Denman Island Local Trust Committee regular meeting, February 8, 2024

[0:00:00] Voice 7: and the live stream is now running.

[0:00:16] Voice 6: We are a go, Chair.

[0:00:18] Voice 6: On to you.

[0:00:20] Voice 4: Excellent. Thank you.

[0:00:23] Voice 4: Well, good morning, everyone.

[0:00:25] Voice 4: I just had to do a second check there.

[0:00:29] Voice 4: But anyway, good morning, everyone, and good morning, members.

[0:00:31] Voice 4: This is a public that might be viewing.

[0:00:35] Voice 4: We are just beginning the CAO Hiring Committee meeting of today,

[0:00:40] Voice 4: of which the majority is going to be in camera.

[0:00:43] Voice 4: We have some non-in-camera items to cover briefly here, and we'll be going in-camera shortly after that.

[0:00:53] Voice 4: My name is Peter Luckum. I'm elected on Thetis Island. I'm chair of Islands Trust Council.

[0:00:58] Voice 4: I live here in the Lacson and Penelope Territory in the Coast Salish Sea, and I'm grateful to be able to live and work here.

[0:01:10] Voice 4: um we live in such a rich environment and a rich historic place um there's lots of history and

[0:01:19] Voice 4: culture here um not all of it is uh joyous or happy there certainly has been have been numerous

[0:01:28] Voice 4: events impacting the first nations of this of this region um since um the beginning of colonialism

[0:01:35] Voice 4: and it is my wish and hope that we are able to move towards reconciling those events and

[0:01:45] Voice 4: working together with nations into the future in a much more meaningful way. I'm just going to

[0:01:53] Voice 4: quickly go around the room for introductions and just give everybody the chance to say hello

[0:01:59] Voice 4: and that'll also check to make sure your audio and everything is working and I'm just going to

[0:02:04] Voice 4: follow my list that i have here from our previous members uh meeting and so we'll just check in toby

[0:02:10] Voice 4: elliott are you with us hello yes i am perfect good afternoon and uh tim peterson good afternoon

[0:02:21] Voice 5: from playa tay luskete island in the home of many coast salish peoples and the treaty territory of

[0:02:28] Voice 5: the Tla'aman Nation.

[0:02:30] Voice 4: Excellent. And Christina Evans.

[0:02:34] Voice 2: Good afternoon from Sudea, South Panda,

[0:02:37] Voice 2: traditional territories of many Worsenic Nations peoples.

[0:02:42] Voice 4: Excellent. Thank you. And I have regrets

[0:02:44] Voice 4: from Joe Bernardo from Keats Island in the Gambier Trust area, but just check, Joe.

[0:02:51] Voice 4: Okay, we'll proceed. Judy Getty.

[0:02:55] Voice 7: Hi, good morning, or afternoon, actually. Bowen Island,

[0:03:00] Voice 7: the Kwailakum, traditional territory of the Squamish nation

[0:03:05] Voice 7: in the coastal Salish Sea.

[0:03:08] Voice 7: Thank you.

[0:03:09] Voice 7: And Laura Patrick.

[0:03:13] Voice 6: Yes, good afternoon.

[0:03:14] Voice 6: Coming from Salt Spring Island,

[0:03:16] Voice 6: traditional territories of the Coast Salish peoples.

[0:03:21] Voice 4: Right, and David Marler is our staff representative today.

[0:03:26] Voice 4: David, good afternoon.

[0:03:29] Voice 3: Good afternoon,

[0:03:30] Voice 3: from the Gondwana Speaking Territories in Victoria.

[0:03:33] Voice 4: Excellent.

[0:03:35] Voice 4: So thank you.

[0:03:37] Voice 4: Russ Hotspiller is not joining us today.

[0:03:41] Voice 4: And just as a note that he won't join us

[0:03:46] Voice 4: unless we specifically request or ask for his presence

[0:03:49] Voice 4: at any portion of the meeting

[0:03:50] Voice 4: for his advice or knowledge in some way.

[0:03:53] Voice 4: And so let's keep that in mind as we go forward.

[0:03:57] Voice 4: forward. This does make up the CAO hiring committee, which is ostensibly the executive

[0:04:04] Voice 4: committee and the chairs of the standing committees. And we're glad to have all of you

[0:04:11] Voice 4: here today. So I have an agenda in front of me for the open meeting portion. And I'll just ask

[0:04:19] Voice 4: if there's any amendments to the open meeting portion of our meeting today. Right, not seeing

[0:04:30] Voice 4: anything. Just going to make sure I've got all of you on my screen. And so therefore, then I'm

[0:04:35] Voice 4: going to adopt the agenda by general consent, if that's satisfactory. And we'll move on through

[0:04:43] Voice 4: the agenda here. We have meeting minutes from January the 19th. Are there any amendments to

[0:04:49] Voice 4: those minutes? Laura Patrick.

[0:04:53] Voice 6: I wanted to ask clarification on item 50A, as it's there,

[0:05:00] Voice 6: the vice chair appointment um was i appointed vice chair only for that meeting or was there

[0:05:07] Voice 6: an intent to to select a vice chair for the committee and i guess i'll look to others for

[0:05:13] Voice 6: their memories on that day

[0:05:15] Voice 4: right um thank you um my intention actually that day was that that was

[0:05:23] Voice 4: for that singular meeting and i think that if the conversation there if i remember correctly was that

[0:05:31] Voice 4: we should consider revising the policy or the terms of reference for this committee

[0:05:36] Voice 4: um if we wanted to change that and so maybe i'll just go to david marler and see if he recalls

[0:05:42] Voice 4: that and um and then maybe i'll see if other members have anything to chime in and

[0:05:47] Voice 4: whether or not we want to uh do something more permanent there david marler do you have

[0:05:53] Voice 4: yeah

[0:05:53] Voice 3: thank you i concur with the chair that was my understanding um that it was for that particular

[0:05:58] Voice 3: meeting uh simply because the chair was possibly going to have to drop out of the meeting

[0:06:05] Voice 4: yeah so good question uh by general committee appointed trustee patrick is a vice chair for

[0:06:12] Voice 4: for this meeting it says there so that is uh clear in the minutes um and i see trustee

[0:06:21] Voice 5: peterson and

[0:06:26] Voice 5: or someone just mentioned policy

[0:06:28] Voice 5: and it just seems like it might be a good idea

[0:06:31] Voice 5: to have a standing vice chair.

[0:06:33] Voice 5: So I'm just wondering what we might need to do

[0:06:36] Voice 5: to make that so.

[0:06:38] Voice 4: Right, I tend to agree with you.

[0:06:41] Voice 4: And so David Mahler, again, question,

[0:06:44] Voice 4: what do we need to do to make that so?

[0:06:46] Voice 3: You could just by resolution appoint one of you

[0:06:50] Voice 3: as vice chair for the CEO hiring committee,

[0:06:54] Voice 3: not restricted to any one meeting.

[0:06:56] Voice 3: it's just ongoing all

[0:06:57] Voice 4: right okay thank you then so uh judy getty same

[0:07:04] Voice 7: question is tim um is this

[0:07:07] Voice 7: the appropriate time to put out put forth that kind of resolution or does that have to wait until

[0:07:11] Voice 7: after the minutes

[0:07:11] Voice 4: and go into business well let's uh wait until we've adopted these minutes and then

[0:07:16] Voice 4: certainly it could be the first item uh under under business there so um let's uh you know we

[0:07:24] Voice 4: although we've adopted an agenda at this point,

[0:07:26] Voice 4: let's add that to new business

[0:07:28] Voice 4: because it's an important administrative item, I believe.

[0:07:32] Voice 4: Is there any objection to that?

[0:07:35] Voice 4: Nope. Okay. Thank you very much then.

[0:07:39] Voice 4: If there's more than one contender,

[0:07:40] Voice 4: we'll have to run an election,

[0:07:42] Voice 4: but let's just see how that unfolds.

[0:07:46] Voice 4: All right. So the minutes then of January the 19th,

[0:07:49] Voice 4: are there any amendments?

[0:07:52] Voice 4: None. So then I'm going to take it then

[0:07:54] Voice 4: that the minutes of January the 19th

[0:07:56] Voice 4: be adopted as presented. Thank you very much. January 26 draft meeting minutes. Are there any

[0:08:03] Voice 4: changes? Oh, no, those are pending. They're not in our package. That's correct. And so we'll see

[0:08:09] Voice 4: those presumably at our next meeting. Okay. So no follow-up action items on our open agenda today.

[0:08:19] Voice 4: day. So we're going to move directly to business. And let's just add in here, and I'm that

[0:08:26] Voice 4: consideration of vice chair appointment. And I think in an ideal situation, we would appoint

[0:08:34] Voice 4: one of the members to be the vice chair for the duration of the CAO hiring committee.

[0:08:42] Voice 4: and so i think the simplest thing to do there would be to ask for nominations and we'll see

[0:08:51] Voice 4: if there's more than one nomination does somebody like to make a nomination i see trustee evans

[0:08:56] Voice 4: and trustee peterson i'd

[0:08:59] Voice 2: like to nominate trustee patrick

[0:09:01] Voice 4: excellent thank you very much

[0:09:03] Voice 3: and chela

[0:09:04] Voice 3: can just ask for a seconder and then ask it um oh trustee patrick is willing to accept that

[0:09:10] Voice 3: that nomination okay

[0:09:11] Voice 4: so i'll get you to lower your hand trustee evans and uh maybe trustee peterson

[0:09:16] Voice 4: i'll come back to you if you want to i'm i'm willing to second the nomination okay excellent

[0:09:22] Voice 4: thank you very much then tim so that's moved and seconded trustee patrick are you uh prepared to

[0:09:28] Voice 4: stand for vice chair of the co aohc committee uh yes i am thank you very much laura appreciated

[0:09:35] Voice 4: appreciated um so that's uh one uh nomination is there any are there any further nominations for

[0:09:43] Voice 4: uh vice chair appointment for the hiring committee shall i

[0:09:50] Voice 3: one more time so make it three times and

[0:09:53] Voice 4: then you can actually of course this is formal um so therefore i'm going to ask are there any

[0:09:59] Voice 4: nominations for vice chair of the cao hiring committee that's the third time not seeing any

[0:10:09] Voice 4: then um um by help me out here david by default yeah

[0:10:15] Voice 3: i just declared by um acclamation that um

[0:10:21] Voice 3: trustee patrick is the vice chair

[0:10:24] Voice 4: right so that's the word i was looking for so then

[0:10:26] Voice 4: i'll declare by acclamation that trustee patrick stand as vice chair for the duration of the ceo

[0:10:33] Voice 4: hiring committee. Thank you, Trustee Patrick. All right, so that's done, and that'll be recorded

[0:10:42] Voice 4: in the minutes. So what we have before us now is at 5.1 is the meeting schedule for the next

[0:10:50] Voice 4: month and a half. Are there any concerns or conflicts associated with those?

[0:10:59] Voice 4: If I may,

[0:11:00] Voice 4: Mr. Chair? Yes, please.

[0:11:02] Voice 4: Yeah,

[0:11:03] Voice 3: thank you. Just wanted to point out the Financial Planning Committee meets on February 21st, and it's currently planned to finish at 3pm. However, I believe, and unfortunately the chair is not here, that they may be looking to extend that meeting. So I'm not sure if the 3.15 to 5.15 on the 21st works and whether you might want to push that later into the evening or find another day.

[0:11:29] Voice 3: Right.

[0:11:31] Voice 4: Um, okay. So, uh, unless we want to enlist the, uh, the vice chair of the CEO hiring committee, uh, in the short, in the short term, I would, uh, Wednesdays are not great days for me.

[0:11:49] Voice 4: I have a full agenda already most days, which ends in my fire practice requirements.

[0:11:58] Voice 4: And so I'd rather not push it later in the day.

[0:12:05] Voice 4: So unless there are any other concerns, I would suggest we pursue these dates.

[0:12:14] Voice 4: So Trustee Peterson, Evans, Getty.

[0:12:19] Voice 5: Yeah, thank you, Chair.

[0:12:20] Voice 5: Um, Wednesdays are, uh, in fact, Wednesday late afternoon is a little difficult for me.

[0:12:28] Voice 5: I can see if I can juggle my, uh, standing schedule for those dates.

[0:12:33] Voice 5: But, um, if we were able to, uh, finish more like around 2.30, uh, it would be easier for

[0:12:42] Voice 5: me to completely commit to these dates that are listed here.

[0:12:46] Voice 4: Hmm.

[0:12:49] Voice 4: Okay. So let's just see what the consensus around the table is here. Trustee Evans and Getty, what's your thoughts on these dates?

[0:12:59] Voice 2: Apart from Wednesday, February 21st, because of the financial committee meeting, which will involve Trustee Bernardo, myself, Chair Luckham, and I believe Trustee Elliott and Laura Patrick, that doesn't leave very many people to attend the CAO hiring committee.

[0:13:16] Voice 2: committee I don't think we can get quorum so I think if anything that one date has to change

[0:13:22] Voice 2: or if nothing else the timing does yeah

[0:13:28] Voice 4: um you're absolutely right there's no we wouldn't have

[0:13:32] Voice 4: virtue there there'd be very few members of this committee because all of those all of us actually

[0:13:38] Voice 4: are on the FPC so that date simply is not going to work um how are the other uh two dates for

[0:13:46] Voice 4: for other members good for

[0:13:50] Voice 4: me trustee getty yep um you said that they're all good yes the february

[0:13:57] Voice 7: 21st um i could go maybe a little bit later but not by much and i'm wondering if from david if

[0:14:02] Voice 7: there were other dates that um in terms of whatever he was polling earlier about available dates

[0:14:09] Voice 3: yeah

[0:14:10] Voice 7: that is the next one so we need something fairly soon to be resolved if

[0:14:16] Voice 3: i made through

[0:14:16] Voice 3: the chair the um the dates were pretty tight because of other committee meetings like local

[0:14:20] Voice 3: trust committee um the 20th no 20th won't work because of denman island local trust committees

[0:14:28] Voice 3: that day so it has to be after fpc and there's another day that week that works monday is a

[0:14:35] Voice 3: statutory holiday so that won't work either i'm not available on thursday and we've got

[0:14:44] Voice 3: LTC meetings, both Thursday and Friday. So it's not a good week.

[0:14:56] Voice 4: Okay, so the proposition is for

[0:15:00] Voice 4: this to go till the FPC is scheduled. I just got to look at the calendar there. I don't

[0:15:07] Voice 4: right there. FPC is scheduled for four hours beginning at 1030. So I don't know that there's a

[0:15:17] Voice 4: necessarily a terrible conflict there, as long as it doesn't run late. But we'll have to keep

[0:15:23] Voice 4: Chair Bernardo on. And of course, he's also a member of this committee. And so I'm sure he'd

[0:15:28] Voice 4: be aware that we need to finish that in a timely fashion. Are there any concerns other than Tim

[0:15:38] Voice 4: Peterson? And you've indicated perhaps you could reschedule, rejig your agenda. Is that correct,

[0:15:49] Voice 4: Tim?

[0:15:50] Voice 5: I can look into it. I'm essentially going to need somebody else to step into a caretaking,

[0:15:57] Voice 5: caregiving role that I'm presently committed

[0:16:00] Voice 5: to. So I

[0:16:01] Voice 5: will see if I can do that. But until I,

[0:16:06] Voice 5: it's just, it's problematic because it's a person who needs care at home. So

[0:16:11] Voice 4: understood. I see that. Okay. So did you indicate a little bit later would be satisfactory or not

[0:16:17] Voice 4: at all well

[0:16:19] Voice 5: earlier would actually be better for me um if we could conclude uh even at quarter to

[0:16:26] Voice 5: three i could make those days work um that

[0:16:29] Voice 4: is quite handily that

[0:16:30] Voice 4: would infringe on um

[0:16:33] Voice 4: but

[0:16:33] Voice 5: and of course the the one with the um financial planning committee is is

[0:16:40] Voice 5: i can't see how to make that one work at this time but i will do my best to see if i can someone to

[0:16:46] Voice 5: to find someone to take those days for me.

[0:16:49] Voice 4: Oh, I

[0:16:50] Voice 4: see what we're talking.

[0:16:53] Voice 4: You wanted the meetings to end by one o'clock. Is that right?

[0:16:57] Voice 5: Well, no, if they ended by,

[0:16:59] Voice 5: if they ended by quarter to three is what I'm saying.

[0:17:01] Voice 5: Oh,

[0:17:02] Voice 4: I see on all of those days.

[0:17:04] Voice 5: On any of those Wednesdays that will, that would be ideal for me.

[0:17:08] Voice 5: I understand, you know, trying to jig all these,

[0:17:10] Voice 5: all of our different schedules is, is challenging.

[0:17:13] Voice 5: and i will look into finding someone um who can take my caregiving role on but i'm not i just

[0:17:21] Voice 5: don't know that that's in that's not in place at present that's all

[0:17:24] Voice 4: okay understood so um

[0:17:28] Voice 4: perhaps we're going to have to repoll for the other um days at 6 and the 20th um and but it

[0:17:35] Voice 4: sounds to me like on the 21st we could run from 3 15 to 5 15 and so i'm just going to put that

[0:17:42] Voice 4: that out there. And I'm going to go to Trustee Evans and Trustee

[0:17:44] Voice 4: Mard.

[0:17:47] Voice 2: Thanks, I think for this, this upcoming financial committee

[0:17:51] Voice 2: meeting, it's likely going to run over. If that's the case,

[0:17:55] Voice 2: I'm quite sure that we could move or continue the meeting on

[0:18:00] Voice 2: another date like we did the last time. But I also just want

[0:18:03] Voice 2: to remind for those that are involved in the culturally

[0:18:05] Voice 2: committed. That that's also that evening.

[0:18:10] Voice 4: Yeah, right. That is

[0:18:11] Voice 4: So

[0:18:11] Voice 2: that's going to make for a very, very long day without much time for, you know, eating.

[0:18:17] Voice 2: So I'm just putting that out as well.

[0:18:19] Voice 2: So I'm thinking that that one particular day is going to be very difficult if it's possible to move it to the Thursday or the Tuesday.

[0:18:26] Voice 2: That might work out a little easier for a lot of people here.

[0:18:31] Voice 2: Just a thought. I know I know that that whole week is bad all around.

[0:18:35] Voice 2: right and if yeah if that week doesn't work at all maybe we move it to the next week and we just

[0:18:42] Voice 2: have a week in between meetings or we always shift everything over another week i don't know

[0:18:47] Voice 2: what the solution would be to be honest okay

[0:18:51] Voice 4: um i'm uh well i'll go to trustee mod here i'm just

[0:18:56] Voice 4: going to say i'm thinking that actually wednesdays are not a great day it sounds like and may we

[0:19:02] Voice 4: We don't need to make a commitment today.

[0:19:04] Voice 4: We obviously need to make a commitment soon.

[0:19:07] Voice 4: That could be done by RWM.

[0:19:09] Voice 4: And I'm gonna maybe just suggest

[0:19:11] Voice 4: that we seek a different day other than Wednesday.

[0:19:15] Voice 4: Trustee Maude.

[0:19:17] Voice 1: Just to think outside the box,

[0:19:20] Voice 1: how about an eight o'clock start Wednesday morning?

[0:19:25] Voice 4: No, Wednesdays are bad days.

[0:19:27] Voice 4: We have executive committee meetings

[0:19:29] Voice 4: on Wednesdays typically.

[0:19:31] Voice 1: Yeah, but if we deferred that teleconference, just trying to make that Wednesday work, that was my only suggestion.

[0:19:45] Voice 4: Yeah. Is there any interest in that? Trustee Evans, you have your hand up still, and Trustee Maude, you could lower your hand.

[0:19:53] Voice 2: Yeah, in the morning would be fine if that works for other people.

[0:19:56] Voice 2: I

[0:20:01] Voice 4: don't want to spend any more time on this. I'd like to ask staff to look at alternatives, including Wednesday mornings or days other than Wednesday. Is there anybody upset about that? No. All right.

[0:20:22] Voice 4: So, Alexandra and David, can you perhaps do another poll and let's figure this out a little tighter and, yeah, some feedback to somehow not have to have a lengthy conversation within the meeting would be ideal, but I understand that that's not always possible.

[0:20:44] Voice 4: Are you okay with that, David and Alexandra? You can come back to us and possibly RWM of some kind to establish a meeting.

[0:20:52] Voice 3: yeah we can do a doodle poll but i will tell you that when alex did these um there were not very

[0:21:01] Voice 3: many dates available so but we'll have a look um yeah and if you are willing to move the ec

[0:21:08] Voice 3: telecom or not have one one week we can use that time slot from 8 a.m till 10 a.m uh the 21st seems

[0:21:15] Voice 3: to be the worst day but i don't think you want to do that just before fpc that would be 8 till 10

[0:21:21] Voice 3: and then audit and then FPC.

[0:21:23] Voice 3: It's up to you, but we can do that.

[0:21:25] Voice 4: I don't think that piling meetings on all into one day

[0:21:30] Voice 4: is because indeed it doesn't give enough opportunity

[0:21:33] Voice 4: for members of those committees

[0:21:35] Voice 4: to have adequate preparation the day of and for overflow.

[0:21:42] Voice 4: And I'm not sure if the committed reconciliation meetings

[0:21:48] Voice 4: are on the 6th and the 20th as well or not.

[0:21:50] Voice 4: I know that was quite often on Wednesday so that's an important factor as well so I'm going to move

[0:21:57] Voice 4: on and get our meeting going here and so our next meeting then is to be determined and we'll look

[0:22:06] Voice 4: for some emails on that so Alexandra can you get that motion to go in camera on the screen

[0:22:15] Voice 6: yes

[0:22:15] Voice 6: can you see it

[0:22:17] Voice 4: make it a bit bigger if you can full width would be fantastic pardon

[0:22:21] Voice 2: me that we

[0:22:22] Voice 2: We were going to be doing a resolution.

[0:22:23] Voice 2: Oh no, we did that already, didn't we?

[0:22:25] Voice 2: The resolute, yeah, nevermind.

[0:22:26] Voice 2: I beg your pardon, I'm so wrong.

[0:22:28] Voice 4: That's all right.

[0:22:30] Voice 4: There's a motion on the screen.

[0:22:32] Voice 4: Could somebody move that for us, please?

[0:22:37] Voice 6: I'm happy to do that.

[0:22:38] Voice 6: I move that the Chief Administrative Officer

[0:22:42] Voice 6: Hiring Committee meeting be closed to the public

[0:22:44] Voice 6: under section 91A and C of the Community Charter

[0:22:49] Voice 6: for discussion regarding personal information

[0:22:50] Voice 6: about an identifiable individual who holds

[0:22:53] Voice 6: or is being considered for a position

[0:22:55] Voice 6: as an officer, employee, or agent of the Islands Trust

[0:22:59] Voice 6: or another position appointed by the Islands Trust

[0:23:02] Voice 6: and labor relations or other employee relations

[0:23:04] Voice 6: and that the Director of Legislative Services

[0:23:07] Voice 6: and the Acting Executive Coordinator

[0:23:09] Voice 6: be invited to attend.

[0:23:10] Voice 4: Okay, do I have a seconder?

[0:23:13] Voice 4: Trustee Peterson, thank you.

[0:23:15] Voice 4: So I'll just call for the vote.

[0:23:16] Voice 4: All those in favor?

[0:23:18] Voice 4: Aye.

[0:23:19] Voice 3: Aye.

[0:23:20] Voice 3: That

[0:23:20] Voice 4: carries unanimously.

[0:23:22] Voice 4: anonymously so we'll give alexander a moment to turn off the live streaming and the recording

[0:23:27] Voice 4: and remind you that you have uh the meeting agenda in um a separate package

[0:23:35] Voice 4: and we'll pick up with that okay so um well welcome back everybody we're now returning to the

[0:23:53] Voice 4: public agenda i'd like to rise and report from our in-camera session just now we have

[0:24:00] Voice 4: I am determined to schedule a meeting on Tuesday, February the 20th at 9 a.m. in order to consider further business and nothing else to report at this time.

[0:24:14] Voice 4: And so thank you for your attention to this important work.

[0:24:18] Voice 4: And I'm going to ask for adjournment.

[0:24:21] Voice 4: Do you have somebody to move that we adjourn?

[0:24:23] Voice 4: Trustee Getty?

[0:24:24] Voice 4: Do we have a seconder?

[0:24:26] Voice 4: Trustee Evans?

[0:24:27] Voice 4: Thank you very much.

[0:24:27] Voice 4: So then I'll call the vote.

[0:24:28] Voice 4: all those in favor of adjourning and we are adjourned so uh thank you very much everybody

[0:24:35] Voice 4: for a good meeting good work and um and uh and timely that's excellent we'll see you all next

[0:24:42] Voice 4: time thank you staff uh alexandra thank

[0:24:46] Voice 7: you goodbye everyone all right

[0:24:48] Voice 4: thank you goodbye