Islands Trust Council regular meeting, May 15, 2024

[0:00:08] Voice 9: one member of the public is with us.

[0:00:11] Trustee Luckham: Very good, thank you. Well, good morning everyone. Welcome

[0:00:14] Trustee Luckham: to the Executive Committee meeting of May the 15th. Here we are in broadly across Coast Salish

[0:00:24] Trustee Luckham: Territory. Grateful to be here, grateful to work and live in this amazing place.

[0:00:31] Trustee Luckham: As we are entering into the coming out of the spring and into the beginning of summer here,

[0:00:38] Trustee Luckham: we're certainly well aware of the dryness in the province. It's a little shocking to find that

[0:00:44] Trustee Luckham: people are being evacuated from Fort McMurray and other locations throughout the province.

[0:00:49] Trustee Luckham: And so we're in for a hot summer. And of course, something we've learned recently from

[0:00:59] Trustee Luckham: knowledge holders and First Nations is about traditional cultural burning practices in order

[0:01:05] Trustee Luckham: to manage our forests and our fire risks on the coast here and in the interior as well for that

[0:01:13] Trustee Luckham: matter and so we're certainly gaining new understandings by looking into the past of

[0:01:18] Trustee Luckham: the traditional knowledge about forestry management practices and the risks of fire

[0:01:24] Trustee Luckham: and I'm really pleased to see that we're embracing that knowledge in our work provincially

[0:01:31] Trustee Luckham: and of course I'm constantly pleased that we're working towards reconciling the past

[0:01:38] Trustee Luckham: on knowing and understanding and recognizing what's happening and working towards building

[0:01:43] Trustee Luckham: a better future here with First Nations. So my name is Peter Lockham. I'm elected on Thetis

[0:01:51] Trustee Luckham: Island in Penelope and Laxon Territory and again grateful to be here. Introduce my colleagues. I

[0:01:56] Trustee Luckham: I see Trustee Elliott.

[0:01:58] Voice 10: Good morning.

[0:01:59] Voice 10: Ait Squale, everyone.

[0:02:00] Voice 10: I'm here on beautiful Gabriela Island in Snonimic First Nation Territory.

[0:02:04] Voice 10: Glad to be with you all.

[0:02:06] Trustee Luckham: Very good.

[0:02:06] Trustee Luckham: And Trustee Maude.

[0:02:08] Trustee Maude: Good morning.

[0:02:09] Trustee Maude: Greetings from Main Island, traditional home of the Wastanak people, a bright and sunny,

[0:02:13] Trustee Maude: cheery day.

[0:02:14] Trustee Luckham: Excellent.

[0:02:15] Trustee Luckham: Trustee Peterson.

[0:02:17] Voice 4: Good morning down here at the boardroom in Victoria in the Ligonquin-speaking people's

[0:02:23] Voice 4: territory.

[0:02:25] Trustee Luckham: Thank you very much, Tim.

[0:02:28] Trustee Luckham: So, indeed, in the boardroom there, I'm going to try and make my picture a little bigger here. I'm seeing CEO Russ Hotson-Piller. Good morning, sir.

[0:02:37] Voice 12: Morning.

[0:02:38] Voice 12: And

[0:02:39] Trustee Luckham: I'm seeing Director Claire Freider in the background there. And I'm guessing that's Robert, sorry, David Marler in the center there, hopefully.

[0:02:51] Voice 5: Good morning.

[0:02:51] Voice 5: thank you

[0:02:52] Trustee Luckham: morning and then of course alexandro trifanandes supporting us with our technology

[0:02:57] Trustee Luckham: and our meeting agendas and minutes and all of this amazing stuff that makes what we do together

[0:03:02] Trustee Luckham: work so well um joining us online is uh uh regional uh director of planning services

[0:03:09] Trustee Luckham: stefan cermak good morning sir and um joining us a little later will be julia mobs the director

[0:03:15] Trustee Luckham: Director of Administrative Services. So I think that covers us off. Thank you, everybody,

[0:03:22] Trustee Luckham: for contributing to build this agenda for us today to allow us to conduct our work.

[0:03:28] Trustee Luckham: So we have an agenda. I'm just going to ask if there's any new or late items that need to be

[0:03:34] Trustee Luckham: added to the agenda today. All right, then. Thank you. So then I will take it that by general

[0:03:42] Trustee Luckham: consent the meeting be adopted as presented um you'll we don't have agenda context notes this

[0:03:48] Trustee Luckham: time um so assuming everything is covered in the materials attached so let us move forward

[0:03:55] Trustee Luckham: the rise and report from our last uh uh in camera meeting of april the 24th is simply that the

[0:04:04] Trustee Luckham: meeting of the february 28th 2024 in camera meeting were adopted um as presented and there's

[0:04:10] Trustee Luckham: nothing further to report from that in-camera session. And now that brings us to adoption of

[0:04:16] Trustee Luckham: minutes of April the 24th, and I'll ask my colleagues if they have any changes to those

[0:04:22] Trustee Luckham: minutes here today. Not seeing any, so therefore I will adopt, ask that the meeting minutes of

[0:04:31] Trustee Luckham: April 24th be adopted by general consent as presented, and thank you, Alexander, for your

[0:04:36] Trustee Luckham: your great work. This moves us to the follow-up action list and updates from the directors and

[0:04:43] Trustee Luckham: the CAO, and we'll move into local trust committee chair updates and conservancy updates. So let us

[0:04:50] Trustee Luckham: begin the roundtable with the CAO, Hudson Pillar, over to you for your follow-up action list report

[0:04:56] Trustee Luckham: and followed by a general report.

[0:05:01] Voice 3: Okay, on page 14, you'll see the follow-up action list.

[0:05:04] Voice 3: um there's three items there um two of those two and three are part of our discussions today so

[0:05:11] Voice 3: when we get later on to our reporting um we'll be able to get to a little bit more detail and

[0:05:16] Voice 3: for item three um i'll introduce a couple of documents i have a fuller um description of what

[0:05:23] Voice 3: the strategic planning session would be so i've introduced that a little bit later today if we

[0:05:27] Voice 3: get to that section eight point something or other um and uh there's also a report on

[0:05:35] Voice 3: june trust council preparation we can speak to item two so those are my three items item one

[0:05:41] Voice 3: simply won't be i won't be able to action in any serious way but i think we've discussed it so many

[0:05:46] Voice 3: times that um it will it will be part of your future training and policy development associated

[0:05:54] Voice 3: of strategic and corporate planning.

[0:06:00] Trustee Luckham: Okay.

[0:06:01] Trustee Luckham: So are you suggesting that this will continue

[0:06:06] Trustee Luckham: to be in progress for some time?

[0:06:09] Voice 3: Well, it's been there a long time.

[0:06:11] Voice 3: We talk about it at every EC meeting

[0:06:13] Voice 3: or we touch on it,

[0:06:17] Voice 3: but I just don't have anything personal

[0:06:20] Voice 12: to

[0:06:20] Voice 3: offer you at this point.

[0:06:24] Voice 3: I think it's very important,

[0:06:26] Voice 3: important, but it's a profound piece of a lot of moving pieces here at the Owens Trust.

[0:06:31] Voice 3: And I think as you move forward into corporate planning, because you'll have a corporate

[0:06:35] Voice 3: plan, you'll have a strategic plan, and then if your decision making isn't commensurate

[0:06:43] Voice 3: with those new plans, or you haven't got really good principles and approaches, then the organization

[0:06:49] Voice 3: will suffer.

[0:06:49] Voice 3: So that's the time really to either get an expert in or develop some policy around structured

[0:06:56] Voice 3: decision making that kind of thing okay

[0:06:59] Trustee Luckham: yeah that's kind of the more fuller thoughts i was

[0:07:03] Trustee Luckham: looking for so that's great um thank you very much for that um any questions for the ceo on

[0:07:10] Trustee Luckham: the follow-up action list otherwise i'll ask him to go to his report not seeing anything

[0:07:15] Trustee Luckham: back to you ceo for your broader report okay

[0:07:18] Voice 3: i'll just update you on a couple of things one

[0:07:20] Voice 3: One is the Governance Committee met on Monday,

[0:07:25] Voice 3: and they had a fairly full schedule.

[0:07:28] Voice 3: I always give you an update on the work they're doing

[0:07:32] Voice 3: and vice versa, really.

[0:07:33] Voice 3: They talked about ex officio,

[0:07:36] Voice 3: status of ex officio trustees on various committees.

[0:07:42] Voice 3: It remains a topic of significant interest, I guess.

[0:07:47] Voice 3: We had some reporting provided by David Marler,

[0:07:50] Voice 3: which was actually very helpful, and I understand that there's also an RFD being proposed

[0:07:58] Voice 3: to be brought forward to the June Trust Council meeting, and there's a trustee sponsor of that.

[0:08:06] Voice 3: You'll recall that we did a draft code of conduct.

[0:08:09] Voice 3: We walked that into your last executive committee meeting, and in the interim,

[0:08:15] Voice 3: and you said, oh, let's develop a committee of the whole process to have that discussion.

[0:08:20] Voice 3: but in the meantime I checked in with the chair and I think I checked in with you I'm not sure

[0:08:26] Voice 3: we referred that as staff to the governance committee because it's so linked to governance

[0:08:31] Voice 3: you know standards of conduct it would have been a challenge to just go to trust council without

[0:08:36] Voice 3: having a body that's very close to that work have some discussion of it they have taken it up there

[0:08:45] Voice 3: there is interest in going through the document and so i would think that you would want to wait

[0:08:52] Voice 3: um until you get some feedback from the governance committee before you action

[0:08:56] Voice 3: um or refer the document to trust council which i think is perfectly fine and helpful to you but

[0:09:03] Voice 3: you've got a current motion that says go go forward i would just delay that one um updating

[0:09:08] Voice 3: the corporate planning process we did that and i can later on today um when we're talking about uh

[0:09:13] Voice 3: strategic plan I can walk you through a bit of an update there and then finally

[0:09:18] Voice 3: landing on them a discussion around the ministerial changes to the islands trust

[0:09:22] Voice 3: I mean there's no easy way to summarize this a particular attack was taken with

[0:09:29] Voice 3: regards to review the previous government review of 2022 and how that

[0:09:37] Voice 3: and how that is understood by current trustees but also being tasked with developing some content for

[0:09:47] Voice 3: returning a request to the province for some reconsideration in a variety of areas

[0:09:52] Voice 3: um the group has decided i think to start just working through some of those bullets more fully

[0:09:57] Voice 3: and i think that's going to be your most fruitful way forward so i think that was a good so that was

[0:10:03] Voice 3: the governance committee i also met with the um corporate working group yesterday man it's tough

[0:10:10] Voice 3: to get everyone together i'm sure you feel it um but you know when we have all the ltc meetings

[0:10:15] Voice 3: then you have these sub groups and then you're trying to get people in and the policy statement

[0:10:19] Voice 3: coming out and all that kind of stuff but we managed to meet um quite a good discussion

[0:10:25] Voice 3: um the corporate plan process is maturing i can talk a little bit about it

[0:10:30] Voice 3: later on today but I felt that is of value. I'm developing a bit of preparatory material for the

[0:10:41] Voice 3: ultimate handover for me to my successor. I'm thinking that through and of course we're

[0:10:47] Voice 3: undertaking some pretty big hiring processes right now with information technology and others

[0:10:55] Voice 3: that I'm sure you're going to get an update in the next little bit. So that's me. I'll respond to any

[0:11:00] Voice 3: questions.

[0:11:02] Trustee Luckham: Any questions for the CAO? Trustee Allen. Vice Chair Allen.

[0:11:10] Voice 10: Thank you. Was there

[0:11:12] Voice 10: a timeline for the Governance Committee to get their recommendations on the standards of conduct

[0:11:18] Voice 10: together? Are they scheduling a special meeting or what's that looking like?

[0:11:23] Voice 3: I think it's a special meeting. A special meeting ASAP.

[0:11:28] Voice 6: Yeah. Mr. Chair, the last meeting passed

[0:11:33] Voice 6: pass the resolution to schedule a special meeting as soon as possible.

[0:11:38] Voice 6: So we now need to pull the members and find the dates

[0:11:44] Voice 6: and then get that scheduled.

[0:11:47] Voice 3: Of course, you can appreciate my heart just sunk when I heard the news

[0:11:51] Voice 3: that there was going to be a special meeting as soon as possible.

[0:11:55] Voice 3: Hoping that it would be sort of maybe in the fall or something like that.

[0:11:58] Voice 3: But no, it looks like it might be before that.

[0:12:00] Voice 3: So maybe I'll have a chance to attend.

[0:12:03] Voice 3: okay

[0:12:07] Voice 10: thanks okay

[0:12:08] Trustee Luckham: thank you um that is so that wraps up your report cao it does thank you sir

[0:12:17] Trustee Luckham: so let us now uh go to um director legislative services i see that you're up next here uh your

[0:12:25] Trustee Luckham: follow-up action list and our area report please uh

[0:12:28] Voice 6: thank you yeah so item one's completed they're

[0:12:31] Voice 6: page 14 of the agenda package. Item two, I'm in the process of actually writing a briefing to

[0:12:38] Voice 6: Council for the July Council, just to provide an update and some of the options and some of

[0:12:46] Voice 6: the implications. And then there's some technical potential changes coming that would probably help

[0:12:53] Voice 6: with this. So I just want to get all that out there, kind of show what we've discovered and

[0:13:00] Voice 6: and what we think we can do to address this.

[0:13:03] Voice 6: Item three, which is on the next page at the top,

[0:13:08] Voice 6: the same briefing will address this one as well.

[0:13:11] Voice 6: This is the access to an integrated calendar

[0:13:14] Voice 6: of trust meetings.

[0:13:16] Voice 6: So the briefing will cover both of those.

[0:13:19] Voice 6: I'm also going to cover in the same briefing,

[0:13:22] Voice 6: an item that came up, and it's not on your file

[0:13:24] Voice 6: of action list, but I think it's from council,

[0:13:25] Voice 6: on provision of HTML meeting documents.

[0:13:30] Voice 6: So deal with all three in the single briefing.

[0:13:34] Voice 6: Items four and five are completed.

[0:13:37] Voice 6: Item six, the draft code of conduct.

[0:13:40] Voice 6: So given that the governance committee

[0:13:43] Voice 6: is holding a meeting probably as soon as possible

[0:13:47] Voice 6: and the June trust council looks pretty full,

[0:13:53] Voice 6: I guess the question for this committee is, do you still want to send this as a committee

[0:13:59] Voice 6: of the whole for a discussion in June, or would you like to wait until September?

[0:14:04] Voice 6: There isn't really a rush, and as I said to the Governance Committee, it's important that

[0:14:10] Voice 6: Council owns the Code of Conduct, so you don't really want to rush it.

[0:14:15] Voice 6: So you can have that discussion at some point, hopefully today when we get to Trust Council

[0:14:22] Voice 6: agenda preparation. And then the final item, I'll have to tend to, do we, I haven't done anything on this, so I can't report anything out on it, and this is.

[0:14:35] Voice 8: Anyway,

[0:14:38] Voice 6: we'll report that one next meeting to you. Right now, I don't have anything to report tonight.

[0:14:43] Voice 6: 1927. Thank you. So if there's any questions on the FUP action list, I will just give you a brief

[0:14:50] Voice 6: report.

[0:14:54] Trustee Luckham: It doesn't look like it, so over to your report. Thank you.

[0:14:57] Voice 6: Yeah, thank you. So

[0:15:00] Voice 6: I am in the process of drafting a Trust Council Local Trust Committee's Meeting Procedure By-law.

[0:15:07] Voice 6: So this would be the by-law that would replace the 13 individual by-laws with a single by-law

[0:15:15] Voice 6: adopted by a two-third majority of Trust Council.

[0:15:18] Voice 6: Again, I was aiming to bring this to Council in June,

[0:15:21] Voice 6: but given that your agenda is quite full,

[0:15:25] Voice 6: we may want to delay that to September.

[0:15:28] Voice 6: But I will bring it to your next meeting in a draft form

[0:15:31] Voice 6: so that you can have a look at it

[0:15:33] Voice 6: and decide how you want to advance it.

[0:15:37] Voice 6: The next piece in by-law development

[0:15:40] Voice 6: will be a local Trust Committee procedure by-law,

[0:15:43] Voice 6: which will be a trust council by-law adopted by two-thirds and meeting notice by-laws which is

[0:15:51] Voice 6: the alternative notice opportunity that will have to be adopted by each local trust committee

[0:15:57] Voice 6: so that will come forward as a model so those are on my list to do and I'll aim for the council after

[0:16:05] Voice 6: the one that the meeting procedure by-law goes to so that we're not overloading council with

[0:16:12] Voice 6: too many of these bylaws at a single meeting um records management council adopted a new records

[0:16:19] Voice 6: management bylaw and staff are working on a procedure and policy manual that is required

[0:16:26] Voice 6: from that bylaw and that will establish how we handle records management at the allen's trust

[0:16:34] Voice 6: and then following that we'll be looking at any potential software requirements to um to help us

[0:16:42] Voice 6: in that so you may be seeing something along the lines of a business case down the road

[0:16:47] Voice 6: um to help us with uh improving records management um ceo mentioned the code of conduct

[0:16:55] Voice 6: so uh yeah and i did too so i'll just leave that one for later um yeah so that's it

[0:17:03] Voice 6: and any questions otherwise uh i'll pass it back to chair looks

[0:17:08] Trustee Luckham: like david maude has a question

[0:17:11] Trustee Maude: yes thank you very much chair um the um meeting notification um or the notification bylaw is there

[0:17:18] Trustee Maude: any way that that can get sort of um accelerated ahead of other things because there's fairly

[0:17:23] Trustee Maude: significant financial benefits to local committees and of course the um maybe a little bit more

[0:17:31] Trustee Maude: appropriation appropriate proper notifications out to the community and it seems fairly

[0:17:37] Trustee Maude: straightforward um maybe less complex than the other bylaws could that one get advanced

[0:17:44] Voice 6: yeah like i said i'm almost uh done with uh the meeting procedure bylaw so um i'll just get

[0:17:51] Voice 6: started on the meeting notices the next one and i'll leave development procedure bylaw

[0:17:55] Voice 6: um to follow okay so i'll follow up with meeting notice bylaw and get onto that

[0:18:03] Voice 6: thank you

[0:18:04] Trustee Luckham: vice chair elliott you had your hand up yeah

[0:18:09] Voice 10: i just wanted clarification on what that

[0:18:12] Voice 10: meeting notices bylaw was about is that about the requirement to publish notice of meetings

[0:18:18] Voice 10: in a printed newspaper which has changed okay um so the meeting procedures is a model by law

[0:18:27] Voice 10: that would have to be adopted by two-thirds council sorry i'm just trying yeah i know the

[0:18:32] Voice 6: The meeting

[0:18:32] Voice 6: procedures would actually be a council by-law adopted by two-thirds of trust council,

[0:18:37] Voice 6: and it would

[0:18:38] Voice 6: apply to all local trust committees.

[0:18:40] Voice 6: The meeting notice by-law is not a by-law that trust council can adopt.

[0:18:45] Voice 6: It's not a procedure by-law.

[0:18:47] Voice 6: So local trust committees must adopt their own.

[0:18:51] Voice 6: So what I will draft is a model for council to adopt and encourage trust committees to use.

[0:18:57] Voice 6: and so the legislation has a default meeting notice requirement or public notice requirement

[0:19:05] Voice 6: and but it allows you by bylaw to adopt something different so what I intend to write is something

[0:19:12] Voice 6: that allows local trust committees to pick what works best for them for example Gambier

[0:19:19] Voice 6: their requirements might be completely different to Salt Spring because of the remoteness so I

[0:19:26] Voice 6: I don't think one notice will fit all local trust committees,

[0:19:31] Voice 6: but if we give them some options that they can pick from

[0:19:35] Voice 6: and then council endorses that,

[0:19:37] Voice 6: I think that's the best way to go.

[0:19:39] Voice 6: Thank you.

[0:19:39] Voice 10: That clarifies it.

[0:19:40] Voice 10: Thanks so much.

[0:19:41] Voice 10: Got a little lost there.

[0:19:44] Trustee Luckham: Anything else?

[0:19:47] Trustee Luckham: I'm watching for your hand there, Tim.

[0:19:49] Trustee Luckham: Nothing.

[0:19:50] Trustee Luckham: So let us continue then.

[0:19:51] Trustee Luckham: Director of Planning Services, Stefan Cermak,

[0:19:55] Trustee Luckham: what's happening in the planning world?

[0:19:58] Voice 5: Oh, you know, CityView.

[0:20:02] Voice 5: But yeah, we've been very busy.

[0:20:05] Voice 5: Thank you, Mr. Chair.

[0:20:06] Voice 5: But I'll start with my follow-up action report,

[0:20:08] Voice 5: and then I'll talk all things CityView and everything else.

[0:20:11] Voice 5: So in regards to the follow-up action list,

[0:20:12] Voice 5: you can see that everything's complete except for two items.

[0:20:16] Voice 5: We've talked about this a few times.

[0:20:19] Voice 5: Number one is in regards to the referral response window

[0:20:22] Voice 5: and other matters relating to First Nations.

[0:20:25] Voice 5: staff are working on a briefing to executive for next meeting just to bring you up to speed in a

[0:20:31] Voice 5: formal process I realize that we've been a little bit behind in reporting up in a complex issue with

[0:20:36] Voice 5: many things and so we'll just bring up to speed where we are in a in a briefing so I just had a

[0:20:41] Voice 5: chance to review a briefing yesterday and and so I'll be able to report better to next meeting if

[0:20:47] Voice 5: that's okay that's going to have to be the way it goes and then number three and it's an interesting

[0:20:54] Voice 5: interesting one is, you know, reported before, plan to work with Director Frater on this,

[0:21:01] Voice 5: but also considering that we're hiring a new, this is all new, it strikes me that this item

[0:21:07] Voice 5: is best served waiting for the new GIS coordinator slash manager to step into place to help work

[0:21:14] Voice 5: this out in terms of how we share GIS resources. It seems, I don't know if it's my place to

[0:21:20] Voice 5: tell them or to explain them and honestly when i started investigating the background on this

[0:21:25] Voice 5: uh there's no formal agreement that we have so um this is of course the conservancy has been

[0:21:31] Voice 5: is really looking for some formal direction um mr chair i believe that's where the resolution

[0:21:37] Voice 5: came from um and with ec's permission i'd like to wait till we get the gis coordinator in place

[0:21:42] Voice 5: have this discussion with them and the rest of the senior management and we can formalize this

[0:21:46] Voice 5: into a policy or something like that and i can report back at that time other than that my other

[0:21:52] Voice 5: items are complete all

[0:21:56] Trustee Luckham: right good advice on the gis stuff that's great um any questions just vice

[0:22:02] Trustee Luckham: chair elliott it's

[0:22:04] Voice 10: not on the follow-up action list but i was just wondering um if you'll be

[0:22:07] Voice 10: able to provide a status report for trust council in june on the bylaw enforcement policy and

[0:22:15] Voice 10: procedures update or project we just haven't had any discussion of that so i wondered if

[0:22:20] Voice 10: you know where things are at considering how you've been with city view and other things

[0:22:25] Voice 5: oh it'd be my pleasure so that's part of my follow-up the rest of my report i'll be happy

[0:22:29] Voice 5: to give it and i'll start there so as you may recall just council referred that project the

[0:22:36] Voice 5: bylaw enforcement policies and procedures update to the regional planning committee it's on the

[0:22:42] Voice 5: regional planning committee agenda for adoption or a slight amendment of the project charter

[0:22:47] Voice 5: after deep dive discussion we've started drafting the amendments as requested and i did commit to

[0:22:56] Voice 5: quarterly reporting so each rpc meeting from for the rest of the year there will be an update at

[0:23:01] Voice 5: the rpc as well as that trust council it'll be included in my director's report as well as we've

[0:23:07] Voice 5: created a web web page as requested for communications out to the public and on

[0:23:12] Voice 5: there we'll just uh be updating that as we go along it's a bit tricky to get to right now but

[0:23:16] Voice 5: uh it's up it's there if you can if you know where to find it and pardon me we'll include that in our

[0:23:24] Voice 5: request for decision at the rpc and we may try to find a way to find it easier is

[0:23:29] Voice 12: it live now

[0:23:30] Voice 12: there's a web there

[0:23:31] Voice 5: is yeah we've

[0:23:33] Voice 10: included some background

[0:23:34] Voice 5: documents in there but like i said

[0:23:36] Voice 10: it's

[0:23:36] Voice 5: tricky to find bylaw enforcement oh

[0:23:38] Voice 10: okay great yeah

[0:23:39] Voice 5: so we've created the framework for it

[0:23:41] Voice 10: and search for it thank you as

[0:23:42] Voice 5: as the information comes available we'll put it up there for sure

[0:23:47] Voice 5: great so that's bylaw enforcement as well as we also have i've been holding off

[0:23:52] Voice 5: the bylaw enforcement side of city view so we're we've got a draft service contract that

[0:23:59] Voice 5: we we need to get through finance they're also in the audit season and as you may recall city

[0:24:05] Voice 5: view we've trust councils approved by law enforcement getting their version of the app

[0:24:10] Voice 5: their portion of the applications portal so now that it's live we'll be we'll be able to it's just

[0:24:17] Voice 5: a simple addition to that however there's a lot of background work like a lot of background work

[0:24:21] Voice 5: to map out in software land what the process is and how it works and all that so stay tuned for

[0:24:27] Voice 5: that that's my next sort of priority after i get through this city view which actually brings me

[0:24:32] Voice 5: to city view city view is live as of this morning yay huge thanks to a lot of people like it's it's

[0:24:40] Voice 5: hard to express how many hours have gone into making this work from finance to communications

[0:24:47] Voice 5: to information services to all of planning services it's just been a lot of work all we've

[0:24:54] Voice 5: done is gone live we're going to find all kinds of warts and stuff as we go live undoubtedly it's

[0:24:59] Voice 5: software software is clunky at best but we'll continue to refine and there's a process going

[0:25:05] Voice 5: forward we have found some amazing stars in our team in the process uh we all i've said thanks

[0:25:11] Voice 5: to kim many times uh another thank you with a special star that's risen is emily blunt who's

[0:25:17] Voice 5: she's created operations manual for staff that we realized we were dearth on and she did it

[0:25:22] Voice 5: just like that and it's extremely helpful and there's so many others i can mention but those

[0:25:27] Voice 5: two come first to mind so thanks to the team um yeah what else we're working on the rpc agenda

[0:25:33] Voice 5: there's lots on there probably too much now oh my gosh uh but the agenda goes out the end of

[0:25:38] Voice 5: this week uh salt spring relocation we're still negotiating lease options and stuff like that so

[0:25:43] Voice 5: uh haven't haven't signed anything but that continues to be worked on and as you all know

[0:25:48] Voice 5: uh planning services are working we're deep in the heart of ltc projects they're all in full swing

[0:25:58] Voice 5: We just discussed that yesterday.

[0:26:01] Voice 5: That was warm and dear to my heart.

[0:26:02] Voice 5: I think all the LTC projects are moving along very well.

[0:26:05] Voice 5: And of course, we're in the heart of application season.

[0:26:08] Voice 5: We're in the third busiest, as far as I can see, year of applications in the Islands Trust

[0:26:13] Voice 5: history.

[0:26:13] Voice 5: So everything's full steam ahead.

[0:26:18] Voice 5: That's my report.

[0:26:19] Trustee Luckham: Okay.

[0:26:20] Trustee Luckham: Thank you, Director Cermak.

[0:26:21] Trustee Luckham: Any questions for the Director?

[0:26:24] Trustee Luckham: Looking good.

[0:26:25] Trustee Luckham: I'm going to turn it over to you, Mr. Cermak.

[0:26:26] Trustee Luckham: Okay. So let us move then to Director of Administrative Services, Julia Mobs. I see

[0:26:31] Trustee Luckham: that you've joined us. Welcome. Thank you for all that you and your team do to

[0:26:36] Trustee Luckham: keep us all financially sound. Over to you for your report and your area report.

[0:26:43] Voice 7: Good morning, Executive Committee. I just joined. I was on a phone call with the auditors because

[0:26:48] Voice 7: we are in the middle of audit week, but I'll give you a brief update on that after I run through the

[0:26:53] Voice 7: follow-up action list there are three items under my area the follow-up action

[0:26:57] Voice 7: list two are listed as complete number two on the list researching the

[0:27:01] Voice 7: possibility of self insurance I actually think should still be listed as in

[0:27:05] Voice 7: progress of course we haven't completed that work and so that was a typo my

[0:27:10] Voice 7: apologies for that item number three on the list options for Trust Council to

[0:27:15] Voice 7: recover costs from trustees who don't attend Trust Council there is a briefing

[0:27:19] Voice 7: on this agenda, which we'll run through later in the meeting, so that's noted as complete.

[0:27:24] Voice 7: Item number one is a policy review, and that target for that is later in the fall once we're

[0:27:29] Voice 7: through busy season, and the plan is still to take on that work at that time. I can take questions

[0:27:34] Voice 7: on follow-up action list before I give you my director's report.

[0:27:38] Trustee Luckham: Any questions? Looks like

[0:27:42] Trustee Luckham: you're golden, so let's go to your report.

[0:27:45] Voice 7: Great, I'll keep my report brief. So I just mentioned I

[0:27:48] Voice 7: was on the phone with the auditors. We are deep in audit right now. So a lot of April and early

[0:27:55] Voice 7: May is spent prepping for the audit. The audit started last week. We do have a new team of

[0:28:01] Voice 7: auditors who are undertaking our file this year. The partner is the same, but the staff working on

[0:28:06] Voice 7: the file are new. And there's some new procedures that they're undertaking this year. So it's been

[0:28:13] Voice 7: a bit of a different process, but things are going well. We're still in the thick of it.

[0:28:17] Voice 7: The Islands Trust Conservancy audit work is just beginning this week, and so we'll have

[0:28:23] Voice 7: some more information on that as we move through.

[0:28:26] Voice 7: But so far for Islands Trust, everything is going well.

[0:28:28] Voice 7: There's no audit adjustments that have been identified at this point, which is great.

[0:28:31] Voice 7: That's always what we hope for.

[0:28:33] Voice 7: And that will be the focus of the rest of this week and into next week.

[0:28:39] Voice 7: Financial Planning Committee is meeting later this month.

[0:28:41] Voice 7: Of course, it's going to be a focus for me to get that agenda ready.

[0:28:44] Voice 7: All of our year-end financial reporting will land there.

[0:28:46] Voice 7: we'll also turn our minds to the budget cycle it's hard to believe that we are kicking off a

[0:28:52] Voice 7: new budget cycle fairly quickly here when we've just had the last budget approved but that's our

[0:28:56] Voice 7: reality financial planning committee will be talking a little bit about guidelines of discussion

[0:29:01] Voice 7: that they started last year that they'll pick up again and that dovetails nicely with some of the

[0:29:06] Voice 7: corporate planning work that's being undertaken so I missed the start of the meeting but I assume

[0:29:11] Voice 7: our CAO gave you a bit of an update during his report on some of the work of the FTC corporate

[0:29:17] Voice 7: planning working group. Things in HR are very, very busy. We always have lots of staff movement

[0:29:25] Voice 7: and sometimes there's lots of internal staff movement that trustees don't always see,

[0:29:29] Voice 7: but there's lots of work that's happening there. We're certainly keeping staff busy and we're

[0:29:34] Voice 7: doing what we can to try and support all of the teams to make sure that they're as fully staffed

[0:29:38] Voice 7: as they can be. We can move things along quickly. Speaking of which, I have begun reviewing the

[0:29:43] Voice 7: posting for my new manager of finance and accounting position. I'm super excited to

[0:29:47] Voice 7: get someone in the door for that. The posting will be ready to go live shortly, so stay tuned.

[0:29:54] Voice 7: The finance team has also been helping out with CityView. There's a lot of background work that's

[0:29:59] Voice 7: going on.

[0:30:00] Voice 7: because of course city view will also receive electronic payments from applicants when they

[0:30:05] Voice 7: submit their applications so we have run into some hiccups with getting that system integrated with

[0:30:10] Voice 7: city view and i have to give credit to my finance staff for working through those issues with the

[0:30:16] Voice 7: contractor so that we can actually receive payments when the system goes live which is today

[0:30:22] Voice 7: the expense claim system is sort of on hold a little bit i'll be giving an update on that

[0:30:27] Voice 7: later on in this agenda when we talk about some of the approvals that will be coming

[0:30:31] Voice 7: to executive committee in relation to that so i'll give you an update at that point

[0:30:34] Voice 7: um i think those are the meaty pieces at my end um probably not much else i need to

[0:30:40] Voice 7: take up airtime with but happy to field some questions if there are any any questions

[0:30:51] Trustee Luckham: no there you go sorry to send you back to the audit room but uh yeah i know that's enjoyable

[0:30:59] Trustee Luckham: enjoyable. And so looking forward to a good clean report. Thank you. Thanks, Chair.

[0:31:08] Trustee Luckham: Director of Trust Area Services, Claire Frater, you're next. Thank you to you and your team,

[0:31:15] Trustee Luckham: especially this last couple of weeks. It's been intense. So it's good. Great. Thank you,

[0:31:21] Voice 8: Chair. So again, as the Chair just alluded to, our main focus has been the policy statement

[0:31:27] Voice 8: project. So you'll see there's not been a lot of advancement to all these other items.

[0:31:31] Voice 8: But I will let you know I have asked our new Senior Indigenous Relations Specialist to step in and start helping with organizing the Dust and Bones Greetings.

[0:31:39] Voice 8: So those trustees on Mesquite and Gabriel, I can be expecting to hear from you soon around what's needed for those events, which is number one there.

[0:31:48] Voice 8: If you could scroll down, I won't walk you through every item because there's a number of them.

[0:31:54] Voice 8: I also wanted to let you know that we are working towards, also with our new, with Joe Elliott, our new Senior Indigenous Relations Specialist, guidelines for honorariums, which has been something that's been on this list a long time, for when they attend meetings.

[0:32:11] Voice 8: And we'll be looking at, I know, guidelines around having people come and how we're compensating them and, you know, ensuring that we're conducting ourselves properly when we have elders in attendance.

[0:32:22] Voice 8: You have asked us to work on a webinar about the Islands Trust, which is number seven on

[0:32:27] Voice 8: the list here.

[0:32:29] Voice 8: Morgana has put together a bit of a plan.

[0:32:31] Voice 8: I have yet to review it, but we will bring that back to you at a future meeting for delivery

[0:32:35] Voice 8: after June Trust Council at some point.

[0:32:40] Voice 8: You have also asked us to invite San Juan County.

[0:32:43] Voice 8: I think I could look to other staff, but I believe we're now looking at September to

[0:32:47] Voice 8: invite them to the September Council meeting.

[0:32:48] Voice 8: meeting, so we'll update you as we get closer to that meeting.

[0:32:52] Voice 8: There's two items here around correspondence.

[0:32:54] Voice 8: I will admit we have somewhat not provided all the support to the Chair.

[0:32:59] Voice 8: I believe the Chair is sitting on one draft letter, but there's probably some catch-up

[0:33:02] Voice 8: that could be done here to get further drafts to the Chair for review, so we'll report back

[0:33:06] Voice 8: to you at the next meeting around that.

[0:33:09] Voice 8: On number 11 here, we are working towards a webinar for Species at Risk, as requested,

[0:33:15] Voice 8: and we'll be in touch soon around potential dates for that.

[0:33:18] Voice 8: We will just probably do a poll of trustees

[0:33:22] Voice 8: and then select a date and deliver

[0:33:25] Voice 8: without coming back to this body.

[0:33:27] Voice 8: On number 12, happy to report that yesterday I received news

[0:33:30] Voice 8: we've received an $8,200 grant to support this work,

[0:33:34] Voice 8: to do some work towards research into the exemptions

[0:33:39] Voice 8: for the NAPTEP regulations.

[0:33:40] Voice 8: So now it's just a matter of finding a contractor

[0:33:43] Voice 8: sector to support us for that amount of money so we'll keep that on the list and come back to you

[0:33:48] Voice 8: when possible on that one um here is the big one we have arranged a committee of the whole meeting

[0:33:56] Voice 8: for you and i'm expecting some discussion today around how we're going to administer that meeting

[0:34:02] Voice 8: uh we will talk about scheduling a special executive committee meeting um i think after

[0:34:07] Voice 8: the committee of the whole such that you've got some direction from that group and can

[0:34:11] Voice 8: can determine the best way forward.

[0:34:12] Voice 8: Should the group come to some consensus at that meeting,

[0:34:17] Voice 8: it may be unnecessary.

[0:34:18] Voice 8: It may be that the group itself comes to the conclusion.

[0:34:20] Voice 8: So I think you can await and see how that plays out.

[0:34:24] Voice 8: On 15 here, you'll see it's completed.

[0:34:26] Voice 8: We have Ryan Greville coming to council,

[0:34:29] Voice 8: which I'm very happy about.

[0:34:30] Voice 8: There's been a huge history at the trust

[0:34:32] Voice 8: of working towards derelict and abandoned vessels.

[0:34:35] Voice 8: So it'll be rewarding to have you all here

[0:34:38] Voice 8: with that successful advocacy has resulted in.

[0:34:42] Voice 8: As we move down here, with apologies, we sent out the notice late to trustees around the, oh no, not sorry, on 16 here, we have sent out an expression of interest, I believe we've had one reply, two replies, and so we'll do up a request for decision to trust council to appoint someone to that body for the June meeting, which hopefully will be fairly straightforward.

[0:35:04] Voice 8: forward. Finally, as we move down here. Yeah, the other two

[0:35:09] Voice 8: I've mentioned were behind, of course, the last one's been

[0:35:12] Voice 8: completed. And that was one I

[0:35:13] Voice 8: apologize for the delay. Happy

[0:35:16] Voice 8: to take questions.

[0:35:21] Trustee Luckham: Questions? No. Okay. Oh, there we are. Trustee Peterson.

[0:35:30] Voice 4: Thank you, Chair. I had a question about number six. Just

[0:35:39] Voice 4: and this is maybe it's picky of me but when I see target dates that were passed I just wonder about

[0:35:47] Voice 4: setting a new target date for that kind of thing yes

[0:35:51] Voice 8: and I believe we'll bring this back to the

[0:35:52] Voice 8: next agenda is the plan if I'm looking at Alex yeah we'll have this on your next agenda so yes

[0:35:57] Voice 8: I can look at updating some target dates that

[0:35:59] Voice 12: would be great thank

[0:36:04] Trustee Luckham: you nothing further okay

[0:36:07] Trustee Luckham: Okay, I think that concludes then our update section.

[0:36:16] Trustee Luckham: So let's go now to local trust committee chair updates.

[0:36:24] Voice 8: Chair Lankham, if I might, I wanted to give you a director's report.

[0:36:26] Voice 8: Oh, I'm sorry.

[0:36:28] Trustee Luckham: Yeah, your report is so lengthy with so many items on it.

[0:36:33] Trustee Luckham: I forgot that.

[0:36:35] Trustee Luckham: That's our fault.

[0:36:37] Voice 12: please

[0:36:37] Trustee Luckham: go ahead go ahead with your uh area report thank you okay

[0:36:42] Voice 8: well it's fairly short as i

[0:36:44] Voice 8: mentioned the policy statement project really has been the focus of most activities we've been

[0:36:48] Voice 8: undertaking but we also have the annual report um happening in the background here which we hope to

[0:36:53] Voice 8: bring to you on your next agenda so please make time as you receive your next agenda to read all

[0:36:58] Voice 8: the sections that are not local trust committee sections because those those are approved and

[0:37:02] Voice 8: edited by the executive committee before it travels to council i'll just give you that

[0:37:06] Voice 8: heads up to prepare for some reading there on your next agenda um we are also working towards

[0:37:12] Voice 8: a signing ceremony with senawa's first nation for may 31st and possibly a joint news release

[0:37:17] Voice 8: um we will be in touch with them around you know do we need all four members of the working group

[0:37:22] Voice 8: do you all want to travel there what what level of um activity do they want to have happen as

[0:37:28] Voice 8: part of that get together so we'll report back to you shortly um we're hoping to connect with

[0:37:33] Voice 8: chief edwards and their admin staff person i think is back in the office today so we'll get

[0:37:38] Voice 8: some movement on that for you uh we have a trust program committee agenda going out today which

[0:37:43] Voice 8: essentially the main content there is the stewardship education program but there's also

[0:37:47] Voice 8: a briefing in it um from the working group of regional planning and trust programs can committee

[0:37:52] Voice 8: committee, around integrated spatial planning being a major theme of the next strategic

[0:37:58] Voice 8: plan.

[0:37:58] Voice 8: So that will come to both those committees for consideration and then travel on to Trust

[0:38:02] Voice 8: Council as a recommendation, should the committees choose to do so.

[0:38:06] Voice 8: And as Director Mobs mentioned, we're back into budget planning, it seems.

[0:38:10] Voice 8: So we've got some business case suggestions to that committee as well.

[0:38:15] Voice 8: Finally, I have some human resources updates for you, some fairly big ones.

[0:38:20] Voice 8: Tyler Brown who we've been very grateful to have on staff the last few months has let me know he's moving on to another position at the end of the month.

[0:38:27] Voice 8: So he'll be with us through the committee of the full meeting, but then we'll be moving on to a private sector position.

[0:38:33] Voice 8: So we're very sad to be losing Tyler, who I've very much enjoyed having with us to support the Policy Statement Project, and he's been a great asset to the Trust so far.

[0:38:41] Voice 8: So we wish him well in his new adventure. I do have someone on the eligibility list who has tentatively indicated they'd like to take the position.

[0:38:49] Voice 8: I'm hopeful we won't have too much of a gap there, but of course there's then a new orientation

[0:38:53] Voice 8: period for a new staff person to move into that support role.

[0:38:58] Voice 8: The other big news is that Kate Emmings has accepted a temporary assignment with the Conservation

[0:39:04] Voice 8: Data Center, and so she'll be stepping away in early June until September 2025.

[0:39:10] Voice 8: So I'm now looking at filling that position as well.

[0:39:15] Voice 8: We wish her all the best.

[0:39:16] Voice 8: it'll be actually wonderful for the trust for her to go off and learn much of the way provincial

[0:39:21] Voice 8: way of doing things and all of those knowledge um ways of conducting business there and also the

[0:39:27] Voice 8: network that she'll bring back to the trust to be very beneficial in the long term so we're looking

[0:39:31] Voice 8: at options for filling her position for about 15 months while she's away and finally um i'm bringing

[0:39:38] Voice 8: in attempt to assist with um the vacancy we have in the program coordinator position i'm just finding

[0:39:44] Voice 8: we've been cobbling through but we've kind of reached the limit of that so I'm now bringing

[0:39:48] Voice 8: someone in temporarily between now and August to step in. We've also got the administrative

[0:39:53] Voice 8: assistant for Conservancy away on leave so I'm going to bring in one person and try and fill

[0:39:57] Voice 8: both positions as needed. I'll bring in another temp as well so yeah big news there in terms of

[0:40:04] Voice 8: HR but we've got some plans in place to move forward in a good way and fill those positions.

[0:40:09] Voice 8: Thank you.

[0:40:13] Trustee Luckham: Excellent.

[0:40:14] Trustee Luckham: Thank you for that.

[0:40:15] Trustee Luckham: Any questions on the area report?

[0:40:20] Trustee Luckham: Okay.

[0:40:20] Trustee Luckham: So, indeed, sorry to hear about the loss of Tyler Brown and thank him for his service.

[0:40:27] Trustee Luckham: And look forward to what you have in mind to fill that vacancy now.

[0:40:35] Trustee Luckham: So, next item then on our agenda, if there's no questions, didn't see any.

[0:40:39] Trustee Luckham: So local trust committee chair updates, and I'm just going to go through my screen that I see here, so I'm not picking on you, Vice Chair Elliott, but you're at the top, and then David Maude, and then Tim Peterson.

[0:40:53] Voice 10: Thank you, Chair.

[0:40:54] Voice 10: Well, we had a lively meeting on Muskegee Island, May 6. And so made some good progress on the OCP review project and Trustee Peterson brought forward a sort of early consideration of a 2024-2025 project to continue that work.

[0:41:24] Voice 10: So we're sort of getting a jump on the strategic planning process, as it were.

[0:41:30] Voice 10: The big issue there, and I was grateful for staff support, was the matter of recording of meetings by members of the public.

[0:41:39] Voice 10: And so this has been an ongoing question on Mesquite Island and has generated some, you know, a little bit of controversy and lots of discussion at the LTC.

[0:41:50] Voice 10: see but we do have some good procedures now which are available on the website we've staff were able

[0:42:00] Voice 10: to put up a correction of of information on the fact check page regarding sort of not our meeting

[0:42:09] Voice 10: procedures in terms of bylaws but how the chair basically needs to be well advised if somebody

[0:42:19] Voice 10: wishes to record the meeting so that members of the public in attendance would have the option

[0:42:25] Voice 10: to say they do not wish to be recorded on the personal device. And so a member of the public

[0:42:30] Voice 10: was there and did not want to comply with this request and so had to leave the meeting. And

[0:42:38] Voice 10: yeah, it was a bit of a difficult time, but we are there to ensure a safe, respectful,

[0:42:46] Voice 10: and equitable process for everybody and so the rules have to be the same for all

[0:42:51] Voice 10: um we're looking forward to have the nas first nation input into the liskiti ocp process i

[0:42:58] Voice 10: understand that's uh moving forward and they might get us something um potentially by july

[0:43:05] Voice 10: i think that's about it of note south pender we held a regularly scheduled business meeting on

[0:43:13] Voice 10: on the 20th, no, the 10th, sorry, of May,

[0:43:17] Voice 10: and reviewed the,

[0:43:22] Voice 10: so we've had two community information meetings

[0:43:24] Voice 10: to consider amendments to the LUB,

[0:43:28] Voice 10: or get community input, sorry,

[0:43:31] Voice 10: and now that's been referred to the APC.

[0:43:34] Voice 10: So there's been ample community consultation and input.

[0:43:39] Voice 10: Staff have been very supportive

[0:43:40] Voice 10: of um to to work through a better process i think than than was had last term and i think there's a

[0:43:48] Voice 10: greater level of comfort with how trustees are moving forward so that's been a real positive

[0:43:54] Voice 10: and so hopefully we'll be able to wrap that up by end of term or by sorry perhaps by the end of the

[0:44:02] Voice 10: the year. And Maine, we did not have a meeting. Looking forward to that. And Thetis. I think I've

[0:44:14] Voice 10: reported out on Thetis since our last executive committee. We've wrapped up the unzoned marine

[0:44:22] Voice 10: area amendment, and that's gone to the minister for approval, and are now looking forward to the

[0:44:31] Voice 10: the next project, which would be a soil deposit and removal bylaw, which is of keen interest in

[0:44:38] Voice 10: the agricultural community for this. So hoping to get that done before the end of term. And I

[0:44:45] Voice 10: believe that's it.

[0:44:49] Trustee Luckham: Very good. Thank you very much, Vice Chair Elliott. And maybe I'll just note

[0:44:56] Trustee Luckham: on the Thetis meeting that we've also written an additional letter in defending the decision

[0:45:03] Trustee Luckham: of the LTC to not zone an area,

[0:45:09] Trustee Luckham: rezone an area for further agriculture use.

[0:45:12] Trustee Luckham: And I just think I raised that

[0:45:14] Trustee Luckham: because it's important for the Federation

[0:45:17] Trustee Luckham: to realize that there seems to be some question

[0:45:22] Trustee Luckham: about the authority and the rationale for such a decision.

[0:45:25] Trustee Luckham: And so just be aware of that.

[0:45:28] Trustee Luckham: But anyway, let's continue and go to David Maude,

[0:45:32] Trustee Luckham: as promised.

[0:45:33] Trustee Maude: thank you chair um nothing to report uh there hasn't been anything since we last gathered

[0:45:40] Trustee Maude: um next week um have uh uh saturn on thursday and also the denman local trust committee is

[0:45:49] Trustee Maude: meeting with the comops first nation on thursday so unfortunately for me i can't attend because

[0:45:53] Trustee Maude: that's the turn of conflict but um that promises to be a very uh important meeting for denman and

[0:46:00] Trustee Maude: then the trustees have been very much looking forward to that. And then Saturday, we have a

[0:46:04] Trustee Maude: North Pender community information meeting. So it's been quiet in the past, but next week will

[0:46:11] Trustee Maude: be very busy. Thank you.

[0:46:15] Trustee Luckham: Okay. And Trustee Vice Chair Peterson, what's happening in your trust

[0:46:19] Trustee Luckham: areas? You're in Victoria today, I see.

[0:46:21] Voice 4: Yes. Well, yesterday I met with the Galliano

[0:46:25] Voice 4: um local trust committee uh fairly fairly light meeting i think there was only six members of

[0:46:32] Voice 4: the public in in attendance which is a a record low since i have uh begun sharing there um and

[0:46:40] Voice 4: being a light agenda actually got to spend a bit of time looking around galliano and waiting for

[0:46:45] Voice 4: the ferry so that was great um i think what's still exciting there is the the applications

[0:46:51] Voice 4: for the forest lot rezonings

[0:46:53] Voice 4: and the potential for the land donations

[0:46:57] Voice 4: to go to the Penelakut First Nation.

[0:47:01] Voice 4: The LTC is awaiting further communication,

[0:47:05] Voice 4: but we understand that they're going to be

[0:47:07] Voice 4: giving us their thoughts on those applications.

[0:47:13] Voice 4: So I think that's great.

[0:47:16] Voice 4: Hornby's having a special meeting next week

[0:47:21] Voice 4: to consider response to the crown the impending crown land referral um for the parcel where rogers

[0:47:28] Voice 4: uh is is applying to put a self cell phone tower the community has aspirations um around affordable

[0:47:35] Voice 4: housing and other other things for that uh that parcel and um given that the referral response

[0:47:45] Voice 4: response window from these uh sort of referrals can be short we're planning to be proactive and

[0:47:51] Voice 4: plan ahead uh so that we're ready to uh to have a response shortly after we receive that referral

[0:47:59] Voice 4: from from the province um uh Vice Chair Maude mentioned uh the Comox First Nations uh meeting

[0:48:10] Voice 4: meeting on um may 23rd and uh that's a joint with uh denman and hornby and i'm going to make sure

[0:48:19] Voice 4: that i get get there in person because i fortunately don't have conflicts with other

[0:48:24] Voice 4: meetings that day so looking forward to that um and uh tomorrow's uh salt spring uh we'll be

[0:48:32] Voice 4: reviewing the um official community plan land use bylaw uh review project to see where we're at with

[0:48:40] Voice 4: with the project charter and work program.

[0:48:43] Voice 4: And of course, looking forward to the launch

[0:48:46] Voice 4: of the complete communities grant work

[0:48:49] Voice 4: to help inform that project.

[0:48:53] Voice 4: And yeah, I'll leave it there today.

[0:48:59] Trustee Luckham: Okay, very good.

[0:49:00] Trustee Luckham: Thank you very much, Tim.

[0:49:02] Trustee Luckham: So from my own area here, I'll just,

[0:49:08] Trustee Luckham: Well, I'll just mention it's certainly a busy time in the Highlands Trust.

[0:49:13] Trustee Luckham: Lots of meetings this week and coming up.

[0:49:21] Trustee Luckham: Yesterday, we had a continuation of the Gambier Local Trust Committee meeting

[0:49:26] Trustee Luckham: that was recessed from two weeks ago to finally review the Keats Island bylaw for development

[0:49:40] Trustee Luckham: permit area. And this was recessed in order to provide opportunity for one of the trustees to

[0:49:49] Trustee Luckham: make a submission to the staff and trustees about areas that were of concern. And that

[0:49:56] Trustee Luckham: That was a two and a half hour discussion where we did actually, through concessions from both trustees and a lot of details revealed on the outstanding issues, did end up advancing the bylaw to second reading.

[0:50:19] Trustee Luckham: And we are now looking for a date for a public hearing sometime during the summer.

[0:50:23] Trustee Luckham: So this is certainly a good moment for the Keats Island community.

[0:50:33] Trustee Luckham: This has been in the works since the previous term.

[0:50:36] Trustee Luckham: And so we'll see how that unfolds from there.

[0:50:41] Trustee Luckham: The governance committee, as was mentioned by the CEO earlier, that was on Monday.

[0:50:46] Trustee Luckham: And a really in-depth conversation about code of conduct and the letter to the province and wanting, recognizing that we needed to be better positioned with an analysis and as much of an ask as about particular structural changes or legislative changes,

[0:51:15] Trustee Luckham: changes as well as just a general perspective from the province about the Islands Trust so that as

[0:51:23] Trustee Luckham: both of those were significant and that work continues they're taking it on taking the work

[0:51:31] Trustee Luckham: on seriously and looking forward to some advancements on both of those items over

[0:51:34] Trustee Luckham: the next few weeks here and nothing further to add on that one I think that concludes

[0:51:45] Trustee Luckham: My items at this time. So I'm going to now flip back to the agenda here and look to the

[0:51:53] Trustee Luckham: Alistair's Consumancy Liaison, Vice Chair Elliott. Do you have an up, do you want to speak to an

[0:52:02] Trustee Luckham: update on, there is an attack, there is an item in our agenda today, so perhaps you want to just

[0:52:07] Trustee Luckham: refer to them, but over to you.

[0:52:09] Voice 10: Thank you, Chair. Yes, I don't have anything to report as you all

[0:52:14] Voice 10: were participating in the last ITC and executive committee meeting last time. I think this is a

[0:52:24] Voice 10: really good path forward. We have a lot of critical issues too that are broader than any one

[0:52:32] Voice 10: body can address in-house. So I'm encouraged by that and looking forward to

[0:52:39] Voice 10: hearing from the islands trust or conservancy chair at our june trust council meeting but as

[0:52:45] Voice 10: you noted there's a report grateful to manager kate emmings for putting that together we've

[0:52:50] Voice 10: been missing those reports but it's in today's agenda and very sad that we're going to lose

[0:52:56] Voice 10: kate's expertise i'm a little um yeah i'm a little concerned about the work plan going forward

[0:53:04] Voice 10: because this is a critical time for the Conservancy.

[0:53:09] Voice 10: Really, the work ahead of us is to engage with First Nations

[0:53:12] Voice 10: in the development of the next five-year plan.

[0:53:17] Voice 10: And so I don't know if we can bring in an outside sort of expert

[0:53:24] Voice 10: that is really geared to that.

[0:53:27] Voice 10: That does seem to be the focus of the Conservancy,

[0:53:30] Voice 10: And that'll give us a good foundation for the work of the Conservancy in the next coming years. So looking forward to see how that develops. But it's a bit of a scary thing to see Kate Hemming step out for a little while, but I do wish her well. That's all for me.

[0:53:48] Trustee Luckham: Okay, thank you. And indeed, I want to acknowledge the years and years, the legacy of work, really, that Kate Hemmings has done at the Island Trust, advancing through the organization to be the manager, director, whatever the title is there.

[0:54:11] Trustee Luckham: I apologize for not knowing that, but really grateful for that work.

[0:54:14] Trustee Luckham: And indeed, I actually like Director Freyder.

[0:54:18] Trustee Luckham: What you said is that she's going off to gain some skills and learn other practices that she can bring back to the Conservancy,

[0:54:26] Trustee Luckham: because in many respects, this is an ideal opportunity in an employment location for a person to take on some other work

[0:54:35] Trustee Luckham: and potentially bring that back to us as opposed to simply moving on and so I look forward to her

[0:54:44] Trustee Luckham: returning because of the nature of her work and what she's done in the past for the Conservancy

[0:54:50] Trustee Luckham: so let's we'll be patient and wait that out all right so I'm just going to ask members we've been

[0:54:59] Trustee Luckham: at this almost an hour here now a little over for those of you that arrived in advance of the

[0:55:05] Trustee Luckham: meeting. Do you want to take a five or 10 minute break, refill your teacups, and then we'll continue

[0:55:09] Trustee Luckham: on with trust counsel preparation. Anybody object to five minutes or 10? And that's kind of a

[0:55:16] Trustee Luckham: question.

[0:55:17] Voice 4: 10 is more realistic.

[0:55:20] Trustee Luckham: Okay, let's do 10 minutes. So let's return then at 20 minutes.

[0:55:24] Trustee Luckham: Well, let's say 25 minutes after 10. I'm seeing as none of my clocks seem to line up

[0:55:31] Trustee Luckham: and synchronization anyway a man with two watches never knows the time that seemed to be the case

[0:55:37] Trustee Luckham: okay so we'll see you back here shortly

[1:10:52] Trustee Luckham: Well, hello, everybody. Welcome back. So we've concluded our early work here. No bylaws for

[1:11:04] Trustee Luckham: approval of consideration today. Press Council meeting preparation is our next item. And that

[1:11:10] Trustee Luckham: would bring us to page 23 of our agenda. And perhaps as usual practice, we reflect on that

[1:11:21] Trustee Luckham: Mattis, we have further conversations and come back to it. But let's just turn to the CAO for

[1:11:28] Trustee Luckham: the moment to advise us what he's seeing and thinking associated with the three-day agenda.

[1:11:36] Trustee Luckham: Okay. Over to you.

[1:11:38] Voice 3: Thank you. I think we should almost, Mr. Chair, go to the report on page 43,

[1:11:43] Voice 3: which was a summary of some thoughts of EC at our last meeting. Yes.

[1:11:48] Voice 3: Where we didn't get

[1:11:49] Voice 3: specific direction but these were you know good thoughts to start turning our minds to yes so if

[1:11:56] Voice 3: we walked our way through this um then we could um return to the actual schedule and fine-tune it in

[1:12:05] Voice 3: some ways okay

[1:12:06] Trustee Luckham: that sounds perfectly good to me thank you so then um indeed let's go to 7.1.3

[1:12:14] Trustee Luckham: on page 43 to the agenda june trust council preparation so get there myself page 43

[1:12:23] Voice 3: yeah it's a simple briefing and it's just got some uh you know they're related because it's

[1:12:31] Voice 3: the trust council meeting but it's just individual concepts which is probably good to get some

[1:12:34] Voice 3: refinement on so i'll walk you through it the first is it's proposed we start at 12 30 instead

[1:12:39] Voice 3: at 1 p.m keep in mind the strategic planning session that was recommended by the corporate

[1:12:47] Voice 3: planning group by staff and by yourselves has been scheduled for the wednesday and i've reached

[1:12:53] Voice 3: out to a contractor and we can we'll speak about that when we get to that later on in the agenda

[1:12:58] Voice 3: here but um the day has been planned as such and and we filled it um so that then is forcing

[1:13:07] Voice 3: forcing other, because that's a fairly significant piece, it's a think piece, that's forcing

[1:13:14] Voice 3: some other amendments to the schedule. So that means we pulled over a couple of other

[1:13:19] Voice 3: items to what normally would be on the Wednesday, and we've sort of stacked them on the Tuesday

[1:13:25] Voice 3: afternoon. So that's the start of 1230. I think we've already answered the question

[1:13:31] Voice 3: around the standards of conduct discussion at a COW meeting. We're going to wait, I think,

[1:13:36] Voice 3: until we get some response from the governance committee so um obviously we won't be having that

[1:13:41] Voice 3: trust council um perhaps

[1:13:45] Trustee Luckham: ceo before you get too far ahead here maybe we should just um

[1:13:49] Trustee Luckham: have a conversation to each of these and move on and and seek the uh answers before

[1:13:56] Trustee Luckham: just to fund my own um framework of making sure i don't miss anything and i actually just want

[1:14:02] Trustee Luckham: want to say I really appreciate having this briefing and that you've itemized these in this

[1:14:07] Trustee Luckham: way because that is helpful and um so the first item there is cutting uh the I consider cutting

[1:14:14] Trustee Luckham: the lunch lunch break to half an hour um um whether or not there's any option to begin the

[1:14:20] Trustee Luckham: lunch break earlier um depending upon the arrival of trustees I suppose so that's a logistic question

[1:14:26] Trustee Luckham: question. So is that so are we proposing to only have a half hour for lunch or are we

[1:14:36] Trustee Luckham: imagining moving the lunch to start at 1130?

[1:14:40] Voice 9: We were proposing to her if you don't mind to have

[1:14:43] Voice 9: a half hour lunch because of the scheduling of the Bolinas when Chelsea LTC. So now executive

[1:14:50] Voice 9: committee has two meetings before trust council, not just the usual executive committee. So we

[1:14:55] Voice 9: We were just allowing for that time of those two meetings and the territorial welcome.

[1:15:05] Voice 9: So, yes, that is.

[1:15:06] Voice 3: Yeah.

[1:15:07] Voice 3: And what I'd say is compared to a regular meeting where you're meeting all morning, having lunch, you need an hour.

[1:15:14] Trustee Luckham: Yeah.

[1:15:14] Trustee Luckham: And then you

[1:15:15] Voice 3: carry on in the afternoon.

[1:15:16] Voice 3: When you're starting, everyone's just wandering in from wherever.

[1:15:20] Voice 3: I don't know if you all need an hour.

[1:15:22] Trustee Luckham: No.

[1:15:23] Trustee Luckham: Yeah, fair enough.

[1:15:23] Trustee Luckham: No. So then others seek consensus then. Is that satisfactory? We'll start the meeting at 1230,

[1:15:30] Trustee Luckham: be a half an hour for lunch when trustees arrive and after we finished our Belenus. Okay.

[1:15:34] Trustee Luckham: So that's a thumbs up all around. So then the standards of conduct of the COW meeting,

[1:15:43] Trustee Luckham: over to you for that one. I

[1:15:45] Voice 3: think we just move on. Move on from that one.

[1:15:48] Trustee Luckham: Right. Yeah. Sorry. You're absolutely right because the governance committee has decided

[1:15:53] Trustee Luckham: to pick that up, and that will inform a future decision. Okay, so cooperation with others,

[1:15:59] Trustee Luckham: trustee updates. There was a bit of confusion on that from Mayreed Boland, thinking that we were

[1:16:06] Trustee Luckham: replacing the roundtable, which is not the case, and I just want to confirm that understanding.

[1:16:12] Trustee Luckham: This is the Thursday event where trustees are providing reporting on external agencies or

[1:16:21] Trustee Luckham: or bodies at which they participate.

[1:16:23] Trustee Luckham: And I think that we should confirm that

[1:16:28] Trustee Luckham: because we've been in that direction already.

[1:16:31] Trustee Luckham: It's just, we haven't had a lot of reporting coming from,

[1:16:35] Trustee Luckham: but we just need to maybe be more clear and more directive

[1:16:38] Trustee Luckham: to ensure that we get the reporting.

[1:16:40] Trustee Luckham: And so the council can be prepared to ask questions

[1:16:43] Trustee Luckham: if they have any.

[1:16:45] Trustee Luckham: So is there a consensus on that from the vice chairs?

[1:16:51] Trustee Luckham: Yes. Okay. So there you go. There's two questions answered for you. Now, disposition of delegations,

[1:16:58] Trustee Luckham: Trustee Peterson has something on our table here today. And actually, I'm going to turn it back to

[1:17:03] Trustee Luckham: you here now to continue on as you were going, but just want to maybe just address these as we

[1:17:08] Trustee Luckham: advance them. So over to you.

[1:17:09] Voice 3: Okay, I'll pause after each one. So just probably seeking some

[1:17:14] Voice 3: some clarity here on the disposition of delegations it's been a topic of

[1:17:19] Voice 3: discussion I think two of the last three Trust Council meetings themselves you're

[1:17:24] Voice 3: in charge of the agenda do you want to have and so that there's two

[1:17:30] Voice 3: considerations here one you can have disposition of delegations and say for

[1:17:35] Voice 3: the March meeting which right meaning the back casting to deal with items

[1:17:41] Voice 3: was coming out of march that then makes us the challenge there is how much you don't want to

[1:17:47] Voice 3: take all the material for march and then reinsert it into the agenda half the people will think this

[1:17:54] Voice 3: is the coming material right

[1:17:57] Voice 1: right um

[1:17:58] Voice 3: you know like that they won't make the distinction that

[1:18:02] Voice 3: it's coming from last month and then where's the the new material so i totally get it this is

[1:18:10] Voice 3: is probably the way we go we have to figure out a way to get the germane information from the

[1:18:16] Voice 3: previous month's discussions into the current meeting we're having so do you want to how do

[1:18:25] Voice 3: you want to handle this with this meeting and i see uh vice chair peterson has his hand up sir

[1:18:31] Trustee Luckham: okay so let's go to vice chair peterson you certainly put a lot of thought into this so

[1:18:36] Trustee Luckham: So what are you thinking right at this moment?

[1:18:39] Voice 4: So my suggestion is that trustees who want to further a disposition of delegations beyond thanking them

[1:18:55] Voice 4: um be requested to submit something i would suppose to ec uh as a as a starter to to flow

[1:19:04] Voice 4: into what action might be taken at at the trust council meeting um i just note that we didn't i

[1:19:12] Voice 4: don't think we although there's this general understanding is in in this section of the

[1:19:17] Voice 4: report which i agree with as a general understanding but we haven't actually resolved it which is why

[1:19:22] Voice 3: We have not,

[1:19:22] Voice 4: which is why I brought it up again for further discussion today.

[1:19:26] Voice 4: But I think if we unless, for example, executive committee or staff determines that there is a desire to make it a disposition in a more specific way,

[1:19:41] Voice 4: I think it should be left up to trustees. And I actually think that it would be appropriate to ask them to to put it in writing what they're proposing to bring to trust council to do.

[1:19:52] Voice 4: so then

[1:19:52] Voice 3: if i may we'll remove the reference from previous trust council meeting brackets march and

[1:19:58] Voice 3: it'll just be the usual way we do it disposition of delegations that's that's well i'm working on

[1:20:05] Voice 3: narrowing down no

[1:20:07] Voice 3: yeah so to be

[1:20:08] Voice 4: so to be clear what i mean is from march from the previous trust

[1:20:11] Voice 4: council i'm not i'm still of the mind that we shouldn't be trigger happy on right

[1:20:20] Voice 3: but we have

[1:20:24] Voice 3: You know, so yeah, but we haven't really advanced a new thinking for consideration yet, right?

[1:20:31] Voice 3: And so I'm trying to think of how do we communicate that to, to trustees? Certainly.

[1:20:41] Voice 10: I have a suggestion.

[1:20:43] Voice 12: Yeah.

[1:20:44] Voice 12: Yeah,

[1:20:44] Voice 10: so didn't Alex, did you have a different way of formatting the agenda last time in which

[1:20:53] Voice 10: we embedded links rather than having a draft agenda that had to be republished in a new PDF?

[1:21:01] Voice 10: And could we not have an embedded link to the materials from the previous council's

[1:21:07] Voice 10: disposition delegations that could be in the agenda package trustees can go to it we get a

[1:21:17] Voice 10: deadline for if you want to do something about this bring it to um in a written format to the

[1:21:25] Voice 10: next trust council meeting so

[1:21:30] Voice 9: what i proposed was the draft agenda being outside of the ec agenda

[1:21:37] Voice 9: agenda, not within. If I'm understanding you correctly, I can add links for sure that bring

[1:21:43] Voice 9: to you to a previous agenda within that.

[1:21:49] Voice 3: Yeah, Mr. Chair.

[1:21:52] Trustee Luckham: Yeah, please go ahead.

[1:21:54] Voice 3: I'm worried that this one might be getting away from us collectively a little bit.

[1:21:58] Voice 3: Um, yeah. So if you choose to approach this with we're looking, we're backcasting to the

[1:22:09] Voice 3: the previous trust council meeting which might be a potential solution to the obvious challenge

[1:22:13] Voice 3: that we're all experiencing whereby a member of the public makes a good presentation a decision

[1:22:19] Voice 3: is rapidly made um and that's not generally thought to not be preferred well we haven't

[1:22:26] Voice 3: communicated we're making a change to any of the trustees in any way right so you would really have

[1:22:33] Voice 3: to lead as an ec to say hey this is a new waiver this is the new way forward or you could go to

[1:22:40] Voice 3: this meeting go we're in charge of the agenda which you are because i don't think there's

[1:22:47] Voice 3: i don't think there's policy around disposition of delegations it's a matter of convenience and

[1:22:53] Voice 3: historical approach you can say here's how we'd like to do this in the future

[1:22:58] Voice 3: that's one way right it's not policy based at this point um because what's going to also happen

[1:23:06] Voice 3: is you'll see that the delegations for this meeting are now on Tuesday as

[1:23:12] Voice 3: opposed to the Wednesday at lunch so that's something that's further down our

[1:23:17] Voice 3: list here where we're gonna have trustee roundtable and then we're going to

[1:23:21] Voice 3: delegations and public comment because for a couple of reasons that it's hard

[1:23:27] Voice 3: to embed it in the middle of a strategic planning session and the acknowledgement

[1:23:32] Voice 3: of the 50th which is planned for the Wednesday at lunch so there you might

[1:23:38] Voice 3: have a scenario where delegations are made and trustees might want two days later on the thursday

[1:23:43] Voice 3: to go hey that was a good idea let's go forward i guess the easiest way around this whole issue

[1:23:50] Voice 3: is if there's a commitment to say hey this is a good idea let's get some staff reporting

[1:23:57] Voice 3: on it which makes it go to the next meeting unless it's an emergency issue um

[1:24:08] So

[1:24:09] Voice 3: we put about 15 or 20 minutes into this one.

[1:24:11] Voice 3: Is there a feeling for which way you want to go?

[1:24:13] Voice 3: Should we just go back to the standardized thing?

[1:24:19] Trustee Luckham: So maybe I'll chime in here.

[1:24:21] Trustee Luckham: You know, I've struggled and thought about this quite a bit here.

[1:24:27] Trustee Luckham: And I think unless we, and thank you, CAO,

[1:24:32] Trustee Luckham: unless we've actually told council that we're doing something different,

[1:24:35] Trustee Luckham: we really have to follow the status quo.

[1:24:38] Trustee Luckham: until we do. And so indeed, I think a priority here is to tell council that we're going to change

[1:24:45] Trustee Luckham: this and try to improve it for everybody's benefit. But I think that for June, we're kind

[1:24:52] Trustee Luckham: of stuck in this same mold that we're in. However, I do believe that we could be much more assertive

[1:25:00] Trustee Luckham: about sort of general ideas or practices or beliefs that are out there, that whether a

[1:25:08] Trustee Luckham: particular action that is brought to our attention is of an urgent nature, and that is necessary for

[1:25:16] Trustee Luckham: some decision to be made for council to make some action. However, the whole notion around urgency

[1:25:22] Trustee Luckham: is, well, if something was really urgent, it could have been brought to an executive committee,

[1:25:26] Trustee Luckham: or could have been brought to our attention outside of a stream of being within a trust

[1:25:31] Trustee Luckham: council meeting. And then a decision could be formulated in some fashion. But the areas of

[1:25:38] Trustee Luckham: interest from delegations are advocacy, an action of some kind that has an urgency associated with

[1:25:45] Trustee Luckham: external forces. And then, of course, there's things that are outside of our legislation,

[1:25:51] Trustee Luckham: as well as those that are inside our legislation, that people want us to do.

[1:25:55] Trustee Luckham: And I think that, Tim, there are practices that are conducted by other agencies, which essentially, and that's been part of the conversation here, and I don't want to drill too deep into this, so I apologize, but I am.

[1:26:12] Trustee Luckham: that there are practices used by other agencies where the executive body, let's just say UBCM,

[1:26:20] Trustee Luckham: for instance, or other places where motions are not dealt with in due course of the meeting

[1:26:25] Trustee Luckham: structure, that that opportunity to pass that decision on to an executive of sorts is undertaken

[1:26:32] Trustee Luckham: and it's dealt with accordingly. And so I think that Tim is on the right track here in terms of

[1:26:39] Trustee Luckham: solution that delegations could be directed to be managed by executive committee. And if

[1:26:49] Trustee Luckham: trustees want to take a particular position on it, they could indeed write to executive committee to

[1:26:54] Trustee Luckham: advise us. And sure, it may not necessarily be a decision of council, but at the same time,

[1:26:59] Trustee Luckham: we could exert our judgment to determine what is the best course of action, given the nature of

[1:27:06] Trustee Luckham: advocacy urgency and in or out of our legislation. I just remember years ago that there was a notion

[1:27:14] Trustee Luckham: that came to us as an example, right, which we get caught up on, is there was a notion that there

[1:27:22] Trustee Luckham: was a ministry of defense of the federal government, but there's no ministry of love.

[1:27:25] Trustee Luckham: And the intention was that we should have a ministry of love. And indeed, that was a motion

[1:27:29] Trustee Luckham: that was carried by council. And I don't even think the federal government ever responded even

[1:27:32] Trustee Luckham: into that because it just wasn't something that they were interested in. And is that a really good

[1:27:37] Trustee Luckham: use of our time? So I think we do need to provide some direction to come up with some options and

[1:27:45] Trustee Luckham: direction for us, and that we could advise council of that fact, that we know this is

[1:27:52] Trustee Luckham: challenging and that executive committee has, and ideally we would initiate a process to ask staff,

[1:28:00] Trustee Luckham: as you pointed out, CEO, for options on an efficient and respectful way of dealing with

[1:28:09] Trustee Luckham: delegations. That's my two cents.

[1:28:14] Voice 3: Just respectfully wondering where we are then

[1:28:19] Voice 3: given the various inputs we have.

[1:28:26] Trustee Luckham: I'm just suggesting that this body,

[1:28:28] Trustee Luckham: Executive Committee needs to ask staff for recommendations on a respectful and appropriate way, efficient way of handling disposition of delegations from council.

[1:28:42] Voice 4: Mr. Chair?

[1:28:44] Trustee Luckham: Yep.

[1:28:45] Voice 4: So I think that in what the CAO's, in answer to the CAO's question, what I think I heard you say is we're at status quo.

[1:28:52] Voice 4: Okay.

[1:28:53] Voice 12: Yep.

[1:28:54] Voice 4: There we go.

[1:28:56] Voice 4: Appreciate it.

[1:28:57] Voice 4: and

[1:28:58] Voice 3: then this is you're writing a report that may

[1:29:01] Voice 4: come forward correct there's there we're

[1:29:04] Voice 4: going to go back to this it's on the agenda today okay there we go

[1:29:07] Voice 13: exactly

[1:29:08] Trustee Luckham: okay so that

[1:29:10] Trustee Luckham: addresses that one so let's go to the next one all

[1:29:13] Voice 10: right oh sorry

[1:29:17] Voice 10: we're going to move this forward to interrupt yeah

[1:29:23] Trustee Luckham: we barely got

[1:29:24] Voice 10: how we handle delegations

[1:29:26] Voice 10: but we're not changing to review so

[1:29:31] Trustee Luckham: trustee that's

[1:29:33] Trustee Luckham: fine we didn't get half of what you said

[1:29:35] Trustee Luckham: right at the beginning so perhaps turn your video off and start again from the beginning

[1:29:39] Trustee Luckham: i

[1:29:43] Voice 10: was just trying to clarify we are going to see an executive committee sponsored rfd

[1:29:49] Voice 10: to change the process by which we handle delegations at june trust council is that

[1:29:54] Voice 10: Is that the intent, Trustee Peterson?

[1:30:00] Voice 4: I actually said September because I don't want to assume that staff will be having the capacity to pull this out for June.

[1:30:07] Voice 4: If they can, fabulous.

[1:30:09] Voice 4: But I didn't want to put that type of pressure on.

[1:30:13] Voice 10: We've just debated this for three trust councils.

[1:30:16] Voice 10: Like, I don't.

[1:30:17] Voice 4: Correct.

[1:30:17] Voice 4: But we didn't give staff any direction.

[1:30:19] Voice 4: And I'm proposing that we do so today.

[1:30:23] Voice 4: day but at the same time i want to be realistic that we're not demanding a product from staff in

[1:30:30] Voice 4: essentially a month from now if like i say if they have the capacity to do it sooner fantastic

[1:30:37] Voice 4: if not then let's say we want it for sure by september that's my proposal but well again

[1:30:42] Voice 4: we're going to get to that yeah

[1:30:47] Trustee Luckham: you know that we set ourselves up for failure i'm just going to say

[1:30:52] Trustee Luckham: that. And that is saying, staff, we're going to ask you to it, and it'd be great if you could do

[1:30:57] Trustee Luckham: it, but later it'd be fine. The pressure is on to deliver. And I think we should be more realistic

[1:31:04] Trustee Luckham: about what we're asking staff to do. And that's just my thoughts. But let's leave this until we

[1:31:08] Trustee Luckham: get to that item on the agenda. And we'll move on on this agenda, this item that we've got before

[1:31:14] Trustee Luckham: us is the first council preparations. If that's all right, we'll go to relocate public comment

[1:31:19] Trustee Luckham: comment period. I think that's what the... First Nations.

[1:31:23] Trustee Luckham: Yeah, thank you.

[1:31:25] Voice 3: So Sarah's working on

[1:31:26] Voice 3: inviting a representative to open the meeting, of course, which would be regular business.

[1:31:31] Voice 3: There was some talk of inviting all First Nations to the June Trust Council meeting. I'm not sure

[1:31:36] Voice 3: where that came from, but we have it in our minutes from your last meeting. I can tell you

[1:31:41] Voice 3: now that between the next two weeks, it would be very challenging to respectfully organize

[1:31:48] Voice 3: and invite all First Nations to the June Trust Council meeting without any

[1:31:55] Voice 3: profound consideration of how that would work how we would invite the time that

[1:32:03] Voice 3: would be allocated for discussion and engagement I just don't know whether

[1:32:10] Voice 3: it's practical for this particular meeting given where we are or whether

[1:32:18] Voice 3: that is your interest. But we don't have anything to offer there other than caution.

[1:32:32] Trustee Luckham: Okay. Thank you, CAO. I see Trustee Elliott's hand up. I tend to think that we should follow

[1:32:38] Trustee Luckham: the Senior Indigenous Relations Advisor advice and work and follow what we've been doing and

[1:32:46] Trustee Luckham: certainly plan for a bigger event at some future date. But Trustee Elliott, over to you.

[1:32:52] Trustee Luckham: brought this to us uh

[1:32:54] Voice 10: no i didn't bring this to you i think this was a um a trustee harris uh email

[1:32:59] Voice 10: my motion is in regards to september trust council meeting um but i do have a

[1:33:08] Voice 10: sort of a draft motion i've just sent that came out of a conversation at the southern gulf islands

[1:33:14] Voice 10: forum on monday uh hosted by adam olson so as you know he's the mla for um capital regional

[1:33:21] Voice 10: District and Salt Spring, two trustees asked if he'd be interested in presenting at June Trust

[1:33:29] Voice 10: Council on perhaps some perspectives on governance or Indigenous municipal relations. He indicated

[1:33:38] Voice 10: that he would definitely be interested and he's available on the 18th only. So if there's interest

[1:33:48] Voice 10: in that. My suggestion is to, sorry, just going to the motion. And sorry, this is also following

[1:34:00] Voice 10: on. There's another idea of a potential panel presentation. If we could get a few other

[1:34:10] Voice 10: experts, could Adam Olson lead a panel or be part of a panel discussion on inclusive governance?

[1:34:16] Voice 10: And so I've got a suggestion for a 45 minute session, if we can get anybody else, Reese Harding, the Young Anderson partner, and John Allen Jack presented at AVICC. And it's just sort of, it's, it's, it's about working towards shared decision making, and how, you know, there are some a lot of difficulties, but there are some examples of how it's working.

[1:34:41] Voice 10: And so not talking about co-governance, but what does shared or inclusive decision making look like? What might that look like in the Island's Trust area?

[1:34:51] Voice 10: So I was going to make a motion, it's emailed to you, to move planning services section from Wednesday to, sorry, to Wednesday and conclude the Tuesday with a 45 minute session on the next 50 years of Island's Trust governance towards shared decision making.

[1:35:11] Voice 10: and invite MLA Adam Olson to lead this session. So, yeah. What are your thoughts on that?

[1:35:21] Trustee Luckham: So, you know, you mentioned this to me yesterday when we met.

[1:35:31] Trustee Luckham: Receiving a motion from you during a meeting is way too late for us to really thoroughly think

[1:35:39] Trustee Luckham: about or consider it. And I honestly don't think there's adequate time. I would love to have the

[1:35:44] Trustee Luckham: opportunity for Adam Olson to attend, but I think that it would be something small

[1:35:51] Trustee Luckham: in terms of acknowledging him as the MLA for the area and likewise. But I think a bigger thing is

[1:36:00] Trustee Luckham: just simply too much to ask in this short window, let alone respecting other people's times to

[1:36:07] Trustee Luckham: drop everything and attend a June trust council meeting. I think this should be planned more

[1:36:13] Trustee Luckham: more thoroughly for better advantage to everybody over a longer time span.

[1:36:21] Trustee Luckham: And so, I mean, encouraging this kind of activity, it's good, but I don't know that we have the

[1:36:26] Trustee Luckham: ability in the next month to include this in an agenda and adapt what is already a full

[1:36:34] Trustee Luckham: agenda in front of us.

[1:36:37] Trustee Luckham: Might you sense anybody else want to chime in here?

[1:36:43] Trustee Luckham: Silence.

[1:36:45] Trustee Luckham: CAO, your hand is up.

[1:36:46] Trustee Luckham: I see that.

[1:36:47] Trustee Luckham: It's hard to see you in that room.

[1:36:49] Trustee Luckham: No,

[1:36:49] Voice 3: I'm saying the validity of the recommendation.

[1:36:54] Voice 3: You did tell us to do a strategic planning session, so we've done that.

[1:36:59] And I'm going to explain it to you.

[1:37:02] And that time,

[1:37:03] Voice 3: I'm assuming, is the time that you allocated to it.

[1:37:06] Voice 3: And that's the basis by which I've had conversations with the corporate working group and the consultant and so forth.

[1:37:16] Voice 3: So if you're going to take time from Wednesday, the recommendation is to take something and take an hour from the Wednesday and move the planning session and find some time on Wednesday.

[1:37:33] Voice 3: I think you've got a pretty full day.

[1:37:37] Voice 3: And the other consideration is you have the acknowledgement or recognition of the 50th, which we haven't landed where that's happening.

[1:37:48] Voice 3: i think it makes the most sense to be on the wednesday yeah

[1:37:52] Voice 12: right

[1:37:53] Voice 3: which would be a lunch and

[1:37:55] Voice 3: maybe a half an hour um afterwards and then you know if we dare to dream big

[1:38:03] Voice 3: a strategic planning session might very nicely lead to administrative services

[1:38:11] Voice 3: and the initiation of discussion of the budget cycle and some things that just you know trust

[1:38:18] Voice 3: council might come out of that strategic session with more concrete ideas that they want to get

[1:38:24] Voice 3: financial information associated with them maybe adopt some um you know budget principles

[1:38:31] Voice 3: those are related topics so um i think you've got a pretty full wednesday but you know that's up to

[1:38:40] Voice 3: you ultimately so

[1:38:44] Trustee Luckham: thank you for that see i just want to be clear i think i heard toby say that

[1:38:49] Trustee Luckham: that Adam Olson was only available on the 18th,

[1:38:52] Trustee Luckham: which means that would be on the 18th.

[1:38:54] Trustee Luckham: And so what I think you've said is that

[1:38:56] Trustee Luckham: that means having to move something

[1:38:57] Trustee Luckham: from the 18th to the 19th, is it?

[1:39:00] Trustee Luckham: And you're not wanting to sacrifice that

[1:39:02] Trustee Luckham: or asking us to consider sacrificing that space

[1:39:06] Trustee Luckham: if that's what we really want to do.

[1:39:07] Voice 3: Well, I think the motion is suggesting that,

[1:39:09] Voice 3: is requesting that.

[1:39:11] Voice 10: Yeah.

[1:39:13] Voice 10: So I turn to the Director of Administrative Services.

[1:39:15] Voice 10: Do we need two hours and 15 minutes for that?

[1:39:19] Voice 10: section. It seems large compared to the others. The other

[1:39:30] Voice 10: sections are 90 minutes. So I'm just

[1:39:34] Voice 10: wondering why administrative services is 315 to 530. Another option could be a work, a working

[1:39:42] Voice 10: dinner with Adam Olson on the Tuesday afternoon evening. Forget the panel discussion. We close at

[1:39:53] Voice 10: 6 30 and we don't live stream that but we he's an invited guest and has the opportunity to

[1:40:00] Voice 10: share knowledge with trustees i mean the southern gulf islands forum has been excellent he

[1:40:06] Voice 10: he pulls together a lot of different pieces the northern islands um have not you know they don't

[1:40:12] Voice 10: have that benefit of an mla who who uh you know has so many trust areas in his um riding

[1:40:23] Voice 10: So, I think it's appropriate to invite the MLA. He's available on the 18th and said he's willing to come. Can we make it part of dinner, for instance? And secondly, does administrative services need to be two hours and 15 minutes on the Wednesday?

[1:40:39] Voice 10: I

[1:40:43] Voice 7: can comment on that, Chair.

[1:40:44] Voice 7: Please, yes.

[1:40:45] Voice 12: Yes.

[1:40:47] Voice 7: So the items from admin services traveling to council this time around are standard cyclical items.

[1:40:53] Voice 7: So it's the audited financial statements for approval, the year-end financial reports for approval, the allocated financial statements for receipts.

[1:41:03] Voice 7: Most of these items tend to be plunked into consent agenda because they are fairly cyclical updates.

[1:41:09] Voice 7: dates. And then if I can get to it, we hope to have some discussion around budget guidelines

[1:41:18] Voice 7: for the upcoming budget cycle. So Council can give some direction there. I don't think we would

[1:41:25] Voice 7: need the whole two and a half hours that's allocated there. I think most of the cyclical

[1:41:32] Voice 7: items are fairly quick to get through. I generally don't see a lot of discussion there. And the

[1:41:37] Voice 7: the budget guidelines session will probably be, while it's new, doesn't need to be extensive

[1:41:43] Voice 7: because of course we do have some in plan for September as well.

[1:41:52] Voice 10: Thanks for that. And just,

[1:41:59] Voice 10: I realized that motions during a meeting are not ideal. I should have put this together yesterday.

[1:42:04] Voice 10: I'm trying to change this in our LTCs and I apologize. I will note that there was another

[1:42:09] Voice 10: motion that was submitted this morning. So I'm not the only one. We all need to get better at this.

[1:42:15] Voice 10: But this is the time to plan the agenda. This is a live conversation. It just came up on Monday, so I apologize.

[1:42:23] Trustee Luckham: Yeah, and so indeed the same remarks apply to the other motion.

[1:42:27] Trustee Luckham: One, the public doesn't know what we're doing. Trustees that are observing or watching don't know what we're doing, and it leads to misunderstandings.

[1:42:36] Trustee Luckham: And it's just not a great framework for decision-making, in my opinion.

[1:42:41] Trustee Luckham: And we have a draft agenda that we've been working on, framing up over a period of time.

[1:42:53] Trustee Luckham: I don't know about asking trustees to give up their dinner break for a working conversation.

[1:43:01] Trustee Luckham: I don't find that that necessarily works well, but it could.

[1:43:11] Trustee Luckham: certainly i think there was this absolutely the opportunity to hear from adam olsen is something

[1:43:19] Trustee Luckham: that we should consider but whether or not it's respectful of his time to say that you've got 15

[1:43:26] Trustee Luckham: minutes or half an hour without real opportunity for discussion how much benefit is it that's what

[1:43:36] Trustee Luckham: what I want to ask the question do we really want to do this it requires rejigging the agenda

[1:43:41] Trustee Luckham: my

[1:43:43] Voice 10: proposal is that we do do this Adam Olson was receptive to it it could be half an hour

[1:43:50] Voice 10: 45 minutes he's happy to engage with trustees and trust counsel and talk about

[1:43:57] Voice 10: any topic he's he's pretty fluid in that way and so I propose that we move planning services the

[1:44:04] Voice 10: one hour to be scheduled on the wednesday um and offer that uh four or five o'clock until

[1:44:17] Voice 10: 5 30 when we adjourn on the tuesday to be developed with adam olson and potentially

[1:44:24] Voice 10: other invitees it was brought forward at the southern gulf islands forum there was a really

[1:44:29] Voice 10: really warm reception to the idea. It's not my idea. It was two other trustees who

[1:44:36] Voice 10: asked if he would be willing to present, and he said yes.

[1:44:40] Trustee Luckham: Right. And it would have been great to have seen that earlier, is all I'm saying here.

[1:44:46] Trustee Luckham: And so therefore, if there's a motion that you're prepared to make,

[1:44:49] Trustee Luckham: we should have that on the screen so that it becomes part of the record.

[1:44:52] Trustee Luckham: and um and um if there's a seconder then we'll uh advance this in some way um although i don't

[1:45:00] Trustee Luckham: necessarily want to get ahead of the rest the considerations associated with the rest of the

[1:45:05] Trustee Luckham: agenda and would seek advice from staff about whether we should conclude the conversation

[1:45:11] Trustee Luckham: about the overall uh meeting council preparation before we entertain a motion to amend it or is

[1:45:17] Trustee Luckham: this a good time to have an amendment placed here now well

[1:45:21] Voice 3: i was kind of going through the the

[1:45:22] Voice 3: report which we had a sequence and they got to the third item and that and i think we've

[1:45:28] Voice 3: gonna we're considering another element um but it's really however you see fit

[1:45:35] Trustee Luckham: okay so let's thank you for getting the motion on the screen this is very helpful to me um because

[1:45:42] Trustee Luckham: because I'm not reading emails when I'm in a meeting.

[1:45:47] Trustee Luckham: I'm just gonna pause for a moment, okay?

[1:45:55] Trustee Luckham: And so perhaps we should, at your pleasure,

[1:46:00] Trustee Luckham: we should finish hearing everything that we have

[1:46:03] Trustee Luckham: for the preparation of the meeting,

[1:46:05] Trustee Luckham: and then we should consider this motion

[1:46:07] Trustee Luckham: and any other motions that come forward

[1:46:11] Trustee Luckham: out of the conclusion of looking

[1:46:16] Trustee Luckham: at this meeting council preparation, which was on page 43. Is that all right? Okay. So let's go back

[1:46:22] Trustee Luckham: to the CAO then and to page 43 or 44, whatever we're on, and look at what else is there for

[1:46:32] Trustee Luckham: our consideration with respect to the coming trust council meeting.

[1:46:37] Voice 3: Okay. I think we might

[1:46:38] Voice 3: relocate the public comment period. Are we good with that? That's

[1:46:42] Voice 3: going to happen on the Tuesday

[1:46:43] Voice 3: day it fairly soon starting off and you know it's that's very much like that's a workable

[1:46:56] Voice 3: consideration but i'd wait for any direction to the contrary um the strat plan session we'll get

[1:47:02] Voice 3: into later but we have contracted someone for

[1:47:04] Trustee Luckham: well let's not move on for the public comment

[1:47:06] Trustee Luckham: period yet i'm just collecting my thoughts because the questions i have is this is on

[1:47:10] Trustee Luckham: on Salt Spring Island, largest LTC in the trust area, significant population. We may have a

[1:47:19] Trustee Luckham: significant number of speakers to attend that session. We've allocated 45 minutes to go into

[1:47:25] Trustee Luckham: a break, and normally we allow a little bit more for that. There may be more delegations,

[1:47:31] Trustee Luckham: and I'm guessing at this juncture, at least I don't recall seeing any requests for delegations

[1:47:36] Trustee Luckham: at this time

[1:47:37] Voice 3: we've got one we have we can get more so your point is well taken yeah so trustee

[1:47:44] Trustee Luckham: peterson do you ever remark on this uh public comment period i'm happy with it being there

[1:47:49] Trustee Luckham: i just want to make sure that we've got enough time and that we're not squeezing

[1:47:53] Trustee Luckham: everything else in the rest of the day yeah

[1:47:57] Voice 4: thank you chair um i actually think it's great to get it

[1:48:01] Voice 4: earlier uh i know we got uh we had some correspondence from a former trustee

[1:48:07] Voice 4: with regards to the timing of that in um at the march meeting um and the suggestion was

[1:48:15] Voice 4: is that public comment in that case on budget uh coming before the budget deliberations would

[1:48:23] Voice 4: be better than coming part way through at the end so i actually support the moving of the public

[1:48:28] Voice 4: comment period to the tuesday okay

[1:48:31] Trustee Luckham: and do you have a sense of anything else further for delegations

[1:48:34] Trustee Luckham: or local interest to present to council

[1:48:38] Voice 4: not specifically um the one thing i was gonna bring

[1:48:46] Voice 4: up um i was gonna wait actually but i'll just bring it up now which was the potential um there's

[1:48:54] Voice 4: been past practice to invite former trustees to dinner uh usually on the wednesday and i wonder

[1:49:00] Voice 4: if that had been contemplated in this case or not yes

[1:49:05] Trustee Luckham: yeah it's a practice yeah i

[1:49:09] Voice 9: have to check with

[1:49:10] Voice 9: lori but she has okay

[1:49:12] Voice 4: i'm out of

[1:49:13] Trustee Luckham: the two days

[1:49:13] Voice 4: yeah hearing from staff that that's in hand so

[1:49:16] Voice 4: i'm glad to hear that okay

[1:49:18] Trustee Luckham: well that's great so that's that information then so strategic plan

[1:49:22] Trustee Luckham: session then uh what are we thinking there so actually so in answer to the question it sounds

[1:49:29] Trustee Luckham: like we're happy to move it to tuesday so let's assume that that's going to happen and then we'll

[1:49:34] Trustee Luckham: manage the time associated with it later strategic plan session yeah

[1:49:39] Voice 3: so i think you have room in your

[1:49:41] Voice 3: tuesday depending upon what you decide to play with time a little

[1:49:46] Voice 3: more time um i think there

[1:49:51] Voice 3: is some room later on in the meeting to to fill things in start plan session let's talk you know

[1:49:58] Voice 3: obviously I'll give you the details when we get to that in the agenda today I

[1:50:03] Voice 3: just want to I didn't have that information when I drafted this brief

[1:50:06] Voice 3: report and in fact we have kind of confirmation transport Canada is going

[1:50:10] Voice 3: to attend I'll say with the strategic planning session I think it's best that

[1:50:16] Voice 3: it's a cow because that move into committee the whole or at least you

[1:50:23] Voice 3: consider that it's gonna be much like any other strategic planning session

[1:50:29] Voice 3: don't think it's practical to live stream it because there's going to be four or five groups

[1:50:33] Voice 3: moving all throughout the building over a four or five hour period um which is the nature of

[1:50:39] Voice 3: a strategic planning session for 26 to 30 people so um we can get into that a little more detail

[1:50:47] Voice 3: in a bit but um that's that's certainly a consideration um

[1:50:53] Voice 13: i've just heard that there's

[1:50:55] concerned that the field trip hasn't we haven't

[1:50:57] Voice 3: reached out to trustees we have

[1:50:59] Voice 3: reached out to trustees with around field trip so far we haven't had

[1:51:03] Voice 3: anything I think you the challenge to organize a significant field trip giving

[1:51:09] Voice 3: your agenda so we haven't done too many field trips as of late at the islands

[1:51:15] Voice 3: trust so I don't have anything to offer you there but I understand that there's

[1:51:22] Voice 3: some interest from a soul string trustee for something and if that was they

[1:51:27] Voice 3: the case i guess the question would be where would you put it well

[1:51:36] Trustee Luckham: yeah recognizing the 50th

[1:51:40] Voice 3: the premier's decline the invitation the minister's response is pending i think that the best place if

[1:51:48] Voice 3: there was um some sort of dignitarian attendance will be the wednesday lunch yep

[1:51:54] Trustee Luckham: okay so we should

[1:51:56] Trustee Luckham: keep that open for that

[1:51:58] Voice 3: yes right so

[1:52:00] Voice 3: that so that should be the the recognition or the awareness

[1:52:02] Voice 3: awareness time starting early on tuesday no field trip delegation to tuesday and then we can talk

[1:52:10] Voice 3: about the live streaming and the cow part when we get to the strategic planning session a little

[1:52:14] Voice 3: later today so those were the quick the quick hitters um you could um either now we could go

[1:52:21] Voice 3: actually to the um back up a couple pages and go to the actual schedule and see how it looks to you

[1:52:26] Voice 3: if you're okay with that yep and now might be a time for any questions um keep in mind you're

[1:52:40] Voice 3: going to get to do this again on june 5th you're going to be able to refine this a little bit

[1:52:44] Voice 3: but you might want to consider either a change that trustee elliott's made or is making or look

[1:52:52] Voice 3: at this with any more detail my only thing is if i could is i just want to ensure that we have

[1:52:58] Voice 3: nine till three booked and if it's short or great right but what if you're on a hot streak

[1:53:08] Voice 3: and you're just about to land something so um just hopefully just i would ask that

[1:53:14] Voice 3: that you try and keep that timing available because the intention is to conclude

[1:53:23] Voice 3: if we can trust capsules thinking around a strategic direction yeah

[1:53:29] Trustee Luckham: okay so

[1:53:34] Trustee Luckham: So it strikes me that because you've got a presenter

[1:53:38] Trustee Luckham: and we're going into breakout groups and all that kind of stuff,

[1:53:40] Trustee Luckham: this is

[1:53:40] Voice 12: pretty

[1:53:41] Trustee Luckham: structured and that I don't imagine

[1:53:47] Trustee Luckham: that we would necessarily have surplus time on our hands

[1:53:50] Trustee Luckham: because that's going to be planned out in a way.

[1:53:52] Voice 3: I'm about to show you it is very structured.

[1:53:55] Trustee Luckham: Oh, I see.

[1:53:55] Trustee Luckham: Okay.

[1:53:56] Trustee Luckham: Well, that's what I'm assuming, yeah.

[1:53:58] Trustee Luckham: And so is that coming to us next here or you want to do that now?

[1:54:02] Trustee Luckham: Well,

[1:54:04] Voice 3: I don't think, unless you fundamentally disagree with the notion of strategic planning,

[1:54:08] Voice 3: I don't think you have to deal with that right now.

[1:54:10] Voice 3: I can offer some

[1:54:12] Voice 3: commentary in 15 minutes when you get to it on the agenda.

[1:54:15] Voice 3: But now you're contemplating more globally, how does the schedule look, the five or six

[1:54:22] Voice 3: items we've discussed, the potential scheduling of the MLA.

[1:54:29] Voice 3: I think you could work to that right now.

[1:54:32] Voice 3: Okay.

[1:54:33] Trustee Luckham: So then if trustees are all, vice chairs are all understanding what we're grappling with

[1:54:40] Trustee Luckham: here, I would like to go to Trustee Elliott's motion as probably the most significant change

[1:54:45] Trustee Luckham: to the agenda. And so do you want to get, so can we get that back up on the screen? And you want

[1:54:51] Trustee Luckham: to make that motion and seek a seconder?

[1:54:56] Voice 10: Sure. Thank you so much for the consideration.

[1:54:58] Voice 10: um alex i'll just remove the time of it 45 minute session and remove the title we'll just

[1:55:07] Voice 10: add a 30 minute presentation um with mla adam olson would that suffice that gives us some

[1:55:19] Voice 10: flexibility on the topic and um i think 30 minutes would be adequate yeah so

[1:55:26] Voice 10: if you want to read that

[1:55:27] Trustee Luckham: out for alex's benefit sure

[1:55:30] Voice 10: i move that executive committee amend the draft islands trust council

[1:55:36] Voice 10: schedule uh june 18th to 20th 2024 by moving the planning services section to wednesday and adding a

[1:55:51] Voice 9: short

[1:55:52] Voice 10: session on let's call it inclusive decision making

[1:56:03] Voice 10: and invite mla adam olson to present oh sorry and i should clarify on tuesday

[1:56:18] Voice 10: june 18th because that's when he is available the afternoon

[1:56:27] Voice 10: mr chairman

[1:56:28] Trustee Luckham: yes sir i'll

[1:56:30] Voice 3: just speak whenever you've gotten to your net just after you've

[1:56:33] Voice 3: gotten here okay

[1:56:34] Trustee Luckham: well

[1:56:35] Voice 3: maybe else if i can would you like to speak before you land on the motion

[1:56:42] Voice 13: i

[1:56:43] Trustee Luckham: think your advice would be helpful yeah so

[1:56:45] Voice 3: i don't know whether you need to say move the

[1:56:47] Voice 3: planning section like we could just do that

[1:56:50] Trustee Luckham: right

[1:56:51] Voice 3: otherwise you get locked into we've got it by

[1:56:54] Voice 3: resolution we've gotten with the planning session to a specific place but if you think hey let's do

[1:57:00] Voice 3: this then we'll go away and craft it might be trust area services that moves or we'll try to

[1:57:06] Voice 3: make the time for you yeah

[1:57:08] Trustee Luckham: take

[1:57:09] Voice 3: on the scheduling burden so

[1:57:10] Trustee Luckham: you're recommending that it just be

[1:57:12] Trustee Luckham: simply add a session on inclusive decision making and invite mla olson for

[1:57:17] Voice 10: yes

[1:57:18] Voice 6: yeah that would be

[1:57:19] Trustee Luckham: great that would be fantastic thank you for that flexibility moving

[1:57:24] Voice 6: the client services section to

[1:57:26] Voice 6: wednesday so if you're okay we'll remove that part and so

[1:57:32] Voice 10: just add a short session

[1:57:36] Voice 10: and inclusive decision making invite adam mla adam olson to present on tuesday june 18th

[1:57:44] Voice 10: yeah and just to present instead of to lead the session i think it is too late to do a panel

[1:57:51] Voice 10: discussion and i apologize for throwing so much into the mix i think uh it's more but there is

[1:57:57] Voice 10: some potential with the committee of the whole and the policy statement so um i'll just think

[1:58:02] Voice 10: having him there in his capacity as an MLA for the benefit of trustees and then having him stay

[1:58:09] Voice 10: for dinner would be helpful. So thank you for considering this.

[1:58:14] Trustee Luckham: Well, thank you. Let's not

[1:58:15] Trustee Luckham: lose sight of the idea of a panel and how the format of that, because that might actually be

[1:58:21] Trustee Luckham: an ideal webinar that doesn't take up trust counsel time that could also be very inclusive.

[1:58:27] Trustee Luckham: So let's don't lose sight of that. So thank you for that. My comments may seem harsh sometimes,

[1:58:34] Trustee Luckham: times, but keep structure going. So is there a seconder for this motion? Trustee Maude. Thank

[1:58:43] Trustee Luckham: you, Trustee Maude. Any further discussion? You don't need to speak to it further, Trustee Elliott?

[1:58:51] Trustee Luckham: No. Then I'm going to call the vote. All those in favor? And it looks like all hands are up. So

[1:58:58] Trustee Luckham: that carries. Okay. So that's an amendment to the agenda. And what else are we looking at here in

[1:59:07] Trustee Luckham: in terms of amendments or changes to the agenda before us.

[1:59:11] Trustee Luckham: And thank you, CAO, for saying,

[1:59:14] Trustee Luckham: just tell us what you want in the agenda

[1:59:16] Trustee Luckham: and we'll make the agenda work.

[1:59:18] Trustee Luckham: We don't need to micromanage it so much.

[1:59:23] Trustee Luckham: So over to Vice Chairs,

[1:59:25] Trustee Luckham: is there any other changes,

[1:59:26] Trustee Luckham: structural changes that you'd like to make?

[1:59:33] Trustee Luckham: Not seeing anything.

[1:59:35] Trustee Luckham: So CAO, is this adequate for you to proceed?

[1:59:38] Voice 3: Yeah, I think we can go from here to June 5th,

[1:59:41] Voice 3: which is your approval date for this yes and

[1:59:44] Voice 3: we'll make the necessary changes and then if

[1:59:46] Voice 3: something came up i would inform you on the teleconference um the only thing i'd say is

[1:59:51] Voice 3: we're about to go into i'll do like a few minutes on the strategic plan session if you had some

[1:59:55] Voice 3: profound difference of opinion or or a different direction then you'd cycle back

[2:00:00] Voice 3: back to this and make some changes, I guess, but that's about it.

[2:00:03] Trustee Luckham: Okay, so just to wrap this section

[2:00:05] Trustee Luckham: up here, then, the draft June Trust Council three-day schedule, we've seen that, we've made

[2:00:10] Trustee Luckham: amendments. The next item on the agenda is draft March Trust Council meeting minutes. This is to

[2:00:16] Trustee Luckham: advance to Council, and so unless there's any serious errors or omissions there, I would like

[2:00:23] Trustee Luckham: to advance these minutes to council by general consent. Is there any concern with that? Okay,

[2:00:32] Trustee Luckham: so then let it be so that the March trust council meeting minutes be advanced to council as presented

[2:00:37] Trustee Luckham: by general consent. So we've covered the briefing and that's now going to take us all the way

[2:00:45] Trustee Luckham: through to section 8.1.1, the strategic planning update. And thank you, CAO. This is where we're

[2:00:53] Trustee Luckham: going to hear some more details right now so over to you sir

[2:00:56] Voice 3: okay what i'd like to do first is give

[2:00:59] Voice 3: you an update on the corporate planning process because they're related but i'll make it fairly

[2:01:04] Voice 3: brief is that good yep

[2:01:07] Voice 12: so

[2:01:09] Voice 3: could you put that

[2:01:09] Voice 13: graphic up i didn't really which

[2:01:11] Voice 9: one the session

[2:01:14] Voice 9: or

[2:01:14] Voice 13: the corporate remember that

[2:01:16] Voice 9: i said

[2:01:18] Voice 13: to this uh

[2:01:18] Voice 9: to read the corporate planning process

[2:01:28] Voice 3: Okay, a document or, and maybe make it a little bit smaller so we see more of it.

[2:01:36] Voice 3: So very briefly, this is the document of the framework that Trust Council approved, I think

[2:01:41] Voice 3: it was in September, and the group and myself and various staff have been working away at

[2:01:47] Voice 3: this.

[2:01:49] Voice 3: And notwithstanding the commentary on the right, the key part is the phases, phase one,

[2:01:54] Voice 3: phase two, phase three, phase four.

[2:01:57] Voice 3: we've done phase one we did an initial swat which i think there was maybe some marginal value but it

[2:02:04] Voice 3: was it was good to go through the exercise and then at our last trust council meeting we actually

[2:02:09] Voice 3: delved back into the swat and strengthened it a little bit i'll be providing your report back on

[2:02:14] Voice 3: that we then go into phase two which developed a strategic plan and that's all of phase two once

[2:02:22] Voice 3: once phase two is complete, we move into developing departmental plans to support

[2:02:27] Voice 3: the strategic direction of the Islands Trust. Also, we will be incorporating a little bit

[2:02:34] Voice 3: more information around two other areas of work at the Islands Trust. Policy-driven work,

[2:02:41] Voice 3: where you've said, go do these things. We have a policy associated with it. It's not a project

[2:02:46] Voice 3: that's a strategic planning direction and just general administrative

[2:02:51] Voice 3: operational works that exist information technology human resources in some way

[2:02:57] Voice 3: so that those those various elements are represented in phase three the

[2:03:02] Voice 3: development the departmental planning so where we are in this trajectory is we've

[2:03:11] Voice 3: gone through phase two part one we did step four which was the session in March

[2:03:18] Voice 3: and now we're moving in between step four and part two getting more specific

[2:03:25] Voice 3: about the strategies the goals and the strategies moving forward and then the

[2:03:31] Voice 3: next activity as a whole would be developing departmental planning so

[2:03:36] Voice 3: that's the overview phase four developing the annual budget long-term

[2:03:40] Voice 3: financial plan that will become the perfection it will be in the future as

[2:03:47] Voice 3: as you refine this process.

[2:03:51] Voice 3: So we'll get partway there this year, I think.

[2:03:54] Voice 3: But I think there's probably some contemplations

[2:03:57] Voice 3: of what the annual budget cycle looks like,

[2:04:00] Voice 3: who should be making decisions when,

[2:04:03] Voice 3: and what those decisions should be.

[2:04:05] Voice 3: And I think you'll find that there's gonna be changes

[2:04:08] Voice 3: in that cycle in some way.

[2:04:12] Voice 3: So now I'm gonna bring this down.

[2:04:13] Voice 3: You've had now an update of where we are.

[2:04:16] Voice 3: And the group met yesterday.

[2:04:18] Voice 3: and we teased out some of the working pieces associated with these different pieces so that's

[2:04:23] Voice 3: that's work that's ongoing so i'm gonna have a quick drink of water and now we're gonna move

[2:04:27] Voice 3: to the strategic planning piece

[2:04:29] Trustee Luckham: sounds like you need the water thank you so

[2:04:33] Voice 3: now let's go to the

[2:04:37] Voice 3: strategic um not the schedule but the the document that describes the the work of focus areas yes

[2:04:45] Voice 3: Yes. So, great news.

[2:04:49] Voice 3: Chiang Ho works for WCJ in planning and engagement.

[2:04:54] Voice 3: And while she is not available in June, her colleague, Diana Mulvay, is,

[2:05:00] Voice 3: who is a very experienced facilitator and has worked with Chiang on a number of projects.

[2:05:08] Voice 3: So, she's agreed to conduct this work, and they've been working at it, developing a session for you.

[2:05:15] Voice 3: and this of course what you see here is what trust council did in march this is the summary

[2:05:20] Voice 3: of the of the thinking where do we go from here um i think you should take quite a bit of

[2:05:27] Voice 3: confidence from this trust council did lend land on four or five focus areas that they're they're

[2:05:33] Voice 3: important to them what we need to do is really look at the goals associated with each of these

[2:05:39] Voice 3: things more specifically and then lower down on this chart what would refining

[2:05:46] Voice 3: the actual actions and strategies that we would undertake to achieve that goal

[2:05:51] Voice 3: so we're missing the specific goals or outcomes we need and then once we have

[2:05:57] Voice 3: those we have to then and when I say we I mean you guys have to really think

[2:06:03] Voice 3: about what would be some of the strategies and work plan items that we

[2:06:07] Voice 3: would undertake to achieve those goals that's what the session coming up will focus on then

[2:06:15] Voice 3: staff will take those things and cost them out provide options sort of the final last piece

[2:06:22] Voice 3: that would happen after the trust council session and i think you're in a great place

[2:06:28] Voice 3: um as you go forward here i i can't see trust council going beyond wednesday

[2:06:35] Voice 3: given how much information they provided to us in this in the session march so as we go forward

[2:06:44] Voice 3: we're myself and the and the team from wcj are going to be making some suggestions

[2:06:55] Voice 3: for trust council to turn their mind to it so if now could we go to the the actual session up so

[2:07:02] Voice 3: this is what you're going to see now is the actual session here we go strategic planning session nine

[2:07:15] Voice 3: to three on wednesday june 19th our outcomes we're going to identify 25 to 28 strategic plan goals

[2:07:24] Voice 3: we're going to ref review refine and confirm the directions both high and low priority for

[2:07:28] Voice 3: trust council we're going to look at measurable strategic initiatives and deliverables you know

[2:07:34] Voice 3: when we pick something how are we going to measure whether we've done well with it

[2:07:39] Voice 3: and then ultimately we're going to pull these components into a draft strategic plan

[2:07:43] Voice 3: So you will have a strategic plan soon after this Trust Council meeting for some refinement and ultimately you'll probably be passing it in September. That would be the hope.

[2:07:53] Voice 3: The overview is an arrival welcome. We'll walk through the March workshop just so everyone knows what we've talked about.

[2:08:02] Voice 3: We'll discuss and define the goals for each of the focus areas. We'll take a break. We'll revisit the strategic directions.

[2:08:08] Voice 3: we'll take a break, and then we'll work into developing a strategic framework in

[2:08:15] Voice 3: next steps, and then we'll close the meeting. So it'll be a process of all of

[2:08:20] Voice 3: us together, then going out to four or five groups, and then coming back

[2:08:25] Voice 3: together, agreeing, and then like you would regularly do, then going out and

[2:08:31] Voice 3: refining some of that thinking. So we can go down another page. We are aware, and we

[2:08:40] Voice 3: We will be passing on to trustees the following, but also what I think is the things that have

[2:08:47] Voice 3: developed over the last couple of years.

[2:08:49] Voice 3: We want a simpler strategic plan with fewer items.

[2:08:55] Voice 3: We want greater measurability so that we can understand the outcomes of decisions.

[2:09:01] Voice 3: So a little more focused on performance management and we have to be cost conscious so that those

[2:09:08] Voice 3: are three elements that are associated with or themes that will be developed or thought through

[2:09:13] Voice 3: in the strategic plan process go to the next page please and excuse me i've got a little a little

[2:09:22] Voice 3: bit of that cold that's going around so so i'm going croaky on you here we go so this will be

[2:09:28] Voice 3: the actual work if you look at the top the 2025-28 focus areas those are the five buckets the trust

[2:09:35] Voice 3: council identified what we're missing is the goals or desired outcomes for each of those underneath

[2:09:42] them

[2:09:42] Voice 3: so that will be part of a more robust strategic planning process we're suggesting

[2:09:49] Voice 3: that a high level course of action or direction is for addressing the goal areas of desired outcomes

[2:09:55] Voice 3: but we need some criteria and here's some suggested criteria things like furthers the

[2:10:01] Voice 3: mandate supported by the policy statement, addresses the SWAT, it's within our control,

[2:10:08] Voice 3: we have some resources, aligns with reconciliation and UNDRIP, that we will continue to prioritize.

[2:10:15] So we'll be focused on the

[2:10:17] Voice 3: goals and desired outcomes and the key initiatives and actions.

[2:10:20] Voice 3: If we just go down a little bit further, and here's how your day will go. Welcome introductions,

[2:10:29] Voice 3: introductions, 905 general themes, a review of the March workshop. So this is where we're

[2:10:37] Voice 3: gaining trust with the trustees, that we're following on the work that they've tasked us.

[2:10:43] Voice 3: And really, there's no other way to do this. This is the way for you to get refined.

[2:10:48] Voice 3: And it's hard work over a sustained period of time. We're going to look at some draft goals

[2:10:55] Voice 3: for each of the focused areas, four roundtables. We'll take a break. Then we'll look at some

[2:11:01] of the direct the strategic directions some of which have been identified already in each of

[2:11:05] those areas but we're going to refine those more um staff will get an overview of what's in progress

[2:11:12] and then we'll receive input for a final strategic plan so that last hour

[2:11:17] Voice 3: is going to be critical or

[2:11:19] Voice 3: we come back and integrate um all of those various pieces so that's your day from nine till three

[2:11:26] Voice 3: hopefully I will add this to the minutes and send this out to you. Hopefully you

[2:11:32] Voice 3: agree with this basic session outline and I will proceed with Diane and Chi

[2:11:38] Voice 3: over the next couple of weeks to work the session into some more specifics. I

[2:11:43] Voice 3: turn my mind to the room. There's the U shape of our of our tables but if you

[2:11:50] Voice 3: recall in Salt Spring where we are there's a space that has a series of

[2:11:54] Voice 3: round tables where we tend to eat there's that there's sort of a restaurant area and there's

[2:12:00] Voice 3: an outside area those would be our breakout session spaces where trustees are working in

[2:12:06] Voice 3: small groups then we bring them back into the main space i think this should be a community of the

[2:12:11] Voice 3: whole exercise that's what would be in most institutions i would think and two i don't

[2:12:18] Voice 3: think it's practical to live stream concurrent four tables that are moving around outside inside

[2:12:24] Voice 3: side and what have you. When you land on strategic planning

[2:12:27] Voice 3: or when you discuss it, that can be organized to be in a

[2:12:31] Voice 3: plenary session. So that's it. I'm running out of talking.

[2:12:39] Trustee Luckham: Okay. Thank you. Any questions

[2:12:43] Trustee Luckham: for the CAO or comments here on what you've

[2:12:47] Trustee Luckham: seen and heard here now, Vice Chairs? Looks like

[2:12:53] Voice 13: joy.

[2:12:56] Trustee Luckham: Yeah, lots of joy.

[2:12:57] Voice 10: It's great. It's awesome.

[2:12:59] Voice 10: awesome.

[2:13:00] Voice 3: It is awesome. Thank you.

[2:13:02] Voice 3: I'm excited. I'm excited for you guys. So

[2:13:07] Voice 3: session was really

[2:13:08] Voice 3: good, but you just, it looks like you just need to get more time with it.

[2:13:12] Trustee Luckham: Yeah. So what do you

[2:13:14] Trustee Luckham: think and how do you perceive that we're going to prepare trust council to come ready to this

[2:13:23] Trustee Luckham: meeting and the materials that will be in our agenda package to aid them in that so within a

[2:13:31] Voice 3: week i'm going to send out a note to trustees saying hey this important session is scheduled

[2:13:37] Voice 3: for trust council they haven't received the summary of the objectives and goals from the

[2:13:44] Voice 3: last meeting right because they haven't met

[2:13:46] Trustee Luckham: exactly that

[2:13:48] Voice 3: report and they'll be prompted

[2:13:51] Voice 3: with a series of questions for them to think through and we'll send that out to them either

[2:13:58] Voice 3: I would think before it's attached as a part of the agenda there would be more an exercise of

[2:14:05] Voice 3: what are some key questions here's the SWOT again it's kind of what we did before the last session

[2:14:10] Voice 12: and prepare

[2:14:11] Voice 3: them with some materials and send it out right

[2:14:16] Trustee Luckham: so I just wanted to make sure that

[2:14:17] Trustee Luckham: we'd done that and you've obviously thought through that so that's really great

[2:14:21] Trustee Luckham: so you're going to send that out in advance of the agenda um but i think that it would be wise

[2:14:29] Trustee Luckham: to also include it in the agenda it may be replication but it always strikes me as that

[2:14:35] Trustee Luckham: trustees need some things at their fingertips more readily than having to look elsewhere

[2:14:41] Trustee Luckham: can

[2:14:41] Voice 3: i say one more thing sir yes

[2:14:43] Trustee Luckham: so

[2:14:45] Voice 3: this is our honesty moment well all moments are honesty

[2:14:49] Voice 3: but this one's particularly honesty what you're going to have to do is you're going to have to

[2:14:57] Voice 3: be successful in june failure is not an option you're going to have to some agreements on the

[2:15:05] Voice 3: things that you want to do and you're going to have to get as specific as you can and then we

[2:15:11] Voice 3: have to rapidly cost those things much of which we already know but there is going to be a need for

[2:15:16] Voice 3: some some thinking about that so that you can sequence with the upcoming budget cycle

[2:15:26] Voice 3: hence the the idea that if we have a meeting that ends at three and we all know it's these

[2:15:31] Voice 3: four or five areas these are the things that matter to us that whether it's in the administrative

[2:15:37] Voice 3: services discussion or even at committees we can take the product of that discussion

[2:15:43] Voice 3: and give it to the various committees so they can work out business plans

[2:15:49] Voice 3: to sync up the upcoming budget cycle with your strategic directions.

[2:15:54] Voice 3: If we don't do it in June and it becomes, for whatever reason,

[2:15:59] Voice 3: it becomes September, you're out of sequence.

[2:16:03] Voice 3: So I think this can be done, but that is the ultimate goal.

[2:16:07] Trustee Luckham: Right.

[2:16:08] Voice 3: Right.

[2:16:09] Voice 3: And you need to start a corporate planning.

[2:16:12] Voice 3: I mean, it won't probably be perfect, but you'll be closer than you were before.

[2:16:20] Voice 3: And this group will have chosen what it wants to focus on.

[2:16:23] Voice 3: So anyway, I leave you with that thought.

[2:16:27] Trustee Luckham: Okay.

[2:16:27] Trustee Luckham: So what I'm taking from that is, as a catchphrase, is let's plan for success.

[2:16:33] Trustee Luckham: That's what we need out of this.

[2:16:35] Voice 13: Yeah.

[2:16:36] Trustee Luckham: So then in that notion, too, about success, I think, and it might be a little unusual,

[2:16:43] Trustee Luckham: usual, but you indicated you were going to put this material in the minutes of this meeting

[2:16:48] Trustee Luckham: so that it's on the public record. It would be helpful, I think, if this could be

[2:16:53] Trustee Luckham: amended in some fashion to the executive committee agenda that's on the website as

[2:16:59] Trustee Luckham: perhaps a late attachment or something, so that those that are keen on looking to see what's

[2:17:05] Trustee Luckham: coming up have access to that material as soon as possible. And there's nothing threatening or

[2:17:11] Trustee Luckham: nothing secret about um the materials you presented to us it would be good to for it to be

[2:17:18] Trustee Luckham: clear to people what the expectations are so that we can be successful sure

[2:17:22] Voice 13: okay

[2:17:23] Trustee Luckham: any other remarks

[2:17:25] Trustee Luckham: from anybody awesome okay ceo thank you very much for this body of work it's and indeed as you've

[2:17:35] Trustee Luckham: indicated right this needs to sync up with the corporate plan and it needs to sync up with the

[2:17:40] Trustee Luckham: budget. And this, this train is leaving the station, let's say that.

[2:17:46] Voice 3: Yeah, I hope it goes

[2:17:47] Voice 3: well. Yeah. All

[2:17:49] Trustee Luckham: right. So I'm going to continue on then to new business. If you're all right,

[2:17:54] Trustee Luckham: vice chairs and staff will continue on and maybe we can, we'll see how far we get.

[2:18:02] Trustee Luckham: Let's go to new business. So the first item then is at 9.11. Thank you, Trustee Elliott,

[2:18:08] Trustee Luckham: for bringing this giving us a notice of motion last week and bringing this uh to us here today

[2:18:13] Trustee Luckham: do you want to speak to this item well

[2:18:17] Voice 10: i guess in in the reverse of uh the motion i just presented

[2:18:22] Voice 10: this is um a lot of time to to think about it because uh this does require um quite a bit of

[2:18:30] Voice 10: um work um so this came out of a discussion that i had or i've had multiple discussions with staff

[2:18:36] Voice 10: of how do we bring forward and center Indigenous perspectives

[2:18:46] Voice 10: in a way that is safe, honoring,

[2:18:50] Voice 10: and helps bring some education for trustees

[2:18:55] Voice 10: as we think about governance in the trust area

[2:18:59] Voice 10: for the next 50 years.

[2:19:01] Voice 10: So as we have scheduled trust council in September

[2:19:06] Voice 10: on Gabriela Island. And there is a unique opportunity to ask if, for instance, the

[2:19:16] Voice 10: Namak First Nation would be interested in sharing vision and perspectives on governance

[2:19:23] Voice 10: in their territory. And the reason why this might be of interest to them is I understand they are

[2:19:30] Voice 10: are working on their um complete community master plan and there's been a lot of conversation uh

[2:19:39] Voice 10: internally with the nation about what what they wish to do and there may be something they want

[2:19:45] Voice 10: to share out and as they would essentially be the host um of this discussion if they're interested

[2:19:52] Voice 10: they could either invite other coast salish leaders to share um or it could just be you

[2:19:58] Voice 10: you know, one nation's perspective on governance. And so this could help inform Trust Council as

[2:20:03] Voice 10: we work through the policy statement and all the consideration of reconciliation and what does it

[2:20:11] Voice 10: mean to work towards inclusive decision making? What are the things we need to have in mind?

[2:20:17] Voice 10: I think really centering Indigenous perspectives in this way could be helpful. There's a lot to

[2:20:22] Voice 10: consider of course um are they interested um would this be a public meeting uh i have spoken to um

[2:20:31] Voice 10: staff director freighter about um our limitations with having to live stream and and keep meetings

[2:20:41] Voice 10: in public uh we could ask the nation to host a discussion and that as such we would not be

[2:20:48] Voice 10: be constrained by our legislation to to broadcast it and so there's just a lot to think about and

[2:20:54] Voice 10: i'm just wondering if executive committee thinks this is a good idea and um that we could work on

[2:21:01] Voice 10: it for september and it all just it totally depends on whether snenamuk is interested that's

[2:21:08] Voice 10: all that's where we'd start are you interested in this okay

[2:21:11] Trustee Luckham: trustee peterson uh

[2:21:15] Voice 4: thank chair uh

[2:21:16] Voice 4: I think it is a good idea. I noticed with the motion that's presented is exploring interests and options. So I don't feel like we're committing to a specific course of action today. So I don't feel like there's a big need to get in to depth here.

[2:21:38] Voice 4: I think it's open enough, and we would certainly get something back before we make a final determination.

[2:21:47] Voice 4: So exploring interests and options, I'm all for it.

[2:21:52] Trustee Luckham: Okay.

[2:21:53] Trustee Luckham: Anybody else?

[2:21:56] Trustee Luckham: So I might suggest, Trustee Elliott, and it's your motion, that you might want to also add in there between options and for First Nations is on the second line is budget.

[2:22:08] Trustee Luckham: Because it does strike me that if we're asking somebody else to host something, there would be implicit expenses that would not necessarily be our own.

[2:22:18] Trustee Luckham: But certainly, I think we should identify a budget associated with it because it could rapidly go beyond my expense.

[2:22:27] Trustee Luckham: So I'll turn

[2:22:28] Trustee Luckham: it over to you.

[2:22:29] Voice 10: I have spoken with staff and as long as they're so C2C funding would be entirely appropriate for this.

[2:22:39] Voice 10: applying for that, we'd need to get it in an application done by August to cover a September

[2:22:49] Voice 10: to December event. And you can't apply for previous events. So as long as there's no other

[2:22:54] Voice 10: applications going from the Islands Trust area, this would be sort of the funding stream we'd be

[2:22:59] Voice 10: looking for. So that's government to nation, relationship building, food could be covered,

[2:23:05] Voice 10: it could be um a circle discussion centered around food and um all trustees could be invited

[2:23:12] Voice 10: or some and we'll just see where where things go so yeah funding is definitely considered in the

[2:23:18] Voice 10: options uh if you want me to add that though i could yeah

[2:23:23] Trustee Luckham: i would add it so that it's clear

[2:23:24] Trustee Luckham: so let's explore interest in funding options too

[2:23:29] Voice 10: yeah sure that sounds good so

[2:23:34] Trustee Luckham: over to you

[2:23:35] Trustee Luckham: Well,

[2:23:37] Voice 10: I could read the motion and see if there's a seconder. Okay.

[2:23:42] Voice 10: So I move that staff work with Trustee Elliott and or others to explore interest and options and funding potential for First Nations leaders to potentially host a gathering to hear Coast Salish perspectives on vision and governance in the islands in the trust area in a separate session before or around September Trust Council 2024.

[2:24:09] Voice 10: 2024.

[2:24:10] Trustee Luckham: So moved. Did you capture that, Alexandra? Little alterations there?

[2:24:15] Voice 9: I did. Thank you.

[2:24:17] Trustee Luckham: Okay. Do I have a seconder? Trustee Maude, I see your hand up there. That's awesome. Any

[2:24:23] Trustee Luckham: further discussion? We should speak to it further?

[2:24:27] Voice 10: No, thank you. Anybody?

[2:24:28] Trustee Luckham: Okay. So let's explore

[2:24:30] Trustee Luckham: this. All those in favor? And I think that carries unanimously. And so thank you very much for that.

[2:24:36] Trustee Luckham: that. So 9.1.2, then, is preparation of an RFD for Trust Council regarding disposition of

[2:24:44] Trustee Luckham: delegations. Trustee Peterson, I know there was an email. I have not looked at it.

[2:24:54] Trustee Luckham: So perhaps we can get whatever that is up on the screen. And I'll let you speak to the idea.

[2:25:02] Voice 4: Thank you, Chair. I think we substantially covered this in the previous item.

[2:25:07] Voice 4: um and rather than just have more discussion i put together a resolution here um ran it by staff

[2:25:19] Voice 4: and uh so i'll just go ahead and move because i i want to see some action on this obviously

[2:25:25] Voice 4: as you know it's been one of my the drama i've been beating for a while here so i moved that

[2:25:32] Voice 4: executive committee request staff to pair to prepare a request for decision for september

[2:25:38] Voice 4: trust council with options and a recommendation on policy for disposition of trust council

[2:25:43] Voice 4: delegations all

[2:25:45] Trustee Luckham: right now i think that was an email um that came today is that correct for

[2:25:50] Trustee Luckham: alexander's benefit um and was from uh david mauler even maybe i noticed was in there somehow

[2:25:58] Trustee Luckham: But that's not what I'm seeing on the screen at the moment.

[2:26:01] Voice 6: No, just to clarify, the original resolution was from Trustee Peterson.

[2:26:07] Voice 6: I just provided some wording amendments to make it clear.

[2:26:12] Trustee Luckham: Understood.

[2:26:13] Trustee Luckham: Yeah.

[2:26:15] Trustee Luckham: There's the motion on the screen.

[2:26:17] Trustee Luckham: You've made that motion.

[2:26:18] Trustee Luckham: Do I have a seconder?

[2:26:21] Trustee Luckham: David Maude.

[2:26:22] Trustee Luckham: Okay.

[2:26:23] Trustee Luckham: Okay. Any further remarks, Trustee Peterson, or comments from other vice chair?

[2:26:32] Voice 4: I would just say I'm glad we're actually getting to a resolution to get some work done. Let's get

[2:26:39] Voice 4: this done.

[2:26:43] Voice 13: So I'm

[2:26:51] Voice 3: just looking at this, trying to figure it out. It presumes there's a change

[2:26:58] Voice 3: change in how we should do business yes

[2:27:03] Trustee Luckham: and

[2:27:04] Voice 3: but there isn't an invested it's not indicated here

[2:27:08] Voice 3: it's like we have a process in place you as elected officials have decided it's not

[2:27:16] perfect or you want some refinements do

[2:27:19] Voice 3: you want to give us any hints here or do you want us to go

[2:27:21] Voice 3: through a laundry list of options associated with this position of delegations because what's going

[2:27:28] Voice 3: going to happen is david's going to write a report and it's going to be a laundry list it could be

[2:27:35] Voice 3: hey looks good the way it is now or um i i'm wondering whether you want to provide some

[2:27:43] Voice 3: direction with regards to gravity here as opposed to staff coming up defining the problem and then

[2:27:53] Voice 3: coming up with a solution for it so

[2:27:57] Trustee Luckham: i i would be prepared to suggest that um let this be to work

[2:28:03] Trustee Luckham: with uh trustee peterson and chair luckham um to formulate those options if that seems that you

[2:28:12] Trustee Luckham: that would be helpful advice and i'm leaning on trustee peterson and excluding

[2:28:16] Voice 6: you're just doing

[2:28:17] Voice 6: and if i may that was a question i had if trustee peterson like what is

[2:28:25] Voice 6: Is there anything specific you want us to look at?

[2:28:27] Voice 6: Yeah, and we know,

[2:28:29] Voice 3: yeah, and we can have some examples,

[2:28:32] Voice 3: but there's specific examples and there's a policy change,

[2:28:36] Voice 3: you know, and how to get to the right spot.

[2:28:38] Voice 3: Sure, right, sure.

[2:28:40] Trustee Luckham: So can we

[2:28:41] Trustee Luckham: add the wording here?

[2:28:43] Trustee Luckham: Maybe we need an amendment actually,

[2:28:45] Trustee Luckham: because I think it's been maybe seconded, I don't recall,

[2:28:47] Trustee Luckham: to request staff to work with Trustee, Vice Chair Peterson

[2:28:51] Trustee Luckham: and Chair Luckum to prepare a request.

[2:28:56] Trustee Luckham: Is that what would be helpful?

[2:28:59] Trustee Luckham: Sure.

[2:29:02] Trustee Luckham: Okay.

[2:29:02] Trustee Luckham: Anybody have any remarks about that?

[2:29:04] Trustee Luckham: And so this is a, I'm making a motion to amend

[2:29:08] Trustee Luckham: and the amendment is on the screen.

[2:29:13] Trustee Luckham: And I seek a seconder, Trustee Elliott.

[2:29:15] Trustee Luckham: Thank you very much.

[2:29:18] Trustee Luckham: And so then I'll call the vote on the amendment.

[2:29:20] Trustee Luckham: So that's all right.

[2:29:21] Trustee Luckham: All those in favor?

[2:29:22] Trustee Luckham: and none opposed by the looks of it so then now we're on an amended motion which seems a

[2:29:30] Trustee Luckham: lot more constructive and so unless there's any further discussion i'll call the vote on that

[2:29:37] Trustee Luckham: motion the amended motion now all those in favor that also carries okay thank you tim and thank you

[2:29:48] Trustee Luckham: for uh staff also and david i i assume that you'll reach out to us in some fashion and get that

[2:29:56] Trustee Luckham: rolling? Correct.

[2:29:57] Trustee Luckham: All can be done by phone.

[2:30:00] Trustee Luckham: zoom okay next item then 9.1.3 consideration of a session for future trust council meeting

[2:30:09] Trustee Luckham: on protocols so this is totally new to me i think here over to you trustee peter uh

[2:30:15] Voice 4: thank you chair

[2:30:16] Voice 4: this is uh this comes out of both discussion with uh trustees and uh and also with the southern

[2:30:27] Voice 4: gulf islands uh forum um this is actually one of the things that uh mla olsen thought would be

[2:30:38] Voice 4: useful i i think um and i i think it's useful uh it need it need necessarily be a big session

[2:30:49] Voice 4: um but i think it'd be a useful session and i guess that my other consideration is that

[2:30:57] Voice 4: is that we may want to recommend such a session early in a new term for trustees coming in

[2:31:07] Voice 4: there's there's a lot of different um bits here a number of them have been sort of

[2:31:14] Voice 4: uh nay center or god forbid even forgotten about from the trustee perspective

[2:31:20] Voice 4: I think this is it's really core to the part of our mandate around working with others in cooperation with and I think it's just it's both a good reminder of that part of the mandate and the fact that we have a number of agreements that we're maybe not exercising and and maybe we could or should.

[2:31:46] Voice 4: So, I didn't prepare a motion for this one, just wanted to bring it up for discussion and we certainly have, I wouldn't suggest anything before September, so we could talk about what the appropriate timing might be like.

[2:32:09] Trustee Luckham: Right. Okay, thank you, Trustee Peterson. Perhaps I'll ask staff and maybe my thoughts are to ask David Marler if that's all right to you.

[2:32:17] Trustee Luckham: you um we've obviously presented material like this in the past at orientations for council over

[2:32:24] Trustee Luckham: the years and presumably we could draw upon that knowledge that exists already what's your thoughts

[2:32:31] Trustee Luckham: there um

[2:32:33] Voice 6: yeah i think uh claire's just pointing out that we um we can bring forward an agreement

[2:32:40] Voice 6: agreement monitoring chart and use that as a way of communicating so we could start that and use

[2:32:50] Voice 6: that as a starting point for a session and then from that session figure out what you would like

[2:32:55] Voice 6: us to do as an ongoing way to keep you up to date on these things right

[2:33:00] Trustee Luckham: so then presumably you will

[2:33:03] Trustee Luckham: need a motion in some directions and take this and put it on your project list accordingly

[2:33:07] Trustee Luckham: accordingly um and so i'll just look for a confirmation on that and then i'll go to trustee

[2:33:14] Trustee Luckham: peterson and see what he would like to do yeah

[2:33:16] Voice 6: that's correct some direction would be good and

[2:33:18] Trustee Luckham: of course any remarks from other trustees at this time do you want to do this is this a waste of time

[2:33:26] Trustee Luckham: want to do it okay so trustee peterson back to you

[2:33:30] Voice 4: okay um as i mentioned i didn't prepare

[2:33:36] Voice 4: anything, but I will wing it. I move that executive committee request staff to

[2:33:46] Voice 4: prepare materials for a session for Future Trust Council meeting on, I'm going to

[2:33:54] Voice 4: shorten this way down, on agreements with other agencies, governments, and First

[2:34:00] Voice 4: Nations.

[2:34:03] Trustee Luckham: Okay, we'll wait for Alexander to get up on the screen.

[2:34:16] Trustee Luckham: Lovely. Okay, that looks pretty good to me. Do I have a seconder? Trustee Elliott, you got a

[2:34:47] Trustee Luckham: question?

[2:34:48] Voice 10: Yeah, more of a question. Does it need to be a future Trust Council meeting? Or again,

[2:34:53] Voice 10: could this be a webinar? Do you want to leave it open, Trustee Peterson?

[2:34:58] Voice 4: We could leave it open, but we could just take out...

[2:35:04] Trustee Luckham: Meeting. Yeah.

[2:35:06] Trustee Luckham: And

[2:35:07] Voice 4: then it leaves it open for,

[2:35:09] Voice 12: this

[2:35:10] Voice 4: is to get it on our radar, on staff's radar, and

[2:35:14] Voice 4: we can, I'm content that we can determine how to approach it.

[2:35:21] Voice 10: That's great.

[2:35:24] Trustee Luckham: Yeah.

[2:35:25] Trustee Luckham: Okay.

[2:35:26] Trustee Luckham: So you've seconded that.

[2:35:28] Trustee Luckham: We've deleted the word meeting.

[2:35:29] Trustee Luckham: We're not replacing it with opportunity or something like that.

[2:35:37] Voice 4: Let's say session.

[2:35:39] Voice 4: session.

[2:35:40] Trustee Luckham: You're repeating the...

[2:35:42] Voice 4: No, but rather than... Because

[2:35:45] Trustee Luckham: right

[2:35:46] Voice 4: now it reads a little funny

[2:35:48] Voice 4: for a future trust council. That means

[2:35:50] Voice 4: not us. That's pushing away to the future. So maybe

[2:35:54] Voice 4: session instead of meeting? Does that work for you? Then that leaves... It could be a session,

[2:35:58] Voice 4: could be a meeting or a webinar or whatever. Is that okay? Yep. Okay.

[2:36:05] Trustee Luckham: So moved and seconded,

[2:36:07] Trustee Luckham: trustee elliott yes could

[2:36:10] Voice 10: we not just remove for a session just say for a future trust council

[2:36:15] Voice 10: session yeah well

[2:36:17] Trustee Luckham: that would be clean

[2:36:18] Voice 4: yeah for a future yeah okay yeah right thank you thank you

[2:36:23] Trustee Luckham: all right so now you're happy seconding that and so therefore i'm going to call the vote all those

[2:36:28] Trustee Luckham: in favor? Thank you. Okay. The next item, 9.1.4, review of fee bylaw policy for referrals for other

[2:36:41] Trustee Luckham: agencies. We talked about this last week, the last time around, but you go ahead, Trustee Elliott.

[2:36:48] Trustee Luckham: Where are we at?

[2:36:50] Voice 10: Thank you. So this is a result of the amendments to our fees bylaw. And I think

[2:36:58] Voice 10: it was an omission that we did not address referral fees from other agencies so this has

[2:37:06] Voice 10: come up um this is the second time now in the gabriella local trust committee where um

[2:37:15] Voice 10: the islands trust simply handling a referral for another agency the liquor and cannabis control

[2:37:22] Voice 10: board uh jumped from $100 to $510 for a single um just a change of use for uh their license

[2:37:35] Voice 10: and we have like it has nothing to do with land use planning it's you know a community group

[2:37:42] Voice 10: that's fundraising for the for uh the Gabriel Alliance or fundraising for the community and

[2:37:47] Voice 10: And so they are now having to pay us $500 just for this referral fee.

[2:37:51] Voice 10: There's nothing in our EC sponsorship that allows for us to cover that cost.

[2:37:59] Voice 10: So I think I've asked Director Marler if we can do some work on this and just wanting an update if it needs to be formally added to the schedule of amended bylaws.

[2:38:15] Trustee Luckham: David Marler.

[2:38:16] Trustee Luckham: Yeah,

[2:38:17] Voice 6: so the fees are authorized under the Cannabis Control Licensing Act and the Liquor Control Licensing Act.

[2:38:25] Voice 6: And it says local governments can recover the cost of the required work that they have to do in processing those referrals.

[2:38:34] Voice 6: So that's what we've done. We've come up with an average cost of what it costs us for the staff to do the work because of some public input required.

[2:38:45] Voice 6: So because it's an average cost, we don't consider who the person is that's applying.

[2:38:50] Voice 6: It's entirely to do with what it's costing us to process it.

[2:38:54] Voice 6: So we haven't made any recommendations on providing a lower fee for a non-profit because

[2:39:01] Voice 6: it's not really what the Act is telling us we can do.

[2:39:09] Voice 6: So the only other option would be, I guess, for the executive committee policy on waiving

[2:39:17] Voice 6: the fees could be updated to include those.

[2:39:22] Voice 6: I wouldn't encourage adjusting the fee because of who the people are that are applying, but

[2:39:29] Voice 6: something we could look at if you really wanted me to.

[2:39:31] Voice 6: So I'd want a resolution and

[2:39:34] Voice 12: direction

[2:39:35] Voice 6: on what you're asking me to do.

[2:39:36] Voice 6: Keep in mind, it's local trust committees that have to establish the bylaws.

[2:39:41] Voice 6: So if an executive is asking me to do something, it would be to do with a model.

[2:39:47] Voice 6: In other words, you'd be encouraging all local trust committees to take a position.

[2:39:51] Voice 6: Another approach is Gabriela could simply decide it would like to amend its bylaw

[2:39:57] Voice 6: and seek some guidance from the executive

[2:40:01] Voice 6: or some consideration by the executive

[2:40:05] Voice 6: as to whether or not this is a good thing to do.

[2:40:08] Voice 6: That is, executives would have to consider

[2:40:11] Voice 6: the impacts of Gabriel and making a change.

[2:40:14] Voice 6: And obviously, the Island's Trust

[2:40:18] Voice 6: would then be covering the cost

[2:40:20] Voice 6: of an individual's application.

[2:40:23] Voice 10: Right.

[2:40:24] Voice 10: so um in your email back that you state that we could set a fee for the class of application

[2:40:32] Voice 10: and use a different method to assess that class of application and then establish a fee for that

[2:40:38] Voice 10: i think i'd i'd prefer to go that route and have this work done just for the ltc rather than

[2:40:44] Voice 10: developing a model bylaw because then we can see if it works then the other ltcs could adopt that

[2:40:50] Voice 10: is that yeah

[2:40:51] Voice 6: that that's an approach i think you obviously because you're uh you need executive

[2:40:57] Voice 6: approval of any bylaw you want to make sure exactly who's going to be okay with that

[2:41:02] Voice 6: but yeah if you wanted to if it's possible for staff to do less work and you have a more

[2:41:08] Voice 6: hands-off approach when it comes to a particular class of application and it costs us less to

[2:41:15] Voice 6: process then you can adjust the fee on that basis right

[2:41:21] Voice 10: so

[2:41:23] Voice 6: that would be the local trust committee

[2:41:24] Voice 6: would go through their staff to look at that and i would help as necessary

[2:41:29] Voice 10: could you help us with

[2:41:31] Voice 10: that and and chair luckham do you think we could do this through the local trust committee

[2:41:36] Voice 10: and bring it forward um maybe in our next meeting i think it's a little late well

[2:41:41] Trustee Luckham: yeah it's a little

[2:41:43] Trustee Luckham: little late for our next meeting because i think we need a report and we need a lot of what david

[2:41:48] Trustee Luckham: said captured in print so that we can review it and and with with uh you know in fact perhaps it's

[2:41:58] Trustee Luckham: a request for an rfd um that has uh recommendation and options um in order to for every the public

[2:42:07] Trustee Luckham: and everybody to understand what we're doing but it does sound to me you know whether you

[2:42:13] Trustee Luckham: call it a model bylaw or whether you create a bylaw and it's a uh done under a local trust

[2:42:19] Trustee Luckham: committee and that works and it becomes a model uh action um it's kind of semantics but

[2:42:25] Trustee Luckham: i think we need to provide some direction to either um the gabriella ltc staff to

[2:42:33] Trustee Luckham: undertake this in conjunction with the director or directly to the director it strikes me that

[2:42:39] Trustee Luckham: and maybe that should go through the northern office

[2:42:43] Trustee Luckham: and associated with the LTC, if that's what your intent is.

[2:42:47] Trustee Luckham: Yeah,

[2:42:47] Voice 6: if it may.

[2:42:49] Trustee Luckham: Yeah.

[2:42:49] Voice 6: Yeah, through the chair.

[2:42:51] Voice 6: Yeah, my suggestion is that Trustee Elliott take it through

[2:42:57] Voice 6: the Gabriel and local trust committee

[2:42:59] Voice 6: and then put it on their work program as a piece of work

[2:43:04] Voice 6: that they would like their staff to work on.

[2:43:06] Voice 6: I would help their staff if they asked me for advice.

[2:43:10] Voice 6: But I would help them in the work.

[2:43:12] Voice 6: It would be one of their projects for their own local trust area.

[2:43:18] Trustee Luckham: So this would – now it gets complicated, right,

[2:43:21] Trustee Luckham: because you used the project word.

[2:43:22] Trustee Luckham: So this would be a minor project which the staff could undertake.

[2:43:25] Voice 10: It's not going to happen that way.

[2:43:28] Voice 10: So the other option – sorry to interrupt here –

[2:43:30] Voice 10: is whether EC would consider amending the application fee sponsorship.

[2:43:37] Voice 10: to include this class of application.

[2:43:42] Voice 10: So would we have to change the class of application

[2:43:47] Voice 10: and then we'd have to change the EC sponsorship policy

[2:43:51] Voice 10: if that were to happen?

[2:43:53] Voice 6: So that would be a little bit different

[2:43:55] Voice 6: because there you're simply saying,

[2:43:57] Voice 6: we've got a fee that applies to everybody of $500.

[2:44:02] Voice 6: And then the, so like your waiver policy

[2:44:06] Voice 6: that you have for rezonings and others,

[2:44:09] Voice 6: if they meet a certain criteria,

[2:44:11] Voice 6: such as a nonprofit organization,

[2:44:14] Voice 6: and they are wanting to put on an event

[2:44:18] Voice 6: that has community benefit,

[2:44:21] Voice 6: then you could waive the fee.

[2:44:24] Voice 6: I think the problem, though,

[2:44:25] Voice 6: is what's the community benefit of a license

[2:44:28] Voice 6: for a liquor license or a cannabis license?

[2:44:31] Voice 6: But that would be something you'd have to consider

[2:44:33] Voice 6: at the time to make the application.

[2:44:35] Voice 6: right now we can't consider it because it's not in there but you could put it in if you wanted to

[2:44:40] Voice 6: you just have to think about how that really works the whole intent of the waiver is to

[2:44:48] Voice 6: encourage people that are doing things to further the mandate of the trust which is a preserve and

[2:44:52] Voice 6: protect and you know you might find that's a stretch when it comes to cannabis and liquor

[2:44:57] Voice 6: Yeah.

[2:45:00] Trustee Luckham: So in any, it strikes me that we need a report of some kind with options and recommendations. I think that from an administrative perspective, I don't know that executive committee necessarily needs to be waiving fees for events of which, let's just say in the summertime, there could be a dozen events if people catch on to this, and that we'd be spending our time doing that administrative

[2:45:29] Trustee Luckham: application processing and that i don't think that's the best use of the executive committee's

[2:45:34] Trustee Luckham: time um strikes me it needs to be much more uh administrative fees related bylaw which is

[2:45:41] Trustee Luckham: handled at the front desk of each of the island's trust offices so i

[2:45:45] Trustee Luckham: don't know how to wrap that up

[2:45:47] Trustee Luckham: but i think what might be helpful at this juncture is trustee elliott to ask uh david to

[2:45:54] Trustee Luckham: to come back to the LTC, seems to me better,

[2:46:01] Trustee Luckham: but come back with some kind of reporting to somebody,

[2:46:04] Trustee Luckham: to you, to help advance this.

[2:46:08] Trustee Luckham: I understand why you want to do it,

[2:46:10] Trustee Luckham: but

[2:46:10] Voice 12: I

[2:46:11] Trustee Luckham: don't want it to become an administrative burden for anybody.

[2:46:15] Voice 6: Could I also just comment?

[2:46:17] Voice 6: Yeah.

[2:46:18] Voice 6: Yeah, I mean, if you want me to do it, obviously I'll do it,

[2:46:21] Voice 6: but you've already given me two other things,

[2:46:23] Voice 6: and i got a whole bunch of other things so i would be asking you where does this fit in

[2:46:28] Voice 6: your priority list because right now it can be at the bottom and i probably won't get around

[2:46:32] Voice 6: to it for quite a while i was just

[2:46:34] Voice 3: going to support my colleague mr in the last 15 minutes

[2:46:38] Voice 3: we're organizing a coast salish leaders discussion on governance in the trust area so that's a new

[2:46:43] Voice 3: piece of project work we're developing a disposition of delegations process

[2:46:48] Voice 3: we're looking at a consideration for a session meeting on protocols mius and letters of

[2:46:52] Voice 3: understanding we're also reviewing the fees bylaw um we're about to do um recovery meeting costs

[2:46:59] Voice 3: so we're we're coming up with four or five at least one of those is significant pieces of work

[2:47:06] Voice 3: in the last 15 minutes um all of which is fantastic but um yeah

[2:47:15] Trustee Luckham: there are limits

[2:47:15] Voice 3: prioritizing exercise

[2:47:18] Voice 3: for the next ec or something like that yeah

[2:47:21] Voice 10: we'll try to work this through our ltc i don't have any

[2:47:24] Voice 10: We hope it's going to be addressed soon, but thank you for the discussion.

[2:47:27] Voice 10: And I'll try to bring it forward in June or July and see if we can get it moved ahead

[2:47:34] Voice 10: for next year at

[2:47:36] Trustee Luckham: the LTC, at the LTC.

[2:47:38] Voice 10: Yeah.

[2:47:38] Trustee Luckham: Okay, great.

[2:47:39] Trustee Luckham: So I definitely support that idea.

[2:47:43] Trustee Luckham: Okay, let us move on then.

[2:47:46] Trustee Luckham: You know what?

[2:47:47] Trustee Luckham: It's 12 o'clock.

[2:47:48] Trustee Luckham: I think we should have a lunch break, half an hour.

[2:47:50] Trustee Luckham: Is that all right?

[2:47:51] Trustee Luckham: and then we're going to return to complete the agenda in a timely fashion okay perfect

[2:47:59] Trustee Luckham: so let's come back at 12 30 let's call it 12 30

[2:48:06] Voice 6: thanks yeah i'm going to reconnect

[3:16:04] Trustee Luckham: Okay, welcome back, everybody. The remainder of our agenda here today. I think we're at the

[3:16:24] Trustee Luckham: lost track of where we are. Review of the fees bylaw. I think we've done that.

[3:16:29] Trustee Luckham: So we're now at recovering meeting costs from absent trustees briefing at 9.15. Is that correct?

[3:16:36] Trustee Luckham: That is correct.

[3:16:38] Trustee Luckham: Excellent. Thank you very much. So carrying this one, Administrative Services. There you go. Julia Mobs. Julia, thank you for joining us. We're at the exciting part of the agenda here now. And so over to you.

[3:16:56] Trustee Luckham: So

[3:16:59] Voice 7: the briefing that's in the agenda today is talking about options for recovering meeting costs from absent trustees, specifically as it relates to Trust Council meetings.

[3:17:08] Voice 7: So at the March Trust Council meeting, there was a motion put on the floor that was moved

[3:17:13] Voice 7: and seconded directing staff to explore options to charge accommodation costs back to trustees

[3:17:18] Voice 7: if they are late cancellations or attendance at Trust Council meetings.

[3:17:23] Voice 7: That motion was ultimately deferred to the next Trust Council meeting in June, which

[3:17:28] Voice 7: is coming up now.

[3:17:29] Voice 7: And so executive committee had asked staff at their last meeting to begin exploring this

[3:17:34] Voice 7: topic.

[3:17:34] Voice 7: And so that's what this briefing is discussing.

[3:17:36] Voice 7: It's got some options on ways that we could recover costs from absent trustees if Trust

[3:17:42] Voice 7: Council wishes to make that policy.

[3:17:44] Voice 7: Page 46 of the agenda package, option number one listed there is to do nothing or make

[3:17:50] Voice 7: no changes and follow the status quo.

[3:17:52] Voice 7: So most sound analyses will begin by exploring the status quo and the impacts of current

[3:17:58] Voice 7: operations.

[3:17:59] Voice 7: So currently, regardless of whether or not a trustee attends Trust Council, they are

[3:18:04] Voice 7: still paid what is called the trust council base amount. So the trustee remuneration policy does

[3:18:12] Voice 7: speak to the different components of trustee remuneration. One of those components is referred

[3:18:17] Voice 7: to as the trust council base amount. And this is the portion of a trustee's monthly pay that is

[3:18:22] Voice 7: associated with their work as a council member. Some of that work as a council member, of course,

[3:18:28] Voice 7: is the work that happens at the quarterly trust council meetings. Currently practices trustees

[3:18:33] Voice 7: fees receive that amount regardless of whether or not they are in attendance at a trust council

[3:18:37] Voice 7: meeting currently any accommodation costs or catering costs that are incurred by the organization

[3:18:43] Voice 7: for trustees who late cancel their attendance for a trust council meeting those costs are still

[3:18:49] Voice 7: billed to the islands trust in most instances and so we do incur costs for that that we do not

[3:18:55] Voice 7: recover from the trustees those costs can vary quite significantly depending on the time of year

[3:19:01] Voice 7: that the meeting is held and also the meeting location so we see um average costs are provided

[3:19:06] Voice 7: in the report they range from 190 to 290 a night for accommodation depending on location and 155

[3:19:15] Voice 7: to 170 dollars per day for catering costs again depending on uh location so those costs can add up

[3:19:24] Voice 7: So that's the status quo.

[3:19:27] Voice 7: Second option is to charge missed meeting costs back to trustees who do not attend Trust Council.

[3:19:34] Voice 7: So Trust Council could determine that they wish to charge a portion of actual fees incurred,

[3:19:40] Voice 7: such as 50% or 75% back to the trustees who are absent,

[3:19:43] Voice 7: or they could choose to charge 100% of the costs incurred back to trustees who are absent.

[3:19:49] Voice 7: A third option is trust council could determine a flat fee that trustees will be charged if

[3:19:57] Voice 7: they are absent from trust council meetings.

[3:20:00] Voice 7: The fourth option is to reduce trustee remuneration from trustees pay if they do not attend trust

[3:20:07] Voice 7: council meetings.

[3:20:08] Voice 7: And so again, this goes back to that trust council base amount that I referred to earlier,

[3:20:12] Voice 7: where a portion of trustees remuneration does relate to their work as a council member and

[3:20:16] Voice 7: the work that takes place at council.

[3:20:18] Voice 7: So, a trust counsel could amend the remuneration policy to indicate that trustees who do not

[3:20:23] Voice 7: attend council will not be afforded that portion of their pay.

[3:20:28] Voice 7: Any of these options would require some implementation.

[3:20:33] Voice 7: There's various ways that we could recover these costs from trustees.

[3:20:36] Voice 7: The first is just to have trustees directly send any amounts owed to Island Trust in the

[3:20:41] Voice 7: form of an e-transfer or a check or a handful of cash.

[3:20:44] Voice 7: That's generally the easiest way for us to recover costs.

[3:20:47] Voice 7: We could also deduct amounts owed from trustee expense claims. Generally, that's fairly

[3:20:52] Voice 7: straightforward. However, we do have a number of trustees who don't submit claims either because

[3:20:56] Voice 7: they don't feel a need to recover costs from the organization or they do not incur costs because

[3:21:01] Voice 7: they're not traveling from their local trust area. So that one can be harder to implement.

[3:21:05] Voice 7: If we are choosing to reduce trustee pay in any way, reducing pay for amounts not earned

[3:21:11] Voice 7: is fairly straightforward recovering fees or costs that are owed by garnishing wages has some

[3:21:19] Voice 7: legal considerations associated with that and so any wage garnishing actually requires written

[3:21:24] Voice 7: consent of the person whose wages are being garnished so we would need an administrative

[3:21:29] Voice 7: step to have trustees agree to that but either way we could find ways to implement any of these

[3:21:36] Voice 7: policies? Should Trust Council go in this direction? Again, I think Trust Council has

[3:21:42] Voice 7: been looking at this primarily for trustees who commit to attending Trust Council and then at the

[3:21:47] Voice 7: last minute do not do so, usually for reasons that are outside of their control. I think there

[3:21:53] Voice 7: is consideration to be had for trustees who are not able to attend meetings for extenuating

[3:21:58] Voice 7: circumstances or health reasons, et cetera, but ultimately that would be up to Trust Council to

[3:22:03] Voice 7: to determine. So this is here for Executive Committee to discuss. I believe it's headed

[3:22:09] Voice 7: back to the June Trust Council, as that was Council's direction. I'm happy to take comments

[3:22:14] Voice 7: or questions or direction from trustees at this point.

[3:22:18] Trustee Luckham: All right, thank you. So Vice Chairs,

[3:22:23] Trustee Luckham: Trustee Elliott and Trustee Maude.

[3:22:28] Voice 10: Okay, so thank you for this work, Director Mobs,

[3:22:32] Voice 10: and laying out some options, this was extremely helpful to think through the implications. And

[3:22:39] Voice 10: I don't think this is a light topic. And trustees would probably need some time to think

[3:22:46] Voice 10: more analysis by respective committees. So two things occurred to me as I read your briefing,

[3:22:57] Voice 10: that this actually is partially a code of conduct potential issue. The draft code of

[3:23:04] Voice 10: of conduct that governance committee is looking at and and that we've looked through said that it

[3:23:08] Voice 10: is an expectation that council members or trustees attend council meetings and so what are the

[3:23:15] Voice 10: consequences if they don't and that potentially could be written into the code of conduct

[3:23:21] Voice 10: or standards of conduct um so that's sort of one aspect and then should financial planning

[3:23:28] Voice 10: committee um look at this more deeply um when i think about the fact that 10 trustees didn't

[3:23:37] Voice 10: attend a june trust council meeting on gabriela island um you know and were received the base

[3:23:46] Voice 10: remuneration of about a thousand dollars each that's ten thousand dollars paid on in a quarter

[3:23:51] Voice 10: and essentially you're looking at well we were trying to cut the secretariat fund for the same

[3:23:57] Voice 10: amount of money. So this is not an insignificant set of amendments to policy or practice. I think

[3:24:07] Voice 10: we need to take careful thought. And I don't believe June Trust Council is probably the time

[3:24:16] Voice 10: when trustees will be ready to make a decision. So my vote would be to send this briefing. Sorry,

[3:24:22] Voice 10: tractor work in the background. Just keep my window open so I can get the Wi-Fi.

[3:24:27] Voice 10: to send this briefing to the governance committee for consideration as they look at their code of

[3:24:33] Voice 10: at the code of conduct and to financial planning committee for a little more analysis and then

[3:24:40] Voice 10: maybe this there could be a fuller request for decision in September that would be my suggestion

[3:24:46] Voice 10: okay

[3:24:50] Trustee Luckham: thank you David Maude and Trustee Peterson and I may as well chime in as well thank you chair

[3:24:57] Trustee Maude: I really agree with what Trustee Elliott's saying about, you know,

[3:25:02] Trustee Maude: it's starting out sort of the tip of the iceberg about accommodations

[3:25:06] Trustee Maude: and last-minute cancellations for trustees not attending.

[3:25:12] Trustee Maude: But to me, it's a bigger issue of trustees not attending trust counsel.

[3:25:20] Trustee Maude: And it's a two-fold thing.

[3:25:22] Trustee Maude: is it's option three option four i think are the practical ways of going forward with it for

[3:25:27] Trustee Maude: trust council to consider but the reality is is that are you attending or you're not attending

[3:25:34] Trustee Maude: um there's a lot of trustees that do not attend for the all three days um there are some trustees

[3:25:40] Trustee Maude: who literally phone it in where you know they're in their vehicle or whatever they're they're not

[3:25:45] Trustee Maude: actually fully participating like like in in the past i've had trustees like say text me when the

[3:25:51] Trustee Maude: the vote's coming, so I can, I'll come online so I can vote. Well, that's not participating in

[3:25:56] Trustee Maude: Trust Council. And, you know, as Trustee Elliott says, you know, you're paid over $1,000 a quarter

[3:26:06] Trustee Maude: to attend and participate in Trust Council in the various forms that are out there. And there

[3:26:14] Trustee Maude: are some trustees that aren't doing it. And to me, Trust Council is attending all three days of

[3:26:22] Trustee Maude: trust council participating in the meeting and and being part of trust council um and so the the one

[3:26:29] Trustee Maude: thing that's not touched in here is that that concept is are you attending for three days

[3:26:36] Trustee Maude: you're attending for one day you're attending for half a day um are you only attending to vote um

[3:26:42] Trustee Maude: it's it's a bigger thing and i guess perhaps it does belong initially at um the governance

[3:26:49] Trustee Maude: committee to flush that out. But I think that in the past, Islands Trust has been very, very

[3:26:58] Trustee Maude: generous in turning a blind eye to non-participation. And I think that we're opening up not a can of

[3:27:06] Trustee Maude: worms, but we're opening up a door that needs to be opened up. And, you know, trustees need to

[3:27:12] Trustee Maude: understand what you're signing on for. And Trust Council is part of what you're signing on for.

[3:27:17] Trustee Maude: the committee work is signing on for i'm very disappointed that several trustees um aren't

[3:27:22] Trustee Maude: actually on any committees either um so i'm totally supportive of it um either going to

[3:27:29] Trustee Maude: trust council who might direct to go to the governance committee or sending to governance

[3:27:33] Trustee Maude: committee directly i'm not sure what the appropriate process is but i really would like

[3:27:38] Trustee Maude: to see some action on this thank you thank

[3:27:43] Trustee Luckham: you tim peterson um

[3:27:46] Voice 4: thank you chair so i i think what

[3:27:49] Voice 4: we've identified here is there's two uh congruent issues but there are there are kind of separate

[3:27:55] Voice 4: considerations one is the financial consideration to the organization the cost the cost especially

[3:28:02] Voice 4: of accommodations and food that are booked and have to be paid for and then aren't used

[3:28:07] Voice 4: and then the other is around trustee participation in trust council meetings

[3:28:13] Voice 4: meetings. I don't have

[3:28:17] Voice 4: it in front of me, but I think there is some level of policy

[3:28:21] Voice 4: around trustees missing consecutive trust council meetings. I don't recall exactly what

[3:28:30] Voice 4: that is, but there is some consideration that's existing around participation now. As Vice

[3:28:39] Voice 4: Vice Chair Maude mentioned, what does participation really look like?

[3:28:44] Voice 4: If you're skipping part of the meeting or you're in and out, is that participation?

[3:28:50] Voice 4: I think these are important questions for consideration.

[3:28:56] Voice 4: But I do think there's sort of two streams that are parallel.

[3:28:59] Voice 4: One is about the cost recovery.

[3:29:01] Voice 4: recovery? And what is about trustees being participants in the business of trust council,

[3:29:09] Voice 4: which is, as pointed out, that's part of what we sign up for. So it might be good to pull up what

[3:29:19] Voice 4: that policy is around the missing of consecutive trust councils, and then we may need to get in

[3:29:26] Voice 4: deeper into digging into what that looks like in terms of if you show up for a little bit of

[3:29:34] Voice 4: trust council does that count and if you only show up for a little bit twice in a row does that start

[3:29:39] Voice 4: triggering that policy so there's some bigger questions here um and certainly this needs to

[3:29:46] Voice 4: go back to trust council for some further considerations but i i just i don't want to

[3:29:53] Voice 4: I don't want the conversation to just be on the financial end.

[3:30:00] Voice 4: think there is a sort of a matter of principle about full participation in in trust council

[3:30:05] Voice 4: but uh yeah there's two streams that are parallel here and i think they're both important

[3:30:19] Trustee Luckham: okay so maybe i'll just speak and then i'll come back to toby

[3:30:26] Trustee Luckham: clearly this is complicated and there's not only a policy aspect to this but an administrative

[3:30:33] Trustee Luckham: administrative aspect to it, like keeping track of how many hours any individual was at any given

[3:30:41] Trustee Luckham: meeting. But I think the remuneration not only covers off the physical attendance of the meeting,

[3:30:47] Trustee Luckham: but it also covers off the preparatory work necessary in order for you to arrive at the

[3:30:51] Trustee Luckham: meeting prepared. And over the years, I've observed that sometimes the questions that are asked at the

[3:30:59] Trustee Luckham: the table seem to not reflect the materials that would have been read and so there's broader

[3:31:07] Trustee Luckham: elements to it um i do think that if we're going to take a firm hand on this and that's essentially

[3:31:16] Trustee Luckham: what we're talking about then um it needs to the messaging needs to be repeated in more than one

[3:31:25] Trustee Luckham: And so if there's a policy about attendance of meetings, then there also needs to be a policy or an element of it in the code of conduct, because indeed, the citizens have the expectations that will be attending the meetings as a duly elected representative of their community.

[3:31:45] Trustee Luckham: um i guess how big of a problem is this i think is what i think about with respect to

[3:31:57] Trustee Luckham: implementing implementing a policy that does indeed would require administration of some

[3:32:05] Trustee Luckham: sort if you're not tracking people's time it's almost like a watchdog kind of a thing which is

[3:32:12] Trustee Luckham: is interesting. But also the affecting of the cost recoveries. It would be beautiful if it

[3:32:21] Trustee Luckham: could just be a computer that kept track of everybody and then automatically adjust it

[3:32:27] Trustee Luckham: accordingly. But unfortunately, individuals need to be involved in that and may be subject to

[3:32:33] Trustee Luckham: criticism if they made a mistake or a wrong decision. I was at that meeting. Oh, sorry,

[3:32:39] Trustee Luckham: sorry, it wasn't recorded because you didn't tell us that you returned to the meeting after you left

[3:32:43] Trustee Luckham: kind of thing. So we need to consider this carefully. I guess so my question that I have,

[3:32:52] Trustee Luckham: there is a question buried in here, is how bad is this? And do we have information or statistics,

[3:33:00] Trustee Luckham: even if somewhat anecdotal, about how often, not identifying individuals, but how often

[3:33:09] Trustee Luckham: and what percentages that the people are or are not attending.

[3:33:13] Trustee Luckham: I'm not, and Toby, you suggested that there was 10 trustees missing at the last meeting.

[3:33:21] Trustee Luckham: However, I think it was 10 trustees were not present.

[3:33:24] Trustee Luckham: present, I think maybe five or six of them were attending electronically, which is obviously

[3:33:31] Trustee Luckham: covered. And I'm presuming that they also notified in advance that they didn't need

[3:33:37] Trustee Luckham: accommodation. So I think that it's important for us to know if we're going to implement policy to

[3:33:43] Trustee Luckham: fix something, how big is the problem that we're going to fix? But at any opportunity for us to

[3:33:48] Trustee Luckham: message um broadly that your absence is noted and expenses have been incurred um how far how

[3:33:59] Trustee Luckham: heavy-handed do we need to be that's sort of my broad question so and maybe i'll just go to julia

[3:34:05] Trustee Luckham: mobs do we have any data about you know broad non non numbers associated with absences and

[3:34:16] Trustee Luckham: and expense and costs, because you certainly said it could be expensive, but how expensive

[3:34:22] Trustee Luckham: has it actually been? Is it a real problem, notwithstanding the obligation that trustees

[3:34:30] Trustee Luckham: have made? And then I'll go back to the speaker's question.

[3:34:34] Voice 7: So that historical information would

[3:34:36] Voice 7: actually be retained by the executive coordinator position. So because we currently don't have any

[3:34:42] Voice 7: policy or process to recover costs that are encouraged for trustees who don't attend,

[3:34:46] Voice 7: sense uh we we don't actually do a calculation to see what that might be we pay the invoice that we

[3:34:52] Voice 7: receive um and so we would need to get some of that historical data from the executive coordinator

[3:34:57] Voice 7: position um to do a bit of work on that if it's required but i don't have any information on that

[3:35:04] Voice 7: for you do

[3:35:06] Trustee Luckham: you have a gut feeling is this a big problem or a small problem uh

[3:35:11] Voice 7: i'd look to the cao

[3:35:20] Trustee Luckham: Okay, so I'll just pass on that question and go back to Trustee Elliott and then Trustee Peterson.

[3:35:26] Trustee Luckham: What do we want to do with this?

[3:35:27] Voice 10: I think we need more analysis.

[3:35:29] Voice 10: The two bodies who are charged with actually both the FPC and Governance Committee have trustee remuneration on their lists of things to look at.

[3:35:44] Voice 10: The Code of Conduct is an active file, and this could inform that discussion.

[3:35:50] Voice 10: So I would just recommend that this briefing be referred to the governance committee and the financial planning committee for consideration whenever they can.

[3:36:00] Voice 10: And then if they can formulate some recommendations for to inform an RFP at a future trust council meeting, we'll have some more thinking on it.

[3:36:10] Voice 10: I don't think we're ready to make a decision on, you know, in terms of giving direction to staff.

[3:36:15] Voice 10: This briefing is great. It could inform the ongoing discussions that are happening about these topics at both of those committees.

[3:36:23] Voice 10: So that's the course of action, I suggest.

[3:36:26] Trustee Luckham: Okay, that's great. So if Trustee Peterson doesn't have a motion already crafted, I'll come back to you for a motion.

[3:36:33] Trustee Luckham: Trustee Peterson?

[3:36:35] Voice 4: Yeah, so first on that last point, Trust Council deferred this item to the June Trust Council meeting.

[3:36:42] Voice 4: meeting. So Trust Council is expecting, I believe, to see this again in June. I think it's

[3:36:51] Voice 4: perfectly appropriate for us to bring up those possibilities as suggested by Trustee Elliott, but

[3:37:00] Voice 4: it's a Trust Council matter. And then the other thing I wanted to comment on is in the CAO's

[3:37:06] Voice 4: comments um there's a pointing out the need to develop a list of exemptions from the policy

[3:37:15] Voice 4: and i think um that that that list at least needs to be sketched out a bit

[3:37:25] Voice 4: before trust council sits down to make a decision on where we go with this um

[3:37:33] Voice 4: sickness, personal emergency are noted here.

[3:37:37] Voice 4: I personally have missed trust councils from cancelled ferry sailings.

[3:37:45] Voice 4: September, there was just literally no ferries because of weather.

[3:37:53] Voice 4: And I think also if we can dig out what that existing policy is around

[3:37:58] Voice 4: missing consecutive trust councils to inform the discussion,

[3:38:02] Voice 4: that would be good.

[3:38:02] Voice 4: but i see this as uh trust councils asked us to come back to the june meeting um we can think

[3:38:10] Voice 4: about whether we want to make a recommendation to trust council but i don't think i think it's

[3:38:16] Voice 4: for trust council to action the next step

[3:38:22] Trustee Luckham: interesting okay um so trustee elliot your

[3:38:28] Trustee Luckham: hand was i

[3:38:29] Voice 10: could i ask a question though i was executive committee asked for this briefing

[3:38:34] Voice 10: briefing. So I'm asking for this briefing to be forwarded to two committees so that they can do

[3:38:43] Voice 10: more thinking on it, and then it can come back to Trust Council for a fuller discussion. And this

[3:38:47] Voice 10: briefing could be in the Trust Council agenda in June, part of the Administrative Services Report.

[3:38:54] Voice 10: I understand that the decision to defer to June was just because we didn't have the appetite to

[3:39:00] Voice 10: consider it there, but I don't think there's enough information to bring this back to Trust

[3:39:05] Voice 10: Council for a decision. I think this request to staff for the briefing, we need to then send this

[3:39:13] Voice 10: briefing to two other committees. What we do with it at Trust Council, I just don't think it's ready.

[3:39:19] Voice 10: I think the briefing could just be included in the agenda.

[3:39:25] Trustee Luckham: Maybe I'll just chime in for further

[3:39:28] Trustee Luckham: a consideration and i'll come back to the other trustees um as toby has pointed out um we've sort

[3:39:37] Trustee Luckham: of stepped into this from the business of council um and asked for this report and it's certainly

[3:39:44] Trustee Luckham: useful information um if this body wanted to forward it to governance and fbc which doesn't

[3:39:50] Trustee Luckham: seem like an unreasonable thing staff trust council could be advised in june that uh executive

[3:39:57] Trustee Luckham: Committee has taken an interest in it and has forwarded it, and you will see something coming

[3:40:02] Trustee Luckham: back from those bodies in September or something. So just consider that. And so, Trustee Peterson,

[3:40:12] Trustee Luckham: Trustee Maude. Oh,

[3:40:16] Voice 4: sorry, I just forgot to take my hand out.

[3:40:18] Trustee Luckham: Oh, there you go, Vice Chair Maude.

[3:40:21] Trustee Maude: Thank you, Chair. I guess it's a question of sort of chicken and egg type thing is,

[3:40:28] Trustee Maude: is to me, the request came from Trust Council.

[3:40:32] Trustee Maude: What I think would be reasonable

[3:40:34] Trustee Maude: is to send this briefing back to Trust Council

[3:40:38] Trustee Maude: with the recommendation that it be forwarded to FPC

[3:40:42] Trustee Maude: and the government's committee for further work.

[3:40:46] Trustee Maude: That way we get a little bit more feedback

[3:40:48] Trustee Maude: from Trust Council possibly in the discussion.

[3:40:51] Trustee Maude: But I think that the question and the answers

[3:40:56] Trustee Maude: are owned by trust council, not by EC.

[3:40:59] Trustee Maude: And I think it would be respectful

[3:41:01] Trustee Maude: just to send it back to our colleagues

[3:41:03] Trustee Maude: with this briefing saying, we've looked at it,

[3:41:05] Trustee Maude: this is where it at.

[3:41:06] Trustee Maude: Would you like to send it to GC and FPC

[3:41:10] Trustee Maude: for further flushing out for decision-making?

[3:41:14] Trustee Maude: Do you want

[3:41:15] Trustee Maude: to make that

[3:41:15] Trustee Luckham: motion, Trustee Maude?

[3:41:16] Trustee Maude: I will move that this briefing be forwarded

[3:41:21] Trustee Maude: to trust council for consideration at the June meeting.

[3:41:24] Trustee Maude: and with a recommendation that it be forwarded

[3:41:27] Trustee Maude: to Financial Planning Committee and the Governance Committee.

[3:41:31] Trustee Luckham: Perfect.

[3:41:34] Trustee Luckham: Do I have a seconder?

[3:41:36] Voice 10: Just a question before I second.

[3:41:40] Voice 10: Does the forwarding to governance and financial planning

[3:41:46] Voice 10: have to happen after June, or can it just be?

[3:41:50] Voice 10: But they're working on this right now.

[3:41:52] Voice 10: What is the point of holding up this briefing

[3:41:54] Voice 10: to wait till after June?

[3:41:56] Trustee Luckham: Well, I don't know that governance committee

[3:41:58] Voice 10: is working on the code of conduct.

[3:42:00] Voice 10: This is germane to the code of conduct discussion.

[3:42:04] Trustee Luckham: Yeah.

[3:42:07] Trustee Luckham: Well, whatever.

[3:42:08] Trustee Luckham: Do you want to second it or not?

[3:42:10] Trustee Luckham: I don't know that that this is not going to happen in a hurry one way or the other.

[3:42:15] Trustee Luckham: So does somebody want to second the motion that's on the table?

[3:42:25] Trustee Luckham: Well, I'm going to second the motion.

[3:42:27] Trustee Luckham: I am allowed to do that here.

[3:42:32] Trustee Luckham: And so, therefore, Trustee Ma, do you want to speak to your motion further?

[3:42:38] Trustee Maude: I guess not specifically.

[3:42:40] Trustee Maude: It's just that I think it's showing respect for Trust Council because they brought this up.

[3:42:46] Trustee Maude: They brought it forward.

[3:42:47] Trustee Maude: This is a piece of information that informs the decision-making process.

[3:42:51] Trustee Maude: Maybe Trust Council will look at it and say we don't want to go any further with it.

[3:42:56] Trustee Maude: But I just I think that it's appropriate to send it back to the body that made the request.

[3:43:04] Trustee Maude: And that sort of follows a logistical way of making a decision.

[3:43:09] Trustee Maude: Right.

[3:43:11] Trustee Luckham: OK. Any other speakers on the motion?

[3:43:16] Trustee Luckham: So I'll speak. I sort of was humming and hawing, but I think I've been swayed to consider sending this to council,

[3:43:25] Trustee Luckham: Because, indeed, if council says, no, we don't want to pursue this, right or wrong, that's their decision, then we don't have to burden financial planning committee or governance committee with it in this context.

[3:43:39] Trustee Luckham: It may very well be that the governance committee and its code of conduct work determines that attendance at council is an important issue.

[3:43:48] Trustee Luckham: But we're actually talking about cost recovery as much as anything.

[3:43:52] Trustee Luckham: thing. So I'm inclined to think I would vote in favor of sending it to council. So that's my two

[3:43:59] Trustee Luckham: cents. Any further discussion on it? Otherwise, I'll call the vote. And I can only barely see you

[3:44:04] Trustee Luckham: in the room there. Trustee Peters, I'm not seeing you hand it up. And I am seeing Julia Mobs' hand

[3:44:10] Trustee Luckham: up.

[3:44:14] Voice 7: Yeah, thank you, Chair. The motion that will go back to council is a motion that would give

[3:44:21] Voice 7: direction to staff to keep exploring this not it wouldn't be a motion to make a decision in June

[3:44:27] Voice 7: so there still would be some opportunity for more work to be undertaken because it's a motion

[3:44:34] Voice 7: returning to council I would expect that a request for a decision would accompany this report and

[3:44:40] Voice 7: some of what's been talked about today could be addressed in that you know to indicate that

[3:44:44] Voice 7: this dovetails in with the code of conduct work that governance committee is undertaking and all

[3:44:48] Voice 7: and as well the trustee remuneration review that governance committee and financial planning

[3:44:52] Voice 7: committee is undertaking as well um and that could support the recommendation that this goes to those

[3:44:58] Voice 7: committees um so i i just wanted to be clear that it won't be a council decision on the matter in

[3:45:04] Voice 7: june it's a council decision to direct staff to take on the work well

[3:45:09] Trustee Luckham: thank you for that taking

[3:45:10] Trustee Luckham: that ownership and that clarity there that is important um but what when you say that taking

[3:45:16] Trustee Luckham: on that work essentially the trustee mods vice chair mods motion is that this be forwarded to

[3:45:23] Trustee Luckham: governance committee and financial planning committee so that would be the ongoing continuation

[3:45:26] Trustee Luckham: of your work is that i just want to characterize that properly okay so thank you for that so any

[3:45:34] Trustee Luckham: other discussion or questions clarity i'm going to call for the vote then on the motion that's

[3:45:41] Trustee Luckham: on the floor all those in favor and that carries that's lovely thank you everybody

[3:45:48] Trustee Luckham: everybody. And so that's done. Perfect. There's no further business on that one.

[3:45:55] Trustee Luckham: I appreciate having the conversation. Let's move on to LTC reports on local advocacy topics.

[3:46:06] Trustee Luckham: I'm just wondering, oh, okay, that's coming up here later in administrative services section.

[3:46:13] Trustee Luckham: LTC reports on local advocacy topics. Anything happening at your LTCs that the EEC needs to be

[3:46:19] Trustee Luckham: be aware or staff need to be aware of trustee elliott yeah

[3:46:23] Voice 10: um thank you chair i've informed

[3:46:27] Voice 10: you of this at the gabriella ltc um we're in a bit of a an interesting position with

[3:46:36] Voice 10: a the matter of a community petition that is circling and i believe is supposed to be presented

[3:46:42] Voice 10: to the legislature today by MLA Doug Routley regarding a request that the Minister of

[3:46:53] Voice 10: Transportation transfer lands that are held by the Crown to community groups and then engage

[3:47:02] Voice 10: in consultation and referrals to the First Nations. Last week, a newspaper editorial came out

[3:47:12] Voice 10: calling on local trustees to take a position and to support the petition. I was not going to

[3:47:20] Voice 10: respond to that. Nothing has come to the LTC table unless there's going to be correspondence

[3:47:25] Voice 10: at our next meeting. But taking a position on what is essentially a transfer of lands held

[3:47:35] Voice 10: for Indigenous people under Aboriginal rights and title to be transferred to a community group is

[3:47:41] Voice 10: not something that a local government should be messing with or advocating for or taking a

[3:47:47] Voice 10: position on however i believe there has been a letter written to the minister um by the other

[3:47:54] Voice 10: local trustee and we may have to take some action i am concerned there are consequences for

[3:48:04] Voice 10: relationship building with the name of first nation um because it might be seen as offensive

[3:48:10] Voice 10: expensive to essentially be asking for their it's there's a lot of underlying issues and and things

[3:48:22] Voice 10: keep changing we need to have advice on us and so um i have sought advice i will be writing a letter

[3:48:28] Voice 10: to the minister with that advice from um the senior indigenous relations advisor and i will

[3:48:34] Voice 10: send that to the ltc as correspondence but there's it's a very tricky situation i don't know what to

[3:48:42] Voice 10: say okay

[3:48:44] Trustee Luckham: so you've sought staff advice already so you're just advising of this because you're

[3:48:50] Trustee Luckham: not looking for anything from us and

[3:48:51] Voice 10: a letter has been written to the minister by trustee yates

[3:48:54] Voice 10: yeah

[3:48:55] Trustee Luckham: and you said action needs to be taken so are you looking for some i'm

[3:49:00] Voice 10: saying it may come up at

[3:49:01] Voice 10: the ltc i'm advising you she has taken an advocacy position which may be contrary to our reconciliation

[3:49:09] Voice 10: declaration and relationship building efforts with the first nation that is

[3:49:15] Voice 10: my concern yeah so

[3:49:17] Trustee Luckham: the man my question was is you're just bringing this to our attention as advocacy that's going on

[3:49:22] Trustee Luckham: okay thank you anything else from anybody on advocacy trustee peterson yeah

[3:49:35] Voice 4: thank you chair

[3:49:35] Voice 4: Chair, although I've brought this up at the Galliano and Salisbury meetings,

[3:49:44] Voice 4: I haven't really aired it here,

[3:49:46] Voice 4: and that's around the meeting we had with MOTI staff on April 29th.

[3:49:53] Voice 4: District Manager Sean Haley, I think it was a good start of a new direction of communication.

[3:50:03] Voice 4: communication um there's certainly uh willingness on on behalf of uh Mr alien and staff to

[3:50:13] Voice 4: to work on better communication that we've had recently and previously and um uh and I think one

[3:50:21] Voice 4: of the interesting aspects is is my the impression I took away is that he sees real value in in the

[3:50:30] Voice 4: to in the information moving both ways um that he sees value uh for them uh with communication from

[3:50:39] Voice 4: us so i i think that that was a real i came with really positive um sense of the beginning of a new

[3:50:46] Voice 4: uh level of of conversation there and it is actually although it was uh focused um

[3:50:54] Voice 4: on the the southern district uh which encompasses more southern gulf islands uh theta south

[3:51:00] Voice 4: but uh there was also a conversation because he is the district manager um and uh reporting to him

[3:51:07] Voice 4: is the the central and uh and and northern districts which cover then all all of the the

[3:51:15] Voice 4: trust area except for the house sound um regions so all of our vancouver island adjacent uh islands

[3:51:23] Voice 4: So that's just, I just wanted to report out that I think that was a really good start to something new and hopefully that blossoms into just better relations, better communication and on the ground for constituents, better information, especially in advance of changes to things like parking at a harbour.

[3:51:51] Voice 4: Lots of great information there.

[3:51:53] Voice 4: and then the other one of course was the crd marine issues workshop on april 30th

[3:51:58] Voice 4: again initial conversations around what regulation of private mooring buoys

[3:52:05] Voice 4: might look like and a bit of an assessment initial assessment on complexities and

[3:52:12] Voice 4: potential costs of implementing various uh levels of regulation and and i think again

[3:52:19] Voice 4: is stressing the importance of the working with others aspect we did have at the table

[3:52:24] Voice 4: um local governments the regional district and some representation from the province

[3:52:31] Voice 4: but notably we did not have a federal uh presence there at the table and that's certainly something

[3:52:37] Voice 4: i i advocate uh and will continue to advocate to to to bring that senior level of government

[3:52:44] Voice 4: into the table for these discussions so that i think everyone recognizes the last thing we want

[3:52:50] Voice 4: to do is uh regulate in one area and and simply move the problem problem to another area so

[3:52:56] Voice 12: i

[3:52:57] Voice 4: i look at both of those as uh broader than any specific individual ltc but i think those

[3:53:05] Voice 4: were both uh good initial steps and um

[3:53:10] Voice 4: yeah i'll leave it there very

[3:53:15] Trustee Luckham: good thank you tim

[3:53:16] Trustee Luckham: um anything else advocacy related okay let us continue on then um this um brings us to trustee

[3:53:30] Trustee Luckham: and cao expense claims and mastercard charges approval workflow changes director mobs i believe

[3:53:37] Trustee Luckham: you brought this to us i

[3:53:42] Voice 7: did um so this is just a verbal update uh for the committee on some

[3:53:47] Voice 7: changes that are coming your way related to the approval of trustee expense claims

[3:53:52] Voice 7: and CAO expense claims and CAO MasterCard expenses. So, currently, the internal control

[3:54:00] Voice 7: that's in place at Islands Trust for approving trustee expense claims and CAO expense claims

[3:54:05] Voice 7: is that the chair of trust counsel will review those expense claims and stamp them for approval.

[3:54:10] Voice 7: So, staff do have a look at those expense claims when they come through the door prior to payment

[3:54:14] Voice 7: it to make sure that things are in line with policy. But a good, sound, well-designed internal

[3:54:20] Voice 7: control always sees someone of a higher authority approving an expense claim for someone of a lower

[3:54:26] Voice 7: authority. So it's less appropriate for staff to be taking on that role without the approval of

[3:54:33] Voice 7: someone at a higher level. We are acknowledging that the chair of Trust Council has a significant

[3:54:39] Voice 7: significant workload, has the highest workload of most of the trustees that are elected in the

[3:54:45] Voice 7: trust area. And so we'd like to expand the approval authority to all executive committee

[3:54:51] Voice 7: members. This will help us get those claims approved in a timely fashion and helps to even

[3:54:57] Voice 7: out the workload for our chair. My plan is to roll this new process out when our new expense

[3:55:04] Voice 7: claims system is rolled out. So the hope was to have that done at the start of this fiscal year

[3:55:09] Voice 7: last month. That project's been a little delayed. We do hope to have it rolled out sometime toward

[3:55:15] Voice 7: the end of the summer. That system will have electronic approvals built within it and no

[3:55:20] Voice 7: expense claims will be paid until approval has been received in the system. And so in the system,

[3:55:26] Voice 7: we have assigned approval authority to all of the executive committee members. Right now,

[3:55:30] Voice 7: the authority is to have LTC chairs approving the expense claims for the trustees on their

[3:55:37] Voice 7: various local trust committees. And then there's a backup as well. So for example, if Trustee Maude

[3:55:43] Voice 7: was the primary approver for a trustee's expense claim, but he was unavailable for some reason,

[3:55:49] Voice 7: then there would be a backup chair for example. So that's going to be built into the software

[3:55:54] Voice 7: system. I do plan to actually deliver some training for executive committee members.

[3:55:59] Voice 7: I assume there might be some questions as you take on this new responsibility.

[3:56:04] Voice 7: And so we're happy to have a training session so that you're well aware of your responsibilities associated with reviewing and approving those expense claims.

[3:56:12] Voice 7: Today was just simply an update to let you know that that's forthcoming.

[3:56:16] Voice 7: And I can happily take some questions at this point or listen to any concerns or feedback if there are any.

[3:56:28] Trustee Luckham: Anything from anybody?

[3:56:31] Trustee Luckham: All right.

[3:56:33] Trustee Luckham: So thank you, Julia.

[3:56:35] Trustee Luckham: Julia. Looking forward to this rollout of this new system and a good way to help meet the audit

[3:56:44] Trustee Luckham: requirements associated with expenses. So then I'm going to continue on. Thank you, Julia.

[3:56:52] Trustee Luckham: Correspondence for information. So this is information. Correspondence is received for

[3:56:57] Trustee Luckham: information unless there's some other actions that are required. We've got the honest trust

[3:57:04] Trustee Luckham: conservancy report to local trust committees and bone on municipalities uh ostensibly here for

[3:57:09] Trustee Luckham: information i want to thank the conservancy members for all of the work that they do and

[3:57:16] Trustee Luckham: maybe i'll just turn briefly to uh trustee elliott our representative on the conservancy do you have

[3:57:23] Trustee Luckham: any highlights associated with that report you'd like to bring to our attention uh

[3:57:28] Voice 10: no i don't think

[3:57:29] Voice 10: so at this time um yeah i've reported out before on the the focus um itc presence at the 50th

[3:57:40] Voice 10: anniversary celebration is going to be welcomed and um yeah i i think we're it's in good shape

[3:57:49] Voice 10: thanks okay

[3:57:51] Trustee Luckham: thank you very much so we'll receive that for information um there's a couple of pieces

[3:57:57] Trustee Luckham: of correspondence here, 10.2 and 10.4 from France, ATORP, similar topics, a proposed

[3:58:08] Trustee Luckham: major update to the South Spring OCP and message for Trust Council regarding articles published

[3:58:15] Trustee Luckham: in the Driftwood. He's requesting some actions associated with these and or explanations

[3:58:27] Trustee Luckham: associations associated with these, myself and this body and trust councils.

[3:58:36] Trustee Luckham: I can only characterize this as I don't necessarily, I don't agree with the outlook

[3:58:43] Trustee Luckham: Mr. Atorp has associated with the work of the LTC and I have full confidence in the work of the LTC

[3:58:49] Trustee Luckham: and that they're doing their due diligence, but want to ask you what you think and whether or

[3:58:54] Trustee Luckham: not you think there's any action that needs to be undertaken here.

[3:58:57] Trustee Luckham: Anybody?

[3:58:59] Trustee Luckham: Trustee Elliott.

[3:59:00] Voice 10: I think we've discussed this before, that where a piece has been published in the paper, we don't add that to our agendas.

[3:59:08] Voice 10: So it's already received wide circulation.

[3:59:11] Voice 10: I don't think any further action needs to be taken.

[3:59:14] Trustee Luckham: Okay, thank you.

[3:59:15] Trustee Luckham: Trustee Peterson.

[3:59:15] Trustee Luckham: Well,

[3:59:17] Voice 4: I concur with Trustee Elliott there, and especially given the tone directed at a trustee, I have no interest in furthering the message, certainly that part of the message, and directing trust counsel to consider it in any way.

[3:59:42] Voice 4: um there's ways to bring up issues that don't involve personal attacks and uh i'm happy to

[3:59:49] Voice 4: support that but i i can't support personal attacks being furthered thank

[3:59:55] Trustee Luckham: you for um stating

[3:59:57] Trustee Luckham: that very clearly

[4:00:00] Trustee Luckham: Vice Chair Peterson, appreciate that. Anything else from anybody? Otherwise, we'll receive both of those pieces for information. No action will be taken.

[4:00:07] Trustee Luckham: All right. So 10.3 in the middle there is, this is just reporting out. We don't often see court orders on our desk, but there's one from Justice Saunders regarding Canada Northwest Enterprise, where Salt Springs Islands Local Trust Committee's decision with respect to that application was upheld.

[4:00:34] Trustee Luckham: is there any action that necessary on this item or should we receive it for information I see

[4:00:42] Trustee Luckham: our PM or Director Cermak has turned his video on and off again

[4:00:47] Trustee Luckham: did

[4:00:48] Voice 12: you

[4:00:50] Trustee Luckham: have anything to add to this it's there for our information thank

[4:00:55] Voice 5: you Mr. Chair just

[4:00:56] Voice 5: only that that's included here for EC and the rest of trustees consideration and and this is

[4:01:03] Voice 5: an example of reasonable decision making by Salt Spring local trust committee and the litmus test

[4:01:10] Voice 5: about what is reasonable. The Salt Spring LTC passed both those tests and so this is provided

[4:01:17] Voice 5: as guidance that when LTC's trustees are making decisions that the test of reasonableness is what

[4:01:26] Voice 5: the courts look at and then they'll look at procedural fairness. So I encourage everybody

[4:01:32] Voice 5: ready to review this and how it went how the whole process unfolded and why the

[4:01:37] Voice 5: judge decided was done well internally staff are it gives encouragement to us

[4:01:43] Voice 5: into how to do our work to continue to present evidence information-based and

[4:01:48] Voice 5: to give you guys all the information you need to make good decisions so it's a

[4:01:52] Voice 5: good piece of work that's

[4:01:55] Trustee Luckham: it all right thank you very much sir trustee

[4:01:58] Trustee Luckham: Peterson.

[4:01:59] Voice 4: Yeah. Thanks, Director Cermak for the background on that. I was I was a little curious

[4:02:06] Voice 4: why I was here. And just wanted to point out that, of course, my perspective is that if we wanted to

[4:02:13] Voice 4: delve into this any deeper, that might be more of an in camera discussion.

[4:02:19] Trustee Luckham: Yeah. Okay. I'm not

[4:02:23] Trustee Luckham: seeing any interest to delve in deeper, and then we will receive this information. And thank you,

[4:02:28] Trustee Luckham: Stefan, for circulating it. It is good for us to see that. The next item here, the next two items

[4:02:36] Trustee Luckham: are also similar in nature, but I will deal with them separately here. 10.5 is a copy of a letter

[4:02:43] Trustee Luckham: from Keisha Longerice regarding former trustees' concerns about Section 3, it says there.

[4:02:52] Trustee Luckham: there. And so that's there. Certainly, respect that there may be former trustees that are

[4:03:00] Trustee Luckham: concerned about it. I think all of us have concerns about Section 3, and we'll act accordingly.

[4:03:08] Trustee Luckham: Is there any action that we want to take associated with this? Trustee Maag?

[4:03:13] Trustee Maude: Thank you, Chair. Well, I note that the header, basically, they're requesting that

[4:03:19] Trustee Maude: speech before the trust counsel and i think that's a reasonable enough request um considering

[4:03:26] Trustee Maude: you know it it is um sent by uh former uh trustee langris but there's 34 former trustees have signed

[4:03:36] Trustee Maude: it um so i i think it's reasonable to to grant that request and forward it to trust counsel

[4:03:43] Trustee Maude: But

[4:03:44] Trustee Luckham: did the rider not already circulate it to all trustees?

[4:03:48] Trustee Maude: I'm not sure, because I just say it was sent to the executive admin.

[4:03:53] Trustee Luckham: Oh, I see. So maybe let's clarify that, because if it hasn't been sent to all trustees,

[4:03:59] Trustee Luckham: then certainly I don't have any trouble with circulating it to all trustees. Alexandra,

[4:04:06] Trustee Luckham: the receiver of the admin mailbox, of course it could have been blind copied to any number

[4:04:13] Trustee Luckham: of people um um is there an indication that this was circulated more broadly or not

[4:04:18] Voice 9: no not from

[4:04:20] Voice 9: what i understand is it was just sent to an exec min and um procedure is uh to send it to you first

[4:04:28] Voice 9: and open agenda and then for further decision right

[4:04:32] Trustee Luckham: so then i would suggest then and perhaps

[4:04:35] Trustee Luckham: david ma you might like to suggest this is that um this be circulated by email to trustees rather

[4:04:42] Trustee Luckham: rather than necessarily end up on a trust council agenda,

[4:04:45] Trustee Luckham: but that is up to this body to determine

[4:04:48] Trustee Luckham: what action they'd like to take.

[4:04:51] Trustee Maude: Yeah, so that would be my response is that

[4:04:55] Trustee Maude: it says we respectfully request that it be included

[4:05:00] Trustee Maude: in the June 2024 trust council meeting.

[4:05:04] Trustee Maude: And I'm prepared to support that.

[4:05:07] Trustee Luckham: Okay.

[4:05:08] Trustee Maude: So I

[4:05:08] Trustee Maude: will move.

[4:05:09] Trustee Luckham: I'll just do this by general consent then,

[4:05:12] Trustee Luckham: And this is some objection from anybody else, that this correspondence be forwarded to council by general consent under correspondence for council June meeting.

[4:05:25] Trustee Luckham: Not seeing any objection.

[4:05:27] Trustee Luckham: No.

[4:05:27] Trustee Luckham: So you got that okay, Alexandra?

[4:05:29] Voice 9: Thank you.

[4:05:31] Trustee Luckham: Okay.

[4:05:31] Trustee Luckham: Okay. Now, 10.6, a letter from past trustee Peter Frinton, also inquiring about the consensus

[4:05:41] Trustee Luckham: agreement on September 26th. What action would this committee like to take with respect to

[4:05:50] Trustee Luckham: Peter Frinton's email? Again, trustee Maude and then trustee Peterson.

[4:05:59] Trustee Maude: Thank you, Chair. This is a little bit different because the request is that the

[4:06:04] Trustee Maude: correspondence should be forwarded to all trustees and i believe that would be appropriate all right

[4:06:09] Trustee Luckham: so uh trustee peterson do you concur uh

[4:06:15] Voice 4: yeah i concur and i just wanted to um inform the members

[4:06:19] Voice 4: of executive that aren't on governance committee that uh uh governance committee did discuss um

[4:06:27] Voice 4: in in a general sense but also in the context of these types of letters um how the information was

[4:06:37] Voice 4: relayed out of the september decision and um ways to approach this sort of thing in the future that

[4:06:45] Voice 4: are maybe uh uh better at uh not raising more questions from members of the public including

[4:06:54] Voice 4: former trustees about the process and the wise and wherefores so uh it's just pointing out that

[4:07:02] Voice 4: but the governance committee is also considering

[4:07:04] Voice 4: how this played out

[4:07:06] Trustee Luckham: to

[4:07:08] Voice 4: some extent.

[4:07:09] Trustee Luckham: Yeah.

[4:07:11] Trustee Luckham: And I'm not seeing any other hands up then.

[4:07:15] Trustee Luckham: I'll just add that, you know, in conversation with others,

[4:07:21] Trustee Luckham: it's also clear that how the interpretation

[4:07:25] Trustee Luckham: of the Section 3 will be separate from the rationale

[4:07:31] Trustee Luckham: for having that conversation in camera.

[4:07:35] Trustee Luckham: which was associated with legal opinion, will play out in the policy statement work.

[4:07:43] Trustee Luckham: And we're seeing that come before us now.

[4:07:47] Trustee Luckham: And this is a hurdle.

[4:07:49] Trustee Luckham: The question here is a hurdle that we need to cross or get over in order to move the conversation onto the content rather than the why.

[4:08:02] Trustee Luckham: why but I think we need to consider some action in the future about resolving this but let's just

[4:08:09] Trustee Luckham: see how the policy statement work unfolds at this time and so I agree that this should be forwarded

[4:08:16] Trustee Luckham: to council by email um as the requester is asked by general consent if that's all right with

[4:08:22] Trustee Luckham: everybody okay so that deals with that thank you everybody yes sir we

[4:08:30] Voice 3: have we apologies we've

[4:08:32] Voice 3: We've missed something on the agenda.

[4:08:34] Trustee Luckham: Oh.

[4:08:35] Voice 3: I'd like to ask you if you'd consider having it included.

[4:08:41] Trustee Luckham: And what is that?

[4:08:43] Voice 3: It's under Trust Area Services.

[4:08:45] Voice 3: It's just touching base on the Committee of the Whole meeting that's coming up on May 30th.

[4:08:52] Trustee Luckham: Oh, well, you know, I was wondering that myself and was thinking that I would stumble across it as I advanced through here.

[4:09:02] Trustee Luckham: but I just realized I've gone through that trust area section and have not because I was certainly

[4:09:09] Trustee Luckham: expecting that we would have that conversation. So thank you for that. So let's, then if that's

[4:09:16] Trustee Luckham: okay with the committee, we'll just double back to trust area services policies statement committee

[4:09:24] Trustee Luckham: of the whole is probably what you would like to call it. And is this Director Frater that's going

[4:09:31] Trustee Luckham: going to lead us on this conversation yes

[4:09:33] Voice 8: okay i am happy to i will let you know uh tyler brown

[4:09:37] Voice 8: is also in the meeting and available to support these conversations as well but i'll start us off

[4:09:41] Voice 8: um just saying um since the launch of the policy statement into the public realm it's been very

[4:09:47] Voice 8: quiet uh we've had one piece of correspondence and about i think three trustee inquiries

[4:09:53] Voice 8: um so we look forward to supporting the processes that unfolds um a number of the inquiries that

[4:09:58] Voice 8: we've received have been relating to how the community of the whole meeting can be best

[4:10:02] Voice 8: structured and administered, specifically relating to the chairing of it and the facilitation

[4:10:08] Voice 8: of discussions, relating to the provision of legal advice in the meeting, and also around

[4:10:14] Voice 8: sort of sustaining culturally sensitive conversations.

[4:10:18] Voice 8: So we wanted to just come here.

[4:10:20] Voice 8: Oh, in addition, we also had an enquirer potentially polling trustees for areas of particular interest

[4:10:25] Voice 8: trust for being able to know how to focus the discussion efficiently in that first meeting.

[4:10:32] Voice 8: So we're hoping to take a few minutes today to talk to you about your preferences and

[4:10:36] Voice 8: views and maybe Tyler you can turn your camera on so we can have you participate in the conversation

[4:10:44] Voice 8: to just seek what your preferences might be for this meeting as we work towards setting

[4:10:48] Voice 8: you up for a good successful first conversation about the policy statement.

[4:10:55] Voice 8: Oh, Tyler's not in the meeting, so I will reach out to him.

[4:11:00] Trustee Luckham: Somebody is speaking in the background, but I'm not hearing anything.

[4:11:04] Voice 9: Chair Luckom, I just told Director Frater that Tyler is not actually in the meeting

[4:11:10] Voice 9: as of yet.

[4:11:12] Trustee Luckham: Oh, I got it.

[4:11:13] Trustee Luckham: Well, should we then maybe pause on that and come back to it when he's available?

[4:11:18] Voice 8: I think that's fine.

[4:11:19] Voice 8: The meeting's recorded.

[4:11:20] Voice 8: He could take a look.

[4:11:21] Voice 8: I'm sure he will join us shortly, and perhaps we can catch him up as needed.

[4:11:24] Voice 8: needed.

[4:11:24] Trustee Luckham: Okay. So what is your question then at this time for us?

[4:11:30] Voice 8: We had heard feedback around

[4:11:32] Voice 8: the possibility of inviting legal counsel to this first meeting to discuss questions of a legal

[4:11:38] Voice 8: matter, legal nature. We had also received inquiries around chairing of the meeting and

[4:11:43] Voice 8: whether there might be a room for someone else to facilitate conversation and have received

[4:11:49] Voice 8: perceived inquiries around um doing a poll in advance are kind of key themes anyway okay

[4:11:55] Trustee Luckham: um

[4:11:56] Trustee Luckham: i just i think probably the legal advice and the facilitation are the two significant pieces of

[4:12:03] Trustee Luckham: this time i'll just say that you and i had had a conversation about uh a third party facilitation

[4:12:09] Trustee Luckham: of the meeting in order to make it more objective and provide the opportunity for the chair

[4:12:15] Trustee Luckham: there to participate in the meeting. And I'm certainly not adverse to that. And it may be a

[4:12:21] Trustee Luckham: good and healthy way to go. What is your thinking at this time on that?

[4:12:26] Voice 8: This is where it would be great to know when Tyler's joined the meeting.

[4:12:30] Voice 8: One of the thoughts we had is to have Tyler who brings a background in facilitation

[4:12:33] Voice 8: to assist with chairing that or assist with facilitating the discussion in that first

[4:12:38] Voice 8: meeting. I think what you and I have discussed, Chair Leckham, was having you chair the meeting

[4:12:42] Voice 8: to open it and handle any any motions that might come forward but perhaps having tyler assist with

[4:12:48] Voice 8: facilitating conversation but certainly we would look to this body to you know advise us this one

[4:12:54] Voice 8: and i think that would be suitable um in any direction they'd like to go so

[4:12:58] Trustee Luckham: i'm in full

[4:13:00] Trustee Luckham: agreement of that having reflected and thought about it um it would be perhaps helpful but let's

[4:13:06] Trustee Luckham: see what the other vice chairs think on this idea toby elliott oh thumbs up love it thank you

[4:13:15] Trustee Luckham: A thumb, you know, the pen is mightier than the sword,

[4:13:20] Trustee Luckham: and I think the thumb is mightier than the word in this particular case.

[4:13:24] Trustee Luckham: Trustee Maude.

[4:13:25] Trustee Maude: I certainly concur with that.

[4:13:28] Trustee Maude: The one question that was brought up was the chair,

[4:13:32] Trustee Maude: the actual selecting of a chair.

[4:13:34] Trustee Maude: Is that how the meeting is going to begin?

[4:13:38] Trustee Maude: How are things going to be structured that way?

[4:13:40] Trustee Luckham: Oh, I see.

[4:13:41] Trustee Luckham: Well, we haven't, David Mahler might be the one, I don't know,

[4:13:45] Trustee Luckham: we haven't really defined that, I don't think, in policy. And my experience of committee as a whole

[4:13:52] Trustee Luckham: is, and it's usually a mayor, the mayor usually continues to chair. And so what we're suggesting

[4:13:58] Trustee Luckham: here is that the chairmanship of the meeting would remain unaltered for simplicity, but the

[4:14:07] Trustee Luckham: facilitation of the meeting would be done by another, which seems like a reasonable compromise.

[4:14:12] Trustee Luckham: But David Mahler, what does the policy look like for chair of a committee of the whole?

[4:14:20] Voice 6: Yeah, the bylaw says that the chair will be a trust council chair unless a committee of the whole decides on somebody else to chair.

[4:14:30] Voice 6: So at the start of the meeting, you could ask the committee of the whole.

[4:14:37] Voice 6: Either you say, you know, you're going to continue to chair, but you have a facilitator run the meeting.

[4:14:42] Voice 6: or the committee of the whole can just vote on somebody else being the chair.

[4:14:48] Voice 6: It could be another trustee, or in some instances,

[4:14:52] Voice 6: you might want a staff person or a third party to chair the meeting

[4:14:55] Voice 6: so everybody can participate.

[4:14:58] Trustee Luckham: Yeah.

[4:14:59] Trustee Luckham: So obviously at the start of a meeting, it's late probably in the game

[4:15:03] Trustee Luckham: to ask somebody else to chair other than a trustee

[4:15:07] Trustee Luckham: because there would ideally be some preparation for that in all cases.

[4:15:12] Trustee Luckham: But I certainly don't have any objection to simply asking that question, open the meeting, as the chair would, ask the question if there's a desire for the committee to have an alternate chair, and explain that there'd be a facilitator that would run the bulk of the meeting.

[4:15:28] Trustee Luckham: If the executive committee is content with that, I don't see any reason why I wouldn't want to accept the wishes of council.

[4:15:37] Trustee Luckham: Trustee Peterson?

[4:15:38] Trustee Luckham: Yeah,

[4:15:41] Voice 4: thank you, Chair. That exact scenario is something I've heard about from a couple of trustees that have expressed a desire to potentially have someone else chair the committee of the whole meeting.

[4:15:54] Voice 4: So if we do have that opportunity at the beginning, that'd be great.

[4:15:58] Voice 4: One of the things that was brought up sort of in connection with that notion was preparation.

[4:16:09] Voice 4: And so that if the person who's elected to chair the committee of the whole was not going to be yourself,

[4:16:18] Voice 4: how how does someone else prepare themselves to to take on that role at the last minute so so

[4:16:26] Voice 4: that that's a consideration but I guess that's it's not necessarily essential presumably Trust

[4:16:34] Voice 4: Council if they're going to consider asking someone else to chair would try and pick someone

[4:16:40] Voice 4: who at least has some basic experience sharing meetings but I guess that's that's for Trust

[4:16:47] Voice 4: council to decide so yeah

[4:16:49] Trustee Luckham: and of course the complexity there is that if it's the presumption

[4:16:55] Trustee Luckham: is and that might be wrong that uh whoever it is that chairs would also accept the notion that

[4:17:05] Trustee Luckham: tyler in this particular case would facilitate the conversation because perhaps that chairperson

[4:17:11] Trustee Luckham: person wants to be the facilitator too? I don't know. That's hard to determine. So I see David

[4:17:18] Trustee Luckham: Mahler's hand up with some advice and I'll go to Trustee Elliott.

[4:17:22] Voice 6: Yeah, so the wording of the

[4:17:24] Voice 6: bylaw is intended, for example, you probably have a subject matter and you might want one of the

[4:17:30] Voice 6: chairs of your committees to run that discussion. So that's kind of how it was intended. So, you

[4:17:37] Voice 6: know if you do know another trustee for example that um it would make sense for them you could

[4:17:43] Voice 6: approach that person and then at the beginning of the meeting obviously they can get ready for it

[4:17:48] Voice 6: um and it's by general consent so you don't need a vote it's just general consent of the committee

[4:17:54] Voice 6: of the whole uh who will be leading the meeting and then for staff um obviously if you've got a

[4:18:01] Voice 6: staff person ready to go same process make sure they're ready and then um you can set up committee

[4:18:09] Voice 6: of the whole in advance through an email for example letting them know uh what the meeting

[4:18:14] Voice 6: subject is and what the thoughts were around who could chair it and that you you know you'd be

[4:18:19] Voice 6: asking for that um uh by consensus or sorry by general consent of the committee at all at the

[4:18:25] Voice 6: beginning just so everybody's ready and nobody's going to be surprised no

[4:18:30] Trustee Luckham: exactly it's when you

[4:18:33] Trustee Luckham: don't have all your paperwork and your pens and your ducks in a row that it gets complicated

[4:18:36] Trustee Luckham: so um obviously we're actually talking specifically about committee of the whole

[4:18:42] Trustee Luckham: for the policy statement at this point other committee of the whole meetings may be different

[4:18:47] Trustee Luckham: um and obviously we'll start a process that could be adopted over the long term and then

[4:18:54] Trustee Luckham: And Tyler Brown, thank you for joining us.

[4:18:58] Trustee Luckham: I'm presuming this is not necessarily a surprise to you

[4:19:02] Trustee Luckham: that we're considering asking you

[4:19:06] Trustee Luckham: to facilitate the committee,

[4:19:08] Trustee Luckham: the whole session around the policy statements

[4:19:10] Trustee Luckham: at the end of the month.

[4:19:13] Trustee Luckham: And so you're-

[4:19:14] Voice 1: Not a surprise.

[4:19:15] Trustee Luckham: Okay.

[4:19:16] Trustee Luckham: And so just want to acknowledge your skillset

[4:19:20] Trustee Luckham: and your ability and the opportunity

[4:19:23] Trustee Luckham: to work with you in this way. So Toby Elliott.

[4:19:31] Voice 10: Yeah, I totally agree. This is a good approach

[4:19:34] Voice 10: and we would want to set out the plan for trustees. And so does executive committee

[4:19:43] Voice 10: need to make a motion to that effect? But then the second issue is receiving legal advice. So

[4:19:48] Voice 10: I wanted to. Yeah,

[4:19:50] Trustee Luckham: I haven't got there yet, but let's do the legal advice thing. So I just want

[4:19:54] Trustee Luckham: want to be clear about how we're going to advance this because as director Mahler has indicated

[4:19:59] Trustee Luckham: if there were those that were wanting to that were interested in chairing the meeting

[4:20:05] Trustee Luckham: then we should provide that notice and then acknowledge that expression of interest and then

[4:20:13] Trustee Luckham: put them on notice to be prepared and indeed if what we're interested in is Tyler facilitating

[4:20:21] Trustee Luckham: facilitating that conversation with me as a chair or somebody else as a chair, then that he also

[4:20:29] Trustee Luckham: needs to be on notice in order to make that preparation. So, Director Frater, what would

[4:20:34] Trustee Luckham: you recommend here in terms of the agenda has already been rolled, the meeting date is set,

[4:20:39] Trustee Luckham: the agenda has already been rolled out. What would you suggest in terms of further information

[4:20:44] Trustee Luckham: between now and then and ideally that person would have a week to or or some other alternative

[4:20:51] Trustee Luckham: thought i

[4:20:55] Voice 8: don't know if i have an alternative thought um i would propose for simplicity's sake

[4:21:01] Voice 8: that we advise trustees that the chair could open the meeting and handle motions and that we would

[4:21:07] Voice 8: recommend as staff are recommending that tyler facilitate the conversation and then see if

[4:21:11] Voice 8: if there's still interest or desire from the group

[4:21:13] Voice 8: to point a different chair, if that's necessary.

[4:21:17] Voice 8: But I would suggest the simple path

[4:21:18] Voice 8: is the easiest at this point,

[4:21:19] Voice 8: but would look to your political direction.

[4:21:22] Voice 8: So

[4:21:23] Trustee Luckham: I liked how you characterized that.

[4:21:25] Trustee Luckham: And if you could facilitate the email out

[4:21:29] Trustee Luckham: that essentially is an expression of interest,

[4:21:31] Trustee Luckham: and then we could take the lead

[4:21:35] Trustee Luckham: on any expressions of interest

[4:21:37] Trustee Luckham: to determine an alternative path.

[4:21:41] Voice 8: I have to be clear. That's not what I was. I was just recommending that we stay with the plan that I had proposed, which is that you chair the meeting and handle any motions that arise and that's how there be facilitate conversation.

[4:21:54] Voice 13: Okay.

[4:21:55] Voice 3: So, yeah.

[4:21:59] Voice 3: Speak.

[4:22:00] Voice 3: When it's appropriate.

[4:22:01] Trustee Luckham: Yes, you can speak now please.

[4:22:03] Voice 3: So who chairs is kind of your thing.

[4:22:05] Voice 3: um we you know we we think we have a good recommendation for the facilitation approach

[4:22:12] Voice 3: yep one person's written in saying something about chairing um it's our our first time going

[4:22:19] Voice 3: out with the committee of the whole let's try to make this as i'd encourage us to focus on the

[4:22:27] Voice 3: content and the policy statement um itself as much as who's on first um but

[4:22:38] Voice 3: But so I think polling all trustees to see, you know, why I would not recommend you adopt a whole other administrative procedure on top of a new administrative procedure before we talk about a really important document that's going forward.

[4:22:55] Voice 3: So I hear your advice, I say go with this, you chair this thing until someone else does.

[4:23:03] Voice 3: Okay.

[4:23:06] Trustee Luckham: So thank you for that advice. So Vice Chairs, what would you like us to do with respect to this? Follow the simple methodology which has been identified? Trustee Maude?

[4:23:18] Trustee Luckham: um

[4:23:19] Trustee Maude: i think it would be a good idea just to communicate and just say this is of the intent

[4:23:27] Trustee Maude: of what we intend on doing um and and perhaps um the the the notion of an alternate chair can be

[4:23:36] Trustee Maude: part of that communication but say look this this is this is how we plan on laying out this meeting

[4:23:41] Trustee Maude: and then so everybody's walking in with a firm understanding what's going on

[4:23:48] Trustee Maude: and I think that solves everything because I don't I don't imagine there's going to be a lot

[4:23:54] Trustee Maude: of people being too enthused about chairing but in the absence of that option being put on the

[4:24:00] Trustee Maude: table there might be some people saying why are we doing it this way

[4:24:04] Voice 12: right so

[4:24:04] Trustee Maude: I think a little

[4:24:06] Trustee Maude: a little clear communication to trustees will go a long way and and respect the process okay so

[4:24:13] Trustee Luckham: So then it sounds to me, I saw a thumbs up there.

[4:24:16] Trustee Luckham: That's great.

[4:24:17] Trustee Luckham: Sounds to me then like I should send an email to say, this is what I'm expecting.

[4:24:22] Trustee Luckham: And if you have an alternate point of view, please communicate with me as soon as possible

[4:24:27] Trustee Luckham: so that we can plan accordingly.

[4:24:28] Trustee Luckham: Sounds good.

[4:24:29] Trustee Luckham: Okay.

[4:24:30] Trustee Luckham: So then let's just do that by general consent.

[4:24:35] Trustee Luckham: Now let's talk about the legal opinion.

[4:24:40] Trustee Luckham: Director Frazier, do you have anything to add on that legal opinion?

[4:24:43] Trustee Luckham: you want to hear from the vice-chairs?

[4:24:52] Voice 8: I think we would just like to hear from the vice-chairs.

[4:24:55] Trustee Luckham: Okay. So what the vice-chair's point of view on having legal on standby to answer potential

[4:25:06] Trustee Luckham: questions, I suppose, is what the thing is. Trustee Martin?

[4:25:10] Trustee Maude: Well, I think logistically it

[4:25:12] Trustee Maude: becomes very complicated if we have legal on standby, because it sounds to me that potentially

[4:25:17] Trustee Maude: we could be jumping in and out of in-camera sessions.

[4:25:21] Trustee Maude: My read of this is that this first meeting is the first meeting

[4:25:26] Trustee Maude: where, you know, things are structurally reviewed

[4:25:30] Trustee Maude: and trustees lay out the path forward.

[4:25:33] Trustee Maude: And I think that perhaps at the second meeting or this third meeting,

[4:25:37] Trustee Maude: if that's the wish of trustees,

[4:25:39] Trustee Maude: that's probably where we would wade in with an in-camera session

[4:25:43] Trustee Maude: dedicated to that topic.

[4:25:45] Trustee Maude: But until we know what the topics are, what the questions are, it sounds like a costly

[4:25:51] Trustee Maude: venture, and for the chair, maybe a very cumbersome sort of first meeting, because is somebody

[4:25:59] Trustee Maude: going to raise their hand, and then we're going to ask the lawyer, and we're going to

[4:26:01] Trustee Maude: go in-camera, and we're going to come out of camera?

[4:26:04] Trustee Maude: I don't know what the expectations are, but I think at the first meeting, it's kind of

[4:26:08] Trustee Maude: premature to go down that road.

[4:26:13] Trustee Luckham: Okay.

[4:26:14] Trustee Luckham: Thank you, Trustee Maude.

[4:26:15] Trustee Luckham: Trustee Elliott?

[4:26:15] Trustee Luckham: I

[4:26:17] Voice 10: disagree. I think having at least a one hour session with legal advice is going to be expected and needed. So I fully support the notion that we have legal counsel available and we plan for an in-camera session to consider any questions that come up.

[4:26:38] Voice 10: Just having a normal in-camera session the way that we do in many of our other business meetings when we're considering legal advice.

[4:26:45] Voice 10: I know the question is going to come up about the legality of some of these things.

[4:26:49] Voice 10: Absolutely.

[4:26:52] Trustee Luckham: Okay.

[4:26:55] Trustee Luckham: Steve Peterson, do you have anything on this topic?

[4:27:00] Voice 4: Well, I'm sure that the questions would come up.

[4:27:06] Voice 4: At the same time, I think Vice Chair Maude made some good points there.

[4:27:11] Voice 4: um and perhaps it would be more cost effective to sort of generate a list of questions that

[4:27:22] Voice 4: might need the legal review rather than having somebody on standby uh in case and um just from

[4:27:31] Voice 4: a financial perspective that seems a bit uh more prudent um i guess that's sort of my thinking on

[4:27:42] Voice 4: thus far.

[4:27:46] Trustee Luckham: Okay. Sort of somewhere in the middle here, I liked, Toby, what you said at the start

[4:27:54] Trustee Luckham: was about a session and maybe a presentation by legal counsel, because I don't think it's a stretch

[4:28:03] Trustee Luckham: for us to know what some of the questions are, and that potentially a legal counsel already

[4:28:13] Trustee Luckham: anticipates that in many ways, and may be able to make a presentation about the legal context

[4:28:21] Trustee Luckham: of this document, so to speak, as an additional bit of information that may or may not, that may

[4:28:30] Trustee Luckham: answer all the questions, but may or may not make some of the questions simpler, and give us the

[4:28:37] Trustee Luckham: background in order to further the conversation with the actual document. So I'm inclined to

[4:28:45] Trustee Luckham: think that there is some benefit. It's a matter of how it is that we, rather than having a legal

[4:28:52] Trustee Luckham: counsel on standby, I always like to have information ahead of decisions and thinking.

[4:28:59] Trustee Luckham: And if there's an opportunity to head off some of the questions in advance, I think that's a good

[4:29:03] Trustee Luckham: thing trustee elliott again yep

[4:29:07] Voice 10: and so in preparation and to respect uh trust council's

[4:29:12] Voice 10: time uh could we not ask trustees if you've got any questions about legal implications

[4:29:19] Voice 10: put them in an email and we will have legal counsel available and we'll discuss that in camera

[4:29:25] Voice 10: we have prepared for this first meeting for months and to to say that it's going to be

[4:29:32] Voice 10: cost-effective to not have legal counsel there, that is a waste of time. There is going to be

[4:29:38] Voice 10: questions about the legality of some of these things. Trustees are thinking about this. They

[4:29:44] Voice 10: may already have those questions prepped. So simply make the space available. You're not

[4:29:50] Voice 10: going to save money. You're going to waste time if we don't have legal counsel there.

[4:29:53] Trustee Luckham: Right. So I want to turn to staff here in a moment.

[4:30:00] Trustee Luckham: Another little question has come up because Trustee Mott identified it about jumping in

[4:30:04] Trustee Luckham: and out of in-camera.

[4:30:06] Trustee Luckham: Ideally, I would like to think that the public also wants to know about this and that the

[4:30:13] Trustee Luckham: conversation in a legal context ideally would not require us to go in-camera.

[4:30:19] Trustee Luckham: And obviously, if there's a lawyer in the room, the lawyer can say, well, I think I

[4:30:24] Trustee Luckham: I would rather disclose your financial or legal interests in camera on that topic, but

[4:30:31] Trustee Luckham: happy to say X, Y, Z instead.

[4:30:33] Trustee Luckham: So I just want to turn to staff to see if you have any remarks on what you've heard

[4:30:39] Trustee Luckham: so far on the interest in having legal counsel there, not having legal counsel there.

[4:30:44] Trustee Luckham: And then I'll come to Tim Peterson.

[4:30:46] Trustee Luckham: and Tyler with your experience in this work but also don't feel intimidated not to speak but I'll

[4:30:54] Trustee Luckham: turn to Director Frater and ask her to turn to you if you wish.

[4:31:02] Voice 8: I believe our legal counsel would

[4:31:04] Voice 8: encourage you to go in camera to have legal conversations and we've heard that advice

[4:31:08] Voice 8: previously and there is the opportunity for rise and report so certainly you could come out of

[4:31:14] Voice 8: camera with the things that you deem suitable for an out-of-camera conversation I guess I would

[4:31:20] Voice 8: leave it there and see if there's any further supplement from other staff yeah

[4:31:25] Trustee Luckham: yeah so it

[4:31:29] Trustee Luckham: begs the question but what so what do you write some reports in the camera session because of

[4:31:33] Trustee Luckham: course we're being criticized for that already trustee peterson uh

[4:31:39] Voice 4: thank you chair so with

[4:31:40] Voice 4: respect to trustee elliot's um last suggestion about asking trustees to submit legal questions

[4:31:48] Voice 4: in advance that's that's um i'm i'm fine to go with that uh i just um it's just sort of that's

[4:31:59] Voice 4: just the other advanced way and i think we need to do if we're going to do that we need to set a

[4:32:03] Voice 4: deadline and we need to find out when that deadline should be so that council has some

[4:32:10] Voice 4: opportunity to to go through whatever those questions are um yeah

[4:32:20] Trustee Luckham: understood so uh i'm

[4:32:24] Trustee Luckham: going to come back to Trustee Maude. Just to round out the conversation, it sounds like there's

[4:32:32] Trustee Luckham: maybe we're more inclined to request it for a legal session, perhaps at the beginning of the

[4:32:40] Trustee Luckham: meeting. And have you heard the remarks of your colleagues and are more persuaded?

[4:32:51] Trustee Maude: well i i don't know i i guess honestly because we're the this is our first committee of the

[4:32:57] Trustee Maude: whole meeting yeah um and it's and it's the first meeting with the trust the trust policy statement

[4:33:03] Trustee Maude: and i sort of i envision this more of of laying out the road forward and and answering structural

[4:33:10] Trustee Maude: questions than actually getting into the weeds i i i thought that was more um something that

[4:33:17] Trustee Maude: would be happening at subsequent meetings um uh and i i just like because legal legal counsel's

[4:33:27] Trustee Maude: not cheap and i my not my fear but it's just i i just wonder if those legal questions are

[4:33:34] Trustee Maude: actually going to be flushed out at the first meeting or if this this first meeting is more

[4:33:40] Trustee Maude: um about laying out the road forward and perhaps i could lean on um uh mr brown to sort of

[4:33:47] Trustee Maude: way in with his experience of how these things go but i i just don't see that the first meeting

[4:33:55] Trustee Maude: is the time to do this yeah

[4:34:03] Trustee Luckham: so you know i'm just going to remark that in i think that there is

[4:34:07] Trustee Luckham: uh we should consider that if the way to go that the road is sound and i think that's

[4:34:15] Trustee Luckham: We wouldn't want the lack of legal advice being a hurdle that prevents a more fulsome conversation.

[4:34:24] Trustee Luckham: But, Tyler, do you wish to make a remark at all?

[4:34:30] Voice 1: Sure. Thank you, Chair.

[4:34:37] Voice 1: Just, you know, I think undoubtedly any project of this scope, when there's a document that's shaping up at a later date,

[4:34:45] Voice 1: we'll go through a full legal written review.

[4:34:47] Voice 1: view that would be standard process but i also think it's quite standard process to to help frame

[4:34:54] Voice 1: especially in a committee the whole environment but it very standard process to go in camera at

[4:35:01] Voice 1: first to provide opportunity for um and it's you know this is topic agnostic but provide opportunity

[4:35:08] Voice 1: for on sensitive topics or on topics where there may be legal considerations that the governing

[4:35:14] Voice 1: governing body should be considering the themes of those and undoubtedly you know taking a look

[4:35:22] Voice 1: at the document there is there's themes and legal legal advice is just that it's advice

[4:35:27] Voice 1: but there is going to you would frame up a series of themes that governors should be considering

[4:35:34] Voice 1: and and trying to impart a level of understanding of hey where what are some what are some where

[4:35:44] Voice 1: is the state of play currently where

[4:35:45] Voice 1: where some court decisions or legislative changes may be

[4:35:50] Voice 1: going and and how to best uh respond to those within whatever you're considering and uh and

[4:36:00] Voice 1: with whatever the body's ambitions may be that can be a very useful exercise um well i would say you

[4:36:06] Voice 1: know in my experience uh it's always a useful exercise because it helps put parameters on the

[4:36:11] Voice 1: type of questions that come to mind and help center them in in the topic that you're discussing

[4:36:18] Voice 1: even if they're not questions that are immediately asked as you start you know move into open you'll

[4:36:24] Voice 1: be thinking about that you'll be digesting it and say okay you know this is something that

[4:36:29] Voice 1: this is this is this has helped me identify something that i actually need an in-depth

[4:36:34] Voice 1: review on or you know i'm comfortable with where this is at we can move on and have some

[4:36:39] Voice 1: conversation with some of the other content so i provide that chair uh through you to uh you and

[4:36:45] Voice 1: your colleagues as i do think it can be very very useful in helping frame conversations what comes

[4:36:52] Voice 1: next not spending your time uh worried about or focusing on matters that are easily answered in a

[4:36:59] Voice 1: legal presentation and it doesn't preclude any further follow-up in fact i think it actually

[4:37:07] Voice 1: actually helps create better and better questions if follow-up is needed. Thank you, Chair.

[4:37:12] Trustee Luckham: Okay. Well, thank you very much for that, Tyler. Appreciate it. So I'm going to turn to the body

[4:37:19] Trustee Luckham: here and ask for a motion if there is a desire for a legal counsel to attend the Committee of

[4:37:26] Trustee Luckham: the Whole meeting, and then we'll simply vote on it. Does somebody want to make a motion to the

[4:37:31] Trustee Luckham: affect trustee elliott sure

[4:37:34] Voice 10: i move that executive committee direct staff to um ensure legal counsel

[4:37:42] Voice 10: is available for the committee the whole discussion on may 30th and provide contextual documents

[4:37:50] Voice 10: to counsel um i think i'll close it there did we want a second motion to ask if trustees want

[4:38:00] Voice 10: to submit questions in advance well

[4:38:02] Trustee Luckham: you could actually make that one motion to solicit uh

[4:38:07] Trustee Luckham: questions in advance from trustees just do it one time okay

[4:38:11] Voice 10: and that

[4:38:15] Voice 10: oh sorry too much too many words alex okay yeah

[4:38:17] Voice 9: i also want to share it with you so that you can

[4:38:20] Voice 9: see just give me one second

[4:38:21] Trustee Luckham: i want to see it you're absolutely right i think

[4:38:28] Voice 10: it was direct

[4:38:28] Voice 10: staff to ensure that legal counsel is available at the committee of the whole

[4:38:39] Voice 10: comma provide contextual documents to council as in that's legal counsel because i have they

[4:38:48] Voice 10: had seen the policy statement draft yet so now so would bc well

[4:38:58] Trustee Luckham: i think that a council would

[4:39:00] Trustee Luckham: would ask for anything that they wanted I don't know we need that promotion okay

[4:39:03] Voice 10: just asking

[4:39:04] Trustee Luckham: trustees for questions in advance okay

[4:39:07] Voice 10: and then and so instead of just to eliminate everything

[4:39:12] Voice 10: after provide the comma and that the chair solicit um questions from trustees on legal matters in

[4:39:25] Voice 10: advance or by what's the date what would be a good deadline next week

[4:39:34] Voice 10: may 21st well

[4:39:36] Trustee Luckham: i'm gonna ask staff uh you need to obviously uh ensure that council's available and

[4:39:43] Trustee Luckham: all that stuff but the sooner the better so that they have a chance to review it

[4:39:48] Trustee Luckham: the seven days would seem like the maximum yeah

[4:39:54] Voice 12: 21st okay

[4:39:57] Trustee Luckham: and then i would say that um

[4:40:00] Trustee Luckham: um i don't i don't need to solicit the questions i think that could be just solicited by

[4:40:06] Trustee Luckham: staff and the information going up okay

[4:40:10] Voice 10: and yeah so everything after provide and up to solicit you

[4:40:23] Voice 10: to yeah

[4:40:25] Trustee Luckham: i was just saying request trustees to submit questions in advance okay

[4:40:31] Voice 10: and tyler did

[4:40:33] Voice 10: have his hand up i don't know if that was to the

[4:40:35] Trustee Luckham: wording

[4:40:36] Voice 10: of this that's gotten rather unwieldy

[4:40:38] Trustee Luckham: let's let um alexander reflect on that i'm sure that you can figure it out and tyler you had

[4:40:45] Trustee Luckham: something else to add it

[4:40:47] Voice 1: was just for the committee's consideration just going to say

[4:40:50] Voice 1: You know, we have tried to start that process with the news bulletin that could easily be employed here as well for, you know, just specifically creating opportunity for trustees to submit questions that would be obviously provided for legal counsel, if they're available, to address in any presentation.

[4:41:15] Trustee Luckham: I'm not sure where news bulletin comes into that.

[4:41:18] Trustee Luckham: I think this is a specific ask.

[4:41:19] Trustee Luckham: Well,

[4:41:23] Voice 3: we have a weekly bulletin we're putting out associated with this project.

[4:41:27] Voice 3: It's an ongoing piece.

[4:41:29] Trustee Luckham: Okay.

[4:41:31] Voice 3: Trustees.

[4:41:33] Trustee Luckham: I got it.

[4:41:34] Trustee Luckham: So then this motion, as it stands on the screen, is adequate to embrace that news bulletin concept?

[4:41:40] Voice 3: Yes.

[4:41:41] Trustee Luckham: Perfect.

[4:41:42] Voice 3: So can I ask a question here?

[4:41:44] Voice 3: So you're having your first conversations about this important document, and indeed legal elements are important, but there are many other conversations to be had, I'm sure, with regards to the policy statement, the theme, the structure, how it's laid out, all of those pieces.

[4:42:04] Voice 3: I would not think that you would immediately leap into a legal conversation upon the revealing of the document because it parses to an emergency moment kind of thing where there isn't one yet.

[4:42:20] Voice 3: Certainly, we can fulfill this obligation, but I'm not anticipating we're starting the meeting and then we're going right into a series of legal questions right away.

[4:42:31] Voice 3: away it's um it has a variety of elements notwithstanding anything that has to withstand

[4:42:44] Voice 3: um is legal appropriateness right

[4:42:49] Trustee Luckham: so i agree with you their cao however i think that i would hope

[4:42:54] Trustee Luckham: that their questions were minimal and small and that an overview of what might be the obvious

[4:42:59] Trustee Luckham: questions that legal counsel can certainly anticipate would get us off on the right course

[4:43:06] Trustee Luckham: to alleviate that anxiety to have a legal debate

[4:43:09] Trustee Luckham: because obviously we don't want to debate with lawyers.

[4:43:12] Trustee Luckham: We'd probably lose, but here we go.

[4:43:17] Trustee Luckham: So let me just double track, backtrack here a little bit.

[4:43:21] Trustee Luckham: We've got a motion on the floor.

[4:43:23] Trustee Luckham: I haven't asked for it to be seconded yet,

[4:43:26] Trustee Luckham: but that looks like that's adequate.

[4:43:29] Trustee Luckham: And Trustee Elliott, is that a motion

[4:43:31] Trustee Luckham: that you would like to advance?

[4:43:32] Trustee Luckham: And did you have any additional? Well, you can have an opportunity to speak to the motion if you wish.

[4:43:39] Voice 10: Sure. That is the motion that I think is it's adequate.

[4:43:44] Voice 10: I guess what I'm trying to distinguish is there may be two sets of advice we want from legal counsel.

[4:43:54] Voice 10: One may be a preparatory. So here's what you want to think about when framing your questions in an open meeting.

[4:44:03] Voice 10: with sensitivities around relationship building and First Nations and their position with regards

[4:44:12] Voice 10: to how this document has come to be. So that's a piece of legal advice that I wonder if it could

[4:44:21] Voice 10: be helpful at the outset, and sort of referring back to some of your comments, Steph Brown,

[4:44:28] Voice 10: and then have the discussion and then go into in-camera for specific topics i'm frankly

[4:44:40] Voice 10: concerned about cultural safety and so getting off on the right foot with some helpful framing

[4:44:46] Voice 10: could be a good thing you're

[4:44:53] Trustee Luckham: right but i think that's different than legal counsel's opinion

[4:44:56] Trustee Luckham: opinion um and i do have some skills that with assistance could frame that cultural safety piece

[4:45:06] Trustee Luckham: that is incredibly important but the onus is on the individuals to carry themselves accordingly

[4:45:14] Trustee Luckham: but this question here is about inviting legal counsel for whatever it is that we choose to

[4:45:21] Trustee Luckham: undertake although it would be nice if there was kind of an overview of some kind but obviously we

[4:45:26] Trustee Luckham: need to frame that so you have a motion on the floor um it could be you know it's a matter of

[4:45:34] Trustee Luckham: deciding what it is the staff when they phone up legal counsel go hey we want you to come to this

[4:45:38] Trustee Luckham: meeting and we want you to do xyz because they obviously also need to be prepared so and i don't

[4:45:45] Trustee Luckham: want everything in a motion because it just gets way too complicated then but anyway there's a

[4:45:50] Trustee Luckham: motion on the floor and you're standing behind that motion and you've kind of spoken to it

[4:45:54] Trustee Luckham: And so I'm going to seek a seconder. Is there a seconder for this motion? I'm not seeing

[4:46:06] Trustee Luckham: anybody's hand up. I'm going to second it just to get it on the floor. And if there's more debate

[4:46:18] Trustee Luckham: required, then that's how I believe this process should work. So it's moved and seconded. And

[4:46:25] Trustee Luckham: Trustee Peterson, you wish to speak to the motion now.

[4:46:28] Voice 4: Yeah, thank you, Chair. I'm going to speak

[4:46:33] Voice 4: speak against the motion I actually think we're now trying to put the cart before the horse and

[4:46:40] Voice 4: back to um sort of the fiscal considerations I actually think that while there may be some

[4:46:48] Voice 4: questions that might occur before we've had any discussion I actually think there's

[4:46:54] Voice 4: it's probably more fruitful to have some discussion uh that might generate the

[4:47:00] Voice 4: questions in people's minds that that what we then might choose to refer to legal counsel

[4:47:07] Voice 4: um versus uh as mr brown has pointed out uh legal review of of this type of uh document is will

[4:47:16] Voice 4: happen as a matter of course um i i i i actually think that we're we run the risk of framing the

[4:47:27] Voice 4: beginning of the conversation in a context that I don't necessarily think is the way we want to

[4:47:32] Voice 4: open the discussion.

[4:47:34] Trustee Luckham: Okay. Thank you, sir. Any other speakers on the motion? Yeah. Okay. So I'm

[4:47:47] Trustee Luckham: thank you, Trustee Peterson, for your reflection here. I realize actually that,

[4:47:52] Trustee Luckham: and Director Frater helped me out here, have we got two or three hours scheduled for this session?

[4:47:58] Voice 8: We have three hours.

[4:48:00] Trustee Luckham: Right.

[4:48:00] Trustee Luckham: So not a huge amount of time.

[4:48:03] Trustee Luckham: And I think that Trustee Maude, to some extent, is correct in his thinking that this is a broad conversation without getting, quote, lost in the weeds.

[4:48:16] Trustee Luckham: but i think that the outcome one of the outcomes from this about broad understandings and help me

[4:48:24] Trustee Luckham: out here staff is that we could develop an initial list of legal things that we would like to have a

[4:48:35] Trustee Luckham: legal opinion on and that that could clearly be a second or as or third opportunity because this is

[4:48:43] Trustee Luckham: is just that we're opening the door and trying to get a taste and a sense of where everybody's at

[4:48:48] Trustee Luckham: and if there's legal opinion okay well let's know what they are and then let's have the broader

[4:48:55] Trustee Luckham: conversation about the substance of the document because really it is the substance of the document

[4:49:01] Trustee Luckham: whether or not it's legally defendable or not is a place that we want to go and do we want to

[4:49:07] Trustee Luckham: embrace some of these values and that are in that are in this document so i'm going to not support

[4:49:15] Trustee Luckham: the motion i'm surprised to find myself saying so any further discussion i'm going to call if

[4:49:23] Voice 10: i may

[4:49:24] Voice 10: just speak to the

[4:49:25] Voice 10: motion one more time um this is not necessarily about legal advice on the content

[4:49:33] Voice 10: what i see is helpful is advice on the policy context more broadly in british columbia

[4:49:43] Voice 10: and to speak frankly the challenge that we're going to encounter with the content of this

[4:49:52] Voice 10: document is the perception that reconciliation is a more foregrounded value than let's say

[4:50:01] Voice 10: ecosystem protection and the kind of advice that i would like to see available is for instance

[4:50:08] Voice 10: you know how many regional growth strategies in other municipalities across bc have put

[4:50:16] Voice 10: reconciliation as the number one or central core value that are we out of line you know these kinds

[4:50:23] Voice 10: of bigger pieces and the alignment with the declaration of the rights of indigenous peoples

[4:50:30] Voice 10: and and the positioning in the legislative framework so it's i'm i find it unfortunate

[4:50:38] Voice 10: that my colleagues don't you know you seem to be more concerned about cost and time than having

[4:50:45] Voice 10: adequate resources available for this critical discussion and um i think it's going to unroll

[4:50:52] Voice 10: how it does but i think we need to put everything that we have including legal counsel at the

[4:51:00] Voice 10: disposition of uh trustees thanks so

[4:51:09] Trustee Luckham: fair enough i don't think it's from my perspective it's not

[4:51:14] Trustee Luckham: about cost and time it's about a process and to be honest how many other legal how many other

[4:51:23] Trustee Luckham: municipalities and regional districts have embraced this is not a legal opinion um it's a contextual

[4:51:30] Trustee Luckham: contextual fact of the climate and social awareness, community awareness about where it is

[4:51:36] Trustee Luckham: we need to go and what values we have with respect to reconciliation, which, as you know, I fully

[4:51:41] Trustee Luckham: embrace with every moment of my life. And I don't want to confuse that with legal opinion. And

[4:51:52] Trustee Luckham: these are going to be tough conversations and questions. But we also need to stand behind

[4:51:59] Trustee Luckham: our declarations that we've made with respect to reconciliation and advance this good work

[4:52:04] Trustee Luckham: i'm going to call the vote trust oh trustee peterson you have a hand up yeah

[4:52:09] Voice 4: thank you chair

[4:52:11] Voice 4: um i i although i mentioned cost and time i think my last comment about how we're framing

[4:52:17] Voice 4: the beginning of this discussion is more germane to where i'm coming from on this question

[4:52:24] Voice 4: um and i just wanted to point that out i i actually think how we frame the beginning of

[4:52:29] Voice 4: this discussion is far more important than the cost or the time it takes i i absolutely take

[4:52:36] Voice 4: vice chair elliott's concerns about the cultural safety aspect

[4:52:43] Voice 4: very seriously and and i don't by being opposed to this motion that that doesn't change my feelings

[4:52:50] Voice 4: about that however regardless of what legal discussion we might have um people may say

[4:52:59] Voice 4: say what they may say. And that's just a reality. But I just want to push back a little bit

[4:53:06] Voice 4: of the notion that cost and time are my prime considerations because they actually aren't.

[4:53:12] Trustee Luckham: Okay. I'm going to call the vote. All those in favor? And please lower your hand. And

[4:53:22] Trustee Luckham: those opposed? Yes. And I see Tim Beeson. So that does not carry. And we will see how

[4:53:33] Trustee Luckham: it all unfolds. Thank you for the vigorous discussion. Director Frater, is there anything

[4:53:42] Trustee Luckham: more that we need to consider with respect to this upcoming Committee of a Whole?

[4:53:49] Voice 8: There was one last question around putting out a poll for solicitation of topics or views

[4:53:56] Voice 8: ahead of the meeting.

[4:54:01] Trustee Luckham: So can you just expand upon that a little bit?

[4:54:06] Trustee Luckham: this was a essentially

[4:54:08] Voice 8: we received a question about whether um there was interest in putting

[4:54:11] Voice 8: out a poll to trustees to seek um views on the document or any particular themes of interest or

[4:54:17] Voice 8: policies of interest for discussion so as to create some efficiency of conversation at your

[4:54:22] Voice 8: first meeting or so there's two approaches you could take you could potentially do a big round

[4:54:26] Voice 8: table of sorts seeking everyone's views and opinions broadly at meeting or you could try

[4:54:30] Voice 8: and generate some themes in advance to center the discussion um through a poll um so we were

[4:54:36] Voice 8: seeking your direction on whether you would like us to put out a poll and if so um you know in what

[4:54:42] Voice 8: manner is it around particular policies is it around sections of the document is it around

[4:54:47] Voice 8: themes of the document

[4:54:48] Trustee Luckham: yeah yeah i'm feeling pulled out actually at the moment some of these

[4:54:53] Trustee Luckham: these things. But I also want to hear what council wants to say. So vice chairs, what do you think

[4:55:00] Trustee Luckham: about this idea of trying to frame it in advance? I guess what I'm hearing, Trustee Maude?

[4:55:09] Trustee Maude: I think there's some efficiency inferred with that, because if only we pulled to find out

[4:55:19] Trustee Maude: what sections of the policy statement people were comfortable with um you know if i i don't know

[4:55:26] Trustee Maude: what the number is say say there's 28 points of policy there um if we pull trustees and they're

[4:55:33] Trustee Maude: and they're very comfortable with 26 we know we're going to focus our energy on um to answer

[4:55:40] Trustee Maude: questions and deal with concerns um versus walking into a meeting with no sort of concept as to the

[4:55:49] Trustee Maude: the lay of the land um there's there's a lot of meat on in that document um and if we do a round

[4:55:56] Trustee Maude: table as we know doing the math 26 trustees if everybody has three minutes that's 90 minutes

[4:56:03] Trustee Maude: it's going to take just to do one round table to get some sort of concept as to what people do or

[4:56:09] Trustee Maude: do not support and in that three minutes they're not going to be able to go through the whatever

[4:56:13] Trustee Maude: the 28 or whatever the number is, points versus a poll, we might actually get, be able to focus in

[4:56:21] Trustee Maude: on the particular points of interest, but also have an understanding overall what Trust Council

[4:56:28] Trustee Maude: feels about the document as a whole. And, you know, if we achieve like 24 or 26 points

[4:56:35] Trustee Maude: that people are very comfortable with, we kind of know that we've got a home run.

[4:56:40] Trustee Maude: But you know, if there's only one or two, we kind of know that we have a lot of work ahead of us.

[4:56:48] Trustee Luckham: This is the first meeting, I'll remind you, David.

[4:56:55] Trustee Luckham: And it's broad concepts. And indeed, there may be three or four meetings to follow one meeting on

[4:57:03] Trustee Luckham: each section. So I don't know how to manage that. Anybody else? Any thoughts here on polling of

[4:57:11] Trustee Luckham: trustees who's that ceo go ahead yeah

[4:57:16] Voice 3: good old ceo so you're either going to have a broad how's

[4:57:22] Voice 3: it going kind of conversation and let's keep in mind a couple weeks ago we came to you with

[4:57:27] Voice 3: a version of a way to walk through these conversations um but now we sit with thinking

[4:57:33] Voice 3: about what are we going to do in the first meeting so it can be um a sort of a collegial

[4:57:38] Voice 3: taking the temperature how do we think it what do you think of the document or you can

[4:57:45] Voice 3: have a series of themes and you can solicit those themes or you could simply go here's three

[4:57:50] Voice 3: questions to contemplate that we're going to ask during the session to get the get the conversation

[4:57:57] Voice 3: going i would not suggest going through the 32 codicils of this thing and going which ones do

[4:58:04] Voice 3: you like which ones do you don't like on its first public errand i think that's the level of detail

[4:58:10] Voice 3: that would would come out over time and claire's offered a number of questions here well you can

[4:58:17] Voice 3: read that better yeah

[4:58:19] Voice 8: so

[4:58:20] Voice 3: you could do the questions approach like prep up for this guys

[4:58:24] Voice 3: here's uh here's three or four things at the end of the meeting we're hoping to have key themes

[4:58:28] Voice 3: that we're going to take into our subsequent meetings and then when should we meet and

[4:58:32] Voice 3: and legal might be one of those and we're going to make sure and put a session together or

[4:58:39] Voice 3: environment or whatever. So Claire maybe you could.

[4:58:42] Voice 8: Yeah we had drafted up some potential

[4:58:44] Voice 8: questions. Chair would you like me to run through what we thought might be asked if you wanted to do

[4:58:48] Voice 8: this?

[4:58:50] Trustee Luckham: I think that would be good and I'm maybe presuming that some of this looks like because

[4:58:59] Trustee Luckham: because I'm thinking about other sessions like this that I participated in, where you're really

[4:59:03] Trustee Luckham: asking big, broad horizon questions in order to provide a focus for future work. And so, you know,

[4:59:10] Trustee Luckham: like, can you live with this document? We know it's not perfect. Where are the real stumbling

[4:59:17] Trustee Luckham: points for you? Those kinds of things to allow us to then tailor the future meetings. And I think

[4:59:23] Trustee Luckham: we need to be really clear about that at the outset, is this is the first, and in fact, as the

[4:59:28] Trustee Luckham: the CAO has said, what's the temperature of the water? Well, it's warm. Turn up the jets a bit to

[4:59:33] Trustee Luckham: get the water circulating more, you know, whatever it is. But I would say, yeah, let's have a listen

[4:59:38] Trustee Luckham: to what you've got formulated there, because that's good information, I'm sure. And then we

[4:59:43] Trustee Luckham: can see what we want to do.

[4:59:46] Voice 8: Okay, just as a draft question we have, are there any policy areas where

[4:59:49] Voice 8: you feel the draft policy statement requires further clarification or elaboration? We'd also

[4:59:56] Voice 8: Are there any specific questions or concerns in the draft statement you'd like to make?

[5:00:00] Voice 8: like addressed in a staff presentation? Is there anything else you'd like to share with us to help

[5:00:05] Voice 8: tailor the day to your, you know, suit your interests and needs? Those types of open-ended

[5:00:10] Voice 8: questions that we could then use to frame up the day and provide advice.

[5:00:15] Trustee Luckham: Well, that's easy. That

[5:00:17] Trustee Luckham: opens the door. I see David Maude nodding, and it looks like Trustee Elliott's nodding, and

[5:00:24] Trustee Luckham: Tim's too small for me to tell you. You can look across the room and see.

[5:00:28] Trustee Luckham: um so to me what i'm hearing i can do this by general consent i think that we think that those

[5:00:37] Trustee Luckham: questions would be good to ask trustees in advance of the meeting in your newsletter if that's what

[5:00:42] Trustee Luckham: the situation supports okay

[5:00:45] Voice 8: thank you chair we will refine i mean i'm ad libbing here but we'll

[5:00:49] Voice 8: refine those and put them out in the newsletter and while i have the floor i'll just apologize for

[5:00:53] Voice 8: for Senior Policy Advisor Brown,

[5:00:56] Voice 8: who had to step away for a personal matter.

[5:00:58] Voice 8: So he just asked me to convey his regrets

[5:00:59] Voice 8: that he had to step away.

[5:01:00] Trustee Luckham: Oh, well, that's fine.

[5:01:02] Trustee Luckham: Appreciated him participating today.

[5:01:05] Trustee Luckham: And okay, so I think then that concludes

[5:01:08] Trustee Luckham: our policy statement conversation,

[5:01:11] Trustee Luckham: of which the real conversation

[5:01:13] Trustee Luckham: is going to start in two weeks.

[5:01:18] Trustee Luckham: So I think that concludes that.

[5:01:20] Trustee Luckham: So I'm going to move on, I think, if it's all right.

[5:01:23] Trustee Luckham: we've got because we got an in-camera session here to do uh review and amendment of the current

[5:01:28] Trustee Luckham: work program that's really there for our information unless there's something outstandingly

[5:01:32] Trustee Luckham: wrong we'll just receive that for information okay okay so our next meeting uh electronic

[5:01:42] Trustee Luckham: june the 5th at 9 15 is that correct electronic i thought we were having our meetings prior to

[5:01:51] Trustee Luckham: council in person did we change that in

[5:01:55] Voice 9: the schedule it's a electronic no

[5:01:57] Voice 3: i think you can

[5:01:58] Voice 3: have a live meeting you know they're rare events these days so they

[5:02:08] Trustee Luckham: are rare events i miss them

[5:02:09] Voice 3: june the

[5:02:10] Voice 4: 5th i'll be i'll be in town i can come right back here okay

[5:02:18] Trustee Luckham: so trustee elliot

[5:02:21] Trustee Luckham: oh you're frozen don't

[5:02:26] Voice 10: we normally have the ec itc meeting in person um and isn't that

[5:02:33] Voice 10: july no

[5:02:34] Trustee Luckham: we usually have an in-person prior to the for the final consent of the agenda for trust

[5:02:40] Trustee Luckham: council it may have coincided with the i think the tc itc is a different critter i

[5:02:50] Voice 3: don't think

[5:02:51] Voice 3: we've had ITC members in space with you that I recall. That's just my recollection.

[5:02:59] Trustee Luckham: Yeah. It sounds like there'd be no obligation to attend in person if you can't,

[5:03:05] Trustee Luckham: but I would suggest that we make that in-person meeting because we're about to embark on it

[5:03:11] Trustee Luckham: and we'll be able to reflect on what's happened with the first policy statement meeting. That

[5:03:22] Trustee Luckham: Is that all right with everybody?

[5:03:23] Trustee Luckham: Do you want a motion to that effect?

[5:03:28] Voice 13: Sure.

[5:03:30] Trustee Luckham: So I'm gonna move that the executive committee meeting

[5:03:34] Trustee Luckham: of June the 5th be held as an in-person

[5:03:38] Trustee Luckham: and electronic meeting.

[5:03:45] Trustee Luckham: Do I have a seconder?

[5:03:47] Trustee Luckham: Seconded by Trustee Maad.

[5:03:49] Trustee Luckham: I'll just call for the vote.

[5:03:50] Trustee Luckham: All those in favor?

[5:03:53] Trustee Luckham: Any opposed?

[5:03:57] Trustee Luckham: Not seeing an opposed or in favor there from you,

[5:04:00] Trustee Luckham: Trustee Elliott. So I'll just take it as, yeah. So that carries. Closed meeting. There's an agenda

[5:04:09] Trustee Luckham: on the bottom of your, there's a motion at the bottom of your agenda. If somebody could make

[5:04:15] Trustee Luckham: that motion, I would appreciate that. And we have a separate agenda. And I'm going to thank the

[5:04:22] Trustee Luckham: public for joining us today. We will be returning to simply reset to adjourn the meeting. And we

[5:04:31] Trustee Luckham: transpired. And I would

[5:04:33] Trustee Luckham: skip the live stream. Okay. Thank you. Bye.