Islands Trust Council regular meeting, January 19, 2023

[0:00:00] Voice 4: it's the weather's turning cold again we're reminded that it is in fact winter and not spring

[0:00:05] Voice 4: and I am delighted that those of you who chose to show up are here out of your own time dinner

[0:00:12] Voice 4: time and stuff like that I managed to put my own feet up by the fire for 15 minutes before I started

[0:00:17] Voice 4: that and it's equivalent to a sauna and I was very grateful so with that I'm going to start the

[0:00:22] Voice 4: meeting I'm going to assume whoever shows up is going to show up and if you show up you were meant

[0:00:26] Voice 4: to be here and I'm grateful for you being here. I'll start with an acknowledgement that we are

[0:00:31] Voice 4: meeting tonight, all of us on unceded territory of Coastal Salish First Nations. I myself am very

[0:00:38] Voice 4: grateful to be coming to you from the unceded territory of the Hul'q'umi'num and Sinshawthin

[0:00:45] Voice 4: speaking people. And I am blessed to live by the shore where it's the history, just even the

[0:00:53] Voice 4: um the clam garden that's outside my steps here is older than the egyptian pyramids so you know

[0:00:59] Voice 4: that really puts it into context so a little bit about tonight the purpose of tonight's webinar

[0:01:04] Voice 4: is to provide some basic education as to what expect at ltc meetings i will not cover everything

[0:01:10] Voice 4: that'd be impossible i'll cover what i think we're in our team with the highlights of things to come

[0:01:17] Voice 4: i would love it if we can keep cameras on to as much as possible but i also respect

[0:01:23] Voice 4: it's dinner time and most of you are at home chilling out and you want to just kind of get

[0:01:27] Voice 4: out. The reason is for me personally is I like to read the room when I present. It's very hard for

[0:01:33] Voice 4: me not to. So when I see things happening and I don't understand what's happening, I'm like,

[0:01:36] Voice 4: are you okay? And you'll probably notice that already about me. I check in with people, but

[0:01:42] Voice 4: do as you will. But that just helps me for visual cues. If I'm off track, I'll see it and I'll be

[0:01:48] Voice 4: like uh oh what does uh trustee uh uh who i was gonna say trustee hutton trustee bernardo is the

[0:01:55] Voice 4: first one i see up there you know oh am i not reaching him so i'll i like to correct um there's

[0:02:01] Voice 4: about six sections to the presentation and there's question room for questions at the end of each

[0:02:06] Voice 4: section so i really if you have questions jot them down and we'll get them to the end of each section

[0:02:12] Voice 4: if they just pop into your head and they're not relevant to what we're talking about we can

[0:02:15] Voice 4: and catch them at the end. And if we get to the end and we run out of time, don't be shy. You

[0:02:21] Voice 4: can communicate with me at any time or any of the team, our planning services team, and we're here

[0:02:26] Voice 4: for you. So with that, we have a lot of the planning services management team here. We have,

[0:02:34] Voice 4: who do we have here? I see our newest member, Renee Jamerot. She's on screen, our RPM of the

[0:02:40] Voice 4: north rpm being regional planning manager welcome renee i see robert kujima our regional planning

[0:02:47] Voice 4: manager of the south and i see chris hutton a regional planning manager of salt spring island

[0:02:53] Voice 4: and that is your planning service management team our uh enforcement bylaw officer our our manager

[0:02:59] Voice 4: of bylaw enforcement services or is uh it may or may not be joining i'm not sure what he's up to

[0:03:05] Voice 4: tonight but uh you're going to get a lot of them at the march trust council so never fear you will

[0:03:09] Voice 4: have more time than you want with him per se. Let's see, some ground rules. Oh, that's a bit

[0:03:16] Voice 4: for ground rules. I'm ready to go. Does anybody have any questions before we begin? This is when

[0:03:24] Voice 4: you speak up. Okay. No, let's go. So I assume you can all see the screen. Okay. It shows the agenda.

[0:03:32] Voice 4: Oh, hold on. You probably don't. I'm not sharing my screen yet. Am I? Nope. It's time for me to

[0:03:37] Voice 4: share my screen. See, there's always something going on. Okay. Yeah. Now you all disappeared

[0:03:44] Voice 4: on my screen so that means it must be working can you all see the agenda outline it's taking

[0:03:49] Voice 4: up your screen great okay so today's agenda there's a multiple parts it should take about 45

[0:03:56] Voice 4: to 50 minutes i tend to talk fast so bear with me i have to consciously slow down i'll do my best

[0:04:04] Voice 4: it's um the first reminder i'd like to give to you this is what we're going to cover all

[0:04:08] Voice 4: ldc authority and bylaws meetings good to know is for administrative stuff we'll talk about current

[0:04:14] Voice 4: planning and we'll talk about long-range planning or otherwise known as like processing applications

[0:04:19] Voice 4: and doing some whatever changes you want to do to your bylaws the all this information is in your

[0:04:27] Voice 4: toolkit and more so that's a little snapshot of it on the screen when in doubt if you miss something

[0:04:34] Voice 4: refer to that you should have all gotten that as part of your orientation package and if you don't

[0:04:38] Voice 4: have it, we can resend it to you. Okay. Starting at the top, LTC authority. I briefly covered this

[0:04:48] Voice 4: at your general orientation. The LTC authority comes from the Islands Trust Act and all of its

[0:04:54] Voice 4: authority from there, it states that the LTCs must carry out their business for the purpose of

[0:05:00] Voice 4: carrying out the object of the trust. So that's right at the top. And I think we've talked about

[0:05:07] Voice 4: the object of the trust a lot, but that's your purpose. That's the purpose of LTCs when you're

[0:05:12] Voice 4: meeting with them. The object, of course, is the preserve and protect mandate, which you are all

[0:05:17] Voice 4: able to quote verbatim now, I'm sure. I can see your face and no one's laughing. Legislation about

[0:05:25] Voice 4: what an LTC must do is quite limited to having a few basic things. An LTC must do these three

[0:05:32] Voice 4: things. Submit its by-law to the executive committee for approval, whatever by-laws it's

[0:05:36] Voice 4: doing. It must submit its OCP, official community plan, amending by-laws to the minister for

[0:05:42] Voice 4: approval and it must carry out other duties that the trust council directs it to do and that is the

[0:05:48] Voice 4: entirety of what an ltc must do however of course you spend most of your time doing other things

[0:05:56] Voice 4: and that is what an ldc may do and an ltc may choose to enforce its bylaws an ltc may choose

[0:06:03] Voice 4: to regulate the development and use of land in its area and it may enter into agreements

[0:06:09] Voice 4: agreements with various different authorities and governments and I just have a picture there

[0:06:14] Voice 4: of an example protocol agreement between a regional district and an LTC. So again we've

[0:06:24] Voice 4: gone from the we're still in the authority it starts all the top we have one policy to rule

[0:06:30] Voice 4: them all in the local LTCs and that is the Islands Trust Policy Statement. All OCPs, all land use

[0:06:37] Voice 4: bylaws must concur when amended with the Islands Trust Policy Statement. The Policy Statement

[0:06:45] Voice 4: contains numerous policies that guide all the work. Sorry, I'm reading notes. And of course,

[0:06:52] Voice 4: even when Bowen Island changes its OCP, they submit it for agreement with or concurrence with

[0:06:59] Voice 4: the Islands Trust Policy Statement. When referring an OCP or land use bylaw amendment to the

[0:07:06] Voice 4: executive committee for their approval, this is the policy they use to evaluate it. And more

[0:07:12] Voice 4: specifically, they evaluate the directive policies within the policy statement. And these can be

[0:07:19] Voice 4: found in various sections. So all your bylaws have to agree with Island Trust policy statement. And

[0:07:27] Voice 4: the policy statement is broken up into the three sections I show there. Ecosystem preservation

[0:07:31] Voice 4: protection, stewardship of resources, and sustainable communities. And they have various

[0:07:36] Voice 4: directives within them that LTCs must agree with. They're quite loose

[0:07:41] Voice 4: statements and of course that's up for amendment through Trust Council right

[0:07:46] Voice 4: now. One step below that layer is the community plan, official community plan.

[0:07:52] Voice 4: Each LTC has at least one official community plan. Several of you have a few

[0:07:58] Voice 4: and the official community plan of course must agree with the policy

[0:08:02] Voice 4: statement. And if you choose to have an OCP, which you all do, it's a policy document. So it

[0:08:10] Voice 4: defines or provides a community vision for the local trust area and defines the land use

[0:08:16] Voice 4: objectives, policies, and actions. It's not a regulatory document. And all those

[0:08:24] Voice 4: objectives, policies, and actions are what achieve the vision that's within the document.

[0:08:29] Voice 4: It acts as a guide for future decisions of the respective LTCs, community members, and other levels of government and service providers.

[0:08:38] Voice 4: So when staff are talking to, say, staff at the Ministry of Transportation about subdivisions, we're getting policy guides from your OCPs.

[0:08:48] Voice 4: The plan explains ways in which the policy statement can be put into effect within each respective local trust area.

[0:08:55] Voice 9: area.

[0:09:00] Voice 4: If you have an OCP, it has to have certain things. And that's according to the Local

[0:09:05] Voice 4: Government Act. It has to have housing needs and targets. That's relatively new to some

[0:09:10] Voice 4: aspects of it. Public infrastructure services, greenhouse gas reductions, these certain types

[0:09:17] Voice 4: of land uses. It has to have restrictions on the use of land subject to hazardous conditions

[0:09:23] Voice 4: or environmentally sensitive to development. And I always found this one fun. I don't know

[0:09:27] Voice 4: why sand and gravel deposits suitable for future extraction i'm sure most of us are aware that

[0:09:33] Voice 4: aggregates are the most used resource that we have so it has to have all those things in there

[0:09:41] Voice 4: it may include other things related to some more social aspects the social value of things social

[0:09:48] Voice 4: needs social well-being social development things related to farming the province really tries to

[0:09:54] Voice 4: steer us clear from regulating farming so it you can have things regarding farming interestingly

[0:10:02] Voice 4: enough i spent just a half a second on this last point about policies relating to the preservation

[0:10:07] Voice 4: protection restoration and enhancement of the natural environment its ecosystems and biological

[0:10:13] Voice 4: diversity that's an option for most um ocps i would argue that the islands trust act supersedes

[0:10:21] Voice 4: that and we have a that we fit within the policy statement which therefore makes that last statement

[0:10:28] Voice 4: about preservation and protection our preserve and protect mandate supersedes that may have

[0:10:33] Voice 4: because your ocps must confirm or must be concur with the island's just policy statement so if

[0:10:39] Voice 4: you're looking to see what makes the island's trust unique that is one of the examples in that

[0:10:43] Voice 4: we ocps have to agree with the policy statement which is to preserve and protect whereas other

[0:10:49] Voice 4: other communities don't have to do that. It's an option. All of you have OCPs and some of you have

[0:10:58] Voice 4: multiple land use bylaws. The land use bylaw must agree with the official community plan and both

[0:11:04] Voice 4: must agree with the policy statement. It is to implement the OCP. And as you remember, the OCP

[0:11:11] Voice 4: is to implement the policy statement. And that's why you've got these nesting circles. I hope that

[0:11:15] Voice 4: all makes sense. If not, you're certainly going to know that soon. The land use bylaw is the

[0:11:21] Voice 4: a regulatory document. We went from a policy document saying these are the wishes and the

[0:11:24] Voice 4: dreams and how we implement the policy statement. And now we've trickled down from the OCP. How do

[0:11:30] Voice 4: we implement the vision and the objectives of the community vision and plan? And we put into reality

[0:11:35] Voice 4: and the land use bylaw and put in regulations. Two big things here would be use and density.

[0:11:42] Voice 4: That's what most people talk about. How many things you can have in a given area and what

[0:11:47] Voice 4: type of things those are or what and where you can do it but of course we also include things about

[0:11:52] Voice 4: sizing or citing size things like size of buildings structures parking screenage drainage requirements

[0:12:00] Voice 4: and and a handful of others and we're still in the authority section but wait there's more

[0:12:08] Voice 4: there's more we have uh in terms of authority the local trust committees have not only

[0:12:14] Voice 4: OCPs, official community plans, LUBs, which are land use bylaws. You have a whole host of other

[0:12:19] Voice 4: administrative bylaws regulating meeting procedures, your advisory planning commissions,

[0:12:25] Voice 4: development procedures, fees, freedom of information processes, bylaw enforcement,

[0:12:30] Voice 4: and so forth. So you have a lot of administrative bylaws that complement and help you regulate how

[0:12:38] Voice 4: things are done. So I'm going to pause there and ask if there's any questions, and you'll probably

[0:12:43] Voice 4: have to turn on your microphone because i only see four cameras oh well maybe is anybody have

[0:12:49] Voice 4: any questions that's just about the authority and it's a highlight view of ltc's authority

[0:12:53] Voice 4: where it comes from and sort of the basic containment of ocps landing bylaws and

[0:12:59] Voice 4: administrative anybody

[0:13:01] Voice 6: another

[0:13:02] Voice 4: question trustee bernardo hi

[0:13:05] Voice 6: um yeah the um it's interesting this

[0:13:10] Voice 6: this dichotomy between directive policies that are binding and it's clear the

[0:13:19] Voice 6: trust policy statements binding but we've got a whole bunch of other policies

[0:13:27] Voice 6: issued by the trust council level and I can't find I can't find anything that

[0:13:35] Voice 6: makes them binding on LTCs I mean they're clearly guidelines and they

[0:13:38] Voice 6: express an intention on the part of the collective as to how the operation

[0:13:43] Voice 6: should generally run, including at the LTC level.

[0:13:47] Voice 6: They're normative in that respect.

[0:13:49] Voice 6: And, you know, I think it'd be too much to say that they're optional,

[0:13:52] Voice 6: but I can't find anything that makes them obligatory.

[0:13:56] Voice 6: And I'd just like to clear that up for the LTCs, I mean.

[0:13:59] Voice 4: Indeed.

[0:14:01] Voice 4: So the reference I give them is that you're right.

[0:14:06] Voice 4: Directive policies are used, they're direct policies aimed right at the LTCs.

[0:14:13] Voice 4: in terms of evaluating their bylaws when they're submitted.

[0:14:17] Voice 4: But the rest of the policy documents in there,

[0:14:20] Voice 4: the operational documents, the operational policies,

[0:14:23] Voice 4: refer to more operational to the trust body as a whole.

[0:14:27] Voice 4: So they do apply to the LTC or the LTCs in terms of operations,

[0:14:32] Voice 4: but not so much the very distinct submission of a bylaw

[0:14:37] Voice 4: for approval by executive committee.

[0:14:39] Voice 4: And that's the difference.

[0:14:40] Voice 4: So all the policies apply,

[0:14:41] Voice 4: But when we're evaluating the key thing that an LTC must do is submit its bylaw for approval, that's when the directive policies apply.

[0:14:50] Voice 4: So it's meant to really separate the distinct.

[0:14:53] Voice 6: Yeah, I'm sorry about this, but it's a disability.

[0:14:59] Voice 6: I'm approaching it from the perspective as a lawyer.

[0:15:02] Voice 6: lawyer and uh what i'm trying to get at is i'm trying to understand the difference between

[0:15:07] Voice 6: this everything that's in the trust policy statement is clearly directive but the ltc's

[0:15:13] Voice 6: you know must do that and the whole bylaw business is all wrapped up in that in terms of the process

[0:15:19] Voice 6: but the other policies the many i can see how they apply to staff and they can apply to how the staff

[0:15:27] Voice 6: and the Trust Council interact with the LTCs,

[0:15:29] Voice 6: but I can't find anything that makes those policies binding on the LTCs.

[0:15:35] Voice 6: Am I correct in assuming that they are, in fact, not binding on the LTCs?

[0:15:42] Voice 6: To the

[0:15:42] Voice 6: extent that they at all overlap with what the LTCs do.

[0:15:48] Voice 4: I would say, you know, I would have to go one by one,

[0:15:52] Voice 4: sort of evaluate them with you.

[0:15:55] Voice 4: I don't think that's a fair statement to say they don't apply to

[0:15:58] Voice 4: no

[0:15:59] Voice 6: no i'm not saying they don't apply i'm saying they're not obligatory like i'm i'm looking at it

[0:16:04] Voice 6: from the legally uh binding aspect of it like hypothetically and i'm not advocating this but

[0:16:11] Voice 6: i'm trying to understand the structure hypothetically you've got a rogue ltc that

[0:16:14] Voice 6: just doesn't care about stefan's policies they will obey the trust policy statement but they're

[0:16:19] Voice 6: not but all the rest of them they choose they're maniacs they choose to ignore them and do what

[0:16:24] Voice 6: they want legally can they get away with that yeah if i

[0:16:30] Voice 11: understand what you're what you're

[0:16:31] Voice 11: talking about trustee bernardo the the like the trust council adopted policies on how to process

[0:16:37] Voice 11: applications things like that yeah a trustee a trust ltc is not legally bound by those policies

[0:16:44] Voice 11: um but there's likely consequences for a trust committee that that goes too far over no i

[0:16:51] Voice 6: i understand that i'm not saying that would be an exercise of good judgment

[0:16:54] Voice 11: i'm

[0:16:56] Voice 6: just trying to

[0:16:56] Voice 6: understand the structure and i'm starting to take up all this air time but i've got a related

[0:17:01] Voice 6: question the compulsory items in the ocp where does the compulsory part of that come from like

[0:17:08] Voice 6: the ocp must have these things in it there must be some legislation that somewhere that creates that

[0:17:14] Voice 6: what is that

[0:17:15] Voice 4: that's the local government act it's part 14 of the local government act and and as

[0:17:20] Voice 4: It's pretty much a verbatim list that's on your PowerPoint there.

[0:17:25] Voice 6: All right.

[0:17:25] Voice 6: Is that section 14, you say?

[0:17:27] Voice 4: Part 14.

[0:17:28] Voice 6: Part 14.

[0:17:30] Voice 6: All right.

[0:17:30] Voice 6: Thank you.

[0:17:31] Voice 6: I've taken up enough time.

[0:17:32] Voice 6: Thank you for that.

[0:17:33] Voice 7: I have a question.

[0:17:34] Voice 6: Please, yeah.

[0:17:35] Voice 7: So I believe that one difference is that the, I think it's the districts or the municipal authorities are required to have a growth management strategy.

[0:17:46] Voice 7: And that, you know, but we have a trust policy statement. And, you know, one view, you know, could be that that's a generic thing, and that your trust policy statement could be a growth management strategy similar to other municipalities and regional districts.

[0:18:14] Voice 7: Do you have any comment on that?

[0:18:17] Voice 4: Sure, in terms of authority, the policy statement does replace the growth,

[0:18:24] Voice 4: oh I'm forgetting the actual legislation, the growth management strategy?

[0:18:27] Voice 9: Regional growth strategy?

[0:18:28] Voice 4: The regional growth strategy, oh my gosh I just blanked. It does replace that level of policy,

[0:18:34] Voice 4: absolutely. And not all regional districts in the province are subject to a regional

[0:18:38] Voice 4: growth strategy, just select ones. And if the workings of regional growth strategy

[0:18:45] Voice 4: are you know in the essence of grow here protect there and services and and then they coordinate

[0:18:54] Voice 4: the regional services to those areas so i like to think of as places or places and connections

[0:19:00] Voice 4: to or what do they call those connections and nodes nodes and connections and so you know the

[0:19:05] Voice 4: nodes being where the targeted growth goes because the connections are of water sewer transportation

[0:19:11] Voice 4: transportation and other types of infrastructure. It's a messy process if you're involved with it

[0:19:16] Voice 4: and people don't agree and so on and so forth. And the Islands Trust is deliberately divorced from

[0:19:22] Voice 4: that process. And it's quite deliberate because it's not meant to be a place of growth. It's not

[0:19:28] Voice 4: meant to be targeted for growth. It's meant to be a preserve and protect mandate only. And so

[0:19:34] Voice 4: that's not to say we don't need to manage growth. A hundred percent. That's what the whole

[0:19:38] Voice 4: planning service function is all about. And certainly the policy statement could guide us

[0:19:43] Voice 4: in that way. But we're divorced from that process because, you know, we don't want to mistake our

[0:19:49] Voice 4: area as a node to which connect services to in order to grow such that Nanaimo has a bedroom

[0:19:54] Voice 4: community or similar, even though in reality it sort of functions that way. Okay. I see other

[0:20:01] Voice 4: questions. Keep in mind, we do have other sections coming up about meetings, good to know is current

[0:20:05] Voice 4: current planning, but Trustee Evans, I see your hand up at the top of my screen.

[0:20:10] Voice 8: Thanks. I just have a silly question that I'm hoping maybe you can clarify.

[0:20:14] Voice 8: And it's just regarding language used in the OCP. So where the OCPs use language like must

[0:20:23] Voice 8: and require and legally binding statements in situations that I just want to understand. Now,

[0:20:34] Voice 8: the OCP is not enforceable. Only our bylaws are enforceable, correct?

[0:20:39] Voice 4: it's a bit of a tricky answer in general yes it's a policy document guiding

[0:20:44] Voice 4: land use bylaws which are the enforceable regulation however we do quite often and i

[0:20:52] Voice 4: would say it's the majority of ocps contain things like development permit areas or heritage

[0:20:57] Voice 4: conservation areas and those are enforceable to some to a degree although not ticketable offenses

[0:21:04] Voice 4: fences. And so they are guidelines. It's much like the temporary use permit guidelines. And so

[0:21:11] Voice 4: when you're submitting, when someone's submitting a development permit area application to develop

[0:21:17] Voice 4: in a development permit or a temporary use permit, they're asking for temporary use in a certain

[0:21:21] Voice 4: area. They must sort of meet the guidelines as per, you know, evaluated by the elected officials.

[0:21:28] Voice 4: So they act as a kind of quasi-judicial, but the elected officials can choose, you know, can sort of walk that guideline and walk those and sort of evaluate themselves what's important and what's not.

[0:21:42] Voice 4: Although, again, there's further caveats on that.

[0:21:44] Voice 4: So they're sort of regulatory in that sense.

[0:21:47] Voice 4: but in most policies we're not generally policies are not musts and shalls although there are

[0:21:54] Voice 4: definitely they're definitely sprinkled throughout ocps throughout there generally we're guided to

[0:21:59] Voice 4: be um guided to be objectives and sorry the i think i have a window open uh to have um uh to

[0:22:07] Voice 4: be shoulds and coulds and and as opposed to be musts and shalls but um certain communities love

[0:22:13] Voice 4: to say that and so there you go

[0:22:15] Voice 8: okay so i have a a little bit more of a direct question then

[0:22:18] Voice 8: in our icp with regards to subdivision it says that it requires yeah to access

[0:22:26] Voice 8: so if there are applications that don't have that yeah

[0:22:32] Voice 4: so if that's a policy so you're saying

[0:22:34] Voice 4: subdivisions did you say yeah sorry

[0:22:36] Voice 4: yeah subdivision so staff would read that when we're

[0:22:39] Voice 4: getting the referral for it and we would say that's what the um elected officials have required

[0:22:44] Voice 4: And therefore, that's what we would apply to our response to the Ministry of Transportation.

[0:22:48] Voice 4: But in the end, the ministry.

[0:22:49] Voice 4: Yeah. So we would say that's that's what the OCP says shall be required.

[0:22:54] Voice 4: But the authority lies with the Ministry of Transportation subdivision authority.

[0:22:59] Voice 4: I'm at 630 apparently is not a good time for me with the whoever's in charge of subdivision there.

[0:23:07] Voice 8: It's

[0:23:08] Voice 4: Modi, but I'm trying. I'm terrible at titles tonight.

[0:23:10] Voice 4: night and uh but they they get final say the

[0:23:13] Voice 11: provincial approving officer

[0:23:16] Voice 4: i've got acronyms in my head tonight pao i'm

[0:23:19] Voice 8: just trying to wrap my head around so the question the

[0:23:21] Voice 11: question of if there's an ocp policy that says it is very definitive uh in its statement um

[0:23:28] Voice 11: what that applies to is the local trust committee subsequently adopting a bylaw

[0:23:35] Voice 4: generally they

[0:23:36] Voice 11: cannot adopt a bylaw that would be directly in conflict with that ocp policy

[0:23:43] Voice 11: so the ocp one way to think of the ocp um setting aside the you know the the exceptions that that

[0:23:50] Voice 11: stefan mentioned like dpas and so on they're included in ocps the policy part of the ocp

[0:23:56] Voice 11: is binding and directed at the decisions of the local trust committee whereas the regulatory

[0:24:02] Voice 11: bylaws are about the actual use of the land so if there's a really if there's a clear definitive

[0:24:08] Voice 11: statement in an ocp the local trust committee can't subsequently adopt a bylaw that's contrary

[0:24:13] Voice 11: to that policy um it's a little more it's a little more nuanced than that and the courts have said

[0:24:21] Voice 11: well local governments they look at the whole ocp and its contacts and there might be other

[0:24:26] Voice 11: policies that support something and some policies that don't support it and they have to weigh that

[0:24:30] Voice 11: But generally speaking, there shouldn't be a direct collision between an OCP policy and a bylaw that's subsequently adopted.

[0:24:38] Voice 4: Awesome.

[0:24:39] Voice 4: Thanks, Robert. Good fulsome answer.

[0:24:44] Voice 4: Okay, so I'm going to move on to the rest of the other sections, moving on to just LTC meetings section.

[0:24:50] Voice 4: I don't see any other hands up, but I only can see six of you.

[0:24:54] Voice 4: No surprise.

[0:24:56] Voice 4: Okay, so LTC meetings. Why do you have meetings?

[0:24:58] Voice 4: Well, the purpose of LTC meetings, perhaps no surprise, is to conduct business.

[0:25:03] Voice 4: It's a business meeting, regular business, and those are open business meetings.

[0:25:09] Voice 4: They're generally to go through applications and it's generally to talk about your long

[0:25:15] Voice 4: range projects, what you want to accomplish.

[0:25:17] Voice 4: The meetings being open are regulated through an administrative bylaw, which I showed you.

[0:25:24] Voice 4: Remember, there's more.

[0:25:25] Voice 4: and those meeting procedure bylaws are required by provincial legislation so it's not just

[0:25:30] Voice 4: previous LDCs wanting to be wonky or staff being mean to you it is a provincial requirement that

[0:25:36] Voice 4: if you're going to have a meeting you have to have meeting bylaws the procedures have to be

[0:25:38] Voice 4: established so everybody knows the rules that they're playing by really is what it is same

[0:25:43] Voice 4: thing with electronic meetings there's provincial rules about that that have to be implemented via

[0:25:48] Voice 4: bylaw so you all have LDC meeting procedure bylaws and that's so when you hear us talking about

[0:25:55] Voice 4: what types of meeting electronic or not and how they have to be that's what we're quoting and

[0:25:59] Voice 4: that's because it's provincially required um electronic meetings something you may or may

[0:26:05] Voice 4: not know if you want to have an electronic meeting an ltc meeting and that's great fully encouraged

[0:26:11] Voice 4: use of that function by law we have to have a space that is staffed that the general public

[0:26:22] Voice 4: can come to to sit and listen to the meeting they don't have to be able to participate they don't

[0:26:27] Voice 4: even have to be able to watch they just have to come to a a public area that is staffed

[0:26:32] Voice 4: so that they can listen and so your electronic meetings by default it's an interesting

[0:26:38] Voice 4: thing that most of you are out there you know um i was gonna say in the hinterlands the hinter

[0:26:43] Voice 4: islands perhaps and that um those spaces tend to be the offices so the northern office tends

[0:26:49] Voice 4: used at Gabriola, you'll see if it's an electronic meeting, they'll say that that space provided

[0:26:54] Voice 4: is the Gabriola office. Which means though, if you want to have meetings outside of regular

[0:27:02] Voice 4: business hours, you need staff. It needs staff to be sitting in those spaces. So electronic meetings

[0:27:08] Voice 4: held outside of normal business hours are not as easy as they sort of sound. That's a bit of a

[0:27:14] Voice 4: caveat. I think you should be aware. Now, Trustee Boland, I have time for questions at the end.

[0:27:18] Voice 4: And is it important now or can we hold it?

[0:27:20] Voice 7: Well, is this requirement to have a staff location specific to LTC meetings or to all of the trust meetings?

[0:27:32] Voice 4: Good question. I believe it's all local government meetings.

[0:27:36] Voice 7: Okay. Thank you.

[0:27:39] Voice 4: Okay. So, and of course, they have to ensure fair procedural process.

[0:27:42] Voice 4: process. And I'm sure it makes sense that the Southern Gulf Island meeting tends to be

[0:27:50] Voice 4: Victoria office is the default place. And Salt Spring, of course, is on Salt Spring. So Salt

[0:27:55] Voice 4: Spring is kind of special that way. They have historically been able to take care of themselves

[0:28:00] Voice 4: in that sense. Meeting types. I think I started this new term. I think I answered this question

[0:28:07] Voice 4: the most amongst a group of you. Regular business meetings versus special business meetings. So

[0:28:13] Voice 4: So regular business meetings, like I said, the primary purpose is to conduct business.

[0:28:17] Voice 4: It's not to do public engagement.

[0:28:20] Voice 4: And this is not for me to be mean about that.

[0:28:24] Voice 4: It's for you to get the business.

[0:28:25] Voice 4: There's a lot of business to get done.

[0:28:27] Voice 4: And you'll find that you need that time.

[0:28:29] Voice 4: And it's all of you have a space as per trust council policy for a couple delegations, if

[0:28:36] Voice 4: you wish, and some time for a town hall session.

[0:28:39] Voice 4: session. But if you read your procedures bylaw, which are required, it's 15 minutes. 15 minutes

[0:28:45] Voice 4: to listen to the public and 15 minutes for delegations. And then you get on to the regular

[0:28:49] Voice 4: business of getting things done. And I know that's frustrating for a lot of you who really

[0:28:54] Voice 4: want to engage. So we have other ways of engaging the public, or you have other ways of engaging

[0:29:00] Voice 4: the public, and that's through special business meetings. And special business meetings tend to

[0:29:04] Voice 4: be for urgent or specific uh matters or like engagement matters and so that's not when you're

[0:29:11] Voice 4: trying to advance matters that are on your follow-up action list or you're not trying to

[0:29:15] Voice 4: approve applications or or do anything in a broad scope you're zeroing in on specific item you want

[0:29:21] Voice 4: to engage the public about and that can be whatever you choose that to be but you have to be selective

[0:29:25] Voice 4: because we don't have a lot of resources to go into special business meetings or it comes out of

[0:29:30] Voice 4: a project budget or something like that and as i said we work in a unionized environment so asking

[0:29:36] Voice 4: staff to work outside of regular business hours adds up costs quite quickly so we have to be

[0:29:41] Voice 4: conscious of that or you have to be conscious because you only have so much in the budget to

[0:29:45] Voice 4: play with but suffice to say the point here is to say you have regular business meetings

[0:29:49] Voice 4: special business meetings and the better place to engage your community in is in the

[0:29:54] Voice 4: special business meeting so you can focus on that engagement activity but of course

[0:30:00] Voice 4: that's up to you how you wish to do that. But that's what the purpose is. And you have another

[0:30:04] Voice 4: type of meeting, which is public hearings. This is actually just for you to listen. And this is a

[0:30:10] Voice 4: crucial stage in rezoning applications, whereby it's the last chance for people who feel affected

[0:30:18] Voice 4: by the proposed bylaw to tell you what they think about that bylaw. You could have engaged them for

[0:30:24] Voice 4: a year, two years, or six months, however long it is. This is the last stop. And then you can't hear

[0:30:29] Voice 4: new information about that bylaw it has to be that's the total summary so that public hearing

[0:30:36] Voice 4: you just listen and it's so it's a different type of meeting and it's i'd argue it's actually not

[0:30:42] Voice 4: even a meeting it's a public hearing so it's a different type altogether what do you do at

[0:30:49] Voice 4: meetings well you talk a lot for sure but essentially business gets moved via resolutions

[0:30:55] Voice 4: and you need resolutions for everything bylaws for authorization of permits expenditures setting

[0:31:00] Voice 4: priorities, resolutions, requests to staff, et cetera. I got to witness trustee Bernardo

[0:31:07] Voice 4: working his way through what is, what was it? Resolution, getting a resolution versus

[0:31:14] Voice 4: consensus. And it was a wonderful moment because my gosh, I've been there before.

[0:31:18] Voice 4: And so consensus generally for the simple, they're non-directory. So if you're just approving agenda

[0:31:25] Voice 4: or you want to take a break, great by consensus. But if you want to ask staff to do anything,

[0:31:30] Voice 4: if you want to spend money if if you're advancing business those are done by resolution so um it's

[0:31:37] Voice 4: a it's it's a thing to learn but uh yeah i really felt your pain there for a moment there trusty

[0:31:42] Voice 4: bernardo because i've been there everything by consensus wave your hand you're too slow let's go

[0:31:48] Voice 4: um yeah so that's resolutions in a meeting you can also do resolutions without a meeting

[0:31:55] Voice 4: and this is fun. The LTCs are unique. I don't know if anybody else does this out there in

[0:32:03] Voice 4: BC. I could be corrected but I'm not aware of it and this is acknowledging that your geographical

[0:32:08] Voice 4: spread is so great and your timing may be like once every two months. You might have urgent

[0:32:13] Voice 4: business and so you can do resolutions without meeting and we have staff who administer that

[0:32:20] Voice 4: for you it's it may come across as clunky and two-step process but it's very logical when you

[0:32:25] Voice 4: put your mind to it it's meant to be used very sparingly and it's like i said for sensitive

[0:32:31] Voice 4: urgent matters and some of you might have already done it when you want to do have your first

[0:32:38] Voice 4: meeting or when you want to want to adopt resolutions from a previous or previous term

[0:32:46] Voice 4: um there's a few times you can't use this and it's you cannot use it for first reading of a bylaw and

[0:32:52] Voice 4: you can't use it for adoption of a bylaw so you can't do it for the beginning and the end of a

[0:32:57] Voice 4: bylaw process that has to be transparent i suppose the authors of that legislation said transparency

[0:33:03] Voice 4: is important there um oh pardon me you can't use it for a second or third reading you can do it for

[0:33:10] Voice 4: the first and fourth that makes way more sense to me um yeah so but the main thing here is to let

[0:33:16] Voice 4: you know that there is this process may come to you resolution without meeting you may come to

[0:33:20] Voice 4: staff and say this needs to be done right away and i don't want to wait two months to get it done

[0:33:24] Voice 4: you ask staff to conduct a resolution without meeting and here's the caveat

[0:33:28] Voice 4: there's no discussion about that item if you want to do resolution without meeting

[0:33:33] Voice 4: you just get the resolution you could get an email with background information but there's

[0:33:37] Voice 4: no discussion allowed it's just sheerly to get that resolution passed so we can you can talk

[0:33:43] Voice 4: more about that but it's a it's a unique thing it could be also very frustrating um and it should

[0:33:48] Voice 4: all happen there's a series of you'll have to someone have to make a motion some will have to

[0:33:53] Voice 4: second then the chair will call the vote and then the vote then you have to say yes or no if you

[0:33:58] Voice 4: accept so you'll get a series of emails and it'll seem frustrating um but but you'll get the hang of

[0:34:03] Voice 4: So yeah, unique power that you guys, or a unique process that you have.

[0:34:09] Voice 4: Staff support, of course, that's what we're here for.

[0:34:11] Voice 4: We do all kinds of things behind the scenes, booking the room, creating the agenda items,

[0:34:17] Voice 4: working with the respective chairs to create the agendas and what fills up the agenda items.

[0:34:25] Voice 4: Yeah, we, of course, distribute and post and all that kind of stuff.

[0:34:29] Voice 4: All the things you would expect us to do, won't dwell on that.

[0:34:32] Voice 4: The most important thing here is that the RPMs of the respective areas

[0:34:37] Voice 4: or the island planners who are in those islands work with the chair

[0:34:42] Voice 4: to make sure that the agenda is the way they anticipate it.

[0:34:45] Voice 4: It's the chair's agenda, but we're working with you to make it so.

[0:34:50] Voice 4: Okay.

[0:34:52] Voice 4: We even have a policy.

[0:34:53] Voice 4: We have policies for everything.

[0:34:55] Voice 4: A policy is about what the model LTC agenda looks like.

[0:34:58] Voice 4: So as I said earlier, talked about town hall, talked about delegations,

[0:35:05] Voice 4: correspondence and what have you I know that various LTCs have liked to tinker with this

[0:35:08] Voice 4: over time and I know I worked for Salt Spring for 12 years and had a different structure but

[0:35:14] Voice 4: it follows this in in general format so yeah so we have a policy for that and that's really just

[0:35:21] Voice 4: to help staff be consistent to help you get your business done and so you know what to expect and

[0:35:26] Voice 4: what have you um yeah i'm just going to move on best practices um you have rules established and

[0:35:39] Voice 4: uh we have you'll see at ltc meetings you'll have at least on salt swing we had a physical

[0:35:47] Voice 4: i a printout of best practices and that is uh sort of a conduct rules of conduct for the public

[0:35:55] Voice 4: and it may seem overkill sometimes to state a rules of conduct but I can tell you over time

[0:36:00] Voice 4: you will need them and it's a really good item to fall back on that you can say everybody in there

[0:36:06] Voice 4: in the audience everybody here today agrees to these following rules of conduct and they're just

[0:36:10] Voice 4: simple manners of respect and it's a very good thing to fall back on so you'll find that

[0:36:17] Voice 4: if you have any questions at the meeting and or you need something in regards to what's happening

[0:36:22] Voice 4: the best practices you can always ask staff attending the meeting we're here to help you

[0:36:25] Voice 4: with that whether it's myself an rpm or your island planner and these are just best practices

[0:36:31] Voice 4: such as you know i think you're all getting the hang of that good decorum being respectful to one

[0:36:36] Voice 4: another being respectful to everybody in the room instead of walking in late items try to give no

[0:36:42] Voice 4: notice of emotion i think you've heard that enough at your committees for all those there

[0:36:47] Voice 4: If you want to know more about best practices, I'll happily help you more.

[0:36:55] Voice 4: I'm getting a dry mouth from talking so much.

[0:36:56] Voice 4: Do we have any questions about LTC meetings?

[0:36:59] Voice 4: Just general overview of what to expect at an LTC meeting.

[0:37:02] Voice 4: Hold on a sec, Trustee Evans, I'll get you a drink of water.

[0:37:08] Voice 9: Yes, Trustee Evans.

[0:37:10] Voice 8: I have a couple of questions.

[0:37:14] Voice 8: questions what happens if a trustee accepts new info after public hearing individual trustees

[0:37:24] Voice 4: may talk about it but the LTC may not so I okay

[0:37:29] Voice 8: so it was it was an LTC it was at an LTC meeting

[0:37:31] Voice 8: after the public

[0:37:33] Voice 8: hearing had closed and the decision had already been made they accepted

[0:37:37] Voice 8: new information so put it in the binder so how oh

[0:37:41] Voice 4: that's well that's it I mean I'd want to talk

[0:37:44] Voice 4: to you specific about those specific details i can tell you that they're not an ltc is not permitted

[0:37:50] Voice 4: to receive new information if they do and if it can affect the decision making it have to go back

[0:37:56] Voice 4: to pre-public hearing so the whole community gets to understand what that information is they can

[0:38:00] Voice 4: allow them to provide their comments to ltc because if it changes their opinion now that

[0:38:07] Voice 4: historically there's a bit of grade there it's normal for you to report get maybe a follow-up

[0:38:12] Voice 4: report about certain items it's maybe to get some clarification about a few things so there's a bit

[0:38:17] Voice 4: of gray in there but traditionally I would avoid as much as possible just hold to the rule receive

[0:38:23] Voice 4: no new information but if you have concerns you can contact me afterwards and we can discuss

[0:38:27] Voice 4: details for sure

[0:38:28] Voice 8: yeah I'm just trying to get understand ground rules here as well just based

[0:38:33] Voice 8: on what I've witnessed and can you make additional changes to a bylaw at the fourth meeting at

[0:38:40] Voice 8: adoption time you

[0:38:43] Voice 4: can with restrictions you can't change uh the use um you're pushing me tonight i

[0:38:49] Voice 4: might even pull on robert again but you can't change the use uh you can't increase the use

[0:38:54] Voice 4: or density you can't you can't change use or density

[0:38:57] Voice 11: now just um and

[0:38:58] Voice 4: there's a caveat about

[0:38:59] Voice 4: you can't reduce the density either without an agreement with the party in hand just

[0:39:03] Voice 11: um trustee

[0:39:06] Voice 11: evan she said fourth reading um there's a problem with making changes of fourth reading because the

[0:39:10] Voice 11: the bylaws already received approval by executive committee and if it's an OCP amendment by the

[0:39:15] Voice 11: minister so really you shouldn't be making anything other than kind of minor corrections

[0:39:22] Voice 11: things like that at final adoption but at third reading yes you could make changes to a bylaw as

[0:39:29] Voice 11: long as it doesn't change use or density yeah

[0:39:32] Voice 8: then maybe what I'll do is I'll have an offline

[0:39:34] Voice 8: discussion with you guys about some of that because I think we're going to be faced with

[0:39:39] Voice 8: questions at our LTC meeting. Okay, thank you.

[0:39:44] Voice 9: Excellent. Thanks, Robert. Trustee Bernardo.

[0:39:49] Voice 6: Thank you. Yeah, I've got several questions related to this. I'll try to be brisk here.

[0:39:54] Voice 6: You mentioned with respect to public delegations, there's a 15-minute limit

[0:40:00] Voice 6: on their presentation and the question and answer from the trustees. Is that right?

[0:40:06] Voice 4: Well, it depends what your individual bylaw says. Your individual bylaw says actually five minutes,

[0:40:11] Voice 4: per delegation uh with follow-up questions however and with a total 15 minutes to that section of the

[0:40:17] Voice 4: bylaw however uh with the chair and approval of um uh the ltc you can extend that if you wish

[0:40:25] Voice 4: i think

[0:40:25] Voice 11: the uh stephanie i think that's the salt spring bylaw that's a little stricter

[0:40:30] Voice 11: with delegations and some of the other meetings um so many of the bylaws are silent on the the

[0:40:38] Voice 11: the time for delegations and and town hall there you

[0:40:41] Voice 11: go um so it's established just through the

[0:40:44] Voice 11: model um agenda but it's up to the local trust committee they want to extend it i mean interior

[0:40:51] Voice 11: fell to see you could turn its whole meeting into a town hall and totally maybe a

[0:40:55] Voice 6: good reason for

[0:40:55] Voice 11: that

[0:40:55] Voice 6: that's good to know because uh i can easily imagine there could be circumstances where the

[0:41:00] Voice 6: public delegation turns out to surprise you by actually being somebody's actually saying things

[0:41:06] Voice 6: that are actually kind of meaningful

[0:41:07] Voice 6: and it's something that you feel is important

[0:41:10] Voice 6: that needs to be pursued.

[0:41:11] Voice 6: And I'm hearing that if the chair

[0:41:15] Voice 6: and the committee members are in agreement,

[0:41:18] Voice 6: you can extend the time as you see fit.

[0:41:20] Voice 6: There's not some kind of overarching super law

[0:41:23] Voice 6: that stops people from doing this.

[0:41:25] Voice 4: No, you're absolutely correct.

[0:41:27] Voice 6: Special business meetings.

[0:41:29] Voice 4: Yes.

[0:41:31] Voice 6: What are the circumstances under which those get triggered

[0:41:34] Voice 6: and how do they get triggered?

[0:41:35] Voice 6: Well,

[0:41:37] Voice 4: the LTC agrees that you want to have a special business meeting for a purpose, and then you make a resolution to schedule one.

[0:41:47] Voice 4: You request staff to schedule a special business meeting for a reason.

[0:41:52] Voice 4: And if you know the date, you can even specify the date.

[0:41:55] Voice 3: So

[0:41:56] Voice 4: that's up to the LTC.

[0:41:57] Voice 4: see then what you'll do is you'll you'll then have whomever staff person is helping you administer

[0:42:02] Voice 4: the meeting well then you'll ask well to do can i get a minute taker to can i get you know an ltc

[0:42:08] Voice 4: minute or a meeting administrator zoom and and staff support or you may or may not need any or

[0:42:14] Voice 4: all those things well you need a minute taker but it'll be up to you to decide what resources you

[0:42:18] Voice 4: need and want

[0:42:18] Voice 6: okay and those typically i'm guessing are special business meetings because

[0:42:24] Voice 6: they're they're probably single issue things that need to have a focused attack and be dealt with

[0:42:30] Voice 6: right yep some examples

[0:42:32] Voice 11: especially why you'd have a special business meeting is uh you're you've got

[0:42:36] Voice 11: a major policy project and the ltc wants to spend you know significant amount of time deliberating

[0:42:44] Voice 11: on on this particular initiative or project or a community information meeting um for the

[0:42:51] Voice 11: the community to give feedback on an application major application or a major initiative you just

[0:42:57] Voice 11: schedule it you know just just have a

[0:42:59] Voice 11: community information meeting on that all

[0:43:01] Voice 6: right uh another

[0:43:02] Voice 6: couple questions i'll try to be quick uh resolutions about meetings uh are there any

[0:43:08] Voice 6: limits on the subject matter for that just

[0:43:12] Voice 11: can't do second and third reading bylaws legally um

[0:43:17] Voice 11: Um, practically anything that, um, uh,

[0:43:22] Voice 11: the LTC might want to debate. You can't do that by RWM.

[0:43:27] Voice 5: That's right. There's

[0:43:29] Voice 6: no discussion.

[0:43:29] Voice 6: I understand the point that debate's not available under that circumstance,

[0:43:33] Voice 6: but I'm getting it. It's like, what I'm hearing then is like,

[0:43:36] Voice 6: there's actually no limit on the topic.

[0:43:38] Voice 6: It's just going to have to be run in this very Spartan way. Yep. Okay.

[0:43:43] Voice 6: Uh, last question, uh, the walking in business, uh,

[0:43:46] Voice 6: And I can understand how it's really inconvenient for staff to face something like that.

[0:43:53] Voice 6: And we certainly have bumbled around a bit with some of these committee meetings so far.

[0:43:58] Voice 6: There is an issue with that. Sometimes it can be, I think, unavoidable if a trustee only learns of information that requires action at the meeting.

[0:44:11] Voice 6: I mean, there's a kind of a tension here, I think, with the no quorum rule.

[0:44:15] Voice 6: You can't discuss things as frankly, as openly to develop a position outside of the meeting.

[0:44:23] Voice 6: You have the meeting and the penny drops and you think, holy smokes, the house is on fire.

[0:44:28] Voice 6: We need to stop this or we need to start this or whatever.

[0:44:32] Voice 6: That's the moment.

[0:44:33] Voice 6: it like you know so you know the idea of avoid walking in isn't it i'm i'm hoping you're going

[0:44:42] Voice 6: to say it's actually a bit more nuanced than that because i can easily imagine circumstances where

[0:44:46] Voice 6: it's unavoidable

[0:44:47] Voice 4: i'll just reiterate that it's a best practice and it's best practice for principles

[0:44:53] Voice 4: of transparency uh to the community and uh for preparation if you if you're seeking advice uh

[0:44:59] Voice 4: We can't give you, we can't help you if we don't know what's happening.

[0:45:03] Voice 4: So those kinds of things, but absolutely there's,

[0:45:06] Voice 4: there's always going to be a circumstance whereby something gets walked in

[0:45:09] Voice 4: eventually and there's that need.

[0:45:11] Voice 4: And that's up to the LTC to decide that process. It's just, you know,

[0:45:15] Voice 4: it's, it's best practice to avoid that scenario.

[0:45:18] Voice 6: Understood. Thanks.

[0:45:20] Voice 4: I see two people up there.

[0:45:22] Voice 4: I'm going to refer to the trustee Falk before I do staff,

[0:45:25] Voice 4: unless staff really have something to say, Chris, no, or RPM Hutton, sorry.

[0:45:29] Voice 4: Okay, Trustee Falk.

[0:45:31] Voice 3: Yes, thank you.

[0:45:33] Voice 3: A quick question.

[0:45:35] Voice 3: Trying to wrap my head around the meetings.

[0:45:38] Voice 3: And the OCP, say we were going to make reviews or talk about OCP with our community.

[0:45:53] Voice 3: What kind of meeting would that be done through?

[0:45:57] Voice 3: Special business?

[0:45:58] Voice 3: or you

[0:46:00] Voice 4: could do that trustee Falk at a regular business meeting if you

[0:46:04] Voice 4: scheduled that way you could you know schedule a significant amount of time on

[0:46:08] Voice 4: the agenda certainly if you wish or through special business meeting but

[0:46:13] Voice 4: generally I would argue that most islands have a lot of business to do but

[0:46:17] Voice 4: perhaps South Pender you don't have any applications or you don't have any

[0:46:20] Voice 4: pending projects and you can devote most of your regular business meeting to that

[0:46:24] Voice 4: that. That's up to the LTC to create the agenda. I mean, the chair ultimately controls the agenda.

[0:46:31] Voice 4: So you have both options, regular or special. It's up to you to decide how you want to do that.

[0:46:37] Voice 4: Traditionally, if you have a really busy LTC, such as North Pender, Galliano, Salt Spring,

[0:46:42] Voice 4: and others, and all of you are getting busy with all your business or all your application

[0:46:49] Voice 4: It's special business meetings just allow you to focus on a singular item, such as strategic planning or community information meetings and stuff like that. So, it's up to you to decide.

[0:47:00] Voice 3: Okay, thank you.

[0:47:01] Voice 4: Welcome.

[0:47:04] Voice 4: RPM Hutton.

[0:47:09] Voice 5: Thank you, Director Cermak. I actually just wanted to go back to the conversation around special business meetings, because I had a question for you.

[0:47:16] Voice 5: And I thought it might be good to clarify. So you mentioned briefly that a minute taker is required

[0:47:22] Voice 5: for a special meeting. Is that the minimum amount of staff required at a special business meeting

[0:47:29] Voice 5: outside of the requirement for staff in the office for the electronic meeting aspect of it?

[0:47:36] Voice 4: I think I would say yes. I don't know if that's advisable, but yeah, I would say a minute taker

[0:47:41] Voice 4: and staff to, you know, if it's an electronic special business meeting. Staff don't have to

[0:47:46] Voice 4: be there but it's you know generally advisable but yeah I

[0:47:50] Voice 4: don't think staff have to be there

[0:47:51] Voice 4: we've had LTC meetings without staff present so yeah okay so I'm going to move on administrative

[0:48:00] Voice 4: good to knows I might pick up the pace a little bit just just and this is this is the quick

[0:48:04] Voice 4: section anyways but it's going to slog later on the work program so records management FOIPA

[0:48:09] Voice 4: Freedom of Information and Personal Privacy Act.

[0:48:15] Voice 4: Records management.

[0:48:16] Voice 4: Basically, we have a very complex records management system.

[0:48:20] Voice 4: We're a bureaucracy.

[0:48:22] Voice 4: It's quite the thing.

[0:48:24] Voice 4: And we're trying to track as much as we can about electronic and paper documents.

[0:48:29] Voice 4: I think you were told about that the other day.

[0:48:31] Voice 4: All the documents are subject to freedom of information searches, anything dealing with

[0:48:37] Voice 4: Islands Trust business or the LTC business.

[0:48:39] Voice 4: business so if you're doing even if your personal email is being used for communications with people

[0:48:44] Voice 4: in your community about islands just business that could be searched and and the idea is for

[0:48:49] Voice 4: you to go through that if you're asked for freedom of information information you would provide that

[0:48:54] Voice 4: and you would give a copy of that so and i can tell you right now we have something like 13 fois

[0:48:59] Voice 4: as we call them uh going right now so it's quite uh a lot of going on it used to be that you only

[0:49:05] Voice 4: had two or three going on but now we have a lot and um there you go so it applies to all the

[0:49:11] Voice 4: corporate bodies it's uh like i said it requires information or access to information if you get

[0:49:17] Voice 4: an foi request you'll know it'll be in the subject line it'll be very detailed about please search

[0:49:23] Voice 4: your files whether it's your written notes sticky notes um anything really anywhere you've taken a

[0:49:30] Voice 4: note and please submit it by such and such a date and it'll give you a very strict subject thing to

[0:49:36] Voice 4: look for within quite often a certain timeline so when you get an foi request if you have any

[0:49:41] Voice 4: concerns you can contact staff but suffice to say all of you will eventually have one of these

[0:49:46] Voice 4: requests and you're subject to it correspondence handling this is difficult email sucks in terms

[0:49:56] Voice 4: of office management uh i only put this big sticker here on or the picture there for the

[0:50:01] Voice 4: bottom right picture because really we manage a lot of correspondence and it comes at us in every

[0:50:08] Voice 4: which way it comes to you personally some of you forwarded some of you don't some of you send it

[0:50:14] Voice 4: to each other etc etc we have policies of course that guide it and how to do it our whole goal is

[0:50:20] Voice 4: to get you the communications we receive for you as soon as possible that's what we're trying to do

[0:50:26] Voice 4: we're trying to get you the information you need to make a decision how we do that is laid out in

[0:50:30] Voice 4: the policy my advice to you is use our information such as salt spring we use ssi info at island

[0:50:39] Voice 4: trust.pca each office has its own correspondence if you don't know send it to the staff person you

[0:50:46] Voice 4: trust and say i got this information can you make sure it gets out to the rest of the ldc and we'll

[0:50:51] Voice 4: handle the behind scenes have to make sure it's recorded in the files make sure it goes out to

[0:50:55] Voice 4: everybody and it gets on the agendas in an appropriate time so we are your friends to help

[0:51:00] Voice 4: you with that don't try to organize your own notes send it to us and we can redistribute it

[0:51:05] Voice 4: as needed but suffice to say yeah it's we get a ton of correspondence and and juggling that takes

[0:51:12] Voice 4: a bit of an art and it's always kind of slightly changing you think it'd be easy to do but it's

[0:51:16] Voice 4: surprisingly not because when people send you correspondence they tend to want to make it up

[0:51:22] Voice 4: their own way and then we have to sort of whittle it down to a proper process so if you ever have

[0:51:26] Voice 4: have questions about correspondence, when in doubt, just reach out and ask, and we'll make sure it

[0:51:30] Voice 4: goes the right way, the way it has to go. A little bit more detail about that. It's really

[0:51:36] Voice 4: to say that if you, if this is a little more nuanced, if we get things that are addressed

[0:51:41] Voice 4: to the LTC, we send it to the LTC. If we get things addressed to a trustee, we'll send it to

[0:51:45] Voice 4: the trustee. If we're not sure, or if there's sort of, if it's implied that's the LTC, we'll send it

[0:51:51] Voice 4: to the LTC. And same with yourself. If you get things addressed to yourself, but you think they

[0:51:55] Voice 4: it should be to the whole LTC, then send it that way. What we want to avoid, and this is where

[0:52:00] Voice 4: people get a little funny, is they try to email you individually. So you all have the same

[0:52:05] Voice 4: information, but they try to blind carbon copy you or something, like pretending not everybody has it,

[0:52:10] Voice 4: but everybody does. So that's sort of bad protocol. And that's why I'm saying, if you send it to us

[0:52:15] Voice 4: and we can get it on the agenda, we can move forward on it. And of course, you should use

[0:52:20] Voice 4: your island stress email as much as possible. Try not to use your Gmail account or equivalent.

[0:52:26] Voice 4: Yeah. Bylaw enforcement complaints. You'll get a lot of those. You'll get Joe is complaining about or I've got bylaw enforcement against my tiny home or I've cut down a tree and somebody showed up and they want you to do something about it.

[0:52:42] Voice 4: generally bylaw enforcement is handled internally by staff ltc doesn't get involved in that process

[0:52:49] Voice 4: where they do bylaw enforcement goes out for investigation and when they they follow up on

[0:52:54] Voice 4: getting compliance if compliance is needed maybe it closes the ltc would get involved one they get

[0:53:01] Voice 4: notified right away when investigations open so you'll know that you'll get a notice that a bylaw

[0:53:06] Voice 4: investigation is open on such and such a street about such and such an issue you won't get the

[0:53:10] Voice 4: a specific address, but then it could come back to you when the, if there's further matters between

[0:53:16] Voice 4: the bylaw enforcement officer wanting, like feeling like they need to advance beyond just

[0:53:22] Voice 4: talking and investigating and trying to get voluntary compliance, if there's a need to

[0:53:26] Voice 4: advance it through the various levels of compliance above sort of voluntary. So again,

[0:53:33] Voice 4: Trustee Boland, do you mind if I just get to the end of this section? I think there's two

[0:53:37] Voice 4: more

[0:53:38] Voice 4: slides or something like that. Awesome. Okay. So let's see what I've got on the next slide.

[0:53:45] Voice 4: I think it's probably more correspondence handling. Oh, look at you. Perfect timing,

[0:53:49] Voice 4: Justy Bullen. How can I help?

[0:53:53] Voice 7: Just if you get an alert that there's an investigation,

[0:53:57] Voice 7: do you

[0:53:58] Voice 7: get content about the investigation or just on road X, I will be investigating?

[0:54:05] Voice 7: Yeah,

[0:54:07] Voice 4: it's kind of a subject matter. It's bylaw compliance enforcement have received a complaint or have opened a file on Amber Road regarding unpermitted uses in a development permit area or something like that.

[0:54:24] Voice 4: it'll be it'll be generic you'll get a general idea of where it is but you won't get specifics

[0:54:28] Voice 4: um however

[0:54:29] Voice 7: if you ever

[0:54:30] Voice 4: do want to get specifics you can ask for a report from the violent

[0:54:34] Voice 4: enforcement manager and they'll come in camera and discuss uh those uh those issues okay and

[0:54:39] Voice 7: and is the does the information um indicate whether it was generated by a complaint

[0:54:46] Voice 7: or otherwise that would also be helpful because then you know if neighbors or others are involved

[0:54:55] Voice 4: So you should know if your LTC has a proactive enforcement policy, again I'll use Salt Spring as an example, as a proactive enforcement policy against short-term vacation rentals.

[0:55:06] Voice 4: If it notices someone advertising for short-term vacation rental in a manner that seems contrary to the land use by-law, they will investigate proactively.

[0:55:17] Voice 4: They've been directed to do that by the LTC.

[0:55:19] Voice 4: However, the only other time they might, all other investigations are compliance driven, or pardon me, complaint driven. So you can assume it's complaint driven unless the file matches what your own policy says about being proactive about. Is that clear? Okay.

[0:55:39] Voice 9: Yes, thank you.

[0:55:40] Voice 4: I'll go to Trustee Bernardo and then Evans.

[0:55:45] Voice 6: Uh, thank you. Um, uh, these questions are all kind of related to the same thing. Uh, but, uh, I'll, I'll start with this, the, the reference here that, uh, any correspondence that a trustee receives that, um, to use the language that was in the slide.

[0:56:05] Voice 10: Yes.

[0:56:05] Voice 6: Related to a matter that the LTC should see, how about a little guidance as to what that might be?

[0:56:13] Voice 6: Sure.

[0:56:14] Voice 6: What falls under that heading?

[0:56:17] Voice 4: Okay.

[0:56:17] Voice 4: So I will tell you, I won't be able to even, like we could do hours on correspondence alone.

[0:56:23] Voice 6: Let's not.

[0:56:25] Voice 4: That's right.

[0:56:26] Voice 4: I want to go popcorn after this.

[0:56:29] Voice 4: So guidance.

[0:56:30] Voice 4: guidance. You have your private correspondence with your electorates, people in your community,

[0:56:36] Voice 4: and you're privy to that. So great. It's going to be up to you to decide, hey, I want to bring

[0:56:43] Voice 4: this up with the LTC. And of course, you would probably do so on recommendation of the person

[0:56:49] Voice 4: whom you're talking to, corresponding with. And so it's beyond a chat, but it's an issue that you

[0:56:55] Voice 4: want to bring to the forefront of the LTC. Now, you may choose to bring that correspondence as

[0:56:59] Voice 4: something evidence to support you or you may just bring up and say i heard xyz and this is an issue

[0:57:05] Voice 4: so the reason i say uh you may want to forward their correspondence is so that everybody's sort

[0:57:10] Voice 4: of just reading from the same page almost literally right like you you know what the

[0:57:14] Voice 4: evidence based where the evidence is coming from

[0:57:17] Voice 6: so basically exercise good judgment about that

[0:57:20] Voice 6: that's

[0:57:20] Voice 4: exactly it you

[0:57:21] Voice 6: mentioned and these two questions are related you mentioned something

[0:57:25] Voice 6: about foi requests there's a whole bunch of them

[0:57:27] Voice 9: uh

[0:57:28] Voice 6: i'm guessing uh and this is not knowing any

[0:57:34] Voice 6: what the how the islands trust does things but just based on life experience i'm assuming those

[0:57:39] Voice 6: are chiefly arise in the enforcement context and you can correct me if i'm wrong about that but

[0:57:45] Voice 6: the reason i bring that up is it does relate to this you know you get correspondence from people

[0:57:50] Voice 6: for telephone calls or emails or whatever from people who feel hard done by by the enforcement

[0:57:56] Voice 6: process and you know those can fall into any number of categories from people who have really

[0:58:03] Voice 6: valid complaints that deserve to be looked at to people who uh you know the purple ink and the

[0:58:09] Voice 6: exclamation marks in the first line give you a clue as to what you're in for um uh you mentioned

[0:58:17] Voice 6: You mentioned that, you know, supervision or governing of the management of enforcement staff is an internal matter, which makes perfect sense. But there is a, I'm sorry, I'm stumbling here. It's a little hard to phrase this, but the LTC is in a sense a legislature for its local trust area.

[0:58:38] Voice 6: What's the oversight mechanism for the LTC when it relates to how enforcement is conducted in its jurisdiction?

[0:58:48] Voice 9: And

[0:58:49] Voice 6: that's why I kind of drag in the FOI request assumption that, yeah, okay, you get the FOI request when people are feeling pretty hard done by.

[0:59:01] Voice 6: So anyhow, if you could answer that messy collection of questions.

[0:59:04] Voice 4: Thank you.

[0:59:05] Voice 4: Sure.

[0:59:06] Voice 4: I'm going to do a bit of a dance with that and say you're going to get a whole education, like a big education session on bylaw enforcement compliance and the zeroing in on a lot of that answer.

[0:59:16] Voice 4: recognize that that's a core question of how do we how does how do we manage bylaw enforcement

[0:59:22] Voice 4: when there's complaint against bylaw enforcement managed bylaw enforcers and my immediate answer

[0:59:29] Voice 4: is we handle that internally by staff if there's a complaint you go to you know you go to the

[0:59:33] Voice 4: manager if it's against the manager you go to the director who's against the director you go to

[0:59:36] Voice 4: the cao so it's a kind of a personnel type we investigate what's going what the what the issue

[0:59:42] Voice 4: is and we see if there's a follow-up if that process is unsatisfactory there's

[0:59:47] Voice 4: the ombudsperson's routine when they can do an investigation to make sure that

[0:59:51] Voice 4: the principle of fairness was adhered to and so that's a super high

[0:59:56] Voice 4: level version of what happens now but I think

[1:00:00] Voice 4: And we've heard, well, the resolutions from Trust Council, and we're following up with a very robust training session about by-law compliance enforcement at Trust Council.

[1:00:09] Voice 4: And that question is at the heart of it.

[1:00:12] Voice 6: All right. Thank you.

[1:00:13] Voice 4: You're welcome.

[1:00:14] Voice 4: Trustee Evans.

[1:00:17] Voice 8: My question sort of follows right along what you're just talking about right now.

[1:00:21] Voice 8: And I think you've partially answered it, given the fact that we're going to be having further education on this.

[1:00:26] Voice 8: But my question directly is, should there be a complaint, an active complaint, can the LTC step in with the bylaw enforcement officer for, like, for example, if a bylaw, and I'm making this up, I have no example.

[1:00:47] Voice 8: If a bylaw has been interpreted one way and is being enforced in a particular way, whereas the intent of the bylaw is perhaps not quite so strict, is that a conversation that can be had with bylaw enforcement officer, or does that go to staff, or can LTC get involved with the interpretation of the bylaw is kind of where I'm getting at.

[1:01:10] Voice 4: I see RPM Kojima wants to jump in there.

[1:01:12] Voice 4: So

[1:01:13] Voice 11: local governments are under no obligation legally to enforce their bylaws.

[1:01:20] Voice 11: So if there's a category of bylaws or infractions that you feel that shouldn't be enforced,

[1:01:31] Voice 11: you want to look at changing your bylaws, something like that, you can pass a resolution

[1:01:35] Voice 11: to as an LTC directing by law enforcement to not enforce on decks and setbacks whatever

[1:01:44] Voice 11: as a category you could also ultimately direct by law enforcement to not enforce or not take

[1:01:51] Voice 11: further action in a particular enforcement file so ultimately the decision's up to the local trust

[1:01:56] Voice 11: committee where it might you know it's a bit maybe a bit messy for local trust committees is that

[1:02:04] Voice 11: that question of when to take that step to intervene or to bring it up really okay that I

[1:02:11] Voice 8: that that that's it's my question I was just curious that so thank you trustee Patrick

[1:02:17] Voice 4: being

[1:02:19] Trustee Patrick: that I have been a chair and been in a bunch of situations similar to that maybe

[1:02:24] Trustee Patrick: an experience context rather than I appreciate staff because we look to them there's been

[1:02:30] Trustee Patrick: in circumstances where as a local trust committee, you become aware of a complaint related to bylaw

[1:02:39] Trustee Patrick: enforcement, we would then request the bylaw officer to speak to us in a closed session.

[1:02:46] Trustee Patrick: And the bylaw officer will answer your question. You can grill them on details. What is it exactly?

[1:02:54] Trustee Patrick: What is it about our bylaws? Is our bylaw poorly? So you can have a conversation in camera.

[1:03:00] Trustee Patrick: with the officer. And then coming out of that, there's options that you can face. Sometimes

[1:03:07] Trustee Patrick: it's like, okay, yeah, that was, you know, we hadn't contemplated that. Now we can make a

[1:03:12] Trustee Patrick: standing resolution and, you know, we'll stop this one and make a standing resolution so that

[1:03:17] Trustee Patrick: others don't get captured and we'll get around to fixing this bylaw eventually. But there's

[1:03:26] Trustee Patrick: other options that you can do.

[1:03:28] Voice 4: Thank you, Trustee Patrick. Now, perhaps this is my

[1:03:31] Voice 4: skills of a chair i recognize is it's 7 34. uh we started at 6 30. we're five minutes over time and

[1:03:38] Voice 4: i have at least 10 minutes more to go are you game you want to keep going for 10 more minutes

[1:03:45] Voice 4: because it's the good stuff coming up actually that was all the boring stuff

[1:03:48] Voice 4: okay all right well let's do it uh bow out if you wish i will not be offended uh and of course you

[1:03:55] Voice 4: have your trustees toolkit as i said the very beginning when in doubt turn to that and you can

[1:03:59] Voice 4: always pick up the phone and call or send an email okay so i'm going to blast through current

[1:04:03] Voice 4: planning mainly because i can't cover it all and current planning we we break it up into applications

[1:04:10] Voice 4: referrals and inquiries applications are directly to the ltc asking you're blasting for something

[1:04:17] Voice 4: referrals are from another agency staff mainly do that and inquiries are of course i want to

[1:04:23] Voice 4: well almost always subdivide or have a tiny home or have more more more density in my property

[1:04:30] Voice 4: The LTC must consider all applications. So if somebody submits an application, you have to consider it. Now, you don't have to say yes by any means, but if someone submits a rezoning application, you at least have to consider it once.

[1:04:41] Voice 4: You can turn it down at the first go, but you have to consider it. So somebody has a duty, someone has a right to be heard, I guess is the expression.

[1:04:49] Voice 4: expression. Three categories. Oh, I've already said that. There's, I don't know if you've heard

[1:04:55] Voice 4: of a board of variance, but when someone's seeking a variance, they go to the LTC. It's to vary a

[1:05:01] Voice 4: small regulation. You can't vary user density. I'll get into that, but you can apply to a board,

[1:05:06] Voice 4: or you can also apply to a board of variance, which is required by law to have, of course,

[1:05:11] Voice 4: and they consider small issues. And I'll talk about that, but there's a quasi-judicial board

[1:05:17] Voice 4: that you can't appeal beyond.

[1:05:19] Voice 4: I'm sort of messing that up in the issue to try to go fast.

[1:05:22] Voice 4: Let me go there.

[1:05:24] Voice 4: So let's see, applications, what are you going to hear?

[1:05:26] Voice 4: You're going to hear rezonings.

[1:05:27] Voice 4: I'm sure you've heard about that for use or density.

[1:05:30] Voice 4: That's the primary thing, kind of a no-brainer,

[1:05:33] Voice 4: but that's the big one.

[1:05:34] Voice 4: Those are the fun ones.

[1:05:35] Voice 4: Temporary use permits.

[1:05:36] Voice 4: Somebody wants to put a coffee cart at the ferry terminal

[1:05:41] Voice 4: and it's only residential around there

[1:05:43] Voice 4: and they want to put a commercial operation.

[1:05:45] Voice 4: I'll come to you for that.

[1:05:47] Voice 4: development variance permit this is for all the other regulations that aren't used for density so

[1:05:53] Voice 4: that's reduced the number of parking spots i want to put a shed in the setback i want a fence over

[1:05:58] Voice 4: height that kind of stuff it's uh it could be tedious but no it is way it is development

[1:06:04] Voice 4: permits these are uh unique they're they're areas that are created for certain purposes which are

[1:06:10] Voice 4: permitted by legislation and they have different um purposes to them some are to protect the

[1:06:15] Voice 4: environment some are to protect form and character some are you know for other purposes you'll get

[1:06:20] Voice 4: other weird things i won't get into but strata conversions that's turning a building into a

[1:06:24] Voice 4: strata building soil deposit and removal i'm not sure but salt spring might be the only one for

[1:06:30] Voice 4: that and then you'll get other odd things such as a frontage waiver and all of you i'm sure will be

[1:06:35] Voice 4: getting a communications tower citing concurrence somebody wants to put a cell tower somewhere

[1:06:40] Voice 4: they're going to ask the LTCs for your concurrence and you're going to get to hear a lot from your

[1:06:45] Voice 4: community what they think about that without a doubt so all of you will hear that we can talk

[1:06:50] Voice 4: more about that sort of later but that's certainly a political hot potato on on all the islands

[1:06:56] Voice 4: applications are as mostly a staff process such as subdivisions agricultural land commission

[1:07:02] Voice 4: referrals crown land referrals liquor cannabis regulation branch referrals building permit

[1:07:07] Voice 4: referrals, water lease. So staff handle all these behind the scenes. We just basically get a referral

[1:07:12] Voice 4: and says, how does this mesh with your bylaws? And staff go, this is how it meshes or not with

[1:07:19] Voice 4: our bylaws. Therefore, we recommend approval or not. But of course, there's caveats throughout

[1:07:25] Voice 4: this whole thing. Agriculture Land Commission, only local governments or First Nations may apply

[1:07:31] Voice 4: apply to exclude land from the ALR. That's a new, relatively new change in legislation. So

[1:07:37] Voice 4: if someone comes to you and says, Hey, I want to do put out this salt spring context. I've just

[1:07:44] Voice 4: got to avoid what I say. I want to put something that doesn't belong in the agricultural land

[1:07:48] Voice 4: commission. Do you think I can do it? Uh, when we say you either need a non-farm use that is

[1:07:53] Voice 4: approved by the ALC, or, uh, we have to get that land out of the ALR and then the LTC would have

[1:07:59] Voice 4: to apply for that themselves so i haven't heard of an ltc applying for exclusion yet but i could

[1:08:06] Voice 4: stand to be corrected and same thing with lcrb liquor control liquor and cannabis if somebody

[1:08:13] Voice 4: wants to have a cannabis retail most ltcs have adopted a policy saying there's a certain

[1:08:18] Voice 4: engagement with the community when that happens and so on and so forth building permit referrals

[1:08:23] Voice 4: i think we've heard about those that's we a lot obviously it's been busy building season the last

[1:08:28] Voice 4: few years or last actually 10 years but last five years intensely in the last two years incredibly

[1:08:33] Voice 4: and that's handled internally by staff inquiries this is always it gets harder and harder to do

[1:08:40] Voice 4: inquiries because when building's hot people are really busy but during covid we were losing staff

[1:08:45] Voice 4: like everybody else and and we're all remote so we had a hard time managing them but this is true

[1:08:50] Voice 4: like i said everywhere else it's not unique um but we're getting much better at managing staff hours

[1:08:56] Voice 4: hours, steering them to our website to help teach them how to answer their own questions,

[1:09:01] Voice 4: such as by realtors. We're a big one. We would have realtor training sessions. We have dedicated

[1:09:07] Voice 4: planner hours. We have brochures and all that kind of stuff. But yeah, we're always looking

[1:09:14] Voice 4: to get better here. And actually, we're going to be updating the website for applications

[1:09:18] Voice 4: and what have you. And it should be just modernized to make it easier to find information. But

[1:09:24] Voice 4: But yeah, inquiries, it's the perennial.

[1:09:27] Voice 4: How do we answer everybody's questions

[1:09:29] Voice 4: when we're doing all this other work?

[1:09:32] Voice 4: So it's a challenge.

[1:09:34] Voice 4: Applications, the Board of Variants I talked about.

[1:09:36] Voice 4: This is just a unique way for someone to apply

[1:09:38] Voice 4: for a variance in its unique circumstances.

[1:09:40] Voice 4: It has to be minor.

[1:09:41] Voice 4: It has to be for considerations of things

[1:09:43] Voice 4: that are for hardship and minor variances.

[1:09:46] Voice 4: But I'm not going to spend more time on that.

[1:09:48] Voice 4: We can blast through that.

[1:09:49] Voice 4: Hey, current planning.

[1:09:51] Voice 4: My main message here is you're going to get

[1:09:53] Voice 4: applications at your ltc meetings all the rpms and island planners will coach you through the first

[1:09:59] Voice 4: sets of applications you get in that manner if it's your first temporary use permit your first

[1:10:03] Voice 4: rezoning they will coach you through each one so it's never you're never going to get plunked with

[1:10:08] Voice 4: one and go what do i do you'll get that coaching right then and there so that's why we don't have

[1:10:12] Voice 4: it in this this training session too much so i'm going to keep going in the interest of time okay

[1:10:21] Voice 4: Okay, good, because this is where I think most of you probably, it's not enforcement,

[1:10:25] Voice 4: it's not administrative process, it's going to be your work program.

[1:10:29] Voice 4: And I could really do a lot of talking here in your work program.

[1:10:35] Voice 4: It really consists your work program of three things.

[1:10:37] Voice 4: It's going to be your follow-up action list.

[1:10:39] Voice 4: These are resolutions you've passed asking staff to do work in the next three months.

[1:10:45] Voice 4: They're generally, they should be related to a work program item or something relevant,

[1:10:48] Voice 4: not just kind of a little small project on the side.

[1:10:53] Voice 4: I didn't even say that in slide.

[1:10:54] Voice 4: Good.

[1:10:54] Voice 4: So you'll have a follow-up action list report.

[1:10:57] Voice 4: It'll come to every agenda.

[1:10:58] Voice 4: It'll be for you to track staff

[1:11:00] Voice 4: or doing what you've asked them to do.

[1:11:02] Voice 4: You'll have, then you'll have a projects list,

[1:11:05] Voice 4: which will say it's an active projects list

[1:11:07] Voice 4: and a future projects list.

[1:11:09] Voice 4: And probably most relevant to you

[1:11:10] Voice 4: will be your active projects list.

[1:11:13] Voice 4: But as you're thinking, strategizing,

[1:11:15] Voice 4: what do I want to do?

[1:11:16] Voice 4: What do I want to amend in my OCP?

[1:11:18] Voice 4: What do I want to mend in the LUB?

[1:11:19] Voice 4: What do we as a group want to steer the ship towards changing?

[1:11:23] Voice 4: Because you're all change managers.

[1:11:26] Voice 4: You're going to start navigating how to do a minor project versus a major project.

[1:11:32] Voice 4: So if we use $5,000 as a threshold, each LTC can have one minor active project.

[1:11:38] Voice 4: And that's a project under $5,000.

[1:11:42] Voice 4: And that's meant to basically cover minimum legal cost to review a bylaw

[1:11:46] Voice 4: to make sure we didn't do something really silly and to host a public hearing and a community

[1:11:50] Voice 4: information meeting and and that's it then staff can handle the legislative process thereafter

[1:11:56] Voice 4: so that's a minor project that'll get you through the gate you can do surprisingly a lot with that

[1:12:00] Voice 4: so don't underestimate the power of an active project if you want to do anything more than

[1:12:04] Voice 4: that you'll have to submit a business case you'll be going through this really torturous current

[1:12:09] Voice 4: process of financial planning committee elect ec trust council you'll be asking for permission to

[1:12:15] Voice 4: have that that budget approved through trust council and then we can dedicate um any funds

[1:12:19] Voice 4: greater than five thousand dollars to that project and there's a lot of work about policy that has

[1:12:24] Voice 4: changed over the last two years about how that gets um allocated and i could spend more but

[1:12:31] Voice 4: let's see if i've got more no i don't have more about that but i'll keep going where i have

[1:12:35] Voice 4: questions at the end so um yeah this is just some advice really like if you're looking to do a

[1:12:43] Voice 4: a project, please make sure it's in your authority.

[1:12:47] Voice 4: Otherwise it's very frustrating for staff to help you

[1:12:49] Voice 4: if it's not.

[1:12:50] Voice 4: So stay in your authority, we can coach you through that.

[1:12:54] Voice 4: Make sure it's a reality check, like we have the resources.

[1:12:57] Voice 4: And of course, make sure when you want staff

[1:12:59] Voice 4: to do something, make sure it's clear directions.

[1:13:01] Voice 4: I mean, that's all very much common sense,

[1:13:04] Voice 4: but we'll find ourselves over time reminding

[1:13:07] Voice 4: that staff need to be clear what you're asking us to do,

[1:13:10] Voice 4: and we'll have to make sure

[1:13:11] Voice 4: it's within the authority to do it.

[1:13:15] Voice 4: a little bit more about resources. I'm just going to skip that, but we can go back. This is where I

[1:13:21] Voice 4: want it to go. Look at that big, ugly thing. I can see it in Trustee Bernardo's face. Believe it or

[1:13:27] Voice 4: not, I like this big thing because it's an overview of the entire process. And you know how hard it is

[1:13:32] Voice 4: to tell you the whole process. It could have been a lot uglier. But in the blue boxes is from left

[1:13:37] Voice 4: to right, the basic process of, hey, we've got a problem. And I think Trustee Patrick talks about

[1:13:45] Voice 4: this as the oh not the problem identification stage that oh i forget your quote now definition

[1:13:50] Voice 4: stage lingering in the

[1:13:51] Trustee Patrick: definition stage definition phase yes and linger there

[1:13:54] Voice 4: linger so in the

[1:13:55] Voice 4: identify issue so what is the problem that's at the very far left what is the problem how do we

[1:14:00] Voice 4: linger there you can go to your community they can tell you this you can meet about that do what you

[1:14:04] Voice 4: like about that but that's where you're at once you've got an issue and you want to do something

[1:14:09] Voice 4: about it you evaluate what to do via your business case you evaluate your options once you agree to

[1:14:14] Voice 4: what you want to do and you if you need a budget for it you get the budget off you go project

[1:14:18] Voice 4: charter is created and you go through the legislative process which is your first reading

[1:14:23] Voice 4: second reading third reading and eventually adoption so that's it in a nutshell the process

[1:14:28] Voice 4: and what you see below in the box is and i'm sorry if it's ugly and it's you got small screen and

[1:14:33] Voice 4: it's it's but it's useful and the bottom is an example of the add-ons why does it cost more than

[1:14:40] Voice 4: five thousand dollars legal reviews consultants enhanced education materials or engagement and

[1:14:46] Voice 4: enhancing engagement first nations engagement technical data all these things you don't

[1:14:51] Voice 4: necessarily need all those things but those are things that we traditionally hear from and those

[1:14:56] Voice 4: values and times you put on are just small estimates and so the best thing the best

[1:15:02] Voice 4: projects are always those that have a clear scope a clear timeline and a clear deliverable and you

[1:15:07] Voice 4: don't waver from those and we get there but my experience with the trust is that rarely happens

[1:15:12] Voice 4: you get a scope there's scope creep happening left right and center you want to go off do more

[1:15:17] Voice 4: research go more engagement and the time gets stretched out we go looking for more resources

[1:15:22] Voice 4: and so on so forth so this is just an example of that so forgive me for putting it on one slide but

[1:15:27] Voice 4: it uh when you if i forward this to you you might see the value in reading that and and then active

[1:15:34] Voice 4: projects this is just an example what is happening right now and that is basically at the regional

[1:15:39] Voice 4: level we have the fresh water sustainability strategy implementation we have a proposal with

[1:15:44] Voice 4: the regional planning committee there's a planned housing forum coming up staff will be talking

[1:15:49] Voice 4: about with the rfpc about how to do education and a round table that have been guided to us by

[1:15:55] Voice 4: trust council and at the local level there's all kinds of targeted reviews and including

[1:16:01] Voice 4: including administrative reviews. So I won't linger there. And thank you for letting me blast

[1:16:07] Voice 4: through that lot of, especially that crazy image. That's actually the end of my presentation.

[1:16:14] Voice 4: And I'll take any questions you want. You can see what's coming up next there.

[1:16:19] Voice 4: And if I can give you one message is there's so much for you to do. Don't forget to practice your

[1:16:24] Voice 4: own self-care. Take time for yourself. Take a breath, relax, turn off any electronic device.

[1:16:31] Voice 4: advice. Don't go on Facebook. I'm telling you right now, don't do it. Turn it off. Don't

[1:16:34] Voice 4: listen. Self care. Anyways, how can I help you? Ask questions. Oh, I see Trustee Yates.

[1:16:41] Voice 4: You're on mute. Yes.

[1:16:42] Voice 2: Thank you, Stefan. Can you explain the legislative difference for me between the Local Government

[1:16:49] Voice 2: Act and the Community Charter, or perhaps more accurately, how they fit together?

[1:16:56] Voice 4: I'll do my best. I'm tempted to ask RPM Hutton just to see his skills on this, but

[1:17:02] Voice 4: going to answer and i'm going to turn to him and my answer for the legis for the local government

[1:17:07] Voice 4: act is part 14 and part 15 are the land use planning sections they guide use density what

[1:17:14] Voice 4: can go into official community plan and what can go into the heritage conservation areas

[1:17:18] Voice 4: so they're regulatory in nature the community charter are kind of the rules so what are the

[1:17:25] Voice 4: meeting procedures must be what are public or not so much public hearing that's that's the other one

[1:17:30] Voice 4: They have things like trustee, like, you know, how to vote, how meeting procedures and those kind of things.

[1:17:37] Voice 4: So it's more sort of meeting procedures and overall rules of the game, whereas the Local Government Act are more directly what must be in an OCP, what can you regulate in a land use bylaw.

[1:17:48] Voice 4: But I'm going to turn to RPM Hutton and see if he has anything else to add to that.

[1:17:51] Voice 2: Great.

[1:17:53] Voice 5: I don't think that I have much to add.

[1:17:56] Voice 5: the community charter i would only add that it's um it i think it really sets out the powers of um

[1:18:02] Voice 5: a local government so not so much the procedures but also um typically our ability to in a

[1:18:08] Voice 5: municipality or ability to delegate um and those types of things but that's really the only thing

[1:18:14] Voice 5: i would add um great thanks thank

[1:18:17] Voice 2: you both very helpful great

[1:18:20] Voice 4: any other questions about uh what

[1:18:23] Voice 4: we just talked about a blast of the current planning long-range planning or anything in

[1:18:28] Voice 4: general i'm sure all of you just want to call it a night but any

[1:18:32] Voice 9: other questions okay

[1:18:37] Voice 4: i'm not seeing

[1:18:38] Voice 4: any uh next steps march trust council bylaw compliance inform enforcement we're planning

[1:18:43] Voice 4: some great stuff planning a freshwater sustainability webinar just to tell you what it is

[1:18:49] Voice 4: and if you wanted if you have any questions ask don't be shy to slow down an ltc meeting

[1:18:55] Voice 4: reading and ask questions. There really is no such thing as a stupid question. It's very

[1:18:59] Voice 4: complicated and we're here to help. Just go slow, ask questions. Did I see Trustee Boland with a

[1:19:06] Voice 4: hand? I just briefly saw a yellow hand go up.

[1:19:08] Voice 7: No, I used my thumbs up.

[1:19:11] Voice 4: Okay. Oh, did you?

[1:19:13] Voice 4: I was just

[1:19:13] Voice 4: there. Okay. So I'm done. If that's good, we're done and you can all chill out and

[1:19:18] Voice 4: read your toolkit. Have a good night. Thank you everybody for your time. I very much appreciate it.

[1:19:25] Voice 4: Good night.

[1:19:26] Voice 6: Thank you.

[1:19:26] Voice 6: That was helpful.

[1:19:28] Voice 4: Good.

[1:19:28] Voice 4: I hope so.