South Pender Island Local Trust Committee community information meeting, March 7, 2024

[0:00:03] Voice 3: Hello. I would say, which is Hulkamena, but of course we're on Sudeus, South Pender, and one of the Sunchothan speaking peoples.

[0:00:15] Voice 3: So I would love to learn how to say good morning or good day in Sunchothan.

[0:00:23] Voice 3: My name is Toby Elliott. I'm the chair of the South Pender Local Trust Committee.

[0:00:28] Voice 3: and we're holding a special electronic meeting to discuss just one item um the planning for the

[0:00:37] Voice 3: community information meeting on the update to the land use planning bylaw amendment project

[0:00:42] Voice 3: i'm joined with your two local trustees uh trustee christina evans hello hello hello it's so weird i

[0:00:52] Voice 3: I don't want to hear just my own voice here.

[0:00:54] Voice 3: Chime in if you feel.

[0:00:56] Voice 3: And Trustee Dag Falk.

[0:00:58] Voice 7: Hi, everyone.

[0:00:59] Voice 3: Hi.

[0:01:00] Voice 3: And our planner, Kim Stockdill, is also with us.

[0:01:05] Voice 3: We're very grateful for your work and support.

[0:01:07] Voice 3: Good morning.

[0:01:09] Voice 3: And Emily in the South Office.

[0:01:12] Voice 3: And I see that we're just joined by our recorder.

[0:01:16] Voice 3: Carly, are you all good there and you can hear us?

[0:01:19] Voice 4: Yes, I can.

[0:01:20] Voice 4: Thanks, Chair.

[0:01:21] Voice 3: Okay, excellent.

[0:01:23] Voice 3: So, as always, we want to acknowledge that the area and all of the Gulf Islands are home to First Nations who've been here since time immemorial, and that the Islands Trust is committed to reconciliation, to acknowledging the place, and that we live and work and desire to work in partnership with Coast Salish First Nations,

[0:01:47] Voice 3: in particular the Wissanik people and Tsimshatlan-speaking peoples who call this home.

[0:01:54] Voice 3: And we're home here too. So let's open this meeting. We have just one item on our agenda

[0:02:01] Voice 3: other than the approval of minutes from which have not been adopted. I just want to note

[0:02:10] Voice 3: for any members of the public who are watching that we have not scheduled a town hall

[0:02:18] Voice 3: This is just a meeting for the trustees and staff

[0:02:21] Voice 3: to consider planning for a future community engagement.

[0:02:26] Voice 3: And so I'm happy if you're here to watch,

[0:02:30] Voice 3: but we're not gonna be opening up the meeting

[0:02:32] Voice 3: to participants online.

[0:02:34] Voice 3: So I hope that's all right.

[0:02:37] Voice 3: Is there any changes or additions to the agenda?

[0:02:43] Voice 3: Do we want anything else to be added?

[0:02:50] Voice 3: No. Okay. Seeing none, we'll adopt the agenda as presented or approve the agenda, I guess.

[0:03:00] Voice 3: So, yes, as we said, we've got just two items, the adopting the minutes and then the planning of the April community information meeting.

[0:03:10] Voice 3: Trustees, have you had a chance to look at the minutes and is everything all good?

[0:03:15] Trustee Evans (probable): I just had one comment that I put in before, and that's on

[0:03:19] Trustee Evans (probable): Section 3.

[0:03:21] Trustee Evans (probable): where it says the following additions to the agenda were presented for consideration

[0:03:24] Trustee Evans (probable): at fireworks report and then move item 13.1 and then it says by general consent the agenda was

[0:03:30] Trustee Evans (probable): adopted as amended but it doesn't say what was adopted so it was at fireworks was adopted and

[0:03:36] Trustee Evans (probable): move item 13.1 was not so if we can clarify that that would be great i

[0:03:42] Voice 3: think we discussed that and

[0:03:45] Voice 3: And you and I had a difference of opinion that matters for general or correspondence would be added to correspondence.

[0:03:55] Voice 3: You wanted to add it to reconciliation, which makes sense because of the content.

[0:04:01] Voice 3: I was just saying that all correspondence should be under that heading.

[0:04:06] Voice 3: But I think we just had a difference of opinion.

[0:04:08] Voice 3: So it was left under correspondence.

[0:04:10] Trustee Evans (probable): Yes.

[0:04:11] Trustee Evans (probable): So just in the in the minutes, I'd like that.

[0:04:13] Trustee Evans (probable): so where it says add fireworks report if we can just say dash this was adopted and then move item

[0:04:18] Trustee Evans (probable): 13.1 not adopted ah

[0:04:22] Voice 3: i see carly does that make sense to you it

[0:04:28] Trustee Evans (probable): does yes thank you because

[0:04:30] Trustee Evans (probable): otherwise it means that both of those items were adopted and they weren't thank

[0:04:33] Voice 3: you yeah thanks for

[0:04:34] Voice 3: that clarification i did have one um maybe slight change on page three under the electoral area

[0:04:44] Voice 3: area director's report it's the last second to last bullet the capital region district has hired

[0:04:51] Voice 3: archaeologist shauna hukalak to manage first nations relations um that i don't think that's

[0:04:57] Voice 3: accurate she's she's working for the crd as an archaeologist and she does a lot of first

[0:05:04] Voice 3: nations engagement and relations with her work but that's she's not an intergovernmental

[0:05:09] Voice 3: first nations um staff person is my impression so i i would just um i think what was being said

[0:05:18] Voice 3: there was that archaeologist shauna hukalak um does an excellent job in engaging with first

[0:05:25] Voice 3: nations in her work with the crd and she had done a presentation to the main island um

[0:05:32] Voice 3: ltc which i think is that last item that it would be beneficial to have her present

[0:05:38] Voice 3: so i don't know if it's that important but would it be okay to just make that point

[0:05:47] Voice 4: early

[0:05:50] Voice 2: yep

[0:05:51] Voice 4: i can switch that thank you okay

[0:05:53] Voice 3: so can i take it by consent that the minutes of

[0:06:02] Voice 3: are they february 2nd 2024 are adopted as amended is that all good all right perfect

[0:06:12] Voice 3: perfect so let's move into our business today this is the exciting part uh we are planning

[0:06:20] Voice 3: and there's no write-up in the um in the uh agenda i i think we can have you know a less

[0:06:27] Voice 3: formal discussion as long as everybody is clear speaks one at a time so the recorder can um

[0:06:34] Voice 3: capture everything i i'm happy to move through this with less formal flow if you are comfortable

[0:06:42] Voice 3: comfortable with that um so planner uh kim could you introduce sort of the where we're at with the

[0:06:48] Voice 3: project maybe that would help us get on the same

[0:06:52] Voice 3: page i'm happy

[0:06:53] Planner Stockdill (probable): to i also

[0:06:54] Trustee Evans (probable): asked people to get into

[0:06:55] Trustee Evans (probable): that could we put up the project charter so we've got that as reference as we're discussing yeah

[0:07:01] Voice 3: thank you that's a good that's a good point i'd wanted to see that as well just

[0:07:09] Planner Stockdill (probable): to confirm you

[0:07:10] Planner Stockdill (probable): can see the project a web page is that correct pardon me yes

[0:07:16] Planner Stockdill (probable): okay great um so what i just wanted

[0:07:20] Planner Stockdill (probable): to show those who are also listening in um some of the items that i've added to the project web

[0:07:26] Planner Stockdill (probable): page which i can explain in more detail as well i know that there's been quite a few people who have

[0:07:32] Planner Stockdill (probable): been anticipating the frequently asked questions document for legal non-conforming that has been

[0:07:38] Planner Stockdill (probable): now added to the the web page. This will be more of a living document meaning that I plan to change

[0:07:47] Planner Stockdill (probable): it or add questions as they arise. I do apologize for the delay. Staff have been allocating their

[0:07:55] Planner Stockdill (probable): time to the testing of new software. So I had so this was done a while ago and I finally had an

[0:08:06] Planner Stockdill (probable): opportunity to quickly review it and add it to the website. So currently there are five questions

[0:08:11] Planner Stockdill (probable): there related to some form of legal non-conforming and the bylaw 122 that was adopted back in

[0:08:18] Planner Stockdill (probable): September of 2022 and I will add some more questions as well over the next week or two

[0:08:25] Planner Stockdill (probable): to prepare those community members for the April community information meeting. So I just wanted

[0:08:32] Planner Stockdill (probable): to highlight that they are on the web page or it is on the web page under number six other

[0:08:37] Planner Stockdill (probable): information and at the previous LTC meeting back in February 2nd the LTC did give direction to

[0:08:47] Planner Stockdill (probable): staff to amend the project charter in light of shifting the timeline for public engagement

[0:08:55] Planner Stockdill (probable): So I'm going to bring that up here. And those targets or timeline was shifted. And I've added a little bit more detail in terms of including the trustee led workshops, which happened back in January.

[0:09:11] Planner Stockdill (probable): And I've also include the community information meeting dates that are community information meetings that will be scheduled for April.

[0:09:20] Planner Stockdill (probable): April. The intent was then to hopefully refer the comments the trustees have summarized from their

[0:09:27] Planner Stockdill (probable): workshops and also the public correspondence received to date and the minutes from the

[0:09:34] Planner Stockdill (probable): community information meetings to be sent to the South Pender Advisory Planning Commission

[0:09:40] Planner Stockdill (probable): after the May LTC meeting. And I've shifted the schedule to allow the APC at least a few months

[0:09:48] Planner Stockdill (probable): to go over all that information and to provide a recommendation to the LTC.

[0:09:53] Planner Stockdill (probable): And the hopes would be at the September meeting of this year

[0:09:57] Planner Stockdill (probable): that the LTC will have an opportunity to review the APC comments.

[0:10:02] Planner Stockdill (probable): And then I've shifted the schedule of potentially a draft bylaw,

[0:10:07] Planner Stockdill (probable): first reading accordingly.

[0:10:09] Planner Stockdill (probable): So that is on the webpage for the LTC to take a look at.

[0:10:13] Planner Stockdill (probable): And again, this is a document that can be amended in the future.

[0:10:18] Planner Stockdill (probable): by direction, hopefully by a resolution. I must just highlight that the budget will have to be

[0:10:25] Planner Stockdill (probable): changed. And the reason why I left it as is, as it involves a further discussion

[0:10:30] Planner Stockdill (probable): with the regional planning manager, Robert Konjima. And that amended project charter can

[0:10:38] Planner Stockdill (probable): be found here on the project webpage. And then as Chair Elliott mentioned, the purpose of this LTC

[0:10:46] Planner Stockdill (probable): meeting was is hopefully to dive into the the agenda for the two april's community information

[0:10:53] Planner Stockdill (probable): meetings we started to have that discussion back in the february 2nd ltc meeting but unfortunately

[0:11:00] Planner Stockdill (probable): we ran out of time so this is an opportunity for staff and the ltc to take a look at how to shape

[0:11:08] Planner Stockdill (probable): these community information meetings as well as what topics the ltc would like to have addressed

[0:11:14] Planner Stockdill (probable): rest. And I will leave it at that. And I'm happy to keep up the project charter if the LTC would

[0:11:20] Planner Stockdill (probable): like, or any other documents to help guide discussion.

[0:11:26] Voice 3: If you could bring up the staff

[0:11:27] Voice 3: report from just our last meeting, that one's pretty helpful with the analysis, just to remind

[0:11:33] Voice 3: us where we're at. So trustees, if you want to jump in with questions, maybe we can talk about

[0:11:41] Voice 3: timeline and budget at the end but let's talk about um content if or how do you want

[0:11:49] Trustee Evans (probable): um so

[0:11:51] Trustee Evans (probable): my thought was we've had two we had two community information meetings planned and i know we talked

[0:11:57] Trustee Evans (probable): about it before about splitting up um the content so one meeting would be dealt dealing with like

[0:12:03] Trustee Evans (probable): the house sizes and the setbacks and the other community information meeting would be dealing

[0:12:06] Trustee Evans (probable): with the other items so that we can have more focused discussions on each of the topics

[0:12:12] Trustee Evans (probable): um so i'll throw that out as a as a starting volley for discussion that's

[0:12:19] Voice 3: great um actually

[0:12:21] Voice 3: my question was did other topics come up in your trustee-led workshops did anyone say this is

[0:12:28] Voice 3: something else i want to discuss no okay no because the workshops were

[0:12:31] Trustee Evans (probable): focused on that one

[0:12:33] Trustee Evans (probable): One was focused on house sizes, one was focused on setbacks.

[0:12:38] Voice 7: So, Christina, you were saying, you were suggesting that we break the community information meetings up.

[0:12:44] Voice 7: Can you repeat the way you split it?

[0:12:48] Trustee Evans (probable): I was saying that we have one of the community information meetings focused on the house size and the setbacks.

[0:12:55] Trustee Evans (probable): and then the next community community information meeting focused on the other items that

[0:13:00] Trustee Evans (probable): that we had identified earlier such as a house height the water retention and the other items

[0:13:08] Trustee Evans (probable): that were in the list we'd have to pull that up but that's sort of how i'm seeing setting it aside

[0:13:12] Trustee Evans (probable): and then within each of those meetings we'll set a time frame for discussion on each of those

[0:13:18] Trustee Evans (probable): and if it turns out that more discussion is needed either we can look at extending the

[0:13:23] Trustee Evans (probable): length of that meeting or scheduling another meeting to finish that discussion um

[0:13:30] Voice 7: so i'm okay

[0:13:33] Voice 7: with that um i'm just going to mention this now even if we don't discuss it just so i kind of

[0:13:38] Voice 7: have it on the table i've been asked for a deadline for when people can submit more feedback to me

[0:13:47] Voice 7: sort of as follow-ups to the two um meetings that i had uh separately with community

[0:13:53] Voice 7: and i'm by the end of this meeting i want to have that deadline in my mind so i can let people know

[0:14:02] Trustee Evans (probable): sorry i froze and i missed the question can you repeat the question oh

[0:14:06] Voice 7: yeah i've been asked for

[0:14:08] Voice 7: uh if there's a deadline for when people can no longer submit follow-up uh comments to me

[0:14:17] Voice 7: from the meetings that we had that i'm collecting on the spreadsheet that i'm using as the system

[0:14:22] Voice 7: for collecting the comments and so

[0:14:26] Voice 8: I'm trying to

[0:14:26] Voice 7: establish when that should be so I can let

[0:14:29] Voice 7: people know and I'll have to give myself some time from receiving the last comments to actually

[0:14:35] Voice 7: entering it into the spreadsheet as well uh Kim is it possible uh to go back to the timeline

[0:14:43] Voice 7: and I just kind of want to see where where it fits in there like whether or not

[0:14:54] Trustee Evans (probable): it winds up

[0:14:55] Trustee Evans (probable): on your spreadsheet or not i think um being able to receive comments up until it goes to the apc

[0:15:02] Trustee Evans (probable): um should be good and then um comments can move over to the apc after that so

[0:15:10] Voice 3: i have a question

[0:15:11] Voice 3: from staff because i i understood that staff would that we have to provide a referral to the apc that

[0:15:20] Voice 3: includes some staff analysis that's collected together all these comments so i don't think that

[0:15:25] Voice 3: but there'd be enough time if we're accepting comments right up until the

[0:15:29] Voice 3: referral of the APC, the APC needs to be, or sorry,

[0:15:32] Voice 3: the referral needs to be quite clear and include all those comments.

[0:15:36] Voice 3: That was my understanding, Kim.

[0:15:38] Planner Stockdill (probable): Yes. So I do plan on summarizing the public communication we've received,

[0:15:44] Planner Stockdill (probable): the trustee led workshops, and also the CIMs.

[0:15:47] Planner Stockdill (probable): And I'll prepare a staff report for the May LTC meeting.

[0:15:51] Planner Stockdill (probable): I would have to double check the schedule of the May LTC meeting, but the deadline for correspondence to be included in that analysis would be at least two weeks prior to the May LTC meeting.

[0:16:05] Planner Stockdill (probable): And in that staff report, when I do the summary, there will also be language the LTC could use to forward a referral to the APC.

[0:16:16] Planner Stockdill (probable): And of course, that can be amended by the APC as well, or sorry, amended by the LTC.

[0:16:22] Voice 3: so april 11th looks like that's two weeks before april 11th or 12th it's two weeks before the

[0:16:30] Voice 3: south pender apc or um ltc meeting on the 26th

[0:16:34] Planner Stockdill (probable): sorry it would be the regular scheduled um ltc

[0:16:38] Planner Stockdill (probable): meeting and unfortunately i don't have the schedule up here let's just see if oh

[0:16:43] Voice 3: may 10th

[0:16:45] Voice 3: May 10th okay right so two weeks before would be the 26th which is the last CIM there

[0:16:51] Planner Stockdill (probable): we go that

[0:16:51] Planner Stockdill (probable): would be a great deadline so

[0:16:53] Voice 7: sorry the deadline then for the for the for any comments any comments

[0:16:59] Planner Stockdill (probable): to be included in my analysis of course community members can still send in correspondence and those

[0:17:05] Planner Stockdill (probable): will be circulated to the LTC and staff and be included on the web page it just wouldn't be a

[0:17:11] Planner Stockdill (probable): a part of my analysis for my staff report.

[0:17:14] Planner Stockdill (probable): They still will be forwarded to the APC

[0:17:16] Planner Stockdill (probable): because the APC will have the opportunity

[0:17:18] Planner Stockdill (probable): to see these letters on the project webpage.

[0:17:22] Planner Stockdill (probable): But in order for those comments to be included

[0:17:26] Planner Stockdill (probable): in my analysis, it would be helpful

[0:17:28] Planner Stockdill (probable): to have all correspondence in for April, before April 26.

[0:17:33] Voice 7: April 26.

[0:17:34] Voice 7: Yes, please.

[0:17:35] Planner Stockdill (probable): And actually,

[0:17:37] Voice 3: so just thinking about the APC,

[0:17:43] Voice 3: apc and they haven't met to discuss anything yet they you know you've warmed them up with um

[0:17:49] Voice 3: here's what's coming i think an email did an email go out kim not

[0:17:54] Planner Stockdill (probable): yet but it will go out

[0:17:56] Voice 3: yeah so i would like to suggest that they actually we encourage people not to send in late

[0:18:01] Voice 3: correspondence because there's a lot of information they need to consider there's already been these

[0:18:07] Voice 3: two meetings um if there's like 10 other letters um and those could be if people want to get their

[0:18:18] Voice 3: opinion you know foregrounded they might send letters late and then that's sort of like raw

[0:18:25] Voice 3: data that that the apc needs to consider what i'd like to see is that everything is consolidated

[0:18:31] Voice 3: with the biggest themes and general support for this and here's where there's questions and here's

[0:18:37] Voice 3: Here's where we need more information or here's where, you know, we need to consider other forms of community engagement is a survey necessary kind of thing.

[0:18:47] Voice 3: So I would like to see a more like the staff report and our referral, if possible, not have that personal correspondence.

[0:18:57] Voice 3: Can we just set a hard deadline and say at this point, because, you know, they're a group of community members, they're going to have their own perspectives.

[0:19:04] Voice 3: perspectives let's give them a you know a fairly good um you know not as much detail as

[0:19:15] Voice 3: it can get personal I

[0:19:18] Trustee Evans (probable): don't know what I'm trying to say so so what I'm thinking is if we have

[0:19:22] Trustee Evans (probable): the first CIM meeting and we deal with the other stuff that we've not

[0:19:26] Trustee Evans (probable): dealt with because we've had workshops on the house size and the setbacks

[0:19:31] Trustee Evans (probable): pardon me if we if the first cim meeting is the discussion on like the house height and everything

[0:19:36] Trustee Evans (probable): else that then and and at that meeting we say um correspondence cut off is at the next cim meeting

[0:19:44] Trustee Evans (probable): which will then be on the house size and setbacks but we've had a lot of discussion and we've had a

[0:19:49] Trustee Evans (probable): lot of community input then that'll give the opportunity for people to get their writings in

[0:19:54] Trustee Evans (probable): prior to that meeting we've publicly said this is our cutoff if anyone has anything else to say

[0:20:01] Trustee Evans (probable): about house sizes and setbacks say it prior to that meeting and that way we can we can wrap it

[0:20:06] Trustee Evans (probable): up well because if we do it the other way around and we have the CIM on the house size and setbacks

[0:20:12] Trustee Evans (probable): and we wait for the other one then there hasn't been any discussion and that's not fair to the

[0:20:18] Trustee Evans (probable): public so I'm recommending we do it the other way around and give people that because it's like

[0:20:24] Trustee Evans (probable): Like, give someone, like, what, two weeks?

[0:20:26] Voice 8: Yep.

[0:20:26] Trustee Evans (probable): And, I mean, the other thing, I don't know, Dag, how you feel about it.

[0:20:30] Trustee Evans (probable): You and I could maybe hold another workshop.

[0:20:32] Trustee Evans (probable): But we haven't even had a discussion on this stuff yet.

[0:20:35] Trustee Evans (probable): So we need to have something public first.

[0:20:37] Trustee Evans (probable): So,

[0:20:38] Voice 8: like,

[0:20:39] Trustee Evans (probable): I don't really know how to do this.

[0:20:40] Trustee Evans (probable): We haven't even talked about these items in public yet.

[0:20:46] Trustee Evans (probable): So going straight into a community information meeting when you and I haven't even talked about it is going to be difficult.

[0:20:53] Trustee Evans (probable): so I'm not sure how to address that. Yes Kim you've got your hand up. Thank

[0:21:03] Planner Stockdill (probable): you and I don't

[0:21:05] Planner Stockdill (probable): to provide some guidance at this point you know the trustees shouldn't necessarily have any type

[0:21:12] Planner Stockdill (probable): of determination on on how you'd like the project shaped really that's the purpose of the CIM

[0:21:18] Planner Stockdill (probable): is a formal meeting where minutes will be taken to really listen to further comments

[0:21:24] Planner Stockdill (probable): from community members so at this point i think it's okay um you know if you haven't had that

[0:21:31] Planner Stockdill (probable): full discussion with your your um uh your your other trustee um certainly i would imagine that

[0:21:38] Planner Stockdill (probable): would i mean i'm anticipating that discussion would happen more so at the may ltc meeting

[0:21:43] Planner Stockdill (probable): after the community information meetings and i should also remember i mentioned for those who

[0:21:49] Planner Stockdill (probable): who are listening um we have tentatively scheduled the community information meetings um one is

[0:21:56] Planner Stockdill (probable): tentatively scheduled for saturday april 20th and the second is friday april 26th the dates haven't

[0:22:05] Planner Stockdill (probable): been released yet on our website as we wanted to wait to have the discussion with the ltc today

[0:22:11] Planner Stockdill (probable): day before we publicly or before we publish those CIM dates on our web page. I'm not sure if I've

[0:22:24] Planner Stockdill (probable): answered your question or not.

[0:22:26] Voice 3: So to go back to the topic areas and the content of these meetings,

[0:22:31] Voice 3: I do think, Christina, your idea is good of having those other topics that we haven't

[0:22:38] Voice 3: heard from community about um is i wanted to ask you is water storage included in there

[0:22:44] Voice 3: yes it is i think someone said water retention but yeah water storage great okay

[0:22:49] Trustee Evans (probable): so based on

[0:22:50] Trustee Evans (probable): that should we because then if if we do if we do it this way then we're only giving the community

[0:22:57] Trustee Evans (probable): like five days to submit their their thoughts and for anyone that wasn't able to attend that meeting

[0:23:05] Trustee Evans (probable): well

[0:23:08] Voice 7: um but i'm wondering we should we're a little bit

[0:23:15] Voice 7: comments we're inviting comments

[0:23:17] Voice 7: before the meetings right and then at the meetings that might um i was going to say

[0:23:26] Voice 7: stir up but because i say stir up i'm going to say uh encourage conversation it encourages and

[0:23:34] Voice 7: and gets inspiration for for deeper thought on the topics and perhaps new comments comes out of

[0:23:40] Voice 7: that and so five days for that I think might be adequate and that it's really from now until the

[0:23:47] Voice 7: meeting is we're open for comments right like anyone can send in their comments and that's the

[0:23:52] Voice 7: way we did it with the house sizes and setbacks as well we got written comments and then we had

[0:23:57] Voice 7: a meeting and then we got more written comments

[0:23:59] Trustee Evans (probable): so I'm just thinking like if we moved the

[0:24:03] Trustee Evans (probable): the um april 20th a little closer like april 13th then that'll give people two weeks to process the

[0:24:11] Trustee Evans (probable): information and process what they heard in the meeting and write their comments in moving the

[0:24:21] Voice 7: deadline what do you want to move from the 26th to the 13th

[0:24:28] Trustee Evans (probable): really like wrap their head around

[0:24:30] Trustee Evans (probable): everything and then come back with their with their written statements so that's why i'm just

[0:24:40] Voice 3: we are

[0:24:41] Trustee Evans (probable): but we haven't talked about house height or water or any of the other items yet so that

[0:24:47] Trustee Evans (probable): hasn't been a conversation in community yet we haven't given them the opportunity to to raise

[0:24:52] Trustee Evans (probable): this topic because it's only been focused on the other ones so i'm saying like we move it up to

[0:24:57] Trustee Evans (probable): like april 13th that gives that gives the community a couple of weeks to process their thoughts on it

[0:25:04] Trustee Evans (probable): after the conversation

[0:25:05] Trustee Evans (probable): rather than having it so short i would rather give community members a

[0:25:10] Trustee Evans (probable): chance for them to sit down and have coffee and and roll this conversation around before writing

[0:25:15] Trustee Evans (probable): their letters because a rushed conversation isn't a good conversation okay because

[0:25:21] Trustee Evans (probable): you're just going

[0:25:21] Trustee Evans (probable): to wind up with knee-jerk reactions and we're trying to avoid that i

[0:25:24] Voice 3: get your point now thank

[0:25:25] Voice 3: you so is it possible to um move that date i will note that the avicc agm and convention is

[0:25:33] Voice 3: is the 12th 13th and 14th and i'm not sure if both vice chair maude and i are going

[0:25:39] Voice 3: um it's in victoria but can we

[0:25:45] Trustee Evans (probable): put it to the week

[0:25:46] Voice 3: before yeah i'm gone the week before but

[0:25:51] Voice 3: yeah we can like maybe we can do the weekday one the 11th perhaps and then the weekend one

[0:26:00] Voice 3: could we switch that to the uh be a month later than the 11th of may oh sorry yeah 26 so we're

[0:26:10] Voice 3: talking the 26th and the 20th yeah i'm talking about moving the 20th to either the 13th or the

[0:26:16] Voice 3: 6th right so the 13th i just let's block that weekend out because neither david modder i would

[0:26:23] Voice 3: would be good so what if we move the 26th to the 11th which is the second meeting and the saturday

[0:26:32] Voice 3: one down to the 27th the 20th which was on a saturday down to the 27th on a saturday

[0:26:42] Trustee Evans (probable): hold on so so you're but we're not changing the topics we're keeping no no no no okay so you're

[0:26:49] Trustee Evans (probable): saying having

[0:26:49] Voice 3: one on april 11th the weekday one on thursday the 11th i don't know if this works for

[0:26:55] Voice 3: uh david maude's schedule i'm open that day um so

[0:27:03] Trustee Evans (probable): april 11th and then you say i'd rather if

[0:27:07] Trustee Evans (probable): possible have the community first discussion on the weekend when most people are available

[0:27:12] Trustee Evans (probable): okay

[0:27:13] Voice 2: because

[0:27:14] Trustee Evans (probable): that's a big complaint having having these types of meetings on a weekday

[0:27:18] Voice 2: when they're

[0:27:18] Trustee Evans (probable): working they can't attend well let's

[0:27:21] Voice 3: especially if this is the

[0:27:22] Trustee Evans (probable): first time and the only

[0:27:23] Trustee Evans (probable): time we're going to discuss this okay

[0:27:25] Voice 3: so let's slow down the conversation so the recorder can

[0:27:28] Voice 3: capture everything so let's give some direction and then let staffs do the scheduling that we'd

[0:27:35] Voice 3: like the first community information meeting to be on the following topics let's clarify those

[0:27:41] Voice 3: those topics and on the weekend earlier so preferably the 6th or the 13th of April and

[0:27:54] Voice 3: then staff can work with whoever can chair yes

[0:27:58] Planner Stockdill (probable): I am away on the 6th of April so the 13th of April

[0:28:03] Planner Stockdill (probable): would be preferable but that's depending on a chair's availability otherwise I'm not sure if

[0:28:11] Planner Stockdill (probable): Sundays are available Sunday the 7th would also work as well but in terms of ferry schedule I

[0:28:18] Planner Stockdill (probable): would have to check that okay

[0:28:22] Voice 3: so does somebody we probably need a resolution coming out of this

[0:28:26] Voice 3: just for clarity so a CIM be scheduled you know whatever date um and the topics uh Christina you

[0:28:35] Voice 3: had sort of the the height regulations and I don't

[0:28:41] Trustee Evans (probable): have them in front of me I know that they

[0:28:42] Voice 3: if

[0:28:44] Trustee Evans (probable): you

[0:28:49] Voice 3: go back to the um report um i

[0:28:53] Voice 7: don't think we need to list the topics we can just summarize

[0:28:56] Voice 7: all topics that were in public in this house size um set box i

[0:29:02] Planner Stockdill (probable): do have that noted i have

[0:29:03] Planner Stockdill (probable): height water storage there's some agriculture regulations and any other regulations would be

[0:29:10] Planner Stockdill (probable): included in the first cim the ltc has given direction to staff to schedules these cims

[0:29:17] Planner Stockdill (probable): so i would advise against um making a second resolution including the dates of the cims

[0:29:25] Planner Stockdill (probable): and even having i don't think we need a resolution in terms of the topics

[0:29:32] Planner Stockdill (probable): because i think that having those comments in the minutes right now should be sufficient perfect

[0:29:40] Planner Stockdill (probable): So just to clarify, so potentially we are moving the April 20th CIM with the focus of height, water storage and other regulations to Saturday, April 13th. Is that correct?

[0:30:00] Planner Stockdill (probable): and then potentially the april 26th meeting which focus on house size

[0:30:04] Planner Stockdill (probable): and setbacks would you still want that scheduled for april 11th it would be then before

[0:30:12] Planner Stockdill (probable): okay did you want to switch the topics then or leave that

[0:30:16] Planner Stockdill (probable): where it is okay okay on the 26th okay

[0:30:19] Planner Stockdill (probable): great yeah okay so we'll shift the april 20th meeting to april 13th so

[0:30:30] Voice 3: if we can yeah if we

[0:30:32] Voice 3: Well, I'm going to email Chair Maude right now and see if he's going to AVI-CC.

[0:30:38] Voice 3: Yeah.

[0:30:45] Voice 7: The conversation about David Maude, I think, has only been had by the trustees.

[0:30:52] Voice 7: Maybe we can make a summary about the thoughts on that, sharing of the chair role for the public.

[0:31:01] Voice 7: Yeah,

[0:31:01] Voice 3: sure. I can. So we're looking at ways to basically cut down on the budget. And one area that's been an over expenditure from was budgeted last year was chair travel and expenses related to travel.

[0:31:20] Voice 3: travel um it's not honestly it's not my travel i don't think it's it's more the far-flung locations

[0:31:29] Voice 3: that um require an overnight accommodation and so and and so on and i don't do that but um

[0:31:37] Voice 3: just in in a bid to spread trim where we can i had asked if um david maude who lives

[0:31:47] Voice 3: on main island if he might be available for one or both of these cims because they're close together

[0:31:54] Voice 3: and uh for me to travel on a saturday it's it's well it's an all-day event and so i can switch

[0:32:02] Voice 3: out for him if there's less like a cim is more the opportunity here from community and um he's

[0:32:12] Voice 3: He's really good at chairing those kind of meetings anyway.

[0:32:14] Voice 3: So we just thought we'd explore having a chair come in who's close by.

[0:32:23] Voice 3: And both trustees were supportive of that and trying to see how it goes.

[0:32:30] Voice 3: So I think

[0:32:30] Voice 3: it gives us a chance to dip our toes into other LTCs too

[0:32:38] Voice 3: and expand, you know, where I'm always learning with every LTC I go to.

[0:32:43] Voice 3: is yeah

[0:32:45] Voice 7: i'm i'm definitely open to a trial of that i have one question i have those how does

[0:32:50] Voice 7: it affect your you being in well who who who's going to vote in the end is it going to be is

[0:32:59] Voice 7: that decided that's going to be you like are you committing to that or will that possibly be david

[0:33:04] Voice 7: maul i don't think there'll

[0:33:06] Trustee Evans (probable): be anything voting voted on at a cim it's it's just a community

[0:33:10] Trustee Evans (probable): community information meeting it's just the it's the exchange of information from the public to us

[0:33:15] Trustee Evans (probable): and from us to the public there's no decision making in those meetings right

[0:33:18] Voice 7: so but the

[0:33:20] Voice 7: information that he receives will help him form a good opinion about how he would vote however

[0:33:26] Voice 7: how will that transfer to you um will you um

[0:33:33] Voice 3: i can watch the meetings uh after the fact and read

[0:33:37] Voice 3: the minutes and talk to both of you that's and staff like i would inform myself before

[0:33:43] Voice 3: coming to a decision point yeah but that's a good point

[0:33:46] Voice 7: i noticed with uh christina dropped

[0:33:52] Voice 2: right let's pause and check in with uh so

[0:34:05] Voice 3: we'll just take a couple of minutes break

[0:34:07] Voice 3: while we wait for trustee evans to reconnect harley are you able to capture the conversation

[0:34:16] Voice 3: so far? I

[0:34:17] Voice 4: know that's a little bit more for you. I am.

[0:34:20] Voice 4: Thank you, Chair. I know you're very helpful

[0:34:22] Voice 4: the way you're summarizing it for me. Thanks. Okay, great.

[0:34:26] Voice 3: And I'll note that Emily very

[0:34:29] Voice 3: helpfully emailed us some amended minutes with those two corrections. So if we get to the end

[0:34:37] Voice 3: of the meeting and folks have had a chance to check their email, we can probably adopt them

[0:34:43] Voice 3: as

[0:34:44] Trustee Evans (probable): amended i was gonna say sorry to interrupt um my laptop just died and i had to rejoin

[0:34:49] Trustee Evans (probable): you don't know what's going on with laptops with me um my my my old one is in for repair right now

[0:34:57] Trustee Evans (probable): and this one it's plugged in and it just crashed so

[0:35:01] Voice 3: but we didn't make any decisions we just talked

[0:35:04] Voice 3: about minutes that have been emailed out but actually an executive committee uh so there's

[0:35:10] Voice 3: been a failure with battery issues with the laptops and i think there's a note going out

[0:35:18] Voice 3: i saw that

[0:35:19] Voice 3: bring their laptops in right so sorry that that's

[0:35:23] Voice 3: i know

[0:35:24] Trustee Evans (probable): and i'm trying to get my report written from the last workshop because my laptop bit the

[0:35:31] Trustee Evans (probable): dust like a day or two after that and i just got this on friday and um i just bit the dust now and

[0:35:38] Trustee Evans (probable): And today was the day I was going to get that report written.

[0:35:40] Trustee Evans (probable): I'm like, yes, I'm not working and I can get it done.

[0:35:44] Trustee Evans (probable): And now I can't.

[0:35:46] Voice 2: I'm so sorry.

[0:35:47] Voice 3: Yeah, we're really struggling without an information services head.

[0:35:54] Voice 3: I'm struggling

[0:35:55] Voice 3: without a laptop.

[0:35:56] Voice 3: I know.

[0:35:56] Voice 3: And Daphne's doing all these things.

[0:35:58] Voice 3: And so we're going to have to update laptops during Trust Council, which is...

[0:36:03] Trustee Evans (probable): I stand like partway through reading the agenda.

[0:36:07] Voice 2: Oh, my gosh.

[0:36:07] Trustee Evans (probable): and i can't access it through my phone i'm

[0:36:12] Voice 2: so sorry that's not good

[0:36:15] Voice 7: um before we move on now

[0:36:18] Voice 7: that we've um set most likely times for the community information meetings can we just

[0:36:24] Voice 7: come back to the deadline for collecting the comments it was that remain april 26th or what

[0:36:31] Voice 7: does

[0:36:31] Trustee Evans (probable): that shift that no it'll remain april 26th we'll say at the first community information

[0:36:38] Trustee Evans (probable): meeting, that that is the cutoff date. Anything received post that date will not be part of the

[0:36:47] Trustee Evans (probable): package that staff creates, but their correspondence will be forwarded on to APC as just open

[0:36:55] Trustee Evans (probable): correspondence and not included in the analysis.

[0:36:58] Voice 7: Great. Thank you.

[0:37:11] Planner Stockdill (probable): Chair Elliott, I have a quick question when there's an opportunity as well.

[0:37:15] Voice 3: Just jump in. Sorry.

[0:37:17] Voice 3: Okay, thank you.

[0:37:17] Planner Stockdill (probable): Yes, okay.

[0:37:19] Planner Stockdill (probable): So we've got the tentative dates and also the tentative topics.

[0:37:24] Planner Stockdill (probable): What I wanted to talk about next is in terms of advertisement for these two CIMs, I'd recommend we submit an advertisement in the Pender post.

[0:37:35] Planner Stockdill (probable): We will also circulate through our email subscriber list.

[0:37:39] Planner Stockdill (probable): But I'm wondering if the LTC wanted to pose certain questions in this advertisement or through the email subscriber list questions the community members may want to bring answers with them.

[0:37:52] Planner Stockdill (probable): So they have an idea of the questions that may be asked at these CIMs.

[0:37:57] Planner Stockdill (probable): That's something we don't necessarily have to formalize today.

[0:38:00] Planner Stockdill (probable): I can work with the trustees on formalizing those questions, but I just wanted to bring it up.

[0:38:10] Planner Stockdill (probable): i know trustee falk has been um and actually trustee evans as well you both have had i believe

[0:38:15] Planner Stockdill (probable): you've been asking those questions already um so i'm would be happy to work with you on on

[0:38:21] Planner Stockdill (probable): formalizing those questions and getting them out in the public

[0:38:24] Voice 3: yeah what

[0:38:27] Voice 3: kind of process

[0:38:27] Voice 3: how would that work can just email you

[0:38:30] Voice 2: absolutely yep okay

[0:38:32] Voice 2: all right i'm just looking at my notes

[0:38:38] Voice 2: I

[0:38:38] Voice 7: have a question about the location online of the community comments.

[0:38:46] Voice 7: Maybe, Kim, would you mind maybe taking us through on your screen share?

[0:38:51] Voice 7: Absolutely.

[0:38:52] Planner Stockdill (probable): I'm happy to do that.

[0:38:58] Planner Stockdill (probable): So I'm hoping you can see the project charter right now,

[0:39:02] Planner Stockdill (probable): just so I know I'm sharing the correct screen.

[0:39:05] Planner Stockdill (probable): Looks like I'm getting nods.

[0:39:07] Planner Stockdill (probable): So there's been discussion or questions related to which email address

[0:39:12] Planner Stockdill (probable): should I be sending correspondence to there is one email address southinfo at islandstrust.bca.ca

[0:39:22] Planner Stockdill (probable): and also I think it's southpenderltc or southpenderlocaltrustcommittee at islandstrust.bc.ca

[0:39:30] Planner Stockdill (probable): and I wanted to let you know that if you're submitting your correspondence to either of those

[0:39:36] Planner Stockdill (probable): email addresses, they will be sent or copied to the trustees. If you're sending it to South Info,

[0:39:45] Planner Stockdill (probable): that email is monitored by administrative staff. And when they receive that, it's sent to the

[0:39:53] Planner Stockdill (probable): planner to then determine what it's related to, generally the land use follow-up amendments.

[0:39:59] Planner Stockdill (probable): And at that point, then I send it to Emily, our planning team assistant, who then distributes

[0:40:05] Planner Stockdill (probable): that to the trustees and then post it online. When you're sending something to the South Pender

[0:40:11] Planner Stockdill (probable): Local Trust Committee email address, what it does is it automatically filters or sends that email

[0:40:18] Planner Stockdill (probable): address to the two trustees, the chair, the assigned planner, and also the RPM. So either

[0:40:27] Planner Stockdill (probable): way or either email address you use, it will be sent to the trustees and it will become a part

[0:40:34] Planner Stockdill (probable): of the public record as I mentioned before staff have been focused focusing a lot of their attention

[0:40:40] Planner Stockdill (probable): on this new planning application software so there may be some delay in

[0:40:48] Planner Stockdill (probable): placing these emails and correspondence on the webpage but they are sent to trustees as quickly

[0:40:54] Planner Stockdill (probable): as we receive them we do our very best and those pieces of correspondence can be found

[0:41:02] Planner Stockdill (probable): on the on the project website so if when you go to the islands trust website if you go to island

[0:41:10] Planner Stockdill (probable): planning you can click on south pender it will bring you to a landing page with these different

[0:41:16] Planner Stockdill (probable): topics up here and you click on projects when you click on this web page it will list the the

[0:41:24] Planner Stockdill (probable): current projects the ltc is working on which as we know is the lub amendments project and under

[0:41:30] Planner Stockdill (probable): folder four. That's where we're posting the public correspondence received to date. Again,

[0:41:37] Planner Stockdill (probable): there may be a delay of a week or two, if not more, to post these online. But if you don't

[0:41:42] Planner Stockdill (probable): see your correspondence here after a couple of weeks, please be in contact with myself and I

[0:41:48] Planner Stockdill (probable): can check to see where the correspondence went and we'll make sure that it's sent to the trustees

[0:41:54] Planner Stockdill (probable): and included on the webpage.

[0:41:59] Voice 7: You must have just updated that there

[0:42:02] Voice 7: because the last time I looked there,

[0:42:04] Voice 7: it was the last correspondence was in 2023 still.

[0:42:09] Planner Stockdill (probable): Yeah, so I believe in light of this meeting today,

[0:42:12] Planner Stockdill (probable): Emily probably worked very hard in making sure

[0:42:16] Planner Stockdill (probable): that all these 2024 pieces of correspondence

[0:42:18] Planner Stockdill (probable): were posted to the webpage.

[0:42:19] Planner Stockdill (probable): page

[0:42:20] Voice 7: okay and so it's it's okay um for us to to let uh our community know that they can use either

[0:42:30] Voice 7: one of those emails absolutely and and it's also okay to let them know that if they use the south

[0:42:36] Voice 7: ltc email we will get it straight away like straight

[0:42:40] Planner Stockdill (probable): away absolutely because

[0:42:42] Voice 7: if there is a

[0:42:43] Voice 7: delay that's my concern is if there is a delay or you know something gets missed or whatever

[0:42:48] Voice 7: but we're all busy then you know yeah that's that's probably not not good especially when

[0:42:54] Voice 7: we're getting closer to deadlines absolutely right away yeah i

[0:42:58] Planner Stockdill (probable): just wanted to ensure that

[0:42:59] Planner Stockdill (probable): south info it does eventually make it to the trustees it's just not as quick as sending it

[0:43:03] Planner Stockdill (probable): through the other email address yeah

[0:43:05] Voice 7: yeah i i tried it out and i found out that i didn't get it

[0:43:10] Voice 7: when i saw somebody send it to me as well through my my my direct email and when i noticed that i

[0:43:18] Voice 7: just wondered you know and then i went to the uh you know to the outlook program and to find out

[0:43:25] Voice 7: which email does it go to and it didn't say so it seemed like a big black hole so that's what

[0:43:31] Voice 7: raised the question for me just to get more information and thank you you have answered all

[0:43:36] Voice 7: my questions perfect

[0:43:37] Planner Stockdill (probable): and mistakes do are made at times and some unfortunately sometimes an email

[0:43:42] Planner Stockdill (probable): isn't posted and like i said just send us another email as a reminder and we'll look into it for you

[0:43:49] Voice 8: great thanks

[0:43:50] Voice 7: super

[0:43:57] Voice 3: it's taken us you know a year and a bit to figure out emails and i

[0:44:03] Voice 3: it's it is a confusing system i totally get it uh it doesn't help that south pender doesn't have

[0:44:11] Voice 3: meetings as frequently so please feel free to reach out to me or staff if you've got issues

[0:44:17] Voice 3: issues um

[0:44:19] Voice 7: so i've got another topic that we could broach if that's okay um

[0:44:27] Voice 3: well if i'd like to

[0:44:30] Voice 3: stick with this and make sure that we finish off our discussion on the community information

[0:44:34] Voice 3: meetings um you know we have a pretty loose agenda but if if it's yeah

[0:44:40] Voice 7: no it relates to that

[0:44:42] Voice 7: So the meetings that we have had separately, Christina is going to have a summary, and my kind of summary is my spreadsheet that I've been collecting all the comments on.

[0:44:59] Voice 7: And so, you know, we're not doing it identically, which we shouldn't be.

[0:45:05] Voice 7: I'm not complaining about that.

[0:45:06] Voice 7: That's how it should be.

[0:45:08] Voice 7: But how do we amalgamate?

[0:45:10] Voice 7: how do we how do we work that together so um i'll study

[0:45:17] Trustee Evans (probable): it we hand it over to staff and staff

[0:45:19] Trustee Evans (probable): will will do that you and i aren't going to sit down and amalgamate it we're going to hand it

[0:45:26] Trustee Evans (probable): over to staff and staff are going to amalgamate it

[0:45:29] Voice 7: okay and

[0:45:36] Voice 3: that's the reason it's important is

[0:45:37] Voice 3: because that's that distance from the elected official who has you know we have our own

[0:45:43] Voice 3: perspective as community members or we may have been you know elected on certain um points and

[0:45:49] Voice 3: that's that is the surety to the community that they are their information has been digested by

[0:45:55] Voice 3: an objective um person so

[0:45:58] Voice 7: um so i've prepared um some information that i feel like it's important

[0:46:05] Voice 7: for me to share with the community about how I, you know, what are the values that I have

[0:46:16] Voice 7: that will shape the way that I make a decision, you know, a decision that would be a vote at

[0:46:22] Voice 7: some point, right, when it comes to the day that we're actually going to vote on the various

[0:46:26] Voice 7: proposals. I want to share that with the community so that they have an opportunity to formulate

[0:46:36] Voice 7: their comments in the best way possible to convince me of their viewpoint and so I prepared

[0:46:44] Voice 7: a powerpoint of that and I'm hoping to have an opportunity to share that with the community

[0:46:50] Voice 7: and I'm kind of wondering where that might be or when that might be it's

[0:46:59] Voice 3: a great question

[0:47:03] Voice 3: it

[0:47:03] Planner Stockdill (probable): is a good question and I'm thankful that that Robert has joined us and I'm wondering if he

[0:47:08] Planner Stockdill (probable): He could provide us some guidance on this in terms of one trustee sharing their views by a PowerPoint.

[0:47:20] Planner Stockdill (probable): I'm not sure if this is something that we can necessarily do in a public meeting,

[0:47:24] Planner Stockdill (probable): but perhaps it's something that you could record yourself and we could upload through the trustee corner.

[0:47:32] Planner Stockdill (probable): Robert, I'm not sure if you have any guidance on what the best way to do this.

[0:47:37] Planner Stockdill (probable): So

[0:47:38] Voice 5: one trustee, like Trustee Falk in this case, sharing input with the whole trust committee, certainly the best venue is an LTC meeting.

[0:47:53] Voice 5: Maybe in the interest of time, there might be a summary, but then some supporting information that could be distributed to trustees.

[0:48:05] Trustee Evans (probable): So if our next LTC meeting, regular LTC meeting, isn't until after these CIMs when all of the input has been received, you're wanting to get this information out prior to that, I'm assuming?

[0:48:18] Voice 7: Yeah, for

[0:48:19] Trustee Evans (probable): me, I would

[0:48:20] Voice 7: love to get it today at this meeting and then it's out there and then it could be attached to the, you know, whatever record of this meeting.

[0:48:29] Trustee Evans (probable): Yeah, I think that would have had to have been on the agenda, though. And we didn't put that on the agenda. And it wasn't brought in as an item to be added to the agenda. So I think it

[0:48:39] Voice 7: is under the agenda that we are doing, in my view, because we're talking about how we're going to structure this.

[0:48:46] Voice 7: mm

[0:48:47] Voice 3: -hmm but the materials that you're talking about correct presentation by a trustee

[0:48:55] Voice 3: outlining your decision making process but wouldn't that be more appropriate when we're

[0:49:00] Voice 3: at the decision making process like here's how i've considered everything here's the evaluation

[0:49:06] Voice 3: matrix um well

[0:49:08] Voice 7: i would think

[0:49:08] Voice 3: that that would be good at in may yeah

[0:49:12] Voice 7: it feels like it's important

[0:49:13] Voice 7: to share it before then because what what if i say well this is what sways me and then people

[0:49:19] Voice 7: didn't know that and i didn't formulate they didn't they didn't include that in their comments

[0:49:23] Voice 7: because they didn't think of it and then i'm not safe i

[0:49:27] Voice 3: would really caution us from asking

[0:49:30] Voice 3: constituents to lobby you or to frame

[0:49:33] Voice 3: their arguments in a certain way the purpose of the

[0:49:36] Voice 3: community information meeting is to get their perspectives and people's lived experience and

[0:49:43] Voice 3: their opinions it's that then you take that into whatever your evaluation matrix is but this is

[0:49:51] Voice 3: like that will i think excite everyone into oh i have to appeal to trustee falk in this way

[0:49:59] Voice 3: or trustee evans in this way and and that's not what we're supposed to look at when we make

[0:50:05] Voice 3: decisions we look at staff reports that have consolidated information we listen to community

[0:50:11] Voice 3: members and you use your own you know set of values what you were elected on what we've said

[0:50:18] Voice 3: in public meetings i don't think publishing ahead of time something that is saying this is how you

[0:50:23] Voice 3: can convince me would do a service to this process probably

[0:50:32] Voice 7: do you agree with that or um

[0:50:39] Voice 5: well it's

[0:50:42] Voice 5: it's you know it's up to the local trust committee how you decide you're going to run your process

[0:50:47] Voice 5: us in this case um you know i've seen community information meetings i've attended community

[0:50:53] Voice 5: information meetings where the trustees start the meeting and say this is you know here's i'm going

[0:50:58] Voice 5: to do an introductory statement or i'm going to even do uh you know a short presentation and then

[0:51:04] Voice 5: then uh they cease that and they move to um comments from the floor so that's another

[0:51:11] Voice 5: another opportunity for the trustees to have their dialogue with the community at the community

[0:51:18] Voice 5: information meeting.

[0:51:22] Trustee Evans (probable): For myself, I'm trying to walk into all of this with an open mind.

[0:51:27] Trustee Evans (probable): And I just want to look at the information collected at the end and the comments from

[0:51:33] Trustee Evans (probable): the community and see what the best result for the community is going to be. I'm not

[0:51:39] Trustee Evans (probable): I'm not looking to be swayed or convinced that one answer is better than another answer. I'm looking at the whole picture and trying to see what would be the best solution for the community as a whole. I'm not looking for one particular voice to win me over.

[0:52:00] Trustee Evans (probable): that

[0:52:02] Voice 7: is that is part of my values perspective as well that's what i want to present so is it

[0:52:11] Voice 7: still an option that you mentioned the possibility of maybe me recording it then it could be uploaded

[0:52:15] Voice 7: at the trustees corner is that is that an opportunity then that i may be pleased

[0:52:23] Voice 3: yeah i i think so that's that the trustees corner is that is your space to say everything that you

[0:52:31] Voice 3: want to say from your perspective and um what you stand for and how you make decisions i think

[0:52:38] Voice 3: that's the appropriate place um i think if you want time at the beginning of the cim um we should

[0:52:44] Voice 3: probably provide uh trustee evans as well with some time um but we should make that decision

[0:52:50] Voice 3: at this meeting so we can sort of structure it appropriately i'm

[0:52:56] Trustee Evans (probable): reluctant to do that because

[0:52:58] Trustee Evans (probable): Because then I feel that that will encourage people to dig in more to their positions and try to convince us of their positions rather than collaborating together and trying to find a solution together.

[0:53:13] Voice 7: So I think there's

[0:53:15] Voice 7: a bit of misunderstanding about what I'm proposing to share.

[0:53:20] Voice 7: It's values, it's not positions.

[0:53:23] Voice 7: I have a very open mind. I have not decided on any comment yet, because I want to get all the comments. But the way that I consider comments is I want, you know, thoughtful rationales included. That's the value that I have.

[0:53:40] Voice 7: I don't think people should be making, not people, I don't think that we should be aiming at making a bylaw that inconveniences a lot of the community when there are differences in individual circumstances.

[0:53:55] Voice 7: circumstances. A value that I hold is that we should work harder as the LTC to formulate a

[0:54:04] Voice 7: bylaw that's catered more to the situations of the community that we live with. That's the value

[0:54:13] Voice 7: that I have. These are just examples. I am not at all talking about I really like bigger houses or

[0:54:18] Voice 7: I really don't like bigger houses. That's not at all what I'm talking about.

[0:54:22] Voice 3: Thank you for clarifying

[0:54:23] Voice 3: I have

[0:54:23] Voice 7: a very open mind.

[0:54:25] Voice 7: And my point is that

[0:54:27] Voice 3: I have an open mind.

[0:54:28] Voice 7: But the information that I'm going to be looking for

[0:54:32] Voice 7: in order to form a decision at some point,

[0:54:37] Voice 8: I

[0:54:37] Voice 7: think it's only fair that I share

[0:54:38] Voice 7: how my thinking process is around that.

[0:54:42] Voice 7: And that's what I'm attempting to do.

[0:54:45] Voice 7: And so

[0:54:46] Voice 8: I'm totally

[0:54:47] Voice 7: okay if the trustees corner

[0:54:49] Voice 7: can utilize that, I'm happy with that.

[0:54:52] Voice 7: Would I send that to Emily then to get it posted?

[0:54:56] Trustee Evans (probable): yeah

[0:54:56] Voice 7: okay i

[0:54:59] Trustee Evans (probable): think that would be the better route because i don't want to eat up time

[0:55:02] Trustee Evans (probable): in the community information meeting doing that i would rather just leave it open to the floor

[0:55:08] Trustee Evans (probable): sure it

[0:55:09] Voice 3: could could it be also added as a link in the email out about the community information

[0:55:15] Voice 3: meeting or with that um so the link to the trustees corner where your powerpoint or your

[0:55:21] Voice 3: documents uploaded just saying as a piece of information um when that notice goes out would

[0:55:27] Voice 3: that be possible uh kim yep

[0:55:30] Planner Stockdill (probable): absolutely okay

[0:55:32] Voice 3: does that sound fair trustee falk yes absolutely

[0:55:35] Voice 7: awesome

[0:55:36] Voice 3: okay this is great so um so staff will work with well me and uh david mott to see who's

[0:55:48] Voice 3: available for the saturday meeting um i just wanted to clarify if no one is available by chance

[0:55:54] Voice 3: if we're both going to avicc and he can't do it on the 6th um are you okay with having the

[0:56:04] Voice 3: friday one happen first which would then be the 5th or the 12th and if i'm going to avicc i still

[0:56:12] Voice 3: can't make either of those i could do the thursday the 11th so that the weekday one but are you

[0:56:18] Voice 3: completely set on having a saturday one first and we'll yes to fit i

[0:56:24] Trustee Evans (probable): think i think yes because that

[0:56:27] Trustee Evans (probable): is the important one because we've not had that conversation so saturday or sunday um as long as

[0:56:32] Trustee Evans (probable): i think it's on a weekend and it's doable um i think it's important that that conversation

[0:56:37] Trustee Evans (probable): happen on a weekend and have it available to the majority of the public

[0:56:41] Voice 8: yeah

[0:56:43] Voice 3: um

[0:56:44] Trustee Evans (probable): and i mean

[0:56:45] Trustee Evans (probable): we're

[0:56:47] Voice 3: just trying it's just honestly

[0:56:48] Voice 3: it's it's it's so it's good friday and the long weekend

[0:56:52] Voice 3: before i'm away from the third to the seventh and then we've got avicc the 12th to the 14th

[0:57:00] Voice 3: so those are our constraints um we'll do our best that's all i can say yeah chair

[0:57:08] Planner Stockdill (probable): elliot if i may

[0:57:10] Planner Stockdill (probable): um you or the ltc also has a option um to delegate one of the trustees to act as chair as well

[0:57:20] Planner Stockdill (probable): um since this is a community information meeting and no decisions will be made it could be an

[0:57:25] Planner Stockdill (probable): opportunity or a good uh a good meeting for both trustees to be there and then to allocate one of

[0:57:32] Planner Stockdill (probable): the trustees as a chair perfect

[0:57:35] Voice 3: i totally forgot about that okay okay so in the event uh neither

[0:57:40] Voice 3: either of us can make it um one of you um could be the chair is that okay absolutely okay fabulous

[0:57:49] Voice 3: thanks for that kim okay so i think we've settled on the content the structure um there was

[0:57:56] Voice 3: discussion that it would be at 1 p.m instead of 10 a.m if if trust or vice chair mod is is ending

[0:58:04] Voice 3: up uh chairing that is 1 p.m still okay in that event okay and we've got the content settled

[0:58:11] Voice 3: and the deadline is the 26th for community submission of comments just so that staff can

[0:58:18] Voice 3: consolidate everything get it into a report and then that'll be referred to the abc after our

[0:58:25] Voice 3: our may 10th meeting is that correct kim okay is there anything further to cover off with this

[0:58:38] Voice 3: planning oh and the venue um they're both going to be at the anglican church that's

[0:58:46] Planner Stockdill (probable): correct although

[0:58:47] Planner Stockdill (probable): we will have to check if the anglican church hall is available for april 13th

[0:58:54] Voice 3: perfect um

[0:58:57] Voice 3: Awesome. So we kept a pretty loose agenda, but Robert, I'm thankful that you were able to step in and maybe speak to, we'd asked for an update on the implications of the STVR regulations for legal non-conforming suites. Is that where you can speak to here for us today?

[0:59:18] Voice 3: Yeah,

[0:59:18] Voice 5: I was going to do a report for the May meeting, but just verbally, non-conforming protection will come to an end legally in May for vacation rentals, short-term rentals that are operating under that form of protection.

[0:59:38] Voice 5: And so, you know, you'll have some options, I suppose, and operators will have options who fall into that category.

[0:59:46] Voice 5: What I would like to do for the May meeting is maybe get some numbers.

[0:59:50] Voice 5: I'm sure you'd appreciate having a few numbers, our best estimate of how many there are in that category.

[0:59:55] Voice 5: There weren't a lot a couple of years ago, and the numbers may have been further reduced.

[1:00:00] Voice 5: since then through people ceasing to operate.

[1:00:03] Voice 5: And then the operators would have options

[1:00:07] Voice 5: to apply for a temporary use permit.

[1:00:10] Voice 5: And the LTC would have a couple options as well around

[1:00:13] Voice 5: if a enforcement complaint was received,

[1:00:16] Voice 5: you could have a policy not to enforce

[1:00:20] Voice 5: on short-term rentals that were pre-existing non-conforming.

[1:00:28] Trustee Evans (probable): So I have a quick question on that.

[1:00:30] Trustee Evans (probable): So this comes into effect May 1st, right?

[1:00:33] Trustee Evans (probable): And our meeting isn't until May 10th, correct?

[1:00:37] Trustee Evans (probable): And it's a $300 or $400 per day fine for any STVR that is operating.

[1:00:44] Trustee Evans (probable): So that could be a very expensive fine before we can even get to a point where we can put

[1:00:48] Trustee Evans (probable): something in place that says that we're not going to enforce.

[1:00:52] Voice 5: Well, that's not how our fine system works.

[1:00:55] Voice 5: So if there's a complaint received, say someone May 1st submits a complaint about their neighbor, there's an investigation and then there's a warning and then there's time to comply.

[1:01:08] Voice 5: So bylaw violation tickets are not issued daily and they're not issued on the day the complaint is received.

[1:01:20] Voice 5: So there'll be plenty of time for any operators that are subject to a complaint for the LTC to consider their options.

[1:01:34] Trustee Evans (probable): Okay, so any, let's say somebody does complain on May 1st and that the investigation has started, like I'm not sure how quickly the process works.

[1:01:45] Trustee Evans (probable): works, but is there a point where, like, let's say on the 10th, we make a resolution that

[1:01:52] Trustee Evans (probable): until we figure out a solution to how we're going to move forward, and we are not going

[1:01:59] Trustee Evans (probable): to do, we're not going to enforce this until that solution has been reached, would that

[1:02:05] Trustee Evans (probable): complaint then be closed?

[1:02:09] Trustee Evans (probable): The

[1:02:09] Voice 5: LTC can close any file. So, if there were any open files as of the date of the meeting, you could, by resolution, close those enforcement files.

[1:02:24] Voice 5: that is that is one of the options um and in terms of how quickly things move when it comes to

[1:02:30] Voice 5: a complaint you know the bylaw officer investigates that takes some time

[1:02:34] Voice 5: the bylaw officer talks to the owner um so it's based on voluntary compliance so the first step

[1:02:44] Voice 5: is to ask the property owner subject to the complaint if the once the investigation is

[1:02:51] Voice 5: completed and it's determined they're not operating legally to comply and they're given

[1:02:56] Voice 5: time to comply and then there's a warning and then so there's there's extensive amount of time

[1:03:03] Voice 5: between the receipt of the complaint and the issuing of an actual ticket okay

[1:03:09] Trustee Evans (probable): i just wanted

[1:03:10] Trustee Evans (probable): to make sure before before we wind up there and

[1:03:14] Voice 5: you don't have you don't have a lot of complaints

[1:03:15] Voice 5: or bylaw files on South Pender,

[1:03:18] Voice 5: so there's no reason you'd be familiar with how things operate.

[1:03:25] Voice 3: So thanks for that.

[1:03:26] Voice 3: So we'll look forward to a report in May and some numbers,

[1:03:30] Voice 3: and then we have options for how to proceed,

[1:03:34] Voice 3: and probably one of them would be a proactive standing resolution

[1:03:38] Voice 3: not to enforce or, you know, you'll lay out the options.

[1:03:42] Voice 3: You always do in a good way.

[1:03:45] Voice 3: Awesome.

[1:03:46] Voice 3: Is that satisfactory to everyone?

[1:03:47] Voice 3: Any more questions on the topic?

[1:03:51] Trustee Evans (probable): That answered my questions.

[1:03:53] Voice 3: Great.

[1:03:54] Voice 3: Thanks so much for joining in, Robert.

[1:03:56] Voice 3: Thanks.

[1:03:59] Voice 3: Okay.

[1:04:01] Voice 3: Trustees, I wonder if you could check your email and just verify.

[1:04:05] Voice 3: I know this is a bit unorthodox,

[1:04:07] Voice 3: but if we could adopt the minutes as amended before the end of this meeting,

[1:04:12] Voice 3: that'll save us doing an RWM.

[1:04:14] Voice 3: So the two changes that we made.

[1:04:17] Voice 3: um or we think

[1:04:18] Trustee Evans (probable): if you put it on the screen it'll be easier because i can't check my emails right

[1:04:21] Voice 3: now yeah i

[1:04:22] Trustee Evans (probable): could yeah okay and um kim can i ask a favor yeah i'm not sure who to ask this of

[1:04:30] Trustee Evans (probable): if i can get the um the trust council agenda email to my hotmail email address so i can

[1:04:39] Trustee Evans (probable): i can read it that would be awesome i can do that because i've had this laptop now for two days

[1:04:46] Trustee Evans (probable): that's

[1:04:53] Voice 3: horrible i'm so sorry um i'm gonna share my screen i think this is the one

[1:05:00] Voice 3: months minutes draft yeah let me know if you can see this so these are the minutes

[1:05:11] Voice 3: yeah

[1:05:12] Voice 7: i can see it okay

[1:05:14] Voice 3: and so the two changes are there was just the removal of that second

[1:05:21] Voice 3: second item and then the item that i'd asked sorry um oh sorry the agenda was not changed as a result

[1:05:31] Voice 3: and then down here um uh yeah so i had suggested this wording because her

[1:05:39] Voice 3: their job is as an archaeologist and they engage with first nations in actually it should be their

[1:05:46] Voice 3: their work um as shauna huklak identifies as they them emily is it possible to make that one last

[1:05:55] Voice 3: change and i apologize that was my error i can do that in their work as the capital regional

[1:06:02] Voice 3: district archaeologist is that good with everyone yep i'm happy yep so okay so we have by general

[1:06:12] Voice 3: consent approve the minutes of february 2nd 2024 as amended perfect bit of piece of piece of

[1:06:22] Voice 3: business that saves more administration thanks everyone thank you staff in the background emily

[1:06:30] Voice 3: makes things magically

[1:06:31] Voice 3: work okay if there's nothing else um well how was everybody no we

[1:06:40] Voice 3: We can do that after we'll close down the meeting.

[1:06:42] Voice 3: Yes.

[1:06:43] Voice 3: Thank you for this special electronic meeting.

[1:06:48] Voice 3: I think with no further business to conduct, we will adjourn.

[1:06:55] Voice 3: All in favor?

[1:06:57] Voice 3: Aye.

[1:06:57] Voice 3: Aye.

[1:06:58] Voice 3: Okay.

[1:06:59] Voice 3: Thank you.

[1:07:00] Voice 3: And Emily, if you can shut down the recording.

South Pender Local Trust Committee 
Special Business Meeting 
March 7, 2024 ADOPTED Page 1 of 3 
 
South Pender Island Local Trust Committee 
Minutes of Special Meeting 
 
Date:  
Location:  
March 7, 2024 
Electronic Meeting 
 
Members Present: Tobi Elliott, Chair (electronic) 
 Dag Falck, Local Trustee (electronic) 
 Kristina Evans, Local Trustee (electronic) 
  
Staff Present: Robert Kojima, Regional Planning Manager (electronic) 
 Kim Stockdill, Island Planner (electronic) 
 Carly Bilney, Recorder (electronic) 
  
Others Present: There was one (1) member of the public present. 
  
 
1. CALL TO ORDER 
Chair Elliott called the meeting to order at 10:00 a.m. She acknowledged that the meeting was 
being held on the territory of the Coast Salish First Nations. 
2. APPROVAL OF AGENDA 
By general consent, the agenda was approved as presented. 
3. MINUTES 
3.1 Local Trust Committee Regular Meeting Minutes of February 2, 2024 (for Adoption) 
The following amendments to the minutes were presented for consideration: 
 On Page 1 of the Minutes (page 2 of the current agenda), remove the second 
bullet under Item 3 Approval of Agenda 
 On Page 2 of the Minutes (page 3 of the current agenda), change the sixth bullet 
under Item 6 to “Shauna Huculak engages with First Nations in their work as the 
Capital Regional District’s archaeologist.”   
 
By general consent the South Pender Island Local Trust Committee meeting minutes of 
February 2, 2024 were adopted. 
 
  
 

  
South Pender Local Trust Committee 
Special Business Meeting 
March 7, 2024 ADOPTED Page 2 of 3 
4. BUSINESS ITEMS 
4.1 April Community Information Meetings – Agenda Discussion 
Island Planner Stockdill reviewed the Minor Land Use Bylaw Amendments Project 
Charter. Discussion was held about how to format the two Community Information 
Meetings. The following comments were made: 
 One Community Information Meeting could focus on house size and setbacks, 
and one could focus on other topics not discussed at the previous trustee-led 
workshops such as height, water storage and agriculture regulations 
 It is preferable to hold the first Community Information Meeting on a weekend 
so that a majority of community members can attend 
 A staff report will be prepared for the May Local Trust Committee meeting 
within which there will be language Trustees can use to forward a referral to the 
Advisory Planning Commission 
 The deadline for comments from community members to be included in the 
staff report is April 26 
 Information shared at the Trustee-led workshops will be amalgamated by staff 
and shared in a staff report 
 The Community Information Meeting scheduled for April 20 should be moved to 
Sunday, April 7 and focus on height, water storage and other regulations; the 
Community Information Meeting scheduled for April 26 will focus on house size 
and setbacks 
 Moving the proposed date for the first Community Information Meeting earlier 
in the month would give community members additional time to process what 
was discussed in the meeting and to submit comments before the closing of 
public comments to be included in the APC brief. 
 Both Community Information Meetings will be held at the Anglican Church 
 Depending on availability, Trustee Maude or Trustee Elliott will Chair the 
Saturday Community Information Meeting or one of the South Pender Island 
local Trustees will be delegated as Chair 
 A Community Information Meeting is an opportunity for local Trustees to hear 
from community members 
 Staff recommended advertising the Community Information Meetings in the 
Pender Post and circulating a notice to the email subscriber list; Trustees might 
consider posing specific questions to community members to address at the 
meetings 
 Correspondence from community members can be submitted to Trustees via 
southpenderltc@islandstrust.bc.ca or via southinfo@islandstrust.bc.ca 
(correspondence sent to the former will be received by Trustees faster than the 
latter) 
 Correspondence received is posted online at https://islandstrust.bc.ca/island-
planning/south-pender/projects/ 
 The best venue for a Trustee to share input with the whole Local Trust 
Committee is at a Local Trust Committee meeting; Trustees may also share 
information online at the Trustee Corner 

  
South Pender Local Trust Committee 
Special Business Meeting 
March 7, 2024 ADOPTED Page 3 of 3 
 The Trustee Corner can be linked to when the notice goes out about the 
Community Information Meetings 
 
Regional Planning Manager Kojima provided an update on the status of short-term 
vacation rentals and noted that a report will be provided at the Local Trust Committee 
meeting in May. 
 
5. ADJOURNMENT 
By general consent the meeting was adjourned at 11:07 a.m. 
 
 
 
 
_________________________ 
Tobi Elliott, Chair 
 
Certified Correct: 
 
_________________________ 
Carly Bilney, Recorder