Islands Trust Executive Committee regular meeting, January 17, 2024

[0:00:00] Trustee Elliott (probable): me is on i almost

[0:00:10] Voice 12: think my lot my clock is frozen here but um just give it a moment well there you

[0:00:26] Voice 12: go that says 10 10 15 9 15 west coast time so uh good morning everyone welcome to the executive

[0:00:33] Voice 12: committee um uh meeting of wednesday wednesday january the 17th i guess we're halfway through

[0:00:39] Voice 12: the month so clearly the year is uh fully underway um i'm peter lockham i'm chair of

[0:00:45] Voice 12: Islands Trust Council and today I'm hailing in from minus 17 degrees in Alberta while visiting

[0:00:54] Voice 12: some family here and so with that said I want to be grateful for normally working in Coast Salish

[0:01:01] Voice 12: Territory but today working in the territory of the nations of Southern Alberta or Northern

[0:01:07] Voice 12: Alberta I guess they call it and so grateful to be having this opportunity and with that said I'm

[0:01:14] Voice 12: I'm going to turn the chairing over to Vice Chair Maude today, who's going to ably assist us in conducting the meeting, as I may be incapacitated from time to time.

[0:01:24] Voice 12: And so let's start with introductions.

[0:01:28] Voice 12: Let's say Trustee Maude, who's going to chair us today.

[0:01:30] Voice 12: Good morning, sir.

[0:01:32] Trustee Maude (probable): Good morning, Chair.

[0:01:34] Trustee Maude (probable): You're missing a wonderful winter wonderland on the South Coast.

[0:01:39] Trustee Maude (probable): And we had fun having a meeting this morning, but we made it, which is great.

[0:01:44] Trustee Maude (probable): Anyhow, greetings from Main Island, the traditional host of the Masonic people.

[0:01:49] Trustee Maude (probable): And hopefully we'll find Vice Chair Peterson.

[0:01:56] Voice 14: Good morning. I am here.

[0:01:58] Voice 14: I just had to put my generator on because I noticed my power was getting a little low.

[0:02:04] Voice 14: I hadn't checked it while I was busy up the roof with a broom sweeping the snow off the dish so that I could have internet.

[0:02:13] Voice 14: net um so depending on how things go here i may have to take a break if it sticks more and go

[0:02:21] Voice 14: sweep some more snow off if i start having an interruption with my internet service um i don't

[0:02:28] Voice 14: know if you saw the latest from vice chair elliot she says there's about a foot there and she's

[0:02:34] Voice 14: going to try and join by phone so we'll see how it goes this could be one of those challenging

[0:02:39] Voice 14: challenging weather type meetings.

[0:02:46] Trustee Maude (probable): That we made it there.

[0:02:48] Trustee Maude (probable): All right, if we want to go around the table

[0:02:52] Trustee Maude (probable): for the people in the boardroom, I see the CAO.

[0:02:58] Trustee Maude (probable): Thank

[0:02:58] Voice 15: you very much acting chair Maude,

[0:03:00] Voice 15: Russell Hudson-Puller here, CAO of the Islands Trust.

[0:03:03] Voice 15: And I'm joined by three intrepid staff members.

[0:03:06] Voice 15: You can just quickly go around the room and say hello, Alex.

[0:03:11] Voice 4: Hi

[0:03:11] Voice 11: David Marlowe, Director of Legislative Services.

[0:03:14] Voice 11: Good morning Warren Dingman, Manager of Compliance and Enforcement.

[0:03:18] Voice 15: We're the tough

[0:03:19] Voice 15: team and we've got Claire Freider online, Mary Storza as well as joining us and I think we have

[0:03:27] Voice 15: Stéphane and well Julia will be joining us as we hedge into any administrative matters.

[0:03:36] Trustee Maude (probable): Welcome all. Thank you very much for making the effort to brave the snows of Victoria.

[0:03:43] Trustee Maude (probable): All right. So next up, we have approval of agenda. And I see Director Frater has her hand up.

[0:03:51] Voice 17: Hi. I'm just acting as a liaison by text here with Trustee Elliott. She's saying,

[0:03:56] Voice 17: ideally, if the meeting could be delayed by an hour, she will go to the village and connect

[0:04:00] Voice 17: as the north end of the island has power so just wanted to convey that request okay thank you

[0:04:11] Trustee Maude (probable): fellow trustees what are your feelings on that that

[0:04:15] Voice 12: would be difficult for me um as in an hour's

[0:04:19] Voice 12: time i know for sure i'm going to be occupied um with uh some other things so i would suggest we

[0:04:26] Voice 12: proceed anything that uh trustee elliot thinks that she needs to chime in on perhaps we could

[0:04:32] Voice 12: adjust the agenda over to you chair yeah

[0:04:35] Trustee Maude (probable): that's that sounds appropriate um uh perhaps if director

[0:04:39] Trustee Maude (probable): frederick could act as an interface um enough on that would be great thank you okay happy to

[0:04:44] Voice 17: i'll raise my hand if she comes back to me with anything further thank

[0:04:47] Trustee Maude (probable): you very much all right

[0:04:49] Trustee Maude (probable): so we we're lucky to prove an agenda are there any additional items um on this agenda not here

[0:04:57] Trustee Maude (probable): so we're Mr. Acting Chair

[0:05:04] Voice 2: I have one piece of

[0:05:06] Voice 2: correspondence I would like to add to the agenda to discuss and I could do that in my

[0:05:09] Voice 2: director's report it's a well it'll make itself

[0:05:13] Voice 2: evident when I bring it up it's a piece of correspondence from ministry staff Ministry of Municipal

[0:05:18] Voice 2: Affairs all

[0:05:19] Trustee Maude (probable): right so we'll just you'll merge that into

[0:05:21] Trustee Maude (probable): your report I

[0:05:23] Voice 2: will do so thank you Mr. Chair

[0:05:24] Trustee Maude (probable): excellent thank you very much

[0:05:26] Trustee Maude (probable): all right um if there's nothing else we will approve the agenda by a consent um

[0:05:34] Voice 6: i'm here

[0:05:35] Voice 6: no hi everyone toby here oh

[0:05:38] Trustee Maude (probable): excellent um so we're just adopting the agenda by consent

[0:05:43] Trustee Maude (probable): so

[0:05:44] Voice 18: we're

[0:05:47] Trustee Maude (probable): good on that perfect yeah

[0:05:49] Voice 18: um

[0:05:50] Trustee Maude (probable): so we do not have rights from previously close meetings

[0:05:54] Trustee Maude (probable): so we have adoption of minutes so we have draft executive minutes of december 20th 2023 um

[0:06:01] Trustee Maude (probable): anybody have anything they want to note on those minutes all right seeing anything by consent we

[0:06:12] Trustee Maude (probable): will adopt those um so we'll move down with the follow-up action list and updates um so we'll

[0:06:18] Trustee Maude (probable): start um with the cao i guess okay

[0:06:23] Voice 15: uh morning executive committee uh great to be with you

[0:06:27] Voice 15: always enjoy an exciting executive committee meeting um you know we i'll go through my fuel

[0:06:34] Voice 15: here that will be fairly brief as you can see on uh on page 15 and then go into some general

[0:06:43] Voice 15: comments i will tell you that um it's pretty obvious that we have a major winter storm the

[0:06:49] Voice 15: first one of the season in place um on our website you will see that both our salt spring offices and

[0:06:55] Voice 15: And our Get Real offices are closed.

[0:06:58] Voice 15: Staff are working nonetheless, but there's probably not a lot of requirement to have public access for these two days.

[0:07:06] Voice 15: I mean, for today.

[0:07:08] Voice 15: We'll see how things go tomorrow, but I just want to let you know that.

[0:07:11] Voice 15: And anyone who's listening in on the Executive Committee meeting.

[0:07:14] Voice 15: So that's our start.

[0:07:19] Voice 15: I know Item 1 is a workshop on decision-making to benefit trustees.

[0:07:25] Voice 15: I think that that will be brought,

[0:07:27] Voice 15: we'll be able to touch on that again

[0:07:28] Voice 15: when we get to discussion out of the social media training

[0:07:35] options that

[0:07:36] Voice 15: we were preparing

[0:07:37] Voice 15: for this upcoming trust council.

[0:07:40] Voice 15: At our last, it was the telecon or our last meeting,

[0:07:44] Voice 15: executive committee I think is reconsidering

[0:07:47] Voice 15: or wants to discuss the validity

[0:07:49] Voice 15: of one of these programs or the other.

[0:07:52] Voice 15: so we can certainly address that later on today and we do have a meeting we do have a briefing

[0:07:58] Voice 15: on the status of the website on the agenda today for you and we can certainly discuss that and

[0:08:04] Voice 15: with that i'll move into my um more anecdotal report if that's okay mr absolutely so we're

[0:08:12] Voice 15: deeply into committee season overlapping committees um in the course of seven or eight

[0:08:18] Voice 15: days we'll have done governance committee of course your meeting um the caohc which is on friday

[0:08:24] Voice 15: and then leveraging our way into a fairly important uh fpc meeting um i know julia and her

[0:08:31] Voice 15: team have been working very hard on developing the latest iteration of the budget from my perspective

[0:08:39] Voice 15: the things i'm particularly focused on i'm just in the process of getting a bit of external advice

[0:08:44] Voice 15: around our information services programming

[0:08:47] Voice 15: and moving into the hiring of the team lead there,

[0:08:51] Voice 15: the senior team lead.

[0:08:52] Voice 15: It's very important that we get that in place.

[0:08:55] Voice 15: And I'm feeling that we've got an opportunity

[0:08:59] Voice 15: to briefly review the function and move forward.

[0:09:03] Voice 15: So that's taking up some time, as it should.

[0:09:05] Voice 15: We're looking at an administrative hire,

[0:09:09] Voice 15: hire, which is a budgeted hire, to assist with the executive coordination of the Islands Trust.

[0:09:18] Voice 15: And it's been a well-established business plan that's been approved in the past,

[0:09:24] Voice 15: and we're finally getting to the point. We've worked with the Public Service Agency for a while.

[0:09:28] Voice 15: I think we found some daylight and a way to go forward, so I'll be excited when we're able to fill that role.

[0:09:33] Voice 15: The Salt Spring Island relocation programming is underway.

[0:09:39] Voice 15: As you've been told many times, there's relatively limited options on Salt Spring, not just for

[0:09:47] Voice 15: commercial and office, but obviously for housing, period.

[0:09:52] Voice 15: So there's fairly limited options there.

[0:09:56] Voice 15: We have developed a second option that we're bringing forward to FPC.

[0:09:59] Voice 15: The dollars are somewhat similar, but we think that it's the actual facility itself is going

[0:10:05] Voice 15: to be of value.

[0:10:06] Voice 15: I'm looking forward to having that conversation with FPC.

[0:10:09] Voice 15: And we really are anticipating that as we go forward in any endeavor, the combination

[0:10:17] Voice 15: of thinking of the governance level and the administration level to solve a problem or

[0:10:22] Voice 15: address an issue is going to be critical.

[0:10:24] Voice 15: And certainly this is one.

[0:10:26] Voice 15: So we'll be ready to discuss that a bit more next week or respond to any questions.

[0:10:33] Voice 15: I think many of you were, a couple of you were at the Governance Committee meeting last week.

[0:10:39] Voice 15: Was that last week? No, it was on Monday.

[0:10:42] Voice 15: There's a, I'd say, pretty good conversation.

[0:10:48] Voice 15: We're really working our way to describing the problems at hand and prioritizing the

[0:10:54] Voice 15: work items that the committee wants to take on to be successful.

[0:10:58] Voice 15: There was a report in there that contemplated, and this is why I'm bringing it up to you,

[0:11:03] Voice 15: a session at the March Trust Council around the governance review, meaning tasking trustees.

[0:11:09] Voice 15: trustees, we all agree that that hasn't happened as a debatable moment with the last trust

[0:11:19] Voice 15: councilor.

[0:11:19] Voice 15: This one, the governance committees realized that and said, hey, before we write letters

[0:11:23] Voice 15: to the minister, we want to have some understanding of what all the current trustees think of

[0:11:29] Voice 15: the 2022, February 2022 governance review.

[0:11:32] Voice 15: So they said develop a session that was put in front of them, they couldn't quite land

[0:11:36] Voice 15: on marches as the timing there um you know as i and they want to discuss again in february

[0:11:43] Voice 15: um if they say hey let's do it and do it in march which is a possibility and i certainly

[0:11:50] Voice 15: um will have it away into that at some point

[0:11:53] Voice 18: then

[0:11:54] Voice 15: um you'd have to be quick on your feet

[0:11:57] Voice 15: between the february meeting and the march trust council to put something together

[0:12:01] Voice 15: together. So there's that. And I think for the most part, that is it for my report. I

[0:12:11] Voice 15: certainly respond to any questions. Otherwise, I'll turn it over to one of my colleagues.

[0:12:15] Trustee Maude (probable): Thank you, CAO. Any questions? It looks like you're getting off easy. So I take it we turn

[0:12:24] Trustee Maude (probable): it over to Director Marder.

[0:12:28] Voice 11: Sure. Yeah. Can you hear me? Yes. Thank you. Just give me

[0:12:34] Voice 11: second. Yeah, so the top action list on page 15 at the bottom. So the second item on that

[0:12:46] Voice 11: list there, I'm going to update the target for you and intend to get this to you as soon

[0:12:52] Voice 11: as I can. A little bit delayed because I want to do a little bit more research on this one.

[0:12:57] Voice 11: The reason for that is there isn't anything in your policies or bylaws. So this really

[0:13:03] Voice 11: comes down to is this a public meeting or is this a you know how much control

[0:13:10] Voice 11: do you have over what the people can and can't do so I want to have a look into

[0:13:14] Voice 11: that and then I will have something for you so that's the delay on that one the

[0:13:19] Voice 11: next item on page 16 is a code of conduct and I have started gathering the

[0:13:25] Voice 11: documents I'm going to update the target date for that one as well so I intend to

[0:13:29] Voice 11: get this one to you so I haven't forgotten about these. Four and five at the bottom that was work

[0:13:35] Voice 11: I was working on with the executive coordinator so this is actually on hold until we have the

[0:13:43] Voice 11: administrative staff available to continue with this. I guess we'd need some direction and priority

[0:13:49] Voice 11: if this is a high priority then we need to know that otherwise it's on the list but we just haven't

[0:13:56] Voice 11: have the ability to uh do any more work on this one so that's all i have for those items uh is

[0:14:04] Voice 11: there any questions through the chair working chair okay if i may just yeah

[0:14:12] Trustee Maude (probable): yeah

[0:14:15] Voice 14: just briefly

[0:14:16] Voice 14: i wanted to thank uh the director i i had uh questions about the timelines there and you've

[0:14:22] Voice 14: answered them so most appreciated thank you

[0:14:26] Voice 14: yeah i will

[0:14:26] Voice 11: update this and um get that back to you

[0:14:30] Voice 11: Yeah, and then the rest of the focus for me right now

[0:14:34] Voice 11: is the bylaw amendments that Trust Council requested.

[0:14:37] Voice 11: So I'm hoping to have at least one,

[0:14:40] Voice 11: if not all of those, to you in advance of March Trust Council

[0:14:44] Voice 11: so that Council can start looking at what that could look like.

[0:14:48] Voice 11: That's all I have, and thank you.

[0:14:51] Trustee Maude (probable): Excellent. Any further questions?

[0:14:55] Trustee Maude (probable): If not, I believe we move on to Director Cermak.

[0:15:00] Voice 2: good morning everybody happy snowy wednesday um okay so i'll start with the uh the follow-up

[0:15:07] Voice 2: action list uh uh acting chair if that's okay and you can see a number of things were ticked

[0:15:13] Voice 2: off is done so what's not done is uh you do have a rainwater catchment report to you today from um

[0:15:23] Voice 2: william shulaba we are working on number three of the fall action list that i'm working with claire

[0:15:30] Voice 2: Claire and I haven't been working super close.

[0:15:31] Voice 2: What I've been doing is working with Renee, uh, uh, uh, uh, RPM.

[0:15:37] Voice 2: Uh, oh my gosh, I'm having a blank.

[0:15:39] Voice 2: What a funny morning.

[0:15:40] Voice 2: Uh, I'm working with Renee in the Northern office and we're responding to this,

[0:15:44] Voice 2: hoping to get to you before the March trust council.

[0:15:47] Voice 2: And so you should be looking forward to that in February.

[0:15:50] Voice 2: Um, and that is in regards to, uh, referral responses and, uh, to First Nations.

[0:15:55] Voice 2: And just a real shout out to the Northern office doing a lot of, uh, leg

[0:15:58] Voice 2: work along with Director Frater at managing First Nations engagement process and referral processes.

[0:16:07] Voice 2: What else can I show you there? Back to the WC. Rainwater catchments there.

[0:16:13] Voice 2: There was one I want to bring up and I need to find it. Regulations. One thing I have been

[0:16:19] Voice 2: negligent to do and it's on my to-do list is number nine, which is forwarding the housing

[0:16:24] Voice 2: statutes and regulation changes of VC legislation to all LTCs. That's on my to-do list that should

[0:16:30] Voice 2: go out later this week. Just other priorities have snuck into me as I've been preparing for

[0:16:35] Voice 2: regional planning committee meetings and things like that. Otherwise, I don't really have anything

[0:16:40] Voice 2: further to report on that. And I'm happy to just give you a brief rundown of what's going on in

[0:16:44] Voice 2: planning services land if you'd like, or I can just stop there.

[0:16:47] Trustee Maude (probable): No, no. We'd love to hear more

[0:16:49] Trustee Maude (probable): from you

[0:16:49] Voice 2: okay uh the big thing that's happening with us of course is city view um city view is

[0:16:55] Voice 2: the software that's replacing our trust area property information systems we're in the

[0:17:00] Voice 2: validation process right now we're getting sort of a large number of staff are getting validation

[0:17:07] Voice 2: training which means that we've got a large team of code breakers which are going to try to break

[0:17:13] Voice 2: the software that they're building we are finding a lot of problems with the software they built

[0:17:19] Voice 2: And so it's a lot of work to fix it, but we're still on target to meet the deadline at the end of the fiscal.

[0:17:26] Voice 2: So that's good, but it is taking a lot of resources, is really my main message to share with you here.

[0:17:31] Voice 2: Some minor staff shuffling, which you've been let know of, planning services.

[0:17:36] Voice 2: Really, we had one opportunity with the Island Planner Garbo moving from Salt Spring to the province, and it's caused a bit of a dominoes shuffle.

[0:17:43] Voice 2: Some parental leaves and stuff like that.

[0:17:46] Voice 2: and you know what i'm just going to pause there we're working for regional

[0:17:50] Voice 2: working in the regional planning team with regional planning committee

[0:17:53] Voice 2: and of course all those projects are going well and really salt spring relocation project is

[0:18:00] Voice 2: consuming a lot of bandwidth for us right now to make sure that it's well understood

[0:18:05] Voice 2: and communicated what's going on

[0:18:08] Trustee Maude (probable): okay any questions oh got another one getting off

[0:18:14] Trustee Maude (probable): flight. So we'll move over to Director Frainer.

[0:18:21] Voice 17: Good morning, Executive Committee. So with regard

[0:18:24] Voice 17: to the follow-up action list, I'll just update you that we are expecting on your next agenda to

[0:18:29] Voice 17: have the climate change briefing that was requested, as well as returning the communication

[0:18:34] Voice 17: strategy to you for potential approval. And I'm going to follow up on number 17, which is about

[0:18:41] Voice 17: a communication to trustees. I'm not absolutely certain that it happened, so I'll follow up and

[0:18:45] Voice 17: talk to Alex today. And if not, the event is happening in a few days, but we'll still try

[0:18:49] Voice 17: and get it out to trustees with my apologies. And I won't take your time with other updates

[0:18:55] Voice 17: because there's not been many changes. And I'm happy to take questions.

[0:19:00] Trustee Maude (probable): Any questions for Director Frater? Again? All right. Wonderful. Thank you very much.

[0:19:10] Voice 17: Chair, if I might be able to provide a bit of a director's update, I have a few updates.

[0:19:13] Trustee Maude (probable): Certainly, please.

[0:19:15] Voice 17: Okay. So I just want to provide a few updates around hiring to let you know

[0:19:18] Voice 17: for my poor team, how we're proceeding here. So I wanted to let you know that hopefully today

[0:19:22] Voice 17: I'll be announcing our new permanent senior policy advisor, who we hope will start in early February.

[0:19:29] Voice 17: And Mary is with us until I think the 23rd. So we'll have a few weeks of overlap there.

[0:19:35] Voice 17: So very excited to have a new permanent person starting in the role. It's been about a year

[0:19:39] Voice 17: of temporary or vacancy. The senior Indigenous relations advisor, we are proceeding with the

[0:19:45] Voice 17: the hiring competition. I have written exams to be evaluated ideally this week. I don't know if

[0:19:51] Voice 17: the CEO mentioned this, we're proceeding with posting. We had some difficulty with classifying

[0:19:55] Voice 17: the administrative coordinator position that council funded. So we're proceeding with an

[0:20:00] Voice 17: administrative assistant position. And that posting will go out this week, we're hoping.

[0:20:05] Voice 17: So we're proceeding with that and excited to get that support for a variety of initiatives,

[0:20:09] Voice 17: including the reconciliation program. And finally, just to let you know, the program

[0:20:14] Voice 17: coordinator, which is Gillian Nicol, has been extended in the planning technician

[0:20:19] Voice 17: vacancy. I am not filling it. Rather, we're just allocating funding to overtime right now.

[0:20:23] Voice 17: We're able to cobble through a bit longer because there is no budget consultation,

[0:20:28] Voice 17: which would usually be the focus of that position right now. So those are my staffing updates for

[0:20:33] Voice 17: the team. So I'm very hopeful that within a few months here, we'll be back to sort of

[0:20:37] Voice 17: more full staffing levels and we'll be able to proceed. I can also report that the conservancy

[0:20:42] Voice 17: manager is back as of yesterday, full time after being away and is working on special projects

[0:20:49] Voice 17: until the end of the month. So I retain responsibility for that team and for the

[0:20:53] Voice 17: board agenda and the board meeting that's coming up. Also, you got on your agenda today, the policy

[0:20:59] Voice 17: statement project, I'll speak to that then, but it's also been consuming, you know, a great deal

[0:21:03] Voice 17: of effort. I will let you know that as a result of myself being ill and covering off other people

[0:21:08] Voice 17: who are ill, I have dropped the ball somewhat on the reconciliation learning group organizing.

[0:21:13] Voice 17: I will try and regroup after this meeting. There's an event tonight. I haven't yet communicated to

[0:21:18] Voice 17: anyone. So I will try and get out to those who have indicated interest, notice about tonight.

[0:21:24] Voice 17: I might phone them all as needed. And in the coming days, we'll try and get more organized

[0:21:28] Voice 17: around communicating to everyone how that's going to be proceeding. And then finally, a big focus of

[0:21:34] Voice 17: my work has been the Conservancy business case around analyzing what their needs are for

[0:21:40] Voice 17: technology improvements and potentially new staff position relating to project management it's been

[0:21:45] Voice 17: a major piece of work which i'm hoping to conclude today and will be public in the regular agenda of

[0:21:50] Voice 17: the board thank you thank

[0:21:53] Trustee Maude (probable): you very much sounds like a very very busy time for you any questions

[0:21:57] Trustee Maude (probable): for director freighter all right well thank you very much thank

[0:22:03] Voice 17: you all

[0:22:04] Trustee Maude (probable): right um do we have

[0:22:05] Trustee Maude (probable): director mobs joining us or is somebody else covering that i

[0:22:10] Voice 15: traditionally cover that she

[0:22:13] Voice 15: is available a little bit later in our meeting if you have a pointed request

[0:22:18] Voice 15: um but uh she's uh being unavoidably double booked um or is working on the budget um so

[0:22:27] Voice 15: back to you sir

[0:22:28] Trustee Maude (probable): okay so any questions on the financial front if not i guess we move forward

[0:22:35] Trustee Maude (probable): it um so now we're on to local trust committee chair updates um why don't we have we lost chair

[0:22:44] Trustee Maude (probable): lacham no he's still there oh

[0:22:46] Trustee Maude (probable): i just i'm looking at my pictures now i don't see a lacham but um

[0:22:51] Trustee Maude (probable): sure lacham are you available for uh an update for local trust committee um

[0:22:57] Voice 12: sure um i have a very

[0:23:00] Voice 12: little to report at this time uh meeting on gabriola weather uh permitting uh tomorrow

[0:23:08] Voice 12: flying in late to a nanaimo airport if it's open so we'll see how that goes otherwise we'll try to

[0:23:13] Voice 12: attend electronically um not sure how that's going to unfold and uh um i think i reported on gambier

[0:23:20] Voice 12: last week and of course indeed i sat in on governance committee and there's a lot of

[0:23:24] Voice 12: conversation going on there particularly around advancing the um the governance report review

[0:23:31] Voice 12: and obviously there's those that are strong advocates of the work done by the consultant

[0:23:38] Voice 12: and then there's also others that have some concerns about errors and omissions that are

[0:23:44] Voice 12: in that report and i think that indeed we need to figure out some mechanism of coming

[0:23:51] Voice 12: to consensus on that report and that was certainly a big part of the conversation there and um

[0:23:58] Voice 12: when judy uh getty of course who's been invited to um the hiring committee has also been direct

[0:24:06] Voice 12: uh requested from the governance committee members to provide her input um so that she

[0:24:12] Voice 12: can bring to that hiring committee table so uh and indeed that first meeting is happening on

[0:24:17] Voice 12: friday so looking forward to that as well um and nothing else of significance at this time

[0:24:25] Trustee Maude (probable): thank you uh trust vice chair peterson well

[0:24:33] Voice 14: good morning everyone um i haven't actually held any

[0:24:38] Voice 14: local trust committee uh meetings yet this year but we do have a special meeting scheduled on

[0:24:44] Voice 14: The 22nd next Monday for Salt Spring, considering the accessory dwelling unit work there.

[0:24:58] Voice 14: And then for me, regular meetings start up again in early February with Hornby and then back to the regular monthly cycle for the most part after that.

[0:25:11] Voice 14: And that is it for me.

[0:25:14] Trustee Maude (probable): thank you vice chair peterson vice chair elliott hello

[0:25:21] Voice 6: everyone um main week is our coming meeting

[0:25:25] Voice 6: at the end of the week is going to be electronic um not much report there so tender our first

[0:25:31] Voice 6: meeting of the year february 2nd will be in person a letter of invitation has gone out to

[0:25:36] Voice 6: red terry cheat with eric pelk to open our meeting and offer a third generation um on

[0:25:43] Voice 6: with scenic perspectives on the trust areas and this island um we have been working with members

[0:25:51] Voice 6: of the cds reconciliation committee because they've developed really good relationships

[0:25:56] Voice 6: um with the scenic weather um first nation group and it was a community group with our

[0:26:04] Voice 6: established good relations developing um relationships in the area we do need a policy

[0:26:16] Voice 6: for compensation for elders and knowledge holders who open our meetings or are providing

[0:26:21] Voice 6: knowledge. So, currently, that's...

[0:26:31] Trustee Maude (probable): Trustee Elliott, we're really losing

[0:26:34] Trustee Maude (probable): it quite badly

[0:26:35] Voice 6: on the phone.

[0:26:35] Voice 6: I think there needs to be some policy around that. Okay. I mail my report.

[0:26:44] Trustee Maude (probable): Thank you. I think we've got probably 75, 80% of

[0:26:48] Trustee Maude (probable): it, but there were some gaps. Okay,

[0:26:50] Trustee Maude (probable): Okay, thank you.

[0:26:51] Voice 6: Okay, trustee,

[0:26:52] Trustee Maude (probable): well,

[0:26:53] Voice 6: I'm not finished.

[0:26:54] Voice 6: Can I continue then?

[0:26:56] Trustee Maude (probable): Yeah, certainly.

[0:26:58] Voice 6: Okay, so the two local trustees have decided to host workshops individually for the next four Saturdays with community members to gather opinions and perspectives on setbacks and maximum house sizes.

[0:27:20] Voice 6: So this is a new approach being trialed, and the meetings are intended to generate a pool of ideas that they will then forward on to the APC for discussion.

[0:27:31] Voice 6: So it's a bit of a different approach, and I'll report back on how that's going to work.

[0:27:39] Voice 6: And Thetis Island, nothing to report.

[0:27:42] Voice 6: and Lusketi Island.

[0:27:45] Voice 6: Some of you may know

[0:27:46] Voice 6: Trustee Laroni has moved

[0:27:48] Voice 6: off island to Vancouver.

[0:27:51] Voice 6: She will

[0:27:52] Voice 6: attempt to attend most

[0:27:54] Voice 6: meetings in person, but

[0:27:56] Voice 6: one of the big reasons

[0:27:59] Voice 6: she ended up moving away from her community

[0:28:01] Voice 6: was community

[0:28:03] Voice 6: members who made her a

[0:28:05] Voice 6: target and made

[0:28:07] Voice 6: our public meetings

[0:28:09] Voice 6: uncomfortable and unpleasant and

[0:28:11] Voice 6: really difficult. So she's given me permission to share with this that she's had to deal with

[0:28:17] Voice 6: four FOIs in the last year, which has impacted her trust work and made it difficult to remain

[0:28:23] Voice 6: in community. So we are trying to deal with the issue. And one way might be to hold electronic

[0:28:32] Voice 6: meetings until the situation's resolved. It just seems to be a personal issue and that's not going

[0:28:40] Voice 6: in a way so that's it for me okay

[0:28:44] Trustee Maude (probable): thank you vice chair elliot and and certainly um pass on the

[0:28:49] Trustee Maude (probable): trust uh be a little wrong you know you know we we have as much support services that she needs

[0:28:54] Trustee Maude (probable): and and for her not to hesitate to reach out for whatever she needs to make her job work because

[0:29:00] Trustee Maude (probable): that situation does not sound appealing at all all right um from my perspective uh i'm serving

[0:29:09] Trustee Maude (probable): on the same boat we haven't had any meetings recently um we have north pender coming up next

[0:29:13] Trustee Maude (probable): week um a rather normal set of uh agendas there um my only thing i wanted to reach out for for denman

[0:29:21] Trustee Maude (probable): um was the trustee um boris i really wanted to acknowledge his work over last week 10 days

[0:29:28] Trustee Maude (probable): of being a community leader participating in setting up and organizing a warming center

[0:29:34] Trustee Maude (probable): for the people up there is um certainly the feedback i've gotten back from the community

[0:29:38] Trustee Maude (probable): he's gone above and beyond supporting the people of Denman

[0:29:42] Trustee Maude (probable): in what have been very, very harsh weather conditions

[0:29:46] Trustee Maude (probable): and wanted to express my personal appreciation

[0:29:48] Trustee Maude (probable): for what he's done for that community.

[0:29:52] Trustee Maude (probable): All right, so that's sort of where we are there.

[0:29:56] Trustee Maude (probable): So we'll go back to Trustee Elliot

[0:29:57] Trustee Maude (probable): for an Islands Trust Conservancy Liaison.

[0:30:00] Trustee Maude (probable): update okay

[0:30:04] Voice 6: i will try to go slowly uh we're about to meet next tuesday first meeting um

[0:30:12] Voice 6: i would like to put forward i've been doing some research on the itc ec meetings from 2019 and 2020

[0:30:22] Voice 6: when there was a lot of discussions about the request to the province for a different funding

[0:30:29] Voice 6: formula. And then that all got stopped because of COVID. So I've been discussing with Chair Smith

[0:30:37] Voice 6: whether we can make this one of the topics of our January 31st meeting. And she is supportive of

[0:30:47] Voice 6: that. So I had sent in a draft resolution to Alex that they just, let me just, and then I changed

[0:30:59] Voice 6: it just a little bit alex do you have that i do one okay so that the discussion on a coordinated

[0:31:09] Voice 6: approach by itc executive committee advanced the request to the province to review the funding

[0:31:16] Voice 6: model and governance structure of the islands trust comma highlighting the successes of the

[0:31:22] Voice 6: community in protecting and preserving valuable ecological areas for the benefit of the province

[0:31:28] Voice 6: and residents of BC be added to the agenda

[0:31:30] Voice 6: for the January 31st EC meeting?

[0:31:35] Trustee Maude (probable): Okay.

[0:31:36] Trustee Maude (probable): Are we going to get that up on the screen?

[0:31:44] Voice 6: So this is just trying to advance work

[0:31:46] Voice 6: that I guess we've been talking about for a long time.

[0:31:49] Voice 6: And this is going to be an election year provincially.

[0:31:53] Voice 6: And I think it might be an election issue for some.

[0:31:57] Voice 6: So I'd like to get that strategy coordinated

[0:32:00] Voice 6: as soon as possible.

[0:32:02] Voice 6: I don't know if it's possible for March

[0:32:05] Voice 6: trust council meeting that we could put it before council but I think the

[0:32:10] Voice 6: Conservancy needs to be a big part of our request because they've been all

[0:32:18] Voice 6: stars they're doing the work for for the province of BC and executing the mandate

[0:32:22] Voice 6: so I think if we put that forward we could make a good case okay

[0:32:28] Trustee Maude (probable): we have it

[0:32:29] Trustee Maude (probable): up on the screen vice-chairs any questions or comments I'm just reading

[0:32:41] Voice 12: this motion here and so did the January so you have to help me out here it's

[0:32:53] Voice 12: January 31st the joint meeting with the Island Trust Conservancy yeah right so

[0:33:03] Voice 12: certainly I guess we can have that conversation at that meeting and

[0:33:08] Voice 12: determine where we're at with this there's a lot of pressure in all

[0:33:15] Voice 12: directions here to engage with the province particularly on some language

[0:33:21] Voice 12: used at the Governance Committee which I don't think was in the original language

[0:33:26] Voice 12: used about intervening in the Islands Trust and certainly we've asked for

[0:33:32] Voice 12: advice on from the province with respect to their view on the governance and

[0:33:42] Voice 12: mandate of the Allens Trust in completely, yeah, not necessarily accurate references

[0:33:51] Voice 12: there.

[0:33:52] Voice 12: But certainly, if we want to have this discussion on that meeting in the joint agenda, we would

[0:33:56] Voice 12: just add that to the joint agenda.

[0:33:58] Voice 12: Is that the intention?

[0:34:01] Voice 6: Yes.

[0:34:01] Voice 6: And it's one of the four items that we agreed on with the Conservancy to discuss together.

[0:34:08] Voice 6: So I'm just saying that this would be the first one because if there are other, as the other bodies are discussing what this request to the province or a strategic approach looks like, we need to have some good news stories about what has the trust done.

[0:34:32] Voice 6: And that's our reporting out of how we've been able to meet the mandate.

[0:34:37] Voice 6: And then in terms of a review, if that turned into a request that the Isles Trust is reviewed, what are the ways that we are not able to accomplish the mandate with the current governance structure?

[0:34:49] Voice 6: So I see this as one of a coordinated set of strategies.

[0:34:56] Voice 6: And the Conservancy has always been intended to be part of that discussion.

[0:35:02] Voice 6: if you go back to the minutes.

[0:35:03] Voice 6: So it's just a heads up that, yeah,

[0:35:08] Voice 6: we could discuss it at that meeting

[0:35:09] Voice 6: if that meets your support.

[0:35:13] Trustee Maude (probable): Okay, my apologies for dropping off there.

[0:35:15] Trustee Maude (probable): We've now lost all internet on main island.

[0:35:18] Trustee Maude (probable): So I'm now by the miracles of modern technologies

[0:35:21] Trustee Maude (probable): doing by another way.

[0:35:22] Trustee Maude (probable): So I'm back.

[0:35:25] Trustee Maude (probable): So I think we're moved and seconded.

[0:35:28] Trustee Maude (probable): We're in discussion right now.

[0:35:30] Voice 4: I don't think there's been a second.

[0:35:32] Voice 4: All

[0:35:35] Trustee Maude (probable): right, does somebody want to second the motion then?

[0:35:38] Voice 12: well um i'm just wondering in terms of emotion whether or not because that's not completely clear

[0:35:42] Voice 12: to me

[0:35:43] Voice 10: motion

[0:35:44] Voice 12: right and emotions have to stand by themselves so that others can see what's going on

[0:35:50] Voice 12: here but what we're talking about if i'm not mistaken trustee elliott is adding a discussion

[0:35:56] Voice 12: uh with the itc uh regarding funding model and governance structure the allen's trust

[0:36:02] Voice 12: um i'm sure highlighting the success of the conservancy and protecting preserving ecological

[0:36:07] Voice 12: ecological areas be added to the January 31st EC ITC meeting agenda like that is that the intention

[0:36:20] Voice 4: it is intended as written yeah yeah

[0:36:28] Voice 12: okay so then that last uh couple of words in the bottom there

[0:36:31] Voice 12: should be the January 31st EC ITC joint meeting and then I would second that if that's okay trustee

[0:36:38] Voice 12: Elliot yeah

[0:36:41] Voice 4: that sounds good thanks perfect

[0:36:44] Trustee Maude (probable): so we moved in second is there any further discussion

[0:36:50] Trustee Maude (probable): if not we'll call the question all in favor so that carries thank you very much

[0:37:03] Trustee Maude (probable): vice chair elliott for that all right um is that and that wraps up your islands trust

[0:37:10] Trustee Maude (probable): contingency ladies on update chair luckham you're muted oh

[0:37:19] Voice 12: thank you yeah but just before we move

[0:37:21] Voice 12: off of that topic um um at this juncture and perhaps director frederick can assist us here

[0:37:28] Voice 12: is in assembling that ITC agenda.

[0:37:33] Voice 12: Is there other items that we're anticipating

[0:37:35] Voice 12: to want to discuss at that meeting coming up?

[0:37:39] Voice 17: Yes.

[0:37:42] Voice 17: Yes, Chair.

[0:37:43] Voice 17: Actually, I have it here.

[0:37:44] Voice 17: Because the agenda is executive committees,

[0:37:47] Voice 17: my intention was to connect you

[0:37:48] Voice 17: with the Chair of the Conservancy

[0:37:50] Voice 17: just to discuss how you might wish to spend the time,

[0:37:52] Voice 17: and this resolution is helpful.

[0:37:54] Voice 17: The Conservancy Board, in addition,

[0:37:56] Voice 17: had indicated there were five topics

[0:37:59] Voice 17: um that they had hoped to discuss these included oh sorry i'm struggling here with technology

[0:38:06] Voice 17: these included um reconciliation engagement with first nations mapping and technical needs the need

[0:38:13] Voice 17: for professional biologists for conservancy and trust council um the funding request and climate

[0:38:19] Voice 17: change issues not including but not limited to fire smart and fire risk management so chair um

[0:38:25] Voice 17: Chair Leckham, I was going to suggest that you connect with the chair of the Conservancy in advance of us setting up the next agenda and just talk about, given the limited amount of time available, whether you want to focus on one topic at a time per meeting or if you want to tackle more than one.

[0:38:39] Voice 17: And then you could perhaps advise staff.

[0:38:42] Voice 12: Okay, so I'll make a note to myself here and reach out to Chair Smith.

[0:38:47] Voice 17: Okay, thank you.

[0:38:49] Voice 12: Can you send me that list that you have?

[0:38:51] Voice 12: I

[0:38:51] Voice 17: will send you the list and I will send you the resolution that we just passed, that you just passed.

[0:38:55] Voice 12: Perfect. Thank you very much, Director Ferrier.

[0:38:57] Voice 12: Okay, that's it for me. Thank you.

[0:38:59] Trustee Maude (probable): Okay, thank you very much. All right.

[0:39:01] Trustee Maude (probable): Moving on, then we have bylaws for approval and consideration.

[0:39:04] Trustee Maude (probable): First one, 6.1, Bonin and Miss Pally Traffic Use of Streets Amendment Bylaw No. 629.

[0:39:14] Voice 1: Hello.

[0:39:16] Trustee Maude (probable): There we go.

[0:39:17] Voice 1: I was going to

[0:39:17] Voice 1: speak to this item, if that works.

[0:39:19] Trustee Maude (probable): Excellent. Thank you very much.

[0:39:21] Voice 1: Okay, thank you.

[0:39:22] Voice 1: Hello, everybody. Good day.

[0:39:24] Voice 1: The purpose of this item is to seek your decision regarding the Bowen Island Municipality Bylaw No. 629, which is an amendment to the Bowen Island Municipality Traffic and Use of Streets Bylaw No. 133 in 2005.

[0:39:40] Voice 1: Just to let you know, Daniel Martin was invited to join and may be able to join in case there's further questions on this.

[0:39:47] Voice 1: But the bylaw is being referred under Section 15 of the Letters Patent of Bowen Island Municipality.

[0:39:54] Voice 1: This is actually the first bylaw not related to an OCP that you have been referred, but we can expect that more will come in the future.

[0:40:04] Voice 1: These amendments of this bylaw with the accompanying encroachment policy have been developed by Bowen Island Municipality to create a clear and consistent approach, including regarding the fees and the charges, in order to evaluate and permit encroachments onto municipal land.

[0:40:21] Voice 1: and Bowen Island Municipality staff did review the trust statement and identified several of

[0:40:28] Voice 1: the directive policies being relevant and possibly relevant. Through our discussions with Bowen

[0:40:34] Voice 1: Island Municipality staff and review of the staff reports, the bylaw and the draft encroachment

[0:40:39] Voice 1: policy, which works in conjunction with the bylaw as is sort of conventional practice for

[0:40:44] Voice 1: for Bowen we do concur with Bowen Island Municipality staff that the a that the remaining

[0:40:50] Voice 1: policy statement policies do not apply and that the proposal is not contrary or at variance with

[0:40:57] Voice 1: the trust policy statement directive policies and so we don't see objectives objections to this

[0:41:03] Voice 1: bylaw just also wanted to note for you there is a bit of a time pressure on this one as

[0:41:10] Voice 1: we are required if if we would like to to provide a written response to Bowen Island Municipality

[0:41:15] Voice 1: accessibility by January 29th, 2024, which is 45 days after he received the referral,

[0:41:21] Voice 1: which was on December 14th. I'll just leave it there, but if there's any questions,

[0:41:26] Voice 1: happy to take them. I don't know if Daniel will be able to join or has joined, but.

[0:41:32] Voice 1: Thank

[0:41:32] Trustee Maude (probable): you. Any questions at all? It seems relatively straightforward.

[0:41:39] Trustee Maude (probable): It's new to us, but it's going through it. It seems straightforward.

[0:41:42] Trustee Maude (probable): forward chair luckham i

[0:41:49] Voice 12: uh agree with the staff recommendation here um what what is interesting

[0:41:55] Voice 12: here for me is that um how this conversation came up at the board and i wonder whether or not there's

[0:42:03] Voice 12: any conversation in the background that's not contained here that um relates to what we were

[0:42:10] Voice 12: are concerned about traffic impacts on bone with respect to the proposed campground and is this

[0:42:15] Voice 12: part uh is this uh embracing some of those uh issues that were raised in the community

[0:42:23] Voice 12: as well as traffic was an important factor of that equation that

[0:42:29] Voice 1: is not my understanding that

[0:42:31] Voice 1: they are connected i didn't see anything in the staff reports or anything suggesting that um this

[0:42:36] Voice 12: is

[0:42:36] Voice 1: more about encroachments i guess onto the municipal land this is these sorts of

[0:42:41] Voice 1: encroachments will happen and um and so they're just trying to get a consistent approach that was

[0:42:45] Voice 1: my my read of what what this is

[0:42:47] Voice 12: actually yeah it wasn't mentioned at all it's just something that

[0:42:50] Voice 12: when i saw uh the composition of traffic and use of streets that there was some concern with that

[0:42:57] Voice 12: with that campground application so good thank you very much uh certainly um i would support

[0:43:02] Voice 12: a motion here if you'd like a motion uh trustee laud yes

[0:43:07] Voice 10: please i

[0:43:08] Voice 12: move that the executive committee

[0:43:10] Voice 12: advise Bowen Island Municipality that bylaw number 629 cited as Bowen Island Municipality traffic and

[0:43:15] Voice 12: use of streets bylaw number 133 2005 amendment bylaw number 629 2023 is not contrary to or

[0:43:24] Voice 12: variants of the island stress policy statement all

[0:43:27] Trustee Maude (probable): right is there a seconder or trustee Peterson

[0:43:33] Trustee Maude (probable): um any further discussion if not we'll call the question all in favor all right

[0:43:40] Trustee Maude (probable): we got an eye

[0:43:47] Trustee Maude (probable): from from gabriela all right so that carries thank you very much all right moving on we have

[0:43:55] Trustee Maude (probable): denman island local trust committee bylaw number 247 um i believe mr dingman is there to speak to

[0:44:02] Trustee Maude (probable): this morning

[0:44:05] Voice 13: chair morning trustees uh this requested decision is for the uh denman island

[0:44:13] Voice 13: local trust committee bylaw enforcement notification bylaw number 247 uh purpose of this

[0:44:19] Voice 13: of the request for decision to summarize

[0:44:21] Voice 13: the amendments to the Denman Island

[0:44:23] Voice 13: by-law enforcement notice

[0:44:25] Voice 13: by-law number 232

[0:44:27] Voice 13: on budget schedules and the request by the

[0:44:29] Voice 13: Denman Island Local Trust Committee for its approval by

[0:44:31] Voice 13: the Executive Committee.

[0:44:34] Voice 13: These amendments became

[0:44:35] Voice 13: necessary when the

[0:44:37] Voice 13: Denman Island Local Trust Committee adopted

[0:44:39] Voice 13: a new setting and use by-law

[0:44:42] Voice 13: setting and use by-law

[0:44:44] Voice 13: number 240.

[0:44:45] Voice 13: Once that by-law was

[0:44:47] Voice 13: adopted, a new

[0:44:50] Voice 13: schedule b for the bend by law was required in order to enforce the provisions of the settings

[0:44:58] Voice 13: prime by law and provide for a violation notice that could be issued for structures built without

[0:45:04] Voice 13: a signing and use permit and then also in consideration of any amendments to their

[0:45:09] Voice 13: band by law the local trust committee uh was concerned about the large number of contraventions

[0:45:16] Voice 13: listed in the original schedule and they're also concerned about the

[0:45:20] Voice 13: disproportional impact of fines on low-income residents and they are wish

[0:45:26] Voice 13: for a the need for enforcement of short-term vacation rentals so what they

[0:45:31] Voice 13: have done with the amended schedule a that is attached they have limited the

[0:45:38] Voice 13: contraventions for which a violation notice can be issued to those

[0:45:44] Voice 13: those contraventions that are really more uh one are specifically for short-term vacation rentals

[0:45:50] Voice 13: and for contraventions of an environmental nature structures being built to too close

[0:45:57] Voice 13: to environmentally sensitive areas or in water zones where they should not those uses should

[0:46:04] Voice 13: not be occurring and the schedule B is straightforward it just references the new

[0:46:09] Voice 13: land use bylaw so it is a much reduced schedule and but in the end the local trust committee

[0:46:16] Voice 13: wants a limited use of bylaw violation notices and for any other bylaw enforcement issues

[0:46:24] Voice 13: the local trust committee wants to consider those issues uh you know after a staff report and they

[0:46:32] Voice 13: want to consider whether or not it's in their best interest to proceed with enforcement and if

[0:46:37] Voice 13: necessary they'll proceed with enforcement uh through legal action and so while there

[0:46:49] Voice 13: are no direct financial increases or increases in staff resources associated with the current

[0:46:54] Voice 13: amendments um there is the possibility of increased legal costs associated with future

[0:47:01] Voice 13: enforcement efforts as legal action becomes the option for enforcing a greater number of offenses

[0:47:07] Voice 13: on Denman so that again that those are my comments and I'll take any questions

[0:47:14] Voice 13: from the committee thank

[0:47:16] Trustee Maude (probable): you any questions right um I guess as I am the

[0:47:25] Trustee Maude (probable): chair of Denman I'll make the the motion and I'll move that the Islands Trust

[0:47:31] Trustee Maude (probable): Executive Committee approved Denman Island Local Trust Committee bylaw number 247

[0:47:36] Trustee Maude (probable): cited as Denman Island Trust Committee bylaw enforcement notification bylaw

[0:47:41] Trustee Maude (probable): number 247 in amendment number 1 2023 in accordance with section 27 of the islands trust act is there

[0:47:50] Trustee Maude (probable): a seconder uh chair luckham thank you very much any further discussion

[0:47:55] Voice 18: if

[0:47:57] Trustee Maude (probable): not we'll call the

[0:47:58] Trustee Maude (probable): question all in favor i think can we i think we might have lost um vice chair elliott um

[0:48:15] Trustee Maude (probable): Okay. We're just calling the question on the Devon Island land use by law enforcement. So

[0:48:24] Trustee Maude (probable): you're in favor?

[0:48:25] Voice 6: Yes, I'm in favor. Thank you.

[0:48:27] Voice 6: Perfect.

[0:48:27] Trustee Maude (probable): Thank you for that, Carrie. Thank you. All righty. So we'll move down to trust council

[0:48:34] Trustee Maude (probable): meeting preparation. We have 7.1 September trust council meeting feedback. Who's going to lead

[0:48:45] Trustee Maude (probable): I'll

[0:48:54] Voice 12: just chime in. I certainly haven't heard anything from anybody other than anecdotal

[0:49:00] Voice 12: support for the changes that were presented. Is that what we're after here now, is the

[0:49:07] Voice 12: soliciting of the trustees for feedback?

[0:49:10] Trustee Maude (probable): It seems that it's Trustee Giddey's email back to you about the September meeting, and

[0:49:19] Trustee Maude (probable): assuming that this is now rolled into the december meeting feedback yeah

[0:49:23] Voice 10: so

[0:49:25] Trustee Maude (probable): i would concur i've heard

[0:49:27] Trustee Maude (probable): nothing um but positive notes back from trustees as to how december um was carried through um as

[0:49:36] Trustee Maude (probable): opposed to the september meeting so i think that um the various things that we undertook were very

[0:49:42] Trustee Maude (probable): well received and appreciated by trustees acknowledge

[0:49:49] Voice 12: that i i events of the whole

[0:49:54] Voice 12: holiday season and uh um i did not actually send out a specific email to ask trustees for feedback

[0:50:03] Voice 12: but um i also think that the opportunity exists always for feedback and that we haven't actually

[0:50:09] Voice 12: he received um any at this point other than that from trustee getty and other anecdotal uh feedback

[0:50:15] Voice 12: so um certainly we can continue to pursue that um and as we plan to um advance the agenda for

[0:50:23] Voice 12: uh march um um so uh i'll follow through with that um accordingly things are going to settle down

[0:50:33] Voice 12: here once we get through this winter situation excellent i see the ceo

[0:50:39] Voice 10: has his answer yes mr

[0:50:43] Voice 15: chair so um i think some of the a couple of key points in this email i think i can just make some

[0:50:50] Voice 15: brief statements regarding um for context and that is that um we've received you've undertaken a

[0:50:58] Voice 15: a change in practice which is being nominally accepted and approved by trust council

[0:51:05] Voice 15: both anecdotally and and during the meetings so they're having some improvements there

[0:51:10] Voice 15: there's also been a request by trustees that uh for changes to meeting process that uh

[0:51:16] Voice 15: resolutions were passed and they're on on the books as you would say and in particular there's

[0:51:23] Voice 15: There's been a request to develop the capacity or the legal ability to have a Committee of

[0:51:31] Voice 15: the Whole and to adopt some policies associated with that, and that's referenced in this note.

[0:51:37] Voice 15: So staff's intention is to bring you that for your March Trust Council meeting around

[0:51:43] Voice 15: a Committee of the Whole.

[0:51:44] Voice 15: And some of the meeting procedure issues that exist at the Trust, I would suggest that if

[0:51:51] Voice 15: if you contemplate a committee of the whole,

[0:51:54] Voice 15: some of those challenges may be addressed

[0:51:56] Voice 15: by the adoption of a new process of the Allens Trust.

[0:52:00] Voice 15: So it's probably, you know,

[0:52:03] Voice 15: you can tweak the sessions any which way you wish, of course,

[0:52:07] Voice 15: but in an ordered way,

[0:52:09] Voice 15: I think the next thing with meeting preparation

[0:52:12] Voice 15: would be consideration of policy associated with a cow,

[0:52:16] Voice 15: seeing what you think of it, potentially adopting it,

[0:52:18] Voice 15: then seeing what the the follow-on or the the trickle-on effects of adopting that kind of

[0:52:25] Voice 15: process would be if it's successful um i think you've already had the conversation around how

[0:52:30] Voice 15: did the last trust council meeting go this is a reflection on the series of you know all the

[0:52:34] Voice 15: different things that are being asked of you at one time and with that i just conclude my remarks

[0:52:39] Voice 15: and hopefully that's helpful thank

[0:52:42] Trustee Maude (probable): you very much um any other feedback all right so and so next up

[0:52:51] Trustee Maude (probable): we have media and social media trading session march trust council um is that director freighter

[0:53:00] Trustee Maude (probable): gonna well it's

[0:53:01] Trustee Maude (probable): a smidge of

[0:53:02] Voice 15: freighter and a smidge of hox and filler probably okay

[0:53:05] Trustee Maude (probable): um

[0:53:06] Voice 15: should i start

[0:53:08] Voice 15: off claire initially sure

[0:53:09] Voice 17: that's great thank you so

[0:53:11] Voice 15: i think uh always uh excited about being

[0:53:14] Voice 15: corrected but what i think happened is that you um as executive committee have had some reporting

[0:53:21] Voice 15: from staff around the importance and the ability of us to deliver some media and social training

[0:53:29] Voice 15: to trust council that it's needed at some level. And then it also ties into some of the large

[0:53:34] Voice 15: projects that we have upcoming, including the policy statement project itself, and that this

[0:53:39] Voice 15: was timely. And I think Claire went off and actually worked up a session outline and some

[0:53:47] Voice 15: some consultancy, a solid consultancy option for you.

[0:53:51] Voice 15: And then subsequently, I think in a telecom,

[0:53:53] Voice 15: when we were just discussing this,

[0:53:56] Voice 15: executive committee sort of started,

[0:53:58] Voice 15: you've re-referred this to yourself to say,

[0:54:01] Voice 15: hey, is this something we want to do right now?

[0:54:03] Voice 15: Is there something more important we should be doing?

[0:54:06] Voice 15: Like earlier on, we were talking about,

[0:54:09] Voice 15: should we have someone in to talk more about governance,

[0:54:11] Voice 15: structured decision-making, those kinds of things

[0:54:13] Voice 15: in support of the corporate planning process.

[0:54:16] Voice 15: so this is it you've re-referred this to yourself uh claire's done all the work so i'll stop talking

[0:54:21] Voice 15: now and turn it over to her to see whether she wants to add anything to that and then of course

[0:54:25] Voice 15: i'm interested in where you want to land on this session or some other session thank

[0:54:32] Voice 17: you i can just

[0:54:32] Voice 17: add to that and just draw your attention that on the agenda context notes on page four of this

[0:54:37] Voice 17: agenda we've provided a little bit of background for you just reminding you that on november 22nd

[0:54:42] Voice 17: you got a request for decision about this topic and directed staff to organize it for trust

[0:54:48] Voice 17: Council for 2024. We are proposing that it happen in March, led by Jan Enns, that it be a half-day

[0:54:55] Voice 17: session at the cost of $4,200 plus travel expenses. We understand you'd like to talk about this

[0:55:00] Voice 17: further. The one thing I will let you know in addition is that this consultant is very busy

[0:55:05] Voice 17: and tends to book their year out fairly promptly in January. So if there is a desire to have this

[0:55:11] Voice 17: consultant, we would need to make a decision soon. Also, we have received advice from the consultant.

[0:55:16] Voice 17: And while they can deliver some training electronically, they strongly recommend that it be in-person and they can accommodate hybrid, but really think the delivery is strengthened through an in-person approach.

[0:55:28] Voice 17: Thank you.

[0:55:30] Trustee Maude (probable): Thank you.

[0:55:32] Trustee Maude (probable): I have a few comments, but turn it over to the others.

[0:55:37] Trustee Maude (probable): Anybody else have any questions or comments?

[0:55:45] Trustee Maude (probable): In support

[0:55:52] Voice 12: of this,

[0:55:53] Voice 12: Yes. It became apparent in the conversation last week that this was essentially to support

[0:56:03] Voice 12: trustees in the expectation of the delivery of the policy statement and local trustees

[0:56:12] Voice 12: working within communities with respect to that, as well as obviously more broadly social

[0:56:19] Voice 12: social media interaction, and as the CAO pointed out, the decision-making discussion for retraining

[0:56:34] Voice 12: is a separate item, and certainly we need to pursue that at some point in time.

[0:56:40] Voice 12: Obviously March, so that segues into, obviously March is our budget session, and so I am concerned

[0:56:48] Voice 12: I guess, about a half-day session without seeing the full agenda at this time for March,

[0:56:58] Voice 12: with including this and whether or not this or if there's some idea about how that's going

[0:57:06] Voice 12: to fit into the agenda, what day, whether or not it might segue into a later afternoon

[0:57:12] Voice 12: noon or something um or on the first day um and then have the full budget because we do need to

[0:57:18] Voice 12: bargain account for some time for financial information to be presented to council

[0:57:23] Voice 12: opportunity for council to digest that and then bring it back for decision making

[0:57:29] Voice 12: on the following days so uh just wondering from director frader how she sees that unfolding um

[0:57:40] Voice 17: So what we had proposed is that this happened on the Wednesday afternoon, you would have

[0:57:44] Voice 17: your financial budget session in the morning, which would then give the Director of Administrative

[0:57:48] Voice 17: Services the afternoon, and ideally not until the wee hours of the night, to make the changes

[0:57:53] Voice 17: that you're looking for to bring back for the next day.

[0:57:55] Voice 17: So she would disappear during the session and go do that work.

[0:57:59] Voice 17: So we had structured it such that you could spend your morning on budget matters.

[0:58:09] Voice 10: So

[0:58:12] Voice 12: thank you very much.

[0:58:13] Voice 12: Obviously, this becomes a sort of a stop dead moment because we need to respect that space and that the financial conversation would need to end at that point in order to move into that.

[0:58:24] Voice 12: And I'm presuming that delegations and public comment is also potentially in that Wednesday afternoon after lunch period.

[0:58:35] Voice 12: Certainly,

[0:58:37] Voice 17: that's when it is. Typically, we would have to look at shuffling your schedule to accommodate this.

[0:58:41] Voice 12: Okay. Thank you. Thank you, then. Let's proceed.

[0:58:46] Trustee Maude (probable): Okay, I've seen other hands up, so I just wanted to chime in.

[0:58:50] Trustee Maude (probable): Sherlock, can you hand us just a second?

[0:58:54] Trustee Maude (probable): My concern was, you know, when I go around the table of 26 trustees,

[0:59:02] Trustee Maude (probable): there's less than half that I'm aware of that are even involved in social media,

[0:59:08] Trustee Maude (probable): never mind actively involved.

[0:59:10] Trustee Maude (probable): And it hasn't been brought to my attention any particular concerns

[0:59:14] Trustee Maude (probable): concerns um with trustees doing things inappropriately or something that needs to

[0:59:23] Trustee Maude (probable): sort of be educated about and was just wondering if the my concern was is do we actually have a

[0:59:31] Trustee Maude (probable): problem that we need to address because i because i didn't i don't not aware of it um versus the the

[0:59:37] Trustee Maude (probable): the issues of decision making and and governance and such you know i think those are our concerns

[0:59:42] Trustee Maude (probable): that I see are active and at the forefront right now.

[0:59:46] Trustee Maude (probable): But with social media, I just, I don't see anything.

[0:59:50] Trustee Maude (probable): So maybe perhaps Director Frater might be able

[0:59:53] Trustee Maude (probable): to educate me a little bit,

[0:59:55] Trustee Maude (probable): but I just, I didn't understand the immediacy.

[1:00:00] Trustee Maude (probable): or the concern um

[1:00:03] Voice 5: and i'd like to strike after after director freighter if i may i just can't

[1:00:07] Voice 5: seem to put my hand up

[1:00:08] Trustee Maude (probable): okay no problem yell out any time okay well

[1:00:14] Trustee Maude (probable): what i will say

[1:00:14] Voice 17: um is that this

[1:00:16] Voice 17: is both about um traditional media and social media so it would be about both topics um and

[1:00:21] Voice 17: we have had certainly some trustees um reaching out for understanding around how to um manage

[1:00:28] Voice 17: Manage social media, making distinct choices to not engage in social media because they don't feel equipped and they don't have enough knowledge.

[1:00:35] Voice 17: Trying to make sure that they understand the channels available to them, how to use them.

[1:00:43] Voice 17: What I would also say is that this was a recommendation that we work and help you with engagement techniques in social media and regular media participation and being a spokesperson.

[1:00:52] Voice 17: person, it was a recommendation from Trust Programs Committee to the next council, or I think it was

[1:00:58] Voice 17: from trust council to trust council, about the policy statement. So it is about to get busy again

[1:01:02] Voice 17: for you all. When the new policy statement is made public, you'll likely be getting a high level of

[1:01:07] Voice 17: engagement from your constituents in a way you haven't experienced, many trustees have not yet

[1:01:11] Voice 17: experienced. So this was meant to sort of assist them in preparing for all of that discussion and

[1:01:16] Voice 17: dialogue that's going to go on a community around that document um so the timing is good um i would

[1:01:22] Voice 17: say for a session like this as people are called on to provide their opinion and views on a topic

[1:01:27] Voice 17: like the policy statement um and certainly if you wanted less focus on social media we could ask the

[1:01:33] Voice 17: consultant um to focus more on traditional media and how to be a spokesperson how to handle media

[1:01:38] Voice 17: inquiries um and manage being you know a spokesperson to traditional media yeah

[1:01:45] Trustee Maude (probable): as i say

[1:01:46] Trustee Maude (probable): I just, in anecdotally speaking with individual trustees,

[1:01:50] Trustee Maude (probable): there are very few that I know

[1:01:51] Trustee Maude (probable): that are actually active on social media.

[1:01:54] Trustee Maude (probable): So I just, part of it was, as you know,

[1:01:57] Trustee Maude (probable): you're going to have 26 trustees for half a day

[1:02:01] Trustee Maude (probable): who probably are not going to be engaged in the session

[1:02:04] Trustee Maude (probable): if it's the social media involved.

[1:02:07] Trustee Maude (probable): And with traditional media,

[1:02:09] Trustee Maude (probable): we don't tend to be that involved either,

[1:02:10] Trustee Maude (probable): but I'll leave it at that.

[1:02:12] Voice 4: I just could see here.

[1:02:13] Voice 4: Trustee Elliott's

[1:02:13] Trustee Maude (probable): driver is up, and then we have Trustee Peterson.

[1:02:17] Voice 6: Okay.

[1:02:18] Voice 6: Sorry, am I next or luck of I can't see who's hands up?

[1:02:22] Trustee Maude (probable): Yeah.

[1:02:23] Trustee Maude (probable): So, Trustee Elliott.

[1:02:26] Voice 6: Okay.

[1:02:28] Voice 6: I disagree.

[1:02:29] Voice 6: I have a media and communications background.

[1:02:32] Voice 6: We all know Marshall McLuhan.

[1:02:34] Voice 6: The media is the message.

[1:02:35] Voice 6: Last term, the messaging through social media largely drove the conversation on the policy statement amendment project,

[1:02:44] Voice 6: and it drove it very badly so learning to handle source understanding what is the misinformation

[1:02:52] Voice 6: campaign where is a targeted message getting out to people or where it's not and understanding how

[1:03:01] Voice 6: social media works is going to be really helpful whether you use it or not you do need to be aware

[1:03:08] Voice 6: where information being spread through tools like social media will affect and influence our work.

[1:03:17] Voice 6: We are a public-facing institution, and we are, like it or not, caught up in the tools of this age.

[1:03:27] Voice 6: So I do think this is a needed training.

[1:03:31] Voice 6: I don't know if it's fitted into March.

[1:03:34] Voice 6: I actually was wondering if we could look at, we talked about making Tuesday a full day, and most studies seem to come in the day before or the evening before.

[1:03:49] Voice 6: Or could we not start Tuesday morning so this half-day training, wherever it fits in the schedule, is not going to take away from the business items that we need to get through in the two and a half days that we normally take.

[1:04:06] Voice 6: So I am supportive of this training.

[1:04:09] Voice 6: I do think a habit of social media and traditional media is good.

[1:04:14] Voice 6: I don't agree that most trustees are not on social media.

[1:04:18] Voice 6: I think many of them just don't know how to use it and if you don't have that knowledge you're

[1:04:24] Voice 6: not going to engage and not get the stock or correct misinformation that that does need to

[1:04:32] Voice 6: be corrected we're the front line spokespeople for the Highlands Trust and for our work so

[1:04:37] Voice 6: we need to be able to communicate that.

[1:04:41] Trustee Maude (probable): Okay thank you so we have Trustee Peterson and then Chair

[1:04:44] Trustee Maude (probable): elected um

[1:04:47] Voice 14: thank you so i uh i agree that my impression that this was um that the what was

[1:04:57] Voice 14: driving this was the upcoming um uh policy statement uh draft release and then followed by

[1:05:06] Voice 14: uh trust programs committee had uh uh put forward resolution that uh trust council sub i believe

[1:05:15] Voice 14: subsequently um uh followed up on uh in terms of the project timeline six months i believe for

[1:05:25] Voice 14: local trustees to um to do work in their communities and my understanding is that this

[1:05:33] Voice 14: item and this training is based on um that process that is uh projected to uh to go on

[1:05:43] Voice 14: with local trustees um and and the policy statement so in that context um i am in support

[1:05:53] Voice 14: i do have always i always have concerns about jamming too much into any given trust council

[1:06:01] Voice 14: um i am supportive of uh the notion that uh trustee uh vice chair elliott uh mentioned there

[1:06:10] Voice 14: of extending the Tuesday to a full day.

[1:06:14] Voice 14: I think if we do that,

[1:06:15] Voice 14: then our issues with timing are less problematic.

[1:06:22] Voice 14: I understand from the staff end

[1:06:24] Voice 14: that that is perhaps more problematic,

[1:06:28] Voice 14: but in terms of the time allotted for trustees.

[1:06:32] Voice 14: So those are my thoughts at this moment.

[1:06:36] Trustee Maude (probable): Okay, we have Chair Locke next in queue,

[1:06:39] Trustee Maude (probable): queue but also the boardroom put their hand up so maybe we'll just get some quick feedback from

[1:06:45] Trustee Maude (probable): them first please oh

[1:06:47] Voice 15: thanks um if possible as we look at options for things can we maybe make the

[1:06:54] Voice 15: last line or the last resort playing with the schedule again to some different outcome um

[1:07:03] Voice 15: Um, it's just one-offing, um, we'd be one-offing, uh, a session.

[1:07:11] Voice 15: We've had the same process.

[1:07:13] Voice 15: We were actually tweaking the schedule every, almost every meeting that there's some change,

[1:07:20] Voice 15: um, being contemplated.

[1:07:22] Voice 15: So if you're going to ask us to reschedule and get everyone there on the Monday night

[1:07:28] Voice 15: for the Tuesday, um, that is more work.

[1:07:32] Voice 15: um give us the time to think through what the implications associated with that are

[1:07:37] Voice 15: if you do get us to do that work please decide to do it as opposed to us doing all that work and

[1:07:44] Voice 15: then you're not deciding to do it um and you know the last part i'd say is right now we have a

[1:07:51] Voice 15: budget session scheduled for march but i i don't think we have anything else um that i would like

[1:07:59] Voice 15: no particular session the competitive considerations would be a session like

[1:08:05] Voice 15: this or if the Governance Committee wanted to have some discussion around

[1:08:10] Voice 15: the the the governance review I mean I guess that's the only other thing I've

[1:08:15] Voice 15: heard it's like a two or three hour chunk of time so as you just collectively

[1:08:20] Voice 15: think about how to manage this maybe start there and then start thinking

[1:08:24] Voice 15: about altering the schedule and all the timings and all the room bookings and

[1:08:27] Voice 15: all those kinds of things for um this session or any other one so i just offer that advice

[1:08:34] Trustee Maude (probable): thank you chair luckham well

[1:08:37] Voice 12: thank you to the cao for those remarks um yeah uh what

[1:08:44] Voice 12: sort of would concern me would be the logistics associated with getting trustees

[1:08:50] Voice 12: to a meeting uh on the tuesday morning for this because that would be an additional expense

[1:08:58] Voice 12: should be another overnight for many uh trustees the logistics associated with hotels and meals and

[1:09:05] Voice 12: everything else i can see would be problematic um in order to facilitate a non-rushed full

[1:09:13] Voice 12: participation in a tuesday morning event i don't know that we're there yet for

[1:09:19] Voice 12: adjusting the agenda to that magnitude um certainly i would welcome that but it is something

[1:09:25] Voice 12: thing that council needs to commit to wanting to do and that leads me to my question that this

[1:09:31] Voice 12: request for this did come from council if i'm not mistaken is is and so i just seek some clarity on

[1:09:39] Voice 12: how this is on our table um and i think i'll just reflect briefly that indeed the competing

[1:09:47] Voice 12: conversation that we potentially need to make room for is the governance report conversation

[1:09:53] Voice 12: There has been some direction provided to trustees through the Governance Committee

[1:09:57] Voice 12: at this point.

[1:09:58] Voice 12: I don't recall that off the cuff about revisiting the remarks that the Governance Committee

[1:10:04] Voice 12: received from committee members earlier in the year, earlier in the term, I should say.

[1:10:12] Voice 12: So there is some competition and that could easily be a three or four hour session as

[1:10:18] Voice 12: well.

[1:10:19] Voice 12: and we have to determine what is it that is council's priority here um so the leading

[1:10:26] Voice 12: question is is just to try and answer uh trustee maude's concerns about advancing this is how has

[1:10:33] Voice 12: this ended up on our table remind me of where this has come from

[1:10:37] Voice 17: if i might through the chair

[1:10:41] Voice 17: um this came about primarily as a result of your draft communication strategy um i would say this

[1:10:46] Voice 17: This has been a topic that staff have, you know, understood should generally be part of trustee orientation at the beginning of any term.

[1:10:53] Voice 17: And so it really came through that measure.

[1:10:55] Voice 17: What Trust Council and Trust Programs Committee had discussed last term was the need for better public engagement and training.

[1:11:03] Voice 17: So the resolution that Council had passed the last term I've just pulled up,

[1:11:06] Voice 17: and it was to coordinate the provision of expert advice early in the term on the themes of public

[1:11:13] Voice 17: engagement and consultation, building on the lessons of the first phases of engagement.

[1:11:17] Voice 17: We have not yet provided that to you and we may be looking at that, but what I would say is

[1:11:22] Voice 17: companion to that was also the difficulties that trustee had in managing conversations around the

[1:11:27] Voice 17: policy statement, responding to media inquiries, and as trustee Elliott pointed out, many conversations

[1:11:33] Voice 17: about the policy statement full of incorrect information

[1:11:36] Voice 17: went on on social media in chat groups

[1:11:38] Voice 17: to which staff are not permitted.

[1:11:40] Voice 17: You know, the Islands Trust has an account.

[1:11:42] Voice 17: We've inquired to join island groups and been denied.

[1:11:44] Voice 17: So it's really up to local trustees

[1:11:46] Voice 17: if they wish to help with intervening

[1:11:48] Voice 17: with providing correct information to community.

[1:11:50] Voice 17: It would be through trustee information

[1:11:53] Voice 17: into those channels.

[1:11:56] Voice 17: Does that answer your question sufficiently, Sherlockham?

[1:12:00] Voice 12: Indeed. Thank you, Director Fader.

[1:12:02] Voice 12: So, yeah, I, you know,

[1:12:05] Voice 12: I don't know how we balance all our time, and we'll be looking at that more closely

[1:12:08] Voice 12: later on, I suppose, but I see the value in this, as you've indicated there, is that

[1:12:15] Voice 12: training that perhaps we needed to focus on at the beginning of the term, and now that

[1:12:20] Voice 12: we've got some major work coming forward, and including the governance review process,

[1:12:25] Voice 12: that we need to be able to provide trustees with the tools to participate in those forums

[1:12:32] Voice 12: in a way that is going to put our best foot forward.

[1:12:36] Voice 12: So I stand behind wanting to support this

[1:12:39] Voice 12: with what we've got in front of us.

[1:12:42] Trustee Maude (probable): Just an innocent question is, first off, timing-wise,

[1:12:46] Trustee Maude (probable): but also logistically, in that this is for Trust Council,

[1:12:52] Trustee Maude (probable): would it be appropriate and do we have the time

[1:12:55] Trustee Maude (probable): to actually poll Trust Council as to whether or not

[1:12:58] Trustee Maude (probable): they would like to have this topic

[1:13:01] Trustee Maude (probable): or the governance dealt with in March.

[1:13:04] Trustee Maude (probable): It's just because I looked at the resolution

[1:13:08] Trustee Maude (probable): that we have pending that Vice-Chair Elliott set out,

[1:13:13] Trustee Maude (probable): which is not to undertake the six month

[1:13:16] Trustee Maude (probable): trustee laden dedication.

[1:13:18] Trustee Maude (probable): So I'm just wondering if we have the immediacy.

[1:13:20] Trustee Maude (probable): So I see boardrooms there.

[1:13:23] Trustee Maude (probable): So I assume the CEO is about to correct me.

[1:13:25] Trustee Maude (probable): No,

[1:13:27] Voice 15: you caught me with that one. I haven't really been in a scenario where you solicit, like your EC, in its best judgment, determines the educational program for Trust Council, anecdotally, or now I'm hearing a more formal process.

[1:13:49] Voice 15: We have heard, as you know, avoid using Trust Council sessions for too much.

[1:13:55] Voice 15: It used to be a thing where every session there was a learning opportunity there.

[1:14:00] Voice 15: Trustees moved off of it. So if you believe in this and it's that it's timely, it's a special circumstance.

[1:14:07] Voice 15: And if you if you approve it, we might want to actually have a little communications piece to the trustees to say why this is a good decision to do this right now,

[1:14:15] Voice 15: as opposed to just having to show up on the agenda um that that was the point i was making

[1:14:21] Voice 15: um i'm not really sure about the polling of trustees with various options idea i'm

[1:14:26] Voice 15: i just don't have a thought there thank

[1:14:31] Trustee Maude (probable): you i see trustee peterson has his hands up so maybe

[1:14:34] Trustee Maude (probable): he has a thought um

[1:14:36] Voice 14: i was just gonna say uh um in terms of the governance committee work um

[1:14:48] Voice 14: At our meeting on Monday, I don't think, I mean, we didn't land on let's advance the governance report for discussion at March Council.

[1:15:02] Voice 14: we talked about it our next meeting is not until late February and I'm not at

[1:15:16] Voice 14: this point I'm not convinced that we're going to have that session that

[1:15:20] Voice 14: governance committee is going to be requesting that session before March

[1:15:25] Voice 14: Council the next day the the 25th of February is the next governance

[1:15:32] Voice 14: committee i think it would be you know challenging to say the least to to have that ready for march

[1:15:40] Voice 14: council so i'm not i i'm not um at this point convinced that that there's a big conflict there

[1:15:48] Voice 14: so i just wanted to and and again that is my impression of the discussion at governance

[1:15:54] Voice 14: council monday so um if governance if governance committee uh changes their mind in february

[1:16:02] Voice 14: 23rd and wants to advance it to to march council uh please don't shoot the messenger here but my

[1:16:08] Voice 14: impression is that um there's not there's not likely to be a conflict in terms of time between

[1:16:16] Voice 14: that um that item from governance committee and and this item

[1:16:21] Trustee Maude (probable): okay so sherlock and yeah you know

[1:16:25] Voice 12: So Tim's interpretation of events there is spot on.

[1:16:31] Voice 12: The interesting thing is there's some ambivalence

[1:16:34] Voice 12: about the necessity for this and the necessity for this.

[1:16:38] Voice 12: And there's some discussion there.

[1:16:41] Voice 12: But indeed, a decision has not been made.

[1:16:42] Voice 12: So I'd say we advance with what we have in front of us.

[1:16:46] Trustee Maude (probable): So to advance this, this is just by consent.

[1:16:49] Trustee Maude (probable): There's no motion required, anything.

[1:16:57] Voice 17: No, if you don't want us just to change course,

[1:16:59] Voice 17: course we will proceed and then you'll get this session outline again along with a revised

[1:17:03] Voice 17: proposed trust council schedule at your next meeting but we will be proceeding to book the

[1:17:08] Voice 17: contractor as she you know we would need to book her as soon as possible to avoid losing her to

[1:17:14] Voice 17: another another commitment okay

[1:17:16] Trustee Maude (probable): thank you chair Lackham yeah

[1:17:19] Voice 12: so a question to the chair to

[1:17:22] Voice 12: director um do you want um a motion from us to uh as was suggested um a cover uh note or

[1:17:31] Voice 12: introduction to uh to council for the rationale for this being on the uh upcoming agenda so that

[1:17:39] Voice 12: we understand why we're going to be spending that time um

[1:17:44] Voice 17: if i understand the question you're

[1:17:45] Voice 17: questioning if we would like a motion about providing a note to trust council certainly

[1:17:50] Voice 17: it wouldn't hurt i suppose it might be overly cumbersome but yeah i think maybe sure right

[1:18:00] Trustee Maude (probable): sure do you want to make a motion so

[1:18:03] Voice 12: i would provide i would move then that executive committee

[1:18:06] Voice 12: asked staff to provide uh background information with respect to the uh uh social media training

[1:18:12] Voice 12: uh session all right

[1:18:16] Trustee Maude (probable): coming up on the um screen here is does that cover it um

[1:18:28] Voice 12: is that adequate

[1:18:29] Voice 12: quick director for you to act on that based on the conversation we have here if

[1:18:33] Voice 17: i might chair

[1:18:34] Voice 17: i would suggest um adding that ecs staff to provide background information to trust council

[1:18:38] Voice 17: oh

[1:18:39] Voice 10: right thank you or

[1:18:40] Voice 17: to islands trust council all

[1:18:42] Trustee Maude (probable): right do we have a secondary yeah

[1:18:46] Voice 10: trustee

[1:18:48] Trustee Maude (probable): peterson okay um any further discussion call the question all in favor okay i think um i think

[1:19:05] Trustee Maude (probable): we've lost um vice chair elliott again but um with her previous i think that's what i do so

[1:19:11] Trustee Maude (probable): anyhow that carries could

[1:19:14] Voice 15: we have a brief break certainly

[1:19:17] Trustee Maude (probable): thank

[1:19:19] Voice 15: you very much sir so

[1:19:20] Trustee Maude (probable): we want to

[1:19:21] Trustee Maude (probable): take what a 10 minute break

[1:19:23] Voice 15: that'd be great

[1:19:24] Trustee Maude (probable): from this perspective all right so we will have a 10

[1:19:27] Trustee Maude (probable): minute break

[1:19:28] Voice 17: and chair if i could just let you know that trustee elliott um was letting me know

[1:19:34] Voice 17: know her phone was about to die so she may or may not be able to rejoin at this point okay thank you

[1:19:39] Trustee Maude (probable): very much okay

[1:19:40] Voice 17: thank you would

[1:20:04] Trustee Elliott (probable): you all just go on break oh

[1:20:10] Voice 11: yeah yeah we just went on break

[1:20:13] Voice 11: you have power all

[1:25:28] Trustee Maude (probable): right we're at the appointed time is everybody back with us i'm here too

[1:25:35] Trustee Elliott (probable): I actually, our landlord's generator got the Wi-Fi going, so I may be present and accounted for.

[1:25:46] Voice 10: Thank goodness for generous landlords.

[1:25:50] Trustee Elliott (probable): Yes, I do have very generous landlords.

[1:25:53] Trustee Maude (probable): All right.

[1:25:54] Trustee Maude (probable): So, Trustee Peterson, are you back with us?

[1:26:02] Trustee Maude (probable): He might be shoveling still.

[1:26:10] Trustee Maude (probable): Yeah, I need three per quorum.

[1:26:12] Trustee Maude (probable): Yeah.

[1:26:13] Trustee Maude (probable): uh so we will just hold on for a minute or so i don't trust you peterson said that um he was

[1:26:21] Trustee Maude (probable): getting snow built up on his satellite internet antenna so he was going to go shovel it off at

[1:26:27] Trustee Maude (probable): some point so i think he's taking that opportunity forget

[1:26:31] Trustee Elliott (probable): changing the governance structure can we

[1:26:33] Trustee Elliott (probable): just get some good communications in the gulf islands

[1:26:35] Trustee Maude (probable): well i think

[1:26:38] Trustee Elliott (probable): well i

[1:26:40] Trustee Maude (probable): think the next

[1:26:41] Trustee Maude (probable): bylaw we need to do is to to prohibit snow i

[1:26:45] Trustee Elliott (probable): love this though it's just you know that's

[1:26:50] Trustee Maude (probable): what we need

[1:26:51] Trustee Maude (probable): mount washington that's

[1:26:53] Trustee Elliott (probable): true we've been missing it all season you

[1:26:57] Trustee Maude (probable): can always go find it i said

[1:26:59] Trustee Maude (probable): it when it finds us

[1:27:01] Voice 16: exactly

[1:27:02] Voice 18: so

[1:27:06] Trustee Maude (probable): we're still patiently waiting for chair locum and vice

[1:27:09] Trustee Maude (probable): chair peterson okay

[1:27:11] Voice 15: but uh we're moving through the agenda pretty well sounds good that's good

[1:27:16] Trustee Maude (probable): Good, because I'm on battery too, so.

[1:27:18] Trustee Maude (probable): Yeah,

[1:27:18] Voice 15: as long as we keep it going, it's a storm day,

[1:27:21] Voice 15: and there's going to be lots of stuff coming up.

[1:27:22] Voice 15: So way to

[1:27:23] Trustee Maude (probable): go.

[1:27:25] Trustee Maude (probable): I thank IT for putting new batteries in my laptop.

[1:27:32] Trustee Elliott (probable): Holy.

[1:27:34] Trustee Elliott (probable): When this all changes to rain, it's going to be a mess.

[1:27:39] Trustee Maude (probable): Well, we already have, we're full of snow here,

[1:27:43] Trustee Maude (probable): and we have drooping branches everywhere.

[1:27:46] Trustee Maude (probable): I'm just saying, in this 10-minute break,

[1:27:48] Trustee Maude (probable): the highways guy stopped by and he said you know when it starts to rain we're gonna it's gonna be

[1:27:53] Trustee Maude (probable): a mess mess so but that's why we love this place the vice chair and i it looks like she needs a

[1:28:14] Trustee Maude (probable): little bit of additional heating my

[1:28:19] Trustee Elliott (probable): boots are great my hands just got cold being out i'm up in

[1:28:22] Trustee Elliott (probable): the workshop this is the only place

[1:28:24] Trustee Elliott (probable): cell signal up here but this parka was good for none of it

[1:28:29] Trustee Elliott (probable): and it's good enough for here

[1:28:32] Trustee Maude (probable): it's very appropriate for today you're always

[1:28:36] Trustee Maude (probable): trying to

[1:28:41] Trustee Elliott (probable): keep it real that's all trying to keep it real we've already getting on the

[1:28:59] Trustee Elliott (probable): tractor and shoveling all this stuff everywhere that's the part

[1:29:03] Trustee Maude (probable): of his rejoined us um all right

[1:29:08] Trustee Maude (probable): and trustee peterson's not quite back yet but why don't we

[1:29:14] Trustee Maude (probable): Are we there? Okay. Let's advance on to our next thing. So we're still at Trust Council

[1:29:23] Trustee Maude (probable): meeting preparation. So we're at 7.2 now, which is planning services. Who has something

[1:29:30] Trustee Maude (probable): to say about that?

[1:29:34] Voice 11: Vice Chair Marr, there's no item underneath it. There's probably no

[1:29:40] Voice 11: discussion item. So the next item looks like 8.1.2.1.

[1:29:43] Voice 11: All

[1:29:44] Trustee Maude (probable): right. So we're just going away. So moving down the agenda, page 75, we have 8.1.2.1 policy statement amendment project update. So we have a briefing, which I believe is from Director Frater.

[1:30:00] Voice 17: Yes, thank you. And I'll just note, we've got Mary Storzer with us, who's acting as the primary project lead right now.

[1:30:07] Voice 17: So we wanted to come to you with an update on the project to let you know how it's going generally.

[1:30:11] Voice 17: And also earlier last year, we had had requests from executive committee to talk about engagement and options and plans for next year.

[1:30:20] Voice 17: We brought it to you in December, but executive didn't really dig into that conversation.

[1:30:25] Voice 17: So we're just bringing it here in the event that you still want to talk about this.

[1:30:28] Voice 17: so we're just wanting to let you know that we continue to have really fruitful productive

[1:30:33] Voice 17: meetings with First Nations but it's taking longer than you know than we had initially expected

[1:30:39] Voice 17: so but things are going well based on current you know current conversations we're hopeful that

[1:30:45] Voice 17: there would be the opportunity to perhaps publish an agenda for Trust Programs Committee sort of in

[1:30:50] Voice 17: mid-March maybe after Trust Council for a meeting in April I have not yet connected with the Trust

[1:30:56] Voice 17: Programs Committee Chair around that potential timeline, but hope to do so. I have a meeting

[1:31:01] Voice 17: scheduled with her this afternoon. So that's the way things are tracking right now. We are hearing

[1:31:07] Voice 17: strong comments from nations around the themes of governance for the Trust. So I think there's

[1:31:12] Voice 17: certainly scope there for leadership to leadership conversations around governance at the Trust,

[1:31:18] Voice 17: the opportunities for co-governance, ways to get Indigenous leadership involved and change our

[1:31:24] Voice 17: processes and perhaps our act at some point. So we're trying to distinguish those conversations

[1:31:30] Voice 17: from conversations about the content of the policy statement itself. Certainly, I think you're going

[1:31:36] Voice 17: to find it's been a worthwhile exercise, and you'll have lots to think about when you receive

[1:31:40] Voice 17: the draft. So that's the way it's looking right now. We're not going to be proposing

[1:31:44] Voice 17: any particular new changes to the project trajectory based on what we had reported

[1:31:48] Voice 17: previously, but I wanted to give you that update. We've got nine nations we're actively engaging

[1:31:53] Voice 17: And there's a 10th that may, or a leadership council that may yet come on board, which may provide their comments on a different timeline.

[1:32:04] Voice 17: So perhaps I'll pause there and then see if there's any questions around the project.

[1:32:08] Voice 17: I'll also note that preparation for communication materials is going fairly well as well.

[1:32:14] Voice 17: Most of the major products that we're trying to prepare for the quote unquote go live moment are primarily drafted now.

[1:32:21] Voice 17: and we're looking ahead into the next fiscal year in terms of the types of products we'll do to

[1:32:26] Voice 17: support trustees as they prepare to start engaging and we're also as we note in the

[1:32:31] Voice 17: briefing preparing for engagement planning around potentially in February reaching out to

[1:32:37] Voice 17: local trust committees around seeking their preferences for how they want to undertake

[1:32:43] Voice 17: this work if it is referred to them but before we did that it might be prudent for executive

[1:32:48] Voice 17: executive committee just to look at the plan and confirm that we're on track and this is the way

[1:32:51] Voice 17: you want to proceed so i'll leave it there and i'm available on maria's as well to answer any

[1:32:56] Voice 17: questions you might have and support a discussion all

[1:32:59] Trustee Maude (probable): right questions anybody trust vice chair

[1:33:08] Trustee Maude (probable): elliott well

[1:33:10] Trustee Elliott (probable): okay thank you chair um i did hopefully send ec um some of the thinking

[1:33:18] Trustee Elliott (probable): that i've been doing on this um and i've spoken to or i've emailed each of you vice chairs and

[1:33:24] Trustee Elliott (probable): and Chair Luckham about this, because I do have really strong concerns about the approach that's

[1:33:31] Trustee Elliott (probable): being suggested by Trust Programs Committee. I reached out to the chair after the holidays,

[1:33:40] Trustee Elliott (probable): and she indicated that I think the thinking is that it doesn't make sense to create an

[1:33:50] Trustee Elliott (probable): engagement plan until trustees have seen the draft document and approved it. I think that's

[1:33:58] Trustee Elliott (probable): one issue, because as we all know, we have to budget ahead of time in the fiscal to make sure

[1:34:05] Trustee Elliott (probable): that the funds are available for whatever engagement is being undertaken. So sort of

[1:34:12] Trustee Elliott (probable): of leaving that decision until after March or April or May when trust council lands on

[1:34:19] Trustee Elliott (probable): consensus on the draft is probably not wise. The second point, the chair said that,

[1:34:30] Trustee Elliott (probable): and Director Freighter, I don't know if you could clarify, that the $20,000 that was going to be

[1:34:36] Trustee Elliott (probable): spent on communications was mainly for the consultant and developing the speaking points,

[1:34:42] Trustee Elliott (probable): so all LTCs have the same information. That sounds great, but the next part is not, which is that the

[1:34:51] Trustee Elliott (probable): LTCs are running their own meetings with speaking points developed by staff, but may not have staff

[1:34:56] Trustee Elliott (probable): present, and so trustees are in charge of the engagement. And this approach is problematic

[1:35:05] Trustee Elliott (probable): for a number of reasons I've articulated them to you in an email but mainly the potential for bias

[1:35:14] Trustee Elliott (probable): and the lack of understanding of what it takes to engage with a diversity of views

[1:35:23] Trustee Elliott (probable): especially in one's own community the lack of public trust and confidence in the process

[1:35:31] Trustee Elliott (probable): process, how are we going to gather the findings and collect them in a cohesive way that actually

[1:35:40] Trustee Elliott (probable): will add to the document and not create more confusion, and then the budget itself.

[1:35:48] Trustee Elliott (probable): Holding one community information meeting, I don't know what the cost, I'm sure the cost varies, but

[1:35:56] Trustee Elliott (probable): but could be anywhere from 500 to 1,500 in a six-month period is not a way to gather reliable

[1:36:04] Trustee Elliott (probable): data. You're going to have seasoned, well-versed people coming out with their perspectives and you

[1:36:14] Trustee Elliott (probable): won't be collecting divergent or the full spectrum of views from your community. So a trustee-led

[1:36:23] Trustee Elliott (probable): that approach is just a bad idea. It's not good research. And it's not how any local government

[1:36:31] Trustee Elliott (probable): would approach a project of this significance and scope and complexity. And $200,000 or $280,000

[1:36:42] Trustee Elliott (probable): has been spent on public engagement, which resulted in worse public confidence for the

[1:36:47] Trustee Elliott (probable): the Islands Trust. And so this approach is, I think it's well-intentioned, but it's looking

[1:36:55] Trustee Elliott (probable): at things from a very small local perspective and not the geographical and the complexity that we

[1:37:05] Trustee Elliott (probable): need to look at it from the regional perspective. And that is our job as executive committee. We

[1:37:11] Trustee Elliott (probable): have responsibility for the trust policy statement, for communication with the public,

[1:37:16] Trustee Elliott (probable): and for the public confidence in the islands trust so i do not support this approach by tps

[1:37:23] Trustee Elliott (probable): i've said it many times before and i think we need to set the course today for something

[1:37:29] Trustee Elliott (probable): different thank you for

[1:37:34] Trustee Elliott (probable): the time yeah

[1:37:37] Trustee Maude (probable): oh i see chair lockham staring at the screen

[1:37:42] Trustee Maude (probable): do you have some

[1:37:46] Trustee Maude (probable): words of wisdom

[1:37:47] Voice 12: does that mean you'd like me to say something

[1:37:48] Voice 12: think i

[1:37:49] Trustee Maude (probable): don't

[1:37:55] Voice 12: necessarily disagree with a number of the suggestions that or points of view that

[1:38:02] Voice 12: trustee elliot has brought forward i have lots of similar concerns about how we're going to be

[1:38:07] Voice 12: successful with this um there are definitely challenges and certainly we learned lots from

[1:38:13] Voice 12: the previous uh go around but um i i can't i can't council has has specified that this is

[1:38:23] Voice 12: how they want to do this. They have asked for this opportunity to consult with their communities

[1:38:31] Voice 12: because they believe that they have the best inroads and the best ability to engage with

[1:38:38] Voice 12: their community compared to the previous approach, which was considered to be unsuccessful.

[1:38:44] Voice 12: It had its

[1:38:45] Voice 12: own successes. I want to actually mark that. We learned a lot about what people thought

[1:38:51] Voice 12: And indeed, how many 45 amendments that have been advanced associated with that have been taken from that material.

[1:39:01] Voice 12: And, you know, we're going to empower trustees through this social media training to have some communications tools more broadly than just social media to help them with this.

[1:39:11] Voice 12: But this is something that council has asked for.

[1:39:14] Voice 12: And you're absolutely right, Trustee Elliott.

[1:39:17] Voice 12: Elliot, this falls directly under the executive committee's responsibilities. The executive

[1:39:24] Voice 12: committee, myself, have previously made commitments to work with Trust Programs Committee to shepherd

[1:39:28] Voice 12: this work through, and they remain committed to this process. So if we want to change the course

[1:39:37] Voice 12: today, in your words, what does that look like? What is the alternative, particularly given

[1:39:46] Voice 12: given at this very moment in time, the most important thing for every member, including

[1:39:51] Voice 12: other vice chairs, every member of council, is that they want to see the draft before

[1:39:57] Voice 12: they say anything, because it may be simple or it may be hard, it may be rejected outright

[1:40:04] Voice 12: or not, but how it is, and I have not seen it, none of us have seen it, we're encouraged

[1:40:11] Voice 12: courage to believe that it's going to land in a good place and I have no doubt that it will

[1:40:17] Voice 12: how that's received by broad spectrum of diversity and the points of view in our communities is yet

[1:40:23] Voice 12: to be uh determined um but I think that at the moment um we can change the course at any point

[1:40:31] Voice 12: in time but in fact I think we need direction from Council to change the course if that's what

[1:40:35] Voice 12: happens but I think Council is not going to be prepared to change the course until they've seen

[1:40:39] Voice 12: seen the draft and so we need to see the draft before we start moving things around it's um

[1:40:48] Voice 12: uh there there may be there may be limitations associated with budget and ability and all that

[1:40:54] Voice 12: for sure but um this is not a bad plan um it's um and it meets council's requirements if i'm not

[1:41:02] Voice 12: not mistaken.

[1:41:03] Trustee Elliott (probable): With all due respect, sir, it is a bad plan. We have a council of 50% new trustees

[1:41:12] Trustee Elliott (probable): who... A good plan is to have an engagement strategy that is handled by professionals

[1:41:20] Trustee Elliott (probable): and people who are at arm's length from their community. And they allow trustees to have the

[1:41:28] Trustee Elliott (probable): conversations and to engage in the way that that they see fit in their community but that the data

[1:41:33] Trustee Elliott (probable): is gathered by professionals and staff not trustees because what you're going to get is

[1:41:42] Trustee Elliott (probable): we get a draft i like this part great i'm going to go talk to all my friends we're going to have

[1:41:48] Trustee Elliott (probable): a community meeting and i'm going to put out it out on social media and we're going to talk about

[1:41:53] Trustee Elliott (probable): this element of the policy statement somebody else is enthusiastic about toby loves reconciliation

[1:41:58] Trustee Elliott (probable): That's all she talks about. It's going to be uneven, disjointed, and it's not valid. That is not a valid way of collecting information. We've got very different viewpoints on council, and people are going to pick and choose with good intentions, right?

[1:42:19] Trustee Elliott (probable): We all believe and hold values that we hold for very good reasons, but that is not the

[1:42:27] Trustee Elliott (probable): way to gather information so that you can draft a policy statement that will be broadly

[1:42:33] Trustee Elliott (probable): representative of the interest in the trust area.

[1:42:36] Trustee Elliott (probable): So what I would suggest is that EC drafts a strong recommendation to trust counsel indicating

[1:42:46] Trustee Elliott (probable): indicating that it would support a change in approach

[1:42:50] Trustee Elliott (probable): and list the reasons why.

[1:42:58] Trustee Maude (probable): Okay, well, it gets complicated because, you know,

[1:43:04] Trustee Maude (probable): whether or not trustees imply bias in a consultation process or not,

[1:43:10] Trustee Maude (probable): at the end of the day, they're voting for or against something.

[1:43:15] Trustee Maude (probable): It's difficult for me.

[1:43:17] Trustee Maude (probable): I somewhat very much agree with Chair Leckham.

[1:43:22] Trustee Maude (probable): Until I've seen the document, I don't have an opinion.

[1:43:27] Trustee Maude (probable): I don't have an opinion about what consultation process is going to work.

[1:43:32] Trustee Maude (probable): I don't have an opinion about anything because I don't know what I'm talking about.

[1:43:36] Trustee Maude (probable): I need to see that document and understand that document.

[1:43:40] Trustee Maude (probable): And that sets the foundation for me trying to set the road forward

[1:43:44] Trustee Maude (probable): forward because the last draft of the trust policy statement, the day I saw it, I didn't

[1:43:54] Trustee Maude (probable): like it. I didn't like it at all. And I was very uncomfortable with advancing the first

[1:43:59] Trustee Maude (probable): reading on it. And we ended up being in not a good situation. So if I had been asked after

[1:44:08] Trustee Maude (probable): I'd seen the first draft, my vote of trust counsel would have been like, let's start

[1:44:13] Trustee Maude (probable): it again let's let's let's work together and see if we can massage this draft before we actually

[1:44:19] Trustee Maude (probable): put it out there but that's where i'm at i see trustee peterson has his end up um

[1:44:26] Voice 14: yes thank you

[1:44:27] Voice 14: um vice chair elliot i i absolutely hear where you're coming from um i don't i i mean i in

[1:44:40] Voice 14: principle i don't have a problem with um you know with with this with your suggestion here which is

[1:44:49] Voice 14: as a recommendation but as has been noted um trust council uh to my recollection um

[1:45:00] Voice 14: has approved that the direction that was recommended by the trust programs committee

[1:45:06] Voice 18: so what i

[1:45:07] Voice 14: uh no i if you hear me out i'm listening

[1:45:11] Voice 14: Okay. So I guess I think in terms of approaching this, it might be valuable to do some one-on-one outreach to some of those people.

[1:45:30] Voice 14: I don't, I'm kind of concerned that no matter how strong of a recommendation EC makes, that without some, you know, without some discussion with those members of Trust Programs Committee to, like, I'm just a little concerned about the, how this will be received.

[1:45:59] Voice 14: Like, this is one of those situations where I look at, like, in terms of your goal, what is the best way to achieve it?

[1:46:15] Voice 14: And I'm not, at this point, I'm not convinced that the strong recommendation is the route at this moment.

[1:46:24] Trustee Elliott (probable): What a recommendation will do is give us, give Trust Council options.

[1:46:29] Trustee Elliott (probable): options so you're right they may choose not to go with that but what we're seeing is staff have

[1:46:35] Trustee Elliott (probable): brought this back three times expressing concern and the risks associated with this approach

[1:46:42] Trustee Elliott (probable): and as executive committee we are the leadership body we are responsible for this so if we don't

[1:46:50] Trustee Elliott (probable): listen to that then we're either going to be uncomfortable now having that conversation

[1:46:54] Trustee Elliott (probable): with trust counsel or uncomfortable later when the plan fails. So pick your poison. I'm perfectly

[1:47:02] Trustee Elliott (probable): happy to put forward a recommendation that this is not a good plan. There may be some trustees that

[1:47:07] Trustee Elliott (probable): still want to go ahead with a trustee-hosted series of engagements. It'll go to a vote and

[1:47:14] Trustee Elliott (probable): we'll see what council says. But as the elected body with the responsibility for the policy

[1:47:20] Trustee Elliott (probable): statement i think we're not doing our job if we let this go out and say it's gonna it's fine it's

[1:47:27] Trustee Elliott (probable): what trust council decided this is our job and this is the moment of decision where you can offer

[1:47:32] Trustee Elliott (probable): some options to trust council yeah

[1:47:36] Trustee Maude (probable): i see some words of wisdom coming from chair lachen i don't

[1:47:41] Voice 12: know that it's all that wise other than our job is to support decisions of council and until we

[1:47:49] Voice 12: see the draft i don't think we can we know what we're talking about um until we see the draft and

[1:47:57] Voice 12: get a taste for what it looks like and sounds like and our own sort of perceptions all trustees

[1:48:03] Voice 12: perceptions of how that's going to be received there'll be truth there'll be two there'll be

[1:48:08] Voice 12: two obvious things one this is a walk in the park and we can do this under the plan that we have

[1:48:15] Voice 12: or wow this is a big deal there's no way we can possibly achieve this through the

[1:48:19] Voice 12: plan that we presently have and so then indeed once we've seen it there will be

[1:48:24] Voice 12: opportunities to determine whether or not the path forward is as we've

[1:48:29] Voice 12: indicated and you know I just have a question here you've spoken with the

[1:48:34] Voice 12: chair of Trust Programs Committee with respect to the to this what was her

[1:48:40] Voice 12: reception to your concerns? And is she confident about continuing on the path they're on? Because

[1:48:46] Voice 12: I think it certainly sets up not a great scenario for executive committee to reject the trust

[1:48:54] Voice 12: programs committee, a body of, you know, a dozen people on council that have endorsed advancing

[1:48:59] Voice 12: this. Right or wrong, they've endorsed advancing this the way it is.

[1:49:03] Voice 12: but

[1:49:04] Trustee Elliott (probable): with respect they they came into this new and how many of those people were around last year

[1:49:11] Trustee Elliott (probable): this this plan has been on the books for almost nine months this six month period of trustee-led

[1:49:17] Trustee Elliott (probable): engagement nobody has challenged it or said anything different so we've got to be fair some

[1:49:26] Trustee Elliott (probable): some novices, and we've got experienced people. And I'm asking that those experienced people,

[1:49:34] Trustee Elliott (probable): and I'm listening to the three of you who were trustees before. I'm the newbie here.

[1:49:41] Trustee Elliott (probable): If you don't want to go with this direction, that's fine. I think it's going to be a mistake,

[1:49:46] Trustee Elliott (probable): but if I can't change your minds, I can't change Trust Council's minds. This is just not the way

[1:49:53] Trustee Elliott (probable): to do research and it's not the way to approach a massive project of this scope and scale um it's

[1:49:59] Trustee Elliott (probable): small potatoes we need to take leadership and you've already heard the rest of what i'd say

[1:50:06] Trustee Maude (probable): chair luckham did you still have your hand up or are we moving on to vice chair peterson no i i

[1:50:13] Voice 12: just think that when we see the draft we can get the temperature council and we can decide what

[1:50:17] Voice 12: direction we're going to take but at the moment i think we just stick through the course vice chair

[1:50:23] Trustee Maude (probable): peterson yeah

[1:50:25] Voice 14: i would just wanted to note that um the decision in uh trust programs committee

[1:50:32] Voice 14: wasn't unanimous that that's absolutely the case so i just again i would say there may be

[1:50:38] Voice 14: um in terms of of uh changing minds winning winning over uh folks i think there there may

[1:50:46] Voice 14: be some some space there i just i i but i tend to agree with with the um the other comments i've

[1:50:54] Voice 14: heard about waiting until we see the draft and so i guess what i'm trying to say is i i you know

[1:51:02] Voice 14: don't abandon this effort just because we're not advancing it today and

[1:51:09] Trustee Maude (probable): i certainly would concur

[1:51:10] Trustee Maude (probable): concur with that. As I stated, you know, until I see the trust policy statement draft, I don't

[1:51:18] Trustee Maude (probable): feel comfortable laying out the road forward. And, you know, I think very much so

[1:51:26] Trustee Maude (probable): the thought that you put forward as to an alternate process, I think might have great value.

[1:51:33] Trustee Maude (probable): But my endorsement of that great value would be once I see the policy statement. Now, trustee,

[1:51:39] Trustee Maude (probable): And

[1:51:42] Trustee Elliott (probable): I would suggest that the content doesn't matter. When you craft an engagement policy or an engagement process and an approach, you look at what worked before and what didn't, which is the modus report to EC, which if Trust Programs Committee hasn't seen it, should be sent to all members of Trust Programs Committee because it's really good.

[1:52:03] Trustee Elliott (probable): And it warns us of exactly this kind of situation. Partiality, very few small interest groups that drove the conversation, social media blow up, it's all in there. So if we want to just do round two of what was last year, that's fine.

[1:52:21] Trustee Elliott (probable): And I will work to the best of my ability to make this a success. But I don't think an engagement strategy necessarily depends on the content. How would you take the temperature of trustees to say, well, now how are we going to bring this out in community? That is just not doable.

[1:52:41] Trustee Elliott (probable): doable i'll let it rest because um i see that there's no support for changing course um from

[1:52:47] Trustee Elliott (probable): this committee but i don't think this is going to be a good course of action so let's see what

[1:52:52] Trustee Elliott (probable): happens well

[1:52:54] Trustee Maude (probable): i i would suggest that at this moment there is no support i i think that it very much

[1:53:01] Trustee Maude (probable): should be left on the front burner um from your perspective and when we see the the the draft

[1:53:09] Trustee Maude (probable): statement, that's when I think that you can bring these recommendations forward and we can look at

[1:53:15] Trustee Maude (probable): things. I think that it's that staff are well aware of your comments and our comments and are

[1:53:23] Trustee Maude (probable): aware that, you know, is that we have a draft engagement process that is not necessarily fully

[1:53:32] Trustee Maude (probable): endorsed at this point in time, and it very well could be subject to change. I think that's where

[1:53:38] Trustee Maude (probable): but but

[1:53:39] Trustee Elliott (probable): but staff are warning us of of the path ahead if you read the report

[1:53:47] Trustee Elliott (probable): uneven delivery of public engagement unavailable resources due to overlapping decentralized

[1:53:52] Trustee Elliott (probable): engagement activities a lack of public confidence in the engagement process so it's not like staff

[1:53:59] Trustee Elliott (probable): are going to change course they've done their job and said here's the problems with this course

[1:54:05] Trustee Elliott (probable): course, you decide, and we're choosing not to decide. So I just want to leave that on the table.

[1:54:10] Trustee Elliott (probable): This is not going to be put on staff because they have done their job. And everyone should read the

[1:54:16] Trustee Elliott (probable): modus report, including every member of TPC. And if they haven't, that's homework. So if anything,

[1:54:25] Trustee Elliott (probable): EC should recommend that the modus report from 2022, or whatever it is, be forwarded to Trust

[1:54:31] Trustee Elliott (probable): programs committee uh for the members to read and evaluate and incorporate into their engagement

[1:54:38] Trustee Elliott (probable): plan suggestions would

[1:54:40] Trustee Maude (probable): you like to make that motion

[1:54:42] Trustee Elliott (probable): sure that's

[1:54:45] Voice 12: a motion i will second it thank

[1:54:47] Voice 12: you that

[1:54:49] Trustee Elliott (probable): the modus report what year was it uh claire help me out here um i don't have that

[1:54:59] Trustee Elliott (probable): you're at

[1:54:59] Voice 16: hand i'm guessing 20

[1:55:01] Voice 16: 21

[1:55:03] Voice 8: if i have to

[1:55:04] Voice 15: one i think it's 21.

[1:55:06] Trustee Elliott (probable): yeah yeah 20 21. um be forwarded

[1:55:09] Trustee Elliott (probable): to uh members of the chair and members of the trust programs committee and request that they

[1:55:18] Trustee Elliott (probable): review to learn uh review it to aid their engagement planning process for the tps

[1:55:33] Trustee Elliott (probable): amendment project you

[1:55:35] Trustee Maude (probable): can see this that works the wording that's on the screen works for you

[1:55:43] Trustee Elliott (probable): engagement party approaches they review yeah that's just muddled there and request

[1:55:48] Trustee Elliott (probable): Request that it be reviewed to support and request that it be reviewed to support development of there and you can eliminate up to the engagement process.

[1:56:09] Trustee Elliott (probable): Yeah. Thank you so much, Alex.

[1:56:14] Trustee Elliott (probable): Just take a replace there with the of the engagement planning process for the TPS amendment project.

[1:56:19] Trustee Elliott (probable): Yeah. Because it's not their engagement planning process. They're making recommendations. And then I think we should budget more money. Do we want to look at the business case? 30,000 MODUS. I think it's M-O-D-U-S. Sorry, I've got it up here somewhere. M-O-D-U-S. Engagement Strategy 2021-09-07. Yeah, it was a

[1:56:50] Trustee Elliott (probable): report to EC.

[1:56:53] Trustee Maude (probable): all right correct

[1:56:54] Trustee Elliott (probable): um and as long as their engagement process if you could change there to

[1:56:59] Trustee Elliott (probable): the uh development of the engagement planning process for the tps thank you that's great

[1:57:06] Trustee Elliott (probable): all right

[1:57:07] Trustee Maude (probable): sure luck and you're seconding it or do you have discussion i

[1:57:11] Voice 12: i would like to i'd like to

[1:57:14] Voice 12: discuss it a little bit more before we get to actually advancing this motion um i want to be a

[1:57:20] Voice 12: a person of fewer words and I'm also less likely to direct somebody to take

[1:57:25] Voice 12: some particular action so I think that what I was supporting was forwarding the

[1:57:32] Voice 12: motor support 20 21 to their members of GPC for their consideration in the

[1:57:39] Voice 12: policy statement work I think that's all it needs to say they can read the report

[1:57:43] Voice 12: and come to their own conclusion about what it is that they may or may not want

[1:57:46] Voice 12: want to do. So I'll leave it over to the mover. But those are my remarks. And then I guess I will

[1:57:55] Voice 12: consider seconding it. I certainly think it's reasonable to ask TPC to review this report.

[1:58:06] Trustee Elliott (probable): I am comfortable giving direction because it's our responsibility. So we are working with TPC.

[1:58:13] Trustee Elliott (probable): They've presented a plan. We're saying here's something to look at to inform your plan. So

[1:58:22] Trustee Elliott (probable): I'm happy to move it as written.

[1:58:25] Trustee Maude (probable): I see Director Freyder has her hand up.

[1:58:29] Voice 17: Just staff looking for clarity on that second clause.

[1:58:32] Voice 17: Request that it be reviewed to support development of the engagement planning process.

[1:58:36] Voice 17: Is that development, are you anticipating that?

[1:58:39] Voice 17: Because right now the way it's happening is that executive committee is leading the engagement planning process with a recommendation from Trust Programs Committee.

[1:58:46] Voice 17: So if you were thinking it's this entire motion is directed at Trust Programs Committee, you might like to amend that second clause to say something like request that it be reviewed to inform any further recommendations about the engagement planning process.

[1:58:59] Voice 17: Or if it's intended that you see, maybe you should say, you know, specify that it's EC.

[1:59:05] Trustee Maude (probable): Okay, there was a thumbs up from the mover. So, Director Freyder, did you want to just provide your wording?

[1:59:12] Voice 17: sure that request that it be reviewed to inform any further recommendations about

[1:59:27] Voice 17: the policy statement amendment project and then you could get rid of the words right up to the

[1:59:38] Voice 17: word engagement oh

[1:59:46] Voice 8: sorry i realized you had it at the end and everything after right and then

[1:59:50] Voice 8: after the word process sorry folks i missed that project engagement planning process yeah

[1:59:57] Trustee Maude (probable): Okay, so Ms. Guerrero, you're happy with that?

[2:00:01] Trustee Maude (probable): Okay. Chair Luckham, are you happy?

[2:00:04] Voice 12: No, that's a second.

[2:00:05] Trustee Maude (probable): Okay, that's a second. Any further discussion?

[2:00:09] Trustee Maude (probable): All right, we'll call the question. All in favor?

[2:00:13] Trustee Maude (probable): And that carries.

[2:00:16] Trustee Maude (probable): Thank you.

[2:00:19] Trustee Elliott (probable): The second piece is if we're not going to make a recommendation of a different approach,

[2:00:23] Trustee Elliott (probable): do we need to amend the business case for funds?

[2:00:30] Trustee Elliott (probable): Is everyone content with $35,000 in the first fiscal and, what is it, 25 in the next?

[2:00:37] Trustee Maude (probable): I don't know if anybody else has any comment, but I'm sort of the same line.

[2:00:43] Trustee Maude (probable): Until I see it, I don't have an opinion.

[2:00:46] Voice 18: Okay.

[2:00:48] Voice 12: I would say that certainly that question can be raised at TPC.

[2:00:55] Voice 12: c and tpc you know in this particular situation that the ec has handed it over to them to

[2:01:02] Voice 12: certainly to to to help shepherd the project and if there's a shortage on the budget associated

[2:01:09] Voice 12: with that then that recommendation for additional budget for that should come from that committee

[2:01:17] Voice 10: okay if

[2:01:19] Voice 17: i might share certainly

[2:01:21] Voice 10: i

[2:01:22] Voice 17: just want to clarify it at this time like the business case

[2:01:24] Voice 17: was advanced to council from executive committee so um at this time like typically we wouldn't be

[2:01:29] Voice 17: providing one committee's business case to another committee but certainly i could speak with the

[2:01:33] Voice 17: chair and add the business case to their next agenda but it is executive committee's business

[2:01:37] Voice 17: case right

[2:01:38] Voice 12: understood that yeah okay

[2:01:40] Voice 17: all

[2:01:42] Trustee Maude (probable): right can we move on to 8.2.2.1 88-92 2024 avicc ubcm

[2:01:54] Trustee Maude (probable): proposed resolutions that director freighter yes

[2:02:04] Voice 17: thank you um and i'll see if mary's online if

[2:02:07] Voice 17: she'd like to speak to it otherwise i'm happy to we didn't no i'm happy to proceed speaking um

[2:02:14] Voice 17: wanting to let you know that this is your annual item that's come forward um we've been through

[2:02:18] Voice 17: the previous steps of seeking suggestions and then you selected a topic and now we're bringing

[2:02:24] Voice 17: back the specifics of the potential resolution and backgrounder um this um as you will note in

[2:02:30] Voice 17: the potential resolution this is around composting toilets primarily and a change to the manual that

[2:02:37] Voice 17: guides how it happens and also a request for additional funding to support the implementation

[2:02:42] Voice 17: of that provincial manual so it's there for your consideration it's been developed primarily by

[2:02:49] Voice 17: I would say Planner Chadwick and Policy Advisor Storzer with some input from others and they've

[2:02:59] Voice 17: They've been speaking to some provincial staff and sector experts to inform their advice to you.

[2:03:04] Voice 17: So happy to take questions.

[2:03:07] Voice 17: Thank

[2:03:07] Trustee Maude (probable): you. Any questions from anybody? Vice Chair Elliott?

[2:03:14] Trustee Elliott (probable): No, I'm just extremely in support of this.

[2:03:17] Trustee Elliott (probable): In order to address affordable housing in rural areas, we need to address services.

[2:03:24] Trustee Elliott (probable): And so this has been long outstanding.

[2:03:27] Trustee Elliott (probable): I don't know how many other municipalities or regional districts are talking poop,

[2:03:31] Trustee Elliott (probable): hoop, but the research and the science is far ahead of where Island Health's regulations would

[2:03:39] Trustee Elliott (probable): have us, so I'm very much in support of this, and I would like to move the recommended

[2:03:44] Trustee Elliott (probable): motion, if I could.

[2:03:46] Trustee Maude (probable): Certainly, go forward.

[2:03:48] Trustee Elliott (probable): I move that the Executive Committee direct staff to

[2:03:51] Trustee Elliott (probable): forward a resolution with backgrounder for consideration of the 2024 Association of

[2:03:55] Trustee Elliott (probable): Vancouver Island and Coastal Communities, AVICC, and Union of BC Municipalities UBCM

[2:04:01] Trustee Elliott (probable): conventions requesting that the province review the manual of composting toilets and gray water

[2:04:06] Trustee Elliott (probable): practice and provide funding for demonstration projects and professional development for

[2:04:11] Trustee Elliott (probable): practitioners thank

[2:04:13] Trustee Maude (probable): you do we have a secondary chair luckham seconds any discussion certainly

[2:04:20] Trustee Maude (probable): strongly endorsed that okay we'll call the question all in favor and that carries all right

[2:04:30] Trustee Maude (probable): um so we move forward from that um we have a website update briefing i believe that again

[2:04:37] Trustee Maude (probable): Again, it's Director Fraider.

[2:04:41] Voice 17: Yes, thank you with acknowledgement for the CAO for stepping in to help with this, with the draft briefing.

[2:04:48] Voice 17: So where we are at with the website is, this is providing you a status of where we're at with the website.

[2:04:55] Voice 17: We've had a number of bumps towards the end of 2023 with updates that one that we undertook to improve the back end

[2:05:04] Voice 17: in the document library that didn't have issues that showed up in testing and in the development

[2:05:09] Voice 17: environment that when they went live had fairly severe impacts on the site. And also when a

[2:05:15] Voice 17: routine update happened, we had difficulties with web files. Both of those issues are now

[2:05:19] Voice 17: resolved. And we've undertaken a conversation with the firm, Keorda, that supports the website

[2:05:26] Voice 17: to undertake some analysis around future needs and also to go through a list that we've been

[2:05:33] Voice 17: keeping of you know as time permits getting to various improvements so with that we've documented

[2:05:38] Voice 17: them all for you here i think the conclusion is the site is relatively healthy it should last a

[2:05:43] Voice 17: number of more years and we've indicated the recommendation from the contractor is that we

[2:05:49] Voice 17: around 2026 we might want to look at going back out to market for a refresh there are a number

[2:05:56] Voice 17: of items that still are required and opportunities to improve we have asked the contractor to develop

[2:06:00] Voice 17: quotes um so we can make informed decisions around um moving forward on those um and i guess with

[2:06:08] Voice 17: that i'm happy to take questions i'll turn to the cao i guess and see if there's anything further to

[2:06:12] Voice 17: add but our conclusion is it's in relatively good health now we have a really much improved

[2:06:17] Voice 17: understanding of where the vulnerabilities are um we are where the meeting and events calendar

[2:06:21] Voice 17: particular needs work um and i'll turn it over there to see if there's anything to supplement

[2:06:26] Voice 17: I

[2:06:27] Voice 15: support this I think the crux of your decision-making here is have we have we

[2:06:36] Voice 15: had our most of the suffering we would have with bringing on a new website is

[2:06:40] Voice 15: that past us and are the repairs appropriate to bring us forward for next

[2:06:43] Voice 15: three or four years where you have to more regularly in this technological

[2:06:47] Voice 15: environment redo your website the last time was just too long so we'll be doing

[2:06:53] Voice 15: this again in some time our recommendation is that um there may be a few things that pop up

[2:06:59] Voice 15: but for the most part we should save our money um make these fixes um you know continue to make uh

[2:07:08] Voice 15: you know whatever changes we can for uh to assist people accessing and getting good information out

[2:07:13] Voice 15: you know i think that both in our capacity so i i would not um redo this i would continue the

[2:07:20] Voice 15: repair process that's going to be pretty strong site and uh we move on thank you you're welcome

[2:07:29] Voice 12: um yeah thank you so this is good news and that that's great i guess what i would expect that we

[2:07:37] Voice 12: would continue to do these repairs and i would continue to expect that we would look towards

[2:07:42] Voice 12: the future um for some kind of a transition plan and as i like

[2:07:46] Voice 1: what you just

[2:07:47] Voice 12: said there about

[2:07:48] Voice 12: saving up for her website update but certainly we need to prep counsel for

[2:07:54] Voice 12: the reality sometime and then not too distant future for that additional cost

[2:07:59] Voice 12: I've got an assistant here at the moment that's helping I like bear with me and

[2:08:06] Voice 12: so what I'm what I'm mostly concerned about is to be sure that we have

[2:08:10] Voice 12: confidence in the robustness of the website over the next six months to a

[2:08:15] Voice 12: year because of course with the policy statement landing in that place and the level of inquiries

[2:08:21] Voice 12: and searches and all of that both by trustees and the public that we have that stability in

[2:08:27] Voice 12: the network to support this level of engagement this time through the chair

[2:08:34] Voice 10: yeah well through the

[2:08:36] Voice 17: chair i'll respond to that

[2:08:37] Voice 10: certainly um

[2:08:39] Voice 17: so certainly what we're hearing from the contractor

[2:08:41] Voice 17: is we're you know 95 functional they have you know it is fragile code in some areas

[2:08:46] Voice 17: is. So we can't make, you know, guarantees, but they're feeling fairly confident that we've worked

[2:08:51] Voice 17: on the worst of it. And we know some of that fragility. Of course, with every update, there

[2:08:56] Voice 17: comes a risk, but we're feeling like we're in a good place. What I would add is that it seemed

[2:09:02] Voice 17: like Trustee Luckin was suggesting that we have a reserve fund for updating the website. At this

[2:09:06] Voice 17: point, I don't have Director Mobbs on the line, but currently our financial statements and our

[2:09:11] Voice 17: our financial systems are not set up to have a reserve fund for a project like this um which

[2:09:16] Voice 17: you know it's something i've asked about in the past because it makes sense when you've got a

[2:09:19] Voice 17: multi-hundred thousand dollar project that occurs every so often it might be worthwhile but currently

[2:09:24] Voice 17: that's not the approach the trust takes um so we would be coming forward um in future years with a

[2:09:29] Voice 17: fairly big ask for a new a new website and i think that is yeah so that's the position we're in right

[2:09:35] Voice 17: now but we don't have any estimated costs for down the road at this time yeah

[2:09:40] Trustee Maude (probable): yeah thank you

[2:09:40] Trustee Maude (probable): the reason i brought it forward was basically was that exact point is you know you have the

[2:09:45] Trustee Maude (probable): resources and the funding within the budget to address anything um it sounds like in good hands

[2:09:50] Trustee Maude (probable): and that's all i ask thank you very much um i think that might be just a lingering um

[2:10:03] Voice 12: thank you claire for that and um i have a high level of confidence in

[2:10:09] Voice 12: And Kedora is providing a much higher level of professional service to us on our information systems platform, not just a website developer.

[2:10:19] Voice 12: And so if they're telling us 95%, I'd say that's pretty good.

[2:10:23] Voice 12: But we want to keep an eye on that 5% that it doesn't bite us.

[2:10:27] Voice 12: And I'm assuming that this is the case.

[2:10:30] Voice 12: You know, the trouble is I don't know too much about IT, but that in an update scenario that we're doing some kind of pre-launch analysis and examination before we can vibe with the system.

[2:10:43] Voice 12: And so we obviously want to be very cautious, and I'm sure that Kedora has a strategy for being cautious.

[2:10:49] Voice 12: So thank you.

[2:10:52] Trustee Maude (probable): Now, just for me personally, I'm about to run out of battery power on my laptop.

[2:10:57] Trustee Maude (probable): talk. I'd appreciate if we could take a five-minute break so I can relocate to next door where they

[2:11:02] Trustee Maude (probable): have a generator running. Is everybody okay with that? Okay, so if we could, we'd just take a

[2:11:10] Trustee Maude (probable): five-minute break.

[2:11:12] Voice 12: I do wonder whether or not, I'm on a different time zone here, whether or not

[2:11:17] Voice 12: there might be an opportunity to take an extended early lunch break at this point and then come back.

[2:11:23] Voice 12: Otherwise, I am going to have to go absent here for a little bit coming up.

[2:11:28] Trustee Maude (probable): So you would suggest

[2:11:30] Trustee Maude (probable): like a 30-minute break it would work well for you to

[2:11:33] Voice 12: lunch break if that's

[2:11:36] Voice 12: okay with staff yeah

[2:11:37] Trustee Maude (probable): so so if that works for everybody we would come back back at

[2:11:42] Trustee Maude (probable): say noon Pacific Standard Time if that works for everybody okay thank you very

[2:11:52] Trustee Maude (probable): much we will see everybody in 30 minutes thank

[2:11:55] Voice 12: you sir thank

[2:11:57] Trustee Maude (probable): you very much for

[2:11:57] Trustee Maude (probable): indulging me good

[2:12:00] Trustee Elliott (probable): luck out there

[2:43:47] Voice 12: Acting Chair Maude, thank you very much for your stewardship.

[2:43:52] Trustee Maude (probable): Well, it's been interesting.

[2:43:56] Voice 12: Not as interesting as here, I can assure you of that.

[2:44:00] Trustee Maude (probable): I'm sure you're having a much better time than we are.

[2:44:05] Trustee Maude (probable): It's nothing better than being surrounded by little ones.

[2:44:08] Voice 12: It has its challenging moments.

[2:44:10] Voice 12: Anyway, I've handed them off to my son now,

[2:44:13] Voice 12: so a little bit of relief here for a few minutes anyway.

[2:44:17] Voice 12: All

[2:46:34] Trustee Maude (probable): right, we're back.

[2:46:35] Trustee Maude (probable): Doc, are we, what was the, did we have a status update on Trustee Elliott?

[2:46:43] Voice 12: She came back in and said, oh, you've broken the meeting or something.

[2:46:47] Voice 12: So she saw that we were reconvening at noon, I think.

[2:46:51] Trustee Maude (probable): Okay.

[2:46:52] Trustee Maude (probable): On a 1201.

[2:46:56] Voice 16: I think she was planning to join.

[2:46:58] Voice 16: I've had no other update.

[2:46:59] Trustee Maude (probable): Okay.

[2:47:00] Trustee Maude (probable): Thank you.

[2:47:02] Trustee Maude (probable): Well, maybe we'll just give it one more minute and press on.

[2:47:06] Trustee Maude (probable): All right.

[2:47:47] Trustee Maude (probable): I think we should maybe just reconvene now.

[2:47:51] Trustee Maude (probable): I just wanted to finish off on the last topic.

[2:47:55] Trustee Maude (probable): I just wanted to reiterate our appreciation to Director Frey

[2:47:58] Trustee Maude (probable): for all of the work that she's done with the website.

[2:48:03] Trustee Maude (probable): The last little while has been very, very challenging,

[2:48:06] Trustee Maude (probable): and I'm sure she's had many sleepless nights

[2:48:09] Trustee Maude (probable): and frustrating conversations,

[2:48:11] Trustee Maude (probable): but I appreciate that she's managed to stick handle

[2:48:14] Trustee Maude (probable): getting it back to being reasonably functional

[2:48:16] Trustee Maude (probable): and giving us a nice, solid report,

[2:48:19] Trustee Maude (probable): knowing that we do have a road forward, too.

[2:48:21] Trustee Maude (probable): Again, our appreciation.

[2:48:23] Voice 17: Thank you, Chair.

[2:48:24] Voice 17: If I might, Chair, can I just add, I want to put credit where credit's due.

[2:48:27] Voice 17: It's really Morgana that has really been shepherding all the fixes and put a great deal of time and energy in.

[2:48:32] Voice 17: So I just want to make sure that

[2:48:33] Trustee Maude (probable): that's acknowledged.

[2:48:35] Trustee Maude (probable): Absolutely.

[2:48:36] Trustee Maude (probable): Well, we will pass on our appreciation and respect.

[2:48:40] Trustee Maude (probable): Thank you.

[2:48:41] Voice 17: I will do that.

[2:48:42] Voice 17: Thank you.

[2:48:43] Trustee Maude (probable): All right.

[2:48:43] Trustee Maude (probable): So if I'm reading this right, we're at page 96, which is 9.1.1, which is the CAO hiring committee request for decision.

[2:48:56] Trustee Maude (probable): I don't know who is in charge of briefing us on that.

[2:49:03] Voice 15: I'm

[2:49:03] Trustee Maude (probable): assuming maybe the CAO.

[2:49:05] Voice 15: Well, I wrote this report.

[2:49:07] Trustee Maude (probable): Well, then we'd love to hear from you.

[2:49:11] Voice 15: Okay.

[2:49:12] Voice 15: Thank you very much.

[2:49:13] Voice 15: um for obvious reasons um there is a need to strike your caohc it's by policy

[2:49:21] Voice 15: and just by good practice that you have a body that undertakes and monitors the hiring process

[2:49:27] Voice 15: on behalf of trust council and with trust council's um assistance and input so um i would

[2:49:36] Voice 15: I would suggest to you that time is of the essence, for the most part, for an executive hire.

[2:49:43] Voice 15: Six months, I think it is possible, but it will be, you would have to do everything,

[2:49:48] Voice 15: the organization will have to do everything right in good sequence

[2:49:53] Voice 15: and not get off in one direction or another to achieve that six-month goal.

[2:49:59] Voice 15: To that end, though, you need to, it's the executive committee who our policy recommends the forming of the committee.

[2:50:07] Voice 15: which is scheduled based on the advice of this body.

[2:50:11] Voice 15: We kind of got it going.

[2:50:12] Voice 15: There's a meeting scheduled for this Friday.

[2:50:14] Voice 15: That's the initial meeting of the CAOHC.

[2:50:18] Voice 15: We'd like you to formally start the group and approve the date.

[2:50:23] Voice 15: There's lots to discuss, but I encourage the chair,

[2:50:27] Voice 15: who has been through this process before,

[2:50:31] Voice 15: um and yourselves perhaps to um think through how uh the um what are some key um conversation

[2:50:40] Voice 15: points um that we will engage with you maybe chair luck on tomorrow morning to put together

[2:50:46] Voice 15: a brief agenda for this for this first first meeting uh i have attached so there's a few

[2:50:54] Voice 15: things to consider so I have attached a very simple outline which can get much

[2:51:01] Voice 15: more complicated so that's one thing so determining some sort of schedule the

[2:51:08] Voice 15: CAOC will also be considering how it wants to undertake this work and there

[2:51:14] Voice 15: are some options and certainly on Friday I can you know sort of globally go

[2:51:19] Voice 15: through what those options would be that's either working with the public

[2:51:22] Voice 15: service agency or or working with a private contractor there would be budgetary considerations

[2:51:27] Voice 15: associated with a private contractor um and attached to this report is some contextual

[2:51:36] Voice 15: information one the terms of reference for the for the new committee um some of the hiring policies

[2:51:42] Voice 15: or parameters that are associated with public service agency and of course i've already said

[2:51:47] Voice 15: this schedule um you know i could respond to a series of you know one of the key questions is

[2:51:55] who do you want to have shepherd

[2:51:58] Voice 15: this process on your behalf and i think the caohc is going to

[2:52:01] Voice 15: really be sitting on that question from a staff perspective you've got a range of options i'm

[2:52:09] Voice 15: probably the person most familiar with this type of thing um and you know i could um assist

[2:52:14] Voice 15: committee to a certain point, and then when the committee felt, hey, this moves to sort

[2:52:21] Voice 15: of a different phase, then I can back out, that's an option for you or for the committee,

[2:52:30] Voice 15: but also the consideration of some other senior staff person who might be your main liaison.

[2:52:35] Voice 15: So there's just some delicacy in some figuring things out, which I think will happen at that

[2:52:39] Voice 15: committee um and i will also say that uh the governance committee tried to have some

[2:52:46] Voice 15: conversations i think a couple of you were at that meeting well maybe it was just trustee peterson

[2:52:52] Voice 15: but uh there was the i don't know what they had to say but uh there's a committee that

[2:52:59] Voice 15: has indicated they want to be involved in some elements associated with this um

[2:53:06] Voice 15: so I don't know how that would happen or not happen, but right now, of course, you're the

[2:53:14] Voice 15: initial committee that has this responsibility, and then you strike subcommittee. I think it's

[2:53:20] Voice 15: totally reasonable that the chair of the governance committee be included in your group,

[2:53:27] Voice 15: so we made that invitation on your behalf. I think I spoke with the chair about it,

[2:53:33] Voice 15: but I think that's uncontroversial and really the committee could invite anyone else they wanted

[2:53:41] Voice 15: to and other trustees and so forth. So respond to any questions, a bit of a learning process but

[2:53:50] I

[2:53:50] Voice 15: guess I'd leave you with the thought that a momentum is required.

[2:53:57] Trustee Maude (probable): Thank you very much.

[2:54:00] Trustee Maude (probable): um sharon do you want to yeah

[2:54:07] Voice 12: well um i want to thank the cio for uh putting this

[2:54:12] Voice 12: uh report together for us to uh get us off on the right start uh finding some of the main processes

[2:54:21] Voice 12: here um certainly uh the there was a conversation the governance committee to provide input um and

[2:54:31] Voice 12: And there are certainly individuals within governance committee that think that the governance committee should have maybe perhaps a more substantial role in this.

[2:54:40] Voice 12: I don't know that for sure.

[2:54:42] Voice 12: The chair certainly deferred to the CAOHC committee, whatever we're going to, CAOHC committee, forming and then that conversation happening there and then developing some process where we might seek input from committees.

[2:54:59] Voice 12: committees, but certainly the chairs of those committees can also solicit input from members

[2:55:05] Voice 12: and thereby represent Council's interest.

[2:55:08] Voice 12: The one thing that comes up in some of this conversation is a review of the CAO job description.

[2:55:17] Voice 12: I know that because we're obligated to work with PSA in that, a piece of information other

[2:55:24] Voice 12: other than what's involved in the legislative document

[2:55:28] Voice 12: that you provided us from PSA,

[2:55:30] Voice 12: is there more information that we need to consider

[2:55:32] Voice 12: with respect to job description amendments,

[2:55:36] Voice 12: those sorts of things.

[2:55:37] Voice 12: And of course, anything like that,

[2:55:39] Voice 12: that often seems to be quite time consuming

[2:55:42] Voice 12: when we've done previous staff job description amendments,

[2:55:49] Voice 12: that that might upset the timeline.

[2:55:51] Voice 12: I don't know,

[2:55:51] Voice 12: because obviously that would have to be approved before we went out and advertised and even before

[2:55:56] Voice 12: we went out we could certainly look for a consultant but then what the consultant did

[2:56:01] Voice 12: for us would be based upon that information that we had in front of us and then your suggestion

[2:56:07] Voice 12: about the staff member i know in the last go around um we essentially chose a staff member

[2:56:13] Voice 12: that wasn't involved in the competition to help shepherd the uh the formalities of the process

[2:56:19] Voice 12: us through and not in this case if that was you that would my opinion would be great if it needed

[2:56:25] Voice 12: to be somebody else for some other reason that again the committee can decide that i think so

[2:56:30] Voice 12: just um what we do need however is an agenda for friday you pointed that out and certainly those

[2:56:36] Voice 12: items that are attached would be uh in there um and then i'm not 100 sure i don't recollect at

[2:56:43] Voice 12: At this time, whether the COHC selects its own committee chair from the membership or whether the chair is the chair of that committee, I don't recall how that was handled in the past.

[2:56:57] Voice 12: That's my remarks.

[2:56:59] Trustee Maude (probable): Thank you.

[2:57:01] Trustee Maude (probable): Anybody else have any questions or input?

[2:57:07] Voice 15: I can fight a little bit more after the elected officials have spoken.

[2:57:11] Trustee Maude (probable): Okay.

[2:57:11] Trustee Maude (probable): Trustee Elliott?

[2:57:12] Trustee Maude (probable): yet um

[2:57:14] Trustee Elliott (probable): looking at the job description and hearing what uh chair locum said i don't think there's

[2:57:21] Trustee Elliott (probable): time to adjust that and send it through the proper processes um we have uh

[2:57:28] Trustee Elliott (probable): not very much time as it is my question is why does the governance committee think it should be

[2:57:34] Trustee Elliott (probable): the body to be the hiring committee what was the rationale oh

[2:57:38] Voice 12: i don't know that they said that they

[2:57:40] Voice 12: They just feel that the governance body may have significant input to make to it.

[2:57:48] Voice 12: So that is yet to be determined.

[2:57:51] Trustee Elliott (probable): So are they not trustees and will be polling trustees for their input at some point anyways?

[2:58:01] Voice 12: Well, that's up to the hiring committee.

[2:58:04] Voice 12: I think it would be, what's the polite way of saying it?

[2:58:08] Voice 12: it would be an interesting uh process to engage all 26 trustees in a hiring process um it seems

[2:58:16] Voice 12: to me that we need to focus on some um efficiencies well

[2:58:22] Trustee Elliott (probable): i was looking at the

[2:58:24] Trustee Elliott (probable): um sorry seeking input from council as to the weighting of certain qualifications

[2:58:32] Trustee Elliott (probable): so that's page 100 page 5 of our executive committee terms of reference consultation with

[2:58:38] Trustee Elliott (probable): the trust council will focus on the relative importance of those selection criteria so is

[2:58:43] Trustee Elliott (probable): this presumed to have happened before we have a position that's being posted um just if anybody

[2:58:53] Trustee Elliott (probable): has any clarity on that i

[2:58:56] Voice 15: have clarity thanks thank

[2:58:58] Voice 15: you so yeah a couple questions that are

[2:59:02] Voice 15: probably going to be caohc questions really but it's here here for consideration initially

[2:59:09] Voice 15: I'd recommend to you that the job description itself I wouldn't say is irrelevant but it is

[2:59:14] Voice 15: so all-encompassing that it can say very little or a lot either way you're going to have the

[2:59:24] Voice 15: same outcome what is important is trust counsel identifying characteristics of the next leader

[2:59:31] Voice 15: or they'd like to see because a variety of different people from different

[2:59:36] Voice 15: backgrounds would have would be able to fulfill the actual job description but

[2:59:41] Voice 15: their personal characteristics leadership style whatever it might be

[2:59:45] Voice 15: would may be vastly different so Trust Council would have some

[2:59:49] Voice 15: conversation around what would we like to see what's important to us and that

[2:59:54] Voice 15: would inform the CA so it's not really so much to do with the job description

[2:59:59] Voice 15: I will ask

[3:00:00] Voice 15: you said something like we want an engineer or an architect then you have to go into the job

[3:00:05] Voice 15: description or a lawyer and and amend it um i will double check we've had some discussions with anita

[3:00:13] Voice 15: owens at the at the public service agency prepping her for this because she was the previous uh

[3:00:19] Voice 15: contactor was involved times have changed a little bit i think with the public service agency and we

[3:00:24] Voice 15: We can fill you in on Friday around what that means.

[3:00:28] Voice 15: But we'll figure out how difficult it would be to actually amend the job description.

[3:00:32] Voice 15: I think you have some ability to do that without being shepherded by the public service agency.

[3:00:38] Voice 15: If it was a fundamental change, you might have to involve them a little bit more.

[3:00:43] Voice 15: So, yeah, the key thing to – it is not really a consideration that all of Trust Council will help you select the new CAO.

[3:00:52] Voice 15: I think that's impossible. That's why there is a committee that is trusted and entrusted by, with the input of trustees and trust counsel, their job is to go do that in the terms of reference.

[3:01:08] Voice 15: But you would want to engage trust counsel, or that committee will, on a couple of occasions to figure out who they want to see, what kind of thing, what kind of performance metrics, and to weigh in on progress.

[3:01:23] Trustee Maude (probable): So, is it reasonable to assume that during a March Trust Council that there would be a session with Trust Council on this topic?

[3:01:33] Voice 15: I would think so.

[3:01:35] Trustee Maude (probable): Okay.

[3:01:36] Trustee Maude (probable): Trustee Peterson.

[3:01:40] Voice 14: Thank you.

[3:01:41] Voice 14: And it's great that we're going to be meeting, that committee is going to meet in a couple days.

[3:01:49] Voice 14: days um the one thing that uh chair luckham brought up that i think would be great to have

[3:01:54] Voice 14: clarity on before that meeting was the question of the chairing of the committee uh whether that's

[3:02:01] Voice 14: going to be the chair of trust council or whether that's going to be uh elected from the committee

[3:02:07] Voice 14: so it'd be great if we start that meeting with um that information being clear i believe it's

[3:02:15] Trustee Maude (probable): contained in policy that the chair of trust council is the chair of the committee but certainly if if

[3:02:21] Trustee Maude (probable): chair luckham um did not feel he had the time or the energy for that i'm sure that he could defer

[3:02:27] Trustee Maude (probable): to another member i'm

[3:02:31] Voice 12: satisfied to take on the responsibility okay so i i believe that's the

[3:02:36] Voice 14: road forward yeah just just as long as the committee starts out um uh you know in full

[3:02:43] Voice 14: possession of that information would be great that's my only

[3:02:45] Voice 15: thought it's explicit

[3:02:47] Voice 15: in 4.2 of

[3:02:48] Voice 15: the terms of reference okay marvelous

[3:02:51] Voice 14: great now

[3:02:52] Trustee Maude (probable): my one other question uh as far as um

[3:02:55] Trustee Maude (probable): public information such goes by nature are all of these um uh hiring committee meetings in camera

[3:03:05] Trustee Maude (probable): probably

[3:03:05] Voice 15: not all of them no no okay you know they're they're with this is a labor relations

[3:03:10] Voice 15: question um necessarily you might speak of uh you know uh me or a previous cao or in in some

[3:03:19] Voice 15: manner as you're talking about where you're going in the future um and there might be a

[3:03:23] Voice 15: negotiations element that would be associated with this so i think there would be probably

[3:03:27] Voice 15: some in-camera meetings but but not always not

[3:03:31] Voice 11: always right no i think if you're keeping it

[3:03:34] Voice 11: generally talking about the position and what you would like to see that can be open um it's

[3:03:40] Voice 11: It's the same reason you should go in camera for any other meeting.

[3:03:43] Voice 11: So if it is labor relations, identify individuals, negotiations,

[3:03:48] Voice 11: legal advice, or anything like that, yes, you could go in camera.

[3:03:52] Voice 11: So you probably need to think a little bit about that,

[3:03:54] Voice 11: and we can advise you if you think you should be going into camera

[3:03:57] Voice 11: for maybe straying into that area.

[3:03:59] Voice 11: You can always just go into camera on the fly as needed.

[3:04:05] Trustee Maude (probable): And just for my information, by general nature,

[3:04:08] Trustee Maude (probable): if you're talking about somebody's job description,

[3:04:10] Trustee Maude (probable): is that an in-camera discussion it

[3:04:13] Voice 11: depends how you characterize it if you are wanting to have

[3:04:17] Voice 11: a discussion about the performance or some of the work that was or was not done and it identifies

[3:04:24] Voice 11: an individual whether it's the current ceo or previous ceo then you might want to go in camera

[3:04:29] Voice 11: um so yeah you need to think a little bit about what it is that you're going to have a discussion

[3:04:35] Voice 11: around on the job description if it's just something like we'd like to see fascinations

[3:04:40] Voice 11: in here very generally and you're not going to be saying anything about previous experiences i think

[3:04:47] Voice 11: that can just be an open meeting okay

[3:04:49] Trustee Maude (probable): fair enough i just uh i i think that the one thing i think is

[3:04:53] Trustee Maude (probable): important to flag is as we put it in my public notifications of these meetings um that some

[3:04:58] Trustee Maude (probable): sort of acknowledgement made that there will be points that we will be going in camera

[3:05:03] Trustee Maude (probable): because there are expectations for these things to be open.

[3:05:08] Trustee Maude (probable): Anyway, Chair Lockham has his hand up.

[3:05:19] Voice 12: Yeah, the reason I put my hand up was around the job description component,

[3:05:27] Voice 12: which indeed, in general terms, we can talk about in an open meeting.

[3:05:31] Voice 12: And indeed, this topic can be talked about in an open meeting as well.

[3:05:34] Voice 12: But there was a conversation at the Governance Committee meeting

[3:05:37] Voice 12: meeting about the interest in advancing the secretary position or whatever it is you want

[3:05:44] Voice 12: to call that as indicated in the governance report which of course we haven't all necessarily agreed

[3:05:49] Voice 12: upon etc etc etc but what expanding that envelope of the CAO with respect to those responsibilities

[3:05:57] Voice 12: however you know that's a much more complex conversation considering we haven't determined

[3:06:03] Voice 12: whether or not that we feel that there's a requirement

[3:06:07] Voice 12: of press counsel for that.

[3:06:08] Voice 12: So just wondering from the CEO's perspective

[3:06:10] Voice 12: about how that conversation might be wound

[3:06:13] Voice 12: into this hiring process.

[3:06:16] Voice 12: And indeed, is that also a potential delay

[3:06:19] Voice 12: that might occur?

[3:06:28] Voice 15: There's a question.

[3:06:29] Voice 15: Was that a question to me?

[3:06:31] Voice 12: Yeah, that is a general question.

[3:06:37] Voice 12: I realize it's political as well.

[3:06:39] Voice 15: Yeah,

[3:06:39] Voice 12: it's a political question.

[3:06:42] Voice 15: I think that question and others like it are going to extend you well into you will have an extended

[3:06:49] Voice 15: one consideration is you're going to have an extended timeline if you're considering

[3:06:57] Voice 15: significant changes to how the organization is run which is a more global conversation

[3:07:08] Voice 15: certainly

[3:07:10] Voice 15: I can tell you from my experience

[3:07:13] Voice 15: with regards to that specifically

[3:07:16] Voice 15: I would not be interested in job

[3:07:17] Voice 15: sharing

[3:07:19] Voice 15: if I was a CAO so you'd want some clarity

[3:07:21] Voice 15: associated with that

[3:07:23] Voice 15: as you moved into

[3:07:24] Voice 15: you know the competitive process

[3:07:27] Voice 15: of attracting someone to come and do the

[3:07:29] Voice 15: work you wanted to do

[3:07:33] Voice 15: yeah other than

[3:07:34] Voice 15: that I mean if there's a body of the

[3:07:36] Voice 15: trust that wants to do something

[3:07:38] Voice 15: that's going to be up to them. And the CAOHC is going to have to identify the, you know,

[3:07:46] Voice 15: identify the parameters and the qualifications, history, experience of the type of preferred

[3:07:55] Voice 15: candidate they want. So maybe perhaps inside that conversation, you can have some of those

[3:08:03] Voice 15: discussions. Okay,

[3:08:06] Voice 12: so thank you. So outside of the materials that we have in front of us,

[3:08:10] Voice 12: in terms of the creation of an agenda for this committee which obviously the agenda can amend

[3:08:15] Voice 12: its agenda once it's received it but do we have enough material for staff to be able to

[3:08:21] Voice 12: create that agenda so

[3:08:24] Voice 15: i think that uh you know where you see january 19th and a first meeting

[3:08:29] Voice 15: yep um

[3:08:31] Trustee Maude (probable): that's

[3:08:32] Voice 15: not a bad place to start terms of reference staff contact schedule procurement

[3:08:35] Voice 15: procurement process, talking about the job description, I would add something like, what

[3:08:41] Voice 15: do we want to, you know, what do we want to engage trustees on, I think is a reasonable

[3:08:46] Voice 15: question. You know, outreach to trustees, whether there's a communications function

[3:08:53] Voice 15: associated with this as you go through the process, and some of the key characteristics

[3:09:00] Voice 15: of your future of person who occupies this chair in the future I think

[3:09:05] Voice 15: initially having some of those discussions might be that would be a

[3:09:09] Voice 15: full two hours yeah

[3:09:11] Voice 12: and in time to actually have someone from PSA come in

[3:09:17] Voice 12: and answer questions because I suspect there would be some questions

[3:09:21] Voice 12: associated with their risk for their oversight yes we

[3:09:26] Voice 15: have some of that

[3:09:28] Voice 15: information already and I think at your next meeting then the second meeting of

[3:09:32] Voice 15: CAOHC that you will we can certainly ask them to attend and you would also

[3:09:39] Voice 15: encourage so we don't have a lot of material material for you until you

[3:09:42] Voice 15: start generating questions and requesting material of the of the new

[3:09:46] Voice 15: committee or that committee starts doing that but I don't think you're going to

[3:09:50] Voice 15: be meeting every six weeks I think you're going to be meeting on a fairly

[3:09:53] Voice 15: regular basis so talking about some sort of schedule and some of the mechanics I

[3:09:59] Voice 15: think is important yeah

[3:10:01] Voice 12: no the last go we were meeting pretty regularly so it's

[3:10:06] Voice 12: definitely going to be a workload thing for anybody that's participating in this

[3:10:10] Voice 12: it

[3:10:10] Voice 15: is and you're gonna have to to weigh that against your current workload and

[3:10:15] Voice 15: my current workload that's how important this is relative to some of those other

[3:10:21] Voice 15: other things this

[3:10:23] Voice 12: isn't a it's not a process that you can only partially participate and expect to

[3:10:29] Voice 12: get caught up or forgiveness later for not knowing what's happening especially when we start going

[3:10:33] Voice 12: through interview processes and the like and those would be likely in person i imagine

[3:10:37] Trustee Maude (probable): oh yes

[3:10:41] Trustee Maude (probable): vice chair elliott i

[3:10:44] Trustee Elliott (probable): just want to not go too far into the process because we're not the body that

[3:10:48] Trustee Elliott (probable): that is the CAOHC.

[3:10:51] Trustee Elliott (probable): So why don't we carry on the discussion

[3:10:53] Trustee Elliott (probable): when that committee is formed about the particular,

[3:10:57] Trustee Elliott (probable): we're venturing too far into the process.

[3:10:59] Trustee Elliott (probable): Those decisions can't be made by this body right now.

[3:11:02] Voice 12: Not at all, but we need an agenda to take to this session.

[3:11:06] Voice 12: So the question there was about external information,

[3:11:09] Voice 12: so that can be requested by the committee if they wish.

[3:11:13] Trustee Maude (probable): One quick question is the previous committee,

[3:11:17] Trustee Maude (probable): committee um are all those minutes bundled into a package that would be easily available

[3:11:23] Trustee Maude (probable): because it might be useful for um the the new members to be familiar with how the old process

[3:11:30] Trustee Maude (probable): happened uh

[3:11:33] Voice 15: I can guarantee you there is material um available um you know probably more than you

[3:11:40] Voice 15: want is figuring out how to get the stuff that is is going to help you think it through um I went

[3:11:47] Voice 15: through the previous schedule and called out the main elements just to give you

[3:11:52] Voice 15: this simple version there's a much more complex schedule available so this is

[3:12:02] Voice 15: where you probably want David or someone who works with David to assist you in

[3:12:09] Voice 15: calling that and getting you some historical information but not too much

[3:12:15] Voice 15: all right

[3:12:17] Trustee Maude (probable): does anybody else have any other questions all right well

[3:12:22] Voice 12: do you need a motion to

[3:12:24] Voice 12: assemble an agenda for a cal whoever's going to do that well

[3:12:27] Voice 12: i need you to

[3:12:28] Voice 15: pass the two motions

[3:12:29] Voice 15: that are on page 96 or you need to do that and um for item two you could say and that an agenda

[3:12:38] Voice 15: be prepared okay so

[3:12:42] Voice 12: would you like me to do that uh acting chair yes

[3:12:45] Trustee Maude (probable): please i'll

[3:12:47] Voice 12: move that the

[3:12:48] Voice 12: the executive committee recommend the forming

[3:12:49] Voice 12: of a chief administrative officer hiring committee.

[3:12:53] Trustee Maude (probable): All right, is there a seconder?

[3:12:56] Trustee Maude (probable): Trustee Peterson?

[3:12:58] Trustee Maude (probable): All right, any further discussion?

[3:13:00] Trustee Maude (probable): Call the question, all in favor?

[3:13:02] Trustee Maude (probable): All right.

[3:13:05] Trustee Maude (probable): All right, that carries.

[3:13:07] Trustee Maude (probable): The

[3:13:07] Voice 12: first CAO HC meeting be scheduled

[3:13:11] Voice 12: for Friday, January 19th, 2024 from 9 a.m. to 11 a.m.

[3:13:15] Voice 12: and that agenda be created.

[3:13:19] Trustee Maude (probable): Seconder, Trustee Peterson, any further discussion?

[3:13:22] Trustee Maude (probable): discussion I'm assuming you're okay so that carries I

[3:13:36] Voice 12: missed the call for the vote okay

[3:13:39] Voice 14: we just your audio dropped out there uh for a moment okay

[3:13:43] Voice 10: all right

[3:13:48] Trustee Maude (probable): um so that concludes that topic I believe um so we're moving on to 9.2.1

[3:13:56] Trustee Maude (probable): LTC chair's report on local advocacy topics um does anybody have anything specific

[3:14:04] Trustee Maude (probable): only thing

[3:14:09] Trustee Elliott (probable): where are we now we

[3:14:12] Trustee Maude (probable): we are on on um uh 9.2.1 sorry um

[3:14:17] Trustee Maude (probable): which doesn't have a page but

[3:14:18] Trustee Maude (probable): basically it's after page 125 and that's ltc reports on local advocacy topics so we have

[3:14:26] Trustee Maude (probable): trustee peterson yeah

[3:14:31] Voice 14: thank you so um the salt spring island local trust committee uh wrote the

[3:14:40] Voice 14: The Minister of Housing, as you may remember, requesting that Salt Spring Island Local Trust Committee be included in the Bill 44, as if it were a municipality.

[3:14:55] Voice 14: So the minister sent back a letter on January 8th indicating receipt of that, a little bit of explanatory language, and it does say that if the LTC believes it's in the best interest to enable inclusion in the small-scale multi-unit housing requirements,

[3:15:25] Voice 14: that it can update the zoning by-law accordingly

[3:15:30] Voice 14: and follow the provincial policy manual.

[3:15:36] Voice 14: In other words, not saying that they're not saying it outright, no,

[3:15:44] Voice 14: but certainly not saying yes without additional consultation

[3:15:49] Voice 14: and policy work, infrastructure capacity issues,

[3:15:56] Voice 14: interests of First Nations, et cetera.

[3:15:57] Voice 14: So I just wanted to share that Salt Spring LTC had received that reply from the Minister of Housing.

[3:16:07] Voice 14: Excellent.

[3:16:09] Trustee Maude (probable): Nobody else has anything?

[3:16:12] Trustee Maude (probable): The only thing I can touch on was yesterday, Justice Patrick Peterson-Laroni, myself,

[3:16:20] Trustee Maude (probable): participated in a roundtable on marine matters with Elizabeth May and Adam Olson.

[3:16:26] Trustee Maude (probable): It was a fruitful day of discussion.

[3:16:29] Trustee Maude (probable): It was more of a sharing rather than decision-making exercise.

[3:16:35] Trustee Maude (probable): It was well attended.

[3:16:38] Trustee Maude (probable): They touched on mooring buoys, freighter anchorages, derelict vessels, shellfish harvesting limitations, and the issues on Ganges Harbor.

[3:16:47] Trustee Maude (probable): It was a good event, and I look forward to the next one.

[3:16:55] Trustee Maude (probable): So, Trustee Perryston, your hand is still up, or is it something new?

[3:16:59] Trustee Maude (probable): I

[3:17:02] Voice 14: just thought I'd add that both the Laskini trustees and the regional director are setting up a public meeting in cooperation with our MLA a week Saturday on the island to discuss our ferry service issues.

[3:17:24] Voice 14: shoes and pleased to see that our MLA is engaged in this issue on behalf of the residents and

[3:17:35] Voice 14: ridership of Route 55. We had a troublesome service year and so great that our MLA has been

[3:17:48] Voice 14: going to bat for us in the legislature back in November and is coming to hear from the Islanders

[3:17:54] Voice 14: as well as the other local officials.

[3:17:57] Voice 14: Excellent.

[3:17:59] Voice 14: Chair Luckham.

[3:18:01] Voice 12: Yeah, I just kind of had a roundabout local advocacy topic

[3:18:06] Voice 12: associated with attending the Coast Salish Forum.

[3:18:09] Voice 12: And then later on in our agenda,

[3:18:11] Voice 12: we have two pieces of correspondence

[3:18:13] Voice 12: about oil spill and incident command events,

[3:18:16] Voice 12: which I think at least one of those coincides

[3:18:19] Voice 12: with the Salish Sea Forum.

[3:18:21] Voice 12: And so through the chair to Director Frater,

[3:18:26] Voice 12: Was there a confirmation of the funding associated with attendance of that forum, two days, two and a half days?

[3:18:36] Voice 16: We have not had confirmation yet.

[3:18:38] Voice 16: I'll check in with the grants manager to see.

[3:18:40] Voice 16: He is without power today.

[3:18:42] Voice 16: But I will check in.

[3:18:45] Voice 16: But no, we have not.

[3:18:45] Voice 16: I have not had word.

[3:18:47] Voice 12: Great.

[3:18:47] Voice 12: Okay. So then I've made arrangements and plan to attend in person and would take in these oil spill event things as possible.

[3:18:57] Voice 12: And so I'll just proceed on that basis. Okay. Thank you. That's all.

[3:19:03] Trustee Maude (probable): All right. If there's nothing else, we'll move on to 9.3.1, page 126, which is rainwater harvesting for multifamily units.

[3:19:17] Trustee Maude (probable): I'm assuming that's Director Cermak?

[3:19:21] Voice 2: it is i thank you mr chair thank you for your uh for the time um this is in response to an ec

[3:19:29] Voice 2: resolution a little while ago that the executive committee requests staff to investigate new

[3:19:34] Voice 2: provincial guidelines on raid water catchment for multi-family dwellings and to report back this is

[3:19:40] Voice 2: that report back the summary of the briefing is that there are no new provincial guidelines

[3:19:45] Voice 2: that we could find we sort of verbally updated you with that but we wanted to put it down in

[3:19:50] Voice 2: writing and provide you a little bit more of a robust answer and so that's what senior fresh

[3:19:57] Voice 2: water specialist William Shulba has done providing you a bunch of links to various existing codes

[3:20:04] Voice 2: and what the current status is as well as providing the historic response from

[3:20:12] Voice 2: the Islands Trust staff member William Shulba to the drinking to the pardon me the ministry

[3:20:18] Voice 2: responsible for drinking water qualities about advocating for changes as per the

[3:20:24] Voice 2: request from the Ministry to do so. So I think that's the latest action that

[3:20:27] Voice 2: happened when the Ministry wanted to know what various agencies thought

[3:20:32] Voice 2: about rainwater harvesting and what the opportunities and challenges may be.

[3:20:37] Voice 2: There's a response there attached to this briefing otherwise there's nothing

[3:20:41] Voice 2: to report about new regulations and if there were we'll make sure to keep you

[3:20:45] Voice 2: you updated in the legislative monitoring spreadsheet that you get regularly at trust

[3:20:49] Voice 2: council awesome

[3:20:50] Trustee Maude (probable): thank you so chair luckham oh okay uh vice chair thank

[3:21:00] Trustee Elliott (probable): you um this came up in

[3:21:03] Trustee Elliott (probable): a conversation with one of our um the leads on a housing non-profit housing society and they're

[3:21:11] Trustee Elliott (probable): actually changing their water system not because the provincial regulations have changed but the

[3:21:18] Trustee Elliott (probable): The definition of surface water has changed.

[3:21:22] Trustee Elliott (probable): And so that, to their interpretation, I don't know if they have qualified input, but to their reading, the major change is that the Drinking Water Officer's Guide, which was recently published in 2022, states that rainwater is a type of surface water.

[3:21:42] Trustee Elliott (probable): So previously rainwater was not included in the surface water category of water supply, but now that it's included, all the regulations and guidelines that pertain to use of surface water for multi-dwelling properties now apply to rainwater as a water source.

[3:21:59] Trustee Elliott (probable): so all the documents that will and william obviously is much more of an expert than i am

[3:22:06] Trustee Elliott (probable): um but i think it is significant what the housing proponent said is the because the definition

[3:22:14] Trustee Elliott (probable): changed but the regular the um the guide was released in 2022 and there was no fanfare about

[3:22:23] Trustee Elliott (probable): But if you go back and read the background and regulatory framework, the guidance for treatment, page two, it does say that the owner who wishes to have his framework is required.

[3:22:43] Trustee Elliott (probable): Anyway, so I'm going to follow up with William about this because I think there may have been a change because some nonprofit society that's working on housing says so.

[3:22:56] Voice 2: Well, that's great information, and obviously we were not able to find it through the legislative monitoring nor through the evidence in the report, so any insight would be welcome.

[3:23:06] Voice 2: Perhaps that's more of a building code change type thing that got observed that way, is what you're saying.

[3:23:13] Trustee Maude (probable): Okay. Any other questions?

[3:23:17] Trustee Maude (probable): All right. Thank you very much, Director Cermak, for very informative and timely information.

[3:23:24] Trustee Maude (probable): for me. So we'll move on to 9.3.2, which again, very timely and very appropriately, the Triple

[3:23:32] Trustee Maude (probable): Rock Land Cooperative Coho Landing developed its free sponsorship application. This is

[3:23:39] Trustee Maude (probable): a cooperative housing project on Denman, but actually runs 100% off of rainwater. So most

[3:23:45] Trustee Maude (probable): interesting. So again, Director Cermak, are you briefing on this?

[3:23:54] Voice 2: I'd be happy to just lead off in general terms, but I would imagine that the chair of the respective LTC would like to speak to it.

[3:24:01] Voice 2: There's a few things that aren't listed here that I think you're going to ask, and I'm sorry that they weren't put in this RFD.

[3:24:08] Voice 2: This is an application, of course, to approve financial sponsorship for rezoning application in the tune of $1,530 for the Triple Rock group.

[3:24:19] Voice 2: group. It's a non-profit group. It meets all their qualifications. What you don't have here is an

[3:24:25] Voice 2: indication of what the budget is. So you have a $15,000 budget to sponsor applications. You have

[3:24:31] Voice 2: spent $6,650, leaving you $8,350. And this one is for $1,530, but the one following is for $7,956.

[3:24:45] Voice 2: and forgive me, giving you a total request in these next two items of $9,486, which will mean

[3:24:52] Voice 2: you'll have over allocated approximately $1,100. So you could stay within budget between these two

[3:24:57] Voice 2: or you could overspend and take those resources from elsewhere. But that's a piece of information

[3:25:04] Voice 2: that you don't have that we should have provided to you that the budget right now of $15,000,

[3:25:09] Voice 2: if both are given 100% to the request will be overspent by that budget will be overspent by

[3:25:15] Voice 2: $1,136. Other than that, I'll leave the actual application details to

[3:25:23] Voice 2: the respective LTC chairs if they wish.

[3:25:26] Trustee Maude (probable): Trustee Elliott.

[3:25:29] Trustee Elliott (probable): Yes. So this is I have a bit of a process

[3:25:33] Trustee Elliott (probable): question before we go into the actual request for decisions for both of these, because the second

[3:25:39] Trustee Elliott (probable): one came from gabriela island and yet i had no indication that it was going to ec so i asked

[3:25:45] Trustee Elliott (probable): rpm renee jamarat um you know is this normal process that an ltc doesn't see the application

[3:25:53] Trustee Elliott (probable): before it goes to ec and she said yep there appears to be a gap in the policy so if we wanted

[3:25:59] Trustee Elliott (probable): to review that and the reason this might be important is because the application the fees

[3:26:05] Trustee Elliott (probable): by law has considerably increased application fees we're gonna have to

[3:26:11] Trustee Elliott (probable): just adjust our budget or we could look to else TCS for a rationale of much

[3:26:19] Trustee Elliott (probable): support a particular application has from the community okay yeah

[3:26:28] Trustee Maude (probable): nonprofits

[3:26:29] Trustee Elliott (probable): Profits Association.

[3:26:31] Trustee Maude (probable): It's interesting because

[3:26:32] Trustee Maude (probable): the Demin one did

[3:26:34] Trustee Maude (probable): pass by

[3:26:36] Trustee Maude (probable): the Demin LTC and it's

[3:26:38] Trustee Maude (probable): been strongly endorsed by

[3:26:40] Trustee Maude (probable): the Demin LTC.

[3:26:42] Trustee Maude (probable): But I don't know, that might

[3:26:45] Trustee Maude (probable): be perhaps because the Coho

[3:26:46] Trustee Maude (probable): Cooperative made

[3:26:49] Trustee Maude (probable): a delegation

[3:26:51] Trustee Maude (probable): to the LTC.

[3:26:52] Trustee Maude (probable): Maybe that's how it got onto their

[3:26:54] Trustee Maude (probable): specific radar.

[3:26:55] Trustee Elliott (probable): It's not in our policy to do that.

[3:26:59] Trustee Elliott (probable): like it just goes directly to ec for response do you want to sponsor this and presumably a vice

[3:27:03] Trustee Elliott (probable): chair would be able to speak to it but if you're not familiar with the applicant we're going to

[3:27:08] Trustee Elliott (probable): get more of these because costs have gone up so i think we should be looking at a policy change here

[3:27:15] Trustee Maude (probable): okay i see hand up in the boardroom yeah

[3:27:18] Voice 11: thank you uh just wanted to speak to that a little bit

[3:27:21] Voice 11: originally the policy was that local trust committees um would make the waiver however

[3:27:29] Voice 11: ever realized, of course, that they don't have any control over the budgeting, and it

[3:27:39] Voice 11: really should be the executive committee.

[3:27:40] Voice 11: The other problem, too, is just one of potential bias, where local trust committees have to

[3:27:48] Voice 11: be making their decisions on land use planning unfettered.

[3:27:52] Voice 11: So for that reason, it's safer to take the local trust committee out and just deal with

[3:27:59] Voice 11: the executive committee so the local trust committee's interest is unfettered decision

[3:28:05] Voice 11: making it doesn't matter it shouldn't matter to the local trust committee where the money came

[3:28:11] Voice 11: from as long as the money was paid we have a complete application and then the local trust

[3:28:17] Voice 11: committee is just focused on the land use planning implications and whether or not it's a good

[3:28:23] Voice 11: decision so they're not going to be thinking oh we sponsored this and there's not going to be the

[3:28:29] Voice 11: perception that we sponsored this so then therefore we're going to approve it or we have a bias in

[3:28:38] Voice 11: that respect so that's the reason why the policy doesn't request any endorsement by the local trust

[3:28:44] Voice 11: committee so of course you can change it but no

[3:28:48] Trustee Elliott (probable): that makes a lot of sense thank you for that

[3:28:50] Trustee Elliott (probable): david all right

[3:28:53] Trustee Maude (probable): all right um as i'm the chair of of denman i'm prepared to um make the motion

[3:29:02] Trustee Maude (probable): that the executive committee approved financial sponsorship for the 1530 application fee for

[3:29:08] Trustee Maude (probable): rezoning application d e dot dash r z dash 2024.1 for from the triple rock land cooperative there

[3:29:19] Trustee Maude (probable): Is there a seconder for that?

[3:29:20] Trustee Maude (probable): Seconded by Vice-Chair Elliott.

[3:29:23] Trustee Maude (probable): Any discussion on that?

[3:29:26] Trustee Maude (probable): If not, we'll call the question.

[3:29:28] Trustee Maude (probable): All in favor?

[3:29:30] Voice 14: And that carries.

[3:29:32] Voice 14: I did have something I wanted to speak on

[3:29:36] Voice 14: just briefly there.

[3:29:39] Voice 14: And that was just the question raised by Director Cermak

[3:29:44] Voice 14: of the overspend, these two items combined.

[3:29:49] Voice 14: combined um make in terms of the sponsorship and i believe it was that a thousand dollars even um

[3:29:57] Voice 14: director sir mac is that what i heard

[3:30:01] Voice 2: No, sir. It was in total, it'd be $1,136 overspent.

[3:30:07] Voice 14: Okay. So, and I look at these two applications for sponsorship. This one's significantly smaller than the other one. Not that I'm not in support because I am, but I didn't want us to go ahead and start passing these without making some note.

[3:30:31] Voice 14: uh of that overspend i don't um and just in in terms of uh uh of policy when it comes to

[3:30:41] Voice 14: overspend from this portion of the budget um could we hear from staff on that

[3:30:46] Voice 14: i

[3:30:50] Voice 18: am here

[3:31:00] Voice 3: uh good afternoon executive committee so in relation to overspending policy dictates

[3:31:05] Voice 3: that overspending within a certain business unit is permissible, provided there is an offsetting

[3:31:11] Voice 3: area of underspending elsewhere. Based on what we saw in quarter two forecast, this level of

[3:31:17] Voice 3: overspending would not be an issue. I'm not expecting to see significant change to that

[3:31:22] Voice 3: when we get to quarter three. So for an overspending of just over $1,100, I don't see

[3:31:27] Voice 3: there's any issue. We can do that within policy, no problem.

[3:31:31] Voice 14: Okay, thank you for that. I just wanted

[3:31:33] Voice 14: to check in on that before we proceeded thank

[3:31:37] Trustee Maude (probable): you director mobs nice to see you back um so i'll just

[3:31:42] Trustee Maude (probable): i'll call the question again on that because um we got interrupted it meant success so all in favor

[3:31:50] Trustee Maude (probable): okay again that carries thank you very much um and so for the second one um i believe that would be

[3:31:57] Trustee Maude (probable): chair luckham if he wants to make that motion in the absence of chair luckham i can make that

[3:32:12] Trustee Maude (probable): motion i

[3:32:13] Trustee Elliott (probable): can do it showing bias because it's from my community

[3:32:20] Voice 12: get the motion on the screen yeah

[3:32:24] Voice 12: yeah

[3:32:25] Trustee Maude (probable): sure i can proceed i

[3:32:32] Voice 12: moved the executive committee approved financial sponsorship for the

[3:32:35] Voice 12: seven thousand nine hundred fifty six dollar application fee for rezoning application

[3:32:38] Voice 12: application uh Gabrielle rezoning 2024.1 from the Gabrielle Agriculture Cooperative Association

[3:32:45] Voice 12: pretty

[3:32:48] Trustee Maude (probable): sure trustee Elliott seconding that pretty

[3:32:50] Voice 12: sure right

[3:32:51] Trustee Maude (probable): any further discussion

[3:32:52] Trustee Maude (probable): okay call the question all in favor and that carries thank you very much thank

[3:33:01] Voice 10: you thank you

[3:33:04] Trustee Maude (probable): Next up, we have 9.4.1, the Annual Auditor Appointment Request for Decision, and it probably is Director Mobbs again?

[3:33:19] Voice 3: That's right.

[3:33:21] Voice 3: Happy to bring this request for decision forward to you today.

[3:33:26] Voice 3: day. So as you might be aware, the Islands Trust Act gives Trust Council the responsibility for

[3:33:31] Voice 3: appointing the annual auditor each year for our fiscal year financial statements. Trust Council

[3:33:38] Voice 3: has delegated that responsibility to Executive Committee a number of years ago via By-law 3.

[3:33:43] Voice 3: And so this request for decision is here seeking your appointment of the annual auditors. Staff

[3:33:49] Voice 3: are recommending the appointment of KPMG, who has been our annual auditors for many years now.

[3:33:54] Voice 3: We did undertake a public process to secure them as auditors a number of years ago.

[3:33:59] Voice 3: Their contract term has expired, so we have talked in recent years about going out to

[3:34:06] Voice 3: tender again.

[3:34:07] Voice 3: However, with my workload, we just haven't been able to make that happen.

[3:34:11] Voice 3: We are certainly within our right to appoint them again this current year, and so that

[3:34:16] Voice 3: is the recommendation of staff at this point.

[3:34:19] Voice 3: The fiscal year-end is March.

[3:34:21] Voice 3: That's coming up fairly quickly.

[3:34:22] Voice 3: The audit committee will meet next month in February with the auditors to make an audit plan

[3:34:27] Voice 3: and then a review of the annual audit statements, if all goes to plan, should happen in May of 2024.

[3:34:34] Voice 3: Happy to take questions if there are any.

[3:34:37] Trustee Maude (probable): Yes, anybody have any questions?

[3:34:40] Trustee Maude (probable): Does somebody wish to make the motion?

[3:34:46] Voice 14: I move that...

[3:34:48] Voice 14: Sorry?

[3:34:51] Voice 14: I move that KPMG be appointed auditor for the Islands Trust and the Islands Trust Conservancy

[3:34:56] Voice 14: 2023-24 Financial Statement Audit.

[3:35:00] Voice 14: Is there a seconder?

[3:35:02] Trustee Maude (probable): Trustee Elliott?

[3:35:03] Trustee Maude (probable): All right. Any further discussion?

[3:35:07] Trustee Maude (probable): Call the question. All in favor? Aye. And that carries.

[3:35:14] Trustee Maude (probable): All right. Moving right along. We're now down

[3:35:17] Trustee Maude (probable): to page 155, 10.1

[3:35:21] Trustee Maude (probable): through 10.6. Correspondence. Note here

[3:35:25] Trustee Maude (probable): for information unless raised for action as anybody want to pull any of those um pieces

[3:35:31] Trustee Maude (probable): of correspondence for discussion not director freighter

[3:35:44] Voice 16: thank you chair i suggest you um give

[3:35:47] Voice 16: me an opportunity to speak to you about on 10.5 all

[3:35:52] Trustee Maude (probable): right i believe everybody's on board with that

[3:35:55] Trustee Maude (probable): so could you speak please speak to us about 10.5 okay

[3:35:59] Voice 17: so this is a request um from um

[3:36:03] Voice 17: Oh, sorry, is it 10.5?

[3:36:06] Voice 17: No, sorry, it's 10.6 I wanted to speak to.

[3:36:09] Trustee Maude (probable): Well, it's still at 10.6.

[3:36:11] Voice 17: Sorry about that.

[3:36:14] Voice 17: The federal government, particularly Coast Guard,

[3:36:16] Voice 17: is looking for information from local communities

[3:36:19] Voice 17: about where they could stage oil spill response equipment

[3:36:21] Voice 17: in the event of a spill.

[3:36:24] Voice 17: As you know, or you may not know,

[3:36:26] Voice 17: Trust Council's had on its follow-up action for a long time

[3:36:28] Voice 17: to sort of sort out the role Islands Trust would have to play,

[3:36:31] Voice 17: particularly with regard to communications during a spill, but also the role of local trustees as

[3:36:36] Voice 17: spokespeople, local organizers, etc. We have not had the capacity to do that work, but this would

[3:36:42] Voice 17: be one small piece that could advance. What I would recommend, there's been a follow-up email

[3:36:46] Voice 17: I haven't provided to you with a lot of specifics around what they're looking for in terms of the

[3:36:50] Voice 17: site and the type of information about the site. I recommend that you ask me to forward all of that

[3:36:56] Voice 17: to local trustees have them to respond to staff we'll collate all the responses and provide to

[3:37:02] Voice 17: coast guard they are also asking regional districts and if there's conflicting information

[3:37:07] Voice 17: they will probably you know coordinate with the regional district emergency program but in the

[3:37:12] Voice 17: absence of not all regional districts being involved in this process they thought it would

[3:37:15] Voice 17: be helpful to get local trustee insights as well so

[3:37:20] Trustee Maude (probable): so this would be forwarded to all the local

[3:37:21] Trustee Maude (probable): trust committees or individually

[3:37:23] Trustee Maude (probable): i

[3:37:24] Voice 17: would i will for this i'm thinking just individual trustees

[3:37:27] Voice 17: and the two trustees could then collaborate on a response and let staff know it's not really a

[3:37:32] Voice 17: local trust committee matter per se it's simply giving advice on you know what sites might be

[3:37:38] Voice 17: useful ultimately the decision is with the federal government but

[3:37:41] Trustee Maude (probable): process wise two trustees meeting

[3:37:44] Trustee Maude (probable): and discussing something becomes a meeting so wouldn't it be more efficient to to forward it

[3:37:50] Trustee Maude (probable): to the ltc and and deal with it on that forum

[3:37:54] Voice 17: i'll look to david on that i don't really know

[3:37:58] Voice 17: if it's business of the trust um the other thing i could do is just have trustees respond to me

[3:38:04] Voice 17: individually i think if we wait for because some local trust committees don't meet for months i

[3:38:07] Voice 17: think they're looking to do work on this plan in the near term so it might be too long if i forward

[3:38:12] Voice 17: it to ltcs so i'll just ask trustees to respond to me individually and i if there's a conflicting

[3:38:18] Voice 17: responses i can mediate that

[3:38:19] Trustee Maude (probable): perfect all right so is there anything else in correspondence

[3:38:25] Trustee Maude (probable): anybody wants to flag? Director Cermak.

[3:38:31] Voice 2: Thank you, Mr. Chair. This is a reminder that I had

[3:38:34] Voice 2: meant to cover it in my director's report, but I commented that I have correspondence from the

[3:38:41] Voice 2: Ministry of Municipal Affairs that we received that I want to mention here in regards to the

[3:38:47] Voice 2: protocol agreement. Okay.

[3:38:50] Voice 2: Okay. So I have a letter open for this. It's in response to the financial

[3:38:57] Voice 2: financial planning community's request to review that protocol agreement to get some feedback on

[3:39:03] Voice 2: it. That's what this letter does. And I said at Trust Council that we were meeting the week after

[3:39:09] Voice 2: Trust Council. So we met December 15th. I asked for the ministry staff to provide a written

[3:39:14] Voice 2: feedback. So I'm not speaking for them. I have that correspondence. We just received it. It was

[3:39:21] Voice 2: no time to put on this agenda. So I'm verbally updating you about it. I've prepared a briefing

[3:39:25] Voice 2: to go to financial planning committee so that agenda should be going out later today so you'll

[3:39:29] Voice 2: see it there just thought you should get the heads up about it before it goes out and i'll just i'll

[3:39:34] Voice 2: hit the highlights for you if you if you're okay with that

[3:39:37] Trustee Maude (probable): excellent please

[3:39:38] Voice 2: okay so the highlight

[3:39:40] Voice 2: is uh it says thank you for meeting with us december 15th uh they reviewed the protocol

[3:39:45] Voice 2: agreement uh it was pointed out to them then the agreement first of all is not signed or signed off

[3:39:51] Voice 2: So it's kind of a funny bit of business there, but that aside, the agreement specifies that the ministry support extends over a five-year period from 1992 to 1998, and therefore that portion of the agreement is considered invalid or null and void.

[3:40:08] Voice 2: It is no longer valid. It expired in 1998.

[3:40:11] Voice 2: And in regards to the other processes, the various parts of the grant that were referred to are still available to the Islands Trust, but we have to kind of apply like everybody else if we want special funding for different opportunities.

[3:40:27] Voice 2: So their summary of their interpretation of the existing protocol agreement is that it is no longer valid and that we have opportunities, as per the existing Local Government Grants Act and the associated regulations, to apply through the normal means.

[3:40:44] Voice 2: And they demonstrated that as per the resolution that First Nations funding grant has been provided, housing needs reports grant funding has been provided, and that as you go through the policy statement amendment and logically the amending OCP and the LEB process that should follow that, we can apply for grants for that, but this agreement doesn't allow for any special grant formulation or anything like that.

[3:41:08] Voice 2: Any special consideration as per the agreement is considered null and void in their mind.

[3:41:14] Voice 2: So that's my high-level summary.

[3:41:17] Trustee Maude (probable): Okay, thank you very much.

[3:41:20] Trustee Maude (probable): Anybody have any questions?

[3:41:21] Trustee Maude (probable): Trustee Peterson, I see your hands up, but I think you want to speak on something separate.

[3:41:25] Trustee Maude (probable): Is anybody else?

[3:41:26] Voice 14: It is something separate, but I would say that I'm glad that we got a reply on this

[3:41:33] Voice 14: because there was some interest from trustees about that.

[3:41:40] Voice 14: So it's good to have clarity so we can let trustees know

[3:41:47] Voice 14: that that's where the province stands on that agreement.

[3:41:50] Voice 14: And that portion won't come up potentially as a question again.

[3:41:57] Voice 14: But anyway, thank you for updating us.

[3:42:00] Voice 2: You're most welcome.

[3:42:01] Voice 2: I'll be referring the memo to FPC, and I'll also refer the same memo to yourselves, so you'll both get a copy of the same thing.

[3:42:09] Trustee Maude (probable): Thank you very much.

[3:42:11] Trustee Maude (probable): Not seeing anybody else, well, thank you very much for that, and we'll move over to Trustee Peterson for his question or question.

[3:42:19] Voice 14: Just a quick note about the Salish Sea Symposium just received from the Grants Manager that Islands Trust has been approved for a grant of $2,587.50.

[3:42:32] Voice 14: dissents for attendance at the symposium.

[3:42:35] Trustee Maude (probable): Breaking news. Awesome.

[3:42:38] Trustee Maude (probable): Thank you very much.

[3:42:41] Trustee Maude (probable): All right. So we don't have anything else on correspondence. So we move up to 11.1,

[3:42:49] Trustee Maude (probable): which is page 172, which is review an amendment of current work program. And I'm going to guess

[3:42:59] Trustee Maude (probable): that that's the CAO.

[3:43:02] Voice 15: It's here for your amendment or consideration as it usually would be.

[3:43:06] Voice 15: You've had updates today on the policy statement programming.

[3:43:10] Voice 15: There's some talk around a provincial funding request

[3:43:12] Voice 15: that's being refined at the next meeting on January 31st

[3:43:16] Voice 15: between the ITC and the Executive Committee.

[3:43:18] Voice 15: And, indeed, we talked about a request for the Provincial Review

[3:43:21] Voice 15: that's sitting now with the Governance Committees specifically.

[3:43:26] Voice 15: So those are your top items.

[3:43:29] Voice 15: Strategic planning is being subsumed by the corporate planning process.

[3:43:34] Voice 15: and the communication strategy you determined that or directed that it

[3:43:38] Voice 15: would come back to you on January 31st I would encourage you to provide if if you

[3:43:45] Voice 15: still want to as vice chairs to provide any commentary it will likely I would

[3:43:50] Voice 15: think get daylighted at and at the March Trust Council meeting so it'll come back

[3:43:56] Voice 15: Back to you again at your next meeting in January.

[3:44:03] Voice 15: That's what I've got for you, sir.

[3:44:05] Trustee Maude (probable): Excellent. Thank you very much.

[3:44:06] Trustee Maude (probable): Anybody have any comments, concerns, questions?

[3:44:12] Trustee Maude (probable): Looks like we're doing good on that front.

[3:44:15] Trustee Maude (probable): So we move forward to the next meeting,

[3:44:18] Trustee Maude (probable): which is Wednesday, January 31st, 2024 at 9.15 a.m.

[3:44:22] Trustee Maude (probable): I believe that's, is that an in-person?

[3:44:27] Voice 15: Oh, that's a great question.

[3:44:31] Voice 15: That's what we're here for.

[3:44:33] Trustee Elliott (probable): we were all i need to check they're

[3:44:36] Voice 15: not all electronic

[3:44:37] Trustee Maude (probable): now we'll

[3:44:39] Voice 15: check and get back to you

[3:44:40] Trustee Maude (probable): not that it's important because we'll figure it out all right um so now we need a motion to go

[3:44:46] Trustee Maude (probable): in camera according

[3:44:47] Voice 12: to my calendar it says the meeting on the 31st is electronic okay perfect

[3:44:57] Trustee Maude (probable): so i i understand we had an in-camera package so all moves that

[3:45:01] Voice 12: the meeting be closed to the

[3:45:02] Voice 12: public in accordance with community charter part four division three subject to section 91.g

[3:45:10] Voice 12: litigation or potential litigation affecting municipality and i receive advice that is subject

[3:45:15] Voice 12: to solicitor client privilege including communications necessary for that purpose

[3:45:20] Voice 12: and that the recorder and the staff attend the meeting excellent

[3:45:24] Trustee Maude (probable): their secondary trustee peterson

[3:45:29] Trustee Maude (probable): any discussion call the question all in favor and that carries can

[3:45:40] Trustee Elliott (probable): i just ask for a moment while i

[3:45:41] Trustee Elliott (probable): stop

ADOPTED 
Executive Committee  
Minutes of a Regular Meeting  
January 17, 2024 ADOPTED  Page 1 of 10
 
Executive Committee 
Minutes of a Regular Meeting 
 
Date:  
Location:  
January 17, 2024 
Electronic meeting  
 
Members Present: Peter Luckham, Chair, Thetis Trustee 
 Tobi Elliott, Vice-Chair, Gabriola Trustee 
 David Maude, Vice-Chair, Mayne Trustee 
 Timothy Peterson, Vice-Chair, Lasqueti Trustee 
  
Staff Present: Russ Hotsenpiller, Chief Administrative Officer (CAO) 
 David Marlor, Director, Legislative Services (DLS) 
 Clare Frater, Director, Trust Area Services (DTAS) 
 Julia Mobbs, Director, Administrative Services (DAS) 
 Stefan Cermak, Director, Planning Services (DPS) 
Warren Dingman, Bylaw Compliance & Enforcement Manager 
Mary Storzer, Senior Policy Advisor 
 Alexandra Trifonidis, Acting Executive Coordinator/Recorder 
 
Due to weather, attendees dropped and regained electronic connection often throughout the meeting; 
however, quorum was retained through the entirety of the meeting. 
1. CALL TO ORDER 
Chair Luckham called the meeting to order at 9:15 a.m., provided a territorial acknowledgment 
and turned the Chair role over to Vice-Chair Maude as Chair Luckham noted that his electronic 
connection might become incapacitated throughout the meeting due to his remote location and 
weather.  
Trustees and Staff introduced themselves.  
2. APPROVAL OF AGENDA 
2.1 Introduction of New Items 
The following was presented by DPS Cermak for consideration as a new item:  
 Letter from Ministry of Municipal Affairs  
DPS Cermak will merge this item with his Director’s Report under item 5.1 Follow Up 
Action List/Director/CAO Updates 
2.2 Approval of Agenda 
By general consent the Committee approved the agenda as presented.  
Vice-Chair Elliott joined the meeting at 9:20 a.m.  
 

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Minutes of a Regular Meeting  
January 17, 2024 ADOPTED  Page 2 of 10
 
3. RISE AND REPORT DECISIONS FROM PREVIOUSLY CLOSED MEETING 
None. 
4. ADOPTION OF MINUTES 
4.1 Draft Executive Committee minutes of December 20th, 2023 
For review and adoption.  
By general consent the Committee adopted the minutes of December 20, 2023, 
as presented. 
5. FOLLOW UP ACTION LIST AND UPDATES 
5.1 Follow Up Action List/Director/CAO Updates 
The Committee and Staff reviewed the Follow-up Action List (FUAL). 
CAO Hotsenpiller provided an update on the following:  
 Islands Trust Committees meeting schedule; a very busy week 
 Staff hiring: Information Services Team Lead and Administrative Assistant 
 Salt Spring Island office relocation project is underway; limited options 
 summary of Governance Committee meeting; possibility of a session at March 
Trust Council around 2022 Governance Review to be able to gain trustee 
feedback 
DPS Cermak gave an update on the new planning software CityView, recognizing at this 
time there are a lot of problems with it and staff resources are being used to validate 
the software. Minor staff shuffling has been going on.  
DTAS Frater provided an update on the following: 
 Staffing updates: 
o The new permanent Senior Policy Advisor will be announced very soon 
o Senior Indigenous Relations Advisor hiring competition is proceeding  
o Administrative Assistant posting to go out this week 
o Trust Area Services Program Coordinator has been extended in the 
Planning department  
o Islands Trust Conservancy Manager is back fulltime now working on 
special projects until the end of the month. Director Frater to stay on 
with specific duties for now. 
 Reconciliation Learning Group  
 Focus on Islands Trust Conservancy tech needs and new staff needs for project 
management 
5.2 Local Trust Committee Chair Updates 
Local Trust Committee Chairs spoke to recently attended Local Trust Committee (LTC) 
meetings.  
Vice-Chair Peterson noted there have been no LTC meetings to attend this year as of yet 
with the beginning of February returning to his normal meeting schedule.  

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Minutes of a Regular Meeting  
January 17, 2024 ADOPTED  Page 3 of 10
 
Vice-Chair Elliott gave a thorough update but unfortunately was hard to hear due to 
connection issues. Lasqueti Trustee Lironi has relocated to Vancouver at this time due to 
a personal issue in regards to the community and will try to attend most LTC meetings in 
person. Acting Chair Maude noted support services are available to Trustee Lironi.  
Acting Chair Maude appreciated Trustee Borthwick’s work as a community leader over 
the last 10 days for his involvement in helping setting up a warming centre for the 
people of Denman Island.  
5.3 Islands Trust Conservancy Liaison Update 
Vice-Chair Elliott provided an update noting the first Islands Trust Conservancy Board 
meeting of the year meets next Tuesday.  
   EC-2024-001 
   It was MOVED and SECONDED, 
that discussion on a coordinated approach by Islands Trust Conservancy and 
Executive Committee to advance the request to the Province to review the 
funding model and governance structure of the Islands Trust, highlighting the 
successes of the Conservancy in protecting and preserving valuable ecological 
areas for the benefit of the Province and residents of BC, be added to the 
agenda for the January 31, 2024 Executive Committee/Islands Trust 
Conservancy Board Joint Meeting.  
CARRIED 
 
Chair Luckham (EC) and Chair Smith (ITCB) will meet to discuss what items to add to the 
joint meeting agenda and advise staff. 
6. BYLAWS FOR APPROVAL CONSIDERATION 
6.1 Bowen Island Municipality - Traffic and Use of Streets Amendment Bylaw No. 629 - 
Request For Decision (RFD)  
Senior Policy Advisor Storzer presented the RFD noting there is a bit of a time pressure 
to respond to Bowen Island Municipality by January 24, 2024.  
EC-2024-002 
It was MOVED and SECONDED,  
that the Executive Committee advise Bowen Island Municipality that Bylaw No. 
629 cited as “Bowen Island Municipality Traffic and Use of Streets Bylaw No. 
133, 2005, Amendment Bylaw No. 629, 2023” is not contrary to or at variance 
with the Islands Trust Policy Statement. 
CARRIED 
6.2 Denman Island Local Trust Committee Bylaw No. 247 – Request For Decision (RFD)  
Bylaw Compliance & Enforcement Manager Dingman presented the RFD .  
EC-2024-003 
It was MOVED and SECONDED, 

ADOPTED 
Executive Committee  
Minutes of a Regular Meeting  
January 17, 2024 ADOPTED  Page 4 of 10
 
that the Islands Trust Executive Committee approve Denman Island Local Trust 
Committee Bylaw No. 247, cited as “Denman Island Local Trust Committee 
Bylaw Enforcement Notification Bylaw No. 247, 2019, Amendment No. 1, 2023” 
in accordance with Section 27 of the Islands Trust Act. 
CARRIED 
 
7. TRUST COUNCIL MEETING PREPARATION 
7.1 Executive 
7.1.1 September Trust Council Meeting Feedback  
Logistical improvements made for the December Trust Council received positive 
feedback from Trustees. At this time, no other trustee feedback has been 
received in writing.  
For context, CAO Hotsenpiller shared brief statements regarding some key 
points in the email noting that a change in practice has been undertaken and is 
showing improvements; trustee requests regarding changes to meeting process 
are underway; and, that staff are working on a request to develop the legal 
ability to have a Committee of the Whole. Staff’s intention is to bring the 
Committee of the Whole to the March Trust Council meeting.  
 
7.1.2 Media & Social Media Training Session - March Trust Council - Session Outline 
CAO Hotsenpiller spoke to the item. DTAS Frater spoke to the context notes 
regarding this item.   
Discussion ensued on the following: 
 Priorities on what should be on the March Trust Council agenda 
 Need for this session - Have there been concerns to bring this forward? 
 Recommendation from Trust Council around the Policy Statement and social 
media/communications  
 Number of trustees active on social media and media in general 
 Importance of messages/information getting out to the public 
 Suggestion of polling Trust Council on topics for the March Trust Council 
agenda 
 Urgency  
 
EC-2024-004 
It was MOVED and SECONDED, 
that Executive Committee request staff to provide background 
information to Islands Trust Council with respect to social media 
session. 
CARRIED 
The Committee recessed at 10:30 a.m. and resumed at 10:45 a.m. 

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Minutes of a Regular Meeting  
January 17, 2024 ADOPTED  Page 5 of 10
 
7.2 Planning Services 
None. 
7.3 Administrative Services 
None. 
7.4 Trust Area Services 
None. 
8. EXECUTIVE COMMITTEE PROJECTS 
8.1 Trust Council Initiated 
8.1.1 Executive 
None. 
8.1.2 Trust Area Services 
   8.1.2.1 Policy Statement Amendment Project Update – BRF 
DTAS Frater presented the briefing. The Committee discussed the 
following: 
 Cost 
 Trustee lead approach for this size and scope of project versus staff 
and professionals 
 Trust Programs statement draft document to be provided before an 
educated decision/comment can be made from Executive 
Committee 
 Engagement strategy 
 
EC-2024-005 
It was MOVED and SECONDED, 
that Executive Committee request staff to forward the MODUS 
report 2021 to members of the Trust Programs Committee and 
request that it be reviewed to inform any further 
recommendations about the policy statement amendment 
project engagement planning process.  
CARRIED 
8.1.3 Planning Services 
   None. 
8.1.4 Administrative Services 
   None. 
8.2 Executive Committee Initiated 
8.2.1 Executive 

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Minutes of a Regular Meeting  
January 17, 2024 ADOPTED  Page 6 of 10
 
None. 
8.2.2 Trust Area Services 
   8.2.2.1 2024 AVICC/UBCM Proposed Resolutions - RFD 
DTAS Frater presented the annual item. 
EC-2024-006 
It was MOVED and SECONDED,  
that the Executive Committee request staff to forward a 
resolution with backgrounder for consideration at the 2024 
Association of Vancouver Island and Coastal Communities 
(AVICC) and Union of BC Municipalities (UBCM) conventions, 
requesting that the Province review the Manual of Composting 
Toilets and Greywater Practice and provide funding for 
demonstration projects and professional development for 
practitioners. 
CARRIED 
   8.2.2.2 Website Update – BRF 
 
DTAS Frater presented the briefing.  
 
Committee discussion ensued on the following items: 
 Future fixes 
 Cost/budget for the future 
 Confidence in the website (95% functional)  
 
The Committee recessed at 11:25 a.m. and reconvened at 12:02 p.m.  
 
Appreciation was given to Director Frater and Communication Specialist 
Morgana van Niekerk for all of the work done.  
8.2.3 Planning Services 
None. 
8.2.4 Administrative Services 
   None. 
9. NEW BUSINESS 
9.1 Executive/Trust Council 
9.1.1 CAO Hiring Committee - RFD 
CAO Hotsenpiller presented the request for decision noting time is of the 
essence. The Governance Committee has expressed wanting to be involved in 
the process in some capacity.  
 

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Minutes of a Regular Meeting  
January 17, 2024 ADOPTED  Page 7 of 10
 
Discussion ensued on the following: 
 CAO job description 
 Trust Council identifying characteristics of what they want to see in new 
CAO (leadership style) 
 Possibility of a session on this topic at March Trust Council  
 Who is to Chair the Committee? (Chair Luckham, by policy 4.2 Terms of 
Reference) 
 Open meeting versus in-camera meeting and informing the public 
 Agenda items for Friday’s meeting  
 Staff workloads; keeping in mind this will be a lot of work  
 
EC-2024-007 
It was MOVED and SECONDED, 
that the Executive Committee recommend the forming of a Chief 
Administrative Officer Hiring Committee (CAOHC).  
CARRIED 
 
EC-2024-008 
It was MOVED and SECONDED, 
that the first CAO Hiring Committee meeting be scheduled for Friday, 
January 19, 2024 from 9:00 a.m. to 11:00 a.m. and that an agenda be 
created. 
CARRIED 
9.2 Trust Area Services 
9.2.1 LTC Chairs Report on Local Advocacy Topics 
Trustee Peterson shared that the Salt Spring Island LTC received a reply from the 
Minister of Housing who confirmed receipt of the letter on January 8, 2024 that 
the Salt Spring Island LTC wrote regarding inclusion in Bill 44.  
In addition, Lasqueti Island trustees and the Regional Director are setting up a 
public meeting in cooperation with the MLA on island to discuss ferry service 
issues. He is pleased to see the support from the MLA on this topic.  
Trustee Maude and select trustees participated in a roundtable on marine 
matters with Elizabeth May and Adam Olson. The event was more of a sharing 
experience and well attended. 
Chair Luckham requested confirmation from staff regarding funding for the 
Salish Sea Symposium. No confirmation has been received as of yet. He is 
registered to attend.  
9.3 Planning Services 
9.3.1 Rainwater Harvesting for Multi-Family Units – BRF 
DPS Cermak presented the briefing adding that he will keep the Committee 
updated if there are any changes.  

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Minutes of a Regular Meeting  
January 17, 2024 ADOPTED  Page 8 of 10
 
The definition of “surface water” was discussed, as recently certain bodies are 
now considering rainwater a type of water source. Vice-Chair Elliott will follow 
up with Senior Freshwater Specialist William Shulba on the matter.  
9.3.2 Triple Rock Land Cooperative (CoHo Landing) Development Fee Sponsorship 
Application – RFD 
DPS Cermak presented the request for decision highlighting that budget 
information was missing from the materials provided.  
Budget information: 
 $15,000 to sponsor applications 
 $6,650 has been spent  
 $8,350 is remaining 
 Total request of the two sponsorship applications here exceeds this amount 
 
Questions on policy around presenting applications to LTC before coming to 
Executive Committee were asked. Staff provided legislation details.  
EC-2024-009 
It was MOVED and SECONDED, 
that the Executive Committee approve financial sponsorship for the 
$1530.00 application fee for rezoning application DE-RZ-2024.1 from 
the Triple Rock Land Cooperative. 
CARRIED 
9.3.3 Gabriola Agricultural Co-op Development Fee Sponsorship Application - RFD 
EC-2024-010 
It was MOVED and SECONDED, 
that the Executive Committee approve financial sponsorship for the 
$7,956.00 application fee for rezoning application GB-RZ-2024.1 from 
the Gabriola Agricultural Cooperative Association.  
CARRIED 
9.4 Administrative Services 
9.4.1 Annual Auditor Appointment - RFD 
   DAS Mobbs presented the request for decision. 
 
EC-2024-011 
It was MOVED and SECONDED, 
that KPMG be appointed auditor for the Islands Trust and the Islands 
Trust Conservancy 2023/24 financial statement audit. 
CARRIED 
10. CORRESPONDENCE (for information unless raised for action) 
10.1 2023-12-14 Letter of support for housing applications in the Trust area 

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Minutes of a Regular Meeting  
January 17, 2024 ADOPTED  Page 9 of 10
 
Received for information.  
10.2 2023-12-15 Request to Meet re: Denman Island ferry issues 
Received for information.  
10.3 Port of Vancouver - Active Vessel Traffic Management Program  
Received for information.  
10.4 2024-01-05 AVICC AGM & Convention - 3rd Call for Resolutions  
  Addressed under item 8.2.2.1 2024 AVICC/UBCM Proposed Resolutions - RFD 
10.5 2024-01-08 WCMRC - Invitation to tour Incident Command Post at oil spill response 
exercise in Vancouver Harbour 
Received for information.  
10.6 2024-01-09 Canadian Coast Guard - Marine Environmental & Hazard Response - 
Potential ICP/Staging area sites 
Received for information.   
DTAS Frater spoke to the piece of correspondence recommending she forward 
information to all Trustees requesting their insight and send their responses to staff via 
email.  
DPS Cermak provided a verbal update regarding the letter he received from Municipal Affairs on 
the Protocol Agreement. To summarize the letter, Ministry of Municipal Affair’s interpretation 
of the Protocol Agreement is it is no longer valid. A memo will go to the Financial Planning 
Committee next week and Executive Committee the week after. 
Vice-Chair Peterson shared that he just learned from the Islands Trust Grant Manager that the 
funds to attend the Salish Sea Symposium have been granted.  
11. WORK PROGRAM 
11.1 Review and amendment of current work program 
  Not discussed.  
12. NEXT MEETING 
The next Executive Committee meeting will be held Wednesday, January 31, 2024 at 9:15 a.m. 
13. CLOSED MEETING 
EC-2024-012 
It was MOVED and SECONDED, 
that the meeting be closed to the public in accordance with the Community Charter, 
Part 4, Division 3, subject to Sections 90(1),(g) litigation or potential litigation affecting 
the municipality; and (i) receipt of advice that is subject to solicitor-client privilege, 
including communications necessary for that purpose; and that the recorder and staff 
attend the meeting. 

ADOPTED 
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Minutes of a Regular Meeting  
January 17, 2024 ADOPTED  Page 10 of 10
 
CARRIED  
14.  RISE AND REPORT 
 Chair Luckham will rise and report from the in closed portion of the meeting at the next regular 
meeting.  
15. ADJOURNMENT 
By general consent the meeting adjourned at 1:00 p.m. 
 
 
_________________________ 
David Maude, Acting Chair 
 
Certified Correct: 
 
_________________________ 
Alexandra Trifonidis, Acting Executive Coordinator/Recorder