Islands Trust Council regular meeting, December 20, 2023

[0:00:00] Voice 4: So

[0:00:00] Voice 12: we can go ahead. Yeah. And David, we need to invite Morgana to the meeting.

[0:00:05] Voice 4: That's already done.

[0:00:11] Voice 4: We're good,

[0:00:18] Voice 14: Chair.

[0:00:42] Trustee Luckham: Okay. Well, good morning, everyone, vice chairs and staff and members of the public that have

[0:00:49] Trustee Luckham: joined us today. It's a foggy morning here in Coast Salish Territory, and that's kind of unique.

[0:00:59] Trustee Luckham: I'm glad it's not white stuff on the ground. But certainly here in the Lgonkin-speaking peoples,

[0:01:06] Trustee Luckham: both immediataries, Songhees and Esquimalt peoples.

[0:01:10] Trustee Luckham: This, no doubt, would have been a time of a quiet time in the winter,

[0:01:16] Trustee Luckham: of making sure you're warm and have your food stores in place

[0:01:21] Trustee Luckham: and maybe doing some art and socializing with family up and down the coast.

[0:01:26] Trustee Luckham: And another day in the life of Coast Salish people, really.

[0:01:31] Trustee Luckham: And I like to reflect on that because certainly things are different today

[0:01:34] Trustee Luckham: than what they were several hundred years ago.

[0:01:37] Trustee Luckham: And there's certainly been some joy throughout those years,

[0:01:41] Trustee Luckham: but there's also tragedy and grief.

[0:01:43] Trustee Luckham: And I just want to absolutely recognize that.

[0:01:45] Trustee Luckham: And we are committed here at the Alliance Trust to work through reconciliation,

[0:01:49] Trustee Luckham: which is as much our responsibility as anybody else's.

[0:01:53] Trustee Luckham: And we take that seriously. I do.

[0:01:55] Trustee Luckham: And I know that many of the trustees, my colleagues do as well.

[0:02:00] Trustee Luckham: So welcome to our meeting.

[0:02:02] Trustee Luckham: My name is Peter Luckum, and I'm elected on Thetis Island, which is in Penelakon-Laxon

[0:02:07] Trustee Luckham: Territory, and finally they renamed the ferry to match the community that it serves, and

[0:02:14] Trustee Luckham: the ferry is no longer the motor vessel Cuper, it's now the motor vessel Penelakon, spelt

[0:02:20] Trustee Luckham: in beautiful Halkamene language, and really pleased to see that late event come to pass

[0:02:28] Trustee Luckham: on my island.

[0:02:29] Trustee Luckham: Let me go around the room for introductions, and today I find myself here in Victoria along with David Mott and Hilbert E. David.

[0:02:36] Trustee Maude: Good morning. I'm elected on Main Island, the traditional home of the Wissanik people.

[0:02:40] Trustee Maude: Certainly a foggy cruise over on BC Ferries this morning. I'm glad to be here. Thank you.

[0:02:47] Trustee Luckham: And online, I'm going to go to Toby Elliott, the other person I see up there.

[0:02:52] Trustee Luckham: I'm

[0:02:53] Voice 7: Toby Elliott, elected here on Gabriola Island in Zunaymuk First Nation Territory

[0:03:01] Voice 7: and the land of many Coast Salish peoples.

[0:03:04] Voice 7: Grateful to be with you today.

[0:03:07] Trustee Luckham: Very good, Toby.

[0:03:09] Trustee Luckham: So, Tim Peterson up there on Luskeetee Island, are you?

[0:03:14] Voice 10: Yep, good morning from Huayatay, Luskeetee Island in the territory of many Coast

[0:03:19] Voice 10: Salish peoples and the Treaty Territory of the Tla'aman Nation.

[0:03:24] Trustee Luckham: Excellent. All

[0:03:26] Trustee Luckham: right. So that's our executive. And now in the room here we have the CAO.

[0:03:31] Trustee Luckham: Good morning.

[0:03:31] Trustee Luckham: Good to be with you.

[0:03:33] Trustee Luckham: Excellent. Glad to have you. David Marley,

[0:03:35] Trustee Luckham: Director of Legislative Services.

[0:03:37] Trustee Luckham: Hi. Good morning.

[0:03:39] Trustee Luckham: And Alexandra Triphanades.

[0:03:41] Voice 4: Triphanades.

[0:03:42] Trustee Luckham: Triphanades. Okay. I have to remember that one. Thank you. Thank you for joining us and stepping

[0:03:47] Trustee Luckham: stepping up and assisting us with our meetings and agendas and the like,

[0:03:50] Trustee Luckham: and it's a valuable support that you provide us, and I want to thank you for that.

[0:03:55] Voice 4: Thank you. I'm happy to be here.

[0:03:57] Trustee Luckham: So I

[0:03:57] Trustee Luckham: think joining us online, that's the reason why we have my screen up,

[0:04:01] Trustee Luckham: is quite possible. We have Director Frater is out there.

[0:04:07] Trustee Luckham: Good morning.

[0:04:08] Trustee Luckham: Good morning. So nice to see you.

[0:04:10] Trustee Luckham: I'm sorry that you can't be with us today, but hope that you're well.

[0:04:13] Trustee Luckham: Thank you.

[0:04:14] Trustee Luckham: I'm looking forward to your section of the agenda.

[0:04:17] Trustee Luckham: It might be the most exciting part today.

[0:04:22] Trustee Luckham: And who else do we have online?

[0:04:24] Trustee Luckham: Is that it?

[0:04:25] Trustee Luckham: Okay.

[0:04:26] Voice 4: We have staff member Morgana, communications.

[0:04:29] Trustee Luckham: Okay.

[0:04:29] Trustee Luckham: So, Stefan Zimak is on the line?

[0:04:32] Trustee Luckham: No.

[0:04:32] Trustee Luckham: Stefan is not.

[0:04:33] Voice 2: Just Morgana.

[0:04:34] Trustee Luckham: So, good morning, Morgana.

[0:04:36] Trustee Luckham: Do you want to say good morning?

[0:04:37] Voice 2: Good morning, everyone.

[0:04:39] Voice 2: Nice to see you all.

[0:04:41] Trustee Luckham: Excellent.

[0:04:41] Trustee Luckham: So, very nice to see you here as well.

[0:04:43] Trustee Luckham: All right, then.

[0:04:44] Trustee Luckham: So let us glance at the agenda here.

[0:04:47] Trustee Luckham: It's fairly, it's 162 pages, but it's relatively short.

[0:04:53] Trustee Luckham: There's some meaty topics to discuss.

[0:04:56] Trustee Luckham: And we also have an in-camera section that might take a little bit of time.

[0:05:01] Trustee Luckham: And I would hope that we might conclude this by around 3 o'clock in order to facilitate travel up island and everybody else getting home back to do what they need to do.

[0:05:12] Trustee Luckham: I think that's achievable.

[0:05:14] Trustee Luckham: we will spend as much time as is necessary to discuss the important issues that are on our

[0:05:18] Trustee Luckham: agenda are there any other new or late items that need to be added to the agenda i know thank you

[0:05:24] Trustee Luckham: alexander for um some of the corrections and updating the uh on web dav i appreciate that

[0:05:30] Trustee Luckham: very much i always leave printing the agenda until the very last moment in order to make sure that

[0:05:35] Trustee Luckham: the right one so thank you

[0:05:36] Trustee Maude: anything i'd ask for discussion about the website oh okay that's part

[0:05:43] Trustee Luckham: that they mentioned that to me earlier on so can i put that under administrative services

[0:05:49] Trustee Luckham: a new business website and claire will you be able to join us for that conversation

[0:05:57] Voice 1: yes um you might wish to put it under trust area services oh

[0:06:00] Trustee Luckham: i can do that okay thank you

[0:06:02] Trustee Luckham: so let's put it under 9.2.2 then 0.2.2 website and um yeah so perhaps you might want to give

[0:06:17] Trustee Luckham: us a briefing before we start into that and then um whatever and other details that David

[0:06:24] Trustee Luckham: Mott might like to bring to the table on that and my own uh concerns and interests there um

[0:06:30] Trustee Luckham: I don't know if we have a briefing oh but she might just want to oh sure I think she might

[0:06:35] Trustee Luckham: uh trustees asked for okay so we'll just follow through with the questions and then my I guess

[0:06:42] Trustee Luckham: my tip there is to be prepared to answer some questions as much as you can um any other new

[0:06:48] Trustee Luckham: business sir well mr chair

[0:06:51] Voice 12: under 715 um i'm hoping to engage in a conversation with you around um

[0:06:56] Voice 12: shifting one ec date but um we can take the time to look at that um

[0:07:02] Trustee Luckham: okay so we can just uh

[0:07:06] Trustee Luckham: embrace that in something okay so thank you for that heads up yes sir anything else from anybody

[0:07:13] Trustee Luckham: And did you get those adjustments? Thank you. So then let us adopt the Executive Committee agenda of December the 20th as amended, and we will begin.

[0:07:26] Trustee Luckham: So we move directly into the Executive Committee draft minutes of December the 5th, and then it changes to those minutes.

[0:07:34] Trustee Luckham: And on this, I see a hand up there, Tim.

[0:07:36] Trustee Luckham: uh

[0:07:39] Voice 10: yeah just a typo on page five of the agenda um under the ltc uh chair updates it should be

[0:07:54] Voice 10: um under my section there it should be an update um on southern staff attending a penelaket meeting

[0:08:03] Voice 10: because it certainly was not northern staff absolutely

[0:08:06] Trustee Luckham: right okay thank you so you got

[0:08:09] Trustee Luckham: that, Alexander? Great, so that might have changed there. Anything else? And I wonder, David and

[0:08:17] Trustee Luckham: Alexander, is it possible to get split screens so that I

[0:08:20] Trustee Luckham: can see Toby as well? Yes, it's great to do

[0:08:23] Trustee Luckham: that. And

[0:08:23] Voice 6: even that attendees

[0:08:24] Trustee Luckham: list might be helpful as a view for me. Perfect. Excellent.

[0:08:31] Trustee Luckham: Okay, yeah, I need to have your camera turned off. It won't turn on, so we're at least working on it.

[0:08:38] Trustee Luckham: we'll do we're not worried about that it's just impossible okay um okay and ideally um any

[0:08:46] Trustee Luckham: typographic things could be forwarded to staff prior to the meeting so let's you know not to

[0:08:51] Trustee Luckham: use up too much time but those kinds of things but that's pretty minor so thank you tim um so then

[0:08:56] Trustee Luckham: that's by general consent then take it to the executive committee draft minutes of december

[0:09:01] Trustee Luckham: of the 5th be adopted um as amended and will continue on so uh this is the follow-up action

[0:09:09] Trustee Luckham: list section of our agenda um and we're going to start with going around the uh the staff

[0:09:15] Trustee Luckham: find out what's happening in their portfolio we'll say and we'll usually start with the cao

[0:09:21] Trustee Luckham: and so an update on the follow-up action list in your area of responsibility report

[0:09:25] Trustee Luckham: part well mr

[0:09:26] Voice 12: chair with tremendous pride i point to uh page 10 where you only see one item under

[0:09:32] Voice 12: the ceo's follow-up action list how did that happen one would ask well just hard hard work

[0:09:41] Voice 12: i guess more than anything else or just reshuffling all of the different things

[0:09:46] Voice 12: and the other stuff doing all the work those are the two options available to us it's probably a

[0:09:50] Voice 12: probably a combination of the both it's hard to demonstrate um i'm mindful of number one

[0:09:57] Voice 12: here which is a decision making benefit trustees and always reflective after a trust council

[0:10:03] Voice 12: meeting to see whether you know how something like that one would be accepted by the trustees

[0:10:13] Voice 12: or are they in a frame of mind where they want to engage in that kind of discussion

[0:10:19] Voice 12: Certainly, I think we have the ability to contract out a good service here in the new

[0:10:26] Voice 12: year if there's interest, and perhaps in March, so I can work towards that end.

[0:10:32] Voice 12: I do think the structured decision-making conversation, well, there's a couple of things.

[0:10:38] Voice 12: One, it could fold into the corporate plan discussion because you won't have a functional

[0:10:44] Voice 12: corporate strategic plan unless you have some version of strategic decision making so it could

[0:10:49] Voice 12: wait and fold into whatever process is developed associated with that or um we could go no this is

[0:10:56] Voice 12: a good time to um to have a separate session and we could bring somebody in and i could make i could

[0:11:03] Voice 12: write a report on that so um there's really those two options okay are you interested in feedback

[0:11:11] Trustee Luckham: sure um Tim Peterson see your hand up

[0:11:17] Voice 10: yeah um of the options mentioned by the CAO I I kind of

[0:11:23] Voice 10: prefer the going ahead and getting started on this um rather than waiting to fold it in um I think

[0:11:31] Voice 10: actually it would be helpful in the context of maybe getting uh trustees familiar with the

[0:11:37] Voice 10: process before we um are folding it into the corporate planning so that's my thought okay

[0:11:45] Trustee Luckham: Okay. Thank you, Tim. Anybody else want to chime in on this?

[0:11:49] Trustee Luckham: Well,

[0:11:54] Voice 7: there are a number of conversations going on about how we structure not just decisions,

[0:12:00] Voice 7: but meetings as well. And I think it's a bit of an evolving process. It would be hard to land on a

[0:12:08] Voice 7: here's how we're doing it and have the entire trust council accept that this is the way it is.

[0:12:15] Voice 7: I really think, though, that a workshop session where we explore some different options, Lisa's warrant indicated a few different ways of coming to decisions in different types of meetings and when you need to make different types of decisions.

[0:12:32] Voice 7: And so I think that would be fruitful.

[0:12:35] Voice 7: I think council wants to have a discussion about how we make decisions and that could then inform the corporate planning process.

[0:12:44] Voice 7: So I think they're complementary, but I support undertaking something sooner rather than later.

[0:12:54] Trustee Maude: Maude?

[0:12:55] Trustee Maude: I certainly concur with Trustee Elliott and Trustee Peterson.

[0:12:59] Trustee Maude: I think it's the right road.

[0:13:02] Trustee Maude: Thank you.

[0:13:04] Trustee Luckham: Excellent.

[0:13:05] Trustee Luckham: So, yeah, I'll just weigh in on the same theme.

[0:13:08] Trustee Luckham: I think we need to, although certainly there's a connectedness in all of these things, we need to pave the way for better decision-making in all of our bodies, not just council.

[0:13:26] Trustee Luckham: And I think there's, ideally, we have everybody participate in this in order that we share a common set of thoughts and knowledge.

[0:13:38] Trustee Luckham: We may agree or disagree, and we're free to do that, but at least we have a common understanding

[0:13:44] Trustee Luckham: of the principles associated with governance, which I think would be helpful, and the contractor

[0:13:49] Trustee Luckham: that we've used in the past has been excellent in that respect.

[0:13:53] Trustee Luckham: I can't help but note that on our agenda today, webinar on the role of the Island's Trust

[0:14:00] Trustee Luckham: is also instrumental in that understanding of what it is, who we are, what we do, and

[0:14:07] Trustee Luckham: why we do it.

[0:14:08] Trustee Luckham: is part of that equation that may not necessarily

[0:14:11] Trustee Luckham: be apparent in everybody's work.

[0:14:13] Trustee Luckham: Then the

[0:14:14] Trustee Luckham: other part of the conversation

[0:14:15] Trustee Luckham: that has come up for me with others is sustainability,

[0:14:19] Trustee Luckham: like sustainability of the Islands Trust

[0:14:21] Trustee Luckham: and how it will continue to operate

[0:14:25] Trustee Luckham: in a fiscally responsible way into the future.

[0:14:28] Trustee Luckham: And so however we can embrace those key concepts,

[0:14:32] Trustee Luckham: but obviously the initial piece of that

[0:14:36] Trustee Luckham: on the meeting process and and decision-making and strategic plan

[0:14:42] Trustee Luckham: strategic decision-making would help us significantly okay so we're kind of

[0:14:47] Trustee Luckham: session yeah I'll tell something yeah I think it needs to be independent in

[0:14:52] Trustee Luckham: order to be focused because if we embrace too much into one piece it just

[0:14:57] Trustee Luckham: becomes a bit of a blur and that's what happens in the orientation there's just

[0:15:00] Trustee Luckham: too much information at one time so look forward to that okay okay

[0:15:06] Voice 12: uh back to you all right so um

[0:15:09] Voice 12: i'll move on to my anecdotal report um slightly more activity than i was hoping for this time

[0:15:15] Voice 12: of year but um here we set up the 20th of december uh we we carry on with investigating options for

[0:15:26] Voice 12: the salt spring office um it is important um we will be out of that space you've had reporting on

[0:15:34] Voice 12: it we have one solid lead i say we have another two half leads um that uh we're developing that

[0:15:44] Voice 12: we hope to land more detail by mid-january if possible um and what we're really hoping for

[0:15:50] Voice 12: is that, and I'll speak to you after the PC about this,

[0:15:54] Voice 12: is really hoping that both the administrative side

[0:15:58] Voice 12: of the organization and the governance side

[0:16:00] Voice 12: of the organization help each other out

[0:16:03] Voice 12: in trying to solve this problem.

[0:16:05] Voice 12: You know, where are we going to house our staff?

[0:16:08] Voice 12: So I look forward to that.

[0:16:10] Voice 12: So we are doing some work there.

[0:16:11] Voice 12: We're tidying up the official part of the MAI MIA signing,

[0:16:18] Voice 12: and that is substantially complete.

[0:16:20] Voice 12: It's January 1st. We turned to a new way of handling that important part of our business.

[0:16:31] Voice 12: Many job interviews that are going on across the organization.

[0:16:35] Voice 12: It's pretty much Claire's really getting some work done here at the end of 2023.

[0:16:40] Voice 12: So we're spending some time in there. Engaging with the governance committee.

[0:16:46] Voice 12: committee certainly you saw a trust council there was at least I don't know if it's increased but

[0:16:51] Voice 12: there was some some focus associated with the work of the governance committee and the products

[0:16:57] Voice 12: or the emphasis and priorities that they have so there's been some refinement of that by

[0:17:01] Voice 12: trustees there's a meeting I think it's January 15th and so it's the development of products

[0:17:08] Voice 12: associated with that one of them that has sort of come that was on the agenda is around compensation

[0:17:15] Voice 12: and there's a lot of different places that conversations going I urge I'll

[0:17:20] Voice 12: urge everyone governance committee as well there's a lot of ways to get there

[0:17:25] Voice 12: there's I'm having done this a number of times you can go to outside consultants

[0:17:31] Voice 12: so we're trying to weigh process forward it's looking like there's a request for

[0:17:37] Voice 12: a complete review of all of there but not only the actual numerical

[0:17:42] numerical

[0:17:42] Voice 12: compensation implications but also the process by which compensation is undertaken

[0:17:50] Voice 12: that's going to be a good piece of work you know

[0:17:55] Voice 12: so over this period of time it's

[0:18:00] Voice 12: trying to figure out what comes first in terms of what's needed to assist trustees making these

[0:18:05] Voice 12: decisions and finally a little bit over the last week or two and over the holiday and

[0:18:12] Voice 12: into January, we'll be refining the corporate plan. We've had essentially a draft schedule

[0:18:19] Voice 12: provided by the FPC subgroup. The staff are trying to see how that synchronizes and sequences

[0:18:30] Voice 12: with regular work and business and the capacity to support that plan. So I'm hoping to engage

[0:18:38] Voice 12: with them in the new year as we go forward so those are my main pieces um we did have the all

[0:18:45] Voice 12: staff meeting which uh was great following trust council we updated them on your on your work um

[0:18:55] Voice 12: and we had a good time so i'm mindful of the staff having a break for a week and a half and stuff

[0:19:01] Voice 12: like that looking forward to excellent okay

[0:19:05] Voice 14: that's very important thank you so i gotta stick in the

[0:19:09] Voice 14: the room at the moment, I'll go to Director Marler of Legislative Services.

[0:19:14] Voice 8: Yeah, thank you, Pop Action List. The first item is on today's agenda, so I've marked

[0:19:20] Voice 8: that as complete. The next two items, I'll be working on those as my time permits. As

[0:19:27] Voice 8: you'll note in the comments there that the executive changed it a little bit, so the

[0:19:33] Voice 8: last line indicates what I will be doing with respect to those for you. And then on

[0:19:38] Voice 8: On the last page, the last two, four and five, those are two items that we haven't been able

[0:19:47] Voice 8: to advance, partly because we're short of administrative staff and IT staff.

[0:19:52] Voice 8: So I would suggest that we probably need to wait until we do have that ability.

[0:19:58] Voice 8: So the first item, item number four there, we did have that meeting with trustees, we

[0:20:06] Voice 8: just haven't had the ability to do any work and provide any reporting back on that and then item

[0:20:15] Voice 8: five we just need it to work with us on how to make that happen so that will stay on here and

[0:20:24] Voice 8: we'll do that as soon as possible that's all for the top action list questions any questions for

[0:20:32] Voice 8: the director toby elliot uh

[0:20:35] Voice 7: thank you chair thank you david so item uh two i remember this was

[0:20:40] Voice 7: brought up um because of uh yeah questions being raised in on the skidi but as things have

[0:20:47] Voice 7: rolled out there's now i think there's additional consideration for we need some education on how

[0:20:55] Voice 7: how to inform the media. And sometimes defining media is challenging. There's a case, I know,

[0:21:07] Voice 7: trustee, or sorry, Peter, you'll remember from Gabriola, where we had a request from a local

[0:21:15] Voice 7: online television station. And so recording the meeting separately and how that's handled with

[0:21:22] Voice 7: regard to delegations and members of the public in the room and who's recorded and not so i think

[0:21:28] Voice 7: there's a piece with um media and communications that i don't know if this could be expanded on

[0:21:33] Voice 7: or worked on with um morgana for some clarity for chairs and members of the public yeah i've

[0:21:42] Voice 8: been made through the chair so that item is not as simple as i thought it was um trust council

[0:21:48] Voice 8: local trust committees do not have anything in the bylaws about recording of meetings.

[0:21:54] Voice 8: A lot of local governments do either outright ban it or in the meeting procedures, it indicates

[0:22:01] Voice 8: the process you go through, indicates the chair could ask you to stop recording if a person was

[0:22:07] Voice 8: speaking that didn't feel comfortable being recorded, all of that, plus we're recording

[0:22:13] Voice 8: So in lieu of that, a bit of a void, it is a public meeting, but at the same time, it's not public, it's a business meeting.

[0:22:25] Voice 8: So I want to do a little bit more research into what I can advise you to say in the meetings.

[0:22:31] Voice 8: It's not as easy as I thought it would be initially.

[0:22:41] Voice 10: Tim Peterson.

[0:22:45] Voice 10: Thank you, Chair.

[0:22:48] Voice 10: Yeah, I'm just wondering what the projected timeline, item number three there on page 10 around the Code of Conduct.

[0:22:56] Voice 10: And I'm just wondering, noticing that we're past the initial target date, and I just wonder if there's sort of a perspective guesstimate about when we might get there.

[0:23:11] Voice 8: Yeah, I was hoping to get through these in kind of priority order.

[0:23:15] Voice 8: So, and also Trust Council has now asked me to do some work on the meeting procedures

[0:23:22] Voice 8: bylaws, which I would like to put some priority on so we can have that for the March Trust

[0:23:28] Voice 8: Council meeting.

[0:23:30] Voice 8: This one, the reviewing provincial guidelines, I don't see it being a lot of work.

[0:23:34] Voice 8: So I would hope to do it in like February, maybe March at the latest.

[0:23:41] Voice 10: Okay, thank you.

[0:23:44] Voice 14: Do

[0:23:45] Trustee Luckham: you have any remarks on that or are you just being thoughtful?

[0:23:51] Trustee Luckham: On this question to do with three, certainly I can say there's an interest in this by other trustees and maybe even behaviors that we executive and others are concerned about and including members of the public.

[0:24:08] Trustee Luckham: and so it does seem and we struggled with this in previous terms even it does seem that there's

[0:24:16] Trustee Luckham: perhaps some work there that needs to be done but of course it's up to council at the end to

[0:24:20] Trustee Luckham: determine what it is what they want to apply to themselves in this mode and the meeting procedures

[0:24:31] Trustee Luckham: Procedures, it does strike me that this media piece, because we've talked about going to a broad statement for all LTCs and all bodies, that that media piece needs to be embraced in some fashion, in a wholesome fashion.

[0:24:48] Trustee Luckham: Is that your expectation?

[0:24:50] Voice 8: Yeah, exactly.

[0:24:51] Voice 8: I think an opportunity there for opening up the meeting procedures, so things like this could be addressed.

[0:24:57] Voice 8: So I could look at that as an add-on for sure.

[0:25:02] Voice 8: Yeah, with respect to code of conduct,

[0:25:06] Voice 8: all local governments except Islands Trust

[0:25:09] Voice 8: are required now by the province

[0:25:11] Voice 8: to have their own code of conduct.

[0:25:14] Voice 8: We're not required to do it, but we have something.

[0:25:17] Voice 8: And it's because we're in the province

[0:25:19] Voice 8: and we have the provincial system behind us.

[0:25:22] Voice 8: So local governments are in the process now

[0:25:25] Voice 8: of drafting new bylaws based on the provincial guidelines.

[0:25:27] Voice 8: So I'm going to be looking at those, what they're doing.

[0:25:30] Voice 8: Ours are a little bit out of date.

[0:25:32] Voice 8: And even though some of the procedures on paper appear to work,

[0:25:37] Voice 8: they probably don't really work that well in practice.

[0:25:40] Voice 8: So I think we could come back to you with some recommended changes.

[0:25:44] Voice 8: One thing that local governments are doing is they're either hiring

[0:25:49] Voice 8: or contracting with an ethics commissioner.

[0:25:52] Voice 8: So when they get a complaint, they can ask the ethics commissioner

[0:25:55] Voice 8: to take it on so it's independent rather than the body itself having to do a lot of work so

[0:26:02] Voice 8: that's something we could consider as well okay

[0:26:05] Trustee Luckham: thank you for that thought i've considered that

[0:26:08] Trustee Luckham: that's a good piece

[0:26:10] Voice 12: to apply um yeah so i think part of what david's saying is that we have we

[0:26:17] Voice 12: have policy and congratulations to the trust for having that policy over now over some period of

[0:26:24] Voice 12: time. There are no, that I'm aware of, very effective mechanisms other than the collegial

[0:26:34] Voice 12: standard that lives at any given table with regards to standards of conduct. The staff

[0:26:42] Voice 12: cannot implement a standard of conduct upon elected officials. So, you know, I use this

[0:26:51] Voice 12: analogy perhaps too much it's a muscle that needs to be strengthened as opposed to um a waiting for

[0:27:01] Voice 12: a vast policy array that's going to address issues so it's it's willing to say this is what's

[0:27:08] Voice 12: acceptable behavior and this is what isn't and then no matter how difficult what is the forum

[0:27:14] Voice 12: by which that discussion occurs on generally and with regard to specific actions um i think that's

[0:27:23] Voice 12: where the focus needs to be not to say that an update in a policy but you can see that can drift

[0:27:28] Voice 12: for some period of time um you know we can bring the current policy back to your table when's the

[0:27:36] Voice 12: last time it was at this table just the current policy as it stands by the way you

[0:27:40] Voice 12: know in a

[0:27:42] Voice 12: minute um as we have ongoing issues um it might be worth just bringing the standards of conduct

[0:27:49] Voice 12: deck policy back and getting it on this table so EC and others are aware of it right of where

[0:27:56] Voice 12: where it stands right now and then you can start to you know certainly wait for this you know

[0:28:03] Voice 12: David's already pointed out some things that are I think really important yeah

[0:28:06] Voice 12: but to address this

[0:28:09] Voice 12: in sort of two ways not just the waiting for a potential policy review so

[0:28:14] Trustee Luckham: strikes me how

[0:28:17] Trustee Luckham: how many times I'm right or wrong, that this ties into the training session that we're

[0:28:22] Trustee Luckham: talking about is, I don't know, because through the training session, through meeting agenda

[0:28:34] Trustee Luckham: management and motions and practices within a meeting agenda, it sets best practices for

[0:28:43] Trustee Luckham: for which the behavior is, in my mind, is tied into that.

[0:28:51] Trustee Luckham: It's a collegial, respectful, civil manner in which governance needs to be conducted.

[0:28:59] Trustee Luckham: Yeah, I can certainly

[0:29:00] Voice 12: see the link, but it's...

[0:29:03] Trustee Luckham: Anyway, so

[0:29:04] Trustee Luckham: I'm looking forward to seeing that work,

[0:29:05] Trustee Luckham: and I think we do need to look at the tone and character of the document,

[0:29:10] Trustee Luckham: because you're right, we can't necessarily be very prescriptive.

[0:29:14] Voice 8: Yeah, so just to share, the policy was originally adopted in 1992, and it's been updated six times.

[0:29:22] Voice 8: The last time was two years ago, November 30th in 2021.

[0:29:28] Trustee Luckham: Anyway, it's certainly timely, and ideally, if we can advance it, it will set us up for being in a good place for the remaining three years of this term.

[0:29:37] Trustee Luckham: Yeah.

[0:29:38] Trustee Luckham: Okay.

[0:29:39] Trustee Luckham: Okay.

[0:29:40] Trustee Luckham: Are you done on your area report of any kind?

[0:29:44] Voice 8: No, I've just been working with Claire on some of the hiring and working with Stefan on the new legislation coming in and the Board of Municipalities have been doing a little bit of that and looking ahead.

[0:30:00] Voice 8: that could impact Trust Council's policies down the road but nothing urgent right

[0:30:06] Trustee Luckham: and I know that

[0:30:08] Trustee Luckham: you've been filling in in other areas as well and I'm grateful to you for the power thanks so I think

[0:30:13] Trustee Luckham: Stefan's sir my director of planning service is he not there today

[0:30:16] Trustee Luckham: no is there anything that you

[0:30:18] Trustee Luckham: wish to report on his follow-up uh there isn't okay then we'll look forward to seeing him in

[0:30:26] Trustee Luckham: the new year and receive an update from him about that and he's got a

[0:30:29] Trustee Luckham: report on the agenda here

[0:30:30] Trustee Luckham: today yes so it's working okay so let us move along then and i think it must be director of

[0:30:36] Trustee Luckham: top area services oh well administrative

[0:30:46] Trustee Luckham: yeah tractor trust here morning claire thank you for

[0:30:50] Trustee Luckham: joining us good

[0:30:51] Voice 1: morning so with regard to follow-up action list um you can see that some of

[0:30:57] Voice 1: the items on the list are on your agenda this morning um so i'm just happy to take questions

[0:31:02] Voice 1: at this point rather than walk you through it if you like

[0:31:04] Trustee Luckham: okay that's great um are there any

[0:31:07] Trustee Luckham: any questions for the director on her follow-up actionals there you go oh there's a hand up

[0:31:14] Trustee Luckham: oh sorry

[0:31:16] Voice 7: i would slow off the mark i was um actually going to talk um chat about this in

[0:31:21] Voice 7: in ltc updates but um i just wanted to see if we could have a bit of a discussion maybe after

[0:31:30] Voice 7: in the new year, Claire, about policies for getting elders and First Nations leaders to

[0:31:43] Voice 7: welcome us to the territory or open a meeting. I don't know if we have, like, policy around that

[0:31:51] Voice 7: yet. And I'm specifically looking at South Pender right now. So we're working with some community

[0:31:56] Voice 7: members who have really strong links with the St. Itch leadership and are happy to do

[0:32:05] Voice 7: some outreach and to help the LTC make the connection so that we could, because many

[0:32:15] Voice 7: of them have these standing resolutions to invite leaders and

[0:32:18] Voice 7: elders to open our meetings,

[0:32:20] Voice 7: but often we have no way to do it and staff are often challenged to do everything for

[0:32:25] Voice 7: us. So working sort of in between with the community links that already exist, and if we

[0:32:33] Voice 7: could have some clarity at some point, how to do that, be great.

[0:32:39] Voice 1: Yes, perhaps we could add that to

[0:32:41] Voice 1: a future agenda for discussion. One of the things I'll flag is we don't yet have a policy or procedure

[0:32:47] Voice 1: around the amounts for honoraria. So it's a little bit ad hoc in terms of determining, you know, how

[0:32:52] Voice 1: how much is provided to an elder, you know, for attending something in Victoria versus South

[0:32:56] Voice 1: Pender versus Gambier, where there's different travel time considerations and so on. Also,

[0:33:02] Voice 1: I would flag we have been a little bit uneven in how where those costs are applied, and whether

[0:33:07] Voice 1: they come from the LTC meeting expense budget, or whether we're looking at taking them from the TAS

[0:33:11] Voice 1: reconciliation budget. So there is work to do. We're looking forward to hiring someone into our

[0:33:16] Voice 1: senior Indigenous relations position who could assist with taking the lead on developing the

[0:33:21] Voice 1: policy and procedures associated with that. But yes, happy to have it added to a future agenda

[0:33:26] Voice 1: for discussion.

[0:33:28] Voice 14: Great. Thanks for the question, Toby. Jim Peterson.

[0:33:34] Voice 10: Thank you. So this is me either dropping the ball or not remembering. Just on number one,

[0:33:42] Voice 10: on the film screenings, Claire, I seem to remember that there was other films besides

[0:33:50] Voice 10: besides the dust and bones um that were available and maybe you could just shoot me an email on that

[0:33:58] Voice 10: um i know i meant to follow up but haven't okay appreciate

[0:34:03] Voice 10: that and i just started started doing

[0:34:06] Voice 10: it in the executive meeting it's just where it popped up back into my memory yeah

[0:34:10] Voice 1: i will do so

[0:34:11] Voice 1: anything

[0:34:14] Trustee Luckham: else so i'm just going to ask the question here on item number one um at this

[0:34:22] Trustee Luckham: juncture is there really any more work that needs to be done on this because it's been here for some

[0:34:28] Trustee Luckham: time our ability to do anything further is limited and wondered whether or not this item should

[0:34:34] Trustee Luckham: remain on your follow-up action um

[0:34:37] Voice 1: so chair we've provided a grant in aid of forty five hundred

[0:34:41] Voice 1: dollars um so i think there's either a need to deliver you know ask the person that was granted

[0:34:46] Voice 1: the funds to deliver what we asked for and we need to be specific about what islands want to have it

[0:34:51] Voice 1: or ask for the funds to be returned, I think would be the way to go.

[0:34:56] Voice 1: So we do still have interest from Liskiti.

[0:34:58] Voice 1: And when we have a minute as staff, we can potentially arrange,

[0:35:01] Voice 1: you know, talk to other LTCs and find one other location to host

[0:35:04] Voice 1: and just have the events hosted and then it would be removed

[0:35:07] Voice 1: is likely the best method.

[0:35:09] Voice 1: But if you'd like us to approach the, you know,

[0:35:11] Voice 1: the firm that received the grant in aid and ask for a return of funds,

[0:35:14] Voice 1: we could try to do that as well.

[0:35:17] Trustee Luckham: Sure. So maybe we should,

[0:35:19] Trustee Luckham: I was trying to get less work for you than more,

[0:35:23] Trustee Luckham: but obviously maybe we should find,

[0:35:25] Trustee Luckham: get an expression of interest

[0:35:26] Trustee Luckham: and then go to the contractor

[0:35:28] Trustee Luckham: with these communities would like this opportunity.

[0:35:31] Trustee Luckham: And then that provides them the opportunity

[0:35:33] Trustee Luckham: to deliver on that work.

[0:35:35] Voice 1: Yes, certainly we can do that.

[0:35:37] Voice 1: As you might know,

[0:35:38] Voice 1: we've had some staffing challenges

[0:35:39] Voice 1: in trust area services over the fall here.

[0:35:41] Voice 1: So hopefully heading into the new year,

[0:35:43] Voice 1: we'll have some of our positions filled

[0:35:44] Voice 1: and we'd be able to undertake that work.

[0:35:46] Voice 1: Yeah,

[0:35:46] Trustee Luckham: yeah, I'm trying to reduce your work. So we'll keep working on that theme. Okay,

[0:35:52] Trustee Luckham: so thank you for that. Now, director of administration. Oh, so do you have an area report?

[0:35:59] Voice 1: Yes, just wanting to update you a little bit on, as I just mentioned, the various

[0:36:03] Voice 1: vacancies that we have. So we've got interviews that we've been undertaking for the senior policy

[0:36:09] Voice 1: advisor position. So those that hiring process is underway. We have also I've been leading

[0:36:15] Voice 1: interviews for the Species at Risk Coordinator position within the Conservancy. So that process

[0:36:20] Voice 1: is also underway. We continue to work with the Public Service Agency around the Administrative

[0:36:25] Voice 1: Coordinator position that Council funded this year. We've had challenges with regard to getting

[0:36:30] Voice 1: it classified. So we're currently looking at other alternatives, getting what we need out of

[0:36:36] Voice 1: a position there. So that's taking some time as well. But hopefully, I think we've found a path

[0:36:40] Voice 1: to success we um i are in the new year we will head into interviews for the senior indigenous

[0:36:46] Voice 1: relations advisor position and i'm hoping to welcome back julian nichols to our program

[0:36:52] Voice 1: coordinator position which has been vacant for a few months while she's been acting as our planning

[0:36:55] Voice 1: technician in the planning department um in addition kate emmings is back from leave um but

[0:37:02] Voice 1: in a limited capacity taking on special projects only and she'll be taking on additional hours in

[0:37:07] Voice 1: january but i continue to act as the primary manager for conservancy in terms of the themes

[0:37:15] Voice 1: of the unit policy statement amendment project continues to dominate and we're really happy to

[0:37:21] Voice 1: have the communication strategy on your agenda today so those are the main themes and happenings

[0:37:26] Voice 1: in the department really i've been very hr focused over the last little while trying to get

[0:37:30] Voice 1: more people to support the team but grateful to everyone who's currently working with us

[0:37:35] Voice 1: soon. I'm thankful to my colleagues for jumping in and joining. Yes.

[0:37:46] Voice 12: So

[0:37:46] Trustee Luckham: I have to announce that we have a fire alarm issue here and we are going to have to exit the

[0:37:51] Trustee Luckham: building. I think we'll keep this session open, muted with a message on the screen. Okay. And

[0:37:58] Trustee Luckham: then we will return when we get the all clear. It might be about 10 minutes. Oh, you think that?

[0:38:03] Trustee Luckham: Yeah. Okay.

[0:38:11] Voice 6: We might just see what a few of you can text her and say

[0:55:05] Voice 8: we're back on.

[0:55:06] Voice 8: I just texted Claire, so I just said we're back. She said thanks, so.

[0:55:10] Voice 8: There she

[0:55:11] Trustee Luckham: is. There she is. Perfect timing.

[0:55:13] Trustee Luckham: Okay, so welcome back, everybody. That was a little moment of excitement.

[0:55:18] Trustee Luckham: Fire alarm had gone off and everybody, all three floors of the building, including the commercial down below, all evacuated.

[0:55:25] Trustee Luckham: the fire department came and assessed the situation and it was all clear we're back here

[0:55:30] Trustee Luckham: in business so that's good news so we were in the midst of trust area services uh reporting out um

[0:55:37] Trustee Luckham: you were doing um uh your area report you'd advise us about the hiring that you've been doing

[0:55:44] Trustee Luckham: uh very busy um do you have anything further to add director trader nothing further questions for

[0:55:50] Trustee Luckham: director freighter all right so let us continue on now i i don't know if we had director mobs

[0:55:58] Trustee Luckham: with us do you have anything to report from the administrative services nothing okay i do not um

[0:56:04] Trustee Luckham: you

[0:56:04] Voice 12: know just generally uh working on the corporate plan some time off um and anticipating a

[0:56:13] Voice 12: work coming up for the fpc in january okay

[0:56:17] Trustee Luckham: and uh so that's great then so um i just want to

[0:56:22] Trustee Luckham: shout out to everybody on your senior management team that you've all been pulling together to

[0:56:27] Trustee Luckham: fill some vacancies and accomplish amazing things trust council was a lot of work and i think that

[0:56:33] Trustee Luckham: we learned a bunch of things it was an improved council and um and we're going to take that into

[0:56:38] Trustee Luckham: to the planning the plans for the next meeting in march and looking forward to that event the budget

[0:56:45] Trustee Luckham: cycle um so i want to thank you and uh obviously alexandra you've joined us here in in your role

[0:56:53] Trustee Luckham: and uh sometimes there's an opportunity for the executive assistant to provide us any kind of

[0:56:58] Trustee Luckham: logistic or uh information that we need to know um moving forward so that'll be your chance to

[0:57:05] Trustee Luckham: to provide that and do you have anything today i don't

[0:57:09] Trustee Luckham: okay thank you so um let's move along then

[0:57:13] Trustee Luckham: so this tip will then take us to local trust committee chair updates so not sure how many

[0:57:19] Trustee Luckham: of you had ltc meetings or other news to report from your ltcs i'm going to start uh in the room

[0:57:26] Trustee Luckham: here again with david maude and then i'll go to the stream participants

[0:57:29] Trustee Maude: not not much for me we're

[0:57:32] Trustee Maude: We're still setting up a few schedules for next year.

[0:57:35] Trustee Maude: I think everybody's looking forward to the Christmas break

[0:57:37] Trustee Maude: and a wonderful and productive new year.

[0:57:40] Trustee Maude: Thank you.

[0:57:41] Trustee Luckham: Excellent.

[0:57:42] Voice 10: Tim Peterson, how about you?

[0:57:46] Voice 10: Thank you, Chair.

[0:57:47] Voice 10: Busy week for me last week.

[0:57:50] Voice 10: Tuesday was the Galliano meeting.

[0:57:54] Voice 10: That one was fairly brief.

[0:57:56] Voice 10: Got some updates from staff on a couple of the F1 forests.

[0:58:03] Voice 10: lot rezonings there uh wednesday was uh hornby island there was uh it was electronic there was

[0:58:12] Voice 10: uh 50 some uh members of the public attending uh two main folks well one a verbal update on the

[0:58:22] Voice 10: rogers tower proposal which is not uh universally supported to say the least on salt spring

[0:58:29] Voice 10: Pardon me, on Hornby. And the other big piece there was requesting staff to report back on Bill 35, which one of the provisions to remove the grandfathering of short-term vacation rentals substantially changed the approach that Hornby LTC was going to take

[0:58:55] Voice 10: in terms of working on some regulation limiting the numbers of STVRs.

[0:59:01] Voice 10: So that's going to be a fairly major piece of work, I think,

[0:59:07] Voice 10: in terms of trying to find ways.

[0:59:11] Voice 10: I don't know that we'll find a way that's nearly as quick and elegant

[0:59:14] Voice 10: as the one we had been going to attempt

[0:59:19] Voice 10: before the provincial legislation came down, but that's as may be.

[0:59:23] Voice 10: um salt spring was a fairly extensive meeting thursday um the uh bylaw 530 was put to rest

[0:59:37] Voice 10: an identical um version of bylaw 530 light as it was being nicknamed um was advanced

[0:59:48] Voice 10: a much scaled down version, which is to be coupled with a pilot project for individual inclusion.

[1:00:00] Voice 10: on to the new mapping schedule, so the advancement of Accessory Dwelling Unit regulations is happening there.

[1:00:10] Voice 10: We also had a request for a proof of water time of subdivision and a couple other reports.

[1:00:22] Voice 10: There's a couple sort of semi-impromptu in-camera sessions.

[1:00:26] Voice 10: uh definitely going to be thinking more carefully about how uh how we organize our agenda and what

[1:00:36] Voice 10: a more appropriate approach to process is there but that's as may be um i think that there was some

[1:00:47] Voice 10: uh there's a bit of frustration i think in in the ltc about the the spot zoning um

[1:00:58] Voice 10: pilot project not being well fleshed out at that time.

[1:01:05] Voice 10: But we have some assurances from staff that that's going to be happening.

[1:01:13] Voice 10: And I think that I'll just leave that there today.

[1:01:19] Voice 10: Okay.

[1:01:19] Trustee Luckham: Okay, good.

[1:01:22] Trustee Luckham: So thank you.

[1:01:23] Trustee Luckham: So, Tim, you know, you need any support from myself or otherwise in your roles there.

[1:01:31] Trustee Luckham: please reach out um want to help you be successful there because there are certainly challenges

[1:01:37] Trustee Luckham: i know that the um the terms of reference for the um uh the most recent uh community

[1:01:44] Trustee Luckham: project is out and there's some concerns there as well and giving remarks about that at this time

[1:01:52] Voice 10: um there are some concerns about uh the content um there's a missing reference to

[1:02:01] Voice 10: the instructions that the ltc gave in november to for in terms of phasing the work and having

[1:02:07] Voice 10: ltc approval for the second phase so that's missing from that and then um there's reference

[1:02:16] Voice 10: to to a village but of course salt springs has three villages and we don't need to delve deep

[1:02:22] Voice 10: deeply into that today but i think those were the the ones that jumped out as as uh not being as

[1:02:30] Voice 10: complete in the in the rfp as as would have been desired okay so that's great

[1:02:35] Trustee Luckham: so you're aware of

[1:02:36] Trustee Luckham: that and presumably uh the lc will work with staff um to advance that okay um direct uh director um

[1:02:48] Trustee Luckham: vice chair elliott over to you for your um trustee report and then you may as well you

[1:02:54] Trustee Luckham: can segue into your conservative cvas on update if you have one of those as well

[1:02:57] Trustee Luckham: Sure.

[1:02:59] Voice 7: Nothing to report from the LTCs that I chair, apart from, as I mentioned before, setting us up for, in a good way, for a welcome to the South Pender Local Trust Committee meeting in the new year by Wasanich Elder.

[1:03:17] Voice 7: And so on the Stress Conservancy, there isn't any update, except Chair Risa Smith just forwarded for our information to the board, a link to a report on climate change and protected areas that she had written for the Canadian Parks and Wilderness Society, protected areas as a nature based climate solution.

[1:03:44] Voice 7: And so I haven't dug into that yet, but I'm really grateful that we have a chair who's on all these panels, the Intergovernmental Panel on Climate Change and keeping us up to date on the latest in terms of science and nature conservation to address climate change.

[1:04:07] Voice 7: So that's a piece of news, but I don't think anything in the – we haven't had any meetings, and we're just setting our meetings for the new year.

[1:04:19] Voice 14: Oh, Tim, you have your hand up.

[1:04:25] Voice 10: Yes, I'm just surprised, Chair Elliott, that you didn't report out on our scintillating conversation on Laskiti on Monday.

[1:04:33] Voice 10: I

[1:04:37] Voice 7: may have. You're right. I did have. I was sort of during COVID sharing a meeting on Laskiti. I think I had the beginnings of COVID or the ends of COVID. So forgive my brain fog. It was an interesting meeting. Thank you too. Oh my gosh. Okay, sorry.

[1:05:00] Voice 7: Sorry. Can we go to you, Chair Luckham?

[1:05:03] Voice 7: And I'm just going to go back to my notes so I can bring back a report.

[1:05:06] Voice 7: Forgive me. I must have blanked out.

[1:05:10] Trustee Luckham: All right. That's fine.

[1:05:12] Trustee Luckham: But I'm not going to give you much of a river to breathe because I don't have a lot to report myself.

[1:05:17] Trustee Luckham: Having not had any LTC meetings, certainly there's a Gabriella continues to be a very exciting place.

[1:05:24] Trustee Luckham: A lot of conversation on the whole derelict vessel situation.

[1:05:31] Trustee Luckham: in the Dengen Bay there and on the island.

[1:05:35] Trustee Luckham: And of course, this conversation is going on

[1:05:38] Trustee Luckham: in the background with respect to

[1:05:41] Trustee Luckham: working with Snuneymo First Nation

[1:05:43] Trustee Luckham: in order to advance their interests and concerns

[1:05:46] Trustee Luckham: with respect to land use on the Aguila.

[1:05:48] Trustee Luckham: And so look forward to that in the new year.

[1:05:52] Trustee Luckham: On Gambier, we're starting the year off early,

[1:05:56] Trustee Luckham: January the 9th, scheduled our first meeting there

[1:05:59] Trustee Luckham: to advance trustee-initiated bylaw amendment

[1:06:04] Trustee Luckham: and associated with the fiber optic cable

[1:06:07] Trustee Luckham: being dropped on Keech Island

[1:06:10] Trustee Luckham: so that work progresses.

[1:06:12] Trustee Luckham: I want to give a shout out to the Northern Office

[1:06:15] Trustee Luckham: for that team,

[1:06:19] Trustee Luckham: Rene Jamarac, the regional planning manager

[1:06:22] Trustee Luckham: for the work that she does in supporting the LTCs

[1:06:26] Trustee Luckham: that I sit on,

[1:06:27] Trustee Luckham: and of course knowing what also happens in the denman and cornby island areas as well as other

[1:06:34] Trustee Luckham: areas and so um thank that team up there for their great work and wish them all the best of the

[1:06:39] Trustee Luckham: season um i also am aware of some issues uh just and this is sort of general chair communication

[1:06:47] Trustee Luckham: that comes to me he's already had some correspondence about most recent salt spring

[1:06:51] Trustee Luckham: meeting and also

[1:06:53] Trustee Luckham: brought to my attention

[1:06:55] Trustee Luckham: the situation of the

[1:06:58] Trustee Luckham: homeless

[1:06:59] Trustee Luckham: encampment

[1:07:02] Trustee Luckham: liveaboard situation

[1:07:04] Trustee Luckham: and issues associated along the

[1:07:06] Trustee Luckham: shoreline of the Gainesville village area

[1:07:07] Trustee Luckham: and certainly those

[1:07:09] Trustee Luckham: are ongoing concerns as

[1:07:12] Trustee Luckham: we experience this social crisis

[1:07:14] Trustee Luckham: in winter times

[1:07:15] Trustee Luckham: and social problems

[1:07:18] Trustee Luckham: associated with housing

[1:07:19] Trustee Luckham: and it's not unique

[1:07:21] Trustee Luckham: but it's certainly problematic in our small communities that's it for me

[1:07:26] Trustee Luckham: that's as much time as I can give you okay

[1:07:28] Voice 7: thank you I found my notes and we're

[1:07:31] Voice 7: back on track we did have a meeting and it was actually quite a productive one

[1:07:36] Voice 7: so we were able to get a report back from staff for the first time in a long

[1:07:42] Voice 7: time on the major pro sorry what was a major project the official community

[1:07:47] Voice 7: plan land use bylaw update it had since been turned into a minor project and so

[1:07:54] Voice 7: this is sort of our first look at the scope of changes that would be looked at

[1:08:00] Voice 7: and we had to sort of land on a compromise in order to advance the work

[1:08:07] Voice 7: that the community advisory committee had done in terms of the official

[1:08:14] Voice 7: community plan there there are some elements that don't align with like our regional conservation

[1:08:18] Voice 7: plan and the coastal Douglas fir ecosystem and so that's going to be left for a future update

[1:08:24] Voice 7: so it's not as complete an OCP update as as was originally hoped but I think we've arrived at a

[1:08:33] Voice 7: good enough compromise to keep moving forward so that was a very productive discussion and the

[1:08:39] Voice 7: The meeting procedures bylaw was adopted, as well as we had a delegation from a member

[1:08:48] Voice 7: of the Liskete Island Ratepayers Association regarding docks.

[1:08:52] Voice 7: It was a very informative presentation, and I learned a lot, I think local trustees did

[1:08:58] Voice 7: as well, considerations of deepwater wharfs and where docks could be useful or not, and

[1:09:07] Voice 7: And so a discussion of permitting docks in the land use bylaw and the need for community access to alternatives to the ferry, private ferry service that's sometimes not as reliable

[1:09:21] Voice 7: as could be hoped.

[1:09:23] Voice 7: And then Director Fall gave us a report from Cathette.

[1:09:27] Voice 7: It's updating its community wildfire resiliency plan, and there'll be community engagement and mapping coming out in the spring 2024.

[1:09:35] Voice 7: there will be follow-on implications for land use.

[1:09:39] Voice 7: A lot of Liskiti is in the wildland urban interface area,

[1:09:44] Voice 7: so lots to think about there.

[1:09:48] Voice 7: And I think I'll leave it at that.

[1:09:50] Voice 7: It was a good meeting, now that I remember that we had it.

[1:09:54] Voice 7: Forgive me, Liskiti.

[1:09:59] Trustee Luckham: Okay.

[1:10:01] Trustee Luckham: Thank you very much for that, Toby,

[1:10:02] Trustee Luckham: and I'm glad that you had a good meeting there.

[1:10:05] Trustee Luckham: That's good news.

[1:10:06] Trustee Luckham: and um certainly uh any support that i can provide you and that ltc is uh always available to the

[1:10:13] Trustee Luckham: asking story um it sounds like things are getting worked out okay um i think that concludes our

[1:10:21] Trustee Luckham: follow-up action section um we're going to move now on no bylaws to consider today the other

[1:10:26] Trustee Luckham: important part of our work um but none here for this particular meeting so now we're going to look

[1:10:32] Trustee Luckham: at trust council meeting review um we have a number of sections here um i have to apologize

[1:10:39] Trustee Luckham: actually i made a commitment to send out an email to trustees for feedback on council on friday that

[1:10:46] Trustee Luckham: was before i had a fairly serious emergency call out and that occupied the rest of my day and um

[1:10:52] Trustee Luckham: didn't actually manage to get back to that and it's on my list to do so i expect that we'll i'm

[1:10:58] Trustee Luckham: going to send our christmas season's greetings and request for feedback and we'll have that

[1:11:03] Trustee Luckham: opportunity to reflect on that at our next meeting so um that said so 7.11 is indeed

[1:11:09] Trustee Luckham: september trust council meeting feedback um we usually go around the room elected and staff to

[1:11:15] Trustee Luckham: uh get a sense uh from everybody's perspective about how the meeting went i um i'm thankful for

[1:11:23] Trustee Luckham: of the support that i received during the council meeting and um let us start off i'm going to start

[1:11:30] Trustee Luckham: on the screen this time and i think i'll begin with trustee uh vice chair toby elliott thank

[1:11:37] Voice 7: you chair um i thought in general uh trust council went um commendably well we implemented some

[1:11:47] Voice 7: changes that i think were needed and seemed to be welcome by most people and a way to support

[1:11:55] Voice 7: you as the chair so that you could do your job chairing the meeting and not worry so much about

[1:12:01] Voice 7: the speakers list and so on. I think that was really helpful. And I noticed a difference in

[1:12:09] Voice 7: sort of the evenness of debate and discussion and decorum in general. And so I thought it was good.

[1:12:17] Voice 7: And I thought the agenda timing was probably one of the better ones. There was more room to

[1:12:25] Voice 7: to breathe and things that needed discussion had the time for it um there wasn't such a feeling

[1:12:34] Voice 7: of being rushed so that was I think uh a good a good piece and then I really enjoyed hearing from

[1:12:41] Voice 7: the San Juan County uh councillors um that was yeah I think it's very necessary to keep informing

[1:12:49] Voice 7: ourselves of what other leaders are doing who have many of the same challenges that we do and

[1:12:57] Voice 7: just as many coastlines and marine areas to look after. So that was extremely helpful. So I think

[1:13:03] Voice 7: all in all, it was quite a good meeting other than three or four of us coming back with COVID

[1:13:08] Voice 7: and we should probably be masking up if it's a winter time, live in person time.

[1:13:16] Voice 7: time. That's my feedback on Council.

[1:13:21] Trustee Luckham: Thank you very much. I'm sorry that

[1:13:24] Trustee Luckham: some of you managed to contract COVID. I'm glad that it didn't go

[1:13:28] Trustee Luckham: further beyond just a small number. It could

[1:13:32] Trustee Luckham: have picked up anywhere, in fact. So, indeed,

[1:13:37] Trustee Luckham: masking in public is a good idea, from my point of view.

[1:13:41] Trustee Luckham: Tim Peterson, over to you.

[1:13:45] Voice 10: Thank you, Chair.

[1:13:46] Voice 10: Yeah, my impression is that the council went fairly smoothly.

[1:13:53] Voice 10: I think the innovations that we test drove there were helpful.

[1:14:00] Voice 10: I certainly got some good feedback from trustees.

[1:14:05] Voice 10: I would note that I had questions from members of the public

[1:14:12] Voice 10: about director of legislative services sitting next to the chair

[1:14:16] Voice 10: and not concerns, but just questions.

[1:14:20] Voice 10: And so that just stood out to me as something.

[1:14:23] Voice 10: I don't know that we made any kind of point of information

[1:14:31] Voice 10: or anything in a public way that discussed what the point of that was.

[1:14:38] Voice 10: So I just wanted to pass that to EC

[1:14:40] Voice 10: that that I did get some questions and I think my explanation which was simply

[1:14:48] Voice 10: that the the director of legislative services was then right at hand for

[1:14:54] Voice 10: questions of process were well received but it just did stand out to me as

[1:14:59] Voice 10: something to pass along to EC that I received some some queries about that I

[1:15:05] Voice 10: I appreciate that we're doing some work

[1:15:13] Voice 10: and trying some new things

[1:15:14] Voice 10: and certainly got plenty of positive feedback

[1:15:19] Voice 10: from trustees that they felt that they were heard

[1:15:22] Voice 10: following the September Trust Council session.

[1:15:26] Voice 10: And so work in progress,

[1:15:29] Voice 10: but I think our latest iteration

[1:15:31] Voice 10: was generally seen as an improvement.

[1:15:37] Trustee Luckham: Pretty great. Thank you, Tim. And thank you for your report. And just note that it's interesting

[1:15:44] Trustee Luckham: how the public perceives our meetings. And if you join later in the meeting, you might

[1:15:50] Trustee Luckham: miss the introduction of David Mullen, who I do believe I did introduce at the outset,

[1:15:55] Trustee Luckham: so that may not have been obvious. How one can facilitate that as time goes on is maybe

[1:16:01] Trustee Luckham: may be a question. However, I'll note that many municipalities, not that we're a municipality,

[1:16:06] Trustee Luckham: but many municipalities have a city clerk that sits with the mayor that provides the very

[1:16:11] Trustee Luckham: excellent advice that I was receiving during council from Director Marler. And in his role,

[1:16:18] Trustee Luckham: I think, I mean, his role as Secretary of the Alam's Trust, I think was incredibly helpful.

[1:16:24] Trustee Luckham: And I'm really grateful for that opportunity and hope we will continue with that. So thank you,

[1:16:29] Trustee Luckham: jim so david maude i think you're next okay

[1:16:33] Trustee Maude: you know i thought it was a very good meeting um

[1:16:36] Trustee Maude: very thankful to all the staff who stepped up we had a lot of people filling in temporary roles

[1:16:43] Trustee Maude: and did an admirable job which was very much appreciated because it made our job

[1:16:47] Trustee Maude: a lot easier um i thought the venue was good um i got nothing but positive feedback um from the from

[1:16:56] Trustee Maude: beginning to end so i i guess just a thumbs up for me is is the schedule was good uh the format

[1:17:04] Trustee Maude: was good um i don't think we tripped i think we did good so and and considering that we were short

[1:17:12] Trustee Maude: a lot of staff and a lot of people especially emily sort of were put into roles that they were

[1:17:17] Trustee Maude: not comfortable in and they did a very good job and i do appreciate that terrific

[1:17:25] Trustee Luckham: um thank you

[1:17:26] Trustee Luckham: Thank you, David. From my own reflections, I can't help but think about the, there's a Hugh Jackman movie out there, The Greatest Show on Earth, I think it's called, when the ringleader or whatever they call him, you know, has to orchestrate this event.

[1:17:42] Trustee Luckham: And indeed, the orchestration of this council event should not be underestimated, and the

[1:17:48] Trustee Luckham: staff bear the weight on their shoulders for making it happen.

[1:17:53] Trustee Luckham: And then we help or interfere in the rollout of that event, and I think that it did go

[1:18:01] Trustee Luckham: incredibly well.

[1:18:02] Trustee Luckham: The team worked well together, and there should be opportunities for us to learn and continue

[1:18:11] Trustee Luckham: to improve and that is on the from the trustee feedback is we'll continue to plan the plan for

[1:18:19] Trustee Luckham: council and so let's uh think about that at our next meeting we've got three months it's just a

[1:18:24] Trustee Luckham: cycle that we now prepare for the fall out there and we'll no doubt continue and improve there is

[1:18:30] Trustee Luckham: i'll just add a hint of things to come there is a continued interest in having the consent agenda

[1:18:38] Trustee Luckham: agenda items considered in a block,

[1:18:41] Trustee Luckham: and then moving on to the discussion items as a block.

[1:18:44] Trustee Luckham: And we chose not to do that this go round

[1:18:47] Trustee Luckham: because we didn't want to change too much at once.

[1:18:50] Trustee Luckham: And I think that's reasonable.

[1:18:52] Trustee Luckham: Even people noting,

[1:18:53] Trustee Luckham: why is the secretary sitting at the table?

[1:18:55] Trustee Luckham: We need to make these changes gradually.

[1:18:57] Trustee Luckham: And I look forward to more of those changes, I think.

[1:18:59] Trustee Luckham: So I just want to personally thank everybody.

[1:19:03] Trustee Luckham: Let's go now to the staffs that are available to us.

[1:19:06] Trustee Luckham: do you have any reflections on that well

[1:19:09] Voice 12: i think the changes that were implemented um were

[1:19:14] Voice 12: positive and i'm assuming that we're going to move forward in the future with those

[1:19:19] Voice 12: um and it'd be good to solicit um anything else in terms of tweaking or or what have you but uh

[1:19:26] Voice 12: you know that's one level or phase one you'll remember um we've got a number of baskets of

[1:19:33] Voice 12: consideration uh the next big a couple observations there the next big one is the consideration of a

[1:19:40] Voice 12: committee of the whole right so uh trust council seems interested in that we'll look at that over

[1:19:47] Voice 12: the next period of time that will significantly change the nature of the agenda moving forward

[1:19:53] Voice 12: so that's i'd say the next big change that's imminent um i know you never none of you spoke

[1:20:00] Voice 12: about the content so i don't know if it's appropriate for me to speak about any of the

[1:20:04] Voice 12: content associated with the trust council decision making so i'll leave that for you to think that

[1:20:09] Voice 12: over um if you feel there's something important you need to raise i would raise it now okay i

[1:20:14] Voice 12: will say we went to some considerable effort to get the trustees who are coming in electronically

[1:20:22] Voice 12: to a separate screen yeah

[1:20:24] Voice 14: i

[1:20:26] Voice 12: wonder if there's negligible value there

[1:20:28] Voice 12: um for the most part they're blacked out or have gray screen um and intention of course was to have

[1:20:39] Voice 12: them not be occupying real estate that competes with the with the agenda and other matters if

[1:20:47] Voice 12: you're comfortable and everyone's happy with that i guess that's fine but um it does seem odd to go

[1:20:56] Voice 12: to bring that material and all that stuff and then just or maybe it's okay in this day and age to

[1:21:01] Voice 12: to have a someone attending and then they're they're blacked out for most of the meeting

[1:21:08] Voice 12: um you don't have policy that addresses this um and it probably something you want to think about

[1:21:14] Voice 12: to what degree do you want to indicate presence at a meeting um and there's the added expense

[1:21:21] Voice 8: associated with it and can i just answer that russ one of the problems if people do black screen out

[1:21:27] Voice 8: is uh from a secretarial point of view from quorum i'm assuming that they're so if they don't vote

[1:21:36] Voice 8: and the screen's blacked out then they're abstained and it's a voting favor so you know

[1:21:42] Voice 8: i'm making the assumption that they're in the room at the computer but we don't know that for sure

[1:21:47] Voice 8: again that's something meeting procedures by law could address yeah

[1:21:51] Trustee Luckham: thank you for that david thank

[1:21:53] Trustee Luckham: you russ and i'll just comment i think that this is a work in progress and there's a learning

[1:21:56] Trustee Luckham: opportunity here yeah

[1:21:57] Voice 1: because i think it

[1:21:58] Trustee Luckham: is beneficial we need to leverage making it more

[1:22:01] Trustee Luckham: useful because indeed it's just two people marginal if it's six or eight people it could

[1:22:07] Trustee Luckham: be significant but the use of the video is an important piece and that's a learning i think

[1:22:11] Trustee Luckham: there's a learning opportunity here so i would say it's not abandoned at this time no it's a

[1:22:17] Trustee Luckham: So

[1:22:17] Voice 12: it's for you to consider and see what the relative agenda is.

[1:22:22] Voice 12: And then certainly noted that, you know,

[1:22:26] Voice 12: dividing up some of the executive coordinator role into three or four

[1:22:29] Voice 12: generally had to make things less challenging and less fun.

[1:22:38] Voice 12: You know, I will say, you know, you landed on a vision statement.

[1:22:43] Voice 12: So that work has carried on.

[1:22:47] Voice 12: i know that the budget did not have this the first time in eight years that the budget did

[1:22:51] Voice 12: not have an amendment at the december meeting um you know that's uh that's certainly got my

[1:22:59] Voice 12: attention um i will say that the business cases that have been provided um to our reading i'm

[1:23:07] Voice 12: sure there's some tweaking that's required and we'll find out exactly what that is as we get

[1:23:10] Voice 12: more information but just want to say that what has been offered um you know the staff wouldn't

[1:23:16] Voice 12: consider that they're not associated with the work of the trust or that they're incongruent or

[1:23:25] Voice 12: disconnected in each of those business cases there should be a rationale that ties to either an

[1:23:30] Voice 12: operational need something associated with the current strategic plan or some direction of trust

[1:23:36] Voice 12: counsel so they should be grounded in those things and to my understanding most of those are so i

[1:23:42] Voice 12: I just want to make sure that you know that I think that the material,

[1:23:47] Voice 12: although some of it needs tweaking, does provide those linkages.

[1:23:52] Voice 12: It's not on board, I would say.

[1:23:56] Voice 12: But we are ready for an exciting January, February,

[1:23:59] Voice 12: as we contemplate and work through the budget,

[1:24:02] Voice 12: because the budget is going to have some significant discussion in March,

[1:24:06] Voice 12: as opposed to a more refined process.

[1:24:08] Voice 12: So we're aware of that, and I'm sure Julie is as well as we work forward.

[1:24:14] Voice 12: Ray happens to have the housing material go forward as well I mentioned the committee of

[1:24:19] Voice 12: the whole San Juan County session I thought there was frankly quite a bit of value associated with

[1:24:24] Voice 12: that it's great to agree to that discussion and anything that staff can do in the future to assist

[1:24:31] Voice 12: you there by all means yeah

[1:24:36] Trustee Luckham: okay thank you I just wanted to add even from my reporting out

[1:24:43] Trustee Luckham: about the San Juan thing.

[1:24:44] Trustee Luckham: It was useful.

[1:24:47] Trustee Luckham: It's unfortunate that they were unable to attend in person.

[1:24:50] Trustee Luckham: Chair Fuller, the new chair,

[1:24:52] Trustee Luckham: Chair Fuller now reached out to me and said,

[1:24:55] Trustee Luckham: let's do this in person and arrange this for next year.

[1:24:58] Trustee Luckham: So they want

[1:24:59] Voice 1: to get it

[1:24:59] Trustee Luckham: on their radar.

[1:25:00] Trustee Luckham: And I think that we should do that.

[1:25:02] Trustee Luckham: And maybe that is part of, I responded quickly to her

[1:25:06] Trustee Luckham: and I cc'd Claire on that, of course,

[1:25:09] Trustee Luckham: that maybe that's part of our acknowledging

[1:25:12] Trustee Luckham: the 50 years of the Adams Trust because indeed,

[1:25:14] Trustee Luckham: I don't know how many years it's been,

[1:25:16] Trustee Luckham: but I bet you it's 20 years

[1:25:17] Trustee Luckham: that we've had this transporter agreement.

[1:25:19] Trustee Luckham: David Marla might remember that,

[1:25:21] Trustee Luckham: but it's probably against that.

[1:25:22] Voice 5: And

[1:25:23] Trustee Luckham: we pick it up now and again, and we continue,

[1:25:27] Trustee Luckham: but it definitely seems like that they also appreciate

[1:25:30] Trustee Luckham: having that opportunity.

[1:25:31] Trustee Luckham: So let's keep that alive.

[1:25:33] Trustee Luckham: I just wanted to talk about that budget a second

[1:25:36] Trustee Luckham: and the business cases, you know,

[1:25:38] Trustee Luckham: and this is where I'm sort of landed on this.

[1:25:42] Trustee Luckham: Our process is an iterative process.

[1:25:44] Trustee Luckham: We learn and we improve continuously.

[1:25:47] Trustee Luckham: And the budget cases model that we're using presently

[1:25:51] Trustee Luckham: actually is not that old.

[1:25:53] Trustee Luckham: There was variations on that theme

[1:25:56] Trustee Luckham: that got into this place.

[1:25:57] Trustee Luckham: And if there's a time for a continued evolution of that,

[1:26:01] Trustee Luckham: well, that's a welcome thing,

[1:26:02] Trustee Luckham: because it does make us better.

[1:26:03] Trustee Luckham: But at this moment, we're into the budget for 2024.

[1:26:08] Trustee Luckham: It's a little late to do process review.

[1:26:11] Trustee Luckham: So I agree with you that the reports that we have, they meet the present requirements associated with it.

[1:26:18] Voice 12: Well, Julia walked in an enhanced business case process.

[1:26:22] Voice 12: So we've tried to provide, say, relative to four or five years ago, but there's more.

[1:26:29] Voice 12: I'm sure what one of the challenges is, is despite the business cases, I think it's the decision-making moment.

[1:26:35] Voice 12: Meaning, if you have dissimilar projects that cost the same amount of money and you figure you can't afford both, how do you take a regional planning committee recommendation and put it up against a trust programs committee recommendation?

[1:26:51] Voice 12: And I suspect that that is really the FPC and Trust Council itself wants a better means of making those comparisons so that they can make a decision around when there's limited dollars available, lest is it the minutiae in the business cases.

[1:27:12] Voice 12: There's still all the details need to be there, of course, but I think it's a funny way to help with that decision-making.

[1:27:19] Voice 12: We shall see, and we're going to have a nice, we're going to have a good March meeting.

[1:27:23] Trustee Luckham: I think so, yeah.

[1:27:25] Trustee Luckham: So I see two trustees online have some additional remarks here, and then we'll move along to the other staff members and their observations of council.

[1:27:32] Trustee Luckham: Trustee Vice Chair Elliott, and then Vice Chair Peters.

[1:27:36] Voice 7: Thank you, Chair.

[1:27:37] Voice 7: Yeah, I agree.

[1:27:39] Voice 7: I don't think the business cases are opaque or obscure in any way.

[1:27:43] Voice 7: but trustees are keep objecting to them and saying they're insufficient.

[1:27:48] Voice 7: And so I had put out the query, what is missing?

[1:27:52] Voice 7: If there is anything missing, but I think you're right, CAO,

[1:27:56] Voice 7: that it's a metric or a way to analyze them that is not well understood by

[1:28:02] Voice 7: everybody. And it's,

[1:28:03] Voice 7: it is really challenging to evaluate the merits of one project versus another.

[1:28:08] Voice 7: And you can never do it through strictly a financial lens or a cost benefit

[1:28:12] Voice 7: analysis.

[1:28:12] Voice 7: analysis. There's other elements at play, such as how long has a project been running, how much

[1:28:19] Voice 7: resourcing has already gone into it. And so all that qualitative information is how does that

[1:28:26] Voice 7: work out in an evaluation matrix. So I think we're looking for some comfort there. I don't know how

[1:28:32] Voice 7: to do it but um one bit of uh one question that i had sorry about meeting procedures um

[1:28:40] Voice 7: in some ltcs i note that their media procedures bylaw has a limit to how often trustees can appear

[1:28:48] Voice 7: electronically in a meeting when it's scheduled to be in person and i know our trust council

[1:28:55] Voice 7: meeting procedures by law i think it's 101 doesn't have such a

[1:29:02] Voice 7: a restriction and i've just has there ever been a conversation about um if we've set the meeting for

[1:29:09] Voice 7: in person how many consecutive times can trustees attend electronically um

[1:29:15] Voice 12: so we just changed it to

[1:29:19] Voice 12: make it unlimited so uh yeah because we've just come through the covet era and we developed new

[1:29:26] Voice 12: policies for electronic meetings recognizing the cost savings associated with electronic trust

[1:29:30] Voice 12: council meetings um that business was getting done um it's in this term that there's been more

[1:29:36] Voice 12: of a swing towards um the live meeting experience and its explicit value so we developed policy to

[1:29:44] Voice 12: facilitate electronic meetings and um what you would call a hybrid meeting where it's if you

[1:29:52] Voice 12: are having a live one allowing up to i believe 11 10 is it 10 10 um electronic trustees

[1:30:00] Voice 12: to attend the meeting.

[1:30:02] Voice 12: And we previously, I think there was a limitation on electronic meetings.

[1:30:09] Voice 12: I don't know.

[1:30:11] Voice 12: Dr. Kavan, the chair?

[1:30:14] Voice 12: Yeah, Carmen Teal is the one who brought the new policy in.

[1:30:18] Voice 12: So it's a fairly fresh policy that has provided more fluidity

[1:30:23] Voice 12: for the

[1:30:25] Voice 8: delivery of these meetings.

[1:30:28] Voice 8: Yeah, the only limitation is the number, and it's first come, first served.

[1:30:33] Voice 8: So first 10 that tell Alex or Laurie that they want to join electronically as an in-person

[1:30:39] Voice 8: meeting, get to join electronically.

[1:30:46] Voice 8: Yeah, it is council bylaws, so if you don't like that, you can certainly come to a change

[1:30:52] Voice 8: and tell what you want and draft it for a council's consideration.

[1:30:58] Trustee Luckham: Okay, thank you, everybody.

[1:31:00] Trustee Luckham: everybody computer something yeah

[1:31:05] Voice 10: thank you chair um so in the uh highlight section which

[1:31:12] Voice 10: i realize we're not at but i just wanted to raise the question now um so there's a couple

[1:31:19] Voice 10: of things there's the uh the trust area wide meeting procedures bylaw there's consideration

[1:31:26] Voice 10: consideration um of allowing uh committee of the whole and and i guess and so this is just

[1:31:37] Voice 10: a question and we can deal with what the highlights say but in the way it's presented

[1:31:43] Voice 10: in the highlights it sort of uh seems to me to conflate them as as being um one project which

[1:31:52] Voice 10: which are sort of part of the same thing,

[1:31:55] Voice 10: which to me is like Committee of the Whole's Trust Council procedures,

[1:32:03] Voice 10: and I wouldn't want that to wait for a trust area-wide meeting procedures

[1:32:10] Voice 10: that applies to LTCs.

[1:32:12] Voice 10: So just a question there.

[1:32:15] Voice 12: I don't see the distinction.

[1:32:16] Voice 12: distinction trust council has um is trying these are um if you see it we'll we'll change it but

[1:32:24] Voice 12: these are trust council making decisions around its meeting procedures in general um one of those

[1:32:31] Voice 12: so for the public reading this they'd be going oh here's the administrivia of uh the islands trust

[1:32:37] Voice 12: and trust council is doing a couple of things one they're creating that single meeting procedures

[1:32:41] Voice 12: procedures by law and there's also considering a committee of the whole so I don't see the danger

[1:32:47] Voice 12: associated with those things but um I'd leave it to you maybe David yeah we'll

[1:32:52] Trustee Luckham: talk about this

[1:32:53] Trustee Luckham: decision highlights but it is a decision highlight just not if you want to know the fact you have to

[1:32:57] Trustee Luckham: go back to the minutes yeah

[1:32:59] Voice 8: exactly I was going to say that but that's the next section uh with

[1:33:02] Voice 8: respect to that project there's several different changes to meeting procedures by law so even

[1:33:08] Voice 8: though i might do it all as one project i'll probably bring at least three different bylaws

[1:33:13] Voice 8: to council because you may want to vote on one and approve it and approve something else and one of

[1:33:19] Voice 8: them requires a two-third vote anyway so i'll be separating it out according to those so committee

[1:33:25] Voice 8: of the whole will be by itself and then whatever else i'll i'll do it that way does

[1:33:29] Voice 10: that help tim

[1:33:30] Voice 10: okay yeah thank you for that because um i am aware that uh that not all of those uh discrete items

[1:33:39] Voice 10: are necessarily um fully supported by all trustees so i wouldn't want them lumped so i'm satisfied

[1:33:46] Voice 10: that they're going to be approached separately thank you okay

[1:33:51] Trustee Luckham: um i'll go back to the ceo that's

[1:33:54] Trustee Luckham: that complete your remarks i think it did yes and is there anybody else on your staff

[1:33:59] Trustee Luckham: that you feel would like to leave it to counteract

[1:34:03] Trustee Luckham: and when you would self-identify.

[1:34:05] Voice 8: Yeah, thank you.

[1:34:08] Voice 8: Yeah, I thought it went really well.

[1:34:09] Voice 8: From my perspective, sitting next to chair

[1:34:12] Voice 8: was really beneficial.

[1:34:15] Voice 8: I hope my minute taking wasn't annoying,

[1:34:18] Voice 8: but yeah, it went really well.

[1:34:21] Voice 8: If we do that again, I would like,

[1:34:24] Voice 8: and I'll set up a better link

[1:34:26] Voice 8: with the person running the screen.

[1:34:29] Voice 8: um so i had to get up and go and talk to her but i think i'll set up a chat

[1:34:33] Voice 8: system through our software so i can help and make comments as needed um we also had a technical

[1:34:42] Voice 8: problem with a cable we have two 50 foot cables that um usually we use and they both failed and

[1:34:51] Voice 8: we didn't know that until just before the meeting they're not available in victoria they have to be

[1:34:55] Voice 8: all out of the city online so Emily was at a disadvantage because she didn't have a screen

[1:35:04] Voice 8: in front of her that duplicated what was on the big screen so she was when she was trying to type

[1:35:08] Voice 8: for you she was actually reading it on the big screen which is why she pulled it to her monitor

[1:35:13] Voice 8: sometimes to do that and put it back up so that I thought she was really well considering that

[1:35:19] Voice 8: but i just wanted to be aware that that was a technical issue that we had um yeah and i'll

[1:35:25] Voice 8: just be interested in feedback maybe directly from the church and i could be doing a little

[1:35:29] Voice 8: bit of the journey meeting um let me know great

[1:35:34] Trustee Luckham: thank you and i just want to acknowledge and

[1:35:37] Trustee Luckham: thank you for reminding me about emily she did fantastic work who was put on the spot and

[1:35:45] Trustee Luckham: and something she hadn't done before,

[1:35:47] Trustee Luckham: and managed the difficulties with the technology

[1:35:50] Trustee Luckham: to actually make that.

[1:35:52] Trustee Luckham: I don't think anybody in the outside world

[1:35:54] Trustee Luckham: would have noticed, right?

[1:35:55] Trustee Luckham: It just was an improvement and did a fantastic job.

[1:35:58] Trustee Luckham: So please, clap.

[1:35:59] Voice 8: Oh, I do have one more comment.

[1:36:00] Trustee Luckham: That's on my page, Dan.

[1:36:01] Voice 8: If you don't mind.

[1:36:02] Voice 8: So I think the Motion Islands Trust really worked well.

[1:36:07] Voice 8: So we used an email address, Motion Islands Trust,

[1:36:11] Voice 8: for the trustee that sent it in.

[1:36:13] Voice 8: That worked really well.

[1:36:13] Voice 8: Well, Emily got it, I got it, and we were able to put it up on screen.

[1:36:17] Voice 8: Where it failed is when trustees didn't use it.

[1:36:20] Voice 8: And the worst example was when, I think it was Laura Patrick and Christina took a break.

[1:36:26] Voice 8: They're both around Emily trying to write a, and that probably should not be happening.

[1:36:33] Voice 8: The two trustees probably should have got together, wrote out what they wanted, then handed it to Emily or provided it in some other way.

[1:36:40] Voice 8: so I'm not sure how we can manage that

[1:36:42] Voice 8: but having the trustees standing around Emily

[1:36:45] Voice 8: trying to tell her

[1:36:46] Voice 8: how to write a motion

[1:36:48] Voice 8: I don't think that should happen

[1:36:50] Voice 8: particularly

[1:36:51] Trustee Maude: because

[1:36:52] Trustee Maude: that's also Emily's break too

[1:36:54] Trustee Maude: so you know

[1:36:55] Trustee Maude: two trustees standing over somebody's shoulder

[1:36:59] Trustee Maude: on a break, absolutely unacceptable

[1:37:01] Trustee Maude: and

[1:37:01] Trustee Luckham: so the thing there

[1:37:02] Trustee Luckham: then would be to

[1:37:05] Trustee Luckham: table that

[1:37:07] Trustee Luckham: discussion and then pick it up

[1:37:08] Trustee Luckham: after there's been an opportunity for

[1:37:11] Trustee Luckham: fuller because it's you're absolutely right where we didn't use the system it failed

[1:37:16] Trustee Luckham: and that's not the fault of the system um preparation of motions and thoughtfully

[1:37:22] Trustee Luckham: thinking through what it is you want the outcome to be is critical yeah

[1:37:27] Voice 8: so you know that's we know

[1:37:29] Voice 8: yeah so yeah table it to the afternoon so they can you know work over lunch on a resolution

[1:37:34] Voice 8: yeah get it sent to us through motion that i have a break unscheduled

[1:37:38] Voice 8: break exactly whatever

[1:37:40] Voice 8: of the need yeah okay anyway thanks for that uh

[1:37:43] Trustee Luckham: anybody else online that wants to chime in on

[1:37:45] Trustee Luckham: council director frader are you up there yes

[1:37:51] Voice 1: i concur i think it went much more smooth smoothly

[1:37:54] Voice 1: this time as a remote participant i would just add that um really important that people use their

[1:38:00] Voice 1: mics because when participants were not using the mics you could not hear anything um the other

[1:38:05] Voice 1: thing i've let staff know too is important to mute the room as we head into breaks before people

[1:38:09] Voice 1: chatter near the microphone that's turned on so those are just reflections as a remote participant

[1:38:16] Trustee Luckham: yeah we're learning it's good all right i think that does it then for round table so let us go

[1:38:23] Trustee Luckham: uh have a castle sorry

[1:38:25] Voice 8: did you uh did you pass over 7.1.1 there's a

[1:38:31] Trustee Luckham: yes okay oh there was one

[1:38:33] Trustee Luckham: item that was from judy getty yeah yeah and so that's in the agenda so we just received that

[1:38:39] Trustee Luckham: for information but i think what we'll do is bring that into the next meeting where we have more

[1:38:43] Trustee Luckham: feedback from other trustees and and bring it all together so thanks for raising that so alexandra

[1:38:49] Trustee Luckham: um 7.11 should be returning with trustee feedback on our next agenda okay thank you

[1:38:55] Trustee Luckham: great so uh

[1:38:56] Trustee Luckham: turner so i'm just looking at the clock 10 to it's almost 11 o'clock actually we skipped over

[1:39:02] Trustee Luckham: a break do you want to have a five minute break fill up your coffee or whatever and then we'll

[1:39:06] Trustee Luckham: come back and then um we'll we'll we're

[1:39:10] Trustee Luckham: flexible on lunch we're all on our

[1:39:12] Trustee Luckham: own and so maybe we'll

[1:39:14] Trustee Luckham: break a little bit later than 12 maybe 12 30 ish so that's okay with online participants and then

[1:39:20] Trustee Luckham: we'll come back and finish up the agenda so let's just break for five minutes okay um refresh your

[1:39:25] Trustee Luckham: coffee cups or whatever and uh we'll continue on with the follow-up action list and the rest of

[1:39:30] Trustee Luckham: the agenda. In fact, we may get through this reasonably well.

[1:39:34] Voice 6: Yeah, there's a couple of

[1:39:36] Voice 6: discussions. Mike is on. Okay, welcome back. Wait

[1:45:18] Trustee Luckham: for our screen to come up. There you go.

[1:45:21] Trustee Luckham: So Trust Council pull-off action list from page 20 of our agenda.

[1:45:31] Trustee Luckham: You want to introduce this? This is obviously the decisions from Council?

[1:45:36] Voice 12: Yes, this is the totality

[1:45:38] Voice 12: of it you can see it still um this still has uh the staff of sort of rejected objective analysis

[1:45:46] Voice 12: elements associated with it that'll get tidied up and pleased to get the direction from trust

[1:45:52] Voice 12: council i really think uh frankly it's just a brief side just comes really hit its stride at

[1:45:56] Voice 12: that meeting um a couple of weeks ago when they began contemplating some of these things

[1:46:01] Voice 12: so um we'll update that fuel and uh and put it forward and of course the uh

[1:46:06] Voice 12: And the items that Trust Council has decided to advance are at the end of each of these lists, the ones in December.

[1:46:15] Voice 12: And this is here so that you can just monitor it.

[1:46:19] Voice 12: And, you know, if you wanted to make any supplementary directions, provide any supplementary directions, you would do so.

[1:46:28] Voice 12: Otherwise, we'll proceed.

[1:46:33] Trustee Luckham: Yeah, it still seems to be such a lengthy list, which is interesting.

[1:46:37] Trustee Luckham: Yeah.

[1:46:39] Voice 12: One thing is, Mr. Chair, you were called an RFP around the CEO analysis was walked in.

[1:46:47] Voice 12: And that's item 12.

[1:46:51] Voice 12: Sorry, page 23.

[1:46:52] Voice 12: Page 23. Is that my job? So that's something for EC to think about.

[1:47:00] Voice 12: Well, I think we need to think about

[1:47:01] Trustee Luckham: it at EC, and we need to recognize that that's on our follow-up, and we'll talk about it next year, I think.

[1:47:09] Trustee Luckham: Sure.

[1:47:09] Trustee Luckham: yeah um

[1:47:11] Voice 12: other than that i have no specific comments on

[1:47:16] Trustee Luckham: the fall backlist that's here for

[1:47:18] Trustee Luckham: your consideration okay so um it'll be different when we see it again yeah and so looking forward

[1:47:25] Trustee Luckham: to that and um there's been quite a bit of conversation about the highlights from the

[1:47:31] Trustee Luckham: previous meeting and this and how expressions were made about um the in-camera discussion

[1:47:38] Trustee Luckham: option associated with the uh section 13 3 and all that kind of stuff and so that's also ongoing

[1:47:45] Trustee Luckham: and maybe become some element of this but i'm not it's really with the governance committee at this

[1:47:51] Trustee Luckham: time it is um on

[1:47:57] Voice 12: not completely clear on i have a meeting scheduled hopefully this week with the

[1:48:03] Voice 12: chair okay but i know some members when that section 3 determination was made i think that

[1:48:10] Voice 12: there was more of a comms effort that was anticipated by trust council like hey everyone

[1:48:15] Voice 12: look and then an outreach to all media unless we have some direction like yeah should i do that

[1:48:23] Voice 12: with the vision statement you know is a question hey this is a pretty big one there's a vision

[1:48:28] Voice 12: statement yeah i wouldn't automatically then go connect with unless there's a comms plan

[1:48:33] Voice 12: associated with it with media outlets to say we've arrived at our vision

[1:48:36] Voice 11: statement well we're

[1:48:38] Voice 12: So not

[1:48:38] Voice 12: to say that for some things that's absolutely necessary.

[1:48:42] Voice 12: So we put it out in a slightly more enhanced version and hearing that it's not readily findable on the website.

[1:48:52] Voice 12: I'll work with the chair.

[1:48:53] Voice 12: I think there's a question that's going to go back to the governance committee.

[1:48:58] Voice 12: And we can then figure out if Trust Council wants to have a more daylight around the Section 3 discussion or engage in it again.

[1:49:06] Voice 12: Again, I hope you put your, you know, you don't really do what has to be done, frankly,

[1:49:14] Voice 12: but I'll work with the chair of the governance committee and assist her in addressing this matter,

[1:49:21] Voice 12: tidying it up and getting it right, step forward.

[1:49:23] Trustee Luckham: So at this point, we're receiving this information, and you'd be grateful, no doubt,

[1:49:27] Trustee Luckham: to if there's anything missing that trustees, vice chairs are seeing that will be,

[1:49:34] Trustee Luckham: this will be returned to us at our next meeting.

[1:49:36] Trustee Luckham: no this is the oh this is yes this is the fuel yes yes okay so uh trustee elliot i see your hand

[1:49:45] Trustee Luckham: up on the follow-up action list yeah

[1:49:48] Voice 7: thank you chair uh page 21 uh number four it's i just wanted

[1:49:55] Voice 7: to if someone could sort of brief me on how this came about and this needed resources for

[1:50:04] Voice 7: for the trust reconciliation activities with First Nations in British Columbia so that council may

[1:50:09] Voice 7: debate and endorse for advocacy to British Columbia. What does that mean? And can this be

[1:50:16] Voice 7: turned into something like an ongoing report out perhaps of what we are doing with the budget that

[1:50:27] Voice 7: was given to us by the province for reconciliation activities? Like perhaps this preceded that

[1:50:34] Voice 7: that money and a useful way of reporting out is instead of saying,

[1:50:41] Voice 7: Hey, we need these resources for,

[1:50:43] Voice 7: what are we using those resources that we've been given for as a way of

[1:50:48] Voice 7: keeping current with the yeah.

[1:50:52] Trustee Luckham: So the CAO has a question.

[1:50:56] Voice 12: Yours.

[1:50:58] Voice 12: Yes.

[1:50:59] Voice 12: Yes, please.

[1:50:59] Voice 12: Okay.

[1:50:59] Voice 12: Okay. So last term, Trust Council was dissatisfied at the pace of requests and the success of requests associated with asking ministries for funding around First Nations assistive dollars.

[1:51:14] Voice 12: Chair Luckham had met with ministry officials a number of times and repeated the same request.

[1:51:20] Voice 12: request. Trustees then thought maybe it's better if they individually got fully vetted

[1:51:27] Voice 12: and brought up to speed so that when they were meeting various provincial officials

[1:51:31] Voice 12: they could be spokespeople on behalf of the Island's Trust to get more money. That I believe

[1:51:37] Voice 12: if you went back and looked at the recording was the genesis of the discussion. Since then

[1:51:42] Voice 12: it turns out some of those conversations bore fruit and we did get that funding. So as such

[1:51:48] Voice 12: This is, I think I said this at Trust Council, this isn't really an actionable thing.

[1:51:55] Voice 12: So I was assuming that I was going to take it and move it off of here.

[1:51:57] Voice 12: So any new thinking associated with it, I'd be pleased to hear it.

[1:52:05] Voice 12: But I thought that it had run its day and that we did achieve that provincial funding and we were moving on to our other reconciliation work.

[1:52:14] Trustee Luckham: Yeah, I think maybe just to add to that, that indeed, I think this has run its course, but

[1:52:21] Trustee Luckham: there's new activity that is indeed even part of one of Director Friedman's reports here

[1:52:26] Trustee Luckham: today about advancing this same conversation in a different fashion through this, ideally

[1:52:33] Trustee Luckham: through the Sierra position.

[1:52:36] Trustee Luckham: Does that help, Trustee Elliott?

[1:52:39] Trustee Luckham: And then I see Tim Peterson.

[1:52:40] Trustee Luckham: Well,

[1:52:41] Voice 7: I'm just thinking in terms of strategy. So the funding was necessary. It was asked for. There was a grant given. How do we ensure that the activities that the grant's being used for are captured so that trustees are aware of that?

[1:52:59] Voice 7: and as well as we go forward, that we can continue to have

[1:53:03] Voice 7: conversations with the province and say, and we still need

[1:53:07] Voice 7: support because there is, you know, ongoing work.

[1:53:12] Voice 7: So that this isn't just lost.

[1:53:15] Voice 7: I think it's a valuable thing to have a list of activities that we're undertaking

[1:53:19] Voice 7: and somewhere that that's captured. So I don't know if that...

[1:53:22] Trustee Luckham: And I see Director Frater has come on the

[1:53:25] Voice 12: screen. Oh, CAO.

[1:53:27] Voice 12: Yeah, I think we're probably starting to branch out.

[1:53:31] Voice 12: This is not what this resolution was for.

[1:53:33] Voice 12: We will do exactly as you're describing with the funds.

[1:53:38] Voice 12: The intention of this, we're talking about this resolution, right?

[1:53:42] Voice 12: Yeah, right.

[1:53:43] Voice 12: The intention of this resolution has been achieved through some funding receipts.

[1:53:49] Voice 12: Any other desires would come or direction would come through a new motion or some direction.

[1:53:57] Voice 12: So I can assure you, all of the funding dollars,

[1:54:01] Voice 12: we will absolutely record where those dollars go,

[1:54:03] Voice 12: and that's part of the larger project management effort.

[1:54:07] Voice 12: So I think we're mixing different things

[1:54:10] Voice 12: into this one resolution.

[1:54:11] Voice 12: Agreed.

[1:54:12] Voice 12: For number four, I was hoping to tidy it up.

[1:54:15] Trustee Luckham: Yeah, agreed.

[1:54:16] Trustee Luckham: And I see, trust me, it looks like I got a thumbs up.

[1:54:19] Trustee Luckham: Do we need to hear from Director Fader?

[1:54:22] Trustee Luckham: No, I think you would say the same thing.

[1:54:24] Trustee Luckham: Okay, Tim Peterson?

[1:54:26] Trustee Luckham: on the follow-up action list yeah

[1:54:30] Voice 10: i just um uh i appreciate trustee elliot's uh questions there and

[1:54:35] Voice 10: and certainly um good to know that uh that you know her request is is is happening in due course

[1:54:43] Voice 10: in terms of the the actions and i would just and just also add that of course it's reasonable for

[1:54:51] Voice 10: trust council to consider how it might want to approach the province um for future funding we

[1:54:57] Voice 10: know that the reconciliation will be ongoing um but that yes that's that's the subject of

[1:55:04] Voice 10: of further discussion at trust council thank

[1:55:09] Trustee Luckham: you does that conclude the conversation about the

[1:55:12] Trustee Luckham: fall of action we're definitely going to see a new version of this uh in the future all right

[1:55:17] Trustee Luckham: let's go to the draft december trust council business decision highlights this is the document

[1:55:22] Trustee Luckham: that will become public facing and that who would like to speak to the document

[1:55:29] Trustee Luckham: as it is today or are there remarks with respect to what's been captured here

[1:55:35] Voice 12: looks good to me okay mr. chair this is a sort of our regular business after

[1:55:39] Voice 12: Trust Council meeting we provide the highlights number of staff put these

[1:55:44] Voice 12: together hopefully there tend to be more narrative and less just you know the

[1:55:47] Voice 12: the exact recitation of the of the individual resolutions here it is but you know we can trade

[1:55:55] Voice 12: in a puddle every now and then if we don't get this right so just wanting to make sure that this

[1:56:00] Voice 12: is generally okay and can be put pushed through our subscriber notice and put on the website it's

[1:56:07] Voice 12: a brief summary of this council's decisions at their

[1:56:12] Voice 8: december meeting and if i may just

[1:56:14] Voice 8: just add text, I didn't put this together.

[1:56:16] Voice 8: They're not in order of the business.

[1:56:18] Voice 8: They're kind of in order of what you might consider

[1:56:21] Voice 8: the bigger pieces down to the more administrative.

[1:56:24] Voice 8: So if you feel the order needs to change,

[1:56:27] Voice 8: I'm happy to do that or the description.

[1:56:30] Voice 8: That would be good to me.

[1:56:31] Voice 8: Tim Peterson?

[1:56:35] Voice 10: Yeah, I have a couple of things on this.

[1:56:40] Voice 10: The first, although in terms of the draft budget section,

[1:56:46] Voice 10: while there were no changes requested

[1:56:50] Voice 10: the trust council did ask staff to get

[1:56:55] Voice 10: some confirmation from the province on funding the housing needs

[1:56:58] Voice 10: assessments. I don't know if we need to have that in there.

[1:57:03] Voice 10: The second part was on the housing strategic action

[1:57:07] Voice 10: plan. The link there goes to the

[1:57:10] Voice 10: 2018-2022

[1:57:13] Voice 10: to a strategic plan which may be a little confusing um without a little bit of context

[1:57:25] Voice 10: that was my hair that was the last one

[1:57:27] Voice 4: that was my air chair that

[1:57:29] Voice 10: was that was an error and so

[1:57:30] Voice 10: that's been okay that's that's a link problem okay i thought i thought it might be and on the

[1:57:36] Voice 10: housing option toolkit uh trust council received the housing option toolkit did not adopt it

[1:57:43] Voice 10: And then finally, on the one I mentioned before, the procedural and notice bylaws, I'm wondering if, because it does come across a little confusing to read, as I mentioned earlier, I'm wondering if that could just be in point form, a point staff been requested a draft, point trust council also requested, point staff were requested, and it might just read a little less confusing that way.

[1:58:14] Voice 10: but you're

[1:58:15] Trustee Luckham: talking about not the highlight thing pardon

[1:58:20] Voice 10: me no i'm

[1:58:22] Voice 10: on the highlights

[1:58:23] Voice 10: so

[1:58:23] Trustee Luckham: then i've lost

[1:58:24] Voice 10: where you are you said okay

[1:58:26] Voice 10: in the procedural procedural and notice bylaw section

[1:58:30] Trustee Luckham: okay um and that's in point form i got a nod from the cao that he thought that that was okay

[1:58:38] Trustee Luckham: could be not us no could not okay if you direct us to change it we'll change it i say okay so

[1:58:45] Trustee Luckham: So then therefore I'd need a motion to direct that change.

[1:58:53] Voice 10: Okay, so then I would move

[1:58:57] Voice 10: that executive committee request staff

[1:59:03] Voice 10: to amend the press council decision highlights document

[1:59:10] Voice 10: under procedural and notice bylaws

[1:59:13] Voice 10: to change the paragraph into three points in point form that makes sense

[1:59:24] Voice 10: and it's not too unwieldy a sentence

[1:59:27] Voice 4: too fast for me to record no sorry and of

[1:59:36] Voice 10: course this is the problem with I I didn't anticipate making a motion so I

[1:59:40] Voice 10: I didn't plan it out.

[1:59:42] Voice 10: So can you tell me how far you got

[1:59:44] Voice 10: and I can pick it up from there?

[1:59:46] Voice 4: I'm sorry, from the beginning.

[1:59:49] Voice 10: Okay, so I move that executive committee

[1:59:53] Voice 10: request staff to amend the trust council highlights

[1:59:57] Voice 10: or decision highlights.

[2:00:00] Voice 10: document by changing the paragraph under procedural and notice bylaws okay

[2:00:11] Voice 4: one moment

[2:00:12] Voice 4: paragraph under the procedural and notice bylaws that's page two

[2:00:21] Voice 10: continue

[2:00:24] Voice 4: to

[2:00:25] Voice 10: uh to a point form rather than a paragraph all

[2:00:32] Voice 8: right is that sufficient we

[2:00:34] Voice 8: understand i'm not sure what the points would be so i'd assume the sentence is that intense

[2:00:42] Voice 10: there well there's three sentences and if they were individual points i think it would just

[2:00:46] Voice 10: provide a little bit of clarity okay

[2:00:49] Trustee Luckham: okay understood just the format change

[2:00:53] Voice 12: anything that's right it's not the content it's just a format

[2:00:56] Voice 12: i wouldn't recommend it but that's over to you too understood

[2:01:03] Trustee Luckham: Yeah, so then do I have a seconder for that motion?

[2:01:09] Trustee Luckham: Seconded by Trustee Elliott.

[2:01:11] Trustee Luckham: Okay, so do you want to speak to it any further?

[2:01:13] Trustee Luckham: I think you just want it broken up so

[2:01:15] Voice 10: it's more clear.

[2:01:17] Voice 10: Just clarity for reading, that's all.

[2:01:20] Voice 10: That's the only point.

[2:01:23] Trustee Luckham: I don't know.

[2:01:24] Trustee Luckham: It seems that we could spend a lot of time on minor details.

[2:01:30] Trustee Luckham: It strikes me that for two elements, it's unnecessary, but let's just move on.

[2:01:40] Trustee Luckham: David, do you have any remarks? I'll call the vote.

[2:01:42] Trustee Maude: Yeah, I can't support this because the formatting is consistent all the way through the document,

[2:01:49] Trustee Maude: and all of a sudden we're going to pull out one thing and change the formatting.

[2:01:52] Trustee Maude: So I think it actually makes it look more messy to me.

[2:01:55] Trustee Maude: so okay

[2:01:56] Trustee Luckham: so uh can i call the vote on this all those in favor and the uh so in favor two and

[2:02:07] Trustee Luckham: two in favor that looks a bit too opposed and so uh that's not a good and so all those opposed

[2:02:12] Trustee Luckham: this cause and uh and so that's a draw vote i think it fails it feels on the drop oh yeah thank

[2:02:21] Trustee Luckham: you um yeah we just need to keep it simple this is that's good so is there anything further

[2:02:27] Trustee Luckham: associated with the draft by december trust council business decision highlights otherwise

[2:02:33] Trustee Luckham: by general consent if

[2:02:35] Voice 10: i can chair um under the housing options toolkit um that was received not

[2:02:43] Voice 10: adopted and i'm just wondering if that's uh a uh a correction that needs a a formal motion or if

[2:02:52] Voice 10: that could just be admitted in due course where

[2:02:55] Trustee Luckham: does it say that oh housing

[2:03:00] Voice 10: options toolkit

[2:03:04] Voice 10: was received by trust council okay the

[2:03:06] Voice 10: previous one was adopted yeah

[2:03:08] Trustee Luckham: i'll just pay that change

[2:03:09] Trustee Luckham: okay

[2:03:10] Voice 10: so that will

[2:03:10] Trustee Luckham: be changed as a correction yeah and the other question has been fixed

[2:03:16] Trustee Luckham: okay

[2:03:18] Voice 10: thank you that's that's it for me thank you if

[2:03:22] Voice 14: you are referring to this

[2:03:24] Trustee Luckham: it's not okay

[2:03:26] Trustee Luckham: that's why i'm there um so then by general consent i will ask that the trust council

[2:03:36] Trustee Luckham: business decision highlights be published as amended okay all right yes okay so now we have

[2:03:46] Trustee Luckham: have in front of us is the 2024 trust council and committee meeting schedule and that's there

[2:03:53] Trustee Luckham: as it is and the cao has uh suggesting for a request for uh an ec date change so cao over to

[2:04:02] Trustee Luckham: you

[2:04:02] Voice 12: well thank you mr chair and thanks for the consideration um by no means do i assume that it's

[2:04:08] Voice 12: uh um preferred by ec but when we i think when laurie put this together she just you know did

[2:04:19] Voice 12: the math and spread the meetings out as would be the case but if we look at the start of the year

[2:04:27] Voice 12: um you've got a meeting on the 10th yeah right so staff returned to work sometime that next week

[2:04:38] Voice 12: the week before yes with an agenda deadline of a day later yes or a day and a half later right so

[2:04:46] Voice 12: substantially we try and get the agendas done by a week ahead and then it leaks into the next day

[2:04:52] Voice 12: so we're going to conclude here and then there's going to be one and a half business days

[2:04:57] Voice 12: to provide you another executive committee agenda and probably when in the summer when we were

[2:05:04] Voice 12: working this out we just didn't see that sequence so you have the ability to slightly modify your

[2:05:09] Voice 12: agenda if you wish and one option would be to simply move it to the 17th a week later

[2:05:17] Voice 12: there none of you have a specific meeting on that day and that the governance committee will have

[2:05:25] Voice 12: met on the 15th and you may be informed by some of the conversations that go on a governance

[2:05:30] Voice 12: committee meeting leading into the meeting on the 17th so I just thought it might be more efficient

[2:05:36] Voice 12: or for you to at least consider that as opposed to I wouldn't say a nominal meeting but there's

[2:05:46] Voice 12: only a couple days of actual staff work that would be leveraged into a meeting on the 10th

[2:05:52] Voice 12: so the

[2:05:53] Trustee Luckham: move to the 17th seems perfectly reasonable to me is that a concern for anybody else no okay

[2:06:00] Trustee Luckham: Okay, so I'm just going to flag, I am traveling that day from Alberta by airplane.

[2:06:08] Trustee Luckham: I will make every effort to attend what portions of it can and maybe have them,

[2:06:12] Trustee Luckham: and so I would just relinquish the chair over to Cynthia,

[2:06:14] Trustee Luckham: and I would

[2:06:15] Trustee Luckham: provide any information that I needed to provide to you in advance

[2:06:18] Trustee Luckham: in preparation for that.

[2:06:21] Trustee Luckham: Is that satisfactory to everybody?

[2:06:24] Trustee Maude: It is, but they couldn't hear me roll over to the Friday or something.

[2:06:27] Trustee Maude: thing um i but that's a that's a bigger question because now we're going to check everybody's

[2:06:32] Trustee Maude: schedule but roll what's the phrase instead of having it on

[2:06:36] Trustee Luckham: 17th have it on the 19th which is

[2:06:40] Trustee Luckham: epiphany not that it makes a difference to me and then trustee elliot you have a comment at this

[2:06:46] Trustee Luckham: point um

[2:06:49] Voice 7: yeah there was some discussion that the bolinas win chelsea meeting um has to be held in

[2:06:56] Voice 7: in person and so I wondered if we could change the date of the April 24th meeting to coincide

[2:07:05] Voice 7: with that.

[2:07:07] Voice 7: Let's

[2:07:07] Trustee Luckham: stay focused on this January meeting.

[2:07:09] Trustee Luckham: Sure.

[2:07:10] Voice 7: No, I agree with the change, but all good.

[2:07:13] Voice 7: I was

[2:07:15] Trustee Luckham: looking at your calendars.

[2:07:17] Trustee Luckham: Yeah.

[2:07:17] Trustee Luckham: So the 17th of the 19th doesn't make a difference to me, but honestly, I think I can participate

[2:07:25] Trustee Luckham: to pay adequately and somebody else can share.

[2:07:31] Trustee Luckham: So, just give

[2:07:33] Voice 8: us a second.

[2:07:33] Voice 8: Just one moment.

[2:07:34] Trustee Luckham: Yeah.

[2:07:35] Voice 8: Keep talking.

[2:07:38] Trustee Luckham: We're just going to get advice on whether the 19th,

[2:07:40] Trustee Luckham: and the vice chair doesn't have any concerns with the 19th?

[2:07:44] Voice 7: No.

[2:07:45] Trustee Luckham: What was your date there, April something?

[2:07:48] Voice 7: It was a suggestion about the April 24th.

[2:07:51] Voice 7: Instead of being on the April 24th,

[2:07:53] Voice 7: Could we put it on the same day as the Belenus-Winchelsea meeting, which is the April 10th, so that we could have them on the same day and not be traveling for both of those?

[2:08:06] Voice 7: Because the other one in October...

[2:08:10] Trustee Luckham: You don't know that we'll be traveling for either of those, actually.

[2:08:13] Voice 7: Well, Belenus-Winchelsea has to be held in person.

[2:08:15] Voice 7: Oh,

[2:08:16] Trustee Luckham: I see what you're saying.

[2:08:17] Voice 7: That's what I'm confused about.

[2:08:20] Voice 7: If it's an electronic meeting, maybe it doesn't matter.

[2:08:22] Voice 7: It just doesn't specify.

[2:08:25] Voice 8: Is it Molly?

[2:08:25] Voice 8: Yeah, we'll just go back to the 19th.

[2:08:28] Voice 8: That was the initial question you asked, and we'll question it in April in a minute.

[2:08:31] Voice 8: You got the tentative SNARS working group meeting on the 19th.

[2:08:38] Trustee Luckham: Okay, well, let's just go with the 17th.

[2:08:40] Trustee Luckham: Okay, so I'm just going to make a note of that and any further changes.

[2:08:46] Trustee Luckham: So now this April meeting, the Berlin Swing Chelsea has to be in person.

[2:08:53] Trustee Luckham: That strikes me as odd.

[2:08:54] Voice 8: I can tell you why.

[2:08:56] Trustee Luckham: Yeah,

[2:08:57] Voice 8: you have your meeting procedure by law, the

[2:09:01] Voice 8: electronic meetings in there only

[2:09:03] Voice 8: allows you to hold electronic meetings that are not the required meetings that you have

[2:09:06] Voice 8: to hold each year.

[2:09:08] Voice 8: So Berlin's Wind Chelsea must hold two meetings a year and those meetings must be in person.

[2:09:15] Voice 8: Other local trust committees have to meet four times a year and those have to be in

[2:09:19] Voice 8: person.

[2:09:20] Voice 8: So Berlin's Wind Chelsea only meets the minimum number of times.

[2:09:23] Voice 8: so for that reason and because by law says that those two have to be in person

[2:09:28] Voice 8: you have

[2:09:29] Voice 8: to meet in person so

[2:09:30] Trustee Luckham: what you're saying is two is a minimum and we

[2:09:32] Trustee Luckham: have to have them both in person right

[2:09:34] Voice 8: well

[2:09:36] Trustee Luckham: then it you see we're not meeting

[2:09:38] Trustee Luckham: in person on the 24th well

[2:09:44] Trustee Maude: and we maybe can we meet say an hour early on in the

[2:09:48] Trustee Maude: night on March the 12th that would be better it

[2:09:57] Voice 12: should be a long meeting well

[2:09:59] Voice 12: Well, Mr. Chair, why don't we take this away

[2:10:01] Voice 12: and bring something back here that really makes it easy

[2:10:04] Voice 12: to make this decision.

[2:10:06] Voice 12: I

[2:10:06] Trustee Luckham: like that.

[2:10:07] Trustee Luckham: So let's

[2:10:08] Trustee Luckham: then, is this, we don't need to adopt anything here.

[2:10:13] Voice 12: You just have to direct that your meeting change.

[2:10:16] Trustee Luckham: Okay, so by general consent then,

[2:10:17] Trustee Luckham: I would direct that the January the 10th meeting

[2:10:21] Trustee Luckham: be rescheduled to January the 17th.

[2:10:24] Trustee Luckham: By general consent.

[2:10:26] Trustee Luckham: Is that all right?

[2:10:26] Trustee Luckham: Yeah,

[2:10:26] Voice 8: you've already adopted.

[2:10:27] Voice 8: job and

[2:10:28] Voice 8: in the answer

[2:10:29] Trustee Luckham: to your question uh right sure i'll get um we let's ask um by general

[2:10:34] Trustee Luckham: consent can i can i do that exercise general consent let's ask staff to consider the latest

[2:10:40] Trustee Luckham: when chelsea dates um in march

[2:10:45] Voice 13: yeah so so

[2:10:50] Voice 10: chair i have a comment on the bellina's women chelsea

[2:10:57] Voice 10: dates um when we were we were setting them up um one of the reasons that the dates that are

[2:11:05] Voice 10: picked are picked are because they're wednesdays that are um in line with my uh ltc travel schedule

[2:11:14] Voice 10: so both of those dates were selected because i will already be on the road and can be in victoria

[2:11:21] Voice 10: to be in person for those

[2:11:24] Voice 10: Bolina states.

[2:11:27] Voice 10: So Justin, if we're

[2:11:29] Voice 10: going to consider moving them around, that's

[2:11:31] Voice 10: just a factor on why those two dates

[2:11:33] Voice 10: were chosen.

[2:11:34] Voice 13: Sure.

[2:11:36] Voice 13: Yeah, cooperation and stuff.

[2:11:39] Trustee Luckham: That's made me reflect

[2:11:40] Trustee Luckham: that on the Bolina,

[2:11:42] Trustee Luckham: and this is aside from executive

[2:11:44] Trustee Luckham: duty business, but just bringing this into

[2:11:46] Trustee Luckham: context,

[2:11:48] Trustee Luckham: it has been desirable for

[2:11:50] Trustee Luckham: the infrequency that we do have meetings,

[2:11:52] Trustee Luckham: that we do actually meet within the general region of the territory,

[2:11:56] Trustee Luckham: particularly now that we have a protocol agreement with the Snaranas.

[2:12:00] Trustee Luckham: In the most recent iterations of meetings in person for Bolinas-Manchelsi,

[2:12:05] Trustee Luckham: we actually met at the health center on the Snaranas nation's lands.

[2:12:12] Trustee Luckham: And that would be as good a place as any.

[2:12:15] Trustee Luckham: And indeed, so in consideration of changing the date,

[2:12:19] Trustee Luckham: let's make sure we reflect on Vice Chair Peterson's travel dates because he has the

[2:12:27] Trustee Luckham: greatest challenges as far as therapy goes all right okay

[2:12:31] Voice 10: is that okay Tim well I would just

[2:12:34] Voice 10: add that if we're going to my understanding was that those meetings were going to be in Victoria

[2:12:39] Voice 10: if they are going to be elsewhere then in fact if they're going to be up in the territory then

[2:12:47] Voice 10: And that's actually going to add travel rather than be more efficient.

[2:12:51] Voice 10: So we need to discuss that further if we're going to change the location.

[2:12:58] Voice 10: I'm not suggesting we have to do that today, but just it's a consideration because then I'll be coming all the way back up island in the middle of the week.

[2:13:08] Voice 10: It's not that it's not doable, but there's some logistics to figure out.

[2:13:12] Trustee Luckham: So let's figure that out.

[2:13:13] Trustee Luckham: You know, and

[2:13:14] Trustee Luckham: obviously that in hindsight and post-pandemic, et cetera, our meeting world has changed.

[2:13:22] Trustee Luckham: And the links from Chelsea being infrequent has obviously also changed because, quite honestly, maybe we only need to meet once a year in person.

[2:13:32] Trustee Luckham: But that's a bylaw change.

[2:13:33] Trustee Luckham: That would be a bylaw change.

[2:13:35] Trustee Luckham: Okay.

[2:13:35] Trustee Luckham: So you understand the difficulty and you'll sort that out.

[2:13:39] Trustee Luckham: I'll bring that back to you.

[2:13:40] Trustee Luckham: We'll see how we can do.

[2:13:41] Trustee Luckham: Okay.

[2:13:42] Trustee Luckham: Thank you, Tim.

[2:13:44] Trustee Luckham: um so that concludes that item which then is going to move us on all the way through to

[2:13:53] Trustee Luckham: executive committee initiated work and we've got a number of items here the first item being

[2:13:58] Trustee Luckham: all in trust area services thank you very much for so many hats that you wear director freighter

[2:14:05] Trustee Luckham: and keeping your own hat uh in place so 8.2.2.1 is advocacy provincial for provincial assistance

[2:14:14] Trustee Luckham: regarding heritage protection and there's a briefing there I'm assuming everybody has read

[2:14:20] Trustee Luckham: that and so if you have any remarks summarize them and then perhaps we'll go to Clark you tell

[2:14:26] Trustee Luckham: me what you want okay

[2:14:28] Voice 1: thank you chair I'll just introduce it by saying that this is resulting

[2:14:31] Voice 1: from a motion passed by the Great Barrow Island Local Trust Committee and I'm bringing it here

[2:14:36] Voice 1: to executive sort of as a result of the advocacy policy of trust council that advocacy that's not

[2:14:42] Voice 1: directly related to an OCP should really be coordinated centrally by their executive

[2:14:47] Voice 1: committee or trust council. And also just to prompt a discussion about this request to see

[2:14:53] Voice 1: if it can be refined into something that is more easily requested. So looking forward to the

[2:14:59] Voice 1: conversation, happy to support it. And as vice chairs, I would just encourage you all, we seem

[2:15:04] Voice 1: to be getting, you know, a number of local trust committee advocacy requests that are maybe best

[2:15:10] Voice 1: dealt with at executive so just would ask you to keep an eye on that as you go forward and we just

[2:15:15] Voice 1: know it's the same staff dealing with advocacy on in trust area services regardless of whether

[2:15:20] Voice 1: it originates at a local trust committee meeting or at executive or trust council so happy to

[2:15:25] Voice 1: support the conversation i would suggest that trustee elliott probably is the best

[2:15:30] Voice 1: vice chair to speak to the motion and the history behind it

[2:15:34] Trustee Luckham: sure i'll just go to the cao who has

[2:15:36] Trustee Luckham: some remarks to chair as well um and then let me just clarify are you looking for direction from

[2:15:42] Trustee Luckham: this at the moment or an endorsement of what is essentially recommendations that are in here

[2:15:49] Voice 1: yes so at this point we a staff are looking to executive committee do you want to proceed with

[2:15:53] Voice 1: this request if so how um you know and again discussion

[2:15:57] Voice 1: about and a discussion about how

[2:15:59] Voice 1: much effort you want put into this vis-a-vis all the other things we have on our plates

[2:16:03] Voice 1: and how does this fit within your broader effort

[2:16:05] Voice 1: with your provincial relationships?

[2:16:08] Voice 1: So we'd

[2:16:08] Voice 1: just like to have that discussion happen

[2:16:10] Voice 1: and get some specific direction.

[2:16:12] Trustee Luckham: So you had three suggestions in that.

[2:16:14] Voice 12: CAO, over to you.

[2:16:16] Voice 12: Yeah, I certainly understand the request itself,

[2:16:20] Voice 12: but we're grappling with an LTC,

[2:16:22] Voice 12: reaching out to the federal and provincial government

[2:16:24] Voice 12: with a comprehensive request, which makes some sense.

[2:16:28] Voice 12: But certainly we were in the room asking for guidelines

[2:16:32] Voice 12: guidelines with the minister in a new bcm i think the heart of the first resolution really speaks

[2:16:40] Voice 12: you know it says in the absence of the legislation guidelines support governance obligations

[2:16:45] Voice 12: it's the minister replied that they're working on naming i think it was naming conventions and

[2:16:51] Voice 12: one other thing i'd have to refer to my notes so i don't know whether they're actively i'm sure

[2:16:57] Voice 12: they're contemplating it but how this request follows the request that was made by this group

[2:17:04] Voice 12: of the minister a month two months ago um how do we contextualize that into a comprehensive

[2:17:11] Voice 12: request to the to the minister for this maybe it's a reiteration um i'm not sure

[2:17:18] Voice 12: so we're trying to figure out the best way forward

[2:17:22] Trustee Luckham: okay let's um as the director suggested let's go

[2:17:27] Trustee Luckham: to vice chair elliott um to ask whether or not this aligns with you with the request that you

[2:17:37] Trustee Luckham: brought forward into gabriella ltg yeah

[2:17:39] Voice 7: thank you um this issue comes out of a specific um

[2:17:47] Voice 7: application that's been long-standing and rooted in um you know a decision um

[2:17:53] Voice 7: About 20 years ago, and we're still dealing with the ramifications and how to allow the applicant to develop their properties in the criteria that we have set forth in our development permit areas that do not require the applicant to undertake work and ensuring that Indigenous cultural heritage is protected.

[2:18:27] Voice 7: And that's all covered under the Canadian Heritage Act, Conservation Act, and it's, there's legislative reform there. But the LTC continually gets stuck in the middle. And at the last meeting, I don't know if you remember, Chair Luckham, the applicant literally asked us if we, the LTC, could speak to Snenemoch and get their comments and get their cooperation.

[2:18:59] Voice 7: and they weren't having success and we're stuck in the middle with that's not our role

[2:19:06] Voice 7: and we're struggling because we don't have the right processes in place that would be set up

[2:19:13] Voice 7: for the applicant to know what is expected of them and they can follow those steps

[2:19:18] Voice 7: and so we're sort of trying to play referee with very limited cards and

[2:19:24] Voice 7: And what I've been advised by people who are much smarter than me is this is the province and the crown's relationship with the nation.

[2:19:37] Voice 7: And we need to ask for help when we don't have the right tools to administer a fair decision.

[2:19:45] Voice 7: decision. And if the nation is asking for something different, or saying they're not

[2:19:50] Voice 7: being consulted and they need to be, we need to change the process so that everyone's in the

[2:19:57] Voice 7: picture who needs to be and people are at the table when they need to be at the table. So this

[2:20:05] Voice 7: isn't trying to pass the buck, but it's trying to raise this to the Ministry of Municipal Affairs

[2:20:10] Voice 7: and say legislative reform is needed because we're trying to make decisions in a gray area

[2:20:17] Voice 7: without good direction and good guidance.

[2:20:19] Voice 7: And yet we've got these principles of the Declaration Act that are leading to heightened

[2:20:24] Voice 7: expectations of nations to expect things of us we can't deliver.

[2:20:30] Voice 7: And so I think the request is clear to me, but I understand where it is a specific request,

[2:20:41] Voice 7: But it's kind of the one issue that speaks to the whole range of issues that we're struggling with.

[2:20:51] Voice 7: I appreciated your report and the options that you laid out, Director Frater.

[2:20:56] Voice 7: I think the third one is specific enough to prompt a conversation, at least, without asking for, you know, the whole suite of changes to the Local Government Act, the Community Charter and the Islands Trust Act.

[2:21:16] Voice 7: And UBCM has been working on a legislative reform initiative for a long time.

[2:21:22] Voice 7: And that's everybody struggling with capacity for how to make that happen.

[2:21:31] Voice 7: But we can't keep waiting, you know, 10 years for reform so that our processes will actually embed good ways of respecting Indigenous rights with regard to protecting their cultural heritage.

[2:21:46] Voice 7: And so we're just we're stuck.

[2:21:48] Voice 7: we need to ask for help because it's bigger than us does

[2:21:54] Voice 13: that help the

[2:21:56] Trustee Luckham: failure and understanding the question in hand although I want to add that we

[2:22:02] Trustee Luckham: the LTC has referred this to the nation but you know we're talking about a

[2:22:07] Trustee Luckham: specific thing versus a broader application and I think we have to be

[2:22:11] Trustee Luckham: really careful about that but anything above and beyond number three here it

[2:22:17] Trustee Luckham: strikes me, is a much longer-term project and isn't going to affect any immediate issue that

[2:22:23] Trustee Luckham: we have in fairness. And so we need to keep that in mind with what direction we want to go about

[2:22:29] Trustee Luckham: this. So CAO,

[2:22:33] Voice 12: you have something to add? Well, this is a great conversation for Trust Council.

[2:22:40] Voice 12: Huge conversation. Right. To land on some type of request like this. And of course, later on,

[2:22:49] Voice 12: and you see that there's the AVICC-VCN resolution process,

[2:22:58] Voice 12: will a local trust committee asking the minister

[2:23:04] Voice 12: to address a fundamental global issue

[2:23:07] Voice 12: move the dial on this to the satisfaction of the institution

[2:23:13] Voice 12: as described by the vice chair?

[2:23:19] Voice 12: Or should this, like we just asked the minister

[2:23:21] Voice 12: and we got that response.

[2:23:22] Voice 12: Do we need to be, in paper, more specific?

[2:23:29] Voice 12: And then if the LTC, just think about the practicalities, would the LTC, if they ask

[2:23:35] Voice 12: this, then engage with ministry staff?

[2:23:37] Voice 12: Like, Claire, do you have insight, this was passed on as a large issue like this, passed

[2:23:44] Voice 12: on by the LTC, could you see the LTC then working with the ministry in some way around

[2:23:52] Voice 12: a fundamental change in legislations like this or should it would be better nested coming from

[2:24:01] Voice 12: our reconciliation efforts and included as a as part of trust councils just i think the best way

[2:24:08] Voice 12: to advance this question no

[2:24:13] Voice 1: i was saying if it's being advanced my recommendation it's advanced

[2:24:15] Voice 1: either through executive committee or trust council and done on behalf of all local trust

[2:24:19] Voice 1: committees not just from one and particularly the advocacy policy really does suggest that

[2:24:24] Voice 1: it's best coordinated so that you don't have another ltc going in with a different but aligned

[2:24:28] Voice 1: for you know just to centralize and coordinate and have one point of contact with the ministry

[2:24:33] Voice 1: staff would be preferred would be my preference and recommendation okay

[2:24:38] Voice 13: yeah um so

[2:24:46] Trustee Luckham: this may require

[2:24:46] Trustee Luckham: a lot more

[2:24:47] Voice 13: discussion

[2:24:48] Trustee Luckham: and i agree i think this does actually the fundamental broader context

[2:24:54] Trustee Luckham: of this does need to be taken on by council, by community council, but I sort of think

[2:25:03] Trustee Luckham: that in the meantime, in the five to ten years between now and legislative changes, it's

[2:25:08] Trustee Luckham: that much, is we need to work on building our relationships with nations and getting

[2:25:13] Trustee Luckham: that understanding of the legislative framework that we're all stuck in, to create a path

[2:25:21] Trustee Luckham: forward in some fashion and that's also a lot more discussion. So what more

[2:25:34] Trustee Luckham: information do you need in order to advance this to some place of creating

[2:25:39] Trustee Luckham: some direction or should we be having a deeper discussion somewhere else along

[2:25:47] Trustee Luckham: the road here? I'll go to Director Prater and then I'll come back to Toby Elliott and Tim Peterson.

[2:25:54] Voice 1: Well, I would think, as you, I did propose on page two there a number of possible motions for, you know, for executive committee to consider.

[2:26:02] Voice 1: But certainly I think Trustee Peterson was hoping to speak.

[2:26:05] Voice 1: So I'm happy to advise that I think getting a specific direction for staff around what you would like us to do in response to this Gabriela LTC motion would be helpful.

[2:26:14] Voice 1: I will note that I've been invited to join a community of practice for regional districts with regard to Indigenous relations.

[2:26:20] Voice 1: So as we go through the year, I'll have an opportunity to liaise with other people working in this field, and perhaps can share commonalities of challenges related to issues like this. So as that, as that evolves through 2024, I'll bring advice back to this table then too, as well.

[2:26:37] Voice 6: Great.

[2:26:38] Trustee Luckham: So, yes,

[2:26:45] Voice 7: we have funding, but that, and yes, we're working on relationship building.

[2:26:50] Voice 7: but that is not the problem here the problem is that our processes do not necessarily trigger

[2:26:58] Voice 7: a referral and we also have there is an outstanding item on our fuel about this came

[2:27:04] Voice 7: out of galliano looking at the referral system so in the case of this dp it's it was straightforward

[2:27:10] Voice 7: geotechnical there's no referral but there's known extremely important culturally cultural sites

[2:27:17] Voice 7: there in graves and it's so how we triggered a referral but it was really stepping outside

[2:27:25] Voice 7: of what the applicant had been told to expect and that leads us into territory of administrative

[2:27:32] Voice 7: unfairness and it's tricky so we need guidance that's the thing our processes are following an

[2:27:40] Voice 7: an old sort of order so perhaps a larger call that's you know we anticipate you know supporting

[2:27:51] Voice 7: changes the local government act that will align us with the principles of the declaration of the

[2:27:56] Voice 7: rights of indigenous people's action plan and in the meantime here's an example of a process

[2:28:01] Voice 7: that is failing us and failing the relationship that we want to build with nations because it's

[2:28:08] Voice 7: eroding trust so if this could be used as an example of the bigger picture of where local

[2:28:15] Voice 7: governments are struggling um i think it could be useful and it's a it's a it's a broad advocacy

[2:28:21] Voice 7: topic but it's it here's an example and it really matters that's all i'll say thanks tim caterson

[2:28:37] Voice 10: um thank you chair so yeah this is this is is quite important i think um certainly the

[2:28:44] Voice 10: There is a broader conversation to be had at Trust Council, and I think that's appropriate.

[2:28:51] Voice 10: And indeed, even consideration of bringing this to AVICC or UBCM in terms of the legislative change type of advocacy might be well worth consideration.

[2:29:10] Voice 10: I hear Vice-Chair Elliott, I hear a sense of frustration around this immediate example, and I appreciate the thought that, you know, giving the ministry a heads up.

[2:29:34] Voice 10: But I actually kind of think that the short-term action, if that's what's desired, is around the third recommendation, providing guidance in these specific areas.

[2:29:53] Voice 10: And I think the question of a longer-term process to request legislative change.

[2:30:00] Voice 10: is is is an advocacy that i think one trust council needs to um debate and sign on to and

[2:30:08] Voice 10: and that two uh would be worth running through those uh those uh larger bodies ubcm and avicc

[2:30:17] Voice 10: so those are my thoughts okay

[2:30:23] Voice 13: i'm trying to summarize some thoughts here in the

[2:30:26] Trustee Luckham: you know

[2:30:28] Trustee Luckham: Item one, in the reframe such as the request, is a project that is going to require resources to do, and it's going to be long-term.

[2:30:42] Trustee Luckham: I don't know about mediation in this particular circumstance, whether the players aren't being mediated, and that's maybe short-term.

[2:30:51] Trustee Luckham: And then the same thing, really, with the third item is a short-term, providing guidance for an immediate issue.

[2:30:58] Trustee Luckham: year. But in reality, there are few short-term gains. From what I understand of that process,

[2:31:07] Trustee Luckham: that particular short-term interest, that work is unfolding and ongoing, and we're yet to hear

[2:31:14] Trustee Luckham: back from the nation on that, and that may help us. But I do think it's about working together

[2:31:22] Trustee Luckham: of the nation to achieve an understanding about the legislative framework and the colonial

[2:31:30] Trustee Luckham: framework that we're working within, and trying to instill trust in the trustees and the community

[2:31:39] Trustee Luckham: that is interested in changing, but also having to make decisions in the framework that exists.

[2:31:44] Trustee Luckham: this. So this is for sure difficult, and it's for sure it's very real. But I think that

[2:31:52] Trustee Luckham: really we need to look at number one as a long-term project where we're investing the

[2:31:57] Trustee Luckham: time and energy to also work with others, as Director Frater has just indicated, because

[2:32:04] Trustee Luckham: there's a lot of work going on in the background here that's coming into play that I'm observing

[2:32:09] Trustee Luckham: serving at federal and provincial levels that is everybody's interested in resolving this problem.

[2:32:16] Trustee Luckham: We're not there yet. So I don't know what to do with this at this time in terms of direction

[2:32:21] Trustee Luckham: or advice. It may be that we need to wait and see on the Gabriela situation that new year,

[2:32:30] Trustee Luckham: what comes from the conversations that are happening there. And then indeed, we need to

[2:32:33] Trustee Luckham: formulate and get direction from council, I think, with respect to item number one,

[2:32:38] Trustee Luckham: because indeed you said changes to the Local Government Act to achieve XYZ or XXX in your case.

[2:32:51] Trustee Luckham: We have to have a conversation about what those three Xs are because it's potentially quite big.

[2:32:58] Trustee Luckham: The council needs to have that.

[2:33:00] Trustee Luckham: If we're going to take that, this is a leadership thing.

[2:33:05] Trustee Luckham: Those are just my random thoughts, trying to pull this together to find a place

[2:33:09] Trustee Luckham: where we can advance through this um i would say we need to have further conversation in the new

[2:33:18] Voice 13: year about this i

[2:33:25] Trustee Luckham: advised you earlier

[2:33:25] Voice 13: yes

[2:33:28] Voice 7: and i think um you've tweaked my memory because this

[2:33:32] Voice 7: is on our to be discussed with uh the conservancy and of course they're running up um against some

[2:33:39] Voice 7: of the same issues and i have probably a lot more experience and a broader understanding

[2:33:43] Voice 7: understanding of where the different levels of, well, what the different processes, how they're

[2:33:55] Voice 7: unfolding in different areas. So perhaps it could be added to a discussion for our next ITC

[2:34:02] Voice 7: Conservancy meeting. And as a case in point, the Conservancy could bring up some topics,

[2:34:08] Voice 7: we could bring forward some from the LTCs and talk about it from both a planning and a

[2:34:15] Voice 7: conservancy perspective and and see if there's a need to put put out that call in a joint effort

[2:34:24] Trustee Luckham: you're talking about our next liaison opportunity and

[2:34:27] Voice 1: which is oh yeah it's a while away well if i

[2:34:30] Voice 1: could mention you've actually invited them for january 31st so perhaps you could add it to that

[2:34:34] Voice 1: agenda

[2:34:35] Voice 7: yes oh great that would be awesome could do you have any time to do any work on this

[2:34:43] Voice 7: Director Frater in the meantime? No. Up till the 31st, no?

[2:34:47] Voice 1: No.

[2:34:48] Voice 7: Okay. Well, it'll sit the way it is, and

[2:34:53] Voice 7: yeah, we're covering too many things.

[2:34:55] Trustee Luckham: Let's ask Alexandra here about

[2:34:59] Trustee Luckham: general consent that this topic be brought back to the joint agenda

[2:35:04] Trustee Luckham: with the Conservancy in January.

[2:35:10] Trustee Luckham: We just have to, I think, deal with it face-to-face, but

[2:35:13] Trustee Luckham: allocate some time for it and each of us come prepared with our thoughts all right okay thank

[2:35:22] Trustee Luckham: you for that we're at uh 11 51 i suggest we might go a little bit beyond noon is it okay with the

[2:35:29] Trustee Luckham: memory we'll continue on that path right uh next item uh director freighter putting you on the spot

[2:35:37] Trustee Luckham: here when you're ready for a break you tell me uh policy statement amendment project update

[2:35:42] Trustee Luckham: everything thank you for this work and for your team's outstanding effort in this direction

[2:35:50] Trustee Luckham: it's looking good well

[2:35:52] Voice 1: i hope so

[2:35:53] Voice 1: uh so this is just being provided to you to provide you with

[2:35:57] Voice 1: an update of how things are going um i can let you know that we continue to meet with nations

[2:36:01] Voice 1: but some of them have had delays in responding to us so our timelines are a little uncertain

[2:36:06] Voice 1: we're still trying to work towards um a meeting of trust programs committee in february but it

[2:36:11] Voice 1: it may have to slip to March. We will know more by your January 17th meeting and can really

[2:36:16] Voice 1: provide some

[2:36:17] Voice 1: updates then. I can let you know that we have been asked as staff to present to

[2:36:22] Voice 1: COMOC's chief and council. We did sort of raise that there is a political interest in meeting

[2:36:27] Voice 1: chief and council, but they expressed that their preference at this time, as I understand it

[2:36:30] Voice 1: administratively, is for staff just to present on the projects. And then we can talk later

[2:36:34] Voice 1: about a leadership to leadership meeting. And we have a number of other staff to staff meetings

[2:36:39] Voice 1: meetings through January as well. So that's continuing. We are also working on, as I mentioned

[2:36:44] Voice 1: at Council, the communications materials that will support you and the public in understanding

[2:36:48] Voice 1: where we're at in the process, what we expect to be frequently asked questions, and all the other

[2:36:53] Voice 1: materials that will help everyone understand as we bring out the draft into the public.

[2:36:58] Voice 1: For Trust Council to consider, we will be advising the public that we're in an informed stage at this

[2:37:04] Voice 1: this point because it's trust councils to work on until such time as we're ready to engage on it

[2:37:09] Voice 1: with the public when we have a draft that council's ready to put out comment or put out to local trust

[2:37:13] Voice 1: committees to undertake a request for engagement um so i'm happy to take any questions we just

[2:37:20] Voice 1: wanted to give you this update and give you the opportunity for questions and as i say we'll

[2:37:24] Voice 1: be able to give you more information by at your january 17th meeting okay

[2:37:29] Voice 14: vice chairs

[2:37:34] Voice 14: on

[2:37:35] Trustee Luckham: the briefing. Okay. So I have a question then about how we might provide maybe a summary

[2:37:46] Trustee Luckham: of this of some kind, because this is really good. It shows us what's going on and whether

[2:37:50] Trustee Luckham: or not council has this information. And we shouldn't perhaps try and either just provide

[2:37:55] Trustee Luckham: this briefing to council or trustees, or what would your recommendation be? Because council

[2:38:02] Trustee Luckham: Council is hungry to know where we're at on this.

[2:38:04] Trustee Luckham: And this really helps, I think.

[2:38:06] Voice 1: Well, I would say this is very similar to what was provided to Council in their December agenda.

[2:38:12] Voice 1: So it's simply just giving you an update around, you know, the specifics of what we're doing in January.

[2:38:17] Voice 1: But this is largely what was provided to Council.

[2:38:20] Voice 1: Okay.

[2:38:21] Voice 12: Thank you, then.

[2:38:22] Voice 12: CEO?

[2:38:23] Voice 12: So, Claire, I thought we were going to talk about what I'm about to talk about.

[2:38:26] Voice 12: um so i guess uh at some point ec and trust programs committee is going to be looking at

[2:38:34] Voice 12: the feedback they're getting back from nations right and going what have we got yeah how many

[2:38:41] Voice 12: partners in this effort have identified themselves and want to engage how many need more time yeah

[2:38:48] Voice 12: and what degree is this substantive and when do we go so i do you agree claire that is really the

[2:38:55] Voice 12: the next moment that's going to be happening before March, well before March, where this table

[2:39:03] Voice 12: is either going to be asked to sponsor some thinking around that. But I just want to

[2:39:08] Voice 12: identify for the committee the next step, point of opportunity or point of challenge associated

[2:39:14] Voice 12: with this project.

[2:39:15] Voice 1: Yeah, so we were thinking we would have to sort of prompt that discussion at

[2:39:19] Voice 1: this meeting because we wouldn't have much new information by the time your next agenda went

[2:39:22] Voice 1: went out for January 10th. We will have somewhat better understanding by the time of your, now that

[2:39:27] Voice 1: you've moved it to January 17th to inform that discussion, but there may come, there may yet be

[2:39:32] Voice 1: a decision point where you, you are managing the project as executive committee, where you say,

[2:39:37] Voice 1: look, we do, you know, we do need to push the timelines and then we'll need to look at how do

[2:39:41] Voice 1: we stage the making public of the draft, you know, with, with a March trust council meeting,

[2:39:47] Voice 1: do we wait until after, so we don't steamroller it, you know, we'll have to talk about that.

[2:39:52] Voice 1: But I think it's premature at this stage because we may yet get what we need from nations.

[2:39:56] Voice 1: They may be able to respond to us in January.

[2:39:58] Voice 1: So we'll know more by the time of your next meeting.

[2:40:01] Voice 1: But certainly there may be a decision point on the horizon for you here.

[2:40:05] Trustee Luckham: Yeah, on the briefing that you provided, you opened that window up as March to May.

[2:40:12] Trustee Luckham: And then I see that the steps that follow that seem to match more or less with that.

[2:40:18] Trustee Luckham: um and indeed i think maybe it's more towards april may than march because march is budget and

[2:40:26] Trustee Luckham: i don't know if we need to introduce more into that than we already have but yes

[2:40:34] Voice 1: and and what

[2:40:35] Voice 1: i will say somewhat the pace of the project will be determined by trustee willingness to have

[2:40:40] Voice 1: special meetings so it may be that trust programs committee could schedule you know as many special

[2:40:44] Voice 1: meetings as they need to provide recommendations council could could schedule a special meeting

[2:40:49] Voice 1: so that the pace of the project will then be determined i think by that willingness and

[2:40:53] Voice 1: availability um to dig in at that political level to make time for the project i

[2:40:59] Trustee Luckham: think council and

[2:41:00] Trustee Luckham: tbc are well aware of that right special meetings that's my hope yeah this has been

[2:41:08] Trustee Luckham: floating out there for a while so so back to the ceo's question there about

[2:41:15] Trustee Luckham: And maybe that's where you're leading us is how and when and how and when do we start to make this public with respect to the feedback without potential discussion and then recommendations for amendments.

[2:41:34] Voice 1: So I will bring that back to you at your next meeting, I think, is the best course of action at this point rather than prompt a decision now, because we'll have better and more information by then.

[2:41:42] Voice 1: okay

[2:41:43] Trustee Luckham: that's great anybody else any questions otherwise we'll receive this information that's

[2:41:50] Trustee Luckham: the intention here and we look forward to i'm glad we moved that date so that there's a little

[2:41:54] Trustee Luckham: bit more of a breathing space although we didn't want to have expectations because of course it's

[2:42:00] Trustee Luckham: hard to say how that might unfold but we'll be better for we'll be better prepared for sure

[2:42:07] Trustee Luckham: okay director frederick thank you for that one next item then is um this is another good item

[2:42:14] Trustee Luckham: Trust Programs Committee request for the Alam's Trust webinar RFD.

[2:42:18] Trustee Luckham: Do you want to outline how you see this unfolding?

[2:42:22] Trustee Luckham: What direction do you need?

[2:42:25] Voice 1: Certainly this comes to you from Trust Programs Committee

[2:42:28] Voice 1: that was considering topics for stewardship education.

[2:42:31] Voice 1: And this was felt to not really be about stewardship,

[2:42:33] Voice 1: but they discussed that this would be beneficial for the trust to offer

[2:42:38] Voice 1: and felt that, you know, next year is a timely year to offer it

[2:42:42] Voice 1: around the 50th anniversary.

[2:42:44] Voice 1: the recommendation is there for you to consider.

[2:42:46] Voice 1: It will take a couple of days of staff effort, as you've put,

[2:42:49] Voice 1: depending on the scope of work that you would like to have happen associated with it.

[2:42:55] Voice 1: But I think it is timely.

[2:42:56] Voice 1: We could tie it to the 50th.

[2:42:58] Voice 1: And we have had a big changeover in population,

[2:43:01] Voice 1: particularly on the Southern Gulf Islands, around 30%.

[2:43:03] Voice 1: So there's quite a number of residents that, you know,

[2:43:06] Voice 1: on islands that may not know a lot about the islands,

[2:43:09] Voice 1: and would like the opportunity to ask questions.

[2:43:11] Voice 1: So this could be that opportunity.

[2:43:17] Trustee Luckham: okay and you indicated in here that most of the materials on the work is already done so this

[2:43:22] Trustee Luckham: it actually remarkably indicates in the report very little staff time to assemble this and put

[2:43:29] Trustee Luckham: it together um and so what you're looking for is essentially that recommendation that's in here

[2:43:37] Voice 1: yes if everyone's comfortable using the materials that we had used in prior years associated with

[2:43:42] Voice 1: the budget engagement then yes that certainly lessens the amount of work needed okay vice

[2:43:48] Voice 14: Chair's chairs? Anybody?

[2:43:57] Trustee Maude: I'm an enthusiastic hand up, yes.

[2:44:01] Trustee Maude: This is a nice, warm, and fuzzy project.

[2:44:04] Trustee Maude: My only reluctance is we keep

[2:44:08] Trustee Maude: piling stuff on the staff to do, and one of the

[2:44:13] Trustee Maude: constant feedbacks that we get is we don't have time for this and time for that.

[2:44:18] Trustee Maude: And I'm hoping that moving forward

[2:44:22] Trustee Maude: that we really focus on the core stuff for the trust.

[2:44:28] Trustee Maude: Because there's so little staff time involved,

[2:44:31] Trustee Maude: I'm fine with endorsing this,

[2:44:33] Trustee Maude: but going forward, I really,

[2:44:36] Trustee Maude: I'm not too enthusiastic about this

[2:44:39] Trustee Maude: because we're really, really stressing staff

[2:44:42] Trustee Maude: and we're really asking people to do more and more

[2:44:45] Trustee Maude: with less and less, and it's not fair.

[2:44:48] And

[2:44:49] Trustee Maude: I like this.

[2:44:53] Trustee Maude: The fact is it's a small amount of staff time.

[2:44:55] Trustee Maude: I will vote for it.

[2:44:56] Trustee Maude: But, you know, if this was a week-long project or something for staff,

[2:44:59] Trustee Maude: I would not be endorsing this.

[2:45:00] Trustee Maude: Thank you.

[2:45:03] Trustee Maude: Okay, Ellen.

[2:45:05] Voice 7: Thank you.

[2:45:07] Voice 7: So there's no webinar on stewardship.

[2:45:12] Voice 7: I'm just a little unclear still.

[2:45:14] Voice 7: This has turned into a presentation about the Islands Trust 50th anniversary.

[2:45:20] Voice 7: Okay.

[2:45:20] Voice 7: Sorry

[2:45:21] Voice 1: if I was unclear about that.

[2:45:22] Voice 1: But the Trust Programs Committee has asked staff to produce, as part of their stewardship education programming for the year, they've asked for two webinars around freshwater.

[2:45:31] Voice 1: So we'll be doing one about the freshwater strategy and how it came to be and what it is and how it works, and one about a new mapping tool that will be available.

[2:45:39] Voice 1: So those will be happening in the spring and starting in January.

[2:45:44] Voice 1: And then they have also asked us to contemplate, and they'll be discussing at their next meeting, a webinar around fire prevention.

[2:45:50] Voice 1: So they're doing their work.

[2:45:51] Voice 1: this is not they felt that they weren't expending funds on this topic because it's really in the

[2:45:56] Voice 1: realm of corporate communications rather than stewardship education so they you are responsible

[2:46:01] Voice 1: for corporate communications so they've lobbed it over the net to you to consider

[2:46:05] Voice 7: thank you okay

[2:46:06] Voice 7: that makes it more clear because i thought this was in place of and then why are we being asked

[2:46:11] Voice 7: to consider this but i'm sorry i must have missed that um yeah i'm supportive it okay in general

[2:46:19] Voice 7: um it's yeah reusing materials uh for our 50th anniversary celebration feels a bit

[2:46:29] Voice 7: oh but it's in line with other activities so uh i'm going to trust you on this one

[2:46:38] Voice 7: i'm sure it'll be great dr

[2:46:41] Trustee Luckham: fader you have something else if

[2:46:42] Voice 1: i might share this is a

[2:46:44] Voice 1: request for us to develop a project charter for you with the details associated so you'll have

[2:46:48] Voice 1: another decision point about whether you really want to proceed this is for us to you know provide

[2:46:52] Voice 1: you with the details of what would be involved in organizing it and delivering it and how it would be

[2:46:56] Voice 1: done right

[2:46:58] Trustee Luckham: so not seeing any other remarks um i'm just going to say that i support this because i

[2:47:04] Trustee Luckham: think there's a holistic approach to coming to understand the island's trust which is important

[2:47:08] Trustee Luckham: here both in our community and trustees especially as we're advancing the policy statement work

[2:47:14] Trustee Luckham: this you know who we are and what we do what we're doing is important and the policy statement

[2:47:19] Trustee Luckham: it's important to support that so i think it all ties together so i'd like to have a motion as

[2:47:25] Trustee Luckham: reflected on page 55 of your agenda you can one of you

[2:47:29] Trustee Maude: david maude so i'll move to the executive

[2:47:32] Trustee Maude: committee request staff to develop a project chartered for a webinar in 2024 on the role of

[2:47:37] Trustee Maude: the islands trust moved

[2:47:38] Trustee Luckham: to have a seconder trustee elliott thank you any further discussion

[2:47:44] Trustee Luckham: i'm going to call the vote all those in favor raise your hands electronically or otherwise

[2:47:48] Trustee Luckham: that carries unanimously so thank you very much looking forward to seeing that project charter

[2:47:53] Trustee Luckham: thank you to you and your team for that work uh okay 2024 uvcm abicc resolutions rfd um over to

[2:48:04] Trustee Luckham: you director frank der uh

[2:48:07] Voice 1: thank you this is an annual item as you might remember you asked us

[2:48:10] Voice 1: to ask trustees and staff for suggestions around what topics you might wish to put forward this

[2:48:15] Voice 1: year for submission for to AVICC and UBCM for their consideration of their conventions we had

[2:48:21] Voice 1: one response as you'll see on page 58 with a number of ideas so these ideas are here for you

[2:48:29] Voice 1: to contemplate should you wish to proceed and we would note there are some senior staff assessments

[2:48:35] Voice 1: of these topics so really if you're wanting to proceed with anyone it might be around the

[2:48:41] Voice 1: plumb sewage disposal system systems I will tell you I don't know much about that but the other

[2:48:47] Voice 1: ones I would suggest may not be as successful because they've either been recently considered

[2:48:52] Voice 1: or we've had a provincial response that would suggest not an easy path to advocacy success

[2:48:58] Voice 1: it is also possible and certainly the trust has done it to not put forward any resolutions in

[2:49:03] Voice 1: any one year you can submit to UBCM up until June should a topic arise that you wish to submit

[2:49:09] Voice 1: met without going through apicc thank you all

[2:49:14] Trustee Luckham: right uh thank you for that work just want to

[2:49:18] Trustee Luckham: seek clarification so on that list of other work you said that may not be i won't i won't try and

[2:49:26] Trustee Luckham: paraphrase what you said but um was less encouraging of some of the other items outside of the sewage

[2:49:32] Trustee Luckham: thing does that include the tiny homes the captain there is if you think that the province had already

[2:49:38] Trustee Luckham: revisited that?

[2:49:40] Voice 1: With regard to the tiny homes one there was a quite well phrased resolution that

[2:49:43] Voice 1: was considered at the 2022 convention the province has not yet provided its response to that but it

[2:49:50] Voice 1: would seem duplicative I think at this stage to bring in another resolution through UBCM when

[2:49:55] Voice 1: there's already one in front of the province to comment on. Okay that's

[2:50:00] Voice 1: good that's the

[2:50:00] Trustee Luckham: clarification I wanted to know because I do know that there's work that's being done. So then back

[2:50:07] Trustee Luckham: back to the vice chairs and is there something in there that has been proposed that you feel

[2:50:13] Trustee Luckham: is something we can take to abscc to seek support and then in turn have that go on to ubcm

[2:50:22] Trustee Luckham: and of course do nothing is also an option with

[2:50:24] Trustee Maude: david maude um well it sounds like topic

[2:50:28] Trustee Maude: one and topic three uh that have been suggested by planet chadwick have already been dealt with

[2:50:34] Trustee Maude: topic number two i believe what she's um referring to is composting toilets and such

[2:50:41] um

[2:50:41] Trustee Maude: which um maybe perhaps um vice chair elliott can speak to a little bit more

[2:50:48] Trustee Maude: um in the concept of tiny homes is um these are a viable alternative um that apparently the

[2:50:55] Trustee Maude: promises not recognized and i would assume um both abm and ubcm this is probably a pretty strong

[2:51:03] Trustee Maude: support so i think advancing that might be a good one to hang our hat on but i would maybe ask

[2:51:11] Trustee Maude: trustee holland if she wants to comment on that it's

[2:51:14] Voice 7: a tricky one because nobody likes to talk

[2:51:16] Voice 7: about human waste poop let's just say it um but yes there are many rural areas uh that this could

[2:51:26] Voice 7: also be applicable to it's not just an islands issue there's a lot of research especially out

[2:51:32] Voice 7: of highlands the two councillors there and the district of highlands outside of victoria have

[2:51:39] Voice 7: their credible technical um provincially recognized folks who figure all this kind

[2:51:48] Voice 7: of stuff out and there are safe ways of doing it and so the district of highlands is kind of

[2:51:53] Voice 7: of leading the way and a lot of uh ltcs or people in in our ltcs are are saying well why isn't this

[2:52:01] Voice 7: a viable option um because there's certainly safe and demonstrated safe ways of of dealing

[2:52:07] Voice 7: with human waste that um would definitely reduce the barriers to uh the kind of housing that's

[2:52:14] Voice 7: that's one of the choke points for sure so i i would support that it doesn't look glamorous but

[2:52:19] Voice 7: but it's a very practical advocacy piece

[2:52:23] Voice 7: with a very specific request.

[2:52:26] Voice 7: It's not unachievable either.

[2:52:34] Voice 13: Okay, so emotional.

[2:52:36] Voice 13: What effect would be coming the next week?

[2:52:39] Voice 7: Well, I certainly can do that then.

[2:52:43] Voice 13: 57?

[2:52:44] Voice 7: Yep, the executive committee directs staff

[2:52:48] Voice 7: to draft a resolution and a backgrounder

[2:52:51] Voice 7: on supporting alternatives to plumbed sewage disposal systems

[2:52:57] Voice 7: for submission to the Association of Vancouver Island

[2:53:00] Voice 7: and Coastal Communities 2024 Convention

[2:53:04] Voice 7: for Executive Committee's consideration in January 2024.

[2:53:09] Trustee Luckham: Moved, seconded by David Maude enthusiastically.

[2:53:12] Trustee Luckham: And do we need to discuss this any further?

[2:53:16] Trustee Luckham: No.

[2:53:16] Trustee Luckham: So then all those in favor, raise your hands.

[2:53:22] Trustee Luckham: and I see all in favor, that's great.

[2:53:26] Trustee Luckham: I'm just gonna reflect on, there was a paper

[2:53:28] Trustee Luckham: that was created a few years back

[2:53:30] Trustee Luckham: and somebody might remember it,

[2:53:33] Trustee Luckham: associated with privies and sewerage that exists,

[2:53:38] Trustee Luckham: that is a provincial guideline already.

[2:53:40] Trustee Luckham: And so I don't know how that is included,

[2:53:44] Trustee Luckham: but obviously that should be referenced

[2:53:46] Trustee Luckham: and maybe Honor Chadwick is the one

[2:53:48] Trustee Luckham: that's gonna help to do that research.

[2:53:49] Trustee Luckham: at the door that's just a remark i don't need a comment uh if we can just continue on and be fine

[2:53:57] Trustee Luckham: we're right we are um so island's trust communication strategy well you've been

[2:54:06] Trustee Luckham: you've had your head down a lot the last few weeks i think director later over to you okay

[2:54:13] Voice 1: and thank you chair and i'll note that um morgana um our communication specialist is online with us

[2:54:18] Voice 1: here as well to discuss. I just want to acknowledge all the work she's put into developing this for

[2:54:23] Voice 1: you. And also she is standing on the shoulders of a number of other communication specialists

[2:54:28] Voice 1: who have come before, who have tried to advance this work in and amongst all the daily work that

[2:54:32] Voice 1: we have had over the last years. So this is being brought to you at this time for comment. We'll

[2:54:38] Voice 1: bring it back to you for formal endorsement at another time. But before we did that, we wanted

[2:54:42] Voice 1: to provide the opportunity for discussion. Just as background, as I note in the briefing,

[2:54:46] Voice 1: within your terms of reference you have responsibility for coordinating the public

[2:54:51] Voice 1: relations program and also for maximizing effective internal communications and we are

[2:54:59] Voice 1: guided in this work through the communication policy of trust council and through that I would

[2:55:04] Voice 1: let you know that the implementation of that is guided by a policy or a resolution of trust of

[2:55:09] Voice 1: the executive committee from 2016 which delegates the sort of day-to-day administration of

[2:55:14] Voice 1: communications to the CAO with executive committee staying in sort of this leadership

[2:55:19] Voice 1: broad communication principles and strategic sort of oversight space. The intention of this

[2:55:26] Voice 1: communication strategy is to foster engagement with our communities and to broaden trust and

[2:55:32] Voice 1: understanding essentially. It's important for you to know that this is being written from a

[2:55:37] Voice 1: you know information out perspective and we are hoping to get work done on a companion engagement

[2:55:42] Voice 1: engagement strategy about the two-way, you know, effort to get information back in the engagement

[2:55:48] Voice 1: side for communities. And certainly we had a lot of lessons learned from the Islands 2050 process

[2:55:54] Voice 1: and other planning processes. And so there has been background work going on building the

[2:55:59] Voice 1: foundations of a long-term engagement strategy. But at this time, we're asking you to focus in on

[2:56:04] Voice 1: what do you want from a communication strategy? The work plan to implement whatever it is that

[2:56:11] Voice 1: you endorse us moving forward with will be implemented into our departmental work plan

[2:56:15] Voice 1: when we provide that as part of the corporate planning work. We would also just note that this

[2:56:21] Voice 1: is specific to Islands Trust and Islands Trust Conservancy will have their own plan as they

[2:56:27] Voice 1: develop their own work and the two will be aligned but doing separate work. So with that

[2:56:33] Voice 1: introduction I'll see if Morgana has anything else additional to add otherwise we would like

[2:56:37] Voice 1: to hear your comments i don't have

[2:56:42] Voice 2: anything to add right now thank you

[2:56:45] Trustee Luckham: okay um so uh morgana and

[2:56:49] Trustee Luckham: claire this is a brilliant work um it's ambitious though i'll also say because we're talking about

[2:56:55] Trustee Luckham: 26 trustees and numerous ltc's all speaking in a similar fashion i have a number of comments and

[2:57:03] Trustee Luckham: i'm actually happy just to sub because this is a briefing i'm happy to submit those directly to you

[2:57:08] Trustee Luckham: rather than articulate them today

[2:57:10] Trustee Luckham: because you're not looking for consensus

[2:57:12] Trustee Luckham: amongst the executive, just some general direction.

[2:57:17] Trustee Luckham: And this is a great place to go,

[2:57:19] Trustee Luckham: but it's not without challenges, I think.

[2:57:21] Trustee Luckham: And so as long as we know that, then that's great.

[2:57:23] Trustee Luckham: And I will just submit to you my comments

[2:57:25] Trustee Luckham: and you can embrace them as you see fit.

[2:57:29] Trustee Luckham: So vice chairs, is there anybody else

[2:57:32] Trustee Luckham: who wants to share anything at this point on this briefing?

[2:57:38] Trustee Luckham: Vice Chair Elliott.

[2:57:39] Trustee Luckham: uh

[2:57:41] Voice 7: thank you so director fritter you said that this is sort of the first phase in terms of

[2:57:48] Voice 7: communications out and another phase would be uh to identify how we're going to do that two-way

[2:57:56] Voice 7: communication so i didn't see that sort of um foregrounding the briefing and do we have

[2:58:07] um

[2:58:08] Voice 7: i see okay with the expectation that a companion engagement strategy now i see it

[2:58:13] Voice 7: aha so when might we um expect that sort of second piece are you thinking

[2:58:21] Voice 1: so um as we have time so i'll know a staff recommended during the development of the

[2:58:26] Voice 1: last strategic plan that a communication strategy and public engagement strategy be

[2:58:30] Voice 1: strategic priorities there was a decision made to not make that a priority and not to resource it

[2:58:35] Voice 1: so we're getting it done as we're able in and amongst the day-to-day work um so i would hope

[2:58:40] Voice 1: that sometime in 2024 we might have something for you to look at um but i'm not going to commit at

[2:58:45] Voice 1: this stage as i mentioned the the background work is being done we certainly have elements

[2:58:48] Voice 1: that are coming together um but it's happening sort of as we're able um certainly 2024 promises

[2:58:54] Voice 1: to be a busy year um with the 50th anniversary um so that's

[2:59:00] Voice 7: and the policy and the policy

[2:59:01] Voice 7: and

[2:59:01] Voice 1: policy statement going out

[2:59:03] Voice 7: because that and that's kind of my real key thing do we have an

[2:59:08] Voice 7: interim strategy for that um building on the lessons learned we're not going to um

[2:59:14] Voice 1: yeah yeah

[2:59:16] Voice 1: that is the hope um i will note that you know we when we discuss the policy statement engagement

[2:59:22] Voice 1: you know we're not necessarily following best practice around engagement and i'm doing it

[2:59:27] Voice 1: it a distributed way through every LTC. And so that will be something to consider as we move

[2:59:33] Voice 1: forward in the project around how we do engagement and, you know, what are our methods of data

[2:59:37] Voice 1: collection around getting the views of the public. But yes, certainly we are, as an administration,

[2:59:45] Voice 1: gathering our lessons learned and applying them as we get them. The regional planning team has

[2:59:49] Voice 1: all the documentation of lessons learned from the 2050 process that they're actively incorporating

[2:59:53] Voice 1: into plans that they're undertaking around LTC projects and we are applying them within the policy

[3:00:00] Voice 1: statement project, but within the political direction that's been provided to do a distributed

[3:00:05] Voice 1: engagement model run locally by local trust committees.

[3:00:08] Voice 7: Okay. So I just had one more piece

[3:00:10] Voice 7: of feedback, or maybe I can just ask the question here and give the feedback later. But 4.4 provides

[3:00:18] Voice 7: staff with corporate clothing to wear in the field or when working with the public. Where did this

[3:00:23] Voice 7: this come from and is this a real goal I don't know I I see this coming up and I'm going oh we're

[3:00:33] Voice 7: there's going to be a high level of criticism I think if we start branding things with corporate

[3:00:42] Voice 7: clothing I don't know I'm just wondering if that really needs to be there it's my only feedback so

[3:00:47] Voice 7: far other than

[3:00:48] Voice 7: that looks great Sarah

[3:00:53] Voice 1: I think Morgana would like to comment on that yes um

[3:00:56] Voice 2: So this was originally brought up by ITC staff who are often literally in the field doing their work.

[3:01:05] Voice 2: And for the public to just see someone out there without any recognizable branding can be a bit jarring sometimes, I would assume, if you don't know who's going to be there.

[3:01:18] Voice 2: And I think the same goes for Islands Trust staff who might be out in public at some of the events.

[3:01:24] Voice 2: So it wouldn't be for everybody all the time.

[3:01:28] Voice 2: just for those staff who might need something like that

[3:01:32] Voice 1: that's helpful thank you

[3:01:36] Voice 1: if I might also add for some of our staff they view it as a safety matter that they want to be

[3:01:41] Voice 1: recognized as sort of being there as a government official rather than just in their plain clothes

[3:01:44] Voice 1: entering someone's property or engaging in a meeting they'd like to be able to be recognizable

[3:01:50] Voice 1: that they're there on behalf of the islands trust so for that purpose but also I'd say there's some

[3:01:55] Voice 1: some we have quite a number of people who would like to be branded as employees that there's a

[3:01:59] Voice 1: sense of pride for working for the islands trust and they'd like to be able to demonstrate that

[3:02:04] Voice 1: pride through wearing some of our branded clothing and it may be that trustees have the same thought

[3:02:10] Voice 1: as well so again with each of these items if you endorse us moving forward of them we'll come back

[3:02:14] Voice 1: to you with more concrete plans and options anybody

[3:02:19] Trustee Luckham: else i'm just going to chime in on the

[3:02:24] Trustee Luckham: branding because you know we have in the past actually had bags that were provided by anastros

[3:02:30] Trustee Luckham: that did have the corporate logo on it which was um an honor actually and i i don't think that it

[3:02:36] Trustee Luckham: hurts to be loud and proud in some situations i know that when i attend conferences and my elected

[3:02:42] Trustee Luckham: colleagues are we're emblazoned with their municipality and being loud and proud i i don't

[3:02:49] Trustee Luckham: get envious usually but it's one of those things that it would be nice to be loud and proud because

[3:02:53] Trustee Luckham: because I, too, am very proud of the work that I do

[3:02:58] Trustee Luckham: at the Island's Trust and what we do collectively together.

[3:03:01] Trustee Luckham: And if we want to raise the awareness of the Island's Trust,

[3:03:05] Trustee Luckham: that is a mechanism that's out there.

[3:03:08] Trustee Luckham: We would obviously have to do that with fiscal responsibility,

[3:03:12] Trustee Luckham: but there is a place for it.

[3:03:14] Trustee Luckham: And I agree with staff, particularly working in the field,

[3:03:19] Trustee Luckham: are easily identified as, hey, there's the Island's Trust.

[3:03:22] Trustee Luckham: That's what the Island's Trust does.

[3:03:23] Trustee Luckham: they they wander around in ditches and in the woods and search for mushrooms and flora and stuff

[3:03:31] Trustee Luckham: so it's fantastic anything else with feedback on this uh cao so um how are

[3:03:39] Voice 12: we landing this then

[3:03:40] Voice 12: so the next stage of this moving into is it march is it june um so that we engage rest of trust

[3:03:49] Voice 12: Council on, you know, you're getting feedback here, right? This is a briefing. So we'll get

[3:03:56] Voice 12: some feedback, build that in. But is there the end game of getting

[3:04:07] Voice 13: into trust? We need to make

[3:04:09] Voice 13: it real, yeah.

[3:04:10] Voice 1: Yeah, so that's a question for the committee. I mean, you could choose to,

[3:04:13] Voice 1: you know, pass a resolution to endorse this right now if you don't have any requests for changes.

[3:04:17] Voice 1: You could ask us to bring it back at a future meeting with a, like, RFD for endorsement.

[3:04:23] Voice 1: You could certainly take it to trust counsel if you want to get commentary of counsel before you endorse it.

[3:04:28] Voice 1: Really, you can set the path of how you'd like us to proceed around next steps.

[3:04:33] Voice 1: And I'll share, I'll just let you know, before we move off this topic at the very end, I've got one additional piece of information.

[3:04:38] Trustee Luckham: Yeah, I was going to remind you of that.

[3:04:41] Trustee Luckham: So then in answer to your question, I'm going to provide you some feedback that I've embedded in my document that I'm unable to extract.

[3:04:52] Trustee Luckham: I could use help with that. It's unusual for me to need IT help, but the remarks section of these

[3:05:00] Trustee Luckham: PDFs assumes that it's being posted or a shared resource, and it's not, and so I don't have that,

[3:05:06] Trustee Luckham: but I mean, we'll figure that out. So presumably, there'll be a revised version of this that you'd

[3:05:12] Trustee Luckham: want us to endorse, or could we endorse based upon feedback, which would include what you've

[3:05:18] Trustee Luckham: heard today and any written feedback that we provide you um

[3:05:22] Voice 1: chair i guess it would depend on

[3:05:23] Voice 1: this how substantive your commentary is whether it's sort of small details or whether you're

[3:05:28] Voice 1: introducing new ideas if

[3:05:29] Voice 5: it's substantive okay then

[3:05:32] Voice 1: certainly you could proceed today if you

[3:05:33] Voice 1: wished or we can bring it back to you at a future meeting or as i say you could take it to trust

[3:05:38] Voice 1: council whatever path you wish to take

[3:05:39] Voice 12: so this trust council is a bigger question so i think

[3:05:43] Voice 12: you shouldn't endorse it i think you should just as you say provide the feedback and then let's

[3:05:48] Voice 12: have an ordered um process then it will come back to you as our people staff right get you

[3:05:56] Voice 12: that final comp any final commentary and then you would right

[3:06:00] Voice 13: so

[3:06:01] Voice 12: when could we see that come back

[3:06:04] Voice 1: i'll look to morgana i think we could have it on your january 17th agenda or january 31st

[3:06:10] Voice 13: yeah maybe let's

[3:06:11] Voice 1: push

[3:06:12] Voice 13: it to the 31st

[3:06:14] Trustee Luckham: just because is that fair everybody by general consent

[3:06:21] Voice 12: you're not looking for a decision well i'm just saying i'm just so excited by this moment

[3:06:25] Voice 12: um you know i've had this discussion for over a long time yeah and to have um a framework

[3:06:36] Voice 12: that we can start to uh measure our communications efforts against to have everyone understand

[3:06:43] Voice 12: um you know what we're trying to do and then move into you know how successfully we do i just want

[3:06:48] Voice 12: I want to thank everyone for their patience and thank Organa for getting us something on the line here.

[3:06:54] Voice 12: So I'm really, really happy that, you know, the Governance Committee report, I mean, the Governance Report really said that this is a critical piece for the Islands Trust and it looks responsive.

[3:07:07] Voice 12: of and i would almost consider at some point that this gets referred to the governance committee

[3:07:12] Voice 12: in some way because that is one of the elements that's on their one of their 15

[3:07:17] Voice 12: things as far as around communications of the islands trust um so at some point maybe um as

[3:07:24] Voice 12: it develops just making that communication easy to the government's committee but anyway just

[3:07:29] Voice 12: thanks to everyone involved

[3:07:31] Trustee Luckham: okay well i'm just gonna i didn't want to add anything else but i'm

[3:07:35] Trustee Luckham: going to add because of your remarks that it warms my heart to hear you say that because i think claire

[3:07:40] Trustee Luckham: and maybe david and myself at this table we've struggled with this communication strategy from

[3:07:45] Trustee Luckham: ec for a very long time right and this now provides that clarity of a process and a framework

[3:07:54] Trustee Luckham: for doing that communication that was lacking and i would say that we only got here today because of

[3:08:00] Trustee Luckham: of all the work and the struggling that we've been taking on it's taken a while to focus and

[3:08:06] Trustee Luckham: get it and Morgana thank you for your help for sure and I think what did you say about standing

[3:08:10] Trustee Luckham: on the shoulders of others absolutely but this is it is a good day so that's great so we're

[3:08:18] Trustee Luckham: going to see this back in January and then we'll we'll mark it with our stamp

[3:08:21] Voice 13: okay so

[3:08:24] Trustee Luckham: can we conclude this section of your agenda or you've got something else to add now

[3:08:29] Trustee Luckham: I

[3:08:30] Voice 1: have something else to add, if I might, to ask your indulgence. If we could go to page 70 and look at issue number 1.4 of the plan. We, of course, are flying, you know, we're building the airplane while we're, you know, we're working on the airplane while we've been building it.

[3:08:46] Voice 1: So you've seen additions like the fact check page. And we brought to you at an earlier meeting, the proposal that we do a training session with Trust Council to help elected officials learn about being good communicators, media relations and social media.

[3:09:00] Voice 1: And you directed us to approach a contractor to see if we could deliver that in 2024 to council. I forgot to mention this during the follow up action list report that I gave.

[3:09:10] Voice 1: but we have approached Jen Enns a well-renowned communications consultant and she's available

[3:09:16] Voice 1: to present to Trust Council in March so we would like to sort of proceed with building on you know

[3:09:22] Voice 1: the direction of 1.4 here by sort of just checking in with you about whether we can move forward with

[3:09:28] Voice 1: planning to have an in-person session with her for Trust Council in March or just see if there's

[3:09:34] Voice 1: any concerns with that approach from staff to move ahead contracting her for that purpose.

[3:09:38] Voice 13: So

[3:09:39] Trustee Luckham: you're just looking for a nod of approval at this point. Yeah.

[3:09:42] Trustee Luckham: So I see Trustee Elliott's head is nodding, but thumbs up from there. Trustee Peterson, thumbs up. David, thumbs up. I got to say, one of my comments is on 1.4, and it's exactly, it's not your words, but support links and facts. That's an important topic. So that's great. So I would say you have endorsement from this body.

[3:10:06] Voice 1: that's fantastic thank you so much we look forward to bring this back to you

[3:10:09] Voice 1: and then working with you on the various elements in it over the rest of the term

[3:10:14] Trustee Luckham: okay brilliant so uh can we just wrap up these last two items uh in this section and then we'll

[3:10:22] Trustee Luckham: go for a break so the next one then is expressions of interest regarding invitation for the 2024

[3:10:28] Trustee Luckham: 24 Salish Sea Strategy Symposium, RFD, and there's two expressions of interest there.

[3:10:36] Trustee Luckham: I've expressed an interest, I think, at the last meeting that I wanted to attend,

[3:10:39] Trustee Luckham: and I have, in fact, registered in person, and so would like that accounted for in the process.

[3:10:47] Trustee Luckham: Do you want to say anything, Director Frater, with this, or is it pretty straightforward or clear?

[3:10:54] Voice 1: Certainly, I could just mention that you are somewhat overspent already in your training

[3:10:58] Voice 1: budget for as executive committee but we are prepared to put in a grant application um that

[3:11:02] Voice 1: we expect would cover the costs associated with sending three trustees yeah

[3:11:08] Trustee Luckham: okay and the only

[3:11:11] Trustee Luckham: other thing that i would say and i don't want to be prepared discriminatory or anything but

[3:11:16] Trustee Luckham: i think it would be better for more trustees from different islands and two trustees from one island

[3:11:22] Trustee Luckham: like to go and so you guys have to figure that out as an ltc so um but that said if there's no

[3:11:29] Trustee Luckham: other interest well then fine and how do we decide that in the end that's a question directly

[3:11:36] Trustee Luckham: sorry

[3:11:39] Voice 1: was that did you say that was a question for me we

[3:11:42] Trustee Luckham: have 10 people that decide they want to

[3:11:44] Trustee Luckham: what sort of criteria would we use to make those decisions physically although well government

[3:11:51] Trustee Luckham: isn't going to pay for everything that they'll pay what they see it's fair maybe a 26 member

[3:11:56] Trustee Luckham: council gets more seats than anybody else i don't know um

[3:12:02] Voice 1: certainly i could if we get in that

[3:12:03] Voice 1: position i'll bring you advice at that time

[3:12:05] Trustee Luckham: okay uh so over to trustees this is an rfd

[3:12:11] Trustee Luckham: um and that's on page 112 so we're just going to apply for capacity funding for up to x number of

[3:12:22] Trustee Luckham: people that's what you're looking for yeah

[3:12:24] Trustee Maude: we're not sponsoring no so i okay so i would move that

[3:12:32] Trustee Maude: we direct staff to apply for capacity funding from transport canada for trustee participation

[3:12:37] Trustee Maude: in the sales c strategy symposium now

[3:12:42] Trustee Luckham: would the sponsoring be subject to to the funding subject to

[3:12:44] Trustee Luckham: requiring the funding yeah certainly

[3:12:47] Voice 1: that may be something you wish to do we will submit it

[3:12:49] Voice 1: directly after this or as soon as we can after this meeting um so

[3:12:54] Trustee Luckham: we can discuss the second

[3:12:55] Trustee Luckham: piece at a future date uh

[3:12:59] Voice 1: no we would need the name i think i believe for the application we

[3:13:01] Voice 1: need the names of the attendees so it would

[3:13:04] Voice 1: be good if you could select people now if you'd like

[3:13:06] Voice 1: to make it as we said at the end of the motion they're subject to funding so should you not get

[3:13:10] Voice 1: the funding we can bring it back to this body to revisit whether you'd like to provide islands

[3:13:14] Voice 1: trust funding towards it or not

[3:13:16] Trustee Luckham: i'll just move to the mover of the motion as to whether or not

[3:13:18] Trustee Luckham: you want to continue with that

[3:13:19] Trustee Maude: i'll continue with it so and sponsor trustees laroni peterson

[3:13:24] Trustee Maude: and luckman to attend the sales c strategy symposium january 23rd to 23 to 24 2024

[3:13:33] Trustee Maude: subject to receipt of transport canada funding

[3:13:35] Trustee Luckham: yeah okay so let's move to um so is there a

[3:13:42] Trustee Luckham: seconder trustee peterson and elliot have both seconded so um is there and you wish to speak

[3:13:47] Trustee Luckham: to it is there anybody that wishes to speak to it or is aware of somebody else who wants to attend

[3:13:53] Trustee Luckham: that they should be added to this list no all right so let us proceed to a vote then

[3:14:01] Trustee Luckham: is your hand up because you want to say something tim or yeah

[3:14:06] Voice 10: i was just gonna say that uh i have

[3:14:08] Voice 10: registered uh to attend in person but i'm also aware that if the capacity doesn't come through

[3:14:15] Voice 10: funding doesn't come through i can just shift that to uh virtual um

[3:14:20] Voice 11: exactly and

[3:14:22] Voice 10: and then i guess

[3:14:24] Voice 10: i just would note that your your sort of question earlier on what if we have a bunch of trustees

[3:14:30] Voice 10: um uh that want to apply of course that's not the case here but that's certainly certainly

[3:14:37] Voice 10: worthy of a thought conversation okay

[3:14:40] Trustee Luckham: so i'm just going to call the vote all those in favor

[3:14:44] Trustee Luckham: Any opposed? None opposed, you'll lower your hands if you're not opposed.

[3:14:51] Trustee Luckham: And that's done. OK, thank you, Clare, for administering that for us.

[3:14:56] Trustee Luckham: Appreciate that. I'm excited about this particular session.

[3:15:00] Trustee Luckham: So we'll see how it all unfolds. NAPCHAT fee sponsorship request for L'Amour on Salt Spring Island.

[3:15:08] Trustee Luckham: That's pretty straightforward. You've seen these before. Do you have any remarks, Director Fader?

[3:15:13] Voice 1: uh no simply if you approve this you essentially used up most of your budget for this fiscal year

[3:15:18] Voice 1: but we are not expecting any further um requests of this type in the fiscal year to executive

[3:15:22] Voice 1: right

[3:15:23] Trustee Luckham: and as liaison to the trust fund board of vice chair elliott do you have anything to add to

[3:15:28] Trustee Luckham: this no so can i get a motion then uh vice chair elliott

[3:15:34] Voice 7: yes you may i move that the executive

[3:15:37] Voice 7: Executive Committee approve financial sponsorship of $450 for Natural Area Protection Tax Exemption Program, NAPTEP application, SSNAP 2021.1 Larmore, Salt Spring Island.

[3:15:53] Trustee Luckham: Moved by Trustee Elliott, seconded by Trustee Maude.

[3:15:56] Trustee Luckham: Any discussion?

[3:15:59] Trustee Luckham: All those in favor?

[3:16:02] Trustee Luckham: That carries unanimously.

[3:16:03] Trustee Luckham: That's excellent.

[3:16:04] Trustee Luckham: Good work.

[3:16:05] Trustee Luckham: Thank you to everybody for these NAPTEP things.

[3:16:08] Trustee Luckham: I think that they're great.

[3:16:10] Trustee Luckham: and that reminds me of a past chair kim benson who worked this through the trust fund board

[3:16:17] Trustee Luckham: and through the province over a very long period of time and it's a huge success today

[3:16:22] Trustee Luckham: let's break and we'll come back to 8.2.3 planning services i'm not sure if director

[3:16:27] Trustee Luckham: zimak is going to join us for that section or not no okay then uh let's go for half an hour let's

[3:16:33] Trustee Luckham: come back by one o'clock is that all right with everybody that's great

[3:16:37] Trustee Luckham: Okay.

[3:46:52] Voice 6: Okay, welcome back, everybody, to the Executive

[3:46:55] Trustee Luckham: Committee meeting of December the 20th.

[3:46:59] Trustee Luckham: Where has the year gone?

[3:47:01] Trustee Luckham: I'm grateful to be here in Coast Siggins Territory today,

[3:47:05] Trustee Luckham: continuing to remain one of these exotic, wet coast, foggy days, which I so much enjoy.

[3:47:14] Trustee Luckham: But it certainly always makes me think about the history of this place, tens of thousands of years,

[3:47:21] Trustee Luckham: years that the First Nations have been here, lived and thrived, and certainly during colonial

[3:47:28] Trustee Luckham: times things have changed and certainly there's happiness above anything, but there's also

[3:47:34] Trustee Luckham: grief and sadness associated with that, and we work towards reconciliation as best we

[3:47:39] Trustee Luckham: can, acknowledging the events of the past.

[3:47:44] Trustee Luckham: We've gone through quite a bit of agenda this morning, we're at 8.2.3 in the Planning

[3:47:49] Trustee Luckham: services section regional planning regional planning uh director um surmac is unavailable

[3:47:55] Trustee Luckham: to join us today but uh our legislative services manager past regional director of planning

[3:48:01] Trustee Luckham: services david marler is going to uh help us with the 8.2.3.1 housing statutes and regulation

[3:48:07] Trustee Luckham: changes to bc legislation briefing that's a mouthful and uh indeed you're obviously the

[3:48:14] Trustee Luckham: the best to help us with this stuff.

[3:48:17] Voice 8: Over to you.

[3:48:18] Voice 8: Okay,

[3:48:18] Trustee Luckham: thank you. This is

[3:48:19] Voice 8: on page 120 of the agenda. This is an update. You've already

[3:48:23] Voice 8: received and Trust Council received a briefing similar to this that identified the bills,

[3:48:29] Voice 8: Bill 35, 44, 46 and 47, and the speculation and vacancy tax regulations. So this just

[3:48:39] Voice 8: that re-highlights that on the first page but what has changed since beginning of December is that

[3:48:46] Voice 8: the provinces now by ordering council adopted regulations and policy guidelines so for each

[3:48:54] Voice 8: of those amendments to the acts we've identified and provided hyperlinks in here to those particular

[3:49:01] Voice 8: documents the short-term rental accommodation act is of interest to local trust committees

[3:49:09] Voice 8: As you know, local trust committees and Bowen Island Municipality are exempt.

[3:49:14] Voice 8: Local trust committees simply because they're not during the island's trust area,

[3:49:19] Voice 8: like regional districts, electoral areas.

[3:49:22] Voice 8: The regulation does allow the local trust committees to opt in if they want to.

[3:49:29] Voice 8: And to do so, they would have to pass a resolution,

[3:49:32] Voice 8: and the sample resolution is provided on the middle of page 121 of the agenda.

[3:49:38] Voice 8: So you'd have to pass a resolution, and then we would have to provide that to the Ministry

[3:49:45] Voice 8: of Housing by March 31st, and then the opt-in would take effect on November 1st of the same

[3:49:54] Voice 8: year.

[3:49:55] Voice 8: And they're doing this on an annual basis, and I think the intent is so municipalities

[3:50:00] Voice 8: don't change the rules for short-term vacation rental owners just before the summer period.

[3:50:06] Voice 8: so it comes into effect in November so that's something to keep in mind it's always that long

[3:50:13] Voice 8: lag from when you make the request to when it comes into effect right okay so there's that one

[3:50:19] Voice 8: um the um on the bottom of page 121 ordering council 680 so the province has increased the

[3:50:29] Voice 8: municipal the fine possible for municipal ticketing uh from 1000 to 3000 which will

[3:50:35] Voice 8: make it a little bit more helpful in regulating short-term vacation rentals and on page 122

[3:50:46] Voice 8: the director of planning has provided a table showing which local trust committees currently

[3:50:52] Voice 8: have a municipal ticketing information bylaw as well as a bylaw enforcement notification bylaw

[3:50:58] Voice 8: the difference between those two is that the mti is through a judicial court system whereas

[3:51:05] Voice 8: Whereas the BEN is a more informal adjudicator that's appointed.

[3:51:11] Voice 8: So there's a lot more work and cost involved for Ireland's trust around MPIs, but it appears

[3:51:18] Voice 8: the province intends MPIs to be used for enforcement of short-term vacation rentals, and they've

[3:51:24] Voice 8: increased the fine accordingly.

[3:51:26] Voice 8: As you can see, it's $3,000 now versus $500 for the ban by law.

[3:51:33] Voice 8: Yeah, and then the Housing Statutes Amendment Act, most of the changes in the regulation

[3:51:42] Voice 8: do not apply to local trust area.

[3:51:45] Voice 8: The section that does, which is the requirement for the 20-year horizon for housing needs

[3:51:53] Voice 8: reports, they have not yet released any regulations around that.

[3:51:58] Voice 8: that. So we've got to have anything new to update on. But that section does apply to

[3:52:04] Voice 8: the Alms Trust. And as you know, we're going to have to consider budget for that in the

[3:52:07] Voice 8: next fiscal. So yeah, I'll leave it at that. And I think the intent here is the director

[3:52:15] Voice 8: intends to provide this report to local trust committees, mainly to help them with deciding

[3:52:20] Voice 8: whether or not they would like to ask the minister to opt in. And again, that can be

[3:52:25] Voice 8: local trust committee by local trust committee and that's to do with short-term vacation rentals

[3:52:29] Voice 8: all

[3:52:32] Trustee Luckham: right so then the outcome of this ideally then if we don't have it if we

[3:52:36] Trustee Luckham: agree with what's presented here is that we would circulate this to the trustees

[3:52:41] Trustee Luckham: correct yeah so vice chairs any

[3:52:44] Voice 14: questions for the director or a motion to advance it to trustees

[3:52:49] Voice 14: David Maat.

[3:52:51] Voice 14: David Maat, question.

[3:52:54] Trustee Maude: In the vast majority of the local trust unions don't have an MTI by-law, is it recommended

[3:53:00] Trustee Maude: under this protocol that they adopt MTI by-laws?

[3:53:05] Voice 8: That's a good question.

[3:53:07] Voice 8: Like I said, there is a cost to MTI by-laws and we went away from them when the province

[3:53:13] Voice 8: brought out new legislation that allowed us to do by-law enforcement notification.

[3:53:17] Voice 8: application. So it kind of leaned in that direction. So I think a little bit of research

[3:53:23] Voice 8: into the advantages versus not going with an MTI. I think for enforcement, the way the

[3:53:31] Voice 8: province has set it up, it's going to have to be an MTI bylaw. I think it'd be much more

[3:53:35] Voice 8: effective. And if you don't have it, it's likely just going to be a court. The MTI is

[3:53:41] Voice 8: a provincial court.

[3:53:42] Trustee Maude: so my suggestion would be is if that this does go to local trust committees but also with some sort

[3:53:49] Trustee Maude: of briefing about mti because i think

[3:53:51] Voice 8: the two decisions are sort of hand in hand yeah i think

[3:53:55] Voice 8: just to help the directory if you wanted to put that into the resolution that would help

[3:54:00] Trustee Luckham: um so

[3:54:04] Trustee Luckham: more questions so trustee peterson i think i saw your hand up and then uh eliot as well yeah thank

[3:54:13] Voice 10: Thank you, Tara. So just I'm just looking at the deadline here, which is soon for some LTCs.

[3:54:22] Voice 10: So I guess two questions. One is, is it feasible for LTCs who opted by RWM or would a special meeting be more appropriate?

[3:54:35] Voice 10: would be the quiet first question and and just confirmation that if LTC's

[3:54:46] Voice 10: aren't ready to opt-in in 2024 they'll have another opportunity to opt-in in

[3:54:52] Voice 10: 2025 yes

[3:54:55] Voice 8: so that last question that's correct every year currency regulation

[3:54:59] Voice 8: you can apply before that date and it'll take effect on November 1st of the same

[3:55:04] Voice 8: here um so with respect to special uh sorry resolution without meeting yeah you can certainly

[3:55:13] Voice 8: do that however uh there's no opportunity for the trust committee to discuss the implications

[3:55:19] Voice 8: of opting in so you might want to instead hold a special meeting just for that purpose

[3:55:25] Voice 8: by zoom that might be a better way to do it

[3:55:28] Voice 10: and i guess a a follow-up which would be maybe not

[3:55:32] Voice 10: a question but more a comment and that would be uh the difficulty of getting um ltc's uh

[3:55:42] Voice 10: analysis on this question you know prior to to the february date because of course every ltc is a

[3:55:51] Voice 10: little different so just sort of highlighting that the the deadline might make it challenging

[3:55:57] Voice 10: in some areas?

[3:56:00] Voice 10: Yeah,

[3:56:00] Voice 8: maybe I just also comment.

[3:56:02] Voice 8: The date is March 31st.

[3:56:04] Voice 8: I think if you see February,

[3:56:06] Voice 8: there was an error in an earlier report.

[3:56:09] Voice 8: I think it's been corrected in the most recent report.

[3:56:11] Voice 8: So it should say March 31, 2023

[3:56:15] Voice 8: and effective November 1st, 2023.

[3:56:18] Voice 8: Okay, great, thank you.

[3:56:20] Voice 12: CAO and then Vice Chairman,

[3:56:23] Voice 12: I guess the question that comes

[3:56:24] Voice 12: from Professor Peterson's comment is how do we elicit an opinion for 13

[3:56:32] Voice 12: jurisdictions between now and March of the yeah not this March is it it's this

[3:56:39] Voice 12: March they have to make the decision for a November November

[3:56:42] Voice 12: implementation yeah

[3:56:43] Voice 5: so

[3:56:44] Voice 12: I'm expecting he's working through those going

[3:56:49] Voice 8: out yeah I think his intent

[3:56:51] Voice 12: 10 was to

[3:56:52] Voice 8: put this report on all the agendas of the local trust committees in january and february

[3:56:59] Voice 8: the ones that are meeting and then those that aren't um see if they want to call a special

[3:57:03] Voice 8: meeting for that purpose yeah

[3:57:05] Voice 12: and i guess the mechanism by which the trust committee is going

[3:57:07] Voice 12: to decide this will be anecdotal

[3:57:10] Voice 8: nobody

[3:57:11] Trustee Luckham: no public consultation yeah yeah

[3:57:13] Voice 8: nobody really know like

[3:57:15] Voice 8: It's new legislation, and some local trust committees have their own rules, like Gabriela

[3:57:22] Voice 8: has a temporary use permit system, if Gabriela was to opt in, that temporary use permit system

[3:57:30] Voice 8: would be overridden by the provincial requirement, and if it sets any kind of requirements up,

[3:57:37] Voice 8: it would still have to meet the provincial requirement.

[3:57:40] Voice 8: So it depends on the local trust committee whether or not the province's restrictions

[3:57:48] Voice 8: would help them in limiting short-term vacation rentals.

[3:57:53] Voice 8: The province is requiring a provincial registry of those that are advertised for short-term

[3:57:59] Voice 8: vacation rental, as well as those that operate.

[3:58:02] Voice 8: So they require a provincial number and the province intends to provide that information

[3:58:07] Voice 8: to local governments so everybody should be registered provincially and then local some

[3:58:13] Voice 8: local governments have business licensing and regional districts now have that ability too

[3:58:18] Voice 8: and they can also require a license a business license as a means of keeping tabs on who's doing

[3:58:25] Voice 8: this and that they're doing it correctly so

[3:58:29] Trustee Luckham: are you saying that even areas where this doesn't

[3:58:34] Trustee Luckham: apply or we haven't opted in those operations will need to register correct at provincial level yes

[3:58:41] Trustee Luckham: that's right okay uh victor elliott do you have a question still um yeah

[3:58:48] Voice 7: and it's sort of following

[3:58:49] Voice 7: along the discussion here about how will we collect the will of the community to opt in i

[3:58:59] Voice 7: guess um and but i guess like we need some more reporting on what are the uh challenges like how

[3:59:08] Voice 7: could it roll out in different community contexts it's going to be different for hornby than it is

[3:59:12] Voice 7: for gabriola which has a more robust um sort of system through our tups and i'm looking at page

[3:59:20] Voice 7: 122 that we have requested the regional planning committee to evaluate the short-term vacation

[3:59:27] Voice 7: rental act to identify opportunities and challenges um but we need some staff analysis

[3:59:33] Voice 7: on that like it can't just be our opinions about what this is going to the effect that it could

[3:59:40] Voice 7: have yeah

[3:59:43] Voice 12: i i think given the timelines i don't you know there's going to be less time for this

[3:59:53] Voice 12: than there would which could be a more fundamental question in our rezoning in a community there's

[3:59:59] Voice 12: going to be less time.

[4:00:00] Voice 12: that conversation

[4:00:03] and forensic

[4:00:04] analysis

[4:00:05] Voice 12: of each island.

[4:00:06] Voice 12: Think about how

[4:00:08] Voice 12: we would do forensic analysis other

[4:00:10] Voice 12: than what trustees and

[4:00:12] Voice 12: staff have provided in terms of

[4:00:15] Voice 12: housing information on the

[4:00:16] Voice 12: islands. So I suspect

[4:00:18] Voice 12: this is going to be half science and half

[4:00:22] Voice 12: consideration

[4:00:23] Voice 12: of what's best for the island.

[4:00:27] Voice 12: I just don't think

[4:00:28] Voice 12: we'll be comprehensive.

[4:00:29] Trustee Luckham: comprehensive yeah but

[4:00:30] Trustee Luckham: the urgency on this is only for this intake period there'll be another

[4:00:34] Trustee Luckham: period in march next year correct right and i'm anticipating some islands may not opt in at all

[4:00:41] Trustee Luckham: no exactly right like thetis i don't think we'll opt

[4:00:45] Voice 12: in because it's not a problem which would

[4:00:47] Voice 12: so determining that would be a benefit because then we could reallocate resources to areas that

[4:00:52] Voice 12: need more information and more because if you consider that there's a public outreach element

[4:00:57] Voice 12: associated with each of these and

[4:00:59] Trustee Luckham: the most densely populated islands already have the mti so they've

[4:01:03] Trustee Luckham: already got half the story in place yeah okay um any other

[4:01:08] Trustee Luckham: questions out there so i think we

[4:01:11] Trustee Luckham: want to forward although there is a report you're saying that likely a report is going to be placed

[4:01:17] Trustee Luckham: on ltc suggestors so this could still go to trustees ahead i

[4:01:21] Voice 8: understand i don't know i

[4:01:23] Voice 8: haven't talked to the director about what he intends to do next yes i think he intends this

[4:01:28] Voice 8: to go to the

[4:01:29] Voice 8: local trust committees.

[4:01:32] Voice 8: I'm not sure if he has

[4:01:34] Voice 8: the time or

[4:01:37] Voice 8: ability

[4:01:37] Voice 8: right now to do an analysis

[4:01:40] Voice 8: in such a short time.

[4:01:42] Voice 8: Well,

[4:01:42] Trustee Luckham: if we send this out to trustee,

[4:01:44] Trustee Luckham: you're going to open the floodgates.

[4:01:45] Voice 8: Yeah, of course.

[4:01:46] Voice 8: Well, it is

[4:01:48] Voice 8: where we're at.

[4:01:50] Trustee Luckham: So I'd say let's send it to trustee.

[4:01:52] Trustee Luckham: Somebody want to make a motion to that?

[4:01:54] Trustee Luckham: Well, my

[4:01:54] Trustee Maude: suggestion would be that

[4:01:57] Trustee Maude: rewarded to get sent to trustees with a recommended implementation in 2025

[4:02:04] Voice 8: right

[4:02:05] Trustee Maude: because i i i think we're rushing the judgment not gonna happen no yeah

[4:02:10] Trustee Luckham: so

[4:02:12] Trustee Maude: so i will move

[4:02:13] Trustee Luckham: or trust one local trust company may say this is really urgent for us so

[4:02:17] Trustee Maude: recommendation so that's yeah okay so so my recommendation are i move um the housing statute

[4:02:24] Trustee Maude: statute and regulation changes to British Columbia legislation briefing before the local

[4:02:29] Trustee Maude: trust committees with a recommended potential implementation consideration in 2025.

[4:02:41] Trustee Maude: And can I just tag on that a report on MTI bylaws implementation be provided at some

[4:02:54] Trustee Maude: point?

[4:02:55] Trustee Maude: I'm so sorry.

[4:02:56] Voice 4: That is what I have.

[4:02:57] Trustee Maude: I'll be before the local trust committees

[4:03:00] Trustee Maude: with a recommended consideration of implementation

[4:03:10] Trustee Maude: for the 2025 intake.

[4:03:14] Trustee Luckham: And, you know, I would leave it there.

[4:03:17] Trustee Luckham: Stefan will be back and can give us advice on what he's planning to do

[4:03:20] Trustee Luckham: because otherwise you need to give direction for them to

[4:03:23] Voice 8: do whatever.

[4:03:25] Voice 8: Okay, we'll leave it at that.

[4:03:25] Voice 8: Could I just ask, maybe I would add a little bit more to that, just say with the recommended consideration of, should I say request for inclusion in short-term accommodation, what was it, requirements, I guess, short-term accommodation.

[4:03:56] Voice 8: No, let's change, can I just change that, sorry.

[4:03:58] Voice 8: Sorry, four, after four, for removal from the excluded list.

[4:04:04] Voice 8: Did you say for opting in?

[4:04:07] Voice 8: Because that's the language that...

[4:04:09] Voice 4: Oh, yeah, okay,

[4:04:09] Voice 8: opting in, sure.

[4:04:10] Voice 8: Opting in to the short-term accommodation.

[4:04:13] Voice 4: Hold on, sorry, we're starting at four?

[4:04:15] Voice 8: Yeah.

[4:04:16] Voice 4: For opting in?

[4:04:17] Voice 8: Yes, to the short-term accommodation.

[4:04:22] Voice 8: Okay, hold on, short-term...

[4:04:24] Voice 8: Regulation.

[4:04:26] Voice 8: Regulation.

[4:04:27] Voice 8: Yeah, okay, that's better.

[4:04:29] Voice 8: i agree regulation regulation and then just for the 2025 intake yeah we know what that means

[4:04:40] Voice 8: thank you thank you david david um sorry yeah i can't

[4:04:44] Trustee Luckham: reset the side with that

[4:04:46] Trustee Luckham: david i

[4:04:46] Voice 8: just say that the executive committee requests staff forward yeah

[4:04:50] Voice 4: that the

[4:04:54] Voice 8: Just so we know who, when we read it.

[4:04:56] Voice 8: Executive.

[4:04:57] Voice 8: Committee.

[4:05:00] Voice 8: Request.

[4:05:00] Voice 8: Staff.

[4:05:02] Voice 8: And then just say to forward the housing, yeah, and then you can get rid of the second

[4:05:08] Voice 8: forward there.

[4:05:10] Voice 8: So after VC, get rid of B forwarded, B forward, and B, yeah, sorry, yeah.

[4:05:21] Voice 8: Thank you.

[4:05:24] Trustee Luckham: Regulation changes to VC, what would you like to do?

[4:05:28] Trustee Luckham: Oh, I see, maybe put that in quotations then or something.

[4:05:35] Trustee Maude: No, legislation is the last word after BC.

[4:05:42] Trustee Maude: Right, that's it.

[4:05:43] Trustee Luckham: That's the title of the briefing.

[4:05:46] Trustee Luckham: Okay, that's better, that makes more sense.

[4:05:48] Trustee Luckham: Okay, so we're satisfied with that?

[4:05:50] Trustee Luckham: Do I have a seconder for that?

[4:05:51] Trustee Luckham: Can you guys see that on your screen?

[4:05:54] Trustee Luckham: Seconded by Toby Elliott, thank you.

[4:05:57] Trustee Luckham: Any further discussion?

[4:05:58] Trustee Luckham: discussion. All those in favor? That carries unanimously. Excellent. Is there anything further

[4:06:06] Trustee Luckham: we need to do with this? No, I don't think so. We'll get an update from Stefan when we return.

[4:06:10] Trustee Luckham: Yeah. So that's excellent. Okay. So I'm going to move along through to new business. We have

[4:06:16] Trustee Luckham: 9.2.1, which is any local advocacy that's going on. And then we added an item, 9.2.2,

[4:06:23] Trustee Luckham: about the website. So let's look at 9.2.1. I'll just ask a question. Is there any local

[4:06:28] Trustee Luckham: advocacy topics that you want to raise we

[4:06:31] Trustee Maude: touched on last meeting was bc ferries from denman island

[4:06:36] Trustee Maude: that sent a letter to bc ferries requesting a meeting um with regard to the hornby island

[4:06:44] Trustee Maude: traffic across denman island so yeah

[4:06:46] Trustee Luckham: yeah okay so then i'll move on from that and we'll go to 9.2.2

[4:06:53] Trustee Luckham: uh about the website and uh uh vice chair maude you brought that to our attention so why don't you

[4:06:59] Trustee Luckham: uh tell us about that is director freighter on board yeah

[4:07:04] Trustee Maude: she is so yeah i just it in recent

[4:07:08] Trustee Maude: months the website seems to be struggling um the the loss of information the the difficulty

[4:07:18] Trustee Maude: coding and searching out documents, the missing links, the inappropriate links.

[4:07:25] This seems to be an ongoing thing, and I would look to Director Prater,

[4:07:31] but I would

[4:07:31] Trustee Maude: suggest, in my mind, we need to do a rethink on the website.

[4:07:36] Trustee Maude: And what I would like to request is a staff briefing at our next meeting

[4:07:43] Trustee Maude: as to what the road forward should be.

[4:07:45] Trustee Maude: is it is do we need a massive patch do we need to start all over again what what what do we need to

[4:07:52] Trustee Maude: do um because i i'm hoping that i'm just i'm not the only lone voice here but i think we have

[4:08:00] Trustee Maude: problems and and it's the public facing part of the trust and i'm getting a lot of complaints

[4:08:05] Trustee Maude: and that's from staff that's from trust trustees and that's from the public so i will open up the

[4:08:12] Trustee Maude: conversation there.

[4:08:16] Trustee Luckham: Okay. So the conversation, is there anything more anybody wants to say or

[4:08:23] Trustee Luckham: what they've heard associated with the website? Certainly it's obvious there are some issues that

[4:08:29] Trustee Luckham: are trying to be tackled. So not seeing anybody else wanting to jump in. Director Frida, can you

[4:08:36] Trustee Luckham: give us an idea of what your awareness of the situation is?

[4:08:41] Voice 1: Certainly. I can tell you what

[4:08:43] Voice 1: we've been experiencing recently. There have been two major issues. One is relating to the rollout

[4:08:48] Voice 1: of the improvements that was a project to improve the document library and speed up results.

[4:08:52] Voice 1: As a result of that rollout, we came across some vulnerability in the existing code,

[4:09:00] Voice 1: which of course, apologies to everyone, resulted in some difficulties in getting documents,

[4:09:06] Voice 1: but revealed a great opportunity to fix those vulnerabilities, which has been done as part

[4:09:10] Voice 1: of that project now so that sort of has essentially already been patched and we have um for a few

[4:09:17] Voice 1: there were about 70 documents for which we had to play with the url to make the new system work

[4:09:21] Voice 1: but that is all now complete um we then unfortunately had a second occurrence

[4:09:26] Voice 1: um where there was like an automatic update to the soft like the underlying software which again

[4:09:31] Voice 1: revealed some vulnerability in the underlying code um that is now related to the web files where we

[4:09:37] Voice 1: we serve up the transitory documents that are not in the document library, and we're working on a

[4:09:41] Voice 1: patch for that, which will be rolled out in January. We are aware that this website code

[4:09:47] Voice 1: that was written, it has been revealed, is not as good as it could be, resulting in some

[4:09:52] Voice 1: vulnerability. So I'm happy to take your direction, particularly as it relates to the documents,

[4:09:58] Voice 1: I believe. That said, the rest of the website seems to be operating fairly well. We are not,

[4:10:03] Voice 1: as a staff receiving too much feedback from the public aside from these particular bumps

[4:10:09] Voice 1: around documents which we've tried to resolve as quickly as we can with either a resolution

[4:10:14] Voice 1: or a workaround as is in the current situation. That said we'd be happy to bring you a briefing

[4:10:19] Voice 1: around options to your next meeting or your next meeting or another meeting in January.

[4:10:27] Trustee Luckham: I noticed that on the website it comes up on the main page where it starts scrolling which

[4:10:33] Trustee Luckham: which I always find confusing because you miss it if you didn't pay attention,

[4:10:36] Trustee Luckham: that the maintenance is ongoing.

[4:10:38] Trustee Luckham: And so maybe that needs to be elaborated in order to,

[4:10:44] Trustee Luckham: because you said you haven't had communications at the staff level about it,

[4:10:48] Trustee Luckham: but maybe that needs to be evident so that members of the public can provide

[4:10:51] Trustee Luckham: your feedback for things that, quite honestly,

[4:10:53] Trustee Luckham: they may be discovering that may not be known.

[4:11:00] Trustee Luckham: And, yeah, there.

[4:11:01] Trustee Luckham: so it says website maintenance when it scrolls through the first one um has some information

[4:11:06] Trustee Luckham: there maybe that could be a little longer and maybe those are all difficult things to do

[4:11:10] Trustee Luckham: but it's only it cycles about every second and a half or two seconds um

[4:11:15] Voice 1: certainly yes we have

[4:11:17] Voice 1: tried to make the public aware that we're undergoing this maintenance and improvement

[4:11:19] Voice 1: and there is a little bit of a challenge right now um there is whenever you're speaking with

[4:11:25] Voice 1: the public please be aware there is a feedback tab on the website that sends an email into us

[4:11:29] Voice 1: directly so we always encourage people um to provide that feedback and we do treat it with

[4:11:33] Voice 1: a priority um as people are having challenges um so yeah so certainly we are responsive to that

[4:11:39] Voice 1: feedback as it comes in and we can tweak that wording chair if you've got particular ideas

[4:11:43] Voice 1: feel free to provide them to morgana and myself where

[4:11:46] Voice 14: is that feedback tab uh

[4:11:48] Voice 1: right on every page

[4:11:49] Voice 1: we have a black feedback tab that sits usually off to the right hand side of course you know

[4:11:55] Voice 1: it may display differently on different devices but you'll see it off to the right usually with

[4:12:00] Voice 1: a little comment bubble above it on every web page.

[4:12:05] Trustee Luckham: I just see contact us so and

[4:12:09] Voice 1: then I want to.

[4:12:11] Voice 1: Okay so right off to the very right there's sort of like pop out. I don't want to spend

[4:12:15] Voice 1: way too much

[4:12:16] Voice 1: time on that.

[4:12:17] Voice 11: There's an irony to that of course. Look on the website to see how

[4:12:22] Voice 11: to complain about fixing on the website well yeah yeah okay

[4:12:28] Trustee Luckham: it sounds like however that you

[4:12:32] Trustee Luckham: uh have you have an understanding and awareness of strategy and plan to at least uh keep us

[4:12:39] Trustee Luckham: functional i think david is also asking the question about what the long-term sustainability

[4:12:43] Trustee Luckham: of the present system is and let's go to the cao yeah so um um

[4:12:50] Voice 12: yeah we we rolled out this project

[4:12:55] Voice 12: about four years ago or something like that was it before uh

[4:12:58] Voice 1: it was in 2021 so two and a half

[4:13:00] Voice 1: years ago a

[4:13:01] Voice 12: half years ago and um moving on from you know the steadfast website of previous years

[4:13:08] Voice 12: lots of complaints into a more um modern version which uh has had some challenges um both um you

[4:13:17] Voice 12: know these i'd say transitory challenges that claire's just described and with some fixes um

[4:13:24] Voice 12: but perhaps some you know um some pieces that need a longer term look so i don't you know trying to

[4:13:33] Voice 12: figure out how to advance the conversation instead of taking it on a piecemeal basis

[4:13:37] Voice 12: If you want some context, it looks like Claire's offering to provide some of that context, but the next meeting is a tough concept, given that, you know, if you tack that on, you're just not probably going to get what you need in terms of the arc of the story.

[4:14:00] Voice 12: What's the best approach forward?

[4:14:01] Voice 12: You know, I can think of three of them just sitting here right now.

[4:14:04] Voice 12: Now, one of them, it'd be great to be informed by someone who would be a companion to Claire in the position who's managing this function.

[4:14:12] Voice 12: I don't see that before, like, the end of February.

[4:14:17] Voice 12: So that person, I think, could be assistive to any action.

[4:14:25] Voice 12: But I think what, Neil, we talk about this a lot.

[4:14:28] Voice 12: we think we have a means of bridging us to the conversation I think that you're interested in

[4:14:35] Voice 12: and that is um you know is there a is there dna that needs to be fixed um around the around the

[4:14:43] Voice 12: project or not so um we can provide maybe some context and some broader options but hopefully

[4:14:51] Voice 12: not that sort of say for the 10th or something like that because I don't think we'd get what

[4:14:57] Voice 12: you need absolutely

[4:14:59] Trustee Luckham: by the way i found the feedback tab it's you know it's interesting

[4:15:04] Trustee Luckham: right just conceptually it's interesting the text is um horizontal on the bottom right hand side

[4:15:11] Trustee Luckham: of the screen i don't know if that's where it's intended to be but of course when all the rest

[4:15:15] Trustee Luckham: of the text is sorry it's hard rest of all the text is horizontal it's vertical and your mind

[4:15:21] Trustee Luckham: doesn't necessarily clue into oh that's a feedback tab so now i've got it so we need to direct people

[4:15:26] Trustee Luckham: to that space somehow in a more meaningful way because i think you need that information in order

[4:15:32] Trustee Luckham: to determine what the issues are um this is not a this budget cycle problem if there's a need for

[4:15:44] Trustee Luckham: systemic change but

[4:15:46] Trustee Maude: i guess that's that's part of my sort of my collection it is that

[4:15:50] Trustee Maude: you know is it i think we need the staff briefing in order to make sort of the next road forward

[4:15:56] Trustee Maude: but you know if staff come back and say you know we need fifty thousand dollars we need to like

[4:16:01] Trustee Maude: rehash this i don't want to wait a year right i would like to get in this budget cycle yeah so

[4:16:08] Trustee Maude: and and certainly and i and i will agree with the chair i just found the feedback thing myself is

[4:16:13] Trustee Maude: half on my screen is half hidden so so i would say if we do if if the the wonderful people who

[4:16:21] Trustee Maude: do things for us if they could move that feedback tab to some place way more obvious

[4:16:28] Trustee Maude: easily i would suggest that's probably a good first step but i just i'm not a geek i do not

[4:16:33] Trustee Maude: understand this stuff i just i know when i go looking for something i can't find it and when

[4:16:38] Trustee Maude: i have other people um saying this is wrong that's wrong like last week the north pender

[4:16:43] Trustee Maude: uh meeting link was was to a meeting last september they're all sort of there seems to be

[4:16:47] Trustee Maude: some ongoing things there but

[4:16:50] Trustee Luckham: some of that stuff is fixed yeah

[4:16:51] Trustee Maude: but that's what i'm suggesting is

[4:16:53] Trustee Maude: that if we could get a briefing just to say okay we're done we're fixed or you know we're goofed

[4:16:59] Trustee Maude: and we need a lot of help yeah but it's because i don't understand these things and and and and so

[4:17:06] Trustee Maude: i don't know what's what's easy to fix and what's not easy to fix and what's expensive and what's

[4:17:10] Trustee Maude: not expensive but i think we need to give the resources to staff to do the thing because this

[4:17:16] Trustee Maude: is our public-facing document.

[4:17:19] Trustee Luckham: Yeah, it's a lot more than $50,000.

[4:17:21] Trustee Luckham: So

[4:17:21] Trustee Maude: a report on

[4:17:22] Voice 12: the status of the website, is that the...

[4:17:25] Voice 12: Yeah, and I guess...

[4:17:26] Voice 13: Or an update or something.

[4:17:30] Trustee Maude: It's just a briefing, I guess I have to move,

[4:17:36] Trustee Maude: that requests that staff prepare a briefing

[4:17:39] Trustee Maude: on the status of the website

[4:17:42] Trustee Maude: site and giving sort of maybe a view forward as to what projected remediation items might

[4:17:54] Trustee Maude: be required.

[4:17:57] Trustee Maude: You know,

[4:18:08] Voice 13: I think you could leave

[4:18:10] Trustee Luckham: it at that and assume that the conversation we've had

[4:18:13] Trustee Luckham: is sufficient to provide the information that we need, but this doesn't need to be a deep

[4:18:21] Trustee Luckham: dive, Blair.

[4:18:22] Trustee Luckham: there just needs to be oh

[4:18:24] Trustee Maude: it should say violence trust website just for clarification

[4:18:30] Voice 14: is that sufficient director fair and

[4:18:35] Voice 1: certainly as the cao mentioned i don't know that this is

[4:18:37] Voice 1: achievable for your next meeting and i'll just advise certainly we'll have to get contractor

[4:18:41] Voice 1: support with this because i'm unable to you know define the specifics of the issues with the code

[4:18:46] Voice 1: so we'll see if we can get some contract support to help us brief you on this yeah

[4:18:50] Trustee Maude: okay so let us

[4:18:54] Trustee Maude: there's no timeline on it but this is embedded yeah i get your understanding um

[4:18:59] Voice 13: is there a

[4:19:01] Voice 13: seconder i'll second it is there any discussion

[4:19:09] Trustee Luckham: on the motion on the screen making sure you're all

[4:19:15] Trustee Luckham: up to speed with me here okay then all those in favor okay there is you know claire i just

[4:19:25] Trustee Luckham: gotta say thank you because i think you know way more about websites and html than you ever thought

[4:19:31] Trustee Luckham: you would ever know and appreciate that uh but you obviously put effort in to figure out what's

[4:19:38] Trustee Luckham: going on and uh and thank you for that um because again we're sharing the resources of staff that we

[4:19:45] Trustee Luckham: don't have uh because some of these answers might have come from a different department

[4:19:50] Trustee Luckham: but thank you for it

[4:19:51] Voice 6: thank you i'm

[4:19:54] Trustee Luckham: going to continue on uh with this and go to uh 9.3.1

[4:20:03] Trustee Luckham: this sort of strikes me as a four hour in am i in the right place yes it seems to be this is um

[4:20:12] Trustee Luckham: for our information item and um i'm guessing you've all looked at it and read through it

[4:20:18] Trustee Luckham: and perhaps um i would just ask if you had any questions um and then what do we do with it

[4:20:29] Trustee Luckham: there's mostly for our information that's correct so are we satisfied with that does it answer the

[4:20:37] Trustee Luckham: questions that were originally asked uh direct vice chair elliot um

[4:20:46] Voice 7: i appreciated this briefing

[4:20:48] Voice 7: and i think it's very useful and i think it would be useful for constituents as well

[4:20:57] Voice 7: so is this summary to be posted somewhere or notice to the public yeah

[4:21:11] Voice 8: we have a application

[4:21:14] Voice 8: page so I could add it to to there and the reformat it so it works as a public facing

[4:21:26] Voice 8: Kentucky you're in a motion so

[4:21:29] Voice 7: so just before I go to a motion I I literally just had a meeting

[4:21:33] Voice 7: with a constituent yesterday who had a question about this and we had to dig through the policy

[4:21:37] Voice 7: and there was some um it wasn't totally clear but I encouraged them to um write a letter to the LTC

[4:21:52] Voice 7: and sort of lay out the case and why it may be they may be a candidate for this they're not a

[4:21:58] Voice 7: non-profit organization so um our fees have gone up and i think there's a responsibility to

[4:22:06] Voice 7: make sure that the process by which people can apply for a sponsorship is very clear

[4:22:14] Voice 7: because the higher fees are impacting people and some of them are farmers and they can't afford

[4:22:22] Voice 7: the fees and so there's going to be some real questions so yeah um if we could have this

[4:22:28] Voice 7: this uploaded to the Land Use Application Guides and Forms page on the Islands Trust website?

[4:22:37] Voice 7: A

[4:22:38] Voice 13: revised version, public-facing, I'll just read it.

[4:22:41] Voice 7: A public, yeah.

[4:22:43] Voice 13: I'll just read the format, that's good.

[4:22:45] Voice 7: Okay, to upload a public-facing version of the ...

[4:22:52] Voice 7: 9

[4:22:53] Trustee Luckham: .3.1.

[4:22:54] Voice 7: Thank you.

[4:22:57] Trustee Luckham: to

[4:22:57] Voice 7: the land use application guides and forms page on the island's trust website

[4:23:05] Voice 6: brilliant

[4:23:07] Voice 13: you're good with that

[4:23:08] Trustee Luckham: uh i'll

[4:23:10] Voice 4: just make it a little yeah

[4:23:11] Trustee Luckham: and uh somebody want to second

[4:23:14] Trustee Luckham: that maybe not we're happy with the motion i understand it ready

[4:23:20] Voice 13: for the vote all those

[4:23:21] Voice 13: later. Tim, in favor?

[4:23:28] Voice 7: Tim is not. There

[4:23:30] Trustee Luckham: we go. All right. So that carries unanimously.

[4:23:36] Trustee Luckham: I don't think there's anything further on this. Thank you for the work. Correspondence is a little

[4:23:42] Trustee Luckham: complex. I'm just going to go through these one at a time just to make sure we cover them off.

[4:23:47] Trustee Luckham: UBCM meeting 2023. That's a letter from the minister thanking us for a meeting, Rob Fleming.

[4:23:54] Trustee Luckham: I just note that in the third paragraph, I think it is on there, which is the substance of it,

[4:24:02] Trustee Luckham: ministry staff are committed to continuing to work closely with Honest Trust to address your priorities.

[4:24:07] Trustee Luckham: So my question on that one, if you don't mind, Executive Committee,

[4:24:13] Trustee Luckham: what do we need to do to keep this moving on the provincial agenda

[4:24:18] Trustee Luckham: and how do we fit it into our workloads in order to facilitate the asks?

[4:24:23] Trustee Luckham: because there are certainly trustees that are really interested in seeing this advance.

[4:24:27] Trustee Luckham: And we got some inroads, and we want to make sure that we stick to it,

[4:24:32] Trustee Luckham: because otherwise we'll be at UBCM in September again, and we'll be asking the same question.

[4:24:38] Trustee Luckham: Any thoughts?

[4:24:39] Trustee Luckham: David Mock?

[4:24:40] Trustee Maude: Well, I think we had that specific request of enacting those annual protocol meetings.

[4:24:45] Trustee Maude: Yeah.

[4:24:45] Trustee Maude: And those don't seem to be spoken of at all.

[4:24:49] Trustee Maude: And I don't know if the incentives…

[4:24:52] Trustee Maude: I think it broadly embraces it.

[4:24:53] Trustee Maude: yeah but they said staff would be in touch i don't know if staff have been in touch with

[4:24:57] Trustee Maude: with us so

[4:24:58] Trustee Luckham: that would be through stephan probably probably through me and i haven't you haven't

[4:25:05] Trustee Luckham: so what would you recommend to you then um in terms of where is what page is this on page 126

[4:25:12] Trustee Luckham: last paragraph on what's page two to the letter of the minister of transport and

[4:25:19] Trustee Luckham: And is Claire still on the line?

[4:25:23] Trustee Luckham: Yep.

[4:25:24] Trustee Maude: There she is.

[4:25:26] Trustee Luckham: Yeah, I'm sorry.

[4:25:27] Trustee Luckham: This is just looking at the footers of this letter.

[4:25:30] Trustee Luckham: I realize that the footer in the communications document has the wrong date in it.

[4:25:36] Trustee Luckham: And so you might want to just look at that.

[4:25:38] Trustee Luckham: That was a couple of issues, items ago.

[4:25:42] Trustee Luckham: Yeah.

[4:25:47] Voice 12: We can follow up the district manager.

[4:25:49] Voice 12: Okay.

[4:25:50] Voice 12: Here.

[4:25:51] Trustee Luckham: Should we give you some direction for that?

[4:25:55] Trustee Luckham: probably so maybe by general consent rather than going to voting that we asked staff to follow

[4:26:03] Trustee Luckham: up with staff to follow up with ministry staff regarding the letter from rob fleming of

[4:26:12] Trustee Luckham: november 29th does

[4:26:15] Voice 12: that seem broad enough regarding an integrated transportation strategy

[4:26:20] Voice 12: Yeah.

[4:26:24] Trustee Luckham: Okay. So we'll just take that by general consent. I don't see any other hands up. Oh, Tim Peterson, do you have hands back up?

[4:26:32] Voice 10: Yeah, I actually, I'm not sure that I'm fully in support of just focusing on the integrative transport action.

[4:26:43] Voice 10: Well,

[4:26:44] Voice 13: I think it's that whole paragraph.

[4:26:45] Voice 13: paragraph

[4:26:46] Voice 10: that whole paragraph which mentions a number of other things i'm i'm totally in favor

[4:26:51] Voice 10: of following up because uh i'd like to see this um starting to unfold and and certainly we haven't

[4:26:59] Voice 10: heard but if we haven't heard back from ministry staff let's get in touch yeah

[4:27:03] Trustee Luckham: so you're okay with

[4:27:04] Trustee Luckham: that essentially that whole paragraph on page two of that third paragraph okay metro vancouver

[4:27:13] Trustee Luckham: of a response to bowen island i think that's i missed that at the beginning when i first read it

[4:27:19] Trustee Luckham: they're writing the bow and i think we just received this information

[4:27:22] Trustee Luckham: great for bowens do you that seem reasonable yeah okay uh bc geographic name office letter

[4:27:31] Trustee Luckham: i think that's also for information we sent that off and we'll

[4:27:35] Trustee Luckham: see how that goes and if it stopped

[4:27:38] Trustee Luckham: me if i'm going too fast maybe i see climate change health community gathering 2024 that

[4:27:44] Trustee Luckham: That certainly sounds interesting.

[4:27:46] Trustee Luckham: The dates are problematic for me.

[4:27:48] Trustee Luckham: Short window.

[4:27:49] Trustee Luckham: Is anybody else interested or should we forward this to trustees?

[4:27:54] Trustee Luckham: Toby Elliott.

[4:27:56] Voice 7: Sorry, I looked it up because I was interested in going.

[4:28:00] Voice 7: And they said this is actually directed towards staff,

[4:28:05] Voice 7: although they're including local governments.

[4:28:10] Voice 7: The registration said, if I can just.

[4:28:17] Voice 7: target audience includes local governments first nations mpt communities while leaders are welcome

[4:28:22] Voice 7: our primary aim is to engage and empower dedicated staff actively working on climate change health

[4:28:28] Voice 7: and or water so i would direct this more towards some regional planning committee uh climate change

[4:28:36] Voice 7: and water and probably the conservancy and they're suggesting one to two staff from the organization

[4:28:41] Voice 7: organization i would be interested in going i'd love to and i've got the time and it's right here

[4:28:46] Voice 7: but so i'm not invited yeah

[4:28:53] Trustee Luckham: so you know when you said the regional planning committee and

[4:28:56] Trustee Luckham: trustee um again that's

[4:29:00] Voice 7: elected representation no the regional planning team would be

[4:29:04] Voice 7: led by robert kojima and harissa okay so

[4:29:07] Trustee Luckham: let's share this with staff yeah their participation

[4:29:12] Trustee Luckham: patient as they see fit. By

[4:29:14] Trustee Luckham: general consent, can you grab that? Thank you. Letter from

[4:29:22] Trustee Luckham: Minister Houser, M-O-H, page 157. Incorrect, Houser. There we go. Minister Houser, correct.

[4:29:42] Trustee Luckham: Legislation supports local government housing initiatives. So I think we've covered that in

[4:29:46] Trustee Luckham: your briefing right right we'll receive this information as well perfect good job everybody

[4:29:51] Trustee Luckham: our work program review and amendment current work program get that up on the screen

[4:30:00] Trustee Luckham: It's been amended, I'm presuming, and it's our marching orders for the new year.

[4:30:05] Trustee Luckham: Is there anything we need to discuss there?

[4:30:08] Voice 8: We forgot to add it onto the agenda. Apologies.

[4:30:12] Voice 8: Yeah,

[4:30:12] Trustee Luckham: I apologize. I didn't actually look closely at that item, so obviously missed it.

[4:30:18] Trustee Luckham: Yeah, next meeting will definitely happen.

[4:30:20] Voice 8: So we'll see

[4:30:20] Trustee Luckham: you at the next meeting, and we're going to see an update for the follow-back list and all this good stuff.

[4:30:25] Trustee Luckham: So we're really going to have an interesting meeting next.

[4:30:29] Trustee Luckham: so our next meeting then is january 17th and do we have a motion to that effect yet

[4:30:38] Trustee Luckham: we

[4:30:39] Voice 8: do not uh no we should do that now oh but oh no which yeah we

[4:30:44] Voice 14: did yeah

[4:30:45] Voice 8: they adopted the

[4:30:47] Voice 8: revised schedule so it's all good yeah so

[4:30:50] Trustee Luckham: we will arrive here at january 17th for our next

[4:30:56] Trustee Luckham: executive committee meeting so then at this jump there i would ask you kindly to read out the

[4:31:01] Trustee Luckham: motion to allow us to go in camera and we'll conclude so we're likely only to return for

[4:31:08] Trustee Luckham: members of the public we're only likely to return to adjourn the meeting and we can report out as

[4:31:12] Trustee Luckham: within our practice at our next meeting if there's information we need to share with a motion to go

[4:31:20] Trustee Luckham: again i

[4:31:22] Trustee Maude: move that the meeting be closed for public subject to sections 91. okay i move that the

[4:31:31] Trustee Maude: meeting be closed to public in accordance with the community charter part four division three s90c

[4:31:37] Trustee Maude: labor relations and other employee relations and

[4:31:43] Trustee Luckham: that's it okay um so then move grab secondary

[4:31:47] Trustee Luckham: seconded by Toby Elliott. Thank you. All those in favor? That carries unanimously. Let's

[4:31:54] Trustee Luckham: go to the camera.

[4:31:54] Voice 6: We'll turn off the recording and everything else.