Islands Trust Executive Committee regular meeting, April 12, 2023

[0:00:01] Trustee Luckham: All right. Good morning, everyone. Welcome to the Executive Committee meeting of Wednesday, April the 12th.

[0:00:08] Trustee Luckham: I am Peter Luckham, elected on Thetis Island in the territory of the Laxman and Penelakut peoples.

[0:00:18] Trustee Luckham: It's a beautiful day here this morning, a little light breeze out of the south, and it's promising to warm up today.

[0:00:29] Trustee Luckham: day. I want to acknowledge and recognize that all of this area that we work across

[0:00:35] Trustee Luckham: on behalf of the Islands Trust is Coast Salish Territory. I'm fortunate here to live on Thetis

[0:00:43] Trustee Luckham: Island in a Gary Oak meadow ecosystem, which certainly shows signs of fire in the past.

[0:00:53] Trustee Luckham: What's significant here is the blue camas that grows here, which was a traditional

[0:00:59] Trustee Luckham: food harvested by the nations since time immemorial. There's certainly some suggestions

[0:01:05] Trustee Luckham: that fire was used to manage the ecosystem and provide opportunities for things like

[0:01:11] Trustee Luckham: blue camas to grow in and around the forests of the coast. And so every day I'm conscious of the

[0:01:20] Trustee Luckham: rich history here and want to be, I'm grateful for the opportunity to live here in Coast Salish

[0:01:27] Trustee Luckham: territory um so good morning to my fellow uh vice chairs here uh trustee peterson and toby elliott

[0:01:35] Trustee Luckham: good morning both of you do you have any remarks you'd like to make before we get started uh just

[0:01:42] Voice 9: that i'm thankful it seems to almost perhaps perchance if we wish hard enough with both

[0:01:49] Voice 9: fingers to be almost spring very good i

[0:01:54] Voice 9: think we're there i'm very grateful to be here on

[0:01:57] Voice 9: on Gabriela Island in Sinémoc First Nation Territory.

[0:01:59] Voice 9: And indeed the buds are just popping

[0:02:01] Voice 9: and I can't wait to get back out in my garden.

[0:02:04] Voice 9: So, but happy to be here with you all.

[0:02:07] Voice 9: Oh, Trustee Maude, there you are.

[0:02:10] Trustee Luckham: And Trustee Maude has joined us.

[0:02:12] Trustee Luckham: That's very good.

[0:02:14] Trustee Luckham: I'm glad to see you here.

[0:02:17] Trustee Luckham: And yeah, I was mentioning earlier

[0:02:20] Trustee Luckham: perhaps we should reconsider

[0:02:21] Trustee Luckham: a slightly different start time

[0:02:22] Trustee Luckham: if this seems to be the norm coming in a wee bit late.

[0:02:27] Trustee Luckham: although you're very close to being on time today,

[0:02:29] Voice 7: but

[0:02:30] Trustee Luckham: I don't want you to speed through

[0:02:32] Trustee Luckham: town or anything because it's a 30-kilometer zone now in all of Victoria. So, Trustee Peterson,

[0:02:40] Trustee Luckham: any opening remarks?

[0:02:42] Voice 12: I'll just bid everyone good morning from beautiful, sunny Salt Spring Island

[0:02:48] Voice 12: in the territory of the Coast Salish peoples this morning.

[0:02:51] Trustee Luckham: All right, and Trustee Maude,

[0:02:53] Trustee Luckham: thank you for joining us. We decided to start without you expecting that you might arrive

[0:02:59] Trustee Luckham: shortly and you have. Do you have any, I've done the traditional recognition of the territory. Do

[0:03:05] Trustee Luckham: you have any remarks you'd like to make this morning?

[0:03:07] Trustee Maude: No, just glad to have joined you,

[0:03:10] Trustee Maude: hopefully relatively on time and happy to be here in sunny Victoria today.

[0:03:16] Trustee Luckham: Okay, great. So I just

[0:03:19] Trustee Luckham: just turn to the boardroom there. I'm seeing CEO Russ Hotson-Pillers sitting there working

[0:03:24] Trustee Luckham: diligently. Thank you for your contributions to the Islanders Trust and Support. And in the

[0:03:30] Trustee Luckham: background, I think I see very small David Marler and Laurie Foster. Good morning to both of you.

[0:03:37] Voice 3: Morning.

[0:03:39] Trustee Luckham: And online, we have Director Freider, Trust Area Services, and Director Cermak,

[0:03:45] Trustee Luckham: regional planning services and good morning to both of you good morning

[0:03:51] Trustee Luckham: so

[0:03:52] Trustee Luckham: we have an agenda before us I'll just ask if there's any additions or

[0:03:59] Trustee Luckham: deletions to the agenda today anybody no go

[0:04:06] Voice 14: ahead just me Elliot yeah you're me

[0:04:12] Voice 9: right um yeah I just wanted to know or just at what point in the agenda I guess

[0:04:18] Voice 9: is the discussion i mean trust council meeting preparation i don't see any notes for it um

[0:04:25] Voice 9: but yeah the item that i wanted to bring up will happen then so no nothing from me yeah

[0:04:31] Trustee Luckham: okay so uh

[0:04:32] Trustee Luckham: yeah this is sort of one of the in between executive committee meetings um no early work

[0:04:40] Trustee Luckham: or maybe early conversation from the cao with respect to trust council preparation but we

[0:04:45] Trustee Luckham: We certainly will be getting to that fairly shortly, but not necessarily full on anything particular today.

[0:04:54] Trustee Luckham: So thank you for that. So the two items I would like to just add as a discussion is ABI CC attendance under new business.

[0:05:04] Trustee Luckham: And then also a heads up more than anything else.

[0:05:09] Trustee Luckham: And I might just ask this on the follow up action list section of the agenda.

[0:05:13] Trustee Luckham: And I've had some concerns expressed to me about the code of conduct and particularly that trustees need to be informed regarding complaints that may be received against them.

[0:05:29] Trustee Luckham: And I'm not using any names particularly here, but would just like to ask Director Mahler, Legislative Services, perhaps where we might be at on that.

[0:05:41] Trustee Luckham: I think I've communicated with you with respect to that and that the CAO, you may also wish to take the lead and chime in on that.

[0:05:47] Trustee Luckham: But there's interest in bringing amendments to policies to council.

[0:05:52] Trustee Luckham: And so I think it would be reasonable to be sure that we understand that topic.

[0:05:58] Trustee Luckham: The third item that I'd like to add as new business is, and you should have received it in your email inboxes this morning, is a letter from the ministry via Tara Faganallo.

[0:06:14] Trustee Luckham: And that's, of course, I sent everybody an email yesterday as a heads up on that topic.

[0:06:21] Trustee Luckham: So that is formally on our agenda.

[0:06:23] Trustee Luckham: and I would just ask that you approve those three items

[0:06:27] Trustee Luckham: that I'd like to add to the agenda.

[0:06:30] Trustee Luckham: And if there's nothing further from anybody,

[0:06:34] Trustee Luckham: pause for a moment, then-

[0:06:36] Voice 6: Lori Foster, sir.

[0:06:37] Voice 6: Chair Latham,

[0:06:38] Voice 6: a letter of support

[0:06:41] Voice 6: circulated very late from the Galeano Conservancy

[0:06:44] Voice 6: to add for your

[0:06:47] Trustee Luckham: signature.

[0:06:48] Trustee Luckham: All right, thank you very much, Lori,

[0:06:51] Trustee Luckham: in the busyness of it all.

[0:06:53] Trustee Luckham: i forgot that yeah that just came in this morning um and is of an urgent nature the deadline is

[0:07:01] Trustee Luckham: april 17th to for the gallon of conspiracy conservancy to seek some funding so if that's

[0:07:07] Trustee Luckham: all right we'll add that um also as new business uh trustee elliott regarding new business items

[0:07:13] Trustee Luckham: yes

[0:07:14] Voice 9: um i wasn't quite sure where to bring this up but the rural islands economic partnership

[0:07:19] Voice 9: partnership forum happening on gabriela island april 24th and 25th there isn't really a a home

[0:07:27] Voice 9: for trustees to request sponsorship to go um so i wanted to bring that up here it's sort of a

[0:07:34] Voice 9: well it's a rural island economic partnership so it could be a good forum i've been trying to

[0:07:39] Voice 9: figure out if it's um a worthy cause to go or not but just wanted to have some advice on that

[0:07:46] Voice 9: and discussion about possible sponsorship okay

[0:07:51] Trustee Luckham: why don't we tag that into uh following the abic

[0:07:54] Trustee Luckham: attendance we'll do a rural economic uh partnership attendance and just a general

[0:08:02] Trustee Luckham: discussion there i think so we'll call it 1a and 1b under avicc is that right okay so nothing

[0:08:11] Trustee Luckham: nothing further to add then. I will adopt the agenda as amended and thank you everybody for

[0:08:21] Trustee Luckham: contributing to that. So, and that's by general consent. So, rise and report from the last

[0:08:27] Trustee Luckham: electronic and camera meeting. There's nothing to report today from the previous meeting.

[0:08:33] Trustee Luckham: And so, this brings us to the minutes of March, the 22nd Executive Committee meeting. And I'll

[0:08:38] Trustee Luckham: I'll just ask the vice-chairs if you see anything there

[0:08:41] Trustee Luckham: that needs amendment.

[0:08:46] Voice 3: Nope.

[0:08:46] Voice 3: So then I

[0:08:47] Trustee Luckham: will then also adopt that by general consent.

[0:08:52] Trustee Luckham: And thank you, Laurie, for your excellent work.

[0:08:54] Trustee Luckham: This brings us to a follow-up action list and updates.

[0:08:59] Trustee Luckham: And our practice is to go around the table

[0:09:02] Trustee Luckham: asking the directors to provide

[0:09:03] Trustee Luckham: their follow-up action list updates,

[0:09:06] Trustee Luckham: as well as anything they need to report out

[0:09:09] Trustee Luckham: from their office.

[0:09:12] Trustee Luckham: So we'll begin with CAO Russ Hotson-Piller. Good morning, Russ. Over to you.

[0:09:18] Voice 5: Thanks, Chair Luckum. Good morning to the Executive Committee. Can you hear me okay?

[0:09:21] Voice 5: Yes.

[0:09:22] Voice 5: Great. So turning to page 11, you'll see the start of the follow-up action list.

[0:09:30] Voice 5: Item 1, obviously, is a significant item for development.

[0:09:35] Voice 5: it's some variant of this direction which has been refreshed in in March of

[0:09:42] Voice 5: this year is the development of a coordinated strategy there's their

[0:09:47] Voice 5: target of June I don't know how realistic that is I've reported back to

[0:09:53] Voice 5: you numerous times that we've had down a number of different motions or requests

[0:09:58] Voice 5: in front of the province those are narrowed a little bit so certainly now

[0:10:03] Voice 5: would be the time where i'd be turning my mind to this and engaging with you around a strategy

[0:10:08] Voice 5: um between now and june though i i can't imagine that we would have a complete strategy available

[0:10:14] Voice 5: for trust council by june associated with that at this point um that's some significant work

[0:10:23] Voice 5: that needs to be undertaken um we i on item two a report on online viewership just to support um

[0:10:32] Voice 5: um uh our uh really our allocation of resources and are we are we reaching a new demographic

[0:10:39] Voice 5: those kinds of questions around council meetings um i'm engaged with mark and we should have

[0:10:44] Voice 5: something for you for your next executive committee meeting that you can review in terms of

[0:10:50] Voice 5: historical viewership then um pull to trustees around orientation that will happen in the next

[0:10:57] Voice 5: week or two and so by your next meeting hopefully we will have um some information on the uh

[0:11:04] Voice 5: orientation sessions and and get some feedback from trustees with that that's um the other items

[0:11:11] Voice 5: are noted as completed um and respond to any questions and i have three or four things just

[0:11:17] Voice 5: to provide to you on an anecdotal basis uh

[0:11:20] Trustee Luckham: thank you very much sir vice chairs any uh questions

[0:11:23] Trustee Luckham: questions for the CEO on his follow-up action list? Nope. Okay. Okay. Well, I actually do have

[0:11:35] Trustee Luckham: a question, CEO. I

[0:11:37] Trustee Luckham: wasn't going to get away with that. I'm glad you're all laughing.

[0:11:46] Trustee Luckham: Just what you raised there, which is interesting and important, is the business case to

[0:11:54] Trustee Luckham: to request additional funding for the Islands Trust,

[0:11:59] Trustee Luckham: which is, as you know, has been a longstanding issue

[0:12:03] Trustee Luckham: and is becoming more and more important.

[0:12:06] Trustee Luckham: And certainly we're grateful for the funding

[0:12:08] Trustee Luckham: we're going to talk about later that we have received,

[0:12:10] Trustee Luckham: but certainly in terms of ongoing operational costs

[0:12:15] Trustee Luckham: that presently the taxpayer carries the burden of

[0:12:19] Trustee Luckham: on behalf of the province of British Columbia

[0:12:22] Trustee Luckham: is a conversation that we should have.

[0:12:24] Trustee Luckham: And so I do wonder, with respect to the amount of work necessary to develop a succinct business

[0:12:30] Trustee Luckham: case to be successful, because we certainly want to be successful, whether or not, and

[0:12:36] Trustee Luckham: that's coming later in our agenda, is a potential discussion around our strategic planning

[0:12:41] Trustee Luckham: initiatives.

[0:12:42] Trustee Luckham: And certainly that would be a strategic planning initiative, I would assume.

[0:12:46] Trustee Luckham: And perhaps that does require us to have a more in-depth session.

[0:12:50] Trustee Luckham: And perhaps those two things could be combined and wonder what you think about that.

[0:12:55] Voice 5: i absolutely do think that that is critical and why i think that's critical is that if we have

[0:13:02] Voice 5: gone out and said we're undertaking governance work and we're putting our house in order to some

[0:13:09] Voice 5: end and we're in the process of doing that i think that that has to be contemplated

[0:13:16] Voice 5: the next step would then be going here's us and here's our further financial requirements that we

[0:13:22] Voice 5: we think are appropriate from the province,

[0:13:25] Voice 5: but not to be doing those things concurrently,

[0:13:28] Voice 5: unless you just simply make a request and ask

[0:13:30] Voice 5: and see how that goes.

[0:13:33] Voice 5: So I do think that this needs to be a strategic,

[0:13:38] Voice 5: almost a fundamental strategic direction

[0:13:42] Voice 5: of the organization to make that point to the province.

[0:13:44] Voice 5: We have had, interestingly, over the last month or so,

[0:13:48] Voice 5: some responses with senior,

[0:13:49] Voice 5: very senior levels of the provincial government and just education on the what the islands trust

[0:13:57] Voice 5: is and does would be fundamental um as an initial step prior to making um any of these sort of

[0:14:06] coordinated requests so um i do think that this has to be thought through um as part of

[0:14:14] of our

[0:14:16] Voice 5: strategic planning and also i do think that the outstanding request to the province for

[0:14:22] Voice 5: review of the islands trust which i don't think trust council has resolved it was last term's

[0:14:29] Voice 5: product it came back um to trust council it looked like there was interest in resending it

[0:14:35] Voice 5: um so that exists still so how does that exist within the context of asking for further funding

[0:14:42] Voice 5: I think those are key questions that need to be addressed before a request is made.

[0:14:49] Trustee Luckham: Well, excellent answer there, CAO.

[0:14:52] Trustee Luckham: And we're obviously on a similar page.

[0:14:55] Trustee Luckham: And I'm glad that you have articulated that in a very thoughtful way, because indeed,

[0:15:00] Trustee Luckham: that outlines the complexity of this ask in order for us to be successful.

[0:15:05] Trustee Luckham: And I note that what you've indicated there is about provincially the necessity to understand

[0:15:13] Trustee Luckham: the Islands Trust. And indeed, I think in my belief anyway, is that in terms of the bodies

[0:15:20] Trustee Luckham: and agencies of the Crown, the Islands Trust is doing and does do good work on behalf of the

[0:15:26] Trustee Luckham: province and is something to be celebrated and indeed funded appropriately. So I'm in line with

[0:15:33] Trustee Luckham: you on that topic too. So that's good. That's a great answer. And maybe I'll raise it again when

[0:15:39] Trustee Luckham: we get to that item on our agenda to talk about our strategic planning opportunities so uh then

[0:15:45] Trustee Luckham: if that's okay why don't you go to your anecdotal uh updates i think you called it um thank

[0:15:51] Voice 5: you very

[0:15:53] Voice 5: much so i've got one uh five things to to speak to you about uh actually four because one of them

[0:15:59] Voice 5: at the icc is coming up later in the agenda the first is the may 19th um chair training session

[0:16:05] Voice 5: we're all we're all though there we've confirmed with Lisa sworn and she's

[0:16:12] Voice 5: provided the following and we're tweaking this this is the the order of

[0:16:16] Voice 5: business for that day we've gone with the full day option and I believe we

[0:16:20] Voice 5: have 100% acceptance by all of the chairs or vice chairs at the islands

[0:16:26] Voice 5: trust for that session so it's live a couple of things one if that's true this

[0:16:33] Voice 5: this room might not be big enough.

[0:16:37] Voice 5: It will not be big enough.

[0:16:39] Voice 5: It will not be big enough.

[0:16:40] Voice 5: So we're going to have to look at an alternative.

[0:16:43] Voice 5: She's going to come in from Vancouver early in the morning.

[0:16:45] Voice 5: The session will start when she can get to the venue,

[0:16:48] Voice 5: which will be somewhere around, you know, the 9, 9 o'clock

[0:16:51] Voice 5: or something like that, given traffic,

[0:16:54] Voice 5: and then she'll return that night back home.

[0:16:57] Voice 5: um here's the key elements that are associated with the with that day walking through basic

[0:17:06] Voice 5: principles handling motions language to use when handling emotion the use of unanimous consent how

[0:17:14] Voice 5: not to deal with emotion um how people can bring questions back before the assembly

[0:17:19] Voice 5: uh the second is agenda management assessing the time involved for an item prioritizing

[0:17:25] Voice 5: controlling volume controlling the agenda collaboration in spite of robert's rules of

[0:17:31] Voice 5: order quite often roberts has turned on its head and used to control the meeting other than by the

[0:17:37] Voice 5: chair and the key participants so how do you negotiate that space choosing between voting

[0:17:43] Voice 5: on decisions and consensus-based decisions using a decision matrix so that's the morning that sets

[0:17:51] Voice 5: sets the tone then we move into the afternoon we discuss scenarios so scenarios that her and I have

[0:17:57] Voice 5: developed or scenarios that you have submitted to me that I've put to her to say how would you what

[0:18:03] Voice 5: would be a reasonable way to walk through this situation or that situation as a part of that

[0:18:09] Voice 5: it's a focus then specifically on chairing how to prepare for the meetings using scripts

[0:18:15] Voice 5: identifying points of contention building consensus of desire keeping order in the top

[0:18:21] Voice 5: 10 things to note then we will end the day with two sessions decisions how to make decisions

[0:18:27] Voice 5: decision making fantasy versus reality um decision processes points to ponder and a

[0:18:34] Voice 5: moment um when you get to the decision making moment so i think that's going to be really

[0:18:38] Voice 5: helpful it's kind of a theme of this term for me is is the decision making moment and then finally

[0:18:44] Voice 5: a little session about the reality of committees in terms of reference the purpose the degree of

[0:18:50] Voice 5: formality and how you generate options so that's it how it stands um if you want something

[0:18:56] Voice 5: emphasized or de-emphasized i'm not seeing times running out we're a month away but um let me know

[0:19:04] Voice 5: okay yeah

[0:19:06] Trustee Luckham: um sounds really great any questions there from anybody no um it strikes me as i'm

[0:19:16] Trustee Luckham: hearing you speak about it and i think i've actually seen this uh before a different occasion

[0:19:21] Trustee Luckham: um obviously a scenario like this brings especially the number of people we're bringing in

[0:19:27] Trustee Luckham: to it has the potential to bring about uh some interesting events right as the meet as the

[0:19:34] Trustee Luckham: session begins and um what i've seen happen is rather than treating it like a workshop but it's

[0:19:39] Trustee Luckham: actually treated like a meeting and can and have the the the person that leads the meeting conducted

[0:19:45] Trustee Luckham: in that fashion that you've just described and so that's just a thought and now pass and you've

[0:19:51] Trustee Luckham: heard it and we'll see how it all unfolds okay um

[0:19:55] Voice 5: so a couple other things yesterday i got a

[0:19:58] Voice 5: chance to meet with the southern gulf islands forum um it was good to get the request and go

[0:20:04] Voice 5: and speak uh and hear some of the concerns of that body um you know uh it uh they've got some

[0:20:12] Voice 5: real challenges in the southern gulf islands particularly around the totality of the building

[0:20:17] Voice 5: process and the regulatory regimes that overlay any given individual um trying to do something

[0:20:24] Voice 5: with their property um and you know which they would have in common with other communities in

[0:20:30] Voice 5: the in the uh throughout the region and the islands trust and and the island but nevertheless

[0:20:36] Voice 5: the less the real. It was good to have that conversation. I was invited by Vice Chair

[0:20:41] Voice 5: Maude, and it was attended by Adam Olson and the CRD Director for the area, as well as

[0:20:49] Voice 5: Laura Patrick. FPC governance, we have had some meetings, and I'm now moving into the

[0:20:58] Voice 5: discussion around the development of strategic planning processes. And I would say a process

[0:21:07] Voice 5: that is trustee led and fed around us working towards identifying of a

[0:21:14] Voice 5: corporate planning process staff are certainly being assisted to a certain

[0:21:18] Voice 5: degree but I think we're in a place where you know it's not storm informant

[0:21:23] Voice 5: Norman kind of thing but at least right now it's anecdotal work it's not the

[0:21:29] Voice 5: traditional what are our options staff reporting back then we look through you

[0:21:34] Voice 5: know reports from staff and opinions i think that will likely come later in the process

[0:21:39] Voice 5: so as a consequence we've got an issue which is the strategic planning direction of the

[0:21:45] Voice 5: organization and we've got i think now three committees who have some sort of interest in it

[0:21:51] Voice 5: that is fpc the governance committee and of course the executive committee

[0:21:56] Voice 5: so i mentioned this to say that well you're obviously all there at the fpc meeting

[0:22:00] Voice 5: There is an agenda that's going out later today for governance, the governance committee, where some of those results are going to be passed on for contemplation, and

[0:22:12] Voice 3: we will see who does what.

[0:22:18] Voice 3: I'm meeting later

[0:22:19] Voice 5: today at four-ish with the CEO of Bowman Island to talk about two or three things.

[0:22:27] Voice 5: I'll tell you what those are.

[0:22:28] Voice 5: One is the policy statement amendment process.

[0:22:31] Voice 5: so we've we've got another iteration of the policy statement that's ready to go

[0:22:35] Voice 5: to referral so I'll speak with him about that second is the budget and the budget

[0:22:40] Voice 5: process and how that has implications for Bowen Island and the third is and

[0:22:46] Voice 5: what is traditional is a meeting between this body executive committee and Bowen

[0:22:51] Voice 5: Council and that usually happens early in the term where you sit and exchange

[0:22:56] Voice 5: change ideas, let each other know some of your priorities

[0:23:01] Voice 5: and exchange that information.

[0:23:03] Voice 5: In the past, that's been a live meeting

[0:23:07] Voice 5: and it's generally been EC going to Bowen Island,

[0:23:13] Voice 5: but that doesn't always have to be the way.

[0:23:16] Voice 5: So there could be, in the past,

[0:23:18] Voice 5: there has been opportunities for Bowen Council

[0:23:20] Voice 5: or some of the mayor, whatever councillors can attend

[0:23:24] Voice 5: to come over here.

[0:23:26] Voice 5: um i'm going to be scheduling that or looking at some options i would think before the end of may

[0:23:35] Voice 5: um possibly early june to to have that meeting do you have any preferences or do you want reporting

[0:23:42] Voice 5: on those i would bring a report back on options if you have any thoughts that you want to provide

[0:23:48] Voice 5: to me right now in terms of preference for an electronic meeting versus a live meeting or you

[0:23:52] Voice 5: if you want to have a live meeting

[0:23:53] Voice 5: with the new mayor and council,

[0:23:54] Voice 5: it'd be great to get that feedback, Chair Loughran.

[0:23:58] Trustee Luckham: Well, thank you, and maybe I'll just kick that off.

[0:24:01] Trustee Luckham: I think it's important that Bowen community

[0:24:05] Trustee Luckham: see us and have that opportunity,

[0:24:06] Trustee Luckham: and that indeed there's definitely things

[0:24:08] Trustee Luckham: that need to be, have conversation, introductions.

[0:24:12] Trustee Luckham: I would favor going over there.

[0:24:16] Trustee Luckham: Okay.

[0:24:16] Trustee Luckham: That we can both meet with council

[0:24:18] Trustee Luckham: and provide the opportunity for members of the public

[0:24:20] Trustee Luckham: it to uh be there as well um because i i do believe that's always been an open meeting

[0:24:26] Trustee Luckham: but um that's my thing and the sooner the better um certainly i've heard from uh one councillor

[0:24:34] Trustee Luckham: that um in terms of the budget creation this year that uh there was a feeling that we didn't

[0:24:39] Trustee Luckham: necessarily reach out according to the protocol um and so we need to uh understand that um and um

[0:24:47] Trustee Luckham: and advance that conversation in appropriately so thank you and

[0:24:51] Trustee Luckham: ask vice chairs anything

[0:24:57] Voice 4: no do

[0:24:58] Voice 5: you have anything to add ceo no i'll proceed on that basis a live meeting and that

[0:25:03] Voice 5: there's a willingness on behalf of vc or a good portion of vc to attend bowen island

[0:25:07] Voice 5: to one of their meetings and we'll sort of i'll that's a good head start for me for the

[0:25:12] Voice 5: conversation later today yeah

[0:25:14] Trustee Luckham: it's a big day out it's easy to walk on the ferry and walk on the

[0:25:18] Trustee Luckham: the Bowen Ferry and for us to even walk up to town hall

[0:25:21] Trustee Luckham: or for somebody to pick us up.

[0:25:23] Trustee Luckham: So it's not too strenuous, but it will take an entire day.

[0:25:26] Trustee Luckham: And so you will have to consider what staff would join us.

[0:25:30] Trustee Luckham: I believe Director Frater has often joined us,

[0:25:33] Trustee Luckham: but perhaps some of those folks could attend electronically.

[0:25:36] Trustee Luckham: They don't necessarily need to come in person,

[0:25:38] Trustee Luckham: but you'll figure that out.

[0:25:40] Trustee Luckham: I'll figure that out.

[0:25:41] Trustee Luckham: Great, that's the end of my report.

[0:25:43] Trustee Luckham: Okay, anything on any of the items for the CO's report?

[0:25:48] Trustee Luckham: no okay so the other item because you've mentioned bowen um we are meeting on the 24th with um the

[0:25:56] Trustee Luckham: scrd as part of our one of our other protocol agreements that's coming up and obviously there

[0:26:02] Trustee Luckham: they'll need to be a conversation about that that's russ and myself and the gambier island

[0:26:07] Trustee Luckham: uh trustees meeting with the scrd um and i'm not sure whether or not this necessary for anybody

[0:26:15] Trustee Luckham: anybody else to participate in that. Do you have any remarks on that one, Russ?

[0:26:21] Voice 5: I don't. You're there as the chair of the LTC, correct?

[0:26:29] Trustee Luckham: Yeah, that would probably be the case. But I also think that maybe it's been on my horizon

[0:26:34] Trustee Luckham: even before I was chair of the LTC and that maybe that's an Islands Trust hat broadly that

[0:26:42] Trustee Luckham: that you and I would be wearing, but yeah.

[0:26:45] Voice 5: Okay, yeah, no, it's two o'clock on the 24th,

[0:26:49] Voice 5: Monday the 24th.

[0:26:50] Voice 5: That's correct, yeah.

[0:26:51] Voice 5: I think your attendance would be there,

[0:26:52] Voice 5: would be, of course, appreciated as well as the LTC.

[0:26:58] Trustee Luckham: Yeah, and so the agenda is being formed for that

[0:27:01] Trustee Luckham: and Will Cottingham from our office

[0:27:06] Trustee Luckham: and the SCRD executive director

[0:27:10] Trustee Luckham: or whatever they might call themselves

[0:27:12] Trustee Luckham: is also compiling that agenda.

[0:27:15] Trustee Luckham: Okay, so let's move on if we're finished with the CA office

[0:27:22] Trustee Luckham: and I'm gonna just look on my list here,

[0:27:26] Trustee Luckham: try and keep us in line.

[0:27:28] Trustee Luckham: Director of Legislative Services, David Marler over to you.

[0:27:32] Trustee Luckham: Thank you for your work.

[0:27:33] Trustee Luckham: And I did suggest that maybe this might be an opportunity

[0:27:38] Trustee Luckham: for you to make any remarks with respect

[0:27:40] Trustee Luckham: respect your code of conduct. Over to you on your follow-up action list.

[0:27:44] Voice 1: Thank you. Yeah, the follow-up action list is on the screen. One item got added at the match

[0:27:50] Voice 1: meeting, which is item three. So, the target for that is to report back in May. The other two are

[0:27:57] Voice 1: reporting back in June and September. So, those will be coming to you, hopefully, on those

[0:28:04] Voice 1: timelines. So unless there's any questions on the follow-up action list, I'll go through a few

[0:28:11] Voice 1: comments.

[0:28:13] Trustee Luckham: Vice Chairs, anybody have anything on the follow-up action list? No? Okay, over to you

[0:28:18] Trustee Luckham: for your report.

[0:28:19] Voice 1: Thank you. So the one item from Trust Council that didn't get resolved in my area

[0:28:27] Voice 1: was the Accessibility Committee. Remember, Trust Council had a pretty good discussion around the

[0:28:35] Voice 1: makeup of the membership but didn't come to any decisions and left it that interested trustees

[0:28:42] Voice 1: would work with me to come up with some rewording or some membership amendments and then bring that

[0:28:49] Voice 1: back to trust council in June so I did send out an email requesting if there's any interest and

[0:28:55] Voice 1: I got no interest so what I will do is I'll put a briefing together as a cover bring it back to

[0:29:02] Voice 1: the executive committee at the next meeting and get some direction from the executive committee

[0:29:07] Voice 1: on how you would like to take that back to trust council we are up against the deadline our council

[0:29:13] Voice 1: does need to make a decision and should do that in june which will then give us the three months

[0:29:18] Voice 1: to get a committee up and running by the deadline of september 1st 2023. um so in respect to um

[0:29:29] Voice 1: standards of conduct i'm afraid that's something i'm not sure specifically what you're referring to

[0:29:35] Voice 1: Um, so I don't have any emails or any kind of complaints provided to me.

[0:29:42] Voice 1: So, and I wouldn't want to talk about those in an open meeting anyway, but if it's something

[0:29:47] Voice 1: general to do with standards of conduct, I could respond to that either now, or I could

[0:29:52] Voice 1: do some research and get back to you.

[0:29:55] Trustee Luckham: Okay.

[0:29:56] Trustee Luckham: Um, apologies if I have not, but I thought I had.

[0:30:00] Trustee Luckham: forwarded some of those items to you, and maybe I just forwarded it to the CAO. But there has a

[0:30:06] Trustee Luckham: question has arisen in general terms with respect that when a complaint is received from the member

[0:30:12] Trustee Luckham: of the public against the trustee, and the process doesn't, on the surface, according to the

[0:30:20] Trustee Luckham: individuals, does not actually reach out to the trustees at the onset of the complaint. Certainly

[0:30:27] Trustee Luckham: there's a period where there is a conversation of some sort with the

[0:30:35] Trustee Luckham: trustee but I get the feeling is is that that should happen sooner than later and

[0:30:41] Trustee Luckham: should be part of the policy and is presently not the case and so do you

[0:30:47] Trustee Luckham: have any general remarks on that or and and do you need direction you will need

[0:30:52] Trustee Luckham: direction to investigate that i presume yeah

[0:30:55] Voice 1: so thank you for that yeah you are correct that the

[0:30:58] Voice 1: policy actually does address that it does say that complaints against trustees um the the trustee

[0:31:06] Voice 1: that's being complained against should be made aware of what that complaint is so we do require

[0:31:12] Voice 1: that the person making the complaint we have to go back to them usually and request their

[0:31:17] Voice 1: permission to make that complaint known to the trustee. Sometimes they don't want us to do that

[0:31:25] Voice 1: and in that case that's the end of it because we can't do anything with it. They've made a

[0:31:30] Voice 1: complaint but they don't want us to let the trustee know about that so there's nothing we

[0:31:34] Voice 1: can do about that. So the process should be that we're asking for that confirmation and then we'll

[0:31:41] Voice 1: be in some form providing that to that individual trustee. Usually I would work with the CAO and the

[0:31:47] Voice 1: best way to do that we can certainly look at the policy to make sure it's robust enough to allow

[0:31:54] Voice 1: for that to happen but i'm pretty sure it's already in there yeah

[0:31:58] Voice 5: so i could make some

[0:31:58] Voice 5: supplementary comments always if there is some uh concern of refreshment or review by all means you

[0:32:06] Voice 5: always want to do that with a policy it is not as simple as is presented meaning someone has

[0:32:12] Voice 5: a complaint against the trustee and then we immediately contact the trustee some complaints

[0:32:18] Voice 5: can be serious and there would need to be some investigation um and there would need to be in

[0:32:26] Voice 5: some cases anonymity associated with someone making a complaint um and ultimately if there is

[0:32:35] Voice 5: jeopardy or sanction required so i'm not i'm not talking with the higher level of potential

[0:32:40] Voice 5: potential malfeasance or whatever you want to call it the organization these aren't individuals

[0:32:46] Voice 5: as individuals these are individuals who are representing an organization the organization

[0:32:51] Voice 5: has to be aware of those things and make decisions in the past when that's happened this has gone

[0:32:57] Voice 5: through essentially an administrative fairness complaint process whereby EC has provided that

[0:33:02] Voice 5: information then a decision is made to how to engage with the trustee or not with that

[0:33:08] Voice 5: um so i would say that in in my time at the trust there have been all range of complaints

[0:33:17] Voice 5: against trustees some anecdotal where the person just phones in and says hey so-and-so's doing this

[0:33:23] Voice 5: um do you want me to and then i asked do you want me to notify the trustee and they and they don't

[0:33:29] Voice 5: so they're just wanting to let to inform the organization about some activity by a trustee

[0:33:36] Voice 5: for the most part i would default to to speaking with the trustee about matters but it's not the

[0:33:42] first phone call that's often made because there isn't there is an administrative fairness component

[0:33:47] associated with that that being said we're happy to review that to make sure that it's you know

[0:33:53] pressure tested and appropriate um and

[0:33:57] Voice 5: going forward at your direction

[0:34:02] Trustee Luckham: okay um uh thank you

[0:34:04] Trustee Luckham: for that fulsome answer Ciero and David for the clarity that there are mechanisms within the

[0:34:11] Trustee Luckham: policy it does strike me that perhaps that that information that policy maybe needs to be

[0:34:19] Trustee Luckham: distributed and it could simply happen in that fashion but maybe the opportunity to seek some

[0:34:26] Trustee Luckham: greater understanding because there is an interest in amending the policy if it's necessary it's

[0:34:33] Trustee Luckham: sounding like perhaps it's not but maybe the thoughts are different um did you have any uh

[0:34:40] Trustee Luckham: suggestions well this is getting into a much more lengthy conversation than i thought but do you

[0:34:46] Trustee Luckham: have any suggestions either cao or director mahler um with respect to how to proceed with this

[0:34:54] Voice 5: uh we operate by direction chair luckham so um if you want some work done on the policy or

[0:35:03] Voice 5: or a report back or something like that,

[0:35:05] Voice 5: usually that's the best way to go

[0:35:08] Voice 5: based on the concern you've expressed

[0:35:11] Voice 5: as opposed to generally bring back

[0:35:13] Voice 5: the standards of conduct, we wouldn't know.

[0:35:16] Voice 5: So you need to task us with something

[0:35:18] Voice 5: I think would be the clearest answer.

[0:35:20] Trustee Luckham: Right.

[0:35:21] Trustee Luckham: Okay, so then it does, I'll just go to Trustee Peterson,

[0:35:25] Trustee Luckham: you'll get your hand up if there are any questions on this.

[0:35:29] Voice 12: Yeah, thank you, Chair.

[0:35:30] Voice 12: Sure. The part that I'd like to sort of ask that maybe we could address is in terms of, you know, us as vice chairs receiving inquiries around code of conduct.

[0:35:50] Voice 12: conduct um i i think it would be helpful for us to have uh some some kind of guide to respond to um

[0:36:03] Voice 12: constituents uh with with some sort of concise information to supply them because certainly uh

[0:36:11] Voice 12: we've had uh i've certainly got some inquiries and uh they've also been directed to uh executive

[0:36:18] Voice 12: committee, some of them, but not having a clear and concise sort of response at hand

[0:36:25] Voice 12: without sort of having to phone up the CAO off the cuff.

[0:36:33] Voice 12: I just think some kind of toolkit would be useful to provide public with some information

[0:36:42] Voice 12: information on how the process works and and what sort of the what's the public uh can expect

[0:36:49] Voice 12: in response i think that'd be a very useful um thing to have on hand so i just wanted to bring

[0:36:56] Voice 12: that up

[0:36:57] Trustee Luckham: okay that uh that helps uh thank you very much uh vice chair peterson anybody else

[0:37:03] Trustee Luckham: otherwise i think i'll just try to make a motion here that's fairly simple um so i'm going to move

[0:37:10] Trustee Luckham: I move that executive committee ask director of staff

[0:37:15] Trustee Luckham: to provide a briefing with respect to options

[0:37:23] Trustee Luckham: for better understanding of the policy

[0:37:32] Trustee Luckham: regarding code of conduct for vice-chairs,

[0:37:36] Trustee Luckham: trustees and the public.

[0:37:42] Trustee Luckham: I think that that would be it would help us and I see trustee Peterson a second at that

[0:37:49] Trustee Luckham: any concerns or discussion from staff or trustees did you

[0:37:56] Voice 6: get that Laurie yes would you like me to

[0:37:59] Voice 6: read that back sure that executive committee requests staff to provide a briefing with

[0:38:05] Voice 6: respect to options for better understanding of the policy regarding code of conduct for vice

[0:38:10] Voice 6: chair's trustees and the public that

[0:38:14] Trustee Luckham: sounds great so moved and seconded there's any further

[0:38:16] Trustee Luckham: discussion all those in favor raise your hands digital or otherwise and i see that's uh carries

[0:38:24] Trustee Luckham: in favor in um unanimously thank you um okay um thank you for allowing me that opportunity david

[0:38:34] Trustee Luckham: and cao and we'll see how that unfolds um so i'm going to now move along on the agenda director

[0:38:41] Trustee Luckham: Director of Planning Services, Stefan Cermak, over to you.

[0:38:49] Voice 2: Good morning, Mr. Chair. My item on the agenda there is completed, so yay me.

[0:38:57] Voice 2: But if you'd like me to move on to my Director's Report, I'd be happy to do so, Mr. Chair.

[0:39:03] Trustee Luckham: I think that I'm assuming there are no questions with respect to that. So yeah,

[0:39:07] Trustee Luckham: I'm looking forward to your Director's Report. There's lots of things that you can talk about

[0:39:10] Trustee Luckham: there there's

[0:39:12] Voice 2: uh never ending um okay so just i'll try to keep to the best the highlights

[0:39:16] Voice 2: a couple things i'm working on uh the ombudsperson i've been in contact with the ombuds

[0:39:23] Voice 2: ombuds person's office i've been working with them in regard to trust council's request that

[0:39:28] Voice 2: they serve for their services to consult with us regarding bio enforcement related policies

[0:39:34] Voice 2: and procedures the scope of their review will be to review the policies and procedures followed by

[0:39:40] Voice 2: by the bylaw enforcement in regard to the fairness lens

[0:39:44] Voice 2: and to provide feedback and suggestions

[0:39:46] Voice 2: on ways in which admin fairness may be enhanced.

[0:39:50] Voice 2: I have also forwarded,

[0:39:51] Voice 2: so I've forwarded our policies and procedures

[0:39:54] Voice 2: for the consideration,

[0:39:55] Voice 2: as well as communications and scenarios

[0:39:57] Voice 2: that highlight some of the expressed concerns

[0:40:00] Voice 2: from residents themselves.

[0:40:02] Voice 2: So they can get a sense

[0:40:03] Voice 2: of what the practices are on the ground.

[0:40:05] Voice 2: They don't do interviews or infield work.

[0:40:08] Voice 2: so whatever information we provide them that's what they're going to follow up on and we've

[0:40:13] Voice 2: I've targeted or worked with them to discuss reporting back as I'm aiming for the September

[0:40:18] Voice 2: Trust Council so that's going great very happy with that something else that you may not know

[0:40:24] Voice 2: what we're working on is I've called it the Administrative Organizational Changes Project

[0:40:30] Voice 2: it's basically a quick blitz for this month it's thanks to Trust Council for approving the budget

[0:40:36] Voice 2: it to one auxiliary admin team, a new full-time administrative coordinator, a re-evaluation

[0:40:45] Voice 2: of the job profiles for six of the planning services admin team.

[0:40:52] Voice 2: You couple that with what's going on with provincial announcements to allow working

[0:40:57] Voice 2: from home for admin.

[0:40:58] Voice 2: COVID got us ready for that, but this is looking like definitely the way the organization's

[0:41:04] Voice 2: going, the province included.

[0:41:06] Voice 2: as well as just it's a really good opportunity for us to look at from the staff turnover and

[0:41:12] Voice 2: retirements and a broad assessment of our admin functions and structure. So I've asked someone

[0:41:17] Voice 2: who is a sort of a master at change management who does this through the provincial agencies

[0:41:22] Voice 2: to look at our functions and structures and look at this opportunity that we've been given to make

[0:41:27] Voice 2: sure that we're not missing something as we put together these job profiles and go to the plant

[0:41:33] Voice 2: or their public service agency for their blessings for these new um jobs to be created in the in the

[0:41:40] Voice 2: provincial government so working on that that's quite an intensive project it'll be done by the

[0:41:45] Voice 2: end of the month so it's really quick um yeah and then i guess the last thing is sort of a quick

[0:41:52] Voice 2: discussion obviously the province uh the premier announced this homes for people strategy caused

[0:41:58] Voice 2: quite a stir. I know a lot of our elected officials were there firing questions at the

[0:42:06] Voice 2: housing symposium forum. I forget what they called it. So I won't take that thunder. But I will say

[0:42:11] Voice 2: that if you didn't know, the regional planning managers and myself are part of what we call the

[0:42:18] Voice 2: Association of Regional District Planning Managers. And that is an association of all

[0:42:24] Voice 2: the rural planning managers so all across bc we all have a little hotline chat line and we get

[0:42:30] Voice 2: together once a year to discuss matters of mutual concern and i will tell you it's very cathartic

[0:42:35] Voice 2: from my perspective and you would be surprised to know that we actually are not very different

[0:42:39] Voice 2: in our issues um it's quite surprising although it feels like we are but we're not um and so the

[0:42:45] Voice 2: discussion we're having amongst ourselves are um you know the great opportunity that this provides

[0:42:51] Voice 2: and all very much welcome forward, see the need.

[0:42:54] Voice 2: But we're also, of course, looking at some of the issues

[0:42:56] Voice 2: and having those conversations.

[0:42:58] Voice 2: And I don't suppose you'd be surprised to know

[0:43:00] Voice 2: that rurally, some of the concerns that we're looking at

[0:43:03] Voice 2: are water servicing for these new densities

[0:43:06] Voice 2: that are proposed, septic issues, sewer issues,

[0:43:11] Voice 2: and things like that.

[0:43:13] Voice 2: And something from my previous brief work over the CVRD,

[0:43:18] Voice 2: new water licenses.

[0:43:19] Voice 2: So if you're gonna increase densities

[0:43:20] Voice 2: and you need a water license,

[0:43:22] Voice 2: in the CVRD area,

[0:43:24] Voice 2: they were prioritizing those water licenses

[0:43:26] Voice 2: to First Nations as they go into treaty settlement.

[0:43:30] Voice 2: So they weren't issuing new water licenses

[0:43:31] Voice 2: because they were trying to allocate

[0:43:33] Voice 2: what was a scarce resource to First Nations.

[0:43:37] Voice 2: So then a lot of those developments

[0:43:39] Voice 2: were being stalled because of that.

[0:43:41] Voice 2: So there's a lot of those types of concerns

[0:43:43] Voice 2: going on province-wide.

[0:43:45] Voice 2: And just thought I'd tell you that our feedback

[0:43:48] Voice 2: as managers of planning in the rural areas

[0:43:50] Voice 2: we were hoping to get the ear of you know in our fall time to talk to the deputy ministers and

[0:43:58] Voice 2: what have you and I know the elected officials yourselves will be providing feedback so just

[0:44:04] Voice 2: cause quite the stir and I just thought I'd tell you that as planning managers we're conscious of

[0:44:09] Voice 2: the opportunities and constraints and that's about it that's that's my update okay very good

[0:44:17] Voice 14: Good, Stefan, thank you very much.

[0:44:19] Voice 14: Vice-Chairs, any questions to the Director?

[0:44:25] Voice 14: Vice-Chair Elliott.

[0:44:26] Voice 9: Sorry, I'm waving my hand and flipping between screens.

[0:44:30] Voice 9: Director Cermak, thank you for that.

[0:44:31] Voice 9: Can you just chat a bit more about this Master of Change Management you mentioned?

[0:44:38] Voice 9: So is it a

[0:44:39] Voice 9: consultant coming in for this administrative organizational change project?

[0:44:44] Voice 9: And sort of what is the scope of that?

[0:44:46] Voice 9: I'm just intrigued.

[0:44:50] Voice 2: yeah so it is a consultant um she specializes in change in the provincial government she's

[0:44:56] Voice 2: been doing it for 12 years she actually used to work for the islands trust back in the day

[0:45:00] Voice 2: so she knows the organizational well um and she definitely is a change agent um so it's a

[0:45:06] Voice 2: comprehensive engagement uh and sort of organizational design process it's it's it's to

[0:45:13] Voice 2: to get this person to bring together management and admin.

[0:45:16] Voice 2: So first separately, then together.

[0:45:18] Voice 2: So we're assessing what this opportunity can and can't do

[0:45:22] Voice 2: in terms of function and structure.

[0:45:23] Voice 2: And essentially the main deliverable

[0:45:25] Voice 2: is our redrafting these job profiles

[0:45:27] Voice 2: in a way that best takes advantage of these opportunities.

[0:45:31] Voice 2: So her job is to herd the cats

[0:45:33] Voice 2: and to do a deep dive analysis into the job profiles,

[0:45:36] Voice 2: into the business cases that were provided

[0:45:38] Voice 2: and the structural organization

[0:45:40] Voice 2: so that we can make sure that we take the best advantage of this opportunity and her deliverable

[0:45:45] Voice 2: is is to the management group um april 23rd or something less than two weeks from now

[0:45:50] Voice 2: and then she's done at the end of april so it's just a real quick we were waiting to do something

[0:45:54] Voice 2: like this until we knew the um the business cases would be approved by a trust council

[0:45:59] Voice 2: oh

[0:46:00] Voice 9: so this is specific to business cases that are for this fiscal or is this in general how

[0:46:08] Voice 9: how business cases and staff, like job profiles and staff time is allocated.

[0:46:15] Voice 9: I'm trying to understand if this is general and broad in scope

[0:46:18] Voice 9: or focused on like just regional planning.

[0:46:24] Voice 2: It's a bit of both.

[0:46:26] Voice 2: So it's kind of imagine the core of it is looking at the opportunities

[0:46:31] Voice 2: that were presented in planning services with these new job positions

[0:46:34] Voice 2: and making sure because we've got a business case with what we want the jobs to be,

[0:46:38] Voice 2: but we haven't actually drafted the job profiles that have to go to the province for their blessing

[0:46:42] Voice 2: and approval to officially

[0:46:43] Voice 2: create the jobs in you know provincial land so um so that's what we're

[0:46:49] Voice 2: doing and as we draft the job profiles we want to ensure good success and we also might want to make

[0:46:54] Voice 2: sure that we get to some of the discrete duties and and responsibilities in there to line up

[0:46:59] Voice 2: perfectly or as perfectly as you get nothing's perfect uh as well as we can with the rest of

[0:47:04] Voice 2: the organization so that we're not you know doubling up and stuff like that and that's like

[0:47:09] Voice 2: a real discrete function so she's doing that and in order to do that core work kind of needs to

[0:47:16] Voice 2: take a broad look to make sure that where all these other functions and duties intersect and

[0:47:21] Voice 2: we're getting right down to the like the task level so

[0:47:24] Voice 13: but

[0:47:25] Voice 2: something it's easy to do on a

[0:47:26] Voice 2: broad level say we need a person to do these broad things but when you put it down into the

[0:47:29] Voice 2: the job profile itself which go to the province and then when we put it out that that job for

[0:47:36] Voice 2: tender so to speak it has to be much more discreet so she's helping us go from the broad to the

[0:47:41] Voice 2: discreet and by doing that she's employing sort of change management skills that we're communicating

[0:47:46] Voice 2: with staff and management to make sure everyone's aware of what's happening yeah

[0:47:50] Voice 9: and so i'm guessing

[0:47:52] Voice 9: that this will be fed back into sort of the governance committee's work on getting more

[0:47:59] Voice 9: more specific on job descriptions and tasks and how business cases are written

[0:48:05] Voice 9: up and budget is allocated.

[0:48:06] Voice 9: Cause that's sort of some of the work that I I've I'm hearing they're

[0:48:11] Voice 9: undertaking. I don't, anyway, I'm asking too many questions.

[0:48:16] Voice 2: I can see the boardroom's got a hand up.

[0:48:20] Voice 5: Yes. Thanks. No, that might be an end of,

[0:48:24] Voice 5: we're just letting you know,

[0:48:25] Voice 5: we're doing some internal work on the administrative function here at the

[0:48:29] Voice 5: beyond stress, trying to keep it healthy, and as it performs better, all of those outcomes

[0:48:35] Voice 5: you're discussing will improve for sure.

[0:48:41] Voice 3: Okay. Any other questions?

[0:48:46] Trustee Luckham: Yeah. So I kind of had a

[0:48:50] Trustee Luckham: question raised in my mind there about the follow-up action list and indeed the items that

[0:48:57] Trustee Luckham: you've addressed um within your report and um and one and and some of those items are obviously on

[0:49:06] Trustee Luckham: trust council's follow-up action list and not specifically to executive committee and so i'm

[0:49:12] Trustee Luckham: just wondering about how and it's interesting that i've never thought this before after all these

[0:49:16] Trustee Luckham: these years is how we reconcile particularly the regional planning services review implementation

[0:49:29] Trustee Luckham: and how we and the work that was directed by council with respect to the ombudsperson

[0:49:36] Trustee Luckham: for bylaw enforcement and how it is that we can be sure that executive committee kind of has an eye

[0:49:43] Trustee Luckham: on the progress and development of that work because it's not on this executive

[0:49:50] Trustee Luckham: committee follow-up action list and so I guess that at some point we need to

[0:49:58] Trustee Luckham: review and that comes up when we look at agendas for council is review the

[0:50:03] Trustee Luckham: follow-up action list at that point but obviously in intervening space and time

[0:50:06] Trustee Luckham: there's an opportunity for executive committee to understand what's going on

[0:50:11] Trustee Luckham: and also of course for the public that are watching executive committee meetings and looking

[0:50:15] Trustee Luckham: at their agendas to understand that these things are going on in the background because it doesn't

[0:50:20] Trustee Luckham: necessarily come out in a verbal report um and maybe that's a more of a question for the cao

[0:50:25] Trustee Luckham: than it is anybody else do you have a remark there boy

[0:50:29] Voice 5: that's a great question um that that function

[0:50:33] Voice 5: The function is addressed when you get your final agenda from, you know, prior to Trust Council, you get a summary, you know, sort of a summary of what RP, Regional Planning Committee or Trust Programs Committee is doing as their reports flow through to Trust Council.

[0:50:50] Voice 5: But the point is taken that you don't regularly have sort of a status on the top three projects in each of those bodies from an executive committee level.

[0:51:01] Voice 5: The reason being that Trust Council might have said, hey, let's prioritize these types of actions, and will there be a role for EC to facilitate or assist in that or something.

[0:51:12] Voice 5: So I'd have to turn my mind to doing that. It wouldn't be terribly challenging.

[0:51:17] And in fact, the report from the directors

[0:51:20] Voice 5: could really turn to that a little bit.

[0:51:26] Voice 5: as you know right now someone could um or the next cc could give you just an update on where

[0:51:32] Voice 5: our pc is you know um i do a variant of that with the governance committee and

[0:51:37] Voice 5: um claire claire sort of anecdotally um like the rest of us provides that but uh certainly

[0:51:44] Voice 5: we're thinking about if there's a better way to do it okay

[0:51:50] Trustee Luckham: well thank you very much

[0:51:51] Trustee Luckham: for that positive feedback there because of course as no individual area of balance trust

[0:51:59] Trustee Luckham: advances in isolation and ideally not and so indeed as we're oh we're looking at things

[0:52:06] Trustee Luckham: differently this term that's something that we should consider so perhaps cao cao you and i might

[0:52:14] Trustee Luckham: have a conversation about that and determine how we might bring that to ec in order to facilitate

[0:52:20] Trustee Luckham: facilitate that does that sound all right I don't necessarily yeah no absolutely

[0:52:24] Trustee Luckham: okay thank you sir

[0:52:26] Trustee Luckham: um any further uh conversation with respect to the director of planning services report

[0:52:34] Trustee Luckham: so director of administrative services is uh Julia with us today or do you have a report from her CAO

[0:52:40] Trustee Luckham: she

[0:52:40] Voice 5: is not but she's um um ably working on the end of the fiscal year and the result you know

[0:52:48] Voice 5: still carries on into april and um if you have any um very specific questions i could take those down

[0:52:55] Voice 5: and get you an answer um as soon as possible okay

[0:53:00] Trustee Luckham: any uh questions for the director of administrative

[0:53:03] Trustee Luckham: services no

[0:53:06] Voice 14: okay

[0:53:07] Trustee Luckham: so then let's go to director of trust area services claire frader uh good morning

[0:53:12] Trustee Luckham: over to you good

[0:53:14] Voice 8: morning executive committee um in terms of your follow-up action list i'll just

[0:53:17] Voice 8: just update you that for items 10, 11, and 13,

[0:53:21] Voice 8: they are done or almost done.

[0:53:25] Voice 8: And I'd be happy to take questions on the rest.

[0:53:29] Trustee Luckham: Okay, any questions for the director

[0:53:32] Trustee Luckham: on her follow-up action list report?

[0:53:39] Trustee Luckham: I'm not seeing any hands,

[0:53:42] Trustee Luckham: but I don't see Trustee Maud on my screen at the moment.

[0:53:46] Trustee Luckham: And maybe because you're a little in the background there,

[0:53:49] Trustee Luckham: Yeah, no question. Thank

[0:53:52] Trustee Luckham: you. Okay, great. So thank you, Director Frey. Do you have a

[0:53:56] Trustee Luckham: operational report?

[0:53:59] Voice 8: Just a short one. Thank you. I'll let you know that we continue the hiring

[0:54:02] Voice 8: process for the what was previously called the Senior Intergovernmental Policy Advisor position.

[0:54:08] Voice 8: We've renamed it to Senior Indigenous Relations Advisor. So the new acronym will be CIRA.

[0:54:14] Voice 8: And we're continuing that process with the hope of getting someone in the role in May.

[0:54:19] Voice 8: also we're continuing work on the annual report and hope to bring you your sections at the next

[0:54:24] Voice 8: meeting and have that ready for council in June also chair we're going to be working towards

[0:54:29] Voice 8: getting you some delegation letters thank you letters for approval and continuing work on the

[0:54:35] Voice 8: policy statement project generally humming away in the background here so lots going on and happy

[0:54:44] Voice 8: to take questions uh

[0:54:47] Trustee Luckham: very good any questions for the director trustee elliott um thank you

[0:54:52] Voice 9: director frader where are we on the planning for the reconciliation learning group i haven't started

[0:55:01] Voice 8: yet yeah i need to hire someone to come in to help okay thanks thank you yeah

[0:55:09] Trustee Luckham: there's a lot contingent

[0:55:10] Trustee Luckham: on filling that position i think and of course that was also subject to budget allocation and

[0:55:17] Trustee Luckham: and the like, if I'm not mistaken, Director Frater.

[0:55:20] Voice 8: No, we didn't need budget for that one,

[0:55:22] Voice 8: but it's taking, the process is taking a while,

[0:55:24] Voice 8: but we're hopeful, we're up and moving.

[0:55:27] Trustee Luckham: Yeah, no, that's great.

[0:55:28] Trustee Luckham: I'm really grateful for that

[0:55:31] Trustee Luckham: and look forward to that position being filled.

[0:55:37] Trustee Luckham: And so thank you, the heads up on the delegation letters.

[0:55:40] Trustee Luckham: There's also a response, some responses back,

[0:55:44] Trustee Luckham: other responses back to the ministers

[0:55:46] Trustee Luckham: as a result of council direction, I believe.

[0:55:48] Trustee Luckham: And I thank you for the response to the minister regarding the protected shorelines.

[0:55:56] Trustee Luckham: There was some interest expressed by trustees wanting to engage in that, but I felt that the letter that you crafted was comprehensive and thought that that should just go ahead to get it into their hands as soon as possible.

[0:56:14] Voice 8: Thank you, Chair. You're referencing the coastal and marine strategy.

[0:56:17] Trustee Luckham: that's correct yeah

[0:56:18] Voice 8: response okay yes we hope to have that in the mail on or out of the inbox by

[0:56:22] Voice 8: friday okay

[0:56:24] Trustee Luckham: thank you um anything further for the director of trust area services do you have any

[0:56:30] Trustee Luckham: that's your report then yes thank you okay well thank you claire for all that you do for the

[0:56:35] Trustee Luckham: island's trust it's a heavy load do you have on your shoulders um okay so this now brings us to

[0:56:43] Trustee Luckham: to local trust committee chair updates.

[0:56:45] Trustee Luckham: And I can apologize for what it's worth,

[0:56:49] Trustee Luckham: but timing events have been

[0:56:52] Trustee Luckham: that we haven't actually had

[0:56:53] Trustee Luckham: our non-decision making conference call

[0:56:56] Trustee Luckham: to provide updates on activities.

[0:56:59] Trustee Luckham: And so you may have a lot to report,

[0:57:01] Trustee Luckham: but I will ask you to keep it succinct

[0:57:04] Trustee Luckham: in order to advance through our agenda today.

[0:57:07] Trustee Luckham: And so I'll start at the top of my screen

[0:57:09] Trustee Luckham: because I feel like I'm maybe not paying

[0:57:12] Trustee Luckham: as much attention to you, David Maude,

[0:57:14] Trustee Luckham: because I can't see you as well.

[0:57:16] Trustee Luckham: But David Maude, do you have anything to report

[0:57:18] Trustee Luckham: from the LTCs that you chair?

[0:57:20] Trustee Luckham: We do have a business item on today's agenda,

[0:57:22] Trustee Luckham: which you can address when we get there.

[0:57:24] Trustee Maude: No, certainly the highlight was Denman last week.

[0:57:29] We had a really, really, really good LTC meeting.

[0:57:35] The people of Denman are very passionate.

[0:57:39] They have concerns, and fortunately, the local trust committee has been very, very good at addressing the concerns.

[0:57:48] We've been very generous with the town halls portions.

[0:57:54] The outcome of last week's meeting was really outstanding.

[0:57:58] Trustee Maude: It was the feedback from the community right up to today.

[0:58:02] Trustee Maude: We continue to get emails thanking us for what happened.

[0:58:06] Trustee Maude: happened. So that was really, really good.

[0:58:11] CEO Hobson-Piller touched on our meeting of the Southern Gulf

[0:58:15] Islands trustees yesterday.

[0:58:18] That was with CRD, VHOP and Islands Trust executive.

[0:58:24] It was a really, really good meeting.

[0:58:27] The thing was is basically is there is a concern that we're

[0:58:34] getting sort of urban type interpretations on

[0:58:38] Trustee Maude: on rural type issues um we all know about my famous

[0:58:42] Trustee Maude: outhouse issue um it's things like that and it was really nice that across the board

[0:58:49] everybody indicated that there are lesser standards um that can be adopted um like it

[0:58:56] was interesting from the crd they said they were saying

[0:58:59] Trustee Maude: with building inspection is that they do

[0:59:00] Trustee Maude: do not have to enforce all billing regulations.

[0:59:04] Trustee Maude: VHA, same thing with the VHA staff,

[0:59:06] is they have a lot of discretion as to what they enforce

[0:59:08] and what they don't enforce on.

[0:59:11] And it seems what they've had is a series of new hires

[0:59:15] who have kind of been over-interpreting things

[0:59:17] and sort of being a little bit too much by the book.

[0:59:22] And it

[0:59:23] Trustee Maude: seems that we're gonna have sort of a kinder

[0:59:25] Trustee Maude: and gentler actions going forward.

[0:59:28] Trustee Maude: So it was a really, really good meeting.

[0:59:29] Trustee Maude: and we thank Adam Olson and his staff for arranging that.

[0:59:33] Trustee Maude: I can leave it at that, thank you.

[0:59:38] Trustee Luckham: Okay, thank you.

[0:59:40] Trustee Luckham: That's rather interesting and appreciate your report.

[0:59:45] Trustee Luckham: Trustee Peterson, I see you at the top

[0:59:48] Trustee Luckham: of my screen there next.

[0:59:51] Voice 12: Thank you, Chair.

[0:59:53] Voice 12: So we had our first in-person meeting on Hornby March 31st.

[1:00:00] Voice 12: well attended, engaged public there.

[1:00:05] Voice 12: Lots of questions about the proposed Rogers cell tower there

[1:00:11] Voice 12: as well as OCP review imminent.

[1:00:21] Voice 12: Concern as always around housing

[1:00:23] Voice 12: and how short term vacation rentals

[1:00:27] Voice 12: intersect with the housing aspirations of the community.

[1:00:38] Voice 12: Galliano yesterday, continuing towards the groundwater

[1:00:46] Voice 12: sustainability project, preparing for a public hearing

[1:00:52] Voice 12: in May, and I'm here on Salt Spring today,

[1:00:58] Voice 12: going to go on a little uh uh field trip with uh trustees uh to the mount maxwell watershed and get

[1:01:06] Voice 12: our get our eyes directly on that situation with uh some of the folks involved with the north

[1:01:12] Voice 12: island salt spring waterworks and um tomorrow we're having our uh our our regular ltc uh here

[1:01:20] Voice 12: on salt spring dealing with uh uh the matters before us and um i think that's that's about

[1:01:29] Voice 12: all i have to report today excellent

[1:01:33] Trustee Luckham: thank you for that um uh that sounds like a good field trip

[1:01:37] Trustee Luckham: to be having with north salt spring waterworks for sure and so uh good luck with that beautiful

[1:01:43] Trustee Luckham: day for it uh vice chair elliott over to you for your ltcs good

[1:01:48] Voice 9: morning um thank you i've only had

[1:01:51] Voice 9: I had one meeting, I believe, in the interim on Main Island, March 27th, a really good meeting.

[1:01:59] Voice 9: Again, we were very ably briefed by a planner, Narissa Chadwick, on their housing options project.

[1:02:11] Voice 9: And I really recommend that everybody take a look at that report that she put together for Main Island.

[1:02:18] Voice 9: really clarifies the what would be in scope in our OCP review to change the approach for housing

[1:02:27] Voice 9: policies. All the different, she really listed out all the different options and policy options and

[1:02:34] Voice 9: LUB bylaw changes that could be made based on the groundwater mapping that has been done. So

[1:02:42] Voice 9: this is a really exciting project to witness. And so that was really good. We're going to have a

[1:02:47] Voice 9: a special meeting with Habitat for Humanity next week, actually, on the 19th on Main Island. So

[1:02:55] Voice 9: that's convened so that people from Habitat for Humanity could meet members of the community and

[1:03:01] Voice 9: sort of potential for collaboration there on increasing housing options. So that's a good

[1:03:09] Voice 9: thing to look forward to. I'd like to talk a little bit about the Housing Summit, but I'm

[1:03:15] Voice 9: not sure where that fits in it's housing is on my mind this week but uh i'll leave that for

[1:03:21] Voice 9: future i think that's everything main oh anything else i did write a letter to the um the crd about

[1:03:29] Voice 9: their parks plan there's been concern from residents that um in falling trees and dealing

[1:03:39] Voice 9: with uh danger trees in some areas that they've they're maybe not taking into account first

[1:03:45] Voice 9: nations cultural considerations and some important bushes and trees were damaged so we'll be working

[1:03:53] Voice 9: with the crd in the main island um parks and recreation commission to hopefully improve how

[1:04:00] Voice 9: they they handle tree management that's about it okay

[1:04:07] Voice 14: well that sounds like a good conversation to

[1:04:09] Trustee Luckham: to have. And so thank you for that. And the Habitat for Humanity, I think of them as the

[1:04:18] Trustee Luckham: stores. I'm assuming that's the same body that builds houses for people. It's an amazing process,

[1:04:25] Trustee Luckham: so that sounds exciting, too. So thank you for that. So for my quarter, we met on Gabriola back

[1:04:33] Trustee Luckham: at the end of last month, I think it was time has passed by quite a bit. And the work there

[1:04:42] Trustee Luckham: continues on discussions around the OCP and very much interest in engaging with the SNAMO First

[1:04:51] Trustee Luckham: Nation with respect to the OCP amendments and the housing and those sort of activities and certainly

[1:04:55] Trustee Luckham: certainly a lot of enthusiasm to move forward with that work and I certainly think that's the

[1:05:03] Trustee Luckham: what we now call the in senior Indigenous and it's going to take me a while to get that new

[1:05:10] Trustee Luckham: moniker figured out but the intergovernmental liaison we used to call them and so that will

[1:05:18] Trustee Luckham: be helpful for that committee specifically and housing advisory planning commission appointments

[1:05:24] Trustee Luckham: and stuff like that to really want to get the work started

[1:05:29] Trustee Luckham: on Gabriela on the important issues on the ground.

[1:05:33] Trustee Luckham: Gambia Island, we haven't had a meeting.

[1:05:37] Trustee Luckham: There will be one soon.

[1:05:40] Trustee Luckham: And that work, the dominant issues

[1:05:44] Trustee Luckham: are the shoreline protection,

[1:05:46] Trustee Luckham: particularly around Thornby Island and other issues.

[1:05:50] Trustee Luckham: And of course the SCRD conversation coming up

[1:05:53] Trustee Luckham: in interests expressed recently about wildfire and those responsibilities that fall within the

[1:06:01] Trustee Luckham: regional district for mitigation and adaption associated with those activities and so yeah

[1:06:09] Trustee Luckham: that's it from here and of course all of the other committee work that we've some of us have

[1:06:14] Trustee Luckham: all been sitting on the islands trust is certainly left out of this election has left the dock and

[1:06:22] Trustee Luckham: And the ship is underway and looking forward to all the conversations that are going to come in the near term, as well as, of course, the outcomes that develop in the long term.

[1:06:32] Trustee Luckham: So I think that concludes us for local trust committee chair updates.

[1:06:38] Trustee Luckham: I'm going to now just briefly go to my trustee, Elliot, our representative on the House Conservancy.

[1:06:46] Trustee Luckham: Do you have an update for us here?

[1:06:49] Voice 9: I do not.

[1:06:50] Voice 9: there's not been a meeting since we last met okay

[1:06:53] Trustee Luckham: great um there's a letter later which

[1:06:57] Trustee Luckham: asks for uh points of view from the conservancy um to ensure that we're respecting the working

[1:07:04] Trustee Luckham: relationship we have with them but that'll come up um on that new business item looking for support

[1:07:09] Trustee Luckham: with the galliano conservancy um so i'm gonna move now uh it's a 10 o'clock we've been at this

[1:07:17] Trustee Luckham: an hour um shall we just maybe get through these uh next couple of items and then maybe have a

[1:07:23] Trustee Luckham: short coffee break and then um we'll finish up the rest of the more deeper conversations associated

[1:07:30] Trustee Luckham: with our work program and stuff so if that's all right i'll continue not seeing any dissent

[1:07:37] Trustee Luckham: so uh we have two bylaws here today important part of the work the executive committee does

[1:07:42] Trustee Luckham: the first one being the salt spring island local trust committee proposed bylaw number 535

[1:07:47] Trustee Luckham: 5. This is the first of the freedom of information and protection of privacy

[1:07:57] Trustee Luckham: and private protection of privacy bylaws that we're likely to see a number of those over the

[1:08:02] Trustee Luckham: coming months. And so I'll just turn to Trustee Peterson if he wishes to introduce this or have

[1:08:07] Trustee Luckham: staff introduce it for him. And then we'll seek a decision from the LTC. And you may just want

[1:08:16] Trustee Luckham: make the motion uh

[1:08:18] Voice 12: thanks chair i i think uh director of legislative services would be more

[1:08:23] Voice 12: appropriate to introduce the item but uh uh just in terms of some public context and then i'm happy

[1:08:30] Voice 12: to make the motion thank

[1:08:32] Trustee Luckham: you um david mahler uh

[1:08:36] Voice 1: yeah thank you and uh so if you remember trust

[1:08:40] Voice 1: Trust Council approved a model Freedom of Information Protection and Privacy by-law

[1:08:46] Voice 1: and Trust Council adopted its own FOI by-law.

[1:08:51] Voice 1: The current by-laws that we have for our local trust committees were adopted in the late

[1:08:55] Voice 1: 1990s and the legislation has changed a little bit.

[1:09:00] Voice 1: So these by-laws just simply are updating to reflect the newer legislation.

[1:09:06] Voice 1: legislation. There's no big changes. The biggest is the fees. You'll see the fees are referenced

[1:09:14] Voice 1: more modern forms of data collection that we don't actually have in the old bylaw. So

[1:09:21] Voice 1: these are coming to all the local trust committees. They're identical. Legislation requires that

[1:09:27] each local trust committee adopts one. And one of the things it does do is appoint the

[1:09:33] the

[1:09:33] Voice 1: head for FOI, which each local trust has to do.

[1:09:37] Voice 1: So yeah, so it's just before you for adoption.

[1:09:40] Voice 1: And if this is not adopted,

[1:09:42] Voice 1: the old bylaw will continue until a new one replaces it.

[1:09:45] Voice 1: Thank you.

[1:09:49] Trustee Luckham: Thank you.

[1:09:50] Trustee Luckham: Trustee Peterson, back to you for the motion.

[1:09:53] Voice 12: Thank you, Chair.

[1:09:55] Voice 12: I move that the Islands Trust Executive Committee

[1:09:58] Voice 12: approve Salt Spring Island Local Trust Committee

[1:10:00] Voice 12: bylaw number 535, cited as Salt Spring Island

[1:10:03] Voice 12: local trust committee freedom of information and protection of privacy bylaw number 535

[1:10:09] Voice 12: 2023 in accordance with section 27 of the islands trust act right

[1:10:15] Trustee Luckham: so i think i heard trustee elliott

[1:10:17] Trustee Luckham: in there but you've seconded it so that's great is there any discussion um with respect to this

[1:10:23] Trustee Luckham: bylaw trustee elliott no

[1:10:26] Voice 9: discussion sorry i didn't mean to comment there

[1:10:31] Trustee Luckham: that's all right and i see trustee mod is now on screen which is great um okay so if there's

[1:10:36] Trustee Luckham: no discussion i'll call for the vote all those in favor please raise your hand digital or

[1:10:40] Trustee Luckham: electronic or in person and trustee mod is your hand raised yes okay there we go thank you um so

[1:10:49] Trustee Luckham: that carries unanimously and um thank you all very much and thank you david for advancing this

[1:10:54] Trustee Luckham: uh piece of work uh rapidly here so we'll look forward to seeing more of these so north pender

[1:11:00] Trustee Luckham: island local trust committee proposed bylaw number 232 land use bylaw amendment request for decision

[1:11:06] Trustee Luckham: and uh uh vice chair maude um do you wish to introduce this or would you like staff to do

[1:11:11] Trustee Luckham: that and certainly the motion could be advanced as you see fit i

[1:11:15] Trustee Maude: i don't know if there's staff

[1:11:16] Trustee Maude: available to introduce it it's very straightforward um it's somewhat of housekeeping it's um

[1:11:24] Trustee Maude: legitimizing a traditional use on sydney island which was the use of rvs

[1:11:31] um for temporary um accommodation during

[1:11:35] Trustee Maude: construction periods and the use of some

[1:11:37] Trustee Maude: hunters cabins it was a concern brought forward to the trust but from crd um so the planners

[1:11:47] there's largely appropriate bylaws and all that,

[1:11:51] which were unfortunately not supported by CRD,

[1:11:55] but it's fairly

[1:11:57] Trustee Maude: common sense.

[1:11:58] Trustee Maude: It's been a traditional use of the lands on Sydney Island.

[1:12:02] It went forward to the Landowners Association,

[1:12:06] which was supported.

[1:12:07] So it is what it is and happy to move the motion.

[1:12:13] And that is that the Islands Trust Executive Committee

[1:12:16] Committee approved North Pender

[1:12:17] Trustee Maude: Island Local Trust Committee

[1:12:19] Trustee Maude: bylaw number 232, cited as North Pender Associated Islands

[1:12:22] Trustee Maude: land use bylaw number 148, 2003, amendment number 1, 2022,

[1:12:27] Trustee Maude: in accordance with section 27 of the Islands Trust Act.

[1:12:32] Trustee Luckham: So moved.

[1:12:33] Trustee Luckham: Do I have a seconder?

[1:12:34] Trustee Luckham: Trustee Elliott, thank you very much.

[1:12:36] Trustee Luckham: Is there any discussion on the motion?

[1:12:40] Trustee Luckham: Any questions?

[1:12:41] Trustee Luckham: No.

[1:12:42] Trustee Luckham: Yeah, I sort of think it's interesting.

[1:12:44] Trustee Luckham: I think this is a good proactive measure

[1:12:47] Trustee Luckham: to ideally reduce violent enforcement activities.

[1:12:50] Trustee Luckham: And we're certainly expecting that the strata

[1:12:54] Trustee Luckham: will be monitoring and managing this as indicated.

[1:12:58] Trustee Luckham: And I think that's what the concern was with the CRD.

[1:13:01] Trustee Luckham: So I think this is good work.

[1:13:03] Trustee Luckham: And thank you for that, Trustee Mudd.

[1:13:05] Trustee Luckham: So if there's no further discussion,

[1:13:07] Trustee Luckham: I'll call for the vote.

[1:13:08] Trustee Luckham: All those in favor?

[1:13:10] Trustee Luckham: So that carries again unanimously.

[1:13:13] Trustee Luckham: And that's terrific.

[1:13:15] Trustee Luckham: so uh how about we have that 10 minute break i i suggest that we have and we'll come back and

[1:13:22] Trustee Luckham: follow through with trust council meeting preparation and trustee elliott that there

[1:13:27] Trustee Luckham: is no items on that agenda today if there was something you wish to raise the general nature

[1:13:32] Trustee Luckham: but otherwise we'll be going to executive committee initiated activities so let's come back

[1:13:38] Trustee Luckham: at 10 25 and then we'll continue the rest of the meeting all right

[1:13:44] Trustee Luckham: thank

[1:13:45] Voice 3: you everyone welcome back everybody one two okay so um i

[1:23:51] Trustee Luckham: think that brings us to uh

[1:23:54] Trustee Luckham: uh we don't have anything uh associated with meeting preparation at this time

[1:23:59] Trustee Luckham: and so unless trustee elliott did you have a question about that trust council meeting

[1:24:04] Trustee Luckham: needed preparation yep

[1:24:05] Voice 9: i did um so trustee yates had sent an email a while ago to ec and to laurie

[1:24:14] Voice 9: about programming sort of extracurricular lunchtime tours um and we have other ideas as well um i just

[1:24:24] Voice 9: wondered what's the process for figuring out programming whether in the official agenda or

[1:24:30] Voice 9: Or afterwards, who's the body that sort of decides that was my first question.

[1:24:36] Voice 9: And the second, I don't know if I've let everybody know about this, but I'm finishing up an action research project that had to do with the Islands Trust and Indigenous settler relationships.

[1:24:52] Voice 9: relationships and um in the course of that research which happened over 2021

[1:24:59] Voice 9: collected the wrote up the findings last year and have produced a report um it is quite relevant to

[1:25:08] Voice 9: the islands trust broadly as well as local trust committees and sort of because it detailed well

[1:25:18] Voice 9: i interviewed lisa wilcox um who was a senior intergovernmental policy advisor at the time

[1:25:23] Voice 9: and the findings really show how the legislation created community processes and

[1:25:33] Voice 9: like official community plans which then created culture and so some of the issues that we're

[1:25:40] Voice 9: struggling with today like my research question was how how are you challenged with engaging with

[1:25:47] Voice 9: First Nations as community organizations or as governments. And the barriers that people are

[1:25:54] Voice 9: experiencing are largely due to culture, but culture is informed by community processes and

[1:26:02] Voice 9: that is structured by law, at least in Canada. So it's quite a, I mean, it's my research, but it was

[1:26:11] Voice 9: was done in community and really informed by what I would consider is one of the expert opinions of

[1:26:17] Voice 9: how legislation informs our communities at the time. And so I wondered if there's an opportunity

[1:26:27] Voice 9: to present it on sort of a high level and allow for a bit of discussion of what this could mean

[1:26:37] Voice 9: or how do we take this forward because this is action research it's not meant to be just put

[1:26:43] Voice 9: on the shelf and ignored and nobody ever reads the paper again it's meant to be brought back

[1:26:48] Voice 9: into community and i would say back to trust council to sort of say here's some here's some

[1:26:54] Voice 9: ideas um do you want to take them forward in any way and so i don't want to put that as a piece of

[1:27:02] Voice 9: programming that should happen but just to ask you know where where do we have that conversation

[1:27:09] Voice 9: is it appropriate and um yeah what's the level of interest in that kind of academic slash practical

[1:27:18] Voice 9: application for our communities so

[1:27:21] Trustee Luckham: certainly there is an opportunity for for the ec to discuss

[1:27:26] Trustee Luckham: the unfolding of that meeting and i think laurie foster unless the ceo has some other advice

[1:27:31] Trustee Luckham: Laurie Foster could advise us on the logistics of that and the timing of when you might expect a response on behalf of the community interest there and whether or not that's how we might facilitate an opportunity for, you know, it's interesting for you to present as a delegation would be the sort of normal scenario if you weren't a member of executive committee, probably.

[1:27:55] Trustee Luckham: probably. So Laurie, do you have a response or maybe follow up with CEO? Do you have any advice

[1:28:01] Trustee Luckham: or otherwise?

[1:28:03] Voice 6: I've been working or communicating with both Trustee Elliott and Trustee Yates

[1:28:10] Voice 6: regarding some activities for the June Trust Council meeting and just spoke verbally last

[1:28:16] Voice 6: week about some items and that to bring a report to EC for your approval on the schedule would be

[1:28:23] Voice 6: the next but before the last meeting so we have two meetings before trust council june trust council

[1:28:29] Voice 6: starts yeah so just as um a quick historical overview it's been sort of a not a homegrown

[1:28:41] process but a

[1:28:42] Voice 5: process of uh you know collaboration whereby uh in the good old days when we went to

[1:28:48] Voice 5: to islands and had local trust, I mean, trust council meetings.

[1:28:54] Laurie would work with, just like she's doing now,

[1:28:56] she'd work with the trustees who would be working with community to go,

[1:29:01] what's some interesting

[1:29:02] Voice 5: elements, issues, what's topical,

[1:29:06] Voice 5: what needs to be seen, and brings those back.

[1:29:12] Voice 5: Laurie kind of works on potential viability,

[1:29:16] Voice 5: and then we come back to EC and EC approves it.

[1:29:18] Voice 5: And then EC is measuring the, you know, the work of trust council, the available time, and any of the challenges or opportunities associated with moving a bunch of trustees all over the place if we're going to on-site visits and so forth.

[1:29:35] Voice 5: And so you would determine that.

[1:29:37] Voice 5: So the earlier the better in terms of like a unique idea to be brought forward.

[1:29:42] Voice 5: I won't step into the space of it's over to EC to figure out what they think works.

[1:29:49] Voice 5: um looking back on it i would say the lunchtime sessions didn't get taken up quite off like one of

[1:30:00] Voice 5: of the three days a lunch type session um was popular probably 50 of the trustees would go on

[1:30:07] Voice 5: those things um i've never seen 100 attendance at any given um session um in terms of like um

[1:30:17] Voice 5: a thought piece you know that could uh we actually haven't had too too many of those

[1:30:25] um i think but that certainly doesn't mean that that couldn't be

[1:30:29] um discussed by executive committee or some time maybe outside the the actual working sessions or

[1:30:37] a lunch version

[1:30:38] Voice 5: of that i mean that's really up for for all of you to figure out so your timing

[1:30:42] Voice 5: is great for that question but that is the process we do the initial work and as laurie says then we

[1:30:47] Voice 5: bring it back to you and you'd say yes or no and we don't have to do it all in one fell swoop

[1:30:52] Voice 5: if at our next meeting we throw the schedule the tentative schedule in front of you you could go

[1:30:57] Voice 5: So here's what we're looking at in

[1:30:59] Voice 3: terms of business stuff.

[1:31:01] Voice 3: So thanks.

[1:31:04] Trustee Luckham: Great.

[1:31:05] Voice 9: That answers my question.

[1:31:06] Voice 9: Thank you.

[1:31:07] Trustee Luckham: Okay, perfect.

[1:31:08] Trustee Luckham: Thank you.

[1:31:09] Trustee Luckham: And thank you for wanting to advance that thought piece,

[1:31:14] Trustee Luckham: I call it.

[1:31:15] Trustee Luckham: That's great.

[1:31:17] Trustee Luckham: So I'm going to move on then to executive committee initiated.

[1:31:20] Trustee Luckham: If there's nothing else on that planning,

[1:31:25] Trustee Luckham: executive committee projects.

[1:31:26] Trustee Luckham: projects and so what we have here is a review of the executive committee work plan we asked for

[1:31:32] Trustee Luckham: that i think at our last meeting and ceo i'll turn that over to you to uh elaborate on the uh

[1:31:39] Trustee Luckham: the briefing that was included in our agenda okay

[1:31:42] Voice 5: well thanks mr chair and just first of all

[1:31:44] Voice 5: executive committee congratulations to getting this far you you've come to some local trust

[1:31:49] Voice 5: committee meetings and a few trust councils and um have ably stood the the first um first bit

[1:31:59] and uh

[1:31:59] Voice 5: and we've got some supplementary training coming up which is going to be great i think in

[1:32:03] Voice 5: may but it's now um we haven't really had a focused discussion on the work plan you've inherited the

[1:32:09] Voice 5: work plan from the previous executive committee you've now met with trust council enough to start

[1:32:14] Voice 5: to get a feel for what they're interested in just from a general perspective um they're starting to

[1:32:20] Voice 5: contemplate directing you on specific works so either maybe not today but soon or maybe initial

[1:32:29] Voice 5: discussions today around what is our work plan how we want to formulate that um what do we what

[1:32:37] Voice 5: we've inherited needs to carry forward and do we need some discrete timing like a little your own

[1:32:44] Voice 5: little strategic session or something like that to to weigh your interests um going forward so this

[1:32:51] Voice 5: is the introduction to that process it's a it's not a light report but it's just a fairly gentle

[1:32:57] Voice 5: touch and staff have given some um you know their perspective on the health of some of these pieces

[1:33:04] Voice 5: of work that you've got on your plan um you you have a you know a fiduciary or or legislative role

[1:33:14] Voice 5: within the islands trust to have a work plan that trust council approves and it can include things

[1:33:21] Voice 5: that they tasked you with but also some things that you've tasked yourself with so there is that

[1:33:27] Voice 5: flexibility that exists um within the islands trust you might recall that at the end of last

[1:33:32] Voice 5: last term we ltc used to ltc's used to have three projects and then a long list and then we sort of

[1:33:38] Voice 5: winnowed it down by policy to one project at a time and then you know they could have 100 things

[1:33:44] Voice 5: on their long list i guess and um but you've got room for three or four projects and they'll just

[1:33:51] Voice 5: get more and more as more people uh put things towards you you may have realized by now you

[1:33:58] Voice 5: You become the patron saint of all causes.

[1:34:01] Voice 5: When there is no body that can take something on, it becomes executive committee.

[1:34:05] Voice 5: It makes me think of, even right now, I think bylaw enforcement and that initiative.

[1:34:10] Voice 5: It would be strange for us to report directly to trust counsel there without some body filtering that work to go,

[1:34:19] here's what it should be, here's what it shouldn't be, more

[1:34:22] Voice 5: or less, what have you.

[1:34:24] Voice 5: So I just went through your active projects.

[1:34:27] Voice 5: summarize them indicated whether they're related to a strategic plan item or not

[1:34:33] and then gave you my opinion that

[1:34:36] Voice 5: you can do with as you will on things when I

[1:34:41] Voice 5: recommend that this might not be a top priority it's with no disrespect to the

[1:34:46] Voice 5: topic but if something sat there for two years and there hasn't or it's just a

[1:34:53] Voice 5: placeholder to say we believe in this I don't know whether that's a top

[1:34:57] Voice 5: priority for the leading um you know management body of the organization i think that it um the

[1:35:04] work plan should be refreshed on a fairly regular basis and you you you monitor and manage projects

[1:35:10] that

[1:35:10] Voice 5: have deep meaning on a long-term basis but also for the current trust council so do you want

[1:35:17] Voice 5: to go through these one by one sir or how do you want to or do you just want to accept the report

[1:35:21] Voice 5: i do in here infer that you may want to structure a session which i think we could if you want to

[1:35:28] talk about that that was a good idea we could just manage that session here

[1:35:33] Voice 5: as a as an executive

[1:35:34] Voice 5: committee i don't think we need to spend money or get external people in it'd be more testing

[1:35:39] Voice 5: ideas it would give executive committee members an opportunity to incubate something and then

[1:35:44] Voice 5: bring it back and talk to the rest of the vice chairs and say i think it's really important or

[1:35:48] Voice 5: not but anyway i leave that to you so that's part one of my comments do you do you want me to walk

[1:35:53] Voice 5: through these or do you want to just receive the report and discuss it well

[1:35:58] Trustee Luckham: i think that we have a

[1:36:00] Trustee Luckham: little bit of a luxury of time which is kind of unusual um i would like to spend some time on this

[1:36:06] Trustee Luckham: and um and so i don't know what the vice chairs would like to do but i'm inclined to want to give

[1:36:12] Trustee Luckham: you the opportunity to walk through these um and then discuss uh what kind of direction we would

[1:36:19] Trustee Luckham: like to provide um so vice chairs what's your would you like to hear from the ceo on each of

[1:36:25] Trustee Luckham: the items trustee peterson uh

[1:36:28] Voice 12: thank you chair um i think it would be absolutely appropriate for us

[1:36:32] Voice 12: to schedule a a session to to work on the on this um just a quick uh glance through i i see that

[1:36:43] Voice 12: that there's things that I think would be worthy

[1:36:46] Voice 12: of considering consolidating some of the items,

[1:36:51] Voice 12: referring some of them back to trust council

[1:36:53] Voice 12: for further direction, et cetera.

[1:36:55] Voice 12: So, at the pleasure obviously of this committee

[1:37:00] Voice 12: of what we want to do today,

[1:37:02] Voice 12: but I certainly think it's worthy of doing

[1:37:05] Voice 12: an in-depth session to go through this work

[1:37:09] Voice 12: and re-examine the priorities.

[1:37:13] Trustee Luckham: Right. Thank you, Tim. So that sort of pushes the question as to whether or not we want to hold off on an in-depth, any kind of summary of the items listed and hold that off for a future meeting.

[1:37:26] Trustee Luckham: And then that begs the question about when and what that might look like and presuming that might be in person in some fashion.

[1:37:40] Voice 4: Vice Chair Elliott.

[1:37:41] Voice 4: it um

[1:37:42] Voice 9: but yes i am in favor of working through this you know with a practical view like how do

[1:37:50] Voice 9: these things how do these priorities and projects work out in practice and i think time should be

[1:37:56] Voice 9: set aside for that um i wouldn't mind having a brief overview i have questions about climate

[1:38:01] Voice 9: change emergency as a strategic plan initiative and yeah and reconciliation so i'd be happy to

[1:38:11] Voice 9: go through it quickly right now if we could okay

[1:38:16] Trustee Luckham: um unless david maude has a different perspective

[1:38:18] Trustee Luckham: see area you just want to go quickly through those uh okay active projects yeah so

[1:38:25] Voice 5: no um so the first

[1:38:27] Voice 5: one is your active projects these first four projects which are your priorities um updating

[1:38:34] Voice 5: the policy statement process i think we're generally aware of where the status of this

[1:38:39] Voice 5: project is um in this at the end of term in the summer um direction for some 30 amendments to the

[1:38:46] Voice 5: policy statement document that is done and we're getting to the place where it's going to be

[1:38:52] Voice 5: re-referred to those that need referral referral to nations and an introduction to trustees

[1:38:59] or a reintroduction to trustees it's ongoing it's funded currently um it's matured to a certain

[1:39:07] point I think most people would agree who knows where it ultimately will land

[1:39:11] but I think this should be a priority project that you maintain on your work

[1:39:16] plan and and steward forward given that Trust Programs

[1:39:21] Voice 5: Committee is doing some

[1:39:22] Voice 5: of it so when we turn to climate change emergency this was this was made at the

[1:39:29] Voice 5: start of last term some strategic planning elements or a number of them

[1:39:36] through a variety of different projects align themselves with a climate change emergency focus

[1:39:42] Voice 5: this these words have not come up much in the current trust council maybe they're going to

[1:39:49] Voice 5: get to it or there's a reconsideration of where the islands trust version of a response to the

[1:39:56] Voice 5: climate change emergency is i am unaware of what that is right now so i can't offer you

[1:40:05] Voice 5: something specific for you to latch on to other than sort of stewarding the strategic plan process

[1:40:12] Voice 5: i think this is ultimately going to be a question for trust council i don't think you have currently

[1:40:17] active work that you are are undertaking here so i think this is a this is an area of investigation

[1:40:24] more than it is an area of endeavor at this point if

[1:40:27] Voice 5: you said what's the work plan for the

[1:40:28] Voice 5: the top six things that we're doing for um to address the climate change emergency i would not

[1:40:33] Voice 5: have i would be able to come up with a an operational list of those things at this time

[1:40:38] Voice 5: so it's a yellow light well if you go red green yellow i think that needs some some consideration

[1:40:47] Voice 5: so what consideration would it take how's the arms trust going to be addressing this

[1:40:56] Voice 5: and what would the executive committee's role be in ensuring that that occurs

[1:41:01] Voice 5: First Nations Reconciliation. It's one of your top priorities. You are the body that's consistent across the organization in advancing this work.

[1:41:11] Voice 5: Notwithstanding that we haven't had the exact staffing, I'm very optimistic of where we are right now.

[1:41:16] Voice 5: We're about to get a dedicated staff position. We have another staff position that Trust Council approved that's going to provide a lot of force power to this function.

[1:41:24] Voice 5: We've got a list of 90 things that we could be developing as we go forward.

[1:41:29] Voice 5: We also have a political body that's going to start to engage on that sort of macro level.

[1:41:34] Voice 5: So I think this, you know, my recommendation to you is that this would be one of your top priorities and that you'll be able to see it become more of a project-based refreshment of the Reconciliation Action Plan.

[1:41:47] And it would be to you, I think, to ensure

[1:41:49] Voice 5: that that occurs.

[1:41:53] Voice 5: Preserve and protect marine ecosystems.

[1:41:55] Voice 5: systems um you know our our latest response to the uh um letter that the chair wrote um with the

[1:42:07] Voice 5: director freighter's assistance summarizes our position um in many ways those are new positions

[1:42:12] Voice 5: this is an active work you're doing um i don't know whether this is while it's something we

[1:42:18] Voice 5: believe in i don't know if this is an active piece of project work that you are undertaking

[1:42:23] That being said, if you bumped into a minister who's responsible for this in an elevator,

[1:42:29] you'd want

[1:42:30] Voice 5: to pitch whatever you could, but right now we don't have active work here.

[1:42:35] Voice 5: So should that be, while it's a principle of the Alamstra,

[1:42:39] Voice 5: should that be something that the executive committee is actively working through?

[1:42:44] Voice 5: That's for you to determine.

[1:42:46] Voice 5: Here's the list of future projects.

[1:42:48] Voice 5: It's not really fair to say their future because half of these are ongoing.

[1:42:53] Voice 5: So it's kind of like, and they're not even lower in priority in some ways.

[1:42:59] Voice 5: It's just that we couldn't call everything the current list.

[1:43:02] Voice 5: It is imperative.

[1:43:04] Voice 5: Everything we do, governance report, staff understanding, all of these things,

[1:43:09] Voice 5: even the session we had yesterday at the Southern Gulf Islands,

[1:43:13] Voice 5: communications and engagement throughout the trust area is going to be critical to our future.

[1:43:18] Voice 5: It's not as developed as it should be.

[1:43:20] Voice 5: It itself is five projects under one project.

[1:43:23] Voice 5: So I hardly would recommend a communication strategy and some version of an engagement strategy that's associated with it remains a priority and that you, in fact, make this one of your top priorities.

[1:43:39] That would be the staff's recommendation to you.

[1:43:44] it's highly

[1:43:45] Voice 5: associated with the work that trust programs uh does and

[1:43:51] Voice 5: um it could really advance some of the work that's important to the trust that we've already

[1:43:58] Voice 5: developed as we bring on a communication strategy and the attendant other pieces that are associated

[1:44:03] Voice 5: with it marine advocacy i'll leave to you these are long-standing pieces i am not doing anything

[1:44:08] Voice 5: specifically and nor has executive that he had other than referral letters

[1:44:16] Voice 5: actively undertaking marine advocacy in a sustained way needing staff assistance

[1:44:23] Voice 5: we do broadcast public meetings I think this should be removed from your list in

[1:44:28] Voice 5: true islands trust fashion we often see the same thing several times on the same

[1:44:32] Voice 5: list so here we say improving communications about the islands trust I

[1:44:36] Voice 5: think that's really associated with number one and that that would be part

[1:44:40] Voice 5: of a branding exercise or more specific exercise or a particular um initiatives or so forth so i

[1:44:47] Voice 5: think that would get moved into one in that and one made bigger um the naptep thing absolutely

[1:44:52] Voice 5: should occur uh but it's been here a long time so why hasn't it happened and um should this be

[1:45:00] Voice 5: a regular work item as opposed to an initiative of the organization i'm not sure there's certainly

[1:45:05] Voice 5: value to it item six we're not actively doing item six item seven of course and

[1:45:15] Voice 5: now item eight really relate to item three so those are some projects of

[1:45:22] three and I think that that I think I've made notes to the effect that that work

[1:45:30] could get built into

[1:45:31] Voice 5: a refreshment of the reconciliation action plan work

[1:45:40] Voice 5: governance this was the letter to the minister was actually not a letter to the minister the

[1:45:51] Voice 5: letter was to the lieutenant governor so this direction was trying to action what I believe

[1:45:59] Voice 5: trustees at the time thought would be getting to you know pretty council or the Council of

[1:46:09] Voice 5: of cabinet basically.

[1:46:16] Voice 5: And that's not generally,

[1:46:18] Voice 5: wasn't my understanding at the time how that works.

[1:46:21] Voice 5: I think it just gets relayed to the minister,

[1:46:23] Voice 5: which is indeed has happened with the letter

[1:46:26] Voice 5: that went to the Lieutenant Governor

[1:46:28] Voice 5: that got sent to our own minister.

[1:46:30] Voice 5: So I'm not sure where this is.

[1:46:32] Voice 5: I do think that executive committee

[1:46:35] Voice 5: needs to position themselves with regards to governance

[1:46:39] Voice 5: at the islands trust and participate actively in the debate that the governance committee and

[1:46:46] that there is a role for the executive committee in the beach in working in a firm and strong

[1:46:53] fashion with the governance committee as you look at changing decision making at the islands trust

[1:47:00] if that's the case or any potential structures

[1:47:02] Voice 5: that may be changed or any requests from a

[1:47:06] Voice 5: from a legislative perspective.

[1:47:11] Voice 5: So I think that should be done.

[1:47:13] Voice 5: The Governance Committee does have a number of,

[1:47:16] Voice 5: a variety of different perspectives and new expertise,

[1:47:21] Voice 5: but not a lot of familiarity with how the trust has functioned

[1:47:24] in terms of its processes,

[1:47:28] how things go through the various committees and so forth.

[1:47:30] So I think those two bodies working together

[1:47:34] Voice 5: would be advantageous to the trust overall.

[1:47:40] Voice 5: And I don't know what number 10 is.

[1:47:43] Voice 5: i think that got referred to by trust programs committee and i'll just say i haven't looked at

[1:47:49] Voice 5: it or done anything with it um so someone help me out sure i can fill a little bit of the blank in

[1:47:56] um i believe um

[1:47:58] Trustee Maude: what is is that we we have this current memorandum of understanding that

[1:48:03] Trustee Maude: was exactly negotiated quite a while ago for exceptionally rural uh road standards

[1:48:08] which includes no shoulders so in

[1:48:13] Trustee Maude: this advanced time people riding bicycles or walking

[1:48:18] Trustee Maude: it's absolutely unsafe on most of the islands right now because we've asked the modi to have

[1:48:24] Trustee Maude: lessened standards for the roads so you're hoisted by your own guitar exactly yes and so so so i think

[1:48:32] Trustee Maude: so i think this was a sober second thought saying you know we asked for something in the lens of

[1:48:37] Trustee Maude: rural but what we've achieved is we've actually got we've we've got roads now that are not

[1:48:44] Trustee Maude: climate change friendly because people safely cannot ride bicycles or walk down the road because

[1:48:51] Trustee Maude: there's no shoulder so

[1:48:55] Voice 5: overall uh just in conclusion mr chair um really appreciating

[1:49:00] Voice 5: the rigor that's going on at the islands trust around projects how they're developed

[1:49:05] Voice 5: The work that the subgroup of the FPC has brought to, you know, life cycle assessment

[1:49:13] Voice 5: and maintenance of anything that's going on at the Island Trust.

[1:49:17] Voice 5: And I think that should really be applied to EC projects too.

[1:49:22] As we develop and hone that ability or sharpen that knife, if you have a top project, that

[1:49:30] That project should have some rigor associated with its inception, how it's carried out, how you monitor progress or not, recommendations to yourself or Trust Council on an annual basis, whether you carry on with that project or not.

[1:49:47] And I'm certainly happy to work with you

[1:49:51] Voice 5: to enhance that process a little bit.

[1:49:56] Voice 5: But anyway, so there's a quick overview.

[1:49:59] Voice 5: The question I'd ask is, if you want to have a session or further conversation, what more

[1:50:05] Voice 5: information would you need from me, if any, or is this good enough to start that conversation

[1:50:13] Voice 5: or what?

[1:50:15] Voice 5: And then, of course, I pretended I was an elected official for 20 minutes and I wrote

[1:50:21] Voice 5: down on the page 46 just a few of the projects that you may or may want to at least put your

[1:50:27] Voice 5: mind to to see whether you um what role executive committee may or may not have thanks mr chair

[1:50:38] Trustee Luckham: okay well thank you and thank you for uh pretending to be a elected official for 20

[1:50:44] Trustee Luckham: minutes well that list of five items was extensive and given half an hour you might have doubled the

[1:50:51] Trustee Luckham: length of it but um thank you um i think and i'm just gonna say i i think a session would be good

[1:50:58] Trustee Luckham: whether or not we need to do that in person or electronically, and how soon we need to do that.

[1:51:05] Trustee Luckham: You know, in an ideal world, we'd have some idea of what we were thinking about here for

[1:51:10] Trustee Luckham: June Trust Council, but that will quite likely take longer than that. And so it strikes me that

[1:51:18] Trustee Luckham: we're meeting in person on the 19th for chair training, and maybe there's an opportunity the

[1:51:23] Trustee Luckham: the day before, that to maybe have an in-person meeting if we want to have a strategic planning

[1:51:28] Trustee Luckham: session. Or the next opportunity, it strikes me, is the one before council, which is kind of late.

[1:51:34] Trustee Luckham: And of course, that meeting would be full. And so again, that would be perhaps a previous day

[1:51:42] Trustee Luckham: conversation. So what were you thinking in terms of that opportunity, CEO, Hudson Pillar,

[1:51:47] Trustee Luckham: when and where well

[1:51:50] Voice 5: i think it should be live um and i think it should be before trust council

[1:51:56] Voice 5: because i think reasonably trust council might go they're going to review your work plan and

[1:52:01] Voice 5: approve it and you don't want to approve this one um so you don't i don't think you have to

[1:52:07] Voice 5: do everything one fell swoop either um so yeah i think uh either there's two options one you

[1:52:14] Voice 5: You could move your June live meeting.

[1:52:17] Voice 5: Now here, I'm just making it up as I go along.

[1:52:20] Voice 5: So this could go tremendously awry.

[1:52:22] Voice 5: Of May?

[1:52:25] Voice 5: June 14th.

[1:52:26] Voice 5: No, I want to go.

[1:52:27] Voice 5: There's trust councils, what dates?

[1:52:29] Voice 6: 3rd and 24th.

[1:52:32] Voice 6: Trust council is June 27th to 29th.

[1:52:36] Voice 6: So you could pick a time.

[1:52:40] Voice 5: You could go May 24th.

[1:52:42] Voice 5: and you could move your live meeting i guess is one option right because what's your live meeting

[1:52:50] Voice 5: now is june 7th right 14th is june 14th

[1:52:54] Trustee Luckham: that's

[1:52:55] Voice 5: correct so i'd say you either decide to have

[1:52:59] Voice 5: another live session like just you've got some discretion and some funds to say hey this is the

[1:53:04] Voice 5: start of the term we want to come together as a group we want to have one extra session

[1:53:08] Voice 5: and we could organize that we'd have an ec meeting here and um we could uh sit and have

[1:53:14] Voice 5: those conversations we could do it online if you wanted um and the opportunities are between now

[1:53:23] and then the

[1:53:24] Voice 5: 24th of may right 18th no hold on so we've got i didn't look at dates because i

[1:53:34] Voice 5: didn't know whether you wanted to do it or not but you've got the 3rd of may so there's a little

[1:53:42] Voice 3: stretch and you've got the 24th of may right those are options

[1:53:49] Trustee Luckham: right so i would uh toss out

[1:53:53] Trustee Luckham: uh if there's interest in scheduling an extra meeting and trying to reduce our travel

[1:53:59] Trustee Luckham: opportunities or at least minimize our our carbon footprint that the 18th of may the day before

[1:54:06] Trustee Luckham: um the 19th chair training session may be a also a viable option salt spring meets

[1:54:16] Trustee Luckham: salt spring's got a

[1:54:17] Trustee Luckham: meeting i see okay so then that would take

[1:54:20] Voice 5: we could hold over to the saturday

[1:54:21] Voice 5: but that's a long

[1:54:22] Trustee Luckham: weekend yeah i'd rather not do that um okay so um unless there's some suggestions

[1:54:30] Trustee Luckham: uh immediate that vice chairs have to offer there about changing one of our electronic

[1:54:37] Trustee Luckham: meetings to in person and i don't have any trouble with that um um perhaps we would ask

[1:54:44] Trustee Luckham: ask Lori to uh uh make a a recommendation based upon the preferences of theirs here

[1:54:52] Trustee Luckham: anybody got some input uh trustee Elliott um

[1:54:58] Voice 9: yeah I think I would love to have this conversation a

[1:55:02] Voice 9: little bit sooner than later so May 3rd changing to a live in-person meeting would be my preference

[1:55:09] Voice 9: And the reason for that is I'd like to have this discussion on decision-making as the new corporate planning process goes through its paces with the other bodies.

[1:55:23] Voice 9: I kind of think we need to have our own discussion of how strategic plan is held by EC and what are the different buckets that things fit into.

[1:55:32] Voice 9: And so earlier might be better.

[1:55:36] Voice 5: You're good, Mr.

[1:55:39] Voice 5: Okay.

[1:55:39] Voice 5: Okay, that's certainly a glory. We could do that.

[1:55:43] Voice 6: That's an easy meeting. Yeah,

[1:55:45] Voice 5: we could do that. We could do May 3, if you

[1:55:48] Voice 5: want to trustee Peterson.

[1:55:50] Voice 5: yeah

[1:55:53] Voice 12: i'll just uh once again uh highlight my travel considerations from uh luskete until

[1:56:00] Voice 12: until july when we actually have a wednesday ferry um again that'll if we have a live session

[1:56:08] Voice 12: may 3rd uh that requires an additional uh three night stay uh away from home for me

[1:56:16] Voice 12: so i mean that doesn't mean you couldn't be live and i couldn't just uh uh zoom in but uh

[1:56:24] Voice 12: um you know that'll be a perennial issue for me obviously but uh yeah uh

[1:56:32] Voice 12: i was looking at

[1:56:33] Voice 12: oh yeah well um

[1:56:44] Voice 13: is may 17th feasible 16th

[1:56:53] Voice 12: or 17th for that matter

[1:56:54] Voice 12: is that already

[1:56:55] Voice 12: i'll already be in transit and i have no uh galliano meeting that week

[1:57:02] Voice 12: so in terms of travel efficiency cost and footprint both of those days would either the

[1:57:10] Voice 12: the tuesday or the wednesday would both be viable options for me

[1:57:19] Voice 9: meeting in nanaimo on the 17th if i'm not mistaken uh 9 to 2 p.m who is

[1:57:29] Voice 9: it's an rpc meeting maybe i'm messed up uh

[1:57:34] Voice 13: our

[1:57:35] Voice 9: live meeting was supposed to be sometime in may

[1:57:37] Voice 9: and i thought it was the 17th but i don't have that

[1:57:41] Trustee Luckham: okay i

[1:57:42] Trustee Luckham: don't have that on my calendar is it

[1:57:44] Voice 9: all right then

[1:57:45] Trustee Luckham: rpc is presently it would appear looking forward and backwards i guess

[1:57:51] Voice 5: charlotte do you want to meet live i mean i

[1:57:54] Voice 5: said that but that might not be real um

[1:57:58] Voice 5: I think that word you want to have electronically, that would

[1:58:02] Trustee Luckham: follow your direction, of course.

[1:58:04] Trustee Luckham: Well, we can certainly do electronic.

[1:58:07] Trustee Luckham: I do think that this is a good opportunity to have it in person because there's a lot to grapple with.

[1:58:15] Trustee Luckham: And indeed, if one member chose to join electronically, wouldn't be the best scenario, but would be helpful.

[1:58:22] Trustee Luckham: helpful. I think I like Toby's suggestion that sooner than later would be better. And

[1:58:33] Trustee Luckham: yeah, certainly traveling one way or the other is one of those issues that we perennial issue

[1:58:40] Trustee Luckham: that we all have to grapple with. I'm inclined to think that the third would be better than

[1:58:46] Trustee Luckham: the 17th. But David Maude, you have any particular concerns one way or the other?

[1:58:55] Trustee Maude: No

[1:58:55] Trustee Luckham: concerns one way

[1:58:56] Trustee Maude: or the other, but sooner the better, I do agree.

[1:58:59] Trustee Maude: Yeah.

[1:59:02] Trustee Luckham: So, Tim, did you say that requires three nights away for you?

[1:59:08] Voice 12: It would require Monday, Tuesday, and Wednesday away for me, yeah.

[1:59:15] Voice 12: That's why I posited the 16th or the 17th, because that week I'm already traveling.

[1:59:22] Voice 12: and it wouldn't require extra stays away for me to to attend a live session and

[1:59:32] Voice 4: so that's a

[1:59:33] Voice 4: that's a little bit more than a month away um you

[1:59:37] Voice 3: know um we

[1:59:39] Voice 3: could uh if you wanted to do that

[1:59:45] Voice 3: you could we could have this you

[1:59:48] Voice 5: know we could do this in in sequence or you know on the third

[1:59:52] Voice 5: in our electronic format we could have some initial discussion to set the stage

[1:59:56] Voice 5: and I'm just offering you

[2:00:00] Voice 5: really we can we can facilitate anything what we're going to eventually run into

[2:00:07] Voice 5: and we're starting to at the trust is agenda paralysis meaning the formulation

[2:00:13] Voice 5: of the agendas themselves interferes with the work being done that should be

[2:00:17] Voice 5: on the agenda we have a new governance committee we have a new accessibility

[2:00:20] Voice 5: committee it's it's on so if um you've got the third so that'd be three

[2:00:28] Voice 5: Three meetings in three weeks for EC, one, two, three.

[2:00:32] Voice 5: I mean, it could be doable.

[2:00:37] Trustee Luckham: Yeah, I'm inclined to think that the third is a good date

[2:00:40] Trustee Luckham: if Tim doesn't feel disenfranchised in any way

[2:00:46] Trustee Luckham: by attending electronically.

[2:00:54] Voice 12: That's not the end of the world for me, Sheriff,

[2:00:57] Voice 12: if I have to attend electronically.

[2:01:01] Trustee Luckham: Right, and we'd have you on the big screen

[2:01:03] Trustee Luckham: and um make every effort to include you so vice chair uh does the third sound like a viable date

[2:01:11] Trustee Luckham: i think that i'm seeing around that so

[2:01:18] Voice 5: then sir that means that that date has lesser work on it

[2:01:22] relative to other ec meetings because you're going to be using we'll

[2:01:28] Voice 5: we'll get things that

[2:01:29] Voice 5: you need to see but other pieces we won't have time to do at all right that's correct so we'll

[2:01:37] Voice 5: book or maybe i'll work with you on the actual development of the session maybe we'll reserve

[2:01:41] Voice 5: a couple of hours for this yes okay and then finally before you make a motion to this effect

[2:01:48] Voice 5: is there any further work you want me to do associated with this or do you feel you could

[2:01:54] Voice 5: walk into that session begin to have the conversation well

[2:01:59] Trustee Luckham: i think that there is more

[2:02:01] Trustee Luckham: work like even for your own uh understanding the modi memorandum obviously we could have

[2:02:07] Trustee Luckham: those memorandums and maybe pull together uh from vice chairs what the concerns are with the current

[2:02:14] Trustee Luckham: memorandum and and i think that david mod has captured that very very well although i would use

[2:02:20] Trustee Luckham: the words active transportation that's a new buzzword it's a new state of reality on the

[2:02:28] Trustee Luckham: islands people are bicycling and walking and moving around differently than they have historically

[2:02:33] Trustee Luckham: and the roads indeed have set us up for failure in some of those areas so that's a conversation

[2:02:41] Trustee Luckham: and anything else any other materials that we would need to advance those conversations

[2:02:45] Trustee Luckham: clearly there's conversations around the reconciliation committee which and funding

[2:02:52] Trustee Luckham: for protocol agreements or whatever and others that those are priority discussions so I think

[2:02:58] Trustee Luckham: maybe you and I might flush out some material with input from the vice chairs of course

[2:03:03] Trustee Luckham: to set us up for success here any thoughts from the vice chairs in respect to additional materials

[2:03:14] Trustee Luckham: climate change uh trustee elliott you wanted to chime in there but obviously that's also something

[2:03:18] Trustee Luckham: that um is a topic that we've never very really addressed very well due to some limitations in

[2:03:28] Trustee Luckham: the ability um for the island's trust with the lack of services to actually impact make direct

[2:03:34] Trustee Luckham: impacts to how we operate but where

[2:03:37] Voice 9: we are starting to see that though is the need for

[2:03:40] Voice 9: shoreline planning and an integrated approach to land use planning that is ecological and

[2:03:49] Voice 9: protection of people's houses and for conservation and all these things. So what I'm struggling with

[2:03:56] Voice 9: is, yes, this is a relatively undefined part that we have responsibility to address on behalf of

[2:04:04] Voice 9: of our communities and the protection of the environment but there's no plan for how to do

[2:04:10] Voice 9: that so it just becomes a project without a project or a goal without a set of objectives so

[2:04:18] Voice 9: that's where I think the decision-making process or a better decision-making process of how these

[2:04:24] Voice 9: things are connected to other committees say regional planning and advanced you know does

[2:04:32] Voice 9: Does this belong with EC or does it belong with regional planning?

[2:04:35] Voice 9: It needs to go somewhere.

[2:04:38] Voice 9: And the second part is with the housing initiatives piece,

[2:04:42] Voice 9: it may not be up to EC to really get into the nitty-gritty of housing,

[2:04:49] Voice 9: but what I think we do lack is a strategy to respond

[2:04:53] Voice 9: to large funding opportunities like this Housing Accelerator Fund.

[2:04:57] Voice 9: fund um if we were better organized and if EC had the the mandate to have that conversation

[2:05:08] Voice 9: we're the body that provides leadership for regional perspectives on on housing I'm not

[2:05:13] Voice 9: making sense here but how do we respond to large funding opportunities regional planning committee

[2:05:19] Voice 9: can't do that a regional planning manager on their own can't do that is that EC's job okay so I'm

[2:05:30] Trustee Luckham: I'm going to take that as more information necessary to have that conversation, because

[2:05:35] Trustee Luckham: obviously there's a lot to dig into there.

[2:05:39] Trustee Luckham: CEO, is this helpful, this discussion?

[2:05:42] Trustee Luckham: Do you need a motion to direct you?

[2:05:45] Voice 5: We need a motion, and it's only somewhat helpful.

[2:05:47] Voice 5: Maybe we have to actually have the session to elicit exactly the conversations and the

[2:05:53] Voice 5: request for more information to get us to be really action-oriented to a degree that

[2:05:57] Voice 5: you're happy with.

[2:05:59] Voice 5: and it's probably not all just let's not fall in love with the notion of strategic planning

[2:06:03] Voice 5: it's like getting ourselves in order so that you can make requests of other bodies if you need to

[2:06:10] Voice 5: do so what's the health of the strategic plan and your role in it and then what are your work

[2:06:16] program items and some of those things overlap and i so i think it's that kind of conversation

[2:06:21] you want to have plus any new initiatives you want to walk in the door so those

[2:06:24] Voice 5: um that's sort

[2:06:26] Voice 5: sort of the template that's in my mind

[2:06:27] Voice 5: around what you might want to be thinking.

[2:06:31] Trustee Luckham: Okay, Trustee Peterson.

[2:06:35] Voice 12: Yeah, just on the climate change emergency.

[2:06:38] Voice 12: I mean, I tend to agree there's a gap of deliverables

[2:06:45] Voice 12: or initiatives and I think it's totally appropriate

[2:06:51] Voice 12: for EC to have a conversation,

[2:06:53] Voice 12: but I do agree that part of that conversation

[2:06:58] Voice 12: might be considering uh how we might want to refer that out to you know other committees um

[2:07:07] Voice 12: for to to find actionable um projects or ideas or what you know at this point it's kind of sitting

[2:07:16] Voice 12: there as a shell and if i may suggest sir you

[2:07:20] Voice 5: might want to ask trust council that question

[2:07:22] Voice 12: that i was also i was also going to say that because this came from trust council of course

[2:07:27] Voice 12: and uh i had i actually had made a bunch of notes on all of these items but since we're

[2:07:33] Voice 12: going to have a session may 3rd i'll i'll forbear to go into depth but uh certainly the if i think

[2:07:41] Voice 12: if when it comes to climate change emergency seems to be the most uh uh void of uh action

[2:07:47] Voice 12: items in terms of what's on our list and um and so i think it would be appropriate to bring it

[2:07:52] Voice 12: back to trust council but of course we can get more into depth around that maybe some

[2:07:58] Voice 12: maybe some background for the may 3rd meeting might be helpful for that discussion for us to

[2:08:06] Voice 12: happen as we consider what to do next yeah

[2:08:12] Trustee Luckham: i think we just need to put all of us

[2:08:15] Trustee Luckham: trustees and staff need to put our thinking hats on and bring ideas to the table and flush it out

[2:08:21] Trustee Luckham: Mayor Mrakas, CEO, can you go ahead with scheduling a meeting for the third.

[2:08:27] Trustee Luckham: Mayor Mrakas, So I think you just maybe direct us.

[2:08:30] Voice 5: Mayor Mrakas, emotion to ensure that there's at least a two hour session of the May 3 meeting, and that we need that meeting be live substantially or provided as a live meeting right.

[2:08:43] Trustee Luckham: Mayor Mrakas, So i'm going to suggest, maybe let's say three plus hours make a full session of it, maybe a later start to.

[2:08:52] Trustee Luckham: avoid some travel time um um any so i'm just going to leave it at that and let lori figure

[2:09:01] Trustee Luckham: out the logistics i think and and then that'll go around so i'm just going to say uh trustee

[2:09:06] Trustee Luckham: peterson do you have a motion you would like me to advance that or you have something else to say

[2:09:10] Trustee Luckham: sure

[2:09:11] Voice 12: sure i've i've got a motion that uh that i think captures uh what what we're looking for

[2:09:16] Voice 12: so uh i move that uh ec under undertake a dedicated strategic priorities setting session

[2:09:23] Voice 12: um live uh for may 3rd all

[2:09:30] Trustee Luckham: right so moved up seconder trustee elliott thank you um any further

[2:09:36] Trustee Luckham: discussion do

[2:09:38] Voice 9: we need to include to change the may 3rd meeting from electronic to live or that's

[2:09:43] Voice 9: okay that's in there uh

[2:09:45] Trustee Luckham: lori will figure that logistical part yeah

[2:09:49] Voice 12: i said live in the motion

[2:09:51] Trustee Luckham: yeah

[2:09:52] Voice 12: you got it

[2:09:52] Trustee Luckham: so all those in favor then

[2:09:55] Voice 7: and

[2:09:57] Trustee Luckham: so that carries unanimously thank you everybody

[2:10:01] Trustee Luckham: um let me just go back to where i am on the agenda here there's my printed agenda right there

[2:10:07] Trustee Luckham: I

[2:10:08] Voice 3: misplaced that now okay

[2:10:16] Trustee Luckham: so that's the review of the executive work program so we got another

[2:10:22] Trustee Luckham: decision here now at 8.2.1.2 on page 52 of your agenda package appointing the director

[2:10:29] Trustee Luckham: legislative services and the secretary this seems pretty straightforward to me

[2:10:36] Trustee Luckham: Any, CAO, do you want to introduce it or?

[2:10:40] Trustee Luckham: Okay,

[2:10:40] Voice 5: I'll introduce it, sir.

[2:10:42] Voice 5: And then David will provide us the background.

[2:10:44] Voice 5: And I do think we need to speak this out.

[2:10:47] Voice 5: Okay.

[2:10:50] Voice 5: By regulation or by legislation,

[2:10:53] Voice 5: by legislation,

[2:10:56] Voice 5: the Islands Trust needs to appoint a number of positions.

[2:11:00] Voice 5: And those positions are the secretary to the organization

[2:11:03] Voice 5: and essentially the treasurer,

[2:11:06] Voice 5: or the comptroller, I would have said, or the treasurer.

[2:11:09] Voice 5: This became, so that's now in front of you.

[2:11:13] Voice 5: So that's, we must have those appointments.

[2:11:18] So that's the first thought.

[2:11:19] The second thought is that Trust Council

[2:11:23] has delegated that authority

[2:11:24] Voice 5: to Executive Committee.

[2:11:26] Voice 5: And they did that through Bylaw 3.

[2:11:29] Voice 5: So is that 1973?

[2:11:31] Voice 5: 1992.

[2:11:32] Voice 5: 1992, I'm off 20 years.

[2:11:35] Voice 5: So many years ago, that was delegated to the Executive Committee.

[2:11:40] Voice 5: So that's the second point.

[2:11:41] Voice 5: The third point is that we were aware of this at the end of last term,

[2:11:47] Voice 5: but one of the Governance Committee recommendations was something to do with the secretariat function of the Islands Trust.

[2:11:56] Voice 5: And there was discussion of what is that role, how would we appoint for it,

[2:12:03] Voice 5: They would be a potential employee of a range of considerations

[2:12:08] Voice 5: So I think executive committee of the day

[2:12:12] Voice 5: Wanted to see where that went before they made that appointment

[2:12:17] Voice 5: Time has gone on and we're without an appointment is necessary

[2:12:22] Voice 5: so our recommendation is is to you is this make this appointment because it needs to be made and

[2:12:29] Voice 5: if at any point the Governance Committee and

[2:12:31] Voice 5: And the Islands Trust comes up with another contemplation on how it wants to have the secretarial function perform, who would be the staff associated with it, who would have that responsibility.

[2:12:45] Voice 5: They can absolutely change their minds or make some amendment or make some change.

[2:12:51] Voice 5: So this does not preclude that, nor is it over, nor is it ignoring any potential discussion that's going on at the Governance Committee.

[2:13:01] Voice 5: I will say that that discussion is not one of the top priorities of the Governance Committee right now,

[2:13:06] Voice 5: so I don't expect it would get addressed in the short term.

[2:13:08] Voice 5: We'd be a year out, and we'd still be in the same situation.

[2:13:11] Voice 5: So since Cameron left, we are unmanned, and this, both mans and persons, the dysfunction.

[2:13:24] Voice 5: The other one is I'm pretty sure that we missed Julia's appointment as a treasurer

[2:13:29] Voice 5: lecturer when she came on and Cindy left. So that will be the next one that's coming to you

[2:13:37] Voice 5: in the near term. So we're getting our house in order and we're hoping you'll agree with the

[2:13:44] Voice 5: thrust of this report. If you have some technical questions or maybe I'll just turn it to David,

[2:13:48] Voice 5: he can give you a couple of minutes on the technical piece. But that's what we've got

[2:13:53] Voice 5: in front of you. Thanks.

[2:13:54] Voice 1: Yeah, thank you. So this came up partly because we have two vacancies in

[2:14:04] Voice 1: the legislative clerks and the legislative clerks are delegated as deputy secretaries. They're

[2:14:12] Voice 1: appointed as deputy secretaries. So there's a reference in here to section 22 of the Interpretation

[2:14:19] Voice 1: Act. That section outlines that where you have the authorization to appoint an officer,

[2:14:26] Voice 1: you also have a whole bunch of other abilities in there. And one of them is appointment of a

[2:14:32] Voice 1: deputy secretary. The other things you can do, of course, as the CAO indicated, section 22 allows

[2:14:38] Voice 1: you to change those appointments at any time through resolutions. So you can appoint, reappoint,

[2:14:44] Voice 1: change the appointments. It's up to you. So that flexibility is there. However, with the

[2:14:50] Voice 1: resignation of the two deputies, we're down to one deputy secretary that can legally sign

[2:14:56] Voice 1: documents in the organization. So there is a need to appoint the secretary and then appoint

[2:15:03] Voice 1: the deputy. So that's what the recommendation here is. This is just to allow us to continue

[2:15:08] Voice 1: the day-to-day operations of the organization so i don't have anything to add to what the ceo

[2:15:14] Voice 1: said there uh this is legislative requirement and as ceo indicated um the authority to appoint has

[2:15:22] Voice 1: been delegated to the executive committee by uh trust council so that's why it's becoming

[2:15:27] Voice 1: it's coming before you for that appointment and they might not always want you to have that

[2:15:32] delegated authority so that could come

[2:15:35] Voice 5: up at the next trust council or not but um that's the way

[2:15:38] Voice 5: we're being standard at the present time.

[2:15:43] Trustee Luckham: Okay, so thank you very much.

[2:15:45] Trustee Luckham: So are there any questions with respect to the motion

[2:15:48] Trustee Luckham: that's before us, Trustee Elliot?

[2:15:52] Voice 9: So I just want to get clear,

[2:15:55] Voice 9: there wasn't an oversight

[2:15:57] Voice 9: as in we're not following our own policies.

[2:16:02] Voice 9: It was at the direction of trust council

[2:16:04] Voice 9: that EC is the deputy secretary.

[2:16:08] Voice 9: no

[2:16:09] Voice 5: no the organization trust council by legislation has to appoint two two specific

[2:16:18] Voice 5: positions and that is the corporate secretary and the treasurer we think we don't have that

[2:16:24] Voice 5: in place right now trust council has delegated the appointment function meaning you're the ones

[2:16:31] Voice 5: who say it shall be that person instead of being a trust council it's an ec and that's

[2:16:37] Voice 5: been in place since 93.

[2:16:39] Voice 9: thank you okay okay so

[2:16:45] Trustee Luckham: we have understanding of that at this point

[2:16:49] Trustee Luckham: so i got to say that the deputy secretary and gabrielle is an important role that that needs

[2:16:55] Trustee Luckham: to be filled so i'd be keen if somebody wanted to make that motion i

[2:17:05] Voice 9: can do that i move that the

[2:17:09] Voice 9: executive committee appoint director of legislative services david marler to the office

[2:17:14] Voice 9: of Secretary and appoint Legislative Clerk Nadine Morrell as Deputy Secretary.

[2:17:23] Trustee Luckham: Right, so moved. Do I have a seconder? Trustee Peterson, thank you, sir.

[2:17:26] Trustee Luckham: Is there any further discussion?

[2:17:31] Voice 4: All those in favor? And I'm

[2:17:35] Trustee Luckham: assuming, David, you put your

[2:17:36] Trustee Luckham: hand up and so that carries unanimously. Thank you very much. So I'm going to move along now

[2:17:45] Trustee Luckham: through our agenda here to the local trust committee chairs report on any local advocacy

[2:17:50] Trustee Luckham: topics that have come up in any of your meetings that you're aware of that you need to share with

[2:17:57] Trustee Luckham: the executive committee or staff i'm not seeing any hands up so that's good thank you so this

[2:18:05] Trustee Luckham: brings us to uh other new business items which i guess i should have inserted those earlier there

[2:18:13] Trustee Luckham: I have a couple of items here. So I have ABI-CC attendance. I am attending ABI-CC. Director

[2:18:25] Trustee Luckham: Frater is also attending ABI-CC. That's coming up this weekend. Trustee Elliott, you're also

[2:18:31] Trustee Luckham: attending. Okay, great. Thank you. That's the clarity I was looking for. And David Maude,

[2:18:36] Trustee Luckham: you are also attending. Excellent. Are you aware of any other trustees attending? No. Okay. So

[2:18:42] Trustee Luckham: So I won't be attending until Saturday morning

[2:18:46] Trustee Luckham: because I had prior engagement

[2:18:48] Trustee Luckham: on the Friday evening in Victoria.

[2:18:51] Trustee Luckham: So it's going to be impossible for me to get there for that.

[2:18:54] Trustee Luckham: And so just be aware of that.

[2:18:56] Trustee Luckham: Otherwise I'll be there certainly

[2:18:58] Trustee Luckham: for the resolution sessions, which begin on the Saturday.

[2:19:01] Trustee Luckham: Are there any questions or concerns

[2:19:04] Trustee Luckham: that anybody has associated with the AVSEC?

[2:19:08] Trustee Luckham: Trustee Peterson.

[2:19:10] Voice 12: Yeah, Chair. Unfortunately, I'm not going to be able to attend, and I did indicate that

[2:19:16] Voice 12: quite some time ago. I had a question from another trustee asking that in future, in a case like this

[2:19:27] Voice 12: where we have four spots planned for tenants, and one of them is vacant, that perhaps that would be

[2:19:37] Voice 12: an appropriate time to ask other trustees if someone wanted to fill that spot so i just wanted

[2:19:42] Voice 12: to bring that to ec for consideration um it's it's late um but i was asked uh by uh another

[2:19:52] Voice 12: trustee to put that in the minds of ec um for future consideration if if as in this case you

[2:20:00] Voice 12: know we have a plan for four spots but they're not all all taken so right

[2:20:07] Trustee Luckham: understood that's

[2:20:08] Trustee Luckham: That's a good tip, and we'll have to consider adding that in the notes somewhere, Laurie, to ensure that we do raise that opportunity.

[2:20:20] Trustee Luckham: And so that will come up again next year.

[2:20:23] Trustee Luckham: Okay, so I'll just move on.

[2:20:25] Trustee Luckham: I just wanted to have that touch on that.

[2:20:26] Trustee Luckham: And then the other item that I added underneath that was the Rural Economic Enhancement Organization

[2:20:37] Trustee Luckham: that's holding a session on Gabrielle Island.

[2:20:44] Trustee Luckham: Trustee Elliott, did you wish to speak to that?

[2:20:47] Voice 9: Sure.

[2:20:49] Voice 9: There's a number of, well, one, Laura Patrick is presenting or moderating a panel on housing

[2:20:56] Voice 9: lessons learned from a rural islands perspective um someone will be there from the denman housing

[2:21:03] Voice 9: association i've really delayed on this because i the program wasn't firmed up and i was trying to

[2:21:10] Voice 9: see um is this an appropriate place um to attend it's the rural islands economic partnership which

[2:21:19] Voice 9: i believe was at least the inception was partly sponsored by our secretariat fund many years ago

[2:21:26] Voice 9: and so it's still continuing on it's an opportunity to gather with

[2:21:33] Voice 9: islanders that are not necessarily in the islands trust

[2:21:38] Voice 9: and yeah there's an economic solutions for mitigating and adapting to the climate change

[2:21:43] Voice 9: panel there is working with indigenous businesses through the lens of reconciliation

[2:21:48] Voice 9: so as the program's been shaping up I'm kind of watching it and I guess now I'm asking for

[2:21:54] Voice 9: support to attend the early bird registration has been extended so i can still purchase a ticket

[2:22:02] Voice 9: and it's going to be for two days if anybody else is interested in going tuesday april 25th

[2:22:07] Voice 9: oh until thursday april 27th okay so almost three days so since i'm on gabriola i thought

[2:22:14] Voice 9: i may as well attend i'm not really sure what the outcomes will be um so that's why i can't

[2:22:19] Voice 9: really say this is going to positively affect our work but it's um it really is seems to be

[2:22:26] Voice 9: about networking with other island and coastal community leaders uh

[2:22:32] Trustee Luckham: well it sounds like a

[2:22:33] Trustee Luckham: positive initiative and i certainly would support you uh attending and we can make a motion to that

[2:22:37] Trustee Luckham: effect uh trustee peterson yeah

[2:22:41] Voice 12: i just note uh um the uh the initial uh launch of this uh was

[2:22:48] Voice 12: attended by um a number of trustees and and travel was certainly um uh supported um and uh that in

[2:22:59] Voice 12: fact the uh through trust programs committee secretariat function um honest trust is providing

[2:23:05] Voice 12: some support to this organization um and i'm certainly happy to to uh uh support uh trustee

[2:23:14] Voice 12: Elliot's attendance if

[2:23:16] Voice 13: that's desired okay

[2:23:20] Trustee Luckham: somebody want to make a motion to that effect

[2:23:22] Trustee Luckham: I'll

[2:23:27] Voice 12: go ahead and I move that executive committee sponsor vice chair Elliot's attendance at the

[2:23:35] Voice 12: rural islands economic forum okay

[2:23:42] Trustee Luckham: so moved to have a seconder trustee Maude thank you

[2:23:45] Trustee Luckham: uh any discussion it's

[2:23:49] Voice 9: about 300 for the early bird pricing just fyi yeah

[2:23:53] Trustee Luckham: that's good um yeah

[2:23:56] Trustee Luckham: and just note both with ubcm avicc and events like this um it's hard for us to manage ensuring

[2:24:05] Trustee Luckham: that all trustees are aware of all things and attendance is an option and indeed in ltc a

[2:24:12] Trustee Luckham: trustee can bring attendance to something like that to the LTC and make a motion to either fund

[2:24:19] Trustee Luckham: that out of their own budget or request executive committee for funding to do that. And so that just

[2:24:25] Trustee Luckham: us taking this initiative associated with one of the EC members doesn't preclude anybody else

[2:24:31] Trustee Luckham: choosing to attend. So I just want to say that out loud. And so at this time, I would just call for

[2:24:37] Trustee Luckham: the vote on the motion that's on the floor all those in favor and uh any opposed none opposed

[2:24:47] Trustee Luckham: that carries so there you go um to report from you on that and i think there were a couple of

[2:24:54] Trustee Luckham: sessions from avicc that uh trustees are interested in having reporting out so let's uh make sure that

[2:25:00] Trustee Luckham: we attend all the sessions by mixing and matching accordingly and that we provide some reporting

[2:25:05] Trustee Luckham: where it's necessary i'm going to move along to letter um or the letter from the province um and

[2:25:20] Trustee Luckham: that's what was sent out by email and um as you can see i sent a heads up to trustees yesterday

[2:25:27] Trustee Luckham: and we have a press release um that's uh potentially going up today with approval um ceo

[2:25:34] Trustee Luckham: do you want to speak to this item or yeah

[2:25:37] Voice 5: um thanks mr chair so you know uh this was um

[2:25:43] Voice 5: incubated last term um executive committee and chair luckham um met with the minister of the day

[2:25:49] Voice 5: and made a request for this type of funding and um i guess that uh fell in welcome years

[2:25:56] Voice 5: and um staff have just continued to keep the conversation going with the ministry staff

[2:26:01] Voice 5: and certainly they're acknowledging the importance and the challenges.

[2:26:07] Voice 5: I distinctly remember a meeting with myself and Claire,

[2:26:11] Voice 5: going meeting ministry staff,

[2:26:13] Voice 5: and I was trying to explain that the breadth of engagement

[2:26:16] Voice 5: that the trust in particular due to its geography

[2:26:19] Voice 5: and its responsibilities has with nations in the area

[2:26:24] Voice 5: or throughout the area

[2:26:28] Voice 5: and really the change in how we're engaging with people

[2:26:33] Voice 5: and that we need assistance for it.

[2:26:35] Voice 5: And that's been acknowledged by these monies.

[2:26:38] Voice 5: As I understand it, we have up to five years to spend those funds,

[2:26:42] Voice 5: but certainly we could spend them in one year if that was the case.

[2:26:46] Voice 5: And I just appreciate the reception by the minister and the senior staff.

[2:26:53] And

[2:26:53] Voice 5: this hasn't happened, by my knowledge, since I've been here with the Owens Trust, some version of this.

[2:27:03] So you're getting some reception from the provincial government.

[2:27:09] And

[2:27:10] Voice 3: I think it's welcome.

[2:27:16] Trustee Luckham: Okay.

[2:27:17] Trustee Luckham: And I actually want to take this moment to thank the CAO.

[2:27:21] Trustee Luckham: Certainly, this became apparent some time ago, you know, more than just a few days, a month or two maybe, became apparent that there was an offering of which the CAO ably negotiated with senior staff at the ministry with respect to the asks that we have made previously as executive committee on behalf of council for additional funding,

[2:27:49] Trustee Luckham: and particularly one that was identified more clearly

[2:27:53] Trustee Luckham: was the commitment we were making to First Nations,

[2:27:56] Trustee Luckham: working with First Nations,

[2:27:58] Trustee Luckham: and that we certainly needed financial support for that.

[2:28:00] Trustee Luckham: And so the CAO was able to pull that together

[2:28:06] Trustee Luckham: as something that could be funded readily,

[2:28:12] Trustee Luckham: and indeed that was successful.

[2:28:14] Trustee Luckham: So I want to thank the CAO for that extra legwork

[2:28:17] Trustee Luckham: to support the opportunity that arose.

[2:28:22] Trustee Luckham: I don't know that you need anything further from us

[2:28:25] Trustee Luckham: other than if you need direction

[2:28:29] Trustee Luckham: to send out a press release

[2:28:31] Trustee Luckham: and what the necessity is to send a letter of thanks

[2:28:36] Trustee Luckham: to the minister.

[2:28:38] Trustee Luckham: Of course, the new minister has picked this up

[2:28:40] Trustee Luckham: from the previous minister, Abel, through the staff

[2:28:44] Trustee Luckham: and would appreciate any advice there

[2:28:46] Trustee Luckham: in order to convey our thanks.

[2:28:51] Voice 5: Yeah, great.

[2:28:52] Voice 5: We prepared a press release and Chair Luckman,

[2:28:56] Voice 5: you made a sort of a sentence suggestion.

[2:28:59] Voice 5: We've really looked at it.

[2:29:00] Voice 5: We think it stands on its merits, the press release,

[2:29:04] Voice 5: if you're okay with that,

[2:29:05] Voice 5: because you've already got planning in process already.

[2:29:08] Voice 5: It's not like we're developing planning

[2:29:10] Voice 5: to spend these funds.

[2:29:12] Voice 5: this is this is funding that's coming into a well-established sequence of work so if you're

[2:29:20] Voice 5: okay with that we'll proceed and what was your other question you had a good one

[2:29:28] Trustee Luckham: um are just a letter thanks to the ministry that's

[2:29:34] Voice 5: right that's the segment i certainly

[2:29:35] Voice 5: think that um we can work with you but a quick note to the minister um from yourself i don't

[2:29:41] Voice 5: think you need a resolution to do it um would be entirely appropriate okay

[2:29:46] Trustee Luckham: so then let's then

[2:29:48] Trustee Luckham: no motions are necessary the press release will go out as in due course and indeed i've seen it

[2:29:53] Trustee Luckham: i'm satisfied with that and uh so let us proceed on that uh basis and

[2:30:00] Voice 5: The last thing is we have to now incorporate this funding into that programming, exactly

[2:30:08] Voice 5: which is going to be a welcome exercise.

[2:30:12] Voice 5: This gives us some breadth over time to support this function and develop these protocol agreements.

[2:30:21] That's an active piece that's going to be undertaken.

[2:30:23] and i suspect that its ec is going to be doing a lot of that of that planning

[2:30:27] Voice 5: as they uh as they

[2:30:29] Voice 5: oversee the reconciliation beyond stress okay

[2:30:33] Trustee Luckham: so then that's a great segue there ceo um that indeed

[2:30:37] Trustee Luckham: the executive committee may oversee this uh expenditure of this uh windfall and um and so

[2:30:46] Trustee Luckham: do you need any direction uh from executive committee at this time to uh acknowledge that

[2:30:52] Trustee Luckham: or provide that uh oversight i

[2:30:56] Voice 5: don't think so i mean we'll report out to trust council in june

[2:30:59] Voice 5: um i don't think we'll have expensed any of the funds by then and we'll have a sera in place

[2:31:05] Voice 5: and hopefully are very close to and there's lots of work to be done so i don't think that this

[2:31:10] you know i don't think this money is going to be threatened by just sitting there forever

[2:31:15] but um you know and in fact even as part of your strategic planning discussion

[2:31:20] Voice 5: on the third

[2:31:20] Voice 5: some of these kind of conversations can start to start to develop yeah

[2:31:25] Trustee Luckham: no exactly that was my

[2:31:26] Trustee Luckham: thought earlier that that needs to be part of that strategic planning session and indeed with a fully

[2:31:32] Trustee Luckham: staff uh position there we are certainly uh hungry for and looking for advice uh from that position

[2:31:40] Trustee Luckham: to assist us in advancing the reconciliation work and this um it would be good to be in a position

[2:31:47] Trustee Luckham: to provide some information to council in June,

[2:31:51] Trustee Luckham: because there's no doubt there will be trustees

[2:31:53] Trustee Luckham: that have an interest in that expenditure of those funds.

[2:31:56] Voice 7: Yeah.

[2:31:58] Trustee Luckham: Okay, anything further that we need to consider,

[2:32:01] Trustee Luckham: either from vice chairs or staff?

[2:32:05] Trustee Luckham: Okay, sounds like we're all right.

[2:32:07] Trustee Luckham: So the final item then is this very late item

[2:32:11] Trustee Luckham: was a request from the Galliano Conservancy to,

[2:32:16] Trustee Luckham: and maybe I'll just turn to Director Frater

[2:32:18] Trustee Luckham: to introduce it to following up on a letter that we'd previously sent in support of their work.

[2:32:25] Trustee Luckham: I did ask Director Frater this morning when I received that, that I did want to hear from the

[2:32:31] Trustee Luckham: Conservancy with respect to the support the EC would provide, because I am cognizant of that we

[2:32:38] Trustee Luckham: need to absolutely engage the Conservancy in the work that we do when it's associated with land

[2:32:45] Trustee Luckham: and conservation work and I've been assured and I'll pass it over to Director Freda that that is

[2:32:51] Trustee Luckham: in place.

[2:32:52] Voice 8: Yes there's general support for this acquisition and you previously sent a letter on

[2:32:58] Voice 8: this particular acquisition earlier in the year and this letter just offers slightly updated

[2:33:02] Voice 8: wording to a different funder so there's no concern at the staff level around this. Okay

[2:33:09] Trustee Luckham: and you've all that came as a late email so hopefully you've had a chance to look at it

[2:33:14] Trustee Luckham: even on the break and if there's uh uh do you do you want a motion for this direct for this

[2:33:21] Trustee Luckham: to go out i'm presuming you do that's

[2:33:24] Voice 8: at your discretion chair yeah

[2:33:26] Trustee Luckham: uh so yeah let's uh move

[2:33:30] Trustee Luckham: that uh the the executive committee uh support the chair of trust council uh forwarding a letter

[2:33:38] Trustee Luckham: of support uh with regards to the galliano conservancy uh uh nature reserve work and

[2:33:46] Trustee Luckham: i don't have the details but i think that's close enough

[2:33:49] Voice 3: i'm

[2:33:51] Trustee Luckham: not seconded by david maude um just uh

[2:33:54] Trustee Luckham: any discussion all those in favor that carries there we go so it's on the record um and that's

[2:34:00] Trustee Luckham: a good thing um anything further on that one director fraser nope nothing further thank you

[2:34:07] Voice 8: you

[2:34:08] Trustee Luckham: so then uh the that covers off all of the additional items here today on our new business

[2:34:16] Trustee Luckham: and so thank you everybody and so now we're going to slide into correspondence we do have an in

[2:34:23] Trustee Luckham: camera session here uh coming up at the end of our agenda so we're doing reasonably well here

[2:34:30] Trustee Luckham: but we've got a number of pieces of correspondence here today uh a message from the gulf island

[2:34:35] Trustee Luckham: alliance regarding the tree cutting authority bid that has been halted through a decision of

[2:34:41] Trustee Luckham: council at our last council meeting and we would receive all of this for information or provide

[2:34:49] Trustee Luckham: some direction and so I don't recall whether or not that was copied to all of council all trustees

[2:34:54] Trustee Luckham: at this point but is there any direction that the ec would like to take with respect to that first

[2:34:59] Trustee Luckham: item golf on the alliance letter lori foster is blinking the screen maybe you're going to bring

[2:35:07] Trustee Luckham: the letter up um anything from uh vice chairs there it is thank you so carbon so it has been

[2:35:16] Trustee Luckham: carbon copied to council members so that's in the hands of uh council members so we don't need to

[2:35:21] Trustee Luckham: take any further direction trustee elliott thank

[2:35:24] Voice 9: you chair um just the second line of the first

[2:35:29] Voice 9: paragraph, I think it's pretty germane to take into consideration for our decision-making process

[2:35:36] Voice 9: that how do we decide on the spur of the moment at Trust Council about an action that

[2:35:48] Voice 9: Trust Council has decided is important, but we're not weighing it in terms of what is the

[2:35:55] Voice 9: effective course of action that's going to be undertaken to pursue this critical objective

[2:36:00] Voice 9: as the writer writes and i think that's a really valid point if we're removing something and yet

[2:36:07] Voice 9: the goal is still important to trust counsel um do we need to have the whole discussion about

[2:36:15] Voice 9: the goal again or is this a okay we want to still pursue this and it's going to happen in this way

[2:36:24] Voice 9: So it's, I don't know, I just respect, you know, Deborah Farrans is a former trustee. She's got the long view on the Islands Trust. And I do take the point here that consecutive trust councils can't just come in and negate an entire direction of previous trust councils if it's actually important without providing what is the course of action that we're going to pursue for this objective.

[2:36:55] Voice 9: So, I don't know, I'd like to write back to Deb Ferens and the Gulf Islands Alliance and say, yes, the point is well taken and we're analyzing our decision making processes at Trust Council, and we're going to take this into account, something like that.

[2:37:18] Trustee Luckham: Yeah, well, I'll just say I agree and I'll add to that conversation, but Trustee Peterson.

[2:37:22] Trustee Luckham: uh

[2:37:25] Voice 12: yeah thank you and i think uh you know one of the problematic things about uh about the

[2:37:31] Voice 12: resolution that was rescinded was in fact that it didn't come out of a structured decision-making

[2:37:37] Voice 12: process uh it hadn't asked for any uh staff support or analysis in terms of uh making a

[2:37:47] Voice 12: request of the province um in a manner that uh had a degree of six a higher degree of success than

[2:37:59] Voice 12: sort of this blanket um and and indeed a spur of the moment decision from trust council

[2:38:06] Voice 12: to make that request to the province so it the background is is that actually the initial request

[2:38:14] Voice 12: of the province was less structured with less um uh with less notice to council than than the

[2:38:22] Voice 12: resentment of of of that request that being said i i support um work to consider how we how we might

[2:38:32] Voice 12: address tree cutting i absolutely do um but i just wanted to highlight that that the the the

[2:38:41] Voice 12: the lack of structured decision-making in the case of the,

[2:38:45] Voice 12: the initial request and the initial resolution by trust council to make the

[2:38:51] Voice 12: request of the province was problematic.

[2:38:53] Voice 12: And that was one of the reasons I think that for one,

[2:38:57] Voice 12: we did not get any traction with the province on that request had sat,

[2:39:02] Voice 12: sat there for a while. And,

[2:39:04] Voice 12: and it's one of the reasons that I actually supported rescinding that

[2:39:08] Voice 12: decision because i didn't see that with the lack of um uh anything but just a sort of a a blank

[2:39:17] Voice 12: request we had there was never any request for uh reporting or uh strategic uh application of how we

[2:39:26] Voice 12: might uh make that request to the province so i just wanted to highlight that um indeed that uh

[2:39:34] Voice 12: the lack of a structured decision-making

[2:39:38] Voice 12: was at the root of the problem with the request,

[2:39:42] Voice 12: the initial request to the province that was rescinded.

[2:39:47] Voice 12: Okay,

[2:39:51] Trustee Luckham: and Trustee Maher wants to weigh in, go ahead.

[2:39:54] Trustee Maude: Thank you, Chair.

[2:39:54] Trustee Maude: I just want to concur with what Vice-Chair Peterson

[2:39:58] just said is we had noticed a motion in December,

[2:40:04] and then it was brought forward

[2:40:06] at the following trust council meeting.

[2:40:08] So there was lots of time to pause and reflect

[2:40:12] versus what the original decision was.

[2:40:16] But also, to some extent,

[2:40:18] I think that the trust council has spoken.

[2:40:20] And I don't know if an executive needs to wait in

[2:40:25] on the matter.

[2:40:26] If it wants to be brought back up at trust council,

[2:40:31] Trustee Maude: that's the forum.

[2:40:32] Trustee Maude: Because trust

[2:40:32] Voice 3: council at this point

[2:40:34] Voice 3: has told us to stand down.

[2:40:39] Trustee Luckham: uh very good okay so my own thoughts here are um as trustee peterson has indicated the

[2:40:47] Trustee Luckham: original motion to put that whole thing into play actually came from a delegation from rain coast

[2:40:55] Trustee Luckham: i believe and um was problematic from get go with respect to the authority of the island's trust

[2:41:03] Trustee Luckham: versus the authority of the municipality and um and indeed as indicated didn't get any traction

[2:41:10] Trustee Luckham: for the same reason at the province and not to say that they weren't interested in respecting

[2:41:16] Trustee Luckham: our the need a very real need to in some fashion manage tree cutting on the gulf islands and um

[2:41:25] Trustee Luckham: and not not forestry necessarily so much as tree cutting i think became clear as that the

[2:41:31] Trustee Luckham: the conversation evolved and even through the policy statement that was also a concern but

[2:41:37] Trustee Luckham: certainly are as trustee elliott has pointed out the necessity for our work in preserving and

[2:41:42] Trustee Luckham: protecting the natural environment remains and indeed as trustee mod has said we have been told

[2:41:50] Trustee Luckham: to stand down by council but i think that indeed what needs to happen here is council needs to have

[2:41:56] Trustee Luckham: that conversation and needs to determine where it wants to place its mark on that aspect of

[2:42:03] Trustee Luckham: preservation protection and as pointed out in the letter development permit areas development

[2:42:09] Trustee Luckham: approval implementation are all tools in our toolbox thank you for scrolling that up that

[2:42:15] Trustee Luckham: are all tools in our toolbox that individual LTCs need to enact and so that's up to LTCs

[2:42:25] Trustee Luckham: and counsel to take further direction, but I think the real catch here is in responding to,

[2:42:32] Trustee Luckham: and maybe we've actually in the process of having this conversation, we've responded to the writer

[2:42:36] Trustee Luckham: Deb Ferencz, who I highly respect and appreciate her and the Gulf Island Alliance taking the time

[2:42:43] Trustee Luckham: to write to us. Certainly I'm thankful for the letter that she's written, but indeed I think

[2:42:51] Trustee Luckham: the responsibility lies on LTCs and trust council more so than executive committee. We take direction

[2:42:58] Trustee Luckham: from council. So I'm happy to send a note of thank you to Deb Ferencz if that's what executive

[2:43:07] Trustee Luckham: committee would like, but I'm not likely to weigh in on any actions that we might take because I do

[2:43:13] Trustee Luckham: believe it's up to council and LTCs to take that direction. So any other response from vice chairs

[2:43:19] Trustee Luckham: otherwise by general consent i would respond to the writer by email and i would carbon copy you

[2:43:28] Trustee Luckham: okay so i'm thinking that i have consent to do that so our next letter here is interesting

[2:43:34] Trustee Luckham: uh i'm hoping you all read it it's a long read of which was a lot of detail and that's uh from

[2:43:40] Trustee Luckham: s finney regarding uh public duty uh with respect to cape roger curtis uh park and campground

[2:43:48] Trustee Luckham: development and um i honestly don't know other than getting staff opinion on the content but

[2:43:57] Trustee Luckham: i don't really know what to do with this one other than it's obviously been copied to uh the bowen

[2:44:04] Trustee Luckham: municipality and indeed this is their jurisdiction and their and the city of well it's in their

[2:44:09] Trustee Luckham: jurisdiction to determine whether or not the metro vancouver is responding in an appropriate fashion

[2:44:14] Trustee Luckham: Is there anything further that executive committee

[2:44:19] Trustee Luckham: should undertake here, Vice Chair, Trustee Peterson?

[2:44:22] Voice 12: Yeah, thank you, Chair.

[2:44:24] Voice 12: This is one of those situations where executive committee

[2:44:28] Voice 12: is receiving a specific ask in this case

[2:44:33] Voice 12: and where certainly the committee does not have

[2:44:40] Voice 12: the the credentials to evaluate the the statements made here in and as you point

[2:44:53] Voice 12: out this isn't exactly in our in our wheelhouse here this is this isn't Bowen

[2:44:59] Voice 12: municipality but it's again one of these situations where there's some fairly

[2:45:05] Voice 12: really serious allegations here,

[2:45:09] Voice 12: but it's well beyond, I think,

[2:45:11] Voice 12: the capacity of the executive committee

[2:45:14] Voice 12: to make a decision in absence of some advice.

[2:45:24] Voice 12: So those are just my comments.

[2:45:28] Trustee Luckham: Yeah, thank you.

[2:45:29] Trustee Luckham: I'll remind the executive committee, of course,

[2:45:31] Trustee Luckham: this is not before us at this time,

[2:45:33] Trustee Luckham: And our letters of agreement and letters of patent with Bowen Island Municipality, the OCP amendments will be coming to us.

[2:45:45] Trustee Luckham: And that would be our opportunity to weigh in whether or not it's compliant with our policy.

[2:45:56] Trustee Luckham: And so this has been sent to Bowen Island Municipality.

[2:46:01] Trustee Luckham: So I think we could just receive this information and we'll anticipate hearing more about this is when the OCP comes to us formally.

[2:46:11] Trustee Luckham: Executive Committee or staff, anybody want to weigh in on this further?

[2:46:19] Voice 4: That's

[2:46:19] Voice 3: all right. Oh,

[2:46:21] Trustee Luckham: so there's a hand up there somewhere. Sorry.

[2:46:24] Trustee Luckham: No, we said no, no, we're fine. Okay, good.

[2:46:27] Trustee Luckham: So then I'm just going to say that we'll receive this information and we'll then we'll anticipate seeing an OCP amendment potentially in the future.

[2:46:34] Trustee Luckham: and thank the writer for um uh taking the time to write to us extensively here um so our next item

[2:46:43] Trustee Luckham: on the correspondence agenda is oh i've scrolled too far

[2:46:52] all

[2:46:56] Trustee Luckham: right is uh oh here we are uh this is teaching opportunities by teleamination leader

[2:47:02] Trustee Luckham: on Modern Treaties. I think Vice Chair Elliott, you brought this to our attention and I think

[2:47:11] Trustee Luckham: you're suggesting that Liskety Island LTC members want to attend this, certainly the Liskety Island

[2:47:20] Trustee Luckham: is in the Tlayaman territory. Would you want to speak to this further?

[2:47:28] Voice 9: Yeah, just very briefly,

[2:47:30] Voice 9: I'm a member of Culturally Committed. It's an organization with Indigenous teachers, mentors, and people who are involved in intersections of policy and health care, mainly, and it's very specific to Coast Salish communities.

[2:47:50] Voice 9: So, when opportunities come up, I just thought I'd pass it on. I don't know if any other, if Denman and Hornby are in the Tlaman Nation region or not.

[2:48:06] Voice 9: um i don't know anything about the teacher emily white but um i know that the people that they

[2:48:13] Voice 9: brought then that have been brought through culturally committed are very high caliber and

[2:48:20] Voice 9: they know what they're talking about from a practical point of view so it's about the

[2:48:24] Voice 9: practice of reconciliation how does it work out on the ground so i think it would be of value i

[2:48:30] Voice 9: can't i can vouch for the culturally committed community and the mentors they bring on are

[2:48:35] Voice 9: are excellent, but I don't know anything further

[2:48:39] Voice 9: about this particular First Nation leader.

[2:48:47] Trustee Luckham: Okay, so are you looking for any particular direction here?

[2:48:50] Trustee Luckham: Trustee Peterson, you also have your hand up.

[2:48:54] Voice 12: Yeah, thank you, Chair.

[2:48:56] Voice 12: I'd just like to thank Trustee Elliott

[2:48:59] Voice 12: for bringing this forward.

[2:49:00] Voice 12: I think, you know, as an LTC with the adjacent

[2:49:06] Voice 12: adjacent and within the treaty territory of this treaty nation.

[2:49:14] Voice 12: I think this is an important and valuable opportunity.

[2:49:18] Voice 12: And thank Trustee or Vice Chair Elliott for bringing this forward.

[2:49:24] Voice 12: And I'd certainly appreciate support for the LTC to participate in the workshop.

[2:49:33] Voice 12: up and

[2:49:37] Voice 9: i think because the budget's quite small for the skdltc uh trustee expenses um that's why

[2:49:46] Voice 9: i brought it forward to executive committee asking if they could if we would sponsor it

[2:49:50] Voice 9: through some i don't know how the budgeting process works but obviously the reconciliation

[2:49:55] Voice 9: action plan budget is listed there as a potential so um i'm guessing we'd be the approving body

[2:50:02] Voice 9: that's why i brought it here so

[2:50:04] Trustee Luckham: let's ask director freder about accessing that funding um does this

[2:50:09] Trustee Luckham: seem um like an unreasonable uh request director fader no

[2:50:15] Voice 8: i think this is reasonable um in terms

[2:50:17] Voice 8: of this this um the plan suggests that we'll be offering training to trustees so i think this fits

[2:50:23] Voice 8: and it certainly is administratively simpler than going to various ltcs as needed to get the funding

[2:50:29] Voice 8: So I support this, and that there certainly is funding in the budget at this time of year.

[2:50:34] Trustee Luckham: Okay. So, Trustee Peterson or Elliott, do you want to make a motion?

[2:50:40] Voice 9: Sure. I'll move that funds from the Reconciliation Action Plan budget be allocated for two trustees

[2:50:56] Voice 9: trustees from Mesquite Island LTC to attend the teaching opportunity by culturally committed

[2:51:11] Trustee Luckham: seconded by trustee Peterson Laurie did you get that yes

[2:51:16] Trustee Luckham: any discussion David Maude you on the way in at all

[2:51:21] Trustee Luckham: okay it seems like a good thing to be doing and supporting and so thank you for bringing

[2:51:27] Trustee Luckham: in this trustee elliott i'll call for the vote all those in favor none opposed that carries

[2:51:33] Trustee Luckham: okay so that completes our uh correspondence today if i'm not mistaken uh our current work

[2:51:40] Trustee Luckham: program is in front of us i think we've just determined that we're gonna have a conversation

[2:51:44] Trustee Luckham: about that uh in may um so is there any further action necessary associated with the work program

[2:51:53] Trustee Luckham: nope all right so our next meeting is may the third uh and we're now converting that to an

[2:52:02] Trustee Luckham: in-person meeting to have a strategic session uh about um uh strategic planning um that meeting

[2:52:11] Trustee Luckham: will subsequently have little other business on it um but a sufficient amount to uh warrant the

[2:52:19] Trustee Luckham: necessity of business that needs to be conducted. Any remarks from anybody with respect to the next

[2:52:25] Trustee Luckham: meeting? Okay, let's continue on then. So we're now going to go to an in-camera session, a closed

[2:52:33] Trustee Luckham: meeting. We will only be returning to the public session to adjourn the meeting, and we'll be

[2:52:42] Trustee Luckham: reporting out at our next executive committee meeting if there's anything to report out.

[2:52:48] Trustee Luckham: and so I'll ask trust one of the vice chairs to make the motion that's in our agenda package.

[2:52:57] Trustee Luckham: Okay

[2:53:01] Trustee Maude: I'll move to the meeting to close the public subject to sections 91 c g and i of the community

[2:53:07] Trustee Maude: charter in order to consider matters related to employee relations litigation affecting

[2:53:12] Trustee Maude: the island's trust and receive advice the subject to solicitor client privilege and the staff

[2:53:17] Trustee Maude: attend the meeting all

[2:53:18] Trustee Luckham: right so move to our seconder trustee elliott thank you very much

[2:53:23] Trustee Luckham: i'll call for the vote all those in favor and that carries unanimously so let us go uh in camera

[2:53:31] Trustee Luckham: we'll give uh let's just maybe uh recess for a couple of minutes to allow lori to pause the uh

[2:53:38] Trustee Luckham: record next uh executive committee meeting and uh thank everybody for participating today um

[2:53:44] Trustee Luckham: and vice chairs and staff enjoy the rest of your day thank you thank you

[2:53:52] Voice 3: thank you bye all have a

[2:53:57] Voice 8: good day everyone

Executive Committee Meeting Minutes   Page 1 of 7 
April 12, 2023 ADOPTED 
 
Executive Committee 
Minutes of Regular Meeting 
 
Date:  
Location:  
April 12, 2023 
Islands Trust Victoria Boardroom 
200-1627 Fort Street, Victoria, BC 
 
Members Present: Peter Luckham, Chair, Thetis Trustee 
 Tobi Elliott, Vice-Chair, Gabriola Trustee 
 David Maude, Vice-Chair, Mayne Trustee (boardroom) 
 Timothy Peterson, Vice-Chair, Lasqueti Trustee 
  
Staff Present: Russ Hotsenpiller, Chief Administrative Officer (CAO) (boardroom) 
 David Marlor, Director, Legislative Services (DLS) (boardroom) 
 Clare Frater, Director, Trust Area Services (DTAS) 
 Stefan Cermak, Director, Planning Services (DPS) 
 Lori Foster, Executive Coordinator/Recorder (boardroom) 
  
Others Present: 1 person attended electronically 
 
1. CALL TO ORDER / LAND ACKNOWLEDGEMENT 
 
Chair Luckham called the electronic meeting to order at 9:02 a.m. giving a First Nations land 
acknowledgement that the Islands Trust Area is home to Coast Salish Peoples since time 
immemorial stating gratitude to live and work here. 
 
At 9:05 a.m., Vice-Chair Maude joined the meeting in the Victoria boardroom. 
 
2. APPROVAL OF AGENDA 
 
2.1 Introduction of New Items 
 
For consideration to add the following as New Business: 
 9.1.1 AVICC Attendance/Review – Discussion 
 9.1.2 Rural Islands Economic Partnership Forum April 25-27 - Discussion 
 9.1.3 Assistant Deputy Minister, T. Faganello re:  Islands Trust Grant letter 
 dated March 24, 2023 (circulated late item) 
 9.1.4 Galiano Conservancy Letter of Support Request (circulated late item) 
And; 
 Include discussion regarding code of conduct complaints under item 5.1 
 Follow-up Action List Updates. 
 
2.2 Approval of Agenda 
 
By general consent, the agenda was approved as amended. 
 

 
Executive Committee Meeting Minutes   Page 2 of 7 
April 12, 2023 ADOPTED 
2.2.1 Agenda Context Notes – None 
 
3. RISE AND REPORT DECISIONS FROM PREVIOUSLY CLOSED MEETING - None 
 
4. ADOPTION OF MINUTES 
 
4.1 March 22, 2023 Executive Committee draft minutes 
 
By general consent, the March 22, 2023, Executive Committee draft minutes were 
adopted as presented. 
 
5. FOLLOW UP ACTION LIST AND UPDATES 
 
5.1 Follow Up Action List (FUAL)/Director/CAO Updates 
 
Chief Administrative Officer (CAO) Hotsenpiller spoke to the status of his FUAL items as 
presented and gave the following verbal updates: 
 The Governance  Committee corporate planning project would inform a business 
case to request additional provincial funding,  
 Chair and Vice-Chairs of their committees training session booked Friday, May 19
th
, 
all day, in-person in Victoria, 
 Met with the Southern Gulf Islands Forum addressing island(s) challenges including 
housing/building start-ups, 
 Met with Financial Planning Committee working/sub group addressing the 
corporate planning project, 
 Meeting today with CAO Edwards, Bowen Island Municipality, to discuss an agenda 
of items including i) Policy Statement amendment process, ii) budgeting processes, 
and iii) setting an overdue liaison meeting with BIM Council and Executive 
Committee (EC)  for the end of May early June, 
 The upcoming Sunshine Coast Regional District (SCRD)/Gabriola LTC protocol 
meeting April 24 via Zoom. 
 
Director of Legislative Services (DLS) Marlor spoke to his FUAL items, all in progress as 
presented, and updated EC that queries regarding trustee interest in the Accessibility 
Committee did not receive any responses at this time. 
 
Discussion followed regarding receiving complaints against trustees and a guide to 
respond to Standards of Conduct, policy and process and, that toolkit could be helpful. 
 
EC-2023-036 
It was Moved and Seconded, 
That Executive Committee request staff to provide a briefing with respect to options for 
better understanding of the Policy regarding code of conduct for vice-chairs, trustees 
and the public. 
CARRIED 
 

 
Executive Committee Meeting Minutes   Page 3 of 7 
April 12, 2023 ADOPTED 
Director of Planning Services (DPS) Cermak updated Executive Committee on work with 
the Ombudspersons Office regarding policy review and best practices for bylaw 
enforcement and, that the new administrative job profiles are being created. 
  
Discussion regarding the tracking of FUAL items flowing from Trust Council to Executive 
Committee ensued. 
 
Director of Trust Area Services (DTAS) Frater noted the Senior Intergovernmental Policy 
Advisor (SIPA) title has been renamed to Senior Indigenous Relations Advisor (SIRA).  
Regarding the new reconciliation working group as directed by Trust Council in March, it 
is a work in progress.  
 
5.2 Local Trust Committee Chair Updates 
 
Chairs of their local trust committees (LTC) provided updates on recently attended 
meetings, applications of note, LTC project updates and official community plan (OCP) 
reviews. 
 
Comments were made that: 
 The Denman Island LTC has been good at addressing public concerns with good 
feedback from the community, 
 Discussions at a recently attended Southern Gulf Islands Forum that 
organizations such as the Capital Regional District (CRD) and Vancouver Island 
Health Authority apply urban interpretations to rural issues, 
 Hornby Island LTC held its first in-person meeting addressing official community 
plan review work, and concerns regarding short-term vacation rentals, 
 Galiano Island LTC continues work on the groundwater sustainability project, 
 Mayne Island LTC received a briefing from Island Planner Chadwick regarding its 
housing projects and that all LTCs see the report,  
 Correspondence sent to the CRD regarding its regional parks plan with 
consideration for danger trees and First Nations cultural trees. 
 
5.3 Islands Trust Conservancy Liaison Update – No update 
 
6. BYLAWS FOR APPROVAL CONSIDERATION 
 
6.1 Salt Spring Island LTC Proposed Bylaw No. 535 FOIPP (administrative) – RFD 
 
Director of Legislative Services (DLS) Marlor spoke to the freedom of information and 
protection of privacy model bylaw endorsed by last term’s Trust Council in September 
2022 and the request for decision (RFD) as presented. 
  

 
Executive Committee Meeting Minutes   Page 4 of 7 
April 12, 2023 ADOPTED 
EC-2023-037 
It was Moved and Seconded, 
THAT the Islands Trust Executive Committee approve Salt Spring Island Local Trust 
Committee Bylaw No. 535, cited as "Salt Spring Island Local Trust Committee Freedom 
of Information and Protection of Privacy Bylaw No. 535, 2023" in accordance with 
Section 27 of the Islands Trust Act. 
CARRIED 
 
6.2 North Pender Island LTC Bylaw No. 232 (LUB amendment) - RFD 
 
Vice-Chair Maude provided a summary of the land use bylaw (LUB) amendment which 
would allow recreational vehicles to be used for temporary accommodations monitored 
by the strata corporation on Sidney Island. 
 
EC-2023-038 
It was Moved and Seconded, 
THAT the Islands Trust Executive Committee approve North Pender Island Local Trust 
Committee Bylaw No. 232, cited as “North Pender Associated Islands Land Use Bylaw 
No. 148, 2003, Amendment No. 1, 2022” in accordance with Section 27 of the Islands 
Trust Act. 
CARRIED 
7. TRUST COUNCIL MEETING PREPARATION 
 
7.1 Executive 
 
Vice-Chair Elliott commented on preparation for June Trust Council being held on 
Gabriola. 
 
7.2 Planning Services - None 
7.3 Administrative Services - None 
7.4 Trust Area Services - None 
8. EXECUTIVE COMMITTEE PROJECTS - None 
8.1 Trust Council Initiated - None 
8.1.1 Executive - None 
8.1.2 Trust Area Services - None 
8.1.3 Planning Services - None 
8.1.4 Administrative Services – None 
 
8.2 Executive Committee Initiated 
 
8.2.1 Executive 
 
8.2.1.1 Review of Executive Committee Work Plan – Briefing 
 
CAO Hotsenpiller spoke to the briefing as presented discussing the 
Active and Future Projects lists with Executive Committee. 

 
Executive Committee Meeting Minutes   Page 5 of 7 
April 12, 2023 ADOPTED 
It was discussed that a dedicated session, at least 3 hours long, be 
scheduled for Executive Committee strategic work program planning 
and include conversations on the following: 
 Memorandums of Understanding regarding Active 
Transportation, 
 Reconciliation working group, 
 Integrated approach to shoreline planning, 
 Strategy to take up funding opportunities, 
 Islands Trust Climate Emergency declaration. 
 
EC-2023-039 
It was Moved and Seconded, 
That Executive Committee undertake a dedicated strategic priorities 
session to be held in-person for the May 3
rd
 business meeting. 
 
CARRIED 
 
8.2.1.2 Appointment of Secretary and Deputy Secretary - RFD 
 
Staff spoke to this housekeeping item/request for decision (RFD) as 
presented. 
 
EC-2023-040 
It was Moved and Seconded, 
That the Executive Committee appoint Director of Legislative Services, 
David Marlor to the office of Secretary, and appoint Legislative Clerk, 
Nadine Mourao as Deputy Secretary. 
CARRIED 
8.2.2 Trust Area Services - None 
8.2.3 Planning Services - None 
8.2.4 Administrative Services - None 
 
9. NEW BUSINESS 
 
9.1 Executive/Trust Council 
 
9.1.1. AVICC Attendance/Review – Discussion 
 
Executive Committee members Luckham, Maude and Elliott - along with 
Director of Trust Area Services (DTAS) Frater - attended the Association of 
Vancouver Island Coastal Communities (AVICC) convention held April 14-15 in 
Nanaimo providing their verbal summaries of the event. 
 
9.1.2 Rural Islands Economic Partnership (RIEP) Forum April 25-27 – Discussion 
 
Vice-Chair Elliott requested funding to attend the RIEP.   
 
 

 
Executive Committee Meeting Minutes   Page 6 of 7 
April 12, 2023 ADOPTED 
 
EC-2023-041 
It was Moved and Seconded, 
That Executive Committee sponsor Vice-Chair Elliott’s attendance at the Rural 
Islands Economic Partnership Forum April 25-27 on Gabriola.  
CARRIED 
 
9.1.3 Assistant Deputy Minister (ADM), T. Faganello re:  Islands Trust Grant letter 
dated March 24, 2023 
 
CAO Hotsenpiller spoke to ADM Faganello’s correspondence (circulated as a late 
item and published to this meeting’s addendum) regarding Islands Trust 
receiving funding.   A news release has been prepared to follow.   
 
9.1.4 Galiano Conservancy Letter of Support Request 
 
The request from the Galiano Conservancy was circulated as a late item and 
published to this meeting’s addendum. 
 
EC-2023-042 
It was Moved and Seconded, 
That Executive Committee supports the Chair signing a letter of support with 
regards to the Galiano Conservancy Nature Reserve work. 
CARRIED 
 
9.2 Trust Area Services - None 
9.2.1 LTC Chairs Report on Local Advocacy Topics - None 
9.3 Planning Services - None 
9.4 Administrative Services – None 
 
10. CORRESPONDENCE (for information unless raised for action) 
 
10.1 Gulf Islands Alliance re: Tree-cutting authority bid halted - letter dated April 2, 2023 
 
Executive Committee discussed the letter as presented which was circulated to all 
trustees. 
 
By general consent, Chair Luckham will respond to the Gulf Islands Alliance/Deb Ferens 
regarding this correspondence.  
 
10.2 S. Phinney re: IT elected officials have a public duty/Cape Roger Curtis - letter dated 
March 24, 2023 
 
Executive Committee would anticipate seeing an official community plan amendment 
from Bowen Island Municipality (BIM) as the application progresses. 
 
Received for information.  
 

 
Executive Committee Meeting Minutes   Page 7 of 7 
April 12, 2023 ADOPTED 
10.3 Teaching opportunities by Tla'amin Nation leader on modern treaties 
 
Vice-Chair Elliott suggested that Lasqueti Island LTC members be supported in 
participating in this two-part workshop with Emily White which costs $120 per person 
which could be funded through the $30,000 Reconciliation Action Plan budget. 
Workshop dates shown as April 19 and May 24. 
 
EC-2023-043 
It was Moved and Seconded, 
Executive Committee requests that funds from the Reconciliation Action Plan budget be 
allocated for two trustees from Lasqueti Island Local Trust Committee to attend the 
teaching opportunity by “Culturally Committed”. 
CARRIED 
 
11. WORK PROGRAM 
 
11.1 Review and amendment of current work program - See item 8.2.1.1. 
 
12. NEXT MEETING 
 
The next Executive Committee meeting is scheduled to be held May 3, 2023 and has been 
changed to be held in-person in the Victoria boardroom. 
 
13. CLOSED MEETING 
 
At 11:57, the meeting was closed to the public. 
 
EC-2023-044 
It was Moved and Seconded, 
That the meeting be closed to the public subject to Sections 90(1)(c)(g) and (i) of the Community 
Charter in order to consider matters related to employee relations, litigation affecting the 
Islands Trust and receipt of advice that is subject to solicitor-client privilege and that staff attend 
the meeting. 
CARRIED 
At 12:20 p.m., the meeting was reopened to the public. 
 
14. ADJOURNMENT 
 
By general consent, the meeting was adjourned at 12:20 p.m. 
 
_________________________ 
Peter Luckham, Chair 
 
Certified Correct 
 
_________________________ 
Lori Foster, Executive Coordinator