Islands Trust Conservancy Board regular meeting, July 18, 2023

[0:00:00] Voice 6: It's 10.01 and I think we've got everyone we're expecting to have, is that right?

[0:00:09] Voice 6: So, yes, we're

[0:00:11] Voice 6: ready to call to order and officially begin our meeting.

[0:00:19] Voice 5: Okay, so welcome everyone.

[0:00:23] Voice 5: My name is Linda Adams.

[0:00:25] Voice 5: I am the chair of the Islands Trust Conservancy Board for about another hour or so.

[0:00:32] Voice 5: and at which point um we'll be having an election for a new chair because my term

[0:00:39] Voice 5: my appointment term is coming to an end um next month so anyway um we're i just wanted to

[0:00:48] Voice 5: recognize that we're gathered um in various locations in the in the islands and in the

[0:00:56] Voice 5: a traditional territory of the Haukamenem and Tsenchathin-speaking people.

[0:01:02] Voice 5: And we're in lots of locations where we appreciate their stewardship,

[0:01:07] Voice 5: past stewardship of these beautiful islands that we treasure

[0:01:10] Voice 5: and where they continue to teach us and where we learn from them today.

[0:01:17] Voice 5: Maybe just before we go any further,

[0:01:21] Voice 5: so I will call us to order officially,

[0:01:23] Voice 5: but before we go any further,

[0:01:25] Voice 5: We've got one new member of our board, Trustee Lisa Gavreau.

[0:01:32] Voice 5: Gavreau, yeah.

[0:01:34] Voice 5: Okay.

[0:01:36] Voice 5: I was trying to say that right.

[0:01:38] Voice 5: And welcome, Lisa.

[0:01:40] Voice 5: Maybe we can just ask you to give a little introduction of yourself, and then we can

[0:01:47] Voice 5: just do a real quick little roundtable so you know who we are as well.

[0:01:51] Voice 5: Does that sound okay?

[0:01:53] Voice 5: That sounds great.

[0:01:54] Voice 5: Yeah.

[0:01:54] Voice 5: Okay.

[0:01:56] Voice 15: Hi, my name is Lisa Govereau. I'm coming to you from Galliano Island, a traditional territory of Coast Salish people, particular to us as a Penelaket.

[0:02:06] Voice 15: I'm a single mom of twins who are going to be 15 next week. I'm very excited about that.

[0:02:15] Voice 15: Business owner as well on Galliano. I own a small eatery.

[0:02:18] Voice 15: um i wanted to join the the honest trust conservancy board um uh because as a trustee

[0:02:27] Voice 15: i i need to keep the um the mandate to preserve and protect front and center in front of mind

[0:02:33] Voice 15: and as a trustee uh educating myself and um uh exploring uh opportunities to deepen that

[0:02:41] Voice 15: knowledge so i can bring it back to my trust committee um are very important uh to me um

[0:02:47] Voice 15: for the remainder of my term, but also after my term when I'm a community member.

[0:02:54] Voice 15: Yeah, that's about it.

[0:02:58] Voice 5: That's great. Thank you so much. And I'll just ask the board members to introduce themselves.

[0:03:05] Voice 5: I'm going to ask you just kind of the way you're appearing on my screen. So I'm going to start with

[0:03:10] Voice 6: Risa Smith. Oh, you're muted, Risa.

[0:03:17] Voice 6: Lisa. Hi, everybody. I know everybody,

[0:03:21] Trustee Smith: including Lisa, because I also live in Galliano. It's nice

[0:03:25] Trustee Smith: to see her smiling face here on board. I'm an ecologist by training. I work in my sort of

[0:03:32] Trustee Smith: day life for the IUCN World Commission on Protected Areas. And I'm the current vice chair.

[0:03:38] Trustee Smith: I've been on the board for just a little less than two years. And I'm also pretty committed

[0:03:45] Trustee Smith: to the mandate of ITC and the preserve and protect mandate of the the trust so I'll make that short.

[0:03:54] Voice 5: Thanks Risa. Let's see how about Trustee Elliott?

[0:04:03] Trustee Elliott (probable): Good morning everybody Toby Elliott here coming

[0:04:07] Trustee Elliott (probable): to you from Gabriela Island the traditional unceded territory of the synonymic First

[0:04:12] Trustee Elliott (probable): nation peoples and other coast salish peoples and um i'm the vice chair uh and serve as the liaison

[0:04:21] Trustee Elliott (probable): to the executive committee on the iitc board so uh connecting the bodies and hopefully conveying

[0:04:28] Trustee Elliott (probable): information back and forth look forward to uh our conversation today thanks thanks

[0:04:35] Voice 4: toby and trustee

[0:04:36] Voice 4: Yates. Thank you, Chair Adams. Today I'm coming to you from Salt Spring Island, right around the

[0:04:46] Voice 4: corner from Linda Adams, the traditional territory of several Coast Nations. And usually I come to

[0:04:53] Voice 4: you from the traditional territory of the Snuneymuk First Nation on Gabriola Island. I'm very pleased

[0:05:01] Voice 4: to be here today and especially to welcome our new board member lisa govro just so wonderful to see

[0:05:08] Voice 4: you join us lisa thank you thank you

[0:05:12] Voice 5: okay thanks i think that's all the board members maybe we can

[0:05:16] Voice 5: just do a quick round with the staff too so in case lisa hasn't met them all she kind of gets

[0:05:22] Voice 5: a little sense of who they are and what they're doing and um i'm just going to do this uh in no

[0:05:28] Voice 5: particular order either. So just the way you're appearing on my screen arbitrarily.

[0:05:32] Voice 6: So maybe I'll

[0:05:33] Voice 6: just start with Carla. I sorry about that.

[0:05:40] Voice 2: I just had to turn my cell phone off. So that of timing

[0:05:43] Voice 2: is everything. I am in Victoria. So coming to you from the territory of the Lekwungen speaking

[0:05:50] Voice 2: Coast Salish peoples, as well as several others. And I my title is strategic fund development

[0:05:57] Voice 2: development specialist so I have actually put in place over the years a fund a fund development

[0:06:04] Voice 2: plan basically focusing on higher and Legacy giving and nice to meet you Lisa

[0:06:11] Voice 6: trustee thank

[0:06:15] Voice 6: you Carla um how about Wendy thank you chair Adams good morning

[0:06:24] Voice 11: everybody um my name is Wendy Tyrell

[0:06:26] Voice 11: and I also know Trustee Gouraud from Galliano. I'm very familiar with her children. We know each

[0:06:36] Voice 11: other, so that's really very exciting to see you here. Welcome. I work with the Islands Trust

[0:06:42] Voice 11: Conservancy as the Species at Risk Program Coordinator, and I've been here for two years

[0:06:48] Voice 11: now. My background is with ecology, restoration ecology, and conservation for 20 years.

[0:06:59] Voice 6: Thanks, Wendy. Thanks. Catherine. Good morning, everyone, and welcome. Trustee Govro.

[0:07:09] Voice 17: My name is Catherine Martel. I am the Ecosystem Protection Specialist, which I think is a fabulous

[0:07:15] Voice 17: title. I am an ecologist as well. And the bulk of what I do is working with landowners on the

[0:07:24] Voice 17: early discussions around what they're interested in, what their conservation vision is for their

[0:07:28] Voice 17: properties, when we are accepting a donation of land or of a nature reserve or placing a

[0:07:33] Voice 17: conservation covenant. I do a lot of that negotiation and those early discussions with

[0:07:38] Voice 17: people about um about how we can do it and what their visions are and also some of the bigger

[0:07:44] Voice 17: picture strategic planning around our our regional concert implementing our regional conservation

[0:07:49] Voice 17: plan and thinking through those those bigger pieces of the work that we do i'm looking forward

[0:07:54] Voice 17: to hearing more about you as we uh head down the road working together welcome and good morning

[0:08:00] Voice 17: everyone

[0:08:01] Voice 6: else thanks catherine uh kate really

[0:08:11] Voice 12: clicked the right button uh good morning trustee

[0:08:14] Voice 12: Govro. We had a lovely meeting yesterday just to go through the orientation for ITC. So Lisa and I

[0:08:21] Voice 12: did get acquainted at that time. I also am on Galliano Island. So you have the three areas of

[0:08:27] Voice 12: Galliano represented here, the north end with Risa Smith, the mid island with me and the south end

[0:08:33] Voice 12: with Lisa. So we're very,

[0:08:35] Voice 12: very pleased to offer that full contingent. My background is, well,

[0:08:41] Voice 12: Well, my degree is in environmental science, but my background is really in conservation planning and the legal tools that are used to do conservation of land.

[0:08:50] Voice 12: And so that has been my work with the Allen's Trust Conservancy.

[0:08:53] Voice 12: And I've been here for going on 15 years, coming up to 16, mostly as the ecosystem protection specialist.

[0:09:01] Voice 12: But in the last five years, I've moved into the role of manager.

[0:09:04] Voice 12: And I'm really pleased to be working with this fabulous board and wonderful staff.

[0:09:08] Voice 12: And I'm looking forward to having you join us.

[0:09:13] Voice 6: Thanks, Kate. Let's see. Eve.

[0:09:20] Voice 7: Hi there, everyone. Good morning. My name's Eve. My title with the ITC team is the Conservation and GIS Technician Co-op Student. Very lengthy.

[0:09:33] Voice 7: A few of you have probably seen me in the field with our Covenant and Property Management Specialists, Gemma Green and Nuala Murphy.

[0:09:42] Voice 7: so yeah I'm really enjoying this co-op turn here. My background is in geography and environmental

[0:09:51] Voice 7: studies and after this work term sadly ends I will be returning to my fourth year of studies

[0:09:58] Voice 7: at UVic. Yeah lovely to see you all.

[0:10:03] Voice 6: Thanks Eve. Michaela. Hi everyone good morning and nice to

[0:10:11] Voice 6: to meet you,

[0:10:12] Voice 8: Trustee Gavreau. My name is Michaela Yanni, and I'm coming to you from the lands of the

[0:10:19] Voice 8: Lekwungen-speaking peoples and many other Coast Salish peoples known as Victoria, BC. I am the

[0:10:27] Voice 8: communications specialist for the Conservancy. I've been with the Conservancy for just about

[0:10:33] Voice 8: two and a half months now, which is really exciting. And I have a background in environmental

[0:10:38] Voice 8: environmental journalism and sustainability communications thanks to meet you and good

[0:10:42] Voice 6: morning everyone thanks Michaela Gemma good

[0:10:50] Voice 1: morning everyone and welcome trustee govro

[0:10:53] Voice 1: um I am Island Trust Conservancy's covenant management and outreach specialist so I work

[0:11:00] Voice 1: on monitoring uh compliance of our covenant agreements on 80 properties now and manage

[0:11:09] Voice 1: helping private property owners manage those lands and my background is in conservation and

[0:11:15] Voice 1: ecological restoration and i've been with islands trust conservancy for a little over four years i

[0:11:21] Voice 1: think

[0:11:21] Voice 6: thanks jemma corlin thanks

[0:11:28] Voice 13: linda um welcome to everybody and good morning and welcome to

[0:11:33] Voice 13: trustee govro um my name is corlin strachan i'm the islands trust conservancy administrative

[0:11:39] Voice 13: administrative assistant so I help keep everybody all the paperwork moving for the board and the

[0:11:45] Voice 13: staff and I'm coming from the Victoria office is where I'm at on the Lekwungen speaking people's

[0:11:54] Voice 13: land so thank you I'm grateful to be here.

[0:11:58] Voice 5: Thank you Coraline and

[0:12:00] Voice 5: we're missing at least for the

[0:12:03] Voice 5: purposes of this meeting we don't have Nuala Murphy whose name was mentioned was there anyone

[0:12:08] Voice 5: anyone else Kate um I'm just trying I'm

[0:12:12] Voice 12: just doing a head count one two three four five six

[0:12:15] Voice 12: seven eight nope it's just Nuala Murphy who's our property management specialist who's on vacation

[0:12:20] Voice 12: this week and then

[0:12:23] Voice 6: I have a

[0:12:24] Voice 4: quick question are we expecting Ken Thomas today no

[0:12:28] Voice 5: I know we just

[0:12:29] Voice 5: were talking about that before you came on Susan he is having some um internet connectivity

[0:12:37] Voice 5: activity issues apparently in his office so okay maybe he'll be able to join us but um it sounded

[0:12:44] Voice 5: yeah unless that gets resolved he's not able to um and but i did just want to mention that we do

[0:12:49] Voice 5: have uh two other well we have one other board member and about to have another that you'll

[0:12:57] Voice 5: probably be happy to hear is going to improve the gender balance a little bit so uh we've got uh

[0:13:03] Voice 5: Ken Thomas who was had his first meeting last time and would normally be here if he wasn't

[0:13:13] Voice 5: having technical difficulties so hopefully he'll be able to join a future meeting and Charles Kahn

[0:13:20] Voice 5: who is a brand new member and I don't believe his term actually even begins until the end of August

[0:13:26] Voice 5: us some time in there. And so but he would be at the next meeting as well, I expect. And

[0:13:35] Voice 5: just a little bit about me. I'm just finishing up my fifth year on the board and just a few months

[0:13:43] Voice 5: of being chair since late last year. So kind of bittersweet a little bit. It's been, you know,

[0:13:55] Voice 5: very rewarding work, lots of interesting projects, wonderful fellow board members and wonderful

[0:14:03] Voice 5: staff. And I'm sorry, I'm not going to get to know you any better, Lisa, but, you know,

[0:14:12] Voice 5: welcome to the board. And I'm sure you'll find this to be, you know, based on what you've said

[0:14:18] Voice 5: about your interests, I'm sure you're going to find this to be interesting work. So thanks,

[0:14:24] Voice 5: Thanks, everyone. Any, I guess that's it in terms of introductions. I was trying to just go in order

[0:14:30] Voice 5: on my screen. So I didn't miss anyone. I think I was, I think I made it. So thanks for all the

[0:14:36] Voice 5: introductions, everyone. So let's just move ahead then and talk about approval of the agenda. And I

[0:14:45] Voice 5: know staff have one new item to suggest adding to the agenda. Kate, do you want to just tell us

[0:14:52] Voice 5: about that

[0:14:55] Voice 12: yes um i will just share my screen so that you can all see the agenda also here

[0:15:02] Voice 5: yes thank you um

[0:15:04] Voice 12: so this is hopefully you're all seeing my screen with the agenda on it

[0:15:11] Voice 12: um so in anticipation so right before the um the board meeting uh we had a notice from

[0:15:20] Voice 12: chair adams that she would be planning to resign as chair during this um this meeting

[0:15:25] Voice 12: And what that caused us to realize as staff is that we have a couple of legal documents that

[0:15:30] Voice 12: require signing that just happened to be in the interim between her resignation

[0:15:36] Voice 12: and the end of the month. And we've already pre-arranged all the signing and witnessing

[0:15:41] Voice 12: of signatures, et cetera. So we're hoping to add an item under 5.1 point, well, 5.1,

[0:15:49] Voice 12: and we'd like it to be 5.1.2 delegation of document signatures, just a bit of housekeeping

[0:15:55] Voice 12: to help us maintain the scheduling that we've already arranged.

[0:16:01] Voice 5: Great, thank you. So that will

[0:16:03] Voice 5: just enable me to sign something on behalf of the board, as I would have if I was still chair.

[0:16:11] Voice 5: Just, yeah, thanks. And we'll talk about that a little bit more when we get there.

[0:16:16] Voice 5: there. And does anybody else have any? So let's assume we've added that to the agenda, then I'm

[0:16:23] Voice 5: not hearing any concerns about that. Any other changes to the agenda that anybody would like to

[0:16:30] Voice 5: suggest? I'm not seeing anything. So I think we just take it by consent that we will approve the

[0:16:39] Voice 5: the agenda as amended um thanks everyone and i see we don't have any uh topics to rise and report on

[0:16:50] Voice 5: um so

[0:16:52] Voice 6: i think we can just move past that and so we're going

[0:16:59] Voice 5: right to minutes and um we've got

[0:17:03] Voice 5: the minutes of our may 30th meeting regular meeting uh before us here uh to consider their

[0:17:10] Voice 5: approval does anybody have any amendments to suggest or suggest to those minutes trustee smith

[0:17:22] Trustee Smith: did you i know i was just uh pushing the unmute on my screen oh

[0:17:29] Voice 5: okay i was thought

[0:17:30] Trustee Smith: you might be

[0:17:31] Trustee Smith: getting ready

[0:17:31] Voice 5: to say something okay um all right uh so i'm not seeing any suggested amendments and

[0:17:40] Voice 5: And I had a look at them.

[0:17:42] Voice 5: I didn't see anything that I would.

[0:17:44] Voice 5: So they looked great to me.

[0:17:46] Voice 5: Thank you very much to staff.

[0:17:48] Voice 5: I know Coraline does a lot of work getting these in pristine condition.

[0:17:53] Voice 5: So thanks so much, Coraline, for that.

[0:17:56] Voice 5: And I think we can take it by consent that we will adopt these minutes as presented.

[0:18:02] Voice 5: All right.

[0:18:05] Voice 5: So follow-up action list.

[0:18:07] Voice 5: um this is uh trustee govro you're probably familiar with follow-up action lists um from

[0:18:17] Voice 5: your participation in other parts of the island's trust and uh maybe i'll just ask

[0:18:22] Voice 5: kate if she has any highlights or anything like that that she would like to tell us about

[0:18:29] Voice 12: yes well you might recall that our last meeting was quite a full meeting and um the board uh

[0:18:35] Voice 12: deferred a couple of items to what they well to the July 18th meeting I just wanted to flag that

[0:18:43] Voice 12: this item related to the Ruby Alton management plan approval in conversation with the chair

[0:18:49] Voice 12: we've actually moved it into the October meeting and the reason for that is our property management

[0:18:53] Voice 12: specialist is currently away on vacation and she would typically bring this forward to the board

[0:18:59] Voice 12: and also we knew that the the timing for this meeting would be quite short because of our

[0:19:04] Voice 12: liaison meeting in the afternoon. So just a note that even though it says July 18th,

[0:19:09] Voice 12: we've actually deferred it to October. The rest of the items there, I don't really have any

[0:19:17] Voice 12: updates. Oh, except also to say that the board discussion regarding the Sulween Spey Nature

[0:19:23] Voice 12: Reserve or Elder Cedar Nature Reserve, for similar reasons to the Ruby Alton, we've actually deferred

[0:19:29] Voice 12: that to the October meeting as well. So the board will see more information coming forward.

[0:19:35] Voice 12: in the fall for that as well and then i'm happy to take any questions thanks

[0:19:42] Voice 5: kate are there any

[0:19:43] Voice 5: questions from anybody about the follow-up action list okay and that's just here for information

[0:19:52] Voice 5: you can see my hand

[0:19:54] Trustee Elliott (probable): linda oh yes it's hidden

[0:19:57] Trustee Elliott (probable): maybe i'll pick up a different background

[0:19:59] Trustee Elliott (probable): um just regarding that item five um uh trustee yates and i are still receiving

[0:20:06] Trustee Elliott (probable): receiving um not a lot of correspondence but there there really is evidently a loss of public trust

[0:20:14] Trustee Elliott (probable): in in um as a result of of the the tree cutting and the management and so i was just wondering

[0:20:22] Trustee Elliott (probable): if we could actively work on some communications um trustee yates and i did write a joint letter

[0:20:29] Trustee Elliott (probable): um back to someone who had expressed concern and that i think it was published in the sounder if

[0:20:35] Trustee Elliott (probable): if I'm not mistaken. Um, but it, it would be good to, um, find some way to address that

[0:20:43] Trustee Elliott (probable): before October, if we could.

[0:20:47] Voice 12: Um, certainly we can, what I would suggest is if you're getting

[0:20:52] Voice 12: feedback from the public, um, ideally you would ask them to forward it onto staff so we can keep

[0:20:57] Voice 12: it for the public, for our records and so that we can respond, um, with current information,

[0:21:04] Voice 12: etc um but perhaps we could get together with our um whoever the incoming chair is to just to

[0:21:12] Voice 12: just talk about some pieces of of communications that might be useful um as we go forward being

[0:21:19] Voice 12: cognizant of trying to manage the um not to have a meeting forum when we do that um yeah

[0:21:27] Voice 12: how about we touch base after the meeting trustee sure

[0:21:31] Trustee Elliott (probable): just anything in the meantime so that we're

[0:21:33] Trustee Elliott (probable): we're not pushing this off until October or, um, which is quite a length of time. Thanks.

[0:21:40] Voice 5: Okay. Thanks for bringing that up. Um, thank you, Kate, for, um, your response to that. Uh,

[0:21:48] Voice 5: any other topics on the fall action list before we move on to our business? Oh, Trustee Yates.

[0:21:58] Voice 4: Yes. Um, thank you, Chair Adams. And thank, thank you, Toby, for bringing that up because

[0:22:03] Voice 4: we we are probably going to get more comments and correspondence regarding shuwin

[0:22:08] Voice 4: spay nature reserve and really what people really want to know is can we please never let this

[0:22:17] Voice 4: happen again so whatever messages we send out and and we work on between now and october

[0:22:25] Voice 4: we just need to know that you know this this series of events that happened partly partly

[0:22:35] Voice 4: our fault partly other problems that that just won't happen again so it i think we do need to

[0:22:42] Voice 4: talk about this before october so thank you thank you toby for bringing that up um

[0:22:50] Voice 12: so just for

[0:22:51] Voice 12: clarity do we need to talk about it at some point in this meeting or are you suggesting that um we

[0:22:57] Voice 12: We just have some communications messaging that's provided to board members.

[0:23:04] Voice 6: What's your preference, Trustee Elliott?

[0:23:10] Trustee Elliott (probable): I don't think it needs to be added to this meeting.

[0:23:12] Trustee Elliott (probable): But if we could work with Kate on some messaging and how we're addressing this as a board in the meantime, such as what are the steps that are being taken right now.

[0:23:25] Trustee Elliott (probable): and yes this will be looked at in October but I think yeah just maybe a conversation

[0:23:31] Trustee Elliott (probable): I don't know if one of us could talk with Kate and then the other one could talk with Kate

[0:23:36] Trustee Elliott (probable): so that we don't break the open meeting rules.

[0:23:41] Voice 5: I think in terms of the Islas Trust Conservancy

[0:23:44] Voice 5: Board two of you talking with Kate is okay so yeah that's not a quorum when it comes to the

[0:23:51] Voice 5: honest trust conservancy part right so hopefully yeah you can do something um to see smith has a

[0:23:58] Voice 5: her hand up yeah

[0:23:59] Trustee Smith: i just wanted to read an issue about this we had decided as a board that we were

[0:24:04] Trustee Smith: going to develop a policy uh to prevent this from happening again which i don't think we've done yet

[0:24:10] Trustee Smith: and so i'm just wondering i mean i i agree this can't wait till october before we even respond

[0:24:17] Trustee Smith: on to the community but how i'm just asking kate really how do we deal with that like to have some

[0:24:23] Trustee Smith: policy because you know this was an unfortunate thing that happened on one island but it could

[0:24:28] Trustee Smith: happen on another island if we don't have some forward policy uh to prevent it and that would

[0:24:35] Trustee Smith: require all the board to decide on that i think so maybe i could just hear from kate on how to

[0:24:42] Trustee Smith: deal with that uh

[0:24:44] Voice 12: thank you vice chair chair smith actually that's why i raised my hand as i thought

[0:24:47] Voice 12: it, I would just recap what the decisions coming

[0:24:49] Voice 12: out of the last meeting

[0:24:50] Voice 12: were and what happened

[0:24:51] Voice 12: coming out of the last meeting. So in our last meeting, the board actually did direct staff to

[0:24:56] Voice 12: get some legal advice regarding exposure to liability and what our responsibilities are in

[0:25:02] Voice 12: terms of managing risk in nature reserves. So staff are in the process of trying to draft a

[0:25:08] Voice 12: request for legal advice. And then as part of that, the board asked us to consider next steps.

[0:25:16] Voice 12: Now, in the mind of staff, that does involve policy, but it could also involve things related to the management plans for the nature reserves.

[0:25:25] Voice 12: And staff haven't had a chance to consider that advice, to receive that advice, and then to move forward with recommendations to the board.

[0:25:32] Voice 12: Our commitment from the last board meeting, just to try to alleviate concerns that this might happen again in the interim, is that we aren't going to undertake any danger tree removal over the summer.

[0:25:44] Voice 12: It's not something that we typically do in the summer, partly because of the fire danger ratings and use of things like chainsaws.

[0:25:51] Voice 12: So I guess what I would commit on behalf of staff in a public way in this meeting is that we aren't going to see any tree cutting in the interim between when this time period and the beginning of October when the board has its next meeting.

[0:26:06] Voice 12: And then with respect to communications, Island Trust Conservancy staff, in collaboration with Trustee Yates and Elliott, did draft an article for the Gabriola Sounder, which we did put into the Gabriola Sounder.

[0:26:21] Voice 12: And we did have some responses from that article, and staff had some conversations with concerned Islanders, as well as a few email exchanges.

[0:26:31] Voice 12: changes. I would say that from our perspective, we only received a handful, like I think it was

[0:26:37] Voice 12: three or four responses to that. And what I would really, I would just note for the board is that

[0:26:47] Voice 12: in terms of communication out to community when it comes to issues like this, communication should

[0:26:54] Voice 12: be happening through the chair of the Allen's Trust Conservancy, and it should ideally come

[0:26:59] Voice 12: with messaging from staff so I do recognize that we have two trustees who are on Gabriola right now

[0:27:05] Voice 12: but just to make sure that we're on top of knowing the full scope of concerns in the community

[0:27:12] Voice 12: I would request that trustees do direct any concerned citizens to staff and then we can

[0:27:18] Voice 12: help to manage and to communicate back to them either as from me as the manager of the

[0:27:24] Voice 12: the island's trust conservancy or through the chair as appropriate. Thanks

[0:27:30] Voice 5: Kate and yeah you

[0:27:33] Voice 5: know I think it is a bit of an unusual situation because we have two board members from Gabriela

[0:27:38] Voice 5: but you know in other communication circumstances we may have no trustee so from a particular

[0:27:46] Voice 5: island so yeah interest I think that's a useful thing to remember. Trustee Yates. Thank you Chair

[0:27:57] Voice 4: Yeah, and this is the latest letter that Toby wrote, I thought, so well, and I signed because she did such a great job writing it. I don't know if it's in the sounder or not. It probably is. I might not see it.

[0:28:12] Voice 4: But we had to write something because, in fact, the staff did a really good job, I think, in responding to this latest small group of concerned citizens.

[0:28:24] Voice 4: But that wasn't good enough because they wanted to hear from their two local trustees about, you know, how this is not going to happen again.

[0:28:34] Voice 4: And Toby and I both realized then that, oh, we have to write something.

[0:28:39] Voice 4: We have to say something.

[0:28:40] Voice 4: thing so um i'm very grateful to trustee elliott for for doing that and and for and i signed the

[0:28:47] Voice 4: letter because i thought it was appropriate so it was kind of an unusual situation where

[0:28:53] Voice 4: staff did do a good job um but then we had to do more follow

[0:28:57] Voice 6: -up so just to let you know i suppose

[0:29:04] Voice 6: my only response

[0:29:04] Voice 12: would be to just request that in advance of putting out communications that you

[0:29:08] Voice 12: You just touch base with us and have those conversations.

[0:29:12] Voice 4: Yeah. Thank you, Kate. Yeah.

[0:29:15] Voice 5: Yeah. Good, a good principle to follow for sure. I think.

[0:29:20] Voice 5: So we're all keeping in the loop and no one's getting surprised.

[0:29:26] Voice 5: And, you know, cause it is, it's an interesting situation.

[0:29:29] Voice 5: Cause as you say, you've got two local trustees,

[0:29:31] Voice 5: but it is also the board that needs to be in the loop in terms of the

[0:29:36] Voice 5: response and the staff need to know what's happening.

[0:29:39] Voice 5: um okay well that was a spirited discussion of our follow-up action list um does anybody have

[0:29:47] Voice 5: any other points they wanted to make before we move on all right let's move on to our next agenda item

[0:29:56] Voice 5: um and that is

[0:29:59] Voice 5: is

[0:30:00] Voice 5: We've got, we're going to move into our main business and we have some items for approval.

[0:30:05] Voice 5: And the first of them has to do with the board meeting schedule.

[0:30:10] Voice 5: And I'll just hand this over to Kate for just an outline, please.

[0:30:16] Voice 12: Sure.

[0:30:18] Voice 12: This is largely to address logistics of upcoming meetings.

[0:30:22] Voice 12: We have been working on the audit for the Alliance Trust Conservancy and the audit is

[0:30:28] Voice 12: running a little bit late.

[0:30:29] Voice 12: In fact, it's happening as we speak.

[0:30:30] Voice 12: Very exciting thing happening in the background.

[0:30:33] Voice 12: But the board is required every year to approve the audit report, and it does need to happen

[0:30:39] Voice 12: before our next meeting in October.

[0:30:41] Voice 12: So staff are asking that the board call a special meeting for August.

[0:30:46] Voice 12: And in a couple of moments, Coraline, I'm going to lean into you to see which date we

[0:30:51] Voice 12: landed on.

[0:30:52] Voice 12: So just be prepared for that in a moment.

[0:30:54] Voice 12: um and then also at its last meeting the board discussed um making our next meeting in october

[0:31:02] Voice 12: uh an in-person meeting uh in victoria and that is because we will have at that time

[0:31:08] Voice 12: oh goodness i think three new board members um and and we haven't had a chance to gather as a

[0:31:16] Voice 12: a group um since last I think it was last November or January January uh so the desire was to try to

[0:31:24] Voice 12: meet to just have a bit of an in-person feel to that meeting so staff have suggested some wording

[0:31:31] Voice 12: for a couple of resolutions um to accommodate both those meetings and they are there before you um I

[0:31:37] Voice 12: suppose it's worth noting that there are some financial implications to those resolutions um

[0:31:43] Voice 12: The additional meeting does mean that there will be additional trustee remuneration, and then there will be travel costs associated with the in-person meeting.

[0:31:52] Voice 12: Both of those costs are anticipated in our current budget.

[0:31:56] Voice 12: We do anticipate at least one in-person meeting over the course of the fiscal year, and we do anticipate one need for a special meeting at some point during the year.

[0:32:05] Voice 12: So we do have adequate budget for that and staff availability to coordinate.

[0:32:10] Voice 12: Nate. So I have two resolutions that I'm proposing to the board. Coraline, are you able to provide us

[0:32:17] Voice 12: with the actual date that we landed on for the August meeting?

[0:32:22] Voice 14: Tuesday, August the 29th.

[0:32:24] Voice 2: Okay.

[0:32:25] Voice 14: And I was suggesting 1 p.m. It would just be an hour meeting or slightly shorter than that.

[0:32:34] Voice 12: All right. So I guess I'm looking for a board member to perhaps put forward the resolution that

[0:32:41] Voice 12: directing staff to call a special meeting for august 29th i'd

[0:32:46] Voice 4: be happy to do that kate thank

[0:32:48] Voice 12: you um

[0:32:50] Voice 4: i move that the islands trust conservancy board directs staff to schedule a special meeting

[0:32:55] Voice 4: of the islands trust conservancy board for august 29th as an electronic meeting with the victoria

[0:33:02] Voice 4: office boardroom as the public meeting location

[0:33:04] Voice 6: is there a seconder trustee smith and um

[0:33:13] Voice 6: um

[0:33:15] Voice 5: i maybe just in terms of discussion so i imagine you thought about this when you did it

[0:33:22] Voice 5: but i believe this means that uh um charles khan will be in attendance my term ends on august 27th

[0:33:32] Voice 5: so um good move um was there and so i assume you'll be notifying him and everything of that

[0:33:40] Voice 5: any other points or any questions or concerns before we consider this resolution okay

[0:33:50] Voice 6: uh all

[0:33:51] Voice 6: in favor and okay that looks like that

[0:33:57] Voice 5: passed thank you and uh is someone willing to make the

[0:34:03] Voice 5: second motion i'm

[0:34:06] Voice 4: happy to do that as well i move that the islands trust conservancy board direct

[0:34:11] Voice 4: staff to schedule the october 3rd electronic meeting as an in-person meeting with the

[0:34:19] Voice 4: victoria office boardroom as the public meeting location and

[0:34:23] Voice 6: is there a seconder uh trustee elliott

[0:34:26] Voice 6: i see all in favor um trustee smith i'm not are you

[0:34:36] Voice 5: voting on this one sorry

[0:34:41] Voice 5: uh looks like that one passed uh unanimously thanks everyone okay so then

[0:34:49] Voice 5: could

[0:34:50] Voice 4: i just ask um do we know for that the one on the 29th of august will be at 1 p.m is that

[0:34:58] Voice 4: fairly firm yes

[0:35:03] Voice 12: that is fairly firm okay

[0:35:05] Voice 5: okay thanks and i guess um a calendar invitation

[0:35:10] Voice 5: will be sent out for that so everyone can get it in their calendar yes all

[0:35:14] Voice 5: right thanks everyone

[0:35:17] Voice 5: um okay so next we're going to move on to our new item uh which has to do with the delegation

[0:35:24] Voice 5: regarding the signature of documents and i

[0:35:30] Voice 12: am just going to bring that up on the screen for us

[0:35:33] Voice 12: this um strange school so hopefully you are seeing um a word document and i don't know how

[0:35:42] Voice 12: do i make this something it's on a webpage there we are um so uh a few meetings back we actually

[0:35:49] Voice 12: have a few resolutions that need to be addressed by this um this proposed resolution we have two

[0:35:55] Voice 12: documents coming up for signing one is the conservation covenant for the brooks point

[0:36:00] Voice 12: Regional Park on South Pender and the other is our Nighthawk Hill Naptap Covenant over on North

[0:36:06] Voice 12: Pender. We also in addition to the covenant signing for Brooks Point have to discharge

[0:36:15] Voice 12: the pre-existing covenants for those that park. It's part of the cleaning up of the land title

[0:36:21] Voice 12: and so in prior meetings last year the board had passed two resolutions to actually three

[0:36:29] Voice 12: resolutions for the two covenants and then the discharge of the one. I do have those if the board

[0:36:35] Voice 12: wants to see them, but essentially we think we can manage it with one resolution. And that is just

[0:36:40] Voice 12: that the recommendation being that the Island's Trust Conservancy Board amend resolutions ITC

[0:36:48] Voice 12: 2022, 17, 18, and 45 to replace the word chair with chaired or delegate. And what I'm hearing

[0:36:56] Voice 12: from Islands Trust staff is that in doing that it will allow whoever is elected as our next chair

[0:37:03] Voice 12: to hopefully delegate Linda Adams who we've coordinated signing with already and that that

[0:37:10] Voice 12: will help to clean up those resolutions so

[0:37:13] Voice 11: if

[0:37:15] Voice 12: the board has questions I'm happy to answer them but

[0:37:17] Voice 12: that's our recommendation and stuff

[0:37:19] Voice 5: thanks Kate so yeah we're not changing any anything consequential

[0:37:24] Voice 5: about the resolutions we're just uh allowing me to sign them because i'm going to be in victoria

[0:37:31] Voice 5: on the date when staff are available to do that so um any uh any questions of kate before we

[0:37:39] Voice 5: consider this all right is somebody willing to make this motion

[0:37:44] Voice 6: i'm happy to make that motion

[0:37:48] Voice 4: okay please go ahead the

[0:37:49] Voice 4: islands trust conservancy board amend resolutions itc 2022 017

[0:37:56] Voice 4: ITC 2022-018 and ITC 2022-045 to replace the word chair with chair

[0:38:06] Voice 6: or delegate and is there a

[0:38:09] Voice 6: seconder uh trustee govro seconds that one all in favor okay thanks everyone a little bit of

[0:38:22] Voice 6: housekeeping there

[0:38:23] Voice 5: um all right so let's move on and uh next we're so we're going to move into

[0:38:29] Voice 5: to 5.2 of our agenda items for discussion and direction.

[0:38:35] Voice 5: And the first one is probably the longest item

[0:38:39] Voice 5: on this agenda.

[0:38:40] Voice 5: And that is our regional conservation plan progress report.

[0:38:47] Voice 5: Actually, this is a briefing.

[0:38:49] Voice 5: So there isn't actually a decision here, I don't believe.

[0:38:52] Voice 5: Is that right, Kate?

[0:38:53] Voice 5: So, but we do have a fairly lengthy briefing here

[0:38:58] Voice 5: giving us some progress um on our regional conservation plan i'm going to hand that

[0:39:04] Voice 5: over to kate and any other staff member who is going to be addressing it

[0:39:09] Voice 12: so this um this item

[0:39:12] Voice 12: is as you say chair adams um a briefing for the time being it is a bit of a preamble to what will

[0:39:19] Voice 12: likely be a request for decision that will come in your october meeting so it's an opportunity for

[0:39:23] Voice 12: the board to just ask questions about where we're at with our regional conservation plan at the

[0:39:28] Voice 12: the moment. And it's also to give you background as we head into the executive committee liaison

[0:39:33] Voice 12: meeting this afternoon in case there are items that come up for discussion around the regional

[0:39:37] Voice 12: conservation plan. So I'm going to let Catherine Martel, who has done all of the work related to

[0:39:44] Voice 12: this briefing, deliver it and keep you in the loop on where we're at with our regional conservation

[0:39:48] Voice 12: plan.

[0:39:50] Voice 17: Hi, can you all hear me? Yes. I

[0:39:54] Voice 17: am here, but it looks like you can't see, like my camera's on.

[0:39:58] Voice 17: i don't know why you're seeing an empty stream it's not empty

[0:40:06] Trustee Elliott (probable): it's empty i mean

[0:40:07] Trustee Elliott (probable): me closer to the to the camera maybe no i

[0:40:11] Voice 17: haven't moved uh it just seems that

[0:40:13] Voice 17: the camera's doing some odd things so we'll just forge ahead and i'll be a voice coming from the

[0:40:17] Voice 17: wilderness um if that's okay so as was mentioned this is just a brief it's essentially just a

[0:40:23] Voice 17: a snapshot of a status update of all of the details of the work plan um and and where we are

[0:40:31] Voice 17: and it's it's setting the stage for um developing the next work plan uh coming up in the next few

[0:40:38] Voice 17: months um and then at that stage we'll be more of of um maybe looking at that at the end of the

[0:40:48] Voice 17: next work plan was the intention of when the bigger evaluation would be of did whether or

[0:40:52] Voice 17: or not this this 10-year plan was achieving the the overall goals um of moving us further down

[0:40:57] Voice 17: the road of the conservation activities that we had um and whereas this has been more of a status

[0:41:02] Voice 17: report so i think that the key things that come out of this um are we've done an awful lot

[0:41:09] Voice 17: and then there were some whole spheres that were very difficult to make much progress on or where

[0:41:14] Voice 17: we moved in a different way than what was intended and um i i hope that this was reasonably um

[0:41:22] Voice 17: um clearly laid out in terms of describing what some of the barriers we we encountered were I

[0:41:29] Voice 17: think in COVID is the obvious one um that really had an impact on a lot of a lot of the work that

[0:41:35] Voice 17: we could do and in some cases an entire goal uh with goal number two in particular moving towards

[0:41:43] Voice 17: some of the reconciliation uh actions and work that had been envisioned um has really progress

[0:41:52] Voice 17: progress has not been towards those specific goals, perhaps, because what the work plan of

[0:41:58] Voice 17: the regional conservation plan didn't include was all of the self-learning and all of the

[0:42:03] Voice 17: organizational learning and all of the background that needed to happen prior to that. But I do

[0:42:09] Voice 17: think what shines out of this is how much work we have done. So I'm happy to answer any questions.

[0:42:17] Voice 17: I don't know if the board wants to discuss it.

[0:42:22] Voice 5: Hey, let's just see what,

[0:42:28] Voice 5: if there are any items for discussion

[0:42:31] Voice 5: then or any wish to discuss.

[0:42:32] Voice 5: And I see Trustee Smith has her hand up.

[0:42:35] Voice 5: So please go ahead.

[0:42:37] Voice 5: Yeah,

[0:42:37] Trustee Smith: first thanks for this summary.

[0:42:39] Trustee Smith: It's really excellent, super easy to understand.

[0:42:42] Trustee Smith: And I particularly like how you've added issues

[0:42:45] Trustee Smith: and opportunities so we can see where some of the holes are

[0:42:49] Trustee Smith: are and what needs to be done. So I first want to respond to something on goal one. It seems that

[0:42:55] Trustee Smith: there's a big problem with spatial data management. And to me, this is key to the work that

[0:43:01] Trustee Smith: that you do. And shouldn't this be a priority? Like I can't, I'm finding it hard to I believe

[0:43:08] Trustee Smith: this, I see the issues. But I really think it's a priority that we can map and particularly this

[0:43:16] Trustee Smith: this comment that you can't import spatial data collected by contractors.

[0:43:22] Trustee Smith: So that to me is huge.

[0:43:25] Trustee Smith: So do we have like a plan to fix this?

[0:43:29] Trustee Smith: Or am I wrong in seeing this as a huge priority?

[0:43:34] Voice 17: I think you're right.

[0:43:35] Voice 17: And I think staff and the ITC has certainly felt that it is a huge priority.

[0:43:39] Voice 17: Kate may want to take this.

[0:43:41] Voice 17: I know she's been working with Islands Trust's mapping and IS department

[0:43:46] Voice 17: to try and move this forward that has been the largest barrier has been their capacity

[0:43:53] Voice 17: to help us with these issues Kate did you want to add to that yeah

[0:43:58] Voice 12: I thought I'd see how you did

[0:44:00] Voice 12: there and I can definitely add a little bit of background so a couple of ways we've tried to

[0:44:05] Voice 12: address this one is by starting our co-op student position and by bringing that we initially started

[0:44:12] Voice 12: that as a conservation position that just helped with annual monitoring we transitioned it more

[0:44:17] Voice 12: recently into also a gis position so we're looking at students that have both the conservation

[0:44:22] Voice 12: background and the gis background to try to help us get our data in order and in fact our our gis

[0:44:28] Voice 12: tech is helping to to do that with a number of pieces that aren't properly digitized

[0:44:33] Voice 12: um but the other um i guess challenge that catherine is is kind of illuminating is that

[0:44:41] Voice 12: we have a mapping department that is trying to resource the whole of Islands Trust and our needs

[0:44:47] Voice 12: as Islands Trust Conservancy are becoming more demanding on that department. So we've started

[0:44:53] Voice 12: to have conversations with them as to what the best way to move forward is to make sure that

[0:44:57] Voice 12: we're getting our needs adequately met. And it's quite possible and likely that there may be some

[0:45:04] Voice 12: requests for additional capacity in that department going forward to Islands Trust.

[0:45:11] Voice 12: And what I would say is once those budget cases have been made, it may be worthwhile

[0:45:18] Voice 12: for the board to consider supporting those, even though they aren't direct requests from

[0:45:23] Voice 12: the board itself.

[0:45:28] Voice 12: I

[0:45:28] Voice 17: think, I mean, to speak to that a little bit from the in the trenches perspective,

[0:45:37] Voice 17: I think ITC staff have just gotten used to not having the spatial data that they need.

[0:45:43] Voice 17: Because there's never been an ability to use the spatial data from contractors. So despite the frustration of not having it available, and that's becoming incrementally available, I think Nula and Gemma in particular have just found ways to do their jobs well without it.

[0:45:59] Voice 17: And we've been

[0:46:01] Voice 17: exploring actually some of the software that we started exploring, the property management software in particular, having that spatial capacity has been a key consideration because of recognizing how that lack of spatial data is affecting things now.

[0:46:17] Voice 17: And so it's been, I don't know, I think like with many projects,

[0:46:24] Voice 6: it's been incremental steps every year, rather than being able to just do the wholesale switch to being able to have good spatial data availability.

[0:46:39] Voice 6: It is definitely something that I think you are right to highlight.

[0:46:47] Voice 6: Okay, thanks. Did you have any further comments about that, Trustee Smith?

[0:46:52] Voice 6: this uh

[0:46:54] Trustee Smith: no i just think it's a i'm having like i get it i get that it's a problem i get that it's

[0:47:00] Trustee Smith: difficult i get that all organizations have to deal with this but i think it is it does really

[0:47:06] Trustee Smith: hinder us not to have good spatial data on we're managing properties we have a lot of properties

[0:47:12] Trustee Smith: we really have to have spatial data on them and i katherine gets it i see kate gets it like it

[0:47:18] Trustee Smith: you get it so I think we need to fix it and it needs to be a priority to fix it and you know I

[0:47:24] Trustee Smith: mean I guess I don't maybe it would be uh useful for me but maybe not to have a brief from you

[0:47:32] Trustee Smith: know the islands trust staff dealing with this you know so that we could better understand what

[0:47:37] Trustee Smith: the problems are and how they're going to be fixed because you know I

[0:47:42] Trustee Smith: don't see the way for I mean I

[0:47:44] Trustee Smith: I really appreciate Kate and Catherine's comments,

[0:47:47] Trustee Smith: but I don't personally see that there's a priority solution for this.

[0:47:53] Trustee Smith: And to me, to manage protected properties,

[0:47:57] Trustee Smith: you need good spatial data. Maybe I'm a data geek.

[0:48:00] Trustee Smith: I am a little bit on to true confessions or whatever, but,

[0:48:04] Trustee Smith: but I don't think spatial data,

[0:48:06] Trustee Smith: I think it's really understood that managing properties requires spatial

[0:48:10] Trustee Smith: data. And I appreciate that the staff gets around it,

[0:48:13] Trustee Smith: but i don't think we should have to get around it i think we should have what we need like it's a

[0:48:18] Trustee Smith: key tool so um there's nothing more to say like i just you all agree with me and i'd like to see a

[0:48:25] Trustee Smith: you know solution like i don't know yeah

[0:48:30] Voice 5: no thank you for highlighting that um i see it looks like

[0:48:36] Voice 5: wendy's got something to say and then trustee elliot and trustee yates so let's have one hear

[0:48:41] Voice 5: from wendy first hi

[0:48:43] Voice 11: thank you trustee or chair adams um i just wanted to put i mean i i'm

[0:48:48] Voice 11: following this conversation closely um i work a lot with the species of risk data and just um

[0:48:55] Voice 11: clarifying we do obviously these uh needs need to be met and i think kate and manager kate is

[0:49:03] Voice 11: working towards that um we are working currently with our spatial data in in a non-spatial way

[0:49:11] Voice 11: so we do we've know very much what spatial data we have i am very familiar with all the species

[0:49:18] Voice 11: at risk for all of our properties we have a property management strategy we have a you know

[0:49:24] Voice 11: spreadsheets that have this information we're currently i'm working with the um with eve the

[0:49:30] Voice 11: co-op student to create data layers from our species at risk occurrences that we receive from

[0:49:36] Voice 11: our contractors. So these are happening slowly, but just know that we are very aware of the

[0:49:46] Voice 11: information species-wise and ecosystem-wise that we have on our properties. Thank you.

[0:49:53] Voice 11: Okay.

[0:49:56] Voice 5: Thanks, Wendy. Trustee Elliott.

[0:50:00] Trustee Elliott (probable): Thank you, Chair. You partially answered my question, Wendy. Thank you for that.

[0:50:06] Trustee Elliott (probable): It was, but I guess if you could expand a little bit on, so how are we gathering that data? Is that

[0:50:13] Trustee Elliott (probable): mean people are on the ground? Like, so a little bit more on what are the impacts in terms of

[0:50:20] Trustee Elliott (probable): staff and time and sort of in this incremental data gathering way that is not spatial as you said

[0:50:27] Trustee Elliott (probable): what does that look like?

[0:50:33] Voice 11: So what that looks like is all of our surveys inventory monitoring

[0:50:37] Voice 11: everything from invasive species removal to surveying for sharp-tailed snake all of this

[0:50:46] Voice 11: information is collected through reports from our contractors and this information goes into a

[0:50:51] Voice 11: database and we make decisions based on the priorities of that database and the information

[0:50:58] Voice 11: that we have that goes into our properties for management purposes just

[0:51:04] Voice 17: to clarify we do also

[0:51:05] Voice 17: we get the spatial data from the contractor yes it's just sitting there waiting to be actually

[0:51:10] Voice 17: imported into a system where we can use it and visually visually

[0:51:15] Voice 11: so we've got a backlog of 10

[0:51:17] Voice 17: years of spatial data from all of the management plans and whatnot that have been done because i

[0:51:23] Trustee Elliott (probable): think from this report it was it was a little unclear like that we're maybe not allowed to

[0:51:29] Trustee Elliott (probable): or there was legal issues i wasn't sure as to why we couldn't use it so thanks for clarifying it's

[0:51:33] Trustee Elliott (probable): it's waiting to be integrated yes okay yeah technical

[0:51:38] Voice 5: issues it sounds like uh trustee yates

[0:51:41] Voice 5: Yes,

[0:51:44] Voice 4: that was excellent clarification. Because really, my first question is, would enough funding, enough financial support, allow us to use that data as we really need to use it?

[0:52:00] Voice 17: Yes and no, I think. So in our conversations with the mapping team that supports all of Islands Trust, they have been understandably reluctant to have temporary, to have either co-op students or other temporary contractors accessing our system.

[0:52:21] Voice 17: Right. And they also have been worried about some of our moves to new software or our efforts to create new systems. They've been concerned about not then having the internal staff ability to support us if there are technical problems or questions.

[0:52:39] Voice 17: So, from a broader islands trust perspective there. That's why, as Kate mentioned, there might be some requests for additional capacity in terms of hiring staff rather than being able to source a contractor to come and do the data, but we've made it is something

[0:52:55] Voice 17: that we've

[0:52:57] Voice 6: thought about a lot as a solution.

[0:52:58] Voice 6: resolution okay that that answers

[0:53:04] Voice 4: my question i guess what i'm thinking about is do we need

[0:53:09] Voice 4: any clear direction for additional funding you know to solve this problem

[0:53:16] Voice 6: um

[0:53:18] Voice 12: the board could i'm just trying to think if the timing is best now or at the meeting in october

[0:53:28] Voice 12: But the board could pass a resolution just indicating that it would support additional resourcing for GIS and for mapping data.

[0:53:46] Voice 12: I could probably come up with some wording around data management and resourcing of that department.

[0:53:53] Voice 12: If we waited until October, so I guess to clarify my thoughts there, apologies for thinking on the fly, but you have directed staff to come up with some recommendations around property management and analysis of the resourcing issues that we're having with property management.

[0:54:20] Voice 12: And that happened at our last board meeting. And it seems to me that it might be part of that request that would go forward and probably is best left with the standing resolution that the board had from its last meeting.

[0:54:35] Voice 12: If there are additional requests that might come out of that, staff would bring that along with that property management analysis to the October meeting, and that fits nicely into the budget cycle because whatever comes out of that board meeting will feed into the financial planning committee meeting, which happens in early October, which then feeds into the budget conversations that Trust Council will have in December.

[0:55:00] Voice 5: That's all I need to know. Thank you very much.

[0:55:03] Voice 5: so is everyone satisfied then that staff will reflect this this item and this concern

[0:55:12] Voice 5: um in bringing forward recommendations at the next meeting and thank you very much for the

[0:55:20] Voice 5: discussion about this and highlighting um i'm sort of assuming that people are satisfied with

[0:55:28] Voice 5: that as a way forward for now um and just checking time here we're we're okay but is there are there

[0:55:36] Voice 5: any other comments um regarding the conservation plan uh progress report uh trustee smith yeah

[0:55:48] Trustee Smith: sorry for talking so much i just have one question about goal two and um it relates to first nations

[0:55:55] Trustee Smith: engagement i guess and um it's my understanding maybe uh trustee govoro could speak to this

[0:56:03] Trustee Smith: better than me but it's my understanding that the trust council is going to review its referral

[0:56:09] Trustee Smith: process couldn't we be part of that i mean how we work better with first nations should it not be

[0:56:16] Trustee Smith: part of the whole uh islands trust initiative to work better with first nations just maybe it

[0:56:24] Trustee Smith: It doesn't fit there, but it seems like there was just a resolution on reviewing the referral process, and it seems to me that would help us as well, but maybe I'm wrong.

[0:56:36] Voice 5: I believe this is on our agenda for discussion with the executive committee as well, but just who would like to respond?

[0:56:49] Voice 5: Trustee Goverill?

[0:56:51] Voice 15: Yep. Thank you. Yeah. At Trust Council, the RFD was approved. One thing that I noticed in the

[0:57:00] Voice 15: agenda is that the referral process and engagement with First Nations is almost throughout most of

[0:57:07] Voice 15: the work. I think there's a tremendous amount of work that staff is doing. So I think it could

[0:57:11] Voice 15: get tagged to this, but there's probably other works underway as well. And I'm sure that Claire

[0:57:16] Voice 15: could probably help identify those other points thank

[0:57:21] Voice 5: you and i see kate has her hand up oh and

[0:57:25] Voice 12: i also see that um director freighter has turned on her video so she may be able to speak to this

[0:57:30] Voice 12: more but i i also wanted to note that we do very much interlace our work with first nations with

[0:57:35] Voice 12: what islands trust is doing we try to liaise with them when we know we're going to be doing

[0:57:40] Voice 12: engagement of first nations so that we're we're aware of who's engaging with which nation and

[0:57:45] Voice 12: and where there is overlap um and then the other piece of that is um and maybe claire wanted to

[0:57:51] Voice 12: speak to this is that um we are about to do introductory letters to um first nations um and

[0:57:57] Voice 12: island stress conservancy has been incorporated into that piece of correspondence that is um

[0:58:03] Voice 12: prepared and and heading out imminently so perhaps i'll hand it over to director frader to see if she

[0:58:09] Voice 12: has additions to that through the chair.

[0:58:13] Voice 5: Okay, thanks for joining us, Claire. Did you have

[0:58:15] Voice 5: anything you

[0:58:16] Voice 10: wanted to add? Yes, I can say that yes, we certainly involve the Conservancy wherever

[0:58:22] Voice 10: possible. We have these letters relatively well drafted now. And following this meeting, once

[0:58:28] Voice 10: you've elected your new chair, we will be amending that letter because it's going to come from the

[0:58:33] Voice 10: four vice chairs and the chair of the Conservancy. And we've included the Conservancy as a integral

[0:58:39] Voice 10: part of the letter, which is asking First Nations for leadership to leadership meetings.

[0:58:43] Voice 10: And so the Conservancy would be integral to that piece. And I do think the Conservancy,

[0:58:49] Voice 10: we've had some really great partnerships already with nations, and it's a place where we can have

[0:58:53] Voice 10: practical partnership with youth on the ground and, you know, different, you know, we've had

[0:58:58] Voice 10: with Squamish nations, the monitors, there's lots of like positive relationship building that can

[0:59:02] Voice 10: happen through the Conservancy. So certainly, I think it's a place where we want to ensure that

[0:59:06] Voice 10: that's, you know, centered in conversation and included where possible. Again, we'll be guided

[0:59:10] Voice 10: by the nations and what they want to speak about. But certainly it will be included in the letters,

[0:59:14] Voice 10: which we hope to send, you know, shortly once they've been through all the review processes.

[0:59:21] Voice 5: Thanks, Claire. Does that address your question, Trustee Smith?

[0:59:27] Trustee Smith: It does. I just have one other sort of short follow-up. It's just a term in this report that

[0:59:32] Trustee Smith: I don't understand. If you look at the chart, and it's under this Integrate Traditional NALT 2.3,

[0:59:38] Trustee Smith: it says incomplete blocked what does blocked mean oh

[0:59:43] Voice 17: I blocked to me meant that it was incomplete

[0:59:46] Voice 17: because of something external to us that we couldn't change oh okay I just didn't know what

[0:59:51] Voice 17: it meant thanks

[0:59:51] Voice 5: yeah that's that's a good point that might um maybe there's a better phrasing

[0:59:58] Voice 5: there that

[0:59:59] Voice 5: it's

[1:00:00] Voice 4: be used

[1:00:00] Voice 5: i sort of saw that too yeah okay um so yeah trustee elliott any you had a your hand up

[1:00:09] Trustee Elliott (probable): yeah thank you chair um i guess i i had a question more broadly um about the whole regional

[1:00:18] Trustee Elliott (probable): conservation plan a i i think it's a great tool and because it's come in well before i got really

[1:00:25] Trustee Elliott (probable): involved with the islands trust or knew what the conservancy was up to i'm a little bit curious

[1:00:30] Trustee Elliott (probable): about if you could give a very brief synopsis of of how we got to this point of developing a

[1:00:37] Trustee Elliott (probable): regional conservation plan and the progress report and is it you know with this synopsis

[1:00:43] Trustee Elliott (probable): is it serving is it serving us well um considering that we're evaluating sort of the first stage of

[1:00:51] Trustee Elliott (probable): the work plan um what is your uh what are your thoughts on so just from a very high level of of

[1:01:01] Trustee Elliott (probable): how does it help us meet our our goals and identify the um the objectives is it useful

[1:01:08] Trustee Elliott (probable): is it helpful okay

[1:01:12] Voice 5: kate can you do that in a minute maybe or do you

[1:01:16] Voice 12: want me to take this

[1:01:19] Voice 5: thank you thank you for the question and i'm sure kate's

[1:01:22] Voice 12: got it uh so the first regional

[1:01:25] Voice 12: conservation plan i guess was done in the early 2000s um i do find them to be a helpful tool

[1:01:32] Voice 12: there's actually research out there that um that shows that conservation agencies that do

[1:01:37] Voice 12: regional conservation planning or conservation planning uh achieve better results in terms of

[1:01:43] Voice 12: on the ground conservation and and proper property management um and so that is really what has

[1:01:49] Voice 12: informed us in terms of of doing this work um it allows the board to see in a in a concrete one

[1:01:57] Voice 12: source place what the status of conservation is in our region and then allows the board to map

[1:02:05] Voice 12: forward where it would like to go um for for that additional conservation and provides goals and

[1:02:11] Voice 12: and objectives, and then staff create associated action plans or work plans that will help to move

[1:02:17] Voice 12: in that direction. It is true to say that I have never seen a conservation plan where we have met

[1:02:24] Voice 12: every objective and every action item that we've put on the list. That's pretty standard. And so

[1:02:30] Voice 12: through experience with these things, we kind of employ adaptive management and try to do what

[1:02:36] Voice 12: we're doing today, which is look at where we've come, where things have changed, and try to adapt

[1:02:40] Voice 12: those work plans going forward so we can be more nimble if we possibly can but the other piece is

[1:02:48] Voice 12: is it provides staff with board direction as to what we should be working on the authority to

[1:02:55] Voice 12: move forward on projects without having to come back to the board every single time we need to

[1:03:00] Voice 12: make a decision because you've already provided us with a set of goals and objectives that we

[1:03:05] Voice 12: we can begin to work towards. And so, yes, I do find it helpful from a management perspective.

[1:03:13] Voice 12: And then the key is for us to reflect back to it at intervals to make sure that the work we're

[1:03:19] Voice 12: doing is actually reflective of the plan and that we pull ourselves in if we're doing work that is

[1:03:25] Voice 12: external to the plan and or if it's really important external work, that we start doing

[1:03:30] Voice 12: modifications to the actions and talk to the board about changing direction if that's necessary.

[1:03:35] Voice 12: thanks

[1:03:38] Voice 5: Kate um does that answer your question trustee Elliot okay I'm seeing

[1:03:43] Voice 5: a nodding head

[1:03:44] Trustee Elliott (probable): there okay

[1:03:45] Trustee Elliott (probable): I guess because we're going through our strategic planning process for the um or for

[1:03:49] Trustee Elliott (probable): trust council so um this is a different way of mapping the road and the priorities and so yeah

[1:03:56] Voice 6: thanks

[1:03:56] Trustee Elliott (probable): for that overview okay

[1:03:59] Voice 6: um so

[1:04:02] Voice 5: I think we've had a good discussion of this progress report I

[1:04:06] Voice 5: I really appreciated it.

[1:04:08] Voice 5: I thought it was a great summary and really clear.

[1:04:11] Voice 5: I was telling Kate earlier,

[1:04:13] Voice 5: I really liked the little tables at the end with the colors,

[1:04:17] Voice 5: just because, you know, it's a visual representation.

[1:04:20] Voice 17: I went through several different iterations

[1:04:21] Voice 17: before I settled on that one.

[1:04:23] Voice 17: So yeah,

[1:04:24] Voice 5: I guess I'm just like the simple representation.

[1:04:29] Voice 5: Anyway, so that was,

[1:04:31] Voice 5: I thought that was a good way to summarize it.

[1:04:33] Voice 5: So thank you for presenting it.

[1:04:35] Voice 5: I think we do need to move on unless somebody's got something really burning that they want to

[1:04:40] Voice 5: say about this beforehand. All right. Thank you very much to everyone for the discussion and to

[1:04:49] Voice 5: staff for the responses. And I would agree that having a plan like this is a helpful thing,

[1:04:56] Voice 5: a very helpful thing for our operations. And I'm sure it is helpful for staff. And I'm glad to hear

[1:05:02] Voice 5: Kate confirmed that. Okay, the next topic on our agenda then is the Islands Trust Executive

[1:05:10] Voice 5: Committee Liaison Meeting Agenda. So this is a meeting we're going to be having this afternoon

[1:05:17] Voice 5: with the Executive Committee. We do this annually. And we've got, we've seen versions of the agenda

[1:05:24] Voice 5: before and this is the current version of it and uh kate over to you for any highlights here

[1:05:34] Voice 5: or whatever you need to know from us about this uh

[1:05:38] Voice 12: so this is just an opportunity for the board

[1:05:40] Voice 12: to have a final discussion before we move into the agenda with the executive committee about whether

[1:05:45] Voice 12: there are any additions or subtractions you want to make to the agenda um they would need to be

[1:05:50] Voice 12: brought forward at one o'clock when you do meet with executive but it's a an opportunity for you

[1:05:55] Voice 12: to have a conversation ahead of time uh the only notes that i will make is that this agenda was

[1:06:02] Voice 12: after our last meeting um sent to executive committee and they did add a couple of things

[1:06:07] Voice 12: and um and i wasn't in those meetings so perhaps trustee elliot could add um any background there

[1:06:14] Voice 12: but um the additions that were made uh were just to sort of in the executive committee updates to

[1:06:20] Voice 12: give an update about trust council which just happened in june and then these three items at

[1:06:26] Voice 12: the end of items for discussion were also added first nations referral process and and i think

[1:06:32] Voice 12: that sort of alludes to the conversation we just had there's a desire to talk about fire smart and

[1:06:37] Voice 12: fire i think by expansion to fire risk in the islands and then a final one about biologists

[1:06:46] Voice 12: support for planning. A side note regarding the last item, this is an item that came

[1:06:51] Voice 12: to executive committee. The LEA is on meeting last July, and we provided a briefing to support that.

[1:07:00] Voice 12: Staff have just brought back that briefing. I haven't even changed the dates. It's just

[1:07:07] Voice 12: the information is still current, but I will also likely give a small update there regarding the

[1:07:13] Voice 12: the Professional Governance Act, which has recently changed and is requiring that all of the

[1:07:19] Voice 12: work that we do now is essentially authorized by a professional biologist. The Professional

[1:07:29] Voice 12: Governance Act is now requiring that any practice of biology be done by a registered professional

[1:07:35] Voice 12: biologist. And it's now stating that biology is what they call a reserved practice. So similar

[1:07:41] Voice 12: to forestry or land surveying or agrology, you actually do need to be a registered professional

[1:07:48] Voice 12: to practice in that field. So this is having big impacts on our work as a staff and then also with

[1:07:56] Voice 12: the work that we're doing with contractors. And I'm seeing parallels over on the Islands Trust

[1:08:01] Voice 12: planning side of things as well. So I'll likely give a small verbal update on that at that time.

[1:08:08] Voice 12: um but yes any additions or changes um we're happy to um to adapt the agenda okay

[1:08:17] Voice 5: so without getting

[1:08:18] Voice 5: into discussing these items now is there anybody uh who has any suggestions or um yeah any

[1:08:28] Voice 5: suggestions for any amendments to this that we would then make um

[1:08:33] Voice 6: at the beginning of that meeting

[1:08:35] Voice 6: okay oh uh trustee elliott uh thank you chair

[1:08:43] Trustee Elliott (probable): yes so just briefly those last two three items um i

[1:08:47] Trustee Elliott (probable): had asked to have the first nations referral process review um because yeah this is just a

[1:08:54] Trustee Elliott (probable): significant piece where we keep reiterating over and over again the two agencies you know coming

[1:09:00] Trustee Elliott (probable): together um in a concerted way would uh supports nations and not being inundated with requests

[1:09:09] Trustee Elliott (probable): the fire smart advice to landowners um i i didn't realize that was actually added to the agenda i

[1:09:16] Trustee Elliott (probable): could have forwarded you i'll forward to you kate the um this was from a vice chair who is referencing

[1:09:23] Trustee Elliott (probable): conferencing some of the conflicting messages that comes from apparent conflicting conflicts

[1:09:30] Trustee Elliott (probable): in how to deal with vegetation, fallen trees. So this was specifically from the Conservancy

[1:09:39] Trustee Elliott (probable): newsletter of May 2020, before undertaking FireSmart measures. So a conversation about how

[1:09:45] Trustee Elliott (probable): to handle, you know, leaving woody debris on the ground versus collecting it up and leaving it

[1:09:52] Trustee Elliott (probable): clean so that's come up a few times actually and then the last I did request that this be

[1:10:00] Trustee Elliott (probable): brought forward after reading the minutes of the last meeting so I do appreciate the briefing

[1:10:06] Trustee Elliott (probable): and I think this is this is going to be actually an important discussion because how we

[1:10:12] Trustee Elliott (probable): where we rely on professional expertise and whether that's in-house and and can they carry

[1:10:19] Trustee Elliott (probable): the load for both the Conservancy and the Islands Trust is, I think that's a really good sort of

[1:10:26] Trustee Elliott (probable): management and strategic discussion. So yeah, thanks for adding those items. That's about it.

[1:10:33] Trustee Elliott (probable): Great. Thank you. Trustee Smith?

[1:10:37] Trustee Smith: Yeah, the last meeting, I had asked that climate change,

[1:10:41] Trustee Smith: particularly climate change adaptation, and how to incorporate this into our decisions was on

[1:10:47] Trustee Smith: on the agenda and it's not there, I realized that this fire smart advice, which I've heard from a

[1:10:56] Trustee Smith: lot of people on other islands is indeed conflicting, is like a subset of climate

[1:11:02] Trustee Smith: change adaptation. And I think it's, I agree with discussing that, but I am a little disappointed

[1:11:09] Trustee Smith: that the larger issue of climate change adaptation is not on the agenda because I had requested it

[1:11:15] Trustee Smith: at the last meeting.

[1:11:19] Voice 5: Okay Kate did you have any comments on that?

[1:11:23] Voice 12: Just apologies if we missed

[1:11:25] Voice 12: adding something that was requested at the last meeting I will just also say that this agenda can

[1:11:30] Voice 12: be modified and we could the board could elect to at the beginning of the meeting add in an item

[1:11:37] Voice 12: to discuss climate change adaptation and so we would welcome that if the board would like to do

[1:11:46] Voice 12: that and i mean uh what trustee smith says regarding fire smart advice sort of being a

[1:11:53] Voice 12: component of that perhaps the two could um could go together underneath the the larger umbrella

[1:11:59] Voice 12: of climate change adaptation okay

[1:12:05] Voice 5: thank you um so uh we could consider adding that when we get

[1:12:10] Voice 5: to this meeting at one o'clock so we'll leave it to um uh trustee smith if you would like to add

[1:12:17] Voice 5: that um and sorry i didn't notice that either so um thank you for raising it um

[1:12:25] Voice 5: any other discussion about this agenda okay so we will consider it and and consider amending it

[1:12:35] Voice 5: uh when this meeting begins at once so i guess that's just enough for a brief review at this

[1:12:41] Voice 5: point um just moving forward on the agenda we don't have any correspondence under 5.3

[1:12:47] Voice 5: and then under 5.4 um sorry am i oh yeah there we go um so we've got a couple brief updates um

[1:13:00] Voice 5: under 5.4 uh and i'll just hand this over to staff to tell us if they've got any highlights in

[1:13:10] Voice 5: in any of these reports so

[1:13:15] Voice 12: katherine yeah

[1:13:17] Voice 17: i'm sorry um uh i just wanted to um give the board

[1:13:22] Voice 17: an update briefly on um actually under the covenants the knap island covenant and this

[1:13:29] Voice 17: is partly because um of welcoming new board member but

[1:13:33] Voice 12: katherine just to stop you there

[1:13:35] Voice 12: i believe

[1:13:36] Voice 17: that covenant is in the in camera isn't it oh i'm sorry you're right yeah um so then the

[1:13:42] Voice 17: the only one that I wanted to just highlight here is that just under, no, there's nothing

[1:13:52] Voice 17: actually in this one. I'm sorry. Nevermind. Any questions? Does

[1:13:56] Voice 5: anybody have any questions on the

[1:13:58] Voice 5: public acquisitions report for the, that's

[1:14:03] Voice 6: for you on the, on this agenda?

[1:14:07] Voice 5: Okay. I'm not seeing

[1:14:08] Voice 5: any questions um and then the next report is the public covenants report um

[1:14:15] Voice 6: anything from

[1:14:17] Voice 6: staff there to highlight i think

[1:14:21] Voice 17: the um the only important thing for the board to know is that we

[1:14:26] Voice 17: have sent these covenants out for referral to first nations and so we are and that was a very

[1:14:33] Voice 17: a pretty broad asking for input not only on how to protect how to best protect any culturally

[1:14:45] Voice 17: important areas but also input on things we should know about in terms of monitoring them

[1:14:50] Voice 17: or drafting them and and we've not you know that that's just happened recently we're waiting

[1:14:55] Voice 17: responses okay

[1:14:58] Voice 5: anybody with any questions uh for staff on the public covenants report

[1:15:04] Voice 6: Okay. I'm not

[1:15:07] Voice 6: seeing anything. Let's move on to budget.

[1:15:12] Voice 5: And any highlights here or comments

[1:15:15] Voice 5: from staff?

[1:15:18] Voice 5: Oh,

[1:15:20] Voice 12: dear. I made it very small.

[1:15:24] Voice 12: It's very, very, very small amount of comments. Hang

[1:15:28] Voice 12: on. I'll bring it back up. There we are. It's just a larger sheet of paper. So perhaps I

[1:15:35] Voice 12: I can do this and make it fit on the screen.

[1:15:42] Voice 12: Nothing major to report, except that we have started into our fiscal year.

[1:15:47] Voice 12: We just closed out the first quarter, so we're well underway.

[1:15:50] Voice 12: We've put out a whole pile of contracts.

[1:15:53] Voice 12: So you'll notice that in particular in our property management budget that we've got a chunk of funds that have already been committed.

[1:16:01] Voice 12: That's because we start to do a lot of our contracting fairly early in the fiscal year, particularly for property management.

[1:16:07] Voice 12: And there are a number more that are just sitting waiting for for signature and a few other pieces.

[1:16:13] Voice 12: So the year is well underway. I suppose the only other thing that I will note is that we are also in full swing for our Western Screech Owl project that the board approved.

[1:16:26] Voice 12: I think it was in January. And we are that's a two year project.

[1:16:32] Voice 12: And so we're anticipating that we will be concluding that in the next fiscal year, but we're about halfway, perhaps halfway through at least in committing funds for that.

[1:16:40] Voice 12: I think that's

[1:16:41] Voice 5: all I'll note for now.

[1:16:44] Voice 5: Thanks, Kate. Any questions? I see Trustee Yates has her hand up.

[1:16:50] Voice 5: Thank

[1:16:50] Voice 4: you, Chair Adams. Thank you very much for that report, Kate.

[1:16:54] Voice 4: Kate, just a really quick question as regarding Link Island Removal Fund.

[1:17:00] Voice 4: Assuming that's removal of stuff on the island that does not belong in a nature reserve.

[1:17:06] Voice 12: So correct.

[1:17:07] Voice 12: That's a thank you for pointing that out.

[1:17:09] Voice 12: That's a fairly new fund that we brought in.

[1:17:13] Voice 12: I guess it was early in the fiscal year, not this fiscal year, last fiscal year.

[1:17:19] Voice 12: And it's related to the donation of Link Island.

[1:17:21] Voice 12: There is a cabin at the south end of the island that the family who donated it retains use of for the current generation and the grandchildren of the original donor.

[1:17:33] Voice 12: And the removal fund is there so that at the end of their tenure, the board has some funds to look at building removal.

[1:17:43] Voice 4: Great. I'm just glad to know we're not removing the island.

[1:17:46] Voice 4: no

[1:17:47] Voice 12: i guess that that's a good point the the terminology there is actually what's in the

[1:17:53] Voice 12: legal agreements but to clarify we're not removing the island we're removing the buildings on the

[1:17:57] Voice 12: island yeah

[1:17:59] Voice 5: thanks i'm just thinking there might be some other phrasing i don't

[1:18:03] Voice 12: know that could be

[1:18:04] Voice 5: used to indicate that this is kind of a long-term um i was going to say sinking fund but that's

[1:18:11] Voice 5: maybe not a good thing to use either um but anyway some kind of longer term fund because

[1:18:16] Voice 5: because otherwise we'll keep asking you about it every time we have new members, probably.

[1:18:21] Voice 5: Anyway, thanks for that. And Trustee Elliott, did you have a comment or question?

[1:18:26] Voice 5: Thank you. I do.

[1:18:28] Trustee Elliott (probable): It is around property management. And just because I'm new at this and other people

[1:18:33] Trustee Elliott (probable): are, what I keep hearing is that, you know, as we acquire more properties or more donations,

[1:18:39] Trustee Elliott (probable): that property management costs go up can you just briefly explain what what what is contracted work

[1:18:46] Trustee Elliott (probable): there what does that look like um just for people's information yes

[1:18:50] Voice 12: no i'm happy to do that

[1:18:52] Voice 12: so the um all of the monitoring of our nature reserves is done in-house that's done by staff

[1:18:58] Voice 12: by our covenant outreach um specialist um nula or sorry by our covenant management and outreach

[1:19:04] Voice 12: specialist, Jeba Green, and our properties that we own, Fee Simple, is done by Nuala Murphy,

[1:19:09] Voice 12: who's our property management specialist. The things that get contracted out are things like

[1:19:15] Voice 12: species at risk inventories, plans for restoration. We also contract with most of the local

[1:19:23] Voice 12: conservancies to help us to manage those lands. And those types of contracts involve things like

[1:19:28] Voice 12: like trail maintenance, help with signage, erecting signage.

[1:19:33] Voice 12: Often there is labor involved there with things like invasive species removal.

[1:19:38] Voice 12: So there's usually a lot of almost every conservancy we have some sort of contract with

[1:19:43] Voice 12: to help us manage on-island nature reserves.

[1:19:48] Voice 12: And then, of course, there's also the sort of hardware kind of pieces,

[1:19:51] Voice 12: pieces like the the boards to build uh boardwalks and the the signage the actual physical signage

[1:19:58] Voice 12: um all those pieces are also contracted pieces thank

[1:20:05] Voice 6: you thank you Kate any other comments or

[1:20:08] Voice 5: questions on this briefing okay

[1:20:12] Voice 6: let's

[1:20:13] Voice 5: move on we're just a little behind time but not too bad

[1:20:16] Voice 5: um so we don't have any public comments or delegations it looks like for this meeting

[1:20:25] Voice 5: and i don't believe there's any new business um other than the one we already dealt with

[1:20:33] Voice 5: and uh the next meeting is actually um august 29th as we just discussed and then

[1:20:41] Voice 5: then that's a special meeting and the next regular meeting is October 3rd and I guess the next item

[1:20:48] Voice 5: then is to get into elections I'm not sure if there's something I need to do to formally resign

[1:20:55] Voice 5: but maybe I will just say that I am formally resigning my position as chair of the Alliance

[1:21:03] Voice 5: Trust Conservancy Board thank you for your giving me this role for a brief period of time I really

[1:21:11] Voice 5: really appreciated it but i feel i must resign because my term is up so and it seemed best to

[1:21:17] Voice 5: do at this meeting so that we didn't um have a gap between um before the next meeting occurs

[1:21:24] Voice 5: so i'm i have now resigned and i'm going to hand the meeting over to kate who will administer

[1:21:35] Voice 5: um elections and now i'm not quite sure if i can since i've just resigned if i can recognize

[1:21:41] Voice 5: nice trustee but i will anyway

[1:21:45] Voice 5: just unofficially yeah oh

[1:21:48] Voice 4: thank you chair adams i just want to

[1:21:50] Voice 4: express my real gratitude not just for your guiding hand as chair these past few months

[1:21:57] Voice 4: but as for just for the superb uh wisdom that you have brought to the islands trust conservancy

[1:22:05] Voice 4: with all of your knowledge and all of your experience your very good humor and patience

[1:22:12] Voice 4: and i've just so appreciated uh working with you since i was elected to the board myself in november

[1:22:19] Voice 4: thank you thank

[1:22:21] Voice 5: you susan that's very kind um okay now i will hand it over to kate

[1:22:29] Voice 5: and to administer the election process for a new chair okay

[1:22:34] Voice 12: thank you former chair adams

[1:22:36] Voice 12: i guess i will just echo um the words of trustee yates and just say that that um

[1:22:42] Voice 12: those sentiments are mirrored from staff as well we've very much enjoyed having you

[1:22:47] Voice 12: as our chair and um wish you the best as you move into the next adventures of your life

[1:22:53] Voice 12: um so as uh the um the elections process is actually run under um islands trust

[1:23:01] Voice 12: conservancy policy and before the meeting i did uh send it out to the board so that you would

[1:23:07] Voice 12: have a sense of what would happen but essentially just to recap i'm going to call for nominations

[1:23:12] Voice 12: for the position of chair these i'll call three times and nominations have to be made and seconded

[1:23:19] Voice 12: by board members other than the nominee themselves. And then the nominee also needs to

[1:23:24] Voice 12: provide us with an indication that they are willing to stand as a candidate.

[1:23:29] Voice 12: Oh, so go ahead, Trustee Elliott.

[1:23:32] Trustee Elliott (probable): I just have a question before we get into the elections.

[1:23:35] Voice 12: Is

[1:23:36] Trustee Elliott (probable): there any discussion about whether we prefer to have a rotating chair role or is this a full

[1:23:42] Trustee Elliott (probable): term elections?

[1:23:44] Voice 12: So the way the policy is written, we do call for elections and the position is

[1:23:51] Voice 12: elected if or done by acclamation. If there are no candidates that come forward, then the chair

[1:23:59] Voice 12: position, the way the policy is written, it becomes a rotation between board members in

[1:24:05] Voice 12: in alphabetical order, by last name, to be very particular. Yes. So the way it is, yes,

[1:24:14] Voice 12: we would have an election if there's nobody who wants to stand for election and there's no

[1:24:19] Voice 12: election, then we move into

[1:24:20] Voice 6: that rotating position. Any further questions before I move

[1:24:28] Voice 6: into calls for nomination? Okay.

[1:24:34] Voice 12: So I am going to officially call for nominations from the floor

[1:24:38] Voice 12: for position of chair of the Islands Trust Conservancy Board and I see Trustee Yates

[1:24:43] Voice 12: has raised her hand so I'm recognizing Trustee Yates.

[1:24:47] Voice 4: Thank you Kate. I wish to nominate Risa

[1:24:50] Voice 4: Smith as chair for the Islands Trust Conservancy Board.

[1:24:55] Voice 12: Okay thank you and do we have someone who

[1:24:59] Voice 12: is willing to second the nomination? Oh look at that. Well perhaps I'll go with Trustee Elliott

[1:25:06] Voice 12: it, as I saw your hand first. And Trustee Smith, are you willing to put your name forward and stand

[1:25:15] Voice 12: for nomination?

[1:25:18] Trustee Smith: You may think I'm crazy, but I am willing to do this.

[1:25:23] Voice 12: Wonderful, thank you.

[1:25:25] Voice 12: Okay, so that was the first. Are there any other nominations from the floor for the position of

[1:25:31] Voice 12: chair? Calling for a second time. Okay, and now I will call for a third time for nominations from

[1:25:41] Voice 12: the floor for position of chair of islands trust conservancy board so hearing no further nominations

[1:25:51] Voice 12: i'm going to declare that um trustee smith is elected as chair of the islands trust conservancy

[1:25:57] Voice 12: board by acclamation and i will hand the meeting back to trustee smith congratulations um what i

[1:26:05] Voice 12: will flag though uh chair smith is that um we now have a vacancy for the vice chair position

[1:26:12] Voice 12: we could elect to call for nominations at this time or if it's preferred to give board members

[1:26:19] Voice 12: a little bit of time to think about it you could look at deferring that to the special meeting that

[1:26:25] Voice 12: we've called for August 29th.

[1:26:31] Trustee Smith: I wonder if there's anybody maybe we could call for nominations maybe

[1:26:35] Trustee Smith: there's people who've already thought about it and if not we could defer it to the next meeting so

[1:26:40] Trustee Smith: So let's see if there's any call for nominations.

[1:26:44] Voice 12: Okay.

[1:26:45] Trustee Smith: Okay.

[1:26:46] Voice 12: So as new chair, would you like to call the nomination?

[1:26:50] Voice 12: Or would you prefer for me to conduct the...

[1:26:54] Voice 12: Yeah,

[1:26:55] Trustee Smith: I think you should conduct the nomination.

[1:26:57] Voice 12: Thank you.

[1:27:00] Voice 12: So with the deferral of the chair,

[1:27:02] Voice 12: I will call for nomination for the position of vice chair.

[1:27:05] Voice 12: Is there anybody who would like to put forward somebody

[1:27:08] Voice 12: somebody for the position? Recognizing Trustee Elliott?

[1:27:18] Trustee Elliott (probable): I'd like to nominate Trustee Yates.

[1:27:21] Voice 12: Okay. Before moving forward, do we have someone who's willing to second that nomination?

[1:27:27] Voice 12: So recognizing Trustee Goverill for the second? And then turning to Trustee Yates,

[1:27:33] Voice 12: are you willing to have your name stand for election?

[1:27:38] Voice 4: I think I would prefer to wait until

[1:27:41] Voice 4: until our next meeting but thank you trustee Elliott and trustee Govro I'm just looking at

[1:27:49] Voice 4: my work schedule which is not as crazy as trustee Elliott's that's for sure I'll probably be okay

[1:27:57] Voice 4: later but I would like to think about it a bit more first

[1:27:59] Voice 12: thank you thank you so in which case

[1:28:03] Voice 12: I will call again are there any further nominations from the floor for the position of vice chair

[1:28:08] Voice 12: That was our second request for nomination. So for a third time, are there any further nominations from the floor for the position of vice chair?

[1:28:23] Voice 12: OK, so hearing none, I think the matter will be deferred to our next ITC meeting.

[1:28:33] Voice 6: That would be the one in August. That would be the one.

[1:28:35] Voice 12: Yeah. Yeah. OK.

[1:28:37] Voice 12: And I will pass it back to Chair Smith to close us out for the meeting.

[1:28:42] Trustee Smith: Okay, so we need a motion. So the next, for the new people, we'll close this meeting and then we'll go in-camera for the in-camera portion of the meeting. So we need a motion. It's down there to close the meeting. Does anybody want to propose to close the meeting? Oh, I can't see

[1:29:00] Trustee Smith: people. Why can't I see people?

[1:29:02] Trustee Smith: I

[1:29:02] Voice 4: can do that, Risa.

[1:29:03] Trustee Smith: Okay, thank you.

[1:29:04] Trustee Smith: yeah okay

[1:29:05] Voice 4: um i move that the meeting now be closed to the public in accordance with the

[1:29:11] Voice 4: community charter part 4 division 3 section 90.1 the acquisition disposition or expropriation of

[1:29:20] Voice 4: land or improvements if the board considers that the disclosure could reasonably be expected to

[1:29:25] Voice 4: harm the interests of the islands trust conservancy board and litigation or potential litigation

[1:29:32] Voice 4: affecting the board and that staff be invited to remain in the meeting do we have a seconder

[1:29:41] Trustee Smith: toby

[1:29:46] Voice 6: i don't know yes

[1:29:49] Trustee Smith: i'm not seeing the um the hands for some reason so

[1:29:54] Voice 12: i'm seeing that

[1:29:55] Voice 12: trustee elliott and trustee adams have both raised their hands as well

[1:30:00] Voice 12: to second.

[1:30:01] Trustee Smith: Okay, I see. If you raise your hand electronically, I can see it. If you just do it

[1:30:06] Trustee Smith: with your hand, I can't because the screen has the screen sharing is happening. So

[1:30:14] Trustee Smith: so it's, it's been seconded by Trustee Elliott. And anybody object? I think that then the meeting

[1:30:24] Trustee Smith: is closed and uh i think uh the staff has to do you have to close the meeting to the public or

[1:30:31] Trustee Smith: can we just move into the um

ADOPTED
 
 
Islands Trust Conservancy Board ADOPTED Page 1 of 6 
Regular Meeting Minutes                           
July 18, 2023 
 
Islands Trust Conservancy Board 
Minutes of the Regular Meeting 
 
Date:  
Time:  
Location:  
Tuesday, July 18, 2023 
10:00 a.m. 
Electronic Zoom Meeting 
Islands Trust - Victoria 
200 - 1627 Fort Street, Victoria, BC 
 
Board Members Present Linda Adams, Chair 
 Risa Smith, Vice Chair 
 Susan Yates, Board Member 
 Tobi Elliott, Board Member 
 Lisa Gauvreau, Board Member 
  
Regrets Ken Thomas, Board Member 
  
Staff Present Kate Emmings, Islands Trust Conservancy Manager 
 Clare Frater, Director, Trust Area Services, joined at 10:50 a.m. 
 Carla Funk, Strategic Fund Development, left at 11:15 a.m. 
 Corlynn Strachan, Administrative Assistant 
 Eve Ruth, Conservation & GIS Technician Co-op, left at 10:45 a.m. 
 Kathryn Martell, Ecosystem Protection Specialist 
 Micaela Yawney, Communications Specialist 
 Wendy Tyrrell, Species at Risk Program Coordinator 
  
Public Present Four members of the public were present as attendees. 
 
1. CALL TO ORDER 
Chair Adams called the meeting to order at 10:01 a.m. and recognized that we were gathering in 
various locations in the islands and in the territory of the Coast Salish peoples. 
1.1 Introductions 
The ITC Board welcomed Lisa Gauvreau to the ITC Board as its newest member and 
representative from Trust Council and there was a round of introductions. 
2. APPROVAL OF AGENDA 
Manager Emmings advised that due to the notice from Chair Adams of her intention to resign as 
Chair at the end of this meeting, staff became aware that there are legal documents that require 
signature of the Board Chair prior to the end of the month, and suggested addition of item 5.1.2 
Delegation of Document Signatures to enable Chair Adams to sign behalf of the Board. 
The following addition to the agenda was presented for consideration: 

ADOPTED
 
 
Islands Trust Conservancy Board ADOPTED Page 2 of 6 
Regular Meeting Minutes                           
July 18, 2023 
 
 5.1.2 Delegation of Document Signatures 
By general consent, the agenda was approved as amended. 
3. RISE AND REPORT 
None. 
4. MINUTES/COORDINATION 
4.1 Approval of the May 30, 2023 Regular Meeting Minutes 
By general consent, the Islands Trust Conservancy meeting minutes of May 30, 2023 
were adopted. 
4.2 Follow-up Action List 
Manager Emmings advised the Ruby Alton Management Plan approval item was 
deferred to the October 3, 2023 meeting, due to staff vacation and the short duration of 
the board meeting. Manager Emmings also noted that the S’ul-hween X’pey/Elder Cedar 
Nature Reserve item is likely to come to the Board at the October 3, 2023 meeting. 
Discussion ensued on public feedback received by Trustees Elliott and Yates regarding 
tree removal on Elder Cedar Nature Reserve, loss of public trust, working on 
communication messaging for Board members, developing policy regarding danger tree 
removal, and moving forward. 
Manager Emmings requested Trustees forward any public feedback and concerned 
citizens to staff, so the Conservancy can manage responses with current information. 
5. BUSINESS 
5.1 Items for Approval 
5.1.1 Updates to the 2023 ITC Board Meeting Schedule - Request for Decision 
Manager Emmings advised that due to the late audit this year, staff are 
requesting a special meeting of the Board in August to approve the audit prior 
to the next meeting scheduled for October 3 2023. Staff also recommend that 
since there are new Board members, the ITC Board meet in person at the 
October meeting, to get to know one another. 
ITC-2023-023 
It was MOVED and SECONDED, 
that the Islands Trust Conservancy Board direct staff to schedule a Special 
Meeting of the Islands Trust Conservancy Board for August 29, 2023 as an 
electronic meeting with the Victoria office boardroom as the public meeting 
location. 
CARRIED 
ITC-2023-024 
It was MOVED and SECONDED, 

ADOPTED
 
 
Islands Trust Conservancy Board ADOPTED Page 3 of 6 
Regular Meeting Minutes                           
July 18, 2023 
 
that the Islands Trust Conservancy Board direct staff to schedule the October 3, 
2023 electronic meeting as an in person meeting with the Victoria office 
boardroom as the public meeting location. 
CARRIED 
  5.1.2 Delegation of Document Signatures 
Manager Emmings presented the request for decisions and noted this is a 
housekeeping item to allow Chair Adams to sign legal documents for covenant 
registration. 
ITC-2023-025 
It was MOVED and SECONDED, 
that the Islands Trust Conservancy Board amend resolutions ITC-2022-017, ITC-
2022-018 and ITC-2022-045 to replace the word “Chair” with “Chair or 
delegate”. 
CARRIED 
5.2 Items for Discussion/Direction 
5.2.1 Regional Conservation Plan (RCP) Progress Report – Briefing 
Ecosystem Protection Specialist Martell briefed Board members on the status of 
the work plan for the Regional Conservation Plan. 
Discussion ensued on: 
 the importance of spatial data management for property management 
 data gathering through contractors and ITC staff 
 the ITC student co-op position and purpose to assist with managing data 
 financial support for GIS, mapping, and staff capacity 
 interlacing Islands Trust and Islands Trust Conservancy into the First Nations 
referral process 
 bringing forward recommendations for possible extensions to the Regional 
Conservation Plan timeline to the next ITC Board meeting 
Manager Emmings provided background on the RCP, noted the plan provides 
direction to what staff should be working on, and provides authority to move 
forward. 
Board members requested definition on the wording “incomplete blocked” on 
the progress report.  Ecosystem Protection Specialist Martell advised it means –
“something external” to the Conservancy is limiting progress. Chair Adams 
suggested better phrasing. 
5.2.2 Islands Trust Conservancy Board/Executive Committee Liaison Meeting Agenda 
Board members reviewed the updated agenda and Board Member Smith noted 
the topic of Climate Change adaptation and how to incorporate this into our 
decision is not on the agenda. 

ADOPTED
 
 
Islands Trust Conservancy Board ADOPTED Page 4 of 6 
Regular Meeting Minutes                           
July 18, 2023 
 
Manager Emmings advised items could be added at the beginning of the 
meeting. 
5.3 Correspondence 
None. 
5.4 Updates for Information 
5.4.1 Public Acquisitions Report 
Received for information. 
5.4.2 Public Covenants Report 
Ecosystems Protection Specialist Martell advised the Koontz and Larmour 
NAPTEP covenants were sent to First Nations for referral. Received for 
information. 
5.4.3 Budget Report 
Manager Emmings advised the year is well under way and the Western Screech 
Owl project expenditure are roughly half expended. 
Board members discussed new Link Island Removal Fund item. Manager 
Emmings advised this is a long term fund to remove the cabin at the end of 
family usage as agreed upon by the donor. Board members suggested other 
phrasing to indicate this is a “long term fund” and is intended for building 
removal. 
Manager Emmings clarified that expenses for Property Management include 
monitoring, Species at Risk inventory, plans for restoration, work with 
conservancies on trail maintenance, signage, invasive species removal, and 
hardware/material costs. 
6. PUBLIC COMMENTS AND DELGATIONS 
None. 
7. NEW BUSINESS 
There was no new business.  
8. NEXT MEETING 
The next special ITC Board meeting is scheduled for August 29
th
 at 1:00 pm through Zoom 
Webinar. 
The next regular meeting will take place in the Victoria office boardroom on October 3, 2023 at 
10:00 am. 

ADOPTED
 
 
Islands Trust Conservancy Board ADOPTED Page 5 of 6 
Regular Meeting Minutes                           
July 18, 2023 
 
 
9. ELECTIONS 
Chair Adams announced her resignation as Chair since her term ends August 2023 and she 
wanted the new Chair to transition prior to the next meeting. Board members and staff thanked 
Chair Adams for her experience, humour, and work on the Board.  
9.1 Election of Chair 
Manager Emmings reviewed the election process and noted that, as per Islands Trust 
Conservancy (ITC) Policy 1.2 (Islands Trust Conservancy Board and Committee Elections), 
all ITC members are eligible to be nominated and run for the positions of Chair of the 
Islands Trust Conservancy Board. 
Manager Emmings called for nominations from the floor for position of the Islands Trust 
Conservancy Board Chair. Trustee Yates nominated Board Member Smith, Trustee Elliott 
seconded the nomination, and Trustee Smith agreed. 
Manager Emmings called for nominations a second and third time, hearing none, she 
declared Trustee Smith as Chair of the Islands Trust Conservancy Board by acclamation. 
Manager Emmings advised that due to Vice Chair Smith’s move from Vice-Chair to Chair, 
there was now a vacancy for Vice-Chair, and an election could occur now or be deferred 
to Aug 29
th
. 
Manager Emmings called for nominations from the floor for Vice Chair. Trustee Elliott 
nominated Trustee Yates, Trustee Gauvreau seconded the nomination, and Trustee 
Yates declined noting she would prefer to wait for an election at the next meeting. 
Manager Emmings called for nominations a second and third time, hearing none, she 
advised the election for Vice-Chair would be deferred to August 29
th
 meeting. 
10. CLOSED MEETING 
10.1 Motion to Close the Meeting 
ITC-2023-026 
It was MOVED and SECONDED, 
that the meeting be closed to the public in accordance with the Community Charter, 
Part 4 Division 3, section: 90 (1) (e) the acquisition, disposition or expropriation of land 
or improvements, if the board considers that disclosure could reasonably be expected to 
harm the interests of the Islands Trust Conservancy board; and, (g) litigation or potential 
litigation affecting the board; and that staff be invited to remain in the meeting. 
CARRIED 
11. ADJOURNMENT 
By general consent, the meeting adjourned at 11:30 pm. 
 
 
 

ADOPTED
 
 
Islands Trust Conservancy Board ADOPTED Page 6 of 6 
Regular Meeting Minutes                           
July 18, 2023 
 
 
________________________ 
Linda Adams, Chair 
 
Certified Correct: 
 
_________________________ 
Corlynn Strachan, Administrative Assistant/Recorder