Islands Trust Conservancy Board regular meeting, January 23, 2024

[0:00:00] Trustee Smith: Um, and, uh, there's a few additions, um, to this meeting, but I'd like to sort of start

[0:00:08] Trustee Smith: with welcoming everybody back from what I hope was a good holiday season and what I

[0:00:13] Trustee Smith: hope will be a great 2024 for everybody.

[0:00:16] Trustee Smith: I know because we do these Zoom meetings, we don't have much chance to bond with each

[0:00:21] Trustee Smith: other as a board and just get to know each other personally.

[0:00:24] Trustee Smith: And I actually regret that.

[0:00:25] Trustee Smith: So I'm glad we'll have a few more in-person meetings because I think that's important

[0:00:29] Trustee Smith: important for our decision making process. So welcome back, everybody. And before we do any of

[0:00:36] Trustee Smith: the agenda items, Lisa has trustee Gavro, I always forget, I'm sorry, if I call you guys by first

[0:00:43] Trustee Smith: name, but that's part of me, has kindly agreed to do a territorial acknowledgement. So maybe I'll

[0:00:50] Trustee Smith: I'll give the floor to you to start with, Lisa, or Trustee Gawgrove.

[0:00:56] Voice 5: It's either side of me.

[0:00:58] Voice 5: Great. Thank you.

[0:01:00] Voice 5: I want to acknowledge this land that we're reading on today

[0:01:03] Voice 5: is unceded territory of many Coast Salish nations.

[0:01:07] Voice 5: Reconciliation is a process of developing a respectful relationship

[0:01:11] Voice 5: between Indigenous and non-Indigenous people across Canada.

[0:01:16] Voice 5: To begin that relationship, we must reflect on what land means to us, and we must reflect on the struggles that First Nations have endured and still endure to this day.

[0:01:30] Voice 5: This is a time of revolution and liberation for many nations as they're reconnecting with language, ceremonies, and nation families are being brought together.

[0:01:41] Voice 5: other. It's important to support and to celebrate this progress and to recognize the strength and

[0:01:48] Voice 5: resilience of Indigenous communities. By putting in the work and striving to understand what this

[0:01:54] Voice 5: land means to us, we can become better allies in the process of reconciliation. This will enable

[0:02:03] Voice 5: us to be more informed and have a more respectful perspective on the challenges that Indigenous

[0:02:09] Voice 5: people face and it'll help us build a more equitable and just society for all together

[0:02:16] Voice 5: the coast salish believe that land has a spirit and is the mother to all of us and i leave you

[0:02:23] Voice 5: with those thoughts for the coming year uh thank you very much for this time and let's have a great

[0:02:27] Voice 5: meeting thank

[0:02:30] Trustee Smith: you lisa thank you trustee govro that's very inspiring actually i like these uh

[0:02:36] Trustee Smith: acknowledgements because I think we're all rising to the occasion to think about what we personally

[0:02:41] Trustee Smith: feel about this so it's very exciting and maybe just since we're in this issue right now instead

[0:02:47] Trustee Smith: of having to call at the last minute is there somebody who would like to take this on for the

[0:02:53] Trustee Smith: next meeting is it possible to get a volunteer for that to do the territorial acknowledgement

[0:02:58] Trustee Smith: at the next meeting which I believe is March the 7th or something

[0:03:01] Voice 7: I'd be happy to do that

[0:03:06] Trustee Smith: Risa? Okay, so that'd be great, but you've already done it, so I'm hoping we can get

[0:03:09] Trustee Smith: someone who hasn't done it, but if not, we'll default. Thank you.

[0:03:14] Trustee Smith: Anybody who hasn't done it,

[0:03:16] Trustee Smith: willing to do it, and if you're not, that's fine, then we'll go to Trustee Yates. I wonder if Charles

[0:03:21] Trustee Smith: would like to do it?

[0:03:24] Voice 2: Not particularly.

[0:03:25] Trustee Smith: Okay, then that's fine, Charles. I don't want to

[0:03:28] Trustee Smith: call on anybody. It's

[0:03:30] Voice 2: up to you.

[0:03:30] Trustee Smith: I just didn't want to take your place. Okay, so

[0:03:33] Trustee Smith: Trustee Yates,

[0:03:34] Trustee Smith: Well, just given that no one else has volunteered, we will have you.

[0:03:38] Trustee Smith: Oh, Trustee Govro, you have something to say?

[0:03:40] Trustee Smith: Fun fact about

[0:03:42] Voice 5: me is I'll always say yes.

[0:03:43] Voice 5: It's a great opportunity to practice.

[0:03:48] Trustee Smith: That is a fun fact.

[0:03:49] Trustee Smith: I didn't know that.

[0:03:51] Trustee Smith: That is a dangerous thing to say.

[0:03:53] Trustee Smith: Okay, so

[0:03:53] Trustee Smith: the next acknowledgement will be done by Trustee Yates.

[0:03:58] Trustee Smith: Thanks very much for that.

[0:03:59] Trustee Smith: Yeah. And so

[0:04:00] Voice 7: the next I wanted to say thank you to Trustee Govro for liberation and revolution.

[0:04:07] Voice 7: Yay. Yeah.

[0:04:09] Trustee Smith: Yes. Thanks a lot.

[0:04:11] Trustee Smith: It's great. So we're all rising to the occasion. It's fantastic.

[0:04:16] Trustee Smith: So the next order is the approval of the agenda. And I will say, first of all, I've tried to time this.

[0:04:23] Trustee Smith: I don't want us to go over time. I want us to be able to finish our meetings.

[0:04:27] Trustee Smith: meetings and we haven't been able to do that so I'm going to be really a close time keeper and

[0:04:33] Trustee Smith: if we can't finish the meeting by noon then what I'm going to suggest is that we prioritize dropping

[0:04:40] Trustee Smith: some issues off I think we can make this meeting I'm not sure about the next one but this one

[0:04:45] Trustee Smith: I think we can make so I do want to add one item to the agenda which is the election of the ITC

[0:04:52] Trustee Smith: chair and vice chair so that will happen um right after the approval of the agenda

[0:04:59] Trustee Smith: uh right after sorry when we get into business i guess maybe claire i can ask your advice where

[0:05:03] Trustee Smith: does that happen on the agenda it should happen as the next course of business

[0:05:08] Voice 4: okay

[0:05:09] Trustee Smith: so the the

[0:05:10] Trustee Smith: first uh the first under number five business so

[0:05:14] Voice 4: i would suggest doing it right off the top right

[0:05:17] Voice 4: as the next order of business often we do it before we even approve an agenda yeah oh okay

[0:05:21] Trustee Smith: Okay. All right. Well, then that's, I've added that to the agenda, but since I've opened it up

[0:05:28] Trustee Smith: for changes to the agenda, maybe I'll see if anybody else has any changes to the agenda they'd

[0:05:32] Trustee Smith: like to make other than the election of our chair and vice chair. No. Okay. So why don't we approve

[0:05:42] Trustee Smith: the agenda with those changes? Is there anybody, we don't have to actually have a motion, but

[0:05:48] Trustee Smith: all those in favor of approving the agenda, put your hands up, please.

[0:05:57] Trustee Smith: I think that's unanimous. I look at that as unanimous. Okay, so the agenda as amended is

[0:06:04] Trustee Smith: approved. And then we will now move into the election of our chair and vice chair. And I'll

[0:06:11] Trustee Smith: pass that over to Director Frater. Thank you. Thank

[0:06:17] Voice 4: you. So I think we've been through this

[0:06:19] Voice 4: before. And I've been provided with a lovely script that I'll use to administer the elections

[0:06:23] Voice 4: for the ITC chair and vice chair positions and so we will hold the election for the chair first

[0:06:31] Voice 4: followed by the vice chair. I'll be asking for nominations for the Islands Trust

[0:06:36] Voice 4: Conservancy chair position and then looking for a seconder. I will then ask the candidate if they

[0:06:41] Voice 4: accept the nomination. If it's yes I'll add their name to the ballot. I'll then call three times for

[0:06:46] Voice 4: any further nominations and then close the nominations and if there's more than one

[0:06:50] Voice 4: candidate will go to an election. If it is just one candidate then we'll call it an acclamation.

[0:06:57] Voice 4: After nominations there'll be a period for each nominee to speak to why they would like to be

[0:07:02] Voice 4: elected. So with that I think I'll just head off here. I'll let you know if we do I'll let

[0:07:09] Voice 4: you know about the election if we do move into one. So just one moment here. If we also move

[0:07:16] Voice 4: of intellectual I'll be asking for a scrutineer okay so moving through my script here um so with

[0:07:23] Voice 4: that I guess I will call for votes um for the position of island's trust or ask for nominations

[0:07:28] Voice 4: for the position of island's trust conservancy chair is there anyone who would like to be

[0:07:33] Voice 4: nominated

[0:07:35] Voice 7: yes I would like to nominate Risa Smith as chair of island's trust conservancy board

[0:07:43] Voice 7: board okay thank you Risa would you like to oh and Charles

[0:07:47] Voice 4: you wanted to speak I

[0:07:48] Voice 2: wanted to second

[0:07:48] Voice 2: that okay

[0:07:50] Voice 4: Risa would you like to accept that nomination yes I will okay thank you for that

[0:07:58] Voice 4: so I'm going to call a second time is there anyone who would like to nominate someone for

[0:08:02] Voice 4: Islands Trust Conservancy Chair and I'll call a third time for nominations is there anyone who

[0:08:10] Voice 4: would like to nominate someone else all right hearing none I'm pleased to announce that Risa

[0:08:18] Voice 4: Smith is the Conservancy Chair for 2024.

[0:08:21] Trustee Smith: Yay! Great. Thank you for your faith in me although

[0:08:25] Trustee Smith: I will make one comment about Trustee Gavreau's statement in our local newspaper that I was very

[0:08:33] Trustee Smith: brave for taking this on. I didn't see that but several people in the community have commented on

[0:08:39] Trustee Smith: that.

[0:08:41] Voice 4: Oh true. Yes it's certainly there's certainly work involved with

[0:08:47] Voice 4: of stepping forward into these roles.

[0:08:49] Voice 4: So thank you for your service.

[0:08:52] Voice 4: Moving now into elections for the vice chair position,

[0:08:55] Voice 4: I'll call for nominations.

[0:08:56] Voice 4: Is there anyone who would like to nominate someone

[0:08:58] Voice 4: for the position of vice chair?

[0:09:00] Voice 2: I'd like to nominate trustee Govro,

[0:09:03] Voice 2: who says that she will accept everything.

[0:09:12] Voice 4: All right, I'm looking for a seconder for that nomination.

[0:09:15] Voice 4: I'll second that nomination.

[0:09:18] Voice 4: So Lisa, would you like, or Trustee Govro, would you like to accept?

[0:09:22] Voice 5: I would.

[0:09:24] Voice 5: Okay.

[0:09:27] Trustee Smith: Well, Lisa, we will be up for some walks.

[0:09:34] Trustee Smith: If

[0:09:34] Voice 5: I can never walk again.

[0:09:38] Voice 5: I wasn't expecting this outcome, but I would be honored.

[0:09:42] Voice 5: Yeah.

[0:09:43] Voice 4: Excellent.

[0:09:44] Voice 4: Excellent.

[0:09:46] Voice 4: okay so now i'm looking for a uh a second i'll call it for a second time are there any further

[0:09:52] Voice 4: nominations for the position of vice chair and i'll call a third time are there any nominations

[0:09:59] Voice 4: for the position of vice chair so hearing none i'm pleased to announce that trustee gavro is

[0:10:06] Voice 4: acclaimed into the position of island stress conservancy vice chair congratulations thank you

[0:10:11] Voice 4: thank

[0:10:12] Voice 7: you so uh so risa and and uh and lisa you're going to have to go into the village

[0:10:18] Voice 7: with a bag over your head oh

[0:10:24] Trustee Smith: so true lucky for me i live at the north end so i never go

[0:10:29] Trustee Smith: so then but uh that'll be harder harder trustee gavro who runs a very popular business

[0:10:38] Trustee Smith: critical to our well-being

[0:10:40] Trustee Smith: that's right okay thank

[0:10:43] Trustee Smith: you everyone yeah okay so thank you so that's settled for a year and

[0:10:48] Trustee Smith: you know you can always fire us if you don't like it go right ahead

[0:10:51] Trustee Smith: i'm sure we'll both be willing

[0:10:56] Trustee Smith: okay uh so the next item then we'll move into the um let's see the approval of the agenda we've done

[0:11:05] Trustee Smith: the rise and report um from the november 28th meeting uh yeah so this is just reporting our um

[0:11:20] Trustee Smith: our rise and report and that's anybody i don't think i have to prove that it's just a point

[0:11:26] Trustee Smith: right yeah it's simply provided for public information and transparency okay and maybe

[0:11:32] Trustee Smith: i'll just say is there anybody from the public here like to welcome them if there is corlin do

[0:11:38] Trustee Smith: we have anybody from the public i don't

[0:11:42] Trustee Smith: see anybody no okay so let me know if there is i

[0:11:46] Trustee Smith: always like to welcome people it's great if they show up okay the

[0:11:49] Trustee Smith: next item is the minutes oh sorry

[0:11:52] Trustee Smith: yes somebody wanted to speak no i'm also sorry that apparently um uh ken will not be able to

[0:12:03] Trustee Smith: join us today he has a personal matter he has to attend to so that's sad but i'm pleased with his

[0:12:08] Trustee Smith: in spirit um so the minutes of the meetings and resolutions without meetings the first is

[0:12:15] Trustee Smith: approval of the november 21st 2023 regular meeting are there any amendments to the minutes

[0:12:25] Voice 6: uh yes yes yeah i did have a just a very small correction under the ec liaison report

[0:12:38] Voice 6: court. Sorry, I'm actually having trouble with my multiple screens. There we are. Oh, dear. Now I'm

[0:12:52] Voice 6: lost. Okay. It was in regards to the governance committee was undertaking the strategic approach

[0:13:03] Voice 6: to a provincial review. And that's not true. The governance committee had some aspects that it was

[0:13:10] Voice 6: looking at in terms of what the islands trust has undertaken in our internal governance review

[0:13:17] Voice 6: but executive committee still holds the responsibility for any um well islands trust

[0:13:25] Voice 6: council actually holds the bailiwak for um approaching the province for any review or

[0:13:31] Voice 6: uh revision of the funding formula so it's just a very minor correction in the ec report out it

[0:13:37] Voice 6: it wasn't quite accurate sorry

[0:13:41] Voice 8: trustee ellia what page is that

[0:13:42] Voice 6: i'm trying to find it myself

[0:13:46] Voice 6: because i page eight yes can

[0:14:04] Voice 4: we get clarity exactly which bullet would you like amended

[0:14:10] Voice 5: the second one right

[0:14:13] Voice 6: yes shifted to the governance committee for strategic approach

[0:14:17] Voice 6: approach um i would just strike that um reply to minister kang to revisit the mandate

[0:14:25] Voice 6: or just say is being strategized or is being developed it has it hasn't been shifted to the

[0:14:35] Voice 6: governance committee okay

[0:14:36] Voice 10: i

[0:14:37] Voice 6: would just remove that um would you like to say is being developed

[0:14:45] Voice 6: Yeah, it's being developed with the other standing committees, or a strategic approach, and then the rest of it's fine. Thank you.

[0:14:58] Voice 6: Sorry.

[0:15:00] Trustee Smith: Thank you for that. Trustee Yates,

[0:15:02] Voice 7: do you also have a correction?

[0:15:03] Voice 7: Just a quick question. On page five of the draft minutes, page seven of the agenda, under 5.2.5, eelgrass mapping,

[0:15:15] Voice 7: there was discussion about funding for phase two and that the alliance of canadian land trust has

[0:15:22] Voice 7: a grant if staff have time to make an application and i'm wondering if that was at all possible

[0:15:30] Voice 7: considering our shortage of staff um

[0:15:34] Voice 4: no i did let the director of planning services aware that

[0:15:39] Voice 4: there were grant opportunities but no this is not currently a project of any body so um even if

[0:15:44] Voice 4: If there's funding available, we still have to have the staff time.

[0:15:47] Voice 10: So

[0:15:47] Voice 4: it still needs to be made a priority of a body to move forward.

[0:15:51] Voice 7: Thank

[0:15:51] Voice 4: you for that, Director Frater.

[0:15:54] Trustee Smith: Okay.

[0:15:54] Trustee Smith: Any other changes to the minutes?

[0:15:59] Voice 2: I made a couple of suggestions to Coraline of just typos.

[0:16:06] Voice 2: I don't know how important they are.

[0:16:09] Voice 2: The word protection was left out of NAPTEP in sections 5.2.3 and 5.44, and also in 5.44, in the fourth line of the second bullet, there was some confusion in the writing.

[0:16:32] Voice 3: I've made those notes for editing the minutes, and I'll make sure those are done for you.

[0:16:40] Voice 3: Good, thank you.

[0:16:41] Trustee Smith: Thanks, Corinne.

[0:16:42] Trustee Smith: Yeah, so I think just for the future, I think you did the right thing.

[0:16:45] Trustee Smith: If it's just a typo, to just send it to Coralyn and she can report to us that she's correcting some typos.

[0:16:52] Trustee Smith: I think that's the approach for things that are just typos.

[0:16:55] Trustee Smith: Okay, so any other changes?

[0:16:57] Trustee Smith: I don't see anybody else.

[0:16:58] Trustee Smith: Am I missing somebody?

[0:17:00] Trustee Smith: Nope.

[0:17:01] Trustee Smith: Okay, so then maybe we can have a motion to accept to approve the minutes of the November 21st regular meeting.

[0:17:11] Trustee Smith: I so move.

[0:17:12] Voice 2: I second.

[0:17:14] Trustee Smith: Okay, all those in favour? That looks like it's unanimous. Okay, so the

[0:17:23] Trustee Smith: minutes are approved. Now we move into the follow-up action list. I'm not sure is that,

[0:17:29] Trustee Smith: Claire, you're going to deal with that? I will,

[0:17:33] Voice 4: but perhaps for the sake of efficiency,

[0:17:35] Voice 4: perhaps I'll just ask. I can either walk you through it with staff, or we can simply ask

[0:17:39] Voice 4: if you have questions yeah

[0:17:42] Trustee Smith: I think asking for questions is a good idea anybody have any

[0:17:45] Trustee Smith: questions about this follow-up action list I get a fine line so

[0:17:48] Voice 10: there

[0:17:59] Trustee Smith: is a point in there

[0:18:00] Trustee Smith: number two staff to conduct an analysis of property management needs relative to available

[0:18:07] Trustee Smith: staff hours and to return to the board with a summary of the analysis so we have got the

[0:18:14] Trustee Smith: business case for needing more money is that what the follow-up is from this yes

[0:18:20] Voice 4: so the business

[0:18:20] Voice 4: solution options document contains analysis of staff hours along with a lot of other considerations

[0:18:26] Trustee Smith: yeah so

[0:18:27] Voice 4: that would be considered so i now consider that complete unless you ask for additional work

[0:18:31] Trustee Smith: okay and then number four is to inform ipc ec joint meetings staff to reply to report on the

[0:18:38] Trustee Smith: the status of mapping and technical needs,

[0:18:40] Trustee Smith: challenges and strengths.

[0:18:43] Trustee Smith: And we do have some, that's also in the,

[0:18:47] Trustee Smith: there's a motion related to the business case,

[0:18:50] Trustee Smith: I believe that that's in, I have seen this analysis,

[0:18:52] Trustee Smith: but is that it?

[0:18:54] Trustee Smith: Is that the analysis?

[0:18:55] Voice 4: Yes, that's on page, that's agenda item 5.2.1 today.

[0:18:59] Voice 4: So that's also complete.

[0:19:00] Trustee Smith: Yeah, yeah, I just wanted to check that.

[0:19:02] Trustee Smith: Okay, that's all my comments.

[0:19:04] Trustee Smith: Anybody else have any comments?

[0:19:05] Trustee Smith: Oh, Trustee Elliott, thanks.

[0:19:07] Trustee Smith: Thank

[0:19:08] Voice 6: you, Chair. On page 12 at the bottom, just wondered if that update on the completion dates, if we could have a verbal update, do you, or maybe after our discussion, the Elder Cedar Management Plan, ITC Reconciliation Action Plan and other items and amend the completion dates as required?

[0:19:32] Voice 6: required has that been done or are we looking at updated completion dates do you think um

[0:19:38] Voice 4: so it

[0:19:39] Voice 4: looks like i didn't update around the elder cedar um well we have brought you back advice um to this

[0:19:44] Voice 4: meeting and we can discuss in camera um and with more to come probably um with regard to reconciliation

[0:19:50] Voice 4: action plan there is no i mean i've amended the target date i think to be just looking what i put

[0:19:55] Voice 4: but there is no active work happening on that right now given everything else that's going on

[0:19:59] Voice 4: um and then with regard to yeah i think i did run through it it looks like i left the date as this

[0:20:06] Voice 4: this meeting for regarding any further work on elder cedar and we can discuss that around along

[0:20:11] Voice 4: with risk management and policy um i can speak to it but just that you will talk to it about it at

[0:20:17] Voice 4: 5.2.2 we only got access to municipal insurance agencies portal like less than a week ago um so

[0:20:23] Voice 4: there'll be lots more to come by march i expect but for this meeting we weren't able to get the

[0:20:28] Voice 4: information in time okay

[0:20:31] Trustee Smith: okay thanks any other comments on this i see you don't see anybody's

[0:20:39] Trustee Smith: hand okay so uh i don't yeah there are a few changes to be made to that based on that discussion

[0:20:46] Trustee Smith: and also some follow-up that's happening at this meeting so um i think uh let's see um

[0:20:54] Trustee Smith: um approval what is happening sorry i'm somehow uh so that was the follow-up action list um

[0:21:15] Trustee Smith: and i don't think we need a motion just that was just for information

[0:21:19] Trustee Smith: the changes will be made as requested um then the next item for approval is the

[0:21:27] Trustee Smith: The, oh no, I'm having a lot of trouble following this.

[0:21:32] Trustee Smith: I don't know why.

[0:21:33] Trustee Smith: 5.1.2?

[0:21:34] Trustee Smith: 5.1.1.

[0:21:37] Trustee Smith: Yeah, so this, the next item is the attendance at the Governing and the Public Interest Conference.

[0:21:43] Trustee Smith: And there's two people who have expressed interest, myself and Trustee Kahn.

[0:21:49] Trustee Smith: And so we would need a motion to pay for their participation.

[0:21:54] Trustee Smith: The meeting itself is free, but it would require basically two nights because the meeting starts

[0:22:00] Trustee Smith: early and ends late on the one day.

[0:22:03] Trustee Smith: So for me, at least with ferry schedules, I would have to stay over two nights and I'm

[0:22:08] Trustee Smith: presuming it's probably the same for trustee Klein.

[0:22:10] Trustee Smith: So maybe we should have a proposed motion to, there

[0:22:17] Voice 7: is a proposed motion, yeah.

[0:22:18] Trustee Smith: I

[0:22:19] Voice 7: recommend that the Islands Trust Conservancy Board members Risa Smith and Charles Kahn

[0:22:27] Voice 7: attend the Governing and the Public Interest Conference on April 26, 2024 in Vancouver

[0:22:34] Voice 7: and that their travel be funded.

[0:22:40] Trustee Smith: Second.

[0:22:41] Trustee Smith: Okay.

[0:22:42] Trustee Smith: Any questions about that?

[0:22:44] Trustee Smith: We didn't put a dollar amount in there.

[0:22:47] Trustee Smith: um i tried to get a hotel for the rate that staff said i could get it which i could not get

[0:22:54] Trustee Smith: so um i'm a little reluctant to commit to a amount without knowing what it's actually going to cost

[0:23:03] Trustee Smith: at that time of year unfortunately it's in april so we're moving into the more expensive

[0:23:08] Trustee Smith: time of year for hotels it's very unfortunate that's

[0:23:13] Voice 3: actually the based on the bc directory

[0:23:16] Voice 3: directory government travel directory rate and it does go up slightly after that but that's the

[0:23:22] Voice 3: rate that's listed on the BC government travel website yes I don't

[0:23:27] Trustee Smith: doubt that but I do doubt

[0:23:28] Trustee Smith: that you can get that rate

[0:23:30] Voice 4: that's all so um what I can say is for any of you that want assistance

[0:23:34] Voice 4: with travel booking we do have access to like exclusive rates because you're associated with

[0:23:39] Voice 4: provincial government so we might be able to assist with securing those rates Coraline could

[0:23:43] Voice 4: help with that. You don't need to specify the amount in the motion. We noted for you that

[0:23:48] Voice 4: there's $1,600 available this fiscal. So as long as your travel costs are approved, and we all agree

[0:23:53] Voice 4: that we'll take reasonable travel options, I don't think you need to place the amount in the motion.

[0:23:57] Voice 4: Okay, that's

[0:23:58] Trustee Smith: great. So any other comments on that? We've got a mover and a seconder.

[0:24:04] Trustee Smith: And any other discussion? No? Okay, so all those in favor? And any, I think that's unanimous.

[0:24:14] Trustee Smith: as I can see it. Great. Thank you. Okay. So that's approved unanimously. Great.

[0:24:20] Trustee Smith: The next one is the ITC NAPTEP Covenant Monitoring Report, Request for Decision.

[0:24:28] Trustee Smith: And we do have the report here. Let me just pull it up.

[0:24:33] Voice 4: And before we move on, Chair, can I just interject with a short comment? I just want to acknowledge

[0:24:37] Voice 4: that Coraline Strachan stepped up to create that RFD for you about the governing and the public

[0:24:43] Voice 4: interest there's been a huge amount of teamwork going on um i just want to acknowledge that just

[0:24:48] Voice 4: that sort of effort and stretching is happening and i'm immensely grateful um so thanks to cornell

[0:24:53] Voice 4: for taking that on for us yes

[0:24:56] Trustee Smith: thanks we can't do any of that without somebody in staff taking

[0:25:01] Trustee Smith: initiative and we're all cognizant especially given the business case of the impossibility of

[0:25:06] Trustee Smith: staff taking on even the tiniest extra thing so thanks cornell thanks for letting us know

[0:25:12] Trustee Smith: Claire because we don't always know who's doing what so that's great um so now we're moving on to

[0:25:18] Trustee Smith: the NAPTEC covenant monitoring report request for decision and um are there any uh any discussion on

[0:25:29] Trustee Smith: this before we we move into motions and stuff.

[0:25:33] Voice 4: Chair Smith could I ask would you like Gemma

[0:25:35] Voice 4: Green to introduce

[0:25:35] Trustee Smith: the report for you? Um I I would I think the report is very good and very

[0:25:41] Trustee Smith: very clear. So if Gemma Green wants to, and is willing to make it very short, like highlighting

[0:25:47] Trustee Smith: very particular things that we might need to pay attention to, I'd appreciate that. But I really

[0:25:52] Trustee Smith: don't want a long introduction. I'm going to assume everybody's read it, because it's very

[0:25:57] Trustee Smith: clear and easy to read. But sure, maybe five minutes. Are you able to do that, Gemma?

[0:26:04] Voice 1: Certainly. Thank you.

[0:26:05] Voice 1: Thanks a lot.

[0:26:05] Voice 1: So, I will assume that everyone's read the request for decision. I'll just point out that we only identified two minor breaches in our NAPTEP covenants in 2023.

[0:26:21] Voice 1: We identified four covenants experiencing longstanding significant trespass issues that we continue to work to address.

[0:26:31] Voice 1: we only found five naptop covenants that were free of management concerns unfortunately and in the

[0:26:39] Voice 1: in the majority of our naptop covenants we identified invasive species posing an ecological

[0:26:46] Voice 1: threat of varying severity and we also identified different unique management needs in many other

[0:26:53] Voice 1: covenants ranging from needs for restoration, beach debris, wildfire hazards, and needs for

[0:27:00] Voice 1: signage. On a more positive note, we monitored our very first NAPTEP covenant on Luskeetee

[0:27:08] Voice 1: in 2023. That's a Livingstone Forest NAPTEP covenant. And this marked the fifth year of

[0:27:16] Voice 1: our in-house monitoring program and our third year with assistance from a co-op student.

[0:27:23] Voice 1: And I think that is all of the highlights of the 2023 monitoring season for our NAPCHP covenants. I'm happy to take any questions.

[0:27:32] Voice 1: Thanks

[0:27:34] Trustee Smith: very much for that. And I do personally recognize how much work is behind actually

[0:27:40] Trustee Smith: doing this report. So it's great because it's so succinct and so easy to understand.

[0:27:47] Trustee Smith: And when people are approving this, I want to make people aware that when you're approving it,

[0:27:52] Trustee Smith: you're actually approving the recommendations that are embedded within it. So if you have

[0:27:56] Trustee Smith: any comments on those recommendations, now would be the time to raise them. Okay, Trustee Yates.

[0:28:04] Voice 7: Thank you, Chair Smith. And thank you, Gemma. It is just a really, really good report. And I

[0:28:09] Voice 7: especially appreciate the photographs. We can certainly see that the co-op student is doing

[0:28:15] Voice 7: a great job. And that really reminds me of how valuable it is for us to have co-op students.

[0:28:22] Voice 7: Thank you for that. Just a very quick question with regard to the McCrae Covenant on Gabriola

[0:28:30] Voice 7: island um one of the things that i think might be missing um so it'd be page 23

[0:28:39] Voice 7: and in the middle of um middle of the description of that covenant the landholder has regularly

[0:28:47] Voice 7: observed parked cars and pedestrians etc um one of the things that i see every single time i go

[0:28:55] Voice 7: go to this covenant area is unleashed dogs and i always take a bag with me and i always end up

[0:29:03] Voice 7: picking up dog poop and this is where birds uh ground nesting birds um try to nest so um the

[0:29:13] Voice 7: unleashed dogs is not mentioned in this report but that's entirely possible that you don't see

[0:29:19] Voice 7: them when you're there but it is a problem and I'm not the only one who has commented on this

[0:29:25] Voice 7: so I don't know just to just to note that if any signage that we have at the McRae Covenant

[0:29:34] Voice 7: could specify dogs must be leashed.

[0:29:41] Voice 1: Thank you Trustee Yates that had not been brought to my

[0:29:44] Voice 1: attention either the owner nor members of the public nor anyone else had raised that issue

[0:29:49] Voice 1: with me and I haven't seen off-leash dogs or dog feces in the covenant. Can you recall any specific

[0:30:00] Voice 1: places where that's a a problem or is it along the trails or it's

[0:30:04] Voice 7: along the trails um and

[0:30:06] Voice 7: particularly on the almost the bare areas where the saxifrage grows and um you know what you know

[0:30:15] Voice 7: those spring wet areas yes okay

[0:30:18] Voice 1: thank you i'll follow up with the owner and their new management

[0:30:21] Voice 1: group great

[0:30:22] Voice 7: thank you so much for that um and it's certainly true about the um dangerous

[0:30:28] Voice 7: dangerous cargo enormous tracks parking along the side there and signage will really help if

[0:30:37] Voice 7: that's possible um

[0:30:41] Trustee Smith: okay is it possible uh staff green to make some amendments based on those

[0:30:47] Trustee Smith: comments i

[0:30:50] Voice 1: can add um well that is a curious point um because i didn't observe these issues

[0:30:57] Voice 2: And

[0:30:58] Voice 1: Trustee Yates wasn't, unfortunately, we weren't able to coordinate with Trustee Yates for the visit, or it would have come up during the visit. So I wonder if we just want to be

[0:31:09] Voice 7: aware of it.

[0:31:11] Voice 1: Yes, we could amend the resolution to to add that. Or I can just make a note and follow up with Trustee Yates on the outcome.

[0:31:21] Voice 1: come

[0:31:21] Voice 7: sure um it does the recommendation is to provide standard itc covenant signs for the

[0:31:28] Voice 7: portion along south road so that's great that hopefully will keep the large trucks from parking

[0:31:33] Voice 7: there um and i'm almost certain that one of the signs going into the interior portion does say

[0:31:42] Voice 7: that dogs have to be leashed so really it's just a matter of you know trying to enforce that

[0:31:53] Voice 7: So I

[0:31:54] Trustee Smith: don't think so.

[0:31:55] Voice 7: I don't think you have to amend the report. Just just something to be aware

[0:31:59] Voice 7: of. Okay, great.

[0:32:02] Voice 7: So staff

[0:32:04] Trustee Smith: green, you're aware of that now. And maybe the next monitoring, you'll

[0:32:08] Trustee Smith: pay attention or ask those questions. That's great. So then the recommendation is,

[0:32:15] Trustee Smith: was there any other comments or changes people want to make? No. Okay. So the recommendation

[0:32:21] Trustee Smith: does somebody want to read the motion?

[0:32:24] Voice 7: I'm happy to read the motion.

[0:32:27] Voice 7: Okay.

[0:32:28] Voice 7: I move that the Islands Trust Conservancy

[0:32:30] Voice 7: accept the Islands Trust Conservancy

[0:32:33] Voice 7: NAPTEP Covenant Monitoring Report 2023

[0:32:37] Voice 7: and direct staff to address violations

[0:32:40] Voice 7: and ecological concerns as identified in the report.

[0:32:45] Voice 7: We have a seconder.

[0:32:47] Voice 10: I'll second.

[0:32:48] Voice 7: Trustee Elliot, thanks.

[0:32:49] Trustee Smith: Thanks. And all those in favor? I think that's unanimous. Anybody against that I'm not seeing?

[0:33:01] Trustee Smith: Okay, so the motion passes unanimously. Thanks, everybody. We're going through the easy parts

[0:33:06] Trustee Smith: first. I get that. Let's see. Sorry.

[0:33:13] Voice 6: Thank you for all your work, Gemma. This is, it's an

[0:33:16] Voice 6: incredible amount of work. But without the monitoring, we wouldn't know what was going on.

[0:33:20] Voice 6: so really appreciate that yeah

[0:33:23] Trustee Smith: i have i have actually impressed on our own uh one of our

[0:33:28] Trustee Smith: trustees that he had mentioned to me that nobody monitors anything and i really gave him quite a

[0:33:34] Trustee Smith: long speech about how we do monitor how important this was very exciting okay so that's we've done

[0:33:41] Trustee Smith: that then 5.1.3 is the itc budget request and i've i thought this might be a long discussion

[0:33:50] Trustee Smith: So I did allocate 20 minutes for it. If it doesn't take 20 minutes, that's fine.

[0:33:54] Trustee Smith: But maybe we can. Oh, there you've got it up there. Thanks, Coraline.

[0:34:00] Trustee Smith: So anybody want to open up comments on this budget request?

[0:34:06] Voice 4: Well,

[0:34:07] Trustee Smith: perhaps I could

[0:34:08] Voice 4: introduce it for you, provide context. It's a sort of an unusual approach.

[0:34:13] Voice 4: So what I've done given. So staff will offer apologies that this is coming to you in the way it's coming to you,

[0:34:19] Voice 4: because typically this would be staged over one or two or more meetings.

[0:34:23] Voice 4: So the approach we've taken is to produce a business solution options document,

[0:34:28] Voice 4: which sort of sets out the context of the issues so the board can have full understanding

[0:34:33] Voice 4: and then provides a number of potential, I think I've put five, solutions that staff could think of.

[0:34:40] Voice 4: Typically, that would come to you at one meeting.

[0:34:42] Voice 4: You would say, did we fully explore the options enough?

[0:34:45] Voice 4: Perhaps direct us to go back and explore another option for you.

[0:34:47] Voice 4: then bring it back and then you would direct us to go write business cases for the selected options

[0:34:53] Voice 4: because of the compressed time frame with the budget cycle and that we haven't had the staff

[0:34:56] Voice 4: capacity to do this earlier in the cycle and bringing you everything at once in case you

[0:35:02] Voice 4: agree with the staff recommendation if you don't what will happen is we'll go away and write

[0:35:07] Voice 4: different business cases for you or none at all and then bring those back either at a special

[0:35:11] Voice 4: meeting or your next meeting and then it would flow to the February meeting of financial planning

[0:35:15] Voice 4: Committee. So I'm a bit of a gambling woman. So I moved ahead with drafting business cases for you

[0:35:21] Voice 4: to consider. If you choose to adopt those today, they will be forwarded after this meeting to

[0:35:25] Voice 4: Financial Planning Committee to consider as a late item at their meeting tomorrow.

[0:35:29] Voice 4: But there is no pressure to do so. There's placeholder money in the budget right now

[0:35:34] Voice 4: for the staff position. There is no placeholder money for any technology improvements.

[0:35:39] Voice 4: But there is still another meeting of Financial Planning Committee in February,

[0:35:42] Voice 4: and you could provide your recommendations to them at that time. But because, you know, it's more

[0:35:47] Voice 4: helpful to them to get early notice, I thought I would push and get everything to you at this one

[0:35:51] Voice 4: meeting. So what you'll see in the business solution options document is there's sort of

[0:35:57] Voice 4: been some long-standing issues relating to the technology and the number of staff hours available

[0:36:03] Voice 4: for property management. We feel confident that we're staffed enough to handle the day-to-day work.

[0:36:07] Voice 4: What's really becoming problematic is the extra. It's the issue management. It's that higher level analysis around things related to climate change, First Nation reconciliation and other topics such as risk management, where it's not operational work.

[0:36:22] Voice 4: It's we need that policy time to bring options to get legal opinions, whatever is needed to do that analysis.

[0:36:30] Voice 4: analysis. You'll also note in there, we're noting that the ITC manager has quite a variety of direct

[0:36:36] Voice 4: reports, and certainly with the amount of higher level effort that's needed, particularly with

[0:36:42] Voice 4: regard to First Nation engagement, there's just, we're running out of staff hours available to do

[0:36:46] Voice 4: the work and properly support all the programs and these new issues that are coming in. So those are

[0:36:53] Voice 4: sort of the major themes that are outlined in there. Happy to amend any of the documents and

[0:36:58] Voice 4: bring them back to you if you feel like you want different analysis, different information,

[0:37:02] Voice 4: deeper analysis on any of the items. I would tell you more, but I know time is short this morning.

[0:37:08] Voice 4: So perhaps I'll leave it there. And I'm happy to answer any questions. Certainly, we can amend

[0:37:12] Voice 4: business cases before they travel or bring them back to you at a future meeting or create new

[0:37:17] Voice 4: ones. So I'll leave it there. I'm

[0:37:19] Trustee Smith: happy to take questions. Yeah, so I do have a few questions,

[0:37:23] Trustee Smith: but I'll open it up to other people first does anybody have any questions or comments or changes

[0:37:29] Trustee Smith: that they think need to be uh don't see anybody yet maybe I'll put mine in there and that will

[0:37:38] Trustee Smith: stimulate a little bit more discussion oh trustee go um

[0:37:41] Voice 5: thank you uh you had me at the subject line

[0:37:45] Voice 5: I think this is a very important um request for decision I fully support it um I think that

[0:37:53] Voice 5: that it'll solve many of the current staffing needs.

[0:37:57] Voice 5: Yeah, I'm full agreement.

[0:38:00] Voice 5: Okay, thank you.

[0:38:02] Trustee Smith: Anybody else want to comment?

[0:38:05] Voice 6: Trustee Elliott.

[0:38:06] Voice 6: Thank you so much.

[0:38:09] Voice 6: Yes, so I guess what we've identified

[0:38:15] Voice 6: is there's a structural inability

[0:38:17] Voice 6: to meet the increasingly complex environment.

[0:38:23] Voice 6: I think you've outlined it really well.

[0:38:25] Voice 6: um the only and i don't want to add urgency to it but i wonder if emphasis needs to be added

[0:38:35] Voice 6: as to how how long we've gone without um sort of the capacity we need to undertake the work

[0:38:43] Voice 6: it's it's in there but it's not really up front and there and there's i'd say for the rest of

[0:38:51] Voice 6: Islands Trust Council to understand that the Conservancy has been operating sort of at or

[0:39:00] Voice 6: below what it needs in terms of resources and staff hours. We've been running at a deficit

[0:39:08] Voice 6: for a long time, it seems. And so I just want to make sure that that's well articulated. I know

[0:39:15] Voice 6: Trustee Yates, since she's the delegate to the Financial Planning Committee, will make

[0:39:19] Voice 6: that case. But it does need to be clear that this is not a solution so that we can expand our

[0:39:33] Voice 6: workload. It is a solution to contain and strategically implement the work that we are

[0:39:43] Voice 6: already undertaking does that make sense um

[0:39:49] Voice 4: i can jump in there certainly yes and we could prepare

[0:39:52] Voice 4: some of those um sort of background for the various spokespeople um to sort of provide

[0:39:59] Voice 4: as a supplement to verbal comments when they introduce the item okay

[0:40:02] Trustee Smith: um okay i have one

[0:40:06] Trustee Smith: comment actually thank you for this i think it's great i agree with both of the resolutions i just

[0:40:11] Trustee Smith: have a few comments. The first relates to the protected areas manager position. I'm a little

[0:40:16] Trustee Smith: bit concerned of the title because I think it would be very easy to confuse that with

[0:40:22] Trustee Smith: the ITC manager and originally we were going to call this an operations manager which I think

[0:40:30] Trustee Smith: makes it a clearer distinction between the job of Kate Emmings and this job and I don't know why

[0:40:39] Trustee Smith: it's been changed you may have a rationale for that but I'm worried about some confusion that

[0:40:45] Trustee Smith: we've got two titles that seem too close to me as an ex-civil servant so

[0:40:54] Voice 4: that the previous the

[0:40:56] Voice 4: working title that had been we have been posing earlier was manager of property management

[0:41:01] Voice 4: it was somehow felt that that might be perceived as leaving covenants out because property like

[0:41:06] Voice 4: Like we have a property management specialist who's just for nature reserves.

[0:41:10] Voice 4: So we were looking for a more inclusive title that would, you know, scope in the totality of the work and came up with property areas manager.

[0:41:19] Voice 4: I think it's OK that the word manager is there, even though we have the conservancy manager.

[0:41:24] Voice 4: We do have that in other parts of the organization, whereas we have a manager information systems, you know, with that in that union grid band.

[0:41:33] Voice 4: Certainly open to suggestions if there's other ideas.

[0:41:36] Voice 4: is this is the best we came up with at this time um but certainly it can change before you know

[0:41:40] Voice 4: right up until we formalize the position with civil service or the public service agency um

[0:41:46] Voice 4: yeah happy to hear feedback on that um but that was the intention of the change was just to make

[0:41:51] Voice 4: it a more inclusive title a little bit less of a mouthful as well so

[0:41:56] Trustee Smith: my preference just viewing it

[0:41:58] Trustee Smith: from the position of someone looking at increasing a budget is to be very clear that there's no

[0:42:04] Trustee Smith: no overlap and this is a different position and I think your text makes that very clear

[0:42:08] Trustee Smith: I'm not I'm not it doesn't have to be this change but I would prefer then that it's a

[0:42:15] Trustee Smith: protected areas operations manager something to distinguish it from the sort of more policy

[0:42:25] Trustee Smith: big picture stuff that our current ITC manager doesn't have time to do so that's my preference

[0:42:32] Trustee Smith: But, you know, if you don't feel that will be useful in your view of the way people look at budget, that's fine.

[0:42:43] Trustee Smith: I'll just leave that with you to think about. So you don't have to do that.

[0:42:46] Trustee Smith: But I'm just raising that and you can think about that. Do you want to answer that, Claire?

[0:42:51] Trustee Smith: Do you want to go on to Charles's question?

[0:42:54] Voice 4: I think I will take that under advisement.

[0:42:56] Voice 4: I just need to look at other job profiles within the province and just make sure that would work.

[0:43:00] Voice 4: but certainly i'll take that under advisement yeah okay that would be great

[0:43:03] Trustee Smith: trustee khan you

[0:43:05] Trustee Smith: had a comment

[0:43:05] Voice 2: um i i think there you're in the confusion with so many quote managers um could

[0:43:13] Voice 2: the word coordinator be used instead of manager possibly

[0:43:16] Voice 4: yes okay

[0:43:21] Trustee Smith: i will look into both those

[0:43:22] Trustee Smith: suggestions yeah uh you might i might raise a caution just related to classification systems

[0:43:28] Trustee Smith: about using the term coordinator yeah so but you'll look into that um and then my my next

[0:43:33] Trustee Smith: question related to the um the database which i'm thrilled that we're asking for money for this

[0:43:40] Trustee Smith: honestly um but i don't see anywhere about who will manage the state of this like in the business

[0:43:48] Trustee Smith: case i maybe i'm missing it somewhere so we're asking for money um uh to to get a software that

[0:43:57] Trustee Smith: might have to be cut customized all good good rationale for it all but whose job would it

[0:44:03] Trustee Smith: be to manage that?

[0:44:05] Voice 4: So we're proposing, as it's introduced, we're proposing we have a consultant

[0:44:09] Voice 4: come in and help us with the selection, implementation, data migration. Once it's

[0:44:14] Voice 4: fully set up and operational, the maintenance, the technical maintenance of it would be supported by

[0:44:19] Voice 4: our information systems team. So that would be like, you know, licensing renewals, software

[0:44:24] Voice 4: patches on a routine basis, whatever that might look like. The actual data entry maintenance side

[0:44:30] Voice 4: of it would be done by the property management staff. So, Gemma and Nuala and possibly the

[0:44:36] Voice 4: species at risk coordinator would be, you know, entering their notes into that and maintaining

[0:44:39] Voice 4: the system. So, it would be sort of jointly coordinated and possibly this protected areas

[0:44:45] Voice 4: manager would be the lead on ensuring that that's done to a satisfactory standard. If we don't fill

[0:44:50] Voice 4: that position and we proceed with this initiative, it would be the ITC manager would be overseeing

[0:44:55] Voice 4: that work and making sure that it's functioning for all.

[0:44:58] Trustee Smith: So, but do we have someone and we very

[0:45:00] Trustee Smith: very well might, like my experience with databases, and I have actually put a bit of experience with

[0:45:05] Trustee Smith: them, is there's always glitches, there's things that always don't work. And you always need like,

[0:45:13] Trustee Smith: whoops, some sort of person with techie knowledge to help the staff who are using the database

[0:45:23] Trustee Smith: to manage those glitches, especially at the beginning. So

[0:45:26] Voice 4: do we have someone to do that?

[0:45:28] Voice 4: so at the beginning it will be this consultant that we would propose hiring that would help us

[0:45:33] Voice 4: out um training and support for technology is a gap in this organization generally around all

[0:45:39] Voice 4: software um so we have created a new position that we just posted today actually an executive

[0:45:45] Voice 4: administrative assistant that's meant to help coordinate better provision of training materials

[0:45:50] Voice 4: and sort of procedural guidelines for all manner of systems in the organization

[0:45:54] Voice 4: organization um and so that is our effort to provide us you know some support and that position

[0:45:59] Voice 4: would help coordinate all manner of documentation and training support um and then i think if if

[0:46:04] Voice 4: there are strong training needs um into the future we would look at our training budgets

[0:46:08] Voice 4: and the information systems staff to help us out and we would come forward if we need a surge of

[0:46:14] Voice 4: effort we would come forward in the future with that um but at this point it would be information

[0:46:18] Voice 4: systems would support us with the easy stuff and then we'd have to go out of house if something

[0:46:23] Voice 4: emerge later that we need external help with okay

[0:46:27] Trustee Smith: so you're sure that in the material i've

[0:46:28] Trustee Smith: read the material it's very good i like the you know these uh very clear business cases etc

[0:46:33] Trustee Smith: but uh do you think that the receivers of this will understand that that i could certainly add

[0:46:40] Voice 4: a sentence that's regard with regard to ongoing maintenance if that's helpful it

[0:46:44] Trustee Smith: is for me i'm

[0:46:45] Trustee Smith: not making the decision on this but i just want to be sure that they're able to make the decision

[0:46:49] Trustee Smith: and realize that we've thought of all these things yeah okay great so you can just take it under

[0:46:57] Trustee Smith: advisement it doesn't mean you have to do it but just you know think of your audience okay oh trustee

[0:47:04] Trustee Smith: elliott thanks let's see your hand up

[0:47:06] Voice 6: um so i had written and provided sort of a notice of motion

[0:47:10] Voice 6: that i i would like to discuss and i've i've changed it a little bit after staff came back

[0:47:16] Voice 6: with some feedback um that i think if that you know if if this business case goes forward and

[0:47:24] Voice 6: if the the case for the technology support goes forward um there should be a secondary

[0:47:32] Voice 6: resolution or in my opinion um that without this manager position or coordinator position

[0:47:41] Voice 6: And without a new database solution to property management, that the ITC board resolves that it must pause acquiring new properties and developing NAPTEP covenants until the capacity challenges with regard to property management and acquisitions is resolved with something like this.

[0:48:07] Voice 6: because there has to be a balance in the equation if we can fix the capacity issue

[0:48:19] Voice 6: that we've been struggling with for so long and acquire a database you know off the shelf or

[0:48:25] Voice 6: customize it to our needs that's going to help us with all the properties that we do have

[0:48:35] Voice 6: then we can go forward and we can acquire new properties and accept donations. But it's not sustainable to expect that staff can continue to negotiate or that the public is led to believe that the Conservancy is in a position to accept new donations of land or ecological gifts when we don't have the capacity to,

[0:49:00] Voice 6: Or we're working at capacity to manage what we have. So does that make sense? It would sort of be a companion resolution or indicate that this is the direction the board would take is that we're just going to have to pause on anything new in the future until these issues are resolved.

[0:49:25] Voice 6: Because it may not be approved this fiscal. It may also take eight or 10 months to get this position through the PSAC process or whatever it is, as we've just seen with two full-time positions that were approved at the last March Trust Council.

[0:49:47] Voice 6: council trust council so it's taken a long time to work through the process so there isn't it

[0:49:52] Voice 6: even if this is approved in march and and we you know it goes out immediately it's not going to

[0:50:01] Voice 6: solve our problems i'm saying that operationally um we might have to consider doing the responsible

[0:50:07] Voice 6: thing and putting a pause on you know acquisition so i wanted to submit that to to the board

[0:50:15] Voice 6: for consideration i don't have to put the motion forward um but you've all sort of got the gist of

[0:50:22] Voice 6: the idea so

[0:50:24] Trustee Smith: i might ask director freighter to just provide a few comments on the implications of that

[0:50:29] Trustee Smith: if it's possible um well

[0:50:33] Voice 4: you're currently um waiting on the minister's decision around the

[0:50:36] Voice 4: i was just conservancy plan um which sort of provides your marching orders around you know

[0:50:41] Voice 4: know the minister's intention for the future steps of the conservancy certainly you're in a position

[0:50:46] Voice 4: to make temporary decisions you can always pause things temporarily um you know should you say

[0:50:51] Voice 4: until funding is provided you know you don't know what that time frame looks like so at some point

[0:50:56] Voice 4: certainly you can make you can make decisions now to do something temporarily if you're looking at

[0:51:00] Voice 4: a more permanent shift that would be a conversation with the ministry around you know the possible

[0:51:04] Voice 4: amendment of the plan once it's approved should it say continue acquiring right because you sort

[0:51:09] Voice 4: you're in that interplay. But certainly if you wish to provide temporary direction to staff to

[0:51:15] Voice 4: pause things until something is achieved, certainly you could do that. We do outline

[0:51:20] Voice 4: on option five on page 72 of the agenda that that is one of the options that staff looked at was

[0:51:27] Voice 4: you could cease acquiring on a more permanent basis, in which case you would need to speak

[0:51:31] Voice 4: with the minister. The other sort of related option was reducing the amount of monitoring

[0:51:35] Voice 4: that you take on and asking staff to come back with advice around that were sort of the two

[0:51:40] Voice 4: methods that we thought sort of work reduction methods so just put that out there but yeah

[0:51:46] Voice 4: I would encourage temporary rather than permanent decision so

[0:51:51] Trustee Smith: can you put up that to that option

[0:51:54] Trustee Smith: sorry it's flipping around so much the

[0:51:56] Voice 4: bottom of page 72 but but staff didn't contemplate a

[0:52:02] Voice 4: temporary halt we more sort of jumped right to the permanent halt which would involve sort of

[0:52:08] Voice 4: amending the plan once you have it sorry

[0:52:11] Trustee Smith: there's just so much jumping around can i actually see the

[0:52:14] Trustee Smith: so

[0:52:15] Voice 4: you could go on page 72

[0:52:16] Trustee Smith: yeah which is

[0:52:17] Trustee Smith: option five right yeah there that's right

[0:52:19] Trustee Smith: okay so this

[0:52:29] Trustee Smith: could say i just want to trustee elliot this could say the uh reducing protected areas management and

[0:52:36] Trustee Smith: our monetary monitoring activities and seeking acquisition of new protected areas on a temporary

[0:52:42] Trustee Smith: basis? Is that what you would be suggesting? I would say

[0:52:47] Voice 6: pausing until funding is secured. I

[0:52:50] Voice 6: think the language that Director Frater, because funding could come from another quarter as well,

[0:52:58] Voice 6: this position is ideal and it's the solution that occurs to us right now,

[0:53:04] Voice 6: but there could be other sources of funding. We've been surprised by this before. So who knows?

[0:53:12] Voice 6: that would keep our options open a little bit okay

[0:53:16] Trustee Smith: and i just want to oh trustee yates i see

[0:53:18] Trustee Smith: your hand up thanks

[0:53:20] Voice 7: trustee yates yes uh thank you chair smith i prefer the phrase pausing as well

[0:53:27] Voice 7: because that also kind of implies that it's temporary um but it means that you're you're

[0:53:34] Voice 7: not doing that until the funding is available okay

[0:53:44] Trustee Smith: i also one problem with me with this

[0:53:47] Trustee Smith: particular option five is that there are other options like you have providing

[0:53:51] Trustee Smith: options for reducing monitoring and recommending the board engage with the

[0:53:57] Trustee Smith: minister but there could be other options too so you know we would be

[0:54:03] Trustee Smith: looking at options to why don't we want options to increase funding above and

[0:54:13] Trustee Smith: beyond it I don't know so I don't know the actual wording I have to think of it

[0:54:17] Trustee Smith: but it's it's not just about reducing monitoring but it would be also about um acquisitions we'd

[0:54:26] Trustee Smith: also have to talk about amending uh the ministerial proof plan and we don't even know what that is yet

[0:54:32] Trustee Smith: so um i would like to have a motion and maybe we could put something up there did you trust

[0:54:39] Trustee Smith: yellow did you provide wording to um uh corlin that we could work with right now to make some

[0:54:46] Trustee Smith: and amendments. Or maybe I could just do one check in. So we're going in a little bit of a

[0:54:52] Trustee Smith: different direction right now. And I just want to do a check in to see if there's anybody who

[0:54:57] Trustee Smith: objects to this direction of looking for another motion. So I'm assuming we would approve the first

[0:55:04] Trustee Smith: motion, which is the business cases, and that we would also have the second motion relating to what

[0:55:10] Trustee Smith: we would do in the interim. And I just want to check if anybody feels uncomfortable with exploring

[0:55:17] Trustee Smith: that as another motion, this temporary halt while we explore options for continuing acquisitions

[0:55:31] Trustee Smith: if we don't get funding, or how to get other funding or something to that nature.

[0:55:35] Trustee Smith: I don't see anybody's hand up, but this is like a serious question.

[0:55:42] Trustee Smith: Trustee Kahn's hand is up.

[0:55:47] Trustee Smith: Why can't I see? Oh, there you are. Okay. My screen has changed. I don't know why.

[0:55:52] Trustee Smith: Trustee Kahn, please.

[0:55:55] Voice 2: Yes, I was wondering if we adopted that policy of pausing, would that involve the NAPTEP covenants as well?

[0:56:06] Voice 2: because i wondered if they had a different status since they were sort of um islands trust

[0:56:15] Voice 2: based starting from the islands trust council rather than from the conservancy

[0:56:23] Voice 2: i mean we we we uh authorized them and checked them out but um it seems to be a

[0:56:29] Voice 2: nap tip is a is a policy of the of the trust council itself isn't it

[0:56:35] Voice 4: It is. So that would be one where you might want to ask for some more staff advice because, of course, yes, the granting of the certificate is a Trust Council decision, but also the willingness to hold the covenant is a decision of the board.

[0:56:47] Voice 4: So it's hybrid. Certainly, we could give you more staff advice. I have to admit that was a bit of an oversight for me and I'm not your usual manager.

[0:56:55] Voice 4: So I might want to come back to you on that when you could ask for advice around that.

[0:56:59] Voice 4: uptown okay

[0:57:01] Voice 10: so

[0:57:03] Trustee Smith: that would have to be in the motion the things that we'd be asking for advice on

[0:57:06] Trustee Smith: yeah okay as and uh trustee gavro you did you have your hand up or i missed it

[0:57:12] Voice 10: no

[0:57:13] Voice 5: i don't have a comment though we've certainly identified a uh major uh issue here um how do we

[0:57:21] Voice 5: move forward i mean we're a growth model and we're we're really good at doing what we do

[0:57:25] Voice 5: apparently because we have lots of people wanting to donate land so how do we continue doing that

[0:57:30] Voice 5: we do need the funding we do need this a new manager we do need more staff support

[0:57:37] Voice 5: perhaps we should wait till we get the funding for that before

[0:57:42] Voice 5: we're deciding to put a pause on acquiring properties because we might need to

[0:57:51] Voice 5: re-evaluate that decision later as well I mean it's almost seems like it's an imminent

[0:57:56] Voice 5: decision that we're point we're coming to so how do we best get into the how do we put this

[0:58:02] Voice 5: the ITC in the best position possible to navigate the next year so

[0:58:10] Trustee Smith: I do know that as we know

[0:58:13] Trustee Smith: Kate Emmings is sort of quietly behind the scenes and she's putting notes in the chat

[0:58:17] Trustee Smith: but I actually can't read chat notes at the same time I'm paying attention to discussions it's

[0:58:23] Trustee Smith: impossible so I wonder if somebody who can do that can actually just comment on the information

[0:58:33] Trustee Smith: she's given that's quite relevant so I've just pulled up

[0:58:38] Voice 4: I can help with that chair I've just

[0:58:41] Voice 4: pulled up the natural area protection tax exemption program policy of trust council

[0:58:45] Voice 4: um so essentially um if the board was unable to or unwilling to hold a covenant it um looks like

[0:58:52] Voice 4: trust council or local trust committee could be asked to hold it instead um so there's other

[0:58:57] Voice 4: avenues for holding those they would be unprecedented at this time and we'd have to

[0:59:01] Voice 4: build the you know policy around that those options um but certainly um yeah certainly those

[0:59:09] Voice 4: are options available and then the trust council would have that information and could decide if

[0:59:13] Voice 4: it wishes to proceed or not and

[0:59:16] Trustee Smith: that's um uh trustee elliott do you have did you have your

[0:59:20] Trustee Smith: hand up did i see that i

[0:59:23] Voice 6: uh so corlin i did put the um the motion that i'd proposed i was going

[0:59:28] Voice 6: to suggest something simpler um but before we go into that discussion um so reflecting on your

[0:59:38] Voice 6: comments trustee govro i do i absolutely want to give this business case a shot i do want to give

[0:59:44] Voice 6: it the best chance of being received however going into financial planning committee tomorrow

[0:59:52] Voice 6: we are looking at a 10.5 percent tax increase but the really challenging factor

[1:00:00] Voice 6: is always the bowen island municipality tax increase because it the the way that the

[1:00:10] Voice 6: calculation is is done um the tax increase ends up being 20 i think it's 18 right now for bowen

[1:00:18] Voice 6: island and that's just simply not tenable and that's because they pay into conservancy and all

[1:00:25] Voice 6: non-planning related expenses trust council conservancy programs but not land use planning

[1:00:34] Voice 6: so that's what always throws everything off and so in order to reduce the bowen island

[1:00:39] Voice 6: municipality tax levy or yeah tax levy um it's always programs and the conservancy that suffers

[1:00:47] Voice 6: and it's not an intentional thing this is a structural issue that we need to address

[1:00:54] Voice 6: address. But in trying to reduce that tax burden on Bowen Island municipality, we end up looking

[1:01:01] Voice 6: for places to cut. And so for every full-time equivalent, basically you're going to see the

[1:01:09] Voice 6: reduction of 1% of the anticipated tax increase. I think it's like $75,000. You can go down 1%.

[1:01:17] Voice 6: So everybody's going to be looking to cut. Where do we cut? And so having, this may not be a great

[1:01:24] Voice 6: argument right so so people saying great well conservancy doesn't have to take on any more

[1:01:28] Voice 6: protected areas and we don't have to pay for a new full-time position problem solved we don't

[1:01:34] Voice 6: want to focus on conservative protected areas because that's their where their focus is maybe

[1:01:39] Voice 6: so i'm just submitting this as a perhaps this this is a february consideration um if if there

[1:01:49] Voice 6: there is a real opposition to the business case

[1:01:54] Voice 6: for this protected areas manager

[1:01:56] Voice 6: and the technology support that we need.

[1:02:00] Voice 6: This could be sort of a secondary consideration.

[1:02:03] Voice 6: So maybe this doesn't move forward today.

[1:02:05] Voice 6: And I'm just trying to think strategy,

[1:02:08] Voice 6: how to get the support for the Conservancy,

[1:02:10] Voice 6: but I know what financial planning committee

[1:02:12] Voice 6: is facing tomorrow and it is not a great prospect.

[1:02:19] Trustee Smith: Okay, Trustee Yates. And then I'm already over my allotted time, although I'm really glad we're

[1:02:24] Trustee Smith: having this discussion. So Trustee Yates, and then I'll make a proposal.

[1:02:27] Trustee Smith: Yes,

[1:02:28] Voice 7: that's just such a good point that Trustee Elliott has just made. So what I wanted to do

[1:02:34] Voice 7: was move the first motion, if we could get it back.

[1:02:40] Trustee Smith: Okay, so can I just put that on hold for one minute just to make a decision here? So given

[1:02:48] Trustee Smith: Given what Trustee Elliott has said and what various other people have said, my preference would be not to have the second motion at this point, but to bring it forward after we hear about our budget decision.

[1:03:02] Trustee Smith: So we might, you know, if we hear that we don't get any money, then we're going to have to have a new strategy and we would have to have a motion at the March meeting to reflect that.

[1:03:12] Trustee Smith: That's my preference.

[1:03:13] Trustee Smith: but um yes director i was going to check with other people on whether they're comfortable with

[1:03:20] Trustee Smith: that after director freighter speaks your hand is up yes

[1:03:25] Voice 4: thank you i'm just letting you know so

[1:03:26] Voice 4: you will your meeting um in march is after trust council would have made a budget decision

[1:03:31] Voice 4: so if you're wanting to reflect on what happens at trust programs committee in january or february

[1:03:36] Voice 4: you'd likely have to schedule you would have to schedule a special meeting so just wanted to draw

[1:03:40] Voice 4: that to your attention yeah but my

[1:03:44] Trustee Smith: question is that that's useful because we've put in a request

[1:03:47] Trustee Smith: for funding and it's a strong request i think we've heard the incredible uh push and pull that

[1:03:54] Trustee Smith: is going to be related to finances so at the next meeting we'll know if we didn't get the funding

[1:04:00] Trustee Smith: then we're going to have to have a new strategy like i i'm not sure why this motion would be

[1:04:07] Trustee Smith: we would need a special meeting for it because then we're then we're faced with a decision

[1:04:13] Trustee Smith: and how to move forward or not just that's just my thinking point

[1:04:18] Voice 6: my my thought is maybe the board

[1:04:21] Voice 6: could indicate that without this support we cannot continue to accept new acquisitions

[1:04:28] Voice 6: and secure naptep covenants for the benefit of the honest trust so it's perhaps saying we're

[1:04:35] Voice 6: We're not going to cease taking them on, but an indication to the ITC board that without support in terms of capacity and funding, we cannot continue accepting.

[1:04:46] Voice 6: You know, does that shift things a little bit?

[1:04:50] Voice 6: It gives us a little room as well for discretion without closing the door to.

[1:04:58] Trustee Smith: Does that need to be a motion or could that be in the business case we're presenting?

[1:05:04] Trustee Smith: I don't know the answer to that, but maybe Director Frater could ask you then.

[1:05:09] Voice 4: Certainly, if we provide some speaking notes, we could add that this conversation has gone on.

[1:05:15] Voice 4: This is what the board is looking at.

[1:05:16] Voice 4: And in March, should there be a decision to not fund this, the board will be having this conversation again in March.

[1:05:23] Voice 4: Certainly, we could provide that if you're not wanting to have a motion per se.

[1:05:28] Voice 4: Certainly, you could equip your spokespeople, both at Financial Planning Committee and at Trust Council, to provide that information.

[1:05:35] Trustee Smith: uh what do you think trustee elliott is that enough or do we need a motion it

[1:05:42] Voice 6: to me it has

[1:05:43] Voice 6: to be right up front i mean the business solution is is excellent but it's a lot of reading and

[1:05:49] Voice 6: there's a there's a ton of reading for financial planning to consider already for tomorrow so this

[1:05:53] Voice 6: is going to be rapid fire where can we what are we looking to cut and so it i would do i would put

[1:06:02] Voice 6: put forward a second resolution, let's vote on the first, but that the ITC board indicates that

[1:06:07] Voice 6: the Conservancy will likely pause on acquiring new properties and developing new NAPTEP covenants

[1:06:13] Voice 6: if these business, will likely have to pause if these business cases are not approved. And that

[1:06:19] Voice 6: could be a second motion and vote on it or not. I just think it, the message needs to be really

[1:06:26] Voice 6: really clear. It's clear to us. It needs to be clear to 27 other, four other trustees.

[1:06:33] Trustee Smith: Okay, so I'm happy with that. Yeah. So let's start with the first motion. So Trustee

[1:06:38] Trustee Smith: Yates, you wanted to read the first motion. Yeah,

[1:06:41] Voice 7: can we get it on the screen again?

[1:06:44] Trustee Smith: Coraline?

[1:06:49] Voice 7: Thank you for that, Coraline. I move that

[1:06:52] Voice 7: the Islands Trust Conservancy Board recommend to the Islands Trust Council that the 2024-2025

[1:06:59] Voice 7: budget include funding for a permanent protected areas manager and selection and implementation

[1:07:06] Voice 7: of a protected area management database? Okay, do

[1:07:12] Trustee Smith: I have a seconder? Trustee Gavreau.

[1:07:17] Trustee Smith: And I guess Trustee Elliott was willing to, well, we have Trustee Gavreau as a seconder.

[1:07:22] Trustee Smith: All those in favor, put your hand up. Okay, so that seems to be approved unanimously.

[1:07:29] Trustee Smith: unanimously um now the second motion i think we're going to need a little bit of uh tweaking of that

[1:07:35] Trustee Smith: maybe trustee elliott can you help uh corlin there with some tweaking of that wording i

[1:07:43] Voice 6: just emailed

[1:07:43] Voice 6: it to you corlin sorry for the pause pause on the pause um that that's the one and it's probably too

[1:08:00] Voice 6: wordy we don't need likely and pause or please feel free to amend um itc can

[1:08:32] Trustee Smith: i suggest a few

[1:08:33] Trustee Smith: just make it much simpler just that um the itc board um will likely have to take out the

[1:08:40] Trustee Smith: indicates that blah blah the itc board uh will have to pause acquiring new properties and

[1:08:48] Trustee Smith: and developing new NAPTEP covenants until the capacity and funding challenges in property

[1:08:53] Trustee Smith: management are resolved. That's simple. We're not saying how we're going to do that. We're

[1:09:00] Trustee Smith: not saying it's forever.

[1:09:01] Voice 6: Yeah, I don't like the likely is. We'll have to pause. And that still

[1:09:07] Voice 6: gives us wiggle room. But I think it sends a strong message that without support and a solution

[1:09:16] Voice 6: in some fashion um we can't continue on as as we have so

[1:09:24] Trustee Smith: i'll ask for a mover for that and

[1:09:27] Trustee Smith: and before i ask uh and a second or then we'll have a quick uh chance for um changes before we

[1:09:35] Trustee Smith: vote on it so do i have a mover for that trustee elliot okay do i have a seconder uh trustee khan

[1:09:42] Trustee Smith: thank you so just a quick discussion is there any wording changes that people would like to this

[1:09:47] Trustee Smith: to see to this or also staff please put your comments in if you also see some problematic

[1:09:55] Trustee Smith: areas or words that we can change ah trustee free

[1:10:00] Trustee Smith: thanks um

[1:10:01] Voice 4: you might just wish to you've got we'll

[1:10:03] Voice 4: have to pause acquiring new properties you might wish to add their and conservation covenants comma

[1:10:13] Voice 4: something along that line just to reflect it's it's the totality of the work and then have

[1:10:18] Voice 4: have something about NAPTAP or you could say as well as new NAPTAP covenants something like that

[1:10:23] Voice 4: yeah you

[1:10:30] Trustee Smith: can take I think that works as well okay any other comments changes comment trustee

[1:10:42] Voice 5: Govro I believe in you Toby and I believe in your strategy I'll be voting in favor of this motion

[1:10:51] Voice 5: Okay.

[1:10:51] Trustee Smith: So there's the motion. There's the motion as amended. And I think it was

[1:10:59] Trustee Smith: Trustee Kahn who seconded it. You're still willing to second the amended motion? Trustee Kahn?

[1:11:05] Voice 2: Yes. I did have one question, though. How will this affect

[1:11:12] Voice 2: covenants, NAPTEP covenants, for example, that are in process?

[1:11:18] Voice 2: are they are they are will they also be stalled that

[1:11:23] Voice 4: will be a decision of the board but why don't

[1:11:25] Voice 4: we bring that back to you in march once you have your new plan you've been through the budget cycle

[1:11:29] Voice 4: and then you can consider what to do with in-stream work at that time so we're basically

[1:11:36] Trustee Smith: silent on that until we have more information good question okay trustee connor you're still

[1:11:43] Trustee Smith: willing to second this amended motion yes

[1:11:45] Voice 2: yes okay

[1:11:46] Trustee Smith: so all those in favor of the amended motion

[1:11:49] Trustee Smith: put your hand up. I think that is unanimous. Great. Thanks. We're much better at unanimous

[1:11:58] Trustee Smith: decisions today than we have been in the past. I want to alert people to the fact that it is now

[1:12:05] Trustee Smith: 11.17. We have to break at noon for lunch. And I'll just raise that. But I think we're still

[1:12:14] Trustee Smith: still pretty, pretty good. So now we're into items for discussion and direction, ITC mapping and

[1:12:25] Trustee Smith: technical needs. Do we need to have a briefing on that? Or has everybody read it? I think it's

[1:12:32] Trustee Smith: pretty good notes. Does anybody from staff want to make like a two minute briefing? I guess that

[1:12:38] Trustee Smith: That would be Trustee Frater or somebody else.

[1:12:42] Trustee Smith: I don't know.

[1:12:44] Trustee Smith: I've been promoted.

[1:12:46] Trustee Smith: Yes, I'm happy.

[1:12:47] Trustee Smith: Oh, sorry.

[1:12:49] Trustee Smith: This language is killing me.

[1:12:51] Trustee Smith: I want you to know I've just finished surgery.

[1:12:53] Trustee Smith: I'm not all the way.

[1:12:55] Voice 4: Sorry, I just thought I'd add some humor.

[1:12:59] Voice 4: No, I'm happy to say, I'm just happy to, again, this is a real team effort.

[1:13:03] Voice 4: I just want to reflect, this reflects a work by a number of staff and a lot of thinking.

[1:13:10] Voice 4: and just want to grateful to everyone for pitching and to help edit and provide new ideas.

[1:13:14] Voice 4: We've tried to provide you probably more than you wanted to know here around the challenges

[1:13:19] Voice 4: and the opportunities around mapping and technology. So just want to note that.

[1:13:26] Voice 4: Certainly we, as you, I will just add, I did note it in here somewhere, but I did move ahead this

[1:13:31] Voice 4: year with shuffling some funds around. So we have Aislinn who's on your call today here,

[1:13:36] Voice 4: stepping in as to assist with GIS we've shuffled some of the staffing money and species at risk

[1:13:42] Voice 4: money to just as a stopgap measure to do catch up with some of the backlog that's been happening so

[1:13:46] Voice 4: grateful to her for coming back to us and for taking on catching up with the backlog so we've

[1:13:51] Voice 4: already taken some interim steps again all of this leads to needing to get some more staffing

[1:13:58] Voice 4: in our GIS department and as we note that business case is already in front of financial planning

[1:14:05] Voice 4: committee um to benefit both islands trust and islands trust conservancy um and once that is

[1:14:12] Voice 4: that capacity has been provided you know there'll be an ability to move forward and deal with some

[1:14:17] Voice 4: of these issues but we are somewhat constrained until that position until we have a new information

[1:14:21] Voice 4: systems manager hired and until that new gis coordinator position is created okay

[1:14:28] Trustee Smith: any questions

[1:14:29] Trustee Smith: on this briefing trustee elliott uh

[1:14:34] Voice 6: thank you chair and thank you so much for this uh briefing

[1:14:37] Voice 6: Thank you, Director Frater. I've been hearing about the software incompatibility and the issues since the very beginning of my term and how challenging it's made for staff.

[1:14:50] Voice 6: So I will report out, though, that there's a huge competition for information services and for GIS techs in the province.

[1:15:02] Voice 6: everybody wants them and needs them um so this may be a challenging thing to fill and and i i

[1:15:14] Voice 6: would temper expectations maybe not that i i know what is going on in the field because i am not a

[1:15:20] Voice 6: gis person at all but just from the conversation um uh from executive i mean we're trying to get

[1:15:27] Voice 6: at that top level technology supervisor whatever it is um what did surprise me and i'm forgive me

[1:15:34] Voice 6: i don't know where a little bit lost there was a recommendation that the itc oh there it is at the

[1:15:47] Voice 6: very end of 106 the allocation of 40 to 50 of the gis coordinator time to conservation projects and

[1:15:53] Voice 6: ITC programs um so this this is a bit of a surprise to me and I know it would be to the

[1:16:01] Voice 6: rest of the executive so um we'll need to add this conversation to our upcoming meeting and

[1:16:09] Voice 6: do we need a resolution um to do that for the January 31st meeting in just a week uh

[1:16:18] Voice 4: so I can

[1:16:19] Voice 4: speak to that I don't think you need a resolution these are staff recommendations for that you bring

[1:16:22] Voice 4: bring up in discussion. I would note that many of the mapping layers that Conservancy historically

[1:16:28] Voice 4: has worked on and value-added are used by planning. So they sort of originate at Conservancy

[1:16:33] Voice 4: historically, but are used by the planning department as well to inform planning advice.

[1:16:38] Voice 4: The housing, what do we call it, the land availability analysis that's been going on

[1:16:42] Voice 4: to support affordable housing work is an example of that, where they're using mapping layers that

[1:16:49] Voice 4: generate out of conservancy so while we're talking about 40 to 50 percent of the time

[1:16:53] Voice 4: it's conservancy work but it's beneficial to the entire organization as well as you know some

[1:16:58] Voice 4: conservancy specific pieces um i don't know i would guess i would if with your indulgence chair

[1:17:04] Voice 4: just provide an opportunity for any other staff that have more insight than i to speak up

[1:17:09] Voice 4: but um or disagree with me as needed but that's my understanding at this time

[1:17:14] Voice 4: so it's not just for conservancy it's for work that originates out of conservancy

[1:17:19] Voice 6: Okay. I'm

[1:17:20] Trustee Smith: super worried about time. I'm actually very worried about time. So if staff has anything to say that adds to what Director Frater has just said, that would be great. If not, I think we should leave it at that, because I think you've given a good explanation. And just time management, seriously. Okay?

[1:17:42] Voice 6: So this report will be going to the ITCEC board meeting. We don't need a resolution for that.

[1:17:47] Voice 6: okay

[1:17:47] Voice 4: um actually it would be yes let's get a resolution for that if you don't mind that you

[1:17:51] Voice 4: would like this this business case forwarded

[1:17:53] Voice 6: okay uh i move that this briefing forwarded sorry

[1:17:57] Voice 6: briefing on mapping and technical needs challenges and strengths uh be forwarded to executive

[1:18:04] Voice 6: committee for the march of june january 31st meeting second okay

[1:18:12] Trustee Smith: all those in favor hands up

[1:18:16] Trustee Smith: can

[1:18:17] Voice 4: we make sure that

[1:18:18] Voice 4: we're able to capture that

[1:18:19] Trustee Smith: yeah corlin can you try and put it on the screen

[1:18:23] Trustee Smith: i know it's pretty difficult sorry

[1:18:34] Voice 3: i didn't catch the name of the report so oh

[1:18:37] Voice 6: it's in the

[1:18:38] Voice 6: resolution there the yeah

[1:18:41] Voice 4: it's it's at the top of if you just want to grab the text corlin um or you

[1:18:45] Voice 4: don't have the briefing it's called status report on mapping and technical needs comma challenges

[1:18:59] Voice 4: challenges and strengths briefing

[1:19:04] Voice 5: and

[1:19:11] Trustee Smith: i think it's for a january meeting isn't it for the ec

[1:19:15] Trustee Smith: itc joint meeting is that what you were asking yes so it's forward to the ec itc joint meeting

[1:19:22] Trustee Smith: on january or whatever date that is

[1:19:24] Voice 4: january

[1:19:25] Voice 6: 31st i i don't know if we're calling it a liaison

[1:19:30] Voice 6: meeting it's still an executive committee hosted meeting it's to which itc board members are

[1:19:37] Voice 6: are invited I'm not sure how this yeah

[1:19:40] Trustee Smith: there's something wrong with that because it got EC

[1:19:43] Trustee Smith: twice January

[1:19:45] Voice 6: 31st yeah but

[1:19:47] Trustee Smith: it shouldn't be forwarded to the EC ITC EC hosted it just

[1:19:50] Voice 6: to be forwarded to EC that those members need to

[1:19:54] Voice 6: see it you've all seen it yeah

[1:19:56] Trustee Smith: for the January

[1:19:57] Voice 6: yeah oh

[1:19:59] Trustee Smith: okay but do we want to say for the January 30th first meeting with ITC

[1:20:06] Trustee Smith: doesn't it

[1:20:08] Voice 6: yeah doesn't matter

[1:20:09] Voice 6: the only meeting that's no okay

[1:20:12] Trustee Smith: doesn't matter if that's okay

[1:20:14] Trustee Smith: or um

[1:20:16] Trustee Smith: ec

[1:20:17] Voice 6: for the january 31st meeting i would just simplify the wording there if you could

[1:20:22] Voice 6: corlin sorry forwarded to take out the forwarded to ec and then for the january 31st meeting

[1:20:39] Trustee Smith: yeah

[1:20:39] Voice 6: thank you okay

[1:20:41] Trustee Smith: so um are you moving that motion trustee elia uh chair you've already all

[1:20:47] Trustee Smith: voted on it so ideally

[1:20:49] Voice 4: we should have

[1:20:49] Trustee Smith: never even voted on that motion yeah

[1:20:53] Voice 4: it was moved seconded

[1:20:55] Voice 4: and voted on and then i sort of just asked that we confirm that it'd be on screen it we were just

[1:20:59] Voice 4: moving oh okay there but

[1:21:01] Trustee Smith: the wording has changed

[1:21:02] Voice 4: okay that's fine can

[1:21:03] Trustee Smith: i just do a check to be sure

[1:21:06] Trustee Smith: no one objects to it because we have changed the wording has anybody anybody object to this we've

[1:21:10] Trustee Smith: already approved it but we have changed the wording of it we're all comfortable no objections

[1:21:15] Trustee Smith: okay good

[1:21:16] Trustee Smith: let's move forward thank

[1:21:17] Voice 6: you stuff they're your champion okay

[1:21:22] Trustee Smith: um then the next item

[1:21:24] Trustee Smith: so it is now 11 26 so we only have half an hour for the rest of it but i think it's all

[1:21:30] Trustee Smith: possible with short updates because most of what's left is um just for information and verbal

[1:21:38] Trustee Smith: updates so 5.2.2 is municipal insurance association agreement update and that would be verbal

[1:21:45] Trustee Smith: by who is that i'm going to give that's

[1:21:49] Voice 4: by that's by me um okay so happy to report on january 1st

[1:21:54] Voice 4: the island stress signed on with the municipal insurance authority um they are a non-profit

[1:21:59] Voice 4: organization that provides insurance services to about 90 percent of local governments in British

[1:22:04] Voice 4: Columbia. So their mandate is broader than an insurance company. So they are able to provide

[1:22:11] Voice 4: sort of more wraparound services and they have sort of a policy advice shop, which is fabulous

[1:22:15] Voice 4: for us. That said, it took a little while to get access to their portals and get everything sorted

[1:22:20] Voice 4: out. So it's only been about a week since we've sort of had access. And, you know, we we are just

[1:22:26] Voice 4: us now accessing all of their templates and policy documents and many, many reports and webinars and

[1:22:32] Voice 4: all the things that they have to offer. So with that, the insurance coverage for the Conservancy

[1:22:38] Voice 4: is changing. And we will have access to these new resources, but haven't yet had an opportunity to

[1:22:43] Voice 4: dig in and see what is available. A couple of things of note is we are going to have to change

[1:22:48] Voice 4: our practices somewhat with regard to volunteers and make sure we have a waiver in place. So we're

[1:22:53] Voice 4: going to be looking into that for volunteers, sort of as a new provision of the agreement.

[1:22:57] Voice 4: Coverage levels have changed, and we'll be digging into that a little bit further, but I don't think

[1:23:01] Voice 4: there's anything of note to bring to the board. If there is, we'll bring it back to you just to

[1:23:05] Voice 4: make sure our coverage is similar to what was offered previously. There's certainly some

[1:23:09] Voice 4: improvements around just general corporate protections, and some of the deductibles are

[1:23:15] Voice 4: better, I think. With regard to risk management, NULA has managed to go in, and I think we have

[1:23:22] Voice 4: pulled some of the policies and information that they have around risk management. And it looks

[1:23:27] Voice 4: good on first glance that we'll be able to dig in and bring some of that back to you in March and

[1:23:31] Voice 4: possibly your May meeting around managing risk in the Conservancy. So really wanting to let you know

[1:23:39] Voice 4: we're digging in, we're working on it, but we're grateful to have this opportunity now. And they

[1:23:43] Voice 4: have staff that are really eager. We're sort of the first entity that they've had. You know,

[1:23:46] Voice 4: Islands Trust is unique. So they're going to be stretching and I think really cooperatively

[1:23:50] Voice 4: trying to assist us getting the information that we need um so that's the update um we'll come back

[1:23:56] Voice 4: to you as we learn more um and if there's any need for advice around coverage levels or changes to

[1:24:01] Voice 4: waivers any of that we'll let you know at future meetings okay

[1:24:05] Trustee Smith: so there may be questions but i'll

[1:24:07] Trustee Smith: ask people to if you have questions not about specific risk management on specific properties

[1:24:13] Trustee Smith: but just the more general that um flair that director freighter has um has raised we'll have

[1:24:20] Trustee Smith: opportunities perhaps later on in the day to talk about specific risk

[1:24:24] Trustee Smith: management issues. Any questions about this sort of more general Municipal

[1:24:30] Trustee Smith: Insurance Association agreement? No? Okay, thanks. That was great, succinct,

[1:24:38] Trustee Smith: fantastic. So the next item is the ITC plan, the Minister's response, verbal. I

[1:24:45] Trustee Smith: wonder if Trustee Frater, I shouldn't speak to that.

[1:24:49] Voice 4: Certainly you could or I

[1:24:51] Voice 4: I can introduce it and you could,

[1:24:52] Voice 4: maybe I can

[1:24:53] Voice 4: introduce it for background

[1:24:54] Voice 4: and then pass it to you.

[1:24:55] Voice 10: Yeah, okay.

[1:24:56] Voice 4: So it's our understanding that the plan

[1:24:57] Voice 4: was before the minister on January 17th.

[1:25:03] Voice 4: The staff at the ministry have certain instructions

[1:25:05] Voice 4: to follow prior to advising the board

[1:25:07] Voice 4: and those are still in motion.

[1:25:09] Voice 4: So we don't have information for you for this meeting

[1:25:11] Voice 4: as I had indicated we hoped that we would.

[1:25:14] Voice 4: We are hopeful that news will arrive soon,

[1:25:16] Voice 4: but there is no defined timeline.

[1:25:19] Voice 4: So they have to achieve at their end

[1:25:20] Voice 4: what they have to achieve.

[1:25:21] Voice 4: so we will let you know the minute we have something and we'll let you know but at this

[1:25:28] Voice 4: time we have no new news so back over to you chair to add to that answer I suppose

[1:25:33] Trustee Smith: yeah so the only thing I can add to it is that I have been approached by the ministry just as the

[1:25:39] Trustee Smith: chair of the board to brief me on their thinking and we had hoped to have that for today's meeting

[1:25:48] Trustee Smith: we don't yet i may have it for later in the day but i don't know yet so they their their staff

[1:25:55] Trustee Smith: person has contacted me is hoping to reach me at lunch but no guarantees so anything that i hear

[1:26:01] Trustee Smith: i'll pass on to you and if it's after this meeting um i can pass it on in some other form it's fairly

[1:26:08] Trustee Smith: critical we might have to have a special meeting i don't i don't know so i can't give you any

[1:26:12] Trustee Smith: information only to say that at least they have reached out to us to provide us with some advice

[1:26:19] Trustee Smith: but it hasn't happened it's only theoretical at this point any questions for either director

[1:26:27] Trustee Smith: freighter or myself very unsatisfactory i would say

[1:26:32] Voice 6: trustee elliott um does this put put us in

[1:26:36] Voice 6: any jeopardy um sort of operating without a plan or assuming that we're still able to operate under

[1:26:43] Voice 6: the previous approved plan i know we've asked this question but what is your sense of that from the

[1:26:49] Voice 6: conversations no

[1:26:51] Voice 4: when when um former chair linda adams sent the plan over to the ministry we advised

[1:26:56] Voice 4: the ministry that our advised the minister that we were continuing to operate under the old plan

[1:27:00] Voice 4: until such time as the new one was approved and said if there were any objections to that approach

[1:27:05] Voice 4: the ministry was to advise us and there was no the ministry did not reach back out it's been raised

[1:27:11] Voice 4: verbally a number of times with staff that if there is any concern they should advise the board

[1:27:14] Voice 4: and they haven't chosen to do so so we're comfortable that we're proceeding under the

[1:27:18] Voice 4: old plan so

[1:27:20] Trustee Smith: what i would say to that just coming from a different perspective is that they haven't

[1:27:25] Trustee Smith: advised us to the contrary but they also haven't advised us that they're happy with that so they

[1:27:30] Trustee Smith: haven't advised us period so we can go on our own assumptions and that's great but um i think we

[1:27:37] Trustee Smith: really do need to hear from them directly sometimes silence is not permission but we can

[1:27:45] Trustee Smith: always interpret it that way

[1:27:46] Voice 4: we're all eagerly awaiting news of this plan and it's certainly

[1:27:50] Voice 4: on my mind as we bring forward a policy statement this has been a year and two months to seek this

[1:27:54] Voice 4: approval um so certainly um we're going to be looking at timelines around here for ministerial

[1:27:59] Voice 4: approvals um and i would say yeah so we're very much looking forward to hearing um the news from

[1:28:06] Voice 4: the ministry yeah

[1:28:07] Trustee Smith: okay great um so uh anything else on that nope so we have half an hour before

[1:28:14] Trustee Smith: lunch so and everybody's been very patient and great so i'm going to try and get through the

[1:28:19] Trustee Smith: next items i think it's possible in half an hour um the next one is just updates for information

[1:28:24] Trustee Smith: there's the public acquisitions report um i don't know who's going to report on that anybody

[1:28:31] Trustee Smith: anybody so

[1:28:35] Voice 4: at this time i'll turn to katherine katherine martell and see if she's got any

[1:28:39] Voice 4: verbal report for you

[1:28:40] Voice 8: um yeah i don't there's no nothing important to highlight i can answer

[1:28:45] Voice 8: any questions that anyone might have any

[1:28:52] Trustee Smith: questions i don't think it's all pretty straightforward or

[1:28:56] Trustee Smith: you know a lot of things are in there been there for a long time but you know what can you do

[1:29:01] Trustee Smith: that's how life works okay um

[1:29:04] Voice 6: yeah

[1:29:05] Trustee Smith: i see you have a question yes

[1:29:07] Voice 6: i do have a small question

[1:29:08] Voice 6: And so how, so I'm just noting the bottom of 120, the Kuntz-Naptep Covenant, working with GALT to secure ecological gifts program funding for covenant area survey.

[1:29:24] Voice 6: So is that something outside of it, ITC, who does the ecological gifts program?

[1:29:31] Voice 6: So

[1:29:31] Voice 8: that's a federal program that landholders can apply to when they're protecting through a covenant or a donation that provides some income tax benefits for that. And the coordinator for this region also has a very teeny tiny pocket of funding to assist landholders doing that every year. And we've been able to access that funding to support this covenant process.

[1:29:58] Voice 6: Okay.

[1:30:00] Voice 6: great so this is not necessarily a given in every covenant um no

[1:30:05] Voice 8: not at all right

[1:30:09] Voice 8: there's an

[1:30:09] Voice 8: expectation that the project will become will be an ecological gift um for these

[1:30:15] Voice 8: as well so that that adds an extra layer of process for the land holder not

[1:30:21] Voice 6: true okay thank

[1:30:22] Voice 6: you okay

[1:30:24] Trustee Smith: anybody any other questions about this okay so i don't see any other hands up so let's

[1:30:34] Trustee Smith: move on to the next item which is um sorry i'm having to go back and forth here

[1:30:41] Voice 10: um

[1:30:42] Trustee Smith: okay that's the public covenants report the budget report um is that trustee elliott or

[1:31:04] Trustee Smith: or oh no that's trustee yates you who gives the budget report budget

[1:31:10] Voice 4: already yeah um certainly

[1:31:13] Voice 4: i can introduce it say we're generally on track um for spending this year you'll see we're over

[1:31:18] Voice 4: spent in the areas of travel and legal but certainly no concerns to bring to your attention

[1:31:24] Voice 4: at this time and we're open for questions okay

[1:31:29] Trustee Smith: any questions on the budget that we've presented

[1:31:32] Trustee Smith: it's on the screen I see Elliot thank

[1:31:37] Voice 6: you chair money that isn't spent for instance ecosystem

[1:31:41] Voice 6: mapping in a year does that get carried over at all no

[1:31:48] Voice 4: it doesn't we may shuffle funds around

[1:31:51] Voice 4: like we're so we just um any funds that are remaining at the end of the year go into the

[1:31:55] Voice 4: surplus fund um and then are available to trust council to reallocate um that said we sometimes

[1:32:00] Voice 4: do move things within budget lines to try and balance the entire budget out if there are major

[1:32:04] Voice 4: moves to be made we'll draw those to your attention um so that may be have you know maybe

[1:32:08] Voice 4: happening at your next meeting um but no they don't they don't get carried forward that said

[1:32:12] Voice 4: you have your budget request in for next year and where we've noted that we're anticipating

[1:32:16] Voice 4: overspending we have suggested that there be increases made legal is an example of that okay

[1:32:24] Voice 6: is there a policy around um when you need to notify the itc board about like like a number

[1:32:33] Voice 6: yes

[1:32:34] Voice 4: there is a

[1:32:35] Voice 6: thousand oh okay there is i don't

[1:32:37] Voice 4: have it at top of mind i think there's a 20

[1:32:39] Voice 4: percent over yeah there is a threshold that would trigger us and finance will let us know if we're

[1:32:44] Voice 4: approaching that and then we bring it to your attention very great thanks

[1:32:49] Trustee Smith: Okay, and Trustee Yates, your hand is up.

[1:32:52] Voice 7: Thank you, Director Frater.

[1:32:55] Voice 7: Just a quick question with regard to the legal expenses.

[1:32:59] Voice 7: I'm assuming that we need more just because legal costs go up,

[1:33:05] Voice 7: but we're not expecting to spend any or some legal money on defending.

[1:33:12] Voice 7: More likely, it's just that we need more legal advice.

[1:33:16] Voice 7: Is that correct?

[1:33:17] Voice 7: correct?

[1:33:18] Voice 4: Yes, it's just been a circumstance of some opinions have probably been more complicated

[1:33:23] Voice 4: than typical. And just general volume of work has been going on. Yeah, so no particular compelling

[1:33:30] Voice 4: reason. It's just things have been going on. And we're finding that legal opinions in the nature

[1:33:34] Voice 4: of them has been somewhat more complicated in recent times.

[1:33:39] Voice 7: And I think we've just been asking

[1:33:40] Voice 7: for more. That's what I've noticed. Yeah.

[1:33:44] Voice 4: And again, I'm temporarily filling the seat here.

[1:33:46] Voice 4: so i don't want to definitively comment on that yeah okay

[1:33:51] Trustee Smith: thanks a lot any other uh comments on

[1:33:54] Trustee Smith: the budget i don't see any so um the next item is executive committee update which is verbal

[1:34:03] Trustee Smith: i presume that's trustee elliott uh

[1:34:11] Voice 6: thank you chair i we had our first meeting of the year

[1:34:16] Voice 6: on january 17th there was a number of areas that were covered in snow and so it was a bit of a

[1:34:24] Voice 6: technology challenge meeting but we managed uh in spite of it all um i i brought forward some

[1:34:35] Voice 6: discussion on the policy statement amendment project that um i i would like trust council to

[1:34:43] Voice 6: to look at and address um director freighter is well aware of that so we had a bit of a discussion

[1:34:50] Voice 6: Not enough to satisfy me or a change in direction. But this is going to be a big, big project that will eclipse most of all the other projects that we have underway. And having a really good engagement plan and communications plan is going to be really important.

[1:35:13] Voice 6: And so I'll just note for maybe the new or maybe members that are not as familiar with

[1:35:22] Voice 6: Island's Trust workings as I'm learning about it still.

[1:35:28] Voice 6: But the Director Frater, maybe you can correct me on this.

[1:35:38] Voice 6: Trust Programs Committee has proposed a direction of trustees leading an engagement process

[1:35:46] Voice 6: with the policy rework when they see the draft and trustees no one has seen the draft yet because

[1:35:53] Voice 6: it's gone out to first nations for comment which is in line with our commitment to reconciliation

[1:35:59] Voice 6: and to not do referrals backwards way around but to get their comments on to inform our ideas and

[1:36:07] Voice 6: direction going forward so a lot of trustees are seem uncomfortable with this and want to

[1:36:13] Voice 6: to see the draft before we make an engagement plan. Um, I'm advocating for the reverse to happen,

[1:36:20] Voice 6: that we need to fund a really good engagement plan, no matter what the content is, um, because

[1:36:26] Voice 6: the public trust, uh, needs to be in a process that is, um, yeah, trustworthy. So that was a

[1:36:37] Voice 6: bit of a conversation um i'm looking forward to the upcoming itc ec uh board meeting and i think

[1:36:45] Voice 6: we've highlighted two uh budget related items to discuss director freighter i think it's it's i'm

[1:36:54] Voice 6: still quite confused is the entire meeting time for the itc ec conversation or is that just one

[1:37:04] Voice 6: one-hour allocation for um for us to discuss the ITC you're muted I think yeah yeah

[1:37:16] Voice 4: thank you um

[1:37:17] Voice 4: I think the chair of executive committee has not yet settled on you know a final agenda structure

[1:37:22] Voice 4: and timing um I think the proposal was they it's their regular meeting time of the executive

[1:37:27] Voice 4: committee and of course they have their routine business to consider as well as meeting with the

[1:37:30] Voice 4: conservancy board um so I think the proposal was to try and accomplish their meeting in through

[1:37:36] Voice 4: through the morning, have lunch, meet with the ITC board in the afternoon, and then go in camera

[1:37:41] Voice 4: was the structure of the day that was being thought about. I think the initial plan, again,

[1:37:48] Voice 4: I've been quite busy. The CIO in the conversation with the chair was thinking about an hour,

[1:37:51] Voice 4: but I think they'd be open to feedback from this body as to how much would you like to talk about,

[1:37:56] Voice 4: how many topics of the list of topics, I think you came up with five topics that you want to

[1:38:00] Voice 4: cover this year with the executive. How many do you want to address in any one meeting? Do you

[1:38:04] Voice 4: Do you want to deal with one meeting?

[1:38:05] Voice 4: Do you want to deal with more than one topic in a meeting?

[1:38:07] Voice 4: So I think some recommendations back to the chair of executive committee about that agenda

[1:38:11] Voice 4: would be useful at this time.

[1:38:12] Voice 4: I believe he and Chair Smith have a conversation on Friday to discuss the setting of that agenda.

[1:38:18] Voice 4: So any feedback from this group would likely be welcome.

[1:38:22] Trustee Smith: Yeah, so I would personally appreciate, like, I mean, if it's a one hour meeting, which

[1:38:26] Trustee Smith: is what Director Frater, your email to myself and Peter Luckman said, then it would have

[1:38:33] Trustee Smith: to be fewer agenda items.

[1:38:34] Trustee Smith: we can't have you know five or six items in a one-hour meeting and so I've suggested that to

[1:38:39] Trustee Smith: him but we're going to have this conversation so I think what I really need is people to put

[1:38:45] Trustee Smith: some thought into what you think are the most important things for us to discuss in this

[1:38:50] Trustee Smith: particular meeting and perhaps even to email me by Thursday so that I can have that in my back

[1:38:56] Trustee Smith: back pocket when I'm meeting with um trustee Latham so chair yes

[1:39:02] Voice 6: I did um and the resolution

[1:39:05] Voice 6: passed at EC and I think um director Freider sent that to you possibly

[1:39:11] Trustee Smith: yes I saw that

[1:39:12] Voice 6: the discussion

[1:39:13] Voice 6: on a coordinated approach between ITC and executive committee be developed to further

[1:39:18] Voice 6: the provincial funding request highlighting the successes of the conservancy in protecting and

[1:39:23] Voice 6: preserving valuable ecological areas for the benefit of the province and residents of BC

[1:39:27] Voice 6: and that be added to the agenda for the January 31st meeting. And the reason I pushed for that

[1:39:34] Voice 6: to be considered is this is going to be an election year and there's some signals on the

[1:39:42] Voice 6: landscape, political landscape, that the Islands Trust mandate and a call for a vision for the

[1:39:50] Voice 6: trust area could be an election issue and so having a coordinated approach to answer the

[1:39:58] Voice 6: question what is the province's vision for the trust area in our 50th year does the governance

[1:40:05] Voice 6: structure that currently or that was imagined 50 years ago does that support the vision and

[1:40:14] Voice 6: the execution of the mandate and is the financial or the where is the fiscal responsibility late is

[1:40:23] Voice 6: it on taxpayers in the trust area do we need more support from the province and so i've been

[1:40:29] Voice 6: advocating for an approach that would center the conservancy's successes um as a real um highlight

[1:40:36] Voice 6: in fulfilling the mandate and so we need to work with the executive committee on that strategy and

[1:40:43] Voice 6: And so some storytelling on the conservancy side and make this pitch for a renewed vision for the Islands Trust and the conservancy together.

[1:40:53] Trustee Smith: Yes, and I've raised that through email with Trustee Luckin already.

[1:40:59] Trustee Smith: So I'm hoping that will be, if we have just a short meeting, then that will be the first item because I think it's big picture and really important to move forward with.

[1:41:11] Trustee Smith: but other people may have different opinions so super cognizant of time we only have 15 minutes

[1:41:18] Trustee Smith: but um if there's other things that you want to tell me here that we should i should raise with

[1:41:23] Trustee Smith: trustee luckham or you can send me emails as well copy them to everybody on the board so that

[1:41:30] Trustee Smith: everybody knows what you're suggesting would be helpful does that work for people anything else

[1:41:39] Trustee Smith: we want to say now at this point about that joint meeting and i do have one other comment about

[1:41:47] Trustee Smith: the executive committee report and about the policy statement which i raised with trustee

[1:41:53] Trustee Smith: freighter i think all of us just as citizens who live in the trust area have been reading

[1:42:00] Trustee Smith: in the media tremendous criticism of the policy statement and a lot of angst about it many people

[1:42:09] Trustee Smith: myself included, all the conservancies and all the trust areas got together on the previous

[1:42:14] Trustee Smith: statement with a position. So I think we need to know when we'll see it. I think it's very

[1:42:21] Trustee Smith: uncomfortable for people in the communities to not have seen it. And it's very uncomfortable

[1:42:27] Trustee Smith: to see so much media on something that nobody's actually seen. It's very, very uncomfortable.

[1:42:33] Trustee Smith: comfortable so i did ask trustee freighter for some sort of at least timeline so we would have

[1:42:39] Trustee Smith: an idea of when we would see it and um she gave me some indication i will repeat that here that

[1:42:47] Trustee Smith: you know there's so much work to do still with the first nations engagement which is great that

[1:42:53] Trustee Smith: we're doing that early on and uh then the trustees have to come up with some policy that they all

[1:43:00] Trustee Smith: to agree to that we're probably talking about a year before everybody sees it i just want to

[1:43:06] Trustee Smith: confirm that that's true no

[1:43:10] Voice 4: i would say not okay

[1:43:12] Trustee Smith: that's very good because that's what

[1:43:13] Trustee Smith: i heard you

[1:43:13] Trustee Smith: say i think it's

[1:43:14] Trustee Smith: important to yeah okay no

[1:43:16] Voice 4: um so the the document is currently with first nations

[1:43:19] Voice 4: for um comment it is taking longer than anticipated for various reasons um the decision around when

[1:43:25] Voice 4: and if to release it as executive committees to make um at this time i briefed executive committee

[1:43:30] Voice 4: at their last meeting advise there's delay um and we'll be reporting back at the end of the month um

[1:43:35] Voice 4: you know we we work as directed so we will look to that committee to advise on whether we continue

[1:43:41] Voice 4: waiting for comment or move it forward um we are having really good conversations with first

[1:43:46] Voice 4: nations it's i think been a very good exercise and i think will very be very informative to trust

[1:43:51] Voice 4: council when the draft comes forward we have advised all first nations this is a draft it's

[1:43:55] Voice 4: It's a staff draft and, you know, we were under-resourced when we drafted it.

[1:43:59] Voice 4: So it's, you know, it's imperfect and it will, we are already coming forward with

[1:44:03] Voice 4: recommendations for more changes and we have full knowledge that council will, you know,

[1:44:07] Voice 4: request more rewriting and nations are aware of that.

[1:44:10] Voice 4: So it will come to council and council will direct staff to do more work on it, advised,

[1:44:15] Voice 4: you know, they'll be informed with the comments from First Nations, the advice from staff

[1:44:20] Voice 4: and inevitably public reaction.

[1:44:22] Voice 4: action um we we will be trying to communicate that we are in an informed stage while trust

[1:44:27] Voice 4: council works on this draft to avoid you know strong levels of public engagement on a draft

[1:44:32] Voice 4: document such

[1:44:33] Voice 4: as we did last time the last public engagement was on a staff draft that

[1:44:37] Voice 4: had no council edits so i'm really advising everyone let's not let's not do that again

[1:44:43] Voice 4: because i think it was um frustrating for all we were consulting on things we knew council

[1:44:49] Voice 4: didn't support so we're advising everyone to go slow council's going to take lots of time to make

[1:44:55] Voice 4: the edits the conservancy board provided feedback on the last draft at this time it's not contemplated

[1:45:03] Voice 4: to come to the board until first reading once council's really landed on a draft they're

[1:45:07] Voice 4: comfortable with and you would then get a referral at that stage which could be more than a year away

[1:45:12] Voice 4: i think that's what i was saying trustee smith in terms of the board providing official comment it

[1:45:16] Voice 4: it might be a year away. But I anticipate the draft will be public, you know, soonish. No defined

[1:45:23] Voice 4: timeline as we're working with nations, and they've got their own constraints right now.

[1:45:26] Voice 4: But everyone's working hard, and the meetings are very productive.

[1:45:30] Trustee Smith: Yeah, so that I am correct. I was really wondering about when it would come to ITC board.

[1:45:34] Trustee Smith: And I will, since we have so many new, I think everybody almost maybe except possibly Trustee

[1:45:39] Trustee Smith: Yates, no, I don't know, is new, I will let people know that when it did come for referral

[1:45:44] Trustee Smith: referral to the ITC board, it was not approved. And we asked to see it again, which we will

[1:45:50] Trustee Smith: obviously get to do. So I just thought I'd make people aware of that history. We made some minor,

[1:45:57] Trustee Smith: minor, minor changes, but we did not

[1:45:59] Trustee Smith: approve the whole report.

[1:46:03] Voice 4: Yeah, I could just add,

[1:46:05] Voice 4: Chair, that the board's comment is posted to the Islands 2050 webpage under the referrals folder at

[1:46:10] Voice 4: the very bottom. There's a document library there and it's posted there.

[1:46:14] Trustee Smith: That's great. Okay. Okay.

[1:46:15] Trustee Smith: Okay, so anything else on executive committee?

[1:46:18] Trustee Smith: We now have about 10 minutes left.

[1:46:20] Trustee Smith: But that was a good discussion, I think.

[1:46:22] Trustee Smith: Yes, thanks, everybody.

[1:46:24] Trustee Smith: The next one is the financial planning committee update.

[1:46:27] Trustee Smith: It's verbal.

[1:46:28] Trustee Smith: And I presume that's Trustee Yates.

[1:46:31] Trustee Smith: Is that correct?

[1:46:32] Trustee Smith: Or is someone else doing that?

[1:46:36] Voice 7: I don't think I'm able to do that, Chair Smith.

[1:46:40] Voice 7: Okay.

[1:46:41] Voice 7: Well, partly because we're meeting tomorrow.

[1:46:43] Voice 7: and so I'm sort of waiting to see what happens tomorrow and then we'll see then I could certainly

[1:46:49] Voice 7: do that at our next meeting okay

[1:46:52] Trustee Smith: that's excellent that's excellent and obvious um and uh any the

[1:46:58] Trustee Smith: next one is the trust council update which is verbal I don't know who's doing that

[1:47:07] Trustee Smith: is anybody maybe we don't need it I will

[1:47:14] Trustee Smith: Yeah, I will

[1:47:15] Voice 6: just say one thing from Trust Council, some discussions that we'd had wanting Chair Smith or the Chair of the Conservancy to come back in March and perhaps talk about NAPTEP covenants.

[1:47:36] Voice 6: think there was some conversation about that um executive committee hasn't undertaken the agenda

[1:47:43] Voice 6: really other than we might have a training session uh for trustees on social media and

[1:47:51] Voice 6: communications and of course the budget is the big um the content that we'll be discussing so

[1:47:59] Voice 6: maybe i'll just put that forward for consideration um there your your presentation to trust

[1:48:05] Voice 6: Trust Council in September was really well received, and we'd love to see you back if

[1:48:11] Voice 6: that's possible.

[1:48:12] Trustee Smith: Yeah, so we did say in our last meeting that we wanted to do that, and I want to do that

[1:48:17] Trustee Smith: mostly because at that meeting, I heard a lot of misconceptions about NAPTEPs, and I

[1:48:24] Trustee Smith: hope to have a discussion.

[1:48:25] Trustee Smith: It would not be a PowerPoint.

[1:48:27] Trustee Smith: I'll just talk to people so that we can sort of break the myths.

[1:48:30] Trustee Smith: And I would like to do that, but obviously it's up to Trust Council whether they have

[1:48:34] Trustee Smith: the time for me to do that um okay and trustee yates thank

[1:48:43] Voice 7: you i just wondered like i really

[1:48:45] Voice 7: want you to do that at the march council meeting uh chair smith do we need a motion to make that

[1:48:53] Voice 7: happen or what what should we do here well

[1:48:57] Trustee Smith: at the last meeting i think we did have a motion or we

[1:48:59] Trustee Smith: least at least uh discussed it and said the board said they wanted me to do that so i don't know

[1:49:05] Trustee Smith: know if we need to do that again.

[1:49:06] Voice 4: Okay, good. What I can add is that you have a standing report at

[1:49:12] Voice 4: Trust Council. So there's always an opportunity for the board chair to speak to it as she is

[1:49:16] Voice 4: available. Okay. It's just helpful to let us know in advance so we can plan for your attendance and

[1:49:21] Voice 4: meals and so on.

[1:49:23] Trustee Smith: Oh, yes. And now we have five minutes left before lunch. So the last I think

[1:49:35] Trustee Smith: actually because it's only five minutes we do have trustee roundtable of time permitting i just

[1:49:40] Trustee Smith: before that want to do a check and see is there any member of the public who is now on the call

[1:49:47] Trustee Smith: no no okay so i'd like to invite them if that's possible trustee yates i see your hand is up is

[1:49:52] Trustee Smith: it about the roundtable yeah okay so just one second so uh i will ask people if they want to

[1:49:59] Trustee Smith: make a comment in the roundtable but i would ask you to keep it to one minute i know that's

[1:50:04] Trustee Smith: ridiculous but otherwise we won't finish and um i won't be able to come this afternoon because

[1:50:10] Trustee Smith: my knee needs to be moved so trustee yates go one

[1:50:15] Voice 7: day thank you so much actually this relates to

[1:50:18] Voice 7: nap tap covenants um as well i've been to two uh one informal and one formal meetings for our

[1:50:28] Voice 7: official community plan visioning sessions. And so far, they've just been great. The formal one

[1:50:34] Voice 7: we had on Saturday was super well attended, 75 people, really good. But so this was the second

[1:50:42] Voice 7: time this has come up, that the costs and the difficulty for landowners to get the NAPTEPs in

[1:50:51] Voice 7: place seems almost insurmountable. So I don't know what to do with that. I just wanted to say it's

[1:50:58] Voice 7: the second time that that has come up so i said i would pass it on okay

[1:51:04] Trustee Smith: thanks for that um anybody

[1:51:06] Trustee Smith: else want an update uh trustee governor hi

[1:51:13] Voice 5: um i was hoping maybe for the next meeting that perhaps

[1:51:17] Voice 5: there could be a um an update as you know i'm on the governance committee now and i could always

[1:51:21] Voice 5: provide an

[1:51:22] Voice 5: update from the from the committee i didn't really prepare too much today uh for it it

[1:51:27] Voice 5: It was a great meeting.

[1:51:28] Voice 5: What a great bunch of people to be meeting with.

[1:51:32] Voice 5: One issue, I guess, that came up was the fact that I'm an ex-officio member of that board,

[1:51:39] Voice 5: as well as Peter, who is from Trust Council.

[1:51:43] Voice 5: There's a policy in the government committee TOR, Policy 231, states that ex-officio member

[1:51:52] Voice 5: Peter is a non-voting, non-quorum member.

[1:51:56] Voice 5: So I had the question about, as the representative ex-officio from Allen Trust Conservancy, am I able to vote?

[1:52:03] Voice 5: Am I a part of a member of quorum?

[1:52:07] Voice 5: There's nothing explicitly in the policies that state yes or no.

[1:52:13] Voice 5: It came up during a vote I voted in, and the motion carried by one vote.

[1:52:20] Voice 5: So the question came up.

[1:52:21] Voice 5: I'm sure the next meeting we'll be discussing it.

[1:52:25] Voice 5: a little bit more and i'll give some updates around that um with the motion that was on the

[1:52:31] Voice 5: floor and with the question of whether or not i can my vote counts um uh chair getty um um

[1:52:38] Voice 5: ruled that the motion stands so yeah it's just an interesting little piece there isn't really a lot

[1:52:44] Voice 5: of um anything especially explicitly outlines uh my role there too much so expect the

[1:52:51] Voice 5: to be discussing it further great

[1:52:55] Trustee Smith: thank you that's great thank you very much I actually had that a

[1:52:59] Trustee Smith: mental note to ask for an update on the governance committee so thanks so much for that and I think

[1:53:03] Trustee Smith: we better have a more fulsome one at the next meeting I think that's important um stop uh

[1:53:08] Trustee Smith: freighter director freighter you're

[1:53:13] Voice 4: on mute apologies uh that makes me think it would be

[1:53:18] Voice 4: good perhaps to ask Coraline to note in the minutes that by general consent you would direct

[1:53:21] Voice 4: staff to update your minutes template or your agenda template to add a governance committee

[1:53:28] Voice 4: verbal update along

[1:53:30] Trustee Smith: with this other

[1:53:30] Voice 4: list okay yes please okay okay thank you okay any other

[1:53:35] Trustee Smith: round tables we have about like a minute and then we have to have a motion to close the meeting so

[1:53:39] Trustee Smith: any other updates I don't see anybody thanks everybody now can I get someone to read the

[1:53:47] Trustee Smith: motion to close the meeting. Before we do that, just one minute. I'm proposing that we take a

[1:53:54] Trustee Smith: half hour break for lunch. I think we all need it. Do we need a little bit longer? Do we need 45

[1:53:59] Trustee Smith: minutes? No? Half an hour? Anybody object to half an hour? I'll do that. No? Okay, so I'm going to

[1:54:08] Trustee Smith: suggest we take a half hour break. Chair,

[1:54:10] Voice 4: if I might, if

[1:54:11] Voice 4: you do manage to have a conversation

[1:54:16] Voice 4: with the ministry perhaps you could text me and if we need to extend the break for you to complete

[1:54:20] Voice 4: that conversation I could let the board know and we could just update the notice on the website

[1:54:24] Voice 4: how does that sound to everybody perfect

[1:54:27] Trustee Smith: that's perfect yeah okay so I sent you a text this

[1:54:30] Trustee Smith: morning could I text you that's great perfect okay thanks a lot okay so can someone read the

[1:54:36] Trustee Smith: motion to close the meeting so have a motion reader I

[1:54:39] Voice 7: can do that chair smith thank you

[1:54:43] Voice 7: i move that the meeting be closed to the public in accordance with the community charter

[1:54:47] Voice 7: part 4 division 3 section 91 e the acquisition disposition or expropriation of land or

[1:54:55] Voice 7: improvements if the board considers that disclosure could reasonably be expected to

[1:54:59] Voice 7: harm the interests of the islands trust conservancy board negotiations and related

[1:55:05] Voice 7: discussions respecting the proposed provision of a service that are at their preliminary

[1:55:10] Voice 7: preliminary stages and that, in the view of the board, could reasonably be expected to harm the interests of the Islands Trust Conservancy if they were held in public, and that staff be invited to remain in the meeting.

[1:55:25] Trustee Smith: Okay, do I have a seconder? Oh, Trustee Elliott seconded it. All those in favor? Okay.

ADOPTED 
Islands Trust Conservancy Board ADOPTED Page 1 of 8 
Regular Meeting Minutes                           
January 23, 2024  
Islands Trust Conservancy Board 
Minutes of the Regular Meeting 
 
Date:  
Time:  
Location:  
Tuesday, January 23, 2024 
10:00 a.m. 
Electronic Zoom Meeting 
Islands Trust Victoria Boardroom 
200-1627 Fort Street, Victoria, BC 
 
Board Members Present Risa Smith, Chair 
 Susan Yates, Vice Chair 
 Charles Kahn, Trustee 
 Lisa Gauvreau, Trustee 
 Tobi Elliott, Trustee 
  
Board Members Regrets Ken Thomas, Trustee 
  
Staff Present Clare Frater, Director, Trust Area Services 
 Corlynn Strachan, Administrative Assistant/Recorder 
 Jemma Green, Covenant Management & Outreach Specialist 
 Kate Emmings, Manager 
 Kathryn Martell, Ecosystem Protection Specialist 
 Mike Richards, Strategic Fund Development Specialist 
 Nuala Murphy, Property Management Specialist 
 Aislyn King, Temporary GIS Technician 
  
Public Present There were no members of the public present as attendees 
 
1. CALL TO ORDER 
Chair Smith called the meeting to order at 10:05 a.m. 
Trustee Gauvreau provided a territorial acknowledgement, noting the meeting was being held 
on the territory of many Coast Salish Nations. Trustee Yates volunteered to provide a territorial 
acknowledgement at the next meeting. 
1.1  Elections 
 1.1.1 Election of Chair 
Director Frater reviewed the election process and asked for nominations for Islands 
Trust Conservancy Board Chair. Trustee Yates nominated Trustee Smith and Trustee 
Kahn seconded the nomination. Trustee Smith accepted the nomination. 
Director Frater called a second and third time for nominations and, hearing none 
declared, Trustee Smith acclaimed as Islands Trust Conservancy Board Chair. 

ADOPTED 
Islands Trust Conservancy Board ADOPTED Page 2 of 8 
Regular Meeting Minutes                           
January 23, 2024  
1.1.2 Election of Vice-Chair 
Director Frater called for nominations of Islands Trust Conservancy Board Vice-Chair. 
Trustee Kahn nominated Trustee Gauvreau and Trustee Yates seconded the nomination. 
Trustee Gauvreau accepted the nomination. 
Director Frater called a second and third time for nominations and hearing none 
declared Trustee Gauvreau acclaimed as Islands Trust Conservancy Board Vice-Chair. 
2. APPROVAL OF AGENDA 
The following additions to the agenda were presented for consideration: 
Addition of item 1.1.1 Elections of Chair and item 1.1.2 Election of Vice-Chair 
By general consent the agenda was approved, as amended. 
3. RISE AND REPORT 
The Islands Trust Conservancy Board reported on the following item from the November 21, 
2023 in camera meeting: 
The Islands Trust Conservancy Board requested staff to review the Islands Trust Conservancy 
Board’s policies, and provide the Board with draft revisions that require engagement with First 
Nations prior to approval of acquisitions of land, conservation covenants or leases, and that 
applicants be required to waive confidentiality for the purpose of engagement with First 
Nations, at the following Islands Trust Conservancy Board meeting. 
4. MINUTES/COORDINATION 
4.1 Minutes of Meetings/Resolutions without Meetings 
4.1.1 Approval of November 21, 2023 Regular Meeting Minutes 
The following amendments to the minutes were presented for consideration: 
 Item 5.2.3 and 5.4.4 add "protection" to the NAPTEP references 
 Item 5.4.4 on the fourth line of the 2
nd
 bullet change wording to "that this work is 
one of” 
 Item 5.4.4 strike the Governance Committee reference and change wording to “is 
being developed with other standing committees for a strategic approach” 
By general consent, the minutes were adopted as amended. 
Chair Smith clarified that typo edits can be sent directly to the Administrative Assistant. 
4.2 Follow-up Action List 
Received for information. 

ADOPTED 
Islands Trust Conservancy Board ADOPTED Page 3 of 8 
Regular Meeting Minutes                           
January 23, 2024  
Director Frater provided updates on the following: 
 30-May-2023 - Item 2, Staff to conduct an analysis of property management needs 
relative to available staff hours and return to the Board with a summary of the 
analysis and available options, is considered complete. 
 21-Nov-2023 - Item 4, to inform ITC-EC joint meetings, staff to provide a report on 
the status of mapping and technical needs, challenges and strengths, in time for the 
January 23, 2024 Board meeting, is considered complete. 
 21-Nov-2023 - Item 1, Director Frater to review the Elder Cedar, ITC Reconciliation 
Action Plan, and other items on the Follow up Action List report and amend 
completion dates where required – dates need to be updated. 
5. BUSINESS 
5.1 Items for Approval 
5.1.1 ITC Board Attendance at the Governing in the Public Interest Conference - April 
26, 2024, Vancouver - Request for Decision 
Chair Smith advised that she and Trustee Kahn both expressed interest in 
attending, and the cost for two nights of accommodation would be required due 
to conference timing and ferry schedules. 
Discussion ensued on accommodation and travel costs. 
ITC-2024-001 
It was MOVED and SECONDED, 
that the Islands Trust Conservancy Board members, Trustee Smith and Trustee 
Kahn, attend the Governing in the Public Interest Conference on April 26, 2024 
in Vancouver, and that their travel be funded. 
CARRIED 
5.1.2 ITC NAPTEP Covenant Monitoring Report 2023 – Request for Decision 
ITC Covenant Management and Outreach Specialist Green presented the 
request for decision. 
Discussion ensued on unleashed dogs in the McRae NAPTEP Covenant on 
Gabriola and having signage noting dogs must be leashed. 
ITC-2024-002 
It was MOVED and SECONDED, 
that the Islands Trust Conservancy accept the Islands Trust Conservancy Natural 
Area Protection Tax Exemption Program (NAPTEP) Covenant Monitoring Report 
2023 and direct staff to address violations and ecological concerns as identified 
in the report. 
CARRIED 
5.1.3 ITC Budget Request - Property Management Resources - Request for Decision  
Director Frater presented the request for decision. 

ADOPTED 
Islands Trust Conservancy Board ADOPTED Page 4 of 8 
Regular Meeting Minutes                           
January 23, 2024  
Discussion ensued on the following: 
 Islands Trust Conservancy’s (ITC) inability to meet the needs of an 
increasingly complex property management environment 
 Adding emphasis that ITC has been operating below what it needs in terms 
of resources and staff hours 
 This not a solution to expand workload, only a solution to contain and 
strategically implement the work we are already undertaking 
 Suggestion to change the Protected Areas Manager title to Protected Areas 
Operations Manager to avoid confusion with the ITC Manager role, and be 
clear there is no overlap with these positions, and using the word 
coordinator instead of manager in the title 
 Database management, Information Systems support for technical issues, 
training and maintenance, and adding ongoing maintenance to the request 
 Temporarily pausing acquisition and covenants until after the Protected 
Areas Manager is hired, the database is initiated, and funding is secured 
 Reviewing other options including reducing monitoring, increasing funding, 
and amending the ITC Plan 
 Putting ITC in the best position possible to navigate the next year 
 Potential Financial Planning Committee tax increases in the Trust Area, 
impacts on Bowen Island Municipality, and support for the Conservancy 
ITC-2024-003 
It was MOVED and SECONDED, 
that the Islands Trust Conservancy Board recommend to the Islands Trust 
Council that the 2024-2025 budget include funding for: 
 a permanent Protected Areas Manager; and 
 selection and implementation of a protected area management database. 
CARRIED 
ITC-2024-004 
It was MOVED and SECONDED, 
that the Islands Trust Conservancy Board will have to pause acquiring new 
properties and conservation covenants, as well as developing new Natural Area 
Protection Tax Exemption Program (NAPTEP) covenants until the capacity and 
funding challenges in property management are resolved.  
CARRIED 
5.2 Items for Discussion/Direction 
5.2.1 ITC Mapping and Technical Needs – Briefing 
Director Frater presented the briefing which was a collaborative effort of ITC 
staff. 
Discussion ensued on: 
 software incompatibility issues are challenging for staff 

ADOPTED 
Islands Trust Conservancy Board ADOPTED Page 5 of 8 
Regular Meeting Minutes                           
January 23, 2024  
 huge competition for Information Systems and GIC technology positions in 
the province 
 mapping layers generate by the Conservancy are used by Planning to inform 
planning advice 
ITC-2024-005 
It was MOVED and SECONDED, 
that the Status Report on Mapping and Technical Needs, Challenges and 
Strengths briefing be forwarded to the Executive Committee for the January 31
st
 
meeting. 
CARRIED 
5.2.2 Municipal Insurance Association Agreement Update 
Director Frater reported that on January 1
st
 the Islands Trust signed on with the 
Municipal Insurance Authority, a non-profit organization that provides insurance 
services to approximately 90% of local governments in British Columbia. Their 
mandate is broader than an insurance company so they are able to provide a 
more wrap around services, including policy advice. Insurance coverage for the 
Conservancy is changing and staff are now accessing online resources to see 
what is available. Practices for volunteers will require a waiver and coverage 
levels have changed. Staff will also review the risk-management policy and 
possibly bring information back to the Board for the May meeting. 
5.2.3 ITC Plan – Minister’s Response 
Director Frater advised the plan was provided to the Minister at the end of 
2022. Ministry staff recently indicated that they would provide an update 
regarding Ministerial review of the plan on January 17
th
, but staff have not yet 
received a response. Staff will provide an update when available. 
Chair Smith advised she was approached by ministry staff as the Chair of the 
Board for further discussion, but had not heard back for today’s meeting. 
5.3 Correspondence 
None. 
5.4 Updates for Information 
5.4.1 Public Acquisitions Report 
Received for information. 
5.4.2 Public Covenants Report 
Received for information. 
5.4.3 Budget Report 

ADOPTED 
Islands Trust Conservancy Board ADOPTED Page 6 of 8 
Regular Meeting Minutes                           
January 23, 2024  
Director Frater advised the Conservancy is on track for spending this year and is 
overspent in travel and legal, and noted there are no concerns. 
5.4.4 Executive Committee Update 
Trustee Elliott advised Executive Committee met January 17
th
 and topics of 
interest to the Conservancy included: 
 Discussion on the policy statement amendment project. Trustee Elliott 
commented that no one has seen the draft yet because it's gone out to First 
Nations for comment which is in line with the Islands Trust commitment to 
reconciliation.  
 Islands Trust Conservancy Board (ITCB) members are invited to attend the 
regular Executive Committee meeting on January 31
st
. The Executive 
Committee Chair is considering agenda timing and feedback is welcome 
from ITC Board members. Chair Luckham (EC) and Chair Smith (ITCB) will 
meet to discuss what items to add to the joint meeting agenda. Chair Smith 
requested Board members email her discussion topics by Thursday. 
 
 The following resolution was passed and would be good to bring forward to 
the Executive Committee January 31
st
 meeting. 
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.  
 
Chair Smith indicated that the ITC Board reviewed an earlier version of the 
Policy Statement but indicated that it wished to provide further comment 
before approval. Chair Smith asked for further information on when the 
draft Policy Statement would be referred to the ITC Board for a further 
review. Director Frater indicated that the document is currently with First 
Nations for comment. Once all comments are in from First Nations, the 
Policy Statement will be revised. It is anticipated that it will be at least a 
year before it is ready for further review. It will be referred to ITC Board 
following first reading of the Policy Statement bylaw. 
5.4.5 Financial Planning Committee Update 
Trustee Yates noted Financial Planning Committee is meeting January 24
th
 and 
will provide an update at March ITC Board meeting. 
5.4.6 Trust Council Update 

ADOPTED 
Islands Trust Conservancy Board ADOPTED Page 7 of 8 
Regular Meeting Minutes                           
January 23, 2024  
Trustee Elliott advised Chair Smith’s presentation to Trust Council in September 
was well received and they would like Chair Smith to come back in March to talk 
about Natural Area Protection Tax Exemption Program (NAPTEP) Covenants. 
5.4.7 Trustee Roundtable 
Trustee Yates advised she has been to two meetings for the Gabriola Official 
Community Plan visioning sessions and noted the topic of costs and difficulty to 
get Natural Area Protection Tax Program Exemptions (NAPTEP) in place seems 
almost insurmountable. 
Trustee Gauvreau advised she is now on the Governance Committee and could 
provide updates. One topic that came up an issue was Policy 2.3.1 and if ex-
officio members are able to vote. There is nothing specific in the policy that 
states yes or no. Further discussion will happen at the next meeting. 
By general consent, the Islands Trust Conservancy Board directed staff to add a 
Governance Committee Update item to the agenda template. 
6. PUBLIC COMMENTS AND DELGATIONS 
There were no members of the public in attendance. 
7. NEW BUSINESS 
There was no new business. 
8. NEXT MEETING 
The next meeting will take place on March 19, 2024 at 10:00 am in Victoria. 
9. CLOSED MEETING 
9.1 Motion to Close the Meeting 
ITC-2024-006 
It was MOVED and SECONDED, 
that the meeting be closed to the public in accordance with the Community Charter, 
Part 4 Division 3, section: 90 (1) (e) the acquisition, disposition or expropriation of land 
or improvements, if the board considers that disclosure could reasonably be expected to 
harm the interests of the Islands Trust Conservancy board; (k) negotiations and related 
discussions respecting the proposed provision of a service that are at their preliminary 
stages and that, in the view of the Board, could reasonably be expected to harm the 
interests of the Islands Trust Conservancy if they were held in public; and that staff be 
invited to remain in the meeting. 
CARRIED 
10. ADJOURNMENT 
By general consent, the meeting adjourned at 11:59 p.m. 

ADOPTED 
Islands Trust Conservancy Board ADOPTED Page 8 of 8 
Regular Meeting Minutes                           
January 23, 2024  
 
 
_________________________ 
Risa Smith, Chair 
 
Certified Correct: 
 
 
_________________________ 
Corlynn Strachan, Administrative Assistant/Recorder