Islands Trust Executive Committee regular meeting, July 3, 2024

[0:00:00] Voice 11: Okay we're good to go.

[0:00:02] Trustee Luckham: Okay good morning everyone. Welcome to the Executive Committee

[0:00:05] Trustee Luckham: of Wednesday, July the 3rd. My name is Peter Luckham. I'm Chair of Coast Council, Chair of

[0:00:14] Trustee Luckham: Executive Committee here today. I'm elected on Thetis Island in the territory of the Laksan

[0:00:19] Trustee Luckham: and Penelakut Nations. I'm grateful every day to wake up here in the Coast Salish Territory,

[0:00:26] Trustee Luckham: the Salish Sea and acknowledge and be aware and have opportunities to learn about the rich history

[0:00:32] Trustee Luckham: and culture of this place and also engaged in the work that we do at the Allen's Trust in

[0:00:37] Trustee Luckham: reconciliation and trying to create equities and justice where we can with respect to the

[0:00:46] Trustee Luckham: colonial history that has preceded us and so and that we indeed live in today. So grateful for

[0:00:53] Trustee Luckham: those opportunities. I'm going to continue on just through the introductions with the

[0:00:59] Trustee Luckham: executive committee here, and I'm going to go from my screen. I see Trustee Elliott. Good morning.

[0:01:05] Voice 9: Aitsegwil. Good morning, everyone, here on beautiful Gabriela Island in Stenemach First

[0:01:10] Voice 9: Nation Territory, and grateful to be with you all. I am in a barn at the moment, so there may

[0:01:15] Voice 9: occasionally be roosters crowing. Just a factor of foliage on the farm, the wildlife connection

[0:01:22] Voice 9: it's best right here sorry

[0:01:24] Trustee Luckham: all right thank you uh keep it real so to speak tim peterson uh good

[0:01:34] Voice 4: morning coming to you from huete uh beautiful eskidi island this morning territory of many

[0:01:39] Voice 4: salish peoples and the treaty territory of the tla'aman nation good

[0:01:47] Trustee Luckham: david maude i don't see

[0:01:50] Trustee Luckham: your picture there but i think you oh there you are you're in the room two laptops ready to rock

[0:01:55] Trustee Luckham: and roll.

[0:01:55] Trustee Maude: Rock and roll, yes

[0:01:57] Trustee Maude: sir. Yes, in Oak Bay today, I'm elected on Main Island, traditional

[0:02:01] Trustee Maude: home of the Wissanic people, enjoying a bright and sunny beginning to summer and only days away

[0:02:07] Trustee Maude: to be able to complain about us being too hot.

[0:02:12] Trustee Luckham: Well, put that away. Anyway, let me see now. So

[0:02:26] Voice 6: Chair, she is not. She is ill today, so I'll be standing in her stead.

[0:02:30] Trustee Luckham: Oh, I see. Okay. Well, thank you for that information. Sorry to hear that. Her inaugural

[0:02:36] Trustee Luckham: executive committee meeting. I know she was excited. I talked to her later in the week

[0:02:40] Trustee Luckham: to be here and engage with us, but we'll certainly have lots of opportunity over the coming

[0:02:46] Trustee Luckham: months. So then, Director Frater, you would like to introduce yourself?

[0:02:50] Trustee Luckham: all.

[0:02:50] Voice 7: Thank you. Acting CAO, Julia Sensor-Regretts, our interim CAO. And I'll be here today to support

[0:02:58] Voice 7: the meeting. Claire Freider, Director of Trust Area Services, joining from the territory of

[0:03:02] Voice 7: the WSENH people.

[0:03:04] Trustee Luckham: Very good. Thank you. And Stefan Cermak.

[0:03:07] Voice 2: Good morning, everybody. Stefan

[0:03:09] Voice 2: Cermak, coming to you live from Salt Spring Island, the home of many Coast Salish First Nations.

[0:03:15] Voice 2: very

[0:03:16] Trustee Luckham: good thank you and uh meeting host alexandra uh tiffanidis i think is in the

[0:03:22] Trustee Luckham: background there good morning and thank you for your support in getting us to this meeting today

[0:03:26] Trustee Luckham: all

[0:03:27] Voice 10: right

[0:03:29] Trustee Luckham: um we have an agenda uh before us i'll ask if there's any additions or changes to the

[0:03:35] Trustee Luckham: agenda anybody raise your hands electronically or physically no um i would like to add a discussion

[0:03:46] Trustee Luckham: discussion item um uh under um just have a quick i should have thought this through a little bit

[0:03:54] Trustee Luckham: sooner in planning services at 7.3 i'm gonna just call it chair uh role and just to discuss

[0:04:04] Trustee Luckham: that item and stefan if you're available for that i apologize for not giving you a bit of a

[0:04:08] Trustee Luckham: heads up in advance um but um would like to talk about that anything else on our agenda

[0:04:15] Trustee Luckham: Okay. Then I'm going to adopt the agenda as amended by general consent. And we'll move through the items here today. And the first item there would be adoption of the minutes, the draft executive committee minutes of June the 18th.

[0:04:40] Trustee Luckham: there any changes to those minutes no then i'll continue on i'll i'll adopt those uh by general

[0:04:49] Trustee Luckham: consent as presented thank you very much for your good work alexandra and let's go to the follow-up

[0:04:55] Trustee Luckham: action list um we'll just do work through the directors that are here today for the follow-up

[0:05:01] Trustee Luckham: action list for executive committee and i'll start with uh claire freighter uh acting cao today uh

[0:05:07] Trustee Luckham: thank you very much for stepping up and filling in this space today

[0:05:12] Voice 7: No problem. So I'll start with my items here. Planning proceeds with the Dust and Bones film screening for Gabriola. I don't have much of an update for you except to say the date's been set and we are now working on the details and Trustee Elliott's been working with Joe Elliott to advance the planning.

[0:05:30] Voice 7: So I think all is in hand there and we're looking forward to a successful event.

[0:05:34] Voice 7: I don't know the status of arranging one on Liskety, but certainly it's on Joe Elliott's plate.

[0:05:40] Voice 7: And I think Trustee Peterson can expect to be hearing soon if he hasn't done already.

[0:05:46] Voice 7: OK, so that's underway with regard to I'm just going to skim through my own list here.

[0:05:52] Voice 7: One second. I don't believe I have many other updates for you.

[0:05:58] Voice 7: i'm just looking at the larger list here um we will be reaching out shortly to san juan county

[0:06:08] Voice 7: to talk about september that as i understand that has not yet happened but we will be taking that

[0:06:11] Voice 7: on shortly and arranging that for september council and the species at risk webinar was

[0:06:16] Voice 7: successfully delivered um so thank you for supporting that those of you who did and who

[0:06:21] Voice 7: attended um as you are aware we received a grant for the naptep funding work and in the coming

[0:06:27] Voice 7: weeks we'll kick off that project and get it going i'm looking for a contractor to help deliver it

[0:06:34] Voice 7: um and as i um i'll just conclude then with um the committee of the whole meeting coming up the

[0:06:42] Voice 7: agenda went out yesterday and trustee maude will be chairing that meeting and we had a discussion

[0:06:48] Voice 7: with him about putting out a poll for trustees around future dates just to lead some efficient

[0:06:52] Voice 7: decision making um so we'll hopefully try and manage that portion of the meeting in an efficient

[0:06:58] Voice 7: way rather than have 26 people trying to check their calendars at once so let's try and set you

[0:07:03] Voice 7: up for success and i believe trustee maude might have a few comments to make about the committee

[0:07:07] Voice 7: of the whole meeting is that right

[0:07:09] Trustee Maude: um not

[0:07:12] Voice 7: to put you on the spot

[0:07:12] Trustee Maude: not that comes to mind

[0:07:16] Trustee Maude: i think it's uh well in hand i appreciate all the staff support and it shall be an interesting

[0:07:23] Trustee Maude: in an educational session.

[0:07:26] Trustee Luckham: And I'll just note on the subject of the survey,

[0:07:31] Trustee Luckham: I received the survey yesterday evening

[0:07:33] Trustee Luckham: and I responded to you, Alexandra,

[0:07:36] Trustee Luckham: that two sections of the survey

[0:07:39] Trustee Luckham: don't allow for more than one answer.

[0:07:41] Trustee Luckham: And you might want to just check that and resend it

[0:07:44] Trustee Luckham: or let me know that I've got some kind of a browser issue.

[0:07:48] Trustee Luckham: But leave that in your good hands.

[0:07:52] Trustee Luckham: Thank you.

[0:07:53] Voice 7: Okay.

[0:07:53] Trustee Luckham: Okay, we'll get that fixed shortly. Yeah. Okay, great. So, Director Frater then, seeing as you have the floor, do you have a trust area services report?

[0:08:05] Voice 7: Not particularly. We're, you know, just orienting new staff, my time, I'm on vacation a little bit in the next little while and also orienting both Carolyn Stewart as new manager of the Conservancy and Jason Newmans as new senior policy advisor.

[0:08:19] Voice 7: So that's really the bulk of my effort. And then, believe it or not, working towards the August Trust Programs Committee meeting is sort of one of my next top priorities, as well as supporting the Policy Statement Project.

[0:08:30] Trustee Luckham: All right. Thank you very much. That's excellent. So do we have David Mahler with us today?

[0:08:37] Trustee Luckham: He is on vacation.

[0:08:38] Trustee Luckham: Must be the beginning of summer. So nothing to report from Legislative Services then?

[0:08:44] Trustee Luckham: No.

[0:08:45] Trustee Luckham: no okay thank you sorry to put you on the spot um just area services so the next item area then

[0:08:51] Trustee Luckham: would be uh stefan cermak uh director of regional planning services over to you thank

[0:08:58] Voice 2: you mr chair

[0:08:58] Voice 2: i only have the two items there and i've reported several times on them i have nothing new to add

[0:09:02] Voice 2: there i'm happy to answer any questions if you'd like

[0:09:05] Trustee Luckham: okay um any questions from executive for

[0:09:09] Trustee Luckham: for any of the directors or on any other topics

[0:09:11] Trustee Luckham: that you have concerns?

[0:09:14] Trustee Luckham: Raise your hands.

[0:09:16] Trustee Luckham: No, okay, that's great then, thank you.

[0:09:19] Trustee Luckham: So local trust committee chair updates.

[0:09:23] Trustee Luckham: I see Trustee Peterson has his hand up.

[0:09:25] Trustee Luckham: So perhaps he has a question

[0:09:26] Trustee Luckham: and then he could segue

[0:09:27] Trustee Luckham: into his local trust committee chair updates.

[0:09:32] Voice 4: Thank you, Chair.

[0:09:32] Voice 4: I just wanted to express some appreciation.

[0:09:36] Voice 4: um i was really glad to see that the uh ubcm uh meeting requests is marked as complete

[0:09:44] Voice 4: good work team awesome um so uh i'm actually gonna head out next week for my um

[0:09:54] Voice 4: galliano and salt spring jaunt and uh i would just maybe report out uh because i don't think

[0:10:03] Voice 4: that i did at the um the pre-trust council easy meeting but uh had a good initial meeting with

[0:10:10] Voice 4: the salt spring uh local community commission the day before trust council as well as the crd

[0:10:16] Voice 4: directors uh brent and holman um looking at the protocol agreements which are uh out of date uh

[0:10:24] Voice 4: referencing the municipal act and this this sort of thing so we're hoping to get that that

[0:10:31] Voice 4: But the documents up to date and the chair of the LCC, Earl Rook, is really interested in working together with the LTC where appropriate.

[0:10:46] Voice 4: So that was a very encouraging initial meeting, I thought.

[0:10:49] Voice 4: thought um hornby of course the question of the day on hornby is around the uh the rogers cell

[0:10:59] Voice 4: tower proposal uh which is uh the location is on um so-called crown land we've received a referral

[0:11:07] Voice 4: from the province um the ltc is uh has prepared uh some uh comments in it well in advance of

[0:11:18] Voice 4: receiving that referral which was i think um well done on our part to plan ahead and it appears that

[0:11:25] Voice 4: we may have an opportunity to express to the province who makes the final decision in terms of

[0:11:32] Voice 4: the federal regulator around the because they are the land use authority in this case

[0:11:38] Voice 4: but we are getting the referrals process so the uh the ltc is considering whether it wants to add

[0:11:45] Voice 4: to the items already sent in that referral response whether it wants to

[0:11:51] Voice 4: add a note of concurrence or non-concurrence and more general sense

[0:11:54] Voice 4: despite the fact we don't actually make the decision the province does and I

[0:12:01] Voice 4: think that that's everything after next week I may have more I'm

[0:12:08] Trustee Luckham: sure that's

[0:12:10] Trustee Luckham: great thank you trustee vice chair Peterson vice chair trustee Elliott

[0:12:15] Trustee Luckham: it let's go with you next thank

[0:12:20] Voice 9: you um good morning again everyone um i've had two ltc

[0:12:26] Voice 9: meetings since we uh met at council um sorry collecting my thoughts uh fetus island ltc we

[0:12:38] Voice 9: um we adopted bylaws numbers 113 and 114 the ocp and lub amendments for the unzoned marine area

[0:12:47] Voice 9: so that was a good piece of work happy to see that concluded in quick short order um we had

[0:12:56] Voice 9: a presentation by connected coast there is a drop planned for valdez island on lax and first nation

[0:13:03] Voice 9: territory um the connected coast folks uh have been in talks well uh working with the lax and

[0:13:12] Voice 9: First Nation, the nation chose Shingle Point Reserve, where there's already, you know,

[0:13:19] Voice 9: a gathering place for their members. And the applicant, which is City West and Strathcona

[0:13:24] Voice 9: Regional District, will be making or are making an application to rezone that. So it looks like

[0:13:30] Voice 9: it's going to proceed in the normal course of business. The planners did state that,

[0:13:37] Voice 9: But, you know, it could displace other work or a minor project, but we're going to try to work it concurrently and not make it a special project as an application.

[0:13:49] Voice 9: And they did note, I thought it was interesting that they partnered with LACS and First Nation to support a program that the nation had wanted and put together the fiber optic cable, thank

[0:14:09] Trustee Luckham: you, with

[0:14:10] Voice 9: an early earthquake warning system and solar panel seismometers.

[0:14:15] Voice 9: because I guess they can't have utilities in this marine conservation zone.

[0:14:22] Voice 9: So this is a way to partner with the nation to get something that they need there as well.

[0:14:30] Voice 9: And finally, from Thetis, we heard from a member of the public

[0:14:33] Voice 9: who's working on behalf of the citizens group of taxpayers and folks,

[0:14:40] Voice 9: folks, infrastructure sort of groups wanting to analyze the value for dollars paid by taxes

[0:14:47] Voice 9: over taxpayers over the last two years. He's already spoken with director mobs and wants to

[0:14:52] Voice 9: work with a trustee and a staff person to do an analysis. So sort of reporting back to community

[0:14:58] Voice 9: on what projects are being undertaken by on behalf of the desilent taxpayers. So I think

[0:15:08] Voice 9: we want to keep working on uh communication regarding our budgeting process so the main

[0:15:15] Voice 9: island ltc we met last monday yes last monday of the month um we accepted a section 219 covenant

[0:15:28] Voice 9: to allow it's the final stage of the subdivision application from the main housing main island

[0:15:35] Voice 9: Housing Society. And so that will soon be finalized and be going as a piece of their

[0:15:41] Voice 9: subdivision application to MOTI. We gave first and second and third reading to the main

[0:15:47] Voice 9: LUB minor amendments project. And this was the first instance, I think, for me that we'd

[0:15:56] Voice 9: proceeded to first reading without holding a public hearing. And of course, that's in our

[0:16:01] Voice 9: our agenda today to um to approve or not the amendments are consistent with the official

[0:16:07] Voice 9: community plan and um so yeah according to that new legislation that we don't have to hold a public

[0:16:18] Voice 9: hearing if it's consistent um and we did hear from members of the public uh well neighbors

[0:16:26] Voice 9: essentially, of a property that is currently zoned senior citizens housing comprehensive

[0:16:32] Voice 9: development. They're concerned about a potential increase in population on the lot.

[0:16:39] Voice 9: However, the amendments to the land use bylaw that we drafted don't see an increase in density.

[0:16:47] Voice 9: It's just changing the types of units of housing from eight duplexes to 16 units.

[0:16:54] Voice 9: and um and then staff actually we had rpm robert kojima uh was standing in for planner chadwick and

[0:17:02] Voice 9: he noted that the housing agreement uh that is attached to the zone is still

[0:17:08] Voice 9: um as written sort of back in the day 40 years ago and would require a public process to amend

[0:17:15] Voice 9: end that housing agreement. You basically have to follow the same process as was, I guess,

[0:17:24] Voice 9: to enact the housing agreement. So if this land use bylaw is adopted, then the housing agreement

[0:17:35] Voice 9: still stands and just allows for some flexibility for the potential development for the types of

[0:17:41] Voice 9: units i think that's it thetis and main have i forgotten anything vice chairs okay thank you

[0:17:51] Voice 9: i

[0:17:52] Voice 4: have a i have a question um and it it's related to the fiber optic which of course um

[0:18:00] Voice 4: i'm uh we're going to have a presentation from the ministry on luskete for the july 15th

[0:18:07] Voice 4: a meeting there but it was just in regards to the process that's being followed i know there

[0:18:15] Voice 4: was some suggestion that the ltc could uh drive an application we of course have a similar situation

[0:18:22] Voice 4: in the sense that the the drop of the cable on the skidi is is contrary to the to the zoning at

[0:18:29] Voice 4: this point so it is going to require rezoning so i'm just curious there was some suggestion that

[0:18:34] Voice 4: the ltc might uh sort of sponsor um that rezoning or the alternative is of course for the proponent

[0:18:42] Voice 4: to to do that so i was just curious how that played out um in the one you just talked about

[0:18:49] Voice 9: yeah um the applicant doesn't own the land so i think that's why there maybe there's been some

[0:18:58] Voice 9: confusion before but the project is owned by city west and strathcona regional district and they

[0:19:05] Voice 9: They are making and they have made an application for rezoning and, you know, paying the fee and going through the normal process.

[0:19:13] Voice 9: So it's anticipated that this will go through community information meeting and because it essentially is a rezoning, but it's not consistent with the OCP, but it is not a minor project.

[0:19:29] Voice 9: So we don't have to, at this point, displace any of our work for this to happen. I think their timeline was estimated to be six months. So I think it's in order to expedite the process and make it a priority, you'd want to make it a minor project.

[0:19:49] Voice 9: But at this point, the Thetis LTC didn't feel that's necessary. And we're going to see if they can get it done through the normal application process. So I'm not sure if that's the same for Liskiti, but I suspect that it will be.

[0:20:05] Voice 9: And you can see the application.

[0:20:07] Voice 9: Yeah, actually check out the application on, sorry, not the application, their presentation in Thetis' LTC package. There's five or six slides there that might be helpful.

[0:20:17] Voice 9: helpful.

[0:20:18] Voice 4: Okay, is that the one from the ministry? Because I think I did look at that one. Yeah,

[0:20:22] Voice 9: it was a joint presentation by the ministry and City West as well.

[0:20:30] Voice 4: Okay, thanks so much. Yep.

[0:20:34] Trustee Luckham: Maybe I'll just add to that conversation. I don't believe it's the ministry. I think it's City West

[0:20:40] Trustee Luckham: in the Strathcona Regional District.

[0:20:43] Trustee Luckham: The provincial ministries are not involved.

[0:20:48] Voice 9: No, the Ministry of

[0:20:49] Trustee Luckham: Citizen Services.

[0:20:52] Voice 9: Sorry, Chair.

[0:20:53] Voice 9: The Ministry of Citizen Services was there.

[0:20:55] Trustee Luckham: Oh, right.

[0:20:56] Voice 9: Yeah, but it was City West who

[0:20:59] Trustee Luckham: took the lead.

[0:20:59] Trustee Luckham: I didn't see

[0:21:00] Trustee Luckham: that because I was on my phone.

[0:21:02] Trustee Luckham: Anyway, nonetheless, the main presentation by us

[0:21:05] Trustee Luckham: was City West, who's the applicant in this case.

[0:21:08] Trustee Luckham: and of course the zoning is actually the water zoning area because in this particular case

[0:21:15] Trustee Luckham: there may be privately owned lands involved but the lands involved are reserve lands and so our

[0:21:22] Trustee Luckham: zoning actually doesn't apply to the reserve lands but it does apply to the water zone and that's the

[0:21:27] Trustee Luckham: complexity there but we're certainly in support of the LACS and nation achieving some fiber optic

[0:21:34] Trustee Luckham: connectivity there all right um let me see david maude i think you're next i'm next and

[0:21:46] Trustee Maude: unfortunately i have nothing to report it's been very peaceful my ltc's we haven't had any meetings

[0:21:51] Trustee Maude: um and um everybody's just quietly enjoying summer thank you well

[0:21:58] Trustee Luckham: that's terrific news

[0:21:59] Trustee Luckham: okay from my area then gabriela island uh met uh last week we had a very uh pleasant meeting there

[0:22:08] Trustee Luckham: nothing too difficult there. We had an amazing representation from Mudge Island, that it was

[0:22:15] Trustee Luckham: very much interested in our review of our bylaw enforcement policies and policies or process

[0:22:26] Trustee Luckham: around activities that have been happening recently on Mudge. And so I'd say we had 10%

[0:22:33] Trustee Luckham: or maybe more, maybe 20% of the full-time population

[0:22:36] Trustee Luckham: attend a local trust committee.

[0:22:39] Trustee Luckham: And that's always amazing when that happens.

[0:22:41] Trustee Luckham: And we had a great conversation with Warren Dingman

[0:22:44] Trustee Luckham: and staff and trustees about how we can look

[0:22:49] Trustee Luckham: at their interests and review this process going forward

[0:22:52] Trustee Luckham: and work with the Mudge Island Community Association,

[0:22:57] Trustee Luckham: MICA is the obvious easy acronym there.

[0:23:00] Trustee Luckham: there. And that was really a positive conversation. In terms of work, there was some conversation

[0:23:08] Trustee Luckham: around the speculation of vacancy tax. That's still an item of interest at the LTC and in the

[0:23:15] Trustee Luckham: community. There was a temporary use permit for a commercial vacation rental approved, which is

[0:23:23] Trustee Luckham: sort of a normal process there. They have opportunities for the commercial vacation

[0:23:29] Trustee Luckham: rentals. And so that was approved. There was quite a long discussion on current and future

[0:23:35] Trustee Luckham: projects, prioritization, reviewing the work that's on the table for us. And we managed to

[0:23:41] Trustee Luckham: reduce that list a tiny little bit and had quite a good conversation between trustees

[0:23:47] Trustee Luckham: respecting how to prioritize the projects going forward, including rezoning work,

[0:23:53] Trustee Luckham: work, APC administration, work, and an environmental protection zone, amongst other things.

[0:24:05] Trustee Luckham: So that was a good conversation. Trustees were able to come to an agreement on

[0:24:09] Trustee Luckham: short-term priorities. And so we look forward to that work advancing. Otherwise, that was a

[0:24:16] Trustee Luckham: relatively quiet meeting. A few meetings coming up. We've got a visioning session actually

[0:24:21] Trustee Luckham: happening tomorrow Mudge Island on July the 16th meeting with the community there and then the next

[0:24:27] Trustee Luckham: regular meeting is August the 8th and that one will be held electronically I believe so that's

[0:24:34] Trustee Luckham: a nice change for us. Nothing else to report from this sector so if there's no questions for

[0:24:43] Trustee Luckham: anybody from anybody I'm going to move on to the Alliance Trust Consumency Liaison update and I'll

[0:24:50] Trustee Luckham: I'll turn to our liaison representative, Vice Chair Elliott.

[0:24:55] Trustee Luckham: Over to you.

[0:24:58] Voice 9: There is nothing to report from the Islands Trust Conservancy.

[0:25:02] Voice 9: We have an upcoming meeting the 23rd of July in person.

[0:25:11] Voice 9: And that's also the date of our ITC Executive Committee liaison meeting.

[0:25:17] Voice 9: So looking forward to that.

[0:25:19] Voice 9: I will be there in person.

[0:25:21] Voice 9: and if anybody else is be lovely to see you that's all for now all

[0:25:26] Trustee Luckham: right thank you very much

[0:25:29] Trustee Luckham: um okay um i would note i don't know if we noted it before an executive committee but carolyn

[0:25:36] Trustee Luckham: stewart has stepped into the role of a manager at the itc there and um it was great to have her at

[0:25:43] Trustee Luckham: council to have the opportunity to have some conversations with her um and really grateful

[0:25:48] Trustee Luckham: to welcome her back to the Island Trust and of course also recognize that in her work with

[0:25:54] Trustee Luckham: Parks Canada I certainly had opportunities to work with her in the past and so it would be

[0:25:59] Trustee Luckham: great to have her on board. I'm going to go to bylaws for approval and consideration

[0:26:07] Trustee Luckham: and it looks like main island local trust committee bylaw number 193 and I'll turn to the

[0:26:13] Trustee Luckham: chair to speak to that bylaw if you need staff assistance or not otherwise the motion is on the

[0:26:19] Trustee Luckham: the table there.

[0:26:20] Voice 9: Excellent. Yes, I'm very pleased to present for approval the Maine

[0:26:26] Voice 9: Island Local Trust Committee Bylaw No. 193, Amendment No. 12023. We have reviewed it,

[0:26:36] Voice 9: and we gave first, second, and third reading, as I noted at our last LTC meeting. These are

[0:26:45] Voice 9: There are fairly minor amendments. I think some of the, sorry, yeah, defining size and types of patios in the setback area to the sea, definitions and restrictions on contractor yards.

[0:27:04] Voice 9: There is an amendment made to prohibit concrete and asphalt paving in the setback to the sea, which I was very pleased with. Changing senior citizen housing to seniors and multifamily residential housing. Limiting lot coverage in the resource conservation zone and other things like permitting a veterinary clinic.

[0:27:25] Voice 9: So really quite a range of amendments, but nothing too controversial, except, as I noted, the changing of a potential multifamily dwelling unit or housing development, which hasn't been activated, I guess, in 40 years to to allow some more flexibility.

[0:27:47] Voice 9: um but other than that it's it's been a very smooth process and i thank staff for for their

[0:27:56] Voice 9: work there's no comments or questions i could read the motion okay i move that the

[0:28:05] Voice 9: island's

[0:28:07] Voice 9: trust executive committee approve main island local trust committee bylaw number 193 cited as

[0:28:12] Voice 9: main island land use bylaw number 146 2008 amendment number one 2023 in accordance with

[0:28:20] Voice 9: section 27 of the islands trust act do

[0:28:24] Trustee Luckham: i have a seconder that's

[0:28:27] Voice 9: david and the board

[0:28:28] Trustee Luckham: thank you very much um so moved in seconded is there any discussion on this uh bylaw tim peterson

[0:28:36] Trustee Luckham: yeah

[0:28:38] Voice 4: i just uh highlighted for myself it was interesting the ministry of transport

[0:28:43] Voice 4: Port Transportation and Infrastructure comments

[0:28:47] Voice 4: from the referral regarding derelict vehicles

[0:28:51] Voice 4: and the mystery wants to ensure that Islands Trust

[0:28:53] Voice 4: and by-law officers are working with MOTI

[0:28:56] Voice 4: to avoid the issue of derelict vehicles

[0:28:57] Voice 4: just getting moved from private property

[0:28:59] Voice 4: onto the right-of-way causing expenses

[0:29:01] Voice 4: to the Ministry for Monitoring and Removal.

[0:29:03] Voice 4: Anyway, not that that affects my vote in any way,

[0:29:07] Voice 4: but interesting that that's their take

[0:29:08] Voice 4: based on some things I've heard

[0:29:11] Voice 4: around derelict vehicles and their disposition on main so just highlighting that that found

[0:29:20] Voice 4: that comment very interesting well

[0:29:23] Voice 9: i wouldn't say that there is um by law enforcement and there

[0:29:30] Voice 9: has been some conflict with the rcmp who seem to be sending vehicles to uh it's not even a property

[0:29:39] Voice 9: owner, but somebody who owns a towing company, and they've been leaving them in the right

[0:29:44] Voice 9: of way and in the BC Ferries parking lot.

[0:29:46] Voice 9: So this has been an ongoing concern.

[0:29:49] Voice 9: I don't think, yeah, we are working with all the relevant authorities to address the issue,

[0:29:58] Voice 9: but clearly it's...

[0:30:00] Voice 9: It's important to MOTI that they stress that disposal must be undertaken by the land or vehicle owner and not be left in the right of way.

[0:30:09] Voice 9: So I don't know if this really addresses it.

[0:30:14] Voice 9: It's just they're communicating that this needs to be addressed.

[0:30:22] Trustee Luckham: Okay.

[0:30:23] Trustee Luckham: Anything further on that bylaw?

[0:30:27] Trustee Luckham: Then I'll call the vote then.

[0:30:29] Trustee Luckham: All those in favor, please raise your hand electronically, physically.

[0:30:34] Trustee Luckham: and not so unanimous and so thank you very much everybody let us uh move along so that carries

[0:30:43] Trustee Luckham: uh trust council meeting preparation a roundtable review of june 18th to 20th trust council meeting

[0:30:50] Trustee Luckham: um so the first item here delegation presentation materials and trust council agendas um trustee

[0:30:59] Trustee Luckham: Elliott, this is a verbal opportunity for you.

[0:31:05] Voice 9: Oh, I was just, maybe I put this in as a reminder

[0:31:10] Voice 9: as we talked about the presentation materials. It is just an email on page 40 that I noted

[0:31:19] Voice 9: I would like to see if we could follow this protocol for future delegations,

[0:31:24] Voice 9: which is to not include supplementary materials provided by delegations or presenters,

[0:31:33] Voice 9: although we may want to distinguish who is a delegation and who is a presenter,

[0:31:39] Voice 9: not include those in our agenda packages and have them be distributed to all trustees outside of the package.

[0:31:45] Voice 9: In general, I just think it makes sense.

[0:31:47] Voice 9: It reduces the agenda package size and focuses us on our council business materials.

[0:31:55] Voice 9: And so I just wanted to have a little discussion about that in our debrief session after Trust Council.

[0:32:01] Trustee Luckham: Sure. So are there any thoughts from vice chairs or staff, for that matter, on supplementary materials included in the agenda package?

[0:32:17] Trustee Luckham: Tim Peterson?

[0:32:20] Voice 4: uh i'm i'm in support of the notion but uh what i would like to hear is if um if staff feels that

[0:32:28] Voice 4: this is going to make things easier more work or the same amount of work um otherwise i have no

[0:32:36] Voice 4: objections to the concept but i would like to know if it if we're making more work then i'm not as

[0:32:42] Voice 4: supportive so

[0:32:48] Voice 7: through the chair um i can say on the face of it it looks like more work for staff

[0:32:53] Voice 7: producing sort of a secondary you know package of material to go out i i would recommend perhaps

[0:32:58] Voice 7: waiting until our director of legislative services is back maybe at your next meeting to consider a

[0:33:03] Voice 7: final decision on this change just so he has the opportunity to you know advise you of any other

[0:33:07] Voice 7: implications that there might be um and chair you um alexander trifanidis may wish to weigh in but

[0:33:13] Voice 7: i would just say at first glance it does appear like it's some measure of more work to create a

[0:33:18] Voice 7: secondary package and and email out to trustees okay

[0:33:26] Trustee Luckham: any other comments from vice chairs sim

[0:33:30] Trustee Luckham: peterson you have something else

[0:33:31] Voice 4: yeah i just want to thank director freighter um i hadn't really

[0:33:36] Voice 4: thought about the uh the potential implications in terms of the director of legislative services

[0:33:42] Voice 4: part of it just in terms of the sort of daylighting of of the information of public

[0:33:48] Voice 4: way so good factor and i appreciate the advice okay

[0:33:58] Trustee Luckham: okay so um thank you i trust the vice

[0:34:01] Trustee Luckham: yeah one

[0:34:03] Voice 9: other um consideration which i think having director marler look at this

[0:34:08] Voice 9: policy we may want to give some direction at some point to address the issue of delegations

[0:34:18] Voice 9: and presentations and public comment period.

[0:34:23] Voice 9: I know, Tim Peterson, you've got this outstanding RFD

[0:34:27] Voice 9: for the disposition of delegations,

[0:34:29] Voice 9: but I think the issue is that things are getting really mushy.

[0:34:37] Voice 9: And when we have professional corporate presentations,

[0:34:42] Voice 9: such as BC Hydro, I would almost put the Sue Big Oil presentation

[0:34:49] Voice 9: in that category. Are these delegations from the public? Are they presentations from a lobby group

[0:34:56] Voice 9: or a special interest group? And do they need to have different time limits and consideration in

[0:35:05] Voice 9: our agenda? I guess what I'm seeing is that there are certain special interest groups who are using

[0:35:13] Voice 9: the Trust Council platform to push certain agendas forward and we need to

[0:35:20] Voice 9: have a serious discussion about how to manage that because it's getting I think

[0:35:25] Voice 9: it's getting unwieldy and I think we have insufficient whatever policy and

[0:35:32] Voice 9: practices we've been running on I don't think it's really working that well it's

[0:35:36] Voice 9: really getting mushy so this may be a whole area that needs to be looked at

[0:35:40] Voice 9: Yes. Thank you.

[0:35:45] Trustee Luckham: Yeah, mushy. That's a good technical term there.

[0:35:52] Trustee Luckham: My remarks here, but I think we should have this discussion with David Mahler when we're preparing the next agenda as we're getting ready for the next agenda packages to go out.

[0:36:03] Trustee Luckham: So let's keep this item on a future agenda, Alexandra, when we're starting our next meeting preparation.

[0:36:12] Trustee Luckham: But I guess my concern with all of this is ensuring that the public have access to the materials, because, of course, these meetings are a public opportunity, and the materials in the package don't just inform trustees, but inform the public.

[0:36:30] Trustee Luckham: And so I want to make sure that there's a, if we're not including it in the agenda package, which people use as their reading document in order to determine whether or not they need to attend council and make a presentation at public comment period or not.

[0:36:47] Trustee Luckham: but we need to maintain that transparency so that people know what's being talked about

[0:36:53] Trustee Luckham: in the event that there's contrary points of view or supporting points of view for any particular

[0:36:57] Trustee Luckham: initiative that's being brought forward so we'd want to consider that as well

[0:37:05] Trustee Luckham: but i agree certainly there's lots of room for improvement so let's uh let's discuss it when we

[0:37:16] Trustee Luckham: start to prepare for the next council?

[0:37:18] Trustee Luckham: Vice Chair Elliott?

[0:37:20] Voice 9: I would actually like to discuss it

[0:37:23] Voice 9: sooner than the next trust council.

[0:37:25] Voice 9: Do you

[0:37:25] Trustee Luckham: have something further?

[0:37:26] Voice 9: Yeah.

[0:37:26] Voice 9: Sorry, is that not coming through?

[0:37:28] Voice 9: I think we should discuss it sooner

[0:37:30] Voice 9: than just before next trust council.

[0:37:31] Voice 9: I think we need to do some research

[0:37:34] Voice 9: into other, you know, the CRD.

[0:37:36] Voice 9: How do they handle this?

[0:37:37] Voice 9: Just like we did for the code of conduct policy.

[0:37:40] Voice 9: I think there are other examples

[0:37:42] Voice 9: that we can look to

[0:37:43] Voice 9: where local governments are are doing things in a way that is transparent and accountable to the

[0:37:48] Voice 9: public but it is it enables them to focus on council business and that's where i think we're

[0:37:55] Voice 9: getting pulled off track and i think we need to do some research so i don't want to see this left

[0:38:00] Voice 9: until august when we're planning trust council that's all so

[0:38:06] Trustee Luckham: then in that case then you will

[0:38:08] Trustee Luckham: need to make a motion to direct some work um if um that's what you want to see happen because

[0:38:14] Trustee Luckham: Because, indeed, our next executive committee meeting in three weeks, which is whatever date that is, that is July the 24th, is likely where we'll start to begin to prepare for council in September.

[0:38:34] Trustee Luckham: So I don't know if you have, if you want to tape, if you want to think about a motion or maybe just table that until you considered a motion.

[0:38:44] Trustee Luckham: Could

[0:38:44] Voice 9: we have more of the roundtable first on Trust Council more broadly, and I'll see if I can put something together?

[0:38:51] Trustee Luckham: That would be fantastic, yeah.

[0:38:52] Trustee Luckham: Thanks.

[0:38:54] Trustee Luckham: Okay, so we have another item here, public comment period opportunities.

[0:39:02] Trustee Luckham: That's a verbal discussion also, and that's outside of our overall roundtable comments, I believe.

[0:39:10] Trustee Luckham: So public comment period opportunities.

[0:39:12] Trustee Luckham: Who brought this one to our agenda?

[0:39:20] Trustee Luckham: alexandra do you know i

[0:39:24] Voice 11: think it was brought forward from a previous

[0:39:28] Voice 11: meeting that we were talking about i don't recall right off the top of my head no

[0:39:33] Voice 7: sure i can't say for certain but i wonder if this was related to um the time of day that you wish

[0:39:39] Voice 7: to have public comment period whether it was evening or during the previous yes thank you

[0:39:43] Trustee Luckham: that's exactly right yeah because there was certainly some concern about

[0:39:48] Trustee Luckham: where we had it in this last council and certainly evenings has been

[0:39:55] Trustee Luckham: suggested we have experimented with that um so does anybody have any remarks with respect to

[0:40:03] Trustee Luckham: that but again um this might be something we would start to uh lay out in in the next um

[0:40:10] Trustee Luckham: agenda preparation work, but anybody wish to make remarks on opportunities for when we should have

[0:40:18] Trustee Luckham: public comment period? Trustee Maude?

[0:40:21] Trustee Maude: Thank you, Chair. This is complicated because I don't think

[0:40:25] Trustee Maude: there's a simple answer. The evening format I thought was successful. However, when we did

[0:40:36] Trustee Maude: But in Nanaimo, I got some fairly strong feedback from presenters, from the public, from both Denman and Salt Spring,

[0:40:46] Trustee Maude: that basically it meant an overnight stay in order to make their presentation to Trust Council.

[0:40:52] Trustee Maude: So they were displeased of their out-of-pocket expectations and their time away from family and home.

[0:41:02] Trustee Maude: um so it it didn't seem to work out well um from that aspect but similarly from from salt

[0:41:09] Trustee Maude: spring we got that feedback from somebody who's a working person and having a a session during

[0:41:15] Trustee Maude: the day did not work well for them and the only thing i could possibly suggest is that maybe it

[0:41:21] Trustee Maude: becomes sort of a a hybrid type thing where we have an afternoon session and an evening session

[0:41:29] Trustee Maude: um which both maybe would be short so maybe that's workable um but i don't think that there's a quick

[0:41:36] Trustee Maude: win on this because i think no matter what we choose if it's not a hybrid like somebody's not

[0:41:43] Trustee Maude: going to be happy so i have struggled with this because i thought the evening thing i thought was

[0:41:50] Trustee Maude: worked very very well but as i said it's the feedback i got from denman and salt spring

[0:41:55] Trustee Maude: was it was putting a fairly strong imposition on somebody

[0:41:59] Trustee Maude: to make a presentation to a public body in person.

[0:42:03] Trustee Maude: So thank you.

[0:42:07] Trustee Luckham: Yeah, the geography ends up being challenging for sure.

[0:42:10] Trustee Luckham: Tim Peterson.

[0:42:13] Voice 4: Yeah, I'll just maybe echo what I heard from Vice Chair Maude.

[0:42:18] Voice 4: I think that no matter when we schedule it,

[0:42:22] Voice 4: it will be challenging for some people to participate.

[0:42:25] Voice 4: participate um i think that if we're veering or if we if we want to consider having uh both a

[0:42:35] Voice 4: daytime and an evening session we would i i think we would want to reach out to trustees around that

[0:42:41] Voice 4: um i know one of the i don't think it was this year but one of the ones we had in enema went

[0:42:48] Voice 4: quite late um and i think that uh some trustees i heard certainly that some trustees found it

[0:42:54] Voice 4: challenging um to be uh in session as late as we were that evening so it as as vice chair mod said

[0:43:03] Voice 4: there's no there's no easy fix and um uh i'm certainly willing to consider we can we can try

[0:43:12] Voice 4: out different different models um i'm open to that but we we're unlikely to make everyone happy no

[0:43:19] Voice 4: no matter what we do, which is unfortunate,

[0:43:22] Voice 4: but maybe we could try an afternoon or a daytime

[0:43:27] Voice 4: and a supplementary early evening, I don't know.

[0:43:36] Trustee Luckham: Okay, so again, we wanna bring those ideas back

[0:43:41] Trustee Luckham: to our next planning meeting so we can set that schedule.

[0:43:49] Trustee Luckham: Any other remarks on public comment period opportunities?

[0:43:53] Trustee Luckham: Definitely challenging and I acknowledge the difficulties that some have.

[0:43:58] Trustee Luckham: Trustee Elliott.

[0:44:00] Voice 9: Thank you, Chair.

[0:44:01] Voice 9: I recall when I was not on council last term, watching the town hall meetings and, you know, being very sympathetic for trust council.

[0:44:12] Voice 9: council they were usually evening and they were fairly long and um it seemed you know it it went

[0:44:24] Voice 9: until nine o'clock at night and i've experienced a few of those now that we've been on council

[0:44:28] Voice 9: however i don't think we should take this lightly um there is a preponderance of voices

[0:44:42] Voice 9: places of a certain demographic who can attend daytime meetings. When I spoke to the letter

[0:44:53] Voice 9: writer, Eric March, who wrote in, and I actually spent some time with him that evening and went on

[0:44:59] Voice 9: a tour of some of the housing situations on Salt Spring Island. And he explained to me how difficult

[0:45:12] Voice 9: it is to make it as a, you know, as a worker, as somebody who is fully employed, and he's

[0:45:21] Voice 9: interested in these deliberations, but he simply cannot come during the day. And so those are the

[0:45:28] Voice 9: voices that I think we actually need to privilege and to listen to. Of course, anyone has a chance

[0:45:36] Voice 9: to participate electronically.

[0:45:40] Voice 9: I wouldn't expect that people have to travel

[0:45:42] Voice 9: if they want to address trust counsel.

[0:45:45] Voice 9: So perhaps that could be made more clear.

[0:45:48] Voice 9: But I think, you know, it's not comfortable

[0:45:54] Voice 9: staying until nine o'clock at night,

[0:45:56] Voice 9: but I think to respect the diversity of our electorate

[0:46:01] Voice 9: and the views that we need to consider at council,

[0:46:05] Voice 9: We need to make some space in the evenings when people who are working can attend.

[0:46:12] Voice 9: And so that's my thoughts on the matter.

[0:46:16] Voice 9: I think we should revert to evening public comment period.

[0:46:25] Trustee Luckham: Okay.

[0:46:30] Trustee Luckham: So let's make sure we discuss this when we're putting together the three-day schedule for the next meeting.

[0:46:39] Trustee Luckham: And Director Frater, do you anticipate that would be at our July 24th meeting?

[0:46:43] Trustee Luckham: uh

[0:46:45] Voice 7: you may get an early look at it then but you would be diving in more deeply at the august

[0:46:49] Voice 7: meeting yeah

[0:46:50] Trustee Luckham: yeah so that's our opportunity to refine that in some way any further thoughts

[0:46:57] Trustee Luckham: on public comment period opportunities so before i go to the full round table discussion trustee

[0:47:05] Trustee Luckham: elliott do you have anything ready with respect to delegation presentation material sure

[0:47:11] Voice 9: um

[0:47:12] Voice 9: So what I had thought, so I'll just read this out, if you can think of any tweaking, to request staff to investigate other local government practices and policies, respecting delegations, public comment period, and presentations to council, including the CRD, the RDN, and the CVRD, for consideration of trust council.

[0:47:43] Voice 9: so this piece of work uh if if we choose to delegate to staff um could be brought forward

[0:47:51] Voice 9: in time for september i would expect maybe not i think with everything that director marler has on

[0:47:56] Voice 9: his plate i'm not sure when this can be slotted in but at least we could start thinking about it

[0:48:02] Voice 9: does that sound feasible i

[0:48:10] Voice 7: can speak to its emotion on the face of it i think it would be

[0:48:13] Voice 7: be good to have on screen sounds feasible um i would just encourage you not to add a timeline

[0:48:18] Voice 7: specifically because as you say um i think in recent meetings he's been he's been provided a

[0:48:23] Voice 7: decent amount of work to accomplish already so

[0:48:26] Voice 9: i just put it on the chat there i didn't put a

[0:48:30] Voice 9: timeline on it moments request staff to investigate i could change the wording at the top request that

[0:48:39] Voice 9: staff to investigate other local government practices and policies respecting delegations

[0:48:44] Voice 9: public comments and presentations to council including crd rdn and cvrd for consideration

[0:48:50] Voice 9: of a future trust council meeting and

[0:48:53] Voice 7: by cvrd is it couch and valley or comox valley are you

[0:48:56] Voice 7: thinking i think couch

[0:48:58] Voice 7: and couch okay yeah because we're remote i

[0:49:10] Voice 3: can't

[0:49:14] Voice 11: copy and paste i'm just

[0:49:15] Voice 11: typing it

[0:49:16] Trustee Luckham: oh i apologize that must be my so are we getting that up on the screen

[0:49:29] Voice 11: Yeah, it's just taking me one moment to type it out as I can't copy and paste from the chat.

[0:49:38] Trustee Luckham: Oh, actually, okay.

[0:49:42] Voice 7: So just as a reminder, it is somewhat helpful if you could email motions

[0:49:45] Voice 7: because then we can copy and paste from them.

[0:49:48] Voice 10: Yeah, yeah.

[0:49:50] Voice 10: Just take me one moment. Okay, and now I'm sharing screen.

[0:49:58] Voice 11: Just double checking that I have it.

[0:50:00] Voice 11: that executive committee requests staff to investigate other local government practices

[0:50:06] Voice 11: and policies respecting delegations public comment and presentation

[0:50:15] Voice 9: should be an s thank you to council including

[0:50:19] Voice 11: the crd rdn and cvrd for consideration of trust

[0:50:24] Voice 11: yeah

[0:50:25] Voice 9: we could say a future trust council meeting but i think this is clear enough

[0:50:29] Voice 9: Yeah. Thank you, Alexandra.

[0:50:31] Voice 8: You're welcome.

[0:50:37] Voice 3: Okay.

[0:50:44] Trustee Luckham: Okay, great. So do I have a seconder for this motion? I'll just make sure that I was heard. Is there a seconder for this motion?

[0:51:00] Trustee Luckham: But people aren't seconding.

[0:51:02] Trustee Luckham: Well, I'm going to second it so that we can have a discussion then.

[0:51:06] Trustee Luckham: I think

[0:51:07] Voice 9: you're not hearing, Chair. Trustee Maude was speaking that he seconded. Sorry.

[0:51:13] Trustee Luckham: Oh, I see. Okay. So maybe raise your hand electronically or physically.

[0:51:17] Trustee Luckham: i can see you in there the internet connection seems to be a bit sketchy at the moment i'm

[0:51:21] Trustee Luckham: gonna try and switch it but i don't wanna maybe we'll have a little break and i'll switch my

[0:51:26] Trustee Luckham: internet connection um at the moment i'll just continue so uh seconded by uh trustee maud thank

[0:51:33] Trustee Luckham: you um is there further discussion okay i'm not seeing any hands up that further discussion

[0:51:42] Trustee Luckham: i'm hoping i'm not locked out it looks like you guys are locked out all those in favor no

[0:51:54] Trustee Luckham: No, looks like I've lost my connection.

[0:52:00] Trustee Luckham: Oh, I'm back, there we go.

[0:52:02] Trustee Luckham: I've got a couple of hands up now.

[0:52:03] Trustee Luckham: Sorry, I'm obviously having trouble

[0:52:05] Trustee Luckham: with my internet connection.

[0:52:07] Trustee Luckham: So then I vote in favor as well.

[0:52:09] Trustee Luckham: So that carries.

[0:52:10] Trustee Luckham: And so thank you very much Vice Chair Elliott

[0:52:15] Trustee Luckham: for bringing that to us and thank you staff

[0:52:18] Trustee Luckham: for the work that you're going to conduct on our behalf.

[0:52:21] Trustee Luckham: So let's then now move to a full round table.

[0:52:25] Trustee Luckham: So we'll just go through the vice chairs

[0:52:27] Trustee Luckham: And then we'll go through staff, any remarks or comments, what we potentially learned from the most recent Trust Council.

[0:52:34] Trustee Luckham: I'm going to switch up the order a bit.

[0:52:36] Trustee Luckham: I'm going to start with David Maude and then Tim Peterson and Trustee Elliott.

[0:52:42] Trustee Maude: Thank you, Chair.

[0:52:44] Trustee Maude: I thought the Salt Spring Trust Council was very well done.

[0:52:51] Trustee Maude: Good venue.

[0:52:54] Trustee Maude: Outstanding topics.

[0:52:56] Trustee Maude: The highlight to me was the presentation by MLA Olson.

[0:53:03] Trustee Maude: I thought that in hindsight it was an excellent exit speech.

[0:53:10] Trustee Maude: He really, really drove a lot of points home for trust counsel, which I think very much

[0:53:16] Trustee Maude: resonated with trustees.

[0:53:21] Trustee Maude: it was just it was a good good three days work it was unfortunate that with the strategic planning

[0:53:29] Trustee Maude: that we didn't land that with a conclusion but we made the best effort nope at all very good

[0:53:38] Trustee Maude: and look forward to the next trust council thank you okay

[0:53:45] Trustee Luckham: trustee peterson yeah

[0:53:50] Voice 4: i tend to agree

[0:53:51] Voice 4: I agree. I didn't hear anything but good things about the venue and and certainly nice to be out in one of the island communities again.

[0:54:04] Voice 4: I think constituents appreciate being able to either just come down to their own island or hop an island over and come and participate.

[0:54:16] Voice 4: anticipate um so that was good uh yeah i think there was um the vice chair mod touched on it

[0:54:23] Voice 4: but there was a certain amount of frustration in terms of the uh the strategic planning exercise

[0:54:30] Voice 4: and um i'm not sure that whether a better facilitator might have helped or whether we

[0:54:40] Voice 4: just needed more time i've certainly had a couple of discussions with some staff and i think there

[0:54:47] Voice 4: There might be some ideas out there for either other facilitators

[0:54:56] Voice 4: or a slightly different approach.

[0:54:59] Voice 4: But my perspective, most of what I heard is that the small group sessions were good

[0:55:06] Voice 4: and the sort of collating or making a cohesive part out of all those separate groups

[0:55:15] Voice 4: was really where we sort of hit the wall.

[0:55:17] Voice 4: and uh certainly there was some frustration there um hopefully lessons learned and and the next go

[0:55:24] Voice 4: around we we can try a an approach that might bring us closer to success or even hopefully

[0:55:31] Voice 4: achieve success let's set the bar a little higher um uh yeah so uh and and i just say i was i thought

[0:55:41] Voice 4: it was um mla olsen's uh presentation was great um that really seemed to uh that really seemed to

[0:55:51] Voice 4: speak to um essentially every trustee that i i talked to about it really resonated with them and

[0:55:58] Voice 4: um yeah i think other than the sort than the the uh then the strategic planning not quite getting

[0:56:08] Voice 4: where we wanted it to i think everything else uh from what i've heard was uh was deemed successful

[0:56:14] Voice 4: thank

[0:56:19] Trustee Luckham: you uh tim uh vice chair elliott thanks

[0:56:24] Voice 9: i pretty much agree with um everything vice chair

[0:56:27] Voice 9: peterson and mod have said um i do think the strategic planning session went as well as it

[0:56:33] Voice 9: could it was unwieldy um the small group portion was great i think if we could in retrospect if

[0:56:42] Voice 9: if we could have stopped it there, gone back to regular business, let everyone digest and think

[0:56:49] Voice 9: about it, and come back with the next day, would have meant having the facilitator over for another

[0:56:55] Voice 9: night, with a presentation of what was heard and sort of a more orderly conversation, I think that

[0:57:05] Voice 9: would have helped. It just didn't help that some trustees were at the back of the room and not able

[0:57:10] Voice 9: able to participate. Um, some of us closer were able to, you know, jump in and it, yeah. So that

[0:57:18] Voice 9: was, it was unfortunate. Um, I think we did the best we could. Um, but I think a two day session

[0:57:27] Voice 9: and shorter timeframes and a more organized presentation of, um, of the thoughts that

[0:57:34] Voice 9: were collected in the small groups would have helped. Always learning. As I've said, you know,

[0:57:43] Voice 9: just previous, I think delegations, presentations, and public comment period really needs to be

[0:57:47] Voice 9: looked at. I honestly feel that, you know, Trust Council is a great opportunity to hear from the

[0:57:55] Voice 9: public, and we need to. I just don't want to have our agendas driven by special interest groups or

[0:58:04] Voice 9: pressure groups and that's what I feel is happening to be honest there is a lot of time

[0:58:09] Voice 9: taken up with often the same presentations and I think we need to have some consideration of

[0:58:16] Voice 9: we need to have a way of including diverse voices and of managing really organized

[0:58:26] Voice 9: groups that have a message and then they come at us with you know in many different ways

[0:58:34] Voice 9: So what is the equitable presentation?

[0:58:37] Voice 9: How do we create a space that is safe for all those voices?

[0:58:43] Voice 9: So that's what I've been really thinking about coming away.

[0:58:49] Voice 9: And then our presentations by groups like BC Hydro or Transport Canada.

[0:58:56] Voice 9: Is that a delegation? Is that a presentation?

[0:58:59] Voice 9: I think these are nuanced things, but it matters.

[0:59:01] Voice 9: And I don't want to see our agenda being driven by. Yeah, I've already said that. So that was the positive. It was a mixed council. I was really happy to be on Salt Spring and see some of the beautiful parts and some of the really challenging parts.

[0:59:23] Voice 9: And I am entirely sympathetic to the two local trustees there who are, and you, Vice Chair Peterson, dealing with such a complex array of issues. It's really a big little island. And it was interesting to get some insight by being there.

[0:59:43] Voice 9: there. So kudos to staff. I think it was a great meeting. I think we managed, uh, and I liked the

[0:59:50] Voice 9: group support for the chair, the different roles that we played. I feel that, uh, seemed to work

[0:59:56] Voice 9: out well. I hope that was, um,

[1:00:00] Voice 9: well received and do we need to do a sounding out of all trustees the good the bad and

[1:00:06] Voice 9: what what can we improve on uh should we do a survey was my last thought thank

[1:00:16] Trustee Luckham: you very much

[1:00:16] Trustee Luckham: um i don't have a lot to add um i will note that the venue uh was terrific the

[1:00:25] Trustee Luckham: the catering and the food services were all very good um and the space is nice and it was great to

[1:00:34] Trustee Luckham: see the public turnout there. It was great to have Bill Henderson play us a song. That's kind of set

[1:00:42] Trustee Luckham: a different tone to the meeting. I felt well supported by the staff generally and the strategic

[1:00:54] Trustee Luckham: planning. We'll see what the outcome looks like before I make any conclusions. We have yet to see

[1:00:59] Trustee Luckham: the material uh for that um but um um certainly there's lots of room for improvement when it comes

[1:01:10] Trustee Luckham: to strategic planning and we're making an effort towards that and of course we're going to have

[1:01:14] Trustee Luckham: some new leadership at the uh cio level there and so we may see a slightly different flavor on things

[1:01:22] Trustee Luckham: um i'm gonna go to staff but trustee peterson do you have a further remark

[1:01:31] Voice 4: yeah i just wanted to amplify what um vice chair elliott said i think it's good practice for us um

[1:01:40] Voice 4: to solicit feedback from trustees on a regular basis after every trust council i know in the

[1:01:47] Voice 4: in the past um and i think it's been working okay i think the chair just sent an email to

[1:01:53] Voice 4: all trustees requesting that and and i i don't think we need to make it more complicated than

[1:01:59] Voice 4: that but i think it's good to invite the feedback you're

[1:02:05] Trustee Luckham: absolutely right and so um we can certainly

[1:02:08] Trustee Luckham: um i apologize for not following through with that it uh and get it you end up getting out

[1:02:13] Trustee Luckham: of council i'm glad that's over and other things like that end up not getting done so i should

[1:02:20] Trustee Luckham: find a mechanism to make sure that that happens actually um but i can certainly send out an

[1:02:25] Trustee Luckham: email actually this week um and that would provide us some feedback for our next july 24th meeting

[1:02:31] Trustee Luckham: and that would be terrific to get an appreciation from um trustees where we're at um so director

[1:02:40] Trustee Luckham: freighter i'll start off with you from the staff world thank

[1:02:46] Voice 7: you charlotte from my perspective it

[1:02:48] Voice 7: went fairly smoothie um i was pleased to see like the managing of speakers the technology

[1:02:53] Voice 7: technology food delivery all fairly smooth I really enjoyed our 50th event that we held for

[1:03:00] Voice 7: the 50th anniversary of the trust and it was a pleasure to see trustees from the past and

[1:03:05] Voice 7: reconnect with some old friends I think yeah generally it appeared to be smooth I agree

[1:03:09] Voice 7: the final coalition of the strat plan I think people are also tired you know by the time we

[1:03:14] Voice 7: get to that end of the afternoon people are a little bit tired might have been a little bit

[1:03:18] Voice 7: bit smoother um but generally i saw it as one of your successful councils the venue seemed good

[1:03:23] Voice 7: um but alexandra who's always eyes on the ground may have some more detailed feedback than that

[1:03:34] Trustee Luckham: okay thank you um who else have we got here stefan sermac

[1:03:41] Voice 2: thank you mr chair you know i thought trust council at first it was a pleasure to be on

[1:03:48] Voice 2: salt spring because of course i could go home every night uh which is always a joy to hop on

[1:03:53] Voice 2: my motorcycle and go home and and then return fresh in the morning so it's always nice to sleep

[1:03:58] Voice 2: in one's own bed but being there early and staying there late you know watched the facilitation and

[1:04:03] Voice 2: participated as best as i could i thought things went relatively well and it was a delight to work

[1:04:09] Voice 2: in some of the small groups i thought that's where the strength was working in the strategic planning

[1:04:13] Voice 2: and the small groups i personally was sort of working with a small group that had diverse voices

[1:04:18] Voice 2: and it was great to see the diverse voices collaborate and reach consensus on some of

[1:04:23] Voice 2: the items so i think building on collaboration and consensus is uh was the highlight for me

[1:04:28] Voice 2: and everything else that could be said has been said okay

[1:04:34] Trustee Luckham: thank you um now i don't see any other

[1:04:38] Trustee Luckham: staff there but alexander trifanidis um your minute taking and logistics was remarkable and

[1:04:46] Trustee Luckham: and really grateful for the role that you're playing there.

[1:04:49] Trustee Luckham: Do you have any remarks for us

[1:04:51] Trustee Luckham: and what your experience was with Trust Council?

[1:04:54] Voice 11: I do just have a couple remarks.

[1:04:58] Voice 11: I echo a lot of what has been said already.

[1:05:00] Voice 11: The venue, I think, was great.

[1:05:03] Voice 11: The service was great.

[1:05:04] Voice 11: They were very attentive to our needs.

[1:05:06] Voice 11: One thing that staff are going to change for next time

[1:05:11] Voice 11: is we are going to test out the audio and sound

[1:05:15] Voice 11: and Zoom connection before Trust Council starts with the electronic attendees to make sure that

[1:05:21] Voice 11: that's all up and ready to go at least 15 minutes prior to the meeting. So that should

[1:05:26] Voice 11: make for a smoother start and not have any audio problems. And then I just wanted to note that

[1:05:36] Voice 11: our lovely meeting coordinator, Lisa Millard, is actually now taking minutes for Trust Council

[1:05:43] Voice 11: meetings. She, it is part of her job description and she attended remotely and I've already

[1:05:51] Voice 11: received them. They're in draft. I'll be sending them out. And I think it's just a really great

[1:05:56] Voice 11: addition. She's a really great addition to the team supporting executive committee in trust

[1:06:02] Voice 11: council and

[1:06:03] Voice 11: staff and how it all works. And so we'll have a faster turnaround four minutes and

[1:06:09] Voice 11: And yeah, just enjoyed her working with her

[1:06:13] Voice 11: and her being part of our team.

[1:06:15] Voice 11: That's all I have to share.

[1:06:19] Trustee Luckham: Indeed, thank you also for me to Lisa

[1:06:24] Trustee Luckham: for that great work.

[1:06:25] Trustee Luckham: Having more resources available

[1:06:29] Trustee Luckham: is certainly a big improvement.

[1:06:31] Trustee Luckham: And so that's really great.

[1:06:33] Trustee Luckham: Trustee Elliott?

[1:06:35] Voice 9: Yeah, just on that last point,

[1:06:37] Voice 9: I hadn't realized we might be able to get minutes

[1:06:40] Voice 9: in a faster turnaround.

[1:06:41] Voice 9: around would it be possible to send those out with the survey in draft form you know they're

[1:06:47] Voice 9: not adopted until a subsequent trust council meeting but perhaps those minutes would jog

[1:06:53] Voice 9: people or trustees for their feedback just a thought if

[1:07:03] Voice 11: I could comment quickly I think in

[1:07:05] Voice 11: future that could definitely happen this week because of staff being on holiday and unfortunately

[1:07:11] Voice 11: Fortunately, our CAO being ill, staff reviewing the minutes before they go to chair for review

[1:07:17] Voice 11: might not happen in the timeliest manner, but that's just what's going on this week

[1:07:23] Voice 11: specifically.

[1:07:24] Voice 11: So I think in the future that could definitely happen.

[1:07:26] Voice 11: I can't promise that for this meeting.

[1:07:35] Trustee Luckham: Yeah, so that's something we want to consider a process so that we still manage it in a

[1:07:42] Trustee Luckham: reasonable way.

[1:07:43] Trustee Luckham: um because of course decision highlights are the other item that needs to go out in a timely

[1:07:49] Trustee Luckham: fashion which is on our agenda today um but certainly that workflow could be reviewed if

[1:07:57] Trustee Luckham: we've got the resources to do it and so let's think about that thanks for that um thanks sir

[1:08:04] Trustee Luckham: elliot um so i think that covers it for our roundtable discussion um and indeed that brings

[1:08:12] Trustee Luckham: brings us to the next item on our agenda which is the trust council business decision highlights

[1:08:17] Trustee Luckham: and so looking to you uh vice chairs for any remarks on that notice which is uh with your

[1:08:26] Trustee Luckham: approval endorsement is going to go out um in the next day or so here i imagine is that correct

[1:08:32] Trustee Luckham: alexandra yes sir

[1:08:35] Trustee Luckham: upon your approval thank you so vice chairs any remarks on the trust

[1:08:40] Trustee Luckham: council highlights uh vice chair elliott

[1:08:50] Voice 9: um i thought the wording on the top one sorry the

[1:08:55] Voice 9: strategic planning session was awkward you know do we have to comment on why it was

[1:09:02] Voice 9: not live stream due to technological challenges of live streaming interactive session like

[1:09:08] Voice 9: to me that's not is it necessary to explain to the public no

[1:09:14] Trustee Luckham: you're you're right i agree i so

[1:09:17] Voice 9: so the strategic planning workshop who it was led by this follows up a previous session to set

[1:09:25] Voice 9: priorities uh we refined those priorities and added some more it broke into small groups

[1:09:31] Voice 9: and then worked collaboratively um to you know that kind of thing it's like let's situate the

[1:09:43] Voice 9: work and not whether it was live streamed or not i think that would be my preference

[1:09:47] Voice 9: friends is

[1:09:50] Voice 7: that generally held view if so we can make that change before it goes out

[1:09:54] Voice 7: so

[1:09:56] Trustee Luckham: is that uh any any uh contrary points of view with respect to that i agree that that's

[1:10:02] Trustee Luckham: not necessarily relevant okay so then uh can i then as there's no further changes

[1:10:09] Trustee Luckham: take it by general consent that the uh trust council um uh where am i now trust council

[1:10:18] Trustee Luckham: business decision highlights be uh uh approved as amended and that it be um it be uh sent out

[1:10:30] Trustee Luckham: to subscribers and posted to the website uh vice chair elliott

[1:10:35] Voice 9: i i sorry i assumed we were going

[1:10:37] Voice 9: to have a little more discussion um do you not want to make comment that um if where is the 50th

[1:10:45] Voice 9: anniversary is that down at the end there yeah 50th anniversary sorry no

[1:10:52] Voice 9: we should note the

[1:10:55] Voice 9: 50th anniversary the address by MLA Adam Olson um that invited you know former trustees

[1:11:03] Voice 9: uh Salt Spring Island trustees and MLAs uh attended a dinner we noted the retirement

[1:11:10] Voice 9: and celebrated CAO Ross Hudson-Pillar.

[1:11:13] Voice 9: I mean, there's a lot that's...

[1:11:17] Voice 9: This council highlight seems to focus on minutiae,

[1:11:21] Voice 9: like the ex officio voting status to me

[1:11:26] Voice 9: is not a business highlight.

[1:11:28] Voice 9: The retirement of the CAO, the 50th anniversary,

[1:11:31] Voice 9: the dinner with invited dignitaries

[1:11:34] Voice 9: and Adam Olson's address,

[1:11:35] Voice 9: I think are more of highlights from my perspective.

[1:11:43] Trustee Luckham: Yeah, that's a good point. It's interesting. The title isn't I was just council highlights the business on the item is listed on our agenda as business decision highlights.

[1:11:55] Trustee Luckham: And I think the intention is that this be decision highlights, but you raise a very good point there. I'm going to turn to director freighter his hand is up. If you have any suggestions here for adjusting this to get it out.

[1:12:11] Voice 7: So this is really for you to provide direction to us about the purpose of the document. Typically, it has been business decisions such that people didn't want to wait for the meetings to hear the outcome of resolutions out of council.

[1:12:24] Voice 7: Should you wish to broaden it to be a little bit more newsy, certainly we can do that. But typically in the past, the function has generally been about business decisions, but people wanted to know what decisions had been made without waiting for the minutes to come out.

[1:12:37] Voice 7: But certainly at your direction, we can broaden it out.

[1:12:39] Voice 7: yeah

[1:12:42] Trustee Luckham: um so given that uh vice chair ellie do you have any specifics that you would like to put

[1:12:52] Trustee Luckham: forward at this time to delete items and or add items keeping in mind that i do i

[1:13:01] Voice 9: do and and i

[1:13:02] Voice 9: and i want to revisit this just because um letter writers have written in and said you know is this

[1:13:11] Voice 9: what trust council decided like this is the extent of the business and i think this was a substantial

[1:13:17] Voice 9: meeting we heard from a number of delegations this might be an opportunity to add an additional page

[1:13:23] Voice 9: that could be more newsy perhaps this could stand as the decision highlights and there's a second

[1:13:31] Voice 9: page but i would have to work on that um or i could work on that with staff or bring something

[1:13:36] Voice 9: back after the lunch break, perhaps, the specifics.

[1:13:41] Trustee Luckham: Okay, let's

[1:13:42] Trustee Luckham: bring it back after the lunch break,

[1:13:44] Trustee Luckham: some specific edits,

[1:13:47] Trustee Luckham: and then we can look at that together

[1:13:50] Trustee Luckham: and then advance this.

[1:13:52] Trustee Luckham: But yeah, the idea is that this does not include

[1:13:57] Trustee Luckham: all of the business,

[1:14:01] Trustee Luckham: which will be recorded in the minutes.

[1:14:04] Trustee Luckham: I'm just about to lose power here.

[1:14:06] Trustee Luckham: I don't know why.

[1:14:10] Trustee Luckham: in over here um okay so let's uh let's do that i've lost the mouse okay um so let's do that and

[1:14:30] Trustee Luckham: at the moment then we'll continue on is that satisfactory yes i can be available over lunch

[1:14:37] Trustee Luckham: to help with some edits okay thank you very much alexandra so trust council follow-up action list

[1:14:44] Trustee Luckham: list on page 42 of our agenda um i'm just going to get myself to that page to there we go so these

[1:14:57] Trustee Luckham: are the items that have come forward from council are there mostly uh we'd be receiving this

[1:15:03] Trustee Luckham: information does this appear to be correct to you and are there any staff remarks or updates

[1:15:08] Trustee Luckham: with respect to the follow-up action list and again this kind of dovetails into the um highlights

[1:15:16] Trustee Luckham: lights um because this is more the specific detailed direction provided any remarks from uh

[1:15:25] Trustee Luckham: vice chairs otherwise we'll receive it for information staff do you have any remarks at

[1:15:35] Trustee Luckham: the present moment no no okay so then if that's all right i'll proceed um and that was is going

[1:15:46] Trustee Luckham: going to take us through to 7.3 planning services. I added an item about chairing of

[1:15:56] Trustee Luckham: LTCs primarily. I've received some comments, so step on. I've had some comments about the role

[1:16:04] Trustee Luckham: of the chair, and I don't have any specifics particularly. It's not necessarily about an

[1:16:11] Trustee Luckham: individual local trust committee, but there seems to be some question that has arisen with respect

[1:16:19] Trustee Luckham: to the role of the chair and the LTC as chair and as an acting trustee, fully authorized and

[1:16:30] Trustee Luckham: empowered voting member, and the responsibilities associated with agenda creation and approving

[1:16:41] Trustee Luckham: and letter writing and generally correspondence

[1:16:47] Trustee Luckham: or as a spokesperson for the LTC

[1:16:51] Trustee Luckham: versus the body speaking.

[1:16:56] Trustee Luckham: And so there's policy, I'm fully aware of that,

[1:16:59] Trustee Luckham: and I'm sure you are, that guides us.

[1:17:02] Trustee Luckham: And I guess the question is whether or not

[1:17:05] Trustee Luckham: that we are all, that being the vice chairs

[1:17:08] Trustee Luckham: and the supporting staff in our meetings,

[1:17:11] Trustee Luckham: are clear on those roles and whether or not they're perhaps at this juncture in our term

[1:17:19] Trustee Luckham: there's an opportunity to just revisit that both with staff and the elected in order that we all

[1:17:27] Trustee Luckham: fully understand and are working together towards agenda planning and development and

[1:17:36] Trustee Luckham: correspondence. Have you heard anything of this nature and do you have any remarks or suggestions

[1:17:44] Trustee Luckham: with respect to some kind of information session or orientation with elected and staff to be sure

[1:17:52] Trustee Luckham: that all of the LTCs are operating in the same way and that the staff understand what the

[1:17:58] Trustee Luckham: responsibilities of the LTC and the chair are? Do you have anything that you can share there?

[1:18:06] Voice 2: Well, thank you, Mr. Chair. I have many thoughts. But what I'm hearing is, you know,

[1:18:12] Voice 2: if your questions are about LTC chairs, of course, this is the executive committee.

[1:18:17] Voice 2: My immediate thoughts are, you know, I think an orientation or reorientation session to the role

[1:18:23] Voice 2: of the chair at LTCs would start perhaps at this table. So there's clarity with EC and then we can

[1:18:29] Voice 2: trick you we can maybe disseminate after that time and reorientation out to the greater ltc or greater

[1:18:36] Voice 2: trustees if you wish but i think that's revisiting the role of the chair is an excellent recurring

[1:18:43] Voice 2: orientation training session that i think staff would be happy to help facilitate and if that's

[1:18:49] Voice 2: the wish of ec i'd be happy to sort of get that ball rolling with the assistance of my federal

[1:18:53] Voice 2: staff members but i to answer your question directly i've not heard any concerns about it

[1:18:58] Voice 2: although i think i myself have expressed concern over you know many years kind of a repeated thing

[1:19:05] Voice 2: so i'm rather excited to help participate in this it appears we've lost the chair

[1:19:17] Trustee Maude: losing the chair is not a good thing so

[1:19:20] Voice 7: in his absence would someone be willing to take on

[1:19:23] Voice 7: chairing the meeting okay

[1:19:25] Trustee Maude: uh we'll go on with that uh trustee elliott i'm

[1:19:30] Voice 9: i'm a little bit lost

[1:19:31] Voice 9: is there any specifics that we can that staff can provide of examples that you know don't throw

[1:19:39] Voice 9: anybody under the bus but what are some of the inconsistencies with ltc uh chair and that you're

[1:19:47] Voice 9: seeing i think the chair alluded to a lot of different things and i just don't understand

[1:19:51] Voice 9: exactly what we're talking about is it correspondence is it um meeting management

[1:19:56] Voice 9: is it delegated responsibilities or who's speaking with staff uh what are we what are

[1:20:03] Voice 9: the issues that we're talking about well

[1:20:06] Trustee Maude: i don't know what chair luckham was specifically about

[1:20:10] Trustee Maude: what i've heard in the past um and certainly trustee elliott uh you've expressed it is

[1:20:17] Trustee Maude: It's that sometimes there's inconsistency within the agendas, like the trustees report.

[1:20:23] Trustee Maude: Sometimes the chair reports first on some agendas, and other agendas, the chair reports last.

[1:20:29] Trustee Maude: Some agendas have town hall at the beginning.

[1:20:33] Trustee Maude: Sometimes they have it at the end.

[1:20:35] Trustee Maude: Sometimes they have both.

[1:20:36] Trustee Maude: Sometimes town hall is called town hall.

[1:20:38] Trustee Maude: Sometimes town hall is called public participation.

[1:20:41] Trustee Maude: So there's a bit of an inconsistency with the agendas I know of.

[1:20:44] Trustee Maude: um the but the other point um i think that i think director sermac touched on last time

[1:20:53] Trustee Maude: was that the chairs are involved with the development of the agenda um which in my

[1:20:59] Trustee Maude: experience i've never is is agendas are circulated to the ltc um for comments or or additions but

[1:21:07] Trustee Maude: as a standalone chair my my participation in the agenda i've never never been involved

[1:21:14] Trustee Maude: certainly as I say when it's when it's circulated I provided input back to staff about that or

[1:21:20] Trustee Maude: concerns but as a chair it's nothing's ever been left to me to decide or or whatever I see that

[1:21:29] Trustee Maude: chair Luckin has returned so we'll hand back to him but I see trustee Peterson yeah

[1:21:39] Trustee Luckham: thank you and

[1:21:41] Trustee Luckham: And I picked up on the last little bit there, and I apologize, Stefan, I missed what you had said.

[1:21:47] Trustee Luckham: And I think I'm going to ask you to repeat it in quick summary for my benefit.

[1:21:53] Trustee Luckham: And I apologize, I wasn't plugged into the right outlet.

[1:21:56] Trustee Luckham: But indeed, it actually does sound like there's some inconsistency, which, in fact, we have seen that in the past between the regional planning offices and how agendas are created and approved.

[1:22:09] Trustee Luckham: And so it's not just an elected body concern.

[1:22:13] Trustee Luckham: It's a matter of ensuring that processes

[1:22:16] Trustee Luckham: is being applied the same across the entire region.

[1:22:20] Trustee Luckham: I'll turn it back to you, Stephan.

[1:22:23] Voice 2: Well, thank you, Mr. Chair.

[1:22:24] Voice 2: I didn't share much, unfortunately.

[1:22:26] Voice 2: It was allowing the elected officials to speak their minds

[1:22:29] Voice 2: and what inconsistencies they were finding.

[1:22:32] Voice 2: My main point was if you'd like staff to help participate

[1:22:36] Voice 2: with an orientation or reorientation,

[1:22:39] Voice 2: we're happy to do that. If you'd like a little bit of me digging into certain issues such as

[1:22:48] Voice 2: agenda of creation, consistency between LTC procedures, I'd be happy to report back on that

[1:22:56] Voice 2: as well. As you know, there's policies to be followed and perhaps there's some discrepancies.

[1:23:01] Voice 2: I do know over time that certain LTCs prefer certain things certain ways, but that doesn't

[1:23:07] Voice 2: answer the question why certain staff may be doing things differently so uh that's that's not

[1:23:12] Voice 2: something i know i've off the top of my head but i'd be happy to report back if you want consistency

[1:23:16] Voice 2: we can help deliver that um it's it's you tell me what you'd like to do and i'll help facilitate

[1:23:22] Voice 2: that well

[1:23:24] Trustee Luckham: consistency is good but also we don't want to necessarily curb local flavor but i think

[1:23:30] Trustee Luckham: primarily we need to be sure that we're following policy and um so some reporting back would be

[1:23:37] Trustee Luckham: be excellent, and hopefully we can make this a better situation. So I see multiple hands up,

[1:23:45] Trustee Luckham: Vice Chair Elliott, Vice Chair Peterson, also Director Frater.

[1:23:50] Voice 9: I'll defer to others since

[1:23:51] Voice 9: I've already spoken, but my question is, don't we have Director Marler developing a meeting

[1:23:59] Voice 9: procedures bylaw that would be applicable to Trust Council and provide that consistency? I thought

[1:24:04] Voice 9: that work is already underway well

[1:24:08] Trustee Luckham: i'm talking about ltc's not trust counsel and um certainly

[1:24:12] Trustee Luckham: that may be the case but if we're not following the existing policy then we want to be sure that

[1:24:18] Trustee Luckham: we're following any future policy as well but it appears there's some inconsistency in current

[1:24:24] Trustee Luckham: practices with current policy uh tim peterson director fader uh

[1:24:33] Voice 4: thank you chair so i will just

[1:24:34] Voice 4: just share what I understand of the concerns around correspondence, for example. Again,

[1:24:48] Voice 4: it varies from LTC to LTC. I have one LTC in the north and two in the south. Well, I

[1:24:59] Voice 4: actually have one in the Salt Spring and one in the southern region, so spanning all regions.

[1:25:05] Voice 4: It is, there's a little bit of difference. I think there's also a little bit of difference in terms of what the local trustees want. So then I think the policy is what we need to fall back on.

[1:25:19] Voice 4: Some of the concerns I've heard is that the chair of the LTC is not sort of de facto a spokesperson of the LTC.

[1:25:34] Voice 4: Certainly some LTCs would like correspondence to be run by all trustees in the LTC, not just approved by the chair.

[1:25:46] Voice 4: I think the same goes for agenda creation.

[1:25:53] Voice 4: I've only had one experience where I was actively involved in the agenda creation, and that was the one that we had in conjunction with the CRD directors and the Salt Spring Local Community Commission.

[1:26:08] Voice 4: I actually think it was good to be working with the chair of that body to co-create the agenda.

[1:26:15] Voice 4: but I'd say that's the exception but I think the the impression that I get is

[1:26:20] Voice 4: that there's some frustration that in some cases staff this is not my my

[1:26:32] Voice 4: position but I've heard that there's some frustration that in some cases

[1:26:36] Voice 4: staff are perceived to be sort of deferring to the chair in a way that's

[1:26:41] Voice 4: not appropriate or consistent with policy when it comes to uh approving correspondence and and or

[1:26:49] Voice 4: being a spokesperson so that sort of sums up what what i've heard the frustration i've heard right

[1:27:01] Trustee Luckham: okay uh director fader uh

[1:27:05] Voice 7: so thank you so that i just pick up where uh vice chair peterson left

[1:27:09] Voice 7: off that the areas where i noticed there's been some um commentary lately has been around the

[1:27:14] Voice 7: public facing pieces, so correspondence and the role of a spokesperson. So we have policy within

[1:27:20] Voice 7: the communications policy that says all LTC members are spokespeople for the LTC and need

[1:27:25] Voice 7: to identify if they're speaking as individuals or an LTC member. And if their opinion differs from

[1:27:30] Voice 7: the LTC resolution, they should identify that they're speaking contrary to the resolution and

[1:27:37] Voice 7: at least make known what the LTC position is. So it is currently the position of policy that

[1:27:44] Voice 7: all three members including the vice chair are spokespersons of the ltc um often staff are not

[1:27:50] Voice 7: even aware at this time that media has called a particular individual so we're not particularly

[1:27:54] Voice 7: guiding that interaction or steering people in a certain direction um often we will let all three

[1:28:00] Voice 7: um know off at times there's an immediate like we need a phone call back within half an hour

[1:28:06] Voice 7: so often it comes down to who answers the phone first around um who we select or invite to take

[1:28:12] Voice 7: take that media opportunity. Where we have a policy hole is around correspondence relating

[1:28:17] Voice 7: to local trust committee advocacy. Those of you that have been around for a while may be aware

[1:28:22] Voice 7: this is a fairly recent change to have local trust committees undertaking their own advocacy.

[1:28:27] Voice 7: Until I think it was early last term, it was only undertaken at executive committee and requests

[1:28:32] Voice 7: would come from the local trust committees to executive committee, which would then coordinate

[1:28:36] Voice 7: the advocacy and all advocacy letters left under the signature of the chair of trust council.

[1:28:42] Voice 7: subsequently there's been a shift to having local trust committees undertake more advocacy on their

[1:28:47] Voice 7: own we have not had a policy shift to indicate who are the signatories of those letters in the

[1:28:53] Voice 7: absence of that policy direction the folks drafting the letters have tended to put the chair of the

[1:28:58] Voice 7: committee it could be that you know we amend policy to have all three members signing the

[1:29:04] Voice 7: letter but it does lead to an inordinate amount of wordsmithing amongst three people at the land

[1:29:09] Voice 7: on agreed upon language so this is something if you wish to provide direction for us to amend the

[1:29:14] Voice 7: advocacy policy that might provide some of the clarity um that people are looking for

[1:29:27] Trustee Luckham: okay uh

[1:29:29] Trustee Luckham: vice chair elliott and then i'm going to ask stefan sumac do you need some specific direction

[1:29:34] Trustee Luckham: here in order to undertake undertake this work so over to advice to elliot first so

[1:29:40] Voice 9: i just want

[1:29:40] Voice 9: to circle back to and thank you for that clarity on on the what we have in policy on correspondence

[1:29:46] Voice 9: and spokesperson, yes, I think a midterm workshop or refinement of chairing would be good.

[1:30:00] Voice 9: The agenda development, I'm still a little unclear why this is an issue, just because I think there will be significant pushback if agendas are seen to be, or if we're trying to refine, if we're trying to bring consistency to agendas across the trust area.

[1:30:21] Voice 9: They have developed in different ways in respect of those LTC's processes and how the public engages with the LTC.

[1:30:32] Voice 9: I think that might be a stretch to try to bring consistency to agendas.

[1:30:38] Voice 9: I'm still curious about the whole agenda development thing.

[1:30:41] Voice 9: I actually thought it was the chair's responsibility to develop the agenda, seek input from trustees, because your job is managing the meeting.

[1:30:51] Voice 9: um but if everybody's supposed to be in on that then i agree that that's got to be

[1:30:58] Voice 9: more broadly understood because that part is inconsistent um so yeah i think there's

[1:31:06] Voice 9: three different threads here and i'm just not sure which is we're landing on is the most important

[1:31:12] Voice 9: for training

[1:31:12] Trustee Luckham: let's try and bring it back to two threads because i think that um we're not talking

[1:31:21] Trustee Luckham: about making the agendas this that's not the issue that's raised not making the agendas the same

[1:31:28] Trustee Luckham: it's just that the process of developing and approving the agendas needs to be clarified

[1:31:37] Voice 9: in your absence chair that was something that vice chair mod brought up so i just wanted to clarify

[1:31:43] Voice 9: if i oh

[1:31:43] Trustee Luckham: yeah not

[1:31:44] Voice 9: part of the discussion

[1:31:46] Trustee Luckham: yeah understood that's not what i am aware of and i

[1:31:54] Trustee Luckham: i'm although i honestly would like all the agendas to be the same i absolutely understand why that

[1:32:00] Trustee Luckham: they are different and that each ltc feels that that's important and i want to continue to respect

[1:32:07] Trustee Luckham: back to that. Trustee Peterson?

[1:32:12] Voice 4: Yeah, thank you, Chair. I just wanted to chime in. I am supportive

[1:32:17] Voice 4: of the idea of a session on the role of the Chair. I think that's great. It's actually kind

[1:32:23] Voice 4: of a good time. We're almost midterm, so I think that would be helpful and useful. So I just wanted

[1:32:31] Voice 4: I wanted to speak my support for that notion.

[1:32:35] Voice 4: In terms of consistency across LTCs, I think my perception is that as individualistic as islands and individual trustees are,

[1:32:49] Voice 4: So to our LTCs and the desire to be involved in, for example, wordsmithing correspondence or that sort of thing really varies.

[1:33:07] Voice 4: So I wouldn't want us to put direction out there for a consistency for consistency's sake that we're – I'm going to confuse myself here.

[1:33:26] Voice 4: but uh uh the the consistency needs to be in terms of what how we follow policy and and i think um

[1:33:38] Voice 4: as far as ltc harmony and in it it's just really about where where the where the ltcs are at

[1:33:48] Voice 4: individually i think in a lot of ways from my perspective um um certainly one of the trust

[1:33:56] Voice 4: One of the LTCs that I chair is absolutely fine to, you know, please, chair, go away and do this work with staff.

[1:34:05] Voice 4: I don't want to do the work.

[1:34:09] Voice 4: Whereas other LTC, they want to be more actively involved.

[1:34:13] Voice 4: So I'm just just wanting to sort of flag that we don't want to be consistent to the point.

[1:34:22] Voice 4: I don't want to be consistent for just for the sake of consistency where it's really

[1:34:27] Voice 4: not needed, but let's absolutely daylight the policy, have a session on the role of

[1:34:37] Voice 4: the chair.

[1:34:37] Voice 4: I'm absolutely in support of all of that.

[1:34:42] Trustee Luckham: Great.

[1:34:43] Trustee Luckham: Stefan, what direction would you like from the executive committee to conduct this?

[1:34:48] Voice 2: All right.

[1:34:49] Voice 2: So what I'm hearing is you would like staff to report back.

[1:34:53] Voice 2: I like the term daylight existing policies for spokesperson communications, correspondence and agenda creation.

[1:35:00] Voice 2: I can certainly do that. I'll try. I can. I don't think I need any direction.

[1:35:04] Voice 2: That's a straightforward request. And that's an information gathering.

[1:35:08] Voice 2: Now, future training, the near term for the role of the chair.

[1:35:12] Voice 2: I might actually turn to Director Frater, unfortunately, for her.

[1:35:15] Voice 2: but um coordinating chair training in the greater vision of training um i'm happy to sort of help

[1:35:25] Voice 2: get that going forward but i think the best people to do it to be communications and the

[1:35:30] Voice 2: director um although i could certainly play a part i just not sure who's on first in terms of

[1:35:35] Voice 2: leading training sessions so i certainly haven't led trust council or executive committee training

[1:35:41] Voice 2: So I might need to meet with my team who's either sick or disposed or on vacation right now, but working anyways.

[1:35:49] Voice 2: So I don't think we need much direction on that.

[1:35:52] Voice 2: I can take it back to the management team unless Director Frater has anything to contribute to in regards to training.

[1:35:59] Voice 7: No, certainly it's noted.

[1:36:01] Voice 7: We'll bring it back to the management team to discuss and can bring forward a recommendation at a future time.

[1:36:05] Voice 2: Exactly.

[1:36:07] Trustee Luckham: Yeah, that would be fantastic.

[1:36:09] Trustee Luckham: Okay.

[1:36:09] Trustee Luckham: So thank you.

[1:36:10] Trustee Luckham: I'm going to continue on if that's all right the next item on our agenda is administrative

[1:36:20] Trustee Luckham: services consideration for reimbursement brought to us by trustee maud so trustee maud I'll let

[1:36:29] Trustee Luckham: you speak to it and then it may be that there's some remarks from vice chairs and or staff with

[1:36:34] Trustee Luckham: respect to this uh expenditure thank

[1:36:38] Trustee Maude: you chair um you know as um we're all familiar uh trustee

[1:36:43] Trustee Maude: getty um circulated books to all trustees um at trust council um it was something that that i

[1:36:53] Trustee Maude: found was very well received by trustees and a lot of commentary afterwards about it and

[1:37:00] Trustee Maude: And for me as a member of the executive, I just, I thought, you know, she stepped up and did something on her own.

[1:37:11] Trustee Maude: But subsequently I thought, you know, this is something that benefited Trust Council as a whole.

[1:37:16] Trustee Maude: And I thought worthy of consideration by the executive to consider reimbursing Trustee Getty for her expenses in taking this lead on this issue.

[1:37:32] Trustee Maude: I just think that the Trust Council benefited from this action, and it would be reasonable to offer to reimburse for that.

[1:37:42] Trustee Maude: Thank you.

[1:37:43] Trustee Maude: okay

[1:37:48] Trustee Luckham: um vice chair elliott i'm

[1:37:53] Voice 9: fully in support of this um if only because

[1:37:59] Voice 9: trustee getty had reached out to executive committee earlier two months ago um asking

[1:38:07] Voice 9: for support with handling specific issues that were arising in in committees and patterns um

[1:38:15] Voice 9: That she was seen as chair and as a trustee. And I feel that we were not able to supply the kind of direction or advice or support. And so she went out and got what she believed would help the situation.

[1:38:31] Voice 9: I think it's a creative approach. I wanted to get these books, this book myself, and then to find out that she purchased them all out of goodwill and a desire to help council make better decisions or work through its issues at the table.

[1:38:49] Voice 9: I was so pleased by this unexpected gift.

[1:38:54] Voice 9: That said, I don't want to set a precedent of approving reimbursement of expenses that

[1:39:00] Voice 9: have not been previously authorized.

[1:39:04] Voice 9: I think that's a bit of, these are tricky waters.

[1:39:09] Voice 9: So I would want to note somehow that this should not set a precedent.

[1:39:14] Voice 9: um but perhaps this could be reimbursed from the training and education fund um i'm not sure what

[1:39:27] Voice 9: that budget line is supposed to cover but training for trustees this would certainly qualify i think

[1:39:33] Voice 9: yeah

[1:39:39] Trustee Luckham: trustee peterson um

[1:39:44] Voice 4: i absolutely uh appreciate um trustee getty's initiative and

[1:39:51] Voice 4: thoughtfulness I thought it was it was wonderful I'm just a little concerned

[1:39:57] Voice 4: not so much about precedent setting policy if we had a director of admin

[1:40:08] Voice 4: services here I wouldn't want to get some advice from from that person

[1:40:14] Voice 4: um certainly uh i think when we're talking about spending public money we need to do so carefully

[1:40:24] Voice 4: um i mean i've had an experience uh last year where i i found myself attending um a meeting and

[1:40:35] Voice 4: realized after the fact i hadn't actually uh got any trust body to say that they were going to pay

[1:40:43] Voice 4: for it so i it wasn't a lot of money but i just i just ate it um so i'm not i'm not opposed to

[1:40:50] Voice 4: the concept of of of um reimbursing um in this case but i would like to know that we're following

[1:40:58] Voice 4: policy and and procedure in an appropriate way uh if if we do opt to do that and and indeed not to

[1:41:09] Voice 4: not to encourage trustees to go out and make expenses that haven't been approved in prior

[1:41:18] Voice 4: and then expect reimbursement. So those are just my cautions around it. And I'll just leave it

[1:41:28] Voice 4: there.

[1:41:31] Trustee Luckham: Yeah. So thank you, everybody, for your input here. And I'll just note before I go to

[1:41:37] Trustee Luckham: director fader is that indeed there have been expenses in the past and so if there's precedents

[1:41:43] Trustee Luckham: have been set for uh press they may have already been set where they have not been approved by

[1:41:49] Trustee Luckham: executive committee and um and the individual had not sought um approval in advance or you know any

[1:41:58] Trustee Luckham: other factors associated that maybe we have some of those books in inventory already and now there's

[1:42:05] Trustee Luckham: more and it's a fairly significant expense um certainly maybe fits into discretionary spending

[1:42:17] Trustee Luckham: opportunities for individual trustees i'm not sure but director freighter sir otherwise

[1:42:25] Trustee Luckham: and i'd be heard my internet connection is bad director freighter uh

[1:42:36] Voice 7: thank you chair yes we did

[1:42:37] Voice 7: lose you a bit at the end there, but I think I got the drift. I can let you know the budget for

[1:42:42] Voice 7: Trust Council training is $5,000. In order to approve an expenditure under that, we require

[1:42:47] Voice 7: a resolution of the Executive Committee or Trust Council. Certainly, you are permitted to approve

[1:42:54] Voice 7: things such as this request that come in after the fact, although it is always best practice

[1:42:59] Voice 7: for trustees to request permission before spending funds they expect to be reimbursed for.

[1:43:05] Voice 7: I don't believe this sets a precedent, as you said. Certainly there's been other requests like this that have come in that executive committee has denied.

[1:43:12] Voice 7: So you certainly consider them on their individual merits as they arrive.

[1:43:16] Voice 7: So certainly I can tell you there are funds in the budget. Nothing has been allocated to date in the system that I can see.

[1:43:22] Voice 7: So you've got $5,000 for Trust Council training. Should you wish to allocate it there, we would require a resolution.

[1:43:28] Voice 7: all

[1:43:33] Trustee Luckham: right thank you very much director frader so uh vice chair elliott and perhaps

[1:43:38] Trustee Luckham: vice chair maude if you'd like to make a motion vice chair elliott well

[1:43:43] Voice 9: i was going to make a

[1:43:44] Voice 9: motion to that effect that um that executive committee directs staff to reimburse uh

[1:43:51] Voice 9: uh trustee getty but if uh trustee maude wants to make that motion i'll defer to you i'm happy

[1:43:58] Trustee Maude: to defer to you Vice Chair Lian because you were doing so well uh

[1:44:02] Voice 9: I move that executive committee

[1:44:05] Voice 9: uh direct or request that trustee Getty be reimbursed in the amount of uh where is that

[1:44:22] Trustee Maude: Okay,

[1:44:23] Voice 9: thank you for the purchase of Elimina books, comma, from the trustee education budget.

[1:44:36] Voice 9: Is that it?

[1:44:39] Voice 8: Training budget.

[1:44:43] Voice 9: Request staff or request that trustee Getty be reimbursed.

[1:44:51] Voice 9: Yes. Any amount, which is available. Thank you. That is it.

[1:44:58] Voice 9: not perfect but it's something good

[1:45:03] Trustee Maude: enough i will second that thank you okay so if

[1:45:07] Voice 7: i might if i could

[1:45:08] Voice 7: just jump in it should be the trust council training budget thank

[1:45:11] Trustee Luckham: you okay thank you um

[1:45:20] Trustee Luckham: okay so moved and seconded uh any further discussion yeah so i think it's reasonable to say

[1:45:29] Trustee Luckham: that this is a one-time expectation of approval of this but let's not repeat this let's seek the

[1:45:38] Trustee Luckham: appropriate authority for expenditures but the offer is kind and appropriate and perhaps we

[1:45:45] Trustee Luckham: should have made that decision earlier on so i'm going to call for the vote all those in favor

[1:45:54] Trustee Luckham: any opposed not seeing any opposed so i think that carries um so thank you very much for that

[1:46:04] Trustee Luckham: thank you trustee maud i'm going to move into the new business section here now uh local trust

[1:46:10] Trustee Luckham: committee chairs reports on any local advocacy topics is there anything going on in your area

[1:46:15] Trustee Luckham: director freighter do you have something to add uh you're muted just

[1:46:23] Voice 7: wanted to note that at the

[1:46:24] Voice 7: beginning of the meeting you had an item 7.3 you were adding and i just wanted to confirm we had

[1:46:27] Voice 7: covered it yes

[1:46:29] Trustee Luckham: that was the um chairing policy that we did thank you okay yeah so uh 9.2.1 ltc

[1:46:39] Trustee Luckham: chairs advocacy trustee peterson and then uh vice chair elliott both vice chairs uh

[1:46:47] Voice 4: thank you chair

[1:46:48] Voice 4: so um tangential to our previous discussion uh just wanted to note there's i've certainly

[1:46:58] Voice 4: certainly experienced some ongoing frustration with some LTCs about the timeliness of getting

[1:47:06] Voice 4: correspondence out. One example would be Salt Spring. It's now July. There was a resolution

[1:47:15] Voice 4: in January to get a reply out to Minister Cailon, I believe it was. So some frustration there

[1:47:23] Voice 4: around that um the timing there was another one that was uh uh much much simpler just a letter

[1:47:32] Voice 4: of congratulation that's been uh to a recipient of award in one of the communities it's been almost

[1:47:40] Voice 4: two months um so just wanted to daylight that frustration around the timing of some of the

[1:47:47] Voice 4: correspondence um from ltc's uh on a more positive note um uh salt spring ltc and um some senior

[1:47:58] Voice 4: staff including director freighter um we uh had a meeting with the ceo chief um uh last week and

[1:48:07] Voice 4: uh i think that was really great um and uh sort of a reset and a sort of commitment to um

[1:48:16] Voice 4: to stay in communication and openness to to work together and learn from each other so

[1:48:22] Voice 4: i i think that was um uh really positive in my experience and i'll leave it there okay thank you

[1:48:32] Trustee Luckham: trustee elliott thanks

[1:48:37] Voice 9: um just advising that um it it has taken me almost two months to get back

[1:48:42] Voice 9: to this issue and i apologize to the main island ltc um we are right now working on a letter to

[1:48:49] Voice 9: to MP Elizabeth May and MLA Adam Olson

[1:48:54] Voice 9: regarding or expressing frustration

[1:48:57] Voice 9: with a lack of support for Transport Canada

[1:49:02] Voice 9: removing vessels that are sinking

[1:49:04] Voice 9: in the Horton Bay area and other anchorages.

[1:49:08] Voice 9: And so that's been on my list for a while,

[1:49:10] Voice 9: but we're getting to it.

[1:49:12] Voice 9: And Chair, maybe you could speak to Gabriola's

[1:49:17] Voice 9: LTC's letter of advocacy,

[1:49:19] Voice 9: Because that's been bouncing between Gabriela and EC with regard to alerting the province to these needing support and guidance with engagement with First Nations beyond referral, regular referrals on sensitive, not just development permit issues.

[1:49:41] Voice 9: issues, but what is good engagement by the province's standards is sort of the question.

[1:49:50] Voice 9: So I think we're hoping to work on that with Senebuk, but I don't know if you want to speak

[1:49:54] Voice 9: to that one.

[1:49:59] Trustee Luckham: Yeah, thank you for that tip. So indeed, there's a necessity broadly across the

[1:50:11] Trustee Luckham: trust area but uh specifically on more recently on gabriola um of the necessity for uh provincial

[1:50:23] Trustee Luckham: support and guidance um with respect to engaging and respecting first nations interests in

[1:50:32] Trustee Luckham: land heritage sites other and otherwise um and director freight i i know that you're aware of

[1:50:43] Trustee Luckham: our interest in seeking that support and guidance from the province and so certainly that's

[1:50:52] Trustee Luckham: an ongoing interest and I think warrants much deeper conversation and formulating some kind

[1:51:02] Trustee Luckham: of an ask that embraces the immediate concerns on Gabriola but also has the ability to support

[1:51:14] Trustee Luckham: and address the issues as they're arising

[1:51:17] Trustee Luckham: and there will be more throughout the trust area.

[1:51:22] Trustee Luckham: So with respect to that advocacy, Director Fader,

[1:51:25] Trustee Luckham: what would you suggest to assist us, Gabriella, LTC

[1:51:33] Trustee Luckham: and LTCs generally in this aspiration, I'll call it?

[1:51:42] Voice 7: So if I might, Cheryl,

[1:51:44] Voice 7: I'll just start with the broader issue of timeliness and coordination.

[1:51:48] Voice 7: So I'll just note this was a function that was typically taken on by the senior policy

[1:51:51] Voice 7: advisor position, which has been seconded to the policy statement project and has left

[1:51:56] Voice 7: a hole in the team.

[1:51:57] Voice 7: So it's currently a bit of a homeless function.

[1:52:00] Voice 7: So I'm grateful that Mike Richards, as our grants manager, has offered to take it on

[1:52:04] Voice 7: the side of his part-time desk to help us with these coordination of these letters.

[1:52:08] Voice 7: But one of the things I'll do is reach out to the regional planning managers, make sure

[1:52:12] Voice 7: sure they're aware that Mike is available to support. It also requires me to assist with some

[1:52:16] Voice 7: of that drafting because it should be happening from within trust area services with the admin

[1:52:20] Voice 7: support from local planning. So I'll work with regional planning managers to try and make sure

[1:52:25] Voice 7: letters are flowing our way in the way that they should be. And we'll provide the support that we

[1:52:29] Voice 7: can. But yes, there is a timeliness issue given that we don't have the primary staff position

[1:52:33] Voice 7: that would typically help with them. With regard to Gabriela, I'm looking forward to learning more

[1:52:38] Voice 7: more about exactly what the letter but who the letter is intended to and what it would say

[1:52:42] Voice 7: um so if anyone would like to give me a call and have a conversation i'd be happy to you know take

[1:52:47] Voice 7: that on around advocacy certainly i've heard a request from comox first nation staff to at the

[1:52:53] Voice 7: possibility of joint advocacy around legislative change relating to heritage protection so it may

[1:52:58] Voice 7: be there may be something there we could um consider so um yeah happy to have further

[1:53:04] Voice 7: conversation and get more detail on that request so

[1:53:07] Trustee Luckham: and

[1:53:09] Voice 7: if i might chair we're just we're in terms

[1:53:12] Voice 7: of guidance from the province with relating to engagement with first nations we are still using

[1:53:16] Voice 7: the provincial guide that's somewhat dated now but that's what they still point us to

[1:53:20] Voice 7: is a provincial guide around first nation engagement we'd be happy to recirculate if

[1:53:24] Voice 7: that's of interest well

[1:53:25] Trustee Luckham: that would be of interest initially but obviously there needs to be then

[1:53:31] Trustee Luckham: and specific advocacy for updating that policy

[1:53:34] Trustee Luckham: because it's inadequate.

[1:53:36] Trustee Luckham: So any advice you have there,

[1:53:37] Trustee Luckham: I'd be grateful for that.

[1:53:39] Trustee Luckham: So perhaps in order to take this in hand,

[1:53:46] Trustee Luckham: perhaps, and if you need direction from me to do that,

[1:53:50] Trustee Luckham: then let's do it.

[1:53:51] Trustee Luckham: But perhaps Vice Chair Elliott and myself

[1:53:53] Trustee Luckham: could have a conference call with you

[1:53:57] Trustee Luckham: to discuss how to advance this more specifically.

[1:54:01] Voice 7: i'd be pleased to okay

[1:54:02] Trustee Luckham: do you want direction for that no that's fine okay so i'll leave it in

[1:54:08] Trustee Luckham: your good hands um to schedule something uh via zoom perhaps um and we could just have that

[1:54:16] Trustee Luckham: conversation i think that would be helpful do you agree advisor elliot yeah okay so let's make that

[1:54:23] Trustee Luckham: happen um and um and uh we'll see where that goes so thank you very much for that offer uh director

[1:54:30] Trustee Luckham: And, of course, understanding that we're launching in the summer here and availability may be challenging for each of us together.

[1:54:40] Trustee Luckham: So let's see how that works.

[1:54:42] Trustee Luckham: And let's utilize our calendars to indicate availability accordingly.

[1:54:47] Trustee Luckham: Okay.

[1:54:49] Trustee Luckham: Anything else for advocacy from anybody?

[1:54:51] Trustee Luckham: No, I will note in passing, Vice Chair Elliott, that the Thetis LTC just approved the bylaw to LUB and OCP amendments with respect to aquaculture zones in the Thetis Island Trust area.

[1:55:14] Trustee Luckham: area. And of course, that ties into the recent denial of a subdivision change for a rezoning

[1:55:25] Trustee Luckham: change in the Theta Sound Trust area for aquaculture use. And so clearly at this

[1:55:35] Trustee Luckham: juncture with the approval of, and these are independent pieces, right? One was a rezoning

[1:55:41] Trustee Luckham: zoning project because of an error in our zoning map and so we've now garnered support from our

[1:55:47] Trustee Luckham: ministry and no objections from other ministries with respect to that authority to zone those

[1:55:53] Trustee Luckham: areas restricting agriculture use and then in conjunction we have an application which has

[1:55:59] Trustee Luckham: been denied which is still in the hands of the province and so we asked at yesterday's meeting

[1:56:06] Trustee Luckham: of the ltc that that uh uh rezoning the ocplub bylaws be forwarded to the ministry for them to

[1:56:16] Trustee Luckham: be clear that other agencies believe that that authority exists with the ltc so just so you know

[1:56:24] Trustee Luckham: that and it's

[1:56:28] Voice 9: a bit of a convoluted thing i apologize for leaving off that ish but it is

[1:56:33] Voice 9: is an advocacy letter you write, it's in my notes.

[1:56:35] Voice 9: Thank you for pointing that out.

[1:56:36] Trustee Luckham: Okay.

[1:56:38] Trustee Luckham: So that does it for advocacy,

[1:56:40] Trustee Luckham: unless there's any questions out there, no.

[1:56:43] Trustee Luckham: So the next item then here, this is our planning services.

[1:56:48] Trustee Luckham: Good work ahead of us here.

[1:56:50] Trustee Luckham: Request for executive committee sponsorship

[1:56:51] Trustee Luckham: or zoning application fee.

[1:56:55] Trustee Luckham: Now are staff bringing this to us?

[1:57:00] Voice 2: Director Cermak?

[1:57:01] Voice 2: Yeah, sorry, my apologies.

[1:57:03] Voice 2: Had a hard time just finding the mute button there

[1:57:05] Voice 2: or the unmute button. Let me just open my notes. Forgive me for taking a moment here.

[1:57:12] Voice 2: Here we are, and there it is. So I can present this, but actually it didn't cross my desk. It

[1:57:21] Voice 2: went straight from the planning admin to the CAO, and the CAO sort of gave their

[1:57:30] Voice 2: recommendation to approve it for the EC. The main concept here is it's a rezoning application

[1:57:36] Voice 2: application for Denman Conservation Group. It's to remove development potential from this one

[1:57:42] Voice 2: particular property and those densities will put into a density bank. So obviously, you know,

[1:57:48] Voice 2: it's a win for that particular property and it's a win for the density bank to hopefully put it

[1:57:52] Voice 2: somewhere, you know, that the community would like to see it. The sponsorship is for the entire

[1:57:59] Voice 2: rezoning amount they meet the qualifications staff recommend approval what we don't have here is I

[1:58:08] Voice 2: don't believe I saw it is what's the total amount left over this is your first full application

[1:58:14] Voice 2: sponsorship request this term this is part of this fiscal and I believe it's 15,000 but forgive me I

[1:58:23] Voice 2: don't have that open in front of me I'd have to open up your the budget but I believe it takes

[1:58:28] Voice 2: except about half of your budget.

[1:58:31] Voice 2: Oh, there it is.

[1:58:32] Voice 2: Yeah, test council budgeted $15,000.

[1:58:34] Voice 2: So this is just under,

[1:58:37] Voice 2: or just over half of the allocated budget.

[1:58:42] Voice 2: It's everything for me.

[1:58:44] Trustee Luckham: Okay, thank you.

[1:58:46] Trustee Luckham: Trustee Maude.

[1:58:48] Trustee Maude: Thank you, Chair.

[1:58:50] Trustee Maude: Yeah, it's one of the victims of the rising

[1:58:54] Trustee Maude: of the application fees is,

[1:58:58] Trustee Maude: I think that we're gonna have to look at raising

[1:59:00] Trustee Maude: our our budget next budget cycle we already did that once but this is a very

[1:59:08] Trustee Maude: honorable and strong community cause it's it's literally a conservative

[1:59:16] Trustee Maude: organization doing the right thing I'm happy to make the motion so I will move

[1:59:26] Trustee Maude: that the executive committee approved financial sponsorship for the eight

[1:59:30] Trustee Maude: $8,115.12 application fee for rezoning application PLRZ20240055 from the Deadman

[1:59:42] Trustee Maude: Conservancy Association.

[1:59:48] Trustee Luckham: Okay, so moved. Seconding. Trustee Elliott, did your hand

[1:59:53] Trustee Luckham: up there for seconding? No. Happy

[1:59:58] Voice 9: to second and then just to speak to you.

[2:00:00] Voice 9: it when when the opportunity arises

[2:00:01] Trustee Luckham: okay well then uh david mod do you have anything further to add

[2:00:05] Trustee Maude: nothing further

[2:00:06] Trustee Luckham: to add the only thing

[2:00:07] Trustee Maude: i would from a staff's perspective for formatting i really

[2:00:11] Trustee Maude: appreciate when the recommendations are bolded um because it's easier to pick out of out of the

[2:00:17] Trustee Maude: memo so um just that little piece of feedback for staff okay

[2:00:23] Trustee Luckham: and uh so vice chair elliott

[2:00:26] Trustee Luckham: you have some remarks uh

[2:00:28] Voice 9: thank you uh i'll just note that the last in the last fiscal um gabriela

[2:00:32] Voice 9: island benefited from a similar um sponsorship around eight thousand dollars for the agricultural

[2:00:40] Voice 9: co-op association for rezoning so um yeah i think this is right in line with um with our mandate

[2:00:48] Voice 9: and with supporting local community uh agriculture and in this case uh conservation so i'm fully in

[2:00:54] Voice 9: support and i agree with vice chair maude that we will need to increase the budget for sponsorship

[2:00:59] Voice 9: uh probably next term so happy to support this motion yeah

[2:01:08] Trustee Luckham: um i guess we'll have to director

[2:01:11] Trustee Luckham: cermak keep track of that uh budget expenditure with relation to future requests okay we'll do

[2:01:22] Voice 2: so mr chair it should say on each application if you don't mind me just jumping in there uh

[2:01:26] Voice 2: what you've spent and what's left.

[2:01:28] Voice 2: So I'll make sure that it's clear in the future reporting.

[2:01:31] Trustee Luckham: Okay, thank you.

[2:01:32] Trustee Luckham: So is there any further discussion?

[2:01:36] Trustee Luckham: Gesundheit there, Director.

[2:01:38] Trustee Luckham: All those in favor, please raise your hands electronically or physically.

[2:01:42] Trustee Luckham: And so that carries unanimously.

[2:01:45] Trustee Luckham: Excellent.

[2:01:46] Trustee Luckham: Good work.

[2:01:47] Trustee Luckham: Thank you very much.

[2:01:48] Trustee Luckham: And thank you to the Denman Conservancy for the work that they're doing.

[2:01:53] Trustee Luckham: Correspondence.

[2:01:53] Trustee Luckham: section 10 page 93 of the agenda a letter from trustee morrison regarding policy for conference

[2:02:04] Trustee Luckham: reporting um that's been a bit of a discussion back and forth at council and by email um

[2:02:11] Trustee Luckham: i don't know if there's any specific response necessary here um we could receive it for

[2:02:18] Trustee Luckham: information what's the pleasure of the committee uh trustee peterson um

[2:02:32] Voice 4: my interest is really just

[2:02:34] Voice 4: into in some uh incons contrary to what i said on a different topic my interest is uh

[2:02:42] Voice 4: his his inconsistency here um

[2:02:48] Voice 4: the the the point that i clearly recall is that by requesting uh written reports we were um

[2:02:56] Voice 4: attempting to save some time at trust council i'm not opposed to hearing verbal reports

[2:03:05] Voice 4: certainly if there was some time crunch or capacity issues for a trustee not to get a

[2:03:13] Voice 4: written report out to the to the trust council i'd be okay hearing it and verbally i don't want

[2:03:19] Voice 4: want to make a reporting out um uh for trustees involved in these um in these uh bits uh onerous

[2:03:28] Voice 4: in any way so um however i do support the original notion that by mostly going with written then we

[2:03:36] Voice 4: take up less time at trust council so i'm not sure where we should go on this if we need to

[2:03:42] Voice 4: make any decision at this point or or maybe that's really um trust council's discretion

[2:03:49] Voice 4: I don't know if you want to make a recommendation okay

[2:03:55] Trustee Luckham: so um vice chair Elliott I see director

[2:04:00] Trustee Luckham: Prater has perhaps some policy advice yeah

[2:04:04] Voice 9: I'll defer to

[2:04:04] Voice 7: director Prater there um I can let you

[2:04:09] Voice 7: know that your um trustee training and conferences um policy in section 2.1 says that trustees are

[2:04:15] Voice 7: expected to provide a verb a written or verbal report to the approving authority body and to

[2:04:21] Voice 7: trust counsel at the next quarterly meeting. So it does allow for verbal reporting. Okay.

[2:04:31] Trustee Luckham: Vice Chair Elliott.

[2:04:33] Voice 9: Yes. And so in my eagerness to ensure that we followed that policy, because

[2:04:40] Voice 9: as a new trustee, I was just made aware of that after attending my first AVICC and I think a staff

[2:04:48] Voice 9: member. I was like, what are we supposed to do with this information? And that's when I was

[2:04:54] Voice 9: was informed of the policy. And so I have tried to bring this forward after each conference. UBCM,

[2:05:01] Voice 9: I think we missed out on the opportunity again. I'm not sure what happened. The notes were

[2:05:06] Voice 9: lost in a computer malfunction, I believe. But this is our responsibility. And it was not meant

[2:05:14] Voice 9: to put any focus on any one trustee. And I think Trustee Morrison may be, I'm not sure what this

[2:05:24] Voice 9: email means. Nobody was asking for reimbursement or that she should not have attended. I just

[2:05:31] Voice 9: brought this forward as, hey, here's some information. We need to provide this education

[2:05:38] Voice 9: that, you know, we're bringing this back to Trust Council in some way. And I had offered to collate

[2:05:45] Voice 9: the notes. So I think this kind of got mixed up. And I've written to Trustee Morrison personally to

[2:05:50] Voice 9: to hopefully clear that up but i hope this doesn't imply that there's a burden of reporting

[2:05:59] Voice 9: that this just got very confusing and i'm not sure what happened anyways i don't think anything

[2:06:06] Voice 9: needs to be done i i think whoever attends a conference should try to provide a written report

[2:06:12] Voice 9: if they can't let's make space on the agenda for uh verbal reports absolutely

[2:06:20] Trustee Luckham: let's just receive

[2:06:21] Trustee Luckham: it for information and i think indeed the best practice would be when possible to provide written

[2:06:27] Trustee Luckham: reporting and uh as a backup uh verbal reporting at um council would be appropriate so uh director

[2:06:36] Trustee Luckham: freighter um

[2:06:37] Voice 7: i'll just mention that i'll speak with the interim cao in the past we staff again

[2:06:42] Voice 7: the senior policy advisor position you currently don't have very resourced would collate all the

[2:06:47] Voice 7: reports from trustees. In some cases, when I held that role, I would interview them and take notes

[2:06:51] Voice 7: about what they had attended at the conference and any takeaways they had. And then staff would

[2:06:55] Voice 7: compile a written summary of UBCM reporting and AVICC reporting would then be provided to all

[2:07:00] Voice 7: trustees as sort of an accountability measure for the funds expended. So that has fallen away out

[2:07:05] Voice 7: of practice in recent years, but there may be merit in revisiting that idea of providing a

[2:07:10] Voice 7: report. It also provides some transparency from the public around what's happened and what advocacy

[2:07:15] Voice 7: conversations were undertaken so maybe something to reconsider in the future um

[2:07:20] Trustee Luckham: yeah director

[2:07:21] Trustee Luckham: thank you for um uh raising that because indeed in the past it was

[2:07:29] Trustee Luckham: better handled because staff did it um and there was a desire to try and reduce the burden on staff

[2:07:35] Trustee Luckham: and maybe that's um part of the problem or not um but let's uh consider this ubcm is coming up and

[2:07:43] Trustee Luckham: And so let's try and adhere to some reasonable process.

[2:07:49] Trustee Luckham: So, Trustee Maude.

[2:07:52] Trustee Maude: Thank you, Chair.

[2:07:52] Trustee Maude: Just to finish up the conversation,

[2:07:55] Trustee Maude: is that attendance of all of these events is voluntary

[2:08:00] Trustee Maude: and normally at the request, in this case, of the trustees.

[2:08:05] Trustee Maude: And maybe perhaps there's a communication component that's missing

[2:08:10] Trustee Maude: that when somebody applies to go to something ADXCC or UBCM

[2:08:14] Trustee Maude: and we're sponsoring things,

[2:08:19] Trustee Maude: that that expectation for a written report

[2:08:24] Trustee Maude: be given at the time of approval or time of application going.

[2:08:28] Trustee Maude: The expectation is after the event that you'll do that.

[2:08:33] Trustee Maude: Because it makes me uncomfortable when it says

[2:08:37] Trustee Maude: I do not get paid enough to provide written reports you know well if you're not paid enough

[2:08:43] Trustee Maude: then you shouldn't have put in an application to attend so I'll leave it at that yeah

[2:08:53] Trustee Luckham: I think the

[2:08:53] Trustee Luckham: expectation is the important part to lay that out okay so we'll receive this information at this

[2:09:00] Trustee Luckham: time all right so let us continue on uh so this brings us to the uh current work program and um

[2:09:09] Trustee Luckham: The review and amendment of that work program happens prior to this meeting.

[2:09:17] Trustee Luckham: Obviously, we're in a bit of a state of flux with the CAO, who clearly monitors this for us on our behalf.

[2:09:27] Trustee Luckham: Director Fader, do you have any remarks at this time, or we'll just receive it for information, unless there's questions from any of the executives?

[2:09:36] Voice 7: Certainly. Thank you, Chair.

[2:09:37] Voice 7: So it's for you to consider, are these in the order that you wish them addressed?

[2:09:41] Voice 7: And I would note on number five of your priorities, it could likely be removed as we have, you have

[2:09:45] Voice 7: already endorsed a communication strategy. So if you wished, you could remove that from your work

[2:09:50] Voice 7: program. And if you wish, you could certainly defer this to the next meeting and have it in

[2:09:55] Voice 7: discussion with your interim CAO. But if there is some prioritizing that you'd like to undertake

[2:09:59] Voice 7: now, I would certainly encourage you to do so.

[2:10:04] Trustee Luckham: Is there any reprioritizing at this time?

[2:10:08] Trustee Luckham: Okay, so let's leave that in place. Now, we're a wee bit ahead of schedule here. There was a desire to amend the decision highlights. Have you had any opportunity to think about that or should we pause at this time, maybe take a 15 minute break and you could do that and then we'll come back and then we'll just wrap up this meeting.

[2:10:34] Trustee Luckham: so let's take a 15 minute break then alexandra and we'll reconvene at 11 45 is that all right

[2:10:41] Voice 3: okay

[2:10:42] Trustee Luckham: thank you everybody just

[2:10:49] Voice 8: want it noted for the record director freighter and i worked over

[2:10:53] Voice 8: the break but happy to do it we have such great staff and great

[2:11:11] Trustee Luckham: vice chairs are we all back here

[2:11:19] Trustee Luckham: i

[2:11:21] Voice 11: think we are missing director freighter at the moment chair luckham

[2:11:26] Trustee Luckham: okay perhaps we can get the

[2:11:29] Trustee Luckham: uh new version of the highlights up on the screen while we're waiting

[2:11:32] Trustee Luckham: but i'm presuming that um director freighter has endorsed the uh i

[2:11:40] Voice 11: don't have that as of yet

[2:11:42] Voice 11: chair luckham director

[2:11:44] Voice 9: freighter was literally editing them on the fly so i think we'd need

[2:11:48] Voice 9: to share from her screen i don't think she's in the room she's technically on vacation right yes

[2:11:53] Trustee Luckham: she is oh okay well let's uh maybe just proceed here just for the moment um we have a closed

[2:12:00] Trustee Luckham: uh meeting here coming up as well i wanted to do that at the very end so the public doesn't

[2:12:05] Trustee Luckham: have to linger around um our next scheduled meeting is uh july the 23rd as noted earlier

[2:12:14] Trustee Luckham: That's also the Ounce Trust Conservancy Board Executive Committee meeting, live and in person in the boardroom in Victoria, summer in Victoria.

[2:12:24] Trustee Luckham: There we go.

[2:12:30] Trustee Luckham: And then July 24th is the next Executive Committee meeting, 9-15.

[2:12:39] Trustee Luckham: There's Director Frater.

[2:12:41] Trustee Luckham: So let's go back to item 7.2.1, July Trust Council Business Decision Highlights.

[2:12:55] Trustee Luckham: Do you have an amended version of that, Director Frater, that you could share?

[2:13:00] Voice 7: I do. If Alexandra could stop sharing the screen, I will share my screen.

[2:13:07] Voice 7: Thank

[2:13:08] Trustee Luckham: you.

[2:13:10] Trustee Luckham: So do you want to just summarize that?

[2:13:12] Trustee Luckham: that.

[2:13:14] Voice 7: Okay, well, I can bring it on screen for you here. Can you see the highlights I've got on

[2:13:17] Voice 7: screen? Yes. Okay, so I've, I've read with, in collaboration with Vice Chair Elliott, redone the

[2:13:24] Voice 7: strategic planning session write-up, if you could give that a read and see if that's appropriate.

[2:13:29] Voice 3: Okay.

[2:13:35] Voice 9: The only question here is, is it 2025 to 29? I thought it was for five years. I will,

[2:13:43] Voice 9: I will just highlight that, and I will

[2:13:44] Voice 7: confirm the dates before it goes public. That

[2:13:47] Voice 8: would be great.

[2:13:55] Voice 7: So, any concern with this wording here?

[2:13:59] Voice 6: It's just small to read.

[2:14:05] Trustee Luckham: If you could make that wider at

[2:14:06] Voice 3: all, that would be great.

[2:14:08] Trustee Luckham: That would be great.

[2:14:10] Trustee Luckham: Thank you.

[2:14:12] Trustee Luckham: Anyway, that's fine.

[2:14:16] Voice 7: Okay.

[2:14:16] Voice 7: You okay to go down to the next section for changes?

[2:14:19] Trustee Luckham: Yes.

[2:14:21] Trustee Luckham: I am anyway.

[2:14:24] Voice 7: Oh, okay.

[2:14:27] Voice 7: So, these are the new sections that would be added.

[2:14:38] Trustee Luckham: Yeah.

[2:14:38] Trustee Luckham: Yeah. And you, and by convenience, you got a additional line break in there for the 50th

[2:14:43] Trustee Luckham: anniversary recognition. Yeah,

[2:14:45] Voice 7: we will fix

[2:14:45] Trustee Luckham: that. Okay. Trustee Peterson.

[2:15:07] Voice 4: Any added, uh, under Russ Hudson pillar, eight years. Thank you. Very good.

[2:15:19] Trustee Luckham: Okay. So does that, uh, look fine to everybody not hearing anything otherwise, then I'll take

[2:15:28] Trustee Luckham: it by general consent that the amended version of the trust council highlights be endorsed and

[2:15:35] Trustee Luckham: posted to the appropriate locations by general consent thank

[2:15:40] Voice 8: you director frader that was quick

[2:15:42] Voice 8: work appreciate that well

[2:15:45] Trustee Luckham: thank you and um without stating the obvious would be good to get some of

[2:15:49] Trustee Luckham: that feedback in or in advance of the meeting but that's we managed today it was great so there's a

[2:15:56] Trustee Luckham: motion there to go in camera. I want to thank the members of the public for joining us today

[2:16:00] Trustee Luckham: and we will not be returning to other than to adjourn the meeting. I don't believe there'll

[2:16:07] Trustee Luckham: be anything to rise and report but certainly that will be reported at the beginning of our

[2:16:12] Trustee Luckham: next meeting on July the 24th. So thank you very much. Let's get that motion to go in.

[2:16:22] Trustee Luckham: Chair? Yes.

[2:16:29] Voice 4: I had a request over the break to forward the highlights document to trustees by

[2:16:37] Voice 4: email. I just wonder if that's, is that easily accomplished

[2:16:41] Voice 4: or is that?

[2:16:45] Trustee Luckham: I think that's normally

[2:16:46] Trustee Luckham: done as a course of events, Director Frater.

[2:16:48] Voice 7: Typically, we've encouraged trustees to sign

[2:16:50] Voice 7: up for the subscription service. It certainly adds to administrative efficiencies. It allows

[2:16:56] Voice 7: us to sort of track the uptake we have in correspondence we can run analytics on things

[2:17:00] Voice 7: and really that is our staff's preferred method for distributing item communication items such

[2:17:06] Voice 7: as this of course we'll take your direction but it's our request that we then have trustees

[2:17:11] Voice 7: signing up for the you know services that are put in place for delivering communication products

[2:17:15] Voice 7: such as this

[2:17:16] Trustee Luckham: that's brilliant advice and i would recommend that and obviously it is on the will be

[2:17:22] Trustee Luckham: be posted to the website so it's accessible there as well in trust council business correct

[2:17:26] Trustee Luckham: yes

[2:17:27] Voice 7: and if you have trustees that aren't receiving it i would typically encourage them to go subscribe

[2:17:32] Voice 7: for the trust council yeah

[2:17:34] Trustee Luckham: that's what it's there for yes can we proactively add all trustees to

[2:17:41] Trustee Luckham: that i realize that's maybe i

[2:17:43] Voice 7: can i can speak with morgana about that of course there's some

[2:17:46] Voice 7: trustees that don't wish to receive it so if we add them they may then respond with requests to

[2:17:50] Voice 7: be unsubscribed, but I can speak with Morgana.

[2:17:52] Trustee Luckham: Well, as long as they don't request for us to

[2:17:54] Trustee Luckham: email them things that we're delivering through a different system. With all due respect. Yeah.

[2:18:00] Trustee Luckham: Yeah. Okay. So thank you, Tim. So look after that. And I guess if there were specific names

[2:18:06] Trustee Luckham: at this point in time that could be forwarded to Director Frater, it would be one more message to

[2:18:12] Trustee Luckham: go out. So let's get a motion to go in camera. It's on the screen.

[2:18:24] Voice 4: I move that the meeting be

[2:18:26] Voice 4: closed to the public subject to sections 91 g and i of the community charter in order to consider

[2:18:32] Voice 4: matters related to litigation or potential litigation affecting the municipality and

[2:18:38] Voice 4: receipt of advice that is subject to solicitor client privilege including communications

[2:18:42] Voice 4: necessary for that purpose and that staff attend the meeting uh

[2:18:49] Trustee Luckham: move to have a seconder

[2:18:53] Trustee Luckham: uh trustee uh maude thank you very much uh moved in second uh call for the vote all those in favor

[2:18:59] Trustee Luckham: any opposed none opposed that carries unanimously right very good so thank you everybody for uh

[2:19:09] Trustee Luckham: joining us today at the executive committee meeting and we have just returned from in camera

[2:19:15] Trustee Luckham: we will be rising and reporting at the beginning of our next meeting um but just for the record

[2:19:21] Trustee Luckham: we just advanced three legal uh files uh for litigation and adopted the minutes of the

[2:19:28] Trustee Luckham: the previous meetings. So if there's no further business today, I will call for adjournment

[2:19:33] Trustee Luckham: and wish you all well for the rest of the days. All those in favor? That carries unanimously.

[2:19:40] Trustee Luckham: Thank you very much, everybody.

______________________________________________________________________________ 
Executive Committee  
Minutes of a Regular Meeting  
July 3, 2024  ADOPTED  Page 1 of 7 
 
                                             Executive Committee 
Minutes of a Regular Meeting 
 
Date:  
Location:  
July 3, 2024 
Electronic Meeting 
 
Members Present: Peter Luckham, Chair, Thetis Trustee  
 Tobi Elliott, Vice-Chair, Gabriola Trustee  
 David Maude, Vice-Chair, Mayne Trustee (In Victoria Boardroom)  
 Timothy Peterson, Vice-Chair, Lasqueti Trustee  
   
Staff Present: Clare Frater, Director, Trust Area Services   
 Stefan Cermak, Director, Planning Services  
 Warren Dingman, Manager, Bylaw Enforcement (In Victoria Boardroom)  
 Alexandra Trifonidis, Executive Coordinator/Recorder (In Victoria Boardroom)  
   
Members of the public 
present: 
No members of the public were present.   
1. CALL TO ORDER 
Chair Luckham called the meeting to order at 9:16 a.m., and provided a territorial welcome. 
Trustees and staff introduced themselves.   
2. APPROVAL OF AGENDA 
2.1 Introduction of New Items 
  The following addition to the agenda was presented for consideration: 
 7.3.1 Local Trust Committee Chair Role 
2.2 Approval of Agenda 
   By general consent the agenda was adopted as amended. 
2.2.1 Agenda Context Notes – None. 
3. RISE AND REPORT DECISIONS FROM PREVIOUSLY CLOSED MEETING – None. 
4. ADOPTION OF MINUTES 
4.1 Draft Executive Committee Meeting Minutes of June 18, 2024 
By general consent the Executive Committee meeting minutes of June 18, 2024, 
were adopted as presented.  
  

 
______________________________________________________________________________ 
Executive Committee  
Minutes of a Regular Meeting  
July 3, 2024  ADOPTED  Page 2 of 7 
 
5. FOLLOW UP ACTION LIST AND UPDATES 
5.1 Follow Up Action List/Director/CAO Updates 
The Committee reviewed the follow up action list, and Directors provided brief reports.  
5.2 Local Trust Committee Chair Updates 
Local trust committee chairs provided updates on recently attended and upcoming local 
trust committee meetings.  
5.3 Islands Trust Conservancy Liaison Update 
  Nothing to report.  
6. BYLAWS FOR APPROVAL CONSIDERATION 
6.1 Mayne Island Local Trust Committee - Bylaw No. 193 - RFD 
  Vice-Chair Elliot presented the request for decision.  
 
EC-2024-080 
It was MOVED and SECONDED, 
that the Islands Trust Executive Committee approve Mayne Island Local Trust 
Committee Bylaw No. 193, cited as “Mayne Island Land Use Bylaw No. 146, 
2008, Amendment No. 1, 2023” in accordance with Section 27 of the Islands 
Trust Act. 
CARRIED 
7. TRUST COUNCIL MEETING PREPARATION 
7.1 Roundtable Review of June 18-20 Trust Council Meeting 
The Committee commenced a roundtable review of June’s Trust Council meeting. 
Positive reviews have been received verbally on the venue and location of June’s Trust 
Council meeting.  
Discussion ensued on the following: 
 Strategic planning exercise, with the group sharing consensus that there 
was room for improvement with regard to the facilitation.  
 MLA Olsen’s presentation  
 Receiving meeting feedback from trustees in the form of a survey. 
 Staff’s input on the meeting.  
7.1.1 Delegation Presentation Materials in Trust Council Agendas 
Vice-Chair Elliott spoke to the item supporting a new procedure, used for the 
June 2024 Trust Council meeting, for distributing supplementary materials 
provided by delegations or presenters outside of the agenda package to reduce 
the size of the agenda package and to have the focus of the agenda be more on 
Trust Council business.  

 
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   Discussion ensued on the following points:  
 Staff capacity to add an additional step in the agenda package creation 
process  
 Islands Trust policy  
 Transparency for the public to access documents 
 Different time allocations and agenda considerations for the following: 
o delegations  
o presenters 
o lobby groups 
o corporate presentations 
o public comment period 
EC-2024-081 
It was MOVED and SECONDED,  
that Executive Committee requests staff to investigate other local 
government practices and policies respecting delegations, public comments 
and presentations to Council, including the Capital Regional District, 
Regional District of Nanaimo and Cowichan Valley Regional District, for 
consideration of Trust Council. 
CARRIED 
7.1.2 Public Comment Period Opportunities 
The Committee discussed where the public comment period should be placed 
on the agenda to address the needs of the public.  
   Discussion ensued on: 
 the challenge in meeting the needs of everyone 
 consideration of daytime and evening sessions 
 options available to the public to be included in the session, such as 
electronic and in-person participation.  
7.2 Executive 
7.2.1 June Trust Council Business Decision Highlights 
The Committee reviewed the June Trust Council Business Decisions Highlights 
document and suggested amendments to staff. 
The following changes were suggested: 
 In the strategic planning section: omit livestreaming information, 
include who facilitated, and mention the previous Trust Council session 
in March. 
 Add the following items: 
o Islands Trust’s 50
th
 anniversary recognition event 
o Chief Administrative Officer Russ Hotsenpiller’s retirement 
o MLA Adam Olsen’s address to Trust Council  

 
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Vice-Chair Elliot offered to work with staff on the suggested amendments over 
the break before bringing the document back to the Committee for approval. 
7.2.2 Trust Council Follow Up Action List 
Received for information.  
7.3 Planning Services   
  7.3.1 Local Trust Committee Chair Roles 
Chair Luckham spoke to the item, sharing with the Committee and staff that 
comments have been received regarding all parties involved needing clarity on 
the role of the local trust committee chair and responsibilities associated with 
the following: agenda creation and approval, correspondence and letter writing, 
and the designated spokesperson.  
Staff offered a chair re-orientation session to Executive Committee.  
Discussion ensued on the following points: 
 Inconsistency in local trust committee agenda item ordering and 
meeting procedures 
 Islands Trust policy and procedure   
 Individuality and differences in local trust committees  
 Concerns and frustrations received 
7.4 Administrative Services – None. 
7.5 Trust Area Services – None. 
8. EXECUTIVE COMMITTEE PROJECTS 
8.1 Trust Council Initiated – None. 
8.2 Executive Committee Initiated 
8.2.1 Executive – None. 
8.2.2 Trust Area Services – None. 
8.2.3 Planning Services – None. 
8.2.4 Administrative Services 
8.2.4.1 Consideration of Reimbursement  
Vice-Chair Maude introduced the item sharing that at June’s Trust 
Council meeting Trust Gedye purchased, with her own funds, books for 
all trustees, which benefited trustees and addressed a problem she had 
earlier brought to Executive Committee with regards to asking for 
support on specific issues arising in committee meetings.  
    The Committee discussed the following: 
o How public funds are spent 

 
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o What budget line the expense would come from. The Trust 
Council Trustee Training expense budget has $5,000.00 
available. 
o Whether a decision to reimburse the funds would be precedent 
setting 
o Policy guidance 
EC-2024-082 
It was MOVED and SECONDED, 
that Executive Committee request that Trustee Gedye be 
reimbursed in the amount of $596.98 for the purchase of Eli Mina 
books, from the Trust Council Training budget.  
CARRIED 
9. NEW BUSINESS 
9.1 Executive/Trust Council – None. 
9.2 Trust Area Services 
9.2.1 LTC Chairs Report on Local Advocacy Topics 
  Local trust committee chairs reported on the following local advocacy topics: 
 Salt Spring Island Local Trust Committee and select staff had a meeting 
with the Chief of Tsawout in late June to discuss a shared commitment 
in improving communication going forward. 
 Mayne Island Local Trust Committee is working on a letter to MP 
Elizabeth Olsen and MLA Adam Olsen expressing frustration regarding a 
lack of support from Transport Canada in removing sinking or derelict 
boats in their region. 
 Gabriola Island Local Trust Committee is looking for support and 
guidance from the Province about engaging and respecting First Nations 
interests in land heritage sites. Staff will assist the local trust committee 
in steps to move this forward.  
 Thetis Island Local Trust Committee recently approved Land Use Bylaw 
and Official Community Plan amendments with respect to aquaculture 
zones in the local trust committee area.  
9.3 Planning Services 
9.3.1 Request for Executive Committee Sponsorship of Rezoning Application Fee - RFD 
Director Cermak presented the request for decision noting, if approved, this 
would spend over half of the allocated annual budget.  
 
EC-2024-083 
It was MOVED and SECONDED, 

 
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that the Executive Committee approve financial sponsorship for the 
$8,115.12 application fee for rezoning application PLRZ20240055 from 
the Denman Conservancy Association. 
CARRIED 
9.4 Administrative Services – None. 
10. CORRESPONDENCE (for information unless raised for action)  
10.1 2024-06-27 Trustee Morrison - Trust Council policy on conference reporting 
  The Committee discussed the following: 
 Consistency of reporting.  
 The amount of time saved on Trust Council agendas when written reports are 
provided. 
 Islands Trust policy 
A personal response to the writer has been provided. 
Received for information.  
11. WORK PROGRAM 
11.1 Review and amendment of current work program 
  Received for information. 
The Committee recessed for a break at 11:27 a.m. and reconvened at 11:45 a.m. 
12. NEXT MEETING 
The next scheduled meeting of Executive Committee is the Islands Trust Conservancy Board / 
Executive Committee Liaison meeting July 23, 2024, at 1:00 p.m. in the Victoria Office 
Boardroom.  
The next scheduled Executive Committee meeting will be held electronically on Wednesday, July 
24, 2024, at 9:15 a.m. 
13. CLOSED MEETING  
The Committee readdressed item 7.2.1. June Trust Council Business Decision Highlights. 
By general consent the amended version of the Trust Council Highlights be endorsed 
and posted to the appropriate locations.  
At this time, it was brought to the attention of the Committee that the Executive Committee 
received a request from a fellow trustee asking for the Decision Highlights to be sent out to all 
trustees via email.  
The Committee requested all trustees sign up for the Islands Trust subscriber notice through 
which the highlights document is circulated.  

 
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EC-2024-084 
It was MOVED and SECONDED, 
that the meeting be closed to the public subject to Sections 90(1)(g) and (i) of the 
Community Charter in order to consider matters related to litigation or potential 
litigation affecting the municipality, and receipt of advice that is subject to solicitor-
client privilege, including communications necessary for that purpose, and that staff 
attend the meeting. 
CARRIED 
The meeting was closed to the public at 11:53 a.m. and reconvened in open meeting at 12:21 p.m. 
Vice-Chair Maude left the meeting at 12:12 p.m. 
14. ADJOURNMENT 
  By general consent the meeting was adjourned at 12:22 p.m. 
 
 
 
_________________________ 
Peter Luckham, Chair 
 
Certified Correct: 
 
________________________ 
Alexandra Trifonidis, Executive Coordinator