Islands Trust Council regular meeting, February 22, 2023

[0:00:00] Voice 6: getting started here this morning but uh uh i'll say i'm pleased in some respects to know that it's

[0:00:05] Voice 6: not just thetis island that's having trouble with ferry services it seems like it's broadly across

[0:00:10] Voice 6: the trust area so ferry services and the weather has uh has thrown some roadblocks in our way here

[0:00:18] Voice 6: today so i'm grateful that uh all of the vice chairs have managed to join us electronically

[0:00:23] Voice 6: electronically here in person today, as was possible, and let us begin.

[0:00:31] Voice 6: So this is the Executive Committee meeting of Wednesday, February the 22nd, and I just

[0:00:38] Voice 6: want to acknowledge that I'm grateful to be here in Ligonquin territory this morning in

[0:00:43] Voice 6: Victoria, and grateful every day waking up and working in the Amish Trust area, a rich

[0:00:49] Voice 6: rich historical place of which the opportunity to learn so much about where we live is available

[0:00:55] Voice 6: to us and encourage everybody to take those opportunities. Of course, my name is Peter

[0:01:02] Voice 6: Lockham. I'm elected on Theta Sound, which is in Lacks and in Penelope territory. And in fact,

[0:01:08] Voice 6: in the background here is the waters surrounding my island and Valdez Island. And I'm grateful to

[0:01:16] Voice 6: have that opportunity. Before I do a round of introductions, I just want to say one other

[0:01:21] Voice 6: thing that's on my mind this morning is I'm grateful to have the opportunity to work for

[0:01:26] Voice 6: the Island's Trust and work in Coachella's territory, but I'm also grateful for all the

[0:01:30] Voice 6: staff that work at the Island's Trust. Those of you that get up every day and come and do

[0:01:35] Voice 6: the important work that we do at the Island's Trust, particularly those of you that are parents

[0:01:39] Voice 6: that make lunches, get your kids to school and daycare, and then come into the office and do

[0:01:45] Voice 6: the important work of the Alliance Trust and I'm grateful for that every day. And so let us

[0:01:51] Voice 6: go around the table here and just introduce David Maughan, Vice Chair from Maine Island.

[0:01:56] Trustee Maude: Thank you very much Chair and welcome from the traditional people, home of the WSANIC people.

[0:02:02] I'm glad to

[0:02:03] Trustee Maude: have been able to make it here today despite BC's various efforts and hopefully it

[0:02:07] Trustee Maude: doesn't start snowing. Thank you.

[0:02:08] Voice 6: Okay and Toby Elliott, Gabrielle.

[0:02:12] Voice 6: Hello,

[0:02:13] Trustee Elliott: hello chair and staff. I apologize for not being able to make it over the Malahat, but just did not seem reasonable. I'm here, safe and cozy in my home on Gabriela Island, the unceded and traditional territories of the Sonamik First Nation and many, many Coast Salish people. Very grateful to be here today. Thanks.

[0:02:35] Voice 7: Thank you. And

[0:02:37] Voice 4: Tim Peterson up on Liskety.

[0:02:40] Voice 4: Good morning, joining you from Huete, Liskete Island, in the territory of many Coast Salish

[0:02:46] Voice 4: Nations and the Treaty Territory of the Tla'aman people. My snow interface with my internet here

[0:02:56] Voice 4: is a bit problematic, so hopefully I'm able to participate, but I'll be leaving my camera off

[0:03:01] Voice 4: in hopes of getting better audio to you all today.

[0:03:06] Voice 4: Okay,

[0:03:07] Voice 6: very good. Thank you. So in the room here in Victoria, I have Director Claire Freider, who is acting CAO. Our CAO is off on a much needed vacation, and I'm grateful for Claire Freider to step up in this role today.

[0:03:25] Voice 6: day. I also have Stefan Cermak, our regional planning manager in the room. Thank you, Stefan,

[0:03:29] Voice 6: for all the work you do across the region. And of course, Lori Foster, who makes sure that all of

[0:03:34] Voice 6: this stuff works, and grateful every day for your contribution to the work of the executive

[0:03:39] Voice 6: committee. Online, I didn't see any other folks, but there'll be no doubt others that might join

[0:03:45] Voice 6: us as the time goes by. Oh, I see David Mahler. Thank you, David, Director of Legislative Services,

[0:03:51] Voice 6: and thank you for all of your work here.

[0:03:55] Voice 6: I'm going to look to the calling the meeting for order

[0:03:59] Voice 6: and looking at the agenda.

[0:04:01] Voice 6: And I'm just trying to note that I'm going to add

[0:04:04] Voice 6: one additional item right at the get go here.

[0:04:06] Voice 6: And I just want to make a little motion associated

[0:04:09] Voice 6: with our policy and attendance of members

[0:04:11] Voice 6: at executive committee meetings electronically

[0:04:15] Voice 6: where it's an in-person meeting,

[0:04:16] Voice 6: just to make sure we're on the straight and narrow

[0:04:19] Voice 6: in that respect.

[0:04:19] Voice 6: but is there anything else that anybody would like to add or remove from the agenda

[0:04:25] Voice 6: not seeing anything okay so the agenda that i am working with includes the two or three items that

[0:04:31] Voice 6: were in the addendum um and so i'm just going to take it that they are on the agenda as presented

[0:04:37] Voice 6: director frederick you

[0:04:39] Voice 10: had talked about moving the closed meeting earlier on the meeting did

[0:04:41] Voice 10: you want to do that yeah

[0:04:42] Voice 6: and so the other thing i'd like to do actually is just advance the close

[0:04:45] Voice 6: portion of the closed meeting up to the beginning um for some information to get us started off

[0:04:50] Voice 6: off today and um and so if that's all right we'll make that agenda amendment

[0:04:55] Voice 8: as well there's some

[0:04:56] Voice 8: raised hands in the queue chair say again please there's some raised hands

[0:05:00] Voice 6: oh okay where are the

[0:05:04] Voice 6: raised oh i see that's not oh i see it's up in the far corner sometimes that hand in the left

[0:05:09] Voice 6: hand side gets blurred with the background um and someone suggested that maybe a different color

[0:05:14] Voice 6: might be helpful but i'll leave that up to you i'll try and keep an eye out toby elliott over

[0:05:18] Voice 6: sorry

[0:05:22] Trustee Elliott: trustee our vice chair peterson was first um i don't know if you if it matters um just very

[0:05:28] Trustee Elliott: quickly i wanted i'm not sure where we could add this but a brief discussion on um possibly sending

[0:05:34] Trustee Elliott: delegations delegates to the ubcm housing forum that's coming up in april and uh i'm not sure

[0:05:43] Trustee Elliott: or where we could discuss that um

[0:05:46] Voice 6: we haven't talked about uvcm attendance specifically

[0:05:52] Voice 7: well coming

[0:05:56] Voice 6: up sooner yeah let's add that to a new business um under 9.4

[0:06:08] Voice 7: c m housing attendance thank you for bringing that up to me i

[0:06:18] Voice 6: mistook that was actually at

[0:06:19] Voice 6: at the UDCM itself, that's a separate item.

[0:06:22] Voice 6: Okay, anything else?

[0:06:26] Voice 8: Vice Chair Peterson has his hand raised.

[0:06:28] Voice 8: He's got his camera off and he's in the panelist.

[0:06:33] Voice 8: He's in the

[0:06:33] Voice 8: participants list.

[0:06:34] Voice 6: Okay, well, thank you.

[0:06:35] Voice 6: I'll ask you

[0:06:35] Voice 6: to keep an eye on that.

[0:06:37] Voice 6: Tim Peterson.

[0:06:40] Voice 4: Thank you, Chair.

[0:06:41] Voice 4: I sent a notice of motion and I'm thinking that,

[0:06:48] Voice 4: I'm not sure where you want to put it,

[0:06:49] Voice 4: but uh it's to do with the uh policy statement amendment project uh

[0:06:56] Voice 6: so somewhere in 7

[0:06:58] Voice 4: .2

[0:06:59] Voice 6: yeah i think that um we'll just include that in the conversation at 7.2 unless i see some other

[0:07:06] Voice 6: advice from the acting ceo we'll just include it there i don't think it needs to be listed

[0:07:11] Voice 6: specifically appreciate you so much and

[0:07:15] Voice 4: that helps uh and i'm just going to send it to to uh

[0:07:18] Voice 4: to staff right now as well please

[0:07:21] Voice 6: absolutely do

[0:07:22] Voice 4: that okay

[0:07:24] Voice 6: anything else then i'm going to take it

[0:07:27] Voice 6: then the agenda be adopted as amended and we'll start to move on so the first matter of business

[0:07:35] Voice 6: then would be that uh and i'm just going to move motion i'll look for a second and i'm just

[0:07:41] Voice 6: winging this which um is not the best practice but i move that uh members toby elliott and

[0:07:47] Voice 6: tim peterson uh be provided the opportunity to attend the in-person meeting electronically i'll

[0:07:55] Voice 6: look for a second second second and um any discussion all those in favor and tim you're

[0:08:03] Voice 6: in favor

[0:08:04] Voice 7: let's go stand up okay

[0:08:07] Voice 6: you can see his hand and i can't i'm getting out of the corner

[0:08:10] Voice 6: the screen there wasn't that fun i maybe have to um change the mode okay so that carries uh

[0:08:18] Voice 6: unanimously thank you very much and that's just associated with our policy um which is now dated

[0:08:24] Voice 6: a bit and that it hasn't really caught up to the modern era of us needing a lot more flexibility

[0:08:29] Voice 6: with our meeting processes than we've had in the past so thank you for that um so i'm going to ask

[0:08:36] Voice 6: for a motion which is on page uh four of our agenda to go in camera and then we will be

[0:08:42] Voice 6: returning to this session um uh after that uh in camera session apologies to the members of

[0:08:49] Voice 6: the public but to stay tuned i don't imagine we'd be more than 15 or 20 minutes so director

[0:08:57] Voice 6: question okay i move to the bleeding be closed the public subject to section is 91

[0:09:01] C, G, and I

[0:09:03] of the community chartered in order to consider matters

[0:09:05] related to employee relations, litigation

[0:09:07] affecting the Isles Trust, and receipt

[0:09:09] of advice that is subject to solicitor

[0:09:11] Trustee Maude: client privilege and that the staff attend

[0:09:13] Trustee Maude: the meeting.

[0:09:15] Voice 6: Move to add a

[0:09:15] Voice 6: seconder. Toby Elliott, thank you.

[0:09:18] Voice 6: All those in favor?

[0:09:21] Voice 6: And Tim's hand is up also,

[0:09:23] Voice 6: so thank you. That carries. So we're

[0:09:25] Voice 6: going to go in camera. We're going to stop the recording

[0:09:27] Voice 6: and live broadcast

[0:09:29] Voice 6: and then we will return

[0:09:30] Voice 6: turn um let's

[0:09:32] Voice 8: say 15 or 20 minutes chair i notice there's one attendee in the uh queue if that

[0:09:38] Voice 8: person would like to remove themselves then they can come back and join but if i have to remove you

[0:09:43] Voice 8: then you might not be able to get back in so i see it's trustable in the attendees section

[0:09:50] Voice 8: perfect

[0:09:51] Voice 6: trustee boland who's attending as an attendee if you can drop out and rejoin us

[0:10:09] Voice 7: you're live okay

[0:10:12] Voice 6: so uh thank you for coming back and uh staying online to join us for the

[0:10:16] Voice 6: public meeting um we've just returned from an in-camera meeting and would like to rise

[0:10:23] Voice 6: and report that we have advanced trust council uh draft minutes uh for council in march we've

[0:10:30] Voice 6: also advanced litigation update a briefing both in camera items um to the uh trust council meeting

[0:10:37] Voice 6: for uh march and also we received a campaign uh regarding staff matters confidential staff matters

[0:10:45] Voice 6: and so with that we'll continue with our main agenda apologies for the change in the order

[0:10:51] Voice 6: and the delay um but um the first item of business here now is uh we're going to move uh minutes of

[0:10:59] Voice 6: are not available but will be returning to us at our next meeting but we're going to go to the

[0:11:05] Voice 6: follow-up action list opportunity for the directors to report out on the work program of the executive

[0:11:12] Voice 6: committee and so I'm going to go to page five of our agenda package and turn to the acting CAO

[0:11:23] Voice 6: to provide the CAO's report and you may as well follow on from that and provide your

[0:11:28] Voice 6: the Director of Trust Area Services report.

[0:11:32] Voice 6: Let's be clear about which role you're talking about

[0:11:34] Voice 6: when you get there.

[0:11:35] Voice 6: So over to you for your acting CEO report.

[0:11:37] Voice 10: Okay, thank you.

[0:11:39] Voice 10: Essentially, I don't have a lot to report

[0:11:41] Voice 10: as much of it as in your agenda package today.

[0:11:44] Voice 10: I will note we have full trustees on number seven there

[0:11:46] Voice 10: around the Coastal and Marine Strategy

[0:11:48] Voice 10: and we'll work towards arranging that event for trustees.

[0:11:51] Voice 10: We have a Conservancy Board member, Risa Smith,

[0:11:54] Voice 10: who is asking the Board permission

[0:11:56] Voice 10: to actually attend that event in person.

[0:11:58] Voice 10: So she'll be a good resource to Council should that occur.

[0:12:01] Voice 10: So she'll attend the provincial, the provincially-led one.

[0:12:07] Voice 10: And work continues on planning in-person Council meetings.

[0:12:11] Voice 10: And I imagine we're not going to have a lot of progress, Laurie,

[0:12:14] Voice 10: until such time as the Council agenda is out.

[0:12:17] Voice 10: Any further updates around Council planning?

[0:12:22] Voice 10: Not at this time, yeah.

[0:12:24] Voice 10: So that work continues in the background.

[0:12:26] Voice 10: It's a lot of work to organize in-person Council meetings.

[0:12:28] Voice 10: and so we'll deliver that news to you as we have it so are there any questions about russ's follow-up

[0:12:34] Voice 10: action items any

[0:12:36] Voice 6: questions no no there

[0:12:39] Voice 6: you go toby sorry

[0:12:42] Trustee Elliott: thank you chair um just a question

[0:12:44] Trustee Elliott: about the request to the province to um look at the funding formula i don't see it on the list is

[0:12:53] Trustee Elliott: that um still something that we're pursuing is it something we can bring up at trust council

[0:12:58] Trustee Elliott: Council because this is going to be a good budget discussion sure

[0:13:02] Voice 10: that's on that trust

[0:13:03] Voice 10: Council follow-up action list under 7.1.5 how about if we discuss it there okay

[0:13:08] Trustee Elliott: thanks okay

[0:13:11] Voice 6: uh your do you have a general report from the CAO's office so then why don't you give us your

[0:13:18] Voice 6: trust area services uh action list okay

[0:13:21] Voice 10: so I'm just wanting to let you know that um things are

[0:13:26] Voice 10: are on track again we are working towards um um here we are um i don't have a lot of an update

[0:13:34] Voice 10: for you the legislative monitoring chart you'll have seen in your agenda today um which you had

[0:13:38] Voice 10: asked us to move to every six months that is now resulting in a fairly long report so

[0:13:43] Voice 10: that will be

[0:13:43] Voice 10: something for you to reflect on it's also a chunk of work that happens for staff which i have to

[0:13:49] Voice 10: acknowledge mike richards as our grants manager really stepping into the breach to help me produce

[0:13:53] Voice 10: that report for you to have it but it will be something for council to reflect on whether the

[0:13:57] Voice 10: every six months schedule is working because it does end up with a lot of reading at once

[0:14:02] Voice 10: um a lot of the other items here have not yet moved forward um number eight i have reached out

[0:14:08] Voice 10: to um comox first nation around their potential um grant and aid request i have not heard back

[0:14:13] Voice 10: there's been a staff change there but i did forward it on to the new staff member and trustee

[0:14:18] Voice 10: elliott you are going to speak to the gabriella historical society which it looks like may have

[0:14:23] Voice 10: been forgotten um but at this time we are not anticipating a request from them either

[0:14:29] Voice 10: we think that that project has been completed without financial assistance from the trust

[0:14:34] Voice 10: leave a space there's just anything to add so

[0:14:38] Voice 6: vice chair peterson you have a question uh

[0:14:42] Voice 4: yeah um

[0:14:44] Voice 4: uh uh salt spring trustee mentioned to me that there was um there had been on our follow-up

[0:14:52] Voice 4: action list uh last term an item about establishing a protocol with the incoming uh lcc on salt

[0:15:01] Voice 4: spring and i just didn't see it on the list and i wonder if it's uh disappeared well

[0:15:09] Voice 10: i have no

[0:15:09] Voice 10: recollection of that certainly we can look into it what

[0:15:13] Voice 6: do you mean by protocol with

[0:15:15] Voice 10: the new um

[0:15:17] Voice 10: with the new uh what are they called the

[0:15:18] Voice 6: new community local

[0:15:19] Voice 10: community commission which is

[0:15:21] Voice 10: an advisory body to the electoral area director so it would be somewhat akin to a protocol agreement

[0:15:28] Voice 10: with uh an apc in a way although it is it is an elected body um so i actually i speak out of turn

[0:15:35] Voice 10: not doing all the law but maybe director sir mac will speak to that i

[0:15:39] Voice 5: think the more relevant

[0:15:40] Voice 5: question is was that or was that not a pull-up action item that got

[0:15:43] Voice 6: dropped i don't recall it

[0:15:45] Voice 6: it would require a motion from the ltc in order to maybe direct us it was that and i don't recall

[0:15:53] Voice 6: that okay

[0:15:55] Voice 10: we can we can look and see and report back to you at your next meeting if that was ever

[0:15:58] Voice 10: on the follow-up action list that we can recall and if not certainly the ltc could pass a

[0:16:02] Voice 10: recommendation to executive to consider that okay

[0:16:05] Voice 4: okay thank you thank

[0:16:08] Voice 6: you for raising that

[0:16:09] Voice 6: Tim uh any other questions for the director of trustee services

[0:16:17] Voice 7: oh Tim again Tim

[0:16:24] Voice 4: Peterson uh sorry chair I just forgot to take my hair down hand down

[0:16:27] Voice 4: it's

[0:16:28] Voice 6: all right um director frederick back to you for the overall report um

[0:16:32] Voice 10: certainly there was one

[0:16:34] Voice 10: final item I just wanted to update that chair luckham hasn't been in touch with san juan county

[0:16:37] Voice 10: and we'll

[0:16:38] Voice 10: work towards potentially a relationship um evolving with them over the next few months

[0:16:43] Voice 10: with potentially something in june for council yeah

[0:16:46] Voice 6: and so i directed them to engage with staff

[0:16:48] Voice 6: have you heard with them at all no so i might maybe remind them at post council okay

[0:16:53] Voice 10: um if i

[0:16:54] Voice 10: might under number nine two i just wanted to acknowledge the work of lori foster and getting

[0:16:58] Voice 10: all the letters out to um elected other elected officials regarding who's been elected this term

[0:17:03] Voice 10: it was a big big chunk of work and i'm grateful to her for taking that on so that work is now complete

[0:17:08] Voice 10: in terms of a further update from my team not much of one we are working towards a hiring of

[0:17:16] Voice 10: the senior intergovernmental policy advisor position with a hope they will start in april

[0:17:20] Voice 10: and we now have a leave with the senior policy advisor position is now on leave so i'll be

[0:17:27] Voice 10: looking at backfill options for that role as we're anticipating a leave of two months or so

[0:17:31] Voice 10: okay

[0:17:32] Voice 7: uh

[0:17:34] Voice 10: other than that um nope we're working forward towards helping you towards the next

[0:17:37] Voice 10: council meeting and look forward to uh supporting you in that network okay

[0:17:42] Voice 6: thank you uh any

[0:17:44] Voice 6: questions for the director sorry

[0:17:47] Voice 10: one more thing

[0:17:49] Voice 6: yeah one more thing um

[0:17:50] Voice 10: so number 14 on your list

[0:17:52] Voice 10: here is the agreement with senau's first nation sorry i forgot to highlight that earlier um that

[0:17:56] Voice 10: work is continuing um essentially the two lawyers for both parties are working out some potential

[0:18:01] Voice 10: amendments to the agreement how long that takes will affect our timeline in terms of bringing

[0:18:08] Voice 10: that forward to council if we

[0:18:10] Voice 1: can all agree

[0:18:11] Voice 10: on you know reach mutual agreement around a draft

[0:18:14] Voice 10: we will try to schedule a special meeting of executive to receive it probably on March 3rd

[0:18:20] Voice 10: which is a Friday but at this time it's premature we don't know if we're going to land it in time or

[0:18:24] Voice 10: not so we if if you hear from us that we're hoping to schedule a special meeting then you can have

[0:18:29] Voice 10: news that we think we've arrived in an agreement satisfactory to both parties for council to

[0:18:33] Voice 10: consider okay

[0:18:35] Voice 6: good thank you uh anything else no okay so then no questions i'm gonna move on here

[0:18:46] Voice 6: now to director of legislative services david marler okay

[0:18:51] Voice 1: thank you um yeah so the file faction

[0:18:54] Voice 1: list items on page six uh the first item is underway i expect to have a report here in june

[0:19:01] Voice 1: 13th and i'll give you a little bit more information about that in a minute the second

[0:19:06] Voice 1: item is the sponsorship policy that now target is for september 2023 that one i think i need to

[0:19:14] Voice 1: work with director of administrative services on that piece and then the final item there number

[0:19:22] Voice 1: three um the it's drafted it just hasn't gone out yet so i'll be sending that shortly

[0:19:28] Voice 1: So that's it for the follow-up action list, and I do have a brief director's report for

[0:19:33] Voice 1: you as well.

[0:19:35] Voice 6: Any questions on follow-up action list?

[0:19:37] Voice 6: No?

[0:19:38] Voice 6: Okay, over to you for your director report.

[0:19:40] Voice 1: Okay.

[0:19:41] Voice 1: So if you remember, Trust Council adopted a new Freedom of Information and Protection

[0:19:46] Voice 1: of Privacy by-law and model by-law for LTCs.

[0:19:50] Voice 1: So that will be going to the LTCs for consideration of adoption.

[0:19:55] Voice 1: option. We wanted to wait until after the election so that we can obviously some orientation. So I'll

[0:20:01] Voice 1: be getting a briefing ready for the clerks to put onto the agendas with recommendation to give

[0:20:07] Voice 1: first, second, third readings and move through it. That by law just updates the schedule and

[0:20:16] Voice 1: recognizes some new language in the FOI Act. While I'm on the FOI Act, there is a new provision

[0:20:24] Voice 1: in there under section 36.1.2.3 which requires all local governments and that includes the

[0:20:33] Voice 1: islands trust to have a privacy program and a privacy head which will likely be the ceo

[0:20:42] Voice 1: so i'll be working with senior management on that and we'll be briefing the executive committee as

[0:20:50] Voice 1: we need to do so. We currently, because we're under the provincial service, we're using the

[0:20:55] Voice 1: provincial privacy protocols. So likely that will get translated over into our own under this new

[0:21:03] Voice 1: piece of legislation. And then I'm also reviewing all of Trust Council's policies. You've got a lot

[0:21:12] Voice 1: and some of them date back to the early 1990s and have not been updated. And when you read them,

[0:21:19] Voice 1: They're not really relevant to what we have now.

[0:21:23] Voice 1: Some of them are just repeats of legislation.

[0:21:27] Voice 1: So what I'm planning to do is bring a comprehensive RFD through the executive committee with a recommendation for which of those to have council rescind,

[0:21:39] Voice 1: which which of those needs could be updated and make them more relevant and which we can just

[0:21:47] Voice 1: consolidate into a single policy we've got several policies all dealing with a similar issue

[0:21:54] Voice 1: and i'm also going to begin this year looking at trust council's administrative bylaws you've got

[0:22:01] Voice 1: some pretty old bylaws and i think we need to have a look at whether or not we need to update those

[0:22:09] Voice 1: so i'll be reporting back to you on that as well so that's where i'm at right now so any questions

[0:22:16] Voice 1: otherwise back to the chair thank you any

[0:22:19] Voice 7: questions for the director no

[0:22:23] Voice 6: okay thank you

[0:22:27] Voice 6: just reflective for future conversation it's interesting to think about policies are not

[0:22:34] Voice 6: Not bylaws that we're beholden to, but are agreed upon direction about how it is that we might do things.

[0:22:42] Voice 6: And certainly, as you've indicated, practices have changed on some of these since the 19th and supersede what might be the best practices indicated in the policy,

[0:22:55] Voice 6: which is a choice of council and our staff in order to ensure the operation of the business.

[0:23:03] Voice 6: But certainly it's worthy to consider updating policies, but some think that policies, we need to uphold them as if they were laws and bylaws.

[0:23:17] Voice 6: And that's simply not the case. It's just a preferred practice.

[0:23:21] Voice 6: And so that's our future conversation.

[0:23:25] Voice 6: I'm going to now move along on the agenda. I don't see Director Mobbs with us at the moment.

[0:23:31] Voice 6: and so i'll just turn to the cao if you have any remarks from um the director of administrative

[0:23:35] Voice 6: services uh

[0:23:37] Voice 10: no all of the financial planning committee items are being provided to council

[0:23:41] Voice 10: in your agenda package today the director is on a well-earned vacation for the week and we are

[0:23:47] Voice 10: working towards a news release that she has vetted that will issue later in the week around the draft

[0:23:51] Voice 10: budget advising the public that they can come to the public comment period of council to offer their

[0:23:56] Voice 10: use of English.

[0:23:58] Voice 6: Excellent and indeed a significant body of work in amendments to the proposed budget

[0:24:04] Voice 6: that will be forthcoming in the agenda package shortly. So thank you to Director Mott.

[0:24:10] Trustee Maude: Quick question, is the budget on the website in a separate bullet so it's easily accessed so people

[0:24:17] Trustee Maude: don't have to drill down through the agenda? I

[0:24:19] Voice 10: will ask the director. I think we don't typically

[0:24:21] Voice 10: do that for the draft budget because it makes it look like a fair complete

[0:24:26] Voice 10: but certainly we will be providing a link to the agenda package and I can speak with the director

[0:24:30] Voice 10: about what can be provided around the draft budget if that's your request certainly we can

[0:24:36] Trustee Maude: it's just because we're not doing the consultation this time so it might just make it a little bit

[0:24:39] Trustee Maude: easier for people to

[0:24:40] Voice 10: so are you thinking yeah so you're thinking instead of sending them to

[0:24:44] Voice 10: the agenda package have some kind of summary available yeah I'll speak for she is on vacation

[0:24:49] Voice 10: this week and then usually it's meant to go Friday so it may I'll have to advise it may not be

[0:24:53] Voice 10: yeah yeah

[0:24:54] Voice 6: time is rapidly passing yeah okay um well that's it from director of legislative

[0:25:03] Voice 6: trustee services now for some reason i don't see um director surmac listed here on the follow-up

[0:25:10] Voice 6: action list that must

[0:25:11] Voice 6: mean that his action list is complete and so that's excellent but i'm sure

[0:25:14] Voice 6: that you have some reporting out that you'd like to do so over to you uh sure thank you mr chair

[0:25:20] Voice 6: I'll

[0:25:21] Voice 5: be brief, as most of my updates are already in the Trust Council package, so it's nicely

[0:25:28] Voice 5: summarized there for Trust Council.

[0:25:30] Voice 5: I summarized some of the orientation we've been working on for the last quarter, the

[0:25:34] Voice 5: staffing issues that we've been having, and so on and so forth.

[0:25:38] Voice 5: So I'm happy to answer any questions that's on page 293 or so of the agenda package.

[0:25:44] Voice 5: But a couple of things that you won't see there is that I'm happy to report that our

[0:25:49] Voice 5: team is going well that creating the teams are going well in terms of uh the regional planning

[0:25:53] Voice 5: team the current planning team the local planning team so that's all um going great that's sort of

[0:25:59] Voice 5: in the report but you can see more about that and a little note about what uh the local community

[0:26:05] Voice 5: uh commission or local community and a little bit more detail it's not quite an apc like they

[0:26:11] Voice 5: actually say i was talking about it's uh it's more like an improvement district in a sense

[0:26:17] Voice 5: it what it does is it's providing a service to the regional district and this and they are an

[0:26:23] Voice 5: elected body to run the services of the crd in a rural area unincorporated area and this particular

[0:26:30] Voice 5: one will be absorbing all of salt spring crd the crd that's working on salt all of their

[0:26:37] Voice 5: crd's services which includes a lot parks liquid sewer weight uh solids sewer

[0:26:44] Voice 5: or economics, et cetera, et cetera, et cetera,

[0:26:46] Voice 5: parks, you name it.

[0:26:47] Voice 5: So, but what they do is they form,

[0:26:50] Voice 5: they'll get elected

[0:26:51] Voice 5: and then they'll discuss the issues and make decisions.

[0:26:54] Voice 5: But ultimately it boils down to the director

[0:26:56] Voice 5: then taking that direction that they vote on

[0:26:58] Voice 5: and going to the security board.

[0:27:00] Voice 5: He still represents singularly as a director of the board,

[0:27:03] Voice 5: but the LCC will form part of that body

[0:27:07] Voice 5: to make those decisions.

[0:27:08] Voice 5: So it's one step closer

[0:27:10] Voice 5: to some sort of different governance model

[0:27:12] Voice 5: hold on a big scale.

[0:27:14] Voice 10: Okay, thank you for that update. Apologies for misspeaking there. That's

[0:27:19] Voice 5: fine. It's evolving. Yeah, and if you want any more details about some of the report,

[0:27:26] Voice 5: I was really interested in what's going on in projects and in applications, but if you want

[0:27:32] Voice 5: more about that, I can give them to you or what have you.

[0:27:35] Voice 6: I think we'll continue on at the moment

[0:27:37] Voice 6: unless there's any specific questions for the director okay um so then i think that concludes

[0:27:45] Voice 6: our follow-up action list so um the next two items here are uh local trust committee chair

[0:27:52] Voice 6: updates from the ltcs that you're uh representing and um just ask if each of you i'll start in the

[0:27:59] Voice 6: room here with director uh trust vice chair maude if he has any reports on the ltcs um

[0:28:07] Voice 6: um just

[0:28:08] Trustee Maude: briefly um i think the the highlight this time is denman island um where bc fairways have

[0:28:16] uh decided to make efforts to cut down a whole bunch of trees in a way that uh was different

[0:28:24] Trustee Maude: than what they consulted with three years ago so we as an ltc are trying to facilitate some

[0:28:29] Trustee Maude: community discussions um the fact i've been dealing with emails just recently where we're

[0:28:35] Trustee Maude: actually setting up some meetings within the community that it's it's really messy um so

[0:28:42] Trustee Maude: it's it's sort of it's not an island's trust thingy but as we all know there are voids and

[0:28:47] Trustee Maude: and we have the ability to facilitate um things on island and we're making every effort to do that

[0:28:53] we just had the first in-person uh saturn meeting last week which was successful there wasn't any

[0:29:00] great excitement there um uh we we did we were graced with uh crd director brent who gave a

[0:29:06] long dissertation about crd which we appreciated um north

[0:29:11] Trustee Maude: pender we're going to a community meeting

[0:29:13] Trustee Maude: uh this saturday about zoning in the budget um they have a land use bylaw update which is very

[0:29:20] Trustee Maude: extensive um so that promises to be an exciting meeting um otherwise we're doing fine thank you

[0:29:26] Trustee Maude: Thank you David.

[0:29:29] Voice 6: I'm going to go to Trustee Peterson on the screen there because I can't see him so I want to make sure I acknowledge him being out there and then we'll come to you Vice Chair Elliott. So Vice Chair Peterson.

[0:29:41] Voice 6: here's thank

[0:29:43] Voice 4: you chair so had meetings on Galeano and Salt Spring earlier in the month looking

[0:29:51] Voice 4: forward to more meetings there next month as we work on establishing the priorities of the

[0:30:00] Voice 4: those LTCs for the coming term.

[0:30:02] Voice 4: And of note on Hornby Island at next Monday,

[0:30:11] Voice 4: we have a special meeting for a community information

[0:30:15] Voice 4: meeting around recommendations,

[0:30:19] Voice 4: speaking with the consultants about the OCP

[0:30:22] Voice 4: and short-term vacation rentals.

[0:30:25] Voice 4: Okay,

[0:30:28] Voice 7: thank you, Trustee, Vice Chair Peterson.

[0:30:30] Voice 6: So Vice Chair Elliott, over to you.

[0:30:33] Trustee Elliott: Thank you, Chair.

[0:30:35] Trustee Elliott: Really nothing new to report other than

[0:30:38] Trustee Elliott: I haven't had any meetings in the interim,

[0:30:40] Trustee Elliott: but South Pender LTC, I believe,

[0:30:43] Trustee Elliott: will hold a special meeting,

[0:30:44] Trustee Elliott: more of a hearing from the community

[0:30:48] Trustee Elliott: about future direction and setting priorities.

[0:30:51] Trustee Elliott: I may or may not be able to attend that,

[0:30:53] Trustee Elliott: but we've had a discussion,

[0:30:54] Trustee Elliott: and I think local trustees are happy

[0:30:57] Trustee Elliott: to be in their role listening to the community.

[0:31:00] Trustee Elliott: i'll support if i can but it's on a saturday and i'm not sure i can make the trip um and i was part

[0:31:06] Trustee Elliott: of this not us um protocol discussion and that was it was really wonderful to witness these two

[0:31:14] Trustee Elliott: governments uh and a nation coming together and discussing what are the matters of mutual

[0:31:20] Trustee Elliott: interest so i hope this will be a model for how we can um go forward with other nations in the

[0:31:25] Trustee Elliott: the trust area i'm really grateful to be part of that process okay

[0:31:30] Voice 6: thank you um and you do have a

[0:31:33] Voice 6: uh um a backup by share available to you for any of these ltcs that you might or should consider

[0:31:41] Voice 6: um i've forgotten

[0:31:44] Trustee Elliott: that okay

[0:31:48] Voice 6: doesn't always work out but it's a good idea right

[0:31:51] Trustee Elliott: thank you for that reminder um

[0:31:55] Voice 6: Um, um, my own, uh, area, um, haven't really had any LTC meetings, certainly looking forward

[0:32:02] Voice 6: to having, uh, Vice Chair Elliott come to chair of Thetis in the next, uh, week or so.

[0:32:07] Voice 6: Um, but, um, we are meeting on, on, uh, Gabriola, uh, uh, tomorrow, in fact, and looking forward

[0:32:15] Voice 6: to that where we're going to have a focused meeting on OCP amendments.

[0:32:19] Voice 6: And so we're looking forward very much to that with, with, in fact, the, um, APC.

[0:32:26] Voice 6: and indeed this non-office meeting happened there with regards to those areas that that nation has

[0:32:35] Voice 6: interests in a protocol agreement and it is an exciting moment for us to be looking at a protocol

[0:32:40] Voice 6: agreement again with nations which we haven't done in quite a few years and so indeed it could

[0:32:46] Voice 6: be a template for future work and hopefully that comes to pass as director frederick has remarked

[0:32:53] Voice 6: um ongoing correspondence from the chair's role um here working with staff getting ready for

[0:32:59] Voice 6: council meeting and finance and anything else that's going on a lot of balls in the air at the

[0:33:03] Voice 6: moment but anyway

[0:33:05] Voice 6: that's it from me unless there are any questions um and so without any questions

[0:33:10] Voice 6: i'm going to ask the honest trust conservancy liaison uh vice chair elliott do you have any

[0:33:17] Voice 6: uh words uh from the on stress conservancy uh

[0:33:22] Trustee Elliott: no um other than to say um we're keeping an eye on

[0:33:26] Trustee Elliott: the marine uh conservation and ocean protections uh discussion and i don't think the on the stress

[0:33:34] Trustee Elliott: conservancy has been involved um in that area for some time but uh manager kate emmings was able to

[0:33:42] Trustee Elliott: bring forward some previous advocacy work that had been done around oceans protection and there

[0:33:47] Trustee Elliott: is great interest in the board in um in being involved so as we've just heard risa smith will

[0:33:54] Trustee Elliott: attend the provincial uh forum and so yeah i'm just keeping tabs on that and trying to make

[0:34:01] Trustee Elliott: things available to the trust conservancy boards who aren't on those trustee email invites where

[0:34:06] Trustee Elliott: where appropriate okay

[0:34:08] Voice 6: that's great so thank you very much i think that does our reporting out

[0:34:13] Voice 6: section i'm inclined at the quarter after almost half past uh 11 here already um to push through

[0:34:21] Voice 6: until noon and then we'll have our lunch break i apologize for not giving you a bit of a break

[0:34:26] Voice 6: this morning but we did start a little late and so i'm hoping that's satisfactory um so this moves

[0:34:33] Voice 6: us to the next important part of our agenda and actually an important part of the role of the

[0:34:38] Voice 6: executive committee in uh in uh what is ostensibly administration of the honest trust bylaw approval

[0:34:44] Voice 6: and consideration and trust council meeting preparation which is the next section of our

[0:34:48] Voice 6: agenda and um just want to make note that um we're not necessarily debating the merits of any

[0:34:57] Voice 6: of the materials that are before us but we're wanting to be sure that they are ready for council

[0:35:02] Voice 6: to make informed decisions and so we'll be advancing these pieces to uh council there's

[0:35:09] Voice 6: some opportunity for us to reflect on some elements of it and that will become obvious as we go

[0:35:14] Voice 6: through what i normally do uh with these is which may or may not be a good practice according to

[0:35:21] Voice 6: your level of comfort with this is i go through this a section at a time and um we'll just use

[0:35:28] Voice 6: the executive section as a starter here which is item 7.11 through 7.1.11 and um make a rash

[0:35:41] Voice 6: assumption that they may be advanced to council as presented um but what i want and some of those

[0:35:49] Voice 6: may need be we will certainly want to spend some time on the schedule which is the first item

[0:35:54] Voice 6: but I'd like to get an early indication here of any items that any of you wish to speak to

[0:36:00] Voice 6: with respect in that section 7.1 1 through 7.11 1.11 that you wish to speak to otherwise I am

[0:36:12] Voice 6: inclined to forward them to council as presented so I'll just get a show of hands are there

[0:36:18] Voice 6: this might be a bit of a surprise for you so if you're not prepared that's fine you can always

[0:36:23] Voice 6: revisit them but um i want i'm just going to take the lead here and say i want to pull the schedule

[0:36:29] Voice 6: for uh discussion um and

[0:36:34] Voice 7: i think that's really the only one that i want to pull for discussion

[0:36:41] Voice 6: are there any other items through 7.1 2 through 11 that vice chairs would like to discuss before

[0:36:48] we advance

[0:36:49] Voice 6: them i'm seeing david maud nodding his head no eliot i

[0:36:56] Trustee Elliott: just wanted to discuss briefly

[0:36:57] Trustee Elliott: the follow-up action list of seven point one five one

[0:37:03] Voice 6: five yeah okay and vice chair Peterson

[0:37:07] Voice 6: anything there not

[0:37:11] Voice 4: at this time thank you great

[0:37:13] Voice 6: so then I'll give you an additional opportunity

[0:37:17] Voice 6: to reflect on that and I'll just start the discussion here on 7.11 and I'll turn to the

[0:37:23] Voice 6: acting cao um just to maybe summarize uh your thoughts with respect to the agenda and then

[0:37:30] Voice 6: we'll have a conversation amongst the vice chairs about this and of course this is an important

[0:37:36] Voice 6: moment here is to be sure that we have sufficient time on the agenda for discussion uh amongst

[0:37:43] Voice 6: trustees as well as sufficient time to advance the business of council and as is my want is to uh

[0:37:52] Voice 6: have council know what the expectations are in terms of the number of hours that we're meeting

[0:37:57] Voice 6: and when we're going to begin and end and um so i think that's an important aspect of

[0:38:03] Voice 6: chairing the meetings and we'll continue to do so unless i'm told otherwise so uh acting cao

[0:38:11] Voice 6: frader do you want to give us an overview on the schedule at all

[0:38:15] Voice 10: i'm happy to um can certainly

[0:38:18] Voice 10: note you've got the policy statement item for discussion on the afternoon of the Tuesday to

[0:38:24] Voice 10: inform any budget conversations you want to have on the Wednesday. You've got the afternoon of the

[0:38:30] Voice 10: Wednesday dedicated to planning and a fulsome review of bylaw enforcement and as I highlight

[0:38:37] Voice 10: following that on the Thursday we've got notices of motion from two trustees one around suspending

[0:38:45] Voice 10: proactive by law enforcement the other around would be tree cutting that can be informed by

[0:38:49] Voice 10: the conversations that happen during council you've also got disposition of delegations at

[0:38:53] Voice 10: the end again that can respond to things that have been learned um right now we're proposing

[0:38:57] Voice 10: to have delegations happen as has been happening in recent councils on the tuesday evening

[0:39:01] Voice 10: um starting at seven with public comment period at eight o'clock or directly following um the

[0:39:08] Voice 10: delegations are we proposing to set a time for delegates for public comment lori you

[0:39:12] Voice 8: do not have

[0:39:12] Voice 8: to be there uh depending on the time chair or executive committee gives to the delegations

[0:39:17] Voice 8: roughly about an hour so that's why

[0:39:19] Voice 8: the eight o'clock is so

[0:39:20] Voice 10: if you agree with this schedule

[0:39:22] Voice 10: that we would have the public comment period at eight it might be a little you know depending

[0:39:25] Voice 10: about seven proposed delegations if you gave them 10 minutes each it would be about 8 10

[0:39:29] Voice 10: so the public comment period would begin it is a bit of a kindness to those um to provide that

[0:39:34] Voice 10: timing so that people wishing to comment don't have to sit there for an hour waiting

[0:39:38] Voice 10: meeting, uncertain of when it might begin. Other than that, I would turn to my colleagues,

[0:39:43] Voice 10: see if there's any other

[0:39:44] Voice 10: comments to provide, but I think that gives you a sense of overview

[0:39:46] Voice 10: of the

[0:39:47] Voice 7: meeting. Okay, very good then.

[0:39:51] Voice 6: So I'll just make another comment here, and then I'll

[0:39:57] Voice 6: turn to the Vice-Chair for your advice. I am inclined to want to put as much as possible,

[0:40:03] Voice 6: without being disrespectful of the work, anything that could go into the consent agenda items,

[0:40:10] Voice 6: Um, I think it would free up time and conversation for trustees on other topics or generally.

[0:40:19] Voice 6: Um, and so if you have any thoughts there, I appreciate it of wanting to, um, identify

[0:40:27] Voice 6: that now, but, um, that's the only additional remark I have.

[0:40:32] Voice 6: So I'm going to start with the vice chair, Elliot, and then go to Peterson and then David

[0:40:38] Voice 6: Moss.

[0:40:38] Voice 6: uh

[0:40:42] Trustee Elliott: thank you chair i'm i confess i'm i'm new to this process so uh i don't really have any wisdom

[0:40:51] Trustee Elliott: other than um yes giving ample time for the budget uh discussion i think there was a talk about more

[0:41:01] Trustee Elliott: time for the chair of financial planning committee uh to be able to speak to that

[0:41:06] Trustee Elliott: um i really don't yeah i don't know how to plan things in terms of a three-day

[0:41:16] Trustee Elliott: event so i really have no feedback okay

[0:41:20] Voice 6: well you'll have lots of experience

[0:41:22] Voice 6: march okay that's great so um

[0:41:27] Voice 4: trustee peterson thank you chair um i tend to agree the the more

[0:41:35] Voice 4: time we can give i think both to the budget discussion and the uh the bylaw enforcement

[0:41:41] Voice 4: section uh the better so if if any of those items can be rolled into the consent um agenda

[0:41:50] Voice 4: uh i i'm supportive of that concept to free up space for for budget and bylaw discussions

[0:41:55] Voice 7: and it's not anything to do with the schedule but it is the exodus on thursday um it is

[0:42:09] perhaps a little bit of

[0:42:11] Trustee Maude: notice maybe before the meeting maybe from the chair at the start of the

[0:42:14] Trustee Maude: meeting that you know noon doesn't mean 10. um and they said and because it depending on how

[0:42:23] Trustee Maude: wednesday goes thursday might be a two o'clock conclusion and unfortunately we made very very

[0:42:32] Trustee Maude: important decisions at the end and it's frustrating like i know there's sometimes they um when we were

[0:42:39] Trustee Maude: on gabriola um you know there's a very schedule and there was like only one ferry that trustees

[0:42:45] Trustee Maude: could could get to get home and a whole bunch of us had to leave which made us very unpopular

[0:42:53] Trustee Maude: but then i was a little bit more flexible as is victoria where you know there are other options

[0:42:58] Trustee Maude: but um i just i would like ethically to impress on trustees you know we're here for business

[0:43:05] Trustee Maude: and if it means that you got to catch a ferry that's two hours later or four hours later

[0:43:11] Trustee Maude: well so what you're paid for the day so i just i just it really frustrates me

[0:43:15] Trustee Maude: that it always seems a trust council on the last day sometimes people leave even the wednesday

[0:43:22] Trustee Maude: night but sometimes people start leaving at 10 o'clock 10 30 11 when we're actually scheduled

[0:43:28] to be there till noon so there's a strong expectation for trustees to be there till

[0:43:32] noon and if it goes past noon there's kind of a outbreak a brown meeting you really shouldn't be

[0:43:38] leaving there's reasons you know people have other things they have kids at home all that stuff but

[0:43:44] at least please stay

[0:43:45] Trustee Maude: till noon thank you thank

[0:43:50] Voice 6: you very much for that um we have struggled over

[0:43:54] Voice 6: the years with that claire over attendance of trustees at council because this is significant

[0:44:01] Voice 6: work and indeed we need to be there for the entirety of it and we do not want to shame

[0:44:07] Voice 6: or browbeat anybody into a difficult uncomfortable place um i actually started to make my notes here

[0:44:18] Voice 6: about a chair letter i usually send out a chair letter prior to council and i will capture some

[0:44:22] Voice 6: of that element i like that 12 o'clock does not mean 10 o'clock um um and indeed um um be kind of

[0:44:31] Voice 6: of course, I'll mention that as much as I can.

[0:44:34] Voice 6: If you don't mind, I've got a few suggestions

[0:44:37] Voice 6: and I'm going to start at the end

[0:44:40] Voice 6: because it maybe seems easier to me.

[0:44:42] Voice 6: But the disposition of delegations

[0:44:45] Voice 6: is something that often we leave to the end.

[0:44:48] Voice 6: Historically, we have advanced it

[0:44:50] Voice 6: to sometime sooner than the end

[0:44:52] Voice 6: in order for those that came as delegations

[0:44:56] Voice 6: to have the opportunity to hear

[0:44:58] Voice 6: what it is that council did with those delegations

[0:45:02] Voice 6: and also provide ample time for discussion

[0:45:07] Voice 6: because often with the delegates that we get

[0:45:11] Voice 6: that are opening our minds to issues

[0:45:15] Voice 6: from a different perspective,

[0:45:16] Voice 6: we do end up having quite a bit of debate

[0:45:18] Voice 6: with respect to motion.

[0:45:19] Voice 6: So I want to leave some time for that.

[0:45:22] Voice 6: And obviously that would be potentially on the Tuesday

[0:45:26] Voice 6: or earlier on the day in the Thursday

[0:45:28] Voice 6: rather than a late item.

[0:45:31] Voice 6: And even correspondence ultimately begin,

[0:45:34] Voice 6: is both of those end up in that window

[0:45:36] Voice 6: that's after 10 o'clock.

[0:45:39] Voice 6: And indeed, sometimes we want to definitely respect

[0:45:43] Voice 6: the opportunity for trustees to chime in.

[0:45:49] Voice 6: I guess I'm inclined to want to advance

[0:45:52] Voice 6: this issue of delegations

[0:45:54] Voice 6: to perhaps the end of the day Wednesday

[0:45:56] Voice 6: day after we hear the bylaw compliance and enforcement program is there any thoughts on

[0:46:01] Voice 6: that from staff or other vice chairs all

[0:46:06] Voice 10: i can i can offer is that um trustees often reach out

[0:46:09] Voice 10: for support in crafting the motion and often that does happen on the wednesday night um when they've

[0:46:14] Voice 10: had time to sort of mull it over and then they reach out to staff to help particularly early

[0:46:17] Voice 10: in the term when people are still learning how to write motions um certainly that yeah so you

[0:46:21] Voice 10: would sort of take away that opportunity for that staff support in how to write a motion if it

[0:46:26] Voice 10: it happened there but no other concern other than that would

[0:46:30] Trustee Maude: there be potential for an 8 to 30 start

[0:46:32] Trustee Maude: on thursday and putting it there

[0:46:36] Voice 8: yes please thank you very much chair luck and you'll notice on

[0:46:40] Voice 8: thursday the closed meeting starts at nine and it's scheduled for two hours there may not be

[0:46:44] Voice 8: need for two hours so we could really get a little tighter timing on that and maybe move those

[0:46:50] Voice 8: discussion decision items up to the top with respect to disposition of delegations and

[0:46:55] Voice 8: correspondence considerations freeing up the wednesday time for thought depending on how much

[0:47:02] Voice 8: time you might want to allocate to the closed session you know what i would like to do that

[0:47:07] Voice 6: because indeed on the thursday if there's any room for slack that's where it would be because

[0:47:15] Voice 6: i do want to start the final budget approval process on 11 o'clock because the public is

[0:47:20] Voice 6: going to want to see that part and if we started that early some would be offended and that's fine

[0:47:26] Voice 6: Fine, perfectly reasonable.

[0:47:27] Voice 6: So can we then suggest that this mission

[0:47:29] Voice 6: to build the games delegations get bumped up

[0:47:32] Voice 6: into that morning session after the rising report?

[0:47:35] Voice 6: Is that okay with everyone?

[0:47:37] Voice 6: Shout out, no, if you don't.

[0:47:39] Voice 6: All right, thank you.

[0:47:40] Voice 6: So that's it.

[0:47:43] Voice 6: Oh, Tim,

[0:47:44] Voice 4: why am I last?

[0:47:45] Voice 4: Oh, he scrolled off to the side.

[0:47:48] Voice 4: Thank you, Chair.

[0:47:49] Voice 4: I just wanted to take a moment and thank Vice-Chair Maude

[0:47:52] Voice 4: for bringing up the issue of trustees

[0:47:54] Voice 4: leaving the meeting early.

[0:47:57] Voice 4: There was an awful lot of that happened last term

[0:47:59] Voice 4: and just considering that, you know,

[0:48:03] Voice 4: we have four trust council meetings a year.

[0:48:10] Voice 4: I just like trustees to plan,

[0:48:13] Voice 4: to be there for the whole session.

[0:48:15] Voice 4: It's four times a year.

[0:48:17] Voice 4: Let's just commit to this folks.

[0:48:19] Voice 4: So thank you, Vice-Chair Maude for bringing that up.

[0:48:21] Voice 4: it's it's incredibly frustrating uh especially when we have got into uh moments where we came

[0:48:28] Voice 4: very close to losing quorum of trust council and and so however we can reinforce the importance

[0:48:34] Voice 4: of of that it's part of our commitment as trustees is the way i see it so thank you for bringing it

[0:48:39] Voice 4: updated okay

[0:48:42] Voice 6: thank you jim for that support um i will make a point of that in my chair letter

[0:48:46] Voice 6: better um so again sticking to day um three on the thursday we've really struggled over the years

[0:48:56] Voice 6: with this trustee summary updates opportunity for uh local committees and forums and those sorts of

[0:49:04] Voice 6: things um to provide updates to council which are mostly information um often we don't hear

[0:49:13] Voice 6: or anything from trustees and they want to say something during the session we've tried to

[0:49:18] Voice 6: encourage all of these individuals to provide a written submission and um and i'll turn to

[0:49:25] Voice 6: lori for a moment there obviously that's difficult um to include in the package uh that goes out

[0:49:32] Voice 6: because that's going to go out on friday um but certainly they can be included as late items

[0:49:37] Voice 6: despite myself not liking late items to the agenda

[0:49:43] Voice 6: in order to allow trustees to be able to read them

[0:49:47] Voice 6: and sort of treat them as a consent agenda item.

[0:49:50] Voice 6: And so those trustee summary updates

[0:49:52] Voice 6: could really be a consent agenda item,

[0:49:55] Voice 6: receive them for information.

[0:49:57] Voice 6: So maybe I've just actually, I'm thinking out loud.

[0:50:00] Voice 6: So I've just realized that let's call that

[0:50:03] Voice 6: consent agenda items.

[0:50:04] Voice 6: and i'm going to put in my chair letter um a note about the summary updates and we want to

[0:50:11] Voice 6: receive them in writing to be received as consent agenda items otherwise we're just going to assume

[0:50:16] Voice 6: that there are no updates my

[0:50:19] Trustee Maude: only comment as a frequent contributor is that we're really really

[0:50:24] Trustee Maude: good about getting notice like two months out or something that it's that we like it would be

[0:50:30] Trustee Maude: be really nice to get like a 48-hour reminder going um where's your crap because like what

[0:50:37] Trustee Maude: what's happened to me i know i think the last two sessions i've totally forgotten it has totally

[0:50:42] Trustee Maude: fallen off my radar and and then i get to the meeting it's like i didn't do it yeah so i think

[0:50:49] Trustee Maude: some sort of gentle prod a couple of days prior to would really think for me would help yeah a

[0:50:56] Voice 6: couple of days is too late already isn't

[0:50:59] Voice 8: that correct uh yes to to be on it on this one go

[0:51:05] Voice 8: on this one um so i'm suggest i'm

[0:51:10] Voice 6: going to suggest that when you send out the package on friday

[0:51:13] Voice 6: that's correct we can put a cover note on that that says something to the effect please get

[0:51:20] Voice 6: any trustee summary updates on the committees that you're wanting to report get that out before the

[0:51:26] Voice 6: end of the week in order for it to be considered as a late item at your march at the executive

[0:51:33] Voice 6: committee march 7th absolutely so let's um then just make that a way of doing that reminder thing

[0:51:40] Voice 6: because you're right the sooner that gets up because i usually might need my chair remarks

[0:51:44] Voice 6: until later on so that they're kind of fresh and anything that's changed in the intervening days

[0:51:51] Voice 6: but i might make a more of an effort to get that right sooner but

[0:51:54] Voice 6: i would suggest that when the

[0:51:56] Voice 6: that package goes out then have that reminder for these things and using that language that i said

[0:52:03] Voice 6: that they will be received as consent agenda items for information um and that if you don't

[0:52:10] Voice 6: submit anything

[0:52:10] Voice 8: there won't be anything and this has been the i mean uh the first uh real fulsome

[0:52:18] Voice 8: trust council agenda is the first two were training opportunities so we haven't seen all

[0:52:22] Voice 8: these items yet we haven't gone into this um routine yeah and

[0:52:26] Voice 6: so because it's the beginning

[0:52:28] Voice 6: of a new cycle a new pattern which i'm hoping there's some kind of repetition to this pattern

[0:52:34] Voice 6: it's been a bit random lately um that we can set the tone for these things going forward

[0:52:42] Voice 6: in order to make this a bit smoother it's been a bit bumpy so that's my suggestion i'm not seeing

[0:52:47] Voice 6: any objections to that so thank you very much for that um and we're leaving time for the notice of

[0:52:55] Voice 6: motions of which there's two maybe three director freedom i

[0:52:58] Voice 10: just wanted to circle back to your

[0:53:00] Voice 10: trustee summary updates um i'm wondering about if this this has been oh

[0:53:04] Voice 6: yes okay

[0:53:05] Voice 10: i'm just in terms

[0:53:05] Voice 10: of the wording while i'm sitting in this chair here bc advisory committee chairs this is sort

[0:53:10] Voice 10: of a legacy item for when trustees typically held the role of chair of local fairy advisory

[0:53:14] Voice 10: committees that is less and less the case the last one

[0:53:17] Voice 10: david may be the last one so now they're

[0:53:20] Voice 10: they're mostly chaired by community members yes you could

[0:53:23] Voice 10: either leave this as a bc ferries general

[0:53:24] Voice 10: update or you could remove the item it's a standing item because i think it's a bit legacy

[0:53:29] Voice 10: so the question is do you you know yeah i would suggest if you leave it it just be worded as bc

[0:53:33] Voice 10: ferries updates yeah

[0:53:35] Voice 6: bc ferries advisory committee updates just remove the word chair okay but are

[0:53:41] Voice 10: trustees participating in advisory committees too yeah

[0:53:43] Voice 6: yeah in fact there's a request on the table

[0:53:47] Voice 6: there director vice chair elliott for someone from gabriella to be on together and it's funny because

[0:53:55] Voice 6: that originally and david you're the leg you're the history on this that was originally appointed

[0:54:00] Voice 6: by bc fairies in fact the islands trust was not very welcome at the beginning but now it's sort

[0:54:07] Voice 6: of morphed into a bit more of a collegial effort

[0:54:10] Trustee Maude: what's happened is that over the past 10 years

[0:54:15] Trustee Maude: they've slowly knocked off those um sort of tick the box participants so um a lot of um

[0:54:22] Trustee Maude: miles just was not really invited um um crd director or regional district directors and that

[0:54:27] Trustee Maude: have been have been locked off now now suddenly they're coming back and they're saying are you

[0:54:32] Trustee Maude: are you interested in and probably you will see a formal request from dc fairies to islands trust

[0:54:38] Trustee Maude: to to make appointments so something yeah

[0:54:40] Voice 6: and i think maybe that's what we're seeing on gabriela

[0:54:43] Voice 6: is they're getting to that okay further yeah

[0:54:46] Voice 6: so

[0:54:47] Voice 10: we'll we'll just take the word chairs off yeah

[0:54:49] Voice 10: the other is the gulf island national park reserve advisory committee this body has not met now in

[0:54:53] Voice 10: years i would suggest you i would recommend you take it off okay let's take

[0:54:57] Voice 10: it up just as if we're

[0:54:58] Voice 10: taking the opportunity for cleanup. And then we'll just

[0:55:01] Voice 10: clean up some of the names of the Bain Sound Channel Forum,

[0:55:04] Voice 10: etc. And I was wondering, Chair, if you might like to update the

[0:55:07] Voice 10: freighter anchorages update to also include the ocean

[0:55:09] Voice 10: protection plan.

[0:55:11] Voice 10: Slash

[0:55:11] Voice 10: ocean protection plan.

[0:55:13] Voice 10: Yeah,

[0:55:13] Voice 6: because we'll have two trustees will have attended

[0:55:16] Voice 6: that's right. Perfect.

[0:55:17] Voice 10: And then I may change First Nations to First Nation

[0:55:19] Voice 10: relations or something. We've got First Nations and they're

[0:55:23] Voice 10: blended in with all these other bodies. And I may look work with

[0:55:26] Voice 10: the structure here just to break them out somewhat so that it's not in a list of other

[0:55:31] Voice 10: non-government bodies so i'll work with laurie around maybe

[0:55:34] Voice 6: just bumped into the top into the

[0:55:36] Voice 6: top and

[0:55:36] Voice 6: call it something else yeah um okay okay

[0:55:42] Voice 7: thank you uh

[0:55:44] Voice 6: chairs um so i think we agreed to

[0:55:49] Voice 6: to move this specific delegations up to there.

[0:55:52] Voice 6: So I'm gonna go now to, sorry,

[0:56:01] Voice 6: thinking about the consent agenda items.

[0:56:04] Voice 6: And the only area where I see

[0:56:06] Voice 6: there might be room for improvement,

[0:56:08] Voice 6: because I think that there's a requirement

[0:56:11] Voice 6: to hear about all of them, I

[0:56:20] Voice 7: lost it.

[0:56:22] Voice 6: Oh, here it is, revision ladder.

[0:56:26] Voice 6: So I think that the public comments period, out of respect, maybe we should just make that 815, assuming that we're going to have, the delegates always take longer, even if it's 10 minutes each and there's only five of them, there's always lost time.

[0:56:44] Voice 6: and we've got a lot more interest in delegates it seems likely so I would say let's make it 8 15 is

[0:56:49] Voice 6: more realistic and let's not and then if we have to pause it'll be a little bit unusual but I think

[0:56:57] Voice 6: we should pause in order to be sure the public knows that public the public comment period starts

[0:57:03] Voice 6: at 8 15 so I think that'll work out I

[0:57:07] Voice 6: don't think there's ever been a case

[0:57:08] Voice 10: where we've been ahead of

[0:57:10] Voice 10: time so do you want to also move the recessing of the day forward to 9 15.

[0:57:15] Voice 7: yes thank you for

[0:57:19] Voice 6: touching um so everything else is important i'm looking at the revision of the scrd support letter

[0:57:26] Voice 6: rfd whether or not that's not a consent agenda item it's pretty straightforward it's it's we

[0:57:33] Voice 6: require a motion of council but in the consent agenda items well okay that's fine if that's

[0:57:38] Voice 6: true but i my understanding is that if it's not discussed it is by general consent that it would

[0:57:47] Voice 6: be approved i

[0:57:50] Voice 10: believe you in this circumstance we require a vote of council to satisfy the request

[0:57:54] Voice 10: of the funder all

[0:57:55] Voice 6: right then so then i will

[0:57:56] Voice 7: make a note on that um when i speak to it

[0:58:00] Voice 7: if we i'm

[0:58:06] Voice 6: just trying to reduce the conversation um otherwise i think that that covers it all is

[0:58:14] Voice 6: Is there anything else but the schedule?

[0:58:17] Voice 6: And I'm laboring this a little bit

[0:58:19] Voice 6: because sitting on the governance committee

[0:58:22] Voice 6: and reading through that report,

[0:58:25] Voice 6: I don't know how many times now,

[0:58:26] Voice 6: there's lots of focus on ensuring

[0:58:29] Voice 6: that we have adequate time.

[0:58:31] Voice 6: We never rubber stamp things,

[0:58:33] Voice 6: but that's what it says in the report.

[0:58:35] Voice 6: And indeed, maybe consent agenda items

[0:58:38] Voice 6: are rubber stamping,

[0:58:39] Voice 6: but they're administrative in nature, typically.

[0:58:43] Voice 6: So

[0:58:44] Voice 10: I'll just advise, we as staff talked about the pros and cons of having the director's reports as consent items, and

[0:58:49] Voice 10: certainly agree with, you can put them as consent items.

[0:58:52] Voice 10: I think as the term goes along, it's something for you to evaluate whether you want to have your directors in front of council or not, or simply be present for questions.

[0:59:00] Voice 10: Given that you've certainly heard this council is interested in having as much time available to them for dialogue, certainly something to do.

[0:59:06] Voice 10: but i would ask you to evaluate as you move through the term um whether there's something

[0:59:10] Voice 10: being lost by not hearing a presentation from your directors about the work

[0:59:13] Voice 6: right so i'm going to put

[0:59:15] Voice 6: that also in my chair's letter is an indication that we are trying to create space for more

[0:59:22] Voice 6: conversation and i did have a conversation with the cao about the director's report whether they're

[0:59:28] Voice 6: worthy or not and i don't want any of the directors to think that they're not worthy

[0:59:32] Voice 6: that needs to be in there because it's our accounting out to the community and trustees

[0:59:37] Voice 6: there isn't necessarily a need to speak to them but let's see how that goes because I've always

[0:59:44] Voice 6: wanted to recognize and I've tried to facilitate it by saying tell me what's the most important

[0:59:52] Voice 6: thing that's going on or tell me what's exciting in your area but we're trying to create some space

[0:59:56] Voice 6: at the beginning here and I think with feedback from

[0:59:59] Voice 6: Thank you.

[1:00:00] Voice 6: trustees we can evolve this into a place that works for everybody but um i love your reports

[1:00:06] Voice 6: i read them and i hope everybody reads them and in fact part and parcel of and i don't want to

[1:00:13] Voice 6: put words in your mouth david but the messaging about being there for the meeting for the duration

[1:00:17] Voice 6: of it it's critical that all the reporting be read and if you have any questions direct your

[1:00:22] Voice 6: questions to the staff in advance to get some of the easy questions answered if there's items of

[1:00:28] Voice 6: discussion we can talk about those but to optimize our time together if there's just simple questions

[1:00:33] Voice 6: or clarity then i think it's better to reach out to staff with respect to those and i'll include

[1:00:38] Voice 6: that in my letter as well okay

[1:00:44] Voice 8: i'm just on another item chair luckum 4.2.2 trust council 2023 online

[1:00:52] Voice 8: online island meetings briefing uh coming to you from myself and cao who isn't here just a

[1:00:59] Voice 8: still item owed brief update on the results of is it item 7.1 and i think you're having oh i'm on

[1:01:09] Voice 8: the wrong agenda thank you my apologies thank you very much 7.17 indeed uh is an update about the

[1:01:18] Voice 8: uh task that was given to look into meetings on gabriola and salt spring okay and that june isn't

[1:01:27] Voice 8: available that's an item that i believe needs trust council approval or will

[1:01:32] Voice 6: need to be seen

[1:01:33] Voice 6: by council and acknowledged yeah it's a briefing um yeah so that may come to council as the lead

[1:01:40] Voice 6: item yeah yeah yeah thank you so we'll see that on the day off okay so i think that covers it

[1:01:47] Voice 6: for the schedule anything else on the schedule tim peterson yeah

[1:01:53] Voice 4: thank you chair um this is

[1:01:55] Voice 4: something i i've brought up a few times but i i think it's worth noting um for us certainly and

[1:02:04] Voice 4: and for trust council that if we find uh these agendas not allowing for the sufficient time for

[1:02:13] Voice 4: for discussion and debate that we seriously need

[1:02:17] Voice 4: to think about providing opportunities for special meetings

[1:02:22] Voice 4: so that we can make those times available

[1:02:27] Voice 4: for discussion and debate when we need to have them.

[1:02:32] Voice 4: So just flagging that,

[1:02:33] Voice 4: and I'm not suggesting we do that this time,

[1:02:36] Voice 4: but when there's opportunity,

[1:02:38] Voice 4: when we wanna provide extra opportunity

[1:02:40] Voice 4: within the council meeting.

[1:02:44] Voice 4: That's one way to consider freeing up time

[1:02:48] Voice 4: in these agendas.

[1:02:50] Voice 4: Thank you.

[1:02:52] Voice 6: Yeah.

[1:02:53] Voice 6: Well, thanks for that, Tim.

[1:02:55] Voice 6: And you're right.

[1:02:58] Voice 6: However, holding entire council meetings

[1:03:01] Voice 6: to have more meetings for discussion

[1:03:04] Voice 6: has its impacts as well.

[1:03:09] Voice 6: There's often been discussion

[1:03:10] Voice 6: about whether or not council needs to be two days

[1:03:13] Voice 6: or three days or four days.

[1:03:15] Voice 6: And while we're all together,

[1:03:17] Voice 6: if we can optimize that conversation in a good way,

[1:03:21] Voice 6: if it requires more time, I think it's a good investment

[1:03:26] Voice 6: seeing as we're together and it's an agenda package.

[1:03:31] Voice 6: You know, it's interesting council's appetite

[1:03:33] Voice 6: to talk about things that doesn't end up in motions

[1:03:36] Voice 6: is quite significant.

[1:03:37] Voice 6: and sure there's some criticism about not everything is about motions but the business

[1:03:44] Voice 6: of council is the business of council and it doesn't need to get completed so okay so thanks

[1:03:48] Voice 6: tim thanks everybody uh vice chair elliott and then we'll move on to the other items

[1:03:53] Voice 6: thank

[1:03:54] Trustee Elliott: you chair um just in response to vice chair peterson's comment um i don't think it's for this

[1:04:00] Trustee Elliott: But perhaps we could look into adding a half-day discussion or something that needs to be explored, and maybe just once a year, not at every Trust Council meeting, but can we change up the formatting somehow?

[1:04:17] Trustee Elliott: Somehow, I think you're right, as we're already gathering to do business, it makes sense to tag on a more fulsome discussion on something that is of general interest or regional interest and allow that breathing space when we're already meeting rather than scheduling a special meeting.

[1:04:37] Trustee Elliott: It could be done just once a year and focused around something.

[1:04:41] Trustee Elliott: I don't know if we could consider that.

[1:04:44] Trustee Elliott: I

[1:04:45] Voice 6: do want to move on but just I'll mention that over the years we've discussed this a lot

[1:04:49] Voice 6: David Markle certainly remember that where we've even done those breakout sessions

[1:04:54] Voice 6: in the evenings which some trustees embrace and other trustees reject because they feel that we've

[1:05:04] Voice 6: worked all day already and we don't want to participate in a workshop after and so therefore

[1:05:08] Voice 6: because I'm tired I don't necessarily get to be part of the conversation but certainly I am very

[1:05:14] Voice 6: interested in exploring those opportunities and certainly the opportunity especially when we're

[1:05:20] Voice 6: together to have those conversations even casually I would say would be encouraged and certainly

[1:05:26] Voice 6: there is typically some or lots of social activity that happens on Tuesdays and Wednesday nights

[1:05:33] Voice 6: and so absolutely take advantage of that formal or not um just watch your quorum numbers if you're

[1:05:41] Voice 6: making decisions i always have to say that okay thank you vice chair elliott let's think about

[1:05:49] Voice 6: that as we move forward so i'm now looking at this executive committee section here um

[1:05:55] Voice 6: uh trustee elliott you wish to speak to 7.1.5 um what would you like to uh ask them

[1:06:04] Trustee Elliott: Thank you, Chair. I'm just wondering how we can advance the number one item on the follow-up action report. It's on page 35. This request to the province as a coordinated strategic ask to adjust the funding formula that hasn't been changed in 15 years.

[1:06:25] Trustee Elliott: years um I noticed that it's the you know the target date is December that's just passed uh I

[1:06:33] Trustee Elliott: don't think we've done any more work on this um and I'm just wondering do we need to put a working

[1:06:39] Trustee Elliott: group together to work with staff um to have a direct ask I the province has just announced

[1:06:48] Trustee Elliott: one billion dollars in funding for uh affordable housing supports for municipalities and we're not

[1:06:55] Trustee Elliott: not at the table. And I know that we're a different government, but if the provincial

[1:06:59] Trustee Elliott: government is releasing large amounts of money to help with systemic structural capacity issues,

[1:07:07] Trustee Elliott: the Islands Trust needs to be there. And so I would say that this ask is more needed than ever.

[1:07:14] Trustee Elliott: We need to get our foot in the door and raise our hands and say, this is how specifically we

[1:07:20] Trustee Elliott: we need help. So I'm not sure how to frame this. This isn't a notice of motion. I just would like

[1:07:25] Trustee Elliott: some action on this. And I don't see anywhere that it's being advanced.

[1:07:33] Voice 6: Yeah, so I'm trying

[1:07:34] Voice 6: to keep this in context of the items that we're advancing to Trust Council. At this time, this is

[1:07:39] Voice 6: the follow up action report of where we're at on those items. So I want to advance this, but you

[1:07:45] Voice 6: are right. And I'm trying to recollect here. And it's a little difficult without seeing the CEO in

[1:07:53] Voice 6: the room because i think we have direction um to actually advance that more significantly now

[1:08:00] Voice 6: and that is a and so this item hasn't happened because of timing and minister changes and

[1:08:08] Voice 6: elections i would say and that's not an excuse um but the topic of additional funding is raised

[1:08:15] Voice 6: and every single minister meeting we have absolutely and we need to obviously develop

[1:08:23] Voice 6: up a business case to be more persuasive and although i'm interested in the billion dollars

[1:08:28] Voice 6: that was available that it's going to be divvied up amongst local governments i think the time

[1:08:35] Voice 6: has dawned that the islands trust need to be treated differently than other local governments

[1:08:40] Voice 6: because that is the problem we get the same piece everybody else gets we have different

[1:08:47] Voice 6: responsibilities and that and the minister colin actually did understand that and um what we need

[1:08:54] Voice 6: to do is have that conversation with minister kane uh unfortunately she needs to get started in her

[1:08:58] Voice 7: new

[1:08:58] Voice 6: role and uh have that but i would say uh vice chair elliott that we could certainly um through

[1:09:05] Voice 6: your direction uh ask to have that on our next full executive committee agenda and let's see

[1:09:12] Voice 6: The acting CEO is not of approval there.

[1:09:15] Voice 6: So can I ask you to bring that up in new business later?

[1:09:19] Trustee Elliott: Sure, absolutely.

[1:09:20] Trustee Elliott: Thank you, Tom.

[1:09:20] Voice 6: I'm going

[1:09:20] Voice 6: to mark it down here right below at 9.6.

[1:09:26] Voice 6: I'm going to call it minister funding, and we'll address it then.

[1:09:31] Voice 6: And I think that's the way to get the conversation going at our table.

[1:09:35] Voice 6: But that said, the CEO, I know it's also at the top of his mind.

[1:09:41] Voice 6: Dr. Fader, do you have anything to add?

[1:09:43] Voice 7: Just on a separate matter before you move off.

[1:09:45] Voice 7: and

[1:09:45] Trustee Maude: then tim has to hand up

[1:09:46] Voice 7: tim over to you uh

[1:09:52] Voice 4: sorry sir i forgot to take my hand down again

[1:09:56] Voice 7: ignore you from now on

[1:09:58] Voice 6: actually that's what i can ask david want to ignore you

[1:10:03] Voice 6: but actually david thank you very much for assisting with watching the screen and the

[1:10:08] Voice 6: hands up i'm definitely going to be needing that during council and in fact i think we've

[1:10:13] Voice 6: agreed we're going to have another monitor that shows me the participants

[1:10:17] Voice 6: offense and um we are improving and actually i want to give a shout out to david marler

[1:10:23] Voice 6: as legislative services manager he has been incredibly helpful at the last number of council

[1:10:30] Voice 6: meetings in also facilitating that but i am going to lean on the vice chairs to share the load

[1:10:35] Voice 6: because i get tunnel vision on actually what's the next agenda item while we're debating the

[1:10:41] Voice 6: present one and sometimes i do this but we're hoping for improvements in the technology and

[1:10:46] Voice 6: the support um okay i don't see that i had anything else marked here in section 7.1

[1:10:55] Voice 6: so unless i see somebody shouting out i'm going to say that by general consent

[1:11:00] Voice 6: that we advance section 7.1 in its entirety as amended

[1:11:11] Voice 10: i'm just reflecting now the cao has asked me to ask if you had any interest in forwarding the

[1:11:17] Voice 10: forestry briefing that you received at your last meeting that was provided a general overview of

[1:11:21] Voice 10: forestry work to date on

[1:11:23] Voice 1: the forestry topic it's not

[1:11:24] Voice 10: on this agenda but it would have been in this

[1:11:26] Voice 10: section should you have wished to advance to the last meeting and he forgot to confirm with you

[1:11:30] Voice 10: at your february 13th meeting if that's something you wanted on the council's agenda

[1:11:34] Voice 6: if you

[1:11:35] Voice 10: wished it it would be added which item is it it was around a forestry update i could

[1:11:41] Voice 10: recirculated at lunch if you wished that's

[1:11:43] Voice 6: recirculated at lunch and then we can add

[1:11:46] Voice 6: we can advance that if you if you wish okay so then by general consent and lori confirm that

[1:11:54] Voice 6: you're okay with that that all of section 7.1 as amended and that covers us for anything that's

[1:12:00] Voice 6: got changed okay so vice chair is you okay we're going to continue on here for another uh

[1:12:09] Voice 6: 10 minutes or so yeah

[1:12:13] Voice 7: let's try and keep it for 10 minutes and forced you to sit here for quite

[1:12:17] Voice 7: a while already okay so trust area

[1:12:25] Voice 6: services is the next section and we have 7.2.1 through 7.2.5

[1:12:31] Voice 6: are there any items that staff or the vice chairs wish to speak to on this section

[1:12:39] Voice 6: and i'll turn to staff while you guys think about that i would suggest discussion around

[1:12:45] Voice 10: around 7.2.5.

[1:12:47] Voice 6: Okay, so we'll pull 7.2.5.

[1:12:49] Voice 6: Thank you for that.

[1:12:51] Voice 6: Anything else?

[1:12:54] Voice 7: No, from David.

[1:12:56] Voice 7: Vice Chair Peterson.

[1:13:02] Voice 4: Sorry, sir, I just wanted to,

[1:13:05] Voice 4: I was just looking at the follow-up action list

[1:13:10] Voice 4: under 7.1.5 and there was,

[1:13:16] Voice 4: there's an item there.

[1:13:17] Voice 4: I'm just, unfortunately, I'm not able to have two copies

[1:13:21] Voice 4: of the agenda open as I was before.

[1:13:24] Voice 4: That's about the requesting the province enhance

[1:13:28] Voice 4: trust jurisdiction over tree cutting by-laws.

[1:13:30] Voice 4: Yeah, I didn't too.

[1:13:33] Voice 4: Yeah, and I'm just wondering if that should stay on hold

[1:13:36] Voice 4: given the direction of trust council

[1:13:41] Voice 4: that's sort of in.

[1:13:49] Voice 6: acting chair acting i will

[1:13:52] Voice 10: look i don't believe that's an option we have within our current

[1:13:54] Voice 10: software is that right so is on

[1:13:57] Voice 10: hold an option in the follow-up action the software

[1:14:00] Voice 10: no no so that technically until we

[1:14:03] Voice 10: amend until we amend the app that is not

[1:14:05] Voice 10: a drop down menu we have to select from you

[1:14:08] Voice 8: can make a note it could be added

[1:14:09] Voice 10: we could add a note to the effort into this main description sure we can do that but of course

[1:14:15] Voice 10: we have

[1:14:15] Voice 6: item 7.1.11 which is to rescind it in which case that would just come off the list

[1:14:22] Voice 6: we also have a potential motion here about remove tree cutting which i think must be

[1:14:29] Voice 6: interconnected so that it may just simply disappear depending upon council's wishes

[1:14:35] Voice 6: but

[1:14:35] Voice 10: i will add it to the narrative part under the activity section of that i can make that amendment

[1:14:39] Voice 10: Yeah,

[1:14:39] Voice 6: because as we go into council, it's certainly on hold.

[1:14:43] Voice 10: Yeah, it is on hold.

[1:14:44] Voice 6: As per motion.

[1:14:45] Voice 10: Yeah, it's all

[1:14:46] Voice 10: confirmed that in this meeting

[1:14:47] Voice 6: it is on hold.

[1:14:49] Voice 6: Okay, thank you.

[1:14:50] Voice 6: So that's amending the decision that my general consent to advance is amended, and so you will look after that.

[1:14:57] Voice 6: So then under 7.2, trust area services, is there anything that anybody wishes to speak to other than staff wanting to advise us on 7.2.5, and you'll have an opportunity to speak to that.

[1:15:12] Voice 6: Okay, let's go to, oh, yeah, let's go to Acting CEO Rader for the 7.255.

[1:15:21] Voice 10: Thank you.

[1:15:23] Voice 10: So this is your item 7.255 about the project charter for the Policy Statement Amendment

[1:15:28] Voice 10: Project.

[1:15:29] Voice 10: At your last meeting, you received two potential paths for the project with recommendation

[1:15:36] Voice 10: from Trust Programs Committee and a staff recommendation.

[1:15:38] Voice 10: at that meeting you advised you wanted more information before you sort of selected an

[1:15:43] Voice 10: option to advise to recommend to trust council ultimately this is trust council's project so

[1:15:48] Voice 10: trust council can direct the project as it wishes what we're returning to with here is some revised

[1:15:54] Voice 10: project charters and revised advice so the recommendation here is to select option six

[1:16:01] Voice 10: which essentially you'll see lower down allows for three months of public engagement this is

[1:16:08] Voice 10: the staff recommendation but you have another recommendation from trust programs committee

[1:16:12] Voice 10: that allows for that referral to local trust committees and a six-month engagement in community

[1:16:19] Voice 10: the distinction between the advice we're giving now and the advice we gave at the last meeting is

[1:16:24] Voice 10: in between meetings we had a further conversation with the chair of the local the chair of trust

[1:16:28] Voice 10: programs committee and gained more understanding around the intention of the motion the trust

[1:16:32] Voice 10: programs committee passed which was i think we know better understanding that the committee's

[1:16:36] Voice 10: intent was to indeed have council provide some level of endorsement to the document before it

[1:16:42] Voice 10: was referred to community and that was the primary concern of staff was that there would be a staff

[1:16:46] Voice 10: draft once again being debated in community without having had fulsome consideration by council

[1:16:53] Voice 10: how long the process takes is really at the wish of council um i think staff would suggest that

[1:17:01] Voice 10: um engaging in community for six months you're likely to get engagement for six weeks maybe up

[1:17:05] Voice 10: to three months after that i would suggest things typically tend to wane a bit in terms of that

[1:17:10] Voice 10: community dialogue but that really is a political consideration for you um really what it would mean

[1:17:16] Voice 10: by adding in that extra six month engage so the way the trust programs committee recommendation

[1:17:21] Voice 10: would work is you would provide a level of endorsement at council level to the document

[1:17:25] Voice 10: refer to your local trust committee in bowen the local trust committee would then

[1:17:30] Voice 10: owes a duty of a referral response back but in order to inform that decision the local trust

[1:17:35] Voice 10: committee in bowen can administer a local process um to seek their community's views to inform what

[1:17:41] Voice 10: that recommendation back to council looks like and there could be some funding provided through

[1:17:45] Voice 10: the policy statement project to help with that local dialogue it's modest so it would really

[1:17:50] Voice 10: just be supporting a special meeting um it wouldn't it wouldn't be helpful you know there

[1:17:54] Voice 10: wouldn't be a great deal of resources there um whether that process takes three months or six

[1:17:59] Voice 10: months again that's a political consideration um what would the extra um phase of the project that

[1:18:05] Voice 10: would be needed if you go that route where you do the ltc engagement and referral first is after

[1:18:11] Voice 10: first reading you're going to get the advice back from the local trust committee within a staff

[1:18:15] Voice 10: you're going to likely direct us to incorporate some of the changes that have been requested from

[1:18:19] Voice 10: local trust committees in bowen we'll then have another draft for council to consider hopefully

[1:18:24] Voice 10: that draft goes to first reading after first reading then we have another referral process

[1:18:28] Voice 10: that's required by legislation. So you must refer it to regional districts. We would suggest you

[1:18:34] Voice 10: also refer it to First Nations. And then at Council's discretion, you could refer it back

[1:18:39] Voice 10: at that time to provincial agencies, should you wish. So it adds to the length of the project.

[1:18:44] Voice 10: That really, you'll see in the project charters, the second option starts getting you very close

[1:18:50] Voice 10: to the end of term, and potentially over the term, because as I noted earlier in the meeting,

[1:18:54] Voice 10: our senior policy advisor has had to step away from work and so um regardless of what's presented

[1:19:01] Voice 10: to you here today in your project charters i'm going to suggest that you ask me to amend them

[1:19:05] Voice 10: before they go to council with a built-in further three-month delay so i would whatever option you

[1:19:10] Voice 10: pick here i would recommend for for ease of consideration by council i just move everything

[1:19:14] Voice 10: forward by three months to allow for the fact that we're facing a delay at the moment um the risk

[1:19:20] Voice 10: that's presented again is trying to carry the project once again over the next term

[1:19:24] Voice 10: based on the timelines that are in the second option that risk can be mitigated by council

[1:19:29] Voice 10: holding special meetings so the presumption here in the project charters is that council is working

[1:19:34] Voice 10: on its regular three-month schedule if you chose to have special meetings of council we could

[1:19:40] Voice 10: narrow that timeline up or shorten the timeline up and hopefully get something done within this

[1:19:46] Voice 10: term if that's your ambition i'm hoping that's clear um really you've got two options in front

[1:19:52] Voice 10: of you one is longer than the other but the main concern staff had at the last meeting is somewhat

[1:19:56] Voice 10: mitigated now with further clarity around the intent of trust programs committee let's turn

[1:20:03] Voice 6: it over to those chairs here i just want to ask a really simple question how do we capture what you

[1:20:11] Voice 6: You just said there's a message that goes with this that both council can understand and members of the public can understand.

[1:20:23] Voice 6: Because I agree with you completely, and I appreciate you saying I'm going to amend this, and so we're not going to forward this one because you're going to make amendments.

[1:20:31] Voice 6: So how can you amend this in a way cognizant of, you know, the whole notion that it's a 428-page package that we're looking at today, and perhaps people are not going to grasp the message contained.

[1:20:49] Voice 6: obtained because it's important that we know that we're we've heard trust programs committee

[1:20:56] Voice 6: we've heard the public we are sensitive to wanting to do this right but we want to do it this term

[1:21:04] Voice 6: so

[1:21:07] Voice 10: a couple thoughts there one is if you would like i could amend whatever recommendation you

[1:21:12] Voice 10: give me i'm going to ask that you suggest that you provide a revised version of this briefing

[1:21:16] Voice 10: for council you could add on to the recommended motion or whatever motion you adopt that it be

[1:21:21] Voice 10: reviewed by the chair and then you could have an opportunity to kind of make sure that it is

[1:21:26] Voice 10: plain language enough and straightforward enough if that's something you'd like to propose or if

[1:21:30] Voice 10: that's something executive or that any member of executive committee

[1:21:33] Voice 7: that you select tomorrow

[1:21:36] Voice 7: okay so

[1:21:37] Voice 10: that is one option it could be any member of executive could review it prior to it being

[1:21:40] Voice 10: added to the agenda to make sure that it's on the market clear enough um with regard to the

[1:21:45] Voice 10: communications you'll note that's one thing i didn't highlight for you here the proposed

[1:21:48] Voice 10: proposed communication strategy that council asked for is in attached to this briefing I would

[1:21:53] Voice 10: suggest that be funded in the next fiscal year to assist with communications around this project

[1:21:58] Voice 10: because that's where things have gotten really tough is where we haven't had sufficient resources

[1:22:04] Voice 10: to advance good communication and clarity around the project and have the infographics make it

[1:22:09] Voice 10: easy to understand and so on and I will just highlight our communication position is filled

[1:22:13] Voice 10: right now with someone who's brand new we only have certainty that person's in the role until

[1:22:17] Voice 10: the end of may um and so i'm again not i have no certainty past the end of may that i'll have

[1:22:22] Voice 10: someone familiar with the project to help us communicate so some contracted support in my

[1:22:27] Voice 10: view is quite important to this project being well communicated so as you consider this item today i

[1:22:34] Voice 10: would really love your feedback around what do you think is a good timeline and ask you to pick one

[1:22:38] Voice 10: of the options in front of you and also feedback around that communication strategy and are there

[1:22:43] Voice 10: changes you would like before you as executive committee propose that to trust council okay

[1:22:49] Voice 6: and you're suggesting that option one you can re-script that to reflect a different timeline

[1:22:55] Voice 6: that's not as far out as option two but is what

[1:23:00] Voice 10: i'm suggesting is you pick between option one and

[1:23:02] Voice 10: option two um really at this stage

[1:23:05] Voice 10: i've tried to make them as clear as i can they just pretend

[1:23:07] Voice 10: different ways of doing things option two is longer um but the way in which that could be

[1:23:12] Voice 10: mitigated by trust council and executive committee can't make this decision today

[1:23:15] Voice 10: would be to ask staff to look at scheduling special meetings and opportune moments as the

[1:23:20] Voice 10: project evolves to shorten up that timeline right

[1:23:24] Voice 6: i apologize for taking all the airtime here i just

[1:23:26] Voice 6: want to be clear that you have all the information you need because this is our our job is to make

[1:23:31] Voice 6: sure council has all the information they need to make a decision and i need you to know that so

[1:23:35] Voice 6: so that we're making the right decision to take to council.

[1:23:41] Voice 6: How close is this to the,

[1:23:45] Voice 6: because this document comes from trust area services,

[1:23:49] Voice 6: not necessarily trust programs committee.

[1:23:52] Voice 6: How close is this to what was discussed

[1:23:55] Voice 6: at trust programs committee at this point?

[1:23:57] Voice 10: So option two represents the recommendation

[1:24:00] Voice 10: of trust programs committee around building community trust

[1:24:04] Voice 10: by giving communities six months with the document

[1:24:07] Voice 10: before consideration of first reading so option two is is in essence what trust programs committee

[1:24:13] Voice 10: discussed um the distinction again between what you heard last time and what you're hearing today

[1:24:17] Voice 10: is just a more clarity at the staff level that there would be some level of council consideration

[1:24:21] Voice 10: prior to community comment which is what staff felt was important but option two is your trust

[1:24:26] Voice 10: programs committee recommendation which means a longer project so there are some risks to having

[1:24:31] Voice 10: a larger longer project right you risk staff turnover again and you risk carrying it over a

[1:24:36] Voice 10: term and then having more you know more fresh consideration but this was the recommendation

[1:24:42] Voice 10: of your advice of council's advisory committee was that more community trust would be built by

[1:24:47] Voice 10: giving them longer with the document and that that's for you to advise on um as staff our

[1:24:52] Voice 10: experience would be oh i've got a request there we have thank you request from to share the document

[1:24:58] Voice 10: on screen um the consideration is is six months an appropriate amount period of time that's really

[1:25:06] Voice 10: the big discussion here and is there merit in having that extra step that requires a second

[1:25:11] Voice 10: referral process and that's the political question okay

[1:25:14] Voice 6: so then yeah so i'm going to go to the vice

[1:25:18] Voice 6: chairs and i'm going to actually start with i think uh tim peterson as the um the year of the

[1:25:25] Voice 6: representative on trust programs committee so vice chair peterson uh

[1:25:32] Voice 4: thank you chair um as i was

[1:25:34] Voice 4: Just listening to the acting CAO there, one thing that popped into my mind was, I hate

[1:25:45] Voice 4: to further complicate things, but the potential for a recommendation that was somewhat of

[1:25:53] Voice 4: a hybrid, recommending rather than the six months as requested by Trust Programs Committee,

[1:26:02] Voice 4: uh maybe putting that as a as a as a shorter uh period uh perhaps three months um which i think

[1:26:14] Voice 4: would help address some of the issues of the timeline extending uh you know to the end of

[1:26:22] Voice 4: the term which we i certainly don't think is a good thing at all um so that's just something

[1:26:28] Voice 4: that occurred to me while i was listening uh and i'm not sure how um maybe some staff feedback on

[1:26:41] Voice 4: that concept would be good hey uh i can see you trader

[1:26:46] Voice 6: um

[1:26:47] Voice 10: certainly generally three months is

[1:26:49] Voice 10: viewed as an appropriate period to keep the public interest going and have like an active engagement

[1:26:53] Voice 10: period i will say that tpc chair evans conveyed concern that three months some local trust

[1:26:59] Voice 10: committees only meet every three months and so she felt that maybe that was an insufficient amount

[1:27:04] Voice 10: of time given the existing LTC meeting schedules and that that would then be onerous on LTC staff

[1:27:11] Voice 10: to be scheduling more special meetings and so on given the three-month window. So again somewhat

[1:27:16] Voice 10: of a political consideration I'll turn to the Director of Planning if there's anything to add

[1:27:20] Voice 10: there around for the smaller LTCs that meet less frequently would that pose a barrier to hosting

[1:27:26] Voice 10: state engagement without onerous extra effort in arranging meetings i think her she was particularly

[1:27:32] Voice 10: concerned around the fiscal um and staff effort that was involved in new meetings and was hopeful

[1:27:37] Voice 10: that some of this could just be done within regular meeting schedules

[1:27:39] Voice 6: right okay and so we'll

[1:27:42] Voice 6: turn to director sir mac here and just maybe from my own understanding how many ltcs are we talking

[1:27:49] Voice 6: about that would be challenged by that well that's a good

[1:27:52] Voice 5: question i would you

[1:27:54] Voice 5: know it's easier to

[1:27:55] Voice 5: for me to think in terms of population,

[1:27:57] Voice 5: you know, with the smaller islands,

[1:27:59] Voice 5: with, you know, the Gambier, the Saturnas,

[1:28:01] Voice 5: the SouthEnders, and Vitas, I suspect,

[1:28:06] Voice 5: Belize, as well as Chelsea.

[1:28:08] Voice 5: So it's a good half.

[1:28:11] Voice 5: LTCs would be challenged to meet that timeline,

[1:28:14] Voice 5: especially considering the loss of current resources

[1:28:18] Voice 5: to facilitate that communications.

[1:28:21] Voice 5: It's one thing to put it on the agenda.

[1:28:23] Voice 5: It's another thing to have a discussion,

[1:28:24] Voice 5: discussion, an informed discussion, so yeah.

[1:28:29] Voice 6: Okay, so four months actually might be more reasonable, seeing as the most LTCs meet quarterly,

[1:28:34] Voice 6: the minimum.

[1:28:37] Voice 6: That's obviously micromanaging this to the nth degree.

[1:28:41] Voice 6: And of course, you know, the other thing, this is selfish and I'm going to go to you,

[1:28:45] Voice 6: Trustee Elliott, next, that for me, I want this information to be provided to Council

[1:28:53] Voice 6: council so that we don't end up debating these very nuances micromanaging at council. We want

[1:28:59] Voice 6: to be able to help council get to a better place sooner. So Vice Chair Elliott.

[1:29:06] Trustee Elliott: Thank you, Chair.

[1:29:07] Trustee Elliott: I was thinking exactly what Vice Chair Peterson said, that a hybrid would be great three months.

[1:29:15] Trustee Elliott: And then what if the LTCs that can't meet in that time hold a special meeting? And we find,

[1:29:22] Trustee Elliott: And I think there's going to be money. I think there's always money in the budget for, you know, a targeted meeting where the issue is as important as this.

[1:29:31] Trustee Elliott: I think we should find the resources to do that.

[1:29:34] Trustee Elliott: My main concern still remains with, is this enough money? And I know we've been through this discussion. And will the engagement materials be provided so that there is a fair process and that trustees managing this process? That remains a concern for me.

[1:29:55] Trustee Elliott: But as far as the timeline goes, if.

[1:30:00] Trustee Elliott: want to go with the wishes of the trust programs committee chair um but reduce the timeline i would

[1:30:06] Trustee Elliott: definitely be in support of that okay

[1:30:09] Voice 5: um if i may

[1:30:12] Voice 5: mr chair yeah just a reminder we uh we've lost

[1:30:15] Voice 5: about 32 percent of our um planning service admin team and so scheduling meetings while

[1:30:21] Voice 5: seemingly an easy thing to do it's it's uh it's challenging when you have new staff that you're

[1:30:25] Voice 5: orientating to the process and what have you,

[1:30:27] Voice 5: as well as the tickers and what have you.

[1:30:29] Voice 5: So yes, you're absolutely right,

[1:30:31] Voice 5: Trustee or Vice Chair Elliott,

[1:30:35] Voice 5: that it's a relatively straightforward thing

[1:30:37] Voice 5: to have a special business meeting.

[1:30:39] Voice 5: But what may even help that process

[1:30:42] Voice 5: is to have that training regular business hours,

[1:30:44] Voice 5: which may be counterproductive

[1:30:46] Voice 5: to what some of the trustees want.

[1:30:47] Voice 5: I'm not trying to pit that against each other.

[1:30:50] Voice 5: But we're in unique times

[1:30:51] Voice 5: in terms of managing resources

[1:30:53] Voice 5: versus managing the will,

[1:30:54] Voice 5: especially with new working groups coming on new committees coming on new will of council coming on

[1:30:59] Voice 5: so um you know i my if you don't mind my just humble opinion um i would recommend a bit of a

[1:31:06] Voice 5: longer timeline just to account for the change in staff so four to six months may be reasonable

[1:31:11] Voice 5: even though i'm i too would like to help you get this going quicker but this may not be that the

[1:31:17] Voice 5: process that you might wish to entertain is not so much the early uh referral process but to get

[1:31:22] Voice 5: first reading you go that way and then that way you have a more secure timeline versus a more

[1:31:26] Voice 5: wishy-washy timeline secure

[1:31:29] Voice 6: i like i like secure too yeah okay let's see what david maude has to

[1:31:34] Voice 6: share with us on this well

[1:31:36] Trustee Maude: certainly i see this as being a special project and so um when director

[1:31:42] Trustee Maude: freighter suggests that trust counselors should have special meetings to deal with the one topic

[1:31:47] Trustee Maude: think i think that's smart it's like having like a zoom type meeting that that we can do because

[1:31:52] Trustee Maude: we can do in a couple of hours instead of tagging on the trust council i think that everybody very

[1:31:58] Trustee Maude: accommodating for that so for the trust council component i really think that's smart because it

[1:32:04] Trustee Maude: focuses it gets the energy going and it's all positive to local trust committees i don't know

[1:32:10] Trustee Maude: know is this maybe that main island is a little bit different but what we did we had in the last

[1:32:18] Trustee Maude: we had two community meetings um janine and i in fact the first one we were invited to it wasn't

[1:32:25] Trustee Maude: it wasn't even our meeting and and you know we met with the community outside in a field

[1:32:31] Trustee Maude: a couple of hours put down the comments we consolidated the comments and we submitted them

[1:32:37] Trustee Maude: and you know it wasn't there was no staff time involved there was no it was it was it was more

[1:32:45] Trustee Maude: of a community outreach community feedback it wasn't driven by the trustees it was driven by

[1:32:51] Trustee Maude: the community and you know if that option exists it's something you know it could could be a lot

[1:32:58] Trustee Maude: more economical and and also a lot more less cumbersome on staff because because all we did

[1:33:06] Trustee Maude: is like i said we took notes in the meeting i i prepared the the foundation document gave it to

[1:33:12] Trustee Maude: janine she added her notes into it then we submitted it to the to staff so that was a lot

[1:33:18] Trustee Maude: more simpler approach than the whole formal consultation and all that and i in my past

[1:33:24] Trustee Maude: i mean i thought our feedback was pretty darn good so that's where i'll leave it okay

[1:33:29] Voice 6: um you

[1:33:31] Voice 6: know there's a couple things i've heard that's worth reflecting on is i think that not necessarily

[1:33:35] Voice 6: all of the small infrequently meeting LTCs actually are going to, it's going to be necessary

[1:33:41] Voice 6: to have a robust consultation. So only maybe half of those half, because I think that actually

[1:33:48] Voice 6: DITIS has certainly provided its feedback. And I don't know that that's a necessary change,

[1:33:53] Voice 6: although there is a new incumbent trustee. I think that over, let's say six months period,

[1:34:03] Voice 6: your resources are going to change. I'm presuming you're going to get staffed back up.

[1:34:07] Voice 6: there'll be some learning curves and you will have some additional horsepower to do this my only

[1:34:12] Voice 6: final remark for consideration of the vice chairs is i think i want to preserve option two the way

[1:34:19] Voice 6: it is because i started thinking that that's the trust programs committee option and i think that

[1:34:26] Voice 6: director fader has already indicated that she might tweak the report and maybe tweak option

[1:34:32] Voice 6: Option one, a little bit more, and maybe that could be a four-month consideration of a consultation.

[1:34:40] Voice 6: And then that would reflect what we've heard from others in this interim period about needing to have more flexibility and recognizing some of our own resource challenges with doing it.

[1:34:55] Voice 6: And that maybe we, I'm just thinking about wanting to preserve that option two.

[1:34:59] Voice 6: whether or not it's the one that we advance to council I think is immaterial because council

[1:35:03] Voice 6: will get both of them and it's up to council to make a decision which one recommendation they'd

[1:35:07] Voice 6: want to go to but switching up option one that maybe reflects more of what you think today

[1:35:13] Voice 6: what's achievable and then I think we'll just make a decision here and move on director freedom

[1:35:19] Voice 6: so

[1:35:19] Voice 10: my recommendation would not be to provide two project charters to council I think that's a

[1:35:24] Voice 10: a really confusing approach for 26 member council to consider um you've been delegated the

[1:35:29] Voice 10: responsibility for project management i would suggest that you pick one charter you can ask

[1:35:34] Voice 10: staff to amend it and forward that to council as the recommendation and then allow council to debate

[1:35:39] Voice 10: that idea i think it would be very confusing to advance two different project charters into a

[1:35:43] Voice 10: meeting of 26 people so my recommendation would be to pick one preferable option and ask staff

[1:35:49] Voice 10: to amend it as you want and then just admit advance a simple rfd about a proposed approach

[1:35:55] Voice 10: that's that's the staff recommendation of how to best manage this okay

[1:35:59] Voice 6: um mixed feelings

[1:36:09] Trustee Maude: my question would be is if we elected to have special trust council meetings

[1:36:15] Trustee Maude: that that compresses the schedule so if we're concerned about option two being too long

[1:36:24] Trustee Maude: if we facilitate the special meetings of trust council do we come down into a more comfortable

[1:36:30] Trustee Maude: timeline should i say you

[1:36:32] Voice 10: will ever i can't laurie if you could scroll down a little bit on option

[1:36:36] Voice 10: two here so i'll just highlight a couple things for you as i answer that question so one is given

[1:36:41] Voice 10: Given that we've lost the primary project manager and content drafter of the project,

[1:36:45] Voice 10: I'm going to suggest that at this stage, we propose probably a three-month delay given

[1:36:50] Voice 10: the existing council schedule.

[1:36:52] Voice 10: So now you can imagine that all of this, I mean, when I redraft this, I would expect

[1:36:56] Voice 10: you'll ask me to amend it to propose a three-month bump in all of the timelines you see here.

[1:37:00] Voice 10: So that would then have approval and principal of council happening in March.

[1:37:07] Voice 10: From there, you would then have your six-month consideration.

[1:37:11] Voice 10: consideration so if you leave it at six months then you would then have amendment drafting and

[1:37:17] Voice 10: first reading coming back to you almost nine you know six months later really in June so if it is

[1:37:24] Voice 10: a six-month period but from there we can schedule special meetings on whatever timeline council

[1:37:28] Voice 10: wants so it's hard to imagine now what we're going to do two years from now but certainly it gets

[1:37:34] Voice 10: there is flexibility if council will start to take special meetings after the six-month referral

[1:37:38] Voice 10: referral period you can build in whatever flexibility council desires around those special

[1:37:43] Voice 10: meetings just allowing enough time for staff to draft the amendments that are requested right

[1:37:49] Voice 10: that's not always quick because you know there's various internal consultation that has to happen

[1:37:54] Voice 7: um but

[1:37:55] Voice 10: certainly yes when you're seeing the final adoption in june of 2026 it is likely that could

[1:38:00] Voice 10: be accelerated and take it back and away from what would then be the beginning of a new election

[1:38:04] Voice 10: period you could back that up through special meetings okay

[1:38:08] Voice 6: so i am feeling comfortable about

[1:38:11] Voice 6: supporting option two if it's amended to specifically note special meetings

[1:38:18] Voice 6: and advancing the timeline and so i see david maude is nodding there uh vice chair's on the

[1:38:25] Voice 6: line there uh vice chair elliott and then vice chair peterson

[1:38:30] Trustee Elliott: my concern is less with the timeline

[1:38:33] Trustee Elliott: line again than the ability of the larger ltcs to do just and fair consultation in their community

[1:38:41] Trustee Elliott: and so if there was built-in resources to support salt spring island gabriel ltcs i mean we're

[1:38:49] Trustee Elliott: talking about one side of the issue which is smaller ltcs don't meet frequently enough and

[1:38:54] Trustee Elliott: so we would have to schedule a special meeting for them or not but we're not talking about the

[1:38:59] Trustee Elliott: flip side which is how consult spring consult a community of 1200 in a fair and equitable matter

[1:39:05] Trustee Elliott: and gabriela island so this is i don't have an issue with going out in community my issue is do

[1:39:12] Trustee Elliott: we have the communications support and will gabriela be able to schedule two or three special

[1:39:19] Trustee Elliott: meetings to actually do that consultation work it's different than on maine or any of the small

[1:39:24] Trustee Elliott: small islands so this is this is a really big part of the challenge and I'm not saying I won't do it

[1:39:30] Trustee Elliott: but it's we have to be consistent yeah thank

[1:39:35] Voice 6: you for that strong message excellent director

[1:39:39] Voice 6: okay

[1:39:39] Voice 10: so having heard that from your from you at the last meeting um on page 115 in the middle

[1:39:45] Voice 10: of the implication section Laurie I am just put there neither option one nor two allows for

[1:39:50] Voice 10: for trust-wide public engagement or really like public engagement support at all the budget we

[1:39:55] Voice 10: have we have proposed we started as staff we proposed a much bigger budget to begin this

[1:39:59] Voice 10: process it's we're now working with a much reduced budget so at this stage really this is the frugal

[1:40:05] Voice 10: approach that the burden goes on trustees to do their own engagement with their communities we can

[1:40:11] Voice 10: you know have planning staff support the structure of a meeting but in terms of the analysis of what

[1:40:17] Voice 10: what you're hearing back, engagement support in terms of like venue,

[1:40:21] Voice 10: like there's going to be limited support to you as trustees.

[1:40:24] Voice 10: So if you feel that there's a need for more engagement support,

[1:40:28] Voice 10: that's a budgetary consideration and almost a staffing consideration.

[1:40:31] Voice 10: We have to bring in that engagement support and tools to support you with

[1:40:36] Voice 10: that work.

[1:40:37] Voice 10: The other message I heard you say in the last meeting was the notion around

[1:40:41] Voice 10: principles of equity and reaching, you know,

[1:40:45] Voice 10: all members of your community. Again,

[1:40:47] Voice 10: that requires some financial support

[1:40:49] Voice 10: to support you with those methodologies,

[1:40:52] Voice 10: which currently aren't available within the budget

[1:40:55] Voice 10: that's been recommended to staff.

[1:40:56] Voice 10: So at this stage, this is the frugal light option,

[1:41:00] Voice 10: which has trustees providing the lead with planning staff,

[1:41:04] Voice 10: providing the framework, the meeting environment

[1:41:06] Voice 10: to provide the commentary,

[1:41:08] Voice 10: but it doesn't provide the kind of approach

[1:41:10] Voice 10: that we did in phase three,

[1:41:11] Voice 10: which was using a variety of tools,

[1:41:14] Voice 10: schools having the analytical power about a consultant to come in and do that analysis and

[1:41:19] Voice 10: that sort of thing so if that's where you're wanting to go again i would suggest the budget

[1:41:23] Voice 10: would likely need to be increased

[1:41:24] Trustee Elliott: exactly and and with due respect to trust programs committee chair

[1:41:28] Trustee Elliott: and vice chair peterson that the context is very different in your communities you can do this kind

[1:41:34] Trustee Elliott: of consultation and so i've heard from my community members don't just don't think that you can come

[1:41:41] Trustee Elliott: out and and with a little questionnaire and take take our feedback they want to they want to have

[1:41:47] Trustee Elliott: confidence in the process and so i don't i don't know what to suggest at this point but

[1:41:53] Trustee Elliott: we need to look at it from the lens of the regional equity rather than what is possible

[1:41:59] Trustee Elliott: in a small community so i know you've taken my point i just don't know how to yeah so director

[1:42:05] Voice 6: fader again so

[1:42:06] Voice 10: there's one piece i could add and laurie if you could scroll back to option two in

[1:42:09] Voice 6: the

[1:42:09] Voice 10: timeline so right now what's being proposed under option two so it's page uh yeah yeah that

[1:42:19] Voice 10: one so you'll see here right now as it's proposed without without the missing staff support we're

[1:42:25] Voice 10: proposing it with this would kick off in december what's now happening is we're going to push

[1:42:29] Voice 10: everything forward by three months or propose that to council so everything would start in

[1:42:33] Voice 10: march which actually moves your consideration of engagement funding to the next fiscal year

[1:42:39] Voice 10: so what I would be when we talk about the business case now if you choose to move the budget forward

[1:42:44] Voice 10: I'm going to be recommending that you remove those engagement funds from this year retain the

[1:42:48] Voice 10: communications funds but you would you would have time in the next next year to consider that path

[1:42:55] Voice 10: and look at this again as you undertake a business case for the following fiscal so it may be that we

[1:43:01] Voice 10: don't need to get too deep on this today or even at council in March if there's agreement on moving

[1:43:06] Voice 10: moving the timeline forward,

[1:43:08] Voice 10: you almost kick that can down the road a little bit

[1:43:10] Voice 10: and you'll have more time to consider it

[1:43:12] Voice 10: in the next budget process.

[1:43:17] Voice 6: That's good.

[1:43:18] Voice 6: This sounds like this is doable

[1:43:21] Voice 6: with some amendments to this particular draft here.

[1:43:26] Voice 6: So Tim

[1:43:29] Voice 7: Peterson, over to you.

[1:43:34] Voice 4: Thank you, Chair.

[1:43:37] Voice 4: Great discussion and thank you, Vice Chair Elliott

[1:43:40] Voice 4: for providing the balance

[1:43:43] Voice 4: between the larger and smaller populations there

[1:43:47] Voice 4: because, you know, I absolutely agree.

[1:43:49] Voice 4: A salt spring consultation is going to be, you know,

[1:43:52] Voice 4: very, very different than a process on Laskete Island.

[1:43:59] Voice 4: And I was also thinking about the reality

[1:44:05] Voice 4: of the changing of the fiscal year.

[1:44:10] Voice 4: It's difficult, of course, because, you know,

[1:44:15] Voice 4: we're presupposing what may or may not happen at next fiscal in terms of resourcing this project so

[1:44:22] Voice 4: and that and that's just reality um i would say that i'm comfortable uh recommending an amended

[1:44:31] Voice 4: option two at this time uh given all those considerations and that in fact we would be

[1:44:40] Voice 4: be looking at a later fiscal but I am concerned that the consideration would would hit March of

[1:44:49] Voice 4: next year and I'm much as I want to respect the programs committee's recommendation of the six

[1:45:02] Voice 4: month timeline I'd really like that to find a way to hit that December rather than March I just I'm

[1:45:11] Voice 4: not sure what to do here so

[1:45:15] Voice 10: you'll if i could respond so both option one and option two would

[1:45:19] Voice 10: have um so at this point what we're looking at is council would then get the first look at the

[1:45:25] Voice 10: document in september within as staff so right now we have council looking at it um yeah council

[1:45:37] Voice 10: receiving it for the first look in june asking for um pbc to make any changes bring it back to

[1:45:43] Voice 10: them in september and then final changes coming back to it in december we're moving i all of that

[1:45:48] Voice 10: forward by three months so both option one and two do not have council pushing it out for comment

[1:45:54] Voice 10: until after march unless it's a winner if it arrives and you all love it no one has concerns

[1:46:00] Voice 10: then the project timeline can shift but um given there's 26 of you you know i think we're being

[1:46:06] Voice 10: precautionary that we want to make sure there's lots of rigor lots of time no rush um and councils

[1:46:12] Voice 10: really feels ownership around this document

[1:46:15] Voice 10: and that it presents the vision and will of council.

[1:46:17] Voice 10: And we want to give everyone lots of time for that.

[1:46:22] Voice 7: Okay,

[1:46:24] Voice 6: Trustee Peterson,

[1:46:24] Voice 6: I'm going to give you the opportunity

[1:46:26] Voice 6: because I know you spoke to this at our last meeting

[1:46:29] Voice 6: to advance a motion that asked an option to be amended

[1:46:35] Voice 6: as discussed and forwarded to council.

[1:46:41] Voice 4: Thank you, Chair.

[1:46:41] Voice 4: Chair, so I move that the executive committee

[1:46:45] Voice 4: request staff to amend option two as discussed

[1:46:53] Voice 4: and forward to trust council for decision.

[1:46:57] Voice 6: Brilliant, thank you.

[1:46:58] Voice 6: That's seconded by Vice Chair Mott.

[1:47:01] Voice 6: Any further discussion, Dr. Trader?

[1:47:05] Voice 7: Did you want that for review of the chair

[1:47:06] Voice 7: or just have staff take it?

[1:47:13] Voice 7: What I'm concerned about is that preamble

[1:47:17] Voice 6: that it's clear, but I

[1:47:18] Voice 6: have complete faith in you.

[1:47:21] Voice 6: Okay, so moved and seconded. Any further

[1:47:23] Voice 6: discussion? All those in favor?

[1:47:25] Voice 6: Raise your hands, please.

[1:47:26] Voice 6: Tim's got a hand up. Excellent, you guys.

[1:47:29] Voice 6: Really great discussion.

[1:47:30] Voice 6: Very thorough, and I thank you all for that.

[1:47:33] Voice 6: And so, final words to

[1:47:35] Voice 6: Director Frater, and then we're going to have lunch.

[1:47:36] Voice 10: Thank you for that decision. Happy to reframe this

[1:47:39] Voice 10: for you. Just want to confirm

[1:47:41] Voice 10: that you're comfortable with the approach staff took,

[1:47:43] Voice 10: which is to simply, we had two motions of

[1:47:45] Voice 10: council one was to bring forward a new project plan the other was to bring forward a communication

[1:47:49] Voice 10: strategy we've attached the communication strategy to the plan is simply a supportive piece

[1:47:54] Voice 10: i just want to have make sure staff have clarity you're comfortable with taking that approach and

[1:47:59] Voice 10: not making the communication strategy its own discussion item i'm feeling comfort with how

[1:48:05] Voice 10: we've approached okay okay

[1:48:07] Voice 6: so just two more things one comment is the schedule of this council is

[1:48:13] Voice 6: as you know, is structured to have this conversation

[1:48:17] Voice 6: before we go to the financial planning discussion.

[1:48:19] Voice 6: And now then we're going to have a financial discussion,

[1:48:22] Voice 6: which hopefully will also reciprocate

[1:48:24] Voice 6: the funding accordingly.

[1:48:26] Voice 6: So the only final item before I let you go for lunch

[1:48:29] Voice 6: is I want to move by general consent

[1:48:31] Voice 6: that item 7.2.1234 be forwarded to council as presented.

[1:48:38] Voice 6: Tim Peterson.

[1:48:40] Voice 7: tim peterson uh

[1:48:43] Voice 4: yeah chair just before we got too far along there uh i i just was thinking about my

[1:48:49] Voice 4: uh uh my notice of motion that i sent out earlier which is just to attach some specific uh

[1:48:56] Voice 4: information to either the uh either the business case in the briefing for council and if that if

[1:49:03] Voice 4: we can do that after lunch that's just fine but i didn't want to i didn't want to forget about that

[1:49:09] Voice 4: okay thank

[1:49:10] Voice 6: you yeah and i promised that that would be included in this discussion

[1:49:13] Voice 6: so um then let's take it then that we will address that after lunch and that will be further

[1:49:19] Voice 6: suggestions with respect to the amendments um to items of question for uh staff consideration

[1:49:27] Voice 6: although she obviously you've seen that material at this point yes no sorry

[1:49:33] Voice 6: trustee peterson's bullets yes

[1:49:36] Voice 10: to the business case yeah we can talk about that when that item

[1:49:38] Voice 10: comes on the agenda well

[1:49:40] Voice 6: we are that oh

[1:49:41] Voice 10: okay yeah yeah

[1:49:42] Voice 10: so let's talk about that so you've got the

[1:49:44] Voice 10: business case showing under item let's

[1:49:47] Voice 6: talk about it after lunch all right so let's recess and come

[1:49:51] Voice 6: back at um it looks like one o'clock my eyesight yeah let's come back at one o'clock and um we'll

[1:49:59] Voice 6: continue this conversation thank you very much for a terrific conversation and um and joining

[1:50:03] Voice 6: us electronically and it's so far so good okay

[1:50:07] Voice 7: see you shortly

[1:50:08] Voice 7: See you. Thank you.

[2:23:41] Voice 7: Okay, everybody, welcome. I'm just trying to figure out how to get my video back online, because the host has stopped it.

[2:24:06] Voice 6: Okay, welcome back, everybody. Tim Peterson, I see you there. That's great.

[2:24:12] Voice 6: Chair Elliott, Vice Chair Elliott, also.

[2:24:16] Voice 6: And so we left off here at the end of Section 7.

[2:24:25] Voice 6: There was an item associated for information

[2:24:29] Voice 6: about the tree-cutting advocacy work

[2:24:32] Voice 6: that was circulated over lunch.

[2:24:34] Voice 6: I don't know that we actually need to consider that any further.

[2:24:38] Voice 6: Is there anybody that wishes to receive it for information?

[2:24:40] Voice 6: Is there anybody that wishes to take any specific action on that?

[2:24:46] Voice 6: Not seeing anything then would just not pertinent to today's work.

[2:24:52] Voice 6: So what is pertinent to today's work

[2:24:55] Voice 6: is um uh the draft was i revised policy statement amendment project charter version six um that was

[2:25:05] Voice 6: advanced uh to council um staff will be making some amendments to that um supporting option two

[2:25:15] Voice 6: and uh trustee peterson had some uh suggestions uh with respect to further amendments to that

[2:25:28] Voice 6: uh item being forwarded to council and so um trustee peterson i think you forwarded

[2:25:35] Voice 6: what was your calling your notice of motion to laurie and and laurie do you have that that you

[2:25:42] Voice 6: can put up on the screen excellent thank you very much okay so trustee peterson what would you like

[2:25:47] Voice 6: to do with these

[2:25:48] Voice 7: uh

[2:25:51] Voice 4: yeah thank you chair um so yeah i just wanted to make sure that we provided

[2:25:57] Voice 4: some extra context for council as we go into the discussions uh and the budgetary uh discussions

[2:26:08] Voice 4: questions in particular on this um just just a recap for any trustees that may have forgot you

[2:26:14] Voice 4: know the legislative requirement for a policy statement uh and that sort of thing so before

[2:26:21] Voice 6: you get too far along there um i think i'm being uh it's been identified that maybe we should talk

[2:26:27] Voice 6: about those under 7.312 or 11 so

[2:26:33] Voice 10: i guess the question would be do you want more content

[2:26:35] Voice 10: besides what's already been added to the briefing

[2:26:38] Voice 10: that was discussed under 7.2.5

[2:26:40] Voice 10: or your comments primarily directed to the business case

[2:26:43] Voice 10: under 7.1

[2:26:46] Voice 4: .1 or

[2:26:48] Voice 10: 1.1.

[2:26:49] Voice 10: So

[2:26:50] Voice 4: this was sort of a question

[2:26:52] Voice 4: that I wanted to check in with staff.

[2:26:56] Voice 4: I think, you know, the way that my notice reads

[2:27:01] Voice 4: is business case slash briefing

[2:27:03] Voice 4: and I kind of feel like it's better in the briefing,

[2:27:11] Voice 4: but I would be happy to hear from staff on their thoughts.

[2:27:14] Voice 6: Okay, well, why don't you then tell us

[2:27:16] Voice 6: what you've got in mind here,

[2:27:17] Voice 6: other than what we've got on the screen,

[2:27:19] Voice 6: and then we can seek some advice

[2:27:21] Voice 6: or seek endorsement of these things.

[2:27:25] Voice 4: Okay, yeah, so I just wanted to just provide

[2:27:29] Voice 4: a little bit of contextual information

[2:27:31] Voice 4: for for all trustees around the legislative requirement around the policy and review

[2:27:41] Voice 4: you know specifically the long timeline it's been since the last substantive amendments

[2:27:49] Voice 4: what our policy says on regularly reviewing it and and the topics that were absent in the current

[2:27:58] Voice 4: current version as opposed to the draft version

[2:28:01] Voice 4: that's coming forward for consideration.

[2:28:05] Voice 4: So those were essentially the things,

[2:28:07] Voice 4: just a little bit of contextual information.

[2:28:10] Voice 4: They're easy for trustees to see

[2:28:13] Voice 4: and be reminded of around those items.

[2:28:18] Voice 6: Okay, so

[2:28:19] Voice 6: Director Fader,

[2:28:22] Voice 6: what do you want to say in response to that?

[2:28:24] Voice 10: No concern adding that narrative.

[2:28:26] Voice 10: I think we've heard that staff reports are too long

[2:28:28] Voice 10: and we're trying to shorten things up but if we've over shortened things and for the sake of clarity

[2:28:33] Voice 10: of the new council you'd like some of that background information added in no concern we

[2:28:37] Voice 10: can do that okay

[2:28:39] Voice 6: so uh vice chair peterson are you satisfied that we take by general

[2:28:45] Voice 6: oh i should actually go to the ec obviously that by general consent if that consent exists

[2:28:51] Voice 6: that staff undertake the work that you've identified here

[2:28:57] Voice 6: in the briefing going to council.

[2:29:03] Voice 4: If that's enough for staff, then that's fine by me.

[2:29:14] Voice 10: Okay,

[2:29:14] Voice 6: so by general consent,

[2:29:16] Voice 6: then we'll take it that that motion be endorsed

[2:29:19] Voice 6: and council will look after that.

[2:29:21] Voice 6: so thank you uh tim for bringing that to us and thank you vice chairs for your support

[2:29:26] Voice 6: so i'm going to move on to section 7.3 administrative services this is the big p

[2:29:32] Voice 6: this is obviously a budget council and um in the absence of the director of administrative services

[2:29:42] Voice 6: um uh will just i think that potentially it will just forward these to council as

[2:29:49] Voice 6: presented but I want to ask you if there's any questions that you have on any of these items 7.31

[2:29:56] Voice 6: to 7.318 that the act

[2:30:00] Voice 6: acting CAO, where others might be able to answer.

[2:30:03] Voice 6: Are there any questions on any of this?

[2:30:05] Voice 6: A no from David Maude.

[2:30:08] Voice 6: I'm not seeing your hand pop up there.

[2:30:11] Voice 6: Vice Chair Peterson and Vice Chair Elliott, you're okay?

[2:30:14] Voice 6: All right.

[2:30:18] Voice 6: So then I'm going to take it then, thank you,

[2:30:20] Voice 6: that all of the items under 7.3, Administrative Services,

[2:30:24] Voice 6: be forwarded to Council as presented by General Consent.

[2:30:29] Voice 10: Dr. Fader.

[2:30:30] Voice 10: So if I could add, as I mentioned earlier,

[2:30:32] Voice 10: or when we talked about the policy statement project staff will bring over advised advice

[2:30:36] Voice 10: to council around the budget for the policy statement project but we won't be suggesting

[2:30:41] Voice 10: amending the business case at this time because the numbers are already done in the budget yeah

[2:30:45] Voice 10: so we'll walk that advice into the council meeting

[2:30:47] Voice 6: okay so we'll get the heads up at the next ec

[2:30:49] Voice 6: meeting on what that looks like and then yeah and we'll walk the advice in okay excellent

[2:30:55] Voice 6: one and you'll obviously want to advise uh chair bernardo on that fact yes um he needs to be in

[2:31:03] Voice 6: that mood all right let's go to section 7.4 planning services cast my eye on the director

[2:31:10] Voice 6: over there we've got items 7.41 through 7.44 is there anything that you wish to address specifically

[2:31:17] Voice 6: regional manager regional director stefan zermak otherwise we'll go to vice chairs

[2:31:24] Voice 6: uh you know i have nothing specific to add to my report okay thank you excellent work um

[2:31:30] Voice 6: vice chairs anything 7.41 through 7.44 looking for your hand up there tim nothing all right so

[2:31:39] Voice 6: i'm gonna then by general consent advise that item seven point all items under 7.4 reported to

[2:31:47] Voice 6: council as presented also okay now we're at 7.5 delegation requests i think we have

[2:31:57] Voice 6: seven of them in front of us today 7.5 1 2 3 4 5 6 7 yeah and um let's ask vice chairs at this

[2:32:13] Voice 6: point do you have any concerns with any of these delegations and a reason why we shouldn't advance

[2:32:21] Voice 6: them or agree to their participation and advance them to council um as a delegation

[2:32:29] Voice 6: vice chairs i'll ask you first david no uh vice chair elliott oh

[2:32:37] Trustee Elliott: thank you chair i do have some

[2:32:39] Trustee Elliott: questions about the donison um delegation um is this accurate information like what is our

[2:32:52] Trustee Elliott: responsibility to check through um i realize citizens are presenting perspectives some of

[2:33:00] Trustee Elliott: them may be grounded in areas of knowledge and expertise that we don't have um but if we're

[2:33:08] Trustee Elliott: going to be asked to respond and dispose or take action on these delegations i know that the last

[2:33:15] Trustee Elliott: one by mr dunnison staff have invested a considerable amount of time um working with

[2:33:22] Trustee Elliott: him at the direction of trust council and i'm just wondering if this this new one is like does it

[2:33:33] Trustee Elliott: contain allegations that are untrue do we know how well founded it is what are we dealing with here

[2:33:40] Voice 6: okay i'm gonna uh see if the acting ceo has any remarks on this um

[2:33:46] Voice 10: so what i will say is staff

[2:33:48] Voice 10: to my knowledge have not yet met with mr dunningson but that is planned to happen before

[2:33:52] Voice 10: Fortress Council meets to talk about his prior delegation which was around carbon storage

[2:33:56] Voice 10: the methodology of a prior report around carbon storage with regard to like fact checking or

[2:34:03] Voice 10: evaluating delegations there's not a lot of time between when they're received and when this

[2:34:08] Voice 10: agenda goes out at this time so staff have not dug into the content of particular

[2:34:16] Voice 10: pieces of information that are here what I would say you know yeah I'll leave it at that for now

[2:34:23] Voice 10: no we have not we have not on any of these delegations really dug into the content to

[2:34:28] Voice 10: evaluate it to provide advice to you and that may be a step you may wish to consider but it

[2:34:34] Voice 10: puts us in a place of having to have knowledge about the content of the delegation prior to

[2:34:38] Voice 10: coming adding into this agenda

[2:34:40] Voice 6: yeah i would just add to that that certainly the threshold

[2:34:45] Voice 6: might appear to be low for qualifying um information supplied by delegations we the

[2:34:56] Voice 6: threshold although is high when it comes to defamation or anything else associated with

[2:35:03] Voice 6: with inappropriate language,

[2:35:07] Voice 6: that's a more easily manifested one.

[2:35:11] Voice 6: And often we will ask for delegations to correct

[2:35:15] Voice 6: or adjust the wording in their delegation

[2:35:18] Voice 6: in order to not have it be inaccurate or offensive.

[2:35:26] Voice 6: So yeah, as the director has said,

[2:35:30] Voice 6: there's that conversation with Minister Dunison,

[2:35:34] Voice 6: is pending and will happen before council and that might help inform uh part of his delegation here

[2:35:41] Voice 6: although they're also different um so i don't think we know the answer to your question well

[2:35:47] Trustee Elliott: sorry he's making claims that there is invalid information on the website like

[2:35:55] Trustee Elliott: like this is talking about the validity of the information that the islands trust

[2:36:00] Trustee Elliott: trust puts out. And so if this is a case in which we have to dig through and go, okay,

[2:36:08] Trustee Elliott: what is he claiming? What is actually, is there fact? Do some investigation. Basically, we're

[2:36:17] Trustee Elliott: giving this person a platform to say all of these things without having a chance to respond and say,

[2:36:24] Trustee Elliott: say, well, this is true. This may not be true. Context is missing here. So that's what I'm

[2:36:30] Trustee Elliott: asking because it's this specific delegation presentation that I think is going to raise

[2:36:34] Trustee Elliott: a lot of questions about the kind of information that we're putting out and what it's grounded in.

[2:36:42] Trustee Elliott: So this is not a citizen opinion piece. He's putting this out as a counter to

[2:36:48] Trustee Elliott: to invalid information being published by the Islands Trust.

[2:36:53] Trustee Elliott: I think this is a very different scenario to your normal kind of delegation.

[2:36:59] Voice 6: But, you know, it is, however, his opinion.

[2:37:02] Voice 6: And so, Director Frederick.

[2:37:05] Voice 10: So in looking at the submission, we viewed it,

[2:37:08] Voice 10: I, as the approver of the agenda, viewed it as an opinion.

[2:37:11] Voice 10: So this is a constituent offering an opinion.

[2:37:14] Voice 10: I'll point on page 334 of your agenda,

[2:37:17] Voice 10: there's a um a slide that says that the provincial response did not identify qualified staff did not

[2:37:22] Voice 10: provide qualified provincial staff written response um again that's an opinion of that

[2:37:28] Voice 10: writer um i would say that um the written response which we will be circulating to trust programs

[2:37:34] Voice 10: committee and soon as this agenda is out was provided on behalf of the province um and was

[2:37:40] Voice 10: circulated amongst many staff at the province to ensure it represented the provincial view to my

[2:37:44] Voice 10: understanding including one of the authors that then show one of the staff person that then shows

[2:37:48] Voice 10: on a later slide um but it was viewed as an opinion of that author that in their view it

[2:37:54] Voice 10: wasn't sufficient um so i think the constituent can offer that view whether the description of

[2:37:59] Voice 10: the cdf is valid or invalid again it's slightly subjective in nature i think um we certainly can

[2:38:05] Voice 10: review the language on the website i've been consistent in saying that once we have the

[2:38:08] Voice 10: resources to do so to ensure there was an error noted there was a mistake in the coastal douglas

[2:38:12] Voice 10: for toolkit which we have remedied but we need time and resources to look at that language

[2:38:18] Voice 10: at first glance it appears to be you know we have used plain language and been very generic in the

[2:38:23] Voice 10: way we describe an ecosystem it may be that the language needs to be specific that we're talking

[2:38:27] Voice 10: about the coastal Douglas fir ecosystem in Canada or the coastal Douglas fir moist maritime zone

[2:38:33] Voice 10: but I think we'll wait I think I would advise you to wait and hear the specific concerns of

[2:38:38] Voice 10: the delegate and then we can take direction as to whether you want the language to be more specific

[2:38:43] Voice 10: in the description of you know the the sub zone of cdf that we're speaking about i don't know

[2:38:51] Voice 10: again it puts staff in a difficult position of trying to evaluate information that comes from

[2:38:57] Voice 10: delegations okay

[2:38:59] Voice 6: uh uh vice chairman

[2:39:01] Trustee Maude: mr trustee peterson also has his um just quickly look at the

[2:39:10] Trustee Maude: the delegations is sort of like,

[2:39:11] Trustee Maude: but it's the entity.

[2:39:13] Trustee Maude: It's, you know, it's somebody's opinion.

[2:39:16] Trustee Maude: I can't recall a trust council

[2:39:19] Trustee Maude: when somebody has not presented an opinion.

[2:39:22] Trustee Maude: Like, we've heard about clear cuts,

[2:39:23] Trustee Maude: we've heard about eel grass,

[2:39:25] Trustee Maude: we've heard about dogs.

[2:39:26] Trustee Maude: Like, a broad spectrum of things

[2:39:30] Trustee Maude: covering both extremes.

[2:39:33] Trustee Maude: And, you know, it's just,

[2:39:34] Trustee Maude: it's commentary being provided to the trust council,

[2:39:37] Trustee Maude: and I would be reluctant,

[2:39:40] Trustee Maude: reluctant even if something was was really wrong to to editorialize what it is because that is

[2:39:46] Trustee Maude: their opinion and i think to to spend a lot of trust staff time or chairs time trying to sort of

[2:39:54] Trustee Maude: manipulate somebody's words i don't think there's value in that it's it's it's a commentary and and

[2:40:02] Trustee Maude: because i like i've heard a lot of stuff at trust council i've disagreed with

[2:40:05] Trustee Maude: but i just have taken it so that's what i said

[2:40:08] Trustee Maude: it okay

[2:40:10] Voice 6: anything further on that yeah okay so trustee peterson yeah

[2:40:18] Voice 4: thank you chair um

[2:40:19] Voice 4: i guess uh to to uh vice chair elliott's point i guess my concern that sort of agrees with what

[2:40:29] Voice 4: she's saying in a sense is about what trust council's decisions around disposition of

[2:40:37] Voice 4: delegations is it's one thing to hear information it's another thing to uh get direction from trust

[2:40:45] Voice 4: council based on uh as we're saying as based on an opinion and i guess my concerns are about

[2:40:55] Voice 4: um i don't have i don't have any easy answers but uh when opinions are um

[2:41:03] Voice 4: shared with Trust Council and then there's a desire by Trust Council to take some action

[2:41:11] Voice 4: and that action should definitely be grounded in uh you know provable evidence um so I do take

[2:41:20] Voice 4: that point uh and by the same token absolutely I don't I don't want us to uh to unreasonably

[2:41:30] Voice 4: restrict delegation's expression of their opinions.

[2:41:33] Voice 4: So those are my thoughts, thank you.

[2:41:36] Voice 6: Okay, thank you.

[2:41:38] Voice 6: So anything else on any of the other items

[2:41:41] Voice 6: at 7.5.1 to 7.5.7?

[2:41:46] Voice 6: Mr. Chair, can I ask a question?

[2:41:49] Voice 5: Yes.

[2:41:49] Voice 5: Sir, this is me in my new role

[2:41:51] Voice 5: and I see some sort of, I don't see quite factual errors,

[2:41:54] Voice 5: but sort of some misguidings in the delegations.

[2:41:57] Voice 5: and i'm not sure if my role is directed would you like me to correct those and provide that

[2:42:01] Voice 5: to trust counsel or tell this table here or just ignore them and wait till after the fact

[2:42:06] Voice 5: trust

[2:42:06] Voice 6: counsel let me then proactively seek your advice and then are you talking about

[2:42:11] Voice 6: 7.5.7 and 7.5

[2:42:14] Voice 5: .6 not so much an error but uh just i well here's the deal 7.5.6 i did communicate

[2:42:21] Voice 5: with the author just on my own volition having read that particular one and corrected them that

[2:42:27] Voice 5: they missed section 54 of the islands trust act which allows the province to regulate delegation

[2:42:33] Voice 5: authority so that was done so in a sense i feel like that's the stuff uh and then yeah seven five

[2:42:41] Voice 5: seven point five point seven um it's just there's an error okay so i i could speak to that if you

[2:42:47] Voice 5: like to or not so

[2:42:49] Voice 6: thank you for that so i'm gonna then acknowledge that 7.5.6 has been sorted out

[2:42:58] Voice 6: In

[2:42:59] Voice 5: staff's opinion, I have informed them that they just missed a big chunk of the act, which negates their tyranny.

[2:43:05] Voice 5: Okay. So

[2:43:07] Voice 6: then I'm going to just, without necessarily going into specifics, suggest that 7.5.6 and 7.5.7, that the delegate should be advised that there are some factual oversights in additional legislation or policy changes that should be considered

[2:43:35] Voice 6: and that they be asked to resubmit their delegation

[2:43:42] Voice 6: by a

[2:43:43] Voice 8: specific date.

[2:43:48] Voice 8: Or, I'm sorry, did you want to see it before it went to?

[2:43:53] Voice 8: No, not before it goes out on Friday.

[2:43:56] Voice 7: So for consideration, is that a late item?

[2:43:59] Voice 5: Yeah.

[2:44:01] Voice 5: It's either that or staff just submit a briefing

[2:44:04] Voice 5: to the trust council.

[2:44:05] Voice 5: Again,

[2:44:06] Voice 6: I'm not used to that.

[2:44:07] Voice 6: I don't want to

[2:44:07] Voice 5: editorialize.

[2:44:08] Voice 6: It's very fair.

[2:44:09] Voice 5: I

[2:44:10] Voice 7: don't want to just might just argue with the delegates and

[2:44:16] Voice 6: money the lawyers here.

[2:44:18] Voice 6: Anyway, so I'm just going to actually seek confirmation from vice chairs that I think

[2:44:23] Voice 6: there's room for improvement in terms of ensuring that the facts are correct in 7.5.6 and 7.5.7.

[2:44:30] Voice 6: And it's pretty black and white.

[2:44:31] Voice 6: There's no opinion associated with that.

[2:44:33] Voice 6: And if so, I would ask staff to facilitate that is what I'm after.

[2:44:38] Voice 6: And if it was possible to do that by Friday before the package went out, that would be great.

[2:44:43] Voice 6: But I don't have an expectation that that's possible.

[2:44:46] Voice 6: And so, therefore, they would come as they would be included as late items.

[2:44:51] Voice 10: I would suggest trying to achieve it by Friday is not a reasonable thing.

[2:44:55] Voice 6: And I

[2:44:55] Voice 10: would expect that executive committee would want to see any additions to the agenda.

[2:44:58] Voice 10: So that would

[2:44:59] Voice 10: come to you at that morning of March 6th.

[2:45:01] Voice 10: Yes.

[2:45:01] Voice 6: Okay. So then what I'm going to advise them by general consent is that items 7.5.6 and 7.5.7 be returned to the delegates for factual corrections and be returned to the executive committee meeting of March the 7th for inclusion in the delegations.

[2:45:28] Voice 6: and then I'm going to then further say that by general consent that delegations 7.5.1 through

[2:45:36] Voice 6: 7.5.5 be advised that their delegation submission has been accepted

[2:45:46] Voice 7: terribly

[2:45:52] Voice 4: sorry I'm so used to seeing my hand on my picture

[2:45:57] Voice 6: that's okay thank you Tim so I think that does it for delegations you've got satisfactory

[2:46:04] Voice 6: the

[2:46:05] Voice 8: time is 10 minutes for each delegation yeah 10 minutes is what we normally do

[2:46:09] Voice 8: we've reduced it from time to time depending on the i think we'll stick to 10 thank you

[2:46:14] Voice 8: and we

[2:46:17] Voice 6: extended that session by 15 minutes very good um okay that's great so we're looking forward

[2:46:23] Voice 6: to the delegation thank you for your careful consideration so we now have correspondence at

[2:46:31] Voice 6: 7.6.1 um and this is to be afforded to council in the agenda i'm presuming um is that a given

[2:46:43] Voice 6: or should this just be circulated to council prior to the meeting do we know only really

[2:46:48] Voice 6: i think the expectation is that would be on an agenda all right so are there any objections

[2:46:53] Voice 6: to including 7.6.1 or 7.6.2 on the agenda not seeing any then i'll just take it by general

[2:47:02] Voice 6: consent that 7.6.1 7.6.2 be forwarded to council uh and added to correspondence thank you i think

[2:47:14] Voice 6: we should just take a moment to celebrate that's the council agenda that i really want to thank

[2:47:19] Voice 6: you for the um very thoughtful conversation and work in getting us to this stage so if that's all

[2:47:27] Voice 6: right i'm going to continue on with the executive committee projects and just scroll through the

[2:47:34] Voice 6: The only item I have here is, oh gosh, is it annual report time again?

[2:47:40] Voice 6: 8.2.2.1, the 2022-23 annual report format, request for decision, and that's on page 418.

[2:47:51] Voice 6: Acting CAO Freighter, are you going to speak to that one?

[2:47:54] Voice 6: I

[2:47:55] Voice 10: will, thank you.

[2:47:57] Voice 10: So this is coming to you again on an annual basis.

[2:48:00] Voice 10: You are in charge of communications for the trust and you typically have responsibility

[2:48:05] Voice 10: for approving the format and outline of the annual report.

[2:48:09] Voice 10: We're bringing you a fairly status quo recommendation that we continue to develop the report in

[2:48:15] Voice 10: the way in which has been done in the past, which is guided by council policy.

[2:48:19] Voice 10: I will say that it is a somewhat onerous approach to developing an annual report, but the outcome

[2:48:26] Voice 10: is generally a smooth one.

[2:48:28] Voice 10: So the way in which it works is that we have every body of the trust developing its own section and approving it by resolution and having it debated at that body,

[2:48:37] Voice 10: such that by the time you get to council, it's been fairly well crafted and debated already.

[2:48:43] Voice 10: So you don't have 26 people trying to co-edit a document and have various LTCs disputing if it was five or six different applications or whatever it may be.

[2:48:52] Voice 10: that said certainly we do look for efficiencies as we can and welcome your feedback as you head

[2:48:58] Voice 10: into this next term as you go through this process please take note of how it's working

[2:49:02] Voice 10: and give us feedback for future years if you think there's ways to do it better

[2:49:06] Voice 10: our intent though is to preserve council's time at council you know so that we're not

[2:49:12] Voice 10: co-editing a report this year we're proposing a few changes one of which is that last year we

[2:49:18] Voice 10: piloted putting the Conservancy information higher in the report more near the front for a couple

[2:49:25] Voice 10: reasons that did not work out terribly well and we're going to recommend going back to where it

[2:49:29] Voice 10: was before the end of the report near the financial statements so just think that that's our

[2:49:34] Voice 10: recommendation to you the other one was that we're going to try if we can to incorporate some more

[2:49:40] Voice 10: infographics this year if resources permit and the Conservancy is proposing to have a somewhat

[2:49:46] Voice 10: what shorter report that they've done in the past just finding that they want to again have

[2:49:51] Voice 10: efficient use of resources and produce something that is both of use to council and the minister

[2:49:56] Voice 10: but also easily pivoted into a marketing tool that can be made available to donors and supporters

[2:50:02] Voice 10: and partners and yes so those are the highlights for now you'll see at the end here there is a

[2:50:10] Voice 10: proposed table of contents that's what we're looking through the proposed resolution for you

[2:50:14] Voice 10: to endorse um which again fairly status quo just moving the conservancy down towards the end again

[2:50:20] Voice 10: and uh yep happy to take feedback on this okay

[2:50:27] Voice 6: um so we're looking for feedback on on endorsing

[2:50:31] Voice 6: this format um for compilation of the annual report and i'll just ask quickly here you said

[2:50:38] Voice 6: that islands trust conservancy is going to take a slightly lower profile just looking at the uh

[2:50:44] Voice 6: the index there and see that the first time

[2:50:48] Voice 6: the Alistair's Conservancy is mentioned is at 17.

[2:50:50] Voice 6: And I wonder whether or not the remarks

[2:50:52] Voice 6: from the chair of the Conservancy

[2:50:54] Voice 6: shouldn't be further up in the beginning of the report.

[2:50:58] Voice 6: And I don't want to manipulate that too much,

[2:51:00] Voice 6: but it just does strike me that in what we acknowledge

[2:51:04] Voice 6: of wanting to recognize the Alistair's Conservancy

[2:51:06] Voice 6: more meaningfully, that might be,

[2:51:09] Voice 6: especially if it's a reduced content

[2:51:11] Voice 6: and there might be just a letter

[2:51:13] Voice 6: from the from the chair of the manager whatever could

[2:51:18] Voice 10: i take that as a like advice to staff and

[2:51:20] Voice 10: if it's workable and with you know and does it cost too much more in terms of graphic design

[2:51:25] Voice 10: but we could do that if it works okay is that i'm fine

[2:51:28] Voice 10: with that is there any concerns that

[2:51:30] Voice 6: recommendation to director frederick okay so any comments from the other vice chairs here

[2:51:36] Voice 6: on what you're seeing this is a new process for you there'll be lots of more opportunities to

[2:51:42] Voice 6: tweet this one oh well to me it's micromanaging you're absolutely right except that it's our

[2:51:48] Voice 6: voice exactly it's the corp this is the document i think of this as the document out to the

[2:51:53] Voice 6: shareholders and stakeholders and it's important that it be what we wanted to say but

[2:51:58] Trustee Maude: i just i

[2:51:58] Trustee Maude: appreciate the opportunity yeah but you know it's it's rightfully endorsed okay

[2:52:04] Voice 6: uh so if there's no

[2:52:06] Voice 6: objection then I'm going to uh by general consent uh there

[2:52:15] Voice 10: is a proposed motion a motion in this

[2:52:17] Voice 10: circumstance would be helpful that

[2:52:19] Voice 6: the executive committee approve and format and outline the

[2:52:21] Voice 6: contents of the 2021-2022 annual report so just by general consent we'll approve that

[2:52:28] Voice 6: thank you and you'll note that in a minute okay thank you so 8.2.2.1 this sort of got here um

[2:52:37] Voice 6: One, through Gabrielle at LTC and through myself, you can see that I wrote to somebody

[2:52:44] Voice 6: in Canada and had not heard back, and I actually find that that level of communication was

[2:52:51] Voice 6: not very effective to the Islands Trust as a local government, and certainly the lack

[2:52:56] Voice 6: of any response at this point, maybe nobody responds.

[2:52:59] Voice 6: It sounds like somebody's criticizing the Islands Trust here, actually, but it's the

[2:53:03] Voice 6: same kind of criticism.

[2:53:04] Voice 6: It's difficult, I know, for governments to respond.

[2:53:07] Voice 6: And I think that there's some more room for consultation, and I'm just wondering, from staff's perspective, how can we raise this?

[2:53:21] Voice 6: Because I know that community members, both on Thetis and Gabriola and Valdez and Ruxton and all of those areas around are concerned about what the impacts of this are.

[2:53:32] Voice 10: Well, at this point, you've written asking for an extension, because our consultation has now closed.

[2:53:36] Voice 10: yeah so you have written asking for an extension and you've received no reply yes um beyond that

[2:53:42] Voice 10: you know you could send another email as chairs requesting an urgent reply that you could have

[2:53:48] Voice 10: before march 7th to advise council about um i would say staff capacity to assist right now is

[2:53:54] Voice 10: really low um we don't have much room for additional work at this time to take on in

[2:53:59] Voice 10: terms of advocacy but certainly as the chair you could follow up your email and see if you could

[2:54:04] Voice 10: get that response if this was a high priority concern for the trust you could write to the

[2:54:09] Voice 10: minister of transportation highlighting your perception of concern the other thing that could

[2:54:15] Voice 10: happen is reach out to other local governments in the news i could provide you with some news

[2:54:19] Voice 10: articles other local governments express concern with the process as well you know u.s chair

[2:54:24] Voice 10: executive committee may wish to reach out to them to seek what paths they're taking for advocacy on

[2:54:29] Voice 10: this topic and then inform your comments to council as appropriate it's

[2:54:36] Voice 6: unfortunate to feel

[2:54:37] Voice 6: like you're in a vacuum yeah um okay um i think i'm probably going to raise this with gabriella

[2:54:45] Voice 6: ltc i'm certainly going to raise a fetus ltc um and maybe do some outreach to our mps

[2:54:52] Voice 6: they may have better context but i think for me the next step is to reach out to mps

[2:54:58] Voice 6: and say hey what's going on here so is there any further action that anybody would like to take

[2:55:05] Voice 6: with respect to that uh correspondence there at 8.2.2.2 no okay so i'm going to move on through

[2:55:16] Voice 6: to the next item is that new business and we've got the first one 9.2.1 just uh ltc chairs report

[2:55:25] Voice 6: on local advocacy topics.

[2:55:26] Voice 6: And indeed the NAV Canada is certainly one of those.

[2:55:30] Voice 6: Is there anything else that any of the vice chairs

[2:55:33] Voice 6: needs to raise here as a advocacy

[2:55:36] Voice 6: that the executive committee should be aware of?

[2:55:40] Voice 6: David is nodding his head and I'm watching

[2:55:44] Voice 6: for Tim Peterson's hand and it's remaining down, thank you.

[2:55:47] Voice 6: And I'm not seeing anything from vice chair Elliott.

[2:55:50] Voice 6: So that's great, thank you.

[2:55:51] Voice 6: And we'll look forward to some other items coming to us

[2:55:55] Voice 6: as time progresses so the first new new business item added to the agenda when we began was at 9.5

[2:56:05] Voice 6: which is ubcm housing attendance um and perhaps director frederick you know about the dates

[2:56:15] Voice 6: and locations of this and i think probably what is of interest is whether or not ec members

[2:56:21] Voice 6: members staff or other trustees are going to attend or have the opportunity to attend and

[2:56:28] Voice 6: whether or not i guess executive committee is prepared to fund that in some way do you have

[2:56:32] Voice 6: some uh observations there all

[2:56:34] Voice 10: right so what i can advise is ubcm is hosting a province-wide

[2:56:38] Voice 10: housing summit on april 4th to 5th in vancouver they've invited local governments to attend and

[2:56:45] Voice 10: from what i can understand is there's a fulsome opportunity about housing issues ranging from

[2:56:50] Voice 10: from everything from, yeah, I can just read from here.

[2:56:53] Voice 10: Densification, upzoning, community amended,

[2:56:56] Voice 10: amenity and infrastructure needs,

[2:56:58] Voice 10: rural and northern challenges and opportunities.

[2:57:01] Voice 10: And I understand Isla's trust is scoped

[2:57:03] Voice 10: into rural and northern challenges,

[2:57:05] Voice 10: finance issues, indigenous housing needs,

[2:57:07] Voice 10: homelessness issues, climate change,

[2:57:10] Voice 10: and approvals streamlining best practices

[2:57:13] Voice 10: that are being contemplated by the province.

[2:57:16] Voice 10: Staff did write and ask for a island's

[2:57:19] Voice 10: specific component to this looking at the particular challenges of rural islands we were

[2:57:24] Voice 10: not successful in having them add that to their agenda at this time i'm aware that trustee patrick

[2:57:31] Voice 10: intends to go and through her understand that through this summit there might be some voting

[2:57:36] Voice 10: on housing policy positions for ubcm so there's that type of engagement happening there as well

[2:57:43] Voice 10: trustee patrick is the only trustee i've heard from who hopes to go i haven't heard from any

[2:57:48] Voice 10: others and she was not aware of others

[2:57:49] Voice 8: if i may trustee borthwick emailed yesterday to myself

[2:57:55] Voice 8: requesting um that executive committee would support that he seeks support from executive

[2:58:01] Voice 8: committee due to denman's budget so training this

[2:58:06] Voice 10: is in your net new fiscal year it'll be happy to

[2:58:09] Voice 10: get april um and so it would come out of your trustee training what project would it come out

[2:58:16] Voice 10: of the trustees training budget probably so

[2:58:20] Voice 6: is there a registration deadline

[2:58:23] Voice 6: because i would suggest that we perhaps send out a request of trustees capturing the essence of what

[2:58:32] Voice 6: was just said there that um if there's any interest there is small budget limited budget

[2:58:39] Voice 6: budget um for sponsorship and that expressions of interest would um be considered at our next

[2:58:46] Voice 6: executive community after council do we have a rough dollar amount well the meeting itself is

[2:58:54] Voice 6: probably a freebie it would be mostly travel and hotels and expenses so you can call that 500 bucks

[2:58:59] Voice 6: a day i

[2:59:01] Trustee Elliott: think it's just one night stay it's about 270 at the sheraton hotel yeah

[2:59:07] Voice 6: plus travel

[2:59:08] Voice 6: all improving could

[2:59:11] Trustee Elliott: i make a suggestion there is a housing task force of three people on regional

[2:59:19] Trustee Elliott: planning committee um that was struck and i believe it's alex allen myself and mckayla laroney

[2:59:27] Trustee Elliott: um should we make this available to the regional planning committee perhaps

[2:59:34] Voice 6: i would make i would

[2:59:37] Voice 6: could ask all trustees and then see what the expressions of interest are and then certainly

[2:59:41] Voice 6: we could if we ended up having to prioritize that because there was too many people we can certainly

[2:59:46] Voice 6: focus on prioritizing housing committee one or more members from the housing committee

[2:59:51] Voice 6: and certainly trustee Patrick will be a terrific advocate to attend

[2:59:55] Voice 6: that but I don't want to muddy the pot before we see it all and Sam

[3:00:00] Voice 6: would especially also be very strong yeah

[3:00:02] Voice 9: so

[3:00:03] Voice 6: is that all right that we just um forward this to

[3:00:09] Voice 6: trustees to seek interest and attendance it's also not

[3:00:14] Voice 6: missing a deadline yeah

[3:00:16] Voice 8: i've got that

[3:00:16] Voice 8: here right now and what is the deadline uh early bird is february 25th at 350. then 25th to the 24th

[3:00:24] Voice 8: is $450 and then after March 24th is $520 so there's

[3:00:29] Voice 8: actually a significant cost if you're

[3:00:31] Voice 8: a UBCM member which we are

[3:00:33] Voice 10: okay

[3:00:34] Voice 8: I

[3:00:35] Voice 10: can add to that the date to get the booking rate for the hotel is

[3:00:39] Voice 10: March 3rd

[3:00:40] Voice 6: you have the ability to get that out in the next couple of days no why not okay

[3:00:49] Voice 6: so then um can I take it by general consent that we ask that this be forwarded to trustees

[3:00:56] Voice 6: for Expressions of Interest, and returned to the next executive committee meeting, which

[3:01:02] Voice 6: would be the one before council, and given the significance of it, I think it warrants

[3:01:07] Voice 6: us looking at that pre-council meeting.

[3:01:10] Voice 6: We would miss that first February

[3:01:11] Voice 8: 25th early bird deadline.

[3:01:13] Voice 8: We would miss it?

[3:01:15] Voice 8: Oh, we would.

[3:01:16] Voice 8: Registrations before February 25th.

[3:01:19] Voice 8: What's your recommendation on how we would manage that?

[3:01:21] Voice 8: Well,

[3:01:21] Trustee Maude: if we had sort of a dollar country figure,

[3:01:25] Trustee Maude: if we said that we would be comfortable, say,

[3:01:28] sponsoring five trustees to go,

[3:01:30] couldn't we approve it now and then fill in the blanks?

[3:01:33] Trustee Maude: Let's say if four applied to go, then we go, okay, it was done.

[3:01:37] Trustee Maude: And if seven apply,

[3:01:38] Trustee Maude: maybe we could just have a special meeting to vet.

[3:01:42] Voice 6: But then that would come out of this year's budget.

[3:01:46] Voice 6: Well, you know what I'm saying?

[3:01:47] Voice 6: Just

[3:01:48] Trustee Maude: a motion.

[3:01:50] Trustee Maude: Not knowing finance and facility, it's not here.

[3:01:52] But what's the budget?

[3:01:55] It's the

[3:01:57] Trustee Maude: conferences in April.

[3:01:59] Trustee Maude: So if we're invoiced after April 1st, that's next year's budget.

[3:02:04] Voice 6: Typically, you register and you pay at the moment.

[3:02:07] Voice 6: And I think finance likes invoices to come in based upon the date that the money's been spent.

[3:02:12] Trustee Maude: Do we have money this year?

[3:02:14] Trustee Maude: No.

[3:02:14] Voice 6: so

[3:02:15] Voice 10: what i can tell you now your trick the council's training and conference budget is six

[3:02:18] Voice 10: thousand dollars at this moment in time as of february today as of today it's three thousand

[3:02:23] Voice 10: dollars has been spent um and there may be some i'm not sure how many people have attended lgla

[3:02:30] Voice 10: that would be one

[3:02:32] Voice 8: trustee evans and also i believe the opp contingent right now

[3:02:40] Voice 10: so so there's three thousand dollars that appear from what i can tell remaining in the council

[3:02:45] Voice 10: training and conference budget minus whatever the costs are associated with that one trustee

[3:02:50] Voice 10: attending local government leadership academy so you likely have some monies in this fiscal year

[3:02:56] Voice 10: because the event that's because the event is in next fiscal year it may be that things

[3:03:03] Voice 10: expended this year for next fiscal year actually get booked to next fiscal year that's a question

[3:03:07] Voice 10: for our Director of Admin Services, who's not here today.

[3:03:11] Voice 10: But you could approve and overspend your existing budget,

[3:03:15] Voice 10: if that's what you wish to do.

[3:03:17] Trustee Maude: If I may, I think this is an important one.

[3:03:22] Trustee Maude: There's lots of things that people want to go to and all that,

[3:03:25] Trustee Maude: that are, like, nice.

[3:03:26] Trustee Maude: But I think this is, like, things I've done with Sam, you know,

[3:03:29] Trustee Maude: he really wants to go.

[3:03:32] Trustee Maude: And with everything that's happening up there,

[3:03:34] Trustee Maude: I'd really, really like to see him go.

[3:03:36] Trustee Maude: i'm actually laura patrick lawson are you there um so we know at least two

[3:03:43] Trustee Maude: maybe

[3:03:43] Voice 6: more without but plus somebody has direction elliott at least one person from the housing

[3:03:49] Trustee Maude: so it would be nice to get sort of an idea but i'm just wondering how we can do it now because we

[3:03:55] Trustee Maude: save money if we do it now how

[3:03:58] Voice 6: much money do we say well we should always

[3:04:00] Trustee Maude: spend an hour two hours

[3:04:01] Trustee Maude: hours per delegate if we two hundred dollars so it goes from three to five fifty isn't it five twenty

[3:04:05] Trustee Maude: after february 25th is four thank you

[3:04:10] Trustee Elliott: can i make a suggestion we approve a number of delegates

[3:04:15] Trustee Elliott: based on a rough figure of what we think we can spend and so that way we we don't assign who's

[3:04:24] Trustee Elliott: going to go but we send out that email fairly quickly and we have to get expressions of interest

[3:04:29] Trustee Elliott: was before the 25th but we're assigning a dollar figure rather than who's going to go

[3:04:36] Trustee Elliott: so

[3:04:37] Voice 6: is that four delegates maybe sure

[3:04:39] Voice 10: i can confirm the director of

[3:04:40] Voice 10: administrative services is not doing a good job of being on vacation

[3:04:46] Voice 10: and has texted me to advise that expenses will land in the year that the event occurs

[3:04:50] Voice 10: okay

[3:04:50] Voice 9: this will be

[3:04:51] Voice 10: out of your next year's budget currently you have if i'm not sure what the cao

[3:04:55] Voice 10: has proposed for next year's budget but this year you have 6 000 available for training and

[3:05:00] Voice 10: conferences and i would suggest this is likely a high priority conference for for trust councils

[3:05:06] Voice 6: so could we do you think book four or five seats into that now and possibly change the names later

[3:05:14] Voice 6: we can inquire

[3:05:16] Voice 10: i can certainly reach out to

[3:05:17] Voice 6: you but we

[3:05:18] Voice 10: can also do our best to get an expression

[3:05:20] Voice 10: of interest process going

[3:05:21] Voice 10: expeditiously okay

[3:05:22] Voice 6: so sounds like we've ended up in a place where we

[3:05:25] Voice 6: We might want to sponsor, I don't know,

[3:05:27] Voice 6: four or five trustees to go.

[3:05:31] Voice 6: And by general consent, is that all right?

[3:05:37] Voice 6: Tim, I don't see your, you're okay?

[3:05:41] Voice 4: Yeah, I was just for information,

[3:05:43] Voice 4: I was just gonna let everyone know

[3:05:45] Voice 4: that the Salt Spring Local Trust Committee

[3:05:50] Voice 4: agreed to fund Trustee Patrick's attendance.

[3:05:55] Voice 6: Excellent.

[3:05:55] Voice 6: not well let's uh let's say four or five trustees and see what the interest is and maybe we'd get

[3:06:02] Voice 6: some and and maybe you could pre-book let's say five and if we ended up having to let one go i'm

[3:06:07] Voice 6: sure it wouldn't be they wouldn't be okay

[3:06:10] Voice 8: yeah there's back out time usually about those sorts

[3:06:12] Voice 8: of things perfect do you

[3:06:14] Voice 6: need anything further than that anything more

[3:06:16] Voice 8: okay so was

[3:06:17] Voice 10: that a motion

[3:06:18] Voice 10: by general consent yeah

[3:06:19] Voice 6: okay thank you actually you know let's make that a motion because we're

[3:06:26] Voice 6: spending money so is um can we get that on the screen for clarity we're doing really well with

[3:06:37] Voice 6: timing so we can luxuriate in getting a motion up on the screen well go ahead move that executive

[3:06:47] Voice 6: committee uh seek expressions of interest from trustees attend

[3:06:54] Voice 7: the ubcm housing action forum

[3:07:01] Voice 7: forum thank you and that staff make reservations for five attendees to be funded by the executive

[3:07:23] Voice 7: committee training it's just the council training council training but training

[3:07:29] Voice 7: moved

[3:07:33] Voice 6: by somebody david maude seconded by professor elliott any further discussion

[3:07:42] Voice 10: It just occurred to me this may be the same budget the CAO will look to for the LTC chair

[3:07:47] Voice 10: training which may be why.

[3:07:49] Voice 10: So we may have to report back to you

[3:07:50] Voice 7: in the next meeting,

[3:07:51] Voice 10: but I don't know but or we can

[3:07:54] Voice 10: just report back to you about an overspend at your next meeting okay

[3:07:58] Trustee Maude: or we have three

[3:07:59] Trustee Maude: left over that we can move over so well

[3:08:01] Voice 6: no actually no let's just go over that you can

[3:08:05] Voice 6: adjust it just occurred to me okay moved and seconded.

[3:08:09] Voice 6: did

[3:08:09] Voice 10: you mean for four or five where

[3:08:11] Voice 6: did that what's the feeling here four or five right five

[3:08:14] Voice 6: is what i've heard um all those in favor that does carry thank you for the support

[3:08:29] Voice 6: okay so the next uh new business item 9.6 can't read my own writing

[3:08:38] Voice 6: ministry funding okay this

[3:08:41] Voice 6: This was Toby Elliott wanting to have added

[3:08:44] Voice 6: to our next agenda.

[3:08:47] Voice 6: Seems to be like a report for more ministry funding.

[3:08:56] Voice 6: Vice Chair Elliott,

[3:08:57] Voice 6: do you have some more

[3:08:58] Voice 6: that you'd like to put in there for motion?

[3:09:01] Trustee Elliott: Yeah, thank you, Chair.

[3:09:02] Trustee Elliott: I'm not sure about the timing.

[3:09:04] Trustee Elliott: It's the action that I'd be looking for

[3:09:07] Trustee Elliott: is that Trust Council direct whatever committee,

[3:09:11] Trustee Elliott: is it financial planning committee or a working group to work with staff

[3:09:16] Voice 6: i i would place this with

[3:09:18] Voice 6: the cao and he'll he'll tell us what to do

[3:09:21] Trustee Elliott: okay so to work on a coordinated strategy to prepare

[3:09:25] Trustee Elliott: a request that the province revise the provincial grant funding formula in light of the pressing

[3:09:30] Trustee Elliott: needs of a strategic approach to housing climate change and reconciliation uh in the trust area

[3:09:37] Trustee Elliott: So it's just, it's the same again, but how can we create a targeted ask in light of the fact that we've heard the response from the ministry saying, okay, you've done your governance review, you've identified the areas where you're working on.

[3:09:57] Trustee Elliott: So now are we in a good position to actually make that ask and put a timeline to it?

[3:10:03] Trustee Elliott: I really just don't want to see this extended into, to me, this is a critical issue.

[3:10:09] Trustee Elliott: It's a fundamental flaw that we keep trying to do less, more with less.

[3:10:14] Trustee Elliott: And the province needs to step up if we're to accomplish the mandate.

[3:10:19] Trustee Elliott: date so and

[3:10:20] Voice 6: so my thoughts here uh my chair elliot is let's get that on the table at an executive

[3:10:26] Voice 6: committee to have exactly this discussion about how we're going to do that and we can involve the

[3:10:32] Voice 6: cao in that conversation and come up with that strategy i think that's what i'm saying that's

[3:10:37] Voice 6: great acting cao so

[3:10:39] Voice 10: as staff can we ask for clarity here are you asking that that be on your

[3:10:43] Voice 10: next mark like the march 22nd agenda is your next full meeting oh

[3:10:46] Voice 7: 20 seconds yeah that's your next

[3:10:48] Voice 10: next meeting of executive committee that's not your prep meeting for council are you asking for

[3:10:52] Voice 10: it to be there or were you trying to move a motion now trustee elliott or were you simply asking for

[3:10:57] Voice 10: the topic to be on that march 22nd agenda i

[3:11:00] Trustee Elliott: guess what i'm what i'm looking for is is this on the

[3:11:05] Trustee Elliott: radar for trust council generally because as we have budget discussions we're doing one end of

[3:11:12] Trustee Elliott: the work which is cutting meeting our you know the the needs of the constituents not to to have

[3:11:18] Trustee Elliott: have taxes raised, but are we showing that we're demonstrating strategic initiative through how

[3:11:27] Trustee Elliott: are we going to fix the other end of the problem? And I don't know if having that discussion at

[3:11:31] Trustee Elliott: Trust Council is part of the budget discussion. Where is that ask? What does Trust Council want

[3:11:38] Trustee Elliott: us to do? Or is this now owned by EC and the CAO and we need to draft that together? I would just

[3:11:46] Trustee Elliott: like the most efficient path to action so i'm

[3:11:49] Voice 6: going to turn to the acting ceo to answer that

[3:11:52] Voice 6: um

[3:11:53] Voice 10: so yes council has a motion i think from it's on your follow-up action list already i think from

[3:11:58] Voice 10: 2019 um yeah it's number one on the list um i think some of that um has been pending uh all

[3:12:06] Voice 10: the conversation of governance and then sort of pending the election um so now is the time to

[3:12:11] Voice 10: probably take a new look at that and provide some renewed advice um certainly you can when you get

[3:12:16] Voice 10: to the follow-up action list item at council I think that's a place to pause and ask the questions

[3:12:22] Voice 10: that you're asking now of the CAO certainly and I think it might be good to advise council that

[3:12:28] Voice 10: you're already planning to have this conversation on March 22nd connected to this is also an ask

[3:12:33] Voice 10: around staff providing a prior test list around reconciliation needs that the province might be

[3:12:39] Voice 10: able to assist with that that also is not advanced just due to staff resources but that's a slightly

[3:12:44] Voice 10: connected piece um what i can say is that um council has done the work the ministry somewhat

[3:12:50] Voice 10: asked us to do right so you're now in a position to take a look you've you know conservancy's

[3:12:54] Voice 10: changed its name the conservancy has developed a strategic fundraising approach you've raised

[3:13:00] Voice 10: your fees some of the groundwork that was sort of necessary to have a credible ask has now happened

[3:13:04] Voice 10: you've had your election you've struck a governance committee so now is probably a good time but i

[3:13:09] Voice 10: will leave it to the cio when he's back to speak to council when you get to that item on the follow-up

[3:13:14] Voice 10: action list and I'll advise him that you're hoping to have a fulsome discussion about the strategy

[3:13:19] Voice 10: at your March 22nd meeting.

[3:13:21] Trustee Elliott: Thank you. You always put it in such great terms and that's exactly what

[3:13:28] Trustee Elliott: I was hoping for. Thank you.

[3:13:30] Voice 6: And you couldn't have said that better myself except I'm just going to

[3:13:33] Voice 6: say that that's why I so appreciate the work that Claire does for us is because she remembers all

[3:13:38] Voice 6: these little details and puts it together to a cohesive framework and indeed there the the

[3:13:46] Voice 6: significant thing here has been building a case to ask for more money and we're certainly closer

[3:13:52] Voice 6: now we need to start building the case and just so that nobody's surprised this is going to take

[3:13:58] Voice 6: time it's not going to happen before budget it likely won't happen this year but if we start

[3:14:04] Voice 6: start building a case, it gives the provincial government

[3:14:06] Voice 6: the opportunity to have that conversation

[3:14:08] Voice 6: in their legislature about

[3:14:10] Voice 6: the Islands Trust as an

[3:14:12] Voice 6: agency of the Crown

[3:14:13] Voice 6: and how they're going to do a better job

[3:14:16] Voice 6: in supporting us doing the work.

[3:14:18] Voice 6: My video is frozen.

[3:14:20] Voice 6: Anyway, so

[3:14:22] Voice 6: where are we at? Do we have a motion

[3:14:24] Voice 6: on the floor?

[3:14:26] Voice 6: I took my general consent act on March

[3:14:29] Voice 6: 22nd. General consent, okay.

[3:14:30] Voice 6: So essentially, we're going to have a discussion

[3:14:33] Voice 6: at March 22nd, executive committee, all right?

[3:14:41] Trustee Maude: Just one additional comment and request,

[3:14:44] Trustee Maude: I think to inform us, but also eventually the minister,

[3:14:47] Trustee Maude: it'd be nice to have a history list.

[3:14:49] Trustee Maude: It would be really, and I don't know if the data exists,

[3:14:53] Trustee Maude: if every year the trust existed,

[3:14:55] Trustee Maude: how much money came from the government

[3:14:58] Trustee Maude: versus what the trust budget was.

[3:15:00] Voice 6: That exists, we have that.

[3:15:01] Trustee Maude: Cause that would be nice to see that,

[3:15:03] Trustee Maude: Just demonstrate, you know, how has it gone on?

[3:15:07] Trustee Maude: Our budget's gone up, the contributions have gone down,

[3:15:10] Trustee Maude: and the ask from the province has become greater.

[3:15:14] Trustee Maude: And I think there's a good history lesson there, you know,

[3:15:17] because the minister seemed very sympathetic.

[3:15:19] Trustee Maude: And hopefully, you know, the other thing I think that we should be engaging

[3:15:22] Trustee Maude: is saying can we have quarterly meetings or something with the minister

[3:15:25] Trustee Maude: because she seemed to see, send the message that she wanted to meet

[3:15:30] Trustee Maude: with our regulator.

[3:15:31] Voice 6: That's the message we had from Cullen.

[3:15:33] Voice 6: I haven't necessarily had that repeated from her, but certainly-

[3:15:37] Voice 6: But in our meeting she seemed

[3:15:38] Trustee Maude: to say that.

[3:15:39] Voice 7: Yeah, that was

[3:15:40] Voice 6: a preliminary meeting.

[3:15:41] Trustee Maude: Yeah.

[3:15:41] Trustee Maude: Because it would be nice to get in a regime rather than just sending off endless stuff

[3:15:47] Trustee Maude: to actually have these quote unquote face to faces regularly so we can say it's time.

[3:15:53] Voice 6: Yeah.

[3:15:53] Voice 6: No, I agree with you absolutely and I'm excited that we're going to go down that road.

[3:16:06] Voice 6: that's where we've got to get the message across yeah okay um are we satisfied that we've got this

[3:16:13] Voice 6: where we want it okay and indeed ideally i know the cao likes to say where you you want me to

[3:16:18] Voice 6: write a report ideally you know some history and other kind of stuff i've

[3:16:23] Voice 10: heard the request i won't

[3:16:24] Voice 10: make any commitments on his behalf

[3:16:25] Voice 6: very well said okay that does 9.6

[3:16:32] Voice 7: uh

[3:16:33] Voice 6: so that now takes us

[3:16:35] Voice 6: you guys are amazing we exceeded my expectations here um the next item is 11.1 which is a review

[3:16:44] Voice 6: amendment of the current work program this is our work for our program essentially this is going to

[3:16:49] Voice 6: has already been directed to go to council and is there any thoughts on the work program at this

[3:16:54] Voice 6: time we just receive it for information typically well that is the end of our agenda today

[3:17:03] Voice 6: and so i thank you very much for uh making that as smooth as it has been and looking forward to

[3:17:11] Voice 6: seeing you all in person uh in the nymo at council okay let us call it the meeting adjourned thank

[3:17:19] Voice 6: you all those in favor brilliant okay and i'll see you tomorrow uh vice chair elliott

[3:17:28] Trustee Elliott: Looking forward to it.

[3:17:30] Trustee Elliott: Take

[3:17:30] Voice 6: care, everyone.