Islands Trust Executive Committee special meeting, October 4, 2023

[0:00:00] Voice 9: all here awesome okay let me get my agenda okay well good afternoon everybody welcome

[0:00:16] Trustee Luckham: to uh

[0:00:17] Trustee Luckham: special electronic meeting of the executive committee to uh discuss uh executive committee

[0:00:26] Trustee Luckham: business cases for the 2024-2025 uh budget uh ostensibly and um my name is peter luckham

[0:00:36] Trustee Luckham: Chair of Islands Trust Council, Chair of Executive Committee, living on Thetis Island, which is in

[0:00:43] Trustee Luckham: Blacks and Penelope territory. Grateful to live here and be able to work here and acknowledge

[0:00:52] Trustee Luckham: the history of this place with the people that have lived here since the beginning of

[0:01:00] Trustee Luckham: time or time immemorial um so i want to introduce my executive committee members

[0:01:09] Trustee Luckham: tim peterson good

[0:01:12] Voice 6: afternoon from playate lasquite island

[0:01:15] Voice 9: uh toby elliott hello everyone from

[0:01:21] Voice 11: gabriela and tsunamic first nation territory and david

[0:01:25] Trustee Luckham: maude good

[0:01:27] Trustee Maude: afternoon elected from

[0:01:29] Trustee Maude: on main island the traditional home of the wasanic people but um today i'm in oak bay

[0:01:33] Trustee Maude: oh

[0:01:35] Trustee Luckham: there you go um okay so that's our elected uh team and uh and the staff contingent here today

[0:01:42] Trustee Luckham: russ hotzenpiller afternoon and david marler director of legislative services stefan sermac

[0:01:53] Trustee Luckham: director of regional planning

[0:01:59] Trustee Luckham: we've got Lori Foster who's ably supporting us

[0:02:02] Trustee Luckham: in our meeting agendas and minutes and zooms

[0:02:06] Trustee Luckham: thank you very much for your support

[0:02:08] Trustee Luckham: I

[0:02:09] Voice 10: think Claire Freider's to join us

[0:02:11] Voice 10: I will just go get her

[0:02:16] Trustee Luckham: don't see her on the list at the moment so no doubt she'll join us and Claire Freider

[0:02:21] Trustee Luckham: the Director of Trust Area Services will also be joining us. Very good. Don't see, oh, there's one

[0:02:28] Trustee Luckham: attendee in the audience, Chris Hutton. Good afternoon, Chris. Thank you for joining us.

[0:02:35] Trustee Luckham: And let us begin with our agenda. So I'll ask if there's any additions or deletions to the agenda.

[0:02:46] Trustee Luckham: and Trustee Peterson.

[0:02:51] Voice 6: Yeah, I'm just, I sent an email out

[0:02:55] Voice 6: maybe a week or so ago.

[0:02:57] Voice 6: I'm just curious about the logistics for travel to Bowen

[0:03:02] Voice 6: and if there's any update on that.

[0:03:06] Voice 9: I can provide Mr. Chair.

[0:03:08] Voice 9: Okay, so yeah, so

[0:03:17] Trustee Luckham: I'll just maybe add that

[0:03:18] Trustee Luckham: under new business plan and not expand the business here

[0:03:20] Trustee Luckham: too much today to write a focus,

[0:03:22] Trustee Luckham: but let's just say bowen uh

[0:03:25] Voice 9: council meeting update and we'll put that at 4.1 that's all right

[0:03:34] Trustee Luckham: anything else mr chair

[0:03:37] Trustee Luckham: ceo hobson pillar over to you uh

[0:03:39] Voice 10: just uh at the end of your schedule here

[0:03:42] Voice 10: or your agenda is an opportunity to talk about your next meeting so i'll just give you a bit

[0:03:46] Voice 10: of an update at that point around you uh what you've got

[0:03:49] Voice 10: for your meeting next week

[0:03:51] Trustee Luckham: okay so

[0:03:53] Trustee Luckham: So next week,

[0:03:54] Voice 9: it won't take much time. Thank you. Okay.

[0:04:00] Voice 9: Anything else?

[0:04:05] Trustee Luckham: Funny how things get layered on top of each

[0:04:08] Trustee Luckham: other. They just, I'll

[0:04:09] Voice 11: just know that there's an email sent to EC.

[0:04:12] Voice 11: But maybe we should have that for consideration for our next

[0:04:15] Voice 11: EC meeting. And maybe have it.

[0:04:19] Voice 11: Discussion

[0:04:20] Trustee Luckham: about the email that was a late item. I actually

[0:04:23] Trustee Luckham: haven't seen that not very good at dealing with late items seem

[0:04:26] Trustee Luckham: sometimes it

[0:04:27] Voice 11: just came in um from trustee mckayla or trustee laroni um but i think

[0:04:33] Voice 11: we should maybe

[0:04:35] Voice 11: add it to next meeting's agenda if possible i

[0:04:39] Trustee Luckham: i think um laurie can take note was it circulated

[0:04:43] Trustee Luckham: to laurie should have been okay so then laurie you can look after that uh accordingly to get

[0:04:51] Trustee Luckham: that on our agenda yes i have it perfect thank you then okay so um was there anything late from you

[0:04:59] Trustee Luckham: uh laurie i thought i saw something in my email there no not pertaining to this agenda chair okay

[0:05:11] Trustee Luckham: perfect then so then let us continue then with the agenda so if that's okay then um let's adopt

[0:05:18] Trustee Luckham: the agenda as amended and by general consent

[0:05:25] Trustee Luckham: and let us begin.

[0:05:29] Trustee Luckham: And so executive committee fiscal year 2024-25

[0:05:34] Trustee Luckham: business cases RFD.

[0:05:37] Trustee Luckham: And so CAO, do you want to introduce this?

[0:05:41] Trustee Luckham: Do you anticipate going through each of these

[0:05:44] Trustee Luckham: or how would you see us doing justice to this

[0:05:50] Trustee Luckham: an enormous amount of work you've put together here

[0:05:52] Voice 10: well uh thank you very much chairlock i mean

[0:05:54] Voice 10: just uh uh certainly i can i can walk us through this material and just at the outset i really want

[0:06:00] Voice 10: to thank executive committee um and thank the senior staff and others for um agreeing to have

[0:06:06] Voice 10: this special meeting and drawing our focus to our the budget elements for the upcoming year

[0:06:11] Voice 10: um normally we would have had this in a regular meeting but uh just with the coincidence of the

[0:06:16] Voice 10: UBCM our trust council meeting it was just hard to pull all of that information together

[0:06:24] Voice 10: particularly at this early stage of the budget process but we do want to get good information to

[0:06:29] Voice 10: to feed into the process at this point and that's why there's this special meeting

[0:06:34] Voice 10: and I'm happy to sort of walk us through just the overview first and then I think we should

[0:06:40] Voice 10: look at at least three or four of the business cases so that you have a firm understanding

[0:06:44] Voice 10: understanding of where we're going. Certainly, if you had, just as initial comment, if you had

[0:06:50] Voice 10: some significant discomfort with something that's on this list that you think you can come to a

[0:06:56] Voice 10: determination on at this point, you could recommend its removal. Otherwise, I think the point here

[0:07:02] Voice 10: is to receive from staff just anything that's emerging, things that support any of your

[0:07:10] Voice 10: strategic initiatives in the past commitments that we've made operational challenges or opportunities

[0:07:17] Voice 10: and we would get them in front of you and um i'd say three quarters of this list basically has as

[0:07:24] Voice 10: much information as we could provide to help you and ultimately trust council make its decision

[0:07:29] Voice 10: but some of these things will need more work and that's in advance of you know may 2024 on march

[0:07:36] Voice 10: March 2024 when Trust Councils comes to its final determination on its budget.

[0:07:43] Voice 10: So this is preliminary to agree and if you're okay I'm just going to walk through these.

[0:07:50] Voice 10: I'm not going to probably go through each one and I've got my ABLE colleagues that will

[0:07:55] Voice 10: assist me here but maybe I'll briefly talk about each one and then I'll draw your attention

[0:08:03] Voice 10: to a couple specific ones.

[0:08:04] Voice 10: Does that sound okay?

[0:08:05] Voice 10: OK, that

[0:08:07] Trustee Luckham: sounds good to me. Does that sound all right to the vice chair?

[0:08:12] Trustee Luckham: Yeah. Thumbs up all around.

[0:08:13] Voice 10: OK, wonderful. And I think just before we start, I think questions as we go would probably be the best approach instead of saving them all up at the end.

[0:08:22] Voice 10: And we might lose the momentum with any given piece. Yeah.

[0:08:26] Voice 10: For the first couple, I just asked Claire, maybe who's been hopping around all morning to join me on screen.

[0:08:35] Voice 10: around history heritage grants and aid you you will recall I think fairly said that there was

[0:08:42] Voice 10: a concerns around the budget last year and there were some things that were put on hold for lack

[0:08:49] Voice 10: of a better word or not funded by conscious decision of either ECFPC's recommendation or

[0:08:55] Voice 10: ultimately trust council the history and heritage grants and aid was one of those

[0:09:02] Voice 10: in in 23-24 the year before there this was a fairly subscribed project and it's recommended

[0:09:11] Voice 10: that this goes to what we would think would be the application level of ten thousand dollars

[0:09:18] Voice 10: is that fair Claire

[0:09:18] Voice 5: yes I might note this is an error here the four thousand should be zero

[0:09:23] Voice 5: because there was zero in the current fiscal year the prior year was four thousand that's right

[0:09:29] Voice 10: right so you know that you know there's some discretion afforded there um you may want to

[0:09:35] Voice 10: exercise that now or see how this plays out um this is a place where um there's opportunities

[0:09:40] Voice 10: for urgent history grants we have policies associated with those and this is also a place

[0:09:46] Voice 10: where um first nations and first nations governments can apply um to us for um projects

[0:09:52] Voice 10: and we could allocate some funding um that would be to their benefit or of mutual benefit

[0:09:56] Voice 10: application sponsorship um oh

[0:10:01] Trustee Luckham: so before you go on there just for clarity's sake with regards to the

[0:10:06] Trustee Luckham: funding historic funding so in 2023-24 there was no funding and the program was put on hold

[0:10:13] Trustee Luckham: and so i guess the question is is were there interested parties or applications that we did

[0:10:20] Trustee Luckham: did not see as a result of that because we essentially turned them away and that the

[0:10:25] Trustee Luckham: four thousand two thousand dollar overspend in 2022 the previous year was just because of the

[0:10:34] Trustee Luckham: level of subscription of that in the interest in

[0:10:37] Voice 9: that in that particular year i turn that over to

[0:10:43] Voice 9: claire yes

[0:10:45] Voice 5: that's right it was budgeted at four thousand but was oversubscribed and um council

[0:10:50] Voice 5: had at that time had been advised there were additional grants to be expected that would

[0:10:54] Voice 5: have taken us close to 10 000 but in the end those did not arrive right

[0:10:59] Trustee Luckham: and so this fiscal

[0:11:01] Trustee Luckham: have we turned people away no

[0:11:04] Voice 5: because we have been very clear on the website that the program

[0:11:07] Voice 5: is closed for this fiscal year um certainly i know there was a project on galliano that would

[0:11:12] Voice 5: have come in but they never did apply because we've been clear there's not there's no program

[0:11:15] Voice 5: to apply to well

[0:11:17] Trustee Luckham: there may be significant subscription again and that was a fiscal the

[0:11:20] Trustee Luckham: reason it was reduced it was probably not zero and it was reduced to zero as part of our fiscal

[0:11:26] Trustee Luckham: constraints last year correct yeah okay good thank you just wanted to be sure that i understood that

[0:11:32] Trustee Luckham: so back to you ceo unless there's any other well i

[0:11:35] Voice 10: see laurie and i see a trustee peter vice chair

[0:11:38] Voice 10: peterson as well

[0:11:38] Trustee Luckham: well maybe laurie has a answer to add to my question and then let's go to trustee

[0:11:45] Trustee Luckham: peterson yeah

[0:11:46] Voice 3: just with regards to uh the interest from galliano um trustee govro sent an email uh

[0:11:52] Voice 3: with regards to the uh funding request for that's on your in front of you today so that there is

[0:12:00] Voice 3: that link

[0:12:00] Trustee Luckham: right okay that's what i was thinking i saw earlier okay great so trustee peterson

[0:12:07] Trustee Luckham: and

[0:12:08] Voice 6: that was my point exactly that's uh as correspondence in this agenda okay

[0:12:13] Trustee Luckham: so that's

[0:12:16] Trustee Luckham: good then so on to you on back to you ceo

[0:12:20] Voice 10: okay so then we go to application sponsorship which is

[0:12:23] Voice 10: quite straightforward it's where you receive requests from applicants to waive fees

[0:12:29] Voice 10: which you've traditionally done when the criteria are met usually some some version of hardship

[0:12:35] Voice 10: or coincidental interest perhaps um and you can see that the timeline there's 21 22

[0:12:45] Voice 10: 13 485 22 23 it was 7 000 um i don't know what it was last year um well it says

[0:12:57] Voice 10: 23 24 do you have any idea does anyone have an idea of any staff no um we should get that number

[0:13:06] Voice 10: We should get that number, yeah. But either way, they say the funding was $5,000 for it. And so this is an increase. It's triple what it was previously. So you could exercise some discretion associated with this, I would think.

[0:13:23] Voice 10: this is probably taking um into account an increase in in fees generally and i don't know

[0:13:32] Voice 10: if it's averaging out but it's certainly accommodating at a 21 22 level in terms of

[0:13:37] Voice 10: cost so i think you you might want to consider consider that trustee elliot how

[0:13:44] Voice 11: long has this

[0:13:45] Voice 11: sponsorship program been available or how many years a

[0:13:52] Voice 9: long time yeah

[0:13:54] Voice 10: past my being here at

[0:13:56] Voice 10: islands trust time i'm sure so i think that would be eight years claire do you have some

[0:14:00] Voice 10: claire perhaps david would have some

[0:14:02] Voice 5: idea of when yeah the council policy regarding the guidelines

[0:14:07] Voice 5: to executive were adopted in 2004 if that gives you some idea and i can let you know

[0:14:12] Voice 5: we post all

[0:14:13] Voice 5: of the approved um sponsored applications to the website and so looking at that for 2021-22

[0:14:20] Voice 5: um trust count for executive committee um ended up allocating 12,100 for 21-22.

[0:14:27] Voice 5: Oh

[0:14:28] Voice 11: okay so it might be helpful maybe not for this business case but um if we could put a

[0:14:35] Voice 11: graph together of say the last eight years what the sponsorship has been um and then knowing that

[0:14:43] Voice 11: it's increased or is this likely to increase or is this sort of going to be where it settles for

[0:14:51] Voice 11: a couple of years just so we can adjust our expectations of the amount of discretion we have

[0:14:58] Voice 11: for this fund yeah

[0:15:00] Trustee Luckham: um sorry did you have 23 24 figures at this point

[0:15:05] Voice 5: um so far you've only from

[0:15:07] Voice 5: looking at the website it would just rely on us keeping the website up to date um only 1250.

[0:15:12] Voice 5: and 50 so far this year um i can update you the prior year i just did the math was

[0:15:18] Voice 5: almost 13 500 and 12 000 and you've done a substantial increase to your fees and i would

[0:15:24] Voice 5: suspect with the interest in affordable housing projects you can anticipate that you're going to

[0:15:28] Voice 5: get additional requests next fiscal yeah

[0:15:32] Trustee Luckham: um trustee mark yeah

[0:15:36] Trustee Maude: i just to add to that is i think it's

[0:15:39] Trustee Maude: that twofold thing i think we can anticipate an increase in application number of applications

[0:15:45] Trustee Maude: but i think the foundation of this is the fact that we have substantially increased the fees

[0:15:50] Trustee Maude: so it's a comparison to prior years i think might be very very difficult because

[0:15:55] Trustee Maude: it literally is

[0:15:57] Voice 9: not apples and oranges

[0:16:00] Trustee Luckham: yeah you know i've heard the notion substantial increase

[0:16:06] Trustee Luckham: increase in fees, resulted in increased fees and application fees, and two-thirds,

[0:16:15] Trustee Luckham: 200% increase. Is that right? No, 150% increase, I guess, over last year's budget. I think we need

[0:16:24] Trustee Luckham: to, if we're going to say that fees have gone up, we need to be clear about how much the fees have

[0:16:28] Trustee Luckham: gone up, because there may be a discrepancy there that isn't necessarily justified, that is more

[0:16:34] Trustee Luckham: about volume and current uh financial circumstances that is allowing qualifying agencies to

[0:16:42] Trustee Luckham: do work and ask for funding so i think if we're going to use applications fees as part of the

[0:16:49] Trustee Luckham: justification for the increase in the funding especially when it looks odd compared to what

[0:16:54] Trustee Luckham: was the 21-22 like certainly between 21-22 the increase is small but compared to last

[0:17:02] Trustee Luckham: last year's it looks like a lot and that's i think a question we need to be sure that we're prepared

[0:17:06] Trustee Luckham: to answer at council any thoughts there or just you'll take that we do

[0:17:13] Voice 11: have i mean director

[0:17:15] Voice 11: has provided um many many graphs before of the number of building permits things pulled so

[0:17:22] Voice 11: i think that's information is available and just maybe if we need to have that conversation at fpc

[0:17:30] Voice 11: understanding the context is is important in the history yeah

[0:17:34] Voice 10: no yeah

[0:17:35] Voice 10: so thank you very much that

[0:17:38] Voice 10: it raised a good question so the discussions you're you're having today and the recommendations

[0:17:42] Voice 10: you make today will be folded into the fpc budget by the end of this week perfect and that will go

[0:17:48] Voice 10: forward to their discussions and at that time they might go uh they might see something you

[0:17:54] Voice 10: haven't or ask a question you haven't and say oh we need you know what would be some more

[0:17:58] Voice 10: information that would you know support um this funding request like i guess they would for for

[0:18:03] Voice 10: any committee's requests um so there's that opportunity and certainly if you point something

[0:18:09] Voice 10: out and we have time in the next 24 hours we would add it to the to to the reporting and i will

[0:18:15] Voice 10: actually make that case later on today so that's application sponsorship um and i'm just making a

[0:18:21] Voice 10: note that the degree i see a 300 increase there so the degree of lift requires there's a request

[0:18:32] Voice 10: to have a little bit more information on um the increase

[0:18:38] Voice 9: in fees and the increase in applications

[0:18:42] Voice 9: and the 23

[0:18:45] Trustee Luckham: 24 data no

[0:18:51] Voice 9: i'm no i'm confused now anyway you get it

[0:18:59] Voice 10: i'm just making that note

[0:19:02] Voice 10: Okay, the reconciliation funding, this is a request to maintain the current funding, I think there's a very strong rationale for that right now at the islands trust and i'd say that we're probably maturing from a budgetary perspective, we do have.

[0:19:17] Voice 10: This funding is daily work at the islands trust that's applied to.

[0:19:24] Voice 10: The raft of different pieces of reconciliation work that we're doing, and some of them are described right here.

[0:19:29] Voice 10: um the history over the last number of years is always having this be a debated budget item

[0:19:37] Voice 10: with a business case associated with it i think that time has passed this is part of the some

[0:19:43] Voice 10: operational funding of the islands trust that's associated with reconciliation work and it's at

[0:19:48] Voice 10: a certain level or above that level or below that level and that's the decision-making moment as

[0:19:53] Voice 10: opposed to whether or not we we have um this particular budget so i think we're in a pretty

[0:19:59] Voice 10: good position we have the 150 000 that the province provided us that stretched over five years

[0:20:05] Voice 10: and that is for um engagement and larger initiatives larger projects um engagement

[0:20:12] Voice 10: and protocol agreement protocol agreements that was the understanding that we had with the province

[0:20:18] Voice 10: and necessarily sometimes um some projects we might undertake with the nation might have some

[0:20:23] Voice 10: elements of that and some elements sort of just daily work associated with them so we would blend

[0:20:29] Voice 10: um some of that funding and certainly report out um that that's the case uh and i'd also point out

[0:20:35] Voice 10: to you at your next meeting we're going to bring you a report that's a recommendation that's coming

[0:20:40] Voice 10: from staff with regards the reconciliation learning group and the allotment of some funds

[0:20:46] Voice 10: we think that's going to be very beneficial for the trust over the next year around

[0:20:50] Voice 10: reconciliation and learning and some of the funds in this fund would be directed towards that

[0:20:57] Voice 10: that in the coming year as well as some potentially from our current reconciliation budget funding so

[0:21:02] Voice 10: um essentially we're recommending this the same level as last year supplemented by the 150 from

[0:21:09] Voice 10: the province Claire would you add anything else no

[0:21:12] Voice 9: no I think that's the question vice chairs

[0:21:20] Voice 9: Toby I

[0:21:22] Voice 11: always have questions so in terms of day-to-day operations um referral fees the

[0:21:28] Voice 11: the question that we uh are sort of trying to answer now as uh nations are are undertaking to

[0:21:36] Voice 11: put a portal and sort of an upfront fee for considering applications um is so this is also

[0:21:44] Voice 11: to go towards the regular work of the ltcs with those potential

[0:21:48] Voice 10: so we don't pay those fees no

[0:21:51] Voice 11: No,

[0:21:52] Voice 10: no, we don't.

[0:21:52] Voice 11: At this point, we

[0:21:53] Voice 10: do not pay for daily referrals.

[0:21:56] Voice 10: This would be contract advisors, the administration of the function,

[0:22:02] Voice 10: venues, speaker honor area, contract trainers, potentially,

[0:22:08] Voice 10: some of the working groups, travel costs.

[0:22:12] Voice 10: Essentially your date, you know, it's so that Claire and her team have a day-to-day ability to,

[0:22:19] Voice 10: to reach out travel the area um you know respond to there might you know a referral might get

[0:22:26] Voice 10: more complicated than something else we'd have some funds that we could turn to to assist with

[0:22:30] Voice 10: that

[0:22:30] Voice 8: um

[0:22:31] Voice 10: day-to-day work um

[0:22:36] Trustee Luckham: did somebody else have a hand up or question

[0:22:39] Voice 8: so

[0:22:40] Trustee Luckham: i have a couple

[0:22:42] Trustee Luckham: of questions and maybe i'll just follow up a little bit with toby's question there about

[0:22:47] Trustee Luckham: referrals because certainly at this juncture we have provided funding uh for or potentially are

[0:22:55] Trustee Luckham: going to provide funding for referrals on a special needs case um and so how is that being

[0:23:04] Trustee Luckham: facilitated or am i mistaken on that because i think there's a referral to snanemo that

[0:23:11] Trustee Luckham: that came with a $2,500 price tag.

[0:23:14] Voice 10: Yes, so where we've changed

[0:23:17] Voice 10: and we think of the budget assumptions

[0:23:19] Voice 10: and principles document is that when a large proposal

[0:23:22] Voice 10: or project is undertaken now at the Islands Trust,

[0:23:25] Voice 10: there's some funding quite often built into it

[0:23:27] Voice 10: from the outset.

[0:23:29] Voice 10: And so when those budgets are proposed

[0:23:31] Voice 10: and they go to as part of the annual planning process,

[0:23:38] Voice 10: let's pick an LTC that's gonna engage

[0:23:41] Voice 10: on its ocp for instance um our intention is to have both communications and and engagement with

[0:23:49] Voice 10: citizens and first nations engagement as built into those some of those projects that's different

[0:23:54] Voice 10: than daily referrals um and funding and portal funding we do not have it far from do we have

[0:24:04] Voice 10: this all figured out but we have those two streams as um our understanding that's you know when you

[0:24:11] Voice 10: look at the policy statement right you're looking at um discrete funding that's being provided

[0:24:18] Voice 10: um for an enhanced level of analysis engagement on both parties that might be different from

[0:24:24] Voice 10: a referral process on a typical application claire uh

[0:24:31] Voice 5: thank you i would just supplement

[0:24:33] Voice 5: that by just adding some clarification around the distinction between capacity funding which is

[0:24:38] Voice 5: funding that we're offering pre-referral to work in an early way with nations to support their early

[0:24:44] Voice 5: engagement on something at this time the guidance to staff and the guidance from the province is

[0:24:49] Voice 5: that we do not pay for referrals after a reading of a bylaw so the referral process we do not fund

[0:24:55] Voice 5: and we are not paying referral fees at this time but we are moving into the space of offering

[0:24:59] Voice 5: for capacity money as we develop bylaws.

[0:25:03] Voice 5: That is still policy light.

[0:25:05] Voice 5: And one of the early things we'll be working on

[0:25:08] Voice 5: with our new senior indigenous relations advisor

[0:25:10] Voice 5: is developing some policy for council to consider

[0:25:13] Voice 5: around the issuance of capacity funding.

[0:25:19] Voice 9: Okay, that's great, thank you.

[0:25:23] Voice 9: So my second

[0:25:24] Trustee Luckham: question on this topic

[0:25:26] Trustee Luckham: came from the working group workshop

[0:25:30] Trustee Luckham: that we had on Monday,

[0:25:32] Trustee Luckham: which was excellent, by the way, really well done, great presentation and pulling us all together there on Monday.

[0:25:39] Trustee Luckham: There was a discussion of the agency in Nanaimo that's working with nations in a health care context, bringing mentors in.

[0:25:52] Trustee Luckham: And the suggestion there is that we and they are prepared to take it on that work for us.

[0:25:59] Trustee Luckham: and there's a membership fee associated with that it strikes me that this wouldn't be a one-off

[0:26:05] Trustee Luckham: but would be a reoccurring expense i imagine and just wondering my question in that session was is

[0:26:12] Trustee Luckham: how do we facilitate budging that budgeting that so that we're not taking it from an existing

[0:26:18] Trustee Luckham: budget but identifying that that's a core need let's say um for that work and that we're budgeting

[0:26:26] Trustee Luckham: budgeting for that appropriately so that it can be acknowledged on a regular basis that this is

[0:26:32] Trustee Luckham: part of the cost of doing this work do you have a suggestion there or a thought i

[0:26:36] Voice 10: do claire do you

[0:26:38] Voice 10: want me to try my response first okay so i i think that what you're what you're considering

[0:26:49] Voice 10: and of course as i mentioned earlier in the meeting we're gonna we're gonna get you a briefing

[0:26:52] Voice 10: on this for your next meeting next week to

[0:26:55] Voice 10: provide a little more you know specific detail around this

[0:27:00] Voice 10: that the funds that would be directed towards that effort are funds that exist essentially

[0:27:05] Voice 10: within this day-to-day operational budget of the islands trust plus a bit on an engagement basis

[0:27:12] Voice 10: um through the the provincial funding so it's a blend and really by by externalizing

[0:27:20] Voice 10: the breadth of expertise access and insight and teaching from a body like this

[0:27:27] Voice 10: it relieves us from doing it like we are organizing ourselves into a um to providing

[0:27:35] Voice 10: robin and and other people on the team more time by them not having to undertake

[0:27:40] Voice 10: those specific pieces of work and and getting that support from um from an outside agency

[0:27:47] Voice 10: and a consultancy. So that is a reasonable allocation of some of these $30,000 that we

[0:27:55] Voice 10: have available would be to that effort, right? And that would be supportive of that. Would you

[0:28:02] Voice 10: add anything, Claire? Simply,

[0:28:05] Voice 5: this is the budgeted amount, right? Regardless of whether some of it

[0:28:08] Voice 5: gets pulled from the grant, you still need to budget the amount that the function needs.

[0:28:14] Voice 5: so this would cover off both that sort of membership for training as well as other activities

[0:28:20] Voice 5: so just clarify we wouldn't reduce this number because we're pulling from the grant you still

[0:28:24] Voice 5: need to budget for the full amount yeah

[0:28:27] Trustee Luckham: so i guess knowing that the number that was bantered around

[0:28:31] Trustee Luckham: in that meeting that's a substantial piece of this budget which doesn't remain

[0:28:37] Trustee Luckham: doesn't leave a lot for the other work and so that's what i'm after is are

[0:28:40] Trustee Luckham: we drawing funds

[0:28:42] Trustee Luckham: away from something that we're already planning to do that maybe was not anticipated in this

[0:28:48] Trustee Luckham: $30,000 value because I just want to be sure that it's sustainable and that council knows

[0:28:54] Trustee Luckham: and if we're talking about this much money, ideally identifying these elements with a

[0:29:00] Trustee Luckham: number associated with them in some fashion would be helpful to council to understand

[0:29:06] Trustee Luckham: why it is we're asking for this money anyway you provided an answer I don't necessarily need to

[0:29:17] Trustee Luckham: drill in it deeper but it may be become apparent that we might need to so indeed

[0:29:23] Voice 10: yeah okay that's

[0:29:25] Voice 10: possible but generally I unless there's something specific we would proceed with this recommendation

[0:29:31] Voice 10: at this time okay we you know it's an emerging this is a fluid you know the dynamic maybe is

[0:29:39] Voice 10: a better word um we're budgeting six months out before we're making this decision which is great

[0:29:45] Voice 10: um this might need refinement as would other um elements as we go forward

[0:29:50] Trustee Luckham: yeah well so yeah

[0:29:50] Trustee Luckham: indeed changes are on the fly and that yeah that's certainly a challenge for us up and

[0:29:55] Trustee Luckham: and sort of a more engaged process that we're undertaking.

[0:30:00] Trustee Luckham: and trustee peterson yeah

[0:30:04] Voice 6: i just wanted to add that uh at june council um resolution to um

[0:30:10] Voice 6: look into the referral process and engage with first nations on how it could be improved was

[0:30:18] Voice 6: passed so we we don't know what the uh implications of that are going to be yet so certainly um

[0:30:26] Voice 6: um, you know, no reduction of, of, of the, uh, budgeted amount I think is warranted.

[0:30:35] Voice 9: Absolutely. My question

[0:30:36] Trustee Luckham: is, well, there needs to be more. So thank you, Jim. So let's go to

[0:30:42] Trustee Luckham: the communications one. I think, um, I

[0:30:45] Voice 10: think Claire would, you know, I would not say anything

[0:30:47] Voice 10: that would have as much weight with you as Claire. So I turn it over to her. This is her piece.

[0:30:51] Voice 5: Okay. Uh, for communications.

[0:30:53] Voice 10: Yes. Yeah.

[0:30:55] Voice 5: Okay. So at this point we're recommending that you stay

[0:30:57] Voice 5: with the $50,000 budget.

[0:31:00] Voice 5: Also asking just to flagging

[0:31:02] Voice 5: it's the year of the 50th anniversary.

[0:31:04] Voice 5: We heard from council

[0:31:05] Voice 5: that that's not expected

[0:31:06] Voice 5: to have heavy costs,

[0:31:07] Voice 5: but this gives you the flexibility

[0:31:09] Voice 5: to undertake work

[0:31:11] Voice 5: relating to website improvements.

[0:31:13] Voice 5: You're going to be getting

[0:31:14] Voice 5: a communications strategy

[0:31:16] Voice 5: in the next while

[0:31:17] Voice 5: that will then underpin this work.

[0:31:19] Voice 5: And I think this is

[0:31:20] Voice 5: the recommended amount of funding

[0:31:22] Voice 5: to then undertake the activities

[0:31:25] Voice 5: that will be in that plan.

[0:31:26] Voice 5: we had intended to get you the plan ahead of this briefing it simply hasn't been possible

[0:31:30] Voice 5: so we have to take it on faith that the plan will provide ample amount of activities

[0:31:35] Voice 5: to support this budget request happy to take any questions here very just will flag as we did with

[0:31:43] Voice 5: the last one that unfortunately historical spending is not a good guide for you because

[0:31:47] Voice 5: we've had so many vacancies in this position that it you know we have underspent the budget

[0:31:51] Voice 5: historically but we are now expecting to have the horsepower to undertake many of the sort of

[0:31:56] Voice 5: backlogged activities that are due to happen horsepower

[0:32:02] Voice 11: is such a good thing yeah

[0:32:04] Voice 10: so you know

[0:32:05] Voice 10: i'd really you know this is uh it's probably tough for trust council to continuously fund this

[0:32:10] Voice 10: activity and and you know it's just on the precipice of really catching catching on but

[0:32:16] Voice 10: you know if you i would warrant a few surveyed trustees uh if you survey community they always

[0:32:22] Voice 10: come back and saying water is our number one issue or we've heard that a lot if you survey

[0:32:27] Voice 10: surveyed trustees they'd say communications and engagements are really the a primary piece of us

[0:32:33] Voice 10: explaining our story and doing our work and they're always waiting for that to really um to

[0:32:38] Voice 10: really run and I think um Claire's indicating that this budget and the people associated with it we

[0:32:44] Voice 10: have that opportunity this year so that's why this is being advanced um also much like uh the

[0:32:52] Voice 10: the reconciliation work, there's a number of these functions now that I think are maturing

[0:32:57] Voice 10: into just operational dollars, as opposed to a business case that says these are new dollars for

[0:33:05] Voice 10: a new thing. And as we move into corporate planning, what you would see is you wouldn't

[0:33:11] Voice 10: see communications or reconciliation in terms of new business cases. You'd see them as departmental

[0:33:18] Voice 10: costs or anticipated spending. And that provides history and legacy associated with

[0:33:26] Voice 10: any endeavor that the Allen's Trust takes on. So I'm hoping that we start to make that distinction

[0:33:31] Voice 10: and I'm sort of pushing for it a little bit and we'll see how I do. So that takes us up to the

[0:33:37] Voice 10: NAPTEP application sponsorship, which is a thousand dollars. Do we need to discuss that in any way?

[0:33:43] Voice 10: Okay. Okay. So now we move into sort of, you know, important, because they're advanced to you, discretionary items, some of which are being returned to you again.

[0:33:59] Voice 10: Last year, say, for instance, they didn't get, they didn't make the grade and move forward. And I'm going to speak to those. And of course, they have some business cases associated with them.

[0:34:06] Voice 10: And right now, I'm just going to briefly summarize before I turn into the one-by-one business cases.

[0:34:11] Voice 10: The first is the building footprint GIS data layer.

[0:34:15] Voice 10: Essentially, what we have here is we're at the risk of being obsolete to a certain degree in that we need to get our author photo set and data set reconfigured so it's reflective of the real world on the ground.

[0:34:34] Voice 10: Organizations undertake this on a regular basis.

[0:34:37] Voice 10: so what we'd be getting is we'd be hiring an outside individual to do that assessment and

[0:34:43] Voice 10: implement a building footprint gis layer and practically what is that that's making sure

[0:34:50] Voice 10: that when you get um a map of a property that you know where the buildings are and how close

[0:34:56] Voice 10: they are to lot lines and all of that information on some basis has to be regularized um you know

[0:35:04] Voice 10: the cost is ten thousand dollars for that and there's an attached business case the next is the

[0:35:10] Voice 10: i believe the next one is the policy statement uh let me show you i'm doing this in the right order

[0:35:19] Voice 10: the policy statement project um this is a best guess my goodness claire and her team have put

[0:35:26] Voice 10: a lot of thought into this we are getting a strong request from the um elected officials

[0:35:34] Voice 10: officials who are tasked with reviewing this and I respect the position they're in it was made at

[0:35:40] Voice 10: trust council and that they haven't really sat with the document and learned it and loved it

[0:35:43] Voice 10: or or really put their full thinking to it but they do have a strong position or a position

[0:35:51] Voice 10: around how they would like to engage with community into the future there's a raft of

[0:35:55] Voice 10: opportunities in terms of budgeting into the next year you could go full bore and this would be like

[0:36:00] Voice 10: the third or fourth time we've engaged with community around this project or you could take

[0:36:04] Voice 10: a more minimal approach you could have a more grassroots approach i think what claire's reflected

[0:36:09] Voice 10: in this budget is the request of trust programs committee for a sustained ltc based engagement

[0:36:17] Voice 10: process and this is the associated cost with it but of course you can ask her later uh this is

[0:36:24] Voice 10: The next one's tough to understand, at least for me, but I get it.

[0:36:30] Voice 10: We are undertaking, we have TAPIS.

[0:36:34] Voice 10: TAPIS is our public-facing organizational software, right?

[0:36:41] Voice 10: So it is the core of the work we're doing from a planning perspective

[0:36:46] Voice 10: and the community's access that Stefan can walk you through its processes.

[0:36:52] Voice 10: We got a $400,000 grant to upgrade and move from proprietary software, meaning we made it up to the CityView product.

[0:37:03] Voice 10: So we're undertaking a fairly large change management program right now to adopt CityView.

[0:37:08] Voice 10: In the long term, that's going to be great because it's a product that other entities use.

[0:37:14] Voice 10: It will be consistently more modern, consistently more upgrade, have more detail.

[0:37:19] Voice 10: And we're on that journey and we've got money to do it.

[0:37:21] Voice 10: But the grant did not allow bylaw, because it's not directly, I guess, a planning function, to be included in the grant monies.

[0:37:34] Voice 10: So last year, we went to Trust Council and we said, we think you should include bylaw in the CityView implementation.

[0:37:45] Voice 10: And Trust Council thought that that was some discretionary dollars and we didn't have to do it and so they declined.

[0:37:51] Voice 10: It is returned now to you.

[0:37:53] Voice 10: And there's a business case associated with it.

[0:37:56] Voice 10: my recommendation is to give this a very good look because if we don't fold bylaw into this

[0:38:04] Voice 10: the city view process we will be maintaining an obsolete system that bylaw so bylaw will be

[0:38:12] Voice 10: explained through tapas and the rest of our function will be explained through city view

[0:38:19] Voice 10: city view will grow on and prosper tapas will stay the way it is and not progress

[0:38:25] Voice 10: The other compelling point, I think, is one I made at Trust Council, and that is there's an increased scrutiny with the Trust Council around bylaw enforcement.

[0:38:38] Voice 10: They want it reimagined in some way.

[0:38:41] Voice 10: This portal licensing provides a more effective public portal for people to see the status of bylaw infractions in a way we don't do now.

[0:38:54] Voice 10: So there is the potential to explain bylaw better through this.

[0:39:00] Voice 10: Am I an advocate of undertaking this work and spending this money?

[0:39:05] Voice 10: It's tough to spend $100,000 on anything.

[0:39:09] Voice 10: But I think we should seriously consider doing this.

[0:39:12] Voice 10: If we do this three years from now, it's going to be $180,000 or $140,000 or something else.

[0:39:20] Voice 10: Last year it was $90,000, now it's $96,000.

[0:39:23] Voice 10: and i'm hoping that this conversation goes forward for real consideration during the budget process

[0:39:28] Voice 10: trustee peterson yeah

[0:39:33] Voice 6: thank you i i think one of the things that uh stuck out for me in terms of

[0:39:39] Voice 6: of this is uh the public features of the ability to track a bylaw compliance enforcement file from

[0:39:47] Voice 6: submission to resolution i think in terms of the transparency that um that trustees and and parts

[0:39:55] Voice 6: to the public are asking for i think that's that's a real selling point um it is an expensive

[0:40:03] Voice 6: uh program but as you see if we're going to be maintaining uh two discrete systems that's

[0:40:10] Voice 6: the inefficiency is huge yeah and i think there's i think there's a lot about this this move that

[0:40:17] Voice 6: makes sense and i just wanted to highlight that that public access

[0:40:20] Voice 6: this piece is, I think, an important one. And Trustee Elliott?

[0:40:28] Voice 11: Absolutely. It's a tough call

[0:40:31] Voice 11: to spend this much money, but it's also even tougher to be obsolete. And that's just what

[0:40:37] Voice 11: we're facing is we have to get up with the times. The corporate plan is getting us up to date in

[0:40:43] Voice 11: terms of our administrative procedures, and we need our systems to follow suit. So I'll be

[0:40:51] Voice 11: definitely arguing in support of this okay

[0:40:55] Voice 10: well thank you very much i'm going to turn now to

[0:40:58] Voice 10: the salt spring office relocation and in there if you the business case is on page 38

[0:41:04] Voice 10: uh so out of this raft of proposals you've got in front of us there's two this one and the gis

[0:41:11] Voice 10: staffing requests that are dynamic meaning we don't have everything i don't think that's fair

[0:41:18] Voice 10: to give you to make a solid if you had to make that decision today kind of information but we're

[0:41:24] Voice 10: well on our way um with the salt spring office relocation we've known for a number of years that

[0:41:30] Voice 10: our arrangement with bc hydro we we leased from bc hydro that they would be overtaking that um

[0:41:36] Voice 10: they would be um reclaiming that position um stefan's on the call with me here um and he can

[0:41:42] Voice 10: come online and uh provide you any of those circumstances any of those details we've known

[0:41:47] Voice 10: that for some time there was always a bit of fuzziness about you know when exactly that would

[0:41:51] Voice 10: occur well it has crystallized and we know that i believe it's next july um that we will need a new

[0:41:59] Voice 10: location you've got a business case in front of you because the we're not really ready we haven't

[0:42:10] Voice 10: um got an alternative site to our current one yet but we're in the process of undertaking that

[0:42:16] Voice 10: We looked at one, we got a first blush assessment of what it would take to turn that space into a workable government facility. And that's the quote you have in front of you.

[0:42:29] Voice 10: it is not our final quote and we will be coming back to you with a report that covers this

[0:42:37] Voice 10: probably within your next two or three ec meetings that says that fully describes why we're having to

[0:42:44] Voice 10: undertake this the different locations that we've the the rationale for the type of office that

[0:42:49] Voice 10: should exist on salt spring given where we are as an organization meaning having no office there

[0:42:56] Voice 10: having just one admin person there or having an office with people there for people to respond

[0:43:04] Voice 10: to questions on a daily basis staff have come to a determination for where we are in our history

[0:43:10] Voice 10: what is the what is the appropriate way forward right now and we think that there are more options

[0:43:15] Voice 10: from a location perspective that we'll be able to tap into so this is really a placeholder number

[0:43:24] Voice 10: and it would go over to fpc fpc will not be thrilled with having one quote for this amount

[0:43:29] Voice 10: of money i absolutely can see that the message we will be bringing to them is we've only got

[0:43:35] Voice 10: half of this recipe um in the um underway yet and it's imminent uh we would we would hope that

[0:43:44] Voice 10: somewhere in late fall late October into November we'd have the full picture to provide to you and

[0:43:53] Voice 10: I still think that that's reasonable given when you have to make some decision around decisions

[0:43:58] Voice 10: around funding notwithstanding our budgeting process real life's happening and real life's

[0:44:05] Voice 10: happening around this one so that's kind of where we're at I don't really have other than the

[0:44:10] Voice 10: business case i didn't write it but i certainly support it um uh stefan and uh lots of good work

[0:44:16] Voice 10: by uh by by chris uh hutton um have got us to this place so we'd respond to any questions but

[0:44:23] Voice 10: really um i think i've described

[0:44:27] Voice 9: really accurately where we are tim uh thank you so yeah this is

[0:44:37] Voice 6: clearly it's a a large number eye watering i've heard it described um and there's reasons for

[0:44:45] Voice 6: that and and and i think uh you know looking at the details in the business case it certainly

[0:44:52] Voice 6: becomes more clear one thing that has um come up to me and uh it and i'm sure we're going to hear

[0:45:01] Voice 6: again is whether it's time to consider combining the staff from the north office in the salt spring

[0:45:07] Voice 6: office into nanaimo and have storefronts on salt spring gabriola i'm not necessarily subscribing

[0:45:14] Voice 6: subscribing to that point of view but um that may be an alternative that's going to be suggested

[0:45:20] Voice 6: um along the way here so i just wanted to put that out there as a heads up of course uh doing

[0:45:29] Voice 6: analysis around what all that means is is is certainly a bunch more work but i just wanted

[0:45:35] Voice 6: to make sure that um that u.s staff and and other members of ec are aware that that's almost

[0:45:43] Voice 6: most certainly going to be suggested as an alternative to spending this amount of money

[0:45:47] Voice 6: um to do the salt spring uh relocation so just sharing that yeah

[0:45:56] Voice 10: so uh just in response

[0:45:57] Voice 10: uh very valid questions that project is a fundamental project at the islands trust

[0:46:07] Voice 10: and that is do we move off island um and what are the implications associated with that

[0:46:14] Voice 10: um is gabriola of the same type as salt spring um and um are they are they to be seen as the same

[0:46:28] Voice 10: entity or is there a different function provided um in the salt spring office relative to gabriola

[0:46:34] Voice 10: uh certainly the last time we looked at the the northern office there was strong consideration

[0:46:38] Voice 10: consideration of what would it look like to um move to nanamo and have more of a storefront

[0:46:44] Voice 10: operation um and i think those are reasonable questions the challenge we're going to have is

[0:46:50] Voice 10: we're moving in

[0:46:51] Voice 9: july one way or another out of salt spring so um i would then uh chair luck

[0:47:01] Voice 9: might think it's a vice

[0:47:02] Voice 10: chair mod yeah

[0:47:05] Trustee Luckham: please yeah yeah

[0:47:07] Trustee Maude: i i think i'll just um agree with that

[0:47:11] Trustee Maude: the timing is exceptionally unfortunate because realistically speaking i i i would have thought

[0:47:18] Trustee Maude: that as an organization in over the next year given the context of gabriel and salt spring

[0:47:25] Trustee Maude: and even victoria for that that matter that it would have been a really good planning move to to

[0:47:32] Trustee Maude: sit down and look at where the trust is going to be over the next 10 years and where i say

[0:47:38] Trustee Maude: where it's going to be. It's literally where it's going to be. Where are we going to have staff

[0:47:42] Trustee Maude: that's working from home think it's been a game changer? From what I'm told by one of the

[0:47:48] Trustee Maude: Salt Spring trustees, I understand most of the people that used to work on Salt Spring

[0:47:52] Trustee Maude: actually aren't on Salt Spring anymore. I don't know if that's the case or not,

[0:47:56] Trustee Maude: but it seems to me that we as an organization have to go through an exercise going,

[0:48:03] Trustee Maude: knowing what is the best strategy going forward as to where we're going to maintain offices um the

[0:48:10] Trustee Maude: storefront um ideas first I've heard of that that might perhaps be an option but it just it gives me

[0:48:17] Trustee Maude: discomfort that we're looking at a substantial um cost and we know how the office renovations in

[0:48:25] Trustee Maude: Oak Bay went from a small number to a large number and certainly on the Gulf Islands small numbers

[0:48:31] Trustee Maude: become large numbers very very quickly and and i just find it unfortunate timing wise because

[0:48:38] Trustee Maude: i'm afraid that a year from or two from now we're going to go well we're not going to do that

[0:48:43] Trustee Maude: anymore um and and but we're going to be stuck with maintaining an office in a location that

[0:48:50] Trustee Maude: may be not be optimal in the true future of the trust because we've invested a lot of capital

[0:48:55] Trustee Maude: in doing a move um so i really i feel the timing is very very unfortunate i totally understand the

[0:49:04] Trustee Maude: number the number i support because you know two hundred ten thousand dollars in today's world does

[0:49:09] Trustee Maude: not buy you very much but i just find it tragic um timing wise that we're we're going to be looking

[0:49:17] Trustee Maude: at going down this path when, you know, if our lease wasn't expiring, I would suggest

[0:49:25] Trustee Maude: perhaps in the next 12, 24 months, we might have a totally different vision of how we

[0:49:31] Trustee Maude: administer the trust, how we expect people to report to work and where the report to.

[0:49:36] Trustee Maude: And we might be looking at a totally different outcome.

[0:49:39] Trustee Maude: And what we're doing is we're leveraging ourselves into a corner that is unfortunate.

[0:49:44] Trustee Maude: And I totally agree. We're at the decision-making point of where we have to go. And there isn't time to do this in-depth analysis that I speak of. But I really, really feel bad about spending this type of capital on something that might end up being a very bad idea. So that's all my

[0:50:05] Voice 9: venting.

[0:50:10] Voice 9: Steve Elliott.

[0:50:11] Voice 9: Yeah,

[0:50:14] Voice 11: I totally agree. Workforce conditions have changed. They may keep changing and investing this amount of capital without seeing alternatives could be really detrimental.

[0:50:29] Voice 11: There's, you know, we already spend a lot on travel and expenses related to being a geographically dispersed local government.

[0:50:41] Voice 11: I'm so encouraged that we're going to get some online tools like CityView software and bylaw enforcement.

[0:50:49] Voice 11: Maybe there's ways that we can improve our online access to constituents.

[0:50:56] Voice 11: is but i would like to see us explore other options but i know the time is short so what

[0:51:02] Voice 11: what is the potential for an alternative um on the big island with a couple of storefronts or

[0:51:13] Voice 11: you know not rejigging gabrielle at the moment i think that's that's obviously going to be a

[0:51:18] Voice 11: larger conversation but moving

[0:51:23] Voice 9: in in a direction of having less infrastructure i think there's only

[0:51:33] Voice 11: two salt spring island staff who live on salt spring if i'm not mistaken that's what i'd heard

[0:51:39] Voice 11: anyway i'm sorry

[0:51:43] Voice 2: pardon me mr chair

[0:51:45] Trustee Luckham: yes please a little on the ground uh information would be

[0:51:51] Trustee Luckham: helpful thank

[0:51:52] Voice 2: you sure uh we have new staff in the staff in the office and uh we have um one two

[0:52:00] Voice 2: three four five people that work uh live and work on salt spring island so that's just um sort of

[0:52:06] Voice 2: older information the office did go through a substantial um uh transition when i was a regional

[0:52:14] Voice 2: planning manager everybody worked on the island and then somehow that transition led to for a

[0:52:20] Voice 2: a while, very few. I just would like to point out that, you know, we have talked and thought

[0:52:26] Voice 2: about it internally, but we haven't brought it, you know, forward from, you know, the elected

[0:52:30] Voice 2: officials. And I don't think we could plan what happens on Salt Spring without considering what

[0:52:34] Voice 2: happens with Gabriola. And that's what I'm hearing from this body. And we'd be happy to undertake

[0:52:38] Voice 2: that work. Yeah, I'd be happy to undertake that work. And it certainly was part of the intention

[0:52:45] Voice 2: when I started working for, as a director.

[0:52:49] Voice 2: But I guess what else I was going to say is that,

[0:52:51] Voice 2: yeah, so we have staff that work on island

[0:52:55] Voice 2: and we have, you know, in our early assessment,

[0:52:58] Voice 2: you know, said we need office space one way or another

[0:53:00] Voice 2: for trustees to meet, for the public to engage.

[0:53:03] Voice 2: And, you know, in my director's report,

[0:53:04] Voice 2: I show you the volume of applications on Salt Spring

[0:53:07] Voice 2: that are compared to the other islands.

[0:53:10] Voice 2: And there's really just no comparison.

[0:53:11] Voice 2: The volume is quite intent.

[0:53:13] Voice 2: tent. And as COVID led up and the amount of traffic that comes in the office is by foot

[0:53:19] Voice 2: traffic, people popping in and popping out is quite substantive. So I think some of that's in

[0:53:24] Voice 2: the business case, but certainly I just would like to share that there's more staff working there

[0:53:27] Voice 2: than just a handful. What we currently have is two island planners in the RPM that don't live on the

[0:53:33] Voice 2: island and they commute regularly. And those costs are not covered unless there's a site visit or

[0:53:39] Voice 2: something involved.

[0:53:41] Voice 9: So a lot of words, right?

[0:53:46] Trustee Luckham: Thank you very much, Stefan, and thank you very

[0:53:49] Trustee Luckham: much to the trustees. I'm not going to belabor this anymore. I think we need to spend this

[0:53:57] Trustee Luckham: $210,000. I don't think there's delaying it because in reality, if we're moving office,

[0:54:03] Trustee Luckham: we need to actually have a plan in place by March, if July is the date that I just heard.

[0:54:08] Trustee Luckham: and so we don't have the luxury of spending a lot of time thinking about what a corporate shift

[0:54:16] Trustee Luckham: would look like and the other thing that's important to realize here is that storefront

[0:54:22] Trustee Luckham: real estate is easily twice the price of office space real estate and so there would be a

[0:54:29] Trustee Luckham: substantial cost for going to that model that wouldn't be necessarily it might turn out to be

[0:54:34] Trustee Luckham: less but you'll get less um and that servers computer servers have to live somewhere and

[0:54:41] Trustee Luckham: that needs to be a stable place with good internet good power and all the rest of that sort of stuff

[0:54:45] Trustee Luckham: um yeah and i it's this is there's a there's a fixed annual cost to having bricks and mortar

[0:54:56] Trustee Luckham: that could easily be absorbed in 210 000 over a 10-year period um on an annual basis

[0:55:03] Trustee Luckham: so um yeah anyway we'll see how it goes so

[0:55:09] Voice 10: mr chair uh thanks for this uh many of your of your

[0:55:12] Voice 10: points here we anticipate those um i i would say you know just with respect i think it's shy of

[0:55:18] Voice 10: tragic at this stage of the game i don't think it's uh the alternatives are as dire as that

[0:55:25] Voice 10: um you know i think that i'm hearing that you got you will need a bit more information

[0:55:31] Voice 10: um and some context and we're working on that and we'll bring that to you for the next iteration of

[0:55:38] Voice 10: this and that that number we're not solid on that number at this point um the 210 the other point is

[0:55:46] Voice 10: that uh the renovation at the here um was uh generally brought in on budget very close to

[0:55:56] Voice 10: budget. So the notion that those renovations were well beyond budget is not quite accurate,

[0:56:04] Voice 10: and I'm happy to dig around there. That being said, renovations, they can get away from you.

[0:56:12] Voice 10: And getting things to an office and a public standard can be a challenge. So

[0:56:22] Voice 10: we'll carry this forward, but we know there's more work that needs to be done to make this

[0:56:27] Voice 10: assailable case and uh and uh we think we can provide that information on those lines um we

[0:56:35] Voice 10: have been approached by others on the island for um maybe five years out a longer term options that

[0:56:41] Voice 10: may be available to the islands trust um that i won't go into detail here because they're very

[0:56:47] Voice 10: preliminary but we're on a an arc of time and um you know is this the time to move away from

[0:56:57] Voice 10: an established office presence on salt spring or anywhere else in the islands trust um you know

[0:57:04] Voice 10: i understand the need to engage with that question but for now are we putting this forward

[0:57:09] Voice 10: to fpc and we will have this conversation we will develop the uh um the work program

[0:57:16] Voice 10: on this more fully

[0:57:18] Voice 9: okay that's the question yeah

[0:57:24] Trustee Luckham: and the other thing that i'd like to add to that

[0:57:26] Trustee Luckham: That is customer service.

[0:57:28] Trustee Luckham: The reason we have these office spaces on all the islands is for customer service.

[0:57:32] Trustee Luckham: And we haven't actually reflected on what it is that the 15,000 people on Salt Spring think about a physical presence on the island.

[0:57:41] Trustee Luckham: And that is something to be considered.

[0:57:44] Trustee Luckham: Anyway, let's move on.

[0:57:45] Trustee Luckham: That's what the business case is.

[0:57:48] Trustee Luckham: And good effort on moving target.

[0:57:52] Voice 10: It's moving

[0:57:52] Voice 10: target, but we'll bring more to it.

[0:57:54] Voice 10: so the next piece on page 43 uh you don't you know this is highly technical we haven't got

[0:58:02] Voice 10: mark sitting with us we've got lots of textable technical expertise um on staff through dave

[0:58:08] Voice 10: beaston and others but we just wanted to communicate to you that the upgrade to microsoft

[0:58:13] Voice 10: 365 is is imminent it's it's required and here's an attempt to explain it in some way um and um

[0:58:26] Voice 10: You know, if you have some key questions, or we get into the budget cycle, we want more discussion

[0:58:30] Voice 10: around what exactly will be happening associated with this, that's great. But I didn't want to just

[0:58:35] Voice 10: put a lift of $34,000 or something like that in here without some way of explanation. But every

[0:58:42] Voice 10: agency right now is undertaking this. And we are not unique. The last piece is GIS. And this is

[0:58:56] Voice 10: is also dynamic. And why I say this is dynamic is what we've

[0:59:00] Voice 10: tried to write a business case that describes the situation

[0:59:03] Voice 10: we're in. Mark has come to me over the last number of years

[0:59:09] Voice 10: saying that we need more support around the provision of

[0:59:15] Voice 10: geographic information systems, that the primary person who's

[0:59:21] Voice 10: who's delivering all this service to the islands trust is

[0:59:23] Voice 10: at the at the technician level it's it's at the lowest administrative level of gis in the islands

[0:59:29] Voice 10: trust and we're relying on that person for work that's beyond a technician level the benefit we

[0:59:35] Voice 10: have had in the past was that mark actually migrated out of gis so as he became the senior

[0:59:44] Voice 10: technologist at the islands trust he was always there to undertake more of the coordinator higher

[0:59:53] Voice 10: higher level GIS work, work with staff. We also had our cast position and those

[1:00:00] Voice 10: people happen to have some of those skills. So by hook or by crook, we've managed to

[1:00:06] Voice 10: sustain the service. Times are changing. We have lost, so we now basically have one individual

[1:00:14] Voice 10: who's carrying what we would say is a doubling of the task load of GIS at the Islands Trust over

[1:00:22] Voice 10: the last six, seven years. I've put some preliminary data in here that suggests that

[1:00:29] Voice 10: if you hold that GIS is mapping requests that come from daily applications so every time Stefan

[1:00:38] Voice 10: shows up in front of you and says oh our applications are up or while last term when

[1:00:44] Voice 10: we were going through our change in our land use planning provision of service and breaking it into

[1:00:49] Voice 10: the long range and the short range and we were looking at the number of applications we saw that

[1:00:53] Voice 10: but the complexity and the number of applications had increased substantially and those drive GIS.

[1:01:00] Voice 10: I did put some data in this business case that says that, you know, nominally you can see just from a mapping services perspective,

[1:01:10] Voice 10: we've gone from something like 30 to 70 a month, but that's just applications.

[1:01:17] Voice 10: That's not amending the zoning bylaws. That's not undertaking OCP reviews.

[1:01:23] Voice 10: views that's not answering inquiries from the public that's not supporting bylaw and that's not

[1:01:31] Voice 10: implementing new software and new practices and maintaining a standard of service that's high

[1:01:39] Voice 10: those are all external or additional to mapping service requests and of course the conservancy

[1:01:47] Voice 10: and its requirement to have accuracy and be able to ask multifaceted questions of the landscape

[1:01:58] Voice 10: and get good results like coming up with great queries and GIS is not just providing a map

[1:02:07] Voice 10: it's actually answering a question and then interpreting what some of the the data is

[1:02:11] Voice 10: showing you on a on a visual basis how do we maintain that suite of services and so right now

[1:02:21] Voice 10: i can't answer you because this is unfolding and i don't have this the the service expertise in-house

[1:02:31] Voice 10: whether we know we have a gis technician we have someone acting in a gis analyst position

[1:02:37] Voice 10: which fit which fits between the technician and the coordinator and um we have essentially an

[1:02:43] Voice 10: empty gis coordinator position so i can't tell you yet until i undertake more analysis

[1:02:50] Voice 10: where an fte should land should it land higher in the spectrum in the middle of the spectrum

[1:02:55] Voice 10: or where but uh mark has put forward this i support essentially the intention of requesting

[1:03:03] Voice 10: an fte to solidify the service here is the preliminary rationale associated with that

[1:03:09] Voice 10: and i hope that you give it some good consideration trust council does as well

[1:03:14] Voice 10: I mean, Stefan might have something else to say on this, but I think he's generally in support of this request and

[1:03:24] Voice 9: answer any of your questions.

[1:03:31] Voice 9: Trustee Elliott.

[1:03:33] Voice 11: So we just had our Conservancy Board meeting yesterday and we considered our draft budget.

[1:03:40] Voice 11: And one of the resolutions which received unanimous approval is that the Islands Trust Conservancy indicate to FPC and Islands Trust Council that it is supportive of increased staff capacity for GIS in the Trust Council budget because low GIS capacity is, and I would say severely, impacting the work of the Islands Trust Conservancy.

[1:04:04] Voice 11: So it's a critical piece, and we're definitely feeling it in the Conservancy with the work that they need to do.

[1:04:13] Voice 11: So there's that part.

[1:04:17] Voice 9: Any other questions?

[1:04:24] Voice 9: Trustee Peterson.

[1:04:27] Voice 9: Just a comment

[1:04:28] Voice 6: looking at the business case.

[1:04:33] Voice 6: I sort of see an option two where it talks about reallocating at IAS coordinator.

[1:04:40] Voice 6: coordinator i see that um from the fiscally conservative side that might look um attractive

[1:04:54] Voice 6: and i just it would be i think it would be useful for you know certainly for financial

[1:05:01] Voice 6: planning committee to have the risks in that section um fleshed out a little bit

[1:05:07] Voice 6: uh i i don't know i mean maybe maybe that's asking a lot but it just seems to me that that

[1:05:17] Voice 6: it looks like an easy alternative to spending the money

[1:05:23] Voice 8: and

[1:05:24] Voice 6: and my my read of it is that is that i

[1:05:28] Voice 6: actually don't think that is the case so i i just feel like that the risk section associated with

[1:05:34] Voice 6: that option could maybe use a little bit more um detail

[1:05:39] Voice 9: okay and you understand it's my problem not

[1:05:46] Voice 9: yours we're

[1:05:49] Voice 10: without the detailed people but i think that's a good point and what i would ask

[1:05:55] Voice 10: is that as you come to the end of your discussions today and make whatever recommendation you you

[1:06:01] Voice 10: feel comfortable with that you allow me to amend if i get new information both the salt spring

[1:06:07] Voice 10: relocation report and this gis report if i get more information in the next few days that would

[1:06:13] Voice 10: be assistive to the proposal as i would then add it for the fpc discussions that are going to be

[1:06:21] Voice 10: coming next week um

[1:06:24] Voice 9: so thanks for that point trustee maude i sort of maybe a stupid question

[1:06:34] Voice 9: but i'm

[1:06:35] Trustee Maude: good at those um most of the regional districts have substantial departments in this

[1:06:41] Trustee Maude: in this area is there any potential for partnering um with the various regional districts um

[1:06:48] Trustee Maude: basically and it's maybe like a subcontract basis to to undertake this work on our behalf

[1:06:55] Trustee Maude: um because we were talking earlier about um the building footprints and such um when i go to the

[1:07:01] Trustee Maude: crd website it's all beautifully laid out there so it almost sort of in my mind in some cases

[1:07:08] Trustee Maude: is almost seems like a duplication of services and there might be some reasonable economic benefits

[1:07:13] Trustee Maude: to the to the two local government organizations working together to produce one product i don't

[1:07:23] Voice 9: think the regional districts will do

[1:07:24] Voice 10: our mapping requests on our behalf i have no i have not run

[1:07:29] Voice 10: into that but i

[1:07:31] Trustee Maude: would suggest that there would be a financial um thing so we would pay um for

[1:07:37] Trustee Maude: basically use them as a contractor to provide the service to us.

[1:07:41] Trustee Maude: That's the path I'm going down.

[1:07:43] Voice 1: Yeah, this has actually come up in the past, like years and years ago.

[1:07:47] Voice 1: One of the biggest drawbacks is we're dealing with seven regional districts

[1:07:52] Voice 1: and they all have different levels of staffing and expertise and ability.

[1:07:59] Voice 1: So maybe the CRD has the ability to do that,

[1:08:03] Voice 1: But Power River Regional District, like Quathat and a few others, may not.

[1:08:08] Voice 1: So then it creates an unlevel playing field for all the different trust committees.

[1:08:12] Voice 1: And it actually makes it more difficult for our staff because then we lose all that consistency.

[1:08:19] Voice 1: And as Russ said, it would be a contract.

[1:08:21] Voice 1: And I'm not sure how well that would work in practice.

[1:08:28] Voice 10: um you know you could contract out some of this work just to you know skip a step and just go to

[1:08:34] Voice 10: a contracted entity um but generally you buy your way into a higher level of expertise as opposed to

[1:08:43] Voice 10: um you know having someone familiar with your data set and and doing a lot of line inquiries

[1:08:51] Voice 10: so um as an alternative to the fte what's what i'm trying to communicate to you is

[1:09:01] Voice 10: some of our capacity has been removed we have less than we did six months ago so that's like

[1:09:13] Voice 10: part of it as a functional conscious decision as we moved mark into the senior technology position

[1:09:22] Voice 10: and he undertook more of that work and you're witnessing at the last trust council meeting

[1:09:27] Voice 10: we never did any of that right so now we do so someone's got to manage those things someone's

[1:09:34] Voice 10: got to manage having new servers manage this function we have a full is department so we've

[1:09:42] Voice 10: taken what was his whole position and winded it down to zero so we had it i don't know if this is

[1:09:52] Voice 10: two FTEs on GIS. And even though we still have this coordinator position,

[1:10:05] Voice 10: it's not filled. So we're down, we're down, I'd say 0.75 to one FTE. So the question is going to

[1:10:15] Voice 10: be, do we just fill that position, have a GIS and then not have someone manage information services?

[1:10:23] Voice 10: and you externalize that right um the presumption here is that we have a complex enough

[1:10:36] Voice 10: information informatics environment that we need someone running it and that then we have to

[1:10:45] Voice 10: account for two things that person not doing gis work anymore which they haven't for a period of

[1:10:53] Voice 10: time plus the increase in gis requests uh those two things um together now there are a raft of

[1:11:03] Voice 10: options for now at least from a fiscal perspective i'd like you to consider drawing fpc's attention

[1:11:13] Voice 10: and trust

[1:11:14] Voice 9: council's attention to this need yeah ceo thank you for all that detail

[1:11:24] Trustee Luckham: you've added a

[1:11:26] Trustee Luckham: a number of things that i felt that i wanted to add to this i'm in complete support of this because

[1:11:32] Trustee Luckham: as you detailed in the transition which was good planning at the time and i've been i've been here

[1:11:39] Trustee Luckham: long enough to have seen this unfold we had one person doing is for a while and um and there were

[1:11:48] Voice 9: there were um issues

[1:11:53] Trustee Luckham: associated with that that are capacity and responsibility based and um

[1:12:00] Trustee Luckham: i think julia mobs recognized that there needed to be a a senior person overseeing the operation

[1:12:07] Trustee Luckham: no it was not julia it was not julia anyway whoever um uh that there was a migration that

[1:12:14] Trustee Luckham: happened there over from a person doing GIS work to doing primarily IT work and that that has been

[1:12:24] Trustee Luckham: so significantly advanced the operations the owners trust it's immeasurable but what's happened

[1:12:30] Trustee Luckham: here now in this transition is that now that position is vacant and you're going to be hiring

[1:12:36] Trustee Luckham: another person in that position which I think likely doesn't necessarily have a GIS expertise

[1:12:42] Trustee Luckham: associated with it, guaranteed.

[1:12:44] Trustee Luckham: It's a different role.

[1:12:46] Trustee Luckham: And what's been fortunate is certainly that place

[1:12:50] Trustee Luckham: has been vacant having a senior person in the GIS,

[1:12:53] Trustee Luckham: but certainly there would be coffee room conversations,

[1:12:56] Trustee Luckham: I'm sure that would provide a level of support

[1:12:59] Trustee Luckham: from that other person, but that has now all changed.

[1:13:02] Trustee Luckham: And we need to rebuild that capacity

[1:13:07] Trustee Luckham: and identify that there's so much more work.

[1:13:10] Trustee Luckham: In fact, that's happening all across the region,

[1:13:12] Trustee Luckham: And whether it's meeting management or IS or whatever, we've really depleted resources in order to continue to sustain the workload of the operation without hiring people.

[1:13:27] Trustee Luckham: And eventually it comes back to get you.

[1:13:30] Trustee Luckham: So here we are.

[1:13:33] Trustee Luckham: Okay.

[1:13:33] Voice 10: So you'll see on page 53, there's a testimonial from Kate from the Conservancy around.

[1:13:40] Voice 10: And I think it corroborates what Vice Chair Elliott's talking about, and that is the increased use of GIS resources from a conservancy perspective.

[1:13:48] Voice 10: We did include a graph here that talked about the number of correlating the number of staff with the expansion of the requirement here.

[1:14:00] Voice 10: I think we can bring a little more data to this.

[1:14:03] Voice 10: But do you think this is a reasonable – these business cases are getting very long.

[1:14:09] Voice 10: Are you finding them compelling this way, or are they somewhat too extended?

[1:14:20] Voice 10: Do you think this provides a reasonable case moving forward?

[1:14:25] Voice 11: Honestly, the clarity that was provided when you said, CAO, we used to have two full-time GIS people, and that went down to zero.

[1:14:36] Voice 10: And

[1:14:37] Voice 11: now we're trying to fill that.

[1:14:40] Voice 11: that is more clear and if we could sort of articulate that with i don't know less words

[1:14:47] Voice 11: because what it it reading through this it looks like this is a new position

[1:14:52] Voice 11: we just we have new more needs and so we need a new position but in fact this is we've backfilled

[1:14:58] Voice 8: it

[1:14:58] Voice 11: yeah right so i i think we could do a little better on the argument there okay

[1:15:04] Voice 6: and i just

[1:15:07] Voice 6: wanted to comment that uh i don't think that the length of these is is problematic i think the more

[1:15:14] Voice 6: the more detail the better uh because uh as this goes along to financial com uh planning committee

[1:15:25] Voice 6: and then eventually uh you know to trust council these questions are going to rise so the more

[1:15:30] Voice 6: they're answered within the business case the better okay

[1:15:34] Voice 10: well thank you very much um

[1:15:39] Voice 10: ec that that sort of draws to a conclusion this overview uh i'd almost uh i think we have a um

[1:15:47] Voice 10: trustee gavro put forward something it's on page 55 and it's uh it's a request for your

[1:15:57] Voice 10: consideration to refund the history and heritage so that's um i'll take it you've read that

[1:16:01] Voice 10: information um and with that i think we could answer any more specific questions um but return

[1:16:12] Voice 10: turn to page three um to see what what you feel moving comfortable moving forward with could we

[1:16:19] Voice 11: have the letter from trustee govro uh forwarded to fpc for inclusion their agenda we

[1:16:26] Voice 9: could okay

[1:16:27] Voice 11: thanks so

[1:16:32] Voice 9: ceo who

[1:16:32] Trustee Luckham: is responsible for that budget um is it ec which budget sir

[1:16:39] Trustee Luckham: the uh heritage and

[1:16:41] Trustee Luckham: And yes, it's easy.

[1:16:43] Trustee Luckham: Yeah. So it's fine to send it to FPC, but FPC isn't going to ask for that money.

[1:16:55] Trustee Luckham: If we think that that fund and that budget and that function is required, I think it's up to us to ask for it and indeed certainly include that information.

[1:17:07] Trustee Luckham: So, what would be helpful, and I realize today's Wednesdays, Fridays, the day after tomorrow, is there potential options associated with a request to facilitate that budget and the amount that would be appropriate?

[1:17:23] Trustee Luckham: And we can just go to historical levels, I presume.

[1:17:28] Voice 9: I think that's what we're

[1:17:29] Voice 10: doing with the $10,000, are we not?

[1:17:31] Voice 10: um claire how do you understand the intersection of trustee gavro's request

[1:17:38] Voice 10: yeah for

[1:17:39] Voice 10: the heritage and history conservation grant in the next budget cycle because it was

[1:17:43] Voice 10: zeroed out remember right last term so she's specific about a couple of um all

[1:17:53] Trustee Luckham: right so i'm

[1:17:53] Trustee Luckham: thinking projects i'm

[1:17:55] Voice 9: thinking about yeah so she's asking you to

[1:18:01] Voice 10: refund this program the

[1:18:04] Voice 10: the history and heritage grants and aid right

[1:18:07] Trustee Luckham: so we are so then

[1:18:08] Voice 10: you are doing that to the to

[1:18:10] Voice 10: the level of ten thousand dollars last year it was zero and previously it was four thousand

[1:18:18] Voice 10: and

[1:18:19] Voice 11: and i would just say that for those that don't understand what the heritage and grants and

[1:18:23] Voice 11: aid program is the email provides a case study of where it would have been helpful so it just

[1:18:32] Voice 11: amplifies the argument so that we don't have to continually articulate it yeah

[1:18:37] Trustee Luckham: so toby's right

[1:18:38] Trustee Luckham: that letter should be included as part of the business case seeing as we have it in front of us

[1:18:42] Voice 9: we'll do right okay okay so um this

[1:18:53] Trustee Luckham: is provide there is a um an rfd well there's a there's a

[1:18:58] Trustee Luckham: a motion attached to this document that um is for us to advance if we want to um essentially

[1:19:07] Trustee Luckham: advance this as we've heard there's some adjustments that you're going to make to

[1:19:12] Trustee Luckham: the supporting materials based upon what you've heard right so you know there

[1:19:16] Voice 10: are some i've got

[1:19:17] Voice 10: a day to do it so um i'll do my my level best but i also feel confident if these if these ideas have

[1:19:26] Voice 10: have merit and we have most of an idea that um for consideration of both you and fpc that prior

[1:19:32] Voice 10: to december budget that we've got everything you need to know so that would be for the mid-november

[1:19:40] Voice 10: fpc you know that's really what the deadline i'm fighting towards um because for some of these

[1:19:48] Voice 10: things i won't have the information before then like i'm not going to be able to have an accurate

[1:19:52] Voice 10: it you know the office one is chilling to think oh let's reconsider all you know how we do all

[1:19:58] Voice 10: offices for the islands trust well that's not going to happen in six weeks or or or two months

[1:20:07] Voice 10: but um we will see more detail and of course this these requests have to be put together with

[1:20:17] Voice 10: other requests from other committees to get a feel for where we're where this is landing

[1:20:23] Voice 10: It always lands as a high-level tax increase at the start, and then it gets worked, and we get a better idea of what the annual surplus is going to be that we'll bring into the budget for next year as well.

[1:20:39] Trustee Luckham: So this is something in the order of $500,000, right?

[1:20:44] Voice 9: Yep.

[1:20:45] Voice 9: yeah

[1:20:45] Trustee Luckham: so there's a motion on page seven of our package if that's what um and the executive

[1:20:53] Trustee Luckham: committee wants to advance if there's a discussion about removing any one of these items then we

[1:21:00] Trustee Luckham: should have that conversation now would that be correct ceo

[1:21:03] Voice 10: yes okay

[1:21:05] Trustee Luckham: so page

[1:21:05] Voice 10: three page three

[1:21:07] Voice 10: sure

[1:21:08] Trustee Luckham: so uh vice chairs where are we at we want to advance this as presented more or less

[1:21:16] Trustee Luckham: Yes. Yes. Trustee Mott is being thoughtful. He's got his hand up.

[1:21:25] Trustee Maude: I'm OK with advancing this. I think, you know, it's a recommendation.

[1:21:32] Trustee Maude: Yeah, exactly. It's a recommendation. The Salt Spring stuff, I think that there's a hell of a lot of infilling to be done,

[1:21:40] Trustee Maude: which has been spoken of. But but I do suspect when it lands at FPC, there's going to be some questions.

[1:21:46] Trustee Maude: but when it gets to tc hopefully all the answers are in place because i'm afraid we're going to

[1:21:53] Trustee Maude: really bog down on that one particular line item yeah

[1:21:57] Voice 9: so there's a motion there on page three

[1:22:00] Voice 9: anybody wants to read that out sure i

[1:22:09] Voice 11: move that executive committee recommend to the financial

[1:22:13] Voice 11: natural planning committee for inclusion in the fiscal year 2024-25 budget one items one through

[1:22:23] Voice 11: 11 nicely done is

[1:22:25] Voice 11: that okay yes

[1:22:26] Voice 10: okay

[1:22:29] Voice 9: so do i have a seconder trustee maude thank you

[1:22:34] Voice 9: any further discussion on this so

[1:22:41] Trustee Luckham: you know i'm only going to say that this is certainly

[1:22:44] Trustee Luckham: certainly um you know takes your breath away a bit and it's daunting however the recommendation

[1:22:50] Trustee Luckham: is for the good of the organization and so i'm in full support of advancing this and certainly

[1:22:56] Trustee Luckham: council will have to deliberate on um what it considers to be required for

[1:23:03] Voice 9: the good of the

[1:23:03] Voice 9: organization so i'm going to call the vote all those in favor none

[1:23:10] Trustee Luckham: opposed so that carries the

[1:23:11] Trustee Luckham: CAO, it's up to you to wrap it up and make it look nice.

[1:23:16] Trustee Luckham: Lori probably does.

[1:23:19] Trustee Luckham: Okay.

[1:23:21] Trustee Luckham: So that we did remarkably well.

[1:23:23] Trustee Luckham: It's only two o'clock and we're now at,

[1:23:26] Trustee Luckham: and I think we're concluded on that item, CAO.

[1:23:29] Trustee Luckham: So we'll go to the new business item, which was added,

[1:23:32] Trustee Luckham: which is the Bowen Council update for our upcoming meeting.

[1:23:37] Voice 10: Okay.

[1:23:38] Voice 10: Can I provide a bit of an overview, Mr. Chair?

[1:23:40] Voice 10: Please do.

[1:23:41] Voice 10: Okay.

[1:23:41] Voice 10: Okay, so the two, the administration of the two organizations have chatted, we've landed

[1:23:46] Voice 10: and I think with your agreement that the 16th of October is the appropriate date.

[1:23:52] Voice 10: It fits within the referral window, I think, and has been approved unofficially by Bowen.

[1:24:04] Voice 10: So I was speaking with the CAO and we're all aware that, first of all, the conversation

[1:24:11] Voice 10: you're about to undertake there isn't really a legal framework for that or there isn't a policy

[1:24:16] Voice 10: framework for you to go you do this you do that you do this you do that so right now we're going

[1:24:21] Voice 10: back and forth just to outline how that conversation would occur meaning some introduction associated

[1:24:27] Voice 10: with the proposal itself the rules by what you know the second thing would be the rules by which

[1:24:33] Voice 10: the two entities the Allen's Trust and Bowen work together with regards the policy statement

[1:24:40] Voice 10: statement and official community plan amendments and so forth whose responsibilities are what

[1:24:45] Voice 10: then into the specifics of the EC's referral commentary at this first stage back to Bowen

[1:24:52] Voice 10: Council and that this is a meeting held in open public space to discuss some of your comments

[1:24:59] Voice 10: you would then walk through those presumably we would include those in the agenda and any

[1:25:04] Voice 10: conversations will be had that is essentially your item i'm thinking that's like a 35 to 45 minute

[1:25:12] Voice 10: discussion i i it's

[1:25:18] Voice 9: not a half day one anyway so um i could be wrong but your role as prescribed by

[1:25:29] Voice 9: um the

[1:25:32] Voice 10: um the to the protocol agreement and the letters patent i think has it at

[1:25:39] Voice 10: um i think you're well aware of your particular role as you respond to this referral and

[1:25:43] Voice 10: and where we are on the horizon of that application so i was speaking with liam and it might

[1:25:50] Voice 10: they're still on the table the idea where that this could be completely electronic

[1:25:55] Voice 10: so this could be an electronic meeting and because it's a though important it's a single item

[1:26:01] Voice 10: discussion and it could be a 45-minute discussion it seems potentially wasteful to take eight of us

[1:26:09] Voice 10: over there to have a conversation and then all of us get back on either a plane or a variety of

[1:26:15] Voice 10: ferries and cars and then come back here so the options remain i spoke with um him none are perfect

[1:26:22] Voice 10: that's the best one the best one from a human perspective to discuss these matters though you

[1:26:28] Voice 10: may be speaking again and you might want to um when we get later on at third reading and you're

[1:26:34] Voice 10: were providing a response uh so what's on the table is it's really do you have any thoughts

[1:26:40] Voice 10: on whether you're happy with the fully zoom meeting all the participants it would be just

[1:26:44] Voice 10: like this a public meeting with um hosted by the by the mayor some version of a hybrid where chair

[1:26:51] Voice 10: luckman myself or maybe one other person goes over to the meeting and then everyone else is

[1:26:56] Voice 10: coming in electronically that's an option or we all get lori to get us over there somehow

[1:27:05] Voice 10: how physically so those options are on the table i spoke with him um it seems like bowen's not

[1:27:11] Voice 10: offended by any of those but certainly would understand it if it was an electronic meeting

[1:27:15] Voice 10: at this point so

[1:27:18] Trustee Luckham: thank you ceo and if you don't mind you see i'll maybe just kick off just to tell

[1:27:23] Trustee Luckham: you what i think i think in a hundred percent electronic meeting would not be offensive and

[1:27:29] Trustee Luckham: and i think that the fact that we met casually with them at ubcm has broken that ice and that

[1:27:36] Trustee Luckham: that necessity for us to connect with each other as human beings.

[1:27:40] Trustee Luckham: And this is still the very beginning of the conversation.

[1:27:43] Trustee Luckham: This is still at the first reading stage.

[1:27:46] Trustee Luckham: And so the important meeting will be the next one.

[1:27:49] Trustee Luckham: And indeed, that may very well be one that we should have in person

[1:27:54] Trustee Luckham: because the ball field will have changed between now and then.

[1:27:59] Trustee Luckham: But we've covered off a lot of things already.

[1:28:02] Trustee Luckham: And this is a formality.

[1:28:03] Trustee Luckham: and I'd be in favor of doing it electronically if we can.

[1:28:06] Trustee Luckham: If a hybrid was deemed as a better situation, sure.

[1:28:09] Trustee Luckham: But a whole ton of people going over

[1:28:12] Trustee Luckham: and spending an entire day just seems like

[1:28:14] Trustee Luckham: for an early consultation seems a lot.

[1:28:17] Trustee Luckham: So Trustee Peterson.

[1:28:21] Voice 6: Thank you, Mr. Chair.

[1:28:23] Voice 6: Just based on my experiences of hybrids,

[1:28:26] Voice 6: I would prefer either all electronic or all in person.

[1:28:30] Voice 6: um hybrid actually generates issues of uh full participation or not um so i i'm in favor of

[1:28:40] Voice 6: all electronic that's great if that's uh if we can go that way but

[1:28:45] Voice 9: i'm not in favor of hybrid

[1:28:46] Voice 9: trustee mod sorry i was muted

[1:29:00] Voice 8: no

[1:29:02] Trustee Maude: problem i would suggest you know i i totally agree with with um

[1:29:07] Trustee Maude: Vice-Chair Peterson, is that all of one, all of the other,

[1:29:12] Trustee Maude: but I think what would really help

[1:29:15] Trustee Maude: if both organizations were in one room.

[1:29:19] Trustee Maude: So if Bowen was gathered in their chambers

[1:29:21] Trustee Maude: and we were gathered in our chambers,

[1:29:23] Trustee Maude: at least we have our own personalities there.

[1:29:27] Trustee Maude: Everybody's sitting in their living room.

[1:29:29] Trustee Maude: I think that's going to take a little bit more

[1:29:32] Trustee Maude: out of the conversation,

[1:29:33] Trustee Maude: but I do agree that probably the best solution

[1:29:36] Trustee Maude: is to have sort of a zoom type

[1:29:38] Voice 9: format okay that's good that's a good turn

[1:29:47] Trustee Luckham: on twist on that so laurie

[1:29:49] Trustee Luckham: foster you have something to advise us yeah

[1:29:51] Voice 3: i was just going to say with regards to the hybrid

[1:29:53] Voice 3: bowen council would have their um all their people in their chambers and and we would join um

[1:30:00] Voice 3: and in light of new information,

[1:30:03] Voice 3: new suggestions from executive committee,

[1:30:06] Voice 3: I'll leave it at that.

[1:30:10] Trustee Luckham: David Marla

[1:30:11] Voice 1: has some advice.

[1:30:12] Voice 1: Yeah, actually, not to do with the meeting setup,

[1:30:14] Voice 1: but just a little bit to do about

[1:30:16] Voice 1: what you'll be talking about at the meeting

[1:30:18] Voice 1: so I can wait a few more minutes.

[1:30:21] Voice 1: Okay.

[1:30:25] Voice 9: CAO,

[1:30:26] Trustee Luckham: Toby, did you have anything to share?

[1:30:28] Trustee Luckham: You concur with what you've heard?

[1:30:30] Voice 11: No particular preference.

[1:30:31] Voice 11: I think we've already had an informal in-person meeting and made that

[1:30:35] Voice 11: connection. It's great.

[1:30:36] Voice 11: But I think the expense of going over is probably not warranted here.

[1:30:41] Trustee Luckham: Yeah. Okay.

[1:30:42] Trustee Luckham: So the two boardroom meetings does sound like a good idea.

[1:30:51] Trustee Luckham: If it was midday,

[1:30:53] Trustee Luckham: it wouldn't require any overnight stays or travel associated.

[1:30:58] Trustee Luckham: What's the capacity for that?

[1:30:59] Trustee Luckham: uh

[1:31:02] Voice 9: i'm

[1:31:04] Voice 10: not quite understanding oh

[1:31:06] Trustee Luckham: us meeting together in a physical space and then meeting

[1:31:10] Trustee Luckham: together in a physical space that's what i got from david maude is that we would meet in the

[1:31:20] Trustee Luckham: boardroom in victoria and connect with ball and council over zoom and have a zoom meeting where

[1:31:25] Trustee Luckham: they were in their boardroom is that what you said david modern oh yeah okay boy

[1:31:30] Voice 10: okay well uh

[1:31:31] Voice 10: I wasn't paying attention closely enough because I didn't get that.

[1:31:37] Voice 10: I don't know if that would work.

[1:31:39] Voice 10: Well, I don't know either, but it seems like a reasonable idea.

[1:31:42] Voice 10: It does, but, like, do you not feel like right now you can see each other

[1:31:48] Voice 10: and your faces, but imagine my face instead is that extended view

[1:31:54] Voice 10: of six people around a room, and we don't have the technology

[1:31:58] Voice 10: that drops into everyone's face I like

[1:32:01] Voice 10: in our main boardroom um I think the ideas we're thinking

[1:32:06] Voice 10: about from our perspective but um yeah I don't know I don't know if that's like from a practice

[1:32:16] Voice 10: from a meeting quality perspective you're going to get a better experience that way

[1:32:21] Trustee Luckham: right so maybe

[1:32:23] Trustee Luckham: I'll go back to trustee mod and then trustee peterson if you want to david if you want to

[1:32:27] Trustee Luckham: articulate that a little better well

[1:32:29] Trustee Maude: again i guess the thing is is that is that it puts everybody

[1:32:34] Trustee Maude: if you want to go that far is everybody's on a level playing field because it sounds like

[1:32:38] Trustee Maude: bowen is going to be in their council chamber sitting around the table with with that wide view

[1:32:43] Trustee Maude: um and then there would be so i just i i was thinking about logistics and and basically how

[1:32:51] Trustee Maude: the team works together everybody around the table was a lot easier but you know if if we

[1:32:57] Trustee Maude: extrapolate out if Bowen's going to be sitting on on one screen and there's going to be like eight

[1:33:01] Trustee Maude: of us sitting around the zoom meeting on another set of screens it really it becomes dysfunctional

[1:33:09] Trustee Maude: to me um if if they're all going to be in one room I would I would almost strongly argue that

[1:33:15] Trustee Maude: we all should be in one room too because it becomes like visually a lot more acceptable

[1:33:23] Voice 9: yeah yeah does anybody participated

[1:33:27] Trustee Luckham: in a bowen council meeting recently trustee peterson over

[1:33:30] Trustee Luckham: to you i

[1:33:32] Voice 6: was just gonna say as soon as we start all meeting uh us meeting in a in a room um we're

[1:33:39] Voice 6: talking uh expenses and logistics again and uh i think a fully electronic uh meeting is the way to

[1:33:47] Voice 6: go i i don't know um how bowen wants to do their end of it but i don't think that's really up to

[1:33:54] Voice 6: To us, I think if everybody has a Zoom link, whether they're sitting in a boardroom or at home, then we all get the individual faces, etc.

[1:34:08] Voice 6: If we're not going to go there, I'd rather just fully Zoom from our end. That's just my thoughts.

[1:34:15] Voice 6: We

[1:34:16] Voice 11: need to stop doing travel that isn't fully justified. I can't spend a day away for a 35-minute meeting or 40-minute meeting. So I would prefer to zoom in.

[1:34:29] Trustee Luckham: So I think we have a majority feeling, sorry, David, about doing it like this. And how do you want to proceed, CEO?

[1:34:40] Voice 10: i'd like to take that back um let the administration of bowen island i'll confirm it

[1:34:45] Voice 10: with you um he asked me to confirm it with him as soon as possible so i do that either later today

[1:34:50] Voice 10: or tomorrow yeah and then uh uh the next thing we would do is we would prepare for your meeting next

[1:34:57] Voice 10: week we would just have the outline of the agenda and you could you could gather your thoughts

[1:35:02] Voice 10: together next week at your ec meeting in advance of the meeting five days later

[1:35:08] Trustee Luckham: right and so remind

[1:35:10] Trustee Luckham: remind me what date that is the 19th

[1:35:12] Voice 1: 16th it's the

[1:35:15] Voice 1: 16th 16th is the meeting and

[1:35:18] Voice 10: then we're meeting

[1:35:19] Voice 10: as an ec next wednesday a week from today on the 11th yeah right

[1:35:25] Voice 10: okay

[1:35:26] Trustee Luckham: so and oh i see and that is

[1:35:29] Trustee Luckham: on my calendar already there is a governance committee meeting that day but uh that shouldn't

[1:35:34] Trustee Luckham: be too terribly inconvenient okay so

[1:35:36] Voice 10: that's that's going to be moved that will likely be moved

[1:35:42] Trustee Luckham: Governance?

[1:35:43] Voice 10: Yes.

[1:35:44] Voice 10: Okay.

[1:35:44] Voice 10: A request from the chair into November sometime, so.

[1:35:48] Trustee Luckham: Okay.

[1:35:48] Trustee Luckham: Good then.

[1:35:49] Trustee Luckham: Okay.

[1:35:49] Trustee Luckham: Yeah.

[1:35:51] Trustee Luckham: Is there any real, any real, just any cause of concern here?

[1:36:01] Voice 9: No?

[1:36:02] Voice 9: Okay.

[1:36:04] Voice 8: Yeah.

[1:36:04] Voice 1: I was just going to.

[1:36:05] Voice 1: Yeah, David.

[1:36:06] Voice 1: You were going to.

[1:36:06] Voice 8: Yeah.

[1:36:07] Voice 8: I was just going to.

[1:36:08] Voice 1: Okay.

[1:36:09] Voice 1: Yeah.

[1:36:10] Voice 1: Yeah, I just want to remind you that this is, and I think, Chair Larkin, you've already alluded to it.

[1:36:15] Voice 1: This is under the latest patent. So this is not about approval.

[1:36:20] Voice 1: So the meeting is to review the bylaw.

[1:36:23] Voice 1: So it's really for you to help Boeing to understand what they need to do to gain support of the executive committee when it comes back to you.

[1:36:32] Voice 1: So obviously you can't fetty your authority. You can't say, yeah, we'll approve it if you do that.

[1:36:37] Voice 1: but just get them to understand what it is that's causing concerns so that they can then at least

[1:36:44] Voice 1: take that into account that information would then become public at the public hearing and they can

[1:36:50] Voice 1: do what they want and then send the bylaws back to you to decide to continue with them okay so

[1:36:55] Voice 1: that's in relation to the official community plan uh the land use bylaw uh boeing um you can talk

[1:37:05] Voice 1: about it but it's really the LCP because that's what you need to come back to for the lines use

[1:37:08] Voice 1: by law that will follow to whatever they do to the LCP okay so I just wanted to just kind of give

[1:37:15] Voice 1: you that it's not you know don't feel you have to make any commitments you're there to kind of

[1:37:21] Voice 1: provide more information as to why you feel it's not consistent with the island's trust

[1:37:27] Voice 1: policy statement yeah

[1:37:29] Trustee Luckham: so we should be prepared um that would help yeah and obviously what we

[1:37:37] Trustee Luckham: message there it's it's an unusual situation right because you've got a third party in between the

[1:37:43] Trustee Luckham: application and the approval by the honest trust and so and that being bone council and so they

[1:37:50] Trustee Luckham: need to be able to get enough from us so that they can articulate the rationale why to the uh

[1:37:56] Trustee Luckham: to the GVRD in, am I got that right?

[1:38:01] Trustee Luckham: Yeah, it

[1:38:01] Trustee Luckham: is GVRD actually. Yeah.

[1:38:04] Voice 9: Thank you.

[1:38:04] Voice 9: I

[1:38:05] Trustee Luckham: get it to the GVRD in order to,

[1:38:07] Trustee Luckham: for them to understand what potential changes or further information is

[1:38:12] Trustee Luckham: required in order to gain some support from Islands Trust.

[1:38:17] Trustee Luckham: Is that close?

[1:38:19] Trustee Luckham: Yeah. That's a good way to look at it.

[1:38:22] Trustee Luckham: Okay.

[1:38:23] Trustee Luckham: okay so do you need anything more from this wonderful executive team you've got here

[1:38:28] Trustee Luckham: no

[1:38:30] Voice 1: but there's nothing we can do to help you let's not oh

[1:38:33] Trustee Luckham: well um so yeah let's maybe do a

[1:38:37] Trustee Luckham: little bit of thinking about this in advance of our meeting next week so that we um are on a good

[1:38:46] Trustee Luckham: firm ground we need to be have a common kind of a message there yeah

[1:38:50] Voice 1: i think the agenda rest is set

[1:38:52] Voice 1: up so that we can maybe myself or you russ i can set up you know why we're here why you know what

[1:38:59] Voice 1: the legislation is what we're working under before you have to jump in and start you know yes i think

[1:39:05] Voice 10: there's going to be a request to have some explanation for the public generally of you

[1:39:10] Voice 10: know at the outset of the meeting of the very uh what is the legislative responsibilities between

[1:39:16] Voice 10: the two entities and what can be expected and where we are so some real world explanation of

[1:39:21] Voice 10: of that would help bowen islanders yeah

[1:39:23] Trustee Luckham: and i think there's probably six or eight specific

[1:39:29] Trustee Luckham: uh um policies that we've um referred to and so we need to be tight on the rationale

[1:39:38] Trustee Luckham: for raising those sections yeah i believe there was 10 okay yeah so i knew it was quite a few

[1:39:46] Trustee Luckham: that's that in itself is unusual usually and

[1:39:49] Voice 10: of course we'll have this on your agenda for next

[1:39:51] Voice 10: week okay okay

[1:39:52] Voice 10: um

[1:39:53] Trustee Luckham: so then the final two items here then is um correspondence from trustee gabbro and

[1:40:00] Trustee Luckham: we've already agreed to contain that in the fpc package send it and then the next final item is

[1:40:08] Trustee Luckham: our next week ec and maybe we've covered that off already but russ hudson over to you yeah thanks

[1:40:14] Voice 10: mr chair so this of course is falling quickly on the heels of trust council where you've just

[1:40:20] Voice 10: review most of the work the staff has had the ability to provide to you so what normally happens

[1:40:25] Voice 10: here is there is there are no bylaws in front of you so you're going to have a relatively light

[1:40:32] Voice 10: meeting particularly in that we're getting this agenda ready by tomorrow night and we're getting

[1:40:39] Voice 10: the fpc agenda the amendments that you've just made out for the end of day friday so what you

[1:40:47] Voice 10: will likely have is um uh we'll bring you a a briefing on the recommendation or the thinking

[1:40:56] Voice 10: not a recommendation the thinking associated with how we'll deliver the reconciliation learning

[1:41:00] Voice 10: group um consultancy so we'd like you to be aware of that um an opportunity will be on the agenda

[1:41:08] Voice 10: for the bowen meeting where we'll go through essentially what you've been doing already

[1:41:13] Voice 10: already and then of course uh business decision headlights from trust council as well as a trust

[1:41:20] Voice 10: council round table where um we sit and go over any improvements or insights from the from the

[1:41:27] Voice 10: last trust council meeting and that would be it so it's um just letting you know that is it uh

[1:41:34] Voice 10: should you have it i mean i think so but there's nothing critical that's coming up for your next

[1:41:41] Voice 10: wednesday meeting okay

[1:41:44] Voice 9: uh tim peterson yeah

[1:41:49] Voice 6: um i was just and i had sent an email about this uh

[1:41:53] Voice 6: i think yesterday or perhaps the day before but uh uh do we want to uh solicit feedback on trust

[1:42:01] Voice 6: council from trustees prior to next week's meeting uh i've certainly received some uh without any

[1:42:08] Voice 6: solicitation but i wondered if we wanted to do a broad solicitation for trustees in general

[1:42:15] Voice 6: before we sit down and have that round table that

[1:42:19] Trustee Luckham: may be difficult to accomplish at this point in

[1:42:21] Trustee Luckham: time to bring to the table but

[1:42:25] Voice 9: ceo uh you

[1:42:31] Voice 10: want us to pull trustees and get ready for tomorrow

[1:42:33] Voice 10: afternoon no

[1:42:36] Voice 6: what i would be a challenge

[1:42:37] Voice 6: maybe an email to trustees to uh uh send their reflections

[1:42:46] Voice 6: to ec prior to next week's meeting that's more what i was thinking and

[1:42:52] Voice 9: i see trustee mod has to

[1:42:53] Voice 9: go so i was just thinking to inform our round table yeah yeah i just i

[1:43:06] Trustee Luckham: guess uh it's certainly

[1:43:08] Trustee Luckham: a great idea we would have to compile that information and make it available in this

[1:43:12] Trustee Luckham: So everybody to ensure that we can have that.

[1:43:16] Voice 10: Certainly EC itself could.

[1:43:19] Voice 10: You

[1:43:19] Voice 9: guys could do that.

[1:43:25] Voice 9: Yeah.

[1:43:26] Voice 9: I could send out a message right

[1:43:28] Trustee Luckham: when we hang up here.

[1:43:29] Trustee Luckham: If you're interested in feedback on Trust Council, please get your...

[1:43:34] Voice 6: That's all I'm asking for.

[1:43:35] Voice 6: I think that would be great.

[1:43:37] Voice 9: Okay.

[1:43:37] Voice 9: I will do that as soon as we hang up.

[1:43:43] Voice 9: That's two things on my list.

[1:43:44] Voice 9: And

[1:43:44] Voice 11: just a note.

[1:43:45] Voice 11: we just got an email saying that the link for this meeting was not available online

[1:43:51] Voice 11: and so there may have been a problem with people who wanted to join or watch

[1:44:00] Voice 11: so we just might want to note that in the minutes okay

[1:44:07] Voice 9: don't know i have to go sorry

[1:44:13] Voice 9: the

[1:44:14] Voice 11: cancel that live information that is actually incorrect yeah

[1:44:21] Voice 3: there was an attendee already in

[1:44:23] Voice 3: so that's uh saying

[1:44:24] Voice 11: evidence that of course

[1:44:25] Voice 11: forgive me for ever calling into question this

[1:44:29] Voice 11: administration here all

[1:44:31] Voice 9: right um anything further today then next week

[1:44:38] Trustee Luckham: let's call this meeting

[1:44:40] Trustee Luckham: adjourned and toby could you hang on for a minute after laurie's closed the recording do you have

[1:44:45] Trustee Luckham: time thanks

[1:44:47] Voice 9: all sure do

[1:44:48] Voice 9: all right

[1:44:50] Voice 9: okay

[1:44:52] Voice 3: let me uh stop everything thanks yeah

[1:44:55] Trustee Luckham: yeah then you can hang

[1:44:56] Trustee Luckham: up and I'll just log off and I think it'll just shut off. I

[1:45:00] Voice 11: think Lori has to stay logged in.

Executive Committee Minutes of a Special Meeting  Page 1 of 3 
October 4, 2023 ADOPTED 
 
Executive Committee 
Minutes of a Special Meeting 
 
Date:  
Location:  
October 4, 2023 
Electronic meeting, Public venue 
Islands Trust  
200-1627 Fort Street 
Victoria, BC V8R 1H8 
 
Members Present: Peter Luckham, Chair, Thetis Trustee 
 Tobi Elliott, Vice-Chair, Gabriola Trustee 
 David Maude, Vice-Chair, Mayne Trustee (Victoria boardroom) 
 Timothy Peterson, Vice-Chair, Lasqueti Trustee 
  
Staff Present: Russ Hotsenpiller, Chief Administrative Officer (CAO) 
 David Marlor, Director, Legislative Services (DLS) 
 Clare Frater, Director, Trust Area Services (DTAS) 
Stefan Cermak, Director, Planning Services (DPS) 
Lori Foster, Executive Coordinator/Recorder 
 
Members of the public 
present: 
None 
 
1. CALL TO ORDER 
 
Chair Luckham called the meeting to order at 12:34 p.m. and stated gratitude to live and work 
on Coast Salish First Nations territory. 
 
2. APPROVAL OF AGENDA 
 
2.1 Introduction of New Items 
 
For consideration to add the following at: 
 
4.1 Bowen Council meeting update – Discussion 
 
2.2 Approval of Agenda 
 
By general consent, the agenda was approved as amended. 
 
3. EXECUTIVE COMMITTEE PROJECTS 
 
 
 

 
 
Executive Committee Minutes of a Special Meeting  Page 2 of 3 
October 4, 2023 ADOPTED 
3.1 Executive Committee FY2024/25 Business Cases – RFD 
 
CAO Hotsenpiller introduced the request for decision (RFD) and gave an overview of the 
business cases. 
 
Regarding the eleven (11) recommended budget allocations, shown in the table on 
pages 4-6 of the agenda package, Executive Committee and staff discussed the 
rationales for the requests. 
 
 The History and Heritage Grants in Aid program was not funded last fiscal (the 
2023/24 column should read zero, not $4,000). 
 
 Regarding the $30,000 budget request to support reconciliation, staff will bring a 
report to Executive Committee’s next meeting outlining how the Provincial grant of 
$150,000 for reconciliation (to be spent over 5 years) is intended to be allocated in 
conjunction with this budget request. 
 
 In general, Executive Committee commented on the future of Islands Trust office 
locations, that a remote work force offers downsizing options or centralization.  The 
budget request for the Salt Spring office relocation is currently dynamic pending 
receipt of further details. 
 
EC-2023-100 
It was Moved and Seconded, 
 That Executive Committee recommend to the Financial Planning Committee, for 
inclusion in the Fiscal Year 2024/25 Budget:  
1.  $10,000 for History and Heritage Grants in Aid 
2. $15,000 for Application Sponsorship 
3. $30,000 for Reconciliation Action Plan 
4. $50,000 for Communications 
5. $1,000 for NAPTEP application sponsorship 
6. $10,000 Building footprint GIS data layer 
7. $35,000 for Policy Statement Amendment Project 
8. $90,000 for Bylaw Portal Licensing and Implementation Project 
9. $84,291 GIS Coordinator 
10. $34,000 for Microsoft 360 
11. $210,000 Salt Spring Island Office relocation 
CARRIED 
 
By general consent, Executive Committee requested staff include in its budget recommendation to the 
Financial Planning Committee, Trustee Gauvreau’s correspondence (item 5.1) supporting the History 
Heritage Grants in Aid program.  
 
4. NEW BUSINESS 
 
4.1 Bowen Council meeting update – Discussion 
 

 
 
Executive Committee Minutes of a Special Meeting  Page 3 of 3 
October 4, 2023 ADOPTED 
Executive Committee discussed logistics for the October 16
th
 meeting with Bowen Island 
Municipal (BIM) Council regarding BIM’s proposed bylaws No. 608 and 609. 
 
BIM will be hosting the meeting from its council chambers on Bowen and will offer 
electronic participation.   
 
By general consent, Executive Committee will attend the BIM meeting electronically. 
Staff will bring a briefing to EC’s October 11 regular business meeting outlining further 
details regarding this meeting. 
 
5. CORRESPONDENCE (for information unless raised for action) 
 
5.1 Trustee Gauvreau re:  History Heritage and Conservation Grant email dated 
September 7, 2023 
 
Forward to Financial Planning Committee as requested.  
 
6. NEXT MEETING 
 
CAO Hotsenpiller provided an overview of agenda items coming to the October 11, 2023, 
Executive Committee meeting including a review of Trust Council’s September 26-28 meeting 
held on North Pender Island.  
 
By general consent, Chair Luckham will send an email to all trustees requesting feedback and 
comments for Executive Committee’s consideration regarding Trust Council’s September 
meeting.  
 
7. ADJOURNMENT 
 
 
_________________________ 
Peter Luckham, Chair 
 
Certified Correct 
 
_________________________ 
Lori Foster, Executive Coordinator