Islands Trust Council regular meeting, May 24, 2023

[0:00:00] Trustee Luckham: here on Thetis Island. And it's a beautiful sunny day, watching the trees struggling with the heat

[0:00:07] Trustee Luckham: wave that's begun already this year. And of course, living and working here in Coast Salish

[0:00:13] Trustee Luckham: Territory, that of the Laxon and Penelope people. The spring flowers and the medicinal herbs and the

[0:00:21] Trustee Luckham: root staples seem to have gone through their spring process at this point, and always cognizant

[0:00:29] Trustee Luckham: of the rich history and culture of this place and the values and importance of the natural

[0:00:35] Trustee Luckham: environment. Let me introduce my colleagues on executive committee, and I see that David

[0:00:41] Trustee Luckham: Maud has just joined us. Thank you, David. Glad you could make it. And so, David Maud,

[0:00:46] Trustee Luckham: Main Island.

[0:00:48] Trustee Maude: Greetings from Main Island, or actually Oak Bay today. Yes, a nice, wonderful

[0:00:54] Trustee Maude: wonderful sunny day. Unfortunately, BC Ferries and City of Victoria conspires to me to be late

[0:00:59] Trustee Maude: to the meetings, but we made it, so happy to be here.

[0:01:03] Trustee Luckham: Okay, great. Trustee Peterson,

[0:01:06] Voice 3: Vice Chair Peterson.

[0:01:10] Voice 12: Good morning from Aheu Tei Laskiti Island in territories of

[0:01:14] Voice 12: Coast Salish peoples and the Treaty Territory of the Tlalaman Nation.

[0:01:21] Trustee Luckham: Very good, and good morning, Vice Chair Toby Elliott.

[0:01:24] Voice 10: Good morning from beautiful Gabriola

[0:01:26] Voice 10: Island, on Snanamik First Nation Territory, and seven, well, many other Coast Salish nations.

[0:01:34] Voice 10: Very happy to be here with you all.

[0:01:36] Trustee Luckham: Great.

[0:01:37] Trustee Luckham: Okay, so on the staff side, we've got CAO Russ Hotzenpiller.

[0:01:40] Trustee Luckham: Good morning, Russ.

[0:01:41] Trustee Luckham: Good morning.

[0:01:42] Trustee Luckham: And we've got David Marler, Director of Legislative Services.

[0:01:48] Voice 5: Good morning.

[0:01:50] Trustee Luckham: Good morning, David.

[0:01:51] Trustee Luckham: And we've got Director Claire Freider, Trust Area Services.

[0:01:57] Voice 8: Good morning.

[0:01:58] Trustee Luckham: Good morning. And Director Stefan Cermak, Regional Planning Services.

[0:02:04] Voice 6: Good morning.

[0:02:06] Trustee Luckham: Good morning, sir. And of course, Laurie Foster, our magician in the background,

[0:02:10] Trustee Luckham: looking after all the technology and the minutes and the agendas. Thank you very much for the

[0:02:15] Trustee Luckham: invaluable contribution that you make to these meetings happening.

[0:02:18] Voice 1: Good morning.

[0:02:20] Trustee Luckham: Just checking my participants list here. I don't think I see anybody else that I haven't

[0:02:27] Trustee Luckham: acknowledged so let us continue on with our agenda so once again good morning um we have an agenda

[0:02:35] Trustee Luckham: before us and i'll ask if there's any additions or deletions to the agenda at this time not seeing

[0:02:43] Trustee Luckham: oh sorry

[0:02:45] Voice 10: i wasn't quick enough

[0:02:46] Trustee Luckham: um

[0:02:47] Voice 10: should we perhaps add a brief discussion on the chair

[0:02:53] Voice 10: training or the um the training session on friday or how a discussion on maybe how we're going to

[0:02:59] Voice 10: report out on that that's

[0:03:02] Trustee Luckham: a good question um i don't know that it was anything necessarily planned

[0:03:08] Trustee Luckham: cao um we could anecdotally report on during our uh our committee chair updates or cao

[0:03:17] Trustee Luckham: were we planning

[0:03:18] Voice 11: i think that's a great idea and um we could probably put it in section eight

[0:03:24] Voice 11: under 811 executive okay

[0:03:28] Trustee Luckham: and

[0:03:29] Voice 11: that's um executive committee project so that's the chair training

[0:03:33] Voice 11: both for yourselves and sponsoring the other chairs and vice chairs and we could get some

[0:03:38] Voice 11: feedback on that

[0:03:39] Trustee Luckham: okay so i've added that at 2.8.2.11 and um thank you for raising that toby

[0:03:47] Trustee Luckham: Good idea. Anything else? All right. I will just note there was some correspondence from

[0:04:00] Trustee Luckham: Trustee Harris, but we can cover that off when we get to the section reference there about the

[0:04:11] Trustee Luckham: uh um the uh forestry state of forestry in the island's trust area so i think you've all seen

[0:04:21] Trustee Luckham: that so um therefore let us adopt the agenda as amended by general consent thank you all for that

[0:04:29] Trustee Luckham: and let us go to the minutes of may the third um here for our adoption are there any changes to

[0:04:35] Trustee Luckham: those minutes nope nothing so therefore i will adopt it by i will by general consent adopt the

[0:04:43] Trustee Luckham: minutes of may the 3rd 2023. um thank you very much lori for the good work um so we'll move now

[0:04:51] Trustee Luckham: to a follow-up action list on page 15 the follow-up action list directors and cao updates

[0:04:58] Trustee Luckham: as has been our practice ask you to address the follow-up action list and then give us a

[0:05:03] Trustee Luckham: area report on items that the executive committee needs to be aware of. And so let us begin with the

[0:05:09] Trustee Luckham: CAO and over to you, Russ Hotzenpiller.

[0:05:13] Voice 11: Thanks, Chair Luck. Good morning, executive committee.

[0:05:15] Voice 11: Great to be with you again. I do look at the fuel on page 15, 16, 17 and see that it's big

[0:05:23] Voice 11: and there's quite a few items on it. So I'll walk through some of these and then provide some

[0:05:31] Voice 11: comments at the end the first one is a substantial piece of work and that's a coordinated strategy

[0:05:35] Voice 11: for funding that has not started yet um and some substantial work needs to be undertaken associated

[0:05:42] Voice 11: with that i will say that most of my time in this space has been working around the governance

[0:05:48] Voice 11: committee pieces so i expect um it would be good to have to develop a bit of a schedule for

[0:05:54] Voice 11: um development of this project and to coincide that with the communications back to um the

[0:06:01] Voice 11: minister at some point um so that's uh so that's what i expect would be work between june and um

[0:06:08] Voice 11: developing that strategy or looking at between the june and september some some development there uh

[0:06:15] Voice 11: looking through here um item three polling trustees so we do uh we will before trust council

[0:06:21] Voice 11: the next day or so go out and pull trustees we've developed a survey around some of the key elements

[0:06:27] Voice 11: associated with the orientation process you know we're six months in we've now completed the chair

[0:06:31] Voice 11: training so some of that will filter back to us for you know um arguably we had almost half of

[0:06:37] Voice 11: trust council um yeah either um in a leadership role who will be getting those slides or actually

[0:06:44] Voice 11: participated in the in the training so we'll see what kind of feedback we get so that's going to

[0:06:48] Voice 11: launch in the next couple of days that's item three um we've done four we've done five um

[0:06:58] Voice 11: we're working on six um i believe i'll leave it to claire to give you some updates around

[0:07:03] Voice 11: that area on the reconciliation work we're doing um we should get i'll have to double check on the

[0:07:12] Voice 11: letter to minister kane um to revisit the request for review of the mandate um i'll check on the

[0:07:18] Voice 11: progress of that letter but that should go out um i would think before the trust council meeting

[0:07:22] Voice 11: We have item eight. We have the SWAT on the upcoming agenda.

[0:07:31] Voice 11: Now, we've got items 11 and 12 are delicately, not negotiations, but discussions between yourselves, the governance committee, the sub-FPC group.

[0:07:47] Voice 11: You made motions to say, let's go to the governance committee next Monday and sort of give them a fill-in.

[0:07:54] Voice 11: you'll see there's some reporting going to trust council it's on your agenda that speaks to

[0:07:59] Voice 11: um to visioning so i think that conversation still is underway it looks like you're you're

[0:08:04] Voice 11: just saying that one should occur but i think that's still um something some work that's being

[0:08:08] Voice 11: developed um we do have a proposal that's coming to trust council around the interim strategic

[0:08:16] Voice 11: planning process and we do have something on your agenda today around your work plan

[0:08:21] Voice 11: and then 14 and 15 are indeed the amendments to your work plan so that's the 15 items that

[0:08:29] Voice 11: fall under my responsibility I'm happy to answer any questions before I go into my

[0:08:34] Voice 11: more anecdotal discussion any

[0:08:37] Trustee Luckham: questions on the follow-up action list vice chairs no

[0:08:42] Trustee Luckham: trustee Elliott sorry you're

[0:08:45] Trustee Luckham: nodding you're shaking your

[0:08:46] Voice 10: head left and

[0:08:46] Trustee Luckham: right and then now

[0:08:48] Trustee Luckham: Now you've got your hand up.

[0:08:49] Trustee Luckham: I

[0:08:49] Voice 10: need three hands.

[0:08:50] Trustee Luckham: All right.

[0:08:51] Voice 10: Just for the item number one, is it possible to, you know, you're talking about September

[0:08:59] Voice 10: now as a target, but what is the scope of a strategic approach to this request?

[0:09:08] Voice 10: Could we maybe have a discussion about, maybe not right now, but between now and September

[0:09:14] Voice 10: about what would what do we need to scope out for that strategy maybe you've got that in mind

[0:09:20] Voice 10: um see yeah

[0:09:22] Voice 11: so i would say that would be the work that we'd be undertaking after june there's

[0:09:26] Voice 11: nothing right now

[0:09:27] Voice 11: june is taking our focus and there's some weighty things that are coming up

[0:09:31] Voice 11: for june which sets the work for the rest of the year and then i

[0:09:35] Voice 11: think between june and september

[0:09:36] Voice 11: is the time for ec to start to contemplate some of that there's also

[0:09:41] Voice 11: the meeting um in the past

[0:09:44] Voice 11: there's been an interest in exploring how the conservancy in the islands trust in a coordinated

[0:09:50] Voice 11: way might um approach the province with regards uh funding there has been previous meetings between

[0:09:58] Voice 11: the um the conservancy board and and ec your meeting is coming up as well so i expect that

[0:10:06] Voice 11: that topic will come up so that's another opportunity to to fuel that strategy okay i

[0:10:12] Voice 10: I just wondered if there'd be a bit of discussion before we go into the.

[0:10:15] Voice 11: Oh, I would think there's going to be lots.

[0:10:18] Trustee Luckham: Yeah, so create your own set of notes, because that'll be a full conversation when we do get there. Certainly, there's been different conversations leading up to this.

[0:10:28] Trustee Luckham: um okay anything else so I'll just ask a note here I noticed that um under section nine

[0:10:39] Trustee Luckham: host a panel of child housing challenges that's also on Stefan Cermak's list and he's got two

[0:10:47] Trustee Luckham: items associated with that on his list and I assume that we'll address that when we get to

[0:10:52] Trustee Luckham: to Stefan's CIRMAC section more so than yourself on that one.

[0:10:58] Voice 11: Yeah.

[0:10:59] Voice 11: The regional planning committee has been having conversations

[0:11:01] Voice 11: about these and I think events on the ground

[0:11:06] Voice 11: have also sort of matured.

[0:11:08] Voice 11: We did have the UBCM forum recently

[0:11:12] Voice 11: where there was a lot of attendance

[0:11:15] Voice 11: from people in the space.

[0:11:18] Voice 11: So how that relates to us hosting a separate version of that, I think Regional Planning Committee and Stefan and his team who's working on housing strategy, the Long Range Planning Group, are looking at exactly those questions.

[0:11:33] Trustee Luckham: Okay, so we'll see what he has to say when we get to his section. So that's great. Thank you.

[0:11:38] Trustee Luckham: So without anything further, you could address your broader report to us.

[0:11:46] Voice 11: Okay. So a few things. One, I've already mentioned the trustee survey. So speak now or wait and get your survey and fill out as you see fit. It's fairly simple. And it just, it really reviews everything from our initial meeting, the webinars, the ebook, the physical book that was provided to trustees, how valuable they have been or not been.

[0:12:10] Voice 11: it talks about some of the some of the online training that we've undertaken

[0:12:16] Voice 11: and it asks what are some area it talks about the chair training it also looks at

[0:12:20] Voice 11: what are some areas that are that we could pick up in the next few months that would assist

[0:12:28] Voice 11: trustees in doing their work and we'll get that feedback and we'll bring that back to you

[0:12:34] Voice 11: of course we just had the chair training with Lisa Zorn so I'm interested in later on today

[0:12:39] Voice 11: getting some feedback around that and uh that session that was on friday uh today we also put

[0:12:46] Voice 11: out the governance committee agenda for monday and that's a fairly weighty agenda it's got a

[0:12:53] Voice 11: a number of uh deep thinking um pieces for uh in camera and also um it's it's it's got

[0:13:08] Voice 11: not the reveal but um a second document draft document that describes the corporate planning

[0:13:16] Voice 11: process at the allen's trust or the potential for it so that's gone forward i refer to that

[0:13:22] Voice 11: to a certain degree in a report you've got in your agenda today and there is an opportunity also we've

[0:13:28] Voice 11: sent your um a note from ec to the governance committee talking about visioning and um what

[0:13:35] Voice 11: Because they're kind of working on a piece of that or asking those questions, what would be a visioning process to have or conversation to have with trustees.

[0:13:44] Voice 11: So I'm wondering, I'm thinking that Chair Luckin might express some of EEC's discussion around that at the meeting on Monday.

[0:13:54] Voice 11: Two other things, you know, the Salt Spring office, we're working on alternatives for the Salt Spring office and we're looking at all three of the offices.

[0:14:03] Voice 11: We're fairly well settled into our relationship with staff in terms of working from home

[0:14:08] Voice 11: arrangements. The province has in the last year come forward with a new process that wasn't

[0:14:18] Voice 11: envisioned probably pre-pandemic around the ability of people to work from home. We certainly

[0:14:23] Voice 11: have a very competitive offering when it's now something that some version of a work from home

[0:14:30] Voice 11: arrangement is expected in the workplace so it's like a competitive element to a certain degree

[0:14:36] Voice 11: um but that affects offices and office spaces and we also have some real not urgent but real

[0:14:43] Voice 11: um timelines associated with the salt spring office so we're actively looking at options

[0:14:49] Voice 11: and we'll bring some of that information to you and work with the uh and talk with the ltc and

[0:14:57] Voice 11: others as that as we um refine that option and that brings to mind also the northern office

[0:15:05] Voice 11: um and the victoria office itself so to take those in a complete suite so that's some work

[0:15:11] Voice 11: i'm letting you know that i'm undertaking with others others are doing lots of work around it

[0:15:16] Voice 11: and the other is around the mia um just a brief verbal update um good correspondence from them

[0:15:21] Voice 11: they are open to taking us on. And right now, the process that we're undertaking is

[0:15:28] Voice 11: an actuarial analysis to see whether the rates and the coverages would be the same as we get

[0:15:39] Voice 11: currently or in the open marketplace. So we've had to, it's been exhausting and irritating,

[0:15:45] Voice 11: but we've because the way we codify a lot of our legal finances didn't necessarily fit into the

[0:15:52] Voice 11: actuaries approach to doing an analysis so it's been back and forth a lot a lot a lot

[0:15:59] Voice 11: but we now have all that information to them I'll be speaking with the CEO of the of the MIA in the

[0:16:05] Voice 11: next week or two and we'll see where we land so good timing because we're just about to edge into

[0:16:12] Voice 11: to the next version of the budget cycle and let's just keep our fingers crossed that's my update

[0:16:19] Voice 11: sir um any questions i might have missed something but certainly any questions i'd respond to

[0:16:24] Voice 11: any

[0:16:25] Voice 3: questions there you go a full perfect yeah

[0:16:31] Trustee Luckham: director of legislative services david mahler

[0:16:34] Trustee Luckham: you've got a few things on your list there i

[0:16:37] Voice 5: seem to have yes thank you

[0:16:40] Voice 5: um yeah so item one um there is a report completed and that will come to the executive

[0:16:47] Voice 5: committee at your june 14th meeting uh with the intent to take that to trust council for

[0:16:53] Voice 5: some decisions uh so it's an overview of the policies 102 policies that council has

[0:17:01] Voice 5: I'll be recommending removal of 10 and recommending that we consolidate another 47 into about 18.

[0:17:13] Voice 5: So that will reduce us down to about 60 policies once that's completed.

[0:17:18] Voice 5: And then phase two will be going through and cleaning up the ones that we're not touching in the first round.

[0:17:26] Voice 5: So this is, we can talk more about this at the next meeting, but it could be a fairly extensive ongoing project that would take up probably most of the time to get through it.

[0:17:41] Voice 5: The other items on the list, the next three of them, those I would like to try and get those to you at the next meeting or the meeting after.

[0:17:50] Voice 5: the first one the sponsorship policy has been around for a while so I'm feeling I feel I should

[0:17:56] Voice 5: get onto that one first but if you feel one of the other ones is more important I can certainly

[0:18:02] Voice 5: move it up number four was a request looking at recordings by members of the public of meetings

[0:18:13] Voice 5: like do we have policy on that or should we have policy on that and what should choose how should

[0:18:19] Voice 5: should chairs handle that and then number four is looking at the code of conduct for vice chairs

[0:18:27] Voice 5: trustees and the public in some ways I guess that could be related a little bit to three in the

[0:18:34] Voice 5: sense that it's it's to do with how people are behaving in meetings and then the final item

[0:18:41] Voice 5: And then number five was a request for legal advice, and that is in progress, so we'll get that out and have that available by Trust Council.

[0:18:54] Voice 5: So those are the items on the FUAL for me. If there's any questions, let me know, and I'll see if I can answer them for you.

[0:19:00] Voice 5: So a bit

[0:19:05] Voice 3: of a question.

[0:19:35] Voice 10: I don't know, it just seems to me there's a way that this could be synergized.

[0:19:42] Voice 10: Does that make any sense?

[0:19:43] Voice 5: Yeah, so through the chair, that would be an appropriate place for this kind of stuff would be in the meeting procedures bylaw.

[0:19:51] Voice 5: I think the code of conduct might go a little bit further.

[0:19:53] Voice 5: The meeting procedures would cover the role of the chair, the ability of the chair to eject people from meetings, expectations like how to run the meeting.

[0:20:07] Voice 5: The code of conduct goes a little bit further than that, and it would apply to more than just the meeting.

[0:20:12] Voice 5: It could apply to how trustees conduct themselves, whether they're in a meeting or just, you know, talking to staff or talking to the public, that kind of thing.

[0:20:23] Voice 5: But I think, yeah, you're right. The starting point for this would be the meeting procedures.

[0:20:27] Voice 5: And that's exactly where I'd be looking when I do these two reports.

[0:20:30] Voice 5: points it

[0:20:33] Voice 10: just occurs to me that you know don't we have 13 different medium procedures bylaws and

[0:20:38] Voice 10: and they're all a little bit different so maybe um they

[0:20:43] Voice 5: should all be very similar i'm not aware

[0:20:45] Voice 5: of any significant differences in them um yeah i'd have to look at them all there was a model

[0:20:52] Voice 5: they're all based on the model uh so there could be some very minor changes um most of those

[0:20:59] Voice 5: those changes have to do with when agendas are made available to the trust committee. I think

[0:21:08] Voice 5: in some it's a week, in others it's 10 days. But the concept is the same. That is that the agenda

[0:21:15] Voice 5: is provided in advance of the meeting. So I'd be looking more at not those specifics, but more the

[0:21:23] Voice 5: concepts that we're covering everything off in the meeting procedures bylaws with a little bit of

[0:21:28] Voice 5: of room for adjustments based on different needs on different islands okay

[0:21:35] Voice 7: and

[0:21:38] Voice 3: maybe i'll chime in

[0:21:39] Voice 3: there um and

[0:21:42] Trustee Luckham: it was one of the things that came up in our chair training is indeed the agendas

[0:21:48] Trustee Luckham: are different particularly around the opportunity for community input being one or more opportunities

[0:21:57] Trustee Luckham: opportunities um the one that tells you advises us what we should be doing and then the second

[0:22:03] Trustee Luckham: i think often thought avas told why we shouldn't have done what we just did and and so there is

[0:22:10] Trustee Luckham: some uh sequencing of agendas which i think is maybe um interesting for vice chairs mostly because

[0:22:19] Trustee Luckham: one method is used in one place and others in another but of course it's up to the ltc's

[0:22:24] Trustee Luckham: as an autonomous body to determine what its bylaws are and that's always been an ongoing challenge

[0:22:31] Voice 5: yeah and ever made the um you know the rationale for the uh the town hall or the public input

[0:22:39] Voice 5: um was because it was happening and there was no structure around it so before we had

[0:22:46] Voice 5: uh an item on the agenda called it used to be called town hall i think it's called public

[0:22:50] Voice 5: comment um the public would speak anyway and the chairs had a hard time you know running the

[0:22:58] Voice 5: business of the meeting because it would be interruptive often you know some chairs say

[0:23:03] Voice 5: well let's do it at the end it's not really part of the meeting but it kind of is part of the

[0:23:07] Voice 5: meeting because you're hearing feedback from the public about whatever it happens to be that you're

[0:23:12] Voice 5: talking about so the question then came well where do we put it so the beginning of the meeting it

[0:23:19] Voice 5: was originally at the end but then of course you've already done all your business and people

[0:23:24] Voice 5: might want you know might have wanted to tell you something before you started to make your

[0:23:29] Voice 5: decision so it's put then at the beginning and then some trust committees wanted in both locations

[0:23:35] Voice 5: there's really no right way to do it it's just a matter of how do you manage public input

[0:23:41] Voice 5: so that you can then have the majority of the meeting for your business so you can actually

[0:23:47] Voice 5: get to the resolutions and make decisions okay

[0:23:56] Voice 3: thank you anything else for the director

[0:23:59] Voice 3: let us continue then director of uh planning services stefan cermak good

[0:24:07] Voice 6: morning for me

[0:24:09] Voice 6: good morning again um okay so i'll start with the follow-up action list as you just talked about um

[0:24:16] Voice 6: the cao covered up uh covered up covered number nine and ten that sounded weird and um there's

[0:24:24] Voice 6: going to be i i have drafted a housing briefing for ec for next meeting i i'm i regret i wasn't

[0:24:30] Voice 6: able to get it to this meeting and for forwarding on to trust council it's just a brief summary of

[0:24:36] Voice 6: what's going on all housing related items from the planning services perspective and in that

[0:24:41] Voice 6: i do sort of summarize and you'll see it next meeting these two items and you know the the

[0:24:49] Voice 6: EC has not decided whether or not these items have been done. However, staff have talked to RPC about

[0:24:57] Voice 6: it and staff have sort of suggested, it is our opinion, that the panel housing session

[0:25:04] Voice 6: of part of the trustee's education would be via the working group from the Regional Planning

[0:25:09] Voice 6: Committee about the housing toolkit, which has grown to be quite an expansive tool but extremely

[0:25:15] Voice 6: extremely useful. And staff are working on that as we speak. And so we're really excited about

[0:25:20] Voice 6: that. We're targeting towards the end of July for that launch. But we have to coordinate the

[0:25:25] Voice 6: meeting with the working group to review the materials and to make sure that we find everybody's

[0:25:29] Voice 6: availability. So stay tuned for that. That's really good materials. You're going to love it.

[0:25:33] Voice 6: We have to make sure that we're able to also put it out online and stuff like that when we're ready.

[0:25:38] Voice 6: And we need sort of political support for that. So lots of moving parts, but that's good. The

[0:25:42] Voice 6: The other one was this coordinator round table on housing

[0:25:45] Voice 6: to include ministers, leaders, et cetera.

[0:25:49] Voice 6: Staff really do think that we could not do a better job

[0:25:51] Voice 6: than the UBCM Housing Summit.

[0:25:53] Voice 6: And that provided a really critical timing

[0:25:56] Voice 6: and it was really intelligently done post elections

[0:26:00] Voice 6: and what have you.

[0:26:01] Voice 6: So we sort of said, well, that's that,

[0:26:04] Voice 6: bunch of elected officials went to that,

[0:26:06] Voice 6: staff are well-versed on, some staff went to it,

[0:26:09] Voice 6: it's well-versed and felt that that had been met as well,

[0:26:12] Voice 6: well, although we didn't plan it ourselves. So that'll come to you in a report and maybe in a

[0:26:17] Voice 6: next meeting, you can decide whether or not you want to knock that off your follow-up action list

[0:26:21] Voice 6: is done when you get a more comprehensive look at all the housing items. So before I move on to

[0:26:28] Voice 6: the rest of my details, any questions about that?

[0:26:31] Trustee Luckham: I do, but Vice Chair Elliott, go ahead.

[0:26:35] Trustee Luckham: So

[0:26:35] Voice 10: just in terms of the report on the UBCM's housing summit, or a bigger look at housing in the island stress area, what are we looking at in terms of this deliverable, this roundtable?

[0:26:53] Voice 10: Is it, you know, did we have meetings with key ministers? What are our inter-island housing strategies looking like? You know, sort of what are the results of that housing summit? I did write up a pretty detailed report just because I like to write lots of notes.

[0:27:14] Voice 10: But from the staff perspective, what are you thinking that we accomplished through that as a deliverable for this action item?

[0:27:26] Voice 6: Well, staff are thinking that the deliverable that was achieved from that was that it was, again, early in the term,

[0:27:33] Voice 6: realizing the significance of the issue and engagement with other agencies and professionals

[0:27:41] Voice 6: that are able to help that you need to coordinate with and so felt like that that was accomplished

[0:27:47] Voice 6: but it's never over right that's ongoing education ongoing coordination so it the way staff read this

[0:27:55] Voice 6: it was an early term making sure that this is a priority item and that it it sort of primes the

[0:28:01] Voice 6: a pump for addressing housing issues early in the term. And it felt like that was done.

[0:28:07] Voice 10: If I may, just to follow up, I personally would like to see a sort of a what we learned and then

[0:28:14] Voice 10: what now, you know, what relationships were developed and how do we need to move that

[0:28:19] Voice 10: forward and sort of what is the overall strategy? And maybe that's part of the larger housing

[0:28:25] Voice 10: housing toolkit piece, but I want to see an intergovernmental communication strategy around

[0:28:32] Voice 10: housing perhaps fleshed out a little bit more because, well, certainly me as a new trustee,

[0:28:38] Voice 10: I still don't really know the mechanics of who to be talking to and what levels of conversations,

[0:28:46] Voice 10: you know? So it's just like, what do we know? And then sort of how do we move that forward?

[0:28:51] Voice 10: what now? How do we keep building those relationships?

[0:28:57] Voice 6: Excellent. And as part of the

[0:28:59] Voice 6: RPC's work, you know that the RPC supported development of a housing strategy. And within

[0:29:05] Voice 6: that strategy is a communications and coordination effort. So that work will be coming back to the

[0:29:11] Voice 6: Regional Planning Committee in September with recommendations for next steps. And so I think

[0:29:15] Voice 6: that'd be the ideal time to engage in that. And with the goal of taking it to Trust Council to

[0:29:21] Voice 6: adopted as part of the strategic overall trust council strategy it's kind of a slow moving

[0:29:26] Voice 6: machine but you're exactly on the right path no

[0:29:28] Voice 10: that's great thank you for reminding me that that

[0:29:30] Voice 10: that's part of the overall strategy that we'll be looking at okay great yeah

[0:29:33] Voice 6: and to be clear i see

[0:29:34] Voice 6: the toolkit is fitting within the strategy as opposed to the other way around so if you'd like

[0:29:43] Voice 6: mr chair i can sort of give you an update on the broader scope of what's going on in the planning

[0:29:47] Voice 6: services world sure

[0:29:49] Trustee Luckham: well before we leave this topic i'm not seeing any others uh that have

[0:29:53] Trustee Luckham: any questions. I guess my concern is, and Toby's question and your answer helped.

[0:30:00] Trustee Luckham: fill in some of the blanks for me. But I wouldn't want to necessarily call specifically item number

[0:30:08] Trustee Luckham: two done at this point. And certainly there was some opportunity, although I think very limited

[0:30:14] Trustee Luckham: with respect to item three at the House and some at the UBCM did. But realistically, there was only,

[0:30:20] Trustee Luckham: I think, four trustees there, two members of executive committee. So the opportunity to have

[0:30:27] Trustee Luckham: have that more fulsome conversation with council has not unfolded.

[0:30:34] Trustee Luckham: And I would even suggest that the UBCM session was more a talking heads kind of a scenario

[0:30:43] Trustee Luckham: rather than consultation and engagement with ministers or housing staff.

[0:30:49] Trustee Luckham: And so, although that item three I think is a bit grandiose to expect that we might bring key ministers and leaders together for such a event at council, but I think that there's still a need broadly for council to have a session that understands housing challenges and solutions in the trust area.

[0:31:12] Trustee Luckham: And likely, you're moving in that direction, but I would just caution about thinking that this might be done, because I think that, you know, we've struggled with how to implement, how to access that funding that came through, and it's sort of percolated through now realizing that many LTCs were not in a position to be ready for that.

[0:31:35] Trustee Luckham: But I think that part of that whole thing, housing challenges and solutions is how to be prepared for a next funding opportunity.

[0:31:43] Trustee Luckham: So I think there's some more questions out there on this.

[0:31:47] Trustee Luckham: And so just keep that in mind. And why don't you continue?

[0:31:51] Voice 6: Excellent. And that is top of mind, Mr. Chair.

[0:31:53] Voice 6: And we like, as I said, we have the working group working towards an education session to start off that issue about challenges and and not so much solutions, but tools.

[0:32:02] Voice 6: and I imagine that we'll have ongoing education.

[0:32:05] Voice 6: So Mr. Chair, I see Vice Chair Peterson with his hand up.

[0:32:10] Voice 6: Should I close

[0:32:11] Voice 3: at this point?

[0:32:12] Voice 3: Over to Vice Chair Peterson.

[0:32:15] Voice 12: Yeah, thank you.

[0:32:17] Voice 12: So I just had a quick question about item four there.

[0:32:22] Voice 12: I wonder if you have any update on,

[0:32:25] Voice 12: do we have a potential timeframe

[0:32:27] Voice 12: for hearing back from the Ombudsperson's office?

[0:32:31] Voice 6: Indeed. I think that's

[0:32:35] Trustee Luckham: his next item. Go ahead, Stephen.

[0:32:38] Voice 6: Indeed. No, great question.

[0:32:40] Voice 6: Sorry if I

[0:32:40] Trustee Luckham: was preempting that.

[0:32:41] Voice 6: No, it's okay. So yes, I actually just contacted the ombudsperson staff yesterday just to get an update and provide them a little bit more information.

[0:32:51] Voice 6: we're heading towards a september trust council for the delivery of uh of the report on the review

[0:32:58] Voice 6: and they're on track for that and happy to report that so

[0:33:02] Voice 11: but mr chair yes sir

[0:33:05] Voice 11: so yeah this is great

[0:33:07] Voice 11: it's great that we're working with the ombudsperson and um stefan's uh getting us through that process

[0:33:13] Voice 11: um the desires of trust council and their analysis of this function and the what we're going to get

[0:33:20] Voice 11: from the ombudsperson will need to see whether those fully match um there is a whole you know

[0:33:27] Voice 11: they're doing a review of how we do our work um our policy framework um what's best practices that

[0:33:34] Voice 11: we should be adopting matching what we do with that best practices and how we're organized it's

[0:33:42] Voice 11: not a performance analysis where they're out in the field and conducting work on specific files

[0:33:49] Voice 11: etc etc that might be something that trust council is also interested in so this is just to make sure

[0:33:56] Voice 11: that we're we're on the same page what they offer and what they heard what trustees heard is their

[0:34:03] Voice 11: offer to work with us that is underway we're looking for september but i it may or may not

[0:34:08] Voice 11: fully satisfy trust uh the interest of trust council but it's the it's the i think of the

[0:34:14] Voice 11: appropriate step in the right direction for the for where we are right now thank you

[0:34:20] Trustee Luckham: perfect thank

[0:34:21] Trustee Luckham: you for that summary back to you director of planning services okay

[0:34:26] Voice 6: thank you so what else

[0:34:28] Voice 6: is keeping us uh burning our the midnight oil over here so we have a lot of rpc work going on

[0:34:35] Voice 6: and i'm happy to say we're something that excites the planner in me is the we're working on suitable

[0:34:40] Voice 6: suitable land analysis and those are maps which are really basic and in terms of build

[0:34:46] Voice 6: out based according to zoning and infrastructure and then overlaying it with sort of opportunities

[0:34:51] Voice 6: and constraints where's a good place to put increased density and where's not so now would

[0:34:56] Voice 6: include consideration of water availability salt water intrusion and of course all the

[0:35:00] Voice 6: ecosystem preservation and protection layers of information that we have access to so we're

[0:35:07] Voice 6: We're working on that right now.

[0:35:08] Voice 6: It's kind of planning one-on-one and I'm delighted that we can actually create that tool and

[0:35:12] Voice 6: address it.

[0:35:13] Voice 6: We're also working on, as I said, the regional housing strategy and some housing needs assessment

[0:35:18] Voice 6: gaps analysis.

[0:35:20] Voice 6: The team as a whole is working to implement our transition from our trust area property

[0:35:25] Voice 6: information system to CityView, which is that funding from the local government development

[0:35:30] Voice 6: development or something. I forget what the LGDAP, I forget what the acronym is, but it's the $350,000

[0:35:36] Voice 6: or so to go to take a complete new information system and application process system. So we're

[0:35:43] Voice 6: working on process mapping that and making sure we have sort of the best practices of that. The

[0:35:49] Voice 6: timeline was for full implementation August. That's been pushed back to December to allow,

[0:35:54] Voice 6: it's taking a little longer than expected, and it's allowed for summer to go in and we'll start

[0:35:59] Voice 6: our training staff so we're all up and running in um by the end of the calendar year now i see a

[0:36:05] Voice 6: hand there so i pause chair see elliot always

[0:36:10] Voice 10: the questions um so i recall in the last budget

[0:36:13] Voice 10: discussions we removed the um the window for bylaw enforcement application or um enforcement

[0:36:21] Voice 10: updates on that and there was a discussion afterwards that that actually would have

[0:36:27] Voice 10: have increased transparency with the public and it was not well understood at the time what that

[0:36:35] Voice 10: would have done and why it was cut from the budget so seeing this delay in implementation is it

[0:36:41] Voice 10: possible to revisit that or is the ship essentially already sailed?

[0:36:47] Voice 6: Thank you to the chair the I

[0:36:49] Voice 6: yeah the ship has sailed the funders have clearly said that's outside the scope

[0:36:53] Voice 6: scope. The business case last year suggested it was about $96,000 to work with the bylaw

[0:37:00] Voice 6: enforcement team to get all their files transferred into this new system. And I know I'll be bringing

[0:37:06] Voice 6: that business case forward for consideration, at least to the management team and then onwards

[0:37:10] Voice 6: if it makes it through management team to the rest of the elected officials. So I personally

[0:37:15] Voice 6: see it as a critical tool, but Trust Council New Wisdom thought it was not wise to fund

[0:37:20] Voice 6: it last fiscal so we'll try again okay so i'll continue a couple other things uh internally we've

[0:37:29] Voice 6: been working on administrative uh organizational change that's going well um based on the business

[0:37:35] Voice 6: cases that were supported by trust council last year i won't get into too many details

[0:37:40] Voice 6: other than to say that the business case that supported the planning team assistant

[0:37:46] Voice 6: alleged clerk positions in the planning service areas have been submitted for finally for

[0:37:51] Voice 6: reclassification after extensive review by management so happy about that and last note

[0:37:58] Voice 6: is i'm going away i'm going away as of tomorrow no thursday and i'll be gone for a couple weeks

[0:38:04] Voice 6: and david myler is going to be very competently better than myself perhaps acting a planning

[0:38:12] Voice 6: services director while i'll be away so if you need any planning services advice call david

[0:38:16] Voice 6: okay

[0:38:18] Trustee Luckham: thank you stefan and thursday is tomorrow so you better have your backpack

[0:38:21] Trustee Luckham: well my my

[0:38:23] Voice 6: plane got canceled this morning i had a heart attack but it was just a number change so

[0:38:27] Voice 6: uh there you go yes i feel like i'm already halfway there trustee

[0:38:30] Voice 12: peterson yeah thank you

[0:38:33] Voice 12: chair uh so before we let you go stefan uh i just wanted to uh circle back and and look at uh item

[0:38:41] Voice 12: five on the follow-up action list for you there i absolutely recognize that you know the request

[0:38:47] Voice 12: from the Galliano Local Trust Committee

[0:38:50] Voice 12: about the review of the First Nations

[0:38:54] Voice 12: by-law referral process,

[0:38:56] Voice 12: that it's not making it onto the June agenda.

[0:38:59] Voice 12: Totally understand that,

[0:39:00] Voice 12: but just wanted to check it

[0:39:03] Voice 12: and see if you've got any update on,

[0:39:07] Voice 12: or thoughts on when we might try and address that request.

[0:39:14] Voice 6: Thank you, Vice-Chair Peterson.

[0:39:16] Voice 6: My immediate thought is that

[0:39:18] Voice 6: that we are hiring a new, we have hired a new CIRA,

[0:39:24] Voice 6: a new Senior Indigenous Relations Advisor.

[0:39:27] Voice 6: I believe they start later in the year,

[0:39:30] Voice 6: and I'll leave that for Director Frater to bring up.

[0:39:32] Voice 6: And that person has a large portfolio

[0:39:37] Voice 6: and list of priorities, and we'll slot that in

[0:39:40] Voice 6: and see where it fits and work with that person

[0:39:42] Voice 6: as soon as possible to address this one.

[0:39:44] Voice 6: But I think it might be sitting there for a while

[0:39:46] Voice 6: until we get the feet underneath the CIRA position and I work with Director Frater.

[0:39:55] Voice 3: Okay thanks, fair enough.

[0:39:59] Voice 3: Okay so you'll relay that, Vice

[0:40:03] Trustee Luckham: Chair Peterson, to the Galeana LTC or somebody will,

[0:40:08] Trustee Luckham: in order not to create disappointment, but certainly look forward to that work.

[0:40:15] Trustee Luckham: It's not being overlooked in any way shape or form.

[0:40:18] Trustee Luckham: okay so then uh if that's it for you uh sir i'll go to director of administrative services julia

[0:40:25] Trustee Luckham: mobs has julia joined us or ceo do you have any remarks i

[0:40:29] Voice 11: have no remarks uh julia's working on

[0:40:31] Voice 11: our corporate strategy material for the governance committee so that's time better spent um frankly

[0:40:36] Voice 11: because she doesn't have a lot of items here and you can see item two that's uh associated with

[0:40:42] Voice 11: that so if you have any questions i'll certainly take notes and get back to her and get back to

[0:40:46] Voice 11: you okay

[0:40:47] Trustee Luckham: any questions from vice chairs nope okay let's continue on then to director of trust area

[0:40:54] Trustee Luckham: services claire frederick good morning nice to see you online here today and over to you

[0:41:01] Voice 8: good morning thank you chair um so i don't have any particular updates for you on your follow-up

[0:41:06] Voice 8: action list as there's been a number of other things going on including a trust programs

[0:41:10] Voice 8: committee and some other initiatives which are on your agenda today um but perhaps i could take

[0:41:17] Voice 8: questions and then move on and give you a general update all right

[0:41:22] Voice 3: any questions for the director on

[0:41:24] Voice 3: her follow-up action list okay looks like you're um all

[0:41:32] Trustee Luckham: clear so uh go into your uh department

[0:41:36] Trustee Luckham: report um

[0:41:39] Voice 8: thank you so there's been a big focus in our department on hiring and we're pleased that we

[0:41:43] Voice 8: have um indeed hired a senior indigenous relations advisor who will start in mid-july and i'm looking

[0:41:49] Voice 8: forward to bringing that person on and incrementally introducing all the work that's

[0:41:53] Voice 8: sitting there waiting. So happy with that and the next focus will be on preparing an orientation

[0:41:59] Voice 8: program for that person so they can come in and feel secure in the work that they're doing and

[0:42:04] Voice 8: their position within government and so on. Also we've been focusing on the communications program

[0:42:09] Voice 8: at the trust and you're going to see that on probably upcoming agendas some of the work we've

[0:42:13] Voice 8: been doing around prepping for work potentially around a communication strategy. Next year is our

[0:42:19] Voice 8: 50th anniversary so we're starting to turn our minds to what that might look like and

[0:42:23] Voice 8: you know seeking direction on preparing for that celebration and what that could involve

[0:42:30] Voice 8: also for the trust programs committee meeting we focused some effort on responding to the

[0:42:34] Voice 8: critiques around the coastal douglas fir language and provided edits to trust programs committee

[0:42:40] Voice 8: which they accepted and we're in the process of or we have implemented now through the various

[0:42:44] Voice 8: publications and the annual report has been a dominant activity for the team. Upcoming we're

[0:42:52] Voice 8: going to be focusing on letters out to First Nations it's sort of one of the next things on

[0:42:55] Voice 8: my plate is to coordinate letters to all the nations from the local trust committees as well

[0:43:00] Voice 8: as the policy statement project which is facing some delays just because we don't have key staff

[0:43:05] Voice 8: on the project and we are recruiting for those that staff position but I've been unsuccessful

[0:43:11] Voice 8: successful in securing someone so far. So those are the highlights and I'd be happy to take any

[0:43:15] Voice 8: questions about those or any other topics.

[0:43:19] Voice 3: Any questions for the director? Yes. Yep.

[0:43:27] Voice 10: How much of a delay, and maybe we'll get into this in the forest education piece, but

[0:43:37] Voice 10: are we looking at a significant delay in the policy amendment project?

[0:43:41] Voice 10: project?

[0:43:44] Voice 8: Yes, it's been delayed. Whether I can get to it in the next week or so and get us

[0:43:50] Voice 8: in a position, but yes, it's facing some delay right now. I'll be in a better position at your

[0:43:55] Voice 8: next meeting to advise if we're going to have to, you know, bring project charter back to council or

[0:44:00] Voice 8: look at other project timelines, but I'm still a little bit

[0:44:04] Voice 10: hopeful, but yes, we're delayed.

[0:44:06] Voice 10: and is that because other conversations are taking up the space and the work time that needs to be

[0:44:14] Voice 10: done on the policy amendment project yes there's been other priorities that i've had to turn to

[0:44:19] Voice 10: okay and a lack of staff yeah of course thank you okay

[0:44:27] Voice 3: uh thank you no other

[0:44:30] Trustee Luckham: questions um

[0:44:31] Trustee Luckham: it'd be nice to try and maybe tidy up this list of some of the older items that

[0:44:36] Trustee Luckham: But just to get some of this work off of your list, if we're not going to be able to realistically contribute in a good way.

[0:44:45] Trustee Luckham: And I'm thinking about one, three and four items that have been hanging for a while.

[0:44:55] Trustee Luckham: But no pressure. Just trying to make your list shorter if we can.

[0:45:00] Trustee Luckham: So thank you for your work. Do you have anything further to report?

[0:45:04] Voice 8: Not at this time.

[0:45:05] Voice 8: okay

[0:45:06] Trustee Luckham: so then uh let us continue on then to our agenda now um well actually for the local trust

[0:45:14] Trustee Luckham: committee chair updates and so um i'm just going to go from my screen here and start with tim

[0:45:20] Trustee Luckham: peterson uh vice chair to uh report out any

[0:45:24] Voice 3: of your local trust committee activities uh thank

[0:45:31] Voice 3: you chair so

[0:45:32] Voice 12: last week um the salt spring uh island local trust committee held uh an evening

[0:45:42] Voice 12: uh public uh public comment session town hall session uh out at the fulford hall

[0:45:52] Voice 12: uh this was in in respect of those folks who have you know troubled uh coming during working hours

[0:45:59] Voice 12: working folks that can't necessarily afford to take time off to come to our fascinating and

[0:46:06] Voice 12: exciting meetings during working hours. So that was, it was somewhat lightly attended. I'd say

[0:46:14] Voice 12: there's about 20 folks there, but because there was a smaller group of folks in the room,

[0:46:22] Voice 12: um it was uh there was actually a fair bit of really good conversation there was time and and

[0:46:30] Voice 12: space for some back and forth and uh i think that was a positive uh first outing for the salt spring

[0:46:37] Voice 12: local trust committees um we have uh i think we have a total of four scheduled for this calendar

[0:46:45] Voice 12: year to do those evening uh uh sessions where we hear from the public uh the following day we had

[0:46:51] Voice 12: a quite busy where we're well we're over seven and a half hours in our ltc meeting on on thursday uh

[0:47:00] Voice 12: really big stuff uh you know the the focus on salt spring uh from both local trustees

[0:47:08] Voice 12: is really quite squarely on on uh on housing um there's lots of moving parts uh there was a

[0:47:17] Voice 12: a decision to put some of the ocp work uh some of the the uh the project work on hold and uh and go

[0:47:31] Voice 12: for the housing accelerator fund and so uh that was the decision of the ltc so um be the first

[0:47:39] Voice 12: first LTC in the Islands Trust to try and go for that funding. It'll be quite interesting

[0:47:50] Voice 12: to see how that all plays out. As I say, lots of moving parts, pretty complex suite of stuff

[0:48:02] Voice 12: stuff that the LTC wants to accomplish and how to do that within a realistic examination of staff

[0:48:11] Voice 12: resources. So that was good. I'll just mention quickly, I'm going to go and attend the Bain

[0:48:19] Voice 12: Sound Forum on Friday, being in the trustee in the neighborhood, as it were, and looking forward

[0:48:28] Voice 12: to that so thank you thank you tim

[0:48:32] Trustee Luckham: and uh david maude main island you're next on my list

[0:48:36] Trustee Maude: thank you chair um nothing too exciting to report of course we we have the omnibus um uh

[0:48:43] Trustee Maude: bylaws from north pender uh with regards to ocp and lub uh before us in a few minutes um

[0:48:51] Trustee Maude: we have uh local trust committee meetings on uh saturn tomorrow north pender on friday um so a

[0:48:57] Trustee Maude: a little bit of a busy week for me uh but um nothing too exciting to report out since the

[0:49:02] Trustee Maude: latter last meeting thank you okay

[0:49:06] Voice 3: thank you david uh trustee elliott not

[0:49:14] Voice 10: had any ltc meetings um

[0:49:18] Voice 10: but i did attend the cowichan housing authority workshop on may 15th um in which the they're

[0:49:25] Voice 10: doing a workforce housing strategy for the couch and valley regional district

[0:49:29] Voice 10: kind of engaged city spaces consulting um this was a special session to sort of give input about

[0:49:38] Voice 10: perspectives on the value of a housing authority so they had um maria zucht from uh the whistler

[0:49:45] Voice 10: housing authority come to speak to the group and it was really really interesting um so i took in

[0:49:51] Voice 10: a lot of information i'll bring that back to regional planning committee it was valuable for

[0:49:56] Voice 10: me. I don't know if I could give any input to the group, but I was thankful for the chance to be

[0:50:01] Voice 10: there. See what other regional districts are looking at. I attended the chair training session

[0:50:09] Voice 10: on Friday that was put together by the CAO and Lisa's Warren. It was so, so good. And honestly,

[0:50:19] Voice 10: I wish all the trustees could have attended. And so I'd like to have a discussion at some point of

[0:50:26] Voice 10: how we can report out almost, you know, the findings and explore some potentially better

[0:50:33] Voice 10: practices, especially with decision-making at the table. The really valuable conversation for me was

[0:50:40] Voice 10: how we, how we're sort of in this unamorphous process of making decisions at Trust Council.

[0:50:50] Voice 10: And it either goes in two directions. Either we make them too fast based on too little information, or we debate for a really long time and often don't come to a decision.

[0:51:03] Voice 10: decision so in my opinion I'd really love to see yeah I'm glad that those slides are going to be

[0:51:09] Voice 10: forwarded to the rest of trustees but a discussion on decision making I think would be super super

[0:51:16] Voice 10: helpful and really expanding and offering some more creative options than the process that we've

[0:51:23] Voice 10: had to date you know times have changed I think a lot of the ways that we the bureaucracy works

[0:51:31] Voice 10: at the islands trust has has in some ways entrenched certain processes that maybe need

[0:51:39] Voice 10: to be looked at and a little more fluidity and flexibility and providing structure ahead of time

[0:51:45] Voice 10: so people know how to come to a decision together know how to debate ideas that are potentially

[0:51:53] Voice 10: polarizing and that we don't agree on but we can come to some understanding of people's perspectives

[0:51:59] Voice 10: And then have a respectful process to bring those together into a decision. So anyway, it was an excellent session. I came away with a lot of food for thought, and I'm really thankful to the CAO for putting that together. So that was great.

[0:52:13] Voice 10: great um yeah i'll wait for my conservancy update to talk about elder cedar that's about it for me

[0:52:23] Voice 10: oh we're looking forward to maine ltc on the 29th um the focus on housing and moving that forward

[0:52:30] Voice 10: maine is going to be our shining leader in coming up with housing strategies so really excited of

[0:52:36] Voice 10: the work being done at that ltc okay

[0:52:42] Trustee Luckham: well thank you for all that uh vice chair elliott and i'm

[0:52:46] Trustee Luckham: sure that the cao is pleased to hear hints about structured decision making which is something he's

[0:52:52] Trustee Luckham: been talking about recently as well and indeed anything we can do to improve our decision-making

[0:52:58] Trustee Luckham: process at council would certainly go a long way um so i'll report out that i've had no meetings

[0:53:08] Trustee Luckham: since our last executive committee report out.

[0:53:13] Trustee Luckham: Galeano's Gabriola meeting was a couple of weeks ago

[0:53:16] Trustee Luckham: and coming up in June is the Canberra Island meeting.

[0:53:21] Trustee Luckham: And so indeed attended that training session

[0:53:25] Trustee Luckham: and really great thanks to the CAO

[0:53:29] Trustee Luckham: and I always want to say Lisa Swarn

[0:53:34] Trustee Luckham: for the work that she did.

[0:53:37] Trustee Luckham: and that was excellent and so let us continue on to the on-strip conservancy liaison update

[0:53:43] Trustee Luckham: i

[0:53:45] Voice 10: just see that trustee peterson has his hand up

[0:53:47] Voice 12: oh trustee peterson yeah thank you i just i i

[0:53:52] Voice 12: realized i neglected to mention i wanted to mention that salt spring uh local community

[0:53:58] Voice 12: commission elections are coming up this weekend so there'll be four uh four folks out of i think

[0:54:06] Voice 12: there's 15 running on salt spring and of course the local trust committee there will be looking at

[0:54:11] Voice 12: ways to work well with them to help achieve community goals so that's

[0:54:19] Voice 12: big stuff for salt spring there thank you yeah

[0:54:26] Voice 3: it is a

[0:54:26] Trustee Luckham: big moment and lots of opportunity there to

[0:54:32] Trustee Luckham: look at how that can work out better for salt spring okay um where are we now trustee liaison

[0:54:41] Trustee Luckham: update from the honest just conservancy well

[0:54:44] Voice 10: our upcoming um conservancy meeting is may 30th and

[0:54:50] Voice 10: the agenda will go out today so i haven't had a chance to see it yet but i do know on the agenda

[0:54:55] Voice 10: will be discussion on the concert or the ecological well and it's a nature reserve

[0:55:04] Voice 10: on gabriela island soul quinch bay elder cedar which many people know and are very familiar with

[0:55:11] Voice 10: and so trustees have probably seen some news reports about the danger tree cutting

[0:55:19] Voice 10: that was undertaken it was planned and it's part of the management strategy

[0:55:26] Voice 10: that the co-covenant holders, NALT, GALT, and Islands Trust Conservancy developed.

[0:55:32] Voice 10: But the, anyway, at any rate, a number of trees were taken down along the main trail,

[0:55:40] Voice 10: I think about upwards of 45, and public concern, you know, was raised.

[0:55:48] Voice 10: There's significant public concern that were the trees all in danger of coming down?

[0:55:53] Voice 10: Why are they being cut down in an area that is about to be zoned as an ecological zone?

[0:55:59] Voice 10: What does ecological zoning even mean if we're cutting trees down?

[0:56:03] Voice 10: And those sorts of things.

[0:56:05] Voice 10: So that discussion is coming forward.

[0:56:07] Voice 10: And in a really timely way, we're also getting the referral from the Gabriela LTC about the definition of an ecological zone.

[0:56:17] Voice 10: What are the parameters?

[0:56:20] Voice 10: What does passive recreation look like?

[0:56:22] Voice 10: So we'll be discussing in a broader way how nature is conserved and what types of

[0:56:29] Voice 10: recreation should be allowed.

[0:56:30] Voice 10: And so I did walk the trail with ITC manager Kate Emmings and the president of the

[0:56:39] Voice 10: Gabriel Alandon Trails Trust, Hugh Skinner, at their invitation on Thursday.

[0:56:45] Voice 10: And we examined all the trees.

[0:56:46] Voice 10: and Kate is going to be doing a full report with in consultation with the tree faller and

[0:56:54] Voice 10: still getting more information it just it looks from this point of view at this moment that

[0:56:59] Voice 10: I think every one of the trees that we looked at except for maybe two had definite signs of

[0:57:07] Voice 10: rot and decay and fungus so they were indeed danger trees I don't think a massive it wasn't

[0:57:16] Voice 10: egregious and the tree faller was very experienced so he I believe he knew what he was doing and

[0:57:27] Voice 10: followed the management plan but the communication between the agencies and and the it could have

[0:57:34] Voice 10: been done better there are many things that could have been done better so we're going to be looking

[0:57:37] Voice 10: at that in terms of the processes the management the oversight and really the the way that we treat

[0:57:44] Voice 10: ecological zones um so yeah there's been considerable conversation on that and i think

[0:57:50] Voice 10: it has brought a ramifications for um the conservancy as a whole and how we develop

[0:57:58] Voice 10: management plans for these sensitive areas so looking forward to that and the agenda should

[0:58:04] Voice 10: come out today for the meeting on the 30th so yeah it's going to be good that's about all i

[0:58:10] Voice 10: have to report okay

[0:58:14] Voice 3: great thank you um yeah

[0:58:17] Trustee Luckham: learning opportunities okay so any questions

[0:58:23] Trustee Luckham: nope so let us continue on with the agenda then so we're moving now into bylaws for approval

[0:58:28] Trustee Luckham: and consideration this is the one another aspect of the executive committee's important work

[0:58:34] Trustee Luckham: um we've got three uh freedom of information administrative bylaws for us we do need to

[0:58:41] Trustee Luckham: actually um provide them in individual uh advancement of those three and i thought it

[0:58:49] Trustee Luckham: might be helpful um if uh just asked the uh uh regional director of planning services just to

[0:58:56] Trustee Luckham: give a quick um summary of what these foi uh bylaws are for the benefit of the public because

[0:59:04] Trustee Luckham: we've seen them before but we want to make sure that everybody understands what's going on and

[0:59:08] Trustee Luckham: And then I will just ask the chairs of each of the LTCs to bring the motion to the table for each of them.

[0:59:16] Trustee Luckham: So, Stefan Cermak, can you just address that real quick synopsis?

[0:59:21] Voice 6: Well, with respect, Chair Luckman, I'd like to ask David Marler to do it, unless you would like me to do it.

[0:59:27] Voice 6: I don't know if David is online.

[0:59:28] Trustee Luckham: Oh, whoever. No, that'd be fine by me, too.

[0:59:32] Trustee Luckham: So that's terrific. Thank you. Sorry for the misdirection there.

[0:59:36] Voice 5: No problem.

[0:59:37] Voice 5: Yeah, thank you. Yeah, so these are the Freedom of Information Protection of Privacy

[0:59:46] Voice 5: by-law updates. All local trust committees were asked to update their FOI by-laws. Trust

[0:59:53] Voice 5: Council adopted a model and that model was presented to each local trust committee.

[1:00:00] Voice 5: these for all the local trust committees. It's consistent with the one that Trust Council

[1:00:04] Voice 5: adopted for itself, and it simply brings the bylaws up to date with legislation and modern

[1:00:11] Voice 5: practices.

[1:00:14] Trustee Luckham: Okay, very good. So David Mott, I believe, direct vice chair of North Pender LTC,

[1:00:22] Trustee Luckham: could you make the first motion?

[1:00:24] Trustee Maude: Certainly. I move that the Islands Trust Executive Committee

[1:00:27] Trustee Maude: approved north pender island local trust committee bylaws number 233 said it is north island local

[1:00:33] Trustee Maude: trust committee freedom of information and protection of privacy bylaw number 223 2003

[1:00:38] Trustee Maude: in accordance with section 27 of the honest trust act thank

[1:00:43] Trustee Luckham: you sir do i have a seconder

[1:00:45] Trustee Luckham: trustee peterson thank you any discussion all those in favor raise your hands electronically

[1:00:51] Trustee Luckham: physically it looks like that all carries in favor um so uh let's go to south pender ltc

[1:00:59] Voice 3: and i believe that's trustee elliot so many

[1:01:06] Voice 10: buttons that the islands trust i move that

[1:01:09] Voice 10: the islands trust executive committee approved south pender island local trust committee

[1:01:13] Voice 10: bylaw number 128 cited as south pender island local trust committee freedom of information

[1:01:19] Voice 10: and protection of privacy bylaw number 128 2023 in accordance with section 27 of the islands trust

[1:01:25] Voice 10: Act.

[1:01:26] Trustee Luckham: Moved. I have a seconder. David Maude, thank you. Any discussion? All those in favor,

[1:01:32] Trustee Luckham: please raise your hands. And that carries unanimously as well. So Laskete Island LTC

[1:01:38] Trustee Luckham: by-law, also Vice Chair Elliott.

[1:01:41] Voice 10: I move that the, oh, just scrolling to it,

[1:01:46] Voice 10: Islands Trust Executive Committee approve Laskete Island Local Trust Committee by-law number 101,

[1:01:53] Voice 10: 1, cited as Laskete Island Local Trust Committee Freedom of Information and Protection of Privacy

[1:01:58] Voice 10: Bylaw Number 101-2023, in accordance with Section 27 of the Islands Trust Act.

[1:02:04] Trustee Luckham: All right. Do I have a seconder? Trustee Maude, thank you, sir. Any discussion? All those in

[1:02:11] Trustee Luckham: favor? And that also carries unanimously. Thank you, everybody. So 6.4 on page 49 of your agenda,

[1:02:19] Trustee Luckham: Agenda North Pender LTC bylaw number 223, 224 and 229,

[1:02:24] Trustee Luckham: all of which will have to be read independently.

[1:02:28] Trustee Luckham: And I'll ask Vice Chair Maud to take on that responsibility

[1:02:32] Trustee Luckham: and just ask Vice Chair Maud,

[1:02:34] Trustee Luckham: do you want to make a presentation on each one of these

[1:02:38] Trustee Luckham: as we go through?

[1:02:38] Trustee Luckham: Would you prefer staff support for that?

[1:02:41] Trustee Maude: Director Cervak, I think maybe has it in hand.

[1:02:44] Trustee Maude: It's a long progressive work by the LTC

[1:02:48] Trustee Maude: see and there's a lot of history there excellent

[1:02:51] Trustee Luckham: so stefan perhaps you could just summarize all

[1:02:54] Trustee Luckham: three of these and then i'll ask uh vice chair maude to move them

[1:02:57] Voice 6: certainly mr chair i'll do my

[1:03:00] Voice 6: best um i do have planner kim stockdale on standby in case i garble it so uh i i'm but i'm happy to

[1:03:07] Voice 6: lead you through the process as is now and this this project started with the north pender uh

[1:03:13] Voice 6: doing a land use bylaw review project which was started in 2019 and the focus there which I

[1:03:20] Voice 6: commend them for doing is looking to implement policies in the fish community plan that had yet

[1:03:25] Voice 6: to be implemented and so they amended the land use bylaw they did a lot of community engagement

[1:03:31] Voice 6: and hence you have you created bylaw 224 and then through the process they realized they wanted to

[1:03:39] Voice 6: change a few of the other ocp amendments so they've done that in crafting 223 and then those

[1:03:46] Voice 6: two were amending uh out of that process and then a few sort of um i'll say stragglers came on and

[1:03:54] Voice 6: they wanted to address through bylaw 229 to catch it to catch some other amendments now it's long

[1:04:00] Voice 6: and specific and like i said i'm kind of butchering it a tiny bit but uh it's been a long

[1:04:04] Voice 6: process since 2019 to amend the to implement the ocp amendments um into land use bylaw format and

[1:04:11] Voice 6: as well they've implemented you can see that the new um uh the new land use bylaw format

[1:04:19] Voice 6: uh is is included here so when doing a complete amendment this is the format that does it will

[1:04:25] Voice 6: be recommended to all ltcs so perhaps uh vice chair maude would like to add to that or i can

[1:04:30] Voice 6: even call uh planner or stock till and ask for her assistance it's the pleasure of the chair

[1:04:36] Trustee Maude: i don't have a lot to add i don't know if anybody said any questions or planner stock till has

[1:04:41] Trustee Maude: certainly got a lot of time invested in this and probably the best answer any questions

[1:04:45] Trustee Maude: indeed

[1:04:45] Trustee Luckham: any questions from the vice chairs with respect to these three bylaws uh vice chair elliott

[1:04:54] Trustee Luckham: So

[1:04:54] Voice 10: I'll just note that in the referral process, LEACs and First Nation responded with some concerns.

[1:05:02] Voice 10: concerns and so i'm wondering how in framing the you know once this bylaw is endorsed by us and

[1:05:09] Voice 10: passed on to the minister if those concerns are have been addressed or like are we going to get

[1:05:18] Voice 10: feedback that's that's going to say have you done sufficient sufficient engagement with the first

[1:05:24] Voice 10: nations in in this area that's

[1:05:28] Voice 6: an excellent question i don't have the direct answer other

[1:05:31] Voice 6: than to know that staff have been in ongoing communication with the ministry staff so i don't

[1:05:36] Voice 6: believe there would be any surprises but the surprise sometimes comes from ministry staff

[1:05:40] Voice 6: talking to the new minister and then we can't anticipate what that conversation is but if you

[1:05:46] Voice 6: like i could again send a message and i think i'll do that to the planner and see if she's willing to

[1:05:54] Voice 6: answer that question because that deserves a solid reply give

[1:06:00] Voice 3: me a sec so

[1:06:05] Trustee Luckham: maybe while we're

[1:06:07] Trustee Luckham: waiting for that thank you uh vice chair elliott for asking that question i too wanted to ask

[1:06:13] Trustee Luckham: uh around that um primarily whether or not the response that we see in our report here has been

[1:06:22] Trustee Luckham: been communicated to the LIAXN that the housing was not directly addressed, and the other

[1:06:31] Trustee Luckham: item in there associated with UNDRIP requirements, which are not necessarily included in our

[1:06:43] Trustee Luckham: are presently included in our policy statement compliance requirements, nor in our legislative

[1:06:54] Trustee Luckham: process. And I think we do want to be sure that although we may be confident that this is what

[1:07:05] Trustee Luckham: we can do at this time, that it doesn't necessarily pave the road for a better relationship with

[1:07:12] Trustee Luckham: nations when it appears on occasion that we're not taking their comments back to us

[1:07:18] Trustee Luckham: in a meaningful way and so uh let's see what kim stockdale has to say maybe you heard part of what

[1:07:26] Trustee Luckham: i just said um and what uh trustee elliott said otherwise i can get certainly trustee elliott

[1:07:32] Trustee Luckham: vice chair elliott to re-ask the question uh

[1:07:35] Voice 2: thank you chair locke i did get a bit of that

[1:07:38] Voice 2: question and as the chair has mentioned that the aspects that were identified by laxin

[1:07:47] Voice 2: are not a part of this project and that's something that we want to communicate

[1:07:52] Voice 2: not only back to liaxin but also to the ministry staff so um honest trust staff are planning to

[1:08:00] Voice 2: schedule a meeting with the ministry to ensure that they are aware of that communication

[1:08:04] Voice 2: And I think it's also important to also communicate with LIAXN just to let them know that their comments have been received and that they are not a part of this project, but they've been identified as potentially future items the LTC could consider.

[1:08:23] Voice 3: Right. Okay, so thank you for that.

[1:08:26] Trustee Luckham: You know, it's interesting in that that puts us, the executive committee anyway, puts us in a difficult position.

[1:08:33] Trustee Luckham: And if that communication has not happened, then with LIAXON, not so much the ministry, but with LIAXON, then it's just a perception, right, that we haven't had that consultation fully at this time prior to approving it.

[1:08:54] Trustee Luckham: and um wonder if there's any thoughts from anybody in the organization with respect to uh

[1:09:01] Trustee Luckham: how to advance this

[1:09:03] Voice 3: in a respectful way trustee peterson you have something to offer there

[1:09:12] Voice 3: yeah thank

[1:09:14] Voice 12: you um so i think this uh from my perspective anyway this this uh relates to the

[1:09:23] Voice 12: the request from the galliano local uh trust committee that i that i brought up earlier

[1:09:29] Voice 12: and you know we are we are in a and it's always difficult um as local trust committees

[1:09:38] Voice 12: get especially getting uh i'm not sure what the timeline was on this but i've had two experiences

[1:09:45] Voice 12: where local trust committees have gotten um fairly late uh referral responses from nations and

[1:09:55] Voice 12: And so I'm just saying it goes back to this question of how are we doing referral and how can we do it better?

[1:10:02] Voice 12: And certainly we need to work with the ministry on this, because if if we are to be responsive and for the and for the First Nation referral process to to be meaningful and to be seen to be meaningful,

[1:10:21] Voice 12: meaningful um we need we need to do what we're doing uh somehow or find a way to to do this a

[1:10:29] Voice 12: bit better so that uh there isn't that perception that we're just sort of rubber stamping and moving

[1:10:35] Voice 12: along um in regards to this particular item in front of us uh maybe i'll just ask uh planner

[1:10:45] Voice 12: and our Stockdale, but I would not be uncomfortable at all

[1:10:51] Voice 12: at deferring the approval of these by the executive

[1:10:58] Voice 12: deferring it to our June meeting

[1:11:01] Voice 12: and give staff the ability to contact the First Nation

[1:11:09] Voice 12: in the intervening time.

[1:11:11] Voice 12: So that's just my thoughts.

[1:11:14] Trustee Luckham: okay thank you and so maybe we'll just ask staff about that but i would also like to note that

[1:11:20] Trustee Luckham: what's critical in this is i think there's a 30-day um period that if it lapses it's

[1:11:30] Trustee Luckham: it's presumed that the executive committee has passed it and so uh stefan cermak

[1:11:36] Trustee Luckham: perhaps yourself or if you'd like to redirect at the kin that'd be great

[1:11:42] Voice 6: Well, pardon me, I assume you're referring to the referral from the, it has to get to

[1:11:47] Voice 6: you in a timely manner from the moment that the LTC is passed third reading.

[1:11:52] Voice 6: And you're right, it's supposed to get to you in 30 days.

[1:11:55] Voice 6: But if you defer that decision, you've got it.

[1:11:57] Voice 6: So you can defer further consideration if you wish.

[1:12:00] Voice 6: That's up to the executive committee.

[1:12:03] Voice 6: At least you have it now.

[1:12:04] Voice 6: So we've met that timeline.

[1:12:07] Trustee Luckham: Well, actually, I thought there was a requirement for a decision by.

[1:12:10] Trustee Luckham: Oh,

[1:12:11] Voice 6: well, if that is correct, then I stand corrected.

[1:12:13] Voice 6: I see CAO Hudson-Pillar.

[1:12:15] Voice 6: Well,

[1:12:15] Voice 11: we'll have to investigate that to be perfectly sure.

[1:12:18] Voice 11: And perhaps David Marler would be able to assist us with that one.

[1:12:23] Voice 11: I guess, if I may, Mr. Chair?

[1:12:25] Trustee Luckham: Yes.

[1:12:26] Voice 11: So has the LTC contemplated the response from LIAX and discussed it?

[1:12:34] Voice 11: i guess that'd be a question to stefan and kim um around receiving that information and then

[1:12:43] Voice 11: going yes noting that and and saying that as we proceed in the future or i don't know what

[1:12:49] Voice 11: they'd say um but um to incorporate some of those concerns um or was it um not contemplated by them

[1:12:58] Voice 11: by the ltc so

[1:13:00] Voice 2: when when um if i may through the chair um when this uh comment was received it was

[1:13:08] Voice 2: actually received back last year in august so the ltc would have received those comments then

[1:13:13] Voice 2: and then they were also included in our bylaw referral summary that went to or that's included

[1:13:20] Voice 2: and in our public hearing binder that would have been early this month in terms of if there was a

[1:13:28] Voice 2: further discussion on that correspondence to my recollection there wasn't but I think that was

[1:13:35] Voice 2: because that these items weren't currently being addressed in the project the LTC didn't mention

[1:13:42] Voice 2: specifically about including these items in a future projects list but my understanding that

[1:13:48] Voice 2: there is now a potential for looking at affordable housing right

[1:13:54] Voice 11: so i'm just considering whether you

[1:13:56] Voice 11: know if ec declines to approve these it's then what what are you asking the ltc to do

[1:14:09] Voice 11: um to contemplate these matters further um or to wait for a correspondence that we'd be providing

[1:14:18] Voice 11: to the ministry um or or would it be a redirection so

[1:14:26] Voice 3: is that question to the executive committee

[1:14:28] Voice 3: so well

[1:14:29] Voice 11: it is because i think you brought up the question of what if we um do this i'm just trying

[1:14:34] Voice 11: to get at what would what would the action be between now and sometime when you see it again

[1:14:41] Voice 11: associated with well

[1:14:44] Trustee Luckham: we would not see it again right um if we advance these today and so the

[1:14:50] Trustee Luckham: The question is, is that the response, it sounds like that the information that's in

[1:14:57] Trustee Luckham: our report here, which says that the housing is not in the, for instance, the two items,

[1:15:04] Trustee Luckham: is not within the purview of the bylaws, that has not been communicated to LIACS, and we

[1:15:11] Trustee Luckham: haven't had feedback from them with respect to that satisfies their concerns about these

[1:15:16] Trustee Luckham: bylaws.

[1:15:17] Trustee Luckham: Certainly, they didn't object.

[1:15:18] Trustee Luckham: they just said that they had concerns so it's just a it's a bit of weight on our shoulders

[1:15:24] Trustee Luckham: to determine whether or not we followed the a full process here yeah

[1:15:33] Voice 3: you understand the challenge

[1:15:36] Voice 3: I

[1:15:38] Voice 11: do and I think that I think I you know just reading the communication it's it's

[1:15:45] Voice 11: valuable and we have to start building those elements into our official community plans and

[1:15:50] Voice 11: our um local land use bylaws i i don't know how specific this is in terms of the um in terms of

[1:16:03] Voice 11: the ltc um menu i think that's a significant project yeah um

[1:16:09] Voice 11: to move forward but certainly

[1:16:11] Voice 11: they're pointing out um housing needs and how those are going to be adapted into future

[1:16:15] Voice 11: your documentation okay

[1:16:20] Voice 3: um i just want to

[1:16:22] Trustee Luckham: i got two things to add one i want to be careful uh

[1:16:27] Trustee Luckham: tim particularly about um that when we say that the correspondence was received late i'm not

[1:16:36] Trustee Luckham: sure that it was or wasn't but um and certainly on occasion we do get late what we think of as

[1:16:43] Trustee Luckham: being late responses but of course our timeline uh for responding to things is different than

[1:16:49] Trustee Luckham: the ability for any given nation to respond to our referral process and that has been addressed

[1:16:56] Trustee Luckham: as something we need to look at more closely um but i guess that what i think um if uh the

[1:17:05] Trustee Luckham: planning staff are going to be communicating with liacson with respect to these bylaws

[1:17:10] Trustee Luckham: I am satisfied that I certainly understand that the concerns that were expressed are not inherently addressed directly in these bylaw amendments.

[1:17:26] Trustee Luckham: amendments, but I would want LACs to know that Executive Committee was, be expressed

[1:17:33] Trustee Luckham: to LACs, and that Executive Committee did have concerns with potential understanding

[1:17:40] Trustee Luckham: of the bylaws, and perhaps has proceeded with the bylaws according to our legislative requirements,

[1:17:49] Trustee Luckham: requirements but certainly want to work towards establishing a better process

[1:17:54] Trustee Luckham: um as long as and I'm certain that that is the intention of the planning staff to to undertake

[1:18:00] Trustee Luckham: that um but I don't either want to hold this up um um any more than is necessary but that would

[1:18:10] Trustee Luckham: be up to all of the vice chairs to determine how we want to proceed on this so I'm going to look

[1:18:14] Trustee Luckham: for a motion here to advance this um if we can or of some kind um and then proceed accordingly so

[1:18:22] Trustee Luckham: i see trustee elliott's hand up and again trustee peterson uh

[1:18:26] Voice 10: trustee peterson is first um do we

[1:18:28] Voice 10: need to advance this to have more discussion because i still have one point that i'd like

[1:18:34] Voice 10: to just um well

[1:18:36] Trustee Luckham: a motion needs to be made one way or the other of

[1:18:40] Voice 10: course yeah uh trustee peterson

[1:18:42] Voice 10: and you had your hand up first did you have comments uh

[1:18:49] Voice 12: through the chair uh i just wanted

[1:18:51] Voice 12: to clarify that i wasn't suggesting there was late correspondence on on this item but that

[1:18:56] Voice 12: that has happened in the past and and also just to to clarify that um in terms of being

[1:19:04] Voice 12: my only concern is in terms of being respectful that uh sending correspondence to the nation

[1:19:13] Voice 12: after we have advanced this doesn't feel to me as respectful as sending the correspondence

[1:19:19] Voice 12: and then advancing it so that was just where I was coming from on this and

[1:19:26] Trustee Luckham: you're absolutely

[1:19:27] Trustee Luckham: right thank you sir so um uh vice chair mod as chair of the LTC would you like to make a motion

[1:19:35] Trustee Luckham: at this time based upon your uh perception of the conversation I

[1:19:42] Trustee Maude: guess well I'll make a motion

[1:19:43] Trustee Maude: And then we can discuss from there as to whether or not we want to proceed or not.

[1:19:47] Trustee Maude: I believe that's the appropriate procedure.

[1:19:49] Trustee Maude: So I will move that the Islands Trust Executive approve North Island Pender Island Local Trust

[1:19:55] Trustee Maude: Committee bylaw number 223, cited as North Pender Island Official Community Plan bylaw

[1:20:00] Trustee Maude: number 171, 2007, amendment number 1, 2021, in accordance with section 27 of the Islands

[1:20:08] Trustee Maude: Trust Act.

[1:20:09] Trustee Maude: you

[1:20:10] Trustee Luckham: have a seconder a second by trustee elliott thank you vice chair elliott um so uh is there

[1:20:16] Trustee Luckham: any further discussion or should we just go to the vote uh vice chair elliott so

[1:20:22] Voice 10: i i wonder if

[1:20:24] Voice 10: how can we contextualize this approval of the bylaw in terms of this is forwarded to the

[1:20:34] Voice 10: Minister, I'm just still trying to understand the process. And can we say something like in the

[1:20:40] Voice 10: cover letter, that in this engagement, you know, their concerns do not reflect directly on the

[1:20:50] Voice 10: contents of this bylaw, but will be taken into consideration, certainly as we draft future bylaws.

[1:20:58] Voice 10: And we look forward to working with the Ministry on improving our processes of referrals and

[1:21:04] Voice 10: engagements with first nations it's just something of the the tone that we're we've taken

[1:21:10] Voice 10: these into their considerations into account we're not dismissing them out of hand they don't

[1:21:17] Voice 10: necessarily apply to this bylaw but we recognize that we want to continue to engage in in good

[1:21:27] Voice 10: faith and we welcome the feedback from the ministry on how we could do this better something like that

[1:21:33] Voice 10: like it not just saying your concerns don't apply to this bylaw right

[1:21:39] Trustee Luckham: thank you for that uh

[1:21:43] Trustee Luckham: suggestion and so this is kind of uh back to structured decision making um we didn't

[1:21:48] Trustee Luckham: necessarily end up in the right place associated with moving this but it does strike me that if

[1:21:53] Trustee Luckham: indeed we advance this motion that's on the floor that what you've just suggested might

[1:21:57] Trustee Luckham: there might be another motion that could be made

[1:21:59] Trustee Luckham: that that remark from the LTC

[1:22:04] Trustee Luckham: be forwarded to the minister and to Laxon.

[1:22:09] Trustee Luckham: So is there any further discussion on this motion

[1:22:12] Trustee Luckham: on the floor, Tim Peterson?

[1:22:16] Voice 12: Yeah, thank you.

[1:22:17] Voice 12: So I just wanted to check in because I heard,

[1:22:21] Voice 12: we heard from staff that, you know,

[1:22:25] Voice 12: the potential for a deferral doesn't interfere with the,

[1:22:30] Voice 12: the statutory timelines there,

[1:22:32] Voice 12: but maybe we could hear from the chair or planning staff

[1:22:39] Voice 12: in terms of what deferral till to June might,

[1:22:48] Voice 12: implications at the LTC level.

[1:22:50] Trustee Luckham: So is Director Marler online?

[1:22:54] Trustee Luckham: I think that that was, I didn't hear anybody else say

[1:22:59] Trustee Luckham: that they had a complete answer to that.

[1:23:00] Trustee Luckham: David Marler.

[1:23:01] Voice 5: Yeah, I'm here. Is that the question? Can you repeat the question for me,

[1:23:06] Voice 5: please?

[1:23:06] Trustee Luckham: If the EC does not advance this motion today, is there a 30-day,

[1:23:13] Trustee Luckham: would the 30 days be lapsed that would automatically advance this motion? Or what's

[1:23:19] Trustee Luckham: the status on that 30 days to process the bylaws?

[1:23:25] Voice 5: Yeah, so you have 30 days to make the decision

[1:23:29] Voice 5: from the time that the secretary receives it,

[1:23:32] Voice 5: which is when Laurie would have added it

[1:23:34] Voice 5: to your agenda package.

[1:23:35] Voice 5: So it's a few days ago.

[1:23:37] Voice 5: So you have 30 days to make a decision.

[1:23:40] Voice 5: And if you don't make a decision,

[1:23:42] Voice 5: it's deemed to be approved.

[1:23:43] Voice 5: So if you would like to ask for additional information

[1:23:47] Voice 5: or provide direction to the local trust committee

[1:23:50] Voice 5: as to what they need to do to get your support,

[1:23:54] Voice 5: you could make that decision today

[1:23:56] Voice 5: or you could delay this,

[1:23:58] Voice 5: but you would probably want to consider again before that 30 days is up okay

[1:24:05] Trustee Luckham: so then that

[1:24:05] Trustee Luckham: sounds to me david that um if we received it two days ago we've got 28 days to uh make a decision

[1:24:12] Trustee Luckham: and that we could probably do that within the time frame of our next meeting um if necessary

[1:24:19] Trustee Luckham: um and maybe look for a nod on that our next meeting date is um june 14th

[1:24:29] Trustee Luckham: june 14th so

[1:24:31] Voice 3: So it would be very, very close, I think.

[1:24:39] Voice 3: So I don't know what to

[1:24:42] Trustee Luckham: do about that,

[1:24:43] Trustee Luckham: but I was gonna suggest that we defer this until,

[1:24:48] Trustee Luckham: that this motion be deferred until we've,

[1:24:51] Trustee Luckham: that consultation with LACs and with respect to this motion

[1:24:55] Trustee Luckham: has been concluded, but that may be amorphous.

[1:25:04] Voice 5: yeah i think uh given uh laurie was it received two days ago and if it was then the 14th is within

[1:25:11] Voice 5: the 30 days so that's totally okay okay yeah if you don't want to um risk that you could

[1:25:18] Voice 5: pass the resolution going back to local trust committee letting them know that there's

[1:25:23] Voice 5: consultation missing and you would like to receive that before you you know consider it any further

[1:25:31] Voice 5: that would then you've made a decision at that point which is to refuse the bylaw on the basis

[1:25:36] Voice 5: that there's information missing and that was

[1:25:41] Voice 5: the 30-day count okay

[1:25:43] Trustee Luckham: so then that then helps

[1:25:47] Trustee Luckham: david thank you that if we feel that that consultation is important and missing then

[1:25:52] Trustee Luckham: that provides us the opportunity to return it to the ltc to await that final uh communication

[1:25:58] Trustee Luckham: communication. Correct.

[1:26:00] Trustee Luckham: Okay. Thank you, David. So thank you, everybody, for this conversation.

[1:26:05] Trustee Luckham: Vice Chair Elliott?

[1:26:07] Voice 10: I do have a question. So is there another, is there an option to refer it

[1:26:12] Voice 10: back to them with a request? Not saying that consultation has been, is lacking or missing, but

[1:26:19] Voice 10: we approve this bylaw, but require a request that you go back to LIACS and, you know,

[1:26:31] Voice 10: follow up with that referral and the conversation so like could we do the work and then but say oh

[1:26:37] Voice 10: ltc you you know it'd be great if you could send a letter back to the nation and say

[1:26:43] Voice 10: you know this is this is what we heard so

[1:26:47] Trustee Luckham: david um again legislatively um

[1:26:52] Trustee Luckham: would that meet our our legislative requirement that we would approve it

[1:26:58] Trustee Luckham: with the recommendation for the LTC

[1:27:01] Trustee Luckham: to follow up on the consultation with LIACCIN?

[1:27:06] Voice 5: So to be clear, once you approve it, it's approved.

[1:27:11] Voice 5: So there's no conditions on the approval.

[1:27:14] Voice 5: So the only thing you can put conditions on is a refusal

[1:27:19] Voice 5: and you're required if you refuse to specify

[1:27:23] Voice 5: what the local trust committee has to do

[1:27:24] Voice 5: to get your approval.

[1:27:26] Voice 5: So in this case, you would be refusing it

[1:27:29] Voice 5: on the basis of um consultation with first nations and the local trust committee needs to do and tell

[1:27:36] Voice 5: them what they need to do in order for them to receive your consideration of approval which is

[1:27:43] Voice 5: you know more opportunity for consultation and that's totally within your jurisdiction

[1:27:50] Voice 5: so

[1:27:51] Trustee Luckham: therefore we would if that's the desire of the ltc we would have to turn that we would

[1:27:56] Trustee Luckham: you'd have to defeat this motion and then create a new motion to advance it in that fashion.

[1:28:01] Trustee Luckham: And let me just confirm through the planning staff that the LTC was aware of the LIAXM concerns

[1:28:13] Trustee Luckham: prior to advancing it to us. Yes. Okay. All right. So, Vice Chairs, if there's no further

[1:28:22] Trustee Luckham: the discussion um i i would call for the vote david your hand down um call for the vote on um

[1:28:29] Trustee Luckham: this unless you had something to add david no okay so i'll call for the vote on the motion that's on

[1:28:37] Trustee Luckham: the floor and it's the one that's in your agenda packages uh though all those in favor please raise

[1:28:41] Trustee Luckham: your hand i'm

[1:28:45] Voice 3: seeing one in favor those opposed so

[1:28:50] Trustee Luckham: that's three opposed sorry about that david um

[1:28:53] Trustee Luckham: Um, but here we are. So that's opposed. So I need another motion now. And perhaps trustee

[1:28:59] Trustee Luckham: Elliott, you have that in your mind already.

[1:29:04] Voice 10: Oh, lovely.

[1:29:07] Voice 10: Love saying things. I'm not so great at crafting motions yet. Um, but I, okay. Let's think.

[1:29:15] Voice 10: Does anybody else have one in mind before I? Well,

[1:29:18] Trustee Luckham: it wouldn't be unreasonable to look for

[1:29:20] Trustee Luckham: for staff I think in the report usually there is an alternative listed at the end and perhaps

[1:29:26] Trustee Luckham: you'll find that there oh

[1:29:28] Voice 10: on 248 or whatever it is well

[1:29:32] Trustee Luckham: yeah it's certain no it's not 248

[1:29:39] Trustee Luckham: 202 I think I heard say okay thanks

[1:29:41] Trustee Luckham: 52 52

[1:29:44] Voice 10: oh

[1:29:45] Trustee Luckham: page 52 thank you 52

[1:29:50] Voice 6: okay and if I may Mr. Chair just a moment yes I don't think you've got a resolution on the table

[1:29:57] Voice 6: so I just wanted to point out that

[1:29:59] Voice 6: Thank you.

[1:30:00] Voice 6: that when the bylaws refer to EC,

[1:30:02] Voice 6: it's for concurrence of the policy statement.

[1:30:05] Voice 7: And

[1:30:06] Voice 6: so that's what your alternative recommendation is,

[1:30:09] Voice 6: is to say that you've determined, EC is determined,

[1:30:12] Voice 6: that the bylaw is contrary to the policy statement

[1:30:16] Voice 6: and then to list the following reasons.

[1:30:18] Voice 6: So the alternative recommendation you're gonna see there

[1:30:22] Voice 6: will only help in so much to begin the resolution

[1:30:25] Voice 6: and say that the EC turns down the bylaw,

[1:30:30] Voice 6: but you will still have to list your following reasons.

[1:30:31] Voice 6: But there was no contemplation of including

[1:30:33] Voice 6: because of presumably it's the First Nations declaration,

[1:30:37] Voice 6: the declaration you made for UNDRIP.

[1:30:40] Trustee Luckham: Yeah, this is a very gray area.

[1:30:43] Trustee Luckham: We're going outside of the reach of the executive committee.

[1:30:47] Voice 5: Well, if I may, Mr. Chair.

[1:30:50] Voice 5: Yeah, so I mean, definitely the policy statement

[1:30:54] Voice 5: is your primary thing that you're looking at.

[1:30:56] Voice 5: and the legislation says the executive committee cannot approve a bylaw that is contrary to or at

[1:31:03] Voice 5: variance with the policy statement so there is a restriction around approval of bylaws in respect

[1:31:09] Voice 5: to the policy statement however your legislation doesn't limit you to just considering the policy

[1:31:15] Voice 5: statement when you're considering whether or not to approve a bylaw because you're tasked with this

[1:31:23] Voice 5: by council essentially you're acting for council on approval of bylaws you can also consider

[1:31:28] Voice 5: other things that are important to trust council reconciliation is one of them budget could be

[1:31:35] Voice 5: another one impacts on staff things like that so yeah the staff report focuses on the policy

[1:31:41] Voice 5: statement because that's the what we're trying to do is say whether or not it's consistent with

[1:31:46] Voice 5: policy statement so the alternative probably doesn't address this particular issue so for

[1:31:52] Voice 5: an alternative it would be something like that the executive committee send back the bylaw to

[1:32:00] Voice 5: the local trust committee and request that they do the following right something like that so we can

[1:32:08] Voice 5: help you with that wording if you're going to delay this to the afternoon we could come up

[1:32:13] Voice 5: with some wording for you over lunch and then bring it back onto the agenda okay thank you

[1:32:20] Trustee Luckham: david for that offer uh vice chair elliott do you want to proceed or wait for that to come back to

[1:32:24] Trustee Luckham: us i

[1:32:25] Voice 10: i think we should wait because i i don't want to constrain the ltc they want to move forward with

[1:32:29] Voice 10: this business but we want to set the frame that it's it is our dude that is what early and

[1:32:36] Voice 10: meaningful consultation looks like and when a nation comes back with concerns even if they're

[1:32:41] Voice 10: not you know addressing that bylaw you go back to them and say here's what we heard and you know

[1:32:48] Voice 10: here's where this, your concerns will come into play. So I really think this needs to be thought

[1:32:53] Voice 10: through and would appreciate staff helping us with improving this process.

[1:32:59] Trustee Luckham: Okay. So Stefan and David

[1:33:02] Trustee Luckham: and Kim, can you put your heads together and come back with a suggestion for advancement? So then

[1:33:08] Trustee Luckham: I'm going to move beyond the bylaw referrals then at this point and not address items two and three

[1:33:14] Trustee Luckham: at this time because i think that that it's all uh part and parcel of that um and if that's all

[1:33:22] Trustee Luckham: right then i'll go move on to trust council meeting preparation you want to take a five

[1:33:25] Trustee Luckham: minute break um refresh our water do

[1:33:29] Voice 11: you mind if it's seven to ten chair locum it's just hard to

[1:33:32] Voice 11: get anything going in five minutes oh

[1:33:35] Trustee Luckham: yeah so yeah 10 minutes is fine yeah so let's have a 10 minute

[1:33:38] Trustee Luckham: recess,

[1:33:39] Voice 3: and we'll come back at 1048. Thank you. David, I see you online there. Just a quick

[1:41:56] Voice 3: question.

[1:41:57] Trustee Luckham: Am I correct in thinking that bylaws number 224 and 229 should be deferred in parallel

[1:42:06] Trustee Luckham: with 223, or could they be approved independent? Is LAX concerned only with the OCP, or was it

[1:42:16] Trustee Luckham: but also with those other bylaws?

[1:42:18] Voice 5: I'm not aware of the concern of Laxon,

[1:42:21] Voice 5: but if the concern is with the LCP,

[1:42:24] Voice 5: the other two bylaws are relying on the LCP amendment

[1:42:27] Voice 5: before they become legal.

[1:42:29] Voice 5: They cannot be adopted until the LCP has been adopted.

[1:42:32] Voice 5: Right.

[1:42:33] Voice 5: Yeah.

[1:42:35] Trustee Luckham: That clarifies my thoughts,

[1:42:37] Trustee Luckham: because you're right, the

[1:42:38] Trustee Luckham: LCP has to be approved

[1:42:39] Trustee Luckham: before the LCP is going to be approved.

[1:42:43] Voice 5: Okay. Correct.

[1:42:44] Voice 5: Correct. Yeah. So for the other two, I would, the safest thing is to return all three because

[1:42:54] Voice 5: they're related. You obviously cannot approve the land use bylaws because it became inconsistent

[1:43:03] Voice 5: with the LCP. So you could return it just on the basis that you can't approve those two until the

[1:43:08] Voice 5: LCP is resolved.

[1:43:09] Trustee Luckham: Right. So therefore then I could probably just by general consent defer

[1:43:14] Trustee Luckham: defer items two and three until we have uh the bylaw 223 returned to us i

[1:43:21] Voice 5: chat like i would

[1:43:22] Voice 5: actually return all three because if you just defer it that 30 days still ticking for the two

[1:43:27] Voice 5: bylaws that you haven't dealt with so i don't

[1:43:30] Voice 5: yeah you don't want those to be deemed approved

[1:43:33] Voice 5: when you've got an lcp that's it would then yeah it's a problem we're

[1:43:40] Voice 11: working on an options

[1:43:41] Voice 5: options to bring

[1:43:43] Voice 11: forward to you okay yeah

[1:43:45] Voice 5: i've got some waiting after

[1:43:46] Voice 11: lunch and uh we're discussing

[1:43:48] Voice 11: with the planning staff so yeah david let's make sure that happens okay yeah i'll just continue

[1:43:54] Trustee Luckham: i'll continue with trust council meeting preparation thank you yeah we are at 10 48

[1:44:01] Trustee Luckham: and i'm assuming that everybody is returned there's trustee elliott's camera excellent good

[1:44:10] Trustee Luckham: Good show. Okay, so Trust Council meeting preparation, our next big work program item

[1:44:15] Trustee Luckham: here today. The first item there is the Trust Council June 3rd day, three-day draft schedule

[1:44:22] Trustee Luckham: on page 210. And perhaps I'll just start off with the CAO to introduce this and then see if there's

[1:44:31] Trustee Luckham: any questions or clarity or alterations that are necessary. CAO Hudson-Pillar, over to you.

[1:44:37] Voice 11: Okay, thanks very much. And David, you've got your hand up.

[1:44:40] Voice 11: just letting you know there um so yeah indeed so at this meeting and your next meeting you'll be

[1:44:49] Voice 11: so we're a meeting ahead of the of the full trust council approval process so in in i think it's

[1:44:55] Voice 11: kind of nice to get a whole ahead of some of these pieces and then sort of do them ultimately you'll

[1:45:00] Voice 11: see this again i would suggest um at i think it's the 24th is your next meeting yep let me just

[1:45:06] Voice 11: just check that um 14 14 sorry 14th of june thank you so you would see all this again but this is a

[1:45:16] Voice 11: chance to get sort of pre-approval or some uh a look at some pieces um you've got uh so in that

[1:45:21] Voice 11: light i'll make a number of comments uh you've already seen this and provided a bit of a look

[1:45:29] Voice 11: look at it but here is the uh the schedule and what we don't know if we start on the on the

[1:45:38] Voice 11: tuesday is we don't know what the reporting's coming out of the governance committee at this

[1:45:44] Voice 11: point so it's hard to know so that you know we've given about 45 minutes there but on monday they're

[1:45:51] Voice 11: meeting and discussing their work and they may or may not want to communicate their work to you or

[1:45:57] Voice 11: or talk with trust counsel in some way.

[1:45:59] Voice 11: So that's something you'll refine at your next meeting on June.

[1:46:04] Voice 11: And now I'm going to, then we move into, you know,

[1:46:06] Voice 11: if the theme here is a reconciliation work with Brent Mueller,

[1:46:10] Voice 11: and that's that session on the Wednesday afternoon,

[1:46:13] Voice 11: but also that the strategic planning session.

[1:46:17] Voice 11: And I want to describe to you an approach that you're finding on this

[1:46:21] Voice 11: schedule.

[1:46:22] Voice 11: You'll recall over the last couple of weeks and a couple of meetings,

[1:46:25] Voice 11: we've been talking about the EC work plan.

[1:46:28] Voice 11: And we've updated that.

[1:46:29] Voice 11: And as part of that, the strategic planning process with the Allens Trust, and that there's

[1:46:34] Voice 11: two or three bodies at the trust that are working on those things and moving things

[1:46:38] Voice 11: forward, which is great.

[1:46:40] Voice 11: So then the question is, how do we undertake and describe the situation and provide a meaningful

[1:46:47] Voice 11: update to trust counsel, to trustees that are showing up at this meeting?

[1:46:52] Voice 11: So you've already passed some motions.

[1:46:54] Voice 11: I'm going to describe to you how it's appearing on this agenda.

[1:47:01] Voice 11: So under strategic plan overview report,

[1:47:05] Voice 11: you've got a report that you're going to look at in a couple of minutes,

[1:47:08] Voice 11: which is supposed to be just a simple overview of what I've just described,

[1:47:13] Voice 11: who's doing what and what the strategic options are for the Islands Trust,

[1:47:19] Voice 11: the corporate planning process,

[1:47:21] Voice 11: and also makes the point that we do have a year that we need to budget for.

[1:47:25] Voice 11: let's look at some strategic priorities. Are we agreed? Yeah.

[1:47:30] Voice 11: Yes. So I want to know whether you

[1:47:32] Voice 11: think this approach is appropriate. So that would occur on the Tuesday. Then on the Wednesday

[1:47:41] Voice 11: morning, we would undertake the SWOT analysis, which we've discussed. And then there would be

[1:47:45] Voice 11: a report, which you don't have yet, which would summarize the current strategic projects and ask

[1:47:50] Voice 11: trustees, what do you want to move into the budget cycle for this coming year? And then hopefully,

[1:47:56] Voice 11: as the corporate planning process matures um those two things will meet and in the in the future year

[1:48:03] Voice 11: we'll um you know 25 26 we'd be talking about a fully vetted corporate planning process of some

[1:48:10] Voice 11: sort so that's what's being suggested to that end we rearrange the timing to give more time

[1:48:17] Voice 11: at for the strategic planning session at 9 30 that still may not might not be enough time

[1:48:25] Voice 11: So you might want to think that over.

[1:48:29] Voice 11: I'll also point out to you that the nine o'clock admin finance services, trust area services and planning services, unlike other trust councils, there aren't any big projects from either one of those that are landing at this trust council.

[1:48:45] Voice 11: It's ongoing work and it's updates, but we're not getting the policy statement to look at.

[1:48:50] Voice 11: We're not getting the bylaw enforcement report to review.

[1:48:53] Voice 11: Those are updates.

[1:48:54] Voice 11: So I think you've got some room there to play with timing if you wanted to make the strategic planning session maybe a little more robust or provide more air around that.

[1:49:06] Voice 11: I think that's something you might want to think about.

[1:49:07] Voice 11: You've got today to think about it, but you also have next, you know, on the 14th as well.

[1:49:11] Voice 11: well. And in the meantime, I'm working on the actual details with the management staff and

[1:49:18] Voice 11: others around, you know, delivering the SWAT, delivering the sessions for the Wednesday.

[1:49:28] Voice 11: So that's a bit of an overview. We have an hour for delegations and public comment in the middle.

[1:49:33] Voice 11: And of course, all indications are that the presentation by the ministry around the

[1:49:39] Voice 11: reconciliation efforts is going to be valuable um trustee mods heard it so we're hoping to replicate

[1:49:46] Voice 11: that quality with having brent mueller in and of course we do have the election for the

[1:49:51] Voice 11: conservancy board member really that's about it mr chair just

[1:49:55] Trustee Luckham: thank you for that summary and so in

[1:49:58] Trustee Luckham: indeed we will be seeing this again and so now is the time that if there's any minor tweaking at

[1:50:04] Trustee Luckham: this point to make it would be the time to do it i suppose um so vice chairs what do you uh think

[1:50:10] Trustee Luckham: care about the three-day schedule you see in front of you any

[1:50:14] Voice 3: remarks at this time trustee peterson

[1:50:22] Voice 3: yeah thank

[1:50:22] Voice 12: you chair um i just wanted to uh voice my support for if we have some wiggle room for

[1:50:30] Voice 12: some time as the cao has indicated uh yes absolutely let's let's allocate any extra

[1:50:36] Voice 12: time to the strategic planning session okay

[1:50:41] Voice 11: what would be an idea there um to start uh

[1:50:46] Voice 11: I'm sorry, Mr. Chair, are you okay if I engage you?

[1:50:49] Trustee Luckham: Well, can I suggest,

[1:50:50] Trustee Luckham: I was going to suggest that actually,

[1:50:52] Trustee Luckham: why don't we move administrative finance services until after the break

[1:50:56] Trustee Luckham: and start strategic planning right from get-go?

[1:50:59] Trustee Luckham: And then that would give us the fluidity to be able to flow in after the break

[1:51:03] Trustee Luckham: if we need to summarize and give us plenty of time.

[1:51:07] Trustee Luckham: The election declaration, I don't imagine it's going to take much time.

[1:51:09] Trustee Luckham: And there's certainly adequate space there to allow administration finance

[1:51:14] Trustee Luckham: services to go on a little longer if necessary but

[1:51:17] Voice 3: i think it will be the other way around

[1:51:18] Voice 3: so

[1:51:22] Voice 11: move that to like 11

[1:51:25] Voice 7: 9 to 11

[1:51:26] Voice 7: so

[1:51:29] Voice 11: i would think you might want to go 9 if i may yeah you might

[1:51:34] Voice 11: want to go 9 till 11 30 okay and then you've got administrative services which i understand will

[1:51:41] Voice 11: be brief allocated to financial statements and the audits coming in september which was the big

[1:51:46] Voice 11: piece that's traditionally at this time of year so that turns into a 15-minute session and if it

[1:51:52] Voice 11: grows bigger you just kick the agenda down the down the road a little bit um and if not it's a

[1:51:59] Voice 11: a quick conversation and that's fine but at least um you have the ability to allow the strategic

[1:52:06] Voice 11: planning session to to go a little longer but you give it that um that couple hours so i put it in

[1:52:13] Voice 11: at 11.30ish.

[1:52:16] Voice 3: So then should we move the break to 10.30 then? Sure. Okay. So any

[1:52:24] Trustee Luckham: concerns about

[1:52:25] Trustee Luckham: changing that up that way? Strategic planning session starting at nine, a break at 10.30,

[1:52:31] Trustee Luckham: and then administrative finance starting at 11.30. I got thumbs up from one anyway.

[1:52:40] Trustee Luckham: Two thumbs up. So I guess we're in not bad shape. Okay. Anything else on the

[1:52:45] Trustee Luckham: the uh the three-day schedule there uh trustee elliott yeah

[1:52:51] Voice 10: just coming back to the um

[1:52:53] Voice 10: bit of the earlier discussion on decision making at trust council um cao you mentioned there might

[1:53:02] Voice 10: not be much to report out for trust area services and planning services did i hear you right

[1:53:07] Voice 11: no i would say that there aren't substantial projects that that are being put forward in

[1:53:14] Voice 11: front of trust council that would lend themselves to long debate like rfds um previously we had

[1:53:22] Voice 11: large reporting in a session on bylaw enforcement for instance we don't have that in planning

[1:53:26] Voice 11: services we don't have the policy statement work for trust programs so it's really um an update

[1:53:31] Voice 11: as opposed to um large pieces of work right

[1:53:36] Voice 3: there are no decision items at this time okay

[1:53:39] Voice 10: Okay. Because what I'm wondering if, if there is the possibility to move from, you know,

[1:53:51] Voice 10: strategic planning session to even if it's a 30 minute session on presenting some of the

[1:54:01] Voice 10: different options for decision making that were briefly covered in the chair training

[1:54:08] Voice 10: As a way of introducing, here's some other ways we might consider making decisions at Trust Council. And maybe it doesn't have to be long, but it would give us some food for thought. And perhaps this could lead into something later for September, where we can rejig or look at our processes and how our committees work, the role of committees.

[1:54:37] Voice 10: That was another big theme that sort of came out in, for me anyway, in the chair training.

[1:54:43] Voice 10: And what are the different ways that our committees might be able to operate?

[1:54:47] Voice 10: So I'm not sure if that's, you know, the work that the governance committee is undertaking.

[1:54:51] Voice 10: Maybe that is within their purview and we don't need to have a discussion.

[1:54:55] Voice 10: But to me, the big impasse always seems to be how we make decisions at trust council, you know, trying to wrangle 26 opinions and get everybody's thoughts on the floor.

[1:55:08] Voice 10: And respecting the diversity of opinions, but getting to a decision on when do you need to use consensus and when is the role of a vote.

[1:55:16] Voice 10: So is a session like that appropriate?

[1:55:21] Voice 10: Yeah,

[1:55:22] Voice 11: through the chair.

[1:55:23] Voice 11: By all means, it's appropriate.

[1:55:26] Voice 11: It will not be a 30-minute session.

[1:55:29] Voice 11: It will be a three-hour and 30-minute session.

[1:55:32] Voice 11: Because it's fruitful opportunity for discussion.

[1:55:37] Voice 11: discussion and i think it has to be really well pretty well crafted to to have that conversation

[1:55:44] Voice 11: itself about having about having the conversation around decision making different opportunities for

[1:55:50] Voice 11: it um i do think the governance committee is looking at the the committee the role of

[1:55:54] Voice 11: committees i don't think they're quite there yet um so yeah a structured decision making or

[1:56:02] Voice 11: decision making model in fact we could another option is to actually bring if if um you know

[1:56:09] Voice 11: know lisa resonated with you and you think that there's value in having her bring that message

[1:56:13] Voice 11: instead of us having it you know you could look at having a session in september um and you know

[1:56:20] Voice 11: have some goals associated with you know working that through and maybe sync that with some of the

[1:56:25] Voice 11: governance committee work i think that probably probably be more effective in the long run than

[1:56:30] Voice 11: if we just sort of did a quick session 30 minuter um between now and two weeks from now when you

[1:56:38] Voice 11: take the final when you approve the final agenda.

[1:56:44] Voice 3: I agree with CEO

[1:56:47] Trustee Luckham: and CEO you've been developing

[1:56:49] Trustee Luckham: some thoughts along that line already you've made a presentation to us a couple meetings ago

[1:56:55] Trustee Luckham: and so I think there is definitely a desire and a space to have that conversation but it is more

[1:57:02] Trustee Luckham: than 30 minutes and this inadequate time to prepare that for June I think would suggest

[1:57:06] Trustee Luckham: so let's uh bring that back and think about that for september i think it would be brilliant and i

[1:57:13] Trustee Luckham: would be in favor of bringing some another voice in from outside um to facilitate that so back to

[1:57:21] Trustee Luckham: today's three-day schedule um we will get to adjust this a little bit more later but it's

[1:57:26] Trustee Luckham: obviously ideal if it's closer to where it looks like it's going to land is there any other suggested

[1:57:32] Trustee Luckham: suggested changes to that trustee Peterson

[1:57:34] Trustee Luckham: and then trustee Maude.

[1:57:37] Voice 3: Thank you, chair.

[1:57:38] Voice 3: I believe trustee Maude had his hand up first.

[1:57:45] Voice 3: Okay, I'll go to

[1:57:47] Trustee Maude: two minor points.

[1:57:49] Trustee Maude: One is if we get tight on anything,

[1:57:52] Trustee Maude: I was wondering if potential for eight or 830 start

[1:57:59] Trustee Maude: to the meetings that did.

[1:58:00] Trustee Maude: I always sort of wonder a trust council

[1:58:02] Trustee Maude: with gathered everybody and sequestered them.

[1:58:06] Trustee Maude: and um i don't think anybody would be too concerned about an earlier start if if we ever

[1:58:11] Trustee Maude: needed that that extra time um the my other question was um for the field trip um i know now

[1:58:19] Trustee Maude: it's listed as being a carpool and i know from previous organizations i've been involved with

[1:58:25] Trustee Maude: that carpooling for official functions has some liability concerns um and insurance concerns so

[1:58:33] Trustee Maude: So I don't know if that's been investigated and sort of checked off or not, but I do know

[1:58:38] Trustee Maude: it's been highlighted to me in the past.

[1:58:40] Trustee Maude: Thank you.

[1:58:43] Trustee Luckham: Sure.

[1:58:44] Trustee Luckham: Thank you.

[1:58:44] Trustee Luckham: So, CAO and Laurie, the logistics, you know, obviously breakfast is one of the logistics

[1:58:51] Trustee Luckham: that needs to be sorted out and that timing is, and I think that, can we just take that

[1:58:57] Trustee Luckham: David as a comment with respect to the carpooling and let the CAO and Laurie sort that out.

[1:59:04] Trustee Luckham: is that okay ceo uh

[1:59:07] Voice 11: which one the 8 30 start or the carpooling

[1:59:10] Trustee Luckham: carpooling

[1:59:11] Voice 11: oh carpooling we'll

[1:59:12] Voice 11: uh make sure that that's we'll we'll take a look at that yeah yeah

[1:59:15] Trustee Luckham: and maybe just get a nod from

[1:59:17] Trustee Luckham: laurie i'm assuming that breakfast schedules makes a nine o'clock start more appropriate than an 8 30

[1:59:22] Trustee Luckham: start i'll

[1:59:24] Voice 1: have to check with the um haven they do have set times for the whole um facility facility

[1:59:32] Voice 1: thank you very much because they do have other guests there but i know they did accommodate us

[1:59:36] Voice 1: last time we had asked for an earlier breakfast so but that was four years ago yeah

[1:59:41] Trustee Luckham: okay well

[1:59:42] Trustee Luckham: maybe we'll see that adjustment as we come back i don't have any objection to starting earlier

[1:59:47] Trustee Luckham: we are all there and all ready to get to work so indeed a good reason to get to bed earlier

[1:59:53] Trustee Luckham: tonight before socializing is

[1:59:57] Voice 11: that direction then sir is that direction

[1:59:59] Voice 11: Direction.

[2:00:00] Voice 11: to amend the schedule to 8 30 if it's feasible what's

[2:00:04] Trustee Luckham: the desire of the vice chairs those in

[2:00:07] Trustee Luckham: favor of amending yeah so it looks like that is do you want a motion to that effect well

[2:00:13] Voice 11: yeah i i

[2:00:14] Voice 11: just want to we won't do anything unless you tell us that's a thing and we're going to go try and

[2:00:20] Voice 11: make it happen okay

[2:00:21] Trustee Luckham: so then otherwise

[2:00:22] Voice 11: we won't we won't investigate it necessarily like we

[2:00:25] Voice 11: or it won't be thank

[2:00:28] Trustee Luckham: you so by general consent then i'll take it that executive committee asks

[2:00:32] Trustee Luckham: staff to start uh determine whether or not an 8 30 start on wednesday would be appropriate

[2:00:38] Trustee Luckham: or possible so i've got the consensus around the table for that all right so let's move along then

[2:00:47] Trustee Luckham: um so this links into the uh actual draft agenda reflects the schedule you

[2:00:54] Voice 11: have trustee peterson

[2:00:55] Voice 11: still sir

[2:00:55] Trustee Luckham: i i think he gave me a thumbs up but do you have your hands up

[2:00:59] Voice 12: there no okay i did have

[2:01:02] Voice 12: my hand up sir uh i just deferred to trusty maude because he had his hand up first oh you're right

[2:01:07] Voice 12: sorry about that um so the the one piece that i've been thinking about and especially since

[2:01:14] Voice 12: the chair training session is our disposition of delegations um i'm not i don't have an expectation

[2:01:24] Voice 12: that we're going to sort everything out but perhaps we could have a short little piece

[2:01:30] Voice 12: before we get into that because one of the things that we discussed and it certainly seems

[2:01:37] Voice 12: important to me is um how we do our disposition of delegations i i feel like we could uh do better

[2:01:48] Voice 12: with some guidelines uh some of the things that uh came up was you know making these sort of

[2:01:54] Voice 12: hasty decisions whether we should um consider disposition of delegations if it's more than just

[2:02:04] Voice 12: saying thank you uh happen at the next trust council or get referred to x committee uh

[2:02:16] Voice 12: and unless you know i think the only uh other consideration would be uh when there's uh

[2:02:26] Voice 12: uh an urgent need for a response like a letter of support by a deadline or something so i just

[2:02:31] Voice 12: wonder if we could have a short piece on that before we get into into disposition um just so

[2:02:39] Voice 12: that we can have all trustees thinking about what's appropriate structured decision making

[2:02:47] Voice 12: about that before we jump in and and as i think what we want to avoid is what has happened

[2:02:53] Voice 12: happened frequently in the past where motions are sort of on the fly in response to delegations

[2:03:00] Voice 12: and that involve staff time and resources and I just would like us all of the trust council to

[2:03:10] Voice 12: have a little bit of thought about how we do that process so I guess we'd have to see if staff could

[2:03:18] Voice 12: to, I don't know, maybe a short briefing on that

[2:03:22] Voice 12: or even just a discussion amongst trustees.

[2:03:25] Voice 12: I think these, I'd like us to be able to raise

[2:03:29] Voice 12: how we do that bit of our work

[2:03:32] Voice 12: so we can think about how we might improve it.

[2:03:38] Voice 3: And right you are, thank you for raising that.

[2:03:44] Voice 3: Probably we need some specific direction.

[2:03:46] Voice 3: It does strike me, however,

[2:03:47] Trustee Luckham: however, that we could actually easily make a consent agenda item out of that, which is

[2:03:58] Trustee Luckham: the disposition of delegations, which would be that the delegations would be forwarded

[2:04:03] Trustee Luckham: to executive committee for response or decision somehow along that line.

[2:04:11] Trustee Luckham: Although, obviously, trust counsel would also, in some situations, always want to provide

[2:04:18] Trustee Luckham: But I think we need to set the stage as you're saying, to have a more thoughtful process around that. So I am interested in see trustee Elliot's hand up. But I'm interested in what staff might think about handling

[2:04:33] Voice 3: delegations in a different way. Nothing.

[2:04:42] Voice 3: I

[2:04:42] Voice 11: thought you said go to trustee Elliot first and then staff.

[2:04:45] Trustee Luckham: Well, I'll go to you just

[2:04:47] Trustee Luckham: to provide your remarks. That'll help inform trustee Elliot's thoughts as well.

[2:04:51] Trustee Luckham: I

[2:04:52] Voice 11: think there's certainly value from a resource decision-making process point of view to

[2:05:00] Voice 11: investigate this. But

[2:05:03] Voice 11: in a way, we could almost use this as a way to demonstrate that. Meaning

[2:05:09] Voice 11: at Trust Council, Trustee Peterson says exactly what he just said and says, let's take a look at

[2:05:16] Voice 11: this, everybody. And everybody goes, you know, yeah, we don't have all the facts in front of

[2:05:22] Voice 11: of us right now let's ask staff to review the the best way to dispose of delegations and then at

[2:05:29] Voice 11: that trust council meeting everyone would be involved in that and um you know you could this

[2:05:37] Voice 11: could be a trustee sponsored discussion that is scheduled right for 10 15 um where you go hey

[2:05:46] Voice 11: i just think you know i've learned some stuff recently i think this is viable we've been doing

[2:05:52] Voice 11: the same thing the same way for a long time whatever and then we would go off and do a sort

[2:05:57] Voice 11: of an options piece for you and then we just build it into the work and for september it would arrive

[2:06:02] Voice 11: that might be work relative to putting like if i wrote a piece and put it on the agenda and it's

[2:06:10] Voice 11: under my signature to say let's do x i just think that i'd be getting a lot of questions going where

[2:06:18] Voice 11: Where are you coming from, CEO?

[2:06:21] Voice 11: So either way could ultimately work,

[2:06:24] Voice 11: but I offer those sort of two options.

[2:06:28] Voice 12: Okay, so I am happy to put together a short little piece

[2:06:34] Voice 12: and I will have it ready to run it by EC members

[2:06:42] Voice 12: before the June thing

[2:06:44] Voice 12: and just sort of outline the thoughts,

[2:06:46] Voice 12: if that's appropriate.

[2:06:48] Voice 12: well you

[2:06:49] Voice 11: can just work with us sir yeah you send it in and work i'll work with you and we'll put

[2:06:54] Voice 11: that together and then that could go on the um an agenda as a referred item from as a trustee

[2:07:01] Voice 11: yeah as opposed to an ec um sponsored activity though that could happen but that might be easiest

[2:07:09] Voice 12: yeah i'm i'm happy to do that if that's the the you know a quick and relatively easy way to address

[2:07:16] Voice 12: it that's great yeah

[2:07:17] Trustee Luckham: and let's do consider it being a um um a consent agenda item of some kind

[2:07:25] Trustee Luckham: that creates that opportunity but trustee elliot over to you yeah

[2:07:29] Voice 10: and this is i just wanted to sort

[2:07:31] Voice 10: of note um this is sort of what i was thinking is putting the decision to trust council here's

[2:07:36] Voice 10: another way we might consider making decisions and i i think this is an excellent sort of case

[2:07:41] Voice 10: study. Here's how we've done it in the past. It's led to these results, but there are other options.

[2:07:47] Voice 10: And so it doesn't have to be a 30-minute discussion on structured decision-making, but

[2:07:51] Voice 10: a way of framing the issue so that we're looking ahead at, hey, how can we do this better? So I

[2:07:59] Voice 10: really, I think this is a great direction and would help put the question in our minds before

[2:08:05] Voice 10: September.

[2:08:07] Trustee Luckham: Yeah, no, that's a good opportunity to stage that conversation. So thank you for that

[2:08:12] Trustee Luckham: that, Vice Chair Elliott. Okay, so we're not taking any direction there. Trustee Peterson

[2:08:17] Trustee Luckham: is going to work with staff. You don't need direction for that. He can just facilitate that.

[2:08:23] Trustee Luckham: All right, so the three-day agenda, reflective of the three-day schedule,

[2:08:30] Trustee Luckham: is there anything that's missing or needed there? Do you have any opening remarks on the agenda

[2:08:35] Trustee Luckham: itself, CAO Hotzmiller?

[2:08:37] Voice 11: No, here it is. It's not complete as we know, but it'll get filled out for

[2:08:41] Voice 11: your next meeting basically this is what it looks like hopefully you're in agreement with around the

[2:08:46] Voice 11: strategic priorities and i ask you to think about this um you know you've given basic direction here

[2:08:55] Voice 11: but what i'm i'm leaving today with is that sounds like a good approach those the swat plus the two

[2:09:01] Voice 11: other reports um if you have any questions that's great and then uh otherwise yeah this is uh this

[2:09:09] Voice 11: this is the substantial outlie of the agenda.

[2:09:16] Trustee Luckham: Okay, that's good.

[2:09:18] Trustee Luckham: Anything further on the agenda from anybody?

[2:09:22] Trustee Luckham: No, oh, Vice Chair Elliott.

[2:09:26] Voice 10: Yeah, just in regards to the,

[2:09:28] Voice 10: it's on the three-day agenda, but not on this,

[2:09:33] Voice 10: sorry, laid out version.

[2:09:34] Voice 10: I just wanna scroll back to

[2:09:38] Voice 10: sort of the pre-dinner presentation.

[2:09:39] Voice 10: presentation what stage of that presentation does EC want to see do you want to see it complete

[2:09:45] Voice 10: in terms of my research into reconciliation and organizational structure here on Gabriel Island

[2:09:55] Voice 10: it's a completed project for my master's degree but I'd like to do a sort of an oral

[2:10:03] Voice 10: artistic presentation that would be probably no more than 10 minutes with an introduction and

[2:10:09] Voice 10: and follow up so just looking for is the deadline june 4th no laurie uh you just sent out something

[2:10:20] Voice 10: about um the sixth the sixth june 6th yeah

[2:10:25] Trustee Luckham: so i think laurie what we would expect from anybody

[2:10:29] Trustee Luckham: is um of uh a presentation detail prior for publication right yeah

[2:10:39] Voice 10: okay so we'll write up

[2:10:42] Voice 10: and here's here's what it is two-page write-up um but i won't necessarily have the audio pieces

[2:10:49] Voice 10: ready for them but i'll definitely have them ready for june 14th does that sound okay

[2:10:54] Voice 10: Okay. Laurie?

[2:10:58] Voice 1: Yeah, absolutely. Like a session outline and then. Yeah. Okay.

[2:11:03] Voice 1: Cool. All right.

[2:11:05] Trustee Luckham: Thank you. Anything further on that agenda? All right. So then this brings us to the first

[2:11:13] Trustee Luckham: briefing, which is actually for council. And I'm presuming we may be able to advance this

[2:11:19] Trustee Luckham: unless there's some amendments to it. But let me turn to the CAO to summarize this briefing. And

[2:11:27] Trustee Luckham: whether or not we advance it now or on the 14th.

[2:11:30] Voice 11: Well, Chair Luck, I'm hoping you advance it now,

[2:11:33] Voice 11: but so you've done that work.

[2:11:37] Voice 11: We had our strat planning session.

[2:11:38] Voice 11: This is the results.

[2:11:40] Voice 11: I've provided a fairly simple communication

[2:11:43] Voice 11: to Trust Council.

[2:11:45] Voice 11: You know, our policies certainly have

[2:11:49] Voice 11: that Trust Council priorities should be reflected

[2:11:53] Voice 11: in your priorities as other committees.

[2:11:56] Voice 11: it stops short of full approval but certainly you'd want to have trust council endorsement

[2:12:01] Voice 11: for your work plan and some discussion back and forth as you're providing a direction around these

[2:12:08] Voice 11: these certain projects so I would first prepare for for that for some version of a conversation

[2:12:16] Voice 11: but hopefully you're okay with this approach on page 215 is the summary of where you've gone I

[2:12:22] Voice 11: I have not gone through all of the old projects

[2:12:27] Voice 11: and provided rationales for everything.

[2:12:31] Voice 11: It's more like you've undertaken your work.

[2:12:33] Voice 11: These are the areas that you think are best represented.

[2:12:37] Voice 11: And here's your new projects, both current and future.

[2:12:42] Voice 11: And I think that's, I think that is the best approach.

[2:12:45] Voice 11: So that's why I've recommended it.

[2:12:47] Voice 11: But we could amend it as you see fit.

[2:12:50] Voice 11: Thanks.

[2:12:52] Trustee Luckham: Okay.

[2:12:53] Trustee Luckham: Okay. So that was what we did a week or so now. So are there any concerns about advancing this

[2:12:59] Trustee Luckham: as presented to council? Then I'm going to take it that item number 7.13 be forwarded to council

[2:13:12] Trustee Luckham: as presented by general consent. Thank you. So let us get to then election of financial

[2:13:19] Trustee Luckham: planning committee briefing that is also here to advance to council and so uh david moller are you

[2:13:27] Trustee Luckham: going to uh this is actually a request for decision and so david moller you're going to

[2:13:32] Trustee Luckham: introduce this um

[2:13:34] Voice 5: yes i will this was a request by the resolution you see on in under the background

[2:13:39] Voice 5: there uh to have staff uh review and come up with recommendations in respect to the elections of

[2:13:48] Voice 5: financial planning committee so in doing this provided some options in the document however

[2:13:56] Voice 5: without any direction from trust council it's hard to make any recommendations beyond the status quo

[2:14:05] Voice 5: that the rationale for the way the fpc was created is laid out originally back in the 1990s it was to

[2:14:12] Voice 5: to represent all of the local trust committees

[2:14:15] Voice 5: and council committees.

[2:14:17] Voice 5: So that's the rationale for the appointment

[2:14:20] Voice 5: to the executive committee,

[2:14:22] Voice 5: automatic appointment to the executive committee,

[2:14:24] Voice 5: the chairs or delegates from council committees

[2:14:28] Voice 5: and a member from the Allen's Trust Conservancy.

[2:14:31] Voice 5: So that covers all 16 of the bodies on the one committee

[2:14:36] Voice 5: with currently 11 members.

[2:14:37] Voice 5: is so changing that structure uh would then change that representation you would you wouldn't have

[2:14:46] Voice 5: that direct representation necessarily uh using any other approach that we could think of so

[2:14:52] Voice 5: unless council you know feels that having representation by all of the committees on

[2:14:59] Voice 5: on FPC is no longer a policy or a desire,

[2:15:06] Voice 5: then of course council could make that change.

[2:15:08] Voice 5: But without having that discussion with council

[2:15:11] Voice 5: and that understanding,

[2:15:12] Voice 5: it's not really possible to make a recommendation.

[2:15:16] Voice 5: The current system works from a staff perspective,

[2:15:21] Voice 5: but there may be political reasons

[2:15:22] Voice 5: why you'd like to change it.

[2:15:24] Voice 5: So I have provided the options below

[2:15:26] Voice 5: and I have also created the draft amendments

[2:15:29] Voice 5: it's necessary for those options um as attachments so you'll see there's two attachments that

[2:15:35] Voice 5: relate to the two options the three options available uh so the recommendation obviously

[2:15:40] Voice 5: is to just continue with the current system which means that the council the fpc has appointed

[2:15:47] Voice 5: uh back in i think it was november december would continue to function for the remainder of the term

[2:15:53] Voice 5: them um anyway so i'm happy to talk to this at council um and we're ready to do whatever council

[2:16:01] Voice 5: would like to do but back to the chair thank you do you want the options walk

[2:16:07] Voice 11: through chair

[2:16:09] Voice 11: or not do

[2:16:10] Trustee Luckham: we need to have the options walk through you've all read it and understand it

[2:16:15] Trustee Luckham: no i'm seeing everybody understands it i

[2:16:19] Voice 11: would say um uh mr chair um i would support david's

[2:16:23] Voice 11: conclusions in fact I would go further and say I think this is the preferred system for a financial

[2:16:29] Voice 11: management body to have leadership representation and a broad swath across the organization

[2:16:36] Voice 11: there is the opportunity to personalize you know the selection of the three members at large

[2:16:44] Voice 11: you know so that so that function exists so I my recommendation is that this would serve the

[2:16:53] Voice 11: financial interests of the islands trust it seems in a more obviously equitable way than

[2:17:02] Voice 11: simply voting um different members on um on an individual basis but as david says um if that's

[2:17:13] Voice 11: the desire of council um policies can be amended so over to you sir okay

[2:17:21] Trustee Luckham: thank you um let's chime

[2:17:23] Trustee Luckham: I'm in here as the individual that's been making the appointments for a few years now

[2:17:30] Trustee Luckham: with respect to the three at-large trustees, because, of course, the rest is determined by

[2:17:37] Trustee Luckham: policy, it's not as simple or straightforward as it might appear. And in fact, one thing that I'd

[2:17:46] Trustee Luckham: like to see David added to this is that those appointments are made via expressions of interest

[2:17:55] Trustee Luckham: by trustees. And it doesn't really necessarily spell that out. They're not just randomly picked

[2:18:02] Trustee Luckham: out of the body. We've solicited expressions of interest to people that want to sit on

[2:18:07] Trustee Luckham: financial planning committee as a member at large, we'll call it. And so it's from those

[2:18:14] Trustee Luckham: those situations that those individuals are selected.

[2:18:19] Trustee Luckham: The one thing that's missing associated with the actual appointment process and slows us

[2:18:25] Trustee Luckham: down a little bit is the election of the committees to elect their chair.

[2:18:34] Trustee Luckham: And so it may be that there are individuals that have provided expressions of interest

[2:18:40] Trustee Luckham: to sit on committee that may have ambitions to be the chair of the committee that have also

[2:18:46] Trustee Luckham: submitted their names as a member at large. And in balancing out a full membership by representing

[2:18:56] Trustee Luckham: all of council in the best possible way, there has been on occasion a situation where

[2:19:03] Trustee Luckham: it seemed that somebody was going to be a chair, yes or no, maybe, but they also wanted to be on

[2:19:09] Trustee Luckham: a financial planning committee. So appointing somebody that was a member at large, and then

[2:19:15] Trustee Luckham: they get elected as a chair would create a vacancy on the financial planning committee, which may

[2:19:21] Trustee Luckham: would then force us to have some kind of an additional appointment or expression of interest

[2:19:26] Trustee Luckham: process. So it's not really simple. I am generally in favor of maintaining it the way that it is.

[2:19:33] Trustee Luckham: Although, however, I would also support the election of the members at large. So that wasn't

[2:19:39] Trustee Luckham: responsibility but it does set up that situation where if somebody was elected as a member at large

[2:19:44] Trustee Luckham: but also was elected as a chair of financial planning committee then that would

[2:19:51] Trustee Luckham: change the dynamics so that's my two cents but I'm satisfied with this I would I would like to

[2:19:58] Trustee Luckham: see that the language be added David if that's all right that the appointments for the members

[2:20:06] Trustee Luckham: at large are are made via um expressions of interest of trustees yeah

[2:20:14] Voice 5: i never may i'm happy

[2:20:15] Voice 5: to add that in that's probably an oversight that i didn't put that in in the first place so thank

[2:20:19] Voice 5: you i'll just make that correction and um um we'll forward it to council with that if you want to

[2:20:25] Voice 5: forward it to council yeah

[2:20:26] Trustee Luckham: so if vice chairs don't have any other comments or would like to make some

[2:20:30] Trustee Luckham: comments let's have that now otherwise let's uh forward it to council as amended by general

[2:20:36] Trustee Luckham: consent so does vice anybody wish to say anything further no okay so then let's forward um item 7.1

[2:20:45] Trustee Luckham: point four to uh council as amended so thank you for that david as well so 7.15 now is the

[2:20:55] Trustee Luckham: swat and strategic planning session outline and uh i think all of us received elected members anyway

[2:21:04] Trustee Luckham: received a message from trustee patrick with respect to have the desire to have a matrix

[2:21:10] Trustee Luckham: associated with the swat analysis and allocating more time and certainly the cao has already

[2:21:15] Trustee Luckham: indicated more time but let's uh give him the chance to uh reflect on what he's provided us

[2:21:23] Trustee Luckham: it here on the package on page 239 so

[2:21:28] Voice 11: yeah a swap process is relatively simple um you know prior to

[2:21:33] Voice 11: the meeting we'll um provide maybe an overview briefing to uh peak the so that would come to

[2:21:39] Voice 11: your next agenda just to get the uh the ideas flowing uh the suggestion is uh trustees love

[2:21:45] Voice 11: getting into um some um working groups so we get into some working groups um each group would

[2:21:52] Voice 11: collectively look at strengths weaknesses opportunities threats from the organization

[2:21:55] Voice 11: we would contextualize that question and then uh we would bring that material back we would

[2:22:02] Voice 11: collate it and look at the dominant themes that appear in each one of those and that and then

[2:22:08] Voice 11: when we come back and you know we hope we're successful we plan to be successful but we would

[2:22:15] Voice 11: have ideas or an understanding of the context by which we're about to make decisions into the

[2:22:22] Voice 11: future. And that material comes in, it's collated, and then we would go into the conversation around

[2:22:30] Voice 11: priorities for the coming year and see where it takes us. So the challenges or risks are that

[2:22:41] Voice 11: that there isn't robust enough information provided

[2:22:44] Voice 11: by trustees or that as a staff,

[2:22:49] Voice 11: we can't turn that over in that 20 minute,

[2:22:52] Voice 11: half an hour break time to make it workable,

[2:22:55] Voice 11: but we'll come up with some process where we can do that.

[2:22:59] Voice 11: And then having the conversation going forward.

[2:23:02] Voice 11: Some discussion might be had around,

[2:23:05] Voice 11: maybe between the chair and I

[2:23:07] Voice 11: of who facilitates what elements of this.

[2:23:10] Voice 11: We'll have senior staff in each of the rooms, you know, and likely me going between the different rooms, making sure we're having like standardized conversations or conversations that are reflective of the relatable between the different rooms.

[2:23:23] Voice 11: And yeah, and this is an idea that's come out of the corporate planning process. It's not a unique idea. It's a good one. And it's a good context setter and it gives people who may, trustees who maybe don't speak, a tremendous amount of opportunity to get their thoughts, concerns and observations on the table.

[2:23:39] Voice 11: so I'd look to any other suggestions that you think are appropriate okay

[2:23:47] Voice 3: anybody have anything

[2:23:48] Voice 3: to add uh by share earlier I

[2:23:53] Voice 10: think it's a really part of me an excellent opportunity to to engage

[2:23:59] Voice 10: everyone and get us thinking outside of our boxes and and thinking about the organization as a whole

[2:24:04] Voice 10: um I wonder if we could instead of doing it the traditional way and sort of feel like you said

[2:24:12] Voice 10: collating through staff, like use technology. For instance, we could create 10 or five Google

[2:24:21] Voice 10: jam boards, and each one of those jam boards, you know, with the sticky notes or the matrix,

[2:24:27] Voice 10: each table of trustees could sort of have one, and then we look at them together

[2:24:34] Voice 10: and start to see the themes together. I'm also really interested in having staff's perspective

[2:24:40] Voice 10: on, you know, what are we missing, especially the long-term directors who've been here,

[2:24:46] Voice 10: seen us through many evolutions. So how would that, you know, that staff, how do you see staff

[2:24:54] Voice 10: playing that role in providing input without the perception that, you know, there is a concern that

[2:25:01] Voice 10: staff are directing trustees in terms of what we think about, but we're building this picture of

[2:25:06] Voice 10: of the organization together. So yeah, those two pieces, could we think about using technology a

[2:25:11] Voice 10: little more creatively so that people can look at one another's groups and maybe that would make

[2:25:16] Voice 10: the collating process easier? And then how would staff's input work into this?

[2:25:23] Voice 11: Yeah. So initially

[2:25:25] Voice 11: my intention was to bring a full staff SWAT in front of you, but I realized the dangers associated

[2:25:32] Voice 11: with that and I'm less inclined that that's going to be helpful but I do think that we could provide

[2:25:38] Voice 11: a limited version from just an organizational perspective we do have opinions of course on you

[2:25:43] Voice 11: know across the trust area that sort of either align or

[2:25:49] Voice 11: related to topics that elected officials

[2:25:51] Voice 11: are interested in but I don't know presuppose the elected officials determining those things but

[2:25:57] Voice 11: but we could start the conversation off and, you know,

[2:26:00] Voice 11: I'm anticipating it like a one or two page briefing that goes on your next

[2:26:04] Voice 11: agenda, just outlining the SWAT process in a little more detail.

[2:26:07] Voice 11: This would go forward as well, but,

[2:26:10] Voice 11: and in that staff could offer some initial strength weaknesses and

[2:26:14] Voice 11: opportunities and threats analysis.

[2:26:18] Voice 11: In terms of the technology. Yeah, that's a possibility.

[2:26:24] Voice 11: We'll look at that. It's for, you've been in the Haven,

[2:26:27] Voice 11: in whether or not we can um facilitate you know some people just love putting things up on a

[2:26:34] Voice 11: on a um full scap and and bringing it together we did the strategic planning process last time that

[2:26:41] Voice 11: way there might be the opportunity for some technology we'll take a look at those two things

[2:26:46] Voice 11: so it's it's it's not something that should not be looked at it might be a process of just getting

[2:26:52] Voice 11: on with it getting that material and seeing if the staff can translate that into an electronic form

[2:26:58] Voice 11: so that we can then view it all um the challenge with doing it in each of the of the workout rooms

[2:27:04] Voice 11: is you're sitting around everyone's sitting around a screen you won't we're not going to

[2:27:08] Voice 11: have the ability to have monitors four monitors going at the same time as well as a trust council

[2:27:13] Voice 11: room it's just too tech heavy so uh we'll think that over but um yeah i haven't actually gone to

[2:27:22] Voice 11: a complete depth around that process but take that under advisement okay

[2:27:30] Voice 3: any uh other

[2:27:32] Trustee Luckham: remarks with

[2:27:35] Trustee Luckham: suggestions on advancing this so then can i take it then by general consent that this be

[2:27:41] Trustee Luckham: forwarded to council as presented

[2:27:44] Voice 3: yes i

[2:27:47] Voice 10: think it needs a little more work

[2:27:49] Voice 10: work personally

[2:27:50] Voice 3: um

[2:27:52] Voice 10: what

[2:27:53] Voice 3: would that work look like

[2:27:54] Voice 10: well i i appreciate the overview um

[2:27:57] Voice 10: is there enough time to to collate these pieces or okay what does it need i want to have a think

[2:28:08] Voice 10: about it to be honest i'm not ready to make a decision but so

[2:28:14] Trustee Luckham: i don't so obviously we would

[2:28:16] Trustee Luckham: need to provide advice to staff if we want this adjusted to be going to council but we don't need

[2:28:24] Trustee Luckham: to send it today but certainly if there's amendments that are going to be made we need to

[2:28:29] Trustee Luckham: make some suggestions um we could come back to this uh later in the meeting perhaps when we've

[2:28:37] Trustee Luckham: at our break um um following on the planning item that we're bringing back to us um if that's seen

[2:28:47] Trustee Luckham: if you need a little bit more time there yeah

[2:28:48] Voice 10: i'd like a little more time to to think about if

[2:28:51] Voice 10: that's okay okay

[2:28:52] Trustee Luckham: so then let's defer that item to uh the new business section i'll just say

[2:28:57] Trustee Luckham: at the end at 9.5 um and then we'll probably address the planning item at that time as well

[2:29:04] Trustee Luckham: well. So, okay. So, and perhaps a conversation might happen in a while. I'm just going to say,

[2:29:15] Trustee Luckham: I'll leave it to you to determine what to do to allow us to advance this or defer to our next

[2:29:20] Trustee Luckham: meeting. So, the next item is overview of strategic and corporate planning projects briefing, page 241.

[2:29:28] Trustee Luckham: one um and again cao uh this is to go to council um i like the diagram we've got there thank you

[2:29:38] Trustee Luckham: um so i'll turn it over to you to introduce us

[2:29:41] Voice 11: right so this is one of the three pillars of this

[2:29:43] Voice 11: of the uh strategic discussion we're going to have at trust council this is the context setter

[2:29:48] Voice 11: um it would be received on the tuesday under the executive section of the agenda and its intention

[2:29:55] Voice 11: Tension is to, in very simple, broad strokes, try and get everyone on the same.

[2:30:00] Voice 11: page in terms of the terminology and the sequence of events and who's working on what and to make

[2:30:05] Voice 11: the point that we have to undertake some strategic discussions at this June Trust Council if we're

[2:30:09] Voice 11: going to meet our budgetary cycle so I would then turn to you and go has it met that objective

[2:30:16] Voice 11: if not how could I be more clear keeping in mind we're going to have the SWOT discussion

[2:30:21] Voice 11: the next day as well as an overview of the current strategic you know the main strategic

[2:30:29] Voice 11: Mayor Mrakas, The strategic projects, not every single one, but the top few projects that the islands trust is working on, and then a discussion around what the trust Council wants to or decides they want to further into the

[2:30:43] Voice 3: budget process for the coming year.

[2:30:44] Voice 3: Mayor Mrakas, Okay, if I shares this ready to go to Council, yes, yes,

[2:31:02] Trustee Luckham: okay so then let's advanced item number 7.16 to counsel as presented.

[2:31:11] Voice 10: No, I thought

[2:31:12] Voice 10: it was really good. Thank you, CEO.

[2:31:14] Trustee Luckham: You're welcome.

[2:31:16] Trustee Luckham: All right. So let us now move on to 7.17, Accessibility Committee Membership Recommendation for Trust Council on page 243.

[2:31:28] Trustee Luckham: Is that David Mahler? Are you going to take the lead on this one?

[2:31:32] Voice 5: Yes, sir.

[2:31:33] Voice 5: Yes, I am. Yes, thank you.

[2:31:37] Voice 5: So last Trust Council in March, this was on the agenda for consideration.

[2:31:41] Voice 5: and there was quite a bit of discussion around several things so what I've done in here so

[2:31:50] Voice 5: what what ended up happening was that council didn't pass any resolution they just said okay

[2:31:57] Voice 5: any trustees want to work with David on looking at the membership I would send out an email and

[2:32:05] Voice 5: request for that. Nobody was interested, I sent an email out, got no responses. So it needs to go

[2:32:12] Voice 5: to council, council does need to adopt something before September so that we can have a committee

[2:32:19] Voice 5: in place. We're not required to actually have any work done, that obviously is going to take

[2:32:25] Voice 5: some time, but we do have a mandated requirement by provincial legislation to have an accessibility

[2:32:31] Voice 5: Committee ready to go by September. And this policy sets that up. So what I've done is I went

[2:32:38] Voice 5: into the draft policy, and I made changes based on the discussion that we had at Trust Council.

[2:32:46] Voice 5: And those are highlighted in green in the attachment to this briefing. So the yellow is

[2:32:51] Voice 5: the changes to the policy generally, and the green are the changes that Council suggested

[2:32:56] Voice 5: suggested um we put in there so those have been changed the piece that's missing is the membership

[2:33:04] Voice 5: there was some discussion about reducing the number of trust council members currently it

[2:33:09] Voice 5: recommends two so i would imagine that means one but it could mean none so the question for the

[2:33:15] Voice 5: executive committee is did you want to take something to council that you feel politically

[2:33:25] Voice 5: might have a go you know like looking at the membership or you just want to take it back to

[2:33:30] Voice 5: trust council as it was last time and have a bigger discussion at council around those issues

[2:33:36] Voice 5: because i had no direction on specifically what changes to make to the membership okay so that's

[2:33:44] Voice 5: all i have so back to the chair this is to go to council though

[2:33:49] Trustee Luckham: okay um vice chairs any additional

[2:33:53] Trustee Luckham: additional remarks over and above what David's included here?

[2:33:59] Trustee Luckham: Nope.

[2:34:00] Trustee Luckham: So then, therefore, we would advance this to council, and we should.

[2:34:06] Trustee Luckham: I am wondering, and any comments from anybody, I don't think an accessibility committee should

[2:34:17] Trustee Luckham: have no trustees on it.

[2:34:19] Trustee Luckham: um certainly myself the chair um is ex officio and i i will uh sit on that committee on council's

[2:34:27] Trustee Luckham: behalf but um i'm thinking we need to get nominations from the floor or something put

[2:34:35] Trustee Luckham: people on the spot to fill this uh vacancy and it may not the value of it may not be understood by

[2:34:45] Trustee Luckham: some. But I'm looking for suggestions on recruiting, I think, two members over and above

[2:34:53] Trustee Luckham: the chair of council would be ideal. But there's going to be big enough challenges getting the

[2:34:59] Trustee Luckham: other folks, and I'm not sure what the process to solicit expressions of interest from members

[2:35:04] Trustee Luckham: of the public that meet the criteria. But obviously, that would happen through a solicitation

[2:35:10] Trustee Luckham: process of some kind but obviously if there are no trustees sitting on it it makes it i personally

[2:35:16] Trustee Luckham: wouldn't bother volunteering if i was a member of the public for something the organization didn't

[2:35:20] Trustee Luckham: apparently support so uh ideas and i see trustee mullins got his hand up

[2:35:25] Trustee Maude: um one of the the things

[2:35:28] Trustee Maude: i understood um when i first joined trust council is that there was an expectation that each trustee

[2:35:35] Trustee Maude: would it would sit on at least one committee um and i believe right now we have quite a few trustees

[2:35:43] Trustee Maude: that aren't sitting on any committees so could that maybe be the the initial sort of short list

[2:35:50] Trustee Maude: of candidates you

[2:35:54] Voice 3: could make a nomination from the floor i suspect um council

[2:35:59] Trustee Luckham: but that good idea

[2:36:03] Trustee Maude: would it be possible maybe for staff to generate a list of those trustees who aren't sitting on any

[2:36:08] Trustee Maude: committees just to to have that short list uh

[2:36:12] Trustee Luckham: david any suggestions there with respect to that

[2:36:15] Trustee Luckham: process uh

[2:36:17] Voice 5: yeah no concerns if you want that we can probably generate a list of trustees that are

[2:36:23] Voice 5: not on any committees i don't think that'd be too much work okay

[2:36:28] Voice 3: could that be included in this um

[2:36:31] Voice 3: uh briefing

[2:36:33] Trustee Luckham: going to council and then that would turn

[2:36:36] Voice 5: well i wasn't thinking of adding into the

[2:36:39] Voice 5: briefing okay yeah yeah i was thinking that i'd just be like uh you know i'd email it out to

[2:36:46] Voice 5: executive committee members so that you've got it if you would like to then talk to those people

[2:36:51] Voice 5: that would be up to you i don't feel staff should be pushing that

[2:36:55] Trustee Luckham: no well you're right i i i'm

[2:36:58] Trustee Luckham: pushing it because i want to find a way to get this committee struck and we need to accept it as

[2:37:05] Trustee Luckham: as an obligation of the local government.

[2:37:08] Trustee Luckham: And I'm speculating, maybe that's not understood.

[2:37:12] Trustee Luckham: I don't know.

[2:37:12] Trustee Luckham: Maybe it's just people don't,

[2:37:13] Trustee Luckham: they think somebody else is gonna step up.

[2:37:15] Trustee Luckham: I don't know.

[2:37:16] Trustee Luckham: Tim Peterson.

[2:37:19] Voice 12: Yeah, thank you.

[2:37:22] Voice 12: I like Vice Chair Maud's thinking there.

[2:37:28] Voice 12: Indeed, if we wanted a short list of people to lean on,

[2:37:31] Voice 12: it's a great place to start.

[2:37:33] Voice 12: And I do agree that that's something that we ought to do.

[2:37:36] Voice 12: we don't want to we don't want to put staff in that position um yeah i'm a little surprised that

[2:37:42] Voice 12: there's been no uptake on on this um and i just want to reiterate that if at all possible i

[2:37:52] Voice 12: certainly think we should have a couple members of

[2:37:55] Voice 3: trust council on the committee

[2:38:00] Voice 3: okay so then uh

[2:38:03] Trustee Luckham: i'll take it then that david you'll provide executive committee by email

[2:38:08] Trustee Luckham: list of potential candidates and maybe we'll all take a turn at take one individual and maybe

[2:38:15] Trustee Luckham: solicit their interest so let's then by general consent advance item number 7.17 to council

[2:38:25] Trustee Luckham: as presented all right so thank you very much for that thank you yeah now we're going to advance

[2:38:36] Trustee Luckham: here at 1143. We've got some time left in the morning. I'm going to scroll through to

[2:38:43] Trustee Luckham: 2022-23 annual report approval of the annual report sections. And this is a request for

[2:38:54] Trustee Luckham: decision. And so that's on page 279 of your agenda. Are there any questions or concerns,

[2:39:04] Trustee Luckham: concerns or can I just simply ask for a motion to advance these um as uh presented well did I get my

[2:39:13] Voice 3: page number wrong 279. do

[2:39:19] Voice 10: we have to approve the executive committee section first uh yeah

[2:39:25] Trustee Luckham: so

[2:39:26] Trustee Luckham: that's uh what the motion is here is approving the oh so certainly um if there's anything you

[2:39:32] Trustee Luckham: you want to change um in the executive committee section here then now is the time to make those

[2:39:39] Trustee Luckham: adjustments um and then we could then advance that to um uh accordingly so go ahead uh if you've got

[2:39:47] Trustee Luckham: something there trustee elliott no

[2:39:49] Voice 10: there's no changes i just wondered if we needed to approve

[2:39:51] Voice 10: our section before um affording the whole thing because i

[2:39:56] Voice 10: don't know to page 282 it does it just

[2:39:58] Voice 10: says not yet approved by committee so i don't know if that's a process piece we have to do

[2:40:03] Voice 10: so i see mr

[2:40:04] Voice 11: chair yes uh claire can help us out with the organization of the discussion here

[2:40:09] Trustee Luckham: director fader hello

[2:40:12] Voice 8: uh so what's being provided to you now are the particular sections that are

[2:40:16] Voice 8: typically approved by executive committee we will bring the whole report back to you on the next

[2:40:21] Voice 8: agenda for forwarding to trust council we just wanted to give you a deliberative opportunity

[2:40:25] Voice 8: ahead of time before you have the whole report to contemplate thank you

[2:40:29] Voice 10: i missed out that word

[2:40:30] Voice 10: sections okay appreciate that okay

[2:40:35] Trustee Luckham: so thank you very much for that clarity director franer so

[2:40:39] Trustee Luckham: are there any thoughts at this time otherwise i'll look for a motion as presented in your package

[2:40:45] Trustee Luckham: okay

[2:40:49] Trustee Maude: i will move that the executive committee approves the attached text for inclusion in the

[2:40:55] Trustee Maude: the 2022-23 Annual Report for approval by Trust Council

[2:40:59] Trustee Maude: and submission of the Minister of Municipal Affairs.

[2:41:04] Trustee Luckham: Okay, so moved and seconded by Tim Peterson.

[2:41:07] Trustee Luckham: And any further discussion?

[2:41:10] Trustee Luckham: All those in favor,

[2:41:11] Trustee Luckham: raise your hands electronically or otherwise.

[2:41:13] Trustee Luckham: And that carries unanimously.

[2:41:15] Trustee Luckham: And let you know, Claire, I am working on my section.

[2:41:22] Trustee Luckham: So then let's go now to 8.1.2.2,

[2:41:28] Trustee Luckham: education session for trustees on forests this is a request for decision and uh i'll turn it over

[2:41:35] Trustee Luckham: to director freder we did receive correspondence from uh trustee harris uh with some suggestions

[2:41:44] Trustee Luckham: there i think you all received that um so director freder over to you uh

[2:41:50] Voice 8: thank you chair so this is

[2:41:52] Voice 8: just being brought to you um to seek um direction to organize an education session for trustees as

[2:41:57] Voice 8: requested by Trust Council. As a note in the briefing, provincial staff have not yet been

[2:42:04] Voice 8: able to commit to a session, so we have gone externally and have found two private individuals

[2:42:10] Voice 8: who are retired from the province who are willing to provide the session, Del Meninger and Andy

[2:42:16] Voice 8: McKinnon, and we continue to talk with provincial employees to see if they'll be able to participate.

[2:42:22] Voice 8: anticipate. You'll note on page 292 near the top, we spoke with Trust Programs Committee at their

[2:42:29] Voice 8: meeting on May 15th and sought their input around what they would like to see. They discussed the

[2:42:37] Voice 8: opportunity for an education session and had the following recommendations to Executive Committee

[2:42:42] Voice 8: that you consider polling trustees to find a good time, recommend a robust amount of time for

[2:42:48] Voice 8: question and answers and the opportunity for writing questions involve provincial experts

[2:42:55] Voice 8: preference for a more dynamic session it's not just reading off a powerpoint and any background

[2:43:00] Voice 8: materials provided beforehand and the inclusion of dell manager and apologies for pronouncing his

[2:43:06] Voice 8: name so i wanted to provide that to you i have already reached out to those two individuals

[2:43:13] Voice 8: who have indicated interest to kind of convey those themes already um but we would seek your

[2:43:18] Voice 8: direction around you know what time of day what timing you know weekend weeknight kind of preference

[2:43:23] Voice 8: would you like to see um or would you like us to pull trustees and is there any other direction

[2:43:29] Voice 8: you'd like to provide to staff um with regard to this session we're thinking of holding it before

[2:43:33] Voice 8: trust council um sort of as a session for trustees so it's not taking up time during the meeting

[2:43:38] Voice 8: itself so i'd be happy to take questions about that okay

[2:43:43] Trustee Luckham: um advice chairs any questions or

[2:43:49] Trustee Luckham: recommendations with respect to the date and time and date determination

[2:43:54] Voice 3: or time and day of week

[2:44:00] Voice 3: trustee peterson yeah um

[2:44:04] Voice 12: just in terms of getting good trustee update i support the idea of polling

[2:44:11] Voice 12: polling trustees so that we're not scheduling something that a lot of people can't make or

[2:44:19] Voice 12: yeah I support that notion okay thank

[2:44:23] Trustee Luckham: you Vice Chair Peterson anybody else no yeah so I support

[2:44:28] Trustee Luckham: the poll let's try and then just go with the majority wins situation I don't have a preference

[2:44:36] Trustee Luckham: Don't do it on Wednesday evening, so it's my fire practice.

[2:44:44] Trustee Luckham: Yeah, and so the only other remark I have is I think, and I said that in the Trust Programs Committee meeting,

[2:44:51] Trustee Luckham: I think it's really important to have a current provincial expert voice on the panel, and that may be a challenge.

[2:45:02] Trustee Luckham: I understand that. But we also don't necessarily want to put parameters around it so much as creating an opportunity to provide a state of health of the forest or state of the forests in the Gulf Islands as maybe we want a current perspective on that.

[2:45:23] Trustee Luckham: Because obviously there's a variety of opinions.

[2:45:27] Voice 3: So that's just my advice.

[2:45:28] Voice 3: um anything

[2:45:32] Trustee Luckham: further on this one um so do you want uh this there's a motion in the package and um if

[2:45:38] Trustee Luckham: you like uh i think that covers what we're looking for but um um i'll look for somebody to make that

[2:45:45] Trustee Luckham: motion unless you have any further advice director fader uh

[2:45:51] Voice 8: no at this time we're just looking for

[2:45:52] Voice 8: that direction and i'll proceed as per sort of the what council had recommended we put on and

[2:45:57] Voice 8: And I'll just let you know, we did provide Trust Programs Committee with a briefing around edits to language.

[2:46:04] Voice 8: So that's available in their public agenda package if you're interested.

[2:46:09] Trustee Luckham: So I see, I saw Vice Chair Elliott's hand up there, but it looks like it disappeared.

[2:46:14] Voice 10: I'm just going to make the motion, but go ahead, Peterson.

[2:46:18] Voice 10: That's what you wanted to do.

[2:46:20] Voice 12: Well, I thought just since I'm sitting on Trust Programs Committee and I've been through this, I'd just go ahead and put my hand up to make the motion.

[2:46:28] Voice 12: Therefore, I move that executive committee request staff

[2:46:32] Voice 12: to organize an education session for trustees

[2:46:35] Voice 12: by qualified former provincial forest ecologists

[2:46:38] Voice 12: and provincial forest ecologists if available

[2:46:40] Voice 12: to provide background on forest classifications,

[2:46:44] Voice 12: forest health and the significance of forest

[2:46:47] Voice 12: in the Islands Trust area.

[2:46:50] Trustee Luckham: Move, do I have a seconder?

[2:46:52] Trustee Luckham: Trustee Maude, thank you.

[2:46:55] Trustee Luckham: Therefore, I'll ask any further discussion.

[2:46:57] Trustee Luckham: question please show a raise of hands electronic or otherwise that carries unanimously thank you

[2:47:04] Trustee Luckham: very much and thank you uh director freighter for facilitating this um this will be a good

[2:47:10] Trustee Luckham: conversation um

[2:47:13] Voice 3: and did you get a copy of trustee harris's email i'm

[2:47:18] Voice 8: not sure that i did so i'll

[2:47:20] Voice 3: make sure i forward

[2:47:20] Trustee Luckham: it to you then um so i'm gonna go move on now to uh website database

[2:47:29] Trustee Luckham: Database Management Improvements Briefing on page 294.

[2:47:33] Trustee Luckham: And Director Frey, that must be your item as well, if I'm not mistaken.

[2:47:39] Trustee Luckham: Just say the services it says.

[2:47:41] Trustee Luckham: Thank

[2:47:41] Voice 8: you, yes.

[2:47:44] Trustee Luckham: Go ahead.

[2:47:45] Voice 8: Thank you, Chair.

[2:47:46] Voice 8: Yes, we're just bringing this to you as an information item,

[2:47:48] Voice 8: as we're intending to spend some communications money on improving the website.

[2:47:53] Voice 8: I think, you know, within the briefing,

[2:47:55] Voice 8: we identify it should be in the range of $6,000 to $10,000.

[2:47:58] Voice 8: to fix the document library that we've struggled with

[2:48:01] Voice 8: since the launch of the website.

[2:48:04] Voice 8: When we contracted the website,

[2:48:06] Voice 8: it was clear that the database that managed documents

[2:48:09] Voice 8: was supposed to be able to grow

[2:48:11] Voice 8: with the number of documents that we produce annually,

[2:48:13] Voice 8: but has not proven itself able to do so.

[2:48:15] Voice 8: So it's time now to fix this,

[2:48:18] Voice 8: to improve both document retrieval

[2:48:20] Voice 8: in terms of the searches working properly.

[2:48:23] Voice 8: Currently with big PDFs,

[2:48:25] Voice 8: our parser is not able to make it

[2:48:26] Voice 8: all the way through every document and also to improve speed so particularly folks with low wi-fi

[2:48:31] Voice 8: are not waiting too long to get their documents um so we're ready to go and we just wanted to

[2:48:37] Voice 8: bring this as an information item to let you know um that this is happening and we should

[2:48:42] Voice 8: have it fixed by the fall happy to take any questions okay uh

[2:48:48] Trustee Luckham: vice chair peterson yeah i

[2:48:52] Voice 12: just i'm just wanted to say i'm really happy that that there's going to be work done on this

[2:48:58] Voice 12: I have heard from lots of members of the public that getting the documents is like pulling teeth and, you know, part of the point of making them available, you know, in terms of transparency.

[2:49:16] Voice 12: So if the technical barriers are removed and it's easier to do exactly that, I'm really happy to hear that's coming down the pipe.

[2:49:28] Voice 12: So thank you very much.

[2:49:32] Voice 3: Okay, anything from anybody else? No.

[2:49:37] Trustee Luckham: Yeah, well, you know, I am concerned about the issues that I've heard from lots of folks, and even my own experience, and certainly if the document search engine can be more effective, then that may very well address most of the issues.

[2:49:54] Trustee Luckham: I do have lingering concerns about the navigation and how the expectation is how people will navigate the website in order to find the information that they have, which I don't know.

[2:50:09] Trustee Luckham: I just don't find it necessarily intuitive. But let's if the search engine works properly, that may very well resolve the issue.

[2:50:16] Trustee Luckham: And I'm not sure how that connects with the metadata that creates the search results versus the capacity of the database using a SQL server to manage the documents.

[2:50:33] Trustee Luckham: Do you have any remarks about that or potential future amendments to the website to make some of those improvements?

[2:50:40] Trustee Luckham: I'm sure that you've heard of some of them, and if what you're assuming is that the database

[2:50:47] Trustee Luckham: search engine will fix that, then that's great.

[2:50:50] Voice 8: Yes, this is intended to fix the most egregious problems with document retrieval.

[2:50:54] Voice 8: We do already include metadata with the documents as they're posted, so this should just improve

[2:50:59] Voice 8: all aspects of document retrieval is our hope.

[2:51:01] Voice 8: If there are concerns around navigation or other elements of the website, we encourage

[2:51:06] Voice 8: urge anyone, trustees or a member of the public to submit an email to webcomments

[2:51:10] Voice 8: at islandstrust.bc.ca. We look at all of those and we sort of keep a running record of issues

[2:51:17] Voice 8: or concerns and would be happy to look at that. If we wanted a broader review of the entire website

[2:51:23] Voice 8: in terms of navigation, that would be a different initiative. But for now, we are not receiving

[2:51:29] Voice 8: many pieces of negative feedback around the website. So at this point, I don't have cause

[2:51:35] Voice 8: us for making major changes.

[2:51:37] Trustee Luckham: Okay, well, thank you, because that was my next question is how

[2:51:40] Trustee Luckham: much feedback you're getting. So obviously, the answer is not much. And there's obviously no

[2:51:45] Trustee Luckham: patterns that have evolved out of the not much feedback you've gotten. So obviously, that is

[2:51:52] Trustee Luckham: the message that we need to convey when we do hear negative responses to the website, that indeed,

[2:51:59] Trustee Luckham: that it go to that feedback forum. And I'm presuming there must be a button on the website

[2:52:04] Trustee Luckham: site that says click here if you're not happy or something like that

[2:52:07] Voice 8: yes there is it's available

[2:52:09] Voice 8: from every page it's a black tab that can be clicked i would say we had an issue with the

[2:52:14] Voice 8: meeting calendar and with within the last few weeks that we managed to resolve within a couple

[2:52:18] Voice 8: of days oh

[2:52:19] Voice 3: good yeah

[2:52:20] Voice 8: i've noticed you need to maintain it there continue to be a small bumps

[2:52:23] Voice 8: as there are with most technology okay yeah

[2:52:26] Voice 8: we love feedback and they're happy to respond to it

[2:52:29] Trustee Luckham: it okay so then uh you know we'll just receive that for information and if there's no further

[2:52:34] Trustee Luckham: questions i'll continue on to the exciting topic in today's agenda i think the census

[2:52:40] Trustee Luckham: infographics briefing thank you for bringing this to us director frader over to you thank you chair

[2:52:47] Voice 8: i'm excited to bring this to you this has been ticking along in the background for many months

[2:52:50] Voice 8: now um and so this is meant to support this primarily got going when we had our new census

[2:52:56] Voice 8: data. And because of the way the trust is structured, we need to sometimes procure

[2:53:01] Voice 8: special data sets because it's by local trust area. And so we do that routinely when we get

[2:53:07] Voice 8: new census data, but also took this as an opportunity to get information around trends

[2:53:12] Voice 8: in the trust area and to fix some of our past data sets so they could be compared against current

[2:53:17] Voice 8: data sets. Also, because we've had this request to undertake advocacy around housing, we wanted

[2:53:24] Voice 8: to make sure that was fact-based and based on evidence and part of that was getting trend data

[2:53:29] Voice 8: as it related to housing and demographics. So that's what you have in your agenda today.

[2:53:35] Voice 8: The decisions around which infographics to procure from Statistics Canada was made in

[2:53:41] Voice 8: collaboration with the regional planning managers around what they thought was most needed in terms

[2:53:45] Voice 8: of housing decisions and planning. So at this point we're seeking your feedback on them but we

[2:53:53] Voice 8: We intend to provide them to all local trust committees and council committees for their information as it relates to their work.

[2:54:00] Voice 8: And also we've heard from regional planning managers that we overlooked or collectively we overlooked one metric, which is to go in around the number, get information on the number of dwellings.

[2:54:09] Voice 8: So we're going to go in, I think, and spend another, you know, up to $450 to get that final piece in terms of a final trend that we can blend in.

[2:54:19] Voice 8: So we'd like to hear your feedback on these.

[2:54:20] Voice 8: Our intention is to distribute them, as I mentioned, to committees and also post them to the trend monitoring page on the Islands Trust website and hopefully inform the work that the trust is doing and help people understand how our housing and demographic trends are changing over time.

[2:54:38] Trustee Luckham: Okay, great. Thank you. So I see a couple of hands up here. I'm not sure who went up first. I'm going to go to Trustee Elliott because I think I passed over you a couple of times.

[2:54:50] Trustee Luckham: no

[2:54:51] Voice 10: worries chair um great work this is uh really wonderful to see director frader i think it's

[2:54:57] Voice 10: going to really help a lot of our communities putting together the social and relevant

[2:55:03] Voice 10: statistics um one question could we also request change in rates of low income

[2:55:12] Voice 10: income and or maybe median after-tax income like income data is that so

[2:55:22] Voice 8: certainly if you'd like us

[2:55:23] Voice 8: to go get different metrics we can do so um we have to go get a quote on what that would cost

[2:55:29] Voice 8: and if depending on the urgency i can either report back to you at your next meeting what

[2:55:32] Voice 8: that would be or we can simply proceed um within the existing communication budget which can likely

[2:55:36] Voice 8: handle it okay so just know your preference um so but i would really love a resolution around that

[2:55:43] Voice 8: when we get there if you know or we could come back to you at your June meeting with options

[2:55:47] Voice 8: because of course there's many many metrics around income it can be sliced and diced many different

[2:55:52] Voice 8: ways so perhaps there might be a small discussion around exactly what you're looking for

[2:56:02] Voice 3: David Mark would

[2:56:05] Trustee Maude: it be possible to have each island's breakout be sort of added to the trust

[2:56:11] Trustee Maude: web page for the for the individual island just to for like easy accessibility because

[2:56:16] Trustee Maude: because this information is just phenomenal.

[2:56:19] Trustee Maude: And I think people really appreciate

[2:56:22] Trustee Maude: having sort of at their fingertips.

[2:56:25] Voice 8: Yes, they will be posted as individual PDFs.

[2:56:28] Voice 8: So

[2:56:28] Voice 3: each island will be its own link.

[2:56:34] Voice 3: Tim Peterson.

[2:56:37] Voice 3: Yeah, thank you for this.

[2:56:39] Voice 3: It's certainly fascinating.

[2:56:42] Voice 12: I guess, you know, one of the things that occurred to me

[2:56:47] Voice 12: is that according to this information,

[2:56:49] Voice 12: We're going to have to revise our byline when we talk about the 25,000 people because clearly we're up over 30 now.

[2:57:03] Voice 12: I think we all knew that there's been population increase, but this really puts it in a frame that it's quite staggering, actually.

[2:57:18] Voice 12: and you know the the numbers on Gambier in particular are rather high but yeah I just

[2:57:26] Voice 12: wanted to say I really appreciate the access to this information it's certainly useful for

[2:57:31] Voice 12: trustees looking at our work and I think very interesting for the public at large so just

[2:57:37] Voice 12: really appreciate having this available and I'm really happy it's going to go on the websites too

[2:57:42] Voice 12: that's

[2:57:43] Voice 3: great okay thank you um i think that covers

[2:57:50] Trustee Luckham: that discussion then you don't need

[2:57:51] Trustee Luckham: anything from us so um look forward to seeing that stuff out there um the next site and then

[2:57:59] Trustee Luckham: is additional web page to address inaccuracies and provide clarification briefing um or i'll

[2:58:08] Trustee Luckham: turn that over to you as well director fader i apologize i didn't have a chance to go and look

[2:58:13] Trustee Luckham: at the Kamloops website. I clicked on it but it for some reason didn't work out for me. But anyway,

[2:58:19] Trustee Luckham: you tell us what's going on there.

[2:58:22] Voice 8: Thank you. So as we now have some secure communication

[2:58:26] Voice 8: staff in place, the thought was to add a web page, as I think the City of Kelowna has done,

[2:58:33] Voice 8: to correct inaccuracies that are in print media or major inaccuracies that are circulating in

[2:58:39] Voice 8: and community that might be contributing to a lack of full participation in any engagements

[2:58:44] Voice 8: we might be undertaking, where people might be showing to a meeting and it's going to

[2:58:48] Voice 8: be less than constructive because not everyone's got the information the trust wishes to provide

[2:58:52] Voice 8: or maybe there's been a misunderstanding.

[2:58:55] Voice 8: So the intention was that we would add this webpage and be very judicious about what's

[2:58:59] Voice 8: placed there, but we would use it to clarify things that are inaccurate.

[2:59:05] Voice 8: And we were bringing this to you just for your insights.

[2:59:09] Voice 8: and it would be used and the final authorities around what's go up we were intending to be myself

[2:59:13] Voice 8: or the CAO in terms of getting the final text that would be posted and certainly trustees could come

[2:59:19] Voice 8: to either of us with a request if there was something that was causing concern. One of the

[2:59:24] Voice 8: things we've noted is when we make corrections to island newspapers you know often there'll be a

[2:59:29] Voice 8: inaccuracy in a report and then we submit a correction to the reporter and it shows up

[2:59:33] Voice 8: an addition or two later in the fine print on a totally different page and it's not very effective

[2:59:38] Voice 8: at helping community understand the facts so we'd like your feedback on this and um we plan to

[2:59:44] Voice 8: proceed barring any concerns okay

[2:59:51] Voice 3: any uh feedback from uh vice chairs tim peterson again i think

[3:00:00] Voice 12: great initiative and and i think it can be really useful for the organization and uh happy to see

[3:00:06] Voice 3: this happening yeah okay thank you um anything else all

[3:00:18] Trustee Luckham: right and so um this is a briefing and

[3:00:22] Trustee Luckham: so we'll uh look forward to seeing that and i'll just make a remark for some reason links

[3:00:28] Trustee Luckham: to web pages inside pds often seem to not work for me i was just trying that again here now and

[3:00:34] Trustee Luckham: i can't even copy and paste the address it shows it to me but it doesn't actually link

[3:00:40] Trustee Luckham: um but don't worry about that at the moment let's continue on we are at 1205 actually how about we

[3:00:47] Trustee Luckham: break for lunch and uh come back and we'll continue on with the rest of the agenda starting

[3:00:55] Trustee Luckham: at executive committee initiated chair training at 8.2 that was introduced um as a late item

[3:01:03] Trustee Luckham: and how about we come back is half an hour adequate 12 35

[3:01:08] Trustee Luckham: okay so we'll see you all at 12 35. thank you lori

[3:01:14] Voice 3: thank you russ and thank you directors

[3:30:15] Voice 3: Hello, everyone. Ready to reconvene. There's David Maud. Did you manage to get a bite to

[3:30:26] Voice 3: eat down there?

[3:30:28] Trustee Maude: I did. Thank you very much.

[3:30:30] Trustee Luckham: Very good. And there's Toby Elliott. Looks

[3:30:34] Trustee Luckham: like you've come in out of the sun. I'm cold. It

[3:30:39] Voice 10: wasn't warm enough out there. Well, it's

[3:30:42] Trustee Luckham: surprising that it's still cool despite the record-breaking temperatures we had a couple

[3:30:48] Trustee Luckham: days ago

[3:30:49] Voice 3: and

[3:30:50] Trustee Luckham: i see tim is still shaded and uh some other members who's that connecting to audio

[3:30:58] Trustee Luckham: it's beautiful gulf islands warren dingman look at that so

[3:31:02] Trustee Maude: peter did you did you get the um

[3:31:05] Trustee Maude: this last piece of information from kim stockdale today while we're meeting

[3:31:11] Trustee Maude: no yes she's just

[3:31:13] Trustee Maude: just emailed the the letter that did get sent out for north fender did yes oh so there is

[3:31:21] Trustee Maude: additional information you might want to look at in your email okay

[3:31:26] Trustee Luckham: i will do that while we

[3:31:27] Trustee Luckham: get on with the meeting here thank you for that and everybody else has seen that

[3:31:32] Trustee Maude: yes it was sent to ec oh

[3:31:34] Trustee Luckham: well it doesn't mean we've seen it

[3:31:39] Trustee Maude: somebody

[3:31:40] Trustee Luckham: has to run the meeting you know anyway okay let us uh let us begin i think we've got a

[3:31:46] Trustee Luckham: quorum here and so the next item that i have on my agenda is 8.2.1 executive subsection one church

[3:31:55] Trustee Luckham: chair training which was added as a late item by trustee elliott to have a kind of a discussion

[3:32:01] Trustee Luckham: about what did we learn and where do we want to go with this moving forward so

[3:32:10] Trustee Luckham: Toby Elliott why don't I start you off on reintroducing that okay

[3:32:16] Voice 10: thank you chair I think

[3:32:18] Voice 10: we've sort of covered a part of that discussion already and then I guess looking ahead how can we

[3:32:26] Voice 10: bring forward a, I guess, a decision about how we make decisions to trust council so that

[3:32:36] Voice 10: everybody feels a part of that. So how could we structure a process where we're

[3:32:44] Voice 10: going to make decisions about our own process? Does that make sense?

[3:32:47] Trustee Luckham: Yeah. And as you said, I think the CAO suggested that that be a conversation to have in September,

[3:32:55] Trustee Luckham: member, which would be a great idea. And of course, the structured decision making process

[3:33:00] Trustee Luckham: is an element of that. And of course, the chair training session was an important element of

[3:33:04] Trustee Luckham: getting the chairs and vice chairs engaged in best practices, I suppose, and behaviors. And

[3:33:14] Trustee Luckham: so yeah, so I don't know what further do we want to do. I'll just remark, I thought the

[3:33:21] Trustee Luckham: The session was very good.

[3:33:23] Trustee Luckham: We've had a number of sessions with different parliamentarians, mostly, however, Elimina, who is also very excellent in his own way.

[3:33:34] Trustee Luckham: And I come away with new learnings all the time.

[3:33:40] Trustee Luckham: And so how do we disseminate that good message to everybody and adopt better practices of engaging?

[3:33:50] Trustee Luckham: and myself as chair of council,

[3:33:53] Trustee Luckham: how do I adopt better practices to achieve more success?

[3:33:56] Trustee Luckham: So anyway, CEO Hudson-Piller,

[3:33:58] Trustee Luckham: you have something to chime in.

[3:34:00] Voice 11: Well, I'm just thinking about being specific.

[3:34:04] Voice 11: Is there some specific elements

[3:34:09] Voice 11: from the training session on Friday

[3:34:11] Voice 11: that have value for you

[3:34:14] Voice 11: as you go into communities and do that work?

[3:34:18] Voice 11: So that'd be great to understand and focus on.

[3:34:21] Voice 11: Do you want us to report back on, you know, collate some of that and report back to you?

[3:34:25] Voice 11: Do you feel, you know, that's enough for now?

[3:34:27] Voice 11: We certainly hear, I certainly hear that there are a few topics brought up.

[3:34:33] Voice 11: We didn't quite get to the role of committees, but I think that's a valuable conversation

[3:34:38] Voice 11: for this organization.

[3:34:40] Voice 11: And there might, you might want to communicate with the governance committee around some

[3:34:43] Voice 11: of the thinking that Ms. Warren is undertaking, because I'm sure that she could, with each

[3:34:51] Voice 11: of those sessions, do a separate session.

[3:34:53] Voice 11: right or at least is there something from the chair sessions that you think were there is worthy

[3:34:59] Voice 11: of further consideration that's the second point the first point is do you feel you're in a better

[3:35:04] Voice 11: space now just in terms of the hands-on practicality of chairing meetings and community

[3:35:11] Voice 11: and if not how can we dial into some more specifics or scenarios or something so I'm

[3:35:18] Voice 11: just open to all of that given that this is um that session's concluded uh just so we don't lose

[3:35:24] Voice 11: anything and take advantage of any ideas that came up as we as we did it

[3:35:29] Voice 10: well there's a number of

[3:35:31] Voice 10: things that i'd like to to see us work on or or could we develop an education opportunity or the

[3:35:38] Voice 10: next series of webinars so the diamond of participatory decision making um we sort of

[3:35:43] Voice 10: of landed there mid to the last day I thought that was a really useful to see that diagram of

[3:35:50] Voice 10: how divergent opinions need to have that space and then how to bring it towards a decision and

[3:35:57] Voice 10: then we had some discussion on consensus versus getting to a vote and how to make decisions and

[3:36:06] Voice 10: and decisions um in different contexts so could we i'm rambling again um so those are some of the

[3:36:17] Voice 10: things i'd like to see brought forward and if we need a motion to that effect what would it i guess

[3:36:23] Voice 10: i'll see what the rest of you think who

[3:36:27] Voice 3: else would like to chime in here david maude thank you

[3:36:36] Trustee Maude: I'll certainly endorse what everybody has said about Friday.

[3:36:41] Trustee Maude: It was very good.

[3:36:43] Trustee Maude: She was very entertaining, which I think helps with these type of sessions

[3:36:49] Trustee Maude: because, you know, a lot of the stuff that we deal with can be considered to be very dry.

[3:36:54] Trustee Maude: And she was very animated and sort of kept everybody's attention.

[3:36:59] Trustee Maude: attention um I I think building on that Foundation I I think take a topic and and and run with it

[3:37:09] Trustee Maude: because I I think that these things are very very valuable for the organization um I think like like

[3:37:16] Trustee Maude: both the the political body and the staff I think get a lot out of these sessions um it's it's no

[3:37:24] Trustee Maude: no matter what it is, it's good value for money.

[3:37:27] Trustee Maude: And I really strongly encourage to sort of move forward

[3:37:31] Trustee Maude: and certainly using the facilitator we had,

[3:37:36] Trustee Maude: I strongly endorse that

[3:37:37] Trustee Maude: because I think that she did a very good job.

[3:37:40] Trustee Maude: Thank you.

[3:37:42] Voice 3: Excellent, thank you.

[3:37:44] Voice 3: Tim Peterson.

[3:37:47] Voice 12: Yeah, I just want to concur with the others here.

[3:37:52] Voice 12: Great session.

[3:37:53] Voice 12: um enjoyed the format uh and uh certainly one of the big things that i took uh away that i that i

[3:38:05] Voice 12: think we could use um some more on is is the uh the functioning of of the committees i think that's

[3:38:12] Voice 12: uh um you know the committees have been identified as as should be the workhorses

[3:38:19] Voice 12: of trust council and uh if if that's where what we believe and where we're going then

[3:38:25] Voice 12: then i'd love to see some more in-depth uh work on on um on the committees and lisa was great

[3:38:31] Voice 12: so

[3:38:34] Voice 10: i'd like to make a motion that we request staff to explore um future education sessions

[3:38:46] Voice 10: or workshop sessions on decision making for

[3:38:54] Voice 3: the benefit of trustees or I guess yeah for trustees

[3:39:00] Voice 3: a second about trustee mod did you get that laurie yes and

[3:39:17] Voice 10: follow up with lisa's warn to

[3:39:21] Voice 10: see if she'd be available to do to facilitate a session at a later date or another facility

[3:39:31] Trustee Luckham: We can

[3:39:31] Trustee Luckham: just leave that to staff, I think, to determine the process and who the likely candidate would be.

[3:39:38] Trustee Luckham: And we've heard that we wouldn't be disappointed to have Lisa back for a session.

[3:39:45] Trustee Luckham: It does strike me that there's two conversations there.

[3:39:49] Trustee Luckham: One is structured decision making and two is overall meeting management conversations.

[3:39:57] Trustee Luckham: conversations. And is that two different skill sets? And Ross, do you think those would both

[3:40:03] Trustee Luckham: fall into Lisa's, Warren's area of expertise? Or do you think that there's a necessity for maybe

[3:40:09] Trustee Luckham: some kind of a team approach to that?

[3:40:14] Voice 11: So is that future education and decision making?

[3:40:18] Voice 11: I'm just trying to get the gist of your comment. Sorry. The distinction that you're drawing.

[3:40:23] Voice 11: oh

[3:40:24] Trustee Luckham: the structured decision making and uh and overall meeting uh no

[3:40:32] Voice 11: i i think it's governance

[3:40:33] Voice 11: i think that falls within in these are tools of governance i think connecting good words around

[3:40:41] Voice 11: this session to um the governance committee i'll do that um in the upcoming meeting just to know

[3:40:50] Voice 11: that you know um that you've received some training or insight into areas that they are

[3:41:00] Voice 11: preoccupied with or advancing themselves is probably a good idea so um i'll do that and then

[3:41:07] Voice 11: uh initially and then you can back that up but i i just think it's all under the notion of

[3:41:13] Voice 11: governance those are tools of governance okay

[3:41:17] Trustee Luckham: um so there we have a motion i think it was moved

[3:41:21] Trustee Luckham: and seconded by trustee peterson is that the motions up on the screen is that adequate for

[3:41:27] Trustee Luckham: your direction cao sure

[3:41:29] Voice 3: okay

[3:41:31] Trustee Luckham: so then i'll call for the vote all

[3:41:33] Voice 3: those in favor and that's unanimous

[3:41:36] Trustee Luckham: and thank you um vice chair elliott for leading us in that direction um

[3:41:43] Voice 3: is there anything further

[3:41:45] Voice 3: on this topic nope

[3:41:48] Trustee Luckham: so i'm going to skip right down to 9.2.1 local trust committee chair report

[3:41:53] Trustee Luckham: on local advocacy topics?

[3:41:56] Trustee Luckham: Anything of significance?

[3:41:58] Trustee Luckham: Any of the vice chairs need to report out

[3:42:00] Trustee Luckham: on advocacy in your area?

[3:42:03] Trustee Luckham: No, all right, good.

[3:42:05] Trustee Luckham: So then I'm gonna go down to this next item, 10.1.

[3:42:09] Trustee Luckham: This is in correspondence now, we're on page 318.

[3:42:13] Trustee Luckham: 2030 biodiversity strategy news release dated May 15th,

[3:42:20] Trustee Luckham: soliciting potential input from us.

[3:42:25] Trustee Luckham: Are there any immediate responses from Vice Chairs or maybe like Director Freyder's words of wisdom with respect to whether or not we can or have the capacity to contribute to that?

[3:42:38] Trustee Luckham: And of course, there was a context note that Claire provided.

[3:42:42] Trustee Luckham: Is that all right to go with Director Freyder?

[3:42:45] Trustee Luckham: Yeah, Director Freyder, over to you.

[3:42:47] Voice 8: Thank you, Chair.

[3:42:48] Voice 8: Chair, that's what I was popping in to advise you is that you do have a context note for this

[3:42:52] Voice 8: piece of correspondence, which essentially says there is a survey open around the Biodiversity

[3:42:58] Voice 8: 2030 strategy, open to July 14th, with eight detailed questions. So we thought you might

[3:43:06] Voice 8: like to either just forward the engagement to trustees, so they could prepare individual

[3:43:10] Voice 8: responses, or you could request staff to prepare an RFD to Trust Council to seek direction for an

[3:43:15] Voice 8: an organizational response.

[3:43:17] Trustee Luckham: I like the idea of sending it all to trust to all trustees and let

[3:43:21] Trustee Luckham: everybody respond accordingly. That reduces your workload and they'll get a broad spectrum of

[3:43:27] Trustee Luckham: points of view. And I see at least two thumbs up. Tim Peterson, you've got your hand up. What else

[3:43:34] Trustee Luckham: would you like to add? Forgive

[3:43:38] Trustee Luckham: me, but I'd like

[3:43:39] Voice 12: to see both.

[3:43:40] Trustee Luckham: Yeah, naturally. Anybody else? Mark?

[3:43:48] Trustee Luckham: um so is

[3:43:50] Voice 10: it possible to can to give an organizational response before july 14th or

[3:43:55] Voice 10: is it you know we can still respond after that date as i

[3:44:01] Voice 8: understand it the survey will close

[3:44:02] Voice 8: so right um there's an ad mechanism to sort of bypass a federal engagement method that way

[3:44:10] Voice 8: sometimes we can with provincial so

[3:44:14] Voice 10: yeah if we requested trust counsel for an organization do

[3:44:18] Voice 10: Do we want an organizational response in June?

[3:44:21] Voice 10: Could we turn that around if the answer is yes?

[3:44:26] Voice 8: Well, again, limited staff capacity.

[3:44:28] Voice 8: What I will highlight, there are detailed questions.

[3:44:31] Voice 8: So it might need a working group or something to develop the answers.

[3:44:33] Voice 8: So it's not an easy position because there's detailed questions as it relates specifically

[3:44:38] Voice 8: to the draft strategy.

[3:44:39] Voice 10: OK.

[3:44:40] Voice 10: OK.

[3:44:41] Trustee Luckham: Yeah, I guess what I wonder in reading this through is I like the idea of a number of trustees sending it in because that at least puts our name on the table more than once.

[3:44:54] Trustee Luckham: But how much benefit is there and weight behind an island trust point of view when this is a strategy of which is seeking input from a variety of parties of which generally is probably going to be in support of this strategy?

[3:45:10] Trustee Luckham: and certainly we would be in support of it and then of course i'm presuming to some extent that

[3:45:15] Trustee Luckham: the uh honest trust conservancy would also want to make their own submission um as a body or as

[3:45:21] Trustee Luckham: individuals i

[3:45:24] Voice 8: don't know their agenda is going out today i don't believe this is on it they tend not

[3:45:28] Voice 8: to advocate too much they tend to be focused on work poorly on their on their mandate yeah okay

[3:45:35] Trustee Luckham: Okay. So unless I hear otherwise, I'm inclined to say let's have staff forward this to trustees and asking them to make submissions.

[3:45:46] Trustee Luckham: Is there anybody opposed to doing that? Tim's not responding, but I'll assume that you're okay with that going out that way.

[3:45:56] Trustee Luckham: um so therefore let it be that the 2030 biodiversity strategy be forwarded to trustees

[3:46:01] Trustee Luckham: uh recommending they uh uh fill out the survey

[3:46:07] Voice 3: okay

[3:46:10] Trustee Luckham: the next item then is comments due june 26

[3:46:14] Trustee Luckham: bceao condition 39 existing shoreline conditions report i don't know i guess i i get cynical

[3:46:24] Trustee Luckham: sometimes it does happen i guess they didn't hear anything the allen's trust said over the last

[3:46:29] Trustee Luckham: last five years. But none of the areas are actually specific to the inland sea of the

[3:46:37] Trustee Luckham: Salish Sea, which is the Southern Gulf Islands. They're all points beyond us. And I just don't

[3:46:43] Trustee Luckham: know what to say about it, whether or not we can contribute in any meaningful way, because

[3:46:47] Trustee Luckham: we don't seem to have a voice. Director Freider, do you have any recommendations?

[3:46:53] Voice 8: Well, what I would say is they did invite us to participate last May, June, and we didn't respond

[3:46:58] Voice 8: to that i think we're all collectively very busy um and then so now they've produced a report based

[3:47:04] Voice 8: on the regional districts and other agencies that did respond um specifically there are shoreline

[3:47:09] Voice 8: sections that are within the trust area specifically galliano and gossip island

[3:47:13] Voice 8: again the report is written i don't know how much impact a response from us at this stage will have

[3:47:18] Voice 8: but should you wish we could respond um pointing to the eelgrass bullcap and forage fish mapping

[3:47:24] Voice 8: mapping so that, you know, we are participating in the process, albeit late, and that also we

[3:47:30] Voice 8: have maps showing distribution of shoreline type energy and sediment movement, as well as shoreline

[3:47:34] Voice 8: values and vulnerabilities. These may be of use during an oil spill, but I'm not sure that

[3:47:38] Voice 8: providing them to Trans Mountain is, you know, terribly effective, but certainly it's a viable

[3:47:44] Voice 8: response that wouldn't take a great deal of staff time. We just point to the online resources

[3:47:48] Voice 8: available.

[3:47:49] Trustee Luckham: So compared to the previous item that we didn't direct you to take action on,

[3:47:54] Trustee Luckham: is this a relatively easy thing to compile existing information and send it in

[3:47:59] Voice 3: yes okay

[3:48:01] Voice 3: vice chairs what would you like to do receive for information or direct drafted

[3:48:07] Voice 3: undertake a response i'd like

[3:48:10] Trustee Maude: to leave a response support is appropriate okay

[3:48:12] Trustee Luckham: okay so then um

[3:48:16] Trustee Luckham: if if that's all right by general consent then i would like to ask that um executive committee ask

[3:48:23] Trustee Luckham: staff to provide a response to the BCE AO condition 39 existing shoreline conditions report

[3:48:32] Trustee Luckham: using existing information thank

[3:48:35] Voice 8: you committee can I also note I had did have Bowen Island

[3:48:38] Voice 8: municipality staff reach out to explore whether we might wish to do a joint letter

[3:48:43] Voice 8: is that something you'd like to contemplate that including

[3:48:46] Voice 3: Bowen Island yeah yeah

[3:48:48] Voice 8: we could empower

[3:48:48] Voice 8: the chair to sign a joint letter with the mayor of the island do

[3:48:53] Trustee Luckham: you want that spelled out or just

[3:48:54] Trustee Luckham: take that as a um

[3:48:56] Voice 8: i just would i would want it reflected the minutes in some capacity so we have

[3:49:00] Voice 8: direction to do that

[3:49:01] Trustee Luckham: let's uh laurie do you have that up on the can you possibly put that up on

[3:49:06] Trustee Luckham: the screen sure i'll give you a moment and then maybe

[3:49:11] Voice 3: we'll just turn it into a motion and advance

[3:49:14] Voice 3: That's it.

[3:49:27] Voice 3: And maybe while Lori's getting that one going.

[3:49:30] Voice 3: Oh, there we are.

[3:49:31] Voice 3: Fantastic, Lori.

[3:49:42] Voice 3: Yeah, that actually you've got that.

[3:49:56] Voice 3: Yeah.

[3:49:57] Voice 3: Does that seem appropriate, Claire?

[3:50:00] Voice 3: Yeah, that's sufficient.

[3:50:02] Trustee Luckham: Perfect.

[3:50:03] Trustee Luckham: Do I, so maybe I'll move that just cause

[3:50:06] Trustee Luckham: and somebody want to second it?

[3:50:08] Trustee Luckham: Trustee Maude, thank you.

[3:50:10] Trustee Luckham: And so any further discussion?

[3:50:12] Trustee Luckham: All those in favor?

[3:50:14] Trustee Luckham: That carries.

[3:50:15] Trustee Luckham: Excellent work.

[3:50:16] Trustee Luckham: thank you very much for supporting that it despite my cynicism it is critically important

[3:50:24] Trustee Luckham: uh next item cryptocurrency mining engagement letter um and you know it seems to me that the

[3:50:32] Trustee Luckham: islands might be a right place for cryptocurrency mining um but i don't know that it's happening um

[3:50:39] Trustee Luckham: what's uh should we receive this information or did you want to take some direction

[3:50:44] Trustee Luckham: That's it. This is a whole new area of investigation, I think.

[3:50:50] Trustee Maude: Trustee Maude?

[3:50:51] Trustee Maude: Well, I believe we don't endorse mining of any type, but I think we just received

[3:50:57] Trustee Maude: this because, no, this is way above my pay grade.

[3:51:01] Voice 3: Yeah, okay. Trustee Peterson?

[3:51:05] Voice 12: Well, I agree that we don't endorse mining of any sort, and I don't see this

[3:51:12] Voice 12: is any different this uh cryptocurrency mining is known to be uh extremely uh high resource uh

[3:51:22] Voice 12: consuming and uh it's i'm glad that there's a a ban on any uh you know a current moratorium on

[3:51:32] Voice 12: any new uh operations in the province and and i'd like i'd like to see it extended indefinitely

[3:51:39] Voice 12: I don't see that cryptocurrency mining provides any societal benefits, and it's clearly an environmental hazard.

[3:51:52] Voice 12: I think it's crazy.

[3:51:55] Trustee Luckham: Okay, well, let's move on from that.

[3:51:58] Trustee Luckham: Unless there's any further desires, we'll just receive that for information.

[3:52:03] Trustee Luckham: Okay.

[3:52:05] Trustee Luckham: Review work program, 1.1, review and amendment of current work program.

[3:52:10] Trustee Luckham: I think we've done that, if I'm not mistaken, CAO, and that's in hand.

[3:52:16] Voice 11: To the degree we've reconsidered it, yes.

[3:52:21] Voice 11: That's the new process.

[3:52:23] Trustee Luckham: Okay.

[3:52:23] Trustee Luckham: So you guys are awesome.

[3:52:25] Trustee Luckham: Our next meeting in person, June the 14th in Victoria.

[3:52:30] Trustee Luckham: So I will be attending that.

[3:52:33] Trustee Luckham: Some of you can attend electronically.

[3:52:36] Trustee Luckham: Mr. Chair.

[3:52:37] Trustee Luckham: Yes, sir.

[3:52:38] Voice 11: So we do have a challenge there.

[3:52:41] Voice 11: um i am not there of course and nor is claire freighter because that's the local government

[3:52:47] Voice 11: management association annual meeting and no islands trust staff have attended that meeting

[3:52:54] Voice 11: for a number of years right um it is um we're in the post pandemic um time so i'm just wondering

[3:53:05] Voice 11: whether that effect first of all we would keep so we'll be in hotel rooms in in the morning of

[3:53:12] Voice 11: have in the midday of that that three days um so there'd be regular business of vc but we're

[3:53:20] Voice 11: hoping to keep it to that's why we got some of your stuff on today for the approval of the agenda

[3:53:26] Voice 11: but we'd hope to have it be focused mainly on approval of that agenda prior to trust council

[3:53:34] Voice 11: and not have an extended meeting or at least that's my

[3:53:37] Voice 11: interest right so

[3:53:39] Trustee Luckham: you're saying that

[3:53:40] Trustee Luckham: you could attend but certainly not on a full day basis well

[3:53:44] Voice 11: i can attend as much as you direct me

[3:53:46] Voice 11: to attend i'm just pointing

[3:53:48] Voice 11: out that we're paying and i'm attending a whole other conference at the

[3:53:51] Voice 11: same time um and just wondering whether you could be aware of that as we move forward um and the

[3:54:00] Voice 11: second thought is you're all coming here it would be laurie and maybe one other person here in this

[3:54:05] Voice 11: office space for your live meeting so um there might be traditionally the the meeting before

[3:54:13] Voice 11: you know we collaborate and that meeting just beforehand i i'm just pointing out i won't be

[3:54:18] Voice 11: here and claire won't be here right physically in this space so you might want to have it live

[3:54:23] Voice 11: or you might want to just think about that for a week and have it be an electronic media i'm not

[3:54:27] Voice 11: sure okay

[3:54:31] Voice 3: i guess i had no objections to it being

[3:54:34] Trustee Luckham: electronic does anybody else have objections to

[3:54:37] Trustee Luckham: that no no so it looks like we could do that and so that would provide the better opportunity for

[3:54:44] Trustee Luckham: you to drop in and drop out of the meeting as needed well

[3:54:48] Voice 11: i'd be there for the duration of

[3:54:50] Voice 11: the meeting whatever the meeting is so i'm making that commitment but um yeah i think we could put

[3:54:58] Voice 11: an electronic meeting together given that we've addressed some of the matters that are already

[3:55:02] Voice 11: that today that are going forward to trust council so

[3:55:06] Trustee Luckham: then if we're comfortable with that would

[3:55:08] Trustee Luckham: somebody like to make a motion to uh turn the june 14th meeting into an electronic meeting

[3:55:14] Trustee Luckham: david maude i

[3:55:16] Trustee Maude: would move that we move from a live in-person meeting to an electronic meeting

[3:55:26] Trustee Luckham: moved seconded excellent all those in favor there you go okay so that's great thank you

[3:55:33] Trustee Luckham: you CAO for that heads up if there's no further business on no there is the planning there's the

[3:55:41] Trustee Luckham: planning item of which is an email which I haven't had a chance to read so there's can somebody

[3:55:48] Trustee Luckham: paraphrase that or should I read it staff

[3:55:51] Voice 11: can certainly do that

[3:55:52] Trustee Luckham: okay so then let's let's move

[3:55:55] Trustee Luckham: in that direction

[3:55:57] Voice 2: chair Luckham if you'd like I can quickly go over this for you so thank you for

[3:56:04] Voice 2: moving this item later on the agenda because allowed me to go over the uh correspondence

[3:56:09] Voice 2: and the process of that that we've received in august of last year um at that time when we

[3:56:15] Voice 2: received this the correspondence from liaxin it was recommended the staff hold off on a response

[3:56:21] Voice 2: um as we've received a number of comments from liaxin regarding proposed bylaws for galliano

[3:56:29] Voice 2: on maine and north pender so in september of last year a letter was drafted this is the one that was

[3:56:35] Voice 2: circulated to executive committee was drafted from the director of planning services and director of

[3:56:41] Voice 2: trust area services and this letter acknowledges the comments that we received in regards to those

[3:56:48] Voice 2: different bylaws also thanks them for those comments and includes some of the comments that

[3:56:55] Voice 2: they mention in terms of housing and so forth so this letter should have been included in your

[3:57:02] Voice 2: request for a decision and if the bylaw does proceed this letter will be included in the

[3:57:10] Voice 2: package that will go to the minister for bylaw approval to show that staff did actually provide

[3:57:17] Voice 2: comment on that on their comments received specifically to this

[3:57:22] Trustee Luckham: bylaw that's correct

[3:57:23] Voice 2: correct

[3:57:23] Voice 11: amongst others yes so

[3:57:26] Voice 11: if you read the

[3:57:27] Voice 11: letter it's amongst others but it does reference

[3:57:29] Voice 11: this bylaw yes okay

[3:57:30] Trustee Luckham: well that's we that's unfortunate we didn't have that earlier

[3:57:33] Trustee Luckham: that makes me feel a lot better but they have not responded to that letter so we just that's

[3:57:39] Voice 2: correct they did not respond to this letter that i am aware of and when we sent out um a notice of

[3:57:45] Voice 2: the public hearing um that was scheduled for earlier in may again we did not receive comment

[3:57:51] Voice 2: from that when we sent out the notice so the only comments received from liaxin was back in august

[3:57:58] Voice 2: of last year okay

[3:58:01] Voice 3: so that's interesting so

[3:58:05] Trustee Luckham: now i guess um uh maybe this is where the director of

[3:58:09] Trustee Luckham: legislative services comes into play or the cao um if we want to reconsider a motion that we

[3:58:14] Trustee Luckham: tabled earlier and defeated um we can do that within this meeting is that correct that's my

[3:58:21] Voice 11: my understanding yeah

[3:58:23] Trustee Luckham: i'd agree so then what you've heard and read there vice chairs do you

[3:58:30] Trustee Luckham: want to reconsider the motion that was uh defeated earlier yes okay so then um i think probably we

[3:58:38] Trustee Luckham: don't have to do this so i think probably we'll just uh make the motion again and uh and get

[3:58:44] Trustee Luckham: seek a mover and seconder and then we'll call the vote on that does that seem appropriate to

[3:58:49] Trustee Luckham: everybody okay

[3:58:51] Trustee Maude: so i'm happy to make the motion i certainly thank staff for for the the energy they

[3:58:56] Trustee Maude: put into digging out all this in this information because it's it's nice to proceed so the the i

[3:59:03] Trustee Maude: will make the motion the island's trust executive committee approved north island pender island

[3:59:07] Trustee Maude: local trust committee bylaw number 223 said it is north island official community plan bylaw number

[3:59:13] Trustee Maude: number 1-7-1-2007, amendment number 1-2001,

[3:59:17] Trustee Maude: in accordance with section 27 of the Islands Trust Act.

[3:59:21] Trustee Luckham: So moved and seconded by Trustee Maude,

[3:59:24] Trustee Luckham: seconded by Trustee Elliot.

[3:59:26] Trustee Luckham: Any further discussion?

[3:59:29] Voice 3: Although,

[3:59:29] Trustee Luckham: Tim Peterson, go ahead, your hand's up.

[3:59:33] Voice 12: Yeah, I did have the opportunity

[3:59:35] Voice 12: to read through the letter,

[3:59:37] Voice 12: and I would just note that it,

[3:59:40] Voice 12: although it acknowledges the comments,

[3:59:43] Voice 12: It doesn't actually provide any detail about the bylaws not having, you know, to do with the mooring and to do, like, it's not very specific if it was entirely up to me.

[4:00:00] Voice 12: uh which which it isn't and that might be a good thing uh i i would still like that because those

[4:00:05] Voice 12: specific concerns don't

[4:00:07] Voice 3: seem like they've been addressed from my perspective yeah thank you

[4:00:15] Voice 3: tim trustee elliott yeah

[4:00:17] Voice 10: i just want to um go on the record and say that i'm very happy to support

[4:00:22] Voice 10: this bylaw and in light of the fact that we gave um a good response to what we heard from the

[4:00:29] Voice 10: nation and i just wanted to make sure that that was included in the file sent to the

[4:00:34] Voice 10: the minister so that this bylaw would have every chance of being adopted i didn't want to see a

[4:00:39] Voice 10: delay in the process so um i just wanted to make that understood because it's just yeah knowing

[4:00:46] Voice 10: that the process is done has been done well it feels good so thank you for that okay

[4:00:54] Voice 3: um any

[4:00:55] Voice 3: further discussion um i got all kinds of thoughts rambling around in my head but i'm going to call

[4:01:04] Voice 3: for the vote all those in favor and those opposed and one opposed and so that

[4:01:12] Trustee Luckham: indeed carries and so

[4:01:15] Trustee Luckham: um at this juncture i'm going to continue on with the other uh uh motions that were in the package

[4:01:22] Trustee Luckham: and on page 49-ish beyond page 49 the second motion is listed on the agenda

[4:01:28] Trustee Luckham: i will

[4:01:31] Trustee Maude: move that the islands trust executive committee approved north pender island local

[4:01:34] Trustee Maude: Local Trust Committee By-law number 224,

[4:01:36] Trustee Maude: cited as North Island Land Use By-law number 224-2002

[4:01:40] Trustee Maude: in accordance with Section 27 of the Islands Trust Act.

[4:01:45] Trustee Luckham: So moved to have a seconder, Vice Chair Elliot, thank you.

[4:01:48] Trustee Luckham: Is there any discussion on this motion?

[4:01:52] Voice 3: I'll call for the vote, all those in favor?

[4:01:57] Voice 3: Any opposed?

[4:02:00] Voice 3: Trustee Peterson

[4:02:01] Trustee Luckham: opposed, thank you.

[4:02:03] Trustee Luckham: So that passes.

[4:02:05] Trustee Luckham: And there's a third motion.

[4:02:07] Trustee Maude: I move that the Islands Trust Executive Committee

[4:02:09] Trustee Maude: Committee approved North Pender Island Local Trust Committee bylaw number 229 cited as North Pender

[4:02:15] Trustee Maude: Island land use bylaw number 224 2002 amendment number 1 2022 in accordance with section 27 of

[4:02:24] Trustee Maude: the Islands Trust Act move

[4:02:27] Trustee Luckham: to have a secondary Trustee Elliott thank you any further discussion

[4:02:31] Trustee Luckham: on the lub amendments all

[4:02:34] Voice 3: those in favor any opposed one opposed and

[4:02:42] Trustee Luckham: so therefore that carries

[4:02:44] Trustee Luckham: So thank you. And thank you, Tim, for sticking with that line of thought. Appreciate that.

[4:02:54] Trustee Luckham: These are difficult. These times are difficult.

[4:02:59] Trustee Luckham: You know, we've been fortunate and we've received some funding for working with nations on protocols and the like.

[4:03:08] Trustee Luckham: We have a protocol with LIACs and Nation, or at least Thetis Island has a protocol with LIACs and Nation, which is owned by Council, I guess.

[4:03:17] Trustee Luckham: We need to improve this process. And so let's look at being creative ways of making this better for everyone, because it's difficult for all of us working in what is a legislative vacuum, essentially.

[4:03:31] Trustee Luckham: actually. Okay. So thank you, everyone. That's going to take us now to the closed meeting.

[4:03:40] Trustee Luckham: We don't have any further business. So I don't think we'll be returning to this

[4:03:45] Trustee Luckham: meeting after other than to adjourn it. And so I just call for a motion that's in your agenda

[4:03:51] Trustee Luckham: package on page three to close the meeting to the public.

[4:03:54] Voice 10: Sir, there was one item we needed to

[4:03:56] Voice 10: return to um i asked for that swat briefing oh right time to think about that over lunch

[4:04:02] Voice 10: yeah

[4:04:03] Trustee Luckham: i didn't write that down i apologize for that so um go ahead for your swat meeting item

[4:04:10] Trustee Luckham: you're going to provide some direction for staff yeah

[4:04:13] Voice 10: i just wondered whether we'd also be

[4:04:17] Voice 10: considering um an analysis i know a swat analysis is identifying all these different things but

[4:04:25] Voice 10: but then how will that information be used to inform our decision-making?

[4:04:29] Voice 10: So I think that's what trustee Patrick's email was.

[4:04:33] Voice 10: Is there going to be further discussion on, okay,

[4:04:36] Voice 10: now that we know all these things,

[4:04:38] Voice 10: what does it mean and that matrix that she was talking about?

[4:04:41] Voice 10: So could we consider adding that to the program?

[4:04:50] Voice 3: Adding what?

[4:04:53] Voice 3: Decision-making matrix.

[4:04:54] Trustee Luckham: Yeah, you

[4:04:55] Voice 11: know, with respect, I haven't read what one of the trustees has written in about anything to do with this.

[4:05:04] Voice 11: So we're certainly can, I don't think we need specific direction to add a chart to what is a very regular process.

[4:05:15] Voice 11: Nothing against adding a chart.

[4:05:17] Voice 11: I don't think you need to tell me to add a chart to a document.

[4:05:22] Voice 11: um uh this was asked for by the governance committee to undertake some sort of a swat

[4:05:28] Voice 11: analysis and there'll be an opportunity at the end of it for you to debate as much as you wish

[4:05:34] Voice 11: um around what those outcomes are so if

[4:05:38] Voice 11: you have there's anything i could do to make that process

[4:05:42] Voice 11: um that you see so that i would write something new here then um by all means

[4:05:49] Voice 11: I

[4:05:49] Voice 10: think that's pretty good. It strikes

[4:05:53] Trustee Luckham: me that the correlation, we break out in groups and do that SWOT analysis and that correlation process, there will be some information that will become available in some fashion that will definitely inform decisions.

[4:06:08] Trustee Luckham: And, and so I think we'll see how that comes through to facilitate us in the decision making process that isn't necessarily a part of that exercise, other than to analyze the exactly what it is a SWOT analysis.

[4:06:29] Trustee Luckham: Mayor Mrakas, So

[4:06:30] Voice 11: what I would recommend is i'll take this i'm i'm sitting with staff and we're developing the exact details associated with this process let's bring it back to your next meeting and fill it in a little bit more, and then you can approve it at that point, but this.

[4:06:46] Voice 11: Mayor Mrakas, Generally i'm hearing this is going the right direction, but some discussion of how do we collate that information which I don't have an exact answers, except the good old way of you know.

[4:06:57] Voice 11: taking all the piece of paper and putting them up there and seeing which ones are common

[4:07:01] Voice 11: the old school or um looking at maybe a way to enhance that process so we're in the process of

[4:07:07] Voice 11: thinking that through okay

[4:07:09] Trustee Luckham: so then we'll take it then by general consent that uh the SWAT and

[4:07:13] Trustee Luckham: strategic plan session outline will come back to us for our next meeting of course

[4:07:20] Trustee Luckham: excellent

[4:07:21] Trustee Luckham: on thank

[4:07:22] Voice 3: you okay thank you and so now can i get a motion to go in camera i

[4:07:31] Trustee Maude: will move the meeting

[4:07:32] Trustee Maude: be closed the public subject to section is 91 or c g and i of the community charter in order to

[4:07:39] Trustee Maude: consider matters related to employee relations litigation affecting the alice trust and

[4:07:44] Trustee Maude: recitative advice that is solicit subject to solicitor client privilege and the staff attend

[4:07:48] Trustee Maude: the meeting uh

[4:07:51] Trustee Luckham: so moved i have a second vice chair elliott thank you uh i'll just call for

[4:07:55] Trustee Luckham: the vote all those in favor that carries so we'll move to in camera and we'll wait for the

[4:08:00] Trustee Luckham: live recording and uh and streaming to come to an end and thank you everybody