Islands Trust Council regular meeting, February 13, 2023

[0:00:05] Trustee Luckham: Good morning. I do believe we're live here. Yeah. Okay. Excellent. So good morning, everyone. This is the Executive Committee meeting of the Islanders Trust for February the 13th. Time is marching on here.

[0:00:21] Trustee Luckham: here. My name is Peter Lockham, and I am elected on Thetis Island in L'Aix-en-Penelope Territory.

[0:00:28] Trustee Luckham: I find myself in Ukeulet today, in the territory of the Ukeulet government and many First Nations

[0:00:36] Trustee Luckham: people, that this is their home. You can't help but be struck by the enormity of the beauty of

[0:00:43] Trustee Luckham: this place, and of course reflect on the hundreds of generations of people that have lived here.

[0:00:51] Trustee Luckham: on this coast and in fact the picture in the background there although is Valdez Island on

[0:00:56] Trustee Luckham: my screen the beaches are strewn with the this shell midden material that we see that is

[0:01:04] Trustee Luckham: demonstrative of the tens of thousands of years that people have occupied this coast and it's

[0:01:10] Trustee Luckham: an honor and privilege for me to reflect on the rich history that's here and I hope that

[0:01:16] Trustee Luckham: that everyone can share that notion.

[0:01:23] Trustee Luckham: So with that said,

[0:01:25] Trustee Luckham: I'd like to introduce my colleagues here.

[0:01:27] Trustee Luckham: I see, and I'm just going to go by the screen here today.

[0:01:30] Trustee Luckham: I see Vice-Chair Maude, good morning.

[0:01:32] Trustee Maude: Greetings from Maine Island,

[0:01:34] Trustee Maude: traditional people of the Coast Salish people,

[0:01:35] Trustee Maude: particularly the West Sanic people.

[0:01:38] Trustee Maude: Excellent.

[0:01:39] Trustee Luckham: And Trustee Peterson, Vice-Chair.

[0:01:43] Voice 3: Good morning from Ahuete, Leskeetee Island.

[0:01:46] Voice 3: And Vice Chair Toby Elliott.

[0:01:49] Voice 11: Good morning from beautiful Gabriola Island in the Namook First Nation Territory.

[0:01:56] Trustee Luckham: Excellent. And in the background, well in the boardroom in Victoria,

[0:02:02] Trustee Luckham: in Songhees and Esquimalt Territory, the Lekwungen speaking people, I will say,

[0:02:07] Trustee Luckham: is uh laurie foster and our executive secretary assistant and uh russ hotson pillar our cao good

[0:02:15] Trustee Luckham: morning to both of you good morning

[0:02:16] Voice 5: um

[0:02:18] Trustee Luckham: we do have an uh perhaps some other staff online but i also

[0:02:21] Trustee Luckham: want to acknowledge and people are probably wondering who elisa bradley is and that's a

[0:02:26] Trustee Luckham: legal counsel here today um which leads me into that we're going to be going into an in-camera

[0:02:32] Trustee Luckham: session, which is unusual for us to do that immediately, but that's out of necessity for

[0:02:39] Trustee Luckham: the timing. There's some important information we would need to receive in order to proceed

[0:02:45] Trustee Luckham: with today's meeting. So apologies to everyone that's expecting to see us online here today

[0:02:53] Trustee Luckham: early. But of course, the recording will reflect the events as they unfold. So good morning,

[0:03:00] Trustee Luckham: Alicia thank you do you want to make any remark good

[0:03:03] Voice 9: morning uh I think that's good just to be

[0:03:06] Voice 9: clear that it's being closed for receipt of advice subject to solicitor client privilege

[0:03:11] Voice 9: um just for the um the minutes there perfect

[0:03:16] Trustee Luckham: and indeed the the motion to go in camera will

[0:03:19] Trustee Luckham: reflect that thank you very much for that so uh just uh briefly then I'm just going to look at

[0:03:25] Trustee Luckham: glance at the agenda here which you all have in front of you and just ask if there's any addition

[0:03:30] Trustee Luckham: of any new items or changes to the agenda no okay great so then let's adopt the agenda by general

[0:03:39] Trustee Luckham: consent as presented and i'll just ask one of the vice chairs to make the motion to go in camera

[0:03:45] Voice 5: i'll jump in if i can thank you

[0:03:52] Trustee Maude: i will move the meeting be closed the public subject to sections

[0:03:55] Trustee Maude: 91 C, G and I of the community charter

[0:03:59] Trustee Maude: in order to consider matters related to employee relations,

[0:04:02] Trustee Maude: litigation affecting the violence trust

[0:04:04] Trustee Maude: and receipt of advice that is subject

[0:04:06] Trustee Maude: to solicitor client privilege

[0:04:08] Trustee Maude: and the trust staff attend the meeting.

[0:04:11] Trustee Luckham: Great, thank you.

[0:04:12] Trustee Luckham: So do I have a seconder?

[0:04:14] Trustee Luckham: Seconded Toby Elliott, thank you.

[0:04:16] Trustee Luckham: All those in favor?

[0:04:18] Trustee Luckham: That carries, none opposed,

[0:04:20] Voice 5: perfect.

[0:04:22] Voice 5: And so this brings us to an in-camera.

[0:04:24] Voice 5: Oh, well, here we are.

[0:04:43] Voice 5: Oh, vice chairs, everybody hear me?

[0:07:08] Voice 5: Not very well.

[0:07:12] Voice 5: Oh.

[0:07:13] Voice 5: Your mic is...

[0:07:14] Voice 5: Okay.

[0:07:17] Trustee Luckham: How's that?

[0:07:18] Voice 5: She just turned down.

[0:07:22] Voice 5: Can you say one more thing, sir?

[0:07:24] Voice 5: Well, good morning, everybody.

[0:07:26] Trustee Luckham: Welcome back.

[0:07:27] Trustee Luckham: You're good.

[0:07:28] Trustee Luckham: Okay.

[0:07:29] Trustee Luckham: Thank you.

[0:07:31] Trustee Luckham: So good morning, members of the public.

[0:07:33] Trustee Luckham: like we've just returned from in-camera session to discuss client and solicitor privilege

[0:07:41] Trustee Luckham: information. And I'm rising and reporting from that session to advise that

[0:07:53] Trustee Luckham: I always have trouble with my emails here or my agendas here. Here we are. So I'm just rising

[0:08:01] Trustee Luckham: the reporting that from the in-camera session that we are placing two pieces of correspondence

[0:08:07] Trustee Luckham: on our public agenda and we'll address those when we get there later today from the first

[0:08:13] Trustee Luckham: one being from Jay Robertson regarding application of the island's trust policy standards of conduct

[0:08:20] Trustee Luckham: and from B Lockett regarding gathering NLTC letter from trustee regarding trustee neighborly letter

[0:08:30] Trustee Luckham: or January 17th.

[0:08:31] Trustee Luckham: So those items will be added to the agenda.

[0:08:34] Trustee Luckham: Thank you, Vice Chair for your work

[0:08:37] Trustee Luckham: and in camera to get those out to the public.

[0:08:40] Trustee Luckham: So let us go back to our main agenda now.

[0:08:46] Trustee Luckham: And we have our minutes of January 11th, 2023.

[0:08:51] Trustee Luckham: Are there any changes to those minutes?

[0:08:55] Trustee Luckham: No, then I'm gonna take it then by general consent

[0:08:58] Trustee Luckham: that the minutes of January 11th, 2023

[0:09:00] Trustee Luckham: 23 be adopted as presented thank you for that um we'll now move to section six the follow-up

[0:09:08] Trustee Luckham: action list um director support and the cao update and um and then we'll move on to uh local trust

[0:09:15] Trustee Luckham: committee chair updates and of course ask everybody um to be as brief and succinct as

[0:09:20] Trustee Luckham: possible and of course i know the staff is always like that so let us begin

[0:09:24] Trustee Luckham: let us begin with the

[0:09:25] Trustee Luckham: see it open to you no

[0:09:26] Voice 4: or

[0:09:27] Trustee Luckham: not but we're going to try this time okay as

[0:09:30] Voice 4: succinct as possible

[0:09:31] Voice 4: so turning to page 13 um item one that is uh that motion has been hard um with uh item two

[0:09:40] Voice 4: i've already given you indication that uh there's not certainty with a live meeting anywhere within

[0:09:45] Voice 4: in the trust area in june normally we would have nine months or a year plan ahead so we will likely

[0:09:54] Voice 4: bringing a report to Trust Council to say here's where we're at and I expect

[0:10:00] Voice 4: you as EC right now are thinking through this might be an electronic meeting and

[0:10:05] Voice 4: that might be part of the discussion later on when we're talking finance or

[0:10:09] Voice 4: budget later on in this agenda but real events have overtaken some of the

[0:10:15] Voice 4: concepts of Trust Council's offering I'll leave it at that but that's our

[0:10:20] that's our idea moving forward we've concluded

[0:10:23] Voice 4: that the most or 95 of the online training

[0:10:27] Voice 4: sessions for trustees i'm hoping you would agree that surveying and i would speak at trust council

[0:10:33] Voice 4: in march to say we've completed that this round of in the first six months of training we will

[0:10:40] Voice 4: survey all the trustees to go where do they feel that they need more um how was the training

[0:10:45] Voice 4: sessions and that can inform the future and it will also inform the continuous

[0:10:51] Voice 4: learning plan we could start to populate the continuous learning plan with areas

[0:10:56] Voice 4: that trustees want to get more education you've got the report on forestry on

[0:11:03] Voice 4: your agenda today that's item five and those are the discrete items on the fuel

[0:11:10] Voice 4: I will go to my just general comments if you wish right now or respond to

[0:11:16] Voice 4: Mayor Mrakas. Any

[0:11:18] Trustee Luckham: questions for the CAO? No. All right. So do you have a general report? Oh,

[0:11:25] Trustee Luckham: Vice Chair Peterson.

[0:11:28] Voice 3: Yeah, just with respect to the, specifically the June Trust Council

[0:11:34] Voice 3: in-person considerations, I'm just wondering if there's been anything further on other potential

[0:11:44] Voice 3: locations for in person or if that's basically being exhausted at this point yeah what i'm

[0:11:53] Voice 4: trying to communicate is that the direction to do salt spring or gabriola has not been successful

[0:11:58] Voice 4: and will not be we also looked at north pender and that's the same situation for june so we've

[0:12:05] Voice 4: kind of exhausted where trust council has asked us to go the the remaining option would be to go

[0:12:10] Voice 4: to a large center and then i'm over victoria if you if you want a live meeting which will be

[0:12:14] Voice 4: challenging because there's three months left or to move to an electronic meeting format i don't

[0:12:20] Voice 4: think we reasonably can start investigating hornby or denman or galiano or any of these islands

[0:12:26] Voice 4: without substantial runway time um so i think that's where we're at okay

[0:12:33] Voice 3: so um so then can i

[0:12:36] Voice 3: take it we're going to be uh uh apprising trust council of this in at the march meeting or before

[0:12:43] Voice 3: and looking for some further directions since we can't do those two those two options are neither

[0:12:49] Voice 3: of them going to work for june

[0:12:50] Voice 4: right but i would suggest ec will want to start thinking itself

[0:12:54] Voice 4: what it thinks is the best solution here so that you can help trust council make its mind out and

[0:13:00] Voice 4: maybe you talk about that later on when we get later on in this agenda or on fed 22nd okay thank

[0:13:06] Voice 4: Okay.

[0:13:08] Trustee Luckham: Anything from anybody else on the CAO's follow-up action report? No. So maybe before

[0:13:14] Trustee Luckham: you just jump into your general report there, CAO, it does strike me that with the in-person

[0:13:21] Trustee Luckham: or public meeting, in-person or electronic meeting, time is of the essence. We're not the

[0:13:26] Trustee Luckham: only people that are thinking, hey, let's get out there and have a meeting. And so it does strike

[0:13:31] Trustee Luckham: me that we want to take some action sooner than later to test uh council's uh appetite for this

[0:13:37] Trustee Luckham: and the simple question is is do you want to go electronic or do you want to meet in a larger

[0:13:41] Trustee Luckham: urban location um period and it maybe that's a survey or uh something that would then follow

[0:13:49] Trustee Luckham: through with an rwm to make that happen and then we would either be seeking a location in urban

[0:13:55] Trustee Luckham: urban center or Naimo or Victoria, I suspect,

[0:13:59] Trustee Luckham: or we would be then staging an electronic meeting.

[0:14:02] Trustee Luckham: And that way it just gets it done,

[0:14:03] Trustee Luckham: takes the pressure off and we know where we're going.

[0:14:05] Trustee Luckham: Do you have a remark on that?

[0:14:07] Voice 4: My remark is that you budgeted for $27,000

[0:14:12] Voice 4: for a live meeting.

[0:14:13] Voice 4: So there's a budget implication to that,

[0:14:16] Voice 4: which I think is a discussable item.

[0:14:21] Voice 4: And you made a motion, trust council made a motion,

[0:14:23] Voice 4: let's do this and it's not feasible so i don't know whether you can have an rwm only unless

[0:14:30] Voice 4: it would be very very clear around that so i think it's a conversation in march and i

[0:14:35] Voice 4: don't think the material conditions around this are going to change much between now and march

[0:14:38] Voice 4: anyway we're not going to find somewhere to to

[0:14:42] Trustee Luckham: house how's the body okay so that's the answer

[0:14:46] Trustee Luckham: really this could wait till march council and have council decide yeah

[0:14:50] Voice 4: okay thank you in concert with

[0:14:52] Voice 4: the budget question which i'm providing you foreshadowing around that conversation that's

[0:14:59] Voice 4: coming up in an hour

[0:15:00] Trustee Luckham: understood okay so then uh thanks for that clarity so over to you for

[0:15:05] Trustee Luckham: a broad general report on operations of the ancestors uh

[0:15:10] Voice 4: the governance committee met for

[0:15:13] Voice 4: substantive meeting last friday and it was uh i report back to you um on that i participated

[0:15:21] Voice 4: in that meeting, chaired ably by Chair Getty.

[0:15:26] Voice 4: The outcomes were this, and you can review the minutes.

[0:15:33] Voice 4: The top, you know, they went through

[0:15:35] Voice 4: a prioritization discussion,

[0:15:37] Voice 4: investigation of the mandate and what it means

[0:15:39] Voice 4: for everybody involved who's making these critical decisions.

[0:15:42] Voice 4: How do we address corporate and strategic planning?

[0:15:45] And how can we deal with some of the meeting challenges

[0:15:47] that have been expressed by trustees over the years?

[0:15:50] So I'm going to be very, very brief.

[0:15:52] You can certainly go to the Governance Committee online repository there

[0:15:59] and take a look at that if you want to get more detail.

[0:16:01] But I'm just communicating those

[0:16:01] Voice 4: three themes as the main themes coming through.

[0:16:04] Voice 4: And a sub-thought is regarding the strategic planning or corporate planning.

[0:16:10] Voice 4: The first step of that is to refer that to Financial Planning Committee

[0:16:15] Voice 4: is to put a financial backbone or sequence of events in place

[0:16:22] to assist in strong

[0:16:23] Voice 4: financial decision-making.

[0:16:25] Voice 4: And from that, the rest of the strategic planning process,

[0:16:28] Voice 4: the internal corporate planning process should follow.

[0:16:32] Voice 4: Just making the distinction, they are not being handed

[0:16:35] Voice 4: strategic planning and corporate planning.

[0:16:38] They're being handed the first blush of

[0:16:40] Voice 4: looking at

[0:16:42] Voice 4: how can we do this in a way that's better for everybody.

[0:16:45] Voice 4: but at least that's how I understand it.

[0:16:47] Voice 4: I will be working with FPC in that.

[0:16:49] Voice 4: You are all the members there,

[0:16:51] Voice 4: so you'll be kept abreast of the progress.

[0:16:54] Voice 4: So that's the summary of that meeting,

[0:16:56] as quickly as I can do it.

[0:16:58] The second is Claire Frager

[0:17:01] Voice 4: is very excited to say

[0:17:04] Voice 4: will be the acting CAO next week.

[0:17:06] Voice 4: And she'll be with you at your F.

[0:17:08] Voice 4: You're going to finally get some really good

[0:17:11] Voice 4: high professional um advice um from claire at the february 22nd meeting i encourage you though

[0:17:17] Voice 4: however in this meeting if you make it as that if something's good to go to trust council um by all

[0:17:23] Voice 4: means i think the reporting's being done such that you can make decisions here to forward it to trust

[0:17:28] Voice 4: council so that you don't have to have a huge february 22nd meeting i'd almost admit that 75

[0:17:33] 80 percent of what you need to decide for trust council is on this agenda here um given that it's

[0:17:38] It's basically a budget and bylaw

[0:17:39] Voice 4: trust council session that's coming up in March.

[0:17:43] Voice 4: I think that's it for me, Mr. Chair.

[0:17:45] Trustee Luckham: Okay. Thank you, sir.

[0:17:47] Trustee Luckham: And thank you for your excellent service.

[0:17:48] Trustee Luckham: And we look forward to working with Claire Fader.

[0:17:52] Trustee Luckham: Vice chairs, anything else?

[0:17:54] Trustee Luckham: Otherwise we'll continue to the director of legislative services.

[0:17:58] Trustee Luckham: Right. David Mauer, over to you.

[0:18:01] Voice 6: Thank you. Yeah.

[0:18:02] Voice 6: There's nothing on the action list and in respect to legislative services,

[0:18:09] Voice 6: my focus will be working on the policies of trust council and bringing some updates to you so that

[0:18:18] Voice 6: will be over the next year or so all

[0:18:23] Voice 5: right is that it for

[0:18:25] Trustee Luckham: you uh yes thank you okay so thank

[0:18:30] Trustee Luckham: you very much any questions for the director no and uh a general report of any kind or does that

[0:18:35] Trustee Luckham: conclude your reporting today uh

[0:18:37] Voice 6: that completes it for today thank you okay sorry

[0:18:40] Voice 11: chair uh i do

[0:18:41] Voice 11: have a very quick question um may i yes

[0:18:45] Trustee Luckham: go ahead um

[0:18:47] Voice 11: it's just about these um suggestions for

[0:18:52] Voice 11: trust council policy that we keep getting from mr sketch um

[0:19:00] Voice 11: i'm i'm a little confused i guess because he keeps making these presentations and um as as if

[0:19:08] Voice 11: we're not we're not in accordance with our own policies and with the act and so

[0:19:14] Voice 11: are we reviewing these or what what what is being done on that front is is this even a

[0:19:21] Voice 11: consideration um okay

[0:19:23] Voice 6: thank you yeah the the policies uh that you have um of trust council

[0:19:29] Voice 6: a lot of them were adopted around 1990s like 94 some of them haven't been updated and they don't

[0:19:37] Voice 6: really reflect I don't think they reflect what council would like to see happen today so my

[0:19:43] Voice 6: intent is to bring them through the executive committee to council either for repealing

[0:19:48] Voice 6: completely or updating them and in some places combining them into a single policy we've got

[0:19:55] Voice 6: several policies dealing with budget with legal and with a few other things and I think we can

[0:20:01] Voice 6: simplify it and also some of the policies have procedures in them and we'd like to

[0:20:06] Voice 6: separate out what is policy and what is procedures with respect to mr sketch if there is something

[0:20:13] Voice 6: in there that council would like staff to report back on we can certainly do it

[0:20:18] Voice 6: but we'd need some direction from trust council on that okay

[0:20:26] Voice 5: thank you very

[0:20:27] Trustee Luckham: much thanks for the

[0:20:28] Trustee Luckham: question um we'll move along to director of planning services stefan cermak good morning sir

[0:20:36] Voice 8: good morning mr chair and esteemed colleagues uh i'll be brief you have two uh items on the

[0:20:43] Voice 8: follow-up action list one you heard about already um on the agenda it's uh or you didn't hear about

[0:20:49] Voice 8: it but it's upcoming on the agenda and the other is marked as done so i'll just go right to my

[0:20:55] Voice 8: general report and just a few things to note we have a lot of movement happening the planning

[0:21:01] Voice 8: service admin team we have like three of the top four senior admin members that are retiring or

[0:21:08] Voice 8: moving on so that's a huge hole to fill and we're working on that right now so you can imagine our

[0:21:13] Voice 8: team is recruiting training and doing whatever we can to to get by with that reality yeah and that

[0:21:24] Voice 8: at the same time it's an opportunity to consider what we're doing with um consideration of long-term

[0:21:29] Voice 8: office locations due to these types of changes in the workforce and what have you so that's taking

[0:21:34] Voice 8: up a lot of time and a lot of discussion um there are many things happening to trust council again i

[0:21:41] Voice 8: you know been spending some time with the bylaw enforcement report that you have coming before

[0:21:47] Voice 8: you later on today as a new relatively new director the I'm learning all kinds

[0:21:54] Voice 8: of things about my role about litigation and insurance the latter being my most

[0:21:58] Voice 8: favorite and I'll fill you in on that if you ever want to know about it but it's

[0:22:03] Voice 8: it's a thing to learn and I probably the most interesting and the best part about

[0:22:08] Voice 8: the the role is the Regional Planning Committee is up and running and some

[0:22:15] Voice 8: some great work being planned.

[0:22:16] Voice 8: They're planning a in-person meeting in April,

[0:22:20] Voice 8: the end of April.

[0:22:22] Voice 8: Probably the most significant thing

[0:22:24] Voice 8: that's happening right now

[0:22:25] Voice 8: is that there's a staff housing forum,

[0:22:27] Voice 8: which is gonna be conducted on March 1st.

[0:22:30] Voice 8: That's gonna result in updating some critical information,

[0:22:35] Voice 8: such as the affordable housing baseline report,

[0:22:38] Voice 8: which is kind of a toolkit for LTCs

[0:22:41] Voice 8: to consider what options are available

[0:22:44] Voice 8: to them to address the housing crisis with that information we have a regional planning committee

[0:22:50] Voice 8: housing working group which is going to help review those materials and how to present them

[0:22:55] Voice 8: for a trustee education session post-trust council sometime and that i'll leave it at that that's

[0:23:02] Voice 8: what's going on in planning services okay

[0:23:04] Trustee Luckham: thank you very much for that report any questions for

[0:23:08] Trustee Luckham: So the director, so I'm going to continue on then.

[0:23:14] Trustee Luckham: Director Julia Mobs, Administrative Services.

[0:23:18] Trustee Luckham: Good morning to you.

[0:23:19] Trustee Luckham: Nice to see you.

[0:23:20] Trustee Luckham: Good morning.

[0:23:21] Voice 2: Nice to see you all.

[0:23:23] Voice 2: There's two items listed under my area on the follow-up action list.

[0:23:27] Voice 2: The first has a target date of September 20th.

[0:23:30] Voice 2: That's a policy review that's been requested.

[0:23:32] Voice 2: So I'm planning to do that work after the very, very busy time that is right now.

[0:23:37] Voice 2: and after a short breather in the summer.

[0:23:40] Voice 2: So we've scheduled that for September, 2023.

[0:23:42] Voice 2: The other item on the follow-up action list

[0:23:44] Voice 2: is simply to notify KPMG

[0:23:47] Voice 2: that they've been appointed

[0:23:48] Voice 2: as the auditors for the Islands Trust Conservancy

[0:23:50] Voice 2: and for the Islands Trust again for this fiscal year.

[0:23:53] Voice 2: So I have let KPMG know that they've been appointed.

[0:23:57] Voice 2: I've had a planning meeting with them already

[0:23:59] Voice 2: and they will also be attending

[0:24:01] Voice 2: the audit committee meeting tomorrow morning

[0:24:04] Voice 2: to talk to audit committee

[0:24:05] Voice 2: about the audit planning reports that they've got for the coming audit of the two fiscal or

[0:24:10] Voice 2: of the fiscal year for the two entities that we have. Happy to take questions on the follow-up

[0:24:15] Voice 2: action list.

[0:24:18] Trustee Luckham: Anybody? No. Excellent work, Julia. You have a general report on other activities

[0:24:26] Trustee Luckham: that you're always engaged in?

[0:24:28] Voice 2: Sure. So as I'm sure you're all aware, right now is very busy

[0:24:32] Voice 2: time related to the budget. So the Financial Planning Committee agenda was circulated last

[0:24:37] Voice 2: week. It is many hundreds of pages. I'm sure you all have a great time reading that. So a lot of

[0:24:43] Voice 2: time and effort has been put forward to updating the budget figures and consolidating all of the

[0:24:47] Voice 2: information for Financial Planning Committee. We've also put together a first draft of the

[0:24:51] Voice 2: five-year financial plan with all of the assumptions that are built into that. Financial

[0:24:55] Voice 2: Planning Committee will review that. And then, of course, that goes to Trust Council and then

[0:24:59] Voice 2: on to the minister for their approval so there's lots of time that's gone uh into all things budget

[0:25:03] Voice 2: related this is the largest um agenda package that goes to fpc during the year uh there's a

[0:25:11] Voice 2: substantial volume of reports that are in there and so that'll be taking up all of our time

[0:25:16] Voice 2: tomorrow to review that uh human resources continues to be very busy um so director sermac

[0:25:21] Voice 2: spoke a little bit to what's happening with a lot of our administrative staff so we're working

[0:25:25] Voice 2: really hard to make sure that we can help fill any gaps that we are aware of coming up that we

[0:25:30] Voice 2: can keep the team supported. Related to staffing we also are looking forward to some office

[0:25:38] Voice 2: assessments. So the Salt Spring Island office we lease from BC Hydro and it will be undergoing

[0:25:44] Voice 2: some substantial construction over the next couple of years and so we're working with BC

[0:25:49] Voice 2: Hydro to make sure that we can keep staffing safe and comfortable during this time as we renew our

[0:25:55] Voice 2: our lease. And then we are looking to the future to see what we might want the planning office to

[0:26:01] Voice 2: look like on Salt Spring to see if we need to relocate or where we might relocate to. Because

[0:26:06] Voice 2: we're going to be doing this exercise for Salt Spring, we'll be undertaking an exercise similar

[0:26:09] Voice 2: for the Gabriel office at the same time. So there's a lot of forward-looking planning that's

[0:26:13] Voice 2: happening there. I think I'll leave it there, but happy to take questions.

[0:26:18] Voice 5: Thank you, Julia. Any questions? Nope.

[0:26:22] Trustee Luckham: Looks like you're in good shape. Excellent reporting.

[0:26:25] Trustee Luckham: I'm going to then thank you and move on to Director of Trust Area Services, Clare Frater.

[0:26:34] Voice 10: Good morning, committee. So with regard to your follow up action list, we are moving our way through a number of items.

[0:26:41] Voice 10: I would say I won't speak to them all.

[0:26:44] Voice 10: I'll let you know that Laurie Foster has managed to get off all the letters to MLAs, MPs, electoral area directors and likely the premier.

[0:26:51] Voice 10: So those letters have gone introducing the new council and the outcomes of the election.

[0:26:55] Voice 10: We are working away in the background on letters to all First Nations as well that is a substantive project, and is now going to be further delayed by the administrative changes in planning because those are the staff helping.

[0:27:09] Voice 10: So we're going to continue to work on that but I'll, I'll keep you updated as that project proceeds but all trustees will have an opportunity to weigh in before letters go.

[0:27:18] Voice 10: also we are working on a number of items for your next agenda we have things like a legislative

[0:27:23] Voice 10: monitoring chart that's coming your way we'll be bringing you a decision around the structure of

[0:27:27] Voice 10: the annual report and a number of items for council including a communication strategy

[0:27:33] Voice 10: for the policy statement in the next fiscal year so you can expect those upcoming among other items

[0:27:39] Voice 10: in addition oh i wanted to let you know that morgana has started with us in the communications

[0:27:44] Voice 10: role and we're so glad to have her and already is proving helpful to have a person in that role on

[0:27:49] Voice 10: the team so I'm welcoming that and the senior intergovernmental policy advisor position I have

[0:27:54] Voice 10: approved the posting and we're simply waiting for the public service processes to happen

[0:27:58] Voice 10: that I've asked the position to be posted for three weeks so I would hope that someone will

[0:28:03] Voice 10: be in place in April is the is the hope and intent and following up further through your

[0:28:09] Voice 10: a follow-up action list I'll just note that I've spoken with the chair around the San Juan County

[0:28:14] Voice 10: relationship and perhaps when I'm finished Sherlock could offer an update there and we

[0:28:20] Voice 10: completed the letter around the Trans Mountain and I think that's generally highlighted be happy

[0:28:24] Voice 10: to take any questions any

[0:28:27] Trustee Luckham: questions no so maybe I'll just chime in seeing as you gave me that

[0:28:33] Trustee Luckham: window of opportunity there I did sort of more or less formally write to the new chair of

[0:28:40] Trustee Luckham: of San Juan County was sort of moved in that direction.

[0:28:47] Trustee Luckham: I forget for the exact reason, but anyway,

[0:28:49] Trustee Luckham: perhaps it was Lori was nudging me in that direction

[0:28:52] Trustee Luckham: to think about executive committee meeting

[0:28:54] Trustee Luckham: with San Juan County or San Juan County meeting

[0:28:56] Trustee Luckham: with trust council in order to maintain that relationship,

[0:28:59] Trustee Luckham: which is slacked off a little bit

[0:29:02] Trustee Luckham: throughout the COVID period here.

[0:29:03] Trustee Luckham: And I was pleased when reviewing

[0:29:07] Trustee Luckham: their also live stream meetings

[0:29:09] Trustee Luckham: meetings that they had a similar interest in meeting with the island's trust because they're

[0:29:12] Trustee Luckham: reaching out across the sailor's sheet to conduct their important work and are fully aware of us and

[0:29:20] Trustee Luckham: the important work that we do want to collaborate so i actually phoned and spoke with it with the

[0:29:25] Trustee Luckham: chair and then have followed up with a letter and directed them to staff to try and arrange

[0:29:30] Trustee Luckham: some sort of electronic or in-person meeting sometime in the near future being you know over

[0:29:37] Trustee Luckham: the next few months or next or perhaps council in june it might be too early in march and so

[0:29:42] Trustee Luckham: anticipate that uh there'll be some feedback there from uh their staff uh communicating with with

[0:29:48] Trustee Luckham: lori um myself and we'll see how that goes i look forward to that um so unless there's

[0:29:55] Trustee Luckham: any questions, we'll go to general report. Claire, do you have anything general?

[0:30:00] Voice 10: I will say I generally wove it in in my earlier talk. I'm just so glad to have staff, filling of staff vacancies. And yeah, we're working way toward the Trust Council agenda is the primary focus at this time. We're also working to support the budget communication processes and so on as well.

[0:30:17] Voice 10: Okay.

[0:30:19] Trustee Luckham: So thank you very much, everybody. So I'm now going to shift into local trust committee

[0:30:26] Trustee Luckham: chair updates. If there's something that you need to share with the executive committee and staff

[0:30:33] Trustee Luckham: here with respect to what's happening in your areas. I'm looking at my screen here. I'm going

[0:30:38] Trustee Luckham: to go by chair Elliot, Maude and Peterson. I'll follow up with myself.

[0:30:43] Trustee Luckham: so

[0:30:45] Voice 11: um thank you chair i don't think i have any updates um south pender i think was the only

[0:30:52] Voice 11: ltc meeting that we've had in the meantime um they are going to have a special meeting we're

[0:31:01] Voice 11: trying to schedule that now between now and their um regularly scheduled may meeting and that's sort

[0:31:07] Voice 11: of a strategic planning session and hearing from the community some of the priorities um

[0:31:13] Voice 11: Um, and yeah, I mean, things are pretty good on all fronts.

[0:31:18] Voice 11: Um, as you know, Gabriel is, yeah, I'll let you speak to Gabriel.

[0:31:23] Voice 11: That's all I have to report.

[0:31:25] Trustee Maude: Okay.

[0:31:26] Trustee Maude: Uh, David Maude.

[0:31:28] Trustee Maude: Thank you, sure.

[0:31:29] Trustee Maude: Um, just a bit from our, our last executive meeting public one is because we've of course

[0:31:34] Trustee Maude: had conversations between was, um, uh, last Dem meeting.

[0:31:39] Trustee Maude: meeting we we um did final readings of the bylaws for the devon green affordable housing project

[0:31:44] Trustee Maude: which was very very well received um part of the outcome of that is the local trust committee has

[0:31:50] Trustee Maude: established a housing advisory committee um which dem and i must say is probably the most engaged

[0:31:57] Trustee Maude: community on housing um they're recently just published a report um in their local newspaper

[0:32:05] Trustee Maude: paper which was just it was as fine as anything that the trust staff could ever produce it's a

[0:32:10] Trustee Maude: very impressive community one of the nice outcomes of that meeting was we actually i believe for the

[0:32:15] Trustee Maude: first time actually managed to live stream a zoom meeting thanks to our wonderful technology

[0:32:21] Trustee Maude: wizards and iphones and such we so we denman instead of having some time to see a recording

[0:32:27] Trustee Maude: now can actually do the meetings live stream which is great um the other things that happened

[0:32:32] Trustee Maude: Saturna. They did some density swaps that enabled a substantial chunk of land to be

[0:32:42] Trustee Maude: donated to a land trust, a PC land trust, which was something that they've worked on for many,

[0:32:50] Trustee Maude: many years and again very well received by the community. And Pender, it was the main topic there

[0:32:57] Trustee Maude: there was some tree cutting that took place

[0:33:01] Trustee Maude: that there was some disagreement what was appropriate,

[0:33:05] Trustee Maude: what was inappropriate.

[0:33:08] Trustee Maude: I know staff are working with the landowner

[0:33:10] Trustee Maude: to sort of hopefully make everything right

[0:33:13] Trustee Maude: and get some proper permits in place.

[0:33:15] Trustee Maude: And they're of course,

[0:33:16] Trustee Maude: under doing their land use bylaw revisions right now,

[0:33:19] Trustee Maude: which are going to a meeting on this Saturday.

[0:33:22] Trustee Maude: So thank you very much.

[0:33:26] Trustee Luckham: Very good, thank you.

[0:33:27] Trustee Luckham: Trustee Peterson.

[0:33:28] Trustee Luckham: thank

[0:33:30] Voice 3: you chair um met on the the galliano local trust committee met on the 7th and the salt spring

[0:33:39] Voice 3: met on the 9th of this month um both both local trust committees are uh we're in the

[0:33:48] Voice 3: process of formulating our work plan and setting priorities uh for the coming year and and the term

[0:33:55] Voice 3: So that's still a work in progress. Fairly decent public turnout and speakers at both town halls.

[0:34:06] Voice 3: So that's been positive to have the public there and letting us know a little bit about their priorities.

[0:34:12] Voice 3: there's some conversation about engaging the APC

[0:34:17] Voice 3: on Salt Spring to help solicit some suggestions

[0:34:23] Voice 3: from the public about what our priorities maybe should be.

[0:34:27] Voice 3: So those are both works in progress,

[0:34:30] Voice 3: similar for Hornby that we haven't,

[0:34:32] Voice 3: we've only had one local trust committee there so far

[0:34:36] Voice 3: this term, and we do have a community information meeting

[0:34:40] Voice 3: coming up at the end of this month.

[0:34:42] Voice 3: month. So I'll leave it there for now.

[0:34:45] Trustee Luckham: Okay, great. Thank you. So haven't really had any LTC

[0:34:50] Trustee Luckham: meetings since the last time I reported out on those, but certainly there's a Gabriola meeting

[0:34:57] Trustee Luckham: coming up on the 23rd, which is going to be a focused meeting with our APCs and the committee

[0:35:03] Trustee Luckham: to determine the direction of the OCP. So really looking forward to that almost single topic

[0:35:08] Trustee Luckham: discussion at the next ltc that's exciting um and of course all of the islands are very busy so

[0:35:16] Trustee Luckham: um i don't have anything else to add immediately at this time for brevity and so i'm just going

[0:35:23] Trustee Luckham: to go move on the agenda to 6.3 the honest trust conservancy liaison uh update um director

[0:35:31] Trustee Luckham: trustee elliot um um do you have uh an update for us from the conservancy

[0:35:36] Trustee Luckham: see um

[0:35:38] Voice 11: we did have our in-person meeting meeting on january 24th i'm not sure i reported back on

[0:35:46] Voice 11: that so um just briefly elected chair um linda adam and uh risa smith i believe as vice chair

[0:35:56] Voice 11: um considered the budget and looked at the plan for the next year it was a very good meeting and

[0:36:04] Voice 11: And it was wonderful to meet in person.

[0:36:07] Voice 11: I'll report more for Financial Planning Committee tomorrow on some of the budget discussions that we've had and have been having since then.

[0:36:17] Trustee Luckham: Great. Perfect. Okay.

[0:36:19] Trustee Luckham: And maybe I'll just add on your behalf is, if I'm not mistaken, Susan Yates, your co-trustee there, has also been advanced to sit on FPC in place of Grant Scott.

[0:36:31] Trustee Luckham: Scott, who, you know, we're still in this forming stage. And as we're figuring out all of our

[0:36:36] Trustee Luckham: weight on our shoulders and the responsibilities, some of those things shuffle around,

[0:36:39] Trustee Luckham: and really grateful for Susan Yates to step up to be that voice at the FPC table.

[0:36:46] Trustee Luckham: Okay, I'm going to move on. Let's take a collective breath. And that's sort of the

[0:36:51] Trustee Luckham: administrative portion responsibilities of the Executive Committee. And the next section of

[0:36:56] Trustee Luckham: of which we don't have any today, of course, is the responsibilities to advance bylaws as they

[0:37:01] Trustee Luckham: come to us. We don't have any. And indeed, what's looming ahead of us is trust council preparation.

[0:37:08] Trustee Luckham: And I asked you all to reflect on this coming meeting and the space and time we have available

[0:37:14] Trustee Luckham: for reporting and conversations and the like. And right there at 8.11 is the trust council draft

[0:37:20] Trustee Luckham: schedule pretty generic actually at this time this is the opportunity to start moving it in a

[0:37:26] Trustee Luckham: more fulsome direction and of course that opportunity to advance it to council will

[0:37:30] Trustee Luckham: come at our next meeting so i'm going to just bounce this back to the cao at this time to if

[0:37:35] Trustee Luckham: you have any general remarks at this point and then we'll come to see how we're going to fill

[0:37:40] Trustee Luckham: this schedule out cao

[0:37:42] Voice 4: yeah thanks mr chair so i think that the good news about this upcoming

[0:37:47] Voice 4: coming meeting is it's going to fill itself out in a way just given the topics at hand and the

[0:37:52] Voice 4: import of the budget and so forth so just going over the first day keeping in mind lawyer will

[0:37:59] Voice 4: confirm we've gone public with the basic sequence of this as we are required to and to that end we

[0:38:06] Voice 4: see in the evening the delegation session so it's a it's somewhat awkward given that it's a live

[0:38:12] Voice 4: meeting but we're going to be having a delegate session that evening right in previous years that

[0:38:18] Voice 4: was on the thursday i believe or on the wednesday at lunch yeah so now it's it's um it's migrating

[0:38:27] Voice 4: here you'll want to probably reflect is this is working we're now a year or two into that

[0:38:32] Voice 4: the other thing you'll not on the first day is the governance committee placeholder that

[0:38:36] Voice 4: you know we haven't got really a home on the agenda for the governance committee as they find

[0:38:40] Voice 4: out they get closer to determining what service they're going to offer the islands trust um and

[0:38:48] Voice 4: the questions they'll ask presumably they'll need more time or less time so for now that they've got

[0:38:54] Voice 4: a brief report on their first meeting um that's going to go tucked into the executive committee

[0:38:59] Voice 4: area so i just point that out and then otherwise um it's uh the budget sequencing here is being

[0:39:07] Voice 4: thought out so it works for trust council um that is oh sorry trust area services if i may

[0:39:15] Voice 4: so we've got trust area services and the discussion that you're gonna you're about to

[0:39:20] Voice 4: get a report later on today around the policy statement um i suspect that this need this trust

[0:39:26] Voice 4: council meeting will be the first place for trustees who thought about the policy statement

[0:39:30] Voice 4: some might be about you know ran on its basis in the local you know this this will be the first

[0:39:37] Voice 4: and stand-up conversation there's an hour and 45 minutes there um and they'll be contemplating

[0:39:43] Voice 4: generally inheriting what came from the previous council and moving forward in some manner

[0:39:49] Voice 4: so i don't think it's going to be a 15 minute from some of the conversations i've had with trustees

[0:39:54] around

[0:39:55] Voice 4: their understanding of where we are on the policy statement indeed even speaking with

[0:40:01] Voice 4: sitting trustees from last term some of them don't remember that there is a document that's being

[0:40:08] Voice 4: updated and it is in the process of being updated and there's a project that uh has had a lot of

[0:40:15] Voice 4: consideration that's going to go forward for their consideration march so that's why you've got an

[0:40:20] Voice 4: hour and a half or a little bit more there and then the next two days um um budget initially

[0:40:27] and some budget recommendations to council we leave overnight in case some significant

[0:40:32] amendments are required in the

[0:40:34] Voice 4: last two budgets that that time was needed and then the last part

[0:40:39] Voice 4: of the day um is the bylaw and you know you recall i won't go over it again um the questions

[0:40:47] around enforcement and what kind of bylaw is this a time to um

[0:40:51] Voice 4: reconsider or reinvest in the

[0:40:54] Voice 4: bylaw enforcement regime how we can do our best there so we thought that the best sequence of

[0:41:00] Voice 4: events was to have the planning services report then our guests so not the receipt of the report

[0:41:06] Voice 4: itself because you wouldn't want guests sitting there i don't think having to wade through a

[0:41:11] report from staff

[0:41:11] Voice 4: on the service so we would have the on this person and the attorney generals

[0:41:19] Voice 4: there for a general conversation we would then receive the bylaw report and the conversation

[0:41:23] will go where it goes and then the next day we move into

[0:41:29] Voice 4: the closed meeting session is just

[0:41:31] Voice 4: obviously there for you so i think you're arguably 80 to 90 of the way there on february 22nd unless

[0:41:41] Voice 4: you shift things around a lot you're going to get you know some session outlines here's a key

[0:41:49] Voice 4: key question mr chair for you uh the there's no point in this is a moment where we're reinvestigating

[0:41:57] Voice 4: how we communicate with each other and certainly the governor's report etc the governance committee

[0:42:02] Voice 4: is going to pick it up i bring up the notion of the director's reports we have for years done

[0:42:08] Voice 4: you know a written tome by each director that gets um put on the agenda it's now become quite

[0:42:15] Voice 4: regular that it's just put on the consent agenda um and then the directors who just heard that the

[0:42:21] Voice 4: trustees don't really want to have that they'd rather talk with each other um less of an interest

[0:42:26] Voice 4: in having like a director updates uh when i got to the trust it was an unusual thing to have someone

[0:42:32] Voice 4: come out and sort of do a state of the nation in their branch responsibilities but i guess that's

[0:42:36] Voice 4: because we meet four times a year it's a good way to keep people in touch but if it isn't working

[0:42:42] Voice 4: or there's some time to think it over maybe um and it's just more work um you might want to think

[0:42:49] about do we keep having that you know um a written report that goes forward

[0:42:57] Voice 4: for every trust council

[0:42:58] Voice 4: or is it better just have the director do a couple minutes just like we do here a couple

[0:43:04] Voice 4: minutes what they're working on it's really how much the trustees want and what we're hearing is

[0:43:10] Voice 4: they get too much and it's it's not really moving it's updating and it's not moving the business

[0:43:15] Voice 4: forward so there's a moment of reflection for you right now it's on there you know I'm about to ask

[0:43:21] Voice 4: all the directors to write the report it might be an interesting experiment to see whether if we

[0:43:26] Voice 4: don't do that whether anyone notices maybe they would but I think we'd have to address the idea

[0:43:31] Voice 4: of whether or not we do it and then constantly have them go into the consent agenda and there's

[0:43:36] There's not really any questions.

[0:43:37] Other than that, that's all I've got on the

[0:43:41] Voice 4: draft schedule itself.

[0:43:48] Trustee Luckham: Okay.

[0:43:48] Trustee Luckham: So thank you, CAO.

[0:43:50] Trustee Luckham: And thank you for flushing that out a little bit with respect to guest presenters and trust

[0:43:54] Trustee Luckham: area services.

[0:43:55] Trustee Luckham: And that'll be more clear in the next printed version of this we see circulated.

[0:44:00] Trustee Luckham: And also, thank you for raising the whole question about the director's report and the

[0:44:05] Trustee Luckham: consent agenda.

[0:44:05] Trustee Luckham: agenda. You've gone a little further than I had thinking that asking the question and

[0:44:11] Trustee Luckham: thanks for asking it is, are these directors reports which do consume time, are they valued

[0:44:19] Trustee Luckham: by council in any way, shape or form? Indeed, I had the inclination to want to provide the

[0:44:26] Trustee Luckham: opportunity to have directors to at least summarize their director's report and personally

[0:44:31] Trustee Luckham: I think that the reports are valuable as background information that might satisfy everybody's needs.

[0:44:38] Trustee Luckham: It's up to individuals whether they read them or not, I guess.

[0:44:41] Trustee Luckham: But indeed, also the most significant players in the organization, I think it is reasonable to consider that we should hear something from them with respect to what's going on, but understand that trustees want to talk to each other.

[0:44:53] Trustee Luckham: And I think I said that in my email out to you, let's focus on this agenda in order to be able to provide the experience that council is expecting and reflect some of the comments that we've heard through the governance report about our agendas being packed and strategic in some way.

[0:45:14] Trustee Luckham: and I guess actually what's going on is a request for some more some casualness around the agenda

[0:45:23] Trustee Luckham: but of course the agenda and the businesses trust is important and this is where it happens

[0:45:27] Trustee Luckham: so I think what we're looking for here CAO is a general endorsement of this layout at this point

[0:45:35] Trustee Luckham: and what items might be moved around or added or removed and while I've got the floor I just say

[0:45:42] Trustee Luckham: One of the things that has been bothering me a little bit lately is trustee summary updates, of which we don't necessarily get written information, and I'm prepared to believe that if we don't get written reports from those bodies, then the bodies are not necessarily interested in providing it, and creating a space for casual reporting on the fly in a busy meeting is maybe less respectful of council's time than it should be.

[0:46:10] Trustee Luckham: so i'm inclined even to uh if there's nothing there to not address those during the meeting so

[0:46:16] Trustee Luckham: any thoughts there really appreciate it david maude you have your hand up

[0:46:19] Trustee Maude: um just a quick thing

[0:46:22] Trustee Maude: though that because i don't know if we previously had decided not to do it but i don't see the

[0:46:28] Trustee Maude: trustee round table on this agenda thank

[0:46:32] Trustee Luckham: you for raising that and anybody recollect that i was

[0:46:35] Trustee Luckham: wondering that myself ceo that'd

[0:46:39] Voice 4: be an omission more than it would be anything purposeful so uh

[0:46:41] Voice 4: certainly insert that uh where you see fit um yeah usually usually it's at one o'clock uh to

[0:46:50] Voice 4: to start the sessions off it has migrated to the back end of the um agenda a couple of times but um

[0:46:58] Trustee Luckham: yeah yeah so yeah i think that thank you david um i noted that myself and wondered um but if that's

[0:47:06] Trustee Luckham: an omission then i think maybe that is how we've started kicking meetings off so unless there's any

[0:47:12] Trustee Luckham: disapproval of that i would suggest that that be re-entered and then we'll consider the timing

[0:47:16] Trustee Luckham: more specifically when we get to our next in-person meeting um anything else from anybody

[0:47:23] Trustee Luckham: okay well that's the schedule then um and we'll see another iteration of that so i'm going to

[0:47:32] Trustee Luckham: to move on then to uh there we got four decisions here to make uh first one at 8.1.2 reconciliation

[0:47:40] Trustee Luckham: learning group really glad to see this and they're really glad to see the out of the box thinking

[0:47:44] Trustee Luckham: about how we might uh keep this on our radar and advance it in a in a precautious way so um is that

[0:47:51] Trustee Luckham: who's going to present that one to us i

[0:47:53] Voice 4: think claire would mr chair but i will point out two

[0:47:56] Voice 4: things you'll recall that this is um the concept is a trustee sponsored rfd by vice chair uh

[0:48:02] Voice 4: Elliot and with support for colleagues to bring us to the table for conversation when you cast your mind back to the agenda we just talked about I know of at least one other notice of motion that is coming and so there's some space will be provided and then when you get the next iteration of the schedule it'll have where those things are so like this topic will be inserted in the schedule but anyway Claire has done some thinking here

[0:48:32] Voice 4: in concert with myself.

[0:48:33] Voice 4: So I'd love to introduce the topic

[0:48:35] Voice 4: and you can take it where you see fit.

[0:48:37] Voice 4: Thanks.

[0:48:38] Trustee Luckham: Okay.

[0:48:39] Trustee Luckham: And maybe before Claire,

[0:48:40] Trustee Luckham: and I'm sure Claire, you'll do this.

[0:48:42] Trustee Luckham: This is a request for decision directed to council.

[0:48:44] Trustee Luckham: And this body's responsibility here

[0:48:47] Trustee Luckham: is if we think this is ready for council,

[0:48:50] Trustee Luckham: that we would advance it to council.

[0:48:51] Trustee Luckham: And I'm going to go on the lead of the tip of the CAO.

[0:48:54] Trustee Luckham: Let's, if we can do this today, let's do it.

[0:48:56] Trustee Luckham: If this amendment's required,

[0:48:57] Trustee Luckham: then we'll do them and advance it later.

[0:48:59] Trustee Luckham: So Claire, Director Frater, over to you.

[0:49:03] Voice 10: Thank you, Chair Leckham. So yes, this is being brought back to you as staff advice in response to the resolution that was passed by Council for us to look into the possibility of a reconciliation committee.

[0:49:14] Voice 10: We're recommending that for this term, Council start in this first year with a learning group that would support the development of positive and productive relationships.

[0:49:23] Voice 10: I would have everyone participate in learning, much of which was offered last term, and we have a number of new trustees come on.

[0:49:32] Voice 10: So we can hold culturally safe meetings, just get our feet under us for this first year and then be in a position to consider for the future whether council wishes to move into a more formal committee structure such as a select committee or advisory committee.

[0:49:46] Voice 10: We're recommending that for reconciliation business that would continue over the next fiscal year, that it would continue to be undertaken through council or executive committee at the request of individual trustees or trust bodies as issues arise.

[0:49:59] Voice 10: eyes so a bit of a status quo approach in terms of the business for the next year with the addition

[0:50:04] Voice 10: of a sort of monthly learning opportunity for those trustees who are interested that's the

[0:50:08] Voice 10: proposal that said this is being brought to you as staff advice but we're really looking for you to

[0:50:13] Voice 10: guide us is this what you'd like to put forward that we could put forward to council or you could

[0:50:17] Voice 10: ask us to go back and rejig things and bring it back to you at the next meeting on the 22nd

[0:50:22] Voice 10: in a different form so

[0:50:24] Voice 4: maybe leave it

[0:50:24] Voice 10: there and be happy to answer questions and comments

[0:50:27] Voice 10: And

[0:50:27] Voice 4: interestingly, Mr. Chair, the Governments Committee, the conversation there was it assumed

[0:50:32] that there would be a full reconciliation committee, so there's some of the trustees

[0:50:36] that

[0:50:37] Voice 4: sort of got to that place, and you were there for that conversation, some of those

[0:50:42] Voice 4: conversations.

[0:50:44] Trustee Luckham: Yeah, indeed.

[0:50:46] Trustee Luckham: Okay, so, Vice Chairs, what do you think about this?

[0:50:49] Trustee Luckham: Is it ready to go to Council, and are we going in the right direction?

[0:50:56] Trustee Luckham: Vice Chair Elliott.

[0:50:58] Voice 11: Thank you, Chair.

[0:51:00] Voice 11: Yes, I actually think this is a really good direction.

[0:51:04] Voice 11: In light of sort of the larger questions of how many committees do we want to support,

[0:51:09] Voice 11: we've also got the Accessibility Committee that's sort of a legislative requirement.

[0:51:16] Voice 11: So I think it gives us some space to develop sort of a community learning approach.

[0:51:25] Voice 11: And in that process, we can figure out what are the priorities and is a committee needed, is a larger something outside of the Islands Trust where we can include First Nations advisors, perhaps the better approach.

[0:51:45] Voice 11: So I think this is a really good foundational piece and I was personally happy to see it come forward in this way.

[0:51:52] Voice 11: So thank you to staff for framing it in this way.

[0:51:55] Voice 11: Yeah, it feels really good.

[0:51:57] Trustee Luckham: Excellent.

[0:51:58] Trustee Luckham: Thank you, Toby.

[0:51:59] Trustee Luckham: Vice Chair Peterson.

[0:52:02] Voice 3: Yeah, thank you, Chair.

[0:52:04] Voice 3: I'm also happy with this advancing to trust council.

[0:52:09] Voice 3: I know there's a couple alternatives that are mentioned in the bottom of the report.

[0:52:15] Voice 3: And I think it's, as Vice Chair Elliott mentioned,

[0:52:21] Voice 3: you know, perhaps if this advances in the form suggested

[0:52:24] Voice 3: that that group might actually make suggestions

[0:52:28] Voice 3: on whether the next step is or should be a committee

[0:52:33] Voice 3: or some other type of advisory body.

[0:52:36] Voice 3: So I'm happy to advance this to council for consideration.

[0:52:44] Voice 5: Okay, great.

[0:52:45] Voice 5: Anything else?

[0:52:48] Voice 5: So,

[0:52:50] Trustee Luckham: just a minor remark. I would like to advance this to Council. And I think that, as Toby

[0:52:57] Trustee Luckham: has pointed out, we've got these other committee requirements going on. And indeed, I'm looking

[0:53:02] Trustee Luckham: forward to the conversation regarding the Accessibility Committee later on the agenda,

[0:53:08] Trustee Luckham: because indeed, there's some elements to that, that are going to be learning opportunities

[0:53:11] Trustee Luckham: for us that we can also apply to perhaps the reconciliation and other committees as we

[0:53:16] Trustee Luckham: move forward so this is a good intermediate step so um if there's no further discussion then i'm

[0:53:21] Trustee Luckham: going to suggest that um the uh item 8.1.2 be forwarded to council as presented by general

[0:53:30] Trustee Luckham: consent all right awesome thanks everybody for your work on that and claire uh for your work

[0:53:37] Trustee Luckham: of course on your staff so the next item here kind of little odd one is 8.1.3 but fairly

[0:53:42] Trustee Luckham: straightforward revision of a sunshine coast regional district funding support letter i'm

[0:53:47] Trustee Luckham: certainly in support of facilitating that ubcm has raised the question there and i'll turn it over to

[0:53:53] Trustee Luckham: director freighter i think that's also in your uh oh no director of planning services um so stefan

[0:54:00] Trustee Luckham: sermac over to you thank

[0:54:03] Voice 8: you mr chair it as you said it's a pretty straightforward request the

[0:54:06] Voice 8: executive committee has written its support for the sunshine coast regional district to undertake

[0:54:16] Voice 8: mapping of sea level rise via and doing that by getting funding from the ubcm ubcm has asked that

[0:54:24] Voice 8: the resolution be more specific and to their liking and that's what this resolution is a

[0:54:29] Voice 8: little bit of tweaking which clarifies to them that trust council supports it not just executive

[0:54:35] Voice 8: executive committee, despite them understanding the delegated authority that the executive

[0:54:41] Voice 8: committee can do that.

[0:54:42] Voice 8: And they also specify that the Islands Trust won't apply for this round of funding from

[0:54:48] Voice 8: the UBCM.

[0:54:49] Voice 8: So they just kind of, to them, these were important boxes to check.

[0:54:53] Voice 8: And after review, staff certainly recognize that that's a great activity to be undertaken

[0:54:58] Voice 8: and has been previously supported by this group.

[0:55:00] Voice 8: So staff recommended forwarding that to Trust Council for their support.

[0:55:03] Voice 8: board.

[0:55:04] Trustee Luckham: Thank you, Stefan. Any concerns with that? Nope. Then I'm going to then take it by general

[0:55:10] Trustee Luckham: consent that the item at 8.1.3 letter to Sunshine Coast Regional District be forwarded as presented

[0:55:21] Trustee Luckham: by general consent. All right. Excellent. Next item would be trust council committee system

[0:55:28] Trustee Luckham: policy update and consolidation. There's a fair bit of work there. And this is going to be Director

[0:55:36] Trustee Luckham: Marler, Legislative Services. Over to you, sir.

[0:55:39] Voice 6: Thank you. So this came out of a request to add

[0:55:45] Voice 6: the Governance Committee Chair or a member of the Governance Committee appointed by the Chair

[0:55:51] Voice 6: to be a member of the Financial Planning Committee, which is consistent with the other

[0:55:59] Voice 6: committees of council like the regional planning committee and the trust programs committee

[0:56:04] Voice 6: however in writing the amendments i noticed that the fpc terms of reference which is a separate

[0:56:12] Voice 6: policy had repeated information around the makeup of the financial planning committee

[0:56:20] Voice 6: so at that point i realized it made no sense to amend two policies that are doing the same thing

[0:56:26] Voice 6: so I decided that I think it'd be better to consolidate the terms of reference policies

[0:56:34] Voice 6: into the council committee system policy. So what you'll see is two things happening.

[0:56:40] Voice 6: The council committee system policy has been amended for the governance committee

[0:56:46] Voice 6: membership on the FPC and it's also been amended by adding appendices or

[0:56:54] Voice 6: attachments, one for each of the council committee's terms of reference. So those terms

[0:57:02] Voice 6: of reference are exactly the same as they read in their individual policies. I've just copied them

[0:57:08] Voice 6: over and removed any redundant information that's no longer necessary. For example, the

[0:57:14] Voice 6: governance committee terms of reference had two definitions in there, and those definitions are

[0:57:21] Voice 6: now in the council committee system at the beginning and it makes sense there because it

[0:57:26] Voice 6: actually does apply to all the policies quite nicely. The other thing I did is when you look

[0:57:31] Voice 6: at the original council committee system policy it had one attachment which was an overview of

[0:57:37] Voice 6: the committees and their roles and responsibilities or essentially a kind of a brief version of the

[0:57:43] Voice 6: terms of reference and that included the executive committee. So I've actually suggested we take that

[0:57:50] Voice 6: out. You'll see that in the draft in front of you that we've crossed that out. And the reason for

[0:57:58] Voice 6: that is the executive committee is not a council committee. It's a legislative committee under the

[0:58:03] Voice 6: Islands Trust Act. So I think it's kind of confusing to include it in a policy like this.

[0:58:09] Voice 6: So that's the reason for that change. And I updated the title of that attachment to be

[0:58:14] Voice 6: council committees' areas of responsibility. So the idea here is if this goes ahead,

[0:58:22] Voice 6: council will reduce what is essentially now five policies down to one policy.

[0:58:30] Voice 6: And I think it will be easier to maintain from a staff perspective because it will avoid any

[0:58:36] Voice 6: duplication and potential errors in amendments down the road. So it's before you to be advanced

[0:58:44] Voice 6: to trust council if you feel it's appropriate um otherwise i'm open to comments and suggestions

[0:58:50] Voice 6: for any edits you may wish to advance before going to council thanks

[0:58:55] Trustee Luckham: okay thank you david

[0:58:57] Trustee Luckham: really appreciate simplifying and making our world as simpler at all possible and this is great so

[0:59:03] Trustee Luckham: i'm looking to vice chairs i see smiles around the room um are there any questions for the

[0:59:08] Trustee Luckham: director otherwise we're just going to send this to council for their approval hopefully

[0:59:12] Trustee Luckham: and no doubt there'll be some conversation yeah okay brilliant so then I'm going to take it then

[0:59:18] Trustee Luckham: by general consent that the item at 8.1.4 be forwarded to council as presented and David

[0:59:26] Trustee Luckham: really want to actually thank you for the quick turnaround on this it was certainly a topic of

[0:59:32] Trustee Luckham: conversation at the governance committee and they will be glad to see this advancing accordingly

[0:59:37] Trustee Luckham: and the cleanup is also much appreciated.

[0:59:40] Trustee Luckham: All right.

[0:59:41] Trustee Luckham: So forwarding to council as presented.

[0:59:43] Trustee Luckham: So let's go to the 8.1.5,

[0:59:47] Trustee Luckham: the establishment of an accessibility committee.

[0:59:51] Trustee Luckham: And so that's, oh gosh, that's all the way down here.

[0:59:56] Trustee Luckham: It's page 41, that's me again.

[0:59:58] Trustee Luckham: Page 41.

[1:00:00] Trustee Luckham: you go and David Marler this is over to you and I sort of hinted there earlier it's a real

[1:00:05] Trustee Luckham: opportunity for us to learn some things through this process so David Marler over to you. Yeah

[1:00:10] Voice 6: thank you so I think the request for decision lays it out but just want to highlight that this

[1:00:16] Voice 6: is from new legislation the Accessible British Columbia Act came into force last year late last

[1:00:26] Voice 6: last year and it comes into force for the Islands Trust and some other local governments

[1:00:33] Voice 6: on beginning of September of this year 2023.

[1:00:38] Voice 6: So by then we have to have an accessibility committee and then that committee needs to

[1:00:46] Voice 6: advise council on the development of an accessibility plan and then down the road at least every

[1:00:53] Voice 6: every three years, that plan needs to be, through public input, reviewed and updated

[1:01:02] Voice 6: as necessary. And of course, if you have a plan, then we also need to consider implementation

[1:01:08] Voice 6: of the plan. So how is that going to happen? So this committee would advise council on

[1:01:14] Voice 6: that too. The accessibility is in relation to anything related to the operation of the

[1:01:21] Voice 6: the islands trust so that would be council islands trust conservancy local trust committees

[1:01:27] Voice 6: it would be meeting locations as well as how we advertise accessibility to our website

[1:01:36] Voice 6: accessibility to our offices how people reach staff some people may not be able to use computers

[1:01:43] Voice 6: for example so are we providing alternatives to that when we have a meeting hall is it accessible

[1:01:51] Voice 6: to the public with a disability whatever that disability happens to be so that's kind of what

[1:01:58] Voice 6: we're looking at unlike local governments we don't have a lot of infrastructure that we have

[1:02:04] Voice 6: to worry about so municipalities for example these committees would be advising on access to the

[1:02:10] Voice 6: swimming pools or rec centers or sidewalks or crosswalks or you know traffic lights and

[1:02:18] Voice 6: anything like that where people are having to navigate around any infrastructure that is owned

[1:02:25] Voice 6: and maintained by the municipality so for us it's fairly simple it's more around our operations and

[1:02:32] Voice 6: how we interact with the public so for that reason one of the options is you can join up with another

[1:02:39] Voice 6: local government or a regional district to have a single accessibility committee that would advise

[1:02:45] Voice 6: both of you. That is still an option if council wants to go that way but I'm not really sure

[1:02:52] Voice 6: that our needs are the same as say Bowen even or a regional district or any other municipality

[1:03:00] Voice 6: so I'm not really sure how well that would work and I think it might be easier

[1:03:04] Voice 6: just to go it by ourselves I've put the information from the legislation in here for you

[1:03:12] Voice 6: the reasons for this committee and the makeup of the committee and it does say

[1:03:17] Voice 6: that at least half the members should be people with disabilities and it does say to the extent

[1:03:24] Voice 6: possible so we need to make an effort to get that that kind of ratio but if it's not possible

[1:03:33] Voice 6: at least you know we can obviously have something a little different and that includes so it's

[1:03:41] Voice 6: persons with disabilities or individuals who support or from organizations that support

[1:03:46] Voice 6: persons with disabilities so we could have people on there that work for a non-profit organization

[1:03:55] Voice 6: or even a for-profit organization that work closely with people with disabilities it doesn't

[1:04:00] Voice 6: say they have to be in the islands but i think that might be desirable um to work with um

[1:04:07] Voice 6: committees that are in the community if possible uh that might be difficult in the trust area um

[1:04:13] Voice 6: maybe in salt spring but i'm not sure what we have on other islands that we could use

[1:04:17] Voice 6: and then the other option other requirements is at least one of the members is an indigenous person

[1:04:23] Voice 6: and so those are the the requirements there's no indication as to how many people

[1:04:30] Voice 6: you have to have on the committee.

[1:04:32] Voice 6: So it can be any number that seems reasonable for council.

[1:04:36] Voice 6: So I've indicated in here on page 42 of the agenda

[1:04:41] Voice 6: under the bullets,

[1:04:43] Voice 6: some suggested numbers that you could consider and make up.

[1:04:48] Voice 6: And this is, to be honest,

[1:04:50] Voice 6: this is just totally my thinking around

[1:04:54] Voice 6: how do you do something that's inclusionary

[1:04:56] Voice 6: that has some representation,

[1:04:58] Voice 6: documentation, but council still has some involvement on it. And it is pretty common

[1:05:06] Voice 6: for accessibility committees I've seen elsewhere to have a member, at least one or two members

[1:05:12] Voice 6: from the council on the committee. And that kind of makes sense because the committee

[1:05:17] Voice 6: is advising council. So it probably would be good to have some kind of liaison link

[1:05:23] Voice 6: that will help that committee. So we're here looking at a committee, you know, made up maybe

[1:05:30] Voice 6: of around 11 people, which sounds big. You know, so four people I'm suggesting from organizations

[1:05:38] Voice 6: that support people with disabilities, three people indigenous, we only need one, but I'm not

[1:05:46] Voice 6: sure maybe we would like to have more in the trust area given the number of different First Nations

[1:05:54] Voice 6: that have interest in the area. Three really came out of like the regional breakup of the trust with

[1:06:02] Voice 6: the Howe Sound, Northern Islands, the Southern Islands and Salt Spring maybe making up that

[1:06:08] Voice 6: connection. Two people from the Islands trust area that could be changed if that's not enough

[1:06:14] Voice 6: or you know you can have less people from organizations and more people from the trust area

[1:06:20] Voice 6: and i set up the two people appointed by trust council chair and ratified by trust council

[1:06:26] Voice 6: so it's just using the same process in here at least for discussion that's used for trust

[1:06:33] Voice 6: programs committee and regional planning committee um you may want to elect them and that's actually

[1:06:38] Voice 6: okay as well and then i've also indicated the chair of trust council would be ex-officio

[1:06:43] Voice 6: and without trying to determine which group should have a disability component I just said that half

[1:06:52] Voice 6: the membership now I've read it must be people with a disability and I think I would probably

[1:06:57] Voice 6: edit it when we write it up to be to the extent possible so the same wording as the legislation

[1:07:05] Voice 6: but at least half of them need to be attempted to be with a disability so we could have

[1:07:12] Voice 6: you know it could be a member of trust council with a disability whether it's hearing or physical

[1:07:16] Voice 6: or any other um that's okay to identify that and and be considered one of that that membership

[1:07:24] Voice 6: there um or maybe one of the members of the public or even one of the members from the first nation

[1:07:30] Voice 6: so i didn't want to preclude where the you know people with you know disability would be coming

[1:07:37] Voice 6: coming from so just indicate it should be her the membership term again this is all for discussion

[1:07:44] Voice 6: but I'm suggesting it'd be a four-year term to line it up with the trust council elections so

[1:07:50] Voice 6: it would be at the start of the term we would put out a notice we would elect somebody or appoint

[1:07:56] Voice 6: somebody and then that you know they can then develop a good working relationship and work over

[1:08:02] Voice 6: that term um and then of course if they quit or retire then we'd have to have a you know we put

[1:08:09] Voice 6: out the advertisement in the middle of the term to fill those positions as best as possible so

[1:08:14] Voice 6: trying to minimize uh how often would be having to maintain this it is going to take some staff

[1:08:21] Voice 6: time so on page 43 uh to um to run these so that is a consideration of council is the budget

[1:08:31] Voice 6: I don't think we've really you know I don't know if council's really thought about this but

[1:08:36] Voice 6: this is one of the reasons for the additional administrative positions that are being proposed

[1:08:41] Voice 6: in the budget is because we're going to have to do work around this the ongoing maintenance would

[1:08:48] Voice 6: be like one of the existing committees probably four meetings per year but we need we do need to

[1:08:53] Voice 6: develop a plan so we may have to hire a consultant and there's a whole procurement process and

[1:08:58] Voice 6: management process around that or we do it in-house which means we need to find staff to

[1:09:03] Voice 6: write those reports and yeah so that anyway those

[1:09:07] Voice 6: are things to consider and then membership on the

[1:09:09] Voice 6: financial planning committee is considered here but the financial planning committee is already

[1:09:15] Voice 6: 11 people adding one more brings you up to the maximum you could have before hitting a trust

[1:09:21] Voice 6: council quorum and I don't really know if it's really necessary for this committee to have

[1:09:26] Voice 6: membership on FPC. So I'm not recommending it at this stage. So I don't want to go through the

[1:09:32] Voice 6: rest of it. I have indicated in the attachments, I believe it is, the draft policy amendments that

[1:09:42] Voice 6: would be required. And I'm kind of making the assumption that council will be adopting the

[1:09:48] Voice 6: revised policy 231 Accessibility Committee in terms of reference. So I've written it to amend

[1:09:55] Voice 6: that by adding another attachment, which is a terms of reference for the Accessibility Committee,

[1:10:02] Voice 6: as well as adding the Accessibility Committee to one of Council's committees.

[1:10:07] Voice 6: But obviously, whatever happens to, you know, previous policy, I'd amend this one accordingly.

[1:10:14] Voice 6: I'll leave it at that. And if there's any questions, and again, if you feel that something is changing before it goes to Council,

[1:10:21] Voice 6: let me know and I'm happy to make those changes.

[1:10:24] Trustee Luckham: Okay. Thank you, David, for an extensive report. Appreciate that. Vice-Chief Peterson.

[1:10:31] Voice 3: Thank you, Chair. So, yeah, first I'd just like to say that this is not a moment

[1:10:40] Voice 3: too late or not a moment too early, pardon me, certainly hearing some concerns about

[1:10:47] Voice 3: accessibility on uh the ltc level already um i think my only comment about what we see in terms

[1:10:57] Voice 3: of the report here is i suspect that although it may be difficult to provide it i suspect that

[1:11:04] Voice 3: council would like uh perhaps more information on the financial implications uh considering

[1:11:13] Voice 3: considering the high level of interest in the budget.

[1:11:16] Voice 3: And I think the more clarity that that section

[1:11:22] Voice 3: of this report can provide the better,

[1:11:25] Voice 3: because I feel like it's almost certain

[1:11:28] Voice 3: that those questions will come up at council.

[1:11:32] Voice 3: So I just wanted to flag that as something

[1:11:39] Voice 3: that I'm certain we're going to hear some questions about.

[1:11:42] Voice 3: up okay thank

[1:11:46] Trustee Luckham: you tim anybody else okay so i just this is a i just want to acknowledge david

[1:11:54] Trustee Luckham: there's a lot of thought went into this um and it's complex something we've not dealt with before

[1:11:59] Trustee Luckham: in fact really outside of our frame of reference and although obviously it's something that has

[1:12:03] Trustee Luckham: been an omission and which the government has recognized um in local governments um but it does

[1:12:09] Trustee Luckham: there's two things that immediately occur to me on this is compensation to the non-council members

[1:12:15] Trustee Luckham: members, non-staff members. Is that compensation that is currently provided to committee members

[1:12:24] Trustee Luckham: on a per meeting basis, would that apply to this committee? Or is there something else that might

[1:12:30] Trustee Luckham: be necessary in order to attract, especially if we're wanting to attract people from existing

[1:12:35] Trustee Luckham: organizations that already have a lot to do probably, to ask them to sit on a committee

[1:12:39] Trustee Luckham: that is of benefit to us as an organization, should there be some compensation model associated

[1:12:45] Trustee Luckham: with that and then the other one is is that I just know from my own work in community stuff

[1:12:51] Trustee Luckham: is that this whole concept of accessibility is really open to a lot of different interpretation

[1:12:58] Trustee Luckham: and misunderstanding just with simply signage you know things like that and so it strikes me that

[1:13:06] Trustee Luckham: that there's a necessity for some kind of list of definitions as part of it but maybe that's a road

[1:13:12] Trustee Luckham: that is fraught with potholes in itself but just simply the word disabled especially when we're

[1:13:22] Trustee Luckham: talking about specifying that half of the members should have some kind of a disability

[1:13:29] Trustee Luckham: what and I think that that's one of the questions that's out there already is

[1:13:33] Trustee Luckham: so what's the definition of that so if you could advise me on in very short terms I'm happy to

[1:13:39] Trustee Luckham: forward this to council as a request for decision but it might also be I'm identifying that there

[1:13:45] Trustee Luckham: may be some questions that other council members may be asking with respect to this in order to

[1:13:49] Trustee Luckham: have a comfort level about advancing it yeah

[1:13:52] Voice 6: thank you those are good uh good questions of course

[1:13:55] Voice 6: um so respect to the compensation um my reading of the act is it doesn't it's actually silent

[1:14:02] Voice 6: on that so that could be up to trust council that it would like to offer compensation we probably

[1:14:09] Voice 6: probably need to look at how that would happen however I see this more like an advisory planning

[1:14:16] Voice 6: commission where compensation isn't provided we probably cover the travel expenses if we expect

[1:14:22] Voice 6: them to go to a meeting location but I suspect you know these days we probably do it more

[1:14:28] Voice 6: electronically and rather than the other way so yeah I can review the act but I'm not aware of

[1:14:37] Voice 6: anything requiring compensation so I'm not sure that that's necessary the definition of

[1:14:44] Voice 6: accessibility I think that is pretty broad so it's pretty well anything and anything and everything

[1:14:51] Voice 6: is the way I'd look at it so that could be an interesting thing and how do you sculpt that and

[1:14:58] Voice 6: how do you focus to get at the things that are really important at least in the first draft and

[1:15:04] Voice 6: then you know in future iterations of it you can start to maybe expand out into other areas

[1:15:11] Voice 6: and I think that's one reason why the legislation requires public input into revisions of the plan

[1:15:20] Voice 6: and that public input is essentially not just asking about the plan but asking the public

[1:15:26] Voice 6: what they think about accessibility with respect to the island stress though

[1:15:31] Voice 6: So, again, that could be anything.

[1:15:34] Voice 6: Somebody with a hearing impairment might see that an accessibility issue is that they can't hear when they sit in the meetings.

[1:15:42] Voice 6: Or somebody, you know, with a visual would have the opposite.

[1:15:47] Voice 6: You know, they can hear but they can't see or, you know, or somebody with a physical disability can't get into the building to, you know, or there's nowhere to sit for them, things like that.

[1:15:57] Voice 6: So there's a whole bunch.

[1:15:58] Voice 6: So without defining what a disability is, those are just three physical type disabilities and there's other types as well.

[1:16:07] Voice 6: As far as adding estimates to the budget, one reason I haven't done it is because it's quite new and I really don't know.

[1:16:17] Voice 6: I think there's a basic level. I could probably work with Julia to just get some numbers for a very basic level of running a committee.

[1:16:26] Voice 6: but you know the how much it's going to cost out to develop a plan i think will depend on a lot

[1:16:34] Voice 6: um depends how much council wants staff resources to be reallocated to develop that plan versus

[1:16:41] Voice 6: hiring a consultant uh probably depend on the types of things that the committee identifies and

[1:16:48] Voice 6: the types of research that we might need to take to um to fill out the plan so it's kind of hard

[1:16:54] Voice 6: to say without developing the terms of reference around that which we haven't done yet so we could

[1:17:01] Voice 6: amend it uh just to add some budget numbers a little bit better or we could just be prepared

[1:17:06] Voice 6: to speak to it at council um if the questions come up yeah

[1:17:11] Trustee Luckham: i think we'll take this in my opinion

[1:17:13] Trustee Luckham: to the rest of vice chairs obviously but let's just take it to council and have that conversation

[1:17:18] Trustee Luckham: from there so um is there any other thoughts or julia roberts julia roberts

[1:17:26] Trustee Luckham: that's

[1:17:27] Voice 2: a compliment i'll take it

[1:17:28] Trustee Luckham: well there you go julia over to you uh

[1:17:32] Voice 2: thanks chair i just wanted

[1:17:34] Trustee Luckham: to

[1:17:34] Voice 2: comment uh briefly to say the draft budget for next fiscal year has 2500 in it um which is

[1:17:43] Voice 2: currently allocated in the meeting expense line so because this committee the deadline to form

[1:17:47] Voice 2: this committee is September that would leave six months of this committee actually in operation in

[1:17:52] Voice 2: next fiscal year we you know from my perspective it seemed unlikely that significant amount of work

[1:17:58] Voice 2: might be achieved in those six months given the committee would be brand new and so that $2,500

[1:18:03] Voice 2: has been allocated towards meeting expense so that if there is in-person meetings there's some

[1:18:08] Voice 2: dollars there to get together for travel and also potentially some remuneration associated with

[1:18:13] Voice 2: with meeting attendance.

[1:18:15] Voice 2: Yeah, that is all that's there.

[1:18:16] Voice 2: If there was any work that was going to be done,

[1:18:19] Voice 2: I would concur with Director Marler

[1:18:20] Voice 2: where we'd have to use staff to take on that work,

[1:18:23] Voice 2: which might be appropriate,

[1:18:24] Voice 2: but if any contractors are required,

[1:18:26] Voice 2: we'd have to add to the budget.

[1:18:28] Trustee Luckham: Okay, super, thank you, Julia Mops.

[1:18:32] Trustee Luckham: Not seeing any other hands up,

[1:18:34] Trustee Luckham: I'm gonna suggest then that by general consent,

[1:18:37] Trustee Luckham: the request for decision there, 8.1.4,

[1:18:43] Trustee Luckham: four i think it is 1.5 thank you be advanced uh to council um as presented and look forward to

[1:18:51] Trustee Luckham: that conversation so that's great so thank you very much so this now if we're okay we'll just

[1:18:56] Trustee Luckham: keep rolling here through to uh maybe shortly before noon in fact because i have to be out of

[1:19:01] Trustee Luckham: the location i'm in um but let's just see how that plays out here so if there's no objection i'm going

[1:19:07] Trustee Luckham: to move on to bylaw enforcement policies and practices overview in the land uh local planning

[1:19:13] Trustee Luckham: services section and I'm gonna suggest that Stefan Cermak might start us off

[1:19:21] Trustee Luckham: with that. I wouldn't mind actually. Okay so go ahead there CAO. It does have

[1:19:28] Trustee Luckham: your name on it sorry.

[1:19:31] Voice 4: So we already know what we've spoken about earlier the

[1:19:36] Voice 4: request from Trust Council some conversation a delegate came in front of

[1:19:40] Voice 4: I've asked you to consider some key elements

[1:19:45] Voice 4: around the enforcement function.

[1:19:46] Voice 4: And this motion was passed.

[1:19:48] Voice 4: The trust council request executive committee

[1:19:50] Voice 4: include a session on bylaw enforcement policy and practice

[1:19:53] Voice 4: in the March, 2023 trust council meeting agenda.

[1:19:57] Voice 4: Three things are going to occur.

[1:19:59] Voice 4: I've already told you about the session with our guests,

[1:20:02] provide context.

[1:20:03] Then there's the receipt of this report.

[1:20:06] There's an in-camera element as well.

[1:20:08] and then there's scheduled time at the end of wednesday to have these discussions also at that

[1:20:15] meeting um we will have a regular bylaw litigation report in camera way and a summary of you know

[1:20:22] that warren usually does his um summary of current files from the numbers and resource management

[1:20:30] respect so there's a lot of bylaw stuff

[1:20:32] Voice 4: this report's in front of you to see whether this

[1:20:36] Voice 4: the information in here addresses Trust Council's motion and provides that information on policy

[1:20:44] Voice 4: and practice and it's informative enough to go forward to Trust Council does it need more work

[1:20:49] Voice 4: in any one way or not not challenging to write but it's hard to you know the request was general

[1:20:56] Voice 4: but I expect some of the interest is specific so whereas staff normally wouldn't analyze the

[1:21:03] Voice 4: same way in this report you'll find a description of here's a current practice and um staff of then

[1:21:10] Voice 4: or myself mainly um with staff support have gone well if you know maybe this is an area trust

[1:21:16] Voice 4: council wants to investigate more and they could go down this route or they could go down that route

[1:21:21] um so that's the approach that's been taken and i'd just be interested to find out one whether

[1:21:25] this is appropriate is it full and fulsome enough to uh to honor the request of uh trust council

[1:21:31] and if not, what would we

[1:21:33] Trustee Luckham: do about it?

[1:21:34] Trustee Luckham: Thanks.

[1:21:37] Trustee Luckham: Okay, great.

[1:21:38] Trustee Luckham: Thank you.

[1:21:40] Trustee Luckham: So this is also to be directed to council.

[1:21:44] Trustee Luckham: And so at this juncture, vice-chairs,

[1:21:47] Trustee Luckham: any comments, remarks, questions for the CEO

[1:21:50] Trustee Luckham: on this document?

[1:21:51] Trustee Luckham: Is it ready for council?

[1:21:54] Trustee Luckham: I see David Maude nodding, affirmative.

[1:21:59] Trustee Luckham: Giving you all a moment.

[1:22:00] Trustee Luckham: I see Toby Elliott, affirmative.

[1:22:03] Trustee Luckham: Trustee Peterson, over to you.

[1:22:04] Trustee Luckham: I

[1:22:06] Voice 3: just suggest that if there's elements that trustees at Council want further information on, that we can deal with that at that point.

[1:22:16] Voice 3: I don't see any omissions at this point, and I'm also happy to hear that we're going to hear from the Attorney General and the Ombudsman's person's office as part of this procedure, so thank you.

[1:22:29] Trustee Luckham: Right. Thank you, Tim, for filling that part out. I think that's the most significant part.

[1:22:34] Trustee Luckham: we're going to hear from other bodies um about um this work and uh i want to thank the ceo and his

[1:22:40] Trustee Luckham: staff for preparing this so we've got a couple more minutes sure go ahead then sir so uh there

[1:22:46] Voice 4: are two minor changes that warren indicates and i will say this um i'm you know at the bottom of

[1:22:53] Voice 4: this report warren has done a tremendous amount of work associated with this file as a stefan

[1:22:57] Voice 4: you brought david in this has been a team approach um to get us where we are uh we're humbled by the

[1:23:03] Voice 4: question and um are open to wherever trust council is going to go and hopefully the reporting um

[1:23:11] Voice 4: indicates that if that's the that's um really the key intention but if you move this forward

[1:23:19] Voice 4: i'd like you to include these two amendments um that uh from page nine on relevant statistics

[1:23:26] Voice 4: we've got a wrong number we're going to put 455 in um it says how many files were open from written

[1:23:32] Voice 4: complaints and we want to add in the number 455 and then just clarify um complaints about conduct

[1:23:38] Voice 4: six over the past 10 years from respondents and complaints we just changed that to six in the past

[1:23:43] Voice 4: 10 years so instead of you just passing this so that we couldn't make those minor edits

[1:23:47] Voice 4: um if you would agree as amended um that would allow us to change it to go in front of

[1:23:52] Voice 4: of the record to get it on the record and uh we will see i know that there is a notice of motion

[1:24:02] Voice 4: coming forward from uh there may be a record regarding this topic we'll see where this takes

[1:24:12] the conversation i've

[1:24:15] Voice 4: had a number of conversations with a number of trustees who have concerns around

[1:24:19] Voice 4: some some elements associated with violent enforcement we want to improve it

[1:24:23] Voice 4: full stop thank

[1:24:26] Trustee Luckham: you okay any uh questions remarks at all uh toby elliott

[1:24:36] Voice 11: yes thank you chair um i

[1:24:39] Voice 11: just yeah i do have a question about this particular section um is it possible to have

[1:24:45] Voice 11: this in a chart and does this show enough information to show any trends or changes um

[1:24:56] Voice 11: we've got a four-year period and then a 10-year period so um i'm just like the information is

[1:25:06] Voice 11: useful and i think it's um it's going to be a good discussion i i'm just not sure if i'm able to

[1:25:12] Voice 11: sort of read it properly to sort of say well you know there's been an increase over you know

[1:25:21] Voice 11: within the last four years in uh in the number of bylaw infractions versus 10 years um i know that

[1:25:29] Voice 11: time is short so maybe we can't convert this into sort of a different format to see visually

[1:25:37] Voice 11: I understand. Thank you.

[1:25:41] Voice 4: We can certainly convert it into a table, and they're all not related statistics.

[1:25:48] So that's kind of what you're talking about.

[1:25:50] Maybe some deeper analysis might be of value in the future.

[1:25:55] Voice 4: If you're wondering around the number of new files per year, it's 260.

[1:25:58] Voice 4: If the number of files closed over average periods is about 180,

[1:26:03] Voice 4: what's it been per year over the last five years?

[1:26:05] Voice 4: I don't have that.

[1:26:07] Voice 4: but certainly that's a question that Warren or any of the staff could answer as we go forward.

[1:26:12] Voice 4: But we could tidy up and put it in a table form and just update that number and that might lead

[1:26:18] Voice 4: us, your question which I understand might lead us to some deeper analysis and indeed

[1:26:25] we will be doing our statistics update as a companion to this as well. So on February

[1:26:31] 22nd you'll see

[1:26:33] Voice 4: the bylaw enforcement report for where we are and that will show some minor trends

[1:26:38] Voice 4: i guess okay

[1:26:41] Trustee Luckham: thank you so cao would you consider that uh minor amendments as discussed and enable

[1:26:49] Trustee Luckham: us to afford it to council this time or do you want to bring this back on the 22nd

[1:26:53] Trustee Luckham: i

[1:26:56] Voice 4: think it's minor amendments you haven't made a substantive change

[1:27:01] Voice 4: and I understand Vice Chair Elliott's question.

[1:27:06] Voice 4: If she's asking for more analysis,

[1:27:08] Voice 4: that would be a struggle to get a different

[1:27:10] or deeper analysis for table,

[1:27:12] for the part number four, it's just mainly illustrative.

[1:27:16] We know that can be some future work.

[1:27:17] If you want a lot of analysis, I would not put it forward.

[1:27:21] If you're okay with the amendments we've just talked about

[1:27:24] and that it substantially gets the gist

[1:27:27] of what Trust Council is looking to get here,

[1:27:29] then we'd make those amendments as

[1:27:32] Voice 4: you've agreed.

[1:27:35] Voice 4: And we'll put it in the table and tidy it up a bit.

[1:27:37] Trustee Luckham: Yeah, I think I see some nods from Trustee Elliot there

[1:27:40] Trustee Luckham: and I agree that it's not substantial changes.

[1:27:43] Trustee Luckham: And so therefore, I'm going to suggest then

[1:27:47] Trustee Luckham: that the item at 8.2.1 be forwarded to council,

[1:27:53] Trustee Luckham: amended as discussed.

[1:27:57] Trustee Luckham: And so is that satisfactory to everybody?

[1:27:59] Trustee Luckham: That will happen. Okay. So I'm going to move on now at 1114. We're doing really well. I want to

[1:28:07] Trustee Luckham: thank you all very much for getting us moving along here. The next item is at 9.1.2.1 draft

[1:28:14] Trustee Luckham: revised policy statement amendment project charter version six, also a request for decision to go to

[1:28:21] Trustee Luckham: council. So I see Delaney Hippola. Nice to see you on the screen here. Thank you for joining us.

[1:28:28] Trustee Luckham: and I'll turn it if that's who I'm turning it over to then I'll turn it over to you for your

[1:28:34] Trustee Luckham: advice here okay

[1:28:38] Voice 7: well good morning executive committee I think this is the first time I'm

[1:28:42] Voice 7: meeting you as a committee in the context of the policy statement amendment project

[1:28:47] Voice 7: although we've had some conversations at the council table and at trust programs committee

[1:28:52] Voice 7: So we're bringing forward to you today for your consideration and possible recommendation to Trust Council a draft, well actually two possible options for a draft updated project charter to guide the next steps of the Policy Statement Amendment Project.

[1:29:11] Voice 7: So as you will recall, hopefully from your orientation session in December, we outlined a series of 32 resolutions that are currently guiding work on the project.

[1:29:22] Voice 7: One of them was to bring forward an updated project charter for the consideration of this committee and approval by Trust Council.

[1:29:30] Voice 7: Council. We had a preliminary meeting with the Trust Programs Committee, I believe it was last

[1:29:36] Voice 7: week, to solicit some of their feedback that they might want to relay to you as Executive Committee.

[1:29:45] Voice 7: We presented a scenario which is reflected in option one, and the committee passed a resolution

[1:29:53] Voice 7: suggesting an alternative, which is reflected in option two. So I can go through.

[1:30:00] Voice 7: the details of both options if you like, but I'll just highlight that the key difference between is

[1:30:07] Voice 7: a question around whether you would like to do the next round of public engagement before or after

[1:30:14] Voice 7: first reading, and how much time you would like to take as a council to get the draft ready to

[1:30:21] Voice 7: go out for further public engagement. So perhaps I'll just ask the committee, would it be useful

[1:30:27] Voice 7: if I went through the two scenarios the two slides um or would you just like to ask

[1:30:32] Voice 5: questions at this

[1:30:33] Voice 5: point I think you're muted chair um

[1:30:41] Trustee Luckham: so vice chairs maybe I'll just get a show of hands those that

[1:30:44] Trustee Luckham: would like to go through the two options was Delaney so I see one two okay so let's uh let's

[1:30:52] Trustee Luckham: just go on the cautionary approach and let you take us through those two options sure

[1:31:01] Voice 7: um so

[1:31:02] Voice 7: Laurie, if I can just ask you to scroll down to page 78, which is the slide for draft option one.

[1:31:12] Voice 7: Okay, so this is the option recommended by staff to take the project forward into the next

[1:31:22] Voice 7: kind of phases. So at the moment we have a pathway set to June. So we're currently working on

[1:31:30] Voice 7: on the draft revisions that Trust Council asked us to make

[1:31:34] Voice 7: to the document, those 32 resolutions.

[1:31:37] Voice 7: And we're working with staff,

[1:31:40] Voice 7: with some First Nations staff and other agency staff

[1:31:43] Voice 7: and internal staff to get that draft ready

[1:31:46] Voice 7: for Trust Council's consideration.

[1:31:49] Voice 7: And so we'll be bringing that forward

[1:31:51] Voice 7: to Trust Programs Committee, that revised draft,

[1:31:54] Voice 7: to Trust Programs Committee and Executive Committee in May.

[1:31:57] Voice 7: and they might wish to make some early reflections recommendations to trust council on

[1:32:04] Voice 7: on that on the contents of that draft in June trust council as a whole will receive the draft

[1:32:11] Voice 7: policy statement along with any early committee recommendations you'll have an opportunity to

[1:32:17] Voice 7: discuss the new draft at that meeting and pass resolutions on next steps and this is where

[1:32:24] Voice 7: where everything's a bit open right now we don't have direction on where things will how things

[1:32:29] Voice 7: will unfold after that um so what we have proposed in this option one is that um similar to what

[1:32:39] Voice 7: you've done what trust council has done in the past that possibly you may wish to request um

[1:32:44] Voice 7: or trust council may wish to request executive committee and or trust programs committee

[1:32:49] Voice 7: committee to undertake a more detailed review and develop further recommendations for the

[1:32:54] Voice 7: Trust Council to consider at its September meeting.

[1:32:57] Voice 7: So that would mean that the committees would meet over the summer to develop recommendations

[1:33:02] Voice 7: similar to what happened last year and put forward some recommendations for Trust Council

[1:33:07] Voice 7: to discuss at its September meeting.

[1:33:10] Voice 7: And then at the September meeting, you could pass some sort of final resolutions requesting

[1:33:16] Voice 7: staff to make desired changes, to basically prepare the document for first reading in December.

[1:33:25] Voice 7: That would take you to the December meeting where you'd consider first reading as a trust council.

[1:33:32] Voice 7: And, you know, obviously the draft would not be finalized at that stage, but it would have the

[1:33:37] Voice 7: sort of preliminary endorsement by council as a whole to say, we've made the changes we need

[1:33:45] Voice 7: need to go on to the next phases to where we feel comfortable with this draft to go out to public

[1:33:52] Voice 7: referral agencies, First Nations and the Islands Trust Conservancy Board and any other agencies

[1:33:59] Voice 7: you'd like to consult at that stage. And then so that engagement and referral period would then

[1:34:04] Voice 7: happen from we're proposing a 90-day period, three months, from January to March 2024.

[1:34:12] Voice 7: 24. Then you would receive all that feedback, we would collate it, provide some recommendations

[1:34:18] Voice 7: for further changes based on that feedback, and you could then proceed through the next stages

[1:34:24] Voice 7: of the legislative process, meaning second and third reading, where you could also make changes,

[1:34:30] Voice 7: and then sending it out for ministerial approval, and then working towards a fourth reading

[1:34:36] Voice 7: and final adoption.

[1:34:38] Voice 7: That whole process in the absence of special meetings

[1:34:41] Voice 7: would take us into June, 2025.

[1:34:44] Voice 7: So still kind of a long roadway ahead for this project,

[1:34:48] Voice 7: but we could schedule special meetings

[1:34:51] Voice 7: to expedite that process.

[1:34:53] Voice 7: So that's the first scenario.

[1:34:56] Voice 7: And obviously there's lots of things

[1:34:57] Voice 7: that could change here.

[1:34:58] Voice 7: We're just presenting kind of a basis for discussion.

[1:35:02] Voice 7: And Laurie, if you can scroll down,

[1:35:03] Voice 7: I think it's page 80 is the next slide.

[1:35:06] Voice 7: for option two. So at Trust Programs Committee, Trust Programs Committee, you'll see in your cover

[1:35:12] Voice 7: RFD, passed a resolution, I'll just actually read it for you,

[1:35:19] Voice 5: requesting,

[1:35:25] Voice 7: recommending to

[1:35:27] Voice 7: Executive Committee that local trust committees and Bowen Island Municipality be given six months

[1:35:32] Voice 7: to provide their communities an opportunity to review and deliver feedback on the revised draft

[1:35:38] Voice 7: policy statement through their advisory planning commissions or regular or special meetings as

[1:35:43] Voice 7: appropriate prior to first reading. So this scenario that you're looking at now as draft

[1:35:50] Voice 7: option two reflects that recommendation. So in this scenario, we'd still present it to TPC and

[1:35:58] Voice 7: EC in May, in June to council, and then council could refer it out only to local trust committees

[1:36:06] Voice 7: and island municipalities for a period of six months that would take you to the end of december

[1:36:12] Voice 7: um and then we would again collate the feedback bring it back to you could have a discussion

[1:36:17] Voice 7: in march um and if you yeah i'm not sure what stages would happen in in that inter intervening

[1:36:24] Voice 7: period if you would want communities to look at it and develop recommendations as well

[1:36:29] Voice 7: um and so there you'd be looking at a scenario of june for first for possibly first reading um and

[1:36:36] Voice 7: And then it would have to go out

[1:36:37] Voice 7: for the mandatory referrals at that stage.

[1:36:41] Voice 7: So to First Nations and regional districts

[1:36:43] Voice 7: and the Islands Trust Conservancy Board

[1:36:45] Voice 7: has requested to see it after first reading as well.

[1:36:49] Voice 7: And so this scenario takes you into the,

[1:36:53] Voice 7: like sort of the end of 2025

[1:36:56] Voice 7: and for the final kind of wrap up of the project

[1:36:59] Voice 7: in early 2026, which I would highlight

[1:37:01] Voice 7: as the last year of this term.

[1:37:03] Voice 7: so quite a long road ahead. So this option basically just delays things by six months,

[1:37:15] Voice 7: but again with special meetings it could be expedited. So there's a lot of variables as

[1:37:20] Voice 7: you can see, a lot of moving pieces with this project. Right now I think the project charter

[1:37:27] Voice 7: charter that you're being asked to consider and approve right now is really focused on how are

[1:37:35] Voice 7: we going to get through this next fiscal year. We can always adjust the project charter, you know,

[1:37:41] Voice 7: as we go forward, as we have done many times to date. But this is, we do want to have an overall

[1:37:47] Voice 7: picture of, you know, how to get the project to completion. And so I hope that hasn't overwhelmed

[1:37:55] Voice 7: overwhelmed you with detail I'm happy to answer any questions uh and go from there back to you

[1:38:01] Voice 5: chair you're muted sir thank

[1:38:10] Trustee Luckham: you Delaney um uh indeed I see a couple of hands up there

[1:38:14] Trustee Luckham: and I'm honestly hoping that you haven't overwhelmed us with information um because

[1:38:19] Trustee Luckham: essentially that's I think the question that we need to ask whether or not um council might be in

[1:38:26] Trustee Luckham: that same overwhelmed situation because we need to move forward with confidence but uh anyway we

[1:38:31] Trustee Luckham: have a recommendation here uh to advance this to council and so i'm going to go to vice chair

[1:38:37] Trustee Luckham: elliot and ask her what she thinks and anybody else that wants to chime in please raise your hand

[1:38:44] Voice 11: um thank you delaney that was really good and i appreciate you walking us through that um

[1:38:50] Voice 11: Just looking at the budget for the two draft charters, communications, both at $25,000.

[1:39:02] Voice 11: How do we anticipate communications money would be spent for a six month referral to local trust committees?

[1:39:10] Voice 11: And I mean, probably this hasn't been, you can't really project how we do that.

[1:39:17] Voice 11: But I mean, the makeup of local trust committees are so different.

[1:39:21] Voice 11: and the needs of reaching out so am i understanding that trust programs committee is saying

[1:39:29] Voice 11: leave it to the trustees to do the outreach there will be some budget and some support

[1:39:37] Voice 11: for that outreach and communications or you know our material is going to be produced

[1:39:43] Voice 11: and we hold like what is being imagined with this six-month referral process

[1:39:48] Voice 11: process um just because I wasn't part of that discussion yeah

[1:39:54] Voice 7: um would you like me to answer

[1:39:56] Voice 7: chair now or okay um so and and maybe vice chair Peterson uh may also wish to contribute to the

[1:40:04] Voice 7: conversation as he was at that meeting and I and chair Lacamoise as well um so one thing I wanted

[1:40:10] Voice 7: to clarify so a trust council has delegated this project to executive committee with the support

[1:40:17] Voice 7: board of trust programs committee as appropriate and typically trust programs committee has played

[1:40:22] Voice 7: the role of content advisors more than the role of project managers so you are more like the project

[1:40:28] Voice 7: manager of this project um but because they have played a role in the content um that content

[1:40:36] Voice 7: advisory role um we felt that we needed to kind of solicit their feedback to inform your planning

[1:40:41] Voice 7: going forward. So they didn't, the committee didn't weigh in specifically on the communications

[1:40:47] Voice 7: aspects because you will be, we will be presenting you, executive committee, with a draft communication

[1:40:54] Voice 7: strategy at your next meeting. So that's currently in preparation. It's going to be in the agenda

[1:40:59] Voice 7: package of your next meeting. And that communication strategy is the same regardless.

[1:41:08] Voice 7: it's basically taking us to the next phase of public engagement we don't yet know what council

[1:41:15] Voice 7: will want to do with the next draft in some ways it's hard to predict until you've seen the draft

[1:41:20] Voice 7: until you've discussed it as a council um but the communication strategy that we've been developing

[1:41:26] Voice 7: would be the same regardless because there will be um a need for communications materials

[1:41:33] Voice 7: materials and a need to both while council is deliberating and discussing the draft and when

[1:41:43] Voice 7: we're ready to solicit feedback from the public. So the budget doesn't change because in both

[1:41:49] Voice 7: scenarios there would be some consultation with the public in this fiscal year. I don't know if

[1:41:57] Voice 7: that answers your question or if you have further questions because of my response.

[1:42:04] Voice 11: I guess I'm just trying to understand who owns the responsibility for communication then in these two different scenarios.

[1:42:12] Voice 11: Are we considering that trustees will, on their

[1:42:19] Voice 11: own initiative, be consulting in community or the referral process, which is more formal to regional districts and getting that feedback through the website or however that's done?

[1:42:32] Voice 11: done. Is that what's being?

[1:42:36] Voice 7: Yeah. Did you want to add something? I saw you put your camera on.

[1:42:41] Voice 10: No, I'm just here for support. Okay. I'll let you proceed and I'll chime in if I need

[1:42:46] Voice 10: to add a supplementary part of the answer. Sure. Okay.

[1:42:50] Voice 7: I don't think that Trust Programs

[1:42:53] Voice 7: Committee has contemplated that in detail. I think as the resolution suggested, they're

[1:42:59] Voice 7: are imagining that some of that would happen by like through their APC or through their you know

[1:43:06] Voice 7: just their regular meetings and they haven't really spelled out like what would the role

[1:43:11] Voice 7: staff be what like would there need to be staff you know advising would there need to be

[1:43:17] Voice 7: communications material so we see that as your role in terms of reviewing the communication

[1:43:21] Voice 7: strategy and determining what elements would be necessary so we've been working with a consultant

[1:43:27] Voice 7: to develop that communication strategy and she's given a ballpark figure of $25,000

[1:43:34] Voice 7: to implement the communication strategy. And then we've earmarked in the draft revised business

[1:43:41] Voice 7: case that you'll be discussing later in this meeting, we've earmarked, I think it's $20,000

[1:43:46] Voice 7: for any of the kind of any in-person types of events that council might wish to have

[1:43:54] Voice 7: as a part of that LTC referral process.

[1:43:57] Voice 7: So I don't think we're contemplating at this stage

[1:44:00] Voice 7: a trust-wide public engagement process

[1:44:03] Voice 7: like we did last term.

[1:44:05] Voice 7: I think that what TPC has recommended

[1:44:08] Voice 7: is as a referral to local trust committees

[1:44:12] Voice 7: and island municipalities,

[1:44:13] Voice 7: and that the trustees bring feedback back to trust council.

[1:44:18] Voice 7: That was my understanding.

[1:44:19] Voice 7: understanding um and open to your uh feedback as well oh

[1:44:26] Voice 11: i'll let trustee peterson but i do

[1:44:28] Voice 11: have a question because it's it it's um it's the collation of the it's gathering the the research

[1:44:34] Voice 11: material and you know i've done some research in community i'm in the middle of reporting out my

[1:44:39] Voice 11: own um research project and you know the the the researcher bias that you're you have to be aware

[1:44:49] Voice 11: is how is information collected? How much weight do you give to certain things? How do you seek out divergent viewpoints and voices? Are you listening? You know, is your engagement process fair and equitable, accessible? All these questions, you know, as a researcher, you have to be aware of and that has to be a, there has to be a professional lens in some ways.

[1:45:17] Voice 11: And so when I look at collation and consideration and then our trustees holding that responsibility, that's a big question that I want us to be aware of because it's not just about numbers.

[1:45:31] Voice 11: It's about who holds the responsibility for gathering information and bringing that back in and the weight that that is given.

[1:45:38] Voice 11: And so I'm just trying to understand the process a bit and the thinking behind it, because I don't want to recommend something that then puts us in a position of, oh, well, we're asking trustees to individually, you know, that's, yeah.

[1:45:59] Voice 11: So, I don't know, Tim, you were there at the meeting, maybe you've got some thought.

[1:46:02] Voice 11: Well,

[1:46:05] Trustee Luckham: maybe before we go to Tim, we're chain control here. You've asked some really significant points of clarity associated with communication. And Delaney, do you have any response about those considerations?

[1:46:24] Voice 7: well i would agree with what vice chair elliott has said 150 percent um really important to have

[1:46:32] Voice 7: an equitable process and a neutral process to collect feedback and relay it analyze it and

[1:46:41] Voice 7: relay it to inform decision making i i don't feel like i'm in a good position to speak

[1:46:46] Voice 7: on behalf of what the trustees intentions were

[1:46:51] Voice 7: at trust programs committee.

[1:46:53] Voice 7: But I would say I, as from a staff perspective,

[1:46:57] Voice 7: I would agree with Vice Chair Elliot's comments

[1:47:02] Voice 7: and that's why we have presented draft option one.

[1:47:08] Voice 7: We have, yeah, we've recommended the first option.

[1:47:12] Trustee Luckham: Right, okay, yeah.

[1:47:13] Trustee Luckham: So I'm not sure that the depth that Trustee Elliot is

[1:47:17] Trustee Luckham: suggestion we should be considering has been considered and so that would be great to get a

[1:47:21] Trustee Luckham: better understanding of that. I just want to note though I think that public engagement through

[1:47:25] Trustee Luckham: trustees is different than referrals because referrals because it was a sort of a comment

[1:47:31] Trustee Luckham: earlier there that the referral process to other governments is I believe to be a trust staff-led

[1:47:37] Trustee Luckham: event as opposed to the public engagement where necessary and I see Delaney nodding on that front

[1:47:43] Trustee Luckham: so let's go to tim uh

[1:47:47] Voice 3: thank you chair and and i note that the rec the resolution from uh trust

[1:47:52] Voice 3: programs committee doesn't mention referral specifically uh but providing an opportunity

[1:47:58] Voice 3: i just want to take a moment and um addressed a little bit of what uh vice chair elliott said

[1:48:04] Voice 3: i think um trust programs committee i don't didn't really flesh out how this uh this

[1:48:16] Voice 3: idea but would work in terms of collating the information and i think that um if we go ahead

[1:48:25] Voice 3: with option two that that needs to be uh better thought out um by trust programs committee in

[1:48:32] Voice 3: collaboration and with the advice from staff because i think the points you raise are really

[1:48:36] Voice 3: important um so i think that in terms of option two there needs to be more work at trust programs

[1:48:45] Voice 3: committee to do exactly that to to really hone in on what what the goals of of that recommendation

[1:48:52] Voice 3: are in terms of of collating information and response um so having said that uh i'll also

[1:49:01] Voice 3: say that i'm i'm i'm not keen to drag out this process of the trust broker trust policy statement

[1:49:08] Voice 3: any longer than absolutely necessary and at the same time i'm just going to say that i'm in the

[1:49:15] Voice 3: support of going with the recommendations from the trust programs committee you know despite

[1:49:23] Voice 3: the fact that it is going to drag things out and and there are some unanswered questions

[1:49:28] Voice 3: and um you know there is the potential as as uh as staff has mentioned that you know we could

[1:49:36] Voice 3: catch up on that timeline if we chose to make use of some special meetings of along the way um

[1:49:43] Voice 3: I just think given the history of the past couple of years of public engagement, the perceived shortcomings of that process, all of the stuff that has happened, I'm just going to speak in support of option two and respecting Trust Programs Committee's recommendation in that regard.

[1:50:14] Voice 3: and I'll say reluctantly only in terms of the potential

[1:50:19] Voice 3: for delaying the completion of this project.

[1:50:21] Voice 3: So that's my two cents there.

[1:50:25] Trustee Luckham: Okay, thank you, Jim.

[1:50:27] Trustee Luckham: So now at this moment, are we comfortable?

[1:50:33] Trustee Luckham: Well, obviously there's a motion to be presented here

[1:50:35] Trustee Luckham: and Trustee Peterson, Vice Chair Peterson

[1:50:38] Trustee Luckham: has just offered option two as opposed to option one,

[1:50:42] Trustee Luckham: but more broadly regardless of which option we advance at this moment in time is there anything

[1:50:48] Trustee Luckham: else and Delaney I'll ask you to chime in that you've even heard that you think that this should

[1:50:53] Trustee Luckham: be maybe we shouldn't be in a hurry here maybe we don't need to send this to council today

[1:50:59] Trustee Luckham: maybe we should be reflecting on this up to our next meeting if there's any further advice that

[1:51:06] Trustee Luckham: you have to offer um

[1:51:08] Voice 7: yeah so chair i would i would say definitely if you want to as a committee

[1:51:13] Voice 7: as executive committee if you want to request up to make some changes and bring it back to you for

[1:51:19] Voice 7: your february 22nd meeting we're very happy to do that um i wouldn't i don't know if i'd recommend

[1:51:24] Voice 7: sending it back to trust programs committee at this stage as they are really just the content

[1:51:28] Voice 7: advisors um so if you as a committee want to have discussion now and talk through some of the

[1:51:34] Voice 7: elements of this that you'd like to see changed or fleshed out in more detail we'd be happy to

[1:51:40] Voice 7: do that and and I would I would just highlight that the project charter um is is quite high level

[1:51:49] Voice 7: um some of the details around the engagement could be fleshed out at a later date like after

[1:51:56] Voice 7: you've seen the new draft um so we don't need to get into too many of the specifics right now

[1:52:01] Voice 7: Now, it's just a big picture that is defined in these.

[1:52:08] Voice 5: Okay.

[1:52:12] Voice 5: I

[1:52:12] Trustee Luckham: just want to note as we go through this and give you all a moment to reflect on whether

[1:52:17] Trustee Luckham: or not you want to advance this as is or reflect, bring it back.

[1:52:22] Trustee Luckham: And it's not necessarily we need to make amendments today, but if we ask for amendments

[1:52:27] Trustee Luckham: on the 22nd, that's going to be way harder.

[1:52:30] Trustee Luckham: And so keep that in mind.

[1:52:32] Trustee Luckham: But it strikes me in the conversation that I've been listening to, and I always try to be objective and listen to the whole story kind of thing, that although we've talked about referrals and public engagement or content advisors and project management as two elements, there's also the communication, which actually is a third element that needs

[1:52:54] Trustee Luckham: to be applied to this.

[1:52:56] Trustee Luckham: And so, indeed, EC is responsible for project management. I really appreciate that concept. And TPC is responsible for the content. But the communications piece also, to some extent, falls to EC, but can't not be reflected. That is also of serious concerns to vice chairs and TPC. Do you have any reflections on that?

[1:53:18] Voice 7: um i think once you see the communication strategy at your next meeting um hopefully it'll be easier

[1:53:25] Voice 7: for you to see how all these um all these fit together i would just say um sort of having

[1:53:31] Voice 7: been involved in developing it um that the communications strategy is a bit different

[1:53:38] Voice 7: than a targeted public engagement strategy so there's a broader communication strategy

[1:53:44] Voice 7: for the whole for all aspects of the project we need to better inform the public

[1:53:48] Voice 7: through all stages of the process.

[1:53:50] Voice 7: And that is not gonna change.

[1:53:54] Voice 7: The recommendations of the strategy won't change.

[1:53:57] Voice 7: And the specifics of a public engagement,

[1:54:00] Voice 7: like the communications aspects of a public engagement

[1:54:03] Voice 7: can be fleshed out later down the road would be my advice.

[1:54:08] Voice 7: Claire, did you wanna add anything?

[1:54:11] Voice 10: Yes, I can simply add that what we've learned

[1:54:14] Voice 10: from past experience is that communication support

[1:54:18] Voice 10: support is needed, whether we're engaging or not. So the communication strategy is proposing sort of

[1:54:22] Voice 10: a two-phase approach. One is the provision of information, process clarity, background fact

[1:54:28] Voice 10: sheets, both to support trustees as they're contemplating the draft and getting questions

[1:54:31] Voice 10: from constituents, but letting people know that a time for engagement is coming. And then a second

[1:54:37] Voice 10: supportive suite of products that will come when there's actual engagement happening. So sort of a

[1:54:41] Voice 10: two-phase approach. So there's good information about both the content of the document, but also

[1:54:46] Voice 10: the process that we're going through um so that's what will be coming to you at your next meeting

[1:54:51] Trustee Luckham: okay so that's very helpful although i think i want to ask one question there uh

[1:54:59] Trustee Luckham: claire uh of you um who's responsible for that like project management cc project management

[1:55:08] Voice 10: and yeah trust council has delegated responsibility for communications to executive

[1:55:14] Voice 10: so you would also be responsible for the communications on this project as well as

[1:55:17] Voice 10: the trust generally okay

[1:55:18] Trustee Luckham: so that's great so then my only remaining question here then is given what

[1:55:23] Trustee Luckham: we're seeing two options and council may choose one or the other we don't really know um unless

[1:55:28] Trustee Luckham: there's a third option but let's not do that um are we going to be in your present situation with

[1:55:35] Trustee Luckham: your resources available to you and filling in the communications person um within your team

[1:55:41] Trustee Luckham: are we going to be in a good position with the proposed request for funding to

[1:55:47] Trustee Luckham: implement this uh

[1:55:49] Voice 10: it's unknown so right now we have our acting communication specialist until

[1:55:53] Voice 10: the end of may um but we've got we put in the business request 25 000 to support the creation

[1:55:59] Voice 10: of the products which could involve some consultant support as well um but at this point

[1:56:04] Voice 10: i only have certainty in terms of that staff position not changing again until the end of may

[1:56:08] Voice 10: and then it will depend on yes various okay

[1:56:11] Trustee Luckham: that's good so i see a hand up in the boardroom that must

[1:56:14] Trustee Luckham: be the CAO. Yeah

[1:56:15] Voice 4: thanks Mr. Chair. So I think what is being communicated here is the responsibility

[1:56:22] Voice 4: and I think this might be the first time we've had this conversation really and Delaney noted that

[1:56:26] Voice 4: you know it's the first time directly just talking with this version of EC. Great moment but this is

[1:56:32] Voice 4: giving you acknowledging and understanding this is your responsibility to take this document and

[1:56:37] Voice 4: process across the finish line or not and this is one of the constituent decisions that needs to be

[1:56:43] Voice 4: be made i've had lots of conversations with trustees i think the conversation that's out

[1:56:48] Voice 4: there just at a broad level is where what is the status of this project right now and some trustees

[1:56:54] think we've gone out three or four times to the community we've had direction to amend the document

[1:56:59] that's occurring and we've got

[1:57:01] Voice 4: something viable to then contemplate to move forward and there's

[1:57:07] others that might go what's the policy statement and um you know how do we catch those two up and

[1:57:14] as you make a selection here um you're going to be

[1:57:18] Voice 4: taking it one direction another and that will

[1:57:21] Voice 4: be the argument for the discussion that happens at trust council what's the status of this project

[1:57:26] Voice 4: and where it's at when i look at you know if december 2025 or january sometime 2026 and we

[1:57:36] Voice 4: started this in 2019 i think i was on varies in 2019 around this project we also have to look at

[1:57:45] Voice 4: what major metropolitan areas have had full projects that have occurred from start to finish

[1:57:52] and that's some six year seven year eight year period um relative to um the work associated

[1:57:58] with the policy statement i think when you see the the final copy it's going to um it's going

[1:58:05] going to have the core elements that

[1:58:06] Voice 4: the policy statement needs to have in the modern world like

[1:58:09] Voice 4: it's going to address reconciliation and some of these key things will be conversations for a while

[1:58:14] Voice 4: it's just when does that when does that happen and when is then the right time to engage with

[1:58:19] the public again to get further feedback is that once trust councils invented it and said this is

[1:58:24] us this is what we think should happen or

[1:58:28] Voice 4: should we take the document and then re-engage again on

[1:58:31] Voice 4: on another round of what should come forward.

[1:58:35] I think really that's

[1:58:35] Voice 4: going to be the start decision

[1:58:36] Voice 4: that you're going to have to leave trust council

[1:58:39] Voice 4: through the next event.

[1:58:40] Voice 4: And I turn it over to Lonnie afterwards.

[1:58:44] Voice 7: Thanks, CAO.

[1:58:45] Voice 7: Yeah, through the chair, I would just, yeah,

[1:58:47] Voice 7: everything I would agree with what the CAO said.

[1:58:50] Voice 7: I just wanted to highlight one more comment

[1:58:52] Voice 7: that I raised at TPC,

[1:58:54] Voice 7: but perhaps haven't discussed adequately here.

[1:58:58] Voice 7: The question of whether to engage the public

[1:59:01] Voice 7: before or after first reading

[1:59:03] Voice 7: is a really important question for you to contemplate.

[1:59:06] Voice 7: So we did discuss this at length.

[1:59:08] Voice 7: This was the content of the TPC discussion

[1:59:11] Voice 7: and they affirmed their wishes

[1:59:16] Voice 7: to go to another round of public engagement

[1:59:18] Voice 7: before first reading.

[1:59:21] Voice 7: But as Director Frater and myself pointed out,

[1:59:23] Voice 7: this is sort of where we went wrong last time

[1:59:26] Voice 7: in that it's really important in this kind of process

[1:59:30] Voice 7: that Trust Council discuss the document,

[1:59:33] Voice 7: make any changes that it wants to make

[1:59:36] Voice 7: and feel comfortable with the draft

[1:59:38] Voice 7: that goes out for public engagement.

[1:59:40] Voice 7: There's no disagreement that, you know,

[1:59:42] Voice 7: we need to hear what communities have to say

[1:59:45] Voice 7: and whatever timeframe, you know,

[1:59:47] Voice 7: trustees feel like that needs to take is up to you.

[1:59:51] Voice 7: But the question of before or after first reading

[1:59:55] Voice 7: was one that we really wanted to highlight for you

[1:59:57] Voice 7: and staff will always recommend.

[2:00:00] Voice 7: that you first go through the steps to get trust counsel comfortable with the document

[2:00:08] Voice 7: before it goes out, because that didn't happen last term. And as a result, we were engaging

[2:00:14] Voice 7: on a draft that many trustees didn't agree with. It caused a lot of unnecessary anxiety in

[2:00:20] Voice 7: communities because there were topics in there that likely would have been taken out

[2:00:24] Voice 7: if council had taken the time to kind of discuss

[2:00:27] Voice 7: and revise the document before public engagement.

[2:00:30] Voice 7: So I just wanted to mention that here

[2:00:32] Voice 7: for the benefit of the two trustees

[2:00:34] Voice 7: that weren't at that meeting.

[2:00:36] Thank you

[2:00:37] Trustee Luckham: for that reminder.

[2:00:41] Trustee Luckham: I'm just looking at the time

[2:00:43] Trustee Luckham: and thinking about how much more

[2:00:45] Trustee Luckham: we're going to talk about this.

[2:00:46] Trustee Luckham: And I can't help but reflect that,

[2:00:51] Trustee Luckham: you know, this is government,

[2:00:52] Trustee Luckham: there's a little dichotomy here.

[2:00:54] Trustee Luckham: governance review, policy statement, policy statement, governance review. And then mixed

[2:01:00] Trustee Luckham: in that is the messaging about leadership. And you've, well, yeah, some of you have heard me

[2:01:06] Trustee Luckham: talk about leadership here over the last year or so, but I will just say, I am in favor of advancing

[2:01:13] Trustee Luckham: the request for decision as presented with option one, because I see that as a leadership being

[2:01:19] Trustee Luckham: confident in the work that we've got and I think the decision to slow down is one that council can

[2:01:25] Trustee Luckham: just make and so I'm presuming that if we do this as option one option two would still be an

[2:01:30] Trustee Luckham: alternative option for council to direct us accordingly but if we want to and and I mentioned

[2:01:38] Trustee Luckham: the governance committee versus the policy statement committee is this sort of it's the

[2:01:43] Trustee Luckham: chicken and the egg thing do we advance the governance without a vision or do we advance

[2:01:47] Trustee Luckham: the governance with vision kind of thing is how I kind of summarize it and so I think if we're

[2:01:53] Trustee Luckham: going to have a conversation about whether it's option one or option two that may take us a bit

[2:01:57] Trustee Luckham: more time today and I'm happy to spend that time but I simply just want to ask the question is are

[2:02:03] Trustee Luckham: enough of us satisfied with what we've heard knowing that we're going to be getting more

[2:02:08] Trustee Luckham: communications material information at our next meeting to do two things today advance this as

[2:02:14] Trustee Luckham: is presented to council or have it come back to us with the other material knowing that the

[2:02:20] Trustee Luckham: opportunity for amendments is going to be seriously restricted and so then therefore if we need

[2:02:26] Trustee Luckham: amendments we need to ask for that today so I'm going to turn to you to say maybe look for emotion

[2:02:31] Trustee Luckham: fishing a little bit to say what do you want to do vice chairs toby ellen thank

[2:02:40] Voice 11: you chair um I'm

[2:02:42] Voice 11: not entirely comfortable advancing this um today i do i mean hearing the conversation i think this

[2:02:51] Voice 11: has been a really important conversation to have and i wonder if we could have some of that

[2:02:57] Voice 11: contextualized further in the in the report and sort of the implications fleshed out a little bit

[2:03:05] Voice 11: in terms of the communication and so knowing that we're going to get a communications plan to

[2:03:11] Voice 11: consider um could we suggest that we amend this report and add in some of the implications and and

[2:03:23] Voice 11: for communications um to to so that we can have that framed so that the discussion can include

[2:03:33] Voice 11: those and we're not everybody getting caught up at the time does that make any sense

[2:03:38] Voice 11: I don't know what I'm saying here so let's ask

[2:03:42] Trustee Luckham: Delaney because essentially we're going to be

[2:03:44] Trustee Luckham: asking her to make some amendments here yeah does that seem obvious to you Delaney and doable

[2:03:50] Trustee Luckham: between now and the 22nd um

[2:03:52] Voice 7: so if I understand Trustee Elliott you're wanting to make changes

[2:03:57] Voice 7: to the cover RFD is that is that um more of the context well

[2:04:02] Voice 11: when you said you agreed

[2:04:04] Voice 11: read so from a staff's perspective what are the concerns that you have with option two i would

[2:04:10] Voice 11: like to see those reflected in the document um so that we're not guessing um but we have that

[2:04:18] Voice 11: information and and so this six month deferral period what have we learned from the last uh term

[2:04:26] Voice 11: of well we issued it you know after first reading and then there was all this confusion

[2:04:32] Voice 11: confusion so maybe a contextual note um about lessons learned and and maybe you've already

[2:04:39] Voice 11: got that included but in addition to the engagement materials and communications

[2:04:44] Voice 11: why would you advance option one i'd like to see that argument sort of

[2:04:50] Voice 11: made and that would be the

[2:04:52] Voice 11: only amendment that i'd suggest i think otherwise the document's great and i really look forward to

[2:04:57] Voice 11: seeing the um the communication strategy okay um thanks

[2:05:04] Voice 7: chair um so am i understanding that

[2:05:09] Voice 7: the two options for the project charters will just remain the same you don't have any requests

[2:05:15] Voice 7: for changes to the actual draft project charters okay so that that's that's quite simple to do then

[2:05:21] Voice 7: just add in a bit more um analysis into the cover we can do that uh in advance of your next meeting

[2:05:28] Trustee Luckham: Okay, so I'm taking that as an affirmative advice, Chair Peterson.

[2:05:34] Voice 3: yeah um so i i appreciate that notion and uh especially if there's some contemplation

[2:05:42] Voice 3: that uh that this body might uh advance option one or recommend option one um

[2:05:51] Voice 3: given the uh the the resolution of of trust programs committee so i think i think more

[2:05:58] Voice 3: more information there would be valuable

[2:06:00] Voice 3: for Trust Council's decision-making process.

[2:06:04] Trustee Luckham: So then, Delaney, in terms of a motion

[2:06:09] Trustee Luckham: that may be voted on, or maybe just general consent,

[2:06:12] Trustee Luckham: that this request for decision be brought back to us

[2:06:15] Trustee Luckham: with amendments, what would that language

[2:06:20] Trustee Luckham: in that motion look like for you,

[2:06:21] Trustee Luckham: or just simply as discussed?

[2:06:24] Voice 7: I'm okay with as discussed.

[2:06:26] Voice 7: Claire, maybe you can help with that.

[2:06:28] Voice 7: There

[2:06:29] Voice 10: is a motion on page 73 near the top. You could amend it to say that executive committee requests staff to prepare a briefing on recommending policy statement amendment project version six.

[2:06:43] Voice 10: So it could you could read instead that executive committee requests staff to prepare RFD recommending and then as written. Would that help in this circumstance?

[2:06:54] Voice 10: stats if

[2:06:56] Trustee Luckham: it well that's what i'm looking for for you is is if i'm asking you to bring this back to

[2:07:01] Trustee Luckham: us on the 22nd what that work is that you're going to undertake in the intervening time and i see the

[2:07:07] Trustee Luckham: ceo's hand up isn't

[2:07:09] Voice 4: it just simply uh further details on the you know benefits or challenges

[2:07:15] Voice 4: associated with either of the two options

[2:07:17] Voice 7: yeah that would i think that gets at the heart of it

[2:07:21] Voice 7: that would help me

[2:07:22] Trustee Luckham: okay so that's great now i'm going to lean on laurie a little bit here

[2:07:27] Trustee Luckham: and say how are you doing there uh

[2:07:30] Voice 9: at your direction for the

[2:07:33] Voice 9: details with benefits and

[2:07:36] Trustee Maude: challenges regarding the details i

[2:07:38] Voice 4: can help out with regards the rfd of february 7th 2023 so

[2:07:45] Voice 4: referring to this one being provided in terms of the relevant benefits or challenges associated

[2:08:00] Voice 4: with option

[2:08:01] Voice 5: one or option i think that's the essence of it um the

[2:08:13] Voice 4: report is referenced and

[2:08:15] Voice 4: it looks like and what you're asking for is hey you know what this is a good decision to to make

[2:08:21] Voice 4: we want a little more nuance around what could happen if it goes one way or another and we'll

[2:08:27] Voice 4: just either amend this one or create a new one. Hopefully we can just amend this one.

[2:08:40] Trustee Luckham: Okay, beautiful summary there, CAO. And Laurie, did you capture that?

[2:08:50] Voice 5: He's working on it, sir.

[2:08:52] Trustee Luckham: Thank you. So then we'll just pause for a moment, then let Laurie catch up to us.

[2:08:57] Trustee Luckham: i'm prepared to advance that and maybe we'll just vote on it as a formal process um and then

[2:09:04] Trustee Luckham: what i would like to do is recess for uh lunch because i've got to get out of the location i'm in

[2:09:09] Trustee Luckham: and then we'll reconvene at 12 30.

[2:09:17] Voice 5: thank you laura would

[2:09:23] Trustee Luckham: you see that chair say that again oh yeah do i see it yes i do thank you

[2:09:37] Trustee Luckham: yeah if that's satisfactory to staff it's the direction that you need to come back

[2:09:42] Trustee Luckham: with a new

[2:09:42] Trustee Luckham: document um i don't know that we need to so if it's sufficient direction i'm happy with that

[2:09:51] Voice 4: yes it needs to be amended this isn't um recommend further analysis

[2:10:02] Voice 5: of

[2:10:05] Voice 11: the implications of option

[2:10:08] Voice 4: one and option

[2:10:09] Voice 11: two and

[2:10:10] Voice 4: implications regarding comma and then

[2:10:17] Voice 4: bring that back bring the rest of the statement back since we've got a page

[2:10:25] Voice 4: break here um recommend further analysis implications regarding policy but we don't

[2:10:31] Voice 4: need a comment between africa and policy statement project as in the further be after rfd go comma

[2:10:37] Voice 4: be provided in terms of the relevant benefits

[2:10:44] Voice 4: of option one and option two?

[2:10:46] Voice 4: I think that gets it.

[2:10:49] Trustee Luckham: Okay, Vice Chair, are you satisfied with that?

[2:10:51] Trustee Luckham: Then I'll look for a mover of that motion.

[2:10:54] Trustee Luckham: Trustee Maude, thank you very much.

[2:10:56] Trustee Luckham: And seconder, I'll go with Trustee Elliot, excellent.

[2:10:59] Trustee Luckham: Any further discussion?

[2:11:01] Trustee Luckham: All those in favor?

[2:11:04] Trustee Luckham: Perfect, that's everybody in favor.

[2:11:06] Trustee Luckham: So none opposed.

[2:11:07] Trustee Luckham: posed um executive committee thank you and delaney thank you and claire and everybody else

[2:11:13] Trustee Luckham: for all the support and work on this and laurie for getting a motion together for us so uh that

[2:11:18] Trustee Luckham: carries and um then let's recess for lunch and we'll come back i think ideally we'll come back

[2:11:25] Trustee Luckham: to the next item on the agenda and sequence so thanks for the morning everybody

[2:39:57] Voice 5: Hey, Laurie, can you hear me?

[2:40:00] Voice 5: Yes, Chair Luckin, we can hear you.

[2:40:02] Trustee Luckham: And is that loud enough?

[2:40:05] Trustee Maude: Yeah, I can control it.

[2:40:08] Voice 5: Is the meeting on?

[2:40:11] Trustee Maude: The recording, it's broadcasting right now, so people can hear us.

[2:40:14] Voice 5: It is, yeah.

[2:40:15] Trustee Luckham: Okay, that's fine.

[2:40:16] Trustee Luckham: Yeah, no, I'm just set up here at the community center

[2:40:20] Trustee Luckham: and just need to be respectful of being a public place.

[2:40:24] Trustee Luckham: But I've got a headset and a microphone.

[2:40:26] Trustee Luckham: I just want to make sure the audio was okay.

[2:40:30] Voice 5: at this level. So thank you. Hi, Peter. So where are you located today? Oh, actually,

[2:44:50] Voice 5: we're recorded live here. So we'll just stand by on that. All right. Looks like we're all slowly

[2:45:21] Voice 5: arriving here. Tim was with us a minute ago. Are you there, David? Is Tim, is David in the

[2:45:53] Voice 5: mini boardroom there no okay it's on me okay that's good let's just give him another moment

[2:46:09] Voice 5: and then we'll proceed there he is

[2:46:19] Trustee Luckham: david maude welcome back okay everybody um thanks for

[2:46:24] Trustee Luckham: returning promptly and um and not to rush us too much i just want to ask that did we conclude the

[2:46:32] Trustee Luckham: previous item is there any further discussion on that previous item that we finished up with

[2:46:40] Trustee Luckham: no okay that's great thank you very much for getting us through that that was

[2:46:45] Trustee Luckham: a good bit of work um so welcome members of the public back to um the executive committee meeting

[2:46:51] Trustee Luckham: here on february the 13th um we've we're at section 8.2.101 of the published agenda we did

[2:47:00] Trustee Luckham: add a couple of pieces of correspondence um from in camera session earlier and that will be looked

[2:47:06] Trustee Luckham: at later on in the meeting um so we are now in the executive committee section and the first item

[2:47:12] Trustee Luckham: business decision here to make is a request for executive committee sponsorship of a tup and

[2:47:16] Trustee Luckham: dvp application fees and uh is kim stockdale on the line with

[2:47:23] Voice 5: us or is somebody else going

[2:47:24] Voice 5: to carry this one well it's not me mr chair okay

[2:47:32] Trustee Luckham: who's going to do this one first stefan are you

[2:47:35] Trustee Luckham: there well if i don't have somebody present that maybe i'll just well i do see stefan appears to

[2:47:46] Trustee Luckham: be logged in i'm gonna maybe say we move on and we'll come back to it um and lori maybe you could

[2:47:56] Trustee Luckham: keep an eye out for somebody popping in that i'm not aware of um okay so update on the request

[2:48:03] Trustee Luckham: question to the province regarding a tree cutting authority um cao i think that might be yours

[2:48:11] Voice 5: yes so um this is a summary report that you've asked for previously so i'm satisfying some

[2:48:23] direction by ec to just bring the executive committee up to speed on where we are

[2:48:28] Voice 4: with

[2:48:29] Voice 4: regards to this initiative that was initiated in 2020 and you know it's uh maybe a bit detail

[2:48:36] Voice 4: oriented but it shows the number of meetings that we had um when we last spoke with the minister and

[2:48:40] Voice 4: the status of the project right now it does have uh it does also encapsulate for trustees that

[2:48:46] um

[2:48:47] Voice 4: weren't a part of this scenario previously the attempt by trust council itself to sit and

[2:48:53] Voice 4: went to vertical rooms and talk about how would we actually manifest this if we were going to have an

[2:48:57] Voice 4: authority like uh free cutting authority and so that was summarized and it was attached as

[2:49:02] as a report here um that went

[2:49:06] Voice 4: back to trust council i just added it for context and you can

[2:49:09] Voice 4: find that on page 94 otherwise the conclusion here is uh the current status is um it hasn't

[2:49:17] been brought up with minister king it was certainly brought up

[2:49:20] Voice 4: um with the previous minister

[2:49:22] Voice 4: um when we met with him and in fact he brought it up a little bit and it dovetailed with some

[2:49:28] Voice 4: of the policy statement letter writing from community around various elements of the policy

[2:49:33] Voice 4: statement and his office and received you know a couple hundred emails or letters regarding this

[2:49:39] Voice 4: authority people saying you know could reconsider this or what have you so that we did have some

[2:49:46] Voice 4: discussion around it but since then nothing's really occurred um i think to really breathe

[2:49:51] Voice 4: life into this project it would need to be i don't think the ministry would do much unless

[2:49:56] trust council itself refreshed itself and came and really got behind uh let's move on this is a

[2:50:03] project um i would also say in the policy in the development

[2:50:07] Voice 4: of the policy statement

[2:50:09] Voice 4: some of the initial language has migrated a little bit and it's a little

[2:50:12] Voice 4: um uh looser not looser but it's not quite as prescriptive um as it was in maybe the first

[2:50:19] Voice 4: iteration um and it allows for more um tree cutting or some authority around forestry

[2:50:27] Voice 4: management landscape impact management on a ltc basis but that's really it so i could get you

[2:50:36] Voice 4: many other reports a number of other reports but i think you've got generally where we are

[2:50:40] Voice 4: okay

[2:50:42] Trustee Luckham: thank you sir um are there any questions for any more information required here from the cal

[2:50:49] Trustee Luckham: on this topic no okay yeah I would say absolutely there's been no further development on this or

[2:50:58] Trustee Luckham: further conversation and is really in the hands of council at this time to determine its future

[2:51:05] Trustee Luckham: direction I can't help but ask though the question about some of the questions not directly related

[2:51:11] Trustee Luckham: to this but to do with the coastal questions about the coastal Douglas fir data that we have

[2:51:17] Trustee Luckham: have out there um that work is that uh conversation is ongoing with staff and others in order to

[2:51:24] Trustee Luckham: clarify that ceo can you make any remark on that uh

[2:51:28] Voice 4: i think that is the case um you know we've had

[2:51:32] Voice 4: a couple trustees uh and some delegations to trust council challenge some of the signs associated

[2:51:36] Voice 4: with that we're trying to uh we'll take that seriously first of all and review that i believe

[2:51:41] there's a motion from trust

[2:51:42] Voice 4: council to put some time into seeing where we are um i just remember

[2:51:47] Voice 4: to speak with some staff a couple of days go around that um and that'll be interesting how

[2:51:53] Voice 4: that informs you know cd at work i mean um at least work the almost trust has been interested

[2:51:58] Voice 4: in variety of forms over the last number of years we'll see where that conversation takes us but uh

[2:52:05] Voice 4: yeah we're quite aware of it or stefan was i think stefan's back he

[2:52:12] Trustee Luckham: has logged in yes

[2:52:15] Voice 4: on screen that'd be great

[2:52:16] Trustee Luckham: so stefan or claire just just very quickly some notion about

[2:52:23] Trustee Luckham: that that request is happening in the background because i'm certainly getting

[2:52:28] Trustee Luckham: communication from others with respect to that i

[2:52:33] Voice 10: can start us off there um trust programs committee

[2:52:36] Voice 10: has um so there's been a two requests one from trust programs committee for staff to work with

[2:52:41] Voice 10: with the delegate, David Dunnington,

[2:52:42] Voice 10: to look at the carbon sequestration report

[2:52:45] Voice 10: that was done in 2014.

[2:52:47] Voice 10: I believe that is on Kate Eming's work program

[2:52:50] Voice 10: and she intends to reach out when she has capacity.

[2:52:52] Voice 10: And there's a second set of motions

[2:52:55] Voice 10: from Trust Programs Committee to look into the definitions

[2:52:58] Voice 10: around the range and extent of coastal Douglas fir.

[2:53:01] Voice 10: And that will be on our team's list pending capacity

[2:53:06] Voice 10: to do that work too.

[2:53:07] Voice 10: So those are the directions we have.

[2:53:09] Voice 10: Trust Programs Committee also asked to pull every document relating to the topic from the National Park Service website in the U.S.

[2:53:15] Voice 10: That will be in the compilation as well.

[2:53:17] Trustee Luckham: Okay, thank you.

[2:53:18] Trustee Luckham: I don't need any more information.

[2:53:19] Trustee Luckham: I just wanted to flag on the public record that that work is ongoing.

[2:53:23] Trustee Luckham: So thank you very much for that.

[2:53:25] Trustee Luckham: I'm going to double back, Stefan, to the request for Temporary Use Permit and Development Variance Permit application fees being sponsored by EC.

[2:53:34] Trustee Luckham: can you just introduce this briefly and then we'll go to trustee vice chairs for questions

[2:53:41] Voice 8: thank you mr chair this uh pardon me this request came from uh oh i need to get the information

[2:53:48] Voice 8: right from me from uh galliano and as to sponsor the application in total for four thousand dollars

[2:53:55] Voice 8: four thousand fifty dollars for a tup temporary use permit pardon me and a variance permit and

[2:54:02] Voice 8: And it's to temporarily permit the community arts facility use and to legalize the existing buildings and structures in the variance.

[2:54:09] Voice 8: So I think the request is pretty straightforward.

[2:54:12] Voice 8: It fits with the trust policy guidelines.

[2:54:17] Voice 8: What I didn't include in there, though, was the budget line for this, the ECS trust sponsorship up to $4,000 in its budget line item.

[2:54:26] Voice 8: As you can see, this exceeds that.

[2:54:28] Voice 8: and what I did not include in this was that it has the executive committee has sponsored up to

[2:54:35] Voice 8: the end of last quarter 1900 worth of application requests so if you do approve this this will put

[2:54:42] Voice 8: you over spent by approximately two thousand dollars in this budget line item and that's

[2:54:47] Voice 8: your decision to make I can certainly provide more information if you like but um that's it

[2:54:52] Voice 8: in a nutshell well

[2:54:53] Trustee Luckham: let's go to uh vice chairs and see if they have any questions or concerns

[2:54:57] Trustee Luckham: about advancing this vice chairs david nodding his head no toby elliott no tim peterson okay so

[2:55:08] Trustee Luckham: oh he's got his hand up there you go uh

[2:55:12] Voice 3: thank you chair uh just uh uh on that last note about the

[2:55:17] Voice 3: potential uh over over budget aspect of this um and just wondering what uh other than the dollar

[2:55:27] Voice 3: figure at this point uh does that have implications for the uh availability for the next fiscal or

[2:55:37] Voice 3: can you just give us a little bit more on that please sure

[2:55:41] Voice 8: through the chair

[2:55:42] Voice 8: um as you know well as i suspect you'll figure out that the executive committee gets to set

[2:55:48] Voice 8: this budget request item for trust council's consideration every year i don't have a good

[2:55:54] Voice 8: track history of what that number has been i suspect it's changed over time and i know

[2:56:01] Voice 8: historically at least from salt spring we've had a lot of requests over time for this

[2:56:05] Voice 8: type of sponsorship and so to answer your question directly i you know overspending this fiscal i'll

[2:56:12] Voice 8: leave it up to director mobs to tell you the impacts of it i suspect by the dollar amount

[2:56:16] Voice 8: would be very minimal. I understand that the same amount is being proposed to be carried forward

[2:56:21] Voice 8: to next year, or not carried forward, pardon me, the same amount being budgeted for the next fiscal

[2:56:26] Voice 8: of $4,000 next year as well. Then again, if demand exceeds supply, it'll be up to the executive

[2:56:34] Voice 8: committee to decide at that time whether to overspend or not.

[2:56:38] Trustee Luckham: Right. Thank you. Hope that

[2:56:41] Trustee Luckham: That answers your question, Tim, and I'll go to David Maude.

[2:56:45] Trustee Maude: Just a brief observation.

[2:56:48] Trustee Maude: We've just done the new model fees bylaws on most of the islands,

[2:56:53] Trustee Maude: which put up the fees quite a bit.

[2:56:56] Trustee Maude: So my assumption is if we're tracking the same way with the same number

[2:57:01] Trustee Maude: of requests every year, the actual dollar amount is probably going to go up

[2:57:04] Trustee Maude: quite a bit.

[2:57:06] Trustee Maude: So maybe we need to have it on our radar is that we need to expand

[2:57:11] Trustee Maude: this budget because we're actually increasing costs on the other side of the ledger.

[2:57:18] Voice 5: Yeah, thanks for that.

[2:57:23] Trustee Luckham: So I think the question in my mind is whether or not we want to

[2:57:28] Trustee Luckham: spend the money remaining in our current budget and not overspending or whether or not we want

[2:57:35] Trustee Luckham: to overspend. I think, and thanks, Tim Peterson, for raising that fiscal responsibility of staying

[2:57:41] Trustee Luckham: staying within budget and the only question I might have in that is if we funded a portion of

[2:57:48] Trustee Luckham: it out of this budget would there be an opportunity for the applicant to seek additional

[2:57:53] Trustee Luckham: funding out of next year's budget or how would we if we if we felt inclined to want to sponsor this

[2:58:01] Trustee Luckham: is a good project on an island that we want to support how would we do that

[2:58:09] Voice 8: I'll respond to that

[2:58:11] Voice 8: mr chair um i would recommend that if you wish to sponsor this application you do so all at once

[2:58:15] Voice 8: i think carrying it over would be problematic and i can imagine director mobs cheering me

[2:58:21] Voice 8: by saying that

[2:58:21] Trustee Luckham: okay so vice chairs what would you like to do i need a

[2:58:25] Voice 5: motion okay uh uh david mott

[2:58:39] Trustee Maude: okay i'm comfortable um doing the full motion as is that the executive committee approved financial

[2:58:45] Trustee Maude: financial sponsorship of $4,050

[2:58:47] Trustee Maude: from temporary use permit application GLTUP23.1 Parfait

[2:58:52] Trustee Maude: and various permit application GLDVP2021.1 Parfait

[2:58:57] Trustee Maude: application, which would temporarily permit

[2:59:00] Trustee Maude: the community or facility use legalized existing buildings

[2:59:02] Trustee Maude: and structures and permit parking within a setback.

[2:59:07] Trustee Luckham: Okay, thank you very much for that.

[2:59:08] Trustee Luckham: I'll take that as a move to take it.

[2:59:10] Trustee Luckham: Toby Elliot seconded the motion.

[2:59:12] Trustee Luckham: Is there any further discussion?

[2:59:13] Trustee Luckham: i

[2:59:14] Trustee Maude: would just say i'm comfortable with it because i i i'm assuming it's because our fees have gone up

[2:59:20] Trustee Maude: and we need to adjust the budget thank you okay

[2:59:23] Voice 5: thank you uh tim peterson

[2:59:27] Voice 3: yeah thank you chair and uh thank you uh vice chair maude for um bringing up that point about

[2:59:34] Voice 3: the increasing fees and and and the potential that if we want to um meet these type of applications

[2:59:40] Voice 3: with sponsorship that we may need to adjust that, so.

[2:59:44] Trustee Luckham: Perfect.

[2:59:44] Trustee Luckham: We're going to have that discussion next.

[2:59:47] Trustee Luckham: So I'm going to call the vote.

[2:59:48] Trustee Luckham: All those in favor?

[2:59:52] Trustee Luckham: Any opposed?

[2:59:53] Trustee Luckham: None opposed, that carries.

[2:59:54] Trustee Luckham: So let us now go to draft budget 2023-24,

[2:59:58] Trustee Luckham: review of funding request.

[3:00:01] Trustee Luckham: from the financial planning committee director mobs is going to tell us about this or

[3:00:07] Trustee Luckham: somebody else usually

[3:00:11] Voice 4: me mr chair main staff thing but happy to start it off right okay go

[3:00:17] Trustee Luckham: go ahead this

[3:00:19] Voice 4: is a referral from fbc we're all there for um this and that's a reconsideration

[3:00:25] Voice 4: of the budget the last iteration of the budget and um in their deliberations um at the time it

[3:00:35] Voice 4: was a proposed general tax increase of 2.75 percent three percent um on bowen and there

[3:00:41] Voice 4: was an attendant um eight percent in um revenue generated from new construction development

[3:00:48] uh fpc went through it and

[3:00:50] Voice 4: decided uh there was a one of the trustees walked in

[3:00:55] Voice 4: sort of a recalibrated idea which is attached here it's a color-coded chart

[3:01:01] Voice 4: and then conversation um unfolded around how we could essentially affect some further reductions

[3:01:08] and using that chart as the fulcrum for that or the starting place for someone

[3:01:14] and as part of that um they did that on their behalf and debated um a number of these matters

[3:01:20] but also wanted to get send everything back out to all of the different committees to determine

[3:01:26] Voice 4: what would be are there any further reductions that they were constantly and so the first report

[3:01:31] Voice 4: you have here is simply that really that referral request um for you to consider um those things

[3:01:40] Voice 4: uh that are in your purview and the second report that you have on 103 is us writing to

[3:01:45] Voice 4: you summarizing what those things are and finding any additional comments so i don't know how you

[3:01:52] Voice 4: want to proceed here i could we could go to the second report or if julia thinks i haven't

[3:01:56] Voice 4: and summarize her first referral from FPC adequately,

[3:02:01] Voice 4: she could help us out.

[3:02:03] Voice 4: But otherwise, I think we could start getting

[3:02:05] Voice 4: into the FPC has asked you to reconsider.

[3:02:09] Trustee Luckham: Sure, so we were all at the FPC meeting

[3:02:12] Trustee Luckham: where this was advanced.

[3:02:14] Trustee Luckham: So I would like to maybe encourage that we go

[3:02:17] Trustee Luckham: to the next report, draft budget review of funding requests,

[3:02:19] Trustee Luckham: and then we can determine whether or not

[3:02:22] Trustee Luckham: there's a necessity for us to make any changes.

[3:02:24] Trustee Luckham: Is that all right with everybody?

[3:02:27] Trustee Luckham: Okay, CAO.

[3:02:28] Voice 4: Okay, so yeah, you've got that on page 103.

[3:02:32] Voice 4: So what we've done is we've summarized in a paragraph

[3:02:35] Voice 4: or so the current status of each of these funding requests.

[3:02:38] Voice 4: That is a reconciliation funding request

[3:02:41] Voice 4: for the Alamance Trust for the upcoming year,

[3:02:44] Voice 4: a new FT for a meeting administrator,

[3:02:46] Voice 4: a new FT for administrative coordinator,

[3:02:49] Voice 4: the Heritage and History and Heritage Grant

[3:02:52] Voice 4: and Aid funding program, a description of that.

[3:02:56] Voice 4: and then the reclass considerations for planning services which are basically the ones that you

[3:03:01] Voice 4: have seen through the budgetary process this far i'll just go through each one of these

[3:03:07] Voice 4: um briefly if that's helpful um

[3:03:12] Trustee Luckham: sure just just briefly that would be great so

[3:03:16] Voice 4: for the first the

[3:03:17] Voice 4: reconciliation action planning reconciliation where traditionally that budget was in the 17

[3:03:21] Voice 4: to $50,000 a year range over the last number of years.

[3:03:25] Voice 4: It has, the proposal has seen an increase

[3:03:28] Voice 4: because we think we're moving

[3:03:29] Voice 4: into more protocol arrangement discussions,

[3:03:33] Voice 4: heavier sort of administrative processes

[3:03:35] Voice 4: associated with this function.

[3:03:38] Voice 4: And so forth as summarized in this paragraph.

[3:03:42] Voice 4: So at this point, at least me,

[3:03:44] Voice 4: or most of us consider this work operational work

[3:03:46] Voice 4: and not strategic, is in the strategic plan,

[3:03:49] Voice 4: but it's been in there long.

[3:03:50] Voice 4: on those would be specific projects in the strategic plan this is really just operational

[3:03:55] Voice 4: dollars for reconciliation and this is where we go um um for just to fund that function and see

[3:04:02] if it gets on board um fully and it is it's related to the strategic

[3:04:06] Voice 4: plan as noted so the

[3:04:07] Voice 4: recommendation is to include it but you know probably we could um if you want to look for

[3:04:13] some

[3:04:14] Voice 4: flexibility you could find maybe ten thousand dollars in this budget that you could reduce it

[3:04:18] out of the various pieces that you've got in front of you

[3:04:21] so that

[3:04:21] Voice 4: you have some flexibility associated with that.

[3:04:26] Voice 4: So I'll just go through all of them

[3:04:27] Voice 4: and then you can cycle back as you see fit.

[3:04:30] Voice 4: The media administrator,

[3:04:32] Voice 4: this one is directly tied to a strategic plan

[3:04:34] to develop the capacity for broadcasting public meetings.

[3:04:37] That was an idea that came to the trust

[3:04:39] before the

[3:04:40] Voice 4: pandemic forced us

[3:04:41] Voice 4: to get to this situation we're in right now.

[3:04:44] Voice 4: I think it's relatively well explained in the business cases

[3:04:46] Voice 4: why this is required.

[3:04:50] Voice 4: certainly there's options you could either say it's too bad just go solve it it's your problem

[3:04:57] Voice 4: and we just have various and so we amended the business case to talk about what would happen

[3:05:02] Voice 4: there and that's regular work administrative work would get just never get returned to or

[3:05:07] Voice 4: wouldn't get returned to or on an opposite sense we could kind of go back in time and we could have

[3:05:12] Voice 4: less broadcasting of meeting less we could not just simply not have that function less of a full

[3:05:19] Voice 4: duplex meetings where people can participate in real time you know maybe we could narrow

[3:05:23] Voice 4: things a little bit and just go back to a live meeting format so that's the opportunity cost

[3:05:29] Voice 4: with item two i can't in good conscience recommend that you reduce that um the administrative

[3:05:34] Voice 4: coordinator um you know i smart the recommendation is to um move forward as is certainly you can see

[3:05:42] Voice 4: maybe the thirty thousand dollars in item one and this item um maybe there's um some sequencing

[3:05:48] Voice 4: associated with that but um this position is a mid-level administrative position where we're

[3:05:55] Voice 4: we don't have a lot of black in the organization there we're going to have a new accessibility

[3:06:01] committee we have in essence a new governance committee there's going to be what i think what

[3:06:07] may end up at some point be a reconciliation committee but at least an educational group

[3:06:11] group that's going to need some administration there's a fair amount of work going on

[3:06:15] Voice 4: there if

[3:06:16] Voice 4: you say don't do it this way that's fine that's up to you but um i i couldn't if you ask my

[3:06:23] professional opinion i couldn't really recommend

[3:06:25] Voice 4: less than that but if you did you'd be looking at

[3:06:29] maybe

[3:06:29] Voice 4: two things allocating dollars instead to assist in some way administratively um or just

[3:06:37] removing it completely

[3:06:38] Voice 4: the budget process and and and that may happen

[3:06:43] Voice 4: history and heritage summary is there I do think number five is quite important

[3:06:49] Voice 4: it's not tied to a strategic plan but it's trying to essentially adjust to real

[3:06:54] terms the trust there over time they've been put in a position where I think

[3:07:02] that they should have this consideration these increases associated with

[3:07:07] it in order to keep administrative

[3:07:10] Voice 4: function of the honest trust so really

[3:07:14] Voice 4: that's it I've got the business cases there's something in blue you'll see

[3:07:19] some notes that I've

[3:07:20] Voice 4: made maybe crystallize the arguments a little bit

[3:07:23] Voice 4: better but I'm happy to engage in these conversations and of course whatever you

[3:07:27] Voice 4: say today it's going to be rolled over and told to FPC tomorrow as they

[3:07:32] Voice 4: consider what they're going to do I think Julia is still with us the bottom

[3:07:37] Voice 4: line has changed again so i think instead of a 2.75 tax interest increase i think it's more in

[3:07:46] the range of 4.5 at this point that fpc

[3:07:49] Voice 4: is going to be looking at but you've seen that some of your

[3:07:52] Voice 4: reporting that came out on friday in julia's package right

[3:07:58] Trustee Luckham: so thank you cao so the one

[3:08:03] Trustee Luckham: One obvious thing that you haven't mentioned is the next item on our agenda, 9215, the business case for the policy statement.

[3:08:12] Trustee Luckham: So we'll leave that as separate at the moment.

[3:08:14] Trustee Luckham: But I just want to ask the question that if we don't make any motions for change at this point, those two recommendations that are listed on the first two items and the other information that's there, this would be advanced.

[3:08:29] Trustee Luckham: the budget presently being advanced to FPC

[3:08:32] Trustee Luckham: includes all of this?

[3:08:34] Voice 4: Yes, it includes one to five.

[3:08:37] Voice 4: And the other financial consideration for you

[3:08:39] Voice 4: is the meeting.

[3:08:41] Voice 4: So sort of light breaking item.

[3:08:44] Voice 4: You've got $27,000 allocated right now

[3:08:48] Voice 4: for a live meeting.

[3:08:51] Voice 4: What you know you're not going to have

[3:08:53] Voice 4: an on-island Zoom meeting.

[3:08:55] Voice 4: There's no data to support that.

[3:08:57] Voice 4: Is that something you want to address

[3:08:59] Voice 4: and communicate to the FBC tomorrow, I'm not sure.

[3:09:05] Trustee Luckham: Yeah, and that's obviously something we don't know about

[3:09:08] Trustee Luckham: until we actually get direction from council.

[3:09:10] Trustee Luckham: So maybe that's could obviously be a last minute amendment

[3:09:14] Trustee Luckham: to the budget if necessary.

[3:09:17] Trustee Luckham: Fair enough.

[3:09:18] Trustee Luckham: Okay, so on the report that we have and those five items,

[3:09:21] Trustee Luckham: does anybody have any questions or any suggestions

[3:09:25] Trustee Luckham: for change on those items?

[3:09:27] Trustee Luckham: And I see Tim Peterson's hand up.

[3:09:31] Voice 3: thank you chair um i i think i heard the uh cao mention um uh potential reductions of about uh

[3:09:40] Voice 3: ten thousand and have any referenced uh that i i think i heard him say that those might come um

[3:09:49] Voice 3: be applicable to items one and three could just expand on that a little bit more for us please

[3:09:57] Voice 4: That's about what I've got for you, sadly.

[3:10:02] Voice 4: They're somewhat related, right?

[3:10:05] Voice 4: So if you have the meeting, I can see there being a,

[3:10:10] Voice 4: some of the work for the administrative coordinator would provide

[3:10:13] Voice 4: administrative work associated with reconciliation and First Nations work.

[3:10:19] Voice 4: And some of that is, you know, quite detailed database development,

[3:10:24] Voice 4: outreach and some of those matters.

[3:10:28] Voice 4: Given that, is there some flexibility around the $30,000?

[3:10:31] Voice 4: I think there would be.

[3:10:34] Voice 4: Ideally, it would be at this level, but I think we would manage the function

[3:10:43] Voice 4: if it was slightly less, down to $10,000 or something like that.

[3:10:48] Voice 4: And it's noted here.

[3:10:49] Voice 4: So that's where I'm seeing a bit of a correlation.

[3:10:54] Voice 3: Okay, so if I can just summarize and make sure I'm understanding then,

[3:10:57] Voice 3: uh by providing the uh the support through the administrative coordinator we we might uh achieve

[3:11:06] Voice 3: some savings um with the reconciliation reconciliation action planning uh portion

[3:11:14] Voice 3: then that's is that correct i

[3:11:17] Voice 4: i think yeah somewhat you you do have to have a minimum

[3:11:22] Voice 4: budget in there or something because uh for the use of the sepa and for use of this person but

[3:11:28] But I think from the

[3:11:28] Voice 4: $30,000 level, if you went to $20,000,

[3:11:32] Voice 4: you could still carry on the function reasonably well.

[3:11:36] Voice 3: Okay, thank you for that clarity.

[3:11:39] Trustee Luckham: So any other questions or thoughts on those five items?

[3:11:46] Trustee Luckham: I'm just going to maybe then chime in,

[3:11:50] Trustee Luckham: admire the work that the other committees have done

[3:11:53] Trustee Luckham: for reducing the budget request.

[3:11:55] Trustee Luckham: And certainly that weighs upon us

[3:11:57] Trustee Luckham: to do something similarly in kind.

[3:12:01] Trustee Luckham: And to be honest, the two things, messages that I get, particularly from the governance committee and the work surrounding that, is our work with First Nations.

[3:12:11] Trustee Luckham: And honestly, I don't really want to underfund that.

[3:12:14] Trustee Luckham: And then in terms of all of the things that it becomes apparent that we haven't done or are not doing at the Islands Trust, I think are associated with resources.

[3:12:23] Trustee Luckham: resources. And this meeting administrator piece and the administrative coordinator piece are the

[3:12:30] Trustee Luckham: opportunity to provide more resources to do more of those things that it is apparent that we're

[3:12:34] Trustee Luckham: not doing or not doing well. And so it's a double-edged sword. Do more, spend less. And I

[3:12:42] Trustee Luckham: just struggle with that. I would be inclined that if there's movement in this budget, and I'll seek

[3:12:48] Trustee Luckham: advice from the CAO on this, is that if there's opportunity for movement on this budget, that I

[3:12:53] Trustee Luckham: I would be less inclined to reduce the $30,000 for reconciliation and look for that same

[3:12:58] Trustee Luckham: $5,000 or $10,000 as noted in your briefing here, somewhere between that meeting administrator

[3:13:05] Trustee Luckham: and administrative coordinator, because I think that the pivotal, most important work

[3:13:11] Trustee Luckham: that we're trying to do is engaging with First Nations and working on a reconciliation action

[3:13:16] Trustee Luckham: plan.

[3:13:17] Trustee Luckham: so that said i'm happy to take the directions that my colleagues here believe are important so um

[3:13:26] Trustee Luckham: i'm going to ask if there's a motion unless the ceo has any

[3:13:31] Voice 4: well mr chair no i think that what

[3:13:38] Voice 4: i inferred earlier was there'd be more flexibility around the operational budget the reconciliation

[3:13:42] Voice 4: budget than there would be um so that would be my recommendation to you in terms of

[3:13:48] Voice 4: frankly delivery on the reconciliation function overall would have a little bit more horsepower

[3:13:53] Voice 4: associated with it so it's tough to um it's easier to take a few dollars away than it is to take a

[3:13:59] portion of a person or something like that frankly the ftes are going to be a social discussion

[3:14:05] at um at trust council um and in march and at fpc next it's uh there's no pride in in requesting

[3:14:16] requesting more FTEs to get more work done.

[3:14:18] Voice 4: So there's probably going to be some triaging conversations

[3:14:21] Voice 4: around that.

[3:14:22] Trustee Luckham: Okay, let us move on.

[3:14:25] Trustee Luckham: I'm going to look for a motion on these five items.

[3:14:28] Trustee Luckham: I'll support the CEO's suggestion here.

[3:14:31] Trustee Luckham: And I see Tim here.

[3:14:32] Voice 4: On 104, 101 is what FPC actually asked you.

[3:14:36] Voice 4: Does the committee believe the proposed work is urgent

[3:14:39] Voice 4: or essential in the next year?

[3:14:40] Voice 4: Does the committee believe the proposed funding requests

[3:14:43] Voice 4: would be given priority?

[3:14:44] Voice 4: priority and could the funding request be reduced

[3:14:46] Voice 4: and what are the impacts of any reduction?

[3:14:49] Voice 4: So that's the specific questions that we're asking you.

[3:14:52] Trustee Luckham: Okay.

[3:14:55] Voice 3: Vice

[3:14:55] Trustee Luckham: -chair Peterson and then Toby Elliott.

[3:14:59] Voice 3: Thank you, chair.

[3:15:02] Voice 3: Well, I'm absolutely in support of finding efficiencies

[3:15:07] Voice 3: where we can.

[3:15:12] Voice 3: However, you know, if we were assured

[3:15:15] Voice 3: sure that that the supportive position um item number three was was to be approved then i then

[3:15:24] Voice 3: i would propose that we you know essentially reduce the the item number one by ten thousand

[3:15:31] Voice 3: that not being the case and you know uh i'm wondering how we could sort of pass that message

[3:15:39] Voice 3: along that you know we can see we can see where we might be able to do this but i don't want to

[3:15:44] Voice 3: to remove anything from that funding um without knowing that we're not you know seriously impairing

[3:15:53] Voice 3: the function if if item three is not approved by council so i'm a little bit of a conundrum there

[3:15:58] Voice 3: and i i don't i don't know that making a sort of conditional recommendation is is appropriate in

[3:16:07] Voice 3: this case so

[3:16:08] Trustee Luckham: where i'm thinking so

[3:16:10] Trustee Luckham: i'll just say probably not but certainly you can speak to that

[3:16:14] Trustee Luckham: um at council or at fbc for that matter uh toby elliott

[3:16:23] Voice 11: um i'm not sure if there's been um

[3:16:28] Voice 11: uh any work done around how much a contract or how much the contracting for an administ

[3:16:34] Voice 11: the administrative support has been costing. But I think the concern that I keep hearing is

[3:16:43] Voice 11: budgeting for FTEs is, you know, that's a long-term decision and you can't go back on it.

[3:16:49] Voice 11: Then you're, you know, if you find you don't need, you know, we don't ever find we don't

[3:16:55] Voice 11: need somebody to do the work, but, you know, in a year or two, if the situation changes or

[3:17:00] Voice 11: our scope is reduced for instance we suddenly don't need that and we're you know still paying

[3:17:06] Voice 11: for that salaried position so do we have any numbers on you know if we were to reconsider

[3:17:13] Voice 11: that for this year and instead that work is contracted you know done by contractors or

[3:17:21] Voice 11: something for the year I don't remember if it was in a business case I think it might have been in

[3:17:27] Voice 11: an earlier one um just looking

[3:17:31] Voice 1: uh

[3:17:33] Voice 4: administration administrative

[3:17:35] Voice 5: coordinator i'm just looking through

[3:17:38] Voice 5: the options some of the recommended option is there you

[3:17:51] Voice 4: know we had a variant of this last

[3:17:52] Voice 4: term and a hundred thousand dollars was put aside and we've actually used that hundred thousand

[3:17:58] dollars which i'm happy to say around just this kind of support um but you know that would be

[3:18:05] more

[3:18:05] Voice 4: than you're moving from the budget for this budget so that you know it might solve a long-term

[3:18:10] Voice 4: problem but you know you might look at um if you're putting that in your minds maybe 50 percent

[3:18:21] Voice 4: dollars on a contractual basis for um the administrative position perhaps would be

[3:18:30] Voice 4: utilized throughout the year to address some of those things it wouldn't address the long

[3:18:34] Voice 4: long-term maintenance of mid-level administration and protocol agreement you know just we won't do

[3:18:43] Voice 4: that but we could get some assistance in that might take a little bit of pressure off and if

[3:18:47] Voice 4: i'm just trying to get to the right place in the agenda request was for 75 so if you put you know

[3:18:57] Voice 4: 40 000 or something like that that would be less than some of those dollars

[3:19:04] Voice 4: person like us please i

[3:19:07] Voice 11: mean having that in the but in the business case could be helpful because

[3:19:11] Voice 11: what we need to do is um make decisions based on long the long-term health well i'd like us

[3:19:18] Voice 11: to make decisions based on the long-term health of the organization and so if we propose cutting

[3:19:24] Voice 11: that as a you know we're not doing a full-time hire we're going to assume we'll spend 40 to

[3:19:31] Voice 11: of $50,000 in, um, to budget for contract work because the work needs to be done. And the same

[3:19:37] Voice 11: time with the admit, the meeting administrator, um, I don't think the same argument can exactly

[3:19:43] Voice 11: be made because we're already backfilling that role, uh, from staff and chairs, um,

[3:19:51] Voice 11: and minute takers. So, um, it's just making the argument for a full-time position.

[3:19:56] Voice 11: if that's turned down then we need to acknowledge we're going to be paying somehow

[3:20:05] Voice 11: we're not yeah so i don't have any suggestions i don't really want to see any of this

[3:20:13] Voice 11: um go under the axe i mean it's it's for further discussion but um i support all of these

[3:20:24] Voice 11: business cases being kept in and so where

[3:20:28] Voice 11: is the financial planning man or the financial manager

[3:20:30] Voice 11: case is that that was already approved maybe it

[3:20:35] Voice 4: hasn't been approved it's with fpc okay um already

[3:20:40] Voice 4: um arguably it could be here um because it says it's over overall a staffing question

[3:20:47] that FPC

[3:20:49] Voice 4: doesn't control staffing resources necessarily,

[3:20:53] Voice 4: but it still lives and will carry on.

[3:20:58] Voice 4: So

[3:20:59] Trustee Luckham: I might try and offer something

[3:21:04] Trustee Luckham: because of the fear of what the future looks like,

[3:21:10] Trustee Luckham: because I think we're gonna need more resources

[3:21:12] Trustee Luckham: in the future, not less, but that's fine.

[3:21:16] Trustee Luckham: presently that position is considered to be permanent but is there any reason why that

[3:21:21] Trustee Luckham: couldn't just be flagged as temporary one year like not permanent

[3:21:26] Voice 4: number three uh

[3:21:28] Trustee Luckham: yeah oh that's

[3:21:30] Voice 4: an interim step that you could consider and

[3:21:33] Trustee Luckham: that would make it maybe more palatable they're not

[3:21:35] Trustee Luckham: committing in the long term for something um because when i look at the work that is being

[3:21:40] Trustee Luckham: undertaken here there is a necessity for that support and given that there's potential to

[3:21:45] Trustee Luckham: reduce the budget uh up on the top section on item one that that this would become even more

[3:21:51] Trustee Luckham: significant and i think that actually an in-house resource of this nature on these complex topics

[3:21:58] Trustee Luckham: may just be simply better than a contractor that maybe has this different global focus so if we

[3:22:05] Trustee Luckham: were supporting a reduction in item one and changing the administrative coordinator position

[3:22:11] Trustee Luckham: to when you're temporary maybe that would help us

[3:22:16] Voice 4: eventually you're going to have to deal with

[3:22:20] Voice 4: the new committees like how

[3:22:22] Voice 4: are you going to run the governance committee accessibility committee

[3:22:28] Voice 4: and the i haven't got an answer for you um we the if we keep staffing current

[3:22:40] Voice 4: we'll stop doing something else or do a slightly worse job at everything we're currently doing

[3:22:45] Voice 4: those are right those are kind of the most obvious um gray solutions to a colorful problem

[3:22:56] Trustee Luckham: right right and i'll just say keep in mind that there is a suggestion to reduce um the

[3:23:03] Trustee Luckham: next item by a certain amount of money as well so vice chairs what by motion do you would you

[3:23:11] Trustee Luckham: like to do here if

[3:23:19] Voice 5: we don't make a motion then it goes as is and we'll

[3:23:23] Trustee Luckham: have to discuss it at

[3:23:23] Trustee Luckham: council which is fine and i see david nodding there that grim reality okay i'm for the time

[3:23:33] Trustee Luckham: available to us i'm going to move on and take us to the next item thank you for this i realize this

[3:23:39] Trustee Luckham: is a difficult thing to do go ahead for you so

[3:23:42] Voice 4: then we will communicate tomorrow at fpc

[3:23:47] Voice 4: there might be the quick pro quo that vice chair peterson brought up but i guess that's what julia

[3:23:52] Voice 4: is coming back on screen she's looking for direction from this committee which is fine

[3:23:56] Voice 4: to fbc tomorrow and i'm here to tell you julia that there isn't anything

[3:24:00] from a budget reduction perspective

[3:24:01] Voice 4: at least at this moment in order to meet tomorrow go ahead

[3:24:07] Trustee Luckham: julia uh

[3:24:09] Voice 2: i would ask for a motion to that effect so where we've seen uh this happen at the island's

[3:24:14] Voice 2: stress conservancy board uh no changes were made to the budget request they passed a resolution

[3:24:18] Voice 2: to indicate that we've got formal record um so to be consistent and to make sure the message

[3:24:23] Voice 2: is relayed that would be ideal okay

[3:24:26] Trustee Luckham: by shares so i'm going to move that the executive committee

[3:24:36] Trustee Luckham: advised financial planning committee that no budget reductions have been considered

[3:24:42] Trustee Luckham: um is that operational is that what you call that what do you call that regarding your your request

[3:24:50] Trustee Luckham: uh i'm sorry perhaps

[3:24:55] Voice 11: chair budget consider budget reductions were considered um but not um advanced

[3:25:07] Voice 11: sure no

[3:25:09] Voice 3: recommended reductions no

[3:25:11] Trustee Luckham: no recommended reduction perfect thank you do you catch that um

[3:25:20] Trustee Luckham: I'm watching the clock as always, you know, so I'm just going to say, do we understand

[3:25:25] Trustee Luckham: the motion? I think we do. All those in favor? Any opposed? None opposed. That carries. Now

[3:25:33] Trustee Luckham: we get to the next difficult question. And I just want to acknowledge that financial

[3:25:39] Trustee Luckham: budget creation is the most difficult thing we do. It's really all about trading off stuff.

[3:25:45] Trustee Luckham: So let's go to the next item. This is the policy statement budget.

[3:25:53] Trustee Luckham: Takes me a while to get there. There's all these business cases.

[3:26:00] Trustee Luckham: So who's going to present this item?

[3:26:03] Voice 10: Chair, I'm happy to.

[3:26:05] Trustee Luckham: Thank you very much. Claire, over to you.

[3:26:07] Voice 10: Hi there. So this is your business case with revisions to present to the Financial Planning

[3:26:14] Voice 10: committee or forward on to them for their consideration. You might remember that

[3:26:18] Voice 10: financial planning committee asked that there be a $50,000 cap on the project.

[3:26:22] Voice 10: So we have reworked the business case to reflect that financial cap.

[3:26:28] Voice 10: The business case is the $50,000 is being allocated with $25,000 to implementation of

[3:26:34] Voice 10: the communication strategy which you'll get at your next meeting and council will also see.

[3:26:38] Voice 10: with $20,000 towards public engagement and $5,000 for legal advice on the draft.

[3:26:45] Voice 10: Within the public engagement piece, of course, this is really a light version of public engagement

[3:26:51] Voice 10: that would be delivered through local trust committees and Bowen Island Municipality

[3:26:54] Voice 10: because, of course, a great big trust-wide engagement would be far exceeding that budget

[3:26:59] Voice 10: and maybe too much, given that you've already just done one in the last year.

[3:27:05] Voice 10: so at this point that's what is being recommended through this business case

[3:27:08] Voice 10: and we are happy to take comments or make changes prior to forwarding we will make amendments

[3:27:14] Voice 10: tonight and forward on to the financial planning committee as a late item for tomorrow

[3:27:18] Voice 10: but this is consistent with the project charters that you saw earlier on your agenda

[3:27:24] Trustee Luckham: perfect thank you so i'll just ask vice chairs if there's any questions or any other changes

[3:27:30] Trustee Luckham: changes. Otherwise, I would look for a motion based on the recommendation.

[3:27:35] Trustee Maude: Okay. I'll move the Executive Committee Amendments Budget Recommendation of the

[3:27:39] Trustee Maude: Financial Planning Committee for the fiscal year 2023-24 budget by reducing Policy Statement

[3:27:45] Trustee Maude: Amendment Project funding to $50,000 and forwarding the amended Policy Statement Amendment Project

[3:27:50] Trustee Maude: 2023-24 business case to the Financial Planning Committee.

[3:27:54] Trustee Luckham: I move to have a seconder. Trustee, Vice Chair Elliott. Thank you very much. Thank

[3:28:01] Trustee Luckham: Thank you very much, David, for the motion.

[3:28:02] Trustee Luckham: Any discussion,

[3:28:05] Voice 5: Vice Chair Peterson?

[3:28:10] Voice 3: Yeah, I'm in favor of moving this forward.

[3:28:14] Voice 3: And I just want to take a moment to recognize

[3:28:16] Voice 3: that this business case now represents

[3:28:20] Voice 3: a $90,000 reduction from the original business case,

[3:28:25] Voice 3: which is a significant,

[3:28:28] Voice 3: less than half of the original budget.

[3:28:31] Voice 3: So thank you for that.

[3:28:32] Trustee Luckham: Thank you very much for acknowledging that, Tim.

[3:28:35] Trustee Luckham: And thank you to staff for working with us to try and keep this going at a reasonable cost.

[3:28:42] Trustee Luckham: Any further discussion?

[3:28:44] Trustee Luckham: Then I'll call for the vote.

[3:28:45] Trustee Luckham: All those in favor?

[3:28:47] Trustee Luckham: That carries.

[3:28:48] Trustee Luckham: So thank you.

[3:28:49] Trustee Luckham: Vice Chair, okay, that's good.

[3:28:52] Trustee Luckham: So I'm going to now move on to 9.2.2.1, I believe, Agreement with Snod and Ostrich Nation, Request for Decision.

[3:29:02] Trustee Luckham: Where is that?

[3:29:03] Trustee Luckham: Right here.

[3:29:03] Trustee Luckham: So that's Trust Area Services again.

[3:29:05] Trustee Luckham: Director Freighter, are you going to?

[3:29:07] Voice 10: Yes, thank you. I'm bringing you this request for decisions so we can get a resolution

[3:29:12] Voice 10: authorizing the work on this potential protocol agreement. This is being worked on at the request

[3:29:18] Voice 10: of Sonowis Council. We've had some preliminary meetings and their lawyer has provided us with

[3:29:23] Voice 10: a draft. So we are already sort of in this project, but we'd like formal executive committee

[3:29:29] Voice 10: direction to be undertaking the work. So we would hope to have something from our council,

[3:29:34] Voice 10: Council but that remains to be seen with our workloads and so on so we'll see if we can do it

[3:29:38] Voice 10: if it's achievable it likely comes as a late item to your next meeting and it may not

[3:29:43] Voice 10: well we'll do

[3:29:44] Voice 10: our

[3:29:44] Trustee Luckham: best okay thank you thank

[3:29:46] Trustee Luckham: you I'm excited to see this advancing any questions or remarks

[3:29:54] Trustee Luckham: otherwise a motion would be more than appropriate Vice Chair Peterson

[3:29:58] Trustee Luckham: Thank you, Susan.

[3:30:00] Voice 3: I just have one question, which was in respect to furthering reconciliation with all of the First Nations associated in the Honest Trust area.

[3:30:12] Voice 3: And this is an important step, just reflecting a caution that I had heard directly from First Nation around advancing protocols in essentially what's a siloed or individual manner.

[3:30:33] Voice 3: And just, you know, I was sort of cautioned around that.

[3:30:36] Voice 3: And I understand we're sort of constrained in how we can do business, but just wonder if there's any comment on that.

[3:30:43] Voice 10: Well, what I will say is we will seek some legal advice.

[3:30:45] Voice 10: The protocols are generally around relationship.

[3:30:49] Voice 10: And so there won't be any commitments around anything that would be disadvantageous to another nation.

[3:30:56] Voice 10: Simply trying to ensure good relations between all is the hope and intent.

[3:31:00] Voice 10: If nations, a group, you know, if different nations wish to come to us and have one protocol that spanned many, we could certainly contemplate that.

[3:31:07] Voice 10: but at this point i think if we're working on good relations it's just a way of

[3:31:11] Voice 10: um having a guide by which we're going to work together right okay

[3:31:18] Trustee Luckham: um your hand's still up tim

[3:31:20] Trustee Luckham: you want to make a motion uh

[3:31:22] Voice 3: yeah i was just going to say uh thank you director freighter for that

[3:31:25] Voice 3: and uh i'll i move that executive committee request staff to cooperate with nanos first

[3:31:32] Voice 3: nation to develop a protocol agreement for trust

[3:31:34] Voice 5: council's consideration jaylock may have frozen

[3:31:50] Voice 5: everybody's giving this a real thought this

[3:31:52] Voice 11: is a this is a tough one

[3:31:58] Voice 3: i've been like that quite often um well knowing that he's in uh uh moved locations already once

[3:32:07] Voice 3: today i'm guessing this is a technical issue yeah

[3:32:11] Voice 11: does somebody else want to take over and

[3:32:15] Voice 11: i

[3:32:16] Voice 4: think you could nominate someone

[3:32:18] Voice 5: to be a

[3:32:28] Voice 5: where were we in the actual debate were we just

[3:32:31] Voice 4: working well we're waiting

[3:32:32] Voice 3: for a secondary

[3:32:34] Voice 3: well which i can do yeah it was was moved and someone raised hand for a second but

[3:32:39] Voice 3: i think uh before that was acknowledged by the chair uh he disappeared yes

[3:32:49] Voice 11: so we have

[3:32:50] Voice 11: a seconder in mind i think

[3:32:51] Voice 11: yes let's move keep moving on so should we call the vote

[3:32:55] Voice 3: all in favor procedurally do we need to

[3:33:00] Voice 5: nominate to someone to be the the acting chair david would

[3:33:08] Voice 5: say yes and i would say no okay well let's make david happy yeah

[3:33:13] Voice 6: so i was going to say no you can

[3:33:14] Voice 6: just uh choose mr luckham's coming back do

[3:33:19] Voice 3: we have you back sir

[3:33:20] Voice 3: yes you

[3:33:21] Trustee Luckham: do did somebody call

[3:33:22] Trustee Luckham: all the vote and call it in favor?

[3:33:28] Trustee Luckham: That's fantastic.

[3:33:29] Trustee Luckham: So where are we?

[3:33:33] Trustee Luckham: All those in favor?

[3:33:36] Trustee Luckham: Any opposed?

[3:33:37] Trustee Luckham: None opposed?

[3:33:38] Trustee Luckham: Thanks.

[3:33:39] Trustee Luckham: Who knows what happened there?

[3:33:41] Trustee Luckham: Anyway, let us move on to the next item.

[3:33:44] Trustee Luckham: Thank you, staff, for the work.

[3:33:45] Trustee Luckham: 9.2.4.1, actual forecasted over-expenditure briefing.

[3:33:49] Trustee Luckham: briefing i'm guessing that must be director mobs but ceo are you gonna offer no

[3:33:56] Voice 4: i'm happy to hand

[3:33:57] Voice 4: this over spending one over to director mobs

[3:33:59] Trustee Luckham: that's perfect okay director mobs thank you for

[3:34:03] Trustee Luckham: this uh

[3:34:05] Voice 2: thanks executive um i see oh yeah i'm still there uh so

[3:34:10] Voice 2: we do have a financial policy

[3:34:11] Voice 2: uh with trust council that says that if there's going to be actual or forecasted overspending in

[3:34:17] Voice 2: any general ledger item to a magnitude of twenty thousand dollars or more that there is reporting

[3:34:23] Voice 2: required out to executive committee with a cc of the correspondence to financial planning committee

[3:34:28] Voice 2: as well so during the recent forecast we did identify two accounts that are looking like

[3:34:34] Voice 2: they're going to be overspent by that magnitude or more both of them relate to legal we have talked

[3:34:40] Voice 2: a lot about legal costs i think at this committee recently so i don't think this is going to be a

[3:34:45] Voice 2: surprise. What we're seeing is a forecasted overspending of about $23,000 on legal general

[3:34:50] Voice 2: expense. We do have an almost equal offsetting underspending on bylaw enforcement legal. And so

[3:34:57] Voice 2: those two accounts are actually going to offset each other for a net overspending of nil. We also

[3:35:04] Voice 2: see a planned or forecasted overspending of about $67,000 related to legal litigation defense.

[3:35:10] Voice 2: fence we don't currently have any lines identified to specifically offset this if executive committee

[3:35:15] Voice 2: would like to give direction to staff to mitigate this overspending now would be the time to do that

[3:35:21] Voice 2: i will note that the third quarter financial forecast on an overall islands trust basis

[3:35:27] Voice 2: indicates that we are unlikely to spend our full budget this year and so this area of overspending

[3:35:34] Voice 2: will be offset by other areas in the trust that are underspending. However, we are required to

[3:35:40] Voice 2: report out on individual items when they're going to be overspent significantly. We haven't put a

[3:35:45] Voice 2: lot of detail in this briefing around the specific legal cases that are increasing our defense costs

[3:35:50] Voice 2: because some of that conversation will land us in an in-camera situation. If the committee does

[3:35:56] Voice 2: have questions around the specifics, we could answer those in camera, but for now we've just

[3:36:00] Voice 2: got generic information uh indicating that it's local trust committee defense that's taking up

[3:36:05] Voice 2: most of that budget questions uh and also the director of planning can probably respond to

[3:36:12] Voice 2: specific items if there are any related legal cases okay

[3:36:16] Trustee Luckham: thank you director mob this is just

[3:36:18] Trustee Luckham: a briefing um for our information so i'll just ask are there any questions of clarity from either the

[3:36:23] Trustee Luckham: the director of local planning services uh vice chair elliot um

[3:36:29] Voice 11: this isn't directly related but

[3:36:31] Voice 11: i'm just trying to learn more when a local trust committee overspends its annual budget of five

[3:36:37] Voice 11: thousand dollars um how is that recorded and balanced out so

[3:36:45] Voice 2: we would uh see that overspending

[3:36:48] Voice 2: in the system there would be no trigger to report out to executive committee and financial planning

[3:36:53] Voice 2: in committee unless that overspending hit 20 000 or higher um but it would be reflected in the

[3:37:01] Voice 2: overall accounting and all the local trust committee reports we

[3:37:07] Voice 5: would we i think what i

[3:37:08] Voice 5: i don't recall that happening by me mr chair right any significant extent and the planners

[3:37:15] would come back and say oh there's been a

[3:37:18] Voice 4: request for fifteen thousand dollars instead of the five

[3:37:20] Voice 4: $5,000 from an LTC that would go to the RPM who then filtered through and there'd be a discussion

[3:37:29] so

[3:37:29] Voice 4: unless Julia corrects me we have not seen big LTC overspends not

[3:37:37] Voice 11: big ones but it's it's an area

[3:37:41] Voice 11: that I'm wondering if it's being tracked like there's a $3,000 overspend in South Penders for

[3:37:48] Voice 11: for instance. So, um, achieving, I know there's, we want to have equity across the trust areas.

[3:37:58] Voice 11: And so everybody has the same amount and how they'd spend their dollars is up to the needs

[3:38:03] Voice 11: of the community. It's, it's, it's interesting to me that we're not, um, we don't budget trust

[3:38:12] Voice 11: committee areas for population size or per capita or needs. It's just that $5,000 cap. And then

[3:38:20] Voice 11: then there's no monitoring over how much is overspent or not.

[3:38:29] Voice 5: Director Mobs.

[3:38:32] Voice 2: So, yeah, I like your line of thinking there,

[3:38:34] Voice 2: looking at sort of population and specific driving factors

[3:38:37] Voice 2: for local trust committee budgets.

[3:38:40] Voice 2: That's certainly something that I think historically

[3:38:43] Voice 2: has been contemplated to some extent,

[3:38:45] Voice 2: but not necessarily kept up to date.

[3:38:47] Voice 2: So as factors have changed,

[3:38:49] Voice 2: I don't think those values necessarily have been looked at in fine detail.

[3:38:53] Voice 2: One of the things with overspending for local trust committees and also for business units in general, overspending on a particular line is permitted if there is underspending elsewhere.

[3:39:06] Voice 2: elsewhere so if a local trust committee is identifying that they're underspending on

[3:39:11] Voice 2: meeting expense for example or on travel there is certainly there's permission to overspend in

[3:39:19] Voice 2: a different budget area as long as the total budget assigned to an area is falling within

[3:39:24] Voice 2: budget limits so if we're seeing a three thousand dollar overspend on special projects for example

[3:39:29] Voice 2: if it's underspent elsewhere there's no problem with that and that is outlined in the budget

[3:39:34] Voice 2: adjustment and control policy um i think the wording of that policy could be clarified

[3:39:40] Voice 2: um but it's some great reading if you want to go go check it out and the local trust committee

[3:39:44] Voice 2: financial reports should absolutely be reflecting uh total spending and that three thousand dollar

[3:39:49] Voice 2: overspend would be reflected there okay

[3:39:53] Trustee Luckham: thank you director mobs and i would just say as in the role

[3:39:57] Trustee Luckham: of vice chair if you see that happening uh bring it to the ec for so that we can be broadly aware

[3:40:04] Trustee Luckham: aware of and make sure that Julia does catch up to it. But the CEO is right. I've never seen any

[3:40:10] Trustee Luckham: gross over expenditure in any LTC. Staff keep us in line, actually. Okay. So if there's no other

[3:40:20] Trustee Luckham: questions on this one, I'm going to keep us moving. And that's going to take us to LTC Chair's

[3:40:26] Trustee Luckham: report on local advocacy topics. Is there anything on a local advocacy topic that needs to be

[3:40:32] Trustee Luckham: reported out to ec not seeing any hands i will just let you know that i'm really dissatisfied

[3:40:41] Trustee Luckham: with nav canada who's trying to push their aircraft into our airspace and i yeah and i

[3:40:48] Trustee Luckham: can't help notice in the news about other issues associated with things coming into canadian air

[3:40:54] Trustee Luckham: airspace. I have asked for an extension to the consultation period for the Islands Trust

[3:41:05] Trustee Luckham: because it came very late with inadequate public consultation, I think. And so I haven't heard

[3:41:12] Trustee Luckham: back from anybody at NAV Canada at this point. So we'll see how that goes. So that's it for

[3:41:18] Trustee Luckham: local advocacy. I think we'll keep moving on that.

[3:41:22] Voice 5: Director Frater has her hand up.

[3:41:23] Voice 5: Oh,

[3:41:24] Trustee Luckham: Director Fader, go ahead.

[3:41:27] Voice 10: I was just going to mention that related to that,

[3:41:29] Voice 10: we have a referral advocacy request to Executive Committee

[3:41:32] Voice 10: that we'll put on your next agenda.

[3:41:34] Trustee Luckham: From NAV Canada?

[3:41:36] Voice 10: No, regarding NAV Canada.

[3:41:38] Trustee Luckham: Okay.

[3:41:38] Trustee Luckham: At the

[3:41:38] Voice 10: moment, I can't remember which LTC passed it,

[3:41:41] Voice 10: but I have seen that we'll be producing that for your next agenda.

[3:41:43] Voice 10: So we'll bring it back to you

[3:41:44] Voice 10: for consideration then.

[3:41:45] Trustee Luckham: Well, that's good then.

[3:41:48] Trustee Luckham: And in fact, what's really frustrating about that process

[3:41:50] Trustee Luckham: is try and find somebody you can actually talk to or email directly

[3:41:54] Trustee Luckham: on nav canada site not possible that i could find i'm going to move on invitation to register with

[3:42:01] Trustee Luckham: bc coastal marine strategy uh email was here um that's it this obviously just to me seems to be

[3:42:09] Trustee Luckham: an advocacy thing uh director freighter do you have any advice on this one

[3:42:14] Voice 10: um yes so just as

[3:42:16] Voice 10: background um the trust has advocated previously at ubcm and in meetings with ministers around the

[3:42:22] Voice 10: need for a coastal marine strategy and has asked to be involved in the development of it. There's

[3:42:27] Voice 10: now an intentions paper out with a deadline for comment of April 14th, but the major engagement

[3:42:32] Voice 10: about the strategy is happening during Trust Council. So,

[3:42:35] Voice 10: Laurie, if you could scroll back up

[3:42:37] Voice 10: to the agenda context notes, we've noted for Executive Committee that because it's been

[3:42:42] Voice 10: scheduled during Trust Council and because Executive Committee had met with the Minister

[3:42:46] Voice 10: and requested that Council be involved, we've reached out to provincial staff to inquire

[3:42:51] Voice 10: or whether another session could be held for council and they have indicated that yes they'd

[3:42:56] Voice 10: be willing to do that and if this is something the trust still wants there are three potential

[3:43:01] Voice 10: dates which are the 13th 17th or 23rd so at this point staff are really just seeking an indication

[3:43:06] Voice 10: from executive committee of you know where do you place yourselves in terms of advocacy on this

[3:43:11] Voice 10: topic do you anticipate asking staff to work on a conflict an advocacy consultation response for

[3:43:19] Voice 10: mid-april um yeah and do you want to offer this sort of training awareness raising opportunity

[3:43:24] Voice 10: for council okay

[3:43:26] Trustee Luckham: thank you i see tim uh peterson you get your hand up over to you

[3:43:32] Voice 3: uh thank you

[3:43:34] Voice 3: chair uh i was looking reading this with interest earlier and uh i do see value in uh and offering

[3:43:42] Voice 3: this to trust council um looking at the dates uh i i already have a preference which would be the

[3:43:50] Voice 3: the 23rd, just based on my schedule,

[3:43:53] Voice 3: but I'm happy to hear from what other vice chairs think,

[3:43:57] Voice 3: but I think it'd be great to take advantage

[3:44:00] Voice 3: of this opportunity for trust council.

[3:44:04] Trustee Luckham: Right, thank you.

[3:44:05] Trustee Luckham: And I agree, it would be good to take advantage

[3:44:07] Trustee Luckham: and maybe we could just do a survey monkey

[3:44:09] Trustee Luckham: and pick one of the three dates they've offered

[3:44:12] Trustee Luckham: based upon the majority of people that were interested

[3:44:15] Trustee Luckham: and able to attend and then just go for it.

[3:44:17] Trustee Luckham: The advice to anybody else remarks on that?

[3:44:20] Trustee Luckham: David Maude, no.

[3:44:22] Trustee Luckham: No, Toby. So, do you want a motion for some direction there?

[3:44:27] Voice 1: Yes, please.

[3:44:30] Trustee Luckham: So, do you want me to run with that, Tim, or do you want to run with it?

[3:44:36] Trustee Luckham: So, I'm going to move that EC request staff to poll trustees for participation in a BC Coastal Marine Strategy Policy Forum with the dates provided by the agency, seconded by David Mott.

[3:44:58] Trustee Luckham: I think you get the idea of it. Any further? All those in favour? That carries.

[3:45:07] Trustee Luckham: Okay. I'm going to move on. The next item is Vancouver Island Coastal Community's Climate

[3:45:12] Trustee Luckham: Leadership Plan. Interesting. We've got a formal request here for our participation. Just give you

[3:45:18] Trustee Luckham: a little bit of background there. I participated in that the last four years. Granted, my

[3:45:23] Trustee Luckham: participation was a bit spotty because it often conflicted with other events. They were meeting

[3:45:29] Trustee Luckham: quite regularly have done a significant amount of work i think which is important to the islands

[3:45:33] Trustee Luckham: trust i even facilitated one of the helped facilitate one of the sessions that they had

[3:45:39] Trustee Luckham: they've been doing a lot of first nations engagement seeking some federal and provincial

[3:45:43] Trustee Luckham: funding for a climate action a plan and i think it would be reasonable for one or more of us to

[3:45:51] Trustee Luckham: to participate in this committee on a formal, regular basis.

[3:45:57] Trustee Luckham: And I don't know if anybody else has anything else

[3:46:00] Trustee Luckham: to add to this from the staff perspective,

[3:46:03] Trustee Luckham: but I think this is worthwhile,

[3:46:05] Trustee Luckham: but it does require one or more of us,

[3:46:07] Trustee Luckham: and I think it'd be better to share the load on this,

[3:46:11] Trustee Luckham: take, make a commitment to participate

[3:46:13] Trustee Luckham: on their meeting schedule.

[3:46:17] Trustee Luckham: Vice-chairs, any of you interested in participating in this?

[3:46:20] Trustee Luckham: how about a motion and a point so and so vice chair elliott i saw you waving there i'd be

[3:46:35] Voice 1: interested in

[3:46:36] Voice 11: participating on a you know as a shared responsibility um i think my schedule is

[3:46:42] Voice 11: really filling up but um it definitely is an area that interests me and i can see jumping it to um

[3:46:50] Voice 11: some of that so okay

[3:46:52] Trustee Luckham: so now cao i know i heard your voice there and i realized this letter was

[3:46:56] Trustee Luckham: written to you and do you have any remarks i

[3:46:59] Voice 4: do not sir

[3:47:00] Trustee Luckham: okay thank you so um i'm gonna seize the

[3:47:05] Trustee Luckham: moment and say uh the executive committee should appoint uh vice chair elliott to uh represent uh

[3:47:12] Trustee Luckham: the island's trust

[3:47:13] Trustee Luckham: executive committee on the vancouver island coastal community's climate

[3:47:17] Trustee Luckham: leadership plan oh

[3:47:19] Voice 11: what have i done well

[3:47:21] Trustee Luckham: i don't know but vice chair peterson is seconding it

[3:47:24] Trustee Luckham: And I would say that if there's an opportunity that you don't have the ability to attend, because I did find it challenging to attend, that let's get somebody else to jump in and at least try to have a continuity of participation there.

[3:47:38] Trustee Luckham: It's really worthwhile.

[3:47:39] Trustee Luckham: And there's a lot of really exciting people to work with there.

[3:47:43] Trustee Maude: Could I just ask what sort of the format of the meetings and frequency is?

[3:47:49] Trustee Luckham: It's once a month, I think probably minimum.

[3:47:51] Trustee Luckham: minimum and um there it's very well structured and uh you see there's a chair and a co-chair

[3:47:57] Trustee Luckham: and they bring formal presentations and stuff thing things in it meets a very high standard

[3:48:03] Trustee Luckham: but

[3:48:03] Trustee Maude: are these zoom meetings or in person oh

[3:48:06] Trustee Luckham: zoom meetings all zoom okay

[3:48:07] Trustee Maude: that helps a lot

[3:48:09] Trustee Maude: oh

[3:48:09] Trustee Luckham: yeah yeah climate change it's all got to be zoom so you okay there uh vice chair

[3:48:16] Voice 11: yes i'm

[3:48:18] Voice 11: I'm happy to do that. I just hope my time commitments don't preclude me because, yeah, it does sound like a really great venue and place to learn.

[3:48:24] Trustee Luckham: And I'd be happy to fill in on some of those occasions if you can't make it.

[3:48:28] Trustee Luckham: So all those in favor?

[3:48:31] Trustee Luckham: So that carries unanimously. Thank you for stepping up again, Vice Chair Elliott.

[3:48:37] Trustee Luckham: I'm going to move along. Stanich in the Protection Society, basically advising us when the next roundtable is.

[3:48:45] Trustee Luckham: i've sat on that other salt spring trustees have sat on that in the past it is kind of a southern

[3:48:51] Trustee Luckham: gulf islands uh regional area although the particular topic that's raised here um came up

[3:48:58] Trustee Luckham: at the last roundtable meeting and it's actually outside of our jurisdiction because it's in

[3:49:02] Trustee Luckham: bamberton um and there's some potential issues with that but um i think we could just receive

[3:49:09] Trustee Luckham: this information the vice chair peterson uh

[3:49:13] Voice 3: if i'm not mistaken i believe that the salt spring

[3:49:17] Voice 3: local trust committee uh uh approved appointment of uh trustee patrick who requested this at our

[3:49:26] Voice 3: meeting on the 9th perfect

[3:49:30] Trustee Luckham: that's how it's been in the past so let's uh stick with that model i

[3:49:35] Trustee Luckham: think david maude um

[3:49:37] Trustee Maude: if i understood this the salt spring local trust committee um range does that

[3:49:43] Trustee Maude: not go all the way down sandwich inlet yes

[3:49:45] Trustee Luckham: so

[3:49:46] Trustee Maude: so it is within our quote-unquote jurisdiction

[3:49:49] Trustee Maude: up

[3:49:50] Trustee Luckham: to the shoreline up to the shoreline not bam bamberton itself but

[3:49:55] Trustee Maude: a lot of the activities

[3:49:56] Trustee Maude: that people are concerned about are actually connected to the to the water

[3:50:01] Trustee Luckham: some of the issues

[3:50:02] Trustee Luckham: yes definitely abandoned abandoned and derelict vessels for instance yeah okay so i think then

[3:50:10] Trustee Luckham: that that's in hand i'm going to continue on um so we have two other pieces of correspondence

[3:50:17] Trustee Luckham: so we added as a result of our in-camera and oh i just closed that off um does anybody have

[3:50:25] Trustee Luckham: those two pieces of correspondence we

[3:50:29] Voice 4: can simply add the correspondence to the agenda i believe

[3:50:34] Voice 4: you

[3:50:35] Trustee Luckham: right so let me then ask if there's any discussion on those two pieces of correspondence

[3:50:40] Trustee Luckham: um i think that what's important about these two pieces of correspondence is it concerns a

[3:50:45] Trustee Luckham: potential or an express potential conflict of interest with a trustee and some bylaw

[3:50:50] Trustee Luckham: enforcement on galliano island and the executive committee is indeed taking that seriously but

[3:50:55] Trustee Luckham: does not plan for any immediate action pending other courses of legal action that are

[3:51:08] Trustee Luckham: underway and we don't want to make any presumptions about what the outcomes of those

[3:51:14] Trustee Luckham: might be is that satisfactory response anybody else have anything to add to that and then we

[3:51:21] Trustee Luckham: would just receive those for information oh and we were going to direct staff actually

[3:51:27] Trustee Luckham: to respond to the writers um about the position of the executive committee or the thoughts of

[3:51:36] Trustee Luckham: the executive committee at this time um does somebody want to make a motion to that effect

[3:51:41] Trustee Luckham: tim peterson uh

[3:51:44] Voice 3: yeah thank you cheryl that's what i was just going to bring up um i'm just

[3:51:49] Voice 3: going to wing it i move that executive committee request staff to respond to uh correspondence

[3:51:58] Voice 3: correspondence items 11.4

[3:52:02] Voice 3: and 11.5 thank you very much um and I don't know that we need a lot more

[3:52:13] Voice 3: detail do we no

[3:52:14] Trustee Luckham: I don't think we do okay okay

[3:52:17] Trustee Luckham: so move to have a seconder just trustee mod thank

[3:52:21] Trustee Luckham: you and uh call for the vote all those in favor that carries okay brilliant um okay let's go back

[3:52:31] Trustee Luckham: to my agenda working on multiple devices here right here okay so our next item then on the

[3:52:41] Trustee Luckham: agenda is to review and amend an amendment of the current work program typically that comes to us

[3:52:48] Trustee Luckham: amended um and so just asking you to reflect on that and whether or not there's any

[3:52:56] Trustee Luckham: anticipation or expectation that should be different than what's before us

[3:53:02] Trustee Luckham: and ceo do you have any remarks it's current as far as you're concerned i

[3:53:07] Voice 4: do think so sir

[3:53:08] Voice 4: thank you going forward to uh trust council certainly uh the trust council may inquire

[3:53:16] Voice 4: of you or task you new things in your plan over time i also think uh just the discussion on the

[3:53:23] policy statement was an important one today to land that that is a key

[3:53:26] Voice 4: you're the key driver

[3:53:28] Voice 4: around that project as it carries through.

[3:53:31] Voice 4: So, yeah, thank you.

[3:53:32] Trustee Luckham: Okay.

[3:53:33] Trustee Luckham: Thank you, sir.

[3:53:34] Trustee Luckham: So, therefore, we'll receive that for information.

[3:53:37] Trustee Luckham: And so this brings us to the conclusion of our agenda,

[3:53:40] Trustee Luckham: and I'm ever so grateful and thankful for the pace

[3:53:45] Trustee Luckham: at which we were able to conduct our business thoughtfully

[3:53:48] Trustee Luckham: and reach the end of our agenda.

[3:53:50] Trustee Luckham: So if there's no further business today, I will call for adjournment.

[3:53:55] Trustee Luckham: All those in favor?

[3:53:59] Trustee Luckham: Okay.

[3:53:59] Trustee Luckham: Okay, Tim Peterson, that

[3:54:01] Trustee Luckham: was in favor?

[3:54:02] Trustee Luckham: I just had one question.

[3:54:03] Voice 3: Yes, please.

[3:54:04] Voice 3: Yes, I am in favor.

[3:54:04] Voice 3: I just had one question, which is around the meeting on the 22nd.

[3:54:12] Voice 1: I

[3:54:12] Voice 3: am hoping to attend electronically and just wanted to make sure that that's a reasonable thing to hope for.

[3:54:24] Trustee Luckham: Yeah. Now, CAO, you can probably remind us that in-person meetings are in-person meetings. If

[3:54:32] Trustee Luckham: somebody can't attend in person, there is the ability for us to make a motion that that person

[3:54:37] Trustee Luckham: attend.