Islands Trust Executive Committee regular meeting, January 31, 2024

[0:00:00] Trustee Luckham: Thank you very much. Well, good morning, Executive Committee and staff and members of the public joining us today online or viewing this recording at some future point in time.

[0:00:13] Trustee Luckham: This is the Executive Committee meeting of January the 31st. Well, that's one month pretty much done this year. It'll be Christmas anytime soon.

[0:00:25] Trustee Luckham: soon. I want to recognize that we're all meeting broad. My name is Peter Locke. I'm elected

[0:00:32] Trustee Luckham: on Thetis Island in Penelakut and Laiaks Territory. And with that, I want to recognize that we're

[0:00:38] Trustee Luckham: meeting broadly across Coast Salish Territory, this land that has been in the hands of nations

[0:00:45] Trustee Luckham: since the time immemorial. And I'm grateful to have the opportunity to live and work here

[0:00:52] Trustee Luckham: and learn so much about this place and the people that have been here, again, since time immemorial.

[0:00:58] Trustee Luckham: And I want to start with introductions.

[0:01:03] Trustee Luckham: I'm just going to look at my screen here and say good morning, David Maude.

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

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

[0:01:09] Trustee Maude: Glad you're on Main Island, a traditional home of the WSANIC people.

[0:01:13] Trustee Luckham: Excellent.

[0:01:14] Trustee Luckham: And Tim Peterson.

[0:01:15] Trustee Luckham: and good

[0:01:18] Voice 17: morning from

[0:01:19] Voice 17: Huayatay, Laskiti Island

[0:01:21] Voice 17: and the territory

[0:01:23] Voice 17: of many Coast Salish nations

[0:01:25] Voice 17: and the treaty territory

[0:01:27] Voice 17: of the Tla'aman Nation

[0:01:28] Voice 17: Excellent,

[0:01:31] Trustee Luckham: and Toby Elliott

[0:01:31] Trustee Luckham: Good

[0:01:33] Voice 10: morning everyone, I'm joining

[0:01:35] Voice 10: you from Gabriola Island

[0:01:36] Voice 10: in the territory of Snanimik First

[0:01:38] Voice 10: Nation, but I also

[0:01:41] Voice 10: serve Mudge and Dikorsi

[0:01:42] Voice 10: and this is the homeland

[0:01:44] Voice 10: of many Coast Salish peoples

[0:01:46] Voice 10: grateful to be with you here

[0:01:50] Trustee Luckham: So in the boardroom there, I can see CAO Russ Hochsenpiller.

[0:01:56] Trustee Luckham: Good morning.

[0:01:57] Voice 18: Morning, sir.

[0:01:59] Voice 18: Morning to committee.

[0:02:01] Trustee Luckham: And I also, oh, nice, pan the camera.

[0:02:04] Trustee Luckham: That's perfect.

[0:02:05] Trustee Luckham: It looks like I can see Director Frater there in the background.

[0:02:09] Trustee Luckham: Good morning.

[0:02:10] Trustee Luckham: like uh legislative services manager david marler and alexandra trifananda so i might not have got

[0:02:20] Trustee Luckham: that quite right good morning and good morning and thank you for your support for making all

[0:02:26] Trustee Luckham: these meetings happen uh and i see stefan sermac is joining us online so good morning stefan

[0:02:33] Trustee Luckham: on good

[0:02:34] Voice 12: morning and

[0:02:35] Trustee Luckham: i think that's our compliment of uh trustees and staff yeah okay so um before

[0:02:44] Trustee Luckham: us we have an agenda so i'd like to call us to order um and uh approval of the agenda will

[0:02:51] Trustee Luckham: include introduction of any new items are there any new or late items um for this agenda as noted

[0:02:57] Trustee Luckham: at 1 o'clock. It should be promptly after lunch, I'm presuming.

[0:03:02] Trustee Luckham: We will be moving into the Owens Trust Conservancy

[0:03:05] Trustee Luckham: Board joint session, which begins on page 189

[0:03:09] Trustee Luckham: of your package. Is there anything else to add or remove to the agenda?

[0:03:16] Trustee Luckham: Sierra, Hopson, Pillar.

[0:03:18] Voice 18: If time allows,

[0:03:19] Voice 18: Mr. Chair, it might be wise to go in camera. We're in receipt of

[0:03:23] Voice 18: a legal opinion associated with the acquisition of property, and

[0:03:27] Voice 18: And we just got that yesterday and executive committee would probably want to

[0:03:32] Voice 18: get that information. So.

[0:03:34] Trustee Luckham: Okay. So we don't have any, we don't have an agenda.

[0:03:39] Trustee Luckham: Perhaps that could be provided just to cover the formality of the motion and

[0:03:43] Trustee Luckham: the life.

[0:03:44] Trustee Luckham: We

[0:03:45] Voice 18: will do that after lunch.

[0:03:46] Trustee Luckham: Perfect. So then after we would do the in-camera session,

[0:03:49] Trustee Luckham: and then after the conservancy meeting, is that

[0:03:54] Voice 18: suitable?

[0:03:55] Voice 18: So yes, because that's a designated time.

[0:03:59] Trustee Luckham: The

[0:03:59] Voice 18: Conservancy one. So we want to honour that one o'clock meeting.

[0:04:02] Trustee Luckham: Exactly, that one o'clock. So then I will, and indeed, if we look at the agenda, it seems to follow in that sequence. So that's terrific. So we'll look forward to seeing that formal agenda. So any concerns about that? Any of the other members? Nope.

[0:04:19] Trustee Luckham: So then that's how that will unfold.

[0:04:21] Trustee Luckham: So then nothing else heard.

[0:04:23] Trustee Luckham: I'm going to adopt the agenda essentially as presented.

[0:04:29] Trustee Luckham: However, there will be some detail in the in-camera session.

[0:04:32] Trustee Luckham: So I'm just going to say amended just to be certain.

[0:04:37] Trustee Luckham: So agenda context notes.

[0:04:39] Trustee Luckham: Thank you for that.

[0:04:41] Trustee Luckham: That helped draw our attention to important matters.

[0:04:44] Trustee Luckham: And the next item is rise and report from the previous meeting.

[0:04:48] Trustee Luckham: And the only thing we have to report from the previous meeting of January 17th is, or sorry, in the meeting, in-camera meeting of January 17th, the December 20th in-camera meeting minutes were adopted.

[0:05:05] Trustee Luckham: And that the executive committee authorized funding for legal action associated with some non-conforming activity on Wise Island.

[0:05:16] Trustee Luckham: So that's good.

[0:05:19] Trustee Luckham: Adoption of minutes.

[0:05:20] Trustee Luckham: We don't have the most recent set of minutes here,

[0:05:23] Trustee Luckham: and presuming that that will come to our next meeting.

[0:05:27] Trustee Luckham: Is that correct, Alexandra?

[0:05:28] Voice 4: Yes, sir.

[0:05:29] Voice 4: They're in review at the time of the agenda going out.

[0:05:32] Voice 4: They will definitely be ready for the next meeting.

[0:05:36] Trustee Luckham: Awesome.

[0:05:36] Trustee Luckham: Thank you.

[0:05:37] Trustee Luckham: There's been a lot going on in the last few weeks,

[0:05:41] Trustee Luckham: and so I understand that it takes a while to get through the process.

[0:05:44] Trustee Luckham: So this brings us to the follow-up action list and updates, and our practice is to go around to hear from the directors on their follow-up action items specifically, and then provide a report for their areas of responsibilities, and we'll begin with the CAO.

[0:06:05] Trustee Luckham: Good morning, Russ. Thank you again for the work that you do for the Allen's Trust.

[0:06:10] Trustee Luckham: Trust.

[0:06:10] Voice 18: Thanks very much. Good morning to Executive Committee. Item one you see here is a regular

[0:06:17] Voice 18: topic. I'm well aware that there's value to this session. I do think, and I've mentioned this

[0:06:24] Voice 18: before, that this should really be folded into the corporate planning process at the right time

[0:06:29] Voice 18: when we develop policies associated with how decisions are made at the Allens Trust.

[0:06:34] Voice 18: trust. Occasionally, this gets conflated with, you know, how to conduct a meeting or standards

[0:06:46] Voice 18: of conduct. But this is around decision making, how that gets grounded in policy. And we're just

[0:06:53] Voice 18: on the precipice of really getting through that from a corporate planning perspective. So that's

[0:06:57] Voice 18: where I've mentally shifted in this direction. And if you want to amend that in any way, let me know.

[0:07:05] Voice 18: that being said we're also going to speak later today about the schedule and there'll be some

[0:07:10] Voice 18: things for you to think over um how do you want to sequence things so i think that's uh

[0:07:16] Voice 18: we could either rejoin that conversation at that point if you wish otherwise i go into my anecdotal

[0:07:22] Voice 18: report um

[0:07:24] Trustee Luckham: any questions otherwise yep let's go to your report no questions go ahead so

[0:07:30] Voice 18: uh mr chair

[0:07:30] Voice 18: Chair, I'm focused on three or four significant things.

[0:07:34] Voice 18: One is the corporate planning process.

[0:07:36] Voice 18: I can tell you that the corporate planning working group met last week with myself and Director Mobbs.

[0:07:43] Voice 18: There is something to discuss today on your agenda, as I just referenced.

[0:07:47] Voice 18: I think that there's reasonable opportunity for progress,

[0:07:55] Voice 18: and so that's a real focus of mine over the next period of time.

[0:07:59] Voice 18: The next item is information services and the hiring competition for our senior technical analyst.

[0:08:10] Voice 18: Mark left us in the fall.

[0:08:12] Voice 18: I have hired a consultant to assist in the review of the IS services and to assist in the recruitment of someone who could come in and fulfill leadership at the information services level.

[0:08:28] Voice 18: level. The reason for that is, of course, that's a specialized piece of knowledge. And we want to

[0:08:34] Voice 18: make sure that we've got the right eyes on the, both the recruitment and fulfilling that position.

[0:08:41] Voice 18: That's going well. And I'm reasonably enthused about that. And it's a good opportunity to

[0:08:46] Voice 18: step back and look at how information services is delivered at the Allens Trust.

[0:08:51] Voice 18: So that's the second piece of work that I'm primarily focused upon. Obviously,

[0:08:56] Voice 18: Obviously, the Trust Council meetings that are coming up, but also the Saltspring office and the implications of the budget and acquiring a space for staff and for citizens to access services on Saltspring Island or as is seen appropriate.

[0:09:13] Voice 18: And indeed, to that, coming out of the FTC meeting where an update was provided on a number of lease opportunities.

[0:09:25] Voice 18: We've had a third that we're actually going forward and looking at the design potential associated with that and coming up with a plan B in case our sequencing of timing isn't right.

[0:09:38] Voice 18: But this is top of mind.

[0:09:41] Voice 18: FPC has broadened the considerations to go, you know, address to some degree all the various options that would be considered.

[0:09:50] Voice 18: considered, we'll certainly look at amending the business case to reflect some of those

[0:09:55] Voice 18: thoughts.

[0:09:57] Voice 18: Nevertheless, I will point out that primarily ongoing operations at the Islands Trust, from

[0:10:04] Voice 18: an office perspective, is the responsibility of executive committee, and you're going to

[0:10:09] Voice 18: want to think through where you're at as you move forward over the next month or so associated

[0:10:14] Voice 18: with the office space.

[0:10:16] Voice 18: And later on today, we're going to bring you some more information around that.

[0:10:21] Voice 18: If you go to our website, I'm happy to say that you will see the Section 3 document or statement is now in a fairly prominent place.

[0:10:31] Voice 18: I thank Claire and her team for making that happen.

[0:10:34] Voice 18: That was one of the recommendations or the rethinks or reconsiderations of the Governance Committee Group that met on January 15th or 17th.

[0:10:44] Voice 18: that has happened and so um when you have an opportunity to go on the website and see whether

[0:10:49] Voice 18: you it pops to your eye appropriately uh hopefully that meets your needs and that's really about it

[0:10:59] Voice 18: that's my day-to-day report back to you and happy to have any questions any

[0:11:05] Trustee Luckham: questions for the cao

[0:11:08] Trustee Luckham: trustee elliott uh

[0:11:10] Voice 10: thank you for that uh report uh russ and so just i'm i am scanning the website

[0:11:15] Voice 10: site now um is it in the governance section um in the islands trust app it's

[0:11:20] Voice 18: it's number four on the

[0:11:21] Voice 18: banner when you first go refresh your your um link and then one two three it should be the fourth

[0:11:29] Voice 18: banner across and you'll see a statement on the islands trust and you click on that and you'll

[0:11:35] Voice 18: get the full verbatim statement which was one of the issues in hand not to have a summary but to

[0:11:41] Voice 18: have the actual statement that came out from trust counsel so okay

[0:11:44] Voice 5: thank you and we've got

[0:11:47] Voice 18: governance committee coming up in um two or three weeks and we'll get their feedback this was

[0:11:53] Voice 18: something they discussed at the last meeting yeah

[0:12:00] Trustee Luckham: okay right governance committee there's a lot of

[0:12:04] Trustee Luckham: committees um that's true yeah that's a new dilemma have you found it

[0:12:12] Voice 18: trustee elliot it's

[0:12:18] Voice 10: Okay, I can navigate the website, I will just

[0:12:23] Trustee Maude: it's a scrolling banner, you know, about scrolls.

[0:12:27] Voice 10: Oh, cool.

[0:12:28] Voice 10: Thank you. One

[0:12:29] Trustee Maude: of those components. It's not right in

[0:12:31] Trustee Maude: your face. You have to watch all the pretty pictures. Other

[0:12:36] Voice 16: suggestions. Yeah. Okay.

[0:12:43] Trustee Luckham: Anything further CAO? No. All right. So thank you very much.

[0:12:49] Trustee Luckham: So let's go to David Marler, Legislative Services,

[0:12:53] Trustee Luckham: your follow-up action list and general report.

[0:12:57] Voice 11: Yeah, thank you.

[0:12:58] Voice 11: Follow-up action list, the items there

[0:13:01] Voice 11: are really the reporting out on the policies.

[0:13:06] Voice 11: Those two items just on hold right now

[0:13:09] Voice 11: because of other work underway.

[0:13:12] Voice 11: The last two items, three and four,

[0:13:14] Voice 11: those are really waiting for the executive coordinator

[0:13:16] Voice 11: to return and then we'll have

[0:13:19] Voice 11: the ability to complete that. So that's the flop action list the last two items on the next page

[0:13:25] Voice 11: are marked as completed and then just my focus really has been the last week or two is the

[0:13:34] Voice 11: CAO hiring committee and supporting that group so that's quite a bit of work and also

[0:13:42] Voice 11: working on trust council's bylaw amendments so one of those which is the committee of the whole

[0:13:48] Voice 11: is on the agenda today for you to have a look at but there's also other amendments along the lines

[0:13:55] Voice 11: of the trust council bylaw for local trust committee meeting procedures and a public

[0:14:02] Voice 11: notice bylaw and a development applications bylaw so all of those are my focus right now

[0:14:09] Voice 11: and we also have been receiving quite a bit of correspondence around confusion by the public

[0:14:19] Voice 11: over how Bill 44 applies to the Allens Trust.

[0:14:22] Voice 11: So I've been responding to that.

[0:14:25] Voice 11: I provided you with, maybe it was just Trustee Ma,

[0:14:29] Voice 11: but if you want, I can provide you with some of the responses.

[0:14:32] Voice 11: And we can talk about this later if it comes up on the agenda.

[0:14:37] Voice 11: So is there any questions?

[0:14:40] Voice 11: Otherwise, that's it for me right now.

[0:14:45] Trustee Luckham: I see a hand up from Trustee Peterson.

[0:14:48] Trustee Luckham: You have a question?

[0:14:50] Voice 17: Not a question, but yes.

[0:14:52] Voice 17: Director Marner please send that along to us or at least me I haven't seen it

[0:14:59] Voice 17: yet I'll send

[0:15:00] Voice 17: to all of the

[0:15:00] Voice 16: EC thank you anything further

[0:15:05] Trustee Luckham: all right thank you

[0:15:08] Trustee Luckham: David Stefan Cermak Director Regional Planning Services good morning everybody

[0:15:16] Voice 12: my follow-up action list there has been an item that's been referred to the

[0:15:20] Voice 12: Regional Planning Committee as I've reported before they are taking a

[0:15:25] Voice 12: holistic look in the housing action strategy and they'll be looking at it again in the next meeting

[0:15:31] Voice 12: so i'll continue to report back on those actions and the engagement plans and communications

[0:15:36] Voice 12: approaches so i'll just sort of segue into some of my operational things i'm working on

[0:15:42] Voice 12: but three main things working on we have the city view application we're in the validation

[0:15:49] Voice 12: stage that means we're testing the software it is very challenging it's difficult we have

[0:15:55] Voice 12: six planning staff working an average of an hour a day right now trying to test the bugs out

[0:16:01] Voice 12: we're finding a lot of challenges there's some systemic issues about what they created there's

[0:16:07] Voice 12: some small things about you know what they said they were going to do and so on and so forth so

[0:16:11] Voice 12: we're working hard at it we also have i believe three islands trust conservancy staff working

[0:16:16] Voice 12: from their perspective on that application it's taking a lot of time a

[0:16:21] Voice 12: lot of brainpower because it's very detailed complex work so that is very

[0:16:26] Voice 12: much and we were stuck between a software company that sort of lost a

[0:16:33] Voice 12: whole bunch of staff during the process so they're behind and we're getting

[0:16:36] Voice 12: squished with the deadline for the end of this physical so there's a lot of

[0:16:41] Voice 12: pressure for that so we're working on it we're we're getting through it but if I

[0:16:44] Voice 12: have any change in the status i'll let you know we might just have to push our release date not to

[0:16:49] Voice 12: february 29th but to march 15th or 16th type thing so we're might have to squeeze every hour out of

[0:16:55] Voice 12: that as possible um follow that up of course you heard about the salt spring relocation that's

[0:17:01] Voice 12: obviously been taking up a lot of time for myself and the planning department especially with the

[0:17:05] Voice 12: team on salt spring i won't belabor that any more than what the cao has done and third wise

[0:17:11] Voice 12: we have some sort of shuffling going on and planning some opportunities removing the chairs

[0:17:16] Voice 12: trying to best use our planning resources and administratively we have a complete team right

[0:17:24] Voice 12: now although no that's not totally right we have some staff that are on paternity leave and I think

[0:17:30] Voice 12: I've been reporting to since I've been a director that the focus one of my first focuses was to help

[0:17:36] Voice 12: improve the administration of the side as a as an organization organizational efficiency and we're

[0:17:42] Voice 12: working with the team to continue that once everybody's back from paternity leave we're

[0:17:47] Voice 12: looking into the almost towards the end of fiscal beginning the new fiscal and what that means is

[0:17:52] Voice 12: looking at a way to centralize and harmonize our our internal processes such as making sure that

[0:17:58] Voice 12: we all each office uses the same resources for for um how we process applications how we process

[0:18:04] Voice 12: every, you know, the day-to-day work, which is very tedious and detailed work because we have

[0:18:10] Voice 12: a long history of doing things our own way in each office and collaborating that, agreeing to what's

[0:18:16] Voice 12: the right way and doing it is, well, if you know administrative people and how they own processes

[0:18:23] Voice 12: and trying to get agreement to what the right way is, you can appreciate that that takes quite a bit

[0:18:27] Voice 12: of time and effort. But we've got a brand new team that's really excited about it and some really,

[0:18:32] Voice 12: really clever people that are helping with that so those are my three key sort of operational

[0:18:36] Voice 12: things i'm working on aside from of course planning services all of you will know that

[0:18:41] Voice 12: the ltc meetings are out of the gate they're off and running and everybody's got their own issues

[0:18:46] Voice 12: in one way or another and they all need help and service and that's what we live to do so

[0:18:51] Voice 12: happy to answer any questions okay

[0:18:56] Voice 16: thank you any questions for the director trustee peterson

[0:19:01] Voice 17: um thank you uh and i i realize that uh item three is uh both you and director freighter but

[0:19:08] Voice 17: um the uh first nations uh referral um item there and i'm just i just want to know if there's

[0:19:19] Voice 17: if we're if we're making any headway on that or if it's kind of on hold i just i feel it's one of

[0:19:26] Voice 17: of those things that's I know it's big but I also think it's really important in terms of

[0:19:31] Voice 17: reconciliation so

[0:19:33] Voice 12: absolutely I'm glad you asked the question it is top of mind First Nations and

[0:19:37] Voice 12: you know I glazed over it but it infuses into everything we do every day we do have staff

[0:19:43] Voice 12: working on First Nations issues and responding directly to this resolution I've asked specifically

[0:19:48] Voice 12: RPM Gemara to help me with that as her team is really leading the way with Comox and Squamish

[0:19:54] Voice 12: and other First Nations and how they're accomplishing advancing reconciliation.

[0:19:59] Voice 12: Unfortunately, there's, you know, we only have so many staff resources and the people

[0:20:04] Voice 12: I've asked to help work with it are kind of getting, you know, for example, Gambier's

[0:20:08] Voice 12: issues that they've had with this bylaw on your agenda, absorbed some time, which was

[0:20:13] Voice 12: dedicated to doing this exact referral.

[0:20:15] Voice 12: So those are some of the sacrifices that are happening with some of the work, but it continues

[0:20:20] Voice 12: to advance.

[0:20:21] Voice 12: and it continues to evolve

[0:20:23] Voice 12: and it certainly hasn't fallen

[0:20:25] Voice 12: off the side of the desk.

[0:20:26] Voice 12: We're hoping to get it

[0:20:27] Voice 12: to the March of Trust Council.

[0:20:28] Voice 12: That is certainly our goal

[0:20:29] Voice 12: and we're advancing small pieces of it

[0:20:32] Voice 12: bit by bit,

[0:20:32] Voice 12: including conversations with the province.

[0:20:36] Voice 17: Okay, thank you.

[0:20:37] Voice 17: Yeah, it's good to hear

[0:20:39] Voice 17: that work is progressing on it,

[0:20:41] Voice 17: even maybe if it's not as fast as you'd like,

[0:20:43] Voice 17: but at least it's good to know

[0:20:46] Voice 17: that it's happening.

[0:20:46] Voice 17: Thank you.

[0:20:47] Voice 12: You're welcome.

[0:20:48] Voice 12: Thank you.

[0:20:50] Trustee Luckham: Trustee Elliott.

[0:20:50] Trustee Luckham: Thank

[0:20:52] Voice 10: you, Director Surmatt. I'm wondering if the meeting administrator position, I've had the chance to meet Jennifer in the North Office and she's lovely,

[0:21:02] Voice 10: how that's going to be rolled out and when we're anticipating sort of the full staffing of that role and how that's going to be communicated to LTCs as to who, I think specifically with the minute taking function,

[0:21:20] Voice 10: There is concern on some LTCs that local contracted people who've traditionally held that job would be replaced.

[0:21:31] Voice 10: So do we have any communication plan for the LTCs with the meeting facilitator?

[0:21:37] Voice 10: We

[0:21:37] Voice 12: do, actually.

[0:21:39] Voice 12: Again, thanks for the question.

[0:21:40] Voice 12: I'll be on Gabriel tomorrow to primarily address this question.

[0:21:45] Voice 12: So your timing is impeccable.

[0:21:47] Voice 12: and so what we've done is up to now we've had three to four weeks to orientate and assess the

[0:21:54] Voice 12: person in the position we're still in that position we're having some tech we haven't seen

[0:22:00] Voice 12: we haven't advanced to be able to say where we are with the aptitude of the candidate and where

[0:22:06] Voice 12: we're you know so we can confirm the schedule but we do have a schedule laid out and we do have a

[0:22:11] Voice 12: communications plan laid

[0:22:12] Voice 11: out yeah maybe we should go in camera for that discussion okay

[0:22:19] Voice 12: well i think

[0:22:19] Voice 12: what i'm i i can report now is um not in camera worthy and that is just basically that we have

[0:22:26] Voice 12: a communications plan and a work plan worked out and we're working on it and welcome we'll

[0:22:31] Voice 12: communicate when we're ready so suffice to say i am very much aware of the minute taker impact

[0:22:35] Voice 12: i have long long communications about that with finance and people who are really i have i have

[0:22:41] Voice 12: things ready to go i just need to confirm that trajectory when it's actually confirmed okay thank

[0:22:49] Trustee Luckham: you stefan any other questions for the director um i just was um wondering about the um and i may

[0:23:00] Trustee Luckham: have missed it somewhere along the way um and i don't believe it would be in camera um the staffing

[0:23:07] Trustee Luckham: Staffing at the Salt Spring office, the lead planner I learned recently is on secondment with another ministry branch, and we have a contractor in that place on Salt Spring office.

[0:23:26] Trustee Luckham: And of course, we've got the regional planning manager, Chris, is also there.

[0:23:31] Trustee Luckham: there. Is that it for your staff contingent in that office? And what does that look like to you

[0:23:36] Trustee Luckham: in the near future as we get active through the spring here?

[0:23:42] Voice 12: Well, Salt Spring specifically, we haven't been ready to make any announcements because there's

[0:23:47] Voice 12: still some signing on the bottom lines to be made. But I

[0:23:49] Voice 12: can confirm that we have a temporary

[0:23:52] Voice 12: appointment of, you know, Island Planner Jason Yeomans, who's been with us previous and he has

[0:23:57] Voice 12: come back to us he is currently assigned to the salt spring team and so he's helping guide that

[0:24:03] Voice 12: team through uh its various projects um there's that and that is due to the opportunity that

[0:24:09] Voice 12: louisa is taking in or planner garbo pardon me in the province so he's filling that need

[0:24:15] Voice 12: there's a bit of a a planning shuffle that will happen once we get people to sign on the bottom

[0:24:19] Voice 12: line to the various agreements it's just there's some hr and psa and those kind of things that we

[0:24:24] Voice 12: need to do first so once those are all confirmed um i'll be happy to make the announcement and

[0:24:30] Voice 12: sort of explain in more detail there's a bit of a shuffle going on that we're trying to do and

[0:24:34] Voice 12: it's just working with the province to do the shuffle sometimes takes time but to answer your

[0:24:39] Voice 12: question salt spring will continue to be served with uh four staff persons as per usual um and

[0:24:46] Voice 12: right now it's being led with the senior planner of jason units okay

[0:24:52] Trustee Luckham: very good then thank you for

[0:24:54] Trustee Luckham: that update um if there's no further questions for the director we'll continue on and uh

[0:25:00] Trustee Luckham: administrative services i see julia mobs has joined us good morning julia thank you for

[0:25:06] Trustee Luckham: being here today and uh so uh your follow-up action list and uh and uh responsibilities

[0:25:13] Trustee Luckham: report thank you good

[0:25:16] Voice 1: morning executive there's uh nothing really new on my section of call of

[0:25:21] Voice 1: action list with the exception of informing our appointed auditors kpmg that they have been

[0:25:26] Voice 1: appointed um so that should actually be marked as completed as i have let them know i'm happy

[0:25:31] Voice 1: to take quick questions on that otherwise i'll dive into my update on all the things in admin

[0:25:35] Voice 1: services very

[0:25:37] Trustee Luckham: good any questions about the auditor okay back to you great

[0:25:44] Voice 1: um so we are

[0:25:46] Voice 1: very deep into the budget cycle now as everyone here is aware um the final version of the draft

[0:25:51] Voice 1: budget is being updated as we speak, and it will be heading to financial planning committee for

[0:25:56] Voice 1: their meeting in February. From there, of course, the draft budget heads to Trust Council for

[0:26:02] Voice 1: hopeful approval in March. So this is real crunch time for the finance team and also for staff

[0:26:08] Voice 1: across the organization who are reviewing their budgets and making any required changes before

[0:26:12] Voice 1: the final draft goes to FPC. So busy time. Of course, there's a special meeting happening with

[0:26:17] Voice 1: financial planning committee coming up later this week. So that's taking up some time as well.

[0:26:22] Voice 1: The five-year financial plan is also underway.

[0:26:25] Voice 1: So that's currently being drafted for review by Financial Planning Committee and Trust Council as well.

[0:26:29] Voice 1: And of course, that includes a little bit more thinking into the future,

[0:26:34] Voice 1: sort of making estimates and assumptions about what things might look like for Islands Trust in the next five years.

[0:26:39] Voice 1: So that work is happening concurrently as well.

[0:26:42] Voice 1: Believe it or not, we're also marching very quickly towards year-end, March 31st.

[0:26:46] Voice 1: 31st. And so we are starting to turn our minds towards the year end audit for the Islands Trust

[0:26:51] Voice 1: and also the Islands Trust Conservancy. So I have had meetings with the appointed auditor KPMG

[0:26:55] Voice 1: to talk about the audit plan, make sure that they're available for the meetings with audit

[0:26:59] Voice 1: committee, etc. I have not yet secured somebody into my new staff position, the manager of finance

[0:27:08] Voice 1: and accounting, that's still a vacant position. So my workloads are still very high. So my plan

[0:27:12] Voice 1: this year is to engage with a consultant to draft the financial statements for the Islands Trust

[0:27:19] Voice 1: Conservancy for year end. So the financial statement draft for Islands Trust and Conservancy

[0:27:23] Voice 1: falls to the finance team. It's a fair amount of work as we do have a very quick timeline.

[0:27:28] Voice 1: Our year end is March 31st. The audit starts a month later. So I have found a consultant who's

[0:27:34] Voice 1: able to take on that work for us and I'll be engaging with them, which will alleviate some

[0:27:37] Voice 1: of my workloads. I'm very pleased about that. And I'll be using the savings, salary savings from my

[0:27:42] Voice 1: vacant staff position to pay for that work. Happy to take any questions. That's probably

[0:27:47] Voice 1: it for financial updates.

[0:27:51] Trustee Luckham: Okay. Very good. And thank you for all that work. And I'm still

[0:27:56] Trustee Luckham: struggling with time slipping away. And you mentioned February and I realized, oh yeah,

[0:28:02] Trustee Luckham: that's tomorrow. So that's all very good. Thank you. Any questions? Nope. Excellent work.

[0:28:11] Trustee Luckham: all the questions are answered so let us move on then to trust area services and this would be

[0:28:18] Trustee Luckham: director freder good morning clark

[0:28:19] Voice 7: good morning um so just happy to report we are moving ahead

[0:28:24] Voice 7: with many of the items on your call of action list which are going to be completed or in progress

[0:28:28] Voice 7: i won't walk you through them all um and suggest i'm open to questions all

[0:28:34] Trustee Luckham: right uh any questions

[0:28:36] Trustee Luckham: for the director well there we go okay so it looks like you're in good shape there so do you have an

[0:28:44] Trustee Luckham: area report um

[0:28:46] Voice 7: simply i can just let you know our main focus for me particularly continues to be

[0:28:50] Voice 7: around hiring um pleased to announce we have tyler brown joining us on february 7th as our new

[0:28:55] Voice 7: permanent senior policy advisor and we sorry to lose mary storzer who's leaving us on february

[0:29:00] Voice 7: 23rd um we are moving into an interview process next week for the senior indigenous relations

[0:29:05] Voice 7: So that is proceeding, and next week we close the competition for a new executive administrative assistant that will be available to help with general administration as well as some of the reconciliation program work that we have underway.

[0:29:22] Voice 7: I'm formally called Administrative Coordinator, and also I'm happy to report that Manager Emmings is back fully in her role starting next week, so I'll be handing her position back to her.

[0:29:32] Voice 7: very pleased with that and in terms of the team we just continue with our work particular focus

[0:29:39] Voice 7: on the policy statement amendment project and also producing the next trust programs

[0:29:43] Voice 7: committee agenda which is expected to be a family life happy to take any questions okay

[0:29:51] Voice 16: thank you

[0:29:51] Voice 16: Thank you very much. Any questions for the director, Vice Chair Elliott?

[0:30:00] Voice 10: Thank you, Chair. So item 10 on page 12, sorry, not 10, the 9, staff to develop a project charter for a webinar in 2024 on the role of the Islands Trust.

[0:30:14] Voice 10: trust um i'm just not recalling where this came from and is this sort of is this to be tied to

[0:30:25] Voice 10: the 50th anniversary celebrations um yeah can you just remind me what this is about

[0:30:33] Voice 7: happy to speak to you about that so this came to you as a request of trust programs committee

[0:30:37] Voice 7: they were looking at um topics that have been suggested they got they did a survey of the public

[0:30:41] Voice 7: to look at topics that were of interest around stewardship education and one of the themes that

[0:30:46] Voice 7: arose from the public was just a general desire to understand more about islands trust and so

[0:30:51] Voice 7: because that's sort of outside their terms of reference they sort of shuttled that over to

[0:30:56] Voice 7: executive committee and you decided to ask us to take that on and it did seem to make sense that

[0:31:01] Voice 7: it'd be delivered as part of the suite of things um with the 50th so when we have time we'll come

[0:31:06] Voice 7: back to the project charter around that webinar um later in the year okay

[0:31:15] Voice 16: thank you i'd like i'd

[0:31:17] Voice 10: like to work with you on that so if we can come back to this at some point um because it's i think

[0:31:21] Voice 10: it's part of the broader communication strategy and could be a really good um project to um

[0:31:28] Voice 10: highlight our new communication strategy so i'm really interested in that piece thank you tim

[0:31:36] Trustee Luckham: peterson thank

[0:31:39] Voice 17: you chair um director freighter i'm just wondering about uh item nine there uh and is

[0:31:47] Voice 17: that the letter from minister fleming that um is essentially uh the the preface to us getting ahead

[0:31:56] Voice 17: uh on the uh on the task force um with uh ministry of transport yes

[0:32:03] Voice 7: and i have to report there's been

[0:32:04] Voice 7: no progress on that

[0:32:07] Voice 17: okay and then just just for information is is the no progress meaning that um

[0:32:13] Voice 17: uh we need to get a response uh back to the minister or is it on their end

[0:32:19] Voice 7: no it's at our

[0:32:20] Voice 7: end i simply haven't had time okay thank you

[0:32:26] Voice 16: any other questions for the director no um i

[0:32:35] Trustee Luckham: have some

[0:32:36] Trustee Luckham: other questions and maybe i'll just talk to you offline about workload management because it

[0:32:42] Trustee Luckham: concerns me the number of tasks that staff that council has directed that we do and other

[0:32:50] Trustee Luckham: initiatives within the organization and being sure that you have that capacity so let us um

[0:32:57] Trustee Luckham: continue on at the moment um i think that concludes our directors and cao update so

[0:33:03] Trustee Luckham: So let's go to local trust committee chair updates at 5.2.

[0:33:07] Trustee Luckham: I'm just going to pick people off my screen as they seem to come in order.

[0:33:12] Trustee Luckham: And it would be David Maude, Tim Peterson, Toby Elliott, and myself.

[0:33:16] Trustee Luckham: And so please, David, tell us what's happening on New York LTCs.

[0:33:21] Trustee Maude: Thank you, Chair.

[0:33:23] Trustee Maude: Relatively calm and rational.

[0:33:26] Trustee Maude: Denman Island this past Sunday had a community meeting about housing

[0:33:30] Trustee Maude: housing that was hosted by two trustees up there. Very well received. The regional director

[0:33:39] attended the meeting and apparently posted glowing, glowing reviews on Facebook and a

[0:33:46] lot of happiness there. I'm glad to see that Denman is sort of evolving the way it is and

[0:33:53] the planner assures me that we're going to have some quick wins pretty quickly on housing

[0:33:58] up there so very very happy um north pender met last week nothing of any particular substance to

[0:34:05] report um it's

[0:34:08] Trustee Maude: uh we're sort of merging into the spring season which will be quite busy but right

[0:34:14] Trustee Maude: now things are relatively calm and happy thank you well

[0:34:18] Voice 16: that's nice to hear thank you uh tim

[0:34:21] Voice 16: kim peterson uh

[0:34:25] Voice 17: thank you um so on january 22nd uh salt spring ltc held a special meeting

[0:34:33] Voice 17: and uh gave uh some readings to bylaw 537 um their timing had anticipated that that would enable

[0:34:43] Voice 17: it to get to this meeting of ec but that didn't take place um this these things happen um and

[0:34:52] Voice 17: And Friday, we'll have a regular meeting on Hornby.

[0:34:59] Voice 17: We'll be getting an update on the Rogers Tower proposal.

[0:35:06] Voice 17: And that's, of course, a big concern on Hornby at this time.

[0:35:11] Voice 17: uh we'll also be looking at we're looking at scheduling a special meeting um with regard to

[0:35:19] Voice 17: the various uh housing uh bills that came out of the province in the fall um which have

[0:35:28] Voice 17: necessitated a uh a big change to the approach that the ltc had been

[0:35:34] Voice 17: planning to take on short-term vacation rentals but is now no longer viable based on those

[0:35:40] Voice 17: legislative changes um from the province so that's that's a big rethink um uh we're looking forward

[0:35:49] Voice 17: to to to having that deeper conversation with staff on what our options are um just to remind

[0:35:57] Voice 17: anyone who who doesn't know that um hornby is uh at this point um allows short-term vacation

[0:36:06] Voice 17: vacation rentals um in a very open-handed and free manner and there is desire to

[0:36:14] Voice 17: regulate that uh in a way that is more in line with uh with the community's desire not to have

[0:36:22] Voice 17: that continue to sort of um be so wide open um and uh i think that is it for me i won't be on

[0:36:33] Voice 17: on Galliano until the, I guess, 13th of February.

[0:36:42] Voice 17: So I have nothing to report there

[0:36:45] Voice 17: and I'll leave it at that for today.

[0:36:50] Trustee Luckham: Okay, very good, thank you, Tim, and that report.

[0:36:57] Trustee Luckham: I guess I just have a question about the bylaw

[0:37:00] Trustee Luckham: that is not on our agenda today that from Salt Spring,

[0:37:04] Trustee Luckham: the Housing Suites By-law, I'll call it.

[0:37:11] Trustee Luckham: We're obviously receiving correspondence already

[0:37:14] Trustee Luckham: directly to the Executive Committee

[0:37:15] Trustee Luckham: with respect to this and the process.

[0:37:18] Trustee Luckham: And so just a tip to Stefan Cermak,

[0:37:21] Trustee Luckham: we'll want to have plenty of information about that

[0:37:25] Trustee Luckham: when we get to that decision,

[0:37:27] Trustee Luckham: presumably at our next meeting.

[0:37:31] Trustee Luckham: So thank you for your work there on the islands, Tim.

[0:37:35] Trustee Luckham: and over to trustee elliott uh

[0:37:40] Voice 10: thank you chair hello uh ec um we had a a great electronic meeting

[0:37:46] Voice 10: on main island is it just last monday the week the the the year is going very fast um

[0:37:54] Voice 10: considered an application that um would at this point potentially add um more tourism

[0:38:03] Voice 10: of accommodation um that's been an ongoing discussion with the ltc and sort of trying to

[0:38:10] Voice 10: get the applicant to um understand and and maybe moderate their expectations of where the community

[0:38:17] Voice 10: is at um so we asked them to come back with an interim uh or maybe smaller plan for their

[0:38:26] Voice 10: proposed development and it was a good discussion um it is sometimes i'm finding it a good exercise

[0:38:34] Voice 10: to communicate the uh local community needs and sort of moderate those different values and

[0:38:43] Voice 10: perspectives and coming in wanting to develop a water was a huge huge concern and um it remains a

[0:38:49] Voice 10: a big concern in every conversation i have on gabriela island as well so um won't go into that

[0:38:55] Voice 10: that now but um groundwater and um supplying services for whether it's commercial or residential

[0:39:02] Voice 10: development um seems to be top of mind for everyone uh and then we did get into uh some of

[0:39:09] Voice 10: the lub targeted updates which is the um minor project and coming up on friday south pender's

[0:39:18] Voice 10: um local trust committee meeting um we are very pleased that um eric uh chief eric pelkey is going

[0:39:29] Voice 10: to be in attendance and providing an opening and welcome for we've asked him to do a 30-minute

[0:39:36] Voice 10: presentation on wasanich people's perspectives and share some knowledge about trust area and

[0:39:45] Voice 10: and Sudeas Island.

[0:39:47] Voice 10: And so really looking forward to that.

[0:39:49] Voice 10: As I've reported out before,

[0:39:51] Voice 10: we are working with community members

[0:39:53] Voice 10: who are very active in,

[0:39:56] Voice 10: it's called the Reconcili-Action team,

[0:39:58] Voice 10: and have built really good relationships

[0:40:01] Voice 10: with Sainich knowledge keepers and elders.

[0:40:05] Voice 10: And so for the first time,

[0:40:07] Voice 10: we're seeing a report in our agenda

[0:40:09] Voice 10: actually provided by community members.

[0:40:12] Voice 10: And so it's trying a new approach.

[0:40:16] Voice 10: And another new approach, which I have reported out before, but I'm eager to see how this is working out, is the trustee-led workshops on specific targeted potential amendments to their LUB.

[0:40:29] Voice 10: So that is their minor project.

[0:40:31] Voice 10: And so each trustee has hosted a Saturday session, two on house size minimums and two on setback areas over the last month.

[0:40:43] Voice 10: so uh really eager to see how that's working out and how the community is responding to that

[0:40:49] Voice 10: and i think that's about it for my report okay

[0:40:56] Trustee Luckham: very good thank you um so from my area um

[0:41:01] Trustee Luckham: of responsibilities uh gabriola island we had our meeting um last week due to my travel

[0:41:09] Trustee Luckham: difficulties um there where i had intended to attend that meeting in person i ended up having

[0:41:15] Trustee Luckham: to attend it electronically and i thank the trustees for managing the space there that

[0:41:21] Trustee Luckham: actually went remarkably well i thought it was a light agenda fortunately and we were able to get

[0:41:27] Trustee Luckham: through the majority all the items on there without difficulty the ocp project continues

[0:41:35] Trustee Luckham: most significantly the ltc has received formally a complaint from a member of the public regarding

[0:41:42] Trustee Luckham: regarding processing of a development permit.

[0:41:45] Trustee Luckham: And that is, we're working on a response to that.

[0:41:49] Trustee Luckham: And I'll just note Toby,

[0:41:50] Trustee Luckham: with all of my travel woes and access to the technology,

[0:41:54] Trustee Luckham: I owe you a response to your letter

[0:41:57] Trustee Luckham: and that I will prioritize that

[0:42:00] Trustee Luckham: so that we can advance that work.

[0:42:02] Trustee Luckham: And yesterday, no Monday,

[0:42:07] Trustee Luckham: we had a Gambier LTC meeting,

[0:42:10] Trustee Luckham: meeting. Primarily, the work there was checking in about the OCP, which is in consultation with

[0:42:18] Trustee Luckham: the Squamish Nation, led by Sonia Zupanek, and that work is going very well indeed, and we're

[0:42:26] Trustee Luckham: looking forward to seeing that work at our table to determine how we're going to embrace

[0:42:33] Trustee Luckham: embrace the suggestions and recommendations from the Squamish Nation.

[0:42:39] Trustee Luckham: The other one, which you'll see on your agenda here in a moment, is the Gambier Island By-Law 158.

[0:42:48] Trustee Luckham: And indeed, the LTC has taken some actions with respect to the deficiencies associated

[0:42:54] Trustee Luckham: with the Trust Policy Statement Compliance and Directives Checklist.

[0:43:02] Trustee Luckham: and i'll advise you on that when i introduce that bylaw for your consideration

[0:43:11] Trustee Luckham: that's about it from here so i'm going to move on to i don't stress conservancy liaison update

[0:43:20] Trustee Luckham: obviously we're having a meeting with them at one o'clock today but i'll just ask the

[0:43:24] Trustee Luckham: our representative on the

[0:43:28] Trustee Luckham: Conservancy. Do you have anything to offer us at this moment

[0:43:32] Trustee Luckham: Vice Chair Elliott?

[0:43:36] Voice 10: No, I don't think

[0:43:38] Voice 10: I'll comment on anything other than

[0:43:42] Voice 10: I'm very appreciative of Director Frater having stepped in

[0:43:46] Voice 10: for the last two months to allow Manager Kate Emmings

[0:43:50] Voice 10: some space and she very ably handled

[0:43:54] Voice 10: handled multiple challenging issues and delivering the business solutions option

[0:44:00] Voice 10: and the technology support and the GIS support that the Conservancy is desperately in need of.

[0:44:07] Voice 10: These were late items, but I know the director has been working on them for some time,

[0:44:13] Voice 10: and they're very grounded in interviews with staff and a really deep knowledge

[0:44:19] Voice 10: and understanding of the Conservancy's needs at this time.

[0:44:24] Voice 10: So yeah, but we'll leave the discussion on the rest

[0:44:28] Voice 10: of the items to our joint meeting,

[0:44:31] Voice 10: which I'm really happy to see on this agenda.

[0:44:33] Voice 10: So thank you.

[0:44:35] Trustee Luckham: Thank you.

[0:44:36] Trustee Luckham: All right, then that concludes our follow-up action list

[0:44:39] Trustee Luckham: and updates, and if it's all right, we'll continue on.

[0:44:43] Trustee Luckham: We've been at this for 45 minutes for us.

[0:44:45] Trustee Luckham: We'll take five minutes after this bylaw, if you wish,

[0:44:48] Trustee Luckham: and then we can dig into what is some very thought

[0:44:53] Trustee Luckham: thought-provoking topics ahead of us for the rest of the day here. So the Ganbury Island

[0:44:59] Trustee Luckham: Local Trust Committee By-law 158. It's in your package. It's fairly lengthy, the usual sort of

[0:45:06] Trustee Luckham: by-law referral. And this has come about because of a surprise to the service provider. I'm not

[0:45:19] Trustee Luckham: calling them an applicant because they haven't made an application, which I would prefer that

[0:45:24] Trustee Luckham: there was an application. They asked if we could amend the bylaws to permit a fiber optic cable,

[0:45:37] Trustee Luckham: essentially traversing from the sea onto the island and the zoning of the particular location

[0:45:42] Trustee Luckham: that they want to do that in doesn't meet that requirement.

[0:45:49] Trustee Luckham: And there's a deadline apparently for the end of March

[0:45:54] Trustee Luckham: to get that land use regulations in place

[0:45:59] Trustee Luckham: in order for the cable to be laid.

[0:46:01] Trustee Luckham: And so there's some threat that that might not happen

[0:46:04] Trustee Luckham: if the cable may not get laid to the Keats Island community

[0:46:07] Trustee Luckham: if that bylaw is not amended.

[0:46:09] Trustee Luckham: And so the trustees are concerned about that and have advanced crafting a bylaw amendment with little to no staff support, in fact, no staff support, other than in a meeting helping coach amendments on the fly.

[0:46:31] Trustee Luckham: And although that's advancing in its own way, obviously, having not followed a process that is fairly, that's what we do, we've stumbled across what,

[0:46:50] Trustee Luckham: And I want to thank Stefan Cermak for identifying that in his review of the bylaw to bring to us that we have clearly not met the minimum requirements, which is the completion of a directive checklist and concurrence with the OCP requirements.

[0:47:11] Trustee Luckham: And he's making some recommendations here which I don't have any trouble with advancing. It's the right thing to do. And I think there's adequate time to do that. We've discussed it at the LTC earlier this week.

[0:47:25] Trustee Luckham: And they have already directed staff to provide an evidence-based assessment of the proposed bylaw, and that it's not contrary to our variance with the Keats Island Official Community Plan, and also provide evidence-based assessment is not contrary or variance with the Official Community Plan.

[0:47:53] Trustee Luckham: So that work has been directed. The anticipation is that we will get that in the coming weeks and that possibly through a special meeting or RWM, the LTC will approve that and forward that to executive committee.

[0:48:09] Trustee Luckham: committee. And so I think that this just needs to follow the course recommended here. And then

[0:48:17] Trustee Luckham: presumably that would come back to our next if everything all fell into place. It's also been

[0:48:21] Trustee Luckham: referred up to First Nations. And so hopefully all that will come into play. And this can be

[0:48:27] Trustee Luckham: advanced accordingly. I also have some suggestion from the director that the deadline is a little

[0:48:33] Trustee Luckham: little soft we have given three readings to this bylaw so it shouldn't be a showstopper unless it

[0:48:40] Trustee Luckham: turns out there's something seriously wrong and we should know that in the in the short term here

[0:48:45] Trustee Luckham: so unless there's any questions i'll just make the motion uh trustee elliott i

[0:48:52] Voice 10: do have questions

[0:48:53] Voice 10: mostly because you're i'm confused your recommendation seems to be at odds

[0:49:00] Voice 10: or perhaps i'm not understanding um i

[0:49:06] Trustee Luckham: don't have a recommendation the recommendation in the report

[0:49:10] Trustee Luckham: from stefan is what i'm okay and

[0:49:12] Voice 10: so the recommendation in the report by stefan um i'm

[0:49:16] Voice 10: looking at the cao comments um recommending to consider option two approval of the bylaw 158

[0:49:25] Voice 10: i've done a lot of reading and listening um i listened to the november 21st meeting which this

[0:49:32] Voice 10: was discussed um spoken and corresponded with both of the local trustees about their

[0:49:38] Voice 10: take on this and why this has happened the way it has um and i'm of the opinion that

[0:49:50] Voice 10: But there isn't enough merit to going through this process, our process, and delaying and potentially losing the opportunity for the Connected Coast project to land on Keats when there is a demonstrated need for the service.

[0:50:13] Voice 10: And so I'm wondering whether returning the proposed bylaw is going to increase the amount of time, which will result in that rezoning not being approved, and then the Connected Coast Project bypassing Keats.

[0:50:34] Voice 10: And it doesn't make sense. The Marine General zoning around Keats, there's no reason why it should be different than the Marine zoning around Gambier, which does allow for utilities.

[0:50:50] Voice 10: Um, so I do support this bylaw. I, I am, I am not supportive of changing all of our processes

[0:51:01] Voice 10: on a whim. Uh, there has to be an extraordinary reason. There must be a compelling case. And

[0:51:07] Voice 10: to my mind, um, both the trustees made a compelling case. They understand the needs

[0:51:13] Voice 10: of their communities. And I know that staff are doing their due diligence and saying,

[0:51:17] Voice 10: we have checklists for a reason completely respect that um but i don't see that there's enough

[0:51:25] Voice 10: of a challenge unless it's to do with first nations engagement but i do recognize squamish

[0:51:32] Voice 10: nation has come back and said their their interests are unaffected um and they are the primary um

[0:51:39] Voice 10: sort of nation with with interest in that area so i'm just wondering why why you would disagree

[0:51:47] Voice 10: to agree with the CAO's comments.

[0:51:50] Voice 10: And so perhaps we could have discussion on that.

[0:51:52] Voice 10: Just

[0:51:58] Trustee Luckham: trying to get the CAO's comments

[0:51:59] Trustee Luckham: to refresh my memory there.

[0:52:02] Trustee Luckham: Go ahead.

[0:52:04] Voice 18: Whenever we could invite Stefan to join us on screen.

[0:52:07] Voice 14: Yes, please.

[0:52:12] Voice 18: Great, maybe Stefan, you could provide a,

[0:52:15] Voice 18: as I understand that this report was generated,

[0:52:18] Voice 18: it hit the agenda, you've subsequently had conversations.

[0:52:21] Voice 18: I don't know whether that became clear

[0:52:24] Voice 18: in Chair Luckum's description of where we're at,

[0:52:28] Voice 18: but maybe some of the conversations

[0:52:30] Voice 18: that have most recently been had

[0:52:32] could inform EC as they

[0:52:35] Voice 18: contemplate

[0:52:37] Voice 18: what's in front of them.

[0:52:38] Voice 18: Right now, they're contemplating turning this down,

[0:52:41] Voice 18: but as I understand it,

[0:52:42] Voice 18: there's more information coming in a shorter time frame

[0:52:44] Voice 18: than normally would be the case.

[0:52:46] Voice 18: Is that how I understand things from our discussions?

[0:52:51] Voice 12: I think you're, through the chair,

[0:52:53] Voice 12: I think you're correct. I did think Chair Luckman summarized it to some degree. The pattern that

[0:53:00] Voice 12: happened is that staff made these recommendations and of course yourself, the CAO, made your

[0:53:05] Voice 12: comments. We recognized the tension there and we respect that. And so when this report came out,

[0:53:12] Voice 12: spoke to each individual trustee and the Canberra LTC so there was no surprises and we discussed

[0:53:18] Voice 12: us a way to find, to not hinder the timeline. There was nobody's intention to bureaucratically

[0:53:26] Voice 12: muddle the process, but we did feel it behooved us to respect the process that is in place by

[0:53:33] Voice 12: Trust Council. So in speaking to the chair and the other elected officials, we looked at timelines

[0:53:39] Voice 12: and realized that even if executive committee approves it today, it's going to go back to the

[0:53:46] Voice 12: Gambier LTC in March, and that we could meet the timeline of doing proper process of reviewing

[0:53:53] Voice 12: the policy statement and the OCP and return it back to the Gambier LTC in time, so in

[0:54:00] Voice 12: the same timeframe.

[0:54:01] Voice 12: And so that was the discussion that we had and conclusion we had.

[0:54:05] Voice 12: And I made the commitment to individual trustees and I'll make it here again, is that staff

[0:54:11] Voice 12: will make those timelines, it's just a few things get sacrificed in prioritizing this

[0:54:15] Voice 12: work in other fields so so

[0:54:17] Voice 18: then how does that affect the what's being asked executive committee

[0:54:22] Voice 18: today is it okay

[0:54:25] Voice 12: so yeah so basically what gambia ltc did is pass uh recommendation number two but

[0:54:34] Voice 12: and of course from a gambia ltc's perspective they requested that the gambia ltc provide

[0:54:39] Voice 12: or request staff to prove to do both a and b that you say they're providing evidence based

[0:54:46] Voice 12: assessment. And so staff are working on that. And they directed staff to report back and perhaps

[0:54:53] Voice 12: Chair Luckman can correct me on this, I believe by the end of February with a resolution without

[0:54:58] Voice 12: meeting with the intent to come back to the EC at their meeting before Trust Council. And again,

[0:55:04] Voice 12: it'll go back to Gambier LTC at the same time that it would have received it anyways, which is at the

[0:55:09] Voice 12: end of March. So and meanwhile, we've had conversations with the industry, the people

[0:55:15] Voice 12: doing the work and they're aware of the situation they're they're they're satisfied that there's

[0:55:20] Voice 12: third reading with them and that things are progressing they see no nothing stopping it

[0:55:24] Voice 12: but they also don't have full confirmation that the box has been ticked so speak so they're with

[0:55:29] Voice 12: everybody's in communications that things are progressing we can meet the timelines and do

[0:55:33] Voice 12: good process at the same time right

[0:55:37] Trustee Luckham: um maybe i just i see two other speakers here i just want

[0:55:42] Trustee Luckham: want to respond to the question uh trustee elliott has has asked and in light of the additional

[0:55:49] Trustee Luckham: information that we have um i think there's no jeopardy in advancing in this way following our

[0:55:56] Trustee Luckham: normal process um unless there is something dramatically wrong and if there is something

[0:56:01] Trustee Luckham: dramatically wrong then there's a problem and um we can i think advance this and meet the deadline

[0:56:08] Trustee Luckham: line on the assumption that indeed, as the picture has been painted, there isn't anything wrong.

[0:56:15] Trustee Luckham: But unless I'm mistaken, actually, the LTC has not received the referral back from the Squamish

[0:56:22] Trustee Luckham: nation as of Monday. Certainly, it maybe had come in in the last 48 hours. And perhaps Stefan can

[0:56:30] Trustee Luckham: can advise on that. But there were two other nations that deferred to Squamish, and Squamish

[0:56:38] Trustee Luckham: had not provided a written submission at the time, although maybe there was a verbal indication that

[0:56:46] Trustee Luckham: that was forthcoming. And then, of course, it's actually not really as simple as the zoning is

[0:56:53] Trustee Luckham: okay in other places even on keats in fact but this specific area was not zoned for that purpose

[0:57:02] Trustee Luckham: and other areas are if they moved it down the beach a couple hundred yards it would we wouldn't

[0:57:08] Trustee Luckham: be doing having this conversation so um we haven't gone through a process to understand why that is

[0:57:13] Trustee Luckham: um there are some concerns that have been expressed from the public that that there might

[0:57:18] Trustee Luckham: might be First Nations impacts there on traditional uses or cultural or of a cultural nature.

[0:57:26] Trustee Luckham: And so I think it's important to respect our process. And I honestly don't think there's

[0:57:32] Trustee Luckham: any jeopardy. This is, in my opinion, is the lack of due diligence on the part of the service

[0:57:39] Trustee Luckham: provider, not advancing this earlier, not applying for an application, because there are many

[0:57:43] Trustee Luckham: any questions that we have that would be answered if they'd made an application.

[0:57:48] Trustee Luckham: So, like I said, I don't think there's any risk. Certainly, the conversation was had that

[0:57:55] Trustee Luckham: we, an executive committee, could advance this subject to receiving the two evidence-based

[0:58:06] Trustee Luckham: based reports, and then it would be approved. But I think we have to actually consider the reports

[0:58:14] Trustee Luckham: in order to approve it, because what's being asked of us here is that we turn our minds to it.

[0:58:23] Trustee Luckham: And so I am satisfied to continue with this. So I'll go back to others for questions. I see

[0:58:29] Trustee Luckham: Director Marler, perhaps he has some advice, and maybe that might help some other questions.

[0:58:33] Trustee Luckham: and then I'll go to the other two trustees.

[0:58:36] Trustee Luckham: Director Marler?

[0:58:38] Voice 11: Yeah, thank you.

[0:58:39] Voice 11: I was just going to say that the executive committee

[0:58:42] Voice 11: under its legislation has to make a clear decision.

[0:58:45] Voice 11: So you need to either say yes, it's consistent

[0:58:49] Voice 11: or no, it isn't.

[0:58:51] Voice 11: And if you say no, it isn't,

[0:58:52] Voice 11: you need to say what Gambia needs to do

[0:58:55] Voice 11: to get your approval.

[0:58:58] Voice 11: So to stop the clock, the 30-day clock,

[0:59:03] Voice 11: you need to make a clear decision.

[0:59:04] Voice 11: So you can't do a subject to because then you're kind of fettering the authority on the basis you're leaving it to a report to say whether or not it's consistent.

[0:59:15] Voice 11: And that's beyond your jurisdiction to do that.

[0:59:18] Voice 11: So I would recommend that in this case, given what Gambia is proposing to do, that the staff

[0:59:27] Voice 11: recommendation will allow Gambia to get that work done and then bring it back to the executive

[0:59:35] Voice 11: committee, assuming staff can do the work in time, it could come back to the next EC

[0:59:40] Voice 11: meeting, and then you can consider that they've done what you've asked them to do, and then

[0:59:46] Voice 11: and you can consider approving the bylaw.

[0:59:49] Trustee Luckham: Right, well, thank you, David.

[0:59:51] Trustee Luckham: So staff have assured us that the work can be done

[0:59:53] Trustee Luckham: in order to meet this schedule.

[0:59:56] Trustee Luckham: So Vice Chair Maud and then Vice Chair Peterson.

[1:00:00] Trustee Maude: thank you i'm just gonna um agree with with everything that vice chair elliott said um

[1:00:08] Trustee Maude: i'm this is sort of one of these extraordinary circumstances um i i recognize we're probably

[1:00:16] Trustee Maude: going down to the trail but if we were to advance this i'm comfortable because i know the amount of

[1:00:23] Trustee Maude: oversight that's given uh to works on the foreshore with with regards to archaeological and

[1:00:29] Trustee Maude: and environmental concerns so i know in the absence of our early um review um that in fact

[1:00:37] that other bodies will be undertaking significant um oversight of the project um and it but it sounds

[1:00:47] Trustee Maude: like we have an alternate path because i i was fully prepared to move uh the alternate

[1:00:54] Trustee Maude: recommendation but if we're all comfortable going forward and we can't defer this until the next

[1:00:59] Trustee Maude: meeting, then it sounds like that's the way we're going to go. But I do recognize this is sort of a

[1:01:05] Trustee Maude: little bit different circumstance. So thank you.

[1:01:11] Trustee Luckham: Yeah. Thank you, David. And maybe I'll just

[1:01:15] Trustee Luckham: respond with all due respect. Actually, you know, in absence of an application and the information

[1:01:21] Trustee Luckham: necessary to inform a decision, we actually don't have any confidence that permits will be acquired

[1:01:29] Trustee Luckham: or permissions provided by other agencies at this point.

[1:01:34] Trustee Luckham: So I think it's important for us to cross the T's

[1:01:39] Trustee Luckham: and dot the I's so that if something untoward

[1:01:41] Trustee Luckham: does happen during the delivery of this service,

[1:01:44] Trustee Luckham: at least we've done our part.

[1:01:46] Trustee Luckham: So Trustee Peterson.

[1:01:50] Voice 17: Yeah, thank you, Chair.

[1:01:51] Voice 17: And I really appreciate the comments

[1:01:56] Voice 17: from Director Cermak and others.

[1:01:59] Voice 17: others um i see the cao has has raised his hand and i just want to i i noticed he raised it before

[1:02:06] Voice 17: i spoke so maybe we can go to him and then i'll we'll come back to me that's okay i

[1:02:09] Voice 18: defer to you

[1:02:10] Voice 18: i defer to you sir oh

[1:02:11] Voice 17: okay okay thank you um yeah i i mean when i when i read this report

[1:02:19] Voice 17: um uh the the the contradiction between um the staff report caos comments and uh and i think

[1:02:28] Voice 17: very importantly from my perspective um uh policy um you know be uh uh being uh contrary to uh two

[1:02:41] Voice 17: different policies what i found uh pretty concerning i'm very happy to hear that it

[1:02:46] Voice 17: looks like we've got sufficient time um uh for this to get addressed in a way that um

[1:02:54] Voice 17: that won't impede the progress of of the project because i'm sure it's very important to um to

[1:03:01] Voice 17: keats island so um what i was wondering and and open question anyone who wants to answer is in

[1:03:08] Voice 17: terms of what we do today um whether deferring is uh a reasonable option or whether we should

[1:03:18] Voice 17: just go ahead and and and go through these motions here so oh all

[1:03:25] Trustee Luckham: right um trustee elliott let's just

[1:03:29] Trustee Luckham: go to the elected and then we'll give the wrap up to the cao and um i'm inclined to make these

[1:03:36] Trustee Luckham: motions and if we turn it down then we'll look for we'll seek a different motion although this

[1:03:41] Trustee Luckham: is also very time consuming go ahead i

[1:03:45] Voice 10: i understand um but we are required to to to consider and

[1:03:49] Voice 10: balance the larger context. And there is such a demonstrated need that, you know, blocking this

[1:03:56] Voice 10: because of process would not be a good thing. If there's a legitimate reason, absolutely. I did

[1:04:03] Voice 10: hear back from Trustee Stanford that the Squamish Nation did say interest not impacted. So I would

[1:04:13] Voice 10: look to staff to confirm that and that although other nations may still respond, Squamish is

[1:04:18] Voice 10: recognized by the two other nations, including Tsleil-Waututh, as having primary interest on Keats.

[1:04:26] Voice 10: And the other point is that I believe the proponent has been developing communications

[1:04:32] Voice 10: to isolated First Nations communities. That is part of the purpose of the project.

[1:04:38] Voice 10: And so I recognize they haven't done the right thing without putting an application forward here.

[1:04:48] Voice 10: But I don't see that the intent of the project is going to damage relationship with First Nations.

[1:04:54] Voice 10: So I don't want to see a roadblock that is procedural and process block this.

[1:05:01] Voice 10: So as long as the recommended motions would allow us to proceed.

[1:05:08] Voice 10: And are we looking at reviewing this on the February 28th, February meeting?

[1:05:14] Voice 10: and that gives enough time to respond to the proponent in that week before trust council i

[1:05:21] Voice 10: just want to look to staff that we're not promising something impossible here but yeah as long as we

[1:05:27] Voice 10: can move this forward i'm happy to go with the recommended motions thank you see

[1:05:32] Voice 18: you yeah just

[1:05:34] Voice 18: by way of simple summary which is my favorite thing when we were when the report was received

[1:05:40] Voice 18: received there's no joy in having my comments not being commensurate with the staffs and it's a

[1:05:45] Voice 18: rare occurrence so this this is unusual the nature of the applicant the significance of the opportunity

[1:05:52] Voice 18: cost of the actual service to the community it just wasn't lining up so when when I wrote my

[1:05:59] Voice 18: comments it looked like there was a very stark this was a stark decision making moment that there was

[1:06:04] Voice 18: to really achieve the policy statement work that's required. I don't think this is

[1:06:11] Voice 18: just a matter of bureaucratic box checking. It's missing some information.

[1:06:19] Voice 18: But since then, it appears that while not perfect, all needs might be met.

[1:06:25] Voice 18: And that is by taking this time, returning this, doing the work that looks like there would be

[1:06:33] Voice 18: the ability to do some work such that you will have an opportunity to review a fuller package

[1:06:40] Voice 18: and consider approval and such that the actual on the ground project timelines

[1:06:47] Voice 18: would not be threatened so that's really what's being offered to you now is a sort of a weak

[1:06:54] Voice 18: version of all needs are met as opposed to our traditional process the staff report indicates

[1:07:01] Voice 18: that the squamish indicated no comment.

[1:07:04] Voice 18: I don't have anything further to add associated with that.

[1:07:10] Voice 18: I don't think it's completely comprehensive responses

[1:07:15] Voice 18: that we had from First Nations, but we have had some.

[1:07:19] Voice 18: And I think that there is an opportunity forward here

[1:07:22] Voice 18: as has been presented by both the Chair and Director Cermak.

[1:07:28] Voice 18: Okay.

[1:07:31] Trustee Luckham: With thanks. So to assist the executive committee, I really appreciate this conversation at looking at being more flexible.

[1:07:41] Trustee Luckham: I am prepared to make a third motion associated with this that specifically says that this or an amended referral be brought back to the February 23rd meeting.

[1:07:55] Trustee Luckham: And if indeed things have not fallen into place accordingly, for some unknown reason, that the executive committee could obviously advance this and still meet the deadline.

[1:08:08] Trustee Luckham: line um so hope hopefully if i can get a nod of general consent in that area i'll start with the

[1:08:15] Trustee Luckham: motions thank you thank you very much for that uh sometimes i'm a process guy so uh i'm this is

[1:08:22] Trustee Luckham: kind of lengthy and i apologize for that i moved that the fetus island trust that the islands trust

[1:08:28] Trustee Luckham: executive committee returned gambler island local trust committee byline number 158 cited as the

[1:08:33] Trustee Luckham: the Keats Island Land Use By-law 2002 Amendment No. 1, 2023, to the Gambier Island Local Trust

[1:08:39] Trustee Luckham: Committee for the following reasons. The referral is contrary to the Island's Trust Policies 1.3.1

[1:08:44] Trustee Luckham: and 5.7.1, which requires a policy statement directives checklist to be included where the

[1:08:50] Trustee Luckham: by-law referred to the Executive Committee for approval. Two, no written evidence is provided

[1:08:55] Trustee Luckham: of an assessment whether the proposed by-laws contrary to or at variance with the Keats Island

[1:08:59] Trustee Luckham: and official community plan bylaw number 77,

[1:09:01] Trustee Luckham: nor is there any written evidence provided

[1:09:03] Trustee Luckham: of an assessment whether the proposed bylaw

[1:09:06] Trustee Luckham: is contrary to or at variance

[1:09:07] Trustee Luckham: with the Island's Trust Policy Statement,

[1:09:09] Trustee Luckham: and that three, failure to provide evidence

[1:09:11] Trustee Luckham: of the proposed bylaw evaluation variance

[1:09:13] Trustee Luckham: with the official community plan and policy statement

[1:09:16] Trustee Luckham: is contrary to legislation, policies, and best practices.

[1:09:21] Trustee Luckham: So that's my first motion,

[1:09:23] Trustee Luckham: and I'll look for a seconder.

[1:09:26] Trustee Luckham: Tim Peterson.

[1:09:27] Trustee Luckham: Thank you, Tim.

[1:09:27] Trustee Luckham: Do we need to discuss this any further?

[1:09:31] Trustee Luckham: And I'll call for a vote. All those in favor, please raise your hands visibly or electronically. And it looks like that carries unanimously. Thank you very much. I will not ask for those opposed.

[1:09:41] Trustee Luckham: motion number two the islands trust executive committee provide the following direction to

[1:09:46] Trustee Luckham: the gambler on local trust committee one provide an evidence-based assessment whether gambler island

[1:09:51] Trustee Luckham: local trust committee bylaw number 158 cited as keats island land use bylaw number 2002 amendment

[1:09:57] Trustee Luckham: number 1 2023 is contrary to or at variance with keats island official committee plan bylaw number

[1:10:03] Trustee Luckham: 77 and to provide an evidence-based assessment by way of submitting an evaluated and completed

[1:10:09] Trustee Luckham: policy statement checklist whether Gambier Island Local Trust Committee bylaw number 158 cited as

[1:10:15] Trustee Luckham: Keats Island land use bylaw 2002 amendment number 1 2023 is contrary to or at variance with the

[1:10:21] Trustee Luckham: policy statement so that's smooth do I have a seconder anybody Tim thank you and I'll just

[1:10:30] Trustee Luckham: let's all just speak to the motion this one particularly the LTC has directed staff to

[1:10:38] Trustee Luckham: to conduct both of these items.

[1:10:40] Trustee Luckham: Staff have assured us

[1:10:42] Trustee Luckham: that there's two or three days work there

[1:10:44] Trustee Luckham: and that that can be prepared for us

[1:10:46] Trustee Luckham: in time for either a meeting or a decision by RWM

[1:10:50] Trustee Luckham: to advance those reports to the executive committee

[1:10:55] Trustee Luckham: with a newly referred bylaw.

[1:10:59] Trustee Luckham: So any further discussion, otherwise I'll call the vote.

[1:11:03] Trustee Luckham: All those in favor, please raise your hand.

[1:11:05] Trustee Luckham: and I see that unanimously.

[1:11:09] Trustee Luckham: I really thank you and appreciate that.

[1:11:11] Trustee Luckham: So I have a third motion to make

[1:11:12] Trustee Luckham: that the Islands Trust Executive Committee

[1:11:15] Trustee Luckham: request staff to return this bylaw,

[1:11:19] Trustee Luckham: bylaw number 158,

[1:11:21] Trustee Luckham: Gambier Island referral to,

[1:11:25] Trustee Luckham: or an amended version of this referral

[1:11:29] Trustee Luckham: to the February 23rd meeting

[1:11:31] Trustee Luckham: of the Executive Committee.

[1:11:33] Trustee Luckham: I see a hand up in the meeting room.

[1:11:35] Trustee Luckham: Is there somebody?

[1:11:36] Voice 11: Yeah, it's David here.

[1:11:39] Voice 11: Before you second that, that might just complicate things

[1:11:44] Voice 11: because you've met your requirement by making this decision

[1:11:50] Voice 11: to send it back with reason.

[1:11:51] Voice 11: So that has met the legislative requirement.

[1:11:55] Voice 11: So it's really up to Gambia now to send it back to you

[1:11:59] Voice 11: and they can send it as soon as possible

[1:12:02] Voice 11: and we'll put on the first agenda available,

[1:12:04] Voice 11: which could be the next agenda, by adding this resolution, you're kind of reconsidering what

[1:12:15] Voice 11: you've already decided. And it could be outside the 30 days. And there's no, I'm not sure how

[1:12:20] Voice 11: to handle that from a legislative point of view.

[1:12:22] Trustee Luckham: Okay, well, then in that case, if it's

[1:12:25] Trustee Luckham: my best intentions, I think this will unfold appropriately. And if not, there's a good reason

[1:12:33] Trustee Luckham: and why not and um if that's okay with the executive committee we'll just conclude this

[1:12:40] Trustee Luckham: business unless somebody else wants to make a motion and director surmack thank

[1:12:47] Voice 12: you mr chair

[1:12:48] Voice 12: i i think what you're trying to do is convey uh you'd like to expedite the work and perhaps just

[1:12:54] Voice 12: a simple resolution from the executive committee requesting staff to expedite this work if you'd

[1:13:01] Voice 12: like to make so otherwise we fully hear you and don't need the resolution but if that's what

[1:13:05] Voice 12: what you're seeking to do maybe if you simplify the resolution i

[1:13:07] Trustee Luckham: think everybody in the room

[1:13:09] Trustee Luckham: understands there's some urgency on this and understood and in the ceo's words thank you ceo

[1:13:15] Trustee Luckham: we don't want to mess this up with our own bureaucracy so let's make sure it gets done

[1:13:20] Trustee Luckham: okay i'm going to continue on on our agenda how about we take a five minute break is five

[1:13:25] Trustee Luckham: sufficient we want 10 somebody shout out if they want more than 10 is what i see so let's take a

[1:13:32] Trustee Luckham: 10 minute break and then we'll continue on the trust council meeting preparation thanks for a

[1:13:36] Trustee Luckham: good morning are

[1:24:37] Voice 10: we not recording before yes

[1:24:44] Voice 4: we've been recording we're still recording and it's live

[1:24:47] Voice 9: that's strange it just said recording in progress so i don't know oh

[1:24:52] Voice 4: that's probably because i

[1:24:54] Voice 4: turned off the video just for the boardroom while we were okay

[1:24:58] Voice 9: right thank you of course

[1:25:01] Voice 9: thank you okay

[1:25:11] Voice 16: i'm trying to be here for some reason my screen has shrunk

[1:25:15] Voice 14: there we

[1:25:16] Voice 16: go um yeah it says recording and live streaming up on the top

[1:25:26] Trustee Luckham: okay so thanks everybody

[1:25:30] Trustee Luckham: for returning and uh we are now at section 7 page 30 of our agenda package uh trust council

[1:25:41] Trustee Luckham: meeting preparation um so the first item on our agenda is a briefing from the cao i believe page

[1:25:49] Trustee Luckham: Page 30, strategy session for 2020-24 for Trust Council.

[1:25:57] Trustee Luckham: CAO, over to you.

[1:25:58] Voice 18: Thanks very much.

[1:26:00] Voice 18: You know, Mr. Chair, I'm wondering whether we shouldn't

[1:26:02] Voice 18: go down a couple of pages and go to the schedule first,

[1:26:05] Voice 18: because really this is about a first look at,

[1:26:08] Voice 18: and I could have arranged it that way,

[1:26:10] Voice 18: just didn't think ahead,

[1:26:12] Voice 18: to go to page 37 and look at the draft schedule,

[1:26:16] Voice 18: schedule, and then I moved back and made the pitch around the strategic planning session.

[1:26:25] Trustee Luckham: That's brilliant, because indeed, I've been looking at that trust council schedule.

[1:26:30] Trustee Luckham: And I'll note, Alexandra, I like this new spreadsheet looking format that you've provided

[1:26:36] Trustee Luckham: us here. Some nice efficiency there. Thank you for that. Although it's cut off at the bottom on the

[1:26:41] Trustee Luckham: the printed page but it's all it's all the information we need is there so ceo no i agree

[1:26:47] Trustee Luckham: and so if that's all right with the uh vice chairs uh let's have a quick look at this draft

[1:26:52] Trustee Luckham: schedule to determine what we've got on the slate here for march and uh and then we can go back to

[1:26:59] Trustee Luckham: the briefings and other reports that we have to look at today well that's a wee bit too small

[1:27:04] Trustee Luckham: there what's the

[1:27:06] Voice 18: problem yeah

[1:27:08] Trustee Luckham: okay

[1:27:10] Voice 18: so um you know lessons learned we've incorporated some changes

[1:27:15] Voice 18: into how we do trust council um i expect we'll revisit those again um at our next meeting um but

[1:27:22] Voice 18: many of those things a couple of things we put into place seem to be bearing fruit that is having

[1:27:28] Voice 18: a variety of different staff working executive coordinator function David up at the government's

[1:27:37] Voice 18: table to assist you this is really about blocking off some original or some some key pieces for the

[1:27:45] Voice 18: for the upcoming meeting in March time does march on and of course a primary in the March meeting

[1:27:52] Voice 18: is the budget and consideration associated with the budget and it's always um an interesting

[1:27:59] Voice 18: question whether or not you block off a lot of time i think we have to be in case there's

[1:28:05] Voice 18: significant conversation on the budget process and i think most of us are certainly chair luck

[1:28:10] Voice 18: and myself david claire and others have seen you know the budget session actually be contained

[1:28:14] Voice 18: within the three hours in the morning and and you find uh trust council hits a rhythm or makes a

[1:28:19] Voice 18: gets to an agreement that on what the budget for the following year will be in the five-year plan

[1:28:25] Voice 18: that being said you'll see um we're being cautious in that there's value in having the budget

[1:28:33] Voice 18: discussed on the wednesday morning we get input and direction from trust council that leaves the

[1:28:38] Voice 18: afternoon for julia to begin making some amendments with the anticipation that the next day

[1:28:45] Voice 18: um we would look at um rejigging the the agenda so we want a little bit of flexibility in that

[1:28:53] Voice 18: second day in case we're revisiting and ultimately hopefully passing the budget

[1:28:57] Voice 18: so that that's an anchor piece of work um other than that we've got um the usual round table on

[1:29:04] Voice 18: the tuesday um i'm going to speak to the strategic plan but i'm going to spell it better next time

[1:29:09] Voice 18: on the uh on the uh schedule for the afternoon and of course in the after in the afternoon of

[1:29:16] Voice 18: wednesday we've got the media and social media training session you know to my mind this is a

[1:29:20] Voice 18: great combination of some heavy heavy work but also some learning opportunities that are important

[1:29:27] Voice 18: uh it's it also synchronizes quite well with the uh um introduction of the communication strategy

[1:29:33] Voice 18: that we'll be bringing forward so I think those things are linked and then admittedly Thursday

[1:29:39] Voice 18: some regular business but we have opportunities to play with Thursday if we need to so that's it

[1:29:47] Voice 18: that's just the overview I can now move back to the strategic planning session considerations

[1:29:54] Trustee Luckham: sure so before we move off of this and maybe Alexander when we see this

[1:29:58] Trustee Luckham: Thank you so much for watching, and I'll see you in the next video.

[1:30:00] Trustee Luckham: a little later, again, I presume, is on Thursday, there should be a section labeled

[1:30:09] Trustee Luckham: budget adoption or something. Indeed, we need to have that opportunity, as we always have,

[1:30:15] Trustee Luckham: for members to reflect upon the decisions of the other day. Certainly, if we adopted it

[1:30:20] Trustee Luckham: Wednesday morning, that would be fabulous, too. But I think we should slot that in in front of

[1:30:26] Trustee Luckham: disposition of delegations um after the break from the closed meeting so

[1:30:31] Voice 18: there's there's two

[1:30:32] Voice 18: things to think about one is the strategic plan session um the second is you've got a report you

[1:30:38] Voice 18: had i think um roundly was thought of as a positive uh working meeting with the san juan

[1:30:45] Voice 18: representatives they've come forward and said well you know how can we do a live meeting in

[1:30:49] Voice 18: the following year we'd like to plan our schedules ahead uh they asked us that a while ago um

[1:30:56] Voice 18: And there's a report on your agenda where you're asked to sort of consider that.

[1:31:02] Voice 18: We also might on this agenda go, where's a focused time where we'd speak specifically with San Juan?

[1:31:10] Voice 18: And is there a topic we want to generate?

[1:31:11] Voice 18: So we might want to also carve out an hour or an hour and a half associated with that

[1:31:16] Voice 18: and figure out how and when we'd invite them to engage if you want to do it in June.

[1:31:22] Voice 18: Without getting too far ahead of myself, the report that you've got on your agenda says

[1:31:26] Voice 18: It says probably June and September are the best times for meeting from a weather perspective, timing perspective, to meet with San Juan Live.

[1:31:34] Voice 18: So if you go to September, it's not a problem.

[1:31:37] Voice 18: If it is this, if it does come to June, there's some synergies associated with the 50th anniversary, et cetera, then you'd want to include that as well.

[1:31:47] Voice 18: And then, frankly, on this agenda, there isn't the 50th acknowledged.

[1:31:51] Voice 18: There's no time yet put aside associated with the 50th.

[1:31:56] Voice 18: that um you might want to think about as well so now i'm going to back us up if you're okay

[1:32:01] Voice 18: with that alex to um ec strategy session uh i think i've written a pretty clear little report

[1:32:09] Voice 18: here but could be wrong um there's this briefing and attached to it is the corporate plan framework

[1:32:17] Voice 18: and the framework that was passed by trust council had a a sequence of events occur

[1:32:23] Voice 18: her and it's in a color-coded chart and it's on page 33 of your agenda and to give everyone

[1:32:35] Voice 18: though we might there might be somewhere saying well you know what's going on with the corporate

[1:32:39] Voice 18: planning process and how long should it be taking and where's the real initiatives we want to move

[1:32:42] Voice 18: forward with we have to keep in mind we're doing two things at the same time we're developing a

[1:32:47] Voice 18: new way forward with how we administrate and govern and develop our strategic planning our

[1:32:53] Voice 18: business planning so that's generally termed a corporate plan so we're developing that process

[1:32:57] Voice 18: framework and policies but at the same time we have to advance what trust council wants to do

[1:33:03] Voice 18: what are their strategic interests and we have to do that in real time so so far we have um developed

[1:33:12] Voice 18: uh we've had discussions around the vision of the organization um we've had a discussion around

[1:33:18] Voice 18: section three the mission mandate as we talked about earlier that's on our website now we haven't

[1:33:24] Voice 18: had a substantive talk about values um maybe that is something that can happen but and they've also

[1:33:30] Voice 18: undertaken a swap so we've done a few parts of this phase one phase two the next thing that's

[1:33:35] Voice 18: in line and i'm talking about part two of the project that's really um doing some practical

[1:33:40] Voice 18: work beyond stress and that's prioritizing goals and objectives and that part of the corporate

[1:33:47] Voice 18: planning process is this is the surface strategic planning discussion and it's

[1:33:52] Voice 18: not a detail here's some key thoughts this is not a detailed discussion this

[1:33:57] Voice 18: is a large what are our goals what we want to prioritize this Trust Council

[1:34:04] Voice 18: what we believe in not how we're going to achieve it that comes later when

[1:34:09] Voice 18: we're developing the strategic the individual strategic work planning items

[1:34:13] Voice 18: It means that eventually end up in work plans, departmental plans, business cases, and we start to ease the burden that FPC sees on an annual basis.

[1:34:23] Voice 18: So the next one is step four.

[1:34:26] Voice 18: I sat last week or the week before with the FPC corporate subgroup who's reporting to the governance committee who then informs you because you're in charge of strategic planning.

[1:34:37] Voice 18: um and we had this discussion and they were of agreement that it that sooner better than later

[1:34:45] Voice 18: march provides a good opportunity to have that conversation it doesn't have to be

[1:34:50] Voice 18: um like we did last time when we developed a strategic plan we cram retrust council meetings

[1:34:56] Voice 18: work of discussion into one but at least it's an opportunity to get some um input from trustees

[1:35:02] Voice 18: on a general basis on what they're interested in so they landed on yes we

[1:35:07] Voice 18: think we should proceed they recommended that we get a facilitator to assist in

[1:35:13] Voice 18: that conversation and if if there was some traction associated with that

[1:35:20] Voice 18: conversation it might inform the budget conversation the next day so why do it

[1:35:28] Voice 18: But three months later, when you can actually get a little bit of traction associated with what you're about to approve.

[1:35:36] Voice 18: And, you know, pick some example.

[1:35:38] Voice 18: If there's something in the budget and it turns out that there isn't political support for it from a strategic or working perspective, you have a chance the next day to kind of go, okay, well, maybe we don't emphasize that financially moving forward.

[1:35:52] Voice 18: And you've had some of those conversations.

[1:35:54] Voice 18: But that's just a little, you know, that's just an added benefit. The intention here, and I need your support for it because I'd have to do this work fairly quickly, is to organize this three-hour discussion on broad goals, broad objectives.

[1:36:09] Voice 18: um we'd hire someone to prepare trust council with the information they need to engage in that

[1:36:14] Voice 18: conversation though i suspect if we brought trust council here today into a group you could have a

[1:36:21] Voice 18: good conversation around what um trustees are uh you know we're halfway there we know some of the

[1:36:26] Voice 18: things that uh trust council is interested in this would be a way to have an organized conversation

[1:36:31] Voice 18: associated with it i don't think it's probably uh with respect i don't think it's really um

[1:36:38] Voice 18: I don't think I would be the right person to facilitate that conversation at this point.

[1:36:44] Voice 18: I don't know whether, you know, putting that on the shoulders of the chair to organize that conversation might be of value.

[1:36:52] Voice 18: I think it might be best if we brought someone in to help us just have the conversation.

[1:36:58] Voice 18: I need some general nodding from you that supports the FPC group's intentions here and our recommendation,

[1:37:07] Voice 18: and this is myself and Julian, I think the senior staff are in support of this, to get on it.

[1:37:15] Voice 18: And this would be part of the work that I'm doing over the next two or three weeks to organize this conversation.

[1:37:22] Voice 18: And that would allow us then, into April, May, June, to begin to develop the actual strategic priorities

[1:37:33] Voice 18: that are associated with the interests of first-hand support.

[1:37:39] Voice 18: that's generally my pitch I've called the chair of the Governance Committee

[1:37:47] Voice 18: because of course the Governance Committee is looking at the corporate

[1:37:49] Voice 18: planning process and this is where we've got committee itis to a certain degree

[1:37:54] Voice 18: and they've tasked the subgroup I haven't sat the Governance Committee and

[1:37:59] Voice 18: said hey what do you think so that they can make a recommendation I've just

[1:38:02] Voice 18: worked with the working group I've informed the chair of Governance

[1:38:06] Voice 18: committee that that that's the the recommendation going forward and that i was going to bring it to

[1:38:10] Voice 18: you um for your um general agreement so that we could start working on it and putting it on the

[1:38:16] Voice 18: agenda i would follow up with them at their next meeting in mid-february with the new committees

[1:38:24] Voice 18: and working groups we have it's just we already had so many different it's just very hard to align

[1:38:29] Voice 18: line every ascent on a on a continual basis though i think frankly this is not a contentious idea and

[1:38:37] Voice 18: i think that probably trustees would welcome the opportunity to have this kind of conversation

[1:38:42] Voice 18: that's what i've gotten okay thank

[1:38:46] Voice 18: you give me the tough you know make make them tough

[1:38:50] Voice 18: and uh whether this is a concept that's worthy of advancing okay

[1:38:56] Trustee Luckham: i do see some nodding heads

[1:38:58] Trustee Luckham: in the assenting mode, I think.

[1:39:01] Trustee Luckham: So let's go to Vice Chairs for their questions.

[1:39:05] Trustee Luckham: I have also some questions and remarks.

[1:39:09] Trustee Luckham: Trustee Elliot.

[1:39:11] Voice 10: Thank you, Chair, and thank you, CAO.

[1:39:14] Voice 10: I think this does put us in the right direction

[1:39:17] Voice 10: and getting to the work of strategic planning early is,

[1:39:22] Voice 10: at least in terms of broad strokes,

[1:39:25] Voice 10: is gonna be beneficial.

[1:39:27] Voice 10: There's still a training element we have to remember for trustees in terms of the amount of new trustees to strategic planning and with onboarding the corporate plan and adjusting our timelines and expectations and all the different processes that need to happen.

[1:39:47] Voice 10: So as I was reading through this, my thoughts were that strategic planning should be light in March, just as you suggested, with a full exploration in June or September, maybe.

[1:40:04] Voice 10: be um and that we need to perhaps we could advance this in giving trustees homework like we did the

[1:40:12] Voice 10: visioning exercise pick five topic areas that we know are key um directions that we're going to

[1:40:23] Voice 10: undertake whether legislatively or they're just part of our ongoing work and getting you know

[1:40:30] Voice 10: know, framing it in such a way that trustees are thinking of this ahead of time. So reconciliation

[1:40:35] Voice 10: in all of our work, you know, updating the reconciliation action plan would be an objective

[1:40:42] Voice 10: and a goal, but the goal, reconciliation, that's probably one of the big buckets. Preserving and

[1:40:49] Voice 10: protecting and enhancing ecosystems and shorelines would be a second one. Advocacy and policies to

[1:40:55] Voice 10: to address housing needs, or regulatory tools to address housing needs. Corporate accountability

[1:41:02] Voice 10: might be a fourth bucket. And I wonder if the policy statement amendment project is just

[1:41:11] Voice 10: strategic. Well, it's not a strategic direction, but it's something we have to get done. And so

[1:41:16] Voice 10: perhaps that's another area. So that was sort of how I was thinking to frame the conversation is

[1:41:23] Voice 10: is four or five big buckets that if we can get some agreement on these are our broad goals

[1:41:30] Voice 10: then we can move the conversation along in June or September to identifying objectives and how

[1:41:37] Voice 10: the work plans would flow from that so that was my first thought but the scheduling and perhaps

[1:41:43] Voice 10: we could come back to that I yeah I'm challenged with the the three-day schedule that we have

[1:41:51] Voice 10: have um in front of us but maybe we'll come back yeah

[1:41:56] Voice 5: we might have at the end if you if you think

[1:41:58] Voice 5: yeah

[1:41:59] Voice 10: and i do oh yeah sorry the last point i wanted to make was i really uh i see the theme

[1:42:05] Voice 10: of this trust council being communications and renewing the public trust in how we engage

[1:42:13] Voice 10: um with communities so our communications plan going public the social media training being a

[1:42:20] Voice 10: a focus. Um, I think renewing the public trust is, is the key message we, we, we might want to

[1:42:28] Voice 10: consider. Um, and so how do we do that in all these different ways, corporate accountability

[1:42:34] Voice 10: and, and, um, being transparent with this, uh, how the corporate planning process is going to help,

[1:42:43] Voice 10: uh, us engage with communities. I think it all has to come back to how is this going to

[1:42:48] Voice 10: to inform our work um in the trust area so some thoughts okay

[1:42:56] Trustee Luckham: uh any other hands up otherwise i'm

[1:43:00] Trustee Luckham: going to talk and maybe you want to say something first no i'm not seeing that being taken up um

[1:43:12] Trustee Luckham: yeah you know this i i'm worried about the three-day schedule um as is my nature because

[1:43:21] Trustee Luckham: I received the pressure from council not to rush them and push them through an agenda because

[1:43:28] Trustee Luckham: there's too much on it. And this is a very important topic. And I do see the real value

[1:43:38] Trustee Luckham: in having this conversation before we have the budget conversation, because of some of the

[1:43:44] Trustee Luckham: the understanding that we might come to out of this about what the top priorities are.

[1:43:51] Trustee Luckham: I had a fairly lengthy conversation with Laura Patrick, who sits on the subcommittee

[1:43:56] Trustee Luckham: last week. And I'll just also acknowledge that Christina Evans and Mary Boland,

[1:44:04] Trustee Luckham: and of course, Russ and Julia sit on that same committee, if I'm not mistaken. If I've missed

[1:44:10] Trustee Luckham: Anybody apologize? And so there's certainly endorsement from them to conduct this corporate planning process and looking at goals and objectives of council in order to inform this.

[1:44:30] Trustee Luckham: this um with respect to the well i think you said three hour session which is great um with respect

[1:44:41] Trustee Luckham: to the buckets there toby those there's some you've identified some good ones to the conversation

[1:44:48] Trustee Luckham: with laura i identified what was six buckets already uh before we embrace some of the perhaps

[1:44:56] Trustee Luckham: perhaps additional ones that you've suggested there, but freshwater, reconciliation,

[1:45:00] Trustee Luckham: communication plan, policy statement, housing crisis, climate change are all big buckets

[1:45:05] Trustee Luckham: that are presently topics that we, the council has indicated they wish to discuss.

[1:45:12] Trustee Luckham: And quite honestly, each one of those topics, even a short conversation could be an hour each.

[1:45:18] Trustee Luckham: But if it's just a matter of determining what the priority list is, I'm not so sure about going out

[1:45:24] Trustee Luckham: looking for a shopping list with uh trustees to add to the six items that are already on there

[1:45:31] Trustee Luckham: because that could be 10 or 12 items that are on there and that would make that distillation of

[1:45:37] Trustee Luckham: that process more complex um so just that's kind of a framework there but i think the idea is good

[1:45:43] Trustee Luckham: from alexander if we might go to the next page actually page 34 of the package because of course

[1:45:49] Trustee Luckham: the next phase is this uh august to march 2025 essentially the development of the next budget

[1:45:59] Trustee Luckham: and um i i raised that because although we've we've there's been conversation here just now

[1:46:07] Trustee Luckham: about between march and september we have to do these things the truth is is if we're implementing

[1:46:13] Trustee Luckham: a corporate plan for the development of a 2526 budget, that conversation actually needs to happen

[1:46:23] Trustee Luckham: in that August framework, early September framework, when the LTC because this is how I've

[1:46:30] Trustee Luckham: got to this corporate plan thing. Thinking about it is that it needs to start right at the beginning

[1:46:34] Trustee Luckham: and right at the beginning is when the LTCs are saying this is what I want to do for the next

[1:46:39] Trustee Luckham: next budget cycle. And so I can't help but think that this next phase four, or even the end of

[1:46:49] Trustee Luckham: this phase three, and you can go back to the previous page there now, Alexandra, that maybe

[1:46:55] Trustee Luckham: that actually after we've had this initial discussion to figure out how we're going to

[1:47:00] Trustee Luckham: inform this budget, because this is a transition period, whether or not there actually needs to be

[1:47:08] Trustee Luckham: be a special meeting of council which might be a one-day event online ideally to actually talk

[1:47:15] Trustee Luckham: about what we decided at the March Council and how we're going to help LTCs get to the early

[1:47:22] Trustee Luckham: conversation of budget August, September, October for a December first tabling of what a budget

[1:47:29] Trustee Luckham: looks like. Time just marches on at an amazing rate when we're talking about these you know

[1:47:38] Trustee Luckham: really gigantic uh corporate concepts so that's my idea um and they so my thoughts my question to

[1:47:48] Trustee Luckham: ucao i really want to thank you for this work and i want to thank you for the work of the committee

[1:47:53] Trustee Luckham: because indeed this is where we need to go we're actually there's light at the end of the channel

[1:47:58] Trustee Luckham: we're fulfilling um what the request has been with respect to this corporate plan um are you

[1:48:05] Trustee Luckham: you uh who are you going to bring in and i'm thinking it needs to be a fresh face fresh ideas

[1:48:11] Trustee Luckham: professional in the area what have you got in mind there and then um if you can answer that

[1:48:17] Trustee Luckham: question then i'll go to trustee peterson uh

[1:48:20] Voice 18: okay um yeah there's a couple um of consultants

[1:48:25] Voice 18: i've got in mind i can't really walk you through it here in a public meeting because it's a

[1:48:29] Trustee Maude: a

[1:48:29] Voice 18: process but certainly fresh ideas was what was communicated to me by the sub fpc group

[1:48:37] Voice 18: they want to see um exactly that so so i understand that part um you know i i do cast my

[1:48:46] Voice 18: mind back to last march when i thought what was something of a nothing burger turned out to be a

[1:48:51] Voice 18: fairly big burger and that was bringing the current strategic plan updating it with the five or six

[1:48:57] Voice 18: things that you just all mentioned and forward in front of trust council on them saying no

[1:49:04] Voice 18: we want to say what those five or six things are we don't want you to to put it in front of us

[1:49:10] Voice 18: um we want the time to so that was some strong messaging and so what i think is um i think you

[1:49:19] Voice 18: may arrive at the same place that's being discussed in terms of what are those things

[1:49:23] Voice 18: but I think you have to go into that meeting not leaving you've muted the

[1:49:34] Voice 17: boardroom just got muted yeah

[1:49:38] Trustee Luckham: you'll need to go back to you suggest

[1:49:44] Voice 18: there's

[1:49:51] Voice 18: two things to consider one the danger of this is that we all get into the details

[1:49:56] Voice 18: of how to how to do it whatever those things are and so whoever it is has to be able to say no

[1:50:05] Voice 18: that's coming right we have to stick with those things and my recommendation to you is to not

[1:50:12] Voice 18: tell trust council here's five or six things to consider go ask trust council what they think are

[1:50:18] Voice 18: the five or six things to discover and i think those lists will be the same or um we can certainly

[1:50:24] Voice 18: prepare them with here's what's in your strategic plan so far but where do you

[1:50:29] Voice 18: want to go what matters to you what's resonating in your communities and

[1:50:35] Voice 18: really these top goals and objectives should fit on one page the sandwich plan

[1:50:42] Voice 18: which has been the inspiration for the subgroup you know all the details run

[1:50:46] Voice 18: into pages and pages but the main goals fit in a page and a page and a half

[1:50:50] Voice 18: that's really what this first discussion is it's what are those things what's

[1:50:54] Voice 18: important to Trust Council so that's my reflection on on that and I will say

[1:51:01] Voice 18: another thing I think we should do this while I'm here because because I won't

[1:51:10] Voice 18: be really in except for administrating and getting it going if you wait another

[1:51:15] Voice 18: year before the next person's really able to fully assist you you've lost a

[1:51:21] Voice 18: year that you don't have to um and and it's really trust council is going to lift this process and

[1:51:28] Voice 18: they're going to figure out their three to five things and it's going to lead to then the

[1:51:33] Voice 18: implementation of the corporate plan as we move forward so um that's what i'd say i i do so yes

[1:51:40] Voice 18: to the consultancy part um i get that message okay

[1:51:46] Voice 16: Okay.

[1:51:49] Voice 16: That

[1:51:49] Voice 18: might be a good idea, too.

[1:51:51] Voice 18: You know, somewhere between March and June, there's nothing wrong with organizing an online special meeting to either refine or develop whatever Trust Council comes up with if they do come up with something in March.

[1:52:05] Trustee Luckham: Okay, thanks.

[1:52:06] Trustee Luckham: I think we should seriously consider that.

[1:52:08] Trustee Luckham: um and of course what we're also talking about you know and this is the dial the the stage is

[1:52:14] Trustee Luckham: the actors are moving around the stage right we're also talking about uh meeting of the whole

[1:52:21] Trustee Luckham: committee of the whole and so maybe there's some possibilities there that we need to embrace as we

[1:52:25] Trustee Luckham: move forward trustee peterson you had your hand up

[1:52:30] Voice 17: uh thank you chair i just want to take a moment

[1:52:33] Voice 17: appreciate what the cao said there and specifically um the suggestion that uh that uh trust council

[1:52:43] Voice 17: be allowed to to make those determinations on what the buckets are i certainly recall um when

[1:52:49] Voice 17: we're trying to do the interim process last year there was some uh some sentiment uh some pushback

[1:52:56] Voice 17: um uh feeling that uh that that that ec uh being directive there was wasn't appreciated

[1:53:04] Voice 17: um in terms of timing uh you know nine years into um into being a trustee and trust councils i am

[1:53:16] Voice 17: still feeling that um there there are occasions where our the way our three-day schedule for

[1:53:23] Voice 17: for a trust council is up with one full day

[1:53:26] Voice 17: and two half days is not always adequate.

[1:53:29] Voice 17: I will just take a moment to suggest

[1:53:32] Voice 17: that the March trust council meeting

[1:53:34] Voice 17: that's associated with the budget

[1:53:38] Voice 17: is probably the most challenging one to fit into that time.

[1:53:41] Voice 17: And if we were to trial a longer schedule

[1:53:46] Voice 17: for a trust council,

[1:53:48] Voice 17: I would suggest that the March trust council

[1:53:51] Voice 17: would be the one that could really benefit most from extra time so i'll just put that out there

[1:53:58] Voice 17: um i agree with uh with chair luckham um let us absolutely consider and consider um as perhaps

[1:54:08] Voice 17: even a probability that we may need a special meeting uh between march and june trust councils

[1:54:17] Voice 17: given that you know I don't know that we have time to change the the schedule or the duration

[1:54:24] Voice 17: of March Trust Council but those are my thoughts and I'll leave it at that for now.

[1:54:31] Trustee Luckham: Fantastic Tim thank you. Trustee Elliott.

[1:54:36] Voice 10: Okay so three things I do agree and I said in

[1:54:41] Voice 10: January 17th meeting that this might be the the Trust Council that we have to do two and a half

[1:54:48] Voice 10: or two full days. I'd like to suggest we explore whether the strategic planning session could be

[1:54:58] Voice 10: the morning of Tuesday, if executive committee could meet virtually Monday evening. Most of the

[1:55:08] Voice 10: trustees come in Monday night, most of them. If you're traveling from Denman or the Northern

[1:55:13] Voice 10: Southern Island, Gulf Islands, you'll be coming in Monday night. If there's motivation to be there

[1:55:18] Voice 10: for a strat planning light, um, on Tuesday morning, I had been thinking about putting

[1:55:27] Voice 10: the social media training, uh, Tuesday, but, um, I actually think that's going to be of

[1:55:33] Voice 10: real value. And when I think about Wednesday afternoon, your brain is usually fried by then

[1:55:40] Voice 10: We need something that's gentler and educational, interactive, engaging.

[1:55:46] Voice 10: And I think that is the right place for the social media training after the budget discussion.

[1:55:52] Voice 10: So I'm wondering if there could be an opportunity for the facilitated session on Tuesday morning, because I agree that we need to give ample room for discussion.

[1:56:05] Voice 10: The committee of the whole discussion also needs to be on there. And the request of the province to review the governance of the Islands Trust and the financial support for it has to be addressed in this trust council.

[1:56:23] Voice 10: This is an election year. I've said it before. This is going to be an election issue for our MLAs that serve the trust area. So I think the discussion on that is going to be considerable. We've done some work and we will continue doing some work in the different committees, but this is a significant piece.

[1:56:44] Voice 10: It's our 50th anniversary. What is the vision of the province for the trust area? We need to get back to them with an answer. Minister, what do you want to do? How do you see the next 50 years rolling out? And then invite them in June, you know, make a presentation, but seed the conversation for this, not seed the conversation.

[1:57:07] Voice 10: We've had the conversation. We need to return to the Ministry of Municipal Affairs with, here's what we've been doing to work on our internal governance and administration issues. Here's where we cannot fix the BIM fee levy is just something that is crippling some of our financial planning.

[1:57:27] Voice 10: And there's other structural governance issues that the governance report pointed to and that I've been seeing, and we need to return to that conversation with the province. So I think March is the time for that. I think this is the time where we kind of come together, who are we, and then we can go back out and say, what is the province's vision? So could we look at lengthening this trust council to have those discussions? Thank you.

[1:57:55] Voice 10: so

[1:57:57] Trustee Luckham: um those are all great topics and certainly lots of necessity to have those conversations

[1:58:04] Trustee Luckham: i think that's broadening the scope of what we can do uh in i know i always think of the march

[1:58:12] Trustee Luckham: trusted council actually as the theme is the budget budget adoption setting priorities budget

[1:58:17] Trustee Luckham: adoption and uh and and that's sort of and i might be wrong about that but i don't know that we can

[1:58:26] Trustee Luckham: embrace all these other things and then i have some other remarks about the capacity of the

[1:58:31] Trustee Luckham: province or the interest of the province in any of this um um and the our ability to do all of this

[1:58:39] Trustee Luckham: stuff in that window to two of three months to get the province to do anything but anyway um

[1:58:48] Trustee Luckham: who else wants to talk i see a hand up in the room there i would like to know from staff about

[1:58:55] Trustee Luckham: the logistics associated with extending the meeting obviously we'd have to go out to council

[1:59:00] Trustee Luckham: and ask them because you can't do this if everybody doesn't show up you just can't and so

[1:59:05] Trustee Luckham: over to you uh

[1:59:07] Voice 18: okay there's three things i'll speak to um the first is you'll notice on this

[1:59:16] Voice 18: agenda the traditional executive committee trust area services planning pieces where you get your

[1:59:24] Voice 18: if you know reports back to trust council aren't really there no

[1:59:28] Voice 16: so

[1:59:29] Voice 18: they're the the proposal here

[1:59:31] Voice 18: is that they're significantly minimized because those tend to be reporting back items there might

[1:59:37] Voice 18: be an rfd associated with the committee of the whole or something else that goes forward that

[1:59:41] Voice 18: we would get into the agenda but we would less block off those hour-long chunks to use that time

[1:59:48] Voice 18: like where we traditionally would so they might appear but they in the next iteration

[1:59:54] Voice 18: of this but they would be minimized um and i think that's fine because frankly there's

[2:00:00] Voice 18: thoughts to talk about in terms of um the tuesday morning i do suggest you on my mind it automatically

[2:00:06] Voice 18: goes to who's the trustee who's farthest away who couldn't get there on the day without incurring

[2:00:16] Voice 18: more costs i.e bringing all trustees in the night before some come in because they have to um

[2:00:24] Voice 18: who you know and it's actually not the farthest trustees because those people do come in and stay

[2:00:29] Voice 18: overnight the night before so who are those trustees who are going to plan if the meeting

[2:00:35] Voice 18: starts at noon to come from their home community into nanaimo for that meeting i suspect we could

[2:00:43] Voice 18: start trust council earlier move executive committee to the day before or something like

[2:00:49] Voice 18: that if you want to play with it um and perhaps start trust council at 10 30 ish

[2:00:58] Voice 18: 11-ish. I don't know. We have to do work to see whether that's the case. But I don't see it hanging up with executive committee moving at all. Right?

[2:01:11] Voice 18: So I just wanted to impart those, not three things, those two things. I think you should doodle poll them, though, if you want to.

[2:01:23] Voice 18: do oh i was going to speak to the other question uh the trustee la brought up

[2:01:28] Voice 18: well it absolutely makes sense because this potentially is an opportunity we haven't really

[2:01:32] Voice 18: heard from how the ministry wants to engage with us on the 50th and i can tell you that the

[2:01:38] Voice 18: governance committee who's tasked with that very question how do we reframe the request of the

[2:01:43] Voice 18: province or reconsider the nation of the islands trust they had a report go forward to them at

[2:01:48] Voice 18: their last meeting saying let's they said we should engage with trustees about the

[2:01:55] Voice 18: have a conversation about the receipt of the governance review to make sure that all of those

[2:02:00] Voice 18: recommendations what ones are of value and what ones aren't what are the ones we're going to

[2:02:04] Voice 18: attach ourselves to and move forward and do something about they think that that conversation

[2:02:09] Voice 18: should happen at trust council and they they didn't come to an understanding that they'd have

[2:02:16] Voice 18: it in march and they want to do that before they do the reach out to the province to refrain that

[2:02:22] Voice 18: question so they're on that um to whatever degree um and they they didn't so they chose not to have

[2:02:31] Voice 18: march be the time for that conversation um i think that's probably pending so that's just a little

[2:02:36] Voice 18: bit of information associated with how we engage with the province and whether or not that could

[2:02:41] Voice 18: that happened in a fundamental way between now and March.

[2:02:45] Voice 18: They have one more meeting, I think that's unlikely.

[2:02:54] Trustee Luckham: Tim Peterson and David Maud, I'd like to hear from you.

[2:02:57] Trustee Luckham: Yeah.

[2:02:58] Trustee Luckham: Tim Peterson.

[2:02:59] Voice 17: Yeah, just a couple of things on that last bit

[2:03:02] Voice 17: with the governance committee.

[2:03:05] Voice 17: There is a desire on governance committee

[2:03:09] Voice 17: to bring these questions to trust council

[2:03:12] Voice 17: and it was initially proposed

[2:03:14] Voice 17: opposed to try and bring it for March Council.

[2:03:17] Voice 17: However, knowing how packed March Council can be

[2:03:22] Voice 17: and especially associated with the budget

[2:03:25] Voice 17: and these other issues, it was decided that June

[2:03:29] Voice 17: would probably be better to give adequate time

[2:03:33] Voice 17: to Trust Council for deep discussion on those items.

[2:03:38] Voice 17: I think that I'm hearing from the CAO that it's,

[2:03:41] Voice 17: um i guess logistically but possible to extend um the the duration of the march trust council

[2:03:53] Voice 17: and and that's something i i think is um worth pursuing i absolutely agree that we need to get

[2:04:01] Voice 17: trustee buy-in on that um because of course if we're going to have these important discussions

[2:04:08] Voice 17: we want everyone to be able to participate.

[2:04:12] Voice 17: And just as a reminder, March Trust Council

[2:04:16] Voice 17: is scheduled for Nanaimo, is that correct?

[2:04:18] Voice 17: Yes.

[2:04:19] Voice 17: Okay, because I think the centrality of Nanaimo

[2:04:25] Voice 17: in a sense is actually might be conducive to that.

[2:04:29] Voice 17: And I would also just point out in terms of the thought

[2:04:32] Voice 17: about extending it, last Trust Council,

[2:04:36] Voice 17: that was last budget trust council last march we went about three hours over time

[2:04:43] Voice 17: and i think in terms of trustee travel and the stress about whether you're going to get home

[2:04:50] Voice 17: or not i would much prefer us to schedule um an extended uh time than to to go over time because

[2:05:00] Voice 17: because we have to. And I think in terms of trustees logistics getting home, I think it's

[2:05:07] Voice 17: much more much preferable to plan for that than to run into it. I know I heard, you know, last

[2:05:15] Voice 17: year, I heard from several trustees who are quite concerned about their possibility of getting home

[2:05:22] Voice 17: and it was stressful. So I'm certainly in favor of maybe we need to get out there and pull trustees

[2:05:30] Voice 17: before we give direction to staff,

[2:05:34] Voice 17: or maybe we need to ask staff to look into it,

[2:05:37] Voice 17: make sure we can have the venue

[2:05:39] Voice 17: and poll trustees at the same time.

[2:05:42] Voice 17: But I'm definitely in support of seeing

[2:05:44] Voice 17: if we can give it some extra time.

[2:05:49] Voice 10: A survey is a great idea.

[2:05:51] Voice 10: That would give us some really good,

[2:05:54] Voice 10: sorry, Chair, I didn't mean to jump in there.

[2:05:56] Trustee Luckham: You did jump in.

[2:05:58] Trustee Luckham: Apologies.

[2:06:00] Trustee Luckham: I'd like to encourage David Mott to speak up.

[2:06:02] Trustee Luckham: we haven't him on this um but i agree with you trustee elliott um some kind of a let's figure

[2:06:08] Trustee Luckham: out what council abilities are trustee mod yeah

[2:06:13] Trustee Maude: i i certainly concur with that uh polling idea

[2:06:16] Trustee Maude: to me there's there's three i think we've substantially said that there's needs for

[2:06:23] Trustee Maude: some more time um the choices are early start on tuesday eventually an evening session on wednesday

[2:06:32] Trustee Maude: or running late on Thursday.

[2:06:34] And I think that those three options, if we do want to extend,

[2:06:39] we should present those three

[2:06:41] Trustee Maude: options to trust counsel

[2:06:43] Trustee Maude: and get a reasonable feedback as to who's comfortable with what.

[2:06:48] Trustee Maude: Because I know all three scenarios, somebody's going to have a problem with it.

[2:06:54] Trustee Maude: But we need to sort of somehow maybe draw into it some sort of consensus.

[2:06:58] Trustee Maude: I know in the past we have done the evening sessions.

[2:07:02] Trustee Maude: which I thought went over quite well.

[2:07:04] Trustee Maude: We did those for delegations and such.

[2:07:09] Trustee Maude: The last time we did it, it ran a little bit long,

[2:07:12] Trustee Maude: but that's because we had a very complicated delegation,

[2:07:15] Trustee Maude: and then we had a whole bunch of people who wanted to ask questions

[2:07:18] Trustee Maude: for the next two hours.

[2:07:19] Trustee Maude: So maybe the evening session, if it's a little bit more structured

[2:07:24] Trustee Maude: and saying it's only going to be a two-hour session,

[2:07:26] Trustee Maude: might be a little bit more palatable.

[2:07:30] I agree with the

[2:07:32] Trustee Maude: comments about getting back to the minister.

[2:07:37] Trustee Maude: I wanted to do this a year and a half ago, I still want to do it today, and I'm very

[2:07:43] Trustee Maude: reluctant to encourage passing it off any later, particularly on the June meeting, because

[2:07:49] Trustee Maude: the June meeting, so I believe the entire eyes of the provincial government is going

[2:07:53] Trustee Maude: to be on that meeting, because hopefully we're going to have the minister there.

[2:07:56] Trustee Maude: there. And if you want to talk about airing

[2:07:59] dirty laundry, it's probably not the appropriate time to be discussing

[2:08:04] what the response to the minister is with potentially the minister sitting in the

[2:08:07] room. I just think there

[2:08:11] Trustee Maude: might be some awkward

[2:08:11] Trustee Maude: conversations there. So if

[2:08:14] Trustee Maude: the governance committee feels that they can accomplish something for

[2:08:20] Trustee Maude: March, I really would encourage that March should be

[2:08:24] Trustee Maude: the time that we have the conversation but again that's a long conversation in a short schedule so

[2:08:30] Trustee Maude: i don't know um otherwise um looks like fun thank you so

[2:08:38] Trustee Luckham: director mobs has her hands up and i'm sure

[2:08:40] Trustee Luckham: she has some logistical or financial advice for us um but you know i can't help but think that um

[2:08:47] Trustee Luckham: you know here we are uh weeks before the march meet months you know weeks months barely a month

[2:08:55] Trustee Luckham: before the March meeting we need to have a strategic plan an analysis of what we're

[2:09:00] Trustee Luckham: actually going to do because there's too many things in the potentials in the basket here

[2:09:05] Trustee Luckham: and we need to focus on what it is that we need to do which is the budget to start with

[2:09:10] Trustee Luckham: uh director mobs over to you uh

[2:09:13] Voice 1: thanks chair my comments are along that same train of thoughts

[2:09:16] Voice 1: um if we're looking at extending the end time of the meeting if that does mean that the budget

[2:09:24] Voice 1: session is shifted that could be problematic um so just as we're looking at what makes sense for

[2:09:29] Voice 1: adding more time to the agenda if that budget session it needs to remain on wednesday morning

[2:09:34] Voice 1: so that there's time for the amendments to be made and then the representation of that budget

[2:09:40] Voice 1: needs to remain on thursday morning those are the only considerations that i have um

[2:09:45] Trustee Luckham: well thank you

[2:09:46] Trustee Luckham: yeah and i think that i'm prepared to commit to maintaining those windows and if there's any kind

[2:09:51] Trustee Luckham: of overflow we would wrap around the budget conversation because that we have to adopt a

[2:09:56] Trustee Luckham: budget by thursday before we reset before we uh adjourn uh trustee peterson yeah

[2:10:06] Voice 17: just briefly um

[2:10:08] Voice 17: it occurs to me that if we extend thursday that may be more expensive than starting earlier in

[2:10:16] Voice 17: terms of an additional night of accommodation for a number of trustees um so that might be

[2:10:21] Voice 17: one consideration i'm absolutely in favor of not rejigging where we put the the budget session

[2:10:29] Voice 17: um absolutely take directors uh director mobs uh point there um so want to support that notion

[2:10:37] Voice 17: um and just uh in terms of the the um suggestion around uh an extended evening session um

[2:10:46] Voice 17: Um, uh, notwithstanding, uh, vice chair mods, um, comments there, I, I personally heard

[2:10:54] Voice 17: a lot of, um, uh, dissatisfaction with the timing of, of the evening session that we

[2:11:01] Voice 17: did have, um, uh, coming on at the end of a long day.

[2:11:06] Voice 17: Um, you know, uh, perhaps we don't have to go so late, but I think trying to prejudge

[2:11:13] Voice 17: how, how much trustees want to talk is, is always challenging.

[2:11:17] Voice 17: um so i mean we can put evening session on a poll but i'd be surprised if there's a lot of take up

[2:11:27] Voice 17: on that

[2:11:29] Voice 18: chair uh

[2:11:32] Voice 16: cao go ahead could

[2:11:33] Voice 18: we maybe just start with what we want to have on the agenda

[2:11:37] Voice 18: and then we can work towards the timing associated with it so once we know what things if you agree

[2:11:43] Voice 18: with the strat plan thing okay we landed that if we do the other thing we land that and then we go

[2:11:49] Voice 18: and go do we need extra time and all that kind of stuff and and we can almost go away and and come

[2:11:55] Voice 18: back with with uh something for you i can talk about in the telecon or or something like that

[2:12:02] Trustee Luckham: so thank you ceo for hearing my plea for a plan for the meeting so uh that's great so the first

[2:12:09] Trustee Luckham: two obvious items that i think uh that are on the list at this point is the strategic plan

[2:12:14] Trustee Luckham: plan session and the budget um so i'll just toss it out to vice chairs what else do we need on this

[2:12:21] Trustee Luckham: but on this uh council media and social planning i think we've already made that arrangement have

[2:12:27] Trustee Luckham: we not cao

[2:12:28] Voice 5: yeah yeah

[2:12:30] Trustee Luckham: so they agree that guess what doesn't leave you much room

[2:12:37] Voice 10: sorry is that social plan or sorry the training set for the wednesday there's no you can't move

[2:12:43] Voice 10: it to the tuesday oh

[2:12:47] Voice 18: we can do anything you want we recommended it be the wednesday afternoon just

[2:12:51] Voice 18: i think a moment ago you mentioned you thought that was probably a good spot for it

[2:12:55] Voice 18: it

[2:12:55] Voice 19: did and

[2:12:56] Voice 18: so i think it is and it's there training media and social training 2 15 to

[2:13:02] Voice 18: um throughout the day and that uh we i haven't really finalized this but if the corporate plan

[2:13:09] Voice 18: If the communications plan lands at this trust council, this session is in support of the communications plan, right?

[2:13:19] Voice 18: So there might be an introduction of it.

[2:13:21] Voice 18: I can see that some discussion in this agenda of the communications plan.

[2:13:26] Voice 18: But that's still to be discussed at this EC meeting.

[2:13:30] Voice 18: So we'll see whether that is true or not.

[2:13:34] Voice 18: But, yeah, I think we have to schedule budget session for the Thursday morning.

[2:13:40] Voice 18: so we have to create some space there, and we'll put that in the agenda.

[2:13:43] Voice 18: And we have a couple RFDs that we'll put into this agenda,

[2:13:48] Voice 18: but if you're in agreement with this, we'll go populate it.

[2:13:53] Voice 18: And starting a little earlier, grabbing a couple hours earlier

[2:13:58] Voice 18: might be your easiest way to grab a bit of time.

[2:14:07] Voice 10: If I may respond, my only concern and why I didn't suggest the social media

[2:14:12] Voice 10: on Tuesday was just not making it if there's going to be an optional session which one should

[2:14:20] Voice 10: it be and I don't see I think the strategic plan setting goals and objectives is not an

[2:14:26] Voice 10: an optional thing so wherever we can put that that is before the budget discussion is is I think my

[2:14:34] Voice 10: preference and yeah I do think it would be good to pull trustees once we land on the content

[2:14:39] Voice 10: tent um i i'd like to come back to this conversation whether now or later in in our

[2:14:48] Voice 10: agenda about the request to the province it it was not a um yeah i i think it needs to be

[2:14:57] Voice 10: discussed at this meeting not in a airing dirty laundry way but a report out here's what we've

[2:15:03] Voice 10: done here's what we need here's you know now we need to go out and and create that strategic ask

[2:15:11] Voice 10: and that belongs to executive committee not to governance i don't know how this got shuttled

[2:15:17] Voice 10: off to governance committee that it's well

[2:15:20] Trustee Luckham: this is a this is quite i know actually this is a

[2:15:23] Trustee Luckham: different conversation from trying to create an agenda for we're

[2:15:26] Voice 10: talking about content with all

[2:15:28] Voice 10: all due respect. And this is a critical piece of content that we're trying to either fit into March

[2:15:34] Voice 10: or not June. I agree with you, Trustee Maude, that if we're inviting ministers, it's not the

[2:15:40] Voice 10: appropriate time. Yeah.

[2:15:43] Trustee Luckham: So, you know, the CAO pointed out, and rightfully so, there's a bunch

[2:15:47] Trustee Luckham: of content missing here, which is, you know, it's not on the agenda, right? So it looks like there's

[2:15:53] Trustee Luckham: lots of room on this agenda, but we don't have the administrative reporting out. We don't have

[2:16:01] Trustee Luckham: regional planning. We don't have trust area services. All of that reporting needs to be

[2:16:07] Trustee Luckham: in here. And I am prepared to believe that even if it's, however, the depth of the report would be

[2:16:15] Trustee Luckham: what might come up as a question. But tell me if I'm wrong here, CAO, that there would be reporting

[2:16:21] Trustee Luckham: on the various topics that we normally report to council and the public during a council session

[2:16:26] Trustee Luckham: and one of them would be that that priority of councils to go out to the minister and where

[2:16:32] Trustee Luckham: we're presently at so and there's opportunity for discussion and you can certainly speak to it then

[2:16:37] Trustee Luckham: as well at council as a reporting item which may or may not be received by general consent and all

[2:16:45] Trustee Luckham: that sort of thing so ceo can you advise on i'm

[2:16:50] Voice 18: i'm i'm advising at this point that the executive

[2:16:54] Voice 18: function is addressed through the strategic planning area um and governance so it would be

[2:16:59] Voice 18: a limited amount of the branch just sessions compared to others we might not even need to

[2:17:08] Voice 18: have a trust area search the goal apologies um but a very um light version of that so

[2:17:18] Voice 18: minutes as opposed to half hours that doesn't mean the work isn't being presented

[2:17:23] Voice 18: um from admin services we have a budget to pass um trust area services is providing media and

[2:17:30] Voice 18: social training session so there that work is being expressed um the one thing is we don't

[2:17:36] Voice 18: have land use planning on here but you know to be to be fair this is a budget strategic planning

[2:17:42] Voice 18: time of year and um if we don't have a large land use planning session at trust council that

[2:17:49] Voice 18: probably could be okay um for for once um and we respond to the to the priorities that are in front

[2:17:56] Voice 18: of us so things would be there but you would not be having half an hour 45 minute reports from all

[2:18:01] Voice 18: of the directors and nor would you have just everyday business being presented to this trust

[2:18:06] Voice 18: council because you don't have enough time okay

[2:18:09] Trustee Luckham: that's fine uh but there does need to be some

[2:18:12] Trustee Luckham: light people call it light versions of that included on the agenda and and you know certainly

[2:18:19] Trustee Luckham: the challenge is on the chair to uh discourage in-depth conversations because i know like on

[2:18:25] Trustee Luckham: housing for instance the ltcs are now seeing this legislative amendment stuff coming to them and we

[2:18:31] Trustee Luckham: We had it on Gambria the other day.

[2:18:33] Trustee Luckham: There was lots of questions about that material and expectations.

[2:18:37] Trustee Luckham: So there may be questions on that and the policy statement and others.

[2:18:40] Trustee Luckham: I don't think we can ignore the significant work that is underway.

[2:18:45] Trustee Luckham: But absolutely, let's treat it in a light fashion.

[2:18:48] Trustee Luckham: But it's not visible on this agenda at the moment.

[2:18:55] Trustee Luckham: Trustee Peterson.

[2:18:56] Trustee Luckham: and so

[2:18:58] Voice 17: um uh absolutely i support the the strategic corporate planning session being on

[2:19:04] Voice 17: on this this uh agenda um i think i note that we have a uh an rfd around the committee of the whole

[2:19:15] Voice 17: i think um assuming that this committee advances that that that should land at trust council next

[2:19:21] Voice 17: next and then the other thing um that we haven't really discussed about where it might land on

[2:19:29] Voice 17: this agenda but i think is uh very important is um the policy statement um i don't want to put

[2:19:39] Voice 17: director freighter on the spot but are are we is uh trust programs committee going to be receiving

[2:19:48] Voice 17: keeping the latest draft and is it going to be,

[2:19:52] Voice 17: I'm just wondering if it's going to be a topic of interest

[2:19:54] Voice 17: in conversation at trust council.

[2:19:58] Voice 17: I know that the moment it is available to trustees,

[2:20:01] Voice 17: trustees won't want to talk about it, so.

[2:20:04] Trustee Luckham: Well, I'll leave it to Director Frater to advise us

[2:20:07] Trustee Luckham: that that is not going to be available for trustees.

[2:20:09] Trustee Luckham: Prior to Mark, is that correct, Director?

[2:20:11] Voice 7: That is correct.

[2:20:12] Voice 7: I've spoken with the TPC chair.

[2:20:14] Voice 7: There is not going to be a release of the policy statement

[2:20:16] Voice 7: in advance of trust council um it will be we are still working on firming up timelines and speaking

[2:20:22] Voice 7: with nations around when exactly their comments will be arriving um but when it is provided to

[2:20:27] Voice 7: trust programs committee um it will be then incubated in that committee for the time that

[2:20:32] Voice 7: it needs and then the recommendation will be that trust council schedule a special meeting

[2:20:35] Voice 7: to receive the draft and talk about it so that is

[2:20:38] Voice 17: not okay great good good to know because i wouldn't

[2:20:41] Voice 17: i wouldn't uh i would assume that that would need to be an extensive conversation so

[2:20:45] Voice 17: So good to know that that's not going to be a part of this one.

[2:20:55] Trustee Luckham: Okay. Toby Elliott, over to you.

[2:20:59] Voice 10: Thank you. I'm just looking at the amended fuel that we've been discussing,

[2:21:06] Voice 10: Trust Council's fuel that, Russ, you bulleted for which items are languishing,

[2:21:13] Voice 10: languishing, which need to be consolidated. Is that part of a strategic plan potential?

[2:21:22] Voice 10: We look at the items that have been sitting on Trust Council's fuel for a long time,

[2:21:28] Voice 10: previous councils. How does that work? Can we work that into the strategic plan session at all?

[2:21:36] Voice 10: uh

[2:21:39] Voice 18: i think trust council told me to come back with a summary report on what's vestigial on the fuel

[2:21:47] Voice 18: and they had a good discussion about it i would think that's that can get pretty granular

[2:21:54] Voice 18: like pick a topic and that might be well down the you know well down the strategic horizon and then

[2:22:03] Voice 18: And we're off and away, and there's 45 minutes on something that Trust Council passed six years ago.

[2:22:10] Voice 18: So there's probably a time to reconcile some of that.

[2:22:15] Voice 18: And certainly if Trust Council sits in the round and comes up with its strategic actions, we then measure that against what's on the fuel and go, you know what, these two things aren't matching up right now.

[2:22:28] Voice 18: but first you'd want to have the i wouldn't want to take them some direction before they've had

[2:22:34] Voice 18: the fundamental what matters to us conversation first um so if you're asking just for a flash

[2:22:44] Voice 18: opinion i would not want to write a report put it in front of trust council and open a strategic

[2:22:50] Voice 18: planning discussion with that report because i think it would go awry no

[2:22:57] Voice 10: i i wouldn't open with

[2:22:59] Voice 10: it but it could be helpful i wonder if we have that report to it's almost a a long look back

[2:23:07] Voice 10: where have we come from which it would inform trust council because we know then which projects

[2:23:13] Voice 10: have been long running and perhaps that could be time because you know chair luckham you mentioned

[2:23:18] Voice 10: freshwater sustainability strategy half the trustees coming in do not know the work associated

[2:23:24] Voice 10: with that unless they've read the the report and and been following for a couple of years

[2:23:29] Voice 10: so i guess what i'm saying is maybe the fuel is not the appropriate thing that briefing on it but

[2:23:34] Voice 10: um understanding where we come from which are long-running projects that um you know require

[2:23:42] Voice 10: require this much to finish, perhaps, is part of the strategic direction for the future. We need to

[2:23:50] Voice 10: know what we've been invested in, in order and we need to understand where we are today, not from a

[2:23:56] Voice 10: granular level, I agree, but we've already passed through this twice, right? And I'm thinking that

[2:24:02] Voice 10: it's the big pieces that have been not parked for a long time, but part of our strategic direction

[2:24:10] Voice 10: in the past so i i'm not sure how to incorporate that i'm just it's just

[2:24:14] Voice 18: what i would suggest is

[2:24:15] Voice 18: um an update on the current strategic plan would capture almost everything you're talking about

[2:24:21] Voice 18: so the current strategic plan which lives it's being held over update maybe a cursory report

[2:24:28] Voice 18: associated with that as part of information that goes to trustees before they start to have the

[2:24:32] Voice 18: strategic planning discussion so i totally get i totally understand that part the fuel sometimes

[2:24:38] Voice 18: sometimes has things that are a little bit more orphaned on it because you know an idea might

[2:24:43] Voice 18: have happened and trust council passed it i don't think you want to consider all those things and i

[2:24:48] Voice 18: do have a direction from trust council to come back and rfd to consolidate some of those things

[2:24:53] Voice 18: already okay

[2:25:03] Trustee Luckham: so where are we at we've got strategic plan budget social media and i'll note

[2:25:15] Trustee Luckham: we've got the trustee round table which is you know says 45 minutes there but seems to me it

[2:25:20] Trustee Luckham: takes longer than that but maybe not um and then of course the second session on budget on the

[2:25:25] Trustee Luckham: thursday what are we committed to advancing here and everything that we've heard is that what we're

[2:25:37] Trustee Luckham: going to do trustee elliott uh

[2:25:40] Voice 10: i've i've heard that there is support for the strategic planning

[2:25:44] Voice 10: session. I think that's a critical piece and there's no RFD, but I would just say that, yes,

[2:25:51] Voice 10: let's

[2:25:52] Voice 14: go with

[2:25:53] Voice 10: that. The social media training, I would ask that trustees be polled about their

[2:26:01] Voice 10: availability for coming in early and just contextualizing the value of that training,

[2:26:07] Voice 10: especially with regard to the communications plan

[2:26:10] Voice 10: that would potentially be adopted

[2:26:14] Voice 10: and the upcoming policy statement amendment work that is needed.

[2:26:20] Voice 10: So situating that in a context to let trustees know

[2:26:24] Voice 10: that we have some options, but this is why it's important.

[2:26:27] Voice 10: And then two sessions for budget broken up by something else

[2:26:34] Voice 10: on the Wednesday afternoon that isn't budget.

[2:26:39] Voice 10: i'm always wondering about that priorities chart at the bottom i know it's a it's a policy thing

[2:26:44] Voice 10: it's in our policy but it never seems to land well and where the anyways so

[2:26:51] Trustee Luckham: it's on that thursday

[2:26:52] Trustee Luckham: right and it covers the existing priorities of local trust committees committees and council

[2:26:59] Trustee Luckham: it

[2:26:59] Voice 10: just seems to be lost like where does that fit in the corporate the new corporate planning

[2:27:05] Voice 10: framework, right?

[2:27:06] Trustee Luckham: Oh, well, let's swing that over to the CAO.

[2:27:10] Voice 18: Mr. Chair, I think you should move on

[2:27:13] Voice 18: is my recommendation. For now, you've got a huge agenda here. What I'm understanding is yes to

[2:27:20] Voice 18: strategic planning. We'll rebalance the schedule and we'll do a doodle poll to see whether we can

[2:27:26] Voice 18: grab a couple extra hours on the Monday to extend your meeting. On the Tuesday.

[2:27:31] Voice 18: Tuesday, sorry,

[2:27:32] Voice 18: Sorry, I forgot it.

[2:27:34] Trustee Luckham: Okay, so then I think we have some consensus around that.

[2:27:38] Trustee Luckham: Trustee Peterson.

[2:27:40] Voice 17: Just wanting us to pencil in the committee of the whole,

[2:27:46] Voice 17: pending our discussion today at 8.1.1.2.

[2:27:50] Voice 17: And then I think the other thing that we haven't covered

[2:27:54] Voice 17: and maybe we can get advice back from staff

[2:27:56] Voice 17: is about scheduling the executive committee meeting.

[2:27:59] Voice 17: uh i would be in uh nanaimo on the monday so that's potentially uh still possible in person

[2:28:09] Voice 17: from my end and i'll leave it at that so

[2:28:12] Trustee Luckham: see so it's not just the executive committee members but

[2:28:16] Trustee Luckham: the staff uh cao ostensibly um are you available on the monday afternoon uh and and i'll be and

[2:28:27] Trustee Luckham: or joining us electronically in order.

[2:28:31] Trustee Luckham: In fact, it could be done electronically

[2:28:32] Trustee Luckham: during our pre-council meeting electronically.

[2:28:36] Trustee Luckham: In fact, it could be just done electronically.

[2:28:41] Voice 18: We'll work to free up Monday afternoon.

[2:28:44] Trustee Luckham: Okay.

[2:28:46] Trustee Luckham: Okay.

[2:28:47] Trustee Luckham: So then, so that's good.

[2:28:49] Trustee Luckham: So yeah, indeed, what's ahead of us is these items

[2:28:52] Trustee Luckham: in the trust council initiated section.

[2:28:56] Trustee Luckham: So do we need to talk any further

[2:28:57] Trustee Luckham: about the strategic session?

[2:28:59] Trustee Luckham: I don't think so.

[2:29:00] Trustee Luckham: We've moved on to the agenda.

[2:29:02] Trustee Luckham: we'll wrap the agenda up here when we get to the end of the conversation in front of us we've got

[2:29:07] Trustee Luckham: 15 minutes before noon so let's just see how we're going to do here so trust council project

[2:29:13] Trustee Luckham: initiated executive san juan county invite to trust council there's a briefing there page 38

[2:29:22] Trustee Luckham: director fader i have had only the scarcest of conversations with um with the chair to

[2:29:31] Trustee Luckham: to San Juan County, and that was before Christmas.

[2:29:34] Trustee Luckham: Over to you.

[2:29:36] Voice 7: Certainly, we're just looking for your direction

[2:29:38] Voice 7: around an invitation and which of the meetings

[2:29:42] Voice 7: you'd like to put them to,

[2:29:43] Voice 7: and we're suggesting that it be June.

[2:29:48] Voice 7: The weather is good.

[2:29:50] Voice 7: We'll be on Salt Spring.

[2:29:51] Voice 7: It's the celebration of the 50th.

[2:29:53] Voice 7: There seem to be a number of good factors.

[2:29:55] Trustee Luckham: Right.

[2:30:00] Trustee Luckham: So executive committee, there was interest expressed by the San Juan County to do this, the thing together in person.

[2:30:10] Trustee Luckham: Salisbury seems like the obvious place.

[2:30:12] Trustee Luckham: Are you in support of us hosting a session with them in June?

[2:30:19] Trustee Luckham: Obviously, it's ahead of the game, but we're trying to plan in advance, linking that into our acknowledgement of the 50th anniversary of the Dallas Trust.

[2:30:27] Trustee Luckham: Trustee Maude, Trustee Peterson.

[2:30:28] Trustee Luckham: um

[2:30:29] Trustee Maude: just a logistical question um maybe it's way too late to be having thoughts such as this but

[2:30:36] if june is the 50th and we're expecting extensive provincial participation in that meeting

[2:30:42] Trustee Maude: should

[2:30:43] Trustee Maude: the june meeting not be in victoria because like i i think it's highly unlikely we're going to have

[2:30:56] Trustee Maude: that's

[2:30:57] Trustee Luckham: a great question on all respects and

[2:31:03] Trustee Maude: then and then just dovetailing that is it it seems to

[2:31:07] Trustee Maude: me that june's going to be a very very busy meeting and is that is that the appropriate

[2:31:12] Trustee Maude: one to to bring in guests such as this who might not get the distinction and the uh the time that

[2:31:20] Trustee Maude: they might need on our agenda because of what will be going on as a whole in june

[2:31:27] Trustee Luckham: yeah there's potential for that uh trustee peterson uh

[2:31:34] Voice 17: yeah i i'm i'm fine with extending

[2:31:37] Voice 17: the invitation uh for june or september and um just to trustee maude's point i actually think

[2:31:44] Voice 17: it would be great if there's uh ministry attendees uh attending a meeting on an island

[2:31:50] Voice 17: we haven't

[2:31:52] Trustee Luckham: there's that element too um okay so i'm thinking that uh director frader that what

[2:32:02] Trustee Luckham: we need to do is extend an invitation to san juan county for june or september and then

[2:32:09] Trustee Luckham: acknowledge that we may have challenges i guess and we will plan and advise them accordingly based

[2:32:15] Trustee Luckham: based upon their choice.

[2:32:18] Trustee Luckham: Trustee Elliot.

[2:32:20] Voice 10: And what are the budget implications

[2:32:22] Voice 10: of hosting additional guests, ministers on a Gulf Island

[2:32:29] Voice 10: in the middle of summer?

[2:32:31] Trustee Luckham: I think they'd be paying their own way,

[2:32:33] Trustee Luckham: but Director Frater.

[2:32:36] Voice 7: What I would suggest,

[2:32:37] Voice 7: I think if the Minister and or Premier,

[2:32:39] Voice 7: whoever you choose to invite,

[2:32:41] Voice 7: if they chose to come, I expect they would arrive,

[2:32:44] Voice 7: say some nice words, possibly answer a few questions,

[2:32:49] Voice 7: stay for the cutting of a cake and leave again that's what i would expect would be the course

[2:32:53] Voice 7: of events when you invite um leaders such as that to a meeting um so i don't i expect they

[2:32:59] Voice 7: would cover their own costs and i yeah i wouldn't expect it i would encourage you not to anticipate

[2:33:04] Voice 7: they would stay the whole day uh

[2:33:06] Trustee Luckham: yeah definitely not yeah okay um and so obviously that needs to

[2:33:10] Trustee Luckham: be on we need to be acting on that now is extending a formal invitation so that kind of goes in hand

[2:33:17] Trustee Luckham: in hand with the San Juan County invite. Trustee Maag.

[2:33:21] Trustee Maude: Just to double down on what I was saying,

[2:33:24] Trustee Maude: you know, the expectation to see the Premier walking a couple blocks over to our meeting

[2:33:29] Trustee Maude: and attending and getting back to the business of the province in Victoria, I think would be far

[2:33:33] more successful than asking for him to take a day out of his schedule to attend on any location.

[2:33:40] So again, I would point that if it's something that we desire and we would like to have fulsome

[2:33:45] and participation in the province,

[2:33:47] Victoria would be the venue

[2:33:49] Trustee Maude: for June.

[2:33:51] Trustee Luckham: Okay, so what are the logistics around the change of venue?

[2:33:55] Trustee Luckham: Like one, I want to know that we're committed

[2:33:56] Trustee Luckham: to go to Salt Spring

[2:33:57] Trustee Luckham: because that's challenging in itself and have rooms.

[2:34:01] Trustee Luckham: And then if we wanted to change that,

[2:34:03] Trustee Luckham: what's the potential at this late date

[2:34:05] Trustee Luckham: getting a space in Victoria

[2:34:06] Trustee Luckham: that the premier could walk to?

[2:34:10] Trustee Luckham: Staff have any remarks on that or you'll investigate?

[2:34:14] Voice 18: No, we prefer not to investigate

[2:34:16] Voice 18: gate if that's your question yeah um we've passed at our last meeting our locations and times for

[2:34:24] Voice 18: first council

[2:34:25] Voice 16: meetings we don't have

[2:34:26] Voice 18: assurance that the premier's going to attend

[2:34:30] Voice 18: um we need to book like we're booking now for the various meeting times so

[2:34:39] Voice 18: there is some appetite for change you'd have to tell us and then we'd have to

[2:34:44] Voice 18: activate that yeah

[2:34:46] Trustee Luckham: and that is a decision of council to meet on salt spring in june i think

[2:34:52] Trustee Luckham: we need to go with salt spring in june if we're lucky we get the minister we may not get the

[2:34:56] Trustee Luckham: premier but we might not get the premier regardless of where we meet trustee peterson i

[2:35:01] Voice 17: was just gonna

[2:35:03] Voice 17: mention that the trust council made the decision on the on the location yeah okay

[2:35:10] Trustee Luckham: so this comes

[2:35:13] Trustee Luckham: back now to the question at hand we send out an invitation to San Juan County yes

[2:35:18] Trustee Luckham: or no yes thank you I'm in favor that's we seem to be split on this oh

[2:35:39] Trustee Maude: so I was

[2:35:42] Trustee Luckham: going to suggest that sorry so that maybe it just needs to be a motion

[2:35:46] Trustee Luckham: actually to make it more formal I'm gonna move this out of that on trust

[2:35:50] Trustee Luckham: trust executive committee will send an invitation to the San Juan County to attend the trust council

[2:35:58] Trustee Luckham: meeting in June or September to end and ask them to indicate their preference and just leave it at

[2:36:07] Trustee Luckham: that. Do I have a seconder for that? I'll second that.

[2:36:10] Trustee Luckham: So thank you, Trustee Elliott. So any

[2:36:14] Trustee Luckham: Any discussion?

[2:36:16] Trustee Luckham: I'm gonna call the vote.

[2:36:17] Trustee Luckham: All those in favor?

[2:36:20] Trustee Luckham: And that carries unanimously.

[2:36:22] Trustee Luckham: So there we go.

[2:36:23] Trustee Luckham: So an invitation to ask San Juan County

[2:36:25] Trustee Luckham: for June or September asking for their preference.

[2:36:29] Trustee Luckham: I think maybe it might be appropriate

[2:36:31] Trustee Luckham: that we also at this time,

[2:36:35] Trustee Luckham: executive committee staff to send an invitation

[2:36:38] Trustee Luckham: to our minister and the premier

[2:36:41] Trustee Luckham: to attend the June trust council.

[2:36:45] Trustee Luckham: Do you have a second for that? Trustee Peterson, thank you. Any discussion?

[2:36:53] Voice 11: Just hold on a sec so I can capture that.

[2:36:56] Trustee Luckham: Yeah, it's in conjunction with acknowledging the 50th anniversary.

[2:37:06] Voice 16: You got it?

[2:37:08] Voice 5: One moment, just here.

[2:37:12] Voice 5: The

[2:37:25] Voice 4: Executive Committee requests staff send an invitation to the Minister to attend Trust Council in June in conjunction with the 50th anniversary.

[2:37:33] Voice 4: yeah

[2:37:34] Trustee Luckham: our minister and the premium minister came for the record yes got that any discussion i think

[2:37:54] Trustee Luckham: it was seconded by trustee peterson all those in favor and that too carries unanimously okay thank

[2:38:02] Trustee Luckham: you so i'm going to move on uh committee of the whole request for decision um who's gonna lead us

[2:38:10] Trustee Luckham: on that briefing.

[2:38:12] Trustee Luckham: Yeah,

[2:38:13] Voice 11: I can do that.

[2:38:14] Trustee Luckham: Thank you.

[2:38:15] Voice 11: Okay, let me just grab it.

[2:38:18] Voice 11: All right, so I'm page 39, I believe.

[2:38:21] Voice 11: Yeah, so this is a first draft,

[2:38:26] Voice 11: which I wanted to bring to the executive committee

[2:38:29] Voice 11: just to get some feedback,

[2:38:30] Voice 11: and I intend to finalize it

[2:38:33] Voice 11: and bring it back to the next meeting

[2:38:35] Voice 11: to be sent to council.

[2:38:37] Voice 11: So the intent here is to amend the existing meeting procedures bylaw by adding a new section

[2:38:46] Voice 11: 10A, which will go between section 10 and section 11 in your bylaw, and it will be a

[2:38:53] Voice 11: section that deals with the committee as a whole.

[2:38:56] Voice 11: So the RFD just provides some of the background and the rationale for the language that I've

[2:39:03] Voice 11: picked.

[2:39:03] Voice 11: and the actual draft bylaw you'll find on page 42 so it adds a new definition committee of the whole

[2:39:12] Voice 11: so as I said in the RFD looking at other local governments there isn't a set idea of what

[2:39:20] Voice 11: committee of the whole and how it's used is like it's generally a more informal means of having a

[2:39:26] Voice 11: discussion and one consistency is it doesn't make decisions it's there to either listen or to discuss

[2:39:33] Voice 11: to discuss or to learn and the only recommendations it would end up making would be to council

[2:39:39] Voice 11: or the island's trust case you could probably make recommendations to other local trust

[2:39:43] Voice 11: committees sorry other council committees and then you'll see on page 42 the draft wording

[2:39:51] Voice 11: i've put in here part 10a committee of the whole so what i wanted to do is create a flexible

[2:39:58] Voice 11: flexible regime so that council's not bound by any one particular way it's really up to council

[2:40:03] Voice 11: how they want to use committee of the whole so this is just essentially sets up some of the

[2:40:08] Voice 11: basics so it is a committee of the whole which is all of council by definition obviously

[2:40:17] Voice 11: 10a2 just indicates you know the reason for the committee of all so it's a less formal structure

[2:40:22] Voice 11: And 10 indicates that it's not a decision-making entity, but in here just kind of provided

[2:40:30] Voice 11: some indication of types of things the Committee of the Whole could be used for, but it says

[2:40:35] Voice 11: it's not limited to this.

[2:40:36] Voice 11: So you could use it for things that I haven't listed here that seem to make sense where

[2:40:41] Voice 11: you just want to have a more informal discussion.

[2:40:44] Voice 11: So I think this will cover it.

[2:40:46] Voice 11: um 1084 provides some flexibility for the committee of the whole to have somebody else

[2:40:54] Voice 11: other than the chair trust council to chair it and that might be desirable to allow the chair

[2:41:00] Voice 11: of council to participate a little bit more freely in certain situations or just to spread out and

[2:41:07] Voice 11: create that less formal feeling for the committee uh 1086 just says council can go into committee

[2:41:14] Voice 11: Committee of the Whole at any time during its meeting and just do that by passing a resolution

[2:41:19] Voice 11: to resolve itself as a Committee of the Whole. So that provides the flexibility where you may be

[2:41:24] Voice 11: talking about something and the Chair might say, you know, this might be a good opportunity to go

[2:41:30] Voice 11: to the Committee of the Whole and just have a more informal discussion. So that's an opportunity

[2:41:35] Voice 11: that can be used by Council. 10A7 on the next page, this one says that the meeting procedures

[2:41:43] Voice 11: just by the applies to Committee of the Whole. So what this means is that the rules still apply,

[2:41:50] Voice 11: but you can relax them. And here it says you can relax them by relaxing limits on discussion.

[2:41:57] Voice 11: So the rules around speaking through the chair, you might want to keep that, or you might say,

[2:42:04] Voice 11: let's just have a free discussion around the table, things like that. So that's an example

[2:42:09] Voice 11: of relaxing those limits but you can't relax something like a quorum or some of the more

[2:42:17] Voice 11: serious things around procedure so you know if you want to relax a few more things and this is

[2:42:25] Voice 11: a place to specify what you want to relax in the committee at all but I wouldn't relax it too much

[2:42:31] Voice 11: you want to make sure you still have quorum and you're still a body you're still listening and

[2:42:37] Voice 11: you still have to think of procedural fairness still has to be open to the public it can be

[2:42:42] Voice 11: closed for the reasons the community charter so all those rules would still apply and then 10a8

[2:42:49] Voice 11: just says that no decisions are made other than recommendations or um to report or refer an item

[2:42:57] Voice 11: to council or another committee and then 1089 just indicates how committee the whole ends which is

[2:43:03] Voice 11: is simply just adjourn, and then it's returned to Trust Council, or if the Trust Council's

[2:43:11] Voice 11: not meeting afterwards, it just ends the meeting just by consent of the Committee of the Whole.

[2:43:18] Voice 11: So that is kind of, like I said, there's no, if you look at other local governments, you'll

[2:43:23] Voice 11: see everything from very formal Committee of the Whole wording to very, very loose,

[2:43:29] Voice 11: and some of them use committee to hold just for public participation they put the delegations in

[2:43:35] Voice 11: here I mean you could if you want there's nothing stopping you so it's really up to council what you

[2:43:42] Voice 11: would like to see so like I said this is a first go if you've got any suggestions or things you'd

[2:43:48] Voice 11: like to see me change before it goes to council I'm happy to make some edits otherwise I bring

[2:43:54] Voice 11: it back to the more finalized version uh and then council could either have a discussion and ask me

[2:44:01] Voice 11: to make changes or they could just pass it as is in march okay back to the chair thank you okay

[2:44:09] Voice 16: thank you uh trustee peterson um

[2:44:13] Voice 17: thank you and thank you director marler for this work uh i'm

[2:44:17] Voice 17: glad to see where we're um moving so swiftly with this i think the only thing that i heard that i

[2:44:23] Voice 17: would uh push back against is the um the concept of of not having a chair at all in a meeting i

[2:44:32] Voice 17: actually think with the with the number of trustees we have that could be um counterproductive so other

[2:44:41] Voice 17: than that i'm i'm happy with everything else yeah

[2:44:44] Voice 11: i mean i wasn't suggesting no chair that

[2:44:46] Voice 11: there is a chair but you have some less formal way of having the discussions that's an opportunity

[2:44:51] Voice 11: And that's up to the Committee of the Whole as you go.

[2:44:58] Trustee Luckham: Thank

[2:44:59] Voice 10: you, and thank you for this work.

[2:45:01] Voice 10: It's great.

[2:45:02] Voice 10: My question is around the membership.

[2:45:05] Voice 10: Are there any options to consider sitting member

[2:45:11] Voice 10: or regular members that are not council but more than delegates?

[2:45:15] Voice 10: And I'm thinking of First Nations representatives

[2:45:20] Voice 10: representatives who can inform discussion who are more than delegations but um perhaps as an

[2:45:29] Voice 10: advisor and i think this is so is can have we have you scanned any other local governments to

[2:45:35] Voice 10: see if there's sort of an advisory a regular advisor role um

[2:45:41] Voice 11: no i've had a look and committee

[2:45:43] Voice 11: of the whole by definition is just a whole of council you can't really add members um goes

[2:45:49] Voice 11: goes beyond what Committee of the Whole would be.

[2:45:51] Voice 11: There's nothing stopping you, though,

[2:45:52] Voice 11: having a standard Committee of the Whole meeting

[2:45:55] Voice 11: with a standing item to invite people from different groups

[2:46:00] Voice 11: or First Nations to come in and have a discussion

[2:46:04] Voice 11: within an informal session, certainly do that.

[2:46:07] Voice 11: Again, this is not a decision-making body

[2:46:10] Voice 11: when you say it's Committee of the Whole.

[2:46:19] Trustee Luckham: Okay, so what you're looking for here

[2:46:23] Trustee Luckham: is amendments in the short-term recommendations

[2:46:27] Trustee Luckham: or forwarding this to Trust Council

[2:46:28] Trustee Luckham: for its consideration?

[2:46:31] Voice 11: Yeah, I wouldn't follow it today.

[2:46:33] Voice 11: I would just, if you've got edits,

[2:46:35] Voice 11: just let me know if there's no edits

[2:46:36] Voice 11: or if you want to read it

[2:46:38] Voice 11: and just email me individually.

[2:46:40] Voice 11: I'll just clean it up

[2:46:42] Voice 11: and bring it back to the next DC meeting

[2:46:44] Voice 11: so it's ready to go to Council.

[2:46:46] Voice 11: It's not quite ready

[2:46:47] Voice 11: because you'll notice there's no bylaw number yet.

[2:46:49] Trustee Luckham: So this is our

[2:46:50] Trustee Luckham: information at this time?

[2:46:52] Voice 11: It's for information and feedback. Yeah.

[2:46:55] Trustee Luckham: Okay. So then I'll take it that trust advice chairs can email

[2:46:59] Trustee Luckham: the director for any edits and then we'll see this at our next meeting.

[2:47:05] Trustee Luckham: So I'm going to go on. It's just after 12. Perhaps this is a good time to break.

[2:47:12] Trustee Luckham: Should we break for half an hour and then we'll come back to 8.1.1.3 when we return?

[2:47:20] Trustee Maude: Sounds good. Yeah.

[2:47:21] Trustee Maude: Are we not better off to break at 12.30

[2:47:24] Trustee Maude: than come back at 1 for the liaison meeting

[2:47:27] Trustee Maude: rather than sort of break our meeting up?

[2:47:30] Trustee Luckham: Well, that's a good suggestion.

[2:47:31] Trustee Luckham: I'd be happy with doing that.

[2:47:33] Trustee Luckham: Let's just make sure we return promptly at 1

[2:47:36] Trustee Luckham: and move directly into that.

[2:47:39] Trustee Luckham: So should we go another 25 minutes

[2:47:42] Trustee Luckham: and promptly at 12.30 through the rest of the items here?

[2:47:47] Trustee Luckham: Not seeing any dissent.

[2:47:49] Trustee Luckham: That's what we're going to do.

[2:47:50] Trustee Luckham: Allocation of ministry grant for First Nations engagement briefing.

[2:47:55] Trustee Luckham: Let me get to that on my machine here.

[2:48:00] Trustee Luckham: So that's on page 44.

[2:48:03] Trustee Luckham: It just says from staff.

[2:48:05] Trustee Luckham: So who's going to take the lead on this one there?

[2:48:08] Voice 7: Thank you, Chair.

[2:48:10] Voice 7: I can take it.

[2:48:11] Voice 7: And just this being provided to you, advise you of a staff proposal around allocation

[2:48:16] Voice 7: of the grant funds from the province for engagement with First Nations we've

[2:48:21] Voice 7: indicated in the background sort of the rationale used for the proposed

[2:48:25] Voice 7: allocation and provided you with a table of where we think the funds are best

[2:48:30] Voice 7: applied I will let you know that we've already the draft budget that's being

[2:48:35] Voice 7: worked on already includes some of these assumptions in it that they will proceed

[2:48:39] Voice 7: in this manner

[2:48:39] Voice 7: so if there are concerns about a particular approach it would be

[2:48:43] Voice 7: good to know that

[2:48:43] Voice 7: soon so we could amend the draft budget that will go back to financial planning

[2:48:47] Voice 7: committee. I'm certainly grateful to the province for these funds and looking forward to deepening

[2:48:55] Voice 7: our engagement with First Nations through the application. We're looking forward to 20 feedback

[2:49:01] Voice 7: you might have around the proposal at the top of page 45 of your agenda.

[2:49:06] Trustee Luckham: Okay and is the intent

[2:49:09] Trustee Luckham: that this would ultimately be advanced to trust council for their knowledge in some fashion

[2:49:17] Voice 7: i'll refer to

[2:49:18] Trustee Luckham: the cio on that

[2:49:19] Voice 18: oh that's up to you executive committee um i mean there's a couple

[2:49:25] Voice 18: key things you know very grateful for the funding um but as we all know this is an emerging field

[2:49:31] Voice 18: you've been through the minister asking for funds for a variety of different things over the last

[2:49:36] Voice 18: number of years um we've received that you'll see that they um the grant uh is focused upon

[2:49:44] Voice 18: protocol agreements and engagement um our our interpretation given that there's no

[2:49:50] Voice 18: potential direction specifically associated with um what engagement is um i think it's it's naive

[2:49:57] Voice 18: to think that um engagement is simply sitting down and having discussions it's also having

[2:50:02] Voice 18: discussions about specific things that are that matter long-range land use management um is a

[2:50:08] Voice 18: thing that matters and we need to engage on those things in a fundamental matter so that's where

[2:50:13] Voice 18: you'll see some allocation of these funds which i think is appropriate as engaging with nations

[2:50:18] Voice 18: on some of the longer term um guiding discussions around land use and you'll see that encapsulated

[2:50:27] Voice 18: I think there's room here to, you know, we have gone out and we've looked for opportunities for protocol agreements, and perhaps in the engagement process associated with an OCP, there will be an indication that, no, you know what, we want to have a protocol agreement that's the groundwork for any subsequent conversations.

[2:50:48] Voice 18: stations. This gives us the chance to pivot to utilize those funds for some protocol uses as

[2:50:57] Voice 18: well. So I think this is an appropriate, wide-ranging application of these funds that

[2:51:04] Voice 18: still allows Trust Council to tweak it on an annual basis. And we'll be engaging, by the end

[2:51:12] Voice 18: of March, we owe the Ministry a report on the use of these funds in the first year, and we would do

[2:51:17] Voice 18: that okay uh

[2:51:22] Trustee Luckham: thank you for this report it's very helpful so trustee peterson um or do you any

[2:51:28] Trustee Luckham: questions or comments about the report uh

[2:51:31] Voice 17: yes thank you and thank you ceo for providing me the

[2:51:35] Voice 17: wonderful segue into my question um which is uh i'm just wondering about uh funding for the working

[2:51:43] Voice 17: working group for Luskeetee Island and the Desnawnaas Nation as per our protocol.

[2:51:52] Voice 17: I understand that there's some elections there and our timeline isn't following what we had

[2:51:59] Voice 17: thought it might be.

[2:52:00] Voice 17: But I don't see any mention in that chart of this, although I do see other LTCs.

[2:52:09] Voice 17: So I was just curious, where is that funding coming from?

[2:52:11] Voice 17: and if not here then I would love to know.

[2:52:15] Voice 7: Thank you, Trustee Peterson. So we're still proposing

[2:52:19] Voice 7: that executive committee and you have already forwarded a budget for 30, a budget request for

[2:52:23] Voice 7: 30,000 for your reconciliation program in general.

[2:52:26] Voice 7: In the note that went to financial planning

[2:52:28] Voice 7: committee around that funding we noted that some of that funding would be provided to

[2:52:32] Voice 7: support the activities of that working group. If a signing ceremony of course happens this year

[2:52:37] Voice 7: that would come out of this fiscal year's budget um and at this time we're not anticipating a lot

[2:52:42] Voice 7: of costs associated with that working group as i think the intention is to host the majority

[2:52:46] Voice 7: of the meetings virtually okay

[2:52:51] Voice 17: thank you great

[2:52:53] Trustee Luckham: trustee elliott uh

[2:52:56] Voice 10: i haven't been following the

[2:52:57] Voice 10: development of the uh hornby island uh project and first nations engagement um but what's the

[2:53:05] Voice 10: the rationale for 24 000 over two years um for essentially what sounds like a potential protocol

[2:53:14] Voice 10: development with one first nation um just looking at sort of the parity and uh distribution for that

[2:53:25] Voice 10: ltc as opposed to the other ones and i know there's a lot of competition for this um i just

[2:53:33] Voice 10: I'm not familiar with the project, so I'm wondering if those numbers are fixed.

[2:53:41] Trustee Luckham: Let's go to the direct one seat.

[2:53:42] Trustee Luckham: I think it's an OCP related.

[2:53:44] Voice 7: I have not been involved in the development of those numbers, so I'll defer to the director of planning as they were put forward in the business case for project funding through planning services.

[2:53:57] Voice 12: Hi, thank you.

[2:53:58] Voice 12: Through the chair.

[2:53:59] Voice 12: So, yeah, that was in the business case.

[2:54:01] Voice 12: They requested $36,000, I believe $36,500 in their business case.

[2:54:06] Voice 12: and I don't have the full details of that but there's numerous events to take place, legal

[2:54:12] Voice 12: review to take place and various other activities which they obviously totaled up 36,000 and the

[2:54:18] Voice 12: entire project is First Nations engagement and so this you know this is just a portion of what

[2:54:25] Voice 12: they're requesting and this was staff's attempt to sort of give you some guidance about how to

[2:54:30] Voice 12: distribute it in some sort of equitable manner but as you note it's a challenge too.

[2:54:36] Voice 12: to distribute it

[2:54:37] Voice 10: because my my concern is that it it doesn't um take into account where each ltc

[2:54:45] Voice 10: each ltc is at different places with engagement and we understand that some are developing

[2:54:50] Voice 10: protocols um gabriela may be renewing its protocol agreement with send a book um there's

[2:54:56] Voice 10: there's different pieces so i i yeah i'm just sorry

[2:55:04] Voice 5: can i make a

[2:55:04] Voice 5: comment it's

[2:55:05] Voice 10: like where they

[2:55:06] Voice 10: they come in in-stream when this funding was allocated. And I understand we're trying to

[2:55:10] Voice 10: juggle, but it just seems like an unusually large allocation for Hornby.

[2:55:19] Voice 12: Indeed. And if I may just

[2:55:20] Voice 12: sort of clarify that the amount that's proposed there is already proposed in the business case,

[2:55:27] Voice 12: as we said, right? So it's not new funding, it's just meant to cover some of the requests. So it

[2:55:32] Voice 12: reduced the tax burden and it's shifting it to the grant, but I suspect you understand that.

[2:55:36] Voice 12: Okay,

[2:55:45] Trustee Luckham: so this is a briefing at this time. So we're just receiving this for information. Obviously, there may be some flocks and changes, but as work is undertaken. So are we just happy to receive this at this time, Trustee Peterson?

[2:56:03] Voice 17: Yeah, I was just going to mention for Trustee Elliott's benefit that this is the major project identified by the Hornby Island LTC.

[2:56:16] Voice 17: And of course, the funding is a lot of its provisional numbers in terms of we're not entirely sure how everything rolls out.

[2:56:28] Voice 14: Okay.

[2:56:29] Trustee Luckham: And of course, we've had quite a bit of active conversation with the Comox First Nation there on both Hornby and Denman.

[2:56:38] Trustee Luckham: So there's certainly spillover in other areas of interest.

[2:56:43] Trustee Luckham: Anyway, let us continue to Honest Trust Communication Plan.

[2:56:46] Trustee Luckham: this is a decision item. We need to approve this communication plan unless there's any

[2:56:52] Trustee Luckham: further changes to it. So I'm trusting you've read through it. We saw it at a previous meeting

[2:57:01] Trustee Luckham: to provide feedback. And here it's back to us for a decision. Any question or staff?

[2:57:09] Trustee Luckham: Claire, do you want to speak to it? Do you want Morgana to speak to it?

[2:57:14] Voice 7: Certainly I'm available to speak to it. I'll keep my comments brief as we presented this to you at

[2:57:18] Voice 7: your last meeting. I'll just remind you that this is intended to be a high-level strategic document

[2:57:24] Voice 7: that would then have ideally a companion public engagement strategy and then individual

[2:57:31] Voice 7: initiatives would have their own dedicated communication plan that would be developed

[2:57:35] Voice 7: in accordance with this larger strategy. Perhaps I'll leave it there as we did provide you with

[2:57:41] Voice 7: briefing at your last meeting um this is being returned to you at your request for consideration

[2:57:48] Trustee Luckham: okay

[2:57:49] Voice 10: trustee elliott i i guess i have more a question about the organization of the document

[2:57:55] Voice 10: hi morgana i see you popped on screen um and it's to do with i recognize this is high level

[2:58:04] Voice 10: and we're setting sort of general goals principles but when i landed on target audiences

[2:58:12] Voice 10: is um these are three very different audiences and i don't really understand how this document

[2:58:22] Voice 10: would meet the needs of community members and organizations provincial municipal local

[2:58:28] Voice 10: government bodies you know other agencies with whom we engage in very different ways

[2:58:34] Voice 10: surveys and Islands Trust staff. And so when I have a look at this again, I guess how the

[2:58:43] Voice 10: information would be better organized in my mind is if you actually had the target audiences

[2:58:48] Voice 10: and your tools and tactics sort of under those headings. Because you always want to think about

[2:58:58] Voice 10: your audience first. Who are you reaching? And then what are the methods that you're

[2:59:03] Voice 10: going to reach out to them with and then how does that flow and what are your tools so i'm just a

[2:59:10] Voice 10: little um wondered if there's any conversation around the engagement strategies for target

[2:59:18] Voice 10: audiences those organic do

[2:59:26] Voice 3: you like to speak yes

[2:59:27] Voice 3: yes okay i can um i can answer that so um i

[2:59:32] Voice 3: I completely understand your question

[2:59:34] Voice 3: and I could add a couple things to that

[2:59:40] Voice 3: to make it more clear.

[2:59:42] Voice 3: But when it comes to a specific project or initiative

[2:59:48] Voice 3: and the work plan is created specifically for that,

[2:59:53] Voice 3: that's when it would become more obvious

[2:59:54] Voice 3: exactly what communication tool is for which audience.

[3:00:00] Voice 3: And I think that's, I don't know if that answers your question enough, but I'm happy to answer

[3:00:08] Voice 3: some more.

[3:00:17] Voice 10: I will just make it brief.

[3:00:19] Voice 10: I'm not sure this draft is ready and I should have gotten you comments after December 20th

[3:00:24] Voice 10: meeting.

[3:00:24] Voice 10: So I'm not quite ready to approve it.

[3:00:29] Voice 10: And I would like the chance to dig into it with you a little bit more, Morgana, if that's

[3:00:33] Voice 10: okay.

[3:00:36] Trustee Luckham: Okay.

[3:00:37] Trustee Luckham: So what's our, is there a deadline to this?

[3:00:39] Trustee Luckham: Can it wait until our next meeting that we're filling up the next meeting as well?

[3:00:48] Trustee Luckham: What's the suggestion here from staff?

[3:00:50] Trustee Luckham: Is there a deadline here for this?

[3:00:53] Trustee Luckham: We've seen it once before already.

[3:00:56] Voice 18: Well, Mr. Chair, Mr. CEO, I think we should complete the work.

[3:01:02] Voice 18: You see the work has to be done appropriately.

[3:01:05] Voice 16: Yep.

[3:01:06] Voice 18: We've got a window, so the thought is to have another sort of EC consultation window, and then get it back to your Feb.

[3:01:20] Trustee Luckham: Okay, so let's...

[3:01:22] Voice 18: That's the question at hand here.

[3:01:24] Trustee Luckham: I think that it should go forward to Trust Council as soon as it's reasonable, so as this is one of their strategic goals.

[3:01:33] Right.

[3:01:34] and we're having a media training session and when

[3:01:38] Voice 18: that is nested in or that concept is nested

[3:01:42] Voice 18: inside this communications strategy so the question is can we get some feedback

[3:01:50] Voice 18: make changes in time to bring it back to the next tc meeting

[3:01:53] Voice 7: yes so

[3:01:55] Voice 18: we could attempt that if it was

[3:01:57] Voice 18: you know fairly promptly acted upon right

[3:02:02] Trustee Luckham: okay so let's uh bring this mat back to our next meeting

[3:02:08] Trustee Luckham: of um of separate 28th uh for final decision and uh and that gives us a bit more time

[3:02:18] Trustee Luckham: good

[3:02:18] Voice 18: probably to have motions around these kinds of things that we that we did

[3:02:25] Trustee Luckham: I understand yeah so I'm going to move that the island stress communication plan

[3:02:29] Trustee Luckham: uh request for decision be brought back to the February 28th meeting do you have a second for

[3:02:37] Trustee Luckham: that uh cookie mod thank you and uh any discussion all those in favor that carries unanimously great

[3:02:50] Trustee Luckham: so you two heads can get together I'll uh also review this one more time and provide any feedback

[3:02:57] Trustee Luckham: back that i have by email um so as the ceo has said it's good to turn our minds to it carefully

[3:03:04] Trustee Luckham: make sure the work is being done so thank you morgana for all of your work so far and we look

[3:03:09] Trustee Luckham: forward to seeing it at our next meeting i'm going to go to the next item this is also a briefing

[3:03:15] Trustee Luckham: provincial funding process protocol agreement um that's on oh dear that's on page 55 that's what

[3:03:29] Trustee Luckham: have said on page 55 of our uh package there you go are you going to take this i

[3:03:46] Voice 12: certainly can mr

[3:03:46] Voice 12: chair okay so i'll begin the this is a a briefing just to uh provide um ec with an update on uh

[3:03:58] Voice 12: conversations that staff had with the provincial government specifically in regards to the pro

[3:04:02] Voice 12: existing protocol agreement. They have a written response which is attached to this briefing as

[3:04:09] Voice 12: is the existing protocol agreement. And I have a tendency to be too brief, but their summary is

[3:04:18] Voice 12: that the protocol agreement is invalid. It's expired. And that's not to say that there isn't

[3:04:26] Voice 12: grant funds still flowing. There certainly is. And I think there's several examples of

[3:04:31] Voice 12: um uh of increased amount of grounds for various things that are you know the province wants to

[3:04:37] Voice 12: advance such as legislative changes and first nations engagement um but this is their response

[3:04:43] Voice 12: and it behooved me to bring it to you in writing and i believe this this was to be forwarded as

[3:04:49] Voice 12: well i don't have it open in front of me quite like you do but um yeah so this is for your for

[3:04:54] Voice 12: your information okay

[3:04:57] Trustee Luckham: so that i guess that's a bit of a surprise to us but that's the way it is and

[3:05:02] Trustee Luckham: it's fairly it's pretty clear and so i think we just received this information but it does strike

[3:05:08] Trustee Luckham: me that this in some this letter if it hasn't already be circulated has received correspondence

[3:05:13] Trustee Luckham: so um and maybe that uh your briefing attached to it so the council is aware of this because this

[3:05:19] Trustee Luckham: was an interest of council if i remember rightly is that correct uh

[3:05:23] Voice 12: it was unfortunately at this

[3:05:25] Voice 12: moment i've lost exact track of who made the resolution in the first place uh it was not on

[3:05:29] Voice 12: my follow-up action list I just happen to be the right guy at the right place to have the

[3:05:33] Voice 12: conversation so I apologize for not being very organized to answer that question but I will

[3:05:38] Voice 12: certainly make sure it gets to the relevant table and I think it should go to trust council or at

[3:05:42] Voice 12: least all trustees they'll be interested but I

[3:05:44] Voice 17: see you have a remark yeah I actually uh thank

[3:05:49] Voice 17: thank you director Cermak I actually uh did advance um this question um based on uh other

[3:05:56] Voice 17: trustees um wondering about how we might access this and uh it's good to know where where the

[3:06:04] Voice 17: province is at with it and i would absolutely support um circulating its trustees would you

[3:06:09] Voice 17: like a resolution to that effect if

[3:06:12] Voice 12: i may just i just of course caught up to myself is uh it does

[3:06:15] Voice 12: the resolution did come from the financial planning committee so without a doubt it'll

[3:06:19] Voice 12: be going back to them at their next meeting okay

[3:06:24] Trustee Luckham: thanks okay so you could make that motion at fbc

[3:06:28] Trustee Luckham: tim so let us then uh so uh director freighter um i have uh about nine minutes before we're

[3:06:41] Trustee Luckham: going to recess here can you do justice to the policy statement amendment project at this time

[3:06:47] Trustee Luckham: i

[3:06:49] Voice 7: can certainly introduce it and i leave it to you and your colleagues as to whether you can

[3:06:52] Voice 7: have the discussion in the remaining minutes um

[3:06:55] Trustee Luckham: that's good fair enough um

[3:06:57] Voice 7: so we're bringing this

[3:06:58] Voice 7: request to decision um for you um to advise that because we're waiting for station comments still

[3:07:06] Voice 7: on the policy statement we anticipate that there will be some funding that we had intended to spend

[3:07:10] Voice 7: in this fiscal year around communications that we'd like to um you know re-request not spend this

[3:07:16] Voice 7: year and then re-request for next fiscal year

[3:07:20] Voice 1: we don't have a

[3:07:20] Voice 7: practice of carrying things over

[3:07:22] Voice 7: fiscal years so this is a request to you to ask staff to amend the business case for um

[3:07:28] Voice 7: financial planning committee to simply move the funds from one fiscal year to the next.

[3:07:32] Voice 7: They would go into surplus and then be pulled out again, ideally.

[3:07:36] Voice 7: And in addition, you will note at the end of the briefing that, or in the middle,

[3:07:41] Voice 7: and then there's an alternative provided.

[3:07:42] Voice 7: So at the bottom of page 62, there is a resolution that was passed by financial planning committee

[3:07:48] Voice 7: that they liked option three in the business case and added the equivalent $30,000 to the draft budget

[3:07:56] Voice 7: and recommended to executive that you consider a change to the project charter

[3:08:00] Voice 7: to expand public engagement opportunities to include trust-wide engagement activities

[3:08:07] Voice 7: that included a survey and a virtual community workshop.

[3:08:11] Voice 7: So that is a recommendation of Financial Planning Committee.

[3:08:15] Voice 7: So in the alternative section down at the bottom of the RFD on page 64,

[3:08:22] Voice 7: we've included some alternatives there for you to consider as well.

[3:08:26] Voice 7: So just as an overarching update, we'll come back to your next meeting with some more firm information about project timelines.

[3:08:33] Voice 7: At this time, we don't have any particular updates, except that conversations with patients are going well, you know, more delayed than we had hoped for, but certainly there's progress being made.

[3:08:46] Trustee Luckham: Okay, thank you. I just want to seek some clarity here for my own benefit.

[3:08:50] Trustee Luckham: given the decisions that were indicated at the financial planning committee to look at option

[3:08:57] Trustee Luckham: three what you're suggesting is that what is your suggestion that we move the alternative number one

[3:09:04] Trustee Luckham: or and or number two and is the thirty thousand dollars you've listed as necessary

[3:09:10] Trustee Luckham: going to be incorporated in that or it's an additional request to

[3:09:15] Trustee Luckham: the FPC?

[3:09:17] Voice 7: So each of these resolutions could, if you wished to take the advice of financial

[3:09:26] Voice 7: planning committee, you could move motions number one and two of the alternatives.

[3:09:34] Trustee Luckham: Okay, very good. Thank you then. So Trustee Elliott, are you thinking of a motion?

[3:09:39] Trustee Luckham: I

[3:09:40] Voice 10: was prepared to move the second alternative motion.

[3:09:46] Voice 10: There was strong support for increased project funding for communications and option three.

[3:09:54] Voice 10: But does this capture that option three might carry over in 2526?

[3:10:03] Voice 10: You know, just depending on where we're at with the timeline.

[3:10:06] Voice 10: line. I'm not sure if it's more important to update project timelines or to just make sure

[3:10:12] Voice 10: the funding is there for whatever the communication needs are determined at that time.

[3:10:21] Voice 7: Certainly the priority, I think, if you wish to undertake that path is to secure the funding to

[3:10:26] Voice 7: offer it. You could request this in the future for a project charter update for Trust Council

[3:10:31] Voice 7: when we have more knowledge about how the timelines are looking. Staff will be recommending

[3:10:36] Voice 7: to you that the virtual activities happen sort of concurrently with the on the on the island

[3:10:42] Voice 7: engagement events um while we've got public's attention there's an efficiency factor and also

[3:10:47] Voice 7: just um people that is a that is good method to have people you know engaging in both forms and

[3:10:53] Voice 7: okay

[3:10:54] Voice 10: so i think the project charter can wait but the the critical piece is uh right now option two

[3:11:02] Voice 10: Two, that so I move that executive committee direct staff to amend the policy statement amendment project 2024-25 business case to increase project funding for communications in 2024-25 and to reflect option three in the 2024-25 business case.

[3:11:20] Trustee Luckham: Right. So it's moved to have a seconder.

[3:11:23] Trustee Luckham: Trustee Peterson, thank you.

[3:11:26] Trustee Luckham: Any further discussion? You should speak to it further.

[3:11:30] Trustee Luckham: I'm going to call the vote then. All those in favor?

[3:11:35] Trustee Luckham: that carries unanimously again.

[3:11:37] Trustee Luckham: Thank you very much.

[3:11:38] Trustee Luckham: Is there anything further on this item

[3:11:40] Trustee Luckham: that we need to consider, Director Frater?

[3:11:45] Voice 3: Not at this time, thank you.

[3:11:46] Trustee Luckham: Okay, well, thank you very much for bringing this to us.

[3:11:49] Trustee Luckham: And certainly I was pleased to see the support

[3:11:51] Trustee Luckham: at FBC for this work.

[3:11:54] Trustee Luckham: Trust Area Services, well, we're 27.

[3:11:57] Trustee Luckham: I think that concludes our morning session here.

[3:12:01] Trustee Luckham: We'll pick up the annual report item

[3:12:05] Trustee Luckham: when we return after the joint liaison meeting

[3:12:10] Trustee Luckham: with the United States Conservancy.

[3:12:11] Trustee Luckham: So let's return for one o'clock sharp

[3:12:13] Trustee Luckham: and greet our colleagues on the Conservancy

[3:12:16] Trustee Luckham: to meet with us today.

[3:12:18] Trustee Luckham: Thanks, everybody.

[3:42:30] Voice 13: Oh, I'm

[3:42:31] Voice 16: there. Okay, good. So I hear voices in the background there and we are recording.

[3:43:17] Voice 14: Well, hello everybody. We convene at one o'clock here. Susan Yates, Trustee Gavro, Trustee Charles

[3:43:26] Voice 14: Kahn.

[3:43:54] Voice 19: Charles, I have a question for you. I got the notice at about nine o'clock this morning that

[3:44:02] Voice 19: the webinar was starting in an hour but so i was a bit panicky but then i realized it didn't uh

[3:44:08] Voice 19: discern between the itc portion of the meeting what what did you what did you get um

[3:44:15] Voice 13: yeah i i

[3:44:16] Voice 13: i also um um misunderstood so i tuned in around 11 and realized that nobody was there here um

[3:44:26] Voice 13: of our group so um but claire claire called me and told me i should come back at one

[3:44:34] Voice 13: okay

[3:44:35] Voice 19: good maybe next time when we get the link they can clearly say that we don't join until

[3:44:41] Voice 19: whatever time there

[3:44:43] Voice 13: was there was something i noticed in in my deleted uh emails that did

[3:44:48] Voice 13: indicate that but I've missed it yeah

[3:44:52] Trustee Smith: it was pretty clear I think yeah

[3:44:55] Voice 19: I think I

[3:44:57] Voice 19: saw that but then when I got the web but then when I got the link then I thought

[3:45:02] Voice 19: oh maybe they changed it or something

[3:45:04] Voice 7: the link of an automated zoom feature so

[3:45:09] Voice 7: if for future meetings conservancy members please we can't undo that for

[3:45:13] Voice 7: for you. So please just

[3:45:14] Voice 19: know that that's okay.

[3:45:17] Voice 5: Yeah, very

[3:45:20] Voice 19: good. Thank you, Claire.

[3:45:21] Voice 19: All

[3:45:29] Trustee Luckham: right. So it is one o'clock. And one is Risa Smith. That's great. Well, good afternoon. It is

[3:45:41] Trustee Luckham: now. We used to have separate agendas for the Trust Conservancy Board and EC liaison meeting,

[3:45:49] Trustee Luckham: We merged them together into this single agenda, which I think is maybe better from our perspective.

[3:45:56] Trustee Luckham: It might be confusing for others, and maybe also that whole thing associated with what time you were to join.

[3:46:03] Trustee Luckham: So apologies with respect to not noting that.

[3:46:08] Trustee Luckham: And Lisa Gabra was right there first thing this morning, joined us, and that's fantastic.

[3:46:13] Trustee Luckham: Very enthusiastic.

[3:46:15] Trustee Luckham: Servancy members.

[3:46:16] Trustee Luckham: members. So I think maybe I'll just start off with, we're on page 189 of our agenda package.

[3:46:27] Trustee Luckham: I'm assuming maybe it's similar to what you Conservancy members have. And so I'll just

[3:46:36] Trustee Luckham: start off more formally here now. Welcome to the Allen's Trust Conservancy and Executive Committee

[3:46:42] Trustee Luckham: committee liaison portion of our agenda today, the executive committee. And of course, I'm Peter

[3:46:48] Trustee Luckham: Luckham, elected on Thetis Island and Penelope and Lacks in territory. And I'm always grateful

[3:46:55] Trustee Luckham: every day to wake up here and live in this amazing place and recognize and respect the rich history

[3:47:02] Trustee Luckham: and culture that is here, which is full of wisdom and knowledge, but also is also full with sadness

[3:47:10] Trustee Luckham: and grief associated with the colonial practices, if I wanted a better word, and so cognizant

[3:47:18] Trustee Luckham: of that every day, and there's opportunities for us to learn and reconcile as we continue

[3:47:24] Trustee Luckham: on in our own journeys.

[3:47:27] Trustee Luckham: I'm going to just go around and do some introductions, and I'm going to start, respectfully so, with

[3:47:33] Trustee Luckham: Risa Smith, who is the chair of Alamstra Conservancy, so please introduce yourself, Risa, and then

[3:47:39] Trustee Luckham: we'll get on with the agenda okay

[3:47:42] Trustee Smith: great thanks i think i know everybody here um but uh and peter

[3:47:46] Trustee Smith: thanks for that territorial acknowledgement i live very close to peter at the north end of

[3:47:52] Trustee Smith: sorry yeah at the north end of galliano just to hop skip and jump to thetis so i'm in generally

[3:48:00] Trustee Smith: the same territory and i also am very cognizant and aware of um where i live and how beautiful it

[3:48:08] Trustee Smith: it is and the long history of Indigenous caring for this land. So I think and I think in this

[3:48:18] Trustee Smith: discussion today, that's actually particularly important. So I think I'll say that I'm the chair

[3:48:23] Trustee Smith: at the current chair of the Islands Trust Conservancy. I'm an ecologist. I also work for

[3:48:29] Trustee Smith: the World Commission on Protected Areas. So it gives me a bit of a global perspective on the

[3:48:34] Trustee Smith: the same issue that we're working on I work on climate change and biodiversity so I think I'll

[3:48:40] Trustee Smith: just leave it at that and just maybe just by way of introduction to this meeting Peter and I have

[3:48:45] Trustee Smith: met and we have many things to talk about so since we only have an hour we chose two items

[3:48:52] Trustee Smith: not to say that the many other items are not equally important we just chose two that we

[3:48:59] Trustee Smith: thought we could deal with in a one-hour meeting and hoping that the future meetings will deal

[3:49:04] Trustee Smith: with the many other issues that we array uh that we um identified earlier on thanks peter thank

[3:49:13] Trustee Luckham: you so i'd like to go around uh the the conservancy board uh members that have joined us today and

[3:49:19] Trustee Luckham: lisa gabbro you're next on my screen hi

[3:49:23] Voice 6: there yeah lisa govro um um galileo island um home to many

[3:49:29] Voice 6: many Coast Salish people since time immemorial.

[3:49:33] Voice 6: I'm also currently the Vice Chair

[3:49:35] Voice 6: of the Alamstress Conservancy

[3:49:37] Voice 6: and I also sit on the Governance Committee.

[3:49:39] Voice 6: Thank you, looking forward to today's discussion.

[3:49:41] Trustee Luckham: And now Trustee Charles Cowan,

[3:49:43] Trustee Luckham: and

[3:49:47] Voice 16: you'll have to unmute yourself.

[3:49:49] Voice 13: Yes, now I've unmuted myself.

[3:49:52] Voice 13: Yeah, I am on the board.

[3:49:56] Voice 13: I live on Salt Spring Island

[3:49:58] Voice 13: and I've been very involved with land acquisition on Salt Spring Island

[3:50:05] Voice 13: and also on other islands in terms of a contributor.

[3:50:11] Voice 13: And I've been very involved with trails and development of trails

[3:50:15] Voice 13: and the beauty of the land is sort of the most important,

[3:50:21] Voice 13: one of the most important things in my life.

[3:50:24] Voice 13: I try to get out every day.

[3:50:28] Voice 13: You can see that my backdrop is a very interesting tree that grows still to this day at Yeo Point in Ruckel Park.

[3:50:42] Voice 13: It's representative of a lot of things to me in that it shows the resilience of the natural environment and the strength thereby.

[3:50:54] Voice 13: Anyway, that's who I am.

[3:50:57] Voice 13: I'm looking forward to the meeting.

[3:50:58] Trustee Luckham: Thank you for joining us today, Charles. So the next member I see on my list here is

[3:51:03] Trustee Luckham: Justice Susan Yates.

[3:51:06] Voice 19: Thank you, Chair Leckham. I am so pleased to join you today from Gabriola Island,

[3:51:12] Voice 19: home and territory of Snuneymuk First Nations. And I had a lovely meeting this morning with the

[3:51:19] Voice 19: Gabriola Rescue of Wildlife Society president. And most of our conversation revolved around

[3:51:28] Voice 19: how to properly and honorably acknowledge the territory where we live and work.

[3:51:36] Voice 19: And I have to say, Trustee Govro, I was so thrilled to share your wonderful advice with her.

[3:51:44] Voice 19: So that was very timely that you shared with us at our last Islands Trust Conservancy meeting.

[3:51:50] Voice 19: Thank you so much for that.

[3:51:52] Voice 19: And I particularly remember the comment you made about as long as it comes from your heart, you can't really go wrong.

[3:52:02] Voice 19: So thank you so much for that.

[3:52:07] Trustee Luckham: Right. So this is a nice segue to the executive committee.

[3:52:10] Trustee Luckham: And I'm going to go to Trustee Elliott as the liaison for the executive committee on the conservancy.

[3:52:17] Voice 10: Thank you, Chair. I'm lucky.

[3:52:19] Voice 10: Toby Elliott from Gabriela needs no introduction to either body because I sit on both, but I'm very pleased to see this liaison meeting happen and to discuss the items on our agenda.

[3:52:30] Voice 10: So thank you so much for arranging this to staff and both bodies.

[3:52:35] Trustee Luckham: And Trustee Maude.

[3:52:38] Trustee Maude: Greetings. I'm elected from Main Island, traditional home of the Wissanian people. Thank you.

[3:52:44] Trustee Luckham: And Trustee Peterson.

[3:52:48] Voice 17: Tim Peterson here on Kweate, Laskete Island, territory of many Coast Salish peoples and

[3:52:55] Voice 17: the treaty territory of the Tla'aman Nation.

[3:52:58] Voice 17: Thank you.

[3:53:00] Trustee Luckham: And I'm just going to go not any less respectfully through the staff that have joined us today.

[3:53:06] Trustee Luckham: In the boardroom we have the CAO, Russ Hotson-Papelle.

[3:53:09] Trustee Luckham: Good afternoon, everyone.

[3:53:11] Trustee Luckham: We have Director Claire Freyder, Trust Program Services, and of course you're well familiar

[3:53:15] Trustee Luckham: with her.

[3:53:17] Trustee Luckham: Yeah. And David Moller, Director of Legislative Services, also in the boardroom today.

[3:53:23] Trustee Luckham: And then supporting our team in the boardroom and all of us here today is Alexander

[3:53:29] Trustee Luckham: Fernandez, helping us out with the technology. And then also online, we have Regional Director

[3:53:35] Trustee Luckham: Stefan Cermak, and also Julia Mobs. And I think that covers it all up. So yeah, I think we decided

[3:53:46] Trustee Luckham: We decided we would sort of co-chair in some respect here at RISA, so let's try and do that.

[3:53:50] Trustee Luckham: You and I did have that conversation, as you pointed out, and wanted to focus on the two items that are on our agenda today.

[3:53:57] Trustee Luckham: I just want to acknowledge there's a third item there associated with protecting cultural heritage sites and working the province.

[3:54:05] Trustee Luckham: We've deferred to a future meeting and look forward to that meeting.

[3:54:09] Trustee Luckham: and the first item on the agenda here and i did speak with uh stefan sermac about it actually

[3:54:14] Trustee Luckham: prior to our meeting just to make sure he had a heads up about the mapping component but cooperation

[3:54:20] Trustee Luckham: on spatial mapping support for the island stress conservancy and land use planning and so i'm just

[3:54:24] Trustee Luckham: going to you introduce that to me so i'm going to turn that to you uh over to you um itc chair

[3:54:29] Trustee Luckham: smith and um and then we can have a conversation about maybe get some advice from staff and have

[3:54:34] Trustee Luckham: a conversation about how we might all benefit from this idea okay

[3:54:38] Trustee Smith: thanks a lot so um i we have a good

[3:54:41] Trustee Smith: note from the perspective of it staff itc staff uh which does everybody have that briefing i'm

[3:54:47] Trustee Smith: presuming everybody at this meeting

[3:54:49] Trustee Luckham: page 189 of our agenda i think yeah okay

[3:54:52] Trustee Smith: and i see it's

[3:54:52] Trustee Smith: partially on the screen uh from their perspective and uh i'd like maybe staff wants to speak to that

[3:54:58] Trustee Smith: in a minute but i just want to give you a bit of a broader perspective and also i just want to say

[3:55:02] Trustee Smith: time management. I think the second issue is of big importance as well. So I'm going to make sure

[3:55:08] Trustee Smith: that we don't go over 130 for this first issue, and then we get into the second issue. So why I

[3:55:15] Trustee Smith: think this is so important is that the technology in spatial mapping is advancing very rapidly,

[3:55:22] Trustee Smith: as is this technology in data management. And in order to be an organization that is

[3:55:29] Trustee Smith: is efficient and proactive and able to rapidly come up with the kind of analysis we need for

[3:55:38] Trustee Smith: making our decisions, we need to be at the front edge of that technology. And it's my perception

[3:55:46] Trustee Smith: at this point that we're not because it costs money, upfront money, which definitely saves you

[3:55:54] Trustee Smith: money later on but there's upfront money involved in getting up to speed in technology and then the

[3:56:01] Trustee Smith: second part of that is that itc needs mapping and data management and we've requested some funds for

[3:56:08] Trustee Smith: that uh for our own work but of course the other side of it the islands trust needs that very badly

[3:56:14] Trustee Smith: as well and everything all land use planning requires mapping and they do mapping but to get

[3:56:21] Trustee Smith: high quality maps and that integrate both conservation and the land use

[3:56:28] Trustee Smith: planning issues that aren't conservation issues we need to work together and I'm

[3:56:34] Trustee Smith: gonna put this out there because I think this is the need for a discussion where

[3:56:37] Trustee Smith: the discussion comes in the staff can identify our needs they're very aware of

[3:56:42] Trustee Smith: that but the problem is working together takes it takes effort so it doesn't just

[3:56:50] Trustee Smith: happen so I would say if we want to work together and have a really good database that's integrated

[3:56:57] Trustee Smith: GIS that both sides of our work can can access put information into and get information out for

[3:57:05] Trustee Smith: analysis if we want that then we have to have staff whose job it is to work together in those

[3:57:11] Trustee Smith: areas and I'm not I'm just putting this out as something that has been my observation over the

[3:57:16] Trustee Smith: the years and so we can't just say yeah we're going to do this we're going to improve gis we're

[3:57:22] Trustee Smith: going to get some better data management and then somehow it's all going to happen integrated it's

[3:57:29] Trustee Smith: not unless we have human beings assigned to make that integration happen working together work out

[3:57:35] Trustee Smith: the problems you know identify uh the creative solutions and the latest technology so that's

[3:57:42] Trustee Smith: where I'm hoping the discussion will go. What can we do together? How can we make it happen?

[3:57:47] Trustee Smith: Does it have an upfront cost? Do we have to articulate closely the benefits of doing this

[3:57:54] Trustee Smith: together and the savings over the long term? So put that out there as my way to start it.

[3:58:01] Trustee Smith: And I don't know if, Peter, you want to add to that? And then maybe the staff who wrote this

[3:58:06] Trustee Smith: briefing note we want to add something as well yeah

[3:58:10] Trustee Luckham: well thank you uh risa i would like to add

[3:58:13] Trustee Luckham: to that because i was sort of as you know i was a little surprised to hear um some of the challenges

[3:58:20] Trustee Luckham: that you're experiencing there because often on a day-to-day basis i think that our mapping is

[3:58:25] Trustee Luckham: pretty good and in fact in a ltc meeting setting some of the mapping components that come to us

[3:58:32] Trustee Luckham: as part of our reports I always think are excellent and they are excellent but it also

[3:58:36] Trustee Luckham: seems apparent that there's maybe more and certainly the collaborative piece of that

[3:58:41] Trustee Luckham: is definitely something that I can see as valuable what you contribute can contribute to the data

[3:58:47] Trustee Luckham: and maybe there's new layers and things that are necessary and would help planning as well as

[3:58:54] Trustee Luckham: anything that we have in the planning world obviously is going to help you out but I also

[3:58:58] Trustee Luckham: sort of captured the ability to be able to actually enter data live in the field and

[3:59:04] Trustee Luckham: that sort of thing as you're doing your property management functions and those sorts of things

[3:59:10] Trustee Luckham: is important. So if it's all right with others at this time, let's just see if I can turn to

[3:59:17] Trustee Luckham: Stefan Cermak was the most obvious individual for me to turn to here. Because of course,

[3:59:22] Trustee Luckham: at the moment, we're short on some staff in the GIS activities of the department. I think one

[3:59:29] Trustee Luckham: person is carrying all of the load at the moment, and we're recruiting and re-establishing and

[3:59:36] Trustee Luckham: advancing those people in there. But if there's a necessity to make some kind of a commitment,

[3:59:41] Trustee Luckham: then we should certainly be considering, in terms of advancing a different way of working together,

[3:59:49] Trustee Luckham: then we should definitely do that because as well said we said that the work doesn't get done if you

[3:59:53] Trustee Luckham: don't get somebody on it so step on CIRMAC you and I had the conversation not a surprise to you at this

[4:00:00] Trustee Luckham: time so um over to you thank

[4:00:03] Voice 12: you mr chair with respect i i can tell you the planning services

[4:00:07] Voice 12: current use of mapping and i can certainly tell you our needs and our historical use

[4:00:12] Voice 12: i i'm not sure in this context that this team is reporting to the cao and i'm not sure if the cao

[4:00:18] Voice 12: would like to speak before i do i'd be happy to um you know give you the planning perspective but

[4:00:23] Voice 12: i just want to give the floor to the cao as the proper reporting structure for the time being

[4:00:26] Voice 12: unless he likes to defer to myself no no thanks

[4:00:32] Voice 12: okay well thank you very much so you know as mr chair as we spoke uh you know it's best for me

[4:00:38] Voice 12: to just communicate how we use uh you know information services specifically with the gis

[4:00:42] Voice 12: function you know i report annually on our application use which we understand you know

[4:00:49] Voice 12: is at high volumes but receding from the covid high if you know we i call those the twin towers

[4:00:55] Voice 12: in terms of reporting annually as well as we're doing some pretty creative stuff which was based

[4:01:00] Voice 12: on the work that conservancy did and this is so we call it the suitable land analysis

[4:01:05] Voice 12: and that's incorporating all the data we can find in our gis layers in-house before we go

[4:01:11] Voice 12: incorporating external data and that was a lot of it was how we learned lessons from how the

[4:01:17] Voice 12: conservancy has been aggregating their data to make a single map there's a really good term for

[4:01:22] Voice 12: in GIS world. I can't remember what it's called. It's when you take all the variables and you put

[4:01:26] Voice 12: it into one color histogram and you basically are equating where the highest value of protection is.

[4:01:33] Voice 12: It's a brilliant map that the Conservancy does. I've used it for the last 14 years or so, or maybe

[4:01:37] Voice 12: not quite that long, at least the last decade. And so we took that same approach, which we have

[4:01:42] Voice 12: done in the past for a buildup map, but we put it to suitable land analysis while incorporating that

[4:01:47] Voice 12: information as well. And that, of course, takes a lot of brainpower with all this new software

[4:01:52] Voice 12: and all these techniques takes more time, more money, and more effort and all that. So

[4:01:59] Voice 12: while I'm very excited as a director to present that information to you, and it's based on the

[4:02:03] Voice 12: foundation of the work, we also recognize that our object of the trust is unique amenities

[4:02:09] Voice 12: and environment, they cannot be separated. And that you can see that the need for planning

[4:02:15] Voice 12: planning actually is also the need of the conservancy we are one and we can't build one

[4:02:21] Voice 12: without the other so as the planning director I recognize the need to get as much as that

[4:02:27] Voice 12: harmony together as possible and I'd be happy to answer any specific questions but certain my

[4:02:32] Voice 12: pitch is to support that business case for GIS coordinator we need more mapping than ever before

[4:02:38] Voice 12: and that's what you're talking about so how can I help answer any further questions

[4:02:47] Trustee Luckham: Sure. And I'm inclined to turn back to Risa again here, but just ask that, do you understand the concerns, I guess, expressed by Risa there about some of what she, and I'm not going to try and articulate what she said, but the remarks that she made there with respect to some shortfalls associated with collaboration and the tools available to us?

[4:03:17] Voice 12: So, Mr. Chair, are you asking me that question?

[4:03:20] Voice 12: Yeah.

[4:03:21] Voice 12: Honestly, I don't see a shortfall.

[4:03:23] Voice 12: What I see is, you know, we're short staff and we have a hard time getting all the work

[4:03:30] Voice 12: done that needs to get done.

[4:03:32] Voice 12: And so, you know, historically for the last number of years, we've struggled to even get

[4:03:36] Voice 12: some of the basic maps out.

[4:03:37] Voice 12: No judgment against the team there.

[4:03:41] Voice 12: They're just very busy.

[4:03:43] Voice 12: But we have been able to make roads doing some more advanced work, as I said, with the suitable land analysis.

[4:03:48] Voice 12: And that required clear thinking, clear objectives and a purposeful approach.

[4:03:53] Voice 12: We couldn't just ask generic questions. That would be very pointed.

[4:03:59] Voice 12: I don't know how the department there prioritizes their work, because I can certainly tell you we all go to them saying all our work is a priority.

[4:04:08] Voice 12: I've just recently learned about the conservancy's perspective about how much mapping they're behind, and hence why you see the business case.

[4:04:16] Voice 12: So I think, again, I think collaboration is actually, there's more collaboration happening perhaps than people are aware.

[4:04:23] Voice 12: And maybe that's just due to the history of someone like myself who's worked with the conservancy for over the years.

[4:04:28] Voice 12: We're aware of the information that's available from the conservancy, and we're incorporating it into the work that we're doing and planning.

[4:04:34] Voice 12: As a matter of fact, we could not advance the suitable land analysis without that baseline information from the Islands Trust Conservancy.

[4:04:40] Voice 12: It just wouldn't be a product that we could support.

[4:04:43] Voice 12: So I would say that's an example of how we're actually more collaborative and supportive overall.

[4:04:49] Voice 12: It's just, you know, could we do more? Absolutely.

[4:04:52] Voice 12: And how do we do that is really what I think is before us.

[4:04:54] Voice 12: And we have an opportunity to be more, to be greater.

[4:04:58] Voice 12: Right.

[4:04:59] Trustee Luckham: So then what you're saying is the business cases before us in the current budget cycle is what is needed to address some of the shortfalls and be able to deliver on some of maybe the backlog there, if I'm not mistaken.

[4:05:15] Voice 12: Without a doubt. And the CAO has been sort of conducting his investigation, seeing what the needs of information services are, which include GIS information.

[4:05:23] Voice 12: information. And there are various approaches being currently taken. There's a bit of a change

[4:05:28] Voice 12: over in the staffing there, without a doubt. And I think those are all being taken into consideration

[4:05:32] Voice 12: of where we're going forward. So it's a really good opportunity to have this discussion to

[4:05:37] Voice 12: prioritize how we do things. If I may be so bold, I think we need a policy directing such a discussion

[4:05:43] Voice 12: in the future. How do we prioritize the work of the information services for GIS? And so we kind

[4:05:48] Voice 12: of get a little bit more um certainty in the future without just a list of help tickets to

[4:05:55] Voice 12: the gis department and begging for them to do the work that we want them to do okay

[4:05:59] Trustee Luckham: well i see

[4:06:00] Trustee Luckham: trustee elliott's hand up but i want to go back to risa and let her sort of uh respond and then

[4:06:05] Trustee Luckham: directly uh let you co-chair that conversation with other trustees yeah

[4:06:10] Trustee Smith: so i i did want itc

[4:06:11] Trustee Smith: staff i don't know if anybody's here my screen doesn't show everybody is anybody from itc staff

[4:06:16] Trustee Smith: No.

[4:06:18] Voice 7: Yes.

[4:06:18] Voice 7: Director Frater's here representing ITC staff.

[4:06:20] Trustee Smith: Oh, okay.

[4:06:21] Trustee Smith: So maybe you can just add a bit in the perspective of ITC staff.

[4:06:28] Trustee Smith: Like, I mean, it's my understanding that we don't have access to the GIS system to put

[4:06:34] Trustee Smith: in our data, but maybe I'm wrong about that, and that we don't have sort of data management

[4:06:43] Trustee Smith: management electronically that would then feed into mapping so I'd like to just hear

[4:06:49] Trustee Smith: from our perspective about that because it sounds like Director Cermak feels that everything's

[4:06:57] Trustee Smith: great and I appreciate his perspective I'm just wondering if maybe it's not so great

[4:07:02] Trustee Smith: from the collaboration perspective.

[4:07:05] Voice 7: So happy to speak to that what I will say there's been a constraint on GIS time we simply

[4:07:10] Voice 7: haven't had the staff resources available. I think Director Cermak spoke to that and I would echo that

[4:07:16] Voice 7: and I think staff will all support, re-echo our support for the new GIS coordinator position to

[4:07:21] Voice 7: add that needed capacity to the team such that they can adequately handle all the requests that

[4:07:26] Voice 7: are coming their way. With regard to the technology piece, the Conservancy has struggled with the

[4:07:32] Voice 7: technology. They, you know, try to take a very frugal approach and try to sort of put a brown

[4:07:38] Voice 7: paying in a square whole pool around having their data held in a mapping tool called tapas info that

[4:07:43] Voice 7: was intended for the planning department it had you know my interviews with staff have demonstrated

[4:07:47] Voice 7: that's not a lot a good long-term approach it's never worked it's not we've never had the resources

[4:07:52] Voice 7: to customize it to make it work at this point the recommendation is to move to an off-the-shelf

[4:07:57] Voice 7: product they can hold property management information and the conservancy has advanced

[4:08:02] Voice 7: advance that business case to financial planning committee for consideration.

[4:08:08] Voice 7: And so I think on the staff resourcing piece and the property management database piece,

[4:08:14] Voice 7: those ones have resolutions that have been advanced to financial planning committee for

[4:08:18] Voice 7: consideration and in terms of those business cases.

[4:08:22] Voice 7: With regard to the reference to the in the field technology piece, we are trying to solve

[4:08:27] Voice 7: that is fiscaled through conservancy funds the contract hopefully to bring in a consultant to

[4:08:33] Voice 7: work with us to do some more customization of an app that's needed so i'm working with staff

[4:08:39] Voice 7: to address that one as an urgent priority before the next field season with regard to future

[4:08:44] Voice 7: allocation of gis staff members time at the bottom of this briefing you'll see there was

[4:08:49] Voice 7: a recommendation um to the board and we just repurposed this briefing due to a lack of time

[4:08:55] Voice 7: suggesting that there sort of be an ongoing consideration of a dedicated time for conservancy matters so that sort of not deprioritized for urgent planning work all the time.

[4:09:07] Voice 7: And we sort of threw a number of about 40% of coordinator time. I think on reflection, we're looking for a certain percentage of the team's time, both technician and coordinator,

[4:09:16] Voice 7: recognizing that many of the projects of the conservancy ultimately are used by the planning department.

[4:09:21] Voice 7: As the Director of Planning noted, the suitability land analysis work could not have happened without the Conservancy maps and the sort of model that was built for the regional conservation plan.

[4:09:32] Voice 7: So we are in partnership, and I think it's a mutually beneficial arrangement. If the ecosystem products of the Conservancy are improved, it will also benefit the Planning Department.

[4:09:41] Voice 7: Happy to take any questions around that quick summary.

[4:09:45] Trustee Smith: Maybe I can let Trustee Elliott speak because her hand's been up for a really long time.

[4:09:51] Trustee Smith: And we only have five more minutes for this session.

[4:09:53] Trustee Smith: I

[4:09:54] Voice 10: just wanted to note that in this agenda package, there is a briefing on climate change

[4:10:00] Voice 10: adaptation, mitigation, and executive committee has been sort of working this.

[4:10:06] Voice 10: What are the regulatory tools that we've had in place for climate change?

[4:10:10] Voice 10: But I think we're at a point in time where if we don't get the proper mapping tools,

[4:10:16] Voice 10: We are not going to be able to address the projection scenarios, sea level rise, erosion, all the other issues that are coming with climate change.

[4:10:26] Voice 10: So this is actually an important consideration that's not in the business case, but it's critical to the work of both the Islands Trust and the Conservancy is how do we address climate change?

[4:10:40] Voice 10: we need to know what the land and the water and the shoreline, sort of where they're at and where is it going.

[4:10:48] Voice 10: The second point that I wanted to bring up is there's a challenge because there's a misperception perhaps among some trustees

[4:10:57] Voice 10: that as a local government, we should be sharing mapping resources with regional districts or other agencies.

[4:11:05] Voice 10: And I just wondered if we could very briefly speak to why a customized in-house solution is really the only solution, that it's not possible to share this kind of technology or second other agencies mapping tools for our work.

[4:11:24] Voice 10: It keeps coming up and I'm like, I don't know what to say.

[4:11:27] Voice 10: You can't do it.

[4:11:28] Voice 10: But I'd like a better argument than that.

[4:11:34] Trustee Smith: But I don't know if either staff wants to respond to that.

[4:11:39] Trustee Smith: I actually am totally in agreement with that as well,

[4:11:42] Trustee Smith: that we may have GIS to do what we're doing now,

[4:11:45] Trustee Smith: but there's so much future work that needs to be done in climate change,

[4:11:50] Trustee Smith: where the storm surge is going to happen,

[4:11:53] Trustee Smith: where the vulnerable property is on the islands.

[4:11:55] Trustee Smith: And there's some global mapping that's been done in that way

[4:11:58] Trustee Smith: that includes the Islands Trust Area, but it's global mapping,

[4:12:02] Trustee Smith: so it's never really very good.

[4:12:04] Trustee Smith: at the local level. So I think that Director Cermak raised an issue that we really need a policy

[4:12:12] Trustee Smith: to move forward together, prioritize what the GIS people do. I think that that was a very

[4:12:21] Trustee Smith: important statement made by Director Frater that, you know, we're asking for some dedicated time

[4:12:28] Trustee Smith: for ITC staff from the GIS staff because they're prioritizing and it may be that always

[4:12:36] Trustee Smith: land use decisions are the most important because they're probably the most pressing like we need

[4:12:41] Trustee Smith: some result for a meeting tomorrow so I was just wondering if maybe since we only have a few

[4:12:47] Trustee Smith: minutes left what we need is to agree here to develop some policy on prioritizing the GIS staff

[4:12:57] Trustee Smith: work which would include some dedicated time always for ITC and we'd have to work on that

[4:13:06] Trustee Smith: sort of joint policy together and also expanding what they do to include these other issues

[4:13:13] Trustee Smith: particularly climate change and I would also suggest there might be a First Nations application

[4:13:19] Trustee Smith: application for GIS as well, like which islands overlap with which First Nations have which

[4:13:27] Trustee Smith: ecological importance, etc. So I don't know if that's true or not, but I'll just put that out

[4:13:32] Trustee Smith: there, what people think about agreeing. We can't do it here. We only have about two minutes left,

[4:13:37] Trustee Smith: but if we agree to develop a policy together that would prioritize the GIS work so that we can be

[4:13:46] Trustee Smith: more integrated and that ITC can make better use of the GIS we have. So I'll put that out there.

[4:13:54] Trustee Smith: What do people think if that's a good outcome of this discussion or not?

[4:13:59] Trustee Luckham: Sure and I see Susan Yates has got her hand up. So it seems to me like perhaps we would like to

[4:14:05] Trustee Luckham: seek advice from staff on options for prioritizing GIS resources for the Island Trust Conservancy.

[4:14:11] Trustee Luckham: So I'll just put that out there and I'll go to Susan Yates.

[4:14:15] Voice 19: Thank you, Chair Luckham.

[4:14:16] Voice 19: It is exactly what I was going to ask for.

[4:14:19] Voice 19: So, thank you.

[4:14:23] Trustee Luckham: Okay.

[4:14:24] Trustee Luckham: So, any other thoughts?

[4:14:26] Trustee Luckham: Or, Stefan, seeing as you started the policy conversation, does that sound like a reasonable

[4:14:32] Trustee Luckham: direction to ask you for some options on prioritizing GIS resources for the ITC?

[4:14:37] Voice 12: Well, I suggested it, so there you go.

[4:14:40] Voice 12: Sorry, Mr. Chair, I'm being facetious.

[4:14:42] Voice 12: But yes, of course, I think it's a smart move.

[4:14:44] Voice 12: I will offer the following considerations, is that we are in the process of reconsidering the Information Services Department and how it's organized and how it works and hiring sort of the lead hand in that in terms of we've lost Mark VanBakel and so hiring his replacement.

[4:15:03] Voice 12: I imagine he would want to have an input or she would want to have an input into that position, whomever fits in that bill.

[4:15:08] Voice 12: In the same token, we also have Director Marler re-crafting all the policies.

[4:15:14] Voice 12: And so I would, you know, as much as I love writing policies, I might encourage that this new hire, whomever they may be, work with the policy whiz and then bring that back at a suitable time.

[4:15:25] Voice 12: But I don't see that in the very near future, but probably more like a six-month window type thing.

[4:15:30] Voice 12: And if that's okay, I think it's a good start.

[4:15:32] Trustee Luckham: Yeah, and I purposely avoided the word policy just to provide.

[4:15:37] Trustee Luckham: Sorry, you're right.

[4:15:38] Trustee Luckham: provide options and so um i'm not quite sure how the voting would work at the joint meeting here

[4:15:44] Trustee Luckham: but uh if an executive committee let's say a hand up there in the boardroom an executive committee

[4:15:49] Trustee Luckham: member wanted to make a motion to ask staff to look into those options that would be helpful

[4:15:56] Trustee Luckham: over to the boardroom in case you were going down a slippery slope here you

[4:16:01] Voice 18: know mr chair it's uh

[4:16:02] Voice 18: russ here um i think coming out of this meeting i'm hearing that the conservancy in a is asking

[4:16:10] Voice 18: you to support uh the provision of additional gis resources and seeing whether you agree with that

[4:16:18] Voice 18: and as you're sitting at the financial planning table and ultimately we'll be voting on the budget

[4:16:23] Voice 18: in march that that be a consideration right now we have one fte dedicated to gis yeah

[4:16:31] Voice 16: so that's

[4:16:33] Voice 18: just simply not enough so there has been a request for additional resources or

[4:16:39] Voice 18: see where Trust Council lands but that's the first place is the resources and

[4:16:44] Voice 18: then how we allocate you know if we get those fantastic and then we can start

[4:16:48] Voice 18: looking at how do we allocate those resources evenly so that's just the

[4:16:52] Voice 18: resourcing side but you can see from this report and from just the

[4:16:55] Voice 18: discussions at the table there's also the the concept that the the

[4:17:00] Voice 18: The Conservancy has not been modernized with regards to GIS as it should have been over time.

[4:17:08] Voice 18: And there's pieces that need to be added so that they can just do their work almost to catch up to a regular level.

[4:17:16] Voice 18: I'm certainly hearing that message.

[4:17:19] Voice 18: And indeed, we are taking a look at how information services are being provided across the Trust.

[4:17:26] Voice 18: Before Mark left, we had lots of discussions around GIS that is right now the bottleneck for the organization.

[4:17:33] Voice 18: So we have to maintain information services so it provides regular information services and computing and telephony and all those things, but also reconsider GIS.

[4:17:44] Voice 18: And it's apparent that we just don't have enough resources right now to satisfy where the conservancies ended up and the planning needs as well.

[4:17:56] Voice 18: So, item one is going to be landing that position to see if it happens, and from there, coming

[4:18:02] Voice 18: together and figuring out, okay, well then, now that we've got it, how are we going to

[4:18:06] Voice 18: allocate it?

[4:18:07] Voice 18: And GIS, of course, is not just a flat horizon.

[4:18:11] Voice 18: There's GIS administration, right?

[4:18:13] Voice 18: The one FTE we have is a technician position, so we also need some fundamental thinking

[4:18:21] Voice 18: around GIS you know how to structure our databases and all the more complicated

[4:18:26] Voice 18: administrative questions so hiring in the right level that makes us have a

[4:18:30] Voice 18: complete service GIS service it's going to be important and ultimately in the

[4:18:36] Voice 18: person who occupies the lead position what kind of experience do they have can

[4:18:41] Voice 18: they bring to the table from a circle management perspective to GIS that's

[4:18:47] Voice 18: going to be really interesting to know um as we as we move on and rethink how we get this service to

[4:18:55] Voice 18: uh to be more equitable um

[4:18:58] Trustee Smith: so what i'm hearing i'm very cognizant of time because i this item

[4:19:03] Trustee Smith: we're already over time and the other items actually incredibly important um i'm not hearing

[4:19:08] Trustee Smith: emotion coming out of this i couldn't see because it's so tiny was that russ speaking there

[4:19:13] Voice 5: yes yes

[4:19:15] Trustee Smith: Oh, okay. I'm hearing him say that we can't really have a motion until we find out if we get the position. I'm hearing some differences of opinion, one that we're doing great with GIS, the other is that, well, we're short of staff and maybe not doing so great.

[4:19:33] Trustee Smith: So I think really where I'm hearing this land is that we have to bring this back.

[4:19:43] Trustee Smith: Like we at ITC, from our perspective, we do need to be brought up to speed in GIS and we need to be integrated with the whole Islands Trust.

[4:19:52] Trustee Smith: trust. So maybe a motion like that, Russ, maybe I can just put that up there. Moving forward that

[4:20:00] Trustee Smith: what we want staff to do is present some options on how ITC can be better integrated with the

[4:20:10] Trustee Smith: broader Islands Trust GIS. Is that something simpler that would be possible?

[4:20:16] Trustee Smith: That

[4:20:16] Voice 18: makes sense.

[4:20:21] Trustee Luckham: Okay, yeah, because I think I'm interested in not losing.

[4:20:25] Trustee Luckham: We got a little motion coming up here that's great.

[4:20:29] Trustee Luckham: I, I don't want to lose track of this so that when we get the resources in place.

[4:20:35] Trustee Luckham: That is on the table for consideration so that we can advance this topic so executive committee request staff to.

[4:20:46] Trustee Luckham: too. If the executive committee, I haven't heard anything contrary to what has been said,

[4:20:54] Trustee Luckham: brought to us today, and that we would like to see some reporting on this, but

[4:21:01] Trustee Luckham: I still think that it's request staff to provide the EC and ITC with options with respect to

[4:21:14] Trustee Luckham: uh uh gis so just leave it at that i don't want to characterize it in any way shape or form really

[4:21:21] Trustee Luckham: and so uh step on sir mac is that satisfactory given the conversation it's all about what the

[4:21:29] Trustee Luckham: conversation was as much as what the direction is and this will just be a marker there for your

[4:21:34] Trustee Luckham: new gis person when they come in my mind

[4:21:38] Voice 12: i certainly think uh staff can work with that

[4:21:40] Voice 12: Mr. Chair.

[4:21:41] Trustee Luckham: All right. So can I get a second? Oh, I see Trustee Elliott, are you seconding that?

[4:21:47] Voice 10: Just a comment. Are we talking, are we thinking about including the conservation GS skill set

[4:21:54] Voice 10: in the job description? Is it a second motion or we're just exploring sort of the range of options,

[4:22:02] Voice 10: including resource allocation and that skill set? I

[4:22:06] Trustee Luckham: want to keep it broad. And I think that that,

[4:22:08] Trustee Luckham: But from what I heard from the CAO, he's spent some time thinking about this.

[4:22:14] Trustee Luckham: Stepan is aware of it.

[4:22:15] Trustee Luckham: And we don't need to get too deep into the weeds here.

[4:22:19] Trustee Luckham: This will keep our eye on it, which I think is the intention.

[4:22:22] Trustee Luckham: Risa, do you agree with that?

[4:22:24] Trustee Smith: I do.

[4:22:25] Trustee Smith: I just, it's just a bit, this is very, very general.

[4:22:27] Trustee Smith: So I'm not sure what would happen with it.

[4:22:29] Trustee Smith: Maybe a little bit too general because it doesn't indicate that we're trying to seek

[4:22:33] Trustee Smith: some way for EC and ITC to work together, you know, to have one GIS system. But maybe this,

[4:22:41] Trustee Smith: this is because you set

[4:22:44] Trustee Luckham: the stage for the conversation later that will drill down into

[4:22:47] Trustee Luckham: the depths, I think, in my mind.

[4:22:49] Trustee Smith: And Trustee Yates, his hand is up. And then I suggest that

[4:22:52] Trustee Smith: we just vote on this motion because we only have 20 minutes left for the next. So

[4:22:56] Trustee Luckham: that motion is

[4:22:57] Trustee Luckham: moved. Did I have a seconder, Trustee Elliott, from you? Yes, okay. So then, Trustee Yates,

[4:23:04] Trustee Luckham: and then let's vote on it and get on to the next topic.

[4:23:07] Voice 19: Okay, yeah, I was only going to suggest

[4:23:08] Voice 19: that we say provide the EC and ITEC with options for sharing GIS resources. I didn't know if that

[4:23:16] Voice 19: was any more helpful or not.

[4:23:19] Trustee Luckham: I think that that's a good friendly amendment, sharing GIS resources,

[4:23:23] Trustee Luckham: which is that they'll cover it,

[4:23:25] Trustee Luckham: give us a bit more certainty there.

[4:23:28] Trustee Luckham: So therefore, I think EC members, I'm gonna suggest

[4:23:32] Trustee Luckham: let's call for the vote.

[4:23:33] Trustee Luckham: All those in favor?

[4:23:37] Trustee Luckham: Trustee Peterson in favor or no?

[4:23:40] Trustee Luckham: Yeah, there you are.

[4:23:40] Trustee Luckham: So that's a unanimous on our part here.

[4:23:43] Trustee Luckham: And I think that's satisfactory for the nature of the work.

[4:23:48] Trustee Luckham: And so super.

[4:23:49] Trustee Luckham: So let's go to the next item, which again,

[4:23:52] Trustee Luckham: Again, the provincial funding request for the Island Stress Conservancy has been long on our table, Executive Committee and Council, and I think the last go-round was to advance this at the opportune moment with the province.

[4:24:07] Trustee Luckham: And certainly every conversation we have with the province always, and in fact, you know, I was quite excited when Minister Cullen, in the last go round of ministers, I thought really understood the point that there needs to be some different funding model associated with conservancy work at the Islands Trust, because at this moment, it's only the taxpayers of the Islands Trust area that pay for it.

[4:24:32] Trustee Luckham: and um that message i think was heard and um and then unfortunately changed ministers and

[4:24:38] Trustee Luckham: we're sort of rebuilding that relationship now but there's an opportunity in the future so um

[4:24:44] Trustee Luckham: lisa you've suggested a slightly alternative thing associated with a business case being

[4:24:49] Trustee Luckham: developed by the conservancy and i certainly was supportive of that so why don't you air that and

[4:24:54] Trustee Luckham: then let's see what um where that goes okay

[4:24:58] Trustee Smith: so we had um we had been talking at the itc board

[4:25:01] Trustee Smith: about telling our story of how the ITC is actually helping

[4:25:08] Trustee Smith: and really central to implementation

[4:25:12] Trustee Smith: of the preserve and protect mandate of the trust

[4:25:15] Trustee Smith: and recognizing that we're also helping implement it

[4:25:19] Trustee Smith: for all of British Columbians.

[4:25:22] Trustee Smith: And I think we have a good story to tell

[4:25:24] Trustee Smith: in terms of the conservation lands we have,

[4:25:26] Trustee Smith: the way we work, the way we monitor what we have,

[4:25:29] Trustee Smith: which is sounds obvious but everybody doesn't do that as well as we do so we should be proud of

[4:25:35] Trustee Smith: that um and also in that uh how we're you know thinking about the province's commitment to

[4:25:43] Trustee Smith: protecting 30 uh 30 percent of the oceans and lands by 2030 our role in that particularly in

[4:25:50] Trustee Smith: the difficult area where most of our land is private land so i think we have a story to tell

[4:25:55] Trustee Smith: And we really have to be enabled to tell that story together and present that story as something from the Islands Trust and the ITC together, seeking government to really support the ITC in a stronger way to implement these kinds of policies.

[4:26:14] Trustee Smith: And I'll just say one other side of that. I didn't want to talk about this here, but just to present it to you that we just a day ago received a letter from the ministry saying that they denied acceptance of our interim three-year plan.

[4:26:32] Trustee Smith: And the reason they've done that is because they want us to consult more with First Nations,

[4:26:39] Voice 5: which

[4:26:40] Trustee Smith: was what our interim plan was intending to do. So it's kind of frustrating, but we'll discuss that at the ITC board. It's just new.

[4:26:49] Trustee Smith: but I would say in telling our story that in that aspect there's a lot of things that ITC

[4:26:56] Trustee Smith: would be well positioned to do that we don't do now like we have a lot of tools we have covenants

[4:27:01] Trustee Smith: we own property we work with other levels of government we have many partners but one thing

[4:27:07] Trustee Smith: we don't do is indigenous protected and conserved areas and that's a whole field of interest

[4:27:12] Trustee Smith: internationally in my international work the Canadian government has put billions of dollars

[4:27:18] Trustee Smith: into this. And the provincial government has as well. So that could be a new tool that we would

[4:27:24] Trustee Smith: be very well positioned to develop as part of our sort of toolkit of the kinds of protection

[4:27:32] Trustee Smith: we provide. And also in the sort of world of protected areas internationally, but also in

[4:27:41] Trustee Smith: Canada and BC, we're moving towards this model of protection that isn't sort of pristine protection,

[4:27:47] Trustee Smith: but allow sustainable use, particularly First Nations sustainable use.

[4:27:52] Trustee Smith: And we could have a good policy that relates to that as well.

[4:27:56] Trustee Smith: We already do that to some extent.

[4:27:58] Trustee Smith: And we could, if we had a good story to tell

[4:28:01] Trustee Smith: and we're enabled to tell that story together,

[4:28:04] Trustee Smith: I think that there'd be a good case for funding from the province

[4:28:10] Trustee Smith: to help it implement its provincial strategies,

[4:28:14] Trustee Smith: which we're already doing.

[4:28:15] Trustee Smith: So put that out there.

[4:28:16] Trustee Smith: it would have to be executives saying yeah they want to go together with us and do this and tell

[4:28:20] Trustee Smith: this story so i'll open it up and i don't know if any staff of uh director freighter you want

[4:28:26] Trustee Smith: to comment on that as well um

[4:28:30] Trustee Luckham: maybe i'll just comment and at this point you know sorry to hear

[4:28:36] Trustee Luckham: about the plan and but it's obviously a double-edged sword here and that um it's interesting

[4:28:43] Trustee Luckham: Everything often plans and OCPs and whatever annual reports are just sort of received or endorsed in how they're presented.

[4:28:52] Trustee Luckham: And good for us, we're doing good work.

[4:28:53] Trustee Luckham: And in this particular situation where this is an engagement, which is significant, it's an opportunity.

[4:29:02] Trustee Luckham: The province has said, no, okay, province, let's work together and get this better.

[4:29:07] Trustee Luckham: So I think there's a real opportunity here.

[4:29:09] Trustee Luckham: we've got the attention of the province on this topic and they're encouraging a direction and we

[4:29:14] Trustee Luckham: definitely want to go in that direction so um i certainly would look forward to working closer

[4:29:19] Trustee Luckham: with the uh with the honest trust conservancy chair when we meet with the provincial staff

[4:29:24] Trustee Luckham: to have that voice at the table is what i would offer and um and so uh does uh director freder

[4:29:33] Trustee Luckham: do you have anything to add on this or if you just go around and see what trustees think um

[4:29:38] Voice 7: Certainly, I think there is still some, despite the Minister not approving the plan, I would say it is a more complex environment in which to make a funding ask.

[4:29:46] Voice 7: But certainly there is scope for exploring options that could include stronger partnerships with First Nations, which inevitably requires more resourcing.

[4:29:54] Voice 7: And we're getting lots of requests from nations to work with us at a foundational level on management.

[4:30:00] Voice 7: planning. They want to have a role in management of the reserves. They'd like to have access

[4:30:03] Voice 7: for harvesting. So I think there's certainly a story there that can be built out potentially

[4:30:09] Voice 7: around those partnerships that could be sort of travel in, alongside or to work with nations

[4:30:16] Voice 7: around the development of the next plan. I suspect it wouldn't be ready imminently. It's

[4:30:22] Voice 7: going to require time and conversation.

[4:30:27] Trustee Luckham: Okay. Any other remarks, suggestions, thoughts?

[4:30:36] Trustee Smith: I will say one thing, Chair Luckman. I actually am of the same thinking as you in that I've been

[4:30:42] Trustee Smith: thinking about this ever since we got this letter thinking, wow, what is this? And I do think it's

[4:30:47] Trustee Smith: an opportunity because we do have their attention and we can deliver. I don't think we can deliver

[4:30:54] Trustee Smith: on the type of engagement that they actually want us to do with the resources that we have.

[4:30:58] Trustee Smith: I don't think we can do that. But I think we do want to deliver on that. And I think the executive wants to deliver on that too. So, so there is an opportunity, maybe a conversation to have appropriate funding, just for this aspect, or some other mechanism to do it.

[4:31:19] Trustee Smith: But I don't know.

[4:31:21] Trustee Smith: But I do think that I like that invitation that we could be involved together when you go to the province, that we do have a story to get to tell.

[4:31:30] Trustee Smith: Maybe we need to pull our story together in a, you know, in a short, concise and really powerful way.

[4:31:38] Trustee Smith: And it would be up to the board really to direct our staff to do that.

[4:31:42] Trustee Smith: I don't, again, we're short staff too, but I think it's important.

[4:31:45] Trustee Smith: But anyways, I do appreciate you saying like the crisis is the opportunity and in this case

[4:31:49] Trustee Smith: I think it it really could be trustee Elliot and then someone of the boardroom is is the boardroom Russ

[4:31:57] Trustee Smith: I can't see

[4:32:05] Voice 18: We can call him a friend but he's an elected official

[4:32:16] Voice 10: So I just wanted to briefly situate this in the longer conversation or deeper conversation.

[4:32:23] Voice 10: I have been looking back at the minutes of ITC liaison, EC liaison meetings.

[4:32:28] Voice 10: And in 2019, it was in the minutes, there was expressed a need for a cooperative independence between the ITC and EC and the role of that in future relations with the province.

[4:32:40] Voice 10: Again, this was brought up in 2020.

[4:32:42] Voice 10: 2020. One of the specific interesting pieces that could be a practical ask is the amendment

[4:32:50] Voice 10: of NAPTEP to align with UNDRIP. For instance, the fact that certain cultural areas for protection

[4:32:59] Voice 10: are really just limited to colonial historical sites, but First Nations cultural sites are not

[4:33:06] Voice 10: eligible with the exception of culturally modified trees. So when it comes to crafting this overall

[4:33:14] Voice 10: strategy, what I had envisioned is that we take the work that the governance committee is doing

[4:33:21] Voice 10: and how we're changing things in-house. Internally, we report out on that. Conservancy's

[4:33:31] Voice 10: role is what have we done to uh conserve and protect areas for the mandate this is the

[4:33:38] Voice 10: shining star of what we are accomplishing and then what are the governance and structural

[4:33:45] Voice 10: pieces that we cannot address and so part of that is um the co co co-development of um

[4:33:54] Voice 10: conserved and protected areas with first nations that we cannot but yet the province is demanding

[4:34:00] Voice 10: that. For instance, for freshwater management, there's not going to be any plans that are funded

[4:34:05] Voice 10: that are not co-developed with nations. And we simply don't have the capacity to do that. So

[4:34:10] Voice 10: province, if you want us to continue this good work and do it in light of DRIPA and the amending

[4:34:17] Voice 10: legislation, how can we be included, I think is the ask and what structurally might need to change

[4:34:25] Voice 10: change in order to support that work. And I'll tell you right now, the Bowen Island

[4:34:30] Voice 10: municipality fee tax levy is one of the biggest constraining factors that depresses or suppresses

[4:34:39] Voice 10: conservancy and programs work, because it's always that consideration of the adjustment

[4:34:46] Voice 10: for the taxation formula. And so that's where we have to. Yeah, so basically, we need a grant

[4:34:54] Voice 10: or some way to support this ongoing work,

[4:34:57] Voice 10: conservancy and programs and services

[4:34:59] Voice 10: and ecosystem protection that isn't land use planning

[4:35:03] Voice 10: because it kind of gets unfairly penalized

[4:35:06] Voice 10: with the BIM levy.

[4:35:08] Voice 10: So these are big pieces,

[4:35:10] Voice 10: like the province needs to look

[4:35:11] Voice 10: at the structural pieces again

[4:35:14] Voice 10: and say, how can we fulfill the mandate

[4:35:16] Voice 10: in the light of DRIPA and reconciliation

[4:35:19] Voice 10: in the 21st century?

[4:35:24] Trustee Smith: Wow, that's great.

[4:35:25] Trustee Smith: um all this group in the boardroom and

[4:35:28] Trustee Luckham: still up in the boardroom yeah so thanks i was actually

[4:35:32] Voice 18: going to speak to very something very similar uh to trustee elliot and that was in 2019

[4:35:37] Voice 18: uh i it's my impression only i'll leave you with that is that trust council saw cooper and

[4:35:45] Voice 18: the itc there was the itc was a natural expression um of the object of the trust it

[4:35:54] Voice 18: was tangible there was land that's being protected on a day-to-day basis it was

[4:36:02] Voice 18: measurable there's a lot of attractive elements associated with the ITC work it

[4:36:07] Voice 18: was hived off from the land use planning independent islands sort of land

[4:36:14] Voice 18: management question it was more universal so that seemed like a

[4:36:18] Voice 18: compelling argument in 2019 around you know let's approach the province and

[4:36:24] Voice 18: and reveal this a little bit better and and see if that if that's a way to advance the conversation

[4:36:30] Voice 18: around funding and it's great to hear this conversation maturing because things have

[4:36:34] Voice 18: changed and um in the development of a strategy it's uh it might be the very things that you're

[4:36:44] Voice 18: talking about in terms of working with nations around how around this land base and then funding

[4:36:50] Voice 18: may follow from that um as opposed to the other way around when the conversation first started

[4:36:56] Voice 18: 2019 and then frankly what happened is covid hit and the province they reallocated everything to

[4:37:03] Voice 18: that and they shut down this these initial conversations that um chair lockham and others

[4:37:08] Voice 18: were having with them around this so this is i think you're being wise about sort of reframing

[4:37:14] Voice 18: and re-talking about what would be a strategy going forward um to have this conversation and

[4:37:21] Voice 18: just a note to keep to keep abreast of what the governance committee and the overall request to

[4:37:28] Voice 18: the province for consideration which had a funding element to it those things have to be harmonized

[4:37:34] Voice 18: in some way um because they can't be independent but it's not a strategy to have two different

[4:37:39] Voice 18: different concepts going forward. So this discussion has to somehow harmonize with

[4:37:43] Voice 18: what comes out of that request that went to the province from Trust Council. So I leave you those

[4:37:52] Voice 18: two scintillating thoughts.

[4:37:56] Voice 5: I purposely

[4:38:01] Voice 14: put my hand

[4:38:02] Trustee Luckham: up to speak here because I'm going to come

[4:38:08] Trustee Luckham: back to opportunity. This is interesting. And I got to say, every time I ever have a conversation

[4:38:13] Trustee Luckham: with out-of-trust conservancy members and staff,

[4:38:17] Trustee Luckham: it's always encouraging and enlightening

[4:38:19] Trustee Luckham: to remember the important work

[4:38:21] Trustee Luckham: that the out-of-trust conservancy does

[4:38:23] Trustee Luckham: on behalf of the out-of-trust

[4:38:25] Trustee Luckham: that is fundamental to the work

[4:38:27] Trustee Luckham: that we were created to do.

[4:38:30] Trustee Luckham: So back to opportunity.

[4:38:34] Trustee Luckham: Back whenever the last time we discussed this,

[4:38:37] Trustee Luckham: the notion was is that the EC should advance

[4:38:40] Trustee Luckham: this funding for the conservancy.

[4:38:45] Trustee Luckham: at the most opportune time. Well, it occurs to me now, this is the opportune time because the

[4:38:52] Trustee Luckham: province has provided us that opportunity to enter into a conversation with the Conservancy,

[4:38:57] Trustee Luckham: which despite, and absolutely I agree with everything that the CAO has said there about

[4:39:04] Trustee Luckham: harmonizing. However, there's almost now at this segue two different conversations.

[4:39:09] Trustee Luckham: conversations one which is uh the governance model and the honest trust and all of those things which

[4:39:14] Trustee Luckham: is a really big topic that has yet to be fully resolved by the governance committee or council

[4:39:20] Trustee Luckham: or anybody um is one conversation the other conversation that is now before us is uh

[4:39:27] Trustee Luckham: essentially um no this plan isn't satisfactory come back to us with a new plan and so that

[4:39:34] Trustee Luckham: That conversation obviously involves, as Chair Smith has said, funding in order to do the

[4:39:42] Trustee Luckham: work, to establish things and do the research, to figure out, engage with nations, to, as

[4:39:47] Trustee Luckham: we all know, ask the nations how they want to be engaged.

[4:39:51] Trustee Luckham: Don't tell them how we're going to engage with them.

[4:39:54] Trustee Luckham: And so there's a lot here.

[4:39:56] Trustee Luckham: And so I would suggest maybe there is an opportunity for not a harmonized conversation, this treating

[4:40:03] Trustee Luckham: these as two discrete conversations and advancing that but obviously in the time remaining i've

[4:40:09] Trustee Luckham: opened up a big can of worms and um that there's uh lots of room but i think this conversation in

[4:40:16] Trustee Luckham: that letter there's no doubt that uh director freighter you're you're going to have some

[4:40:21] Trustee Luckham: thoughts on this and that'll be a conversation that the others just conservancy um and i would

[4:40:26] Trustee Luckham: say that i'd like to be involved in that conversation in some fashion um and ec i'm

[4:40:30] Trustee Luckham: sure also would want to be involved in that conversation to see what the steps forward are

[4:40:35] Trustee Luckham: to assist you in getting your required plan in place so i don't know if that resonates with

[4:40:43] Trustee Luckham: anybody and um there you go that's my part wow

[4:40:52] Trustee Smith: two different ways to go i'm excited

[4:40:55] Trustee Smith: uh maybe um director freighter do you want to comment at this time or

[4:41:01] Trustee Smith: maybe no i

[4:41:03] Voice 7: don't yeah okay

[4:41:05] Trustee Smith: so i'm not sure like i don't i don't like to it's just my nature i don't

[4:41:09] Trustee Smith: like to ever leave a this is a kind of a very rich conversation and i love that there's two

[4:41:13] Trustee Smith: different directions to go because you have to think about it um we need to have something to

[4:41:18] Trustee Smith: follow up so that just doesn't get dropped so i don't know if it's emotion or if it's um uh i'm

[4:41:26] Trustee Smith: just not sure how to make that happen maybe a motion is the way to go um just to um i don't

[4:41:35] Trustee Smith: know we have to have a specific maybe we need a specific is it possible that we need a specific

[4:41:40] Trustee Smith: discussion with the governance committee or or not i know

[4:41:44] Trustee Luckham: no no

[4:41:45] Trustee Smith: that

[4:41:46] Trustee Luckham: that gets more maybe but

[4:41:48] Trustee Luckham: that gets more complicated but you know i think and maybe a director can assist freder can assist

[4:41:53] Trustee Luckham: assist us there, is that you've received this letter. You need to forward that to executive

[4:41:59] Trustee Luckham: committee. And I think that determine how it is that as an agency, you want to proceed with that

[4:42:06] Trustee Luckham: and then come back to us and ask us for whatever support you need to do that work. But obviously,

[4:42:12] Trustee Luckham: that's internal to you. I think, correct me if I'm wrong, Claire, we sort of endorsed the

[4:42:20] Trustee Luckham: conservancy plan um and so i think there's a focus here right or wrong there's a focus here

[4:42:28] Trustee Luckham: on what to do and and maybe if there's a there is a real opportunity to be explored we could do that

[4:42:33] Trustee Luckham: but i don't think we necessarily need in motion because it's kind of in your i think it's in your

[4:42:37] Trustee Luckham: hands around that particular thing which i think dovetails into this ask you tell you tell your

[4:42:43] Trustee Luckham: story. So it's part of the story. Trustee Elliott?

[4:42:48] Voice 10: I would suggest that the Conservancy Board needs

[4:42:51] Voice 10: to do some thinking on its needs. What do we need to engage in a fuller way with First Nations and

[4:43:02] Voice 10: develop some, well, the framework? What would be the framework for those processes that would lead

[4:43:10] Voice 10: us into potential co-management or governance so that's i think and probably a conversation for the

[4:43:17] Voice 10: conservancy but i think for executive committee to indicate that we support having the conservancy as

[4:43:26] Voice 10: part of this conversation with regard to the provincial review um is is just that's that's

[4:43:33] Voice 10: probably where we're at right now we need to just keep working on this yeah

[4:43:39] Trustee Luckham: and i put my hand up

[4:43:41] Trustee Luckham: again just because i'm sort of trying to get into the habit doing that um i think you know you're

[4:43:48] Trustee Luckham: the answers conservancy is really an autonomous body um certainly it's a part of the federal

[4:43:53] Trustee Luckham: preparation framework and

[4:43:55] Voice 14: maybe

[4:43:56] Trustee Luckham: one day we'll define that or not um you can freely

[4:44:02] Trustee Luckham: continue to develop your story and or a business case that will can assist the executive committee

[4:44:09] Trustee Luckham: the Islanders Trust to work with you with respect to funding to the province. So the original

[4:44:16] Trustee Luckham: question still lies. And I think that it's not unreasonable for you to approach it in that way,

[4:44:23] Trustee Luckham: because I think your story is important. And then we will, as always, I can tell you,

[4:44:29] Trustee Luckham: we will always be considering the importance of the Islanders Trust Conservancy, just as we

[4:44:34] Trustee Luckham: we consider the importance of bone-isle municipality

[4:44:37] Trustee Luckham: in all of these conversations.

[4:44:42] Trustee Luckham: So yeah, I don't know that we necessarily need a motion.

[4:44:46] Trustee Luckham: I think you've shared your interest and concerns.

[4:44:50] Trustee Luckham: We have already direction from council even

[4:44:55] Trustee Luckham: to pursue this in an opportune moment.

[4:44:58] Trustee Luckham: Maybe this is an opportune moment

[4:44:59] Trustee Luckham: and let's see how it goes.

[4:45:02] Trustee Luckham: How does that sit with you, Chair Smith?

[4:45:04] Trustee Smith: Yeah, I think that's okay. I mean, obviously, sort of new, we have to, like as in yesterday, we have to have an ITC board meeting, fulsome discussions, which we will.

[4:45:14] Trustee Luckham: When is

[4:45:14] Trustee Smith: your next meeting?

[4:45:17] Trustee Smith: Somewhere in March.

[4:45:21] Trustee Luckham: That's close enough.

[4:45:24] Trustee Luckham: Okay.

[4:45:26] Trustee Luckham: As always, this is a really great conversation that we always have, and there's never enough time for it.

[4:45:31] Trustee Luckham: And we just simply need to make more. In fact, I think we said thank you to you. You've said we should meet more often. So let's try and do that. The next conversation already has one item on the agenda. And I think that quite likely both of these topics that you brought forward to us today might be on a future on the next future agenda.

[4:45:51] Trustee Luckham: and maybe what we'll do is allocate a bit more time,

[4:45:53] Trustee Luckham: maybe another half an hour or something

[4:45:57] Trustee Luckham: to double the time so that we don't feel quite so pressed

[4:46:01] Trustee Luckham: and can talk about those,

[4:46:03] Trustee Luckham: what is now three topics of importance to you.

[4:46:07] Trustee Smith: Okay, thank you.

[4:46:08] Trustee Luckham: And I want

[4:46:09] Trustee Smith: to thank everybody

[4:46:10] Trustee Smith: for letting us have these joint meetings

[4:46:13] Trustee Smith: because this was a, and having fewer items,

[4:46:16] Trustee Smith: a much more fulsome discussion,

[4:46:18] Trustee Smith: very interesting to hear different perspectives and I think this will help us going into our ITC

[4:46:24] Trustee Smith: meeting too and especially thank you for our representative on the council who's also an ITC

[4:46:30] Trustee Smith: yes so we're it's almost over but trustee Yates your hand is still up so I

[4:46:39] Voice 19: just have a question

[4:46:40] Voice 19: that is related to funding but not directly to the conservancy and it's for Russ and friends

[4:46:46] Voice 19: if you're still there. It's about the protocol agreement with the Ministry of Municipal Affairs.

[4:46:53] Voice 19: So I understood from some help with Director Sturmeck, and by reading the letter from Chris

[4:47:00] Voice 19: Nichols, that our grants, our general protocol doesn't apply anymore. Understandably, it was

[4:47:08] Voice 19: pretty dated. But what I'm wondering is, and I do know that we can apply for all these other grants,

[4:47:14] Voice 19: and we do, and we're quite successful. But what I'm wondering is, what about the basic

[4:47:19] Voice 19: provincial funding that we get every year, that it's around $186,000? How does that fit into

[4:47:28] Voice 19: this agreement that's now expired?

[4:47:31] Trustee Luckham: Yeah, you know, I think that's a bigger conversation than

[4:47:35] Trustee Luckham: can be possibly happen the next minute or so. I

[4:47:38] Voice 19: just wondered if it is that also like gone?

[4:47:43] Trustee Luckham: that's a

[4:47:44] Trustee Luckham: different funding which comes okay that

[4:47:46] Voice 19: was my question okay

[4:47:50] Trustee Luckham: yeah so i want to thank you

[4:47:53] Trustee Luckham: all for joining us today and maybe we'll just take a couple of minutes for us to reassemble

[4:47:59] Trustee Luckham: as the executive committee and we're going to continue on with what's remaining on our agenda

[4:48:03] Trustee Luckham: here today okay

[4:48:06] Voice 5: thanks everybody yeah

[4:48:07] Trustee Luckham: so let's just recess for um say five minutes and get our

[4:48:12] Trustee Luckham: hats back on for um executive committee i just need to have a break

[4:48:15] Voice 5: thank you thank you okay

[4:54:18] Voice 14: so looks like we're all returning here

[4:54:21] Trustee Luckham: chair

[4:54:23] Voice 7: the cao still hasn't returned to the room but you

[4:54:25] Voice 7: could likely get started i

[4:54:27] Trustee Luckham: think we will yeah i'll keep an eye out for him and so indeed the 2020 so

[4:54:33] Trustee Luckham: So thanks, everybody.

[4:54:35] Trustee Luckham: It was great to meet with our colleagues on the Conservancy.

[4:54:38] Trustee Luckham: I really do enjoy that work.

[4:54:43] Trustee Luckham: But we've got on our agenda here now on page 75, the annual report format.

[4:54:48] Trustee Luckham: This is the template, if I'm not mistaken, for the next generation of the annual report.

[4:54:53] Trustee Luckham: Over to you, Director Fader.

[4:54:55] Voice 7: Thank you, Chair.

[4:54:56] Voice 7: This is Fader.

[4:54:57] Voice 7: It was an annual item to seek your approval as per policy for the format and outline of

[4:55:03] Voice 7: the contents of the annual report.

[4:55:05] Voice 7: Hopefully this is familiar and you'll know we've suggested the annual report table of

[4:55:10] Voice 7: contents in the appendix on page 77.

[4:55:15] Voice 1: So

[4:55:16] Voice 7: essentially once you've approved the table of contents, we will initiate the annual process

[4:55:21] Voice 7: to seek, get everyone to start writing and get approvals as directed by policy.

[4:55:28] Voice 7: Happy to take questions.

[4:55:31] Trustee Luckham: Right.

[4:55:31] Trustee Luckham: Trustee Maud got his hand up.

[4:55:33] Trustee Luckham: I

[4:55:34] Trustee Maude: will move that the executive committee approves the format outline of the contents

[4:55:38] Trustee Maude: of the 2023-24 annual report.

[4:55:42] Trustee Luckham: Thank you very much. Do I have a seconder for that motion? Seconded by

[4:55:45] Trustee Luckham: Trustee Peterson. Yours to speak to the motion, Trustee Maude.

[4:55:49] Trustee Maude: I think it's a wonderful job and I'm pleased to endorse it.

[4:55:53] Trustee Luckham: All right. Trustee Elliott.

[4:55:55] Voice 10: I have a question. In the table of contents, it doesn't specifically list

[4:56:00] Voice 10: list a section on our 50th year, but I'm assuming that's going to be captured in 2023-24 key

[4:56:06] Voice 10: accomplishments.

[4:56:10] Voice 7: Yes, we are intending to include more graphic items in the local trust committee

[4:56:15] Voice 7: sections around, you'll notice in the background, we say we're each, in the first paragraph under

[4:56:21] Voice 7: background on page 75, we say as it's the 50th anniversary year, we're going to include additional

[4:56:26] Voice 7: additional information and the Statistics Canada graphics for each local trust area and a little

[4:56:30] Voice 7: bit of highlighting. But of course, the 50th is actually happening next year. This is a report

[4:56:36] Voice 7: on activities up until March 31st. So we're going to do a little bit of both, but reflect, yeah,

[4:56:42] Voice 7: there's only so much that can be said in that because the 50th happens in the next year,

[4:56:46] Voice 7: which will be reported the following year.

[4:56:47] Voice 10: Thank you for that reminder. I get lost with

[4:56:50] Voice 10: the fiscal and everything else so that's great thanks yeah

[4:56:55] Trustee Luckham: okay any other thoughts so we're not

[4:57:00] Trustee Luckham: going to call the vote then all those in favor and that carries unanimously yep okay let us continue

[4:57:08] Trustee Luckham: on so this brings us to 8.2.2.1 again uh in trust area services climate change action you brought

[4:57:18] Trustee Luckham: rather raise that topic at our ITC meeting. Trustee Elliott, so let's go to Director

[4:57:25] Trustee Luckham: Frater here and introduce this topic.

[4:57:29] Voice 7: Thank you, Chair. This is being brought to you

[4:57:31] Voice 7: essentially. I wrote it, but it's being brought to you on behalf of, you know, your senior

[4:57:35] Trustee Luckham: management

[4:57:35] Voice 7: collectively around just a general summary of climate action. You'll see in the

[4:57:42] Voice 7: table that I put together, we've highlighted sort of a status summary of the various climate

[4:57:47] Voice 7: climate-related initiatives in this strategic plan to give you a sort of lay of the land of

[4:57:52] Voice 7: where we're at. We also walked through just general topics I thought might inform your

[4:57:59] Voice 7: conversation relating to partnerships, grants, and others. So really, this is for your consideration

[4:58:05] Voice 7: as to what next steps the executive committee might like to direct or request around climate

[4:58:11] Voice 7: action and what recommendations you might have to trust council as it contemplates taking on

[4:58:16] Voice 7: on further work and ultimate changes to the strategic plan.

[4:58:20] Voice 7: I'll maybe pass it to the CAO there

[4:58:22] Voice 7: to see if there's any supplementary comments.

[4:58:26] Voice 18: Well, I think this is here because we noticed,

[4:58:34] Voice 18: and you did too, that this council hasn't really contemplated

[4:58:39] Voice 18: in an extended way, climate change programming

[4:58:43] Voice 18: at the trust.

[4:58:44] Voice 18: So we had a preliminary conversation, I think,

[4:58:47] Voice 18: before, not the last trust council, but the one before, or perhaps it was just this one,

[4:58:55] Voice 18: to say, okay, well, how do we prepare to frame that conversation?

[4:59:00] Voice 18: And of course, that will be ultimately part of, I expect now, this long-term goals and

[4:59:08] Voice 18: objectives conversation will come up, but we just wanted to make sure that given that

[4:59:14] Voice 18: we are working on housing working on reconciliation um working on water that there are climate change

[4:59:21] Voice 18: elements inside the plan this just hasn't been uh on the table much yet in the first part of the

[4:59:29] Voice 18: term that we provide you some summary information um and you're essentially the sponsors of this one

[4:59:36] Voice 18: and you could sit and receive it and think it through or um at some point you can engage with

[4:59:42] Voice 18: trust counsel on it. But this is just context setting for you. And it's not to say that you

[4:59:50] Voice 18: have to come up with a determination right now. But just so that you're aware, this gives you

[4:59:54] Voice 18: some background as to where we are across the organization, I think.

[5:00:04] Trustee Luckham: Okay. And indeed, you know, we're reminded often that we declared a climate emergency back in, I don't know what that was.

[5:00:15] Voice 18: 2019? 2017?

[5:00:17] Trustee Luckham: Yeah.

[5:00:20] Trustee Luckham: And so it's timely this is here, and it does seem to me that we could at least provide this to council and that indeed in advance of any other conversations so that they can be prepared to determine where it sits on the priorities list.

[5:00:35] Trustee Luckham: That's Trustee Elliott over to you.

[5:00:37] Voice 10: I'm really happy with this briefing. Thank you so much,

[5:00:42] Voice 10: Director Frater and other staff for pulling this together. It was just challenging to look at

[5:00:47] Voice 10: all the lists of, you know, regulatory policy stuff that we have in place in our OCPs and

[5:00:54] Voice 10: understand how that relates. But seeing this is important because of the direction that the

[5:01:02] Voice 10: province is going. And so I do see, you know, three main thrusts, we've got housing, climate

[5:01:09] Voice 10: change, and disaster mitigation, disaster risk reduction, wildfire and forest and reconciliation.

[5:01:16] Voice 10: So I think this is a key piece. And if we were to give trustees homework before trust council,

[5:01:23] Voice 10: a briefing like this should be part of it. And that can inform a decision, because we just

[5:01:31] Voice 10: haven't had this information. We need to get this trust council caught up with sort of where we are

[5:01:37] Voice 10: at this point in time. What are the potential partnerships? And then it relates to the policy

[5:01:44] Voice 10: statement, public engagement results. I really like that because climate change is a key concern.

[5:01:52] Voice 10: So if this could be folded into sort of the process that informs trustees as we consider

[5:02:00] Voice 10: that are priorities, goals, and objectives,

[5:02:04] Voice 10: I think this is a much better, more digestible format

[5:02:07] Voice 10: than what we're seeing the last couple of times.

[5:02:09] Voice 10: So thank you so much.

[5:02:14] Trustee Luckham: Anybody else?

[5:02:17] Trustee Luckham: So I'm just gonna receive this information

[5:02:19] Trustee Luckham: unless there's some direction to do anything else with it.

[5:02:23] Trustee Luckham: Okay, so we're gonna receive that information

[5:02:26] Trustee Luckham: and I'm gonna move on to Trustee Maude's favorite topic,

[5:02:31] Trustee Luckham: mooring buoy regulation and enforcement joint discussion

[5:02:34] Trustee Luckham: with the CRD and other regional districts and that's a discussion new business um are you

[5:02:41] Trustee Luckham: actually we got a newspaper clipping but are you just going to speak to it there trustee mod

[5:02:45] Trustee Luckham: yeah just just briefly um

[5:02:47] Trustee Maude: this sort of uh we've gone from a year ago where nobody wanted to do

[5:02:53] Trustee Maude: anything about mooring boys where it now seems everybody wants to do everything about mooring

[5:02:56] Trustee Maude: boys um and i just wanted to highlight there's there seems to be some um cross-jurisdictional

[5:03:02] Trustee Maude: issues here and suggesting that either we as EC or staff meet with CRD and sort of discuss

[5:03:13] Trustee Maude: the common interests, because a lot of where the CRD seems to be having interests, which

[5:03:21] Trustee Maude: is up Saanich Inlet and Ganges Harbor, is, of course, captured within the trust area.

[5:03:28] and we we perhaps might be the

[5:03:31] Trustee Maude: better body but i think it seems that the two organizations are

[5:03:37] Trustee Maude: are going down parallel paths without communicating with each other so i just wanted to bring that

[5:03:42] Trustee Maude: forward and and say that you know i think there needs to be discussion i say i don't know on a

[5:03:47] Trustee Maude: bureaucratic level or on a political level but i think we need to open the lines of discussion

[5:03:52] Trustee Maude: in that we don't have joint meeting for CRD.

[5:03:56] Trustee Luckham: Peterson.

[5:04:00] Voice 17: Thank you, chair.

[5:04:01] Voice 17: So I'm fully in favor of discussing with the CRD.

[5:04:06] Voice 17: However, with the additional jurisdictional levels

[5:04:12] Voice 17: of the province and the federal government,

[5:04:15] Voice 17: I actually think we also need to request some type

[5:04:20] Voice 17: of interagency discussion with those levels of government.

[5:04:24] Voice 17: I did speak to both the Deputy Minister and Interim Assistant Deputy Minister about this issue at the Salish Sea Symposium last week.

[5:04:32] Voice 17: One of the things I mentioned was the Transport Canada's minor works classification and raised the question, at what point of numbers and density does the proliferation of mooring buoys cease to be minor?

[5:04:52] Voice 17: And I did ask the Interim Assistant Deputy Minister of Transport to consider interagency discussion, and he seemed quite open to that.

[5:05:04] Voice 17: that. My feeling, having done a, you know, not an in-depth, but some looking at these

[5:05:13] Voice 17: issues is that it's important to at least have some discussions with those senior levels

[5:05:21] Voice 17: of government before we start trying to embark on an issue that does touch all these other

[5:05:33] Voice 17: levels of jurisdiction. So I did get the Lisa Slawacki gave me her card to follow up with her,

[5:05:47] Voice 17: which I'm happy to do in an informal way and look into how realistic the Assistant Deputy Minister's

[5:05:58] Voice 17: uh offices into into doing uh looking at some type of interagency discussion but

[5:06:05] Voice 17: i think we need i'm perfectly happy as i say to to have discussions with the crd but i think we need

[5:06:11] Voice 17: um at least to try to have an opportunity to get everyone at the table if possible and i would

[5:06:16] Voice 17: include first nations in that if we can okay

[5:06:25] Trustee Luckham: not seeing any other remarks um i don't know i i this

[5:06:30] Trustee Luckham: this is an interesting topic. I've been down this road so many times now that I might've got caught

[5:06:35] Trustee Luckham: in the cul-de-sac somewhere and just go around in circles. I tend to think that if the CRD wants to

[5:06:44] Trustee Luckham: have a conversation with somebody and set some kind of a precedent of action that we could learn

[5:06:49] Trustee Luckham: from them, certainly if we're at the table with them, that would be great too. But I don't know

[5:06:56] Trustee Luckham: that the CRD is necessarily going to have any more success than we've had on this topic.

[5:07:00] Trustee Luckham: um there i at the san jose conference too i talked about ganges harbor i talked about

[5:07:05] Trustee Luckham: derelict vessels i talked about mooring buoys and anchored vessels and um i'm not so sure that

[5:07:14] Trustee Luckham: there's really a full understanding of the issue but um do staff have any uh with respect to

[5:07:21] Trustee Luckham: conversation between staff at the crd and staff at the island's trust is there a an avenue of

[5:07:27] Trustee Luckham: pursuit there. I don't want to add more work already to an overburdened staff contingent

[5:07:34] Trustee Luckham: at the Islanders Trust, naturally. But I understand, don't get me wrong, David, I know what the problem

[5:07:40] Trustee Luckham: is. In fact, we spent a lot of time and energy and money pulling mooring buoys out of Telegraph

[5:07:47] Trustee Luckham: Harbor here years and years ago. Any suggestions from staff? Otherwise, we're going to leave it to

[5:07:56] Trustee Luckham: you David and Tim I

[5:08:00] Voice 18: don't have anything in particular if you want us to do something of

[5:08:03] Voice 18: course we'll do it um I

[5:08:08] Voice 16: haven't

[5:08:10] Voice 18: I think this is here for you to discuss this and see if you want

[5:08:14] Voice 18: some more thinking we haven't reported or done a briefing or analyzed it or any of those kinds

[5:08:20] Voice 18: of things this is a trustee sponsored conversation is that fair yeah

[5:08:24] Trustee Maude: I got it I think my only

[5:08:26] Trustee Maude: comment is that it it didn't seem um even though the um we didn't discuss the elizabeth may's

[5:08:33] Trustee Maude: um meeting um on the same topic um the crd might be fully conversant as to what islands trust

[5:08:41] Trustee Maude: has in the way of jurisdiction or in common interest i was just surprised like all the

[5:08:46] Trustee Maude: way through the staff reports everything that they're asking us that the the islands trust

[5:08:52] Trustee Maude: was not a mention at all um so i just thought it was worthwhile to somehow put it on their radar

[5:08:58] Trustee Maude: that we are an interested party and that we would be interested in working with them what are you

[5:09:06] Trustee Luckham: gonna trust elliot do you have a recommendation or trustee mod well i

[5:09:11] Voice 10: i'm just not sure this is a an

[5:09:13] Voice 10: um an islands trust or an executive committee issue so the crd has you know the the local

[5:09:21] Voice 10: Local traffic committees in their jurisdiction have protocol agreements.

[5:09:26] Voice 10: And if I'm not mistaken, the Saanich Peninsula roundtable is part of that.

[5:09:35] Voice 10: And if the LTCs were not invited to the table and that's part of the protocol agreement, then are they in breach of it?

[5:09:42] Voice 10: And that's an issue with the LTCs to discuss in the CRD, but not Trust Council.

[5:09:47] Voice 10: So I'm not sure whether EC should be advancing this, but I think it's an issue, and you've identified it, but we should be at the roundtable, but in the capacity of our LTCs that are in the CRD service area.

[5:10:05] Trustee Maude: Unfortunately, you know more than I do, because I did not realize we had protocol agreements.

[5:10:11] Trustee Luckham: Not all LTCs were digital districts have protocol agreements.

[5:10:16] Trustee Luckham: I

[5:10:16] Voice 10: think it's North Pender and South Spring that have, that was supposed, and we're supposed to be part of that coordination. So I think the CRD board, I think we need, the LTC is concerned, need to write a letter to the CRD board saying why are we not included if, if they're, if they're having discussions about mooring and you want to be part of that roundtable, that's an LTC to CRD issue.

[5:10:47] Trustee Luckham: Well, that's good. That's back in the vice chair's court, then.

[5:10:51] Voice 10: Oh, dear. And that's me.

[5:10:56] Trustee Luckham: Unless I'm seeing some direction, you're going to move on. Okay, so I'll leave it in your good

[5:11:01] Trustee Luckham: hands, David. I want to thank you genuinely for keeping this on the radar. And good luck with the

[5:11:10] Trustee Luckham: CRD. Let somebody set a precedent, we can follow it up. Let's go to 9.1.2, Salt Spring Island

[5:11:16] Trustee Luckham: office business case report i think rpt stands for and um um who's going to talk to that one

[5:11:27] Trustee Luckham: on page 98 well

[5:11:36] Voice 18: mr chair i believe it's trustee elliott asked that this be put on the agenda

[5:11:40] Voice 18: the victoria office i'm not sure why um and okay on this

[5:11:48] Voice 18: project so you've got the right guy

[5:11:50] Voice 18: Yay.

[5:11:52] Voice 10: So, yes, following up on discussion at financial planning, there was a conversation about, well, why are we not looking at purchasing? And so I did ask for background on office renovations, discussions about capital purchases.

[5:12:12] Voice 10: do we even have that capacity, and how best to serve the needs of Salt Spring Island is capital purchase even an option, as opposed to continual leasing and renovation.

[5:12:29] Voice 10: So I wasn't looking for this office renovation project. It was more the document about the working group further down.

[5:12:40] Voice 10: well

[5:12:40] Trustee Luckham: i'm not sure what the working group is further down but um what committee

[5:12:45] Trustee Luckham: select committee on what the

[5:12:52] Voice 10: 2017 the report from the select committee that looked at all

[5:12:58] Voice 10: the different options which is further down um page 106 107 sort of that chart

[5:13:07] Trustee Luckham: Okay, it's

[5:13:07] Trustee Luckham: all part of this report.

[5:13:11] Trustee Luckham: Right, okay.

[5:13:12] Trustee Luckham: Yeah, it's all part of that report. So we've got the right guy on the line there,

[5:13:16] Trustee Luckham: CAO. Tell us what you know.

[5:13:19] Voice 18: So we've got a two-parter here. We've got this part, and then we've got

[5:13:22] Voice 18: an in-camera meeting in a few minutes.

[5:13:25] Voice 18: Ah.

[5:13:26] Voice 18: Right, because that's why we wanted to go on camera is to talk about some of the legal

[5:13:30] Voice 18: aspects of this. But what I can...

[5:13:34] Voice 18: should

[5:13:34] Trustee Luckham: we just receive this information and then we'll have a conversation in camera if

[5:13:39] Trustee Luckham: there's anything else we need to discuss later we

[5:13:40] Voice 18: can i think i think that would satisfy all needs

[5:13:43] Voice 18: yeah

[5:13:43] Trustee Luckham: perfect is that okay with the vice chairs will receive this information

[5:13:48] Trustee Luckham: perfect okay i like it uh so now the next topic here lct's chairs report on any local advocacy

[5:13:59] Trustee Luckham: topics that we need to be aware of is there anything going on out there

[5:14:05] Trustee Luckham: no no looks like no's oh tim peterson go ahead i

[5:14:10] Voice 17: would just say that my uh my short conversations

[5:14:13] Voice 17: with the um deputy minister of transport and the assistant deputy minister uh qualify because i i

[5:14:20] Voice 17: did talk about ganges harbour but that's it for me yeah

[5:14:24] Trustee Luckham: i was beating some bushes there too um

[5:14:27] Trustee Luckham: always advocating for something it seems okay uh trustee elliott you have something

[5:14:34] Trustee Luckham: uh

[5:14:35] Voice 10: just just a bit of an update that the gabriella local trust committee request for

[5:14:40] Voice 10: support to advocate to the province and feds about um non-discretionary development permit areas

[5:14:49] Voice 10: we are advancing that conversation there isn't a letter at the moment but there's perhaps a

[5:14:55] Voice 10: a conversation with um the name of chief and council coming up and that may be a topic of a

[5:15:01] Voice 10: joint letter so um i do understand from staff that no action's been taken on that but the advocacy i

[5:15:08] Voice 10: perhaps is still needed but a joint call to the provinces would be a much stronger position

[5:15:15] Voice 10: if we're going to ask for support to do that with us and amok so still an emerging um conversation

[5:15:23] Voice 10: there.

[5:15:24] Trustee Luckham: Okay, great. Thank you. So I'm going to move on to correspondence. We have one, two,

[5:15:32] Trustee Luckham: three, four, five pieces of correspondence. Normally, they're received for information

[5:15:37] Trustee Luckham: unless otherwise raised for action. So is there any of these five items that needs to be raised

[5:15:45] Trustee Luckham: for action from anybody?

[5:15:49] Voice 7: Sure. I can note that in the letter from Vanessa Craig at 10.3,

[5:15:53] Voice 7: there is a request for a letter of support or provides the option of providing a letter of

[5:15:58] Voice 7: support or questions um so at the bottom of page 1.4 144 okay

[5:16:05] Trustee Luckham: so let's keep 10.3 then we'll talk

[5:16:07] Trustee Luckham: about that is there anything

[5:16:08] Trustee Luckham: else all right so then let's indeed go to 10.3 regional district

[5:16:16] Trustee Luckham: and enamel legislative reform initiative update that's on page 143 uh director fader did you have

[5:16:22] Trustee Luckham: some advice on that um

[5:16:25] Voice 7: no particular advice just wanting to draw to your attention i think some of

[5:16:28] Voice 7: you may have attended sessions at either the association of vancouver island and postal

[5:16:32] Voice 7: communities convention or ubcm on this topic should you just wanted to draw your attention

[5:16:37] Voice 7: to the you know request that um if you're interested in legislative reform of the local

[5:16:42] Voice 7: government act you could indicate such through a letter um this may be a topic to provide trust

[5:16:47] Voice 7: trust council or you may just receive her information at this time

[5:16:52] Trustee Luckham: yeah i did attend

[5:16:55] Trustee Luckham: that session and it's certainly potentially widely broad in its context and the province

[5:17:03] Trustee Luckham: is looking for input there so um um we're not sure of any direction we want to take specifically

[5:17:10] Trustee Luckham: other than uh continuing to monitor it but trustee peterson over to you yeah

[5:17:17] Voice 17: um so my feeling is that

[5:17:19] Voice 17: This is important, but also I think we would definitely need to be doing some work to see what aligns with Trust Council's priorities and run it by Trust Council before we send out any letter of support.

[5:17:36] Voice 17: So I don't think we've, I don't see that as something we could do to today, but perhaps we could provide this to Trust Council.

[5:17:45] Trustee Luckham: Yeah, so I think the key ask there is that if UBCM is interested in creating a working group, which we may want to participate in, and whether or not we want to write a letter to support that. Is that correct, Director Frater?

[5:18:03] Voice 18: I was talking with Director Frater, so she wasn't listening to you.

[5:18:07] Trustee Luckham: Were you listening to me, CAO?

[5:18:09] Voice 18: No, I wasn't either, sir, because I was talking to Director Frater.

[5:18:12] Voice 18: So the

[5:18:13] Trustee Luckham: key ask in this letter appears to me that this supposition that the UBCM might create a

[5:18:20] Trustee Luckham: working group, which we might want to participate in. And I think seeking a letter of support for

[5:18:25] Trustee Luckham: the creation of a working group. And so is that something that we should be advocating for from

[5:18:32] Trustee Luckham: this table?

[5:18:34] Voice 7: So generally, I think that's for you to consider under your advocacy policy. Do you

[5:18:41] Voice 7: feel like you have a mandate to do that from council or have the scope to do that from this

[5:18:46] Voice 7: table or do you want a product to council to get direction so i think that's more of a political

[5:18:50] Voice 7: consideration of whether you think you can and wish to proceed um for this um at this time i

[5:18:56] Voice 7: don't know that staff have identified any particular changes to local government act

[5:19:00] Voice 7: that they would be ready to suggest to you right

[5:19:04] Trustee Luckham: as tim has said there's a lot of work that would

[5:19:06] Trustee Luckham: need to go into formulating any kind of a position on this um so not sure is the vice chair do you

[5:19:14] Trustee Luckham: have any direction for this should we receive it for information circulate it to trustees another

[5:19:20] Trustee Luckham: option i'd

[5:19:22] Voice 17: like to circulate it to trustees yeah

[5:19:24] Voice 10: and and and there is valuable stuff in that

[5:19:27] Voice 10: legislative reform piece it's huge it's just i don't know what action to take at this point so

[5:19:33] Voice 10: So I want to stay updated on the process.

[5:19:37] Voice 10: I know Doug Holmes is doing really good work

[5:19:41] Voice 10: and it's a critical initiative

[5:19:44] Voice 10: that I think the Islands Trust would benefit from.

[5:19:47] Voice 10: I'm just not sure how we're able to participate at this point.

[5:19:52] Voice 10: Well,

[5:19:53] Trustee Luckham: that's the key question right there.

[5:19:55] Voice 10: I'll ask Director Craig

[5:19:56] Voice 10: if maybe we can get some further direction on that,

[5:20:01] Voice 10: how we could support in a specific way.

[5:20:04] Trustee Luckham: Okay. So in the meantime, do there's one of you want to make a motion to forward this to

[5:20:12] Trustee Luckham: by email? Yes.

[5:20:15] Voice 7: I might suggest you just add to the council agenda rather than just circulating it.

[5:20:19] Voice 7: Then it can be formally received by council.

[5:20:22] Trustee Luckham: I see. Okay. Thank you, Mr. Chair. Yes, sir.

[5:20:27] Voice 18: So can I draw your attention to something in the communications? Yes.

[5:20:32] Voice 18: So I look at 10.1 from a

[5:20:36] Voice 18: Deggan, Alex

[5:20:37] Voice 18: Hudson Deggan, and

[5:20:39] Voice 18: this isn't the first time we've received

[5:20:41] Voice 18: correspondence.

[5:20:45] Trustee Luckham: Let's

[5:20:46] Trustee Luckham: wrap. Can we wrap up 10.3?

[5:20:47] Trustee Luckham: Let

[5:20:47] Voice 18: me finish that.

[5:20:49] Voice 18: Can we

[5:20:52] Trustee Luckham: wrap up 10.3?

[5:20:54] Trustee Luckham: So

[5:20:56] Trustee Luckham: can we just take it by general consent

[5:20:58] Trustee Luckham: that 10.3 be

[5:21:00] Trustee Luckham: forwarded to Council on its

[5:21:02] Trustee Luckham: coming agenda? Is that what you

[5:21:05] Trustee Luckham: had in mind, Director Fader?

[5:21:08] Trustee Luckham: Yes. Okay. So that

[5:21:09] Trustee Luckham: I'm just going to do that by general consent.

[5:21:11] Trustee Luckham: So that's done.

[5:21:12] Trustee Luckham: So 10.1, you've raised this question here about this that we've heard a number of times

[5:21:17] Trustee Luckham: from a few different individuals.

[5:21:20] Trustee Luckham: What's your suggestion here, CAO?

[5:21:23] Voice 18: Well, I am stymied a bit.

[5:21:26] Voice 18: We've had enough, not many letters, but enough letters that sort of going, hey, what was

[5:21:34] Voice 18: going on there?

[5:21:35] Voice 18: Was this procedurally appropriate to have this conversation, et cetera, et cetera?

[5:21:38] Voice 18: We are on fairly firm conclusion as we provided staff advice as you went through that consideration that you did act appropriately both in camera and outside of camera.

[5:21:49] Voice 18: camera. Nevertheless, we're getting emails like this one or, you know, legitimate questions

[5:21:54] Voice 18: asking 10 or 15 different questions associated with that in one letter associated with the

[5:22:01] Voice 18: determination of, you know, the decision by Trust Council to interpret the Section 3 objects

[5:22:08] Voice 18: of the Allens Trust. We have this one, there's maybe between, there's three to ten of these.

[5:22:15] Voice 18: um i don't want to be in a place where i'm not responding to a citizen if my name's on it or

[5:22:22] Voice 18: your name's on it but at the same time uh each one has slightly different variant variations

[5:22:28] Voice 18: of question associated with it um we have taken some actions by um highlighting as earlier said

[5:22:37] Voice 18: you know or obviously obviously on the website there is the determination of trust council

[5:22:41] Voice 18: So I personally don't have the time to write back to 10 or 15 people to the degree of detail that's being requested here.

[5:22:54] Voice 18: Nevertheless, they have appeared on our agenda.

[5:23:00] Voice 18: You may want to think of a way to do it.

[5:23:02] Voice 18: I don't have an easy singular suggestion.

[5:23:08] Voice 18: you know I

[5:23:11] Trustee Luckham: think that this was also a topic of discussion at the governance committee if I'm not

[5:23:14] Trustee Luckham: mistaken um and indeed I don't think that they were going to make any excuses for why it is they

[5:23:22] Trustee Luckham: did what they did and are satisfied with how that was done and conducted with that was my

[5:23:26] Voice 18: understanding that

[5:23:27] Trustee Luckham: is true yeah

[5:23:29] Voice 18: that was my understanding of that conversation that there

[5:23:32] Voice 18: There was no subsequent action required in that they were satisfied that they operated appropriately and trust counseled it as well.

[5:23:42] Voice 18: Yeah,

[5:23:43] Trustee Luckham: so I wouldn't want to suggest that every letter isn't considered in its own merit, but, you know, if it seems appropriate, then obviously some statement to the fact that the bodies have considered the implications broadly and is confident that its actions have been taken according to its jurisdiction or whatever.

[5:24:08] Trustee Luckham: I don't know how you characterize that.

[5:24:10] Trustee Luckham: that. Okay.

[5:24:17] Trustee Luckham: What do you think? Well, you know what, this is a public meeting. And I can just

[5:24:28] Trustee Luckham: say, Alex Hodgson-Diggin, we've received your letter, and are confident in, and would just say

[5:24:35] Trustee Luckham: that we'll receive it for information, and that we're confident in that our actions are

[5:24:40] Trustee Luckham: upheld by the legislation to protect confidential information and discussions.

[5:24:50] Trustee Luckham: We don't have, that's it.

[5:24:54] Trustee Luckham: Okay.

[5:24:57] Trustee Luckham: I'm sorry if I create any offense.

[5:25:01] Trustee Luckham: So I didn't hear anything else

[5:25:03] Trustee Luckham: about any other correspondence here.

[5:25:05] Trustee Luckham: So that'll be received for information.

[5:25:07] Trustee Luckham: And I'm going to move on to the work program review

[5:25:10] Trustee Luckham: and amendment of the current work program.

[5:25:11] Trustee Luckham: This is updated when it comes here.

[5:25:14] Trustee Luckham: Obviously there's some changes to that

[5:25:16] Trustee Luckham: that we'll see on the next agenda.

[5:25:17] Trustee Luckham: Is there anything to share from the staff perspective

[5:25:21] Trustee Luckham: any warnings or otherwise and otherwise the vice chairs have any questions about our current work

[5:25:27] Trustee Luckham: program nope so we'll receive that for information then as well thank you uh we've done the on stress

[5:25:35] Trustee Luckham: conservancy board meeting um i have failed to check my email on the break but um we need a

[5:25:42] Trustee Luckham: motion to go in camera and an agenda to go with it um i'll just look at my email did one get sent

[5:25:49] Voice 18: We've got a motion. We don't have time for a full agenda.

[5:25:53] Trustee Luckham: Okay. So I can win that and that'll be fine. So the agenda item is, so we'll discuss that when

[5:26:00] Trustee Luckham: we get into the in-camera. So if we can get a motion on the screen, I'll ask one of the

[5:26:03] Trustee Luckham: vice chairs to take that motion. It's right there.

[5:26:06] Trustee Maude: I will move that the meeting be closed

[5:26:08] Trustee Maude: to public importance with the community charter part four, division three, subject to section

[5:26:13] Trustee Maude: Action is 91E, the acquisition, disposition, or expropriation of land or improvements.

[5:26:19] Trustee Maude: If the council considers that the composer could reasonably be expected to harm the interest of the Islands Trust,

[5:26:26] Trustee Maude: and 91I, the receipt of advice that is subject to solicitor-client coverage,

[5:26:32] Trustee Maude: including communications necessary for that purpose, and the recorder and staff attend the meeting.

[5:26:38] Trustee Luckham: Brilliant. Thank you.

[5:26:39] Trustee Luckham: Do I have a seconder?

[5:26:40] Trustee Luckham: To Peterson, thank you.

[5:26:42] Trustee Luckham: All those in favor?

[5:26:45] Trustee Luckham: That carries unanimously.

[5:26:46] Trustee Luckham: So just advise members of the public listening.

[5:26:51] Trustee Luckham: Our next meeting is February 28th.

[5:26:54] Trustee Luckham: We'll be reporting out from the in-camera session at that time.

[5:26:59] Trustee Luckham: And thank you for joining us today.

[5:27:01] Trustee Luckham: So let us go in-camera and we'll terminate the recording and live streaming.