Islands Trust Council regular meeting, August 31, 2023

[0:00:00] Voice 4: cooled down um um first of all i need to acknowledge that um i'm living and working

[0:00:06] Voice 4: and enjoying uh all of this on naquilicum bowen island in how sound um and as the rest of you in

[0:00:16] Voice 4: various territories around the trust area thank you laurie there's the formal acknowledgement

[0:00:23] Voice 4: acknowledgement um and um i'll call the meeting to order are there any um new items or anything

[0:00:32] Voice 4: you want to change on the agenda i don't see any oh russ well

[0:00:41] Voice 1: as described madam chair i i would

[0:00:43] Voice 1: like to request that we spend just a few minutes on the timeline associated with the corporate plan

[0:00:48] Voice 1: framework

[0:00:49] Voice 4: okay it's a report going

[0:00:51] Voice 1: forward to trust council

[0:00:52] Voice 4: okay um and for the recording that

[0:00:55] Voice 4: was briefly mentioned just before we started the recording and that's going into agenda item number

[0:01:01] Voice 4: nine business uh the work program items update so um any other uh additions joe you had sent

[0:01:11] Voice 4: something around this morning in terms of um yes um

[0:01:16] Voice 4: is that

[0:01:16] Voice 4: the closed meeting or the open

[0:01:18] Voice 4: i

[0:01:19] Voice 5: think that should be for uh for the closed meeting discussion okay

[0:01:22] Voice 4: all right let's leave

[0:01:24] Voice 4: that for now then um anything anybody else i don't see any hands raised so can we move approval of

[0:01:31] Voice 4: the agenda i

[0:01:34] Voice 2: i move okay

[0:01:35] Voice 4: and anybody opposed thank you carried public comment period anybody from the

[0:01:44] Voice 4: public lori there's no attendees showing chair getty okay any um delegations no all right um

[0:01:55] Voice 4: I don't have any correspondence and the closed meeting then.

[0:02:03] Voice 4: Let's get into what the business is for this one.

[0:02:07] Voice 4: Governance Committee closes meeting to the public subject to section 91I11 of the community charter in order to consider matters related to the receipt of advice that is subject to solicitor-client privilege, including communications necessary for that purpose and that staff be invited to remain at the meeting.

[0:02:26] Voice 4: so there's the notice

[0:02:27] Voice 4: second thank

[0:02:29] Voice 4: you any opposed all right let's um close the um recording then

[0:02:38] Voice 4: and thank you and thank you for the record we have just come out of a closed meeting

[0:02:45] Voice 4: and the rise and report from that is that this committee has agreed on a statement

[0:02:50] Voice 4: that will go to the trust council in closed meeting for discussion about um the work we've

[0:02:57] Voice 4: done on the section three mandate uh for the islands trust um so um item eight on the open

[0:03:07] Voice 4: meeting agenda is administrative coordination so um july 31st draft minutes for adoption

[0:03:14] Voice 4: um so everybody had a chance to read though and um i'm going to suggest that can be a consent agenda

[0:03:20] Voice 4: agenda. Any opposed to that? Any comments on the minutes? Okay. Next item then is item nine,

[0:03:34] Voice 4: the business. This was your addition, Russ, in terms of the timeline for corporate plan.

[0:03:40] Voice 1: Thank you very much. I'll be brief as possible, Madam Chair. Laurie, I'm going to share the screen

[0:03:48] Voice 2: and then when someone, can someone tell me when they see a document with a bunch of different

[0:03:54] Voice 2: colors on it is

[0:03:58] Voice 6: that true yeah

[0:03:59] Voice 2: can you make it

[0:03:59] Voice 6: bigger tell me okay

[0:04:01] Voice 6: i'm gonna make it bigger

[0:04:06] Voice 6: can you see it better now yes so

[0:04:10] Voice 1: why i'm bringing this to you is um we need before we progress with

[0:04:15] Voice 1: this corporate plan work which of you are the committee sponsors we are intending to get trust

[0:04:19] Voice 1: council endorsement to keep doing this work and we agreed uh or you agreed uh in july 31st that

[0:04:27] Voice 1: that was the case ec has agreed and so has the subcommittee agreed as well as part of that there

[0:04:33] Voice 1: is a roadmap that's associating work with time and i've worked that a little bit and there's

[0:04:39] Voice 1: some determinant it comes to some conclusions and i want to tell you the timelines and where

[0:04:46] Voice 1: we're ending up now so there's no surprise when we're releasing this to trust council

[0:04:52] Voice 1: Council, and that we have all of Governance Committee basically either understanding or

[0:05:01] Voice 1: supporting where we're at. So I wanted to go through this timeline very briefly. I don't see

[0:05:06] Voice 1: an alternative to it, so I'm just going to describe it in the next two minutes. What we're doing here

[0:05:13] Voice 1: as part of the corporate planning process is two things. One, establishing a new framework by which

[0:05:19] Voice 1: which the long-range and short-range work of the Islands Trust is comprehensively managed,

[0:05:25] Voice 1: and we're putting a process in place that's going to last 5, 10, 15 years.

[0:05:30] Voice 1: So that's a framework development piece.

[0:05:33] Voice 1: And associated with that is the development of policy and the development of harmonizing the staff work so it realizes that thing.

[0:05:42] Voice 1: That's not working on specific projects.

[0:05:44] Voice 1: That's putting together a framework to support a new corporate planning process.

[0:05:48] Voice 1: process so that's the first thing the second thing is eventually this trust council will

[0:05:53] Voice 1: develop its own 2022 to 2026 corporate plan if we're doing those two things as time goes on well

[0:06:02] Voice 1: there's going to be a period where we're doing some of the content work and it's getting amended

[0:06:07] Voice 1: into a new corporate planning structure just for the obvious reason we want to do good things better

[0:06:13] Voice 1: or want to do things better as we move forward.

[0:06:17] Voice 1: So if we do that, if you look at this chart

[0:06:21] Voice 1: and you see phase one, assess the environment,

[0:06:24] Voice 1: we did a version of that in June.

[0:06:26] Voice 1: Phase two, this is now part

[0:06:29] Voice 1: of the corporate planning framework,

[0:06:31] Voice 1: is develop a term strategic plan

[0:06:35] Voice 1: which includes determining a vision,

[0:06:38] Voice 1: a mission statement, and some discussion of values.

[0:06:40] Voice 1: We are in the process of actually doing that, as well as investing in this as part of the process. We're actually doing some of that in September.

[0:06:51] Voice 1: However, the next portion, which is determining and prioritizing goals and objectives, is going to add all the way down through, so saying, what's the kind of goals we have, three to five goals for our work, and then determining a strategy to actually, what is that work, determining the actions to achieve these objectives, assigning responsibilities,

[0:07:17] Voice 1: responsibilities, developing departmental plans to support it, and then ultimately fund it. We're

[0:07:24] Voice 1: now trying to put in place a corporate framework that allows that to go well. That work is going

[0:07:30] Voice 1: to occur between September and likely June of 2024. So that's your remit in terms of developing

[0:07:40] Voice 1: the corporate plan or what is suggested. So the policy development, so this doesn't mean we have

[0:07:46] Voice 1: a new corporate plan for the islands trust we have a new framework that occurs by june there's

[0:07:51] Voice 1: a lot of work that needs to be done a lot of policy and understanding about what a structured

[0:07:56] Voice 1: decision making is and all of these things that that both the elected officials and the staff

[0:08:02] Voice 1: change the way they do things to this end that would be our goal time frame and you can see the

[0:08:09] Voice 1: notes that refer to that following that almost a year from now from august 2024 to march 2025

[0:08:17] Voice 1: is that is we now take that new corporate framework and we populate it with the interests

[0:08:24] Voice 1: of this trust council we bring it through that process and when we get into the annual budget

[0:08:30] Voice 1: and long-term financial plan we're doing that with real we'll have those policies in place

[0:08:36] Voice 1: and those changes made such that by March 2025 there would be a full corporate plan that is

[0:08:44] Voice 1: this trust council's corporate plan simply said does anyone have any questions the only alternative

[0:08:53] Voice 1: we have right now to this would be oh no we want to do it for this budget year which we know would

[0:09:00] Voice 1: be extremely difficult because we don't have the policies in place so right now we're going to trust

[0:09:06] Voice 1: council for them to endorse the left side of this thing as rational and then to understand this is

[0:09:12] Voice 1: the time frame that we're operating within and the rigor that we're going to undertake project

[0:09:17] Voice 1: definition how do we monitor projects how do we report back to trust council and you'll see that

[0:09:24] Voice 1: that phase five monitoring performance management risk assessment is the last piece and that's post

[0:09:28] Voice 1: 2025. so that's what's being proposed to go to trust council if you have serious challenges

[0:09:34] Voice 1: with that you should tell me about them um uh substantially the the working group has um has

[0:09:42] Voice 1: understands this trust council did pass it's uh you know a continuation of the strategic plan for

[0:09:47] Voice 1: lack of a better word to cover their interim but it doesn't stop during this budget cycle from any

[0:09:54] Voice 1: trustee or or trust council itself just to adopt a new project or direction that can be added to

[0:10:01] Voice 1: our current budget process, but it will be happening as we're developing a new corporate

[0:10:06] Voice 1: framework. There you go, Madam Chair. I just wanted to drift that timeline past you so you

[0:10:14] Voice 1: are aware of it. Are there any questions?

[0:10:17] Voice 6: Oh, I've done a great job then.

[0:10:26] Voice 6: Chair Luckham?

[0:10:29] Trustee Luckham: You probably knew that I would have some question to seek clarity, not only

[0:10:34] Trustee Luckham: from the committee but from the proposal here i i agree with this um and what you hit on right at

[0:10:42] Trustee Luckham: the end there is nothing to prevent a trustee in this particular cycle or any point in time

[0:10:47] Trustee Luckham: regardless of policy at determining that they are determined to advance some project

[0:10:54] Trustee Luckham: i i think that what we've got here is a framework of some principles that we generally as council

[0:11:03] Trustee Luckham: Council have determined is a direction that we would like to take the budget process from where

[0:11:10] Trustee Luckham: it is today to where it should be in the future and so there's some principles and so I would be

[0:11:14] Trustee Luckham: I would like to think that as we go through this budget here that this conversation is in the

[0:11:23] Trustee Luckham: background and people are aware that we're talking about changing our approach to this and would be

[0:11:28] Trustee Luckham: considering that when they bring some proposal to the table and then indeed the council would go

[0:11:35] Trustee Luckham: no peter that project to do that thing on fetus is not really in line with how we want to uh

[0:11:42] Trustee Luckham: develop and assess new projects in the honest trust area is that a reasonable expectation from

[0:11:49] Trustee Luckham: this well

[0:11:52] Voice 1: the the guidelines are the guide rails that are going to govern the amount and quality

[0:11:57] Voice 1: quality and depth of work that we undertake, that's what this is about. And so that those

[0:12:05] Voice 1: things are costed appropriately, monitored appropriately. We do 75% of this. We're trying

[0:12:10] Voice 1: to cover off the other 25 and make this process easier, make the budget process cleaner. So yeah,

[0:12:17] Voice 1: we just don't have policy that guides us to exactly what you're talking about.

[0:12:22] Voice 1: And I hope we're successful. All right. The whole intention here is to develop exactly that.

[0:12:28] Voice 1: that's what the work in pink and into phase four is it's developing agreed upon

[0:12:35] Voice 1: rules and guidelines that will deliver us a modern efficient way of doing

[0:12:39] Voice 1: work and directing money at the trust i

[0:12:44] Voice 4: have a question if i may um trustee bernardo your hand

[0:12:48] Voice 4: is up i recognize that but um if these timelines um it's impossible to imagine that it would

[0:12:55] Voice 4: be in place for this fiscal year but if we follow these guidelines and have by this time next year

[0:13:03] Voice 4: for instance all of the strategies and guidelines in place then we're going to be set up so that it

[0:13:13] Voice 4: can be part of the next fiscal year

[0:13:15] Voice 1: yes it has to it has to be

[0:13:20] Voice 4: okay it has

[0:13:21] Voice 4: those are going to be we

[0:13:23] Voice 4: We have, those are the guidelines in terms of, sorry, timelines in terms of both this committee and the subcommittee of the finance advisory and the trust council itself in terms of having all of that foundational work done.

[0:13:40] Voice 1: Right.

[0:13:41] Voice 4: Okay.

[0:13:41] Voice 4: And

[0:13:42] Voice 1: this is a recommendation out of the governance committee and it's been your sponsorship that's put us in this place.

[0:13:49] Voice 4: Your fault.

[0:13:50] Voice 4: Thanks.

[0:13:51] Voice 4: Trustee Bernardo?

[0:13:53] Voice 5: hi uh thank you um so just uh for us if you can clarify something here um i'm assuming that this

[0:14:02] Voice 5: uh the timeline that you've uh conveniently put on this this document that this is something that

[0:14:08] Voice 5: you're going to present or somebody from the subgroup is going to present to trust council

[0:14:11] Voice 5: in september as part of uh an exercise where we seek the formal endorsement of trust council that

[0:14:20] Voice 5: this is it folks this is the train that we intend to we want this train to leave the station it's

[0:14:26] Voice 5: loaded this is it this is it because we have not yet gotten to that formal endorsement adoption

[0:14:34] Voice 5: of the plan yet or not the plan adoption of the plan to get a plan

[0:14:39] Voice 1: that's right and it's so hard

[0:14:41] Voice 1: to tell people we're planning to plan yeah um and that is that is the challenge when when will

[0:14:47] Voice 1: a

[0:14:48] Voice 5: this is going to be part of this exercise to get confirmed a mandate to get this corporate

[0:14:56] Voice 5: planning thing underway and when are when is that going to be presented to trust council what's the

[0:15:02] Voice 5: what's the context for that

[0:15:03] Voice 1: tuesday afternoon following your conversations on the section

[0:15:07] Voice 1: three and camera piece we'll have lunch then we'll go to the executive portion of the afternoon

[0:15:15] Voice 1: noon, which is traditional, and governance committees sort of slid in there as it's time.

[0:15:21] Voice 1: And this is where I would present this. And the objective is, as you say, to get endorsement for

[0:15:27] Voice 1: continued work by the governance committee in this direction. So I would have the draft framework

[0:15:35] Voice 1: there, and I'd have a brief report that has this roadmap associated with it. And I would speak to

[0:15:40] Voice 1: to those things and

[0:15:42] Voice 5: would that be an actual request for decision it would be okay that seems

[0:15:48] Voice 5: appropriate yeah okay thanks okay chair

[0:15:51] Voice 4: lookum

[0:15:52] Voice 5: yeah

[0:15:53] Trustee Luckham: um thank you um and thank you everybody for

[0:15:56] Trustee Luckham: your support on this um because the other piece of this puzzle of course is yes we want to endorse

[0:16:02] Trustee Luckham: this work but we also want to endorse this as a priority for council because there's lots of

[0:16:09] Trustee Luckham: other conversations going on about well let's do this and let's do the other thing and if we're

[0:16:14] Trustee Luckham: going to achieve this ambitious goal to it to get this for the next budget cycle which believe it or

[0:16:20] Trustee Luckham: not is not that far away um this needs to be recognized as a priority of council and so when

[0:16:26] Trustee Luckham: people think there's other things that can be slipped in you know ross and his senior staff

[0:16:30] Trustee Luckham: are a limited number of bodies with a limited number of hours in the day and there's quite a

[0:16:35] Trustee Luckham: bit of work to facilitate this so if we're seeking endorsement it also needs to have a priority

[0:16:44] Voice 2: so thank you madam chair um

[0:16:45] Voice 1: i feel i've satisfied my objective your your understanding of of where

[0:16:50] Voice 1: we are in these timelines so um we'll see you on the hustings as they say or uh on the afternoon of

[0:16:57] Voice 1: the of of tuesday as i try and uh summarize your work certainly if i in the middle of me doing that

[0:17:05] Voice 1: if i misspeak or you just feel that that's not correct feel free to to say uh um you know we're

[0:17:12] Voice 1: to make corrections but i i'm trying to summarize for fpc and you know julia may help me um it might

[0:17:19] Voice 1: be uh christina could be a trustee patrick um we're just uh trying to just get a clear basic

[0:17:26] Voice 1: description for trustees so they say keep going all

[0:17:30] Voice 4: right so then at this point this is um

[0:17:34] Voice 4: receive for information yes thank you and um is there any other business i'm sorry um

[0:17:44] Trustee Luckham: yeah i'm just a chair uh that you maybe maybe i mistook the flow but at 8.3 is a fallout

[0:17:53] Trustee Luckham: action list and there wasn't an opportunity for any comment from members on the fallout

[0:17:57] Trustee Luckham: action list and that would be the norm

[0:18:00] Voice 6: okay yep

[0:18:02] Voice 4: i skipped over that okay

[0:18:04] Trustee Luckham: and then i see

[0:18:05] Voice 6: that

[0:18:05] Trustee Luckham: trustee peterson has something that for some

[0:18:07] Voice 6: reason is coming in here all right follow-up

[0:18:14] Voice 6: action reports any comments anybody all right not

[0:18:36] Voice 4: have seeing any hands raised and no discussion

[0:18:38] Voice 4: then we'll go back to um item

[0:18:43] Voice 6: 10 any other business any new business um

[0:18:51] Voice 4: so item 12 is the

[0:18:53] Voice 4: work program and um if i look at the matrix which is our last page in this um agenda um i think it

[0:19:05] Voice 4: stays the same and we can update it once we get through september uh at our next meeting in

[0:19:10] Voice 4: October I don't see anything there's a couple of things that are bubbling and people have some

[0:19:16] Voice 4: really good ideas and we're generating um some comments but I think in terms of uh we get through

[0:19:22] Voice 4: urgent and high priority at this point and we can start in on um other matters and how do we want to

[0:19:32] Voice 4: adjust it fair enough okay um next meeting October the 16th electronically at 9 a.m

[0:19:45] Voice 6: oh

[0:19:47] Voice 4: i think we've done it we're only 20 minutes over not bad um motion to adjourn

[0:19:57] Voice 4: trustee patrick thank you and i'll second that yes any

[0:20:01] Voice 4: opposed see you at september

[0:20:05] Voice 4: council meeting if i can figure out how to get to pender thank you

[0:20:12] Voice 4: thank

[0:20:12] Voice 2: you all all

[0:20:14] Voice 4: right thanks everybody that was good

[0:20:15] Voice 4: right we did it thanks everybody thank you thank you laurie