTCs. So that's probably a really terrible way

[2:01:29] Voice 2: for me to present the information because it's all there in my head and I'm spitting it out and

[2:01:33] Voice 2: not following the report. But that's my summary of what's before you is to make a decision to approve

[2:01:40] Voice 2: $50,000 as a placeholder, to ask staff to come back with more information on the

[2:01:45] Voice 2: the $50,000 freshwater strategic plan implementation,

[2:01:52] Voice 2: as well as request approval of the $18,000 co-op student.

[2:01:59] Voice 2: That felt muddy, but I'm happy to answer questions.

[2:02:03] Voice 2: And I see Mr. Shulva and Ms. Chadwick online

[2:02:07] Voice 2: to help answer any questions.

[2:02:08] Voice 2: Welcome back, Riley.

[2:02:10] Voice 5: All right, just if I may, because was I the only,

[2:02:14] Voice 5: Trustee Allen, were you on the Regional Planning Committee last term?

[2:02:17] Voice 8: No, I was not.

[2:02:18] Voice 5: No. So am I the only one?

[2:02:21] Voice 5: I just thought just the context of why we pulled 100,000 out of the air.

[2:02:27] Voice 5: Historically, the committees were given $25,000 a year budget to work on their activities.

[2:02:35] Voice 5: uh the regional planning committee at the end of its term with this annex one from the governance

[2:02:41] Voice 5: report uh which was basically work that pertained here to our committee felt that we should have a

[2:02:50] Voice 5: substantial number to allow the committee to do you know some whatever it needed to do or have

[2:02:56] Voice 5: access to resources to be able to do anything it wanted to in relation to annex one so that's why

[2:03:03] Voice 5: it picked sort of a bold number was to basically resource the committee to do some some work and

[2:03:10] Voice 5: that's that's why we had it so that's now been reduced to 50,000 from the first rounds of

[2:03:15] Voice 5: the review trustee allen your hands up

[2:03:19] Voice 8: yes thank you chair um yeah i don't know the issues of the

[2:03:24] Voice 8: portal but i do have issues i don't know of how many other trustees and their community members

[2:03:28] Voice 8: but the Islands Trust website is really not user-friendly.

[2:03:33] Voice 8: It's extremely frustrating finding anything.

[2:03:36] Voice 8: It's not intuitive, and I don't know if I'm the only one here,

[2:03:41] Voice 8: but I've been going on about it last term, and I have so many people.

[2:03:44] Voice 8: I end up having to – I spend a lot of time helping members find things

[2:03:48] Voice 8: on the website all the time, way more than the previous website design.

[2:03:53] Voice 8: So I'm just wondering, well, does other people have issues with it,

[2:03:58] Voice 8: it or and whether you know just this particular part of the website i think maybe we should be

[2:04:03] Voice 8: looking at the entire website again that's all thank you all

[2:04:09] Voice 5: right trustee allen anyone else

[2:04:11] Voice 5: want to uh weigh in or have questions on miss trustee boland um

[2:04:20] Voice 10: hello thank you um i have a

[2:04:23] Voice 10: problem with this um i think you're right we spend a lot of money on groundwater sustainability

[2:04:31] Voice 10: sustainability. And some of it was funded initially by grants. And if we add in, you know,

[2:04:39] Voice 10: staff costs, etc, etc. And salaries, it's we've spent an enormous amount of money. It's very,

[2:04:45] Voice 10: very important. Water is an issue. But I don't think I don't think that this is an appropriate

[2:04:53] Voice 10: appropriate spend um in the current financial situation um i don't think we should be either

[2:05:03] Voice 10: spending the um portal or we should be spending on the co-op student in fact in the co-op student

[2:05:11] Voice 10: um there are a lot of the freshwater specialist staff hours required to support that co-op student

[2:05:19] Voice 10: student and um indeed if you know staff resources are squeezed this would be an opportunity and

[2:05:28] Voice 10: the same goes for the development of the portal i also question whether you know there are

[2:05:35] Voice 10: a lot of websites you know in the different regional districts and at the provincial level

[2:05:41] Voice 10: um where there is very good information presented about um groundwater indeed we've spent a lot of

[2:05:51] Voice 10: money on reports which haven't really um let's say they're not embedded in the communities

[2:05:57] Voice 10: uh so i think there are a lot of opportunities before we build a portal and before we spend

[2:06:03] Voice 10: money on a student to reuse and examine.

[2:06:09] Voice 10: You know, I take, for example, the Salt Spring Island Water Alliance have quite a good portal

[2:06:15] Voice 10: with quite a lot of information, some of which the Islands Trust funded.

[2:06:20] Voice 10: And perhaps we could promote that more throughout the trust area.

[2:06:26] Voice 10: So I think I just don't feel this is an appropriate time to spend this kind of money on a communications portal and a co-op student.

[2:06:39] Voice 10: I think we're, you know, effectively in a recession and that people would question this, including me.

[2:06:49] Voice 10: Thank you.

[2:06:51] Voice 7: Thank you. Trustee Graham.

[2:06:53] Voice 7: Thank

[2:06:57] Voice 11: you, Chair. Just a couple of brief comments. My initial look at the new improved website, I echo Trustee Allen's concerns, but the more I use it, the more I get a little more comfortable with it.

[2:07:13] Voice 11: But I did go to the freshwater sustainability strategy page, and there was an enormous amount of data there.

[2:07:20] Voice 11: Some I understood and some I didn't.

[2:07:22] Voice 11: But I think from a technical perspective, the staff obviously have a better understanding of that, and certainly the freshwater specialist understands it in depth.

[2:07:32] Voice 11: Yeah. One of the business case reasons for the rollout, the communications, is to help islanders understand the importance of water and to help them conserve that.

[2:07:47] Voice 11: And I kind of felt that that was an inappropriate statement.

[2:07:51] Voice 11: In my estimation, those of us that live on the islands, we have the deepest appreciation for water.

[2:07:57] Voice 11: we have the the an intimate uh relationship with our individual wells and and where it goes where

[2:08:03] Voice 11: it comes and we're the first to tell our visitors from the city just you've got to turn the tap off

[2:08:08] Voice 11: when you're brushing your teeth etc so i didn't really feel that that was that was a warranted

[2:08:13] Voice 11: statement um and so the information is there it's an amazing amount of information i commend

[2:08:18] Voice 11: the team for putting it all together uh it it's not going to hurt if the communication portal

[2:08:24] Voice 11: doesn't exist this year.

[2:08:26] Voice 11: The information is accessible to those that use it

[2:08:29] Voice 11: on a technical basis.

[2:08:31] Voice 11: I believe Islanders have a deeper appreciation for water

[2:08:34] Voice 11: than what was given credit for.

[2:08:36] Voice 11: And I echo Trustee Boland's concerns about the money.

[2:08:41] Voice 11: I wish we had a big pot of money,

[2:08:43] Voice 11: but the burden of funding the trust

[2:08:48] Voice 11: and all the work that we do falls on a limited number

[2:08:51] Voice 11: of pocketbooks and those pocketbooks

[2:08:54] Voice 11: are being squeezed every time they turn around those are my comments thank you thank

[2:08:59] Voice 5: you trustee

[2:09:00] Voice 5: graham if i could ask a question of staff um i know the province is looking at potentially

[2:09:10] Voice 5: refunding some of the the fresh water or you know making funding available for fresh water

[2:09:15] Voice 5: work in the province but i know never enough funding would there need to be money spent to

[2:09:24] Voice 5: to make a kind of a shovel-ready grant request if a fund became available?

[2:09:31] Voice 5: Would work need to be done to prepare an application?

[2:09:35] Voice 5: Would you need money to do that?

[2:09:41] Voice 2: I'm going

[2:09:42] Voice 2: to take a brief stab at that, Madam Chair,

[2:09:44] Voice 2: and then I'm going to refer to probably Planner Chadwick,

[2:09:46] Voice 2: who is the most well-versed at getting funding from outside organizations.

[2:09:51] Voice 2: My immediate answer is yes.

[2:09:53] Voice 2: As you know, when opportunities arise, they're there for like a week or two,

[2:10:01] Voice 2: and it's gone in a blink and we forever seem unprepared. So that's my take, but I'll turn

[2:10:08] Voice 2: to Planner Chadwick and perhaps Freshwater Specialist Shilpa would like to comment. But

[2:10:12] Voice 2: I know that Planner Chadwick is kind of brilliant at getting funds.

[2:10:17] Voice 16: um um so first of all i we're because we've now got a strategy that puts us in a very good place

[2:10:24] Voice 16: for getting additional funding so um you know to specifically um you know well to answer part of

[2:10:30] Voice 16: your question uh trustee patrick we've now got a strategy the strategy identifies actions there

[2:10:36] Voice 16: were many people that were involved in the development of that strategy and the identification

[2:10:40] Voice 16: of the priority actions. So we have, we do essentially have a framework now. And that

[2:10:48] Voice 16: helps us because the thinking has been done around what our needs are. And again, for those

[2:10:54] Voice 16: that aren't familiar with how that came together, the development of that strategy involved

[2:10:58] Voice 16: trustees, staff, provincial staff, regional district staff, water purveyors, First Nations,

[2:11:10] Voice 16: and a number of others that are sort of intimately involved

[2:11:14] Voice 16: with understanding the conditions of freshwater on the islands.

[2:11:21] Voice 16: The one thing that was sort of really clear,

[2:11:27] Voice 16: both the messages that I get from provincial colleagues

[2:11:30] Voice 16: and the experiences that others have had that have engaged

[2:11:35] Voice 16: in sort of the implementation of freshwater strategies

[2:11:41] Voice 16: is that demonstration that you were working

[2:11:44] Voice 16: towards addressing the actions

[2:11:48] Voice 16: that you've identified in your strategy

[2:11:50] Voice 16: are very key to attracting additional funding.

[2:11:54] Voice 16: So in this case, that's part of the reason

[2:12:00] Voice 16: in addition to communications has been identified

[2:12:04] Voice 16: identified as a you know as a key priority in the strategy and by demonstrating that we are

[2:12:10] Voice 16: by communications is also the means by which other other organizations including those funding bodies

[2:12:19] Voice 16: can have access easier access to the work that we're doing and for organizations such as

[2:12:27] Voice 16: I think it's the Nanaimo Regional District that did do an effective sort of at the outset of

[2:12:33] Voice 16: their the implementation of their strategy started with communications that's been very effective for

[2:12:37] Voice 16: them um in in moving forward so um that's that's what i would um say and the other thing i just

[2:12:44] Voice 16: wanted to also mention is um one of the realities uh of the islands that that you know we've been

[2:12:49] Voice 16: observing is that um the demographic is shifting so i definitely um do recognize that um those that

[2:12:57] Voice 16: that have lived on the islands for a long time

[2:13:00] Voice 16: are very understanding of water

[2:13:03] Voice 16: and frugal with the use of it.

[2:13:04] Voice 16: But we are seeing a movement to a demographic

[2:13:09] Voice 16: that may not be as connected to understanding

[2:13:14] Voice 16: the importance of water preservation.

[2:13:16] Voice 16: So again, it's important.

[2:13:19] Voice 16: I think that's where the communications is critical

[2:13:23] Voice 16: at all levels, right?

[2:13:24] Voice 16: both making the science more understandable

[2:13:26] Voice 16: and allowing those who are living on the islands

[2:13:33] Voice 16: and those engaged in decision-making

[2:13:35] Voice 16: to understand what we've

[2:13:37] Voice 7: got available to us

[2:13:37] Voice 7: and how we can use it.

[2:13:43] Voice 7: Trustees, other questions I see.

[2:13:47] Voice 5: William Schulbach.

[2:13:51] Voice 12: Thank you, Chair.

[2:13:53] Voice 12: It's nice to be back after some time away.

[2:13:58] Voice 12: So I just wanted to comment on, I've had many comments,

[2:14:05] Voice 12: but I'll refine it to just a few.

[2:14:08] Voice 12: So the object of the trust is for the trust to work

[2:14:14] Voice 12: in cooperation with other organizations

[2:14:17] Voice 12: and other agencies of the government

[2:14:20] Voice 12: or other government agencies, I should say,

[2:14:22] Voice 12: as well as agencies of the government for that matter.

[2:14:25] Voice 12: And since the island stress has been increasing their focus on freshwater and projects therein, we're getting a significant increase in requests for cooperation from regional districts and the province.

[2:14:49] Voice 12: um i'm just working through right now a project that um that the province um asked me about

[2:14:59] Voice 12: trying to identify uh aquifer limits as a uh as a case study to to implement in a broader way in

[2:15:09] Voice 12: the next five ten years and they were aware of the work that salt spring has been doing around

[2:15:17] Voice 12: around groundwater and I encourage them to look

[2:15:21] Voice 12: at the Stowell and Weston Lake area

[2:15:26] Voice 12: because we have done some work there in cooperation

[2:15:30] Voice 12: with the Salt Spring Island Watershed Protection Alliance

[2:15:33] Voice 12: and the regional district.

[2:15:35] Voice 12: And so I've been in contact with them.

[2:15:40] Voice 12: They're inquiring about what information we have.

[2:15:46] Voice 12: and then I've been requested by their consultants

[2:15:50] Voice 12: to provide more work or provide more information.

[2:15:55] Voice 12: And indeed, I have a handle on the work

[2:15:59] Voice 12: that I've been generating, of course,

[2:16:01] Voice 12: and it is located in our servers

[2:16:04] Voice 12: in some would say a complex way,

[2:16:07] Voice 12: but Nerissa and to extent,

[2:16:12] Voice 12: Director Cermak and others have been working

[2:16:16] Voice 12: to have a organizational structure that is accessible to staff and the idea of the freshwater

[2:16:26] Voice 12: atlas and of the website portal is to provide transparency to that work that we've been

[2:16:35] Voice 12: generating and have it available not only to educate residents of the island's trust area

[2:16:42] Voice 12: which is one of our main goals is education around freshwater,

[2:16:46] Voice 12: but it's also to provide technical information to researchers,

[2:16:51] Voice 12: to the provincial government and to the regional districts.

[2:16:55] Voice 12: And doing that manually request by request is inefficient and it burns up a

[2:17:04] Voice 12: lot of staff time. And it's, it's not in real time.

[2:17:09] Voice 12: I like this project of the province, they're asking for this towards the end of their project and I'm having a challenge to provide in that information, a timely matter to enrich their project.

[2:17:21] Voice 12: So that is the main goal of the portal, or one of the main goals, including just broader education and trying to simplify this complex science,

[2:17:32] Voice 12: science, but trying to make the complexity transparent and have the ability to share

[2:17:38] Voice 12: that data.

[2:17:39] Voice 12: And there's absolutely no way we can accomplish that without a co-op student.

[2:17:45] Voice 12: And the co-op student would be carrying forward the work that a co-op student I had, not this

[2:17:54] Voice 12: summer, but the last summer, who was during the pandemic, was an interesting supervisation

[2:18:00] Voice 12: challenge of mine but but it it worked out really well and we have this large set of data and and a

[2:18:08] Voice 12: large deliverable the freshwater atlas that is just needs a little bit more stewardship and then

[2:18:16] Voice 12: it will be a great product for the residents and then also for researchers and other government

[2:18:23] Voice 12: government staff.

[2:18:25] Voice 12: So I think I tried to describe in the business case

[2:18:32] Voice 12: that it is imperative that we have the co-op student

[2:18:34] Voice 12: and I would encourage the regional planning committee

[2:18:37] Voice 12: to take another look at that.

[2:18:39] Voice 12: If you have any questions on the worth of the co-op student,

[2:18:42] Voice 12: you can feel free to pass those questions to the chair

[2:18:45] Voice 12: and I can work with Chair Patrick to address those

[2:18:48] Voice 12: or with Director Surmatt.

[2:18:50] Voice 12: that. There's without a doubt that I need help. And there's without a doubt that a co-op student

[2:18:57] Voice 12: is the cheapest and most effective and most exciting way to give me that help. And as for

[2:19:05] Voice 12: the portal, we do have more work to even identify what that is. I

[2:19:09] Voice 12: don't like the word portal to

[2:19:10] Voice 12: begin with. I agree with Trustee Allen that our website is very rigid to present the wealth of

[2:19:19] Voice 12: knowledge and work of the freshwater sustainability strategy is an impossibility with just a single

[2:19:24] Voice 12: page website that we have right now and that's why we are um requesting that we engage in a project

[2:19:32] Voice 12: to do so do i have all the answers right now without look and we can just like hire a consultant

[2:19:36] Voice 12: to do that no like the project is to identify how to communicate this and and we don't have all those

[2:19:45] Voice 12: answers right now um but it's going to take coordination money and staff time to um to do

[2:19:53] Voice 12: that so i'll i'll leave it at that thanks chair all

[2:19:57] Voice 5: right uh thank you william shulba i uh trustee

[2:20:00] Voice 5: campbell i'm sorry um please speak up uh because i i only have your hand on the participants list

[2:20:06] Voice 5: and um i can't multi-task so trustee campbell over to you no

[2:20:12] Voice 13: problem i just i just wanted to

[2:20:13] Voice 13: to sort of support what Mairead was saying

[2:20:18] Voice 13: and also what Trustee Graham was saying

[2:20:22] Voice 13: at the end of his speech there about staff time and funds.

[2:20:28] Voice 13: Probably the most consistent thing that I have heard

[2:20:33] Voice 13: since being elected is how short-staffed everyone is

[2:20:38] Voice 13: and how much work they feel like they have to do

[2:20:40] Voice 13: and also that there is a pinch for funding to get things done.

[2:20:51] Voice 13: And I appreciate that there is this study that's been done

[2:20:57] Voice 13: and that it requires future money to implement and get it out there.

[2:21:03] Voice 13: But also in just hearing what Mr. Shola had to say,

[2:21:09] Voice 13: that it requires quite a bit of staff time to get it done I feel like these are the kind of

[2:21:19] Voice 13: things that maybe need to be parked for a time until we can address some of the sort of the

[2:21:27] Voice 13: larger trust council and LTC issues that have been arising in the last couple of months for

[2:21:38] Voice 13: people and so i i myself wouldn't support um asking for a bunch of money for another program

[2:21:48] Voice 13: so it's for two cents well

[2:21:52] Voice 5: thank you um

[2:21:53] Voice 7: trustee campbell um i think trustee elliott uh

[2:22:01] Voice 4: yeah i

[2:22:02] Voice 4: appreciate the discussion here um a couple of thoughts uh i i would caution us against

[2:22:12] Voice 4: against loading the pressure to make decisions about the budget, which is going to be another

[2:22:23] Voice 4: discussion tomorrow, and making a decision about this particular project based on that

[2:22:28] Voice 4: here in this meeting. I think what I would like to do is I would like to hear,

[2:22:36] Voice 4: maybe for the February 1st meeting the further information about what this web

[2:22:43] Voice 4: portal would look like so that we can make a better decision. My philosophy when it comes

[2:22:52] Voice 4: to spending money is it's particularly important to spend the money to finish a project if you

[2:23:01] Voice 4: You have invested a lot of money and many staff hours and resources over the years.

[2:23:08] Voice 4: There's no point getting to 80%.

[2:23:10] Voice 4: And then having all that data and information hidden on our servers, it just seems counterproductive.

[2:23:19] Voice 4: So that's my request, is that we let Financial Planning Committee balance the different needs of the budgets.

[2:23:29] Voice 4: I think our job is to look at what has been done, the investment of this organization and the expertise that clearly was, you know, freshwater is not an insignificant area of concern for the trust.

[2:23:49] Voice 4: I don't think that we could really make a good decision right now about whether freshwater, the portal is to be next. I'd like more information about what it could look like, what the potential costs could be, and if we could have, and I think that is the recommendation for that staff would come back with what a web-based knowledge sharing portal would look like.

[2:24:15] Voice 4: so i don't think we're being asked to make a decision on this today is that right uh

[2:24:25] Voice 5: i see director cermak's hand up uh

[2:24:28] Voice 2: pardon me thank you madam chair uh so to answer directly trustee

[2:24:33] Voice 2: elliott yes you're you're being asked to keep the placeholder and get more information about

[2:24:37] Voice 2: um the portal that's true um but i i just i i you know when i present my reports uh perhaps this is

[2:24:46] Voice 2: a good lesson for us all to learn. I'm assuming everybody's read the report and I'm not saying

[2:24:51] Voice 2: nobody has, but so I don't go into detail necessarily about all the details in the report.

[2:24:57] Voice 2: But there's a few that I feel like are missing here. And I really want to remind the Regional

[2:25:01] Voice 2: Planning Committee that this work was done at the behest of Trust Council. It's in the strategic

[2:25:07] Voice 2: plan. It's supported in the policy statement. And it is a trust-wide strategy. It is an approach

[2:25:13] Voice 2: approach that is uniquely being applied and successful I'd say at its broad approach

[2:25:19] Voice 2: involving all the LTCs and this is the type of strategy that staff and elected officials

[2:25:25] Voice 2: I was under the assumption so far we may apply to housing or we may apply to some other trust-wide

[2:25:32] Voice 2: issue whereby we create a trust-wide strategy to implement and that's right where we're at now

[2:25:37] Voice 2: it's this new way of doing business via the guy via the like trust council asked you to do this

[2:25:43] Voice 2: and this implementation plan is trust council's request to you to do now i'm not saying you have

[2:25:48] Voice 2: to do it i'm not saying you have to spend the money of course not that's your decision

[2:25:52] Voice 2: but i'd like to like that's in the context of the staff or the request for decision

[2:25:57] Voice 2: and i'd really like to support um what i said in the orientation schedule which was that's mainly

[2:26:03] Voice 2: what you do is the work that's directed to you from from trust council and is especially via

[2:26:09] Voice 2: other strategic plan so fresh water is is a challenge in all islands and and some of the

[2:26:18] Voice 2: ways that this information has been applied is such as on main island how they applied some of

[2:26:24] Voice 2: the water availability towards where they're going to put increased density for affordable housing

[2:26:28] Voice 2: and this data is used in so many different ways i can't emphasize enough that this is a very data

[2:26:36] Voice 2: of rich information which is critical to decision making for elected officials for locals and for

[2:26:41] Voice 2: staff and so i'm not trying to push you to make a decision to support necessarily this business case

[2:26:46] Voice 2: but really want to emphasize that this is the work of trust council that you're doing

[2:26:50] Voice 2: and that it's um it yeah there it is so i'll stop with that but i really want to emphasize that

[2:26:56] Voice 2: thanks um

[2:26:57] Voice 5: thank you uh uh planner sir mac or planner now i'm going to demote you sorry

[2:27:03] Voice 5: Director Cermak, I'll get the right name. I really would prefer to do first names. Maybe the next

[2:27:08] Voice 5: meeting we'll have to make a decision on that because it's so much easier. I've seen thumbs

[2:27:13] Voice 5: up from some others. Having to do titles is so challenging. I think the strategies are important.

[2:27:23] Voice 5: I think this is a case where I was one of the advocates for the strategy, but we had already

[2:27:27] Voice 5: started down the path of doing the science and I was pushing for the strategy. And I think

[2:27:34] Voice 5: as an organization, that's the benefit of having the strategies and looking at the long-term costs

[2:27:39] Voice 5: and the commitments of doing the things that we want to get into at the beginning. So we had

[2:27:46] Voice 5: started this work, then did the strategy, and now having to decide how to fund it afterwards. So

[2:27:54] Voice 5: So I think we need to front load these decisions, know what we're trying to do, and to make those decisions to fund it over a longer term is a better process down the road.

[2:28:05] Voice 5: But that's about changing.

[2:28:09] Voice 5: So I see Trustee Boland's hand raised.

[2:28:13] Voice 10: Hi, thank you.

[2:28:14] Voice 10: it's a it kind of comes to a head with um this but it's a more general comment which is

[2:28:22] Voice 10: i don't know if the islands trust can generally afford these kind of large scale strategies

[2:28:30] Voice 10: you know if this is only one of many and i also wonder about our how we fit in with the work

[2:28:40] Voice 10: that's done elsewhere and you know the province and the districts should we be relying on them

[2:28:47] Voice 10: more than they should be relying on us i just find that the strategy is a little bit

[2:28:54] Voice 10: on a large scale for um a limited budget and a limited number of residents

[2:29:04] Voice 10: and a limited ability of people to support it with tax so yeah that's my point and jim

[2:29:14] Voice 10: thank you for listening thank

[2:29:16] Voice 5: you trustee william so just to sort of recap on what trustee elliott

[2:29:22] Voice 5: said i guess what the decision here is there's a couple of decisions one is a placeholder of

[2:29:27] Voice 5: of $50,000, is that something supported by this committee?

[2:29:35] Voice 5: The second issue here is about the co-op student,

[2:29:39] Voice 5: which from understanding from William Shulbaugh

[2:29:42] Voice 5: is the co-op student is intimately tied to this,

[2:29:50] Voice 5: this data sharing or web,

[2:29:52] Voice 5: whatever the knowledge sharing portal.

[2:29:53] Voice 5: Is that my understanding again, William?

[2:29:56] Voice 5: Look to William.

[2:29:57] Voice 5: William?

[2:29:58] Voice 12: Thanks, Chair Patrick.

[2:30:00] Voice 12: That would be one of the deliverables of the co-op student. There's several other, I guess, lower level technical busy work that eats up all my time that I have been largely having to put off because of other greater commitments that I have from the organization.

[2:30:27] Voice 12: that the co-op student would be attending to as their, like, bulk of their work, I would say 60%.

[2:30:36] Voice 12: And about 25% of it would be working with mapping and information services staff

[2:30:44] Voice 12: to take the freshwater atlas, which is just a mapping component.

[2:30:52] Voice 12: it looks like map it and to work with mapping staff

[2:30:59] Voice 12: to just basically kick that off, it's waiting to go.

[2:31:06] Voice 12: And then the web portal of providing information

[2:31:11] Voice 12: and having simple language and perhaps

[2:31:17] Voice 12: a website network design or something like that

[2:31:20] Voice 12: would be like another 25% of the co-op students' time.

[2:31:24] Voice 12: So I don't think that that didn't add up.

[2:31:27] Voice 12: But anyway, the majority of their time

[2:31:29] Voice 12: would be helping me with existing projects

[2:31:36] Voice 12: and with data management,

[2:31:39] Voice 12: as well as helping me with inquiries.

[2:31:42] Voice 12: I get dozens and dozens of inquiries per month

[2:31:46] Voice 12: that require me to do background research on

[2:31:49] Voice 12: before I can provide an answer and so the co-op student would would help me during that time just

[2:31:54] Voice 12: to free up more time so I can focus on other work and so it's not just for this magical portal that

[2:32:02] Voice 12: we're talking about it's more than that thanks thank

[2:32:07] Voice 5: you can I ask a general question to staff

[2:32:11] Voice 5: as well I know in the past we've had just co-op students that are plan support planning is that

[2:32:17] Voice 5: that being, is that somewhere else in the budget or is that being passed over this year?

[2:32:23] Voice 2: Unfortunately, Madam Chair, I can't quite answer that. I think it's in the budget,

[2:32:27] Voice 2: but it would be a separate budget line item and it would be only for planning services. But I'd

[2:32:32] Voice 2: have to dig up my homework and ask. But how about I can go find out for you and then I'll get back

[2:32:39] Voice 2: to you.

[2:32:40] Voice 5: All right. Thank you. Trustee Allen.

[2:32:44] Voice 8: Sorry, I don't know whether this is the right

[2:32:46] Voice 8: time chair um because i i wanted to talk about the work program briefing in particular that

[2:32:53] Voice 8: housing forum because because i want to raise in terms of looking at this and adding more

[2:33:00] Voice 8: money so i don't know if i should be bringing this up at this point before this recommendation

[2:33:06] Voice 8: goes through or not through so can i bring it up now because it could be a budgetary item

[2:33:13] Voice 8: them?

[2:33:14] Voice 5: I'll look to the committee, but I think you should bring it up now because we are talking

[2:33:18] Voice 5: about this $50,000 placeholder, which would be all of the funds that would be attached to this

[2:33:26] Voice 5: committee through the budgeting process, as I understand it. So I would welcome you to make

[2:33:32] Voice 5: your comment now.

[2:33:33] Voice 8: Okay, thank you. Yeah, so I was on the planning committee my first two terms,

[2:33:41] Voice 8: and when i read this uh work program briefing on the housing a housing forum maybe something at the

[2:33:48] Voice 8: end of march and here we are in you know january and i really have concerns with this we want to

[2:33:55] Voice 8: do this properly we had in our in 2016 we had this uh housing forum it was organized by justine

[2:34:03] Voice 8: stark way back when we had it in couch and bay it was an all-day session we had representatives

[2:34:09] Voice 8: representatives from different housing groups from all over the islands it was it was a really

[2:34:13] Voice 8: a really great attendance and a really great learning um moment for all of us and uh so i

[2:34:21] Voice 8: have concerns with just this thing to suddenly be rushed out in the end of march with no idea

[2:34:25] Voice 8: how it's going to be presented like i really think we should look at something larger perhaps even

[2:34:30] Voice 8: have a sub a housing subcommittee on the in our committee and um address this in a really good

[2:34:38] Voice 8: way and possibly have this in a in the fall or something because um i don't want this rush through

[2:34:43] Voice 8: this housing forum i think we need to properly slowly and yeah process the game and that could

[2:34:52] Voice 8: obviously require some money depending on how other members feel and the trust council thank you

[2:35:01] Voice 7: thank you trustee allen anyone else wish to input i'm

[2:35:09] Voice 5: i'm wondering i'm kind of going back i think

[2:35:13] Voice 5: trustee Elliott I think you you may have given us a path forward is that for the financial planning

[2:35:19] Voice 5: committee meeting tomorrow as a committee do we still feel that a placeholder of 50,000 is worth

[2:35:27] Voice 5: requesting at this point in time of the budget process and that we need more time to figure out

[2:35:33] Voice 5: what that 50,000 you know how to how how to use that and to make a decision on you know what needs

[2:35:41] Voice 5: to you

[2:35:42] Voice 7: know where we may need funds can we have any idea or input on that I

[2:35:51] Voice 4: oh I think

[2:35:52] Voice 4: go ahead I'll defer to Mr. Shulba go ahead yeah

[2:35:59] Voice 5: I guess William oh sorry William just still had

[2:36:00] Voice 5: his hand up but he took it down so go ahead trustee Elliot um

[2:36:04] Voice 4: yeah I I think we need to

[2:36:06] Voice 4: have a little bit of trust in the process um you know maybe a placeholder isn't the greatest idea

[2:36:14] Voice 4: but this is a transition year and we're just trying to grapple with which projects

[2:36:21] Voice 4: need what kind of support and I just think we need a little more information before

[2:36:27] Voice 4: making decisions to just cut this or say that you know $25,000 is just not an option or we

[2:36:34] Voice 4: can't afford an $18,000 freshwater co-op student. There was information I hope I can share this

[2:36:43] Voice 4: that executive committee shared by director mobs that the budget shortfall that was anticipated is

[2:36:50] Voice 4: not as drastic at all because of the non-market housing um i can't say exactly what it is but

[2:37:01] Voice 4: basically the number of new houses being built means there's more money coming in and so there

[2:37:07] Voice 4: isn't as much of a disparity in the budget so i just don't want to make decisions right now

[2:37:14] Voice 4: that would access and I would support a $50,000 placeholder

[2:37:19] Voice 4: so that we can make these decisions in February

[2:37:21] Voice 4: when we have a little more information.

[2:37:25] Voice 5: Thank you, Trustee Luckham.

[2:37:29] Planner Mayes (probable): Yeah, thank you, Chair.

[2:37:31] Planner Mayes (probable): And thank you everybody for the conversation.

[2:37:33] Planner Mayes (probable): I've been kind of reluctant to chime in very much

[2:37:37] Planner Mayes (probable): in your conversation, Chair,

[2:37:38] Planner Mayes (probable): because I really want to have the opportunity

[2:37:41] Planner Mayes (probable): to hear the various points of view at the table

[2:37:44] Planner Mayes (probable): and how that conversation develops.

[2:37:48] Planner Mayes (probable): But I think I want to echo Trustee Elliot's thoughts there

[2:37:55] Planner Mayes (probable): about maintaining this position at the moment.

[2:38:00] Planner Mayes (probable): But more importantly, I think is to provide

[2:38:04] Planner Mayes (probable): the recommendation number three

[2:38:06] Planner Mayes (probable): is probably the most significant thing here

[2:38:09] Planner Mayes (probable): is to provide the staff the opportunity at this time

[2:38:12] Planner Mayes (probable): after this conversation and this is this feedback that you provided for staff to come back with a

[2:38:18] Planner Mayes (probable): more flushed out report and business case in order to substantiate the request and so I think it's

[2:38:28] Planner Mayes (probable): not unreasonable at this time to for this to go forward to financial planning committee and then

[2:38:33] Planner Mayes (probable): for their consideration in the overall budget the only other remark I'd like to just add which I

[2:38:39] Planner Mayes (probable): I think is important is the use of Islands Trust funding to support co-op students has been

[2:38:50] Planner Mayes (probable): probably one of the most efficient and advantageous things that we have ever done. And it's certainly

[2:38:57] Planner Mayes (probable): a very good use of funding where senior staff can gain the support that they need in order to

[2:39:04] Planner Mayes (probable): to fulfill many of the programs that are on their agenda.

[2:39:09] Planner Mayes (probable): So I would be cautious about cutting the co-op student

[2:39:13] Planner Mayes (probable): because it's very good value for money

[2:39:15] Planner Mayes (probable): and consider what William Shuba has stated here

[2:39:20] Planner Mayes (probable): just a moment ago that indeed,

[2:39:23] Planner Mayes (probable): there's a significant amount of other work

[2:39:25] Planner Mayes (probable): that is done in support of the role

[2:39:28] Planner Mayes (probable): of the freshwater planning and planning in general.

[2:39:33] Planner Mayes (probable): So certainly it'll be up to this committee to determine whether or not they would still support the projects as listed once they've seen a revised business case, et cetera.

[2:39:50] Voice 5: Thank you, Trustee Buckham.

[2:39:52] Voice 5: So, members of this committee, are we okay with just keeping the $50,000 placeholder and spending more time on these conversations at our February 1st meeting?

[2:40:20] Voice 7: Trustee Borthwick.

[2:40:25] Voice 7: Oops, I think you're muted.

[2:40:27] Voice 7: He's like, wait.

[2:40:30] Voice 5: you guys are doing an excellent job sharing

[2:40:33] Voice 14: yeah i mean i think ever know it

[2:40:34] Voice 14: from what it sounds

[2:40:35] Voice 14: like we want some more information i think we've got a pretty quick turnaround before we have our

[2:40:38] Voice 14: next meeting uh it seems to me like we're not going to be wasting a whole bunch of time and

[2:40:43] Voice 14: we potentially stand to gain a lot in a moment of introspection on this i would say that it seems

[2:40:50] Voice 14: to me like the regional programs committee would like uh that uh that you laura approach the

[2:41:00] Voice 14: financial planning committee with just making them aware that yes this is what we're requesting but

[2:41:07] Voice 14: that there is a certain amount of uh circumspection where there is going to be some some interrogation

[2:41:13] Voice 14: of this plan as it were um and just that we're looking very closely at it but this is what we'd

[2:41:20] Voice 14: like to have provisionally within the plan at this point and that we're going to be interrogating

[2:41:25] Voice 14: that more fully more fulsomely at our first or our next regional planning committee meeting

[2:41:33] Voice 14: all

[2:41:35] Voice 5: right thank you trustee barthwick so i if i look at the third bullet and instead of asking

[2:41:42] Voice 5: for a motion at this point think of what information would we need at our february

[2:41:48] Voice 5: one meeting to help us i know trustee allen had said asked is there are there do we need resources

[2:41:54] Voice 5: to really do uh the housing conversation um and so forth are there are there more clarity that we

[2:42:02] Voice 5: would want or need from staff to be able to allow us to make um make those decisions in um february

[2:42:09] Voice 5: what information do we need so i guess that's what i'm asking right now can anyone add what

[2:42:15] Voice 5: What would they like to see to help them make those decisions?

[2:42:18] Voice 5: Trustee Elliott?

[2:42:20] Voice 4: Yeah, in my limited experience of developing projects, developing new websites or portals

[2:42:30] Voice 4: are often a lot more, they take time and doing it well.

[2:42:37] Voice 4: And so could we perhaps have a breakdown of what needs to be done this year and maybe

[2:42:43] Voice 4: what could be done in the next fiscal?

[2:42:44] Voice 4: um i know you've broken it out into um sort of communication materials and then what would the

[2:42:54] Voice 4: web sorry my computer's very slow the portal look like um yeah so the communications products

[2:43:05] Voice 4: web portal branding plain language web page content and graphics um so is there a way that

[2:43:16] Voice 4: part of that work could be done this year and the pre-planning of the technical development

[2:43:23] Voice 4: of the portal this year and then sort of part two next year um or would it have to be so like

[2:43:31] Voice 4: maybe a case one and a case two if we do it in two years or um if we don't get the fifty thousand

[2:43:38] Voice 4: dollars so kind of breaking down the steps of the the process of developing that portal

[2:43:45] Voice 4: would be helpful maybe a bit of a timeline it's hard to estimate i know because you have to

[2:43:50] Voice 4: actually get consultant or um developers to give you

[2:43:56] Voice 5: um estimates

[2:43:58] Voice 4: i'm not sure the

[2:44:00] Voice 5: question i i see

[2:44:01] Voice 5: uh william surely but would the question be could there be a phased approach or

[2:44:05] Voice 4: thank you for the

[2:44:07] Voice 4: that good language thanks

[2:44:08] Voice 7: so William Schulman uh

[2:44:14] Voice 12: yeah uh thanks for those comments um I I um I I

[2:44:19] Voice 12: do uh like phased approaches for um for larger scientific work uh what I've noticed with doing

[2:44:28] Voice 12: that type of work in local government over um many uh budget cycles is that um there there is a loss

[2:44:38] Voice 12: of efficiency and things do start costing a little bit more than they would if it just

[2:44:43] Voice 12: was all put into one year. But that being said, I would support the idea of completing work this

[2:44:53] Voice 12: year and then bringing that into next year. I think I would like to just comment on somewhat

[2:45:01] Voice 12: of the vagueness here is because we we haven't undertaken this project yet that this is a

[2:45:09] Voice 12: proposal to undertake this project so to have all of the elements of the project that we're

[2:45:15] Voice 12: just going to fulfill that hasn't existed yet because we want to do this in a collaborative way

[2:45:21] Voice 12: and collaborations with other staff as well with the regional planning committee

[2:45:24] Voice 12: that would steward this program

[2:45:29] Voice 12: that the strategy was a larger project

[2:45:36] Voice 12: of the Regional Planning Committee.

[2:45:37] Voice 12: And we just want to honor that.

[2:45:39] Voice 12: And so this isn't a project

[2:45:43] Voice 12: where the Regional Planning Committee

[2:45:45] Voice 12: would give staff a bunch of money,

[2:45:46] Voice 12: we would take it away

[2:45:47] Voice 12: and then we'd provide deliverables at the end,

[2:45:49] Voice 12: which is kind of similar

[2:45:50] Voice 12: to what the science projects are

[2:45:52] Voice 12: because they're funded,

[2:45:53] Voice 12: there's a process with a consultant

[2:45:56] Voice 12: and then we get the deliverables at the end.

[2:45:58] Voice 12: I see this development of communications products

[2:46:02] Voice 12: be much more collaborative than that.

[2:46:07] Voice 12: And so I hope that speaks to a little bit of the vagueness

[2:46:13] Voice 12: associated with this

[2:46:15] Voice 7: business case, thanks.

[2:46:18] Voice 7: Thank you, Trustee Boland.

[2:46:23] Voice 10: Yeah, so yeah, water is important

[2:46:25] Voice 10: important and people who live in the islands um oh um yeah so uh water is important so i i think

[2:46:37] Voice 10: i'm thinking about the vagueness and the difficulty we have about getting our heads around this

[2:46:41] Voice 10: i personally don't support it as a value for money spend this year but either way i think one of the

[2:46:50] Voice 10: issues could be that we have two different communities that you're trying to serve with

[2:46:55] Voice 10: the one product on the one hand there's the question of you know keeping the communities

[2:47:02] Voice 10: informed and motivated about water and and the second is your um desire to deliver information

[2:47:13] Voice 10: products to a wider community of experts and researchers and i'm trying to think is there a

[2:47:21] Voice 10: way to try and split those apart and you know technical people um you know say to the province

[2:47:30] Voice 10: you can you know pay some money and import all of our data into whatever systems you have on a

[2:47:37] Voice 10: one-off basis and then you know we're done or and then focus on the other element which is

[2:47:44] Voice 10: a community information portal i think that may be causing one of the problems you're facing

[2:47:51] Voice 10: the fact that you're trying to bundle a lot of things

[2:47:54] Voice 10: into one effort.

[2:47:57] Voice 10: Just a suggestion or a thought.

[2:47:59] Voice 10: Thank you.

[2:48:01] Voice 5: Thank you, Trustee Boland.

[2:48:02] Voice 5: Very good points.

[2:48:05] Voice 5: William Schulze.

[2:48:08] Voice 12: Thank you, Chair.

[2:48:10] Voice 12: To speak with, to what Trustee Boland was saying,

[2:48:16] Voice 12: I would say it is a challenge and an opportunity.

[2:48:19] Voice 12: opportunity, and I think you have presented it in a clear way. There are two, in my viewpoint as

[2:48:31] Voice 12: well, two different audiences of people that are not, they're not unsuspecting of this information.

[2:48:41] Voice 12: There's, the community is aware that we've been spending a lot of money on, and a lot of time,

[2:48:46] Voice 12: and a lot of staff effort in um in undertaking fresh water sustainability strategy and also the

[2:48:55] Voice 12: province has essentially entrusted in us that we would undertake this work by funding the strategy

[2:49:01] Voice 12: through their healthy watersheds initiative and and that has generated interest with provincial

[2:49:08] Voice 12: staff and provincial staff is asking of us for this information and they want the information

[2:49:14] Voice 12: And they actually are getting frustrated that we are not efficiently providing them this

[2:49:19] Voice 12: information.

[2:49:21] Voice 12: In a lot of cases, the information that we're working on is a deficiency of the regional

[2:49:31] Voice 12: districts.

[2:49:33] Voice 12: And even with a regional district like the Regional District of Nanaimo that has a drinking

[2:49:37] Voice 12: water and watershed protection program that undertakes rebates and science and consulting,

[2:49:43] Voice 12: and they are funded very healthily year by year,

[2:49:47] Voice 12: those organizations are still looking at the Islands Trust

[2:49:51] Voice 12: because we have this unique case where we are striving

[2:49:55] Voice 12: to match the science of planning.

[2:49:57] Voice 12: And that's been a deficiency across local government

[2:50:00] Voice 12: on the West Coast with respect with freshwater sustainability.

[2:50:06] Voice 12: To add a little bit more to that,

[2:50:09] Voice 12: that. Since the implementation of the Water Sustainability Act, the British Columbia

[2:50:16] Voice 12: Provincial Act and regulations therein, we've been going through significant groundwater licensing

[2:50:22] Voice 12: of the Islands Trust area. And the water authorization staff is asking Islands Trust

[2:50:29] Voice 12: staff to provide them not only with their opinion on how licensing is impacting land use planning

[2:50:36] Voice 12: on the islands but but now since they have been aware of the work that we're doing are asking for

[2:50:42] Voice 12: the information so for example there was a a license application on on gabriola island and

[2:50:49] Voice 12: the uh provincial staff the hydrogeologists on their side are asking us for our groundwater

[2:50:56] Voice 12: recharge uh mapping and so we then provided that to them and that's just one small example of of

[2:51:03] Voice 12: of the work that's being generated

[2:51:05] Voice 12: within the Islands Trust in cooperation

[2:51:08] Voice 12: with regional districts and the province

[2:51:11] Voice 12: that is supporting the work that they're doing.

[2:51:14] Voice 12: And indeed it's all the same Island.

[2:51:16] Voice 12: We're just multiple organizations working

[2:51:20] Voice 12: to ensure freshwater sustainability on the Island.

[2:51:23] Voice 12: And we're all trying to do our piece.

[2:51:24] Voice 12: And so for us to offer that information is invaluable

[2:51:28] Voice 12: to those provincial staff.

[2:51:30] Voice 12: and and and so that's just one component of of that where there is this yeah this more technical

[2:51:37] Voice 12: side and and indeed that's what the co-op student would be helping me with in the most case the

[2:51:43] Voice 12: development of communications products and and is it is more of the communication strategy and

[2:51:50] Voice 12: And that's where Narissa has been placing a lot of energy in that.

[2:51:56] Voice 12: And so, yeah, I'll agree with you that those are two aspects of it.

[2:52:02] Voice 12: I will tend to suggest that it's more of a challenge and then opportunities will come out of that challenge rather than a problem.

[2:52:09] Voice 12: Thanks, Chair.

[2:52:12] Voice 5: Narissa Chadwick.

[2:52:13] Voice 5: it yeah

[2:52:14] Voice 16: i just i just wanted to quickly add that um um where it may appear that we're doing a

[2:52:20] Voice 16: service for other levels of government um by providing that service they come to understand

[2:52:27] Voice 16: better what our needs are and um i know there have been provincial staff that that have been

[2:52:34] Voice 16: sort of you know there's there's sort of a an eagerness out there to to help the islands but

[2:52:39] Voice 16: but not understanding exactly how.

[2:52:42] Voice 16: So coming back to the idea of attracting funding

[2:52:47] Voice 16: and support as well,

[2:52:49] Voice 16: when we put out our information and we share it

[2:52:52] Voice 16: and they see the valuable work that we're doing,

[2:52:54] Voice 16: it does open up the opportunities for provincial staff,

[2:53:03] Voice 16: regional staff potentially to be spending time

[2:53:05] Voice 16: on projects related to the islands

[2:53:09] Voice 16: as well as the attraction of funding.

[2:53:13] Voice 16: And I mean, all of that is uncertain.

[2:53:15] Voice 16: It's just the way that things evolve,

[2:53:16] Voice 16: but we're putting ourselves in a better place

[2:53:19] Voice 16: to be able to take advantage of what might come up.

[2:53:26] Voice 5: All right, thank you.

[2:53:27] Voice 5: So I think what we were trying to focus on

[2:53:29] Voice 5: is what questions we would need to make those decisions.

[2:53:33] Voice 5: And I think this conversation for me

[2:53:35] Voice 5: has made it pretty clear

[2:53:37] Voice 5: that we probably do need more information.

[2:53:39] Voice 5: Are we trying to do, who is the audience? Are we trying to do too much? Will this really satisfy both a public, you know, people who live in the islands, communications, as well as making the data just available? Are these two things, or are we trying to do

[2:54:01] Voice 7: both with one thing?

[2:54:07] Voice 7: Trustee Elliott?

[2:54:08] Voice 7: it yeah um i

[2:54:10] Voice 4: would say that's that's a good summary of what we need to know and um and just

[2:54:17] Voice 4: to keep in mind that when we're talking about regional strategy this is it sounds like this

[2:54:25] Voice 4: is the first one where we've actually had a holistic strategy although the end result wasn't

[2:54:33] Voice 4: really thought through from the beginning now or no oh we need a portal because we're getting so

[2:54:38] Voice 4: many requests for technical and the public you know they need to access the information

[2:54:43] Voice 4: but this whole process can feed into the three other critical areas which are housing strategy

[2:54:52] Voice 4: and how do we approach housing regionally and strategies to meet all the different needs but

[2:54:59] Voice 4: where there are similarities figure out the synergies and then cultural overlay mapping

[2:55:06] Voice 4: And that project was sort of abandoned, but I wonder if this is sort of a template, this is a learning process, let's finish this one, do it well, but then apply the broad strategic thinking to these other areas where we need to do the collaborative work and front-end the planning.

[2:55:28] Voice 10: All right, Trustee Boland.

[2:55:29] Voice 10: Sorry, just one final thing quickly. I would be interested in having a reference to other

[2:55:39] Voice 10: portals, ones that you might wish to emulate as examples.

[2:55:44] Voice 7: Thank you.

[2:55:50] Voice 7: Thank you very much. And I guess I would have maybe

[2:55:54] Voice 5: ask right now,

[2:55:55] Voice 5: does the province have its own data portal system?

[2:55:58] Voice 5: system?

[2:56:00] Voice 12: Yeah, so the province is a dynamic organization, of course. So I'll just speak to

[2:56:08] Voice 12: imagine there's portals for many things. But in the case of freshwater, so there, the province has

[2:56:18] Voice 12: many forward facing products, there's dozens of them. But taking a step back, there's there's only

[2:56:26] Voice 12: really a few soft software programs that feed that up and and there's they have mapping products like

[2:56:33] Voice 12: arcgis online which islands trust has and that's what map it is built on and what we're building

[2:56:39] Voice 12: tapas on and what the freshwater atlas will be also built on because it's all just sharing data

[2:56:45] Voice 12: it's how it's it's almost like a communications tool it's how it's being served up

[2:56:49] Voice 12: um there there's the aquarius system which is the province's management of continuous monitoring

[2:56:58] Voice 12: data and um this is one of the more technical aspects of where we have continuous monitoring

[2:57:07] Voice 12: data from the work we've been doing on salt spring island that the province is really eager to to

[2:57:13] Voice 12: start using and so we want to put that onto the aquarius system that takes uh coordination and

[2:57:19] Voice 12: also privacy implications and a bunch of stuff that we've been working on for several years now

[2:57:24] Voice 12: but that is the we want to find our our work going into that system as well as the I think they call

[2:57:32] Voice 12: it the environment management system EMS it's where all of the documents and other like event

[2:57:42] Voice 12: event-based products go, and they're going through a redefinition of that.

[2:57:47] Voice 12: So, and there's also the ecological catalog, which is a portal for all of the reports that

[2:57:56] Voice 12: the scientific reports that province does.

[2:57:59] Voice 12: So, theirs is more of, it's kind of like more of data products rather than a information

[2:58:05] Voice 12: portal.

[2:58:05] Voice 12: So that's part of this technical aspect is to harmonize with the provincial products that they have, just so we're not just holding all of our work on these smaller databases.

[2:58:20] Voice 12: basis. A communications kind of portal, which I have had the fortunate opportunity to be

[2:58:34] Voice 12: participating on its development is the Regional Districts of Nanaimo's Drinking Water and

[2:58:39] Voice 12: Watershed Protection Program. And there they have a wealth of information that is specific to the

[2:58:49] Voice 12: the Regional District of Nanaimo,

[2:58:50] Voice 12: from science to education to the rebate programs.

[2:58:54] Voice 12: And it's very well laid out.

[2:58:56] Voice 12: It kind of is a sister website to their main website.

[2:59:01] Voice 12: So it has the flexibility to take the information

[2:59:06] Voice 12: and unpack it.

[2:59:07] Voice 12: As I said, it's the freshwater sustainability page

[2:59:10] Voice 12: on our website right now is really rigid

[2:59:12] Voice 12: and it looks like a lot of information

[2:59:14] Voice 12: packed on one page because it is.

[2:59:16] Voice 12: And the regional district in Nanaimo was able to take similar information and unpack it and have simpler language, but more of it, and it actually is a really great resource.

[2:59:30] Voice 12: So that's another one that I'm actually really proud that that just exists in BC. It's leading British Columbia. Thanks.

[2:59:42] Voice 12: all

[2:59:44] Voice 5: right and i see may read may read has shared the uh the the link to the regional district

[2:59:52] Voice 5: information okay so if we're still focused on this motion three of what information we

[3:00:00] Voice 5: request i think a um it could be either expanded to uh would we need to expand to sort of address

[3:00:12] Voice 5: some of these questions about who you know who the audience is because that makes a difference

[3:00:18] Voice 5: um i think b could we could expand to be the phased uh yeah a request that it include could

[3:00:26] Voice 5: it be phased? I'm trying to see what else we had. And I think there would be an additional

[3:00:37] Voice 5: one of asking for examples of other portals.

[3:00:42] Voice 7: Are there other points or questions that would be

[3:00:47] Voice 7: that you'd like on

[3:00:50] Voice 5: this for the February 1st meeting?

[3:00:54] Voice 5: Could

[3:00:54] Voice 4: we do a quick question? Sorry. Could there be a quick search?

[3:00:58] Voice 4: maybe it's not quick but um are there grants available for this kind of communication tool so

[3:01:05] Voice 4: any other sources of funding yeah

[3:01:08] Voice 5: that was going to be my question was is there a cost uh what

[3:01:12] Voice 5: would the cost be to prepare sort of a shovel ready grant proposal for this project um i think

[3:01:21] Voice 5: would relate to that i see uh look i see uh william schumel and narissa chadwick you guys can

[3:01:28] Voice 5: can chime in?

[3:01:30] Voice 12: I'll go first to Nerissa.

[3:01:32] Voice 16: Yeah, I would say the challenge with having something

[3:01:36] Voice 16: that's sort of ready to go is that grant programs have kind of, you always have to

[3:01:44] Voice 16: kind of message your project around what the grant is specifically asking for. So

[3:01:53] Voice 16: the chances of a grant coming in that would speak specifically to our needs

[3:01:58] Voice 16: the way that we might write it is questionable but the chances of a grant coming up at some point

[3:02:04] Voice 16: time that is trying to get at a need that is close to what our need is and requires us you know

[3:02:11] Voice 16: developing specific messaging to enable that to happen and I just sort of come back to you know

[3:02:18] Voice 16: we have a sense if we if we have a sense of what we want which we now do have that when the you

[3:02:26] Voice 16: you know, the work, when the funding is announced,

[3:02:32] Voice 16: you know, we're still going to have to do,

[3:02:35] Voice 16: that's the point at which we do the work

[3:02:37] Voice 16: to actually put the proposals together

[3:02:39] Voice 16: because we don't know how we'll have to message it.

[3:02:42] Voice 16: So that's why I wouldn't necessarily want to spend

[3:02:46] Voice 16: a lot of time trying to put something together

[3:02:48] Voice 16: without there being an actual grant availability

[3:02:54] Voice 7: availability or a grant request out there.

[3:03:00] Voice 7: Okay.

[3:03:02] Voice 7: William Shilpa.

[3:03:05] Voice 12: Yeah, thank you, Chair.

[3:03:06] Voice 12: Thank you, Narissa for that.

[3:03:09] Voice 12: Just a brief, very brief background

[3:03:12] Voice 12: to the Freshwater Sustainability Strategy

[3:03:15] Voice 12: is that Freshwater Sustainability Strategy was funded

[3:03:19] Voice 12: by the province through the Healthy Watersheds Initiative,

[3:03:22] Voice 12: which was that grant was administered

[3:03:26] Voice 12: by the Real Estate Foundation of British Columbia,

[3:03:28] Voice 12: which has administered many freshwater sustainability grants

[3:03:32] Voice 12: to the Islands Trust since I started here.

[3:03:34] Voice 12: I think this was our fourth.

[3:03:36] Voice 12: And so that is direct impact to the islands

[3:03:42] Voice 12: that cost was shared by all of British Columbia

[3:03:48] Voice 12: through many different means, not just property tax.

[3:03:53] Voice 12: and so that project was a or our strategy is largely a case study for the watershed security

[3:04:05] Voice 12: strategy and fund that the province just engaged on so they had their winter engagement in the

[3:04:10] Voice 12: winter of 2021-22 and they're they developed strategy options in the summer of 2022 and they

[3:04:20] Voice 12: They are now going through their public engagement process where the Honest Trust has put in public engagement and a whole bunch of other organizations has as well, including Indigenous organizations and First Nation.

[3:04:34] Voice 12: And so now their timeline is in the spring of 2023, they're co-developing a draft watershed security strategy with Indigenous peoples, and that's their first step.

[3:04:50] Voice 12: And then Islands Trust has requested through a letter from the chair that we work closely with the government to develop this watershed security strategy, which includes water objectives, traditional land use of water.

[3:05:13] Voice 12: and indeed our freshwater sustainability strategy was developed by listening to knowledge holders

[3:05:22] Voice 12: and to have an Indigenous person's perspective.

[3:05:28] Voice 12: And so that's a really exciting synergy there.

[3:05:32] Voice 12: And then so the process from the province is to launch a watershed security strategy

[3:05:40] Voice 12: and fund in fall of 2023.

[3:05:43] Voice 12: So what Nerissa and myself and other staff and our consultant were doing, so I would encourage you to read the Freshwater Sustainability Strategy if you haven't, because a lot of things like the communications that we're talking about, the implementation plan, some of the online website stuff has been designed in that strategy.

[3:06:04] Voice 12: It was a very lengthy discussions and a lot of collaborative effort to get there. It wasn't just Nerissa and I with a piece of paper and figuring out projects.

[3:06:12] Voice 12: um and and so we have this huge momentum to go into the watershed security strategy fund which

[3:06:19] Voice 12: is a real thing in the province that they're going to fund and and the islands trust being

[3:06:24] Voice 12: a very significant partner in in developing that and and i think that that touches upon

[3:06:33] Voice 12: our our climate emergency and our um and and and all of the other good work that that the

[3:06:41] Voice 12: the Outland Trust is doing,

[3:06:42] Voice 12: including our reconciliation efforts.

[3:06:46] Voice 12: So I'm not trying to make this so grandiose

[3:06:54] Voice 12: to influence you to agree to what we're putting

[3:06:58] Voice 12: in front of you in these recommendations.

[3:07:02] Voice 12: I'm just trying to set the context for how well suited

[3:07:05] Voice 12: the freshwater sustainability strategy is right now

[3:07:08] Voice 12: to attract some significant funding from the province as well as being an integrated part in

[3:07:15] Voice 12: in watershed security um which is kind of like the water sustainability act 2.0 it's like their

[3:07:22] Voice 12: implementation of trying to ensure that we have sustainable water resources for the future so

[3:07:28] Voice 12: um i i 25 000 is a very small amount this is like almost us getting ready for the big grant

[3:07:38] Voice 12: because if they it's it's it's not unfeasible to assume that or to i guess strive to have the

[3:07:47] Voice 12: province fund the freshwater sustainability strategy in its totality um with not matching

[3:07:54] Voice 12: funds but with obviously energy and funds from the from the honest trust area um but the province

[3:08:00] Voice 12: can play a significant role in this and we're just trying to make sure that we have uh our best

[3:08:05] Voice 12: us foot forward to to hope to have that happen and so I'll leave it at that thanks chair

[3:08:12] Voice 12: thank

[3:08:13] Voice 5: you nurses your hand back

[3:08:15] Voice 16: up again or just

[3:08:16] Voice 16: one one quick thing um I I worked on the funding

[3:08:20] Voice 16: end um from a provincial perspective and one of the things that um when you when when grantors

[3:08:26] Voice 16: are looking at providing grants is demonstration of of implementation so again um if we take steps

[3:08:32] Voice 16: to demonstrate that we are implementing the strategy that we developed, then it does look

[3:08:39] Voice 16: better to funders.

[3:08:43] Voice 5: And I want to assure the staff, I mean, this is, we're trying to understand,

[3:08:47] Voice 5: trying to make sure that we know this is a sensitive year. I know I read the news every

[3:08:55] Voice 5: day. They're saying the recession may be deeper and more than expected. And I know people are

[3:09:01] Voice 5: are feeling the pinch in the islands

[3:09:03] Voice 5: and we're being extremely sensitive

[3:09:05] Voice 5: to the decisions that need to be made.

[3:09:08] Voice 5: So that's why we're inquiring and want more information.

[3:09:13] Voice 5: So can we attempt to summarize,

[3:09:19] Voice 5: are we ready to summarize sort of this,

[3:09:22] Voice 5: if we take, or do you wanna deal with the motion one first

[3:09:26] Voice 5: to say we want to park the the have this fifty thousand dollars is that does the members want

[3:09:35] Voice 5: to make that motion to at least start the conversation anybody want to make motion number

[3:09:43] Voice 4: one i'm comfortable making all three of these motions that are recommended um

[3:09:48] Voice 5: let's start with

[3:09:49] Voice 5: number one yeah

[3:09:51] Voice 4: um so i move that regional planning committee request a financial planning

[3:09:57] Voice 4: Committee for $50,000 as a placeholder for the fiscal year 2023-24 budget.

[3:10:04] Voice 5: Is there a second?

[3:10:05] Voice 5: Seconded

[3:10:06] Voice 7: by Trustee Allen. Any discussion? I'm not seeing any discussion. I'll call the vote.

[3:10:17] Voice 7: All those in favor, raise your electronic hand. All right, take your hands down. All those opposed,

[3:10:31] Voice 7: raise your electronic hands. Not seeing any, so that's carried.

[3:10:41] Voice 5: Now, I guess, though, the question

[3:10:43] Voice 5: would be, is the $18,000 for the co-op student intended to be part of that $50,000? Or is that

[3:10:52] Voice 5: considered to be in addition to the $50,000? Does anyone have clarity on that?

[3:10:57] Voice 2: Madam Chair, I could answer that.

[3:10:58] Voice 5: Yes.

[3:11:00] Voice 2: Sorry. It is separate. It is a separate business request. And I can follow up with your co-op

[3:11:06] Voice 2: question about planning. The planning services does have a separate co-op planning student

[3:11:11] Voice 2: in the budget as we traditionally do every year and that's for 22 000 so it's more than this okay

[3:11:19] Voice 5: it's good to know so i guess the question is is there anyone who wishes to make this

[3:11:28] Voice 5: this motion now or do you want to wait and um wait until the february 1st meeting to decide on

[3:11:37] Voice 5: the co-op student or asking that it be put forward it

[3:11:42] Voice 4: doesn't seem like a bunch of money to me i'm

[3:11:44] Voice 4: i'm happy to make the motion um see how the rest of you feel that's what it's for sure okay i move

[3:11:53] Voice 4: that regional programs no regional planning committee uh forward to the financial planning

[3:11:59] Voice 4: committee for inclusion in the fiscal year 2023-24 budget the business case for eighteen thousand

[3:12:05] Voice 4: dollars for implementation of the freshwater co-op student implement

[3:12:11] Voice 5: yeah i think uh some

[3:12:13] Voice 5: Some wording there is a bit odd.

[3:12:16] Voice 5: I think it's the business case for $18,000

[3:12:19] Voice 5: for the freshwater co-op student.

[3:12:21] Voice 5: I think we

[3:12:22] Voice 4: implement students.

[3:12:24] Voice 4: And regional programs should be changed to planning.

[3:12:28] Voice 5: Yes.

[3:12:29] Voice 5: Yes, that's correct.

[3:12:31] Voice 5: Is there

[3:12:32] Voice 5: a second to that motion?

[3:12:33] Voice 2: Madam chair, if I may interrupt,

[3:12:35] Voice 2: I'm getting

[3:12:35] Voice 2: highlighted messages from our finance director.

[3:12:39] Voice 2: And apparently according to her,

[3:12:40] Voice 2: This is actually intended to be for $22,000.

[3:12:43] Voice 2: That's not what I read in the business case,

[3:12:45] Voice 2: but apparently both co-op positions are for $22,000.

[3:12:47] Voice 2: I assume that's, I don't know what that's from,

[3:12:50] Voice 2: but why there's discrepancy.

[3:12:52] Voice 2: So my sincere apologies.

[3:12:53] Voice 2: I'm being corrected as we speak.

[3:12:55] Voice 2: So the 18

[3:12:56] Voice 2: does not include benefits.

[3:12:59] Voice 2: Oh, that's what it is.

[3:13:00] Voice 5: So my apologies.

[3:13:02] Voice 5: So it's 22.

[3:13:03] Voice 2: My sincere apologies to the committee as a whole.

[3:13:05] Voice 2: I was just carrying forward previous information.

[3:13:09] Voice 2: I didn't double check it.

[3:13:11] Voice 2: That's bad, but there you go.

[3:13:14] Voice 2: There it is.

[3:13:14] Voice 2: Is

[3:13:14] Voice 5: there a second to this motion?

[3:13:17] Voice 5: No.

[3:13:18] Voice 5: Trustee Bullen, I was going to say you're not seconding the motion.

[3:13:24] Voice 5: How about we just, Trustee Allen, are you seconding the motion?

[3:13:28] Voice 5: Okay, so it is seconded now.

[3:13:30] Voice 5: We're open for discussion.

[3:13:34] Voice 7: Trustee Bullen?

[3:13:38] Voice 10: Yeah, so it's not just the salary for the student, which is $22,000,

[3:13:44] Voice 10: and the student will be there from May through September.

[3:13:48] Voice 10: There are also quite a number of staff hours associated with onboarding, workshopping and mentoring the student.

[3:13:56] Voice 10: So I can't remember the number. Perhaps maybe, Stefan, you might remember that number, please. Thank you.

[3:14:05] Voice 5: I think Willem Schulbus got his hand raised.

[3:14:08] Voice 5: um

[3:14:09] Voice 12: so yeah that there's um uh some hours that would that would come from my um coordination

[3:14:21] Voice 12: with the student which is a fraction of the amount of hours that i would spend on on the

[3:14:27] Voice 12: work that the student will be undertaking so this um provide two-week intensive workshop

[3:14:34] Voice 12: workshop um in the freshwater sustainability strategy which is uh 70 hours of my step time

[3:14:40] Voice 12: and then assisting in the orientation to the organization 35 hours um and then uh there's

[3:14:48] Voice 12: weekly meetings to uh to to track the progress and and so yeah this two-week intensive is a

[3:14:56] Voice 12: a workshop, meaning that I will, if, if the co-op student is, um, it is, uh, uh, supported and if I

[3:15:06] Voice 12: have the co-op, we will be deeply workshopping the deliverables for the summer. Um, and that

[3:15:15] Voice 12: includes, it's, it's not a teaching seminar that that's like us actually physically working down

[3:15:24] Voice 12: down these problems and projects together.

[3:15:28] Voice 12: Assisting the co-op student orientation,

[3:15:32] Voice 12: like of course there's gonna be onboarding issues

[3:15:35] Voice 12: in the first week.

[3:15:37] Voice 12: And so I'll just be dedicating that a week's worth

[3:15:42] Voice 12: of my time over likely a month

[3:15:48] Voice 12: of onboarding the student to the organization.

[3:15:51] Voice 12: So, as I did with my co-op student the year before that, or two years before, this kind of influences my hours here and how much hours I recall working with that student.

[3:16:05] Voice 12: And the deliverables are tenfold of what I could do with just that time on my own.

[3:16:11] Voice 12: I mean, I would suggest if there's like some significant reason why we would like to get into how I use my time in the summertime.

[3:16:22] Voice 12: I mean, that's a question you have to ask Director Cermak.

[3:16:26] Voice 12: But this is just showing on how much time I'll be spending with the student.

[3:16:32] Voice 12: And this is largely will be over the first month, month and a half.

[3:16:35] Voice 12: and then we have kind of like a midterm i i um i guess not not uh you may you may not know that i

[3:16:46] Voice 12: i do teach at a university level so i kind of run the co-op student as like a like a work term

[3:16:54] Voice 12: or a school term so we have like a midterm and and provide me with information at that midterm

[3:17:01] Voice 12: time i could report back to the rpc to let you know on how the co-op student's doing

[3:17:05] Voice 12: I'd be more than willing to to do that um and then just to check in to make sure they hit their

[3:17:12] Voice 12: deliverables at the end of the summer because I know that all the co-op students they get slammed

[3:17:16] Voice 12: at the end because they're trying to trying to finish every all their work done before they go

[3:17:19] Voice 12: back to school so that's just like a brief introduction to the hours there um and and I

[3:17:29] Voice 12: I, it's just, I mean, this is my job here is to undertake this work with the, the freshwater

[3:17:36] Voice 12: sustainability strategy and the science work that we do. And, and, and so this is, this is definitely

[3:17:43] Voice 12: not a burden this time. And, and it's, you know, many hands make work faster and the amount of

[3:17:50] Voice 12: work that I got done with the, with my co-op student two years ago would have taken me a year

[3:17:56] Voice 12: and a half and i i don't say that lightly like it was so accelerated and and then the the the

[3:18:05] Voice 12: amount of time that i have to work with mapping staff and information services is really significant

[3:18:10] Voice 12: and having a co-op student that is is is helping me with that component of it is is extremely

[3:18:16] Voice 12: helpful and and so that's part of that organic orientation to the organization is to getting

[3:18:22] Voice 12: them familiar with how to put in requests to mapping staff and then when i have inquiries

[3:18:27] Voice 12: throughout the summer that they can just handle those rather than me burning a whole day on an

[3:18:32] Voice 12: inquiry so thanks sure all

[3:18:35] Voice 5: right trustee allen

[3:18:36] Voice 7: yeah

[3:18:38] Voice 8: i just want to follow up william um i hate

[3:18:42] Voice 8: the term onboarding let's say orientation but uh so that so basically it's june to september but

[3:18:48] Voice 8: you're going to spend a month june to middle of july orientating the student so we're only going

[3:18:53] Voice 8: get a month and a half worth of work or this could be before the actual contract i'm just confused

[3:18:59] Voice 8: oh

[3:19:00] Voice 12: yeah sure so with onboarding uh like a student and i and say orienting to areas of the

[3:19:07] Voice 12: organization is like project specific so the the student will come come on board we'll have a day

[3:19:14] Voice 12: of just going through what the island's trustee is if they're not aware of it already and i

[3:19:19] Voice 12: I, the co-op student I onboarded last year, I gave them a whole bunch of resources to review

[3:19:26] Voice 12: before they started and which they did, which was extremely helpful. And that's why hiring a

[3:19:31] Voice 12: co-op student really early is really helpful. Like I see that the, that the Island's Just

[3:19:35] Voice 12: Conservancy has already put out their call for the co-op student for the summer. So that just

[3:19:39] Voice 12: gives the co-op student more time to get familiar with the organization. Often they're really

[3:19:43] Voice 12: excited to work for the Island's Trust. So they know a lot and they've gone to the website and

[3:19:48] Voice 12: and obviously I get them to read the reports

[3:19:51] Voice 12: and the strategy and all that stuff

[3:19:53] Voice 12: before they come on board.

[3:19:54] Voice 12: The orientation is largely related to a project

[3:19:59] Voice 12: that they'd be working on for me.

[3:20:00] Voice 12: So if it's the significant portion of this,

[3:20:04] Voice 12: about half the hours,

[3:20:05] Voice 12: we'll be working with mapping staff

[3:20:08] Voice 12: to ensure that we're all on board

[3:20:11] Voice 12: on how to get the freshwater Atlas completed.

[3:20:15] Voice 12: So the freshwater Atlas is largely completed.

[3:20:18] Voice 12: it. I even had a working demo of it from a student from two years ago. And the reason why it's not

[3:20:26] Voice 12: hosted now is because it wasn't put into the Arc Online properly. And so that's an example of the

[3:20:35] Voice 12: time that I'll be working with the student to ensure that that gets implemented properly. And

[3:20:41] Voice 12: indeed, it just be the same amount of time of me doing it by myself because we have to get this

[3:20:47] Voice 12: right and so it's basically just another helping hand in in the same amount of time they'll be

[3:20:54] Voice 12: working on this project anyway um and and for for other aspects of like say um about uh onboarding

[3:21:04] Voice 12: would be if um if i'm doing a crown lease referral which is um providing

[3:21:10] Voice 5: i think i think william

[3:21:11] Voice 5: you're getting into into the weeds well

[3:21:14] Voice 12: oh sure i mean i i guess i i i i agree chair um and and

[3:21:22] Voice 12: sometimes it's the weeds that i'm being asked to comment on but i'll refrain thank you can i follow

[3:21:29] Voice 8: up here yes but i'm just curious like in terms of all these co-op students we've had over the years

[3:21:35] Voice 8: if anybody has any numbers of how many have actually come returned to the folds of islands

[3:21:40] Voice 8: trust maybe that's another conversation but maybe Russ could provide that I don't know I'm just

[3:21:45] Voice 8: curious I'm

[3:21:47] Voice 1: not sure okay

[3:21:48] Voice 5: yeah I I know uh trust Alan I had asked that question before especially

[3:21:54] Voice 5: the land use co-ops uh students that we we have generated some of those students have turned into

[3:21:59] Voice 5: employees uh um but I don't recall the numbers okay um I know so we have this before us as a

[3:22:12] Voice 5: a co-op student. I'll speak myself. I mean, what I want to see is the data that we already have

[3:22:23] Voice 5: being moved toward useful products for our land use decisions. And my understanding is that's what

[3:22:35] Voice 5: this co-op student would be doing is helping us move all this data that's been collected

[3:22:42] Voice 5: uh toward being in a useful place for our own planners and to get us the material we need to

[3:22:52] Voice 5: make good decisions is

[3:22:55] Voice 7: that uh is that true how that

[3:22:59] Voice 5: student would be is benefiting the program

[3:23:02] Voice 5: uh

[3:23:04] Voice 12: indeed yes okay

[3:23:07] Voice 5: um

[3:23:08] Voice 12: that there's some exciting products that we want to develop from the atlas

[3:23:13] Voice 12: like if there's an inquiry from one of the planning staff

[3:23:17] Voice 12: on a particular parcel,

[3:23:18] Voice 12: that we would have a almost an automated way

[3:23:21] Voice 12: to provide freshwater information

[3:23:23] Voice 12: for any given parcel in the island trust area.

[3:23:26] Voice 12: And that's

[3:23:27] Voice 7: just one example.

[3:23:32] Voice 7: Okay, any further discussion?

[3:23:37] Voice 7: All

[3:23:37] Voice 5: right, so this is the vote on whether to forward

[3:23:40] Voice 5: to the financial planning committee,

[3:23:44] Voice 5: the request for the freshwater co-op student.

[3:23:49] Voice 5: I'll ask all those in favor,

[3:23:52] Voice 7: raise your hands.

[3:23:53] Voice 7: I'm just looking here.

[3:24:03] Voice 7: Okay,

[3:24:04] Voice 5: whoops, one, two, three, four.

[3:24:08] Voice 5: Trying to count, sorry.

[3:24:11] Voice 5: That's bouncing all over the place.

[3:24:14] Voice 7: I think I'm getting six, if I'm counting correctly.

[3:24:19] Voice 7: All right, take your hands down.

[3:24:23] Voice 7: All those opposed.

[3:24:24] Voice 7: Opposed? And I see two opposed. Thank you very much. And I

[3:24:33] Voice 5: think this is an important discussion

[3:24:40] Voice 5: and one we're not done having. I think this next question that we're going to deal with is asking

[3:24:45] Voice 5: what information to come back with is to understand this better in the process. So I do

[3:24:53] Voice 5: do I do know we need a lot to do a lot more work so this next motion and I think if we could if

[3:25:04] Voice 5: Chloe if you could just maybe cut paste put it up because we may have more than the A and B that's

[3:25:10] Voice 5: here so I'll give you

[3:25:15] Voice 5: a moment to get that on the screen there

[3:25:19] Voice 7: we go oh boy she's been working

[3:25:22] Voice 7: working behind the scene. Thank you, Chloe. So she's added the phased question

[3:25:30] Voice 5: to B. Add

[3:25:32] Voice 5: examples of similar portals. Asked if there's possibility of taking grant support for this

[3:25:40] Voice 5: project. All right. Are there other questions that you would like to see added? This is

[3:25:49] Voice 5: for our discussion on February 1. Are there other questions related to this? Oh, I know

[3:25:59] Voice 5: know, I had one question was who, who's the audience? Is that there? Oh, she got it. You

[3:26:05] Voice 5: are so good. Thank you, Chloe. Trustee

[3:26:09] Voice 4: Elliott? I wonder just in terms of strengthening the

[3:26:12] Voice 4: business case, the explanation that William Shuba and Narimsa offered about how this could

[3:26:25] Voice 4: could facilitate applications for further grants from the province be like situated within the

[3:26:32] Voice 4: context of this is what the province is working on and so make sure that that background is

[3:26:39] Voice 4: captured um because i don't i didn't see that communicated anywhere and for me that's an

[3:26:44] Voice 4: important piece is like if we need to use some money now to finish this project so that it can be

[3:26:51] Voice 4: um this tool can be utilized further or there's further granting opportunities even though we

[3:26:57] Voice 5: can't yeah so i

[3:26:58] Voice 5: guess is the question how this could be leveraged for further yeah uh

[3:27:03] Voice 5: grant

[3:27:04] Voice 5: funding opportunities well

[3:27:06] Voice 4: if we're asking for a business case then just making sure that that

[3:27:09] Voice 4: that context is included would be great so

[3:27:13] Voice 5: chloe i guess we would need an e or you can add just a

[3:27:16] Voice 7: e of um how

[3:27:24] Voice 5: or how this could be used i guess to leverage further grant funding or future grant

[3:27:31] Voice 5: funding i

[3:27:34] Voice 7: don't know if i caught that correctly we

[3:27:38] Voice 5: can play with the words here this is our time

[3:27:40] Voice 5: there's no motion there's no seconds this is the opportunity other

[3:27:47] Voice 7: questions but i see william

[3:27:49] Voice 5: uh

[3:27:51] Voice 12: thank you chair um just with respect to to future grant funding um it's obviously quite

[3:27:58] Voice 12: broad and there's granting from uh federal government and and the province and

[3:28:06] Voice 12: um i what i was speaking to um specifically was the watershed security strategy and fund

[3:28:14] Voice 12: And if we want to be more specific on that particular strategy and fund, staff can do analysis on how our freshwater sustainability strategy would harmonize with that.

[3:28:33] Voice 12: No,

[3:28:34] Voice 5: I think the question was, Nurse Chadwick was saying that if we do this work, we're demonstrating implementation, which makes us more attractive to future grant applications. That's what I believe Trustee Elliott was referring to and what this question is referring to is how does this make us more attractive for that future funding?

[3:29:03] Voice 5: funding and

[3:29:06] Voice 7: I guess that relates to like what

[3:29:09] Voice 5: else and this is probably important for this

[3:29:14] Voice 5: committee is looking back to the strategic the freshwater strategic plan is what else is coming

[3:29:20] Voice 5: how is this in context of the money that's going to be spent for next year and the next year after

[3:29:27] Voice 5: that you know so there's there is the the bigger picture and maybe that needs to be a review of

[3:29:35] Voice 5: the freshwater strategy uh you you asked us to read it so we should read it between now and

[3:29:42] Voice 5: the next meeting but be prepared for staff to ask questions on that is that i'm i'm just speaking

[3:29:50] Voice 5: members is that what you'd like to see or i'm

[3:29:56] Voice 4: not sure i'm ready for a review of the whole project

[3:30:00] Voice 4: And I think this is pretty specific in asking for a breakdown of what the portal would look like.

[3:30:08] Voice 4: So I don't know.

[3:30:13] Voice 7: Anyone else?

[3:30:17] Voice 7: I see there's a Chadwick's hands raised.

[3:30:20] Voice 7: raised?

[3:30:22] Voice 16: Yeah. Hi. I do think there is a plan as part of trustee orientation to do a presentation

[3:30:30] Voice 16: to trust counsel at some point in the near future.

[3:30:41] Voice 7: Okay. I see

[3:30:44] Voice 5: Stephanie Cermak's hands raised. I'm not even going to attempt titles anymore.

[3:30:47] Voice 5: more?

[3:30:48] Voice 2: Perfect. Thank you, Madam Chair. We've targeted February 24th as an education session

[3:30:55] Voice 2: for freshwater sustainability strategy. I was going to introduce that on Thursday night at

[3:31:00] Voice 2: the orientation session or the education session webinar about LTCs. And so that's where we're

[3:31:07] Voice 2: targeting that day, just so you can, it was meant to be a trust-wide education session,

[3:31:14] Voice 2: just so it's out there okay

[3:31:17] Voice 5: but i was just thinking for this committee i you know i i think

[3:31:21] Voice 5: i'm hoping committee members would read the strategy between now and february 1st and i

[3:31:26] Voice 5: think staff should be prepared that they may have questions i think we we don't need to add this to

[3:31:31] Voice 5: this motion at this time any other items that need to be added to this motion i'm not seeing any is

[3:31:38] Voice 5: Is anyone prepared to make this motion?

[3:31:42] Voice 5: Trustee Elliott.

[3:31:46] Voice 4: I move that Regional Planning Committee request staff to report back with more information and details outlining what a web-based knowledge sharing portal connected to the Islands Trust webpage would look like, how it would function, who the audience is, and why it should or should not be separate from the current one webpage dedicated to the freshwater sustainability program.

[3:32:10] Voice 4: program. Greater breakdown, B, greater breakdown of how $25,000 in the draft business case would

[3:32:18] Voice 4: be used to develop a portal and what maintenance costs may or may not occur and can it be phased?

[3:32:24] Voice 4: I suggest there's a comma after occur. C, examples of similar portals. D, if there's a possibility of

[3:32:33] Voice 4: obtaining a grant to support this project. E, how this project could be used to leverage future

[3:32:38] Voice 4: grant funding all

[3:32:41] Voice 5: right is there a second to this motion seconded by trust trustee

[3:32:46] Voice 5: i am terrible with names today um thank you any discussion trustee elliott are you still up

[3:32:58] Voice 5: no

[3:32:59] Voice 10: trustee boland uh just a quick point and it's something i'm i want to come back to

[3:33:04] Voice 10: well I will come back to is there is half an FTE involved in this work as well just as a heads up

[3:33:13] Voice 10: when you if you approve any of these business cases it's just worth keeping in mind that there

[3:33:20] Voice 10: are staff resources associated with those business cases as well in this case for the entire portal

[3:33:27] Voice 10: It was half an FTE right now, which is probably about five to six hundred staff hours.

[3:33:34] Voice 10: Thank you.

[3:33:36] Voice 5: Thank you, Trustee Boland.

[3:33:38] Voice 5: So would that be we said what maintenance costs may be should could would that be a friendly amendment maybe to change that to maintenance resources?

[3:33:53] Voice 5: And would that

[3:33:54] Voice 10: be necessary? I mean, because that's what you're.

[3:33:57] Voice 10: Yeah. I think I just put in brackets that the business case includes a half an FTE, something like that, just because I just feel it's something we need to be more aware of than we have been in the past, because we constantly talk about the budget and the money, and we don't necessarily address the impact on staff resources of choosing to go ahead with a particular business case.

[3:34:22] Voice 10: case so i yeah

[3:34:24] Voice 5: i mean we're gonna we're not deciding if we're going ahead with the business

[3:34:27] Voice 5: case we'll make that decision in february 1st okay um so um yeah so i think we don't need to

[3:34:35] Voice 5: modify this motion and okay fair

[3:34:38] Voice 5: enough remember to bring that up in february i agree it's a very

[3:34:43] Voice 5: valid point okay any further discussion if not i will call the vote all those in favor raise your

[3:34:53] Voice 5: electronic hands

[3:34:54] Voice 7: right reduce lower your hands all those opposed raise your hands and that carries

[3:35:16] Voice 5: trustee mentioned in the chat thank you may read for bringing that up and it is very important that

[3:35:23] Voice 5: we we do need that discipline to remember that we're not just talking dollars and cents but we are

[3:35:28] Voice 5: our dedicating staff time to these things

[3:35:32] Voice 5: when we make decisions.

[3:35:34] Voice 5: Trustee Allen.

[3:35:37] Voice 8: Yeah, sorry, I'm just wondering

[3:35:38] Voice 8: where we're at in the meeting time-wise

[3:35:39] Voice 8: because I thought we were going to 12

[3:35:41] Voice 8: and I have to go in about 15 minutes.

[3:35:44] Voice 8: So I was just wondering how much.

[3:35:45] Voice 5: Thank you, because I also noticed

[3:35:47] Voice 5: we have not moved from our seats for the last three hours

[3:35:49] Voice 5: and we're doing very, very well.

[3:35:54] Voice 5: So we've finished this item, which is 10.2.

[3:35:58] Voice 5: The next item we have is 11.1, and that's really the end before, and I guess, Stefan Zermack, how much time do we need for the next item there?

[3:36:10] Voice 2: Madam Chair, may I suggest, based on today's discussion, that we defer the work program to the next meeting.

[3:36:17] Voice 2: It includes the automated reports and my briefing.

[3:36:20] Voice 2: thing it really begs discussion about what the RPC has done what they're currently doing as per

[3:36:27] Voice 2: a direction of the last RPC and where we're going and I don't think we're going to get anywhere near

[3:36:32] Voice 2: to a good discussion I'm my sugar level is low and I'm sure all of you as well and so on and so forth

[3:36:38] Voice 2: and this is one of the reasons I didn't include in the first place thinking that we would have

[3:36:42] Voice 2: had this discussion February 1st so if if you're agreeable I would suggest that become the key

[3:36:48] Voice 2: component of the February 1st meeting. And we can respond with other items. And if you indulge me,

[3:36:56] Voice 2: I wouldn't mind sort of saying a few more words about next agenda. Is that okay, Madam Chair?

[3:37:02] Voice 5: Well, that's what, yes, the next meeting, this is, I wanted to hear from you and others

[3:37:06] Voice 5: as to what they'd like to see on that next agenda. Trustee Allen, that was okay, or?

[3:37:11] Voice 8: No, I was just wondering, does that have to be a motion that what

[3:37:14] Voice 8: Director Cermak just said in terms of deferring?

[3:37:16] Voice 2: yes it would it'd have to be deferred

[3:37:20] Voice 2: really easy motion but to answer your question too so that'd be deferred uh next meeting

[3:37:25] Voice 2: prioritization we have a one of the outstanding directions from uh rpc is to investigate how to

[3:37:32] Voice 2: prioritize uh projects and so we've staff have been working on that criteria again we'll be

[3:37:38] Voice 2: responding to your direction from the freshwater sustainability strategy implementation that you

[3:37:43] Voice 2: have before you further discussion on the housing forum i heard trustee allen speaking on that

[3:37:48] Voice 2: we have a draft report sort of that we're close to completing about addressing the upcoming form

[3:37:53] Voice 2: as uh has already been budgeted and allocated and planned and then further actions resulting

[3:37:58] Voice 2: from trust council's direction uh for a round table and those kind of things and staff are

[3:38:03] Voice 2: working in rfd to present our thoughts on that and bring you up to speed so those are for sure

[3:38:10] Voice 2: on the agenda that we're working on um yeah so so at least you have a starting point but that

[3:38:15] Voice 2: with that you can see that the idea is to talk about your work program all

[3:38:21] Voice 5: right i know i'd like

[3:38:23] Voice 5: to see uh us have a discussion about annex one from the governance report i or to at least initiate

[3:38:29] Voice 5: some comments about that um it's starting to fill up being a big agenda are there other things that

[3:38:37] Voice 5: that people would like to see on the February 1st meeting.

[3:38:43] Voice 5: Trustee Elliot.

[3:38:45] Voice 4: I'd like to have discussion on creating a working group,

[3:38:48] Voice 4: specifically perhaps in Northern Gulf Islands,

[3:38:53] Voice 4: housing focused working group with the aim

[3:38:57] Voice 4: of working towards the forum and other potential outcomes.

[3:39:03] Voice 5: So that could, could that be related to the, so yeah,

[3:39:06] Voice 5: Yeah, that was a housing forum conversation

[3:39:08] Voice 5: or housing conversation.

[3:39:10] Voice 5: Could that be included in that?

[3:39:12] Voice 4: Yeah, I do wanna see,

[3:39:14] Voice 4: well, I personally would like to see a working group,

[3:39:18] Voice 4: just not with just with that goal,

[3:39:21] Voice 4: but to see what else needs to be developed

[3:39:23] Voice 4: in terms of strategies, yeah.

[3:39:25] Voice 5: All right, now I'm just trying to group the conversation.

[3:39:28] Voice 5: So there's a housing forum, housing work group,

[3:39:30] Voice 5: some sort of, I wish we can detail more.

[3:39:35] Voice 5: Okay, Trustee Allen.

[3:39:37] Voice 8: Yes, sorry, me again. So just wondering, in terms of budgeting of that housing form, I haven't seen that. And is that the end of March? Is that a set date? And also, are we going to look at maybe possibly a subcommittee within our Committee on Housing? Or will this be discussed on February 1st? I'm not sure where we're going right now.

[3:39:59] Voice 8: And also whether I'm supposed to pass that motion to defer? Are we just deferring a lot of stuff?

[3:40:05] Voice 8: Yes

[3:40:06] Voice 5: to everything you just said, but yes, we'll come back to that motion. So let's finish this conversation and then we'll come back to that motion.

[3:40:18] Voice 10: Trustee Boland.

[3:40:20] Voice 10: Not for the next agenda, but if you're making a list of things or topics, I'd really like to understand more how the special property tax works and what would the impact be on different islands if it was used.

[3:40:36] Voice 10: you know small islands big islands etc i just um heard some discussion about this and i know a

[3:40:44] Voice 10: little but not enough so somewhere further down the line that i'd like to hear about if that's

[3:40:51] Voice 10: possible thank you all

[3:40:54] Voice 5: right well thank thank you i know i don't necessarily want to say this is i

[3:40:59] Voice 5: I think that it probably more for our working group, but in the policy two, three, one on

[3:41:08] Voice 5: trust program, trust council committees, it says that, you know, we would keep track of

[3:41:13] Voice 5: projects, new initiatives, ideas, and issues.

[3:41:17] Voice 5: And that's something I want to look at is how we can do that better, um, as a committee

[3:41:22] Voice 5: of, of, of funneling that information in and tracking it all.

[3:41:26] Voice 5: um because that's um you know there's a lot of conversations there's a lot happening out there

[3:41:32] Voice 5: and sometimes you know we're always behind and it's how can we track what some of these ideas

[3:41:37] Voice 5: and issues are that are you know so that we can be more proactive rather than reactive

[3:41:44] Voice 5: as we go forward so that's more of a challenge for you to think about okay so that's a number

[3:41:52] Voice 5: of things we just talked about for the agenda please i think from contact me anytime you have

[3:41:59] Voice 5: thoughts or ideas of how to make this committee function better and um yeah i i'm it's a working

[3:42:08] Voice 5: committee so i know we just talked about some of the homework from this is that do get that

[3:42:13] Voice 5: fresh water strategy and read that and i guess i could look to staff to maybe send a link to that

[3:42:18] Voice 5: so we can find it if you haven't read it yet please read the freshwater strategy

[3:42:23] Voice 5: and become familiar with it and trustee allen did you want to make that motion

[3:42:32] Voice 5: to defer yes

[3:42:34] Voice 8: i moved i moved that the regional planning committee defer the current is it oh

[3:42:42] Voice 8: there we go that's nice thank you otherwise it'll be another 20 minutes um the regional

[3:42:49] Voice 8: planning committee defer discussion of the work program briefing until the subsequent meeting of

[3:42:53] Voice 8: february 1st 2023.

[3:42:55] Voice 5: all right you happy with that motion okay is there a second to that motion

[3:43:01] Voice 5: uh i see seconded by sam more quick and is there any discussion i'll

[3:43:08] Voice 7: call the vote raise your

[3:43:09] Voice 7: electronic hands if you're in favor okay lower your hands is there anyone opposed trustee bolin

[3:43:23] Voice 7: Are you opposed to deferring it? No, no,

[3:43:27] Voice 7: no. The area is going

[3:43:28] Voice 5: to say she wants this meeting to go

[3:43:29] Voice 5: on all day. Thank you very much. I know these electronic hands are so hard to keep track of.

[3:43:36] Voice 5: Okay. So that motion is carried. So for the next meeting we talked about, the next meeting is

[3:43:42] Voice 5: going to be February 1. It is an electronic meeting. And we'll make sure we have time too

[3:43:50] Voice 5: to make sure we prepare well for the in-person meeting

[3:43:52] Voice 5: so that we have good use of our time.

[3:43:56] Voice 5: And with that, is there any other business

[3:43:59] Voice 7: that needs to happen today?

[3:44:07] Voice 7: Oops, sorry.

[3:44:09] Voice 5: I see that there's some chatting going on here.

[3:44:12] Voice 5: Yes, people have to go.

[3:44:13] Voice 5: We all have to go.

[3:44:15] Voice 5: All right.

[3:44:16] Voice 5: So do we need a motion to adjourn?

[3:44:19] Voice 8: Motion to adjourn.

[3:44:20] Voice 5: Can we approve through general consent that we adjourn?

[3:44:23] Voice 5: Just nod your heads yes.

[3:44:24] Voice 5: All right.

[3:44:25] Voice 5: Excellent.

[3:44:26] Voice 5: Excellent. Thank you, everyone. And we'll be in touch.

[3:44:29] Voice 8: Thanks, everybody. Enjoy your day.

[3:44:31] Voice 5: Thanks, Laura. Great sharing.

[3:44:33] Voice 5: Good job, Director Samak.

[3:44:34] Voice 5: Bye-bye.

DRAFT 
Denman Island DRAFT 1 
Advisory Planning Commission Minutes 
January 17, 2023 
 
Minutes of the Denman Island 
Advisory Planning Commission 
 
Date of Meeting: Tuesday, January 17, 2023  
 
Location: 
 
Denman Activity Centre 
1111 Northwest Road, Denman Island, BC 
 
APC Members Present: 
 
George McRae, Member 
C Urquhart, Member 
Edi Johnston, Chair 
Anne deCosson, Member 
 
Staff Present: 
 
Marlis McCargar, Island Planner by Speakerphone 
Katherine Vogt, Recorder by Speakerphone 
 
 
Others Present: 
 
Sam Borthwick, Local Trustee 
David Graham, Local Trustee 
One (1) member from the public 
 
1. CALL TO ORDER AND WELCOME 
 
Acting Chair McCargar called the meeting to order at 1:23 pm. She acknowledged that the 
meeting was being held on the unceded territory of the K’ómoks First Nation. She introduced 
herself and recorder and invited Advisory Planning Commission (APC) members and others to 
introduce themselves. She explained that she would be acting as Chair until elections were held 
later in the meeting, at which time the newly elected Chair would take over. She reviewed the 
history of the Denman Island Farming Regulations Review Project and proposed Bylaws 228 and 
229, recently given second reading by the Local Trust Committee (LTC) and currently being 
referred to the APC, First Nations and other agencies for comment. 
 
2. APPROVAL OF AGENDA 
 
By general consent, the agenda was approved. 
 
3. MINUTES 
 
3.1 Denman Island Advisory Planning Commission Draft Minutes dated June 14, 2022 
 
Member McRae objected to the wording in item 3.1 of the June 14, 2022 minutes, an 
item that referred to the previous minutes of August 14, 2020. Specifically, the phrase in 
item 3.1 ‘perhaps motion DE-APC-2020-005, was not carried’ was unnecessarily 
ambiguous given that Member McRae was actually very certain that the motion had not 
been carried.  
 
Planner McCargar noted that there was a recording of the meeting which had been 
reviewed by the Planning Team Assistant, and that it was not clear that the motion had 
not been carried. 

DRAFT 
Denman Island DRAFT 2 
Advisory Planning Commission Minutes 
January 17, 2023 
o Member McRae noted that the recorder had been a distance away from the 
members, so perhaps the correct information had not been captured in the 
recording. 
 
By general consent, the minutes of June 14, 2022 were approved as presented.  
 
4. BUSINESS ITEMS ELECTION OF CHAIR, VICE-CHAIR AND SECRETARY 
 
Planner McCargar noted that terms for present APC members would be expiring in July 2023; 
and, that though elections for APC members were usually done at the start of the term, these 
had been deferred, but still needed to be conducted.  She explained the roles of Chair, Vice-
Chair, and Secretary. 
 
By acclamation, Edi Johnston was elected Chair; George McCrae was elected Vice-Chair; and C 
Urquhart was elected Secretary. 
 
Planner McCargar noted that recruitment for new APC members would most likely not occur 
until the end of the present term in July 2023; and, that current APC members would be invited 
to put in submissions for another term at that time. She added that the LTC reviews submissions 
and appoints for the APC at a closed meeting. 
 
Planner McCargar passed Chair duties to newly elected Chair Johnston 
 
5. REFERRAL FROM DENMAN ISLAND LOCAL TRUST COMMITTEE 
 
Planner McCargar noted that the referral from the LTC was regarding the Denman Island 
Farming Regulations Review Project. 
 
Chair Johnston reminded APC members that their job was to review the referral and provide 
comment and/or recommendations to the LTC; and, that the Islands Trust mandate was to 
preserve and protect the Trust area and its unique amenities and environment for the benefit of 
residents of the Trust area. 
 
APC members noted the following regarding proposed Bylaw No. 228: 
 The Denman Island Official Community Plan (OCP) Land Use Designations map with the 
Proposed Bylaw No. 228 referral package presents a block of land in and around two farms 
on East Road with Agriculture Land Reserve (ALR) zoned status without any designation. 
Should it not have an A for Agriculture designation? 
o Planner McCargar responded that there are two Denman Island land maps: a zoning 
map correlated to the Land Use Bylaw and its regulations, and a Land Use Designation 
map correlated to the OCP. While the two maps very often do align, sometimes they do 
not. 
o Planner McCargar noted that the map seemed to imply that the block of land in 
question was designated Sustainable Resource (SR); but, would seek further clarification 
as to why it was not labeled.  
o Planner McCargar noted that Policy 14 speaks to Sustainable Resource (SR) land on ALR 
land; that ALR zones were provincially regulated so would not be affected by an OCP 
designation. 

DRAFT 
Denman Island DRAFT 3 
Advisory Planning Commission Minutes 
January 17, 2023 
 APC members discussed that the OCP Land Designation map in relation to the zoning map 
was confusing. 
 Regarding Proposed Bylaw No. 228, Schedule 1, Item 1.8 ‘Additional dwellings could be 
permitted if they are required for full-time farm help and approved by the Agricultural Land 
Commission,’ is the local government giving up control over dwelling numbers to the 
Agricultural Land Commission (ALC)? 
o Planner McCargar responded that the Land Use Bylaw can be more restrictive but not 
less restrictive than the ALC regulations. Applications to the ALC are referred to the 
Islands Trust but ALC has the final decision making authority. It is uncommon, however, 
for agencies to disregard comments to applications given that the referral process is 
collaborative. 
 The extra dwelling allowances on ALR land could be easily abused due to lack of monitoring. 
o Planner McCargar responded that she did not know if the ALC used a complaints-based 
system or another system for monitoring built into the extensive ALC applications 
process. 
 Many farmers feel generally constrained by lengthy, time-consuming applications and 
regulatory processes and would not support local governments imposing further restrictive 
regulation layers above the ALC’s existing restrictions on ALR land. Seasonal workers and 
places for them are needed on farms. 
 Why does the Ministry of Agriculture say that local governments have final approval over 
residences? 
o Planner McCargar clarified that previously the ALC only allowed secondary dwellings for 
immediate family members, but that now they were allowing anyone in the second 
dwelling; however, local governments can impose more restrictive regulations in their 
Land Use Bylaw. 
o She further noted that on the Islands Trust website there is a Protocol Agreement and a 
Letter of Understanding between the ALC and Islands Trust. 
 
DE-APC-2023-001 
It was MOVED and SECONDED, 
that the Denman Island Advisory Planning Commission recommends moving forward 
with proposed Bylaw No. 228. 
CARRIED 
 
APC members discussed proposed Bylaw No. 229 which amends the Denman Island Land Use 
Bylaw No. 186, 2008 to regulate dwellings in the ALR; agri-tourism and agri-tourism 
accommodation; and to update several definitions and setback regulations. 
 
APC members noted the following regarding proposed Bylaw No. 229: 
 It was previously determined that setbacks to watercourses for development permit areas 
was out of scope of the Farm Regulations Review Project but would be an important future 
project. Why was this not done first? 
o Planner McCargar clarified that the proposed changes in Bylaw No. 229 bring setbacks 
to watercourses regulations in line with ALC regulations, but setback regulations or the 
creation of new Development Permit Areas would need another extensive round of 
public engagement. 
 There is currently a problem with small-scale livestock in a small subdivision property 
contaminating and shutting down a nearby shellfish tenure with E. coli.  

DRAFT 
Denman Island DRAFT 4 
Advisory Planning Commission Minutes 
January 17, 2023 
 There is currently a problem with manure applied on a garden adjacent to a stream and well 
contaminating that well with E. coli such that the well owner has had to install extra 
filtration. 
o Planner McCargar noted that the BC Ministry of Environment enacted the Agricultural 
Environmental Management Code of Practice regulation in 2019 which lays out 
requirements for specific farm practices regarding livestock, manure and storage near 
watercourses. 
 An APC member responded that these Ministry regulations were inadequate and did not 
account for the nature of runoff in various landscapes. 
 Applications of manure on larger growing areas could contaminate whole watersheds and 
multiple wells. 
 How many years could it take to fully address farm practices water contamination issues on 
Denman Island? 
o Planner McCargar responded that this would be at the direction of the LTC and their 
project priorities and could be recommended by the APC for the LTC to consider. She 
also clarified that amended setback regulations could apply to any property, not just 
farm properties. 
 Upriver/downriver contamination issues could be addressed more quickly as a specific 
significant setback issue. 
 
DE-APC-2023-002 
It was MOVED and SECONDED, 
that the Denman Island Advisory Planning Commission recommends moving forward with 
proposed Bylaw No. 229. 
CARRIED 
DE-APC-2023-003 
It was MOVED and SECONDED, 
that the Denman Island Advisory Planning Commission recommends that the Local Trust 
Committee review issues of creating Development Permit Areas for protection of watercourses 
as a priority. 
CARRIED 
6. NEXT MEETING 
 
A next meeting would await a new referral from the LTC. 
 
7. ADJOURNMENT 
By general consent, the meeting was adjourned at 2:39 pm. 
 
_________________________ 
Edi Johnston, Chair 
 
Certified Correct: 
 
_________________________ 
Katherine Vogt, Recorder