Islands Trust Council special meeting, April 17, 2024

[0:00:00] Trustee Luckham: in the boardroom, so I'm assuming that you're all there. And Tyler, thank you for joining us.

[0:00:07] Trustee Luckham: So let us begin then. Good morning, everyone in the meeting here, my colleagues on executive and

[0:00:14] Trustee Luckham: staff and members of the public that are joining us. This is the Executive Committee, Special

[0:00:20] Trustee Luckham: Executive Committee meeting of Wednesday, April the 17th. My name is Peter Luckham. I'm Chair of

[0:00:27] Trustee Luckham: Violence Trust Council. And I live on Thetis Island in Lackson and Penelope territory.

[0:00:35] Trustee Luckham: I look out across where my house is, a meadow that is essentially a Gary Oak ecosystem subsystem

[0:00:47] Trustee Luckham: of some sort. And it's a pleasure to live here in Coast Salish territory and realize

[0:00:56] Trustee Luckham: that for since the time in memorial the people of this coast have lived here and perhaps lived

[0:01:05] Trustee Luckham: on this property and perhaps done selective burning and perhaps harvested camas and my

[0:01:13] Trustee Luckham: imagination goes wild when I think about people coming up here perhaps walking or canoeing and

[0:01:18] Trustee Luckham: coming up to this meadow and harvesting camas as part of their food source for the coming season

[0:01:25] Trustee Luckham: So it's important to reflect on the history of this place. That's why I talk about this every time we meet, in order for us to learn and grow and work towards reconciling what's happened in the past with the introduction of colonialism to this country.

[0:01:48] Trustee Luckham: So, I'll introduce my colleagues here today and just in no particular order, just what I see on my screen, Trustee Peterson.

[0:02:00] Voice 3: Good morning, Tim Peterson, elected on Laskete Island, Waite, in the territory of many Coast Salish peoples and the treaty territory of the Tla'aman Nation.

[0:02:13] Trustee Luckham: Excellent. And David Maude.

[0:02:15] Trustee Luckham: Good

[0:02:16] Trustee Maude: morning, sir. Greetings elected from Maine Island, the traditional home of the Wissanik people, and today at Trust Headquarters.

[0:02:27] Trustee Luckham: Excellent. And Trustee Elliott.

[0:02:30] Voice 6: Hello, everyone. Greetings. I'm here on beautiful Gabriela Island in Snonimook First Nation Territory.

[0:02:37] Voice 6: I could not resist being outside today, so forgive me. You're all just going to have to be jealous, but it's such a beautiful day.

[0:02:45] Voice 6: good to be with you all

[0:02:47] Trustee Luckham: well that's excellent i'm glad you're enjoying it i get to look out

[0:02:51] Trustee Luckham: the window and it is absolutely spectacular i hope you're warm enough because the mornings are

[0:02:55] Trustee Luckham: chilly anyway um uh in our staff uh contingent here i'm going to go to the boardroom i'll

[0:03:02] Trustee Luckham: recognize cao hotson pillar good morning sir good

[0:03:05] Voice 9: morning second committee great great to be here

[0:03:08] Trustee Luckham: and i also see uh director uh clare frader trust of your services good morning clare

[0:03:14] Trustee Luckham: and way back in the corner there i'm guessing that's uh alexandra that's looking after our

[0:03:20] Trustee Luckham: uh meeting this morning and it looks like um david mauler also so good morning to both of you

[0:03:28] Trustee Luckham: um tyler brown um has also joined us uh online here and i might mess up your um your title but

[0:03:37] Trustee Luckham: communications and or policy senior policy so thank you sir for joining us and appreciate the

[0:03:44] Trustee Luckham: work that you're doing for us and i'll turn to my colleagues here just briefly or your all

[0:03:52] Trustee Luckham: colleagues really turn to my executive here briefly and and say we have an agenda before us

[0:03:59] Trustee Luckham: and this is a special meeting agenda to manage one particular thing and so not anticipating

[0:04:06] Trustee Luckham: any additional items, but I will ask if there's any additional items to add to the agenda.

[0:04:12] Trustee Luckham: I do know that there's a motion floating out there, David Maud, that alternative that you

[0:04:18] Trustee Luckham: might want to bring forward when we get there. So is there anything else at this time and staff as

[0:04:24] Trustee Luckham: well? Anything else that we need to include here today? And a show of physical hands or digital

[0:04:31] Trustee Luckham: hands is perfectly satisfactory all right then so then I'm going to then take it that the

[0:04:38] Trustee Luckham: meeting agenda be adopted or yeah adopted as presented and indeed call the meeting to order

[0:04:48] Trustee Luckham: and let us then move to executive committee projects we're going to go directly to 3.1.2

[0:04:55] Trustee Luckham: two trust area services, deliberation of the new draft of the policy statement via a committee of

[0:05:05] Trustee Luckham: the whole. I just want to say this is a really exciting moment for us, for me for sure, to be

[0:05:13] Trustee Luckham: going into this community of the whole that we recently agreed that we would conduct business

[0:05:19] Trustee Luckham: under. And this is, I think, the perfect project for this. I've often said, talked about consensus

[0:05:27] Trustee Luckham: decision-making, and this committee as a whole gives us that opportunity to have that discussion

[0:05:32] Trustee Luckham: before we go into a decision-making mode. And so I'm going to turn this over to staff to kick us

[0:05:39] Trustee Luckham: off, and then we'll have a discussion on what it is that we want to do here. So, Director Frater,

[0:05:46] Trustee Luckham: are you going to start us off or you want to turn that over to somebody else no

[0:05:51] Voice 5: i'm happy to start

[0:05:52] Voice 5: us off thank you chair um so today we're here to have asked the executive committee to set a path

[0:05:58] Voice 5: for us on how trust council will consider and deliberate on the draft policy statement that

[0:06:04] Voice 5: staff are bringing forward um we're proposing as staff that you contemplate having three committee

[0:06:10] Voice 5: of the whole meetings through may and then reconsider your trajectory after that whether

[0:06:14] Voice 5: it be to provide recommendations to trust council for the june meeting or schedule additional

[0:06:20] Voice 5: committee of the whole meetings into the future we were proposing that you separate the meetings

[0:06:25] Voice 5: by about a week and we would be polling trustees for availability to see um what time slots work

[0:06:32] Voice 5: best for them um in that poll we would also be contemplating evenings um so that there would

[0:06:38] Voice 5: would be flexibility for trustees. Within that, the intention is to promote dialogue so that staff

[0:06:45] Voice 5: can present information and trustees can have orderly time to discuss and ask questions and,

[0:06:51] Voice 5: you know, request any advice that they want to have to further the conversation. And the intention

[0:06:56] Voice 5: was to not have too much space between meetings such that, you know, any community dialogues that

[0:07:01] Voice 5: get going, we can then reconvene, address those matters and have open meeting conversations that

[0:07:06] Voice 5: the public can be watching and aware of what's happening um with the committee of the whole

[0:07:12] Voice 5: model the intention is that council would that the committee of the whole would develop

[0:07:17] Voice 5: recommendations for trust council to consider so it's a new approach for the trust but one i think

[0:07:22] Voice 5: that is perfectly suited to this initiative so it's really nice coincidental timing that we're

[0:07:27] Voice 5: able to take advantage of this method where there will be no angst that emotion will pop up and

[0:07:32] Voice 5: something might happen imminently the community and trustees themselves can be assured that this

[0:07:36] Voice 5: is simply a place of dialogue learning and discussion so with that this is a staff

[0:07:42] Voice 5: recommended approach it would be accompanied along with regular information bulletins

[0:07:47] Voice 5: to provide trustees with the updates about not only the project and how it's being rolled out

[0:07:52] Voice 5: but also with question answers to questions that have been coming in from both trustees and the

[0:07:57] Voice 5: public such that everyone can be well informed and we can operate as

[0:08:01] Voice 5: transparently as possible through the entire rollout with that I will say one

[0:08:08] Voice 5: thing to note as we will be explaining to Trust Council as not all comments are

[0:08:13] Voice 5: in from First Nations they'll be arriving through the process we'll

[0:08:16] Voice 5: provide as much as we have at the time that we make the agenda public but you

[0:08:19] Voice 5: may be receiving information as you go as well and staff have no concern with

[0:08:23] Voice 5: that approach so with that I'll leave it there for your deliberations and

[0:08:27] Voice 5: conversations we're here to support and this process really needs to be one that everyone's

[0:08:33] Voice 5: comfortable with and you feel supports the best possible discussion about the future of the trust

[0:08:38] Voice 5: the future of the trust area and promotes confidence and surety about how you can make

[0:08:44] Voice 5: good decisions so thank you over to you

[0:08:50] Trustee Luckham: okay um so thank you very much so um let's open up the

[0:08:56] Trustee Luckham: the floor here and see what the executive committee thinks about this, what we have

[0:09:03] Trustee Luckham: before us. So who would like to go first here? Raise your hand. All right. I see Trustee

[0:09:10] Trustee Luckham: Maude's electronic hand up and that's probably the easiest way for me to manage it then followed

[0:09:14] Trustee Luckham: by Trustee Elliott.

[0:09:16] Trustee Maude: Thank you, Chair. My only concern with the proposed three meetings

[0:09:21] Trustee Maude: meetings, is that in order for executive committees to provide direction, in the absence of seeing

[0:09:29] Trustee Maude: the actual draft of the policy statement, I'm just uncomfortable laying out a wide road

[0:09:38] forward. And so what I have spoken with staff about was potentially of just doing one meeting

[0:09:49] Trustee Maude: and then seeing how that goes

[0:09:51] Trustee Maude: and then advancing from there.

[0:09:54] Trustee Maude: Because I just, I have a discomfort

[0:09:57] Trustee Maude: because not knowing what the document is

[0:10:00] Trustee Maude: and what it says,

[0:10:02] Trustee Maude: I don't know if this is going to be an easy procedure

[0:10:04] Trustee Maude: or a complicated procedure.

[0:10:07] And I just think that if we just take a baby step

[0:10:10] to begin with,

[0:10:12] and then

[0:10:12] Trustee Maude: after that first meeting,

[0:10:14] Trustee Maude: understanding what the needs of the trustees are

[0:10:17] Trustee Maude: to move forward,

[0:10:18] Trustee Maude: forward. I think as a common sense approach, it's a little bit more conservative. I don't

[0:10:25] Trustee Maude: think it affects the timeline, but it allows us to provide the proper direction to Trust

[0:10:30] Trustee Maude: Council. Thank you.

[0:10:32] Trustee Luckham: Thank you. Toby Elliott.

[0:10:37] Voice 6: Thank you, Chair, and thank you for those

[0:10:39] Voice 6: comments, David. We did speak at length about this, so you've given me some time to consider.

[0:10:45] Voice 6: I guess my main point is, does the content need to drive the communication framework and engagement framework? Or are we content to set an engagement framework, resource it appropriately?

[0:11:09] Voice 6: appropriately and then no matter what the content is there is a process to roll it out and discuss

[0:11:15] Voice 6: that content so i do come at things from a communications background and my concern has

[0:11:23] Voice 6: always been with this project is our communication adequate is there a two-way stream from

[0:11:31] Voice 6: constituents and from First Nations back to us and how are we incorporating that

[0:11:38] Voice 6: and what I do see here gives me a lot of comfort I feel unduly extending the

[0:11:52] Voice 6: initial time to process think about things without having sort of a deadline

[0:11:58] Voice 6: line of we need to we'd like to land at any revisions to the draft by June Trust Council

[0:12:04] Voice 6: I think that that kind of indicates some insecurity with the process and I understand

[0:12:12] Voice 6: some may feel that but what I see here is a really well resourced approach and that was

[0:12:22] Voice 6: was my main concern, is are we resourced to deal with the inquiries, different perspectives

[0:12:30] Voice 6: that we can incorporate them in in time, and then keep the process rolling? Because I think

[0:12:36] Voice 6: we could just stagnate forever. So my initial look at this is, yeah, I see a supportive approach,

[0:12:44] Voice 6: no matter what the content is we need to have a constant um iterative level of engagement

[0:12:53] Voice 6: to deal with what is coming in so that's that's what i see with this framework so

[0:12:57] Voice 6: um it gives me a lot of comfort thanks for the work everyone thank

[0:13:03] Trustee Luckham: you uh trustee peterson

[0:13:06] Voice 3: thank you chair i guess one of the things that i have i'm feeling a little bit concerned about

[0:13:13] Voice 3: the timeline of three meetings in May I do understand the desire to potentially

[0:13:23] Voice 3: get recommendations to Trust Council in June at the same time I'm not certain

[0:13:29] Voice 3: that that's you know that's the will of Trust Council and it's hard to

[0:13:35] Voice 3: presuppose how those discussions at the Committee of the Whole will go I am just

[0:13:40] Voice 3: just a little I'm a little leery of the of the the three meetings within May I think if we left

[0:13:48] Voice 3: it open to possibly um extend into early June um just to give ourselves a little bit of latitude I

[0:13:57] Voice 3: I of course we don't know what the polls uh are going to look like for polling trustees

[0:14:03] Voice 3: for availability and times but uh I I wouldn't want to um I don't want the project to delay I

[0:14:12] Voice 3: don't want to delay it but also i don't want to compress it artificially um in terms of the time

[0:14:19] Voice 3: and the and and the time for um trustees to both have the deliberations and committee to the whole

[0:14:26] Voice 3: and then to process those discussions and um and come to a next meeting with uh some well thought

[0:14:36] Voice 3: out considerations of those discussions so but that's really my main concern is

[0:14:43] Voice 3: is to allow some flexibility for the scheduling of those three meetings thank

[0:14:54] Trustee Luckham: you Tim so I guess I'm hesitating because I'm reflecting that my point of

[0:15:05] Trustee Luckham: might not be popular. Because I, I, I agreed broadly that what's been laid out here is

[0:15:15] Trustee Luckham: excellent. And, and indeed, I think it's really important to have a, what I would call a high

[0:15:21] Trustee Luckham: level plan that we have offered to counsel to run with or not, because they may, when they see it,

[0:15:33] Trustee Luckham: have more to offer. But I think that because we're, quite frankly, limited with time, that

[0:15:43] Trustee Luckham: only scheduling one meeting and then trying to determine what the next number of meetings look

[0:15:52] Trustee Luckham: like will delay the project somewhat. So I think that at a minimum, let's call it, I think we

[0:15:59] Trustee Luckham: we should create the time slots with some identification of what those opportunities

[0:16:07] Trustee Luckham: to engage will be. And then indeed, all throughout the entire process, indicating to council that

[0:16:16] Trustee Luckham: there's opportunity for change and flexibility within the constraints of the time that we're

[0:16:21] Trustee Luckham: looking at, because there certainly is, and whether or not we have to fall to that or not,

[0:16:29] Trustee Luckham: there is certainly going to be an expectation that this is going to be a topic on the agenda

[0:16:35] Trustee Luckham: in the future. And so we need to prepare for that. So what I think is being unpopular is I actually

[0:16:43] Trustee Luckham: think that we need one meeting initially, the kickoff overview, talk about the whole document,

[0:16:50] Trustee Luckham: and then actually have working sessions that may be as many as three working sessions,

[0:16:56] Trustee Luckham: where we identify the topics very specifically

[0:17:00] Trustee Luckham: that come out of perhaps the first go-round

[0:17:06] Trustee Luckham: where we've identified where interests lie.

[0:17:09] Trustee Luckham: And I think about being selective about tropical areas

[0:17:14] Trustee Luckham: in the other two or three meetings or four meetings

[0:17:20] Trustee Luckham: in order to provide some of the flexibility

[0:17:24] Trustee Luckham: ability that I can see that council is going to want to have because this many meetings in a short

[0:17:29] Trustee Luckham: period of time is going to be very difficult for everybody. And to get full participation at all

[0:17:34] Trustee Luckham: those meetings, I think might be a challenge. And I really think it's really critically important

[0:17:38] Trustee Luckham: that we get as much participation as humanly possible. And so if we can have the first meeting

[0:17:46] Trustee Luckham: full participation, the following meetings on a topic area where if trustees are struggling with

[0:17:52] Trustee Luckham: But the time commitment may not be may not have a specific interest in one particular area and so won't feel left out.

[0:18:01] Trustee Luckham: But and I appreciate that the bulletins and things and notices that you've newsletter or whatever you call it that will be ongoing through this process is really critical.

[0:18:12] Trustee Luckham: so that all of those folks that are unable to attend for various reasons

[0:18:18] Trustee Luckham: will at least be kept abreast of the thoughts that are being expressed

[0:18:23] Trustee Luckham: and the direction that is being undertaken in terms of content with the document

[0:18:31] Trustee Luckham: or where some subtleties may need to be tweaked

[0:18:35] Trustee Luckham: or whether maybe there's even some changes and or additions or deletions.

[0:18:40] Trustee Luckham: So that's my sort of framework. I would like to stick with the idea of laying out the path now and providing the opportunity for flexibility and variations as it becomes apparent, in fact, following definitely along David Maud's suggestion that we need to gauge the level of interest and the nature of this as we go forward.

[0:19:09] Trustee Luckham: So that's it for the remarks. The one thing I would like to add, because I really struggled this morning in getting ready for the meeting. And the part that I had to struggle with was the beautiful, I'll just say, the beautiful graphic that has the timeline all laid out with those beautiful timelines and all that kind of stuff.

[0:19:31] Trustee Luckham: really like the content, but it's unwieldy if you're trying to work on a laptop and keep an

[0:19:39] Trustee Luckham: agenda and watch a Zoom. And so I don't know how we might facilitate doing that better. It's great

[0:19:46] Trustee Luckham: if you've got a 30-inch monitor that you can move it around on, but in order to be able to

[0:19:53] Trustee Luckham: maybe drill into it and look at it in a conversational mode, it's great if you put it

[0:20:00] Trustee Luckham: on the wall and say, this is what's going to happen. But in a conversation mode, we're having

[0:20:04] Trustee Luckham: a discussion about what the expectations are. Maybe this is only for us, but I see a version

[0:20:09] Trustee Luckham: of this the council is going to see, but would like to make this a little bit more accessible.

[0:20:16] Trustee Luckham: I ended up reconfiguring my work environment in order to facilitate this larger monitor,

[0:20:23] Trustee Luckham: which I used to use a lot and haven't been using lately. I've been using two laptops,

[0:20:27] Trustee Luckham: but a laptop screen is just too small to see a document with this much information so that's my

[0:20:32] Trustee Luckham: immediate feedback and so it looks like we got a second round of conversation going on here and i

[0:20:36] Trustee Luckham: ideally what we're doing is working towards um uh some kind of endorsement of a program to move

[0:20:44] Trustee Luckham: forward and so i'll go back to trustee maude now and or unless staff want to chime in at this time

[0:20:49] Trustee Luckham: with anything that they've heard so far all

[0:20:54] Voice 5: right i guess the only reflection i would have is that

[0:20:56] Voice 5: there is no rush right council and executive committee you should take all the time and plan

[0:21:01] Voice 5: for all the time that you need to have the conversations that need to happen there is no

[0:21:05] Voice 5: rush to any particular date for discussion so that I would just reflect on that having heard

[0:21:10] Voice 5: there might be a sense of timeline there isn't one we're here to support you what I would the

[0:21:15] Voice 5: only proviso I would have to that is that I think there's you will want to keep energy behind the

[0:21:21] Voice 5: project and not leave huge gaps in between your various meetings such that you lose the narrative

[0:21:26] Voice 5: or that you lose interest right that would be my only proviso there yeah

[0:21:30] Trustee Luckham: no i i think that a weekly

[0:21:32] Trustee Luckham: regime is ideal um and director fader i don't know if you want to provide the opportunity for

[0:21:37] Trustee Luckham: tyler to chime in on any reflections that he might have but uh we'll go to a second round and i think

[0:21:43] Trustee Luckham: trustee maude was at the top of my list

[0:21:45] Voice 9: russ did you have one well um all i'd say is that we've

[0:21:51] Voice 9: We've offered, you know, Tyler and Claire, with their thinking and their team, we've offered you staff's perspective on a way to get this done.

[0:21:59] Voice 9: And this is exactly what we should do is you're now going, how does this work with our colleagues in our decision making?

[0:22:06] Voice 9: So as you think about it and make amendments that fit what you think is going to work for Trust Council, I think that's fine.

[0:22:14] Voice 9: fine um we'd let you know if there was some administrative threat to the process and we're

[0:22:20] Voice 9: not identifying that right now with what's being suggested and then i also just emphasize that it

[0:22:27] Voice 9: is the hopefully it's the content that drives discussion not the process associated with

[0:22:32] Voice 9: uh discussion of the content so we want to find consensus um for all of these sort of procedural

[0:22:39] Voice 9: things all the way through um as much as we can so that you're comfortable trust council's

[0:22:45] Voice 9: comfortable um various committees are comfortable and not have um extended you know hopefully not

[0:22:51] Voice 9: extended debate about you know we'll have this meeting or that meeting or that kind of stuff so

[0:22:56] Voice 9: um i would just offer those those initial thoughts thank

[0:23:01] Trustee Maude: you so i said from the discussion i think

[0:23:06] Trustee Maude: we're everybody's kind of aligned um maybe in different little minutiae but i think that we're

[0:23:15] Trustee Maude: all wanting to advance this um in the proper fashion uh my my thought process basically is

[0:23:25] i as a member of the executive want to get the comfort level

[0:23:29] Trustee Maude: from trust council

[0:23:30] Trustee Maude: so rather than laying out a broad path forward i'm much more comfortable having one meeting and

[0:23:36] Trustee Maude: And getting that feedback and the feel of the room as to what the process is forward and then immediately launch into whatever that process is that's driven by Trust Council because they are our boss.

[0:23:52] Trustee Maude: and I just as I say not knowing what the potential how smooth or what challenges

[0:24:01] Trustee Maude: might be presented laying out a three meeting process for Trust Council

[0:24:08] Trustee Maude: without getting their solid feedback after this in the document I just I

[0:24:14] Trustee Maude: think it's more respectful to the process and I do have a motion that I

[0:24:19] Trustee Maude: would like to advance at this time um and uh i think alex is going to put up screen yeah that's

[0:24:26] Voice 9: just a question just so i'm clear sure so is the suggestion that we broadly lay out the process but

[0:24:32] Voice 9: insert an executive committee meeting after that first meeting to reconsider and refine based on

[0:24:39] Voice 9: feedback or is the suggestion we don't have any structure and we just organize one meeting

[0:24:45] Voice 9: meeting, that everyone talks one committee to the whole and then EC meets.

[0:24:52] Voice 9: So you're suggesting the second.

[0:24:54] Voice 9: I was suggesting the second, but it is challenging to for a project of this nature

[0:25:01] Voice 9: to have absolutely, I'll just say from an administrative perspective, you can tweak

[0:25:06] Voice 9: it as you see fit, but it's hard to imagine having absolutely no communications or engagements

[0:25:11] Voice 9: with the trustee structure at

[0:25:14] Trustee Maude: all or not suggestion I'm just I'm suggesting what

[0:25:19] Trustee Maude: is before us is a wonderful okay but it's but we trust council hasn't seen it

[0:25:27] Trustee Maude: right and and I would rather lay out a broad agenda to the initial meeting get

[0:25:35] Trustee Maude: the feedback and they're saying okay we're happy we would like to have to be

[0:25:38] Trustee Maude: they had three meetings, we want six meetings, we want 17 meetings.

[0:25:40] Voice 9: So

[0:25:41] Trustee Maude: you would see

[0:25:42] Voice 9: this being presented to trust counsel at the Cal?

[0:25:45] Voice 9: Yeah. Is that what you're hearing?

[0:25:47] Trustee Maude: And getting

[0:25:47] Voice 9: that broad saying hey okay so not only are we talking about the content of this document

[0:25:52] Voice 9: at the Cal meeting, we'll stop that, now we're going to talk about how do you want to proceed

[0:25:57] Voice 9: forward? Yeah.

[0:26:00] Trustee Maude: Just wanted to understand what's

[0:26:02] Trustee Maude: being done. I just, I personally as a member of

[0:26:06] Trustee Maude: executive i don't want to push forward one sort of path of how we see it to to go forward where

[0:26:15] Trustee Maude: there there might be better suggestions like maybe trust council is going to read this document and

[0:26:21] Trustee Maude: go this is perfect yeah so so you know let's just get it to try to to tune meeting and away we go

[0:26:29] Trustee Maude: but I don't know that so I just with a because for me not seeing the document

[0:26:36] Trustee Maude: and not understanding what's before Trust Council it's really hard for me

[0:26:41] Trustee Maude: personally to advance one path or another and also of course we we haven't

[0:26:48] Trustee Maude: really got feedback from Trust Council do they want to have weekly meetings

[0:26:52] Trustee Maude: bi-weekly meetings we haven't really really really got that proper feedback

[0:26:58] Trustee Maude: We've got some broad strokes, but I think the first COW meeting will allow us to set

[0:27:04] the agenda and give the

[0:27:06] Trustee Maude: firm direction basically to the executive and staff as to, you know,

[0:27:11] Trustee Maude: this is how we want to proceed versus the executive advancing something that is one

[0:27:17] Trustee Maude: path of what is maybe two or three possibilities.

[0:27:20] Trustee Maude: So my motion is that executive committee direct staff to arrange a trust council committee of the whole meeting on May 2024 for consideration of the new draft of the policy statement to be followed by a special executive committee meeting for consideration of the next steps for trust council to deliver and develop recommendations on the new draft policy statement.

[0:27:44] Trustee Maude: so before

[0:27:47] Trustee Luckham: anybody seconds that i there's plenty of hands up and maybe we just want to discuss this a

[0:27:53] Trustee Luckham: bit but i'm really glad that this we have this on the screen because i think we need to know

[0:27:58] Trustee Luckham: what it is that you're thinking there david and um thank you for that articulation

[0:28:04] Trustee Luckham: um i'm just going to make it to it uh sort of remarks about language i would prefer to use the

[0:28:11] Trustee Luckham: the phrase committee of a whole rather than an animal used in the used and abused in the dairy

[0:28:18] Trustee Luckham: business. So if that's all right and then I notice here on this motion it says carried tied and

[0:28:25] Trustee Luckham: defeated there's actually no such thing as tied because it's either carried or defeated based

[0:28:30] Trustee Luckham: upon the number and if it's a tie it fails. So I don't know whether that was a something that

[0:28:37] Trustee Luckham: came along but anyway i'm going to continue with my speakers and i think trustee elliott you had

[0:28:42] Trustee Luckham: your hand up it's down now and trustee model

[0:28:45] Voice 6: i just wasn't

[0:28:46] Voice 6: sure if we were going to vote or

[0:28:48] Voice 6: second it so well

[0:28:49] Trustee Luckham: let's uh let's make sure that we're uh because obviously amending motions gets

[0:28:55] Trustee Luckham: to be problematic so let's just be clear of where we're going uh trustee elliott to you thank you

[0:29:00] Voice 6: um i do yeah i think we have to strike a balance um between leadership and

[0:29:08] Voice 6: checking every single step of the way with with um counsel um i do agree that um

[0:29:17] Voice 6: sort of a process check would be really good and could a way to do that be to forward this

[0:29:26] Voice 6: this proposed engagement strategy to trustees in advance, but not attach the agenda, just say,

[0:29:34] Voice 6: here's the engagement process executive committee is considering, get everybody's take on it.

[0:29:43] Voice 6: And, but I do think the first committee, the whole meeting should be focused on the policy draft.

[0:29:51] Voice 6: That's, that's enough work. That's going to be a lot to take in personally.

[0:29:57] Voice 6: Um, but I do think it would be a respectful of our call.

[0:30:00] Voice 6: to perhaps advance this timeline in an email to everybody

[0:30:04] Voice 6: and say, here's a proposed strategy.

[0:30:06] Voice 6: What do you all think?

[0:30:09] Voice 6: Staff can take in those comments.

[0:30:11] Voice 6: And then by the time we hit that,

[0:30:13] Voice 6: if we want to do this, your proposed motion, David,

[0:30:17] Voice 6: second executive committee meeting,

[0:30:19] Voice 6: those comments can be incorporated into a new draft

[0:30:23] Voice 6: for a timeline if there's any amendments.

[0:30:26] Voice 6: I don't feel comfortable going into this

[0:30:29] Voice 6: with no structure with no guideposts going forward we have to like that's what communication

[0:30:35] Voice 6: engagement strategy is all about you say here's where we're going to check in here's where we

[0:30:42] Voice 6: take your input here's where we publish everything um people need that is a level of comfort that

[0:30:48] Voice 6: people need to know there's some guideposts we're going in a direction it's not just we're going to

[0:30:54] Voice 6: to be throwing a document out there and then flailing so and that is our job as executive we

[0:31:00] Voice 6: are you know we've got communications and engagement in our bailiwack so what do you

[0:31:06] Voice 6: think of the idea of um of floating this as a proposed timeline uh getting some input from

[0:31:13] Voice 6: trustees to to tweak on a and staff can incorporate those and then consider that at a meeting following

[0:31:21] Voice 6: following the Committee of the Whole meeting.

[0:31:23] Voice 6: Okay,

[0:31:27] Trustee Luckham: Trustee Peterson now.

[0:31:31] Voice 3: Thank you, Chair.

[0:31:33] Voice 3: Yeah, it sounds like we're all at least on a very similar

[0:31:38] Voice 3: or adjacent page, if not exactly the precise same one.

[0:31:42] Voice 3: I tend to agree.

[0:31:44] Voice 3: I think it's perfectly reasonable for us to suggest

[0:31:50] Voice 3: the process and the timelines

[0:31:52] Voice 3: timelines um without uh without saying that this is how we shall do it um I you know I think I

[0:32:03] Voice 3: share uh trustee uh vice chair Maude's concerns there um we want we do want full engagement of

[0:32:11] Voice 3: trustees and and so I think that uh proposal to get to to sort of lay out this the suggested

[0:32:20] Voice 3: timeline um with with the understanding explicit understanding for trustees that

[0:32:26] Voice 3: it's not written in stone um that we are open to suggestions about uh about how we might

[0:32:35] Voice 3: amend it to to basically uh optimize the participation of of trustees um as much as

[0:32:46] Voice 3: possible because i do think that's really really important so uh yeah i'll just leave it at that

[0:32:54] Voice 3: for for now staff

[0:32:55] Voice 9: would love to comment at some point as whenever you think it's appropriate after

[0:32:59] Voice 9: your comments okay

[0:33:03] Trustee Luckham: um thank you um so i guess i'm sort of i guess following along on toby's

[0:33:11] Trustee Luckham: train of thought um being um a fire service instructor and drill sergeant at times um

[0:33:21] Trustee Luckham: when everybody leaves the building you want everything to happen in the way that you

[0:33:27] Trustee Luckham: imagine that it would happen rather than it going in a completely different direction

[0:33:31] Trustee Luckham: uh for instance something funny that happened in our department here last week is the engine

[0:33:36] Trustee Luckham: engine drove off with the wrong hose being pulled out the back. And so I think we need to be

[0:33:41] Trustee Luckham: absolutely clear with council about what we're doing and where we're going. I do like the idea

[0:33:47] Trustee Luckham: of perhaps initially circulating perhaps what is the agenda for the first meeting that stipulates

[0:33:55] Trustee Luckham: what that outline might look like in order to garner feedback on this. Because I guess I want

[0:34:03] Trustee Luckham: Sure, there's plenty of time and we can take as long as we want to do, but I think it is important to maintain forward momentum because, of course, the longer we wait, the more public interest will be stirring and building and attempting to influence outcomes, which is a good thing.

[0:34:21] Trustee Luckham: um but then we have to start running faster and maybe what we want to do is maintain a constant

[0:34:28] Trustee Luckham: methodical speed and and and that so not just council but members of the public understand

[0:34:34] Trustee Luckham: that we're going through this very careful deliberate process um so i'm and i'm just

[0:34:41] Trustee Luckham: thinking logistics in terms of scheduling meetings with only one meetings notice in order to keep it

[0:34:49] Trustee Luckham: happening. I think I like the idea of knowing where we're going. So because we've heard

[0:34:56] Trustee Luckham: lots of times that trustees need advance notice in order to be able to block our work into their

[0:35:03] Trustee Luckham: work schedules. Many of us have other jobs and work that we do. And so we need to take that

[0:35:11] Trustee Luckham: into account. But we're in more or less in the same, going in the same direction. So let's hear

[0:35:17] Trustee Luckham: hear from staff and and then let's have a consideration about what direction we want

[0:35:25] Trustee Luckham: to provide either the motion that's in the package or the alternative that's being proposed or

[0:35:30] Trustee Luckham: something else yeah

[0:35:32] Voice 9: so thank you very much so i'll i'm about to speak in sort of a nuanced way

[0:35:38] Voice 9: and see if i see how i do i'm i'm recommending more david maude's approach rather than so we

[0:35:46] Voice 9: We now have, we're now discussing three different approaches to this.

[0:35:52] Voice 9: The last one is to just send it to trustees and see what they think.

[0:35:57] Voice 9: But they don't have the benefit of the document.

[0:35:59] Voice 9: So how would they then parse their feelings about discussing the process?

[0:36:06] Voice 9: That's like, this is the leadership group that's thinking those things through.

[0:36:10] Voice 9: Otherwise, we just start a whole other process talking about the process.

[0:36:14] Voice 9: as opposed to we might want to just or my recommendation and even Claire's not

[0:36:21] Voice 9: even kicking me under the table here this is feeling very free is just we

[0:36:29] Voice 9: have a background approach that has been offered you're changing a little bit to

[0:36:35] Voice 9: say let's not cement that in stone but EC thought about it and thinks this is a

[0:36:41] Voice 9: good way to go but before we do that let's have the release of the document the committee of the

[0:36:46] Voice 9: whole all the reactions feed those in and then tweak this background process as necessary is

[0:36:54] Voice 9: that pretty close to what i'm talking about exactly i think that's better than sending

[0:37:01] Voice 9: process out for general debate we don't have a means of organizing that conversation and then

[0:37:08] Voice 9: They don't have the benefit of the doubt.

[0:37:09] Voice 9: So those would be my first thoughts.

[0:37:12] Voice 9: I think it would create more.

[0:37:15] Voice 9: I don't think you get the oomph behind that that you'd want, as you imagine.

[0:37:22] Voice 9: Anyway, just food for thought.

[0:37:27] Trustee Luckham: No, thank you for the contribution.

[0:37:29] Trustee Luckham: That's helped solidify some of the thinking, I think, around the table.

[0:37:34] Trustee Luckham: David Maude.

[0:37:35] Trustee Maude: Yeah, I think SCO has just sort of outlined the weakness

[0:37:41] Trustee Maude: in the process that was adopted by Trust Council is the fact that the document did not come to EC

[0:37:47] Trustee Maude: at this point in time so that we could understand the document and be comfortable with the path

[0:37:53] Trustee Maude: forward and the in the end so the exactly in the same vein that Trust Council stops in the

[0:38:00] Trustee Maude: document without with us not seeing the document it's really really hard to judge or give direction

[0:38:08] So I think all of us working collectively together at the first

[0:38:12] Trustee Maude: meeting of the Committee of the Whole, I think it is a wise and prudent manner that I think will garner great respect from our colleagues.

[0:38:25] Trustee Luckham: Okay. Trustee Elliott?

[0:38:29] Voice 6: We just heard two different things though, David Maud.

[0:38:31] Voice 6: You started off agreeing with the CAO, but then you ended with hearing from our colleagues about the process.

[0:38:43] Voice 6: So are you still meaning that we would include in this first committee of the whole a discussion of the framework as presented here today?

[0:38:57] Voice 6: Or would that come to executive?

[0:39:01] Voice 6: you're still thinking that that we're going to have those two agenda pieces together in that

[0:39:05] Voice 6: first meeting firstly

[0:39:08] Trustee Maude: yes is

[0:39:11] Voice 6: that feasible realistic anybody and i'd love to hear from

[0:39:16] Voice 6: tyler brown at some point of some of the thinking that's gone into this and maybe some of your

[0:39:21] Voice 6: experience with um this type of engagement whether structuring uh something at the outset without

[0:39:28] Voice 6: seeing the content has the risks and perils that we are all very concerned

[0:39:34] Voice 6: about right now hey

[0:39:42] Trustee Luckham: Tyler you want to chime in thanks

[0:39:46] Voice 4: chair period to the

[0:39:48] Voice 4: trust these um I think a lot of the conversation well all of the

[0:39:53] Voice 4: conversation is reflecting and almost mirrors the exact conversation we've had

[0:39:59] Voice 4: a staff as we've sort of tried to unpack this very big project obviously with a

[0:40:05] Voice 4: history and you know what is the best approach and especially when we're considering that um

[0:40:12] Voice 4: you know trustees haven't seen the updated document right so uh unsure of process and

[0:40:18] Voice 4: i completely understand that uh so i do you know chair i just want to maybe highlight um

[0:40:25] Voice 4: some items because i think we're actually what is being proposed is is reflects actually the

[0:40:31] Voice 4: the potential motion brought forward.

[0:40:35] Voice 4: In the sense that instead of viewing these necessarily

[0:40:38] Voice 4: as three committee of the whole sessions,

[0:40:40] Voice 4: what we sort of envisioned, it's one that gets recess.

[0:40:43] Voice 4: And what that allows is, you know, conversation around,

[0:40:47] Voice 4: you know, can imagine that that first session really is,

[0:40:50] Voice 4: okay, here's the document, you've had it for several weeks.

[0:40:54] Voice 4: If there's initial responses there,

[0:40:57] Voice 4: it's gonna be pretty obvious, I think,

[0:41:00] Voice 4: from the committee's perspective um okay you know there's a lot of concern around continued process

[0:41:06] Voice 4: and so the committee the whole also allows that shift into into that that type of deliberation

[0:41:11] Voice 4: if that's if that's how the document is received um the structuring of the the sessions sort of via

[0:41:19] Voice 4: a recess the idea being there is it allows the flexibility to adapt to where conversation is

[0:41:25] Voice 4: going gives both trustees and staff time to prepare okay we have some questions on process

[0:41:31] Voice 4: that that future session that's being planned uh we can sort of pivot to that and and provide

[0:41:37] Voice 4: trustees that level of information they might need um uh to to have confidence in the process

[0:41:45] Voice 4: or if we're if we're you know where we you know i think everybody would ideally hope we're ending

[0:41:50] Voice 4: up is around content but there's specific elements that trustees are wanting to focus on

[0:41:55] Voice 4: again that gives staff the time to prep be ready for that content so at the

[0:42:00] Voice 4: heart of this approach was really an attempt to provide pacing that is not

[0:42:08] Voice 4: too slow hopefully not too not too quick either to allow flexibility in that

[0:42:13] Voice 4: process to shift between content but if we need to or trustees need to shift

[0:42:20] Voice 4: into process the committee of the whole ultimately would be providing

[0:42:23] Voice 4: recommendations to Trust Council to set any future direction.

[0:42:29] Voice 4: So I think it would be perfectly in line if after that first session and getting the vibe

[0:42:36] Voice 4: of the room or going through three or more, if there is, Trust Council is wanting to go

[0:42:41] Voice 4: a different direction around process, that's fully, I think that'd be fully appropriate.

[0:42:46] Voice 4: That is my view to provide those recommendations to Trust Council.

[0:42:50] Voice 4: So, you know, maybe, you know, I would just highlight that this, you know, the possible recommendation is going to trust counselee quarterly meeting.

[0:43:01] Voice 4: The idea being there that if conversation went well, that would be the outcome.

[0:43:09] Voice 4: Because it's an in-person meeting, right? And that is important.

[0:43:13] Voice 4: That is definitely not an in stone idea here being presented.

[0:43:17] Voice 4: Staff have discussed, you know, if there's more Committee of the Whole sessions as Trust Council sees fit, or as the Committee sees fit, easily, easy to do.

[0:43:27] Voice 4: And just as easy it would be to schedule a special Trust Council meeting once we get to the point that there's some decisions or recommendations being made, both on process or content.

[0:43:39] Voice 4: Finally, I would just sort of leave for your consideration is there is sort of an agenda articulated in the work plan around getting a document out to at least six months of public digestion and engagement, supported at the local level by supporting LTCs and how they see best fit to, and Bowen Island municipality, see best fit to sort of use those six months to receive feedback within the budget constraints.

[0:44:08] Voice 4: and also a couple sort of trust-wide events and you know that right now is sort of a is a framework

[0:44:17] Voice 4: that's not to say that there can't be additional town halls with respect to with trust council

[0:44:23] Voice 4: but what we're trying to do I think is get to a point where there's confidence in a document

[0:44:29] Voice 4: that's good enough to get out to the public and receive feedback under no illusions that it's

[0:44:34] Voice 4: It's going to be a perfect document to one that's 100% well received by everyone.

[0:44:39] Voice 4: But is there a conversation piece that we can then get out, continue our engagement

[0:44:44] Voice 4: with First Nations and other external agencies while the public is having plenty of time

[0:44:48] Voice 4: to get the information they need and connect with their trustees and bringing that all

[0:44:52] Voice 4: back together after at least six months to say, okay, here's the document that you put

[0:44:58] Voice 4: out here.

[0:44:59] Voice 4: Here's what you've heard from a whole different type of bodies and it will be a significant

[0:45:02] Voice 4: amount of information.

[0:45:04] Voice 4: and then as trust council how do you want to incorporate this and how you want to proceed

[0:45:08] Voice 4: it's first reading on the horizon or is there more work that still needs to be done

[0:45:12] Voice 4: so i highlight that larger context because i think some of the the uh the work that we might

[0:45:20] Voice 4: be thinking needs to be done in in the immediate term has currently been adopted into sort of a

[0:45:25] Voice 4: longer arc by trust council and as they adopted the plan with respect to public engagement so

[0:45:30] Voice 4: So again, this is, I think there's no right answer, but what we've been thinking about

[0:45:37] Voice 4: as staff is how do we pace things, understanding that Trust Council does want to see this project

[0:45:41] Voice 4: advance and it is a high priority.

[0:45:43] Voice 4: How do we give Trust Council the appropriate ability to digest the document after having

[0:45:52] Voice 4: seen it for a long time and a lot of anticipation around that?

[0:45:55] Voice 4: How do we pace that appropriately so that there's lots of time for dialogues and questions?

[0:46:00] Voice 4: And also, how do we create, and I agree with every comment made around the committee as a whole, that informal setting where it's easy to dialogue on both content and, if necessary, process without the immediacy of a motion, and then that allows that, whenever that trust council meeting might be, that sober second thought and that time to fully digest it before the actual motion is passed as trust council.

[0:46:25] Voice 4: so thank you chair and trustees i hope that maybe contextualizes a little bit staff's thinking around

[0:46:31] Voice 4: uh what's before you and and i completely understand the information around yes it

[0:46:37] Voice 4: takes a you know i have a nice big screen here to look at and it does this uh document doesn't

[0:46:42] Voice 4: even include all the other individual steps happening in the background so trying to find

[0:46:47] Voice 4: that balance but uh but noted about the small screen size and any future correspondence and

[0:46:52] Voice 4: packages, we'll make sure there's multiple formats in which you can be digested. Thank you.

[0:46:56] Trustee Luckham: Thanks, Tyler. And thank you for the context there. That's helpful. And in fact, it made me

[0:47:04] Trustee Luckham: think of one thing that I haven't said yet, which I hope my vice chairs agree with me,

[0:47:12] Trustee Luckham: is there are some trustees that are not going to want to formulate an opinion before they've heard

[0:47:20] Trustee Luckham: from their community um and so that notion of that we're going to love this and let's move on

[0:47:26] Trustee Luckham: i don't is as ideal as that would be they may love it but then they are going to want to hear

[0:47:33] Trustee Luckham: from their communities before they um weigh in too much and that may even be a challenge for us

[0:47:40] Trustee Luckham: in this initial phase of discussing and coming to understand the context of the document and

[0:47:47] Trustee Luckham: And maybe that's the goal is to have complete understanding

[0:47:54] Trustee Luckham: of the document so that indeed,

[0:47:56] Trustee Luckham: when trustees do go out to the communities,

[0:48:00] Trustee Luckham: they're able to have that conversation in a good way.

[0:48:05] Trustee Luckham: So Trustee Peterson.

[0:48:08] Voice 3: Yeah, thank you.

[0:48:09] Voice 3: I'll just echo what you said there, Chair Luckum.

[0:48:13] Voice 3: That is an important factor, trustees and their communities

[0:48:17] Voice 3: and that interface on having a look at the document.

[0:48:23] Voice 3: Just also wanted to add based on what Mr. Brown

[0:48:31] Voice 3: just said there, I'm heartened by what you have to say

[0:48:38] Voice 3: and that realizing around the potential

[0:48:42] Voice 3: and the possibilities that this may shift

[0:48:45] Voice 3: at the will of council in terms of the process and I think that from my

[0:48:53] Voice 3: perspective the important thing is that is that trustees here that there is

[0:49:01] Voice 3: there's room for different approaches that what we're what we're suggesting is

[0:49:08] Voice 3: a suggestion and this is one way to do it but that it's not we're not laying

[0:49:14] Voice 3: out a process that is inalterable and and i think um as long as that message uh is is clear that um

[0:49:24] Voice 3: that will make the whole the the process part of it smoother um so that trustees don't feel they're

[0:49:30] Voice 3: being um constrained uh by the the proposed we're proposing a process and and it's important that

[0:49:39] Voice 3: trustees understand we're proposing a process and it's so um thank you okay

[0:49:49] Trustee Luckham: not seeing any further

[0:49:50] Trustee Luckham: hands up um executive what do you want to do trustee

[0:50:04] Voice 3: peterson i i'm prepared to second the

[0:50:07] Voice 3: motion that we have in front of us

[0:50:11] Trustee Luckham: okay um trustee maude are you prepared to make that motion i

[0:50:19] Trustee Maude: believe i have made the motion so we're waiting we're waiting for a second here which we have

[0:50:24] Trustee Maude: have yeah

[0:50:25] Trustee Luckham: look well i'm going to get for clarity i just want to get you to read the motion out

[0:50:29] Trustee Luckham: as a motion okay

[0:50:31] Trustee Maude: so i move that the executive committee direct staff to arrange a trust

[0:50:34] Trustee Maude: council committee of the whole meeting in may 2024 consideration of the new draft of the policy

[0:50:39] Trustee Maude: statement to be followed by a special executive committee meeting for consideration of the next

[0:50:44] Trustee Maude: steps for trust council to deliberate and develop recommendations on the new draft of the policy

[0:50:49] Trustee Maude: is deep perfect

[0:50:50] Trustee Luckham: and tim peterson you're prepared to second that i

[0:50:55] Voice 3: second the motion thank you

[0:50:56] Voice 3: right

[0:50:58] Trustee Luckham: any uh do you wish either of you wish to speak to them does anybody wish to speak to the

[0:51:03] Trustee Luckham: motion in some fashion you're looking thoughtful trustee elliott over to you well

[0:51:11] Voice 6: i'm just a little

[0:51:12] Voice 6: unclear still whether um because the way that it reads looks that we're not going to consider next

[0:51:19] Voice 6: steps until that executive committee meeting so where is this process to check in with trustees

[0:51:24] Voice 6: about the process um is that happening at the first or the committee of the whole initial

[0:51:31] Voice 6: committee of the whole meeting is that just implied here i

[0:51:34] Trustee Luckham: think that's the intent yeah

[0:51:36] Trustee Luckham: is that correct uh uh trustee mod and i

[0:51:40] Trustee Maude: think that's correct director frederick might want to

[0:51:42] Trustee Maude: wait in on that and

[0:51:44] Voice 6: that was my my question was is that feasible um i don't think that was

[0:51:48] Voice 6: was answered is, are these two pieces, how do we envision that? I'm just trying to get really

[0:51:53] Voice 6: practical. One meeting, considerable amount of attention is going to be on the policy statement

[0:52:00] Voice 6: and then, and here's a process to consider. How do we see that meeting rolling out? Is it practical?

[0:52:08] Trustee Luckham: That's a great question, Toby. And let's go to Director Frater and any other staff that

[0:52:14] Trustee Luckham: wish to chime in with respect to how it is we're going to make this happen in a respectful way

[0:52:20] Trustee Luckham: on

[0:52:22] Voice 5: reflection given the discussion that you'd like to have the committee of the poll discuss

[0:52:25] Voice 5: both content and process i wonder if you would want to think about an amendment that after it

[0:52:31] Voice 5: says for consideration of the new draft policy statement and the process by which it will be

[0:52:36] Voice 5: considered if you wanted to add that amendment and then i wonder i'm having already talked with

[0:52:42] Voice 5: trustee mod about this um but not about this ideology just a new idea here um i wonder if

[0:52:47] Voice 5: you wanted to consider mending the motion too just to say to be followed by a special meeting

[0:52:51] Voice 5: a special executive committee meeting for consideration of next steps and just end it there

[0:52:56] Voice 5: and just leave yourself flexibility um possibly just keep it simple so those would be the two

[0:53:02] Voice 5: thoughts i would have looking at the motion after hearing your conversation is add in the idea of

[0:53:06] Voice 5: process to what the committee of the whole will talk about and then maybe just leave more

[0:53:10] Voice 5: flexibility for yourself around but just by ending the motion at consideration of next steps

[0:53:15] Voice 5: i

[0:53:16] Trustee Luckham: like simple that's good

[0:53:18] Voice 6: um sure go ahead can

[0:53:23] Voice 6: decisions actually be made in a committee of the

[0:53:25] Voice 6: whole no like no you can't we can't decide on anything so we can't set up all this we can't

[0:53:33] Voice 6: set up discussion framework that's my point is we we're meshing two very separate processes

[0:53:41] Voice 6: one is a decision about how do you want this to unroll and i still believe that that it rests

[0:53:47] Voice 6: with the executive that is a leadership decision after we hear from council but council can't

[0:53:54] Voice 6: decide that at a committee of the whole meeting so

[0:53:57] Voice 2: director marler wants to don't get yeah the

[0:54:00] Voice 2: The Committee of the Whole can make recommendations to Council, so you could recommend to Council

[0:54:06] Voice 2: the process and then Council can make that decision.

[0:54:09] Voice 5: Could they also recommend to Executive Committee?

[0:54:12] Voice 2: I think Committee of the Whole should be going through Council.

[0:54:15] Voice 2: I'd recommend Council do something, so you could recommend Council refer it to Executive

[0:54:19] Voice 2: Committee.

[0:54:20] Voice 2: I think the terms of reference allow referral to other committees as well, so that's possible.

[0:54:27] Voice 2: So yeah.

[0:54:27] Voice 2: so

[0:54:31] Voice 6: now i'm confused and we're going to get bogged down in process here

[0:54:35] Voice 9: we go i

[0:54:36] Voice 6: don't like this

[0:54:38] Voice 6: anybody i want a plan

[0:54:40] Trustee Luckham: let's let's keep our voice down and uh uh ceo option pillar you have the

[0:54:48] Trustee Luckham: floor i'll

[0:54:49] Voice 9: have the floor but it might not have the answers can you not just have a committee of

[0:54:53] Voice 9: the whole you talk about the content of the document at the end of that meeting for 20

[0:54:57] Voice 9: minutes you say okay here's what our idea is and then they can verbal and talk and think about it

[0:55:04] Voice 9: you then have an executive committee meeting later and saying well this is what i heard from the

[0:55:08] Voice 9: meeting when we talked about the process for 20 minutes at the end and you all get lots of emails

[0:55:13] Voice 9: and all that kind of stuff and then at that ec meeting you can endorse some version of the

[0:55:18] Voice 9: current thing that's gone forward as opposed to leveraging a conversation out of um the committee

[0:55:25] Voice 9: of the whole you can't 26 people can't determine a process they can just determine ideas and give

[0:55:34] Voice 9: you a couple of themes of how they'd like it to go if you leverage them into making a decision

[0:55:40] Voice 9: at the committee of the whole it will be unsolvable so is that is that not a potential

[0:55:47] Voice 9: that very that's probably where i got it looking at your piece of paper so i wouldn't even worry

[0:55:52] Voice 9: about this uh other thing i'd i'd uh i'd go with the executive committee meeting to follow the

[0:56:03] Voice 9: committee of the whole session so

[0:56:06] Trustee Luckham: i'm i'm with you cao i i think that um you know this is new

[0:56:12] Trustee Luckham: to us right committee of the whole and so i think that that is where the ideas and thoughts are

[0:56:19] Trustee Luckham: articulated and then indeed the leadership role the executive committee has is to have

[0:56:25] Trustee Luckham: its ears on and listening really closely to every subtlety of the conversation and then um and of

[0:56:34] Trustee Luckham: course you have to take um the general theme there'll always be some outlying ideas but in

[0:56:43] Trustee Luckham: order to move the ship forward generally in the direction of the port that we're heading for

[0:56:48] Trustee Luckham: then I think we have that ability and it and indeed it doesn't require council to make a

[0:56:56] Trustee Luckham: decision let's just listen to the conversation and ask questions right to make that clear

[0:57:03] Trustee Luckham: because it's everybody working as equals there's no hierarchy here and I hope that we can facilitate

[0:57:10] Trustee Luckham: that so I think the CAO has captured the essence of it that let's hear from council have that

[0:57:18] Trustee Luckham: meeting, set a course based on what we've heard, of which we'll have ideally a majority of support

[0:57:25] Trustee Luckham: for, and off we go. Does that help? I see thumbs up from David, but Trustee Elliott, you're wanting

[0:57:36] Trustee Luckham: to be really certain here, and I totally understand. I'm with you. I want to be totally certain.

[0:57:41] Trustee Luckham: I

[0:57:41] Voice 6: do, I do like certainty in terms of a plan, but I understand that there is, we have to still build the relationship between EC and the rest of council and I think not making a hard decision about the framework will allow us the flexibility that Trustee Maud or Vice Chair Maud is looking for and developing our relationship so we're not just making decisions.

[0:58:11] Voice 6: for council so i do support the intent absolutely i really like this framework it does give some

[0:58:19] Voice 6: certainty it gives us lots of check-in points and it um if we can use some of tyler brown's

[0:58:25] Voice 6: language around you know one committee of the whole meeting with these recesses to consider and

[0:58:31] Voice 6: turn to different points of discussion as needed i think that's really helpful framing this is a new

[0:58:39] Voice 6: uh tool for us so um i hadn't considered that before but yeah i support the intent of it um

[0:58:45] Voice 6: i just don't want to get bogged down in talking about process dear lord let's get to the work

[0:58:53] Trustee Luckham: agree um so with respect to amendments i do think that simple is better and if there was somebody

[0:59:01] Trustee Luckham: that wanted to make an amendment to end this motion at next steps i think that would facilitate

[0:59:06] Trustee Luckham: facilitate the conversation that we've had here I

[0:59:09] Trustee Maude: think it's about to come on the screen

[0:59:12] Voice 6: I move to amend the motion to end after consideration of next steps

[0:59:22] Trustee Luckham: and maybe for clarity because I see some blue highlighting there uh um um read the the uh that

[0:59:30] Trustee Luckham: you'd like to amend the motion to read as follows and then read that out if sorry

[0:59:35] Voice 6: thank you sir yeah

[0:59:36] Voice 6: Yeah. Okay. I move to amend the motion as follows.

[0:59:39] Voice 6: That executive committee directs staff to arrange a trust council committee of the whole meeting in May 2024 for consideration of the new draft of the policy statement and the process by which it will be considered to be followed by a special executive committee meeting for consideration of next steps.

[0:59:58] Trustee Luckham: Awesome.

[1:00:00] Trustee Luckham: And indeed, that amendment is seconded by Trustee Maude.

[1:00:03] Trustee Luckham: Do you wish to speak to the motion further?

[1:00:07] Trustee Luckham: Then is there any discussion?

[1:00:10] Trustee Luckham: I'm going to call the vote on the amendment to the motion.

[1:00:15] Trustee Luckham: And then I'll call a second vote on the amended motion.

[1:00:18] Trustee Luckham: So on the amendment, all those in favor?

[1:00:21] Trustee Luckham: And that's unanimous.

[1:00:22] Trustee Luckham: Thank you very much.

[1:00:23] Trustee Luckham: And so now we have an amended motion before us.

[1:00:27] Trustee Luckham: Are we comfortable with the motion?

[1:00:30] Trustee Luckham: I certainly am.

[1:00:31] Trustee Luckham: and so i'm going to call the vote then all those in favor and it looks like that also carries

[1:00:38] Trustee Luckham: unanimously um so two questions here now uh staff do you need anything more from executive committee

[1:00:47] Trustee Luckham: today on this topic um and and then sec and so let's just pause there for a moment and see if

[1:00:54] Trustee Luckham: staff have anything um

[1:00:57] Voice 5: certainly i'll say the next thank you executive committee our next steps will

[1:01:00] Voice 5: be to turn to a poll of trustees for meeting dates and times i think for this first meeting we would

[1:01:07] Voice 5: be i want the cios looking at me but i think we'd have a proposed a couple of hours maybe a three

[1:01:13] Voice 5: four hour meeting for that first meeting but we'd look to you for your guidance to see if that how

[1:01:18] Voice 5: that lands for you um and then you could use a certain amount of time to talk and receive the

[1:01:22] Voice 5: document and then a certain amount of time to talk about process any objections to that i don't think

[1:01:30] Voice 9: should be four hours so

[1:01:31] Voice 5: three hour meeting yeah

[1:01:32] Voice 9: i wouldn't recommend that is it an evening

[1:01:35] Voice 9: consideration

[1:01:36] Voice 5: we're going to be pulling trustees for availability so it could be evening or

[1:01:40] Voice 5: afternoon likely okay so hearing that's great so that's just my temperature take of this group so

[1:01:46] Voice 5: that's helpful thank you so

[1:01:48] Trustee Luckham: that's great so in that poll i think it would be helpful to be really

[1:01:52] Trustee Luckham: really clear what we're asking trustees in that daytime evening, three hours. Does it does it

[1:02:01] Trustee Luckham: will this meet your expectations? And then let's just see what the responses are. Okay.

[1:02:10] Voice 9: I don't have anything else on today's agenda. I wouldn't mind asking more of a personal

[1:02:16] Voice 9: professional question once the seven points were off the live recording of EC. Okay.

[1:02:23] Voice 7: Okay.

[1:02:24] Trustee Luckham: Okay. So then, um, our, uh, there's no other business on our agenda. Our next full

[1:02:31] Trustee Luckham: executive committee meeting is April the 24th. And so, um, with nothing further, I'll call for

[1:02:38] Trustee Luckham: adjournment of this meeting and just ask you, and then we can shut that down. We won't be making

[1:02:43] Trustee Luckham: any further decisions and perhaps there's some advice from the CAO with respect to some other

[1:02:49] Trustee Luckham: the matter. So all those in favor, adjournment.