Islands Trust Council regular meeting, November 1, 2023

[0:00:02] Trustee Luckham: Thank you.

[0:00:14] Voice 12: Did the

[0:00:16] Trustee Luckham: broadcast just...

[0:00:20] Trustee Luckham: Are you streaming?

[0:00:22] Trustee Luckham: I don't see any indication of that on my screen.

[0:00:26] Voice 2: We're just working

[0:00:27] Voice 2: towards that end.

[0:00:29] Trustee Luckham: That's fine.

[0:00:31] Voice 2: Yes, we are now broadcasting and live streaming.

[0:00:34] Trustee Luckham: Okay.

[0:00:35] Trustee Luckham: Thank you, Robert.

[0:00:37] Trustee Luckham: Well, good morning, everyone.

[0:00:39] Trustee Luckham: Both the vice chairs and staff

[0:00:42] Trustee Luckham: to the Executive Committee meeting of November the 1st

[0:00:45] Trustee Luckham: and members of the public that have joined us

[0:00:47] Trustee Luckham: through the live streaming.

[0:00:51] Trustee Luckham: It's a little overcast day today,

[0:00:56] Trustee Luckham: makes it a bit warmer,

[0:00:56] Trustee Luckham: not quite so much frost here this morning.

[0:00:59] Trustee Luckham: But as always, it's a pleasure to wake up

[0:01:03] Trustee Luckham: in Coast Salish Territory in the Salish Sea

[0:01:06] Trustee Luckham: and want to recognize that I live and work on Thetis Island

[0:01:10] Trustee Luckham: and I'm grateful for all that I can learn from the Lackson and Penelakut people that have been here

[0:01:17] Trustee Luckham: since time immemorial and of course my name is Peter Luckum and as I said elected on Theta Sound

[0:01:23] Trustee Luckham: and I'm the Chair of Trust Council, Chair of the Executive Committee and I'm joined today

[0:01:28] Trustee Luckham: by Vice Chair from around the Salish Sea, Trustee Mott, good morning.

[0:01:33] Trustee Maude: Good morning, greetings from

[0:01:35] Trustee Maude: well I'm elected from Main Island which is traditional home of the WSANIC people but

[0:01:39] Trustee Maude: but again, joining you from the depths of Oak Bay.

[0:01:43] Trustee Luckham: All right.

[0:01:44] Trustee Luckham: And Trustee Elliott, Vice Chair Elliott.

[0:01:47] Voice 10: Good morning, everyone, here on Gabriela Island

[0:01:50] Voice 10: in Snanamik First Nation Territory.

[0:01:52] Voice 10: Good to see you all.

[0:01:54] Trustee Luckham: Yes, indeed.

[0:01:56] Voice 14: Vice Chair Peterson,

[0:02:00] Voice 15: you're on mute.

[0:02:02] Voice 15: Good morning from Huayate, Liskiti Island,

[0:02:05] Voice 15: Territory of Minico Salish Peoples

[0:02:07] Voice 15: and the Treaty Territory of the Tla'aman Nation.

[0:02:11] Trustee Luckham: Excellent. Thank you.

[0:02:12] Trustee Luckham: you. So in the boardroom, we have CEO Russ Hotzenpiller. Good morning. And we have Director

[0:02:19] Trustee Luckham: Claire Freider. Good morning.

[0:02:24] Trustee Luckham: Director David Marler. Hello. Good morning. And we have Robert

[0:02:32] Trustee Luckham: Barlow assisting us with a minute taking this morning. Thank you very much, David, for your

[0:02:37] Trustee Luckham: help um online we have uh julia mobs director of administrative services good morning julia

[0:02:44] Voice 1: good morning and

[0:02:46] Trustee Luckham: we have stefan cermak director of regional planning services good morning stefan

[0:02:51] Voice 7: good morning

[0:02:52] Trustee Luckham: and i think that covers us off here just check my participants list

[0:02:59] Trustee Luckham: Yes. Yeah, that's golden. Okay. So good morning, everyone. We do have an agenda before us. And I'll ask if there's any additions or deletions. And just before I turn it over to you, I'll just ask the CAO, there was some discussion that we had yesterday about there being an in-camera for some staff matters, or is that important at this time?

[0:03:28] Trustee Luckham: Yes.

[0:03:29] Trustee Luckham: Yes.

[0:03:30] Trustee Luckham: Okay, so then we will be going into that.

[0:03:32] Trustee Luckham: So we'll need to know what sections,

[0:03:34] Trustee Luckham: pertinent sections to quote when we get there.

[0:03:36] Voice 12: Certainly.

[0:03:37] Trustee Luckham: Okay, excellent.

[0:03:39] Trustee Luckham: Is there anything else that you'd like to add

[0:03:41] Trustee Luckham: to the agenda, staff or trustees?

[0:03:48] Trustee Luckham: Okay, it looks like we're in good shape.

[0:03:50] Trustee Luckham: So, you know, I had the impression

[0:03:51] Trustee Luckham: this would be a light agenda,

[0:03:53] Trustee Luckham: but there seems to be a lot of items on here,

[0:03:56] Trustee Luckham: particularly some correspondence and the like.

[0:03:59] Trustee Luckham: and so we'll go through this as we can perhaps schedule a break somewhere between now and

[0:04:06] Trustee Luckham: noon just to refill our coffee cups and the like and and then we'll see how we're doing

[0:04:12] Trustee Luckham: in terms of a lunch break at some point in time so nothing to report from previous

[0:04:21] Trustee Luckham: from previous in-camera meetings at this time.

[0:04:26] Trustee Luckham: And so I should just say,

[0:04:28] Trustee Luckham: adopt the agenda by general consent.

[0:04:30] Trustee Luckham: And so we'll move through the agenda now

[0:04:32] Trustee Luckham: that rise and report decisions,

[0:04:34] Trustee Luckham: nothing from the previous in-camera meeting.

[0:04:36] Trustee Luckham: And so adoption of minutes drafted

[0:04:39] Trustee Luckham: for October the 11th meeting,

[0:04:41] Trustee Luckham: are there any changes to those minutes?

[0:04:46] Trustee Luckham: Okay, then I will then also adopt the minutes

[0:04:49] Trustee Luckham: of October the 11th by general consent as presented.

[0:04:52] Trustee Luckham: and thank you to everybody that's prepared those minutes for us so this takes us to our follow-up

[0:04:58] Trustee Luckham: action list and as the pattern has been all these years now is we'll go through the directors and

[0:05:06] Trustee Luckham: ask them for their follow-up action report from our previous meetings and also provide an area

[0:05:12] Trustee Luckham: report for their areas of responsibilities so let us start off with the CEO Hudson Pillar

[0:05:19] Trustee Luckham: I want to welcome you back to the fold, so to speak, and also want to acknowledge and

[0:05:24] Trustee Luckham: thank Director Claire Frater, who was acting CAO in your absence.

[0:05:29] Trustee Luckham: She did a marvelous job.

[0:05:31] Voice 3: I agree 100%.

[0:05:34] Trustee Luckham: Absolutely.

[0:05:35] Trustee Luckham: We missed

[0:05:36] Trustee Luckham: you dearly, so thank you.

[0:05:39] Voice 3: It's okay to hold both of those emotions.

[0:05:41] Voice 3: I'm perfectly fine with it.

[0:05:46] Voice 3: So yes, turning to the follow-up action list.

[0:05:49] Voice 3: there's five items uh under my name there four of those are complete one i think is very important

[0:05:54] Voice 3: and that's uh to ensure that we have um future um development decision making tools and abilities

[0:06:03] Voice 3: i think this is highly aligned with the uh the governance work and the corporate planning process

[0:06:09] Voice 3: so as that rolls out i think it's wise to just keep this on the agenda unless ec has something

[0:06:13] Voice 3: specific they want like tomorrow I think that a course of this would best be

[0:06:19] Voice 3: synced probably into the spring when we're talking about how to adopt a new

[0:06:27] Voice 3: corporate planning process and the attendant decisions that come with that

[0:06:30] Voice 3: with that said I would go to some of my general remarks because I've efficiently

[0:06:36] Voice 3: taking care of everything while I've been away

[0:06:38] Voice 14: on page 12 or whatever it is okay

[0:06:45] Trustee Luckham: so any remarks

[0:06:48] Trustee Luckham: on the follow-up action list from the CAO there no okay I guess the in thinking about the item

[0:06:57] Trustee Luckham: the item that you did address and thank you for the completed items it would be good for us to

[0:07:03] Trustee Luckham: to be in a position come December to advise council

[0:07:06] Trustee Luckham: of what it might be that we would be anticipating there

[0:07:10] Trustee Luckham: because I'll just note that the future education

[0:07:13] Trustee Luckham: workshop sessions making to benefit trustees

[0:07:17] Trustee Luckham: is the key there.

[0:07:18] Trustee Luckham: Certainly we all as vice chairs can also benefit,

[0:07:21] Trustee Luckham: but obviously there's some potential benefit there

[0:07:24] Trustee Luckham: for trustees for all of us to be on the same page.

[0:07:27] Trustee Luckham: And we did do that workshop training earlier on

[0:07:30] Trustee Luckham: in the team and the term not all vice chairs and chairs were able to attend um that session and um

[0:07:38] Trustee Luckham: so it would be good to try and revisit that in a wholesome way to indeed get us all on the same

[0:07:43] Trustee Luckham: page of um meeting conduct and uh process and the like okay

[0:07:51] Voice 3: so are you asking me for something

[0:07:53] Voice 3: do you want a session for december no

[0:07:56] Trustee Luckham: no i think you said the spring um and that would be great but

[0:08:00] Trustee Luckham: just to advise council that we're thinking about this and that they should anticipate participating

[0:08:06] Trustee Luckham: in something in the spring um with some uh to ensure the best possible um participation is

[0:08:13] Trustee Luckham: what i'm thinking about

[0:08:14] Voice 3: okay so um a reminder or two uh yeah he's thinking about it okay i'll take

[0:08:21] Voice 3: a note of that so

[0:08:23] Trustee Luckham: otherwise um um that's great uh the other item there september trust council

[0:08:30] Trustee Luckham: there's just some highlights um uh and we've done we've got that that's in today's report so um

[0:08:38] Trustee Luckham: that's really glad to have that conversation uh shortly so over to you ceo for your um area

[0:08:44] Trustee Luckham: of responsibility all of the island's trust it's like okay

[0:08:48] Voice 3: so a few things of note um we're in the

[0:08:52] Voice 3: middle of the fall work season um and the rash of committees so we uh i know julie is working on fpc

[0:08:59] Voice 3: following the meeting of October 18th and making whatever amendments there are.

[0:09:07] Voice 3: Interestingly, from just a tax perspective, some of my colleagues are sharing information

[0:09:14] Voice 3: on anticipated tax increases across the region, and I'm sort of compiling that just to, you

[0:09:19] Voice 3: know, just so, not that we're exactly the same entity by any means, but it's good to

[0:09:24] Voice 3: know people who deliver a similar service um what are they expecting from a revenue

[0:09:31] Voice 3: perspective so i'll bring that back to you um in the in the next meeting or so um

[0:09:38] Voice 3: we have the governance committee meeting coming up next week and i'm working with uh chair getty

[0:09:45] Voice 3: on that and i'll just take a moment here and and leave you with an idea and it is one of the top

[0:09:54] Voice 3: three priorities of the governance committee is around meeting procedures and primarily it focused

[0:10:00] Voice 3: on the nature and the application of open and closed meetings at the islands trust but also

[0:10:06] Voice 3: within the governance committee report itself mainly associated with the creation of the office

[0:10:12] Voice 3: of a secretary there's some commentary around trust council as a whole could benefit from a

[0:10:18] Voice 3: review of its meeting you know much of the topics we're about to talk about today it's meeting

[0:10:22] Voice 3: procedures how it takes how it makes decisions agenda preparation minutes

[0:10:29] Voice 3: preparation so the administrivia of the results of legislative decisions that's

[0:10:36] Voice 3: the second item and the third item as you will notice trustees are often

[0:10:42] Voice 3: coming to Trust Council and they're and they're doing thinking between Trust

[0:10:46] Voice 3: Council meetings and they're bringing motions to make administrative change

[0:10:50] Voice 3: change associated with meetings and so forth and they're passing for the most part so we've got

[0:10:56] Voice 3: four or five of those so at the next governance committee meeting um there's going to be an

[0:11:03] Voice 3: attempt or at least a discussion i expect around bringing all those those three elements together

[0:11:10] Voice 3: and having a coordinated conversation around those instead of having them as separate entities where

[0:11:15] Voice 3: one thing might happen and you don't know how it's going to affect something else

[0:11:18] Voice 3: So I don't want to bore everybody but we'll see what the outcome of that process is.

[0:11:24] Voice 3: The reason I bring it up specifically now is at least three of those are your responsibility.

[0:11:29] Voice 3: Trust Council has asked you to do some various work on meeting schedules and the procedures

[0:11:37] Voice 3: bylaw and you might do it in harmony with the Governance Committee in a sequence manner.

[0:11:43] Voice 3: Okay. Information technology and GIS are sort of the predominant themes right now for us,

[0:11:55] Voice 3: both from a budget perspective and from a provision of service perspective.

[0:12:00] Voice 3: I'm telling you, like we often spend some time and say, you know, where should we be aware as an organization?

[0:12:06] Voice 3: And certainly it's around GIS right now. The demands are increasing.

[0:12:09] Voice 3: There is a request for a position, but there's even demands as we speak, well before what would be some decision in March 31.

[0:12:23] Voice 3: So we have, we are dealing with a number of staff who are positions that aren't filled, or people who moved on to other organizations.

[0:12:33] Voice 3: That seems like a constant but that nevertheless is taking up some time from the senior management perspective.

[0:12:38] Voice 3: effective. Municipal Insurance Agency, Julia is happily, I think happily, but has advanced

[0:12:48] Voice 3: some of our discussions a little bit or got some more information associated with our

[0:12:52] Voice 3: discussions with the Municipal Insurance Agency. And one of them, so they're developing a quote

[0:12:57] Voice 3: and that quote needs to be needs to be supported or the eventual inclusion of

[0:13:09] Voice 3: the islands trust the MII needs a board resolution so a report will be written

[0:13:14] Voice 3: for your next executive committee meeting that is targeted towards Trust

[0:13:18] Voice 3: Council approving that concept which is good if everything plays out the

[0:13:29] Voice 3: competitive concept of course is the one of self-insurance in the past we've said oh we'll

[0:13:33] Voice 3: give you an opportunity to talk about three things self-insurance the mia and just the open marketplace

[0:13:40] Voice 3: um and as i said before um at these meetings self-insurance is a longer term idea

[0:13:47] Voice 3: that would only be really functional once we had some savings that we could apply to it so

[0:13:52] Voice 3: So we think that likely we're down to two options for now.

[0:13:58] Voice 3: And I think that's a good place to be, to have two options.

[0:14:01] Voice 3: So that's the MIA update.

[0:14:06] Voice 3: And then for me personally, in terms of my work,

[0:14:09] Voice 3: right about now is when I'm going to sort of step back

[0:14:12] Voice 3: into the corporate planning process.

[0:14:13] Voice 3: I haven't had much of an opportunity over the last two or three weeks,

[0:14:17] Voice 3: but that will be my focus for the next two or three weeks.

[0:14:20] Voice 3: Thank you.

[0:14:22] Voice 13: Respond to any questions.

[0:14:23] Voice 13: Any

[0:14:25] Trustee Luckham: questions for

[0:14:25] Voice 14: the CAO? Okay. Let us then now go to, where

[0:14:36] Trustee Luckham: did it go now? Sorry, lost my agenda. Here we are. Let's go to Director of Legislative Services, David Marler.

[0:14:47] Trustee Luckham: yeah thank

[0:14:48] Voice 9: you and good morning the pop action list items one two and three were updated

[0:14:54] Voice 9: based on discussions the executive committee at the last meeting so you'll see the last line

[0:15:00] Voice 9: there with the date on each of those that makes them much more doable so one and two i plan to

[0:15:06] Voice 9: bring to you at the next november meeting um and then we can clear those off item three is a little

[0:15:13] Voice 9: bit more work if i can do it by the end of november i will if not that'll be early december

[0:15:18] Voice 9: that's the provincial guidelines for code of conduct item four is the priority and that i'll

[0:15:26] Voice 9: bring to you at the next meeting and then the final two items five and six as the ceo mentioned

[0:15:33] Voice 9: these are areas that may be of interest or maybe something the governance committee might be

[0:15:38] Voice 9: looking at as well. However, the work on these, number five, we had a meeting with trustees.

[0:15:44] Voice 9: Nothing has happened since that meeting. The target, though, both is going to be December.

[0:15:52] Voice 9: Number six needs to be updated to reflect that. So is there any questions for FFAP Action List?

[0:15:59] Voice 14: Any questions? Nope.

[0:16:04] Trustee Luckham: Okay. So keep going then on your area report generally?

[0:16:07] Trustee Luckham: Yeah.

[0:16:09] Voice 9: Just keeping things moving. Freedom of information and protection of privacy seems to be a key.

[0:16:15] Voice 9: I had a meeting with the corporate secretaries of the Capital Regional District on Monday.

[0:16:21] Voice 9: Something they do on a regular basis, though it hasn't happened since the pandemic.

[0:16:26] Voice 9: So of interest there is the accessibility committees and some of their experiences.

[0:16:33] Voice 9: We're a little bit behind, but not too far behind.

[0:16:36] Voice 9: So we can learn from them and correct our goals.

[0:16:41] Voice 9: But we're pretty well on target.

[0:16:44] Voice 9: Most of the municipalities are looking at getting their best plans in place about a year to a year and a half from now.

[0:16:51] Voice 9: So that's about the same timeline that we'll be looking at.

[0:16:55] Voice 9: We did identify exactly what we need by disability.

[0:16:59] Voice 9: So I didn't go into the details, but there's a lot of different ways you can look at that.

[0:17:03] Voice 9: that. So it could become really interesting. And some of the

[0:17:07] Voice 9: municipalities are using consultants to bring them in and

[0:17:12] Voice 9: to do the work because it's quite a bit of work that needs

[0:17:16] Voice 9: to be done there. But that's to meet the provincial requirements.

[0:17:20] Voice 9: The other piece of information is the capital regional

[0:17:23] Voice 9: districts, municipalities are all going to be using voting

[0:17:26] Voice 9: machines at the next election. I don't know about the other

[0:17:29] Voice 9: the regional districts further north,

[0:17:32] Voice 9: but the cost of those machines has gone through the roof.

[0:17:35] Voice 9: So they're expecting the cost for elections

[0:17:39] Voice 9: to be probably about 50% higher than it was for 2022.

[0:17:43] Voice 9: So that's something that we'll have to consider

[0:17:46] Voice 9: for budgeting as we go towards 2026.

[0:17:51] Voice 9: Other

[0:17:51] Voice 1: than that, I'm just

[0:17:52] Voice 9: gonna keep working on these items

[0:17:55] Voice 9: and keep records management at bay

[0:17:57] Voice 9: until we can get the staff in place to continue with that okay

[0:18:03] Voice 14: any questions okay

[0:18:08] Trustee Luckham: good thank you

[0:18:09] Trustee Luckham: very much uh david um let us continue on uh on my list here to um director of planning services

[0:18:20] Trustee Luckham: is Stefan Cermak over to you good

[0:18:25] Voice 7: morning everybody okay so items number one two and four

[0:18:32] Voice 7: are all related and have all been referred to the regional planning committee for discussion

[0:18:36] Voice 7: about housing issues I've tentatively should be on the upcoming November 18th agenda but I'll be

[0:18:45] Voice 7: reviewing the draft agenda with the chair this later this week number three it was pending

[0:18:53] Voice 7: further discussion with the senior indigenous relations advisor and number five i've asked

[0:19:01] Voice 7: our freshwater senior freshwater specialist to help draft a response to to this question

[0:19:09] Voice 7: i can advise verbally that there are no new provincial guidelines that we're aware of

[0:19:14] Voice 7: of rainwater catchment for multi-family dwellings um but to respond a little more robustly to that

[0:19:19] Voice 7: staffer we'll prepare a memo for you okay

[0:19:25] Trustee Luckham: any questions for the director no uh sorry um

[0:19:33] Voice 10: i do um yeah regarding that uh item five is it multi-family dwellings or was it the number of

[0:19:44] Voice 10: of suites and sort of users in a family dwelling because I thought the provincial regulation had

[0:19:53] Voice 10: increased to allow or had changed to allow rainwater catchment for up to three users in a

[0:20:03] Voice 10: regular house as opposed to if you have a secondary suite you have to now install a whole different

[0:20:10] Voice 10: rainwater harvesting system. So my impression was, and I'm not

[0:20:13] Voice 10: up to date on this at all, but I didn't think it had to do with multifamily

[0:20:17] Voice 10: dwellings. I don't know.

[0:20:21] Voice 7: Well, thank you, Trustee Elliott.

[0:20:23] Voice 7: I think, or Vice Chair Elliott, I think our investigation should

[0:20:27] Voice 7: report back on that. But if your question is sort of what

[0:20:30] Voice 7: are the rules about rainwater catchment and how they may be applied to residential use,

[0:20:35] Voice 7: I think we'll try to capture that. But it's a good question.

[0:20:42] Trustee Luckham: Okay. Any other questions for the Director?

[0:20:45] Trustee Luckham: Perhaps I'll just ask one, Stefan, and we'll probably discuss it later on in our agenda because we have some correspondence with respect to opting in on the new legislation related to short-term vacation rentals and the like.

[0:21:03] Trustee Luckham: is that on your work program at this time to get us a better understanding of that new legislation

[0:21:10] Trustee Luckham: that came through a couple weeks back now? Because certainly there's a lot of interest

[0:21:15] Trustee Luckham: with trustees and LTCs in understanding that. So just I sort of had the impression from Director

[0:21:24] Trustee Luckham: Frater that there might be conversations that have already started with the ministry with respect to

[0:21:32] Trustee Luckham: what options there are for local trust committees and or council to opt in on this program?

[0:21:40] Voice 7: Certainly, that's of much interest. And there is a meeting, I believe it's tomorrow,

[0:21:45] Voice 7: which I unfortunately cannot attend. But I believe the CAO and Director of Legislative Services will

[0:21:50] Voice 7: at least be there to talk to ministry staff about this, specifically Islands Trust, and whether they

[0:21:56] Voice 7: can opt in and or opt out of the legislation so there's more reporting to follow but certainly

[0:22:02] Voice 7: we will get back to you with how that impacts the islands just as a whole right

[0:22:08] Trustee Luckham: and so in an ideal

[0:22:09] Trustee Luckham: situation to the group there is that if we have that information perhaps there's an opportunity

[0:22:15] Trustee Luckham: in december for council to make a decision as to how it is based upon the information you receive

[0:22:21] Trustee Luckham: how it is that we might implement that indeed

[0:22:25] Voice 7: and mr chair if i may respond i we did speak i spoke

[0:22:28] Voice 7: spoke last week with ministry staff and they did indicate that it'll be up to the local trust

[0:22:32] Voice 7: committees to opt in or opt in um so i'm certainly how we distribute the information will be critical

[0:22:38] Voice 7: and i think trust council is great but uh i'm not sure how it's always been done in the past

[0:22:43] Voice 7: but i imagine a briefing going to each ltc would be an appropriate channel perfect

[0:22:49] Trustee Luckham: yeah and that

[0:22:50] Trustee Luckham: was my understanding from the conversation i had with the ministry post uh announcement so that's

[0:22:54] Trustee Luckham: That's great. Thank you, Stefan. Just wanted to be clear on that. Is that it? Do you have

[0:23:00] Trustee Luckham: an area report?

[0:23:02] Voice 7: Oh, do I? Lots always going on. I would like to echo the GIS position from Information

[0:23:10] Voice 7: Services. You never know how important something is until you lose it. And we've lost our key

[0:23:19] Voice 7: EGIS coordinator, and getting some hiccups in the CityView software implementation. We're working

[0:23:26] Voice 7: to resolve those issues, but it has become a bit of a sore point trying to address something that

[0:23:32] Voice 7: having qualified staff to do is being challenging, but we're working our way through it.

[0:23:37] Voice 7: As well, we're still going through the administrative review, getting close to

[0:23:40] Voice 7: hiring a meeting administrator. That's where interviews are being lined up.

[0:23:46] Voice 7: and what else can i tell you uh without getting too much into the weeds here um yeah i'm just

[0:23:53] Voice 7: basically helping staff uh each e region uh the ltc meetings are i i'm hearing staff counting down

[0:23:59] Voice 7: how many meetings until christmas so that's kind of good they're very they've they felt quite busy

[0:24:03] Voice 7: and they're looking quite excited to the uh to the break as i imagine all of you are so uh it's quite

[0:24:08] Voice 7: the sprint in autumn for um the islands trust so uh i'm just trying to help keep everybody

[0:24:14] Voice 7: focused working calmly and looking forward to celebrating um the new year i can't believe i'm

[0:24:20] Voice 7: saying that just day after

[0:24:20] Trustee Luckham: don't don't say that out loud okay okay

[0:24:24] Voice 7: that's that's everything all

[0:24:27] Trustee Luckham: right um so uh thank you are there any questions for the director from vice chairs no okay um i

[0:24:37] Trustee Luckham: I did hear, seeing as you mentioned Halloween,

[0:24:39] Trustee Luckham: there was a suggestion that Halloween

[0:24:40] Trustee Luckham: should always be held on a Saturday

[0:24:43] Trustee Luckham: rather than a weekday, but that's another conversation.

[0:24:47] Trustee Luckham: I have a question with respect to the hiring of the,

[0:24:53] Trustee Luckham: I'm not sure what the term is, the ISGIS person.

[0:24:57] Trustee Luckham: Has that gone out for postings yet,

[0:25:00] Trustee Luckham: or are you still investigating the job

[0:25:07] Trustee Luckham: prospectus or whatever you happen to call it that

[0:25:12] Voice 7: is for the cao i believe to respond to okay

[0:25:14] Trustee Luckham: yeah

[0:25:17] Voice 3: no we have not gone out yet okay

[0:25:20] Trustee Luckham: um great so then let's move on to director administrative

[0:25:26] Trustee Luckham: services julia mobs i saw you pop up on the screen there earlier uh glad you can join us today um

[0:25:33] Trustee Luckham: and thank you for everything that you do including the emails to me and i am working on it

[0:25:40] Trustee Luckham: Thank

[0:25:40] Voice 1: you, Chair. So there's only two items in my space for the follow-up action list. The first

[0:25:47] Voice 1: relates to review of a financial policy. That work is going to be rolled into the work that

[0:25:52] Voice 1: Financial Planning Committee is undertaking on some additional financial policies. The target

[0:25:57] Voice 1: date is set for 2024. Of course, we're deep into the budget cycle now, so my time and my team's

[0:26:04] Voice 1: time is very stretched with that, so we won't start this work until next year. Item number two

[0:26:10] Voice 1: speaks to research on the possibility of self-insurance, which our CAO has already spoken

[0:26:14] Voice 1: to. I will add that recent conversations with our existing insurance broker have led to them

[0:26:22] Voice 1: offering up a potential study for the Islands Trust on the possibility of self-insurance. So

[0:26:28] Voice 1: they'll be discussing with their risk management department to see what fee that we might

[0:26:33] Voice 1: incur if we want to use them for that work we have engaged or spoken to an actuary about that as well

[0:26:39] Voice 1: so it looks like we'll have a few different options to explore in terms of finding experts

[0:26:44] Voice 1: to help us with that work those are my only two items i can take questions on those excellent

[0:26:51] Trustee Luckham: thank you anything uh from vice chairs no okay um and your area report uh

[0:27:00] Voice 1: so finance is driving my

[0:27:02] Voice 1: world right now as I mentioned the budget cycle is well underway so that's always a dominating

[0:27:06] Voice 1: feature for us this time of year we had a very short turnaround time between last FPC's meeting

[0:27:12] Voice 1: and the upcoming one so two weeks between the last meeting and the agenda circulation for the

[0:27:17] Voice 1: upcoming meeting so that's a very tight turnaround time to make budget updates and also tackle our

[0:27:23] Voice 1: regular quarterly updates financial reports and forecasts etc so that's been my primary focus for

[0:27:29] Voice 1: a little while. You know, FPC and this committee executive have asked for some good information and

[0:27:35] Voice 1: some extra analysis on certain financial pieces. So we'll be walking through some of those today.

[0:27:41] Voice 1: And yeah, just prepping for December trust council, a lot of that work will land on the

[0:27:45] Voice 1: council table. And then there's some additional pieces I'm hoping to bring forward for them as

[0:27:49] Voice 1: well. That's it for me.

[0:27:53] Voice 14: Excellent. Thank

[0:27:54] Trustee Luckham: you, Julia. Any questions for the director? Nope.

[0:27:59] Trustee Luckham: Nope. All right. So let us continue on. Director Claire Frater, Trust Area Services. Good morning,

[0:28:05] Trustee Luckham: Claire. Thank you for everything that you do.

[0:28:08] Voice 6: Thank you. Good morning, everyone. So I wanted

[0:28:12] Voice 6: to speak to you around number seven, which is regarding, let me get there, letting you know we

[0:28:21] Voice 6: have scheduled a evening webinar for the evening of November 6th around building a culture of

[0:28:27] Voice 6: philanthropy um thank you for all the trustees and that's your goal in addition on number nine

[0:28:33] Voice 6: i'm happy to report that we've got i'll hold it up here be small on your screen but we've got the

[0:28:37] Voice 6: annual report now in hand and um it's being provided to ministry staff this morning to go

[0:28:41] Voice 6: to the minister for introduction to the legislature so we'll be communicating that out this week to

[0:28:46] Voice 6: our um staff and trustees and subscribers as well and it will be on the website those are my major

[0:28:52] Voice 6: updates for today regarding the fuel happy to take questions

[0:28:57] Trustee Luckham: trustee elliott um

[0:29:00] Voice 10: not so much

[0:29:01] Voice 10: a question but i'm number one um i we did bring this forward to the gabriella ltc and you should

[0:29:09] Voice 10: have a resolution um to have a screening of the dust and bones film so i finally after a year

[0:29:19] Voice 10: have followed up with local community groups and there is definitely interest in holding that

[0:29:25] Voice 10: screening and where did it go yeah so we should see that coming forward soon okay

[0:29:38] Voice 14: so

[0:29:42] Trustee Luckham: thank you

[0:29:43] Trustee Luckham: no for the remarks on that any other trustee peterson your hands up yeah

[0:29:50] Voice 15: thank you on the

[0:29:51] Voice 15: The same topic, I'm advised that there has been a screening of dust and bones on Salt Spring.

[0:30:00] Voice 15: And further, that the film is now available on YouTube. So the Salt Spring LTC, we didn't make a resolution around it, but just was advised by local trustees that that's not a priority from the Salt Spring

[0:30:18] Voice 14: perspective at this time.

[0:30:22] Voice 14: Okay, thank you. Any other

[0:30:27] Trustee Luckham: questions to the director? Oh, Director Frater, you have a question.

[0:30:30] Voice 6: um i can simply remind you that the filmmaker has agreed that if the preference was for one of the

[0:30:35] Voice 6: other films like zoo halem or life of cedar then that they would be open to that request as well

[0:30:42] Voice 6: if

[0:30:42] Voice 14: someone wanted to screen a different film right thank you um if

[0:30:50] Voice 15: i may mr chair uh so in

[0:30:53] Voice 15: in regard to that um director freighter can i ask you just to email me that information please

[0:30:59] Voice 15: thank

[0:31:00] Voice 14: you any

[0:31:06] Trustee Luckham: other questions for the director on that on her follow-up action list i can't help

[0:31:11] Trustee Luckham: but wonder uh director freighter um given that the dust and bones is publicly available on youtube

[0:31:21] Trustee Luckham: would it be appropriate or is it possible for us to maybe provide a link to you know as we do

[0:31:28] Trustee Luckham: link other documents and things on our website as a relevant piece of

[0:31:36] Trustee Luckham: information for people to review? Certainly

[0:31:40] Voice 6: we can consider that there's

[0:31:42] Voice 6: just an abundance of other reconciliation related information so we

[0:31:47] Voice 6: are we are trying to keep the website to be you know contained and lead so that

[0:31:53] Voice 6: perhaps like we could take that back and consider that communications but we have

[0:31:57] Voice 6: have been limited in the amount that we're linking to external resources yeah

[0:32:01] Trustee Luckham: so i wonder if there's

[0:32:03] Trustee Luckham: a place that somebody else that is linking all of these materials that we might link to to endure

[0:32:09] Trustee Luckham: indeed remove that burden from ourselves and and and find a trusted resource that could be

[0:32:17] Trustee Luckham: utilized in that way but i'll just leave that with you to think about

[0:32:21] Trustee Luckham: um anything else for the director otherwise we'll go to her area report okay and

[0:32:31] Voice 6: Okay, not hearing anything else, I'll just jump in. I'm just letting you know we've been focused on getting the Executive Committee Agenda out, Trust Programs Committee Agenda is out, and they meet on Monday, and also hiring competitions.

[0:32:44] Voice 6: So we've got the Senior Policy Advisor competition for the permanent position closing tomorrow. I'm also running a competition for the Conservancy for the Species at Risk Coordinator, which both is in the middle of the month.

[0:32:56] Voice 6: and we are still working with classification around the administrative coordinator but i'm

[0:32:59] Voice 6: hopeful that will soon and we'll be able to post that role which will be great um i've already

[0:33:05] Voice 6: let you know about the annual report and finally my next for myself personally the next big piece

[0:33:10] Voice 6: of work is um acting for the manager of the conservancy to work towards their next agenda

[0:33:14] Voice 6: and a business case around property management uh so happy to take questions about any of that

[0:33:20] Voice 13: any

[0:33:21] Trustee Luckham: questions for the director okay so thank you very much director freder um let's scroll down

[0:33:31] Trustee Luckham: here executive coordinator um there's uh items there on the follow-up action list from them and

[0:33:41] Trustee Luckham: presuming that that is advancing accordingly cao yeah

[0:33:45] Voice 3: and in the future um we'll move those

[0:33:47] Voice 3: off of there um you don't need that that information you've got lots to do so that's true

[0:33:55] Trustee Luckham: okay very good then so let us uh now move along i want to actually thank all the directors for

[0:34:01] Trustee Luckham: this moment of reflection on the action list on your area report i think it's very helpful for us

[0:34:06] Trustee Luckham: to see that how the wheels are turning and what's going on throughout the organization

[0:34:10] Trustee Luckham: um and so i appreciate the time that you spend with us on those items so local trust committee

[0:34:16] Trustee Luckham: Chair updates. I'm just going to circle around the room based upon my screen and it looks like

[0:34:21] Trustee Luckham: Vice Chair Elliott, Vice Chair Maude and Vice Chair Peterson and myself. So over to you Vice

[0:34:26] Trustee Luckham: Chair Elliott. What's happening in the LTCs?

[0:34:29] Voice 10: Thank you Chair. We have, it's been actually a

[0:34:35] Voice 10: quiet couple of weeks. Sorry it's just reviewing my calendar. I think I reported out before we

[0:34:43] Voice 10: We ended up cancelling Maine's LTC meeting, which normally happens on the last Friday of the month.

[0:34:49] Voice 10: So the Skeedy LTC meeting on the 23rd, a little bit more engagement from the public in anticipation.

[0:35:00] Voice 10: I think there was we addressed some concerns over legal action and were supported by manager,

[0:35:12] Voice 10: enforcement manager warren dingman in a conversation there wasn't much we could

[0:35:17] Voice 10: speak to in the meeting um but it was it was a lively weekend ahead of time as as information

[0:35:23] Voice 10: had gone out sort of through social media channels and there was a lot of concern from the public

[0:35:30] Voice 10: um i'm just trying to oh dear uh i don't really there isn't anything else to report out um there

[0:35:38] Voice 10: There has been a lot of correspondence from the Thetis Island community.

[0:35:43] Voice 10: We've got a meeting coming up on Tuesday, the 7th, regarding an application for shellfish harvesting.

[0:35:52] Voice 10: And so that continues to be an area of concern.

[0:35:55] Voice 10: I believe the applicant held a community information meeting.

[0:36:02] Voice 10: And basically, everyone in the community seems to be saying, no, not here.

[0:36:08] Voice 10: This isn't appropriate.

[0:36:08] Voice 10: so the agenda has just come out today I haven't had a chance to look at it but

[0:36:14] Voice 10: anticipating some discussion on that and that's it for me okay

[0:36:22] Trustee Luckham: thank you vice

[0:36:23] Trustee Luckham: chair Elliott so vice chair Maude thank

[0:36:26] Trustee Maude: you um they're relatively we quite last

[0:36:29] Trustee Maude: couple weeks upcoming we have Denman we're having a special meeting after our

[0:36:37] Trustee Maude: our normal LTC meeting on November 14th

[0:36:39] Trustee Maude: with regard to the farm plan,

[0:36:41] Trustee Maude: which is a longstanding project,

[0:36:44] Trustee Maude: and hopefully that's going to be moving forward.

[0:36:47] As I said, otherwise we've been relatively quiet

[0:36:49] and

[0:36:50] Trustee Maude: look forward to the upcoming meetings.

[0:36:54] Trustee Maude: Thank you.

[0:36:57] Trustee Luckham: Thank you, Vice Chair Mark.

[0:36:59] Trustee Luckham: Vice Chair Peterson.

[0:37:02] Voice 15: Thank you, Mr. Chair.

[0:37:05] Voice 15: Also in the space between meetings

[0:37:08] Voice 15: meetings um for the local trust committees at the moment uh till mid next month the Hornby LTC uh

[0:37:17] Voice 15: was rescheduled uh from early November into December um however others a fair bit of uh

[0:37:29] Voice 15: advocacy and letter writing has been happening out of Salt Spring LTC including a letter to

[0:37:37] Voice 15: Minister Conroy, Minister of Housing, because the CRD board chair requested the province

[0:37:52] Voice 15: to include Salt Spring in the speculation and vacancy tax, the Salt Spring LTC has requested

[0:38:03] Voice 15: requested that the province examine um what the projected effects of of including that tax on

[0:38:11] Voice 15: Salt Spring are before considering um including Salt Spring so I think that was a a prudent move

[0:38:19] Voice 15: and hopefully the hopefully the ministry is the minister and is is uh willing to take those steps

[0:38:26] Voice 15: so that there's some analysis there's anyway at any rate this analysis requested by the salt

[0:38:36] Voice 15: spring LTC before inclusion of of salt spring into that into that tax scheme and that's probably the

[0:38:46] Voice 15: most sort of interesting and relevant part of that looking forward to having some

[0:38:56] Voice 15: uh first nations uh sort of more direct engagement um from the uh galliano uh

[0:39:08] Voice 15: ltc and penelaket and i think that is about all i have to report at this point we have um

[0:39:16] Voice 15: Oh, and Salt Spring did pass a much sort of scaled-down version, give second reading of a much scaled-down version of By-law 530.

[0:39:34] Voice 15: That'll be coming before the public in due course here.

[0:39:41] Voice 15: as I say much scaled down and by much scaled down I mean very very scaled down

[0:39:47] Voice 15: and we'll see how that unfolds

[0:39:51] Voice 14: as well on Salt Spring. Okay very good thank you

[0:40:00] Trustee Luckham: Vice Chair Peterson. So in my own quarter we had a Gabriola Local Trust Committee

[0:40:08] Trustee Luckham: meeting last week. Some good work done there, full agenda. Temporary use permit for a short-term

[0:40:18] Trustee Luckham: vacation route, which is nicely identified in the OCP and the regulations that provides the

[0:40:26] Trustee Luckham: criteria to support those, and that was supported by the LTC. Development permit on a fairly large

[0:40:36] Trustee Luckham: piece of land. Lots of conversations associated with that. Significant concerns about archaeological

[0:40:42] Trustee Luckham: sites on that. Probably the most or one of the most significant locations on Gabriola Island to

[0:40:50] Trustee Luckham: the Snenemo First Nations with burial sites and significant archaeological materials there.

[0:40:59] Trustee Luckham: there and so we're continuing to advance that through consultation we haven't approved that

[0:41:07] Trustee Luckham: we've delayed it another 30 days while we're waiting for additional information to fully

[0:41:14] Trustee Luckham: understand the implications of issuance of that permit and that proceeds the official committee

[0:41:23] Trustee Luckham: The community plan review is well underway,

[0:41:26] Trustee Luckham: and we're being very well supported by planning staff,

[0:41:30] Trustee Luckham: Narissa in particular there,

[0:41:32] Trustee Luckham: and working towards moving into more public engagement

[0:41:37] Trustee Luckham: and developing a plan there to advance that.

[0:41:41] Trustee Luckham: And of course, in consultation

[0:41:43] Trustee Luckham: with the Senenemo First Nation.

[0:41:46] Trustee Luckham: There was a request from Vice Trustee Elliot in his case,

[0:41:51] Trustee Luckham: seeking help from federal and provincial government to support indigenous culture and

[0:41:58] Trustee Luckham: protecting of indigenous culture and heritage on Gabriel Island in our land use planning and that's

[0:42:04] Trustee Luckham: so that's some work to advance and there's also we get continuously bumped around and delayed

[0:42:11] Trustee Luckham: we're trying to hold a protocol meeting or a meeting with the Nanaimo Regional District and

[0:42:16] Trustee Luckham: that's been delayed a couple of times and rescheduled and initially we were advised we

[0:42:22] Trustee Luckham: wouldn't be able to do that until next year 2024 which admittedly is only just around the corner

[0:42:28] Trustee Luckham: but however we've managed to find yet another date and so we're hoping to have that conversation

[0:42:33] Trustee Luckham: and uh and in that working together aspect of our mandate so that i think covers it for gabriola

[0:42:43] Trustee Luckham: Gambier Island was the next one, and that was just yesterday.

[0:42:49] Trustee Luckham: A special meeting scheduled for two hours, which was not a lot of time to discuss the amendments for the shoreline protection work that is going on on Keats Island in particular.

[0:43:03] Trustee Luckham: lots of deep conversation on docks and rebuilding and construction and repairs

[0:43:16] Trustee Luckham: and impacts on the island and that we were unable to conclude that in the two

[0:43:25] Trustee Luckham: hours which was allocated and so now we're going to continue that

[0:43:30] Trustee Luckham: that conversation at the next Gambier meeting.

[0:43:36] Trustee Luckham: At this point, we will have delayed public hearing

[0:43:39] Trustee Luckham: on that work probably till the new year.

[0:43:43] Trustee Luckham: And so that continues with a lot of thoughtful discussion

[0:43:48] Trustee Luckham: by Trustee Kate Stamford and Trustee Joe Bernardo.

[0:43:56] Trustee Luckham: So that actually wraps it up.

[0:43:59] Trustee Luckham: there was a single point of discussion at that last meeting and um we um got through half of it

[0:44:04] Trustee Luckham: and there's still more conversation to be had so that covers it from here um i'll just note that

[0:44:11] Trustee Luckham: the rest of this week now right through to saturday i believe is occupied with the ocean

[0:44:18] Trustee Luckham: protections plan uh dialogue forum i'm not sure who else is planning to attend that it's available

[0:44:23] Trustee Luckham: electronically i believe we have advised uh trustees of that and uh i look forward to

[0:44:29] Trustee Luckham: listening in on that not so much participating um but uh engaging where it seems appropriate

[0:44:37] Trustee Luckham: and um that's it for me so

[0:44:40] Trustee Luckham: uh any questions around broadly otherwise we'll continue on

[0:44:46] Trustee Luckham: all right so uh honest trust conservancy liaison update that would be vice chair elliott do you

[0:44:53] Trustee Luckham: Do you have anything to provide us with respect to the Alliance Trust Conservancy at this time?

[0:44:56] Voice 10: No, there's no new update.

[0:44:59] Voice 10: I believe I briefed Executive Committee after our last ITC meeting

[0:45:03] Voice 10: and look forward to Director Freider's leadership as she fills in for Manager Kate Emmings.

[0:45:12] Voice 10: It's a big role, and so I know that's going to be a challenge to balance all the other roles that you hold, Claire.

[0:45:19] Voice 10: So let us know if we can help.

[0:45:22] Voice 10: I know the chair, Risa Smith, is very active and wants to support staff in, well, not overburdening staff, but also what can we do as a board to move things along.

[0:45:38] Voice 10: So I think she's having those conversations with Director Freider.

[0:45:42] Voice 10: But yeah, nothing new to report.

[0:45:47] Trustee Luckham: Very good. Thank you.

[0:45:50] Trustee Luckham: So this is nothing further now.

[0:45:53] Trustee Luckham: I'm going to continue on to bylaws for approval and consideration and we have one before us today

[0:46:01] Trustee Luckham: we've seen these before from other LTCs so not too complicated so Saturna Island Local Trust

[0:46:07] Trustee Luckham: Committee Freedom of Information and Protection and Privacy bylaw number 139. I'll turn to the

[0:46:14] Trustee Luckham: chair of the LTC to simply make that motion then and if there's any discussion we'll have it

[0:46:21] Trustee Luckham: but otherwise we'll move on.

[0:46:23] Trustee Maude: Thank you, Chair.

[0:46:24] Trustee Maude: I think it's pretty straightforward

[0:46:25] Trustee Maude: and I congratulate Saturna for passing the threshold.

[0:46:29] Trustee Maude: I think it's the last of the LTCs to do this.

[0:46:32] Trustee Maude: So I'm pleased to move

[0:46:35] Trustee Maude: that the Islands Trust Executive Committee

[0:46:37] Trustee Maude: approved Saturna Island Local Trust Committee

[0:46:38] Trustee Maude: By-law number 139,

[0:46:40] Trustee Maude: cited as Saturna Island Trust Committee

[0:46:42] Trustee Maude: Freedom of Information and Protection of Privacy

[0:46:44] Trustee Maude: By-law number 139, 2023,

[0:46:46] Trustee Maude: in accordance with section 27 of the Islands Trust Act.

[0:46:50] Trustee Luckham: So moved.

[0:46:51] Trustee Luckham: to have a seconder trustee elliott thank you very much um any discussion all those in favor

[0:46:58] Trustee Luckham: raise hands electronically or physically and that carries unanimously thank you very much and thank

[0:47:04] Trustee Luckham: you sir turner for getting that to us and hopefully that is right that we've managed to conclude all

[0:47:10] Trustee Luckham: of the lpcs there so um vice chairs do you want to have and staff do you want to have a break at

[0:47:18] Trustee Luckham: this point before we go into trust council meeting preparation that might be a bit more lengthy

[0:47:22] Trustee Luckham: and then we'll come back i see thumbs up around so let's break for is 10 minutes sufficient to get

[0:47:29] Trustee Luckham: hot water boiling yeah all right then so let's break for 10 minutes we'll come back at a quarter

[0:47:35] Trustee Luckham: after 10 and uh we'll continue on with trust council meeting preparations thank you everyone

[0:47:41] Trustee Luckham: want

[0:47:41] Voice 14: okay welcome back everybody okay let us uh begin i'm assuming that trustee vice chair

[0:59:14] Voice 14: elliott's in the background there yep i'm here perfect so trust council uh meeting preparation

[0:59:27] Trustee Luckham: 7.1 on the agenda trust council meeting options briefing is our first item here

[0:59:35] Trustee Luckham: on page 28 of the agenda let's get myself to that page there we go so I want to thank

[0:59:45] Trustee Luckham: the vice chairs for your submissions to facilitate this conversation and also from

[0:59:53] Trustee Luckham: staff for your suggestions and recommendations here I guess my question

[1:00:00] Trustee Luckham: is is how would you like to proceed with this occurs to me we might just go through all of these

[1:00:06] Trustee Luckham: things uh briefly ticking off those that we think uh we have some consensus on wanting to

[1:00:13] Trustee Luckham: um facilitate in future meetings and involves the conversation a bit further a ceo do you have any

[1:00:20] Trustee Luckham: suggestions with respect to obviously the political commentary and and the staff recommendations

[1:00:26] Trustee Luckham: recommendations there um i

[1:00:30] Voice 3: personally think the best way to do it is just to open the floor and

[1:00:33] Voice 3: have some sort of reinvest briefly in the discussion about

[1:00:38] Voice 2: the

[1:00:39] Voice 3: meetings and then sort

[1:00:40] Voice 3: of go to the list okay where you can kind of go what's our goal here yeah and you know some of

[1:00:49] Voice 3: these things may be repetitive or or they're actually in the same category yeah you might

[1:00:55] Voice 3: want to group those and and address it that way um i'll note that you did go up to all trustees

[1:01:02] Voice 3: did you not

[1:01:04] Trustee Luckham: yes i

[1:01:06] Voice 3: received no responses myself i i whatever responses you may or may not have

[1:01:12] Voice 3: received i guess you've folded into this commentary but again none that is itself a telling um

[1:01:21] Voice 3: um, statistic. Um, I, so I don't know whether I want to speak to that or not. Um, and then I have

[1:01:30] Voice 3: some brief updates and, and, you know, I can be more responsive around the staff commentary piece.

[1:01:36] Voice 3: Um, yeah. And we're primed here to actually write down some specific, you know, when you get to, or

[1:01:42] Voice 3: a specific action, we'll record that and we'll implement that and consider it and bring it back

[1:01:50] Voice 3: to you for your next EC meeting to go okay well here's the meeting agenda and here's how it should

[1:01:54] Voice 3: go and we've tried to put some things together and lastly I'd say a couple things one of the

[1:02:02] Voice 3: issues is the actual real-time conduct of the meetings that is a is a category for discussion

[1:02:09] Voice 3: the other is the organization of the agenda right that's a separate issue the third is the staffing

[1:02:20] Voice 3: in support to the meetings um that's a that's a you know i see at least three separate issues

[1:02:29] Voice 3: and then inside that there's um what i almost call

[1:02:35] Voice 3: the emotions conduct mental attitude or or preferences that are elicited during one of

[1:02:44] Voice 3: these meetings or what kind of means of how we how are we to approach the meetings and what do i mean

[1:02:51] Voice 3: by that are these collaborative experiences i think you have to ask yourself as a body are

[1:02:56] Voice 3: these collaborative experiences we're exchanging ideas with our colleagues and mining the discussion

[1:03:02] Voice 3: for the best outcome and then voting on it or is this a consideration of options provided

[1:03:09] Voice 3: and we vote on it and move forward and there's a spectrum between those things with that being

[1:03:15] Voice 3: said i'll i'll move it back to you but i think that you're looking at qualitative change as well

[1:03:21] Voice 3: as well as just simply shifting some stuff around

[1:03:25] Voice 3: on the agenda.

[1:03:29] Trustee Luckham: Yeah, I agree with you.

[1:03:31] Trustee Luckham: And I'll just say, I agree with many of the remarks

[1:03:34] Trustee Luckham: that have already been submitted by the vice chairs

[1:03:38] Trustee Luckham: and the staff, although there's some areas of agreement

[1:03:41] Trustee Luckham: amongst us and some areas where there needs to be

[1:03:43] Trustee Luckham: more conversation, so let's facilitate that.

[1:03:48] Trustee Luckham: Just with respect, I don't have the exact numbers,

[1:03:51] Trustee Luckham: but with respect to feedback from trustees,

[1:03:56] Trustee Luckham: certainly there was the question that went out

[1:04:00] Trustee Luckham: and certainly there was a lot of anecdotal comments

[1:04:04] Trustee Luckham: that were floating around.

[1:04:08] Trustee Luckham: I think it's probably the best way to phrase it,

[1:04:09] Trustee Luckham: but in terms of written responses back,

[1:04:12] Trustee Luckham: they were very few.

[1:04:14] Trustee Luckham: And so that either shows a number of possible things.

[1:04:20] Trustee Luckham: It's not that there's not interest, but that perhaps writing information, sending

[1:04:27] Trustee Luckham: submissions in wasn't necessarily the way to achieve that. But I did indeed incorporate

[1:04:33] Trustee Luckham: those thoughts into my remarks and anybody else perhaps incorporated remarks that they heard

[1:04:40] Trustee Luckham: anecdotally into their remarks and so here we are. So let's do our round table as the CAO has

[1:04:46] Trustee Luckham: was suggested to see where we're at

[1:04:50] Trustee Luckham: and then indeed go through sorting out

[1:04:55] Trustee Luckham: how we want to proceed.

[1:04:56] Trustee Luckham: But I agree the conduct of the meeting,

[1:04:58] Trustee Luckham: the agenda, the staff component,

[1:05:01] Trustee Luckham: also committee as a whole is a discussion.

[1:05:04] Trustee Luckham: And I think that in that conduct

[1:05:05] Trustee Luckham: is those other items that you raised.

[1:05:09] Trustee Luckham: So let's, I see Trustee, Vice Chair Elliot's hand up.

[1:05:12] Trustee Luckham: Let's start with you and just go around the room if we can.

[1:05:16] Trustee Luckham: oh

[1:05:16] Voice 10: dear i was uh merely wanting to comment on the fact that um i i did count five um trustees

[1:05:23] Voice 10: who are not vice chairs who responded with uh qualitative um information i will note that trustee

[1:05:31] Voice 10: dodds i think um her comments were made to the four vice chairs and not to ec so cao you may not

[1:05:39] Voice 10: not have seen that um a few i haven't

[1:05:42] Voice 3: seen any no

[1:05:43] Voice 10: alex allen david graham uh laura patrick

[1:05:48] Voice 10: janine dodds and sue ellen fast did give that was this is back in

[1:05:55] Voice 3: october 8th

[1:05:56] Voice 10: this was a while ago

[1:05:59] Voice 10: so okay

[1:06:00] Voice 10: when we first uh when the chair first um sent out an email so there's been at least six

[1:06:07] Voice 10: okay

[1:06:07] Voice 3: so they're not folded into this material necessarily that you're seeing

[1:06:11] Voice 3: so you'll have to lift those as you have your conversations today yeah

[1:06:16] Voice 10: um so

[1:06:20] Voice 10: i guess i'll speak maybe just the one topic of venue perhaps is the the easiest to address

[1:06:31] Voice 10: us i do think there's consensus in the well i i've i'm hearing there's consensus in that the

[1:06:40] Voice 10: small island meetings are too onerous and costly um the suggestion's been made that we consider two

[1:06:47] Voice 10: in-person meetings in victoria and nanaimo and the rest via zoom so going back to sort of two and two

[1:06:56] Voice 10: Um, but that's, I think the cost, uh, the, the cost and the stress on staff, I think

[1:07:07] Voice 10: this is really, this was really highlighted with our, our last meeting organizing on South

[1:07:13] Voice 10: Pender was just too difficult.

[1:07:15] Voice 10: So, um, I do support the, a direction to go to, um, perhaps less live in-person meetings

[1:07:25] Voice 10: meetings and um to keep them in city venues and book them years in advance i don't know if that's

[1:07:33] Voice 10: possible but uh how difficult would it be to set these meeting dates two to three years in advance

[1:07:40] Voice 10: and see if we can get some cost savings so um anyway that's for venue um having the vice chairs

[1:07:51] Voice 10: support the chair in in specific tasks and having that delegated so that it's organized and people

[1:08:00] Voice 10: understand what we're doing so so that Peter's not trying to run the conduct of the meetings or

[1:08:06] Voice 10: and listen in and so separating out roles such as who's going to hold the speakers list

[1:08:13] Voice 10: who might be able to work with staff or streamline how resolutions are coming in

[1:08:20] Voice 10: I think that's a really messy part that adds unnecessary confusion. And it doesn't have to

[1:08:27] Voice 10: be that way. I don't know how else it could be done other than delegating some of those

[1:08:32] Voice 10: tasks to vice chairs. So I'd certainly be happy to help with that and to have it organized a

[1:08:38] Voice 10: little bit better. I would like to learn a little bit more on what a committee of the whole

[1:08:50] Voice 10: discussion sort of looks like, sort of the last note from staff. I've really been noticing that

[1:09:02] Voice 10: our decision-making process doesn't fit all of the decisions that we need to make. There are

[1:09:08] Voice 10: different types of decisions. There's some that are very clearly a yes, no, here's the resolution.

[1:09:13] Voice 10: The briefing is, sorry, my laundry is singing a little tune in the background. I don't know if

[1:09:19] Voice 10: if you can hear it um so when there's a staff briefing when the analysis has gone into it when

[1:09:25] Voice 10: the materials are well prepared um and the resolute or the suggested um motion is is able to

[1:09:33] Voice 10: be read that's pretty straightforward where it's a different kind of wide-ranging um decision where

[1:09:41] Voice 10: there's going to be a range of perspectives and there's nuance and there's discussion needed

[1:09:47] Voice 10: we do need to have a different model and there's lots of options available i don't know if the

[1:09:53] Voice 10: committee of the whole model is is a suitable one i don't know how that works so i'd love to

[1:09:58] Voice 10: discuss that um and i guess finally i'll know and it's been covered pretty extensively um

[1:10:08] Voice 10: My comments were around limiting repetitive speakers on emotion, and really seeking input from trustees who don't normally speak up, who might have a different perspective, and are simply staying silent because either the tone of the discussion is,

[1:10:34] Voice 10: is it it doesn't allow them to engage or they don't feel they have a place there's

[1:10:41] Voice 10: i think we're not doing that very well um there's repetitive frequent speakers

[1:10:50] Voice 10: um who go on at length maybe i'm one of them and i'm totally open to feedback on that

[1:10:57] Voice 10: uh some people process verbally and that's that is just their way is they need to talk something

[1:11:04] Voice 10: something through until they reach their conclusion but we need to manage that better because there

[1:11:08] Voice 10: are 26 trustees at the table and there's a far less that yeah there's just a preponderance of

[1:11:17] Voice 10: repetitive discussion and very few people who um seem to dominate the conversation so I'd like to

[1:11:25] Voice 10: see that managed better but those are my thoughts I think most of them are included in the uh

[1:11:29] Voice 10: briefing here.

[1:11:33] Trustee Luckham: Okay, thank you, Vice Chair Elliott.

[1:11:36] Trustee Luckham: I'm just going to go

[1:11:37] Trustee Luckham: Vice Chair Maude. Do you want

[1:11:39] Trustee Luckham: to share some general remarks?

[1:11:41] Trustee Maude: Certainly. Thank you, Chair.

[1:11:44] Trustee Maude: I'm certainly going to

[1:11:45] Trustee Maude: concur with Trustee Elliott

[1:11:48] Trustee Maude: about

[1:11:49] Trustee Maude: it seems to be the consensus with

[1:11:51] Trustee Maude: trustees that the 9-1

[1:11:53] Victoria seemed to be better

[1:11:55] concepts for venues

[1:11:57] for Trust Council.

[1:11:59] I might slightly

[1:12:02] Trustee Maude: differ in opinion

[1:12:03] Trustee Maude: as to the

[1:12:04] Trustee Maude: number of live meetings because

[1:12:07] Trustee Maude: I think we get a great deal

[1:12:09] Trustee Maude: out of the live meetings and we

[1:12:11] Trustee Maude: lose a great deal with the Zoom

[1:12:13] Trustee Maude: for Trust Council.

[1:12:15] Trustee Maude: I think that we can

[1:12:16] Trustee Maude: but I would also add I think we can

[1:12:19] Trustee Maude: conduct a lot of business

[1:12:22] Trustee Maude: online

[1:12:25] Trustee Maude: sort of

[1:12:25] Trustee Maude: things like the vision statements

[1:12:27] Trustee Maude: the non-business items

[1:12:29] Trustee Maude: I think that we can do a lot on island and use people's time in the way that's respectful.

[1:12:40] Trustee Maude: We've done quite a few of these evening things for one or two hours.

[1:12:44] Trustee Maude: I think all trustees have given feedback that those were really good experiences.

[1:12:50] Trustee Maude: One of the things that I think that unfortunately some people have the opinion, and it's the

[1:12:57] Trustee Maude: way that trusts the council has been conducted in the past is it's almost like a tea party where

[1:13:01] Trustee Maude: everybody gets along and kind of enjoys each other um and as i reflected in my feedback you know

[1:13:08] Trustee Maude: good decision making is is based on good debate and sometimes it's polite and sometimes it's not

[1:13:14] Trustee Maude: polite um you you like tune into parliament it is you know we don't all necessarily have to

[1:13:23] Trustee Maude: to sort of have this big huggy getting along thing

[1:13:26] Trustee Maude: in order to get the decision-making things.

[1:13:29] Trustee Maude: And so on North Pender, there was a session there

[1:13:34] Trustee Maude: where people were not necessarily agreeing,

[1:13:39] Trustee Maude: but we did reach a conclusion.

[1:13:41] Trustee Maude: And some people took a lot of offense of that.

[1:13:45] Trustee Maude: But unfortunately, as I noted,

[1:13:49] Trustee Maude: this is how sausages are made.

[1:13:52] Trustee Maude: is sometimes it's not pretty um but we we get a good outcome and i think we need to to understand

[1:14:01] Trustee Maude: that we have 26 personalities sitting around the table and sometimes things aren't going to

[1:14:06] Trustee Maude: go smoothly um i i agree with trustee elliott that we as vice chairs can do more to support

[1:14:13] Trustee Maude: the chair during the meeting um i i certainly have done my best to help the chair with with

[1:14:21] Trustee Maude: sort of advising us to speakers orders and such and i have some ideas or where we can maybe enhance

[1:14:27] Trustee Maude: that um but i i think probably the strongest feedback i can give is this let's stick um

[1:14:36] Trustee Maude: to nanaimo victoria let's make life easier for staff like i just i sincerely appreciate

[1:14:45] Trustee Maude: the amount of work and the amount of energy and the logistical nightmares that we put staff

[1:14:50] Trustee Maude: staff through at the trust council and the easy ones and then we go to places like North Pander

[1:14:56] Trustee Maude: where you know like there aren't enough hours in the day to do the work that's required

[1:15:04] um and you know we need to sort of streamline things and make it easier and uh I certainly

[1:15:10] agree um with trustee Elliott um in regards um

[1:15:15] Trustee Maude: to like let's figure it out three or four years

[1:15:17] Trustee Maude: in advance let's go to different venues and let's get a bid let's go okay we're going to promise you

[1:15:25] Trustee Maude: two meetings a year for the next four years um maybe we can do better on the pricing um with

[1:15:31] Trustee Maude: some guaranteed stuff but also that makes it easier for staff because they say okay may we're

[1:15:37] Trustee Maude: going to the limo they pick up the venue and say okay we're coming um i i would hope that will make

[1:15:43] Trustee Maude: things logistically a lot easier for everybody. But I just, I think we do good. I think we do

[1:15:51] Trustee Maude: good work. We maybe just have to rejig things a little bit, but I wouldn't base a lot of the

[1:15:58] rejigging on personalities, because

[1:16:00] Trustee Maude: that's the one thing we can't change.

[1:16:02] Voice 14: And if we do try and

[1:16:04] Voice 14: change it, good luck with that. Thank you.

[1:16:09] Trustee Luckham: Okay. Thank you, Vice Chair Ma. Vice Chair Peterson.

[1:16:12] Trustee Luckham: and uh

[1:16:14] Voice 15: thank you mr chair and and i'd say in in general i i concur with what i'm hearing here

[1:16:21] Voice 15: um i would just take a moment to uh agree with vice chair maude i think that if we're looking

[1:16:31] Voice 15: at quarterly meetings of trust council i actually do think it's appropriate to to have all four of

[1:16:38] Voice 15: them in person that being said one of the suggestions that that cropped up a couple of times

[1:16:43] Voice 15: in my perusal of feedback is the notion of having some of the trust council business outside of

[1:16:55] Voice 15: those regular quarterly meetings and I think that considering electronic zoom meetings special

[1:17:07] Voice 15: special meetings for, you know, sort of more concentrated topics, perhaps, you know,

[1:17:15] Voice 15: indeed the ones that maybe don't require as much discussion amongst trustees trying to find their

[1:17:23] Voice 15: way, as someone mentioned earlier, you know, to an opinion, to a decision, the thinking out loud

[1:17:31] Voice 15: sort of idea um still so that's you know that's the venue aspect i i think it's uh certainly don't

[1:17:40] Voice 15: want to put staff at um uh you know i wasn't on pender but i understand i understand how i

[1:17:47] Voice 15: the small islands are uh can be a lot more work logistically um so i'm certainly open to

[1:17:54] Voice 15: um venues that are easier to organize and arrange um uh i did i did sort of do a synthesis

[1:18:08] Voice 15: of the notes that i received from um trustees so there's i'll

[1:18:18] Voice 14: just try and go with what the

[1:18:20] Voice 14: The conducting of the meetings,

[1:18:25] Voice 15: I think there's some low hanging fruit in terms of the microphone

[1:18:34] Voice 15: cue, the notion of vice chairs assisting the chair, whether that's rotating the actual

[1:18:48] Voice 15: chairing of the meeting or uh or just delegating things like keeping a speaker's list uh keeping

[1:18:54] Voice 15: an eye on staff there's a number of practical suggestions that i think would be very simple

[1:18:59] Voice 15: to implement and uh i'm certainly willing as i'm hearing from the other vice chairs to

[1:19:05] Voice 15: to help support the chair um with those items so i think that's i think that's something we can

[1:19:11] Voice 15: implement fairly simply we might want to figure out you know have a little bit of discussion about

[1:19:17] Voice 15: how how we want to organize um that sort of division of labor um but certainly worthy and

[1:19:26] Voice 15: relatively

[1:19:27] Voice 14: simple um and then getting

[1:19:37] Voice 15: into the agendas i think that the the feelings that

[1:19:46] Voice 15: agendas are heavily loaded uh feelings of of being rushed on the final day i think we could

[1:19:52] Voice 15: alleviate a lot of that if we seriously consider having a a special meeting uh one suggestion was

[1:20:02] Voice 15: you know a week before trust council um uh delegations and town hall uh maybe some of

[1:20:12] Voice 15: the other light lighter items i think that as we as we're considering how to um how we might

[1:20:19] Voice 15: restructure the way we're doing business that these are important considerations that that if

[1:20:26] Voice 15: we can take some of the weight off of um the quarterly meetings uh by use of of special

[1:20:35] Voice 15: electronic meetings that we're going to have a bit more breathing room to really delve into

[1:20:41] Voice 15: the discussions and not feel so rushed uh on our final day and so i i really like us to

[1:20:49] Voice 15: to to seriously consider how we might um do that uh just looking through

[1:20:58] Voice 14: my sort of list here

[1:21:06] Voice 14: um

[1:21:08] Voice 15: yeah i think i'll leave it at that i i i sent a fairly extensive um synthesis of of my notes

[1:21:16] Voice 15: out to ec members um and i think that you know without going into all of that in depth i think

[1:21:24] Voice 15: i've touched on i think what i think are the main points um uh and the one thing i would add is that

[1:21:32] Voice 15: um there you know we've had some discussions with the cao on on our decision-making process

[1:21:41] Voice 15: structured decision-making i think it's certainly worthy of some further and further uh

[1:21:47] Voice 15: uh investigation and consideration uh around that and um and i yeah i feel like you know

[1:21:57] Voice 15: we've sort of hashed through some of the stuff already i think there's as i say some low-hanging

[1:22:02] Voice 15: fruit um uh let's let's start by finding ways that the vice chair can support the chair

[1:22:09] Voice 15: and let's start considering what sort of things would be appropriate to put in a special meeting

[1:22:16] Voice 15: that's either a preparation or an adjunct

[1:22:20] Voice 15: to the regular meetings.

[1:22:22] Voice 14: Thank you.

[1:22:27] Voice 14: Okay, thank you very much, Vice Chair Peterson.

[1:22:33] Trustee Luckham: So I agree strongly with almost everything that I've heard.

[1:22:40] Trustee Luckham: The things that I think we could use some more discussion

[1:22:47] Trustee Luckham: and help on from an overall perspective is,

[1:22:50] Trustee Luckham: is, and I appreciate what Trustee Elliott said right at the beginning about some people process

[1:22:55] Trustee Luckham: things verbally. And indeed, that is something that happens that is not necessarily conducive

[1:23:02] Trustee Luckham: to a large body of people having a discussion. And so perhaps there's something we need to think

[1:23:09] Trustee Luckham: about there in order to assist that in a respectful way to make that work better for us.

[1:23:18] Trustee Luckham: but I think that the committee of the whole thing is one of the things that even ties into other

[1:23:25] Trustee Luckham: electronic meetings although I can't say I'm necessarily fond of the idea only from a management

[1:23:31] Trustee Luckham: perspective about how to squeeze in more council meetings where everybody would be expected to

[1:23:37] Trustee Luckham: attend whether they're electronic or in person is the committee of the whole I'd like to actually

[1:23:43] Trustee Luckham: provide that opportunity maybe to staff the cao to sort of characterize for us an understanding of

[1:23:51] Trustee Luckham: a committee of the whole because it does seem to me as a bit in articulated that um some things are

[1:24:00] Trustee Luckham: you know in my understanding any committee of the whole is that you have a discussion

[1:24:04] Trustee Luckham: that evolves into a decision item which is on a decision portion of the agenda so you recessed

[1:24:09] Trustee Luckham: your kind of a committee of the whole and then you come back to the council to make a decision

[1:24:12] Trustee Luckham: after you've had those discussions and I think that would be helpful in order to facilitate that

[1:24:17] Trustee Luckham: and that may or may not happen within a meeting context or or could contribute to it I just

[1:24:26] Trustee Luckham: wanted to note on the venue thing I guess I am reluctant to let go of any in-person meetings that

[1:24:33] Trustee Luckham: we have the potential to have because I think it is it is that our I think it contributes to the

[1:24:45] Trustee Luckham: the problem. And it's not that we need to be friends or buddies or have good relationships

[1:24:51] Trustee Luckham: with each other. Definitely not. But what we do need to do is understand each other

[1:24:55] Trustee Luckham: and share points of view so that others can understand me or us. And that doesn't exist

[1:25:05] Trustee Luckham: in an electronic format. And I'm afraid for me anyway, I'm an old guy. Somebody else pointed

[1:25:11] Trustee Luckham: that out um it seems like it's a video game and you're disconnected from the reality of human

[1:25:17] Trustee Luckham: beings and i just think that that's so important i see the world around me evolving in this way

[1:25:24] Trustee Luckham: where there's a lack of accountability even by not standing up in front of um your your fellows

[1:25:31] Trustee Luckham: to make your point so i'm reluctant anyway so on that note um i do agree meeting in you know off

[1:25:44] Trustee Luckham: islands although i might say salt spring might have some ability to support us in a in a way

[1:25:52] Trustee Luckham: or not i think the problems of ferries and accommodations and meals exist everywhere

[1:25:57] Trustee Luckham: where that was emphasized by the pandemic but I would like us to consider certainly Nanaimo

[1:26:03] Trustee Luckham: certainly Victoria but also I've mentioned in the past Duncan as a physically accessible location

[1:26:11] Trustee Luckham: I'm reluctant to go as far north as Courtney because I think that that is just a stretch

[1:26:16] Trustee Luckham: because everybody is going north but if we had four meetings a year I would be very keen on

[1:26:23] Trustee Luckham: thinking that Nanaimo might be two of them Victoria would be one and Duncan would be another

[1:26:27] Trustee Luckham: other and there's hotels and accommodation and sure it's all very expensive absolutely it is

[1:26:36] Trustee Luckham: expensive but at what cost do we how much do we want to spend to support good decision making I

[1:26:45] Trustee Luckham: think is important to understand there's a lot more detail to go into that's kind of captured

[1:26:54] Trustee Luckham: in our list here that i would like to talk about but is there interest from vice chairs to and

[1:27:00] Trustee Luckham: staff able to uh cao are you able to talk specifically about committee of the whole

[1:27:06] Trustee Luckham: and your understanding of that and how that might be facilitated in an honest trust conversation

[1:27:11] Trustee Luckham: vice chair's interested in that yeah okay

[1:27:16] Voice 3: um so just hearing your conversation

[1:27:20] Voice 3: and sort of trying to group or basket

[1:27:24] Voice 3: some of what we're talking about,

[1:27:27] Voice 3: I'm going to just suggest four baskets

[1:27:29] Voice 3: that will lead me to an answer to your question.

[1:27:33] Voice 3: Keeping in mind, David's expertise

[1:27:35] Voice 3: is going to be particularly relevant

[1:27:37] Voice 3: to some of what we're discussing.

[1:27:39] Voice 3: So we're talking, I see four different things.

[1:27:42] Voice 3: One is meeting procedure, okay?

[1:27:47] Voice 3: Then there's the notion of sharing or meeting delivery.

[1:27:50] Voice 3: delivery how that is done which ones constitute the chair does it himself or the chair relies on

[1:27:57] Voice 3: vice chairs and their specific roles for for those how long people get to speak tolerance for

[1:28:03] Voice 3: repetitiveness all that falls under that that portion there's the scheduling and location of

[1:28:09] Voice 3: meetings and how those affect things which is sort of one of your organizational responsibilities

[1:28:14] Voice 3: and then there's the staffing and resourcing of a meeting where we say let's have special meetings

[1:28:21] Voice 3: Well, there's a whole bunch of work that goes on with special meetings.

[1:28:24] Voice 3: So before you say, let's do special meetings, you have to really think through what is being displaced or what is the function of a special meeting?

[1:28:34] Voice 3: Is it special or is it a regular meeting that's electronic?

[1:28:39] Voice 3: So there's some thinking there.

[1:28:40] Voice 3: So let's move to the first basket, and that is meeting procedures.

[1:28:45] Voice 3: There may be an opportunity here.

[1:28:47] Voice 3: year, I referenced this when we talked about the governance committee looking at some of the stuff

[1:28:54] Voice 3: to amend your meeting procedures bylaws to update it to some new ways. And one of those might be the

[1:29:02] Voice 3: inclusion of committee of the whole. And it's much like you're describing it in my experience.

[1:29:09] Voice 3: In my experience working in regional district committees, the whole is on a completely different

[1:29:13] Voice 3: different day it's not a decision-making day there's decisions that come out of it

[1:29:18] Voice 3: but it's not the final decision associated with any given initiative it's um we have our

[1:29:26] Voice 3: conversation it's free-ranging but it's not a carte blanche either because you can um you can

[1:29:33] Voice 3: say we're going to have free-ranging discussion and lose a day um but it is a either consensus

[1:29:41] Voice 3: census building or project building or project definition or project conclusion discussion

[1:29:47] Voice 3: that's organic and has lines of inquiry associated with it that lead to then let's

[1:29:54] Voice 3: move to making a decision that is encapsulated in updated staffing reports and happens

[1:30:00] Voice 3: another time so we could we could come back with some reporting on what a cow is and how it could

[1:30:06] Voice 3: potentially exist at the ounce trust if you direct us to do that and we can do that associated with

[1:30:14] Voice 3: the meeting procedures update is that good absolutely yeah so instead of us sort of giving

[1:30:21] Voice 3: it to you any more detail now i think that's probably the best way to proceed what would

[1:30:25] Voice 3: would that look like maybe day one is is committee of the whole and so any wide-ranging topic at the

[1:30:33] Voice 3: allen's trust or something that needs significant discussion around it that is not the discussion

[1:30:39] Voice 3: about whether it should happen or not that happens during the decision making portion of the meeting

[1:30:46] Voice 3: will be scheduled on day one maybe you have updates departmental updates and some of the

[1:30:52] Voice 3: The administrivia of life occurs on a committee of the whole,

[1:30:57] Voice 3: and then you would have decision-making moments on other.

[1:31:03] Voice 3: The good thing about that would be that people who are interested,

[1:31:08] Voice 3: it would, citizens following an issue,

[1:31:13] Voice 3: you'd have to think of what's the end user of all of this discussion,

[1:31:16] Voice 3: what's their experience?

[1:31:18] Voice 3: Are they interested in the conversation and the decision

[1:31:21] Voice 3: associated with any given piece of work?

[1:31:24] Voice 3: meaning on they'd have to come in for the conversation on one day and the decision on

[1:31:28] Voice 3: another on the other hand if people are interested in the outcomes and the specific debate about

[1:31:33] Voice 3: whether something's going to proceed or not it would be condensed more than being fully loaded

[1:31:38] Voice 3: throughout the whole three days so um that might be a benefit to community anyway some of this kind

[1:31:45] Voice 3: of thinking if you direct us we could do some work on that and i would advise that you connect with

[1:31:53] Voice 3: with Trust Council itself, if you decide to do this,

[1:31:56] Voice 3: to say, hey, we're thinking,

[1:31:59] Voice 3: we know governance committees kind of touch you on this.

[1:32:02] Voice 3: We're thinking of making this experience better.

[1:32:06] Voice 3: This is one of the ways.

[1:32:07] Voice 3: So that's the meeting procedures portion.

[1:32:09] Trustee Luckham: So can I just jump in there?

[1:32:13] Trustee Luckham: I'm really glad that you just said what you said

[1:32:15] Trustee Luckham: about Committee of the Whole being on the first day,

[1:32:17] Trustee Luckham: because as you were talking about it,

[1:32:20] Trustee Luckham: struck me that indeed that would be the way to proceed. And I'll just mention that, you know,

[1:32:27] Trustee Luckham: we've talked about more meetings and fewer meetings and more days in a meeting. And to be

[1:32:34] Trustee Luckham: quite honest, if we did some balancing acts here in order to make this work better, and incremental

[1:32:40] Trustee Luckham: cost increases, of course, but at least it would be incremental and not massive. If we actually had

[1:32:47] Trustee Luckham: a full day on the first day where trustees arrived the day before and it was committee of the whole

[1:32:51] Trustee Luckham: and we had those discussions and then day two was the beginning of the decision-making

[1:32:56] Trustee Luckham: activities and then day three was kind of the wrap-up of the um of the consensus agenda items

[1:33:03] Trustee Luckham: and other things um but really tried to maximize the three days that we were we were together

[1:33:09] Trustee Luckham: rather than having two half days and one full day maybe we had two full days and a half day

[1:33:14] Trustee Luckham: but I appreciate that what you said there and if there's a necessity there's a challenge right

[1:33:23] Trustee Luckham: there if there's a necessity to change a bylaw to incorporate committee of the whole well it's

[1:33:29] Trustee Luckham: a process we have to go through I was hoping we could just do it but is that a fact that we would

[1:33:33] Trustee Luckham: have to amend our meeting procedures bylaw to provide the opportunity for committee of a whole

[1:33:38] Trustee Luckham: i

[1:33:42] Voice 14: don't know if it's a fact um i think it should be looked at within the context of

[1:33:51] Voice 14: your meeting procedures bylaw though okay

[1:33:53] Trustee Luckham: yeah so do vice chairs have anything i don't want to

[1:33:58] Trustee Luckham: take all the conversation so advice just have anything to add to say with respect to the

[1:34:03] Trustee Luckham: procedure piece that the ceo has just identified um

[1:34:08] Voice 10: how could we trial this without changing a

[1:34:11] Voice 10: bylaw in case it is a terrible idea it doesn't work oh

[1:34:15] Voice 3: yeah i think you can do that but it's

[1:34:20] Voice 3: you know it's this good decision making thing again it's if you're going to undertake something

[1:34:25] Voice 3: before you trial it you want to compare it to the other needs and bounds associated with your

[1:34:31] Voice 3: meeting procedures so look at it within the context of the meeting procedures bylaw

[1:34:35] Voice 3: to see how it fits what does it knock aside what does it support uh what would need to be changed

[1:34:41] Voice 3: how big a deal is it um you know and then yeah i think you could try out trial till the cows come

[1:34:48] Voice 3: home um but ultimately look at it in a structured way um if there's some value associated so we

[1:34:56] Voice 3: could report to you incrementally on it you know this is what a cow is and how would it relate to

[1:35:01] Voice 3: your decision making sessions and then how would you then if that looks good when you come back

[1:35:05] Voice 3: goal and what would that mean for the meeting procedures by law portion um you know you

[1:35:13] Voice 3: probably don't want to make this a year-long project either no so um i think you've got

[1:35:20] Voice 3: options i just don't want to i'm just suggesting to not do it uncontextualized yeah

[1:35:27] Voice 10: okay so just

[1:35:29] Voice 10: to follow up um could one option to be explored and sort of in the analysis with staff time and

[1:35:36] Voice 10: and the administrative capacity be an interim committee of the whole meeting so between trust

[1:35:44] Voice 10: councils uh perhaps they're held in the current format of two half days and a full day and then

[1:35:52] Voice 10: an interim not a special meeting but a committee of the whole that is this wide-ranging discussion

[1:35:58] Voice 10: which is going to lead to decisions at our um in our in-person meeting and perhaps trust

[1:36:05] Voice 10: council is a day shorter or a half day shorter i don't know so could that be explored as an option

[1:36:11] Voice 10: as well well

[1:36:17] Voice 14: any anything can be explored

[1:36:20] Voice 3: by all means um i guess what i'd say is i keep returning

[1:36:26] Voice 3: to the governor's report the governor's report and chair feel free to tell me to be quiet

[1:36:33] Voice 3: but the government's report said that committee work should be reported on

[1:36:38] Voice 3: and managed by elected officials so substantially elected officials as

[1:36:44] Voice 3: opposed to the directors should be speaking to the committee work that is

[1:36:49] Voice 3: done by the body right now we don't have that process except in I wouldn't say a

[1:36:57] Voice 3: name only sometimes it does happen but it's the directors might do it a

[1:37:02] Voice 3: departmental report right now we're we've had a history of it being staff

[1:37:07] Voice 3: led around committee reporting and the staff respond to the results by the other elected

[1:37:14] Voice 3: officials who aren't on committees so if you have a cow process it's not related to your committee

[1:37:20] Voice 3: process too because is the is the when does a strengthened committee process at the allen's

[1:37:28] Voice 3: trust which was recommended in the governance report and would had a would have a shift of

[1:37:33] Voice 3: responsibility and public responsibility to the the chairs of those committees um with support

[1:37:39] Voice 3: from the staff how that can incorporate into a cow framework that's a good example of something

[1:37:44] Voice 3: you'd want to think through um are they attended elements of a committee of the whole where the

[1:37:52] Voice 3: committees report out and any um issues um come along with it or where else does that land on a

[1:38:00] Voice 3: on a trust council schedule, how does the committee,

[1:38:06] Voice 3: how does the governance committee report back

[1:38:08] Voice 3: on the development of a new corporate plan

[1:38:10] Voice 3: and where would they do it?

[1:38:13] Voice 3: You know, so I think yes to your question,

[1:38:17] Voice 3: we could test things out,

[1:38:18] Voice 3: but I think you have to look at two or three ways

[1:38:23] Voice 3: to advance this together.

[1:38:28] Voice 3: And

[1:38:29] Voice 14: one of them is the committee structure of the trust.

[1:38:30] Voice 14: Well,

[1:38:33] Trustee Luckham: thank you, CAO. I certainly wasn't going to want to tell you to shut up with what you've

[1:38:40] Trustee Luckham: raised, because indeed that has been clearly identified. The heavy lifting, quote, I think,

[1:38:50] Trustee Luckham: happens at the committee meetings. And that heavy lifting and the recommendations that come out of

[1:38:56] Trustee Luckham: those committees need to be more significantly acknowledged in council as directives for

[1:39:04] Trustee Luckham: council to undertake the work that's been considered by the committee body and so I

[1:39:09] Trustee Luckham: would certainly like to see pushing some of that responsibility onto the chairs of the committees

[1:39:15] Trustee Luckham: I reflect however you know years and years ago I actually tried to do that one year with financial

[1:39:20] Trustee Luckham: planning committee I think it happened on Salt Spring to get the chair of the financial planning

[1:39:24] Trustee Luckham: committee to um do that representation and uh and grant i'll admit that probably i hadn't thought

[1:39:33] Trustee Luckham: that through we on executive committee at the time hadn't thought that through well and the

[1:39:38] Trustee Luckham: wheels almost came off the cart because it was so dramatically different to what it was that

[1:39:44] Trustee Luckham: council was expecting including the chair of the financial planning committee at the time and um

[1:39:50] Trustee Luckham: So indeed, it needs to be, I'm a big fan of being scripted these days. And so if it's scripted and analyzed and there's a mechanism to help unfold it in a meaningful way. So that means that the committee meetings are gearing up for those recommendations that come from the committee and for the chair to be empowered to represent it.

[1:40:12] Trustee Luckham: Because sometimes the chairs don't necessarily want to represent all the voices of the committee table because there wasn't necessarily consensus.

[1:40:17] Trustee Luckham: census but

[1:40:18] Voice 3: yeah i agree with you

[1:40:19] Voice 3: yeah so as you contemplate that and this is respect to all

[1:40:24] Voice 3: elected officials everywhere if you have the elected officials being the leaders of the

[1:40:30] Voice 3: committees and speaking to the issues it will be more wide-ranging less sequenced less linear

[1:40:37] Voice 3: um it it will be a different type of experience than simply turning to the staff and the staff

[1:40:44] Voice 3: that reporting out type of approach.

[1:40:47] Voice 3: But you know, that sounds pretty committee

[1:40:49] Voice 3: the holish to me.

[1:40:50] Voice 3: Yeah.

[1:40:51] Voice 3: So maybe that would be a natural fit

[1:40:54] Voice 3: to give the committees some airtime

[1:41:00] Voice 3: that's a little more wide ranging

[1:41:01] Voice 3: and less leading towards decision making.

[1:41:06] Trustee Luckham: Okay, so I just one final question now

[1:41:10] Trustee Luckham: is following up on Trustee Elliot's

[1:41:15] Trustee Luckham: thinking about trialing this and so i want to be able to demonstrate to council that we're

[1:41:20] Trustee Luckham: taking this seriously and thinking about it so that we can do better at what we're doing and

[1:41:25] Trustee Luckham: this is why i call this planning the plan is what's the potential for doing something of this

[1:41:30] Trustee Luckham: nature in our december meeting and setting the first day as the committee of the whole discussions

[1:41:35] Trustee Luckham: to have those far-ranging conversations and then on and then indeed uh from that investment that

[1:41:42] Trustee Luckham: that we've made on the first day go in

[1:41:43] Trustee Luckham: and admittedly it would be a shorter day still

[1:41:45] Trustee Luckham: because I don't think we can change the number of days

[1:41:48] Trustee Luckham: and the hours allocated,

[1:41:49] Trustee Luckham: but we would say these two items

[1:41:51] Trustee Luckham: need to be committee of the whole.

[1:41:53] Trustee Luckham: We discuss those items that takes us into a good place

[1:41:56] Trustee Luckham: on the Wednesday to actually run a meeting agenda

[1:41:59] Trustee Luckham: that comes up with some supportive decisions.

[1:42:02] Trustee Luckham: So question there.

[1:42:04] Voice 3: Yeah, I think it's super low,

[1:42:07] Voice 3: super low opportunity for December

[1:42:10] Voice 3: because it's that's almost kind of like exactly what we're talking about it's

[1:42:15] Voice 3: without fully realizing it or having Trust Council bought into this idea we'd

[1:42:20] Voice 3: be sort of just trying something now we could actually organize the schedule

[1:42:26] Voice 3: such that it lends itself to that type of approach without calling it a hole

[1:42:31] Voice 3: whole um but uh communal hole is a real thing trustees would not know what it is uh really

[1:42:41] Voice 3: or what the um the right way to approach it so i wouldn't recommend just doing it into you know

[1:42:49] Voice 3: in two and a half weeks you're approving that schedule we won't have that okay

[1:42:56] Voice 3: so

[1:42:56] Trustee Luckham: that's good so we need to plan it for the march meeting or something and

[1:43:02] Voice 3: you and you have

[1:43:03] Trustee Luckham: have

[1:43:03] Voice 3: to come to governance committee next week right say because they're contemplating the same

[1:43:08] Voice 3: thing same types of things and you have to go hey we have this is an opportunity the governance

[1:43:15] Voice 3: committee recommendation eight said take a look at this stuff um what are what are our means by

[1:43:25] Voice 3: which we make our decisions this is you know like the technical means of by which we make our

[1:43:29] Voice 3: decisions talk with them a little bit about it it's going to be on their agenda and then uh

[1:43:34] Voice 3: and then see if at December Trust Council,

[1:43:40] Voice 3: you pitch a couple of these ideas to Trust Council

[1:43:43] Voice 3: and then see what the wider body thinks.

[1:43:45] Voice 3: Anyway, that's the approach I'd recommend.

[1:43:47] Trustee Luckham: Okay.

[1:43:49] Trustee Luckham: David Marla, Legislative Services.

[1:43:52] Voice 9: Yeah, thank you.

[1:43:53] Voice 9: I just wanted to let you know that the committee as a whole

[1:43:57] Voice 9: would be like one of your other committees,

[1:43:59] Voice 9: so we'd have to establish it.

[1:44:02] Voice 9: By bylaw would be the appropriate way

[1:44:04] Voice 9: because the Meeting Procedures By-law, if you're going to build it into one of your meetings in

[1:44:09] Voice 9: some way, your Meeting Procedures By-law would be the way to do it. Or alternatively, you can do it

[1:44:14] Voice 9: by policy initially, like you have for your other committees. So it is a committee, that's why it's

[1:44:20] Voice 9: called committee as a whole. The whole means everybody, but you're appointing everybody on

[1:44:26] Voice 9: council to the committee by default. So I think for us, if you want to investigate that, some

[1:44:35] Voice 9: some direction from the executive committee,

[1:44:37] Voice 9: just to come back with some recommendations,

[1:44:41] Voice 9: whether you want to try this temporarily

[1:44:43] Voice 9: and how to do that.

[1:44:45] Voice 9: And then you would have to go to council

[1:44:47] Voice 9: with either a policy or a bylaw amendment

[1:44:50] Voice 9: to accommodate it.

[1:44:54] Trustee Luckham: Okay, so let's keep that on the side table here.

[1:44:57] Trustee Luckham: I would like to provide that direction

[1:44:59] Trustee Luckham: so that we can go to council

[1:45:01] Trustee Luckham: and we can know what we're talking about.

[1:45:04] Trustee Luckham: but let's keep this far flowing conversation going.

[1:45:08] Trustee Luckham: I kind of cut you off there at the end of procedures, CAO,

[1:45:11] Trustee Luckham: you were going to move into delivery next, I think.

[1:45:14] Voice 3: Yeah, well, no, I'll turn it back to you.

[1:45:16] Voice 3: I have thought, I think now you should,

[1:45:18] Voice 3: if you think that you've made progress in this discussion

[1:45:20] Voice 3: around this idea, you have an avenue to advance it.

[1:45:24] Voice 3: So you may want to talk more right now

[1:45:27] Voice 3: about immediate procedure elements

[1:45:29] Voice 3: or look through this report and see if there's anything else

[1:45:31] Voice 3: that's associated with that type of approach and then we could look at it through a meeting

[1:45:37] Voice 3: procedures sort of anecdote or recommendation to you uh the next one i see is the chairing or

[1:45:45] Voice 3: meeting delivery is your next topic that you've talked about and you've got about 12 different

[1:45:50] Voice 3: ideas here um you might want to condense those into two or three or three or four or all 12 i'm

[1:45:56] Voice 3: not sure and go okay this is what we're going to do and and trial these things we'll note those

[1:46:04] Voice 3: and we could also write up a little procedure for you as vice chairs associated with it will be

[1:46:10] Voice 3: vice chair maude sitting to the left of the chair holding the speaker's notes and it might be

[1:46:18] Voice 3: vice chair elliott to the right who um gets staff's attention on a given topic or i don't

[1:46:25] Voice 3: know what what it might be so i think that's the next basket of things that you have a lot of

[1:46:30] Voice 3: in this report okay

[1:46:32] Trustee Luckham: so before we go to the next basket then is this actually a decision moment

[1:46:37] Trustee Luckham: then where if we want to know something more specific about committee of the whole we should

[1:46:41] Trustee Luckham: be asking for that now i think so

[1:46:44] Trustee Luckham: vice chairs somebody want

[1:46:46] Voice 14: to make a motion

[1:46:55] Trustee Luckham: david marler you

[1:46:57] Trustee Luckham: have your hand up is that intentional i

[1:46:59] Voice 9: don't know sorry i'll say so

[1:47:01] Voice 10: is this something around

[1:47:03] Voice 10: requesting that staff explore options for committee of the whole type meetings and report

[1:47:16] Voice 10: back to trust council in december um the options and so do we have to delineate um

[1:47:28] Voice 10: sort of day one committee the whole type of discussion or inter in interregnum what's the

[1:47:34] Voice 10: the word i guess interim meetings i

[1:47:37] Trustee Luckham: think option options is broad

[1:47:39] Trustee Luckham: enough based on the conversation

[1:47:40] Trustee Luckham: okay

[1:47:42] Voice 10: and um would that include the related policy and bylaw amendments to be required

[1:47:50] Voice 10: or is that the second step i

[1:47:53] Voice 3: think that would be a second step um you know but there at least

[1:47:59] Voice 3: should be some analysis about what is a cow how cooperate how is it relatable to your current

[1:48:08] Voice 3: meeting procedures by law no and not necessarily everything that would need to be updated to

[1:48:14] Voice 3: to have that happen if it because if it's a non-starter you don't want to do

[1:48:18] have two two two or three days

[1:48:20] Voice 3: of david and other legsburg's time on

[1:48:23] Trustee Luckham: uh this kind of this matter

[1:48:25] Trustee Luckham: we understand the options and council is interested in pursuing it then we would look

[1:48:30] Trustee Luckham: at the council would provide that direction to explore that deeper and

[1:48:35] Voice 3: how this will be presented

[1:48:36] Voice 3: is staff might do a briefing and you as executive committee and the chair would say listen

[1:48:43] Voice 3: trust council we want to advance how we do this better and here is one of the options we've been

[1:48:49] Voice 3: discussing consider it is this does this have interest here's what what some of the brought

[1:48:56] Voice 3: implications would be and then maybe european um a period of adoption um into march september

[1:49:05] Voice 3: whatever it is because you're making

[1:49:05] Voice 3: a long you're trying to make a long-term sustainable

[1:49:08] Voice 3: yeah um improvement to a system that's existed now for 20 years or something like that in its

[1:49:16] Voice 3: current form okay

[1:49:20] Trustee Luckham: so i want to take your hint earlier um how do we dovetail the governance

[1:49:25] Trustee Luckham: committee into this because the governance committee has its own priorities and its own

[1:49:30] Trustee Luckham: limited resources um so if that's a motion that trustee elliott has just provided which i think

[1:49:37] Trustee Luckham: is good and reasonable to begin the process today how do we make sure we're not leaving

[1:49:43] Trustee Luckham: governance committee out of this well next week i

[1:49:46] Voice 3: suggest that you bring it up okay

[1:49:49] Trustee Luckham: the

[1:49:50] Voice 3: representative of um executive committee here saying we've been having some good discussions

[1:49:56] Voice 3: around improving things this necessarily it's associated with the work that the

[1:50:01] Voice 3: Governance Committee is doing in terms of meeting procedures the actual

[1:50:04] Voice 3: document from the consultants referred to this in some way how can we work

[1:50:09] Voice 3: together okay

[1:50:12] Trustee Luckham: so can we advance that motion today and then I will report that

[1:50:15] Trustee Luckham: to Governance Committee and seek their input yes

[1:50:19] Voice 14: okay

[1:50:20] Trustee Luckham: so vice chair Elliott are

[1:50:23] Trustee Luckham: Are you prepared to make that motion?

[1:50:25] Trustee Luckham: And I don't know if Robert.

[1:50:26] Voice 10: Robert, did you, did you manage to capture that?

[1:50:29] Voice 10: I have something requesting staff to explore options around.

[1:50:33] Voice 10: Thank you for committee of the whole type meetings and report back

[1:50:37] Voice 10: options to the trust council in December.

[1:50:40] Voice 9: Awesome.

[1:50:41] Voice 9: Can I just make a suggestion?

[1:50:43] Voice 9: Yeah.

[1:50:44] Voice 9: You want us to, because you're requesting it,

[1:50:47] Voice 9: should it just report back to executive committee and then

[1:50:50] Voice 9: you can decide

[1:50:50] Voice 9: whether or not you want to take it to council in December.

[1:50:53] Trustee Luckham: We'll forward it to council, yeah.

[1:50:55] Trustee Luckham: Yeah,

[1:50:55] Voice 9: so I don't think you need to have council in there.

[1:50:57] Voice 9: Just report back on options.

[1:50:59] Voice 9: Yeah.

[1:51:00] Voice 9: Just report back on options, period.

[1:51:03] Voice 10: Right, perfect.

[1:51:04] Voice 10: Thank you.

[1:51:05] Voice 3: All right, in December.

[1:51:06] Voice 3: Mr. Chair?

[1:51:07] Voice 3: Yes, sir.

[1:51:08] Voice 3: I think this is a strong approach.

[1:51:12] Voice 3: I looked through the other elements in this report,

[1:51:15] Voice 3: and I don't see any...

[1:51:17] Voice 3: The rest of it's sort of behavioral standards of conduct

[1:51:20] Voice 3: up plus scheduling plus staffing so the other three baskets so i think you're capturing the

[1:51:27] Voice 3: meeting procedures portion of what you're talking about yeah this motion yeah

[1:51:32] Voice 14: and

[1:51:33] Voice 3: um as i look

[1:51:35] Voice 3: through the other 16 or 17 here you know there might be a couple but i don't see i don't think

[1:51:39] Voice 3: you're missing anything big by adopting this approach okay

[1:51:43] Trustee Luckham: so then um let's continue with

[1:51:46] Trustee Luckham: this and then we'll go as you identify let's go to the delivery basket and have that conversation

[1:51:52] Trustee Luckham: so that's a motion it's on the screen do i have a seconder i think i saw trustee mod seconding it

[1:51:56] Trustee Luckham: thank you very much um uh any discussion trustee peterson you haven't chimed in at all uh here

[1:52:03] Trustee Luckham: so all those in favor then any opposed uh not seeing any opposed so that carries unanimously

[1:52:13] Trustee Luckham: Thank you, Executive Committee. This is a great direction to be taking. And thank you, CAO, for your enthusiastic support. Let's go to the delivery basket and I'll let you start that off, CAO, if that's all right.

[1:52:26] Trustee Luckham: So there's a number of

[1:52:28] Voice 3: things here that, quite frankly, are cultural slash chairing norms that have existed in Trust Council, which, if addressed in a serious manner, would change to some degree how meetings are conducted.

[1:52:47] Voice 3: So I can't really speak to that.

[1:52:51] Voice 3: That's going to be over to the chair and the rest of the trustees.

[1:52:55] Voice 3: these but if you want a profound change i think you're going to have to um you know my personal

[1:53:01] Voice 3: opinion is there's going to have to be um a difference my subject my professional assessment

[1:53:09] Voice 3: of this is to be less concerned with time and more concerned with process because i think

[1:53:14] Voice 3: approach the process will lead to better time utilization rather than limiting time and saying

[1:53:21] Voice 3: we're going to do x in in a number of minutes but if we don't have a process under inside those

[1:53:28] Voice 3: minutes uh you're just going to end up in the same place so i think um a tighter process um of

[1:53:36] Voice 3: um of you know basically conducting subject material discussions um will be a consideration

[1:53:45] Voice 3: now when i see a couple things i see some contradictory elements here all rfds should

[1:53:50] Voice 3: be started as a motion is one the other is before we do an rfd let's have a good discussion about it

[1:53:57] Voice 3: so those two can't live on the same page i come from a world where there's a decision to be made

[1:54:03] Voice 3: the first thing that's put forward is the motion uh and the motion gets it on the table for

[1:54:09] Voice 3: discussion and then what follows is what follows you never have to get to actually calling the

[1:54:16] Voice 3: a question um or there's avenues out after that but that's really for you to be concerned with

[1:54:22] Voice 9: do you agree with that yeah i do and i think that's where the committee of the whole comes in

[1:54:26] Voice 9: because you would have the informal discussion uh about it at the committee of the whole so when it

[1:54:32] Voice 9: goes to council it's just the the item on the floor for discussion which is the resolution

[1:54:38] Voice 9: issue right

[1:54:40] Trustee Luckham: um so david has hit the nail on the head there and that the those can live in the

[1:54:48] Trustee Luckham: same place if we change how we conduct ourselves and the committee of the whole is a place to have

[1:54:54] Trustee Luckham: that discussion before the motion and then at when we come out of committee in the whole we've

[1:54:59] Trustee Luckham: already more or less decided and so then that motion ends up on the table and we debate the

[1:55:05] Trustee Luckham: merits of it and some people agree and some people won't as usual but we can move forward

[1:55:09] Trustee Luckham: without lengthy discussion i think it they they do live in the same place assuming a committee

[1:55:15] Trustee Luckham: of the whole

[1:55:16] Voice 3: yeah i do think that the chair has to manage the issue that's on the floor

[1:55:22] Voice 3: and any subsequent amendments um and voting procedures associated with those and that is

[1:55:30] Voice 3: the primary focus uh there is a need for the chair to have some control of the speakers list

[1:55:36] Voice 3: maybe not the administration of like who's up next it's steve it's not that it's um we've heard

[1:55:44] Voice 3: from steve thank you very much is there anyone else um this week so the chair can't just hand

[1:55:50] Voice 3: over the list to somebody else because that's what the chair the notion of chairing is exactly that

[1:55:59] Voice 3: so whoever if you take a couple jobs and parse them out that person has to sit to the left of

[1:56:07] Voice 3: the chair and that they can have whispered discussions around um so-and-so's next so-and-so's

[1:56:14] Voice 3: next so-and-so's next um i also think that i recommend to you that i wouldn't countenance

[1:56:23] Voice 3: many suggestions from the floor of trust council around how meetings are conducted

[1:56:26] Voice 3: being like oh here's the classic so-and-so was speaking before me oh they had their hand up

[1:56:32] Voice 3: before me if i had a nickel for every one of those um that's nothing to do with that person

[1:56:41] Voice 3: that's up to the the chairs saying the sequence of events there might be being a fly buzzing around

[1:56:45] Voice 3: in the room and you looked at you missed someone nevertheless it's whoever you determine is the

[1:56:49] Voice 3: next speaker and you alleviate the body helping to chair the meetings by being either overly

[1:56:58] Voice 3: collegial or whatever but anyway i think that you'd save some time associated with that other

[1:57:06] Voice 3: than that back to you there's about seven or eight things here um item three um

[1:57:11] Voice 14: seven ten which i do

[1:57:21] Voice 14: not agree with um those

[1:57:28] Voice 3: are the ones that are associated and then 16 17 18 but i think you

[1:57:31] Voice 3: should focus on these and see if you have some agreement between yourselves, given my brief and

[1:57:37] Voice 3: somewhat sporadic comments.

[1:57:40] Trustee Luckham: Okay, well, that's great. I think I said that already. I would like

[1:57:46] Trustee Luckham: to have this scripted so that we know we have consensus on what is we're going to do and how

[1:57:52] Trustee Luckham: we're going to do it. And I am absolutely in support of sharing as much or all of this workload

[1:57:57] Trustee Luckham: as humanly possible and i think that they you know there's two things that go together here

[1:58:03] Trustee Luckham: the electronic microphone cue great technology doesn't work

[1:58:08] Voice 12: um

[1:58:09] Trustee Luckham: maybe it could maybe there's

[1:58:11] Trustee Luckham: some marriage somewhere down the road where the speaker cue in the um zoom

[1:58:19] Trustee Luckham: works in a live meeting to facilitate that but at the moment it just simply doesn't work i think

[1:58:24] Trustee Luckham: the old-fashioned way of a speaker's list works best and indeed whoever the chair says you're next

[1:58:32] Trustee Luckham: they have to be next this cordial stuff is kind of silly and so indeed that needs to be a vice

[1:58:38] Trustee Luckham: chair that sits on the left or the right whatever the choice is and manages that and I think that

[1:58:43] Trustee Luckham: some of those things about that we can embed that into that role about who's spoken already

[1:58:49] Trustee Luckham: already too many times and it's as simple as a list that's being conducted and a highlighter

[1:58:54] Trustee Luckham: and the green ones are somebody that hasn't spoken before the yellow ones are somebody that's spoken

[1:58:58] Trustee Luckham: a couple times and the red ones are the ones that have spoken a lot and so that dialogue can happen

[1:59:04] Trustee Luckham: between the chair who's conducting the meeting and the person that's creating the speakers list

[1:59:12] Trustee Luckham: and indeed all this needs to be articulated to council that this is the behavior we're going to

[1:59:17] Trustee Luckham: support and this is how the meeting will be conducted and so on so uh so with respect to

[1:59:25] Trustee Luckham: that that the speakers listening agree and indeed keeping track of where we are on the agenda is

[1:59:31] Trustee Luckham: something that can be supported and then there's some other stuff associated with

[1:59:36] Trustee Luckham: working with staff and ensuring that all of that works but that's a different basket at this time

[1:59:42] Trustee Luckham: um and there's some tech again another technology piece is that for those people that are online

[1:59:50] Trustee Luckham: pushing that stupid button on and off because of the camera that rotates around the room

[1:59:55] Trustee Luckham: um is annoying and so we need to keep the people online online

[2:00:00] Trustee Luckham: all the time doesn't need to be a function of any buttons whatsoever so a second microphone there

[2:00:05] Trustee Luckham: but anyway I'll stop talking on that but just associated with chairs taking on additional

[2:00:10] Trustee Luckham: responsibilities I want to absolutely do that and I appreciate the offers implicit offers to

[2:00:18] Trustee Luckham: help with that and so what you

[2:00:21] Voice 3: should direct

[2:00:22] Voice 14: what those are sir and so one

[2:00:25] Voice 3: you can agree or disagree

[2:00:27] Voice 3: I disagree with what those might be.

[2:00:30] Trustee Luckham: So let's have a round conversation

[2:00:32] Trustee Luckham: about what the other vice-chairs think

[2:00:34] Trustee Luckham: would be areas where they can help

[2:00:37] Trustee Luckham: and that I'm not managing to the best of my abilities

[2:00:42] Trustee Luckham: in order to have it.

[2:00:45] Trustee Luckham: And then let's spell it out.

[2:00:48] Trustee Luckham: The first one is obviously somebody managing

[2:00:51] Trustee Luckham: the speakers list.

[2:00:52] Trustee Luckham: What else is there?

[2:00:52] Trustee Luckham: Trustee Mond.

[2:00:53] Trustee Maude: Well, I think the important thing should be

[2:00:57] Trustee Maude: that the the chair needs to be supported not micromanaged um yeah is that there are a lot

[2:01:03] Trustee Maude: of organizations that have a lot more people sitting around the table um and and you know

[2:01:11] Trustee Maude: a lot of the issues i think that we have is the behavior of the other 22 people sitting

[2:01:18] Trustee Maude: around the table not not um the conduct of the chair um there almost needs to be

[2:01:26] Trustee Maude: a one-hour session of look this is how you are expected to behave and i don't know if that's

[2:01:33] Trustee Maude: by a third party or by the chair or who would conduct that but the we have devolved down at

[2:01:40] Trustee Maude: times when you know there are people not behaving themselves like one of the one of the things that

[2:01:45] Trustee Maude: really really really annoyed the hell out of me was when we were trying to do the management of

[2:01:50] Trustee Maude: the queue by the microphones is that another trustee would reach across and turn somebody

[2:01:55] Trustee Maude: else's microphone on and off like it's just you know it's conduct i'm becoming and and so i i

[2:02:03] Trustee Maude: think we need to have a little bit of a lesson as to to how the how best to accommodate these things

[2:02:10] Trustee Maude: and i think we need to work to support you as the chair in the way that you need to be supported so

[2:02:17] Trustee Maude: if if you want the support of of somebody managing this the speakers list you need to ask for it

[2:02:24] Trustee Maude: pick the person you're most comfortable with and we will provide that support because that's our

[2:02:29] Trustee Maude: job is to support you as chair I think that you'll have volunteers for every role but you need to

[2:02:36] Trustee Maude: figure out what your comfort level is and we need to make it work because we are a team and we're

[2:02:43] Trustee Maude: certainly not going to let the chair hang out to dry thank you

[2:02:48] Trustee Luckham: you're very kind David thank you

[2:02:51] Trustee Luckham: and so yeah let's go this direction so what other chat i my notion are as i said the speakers list

[2:02:59] Trustee Luckham: one of the things that i spend a lot of time is advanced thinking of what the next agenda item

[2:03:05] Trustee Luckham: is that's coming up and how that's going to fit into the time so i think there is an element of

[2:03:09] Trustee Luckham: that that could be hosted by another vice chair is broad high level view on the agenda and

[2:03:16] Trustee Luckham: And specifically, which one is coming up? Which one have you deferred to later? You know, all that sort of thing. And worry about, you know, and indeed whispering in my ear, we need to do this one before tomorrow afternoon, because people are going to start leaving kind of thing or whatever it is.

[2:03:34] Trustee Luckham: But those are the conversations I have in my own head. And in fact, I miss subtleties that are happening in the meeting. That's what I notice if I'm focusing on where the agenda is going. So that's another role. But what other roles are there that you think would be helpful?

[2:03:52] Trustee Luckham: I

[2:03:54] Voice 10: do think, sorry, timekeeping is an important piece, because if not done well, it becomes the preponderance of the discussion. Instead of the content, we're talking about, we need to speed this along. Okay, who's next in the queue? Okay, there's 22 people that want to speak on this issue.

[2:04:18] Voice 10: and the stress of um trying to keep time sort of eclipses the actual content so i don't know

[2:04:27] Voice 10: you know cao you said you don't agree with a number 10 limiting speakers to two minutes

[2:04:33] Voice 10: that is a recommendation in robert's rules um and that no speaker or no person should be recognized

[2:04:42] Voice 10: recognized to speak on an issue if there are others in the the queue who have not spoken to

[2:04:48] Voice 10: that issue before i

[2:04:50] Voice 3: agree but but my my suggestion is something like thank you very much trustee x

[2:04:57] Voice 3: i think we've got your point we're moving on to the next speaker sure

[2:05:00] Voice 10: it's

[2:05:01] Voice 3: not a time

[2:05:03] Voice 3: management thing you've got 30 seconds left right uh

[2:05:07] Voice 3: i think that's the approach as opposed to

[2:05:10] Voice 3: everyone gets these blocks of time they either have to some people really panic in that circumstance

[2:05:14] Voice 3: um it might take someone four minutes who rarely speaks four minutes to get their idea out and they

[2:05:23] Voice 3: should be given that four minutes it's other people speak every two minutes who can hit it

[2:05:29] Voice 3: with 10 seconds of information um they should be managed in a different way so there's equity

[2:05:36] Voice 3: across the speaking thing so I'm just saying it's a different approach as opposed to I agree with

[2:05:42] Voice 10: that and that's part of the finesse and the art I think of chairing is understanding where people

[2:05:49] Voice 10: going and for that the chair needs to be able to listen and to watch the room and see what's going

[2:05:56] Voice 10: on and not be worried about where we are in terms of time so perhaps the the role of another vice

[2:06:02] Voice 10: chair is is managing what's coming up ahead how much time do we have speaking with staff or um

[2:06:10] Voice 10: conferring and that that would be a hard role though because it's it's yeah i don't i don't

[2:06:17] Voice 10: know how that would work out because you'd have to actually be talking to the chair which would

[2:06:21] Voice 10: also be distracting so yeah

[2:06:25] Trustee Luckham: you know toby you've really uh articulated it well and that that

[2:06:31] Trustee Luckham: that presently, I'm doing that and all the other stuff. And it is hard. And so that's why it needs

[2:06:38] Trustee Luckham: to be a separate task. And I think we can figure out a regime or mechanism that on the breaks,

[2:06:45] Trustee Luckham: we talk about what's coming up next, and that sort of thing. And so, but having the ability to

[2:06:52] Trustee Luckham: pay attention to what the conversation is, and, you know, I just can't help but reflect,

[2:06:57] Trustee Luckham: like read what's in the room you can't do that on a zoom meeting i just want to say that and so um

[2:07:05] Trustee Luckham: that's important and so i think that agenda management broadly is something that could be

[2:07:12] Trustee Luckham: a shared role that um i would appreciate doing it and i think we if we do those two things we'd be

[2:07:18] Trustee Luckham: better off already what

[2:07:20] Voice 14: else can we do tim um thank you chair and

[2:07:31] Voice 15: i i just want to um

[2:07:34] Voice 15: sort of echo what uh vice chair maude said and with respect to um

[2:07:40] Voice 15: you know we we need to be willing to support the chair and what the the chair's

[2:07:49] Voice 15: willing to do um so so chair you need to be comfortable with and let us know which parts

[2:07:56] Voice 15: you're comfortable uh delegating because i think that's that's really essential

[2:08:00] Voice 15: other than that i i agree that uh with with most of what i've heard um as i say i think that this

[2:08:09] Voice 15: is sort of things like or um managing a speaker's list uh keeping an eye on staff these are sort of

[2:08:17] Voice 15: low-hanging fruit that i think it's perfectly reasonable to to request the vice chair's

[2:08:22] Voice 15: assistance um on and and let's let's do this uh we i'm almost certain that we're going to

[2:08:33] Voice 15: learn as we go along and amend the methodology that we're using as we find out what works better

[2:08:41] Voice 15: or what what hasn't worked as well and that's okay um so i think there'll be a bit of a learning

[2:08:47] Voice 15: uh process and a little bit of adjusting on how how precisely you know we we carried this out

[2:08:53] Voice 15: but i i think uh overall i just say i think it's it's a it's a positive step i think it's

[2:08:59] Voice 15: absolutely appropriate for for vice chairs to be supporting the chair um in the in these large

[2:09:06] Voice 15: 26 people meetings this is uh uh you know it's it's the vital work of trust council and and um

[2:09:14] Voice 15: And yeah, I'm game to take any role

[2:09:20] Voice 15: that is supportive of improving this.

[2:09:25] Voice 14: Okay,

[2:09:26] Trustee Luckham: so I'm just going to reiterate

[2:09:29] Trustee Luckham: in case it's not clear.

[2:09:30] Trustee Luckham: So I want vice chairs to take on the responsibility

[2:09:33] Trustee Luckham: of speakers list and overall agenda management.

[2:09:37] Trustee Luckham: And we can-

[2:09:39] Voice 12: That's two jobs.

[2:09:41] Trustee Luckham: Yes, exactly.

[2:09:42] Trustee Luckham: Exactly. So I'm moving, I'm moving into a third space job and I would anticipate that this may

[2:09:48] Trustee Luckham: rotate because some of you may not be comfortable with it or would be. And, but let's, let's check

[2:09:55] Trustee Luckham: it out, see how it works. If somebody is really great at it and loves it and everybody else loves

[2:10:00] Trustee Luckham: what you're doing, keep doing it. So there's another piece of this, which I think is important

[2:10:05] Trustee Luckham: and I'm not, this is not a criticism. It's my observation. The Pender room layout,

[2:10:13] Trustee Luckham: didn't work. I could never see the CAO. And the CAO is critical in this where we're maybe going

[2:10:23] Trustee Luckham: off track in some fashion, or you have advice that would help the flow of things and all that

[2:10:29] Trustee Luckham: sort of thing. I've often talked about, and the CAO knows this, that in councils, you often see

[2:10:35] Trustee Luckham: the CAO or the clerk city clerk sits next to the mayor and has that whispering in his ear you know

[2:10:44] Trustee Luckham: chair I think you should consider this or whatever um and so and then of course the most senior

[2:10:50] Trustee Luckham: person the CAO is the conduit to the other staff and indeed the CAO is so good at going you know

[2:10:56] Trustee Luckham: I think you need to talk to uh director xyz about this let's hear what that person has to say so

[2:11:03] Trustee Luckham: So rather than there necessarily being a conduit from another person, a vice chair to the staff and the CEO, I would actually, I'd be really interested in having the CEO sit at the executive table and have that opportunity that is there and take advantage of that.

[2:11:24] Trustee Luckham: because ceo i think you often do say we'd be better off if we asked questions or options

[2:11:30] Trustee Luckham: from the staff before we move to putting that motion on the floor

[2:11:36] Voice 14: remarks i think the

[2:11:44] Voice 10: optics of that would be challenging um i do think there's a perception

[2:11:51] Voice 10: perhaps not held by everyone but that you know even just having executive committee or all the

[2:11:58] Voice 10: the vice chair sitting together is is a bit of a more more weight lends more weight to

[2:12:05] Voice 10: what we contribute to the discussion so I agree in terms of functionality like communication

[2:12:12] Voice 10: between the chair and CAO would be so much easier if you were sitting together but I do

[2:12:19] Voice 10: wonder what would that look like in terms of power dynamic you now have four vice chairs

[2:12:26] Voice 10: and the ceo the most senior you know our one employee sitting together at the table do 22

[2:12:33] Voice 10: other trustees feel as part of the the whole right um so that would be my concern but i mean

[2:12:42] Voice 10: functionally it might be something that we try and maybe it's a terrible idea but if it facilitates

[2:12:50] Voice 10: good discussion and communication then i don't know i'm like 50 50 on that idea yeah

[2:12:57] Trustee Luckham: well

[2:12:58] Trustee Luckham: Well, we do need to do better at what we're doing.

[2:13:00] Trustee Luckham: That's the key there.

[2:13:01] Trustee Luckham: So thanks for that.

[2:13:02] Trustee Luckham: I just want to actually, I'm just going to go to Trustee Maude and the CEO wants to comment

[2:13:06] Trustee Luckham: too.

[2:13:07] Trustee Luckham: I just want to say something actually that's important for me to say is even in the roles

[2:13:13] Trustee Luckham: we've been playing up to this point, and certainly the outcomes could be better, we'll just say,

[2:13:19] Trustee Luckham: you guys are very supportive.

[2:13:22] Trustee Luckham: You're there.

[2:13:23] Trustee Luckham: You are whispering to me, David, you're making sure my cup is full.

[2:13:27] Trustee Luckham: my muffins are there you know and tim you're uh on your avenue of interest and and supportive and

[2:13:35] Trustee Luckham: trustee by fj elliott you're just there all the time for me as well so i just want to acknowledge

[2:13:39] Trustee Luckham: that even in the roles you're doing right now you are supported but let's make that better and then

[2:13:46] Trustee Luckham: so trustee maude and the cao um

[2:13:49] Trustee Maude: i was i was getting your attention this year yes he's where

[2:13:52] Trustee Maude: This is a good example of us working together.

[2:13:55] Voice 3: One anecdote, too, I think might be a valid concern, as expressed by Vice Chair Elliott, would be because sometimes I need to wade into, you know, I provided a graph at the start of term.

[2:14:12] Voice 3: I always do. And I think it's naive to say there's just administration, there's just politics.

[2:14:17] Voice 3: It's actually a slight S curve whereby elected officials do have some administrative insight and sometimes there are opportunities where I might know something or have something that has a political element associated with it that might be of value to trustees.

[2:14:37] Voice 3: So I get that perception.

[2:14:39] Voice 3: One option I've seen is to have actually the person in David's role, the legislative director of legislative services, be attendant to the chair so that and that's just purely administrative work, right?

[2:15:01] Voice 3: That is questions around who said what, where is the motion at a certain time?

[2:15:08] Voice 3: you know because if a new if a new approach is adopted one of the first outcomes of that

[2:15:13] Voice 3: is going to be challenges to the rulings of the chair and I say this with respect to everyone

[2:15:19] Voice 3: that means you might say well I think we've had enough debate on this x y and z and until there's

[2:15:27] Voice 3: a new behavior or a new approach adopted collectively by trust council you might get

[2:15:32] Voice 3: at that so there's um well i'm going to challenge the ruling by the chair and it's assisted to have

[2:15:38] Voice 3: the ledge manager there um potentially for those things for any item that has a series of amendments

[2:15:45] Voice 3: associated with it so that might be one option for you so

[2:15:51] Trustee Luckham: can i just chime in there you know i

[2:15:54] Trustee Luckham: thank you for expanding the horizon because indeed when i said at other councils it's the cao

[2:16:02] Trustee Luckham: or the city clerk and not that i'm suggesting that in any way stretch of the imagination that

[2:16:09] Trustee Luckham: david marler is the city clerk because he's the legislative services manager and indeed has been

[2:16:13] Trustee Luckham: incredibly instrumental uh recently in him expanding the role there to actually counting

[2:16:19] Trustee Luckham: the votes and stuff and and doing and providing us advice on things so although i there's a need

[2:16:25] Trustee Luckham: for the chair to have that a conduit to the CAO and the entire staff table without having to look

[2:16:32] Trustee Luckham: at all the eyes and in fact the people that are behind me to determine whether or not there's

[2:16:37] Trustee Luckham: anybody from a staff contingent that needs to provide comment. If the legislative services

[2:16:42] Trustee Luckham: clerk sat at the executive committee table would that be less optically offensive and

[2:16:50] Trustee Luckham: And would that be the conduit to the CAO and the other directors to facilitate the advice that's necessary during the council discussions?

[2:17:01] Trustee Luckham: There's a question in there. I think I saw Trustee Elliott nodding and thumbs up. Awesome.

[2:17:08] Voice 14: One reason, Mr. Chair, I like this is that sometimes

[2:17:14] Voice 3: David needs to speak because there's a procedural matter and then you have to turn around and look and you have to look at me.

[2:17:19] Voice 3: then you have to look at him and this way you would only have to look over at me and i would

[2:17:25] Voice 3: have to be in your eyesight line of sight and for things that dave knows better than me anyway

[2:17:32] Voice 3: he can just touch your arm and go this is the next item up or you know it can be just between

[2:17:41] Voice 3: the two of you where you're going oh i need some clarity or what's the number of votes here he can

[2:17:45] Voice 3: can just count them up with you and just say it's 20 and that's just he doesn't have to put his hand

[2:17:51] Voice 3: up and then be acknowledged by you and then um you know that formality so are you willing to give

[2:17:58] Voice 3: that a shot i'm okay with that so i have an option for you sir yeah okay

[2:18:04] Trustee Luckham: so vice chairs this sounds

[2:18:08] Trustee Luckham: like and i'll just going to articulate this it sounds like the legislative service manager will

[2:18:13] Trustee Luckham: We'll sit at the EC table and provide us that support and that conduit to other staff when necessary.

[2:18:20] Trustee Luckham: Does that sound like a good idea? Thumbs up. And Tim is there. You're not frozen.

[2:18:27] Trustee Luckham: OK, you got all that snow behind you could be frozen.

[2:18:36] Trustee Luckham: Awesome. So that's you know, there's a lot embraced in the delivery piece there that will that in the comments that could be captured in that.

[2:18:44] Trustee Luckham: that. And we're not going to change everything overnight. But I think these are two things now

[2:18:50] Trustee Luckham: that we've decided that are reasonable to do in planning the plan. And as we actually develop the

[2:18:58] Trustee Luckham: real plan, it'll become apparent where the flaws or the benefits are, I think. Are we all on the

[2:19:03] Trustee Luckham: right track? So in terms of delivery on this long list of things, is there more that needs to be

[2:19:11] Trustee Luckham: said there there's certainly some techie things and detail items that are worth touching on

[2:19:18] Trustee Luckham: but schedule and location was the next one but i think actually staffing and resourcing

[2:19:23] Trustee Luckham: is maybe a part of the first group of baskets and the scheduling and the location is a

[2:19:29] Trustee Luckham: is a is another item outside of the context of the meeting structure um is that reasonable

[2:19:36] Trustee Luckham: David Maud, you had your hand up.

[2:19:38] Voice 3: Oh, C.O.?

[2:19:39] Voice 3: Yeah, so I have to look at the staffing component of this,

[2:19:42] Voice 3: and we've got really two people who are really cooking,

[2:19:49] Voice 3: and that is the role Daphne plays from a technology perspective

[2:19:54] Voice 3: and the role that Laurie plays.

[2:19:57] Voice 3: And to provide screen management as well as record anecdotal minutes

[2:20:05] Voice 3: and capture motions is too much ongoing work at one time.

[2:20:12] So I

[2:20:13] Voice 3: will think about how to manage that

[2:20:15] Voice 3: and report back to you at your next DC meeting,

[2:20:17] Voice 3: sort of giving you a break

[2:20:19] Voice 3: from having to wrestle with that right now.

[2:20:21] Voice 3: And that's the most low-hanging fruit I can come up with.

[2:20:26] Voice 3: The other one that's weird, not weird,

[2:20:29] Voice 3: is kind of related,

[2:20:30] Voice 3: is that when we look up at the screen

[2:20:33] Voice 3: with the new electronic meeting options,

[2:20:36] Voice 3: You've got a bunch of floating heads of trustees, as well as the working agenda, sharing a screen.

[2:20:44] Voice 3: And the amount of flipping that has to occur between three concepts, a motion that's being

[2:20:53] Voice 3: put on the table that is typewritten in real time, the schedule or any reporting that's

[2:21:01] Voice 3: up on the screen that says, here's the report and here's the recommendation, or here's the

[2:21:05] Voice 3: the information let's look at paragraph three and the attending trustees to see their reactions

[2:21:11] Voice 3: questions hands up is too much so what about having a second screen with the trustees who

[2:21:19] are in attendance just to the left we have a working screen and we

[2:21:25] Voice 3: look at putting people

[2:21:26] Voice 3: who are going to so it would be a different experience for the people in the big room

[2:21:29] Voice 3: not for the attendees the electronic trustees but that might be an option to clean up the

[2:21:38] job of

[2:21:39] Voice 3: that one person because it would just always be on right there would be a flipping or

[2:21:44] Voice 3: bringing that person back in that

[2:21:48] Voice 14: might help so what do you think of that as an idea

[2:21:52] Voice 14: it's definitely a place

[2:21:55] Trustee Luckham: where we need to go and maybe you you've certainly captured it but i

[2:22:00] Trustee Luckham: I can't not emphasize what that feels enough,

[2:22:05] Trustee Luckham: what that feels like as the chair

[2:22:08] Trustee Luckham: when that is where the limitation is.

[2:22:11] Trustee Luckham: And then I can't say enough that how difficult

[2:22:14] Trustee Luckham: that must be for the individual

[2:22:16] Trustee Luckham: that's trying to fulfill that role.

[2:22:18] Trustee Luckham: And it's not fair, it's impossible in fact.

[2:22:23] Trustee Luckham: And I'll just note that I didn't say anything

[2:22:27] Trustee Luckham: this most recent time at council,

[2:22:29] Trustee Luckham: but at a previous session of council we had trustees that wanted to help staff and staff

[2:22:38] Trustee Luckham: should have the time and the space to be able to do their job without interference because

[2:22:42] Trustee Luckham: that's micromanaging that we shouldn't be involved in and so I want to be able to give staff the

[2:22:48] Trustee Luckham: opportunity to perform well at what they do within their physical abilities to do it and those items

[2:22:55] Trustee Luckham: are as you've identified um the agenda on the screen at a suitable size and shape and focus

[2:23:02] Trustee Luckham: that works for those that are watching um motions when they come up or on the screen

[2:23:08] Trustee Luckham: um and and and the motion part of all of this is actually a set like there is a necessity for a

[2:23:17] Trustee Luckham: minimum of two people and those two screens are being managed by two people or whatever three

[2:23:22] Trustee Luckham: people so

[2:23:24] Voice 12: that it it

[2:23:26] Trustee Luckham: isn't overwhelming somebody so particularly that the motions end up on the

[2:23:30] Trustee Luckham: screen and indeed part of that whole motions process is is really trustees have to articulate

[2:23:37] Trustee Luckham: it well put it in writing you know and and get that in you know and i just want to actually

[2:23:46] Trustee Luckham: double back for a nanosecond here the whole idea about two minutes of speaking or one minute of

[2:23:52] Trustee Luckham: speaking i remember ellie mina saying on numerous occasions if you can't say what you want to say

[2:23:58] Trustee Luckham: in two minutes you better think about it before you start talking and you

[2:24:03] Trustee Luckham: know i'm afraid there's

[2:24:04] Trustee Luckham: a truth to that although i absolutely get it some people need to process things verbally but we need

[2:24:11] Trustee Luckham: to find a way to help them process to make it effective for everybody because having 25 other

[2:24:16] Trustee Luckham: people waiting on one person is, as has been indicated, it's difficult. So CAO, I've said

[2:24:25] Trustee Luckham: enough. I'm going to go to Vice Chair Elliott, but I think we need another body there that manages

[2:24:31] Trustee Luckham: these two screens is definitely where we want to go, but we need another body to help facilitate

[2:24:36] Trustee Luckham: that.

[2:24:38] Voice 10: So in thinking about two different staff roles, could the Director of Legislative Services

[2:24:45] Voice 10: handle incoming motions and would actually have them on a laptop and you

[2:24:54] Voice 10: can look at them together so that you actually know what motion is on the

[2:24:59] Voice 10: floor and and it goes up to the screen I don't know if that's part of your role

[2:25:03] Voice 10: David but could it be taken off the minute takers that's

[2:25:09] Voice 3: what we'll work on

[2:25:10] Voice 3: that exact question um oh so can i interrupt it's one it's one type one computer that controls

[2:25:18] Voice 3: both the screen right it's not two computers feeding to one screen it's one computer having

[2:25:26] Voice 3: three functions which is the pictures of the trustees the agenda and the motions so if you

[2:25:34] Voice 3: want to have something else it has to have a separate input and to my understanding a separate

[2:25:38] Voice 3: output um that's that's kind of the question less than who's doing it you get the who's doing it

[2:25:47] Voice 3: part's another second part

[2:25:49] Trustee Luckham: so i just want to interrupt yes is the answer to that by the way

[2:25:53] Trustee Luckham: but the other thing that i'd forgotten that i knew there was another role is the minute taking

[2:25:59] Trustee Luckham: that's a full-time job all by itself just simply writing because i know what we do is the minute

[2:26:05] Trustee Luckham: taker is running the minutes and the motions that end up getting put on the screen end up

[2:26:11] Trustee Luckham: being inserted into the minutes and then the minutes are displayed at least that's my perception

[2:26:14] Trustee Luckham: of how it all works and really that needs to be separate the minutes are being made somebody is

[2:26:19] Trustee Luckham: helping support a motion ending up on the screen and then the minute taker then screenshots or

[2:26:24] Trustee Luckham: whatever's necessary to capture that motion into the minutes the minute taker shouldn't be actually

[2:26:30] Trustee Luckham: supporting crafting the motion so and i'm not 100 sure that david needs to be conducting that role

[2:26:37] Trustee Luckham: because again, I don't necessarily need him clattering away on a keyboard.

[2:26:42] Trustee Luckham: And I actually don't need to see the motion

[2:26:44] Trustee Luckham: because the motion is being advanced by an individual on council.

[2:26:48] Trustee Luckham: So their motion, it needs to end up coherent on the screen.

[2:26:51] Trustee Luckham: And then council, all of us need to see it at once.

[2:26:54] Trustee Luckham: Everybody understand the motion and then we can debate it.

[2:26:57] Trustee Luckham: So any remarks there, CAO?

[2:27:00] Trustee Luckham: I sort of was counterbalancing your view on that.

[2:27:02] Trustee Luckham: But what's important in there is the multiple people,

[2:27:05] Trustee Luckham: the minutes is a separate task.

[2:27:07] Trustee Luckham: and we're compromising that so

[2:27:12] Voice 14: yeah i think i've got i

[2:27:15] Voice 3: think we collectively understand this so

[2:27:17] Voice 3: at our next trust council meeting we will look at options for who is doing these three tasks

[2:27:25] Voice 3: we're talking about and

[2:27:27] Voice 14: i'm interested in trialing having a second screen and a second person

[2:27:35] Voice 14: Yeah, I mean, a second person. Yeah, exactly.

[2:27:40] Trustee Luckham: Okay. And let's err on the side of excellence. And let's do a good job. Because we, I, you know,

[2:27:52] Trustee Luckham: people always call me thrifty, because I don't ever spend the money or do the things that I

[2:27:58] Trustee Luckham: should be doing. And let's do an excellent job here. Because that's what I think we owe that

[2:28:03] Trustee Luckham: that to everybody, including the participants. When I say another body, that seems disrespectful

[2:28:08] Trustee Luckham: to me. The individual who's a person that is doing the work.

[2:28:14] Voice 10: Let's also err on the side of

[2:28:16] Voice 10: less stressful.

[2:28:18] Trustee Luckham: No, absolutely.

[2:28:20] Voice 10: Whatever is going to make Trust Council less stressful for staff

[2:28:24] Voice 10: and trustees so that we actually can start to engage productively on content is going to

[2:28:32] Voice 10: to help immensely and there might have to be some investment and so if there's cost savings

[2:28:38] Voice 10: in terms of venue but we have an extra staff person there or legislative services clerk or

[2:28:44] Voice 10: somebody then that is the cost of of efficient and effective decision making so I would just add

[2:28:52] Voice 10: that please less stress yeah

[2:28:54] Trustee Luckham: and so I think that CEO that kind of maybe covers the staffing and

[2:28:59] Trustee Luckham: resources. But I also want to just mention, you know, that the tech support that we've been

[2:29:04] Trustee Luckham: receiving at council is excellent. And we need to support all of that, all aspects of this.

[2:29:13] Trustee Luckham: And it's interesting when I get an answer, oh, we can't do that. You

[2:29:17] Trustee Luckham: know, I have a sign down

[2:29:18] Trustee Luckham: in my workshop, don't tell me it can't be done. Because if, yeah, enough on that. Everybody's

[2:29:26] Trustee Luckham: doing an excellent job and i fully appreciate it so that's staffing and resourcing ceo anything

[2:29:31] Trustee Luckham: else there you understand that yeah perfect so

[2:29:36] Voice 14: now it's the scheduling

[2:29:37] Trustee Luckham: yeah i think that brings

[2:29:38] Trustee Luckham: us to scheduling and then i'm going to say let's have this conversation for as long as it takes and

[2:29:43] Trustee Luckham: then let's have a lunch break because we've done an amazing amount of work just here in the last

[2:29:47] Trustee Luckham: hour over to you so um you

[2:29:51] Voice 3: know this is just administrative reading of this see what you think

[2:29:55] Voice 3: I think Roundtable is an important icebreaker. It gets floated around, but it should probably...

[2:30:00] Voice 3: generally be at the front of the trust council meetings two new business is getting short shrift

[2:30:07] Voice 3: and what i mean by short shrift yeah is the default is

[2:30:13] Voice 14: to pass it so whoever brings in a

[2:30:19] Voice 14: new business idea

[2:30:20] Voice 3: if i wanted to pass boy i want to have it the last thing on the agenda before

[2:30:25] Voice 3: noon on Thursday I'm not being cynical here so but but quite often if we look

[2:30:33] Voice 3: back in the history of the votes of the islands trust in terms of either

[2:30:37] Voice 3: structured decision-making whatever we found that a fair amount of resources

[2:30:42] Voice 3: and costs and funds are spent in that 30 minutes of new business that's sort of

[2:30:50] Voice 3: squeezed into the thursday morning so you might want to think about moving that up it's not the

[2:30:58] Voice 3: first thing because new business i don't think should be the first thing out of the block because

[2:31:02] Voice 3: this business that you've already directed you want work done in reflections on trust council

[2:31:07] Voice 3: so maybe that ends up being a wednesday afternoon thing i'm not sure and then finally what to do

[2:31:16] Voice 3: with director reports or the administrivia or the reporting out function um right now we sprinkle

[2:31:24] Voice 3: the blocks of i think there should be an executive one that's that's on the tuesday so that's usually

[2:31:33] Voice 3: the high level pieces the visioning the bylaw enforcement question um any of those significant

[2:31:41] Voice 3: things the trust council would debate those likely should occur on the on the tuesday

[2:31:44] Voice 3: day but then we have planning um less so ledge serve and governance i think those could go in

[2:31:52] Voice 3: the first day how do we want to get that information out from administrative services

[2:31:58] Voice 3: perspective from trust area services do you want to collect those things and have them be the

[2:32:04] Voice 3: thursday um summary um to some degree that works but on the other hand there might be there might

[2:32:13] Voice 3: be information that's provided during those sessions that's critical to discussions that

[2:32:18] Voice 3: will occur at the trust council meeting itself i.e the policy statement you wouldn't want to

[2:32:24] Voice 3: have your update at thursday

[2:32:25] Voice 14: at 10 o'clock when you've got um business to do on the policy

[2:32:34] Voice 14: statement on the wednesday um

[2:32:37] Voice 6: yeah we're also suggesting that there might be special meetings

[2:32:41] Voice 6: just about the policy statement has standalone meetings.

[2:32:44] Voice 6: Yeah, so

[2:32:45] Voice 5: it is unlikely in the short term.

[2:32:48] Voice 3: Okay, yeah.

[2:32:50] Voice 3: So I

[2:32:51] Voice 3: don't know if you want to tackle that now,

[2:32:53] Voice 3: like this has been going on for a long time.

[2:32:56] Voice 3: Right now, the movable pieces you have

[2:32:58] Voice 3: are those essentially the three director reports

[2:33:02] Voice 3: and the associated RFDs and committee chair updates

[2:33:07] Voice 3: that are associated with them.

[2:33:10] Voice 3: um i will note that the last two trust council meetings um stefan had you know when he did his

[2:33:18] Voice 3: direct there was some engagement i mean some of the trustees came on and wanted to talk about

[2:33:23] Voice 3: land use planning a little bit so there is value to it this going through the fuel line by line by

[2:33:31] Voice 3: line with the director's report thing i don't think it's a working concept for the precious

[2:33:37] Voice 3: precious time that you have available to us.

[2:33:39] Voice 3: So I think you should be getting away from

[2:33:42] Voice 3: as much just sort of reporting out generic questions

[2:33:47] Voice 3: kind of thing as you can as a point of emphasis.

[2:33:52] Trustee Luckham: Okay, so I'm just going to use the word consent agenda

[2:33:56] Trustee Luckham: and then I'm going to say all of the Vice Chairs

[2:33:58] Trustee Luckham: want to chime in on this,

[2:33:59] Trustee Luckham: although Trustee Elliott has taken her hand down now.

[2:34:02] Trustee Luckham: So I'm just going to go Peterson, Maude

[2:34:03] Trustee Luckham: and then Alfred if you want to.

[2:34:05] Trustee Luckham: yeah thank

[2:34:10] Voice 15: you chair i i agree with a lot of what i just heard from the cao i think uh certainly

[2:34:16] Voice 15: heard plenty of support for having a round table and having it early i agree it's a good icebreaker

[2:34:25] Voice 15: the new items uh i i would add to what the cao uh says the new items either get passed or they

[2:34:34] Voice 15: get deferred and and uh you know my experience of my own uh item around this position of delegations

[2:34:41] Voice 15: has been deferred twice and that's okay um but it can be frustrating uh so i agree that new business

[2:34:52] Voice 15: at the at the end of the meeting is is maybe not the the best spot for it i i um

[2:35:00] Voice 15: um and then as far as uh i think what we could do um in terms of the consent agenda

[2:35:10] Voice 15: items uh there's there was a one uh um suggestion that consent agenda items could be at the end

[2:35:19] Voice 15: and what i would suggest is that if we're considering that then we need to have a

[2:35:23] Voice 15: short session early on to identify what items we want to remove from the consent and actually

[2:35:30] Voice 15: discuss and then have those at the end um the reporting out from staff i think it's absolutely

[2:35:36] Voice 15: it's valuable and important for uh trustees to have the opportunity to ask questions

[2:35:42] Voice 15: but in general i think a lot of reporting um uh you know there's often a briefing

[2:35:50] Voice 15: think trustees should be reading these these reports um and and again you know it's it's

[2:36:00] Voice 15: absolutely appropriate to have time to to to ask questions but um there's there's not a lot of

[2:36:07] Voice 15: point loading up the uh agenda with um reports that can be read by trustees you know in advance

[2:36:18] Voice 15: So, so, and just the one more item I do support the notion that council committee chairs or vice chairs, but at any rate the council committees could be leading the reporting out on on the, on the committee business.

[2:36:42] Voice 14: Okay, thank you. Vice Chair Peterson.

[2:36:49] Trustee Maude: Just going on the backs of what the CEO suggested, to me, Thursday is not the day to be conducting

[2:36:57] Trustee Maude: any business.

[2:36:59] Trustee Maude: If we can arrange the schedule so that Thursday is like briefing time, anything but holding

[2:37:06] your hands in the air and voting for things, I think that we can get away from the stress

[2:37:10] us of the Thursday exit strategy.

[2:37:15] Trustee Maude: And to further that, I would also support, you know, us investigating doing

[2:37:21] Trustee Maude: Wednesday evening things because, you know, we're all sequestered, we're all

[2:37:25] Trustee Maude: stuck in a hotel, we're not going anywhere.

[2:37:29] Trustee Maude: Instead of going to the bar at 8 o'clock at night, you can go to the bar at 10

[2:37:32] Trustee Maude: o'clock at night. I didn't say that.

[2:37:34] Trustee Maude: that is I just think that we have a valuable block of time that we could exploit from trustees

[2:37:42] Trustee Maude: in that Wednesday evening that again could de-stress Thursday because I can't remember

[2:37:51] Trustee Maude: the last time I went to trust council when 11 o'clock Thursday morning somebody wasn't pulling

[2:37:56] Trustee Maude: their hair out and it was because of like things like trustee Peterson's motion started trying to

[2:38:03] Trustee Maude: get some business done and there's just not enough time to advance the business

[2:38:07] Trustee Maude: so i would suggest if we just if we could get arrange the schedule so thursday was not

[2:38:13] Trustee Maude: a business um decision making time i think that would help everybody quite a bit thank you

[2:38:20] Trustee Luckham: okay

[2:38:22] Trustee Luckham: uh vice chair elliott your hands back up good i

[2:38:25] Voice 10: don't agree um an extremely long day followed by

[2:38:29] Voice 10: an evening of trying to make decisions is just going to be I think it's a nightmare but so

[2:38:37] Voice 10: those are my thoughts on that yeah briefings by staff do we need them I don't think so

[2:38:47] Voice 10: committee chairs you've got five minutes and hopefully there's a report that's been written

[2:38:56] Voice 10: So that we can also read it and then ask questions and the committee chairs. This supports the whole idea that the committees are doing the bulk of the work and the reason they're putting forward a recommendation for our consideration, that is the content and the discussions we need to be having.

[2:39:11] Voice 10: The recommendations from committees and questions from our fellow trustees about the work that they've done should be the bulk of our conversation. Reports from staff are excellent, but that's what they're in the agenda for is to be read.

[2:39:27] Voice 10: So I don't know where new business fits, but I agree not on the last day. And so perhaps roundtable of the first day, could that be followed by committee chair reports and sort of here's the status of our organization with the different reports from committees as well as the individual reports from LTCs that could be sort of setting the tone for the whole three day schedule.

[2:40:00] Trustee Luckham: Well, thank you very much, Vice Chairs. A couple of thoughts on this are, I've got a kind of a list, but I'm going to go randomly through it. But new business is an interesting thing in that, what is new business?

[2:40:19] Trustee Luckham: And so new business, in my mind, is something that somebody brings to the table after the agenda has been published and is a new emerging topic for which council needs to be engaged in to make a decision.

[2:40:36] Trustee Luckham: And indeed, whatever that might be, it's an unknown, it's difficult to manage, and maybe we actually only ever need to ask staff to sort out what the options are for us.

[2:40:50] Trustee Luckham: Or if it's urgent because of some deadline of which the province is famous for doing, then a decision would have to be made.

[2:40:59] Trustee Luckham: But I think although it's new business, we should avoid actually having to make decisions about those new business items other than directing staff to provide us information.

[2:41:09] Trustee Luckham: And maybe part of that information is, well, you should conduct an RWM before the deadline.

[2:41:13] Trustee Luckham: line. So regular new business is something that we've tried hard to encourage trustees to bring

[2:41:24] Trustee Luckham: to the agenda early on so it can be included in the agenda. So then it's not really new business.

[2:41:30] Trustee Luckham: And some of that seems to get mixed up now. And I'm not totally sure if that's true even.

[2:41:34] Trustee Luckham: But I think we need to provide the opportunity for emerging business to be conducted within the

[2:41:43] Trustee Luckham: regular agenda and we adopt we fit it into our schedule but that needs trustees to get that to us

[2:41:49] Trustee Luckham: you know either immediately after trust council or sometime in the first month after council so

[2:41:55] Trustee Luckham: that we have it two months ahead of time so the other thing is that the idea of notice of motion

[2:42:03] Trustee Luckham: we've talked about that in the past and indeed to some extent that's some of those new business

[2:42:07] Trustee Luckham: items is that somebody's going I want to include this on the next agenda and then it gets on the

[2:42:12] Trustee Luckham: the agenda it's not new business how how and where we handle the new business items is absolutely

[2:42:18] Trustee Luckham: true and there's consensus around not doing it on the last day um the other thing however in all of

[2:42:26] Trustee Luckham: this is that when we're talking about having more freedom and time for discussion and debate

[2:42:32] Trustee Luckham: in motions that ultimately potentially leads to things that are scheduled later on the agenda

[2:42:40] Trustee Luckham: we're not going to get to them so if we're happy to not get to them and put them on the next council

[2:42:44] Trustee Luckham: agenda fine um otherwise what happens at ubcm and what happens at abicc is those resolutions that

[2:42:53] Trustee Luckham: are on the table that are not that have recommendations with them that if the body

[2:42:59] Trustee Luckham: doesn't get to them in time then the executive committee of ubcm and in our case the executive

[2:43:04] Trustee Luckham: to the committee of council would advance them by adopting the recommendation so we should consider

[2:43:14] Trustee Luckham: having that tool um the other thing in all of this is what chairman trustee elliott has said

[2:43:22] Trustee Luckham: trustees have to read the reports in the package i don't really know that we i like to provide the

[2:43:29] Trustee Luckham: opportunity for the senior staff to be acknowledged and tell us what's exciting about going on

[2:43:34] Trustee Luckham: at the islands trust at the moment because i think that's important out of respect but if

[2:43:40] Trustee Luckham: everybody reads the agenda item and there's something in one of those reports that you

[2:43:44] Trustee Luckham: want to talk about the same thing that we're kind of doing now section by section could be done at

[2:43:49] Trustee Luckham: the beginning of council is there anything in the package in the consent agenda agenda items

[2:43:54] Trustee Luckham: that you need to have a discussion about that isn't a question that one trustee needs answered

[2:44:01] Trustee Luckham: from staff but it's a general concern that's shared by council because we often end up answering

[2:44:06] Trustee Luckham: questions that the person could have just asked staff that question before the meeting even started

[2:44:11] Trustee Luckham: and we wouldn't have to have had that so some of that stuff and in fact what was noted earlier

[2:44:17] Trustee Luckham: maybe it was trustee maud is that maybe there needs to be a preamble which i think maybe rather

[2:44:22] Trustee Luckham: than an hour session at council talking about how we're going to do things it could be a written

[2:44:27] Trustee Luckham: document that says this is what the expectations are and um and then that is just circulated over

[2:44:33] Trustee Luckham: and over and over again as a piece to help us so those are my general thoughts on all of that

[2:44:40] Trustee Luckham: scheduling and location we didn't talk about locations yet but um it sounds like it's coming

[2:44:47] Trustee Luckham: together a cao do you yes chime in here or do you i'll provide

[2:44:53] Voice 3: a thought that i'd like permission

[2:44:56] Voice 3: to investigate yeah that is the notion that you would have executive committee and in its

[2:45:05] Voice 3: traditional position on the tuesday afternoon and the next session would be called business

[2:45:11] Voice 3: and business would be any rfds or briefings from any area of the islands trust whether it's trust

[2:45:20] Voice 3: trust area services, administration, blah, blah.

[2:45:24] Voice 3: It's all grouped as trustee-sponsored RFDs numbered 1 to 45.

[2:45:31] Voice 3: Those are all the decisions and the briefings that need to be either decided

[2:45:37] Voice 3: or information communicated to trust counsel.

[2:45:40] Voice 3: That way, when you have to break, you're just breaking between item 11 and item 12.

[2:45:45] Voice 3: You're not breaking up trust programs committee.

[2:45:49] Voice 3: You're not breaking up regional planning committee.

[2:45:53] Voice 3: Then, new business becomes actually new business.

[2:45:57] Voice 3: It's business that comes up during the meeting that needs to be spoken of in an urgent manner.

[2:46:03] Voice 3: Trustee-sponsored RFDs just become business.

[2:46:07] Voice 3: Okay.

[2:46:09] Voice 3: Then, council committee and staff updates become more of the Thursday Q&A discussion, overview, whatever it might be.

[2:46:22] Voice 3: um and they're slotted into that time just you know we're doing a lot of work um in the next

[2:46:30] Voice 3: couple hours but i could see that might instead of having the formality of the subject area chunks

[2:46:37] Voice 3: um that might be an option then that would still allow for sessions sessions on the policy

[2:46:43] Voice 3: statement sessions on reconciliation those could still exist and be put on the agenda

[2:46:48] Voice 3: agenda, but business items would have to be a second category, irrespective of the branch

[2:46:56] Voice 3: or department it's coming from.

[2:46:59] Voice 3: So that's it.

[2:47:00] Voice 3: I'd like the opportunity to think that through.

[2:47:04] Trustee Luckham: So I would like you to think that through and come back with a recommendation.

[2:47:09] Trustee Luckham: So can we add that to the list of things that we've agreed upon that we will pull together

[2:47:17] Trustee Luckham: here for the next meeting?

[2:47:21] Trustee Luckham: Do I have consensus amongst the vice chair?

[2:47:23] Trustee Luckham: Yeah. Okay. So how about we break for lunch and come back at 1230 and continue this? I think

[2:47:29] Trustee Luckham: if we're, we don't necessarily need to dig too much deeper into this particular thing, because

[2:47:35] Trustee Luckham: although there are some nuts and bolts that we could actually go through at our next meeting,

[2:47:38] Trustee Luckham: when we're now actually planning the plan, I think this is the plan, the plan. And now we're

[2:47:43] Trustee Luckham: going to move into our next meeting will be the plan. And we're going to touch on that later here

[2:47:50] Trustee Luckham: here at 7.1.3, I think.

[2:47:52] Trustee Luckham: Okay, thanks.

[2:47:54] Trustee Luckham: Let's break, come back at 12.30.

[2:47:56] Voice 14: Thanks for a great morning, everybody.

[2:48:05] Voice 14: And thank you, Robert, for keeping track of us.

[3:16:00] Voice 14: Okay, so I see we've got an occupied boardroom.

[3:16:05] Voice 14: David Maude, thank you.

[3:16:07] Voice 14: Trustee Peterson, thank you.

[3:16:11] Voice 14: I'm not seeing Trustee Elliott logged in yet.

[3:16:17] Voice 14: Pause for a minute.

[3:16:19] Voice 14: Now sun's coming out here on Thedas.

[3:16:26] Voice 14: That's a good news, although it's cold.

[3:16:45] Voice 14: Trustee Elliott's not appearing on the

[3:16:47] Voice 15: participants list

[3:16:49] Voice 15: at this point, so maybe she's actually

[3:16:51] Voice 15: gonna be rejoining the meeting.

[3:16:53] Voice 15: uh

[3:16:54] Trustee Luckham: yeah that's what uh i would concur yeah i think that hopefully she's going to rejoin

[3:16:59] Trustee Luckham: but she's definitely not logged in at the moment and we're now at 12 33

[3:17:04] Voice 14: um anybody see any kind of

[3:17:13] Voice 14: email anything

[3:17:14] Trustee Luckham: otherwise i think we'll just uh begin here i think we uh finished the trust

[3:17:20] Trustee Luckham: council meeting options piece at this point is there any final remarks otherwise we'll go to

[3:17:25] Trustee Luckham: follow-up action list um

[3:17:28] Trustee Maude: are we going to have a discussion about uh venues are we are we just

[3:17:32] Trustee Maude: going to leave that for some staff advice that's ceo

[3:17:37] Voice 3: well you've got your next report on the coming

[3:17:41] Voice 3: schedule that's

[3:17:42] Trustee Luckham: right and then it goes from there yeah okay so we'll look at that uh schedule thanks

[3:17:48] Trustee Luckham: uh vice chair mod um okay follow-up action list review uh briefing uh ceo you want to introduce

[3:17:59] Trustee Luckham: this and then we'll look to see if there's any questions or concerns okay

[3:18:06] Voice 3: so um this matter is

[3:18:09] Voice 3: is a bit of trust council housekeeping you've undertaken this as an executive committee

[3:18:15] Voice 3: over the last month you went through your we had a fairly exhaustive meeting i think our last

[3:18:20] Voice 3: meeting where we went through all the various items we tallied them up um consolidated any

[3:18:24] Voice 3: that were appropriate got rid of any that um time had passed and then recommitted to

[3:18:31] Voice 3: any current directions uh trust council has a long list itself and this was an attempt to go through

[3:18:39] Voice 3: this i'm admitting that the actual software program itself needs a bit of work because it

[3:18:46] Voice 3: doesn't provide some of the facility that we'd like um that's a conversation for another day

[3:18:52] Voice 3: but anyway if you're in agreement the capitalized notes at the end of each of these

[3:19:02] Voice 3: are potential recommendations for trust counsel now before we go there i realize that any one of

[3:19:12] Voice 3: these could generate an hour's worth of conversation um and the world could be fine

[3:19:18] Voice 3: if you just have an ever-increasing list of follow-up action items. But every now

[3:19:25] Voice 3: and then it's probably of value to tidy them up. And it's still relatively new in

[3:19:32] Voice 3: the term, we're like a third into it. Some of these have been with us since 2019.

[3:19:41] Voice 3: Maybe some consolidation is appropriate. So anyway, each of these has a comment

[3:19:48] Voice 3: associated with them. If you're comfortable, I would create a briefing or an RIT trying not to

[3:19:58] Voice 3: be overly complex that says some of the advice associated with the current items you see here.

[3:20:09] Voice 3: For instance, on the first page, those items two and three are very, very similar. There might be

[3:20:18] Voice 14: a slight nuance and it was not this trust counsel really that came up with it um so do you agree

[3:20:29] Voice 3: with that approach do you want to do this now um and if overall the answer is yes then we should

[3:20:37] Voice 3: probably go through those you can't say get rid of something right these are this is trust counsel's

[3:20:41] Voice 3: fuel but you could say yeah let's go forward and have that conversation with trustee it's going to

[3:20:46] Voice 3: be difficult because they're going to get a sheet like this and they'll go geez what do we do with

[3:20:50] Voice 3: item x and confusion will abound but maybe it's uh a way to approach this is i would um we take

[3:21:01] Voice 3: 20 minutes of trust council and i could just review the list and just speak to it and then

[3:21:06] Voice 3: ask trust council do you want me to tidy this up for you and then come back with an updated list

[3:21:13] Voice 3: instead of

[3:21:13] Voice 14: you going through each one of those and recommending you know

[3:21:17] Voice 3: items two and three be

[3:21:20] Voice 3: consolidated and put forward i think that would create too much work

[3:21:24] Trustee Luckham: yeah and it would be need

[3:21:27] Trustee Luckham: to see duplicated accounts so yeah

[3:21:30] Voice 3: and then trust council will do the same thing yeah

[3:21:32] Voice 12: so

[3:21:34] Trustee Luckham: cao you uh

[3:21:35] Trustee Luckham: you know i'm going to follow the lead that was talked about earlier that presuming that everybody

[3:21:39] Trustee Luckham: has read the package had looked at those remarks i find that the remarks that you've made that are

[3:21:46] Trustee Luckham: are consistent with sort of a philosophy of doing current work and consolidating where there's

[3:21:54] Trustee Luckham: different elements to be consolidated and that if this was polished up that could be I would

[3:22:04] Trustee Luckham: suggest we'll break in the new ground here could be a committee of the whole discussion of the

[3:22:09] Trustee Luckham: council to tidy this up and then that would put us in a good place to start a new fiscal financial

[3:22:15] Trustee Luckham: year with a tidied up follow-up action list how's that that's the idea

[3:22:22] Trustee Luckham: what is the vice

[3:22:24] Trustee Luckham: chairs think i see tim is nodding and and david mott is smiling so i think that's golden so do

[3:22:32] Trustee Luckham: you need a motion to that effect or you just continue with what you're doing there well i

[3:22:37] Voice 3: think you could take a motion to uh something very simple to um looks

[3:22:44] Voice 14: like he's ready

[3:22:48] Voice 15: well well i actually chair thank you for for recognizing me i don't have a motion uh prepared

[3:22:54] Voice 15: but i just did want to um i did want to take a moment and thank staff for the work on this i

[3:23:01] Voice 15: think it's um this is really important that trust council goes through as uh you know the the

[3:23:07] Voice 15: process that uh indeed executive committee went through um earlier in the month and tidied this

[3:23:14] Voice 15: up and i think that the staff comments um are very helpful towards that end uh so i just wanted to

[3:23:22] Voice 15: take a moment of appreciation um for this uh and uh thanks i'll see if i can put together a motion

[3:23:30] Voice 15: here or

[3:23:32] Trustee Luckham: i can toss something together as well but david marler you have something uh

[3:23:37] Voice 9: yeah i just

[3:23:37] Voice 9: wanted to um say that you don't have a committee of the whole until the council has a policy on

[3:23:43] Voice 9: that so you

[3:23:44] Trustee Luckham: might be getting ahead

[3:23:45] Voice 9: of yourself send this to your commission

[3:23:46] Trustee Luckham: well i was sort of

[3:23:48] Trustee Luckham: i

[3:23:48] Voice 9: think

[3:23:50] Trustee Luckham: we allowed us some freedom there david from the

[3:23:54] Trustee Luckham: legislative regulations that we provide the opportunity for a free agent conversation and

[3:24:01] Trustee Luckham: not call it a committee of the whole yeah no that

[3:24:03] Voice 9: that's fine just don't like it you know

[3:24:06] Trustee Luckham: is that a good paraphrase yeah

[3:24:08] Voice 3: i just think just direction to bring um follow-up action

[3:24:13] Voice 3: list back to trust council for review and consolidation that's

[3:24:20] Trustee Luckham: exactly what i would

[3:24:21] Trustee Luckham: have said so tim are you on that same page sure

[3:24:26] Voice 15: i move that the executive committee requests staff

[3:24:29] Voice 15: to bring back the uh follow-up action list to trust council for review and consolidation

[3:24:37] Trustee Luckham: not seconded by david maude thank you david and um i'm not seeing trustee elliott so i'm

[3:24:45] Trustee Luckham: to call the vote all those in favor that

[3:24:48] Voice 14: carries tim peterson thank you all right i think that

[3:24:56] Voice 14: covers that one our

[3:24:58] Trustee Luckham: next item is the december trust council meeting plan for discussion um

[3:25:04] Trustee Luckham: now there isn't an item attached to that so this is just the broad conversation um

[3:25:14] Trustee Luckham: I think that's a standing agenda item, probably.

[3:25:18] Trustee Luckham: And so what we anticipate here, CAO,

[3:25:22] Trustee Luckham: or have we had that conversation now?

[3:25:25] Voice 3: We basically had that conversation.

[3:25:28] Trustee Luckham: Perfect. Love it.

[3:25:29] Trustee Luckham: So the

[3:25:30] Voice 3: only thing I would say is that we've got,

[3:25:32] Voice 3: we were talking earlier about having reconciliation,

[3:25:34] we look at themes that might be emerging.

[3:25:38] Voice 3: We're at this executive committee meeting,

[3:25:41] Voice 3: we're going to have one more.

[3:25:43] Voice 3: you've got visioning you've got the visioning question that's going to come back to you in

[3:25:48] Voice 3: the next two weeks for you to be the sponsor of that conversation at trust council that's what

[3:25:52] Voice 3: they were they wanted to re-engage there so there's some work there otherwise for a variety

[3:26:00] Voice 3: of reasons i don't think reconciliation will be necessarily the focus of this coming

[3:26:04] Voice 3: december trust council meeting we're still looking at whether we have san juan so san juan could be

[3:26:10] Voice 3: be the second leg of the stool, potentially.

[3:26:15] Voice 3: So I'm just giving you a little update

[3:26:18] Voice 3: on what's likely to appear on your agenda.

[3:26:25] Voice 3: And of course, there's gonna be a first blush of the budget.

[3:26:30] Trustee Luckham: Okay, so thank you for raising Cindy Wolfe,

[3:26:35] Trustee Luckham: the chair of the San Juan County Council.

[3:26:38] Trustee Luckham: Council has been we've sort of been having a bit of a back and forth dialogue and is very much

[3:26:46] Trustee Luckham: interested in coming to Council in December and so I would say that we should do that that's overdue

[3:26:53] Trustee Luckham: and there's definitely an appetite for that and I can reach out to her and ask her to reach out

[3:27:00] Trustee Luckham: to staff to schedule accordingly and I'll just ask the Vice Chairs for your support Cindy Wolf

[3:27:08] Trustee Luckham: the chair of the San Juan County who we've got a trans-border relationship with uh protocol um

[3:27:14] Trustee Luckham: it'd be lovely to have them come and share what's happening in their region and talk specifically

[3:27:19] Trustee Luckham: about the rescue tug situation uh they're big supporters of ours for that and we're supporters

[3:27:25] Trustee Luckham: of them for that work and um there's things to talk about vice chairs in support San Juan County

[3:27:32] Trustee Luckham: December okay let's make that so and um that's in Victoria and what was the other question in there

[3:27:43] Trustee Luckham: I

[3:27:45] Voice 14: don't think there was one it's just those are the

[3:27:47] Voice 3: um the key topics that are they're coming

[3:27:51] Voice 3: forward some sort of visioning discussion again well

[3:27:56] Voice 14: that would be lovely

[3:27:58] Trustee Luckham: to resolve that too

[3:28:01] Trustee Luckham: so okay and does this require any motion i think it's just a work in progress we'll see it at our

[3:28:08] Trustee Luckham: next in-person meeting some glued together ideas a

[3:28:11] Voice 3: couple weeks yeah okay

[3:28:13] Trustee Luckham: then if that's all right

[3:28:16] Trustee Luckham: uh vice chairs and staff will continue on all the way through administrative services julia mobs

[3:28:25] Trustee Luckham: forecasted areas of overspending um we could talk about schedule uh pardon me

[3:28:32] Trustee Maude: we're going to discuss the schedule that's coming up let's go okay i'm ahead of my head again

[3:28:37] Trustee Maude: forward thinking

[3:28:41] Trustee Luckham: that's the idea julia mobs thank you for bringing this to our attention uh thanks

[3:28:49] Voice 1: chair um so we do have our trust council has policy that dictates uh when we need to report

[3:28:55] Voice 1: out to executive committee on actual overspending that we're seeing in the organization or forecasted

[3:29:02] Voice 1: areas of overspending that we're seeing. So we've now prepared the quarter forecast. And so we are

[3:29:08] Voice 1: identifying a number of general ledger lines where we think we will be overspent.

[3:29:14] Voice 1: They're highlighted in this report for you with a little bit of detail to understand

[3:29:18] Voice 1: why we're overspending those lines and where staff have a suggestion to provide mitigating

[3:29:24] Voice 1: strategies we've done so but policy does dictate that executive committee will decide on any

[3:29:30] Voice 1: corrective action to be taken if needed. Will the committee would you like me to actually walk

[3:29:35] Voice 1: through the areas of overspending?

[3:29:39] Trustee Luckham: I've read the report I'm assuming that each of us has and maybe

[3:29:43] Trustee Luckham: we could just go to questions on any of those areas of overspending if there's clarity needed

[3:29:47] Trustee Luckham: would that be okay Director Moms? That's fine with me.

[3:29:52] Trustee Luckham: Vice-Chairs any questions about areas

[3:29:54] Trustee Luckham: of overspending?

[3:29:57] Trustee Luckham: No.

[3:29:58] Trustee Luckham: So, you know...

[3:30:00] Trustee Luckham: So my own remark, really, more than anything, is we've seen more of these reports in recent

[3:30:06] Trustee Luckham: history than we have historically.

[3:30:08] Trustee Luckham: And this is because we're doing so much tighter budgeting, I assume.

[3:30:13] Trustee Luckham: And so some of the flexibility that maybe existed before doesn't exist.

[3:30:18] Trustee Luckham: And maybe we need to reconsider perhaps some of the cuts in budgeting that we've done as

[3:30:24] Trustee Luckham: we continue on.

[3:30:25] Trustee Luckham: If this was a crisis, you would have said so at the end, and there's enough slack with other savings that we're not in crisis.

[3:30:35] Trustee Luckham: But I'm presuming we could get much closer to that crisis situation, given the fiscal restraint that we're applying to our budgets.

[3:30:44] Trustee Luckham: Is that a fair assumption?

[3:30:47] Voice 1: It could be.

[3:30:48] Voice 1: Some of what's driving the areas of overspending, you'll notice, is in places like legal expense.

[3:30:55] Voice 1: There's portions of legal expense that are really difficult for us to budget for when it's associated with litigation and claims that come against the trust.

[3:31:03] Voice 1: So, you know, that's that's a tough area to budget for.

[3:31:06] Voice 1: Some of the other areas are simply because it's a it's a new term.

[3:31:10] Voice 1: And so the data we were using to inform the current year budget was less reliable.

[3:31:14] Voice 1: So things like executive expenses on LTC that, of course, was based on historic data that wasn't so useful this budget time around.

[3:31:22] Voice 1: and overall as you mentioned chair we are not in jeopardy for the islands trust budget as a whole

[3:31:30] Trustee Luckham: okay that's great and i acknowledge trustee ellett you managed to join us that's great

[3:31:34] Trustee Luckham: uh we started the meeting without you apologies i

[3:31:38] Voice 10: have no i'm my apologies for being late

[3:31:41] Trustee Luckham: that's fine so we're just wrapping up the administrative services forecasted area of

[3:31:45] Trustee Luckham: overspending briefing and uh uh is there any questions that you had about any of those

[3:31:51] Trustee Luckham: particular areas of overspending that director mobs has identified no

[3:31:55] Voice 10: i think it's it's all

[3:31:56] Voice 10: pretty clear and um i do appreciate the reporting for sure okay

[3:32:00] Trustee Luckham: so um um thank you very much director

[3:32:04] Trustee Luckham: mobs um look forward to the next one hopefully it's uh we managed to catch up a little bit here

[3:32:10] Trustee Luckham: somewhere

[3:32:10] Voice 1: so chair if i may um i'm taking that then is that there's no direction received to

[3:32:16] Voice 1: staff to mitigate any of these over areas of overspending because overall we're in good shape

[3:32:21] Voice 1: i'm hearing that correctly well

[3:32:23] Trustee Luckham: you didn't make a recommendation there for any mitigation um but um

[3:32:28] Trustee Luckham: you know this is the first quarter right and so second quarter well so you know we want to be

[3:32:35] Trustee Luckham: be sure that if that's necessary that you would be bringing that to our attention uh before even

[3:32:41] Trustee Luckham: before the next quarterly report um does that sound satisfactory vice chairs yeah okay so

[3:32:52] Trustee Luckham: So thank you.

[3:32:53] Trustee Luckham: Anything else you'd like to advise us at this time?

[3:32:57] Voice 1: No, some of the areas on this report

[3:32:59] Voice 1: we'll actually be touching on later in this agenda

[3:33:01] Voice 1: in more detail, so we get to cover it again.

[3:33:03] Voice 1: Yeah, that was

[3:33:04] Voice 1: the question, thank you.

[3:33:05] Trustee Luckham: That's great.

[3:33:06] Trustee Luckham: Did you have a question?

[3:33:08] Trustee Luckham: No?

[3:33:09] Voice 10: No, that was it.

[3:33:10] Voice 10: It's the, yeah, it's okay.

[3:33:13] Voice 10: We'll get to it later, I think.

[3:33:14] Trustee Luckham: Okay, great.

[3:33:16] Trustee Luckham: So then this then brings us to the next section,

[3:33:20] Trustee Luckham: which is what David Mott is so excited to talk about

[3:33:23] Trustee Luckham: is draft executive committee and trust council schedules for 2024. I'm glad to see this here and

[3:33:32] Trustee Luckham: I'm just trying to flash on who is the CAO. You're the one that's responsible for this

[3:33:36] Trustee Luckham: lovely piece of work. Over to you. Okay so

[3:33:39] Voice 3: yeah this is fairly regular. You get some version of

[3:33:43] Voice 3: this type of report this time every year and that's where you identify the dates for

[3:33:49] Voice 3: Council meetings and then at the December meeting Trust Council approves

[3:33:54] Voice 3: those dates of course we can't wait for everything to be confirmed before we

[3:33:58] Voice 3: schedule for the coming year otherwise we'd be doing this six months ago so in

[3:34:05] Voice 3: the background so there's the general agreement on the Trust Council meeting

[3:34:11] Voice 3: dates Lori's gone through these and measured them against other stuff on the

[3:34:15] Voice 3: legislative calendar and the various march breaks and holidays and so forth and um keeps within our

[3:34:24] Voice 3: meeting procedures bylaw or i don't know if there's a meeting procedures bylaw but that requires that

[3:34:28] Voice 3: the meetings occur generally in march june september to december here's what is offered

[3:34:33] Voice 3: and should be put forward to trust council last time we did it i had a bracket beside each one

[3:34:39] Voice 3: and said salt spring or it had the location but because that's a source of conversation that's

[3:34:46] Voice 3: for you to discuss and then amend to this depending upon which way you want to go we had a new trust

[3:34:52] Voice 3: council they lived in the you know we had the fully electronic meeting era uh there was then

[3:34:59] Voice 3: the swing back to all full live on island meetings there's been obviously some reconsideration of

[3:35:05] Voice 3: that what's what's a good place to get work done but not over tax organization so that's the

[3:35:10] Voice 3: on page two but once we have this we then need to have the executive committee confirmation of

[3:35:18] Voice 3: the executive committee agenda and that's on the appendix here and those dates have been gone

[3:35:23] Voice 3: through i have to admit i personally have not gone through every single date uh you do have

[3:35:29] Voice 3: a lot more flexibility now because so many of your meetings are electronic

[3:35:32] Voice 3: chronic compared to previous eras but generally these look like reasonable times and once those

[3:35:40] Voice 3: two things are set that allows the council committees and the ltcs to all about their

[3:35:45] Voice 3: agendas that being said all of the admin people have been working on the ltc agendas for the

[3:35:52] Voice 3: coming year already based on this generally being program so if you're happy with this

[3:35:58] it would be to approve your meeting schedule for 2024

[3:36:03] Voice 3: and that we prepare RFD to approve

[3:36:06] Voice 3: the trust council 2024 meeting schedule.

[3:36:10] Trustee Luckham: Okay, that's great, thank you.

[3:36:13] Trustee Luckham: I'm happy with it the way it is,

[3:36:15] Trustee Luckham: but let's see how Trustee Maad thinks.

[3:36:18] Trustee Maude: I'm not going to say I'm unhappy,

[3:36:20] Trustee Maude: but I would ask potential for consideration

[3:36:23] Trustee Maude: for my special request for the meetings

[3:36:26] Trustee Maude: to start at 9.15 rather than 9 a.m.

[3:36:29] Trustee Luckham: Oh, thank you.

[3:36:30] Trustee Maude: um i think that would de-stress my life considerably um and are are we open to talk

[3:36:38] Trustee Maude: about trust council for 2024 is that a future discussion no i think

[3:36:43] Voice 3: that uh through the chair

[3:36:44] Voice 3: i think that would be a discussion for now um to make a recommendation to trust council and

[3:36:51] Voice 3: the world is yours i mean we haven't done the work if you said let's go to small islands and

[3:36:58] Voice 3: saturn is up for this next year we haven't done the research around whether that the viability

[3:37:02] Voice 3: of that um but now is the time to have that conversation like i would have a recommendation

[3:37:10] Voice 3: or things for you to think about that would follow some of yours so you're thinking so i

[3:37:14] Voice 3: think you should do that and recommend something to council for them to

[3:37:17] Trustee Maude: discuss well i i just i

[3:37:19] Trustee Maude: i would like to open up with just following on the theme um that i think march should be nanaimo

[3:37:25] Trustee Maude: June should be Victoria. September should be the 9th, and December should be Victoria.

[3:37:30] Trustee Maude: That's my

[3:37:30] Voice 14: preference. You

[3:37:34] Trustee Luckham: don't like Duncan?

[3:37:36] Trustee Maude: I'm open to that. That was my opening statement.

[3:37:40] Trustee Maude: So let's negotiate about Duncan. Do we know

[3:37:44] Trustee Maude: facilities up there?

[3:37:46] Trustee Luckham: We've got a hotel.

[3:37:50] Trustee Luckham: Anyway, so I think the 9.15 a.m. start

[3:37:54] Trustee Luckham: request is reasonable. Anybody else?

[3:37:58] Trustee Luckham: Yeah.

[3:38:02] Trustee Luckham: So, do you want us to tell you what locations to consider, CAO?

[3:38:09] Voice 3: I do.

[3:38:11] Voice 3: I think you first have to have the conversation around, given what you know,

[3:38:16] Voice 3: do you want Trust Council just to have a conversation about whether the meeting should be electronic or not,

[3:38:23] Voice 3: whether they should be live or not, whether they should be on island or not,

[3:38:27] Voice 3: or whether they should be in folks' locations?

[3:38:30] Voice 3: What we've just heard here is that you're thinking of focused locations, live meeting

[3:38:36] Voice 3: schedule is now protocol one, and if that was the case, you would go through and do

[3:38:44] Voice 3: just that.

[3:38:46] Voice 3: We know December's in Victoria makes sense, and then parse out the others.

[3:38:52] Voice 3: I think there's discussion that NIMO is a viable location.

[3:38:55] Voice 3: Right. I think Salt Spring could still, you know, we could still provide an experience on Salt Spring that's workable and on within your jurisdiction.

[3:39:07] Trustee Luckham: Yeah. So maybe let's then suggest that, you know, well, there's two things we've got going on here.

[3:39:14] Trustee Luckham: one is the meeting schedule as 9 15 starts for executive committee and that uh trust council

[3:39:21] Trustee Luckham: meetings be held in person um at nanaimo at potential locations being nanaimo salt spring

[3:39:29] Trustee Luckham: duncan victoria and then you can figure it out come back to us and

[3:39:38] Voice 14: that would be a recommendation

[3:39:39] Trustee Luckham: to council and then they can debate it if they want to do something different okay

[3:39:43] Voice 3: then do you

[3:39:44] Voice 3: Do you have any direction to me with regards to those?

[3:39:50] Voice 3: Like, I don't have any new information.

[3:39:53] Trustee Luckham: Understood.

[3:39:54] Voice 3: With regards, the only one we don't know is Duncan.

[3:39:57] Voice 3: We haven't conducted a trust council on Duncan.

[3:40:00] Voice 3: We can research that, I expect.

[3:40:02] Trustee Luckham: So the best Western hotel, it's right on the highway, got lots of rooms, they've got meeting space.

[3:40:07] Voice 3: Yeah, there is a lot involved in determining a location for a trust council meeting.

[3:40:12] Voice 3: meeting i know that that's one hotel but there's um someone has to do some some work associated

[3:40:19] Voice 3: with that

[3:40:20] Voice 14: um same

[3:40:22] Trustee Luckham: with salt spring yeah

[3:40:25] Voice 14: salt spring we have a pretty good deal for um same

[3:40:30] Voice 14: with nymo so i can come back with a recommendation that would be good so

[3:40:42] Voice 10: we're looking to bring a

[3:40:43] Voice 10: recommendation back to executive committee uh then for consideration of trust council in december

[3:40:49] Voice 10: like we'll present this as here's what we're thinking um or we'll just endorse that recommendation

[3:40:57] Voice 10: at executive you

[3:41:00] Trustee Luckham: agree cao yeah

[3:41:03] Voice 3: so i would come back with essentially the report you've got in

[3:41:06] Voice 3: front of you right now

[3:41:07] Voice 12: um

[3:41:09] Voice 3: that says uh it would be an rfd for trust council to approve the 2024

[3:41:16] Voice 3: 24 meeting schedule at these times

[3:41:21] Voice 3: with these suggested locations.

[3:41:23] Voice 3: Yep.

[3:41:24] Voice 3: With these meetings, whether it's electronic or not.

[3:41:27] Voice 3: And in this case, it would be all live.

[3:41:30] Voice 3: And that would be the resolution

[3:41:31] Voice 3: that trust council would debate.

[3:41:34] Trustee Luckham: Yes.

[3:41:34] Trustee Luckham: Got it.

[3:41:36] Trustee Luckham: So the motion before us then is executive committee

[3:41:39] Trustee Luckham: approved their 2024 meeting schedule

[3:41:40] Trustee Luckham: and the staff prepare requests for decision

[3:41:42] Trustee Luckham: for trust council to approve the 2024 meeting schedule

[3:41:46] Trustee Luckham: schedule in-person and consider locations, including Nanaimo, Victoria, Salt Spring, Duncan.

[3:41:55] Voice 14: Director Mobs,

[3:41:56] Voice 14: yes or no?

[3:41:57] Trustee Luckham: Yes, Director Mobs.

[3:42:00] Voice 1: Thanks, committee. I just wanted to let you know

[3:42:03] Voice 1: we have started the work of looking at the average costs for Trust Council meetings that are held in

[3:42:09] Voice 1: person. That report's going to Financial Planning Committee for next week. It is identifying an

[3:42:14] Voice 1: average cost for in-person meeting of 31 000 and that is for meetings held in victoria or nanaimo

[3:42:20] Voice 1: and in the gulf islands so the cost is pretty comparable certainly the workload is much higher

[3:42:28] Voice 1: to organize meetings in the gulf islands specifically on those that are smaller and

[3:42:32] Voice 1: don't have a single venue to hold all attendees um so we do have in the draft budget uh for in-person

[3:42:40] Voice 1: meetings at $31,000 each. I just thought that info might be useful for the committee.

[3:42:49] Trustee Luckham: It's surprising to hear the numbers, but not unexpected. Thank you. Vice Chair Elliott.

[3:42:58] Voice 10: Thank you, Chair. We want to also bullet or indicate which quarterly meetings we might

[3:43:07] Voice 10: be inviting conservancy board members to attend um this is sort of a new addition to support

[3:43:15] Voice 10: more information sharing between ec and conservancy um so i i know those are not going

[3:43:23] Voice 10: to be extra meetings but um perhaps we could indicate which ones might be um with the

[3:43:31] Voice 10: the Conservancy so that we can communicate with staff

[3:43:34] Voice 10: for their scheduling.

[3:43:40] Voice 14: CAO, any,

[3:43:41] Trustee Luckham: or Director Frater, your area of expertise?

[3:43:45] Trustee Luckham: I think we'd work around your schedules.

[3:43:48] Voice 6: I can say that at the next board meeting,

[3:43:51] Voice 6: we'll be bringing the dates of January 31st, April 24th,

[3:43:54] Voice 6: and October 9th to the board meeting,

[3:43:57] Voice 6: and then you would have a fourth

[3:43:58] Voice 6: new standing annual meeting.

[3:44:00] Voice 6: So the board will be considering those proposed dates,

[3:44:02] Voice 6: and if that

[3:44:02] Voice 14: works for their schedules,

[3:44:03] Voice 14: we'll bring that back to executives.

[3:44:09] Voice 14: okay uh robert did you manage to capture that motion

[3:44:13] Trustee Luckham: that i suggested uh

[3:44:18] Voice 2: yes uh you're wanting

[3:44:20] Voice 2: to put the two motions that were recommended together and to add yes i can show that

[3:44:26] Voice 2: brilliant

[3:44:28] Voice 14: there you go so is

[3:44:33] Trustee Luckham: that factory does somebody want to second it well there are two

[3:44:39] Trustee Luckham: motions at

[3:44:39] Voice 2: the moment chair um did you

[3:44:41] Trustee Luckham: want me to

[3:44:42] Voice 2: put the two together no oh

[3:44:45] Trustee Luckham: no we want them

[3:44:46] Trustee Luckham: separate okay so then let's make the first motion there um i'll move that the executive committee

[3:44:52] Trustee Luckham: approved to try their 2024 meeting schedule as intended it's amended that's right uh seconded

[3:45:02] Voice 14: david maude all those in favor any opposed none

[3:45:08] Trustee Luckham: opposed all right so there's a second motion there

[3:45:13] Trustee Luckham: chair um which I kind of already made so that's all right I move the executive committee request

[3:45:21] Trustee Luckham: staff to prepare a request for decision for trust council to approve their 2024.

[3:45:26] Trustee Luckham: in person and consider locations including the Naimo Salt Spring Island Duncan and Victoria

[3:45:34] Trustee Luckham: was there a comment in the room otherwise seconded David Maude

[3:45:39] Trustee Luckham: all those in favor there we go that carries unanimously our work is set for us

[3:45:47] Trustee Luckham: um anything

[3:45:48] Voice 14: else on this topic no all right um that's

[3:45:57] Trustee Luckham: page one and a part of page two we already

[3:46:00] Trustee Luckham: did uh so oh page two there we go legal opinion distribution discussion uh vice chair mod 8.2.12

[3:46:10] Trustee Luckham: And over to you.

[3:46:12] Trustee Maude: Thank you.

[3:46:14] Trustee Maude: Just a brief discussion request.

[3:46:19] Trustee Maude: We do, as Trials Trust, get legal opinions.

[3:46:26] And what I was suggesting in conversation

[3:46:30] Trustee Maude: with Director Marler was that as we get a

[3:46:34] Trustee Maude: legal opinion, that it gets circulated to EC so that we're basically up to speed as

[3:46:40] Trustee Maude: to the various issues that are going on that particularly concerns ltcs um where there might

[3:46:46] Trustee Maude: be a legal opinion that is basically siloed with an ltc without ec knowing about it and then the

[3:46:55] Trustee Maude: potential that one of us would have to go to to sub in as a chair and not sort of being up to speed

[3:47:01] Trustee Maude: with what sort of background issues might be happening within the community

[3:47:05] Trustee Maude: and i i just thought you know as an organization you know circulating that information to ec

[3:47:13] Trustee Maude: would provide i think a lot of value to us and just wanted to put that on the

[3:47:17] Voice 14: table okay

[3:47:27] Voice 14: any remarks from staff it seems like a reasonable request i don't know how that would be managed

[3:47:36] Voice 14: trustee peterson uh

[3:47:41] Voice 15: i'd just like to uh say i agree with uh trustee maude there i think that

[3:47:46] Voice 15: be could be uh useful um and to have uh you know the chair of all ltcs have access to

[3:47:58] Voice 14: timely matter

[3:47:59] Voice 14: that'd be great okay do we need a motion for

[3:48:12] Trustee Luckham: that to happen or what what's the recommendation from

[3:48:16] Trustee Luckham: the staff there about how to accomplish that i have a mayor

[3:48:21] Voice 9: resolution just to uh get onto

[3:48:24] Voice 9: to FUAL, so don't forget about that.

[3:48:26] Voice 9: It's pretty easy to do

[3:48:28] Voice 9: once we get a legal opinion in

[3:48:30] Voice 9: this related

[3:48:31] Voice 9: local trust committee. We'll copy it to the EC

[3:48:34] Voice 9: as well as the local trust committee.

[3:48:39] Voice 14: Okay.

[3:48:42] Trustee Luckham: So does somebody want to make that motion?

[3:48:44] Trustee Maude: David?

[3:48:44] Trustee Maude: I would move that as

[3:48:48] Trustee Maude: legal opinions are received

[3:48:50] Trustee Maude: that they be

[3:48:52] Trustee Maude: circulated to EC.

[3:48:54] Voice 9: Is that simple enough?

[3:48:55] Voice 9: yeah that the executive committee requests that um as legal opinions are received that staff

[3:49:03] Voice 9: circulate them to the executive committee so moved okay

[3:49:09] Trustee Luckham: moved seconded by trustee elliot

[3:49:11] Trustee Luckham: you got that robert yes thank you um any further discussion all those in favor

[3:49:20] Trustee Luckham: so

[3:49:22] Voice 9: if i may just be clear that would exclude that would just be local trust committee related

[3:49:26] Voice 9: not the Analyst Trust Conservancy Board,

[3:49:28] Voice 9: that you're understanding through your guidance.

[3:49:34] Trustee Luckham: Okay, so that carries.

[3:49:36] Trustee Luckham: And thank you very much for that, David Mahler.

[3:49:41] Trustee Luckham: Next item on our agenda is on page 59,

[3:49:47] Trustee Luckham: and it's a sponsorship application for rezoning.

[3:49:52] Trustee Luckham: This is coming from Brad Smith,

[3:49:53] Trustee Luckham: Smith, planner for North Pender, presuming. I'll maybe turn to the North Pender chair

[3:50:03] Trustee Luckham: to, as I don't see Brad online here, unless Stefan Cermak is going to carry this. Otherwise,

[3:50:09] Trustee Luckham: I'll just go to Trustee Maud. And if he needs any support from Stefan, we could seek that.

[3:50:15] Trustee Maude: So I think it's fairly straightforward, unless Stefan wants to sort of step in.

[3:50:21] Trustee Maude: All it is is enabling the local housing society to apply for some BC housing funding.

[3:50:31] Trustee Maude: The way the wording is currently within the bylaws is somewhat restrictive and it doesn't

[3:50:40] Trustee Maude: really fall within what they want to do with expanding their housing development.

[3:50:45] Trustee Maude: IT'S SIMPLY CHANGING A FEW WORDS TO MAKE IT WORK FOR THEM.

[3:50:53] Trustee Maude: CERTAINLY IT HAS BROAD COMMUNITY SUPPORT AND I WOULD LIKE TO MAKE THAT MOTION AND THAT

[3:51:00] Trustee Maude: WOULD BE THAT THE EXECUTIVE COMMITTEE APPROVE FINANCIAL SPONSORSHIP OF $4,400 FOR THE REZONING

[3:51:05] Trustee Maude: APPLICATION NPRZ2023.1.

[3:51:10] Trustee Luckham: NEW SPEAKER.

[3:51:11] Trustee Luckham: NEW SPEAKER.

[3:51:12] Trustee Luckham: NEW SPEAKER.

[3:51:14] Trustee Luckham: NEW SPEAKER.

[3:51:15] Trustee Luckham: NEW SPEAKER.

[3:51:15] Trustee Luckham: NEW SPEAKER.

[3:51:16] Trustee Luckham: NEW SPEAKER.

[3:51:18] Trustee Luckham: are any discussion or questions yeah i can't help but think about things sometimes

[3:51:28] Trustee Luckham: and uh i guess my immediate question is does the north pender does this organization have

[3:51:35] Trustee Luckham: an immediate uh project in mind or is this sort of preemptive planning they

[3:51:40] Trustee Maude: have they

[3:51:42] Trustee Maude: have a project in mind and in fact they were very struggling with putting this application in

[3:51:48] Trustee Maude: because apparently dc housing um don't want to consider um projects that have uh rezoning

[3:51:55] Trustee Maude: applications before them um but uh um fortunately mr bonnerall who was at the meeting and who has

[3:52:03] Trustee Maude: a great amount of experience with these type of projects offered to help stick handle things

[3:52:08] Trustee Maude: through and he did not feel that was going to be a barrier for this application so hopefully going

[3:52:13] Trustee Maude: to be going forward quite forward quite quickly okay

[3:52:17] Trustee Luckham: well that's that's good news then um yeah

[3:52:24] Trustee Luckham: and so this would just be handled in the normal process of applications there's not any priority

[3:52:29] Trustee Luckham: associated with it okay well that's good then so um is there any further discussion i'll call for

[3:52:36] Trustee Luckham: a vote then all those in favor and that carries good luck to that housing project um we may see

[3:52:45] Trustee Luckham: see more of these which is interesting because I know that conversation is being had elsewhere

[3:52:49] Trustee Luckham: um so let's move on to administrative services financial costs of UBCM attendance uh uh briefing

[3:52:59] Trustee Luckham: from Vice Chair Elliott and um Director Mobs has obviously provided a significant amount of

[3:53:06] Trustee Luckham: information here and grateful for that so Trustee Elliott over to you uh

[3:53:13] Voice 10: thank you Chair I I was

[3:53:15] Voice 10: just curious um i've never attended ubcm before and i don't know what our typical practice is

[3:53:23] Voice 10: so i wanted to have a conversation to assess the costs and relative benefits for um having all of

[3:53:30] Voice 10: ec members and a staff member attend um thank you director mobs for um breaking it down so

[3:53:37] Voice 10: much i think there's some areas where we could definitely improve um and i really appreciate

[3:53:43] Voice 10: you bringing it forward so quickly so um it's personally i think this is more than

[3:53:50] Voice 10: our institution can bear um is my first thought but i don't know how it calculates out relative

[3:53:58] Voice 10: to other local governments and or our past expenditures so i recognize this is just a window

[3:54:06] Voice 10: with this one year of attendance um but yeah i i think the costs are quite high and they do need

[3:54:13] Voice 10: to be justified in terms of what we're delivering um as well so just wanted to have a conversation

[3:54:20] Voice 10: about that twenty two thousand dollars is it worth it well

[3:54:28] Trustee Luckham: i guess the value is on what long-term

[3:54:31] Trustee Luckham: outcomes might be i suppose um but uh i think it's all somewhat obligatory for some of us to attend

[3:54:41] Trustee Luckham: because there are interests of the Allen's Trust

[3:54:44] Trustee Luckham: that are advanced at UBCM,

[3:54:46] Trustee Luckham: particularly motions that we bring to the floor.

[3:54:48] Trustee Luckham: And certainly that begs the question

[3:54:50] Trustee Luckham: whether or not we should be bringing motions

[3:54:51] Trustee Luckham: to the floor at UBCM.

[3:54:53] Trustee Luckham: But indeed, that's a long-term outcome.

[3:54:56] Trustee Luckham: Meetings with ministers certainly adds up to being expensive.

[3:54:59] Trustee Luckham: If we just go to UBCM to meet with ministers,

[3:55:02] Trustee Luckham: we could buy them lunch or something instead,

[3:55:04] Trustee Luckham: much less.

[3:55:06] Trustee Luckham: So I think there's value in it,

[3:55:09] Trustee Luckham: but there's certainly a cost associated with it it's up to us to determine how many of us

[3:55:13] Trustee Luckham: we feel want to attend i think and that's a decision that we make every year

[3:55:17] Trustee Luckham: um anybody else any thoughts ceo do you have any remarks about historic attendance none okay

[3:55:27] Voice 14: uh trustee peterson yeah thank

[3:55:31] Voice 15: you chair um certainly there's uh it's it costs a bunch

[3:55:35] Voice 15: of money i i think there is value um i think that we could look at whether um

[3:55:45] Voice 15: all four members of ec need to go or not that's certainly worthy of discussion uh i definitely

[3:55:53] Voice 15: think that we should you know it's important i believe it's important for us to have

[3:55:58] Voice 15: representation there and uh i actually do think that uh leaving that all to the chair is is not

[3:56:06] Voice 15: equitable um the other consideration that i was thinking about and we sort of touched a bit on it

[3:56:15] Voice 15: earlier to talk about trust councils is um if we were able to book uh like i know my accommodation

[3:56:25] Voice 15: i had uh trouble finding a place it turned out to be quite expensive um if we're able to book uh

[3:56:34] Voice 15: uh earlier um do a group booking whatever I think there's I think there's some some room for uh

[3:56:42] Voice 15: potential savings looking at that kind of thing so those are those are my thoughts there um

[3:56:52] Voice 14: I I yeah there's it's

[3:56:56] Voice 15: I think it's important that Islands Trust is engaged um with the Union of BC

[3:57:01] Voice 15: municipalities and and certainly there's uh beyond the formal sessions and and the minister

[3:57:10] Voice 15: meetings there are um sort of chance opportunities that happen in terms of um uh meeting um members

[3:57:19] Voice 15: of provincial governments talking with uh other um locally elected folks and uh i've actually one of

[3:57:28] Voice 15: of the uh things i made note of in my little uh brief report here to ec was the uh uh and

[3:57:37] Voice 15: particularly the small talk forum that i went to um really good discussions with uh moti staff there

[3:57:45] Voice 15: and uh and it was actually good to have those discussions with um other members of local

[3:57:51] Voice 15: government uh one of the bowen council members happened to be sitting at the table at the same

[3:57:55] Voice 15: time as as i was and uh so so there's value and certainly i think we could look at approaches that

[3:58:05] Voice 15: that might make it uh we might be able to save some money if we if we plan uh how how we're

[3:58:13] Voice 15: going to attend a little a

[3:58:15] Voice 14: little bit more in advance i think uh trustee mark um yeah i just

[3:58:25] Trustee Maude: I would say that we perhaps could exploit UBCM a little bit better if we were a little bit more

[3:58:30] Trustee Maude: coordinated. I just felt as a member of AEC, basically we're advised to attend,

[3:58:40] Trustee Maude: but there was no guidance as to what to attend. And so it made it a little bit, I won't say a

[3:58:49] Trustee Maude: free-for-all but it made it difficult as an individual so like i i i sought trust guidance

[3:58:56] Trustee Maude: um um and their guidance was well perhaps you don't want to go to any of the seminars and such

[3:59:02] Trustee Maude: and basically use it more as a networking experience and that was probably the most

[3:59:06] Trustee Maude: valuable guidance i got um is the experience of the conference as a whole um was i felt quite

[3:59:14] quite valuable personally.

[3:59:16] Trustee Maude: I found what was invaluable to me

[3:59:20] Trustee Maude: was the meeting with Bowen Council.

[3:59:22] Trustee Maude: And I would suggest, and I have suggested,

[3:59:25] Trustee Maude: that that be part of the annual UBCM conference

[3:59:29] Trustee Maude: was having a sit down lunch or something with Bowen Council,

[3:59:33] Trustee Maude: making that our annual meeting,

[3:59:35] Trustee Maude: because it seems that all Bowen Council goes.

[3:59:38] Trustee Maude: And, you know, there actually might be some cost savings

[3:59:41] Trustee Maude: and just accommodating that within that um the other thing i will note is um the breakfast that

[3:59:48] Trustee Maude: we did uh i felt to be very very valuable for islands trust um i i think it's a excellent

[3:59:57] Trustee Maude: It was an excellent opportunity.

[4:00:00] Trustee Maude: It was what we did this year was very well done.

[4:00:04] Trustee Maude: I think it was very, very well received.

[4:00:07] Trustee Maude: And hopefully it's something that we wouldn't look for pairing it up from the budget because, you know, if there's one thing we do, I think that that's probably the one thing we should do.

[4:00:19] Voice 14: Thank you.

[4:00:23] Voice 14: Okay.

[4:00:25] Voice 14: Vice Chair Ehrlich, do

[4:00:26] Trustee Luckham: you want to share?

[4:00:26] Trustee Luckham: I

[4:00:27] Voice 10: think the critical question is, does this kind of attendance get organized by staff and they look for the cost savings in a block or are, you know, or the executive, we make the decision who's going to go and then we book ourselves.

[4:00:45] Voice 10: And if we're to book ourselves, what is our responsibility in terms of fiscal responsibility? And to be conservative, being mindful that the conversations of financial planning and the constant gutting of project budgets every single year, which is where the work gets done,

[4:01:06] Voice 10: done, where island communities want to see their vision advance for how to do land use planning.

[4:01:14] Voice 10: So this kind of spending, I don't think is justifiable in light of increasing taxes and

[4:01:24] Voice 10: inflation, everything else. So we've got to make some hard decisions. And I think earlier rather

[4:01:28] Voice 10: than later is better. And that's why I wanted to have the conversation now so we can talk about

[4:01:33] Voice 10: UBCM next year and decide right now is this going to be carried is the is the booking going to be

[4:01:42] Voice 10: carried by our administrative staff or do we do it ourselves and can we truly stick to the budget

[4:01:47] Voice 10: because whatever overcast overspent by 7,000 oh no I'm sorry we've overspent a considerable amount

[4:01:57] Voice 10: And it's not it's not OK to just say, well, it's going to be offset by other budget line items, because I think that hurts the work of the trust.

[4:02:06] Voice 10: So I feel strongly about this. Let's get organized and let's book it in advance and decide now how we're going to do it.

[4:02:18] Trustee Luckham: So, Trustee Elliott, I thank you because your concerns are very valid.

[4:02:23] Trustee Luckham: just from a historical context staff used to organize this for us and they would block

[4:02:29] Trustee Luckham: they would book a block of rooms when it was first announced what the hotels were that were

[4:02:36] Trustee Luckham: available or otherwise and that worked out very well in a in a late in a resource

[4:02:44] Trustee Luckham: resource um conservative resource management process um it sort of lapsed into that we ended

[4:02:55] Trustee Luckham: up booking our things in ideally in advance uh on our own in order to not burden staff with

[4:03:02] Trustee Luckham: the additional workload of everything else that they're already doing because we dump more and

[4:03:07] Trustee Luckham: more work on them and don't provide administrative resources adequately in order to do all those

[4:03:13] Trustee Luckham: executive type functions that need to get done but I agree we need to be doing this in advance

[4:03:18] Trustee Luckham: and planning I think we should consider whether or not let's say you know in fact this year we've

[4:03:25] Trustee Luckham: been conservative we didn't send more than one staff member I think it's important that the CAO

[4:03:29] Trustee Luckham: attend as a support role for the minister's meetings and actually for the CAO to attend to

[4:03:37] Trustee Luckham: to network with his colleagues that are also at UBCM and but should we consider that we would

[4:03:43] Trustee Luckham: only send two members of executive committee and I just tossed that number out I'd certainly be

[4:03:49] Trustee Luckham: open to that it is up to each of us to make that decision I do think that the chair needs to go but

[4:03:54] Trustee Luckham: having somebody else there is good but I'll just note that I went to I had my entire week blocked

[4:04:02] Trustee Luckham: walked up. I went to every single session that I could possibly go to. I didn't see any of the

[4:04:07] Trustee Luckham: others of you in the sessions I was in, I don't think, although maybe you saw me, which means

[4:04:12] Trustee Luckham: that you were in another session, right? And so we were all in those different sessions because

[4:04:17] Trustee Luckham: there's so many sessions. There's no way for us to see all the ones that are important to the

[4:04:22] Trustee Luckham: Islands Trust, and many of them are. And indeed, that's why we need to report out to council what

[4:04:29] Trustee Luckham: we learned and um i now have i think two out of the three reports i'm not sure if i have the third

[4:04:35] Trustee Luckham: one yet to assemble those into a document that we can circulate to council for december and um so um

[4:04:45] Trustee Luckham: i would say i'm hoping that perhaps robert you've been able to capture some bullet form notions

[4:04:53] Trustee Luckham: about this so that when registration opens up again for UBCM that we have this conversation

[4:05:01] Trustee Luckham: again about who's going to attend but also that when the date well the date is now announced and

[4:05:07] Trustee Luckham: I don't know where it is it's in Whistler I think that we determine how many folks want to go

[4:05:13] Trustee Luckham: book the appropriate number of rooms which in this particular case I would suggest is one staff

[4:05:17] Trustee Luckham: member and two executive committee members or it should be three rooms we can't determine whether

[4:05:25] Trustee Luckham: or not other trustees want to go and we have offered that in the past so ceo hudson pillar

[4:05:30] Trustee Luckham: over to you i

[4:05:31] Voice 3: think we've booked for next year already based on that so i think it's i think

[4:05:36] Voice 3: it's six spaces of which some could be released i expect uh so that's one two uh yeah um i won't

[4:05:48] Voice 3: wait into what's of value and what isn't i would point out that one initiative that catches fire

[4:05:57] Voice 3: with a minister or something else and gets approved um could make a profound difference

[4:06:07] Voice 3: on service over to the allen's trust um the other consideration is this is the as our role is to

[4:06:17] work with others to the benefit of the allen's trust it

[4:06:20] Voice 3: this is the only time that all of those

[4:06:23] Voice 3: people are in that place instead of having to individually go up to the rest of the province

[4:06:28] Voice 3: and the rest of the ministries to construct those relationships this is the one annual other than i

[4:06:34] Voice 3: will say that regional district has a version of this it's usually held in victoria but we just

[4:06:38] Voice 3: drive over to it that that isn't a unique opportunity for the trust hence the breakfast

[4:06:45] Voice 3: and uh on any given year there's probably been marked success and other years it's very hard

[4:06:54] Voice 3: to determine the old quality equals you know the exact quantity of dollars on on the other side

[4:07:06] Voice 3: but just want to let you know i think we have book rooms already

[4:07:10] Trustee Luckham: but we can change we're not

[4:07:13] Trustee Luckham: committed to that until we actually look at

[4:07:15] Voice 14: the registration just

[4:07:17] Voice 3: a bunch of accommodation to get

[4:07:19] Voice 3: a better rate as opposed to the last time

[4:07:22] Voice 14: and

[4:07:22] Voice 3: consideration i'll make just so you're aware of

[4:07:26] Voice 3: it and we're all in the past i've used the ubcm as a training opportunity for staff which is

[4:07:32] Voice 3: irrespective of this budget so that would be something i would determine is appropriate and

[4:07:40] Voice 3: would be part of that individual's um training depending upon the nature of the sessions what's

[4:07:49] Voice 3: coming out and that kind of thing so there's a it wasn't utilized this year but it has been in the

[4:07:55] Voice 3: past.

[4:07:57] Trustee Luckham: Okay. So Robert, did you manage to kind of catch a Coles Notes version of that at all?

[4:08:05] Trustee Luckham: Yes. Yes? Yes. Okay. So let's make sure that we reflect on this as we get closer to the next UBCM

[4:08:15] Trustee Luckham: so that we can determine who's going to attend and then indeed confirm the room bookings

[4:08:20] Trustee Luckham: accordingly. Is that satisfactory?

[4:08:27] Voice 10: I'm a stingy person by nature, not stingy as in I like to be

[4:08:32] Voice 10: generous to others, but I'd like to see us hold to our budget a little bit more. Can

[4:08:39] Voice 10: male executives consider sharing a room? I'm just going to put that out there. I would have shared

[4:08:44] Voice 10: a room with Laura Patrick if it had worked out, but it didn't. So I think it is the cost of doing

[4:08:51] Voice 10: doing business. I get that, but I think we can do better. And so I just encourage us to do that.

[4:08:55] Voice 10: Think about other options.

[4:08:57] Trustee Luckham: Okay. Well, we can think about those kinds of options.

[4:09:02] Trustee Luckham: Those are personal choices and we are working for government,

[4:09:06] Voice 14: but that's open for exploration.

[4:09:12] Voice 14: I don't snore.

[4:09:18] Trustee Luckham: Okay. Can we move on? Thank you, Trustee Alley, for bringing this.

[4:09:22] Trustee Luckham: that responsibility is clear i'll just add

[4:09:26] Voice 15: on on the rooms front to the information that we

[4:09:30] Voice 15: uh just got um from director mobs the those room rates are a lot um less than the average of of

[4:09:39] Voice 15: what we just paid um for in september so that that pre-book those pre-booking rates are quite a bit

[4:09:48] Voice 15: bit more affordable.

[4:09:51] Trustee Luckham: Yeah, although my accommodation was at the early booking rate, but

[4:09:56] Trustee Luckham: there we go. Okay, let's move on to new business. LTC chairs report on local advocacy topics.

[4:10:08] Trustee Luckham: Anything for advocacy going on in the LTCs? Anybody? Okay, I did mention earlier, which I

[4:10:18] Trustee Luckham: I think it's advocacy, Vice Chair Elliott,

[4:10:21] Trustee Luckham: that on Gabriola, we are seeking support

[4:10:25] Trustee Luckham: from provincial federal agencies

[4:10:28] Trustee Luckham: with respect to protection of indigenous cultural heritage,

[4:10:32] Trustee Luckham: I think is the wording, but I might be wrong about that.

[4:10:35] Trustee Luckham: So that's the only thing,

[4:10:36] Trustee Luckham: and I've reported on that earlier.

[4:10:38] Trustee Luckham: Trustee Peterson.

[4:10:40] Voice 15: Yeah, thank you, Chair.

[4:10:41] Voice 15: I reported earlier on the letter

[4:10:45] Voice 15: to Minister Conroy from Salt Spring.

[4:10:48] Voice 15: and um just while it's on my mind uh there's been a request for doing uh some advocacy on behalf of

[4:10:58] Voice 15: salt spring with the alc and um just wondering out loud here uh which staff member might be

[4:11:10] Voice 15: a good person for me to work with on that direction

[4:11:16] Voice 4: if it's an advocacy letter it can

[4:11:20] Voice 4: come to me and then i'll fire it to the correct staff person for the content okay

[4:11:27] Voice 15: yeah and just

[4:11:28] Voice 15: i i just wanted to maybe have a discussion about sort of the approach that it might want to take

[4:11:33] Voice 15: but i'll check in with you uh uh then clara at another

[4:11:36] Voice 14: time thank you okay uh david marlin

[4:11:44] Trustee Luckham: trustee maude um

[4:11:47] Voice 14: i was just going to point out that i think we skipped over 8.2.4.2

[4:11:52] oh

[4:11:56] Voice 14: you're absolutely right

[4:11:57] Trustee Luckham: about that and funny i looked at that and thought oh we've covered that

[4:12:01] Trustee Luckham: but you're absolutely right about that um so let's just wrap up ltc chair's report looks like

[4:12:09] Trustee Luckham: david was probably going to say the same thing so i think that covers it so let's go back to

[4:12:13] Trustee Luckham: 8.2.4.2 financial costs for chair assignments discussion and uh vice chair elliott that's your

[4:12:19] Trustee Luckham: your item as well and we don't have any materials attached for that yeah

[4:12:24] Voice 10: and so again just wanted

[4:12:26] Voice 10: to raise it for um for us to consider um you assigning the chairs and then the impacts that

[4:12:35] Voice 10: might have for our budget so i don't know if um we can look for some reporting on this um perhaps

[4:12:44] Voice 10: perhaps for Next DC? And how might we do this better? What are the costs? And frankly,

[4:12:52] Voice 10: zooming out a bit, is our current model of visiting chairs sustainable? Does there need to

[4:13:01] Voice 10: be some restrictions on number of meetings in person, you know, when a chair goes in person,

[4:13:08] Voice 10: And if there's a bunch of special meetings in an LTC, I've tried to do to chair meetings remotely.

[4:13:15] Voice 10: Didn't really work.

[4:13:19] Voice 14: But this is just one of the pieces of business that I think we need to attend to.

[4:13:27] Voice 14: Is this working?

[4:13:31] Trustee Luckham: So, Director Mobs, I see you turned your screen on there.

[4:13:35] Trustee Luckham: Do you have anything to offer here in terms of data or any other remarks?

[4:13:41] Voice 1: so financial planning committee has requested additional analysis on this topic as well

[4:13:46] Voice 1: so we are currently working in the background to put together a report similar to the report

[4:13:50] Voice 1: that you saw for the cost for UBCM attendance and that will land on the FPC agenda for next week

[4:13:58] Voice 1: so there'll be an opportunity for a discussion there of course you know all of EC members will

[4:14:03] Voice 1: be there as well so executive if they'd like to see it on a future meeting of executive as well

[4:14:08] Voice 1: we can certainly forward it there um there will be some data coming um what we're seeing is yeah

[4:14:14] Voice 1: definitely an increase over previous years spending um you know just the nature of where

[4:14:19] Voice 1: trustees or vice chairs are located um and also accommodation choices can play a role

[4:14:25] Voice 1: um so all of those factors are being looked at in the analysis and we'll bring that back to fpc

[4:14:33] Voice 14: okay great um so

[4:14:36] Trustee Luckham: the only remark i would have is as you're well aware trustee elliott

[4:14:41] Trustee Luckham: chairing meetings remotely doesn't it just really doesn't work and so there's a really big challenge

[4:14:47] Trustee Luckham: there either the meeting is fully electronic or and and indeed we are doing more of those the

[4:14:53] Trustee Luckham: thetis ltc is fully electronic next week um yeah it's either fully electronic or we end up having

[4:15:01] Trustee Luckham: to go chair the meeting just to be able to gauge the temperature in the room and what's going on

[4:15:07] Trustee Luckham: um but indeed we need to be conscious of the cost and if we can minimize those in any way shape or

[4:15:15] Trustee Luckham: form you'll be glad to know that after you're 65 you don't have to pay for the ferry fare

[4:15:19] Trustee Luckham: and surprisingly enough that outside of a vehicle and as you know um i walk on the ferry as often

[4:15:25] Trustee Luckham: as i can or i bicycle on the ferry as often as i can um and so all of those potentials exist

[4:15:31] Trustee Luckham: exist. And I can assure you that when I do the appointments of that, it's incredibly complex.

[4:15:40] Trustee Luckham: And I weigh more actually on a personal basis of how much travel you have to do in terms of the

[4:15:49] Trustee Luckham: workload as financial, but they're obviously very closely related. The costs are associated

[4:15:55] Trustee Luckham: with how far and how often you need to travel. So we try to balance that out. And there's no

[4:16:01] Trustee Luckham: no doubt some trustees, I acknowledge Trustee Peterson for sure, traveling to Salt Spring on

[4:16:07] Trustee Luckham: a regular basis and other outer islands is quite a lot of travel associated. And there's no doubt

[4:16:14] Trustee Luckham: that there's some costs there and it's not his fault. I know that he's as frugal, it's probably

[4:16:20] Trustee Luckham: a good word as any to use, as any of us. But certainly we need to turn our minds to it in a

[4:16:29] Trustee Luckham: a good way so trustee peterson over to you yeah

[4:16:34] Voice 15: i just wanted to make a comment on the around the

[4:16:37] Voice 15: the use of electronic meetings and certainly it saves time and money and um and that's a great

[4:16:46] Voice 15: thing however i have heard and i continue to hear from members of the public on the islands

[4:16:54] Voice 15: that they want to be able to come to meetings in person and so there that's a that this is a

[4:17:03] Voice 15: situation where we need to balance um those public expectations and the financial costs and

[4:17:13] Voice 15: and in a lot of ways i mean i'm quite used to zoom now but in a lot of ways i really can um

[4:17:19] Voice 15: i can really sympathize and understand the desire to to meet in person um on these islands

[4:17:26] Voice 15: for community members so it's just that that's something we have to balance um

[4:17:33] Voice 15: those those public desires and expectations around the meetings and and recognize that

[4:17:39] Voice 15: there

[4:17:40] Voice 14: is a financial cost and um so yeah so in a

[4:17:51] Trustee Luckham: future you know this point the

[4:17:53] Trustee Luckham: the cards are drawn, so to speak.

[4:17:56] Trustee Luckham: I don't know there's necessarily ability to change

[4:17:59] Trustee Luckham: other than continue to exercise financial restraint

[4:18:04] Trustee Luckham: where you can.

[4:18:06] Voice 10: I have a question for Director Mobbs.

[4:18:10] Voice 10: According to our policy,

[4:18:11] Voice 10: we have to book accommodation

[4:18:14] Voice 10: with government-approved rates.

[4:18:18] Voice 10: But quite often,

[4:18:20] Voice 10: and I know in the case of UBCM,

[4:18:22] Voice 10: There was nothing outside the Vancouver core that had government approved rates, but the outer line areas like Richmond was were cheaper and some trustees did book those. So what is the preferred approach and just for us going to LTCs as well if we have to stay overnight. Is it to go with a cheaper option or to go with a policy.

[4:18:47] Voice 10: uh

[4:18:49] Voice 1: so the policy makes reference to two things the the first you've identified to stay somewhere

[4:18:55] Voice 1: that has a provincially approved rate our policy does also say that all choices travel choices

[4:19:01] Voice 1: should be um based on an economic value so making sure that we're not making choices that are um

[4:19:10] Voice 1: you know purposely choosing a higher cost accommodation when there is a lower cost

[4:19:15] Voice 1: accommodation that's perfectly acceptable instead so if we see that the provincially approved rate

[4:19:21] Voice 1: is higher and there's another hotel that's not on that list that is cheaper the policy support's

[4:19:27] Voice 1: going with the cheaper option um you know it wasn't a problem at all what we saw for ubcm

[4:19:32] Voice 1: the trustees who chose to stay further away in order to save money if those hotels weren't on

[4:19:37] Voice 1: the list that's not a problem it's a very good approach um to help us be conservative in that

[4:19:42] Voice 1: that area?

[4:19:45] Trustee Luckham: Yeah, I'll just ask a refinement on that question because I had the challenge myself

[4:19:50] Trustee Luckham: just recently in that the most convenient hotel for me to stay in, which was the Horseshoe Bay

[4:19:58] Trustee Luckham: Motel, which is not considered by some as a great place, but I thought it was fine,

[4:20:04] Trustee Luckham: was more expensive than some of the other options, downtown Vancouver. But if I was to go to downtown

[4:20:09] Trustee Luckham: town Vancouver, other than traveling on public transit, I would have to take my car, which I'm

[4:20:15] Trustee Luckham: inclined to do, especially when I'm traveling early in the morning and late at night and

[4:20:20] Trustee Luckham: connecting back and forth with ferries. And so there's a trade-off that the room may be more

[4:20:24] Trustee Luckham: expensive, but I could substantially reduce my travel expenses. How does that work?

[4:20:31] Voice 1: So there's always some thinking that can go into those types of scenarios. What we saw or typically

[4:20:38] Voice 1: see is that the additional cost of kilometer allowance for driving back and forth often is

[4:20:44] Voice 1: still cheaper than paying significantly higher accommodation costs. Of course, that's just going

[4:20:49] Voice 1: to have to be assessed on a case-by-case basis. It depends on the difference in accommodation costs

[4:20:54] Voice 1: and how far you're driving, those sorts of things. But it can still provide a more economical

[4:21:01] Voice 1: option. But certainly, you know, doing that sort of mental assessment to see if it would work is

[4:21:07] Voice 1: something that has to be done on a case-by-case basis.

[4:21:10] Trustee Luckham: So I'm not breaking the rules if I choose

[4:21:12] Trustee Luckham: to make a different economic

[4:21:14] Voice 14: decision. In what sense?

[4:21:20] Trustee Luckham: Oh, that my overall expense is less than

[4:21:23] Trustee Luckham: by booking a more expensive hotel than what it would have been if I stuck for the provincial

[4:21:28] Trustee Luckham: hotel somewhere else.

[4:21:30] Voice 1: No, because if you're choosing the overall cheaper option, there's

[4:21:35] Voice 1: absolutely nothing wrong with that if you're taking into account kilometer allowance along

[4:21:38] Voice 1: along with hotel costs, that's a good approach.

[4:21:40] Trustee Luckham: Yeah, it's a very fair statute of the problem.

[4:21:43] Trustee Luckham: But okay, great.

[4:21:44] Trustee Luckham: That's just one to check in on that.

[4:21:46] Trustee Luckham: So yeah, let's do the best we can every day,

[4:21:49] Trustee Luckham: every moment for sure.

[4:21:52] Trustee Luckham: So if that's all right,

[4:21:53] Trustee Luckham: I'll now continue on to correspondence section.

[4:21:56] Trustee Luckham: And typically, right,

[4:21:58] Trustee Luckham: we receive the correspondence for information

[4:22:00] Trustee Luckham: unless a specific direction you'd like to take.

[4:22:03] Trustee Luckham: So 10.1, interesting, we come full circle here.

[4:22:07] Trustee Luckham: 10.1 is the 2024 annual vancouver island coastal community association meet annual general meeting

[4:22:15] Trustee Luckham: and convention uh to first call for resolutions and convention information so at some point not

[4:22:22] Trustee Luckham: today i don't believe we have to make a decision about who is going to attend that i personally

[4:22:26] Trustee Luckham: think that this is very conference first to attend because it's all of our coastal community friends

[4:22:31] Trustee Luckham: that are in attendance and definitely local topics of interest so um i guess my question

[4:22:40] Trustee Luckham: towards staff is uh are there any potential directions of council at this time that would

[4:22:46] Trustee Luckham: be supported by making a resolution to the abicc which would then be carried to ubcm is there any

[4:22:52] Trustee Luckham: insight there or do vice chairs have any insight there but i'll ask staff initially because usually

[4:22:57] Trustee Luckham: you've got your finger on the pulse of things that we could use some provincial association

[4:23:02] Trustee Luckham: and provincial support for so

[4:23:07] Voice 14: we'll be circulating sorry is this around

[4:23:09] Voice 6: avicc yeah that's correct

[4:23:11] Voice 14: yeah on

[4:23:12] Voice 6: your next agenda we'll bring in the annual um briefing where you'll request us to

[4:23:17] Voice 6: go out to all trustees and staff for recommendations and then in december we bring back to you

[4:23:22] Voice 6: the okay

[4:23:23] Trustee Luckham: so

[4:23:24] Voice 6: the annual cycle

[4:23:25] Voice 4: kicks off at your next meeting okay

[4:23:27] Trustee Luckham: so this is kind of a heads up

[4:23:28] Trustee Luckham: then so at 10.1 so we'll see this again at a future meeting yes okay great thank you for that

[4:23:35] Trustee Luckham: director frader so the next item 10.2 trustee laroni shepherd shellfish agriculture management

[4:23:41] Trustee Luckham: advisory committee uh if trustee laroni is watching uh thank you very much very impressed

[4:23:48] Trustee Luckham: that you attended uh the thetis island shellfish aquaculture uh community information meeting that

[4:23:55] Trustee Luckham: That was very much appreciated.

[4:23:57] Trustee Luckham: And indeed, I'm in support of what the trustee is asking here

[4:24:03] Trustee Luckham: and would be interested in seeing

[4:24:06] Trustee Luckham: what other trustees think

[4:24:07] Trustee Luckham: and what the implications for staff would be if we,

[4:24:11] Trustee Luckham: or should we just, a question would be,

[4:24:14] Trustee Luckham: should we just circulate this interest to all trustees

[4:24:17] Trustee Luckham: so that they can reach out to her?

[4:24:19] Trustee Luckham: That's what I did.

[4:24:20] Trustee Luckham: I reached out to her,

[4:24:21] Trustee Luckham: but she'd already had it on her agenda to check in

[4:24:23] Trustee Luckham: to invite her to attend these things

[4:24:27] Trustee Luckham: because you can certainly bring some insights

[4:24:29] Trustee Luckham: and speak to the issues

[4:24:31] Trustee Luckham: at the Management Advisory Committee.

[4:24:36] Trustee Luckham: Vice-Chairs, anything?

[4:24:39] Trustee Luckham: Trustee Peterson?

[4:24:43] Voice 15: I wonder if, I mean, certainly let's support

[4:24:48] Voice 15: giving Trustee Leroni an opportunity

[4:24:51] Voice 15: to reach out to trustees.

[4:24:53] Voice 15: I wonder if we could consider just a short moment at Trust Council for her to sort of make that appeal.

[4:25:06] Voice 15: I don't know if she's planning to do reporting at Trust Council, but that might be a good chance for her to also mention to trustees,

[4:25:14] Voice 15: trustees, hey, if you've got something in your area, please let me know. I want to come as the

[4:25:21] Voice 15: trust council's rep.

[4:25:25] Trustee Luckham: Sure. Well, thanks, Tim, for reminding me because indeed what I wanted to do

[4:25:29] Trustee Luckham: was add this Shellfish Agriculture Management Advisory Committee reporting to the trustee

[4:25:34] Trustee Luckham: reporting section, which is usually on the Thursdays where we're getting fair advisory

[4:25:38] Trustee Luckham: committees and the like, because then that would give her the opportunity to speak to it and report

[4:25:44] Trustee Luckham: report out what she'd been hearing, as well as an opportunity for trustees to reach out to her.

[4:25:48] Trustee Luckham: So, Vice Chair, if that's all right with you and staff, that I think is the best way to add

[4:25:56] Trustee Luckham: Shellfish Agriculture Management Advisory Committee to the list of, I forget what that's

[4:26:01] Trustee Luckham: called, on our agenda. I think you know what I mean. Is that okay, whoever's responsible for the

[4:26:11] Trustee Luckham: the trust council agenda?

[4:26:13] Voice 13: Yes.

[4:26:14] Trustee Luckham: Okay, thank you, Director Frater, I think that was.

[4:26:17] Trustee Luckham: So is there anything further there that we need to do?

[4:26:20] Trustee Luckham: I think that sits that nicely.

[4:26:22] Trustee Luckham: All right, a letter from Alex Deegan regarding amenities.

[4:26:30] Trustee Luckham: Not sure how we would respond

[4:26:32] Trustee Luckham: providing a collective council point of view on this.

[4:26:36] Trustee Luckham: There's lots of ways to look at that.

[4:26:38] Trustee Luckham: Any thoughts about the letter from Deegan?

[4:26:43] Voice 10: well i'll note that they're similar to the next another piece of correspondence from former

[4:26:49] Voice 10: trustee steve wright and um that this is probably just a matter of interpretation that is what the

[4:26:57] Voice 10: law is all about interpretation and i think governance committee has done its work in

[4:27:04] Voice 10: collecting together legal opinions and they've done the best they could to provide an

[4:27:08] Voice 10: interpretation so with respect um many residents in the trust area are going to have different

[4:27:15] Voice 10: views on this issue and and we could probably just receive it for information okay

[4:27:21] Trustee Luckham: so with that

[4:27:22] Trustee Luckham: suggestion i'm prepared to receive it for information because indeed it is a matter of

[4:27:26] Trustee Luckham: point of view i would suggest that 50 years of the allen's trust has been not successful on all

[4:27:33] Trustee Luckham: small accounts but is successful in the long term on many things um so we'll receive 10.3 for

[4:27:42] Trustee Luckham: information i'll go to sharon small appeal to the islands trust to opt in provincial legislation on

[4:27:47] Trustee Luckham: short-term rentals i think that's our work in progress with staff and it looks like that's

[4:27:51] Trustee Luckham: going to be an ltc directed option opt-in and i'd suggest perhaps we receive that for information

[4:27:59] Trustee Luckham: at this time. All right. Salish Sea Symposium, call for session proposals. You know, I got to say

[4:28:09] Trustee Luckham: all these things that we could and should participate in, one of them is definitely

[4:28:13] Trustee Luckham: the Salish Sea Symposium. I've been to a couple now over the years, maybe more. It is so inspiring

[4:28:21] Trustee Luckham: to see the amazing work that is happening throughout, what do we call this region? The

[4:28:28] Trustee Luckham: the biosphere region, I forget what the name is now,

[4:28:32] Trustee Luckham: but anyway, the Sailor Sea broadly we'll call it, 10.5.

[4:28:38] Trustee Luckham: Again, we've had staff go to that.

[4:28:40] Trustee Luckham: We've even sponsored this event on previous occasions,

[4:28:43] Trustee Luckham: which is a real honor and gets real great recognition

[4:28:46] Trustee Luckham: for the Islands Trust when we do that.

[4:28:49] Trustee Luckham: It does cost money, it's not a lot of money,

[4:28:50] Trustee Luckham: but it does cost.

[4:28:52] Trustee Luckham: Director Frater, do you have any advice at this time

[4:28:54] Trustee Luckham: about the Sailor Sea Symposium?

[4:28:56] Trustee Luckham: Jim I don't imagine we are thinking about a session proposal from the Alam's Trust at this time

[4:29:04] Voice 6: not that I know of no we could certainly circulate to staff and trustees if you wished but I would

[4:29:10] Voice 6: say for trust area services there's low capacity to coordinate anything yeah

[4:29:14] Trustee Luckham: and so I think that's

[4:29:16] Trustee Luckham: begs the question right certainly when the salacy symposium call for uh the convention comes up we

[4:29:23] Trustee Luckham: can circulate that i do we want to uh ask trustees to ask you to take on a session proposal not sure

[4:29:33] Voice 4: so

[4:29:34] Trustee Luckham: uh executive committee what would you like to receive this one for information this time as well

[4:29:41] Trustee Luckham: yeah okay uh steve wright uh also on the amenities topic a very similar letter not word for word i

[4:29:50] Trustee Luckham: I did read both of them and it didn't strike me.

[4:29:52] Trustee Luckham: They were word for word, but very similar.

[4:29:55] Trustee Luckham: And so we'll just receive that one for information as well.

[4:29:58] Trustee Luckham: And thanks Steve Wright for writing to us.

[4:30:00] Trustee Luckham: and keeping us close to his heart appreciate that uh bc geographical names office at 10.7

[4:30:07] Trustee Luckham: they want to change the name i think rightfully so of the point south southeastern point of tumbo

[4:30:16] Trustee Luckham: island and uh we just received that for information i don't and although claire is it necessary that

[4:30:23] Trustee Luckham: we respond and say that we have no concerns or i

[4:30:26] Voice 5: think that's what they're looking for

[4:30:28] Voice 5: I

[4:30:29] Trustee Luckham: see okay so can you facilitate that accordingly by if we give you a motion

[4:30:35] Trustee Luckham: a motion

[4:30:36] Trustee Luckham: would be helpful

[4:30:37] Voice 5: thank you all

[4:30:38] Trustee Luckham: right so vice chairs does that sound reasonable

[4:30:41] Trustee Luckham: that so I'll just make a motion that the executive committee ask staff to respond

[4:30:47] Trustee Luckham: the BC geographical names office regarding rescinding the name on tumbo island and

[4:30:53] Trustee Luckham: and advise them that we have no concerns yeah okay seconded but i'm just hesitating a moment

[4:31:03] Trustee Luckham: we can obviously be proactive and say that we support the change of the name or is it better

[4:31:11] Trustee Luckham: to say we have no concerns that's political

[4:31:14] Trustee Luckham: i realize that

[4:31:15] Voice 13: let's

[4:31:18] Trustee Luckham: just say we have no concerns

[4:31:20] Trustee Luckham: all right and so that's seconded by trustee elliott um all those in favor raise your hands

[4:31:26] Trustee Luckham: that seems like that's all in favor so thank you very much everybody

[4:31:31] Trustee Luckham: Can we

[4:31:32] Trustee Luckham: also forward this to

[4:31:33] Trustee Maude: the CETRNA LTC just for their information?

[4:31:36] Trustee Luckham: Oh, I see. Okay. So can we just amend that, circulate that to the CETRNA LTC,

[4:31:43] Trustee Luckham: both the letter and our response? Or CC, yeah. Mark Edmonds, comment on policy checklist for

[4:31:52] Trustee Luckham: Vancouver campground proposal on Bowen Island. I think that that's nice to hear from folks and

[4:31:58] Trustee Luckham: and we'll just receive that for information as well.

[4:32:02] Trustee Luckham: And a similar thing for Kim Desante,

[4:32:05] Trustee Luckham: Bowen Island, Metro Vancouver Parks.

[4:32:07] Trustee Luckham: We'd also receive that one for information.

[4:32:09] Trustee Luckham: Thank you to the writer.

[4:32:12] Trustee Luckham: Oh, and gosh, there's three.

[4:32:14] Trustee Luckham: So 10.10 is Julie Vick, Bowen Island.

[4:32:17] Trustee Luckham: Oh, the petition, she was advising us on the petition

[4:32:21] Trustee Luckham: that they're now up to 1700 names, if I remember rightly.

[4:32:25] Trustee Luckham: And so again, I think we would receive that information.

[4:32:29] Trustee Luckham: I wonder whether 10.8, 10.9, 10.10

[4:32:32] Trustee Luckham: should all be forwarded to Bowen Council,

[4:32:34] Trustee Luckham: although it's likely they were CC'd.

[4:32:37] Trustee Luckham: So I think we'll just receive them for information.

[4:32:40] Trustee Luckham: All right.

[4:32:42] Trustee Luckham: Thank you for correspondence, efficiently handled.

[4:32:45] Trustee Luckham: Our work program review and amendment

[4:32:48] Trustee Luckham: of current work program 83.

[4:32:50] Trustee Luckham: CAO, do you have any comments with our work program

[4:32:54] Trustee Luckham: before us and your capacity to deliver on said work program?

[4:33:01] Voice 3: well we have

[4:33:01] Voice 3: a proposed schedule it's up for consideration on the policy statement

[4:33:06] Trustee Luckham: yep um

[4:33:08] Voice 3: there's some movement with our reconciliation actions and there's also

[4:33:13] Voice 3: some challenges associated with it

[4:33:15] Voice 14: yeah funding

[4:33:18] Voice 3: strategy has not got likes between now and

[4:33:21] Voice 3: december

[4:33:21] Voice 14: go down robert strategic planning is proceeding at pace

[4:33:32] Voice 3: because it has a corporate

[4:33:33] Voice 3: over planning process associated with it.

[4:33:35] Voice 3: And where do you have run any communication strategies

[4:33:39] Voice 3: that you're about priority?

[4:33:40] Voice 5: We have one in development.

[4:33:42] Voice 5: It's, I'm unable to forget to,

[4:33:44] Voice 5: because if we can't get it done,

[4:33:45] Voice 5: I've got too many other pressing priorities right now.

[4:33:48] Trustee Luckham: Right, okay.

[4:33:50] Trustee Luckham: Any questions from vice chairs on the work program?

[4:33:54] Trustee Luckham: So we wish everybody luck in advancing this work.

[4:33:59] Trustee Luckham: And thank you very much and meant quite seriously.

[4:34:03] Trustee Luckham: Thank you very much.

[4:34:05] Trustee Luckham: um so this then brings us to our next meeting is november the 22nd 9 15 i believe this is also

[4:34:12] Trustee Luckham: electronic is that correct

[4:34:14] Voice 14: it's live it's

[4:34:16] Trustee Luckham: live okay so i'll have to book a room for that

[4:34:22] Trustee Luckham: okay so then in person in victoria uh november 22nd uh 9 15 and so this brings us to a closed

[4:34:30] Trustee Luckham: meeting portion of the agenda, which I asked for the quotation for the pertinent section.

[4:34:38] Trustee Luckham: Do you have that prepared? Or could we get it up on the screen?

[4:34:44] Trustee Maude: 91C.

[4:34:44] Trustee Maude: Thank you.

[4:34:50] Trustee Luckham: So you're going to manage that, Robert?

[4:34:57] Voice 2: You're wanting to see on the screen 19.1C. I'm just going to have to go.

[4:35:02] Voice 3: I think you can probably just go, just use the words 91C.

[4:35:07] Trustee Luckham: Okay, so then I move that the meeting be closed to the public in accordance with the Community

[4:35:11] Trustee Luckham: Charter Part 4, Division 3, Section 91B, 3, 1A, personal information about an individual

[4:35:22] Trustee Luckham: or employee, and that the recorder and staff attend the meeting.

[4:35:36] Trustee Luckham: Okay, so I think we've got that recorded.

[4:35:40] Trustee Luckham: Trustee Maude seconded.

[4:35:41] Trustee Luckham: All those in favor, please say aye.

[4:35:44] Trustee Luckham: And now for the members of the public, when we return from the closed meeting, we'll just

[4:35:48] Trustee Luckham: be simply adjourning.

[4:35:49] Trustee Luckham: And so thank you for joining us today and take care and take care of the Salish Sea

[4:35:56] Trustee Luckham: and we'll see you at our next uh meeting so let us uh go in camera so we'll stop live streaming

[4:36:03] Trustee Luckham: and stop recording and we'll give uh robert a chance to pull that up um we don't have an agenda

[4:36:13] Trustee Luckham: nor minutes before us so we're just going to deal with one