Islands Trust Executive Committee regular meeting, October 11, 2023

[0:00:06] Voice 7: and the streaming.

[0:00:12] Voice 8: Yeah, we're just getting out of time. Okay, Joe, we're ready.

[0:00:18] Trustee Luckham: All right, great. Well, good morning, everybody. My name is Peter Luckum. I'm Chair of Trust

[0:00:24] Trustee Luckham: Council, Chair of the Executive Committee, elected on Thetis Island in Penelope Lackson

[0:00:30] Trustee Luckham: territory. I'm grateful every day for waking up in this amazing part of the world and always

[0:00:38] Trustee Luckham: recognizing and appreciating the long history since time immemorial of the Coast Salish people

[0:00:45] Trustee Luckham: that have lived here and preserved and protected this place in their wake. And certainly we

[0:00:57] Trustee Luckham: We appreciate that in the work that we do.

[0:01:00] Trustee Luckham: I'm joined today by Executive Committee members.

[0:01:04] Trustee Luckham: I'll let you introduce yourself, Trustee Maude.

[0:01:07] Trustee Luckham: Good morning.

[0:01:08] Trustee Maude: Thank you very much.

[0:01:09] Trustee Maude: From Maine Island, the traditional Homo Wissanic people.

[0:01:13] Trustee Maude: But once again, joining you from the wonderful environs of Oak Bay.

[0:01:18] Trustee Luckham: Very good.

[0:01:19] Trustee Luckham: And Vice Chair Elliott.

[0:01:23] Trustee Elliott: Good morning, everybody.

[0:01:24] Trustee Elliott: Here on Gabriola Island in Seneimo First Nation Territory.

[0:01:27] Trustee Elliott: I've just finished a cold water dip in the ocean, so I'm reminded how incredible this place is that we live.

[0:01:37] Trustee Elliott: So apologies to those of you who didn't get in the ocean today, but really, you ought to try it.

[0:01:42] Trustee Elliott: Hi to everybody.

[0:01:44] Trustee Luckham: Good morning.

[0:01:45] Trustee Luckham: Trustee Peterson.

[0:01:47] Trustee Luckham: Actually, all of you are vice chairs.

[0:01:49] Trustee Luckham: Maybe your labels say vice chair would help me.

[0:01:52] Trustee Luckham: Anyway, go ahead, Trustee Peterson.

[0:01:54] Trustee Luckham: Good

[0:01:55] Voice 3: morning. Elected on Laskete Island, and coming to you this morning from beautiful Salt Spring Island in the territory of Coast Salish Peoples.

[0:02:08] Trustee Luckham: Excellent. And in the boardroom there in Victoria, in Oak Bay, Lugankwin and Speaking Peoples Territory, CAO Hottenpiller.

[0:02:22] Voice 1: What's he asking me?

[0:02:23] Voice 1: Just take care of yourself.

[0:02:25] Voice 1: Good morning.

[0:02:29] Trustee Luckham: And I see Director Frater back there,

[0:02:32] Voice 4: and

[0:02:34] Trustee Luckham: Legislative Services Manager David Mahler.

[0:02:37] Voice 4: Hi, good morning.

[0:02:39] Trustee Luckham: And Robert Barlow, thank you for stepping up and filling in for Laurie.

[0:02:43] Trustee Luckham: Appreciate that.

[0:02:45] Trustee Luckham: And it looks like we also have Stefan Cermak, Regional Director of Planning Services.

[0:02:50] Trustee Luckham: Let me just have a quick look here.

[0:02:55] Trustee Luckham: I think that covers it.

[0:02:58] Trustee Luckham: all right so let us uh begin

[0:03:01] Trustee Maude: um just here where we're not live streaming yet

[0:03:07] Trustee Maude: i don't know if you want to pause okay

[0:03:13] Trustee Luckham: um well

[0:03:17] Trustee Maude: i'm going to continue to

[0:03:19] Trustee Luckham: let staff figure that out

[0:03:21] Trustee Luckham: um the recording is being made that's good and hopefully we can get members of the public that

[0:03:27] Trustee Luckham: want to join us online as soon as possible is that all right with the executive committee

[0:03:32] Trustee Luckham: committee members. We'll just proceed. So we have an agenda before us. And I'll just ask at this

[0:03:40] Trustee Luckham: time if there's any additional items that need to be added to the agenda. I recognize that we did

[0:03:49] Trustee Luckham: receive some feedback. Thank you, trustees, all of you, regarding trust council follow-up. And so

[0:03:58] Trustee Luckham: So I would just include those conversations in that conversation where we get there

[0:04:06] Trustee Luckham: rather than including the individual emails and listing them on the agenda.

[0:04:11] Trustee Luckham: So if that's all right, is there anything else?

[0:04:15] Trustee Luckham: I see a hand up from a panelist, Trustee Peterson.

[0:04:21] Voice 3: Yeah, I was just, I've been told that the province has just changed their rules around rainwater catchment for multifamily dwellings.

[0:04:34] Voice 3: And I was just wondering if we could have a quick just discussion.

[0:04:39] Voice 3: I'd like to get some more information on that and maybe ask staff to help us out with that.

[0:04:45] Voice 3: I see. What

[0:04:45] Voice 3: do you call that? What was the new information?

[0:04:48] Voice 3: It's rainwater catchment for multifamily dwellings.

[0:04:53] Trustee Luckham: Sorry, I'm missing the first word for some reason. Your audio isn't very good here. Something about catchment for multifamily dwellings?

[0:05:00] Voice 3: Rainwater.

[0:05:02] Trustee Luckham: Rainwater. Okay. Have you raised this with staff already?

[0:05:11] Voice 3: No, sir. I was just hoping that we could formulate a question to staff.

[0:05:16] Voice 3: Sure.

[0:05:17] Trustee Luckham: That would be probably the most appropriate thing to do. So I'll just add that at 9.5 as new business. And yeah, they won't necessarily be prepared, although they may have some information. But let's ask a question so that we can get some information later.

[0:05:34] Trustee Luckham: later. Anything else that needs to be added or removed from the agenda? All right. So then I am

[0:05:44] Trustee Luckham: going to take it by general consent that the agenda be adopted as amended. And there are context

[0:05:53] Trustee Luckham: notes. There are no context notes on this particular agenda. And it's a pretty straightforward

[0:05:58] Trustee Luckham: forward agenda we have a time scheduled to finish today at about 2 15 or 2 30 or something i think

[0:06:07] Trustee Luckham: and so i presume we should be able to manage that with a break for lunch in there somewhere unless

[0:06:12] Trustee Luckham: we manage to scurry through this uh quicker than expected but let's uh at least plan for that is

[0:06:19] Trustee Luckham: that all right with everybody yeah okay so um rise and report decisions from previous um closed

[0:06:29] Trustee Luckham: meeting. There's nothing here today. So the first two items of business are the adoption of our

[0:06:35] Trustee Luckham: minutes. At 4.1, we have Executive Committee Draft, September 26 minutes. Are there any changes

[0:06:41] Trustee Luckham: to those minutes? Okay, nothing heard. So then let's, by general consent, adopt the minutes of

[0:06:51] Trustee Luckham: September 26 as presented. And thanks to Lori for the excellent work there. 4.2, Executive

[0:06:59] Trustee Luckham: committee draft October 4th, 2023 special meeting minutes. That was our meeting where we discussed

[0:07:05] Trustee Luckham: the business cases to advance through the financial planning committee with the CAO.

[0:07:11] Trustee Luckham: Are there any changes necessary there? All right. So again, we will adopt those

[0:07:19] Trustee Luckham: by general consent as presented. And again, thanks to Lori for the excellent work.

[0:07:26] Trustee Luckham: Follow-up action list and updates is next.

[0:07:29] Trustee Luckham: So, you know, reflecting on a number of things, you know, where we're at in the term, where we're at with our strategic planning and corporate planning, reflections on some of the correspondence we received with respect to the work that goes on.

[0:07:48] Trustee Luckham: I'm just going to reflect that the follow-up action list has eight pages of follow-up actions.

[0:07:56] Trustee Luckham: And then I'll note that later on in the agenda, and the same thing applies to the Trust Council follow-up action list, is 18 pages of work.

[0:08:05] Trustee Luckham: And it strikes me that on occasions that's a bit overwhelming, and there's a number of older items on those.

[0:08:11] Trustee Luckham: and would look to the CAO about perhaps more consolidation of these pieces of work.

[0:08:20] Trustee Luckham: But I think that I'd like to actually go through these a little bit more carefully

[0:08:24] Trustee Luckham: than we might normally, just to get some reporting on where we're at

[0:08:29] Trustee Luckham: and the currency of those items.

[0:08:32] Trustee Luckham: But normally what we would do is go around the table with the staff,

[0:08:38] Trustee Luckham: staff, starting with the CAO, to address items on the follow-up action list. So let's see

[0:08:43] Trustee Luckham: how that goes. But I'm curious about improving this and making sure that our goals are compatible

[0:08:56] Trustee Luckham: with the resources that we have available. So if that's all right, CAO Hotson-Piller,

[0:09:02] Trustee Luckham: over to you for your report.

[0:09:04] Trustee Luckham: Thanks

[0:09:04] Voice 15: very much, Chair Luckom, and thank you for those comments. I think that's

[0:09:08] Voice 15: a very insightful um just before we get to the fuel we we are in a period where we're feeling

[0:09:15] Voice 15: a vast amount of of work it's a post-trust council um it's not one or two positions it

[0:09:22] Voice 15: feels pretty endemic um so if we want to take a little bit of time here as the as this is not

[0:09:29] Voice 15: an extensive agenda and work through some of these and um which we've done in the past

[0:09:36] Voice 15: But certainly Trust Council needs to undertake that exercise and I committed to doing that for the December Trust Council, so we'll have to build some time into that moment.

[0:09:45] Voice 15: But if you want to do a little bit of that here, I think that would be very valuable.

[0:09:51] Voice 15: And I'll lead off with my portion and maybe we'll just do a slightly more granular walkthrough.

[0:10:00] Voice 15: so

[0:10:00] Trustee Luckham: thank you thank you ceo for uh recognizing that as well i sort of sprung this on you i didn't

[0:10:06] Trustee Luckham: say that but i'm i'm glad that we're on a similar page about um um as you've characterized these

[0:10:12] Trustee Luckham: two lists so over to you uh granular folks that's okay with vice chairs i think is appropriate this

[0:10:18] Trustee Luckham: time post council go ahead

[0:10:20] Voice 15: okay so uh let's go to page nine um uh the first one that has been

[0:10:25] Voice 15: initiated so i would say that uh there's been one meeting of the group um there's been some

[0:10:31] Voice 15: really good conversations about how that group's going to be intellectually resourced and um that's

[0:10:36] Voice 15: ongoing so i think this now moves into more of an operational place and less um on the follow-up

[0:10:42] Voice 15: action list um and the program's being um initiated so um i would suggest that that would come off so

[0:10:50] Voice 15: the next time you see that that would be that would read complete um item two

[0:10:56] Voice 15: um is also complete we've told the minister this and trust council has sent this to

[0:11:05] Voice 15: the governance committee i believe for further staff work um and and thinking

[0:11:15] Voice 15: along with the another fairly so that's a fairly significant piece along with um

[0:11:24] Voice 15: And the staff that request for the staff to review the visioning process as well.

[0:11:30] Voice 15: You know, so those are two sort of conceptual pieces that we've come out of trust council with.

[0:11:35] Voice 15: So I would say that this could come off. This has occurred.

[0:11:41] Voice 15: But that's up to you. It could live as a marker.

[0:11:45] Voice 15: We have an item.

[0:11:47] Voice 15: So,

[0:11:47] Trustee Luckham: CEO, before you move on to item two, if that's all right.

[0:11:50] Trustee Luckham: Like, how will we create the opportunity or reminder for us for ongoing monitoring of that?

[0:11:59] Trustee Luckham: I certainly agree with removal of item one, because that's now fully operational, fully in the hands of staff.

[0:12:05] Trustee Luckham: But obviously, there's a responsibility back to EC to monitor the progress associated with the governance review.

[0:12:12] Trustee Luckham: But perhaps I just need to let that go and leave that to the governance committee to report back to us.

[0:12:18] Trustee Luckham: yeah

[0:12:20] Voice 15: i think that would now live on our trust council fuel right um right because there's a

[0:12:25] Voice 15: motion that came forward now i don't have in front of me and i was probably in the agenda

[0:12:29] Voice 15: somewhere but it's just business decision highlights um okay so that's where we have to

[0:12:37] Voice 15: the issue now lives somewhere else um it would be my responsibility to connect you to that

[0:12:44] Voice 15: but it's not really then this if the fuel should be ongoing actions that we

[0:12:52] Voice 15: work not a placeholder for things that you're monitoring so once the

[0:13:01] Voice 15: government's committee does whatever work it does it would come back and the

[0:13:06] Voice 15: fact is we have responded to the minister so this this is over and the

[0:13:13] Voice 15: department and told them but but the next action might be in december or it might be december 2027

[0:13:21] Voice 15: um i don't think this could reasonably stay on your list um for that period of time

[0:13:26] Trustee Luckham: vice chairs

[0:13:28] Trustee Luckham: do you concur with that assessment and we'll remove that from the list

[0:13:34] Trustee Luckham: yes trustee elliott i do

[0:13:37] Trustee Elliott: wonder though does the responsibility for the overall strategy and

[0:13:42] Trustee Elliott: approach and timing not still rest with EC. And so are we to expect that the governance committee

[0:13:50] Trustee Elliott: would do some work and then that could be, you know, come back in a report whenever they're

[0:13:58] Trustee Elliott: able and that will come back to EC at that point?

[0:14:02] Voice 15: Yeah. You know what, it might be an alternative

[0:14:05] Voice 15: and realistic is to transfer this to your work plan. And so you'll just end up with a really

[0:14:14] Voice 15: long work plan and it would be something to the effect of that executive committee

[0:14:20] Voice 15: uh monitor and respond when appropriate to the province with regards um the request for a for a

[0:14:27] Voice 15: review and it would live there and it could live there as long as it takes but then it's off your

[0:14:33] Voice 15: current list of works so then

[0:14:37] Trustee Luckham: we could move that to 11.1 is that what you're saying that's what

[0:14:41] Trustee Luckham: i'm saying okay so maybe when you've concluded this to hit it all off and maybe a single motion

[0:14:50] Trustee Luckham: if the motion is necessary we would say that uh item two be moved to the uh work program as some

[0:14:57] Trustee Luckham: monitoring uh item or something like that

[0:15:03] Voice 7: okay okay

[0:15:05] Trustee Luckham: so you continue then hopefully that answers

[0:15:08] Trustee Luckham: is the questions thank you go

[0:15:09] Voice 15: ahead item three will

[0:15:15] Voice 15: return to us when stefan does his update

[0:15:19] Voice 15: um we have had a visioning exercise that's being completed um but like the other issue it lives on

[0:15:27] Voice 15: as a as something that uh there's further work to be undertaken i've and it's been returned to staff

[0:15:37] Voice 15: So we've had the exercise. The visioning process is now a piece of work of executive committee.

[0:15:48] Voice 15: Right. Just like this previous issue.

[0:15:51] Trustee Luckham: Oh, I see. Sorry. You're on item for item three.

[0:15:56] Trustee Luckham: You you jumped over that one. Coordinate roundtable.

[0:15:59] Voice 15: I did that because I said that Stefan would also on his list.

[0:16:04] Voice 15: and he's more intimate with um where that is so okay so you can return to that yep

[0:16:11] Voice 15: yes um so the visioning process i think is now a working item of executive committee we have

[0:16:23] Voice 15: had um a visioning exercise yes

[0:16:27] Voice 4: that's completely um

[0:16:29] Voice 15: certainly we can explore future workshop

[0:16:32] Voice 15: sessions on decision-making at an appropriate time I think that really

[0:16:36] Voice 15: fits in with the corporate planning process so as we're under some process

[0:16:40] Voice 15: of adoption of new policies and procedures are so associated with a

[0:16:45] Voice 15: proper planning process we would fold that in this has been completed item 6

[0:16:52] Voice 15: so the strategic plan has been amended to include these items 7 and 8 are the

[0:17:00] Voice 15: same um essentially uh so they could be combined and we've had one session already um but i but i

[0:17:11] i do think that that seven and eight needs to be informed or be

[0:17:17] Voice 15: correlational to item four above

[0:17:23] Voice 15: no item two above which is the um that has to be coordinated with a request for a governance review

[0:17:34] Voice 15: review of the trust entirely. And as a part of that, there's been a request for a funding review.

[0:17:43] Voice 15: Is everyone following me?

[0:17:45] Trustee Luckham: Yeah, I think what you're saying is items two,

[0:17:50] Trustee Luckham: sorry, six and seven and eight need to be, no, six and seven need to be combined

[0:17:56] Trustee Luckham: and end up on our work plan. Is that what you're saying?

[0:18:00] Trustee Luckham: Two,

[0:18:01] Voice 15: seven and eight. Seven and eight are included in two because the request to the minister in that original letter had in it a request for a funding review as well as a structural review and a governance review and investigations around the mandate of the trust.

[0:18:20] Voice 15: so it's a comprehensive request item two and trust councils decided they want to invest some time and

[0:18:25] Voice 15: thinking into refining that that's that's ongoing if you want to keep seven and eight

[0:18:32] Voice 15: live on your fuel you can but it's the same thing as item two so

[0:18:40] Trustee Luckham: two seven and eight

[0:18:43] Trustee Luckham: should be on our work plan is that what you're saying now because it's an active work

[0:18:49] Trustee Luckham: yes okay uh vice chair elliott thank

[0:18:56] Trustee Elliott: you chair um so one of the things that occurs to me in

[0:18:59] Trustee Elliott: this overall strategy is we'd highlighted the importance of the conservancy and its

[0:19:05] Trustee Elliott: contribution to the preserve and protect mandate as a pretty strong argument for revisiting the

[0:19:14] Trustee Elliott: funding formula. So where does the conversation lie with the Conservancy in sort of developing that

[0:19:24] Trustee Elliott: case, so to speak? Is this a possibility for our EC Conservancy liaison meeting in the future? I

[0:19:32] Trustee Elliott: think it might be a good place for that dialogue and developing that, but Conservancy is under

[0:19:42] Trustee Elliott: resourced with staff right now so this is a tough one to figure out how to get the work done

[0:19:47] Trustee Elliott: i

[0:19:53] Voice 15: think i could respond yes

[0:19:56] Voice 7: please so

[0:19:57] Voice 15: this that question was visited last term where the at the

[0:20:03] Voice 15: liaison annual liaison meeting this issue came up about the strategic benefits of um emphasizing

[0:20:11] Voice 15: sizing or leveraging the role of the conservancy in any funding request that has not gone away

[0:20:18] Voice 15: and i believe it's on the agenda or the the work plan of the lead of your combined oh right

[0:20:27] Voice 12: okay and

[0:20:28] Voice 15: the other good news element here is the contemplation of instead of having annual

[0:20:34] Voice 15: let's keep in touch meetings there's the concept of having more um social meetings more often

[0:20:40] Voice 15: between the Conservancy and Executive Committee.

[0:20:45] Voice 15: So I think that there's the possibility to revisit this more regularly.

[0:20:49] Trustee Elliott: Good. God, it's not going to be dropped. Thank you.

[0:20:53] Trustee Luckham: Okay. You want to proceed with the remaining items there?

[0:21:00] Voice 15: Item 10 is

[0:21:01] Voice 15: happening as we speak, which is forwarding your budget recommendations.

[0:21:04] Voice 15: There's been some revisions.

[0:21:07] Voice 15: Two of those items have ongoing work associated with them.

[0:21:10] Voice 15: One is the siting of any potential office for Salt Spring Island.

[0:21:14] Voice 15: That's a moving issue.

[0:21:17] Voice 15: And the second is GIS staff resourcing.

[0:21:21] Voice 15: And so those will have some amendments, either verbally or in writing, and they'll go forward today or tomorrow to FPC.

[0:21:32] Voice 15: And then, of course, we'll have the FPC meeting on the 18th and really start the budget discussion for 2025.

[0:21:38] Voice 15: 25 so that's my list

[0:21:44] Trustee Luckham: that's helpful thank you um vice chairs do you have any questions on the list

[0:21:51] Trustee Luckham: at this point so number nine notify the icc that will fall off because that's complete right

[0:22:00] Trustee Luckham: i

[0:22:04] Voice 15: think so yeah um

[0:22:07] Trustee Luckham: so do you so before we move off of this list do you need any

[0:22:10] Trustee Luckham: motion here or can you take the general consensus here of the executive committee to make those

[0:22:18] Trustee Luckham: changes which included removing those items that are completed and then moving two seven and eight

[0:22:24] Trustee Luckham: to the executive committee work plan if

[0:22:29] Voice 15: it was presented just as simply as you said it

[0:22:32] Voice 15: probably would be a good idea okay

[0:22:35] Trustee Luckham: so then i would uh then by motion say um a move that um

[0:22:41] Trustee Luckham: the executive committee follow-up action list be updated by removal of those items that have been

[0:22:49] Trustee Luckham: completed. Yeah. And that items two, seven, and eight be consolidated and placed on the

[0:23:02] Trustee Luckham: executive committee work plan. Does that sound right, CAO?

[0:23:07] Voice 14: Sounds great.

[0:23:09] Trustee Luckham: Seconded by David Maude.

[0:23:11] Trustee Luckham: thank you david any discussion all those in favor that carries unanimously thank you uh vice chairs

[0:23:21] Trustee Luckham: um so now ceo do you want to move into your um operational report update

[0:23:29] Voice 15: yeah it's fairly brief um the first one that's um occupying my mind and time is is staffing

[0:23:38] Voice 15: staffing, and matching our resources to the requests from our various governing bodies

[0:23:47] Voice 15: to achieve what's on our various work plans.

[0:23:51] Voice 15: So that is taking up a significant amount of time for myself and the other directors.

[0:23:56] Voice 15: So that's mission one.

[0:24:00] Voice 15: The initiation of the budget process, as you've described, and as we've just talked about

[0:24:05] Voice 15: out as item two and uh i certainly think that corporate planning um with the endorsement of

[0:24:13] Voice 15: trust council is is the third thing that i'm undertaking um so they're very these are usual

[0:24:21] Voice 15: um you know of them um there's no particular surprises associated with it um in the next

[0:24:27] Voice 15: couple of weeks i'll be looking at how we uh step into the next phase of the corporate planning

[0:24:32] Voice 15: process and that would mean reaching out to the group and figuring out a work plan based on the

[0:24:38] Voice 15: report that went to trust council um there's a number of other reports that we'll be working on

[0:24:44] Voice 15: in the next quarter um including the bylaw enforcement process and then uh governance

[0:24:52] Voice 15: committee um has um now i will i will apologize i just simply don't remember and maybe you guys

[0:25:00] Voice 15: can help me but the visioning process was it referred to the governance committee or was it

[0:25:05] Voice 15: left just at trust council i

[0:25:08] Voice 8: believe it was left to trust council asking staff to come back with

[0:25:12] Voice 15: right um

[0:25:13] Voice 8: so i think that

[0:25:15] Voice 15: still lives with with ec um coming out of the visioning process um next

[0:25:21] Voice 15: steps and ask for some reflections or options so forth so that would be sort of the sixth thing

[0:25:27] Voice 15: that's uh that i would be shifting through the process right

[0:25:33] Trustee Luckham: so um thank you david for chiming

[0:25:36] Trustee Luckham: in yeah because indeed in the um in the highlights i think is probably where that is it is uh said

[0:25:44] Trustee Luckham: that um that visioning uh process um is now seeking input from staff on um

[0:25:55] Trustee Luckham: I can't remember the exact wording, but we're seeking information to support how our reconciliation work would be reflected in that, some language around that.

[0:26:08] Voice 1: So,

[0:26:08] Trustee Luckham: indeed, that's correct. Vice chairs have any other, any alternative view on that? Yeah.

[0:26:15] Trustee Luckham: And so we're kind of getting ahead of ourselves there a bit with the highlights from the meeting.

[0:26:20] Trustee Luckham: BUT INDEED WE DO NEED TO CONSIDER IN REFLECTION ON THE FEEDBACK WE'VE HAD ABOUT THE MEETING

[0:26:27] Trustee Luckham: AND HOW THAT UNFOLDED ON THE WEDNESDAY TO ADVANCE THAT OR PAUSE.

[0:26:33] Trustee Luckham: BUT CERTAINLY MORE INFORMATION WOULD BE HELPFUL WITH RESPECT TO THE LANGUAGE THAT WE MIGHT

[0:26:40] Trustee Luckham: use in the vision statement respecting um um the obvious um uh territorial uh interest by

[0:26:52] Trustee Luckham: many nations in the honest trust area so back to you ceo for your report if that's yeah i've

[0:27:00] Voice 15: concluded and i'd respond to any questions and i turn over my colleagues and we'll probably

[0:27:05] Voice 15: undertake the same sort of uh walk through their lists and um see whether anything's progressed

[0:27:12] Voice 15: something is the way it is as it's presented

[0:27:15] Voice 15: or whether there should be an amalgamation or a removal.

[0:27:18] Trustee Luckham: Okay, so Vice Chairs,

[0:27:21] Trustee Luckham: can I move on to Director of Legislative Services

[0:27:23] Trustee Luckham: at this time?

[0:27:24] Trustee Luckham: Okay, David Marler over to you

[0:27:26] Trustee Luckham: for your stance of last year.

[0:27:28] Voice 8: Yeah, thank you.

[0:27:30] Voice 8: Item one on here is really been superseded

[0:27:34] Voice 8: by the recent resolution from Trust Council

[0:27:39] Voice 8: regarding looking at the policies.

[0:27:41] Voice 8: In other words, Council has asked me to remove nine of the policies which we've already done

[0:27:48] Voice 8: and then bring back on some form of basis amendments to the remaining policies and amalgamation

[0:27:56] Voice 8: where possible.

[0:27:57] Voice 8: So I propose that I would just take this off the EC's work plan, leave it on Council.

[0:28:03] Voice 8: The items going to Council will come through the EC anyway, so you'll have the opportunity

[0:28:07] Voice 8: to comment on them before we take them to Trust Council.

[0:28:12] Voice 8: So item one, I believe I can indicate,

[0:28:15] Voice 8: I can just remove it from here.

[0:28:16] Voice 8: I wouldn't say it's complete,

[0:28:17] Voice 8: but I think it's now moved over to Trust Council.

[0:28:21] Voice 8: The second item, I have to admit,

[0:28:23] Voice 8: this has been sitting here for quite a while,

[0:28:26] Voice 8: two years actually.

[0:28:27] Voice 8: It was originally assigned to Julia and myself

[0:28:30] Voice 8: and somehow Julia's name dropped.

[0:28:33] Voice 8: And this is a review of the sponsorship policy

[0:28:37] Voice 8: And it says, report back on recommendations on local trust committee approvals, communications

[0:28:41] Voice 8: and funding mechanisms.

[0:28:43] Voice 8: So I would have to actually go back and have a look at what was the initial concern because

[0:28:49] Voice 8: I'm not really sure what I'd be asked to do here.

[0:28:52] Voice 8: So that one, if you know, ECU's got some insight into that, if it's still important, I can

[0:28:59] Voice 8: certainly have a look into that.

[0:29:01] Voice 8: If it's, like I said, it's been two years, it's not an issue.

[0:29:04] Voice 8: This is one that can probably be made a lower priority and we can revisit it down the road.

[0:29:11] Voice 8: Item three.

[0:29:13] Trustee Luckham: So before

[0:29:14] Trustee Luckham: we move off of two, obviously

[0:29:16] Trustee Luckham: the vice chairs may be not aware of this because that perhaps was prior to them.

[0:29:22] Trustee Luckham: But are there any comments with respect to item two there?

[0:29:27] Trustee Luckham: Otherwise, I might make some remarks.

[0:29:29] Trustee Luckham: But Trustee Maude, over to you.

[0:29:31] Trustee Maude: well i i think we saw that earlier this year from saturn uh where there was a request um for funding

[0:29:38] Trustee Maude: i i i think that the whole idea was to clarify what is eligible and what is not eligible and

[0:29:44] Trustee Maude: what the process was uh because because it is obvious that even to today that it's not clear

[0:29:50] Trustee Maude: what is appropriate what is not appropriate if i recall yeah

[0:29:55] Trustee Luckham: so yeah thank you trustee maude um so

[0:29:59] Trustee Luckham: So, yeah.

[0:30:00] Trustee Luckham: I think that you're right.

[0:30:01] Trustee Luckham: Some guidance for executive committee

[0:30:03] Trustee Luckham: to base its decision on a policy,

[0:30:09] Trustee Luckham: which would include a recommendation

[0:30:11] Trustee Luckham: from a local trust committee to request it.

[0:30:15] Trustee Luckham: But obviously there's been conversation

[0:30:18] Trustee Luckham: about an intake period in order to assure

[0:30:21] Trustee Luckham: that it's administratively fair, but those sorts of things.

[0:30:24] Trustee Luckham: So I'll just leave that with you, David,

[0:30:26] Trustee Luckham: it and indeed um uh you know obviously becomes a higher priority when we get more sponsorship

[0:30:34] Trustee Luckham: because we are budgeting for it so david mob back to you and then let's move on

[0:30:39] Voice 15: ceo has a comment

[0:30:40] Voice 15: so this is uh if we could let's linger on this for a second yep

[0:30:47] Voice 7: and i'll just

[0:30:50] Voice 15: offer some thoughts and maybe we'll get to a good understanding so this is

[0:30:57] Voice 15: a single issue has come up or an issue or two over the last couple of years associated with this

[0:31:06] Voice 15: acknowledged we do have some policies here did was it a question of the staff not understanding

[0:31:12] Voice 15: the policies no i don't believe so

[0:31:14] Voice 15: and we have a fairly strong policy framework yeah i

[0:31:17] Voice 15: think it was

[0:31:18] Voice 15: a matter of um training perhaps so the question then we ask ourselves is if this is important to

[0:31:30] Voice 15: and you want to dedicate resources staff resource notwithstanding that it's come up

[0:31:38] Voice 15: is this something you want actively actioned or if you let it go and we deal with these as

[0:31:44] Voice 15: one-off challenges as they come it's a it's a resource question right um we either tackle it

[0:31:53] because it's important and you

[0:31:56] Voice 15: know risk is likelihood times consequence um the risk here

[0:32:01] Voice 15: the likelihood is fairly low we've had one over the last couple of years the consequence depending

[0:32:09] Voice 15: upon who we're dealing with could be medium but i think we have a policy framework that

[0:32:16] Voice 15: addresses this for the most part so i would argue that if we're going to put 10 hours of time to

[0:32:22] Voice 15: this that that time probably should go somewhere else but i'm not an elected official and you might

[0:32:29] Voice 15: have a better insight into no no this needs to be done

[0:32:33] Voice 5: otherwise

[0:32:35] Voice 15: i go i'd remove it um i've got one

[0:32:41] Voice 15: of these on the fpc agenda actually it's a worthy question you know it's around um um funding for

[0:32:50] Voice 15: planning referrals from the various regional districts it might get us two thousand dollars

[0:32:56] Voice 15: It will take many hours to complete, much more than $2,000 worth of payback.

[0:33:06] Voice 15: So it's kind of the kind of thing where I'm going, I doubt I'm going to get to this unless someone makes it really important.

[0:33:15] Voice 15: So I think that's the lens we should be looking at some of these things until we get some of these lists down to a reasonable level.

[0:33:25] Trustee Luckham: That's great feedback, CEO.

[0:33:27] Trustee Luckham: Thank you.

[0:33:28] Trustee Luckham: vice chair peterson uh

[0:33:31] Voice 3: thank you chair i think um uh i agree with the cao we have policy i think

[0:33:37] Voice 3: what um the only work i could see uh being uh really worthy of of uh proceeding on this

[0:33:46] Voice 3: is just maybe some simplified guidelines that can go out to

[0:33:50] Voice 3: um uh trustees or the public uh in terms of how it works i don't think i actually don't think we

[0:33:59] Voice 3: need a serious review of the policy just maybe a a short how-to and

[0:34:08] Voice 14: that is very achievable yeah

[0:34:10] Voice 14: okay

[0:34:13] Trustee Luckham: so then from the conversation then david what's your expectation to uh some form of action

[0:34:21] Trustee Luckham: associated with two in order to ideally remove it from our list your

[0:34:26] Voice 8: list well i think this is

[0:34:28] Voice 8: really your list right so if you want to remove it then a resolution to remove it if you want to

[0:34:34] Voice 8: amend it so that you're asking me to do something different such as what vice chair peterson just

[0:34:39] Voice 8: suggested then a resolution to do that um i'll do whatever you want me to do but i just need

[0:34:46] Voice 8: some assistance in prioritization with the list

[0:34:49] Trustee Luckham: understood um so your suggestion was this it might

[0:34:54] Trustee Luckham: be a low priority compared to some of the other work on your list and so trustee peterson you want

[0:35:02] Trustee Luckham: to capture what you said in a motion so that there's at least better direction in this and

[0:35:06] Trustee Luckham: that maybe that would amend the activity that's presently listed there does that seem appropriate

[0:35:11] Trustee Luckham: appropriate, Director Muller?

[0:35:13] Trustee Luckham: Yeah, that's fine.

[0:35:15] Voice 3: Okay, I'll do my best.

[0:35:19] Voice 3: So I move that item two on the Director

[0:35:25] Voice 3: of Legislative Services, if you will,

[0:35:32] Voice 3: be amended to produce a short summary

[0:35:46] Voice 3: of the process

[0:35:50] Voice 3: to request executive committee sponsorship okay

[0:36:01] Trustee Luckham: so just ask David does that sound like an

[0:36:05] Trustee Luckham: achievable thing yeah

[0:36:07] Voice 8: that's fine so

[0:36:09] Trustee Luckham: I'll just ask you another question here before it's seconded

[0:36:12] Trustee Luckham: because I'm perceiving a slight addition obviously it says 14th of April 2021 target September 2023

[0:36:20] Trustee Luckham: 2023 um though that is there a possibility for a line that's updated so originally it was founded

[0:36:29] Trustee Luckham: on the 14th updated on uh october the 11th 2023 and then set a target date let's say as a lower

[0:36:37] Trustee Luckham: priority september 2024 or what would your recommendation be there

[0:36:42] Voice 8: um if you make that

[0:36:44] Voice 8: if you pass this resolution i will change the text there to indicate what you've just

[0:36:48] Voice 8: the resolution you've asked, and I'll change the target date.

[0:36:51] Voice 8: Okay.

[0:36:52] Voice 8: And the list has been changed, so it should all be recorded there.

[0:36:55] Trustee Luckham: Okay.

[0:36:56] Trustee Luckham: Thank you then, David.

[0:36:57] Trustee Luckham: So, Trustee Mott, I think I saw you second that.

[0:37:00] Trustee Luckham: Thank you.

[0:37:01] Trustee Luckham: Any further discussion on that?

[0:37:04] Trustee Luckham: Then I'll call the vote.

[0:37:06] Trustee Luckham: All those in favor?

[0:37:08] Trustee Luckham: And that carries.

[0:37:09] Trustee Luckham: Okay.

[0:37:10] Trustee Luckham: Thank you for that, David.

[0:37:11] Trustee Luckham: So, please continue.

[0:37:13] Trustee Luckham: Okay.

[0:37:13] Trustee Luckham: Thank you.

[0:37:14] Voice 8: Item three on the list here, these are just something I've got around to doing right now.

[0:37:20] Voice 8: So this one, again, report back and recording of meetings by members of the public regarding clarity on recording and reporting on recording electronic meetings.

[0:37:29] Voice 8: I think this would be a pretty simple response.

[0:37:32] Voice 8: Essentially, what I'll be saying is if the public are recording the meeting, they need permission, obviously, to do so.

[0:37:39] Voice 8: But those recordings belong to that individual.

[0:37:42] Voice 8: So we have no control over them.

[0:37:45] Voice 8: we can't um you know demand that they provide them or anything like that so i can certainly

[0:37:51] Voice 8: provide that to you uh i'd see it as a low priority unless you think otherwise so that one

[0:37:56] Voice 8: i haven't got around to doing right now i want to keep going and you want to talk about three

[0:38:02] Voice 8: vice

[0:38:02] Trustee Luckham: chair elliott raised your hand there on item three um

[0:38:06] Trustee Elliott: so i had brought this up as a result of

[0:38:10] Trustee Elliott: of something or what was happening on the Skidi Island.

[0:38:13] Trustee Elliott: I don't feel it's a concern.

[0:38:17] Trustee Elliott: So to my mind, it could probably fall off the list

[0:38:20] Trustee Elliott: and thus others feel we still really need this.

[0:38:23] Trustee Elliott: What you've just stated,

[0:38:25] Trustee Elliott: it is pretty simple and straightforward.

[0:38:27] Trustee Elliott: So for my sake, I'm satisfied

[0:38:32] Trustee Elliott: with the clarity you've provided.

[0:38:34] Trustee Elliott: Thank you.

[0:38:35] Trustee Luckham: So Trustee Peterson,

[0:38:36] Trustee Luckham: but perhaps there's a motion to remove that from the list trustee peterson um

[0:38:41] Voice 3: i would just say that

[0:38:43] Voice 3: might i would actually expect this to come up again uh on the skeedy if we could have a one

[0:38:50] Voice 3: liner um that we can just provide that would be fantastic and then we can dispose of this

[0:38:58] Voice 3: could we amend the

[0:38:59] Voice 3: chair's notes like they have notes for the chair yeah

[0:39:02] Voice 15: i can add into the chair's

[0:39:03] Voice 15: notes yeah okay so

[0:39:04] Voice 15: if we could why don't we add a note to the chair's notes that you have that you

[0:39:11] Voice 15: would recite before a meeting or something like that you you know that that can get to be a big

[0:39:16] list so you might

[0:39:17] Voice 15: may or may not need to utilize it but that could be a resource there and we get

[0:39:21] Voice 15: it off this list yeah

[0:39:24] Trustee Luckham: if there's somewhere to reference it that would be good and that seems

[0:39:26] Trustee Luckham: like an ideal place so um can you proceed with that david and then remove this item from the

[0:39:32] Trustee Luckham: the list? Yeah, I made

[0:39:33] Voice 8: a note of that. That's fine.

[0:39:34] Trustee Luckham: You don't need a motion for that? That's

[0:39:37] Trustee Luckham: fine like that. Thank you. Thank you. So you continue on then please.

[0:39:41] Voice 8: Okay. Item four is

[0:39:45] Voice 8: the code of conduct for vice chairs, trustees and the public and it's a request for me to provide

[0:39:52] Voice 8: says options for better understanding of the policy. So I'm not really sure what the options

[0:39:56] Voice 8: would be and this one what I would do is take the current policy of council code of conduct

[0:40:02] Voice 8: and really just provide a summary of it to yourself and make it so it's something that

[0:40:10] Voice 8: could be read by the public as well. This one from a staff perspective I wouldn't say it's high

[0:40:17] Voice 8: but code of conduct is definitely something that I think all trustees should be well aware of so it

[0:40:24] Voice 8: it might not be a bad idea to at least raise that awareness.

[0:40:29] Voice 8: I see the CEO has got a comment.

[0:40:33] Trustee Luckham: Okay, CEO.

[0:40:34] Voice 15: Sorry, David.

[0:40:35] Voice 15: No, no.

[0:40:37] Voice 15: So the question behind this question might be,

[0:40:41] Voice 15: is our code of conduct modern, flexible, appropriate, understood,

[0:40:51] Voice 15: and does it work?

[0:40:53] Voice 15: uh as as different from simply letting people know we have one right um so that's a question

[0:41:06] Voice 15: really for for you um what i've mentioned is sort of a deeper piece it's a it's a project

[0:41:14] Voice 15: piece of work to go when was the code of conduct was adopted in 90 something yeah i can find that

[0:41:21] Voice 8: um

[0:41:21] Voice 15: obviously we've had some uh the provinces come out with um fairly significant um thinking on that

[0:41:29] Voice 15: a code of conduct template um through ubcm so i think the question here is is this really what

[0:41:41] Voice 15: you want or do you want an analysis around is the code of conduct functional for the islands trust

[0:41:48] Voice 15: and those are two different things one is just letting people know about the policy the second

[0:41:54] Voice 15: is more is

[0:41:55] Voice 8: analysis and they've amazing yeah so the original conduct was adopted september 12 1992

[0:42:04] Voice 8: it's been updated in 97 2000 2003 2010 2017 and 2021 so it's had a lot of attention over the years

[0:42:16] Voice 8: But since the last update, as Russ said, the province has adopted some guidelines for this kind of thing, so we can certainly look at it.

[0:42:27] Voice 8: We can look at it like this

[0:42:29] Voice 15: is also a fantastic Governance Committee question, right?

[0:42:33] Voice 15: Coming out of the governance review, you know, what is and the Governance Committee deals with governance matters.

[0:42:40] Voice 15: and you would think that at some point they would would visit this question um you know it's not

[0:42:48] Voice 15: i don't see it standards of conduct wasn't a highlighted element in the governance review

[0:42:57] Voice 15: which i think was missed but um uh it's it's a hearty governance topic yeah

[0:43:09] Trustee Luckham: so i see nodding

[0:43:11] Trustee Luckham: around the room i think agreed on all accounts like i can't remember if i circulated this to

[0:43:16] Trustee Luckham: all of ec or not but it certainly came up for me recently and that there was a there's a code of

[0:43:22] Trustee Luckham: conduct that i think it's abicc or somebody else that is so much more comprehensive than our own

[0:43:27] Trustee Luckham: and indeed ours is dated and indeed i did attend that session last year where the changes that the

[0:43:35] Trustee Luckham: the province have now required local governments to undertake include a code of conduct. I'd like

[0:43:43] Trustee Luckham: to use the word robust, but I think they don't use that word. And so I think it is a document

[0:43:51] Trustee Luckham: that does need some review. So what I'm hearing there is the suggestion is that this might be

[0:43:58] Trustee Luckham: something coordinated or worked with the governance committee, but obviously the governance

[0:44:03] Trustee Luckham: committee has a ton of work already on how that gets prioritized for them, especially as it was

[0:44:10] Trustee Luckham: not in the governance report. And thank you, CA, for pointing out that that's something that was

[0:44:14] Trustee Luckham: missing. So I'm happy to see this activity amended to include a review of the, to be actually simply

[0:44:25] Trustee Luckham: simply a review of the code of conduct for, you know, I think it's for council broadly,

[0:44:33] Trustee Luckham: but vice chairs, trustees, and the public. So, vice chairs, do you have any further comments

[0:44:39] Trustee Luckham: to that? Or staff, do you have a recommendation for wording that might be more appropriate?

[0:44:44] Trustee Luckham: And how can we loop in governance committee and still provide some ability to advance this?

[0:44:56] Voice 8: If

[0:44:56] Trustee Luckham: I may, through the Chair,

[0:44:58] Voice 8: I actually like the suggested direction because it's much

[0:45:04] Voice 8: more focused.

[0:45:05] Voice 8: So a resolution to review the Code of Conduct in relation to provincial guidelines on Code

[0:45:14] Voice 8: of Conduct.

[0:45:15] Voice 8: That would give me something I can just bring back to you and indicate where you meet it,

[0:45:19] Voice 8: where maybe we can add things to address things like that.

[0:45:23] Trustee Luckham: Okay.

[0:45:24] Trustee Luckham: uh do you agree with that suggestion would one of you like to make a motion to that effect

[0:45:40] Trustee Luckham: okay testy peterson wins the race uh i'll take this

[0:45:46] Trustee Luckham: see

[0:45:47] Voice 3: how i do uh so i move that ec uh request staff to um perhaps amend item

[0:46:01] Voice 3: four to amend item four

[0:46:04] Voice 3: to read a review code of conduct for vice chairs trustees in the public

[0:46:12] Voice 3: in relation to provincial guidelines and report back does that cover it yeah

[0:46:19] Voice 5: it's

[0:46:22] Trustee Luckham: back into my trusty mod and david i think you get the drift of it so i'll just call the vote

[0:46:28] Trustee Luckham: all those in favor well done everybody

[0:46:31] Voice 8: good thank you keep going

[0:46:41] Voice 8: Okay, so we are now on item five, developed model bylaws with regard to public

[0:46:55] Voice 8: notice guidance as a priority. This will be coming to you probably in next executive committee

[0:47:02] Voice 8: committee meeting. So I've been working with the regional planning managers and the director

[0:47:06] Voice 8: of administrative services, sorry, director of planning services. And we'll be bringing

[0:47:14] Voice 8: some suggested recommendations to take to council through the executive committee. So

[0:47:19] Voice 8: item five is being actively worked on. Is there any comment or discussion before I move

[0:47:26] Voice 8: on on item five, Chair?

[0:47:28] Voice 8: Thanks, Chair Elliott.

[0:47:29] Voice 8: Thank

[0:47:31] Trustee Elliott: you. Sorry, can you flesh this out just a little bit? Public notice guidance with regard to meetings? What is it about? Is it our meeting procedures bylaw?

[0:47:41] Trustee Elliott: Yeah,

[0:47:42] Voice 8: so what this comes down to is, in some areas, there's concern that our gender deadlines are not the best, like it doesn't work for everybody.

[0:47:55] Voice 8: The gender deadlines also cut off correspondence going to local trust committees.

[0:48:00] Voice 8: So this is to look at what are the options to address those issues and looking at our meeting procedure bylaws as well as council's policy on this.

[0:48:12] Voice 8: And then coming up with, I'll take you through the options and then I'll be recommending one of the options for some changes to them.

[0:48:21] Trustee Elliott: Okay. And sorry, this was triggered in June. Is this because of South Pender LTC's request?

[0:48:28] Trustee Elliott: quest my memory is failing me yeah

[0:48:31] Voice 8: that is correct oh

[0:48:32] Trustee Elliott: it is okay so i did bring it to

[0:48:34] Trustee Elliott: despite

[0:48:34] Voice 8: my

[0:48:37] Trustee Elliott: amazing note-taking sometimes i forget what i'm actually doing

[0:48:40] Trustee Elliott: so thank you for that glad it's being worked on appreciate that

[0:48:47] Trustee Maude: as i maybe i'm just recalling maybe i'm on the wrong line i thought this was to do with with

[0:48:53] Trustee Maude: um our requirement to advertise within local newspapers and we were going to amend the the

[0:48:58] Trustee Maude: bylaws to the model bylaw um so that we didn't we were not required necessarily to to do in

[0:49:07] Trustee Maude: papers like the times scholars promised um and and more advertised locally in a more direct and

[0:49:13] Trustee Maude: economical manner

[0:49:14] Voice 5: okay

[0:49:17] Voice 8: um that wasn't what i had but that was that's the understanding of executive

[0:49:23] Voice 8: I can tell you that I can certainly build that into the report bank.

[0:49:27] Voice 8: I think the two issues can go together.

[0:49:29] Voice 8: Yeah.

[0:49:29] Voice 8: Yeah.

[0:49:30] Trustee Luckham: So just on that topic, if I remember correctly,

[0:49:35] Trustee Luckham: this was a motion at UBCM to reduce the restrictions for that advertising.

[0:49:42] Trustee Luckham: And I think that that was successful and that now the requirements

[0:49:46] Trustee Luckham: for advertising are significantly less as dictated by legislation.

[0:49:52] Trustee Luckham: legislation. And so I don't know that we necessarily need to amend anything at our end

[0:49:58] Trustee Luckham: if it's already been amended by a higher agency, but certainly local trust committee bylaws may

[0:50:05] Trustee Luckham: need to be amended. But Trustee Mott, well, let's see, let's go to David and see if he reflects

[0:50:11] Trustee Luckham: on the scope of this.

[0:50:14] Voice 8: Yeah, so that's exactly true. The legislation is in place, so it would

[0:50:19] Voice 8: be up to each local trust committee to amend its um meeting procedure bylaws to indicate the notice

[0:50:25] Voice 8: requirements in there so we can certainly do a trust council recommending uh for each trust

[0:50:33] Voice 8: committee the other consideration too and this is what i'm going to bring up in the report to you

[0:50:38] Voice 8: is section 11 of the allen's trust act allows trust council by two-third vote to create its

[0:50:44] Voice 8: on procedural bylaws that apply to local trust committees and that can be one or more so one

[0:50:50] Voice 8: option is instead of us going out and amending 13 bylaws council could have a single bylaw

[0:50:56] Voice 8: and save some administrative time but that again two-third vote and whether all the local trust

[0:51:04] Voice 8: committees are going to be on the side of that i don't know

[0:51:06] Voice 15: yeah so that is that a bridge too far

[0:51:08] Voice 15: is the question I ask it hasn't landed in 50 years it's a great idea and it's

[0:51:19] Voice 15: really efficient

[0:51:19] Voice 5: it

[0:51:21] Voice 15: gives up local control over some of these of your

[0:51:27] Voice 15: administrative elements

[0:51:27] Voice 8: right correct yeah because it would supersede the

[0:51:30] Voice 8: in local transcript vinyls it would overwrite them

[0:51:32] Voice 12: okay

[0:51:33] Voice 8: it is

[0:51:37] Trustee Maude: one instance one instance so so

[0:51:39] Trustee Maude: if this would be a one one directive um yeah regarding advertising yes so it's not an

[0:51:48] Trustee Maude: overreaching thing and i would suggest if you're ever going to get a two-third report or vote of

[0:51:54] Trustee Maude: approval it would be for something that has significant cost savings which this would yeah

[0:51:59] Voice 7: yep agreed

[0:52:02] Trustee Luckham: so should we but amend this then to say that develop uh council bylaw with regards

[0:52:09] Trustee Luckham: to public notice if

[0:52:12] Voice 8: i may yeah you may want to wait for my report to you i'll do it to the

[0:52:16] Voice 8: executive and we can go from there so

[0:52:19] Trustee Luckham: that might be a recommendation in the report okay so then

[0:52:22] Trustee Luckham: we'll just leave that in progress

[0:52:23] Voice 8: i'll just broaden to include the notices vice chairman

[0:52:27] Voice 8: a lot mentioned there yeah

[0:52:29] Trustee Luckham: okay so uh can you continue yes

[0:52:34] Voice 8: i can item six um so this item we've

[0:52:38] Voice 8: had a discussion with the interested trustees this is um to do with improving trustee access

[0:52:44] Voice 8: to key documents so laurie and myself while the ceo was on vacation i had a um hour and a half

[0:52:52] Voice 8: discussion with interested trustees the next step was to turn it was to come

[0:52:58] Voice 8: back with options and implications of those options and then a recommendation

[0:53:03] Voice 8: to Trust Council through the executive committee so the intent was to do this

[0:53:10] Voice 8: in time for December Trust Council so I'm not sure we got the administrative

[0:53:14] Voice 8: support to do that right now but I think we can probably aim for that so this is

[0:53:19] Voice 8: actively being worked on but it may get delayed due to staffing issues so any comments to the

[0:53:27] Voice 8: chair on that one and item seven is pretty well the same kind of thing um i'll just mention it

[0:53:33] Voice 8: now i think those two we can work together on um yeah we have a vacancy obviously in it which i

[0:53:40] Voice 8: think would be um helpful to have the views of that position on what we can and can't do for

[0:53:47] Voice 8: trustees when it comes to access to documents and our calendar system okay

[0:53:53] Trustee Luckham: uh vice chairs any

[0:53:54] Trustee Luckham: remarks or will yeah so i i do have a one query anyway um certainly i you know and i guess that

[0:54:07] Trustee Luckham: just comes from i've done this for too long i don't usually have trouble finding documents

[0:54:11] Trustee Luckham: because i kind of know where to look um but i understand that it could definitely be easier

[0:54:17] Trustee Luckham: rather than sorting through mountains of documents but one of the things that i've stumbled into a

[0:54:22] Trustee Luckham: number of times recently and again on the weekend where i was looking for old information that is

[0:54:28] Trustee Luckham: prior to whatever the cutoff was let's say it was 2006 is maybe maybe it's even later than that

[0:54:36] Trustee Luckham: maybe 2008 um where if you go to the search engine and search it won't find documents that are older

[0:54:43] Trustee Luckham: than whatever the cutoff date was is there an ability to provide access to an archive of uh

[0:54:49] Trustee Luckham: doesn't necessarily need to be on the website because i understand the complexity of that

[0:54:53] Trustee Luckham: but how is it that we might provide trustee access in a perhaps a complex way um to be able to search

[0:55:03] Trustee Luckham: older documents um without us having to go to staff and say hey i'm looking for this information

[0:55:11] Trustee Luckham: and then have staff use, burn up their time to search for old documents.

[0:55:16] Trustee Luckham: Is there any thoughts about that or is the boat left the dock already?

[0:55:21] Voice 8: Well, yeah, if I may on that one.

[0:55:23] Voice 8: So the problem is that we have a very basic Windows interface.

[0:55:30] Voice 8: So it's just a Windows file folder.

[0:55:32] Voice 8: And the restrictions on them are very limiting

[0:55:35] Voice 8: in how you can restrict access to the documents.

[0:55:38] Voice 8: So we have groups of staff that have access to some documents than other documents.

[0:55:44] Voice 8: But to open it up to the outside world, I think that's more of an IT question about how we view it.

[0:55:50] Voice 8: But I don't think it's possible to make that work easily with the current system we have.

[0:55:56] Voice 8: What you're talking about would be a CRM, a Document Management Program,

[0:56:02] Voice 8: program that allows us to put individual controls on documents and then provide access through

[0:56:08] Voice 8: HTML5 through the web, I guess, to those documents in some way or individuals. There are programs

[0:56:16] Voice 8: out there that do it, but obviously we're going to have to get trust counsel to provide

[0:56:23] Voice 8: the budget to upgrade our system to allow that to happen. So one of the things I am

[0:56:28] Voice 8: doing is looking at our records management system myself and Robert Ballo here have been undertaking

[0:56:34] Voice 8: some work on that we're not ready to bring a business case to you yet but maybe another year

[0:56:41] Voice 8: from now we'll be in a position to make some recommendations and provide you with the cost

[0:56:47] Voice 8: estimates to improve the record management system and that would do a lot it would provide access to

[0:56:53] Voice 8: trustees that'd be one of the components the other would just be better control of documents inside

[0:56:58] Voice 8: the organization as well yeah

[0:57:03] Trustee Luckham: okay understood um yeah so that that's fine that's a good answer i

[0:57:10] Trustee Luckham: was thinking that there must be some simpler way but maybe i'll talk to you about that offline

[0:57:15] Trustee Luckham: rather than burn up time here um so that's good on uh items um six and seven i believe so item

[0:57:25] Trustee Luckham: eight i think that one's complete if i'm not mistaken and that would come off for our next

[0:57:30] Trustee Luckham: next meeting. Right.

[0:57:32] Trustee Luckham: Right. Okay. So I think that concludes the Director of Legislative Services

[0:57:38] Trustee Luckham: report. Unless there's any other lingering questions, we'll go to Director of Planning

[0:57:44] Trustee Luckham: Services. Stefan Cermak, your turn.

[0:57:49] Voice 10: Good morning, everybody. Okay. So I guess I'll just do as

[0:57:54] Voice 10: everybody else has done. I'll go in order, starting with number one. However, number one is

[0:58:00] Voice 10: from September 2022, some time ago, and it was develop a communication strategy and materials

[0:58:08] Voice 10: to support awareness for the housing affordability advocacy request and rationale. So the resolution

[0:58:16] Voice 10: was made before I started here, and it's in advocacy and communications. So I'm going to

[0:58:23] Voice 10: have to rely on Claire for that. I know we've been loosely talking about it, and I have been

[0:58:28] Voice 10: working with regional planning committee assuring them that communications is coming for their

[0:58:33] Voice 10: housing strategy that they're working on and we're hoping to get that out before before the

[0:58:39] Voice 10: next trust council or at least within the the the next quarter but in regards to this specific

[0:58:45] Voice 10: resolution i don't have much to offer because we haven't advanced a broad communication strategy

[0:58:51] Voice 10: or materials to support awareness of this housing affordability advocacy request and rationale i'm

[0:58:58] Voice 10: I'm actually not quite sure what the advocacy request and rationale are right at this moment.

[0:59:03] Voice 10: Maybe I could ask for some help from Claire if she knows.

[0:59:05] Voice 10: And if she doesn't, I'm going to move on to the other ones or answer any questions I can answer for number one.

[0:59:13] Voice 9: Yes, I'm happy to supplement that.

[0:59:15] Voice 9: So this was passed in the last term before the election, where council had voted to write a letter to the minister responsible for housing,

[0:59:24] Voice 9: advocating for affordable housing solutions specific to the rural islands of the trust area,

[0:59:29] Voice 9: In this request, the multi-page letter outlined sort of the conditions unique to the area

[0:59:36] Voice 9: and had asked for discrete programs within BC Housing, for example, a separate housing

[0:59:43] Voice 9: authority, a navigator service for non-profit housing entities, etc., and had asked for

[0:59:50] Voice 9: sort of more attention.

[0:59:53] Voice 9: There was sort of an understanding that it would wait for the next Trust Council to identify

[0:59:57] Voice 9: identify if this was then, before we

[1:00:00] Voice 9: really amplified this with a huge advocacy campaign, for example.

[1:00:03] Voice 9: There was an intention to wait for this trust council

[1:00:06] Voice 9: to see if this was still an area of focus.

[1:00:09] Voice 9: Staff did provide some support.

[1:00:11] Voice 9: There was a UBCM housing forum that was hosted.

[1:00:13] Voice 9: We supported the chair preparing a presentation

[1:00:16] Voice 9: on short-term vacation rentals.

[1:00:18] Voice 9: We also prepared general key messaging around housing.

[1:00:22] Voice 9: We in support of this potential strategy went off

[1:00:25] Voice 9: and got all the Statistics Canada trended information

[1:00:28] Voice 9: and produce infographics that could support coaches' strategy,

[1:00:33] Voice 9: but at this time have not really had a clear indication

[1:00:36] Voice 9: from House Counselor and others

[1:00:39] Voice 9: about whether you want this full-blown advocacy approach.

[1:00:42] Voice 9: What I would say is I would suggest

[1:00:45] Voice 9: the political landscape has shifted somewhat now.

[1:00:47] Voice 9: You've got a provincial government

[1:00:49] Voice 9: whose primary focus is housing.

[1:00:51] Voice 9: You're about to have a whole set of legislative amendments

[1:00:54] Voice 9: introduced into the House.

[1:00:56] Voice 9: so any advocacy that you do I think should be done in that or should be considered in that new

[1:01:02] Voice 9: environment and context I would suggest we don't have a policy advisor position right now that's

[1:01:08] Voice 9: not dedicated to the policy statement so sort of somewhat limited ability to do analysis and

[1:01:13] Voice 9: you know strategizing for you so we leave it to you to determine but I would suggest perhaps

[1:01:19] Voice 9: you implement the housing toolkit materials that RPC is about to consider and have us monitor and

[1:01:27] Voice 9: react to any legislative proposals the province is bringing forward.

[1:01:34] Trustee Luckham: Okay thank you. So I see

[1:01:37] Trustee Luckham: questions from Vice Chair Peterson and then Elliot. Thank you

[1:01:42] Voice 3: Chair. So I'd appreciate the

[1:01:46] Voice 3: the context there, Director Freight, are very helpful.

[1:01:50] Voice 3: I'm wondering if RPC is the appropriate place

[1:01:56] Voice 3: to sort of reconsider where we're at on this

[1:01:59] Voice 3: because in the context of what's happening,

[1:02:03] Voice 3: I think the advocacy should be focused

[1:02:09] Voice 3: on requesting the province not to exclude us

[1:02:14] Voice 3: unless there's good rationale.

[1:02:17] Voice 3: You know, there's there's new programs coming out. A lot of a lot of them are directed that, you know, let's say municipalities and regional districts and Islands Trust is just not included in the models.

[1:02:31] Voice 3: So, I mean, that would be my personal take, but I'm wondering if RPC should have a look at the concept and provide some direction or some suggestions back to Trust Council about how we should take this.

[1:02:51] Voice 4: Trustee Elliott?

[1:02:55] Trustee Elliott: Yes, I think Regional Planning Committee is the logical place for it.

[1:02:59] Trustee Elliott: I did appreciate the notes, Claire, that you'd made and wonder if we could somehow capture all the work and the writing that you have done on the specific needs for the islands, including the latest demographics, and sort of fold that together in a package.

[1:03:20] Trustee Elliott: would communications be able to look at that and see does this fit in an overall communication

[1:03:28] Trustee Elliott: strategy so that it can be pulled out here's the data set here are the specific needs and then

[1:03:36] Trustee Elliott: of course a strategy with how that fits into where the province is going and these new programs that

[1:03:42] Trustee Elliott: are coming that would have to be developed at a higher level but we want to capture the the work

[1:03:47] Trustee Elliott: And essentially, it's almost like a housing needs or a state of the islands housing report, because we have those statistics and demographics. So I don't want to lose that work. Could it be referred to communications for input on a potential strategy or the bones of it?

[1:04:08] Trustee Elliott: it

[1:04:10] Voice 9: um so what i would say

[1:04:11] Voice 9: like we can compile what we've done so far i think we need more

[1:04:15] Voice 9: political direction around what exactly you want to advocate about the letter sent was sort of

[1:04:20] Voice 9: generic in nature um and you know the political context has since changed so i think before i

[1:04:26] Voice 9: would ask our communication staff to you know strategize we need to know around around what

[1:04:32] Voice 9: are you wanting to talk to cabinet ministers are you wanting to talk to bc housing how would you

[1:04:36] Voice 9: want to do it and and are you reacting to the legislation that's about to arrive you still have

[1:04:41] Voice 9: you know we would need more information but we could certainly compile what we've done so far

[1:04:44] Voice 9: provide that to a committee and then get rid of direction i think would be the way to go

[1:04:50] Trustee Elliott: so to follow up if if you could compile that and then refer it to rpc we could then hold

[1:04:55] Trustee Elliott: that discussion there

[1:04:56] Voice 9: certainly okay

[1:04:58] Trustee Elliott: iso move

[1:05:05] Trustee Luckham: i don't know about that because that's beginning to sound like a project um but

[1:05:10] Trustee Luckham: um this is an in stephan's area at this time so maybe contain that there but i can't help but

[1:05:21] Trustee Luckham: it begs the question it strikes me that the housing needs assessments are about to expire

[1:05:28] Trustee Luckham: fire and that is something that we would embark upon that would also obviously provide more

[1:05:35] Trustee Luckham: current data to that am i correct about that stefan no

[1:05:40] Voice 10: you absolutely are correct but and i

[1:05:43] Voice 10: also think though director fader you know mentioning the um the political context and

[1:05:47] Voice 10: what are we strategizing for as i see this particular resolution we have a lot of information

[1:05:53] Voice 10: we can continually generate we have a lot of work we can continually yeah re-represent like

[1:05:58] Voice 10: the housing scan i gave to this group on september 13th what we don't really have is communication

[1:06:06] Voice 10: strategy in relation to advocacy and um and that's i'm i'm actually not sure in terms of advocacy

[1:06:13] Voice 10: if that usually is just executive committee that was my understanding that's executive committee's

[1:06:18] Voice 10: role and not the various other committees but i'm happy to be corrected there certainly regional

[1:06:23] Voice 10: planning committee is looking at the issue and doing work and projects and what have you

[1:06:26] Voice 10: but uh the overall community advocacy hasn't really fallen to them so i would actually

[1:06:32] Voice 10: take some guidance from my fellow director cao or this body who usually handles advocacy and

[1:06:38] Voice 10: if that's to be to the rbc then my recommendation would be that this

[1:06:42] Voice 10: uh number one here be uh sort of stricken from your record and given to rpc to manage

[1:06:51] Trustee Luckham: somebody on staff want to chime in there to provide that clarity

[1:06:57] Voice 9: I'm happy to. By policy, advocacy is done by executive committee or trust council.

[1:07:04] Voice 9: And again, and some degree by local trust committees. If it was to be referred to regional

[1:07:10] Voice 9: planning committee, it would be for advice back to executive committee.

[1:07:13] Trustee Luckham: Right. Perfect. Thank you. Trustee Peterson, Vice Chair Peterson, sorry.

[1:07:19] Trustee Luckham: right um

[1:07:20] Voice 3: thank you and then in the context of that um uh if the chair is willing i'm uh i would uh

[1:07:30] Voice 3: move that um item one on the director of planning services fuel uh be referred to

[1:07:40] Voice 3: to a regional planning committee for recommendations on advocacy approach and topics.

[1:07:58] Trustee Elliott: How about to inform a potential strategy around housing affordability advocacy in the Gulf Islands?

[1:08:09] Trustee Elliott: Because we're not going to create the strategy, but we've got the horsepower and the focus

[1:08:17] Trustee Elliott: to sorry i'm talking over your motion

[1:08:22] Trustee Luckham: um so you want to reconsider that and and read that out one

[1:08:29] Trustee Luckham: more time perhaps robert barlow might tell us what he has already uh it was me

[1:08:46] Voice 1: chair it was moved by

[1:08:49] Voice 1: by Trustee Peterson that the executive committee item number one on their follow-up action

[1:08:59] Voice 1: list, director of planning services, that be referred to the regional planning committee

[1:09:04] Voice 1: for recommendations. And there was a suggestion from Trustee Elliott, but I don't know what

[1:09:12] Voice 1: the wish of this committee is.

[1:09:15] Trustee Luckham: Well, thank you for that. That helps. Trustee Peterson, back to you for your motion.

[1:09:22] Voice 3: I think that sort of captured what I wanted because we're going to ask RPC to sort of make some recommendations around this.

[1:09:32] Trustee Luckham: Okay, so I'm seeing thumbs up and a hand up there, Trustee Maude.

[1:09:36] Trustee Luckham: I

[1:09:36] Voice 15: refer to the CEO.

[1:09:39] Trustee Luckham: Oh, thank you, CEO.

[1:09:41] Voice 15: So just so, I'm only speaking so that I get clear.

[1:09:46] Voice 15: This letter was written and it was sent.

[1:09:49] Voice 15: so you asked for a number of things so so we're clear there right oh

[1:09:58] Voice 7: i see so what letter

[1:09:59] Voice 7: a

[1:10:00] Voice 15: letter was sent to murray rankin by trip on by trust council asking for

[1:10:08] Voice 15: a list of specific affordability considerations right

[1:10:16] Voice 7: period

[1:10:17] Voice 15: yep this then is a request

[1:10:20] Voice 15: to advocate further on that letter and request it's to provide an advocacy strategy to land

[1:10:30] Voice 15: the requests that were made to the minister that that's the nub of it um the first part's done

[1:10:41] Voice 15: the request has been made a certain way and um he received that letter did we get a response

[1:10:50] Voice 15: we have not had a response this then is a project work whoever's going to do it at the allen's trust

[1:11:01] Voice 15: to provide more strategic focused work to land those things right so just before we go too far

[1:11:12] Voice 15: so it's fine to go back to regional planning committee to to look at that but why i bring

[1:11:18] Voice 15: this up is this is another good example of potentially a significant project for the

[1:11:25] Voice 15: islands trust right notwithstanding the letter itself which is fine let's communicate a request

[1:11:31] Voice 15: that's needed but this is follow-up work that where does this live in our work it's not in our

[1:11:41] Voice 15: strategic plan at this point so it we have housing we have strengthened housing affordability through

[1:11:51] Voice 15: the trust area 4.4 in the strategic plan and a number of initiatives this isn't one of them

[1:11:55] in the future this kind of thing would

[1:11:57] Voice 15: be hey let's have we've made it we've reconsidered

[1:12:02] Voice 15: um the way the world is and we want to put a lot of resources to it it would probably land

[1:12:07] Voice 15: and honor as a strategic direction of the organization,

[1:12:12] Voice 15: you know, to undertake an advocacy process

[1:12:16] Voice 15: associated with housing affordability,

[1:12:19] Voice 15: fund it, strategize around it, and handle it that way.

[1:12:25] So there's going to be, in the future,

[1:12:27] I think there's going to be different ways to handle those things

[1:12:29] because this is connected to some strategic corrections,

[1:12:31] but

[1:12:32] Voice 15: this itself is a fairly big project, as you can appreciate.

[1:12:37] Voice 15: It could be reaching out to ministerial staff on a sustained basis.

[1:12:41] It could be getting meetings with the chair, with the current minister.

[1:12:45] There's a range.

[1:12:49] It's hosting a forum, you know, whatever it might be.

[1:12:52] Voice 15: So I'm just providing that context.

[1:12:54] Voice 15: Part A has occurred.

[1:12:55] Voice 15: This is a request for support for that request across the spectrum of problems.

[1:13:05] Trustee Luckham: Right.

[1:13:05] Trustee Luckham: Right. So, CAO, I think you had clarified there that a letter was written and we have not received a request.

[1:13:11] Trustee Luckham: And so it does received an answer. And so it does seem to me that perhaps there's a necessity for some follow up.

[1:13:19] Trustee Luckham: Particularly, this is from September 2022, particularly given that the ministry has reconfigured itself associated with the province has reconfigured itself with respect to housing with a new ministry.

[1:13:31] Trustee Luckham: And so perhaps there should be some kind of a follow-up to determine whether this has not landed or needs to be redirected somewhere else in order to, again, inform where it is that we take this and that maybe we don't need to do anything with these at the moment except follow up on the original letter.

[1:13:52] Trustee Luckham: well

[1:13:53] Voice 15: indeed follow-up but i think even coming out of ubcm and if you ask anybody there are the

[1:13:58] Voice 15: continuing um delivery of provincial programs that don't include the islands trust yeah so like

[1:14:06] Voice 15: that's a thing um and you know the non-response on the letter sort of falls under the same

[1:14:15] Voice 15: So I think that's a theme that is emerging in current space and time.

[1:14:23] Voice 15: So that might be building upon what appears to be that situation, either doubling down

[1:14:31] Voice 15: on this letter to the minister and capturing some of that concern, maybe it wouldn't be

[1:14:36] Voice 15: as large, but at least it wouldn't be a full corporate strategy until we knew.

[1:14:40] Voice 15: Right. So,

[1:14:42] Trustee Luckham: at this point in time, what minister is that? Is that still with Murray Rankin?

[1:14:51] Trustee Elliott: Calon? Ravi Calon?

[1:14:53] Trustee Luckham: Oh, interesting.

[1:14:54] Trustee Luckham: Yeah, I think it's Calon.

[1:14:55] Trustee Luckham: Yeah. So, I can't help but wonder whether or not there's not an opportunity here to ask for

[1:15:01] Trustee Luckham: a meeting with the minister and have a conversation to seek some clarity and

[1:15:05] Trustee Luckham: help us to identify those issues that have been raised.

[1:15:08] Trustee Luckham: i

[1:15:14] Voice 15: think that's pretty reasonable uh approach to yeah

[1:15:20] Trustee Luckham: okay so vice chairs what do you think at

[1:15:23] Trustee Luckham: this point in the conversation uh that's trustee peterson elliott i'm not sure whose hand went up

[1:15:28] Trustee Luckham: first uh

[1:15:30] Voice 3: thank you chair yeah uh i mean my my perspective and the reason i wanted to advance

[1:15:36] Voice 3: um this to regional planning committee is is yes the landscape has changed um

[1:15:43] Voice 3: As we've all discussed, Island's Trust not being included in these funding formulas is a problem, and I don't want to overburden staff into too much thinking when we can put the workhorses of the committees to work on what sort of specifics we should be getting into.

[1:16:11] Voice 3: But I think it speaks to a broader issue, you know, as per my letter to the Premier, there's a number of areas where provincial funding is not coming to Islands Trust and perhaps there's a broader, not that we need to get into it at this moment, but there's reconciliation, there's housing, there's climate change action, there's marine issues.

[1:16:39] Voice 3: All of these things are areas where the province is doing some new work and we're not being included in the funding formulas.

[1:16:48] Voice 3: So I think that, I mean, maybe I'm wrong, but I think there's appetite across the trustees to get to some work on the housing and to get included if we can.

[1:17:03] Voice 3: I think a new letter to the new minister would be an appropriate action.

[1:17:09] Voice 3: so mr

[1:17:09] Voice 15: chair in support of that just from an administrative perspective this going to have

[1:17:14] Voice 15: this conversation of rpc to be followed up by whatever they think is the right way to go

[1:17:20] Voice 15: makes make some sense for them to refresh this request so

[1:17:28] Trustee Luckham: what makes sense um having a

[1:17:30] Trustee Luckham: conversation with the minister responsible and forwarding it to rpc or forwarding it to rpc and

[1:17:36] Trustee Luckham: And then having a meeting with...

[1:17:38] Voice 15: I think it's a one-two situation.

[1:17:41] Voice 15: I think we haven't had a response.

[1:17:43] Voice 15: Let's put it back to RPC.

[1:17:44] Voice 15: They can sharpen this consideration, given X, Y, and Z that's occurred in the last three years.

[1:17:51] Voice 15: And if a new letter is required, great.

[1:17:54] Voice 15: And then a request to the minister to follow up.

[1:17:57] Voice 15: I think that would be a good way to go.

[1:18:00] Trustee Elliott: This issue, if I may, Chair, this

[1:18:03] Voice 15: issue is very

[1:18:04] Trustee Elliott: much alive for RPC.

[1:18:05] Trustee Elliott: And we have trustees who are reaching out who have had conversations at UBCM. That is the body that needs to think about strategy and then come back with recommendations. I fully support that. I don't think it's our job right now. Please let RPC take it on for a bit.

[1:18:21] Trustee Elliott: No,

[1:18:24] Trustee Luckham: absolutely agreed. But this is on our follow-up action list. And so what would the

[1:18:32] Trustee Luckham: recommendation here be then at this point, other than taking items one and two and forwarding them

[1:18:41] Trustee Luckham: to RPC for recommendations to advance these issues?

[1:18:48] Voice 10: With respect, Mr. Chair, we haven't

[1:18:51] Voice 10: talked about number two yet so i wouldn't mind a chance to talk about that before you

[1:18:54] Voice 10: sort of yeah

[1:18:55] Trustee Luckham: yeah they're intimately linked to but anyway um let's then focus on item one

[1:19:02] Trustee Luckham: or do we want to vice chairs toby do you want to proceed to item two um and then create some

[1:19:12] Trustee Luckham: or maybe i'll just ask step on what would you recommend

[1:19:16] Voice 10: thank you mr chair so yeah let's give some breathing room to number one i think it's

[1:19:21] Voice 10: pretty clear that rpc would be interested in responding back to executive committee about

[1:19:26] Voice 10: how to proceed on a communication strategy and advocacy so i think that's clear i've heard that

[1:19:30] Voice 10: from that group loud and clear and of course trustee elliott is repeating it here great

[1:19:35] Voice 10: and i think trustee peterson is clear about recent letters especially from salt spring in the area

[1:19:40] Voice 10: about where the latest pressure points are and where legislation is going in regards to number

[1:19:46] Voice 10: two if i can go to there coordinate a round table on housing to include bc housing key ministers

[1:19:51] Voice 10: housing leaders etc i reported back to you in september 13th with my sort of housing scan that

[1:19:57] Voice 10: went to regional planning committee it also went to executive committee and staff noted that although

[1:20:04] Voice 10: that specifically wasn't completed that in staff uh would suggested that because the april 2023

[1:20:10] Voice 10: ubcm housing forum in april 2023 rural islands economic partnership forum which was attended by

[1:20:16] Voice 10: several trustees that the uh that was achieved uh sort of indirectly by a group of forms that could

[1:20:24] Voice 10: do a better job arguably um of putting all that together with all the relevant key players so

[1:20:30] Voice 10: staff haven't moved beyond that especially since the sort of it's a multi-pronged one

[1:20:35] Voice 10: an education session is i said coming about the housing challenges and that recent housing

[1:20:42] Voice 10: strategy and toolkit that's been developed so staff focusing on creating education session

[1:20:47] Voice 10: for the housing toolkit which is quite comprehensive of all tcs uh what they can

[1:20:52] Voice 10: what what they can do and how you know tools that they have at their disposal but the the

[1:20:56] Voice 10: coordination of the round table and was better achieved by ubcm and rural islands economic

[1:21:02] Voice 10: partnership forum so that's where staff felt that was so staff felt it's it's uh more or less

[1:21:08] Voice 10: complete except for the education session from the regional plan come upcoming from the regional

[1:21:12] Voice 10: planning committee so that's why i want to separate those two and i've been sort of repeating that

[1:21:18] Voice 10: with no bite i gotta do a better job

[1:21:20] Trustee Luckham: yeah um so i don't know i might suggest that there are

[1:21:27] Trustee Luckham: thoughts out there that that round table that we've sort of piggybacked on to that conversation

[1:21:33] Trustee Luckham: at the forum there in vancouver was not necessarily specific to the islands trust and that this

[1:21:40] Trustee Luckham: request was something for more specific to island communities as housing leaders from island

[1:21:46] Trustee Luckham: communities and that was much broader um and i'm not so sure that we'd have consensus on whether

[1:21:53] Trustee Luckham: or not that item two has been fulfilled at this point and so it does strike me that realistically

[1:22:00] Trustee Luckham: realistically given the amount of time that's passed since these were put on this list that

[1:22:04] Trustee Luckham: getting an update from regional planning committee or what they think today on both of these items

[1:22:10] Trustee Luckham: applies does anybody else think otherwise so um what would you suggest here step on that

[1:22:21] Trustee Luckham: executive committee uh um advance items one and two to um regional planning committee for

[1:22:31] Trustee Luckham: or current advice on advancing these topics?

[1:22:37] Voice 10: Something like that, for sure.

[1:22:38] Voice 10: For recommendations on how to proceed.

[1:22:41] Voice 10: Or to address, yeah.

[1:22:42] Voice 10: For recommendations.

[1:22:44] Trustee Luckham: So if that was a motion,

[1:22:46] Trustee Luckham: has anybody got that wrapped up in their head well enough?

[1:22:49] Trustee Luckham: Trustee Peterson, thank you.

[1:22:50] Voice 3: Can we just not add item two

[1:22:54] Voice 3: to the motion that's on the floor?

[1:22:57] Trustee Luckham: Did we have a motion on the floor?

[1:23:00] Voice 3: I believe we do.

[1:23:04] Trustee Luckham: under debate

[1:23:05] Trustee Elliott: it wasn't seconded though yeah

[1:23:07] Trustee Luckham: it wasn't seconded

[1:23:08] Voice 3: sorry it wasn't sorry my my

[1:23:11] Voice 3: apologies yeah

[1:23:12] Trustee Luckham: that's all right so you want to pick that up then where we left off and um are

[1:23:18] Trustee Luckham: you suggesting that the motion that you move stands as is or just add and maybe i'll have to

[1:23:25] Trustee Luckham: ask robert again to read that out um but what you're suggesting is adding items one item two

[1:23:31] Trustee Luckham: to that in some fashion seems

[1:23:37] Voice 3: like it might be efficient yeah

[1:23:39] Trustee Luckham: and i don't know robert if you

[1:23:41] Trustee Luckham: can share that with us on the screen just so we know what we're looking at so my obsessive

[1:23:47] Trustee Luckham: compulsive behavior coming in

[1:23:50] Voice 1: chair i have not written it down because i am sharing the screen

[1:23:54] Voice 1: i don't have access to it to only written it in on if i had oh

[1:23:59] Trustee Luckham: i see i understand so can you read

[1:24:01] Trustee Luckham: it out then carefully and we'll think about that

[1:24:05] Voice 1: yes the motion that was put forward by

[1:24:09] Voice 1: trustee peterson is that to in regards to the executive committee follow-up action item

[1:24:17] Voice 1: number one in the director of planning services that be referred to regional planning committee

[1:24:23] Voice 1: for recommendations in regards to this topic okay

[1:24:33] Trustee Luckham: so how that could that be more concise trustee

[1:24:36] Trustee Luckham: peterson do you want to try and pick that up it's your emotion um

[1:24:45] Voice 3: i would just amend it to

[1:24:48] Voice 3: say items one and two okay so do you have that if someone if someone would like to change it

[1:25:00] Voice 3: then i'd suggest that that they put that forward no

[1:25:03] Trustee Luckham: well i think it's fine just refer to items one

[1:25:06] Trustee Luckham: and two where specifically i feel at um a disadvantage by not having it down written

[1:25:14] Trustee Luckham: down in front of me but um so where specifically would that go anybody trustee peterson sorry oh

[1:25:33] Voice 3: uh uh that would be the the motion as as uh as mr barlow captured it uh just amended by

[1:25:42] Voice 3: adding item two in into it okay

[1:25:45] Trustee Luckham: and so where specifically do you want to add that and

[1:25:49] Trustee Luckham: ask robert barlow if he has that uh in hand or not

[1:25:57] Voice 5: yes i

[1:25:58] Voice 5: do understand perfect

[1:26:00] Trustee Luckham: so can i get you to read it out one last time just to make sure we've

[1:26:03] Trustee Luckham: you've got it right.

[1:26:07] Voice 1: The resolution or the motion rather by Trustee Peterson is to is in regards to

[1:26:16] Voice 1: the executive committee follow-up action list and the director of planning services activity one and

[1:26:22] Voice 1: two be referred to regional planning committee for recommendations to back to report back to

[1:26:29] Voice 1: to the executive committee.

[1:26:31] Trustee Luckham: Perfect. Okay.

[1:26:32] Trustee Luckham: So I think that's got it.

[1:26:34] Trustee Luckham: Trustee Maude seconded.

[1:26:35] Trustee Luckham: Any further discussion?

[1:26:37] Trustee Luckham: All those in favor?

[1:26:39] Trustee Luckham: Any opposed?

[1:26:41] Trustee Luckham: None opposed?

[1:26:41] Trustee Luckham: That carries.

[1:26:42] Trustee Luckham: Okay.

[1:26:43] Trustee Luckham: So that deals with one and two

[1:26:45] Trustee Luckham: offered Director of Planning Services.

[1:26:46] Trustee Luckham: Let's continue on.

[1:26:48] Trustee Luckham: Stefan.

[1:26:49] Voice 10: Sure. Thank you, Mr. Chair.

[1:26:51] Voice 10: Number three is in regards to requesting the ombudsperson

[1:26:55] Voice 10: to undertake a review.

[1:26:56] Voice 10: This is complete.

[1:26:57] Voice 10: I did update it complete after trust council,

[1:26:59] Voice 10: but it's not reflecting complete here okay

[1:27:04] Trustee Luckham: and so that there was recommendation from Council about

[1:27:08] Trustee Luckham: work to be undertaken and so that now is on Trust Council's list so we can skip that great

[1:27:15] Voice 10: okay so

[1:27:17] Voice 10: number four is a little more complex staff to evaluate the implications of a longer of a

[1:27:23] Voice 10: evaluate the implications of a longer referral response window that's not hard to do we have a

[1:27:29] Voice 10: 60-day window to first nations i'm not sure what implications just means more time uh things take

[1:27:36] Voice 10: more time so that we haven't done much on a but b consider how trust council and local trust

[1:27:41] Voice 10: committees might consult with first nations to better understand what changes to the current

[1:27:46] Voice 10: referral process should be made to both improve communications and to further reconciliation and

[1:27:51] Voice 10: to report back this is a huge ask that's uh being led by robin and claire and involving many aspects

[1:27:59] Voice 10: of their planning services team i would say we communicate this on and off regularly and i think

[1:28:05] Voice 10: robin herself has reached a place of understanding the complexity of the issue in terms of all the

[1:28:11] Voice 10: local trust communities all the different corporate bodies all the different first nations

[1:28:15] Voice 10: and all the all the complexities of interactions and so we're undertaking this work we're we're

[1:28:24] Voice 10: talking about it and we're distinguishing between different where everybody is where

[1:28:28] Voice 10: what your application is what long-range planning is and i think there's i don't want to speak for

[1:28:34] Voice 10: robin because she speaks so much more articulately than i do but she does understand she's communicating

[1:28:40] Voice 10: what is the intent of our communications with First Nations

[1:28:44] Voice 10: and how are we following up with engagement

[1:28:48] Voice 10: and capacity funding.

[1:28:50] Voice 10: And we're working through it.

[1:28:52] Voice 10: It's a very regular conversation.

[1:28:54] Voice 10: I don't have a target date yet,

[1:28:56] Voice 10: but just to say that I think the maturation of Rob

[1:28:59] Voice 10: and Inner Roll is really starting to address

[1:29:02] Voice 10: this particular issue.

[1:29:05] Trustee Luckham: Okay, so it is very much so a work in progress.

[1:29:10] Trustee Luckham: Trustee Elliott.

[1:29:13] Trustee Elliott: Just a question. Do we have the capacity to do this in-house? And it's not about anyone's abilities at all. It's just, do we need an outside lens? Or at some point, is that question going to be asked? Is our internal review enough? Or will we need to look outside for other supports? And that's maybe just a question for down the road.

[1:29:42] Voice 10: I'd like to respond, but I'll wait for Trustee

[1:29:44] Trustee Elliott: Mott and CAO Hudson-Piller.

[1:29:47] Trustee Elliott: I apologize.

[1:29:49] Trustee Maude: I would recognize the AOM.

[1:29:52] Voice 15: Thank you.

[1:29:53] Voice 15: So if there was a

[1:30:00] Voice 15: list of actions and undertakings associated with our reconciliation work

[1:30:07] Voice 15: of the Islands Trust this is would fit in the middle of that list meaning this

[1:30:15] Voice 15: isn't admit there's an administrative reality to our work that exists here so

[1:30:21] Voice 15: we've been asked to to reflect on it but Trust Council what I'm anticipating is

[1:30:29] Voice 15: is going to need to happen is trust council itself even coming out of the visioning discussions that

[1:30:34] Voice 15: we had at our last meeting is going to need to have some discussions around concepts that are

[1:30:40] Voice 15: come before this around um our declaration statement and our reconciliation action plan

[1:30:53] Voice 15: and some of the pieces are relationship to DRIPA

[1:30:59] Voice 15: and those pieces that then lead

[1:31:03] Voice 15: or are related to how we administratively function.

[1:31:11] Voice 15: And if someone said,

[1:31:13] Voice 15: well, how's it been going at the Islands Trust

[1:31:14] Voice 15: for some period of time?

[1:31:16] Voice 15: Over the last five years,

[1:31:17] Voice 15: there's a narrative or a history to that.

[1:31:19] Voice 15: I think that we're getting closer to a place

[1:31:23] Voice 15: where we can have that discussion at trust council around some of these key things i think that's

[1:31:28] Voice 15: some of the work that um is coming out we've staffed the position some key questions are

[1:31:34] Voice 15: being asked around how does our work around reconciliation and meaningful referrals and

[1:31:43] Voice 15: engagement reconcile with our intended work plans that ltcs have and what are the timelines are

[1:31:53] Voice 15: those two things matched in terms of just the basic timelines um that are in place so i i

[1:32:00] Voice 15: really respect that this question has been daylighted um and it needs to be done but it

[1:32:05] Voice 15: can't just be a staff you know looking at options and coming back to trust council it's got to be

[1:32:12] Voice 15: associated with trust council revisiting and looking at its reconciliation principles um

[1:32:20] Voice 15: Um, um, coming back to the declaration to see, is that, um, reflect where trust council

[1:32:26] Voice 15: is.

[1:32:27] Voice 15: And so there's a bunch of work associated with that.

[1:32:30] Voice 15: Um, don't want to take up too much of your time, but, um, I, I think that that conversation

[1:32:35] Voice 15: is going to have to happen and we're going to have to figure out a way to have it, um,

[1:32:39] Voice 15: at a trust council level.

[1:32:42] Voice 15: And that will then inform as an entity, local trust committees, how they refer to nations,

[1:32:50] how

[1:32:50] Voice 15: we can do it consistently and respectfully

[1:32:53] Voice 15: in a comprehensive way.

[1:32:59] Voice 15: That's all I've got on this one.

[1:33:04] Trustee Luckham: So I think this is a work in progress.

[1:33:08] Trustee Luckham: And let's move along here, if that's all right.

[1:33:11] Voice 10: Do you mind if I add one more thing, Mr. Chair?

[1:33:13] Trustee Luckham: Oh, yeah, please.

[1:33:14] Voice 10: I'd just like to add that, you know,

[1:33:17] Voice 10: because of the different corporate bodies,

[1:33:19] Voice 10: it gets complex in how they intertwine together.

[1:33:20] Voice 10: and when I report my operational side talking about First Nations engagement

[1:33:27] Voice 10: capacity funding and all those pops up in the projects or in the funding the

[1:33:32] Voice 10: budget business cases and so I'll be talking about there too just it'll

[1:33:37] Voice 10: demonstrate some of the complexity that's moving with this topic okay

[1:33:43] Trustee Luckham: excellent thank you

[1:33:44] Voice 10: so

[1:33:45] Trustee Luckham: then if that's alright with vice-chairs on item five

[1:33:49] Trustee Luckham: that's a work in progress and we have a report on our agenda later here today that we need to

[1:33:54] Trustee Luckham: discuss that correct okay so um vice chairs and staff do you want to have a 10 minute break we've

[1:34:03] Trustee Luckham: been at this a little over an hour and a half and then we'll come back and then we'll push through

[1:34:08] Trustee Luckham: until our lunch break with the rest of the agenda but uh we've got trust area services section we

[1:34:14] Trustee Luckham: might have a little bit of detail to go into their director of administrative services may be simpler

[1:34:18] Trustee Luckham: is that all right 10 minute break yes

[1:34:23] Voice 14: sir okay

[1:34:24] Trustee Luckham: so let's uh come back at 11 o'clock and we'll

[1:34:27] Trustee Luckham: continue on thank you for the deep dive here uh i'm hoping this is uh fruitful for everybody

[1:46:24] Voice 4: okay everybody back awesome

[1:46:30] Voice 7: so chelican

[1:46:35] Voice 8: yes yeah if i may i think we got the live stream

[1:46:39] Voice 8: you're up and running so we're just going to start that now okay

[1:46:43] Voice 13: should

[1:46:44] Voice 8: be back on live stream

[1:46:45] Voice 8: i'll just double check it's

[1:46:49] Voice 4: being live stream now okay thanks yeah that's

[1:46:53] Voice 13: good oh

[1:46:55] Voice 4: yeah okay um well

[1:46:58] Trustee Luckham: um i want to uh welcome everybody to the live stream here we had some technical difficulties

[1:47:06] Trustee Luckham: this morning and have been unable to bring you into the conversation here until now

[1:47:11] Trustee Luckham: now. Hopefully, there are still folks out there to watch. And so my name is Peter Luckum,

[1:47:25] Trustee Luckham: Chair of Honest Trust Council here today with Executive Committee and staff. We have gone

[1:47:30] Trustee Luckham: through the agenda and we are now at 5.1 Director and CA updates. And we have got managed to

[1:47:43] Trustee Luckham: to get ourselves through to Director of Administrative

[1:47:46] Trustee Luckham: Services section of the follow-up action list.

[1:47:50] Trustee Luckham: And I didn't see Director Mobs online earlier.

[1:47:55] Trustee Luckham: So I'll just ask the CAO if he has any updates

[1:47:59] Trustee Luckham: with respect to her follow-up action list.

[1:48:02] Voice 15: I don't, all of the work, well, today, just funnily enough,

[1:48:07] Voice 15: we're just taking today's end of quarter.

[1:48:08] Voice 15: So it's a huge flurry in terms of administrative services

[1:48:12] Voice 15: and financial reconciliation that's going on today.

[1:48:17] Voice 15: So Julia's team will have been focused on that.

[1:48:21] Voice 15: And that's of course going to inform

[1:48:24] Voice 15: the upcoming October 18th FPC meeting.

[1:48:27] Voice 15: And so that agenda coming out as being the primary focus

[1:48:31] Voice 15: of the admin team's work.

[1:48:34] Trustee Luckham: All right, excellent.

[1:48:36] Trustee Luckham: Thank you for that.

[1:48:37] Trustee Luckham: So then let's receive that assuming bad assumption really,

[1:48:42] Trustee Luckham: but are there any questions with regards to the director of administrative services no

[1:48:47] Voice 15: sorry

[1:48:50] Voice 15: one more thing

[1:48:51] Trustee Luckham: yes item

[1:48:54] Voice 4: two yeah

[1:48:57] Voice 7: this

[1:48:58] Voice 4: regards um

[1:49:00] Voice 15: insurance yeah

[1:49:02] Trustee Luckham: it's been a long-standing issue

[1:49:04] Trustee Luckham: yeah long

[1:49:04] Voice 15: -standing um we have had response back from mia that we are a potential candidate for

[1:49:11] Voice 15: their organization they have requested further information which we are providing to them

[1:49:18] Voice 4: yeah

[1:49:19] Voice 15: the notion of self-insurance itself we wanted to go out into the marketplace so that

[1:49:25] Voice 15: you really as an institution have three options available to you carry on in the in the current

[1:49:30] Voice 15: marketplace join the MIA or self-insurance we can we can still do the self-insurance analysis

[1:49:40] Voice 15: But what's going to happen here is, if we're successful with the MIA application, that

[1:49:45] Voice 15: decision is going to come up before we have all the information on self-insurance.

[1:49:52] Voice 15: And I'm here to tell you that's okay.

[1:49:55] Voice 15: And the reason why it's okay is that either way, self-insurance would require some process

[1:50:03] Voice 15: of saving over time that we could self-insure and we haven't done that right so that we'll try

[1:50:13] Voice 15: to get you some reporting on that but our first response is back from people's um is along the

[1:50:18] Voice 15: lines of yes you have to have some um reserve in place that's dedicated to that um goal which we

[1:50:27] Voice 15: could do over some three or five year period if it made economic sense but prior to that i believe

[1:50:34] Voice 15: there'll be um the step one consideration we'll be looking at the mia potential for the mia

[1:50:42] Voice 15: application i just want to give you that heads up before we move down to the director of min services

[1:50:47] Voice 15: thanks okay

[1:50:51] Trustee Luckham: thank you anybody have any questions i have one question no so um from what i'm

[1:50:59] Trustee Luckham: gathering there is what you're saying um you know there's two options in front of us today with

[1:51:04] Trustee Luckham: potentially a long-term plan to self-insure. And so it will be either continue with the status

[1:51:10] Trustee Luckham: quo or sign up with the MIA. Certainly with market variability and access to insurance companies,

[1:51:17] Trustee Luckham: the reason for this question has been is it appeared that there was more stability for us

[1:51:21] Trustee Luckham: as an organization to work with other local governments. And there may or may not be some

[1:51:26] Trustee Luckham: cost savings associated with that. But what you're saying is if we want to do a complete

[1:51:30] Trustee Luckham: self-insure process, we are going to have to save up some money to ensure that we can fund that

[1:51:35] Trustee Luckham: from day one when we decide to do that. So in the interim, we may continue with the status quo,

[1:51:41] Trustee Luckham: or we may move over to MII and see how that experience is. Is that right?

[1:51:45] Voice 15: Yeah, you said it way more than I did. That's it.

[1:51:48] Trustee Luckham: Okay. That's good news, because this has been a long journey, and it's been very difficult

[1:51:55] Trustee Luckham: on a couple of occasions when the question of insurance has been completely up in the air.

[1:52:00] Trustee Luckham: and that's a bad place for us to be so that's great any other questions otherwise we'll move on

[1:52:06] Trustee Luckham: so trust area services director freighter over to you for your follow-up action list

[1:52:12] Voice 9: thank you chair um so to start your first one here is um making sure i'm in the executive

[1:52:19] Voice 9: everyone the first one here is one i think you can take off we've talked about this in the past

[1:52:23] Voice 9: this relates to the negotiation of a crown land agreement that would cover off um aquaculture

[1:52:29] Voice 9: your tenures and this was a topic that was brought up back in 2019 um relating to when we negotiate a

[1:52:36] Voice 9: new agreement this was a clause that you wanted in there which was such that when there's a change

[1:52:40] Voice 9: in species on license that there was an interest in having local trust committed committees being

[1:52:46] Voice 9: informed of that um i have got this note in the file um such that when we have any capacity to

[1:52:52] Voice 9: take up renegotiation of those agreements i've got this idea captured i think it can come off this

[1:52:57] Voice 9: list excellent

[1:52:59] Trustee Luckham: I like that any questions about that from vice chairs no okay I think I instituted

[1:53:07] Trustee Luckham: that back in 2019 anyway so

[1:53:10] Trustee Luckham: let's take it off the list and indeed when that agreement comes up for

[1:53:14] Trustee Luckham: discussion if and when then that would be captured so keep moving on your list okay

[1:53:20] Voice 9: the second here

[1:53:21] Voice 9: is the legislative monitoring chart you'll remember at trust council there was a request

[1:53:24] Voice 9: to now provide it again every three months i'll just remind you that this chart is typically

[1:53:31] Voice 9: accomplished through the senior policy advisor position that position is now dedicated to the

[1:53:36] Voice 9: policy statement project and wasn't really backfilled so we are achieving this as best

[1:53:42] Voice 9: we can the grants manager is helping i'm taking on a piece of it but as with this and the housing

[1:53:47] Voice 9: affordability advocacy we just discussed there is limited capacity to undertake that while we're

[1:53:52] Voice 9: also running the policy statement project unless council chooses next year to provide some more

[1:53:57] Voice 9: capacity in that position. So we will continue to do our best to deliver this to you every three

[1:54:04] Voice 9: months now. We'll leave it on. I recommend leaving it on the list. Okay.

[1:54:08] Voice 9: The next is one where this

[1:54:10] Voice 9: is again from 2020. It's an older one. A grant in aid was provided just prior to the pandemic of

[1:54:16] Voice 9: $4,500 to a business, an Indigenous-owned business, to offer film screenings on the

[1:54:26] Voice 9: islands relating to particularly dust and bones. And there's since been others produced, like

[1:54:30] Voice 9: Zubaylam and what was the other one? And the same firm has also produced now a movie on cedars. I

[1:54:37] Voice 9: can't remember the name. Life of a Cedar, I think. We have not had the capacity to move forward with

[1:54:43] Voice 9: this um so really we look for your direction grant money was provided to offer it and we have not

[1:54:48] Voice 9: been able to support that it does require staff time to help with the promotion and the coordination

[1:54:53] Voice 9: of it all and we have heard from nations that if we're to offer educational opportunities in their

[1:54:58] Voice 9: territories that like they like to be notified and or invited you know co-host with us so it's not a

[1:55:04] Voice 9: minor undertaking so i'd look to you for direction around would you like to leave this on would you

[1:55:09] Voice 9: simply like to like you know walk away and start again at a future time um

[1:55:13] Voice 4: i think we'd want your

[1:55:15] Voice 4: direction here okay uh vice chair elliott i'm

[1:55:24] Trustee Elliott: wondering if because they're the interest was

[1:55:27] Trustee Elliott: from gabrielle and salt spring islands um if there's interest from ltcs in having a film

[1:55:33] Trustee Elliott: screening could that not be raised and advanced to ec to consider sponsorship as a and and but i

[1:55:42] Trustee Elliott: guess this is the question is where was the where would the budget come from um the reconciliation

[1:55:49] Trustee Elliott: budget be a potential for

[1:55:52] Voice 9: that i can clarify we already provided the funds but we had to cancel

[1:55:57] Voice 9: planned screenings because of the pandemic so the funds have already been provided it's simply a

[1:56:02] Voice 9: matter of rearranging for the screenings having our staff you know support you know support

[1:56:08] Voice 9: support in the arrangements of it and then help communicate it out to the public yeah i think we

[1:56:14] Voice 9: yeah i think you know we've we've expended taxpayer dollars for this function so i think

[1:56:21] Voice 9: we do i think leave it on the list and we'll get to it when we can we've only just you know two

[1:56:26] Voice 9: months ago filled the senior indigenous relations advisor position we were waiting for that person

[1:56:31] Voice 9: so i think once you know everything's more settled in and we have relationships um we could look at

[1:56:37] Voice 4: moving this forward yeah

[1:56:42] Voice 7: so

[1:56:43] Trustee Elliott: if i may if i if i explore interest on gabriola and then we we do

[1:56:48] Trustee Elliott: the outreach and organizing so that there isn't uh communications demand on the islands trust

[1:56:53] Trustee Elliott: um would that be sort of a workable solution yeah the community undertakes the promotion

[1:56:59] Voice 9: yes i would suggest there would be some staff support needed to reach out to sitting on or

[1:57:03] Voice 9: we could work with trustees to you know make sure that they're okay provide some consent around this

[1:57:09] Voice 9: okay thanks okay

[1:57:12] Trustee Luckham: so it sounds like we should probably fulfill the original obligation which

[1:57:16] Trustee Luckham: is gabriella and salt spring and so trustee elliott you've indicated the desire to pursue

[1:57:21] Trustee Luckham: that and then um trustee peterson i guess if you want to bring that up with the local trustees and

[1:57:27] Trustee Luckham: salt spring if they have the capacity to do that and then we could take this off the list

[1:57:31] Trustee Luckham: of having fulfilled that um obligation that we've set ourselves up for um does that sound correct

[1:57:39] Trustee Luckham: Director Freyda, we'll leave that with Trustee Peterson

[1:57:42] Trustee Luckham: and Trustee Elliot to advance that in their LTCs.

[1:57:46] Voice 9: Yes, with our staff support,

[1:57:47] Voice 9: because of course we'll have to speak with the filmmaker.

[1:57:52] Trustee Luckham: Let's find out what the interest is

[1:57:54] Trustee Luckham: and then talk to the filmmaker and make it so.

[1:57:58] Voice 9: Perfect.

[1:58:00] Voice 9: Okay, next question.

[1:58:01] Voice 9: Yeah, let me now, good list, this is another old one.

[1:58:05] Voice 9: There, as you might remember,

[1:58:06] Voice 9: the province was proposing to have a change of use on Mount Gardiner on Bowen to allow motorized

[1:58:14] Voice 9: vehicles up there. Bowen Council has taken the position that that's an inappropriate use of

[1:58:18] Voice 9: those lands for various reasons. At the very outset, I was involved and so was Lisa Wilcox

[1:58:25] Voice 9: in helping with some advocacy and coordination with the province around, you know, an understanding

[1:58:32] Voice 9: of the island's trust the special purpose mandate um and looking at some of the processes i would

[1:58:38] Voice 9: suggest i don't think i've been involved since you know early 2021 and i haven't heard of requests

[1:58:43] Voice 9: from bowen staff in a number of years um so i would think this could probably come off and they

[1:58:49] Voice 9: can reinitiate that request should they uh should it still be a live topic i'm actually not even

[1:58:55] Voice 9: aware of what the status is well

[1:58:59] Trustee Luckham: i'm going to go out on a limb and say we should remove this and

[1:59:02] Trustee Luckham: and I will take the responsibility to communicate

[1:59:04] Trustee Luckham: with Trustee Fast and Trustee Getty

[1:59:07] Trustee Luckham: that we've removed that from the list

[1:59:09] Trustee Luckham: and would anticipate that if they wanted further direction,

[1:59:11] Trustee Luckham: they would ask us for it.

[1:59:14] Trustee Luckham: Does that sound appropriate?

[1:59:16] Voice 4: Yes, please.

[1:59:20] Trustee Luckham: Just writing that down so I don't miss it, Mount Gardner.

[1:59:26] Trustee Luckham: Okay.

[1:59:27] Trustee Luckham: Keep going there, Director Frater.

[1:59:29] Voice 9: Okay, number five here is a reconciliation oriented one

[1:59:33] Voice 9: from 2021 asking staff to investigate options around policies for policy updates,

[1:59:39] Voice 9: providing for formal opportunities for First Nation presentations and engagement at Trust

[1:59:44] Voice 9: Council meetings. This is one that has sort of gone on our long list of reconciliation activities.

[1:59:51] Voice 9: I think it speaks to having good relationships, creating a culturally safe environment

[1:59:55] Voice 9: environment, and making sure we're aware that we're including Indigenous perspectives.

[2:00:00] Voice 9: in our meetings.

[2:00:01] Voice 9: I think I would suggest it's happening somewhat organically,

[2:00:04] Voice 9: not the policy piece, but turning our minds to this.

[2:00:07] Voice 9: I'm not sure it needs to be on your fuel.

[2:00:09] Voice 9: We do have it captured in a broader list

[2:00:10] Voice 9: of things to contemplate.

[2:00:12] Voice 9: So I think it could come off and we'll,

[2:00:14] Voice 9: as staff, as we build a reconciliation program

[2:00:17] Voice 9: and prepare advice to you, we'll certainly consider

[2:00:20] Voice 9: how you would run your cross-council meetings

[2:00:22] Voice 9: and how you might like

[2:00:23] Voice 4: to involve indigenous leaders.

[2:00:31] Voice 4: Okay, a thumbs up there, I see.

[2:00:34] Trustee Luckham: so um then we'll just leave that a moment on the list and go to the next item unless we want any

[2:00:40] Trustee Luckham: further clarity

[2:00:41] Voice 9: okay i'm gonna keep going this is one you may wish to keep it's about a year old

[2:00:47] Voice 9: this results from changes to our legislation that the province brought in and that suite of changes

[2:00:51] Voice 9: that we had advocated for um this particular um sections of the act allow for the islands trust

[2:00:58] Voice 9: us to offer grants. Previous to the change, we were only able to grant money in the areas of

[2:01:04] Voice 9: history and heritage. The legislature broadened that out to amenities and environment and

[2:01:13] Voice 9: history and heritage. So you now have legislative ability to offer grants on a broad sweep of

[2:01:19] Voice 9: things. In the absence of that happening, we had created the Secretariat Services Program as a

[2:01:25] Voice 9: workaround which is an administratively cumbersome way of providing a grant essentially. So this

[2:01:32] Voice 9: direction which came from executive was to perhaps look at the new legislation, provide a briefing to

[2:01:38] Voice 9: executive committee and contemplate changes to the secretariat services delivery method and whether

[2:01:44] Voice 9: or not council wished to budget to provide a more general grant program. Since you passed this

[2:01:49] Voice 9: resolution, we have not had an available policy advisor to work on it. I don't think it will

[2:01:55] Voice 9: happen in the short term, but I do think there's merit in doing this work at some point because

[2:01:59] Voice 9: the Secretariat Services Program is administratively heavy and could be made lighter,

[2:02:04] Voice 9: but we have to give you that advice. So I recommend you keep it and we'll just get to it when we can.

[2:02:11] Trustee Luckham: Okay, that's great. The only thing I might suggest here with that

[2:02:17] Trustee Luckham: but activity is that have a descriptor in there

[2:02:23] Trustee Luckham: about what it is rather than just the numbers,

[2:02:26] Trustee Luckham: just so that at a glance, we can see what it is,

[2:02:31] Trustee Luckham: but otherwise it's good to leave it on there.

[2:02:33] Trustee Luckham: And this kind of doubles back actually

[2:02:36] Trustee Luckham: to the conversation we had earlier about policy

[2:02:39] Trustee Luckham: regarding executive committee sponsorship.

[2:02:41] Trustee Luckham: And that, so somehow we need to get some policy

[2:02:45] Trustee Luckham: similar to that that sets up the criteria for allowing us to administer

[2:02:50] Trustee Luckham: this in a fair and appropriate

[2:02:52] Voice 4: way it strikes me okay number

[2:02:58] Voice 9: seven here is a

[2:03:00] Voice 9: task to reinitiate the kindling of the relationship between San Juan County and

[2:03:05] Voice 9: Islands Trust the motion had said to work with the character September we

[2:03:10] Voice 9: said had a discussion saying there was not space on that agenda I look to you

[2:03:14] Voice 9: for whether that is a joint meeting

[2:03:16] Voice 9: that you wish to have in December,

[2:03:18] Voice 9: where it is in Victoria.

[2:03:20] Voice 9: So if there was to be travel,

[2:03:21] Voice 9: it is somewhat more straightforward.

[2:03:23] Trustee Luckham: Yeah, so that's great, Claire.

[2:03:27] Trustee Luckham: And I apologize in the day before council,

[2:03:32] Trustee Luckham: I actually had a conversation

[2:03:34] Trustee Luckham: with the chair of San Juan County

[2:03:39] Trustee Luckham: with regards to the emergency tow vessel

[2:03:44] Trustee Luckham: in uh sydney as there was some activity going on in their uh government uh with respect to

[2:03:54] Trustee Luckham: advocating for a tow vehicle based upon the data that they have so i've been developing a

[2:04:02] Trustee Luckham: conversational relationship with the chair and certainly there that interest of meeting with us

[2:04:07] Trustee Luckham: still exists and i did mention december and that is certainly a possibility so i would suggest that

[2:04:15] Trustee Luckham: that you and I could just advance that

[2:04:17] Trustee Luckham: with the agreement of the vice chairs

[2:04:22] Trustee Luckham: that we try to figure out how to make that happen

[2:04:25] Trustee Luckham: at our December council,

[2:04:26] Trustee Luckham: because that would be the best place to do it.

[2:04:28] Trustee Luckham: And she was definitely interested in that opportunity.

[2:04:34] Voice 9: So we'll leave that one on.

[2:04:36] Voice 9: The next

[2:04:37] Voice 9: one is number nine,

[2:04:38] Voice 9: which is the reconciliation learning group.

[2:04:40] Voice 9: That has now been initiated

[2:04:42] Voice 9: and staff are working towards a learning plan.

[2:04:45] Voice 9: and coming up with methods.

[2:04:48] Voice 9: I think this could either stay or go.

[2:04:50] Voice 9: The work is already happening.

[2:04:51] Voice 9: So we could mark it as complete

[2:04:53] Voice 9: because it has been initiated.

[2:04:55] Voice 9: But I leave that to you.

[2:04:59] Voice 13: I think you're right.

[2:05:00] Voice 13: Vice-Chairs, anything on that?

[2:05:02] Voice 13: Yeah, I think.

[2:05:04] Trustee Luckham: So

[2:05:05] Voice 4: I see now we can remove.

[2:05:08] Trustee Luckham: Yeah, it's funny.

[2:05:09] Trustee Luckham: Every once in a while, I get a weird echo there.

[2:05:11] Trustee Luckham: But I think we're removing that

[2:05:14] Trustee Luckham: because it's in operation.

[2:05:17] Voice 9: Okay, super.

[2:05:17] Voice 9: Thank you.

[2:05:18] Voice 9: you. The next one is the one we talked about previously with Director Cermak that's being

[2:05:23] Voice 9: referred to RPC, so I'll move past that one. If we could go down on screen to number 12, please.

[2:05:30] Voice 9: Okay, and also this one would be a previously discussed, and I think we were leaving it. And

[2:05:35] Voice 9: then finally, I have not yet initiated number 13, but we will leave that on because we will be

[2:05:39] Voice 9: working towards putting together an evening webinar. I just need to catch up post-vacation

[2:05:44] Voice 9: here to see where we're at that's

[2:05:49] Trustee Luckham: excellent um well well done director uh freighter in your area

[2:05:55] Trustee Luckham: thank you to you and your team for all of the work that you do and i'll just note that uh there was

[2:06:00] Trustee Luckham: that um i think it was a news release there just recently or maybe a circulation to trustees about

[2:06:07] Trustee Luckham: um from carla with respect to uh creating opportunities in your wills and so that's

[2:06:15] Trustee Luckham: It's great to see that messaging going out.

[2:06:18] Trustee Luckham: I've had the opportunity myself to talk to a few people about that recently that are people that are considering doing something in their state.

[2:06:26] Trustee Luckham: And it's certainly obvious that that could be directed towards Trust Conservancy.

[2:06:32] Trustee Luckham: So that's great.

[2:06:34] Trustee Luckham: Okay.

[2:06:35] Trustee Luckham: Any other questions on the follow-up action list for Trust Area Services Director?

[2:06:43] Trustee Luckham: And I realize now as I pause and think about providing the opportunity for the director to provide her general update from her department, I think I skipped over that with Director Cermak.

[2:06:55] Trustee Luckham: And so maybe we'll come back to him if he has something to report in broad terms with respect to his area of responsibility.

[2:07:01] Trustee Luckham: So, Director of Trust Area Services, broadly in your area of responsibility, do you have a report?

[2:07:08] Voice 9: Yes, I can just provide a few human resource updates.

[2:07:11] Voice 9: dates. So I will just let you know, Kate Emmings, manager of the Conservancy, is stepping away on

[2:07:15] Voice 7: the

[2:07:16] Voice 9: leave. And for now, I will be acting in her role, which the consequences for you, of course,

[2:07:21] Voice 9: is that means much less time to assist with taking on the policy advisor duties that I've also been

[2:07:26] Voice 9: carrying. So you're going to hear me saying I don't have time for a lot of things, I think,

[2:07:30] Voice 9: as I take on supporting that team and that work and that board, in addition to regular duties for

[2:07:35] Voice 9: now. Also we are proceeding with posting the senior policy advisor position because right now

[2:07:43] Voice 9: we've got Mary Storzer here on a temporary basis but we need to post it as a permanent role so that

[2:07:48] Voice 9: will be going up shortly. The anticipation is that for the first year two years of that role it will

[2:07:53] Voice 9: continue to be focused on the policy statement project and we'll be taking on much of it much

[2:07:58] Voice 9: of any of the regular duties of that role. Also we are continuing to have our program coordinator

[2:08:04] Voice 9: seconded. And so I have Mike Richards helping out there. And the administrative coordinator

[2:08:10] Voice 9: position that will be part of Trust Area Services is still in classification. And we will post it

[2:08:16] Voice 9: as soon as it's out to recruit that support person who will be split between helping with

[2:08:21] Voice 9: general administrative improvements around here, supporting the Governance Committee,

[2:08:25] Voice 9: Accessibility Committee, and about half-time supporting Robin and the Reconciliation Program

[2:08:30] Voice 9: and meetings and engagements within with First Nations so on an HR basis it's a

[2:08:35] Voice 9: bit busy and we'll keep you apprised is that as our staff changes occur in

[2:08:43] Voice 9: regards to the work policy statement project is the dominant initiative right

[2:08:46] Voice 9: now we are working actively with quite a number of nations to seek their input we

[2:08:51] Voice 9: have received one request for extension of the timeline they're not sure they'll

[2:08:56] Voice 9: be able to get comments to trust programs committee for january i've apprised the trust

[2:09:01] Voice 9: programs committee chair that's something trust programs committee could consider at their november

[2:09:04] Voice 9: meeting um you may wish to turn your mind to you know accommodating that versus staying on the

[2:09:09] Voice 9: timelines you have set out in the charter you've just approved the trust council um the annual

[2:09:14] Voice 9: report is at the printer and we'll be headed off within a week or so to the minister to be tabled

[2:09:19] Voice 9: in the legislature and we're working with the staff there to arrange for that and we are working

[2:09:26] Voice 9: on a communication strategy which sort of paused over my vacation and the trust council meeting

[2:09:30] Voice 9: so this fall we'll circle back to that to get to you for consideration and comment

[2:09:35] Voice 9: um and i expect it'll be a bit of an iterative process with executive committee we'll bring you

[2:09:39] Voice 9: a draft you know have a conversation slash little workshop around it go back and redraft um so when

[2:09:45] Voice 9: we do provide it it will be in a draft form for discussion um but it is providing the basis of

[2:09:51] Voice 9: of our budget request that you've had before you.

[2:09:55] Voice 9: I think that's it for now in terms of highlights,

[2:09:57] Voice 9: lots of other things underway,

[2:09:59] Voice 9: but that gives you sort of top highlights.

[2:10:02] Voice 9: I'm happy to take any questions.

[2:10:04] Trustee Luckham: Any questions?

[2:10:09] Voice 7: I have a

[2:10:10] Trustee Luckham: couple of questions.

[2:10:12] Trustee Luckham: Well, one concern, I guess,

[2:10:14] Trustee Luckham: which seems to be always important to me

[2:10:17] Trustee Luckham: is I am absolutely concerned and worried, Claire,

[2:10:21] Trustee Luckham: about overtaxing you with taking on the responsibilities

[2:10:24] Trustee Luckham: abilities of the trust conservancy, that is a significant role and will significantly impact

[2:10:31] Trustee Luckham: what you can do. And I can't help but wonder whether or not, and of course, we don't necessarily

[2:10:37] Trustee Luckham: know how long that might go on for, kind of a little open-ended. Is there an opportunity to

[2:10:44] Trustee Luckham: bring in a manager that certainly may not have the intimacy necessary to conduct the work that

[2:10:52] Trustee Luckham: um uh um was provided by the director there um but is there an opportunity to take some of that

[2:11:04] Trustee Luckham: responsibility off your shoulders in order to uh not overtax you because i i just know that

[2:11:11] Trustee Luckham: you contribute a significant amount of your personal time to the island's trust

[2:11:17] Trustee Luckham: that's my first question thank

[2:11:20] Voice 9: you for that chair we are looking at all options right now

[2:11:23] Voice 9: how to proceed it's a balancing act between the amount of time to hire someone versus the expected

[2:11:28] Voice 9: length of the leave also it's sort of unique amount of knowledge that's needed to support

[2:11:32] Voice 9: that board which i happen to have from prior work in the conservancy that team is graciously

[2:11:38] Voice 9: you know working on a model to support themselves to the best that they can at this point in time

[2:11:43] Voice 9: so we are looking at all options and so we'll we will you know do our best to minimize the impact

[2:11:53] Voice 7: is that the direct uh cal hudson pillar yeah

[2:11:57] Voice 14: so in a scenario like this um um notwithstanding

[2:12:03] Voice 14: the humanity involved we don't have budget to

[2:12:09] Voice 15: um backstop um we have capacity around and you guys

[2:12:15] Voice 15: can nod along or not if someone's away for a week or something from any position right people

[2:12:22] Voice 15: pull it together if you're into a month two months three months four months um we we don't have

[2:12:31] Voice 15: the budgetary flexibility now in ultimate terms we do we could overspend on that area

[2:12:40] Voice 15: right and so it there's some potential there but quite often the most obvious answer might not be

[2:12:48] Voice 15: the answer meaning like to replace that particular position might not be it might be the

[2:12:53] Voice 15: that Claire has to go and do that work

[2:12:55] Voice 15: because she's intimate with it.

[2:12:57] Voice 15: But maybe it's to take another position

[2:13:00] Voice 15: and augment that to take something off of Claire's plate.

[2:13:05] Voice 15: Do you see what I mean?

[2:13:07] Trustee Luckham: Yeah, no, absolutely.

[2:13:09] Trustee Luckham: That's a much broader, wider view of the circumstance.

[2:13:14] Trustee Luckham: Because, yeah, it's just a matter of balancing the resources.

[2:13:16] Trustee Luckham: So absolutely in favor of doing something like that.

[2:13:20] Voice 15: Yeah.

[2:13:21] Voice 15: Yeah, because we do have, you know, we have not only Claire, but I've got a couple jobs going on, and we're just in a period where that's the case.

[2:13:31] Voice 15: so on and

[2:13:35] Trustee Luckham: you know just add in here if that's all right that you know there are a number of areas

[2:13:41] Trustee Luckham: or a few areas within the organization which the capacity is been has changed over the years

[2:13:50] Trustee Luckham: where resources have been redirected into other areas for administrative reasons logistic reasons

[2:13:57] Trustee Luckham: And that's all good. But now that we're entering into a new era of different meetings, scope and capacity, and obviously, you know, all the work that's going on is you, I think, have addressed some of this in your budget requests and business cases.

[2:14:16] Trustee Luckham: But more broadly, I think, is there yet more additional capacity that is simply needed to provide some of these opportunities to provide this backfill and take on what has been a change in the capacity in some areas in information systems and meeting administration as two areas?

[2:14:40] Trustee Luckham: areas. And I think that touches on what you're saying is that an ongoing reorganization or some

[2:14:48] Trustee Luckham: flexibility in the work tasks redistributed in some way would benefit the organization more broadly.

[2:14:58] Voice 15: Yeah. These are great and fundamental questions. And perhaps naively, I am thinking we're kind of

[2:15:06] Voice 15: trending in the right direction in terms of i don't overuse the word corporate planning but

[2:15:11] Voice 15: we haven't got to a point where we could harmonize our work planning with our resources in a really

[2:15:15] Voice 15: specific way and then had a lot of um collective both administrative and and political um

[2:15:26] Voice 15: discipline we would be able to lessen circumstances where this happens any organization

[2:15:33] Voice 15: it's good to build in some slack for when these kinds of things occur and if

[2:15:41] Voice 15: you're maxed by definition you don't have any slack so we don't have a ton of

[2:15:46] Voice 15: slack and it's either increased resources or lower lower the resource

[2:15:53] Voice 15: requests and probably what's going to happen in our case is some combination

[2:15:56] Voice 15: of the two until they meet at a I won't say happy but a manageable medium um whatever optimism I

[2:16:05] Voice 15: could share is that if we get these two new positions coming in I think that's going to

[2:16:09] Voice 15: be helpful to everyone um involved if trust council seriously takes into consideration

[2:16:16] Voice 15: the requests that are coming forward in the budget process I think that would that's going

[2:16:19] Voice 15: to be somewhat helpful um I think that when we took on the policy statement project it probably

[2:16:27] Voice 15: probably wasn't contemplated at a five year level

[2:16:30] Voice 15: and needing two full-time FTEs on an ongoing basis.

[2:16:36] Voice 15: I mean, if that was resolved in some manner,

[2:16:38] Voice 15: I think you're looking at a lot of resource

[2:16:40] Voice 15: coming back to the organization.

[2:16:44] Voice 15: So there's a few pieces like that.

[2:16:45] Voice 15: I could go on for a long time,

[2:16:46] Voice 15: but those are three or four pieces

[2:16:50] Voice 15: I think that are gonna factor into the future here,

[2:16:53] Voice 15: our ability to get some of these things done.

[2:16:56] Trustee Luckham: Okay. Thank you for that. I won't drill into this too much deeper. I see Vice Chair Elliott has her hand up. But, you know, I'll just say that certainly I'm in support of the business cases that are coming forward, as I'm pretty sure the rest of the executive is.

[2:17:15] Trustee Luckham: But, you know, years ago, we talked about having another planner, right, one more planner, and not that we ever have on staff, all of the contingent of planners, but when you lose a planner, there's no ability to fill that void.

[2:17:29] Trustee Luckham: And that if there was a period there where it never seemed that we had a full contingent of staff. And so if we just simply had that space where we could hire on an additional person that at the end of the day, we would end up with a full complement of staff most of the time.

[2:17:45] Trustee Luckham: and maybe a little extra surplus but that would be hard to say but um and just one i don't recall

[2:17:52] Trustee Luckham: the business cases there um i think those were permanent positions as opposed to temporary

[2:17:58] Trustee Luckham: positions and that perhaps there's an opportunity to have a business case for temporary positions

[2:18:03] Trustee Luckham: because that's what council is mostly concerned about is increasing the number of staff on board

[2:18:09] Trustee Luckham: and those are just additional remarks i don't need an answer to that trustee elliott over to you

[2:18:15] Trustee Luckham: we

[2:18:15] Voice 15: never got the extra planner by the way no i know yeah

[2:18:21] Trustee Luckham: we

[2:18:21] Trustee Elliott: need to fill out that regional planning team i've been saying that for a year um i was going

[2:18:27] Trustee Elliott: to provide a bit of an update during the conservancy uh board update but we will be

[2:18:34] Trustee Elliott: putting forward a business case for um an additional staff position um due to the growth

[2:18:41] Trustee Elliott: of itc managed conservation areas so if there's any body that is working beyond uh the no slack

[2:18:51] Trustee Elliott: place it's it is the conservancy and it's already reached its limit and now um without director

[2:18:58] Trustee Elliott: emmings there it's it's it's really going to hurt our ability to to manage the properties that we

[2:19:04] Trustee Elliott: have and to take on any additional covenants or conserved or conserved areas and that's

[2:19:11] Trustee Elliott: some would argue the most public facing and critical work of the trust and the conservancy

[2:19:17] Trustee Elliott: is not in a position right now that i know of to take on a corporate planning strategy

[2:19:22] Trustee Elliott: um it already is a very nimble and efficient um board fiscally at least and and then they max out

[2:19:32] Trustee Elliott: all of their work programs so as a work as a board um chair risa has you know been in contact with

[2:19:40] Trustee Elliott: all of us and we're we're all stepping up to perhaps assist in whatever way we can not as

[2:19:47] Trustee Elliott: working board so much we can't replace kate with that but um the work of the conservancy is critical

[2:19:54] Trustee Elliott: and uh we're gonna work together to advance as best we can but we're past the point of of having

[2:20:02] Trustee Elliott: any ability to cover for slack so and it shouldn't be going on director freighter so we need to look

[2:20:08] Trustee Elliott: at this seriously in the future okay

[2:20:12] Trustee Luckham: um my second question here was around the annual report that

[2:20:18] Trustee Luckham: It seems that over the years, there's been occasions to be present in the legislature

[2:20:23] Trustee Luckham: when that annual report is tabled, and that's a bit of a fanfare opportunity for us.

[2:20:29] Trustee Luckham: And is there opportunity to leverage that in some way for awareness building about the

[2:20:34] Trustee Luckham: Islands Trust when that is presented in the legislature, and maybe there's some media

[2:20:39] Trustee Luckham: attention drawn to it?

[2:20:42] Trustee Luckham: Do you have any remarks there, Director Frater?

[2:20:45] Voice 9: I wouldn't say there's any media attention.

[2:20:48] Voice 9: What you could do is if I think you've attended in the past, Chair Luckham, we can work through staff to try and make the minister aware that you're attending.

[2:20:56] Voice 9: And then during the press tabling of the report, the minister could be encouraged to say, and we'd like to acknowledge Chair Luckham in the gallery here today, which then draws the legislature's attention to your level of interest in being part of their, you know, witnessing their deliberation and the introduction of the report.

[2:21:12] Voice 9: I think that's about the most we can do.

[2:21:14] Voice 9: And certainly it's not really media worthy, I would say.

[2:21:18] Trustee Luckham: And is there opportunity for any kind of conversation with members of the legislature in that session?

[2:21:24] Trustee Luckham: I don't think we took advantage of that before.

[2:21:26] Voice 9: Yeah, typically not.

[2:21:27] Voice 9: You're there as a member of the public, so typically not.

[2:21:31] Voice 9: You could make your own request to somehow be there for the day and see if someone's willing to go for lunch with you or something.

[2:21:37] Voice 9: But that would be sort of done on a more personal level.

[2:21:39] Voice 9: And you might want to work through local MLAs to facilitate something like that.

[2:21:43] Trustee Luckham: Okay.

[2:21:44] Trustee Luckham: Okay, well, let's provide that request for an invitation

[2:21:49] Trustee Luckham: and then we'll play it by ear when we get there.

[2:21:51] Trustee Luckham: Thank you.

[2:21:53] Trustee Luckham: Thank you.

[2:21:53] Trustee Luckham: Is that all right with executive committee?

[2:21:57] Trustee Luckham: Don't want to pass these opportunities up.

[2:22:00] Trustee Luckham: Okay, so is that your report then Director Frater?

[2:22:04] Trustee Luckham: Yes, thank you.

[2:22:06] Trustee Luckham: And I don't believe there's any further questions now.

[2:22:08] Trustee Luckham: I'll go back.

[2:22:09] Trustee Luckham: Stefan, I apologize.

[2:22:10] Trustee Luckham: Did I skip over your area report?

[2:22:14] Voice 10: You sure did, Mr. Chair.

[2:22:17] Voice 10: that's okay we were having a good time talking about other things yeah okay so I'll give you

[2:22:24] Voice 10: a brief summary of some of the operational things going on I'll start with staffing we are in the

[2:22:30] Voice 10: review of resume stages for that new position of a meeting administrator which trust council

[2:22:36] Voice 10: approved so I have a whole pile of resumes I need to go through I'm partially part way through

[2:22:43] Voice 10: um but the big things that are taking up oh my time are of course the city view which i talked

[2:22:48] Voice 10: about at trust council that is a very large project i have a team of people helping me i

[2:22:53] Voice 10: had to get myself up to speed i have to get them up to speed and then we have to do the work

[2:22:57] Voice 10: um so and at the same time the project manager who is on city view for ourselves the city view

[2:23:03] Voice 10: project manager also um left the team so they're in the same kind of boat having to scramble but

[2:23:08] Voice 10: But never fear, we're on it and it's going well.

[2:23:11] Voice 10: So that's great.

[2:23:12] Voice 10: It's just going to take up a lot of hours of staff time.

[2:23:16] Voice 10: So the second one is, of course, it's budget season.

[2:23:18] Voice 10: I think I heard CEO Hudson Pillar say something poetic about the cold tendrils of budget into the hearts of staff.

[2:23:28] Voice 10: It's a big thing.

[2:23:30] Voice 10: I'm currently working on the side right now with all the LTC projects and RPC projects, trying to get a budget feasibility report to FPC.

[2:23:38] Voice 10: As you can imagine, there's lots going on if you total up all those needs.

[2:23:41] Voice 10: So that's taking up some time there.

[2:23:44] Voice 10: And we already spoke about First Nations engagement and capacity funding.

[2:23:49] Voice 10: Those discussions are ongoing, trying to keep that front and centre as always.

[2:23:53] Voice 10: And the last, but certainly not least, is the Salt Spring office relocation.

[2:23:57] Voice 10: Very conscious of the need to provide a robust summary of what's going on beyond the business case.

[2:24:04] Voice 10: Meanwhile, the clock is ticking for that.

[2:24:06] Voice 10: So working with staff on that.

[2:24:09] Voice 10: that's it okay

[2:24:11] Trustee Luckham: thank you very much apologies for passing over you earlier always great waiting

[2:24:17] Voice 7: yeah

[2:24:18] Trustee Luckham: so i think that that concludes that section of the agenda unless i've missed something and

[2:24:24] Trustee Luckham: i'm gonna now move down to local trust committee chair updates um if you have any of the vice

[2:24:31] Trustee Luckham: chairs have any reports on their ltcs that needs to be brought before the executive committee um

[2:24:37] Trustee Luckham: Trustee Maad, do you have anything?

[2:24:40] Trustee Maude: Nothing specific.

[2:24:41] Trustee Maude: I did meet at Denman post-Trust Council.

[2:24:47] Trustee Maude: I think the only highlight on that agenda was,

[2:24:51] Trustee Maude: Chair Leffman, you might be familiar with the Denman speed bump,

[2:24:56] Trustee Maude: which is now coming back to the fore again.

[2:24:58] Trustee Maude: That is the connection of vehicle traffic between one side of Denman

[2:25:04] Trustee Maude: on the other to the other side of Denman for Hornby Island this summer was very challenging

[2:25:10] Trustee Maude: for the community and there is a fairly aggressive community representation of BC ferries to

[2:25:17] Trustee Maude: figure it out their primary motivation is to have a direct ferry from Hornby to Vancouver

[2:25:24] Trustee Maude: Island bypassing Denman thus getting rid of the speed bump. Thank you

[2:25:33] Trustee Luckham: for that update good luck

[2:25:34] Trustee Luckham: with that um did they ever sort out that bypass route that isn't a bypass route it's just a dirt

[2:25:40] Trustee Luckham: road that everybody was roaring down

[2:25:41] Trustee Maude: certainly not it doesn't exist anymore oh

[2:25:44] Trustee Luckham: well there you go

[2:25:46] Trustee Luckham: okay so um uh trustee peterson what about your area thank

[2:25:53] Voice 3: you mr chair um just had the galliano

[2:25:58] Voice 3: uh ltc meeting yesterday and uh uh the ltc resolved to uh add a new standing item into

[2:26:07] Voice 3: the agendas a section for first nations uh report and uh following the lead of uh vice chair elliott

[2:26:17] Voice 3: on laskini and uh it's i think it's a a positive step um ken thomas has been uh from penelope has

[2:26:27] Voice 3: has been attending a lot of our meetings and just having a space set aside for that type of

[2:26:40] Voice 3: reporting out is just a good thing. And that's it for me. It

[2:26:45] Voice 4: is a good thing. Glad to hear that.

[2:26:47] Voice 4: Thank you. Trustee Elliott.

[2:26:52] Trustee Elliott: Yes, hi. September 25th, right before Trust Council, I don't think

[2:26:57] Trustee Elliott: I reported out on the main LTC meeting. We had a delegation, a presentation by Shauna Hukulak

[2:27:05] Trustee Elliott: on the CRD's archaeology policy and practices. They're an archaeologist on staff and was able

[2:27:15] Trustee Elliott: to give some really critical information about how the CRD approaches parks planning, chance find

[2:27:26] Trustee Elliott: policies and and it was very informative we'd had a question from a constituent come up that

[2:27:32] Trustee Elliott: with concerns over how some trees were cut and as the CRD's parks policy follow sort of

[2:27:41] Trustee Elliott: how do how do they include First Nations perspectives in the planning and so I really

[2:27:48] Trustee Elliott: was impressed. They've advanced, I think, considerably beyond what many regional districts

[2:27:57] Trustee Elliott: have done, just having an archaeologist on staff who seems very committed to understanding the

[2:28:04] Trustee Elliott: different needs of First Nations with regard to their practices. And then I think we're still

[2:28:12] Trustee Elliott: We're still waiting to hear back whether the submitted application for the Housing Accelerator Fund, I think that's been done and submitted.

[2:28:21] Trustee Elliott: And so the work program, we're just working on our amendments to the land use bylaw.

[2:28:28] Trustee Elliott: And it was a good meeting, actually quite a long one, one of the longest we've ever had, I remember.

[2:28:35] Trustee Elliott: But that's about it from Maine.

[2:28:37] Trustee Elliott: And there's been no other LTCs in the interim.

[2:28:40] Voice 4: Okay, very good.

[2:28:45] Trustee Luckham: I haven't had any LTCs, but certainly there's a number of them coming up here very quickly, Gabriela and Gambier, as well as a meeting coming up with the Nanaimo Regional District and Gabriela together.

[2:29:00] Trustee Luckham: other. So that's coming up. Just want to flag and I'm not going to provide a lot of detail

[2:29:05] Trustee Luckham: at this point. But the Gabrielle LTC received a complaint last week from a resident. And I

[2:29:15] Trustee Luckham: forwarded that to the CAO to be handled in the appropriate process. And Trustee Elliott and

[2:29:21] Trustee Luckham: Trustee Yates, you will be advised accordingly as that progresses. But I didn't want to interfere

[2:29:27] Trustee Luckham: with the process. And we just have to confirm that the individual is definitely prepared to

[2:29:34] Trustee Luckham: go forward with a formal complaint. And then that will unfold through the CAO's office. And I think

[2:29:40] Trustee Luckham: CAO, you received that the other day from me? Yes, sir.

[2:29:43] Trustee Luckham: Yeah. So I'm not going to go into detail in this public space until that is clarified,

[2:29:48] Trustee Luckham: but just wanted to advise you that that's the case. And it'll come to this body as well,

[2:29:54] Trustee Luckham: if indeed it advances with the person.

[2:30:00] Trustee Luckham: So I think that concludes our local trust committee chair updates.

[2:30:04] Trustee Luckham: Do you have anything further to add, Trustee Elliott, as our liaison to the Conservancy above what you said earlier?

[2:30:13] Trustee Elliott: I would. Yes, thank you. Sorry, let me get back to the notes.

[2:30:19] Trustee Elliott: Yes, so in regards to the ECITC meeting, which we've been discussing, we'd like to have liaison meetings more frequently.

[2:30:32] Trustee Elliott: Sorry. There's the notes about that. I'm going to bring up your email, Claire. Thank you for that.

[2:30:38] Trustee Elliott: We identified four sort of topic areas that were priority for the Island Trust Conservancy to be

[2:30:47] Voice 12: able to discuss. There we are.

[2:30:50] Voice 12: Sorry, my computer's not moving quickly.

[2:30:52] Trustee Elliott: So, the resolution was that the Islands Trust Conservancy Board direct staff to seek agreement from Executive Committee to meet quarterly with the ITC Board as part of regularly scheduled meetings with a targeted agenda, and focused on the following.

[2:31:10] Trustee Elliott: Reconciliation and engagement with First Nations to discuss the framework and direction for working with First Nations referral process overlaps.

[2:31:18] Trustee Elliott: mapping and technical three the biologist professional biologist needs for ITC local

[2:31:27] Trustee Elliott: trust committees and trust council there's been a change in legislation requiring that

[2:31:34] Trustee Elliott: any work being undertaken on land use planning is undertaken by professional biologists that

[2:31:40] Trustee Elliott: are registered and so that will change potentially how we contract out work and for the provincial

[2:31:48] Trustee Elliott: funding requests for ITC work and five climate change including but not limited to fire smart

[2:31:53] Trustee Elliott: and fire risk management so I guess we'll be looking to you Claire

[2:32:02] Trustee Elliott: for how to set up those meetings it's it's not intended that they'd be an extra meeting so much

[2:32:10] Trustee Elliott: but we could have so we could do a combination of quarterly meetings and then having ec members

[2:32:21] Trustee Elliott: attend itc meetings once in a while so that's the thought and welcome the rest of the council or

[2:32:31] Trustee Elliott: vice chairs um

[2:32:32] Voice 4: input on that well certainly open to any

[2:32:42] Trustee Luckham: opportunity i've lost my screen for some

[2:32:45] Trustee Luckham: reason i'm hoping you're still here there you are um any other other vice chairs any thoughts there

[2:32:53] Voice 13: opportunities seeking opportunities trustee

[2:32:58] Voice 4: peterson well

[2:33:00] Voice 3: i would just uh say that in in

[2:33:02] Voice 3: general i i certainly opened the concept uh once once the early liaison meeting does not seem

[2:33:09] Voice 3: adequate as certainly we experienced in our meeting this summer not not being able to get

[2:33:14] Voice 3: it nearly through the uh items that we had hoped to uh discuss that day more is better

[2:33:24] Voice 13: so director freighter perhaps do we need

[2:33:27] Trustee Luckham: to provide some specific direction about

[2:33:29] Trustee Luckham: scheduling meetings in order to fulfill that desire yes

[2:33:33] Voice 9: please um if you're comfortable with

[2:33:35] Voice 9: the recommendation to have quarterly meetings with the board i would suggest that you request

[2:33:41] Voice 9: staff to as part of the annual meeting calendar process to arrange for quarterly meetings with

[2:33:48] Voice 9: the Islands Trust Conservancy Board I think our approach would be to have invite the members of

[2:33:53] Voice 9: the board to an executive committee meeting should that at some point not prove feasible due to their

[2:33:58] Voice 9: calendars we could then see if there's an available conservancy meeting I'll invite you to that but I

[2:34:03] Voice 9: think we'll start with executive because you hold meetings more frequently okay

[2:34:06] Trustee Luckham: so then a motion

[2:34:09] Trustee Luckham: would be that we'd ask staff to schedule quarterly meetings

[2:34:13] Trustee Luckham: with the Honest Trust Conservancy and the Executive Committee.

[2:34:17] Trustee Luckham: That'd be right?

[2:34:19] Trustee Luckham: So

[2:34:20] Voice 13: I got a seconder from Trustee Mott.

[2:34:21] Voice 13: Thank you, Trustee Mott.

[2:34:24] Voice 13: Any further comment?

[2:34:26] Voice 13: All those in favor?

[2:34:28] Voice 13: That carries unanimously.

[2:34:30] Voice 13: Thank you,

[2:34:30] Trustee Luckham: thank you for raising that, Trustee Elliot.

[2:34:32] Trustee Luckham: Thank you for the support, Dr. Frater.

[2:34:36] Trustee Luckham: So let us move on then.

[2:34:38] Trustee Luckham: We're 10 to 12.

[2:34:39] Trustee Luckham: Well, maybe we'll just see if we can't get through

[2:34:42] Trustee Luckham: this round table review section,

[2:34:45] Trustee Luckham: and then perhaps there might be a desire to continue on

[2:34:49] Trustee Luckham: or have a lunch break and come back,

[2:34:52] Trustee Luckham: but let's see how it goes.

[2:34:55] Trustee Luckham: So the next item is indeed a round table review

[2:34:58] Trustee Luckham: of September Trust Council.

[2:34:59] Trustee Luckham: I want to thank you all for the encouragement

[2:35:02] Trustee Luckham: to send out an email last week to Trust Council

[2:35:05] Trustee Luckham: to solicit response.

[2:35:06] Trustee Luckham: response that has there's obviously the letter here from Trustee Leroni who is the head of the

[2:35:12] Trustee Luckham: game and that I received emails from Dodds and Maude and Graham and Alan and Patrick and I don't

[2:35:21] Trustee Luckham: know if there were others that weren't circulated fully or not but there certainly was other

[2:35:26] Trustee Luckham: anecdotal conversations that I know was happening and so I want to I actually have some suggestions

[2:35:33] Trustee Luckham: questions late for later on about what i've sort of gleaned out of all of these things looking at

[2:35:39] Trustee Luckham: places we might improve and stuff like that but what we normally do is a bit of a round table

[2:35:45] Trustee Luckham: here and go around amongst the elected and then amongst the staff and then perhaps seek an

[2:35:53] Trustee Luckham: opportunity to take the feedback into consideration when we at the very beginning of when we start to

[2:36:01] Trustee Luckham: plan although i realize that's imminent when we start to plan for our december council because

[2:36:05] Trustee Luckham: it would be good to implement some changes uh in our december council so i'm gonna i started with

[2:36:13] Trustee Luckham: trustee maude last i'm just looking at my screen so i'm going to start with trustee elliott and

[2:36:16] Trustee Luckham: peterson and maude and myself and then we'll go to staff for their reporting out thank you chair

[2:36:24] Voice 4: um it

[2:36:31] Trustee Elliott: was a challenging meeting um trust council um i have to admit i came out of it thinking

[2:36:38] Trustee Elliott: uh well i don't want to do that again so lots of learning lots of opportunity to

[2:36:47] Trustee Elliott: do things differently the feedback that i've heard and i agree with is that the the small

[2:36:54] Trustee Elliott: small island locations just don't work anymore for the number of people that we have

[2:37:00] Trustee Elliott: and the pressures to accommodate the logistics involved. It was just not workable, I think.

[2:37:09] Trustee Elliott: And as valiantly as our administrative coordinator did to place everybody in homes,

[2:37:18] Trustee Elliott: I think there was a cost to that that is far greater than we should pay in the future.

[2:37:25] Trustee Elliott: So I'd like to recommend that we look at, in terms of long range planning, can we not book venues in Nanaimo and Victoria? Can we look at RDN or CRD council chambers? They've got scheduled meetings.

[2:37:42] Trustee Elliott: Is there not a way that we could place ourselves in a suitable location that's already set up for broadcasting and with equipment and, I mean, we've got our own, but there's definitely other options.

[2:37:56] Trustee Elliott: As much as it's important for trustees to visit the islands, I think we can do that on our own volition and not make it a project of trust council. So that was one piece of feedback.

[2:38:09] Trustee Elliott: back. The technology with the changed use of the microphones to orient the speakers list

[2:38:19] Trustee Elliott: was challenging and caused a lot of confusion. I think initially it was a thought this was going

[2:38:26] Trustee Elliott: to be a great idea. But what ended up happening is people were repeatedly bumped from the list,

[2:38:33] Trustee Elliott: overridden and um the ease of simply pushing a button rather than being formally recognized by

[2:38:44] Trustee Elliott: the chair and a speaker's list generated um so that we're keeping track of who is speaking the

[2:38:51] Trustee Elliott: frequency what question is being spoken about i think that contributed to a lot of the the loss

[2:38:58] Trustee Elliott: of decorum. And I would like to apologize. I lost my patience on a number of occasions

[2:39:09] Trustee Elliott: when members of council or trustees were, I felt, going on overly long. I've been reading

[2:39:15] Trustee Elliott: Robert's Rules of Order and sort of the decorum section in particular, and I think we could do

[2:39:21] Trustee Elliott: a lot of work to reinstitute a calm, orderly way of doing business. For the content,

[2:39:36] Trustee Elliott: I think we were ambitious, but I was glad that we gave as much time to the vision

[2:39:43] Trustee Elliott: process as possible. I think it was good to have it in person and the chance to do the breakout

[2:39:50] Trustee Elliott: out rooms I thought CAO facilitated that really well and came back with a great suggestion to

[2:39:57] Trustee Elliott: let the vision statement we sort of attempted to reach consensus around breathe a bit

[2:40:06] Trustee Elliott: and then what happened after that with a um a trustee um sort of putting the question

[2:40:15] Trustee Elliott: forward I realized later that somebody else could have said um well let's lay that on the table

[2:40:23] Trustee Elliott: And look at it tomorrow. And that's always a possibility. And I think we just don't know the rules enough. I don't know the rules of Robert's Rules of Order enough to ensure that the order is maintained.

[2:40:38] Trustee Elliott: And so when there's that uncertainty over, oh, is this allowed? Is this what's happening here? It causes such unnecessary confusion.

[2:40:49] Trustee Elliott: fusion. So if we're agreed that Robert's Rules of Order is how we run our meetings,

[2:40:54] Trustee Elliott: do we need to do more education on that for all the trustees, not just for the chairs?

[2:41:00] Trustee Elliott: In cases where there's a bigger decision, or sorry, a bigger question to be explored,

[2:41:08] Trustee Elliott: like the vision statement, do we need to consider a different method of structured decision making?

[2:41:16] Trustee Elliott: there's many models out there it doesn't have to be Robert's rules for every single case

[2:41:23] Trustee Elliott: and so I think I guess my final observation is when we have a council of 26 trustees who are so

[2:41:35] Trustee Elliott: despite our attachments to the islands and the communities we are all very very different

[2:41:40] Trustee Elliott: um there needs to be a way to ensure that the diversity of voices are heard and respected

[2:41:52] Trustee Elliott: and that certain voices simply because they know the rules or the parliamentary procedure

[2:42:00] Trustee Elliott: do not continue to dominate the conversation to the detriment of our deliberations and so

[2:42:10] Trustee Elliott: So there are other ways of taking the tone of the room, assessing is everyone ready to come to a decision, do we need more information, or those sorts of things.

[2:42:22] Trustee Elliott: I think we could build that in, and so I really regret that we were not able to end on a harmonious and collegial note.

[2:42:35] Trustee Elliott: I think everybody left frustrated and part of that is that voices were not heard and people

[2:42:44] Trustee Elliott: were not able to get their opinions put forward in a way that was equitable. We're 26 members of

[2:42:54] Trustee Elliott: council and to hear only repeatedly from three or four or five is just unfair and we've got to

[2:43:02] Trustee Elliott: rethink of that process so those

[2:43:04] Voice 12: are my comments uh

[2:43:08] Voice 13: thank you very much mr elliott for that input

[2:43:12] Voice 13: uh trustee peterson

[2:43:13] Voice 4: um thank you mr chair um of course uh

[2:43:22] Voice 3: uh ec did get some um comments back from

[2:43:28] Voice 3: trustees to all of us i'm sure um like myself there were probably some vice chairs that

[2:43:40] Voice 3: received direct messages um as well as the ones uh all all to ec so i just made a couple of

[2:43:48] Voice 3: notes and i'll just sort of go over them of uh sort of what i heard and uh

[2:43:55] Voice 3: And so there was concern about new items getting bumped due to the scheduling of the being on the last day.

[2:44:03] Voice 3: There was some desire stated to schedule those items earlier so that they don't get bumped.

[2:44:12] Voice 3: Certainly, there was my item on disposition of delegations.

[2:44:19] Voice 3: This was the second time we didn't quite get to it.

[2:44:22] Voice 3: And I understand from other trustees the frustration of bringing something to council and having it fall off just basically due to time constraints.

[2:44:37] Voice 3: Also, at least a couple of trustees felt the same way about the trustee roundtable, that it should be scheduled earlier because they feel it's important.

[2:44:48] Voice 3: And again, time issues.

[2:44:54] Voice 3: certainly both of those things uh speak to uh what trustee uh elliot mentioned about just loading up

[2:45:02] Voice 3: overloading the agenda um um of course we can never fully know how much uh trustees want to

[2:45:09] Voice 3: delve into any given topic so that's sort of a moving target but uh certainly worth considering

[2:45:16] Voice 3: I definitely have a few comments about the concerns about the capacity of the chair to

[2:45:23] Voice 3: deal especially with a hybrid meeting suggestions to in for the chair to utilize the vice chairs

[2:45:36] Voice 3: um to help facilitate the meeting a couple of uh suggestions uh uh to try uh uh bringing in

[2:45:47] Voice 3: an outside facilitator as a pilot for a couple of trust uh councils the new microphone uh system

[2:45:56] Voice 3: certainly challenging some clint complaints about uh people getting bumped and and uh

[2:46:02] Voice 3: uh uh just also to the to the um the issue of the chair recognizing uh speakers rather than

[2:46:12] Voice 3: than the technology doing so um uh challenges uh for online participants with a hybrid format i

[2:46:22] Voice 3: certainly experienced that um much to my regret that i didn't make it there in person but

[2:46:27] Voice 3: but of course I don't control the ferries or the weather.

[2:46:31] Voice 3: And that ECE should consider

[2:46:37] Voice 3: when putting together the agendas,

[2:46:44] Voice 3: consider what items might be suitable for special meetings

[2:46:49] Voice 3: in order to give them their due space

[2:46:54] Voice 3: and not overcrowd the agenda,

[2:46:58] Voice 3: enhancing trustee understanding of robert's rules specifically points of order

[2:47:05] Voice 3: reinforcing the need to avoid trustees repeating the same points in order to keep the discussion

[2:47:11] Voice 3: moving and better approaches for structured decision making needed so those were all

[2:47:20] Voice 3: um points that i heard and and i think that there's uh um some merit to all of them

[2:47:28] Voice 3: uh i know that when we talk about um holding special meetings there's certainly a staff

[2:47:37] Voice 3: staff capacity issues involved in in putting together a special meeting

[2:47:44] Voice 3: But I think as an alternative to having overloaded agendas where either items are kind of pushed off the edge of the desk due to time constraints, that certainly worthy of putting some careful thought into how we might consider bettering that so that trustees feel better about the work that we do.

[2:48:15] Voice 3: and and things getting done uh and and getting their due due time and and consideration um from

[2:48:22] Voice 3: trust council so and and uh that's a supervision that i don't think uh certainly in my uh previous

[2:48:32] Voice 3: experience so far as a trustee over the last eight years we haven't done a lot of special meetings

[2:48:37] Voice 3: it's something i advocated for when i ran uh for vice chair as something that needed some

[2:48:43] Voice 3: some more consideration, and I think it's one way to approach the issues of, you know,

[2:48:55] Voice 3: just loading so much into the agenda, then the resultant frustration when people's burning

[2:49:03] Voice 3: issues get left behind due to time constraints, so I definitely think that's worthy of deeper

[2:49:11] Voice 3: deeper consideration. So that's it for me.

[2:49:17] Voice 13: Thank you, Jim. David,

[2:49:20] Trustee Luckham: you submitted quite a lengthy

[2:49:22] Trustee Luckham: report and appreciate that very much. Do you want to add anything more or summarize?

[2:49:27] Trustee Maude: Well, I'll summarize a little bit. I promised not to go too lengthy. I just I want to begin

[2:49:35] by

[2:49:35] Trustee Maude: thanking staff for achieving what they managed to achieve. And, you know,

[2:49:40] Trustee Maude: it was a logistical nightmare i think from one end to the other and that we the fact it actually did

[2:49:49] Trustee Maude: recently pull off smoothly in the logistics department i think we cannot express enough

[2:49:53] Trustee Maude: appreciation for for the time and the energy and the cost to staff to to do what they had to do

[2:50:00] Trustee Maude: um from daphne having a lot of chairs or tables up um the first morning all by herself and such you

[2:50:07] Trustee Maude: know that we expect a lot of our staff um what i will say is i agree um the the microphone system

[2:50:17] Trustee Maude: was less than ideal but i understand that there are some reasonably economical technical fixes

[2:50:23] Trustee Maude: that would make it actually quite seamless um and i touched a bit in what i said my email

[2:50:30] Trustee Maude: I really think that we, as an EC, need to sit down with key staff and say,

[2:50:37] Trustee Maude: look, what do we need to do to make these things work?

[2:50:43] Trustee Maude: And it's certainly, you know, if there's something we need to do

[2:50:46] Trustee Maude: to spend some money on some microphones or some software or whatever it is,

[2:50:51] Trustee Maude: I think we as EC need to understand so that we can bring some budgetary requests

[2:50:56] Trustee Maude: requests forward to Trust Council and actively and aggressively support what we need because

[2:51:01] Trustee Maude: Trust Council is a big forward-facing thing for the public and a lot of that now is online and I

[2:51:09] think that

[2:51:10] Trustee Maude: we need to be the leader in local government for online and we've done an excellent

[2:51:14] Trustee Maude: job but you know there are things like the queuing of the microphones if we could make that work that

[2:51:21] Trustee Maude: would make the chair's job so much easier what happened was unfortunately a little bit didn't

[2:51:27] Trustee Maude: work because because of queuing having to kick people off the queue but also with trustees not

[2:51:33] Trustee Maude: understanding not to push the damn buttons and that was frustrating there was there were some

[2:51:39] Trustee Maude: people who you know honestly we needed to have a stick and whack across the knuckles because it was

[2:51:45] Trustee Maude: getting a little bit silly um if we understand the technology it's great um uh outside of alan

[2:51:53] Trustee Maude: mentioned about the green light versus the red light you know if we could swap that around even

[2:51:58] Trustee Maude: that little concept i agree red means stop green means go and it's the exact opposite with the mic

[2:52:03] Trustee Maude: system but i think that we need to talk to staff about that we need just to sort of lay out a

[2:52:08] Trustee Maude: couple of frustrating things on the tech technological end and say okay can we fix

[2:52:14] Trustee Maude: us and what does it take to fix it and then that way we can give the direction and support to make

[2:52:18] Trustee Maude: that happen um one of the things i think was frustrating for trustees is we walk out sometimes

[2:52:27] Trustee Maude: these meetings and we go well we spent a whole bunch of energy and what did we accomplish

[2:52:32] Trustee Maude: and something that i noted that i really would like to get to doing is the trust council be

[2:52:38] Trustee Maude: about doing the business of the trust and that's bringing proper like you know if we get the

[2:52:44] Trustee Maude: recommendations from various committees let's deal with this stuff get proper motions and

[2:52:50] Trustee Maude: like let's do business um i i have expressed immense frustration that we're a year down the

[2:52:56] Trustee Maude: road and we had a question from the minister a yes or no question and we've we're just running

[2:53:05] Trustee Maude: around the table and you know there was pretty much everybody last december when we had an election

[2:53:11] Trustee Maude: it was about that one issue about governance and whether or not you supported going to the

[2:53:17] Trustee Maude: province or not for a full review so in December last December we could have asked the question

[2:53:24] Trustee Maude: the first or second meeting and gotten a full some proper response that did not need to be educated

[2:53:30] Trustee Maude: and we're a year later we've done nothing like we've been running around the circle with that

[2:53:35] Trustee Maude: what I'm saying when I'm doing nothing we have not cut by the back to the minister and that

[2:53:39] Trustee Maude: embarrasses me um i think that we need to sort of look a little bit more what trust council's about

[2:53:46] Trustee Maude: and start doing the business of islands trust um the the educational component um the vision

[2:53:54] Trustee Maude: statement session is all wonderful work but that stuff that i would suggest that we can take online

[2:54:00] Trustee Maude: so that trust council be focused on on business um and that way at the end of trust council

[2:54:06] Trustee Maude: so people can walk out and say,

[2:54:08] Trustee Maude: look, we did this, we did that.

[2:54:09] Trustee Maude: Look, this is what we've done.

[2:54:11] Trustee Maude: And that's kind of, I think, the big meat

[2:54:15] Trustee Maude: that I would get out of this.

[2:54:16] Trustee Maude: But I will echo what Trustee Elliott said about the venues.

[2:54:22] Trustee Maude: I've long advocated for switching

[2:54:25] Trustee Maude: between Victoria and Nanaimo.

[2:54:27] Trustee Maude: I think that Pender was a poster child

[2:54:32] Trustee Maude: for why that's we should really seriously be considering that and and properly they get two

[2:54:38] Trustee Maude: good venues that we switch back and forth get some long-term contracts with hopefully some

[2:54:43] Trustee Maude: reasonable savings and make this something that this becomes a little bit more seamless for staff

[2:54:49] Trustee Maude: rather than you know literally what what we're asking is a logistical nightmare like i i can't

[2:54:56] Trustee Maude: imagine what staff went through booking accommodation. It's not fair. It's not an

[2:55:02] Trustee Maude: asset. No, they signed up for it. That said, I really do appreciate the work that staff undertook

[2:55:09] at Trust Council. They went

[2:55:12] Trustee Maude: above and beyond and far above and beyond, and they deserve

[2:55:16] Trustee Maude: every accolade possible. Thank you.

[2:55:23] Voice 4: Okay. Thank you, David, for your thoughts there.

[2:55:27] Voice 7: Yeah. So,

[2:55:28] Trustee Luckham: you know, I'm not going to repeat, actually, all of the things that I've heard,

[2:55:37] Trustee Luckham: because I pretty much agree with everything that I've heard. And indeed, everything that we received

[2:55:43] Trustee Luckham: in the messages from trustees, for the most part, is obviously some things are in favor and some

[2:55:51] Trustee Luckham: are against similar issues. And so we have to resolve that together. But on the broad brush

[2:55:57] Trustee Luckham: You know, I agree with much of the observations that have been made and appreciate the respectfulness with which they are offered.

[2:56:09] Trustee Luckham: But indeed, the theme is that we need to do things better.

[2:56:14] Trustee Luckham: We don't need to repeat what just happened.

[2:56:18] Trustee Luckham: And perhaps it's one of those storms, you know, what do they call it, a converging of storms that just, there were a number of factors that affected our ability to, and indeed, serious topics were discussed and serious conversations were had.

[2:56:38] Trustee Luckham: I think that if there's something to celebrate is there was lots of good conversations, and sure, it was frustrating, but we know what that feels like now, and maybe we don't want to go there again.

[2:56:48] Trustee Luckham: what i haven't had time for um there wasn't really enough time between getting all of the responses

[2:56:54] Trustee Luckham: in and our meeting today is um i would like to compile a list of points that are raised in all

[2:57:03] Trustee Luckham: of this what you've said and i've made some notes here just now from each of you um what's in these

[2:57:09] Trustee Luckham: responses from council members and from yourselves and bring that to our next meeting um where we

[2:57:16] Trustee Luckham: We talk about actually planning for the plan for next council, because I think we need to really reflect on this.

[2:57:23] Trustee Luckham: And as has been indicated, bring staff in to this to figure out how we can do this better.

[2:57:30] Trustee Luckham: But my immediate observations in thinking about actually doing things better and taking some of the advice here, I've got about six points here,

[2:57:40] Trustee Luckham: which I'd just like to mention, that

[2:57:43] Voice 4: outside of perhaps trustee

[2:57:50] Trustee Luckham: roundtable or other events where

[2:57:56] Trustee Luckham: there's a sequence of speakers that would speak in a sequence of speaking, as opposed to the

[2:58:03] Trustee Luckham: debates and all the other things that are going on. Because as though Daphne did an excellent job

[2:58:09] Trustee Luckham: and trying to get us through that difficulty of the microphones, honestly, it didn't work

[2:58:17] Trustee Luckham: and isn't applicable in all situations, but maybe is applicable in a situation where it's simply

[2:58:23] Trustee Luckham: that people just want to talk one after the other. It's not a discussion because when you get into a

[2:58:27] Trustee Luckham: discussion and the desired opportunity to respond in the flow of the conversation just didn't seem

[2:58:37] Trustee Luckham: to work. So I would actually like, despite the fact it's challenging too, I would like to go

[2:58:43] Trustee Luckham: back to a written speakers list that is managed. And then I have more to add on that and not do

[2:58:50] Trustee Luckham: the electronic queue thing, unless it's something that's really obviously simple where we wouldn't

[2:58:55] Trustee Luckham: make a mistake. But yeah. And so in terms of managing the meeting, I've taken the message

[2:59:05] Trustee Luckham: message that about being overwhelmed and the capacity of myself to be able to manage

[2:59:14] Trustee Luckham: all of these moving targets and all these numerous things, that how can we utilize the

[2:59:20] Trustee Luckham: vice chairs more effectively? And I want to look at that. And my immediately obvious suggestions

[2:59:26] Trustee Luckham: here is that because of the way that I see it and the way that I facilitate it is simply actually

[2:59:33] Trustee Luckham: actually handling the agenda is a task that a vice chair could do and say Mr. chair we're

[2:59:40] Trustee Luckham: on the item 1.2 now 1.3 and wherever it is that it's moving about and changing targeting

[2:59:45] Trustee Luckham: and stuff making sure we're on cue that that could be an evo a relationship that happens

[2:59:51] Trustee Luckham: at that table I think that the speakers list actually could be completely managed by another

[2:59:59] Trustee Luckham: Another bite.

[3:00:00] Trustee Luckham: chair so this is involving all of you in this process um and and you may or may not want to

[3:00:05] Trustee Luckham: switch those roles around accordingly um and indeed uh on that note i'm more than happy to

[3:00:11] Trustee Luckham: switch around the chairing um of portions of the meeting where it seems appropriate

[3:00:16] Trustee Luckham: um but also the other thing that i had done more systematically in the past and i haven't done it

[3:00:22] Trustee Luckham: in this term for some reason because there seemed to be some uh no i just haven't done it which is

[3:00:30] Trustee Luckham: actually the handling of motions. All of those RFDs that are in our package, actually, in the

[3:00:35] Trustee Luckham: past, I've asked vice chairs to move those motions and get the motions on the floor and then have the

[3:00:41] Trustee Luckham: discussion. So I think that needs to be something else that is systematically done. And then that

[3:00:46] Trustee Luckham: would free up the chair to actually do the chairing and to be listening to the conversation

[3:00:51] Trustee Luckham: and ruling out of order and decorum and any other items. So I see four distinct roles there that I

[3:00:59] Trustee Luckham: I think that I would be really interested

[3:01:02] Trustee Luckham: in sharing those responsibilities

[3:01:05] Trustee Luckham: so that it all just doesn't follow me

[3:01:07] Trustee Luckham: and maybe we'd just be all a little better.

[3:01:10] Trustee Luckham: And I'm going to thank you Trustee Elliot at the moment

[3:01:16] Trustee Luckham: for your apology, because indeed,

[3:01:18] Trustee Luckham: I also owe all of you an apology as well.

[3:01:21] Trustee Luckham: And I did speak directly with Trustee Elliot earlier

[3:01:24] Trustee Luckham: that I snapped at one point at Trustee Elliot

[3:01:27] Trustee Luckham: it and that was a regretful moment of not managing my own pressure and emotions um and in this

[3:01:34] Trustee Luckham: situation and we just simply need to avoid that we need to set the role the lead for what a good

[3:01:40] Trustee Luckham: model what good behavior is like so i see that so the other only technical couple of technical

[3:01:48] Trustee Luckham: points actually and it might have been trustee maude that again raised the topic of a discrete

[3:01:53] Trustee Luckham: and separate video monitor for the online folks we did talk about that before we thought maybe

[3:01:59] Trustee Luckham: its necessity was not required because we were having full in-person meetings and there was

[3:02:04] Trustee Luckham: nobody attending electronically but indeed having that um there i think is something that just we

[3:02:10] Trustee Luckham: could just do that and then the other thing that occurred to me this whole nonsense of and i don't

[3:02:15] Trustee Luckham: that's not meant disrespectfully my own nonsense associated with when to turn the microphone on

[3:02:21] Trustee Luckham: and when to turn it off. And I'll say, Trustee Elliott, you were helping out with turning the

[3:02:26] Trustee Luckham: microphone on and off. And Trustee Maude, you were helping out, again, sitting on my left side,

[3:02:31] Trustee Luckham: going, turn your microphone off or turn it on. But that's where people end up getting left out

[3:02:35] Trustee Luckham: because the microphone goes off and it just doesn't get turned back on again because the

[3:02:41] Trustee Luckham: video camera moves with the microphone, which doesn't help the chair at all. So I think there

[3:02:47] Trustee Luckham: actually needs to be a separate microphone that is on that is what the chair speaks into and that

[3:02:53] Trustee Luckham: the camera thing is just an independent thing that i don't have to interact with it um because

[3:02:59] Trustee Luckham: that's the pressure is no you got to turn your microphone off because the camera's always looking

[3:03:03] Trustee Luckham: at you when somebody else is talking well let's uh let's fix that um so those are the two technology

[3:03:10] Trustee Luckham: items layout of the room and stuff uh could be improved but i agree with uh uh that the food

[3:03:19] Trustee Luckham: and um all of that was was very good my accommodation was fine i get it that the

[3:03:25] Trustee Luckham: accommodation didn't work anywhere else i think we really need to dig deep and serious to ask

[3:03:30] Trustee Luckham: ourselves where are we holding our meetings and i am inclined to move to two or more meetings

[3:03:36] Trustee Luckham: held in Nanaimo and Victoria and maybe we just do one island a year or something for an on-island

[3:03:43] Trustee Luckham: meeting and maybe we don't set it up so that we have to stay overnight maybe it's different maybe

[3:03:48] Trustee Luckham: if we're having more meetings maybe there's an opportunity just to go there have a meeting in

[3:03:52] Trustee Luckham: the middle of the day and leave but the expenses are horrendous and we're being asked to be more

[3:04:00] Trustee Luckham: more fiscally responsible.

[3:04:03] Trustee Luckham: So that's, like I said, lots of what's been said,

[3:04:07] Trustee Luckham: we need to take that into account.

[3:04:09] Trustee Luckham: I want to set ourselves up for managing the meeting,

[3:04:13] Trustee Luckham: planning the plan for the meeting

[3:04:16] Trustee Luckham: at maybe our next EC meeting

[3:04:19] Trustee Luckham: so that we're all on the same page

[3:04:21] Trustee Luckham: and can advance accordingly.

[3:04:24] Trustee Luckham: I am prepared to create this list from everything I've heard

[3:04:27] Trustee Luckham: and circulate it maybe offline with the vice chairs

[3:04:31] Trustee Luckham: so that we can come back with a document

[3:04:33] Trustee Luckham: for our next meeting that we'll go through

[3:04:35] Trustee Luckham: and tick off those things that we really do want to do.

[3:04:38] Trustee Luckham: Because some of the other things,

[3:04:39] Trustee Luckham: so this highlight, two minutes for speakers,

[3:04:42] Trustee Luckham: 15 minutes for debate on the topic.

[3:04:45] Trustee Luckham: There's all kinds of spectrum here

[3:04:50] Trustee Luckham: for setting up the meetings to be,

[3:04:54] Trustee Luckham: and indeed, if you've spoken once already,

[3:04:57] Trustee Luckham: everybody isn't necessary to speak again. Elimina said a long time ago, and it's no disrespect to

[3:05:02] Trustee Luckham: anybody, it's just a fact, if you can't articulate what you need to say in two minutes, then you

[3:05:08] Trustee Luckham: haven't really formulated what you want to say. Because indeed, there is, you listen, there's a

[3:05:12] Trustee Luckham: lot of repetition and going over what was either said in one session or in a previous session.

[3:05:18] Trustee Luckham: And we need to find a better way to communicate. And if it requires more of a rigid construct,

[3:05:25] Trustee Luckham: construct I'm happy to go there I've had pushback in the past about that which is why I have adopted

[3:05:31] Trustee Luckham: a model of are we ready to vote are we ready for that decision or do we still need to debate it

[3:05:38] Trustee Luckham: but indeed there is a case to say we've debated this enough let's get on with the vote so I'm

[3:05:46] Trustee Luckham: happy to facilitate that and let's try not to repeat some of the same things so I want to go

[3:05:54] Trustee Luckham: to staff but trustee elliot you have something to add just

[3:05:59] Trustee Elliott: in regard to setting the sort of meeting

[3:06:02] Trustee Elliott: procedure and decision making procedure i think it would be helpful if we have a document that

[3:06:10] Trustee Elliott: is read out at the start of the meeting and some of these rules that we agreed on we the trustees

[3:06:17] Trustee Elliott: at council then agree this is how we'll conduct ourselves for instance no trustee may speak more

[3:06:24] Trustee Elliott: more than twice on a question. That is a basic Robert's Rules of Order rule that it ensures that

[3:06:34] Trustee Elliott: people are efficient with what they say, and myself included. So I think having that set up

[3:06:40] Trustee Elliott: in advance so everybody understands here's the distillation of the rules that apply to our

[3:06:46] Trustee Elliott: decision-making, 15 minutes for this topic, great, set it up, we'll enforce it. We're going to have

[3:06:53] Trustee Elliott: have to be more organized at that outset and teach council how to work together.

[3:07:03] Trustee Luckham: No, I agree with you. You know, that's part of the buy-in, right? Is you say, this is what we're

[3:07:08] Trustee Luckham: going to do, get permission to pursue that, and then you enforce it because everybody agreed to

[3:07:14] Trustee Luckham: it. And so you're absolutely right. Let's discuss this and have a plan. Yeah. So I'm going to go

[3:07:22] Trustee Luckham: a round table with the staff or whoever wants to chime in here um i want to acknowledge that

[3:07:27] Trustee Luckham: laurie foster's not with us but that um heroic work that she does in order to facilitate the

[3:07:34] Trustee Luckham: many hats that she wears um and so over to ucao

[3:07:38] Voice 15: okay i'll defer to my colleagues first um around

[3:07:42] Voice 15: the table and i'll sort

[3:07:44] Voice 8: of come to the end

[3:07:46] Trustee Luckham: okay i'll

[3:07:48] Voice 8: i'll take a leak then and laurie's not here

[3:07:50] Voice 8: here but um yeah so i was sitting at a table obviously uh with laurie and we were working

[3:07:55] Voice 8: together to capture the resolutions one thing i found with this council it did get a little bit

[3:08:00] Voice 8: chaotic at times there's people in the background talking a motion was being made there's quite a

[3:08:06] Voice 8: few motions on the fly that um weren't always sent to laurie in advance somewhere but not always so

[3:08:14] Voice 8: those are a little bit difficult to capture and i think what i would suggest is we just have to

[3:08:18] Voice 8: slow down when that happens and

[3:08:20] Voice 8: maybe double check that we do have that i think there was a feeling

[3:08:24] Voice 8: of a time constraint so trying to get through the agenda and i'm proud of how we probably should

[3:08:30] Voice 8: put our hands up and just ask you to slow down so it could capture it better we didn't capture

[3:08:35] Voice 8: them but it did create stress um it's kind of not the norm it's not the the best practice so

[3:08:41] Voice 8: we've been asking for trustees uh so that was really the main thing um talked about the the

[3:08:48] Voice 8: microphones. I think there's things we can do technologically to make things better there.

[3:08:55] Voice 8: But I think I'll leave it at that from my perspective. I'm sure other staff have other

[3:08:59] Voice 8: items. So, Clare?

[3:09:03] Voice 9: Just a couple of reflections. I agree with much of what's been said already.

[3:09:06] Voice 9: One thought I had just as council's learning this, you know, reconsidering how it works with its

[3:09:11] Voice 9: committees. We have the committee reports coming up under the director portions of the agenda. I

[3:09:19] Voice 9: just something to reflect on as we're looking at how we do this have all committee reports come at

[3:09:24] Voice 9: one time so council can look at one sort of discussion the totality of the work it's allocated

[3:09:29] Voice 9: out rather than sort of have it parsed out under the various directors and then have the chairs of

[3:09:33] Voice 9: those committees reporting and sort of having a conversation as a collective around the work

[3:09:39] Voice 9: council's given to its committees so that was just a reflection i had as i was watching

[3:09:43] Voice 9: council unfold and i think it might strengthen the um the committee council relationship um

[3:09:50] Voice 9: i will say it was our first time having an appointed chair of the conservancy attend

[3:09:55] Voice 9: i heard from a number of trustees that they thought that was beneficial and wanted to see

[3:09:59] Voice 9: that continue um and to be able to have the conversation um at the council table but also

[3:10:04] Voice 9: over a meal so just wanted to reflect i had positive feedback around that development

[3:10:08] Voice 9: development. Also, sorry, I forgot the third thing I was going to add. Apologies, it slipped

[3:10:16] Voice 9: to my mind. I have one more point for you. Those are just some reflections. Again, yeah,

[3:10:22] Voice 9: I'll leave it at that because I can't think of the third thing. Thank you.

[3:10:26] Voice 9: Okay, thanks.

[3:10:28] Trustee Luckham: Thank you for the suggestion about committee reports. That's a good idea to contemplate.

[3:10:33] Trustee Luckham: So who's next at the table there?

[3:10:36] Trustee Luckham: Stefan.

[3:10:37] Trustee Luckham: Stefan, over to you.

[3:10:38] Trustee Luckham: Thanks

[3:10:41] Voice 10: again, Mr. Chair. I'll keep it simple. I'd like to echo, I thought having Dr. Risa Smith,

[3:10:46] Voice 10: ITC Chair present, it was a highlight of the weekend or of the meeting. I'd love to see that

[3:10:54] Voice 10: with your respective chairs from whether it be regional planning committee or trust programs

[3:10:58] Voice 10: committee or governance committee. I would love to see if they're willing anyways, but that I think

[3:11:05] Voice 10: that committee representing the work of the trust and being able to have that conversation and be

[3:11:10] Voice 10: able to answer those questions and get more of a feel for the communications, I think would be

[3:11:15] Voice 10: great. I'd like to see that towards the beginning of the meeting. And I would like to see at the end

[3:11:21] Voice 10: when everyone's kind of got, oh, I got to catch my fairy brain. And those be the consent items

[3:11:27] Voice 10: at the end, the things that are less important. I find that at the end, the pattern I've seen so

[3:11:34] Voice 10: so far, Trust Council, is there's a scramble at the end for people to bring up the issues that

[3:11:38] Voice 10: they want to get in. There are poor resolutions. There's no staff or professional advice. And then

[3:11:44] Voice 10: these bad things happen. And that just, it seems like a bad order to me. And it seems like we could

[3:11:50] Voice 10: have consent items as much as possible at the end, summarizing things that you don't need a lot of

[3:11:56] Voice 10: discussion on. So there you go. More chairs at the beginning, reporting, talking, and consent

[3:12:02] Voice 10: items at the end.

[3:12:06] Voice 13: Okay. Writing that down too, consent items at end, that's also a good

[3:12:11] Voice 13: suggestion. And thank you, Stefan, for your work. CEO, I think you're next.

[3:12:23] Voice 15: Okay. Thanks. So I think this is the most profound conversation he's had in my recollection. I know

[3:12:32] Voice 15: this comes up, but over the last number of years around, does this work or does this not work?

[3:12:39] Voice 15: We can't help but realize that this used to be our normal way, right?

[3:12:46] Voice 15: On island meetings at any of the islands, we did for 15 years, or 10 years, or 12 years.

[3:12:54] Voice 15: So that was the norm.

[3:12:55] Voice 15: And the question is, is this a functional, just from a posting and putting these things

[3:13:03] Voice 15: on before any content is spoken about, how feasible is it?

[3:13:08] Voice 15: Right now, it's not looking like it.

[3:13:11] Voice 15: Um, from a organizational management perspective, there's only really one person plus, well, one person from the admin side, and then someone from IT who's doing all of it. And everyone else is on content provision, really.

[3:13:30] Voice 15: and so if we're to carry this on and even if we aren't i think you're going to need or we're going

[3:13:38] Voice 15: to need more resources brought to hosting one of these events because it's not just

[3:13:44] Voice 15: organizing all these pieces it's responding to all the questions um organizing the meeting

[3:13:52] Voice 15: and having sort of legislative rigor around the motions and getting them up and on and organized

[3:13:58] Voice 15: it's just too much for it's just way way too much and i think there's the thrill of

[3:14:04] Voice 15: the new trust councils and it was in victoria the december one the inauguration um any effort

[3:14:12] Voice 15: was reasonable to that to that end and then we had the one in gabriel we were kind of all together

[3:14:18] Voice 15: it was hard but we got there it's not looking like this is a feasible model um as it stands

[3:14:26] Voice 15: answer right now because there's um a few things and i'm going to just add into what i think some

[3:14:32] Voice 15: of those things are the core thing you're grappling with is just from a trustee discussion perspective

[3:14:40] Voice 15: is we want trustees all to have an opportunity to speak when they want to speak versus we have

[3:14:51] Voice 15: no time for everyone to speak like that is a really significant question how do those two things work

[3:15:05] Voice 15: um and you're always as soon as you provide more opportunity for one you're lessening

[3:15:12] Voice 15: opportunities for for two um so i think we really have to have some some conversations

[3:15:19] Voice 15: conversations around that dynamic and share them with Trust Council. The idea that we have live

[3:15:27] Voice 15: and on-island meetings, we might not be able to really have live and on-island meetings. Maybe

[3:15:34] Voice 15: live is the better of the two things to emphasize. But I will say this, when the human beings come

[3:15:44] Voice 15: together in a charged environment, there's a whole bunch of added weight, which is emotional,

[3:15:51] Voice 15: that gets is all of a sudden present it's not like any other council meeting where you go from

[3:15:56] Voice 15: six o'clock on a monday night till nine which across the province it's that everyone's there

[3:16:02] Voice 15: there's big issues people get emotional about those issues you're then having dinner together

[3:16:07] Voice 15: you're then socializing having breakfast coming back picking it up um the staff start feeling all

[3:16:14] Voice 15: of those emotions they're overworked so that like if this was a performance event or a sporting

[3:16:21] Voice 15: event we'd be looking at the mental health aspects of pulling everyone together for three days

[3:16:28] Voice 15: to have um informative light-hearted discussions sharing how our islands are and where we want to

[3:16:35] Voice 15: go forward all the way down to nitty-gritty um we're going to win this thing by one vote

[3:16:41] Voice 15: get this thing through the legislature kind of conversations that are more granular

[3:16:46] Voice 15: um so i think they have to sort of just acknowledge that's a tax on on everyone involved

[3:16:52] Voice 15: um i think that we might want to consider dispensing with the staff element of this

[3:16:59] Voice 15: or at least experiment with it meaning let's let's transfer over reporting to trust counsel

[3:17:06] Voice 15: to the committees and the staff can be there supported to that and they can do a little

[3:17:13] Voice 15: thing maybe at the end of the meeting but there's this inherent when all the directors get up it's

[3:17:18] Voice 15: it ends up being this well look look what i've done for the last three months and trust council

[3:17:25] Voice 15: looking so what's been going on for the last three months and it's it's not really moving

[3:17:29] Voice 15: work forward because the work's underway and it's in front of you in terms of um you know

[3:17:36] Voice 15: resolutions or considerations to adopt new work or make some some change so you get the work

[3:17:42] Voice 15: but there's also this process of um it's just a form of information back and forth and a chance

[3:17:52] Voice 15: to ask a bunch of questions i don't know if that's valuable time in terms of bringing everyone

[3:17:58] Voice 15: together so i think we could look at switching the emphasis around associated with that um i don't

[3:18:05] Voice 15: think new business should be on the thursday i think new business should be on the wednesday

[3:18:09] Voice 15: afternoon I think that we have to we've got a challenging concept where new

[3:18:17] Voice 15: business in a previous era was more well researched or at least came with a

[3:18:24] Voice 15: modicum of staff consideration I don't know if you want that or not if it

[3:18:31] Voice 15: doesn't unless it's a very perfunctory item all new ideas should be discussed

[3:18:37] Voice 15: in terms of yeah that's a good idea let's get some information on it and it

[3:18:40] Voice 15: should be a relatively quick you know just the discussion is that it's not whether the thing is

[3:18:45] Voice 15: good um then you could sort of move through a little quicker um so i think those few things

[3:18:55] Voice 15: i think it's great to have the conservancy represented um and and that's a benefit now

[3:19:01] Voice 15: to the positives frankly this trust council hasn't had an opportunity to talk about some of the

[3:19:06] Voice 15: the fundamental things it's interested in and it did do that at this meeting um you took on an

[3:19:12] Voice 15: issue that befuddled the previous uh trust council for a number of years some good work was done by

[3:19:18] Voice 15: a committee it was brought to the table perfect or whatever you want to call it or imperfect

[3:19:22] you discussed it and

[3:19:24] Voice 15: you came to some sort of conclusion and move forward i think there's value

[3:19:28] Voice 15: there there's also value in the corporate planning process same thing lots of committee works being

[3:19:36] Voice 15: underway it was reported out there were reasonable questions and it looks like it's going to become

[3:19:43] Voice 15: part of the dna of the organization so that's the second big thing piece um when you're talking

[3:19:47] Voice 15: about visioning um or anything like that you can't you can't expect an outcome except i kind of did

[3:19:58] Voice 15: expect that outcome just because uh it's been a it's been a tough one to get um but um i think

[3:20:08] Voice 15: in fact even that conversation for the most part was good for the trustees who participated in it

[3:20:14] Voice 15: because they got a chance to speak to um what they thought of um was the vision for the for

[3:20:20] Voice 15: the islands trust if there's more work to be done than there is but i don't think that was wasted

[3:20:24] Voice 15: time either so at this trust council meeting despite everything else that you said and

[3:20:29] Voice 15: we've said there were three fairly significant things that you um advanced to talk about so i

[3:20:36] Voice 15: think there was i think that was good but um yeah right now if from my position it's uh unless we

[3:20:44] Voice 15: bring another we get another administrative person or we bring which you have to take on

[3:20:51] Voice 15: the financial burden of or look at a different model we can't use our present model to make

[3:20:57] Voice 15: this happen this way

[3:20:59] Voice 15: because it's

[3:21:00] Voice 15: a law of diminishing returns

[3:21:04] Voice 15: right now. I don't know how you guys

[3:21:06] Voice 15: felt, but the four days after that

[3:21:08] Voice 15: most of us are pretty

[3:21:10] Voice 15: cooked

[3:21:12] Voice 15: and I expect the

[3:21:14] Voice 4: trustees would be

[3:21:14] Voice 4: the same way.

[3:21:21] Trustee Luckham: Cooked is definitely

[3:21:22] Trustee Luckham: a good phrase. Is there

[3:21:24] Trustee Luckham: a voice there that I heard?

[3:21:26] Voice 15: One

[3:21:26] Trustee Luckham: last thing I think

[3:21:28] Voice 15: I haven't talked this over

[3:21:30] Voice 15: with David Marler

[3:21:31] Voice 15: other institutions organize the physical space a little bit different and it might be that either

[3:21:40] Voice 15: i've seen it two different ways three ways one it's all the elected officials all sitting together

[3:21:46] Voice 15: the second one is there's the chair and right beside the chair is the corporate secretary

[3:21:52] Voice 15: and the corporate secretary instead of going and jump up and press this button or something like

[3:21:58] Voice 15: that is beside the chair to go that could be considered out of order or they could assist

[3:22:04] Voice 15: with the um speakers list um or something like that and and then the third model is to have the

[3:22:11] Voice 15: cao do it um those are three survival models we've only gone with the one uh sometimes the cao beside

[3:22:19] Voice 15: the chair is not a great um outcome um because i'm necessarily or the person in this position

[3:22:26] Voice 15: is necessarily involved with um project work and may be asked to help with an administrative matter

[3:22:34] Voice 15: and then a second later get involved in a in a conversation that has either some political

[3:22:38] Voice 15: implications or some content implications um but certainly i've been in both positions i've been

[3:22:45] Voice 15: where it's the chair corporate secretaries on one side caos on the other and everyone else is

[3:22:53] Voice 15: everywhere else um i've seen it works the chair the mayor corporate secretary and then uh the

[3:23:00] Voice 15: political body and of course the version we've got um so that's also something that might might

[3:23:06] Voice 15: be

[3:23:07] Voice 4: a thought there you go that's my actual ending okay

[3:23:14] Trustee Luckham: um so thank you cao and thank you for um

[3:23:19] Trustee Luckham: representing the three different models you know we've talked in the past about the cao sitting at

[3:23:24] Trustee Luckham: at the head table to provide that advice

[3:23:29] Trustee Luckham: to the chair on the fly.

[3:23:30] Trustee Luckham: And I would just add that,

[3:23:33] Trustee Luckham: that would not preclude you stepping up from that seat

[3:23:39] Trustee Luckham: with the chair to go to the microphone at the podium

[3:23:43] Trustee Luckham: to do your reporting out,

[3:23:44] Trustee Luckham: because indeed that does need to be a distinction

[3:23:47] Trustee Luckham: between those roles.

[3:23:48] Trustee Luckham: goals. But I think that what I would take away from this is I think we have come to the point

[3:23:58] Trustee Luckham: where we're recognizing there's a necessity for change. And we've got enough material here to

[3:24:06] Trustee Luckham: facilitate that change. I would like to see us talk about that change at our next meeting. And

[3:24:12] Trustee Luckham: And I can see, and tell me if I'm wrong, indicate creating a list, circulating that among the

[3:24:19] Trustee Luckham: elected, and then the CAO and myself working together with some of the advice from a meeting

[3:24:28] Trustee Luckham: organization perspective.

[3:24:29] Trustee Luckham: And the next in-person meeting in Victoria would be handled in a different way.

[3:24:35] Trustee Luckham: And perhaps, as indicated, sharing some of these roles.

[3:24:38] Trustee Luckham: But we can make these decisions together. I just want to create the forum for us to discuss this and make these decisions. And I'm calling it plan for the plan so that we can go into this in a better way.

[3:24:52] Trustee Luckham: Okay. Does that sound good for this roundtable conversation? And then I think, really, I owe you a lunch break, and then I think we'll pick up for the next big item on our agenda, which is the Trust Council follow-up action list.

[3:25:07] Trustee Luckham: And I would like to spend a little bit of time on that to make sure that we're doing it justice. And then I think the rest of the agenda is fairly straightforward. And so does that sound reasonable to everybody, Trustee Elliott?

[3:25:24] Trustee Luckham: We

[3:25:26] Trustee Elliott: have a piece of correspondence that I would like to raise for decision or direction.

[3:25:32] Trustee Elliott: We haven't talked about the possibility of engaging a facilitator as an alternative to our current.

[3:25:40] Trustee Luckham: Sure, I was prepared, and correct me if I'm wrong, is including this correspondence in the Trust Council meeting feedback.

[3:25:49] Trustee Luckham: And certainly we could discuss that at the next meeting.

[3:25:52] Trustee Luckham: but in this in the scheme of things whether you want to do that I think that might have its own

[3:25:59] Trustee Luckham: sets of challenges I think if we could take an approach to change how we do things so that

[3:26:05] Trustee Luckham: the chair has the ability to do better facilitation and less meeting management

[3:26:10] Trustee Luckham: might get us to a better place but let's discuss that at the next when we have this meeting next

[3:26:17] Trustee Luckham: to talk about planning for the plan I'm not close to that idea certainly it would be interesting

[3:26:23] Trustee Luckham: that's for sure but um sometimes the lions win in the amphitheater anyway trustee Peterson

[3:26:32] Trustee Luckham: so is that okay trustee Elliott do you want to take some specific action

[3:26:36] Trustee Luckham: the

[3:26:37] Voice 3: I just wanted to uh mention that it would be useful if we're going to discuss uh having

[3:26:44] Voice 3: a facilitator it'd be useful to get some sense of um what the financial uh implications of that might

[3:26:53] Voice 3: be um so that we sort of know what we're talking about uh because certainly with this this trust

[3:27:00] Voice 3: council will be interested in what those numbers might look like so i just just want to i don't

[3:27:06] Voice 3: want to drag out this conversation and take up more of our lunch but i just think that's an

[3:27:10] Voice 3: important factor for us to consider that we should have some ideas around that sure

[3:27:15] Trustee Luckham: so um

[3:27:17] Trustee Luckham: my question is do we need to do that today can we do that at the plan the plan meeting when we're

[3:27:23] Trustee Luckham: having that and seek advice from the cao with respect to that uh administrative element of it

[3:27:30] Voice 14: yeah so i've never heard of this so

[3:27:35] Voice 15: this isn't a usual um response to meeting management

[3:27:42] um on a single issue topic of course um that has been the case so i think this is a profound

[3:27:48] Voice 15: thought and i i don't have anything really um organized to to analyze this

[3:27:56] Voice 15: I think you would really want to do that and I think you should have some sort of discussion

[3:28:05] Voice 15: around it prior to that we can at your next meeting we without doing a bunch of work around

[3:28:10] Voice 15: it you should first just have that conversation and then we can go off and get some specifics

[3:28:18] Voice 15: I'm not I'm not familiar with this okay

[3:28:21] Trustee Luckham: so CEO is it fair for me to say that we're going to carve

[3:28:25] Trustee Luckham: about a bit of time at our next EC meeting

[3:28:29] Trustee Luckham: to discuss planning for the December council

[3:28:32] Trustee Luckham: because we obviously need to get started on that

[3:28:35] Trustee Luckham: soon as the way.

[3:28:35] Voice 15: Yeah, so you just direct that that's the case

[3:28:37] Voice 15: and we'll put that on your next agenda.

[3:28:40] Trustee Luckham: So a motion then for staff to provide timing

[3:28:48] Trustee Luckham: in the next executive committee agenda

[3:28:50] Trustee Luckham: to have a discussion about planning

[3:28:52] Trustee Luckham: for the next trust council.

[3:28:54] Trustee Luckham: so.

[3:28:54] Voice 15: And we'll incorporate this item, and you'll provide a list. Yeah.

[3:29:00] Voice 15: Of this conversation to

[3:29:02] Voice 15: discuss.

[3:29:04] Trustee Luckham: Yeah. Okay. So that sounds like it's seconded by Trustee

[3:29:09] Voice 4: Monaghan. Any further

[3:29:10] Voice 4: discussion? All those in favor?

[3:29:15] Trustee Luckham: Okay. Thank you, everybody, for this conversation, and also thank

[3:29:19] Trustee Luckham: you to trustees for the feedback. As the CAO said, this is the first time we've had a really deep

[3:29:28] Trustee Luckham: look into this so that's great um let's break for half an hour quarter after one and we'll pick up

[3:29:36] Trustee Luckham: with trust council follow-up action list is that okay sounds

[3:29:40] Voice 5: great okay

[3:29:41] Trustee Luckham: thank you everybody

[4:00:46] Voice 4: Well, hello, everyone. Did any of you get kicked out as well, or is it just me? Maybe I've been

[4:00:58] Voice 4: kicked out again. Oh, here we go. I'm not really available

[4:01:06] Voice 9: until next week. Okay,

[4:01:08] Voice 7: looks like

[4:01:08] Voice 7: everybody's here,

[4:01:09] Voice 13: so thank you.

[4:01:13] Trustee Luckham: Trust Council follow-up action list, as I mentioned earlier,

[4:01:18] Trustee Luckham: or 18 pages. So CAU,

[4:01:22] Voice 13: do you want to start us off on this or how do you propose we go through this

[4:01:26] Voice 13: list? I

[4:01:29] Voice 4: put it here for your consideration. The only thing I would say is

[4:01:39] Voice 15: that this list should

[4:01:40] Voice 15: go back to Trust Council to undertake, and I say this with true fear, the same kind of conversation

[4:01:48] Voice 15: that you had earlier today around its list,

[4:01:51] Voice 15: whether things are imminent, need refreshment,

[4:01:57] Voice 15: or full steam ahead.

[4:02:02] Voice 15: Yeah, this is just put here

[4:02:04] Voice 15: because you've just come out of a trust council meeting.

[4:02:07] Voice 15: You put it there.

[4:02:07] Voice 15: I didn't put it there for you

[4:02:09] Voice 15: to necessarily work the whole list today.

[4:02:13] Voice 15: Okay, I'll follow your question.

[4:02:14] So I prefer not to go around to every director

[4:02:16] and do every

[4:02:18] Voice 15: thing.

[4:02:19] Voice 15: I just don't think we bring much to it.

[4:02:22] Trustee Luckham: Okay, then. So that's great. I think you're right. Indeed, Council owns this list and ultimately needs to determine whether or not they still have these priorities.

[4:02:37] Trustee Luckham: And so I guess we should make this part of our activity going forward to the next Council, as you maybe indicated, looking for some kind of decision on the currency of any number of these items.

[4:02:54] Trustee Luckham: Are there any that stand out to you that need some consideration?

[4:03:00] Trustee Luckham: Otherwise, I'll just go to executive committee members if they have any questions, but they all pretty much say in progress.

[4:03:09] Trustee Luckham: And then so presumably when we are preparing for our next council meeting, we might be prepared to ask for that.

[4:03:22] Voice 15: Right. So why don't

[4:03:24] Voice 15: we return this to you, sir, at your next meeting.

[4:03:28] Voice 7: I

[4:03:28] Voice 15: don't know whether EC has had the opportunity to really grind through these for this meeting.

[4:03:35] Voice 15: This is more daylighting where the current list is.

[4:03:39] Voice 15: But we could certainly, or I could certainly, in our next meeting, take a look generally where each of these things are.

[4:03:48] Voice 15: are and you may wish to collectively we might want to flag once the trust council wants to

[4:03:55] Voice 15: discuss or combine and we could slowly work our way towards um and also to look and say hey is

[4:04:03] Voice 15: there something here the trust council really needs done and we haven't and we might need to

[4:04:07] Voice 15: prioritize whatever resources we've got toward that then it'll be good to touch base with you

[4:04:13] Voice 15: on that okay

[4:04:15] Trustee Luckham: so then let's um is that all right with vice chairs let's make that commitment that

[4:04:20] Trustee Luckham: we'll bring this to our next meeting and we'll be prepared to maybe uh have some questions about

[4:04:25] Trustee Luckham: priorities and currency of the items um and then maybe indeed as the cao has indicated maybe

[4:04:34] Trustee Luckham: prioritizing uh some accordingly but um yeah i drilled into it to a bit which is why i sort of

[4:04:40] Trustee Luckham: that came up with this notion is that it's, you know,

[4:04:43] Trustee Luckham: 18 items of work that council is expecting to have done.

[4:04:48] Trustee Luckham: That's a pretty ton of work.

[4:04:51] Voice 4: It's a lot.

[4:04:54] Trustee Luckham: Any thoughts there from vice-chairs

[4:04:56] Trustee Luckham: or we'll receive this at our next meeting, be prepared.

[4:05:00] Trustee Luckham: Thumbs up.

[4:05:02] Voice 15: Well, one last thing, Mr. Chair.

[4:05:04] Voice 7: Yes, sir.

[4:05:05] Voice 15: We're talking about our agenda.

[4:05:07] Voice 15: It might just always get moved along.

[4:05:10] Voice 15: We just move along, we just move along.

[4:05:11] Voice 15: You know, again, so at every trust council

[4:05:13] Voice 15: there's kind of maybe five new things are added to it.

[4:05:16] Voice 7: Yeah.

[4:05:17] Voice 15: So maybe we should really work, you know,

[4:05:21] Voice 15: trust council should look at this list

[4:05:25] Voice 15: or we just find a way for trust council

[4:05:27] Voice 15: to engage with this list a little bit.

[4:05:32] Trustee Luckham: I have the

[4:05:32] Trustee Luckham: same realization about the work

[4:05:34] Trustee Luckham: that they've asked to get done and

[4:05:36] Voice 4: the resources available.

[4:05:37] Voice 4: Yeah.

[4:05:40] Voice 4: Okay.

[4:05:40] Voice 4: Okay, Trustee Peterson.

[4:05:44] Voice 3: We could get into this more at our next meeting,

[4:05:48] Voice 3: but in respect of getting trust council

[4:05:53] Voice 3: to think about this large list,

[4:05:57] Voice 3: we may want to consider giving them a heads up

[4:06:02] Voice 3: that this is going to be coming in advance

[4:06:06] Voice 3: of the normal trust council agenda release.

[4:06:12] Voice 7: Well, that's a good idea.

[4:06:13] Voice 7: Yeah, in fact, that could come out of our meeting

[4:06:15] Trustee Luckham: next

[4:06:17] Trustee Luckham: if we were prepared for that

[4:06:19] Trustee Luckham: to give that heads up way in advance,

[4:06:22] Trustee Luckham: and then finally it would end up in a package in December.

[4:06:26] Voice 3: Yeah, I was just considering,

[4:06:28] Voice 3: especially if we want to do the kind of in-depth work

[4:06:31] Voice 3: at trust council that we did

[4:06:33] Voice 3: on our follow-up action list today,

[4:06:36] Voice 3: I think some advanced time for trustees would be helpful.

[4:06:40] Voice 3: for okay

[4:06:42] Trustee Luckham: um so obviously anything that you bring back to us russ should take that into account does

[4:06:49] Trustee Luckham: that seem

[4:06:50] Voice 13: reasonable okay

[4:06:52] Voice 4: okay

[4:06:54] Voice 13: he says trustee elliott well

[4:06:58] Trustee Elliott: just thinking uh about what was

[4:06:59] Trustee Elliott: mentioned before the break uh by cao that sort of grouping the director's reports uh with committee

[4:07:08] Trustee Elliott: committee reports and then is there an opportunity for specific items from the fuel to then be

[4:07:15] Trustee Elliott: analyzed so that we're not looking at a giant fuel together and then we get lost in the nitty-gritty

[4:07:23] Trustee Elliott: of everything but if you hear from a committee and you hear from a director what's being worked

[4:07:29] Trustee Elliott: on in that area and then you can look through with that lens at the different items that are

[4:07:36] Trustee Elliott: are being worked on could the decision not be made oh that's no longer relevant rather than

[4:07:42] Trustee Elliott: sort of casting back and go oh what did regional planning committee say or what did director sir

[4:07:47] Trustee Elliott: mac report out on i don't know yeah

[4:07:51] Trustee Luckham: well let's take that holistic approach because you're right

[4:07:54] Trustee Luckham: um there's opportunity here an opportunity for us to do things better and um that's a good idea

[4:08:01] Trustee Luckham: you okay so then at this time do you just want to receive this for information and um cao do you

[4:08:11] Trustee Luckham: want some direction to return the follow-up action report to executive committee for consideration of

[4:08:18] Trustee Luckham: forwarding to council no

[4:08:20] Voice 15: i think you just i'll bring it back i'll just bring it back to the next

[4:08:24] Voice 15: meeting okay

[4:08:26] Trustee Luckham: well that's great uh so then this brings us to 7.1.3 which is the draft of the

[4:08:35] Trustee Luckham: press release for the trust council business decision highlights and that's on page 37

[4:08:41] Trustee Luckham: of our package um i don't know if you have anything further to say uh with regards to

[4:08:49] Trustee Luckham: to that CAO or Director Frater or whomever,

[4:08:53] Trustee Luckham: but I guess we're looking for feedback

[4:08:56] Trustee Luckham: from executive committee before this goes out.

[4:09:00] Voice 15: Yeah, just simply, this is a sort of a plain language

[4:09:03] Voice 15: summary of the highlights of a trust council session.

[4:09:07] Voice 15: It doesn't have everything in it.

[4:09:08] Voice 15: We've moved away from just providing the direct,

[4:09:13] Voice 15: you know, the resolution there and tried to put it

[4:09:16] Voice 15: in terms that are more readable

[4:09:19] Voice 15: than necessarily a resolution would be.

[4:09:22] Voice 15: And here's the one, two, three, four things that came out.

[4:09:26] Voice 15: If you think that that language here is appropriate

[4:09:29] Voice 15: and these are the right things,

[4:09:30] Voice 15: we would put this out on the website

[4:09:33] Voice 15: and make this more publicly known.

[4:09:38] Voice 15: And of course we'll develop the actual minutes

[4:09:41] Voice 15: in the next week or two.

[4:09:43] Voice 4: Yeah, so Trustee Peterson.

[4:09:45] Voice 4: uh

[4:09:50] Voice 3: thank you chair i just found uh the section three synopsis just a little bit clunky and uh

[4:09:58] Voice 3: i emailed uh um ec and uh mr barlow uh a proposed revision that i just think reads a little bit

[4:10:08] Voice 3: better and especially in light of the fact that the um the highlights contain a link to the more

[4:10:16] Voice 3: more in-depth version.

[4:10:19] Voice 3: It's just the version I've sent out

[4:10:21] Voice 3: is just a little bit more concise

[4:10:24] Voice 3: and I think it just reads a little better.

[4:10:30] Voice 4: Well,

[4:10:31] Trustee Luckham: I haven't seen that.

[4:10:32] Trustee Luckham: I wasn't checking my email this morning

[4:10:37] Trustee Luckham: since we got into this meeting.

[4:10:38] Trustee Luckham: So is it just that one paragraph above the...

[4:10:43] Trustee Luckham: Yes,

[4:10:43] Voice 3: it's just about the trust council reached consensus,

[4:10:48] Voice 3: census, et cetera, paragraph.

[4:10:50] Trustee Luckham: I see, okay.

[4:10:52] Trustee Luckham: Have you seen that, CAO, or anybody else seen it?

[4:10:55] Trustee Luckham: It came through today, and yeah,

[4:10:57] Voice 15: certainly we'd follow the committee's direction

[4:11:01] Voice 15: unless there was something.

[4:11:02] Voice 15: Have you seen it?

[4:11:03] Voice 15: Yeah, it's fine.

[4:11:04] Voice 15: There you go.

[4:11:05] Voice 15: I think it is a reasonable alternative.

[4:11:10] Voice 7: Okay.

[4:11:12] Voice 3: I recognize maybe I'm being a little bit picky,

[4:11:15] Voice 3: but there's just the way it's worded at the moment

[4:11:19] Voice 3: is it just gets a little awkward the way it reads to me so my revision actually just makes it a

[4:11:27] Voice 3: little bit shorter and um and because we have the length to the full um text

[4:11:34] Voice 4: there i thought it

[4:11:35] Voice 4: might be nicer i'm just reading it i mean the essence here is the whatever

[4:11:54] Voice 15: put out in this

[4:11:55] Voice 15: one paragraph has to capture the essence of the core decision which is followed up by

[4:12:00] Voice 15: by the consensus statement.

[4:12:04] Voice 15: So staff were a little to reinterpret the work

[4:12:08] Voice 15: too much of trust council

[4:12:13] Voice 15: and maybe we literally lifted from the reasoning,

[4:12:19] Voice 15: but as long

[4:12:21] Voice 4: as you feel that it meets that standard,

[4:12:24] Voice 4: that's great.

[4:12:27] Trustee Luckham: Yeah, well, that's what I was wondering

[4:12:28] Trustee Luckham: is how much was this lifted

[4:12:30] Trustee Luckham: from what decision council had made,

[4:12:33] Trustee Luckham: or is this a synopsis based upon the attachment associated that came from the governance committee

[4:12:42] Voice 5: okay

[4:12:42] Voice 4: i'm having

[4:12:45] Voice 4: difficulty if

[4:12:47] Trustee Elliott: i may because i've done the comparison okay go ahead

[4:12:51] Trustee Elliott: um so i think

[4:12:53] Trustee Elliott: there was a perhaps a mistake in the word with the word why it was supposed to be well one element

[4:13:02] Trustee Elliott: So that's just an error in the report we have in our agenda.

[4:13:09] Trustee Elliott: And what was missing from that, while one element may gain priority, reasons for that decision must be clear and have considered the other elements.

[4:13:19] Trustee Elliott: So I think Trustee Peterson's just suggested dropping the while or why one element, but otherwise everything else is consistent with the original words.

[4:13:30] Trustee Elliott: from the um the rising report i

[4:13:35] Voice 4: see so

[4:13:36] Trustee Luckham: my question then is is the the the piece that's

[4:13:40] Trustee Luckham: been removed then why one element may gain priority over another would be the way i would

[4:13:47] Trustee Luckham: say yes um was that not fundamental to the the

[4:13:53] Voice 13: thinking that council had concluded and that's

[4:13:57] Voice 13: what it should say

[4:13:59] Voice 5: yes

[4:14:04] Trustee Elliott: and i had sent a further revision that included the second part of the

[4:14:11] Trustee Elliott: well one element may gain priority there must be recognition of a and they're a balancing of each

[4:14:21] Trustee Elliott: of those elements period and then start with the next land use planning so it it needs a little

[4:14:30] Trustee Elliott: work um i think we do have to be careful to stick with the ryzen report but um that one little uh

[4:14:38] Trustee Elliott: while one element is confusing if it's not followed by the reason balancing of each of the

[4:14:43] Trustee Elliott: elements so

[4:14:45] Voice 3: if i might i

[4:14:46] Voice 3: would just say that uh i sort of got into uh looking at the full statement

[4:14:54] Voice 3: and rewriting and the proposed revision I sent is actually shorter rather than longer because I

[4:15:02] Voice 3: realized that I was leaning into sort of including the whole darn thing and when it's right there

[4:15:09] Voice 3: available I decided that maybe brevity would be preferable so

[4:15:15] Voice 4: but anyway I just put that out there

[4:15:17] Voice 4: for consideration okay so i got a bit of a grasp i

[4:15:27] Trustee Luckham: think actually i prefer um toby's version which

[4:15:35] Trustee Luckham: maintains that while one element may gain priority because the other part of this of course in a

[4:15:43] Trustee Luckham: public document is others may not link to the other document they may just read that and move

[4:15:50] Trustee Luckham: move on. And so that becomes, therefore, a bit more clear in my mind to those that don't choose

[4:15:58] Trustee Luckham: to dig a little bit deeper. David Maude, did you have a suggestion one way or the other?

[4:16:08] Trustee Maude: Honestly, no. I agree that perhaps Vice Chair Elliott's more verbose suggestion maybe captures

[4:16:17] Trustee Maude: the spirit of the original submission.

[4:16:20] Trustee Maude: So I can lean towards that.

[4:16:23] Trustee Luckham: Yeah.

[4:16:24] Trustee Luckham: So I think then Trustee Peterson certainly appreciate

[4:16:28] Trustee Luckham: you drawing our attention to this

[4:16:30] Trustee Luckham: and Toby's attention to it.

[4:16:32] Trustee Luckham: But I think I'm inclined to go with the revision

[4:16:36] Trustee Luckham: that Trustee Elliot has offered up,

[4:16:39] Trustee Luckham: which is

[4:16:40] Voice 7: changing the word why to while.

[4:16:45] Voice 3: I'm certainly in support of that.

[4:16:47] Voice 3: I actually sort of went through that.

[4:16:50] Voice 3: the a longer and a shorter version and decided not to try and propose both so

[4:16:57] Trustee Luckham: yeah no that's great um so then am i correct toby and then what you're suggesting is that the draft

[4:17:04] Trustee Luckham: um um council business decision highlights have the word uh why on the second line replaced with

[4:17:14] Trustee Luckham: the word while is that correct yes

[4:17:16] Trustee Elliott: but as i said it doesn't make sense while one element may gain

[4:17:21] Trustee Elliott: priority the conclusion concluding thought to that is that all the elements need to be considered

[4:17:28] Trustee Elliott: and balanced then you have a period then a new sentence land use planning in the trust area

[4:17:36] Trustee Elliott: must always include a focus on preserving and protecting so the rest is fine

[4:17:39] Trustee Elliott: but you need the reason why

[4:17:42] Trustee Luckham: was that included in your edit the

[4:17:44] Trustee Luckham: email okay

[4:17:45] Trustee Elliott: sorry and i just

[4:17:46] Trustee Elliott: sent it to robert barlow if you want to um put it up on the screen if that makes sense

[4:17:50] Trustee Luckham: well yeah that seems to be a challenge i'm satisfied with that trustee elliot and it

[4:17:56] Trustee Luckham: sounds like trustee peterson is prepared to uh lean your way and trustee mod is supporting that

[4:18:03] Trustee Luckham: that so can we suggest that staff so is there any other changes associated with this document

[4:18:13] Trustee Luckham: no so

[4:18:14] Trustee Luckham: then can we then suggest that this document be circulated as amended and that you just take

[4:18:22] Trustee Luckham: that amendment that trustee Elliott has emailed to Robert Barlow yeah

[4:18:27] Voice 15: I've got it you've got it

[4:18:29] Voice 15: got it yeah and i think we understand it so yes so

[4:18:33] Trustee Luckham: that's satisfactory cao

[4:18:34] Trustee Luckham: thank you very much thank you everybody for turning your minds to that

[4:18:39] Trustee Luckham: um that's great so then i'm going to scroll along here to 8.2.1.1 executive committee meeting with

[4:18:55] Trustee Luckham: bone island municipality um david marler thank you very much for piecing this together out of

[4:19:02] Trustee Luckham: our minutes and recordings and everything else you've captured it very well i think the work

[4:19:10] Trustee Luckham: that's here is for us ec to be prepared to speak to the 10 items but david i'll let you introduce

[4:19:20] Trustee Luckham: and then we'll go to the vice chairs

[4:19:22] Trustee Luckham: and see what they are thinking.

[4:19:24] Voice 8: Yeah, thank you.

[4:19:26] Voice 8: Yeah, CAO just asked me to put this together

[4:19:29] Voice 8: to help you with the meeting for Boeing.

[4:19:31] Voice 8: I just wanted you to be aware, first of all,

[4:19:34] Voice 8: that making it clear that this is a referral

[4:19:37] Voice 8: in the letters patent.

[4:19:38] Voice 8: So you're not being asked to approve or disapprove anything.

[4:19:42] Voice 8: You're just being asked whether you think it's consistent

[4:19:45] Voice 8: or not with the policy statement

[4:19:47] Voice 8: and you've indicated for a variety of reasons

[4:19:50] Voice 8: reasons why you think it is not. The purpose of the meeting from the legislation is to

[4:19:56] Voice 8: really just to gain understanding of each other's position. So it just says to discuss

[4:20:02] Voice 8: the bylaw, it's not legislation, I'm sorry, it's letters patent. So it's to discuss the

[4:20:08] Voice 8: bylaw. So to me, I would read that to mean that Boeing would be open to hearing what

[4:20:15] Voice 8: what your concerns are, and you'd be open to hearing

[4:20:19] Voice 8: Bowen's understanding of how it meets the policy statement.

[4:20:23] Voice 8: So, you know, you may change your mind on some of these

[4:20:27] Voice 8: after the discussion, or Bowen may agree with you

[4:20:30] Voice 8: on some or not on these.

[4:20:33] Voice 8: So you don't have to look for an outcome.

[4:20:36] Voice 8: You're not looking for a consensus.

[4:20:38] Voice 8: You're just looking to explain why you responded the way you did.

[4:20:42] Voice 8: That's really what it's about.

[4:20:44] Voice 8: And then from there, Boren is free to continue with its process.

[4:20:49] Voice 8: So even if you don't agree and Boren disagrees with your position, your position will be available to the public.

[4:20:59] Voice 8: It will be part of the public hearing information and Boren can continue.

[4:21:06] Voice 8: It will then come back to you, presumably in the same format or amended if they decide to continue.

[4:21:11] Voice 8: you and at that point you'll consider whether or not to approve it so in this meeting you're not

[4:21:18] Voice 8: going to say yeah we'll approve it if you do the following you can't feather that authority

[4:21:23] Voice 8: but you can tell them the kinds of things that you're looking for to help you to make a decision

[4:21:29] Voice 8: when it does come back to you there is an outline of an agenda that was provided by Boeing on I

[4:21:37] Voice 8: I think it's just the next page down, Robert.

[4:21:40] Voice 8: Yeah, there it is.

[4:21:42] Voice 8: And it just indicated that item one,

[4:21:45] Voice 8: I assume that the mayor will probably open a meeting

[4:21:48] Voice 8: with introductions, explanation of the process.

[4:21:52] Voice 8: That's something that I or the CAO can do as a staff

[4:21:55] Voice 8: to just set up why we're here.

[4:21:58] Voice 8: And because this is obviously a public meeting,

[4:22:01] Voice 8: we want to make sure that we start from the beginning

[4:22:03] Voice 8: so everybody understands the legislation,

[4:22:06] Voice 8: legislation, the letters pattern and why executive committees get involved at this stage.

[4:22:12] Voice 8: And then item three is over to the executive committee to go over the 10 items there.

[4:22:21] Voice 8: And then the rest of this is just the 10 items and just the notes from staff on what we recorded

[4:22:27] Voice 8: when you were going through this.

[4:22:31] Voice 8: So over to the chair, maybe

[4:22:33] Voice 8: we'll see how often someone comes.

[4:22:34] Voice 8: I

[4:22:34] Voice 15: just had one thing. I just got a confirmation from the corporate officer in Poland just a few

[4:22:39] Voice 15: moments ago that indeed it is two o'clock. Two to three o'clock is kind of the the timing next

[4:22:45] Voice 15: Monday and that the materials on the agenda will be BIM submission and your response. So we're not

[4:22:56] Voice 15: we're not providing there's nothing being provided by our offices to the public agenda other than

[4:23:02] Voice 15: your response and the and the initial referral and that will substitute sort of the public documents

[4:23:09] Voice 15: and uh then we'll carry on as it's described okay

[4:23:16] Trustee Luckham: then so that's great so the way i understand it

[4:23:22] Trustee Luckham: then is this is just a process we provided feedback this is an opportunity to explain

[4:23:27] Trustee Luckham: our feedback there's no commitment by anybody to get to any place but then they will take

[4:23:34] Trustee Luckham: our feedback into consideration and determine whether or not they're going to proceed as is

[4:23:39] Trustee Luckham: or change it in some way and ultimately presumably they may or may not come back to us with a with

[4:23:45] Trustee Luckham: the next revision of it which is when it starts to get more serious and then we would look at that

[4:23:49] Trustee Luckham: in light of the concerns we had and see if they've all been addressed or not and then make a new

[4:23:56] Trustee Luckham: decision based upon what we see at that time so this is just sort of a exchange at this point

[4:24:02] Trustee Luckham: It is. I think

[4:24:03] Voice 15: the question you might want to just be prepared for is the why. Like you've made submissions and while you made those, came to those conclusions.

[4:24:16] Trustee Maude: and so

[4:24:16] Voice 15: you would collectively even through one of you speaking so that you might want to think

[4:24:22] Voice 15: through how you want to communicate um this during the meeting whether it's just a round

[4:24:29] Voice 15: table format and people speak to different issues or you want one person or you want to

[4:24:32] Voice 15: divide them up or just respond make an introductory statement or just respond to that questions

[4:24:38] Voice 15: afterward yeah you want to personally you know if you want to have the chair answer all questions

[4:24:44] Voice 15: Or do you want to share in some of the responses to any given referral response?

[4:24:52] Trustee Luckham: So my thought here was that I don't want to do all the talking, that's for sure.

[4:24:57] Trustee Luckham: I might make some introductory remarks about policy statement and the rationale for us using that as a tool to evaluate applications.

[4:25:10] Trustee Luckham: applications and then I think that each of us may want to choose to take two or three

[4:25:15] Trustee Luckham: that are your favorite topics that perhaps you spoke to originally at the original meeting and

[4:25:21] Trustee Luckham: of course you can review the meeting minutes of that particular meeting to determine what it was

[4:25:27] Trustee Luckham: that was said and articulate that it's more of making a statement but it might be what you're

[4:25:35] Trustee Luckham: suggesting CAO is there might be questions that council might have to say well why do you think

[4:25:40] Trustee Luckham: this particular thing and then that would be an opportunity to articulate that a little further

[4:25:44] Trustee Luckham: is that correct yes yeah so what do you what do the vice chairs think about us all taking two or

[4:25:52] Trustee Luckham: three uh of these 10 items and being prepared to make a statement about them and then indeed be

[4:26:00] Trustee Luckham: able to respond to questions but of course we could share the answers if to questions that

[4:26:06] Trustee Luckham: that came forward if we felt that there was wiser advice

[4:26:11] Trustee Luckham: to be offered by one of the other of you or me or whatever.

[4:26:16] Trustee Luckham: What's your thoughts here, executive, trustee Maude?

[4:26:22] Trustee Maude: Well,

[4:26:23] Trustee Luckham: considering we're

[4:26:24] Trustee Maude: talking about an hour meeting

[4:26:25] Trustee Maude: and we have 10 topics, there's not gonna be a lot of time

[4:26:30] I think to speak too much about them.

[4:26:33] i i will note like on page 40

[4:26:36] Trustee Maude: um where we went through the various points we we

[4:26:40] Trustee Maude: could do a stats and a very good job of um if i go through each one of them i kind of see

[4:26:49] Trustee Maude: um that the y is already there so it almost becomes a talking point um because it's not

[4:26:55] Trustee Maude: like it's it's not like picking our brain like what was i talking about is that with this that

[4:27:00] Trustee Maude: You know, like all the way through, we kind of highlighted, this is why we said what we said, and we can expand on it. But I think that this report from staff really gives the points that we were talking about.

[4:27:19] Trustee Luckham: Yeah, you're exactly right. And so that's, I would say that use that as a talking, a starting point or a talking point, and then be prepared to answer questions.

[4:27:30] Voice 8: I have a question, Richard. Would it also help you if I just give you a piece of paper that had

[4:27:38] Voice 8: all these policies as they're written in the policy statement in front of you?

[4:27:42] Voice 8: Yeah, I would have one.

[4:27:44] Voice 8: Okay, so I'll get that today and email it to you.

[4:27:47] Trustee Luckham: But isn't that already in that summary where you list the Island Trust Policy Statement number?

[4:27:54] Voice 8: No, I didn't do that. In hindsight, I probably should have.

[4:27:59] Trustee Luckham: so what's the ITPS text

[4:28:01] Trustee Luckham: then it says there if that's not

[4:28:03] Trustee Luckham: the policy

[4:28:05] Voice 8: the text right

[4:28:06] Trustee Luckham: there on the screen

[4:28:08] Trustee Luckham: let me just have a look here

[4:28:10] Trustee Luckham: no no in the

[4:28:12] Trustee Luckham: table one page 42

[4:28:14] Trustee Luckham: thank you

[4:28:15] Voice 8: okay yeah

[4:28:16] Voice 4: it is there you're right

[4:28:17] Voice 8: so

[4:28:18] Trustee Luckham: that's our

[4:28:20] Trustee Luckham: place to kick off from

[4:28:22] Voice 8: yeah

[4:28:24] Voice 8: I'm done see

[4:28:25] Voice 8: there you go

[4:28:31] Trustee Luckham: so any other thoughts are we comfortable about going into this meeting space can

[4:28:40] Voice 12: i make a

[4:28:40] Voice 12: suggestion yeah just for brevity um i

[4:28:45] Trustee Elliott: i think um what if one person just presents this and

[4:28:48] Trustee Elliott: i think um just runs through the points is that what we're talking about i don't think each of

[4:28:54] Trustee Elliott: us needs to take one or a favorite this isn't about our positions or opinions um

[4:29:02] Trustee Elliott: david maude would you feel comfortable doing that you speak well

[4:29:07] Trustee Maude: um certainly well i

[4:29:10] Trustee Maude: i do agree that it probably would be logistically easier if one person walks through it

[4:29:15] Voice 5: yeah

[4:29:15] Trustee Maude: um it's it's i've had to do it um chair might want to do it it's because it's

[4:29:22] Trustee Maude: i really think it's quite self-explanatory

[4:29:24] Voice 4: yeah yeah

[4:29:33] Trustee Luckham: i'm just thinking that too there's a lot of

[4:29:35] Trustee Luckham: material there for one person to cover but um um particularly because it's hard to know for sure

[4:29:42] Trustee Luckham: how much time the council has spent with this document and considered each of the island's

[4:29:49] Trustee Luckham: policy statement items um so

[4:29:53] Voice 4: um yeah trustee peterson go ahead

[4:29:58] Voice 4: Thank you.

[4:30:00] Voice 3: Well, I was just going to say that when we initially had the meeting and addressed these, that Trustee Maude was the one who brought up, I would say, the majority of these.

[4:30:15] Voice 3: Trustee Elliott brought up a couple, and I have to admit that my role was to sort of agree on some that I felt were particularly stood out.

[4:30:28] Voice 3: So I'm certainly content if Trustee Maud is willing to go with that.

[4:30:37] Voice 13: Trustee Maud?

[4:30:40] Voice 3: I

[4:30:40] Trustee Maude: serve at your pleasure, sir.

[4:30:42] Trustee Luckham: Okay.

[4:30:43] Trustee Luckham: Well, it would be my pleasure if you did the summary of Table 1 for the Council, and then we can field questions according to what our appetite is at the time of the day.

[4:30:57] Trustee Luckham: but do I'd say review all of this and have your thoughts maybe print that out and have some of

[4:31:04] Trustee Luckham: your own personal notes there so that if there are questions surrounding it that it's more

[4:31:09] Trustee Luckham: structured than having to think about it on the in the moment and

[4:31:13] Trustee Maude: everybody should jump in too

[4:31:15] Trustee Maude: yeah

[4:31:16] Trustee Luckham: no everybody should take that on yeah yeah

[4:31:18] Trustee Maude: okay

[4:31:20] Trustee Luckham: then anything else David Marler that we

[4:31:24] Trustee Luckham: should be considering or i see stefan surmac's name is signed at the bottom of this um that we

[4:31:30] Trustee Luckham: should be considering uh before our meeting on monday the um where is this on my calendar here

[4:31:37] Trustee Luckham: 16th the 16th that's right thank you which is monday that's next next monday coming up

[4:31:45] Voice 8: yeah no um nope everything is in there in there for you so yeah just let us know what we can do

[4:31:53] Voice 8: to help should

[4:31:54] Trustee Luckham: we have a quick touch base um 15

[4:31:59] Voice 4: minutes half an hour before the meeting

[4:32:01] Voice 4: that sounds like a yes um so

[4:32:08] Trustee Luckham: should we just do that over the phone with a little teleconference

[4:32:12] Trustee Luckham: and so therefore i'm just quickly scrolling here so therefore that's at two o'clock so we could do

[4:32:21] Trustee Luckham: Do that at, say, 1 or 1.30, teleconference.

[4:32:29] Trustee Luckham: Switch back here.

[4:32:30] Trustee Luckham: Didn't see any objections.

[4:32:33] Trustee Luckham: So I'm guessing, staff, can you set that up, an invite for telecon on and make sure the phone's available or whatever for that on

[4:32:44] Trustee Luckham: Monday at 1?

[4:32:46] Trustee Luckham: Did 1.30 sound all right for 10 minutes or 15 minutes?

[4:32:51] Trustee Luckham: Okay.

[4:32:52] Trustee Luckham: Excellent.

[4:32:55] Trustee Luckham: All right.

[4:32:55] Trustee Luckham: so then that concludes that item um so that takes us down to ltc chairs report on local advocacy

[4:33:03] Trustee Luckham: topics is there anything going on that we need to be aware of maybe i'll just chime in as a trustee

[4:33:12] Trustee Luckham: we've actually managed to convince tell us to come to thetis and do a public community presentation

[4:33:20] Trustee Luckham: on what it is that they're scheming to do with fiber optic on the island here

[4:33:25] Trustee Luckham: and because there's been this cloak and dagger sort of well no there's been this

[4:33:32] Trustee Luckham: veil of secrecy about funding partners and the like and as some other voices in the community

[4:33:41] Trustee Luckham: about it and so we i've invited uh tell us to come to the island to uh hear it from the horse's

[4:33:47] Trustee Luckham: mouth so to speak and uh that's happening next week so that's interesting trustee peterson

[4:33:54] Trustee Luckham: uh

[4:33:56] Voice 3: thank you mr chair um on salt spring uh i've had a request uh from the ltc about uh uh some

[4:34:09] Voice 3: advocacy to the alc with regard to some land uh apparently both of the salt spring island

[4:34:17] Voice 3: automotive businesses are having some issues there um at this point i'm a little bit unclear

[4:34:24] Voice 3: clear about the best way to approach that uh just in terms of process um so i'll be reaching out to

[4:34:35] Voice 3: staff for some aid on that um and i think uh that's about it for ltc advocacy for me today

[4:34:47] Voice 7: okay excellent thank you anything else otherwise we'll move on to new business

[4:34:52] Voice 7: so

[4:34:54] Trustee Luckham: new business was at 9.5 which is the rainwater catchment legislation does anybody on staff have

[4:35:04] Trustee Luckham: any information about this or should we just look to uh the elected for a motion to ask for a report

[4:35:11] Trustee Luckham: at our next meeting i

[4:35:14] Voice 12: have no information i'd like to see what you have i haven't been

[4:35:18] Voice 12: productively put up okay

[4:35:19] Trustee Luckham: so over to you uh tim for whatever action you'd like to

[4:35:26] Voice 13: see okay thank you

[4:35:29] Voice 3: so um this is just came to me and uh i'm not clear on um uh where this is at but apparently

[4:35:42] Voice 3: the province has created new guidelines on water catchment for multi-family dwellings

[4:35:47] Voice 3: um so i have a motion prepared that i've sent to robert earlier and uh if you'd like i could just

[4:35:57] Voice 3: read the motion out and we can proceed from there or we can discuss more as as you wish

[4:36:03] Voice 3: yeah

[4:36:06] Trustee Luckham: i'm wondering if there's a slightly simpler way and that obviously you received some

[4:36:10] Trustee Luckham: information from somewhere could you just forward that to staff and and maybe that actually is more

[4:36:15] Trustee Luckham: or in Stefan Cermak's area,

[4:36:18] Trustee Luckham: if it's about rainwater catchment legislation,

[4:36:21] Trustee Luckham: which would be a land use authority, presumably,

[4:36:23] Trustee Luckham: and then they could come back with the suggestions

[4:36:26] Trustee Luckham: about further work, but that's up to you,

[4:36:28] Trustee Luckham: what you want to do.

[4:36:30] Voice 3: Okay, well, in fact, the information was simply

[4:36:34] Voice 3: what I said that the provinces made new guidelines

[4:36:37] Voice 3: and essentially asking when that was going to kick in

[4:36:41] Voice 3: for the islands.

[4:36:42] Voice 3: so there was i i asked for um some further information but uh they weren't able to reply

[4:36:51] Voice 3: supply me with any so i would just have a motion that ec requests staff to investigate new

[4:37:00] Voice 3: provincial guidelines on rainwater catchment for multi-family dwellings and report back at a future

[4:37:04] Voice 3: meeting is what i had put together and and if uh director sir max the the right person then

[4:37:12] Voice 3: been wonderful yep

[4:37:14] Voice 4: so moved by trustee

[4:37:19] Trustee Luckham: peterson seconded by trustee maude all those in favor

[4:37:23] Trustee Luckham: that carries there you go one of you will get to figure that out thank you everybody thank you tim

[4:37:29] Trustee Luckham: for bringing that to our attention so the next item here is invitation to register for the ocean

[4:37:34] Trustee Luckham: protection plan i actually have those days free and was going to attend but uh obviously it's a

[4:37:41] Trustee Luckham: virtual seminar i think it's free and would encourage all of you to attend is there anything

[4:37:46] Trustee Luckham: a director freighter that we need to consider other than that

[4:37:49] Voice 9: you may wish to circulate to

[4:37:52] Voice 9: other trustees uh

[4:37:53] Trustee Luckham: perfect and

[4:37:55] Voice 9: that's the cost i don't see any um on attendance what i can recall

[4:38:01] Voice 9: I'll speak.

[4:38:04] Trustee Luckham: Yeah, so then we'll get a motion

[4:38:11] Trustee Luckham: to have this circulated to trustees,

[4:38:13] Voice 4: to their interest.

[4:38:20] Voice 4: I'll move that, do I have a seconder?

[4:38:24] Voice 4: Seconder, Tim Peterson.

[4:38:26] Voice 4: All

[4:38:27] Trustee Luckham: those in favor, that carries, that's done.

[4:38:30] Trustee Luckham: Great, correspondence, that was it.

[4:38:34] Trustee Luckham: So here we are, review and amendment

[4:38:36] Trustee Luckham: of the current work program.

[4:38:38] Trustee Luckham: Now, we talked earlier, and it sounded like CAO was going to just look after that, 2, 7, and 8, to be consolidated and added to our work program.

[4:38:47] Trustee Luckham: Is there anything else on our work program, CAO, you'd like to draw our attention to?

[4:38:52] Voice 14: No, in particular.

[4:38:54] Trustee Luckham: Vice Chairs, is there anything you want to draw to our attention?

[4:38:57] Trustee Luckham: Trustee Elliott?

[4:39:00] Trustee Elliott: It's not in the work plan, per se, but we had decided after Trust Council to have a report out on UBCM.

[4:39:09] Trustee Elliott: And each of us was going to compile notes and put that together. So I think that is our responsibility when we attend a big conference like that. We should do that.

[4:39:21] Trustee Elliott: So has

[4:39:22] Trustee Elliott: anybody done that?

[4:39:24] Trustee Elliott: I've written my notes, but I haven't. Yeah, I need to go through them again and circulate.

[4:39:30] Trustee Luckham: Okay, so I

[4:39:31] Trustee Luckham: would suggest that and that that be circulated amongst the executive committee members and then we could forward it all together as a package to Lori to contain and reporting out something.

[4:39:49] Trustee Luckham: I want to not put too much labor on Lori for that.

[4:39:55] Voice 12: Not Lori. Those

[4:39:57] Voice 12: who are not Lori doing Lori's work. Yes.

[4:39:59] Voice 12: Yeah, exactly. So

[4:40:04] Voice 13: that

[4:40:06] Trustee Luckham: was David Mott and myself. Tim, yeah, you were there. So you're going to capture those elements of the sessions and things that you attended. All of you do that. So do you want me to be the focal point of all of the emails? And then I'll consolidate them all into one thing and fire them up.

[4:40:29] Trustee Luckham: or some

[4:40:31] Voice 12: touch base with trustee patrick as well i know she's got notes from her attendance that

[4:40:37] Voice 7: would be good as well um yep yep

[4:40:43] Voice 4: excellent okay so

[4:40:44] Trustee Luckham: let's try and pull that together

[4:40:48] Trustee Luckham: no not try let's pull that together so is there anything else on our work program

[4:40:54] Trustee Luckham: then we'll receive that for information so our next meeting then will be november the first 2023

[4:41:00] Trustee Luckham: 23 where's the year gone and um we'll also obviously i'll see you on monday at the bone

[4:41:07] Trustee Luckham: island meeting okay that five minutes to two perfect timing everybody thank you

[4:41:14] Voice 7: so thank you

[4:41:17] Voice 7: staff and um we'll see you all about thank you thanks everybody call the meeting adjourned

[4:41:25] Voice 7: adjourned take care