Islands Trust Executive Committee regular meeting, July 24, 2024

[0:00:00] Trustee Luckham: Live streaming also? We

[0:00:02] Voice 14: are live streaming. All right, very

[0:00:04] Trustee Luckham: good then. Well, good morning,

[0:00:07] Trustee Luckham: everyone. Executive Committee, staff, and members of the public and trustees that are joining us

[0:00:14] Trustee Luckham: online today. This is the Executive Committee regular agenda meeting of Wednesday, July

[0:00:21] Trustee Luckham: the 24th. It's an electronic meeting, although we do have some members, one member joining us

[0:00:28] Trustee Luckham: in the boardroom along with staff in the boardroom in Victoria. I'm grateful here. My name is Peter

[0:00:36] Trustee Luckham: Luckham. I'm elected chair of stress council, chair of this committee, and grateful to live

[0:00:42] Trustee Luckham: and work in Coast Salish Territory here on Thetis Island in Penelope and Laiakson Territory.

[0:00:52] Trustee Luckham: There's a lot to consider every day when we think about this place that we call home

[0:00:58] Trustee Luckham: that has been the home to the First Nations peoples since time immemorial.

[0:01:04] Trustee Luckham: We had an event here on Thetis last week recognizing and

[0:01:14] Trustee Luckham: identifying a name of a refuge location on Thetis Island that was used when there was

[0:01:20] Trustee Luckham: some concern for the safety and well-being of the community and their canoes. We had a little

[0:01:29] Trustee Luckham: celebration of sorts in that location. We had some guest speakers from Penelope and were reminded

[0:01:35] Trustee Luckham: about the fact that it's problematic to invite somebody to say something at an occasion on

[0:01:46] Trustee Luckham: their own land. And so that was sobering for many to reflect on that. But I was grateful to

[0:01:54] Trustee Luckham: hear that message about the history of this place. Anyway, so let me proceed with roundtable

[0:02:04] Trustee Luckham: introductions here. I see Trustee Elliott on my screen on the top right-hand side there, so

[0:02:08] Trustee Luckham: over to you.

[0:02:10] Voice 13: Good morning, everyone, members of Executive Committee, Chair and staff. I'm grateful

[0:02:16] Voice 13: to be joining you here from Snennemuc First Nation Territory on Gabriela Island and super happy to

[0:02:26] Voice 13: see some cloudiness overhead after last week's heat wave. All the plants are grateful and I am

[0:02:32] Voice 13: too. Happy to be with you all.

[0:02:36] Trustee Luckham: Very good and so Tim Peterson is the next person I see on my screen.

[0:02:43] Voice 11: Good morning from Hueyte, Laskete Island.

[0:02:46] Voice 11: Also happy to see a little bit of a break from the heat.

[0:02:51] Voice 11: And glad to be joining y'all.

[0:02:54] Trustee Luckham: Good.

[0:02:56] Trustee Luckham: David Maude, you're in the boardroom there in Victoria.

[0:03:00] Trustee Maude: Greetings from Oak Bay.

[0:03:01] Trustee Maude: It's a very smoky and a

[0:03:04] Voice 5: time

[0:03:07] Trustee Maude: to reflect on what happens in summer.

[0:03:10] Trustee Maude: is uh wildfires are a reality and i tell you the drive-in for all the way from main island all the

[0:03:16] Trustee Maude: way in was very smoky and um kind of daunting so anyhow greetings from my elected area of main

[0:03:24] Trustee Maude: island the traditional home of wasabi people and looking forward to a great and enjoyable meeting

[0:03:29] Trustee Maude: very

[0:03:31] Trustee Luckham: good um thank you so i'm just going to turn over to uh staff here now i want to acknowledge

[0:03:37] Trustee Luckham: Julia Mobs for the first time as acting CAO and in her interim position here while we're

[0:03:48] Trustee Luckham: recruiting for a new CAO. Good morning, Julia. Thank you very much for stepping up and thank

[0:03:54] Trustee Luckham: you for the work that you've already been doing. Over to you for any introduction remarks.

[0:04:01] Voice 6: Good morning, Executive Committee. It's good to be here with you this morning. Of course,

[0:04:06] Voice 6: stock coming in electronically for this meeting. I am currently situated in the traditional

[0:04:12] Voice 6: territories of the Lekwungen speaking people. Thank

[0:04:15] Trustee Luckham: you. Stefan Cermak, Regional Director

[0:04:19] Trustee Luckham: Planning Services. Good

[0:04:24] Voice 2: morning, everybody. I'm coming to you from Salt Spring Island,

[0:04:27] Voice 2: the home of many First Nations, and I'm grateful to be coming from their unceded territory. It's

[0:04:33] Voice 2: pleasure to be here thank you very

[0:04:35] Trustee Luckham: good thank you um and david marler director of legislative

[0:04:39] Trustee Luckham: services information systems i think we call you now hi

[0:04:43] Voice 7: yeah thank you and good morning everybody

[0:04:46] Voice 7: and uh happy to be living and working on lagoon win territory thank you

[0:04:53] Trustee Luckham: right very good so i think that catches everybody we have some regrets from uh director freighter

[0:05:01] Trustee Luckham: and um joe elliott our indigenous liaison and um so thank you to them for their work

[0:05:12] Trustee Luckham: in the absence um is there somebody else at the table there that i'm missing

[0:05:18] Trustee Luckham: sir

[0:05:19] Voice 14: look and we do have jason yeomans and uh jeffrey the is manager here as well oh very good

[0:05:26] Trustee Luckham: Good. So, Jason Yeomans, good morning. Thank you for your work and your new role there.

[0:05:32] Trustee Luckham: Appreciate having you there. And please help me out there again. Alexandra,

[0:05:37] Trustee Luckham: maybe just make an introduction to our new IS manager.

[0:05:43] Voice 14: This is Jeff. Can you see Jeffrey in the corner here? He is a bit hidden. He's waving. He is our

[0:05:49] Voice 14: new IS manager. And this is Chair Luck in the Executive Committee, Vice Chair Elliott, Vice

[0:05:55] Voice 14: Vice-Chair Mudd and Vice-Chair Petersen.

[0:05:58] Trustee Luckham: Very good. Well, welcome aboard, Jeffrey. Hopefully

[0:06:02] Trustee Luckham: everything, you're finding everything suiting your expectations and look forward to your work.

[0:06:10] Trustee Luckham: There's certainly plenty of it. We have a reasonably complex system and I have a past

[0:06:16] Trustee Luckham: background in information systems myself, so I understand some of the work that you do. And so

[0:06:22] Trustee Luckham: So thank you very much for joining us today.

[0:06:28] Trustee Luckham: Okay, so let us continue on then

[0:06:32] Trustee Luckham: with the call to calling the meeting to order

[0:06:35] Trustee Luckham: and approval of agenda.

[0:06:39] Trustee Luckham: Ask if there's any additional items

[0:06:41] Trustee Luckham: that need to be added to the agenda out of necessity.

[0:06:48] Trustee Luckham: There is a couple of items that have been added

[0:06:51] Trustee Luckham: that came in by email at 8.2 point they've been added to the agenda as a part of the existing

[0:07:01] Trustee Luckham: items I believe is that correct Alexandra yes

[0:07:05] Voice 14: so there was one item that didn't show the comment

[0:07:08] Voice 14: the code of conduct and so I will be revising the agenda after the meeting for the public and

[0:07:16] Voice 14: everyone to show those comments um and i do i had cam bring it up on the screen when we come to that

[0:07:21] Voice 14: item and

[0:07:23] Voice 5: then we do

[0:07:23] Voice 14: have one piece of correspondence um for item 10.2 from trustee patrick that's

[0:07:30] Trustee Luckham: correct yeah excellent okay and thank you to trustee patrick for sending in that communication

[0:07:37] Trustee Luckham: is there anything else any hands up then i'm going to take it then that the agenda be adopted

[0:07:43] Trustee Luckham: adopted as amended I'm going to say just in case there's some difference between what we're doing

[0:07:50] Trustee Luckham: and what might be on the website. So rise and report from decisions of the previous closed

[0:07:58] Trustee Luckham: meeting. There was the executive committee reports that a number of bylaw enforcement

[0:08:04] Trustee Luckham: activities were advanced along with adoption of meeting minutes and that's all there was to report

[0:08:09] Trustee Luckham: from the previous electronic meeting so before us now we have the draft executive committee

[0:08:16] Trustee Luckham: minutes of July the 3rd it's on page six of your agenda and I'll ask members if they have any

[0:08:23] Trustee Luckham: amendments to those minutes I'm just getting to the right page myself here because I did have

[0:08:34] Trustee Luckham: one suggestion yeah so nothing from the other members I would just suggest that the item it's

[0:08:41] Trustee Luckham: if I'm not mistaken, the item introduction of a new item at 7.3.1, which is 2.1 on the approval

[0:08:47] Trustee Luckham: of agenda, should actually say LTC chair role, not chair role, just for clarity, because that's

[0:08:54] Trustee Luckham: the topic that was discussed at the time. Otherwise, if there's nothing further, then I

[0:09:00] Trustee Luckham: will take it that the draft executive committee meeting minutes of July the 3rd be adopted as

[0:09:06] Trustee Luckham: amended. So let's go to our follow-up action list and the pattern we have adopted here over the

[0:09:14] Trustee Luckham: years is that we turn to each of the CAO and each of the directors and they can provide any updates

[0:09:21] Trustee Luckham: on the follow-up action list and then provide their area reports or other information that

[0:09:30] Trustee Luckham: they'd like to share with us. So I'm going to start with Julia Mobs, Interim CAO. Over to you.

[0:09:38] Voice 6: Thanks, Chair. So there's nothing listed under the Chief Administrative Officer section on the follow-up action list.

[0:09:44] Voice 6: I think there's still some changes that are being made there to actually assign my name to that role.

[0:09:49] Voice 6: And so the work still assigned to the Director of Administrative Services role, which, of course, I'm still sitting in, is on page 15 of the agenda.

[0:09:57] Voice 6: So I'll give a very quick overview of what's there.

[0:10:00] Voice 6: only three items. The first two that are listed in progress relate to some policy work, which is

[0:10:08] Voice 6: slated for September. That work's not yet begun yet, but we are still tracking to have that

[0:10:12] Voice 6: completed for September. Item number two was formally assigned to our former CAO that's

[0:10:18] Voice 6: exploring future education and workshop sessions on decision-making to benefit trustees. So there

[0:10:24] Voice 6: There is an agenda item today which looks at the continuous learning plan that I'm considering

[0:10:31] Voice 6: resurrecting from former terms, which will be a good place for us to start to see what

[0:10:35] Voice 6: we've accomplished so that we can look forward and see what needs to be delivered in terms

[0:10:39] Voice 6: of training.

[0:10:40] Voice 6: And so those two things are working together.

[0:10:43] Voice 6: The third item there is completed, so nothing I need to speak to there.

[0:10:47] Voice 6: Happy to take questions on the follow-up action list before providing a bit of an update on

[0:10:50] Voice 6: my area.

[0:10:51] Voice 6: you any

[0:10:53] Trustee Luckham: questions for the director no looks like you're safe so back to you for your report

[0:11:02] Voice 6: that's great um so as i mentioned i'm currently sitting in the interim uh cao role um it's been

[0:11:08] Voice 6: going well it was a little bit derailed at the start of my um term i was quite ill with covid

[0:11:13] Voice 6: and then i had some time off with a visiting family so i'm madly playing catch up now but i

[0:11:18] Voice 6: think things are going reasonably well um there is still no one backfilling the director of

[0:11:23] Voice 6: administrative services role. Unfortunately, everyone I've sort of connected with has already

[0:11:28] Voice 6: been placed into temporary assignments within the province. And others who are working outside of

[0:11:33] Voice 6: the province, of course, don't want to be leaving a permanent position to take on a temporary

[0:11:37] Voice 6: position, which is very understandable. I do have three more names on a list of folks that I'm going

[0:11:42] Voice 6: to reach out to. I'm feeling confident that these folks are interested in temporary assignments as

[0:11:47] Voice 6: their names are actually coming from a list where they have indicated they are interested

[0:11:50] Voice 6: invested in that work. So I'm hoping that one of those three persons will be interested in

[0:11:56] Voice 6: stepping in so that I can alleviate a little bit of my workload and focus primarily or solely on

[0:12:01] Voice 6: the role of interim CAO. In terms of just what my priorities have been over the last while,

[0:12:09] Voice 6: I've been connecting with staff across the organization as we work through a time of

[0:12:14] Voice 6: change to make sure that everyone is feeling supported and knows what they can expect from

[0:12:18] Voice 6: me as a new leader. I've received good feedback on those communications, so all

[0:12:22] Voice 6: is feeling well there. Work-wise, the strategic plan is on my list of things

[0:12:28] Voice 6: to focus on. So, of course, June Trust Council, we had the facilitated session

[0:12:32] Voice 6: on the strategic plan, and I've connected with the facilitator and the consultant

[0:12:36] Voice 6: who was facilitating that workshop to review the draft document that's come

[0:12:40] Voice 6: out of that session. There's still some work that needs to be done on it, so

[0:12:43] Voice 6: So we're working together to bring that to sort of a more complete draft.

[0:12:47] Voice 6: Then I'll be providing it to staff.

[0:12:49] Voice 6: And then, of course, it's slated to go to September's Trust Council for Council's approval because we do need Council's stamp of approval on the final document,

[0:12:57] Voice 6: which is something that is required for us to then implement it and work through the corporate planning and get going started on departmental work plans.

[0:13:05] Voice 6: The provincial ask, of course, that seems to be top priority for Council and Governance Committee has started work on that.

[0:13:11] Voice 6: We're scheduling a governance committee working group meeting. So that committee has formed a

[0:13:16] Voice 6: working group to get this project going. There's also a special meeting for governance committee

[0:13:21] Voice 6: that's been scheduled for mid-August to review the first draft. So there's a real push to get

[0:13:26] Voice 6: that work moving forward quickly. Hopefully together the working group can come up with

[0:13:31] Voice 6: a solid process to advance that as fast as the electives are hoping to see it advance.

[0:13:36] Voice 6: We are starting to look at September trust council agenda setting. We're doing it a bit earlier

[0:13:41] Voice 6: This time around, there's a few changes I'd like to make to the structure of the agenda.

[0:13:47] Voice 6: I may have shared that previously.

[0:13:49] Voice 6: A few minor changes, nothing significant, more just to align with what's coming with

[0:13:54] Voice 6: corporate planning and to help us corporately understand how the direction of council is

[0:13:58] Voice 6: flowing through the rest of the organization and the activities that are taking place to

[0:14:02] Voice 6: advance council's priorities.

[0:14:04] Voice 6: There's been a few internal shuffles.

[0:14:06] Voice 6: As mentioned, the IS team is now reporting to Director Marler.

[0:14:11] Voice 6: I think that's a great move. The team seems really excited about that. And I think David's a great person to be overseeing that team. And of course, with Jeffrey, our new hire, I think we're well placed to be advancing key priorities in that area as well.

[0:14:24] Voice 6: There might be some changes coming to the Administrative Services Department just in terms of naming, but I'll keep you updated on those if we make any of those changes.

[0:14:34] Voice 6: is uh i don't think i need to say too much more there's lots of other things going on in my world

[0:14:39] Voice 6: but i think those are the top things that you need to know about happy to take questions any

[0:14:44] Trustee Luckham: questions nope okay well keep doing what you're doing so um thank you very much let us move on

[0:14:56] Trustee Luckham: to director of legislative services david mahler over to you yeah

[0:15:03] Voice 7: uh good morning everybody and

[0:15:05] Voice 7: And so the top action list, I think it's on the screen, page 13.

[0:15:10] Voice 7: The first item, yeah, the first item there is on today's agenda for your discussions.

[0:15:16] Voice 7: And the second item and the fifth item, which is the delegation reporting back, those two are related.

[0:15:23] Voice 7: So I'll deal with those together and plan to bring something back in August to the executive committee.

[0:15:30] Voice 7: The third item there, which is a session on agreements with other agencies, governments

[0:15:37] Voice 7: and First Nations.

[0:15:38] Voice 7: I have not started yet, but I think the intent there is to have that for September, Trust

[0:15:43] Voice 7: Council.

[0:15:44] Voice 7: So I'll be getting something to you in the next while.

[0:15:48] Voice 7: Then item four, the letter response, that letter has been drafted.

[0:15:53] Voice 7: It should be going to Chair Leckham, if it hasn't already, for consideration.

[0:15:58] Voice 7: I think it's being reviewed by our senior intergovernmental policy advisor.

[0:16:05] Voice 7: So that's where that's at.

[0:16:06] Voice 7: Those are the top action list items.

[0:16:08] Voice 7: Any questions?

[0:16:13] Trustee Luckham: Yeah, and I haven't seen that letter yet unless I've missed it.

[0:16:17] Trustee Luckham: So I expect I'll see that later this week or next week.

[0:16:20] Voice 7: Yeah.

[0:16:21] Voice 7: I do have a short update if you're late.

[0:16:24] Trustee Luckham: Yeah.

[0:16:25] Voice 7: Okay.

[0:16:26] Voice 7: Okay. Yeah. So my focus this last while of the next few weeks at least is obviously with taking on IT and we have a new manager.

[0:16:38] Voice 7: So I've been working very closely with the new manager and looking at bringing that position on board and then having a look at how we position IS in the future and what we need to do.

[0:16:51] Voice 7: We also have a new vacancy or a new position actually in GIS so that position is now

[0:16:58] Voice 7: being advertised and we hope to get that hired in the next few months.

[0:17:06] Voice 7: The Accessory Committee have not forgotten about it. This is a required committee by the

[0:17:13] Voice 7: provincial government and the new legislation so we have advertised. We left that advertisement

[0:17:19] Voice 7: open until early September and then the intent is that we will bring names to the executive

[0:17:27] Voice 7: committee for consideration of appointment to that committee and then once that's done we can

[0:17:33] Voice 7: get that committee up and running and then the other one is I've been working closely with

[0:17:40] Voice 7: MIABC, they do a, you know, as part of our membership with them, they do an annual, well

[0:17:48] Voice 7: not annual, but every five years, a review of risk potential, risk assessments, and have

[0:17:58] Voice 7: a look at our policies in that area.

[0:18:00] Voice 7: So I have had a meeting with MIABC, gone over all of that, and they do have some recommendations,

[0:18:07] Voice 7: which I'll be going to management with, and some of them would involve some policy work.

[0:18:13] Voice 7: So likely you'll be seeing some of that coming through the executive and to trust council over the next year or so.

[0:18:20] Voice 7: It's not work we absolutely have to do.

[0:18:23] Voice 7: This review to do for all local governments and is to help them understand the risk exposure and things they can do to reduce that risk.

[0:18:33] Voice 7: So they're not requiring we do it, but it's something that I think is definitely worthwhile having a look at and doing some work around.

[0:18:42] Voice 7: So I'll leave. Yeah, those are my three major areas right now. And if you have any questions, I'll answer them as best I can. Thank you.

[0:18:52] Trustee Luckham: Thank you. Any questions? Trustee Elliott?

[0:18:57] Voice 13: No. Director Marler, are you getting input from Conservancy staff about risk management as well?

[0:19:06] Voice 13: Is that part of the project with MIABC?

[0:19:09] Voice 7: Yeah, MIABC's template is all-encompassing for local governments,

[0:19:14] Voice 7: and it covers property acquisition, property management, land management,

[0:19:20] Voice 7: land that's open to the public, and the risk analysis of that.

[0:19:23] Voice 7: So things like nature trails, the conservancy land open to the public,

[0:19:28] Voice 7: and any structures owned by the Islands Trust were all included in that analysis.

[0:19:33] Voice 13: Okay, great. Thanks so much.

[0:19:37] Trustee Luckham: anything further okay well thank you very much david we'll continue on to uh director

[0:19:47] Trustee Luckham: local planning services stefan cermak regional planning services good

[0:19:56] Voice 2: morning mr chair

[0:19:58] Voice 2: excellent so in regards to the follow-up action list i have no updates that i haven't given

[0:20:02] Voice 2: already you can see that one of the items is on your agenda today in regards to first nations

[0:20:09] Voice 2: referral you have an interim report and the other one is i've been jeffrey and i have had a chance

[0:20:16] Voice 2: to meet and have a few chats about gis services and we're waiting for the gis coordinator to be

[0:20:21] Voice 2: hired and so we can implement the other resolution that i haven't begun so that's the follow-up action

[0:20:26] Voice 2: list very

[0:20:29] Trustee Luckham: good okay any questions on the follow-up action list from anybody no so over to you for

[0:20:35] Trustee Luckham: your area report sure

[0:20:37] Voice 2: so lots going on in planning services as always um a lot of things are consuming

[0:20:42] Voice 2: my time city view continues to uh pardon me continue to absorb some time we're implementing

[0:20:48] Voice 2: city view as you know that's the software we have for the planning uh current planning for

[0:20:53] Voice 2: the applications it's up and running uh it continues to have glitches but we have a really

[0:20:58] Voice 2: really great team Robert Kojima Kim and others have and Emily have been really instrumental

[0:21:05] Voice 2: in helping that project smooth the wrinkles going forward so we're developing orientation

[0:21:10] Voice 2: and training materials Jeffrey's been very helpful moving that forward as well so that's

[0:21:17] Voice 2: going well we with CityView we're now turning our attention to implementing the addition

[0:21:23] Voice 2: for bylaw enforcement. So we're reviewing the service agreement for that. And again,

[0:21:28] Voice 2: Jeffrey's just begun since now he's got his feet landed. I've been asking for that help there

[0:21:32] Voice 2: from IS. I've been spending a lot of time with grants. This is kind of new to my role. I never

[0:21:39] Voice 2: really had to play with grants much, but boy, are they ever detailed. Again, one of the key things

[0:21:44] Voice 2: have been reporting back to BCM about the funding we got for CityView. It's a very detailed report,

[0:21:51] Voice 2: so that'll be going out at the end of this week, I believe.

[0:21:53] Voice 2: So spent a lot of time, surprisingly a project

[0:21:58] Voice 2: that's taken three or four years to cost $350,000.

[0:22:01] Voice 2: You would be surprised how much detail

[0:22:03] Voice 2: that goes into such reports.

[0:22:04] Voice 2: So doing that also, we've sent out the grant

[0:22:11] Voice 2: to the federal government for the biologist position

[0:22:13] Voice 2: that Trust Council has approved.

[0:22:15] Voice 2: So that has gone out, we've met sort of their conditions.

[0:22:19] Voice 2: we've got the public service agency reviewing that position and if just to flag your memory

[0:22:24] Voice 2: that is to hire a biologist for a year and a half to join the planning services department

[0:22:30] Voice 2: to the overall arching purpose is to protect species at risk and to restore their habitat

[0:22:36] Voice 2: when possible and we have a whole work plan in place for the biologist to come in and help us

[0:22:42] Voice 2: do that looking very much forward to it but it's a lot of paperwork it's been eating a lot of my

[0:22:46] Voice 2: time first nations referral process you have that on your agenda that's been a lot of collaboration

[0:22:53] Voice 2: internally about that and pulling together a coherent project and then presenting it to you

[0:23:00] Voice 2: so i look forward to talking about that working with the salt spring island team

[0:23:04] Voice 2: as much as i can in various levels helping them just at the local level with the connections

[0:23:11] Voice 2: with affordable housing projects the fire department applications just where

[0:23:16] Voice 2: I can step in and help as well as working through we have a lease proposal

[0:23:20] Voice 2: out but we have nothing signed so I can't report anything there but we're

[0:23:24] Voice 2: working towards getting a lease in place what else of course been spending a lot

[0:23:30] Voice 2: of time preparing for the upcoming Trust Council there's a lot of interest in the

[0:23:34] Voice 2: bylaw enforcement review project working on time collection for current planning

[0:23:39] Voice 2: and of course we're working on business cases to present to address the strategic plan and items

[0:23:45] Voice 2: like that so that's planning services 101 any questions i'm happy to answer

[0:23:52] Trustee Luckham: anybody

[0:23:55] Trustee Luckham: there you go it looks like you preempted the questions by providing answers so that's great

[0:24:01] Trustee Luckham: you certainly answered a couple of questions that i had in my mind regarding the city view and stuff

[0:24:08] Trustee Luckham: so that's great. Thank you. Let us move along here now to Director of Trust Area Services

[0:24:16] Trustee Luckham: is on vacation, but I'm going to look to Jason Yeomans to see if you have anything to offer in

[0:24:24] Trustee Luckham: that area at this time, Jason.

[0:24:30] Voice 1: I do not, Chair Luckin. I was not briefed by the Director to

[0:24:33] Voice 1: speak on her behalf, and so I don't want to make an attempt to do so.

[0:24:37] Trustee Luckham: Excellent. So I just wanted

[0:24:38] Trustee Luckham: to provide the opportunity if it was there but so thank you very much so we'll expect a report from

[0:24:44] Trustee Luckham: her uh upon her return unless there's anything that is pressing on vice chair's minds that

[0:24:51] Trustee Luckham: perhaps another staff member might be able to answer trustee elliott over to you

[0:24:56] Voice 13: um yeah this

[0:24:58] Voice 13: is just a little update um on behalf of the local trust committee of gabriola on page 16

[0:25:04] Voice 13: the dust and bones screening um we'd actually scheduled a date uh just this past weekend

[0:25:13] Voice 13: and then uh but the lead time had not been sufficient to get communication materials out

[0:25:20] Voice 13: and with staff being away um we decided to reset for some time in the fall so it was kind of

[0:25:30] Voice 13: of ironic we actually had elder geraldine and elders everyone was sort of lined up to attend

[0:25:37] Voice 13: um but the we hadn't covered off actually advertising and so we still got the partners

[0:25:44] Voice 13: in place and there's still a will to go ahead with this it's just um we're going to do it in

[0:25:50] Voice 13: the fall when there's a little more time to advertise but i just wanted to note for

[0:25:54] Voice 13: for um trustee peterson's benefit or vice chair peterson that um it appears there's no more

[0:26:04] Voice 13: funds available to support the screenings um and what happened was i believe

[0:26:15] Voice 13: that there was two screenings budgeted for and paid for but because it's been such a long

[0:26:21] Voice 13: period of time um you know those funds have already been spent and we essentially are going

[0:26:28] Voice 13: to be paying again for not for the screening rights but to have um you know the filmmaker

[0:26:37] Voice 13: in attendance or any of that so it's essentially starting from scratch if you want to hold a

[0:26:44] Voice 13: screening we have to allocate budget from communications um or other areas um there

[0:26:52] Voice 13: isn't essentially money in the bank for it which is the impression that i had for the last year so

[0:26:59] Voice 13: just um going forward um know that there's yeah we're starting from scratch if you want to screen

[0:27:08] Trustee Luckham: uh vice chair peterson uh

[0:27:12] Voice 11: thank you for that vice chair elliott um i have reported a couple

[0:27:18] Voice 11: of times in in relation to the text here on the follow-up action list that that salt spring has

[0:27:23] Voice 11: indicated um uh that they didn't want to to go ahead um so uh that's probably just a text edit

[0:27:31] Voice 11: there and then in relation to what you were just uh speaking about of course uh lasquity had to

[0:27:37] Voice 11: to pass the resolution wanting to have the screening.

[0:27:40] Voice 11: So we'll see how that all unfolds,

[0:27:43] Voice 11: but thanks for the information

[0:27:44] Voice 11: around the funding part of that.

[0:27:48] Trustee Luckham: Okay, so thank you, Tim.

[0:27:49] Trustee Luckham: I just wanna make sure we capture what you said there

[0:27:52] Trustee Luckham: about a text edit on the Trust Area Services

[0:27:55] Trustee Luckham: follow-up action report, is that correct?

[0:28:00] Voice 11: Yes, so it says Salt Spring and Gabriel

[0:28:04] Voice 11: initially expressed interest in hosting a screening.

[0:28:07] Voice 11: Vice Chair Peterson-Elliott will assess

[0:28:09] Voice 11: if the interest remains so the assessment for salt spring is that the interest um doesn't remain

[0:28:15] Voice 11: oh

[0:28:17] Trustee Luckham: i see okay right

[0:28:18] Voice 11: so it's it's it's not a big deal it's it's not material but uh i've reported

[0:28:23] Voice 11: a couple of times that that's that's the case okay

[0:28:27] Trustee Luckham: well likely this will now fall off of our

[0:28:29] Trustee Luckham: follow-up action report as finished so um that's great okay um so that's i think covers the uh

[0:28:44] Trustee Luckham: reporting yeah um all right so let us uh then uh continue on here to local trust committee

[0:28:53] Trustee Luckham: chair updates not sure who's had meetings recently or not but i'm gonna start oh julia mobs your hand

[0:29:01] Trustee Luckham: us up uh

[0:29:04] Voice 6: yes sir i wondered if you'd like to hear from jeffrey our new is manager just to

[0:29:09] Voice 6: see how things were going in his world he has nothing on the follow-up action list but he's

[0:29:12] Voice 6: here might be good opportunity um

[0:29:14] Trustee Luckham: yeah i'd love to hear uh uh any remarks uh from jeffrey so please

[0:29:20] Trustee Luckham: go ahead jeffrey sorry

[0:29:23] Voice 14: chair luckum we um had thought that jeffrey's introduction time was

[0:29:27] Voice 14: over and he's actually left the meeting but i'm happy to call him back if you need him at this

[0:29:33] Voice 14: time. My apologies for that.

[0:29:35] Trustee Luckham: Oh, no, that's quite all right. I sort of left a pause there thinking

[0:29:39] Trustee Luckham: he might have addressed us, but did not. And perhaps maybe he was not comfortable in speaking

[0:29:45] Trustee Luckham: up. But let me just say that if he wanted to address the executive committee, he could return

[0:29:52] Trustee Luckham: at some point. And we'd be happy to hear any other remarks that he has as he takes on his new role.

[0:30:00] Trustee Luckham: questions that he might have but maybe the questions might be an in-depth conversation

[0:30:03] Trustee Luckham: at some other point in time um so let's just move on at the moment and if that opportunity exists

[0:30:11] Trustee Luckham: perhaps at around a break or something like that that would be terrific okay

[0:30:16] Voice 14: i will let him know

[0:30:17] Voice 14: sure

[0:30:18] Trustee Luckham: local trust committee uh chair updates then and i'm gonna go to david mod in the boardroom

[0:30:23] Trustee Luckham: because i see you up on the top left hand corner there um

[0:30:26] Trustee Maude: nothing too exciting we had

[0:30:28] Trustee Maude: had eternal last week um fairly straightforward meeting um a lot of community interest in the

[0:30:35] Trustee Maude: trust policy statement um update um and the government's review um we spent quite a bit

[0:30:41] Trustee Maude: of time at town hall on both of those um otherwise saturn is it's quiet happy island it always has

[0:30:49] Trustee Maude: has been. We have the north tender coming up on Friday. In August, we have an unusual

[0:30:59] Trustee Maude: timing for a Dem and local trust committee meeting, which unfortunately conflicts with

[0:31:05] Trustee Maude: another commitment that I have. At this time, the planners and trustees have elected to

[0:31:11] Trustee Maude: to go forward with meeting on their own without a chair.

[0:31:17] Trustee Maude: David Graham, I believe,

[0:31:19] Trustee Maude: is gonna step into the chair role for that.

[0:31:22] Trustee Maude: So we're interested to see what the outcome of that is,

[0:31:25] Trustee Maude: but otherwise things are quiet and peaceful, thank you.

[0:31:31] Trustee Luckham: Okay, thank you.

[0:31:34] Trustee Luckham: Let's go to Trustee, Vice Chair Peterson.

[0:31:40] Voice 11: Thank you, Chair.

[0:31:41] Voice 11: So yes, Galliano held its regular LTC meeting

[0:31:48] Voice 11: meeting on the 9th of uh july um we're pleased to have uh be joined by um uh chief pam jack uh and

[0:31:58] Voice 11: uh councillors ken thomas and kurt erwin from penelakut nation um great to have them show up

[0:32:06] Voice 11: and speak at our meeting and um yeah connect with the trustees and staff and members of the public

[0:32:13] Voice 11: that were there and uh and uh of course we have lots of lots of work to do in terms of building

[0:32:21] Voice 11: relationship but having them show up i think was a was a great step um and salt spring uh salt

[0:32:31] Voice 11: spring met on the 11th um there was some discussion around bylaw enforcement but uh really the focus

[0:32:40] Voice 11: Our focus, of course, on Salt Spring is around the OCP LUB.

[0:32:47] Voice 11: We have the Complete Communities Project, that portion of the process set to wrap at the end of the summer.

[0:32:56] Voice 11: And we have scheduled a special meeting for the 30th in hopes of getting the RFP out for the project management portion of the OCP LUB project.

[0:33:11] Voice 11: project, and things seem to be going apace there. And Hornby, we have a meeting scheduled

[0:33:25] Voice 11: for the 9th of August. Of course, Hornby has the Rogers cell tower proposal for some public

[0:33:37] Voice 11: land, sort of in the heart of the core of the village of Hornby, I suppose, if you want

[0:33:43] Voice 11: to use those terms, and LTC has provided a referral response to the province, who in

[0:33:52] Voice 11: this case is the land use authority, but the LTC was consulted and essentially laid out

[0:34:00] Voice 11: some reasons why the community is not in favor of the location and that the LTC wouldn't

[0:34:11] Voice 11: concur with that location, again, acknowledging the fact that it is the province that makes

[0:34:16] Voice 11: the land use decision on that piece of so-called Crown property.

[0:34:23] Voice 11: And that's it for me.

[0:34:24] Voice 11: Well,

[0:34:33] Trustee Luckham: I'm hoping that that's Tim's signal that failed at the end there and that we still have, I still am connected. I see Trustee Elliott moving around there. So you can hear me. Okay, so let's go to Vice Chair Elliott for your report.

[0:34:50] Trustee Luckham: Good

[0:34:51] Voice 13: morning again. Laskete LTC met on July 15th, so last Monday. We received a delegation from Connected Coast and staff are working on the application for rezoning.

[0:35:06] Voice 13: They were able to, yeah, we talked about last mile connectivity and gave us some indication that there is funding available if we can make an application through the Northern Development Portal, I think.

[0:35:25] Voice 13: So we need to find out if there's community support from Laskete for that funding and then they can reopen that application.

[0:35:33] Voice 13: So I think Trustee Peterson was connecting on that point.

[0:35:41] Voice 13: We also reviewed the draft business case for a potential Phase 2 OCP review for next fiscal.

[0:35:52] Voice 13: And as we've noted before, this is because the current project, so we're doing a minor project to the very targeted OCP review, but a lot of elements were left off when we moved from essentially a major project to minor.

[0:36:11] Voice 13: So they would like to include a vision statement, which has been worked on before. Elements of reconciliation, First Nations engagement, housing options. There's nothing in the current OCP that addresses any housing options, potential for marine conservation zone, and mapping of shoreline values.

[0:36:35] Voice 13: So our PM Jamarat and the planner were very helpful in focusing the discussion with the LTC so that we clarified, you know, what exactly, what are the issues that need to be addressed and what would an OCP review essentially solve?

[0:36:58] Voice 13: And so that was good because I think it's going to strengthen the business case.

[0:37:05] Voice 13: And then finally, after the meeting, we did a site visit to view this dock that had been built in Scotty Bay in contravention of the local bylaws in 2021, was a subject of enforcement, and then made an application.

[0:37:27] Voice 13: So, we did a site visit, Vice Chair, or Trustee Peterson and I, with the planner and asked some questions and got some insight into the potential impacts for Scotty Bay.

[0:37:44] Voice 13: And so that's ongoing.

[0:37:46] Voice 13: I think that's it for, I guess, just a minor report out.

[0:37:51] Voice 13: So, as you know, the issue of recording, personal recording of meetings sort of was spurred by a member of the Liskiti community who was again present.

[0:38:02] Voice 13: I read out the, you know, sort of the policy or practice that we've instituted and but didn't press the issue.

[0:38:13] Voice 13: The member did not want to share whether he had a recording device or not, and I just didn't push it.

[0:38:18] Voice 13: So I think in the end, it was, everyone was a little more at ease with not forcing the issue. So that's about it from Laskiti. And I've had no other, I did report in a roundtable, sort of on your behalf, Chair Luckham, on the special meeting that Gabriola Local Trust Committee held on Mudge Island.

[0:38:47] Voice 13: So I don't know if I should report out on that here, but Trustee Yates and I, we both...

[0:38:56] Voice 13: I

[0:38:56] Trustee Luckham: think it's worthwhile because this is

[0:38:58] Trustee Luckham: the first public opportunity.

[0:38:59] Trustee Luckham: So Mudge Islanders may be interested to know.

[0:39:03] Trustee Luckham: For sure.

[0:39:04] Trustee Luckham: I certainly regretfully was unable to attend because I was still out of the country.

[0:39:09] Trustee Luckham: But over to you.

[0:39:10] Trustee Luckham: Yes.

[0:39:11] Voice 13: So the special meeting we'd planned for a few months ago, and it took a while to work out the logistics, but I would say almost 50% of the full-time residents came.

[0:39:29] Voice 13: There's a lot of interest in this community meeting. The purpose was to hear from community members about issues around bylaw enforcement and move the process along.

[0:39:43] Voice 13: we've had a lot of discussion at the LTC Town Hall

[0:39:48] Voice 13: a newly formed community group

[0:39:52] Voice 13: the Mudge Island Citizens Association

[0:39:55] Voice 13: was just struck in the last two months for the sole purpose of

[0:40:00] Voice 13: helping give a cohesive

[0:40:03] Voice 13: voice to the community concerns

[0:40:08] Voice 13: I ended up chairing the meeting and

[0:40:11] Voice 13: And Planner Ball was in attendance, along with Trustee Yates, of course.

[0:40:16] Voice 13: I was quite surprised that there was still so much frustration.

[0:40:23] Voice 13: And at some point, there was quite a bit of emotion.

[0:40:30] Voice 13: And community members spoke a lot about their fear and anxiety and the impacts for the community

[0:40:37] Voice 13: in terms of cohesiveness, loss of trust,

[0:40:43] Voice 13: and it really has had a significant impact

[0:40:47] Voice 13: for this small 200-member community.

[0:40:53] Voice 13: So there's still a lot to talk through,

[0:40:55] Voice 13: and that was evident.

[0:40:58] Voice 13: Manager Warren Dingman was kind enough

[0:41:01] Voice 13: to be in attendance via video,

[0:41:05] Voice 13: and he was asked many questions.

[0:41:08] Voice 13: And I think we reached some compromise, I guess, in terms of how investigations are going to be prioritized and undertaken.

[0:41:18] Voice 13: And he was able to give some clarity to community members, but there's still a lot of work to be done.

[0:41:23] Voice 13: So, we're working on a policy, the Gabriel LTC is working on a policy at the initiation of staff to better communicate and get agreement on what we want to prioritize with bylaw enforcement, how bylaw enforcement will be done.

[0:41:48] Voice 13: um but the community really wants to have a voice in that and um so yeah it was uneven

[0:41:56] Voice 13: it was difficult it was probably one of the harder meetings that um that i've ever been to

[0:42:04] Voice 13: but overall everyone was thankful that we came in person that we gave time to this issue

[0:42:11] Voice 13: and um i i heard many people say that they felt heard so it was difficult but it was necessary

[0:42:18] Voice 13: so i was really glad that we were able to do that we had a very small conversation about dock access

[0:42:23] Voice 13: and um it was interesting right at the end or safe safe boat access i should say because

[0:42:29] Voice 13: mudge being a boat access only community does not have a public dock does not have any safe

[0:42:34] Voice 13: um morages essentially and some community members said you know this is really the issue we'd rather

[0:42:41] Voice 13: Rather, the LTC focus on this whole bylaw enforcement thing wasn't an issue until this raft of complaints started, fired things up.

[0:42:51] Voice 13: So their main concerns are fire and safe boat access, and that's what they'd rather be focusing on.

[0:42:57] Voice 13: So I'm hoping we can move things forward.

[0:43:01] Voice 13: So here's a report from Mudge.

[0:43:04] Trustee Luckham: That's great. Thank you for that report. Appreciate that.

[0:43:07] Trustee Luckham: that. So from this quarter, as I said earlier, I've been out of the country for a bit. And so

[0:43:14] Trustee Luckham: I haven't really had any meetings. Thank you for reporting on the special Mudge meeting in the

[0:43:20] Trustee Luckham: Gabriela LTC area. I'm not sure my calendar doesn't appear to be correct here. Oh, here we go.

[0:43:28] Trustee Luckham: So we had a cancelled ITC stress fund board meeting that was yesterday.

[0:43:36] Trustee Luckham: We have this meeting here today and we have a scheduled meeting tomorrow.

[0:43:42] Trustee Luckham: I'm not sure the status of that was none on us, First Nation.

[0:43:47] Trustee Luckham: And perhaps that's not proceeding because I haven't seen a confirmation yet, but that would be electronic.

[0:43:53] Voice 13: Chair, I could speak to that if you wish.

[0:43:56] Voice 13: I spoke, so Director Frater essentially has gone on vacation, but was there for the Conservancy Board meeting yesterday and I checked, and she had received an indication that the meeting is going ahead, even if it might be just short, and Chief Edwards may not be present, but they're, I think their legal team, or a

[0:44:22] Trustee Luckham: member,

[0:44:24] Voice 13: it's going ahead.

[0:44:25] Voice 13: Yeah,

[0:44:26] Trustee Luckham: I saw there was a request for agenda items that went out, but haven't seen anything since. But that's great. So we'll proceed with that. So next week, I've got two days on the Sunshine Coast, Gambria Island, two meetings, one our regular meeting, and the other public hearing.

[0:44:44] Trustee Luckham: and so looking forward to both of those meetings.

[0:44:49] Trustee Luckham: Some terrific work by staff,

[0:44:51] Trustee Luckham: Sonia Zupanek heading up the OCP work,

[0:44:54] Trustee Luckham: working with Squamish First Nation

[0:44:57] Trustee Luckham: and it's our first opportunity to discuss that feedback

[0:45:01] Trustee Luckham: and certainly this is a great opportunity

[0:45:06] Trustee Luckham: to advance our works with the Squamish Nation

[0:45:09] Trustee Luckham: regarding land use management practices.

[0:45:12] Trustee Luckham: So that's a good thing.

[0:45:14] Trustee Luckham: So that's it for me, unless there's questions around the room for anybody.

[0:45:20] Trustee Luckham: We will continue on to the Islands Trust Conservancy Liaison update, and that would be you, Trustee Elliott.

[0:45:28] Trustee Luckham: You sort of tipped your hat there a little bit, but over to you if you have anything further to add.

[0:45:33] Voice 13: Yes, quite a bit of discussion yesterday at our regular business meeting.

[0:45:39] Voice 13: We had it in person in the Victoria offices.

[0:45:42] Voice 13: We passed a Freedom of Information and Protection of Privacy By-law, an ITC communications and engagement strategy was approved. This had been deferred from our May 28th meeting.

[0:46:00] Voice 13: um and then the budget submission we had quite a bit of discussion on the um budget request

[0:46:08] Voice 13: refined it a little bit uh and i will note that we added we increased the budget request for

[0:46:16] Voice 13: training for the board specifically because uh we're really interested the board is really

[0:46:24] Voice 13: interested in learning how IPCAs, Indigenous Protected and Conserved Areas, and new agreements

[0:46:34] Voice 13: with First Nations in regards to co-management or co-ownership. This is a whole new field,

[0:46:45] Voice 13: and the province is really advancing a lot of different kinds of agreements, and we'd really

[0:46:50] Voice 13: really like to get some training on that. So we increased the budget requesting that

[0:46:58] Voice 13: specifically for that kind of education. We amended the work plan. What was significant

[0:47:07] Voice 13: from that? I don't think there's anything to report really. And then our five-year plan

[0:47:17] Voice 13: engagement with First Nations. We've got an outline now for how that's going to go. It's

[0:47:25] Voice 13: But it sort of follows the standard provincial protocols, emails, follow up, and meetings with First Nations on specific topics that they're interested in. And I think the rest is fairly routine, nothing really to report.

[0:47:51] Trustee Luckham: Okay, very good. Thank you.

[0:47:53] Trustee Luckham: Thank you.

[0:47:53] Trustee Luckham: you so that concludes the administration portion of our agenda we'll move into now at section six

[0:48:00] Trustee Luckham: on page beginning on page 19 bylaws for approval and consideration we have a bowen island

[0:48:07] Trustee Luckham: municipality land use bylaw amendment number 562 request for decision and is the director

[0:48:14] Trustee Luckham: trust area services going to introduce this item for us microphone mr

[0:48:25] Voice 2: chair uh this is director of

[0:48:27] Voice 2: planning services no uh claire is away on holiday um i wrote the report and i'd be happy to speak

[0:48:32] Voice 2: to it oh

[0:48:33] Trustee Luckham: did i miss state i i thought i had asked you for that maybe i misspoke or go ahead please

[0:48:40] Trustee Luckham: i was expecting you to speak to it

[0:48:42] Voice 2: excellent uh this is uh bowen island municipality land use

[0:48:47] Voice 2: bylaws number 652 it uh there's a lot of background but it is simply an application

[0:48:53] Voice 2: to change the bylaw for one property to permit an existing use that has been there via temporary

[0:49:01] Voice 2: use permit, and that is to permit an insurance office to continue operating into perpetuity.

[0:49:08] Voice 2: There is no conflict with the policy statement directive, and so staff recommend

[0:49:14] Voice 2: AEC endorse it or approve it.

[0:49:19] Trustee Luckham: Okay, thank you very much.

[0:49:20] Trustee Luckham: Which, are there any questions or would somebody like to move the motion?

[0:49:29] Trustee Luckham: Okay, Trustee Mott, over to you.

[0:49:32] Trustee Maude: I will move that the Executive Committee Fires Board of the Municipality, the Bylaw No. 652-2024,

[0:49:37] Trustee Maude: that is, Board of the Municipal Land Bylaw No. 57-2022, Amendment Bylaw No. 652-2024,

[0:49:45] Trustee Maude: is not contrary or in variance with the Honest Trust Policy Statement.

[0:49:50] Trustee Luckham: All right, do I have a second there?

[0:49:52] Trustee Luckham: Trustee Elliott, thank you very much.

[0:49:54] Trustee Luckham: uh any remarks or questions or comments at this point no yeah so i would just say that certainly

[0:50:01] Trustee Luckham: this seems pretty straightforward it's uh it's um confirming an existing use of future up and

[0:50:10] Trustee Luckham: it didn't appear to be any concerns in the wishbone municipality success so i'm going to

[0:50:16] Trustee Luckham: call the vote if there's no other remarks all those in favor hands up electronically or digitally

[0:50:22] Trustee Luckham: so that carries unanimously and thank you very much executive committee next item on our agenda

[0:50:30] Trustee Luckham: at page 30 of our agenda package is a hornby island local trust committee bylaw number 175

[0:50:37] Trustee Luckham: and there's a motion there does the chair of the committee wish to speak to this or should we ask

[0:50:43] Trustee Luckham: the director of trust area planning um

[0:50:50] Voice 11: i think the report's fairly straightforward i have nothing

[0:50:53] Voice 11: Nothing to add?

[0:50:54] Voice 11: Okay.

[0:50:56] Voice 11: Would you like to make the motion?

[0:50:59] Voice 11: I will make the motion.

[0:51:01] Voice 11: I move that the Islands Trust Executive Committee

[0:51:04] Voice 11: approve Hornby Island Local Trust Committee

[0:51:06] Voice 11: by-law number 175,

[0:51:08] Voice 11: cited as Hornby Island Local Trust Committee

[0:51:11] Voice 11: by-law enforcement notification by-law number 150, 2019,

[0:51:15] Voice 11: amendment number 1, 2024,

[0:51:18] Voice 11: in accordance with section 27 of the Islands Trust Act.

[0:51:23] Trustee Luckham: Moved and seconded by Vice Chair Elliott.

[0:51:25] Trustee Luckham: Thank you.

[0:51:26] Trustee Luckham: you if there's no further discussion and vice chair elliot i

[0:51:31] Voice 13: do have it yeah i have a question

[0:51:33] Voice 13: um does anyone know or perhaps the director of planning um know is there any other

[0:51:41] Voice 13: ben schedules that have a penalty for failing to obtain a development permit or is this unique

[0:51:48] Voice 13: to hornby through

[0:51:53] Voice 2: the chair yeah yeah the uh i'm not aware at this moment but of course i'm not a

[0:51:58] Voice 2: master of all bylaws but i do understand that this has resulted from historical

[0:52:06] Voice 2: extensive legal discussions and discussions amongst the whole province about how to address

[0:52:12] Voice 2: this issue about development permits and enforcement of them and that this has been

[0:52:16] Voice 2: a desired approach the recommended approach province-wide and by legal advice from for

[0:52:24] Voice 2: some time so i this is the first time i'm i'm deliberately conscious and aware that this is

[0:52:30] Voice 2: approach is being applied to an ltc but that doesn't mean it hasn't happened before and i

[0:52:35] Voice 2: haven't noticed but it is certainly um the most recent amendment to address this so i think it's

[0:52:41] Voice 2: the first but i i can't be quoted it is new newish i hope that helps yeah

[0:52:48] Voice 13: it does i do think um

[0:52:52] Voice 13: It's a recurring issue and I hadn't realized this was a the recommended sort of remedy. And so, is there

[0:53:00] Voice 13: potential for this to be, you know, just a note to all planning staff that if there are issues with enforcing development permits that this approach be considered?

[0:53:18] Voice 2: Certainly, the managers, the management team is well aware of that. However, acting that

[0:53:25] Voice 2: into a Bend by-law, I believe this was, I'm not sure if it was the Hornby LTC or if it

[0:53:30] Voice 2: was the by-law enforcement manager who initiated this particular direction, but I will share

[0:53:35] Voice 2: that with them. And I think you as the executive committee, it's worth bringing that up too

[0:53:41] Voice 2: too, to the respective LTCs. If you would like me to perhaps forward a memo or something

[0:53:47] Voice 2: to that effect, to make it a little formal and put it on the LTC agenda, so they'd like

[0:53:50] Voice 2: to direct that type of administrative work, or perhaps you're, maybe you'd like something

[0:53:55] Voice 2: a little more formal. I'll take whatever direction you want, but I do know that staff are aware

[0:53:59] Voice 2: that this is one of the few tools and directions we can do to help this issue about enforcement

[0:54:04] Voice 2: and DPAs.

[0:54:06] Voice 13: Yeah, I don't think there's anything necessary at this time. I'm just going to put that in

[0:54:10] Voice 13: my back pocket for the four ltcs that i chair but um yeah perhaps the other committee members think

[0:54:17] Voice 13: we should do something about that

[0:54:21] Trustee Luckham: justy peterson um

[0:54:25] Voice 11: just to uh director shermak's uh point there

[0:54:29] Voice 11: this was brought to um the ltc's attention um by the uh bylaw enforcement manager thank you

[0:54:42] Trustee Luckham: okay

[0:54:43] Trustee Luckham: Okay. If there's nothing further on this item, then I'm going to call the vote, which has been moved and seconded. And all those in favor? Raise your hands digitally or physically. And that also carries unanimously. Okay. Well, thank you very much. And thank you, Trustee Peterson, for facilitating those conversations on Hornby.

[0:55:06] Trustee Luckham: and um we'll see what further comes from this particular um initiative and other areas

[0:55:16] Trustee Luckham: so trust council meeting preparation is our next section i must admit i'm not sure why this 7.11

[0:55:25] Trustee Luckham: role of chair of committee at the whole meeting discussion is on our agenda here perhaps um i'm

[0:55:32] Trustee Luckham: not recalling just because i've been away but uh i think that the uh committee of the whole

[0:55:39] Trustee Luckham: chairing situation went off reasonably well. I want to thank David Maude for conducting that

[0:55:46] Trustee Luckham: activity. So I'll just open the floor up for any further discussion at this time. I do believe

[0:55:53] Trustee Luckham: we're anticipating the next person on the list in alphabetical order is probably Joe Bernardo. I

[0:56:00] Trustee Luckham: think that was endorsed and confirmed at the Committee of the Whole meeting. He will be

[0:56:05] Trustee Luckham: chairing the next committee of the whole meeting and I would anticipate that we would continue the

[0:56:12] Trustee Luckham: practice of the chair chair me would open the meeting and then hand the reins over to the

[0:56:18] Trustee Luckham: committee of the whole chairing to the next person in succession and we will continue that

[0:56:26] Trustee Luckham: as there seems to it when and if there's additional expressions of interest we can open

[0:56:30] Trustee Luckham: that up but trustee peterson and then uh well vice chair peterson vice chair elliott uh thank

[0:56:36] Voice 11: you chair so my impression was that um because the way the meeting went um you opened the meeting and

[0:56:47] Voice 11: we had the guests there um i certainly saw and heard some confusion from trustees they thought

[0:56:55] Voice 11: um that the uh chairing was gonna be handed over to uh in this case vice chair maude earlier

[0:57:03] Voice 11: um in the meeting than it was and i think that that's probably why we're we've got this here

[0:57:08] Voice 11: today there was certainly some confusion um about how we lay that process out so i think that's

[0:57:17] Voice 11: that from my position that's that's why i think we have this on the on the list today

[0:57:22] Voice 11: Right.

[0:57:23] Trustee Luckham: Okay. So let's talk about that. I was following what I thought was a necessity that

[0:57:33] Trustee Luckham: the chair opened the meeting. And it's interesting because this is a whole new thing for us.

[0:57:39] Trustee Luckham: Committee of the whole is something that convenes of its own within the context of a meeting and

[0:57:44] Trustee Luckham: then recesses and ideally returns to a full meeting and I don't know what the requirements

[0:57:53] Trustee Luckham: are legislatively and perhaps David Marla might be able to assist us with that but certainly we

[0:57:58] Trustee Luckham: can adapt and change I have no objection to changing if it fits within the requirements

[0:58:03] Trustee Luckham: of the legislation. David Marla do you want to help us with that?

[0:58:09] Voice 7: Yeah it's actually no

[0:58:11] Voice 7: legislation it's just the way your bylaw is established so the bylaw allows the trust council

[0:58:18] Voice 7: to establish a committee of the whole that was the intent of the amendments and it also allows

[0:58:23] Voice 7: trust council to have somebody else's chair so it just says that the chair of council is a chair

[0:58:30] Voice 7: unless another chair has been selected so because council has passed a resolution to establish a

[0:58:38] Voice 7: Committee of the Whole meeting at a specific time, place and

[0:58:41] Voice 7: location. And Council has already established that who's

[0:58:47] Voice 7: going to be the Chair. I don't think there's a need for the

[0:58:51] Voice 7: Chair of Trust Council to open the Committee of the Whole. The

[0:58:55] Voice 7: Chair that has been selected can open it and run it as a

[0:58:59] Voice 7: Committee of the Whole because it's being opened as Committee

[0:59:02] Voice 7: of the Whole, and then it will be closed as Committee of the

[0:59:05] Voice 7: the whole and that'll be it it's a standalone committee of the whole so i think the only time

[0:59:10] Voice 7: that the chair would be involved is if council was in a meeting and it resolved it wanting to

[0:59:16] Voice 7: go into committee of the whole and then the chair of council would continue as that chair unless

[0:59:22] Voice 7: somebody else was selected and then it would be passed over so in this instance i think council

[0:59:27] Voice 7: has already done the work it's already established the meeting and it's already established who's

[0:59:31] Voice 7: going to be the chair well

[0:59:34] Trustee Luckham: that's perfect that makes it easy um so that's great and i'm prepared

[0:59:39] Trustee Luckham: to follow that advice so director or sorry cao uh mobs thanks

[0:59:45] Voice 6: chair yeah i think uh some of the

[0:59:48] Voice 6: comments that i had heard as well was there was confusion with essentially having two chairs of

[0:59:52] Voice 6: that meeting and maybe less so with the opening of the meeting but more that uh the conversation

[0:59:58] Voice 6: related to the policy statement was

[1:00:00] Voice 6: under Chair Maud, but then the rest of the items that were sort of more administrative

[1:00:06] Voice 6: remained with you, Chair Luckman. I think that created a little bit of confusion.

[1:00:10] Voice 6: The feedback I've heard is that it's cleaner just to have one chair who runs the whole thing,

[1:00:14] Voice 6: regardless of whether or not it's related to policy statement discussion or administrative

[1:00:17] Voice 6: items. And I think that's what Director Marler is saying is permissible as well.

[1:00:22] Trustee Luckham: Right. Where to meeting a committee of the whole. So that's great. Okay. So that resolves that.

[1:00:29] Trustee Luckham: is there any further questions or comments or remarks or concerns with the

[1:00:36] Trustee Luckham: upcoming we're going to look at an agenda here shortly director or it's

[1:00:42] Trustee Luckham: gonna take me a while to get used to this CAO mobs over to you again

[1:00:46] Voice 6: that's

[1:00:47] Voice 6: alright I'm wearing both hats right now so both are correct there has been some

[1:00:51] Voice 6: conversation with staff around the agenda setting of course the chairs are

[1:00:55] Voice 6: normally setting the agendas for the meetings that they are going to be

[1:00:59] Voice 6: be chairing. In this instance, it's a committee of the whole agenda, so this body is looking at

[1:01:04] Voice 6: the agenda setting, but of course we have a different chair. The thinking was that, Chair

[1:01:08] Voice 6: Luck, you know, you could reach out to Chair Bernardo or Trustee Bernardo, who will be chairing

[1:01:13] Voice 6: this meeting, to review the agenda with him so that he's got a heads up and everyone's on the

[1:01:18] Voice 6: same page. But the committee could decide a different approach if they prefer. Okay, that

[1:01:23] Trustee Luckham: seems like a reasonable approach any uh thoughts there from vice chairs not seeing any so i can

[1:01:33] Trustee Luckham: take it then that you're endorsing the idea that i will communicate directly with um the next chair

[1:01:40] Trustee Luckham: being um christy bernardo in this case to review the agenda and take his input to um

[1:01:49] Trustee Luckham: create the agenda all right um does that conclude the role of the chair of the committee of the hall

[1:02:00] Trustee Luckham: okay that's great and i actually just want to make mention here i'm grateful to whomever

[1:02:05] Trustee Luckham: decided to change the acronym to c-o-t-w because i had objected to calling it the cow it just seems

[1:02:14] Trustee Luckham: unusual to me but anyway so i'm grateful to whoever it is that has started to use

[1:02:20] Trustee Luckham: different nomenclature so let us continue on the next item on our agenda at 7.4.1

[1:02:27] Trustee Luckham: is on page 35 the policy statement amendment project committee the whole agenda setting

[1:02:35] Trustee Luckham: briefing so here indeed we are so that's here trust area services is advancing this briefing

[1:02:47] Trustee Luckham: is there anybody on staff that is prepared to speak to this one is that you this time jason

[1:02:55] Voice 1: Yes, Chair Luckom, I can speak briefly to it.

[1:03:01] Voice 1: Effectively, you've already touched on this matter, and I'm grateful to see

[1:03:05] Voice 1: Director Marla here today to correct me if any of my understanding of procedures is

[1:03:10] Voice 1: incorrect, but it's my understanding that this committee is responsible for setting the agenda

[1:03:14] Voice 1: for the next Committee of the Whole meeting, which is scheduled, as you know, for August the 22nd,

[1:03:19] Voice 1: and so this is an opportunity for this body simply to have a preliminary conversation

[1:03:23] Voice 1: about items that you're anticipating seeing on this agenda so we can bring

[1:03:28] Voice 1: you back or complete agenda for your approval at a future meeting. There are

[1:03:33] Voice 1: items arising from the previous Committee of the Whole meetings that we

[1:03:37] Voice 1: anticipate that you are expecting to see on this agenda, one being a scan of what

[1:03:42] Voice 1: other local governments in the province are doing as it relates to

[1:03:45] Voice 1: reconciliation and UNDRIP initiatives in their guiding documents. That was a

[1:03:50] Voice 1: a request that was made of staff but not yet actioned by executive committee that's a future

[1:03:56] Voice 1: item on today's agenda so we're anticipating the committee of the whole is expecting to receive a

[1:04:01] Voice 1: report to that effect at their august 22nd meeting there are matters arising from the in-camera

[1:04:07] Voice 1: discussion that was held at the previous committee of the whole that we anticipate that

[1:04:11] Voice 1: committee of the whole is anticipating receiving some reports on at their august 22nd meeting as

[1:04:17] Voice 1: well and then there's simply going to have to be a discussion about when committee of the whole

[1:04:21] Voice 1: wishes to meet again um and as uh chair locke already touched on and i think as as interim

[1:04:29] Voice 1: cao mods mentioned um the last committee of the whole meeting closed out with uh an expectation

[1:04:36] Voice 1: i think of incoming chair bernardo that he was wanting to receive some input from the trustees

[1:04:42] Voice 1: about uh items that they would like to see on the next committee of the whole agenda as well

[1:04:46] Voice 1: So obviously, there's going to be a little bit of interplay between the Executive Committee Chair and the incoming Chair of Committee of the Whole to decide what that agenda is going to look like.

[1:04:55] Voice 1: And that's essentially all I have for you currently, and it's over to you to identify any other items that staff should be prepared to put on the agenda. Thanks.

[1:05:07] Voice 1: Okay,

[1:05:12] Trustee Luckham: Vice Chairs. Anything that you would like to contribute? So the agenda itself is on page 37. Trustee Peterson and then CEO Moms.

[1:05:33] Trustee Luckham: uh

[1:05:35] Voice 11: thank you i i think that um going with the direction here from the the previous meetings

[1:05:41] Voice 11: is great and i just wanted to support the notion of uh of uh trustee bernardo as the chair of the

[1:05:49] Voice 11: next committee of the whole meeting um uh looking to trustees uh for interests um on meeting

[1:05:57] Voice 11: subjects that would be great if that information found its way around to two

[1:06:05] Voice 11: trustees and in a general way to sort of get that get the thinking going but

[1:06:13] Voice 11: absolutely this is this is Trust Council's work via the Committee of the

[1:06:19] Voice 11: the whole time let's try and get folks engaged yeah

[1:06:23] Trustee Luckham: okay ceo mobs uh

[1:06:28] Voice 6: just wanted to uh support

[1:06:31] Voice 6: what my colleague humans has indicated uh the suggested um staff proposed agenda includes an

[1:06:39] Voice 6: in-camera session uh for the benefit of the public who of course can't see what's on that

[1:06:43] Voice 6: in-camera session um the suggestion to move in camera is because there will be some review of

[1:06:47] Voice 6: revised wording to the policy statement that is coming from legal counsel um and so it's you know

[1:06:53] Voice 6: considered legal advice and so we are suggesting an in-camera portion there um it would not be

[1:06:59] Voice 6: um sort of generic conversation around the policy statement that could be held in an open meeting

[1:07:07] Trustee Luckham: yeah is that clear to everybody okay great so thank you for that um reminder there

[1:07:17] Trustee Luckham: CEO mobs. If there's nothing further, then we will be having an in-camera discussion coming up

[1:07:25] Trustee Luckham: later in the meeting and there'll be some opportunity there.

[1:07:30] Trustee Luckham: Otherwise, I'm going to move on through Executive Committee projects. That brings us to

[1:07:35] Trustee Luckham: Governance Committee Code of Conduct Policy Recommendations Briefing.

[1:07:43] Trustee Luckham: as you know or some of you know that was discussed at governance committee

[1:07:48] Trustee Luckham: and if i'm not mistaken there's an amended version of the feedback from

[1:07:56] Trustee Luckham: from the governance committee with notes attached to it and that came as a late item

[1:08:03] Trustee Luckham: because it wasn't correct in the agenda package and did everybody get a chance to look at that

[1:08:10] Trustee Luckham: So who's going to introduce this one?

[1:08:15] Voice 7: That would be me, Chair Lackham.

[1:08:17] Trustee Luckham: Okay, over to you, sir.

[1:08:19] Voice 7: Thank you.

[1:08:20] Voice 7: So on page 38 is the briefing.

[1:08:23] Voice 7: I just wanted to bring back to the Executive Committee that the Governance Committee had looked at this document.

[1:08:33] Voice 7: It did not come to any decision with respect to the types of changes,

[1:08:40] Voice 7: changes, but there were comments from individual members. So those comments was what we intended

[1:08:45] Voice 7: to bring here and they were captured as comments in the draft document. Unfortunately that

[1:08:51] Voice 7: did not print, so you'll have the updated version in your email. I just wanted to also

[1:08:57] Voice 7: point out that the executive committee did ask that this document be forwarded to a committee

[1:09:02] Voice 7: of the whole meeting in, it says in June 2024 for discussion and recommendations, and that

[1:09:09] Voice 7: the governance committee's recommendation was that the code of conduct be referred to a select

[1:09:17] Voice 7: committee of trust council so the difference between those two obviously is the committee

[1:09:23] Voice 7: of the whole is all of trust council would be discussing it as that's the executive committee's

[1:09:28] Voice 7: suggestion from earlier and the governance committees is that it'd be a select group

[1:09:35] Voice 7: group of trustees, a small number that would act as a working group and then come back

[1:09:40] Voice 7: to Council with some sort of recommendations.

[1:09:43] Voice 7: So at the bottom, there are three avenues that the Executive Committee could pursue.

[1:09:50] Voice 7: The first one is that you follow the Governance Committee's recommendations and that means

[1:09:55] Voice 7: you go to Trust Council, take an RFD to Trust Council to create a select committee and all

[1:10:03] Voice 7: the implications of doing so and what the work program would be for that committee.

[1:10:09] Voice 7: The second is continuing what the executive committee initially

[1:10:14] Voice 7: asked for and that is to go for a committee of the whole and to do so then you would have to

[1:10:21] Voice 7: establish a time date and obviously a location most likely Zoom for such a meeting and then

[1:10:28] Voice 7: And then the third option is that you could just take this to Trust Council and ask Trust

[1:10:33] Voice 7: Council what it would like to do, just briefing them on what's been done to date on this issue.

[1:10:41] Voice 7: So those are three options, and we're just looking for some direction from the Executive

[1:10:47] Voice 7: Committee so that we can advance the Code of Conduct in some way.

[1:10:51] Trustee Luckham: Thank you.

[1:10:55] Trustee Luckham: All right.

[1:10:56] Trustee Luckham: Thank you, David.

[1:10:57] Trustee Luckham: in

[1:10:58] Voice 11: terms of you mentioned the implications of establishing a select committee uh would you care

[1:11:11] Voice 11: to just briefly uh let us know what you you feel they are uh director

[1:11:19] Voice 7: marler i'm sorry i missed

[1:11:22] Voice 7: the question can you repeat that for me please oh

[1:11:25] Voice 11: uh you mentioned the implications of uh creating

[1:11:28] Voice 11: a select committee could you just

[1:11:30] Voice 11: briefly run through the implications of uh creating a select

[1:11:32] Voice 11: through that for us yeah

[1:11:34] Voice 7: no obviously uh it depends on the scope of the work and uh how long

[1:11:39] Voice 7: and all that but it would require some staff administrative uh support so um there'd be an

[1:11:46] Voice 7: election process at trust council to um elect the members so that would be a requirement and then

[1:11:54] Voice 7: there would be administrative staff so whether that be laurie alex or another staff person to

[1:12:00] Voice 7: to help set up the meetings, run the meetings, take the minutes, those kinds of things.

[1:12:07] Voice 7: And then probably staff such as myself or somebody else would be available at the meetings

[1:12:13] Voice 7: to just help with any factual work that may need to be done to help the select committee.

[1:12:24] Voice 7: So select committees, because of smaller numbers, the intent is to meet more frequently.

[1:12:30] Voice 7: It tends to be a little bit more intense and can create a little bit more work to staff.

[1:12:34] Voice 7: So those are really the only implications I can think of.

[1:12:41] Trustee Luckham: Hey, Vice Chair Elliott, and then we'll go to the CAO.

[1:12:45] Trustee Luckham: I

[1:12:51] Voice 13: guess I have a question about whether this is actually an EC-initiated project and where it came from.

[1:13:02] Voice 13: I've been looking back at my notes, and the first meeting that we discussed this was October 11, 2023.

[1:13:09] Voice 13: But there's nothing on the agenda around that. So I'm kind of just asking questions about if anybody remembers why this was first begun, and if we ever came back to Trust Council for an endorsement to develop this as a project of executive committee.

[1:13:31] Voice 13: committee um we had advice from the cao well this would be a great topic of discussion cao at the

[1:13:39] Voice 13: time russ um for a committee of the whole and then i remember we decided well before we do that let's

[1:13:47] Voice 13: refer it to governance committee and see what they have to say um so we're kind of at a decision

[1:13:58] Voice 13: point but i guess i'm questioning how it came to be that this is an executive committee initiated

[1:14:03] Voice 13: project in the first place? And if we have endorsement from Trust Council to keep moving

[1:14:08] Voice 13: along, or we need to come back to Trust Council and say, what do you want to do with the next steps?

[1:14:18] Trustee Luckham: I could add to that. But let me just see Director Marler and the CAO hands up. Let's start with the

[1:14:28] Trustee Luckham: CAO and go from there.

[1:14:31] Voice 6: My comment is unrelated to Trustee Elliott's question. I think Director

[1:14:35] Voice 6: Dr. Marla can respond to that.

[1:14:36] Voice 5: Okay.

[1:14:40] Voice 7: Yeah, so this was actually raised by trustee

[1:14:45] Voice 7: as an issue based on some delays in advising trustees

[1:14:53] Voice 7: when there was a complaint and then reviewing the policy

[1:14:56] Voice 7: and realizing that that could be tightened up.

[1:15:00] Voice 7: It's also, it was raised by staff in process like me

[1:15:05] Voice 7: in processing the complaints as they come in,

[1:15:10] Voice 7: realizing that the policy is dated

[1:15:14] Voice 7: and reviewing the more recent guidelines from the province

[1:15:19] Voice 7: there's some better things that could be done to reflect it.

[1:15:24] Voice 7: The province did bring in a requirement for local governments

[1:15:28] Voice 7: that does not apply to Islands Trust

[1:15:30] Voice 7: that they must have a code of conduct

[1:15:33] Voice 7: and they must review it each term.

[1:15:35] Voice 7: So it's good practice to follow that is keeping your policies up to date.

[1:15:41] Voice 7: And this is actually one of the things out of MIABC review is that we're not good at keeping policies up to date.

[1:15:53] Voice 7: And that's an area that I think we definitely need to strengthen.

[1:15:56] Voice 7: So from a good practice point of view, it was a staff decision to bring it to the executive and suggest that the Code of Conduct should be reviewed and updated.

[1:16:11] Voice 7: So that's kind of where it started from. And then as far as who owns it, the Code of Conduct is owned by Trust Council.

[1:16:17] Voice 7: Council. So it's the executive that does the day-to-day running a business under legislation

[1:16:23] Voice 7: for Trust Council. But if you feel you need Trust Council to essentially authorize this for you to

[1:16:31] Voice 7: work on, then you could certainly take option three and go to Council and get that direction.

[1:16:39] Voice 7: And also maybe you could suggest to Council a course of action to advance it, whether that's

[1:16:46] Voice 7: like committee committee of the whole or some other approach to developing it but at the end

[1:16:52] Voice 7: of the day it'll be trust council that needs to own the code of conduct and essentially endorse

[1:16:58] Voice 7: it and then by policy adopt it okay

[1:17:03] Trustee Luckham: thank you very much uh director marler well before i go to

[1:17:07] Trustee Luckham: um ceo mobs who indicated there was a different uh remark that she had to make i would just like

[1:17:15] Trustee Luckham: to talk about the history of this a tiny little bit, and I think there's essentially three

[1:17:22] Trustee Luckham: elements to this. Coincidentally, one of those elements is the provincial initiative to change,

[1:17:30] Trustee Luckham: to influence essentially behaviors at councils throughout the province,

[1:17:40] Trustee Luckham: regional districts, municipalities, and otherwise.

[1:17:45] Trustee Luckham: Although the Islands Trust was not included in that,

[1:17:48] Trustee Luckham: I think that's one of those situations

[1:17:50] Trustee Luckham: where we were unwittingly omitted,

[1:17:53] Trustee Luckham: but that might not be true.

[1:17:55] Trustee Luckham: But anyway, there's a provincial initiative

[1:17:57] Trustee Luckham: to improve the standard of conduct

[1:18:01] Trustee Luckham: and raise the bar with respective behavior

[1:18:04] Trustee Luckham: in order to ensure that our meeting places

[1:18:09] Trustee Luckham: are safe and respectful and otherwise. And so, and although that's out there and is worthy of

[1:18:20] Trustee Luckham: our consideration, I think that this actually did get started by a process question, and of which

[1:18:26] Trustee Luckham: there's at least two things that should be considered, is the timing and efficiency and

[1:18:34] Trustee Luckham: effectiveness of handling complaints, which we do get, and the notification to individuals that

[1:18:44] Trustee Luckham: are subject of the complaints and how that timing and that responsibility exists through policy

[1:18:52] Trustee Luckham: to ensure that if there's a complaint against somebody, that that person is notified. And then,

[1:18:59] Trustee Luckham: And then, of course, that there's mechanisms in place to provide some protection for the individuals that are advancing a complaint.

[1:19:11] Trustee Luckham: And then, of course, at the fundamental level of it is the code of conduct itself and how it is that we want to model behavior at the Islands Trust.

[1:19:23] Trustee Luckham: And of course, I've always thought that our oath of office is connected to our code of conduct and that what we do needs to rise to a certain standard or level or understanding about the roles that we play and how we conduct ourselves in that.

[1:19:41] Trustee Luckham: And so the conduct itself is not necessarily aimed at any given individual anywhere, except certainly over the years that I've been on council, there have been complaints from the public with respect to code of conduct against trustees.

[1:19:58] Trustee Luckham: and there's complaints from trustees to trustees about code of conduct and the mechanism and the

[1:20:05] Trustee Luckham: policy that we have gives little or no ability to the executive committee or to the CAO as the

[1:20:12] Trustee Luckham: authorities in managing these things and so it's just the question is do we want to improve this

[1:20:21] Trustee Luckham: this policy? Do we want to raise the bar in terms of behaviors that might be improved through a more

[1:20:28] Trustee Luckham: clear document? Whether or not council agrees with that or not is a good question. And indeed,

[1:20:36] Trustee Luckham: council should initiate this in some way and definitely have input to it. But I would say

[1:20:43] Trustee Luckham: complaints respecting code of conduct is a very difficult task for the CAO and the executive

[1:20:50] Trustee Luckham: committee to manage and there's little uh authority that we have to uh other than say

[1:20:57] Trustee Luckham: please don't do that again um um um with respect to the existing policy so that's my remarks and

[1:21:06] Trustee Luckham: i did want to go to director mobs next but i also see an elected representative um vice chair

[1:21:13] Trustee Luckham: peterson do you want to comment on the this string of conversation yes

[1:21:19] Voice 11: just very briefly i think um

[1:21:21] Voice 11: There is one element that I don't think you missed on purpose, but it is a reality that there are also sometimes staff concerns around elected behavior.

[1:21:37] Voice 11: So I just wanted to not miss that that is, from my perspective, that's actually an important part of the review and having a code of conduct.

[1:21:49] Voice 11: Staff have, I say at every meeting, staff have a right to a safe and respectful workplace.

[1:21:55] Voice 11: And to me, the code of conduct is part of what helps to model that.

[1:22:00] Voice 11: And if it has some mechanisms in it, then that might be helpful.

[1:22:08] Voice 11: And certainly we know plenty about staff turnover and want to do anything we can do to avoid provoking any of that.

[1:22:22] Voice 11: So just wanted to point that out from my thoughts, sir.

[1:22:27] Trustee Luckham: Excellent. Thank you very much, Tim, for raising that.

[1:22:30] Trustee Luckham: Because indeed, complaints come from the public and from staff. And actually, what I did learn from this process is that the Code of Conduct actually doesn't engage the public in that process and maybe doesn't even necessarily speak directly to staff, but perhaps staff can advise us on that.

[1:22:52] Trustee Luckham: But indeed, all of that, how we behave in meetings, code of conduct to me, involves how we engage with the public, how we engage with staff, and how we engage with each other.

[1:23:03] Trustee Luckham: And, of course, other activities that you might get involved in that may not be conducive to upholding the oath of office and that of a position of a trustee and even the mandate.

[1:23:20] Trustee Luckham: date so all good information to think about and so i keep deferring trustee mobs and david

[1:23:28] Trustee Luckham: mollis got his hand up again and vice chair elliott do you have something else to add

[1:23:32] Trustee Luckham: with respect to your question then i'll

[1:23:35] Voice 13: defer to staff uh and then would like to come back to move

[1:23:38] Voice 13: option three okay

[1:23:40] Trustee Luckham: great so uh let's go to this cao unless you want to defer to david

[1:23:46] Trustee Luckham: Good. Marla, if she wants to chime in on this current string of conversation.

[1:23:51] Voice 6: I'll share some comments first. So first, I'm happy to hear Trustee Elliott was about to make a motion.

[1:23:56] Voice 6: This is a briefing. It probably should have been an RFD because we are seeking direction from a staff perspective.

[1:24:02] Voice 6: Just as far as a code of conduct would go, you know, any time that we can set clear expectations associated with with anything,

[1:24:09] Voice 6: thing, it reduces the chance of misunderstanding, which reduces the chance of conflict, which

[1:24:15] Voice 6: means we are not spending time dealing with conflict and not pulled into inefficiencies.

[1:24:21] Voice 6: So if the code of conduct is currently lacking from a staff perspective, updating that seems

[1:24:27] Voice 6: to make some sense.

[1:24:28] Voice 6: Of course, we take political direction there.

[1:24:30] Voice 6: The second piece I'd like to comment on is just related to the governance committee's

[1:24:34] Voice 6: resolution or recommendation to strike a select committee to undertake this work.

[1:24:38] Voice 6: I'll remind Executive Committee we currently have the CAOHC that's working. We're about to

[1:24:43] Voice 6: have an Accessibility Committee. The Committee of the Whole is a new committee that's having

[1:24:47] Voice 6: a lot of meetings. We also have a Financial Planning Committee Working Group and we also

[1:24:51] Voice 6: now have a Governance Committee Working Group. That is a lot of groups in addition to our

[1:24:56] Voice 6: standing committees. That's a lot of groups getting together. It is administratively burdensome

[1:25:02] Voice 6: which creates some inefficiencies so if we'd like to see this work advance more quickly

[1:25:07] Voice 6: that may not be the way to go but that of course is up to this committee as well

[1:25:16] Trustee Luckham: okay david marler and then we'll go back to vice chair elliott for motion yeah

[1:25:21] Voice 7: he just had a

[1:25:22] Voice 7: question whether it applies to the public the code of conduct is intended to apply to

[1:25:26] Voice 7: trustees so trustees can make a complaint or ask for resolution regarding another trustee

[1:25:34] Voice 7: and to staff so staff can also request the same thing it's not intended that the public would

[1:25:42] Voice 7: have that ability under the code of conduct and that is typical across the province for all local

[1:25:48] Voice 7: governments there is a separate procedural fairness policy of councils it's somewhat related

[1:25:55] Voice 7: and that's more that the public can make a complaint if they feel that they haven't been

[1:26:00] Voice 7: treated fairly by staff or trustees or um a trust body thank

[1:26:10] Trustee Luckham: you david first year earlier so

[1:26:17] Voice 13: yes i

[1:26:20] Voice 13: it's not that i object to the content uh and i fully understand the need for an updated code

[1:26:28] Voice 13: of conduct it is just that for this to have success if it is a trust council policy it

[1:26:38] Voice 13: should be initiated by Trust Council, and I believe this step was missed. Going back to our last

[1:26:44] Voice 13: Trust Council meeting agenda, Executive Committee's Active Projects Report does not include Code of

[1:26:50] Voice 13: Conduct Project, so I don't think we have the authority to direct next steps on this project.

[1:26:59] Voice 13: We need to go back to Trust Council with a briefing of the work done to date,

[1:27:04] Voice 13: exactly what director marler has articulated uh the provincial requirements uh which don't apply

[1:27:11] Voice 13: but yet would be a good idea the rationale for how many specific cases have come before us that

[1:27:18] Voice 13: um are a good case for amending the code of conduct folded together with our comments and

[1:27:27] Voice 13: governance committee comments and then bring that to trust council to provide further direction i

[1:27:31] Voice 13: I just think trustees have a right to own this project because they will all be affected by it.

[1:27:37] Voice 13: So I would like to move that staff take the draft code of conduct back to Trust Council with a briefing of the work done to date and ask Trust Council to provide further direction on the development of a new code of conduct.

[1:27:53] Trustee Luckham: Very good. It looks like you've got that, Alexandra. Excellent.

[1:27:58] Trustee Luckham: And do I have a seconder? Trustee Maud, I see your hand up for seconding.

[1:28:02] Trustee Luckham: um thank you just to speak to it further trustee vice chair elliott okay i'm gonna

[1:28:11] Trustee Luckham: thanks i'm gonna call the vote then all the uh ceo mobs uh

[1:28:19] Voice 6: minor comment uh this would be seeking

[1:28:22] Voice 6: a decision of council we would make it a request for decision not a briefing yes

[1:28:27] Trustee Luckham: so you'd have to

[1:28:31] Trustee Luckham: craft the wording for that in a good way but we'll leave that to you decision

[1:28:36] Voice 13: okay

[1:28:37] Trustee Luckham: vice chair

[1:28:38] Trustee Luckham: Well,

[1:28:39] Voice 13: the briefing, okay, with a request for decision and a briefing of the work done to date, would that suffice?

[1:28:49] Voice 6: Yeah, any request for decision would include the background on what work has been done.

[1:28:54] Voice 6: It just simply requests a decision at the end of that.

[1:28:57] Voice 6: So it's just minor detail just for clarity on what type of report would head to council based on this resolution if we would make it an RFD.

[1:29:04] Voice 13: Good. Could we change the word briefing to request for decision?

[1:29:08] Trustee Luckham: I think that's the intention, so I think that's fine.

[1:29:12] Trustee Luckham: Great.

[1:29:14] Trustee Luckham: It looks like Vice Chair Peterson, you lowered your hand.

[1:29:18] Trustee Luckham: So I'm going to go to the vote.

[1:29:20] Trustee Luckham: All those in favor, please raise your hand electronically or physically.

[1:29:27] Trustee Luckham: Okay, it looks like that carries unanimously.

[1:29:30] Trustee Luckham: Thank you very much, everybody.

[1:29:31] Trustee Luckham: And thank you, Vice Chair Elliott, for advancing that.

[1:29:37] Trustee Luckham: I'm going to move along if that conversation is done.

[1:29:41] Trustee Luckham: Where are we at?

[1:29:42] Trustee Luckham: We're at 1045.

[1:29:43] Trustee Luckham: five. We've got quite a bit to go here yet. Is there a necessity to go for a break? If somebody

[1:29:52] Trustee Luckham: throws up a hand, we'll have a 10-minute break. Otherwise, I'm going to continue on. I see a hand

[1:29:57] Trustee Luckham: going up and two hands, I guess.

[1:30:00] Trustee Luckham: going to have a

[1:30:00] Voice 5: 10

[1:30:01] Trustee Luckham: minute break is that all right we'll come we'll recess at 10 45 and we'll come

[1:30:05] Trustee Luckham: back at 10 55 all right no complaints there so let's just recess for 10 minutes thank you

[1:30:14] Trustee Luckham: you're welcome

[1:40:36] Trustee Luckham: somebody muted me yes sorry

[1:40:41] Voice 14: that was me i just wanted to let you know that i did

[1:40:44] Voice 14: speak with jeffrey over the break and he will come back to ec at the next meeting and speak

[1:40:51] Voice 14: speak about some of the work he's doing on the follow-up action list that

[1:40:56] Trustee Luckham: would be fantastic

[1:40:56] Trustee Luckham: thank you so let's make sure we get that on the agenda and um and um we'll hear from him then so

[1:41:04] Trustee Luckham: super sounds great okay um so we did uh code of conduct there at 8.11 got a motion thank you

[1:41:18] Trustee Luckham: and so we got 8.1.2 trust area services um agreement with collison college and nation

[1:41:26] Trustee Luckham: uh request for decision now i think i heard from you alexandra that joe wasn't going to be able to

[1:41:31] Trustee Luckham: join us um today so who's going to advance this item for us that

[1:41:36] Voice 14: is true i think interim cao

[1:41:38] Voice 14: moms is going to address the item and or stephan director sir back okay

[1:41:45] Trustee Luckham: so let's turn that over to

[1:41:47] Trustee Luckham: to the CAO to start, and then we'll go from there.

[1:41:51] Voice 6: Actually, Chair, Director Cermak was in attendance

[1:41:54] Voice 6: at this meeting with Joe.

[1:41:56] Voice 6: So in Joe's absence, he's best placed to speak

[1:41:59] Voice 6: to what happened at that meeting and the results.

[1:42:01] Voice 6: I'll turn it over to him.

[1:42:06] Voice 2: Okay, thank you, CAO Mobbs and Chair Luckum.

[1:42:10] Voice 2: I indeed was at the meeting with some Cowattson members.

[1:42:17] Voice 2: It was a great meeting.

[1:42:19] Voice 2: It was with the treaty negotiator,

[1:42:21] Voice 2: here, the referrals coordinator and archaeologist on staff. We listened and learned a lot. The

[1:42:32] Voice 2: conclusion of it was that Cowartsen is interested in proceeding with a protocol agreement. They

[1:42:40] Voice 2: would like to have one for the whole nation, but of course they can't speak for each member.

[1:42:45] Voice 2: So they've asked that we forward a draft copy of the template protocol agreement to each

[1:42:51] Voice 2: of the uh the members and that's the uh request for decision you have before you is to proceed

[1:42:58] Voice 2: with that direction that they recommend um i was there in attendance it was just joe and myself

[1:43:03] Voice 2: and um you know between joe and um uh their team i i mostly listened so uh but i'm gonna keep it

[1:43:14] Voice 2: that's that high level if you would like me to answer any questions that i can i will i did not

[1:43:18] Voice 2: write this report or review it so i'm kind of catching up and just telling you that i was at

[1:43:22] Voice 2: the meeting i supported the direction and um i'm here to answer any questions okay

[1:43:29] Trustee Luckham: uh thank you

[1:43:30] Trustee Luckham: stefan um it's an excellent report and certainly covers um what are our interests and and

[1:43:39] Trustee Luckham: respects the interests of the nations and i support them motion that's uh here um i just

[1:43:47] Trustee Luckham: I just want to at this very moment, because his name came up in some of the attached materials, Chief William Seymour, Chip Seymour,

[1:43:57] Trustee Luckham: we referred to him as a past chief of Cowichan tribes, passed away recently.

[1:44:04] Trustee Luckham: And just want to acknowledge that passing and that he had the opportunity to work with him for a number of years

[1:44:11] Trustee Luckham: and was a significant leader for the Cowichan tribes.

[1:44:16] Trustee Luckham: And certainly this body of the Cowichan nation

[1:44:19] Trustee Luckham: working together is something,

[1:44:22] Trustee Luckham: is a body that the CA at Passeo,

[1:44:24] Trustee Luckham: Russ Hotson-Piller and myself met with on occasion

[1:44:27] Trustee Luckham: and would look forward to working with them as a group.

[1:44:30] Trustee Luckham: And I think this is a wise bit of advice

[1:44:32] Trustee Luckham: to work with them together.

[1:44:35] Trustee Luckham: So in support of this.

[1:44:37] Trustee Luckham: Thank you, Stefan.

[1:44:37] Trustee Luckham: Anybody else, any remarks or comments

[1:44:39] Trustee Luckham: or would like to make a motion?

[1:44:40] Trustee Luckham: Vice Chair Elliott.

[1:44:47] Voice 13: Okay, or is

[1:44:47] Trustee Luckham: there feedback?

[1:44:49] Voice 5: Oh,

[1:44:50] Voice 13: there we go.

[1:44:52] Voice 13: Okay.

[1:44:54] Voice 13: I'm obviously always supportive of protocol agreements.

[1:44:58] Voice 13: My question is going to be the same as with the previous item.

[1:45:05] Voice 13: Is executive committee the right body to direct this work?

[1:45:11] Voice 13: I understand that there needs to be somebody that directs staff resources to developing a protocol agreement, but I recall we went to Trust Council to ask or to seek endorsement of SNANAMIC's request to review and continue work on a revised protocol agreement.

[1:45:35] Voice 13: And we also went back to Trust Council to seek endorsement of moving forward with the East Anas Protocol Agreement. So is this the same scenario that we should be coming back to Trust Council to develop a protocol agreement in cooperation with Quouts and First Nation?

[1:45:51] Voice 13: Is there some interim step that we can take as executive committee, seeing that reconciliation and relationship building between other agencies on the Islands Trust is one of our projects and responsibilities.

[1:46:05] Voice 13: So I just wanted to have a bit of a discussion about that.

[1:46:09] Voice 13: Again, the appropriate body to hold a protocol agreement, of course, is Trust Council.

[1:46:15] Voice 13: It is not ours, but we may need to direct the work in order to support Trust Council making a decision.

[1:46:24] Voice 13: So just wanted to finesse that point a little bit.

[1:46:31] Trustee Luckham: So is there a staff answer to that question? Where should this direction come from through CAO Marlowe?

[1:46:42] Voice 6: So certainly when it comes to the lines of authority, Director Marlowe is our expert there.

[1:46:46] Voice 6: Protocol agreements would have to be approved by Trust Council.

[1:46:49] Voice 6: These agreements are agreements between Council and the nation. If there's not an understanding

[1:46:55] Voice 6: of whether or not Council wishes to undertake this work, certainly asking them before directing

[1:47:01] Voice 6: staff resources towards a piece of work that may not be desired is wise. The Reconciliation Action

[1:47:09] Voice 6: Plan, of course, speaks to a lot of different steps that Council has already committed to

[1:47:14] Voice 6: taking and I believe protocol agreements are part of that and so that's worthy of consideration as

[1:47:20] Voice 6: well. Executive committee if the authority lies here there's nothing that says that you have to

[1:47:25] Voice 6: make a decision you can certainly punt it back to a trust council if you wish if that's the approach

[1:47:30] Voice 6: that you think is best. If Director Marler has any other supporting commentary related to that I

[1:47:36] Voice 6: would offer it up to him through the chair.

[1:47:40] Voice 7: Through the chair David here but no I agree with

[1:47:44] Voice 7: what the CAO just said the um the authority is trust councils and the section nine of the

[1:47:50] Voice 7: islands trust act to enter into agreements um so but the executive does have the day-to-day

[1:47:57] Voice 7: um legislative authority so um and as the CAO said you do have the reconciliation action plan and

[1:48:05] Voice 7: that is the guidance of trust council for the kind of work it wants to do so this fits in with that

[1:48:10] Voice 7: That reconciliation action plan is something you see could take the council with a recommendation for adoption of an agreement.

[1:48:23] Trustee Luckham: Okay, thank you.

[1:48:26] Trustee Luckham: Stefan, Sir Mac, do you wish to add further comment to the staff point of view or Vice Chair Peterson?

[1:48:33] Voice 2: I do. Thank you, Mr. Chair.

[1:48:34] Voice 2: I would just like to point out that the hyperlink at the bottom of the report to the relevant policy, which is 2.1.2.1.4, coordination agreements, this step that you're being asked to take, the initiation step, is exactly in line with the policy that Trust Council has adopted, which says that executive committee, to initiate, executive committee passes a resolution instructing staff to prepare a draft protocol agreement and reviews the work program with regard to timeframes, et cetera.

[1:49:03] Voice 2: so this follows exactly in line with the policy that's been adopted but of course i can't disagree

[1:49:08] Voice 2: that is overall if you wish to punt it to trust council to to manage that's fine but this follows

[1:49:13] Voice 2: policy and um there you go okay

[1:49:17] Trustee Luckham: thank you for that policy advice uh vice chair peterson uh yeah thank

[1:49:24] Voice 11: you to staff for the the clarity on that um just wanted to in relation to um the uh correspondence

[1:49:34] Voice 11: that we we received from trustee Patrick to me raises a question that that I

[1:49:44] Voice 11: guess obviously it will be for Trust Council to consider but I just want to

[1:49:47] Voice 11: raise it here which is when we look at these authorities and we look at the

[1:49:55] Voice 11: interests of local trust committees wanting to do relationship building

[1:50:01] Voice 11: Certainly, as Trustee Patrick's letter mentions there, there was a request from the Salt Spring Island Local Trust Committee to see what we could do around interim protocols or essentially looking for ways for the Local Trust Committee to more meaningfully engage, I think is the best way to put it, with First Nations.

[1:50:25] Voice 11: And in this case, in relation to a fairly large OCP LUB project, it's a complex environment.

[1:50:37] Voice 11: I'm not suggesting any solutions at this moment, but I think that it behooves this committee

[1:50:45] Voice 11: and I think Trust Council as a whole to consider whether there are some options to make the

[1:50:55] Voice 11: the work of the local trust committees,

[1:50:57] Voice 11: perhaps a bit more nimble.

[1:50:59] Voice 11: I think we've all experienced fairly long timelines

[1:51:04] Voice 11: in things that at surface look fairly straightforward,

[1:51:10] Voice 11: such as letters.

[1:51:12] Voice 11: And so I just wanted to bring that up as a thought.

[1:51:20] Voice 11: And again, not proposing solutions at this point,

[1:51:24] Voice 11: point, but I just wanted to really highlight that. The other thing, of course, from Trustee

[1:51:29] Voice 11: Patrick's letter, and again, not entirely sure how procedurally we do this better, but

[1:51:39] Voice 11: there seems to be some obvious instances there in that letter of how we may have not done

[1:51:48] Voice 11: well in terms of that interface back and forth between local trust committees and staff

[1:51:54] Voice 11: staff doing this important work. No criticisms intended, just wanting to highlight some of

[1:52:04] Voice 11: those concerns.

[1:52:08] Trustee Luckham: Okay, thank you. Vice-Chair Peterson, Vice-Chair Elliott, over to you

[1:52:13] Trustee Luckham: again.

[1:52:13] Voice 13: Yes, thank you. I do agree, and a quick review of that policy, 2.14. I just

[1:52:27] Voice 13: just wanted to ask if do our local trust committees have the delegated powers under section nine

[1:52:35] Voice 13: to instruct staff to prepare draft protocol agreements um because our policy says that they

[1:52:43] Voice 13: may with uh first nations at a political level um but is there an extra step in which uh local

[1:52:53] Voice 13: trust committees need to have those powers in order to ask staff to develop a protocol agreement

[1:52:57] Voice 13: and then that's my only question and then I would love to move the motion unless somebody else wants

[1:53:02] Voice 13: to okay

[1:53:04] Voice 7: David Marley um yeah so it answers that question uh trust council has not delegated the

[1:53:12] Voice 7: powers to enter into agreements to local trust committees it could um so the the process right

[1:53:19] Voice 7: now is the trust committee could ask staff to begin the work however it would be a trust council

[1:53:25] Voice 7: or by-law to enter into agreement.

[1:53:29] Voice 7: You'll see that the more recent by-laws have been done

[1:53:34] Voice 7: that way, in fact, all of them have.

[1:53:35] Voice 7: So the staff could do the work.

[1:53:38] Voice 7: It would be the local planning staff could do the work.

[1:53:41] Voice 7: However, they would be drafting a by-law for trust council,

[1:53:44] Voice 7: not for the local trust committee.

[1:53:49] Trustee Luckham: Okay, thank you, David.

[1:53:52] Trustee Luckham: I just want to make a few remarks

[1:53:53] Trustee Luckham: before I go to you for your motion there,

[1:53:55] Trustee Luckham: there, Vice Chair Elliott, and thank you for that. I picked up on Tim using the word nimble,

[1:54:04] Trustee Luckham: and indeed, we certainly could forward this to council. I think Director Mobbs said,

[1:54:09] Trustee Luckham: is there a perception that this is supported by council or not? And so I think we're often

[1:54:18] Trustee Luckham: criticized for being slow at these things. And so if there's an opportunity to be nimble,

[1:54:23] Trustee Luckham: where we have confidence that this is an action that is supported,

[1:54:27] Trustee Luckham: which is certainly supported through other decisions Council has made

[1:54:34] Trustee Luckham: associated with reconciliation and our Reconciliation Action Plan,

[1:54:39] Trustee Luckham: I would encourage us to take this move to move to the next stage

[1:54:42] Trustee Luckham: because absolutely, ultimately, that decision to endorse the protocol

[1:54:47] Trustee Luckham: will be agreed to by Council.

[1:54:50] Trustee Luckham: I'd also note that, you know, two things, actually. It would be interesting to think that LTCs might initiate protocols. And if we had a mechanism to do that, that might be a good way to go. But clearly what Tim pointed out earlier was we've had difficulty with the management of existing protocols and existing conversations with nations right down to the individual letter level.

[1:55:15] Trustee Luckham: And that has been a resources issue and staff vacancy issues, I think, maybe come into that as well. But at this point, if I'm not mistaken, CAO Mobs, we have now allocated resources to specifically handle that level of communications and manage protocol agreements and meetings and the like.

[1:55:36] Trustee Luckham: And presumably, we're not going to make those mistakes again. And certainly, if individual bodies are responsible for protocols, that might add to the mix of potential risk for not following through with things.

[1:55:49] Trustee Luckham: So I would strongly support that whatever we do, we ensure that we're able to live up to the commitment that we make through protocol agreements and indeed the conversations that we're starting out now with nations that we absolutely must follow through with the work.

[1:56:08] Trustee Luckham: So I'm really supportive of this direction.

[1:56:12] Trustee Luckham: So over to you, Vice Chair Elliott.

[1:56:14] Trustee Luckham: Lots

[1:56:19] Voice 13: of good conversation. And I do hope that we can support Salt Spring Island's previous direction to develop an interim protocol agreement. I'm not sure how that works with this, but I do support the overall intent and the fact that we've got resources now to ensure that we can maintain our side of a protocol agreement,

[1:56:47] Voice 13: because that is of course our responsibility if we're going to set up a protocol agreement we're

[1:56:52] Voice 13: going to say yes we can hold up our end of it and i think that was the point um so now we're at that

[1:56:59] Voice 13: point anyway so i move that executive committee request staff to develop a protocol agreement

[1:57:05] Voice 13: in cooperation with cowartson cowartson nation for trust council's consideration

[1:57:10] Voice 13: consideration uh

[1:57:14] Trustee Luckham: seconded by director maude and uh any further discussion trust vice chair no

[1:57:21] Trustee Luckham: seconded so um if there's no further discussion i'm going to call for the vote all those in favor

[1:57:27] Trustee Luckham: please raise your hands electronically digitally that carried unanimously thank you very much

[1:57:32] Trustee Luckham: executive committee for support for this work and thank you to staff for pulling it together

[1:57:38] Trustee Luckham: other and i look forward to further conversations i'm going to move on to page 54 8.1.22 policy

[1:57:45] Trustee Luckham: statement amendment project survey of local government goals and objectives regarding

[1:57:51] Trustee Luckham: reconciliation and under implementation another request for decision here and um that's trust

[1:57:58] Trustee Luckham: area services so um jason yeomans are you speaking on behalf of the body today i

[1:58:07] Voice 1: am chair luck and

[1:58:08] Voice 1: thanks all right so the purpose of this request for decision is simply to seek executive committee

[1:58:17] Voice 1: direction for staff to undertake some work that was recommended to executive committee by the

[1:58:22] Voice 1: committee of the whole when it was considering the latest draft the policy statement amendment

[1:58:27] Voice 1: at their may 30th meeting the specific request that is being made of executive committee

[1:58:33] Voice 1: is that the recommendation is for staff to provide a briefing that presents examples from other

[1:58:39] Voice 1: jurisdictions e.g regional growth strategies of goals objectives policies and indicators related

[1:58:44] Voice 1: to relations with indigenous governing bodies um staff have the capacity to deliver on this

[1:58:51] Voice 1: recommendation uh and so there is a resolution there before you if you if you wish to take it

[1:58:58] Voice 1: and uh we would bring a report back uh to the august 22nd committee of the whole meeting

[1:59:03] Voice 1: now as the staff person who is likely to be undertaking this work um if uh trustees want to

[1:59:09] Voice 1: have sort of any sort of uh advice for me or discussion about the purpose for which this

[1:59:14] Voice 1: information is being sought so that we can uh shape any analysis that might be of use to you

[1:59:20] Voice 1: in our um in our briefing when we return to you that would be helpful thank you all

[1:59:28] Trustee Luckham: right um any

[1:59:30] Trustee Luckham: Any questions or suggestions for direction for staff?

[1:59:35] Trustee Luckham: Otherwise, there is a motion.

[1:59:41] Trustee Luckham: Vice Chair Elliott.

[1:59:43] Voice 13: I'm happy to move the recommended motion.

[1:59:45] Voice 13: I move that Executive Committee direct staff to prepare a briefing to Committee of the Whole that presents examples from other jurisdictions,

[1:59:54] Voice 13: example, regional growth strategies, goals, objectives, policies, and indicators.

[2:00:00] Voice 13: related to relations with indigenous governing bodies okay

[2:00:06] Trustee Luckham: seconded by vice chair maude thank you

[2:00:08] Trustee Luckham: um any further discussion wish to speak to it no good piece of

[2:00:15] Voice 13: work thank you for the um staff

[2:00:18] Voice 13: advice on this yeah

[2:00:20] Trustee Luckham: so um all those in favor so that carries unanimously again thank you very much

[2:00:29] Trustee Luckham: Executive Committee. I'm going to go to 8.1.3, segueing to Planning Services, section page 56,

[2:00:39] Trustee Luckham: 8.1.3.1, Referrals to First Nations Interim Briefing. Really glad to see this document

[2:00:47] Trustee Luckham: here. It's been in the works for a while. And Director Cermak, are you going to pick this one

[2:00:53] Trustee Luckham: up with

[2:00:55] Voice 2: pleasure so thank you mr chair and thank you ec as you referenced this has been a year in

[2:01:02] Voice 2: the making usually we i have not seen too many times when it takes a year to get an interim

[2:01:09] Voice 2: report to a body but this is i think a really good demonstration of the complexity of this particular

[2:01:17] Voice 2: issue and addressing first nations and so before i begin too much i would really like to thank

[2:01:23] Voice 2: thank RPM Jamarote and a lot of the team in the northern office especially and including you know

[2:01:29] Voice 2: team from TAS this report has come out of them having multiple ongoing discussions with various

[2:01:38] Voice 2: First Nations and a lot of that came through the opportunity from the grant funding that we had

[2:01:46] Voice 2: which allowed time for First Nations to allocate staff to have these conversations because this

[2:01:52] Voice 2: is not just a one-off meeting saying hey this is how islands just does referrals what do you think

[2:01:57] Voice 2: it is an ongoing discussion of explaining how we do referrals understanding how first nations

[2:02:04] Voice 2: receives first nations referrals and a back and forth of developing further understanding and

[2:02:09] Voice 2: that time to develop that relationship and that talk it takes well it's taken a year

[2:02:15] Voice 2: and so so what you have before you is the interim report it's in response to trust council's

[2:02:21] Voice 2: resolution that staff evaluate the implications of a longer referral response window that seemed

[2:02:28] Voice 2: relatively simple but you'll see in the report it's not and then secondly how can trust council

[2:02:33] Voice 2: and ltc's consult with first nations to better understand the process and how to improve it

[2:02:40] Voice 2: etc and so i'm going to slowly go through the report because it is kind of complicated it is

[2:02:46] Voice 2: only an interim report the intention of staff at the blessing of dc would be to afford a trust

[2:02:51] Voice 2: council to have this conversation happily amended however you wish at the end of it but it is just a

[2:02:57] Voice 2: briefing and it's only intended to be that and you'll see that there's next steps at the end of

[2:03:01] Voice 2: it so as staff began having these conversations with a few first nations especially in the north

[2:03:09] Voice 2: you know first nations of course this process and through multiple other processes have been

[2:03:15] Voice 2: clarifying their voice about what their concerns and wants and needs are that's listed on your on

[2:03:20] Voice 2: page one of this report and that is a lack of understanding and recognition of potentially

[2:03:25] Voice 2: adverse effects of trust trust council policies on their interests lack of understanding or

[2:03:31] Voice 2: recognition of potential environmental cumulative effects historical impacts lack of funding to

[2:03:37] Voice 2: support site visits getting first nations out to the sites out into their lands that they've been

[2:03:41] Voice 2: dislocated from and the territories that they never ceded in and places that are um

[2:03:48] Voice 2: I can't even express how they describe the spiritual historical meaning.

[2:03:53] Voice 2: They are part of the land.

[2:03:55] Voice 2: And so to be not a part of the land, to be excluded from it is profoundly significant.

[2:04:00] Voice 2: And of course, the lack of proactive analysis about, as I said, cumulative effects.

[2:04:05] Voice 2: So as they're saying all these things, you know,

[2:04:07] Voice 2: this is the context of the conversation that we're having.

[2:04:10] Voice 2: And we know with the referral process that we've only scratched the surface

[2:04:16] Voice 2: us in talking to a few First Nations uh you know this is three or four First Nations that we've

[2:04:20] Voice 2: been getting a deeper conversation with but there's at least 27 First Nations that are

[2:04:25] Voice 2: that were in their territory um and of course there's other groups that um you know identify

[2:04:31] Voice 2: as on island so the discussions about um just starting with the longer referral process

[2:04:39] Voice 2: uh we I list a whole bunch of things about here the implications of a longer or of a longer

[2:04:43] Voice 2: of referral response what the impact is that was the question uh there's so many things you know

[2:04:49] Voice 2: we were we just discussed about protocol agreements with uh kawatsan uh nation which of course have

[2:04:55] Voice 2: five different members we have other protocol agreements that affects the referral response

[2:05:02] Voice 2: and you know it most of the time that's one of the purposes of a protocol agreement is to establish

[2:05:07] Voice 2: these more discrete deliverables some nations have application processing policies of themselves

[2:05:13] Voice 2: or portals, such as I think a lot of you have heard about the CHIP process with Comox First

[2:05:18] Voice 2: Nation. They ask that referrals go through their process. A lot of First Nations are watching that.

[2:05:23] Voice 2: It's an evolving field. Do the First Nations themselves have capacity? I know this table,

[2:05:29] Voice 2: this group is very aware of the hundreds of referrals and the increased volume that First

[2:05:35] Voice 2: Nations are receiving. So how do they, you know, if we're giving them a longer referral

[2:05:41] Voice 2: or response window does that even make a difference to them and where we started this conversation at

[2:05:46] Voice 2: least at the staff level was distinguishing between discretionary decision items at the

[2:05:51] Voice 2: local trust committee level and non-discretionary decisions and so there's from a staff perspective

[2:05:57] Voice 2: from a legislative perspective discretionary decision items at the local trust community level

[2:06:03] Voice 2: including things like rezoning development variance permits temporary use permits setting

[2:06:08] Voice 2: use permits and even ALR exclusion applications the LTCs can turn those down for whatever reason

[2:06:15] Voice 2: they've deemed fit so that's why we see discretionary you can consider them and turn

[2:06:18] Voice 2: them down non-discretionary decision items are more like development permits heritage alteration

[2:06:24] Voice 2: permits of course board of variances are separate and other other type things referrals that you get

[2:06:30] Voice 2: to yourself so we've distinguished those two so the question among staffers with a longer referral

[2:06:36] Voice 2: referral response window are we only referring discretionary items um versus non-discretionary

[2:06:42] Voice 2: I'll talk more about that in a minute what else affects the longer referral response window of

[2:06:47] Voice 2: course the provincial duty to consult if we're referring OCP amendments to them what does how

[2:06:53] Voice 2: does the province feel about how long we've sent it to them are they going to comment are they going

[2:06:57] Voice 2: to then send back an OCP that ends up in the minister's desk and finally what did the courts

[2:07:03] Voice 2: consider a reasonable amount of time in terms of the referral the application

[2:07:08] Voice 2: process because that is the court precedence is that if an LTC must

[2:07:13] Voice 2: consider an application in a reasonable amount of time we owe that duty to the

[2:07:18] Voice 2: applicant so all these things affect the answer or at least the investigation of

[2:07:23] Voice 2: what what are the implications of a longer referral response window I'll get

[2:07:27] Voice 2: to the punch line we generally have a standard 30-day referral process and staff feel confident

[2:07:34] Voice 2: that we could recommend to the LTCs for referral responses to be three times that amount to 90 days

[2:07:40] Voice 2: for discretionary items I think a 90-day it's I think that's the limit of what the courts might

[2:07:46] Voice 2: deem reasonable but it also allows us enough time to follow up on communications and so on and so

[2:07:52] Voice 2: so forth. So that's one of the actions coming forth is that recommendation in terms of length

[2:07:58] Voice 2: of referrals. The second part of the question was much more detailed about how Trust Council

[2:08:03] Voice 2: and LTCs may improve processes, communications, and reconciliation. I don't know if you want me

[2:08:10] Voice 2: to go through all of this, but there's a lot of, how do I say this, just a lot of issues that

[2:08:19] Voice 2: that result from this discussion

[2:08:21] Voice 2: about their own First Nations policies,

[2:08:24] Voice 2: their discussions, the project process,

[2:08:29] Voice 2: the First Nations have asked to be involved with projects

[2:08:33] Voice 2: in a certain way, not like at the beginning,

[2:08:36] Voice 2: I think Trustee Patrick has mentioned that several times,

[2:08:39] Voice 2: problem identifications.

[2:08:42] Voice 2: Staff are recommending to currently,

[2:08:44] Voice 2: and staff will continue to do this

[2:08:46] Voice 2: unless otherwise directed,

[2:08:47] Voice 2: Staff are recommending not requiring applicants to apply to First Nations

[2:08:55] Voice 2: portals when they have there because we have no authority to require it. We only

[2:09:00] Voice 2: recommend. And then of course some of the things that we're hearing, there's

[2:09:06] Voice 2: gratitude. I think again Comox expressed a lot of gratitude in the referral

[2:09:11] Voice 2: process. It's an opportunity if we're engaging with First Nations to be able

[2:09:15] Voice 2: to have First Nations first time in generations to walk the land and sites

[2:09:20] Voice 2: that are sacred to them or important to them during an application process and

[2:09:26] Voice 2: that's conducted with the applicant with First Nation and with staff and the most

[2:09:31] Voice 2: recent of that was happened on the Colmos ranch I think is the best example

[2:09:36] Voice 2: on Denman Island so issues all this stirs up in various issues capacity do

[2:09:44] Voice 2: first nations have capacity applicants are expressing uh the need for um clarity and

[2:09:51] Voice 2: certainty what's what are they being asked to do and what's the authority for it so we need

[2:09:54] Voice 2: communications for that we need clear communications for everybody cooperation we need to have

[2:10:02] Voice 2: we're having early discussions with regional districts again up in the north about they we're

[2:10:08] Voice 2: actually being expressed by some first nations as leading the way and how we're doing referral

[2:10:13] Voice 2: processes being open communicative proactive sharing information regional

[2:10:18] Voice 2: districts are asking where we're sort of getting a good word or a good name out

[2:10:23] Voice 2: there and so regional districts are coming back to us saying how are you

[2:10:26] Voice 2: doing that why are they saying we like how you do that and over and above

[2:10:30] Voice 2: everything is of course cooperation with First Nations so there's a series of

[2:10:35] Voice 2: issues and then how do we put this all together to make relevant staff are

[2:10:39] Voice 2: going to be working on next steps which is uh the referral process for to first nations in regards

[2:10:45] Voice 2: of planning services and we're in in this report it talks about islands trust conservancy projects

[2:10:52] Voice 2: as well this is a much bigger project than resp me responding to you or to trust council with just

[2:10:59] Voice 2: based on a resolution there's a process that needs to be here so we're proposing that it

[2:11:04] Voice 2: is captured within the reconciliation action plan amendments that you that should be coming

[2:11:08] Voice 2: for the near future we see that it's in the draft strategic plan that trust council has reviewed

[2:11:15] Voice 2: and i'd like to embed it in a way into a work program such that we can dedicate resources to

[2:11:20] Voice 2: follow up with this because right now it's kind of a side of the desk hey we're talking to you

[2:11:25] Voice 2: about this do you mind if we talk to you about that kind of thing and as you can tell it took

[2:11:29] Voice 2: us a year to get to the stage and we need more we need to focus more on reconciliation and these

[2:11:36] Voice 2: particular questions as part of that so what we're doing in the interim we would like to come back to

[2:11:41] Voice 2: you with a work plan to ensure dedicated resources and we'd like to make sure it's captured within

[2:11:45] Voice 2: the new strategic plan and with an updated reconciliation action plan in the meantime we

[2:11:51] Voice 2: are going to continue to solicit feedback from first nations as as the um as we have time and as

[2:11:56] Voice 2: those those those conversations make themselves available we as i said are recommending uh

[2:12:02] Voice 2: implementing right away a 90-day referral period. That would be a staff recommendation to LTCs when

[2:12:09] Voice 2: doing referrals. So we can implement it at a staff level saying that's the recommended standard,

[2:12:15] Voice 2: but of course the LTCs would be the ultimate deciders of that. Prioritize informing First

[2:12:21] Voice 2: Nations about applications where ground disturbance may occur. I think we heard that one loud and

[2:12:27] Voice 2: clear they do not want to be informed after ground disturbance is happening they want to be informed

[2:12:33] Voice 2: before and that would affect then communications regarding non-discretionary application items

[2:12:40] Voice 2: when it should also inform a referral of discretionary items if it comes to that

[2:12:45] Voice 2: we need better communication without a doubt i think with this report we get clarity to

[2:12:50] Voice 2: applicants to express and i know staff have been evolving in that as we sort of bump up against

[2:12:56] Voice 2: issues, expressing to applicants that we would like them to contact First Nations. We're requesting

[2:13:03] Voice 2: that they do so. We're strongly encouraging. And with discretionary items, LTCs may require

[2:13:11] Voice 2: that the applicants engage with First Nations. But we don't have the authority to say everything's

[2:13:17] Voice 2: dependent upon that. So that's a bit of a dance there. But that's the place where we're at.

[2:13:23] Voice 2: um and of course suggest closing the loop is number seven this is what we've heard from the

[2:13:28] Voice 2: province loud and clear is is fundamental and of course from first nations we've this is and again

[2:13:33] Voice 2: trustee patrick's communications uh we have done a poor job in several instances of closing the loop

[2:13:40] Voice 2: of saying we heard from you this is what we heard this is what the decision has been made and and

[2:13:45] Voice 2: communicating back so i think that's an evidence that we haven't established strong relationships

[2:13:49] Voice 2: relationships, because if we did have stronger relationships, we would be having ongoing conversations, keeping informed of actions. So we need to do that better. And of course, as I mentioned, the very last thing here is developing a work plan. Staff are very excited. This is, I think, I don't want to say the most significant issue that we can be dealing with, but of course, it's paramount to what we do. And we would like to dedicate the resources to be able to work on this further. And there you go. That's my report.

[2:14:26] Voice 2: you're on mute sir thank

[2:14:32] Trustee Luckham: you step on for that report very good nice overview um i have some

[2:14:37] Trustee Luckham: questions but vice chairs do you have any questions for the director vice chair elliott

[2:14:45] Trustee Luckham: sure

[2:14:49] Voice 13: just one um to ensure that um this is forwarded to all trust bodies includes the

[2:14:54] Voice 13: conservancy um and um that this briefing would be helpful to conservancy staff if you haven't

[2:15:01] Voice 13: had already shared it with them thanks anybody

[2:15:06] Trustee Luckham: else uh trustee peter by chair peterson uh yeah

[2:15:15] Voice 11: not questions but i just wanted to express i'm really glad to see this work in front of us

[2:15:21] Voice 11: uh in and uh particular i'm glad to see the um the items that uh um uh the staff will will be

[2:15:31] Voice 11: doing in the interim um i think that's great and uh i look forward to uh uh this sitting uh the

[2:15:39] Voice 11: desk of all the trustees at trust council and and seeing how the process unfolds so appreciate the

[2:15:45] Voice 11: work okay

[2:15:48] Trustee Luckham: um not seeing trustee mod's hand up at all i'm going to go to my own questions or remarks

[2:15:54] Trustee Luckham: here um i had to read that portion there a couple of times two sections where it talks about the

[2:16:03] Trustee Luckham: the information portal that the three nations have now for us and others to submit information

[2:16:11] Trustee Luckham: through. There was also a note there that the nations, one nation or more said specifically

[2:16:19] Trustee Luckham: that they want to hear from applicants. And yet you've also, and I think the clarity there is that

[2:16:26] Trustee Luckham: that you've identified in there

[2:16:29] Trustee Luckham: that applicant shouldn't apply through the portal.

[2:16:33] Trustee Luckham: So I just wanted, they should,

[2:16:35] Trustee Luckham: but they should write to the nation

[2:16:38] Trustee Luckham: with what their plans are.

[2:16:42] Trustee Luckham: So maybe I'll just look for an answer

[2:16:45] Trustee Luckham: to that question initially,

[2:16:46] Trustee Luckham: and then I have some other remarks.

[2:16:48] Trustee Luckham: Thank

[2:16:49] Voice 2: you, Mr. Chair.

[2:16:51] Voice 2: I dread being unclear.

[2:16:53] Voice 2: So what staff are recommending where a portal system exists or a referral policy, for that matter, with the First Nations,

[2:17:01] Voice 2: we are recommending that we, to the applicants, that they follow the referral policy established by the First Nation,

[2:17:06] Voice 2: if this includes a portal, that they apply through the portal process.

[2:17:10] Voice 2: So staff are recommending that they do indeed follow First Nations policies and processes where they exist.

[2:17:18] Voice 2: My point was to say that we don't require them to do so.

[2:17:23] Trustee Luckham: yeah okay so that was the new piece of clarity in there that it's not a requirement but we

[2:17:29] Trustee Luckham: as a practice we I presume that what will come through out of this is it will as a practice we

[2:17:36] Trustee Luckham: will be recommending that applicants follow that method okay that's great so that's a good clarity

[2:17:41] Trustee Luckham: there so the next piece of this that I'm on the same sort of topic here it because of course

[2:17:48] Trustee Luckham: course, ultimately an application comes before the LTC. What would be nice, although obviously we

[2:17:54] Trustee Luckham: can't necessarily, although we can make a recommendation again to the applicant, that it

[2:18:01] Trustee Luckham: would be nice if the LTC would be copied on all of that communication so that when the application

[2:18:08] Trustee Luckham: appears and, you know, as often happens, an applicant would say, well, I've communicated

[2:18:12] Trustee Luckham: with the nation and I haven't heard back. It would be good for there to be a paper trail

[2:18:17] Trustee Luckham: that we can refer to in the process.

[2:18:20] Trustee Luckham: So not only

[2:18:21] Trustee Luckham: do we know that the communication exists,

[2:18:27] Trustee Luckham: but also to know what it is that was said

[2:18:29] Trustee Luckham: so that ultimately the stories align

[2:18:32] Trustee Luckham: and all that kind of thing.

[2:18:34] Trustee Luckham: So that's another question for you

[2:18:36] Trustee Luckham: is how do you see that unfolding?

[2:18:39] Trustee Luckham: Because I'm sure that you know

[2:18:40] Trustee Luckham: that often there's some gaps that happen there

[2:18:44] Trustee Luckham: when there's different bodies communicating

[2:18:45] Trustee Luckham: in different ways.

[2:18:47] Voice 2: thank you mr chair um you know at the high level the first thought is if we asked an applicant to

[2:18:54] Voice 2: apply with a federal ministry which is kind of how i see you know first nations um ministry of

[2:19:00] Voice 2: environment for example we wanted to ask for them to prove the paper trail of communications

[2:19:04] Voice 2: and so because it's between them we sort of have no business knowing what two bodies talk to about

[2:19:11] Voice 2: each other however if it's of course going to be relevant to the ltc's decision making then we can

[2:19:17] Voice 2: can ask for clarity. And I think that's an excellent point. We, you know, we always start

[2:19:23] Voice 2: an application and with people, we always start with the assumption of trust and what they tell

[2:19:28] Voice 2: us is true. But if we have an established relationship with First Nations, we will be

[2:19:33] Voice 2: able to get their input as well as the applicant's input. So perhaps there's a procedure in there

[2:19:39] Voice 2: somewhere or a draft resolution we can conjure whereby First Nations and the applicant

[2:19:49] Voice 2: have some sort of agreed statement agreed understanding and then that is shared with

[2:19:53] Voice 2: the LTC if that's what I'm understanding correctly it's important you want to get

[2:19:57] Voice 2: harmony between what the applicant and First Nations are saying and so that's clarity for

[2:20:03] Voice 2: their local trust committee so that might be something to work out and explore further

[2:20:08] Trustee Luckham: Yeah. Particularly in a situation where perhaps a nation responds not in support of some particular activity, it would be good that we knew that before it ends

[2:20:19] Trustee Luckham: up as a decision on our table. So just a word of caution, and I'm glad that you're thinking about it, and so that's sufficient.

[2:20:26] Trustee Luckham: I'm quite satisfied with the 90-day period. Obviously, that needs to be explained to applicants as to the why for and where for, and you've identified that. I end up thinking about development area, development application information. I've got the DAIs, development area information bylaws.

[2:20:50] Trustee Luckham: And it seems to me that that's an element where I'm not sure, pretty sure not, in fact, that we haven't engaged with First Nations, like going back to your previous document about working with First Nations, the first thing to do is ask them what they think.

[2:21:08] Trustee Luckham: And so in a DAI where we have the ability to be administratively fair with respect to applications, it would be good to actually have First Nations values reflected in that DAI work that is informed by First Nations.

[2:21:25] Trustee Luckham: So that indeed, when we are doing that whole administrative fairness thing, we can reflect back on, well, the DAI says you should provide this information. And do you have any remarks on that?

[2:21:39] Trustee Luckham: Oh

[2:21:40] Voice 2: I do, especially since I had to help to craft that last one for Salt Spring and it was an

[2:21:45] Voice 2: interesting experience. So my understanding of development approval information by-laws is that

[2:21:52] Voice 2: they are crafted based on what exists in the official community plan already.

[2:21:59] Voice 9: And

[2:21:59] Voice 2: so what that does is say or and or the land use by-law. So it can't pull out, it does not

[2:22:05] Voice 2: pull out that i'm aware of from external resources so we can't make it say what we want it to say it

[2:22:10] Voice 2: has to reflect what is already set

[2:22:11] Voice 2: and so you need to up i would say a local trust committee would

[2:22:16] Voice 2: need to update their official community plan to say if there's you know we have policy supporting

[2:22:22] Voice 2: first nations heritage protection just as an example and then when it comes to the development

[2:22:29] Voice 2: approval information bylaw i would say in order for an applicant to be able to meet this policy

[2:22:33] Voice 2: either they need to get confirmation from the relevant First Nations in the following way,

[2:22:37] Voice 2: and that's the detailed way. So I don't, I'm not aware of any DIA by-laws that do that,

[2:22:42] Voice 2: but of course we're behind on updating OCPs to address that. But I think that continuity

[2:22:48] Voice 2: is critical and I know staff internally, especially at the regional planning team,

[2:22:52] Voice 2: are trying to make sure we're tracking when we update OCP by-laws and LUB by-laws,

[2:23:00] Voice 2: that there's an implementation phase that is rarely thought of it's like oh we updated the

[2:23:04] Voice 2: ocp we're done there's actually we need to update then bylaws to reflect it we need to update

[2:23:09] Voice 2: development approval information bylaws and so on sometimes procedure bylaws so there's that series

[2:23:15] Voice 2: of administration bylaws so i've taken note of that that we should be when we're updating our

[2:23:21] Voice 2: ocps and lubs that we should be tracking what's happening to the dia bylaw and we should be noting

[2:23:28] Voice 2: that exact thing that first nations want to be included in the in in this referral process

[2:23:33] Voice 2: that that might be triggered and therefore that's when you make it required right that's the

[2:23:38] Voice 2: difference if it's a captain the di bylaw then it's required yeah

[2:23:42] Trustee Luckham: okay that's great so obviously

[2:23:44] Trustee Luckham: there's a lot of balls in the air and the more we advance down this path with protocol agreements

[2:23:50] Trustee Luckham: in the air and stuff, I would assume that the values and remarks that are made in a protocol

[2:24:00] Trustee Luckham: agreement would also be a reasonable item to consider against OCPs and LUBs as a necessity

[2:24:11] Trustee Luckham: for inclusion in a DAI. And so that will obviously have to evolve over time.

[2:24:20] Voice 2: Correct. It's brand new territory. We're all learning as we're going. And I think

[2:24:25] Voice 2: your experience with DII by-laws is excellent that you're able to point that out and say that

[2:24:32] Voice 2: a protocol agreement should be able to talk to any by-law amendment process and how to implement it,

[2:24:38] Voice 2: and this is one of those administrative tools that we use.

[2:24:40] Trustee Luckham: Great. Okay. Well, that's it for me. Is there anybody else? Otherwise,

[2:24:44] Trustee Luckham: otherwise you're not looking for direction today.

[2:24:47] Trustee Luckham: And I'm really looking forward to this work.

[2:24:52] Voice 2: Thank you, Mr. Chair.

[2:24:53] Voice 2: We're just looking, we're just,

[2:24:54] Voice 2: if there's no further comment about it,

[2:24:57] Voice 2: we'll just put this on the trust council agenda package

[2:25:00] Voice 2: and in that way inform all LTCs.

[2:25:02] Voice 2: And then subsequently I heard forward it to staff.

[2:25:05] Voice 2: Staff have been eagerly anticipating this as well.

[2:25:07] Voice 2: So I look forward for you to staff.

[2:25:10] Trustee Luckham: Right, and so perhaps there'll be some elements

[2:25:12] Trustee Luckham: of this conversation that you've had today

[2:25:15] Trustee Luckham: that you might adjust that briefing accordingly but that's up to you um i always like documents

[2:25:23] Trustee Luckham: to go to council to answer all the questions before it gets there so okay

[2:25:29] Voice 2: i can amend it

[2:25:30] Voice 2: based on our conversation but then i need to sort of backtrack a tiny bit

[2:25:35] Voice 2: forward to all trespassers and so we talked about application communication of first nations

[2:25:41] Voice 2: creating a paper trail, so to speak.

[2:25:44] Voice 2: I think I could include that, address that.

[2:25:46] Voice 2: And we talked about DAI bylaws.

[2:25:49] Voice 2: If those are the two issues about,

[2:25:51] Voice 2: I'll just call it a paper trail for my own notes.

[2:25:54] Voice 2: Yeah, and maybe just

[2:25:54] Trustee Luckham: a little bit more clarity

[2:25:56] Trustee Luckham: around that portal application,

[2:25:59] Trustee Luckham: recommendations to applicants.

[2:26:04] Trustee Luckham: Is that all right with vice chairs?

[2:26:08] Trustee Luckham: Okay, not seeing any objection.

[2:26:10] Trustee Luckham: So let us move on on our agenda then.

[2:26:12] Trustee Luckham: Ben. Thank you very much, Stefan, for your and your team's work. Appreciate that. Let's go to

[2:26:19] Trustee Luckham: the executive committee initiated agenda items. We're at 1141. I think probably we should consider

[2:26:27] Trustee Luckham: having a break here for lunch. But let's just keep going for the moment. And Julia Mobs,

[2:26:34] Trustee Luckham: you brought this to us. And it was kind of refreshing to look at that again. I'll say that

[2:26:40] Trustee Luckham: that. Over to you.

[2:26:43] Voice 6: Well, that's a great opening comment. I'm glad to hear that. This agenda item

[2:26:48] Voice 6: is here without a covering report. We probably should have provided a context note. My apologies

[2:26:54] Voice 6: for that, but I can provide some verbal context. There's an item on the EC follow-up action list

[2:26:58] Voice 6: that speaks to developing future education sessions for the benefit of trustees associated

[2:27:03] Voice 6: with a particular topic. Executive committee terms of reference also give them responsibility

[2:27:08] Voice 6: ability to facilitate ongoing trustee training and orientation. So as I was looking at this

[2:27:13] Voice 6: particular topic, it dawned on me that the historically used Trust Council Continuous

[2:27:18] Voice 6: Learning Plan seems to have fallen off the wayside this term. It hasn't been a tool that's

[2:27:25] Voice 6: been used this term to monitor and facilitate training. From a staff perspective, I think it's

[2:27:31] Voice 6: fairly useful to have this tool that helps us understand what training has been provided so

[2:27:36] Voice 6: so we can identify if there's any gaps

[2:27:37] Voice 6: and executive committee can see where we need to be planning

[2:27:41] Voice 6: for some training sessions in the future.

[2:27:43] Voice 6: So we've put this together for this term.

[2:27:46] Voice 6: I wanted to bring it to this committee to seek feedback

[2:27:48] Voice 6: to see if this is a tool that would be valuable

[2:27:50] Voice 6: to the committee.

[2:27:51] Voice 6: If so, we will continue to use it

[2:27:54] Voice 6: and we will bring it forward again

[2:27:55] Voice 6: to discuss some options for future training.

[2:27:58] Voice 6: One of the things that you'll note as we get further

[2:28:02] Voice 6: into the learning plan on page 63. For years 2024 2025 and 2026 the date

[2:28:12] Voice 6: options that are plunked in there are the assumed Trust Council meeting dates.

[2:28:17] Voice 6: Training doesn't have to be provided at Trust Council. We offer lots of training

[2:28:22] Voice 6: as sort of webinars outside of Trust Council. There have been comments in the

[2:28:25] Voice 6: past from some trustees that believe training should actually be kept out of

[2:28:29] Voice 6: trust council meetings so that business can be focused on over those three days um so certainly

[2:28:34] Voice 6: the fact that we've indicated just council meeting dates and no other dates is not restrictive

[2:28:37] Voice 6: um there's lots of flexibility there uh so welcome feedback of whether or not this will be a useful

[2:28:43] Voice 6: tool if so we will continue to use it and bring it forward all

[2:28:50] Trustee Luckham: right vice chairs any feedback

[2:28:57] Trustee Luckham: vice chair peterson uh

[2:29:00] Voice 11: yeah it it thank you uh uh ceo mobs that useful and um and of course ongoing

[2:29:07] Voice 11: going, continuous learning is an important function. I'm glad that you brought up the

[2:29:14] Voice 11: options around having training outside of trust councils. That's certainly something that I

[2:29:20] Voice 11: support. There is some feeling among some trustees that having it within the council meetings is

[2:29:31] Voice 11: more likely to ensure that trustees take advantage of the training. But I actually do

[2:29:38] Voice 11: I do really feel like our time at Trust Council is short and valuable, and so I support trading

[2:29:48] Voice 11: opportunities outside of those meeting times.

[2:29:51] Voice 11: But thank you for this.

[2:30:00] Voice 13: Thank you. Yes, I think it's very valuable work.

[2:30:03] Voice 13: I have a suggestion that if this chart could be further developed, potentially with the links of where those training sessions are actually hosted.

[2:30:13] Voice 13: I wasn't aware of a few of them.

[2:30:17] Voice 13: And then could this be sent to all trustees and a poll or request for what other types of training would they be interested in?

[2:30:28] Voice 13: um that might help us develop a plan for the rest of term i don't know if

[2:30:38] Voice 6: that's our job to do or

[2:30:39] Voice 5: yeah i don't know

[2:30:41] Voice 6: uh staff can support that exercise when it comes to the links uh there's

[2:30:45] Voice 6: going to be several training sessions where um there may not be links to provide if there wasn't

[2:30:50] Voice 6: a recording for example but certainly where there's a recording or there's materials in

[2:30:54] Voice 6: web dev we can provide those links i think that's a great thought um for polling trustees um yeah

[2:31:01] Voice 6: yeah, you know, I think it's important to develop training sessions that trustees

[2:31:04] Voice 6: are interested in. So this, I will bring this topic forward to executive committee at a future

[2:31:11] Voice 6: meeting to talk about some potential training options. And we can roll a poll of trustees

[2:31:18] Voice 6: into that conversation.

[2:31:21] Trustee Luckham: Okay. Thank you, Director or CEO of MOBS. My only remark on the report here,

[2:31:29] Trustee Luckham: and i might be mistaken is is um we had up you know up until i guess i'll just say until this

[2:31:37] Trustee Luckham: kind of fell out of favor um up until then we did have a fairly extensive list of uh requests for

[2:31:47] Trustee Luckham: uh training that trustees had advanced for future um trust council meetings but like i said as it's

[2:31:54] Trustee Luckham: fallen out of favor, that list doesn't seem to be attached to here. But before we do a poll,

[2:32:04] Trustee Luckham: which I think is a good idea to see where the current trustees feel that they need to know more,

[2:32:10] Trustee Luckham: we should find that old list and determine the relevance of it. And maybe executive committee

[2:32:17] Trustee Luckham: did already decide the relevance of it and eliminated it for some reason, but it doesn't

[2:32:21] Trustee Luckham: hurt to go back to it to see what the context the historical context has been and that might

[2:32:28] Trustee Luckham: give us an ability to prioritize those uh sessions that are of more interest and i and indeed i think

[2:32:34] Trustee Luckham: the whole webinar thing that we've been doing has been very much appreciated and uh and valuable

[2:32:42] Trustee Luckham: and indeed only those things that we need to do in person should we do in person so thank you for

[2:32:47] Trustee Luckham: this work and i look forward to the next iteration and i think you're not looking for a decision at

[2:32:52] Trustee Luckham: this point um you um are satisfied with what you've heard uh

[2:33:00] Voice 6: yes we just didn't want to put

[2:33:01] Voice 6: further work into a tool that this committee didn't find valuable so hearing it's valuable

[2:33:05] Voice 6: uh we will take your comments into consideration for future work yeah

[2:33:08] Trustee Luckham: and in fact much like we've

[2:33:10] Trustee Luckham: We've talked about the necessity for additional chair training, chair of LTC training.

[2:33:22] Trustee Luckham: We've also talked about midterm here now would be a really good time to pick up on some of

[2:33:29] Trustee Luckham: the governance pieces that may be much more obvious to trustees now than when it was when

[2:33:38] Trustee Luckham: they were orientated at the beginning.

[2:33:40] Trustee Luckham: So sort of like a mini midterm orientation broadly would be useful.

[2:33:47] Trustee Luckham: And that could be a self-selection, things through something online.

[2:33:51] Trustee Luckham: But I want to be also respectful of your staff's time and energy in doing something and then not managing to attract an adequate amount of participation.

[2:34:02] Trustee Luckham: So those are my remarks.

[2:34:05] Trustee Luckham: Trustee Peterson?

[2:34:06] Trustee Luckham: Yeah,

[2:34:08] Voice 11: I just add that long-standing item on the former CAO's follow-up action list is a session on structured decision-making.

[2:34:19] Voice 11: So that's still one I think that would be useful at least once a term.

[2:34:27] Trustee Luckham: Well, to that note, that would be an excellent midterm.

[2:34:32] Trustee Luckham: we're ready to have structured decision making and some kind of help and assistance around what

[2:34:38] Trustee Luckham: that means because it means different things to different people would be really valuable

[2:34:43] Trustee Luckham: okay anything else all right let's move along by law enforcement policy project discussion

[2:34:55] Trustee Luckham: um and there's no material attached there so um somebody jump in here remind me what this

[2:35:06] Trustee Luckham: is about here um

[2:35:08] Voice 6: i can give you that reminder chair this is something that came out of uh ec

[2:35:12] Voice 6: one of ec's telecom discussions um there was a desire to have a conversation with the committee

[2:35:17] Voice 6: about bylaw and particularly the bylaw enforcement policy um and review of that project and the

[2:35:24] Voice 6: process is following okay

[2:35:28] Trustee Luckham: so do you or somebody else have a sort of status report on where that

[2:35:33] Trustee Luckham: review policy is and then maybe we can jump into the conversation

[2:35:38] Voice 6: That would be Director Cermak who can give that update.

[2:35:45] Voice 2: Sure, I can do that Mr. Chair. So that project, Trust Council, oh geez,

[2:35:54] Voice 2: I wasn't actually prepared to make a presentation. Let me gather my thoughts for a moment.

[2:35:59] Voice 2: I can tell you that that project of course had a long winding road. I'm not sure how far back

[2:36:04] Voice 2: we want to go but pretty much since the beginning of this term

[2:36:09] Voice 2: trust council has had

[2:36:12] Voice 2: improving bylaw enforcement services

[2:36:15] Voice 2: on the radar. They approved a project charter

[2:36:20] Voice 2: which was endorsed

[2:36:22] Voice 2: eventually by the RPC in February

[2:36:27] Voice 2: and we have a project charter

[2:36:30] Voice 2: we've been following it. It went to the regional planning committee in

[2:36:36] Voice 2: in April for their discussion.

[2:36:40] Voice 2: They've approved the direction that it's going in.

[2:36:43] Voice 2: There was some discussion about amending

[2:36:45] Voice 2: the project charter at that table.

[2:36:48] Voice 2: But the main question is that it was regarding policies

[2:36:53] Voice 2: at the local trust committee level.

[2:36:55] Voice 2: And that is part of the looking at standing policies

[2:37:00] Voice 2: that they compile and review all LTC bylaw enforcement

[2:37:03] Voice 2: standing resolutions and policies

[2:37:05] Voice 2: as part of the project charter so that was brought to the regional planning committee

[2:37:08] Voice 2: they've endorsed the direction staff are currently working on amending

[2:37:17] Voice 2: bylaw enforcement policies as per the ombuds person report as per the approved trust council

[2:37:22] Voice 2: project as per directed by regional planning committee that doesn't just include so we're

[2:37:28] Voice 2: taking the the current bylaw enforcement policies we're amending them as per directed and that means

[2:37:33] Voice 2: embedding the procedures into the policies we've included where we will be

[2:37:39] Voice 2: including for Trust Council's consideration distinguishing what the

[2:37:43] Voice 2: LTC's can do instead of having standing policies or standing resolutions having

[2:37:47] Voice 2: a template for local trust committees to consider their own sort of by enforcing

[2:37:54] Voice 2: enforcement direction I know various LTC's have had that presented to them

[2:37:58] Voice 2: them already and the second part to that although be a minor is tweaking the the

[2:38:05] Voice 2: policies regarding the administrative fairness and separating out to the

[2:38:10] Voice 2: public how they can make a complaint about staff realizing that when you know

[2:38:15] Voice 2: if someone complains about staff behavior it seems a little opaque to

[2:38:20] Voice 2: them to complain about administrative fairness and so we're just we're

[2:38:22] Voice 2: separating those out so it's a little clearer for people and that's where

[2:38:27] Voice 2: we're at right now we plan to go back in september uh regional planning committee with some draft

[2:38:32] Voice 2: policies that we've been working on um that we're currently working on and hopefully uh we get that

[2:38:38] Voice 2: endorsed to go to trust council to discuss at the trust council level with some draft policies and

[2:38:43] Voice 2: we'll make whatever amendments um are recommended by trust council and bring it back in december

[2:38:48] Voice 2: for hopefully their endorsement or further direction great

[2:38:52] Trustee Luckham: thank you stefan so vice chair

[2:38:55] Trustee Luckham: Aliette, over to you. What are your thoughts?

[2:38:59] Voice 5: Yes, yes, yes, yes, yes, yes, yes.

[2:39:03] Trustee Luckham: Was that feedback?

[2:39:08] Voice 13: Okay, I'm working with two computers so that I can, anyway. So I wanted to step back into this

[2:39:17] Voice 13: question again about process and who owns the work. And so I think this came about,

[2:39:26] Voice 13: we've had a challenge to um the endorsement of rpc to amend the deliverables of the bylaw

[2:39:33] Voice 13: enforcement project so i wanted to go back to because i was i was chairing i'm stepping in for

[2:39:41] Voice 13: um for um trustee patrick who was unable to be there i was chairing the rpc meeting in may

[2:39:48] Voice 13: when this work was brought forward again and I guess I wanted to check with staff and members

[2:39:58] Voice 13: of the committee as to whether this should have gone back to trust council to amend the project

[2:40:03] Voice 13: charter to include these deliverables of LTC bylaw enforcement standing resolutions and policies

[2:40:09] Voice 13: so the in scope part of the project was originally to yes review current trust council policies

[2:40:17] Voice 13: policies, but the additional piece of creating a whole new set of policies for LTCs, I think

[2:40:30] Voice 13: that was added to the scope of the charter by direction of RPC when it should have been

[2:40:35] Voice 13: a recommendation and gone back to trust counsel at our last meetings.

[2:40:41] Voice 13: So we skipped it. And I'm wondering if work is continuing that really should be going back to Trust Council to confirm this is the direction we want to go. I'm sure it is. It's within scope of review of policies.

[2:41:04] Voice 13: but amending a project charter is not within like committee can't do that trust council needs to

[2:41:12] Voice 13: project charter so that's what i'm wondering if we skip that step and i need to bring this back

[2:41:16] Voice 13: to trust council because executive committee agenda for trust council um i think that's why

[2:41:26] Voice 13: this was brought back forward for discussion okay

[2:41:35] Trustee Luckham: yes stefan director sermac do you have any

[2:41:44] Trustee Luckham: remarks regarding that bringing this back to um because i think indeed the intention was from the

[2:41:52] Trustee Luckham: chair of rpc was that this should go to council and now it's being rolled out so what do you

[2:41:58] Trustee Luckham: recommend here for correcting this course direction pardon

[2:42:02] Voice 2: me well we intend for it to go

[2:42:06] Voice 2: back to trust council in september um i guess what i'm hearing the issue it feels like we're

[2:42:12] Voice 2: progressing on work that trust council didn't endorse um i think perhaps it was a you know i

[2:42:19] Voice 2: agree that there's an issue there that it seems like the rpc uh did approve a project charter

[2:42:24] Voice 2: or amendment maybe it was the wrong language you know we wanted them to be conscious of the

[2:42:31] Voice 2: direction we were suggesting and as I said it was in scope for staff to compile and review all LTC

[2:42:36] Voice 2: bylaw enforcement standing resolutions and policies and what we did is we were we in doing

[2:42:41] Voice 2: so we compiled a template for LTCs to consider bylaw enforcement at the LTC level and so we

[2:42:50] Voice 2: We wanted that endorsement at the RPC level if they thought it was a good idea.

[2:42:55] Voice 2: I think language choice and lesson learned would be that clearly this is a Trust Council

[2:43:01] Voice 2: project and they approved the project charter and any amendments and we were seeking endorsement

[2:43:05] Voice 2: and perhaps there's a bit of a language change, but we still feel confident that the project

[2:43:11] Voice 2: is proceeding as Trust Council direction with the addition of this template.

[2:43:15] Voice 2: plate it does not change I think the direction of the overall policies that we're working on

[2:43:20] Voice 2: and then we bring it back to the trust council in September we'll seek that that clarity and

[2:43:27] Voice 2: that their approval at that table and make sure that we correct any mistakes that we may have

[2:43:32] Voice 2: made or perceived to have to be made

[2:43:37] Trustee Luckham: CAO Mobs I

[2:43:42] Voice 6: just pulled up the trust council resolution log

[2:43:44] Voice 6: And the September 2023 Trust Council resolution was to actually bring back the work plan and project charter with recommendations from RPC.

[2:43:57] Voice 6: So I think that that is the place for this to land.

[2:44:01] Voice 6: Amendments to that charter, you know, Director Cermak did sort of point out, you know, there may be some additional pieces here that perhaps council doesn't want staff at that time to be directed to.

[2:44:13] Voice 6: September Trust Council of course is our next meeting that's coming up shortly and I'm hearing

[2:44:18] Voice 6: that there is a plan to take this back with those RPM or RPC recommendations so I think that's the

[2:44:25] Voice 6: the way to you know correct that to address Trustee Elliott's question around that that

[2:44:33] Voice 6: would be my suggestion yeah

[2:44:37] Trustee Luckham: okay so Vice Chair Elliott just for clarity here I think the concern

[2:44:43] Trustee Luckham: here is that this has already been rolled out to perhaps two LTCs prior to it actually going back

[2:44:49] Trustee Luckham: to council and director mobs or CEO mobs you've just identified that the direction was for it to

[2:44:55] Trustee Luckham: go to council and so obviously we don't need to deploy that to any further LTCs at this point

[2:45:01] Trustee Luckham: until we do this course correction and get it to go to council but right to Elliot what do you

[2:45:06] Trustee Luckham: what do you use your consideration you're closer to that I

[2:45:12] Voice 13: just wanted to raise it for this

[2:45:14] Voice 13: committee that there's a risk that if trust council if the rest of trustees have not been

[2:45:20] Voice 13: included in the discussion that it it it will it sheds a light on on the work as if we're

[2:45:31] Voice 13: continuing in a direction haven't done that check and so this rolled out fairly fast and um i think

[2:45:37] Voice 13: we just want to have a discussion about good process that's what i want why i wanted to bring

[2:45:42] Voice 13: it back forward today um i made a mistake as acting chair and not saying um i think this should

[2:45:50] Voice 13: go to trust council it could have gone to trust council in june instead of a briefing it could

[2:45:53] Voice 13: have been a decision do you want to add this to the scope or um notifying trust council this is

[2:46:00] Voice 13: the direction we're going do you agree um and then it could have continued on so we missed it and i

[2:46:07] Voice 13: I just want to advise everybody that we have to be very careful to not assume that all of our good ideas are going to be met with endorsement and a rubber stamping.

[2:46:20] Voice 13: The work has to be approved.

[2:46:23] Voice 13: If it's substantial, it's going to affect LTCs, especially as this is.

[2:46:27] Voice 13: We want to make sure that it's not a surprise.

[2:46:30] Voice 13: So anyway, I don't think there'll be an unhappy response to it.

[2:46:38] Voice 13: I think it is in line with the original project charter um but I think we should have affirmed

[2:46:44] Voice 13: with council uh

[2:46:47] Trustee Luckham: okay so is there uh a gathering that this will end up on a September trust council

[2:46:58] Trustee Luckham: agenda is there any um further direction at this time no okay so then I think that concludes this

[2:47:14] Trustee Luckham: I think we're all on the same page and so this concludes the bylaw enforcement policy project

[2:47:19] Trustee Luckham: discussion. I think this is a good opportunity for us to break for lunch and you know half an

[2:47:25] Trustee Luckham: hour to 45 minutes is often what we do. Do I have a recommendation from somebody for how long you'd

[2:47:30] Trustee Luckham: like to break for lunch? Shout it out.

[2:47:38] Trustee Maude: 30 minutes.

[2:47:40] Trustee Luckham: Okay 30 minutes that's right somebody was bold

[2:47:44] Trustee Luckham: So let's return, Alexandra, at, let's call it 1240, and that'll make it a nice round number.

[2:47:55] Trustee Luckham: Okay?

[2:47:57] Voice 5: Sounds great.

[2:47:59] Trustee Luckham: Okay. Thanks, everybody. See you shortly.

[3:25:04] Voice 5: Okay, if you turn

[3:25:06] Trustee Luckham: your video on and occupy your seat, I'll know if you're here.

[3:25:10] Trustee Luckham: I

[3:25:24] Voice 9: noticed that Vice Chair Elliott is not on the attendee list.

[3:25:30] Voice 9: Yeah, I see that.

[3:25:33] Voice 14: She was having connectivity issues earlier, so I'm chalking it up to that at the moment.

[3:25:43] Voice 5: Right.

[3:25:46] Voice 5: And

[3:25:47] Voice 14: Vice Chair Mott is still, oh, he's just about to walk in.

[3:25:50] Voice 14: Well,

[3:25:54] Trustee Luckham: let's give Vice Chair Elliott a few moments. I think we need her to speak to this next item. We could certainly continue on with some other business if that doesn't appear to be happening.

[3:26:09] Trustee Luckham: But yeah, I was surprised earlier not to have internet access where I was setting up my computer for today's meeting because I've got company in the house and they don't want to hear me talking and you don't want to hear them talking.

[3:26:31] Trustee Luckham: I'm just going to put my video on pause for a moment.

[3:27:33] Voice 14: Hi, Vice Chair Elliott.

[3:27:34] Voice 14: We were just waiting for you to join.

[3:27:36] Trustee Luckham: Oh, great.

[3:27:37] Trustee Luckham: There you are.

[3:27:37] Trustee Luckham: I was just going to text you.

[3:27:38] Trustee Luckham: That's fantastic.

[3:27:39] Voice 13: Apologies.

[3:27:40] Voice 13: Thank you, everyone, for waiting.

[3:27:42] Trustee Luckham: Oh, yeah, no problem.

[3:27:44] Trustee Luckham: Given that I'm hoping you're going to speak to the next item on the agenda, it's important.

[3:27:51] Trustee Luckham: So if everybody is here, it looks like our seats are occupied.

[3:27:54] Trustee Luckham: Our videos are on.

[3:27:55] Trustee Luckham: So let's welcome back to the Executive Committee meeting of July the 24th. Where is the year going? Anyway, we're at Trust Area Services, Section 8.2.2.1, Indigenous Leader Forum Grant to Future Trust Council Meetings, RFD, page 65.

[3:28:15] Trustee Luckham: um i'm guessing uh vice chair elliott you would like to introduce us and speak to this i know

[3:28:21] Trustee Luckham: you've been in dialogue with um with director fader about this and others so i'll turn it over

[3:28:27] Trustee Luckham: to you thank you for this work thank

[3:28:29] Voice 13: you chair so just going back to what initiated this um

[3:28:35] Voice 13: conversation and i guess i want to foreground that timelines are not fixed this is an exploration of

[3:28:43] Voice 13: of what could work,

[3:28:45] Voice 13: knowing that there's a lot of moving parts.

[3:28:50] Voice 13: So in the lead up to June Trust Council,

[3:28:53] Voice 13: Trustee Harris, I believe expressed,

[3:28:56] Voice 13: well, wouldn't it be great if we invited Indigenous leaders

[3:29:00] Voice 13: to address Trust Council?

[3:29:03] Voice 13: Previous to that, our former CAO, Russ Hotzenpiller,

[3:29:08] Voice 13: in our conversations about vision

[3:29:10] Voice 13: vision and our mission and strategic planning, we sort of qualified our vision for trust council

[3:29:21] Voice 13: area, knowing that we don't have sort of an expressed vision by First Nations for how they

[3:29:29] Voice 13: see governance, the future of governance in their territories in the trust area.

[3:29:35] Voice 13: So these two pieces led me to speak to Director Frater and ask, how can we create opportunity to hear from Indigenous leaders and First Nations elected leaders and representatives about their vision and some input into how governance might be used?

[3:30:00] Voice 13: might be envisioned going forward. So I had hinged it and hoped to have some work ready by

[3:30:08] Voice 13: September, or have something in place by September, knowing that we were aiming to have trust council

[3:30:14] Voice 13: on Gabriola Island. There is really only one nation with primary interests on Gabriola,

[3:30:21] Voice 13: So it was a fairly simple route, in my mind, to asking S'Nenemek First Nation if they'd be interested in leading a forum.

[3:30:34] Voice 13: That hasn't happened yet.

[3:30:36] Voice 13: The ASK was supposed to be part of a scheduled Council to Leadership meeting last month, which didn't happen.

[3:30:47] Voice 13: and so we're still waiting for that opportunity to ask if Snuneymuk First Nations interested in

[3:30:55] Voice 13: this so that's all the background um Director Frater and uh Senior Indigenous Relations

[3:31:00] Voice 13: um Advisor Joe Elliott and I sort of worked on this at different times and um the best

[3:31:07] Voice 13: I'm basically just trying to advance this idea and keeping all of our options open

[3:31:12] Voice 13: so i was originally wanted to request that we apply for c2c funding so that's the ubcm grant

[3:31:25] Voice 13: it's offered three times annually and typically our expressions of interest need to be

[3:31:32] Voice 13: one or two months earlier we can only apply on behalf of an ltc or the trust area or islands

[3:31:41] Voice 13: Trust once every cycle and so the next application is September 6th and there's a following one in

[3:31:51] Voice 13: December 6th on December 6th these need to be applied for and the money's used within one year

[3:31:59] Voice 13: and so my original intent had been to co-apply with a First Nation because that's one of the

[3:32:09] Voice 13: the requirements of the grant, that a First Nation has to indicate interest. They want to build a

[3:32:13] Voice 13: relationship and a forum for that. So apply for this grant for September. I think that window

[3:32:19] Voice 13: is passed. I'll let that go. So I wanted to see if there'd be interest or support.

[3:32:31] Voice 13: And is this executive committee's job as well? We do want to advance reconciliation

[3:32:38] Voice 13: Reconciliation and relationship building with nations in the trust area.

[3:32:42] Voice 13: I think that's fully within our reconciliation action plan and under the direction of trust council.

[3:32:47] Voice 13: How do we do that, though?

[3:32:50] Voice 13: I might need to finesse this.

[3:32:52] Voice 13: So I've put forward sort of an amended motion suggestion for consideration.

[3:33:01] Voice 13: consideration the recommendation at the top is that we request the chair to write to the name

[3:33:09] Voice 13: of first nation chief and council in hosting a dialogue um tied to a trust council meeting

[3:33:16] Voice 13: i would strike this second part of it um the twenty thousand dollars being drawn from the

[3:33:24] Voice 13: provincial reconciliation grant funds because i think trust council has already endorsed

[3:33:33] Voice 13: where the grant funds would go for this year so i don't think we should change that midway through

[3:33:41] Voice 13: if you read down at the bottom of the rfd page 68 there is actually a different recommended

[3:33:49] Voice 13: recommended response option that the community grant fund be applied for to support a budget

[3:33:56] Voice 13: of $20,000. And so I'll wrap up soon here. Just in the last year, C2C has changed their

[3:34:09] Voice 13: application or widened their application. So the grant used to be $5,000. Now it's $10,000.

[3:34:14] Voice 13: and you can apply for an additional $10,000 for signing of a protocol agreement or a bylaw or

[3:34:22] Voice 13: something that you're working on in cooperation with the nation. And so we are actually working

[3:34:27] Voice 13: on a revised protocol agreement with the Namoc First Nation. So it may work out. There's a lot

[3:34:33] Voice 13: of moving parts here, but $10,000 could be used for hosting a forum, paying honoraria to leadership,

[3:34:43] Voice 13: Leadership, travel costs, all of that, a facilitator, and $10,000 might be used for the work of advancing a protocol agreement.

[3:34:52] Voice 13: So I've sent sort of an amended, recommended motion to Alexandra, but I wanted to hear your thoughts about all of this before I move too fast and maybe hear from CAO.

[3:35:08] Voice 13: Thanks.

[3:35:12] Trustee Luckham: Trustee Maude.

[3:35:14] Trustee Maude: Thank you, Chair.

[3:35:17] Trustee Luckham: Here, this

[3:35:17] Trustee Maude: is one of these things that makes it complex for our house trust, because we

[3:35:25] Trustee Maude: are dealing with, I believe the number is 27 First Nations, and I think this is a wonderful

[3:35:33] Trustee Maude: thing, but if we're doing it with one First Nation, I think we have to do it with 27 First

[3:35:40] Trustee Maude: Nations.

[3:35:41] Trustee Maude: And then I start doing the math, each time we reach out in this manner, we're looking

[3:35:47] Trustee Maude: a twenty thousand dollar budget we're going very far down a rabbit hole that concerns me like

[3:35:54] Trustee Maude: the actions i have no concerns with the the whole concept the whole purpose i think is magnificent

[3:36:02] Trustee Maude: but the dollars attached with it this isn't about one first nations in my mind it's about 27.

[3:36:09] Trustee Maude: and i think we need to have a long-term plan for engagement if this is if

[3:36:15] Trustee Maude: if this is what we're going to do,

[3:36:17] Trustee Maude: we're going to have to budget for it because 20,000 on a one-time event is

[3:36:21] Trustee Maude: one thing, but I don't think we can stop.

[3:36:24] Trustee Maude: And it concerns me because we're talking substantial amounts of funds and

[3:36:30] Trustee Maude: the logistics to do this 27 times. It's, it's a pretty big deal.

[3:36:36] Trustee Maude: So I just thought I'd put that on the table. Thank you.

[3:36:40] Trustee Luckham: Vice chair Peterson.

[3:36:43] Trustee Luckham: Thank you, chair.

[3:36:46] Voice 11: Certainly we have a number of,

[3:36:48] Voice 11: a large number of first nations um uh within uh the the area that we know as the island's trust

[3:36:56] Voice 11: area um one uh i just want to say off the top in general i support this there was a couple

[3:37:07] Voice 11: details in the report i found a little confusing but it sounds like trustee elliott's um going a

[3:37:13] Voice 11: slightly different direction maybe than uh was laid out in in in the report here so um i'm still

[3:37:19] Voice 11: going to listen with an open mind um i just point out that there's the salt spring local trust

[3:37:26] Voice 11: committee has been um trying to do some work in terms of um arranging a feast with uh say out

[3:37:37] Voice 11: and explicit in that was that we um would be extending the invitation to um other first

[3:37:46] Voice 11: nations leaders and members and i think that sort of gets a bit to what uh vice chair maude was

[3:37:54] Voice 11: saying um and i think where there are opportunities to sort of broaden the tent in that sense um

[3:38:03] Voice 11: uh all the better um and then yeah so the parts that were i found a little bit confusing is um

[3:38:14] Voice 11: is it was just around the finance uh at one point it was talking about

[3:38:22] Voice 11: um yeah as vice chair elliott pointed out community community grant fund and the in

[3:38:28] Voice 11: the in the bottom um and another point it was talking about uh uh that it if a reallocation

[3:38:39] Voice 11: of the provincial grant that was would require salt spring local trust committee to um to fund

[3:38:47] Voice 11: their major project in a different way so i did have some concerns about that if that's

[3:38:51] Voice 11: not where we're going i won't delve into that um but yeah those are my thoughts off the top

[3:38:56] Voice 11: um i the concept is fantastic be great to kind of learn if we can um you know what creative

[3:39:07] Voice 11: ways we can go about uh trying to fund it and again if we can broaden the participation to

[3:39:14] Voice 11: um more first nations leaders and members i think that would be also fantastic

[3:39:19] Voice 11: Yes,

[3:39:23] Voice 13: that was originally the intent. I had seen a forum, ideally with many First Nation leaders. It would make it make sense to have a, you know, a focus of perhaps Douglas Treaty First Nations or Northern Area Hul'q'u'minim speaking First Nations.

[3:39:49] Voice 13: The, where I ran into challenges with, you know, designing a forum, essentially, is we don't have insight into the relationships and the complexities between different First Nations, and we might inadvertently trip into inviting.

[3:40:15] Voice 13: inviting, it's just too fraught. So the advice that I got from Director Frater is,

[3:40:23] Voice 13: and especially if it's going to apply for the C2C grant, is you need one First Nation

[3:40:29] Voice 13: who will sign on as co-signer to the grant. So that's the first part, is who do we invite?

[3:40:41] Voice 13: I would like to start with one First Nation and ask hey are there partner nations or other people

[3:40:50] Voice 13: that you would like to invite but essentially they would be hosting the forum we're we're

[3:40:56] Voice 13: meeting in their territory and so the respect would be that they take the lead in hosting a

[3:41:04] Voice 13: a forum and inviting other First Nations. That's not really, that's sort of beyond where I think

[3:41:11] Voice 13: we could go. We're essentially convening a forum together. So this is really to see if there's

[3:41:17] Voice 13: interest in that. We have to start somewhere. We can't start with inviting 27 First Nations.

[3:41:25] Voice 13: Snonimuk First Nation has identified interest in a protocol agreement and a better working

[3:41:32] Voice 13: relationship with Islands Trust. So that's one, I think, strong aspect. They also have

[3:41:38] Voice 13: done a lot of work developing the Sarlican Treaty, which they've referenced many times

[3:41:46] Voice 13: in their documents. And in the Islands Trust, we might want to know what that means.

[3:41:52] Voice 13: Unpacking Douglas Treaty rights is an education piece, but it needs to be specific. The Sarlican

[3:42:00] Voice 13: Treaty is part of the Douglas, one of the Douglas Treaties that was signed. And Seneymox seems to

[3:42:05] Voice 13: have a lot of background on how its work, background and clear ideas on how it should inform

[3:42:16] Voice 13: their work and partners who work with them in their territory. So there's a couple of reasons

[3:42:21] Voice 13: why I focused on Seneymox and I had advice to do that. If we choose to go with the CDC funding,

[3:42:28] Voice 13: understanding, I think there needs to be one lead First Nation. The intent is not to exclude other

[3:42:35] Voice 13: First Nations, but it's just so, so complex. We need to start with one simple sort of direction

[3:42:42] Voice 13: and then see where things go from there.

[3:42:48] Trustee Luckham: So thank you, Vice Chair Elliott. You know, I haven't seen

[3:42:54] Trustee Luckham: your new motion yet, but I'm in support generally at this point in the direction you're going.

[3:42:59] Trustee Luckham: you've matured this a lot since you first started talking about it and you clearly thought about

[3:43:05] Trustee Luckham: many of the aspects of the complexity of this and um and and tim thank you for mentioning the

[3:43:13] Trustee Luckham: salt spring initiative with say out that's certainly something that's in play as well

[3:43:19] Trustee Luckham: And so, in respect of what Trustee Maude has said there, yeah, this is certainly complex, and we certainly need, I think we need to step up and start these conversations so that all the nations that are watching the Islands Trust can see that we're genuine and serious about wanting to have these conversations.

[3:43:47] Trustee Luckham: And indeed, our work in the policy statement, our work in OCPs, our work in working with other nations is really important.

[3:43:55] Trustee Luckham: And we've talked a lot over these years, and it's really time to start the walking.

[3:44:02] Trustee Luckham: And I would just say that, you know, the funding that we got to do a lot of this work from the provincial government there last year over a multi-year period, if we can demonstrate success, I think there'll be more money.

[3:44:15] Trustee Luckham: And if we don't demonstrate success, there won't be any more money.

[3:44:19] Trustee Luckham: It's that black and white, I think.

[3:44:21] Trustee Luckham: And so I think being creative, stepping out and advancing this work will lead to success

[3:44:30] Trustee Luckham: in numerous areas.

[3:44:33] Trustee Luckham: And indeed, even other local governments are watching and looking at what it is that we're

[3:44:38] Trustee Luckham: doing.

[3:44:39] Trustee Luckham: And there's opportunity to learn and share and even bring in, as we advance this, potentially

[3:44:43] Trustee Luckham: potentially bring in other partners and also share, for instance, what Nanaimo Regional District has

[3:44:50] Trustee Luckham: done in the past. And so, and yeah, and others, I'm not going to go into more. So I think we

[3:44:59] Trustee Luckham: should, and the fact that the timing is loose-ish, we want to take advantage of when we're in

[3:45:07] Trustee Luckham: somebody's territory to engage with that nation. It gets more complex to have the NAMO leadership

[3:45:14] Trustee Luckham: attend a meeting in Victoria if we're doing that, and because that would require a protocol process

[3:45:19] Trustee Luckham: where they would have to have that conversation. So it can be simpler if we can potentially hold

[3:45:25] Trustee Luckham: these things in the appropriate places. And I can see, and I'm blathering on too much, I can see

[3:45:30] Trustee Luckham: that the this this most recent uh cowlinson uh work that we're doing bringing in the cowlinson

[3:45:36] Trustee Luckham: group together with which is then essentially then what was the whole community treaty group

[3:45:44] Trustee Luckham: nations together there's a potential to have this kind of a conversation with them and obviously

[3:45:48] Trustee Luckham: we're advancing already a protocol agreement there so that c2c funding may be easier to get for that

[3:45:53] Trustee Luckham: and we may end up having to pay for the other one so let's i think there's lots of room to

[3:45:58] Trustee Luckham: figure this out so uh back to you trustee elliott i'm in support of where you're going

[3:46:03] Trustee Luckham: uh tim peterson has sure thank you chair i oh

[3:46:08] Voice 13: right sorry yeah

[3:46:13] Voice 11: thank you chair um i was just

[3:46:15] Voice 11: going to uh you sort of uh got there uh a little bit before i did but i was just going to also

[3:46:23] Voice 11: also mentioned that uh when the province gave us um uh money to do uh reconciliation work um

[3:46:32] Voice 11: like like almost any other sort of budgeting area um when we can demonstrate that we've spent the

[3:46:41] Voice 11: money and we've spent it on on things that are are pursuing um the appropriate goals

[3:46:48] Voice 11: then it's it's much more likely we'll be eligible for further funding so in that sense i i support

[3:46:56] Voice 11: um i support using that funding for for these types of purposes um so yeah just wanted to

[3:47:04] Voice 11: to say that piece as well so

[3:47:11] Voice 5: oh thank you my

[3:47:16] Voice 6: comment may actually be what your comment was

[3:47:19] Voice 6: going to be Trustee Elliott. Just in reference to the provincial grant that Islands Trust has

[3:47:25] Voice 6: received directed towards engagement with First Nations, that is a grant that's awarded to Trust

[3:47:30] Voice 6: Council. And there is latitude to allocate those grant funds to various pieces of work related to

[3:47:37] Voice 6: engagement. Trust Council did see the allocation of that grant money for the current year as part

[3:47:44] Voice 6: part of the budget approval process.

[3:47:46] Voice 6: What's proposed in the original motion in this RFD

[3:47:50] Voice 6: would be an additional $20,000 allocated from that grant,

[3:47:55] Voice 6: but really that grant allocation should be council direction.

[3:48:00] Voice 6: So it may not be so appropriate to draw from that

[3:48:03] Voice 6: without their approval,

[3:48:05] Voice 6: given that they've already seen the withdrawal

[3:48:07] Voice 6: for the current year.

[3:48:09] Voice 6: So I think that's why Chelsea Elliott

[3:48:10] Voice 6: has reframed the resolution

[3:48:12] Voice 6: and is now considering alternative funding sources

[3:48:15] Voice 6: with the C2C grant.

[3:48:16] Voice 6: We do need more time if we're going to take that route

[3:48:20] Voice 6: because we have an application process

[3:48:22] Voice 6: that we have to follow.

[3:48:23] Voice 6: So I'm grateful to see that those timelines

[3:48:26] Voice 6: have been pushed a little bit.

[3:48:28] Voice 6: A few other comments, you know,

[3:48:29] Voice 6: I think a coordinated approach to these types of things

[3:48:32] Voice 6: absolutely makes sense.

[3:48:33] Voice 6: And I think that's what the intention

[3:48:34] Voice 6: of the Reconciliation Action Plan is.

[3:48:37] Voice 6: It does need an update.

[3:48:38] Voice 6: It's, you know, I think that plan is dated 2019 to 2022.

[3:48:41] Voice 6: of course we're outside of that window now and there's new activities that need to be reflected

[3:48:45] Voice 6: there um it's on the draft strategic plan um i'm not sure how much work has been directed towards

[3:48:53] Voice 6: that uh currently we don't have director freighter here to speak to that unfortunately or

[3:48:57] Voice 6: joe elliott um but i think that would be the place where all of this coordination

[3:49:01] Voice 6: um would take place back

[3:49:11] Trustee Luckham: to you thank

[3:49:13] Voice 13: you um so alexandra i don't know if you could bring up the

[3:49:18] Voice 13: the recommended or the revised motion i basically just there's three resolutions there um yeah

[3:49:28] Voice 13: great so um the latter two are essentially the same as at the bottom of the page

[3:49:34] Voice 13: but the first one would be requesting the chair to write to sunamic first nation

[3:49:39] Voice 13: um for their interest the gabriel ltc is having regular conversations with the name of so it's

[3:49:50] Voice 13: possible this will come this may come up in our next meeting which i think is it's fairly soon

[3:49:58] Voice 13: actually um yeah it's a council count uh it's uh the 7th of august and so i just combined the

[3:50:08] Voice 13: the last part of the motion, so requesting if they would indicate interest in jointly

[3:50:14] Voice 13: applying for a UBCM Community Community Grant Fund to support a budget of $20,000.

[3:50:21] Voice 13: And again, $10,000 of a UBCM grant can go towards protocol agreements, if I can bring

[3:50:30] Voice 13: that up real quickly, requirements for funding.

[3:50:37] Voice 13: so c2c agreements and joint review of bylaws and policies um up to ten thousand dollars

[3:50:45] Voice 13: and a forum up to ten thousand dollars so really this is the next step taking some action we don't

[3:50:53] Voice 13: know if it'll be successful um but i think as chair um luckham indicated we need to start

[3:50:59] Voice 13: somewhere so this is my work to date and if it needs to be further refined we can absolutely do

[3:51:06] Voice 13: do that down the line. I think, sorry, regarding Salt Spring Island, Salt Spring Island can still

[3:51:14] Voice 13: apply as an LTC for the September intake. And those activities can take place anytime in the

[3:51:22] Voice 13: next year. My understanding is that the grants manager just said we can only apply with one LTC

[3:51:31] Voice 13: see are one project per intake there's three intakes per year so uh september 6 is the next

[3:51:37] Voice 13: deadline december 6 is the deadline after that so we can coordinate that um and i think we should

[3:51:45] Voice 13: have a standing application that we just keep working on and we keep asking questions of who

[3:51:51] Voice 13: wants to partner with us on a forum anyway there's the recommended motion and i'll lay off

[3:52:20] Trustee Luckham: and when you're ready um if that looks good to you somebody could make a motion i

[3:52:27] Voice 13: just see trustee

[3:52:28] Voice 13: peterson has his hand up i'm not sure if go ahead kim

[3:52:32] Voice 11: yeah well thank you this is uh in respect of

[3:52:36] Voice 11: um the notion that meeting if we're going to be doing this work with the name of um

[3:52:44] Voice 11: Of course, we haven't set the location of the March meeting yet, but I believe the December meeting is planned for Victoria.

[3:52:56] Voice 11: Coming out of the last couple of trust councils, it seems as though Nanaimo has been reasonably well supported by trustees as a location.

[3:53:11] Voice 11: and so i'm just wondering whether i i mean it's it's pretty open-ended i guess so

[3:53:19] Voice 11: i was just going to suggest that we remove the december option but in fact i take it back let's

[3:53:28] Voice 11: let's just see how it goes we haven't heard back from them so let's not presuppose yeah

[3:53:33] Trustee Luckham: we have to

[3:53:43] Trustee Luckham: Who wants to make a motion? Vice-Chair Elliott?

[3:53:45] Voice 13: All righty. I move that Executive Committee request the Chair to write to Sinemuk First Nation Chief and Council as to their interest in hosting a dialogue about vision and governance in their territory in association with the September 2024 Trust Council meeting, or alternatively, the December 2024 or March 2025 meeting,

[3:54:07] Voice 13: and to indicate interest in jointly applying for a UBCM community to community grant fund

[3:54:14] Voice 13: to support a budget of $20,000.

[3:54:18] Trustee Luckham: Do I have a seconder? Trustee Maude, thank you.

[3:54:26] Trustee Luckham: Any further discussion? All right, so I'll call for the motion then. All those in favor,

[3:54:33] Trustee Luckham: please raise your hands. Excellent. Anonymous. Good work. Thank you, Vice Chair Elliott.

[3:54:39] Trustee Luckham: it um is there's a couple other motions here no

[3:54:44] Voice 13: more yeah i move that executive committee

[3:54:46] Voice 13: requests staff to assess the viability of and estimated costs of trustees attending a forum

[3:54:52] Voice 13: in association with an upcoming trust council meeting and report back to the executive

[3:54:57] Voice 13: committee with potential additional travel and accommodation costs

[3:55:03] Trustee Luckham: it's moved i have

[3:55:06] Trustee Luckham: seconder and Tim Peterson. Any remarks or comments or do you wish to speak to it? No.

[3:55:13] Trustee Luckham: You know, speaking on behalf of some of our colleagues, I think that we need to plan this

[3:55:21] Trustee Luckham: as far in advance as we possibly can so that all trustees have full opportunity to partake in this,

[3:55:29] Trustee Luckham: these significant events. So let's make sure that we're figuring out the costs,

[3:55:34] Trustee Luckham: figuring out a timeline that we can be sure to accommodate all trustees and um go from there

[3:55:41] Trustee Luckham: because it's a big commitment to spend another full day at some place that's not home and uh so

[3:55:49] Trustee Luckham: just want to make mention of that out loud so thank you any further discussion call for the

[3:55:57] Trustee Luckham: vote all those in favor that carries unanimously excellent next i

[3:56:06] Voice 13: move that executive committee

[3:56:08] Voice 13: expressed interest to the grants manager in co-applying for $10,000 in UBCM Community to

[3:56:16] Voice 13: Community Fund, actually I'm going to amend that, sorry, in co-applying for a UBCM Community to

[3:56:23] Voice 13: Community Fund grant in December 2024 in support of a forum with A First Nation and request that

[3:56:36] Voice 13: staff work with a first nation to prepare a grant application in support for a forum to be held in

[3:56:41] Voice 13: association with a future trust council meeting so this oh sorry the

[3:56:50] Trustee Luckham: moved uh trust uh is that

[3:56:52] Trustee Luckham: sam peterson you seconding it yeah okay thank you you should speak to it i

[3:56:57] Voice 13: just wanted to remove the

[3:56:58] Voice 13: um amounts in case we could apply for both streams of the funding um but i do recognize this limits

[3:57:06] Voice 13: it to a future trust council meeting um i would suggest to vice chair peterson that if we want

[3:57:13] Voice 13: to if the salt spring ltc beast funding is still being planned we need to see perhaps a similar

[3:57:22] Voice 13: motion um to get somewhere with that grant application so um i don't think this covers

[3:57:30] Voice 13: is that that's all i want to say okay

[3:57:36] Trustee Luckham: um trustee peterson you wish to speak to it uh

[3:57:40] Voice 11: just uh just

[3:57:41] Voice 11: in response to uh trustee elliott i i won on the one hand i think it's uh a very good idea to have

[3:57:48] Voice 11: a standing um application ready to go from trust council for all three intakes especially if we're

[3:57:56] Voice 11: we've just recognized how how big the work we have to do in terms of reconciliation with first

[3:58:01] Voice 11: nations is uh maybe that's a separate motion um and just the other bit was that uh it's unfortunate

[3:58:09] Voice 11: for us not for her that director freighter is is away uh on her vacation time to to speak to um

[3:58:17] Voice 11: uh some clarity around uh uh funding that uh we had discussed around um potential for a feast so

[3:58:24] Voice 11: So,

[3:58:26] Trustee Luckham: but

[3:58:27] Voice 11: I support the motion.

[3:58:28] Trustee Luckham: Yeah, that will come.

[3:58:33] Trustee Luckham: So, is there any other remarks at this time?

[3:58:38] Trustee Luckham: Okay, I'm going to call the vote.

[3:58:39] Trustee Luckham: All those in favor, please raise your hands.

[3:58:41] Trustee Luckham: Thank you.

[3:58:42] Trustee Luckham: Unanimous again.

[3:58:44] Trustee Luckham: So, I think that covers it.

[3:58:46] Trustee Luckham: Does that complete that?

[3:58:48] Trustee Luckham: And Trustee Peterson, do you have some final remark?

[3:58:52] Trustee Luckham: No.

[3:58:53] Trustee Luckham: Okay.

[3:58:54] Trustee Luckham: So, thank you for this work.

[3:58:57] Trustee Luckham: I can see there's been a lot of thought gone into this.

[3:59:01] Trustee Luckham: Thank you.

[3:59:02] Trustee Luckham: And then Trustee Peterson, your hand is up again.

[3:59:06] Voice 11: I'm just wondering, and perhaps I'll ask the CAO

[3:59:09] Voice 11: to weigh in on the notion of essentially having staff

[3:59:19] Voice 11: sort of be prepared for these C2C opportunities

[3:59:26] Voice 11: And sort of maybe if it's a template, a template application or something, just what might that look like?

[3:59:37] Voice 11: Obviously, LTCs will have some interest in pursuing that funding.

[3:59:45] Voice 11: what's what's a good way for executive committee to consider how we might support those funding

[3:59:53] Voice 11: requests in a way that helps those applications get done in a timely way that all

[4:00:00] Voice 11: also doesn't add too much extra work for staff.

[4:00:06] Voice 11: And if you don't have a quick answer,

[4:00:09] Voice 11: complete answer for me right now,

[4:00:11] Voice 11: that this moment I completely understand,

[4:00:13] Voice 11: but just something to think about.

[4:00:16] Voice 11: And I just wonder if you have any thoughts on that.

[4:00:20] Voice 6: Certainly, you know,

[4:00:21] Voice 6: Director Frater probably would have more thoughts

[4:00:23] Voice 6: than I would as the overseer for reconciliation program,

[4:00:26] Voice 6: as well as our grants function,

[4:00:28] Voice 6: but I can certainly provide my thoughts.

[4:00:29] Voice 6: I do think an updated reconciliation action plan is a great place to actually indicate

[4:00:34] Voice 6: coordinated approaches to these types of things and an ordered approach, a trust council guided

[4:00:39] Voice 6: approach, so we know how to prioritize the work over and above other pieces of work. Certainly

[4:00:47] Voice 6: having templates for things can be really useful and help us be efficient if we're going to be

[4:00:52] Voice 6: engaging the same type of thing over and over. For these types of grant proposals or

[4:00:59] Voice 6: or requests, I would assume there'd be a little bit of distinction depending on the First Nation

[4:01:03] Voice 6: that we are looking to partner with. I think that piece actually could be the piece that would be

[4:01:08] Voice 6: the most amount of work is actually connecting with First Nations, you know, gauging interest,

[4:01:14] Voice 6: having those communications and that conversation before actually moving forward with an agreement.

[4:01:20] Voice 6: So template would be helpful, but I don't think it alleviates a significant amount of the work.

[4:01:27] Voice 6: And then certainly, you know, to undertake this in ordered, structured, continuous way will displace other work that is being undertaken.

[4:01:38] Voice 6: So we would need consideration of, you know, where on the priority list this would land over and above some other pieces of work.

[4:01:45] Voice 6: You know, with Joe Elliott now on staff, you know, we've been without our senior intergovernmental policy advisor for about a year.

[4:01:52] Voice 6: So we do have some increased capacity now. I know Joe has been getting himself oriented.

[4:01:58] Voice 6: It's been a good orientation process. I think there's still some pieces that he still needs to be trained up on.

[4:02:03] Voice 6: But certainly we've got some increased capacity now over and above the last year or year and a half.

[4:02:09] Voice 6: And Director Frater can correct me on anything I've said when she returns.

[4:02:19] Trustee Luckham: okay um just reflecting on what director mobs has advised us about workload resources

[4:02:29] Trustee Luckham: displacement of other work we need to be constantly aware of that um but ultimately

[4:02:40] Trustee Luckham: we just need to decide what we do want to do and indeed what we don't want to do

[4:02:43] Trustee Luckham: um and that's more difficult it's the don't want to do part um um but it occurs to me also in the

[4:02:51] Trustee Luckham: the conversation is council meetings are incredibly important. Council members want to

[4:02:57] Trustee Luckham: undertake important work that needs to happen in person at those meetings when we're meeting in

[4:03:03] Trustee Luckham: person. But honestly, I don't think there's any more important work than these conversations

[4:03:10] Trustee Luckham: and advancing the policy statement and our reconciliation and protocols. And so it's just

[4:03:15] Trustee Luckham: a matter of deciding what is important. That's my two cents. So I don't think we have anything else

[4:03:22] Trustee Luckham: to say here. And so we'll look forward to seeing some reporting and some updates from the CAO with

[4:03:33] Trustee Luckham: regards to how that workload balance, life workload balance is working out and look forward

[4:03:42] Trustee Luckham: to that. So let's go to planning services. 8.2.3, page 70, local trust committee chair roles

[4:03:49] Trustee Luckham: briefing. Who's going to kick this one off? It looks like Stefan Cermak has taken the helm of

[4:03:57] Trustee Luckham: the ship. Over to you, sir.

[4:03:59] Voice 2: Thank you, Mr. Chair. Last EC meeting, the EC requested

[4:04:05] Voice 2: dilating of relevant policies and practices regarding the chairperson's role in setting

[4:04:10] Voice 2: LTC agendas and as spokespersons and the EC also talked about further chairperson training. You

[4:04:18] Voice 2: have the the minutes in this agenda package if you wish to review those as well. So this is the

[4:04:23] Voice 2: response to that. I tried to get it off my desk, no offense or anything, just quick as I could.

[4:04:27] Voice 2: This is kind of, you know, moving along. So what I've presented here is as requested I went into

[4:04:33] Voice 2: the the Act to make sure that we understood where the origination of the Chair's authority comes

[4:04:37] Voice 2: comes from and then included the island stress regulation which further distinguishes the role

[4:04:44] Voice 2: of the chair but most importantly is really the island stress Council policy which I've linked at

[4:04:51] Voice 2: the bottom 4.1.1 and reviewing that was actually was great and it's very well laid out it lays out

[4:04:59] Voice 2: that the LTC chairs have both a procedural and a legislative role and so there are questions about

[4:05:06] Voice 2: the procedural role about agenda setting meeting follow-up and meeting conduct but there weren't

[4:05:12] Voice 2: too many questions about the legislative role and i'm actually going to delve into that a little bit

[4:05:16] Voice 2: later on too and the legislative role is really your role as an executive members not just chair

[4:05:21] Voice 2: persons but as executive members as chairs so representing uh making sure that duties that are

[4:05:28] Voice 2: assigned by trust council are carried out i'm actually not aware of any duties at the moment

[4:05:32] Voice 2: it, but certainly is an authority that a trust council can do. The activities are consistent

[4:05:37] Voice 2: with established policies and procedures. So you're kind of seen as the knowledge keepers

[4:05:42] Voice 2: of existing policies and procedures, and you're there to help inform local trust committees.

[4:05:48] Voice 2: You're also helping in the same realm with motions and admissibilities and giving reasons

[4:05:53] Voice 2: for chair's decisions in relation to consistency with the Islands Trust mandate, trust council

[4:05:58] Voice 2: Council policy and or LTC policy. So what you're not seeing there is that the role of the chair is

[4:06:04] Voice 2: to sort of advocate for local issues. Instead, it's the purpose of the chair to add that executive

[4:06:10] Voice 2: perspective about the chairs making decisions in relation to consistency with the mandate,

[4:06:17] Voice 2: Trust Council policy, and or LTC policy. So that's kind of a higher order that you bring to that

[4:06:22] Voice 2: table. And it's something that, you know, you see sort of wax and wane over time in different ways.

[4:06:28] Voice 2: and of course you keep things moving along with the timely process saving of various reports that

[4:06:33] Voice 2: come to the LTC meetings making sure the timely processing of EC bylaws at the EC table and then

[4:06:41] Voice 2: conversely at the LTC table right you're the conduit before for bylaws coming and going

[4:06:46] Voice 2: so that's just kind of overall of separating those two functions of procedure

[4:06:53] Voice 2: and legislative. So in terms of LTC agenda setting, I try to keep this as practical knowledge

[4:07:02] Voice 2: as possible about what the agenda is, how these things are created, and the way it happens.

[4:07:09] Voice 2: And I put into those four bullets that you can see on the screen, who does what type

[4:07:15] Voice 2: thing. The compilation of the agenda should be following, and I checked in with all the

[4:07:19] Voice 2: they are regional planning managers to see if we're following the same process and more or less

[4:07:23] Voice 2: for regular business meetings it's following this process that administrative staff call for agenda

[4:07:28] Voice 2: items from planning staff we populate an agenda template and then we send it out to trustees a

[4:07:36] Voice 2: local trust committee for consideration and amendment and you know some trustees will include

[4:07:42] Voice 2: some things others don't say anything and of course the chair is ultimately responsible but

[4:07:47] Voice 2: in the way of sending it out to all trustees, the LTC as a whole gets a chance to comment and to

[4:07:53] Voice 2: include whatever items they want. Of course, we make the relevant changes to that agenda and

[4:07:58] Voice 2: present it as requested. And of course, there's always a little bit of opportunity at the beginning

[4:08:03] Voice 2: of meetings to amend that as wished. I think where some of the concerns may be coming,

[4:08:07] Voice 2: and perhaps I'm wrong, but this is my interpretation, are LTC special business

[4:08:12] Voice 2: We're seeing a significant rise in LTCs wishing for special business meetings, whether it be for whatever reason, and these are intended to be for single items, or as few items as possible, and special meetings are made via resolution.

[4:08:31] Voice 2: So that resolution should identify what the meeting is for, and I think by and large that's happening.

[4:08:36] Voice 2: However, sometimes what seems to be happening is that what the agenda looks like as a result of the special business meeting, there has been a little bit of discrepancy about some people just keep the regular business items up.

[4:08:48] Voice 2: Others have been known to sort of strip it down and then catch some trustees off guard that certain sections may be missing.

[4:08:55] Voice 2: so I think there's some improvements we could do with when we're setting a

[4:08:59] Voice 2: special meeting regarding sort of this keeping the standard regular business

[4:09:05] Voice 2: format at least so you understand what's going on but keeping in mind it's meant

[4:09:10] Voice 2: for a single item as per resolution so then we've also seen especially busy

[4:09:17] Voice 2: place like Salt Spring involving having meetings with other agencies or other

[4:09:22] Voice 2: the groups where there be you know agricultural groups or the local community commissions or

[4:09:28] Voice 2: sometimes the fire department in the past those kind of things and in those circumstances staff

[4:09:33] Voice 2: generally you know reach out to both parties the LTC and the other agency or group to help set the

[4:09:40] Voice 2: agenda and I am aware that most recently chair Peterson of the LTC helped create that directly

[4:09:49] Voice 2: with the chair. But there's a little bit of, I dare say, there's a chance for more inconsistency

[4:09:55] Voice 2: at the LTC special business meeting in Genesetic. That's my point there.

[4:09:59] Voice 2: In terms of spokesperson, again I attach the policies or at least provide links to that

[4:10:06] Voice 2: about communications and advocacy and I try to pull out the key messages into this report.

[4:10:12] Voice 2: all members of an LTC are spokespersons for their LTC if if they're speaking for themselves they

[4:10:22] Voice 2: need to identify if they're speaking that for themselves as an LTC member or for me they have

[4:10:27] Voice 2: to clarify that they're speaking for themselves if they're speaking for the LTC then the LTC should

[4:10:33] Voice 2: be giving them that sort of authority speak on behalf the LTC so I think you all know that well

[4:10:39] Voice 2: Islands Trust bodies will ensure that the advocacy positions are consistent with the Trust Act,

[4:10:43] Voice 2: the object and established policy and are supported by resolution. So this one's worth

[4:10:50] Voice 2: discussion perhaps, but maybe not at the moment, but the LTC spokesperson, the bodies as a whole,

[4:10:56] Voice 2: if you're advocating, the policy suggests that the advocacy should be consistent with

[4:11:04] Voice 2: with the mandate and with the chair policies or with pardon me with council policies

[4:11:10] Voice 2: right they in terms of further advocacy the LTC chair will notify the EC when an LTC passes a

[4:11:16] Voice 2: resolution related to advocacy that's the role to yourselves as chairs to be that conduit and

[4:11:21] Voice 2: of course you do that at the beginning of the meetings EC meetings executive committee may

[4:11:27] Voice 2: assist LTCs with advocacy and of course as you know advocacy is mainly the area of trust area

[4:11:32] Voice 2: of services so I'm just repeating what usually Claire would be a much better job at detailing

[4:11:38] Voice 2: and of course if an LTC wishes to advocate on an issue related to land use planning that's not

[4:11:43] Voice 2: consistent with OCP the LTC chair will seek approval from the EC so that's an interesting

[4:11:49] Voice 2: one as well so I pulled that one out for distinction that again if an LTC wishes to

[4:11:53] Voice 2: advocate on an issue not related to land use planning or not consistent with its OCP should

[4:12:00] Voice 2: be seeking OCP or it should be seeking executive committee approval so those were I think some of

[4:12:05] Voice 2: the key nuggets in there and of course if you're doing advocacy the trust area services will assist

[4:12:10] Voice 2: with in that in terms of communications planning service can help draft something but essentially

[4:12:15] Voice 2: advocacy and communications we rely on trust area services I do realize that sometimes these things

[4:12:22] Voice 2: fall apart and I know as being an rpm for several years I used to request that staff if it was a

[4:12:27] Voice 2: simple advocacy letter or or just communications we would kind of have a boilerplate template and

[4:12:33] Voice 2: then just fill in the blanks if it's greater than your your typical thank you for your communications

[4:12:38] Voice 2: um we would work with the communication staff so i know we're staffed up that way so that's great

[4:12:43] Voice 2: i think um most salts or most salt spring offices most offices including salt spring are now fully

[4:12:49] Voice 2: staffed we have a new staff person that started in the office admin role who usually creates these

[4:12:54] Voice 2: letters this week so that's good news um and then you talked about chair training

[4:13:00] Voice 2: i think honestly uh just my observation and communications with regional planning managers

[4:13:06] Voice 2: i think this group really understands its um uh it's what role its procedural role quite well

[4:13:16] Voice 2: i think what i'm hearing is we staff could improve our procedures for special business

[4:13:22] Voice 2: especially be consistent amongst the whole organization so in terms of

[4:13:27] Voice 2: further training I don't certainly don't think the chairs need any further

[4:13:31] Voice 2: training on that per se I think if you're looking for further training I

[4:13:35] Voice 2: would recommend further developing it the legislative role even myself

[4:13:39] Voice 2: reviewing I've reviewed this policy many many times and there's some nuggets in

[4:13:43] Voice 2: there that I think the nuance of I had not it was worth refreshing so might be

[4:13:48] Voice 2: worth to yourselves refreshing that that sort of role you provide us ensuring that the mandate

[4:13:54] Voice 2: you know the overall policy direction of of the federation is upheld at the ltc or at least your

[4:14:01] Voice 2: role is presenting that at an ltc table versus so much focusing on the local level so that's

[4:14:09] Voice 2: that's my report um i'm sure there's a lot of comments so i'll stop talking sure

[4:14:15] Trustee Luckham: um so thank

[4:14:17] Trustee Luckham: Thank you for that. You're very kind in your remarks about us understanding the process well.

[4:14:25] Trustee Luckham: Well, I think one of the areas where perhaps that you haven't touched on, that is, I think, potentially an area where we might like some additional support from is in the soft skills around meeting management and behaviors of trustees and the audience at times.

[4:14:49] Trustee Luckham: But I'll let the vice chairs speak to that.

[4:14:52] Trustee Luckham: but did you have any thoughts about that or have you heard anything about that associated with the

[4:14:58] Trustee Luckham: difficulty of the flow of a meeting associated with participants uh

[4:15:03] Voice 2: no i didn't catch that from

[4:15:05] Voice 2: our last conversation mr chair of ec i didn't catch that nuance that the ec might be want to

[4:15:09] Voice 2: talk about that certainly our experiences um you know or at least my experiences especially with

[4:15:15] Voice 2: yourself on salt spring over the years um can see that how important that is and i know we have

[4:15:23] Voice 2: created you know the speaking notes the meeting decorum and those kind of things

[4:15:26] Voice 2: uh and the meeting maintaining meeting decorum is critical and i think if that's

[4:15:31] Voice 2: a good starting place to review meeting decorum and how to enforce it and then strategies during

[4:15:36] Voice 2: that i think i think promoting soft skills as well as for staff would be um is a great idea i think

[4:15:42] Voice 2: it's something it's a very timely topic okay

[4:15:45] Trustee Luckham: thank you so vice chairs any feedback here tim peterson

[4:15:52] Trustee Luckham: Well, I'd certainly

[4:15:55] Voice 11: support that last point there in terms of further training.

[4:16:01] Voice 11: One of the things that we didn't really delve into much that I've certainly heard is a concern

[4:16:10] Voice 11: from some trustees is is these sort of an expectation or an elevation of the

[4:16:24] Voice 11: role of the LTC chair that I think might be related to what might be standard

[4:16:38] Voice 11: procedures in in other um in other planning roles and other planning departments uh where you have

[4:16:46] Voice 11: for example you have a a mayor and council well the mayor's job is is a little different than

[4:16:53] Voice 11: than a counselor's job and i think um some of the the concerns i've heard are sort of related

[4:17:01] Voice 11: to that difference between an LTC chair and a mayor

[4:17:09] Voice 11: and how that's consistent or not consistent, I guess,

[4:17:14] Voice 11: especially with newer staff coming to Islands Trust.

[4:17:19] Voice 11: And I think to me that sort of encapsulates

[4:17:23] Voice 11: the biggest concerns I've heard around this particular part

[4:17:30] Voice 11: part of um of the chair role so and I I I feel like there's a response just on the tip of your

[4:17:42] Voice 11: tongue director Sturmack so I'm just going to pause there uh

[4:17:45] Voice 2: through the chair thank you I I

[4:17:47] Voice 2: did the copy oh um so I I would I'd love to understand more uh from your perspective that

[4:17:54] Voice 2: um the mayor's role I mean maybe you're asking me for that but I'm curious I wouldn't mind

[4:18:00] Voice 2: understanding that better if if the chair is okay with us spending a little time

[4:18:04] Voice 11: i'll give you

[4:18:06] Voice 11: i'll give you an example and this is and this would be around correspondence

[4:18:13] Voice 11: so what frequently happens is in ltc will say pass a resolution um that the

[4:18:20] Voice 11: that the chair write a letter to X, Y, or Z.

[4:18:27] Voice 11: And in many cases that the staff will come up with a draft

[4:18:35] Voice 11: and run it by myself as the LTC chair.

[4:18:41] Voice 11: But in reflection of the spokesperson role of LTCs being members of the LTC,

[4:18:54] Voice 11: not just the chair that that practice doesn't um like perhaps a better practice would be

[4:19:04] Voice 11: the default would be that that the draft letter goes to all members of the ltc

[4:19:09] Voice 11: um and certainly as as a as an ltc chair there may be there may be things that are locally relevant

[4:19:21] Voice 11: that i could easily not pick up on so i think that's that's an example that i've seen happen

[4:19:28] Voice 11: a few times and and i've um heard some pushback from uh local trustees around is so that's a real

[4:19:38] Voice 11: specific example is those letters um being essentially uh put out for comment to all the

[4:19:48] Voice 11: trustees rather than just the chair now it is different in different ltcs i'm experiencing this

[4:19:55] Voice 11: quite clearly um both the expectations of of the local trustees and the level of involvement they

[4:20:03] Voice 11: want to have and also the way that staff does the work um uh i've had uh one example in the north

[4:20:13] Voice 11: where I staff just got in touch and said hey how do you want to do this so I put

[4:20:22] Voice 11: together a draft and said what do you think you know vet me for accuracy and

[4:20:29] Voice 11: any anything else that you see and anyway we go and actually it expedited

[4:20:35] Voice 11: the the process in that case the local trustees were content to not get into

[4:20:44] Voice 11: to the um the details of what was in the letter as long as it lived up to the to the spirit of

[4:20:51] Voice 11: what was in the resolution so there's nuance there's differences and i just think that um

[4:20:58] Voice 11: yeah my perspective is that in some cases local trustees want to be more involved in that that

[4:21:04] Voice 11: part of of that role so that's i i hope that's helpful but that's a concrete example i'm i'm

[4:21:13] Voice 11: coming up with for you and i guess

[4:21:22] Voice 11: the the i would just add one final thing if i may is that

[4:21:27] Voice 11: when the um when the opportunity is there for the local trustees to weigh in or not um then

[4:21:35] Voice 11: it's there and if that's the default um then i think that might be a better like a better process

[4:21:42] Voice 11: if trust local trustees don't want to weigh in that's fine but if they want to they should have

[4:21:47] Voice 11: have the opportunity nice

[4:21:58] Trustee Luckham: chair elliott you want to go next thanks

[4:22:01] Voice 13: i think there's an opportunity

[4:22:02] Voice 13: here um for perhaps a continuous learning module on advocacy and how to draft letters to other

[4:22:15] Voice 13: agencies and ministries that will get a response

[4:22:19] Voice 13: response. I have had a few conversations with Director Frater and others who've, you know,

[4:22:29] Voice 13: very gently guided me saying, you know, that kind of letter is going to be offensive or isn't in

[4:22:37] Voice 13: line with the work that we've been doing. Because staff often hold the relationships

[4:22:43] Voice 13: relationships with other ministries and staff and other ministries, we don't have that knowledge

[4:22:50] Voice 13: about what is the previous communication been, what is the tone and all of that. So I feel like

[4:22:59] Voice 13: there's a, the advocacy function of the Islands Trust is not well understood by trustees. I

[4:23:08] Voice 13: certainly didn't understand it well when I came in and I'm still learning. You'll see later on

[4:23:15] Voice 13: this letter from Maine LTC which I chair to request action on or express their frustration

[4:23:25] Voice 13: with lack of action on the removal of derelict vessels has come back and we're gonna it was

[4:23:33] Voice 13: inappropriate for me to write a letter as the chair so that needs to come back to executive

[4:23:37] Voice 13: So even our own internal system of who gets to write, how that is written, and who it is addressed to. I think there's an education session here somewhere.

[4:23:51] Voice 13: somewhere. I remember Vice Chair Peterson, you had a, I don't know what the wording was, but

[4:24:03] Voice 13: there was some kind of session that we wanted to have on cooperating with other agencies and

[4:24:09] Voice 13: understanding all the agreements that we have, something like that. Well, that was

[4:24:15] Trustee Luckham: on today's

[4:24:16] Trustee Luckham: agenda, I think, was it not? It's on the follow-up action list. Yeah.

[4:24:19] Voice 13: Follow-up action list, yeah.

[4:24:21] Voice 13: Yeah. So how to work with other agencies, how to write letters that are going to get traction, that might be something to explore.

[4:24:29] Voice 13: And I will say, Director Cermak, that I have not, in my experience, witnessed that there is staff capacity to do these letters.

[4:24:38] Voice 13: Trust Area Services is constantly overstretched.

[4:24:41] Voice 13: the grants program manager who used to do support for letter writing um now has another part-time

[4:24:50] Voice 13: job with the conservancy so i've not really seen um we are very slow to get letters written

[4:24:58] Voice 13: uh at least in my experience so if there's any training to be had i think it's about

[4:25:04] Voice 13: advocacy and how to write effective letters on local concerns anything

[4:25:15] Trustee Luckham: else from anybody

[4:25:16] Trustee Luckham: buddy yeah um so you know despite what you've said there and it's true the capacity of trust

[4:25:27] Trustee Luckham: area services to write those letters is challenged but um the trust area services often has their

[4:25:35] Trustee Luckham: finger on the pulse of many things and of course the history lies you know it's interesting the

[4:25:41] Trustee Luckham: history corporate history lies with the staff not so much with the elected and that skill

[4:25:47] Trustee Luckham: skill is certainly crafting a letter is something i could definitely have more skills at but at the

[4:25:52] Trustee Luckham: same time that knowledge and that awareness and those relationships as you mentioned is critical

[4:25:57] Trustee Luckham: in that in order to achieve success and so this is certainly something we need to explore

[4:26:04] Trustee Luckham: i don't know what the solutions are but my inclination is to rely upon staff even though

[4:26:10] Trustee Luckham: it might take a while sometimes so but yeah is there anything further we need to talk about on

[4:26:18] Trustee Luckham: this topic or further action that needs to be undertaken um soft training process training

[4:26:27] Trustee Luckham: legislative training otherwise we can certainly raise it again if it's necessary otherwise i'm

[4:26:34] Trustee Luckham: going to move on sorry before

[4:26:36] Voice 13: you move on yes um this briefing has been helpful i don't want to

[4:26:40] Voice 13: see the work lost um if there's anything that needs to be added to it this something like this

[4:26:46] Voice 13: should be added to chair training and orientation um package or even all trustees orientation um

[4:26:55] Voice 13: i think this the way that uh director sir max written up the the different aspects of the role

[4:27:02] Voice 13: um could be helpful and certainly referencing the policies though maybe this could be added

[4:27:07] Voice 13: to an orientation and book yeah

[4:27:11] Trustee Luckham: so let's make sure it ends up in that 2026 orientation folder

[4:27:17] Trustee Luckham: which must be being assembled now.

[4:27:21] Voice 2: Ironically, I did look through it for some language.

[4:27:23] Trustee Luckham: Thank you.

[4:27:26] Trustee Luckham: Okay, let's move along.

[4:27:28] Trustee Luckham: We've been kind of going at a leisurely pace

[4:27:30] Trustee Luckham: and we did allocate five hours for this

[4:27:33] Trustee Luckham: and we're now into that space.

[4:27:36] Trustee Luckham: So let's keep moving here.

[4:27:38] Trustee Luckham: Liability, insurance, violence, trust, minute takers

[4:27:40] Trustee Luckham: and public notice providers.

[4:27:41] Trustee Luckham: This seems like a fairly simple process to support

[4:27:44] Trustee Luckham: and I'll turn it over to David Marler's turned his camera on so over to you sir for your advice

[4:27:51] Trustee Luckham: on this one and maybe we can quickly move on to a decision here.

[4:27:54] Voice 7: Yeah thank you I won't take too

[4:27:56] Voice 7: long here. The RFD speaks for itself and this is part of Islands Trust joining MIABC which we did

[4:28:04] Voice 7: in January. We use minute takers regularly we currently have nine and we've been doing that

[4:28:11] Voice 7: for years. As I say in the RFD they're largely unable to get the insurance required that

[4:28:18] Voice 7: would protect them. This is a program of MIABC called the associate member program and in the

[4:28:27] Voice 7: report I've indicated what the risks are to the organization in ensuring our minute

[4:28:33] Voice 7: takers through this process. However it is the most cost effective and I think the best option

[4:28:38] Voice 7: for the islands trust to go this route it fits perfectly with the associate member program

[4:28:46] Voice 7: so there's two resolutions at the top of the page the miabc require the resolutions of the

[4:28:54] Voice 7: political body in this instance executive committee does have authority as it is by

[4:29:00] Voice 7: legislation to carry on the day-to-day activities of trust council so i may miabc will accept a

[4:29:07] Voice 7: resolution from the executive. Once I have that resolution, staff will then just do the paperwork

[4:29:13] Voice 7: with MIABC to ensure that we have insured many takers. And this will be a perpetual

[4:29:22] Voice 7: agreement. It will roll over year to year so we don't have to keep coming back

[4:29:26] Voice 7: and getting another resolution of the executive until such a time that Islands Trust decides to

[4:29:33] Voice 7: to cancel that program for whatever reason.

[4:29:36] Voice 7: So the resolution is there on the screen

[4:29:38] Voice 7: and that can answer questions if you have any, thanks.

[4:29:43] Trustee Luckham: All right, David Maud.

[4:29:48] Trustee Maude: Certainly when reading through the staff report

[4:29:51] Trustee Maude: until I got to the bottom and saw it was $350 a year,

[4:29:55] Trustee Maude: I had all sorts of questions

[4:29:56] Trustee Maude: and at $350 a year, I have no questions.

[4:30:00] Trustee Maude: So I will move that the Executive Committee request staff provide liability insurance for minute-takers, public notice providers who perform the Islands Trust's minute-takers, public notice providers group through the Municipal Insurance Association Associate Member Program,

[4:30:15] Trustee Maude: and that the executive committee authorize the director of legislative and information services

[4:30:21] Trustee Maude: to enter into service provider agreements with individual minute takers of notice providers

[4:30:26] Trustee Maude: for the provision of liability insurance to the island's trust liability insurance

[4:30:30] Trustee Maude: held with municipal insurance association of virginia looks

[4:30:36] Trustee Luckham: like i have a that's moved so

[4:30:39] Trustee Luckham: i have seconder tim peterson is there any further discussion and i'm going to call the vote uh all

[4:30:46] Trustee Luckham: those in favor and that carries unanimously thank you very much thank

[4:30:55] Trustee Maude: you um

[4:30:57] Trustee Luckham: so there's a second

[4:30:58] Trustee Luckham: motion

[4:30:59] Trustee Maude: that's both of them i believe oh

[4:31:02] Trustee Luckham: you did the and okay that's great um thank you very much

[4:31:06] Trustee Luckham: then so let's move on to 9.1.2 looks like ubcm is in our future or some of our futures um let's

[4:31:15] Trustee Luckham: request from decision from the executive office um direct uh ceo mobs you've turned your monitor

[4:31:23] Trustee Luckham: on there are you prepared to speak to this one i

[4:31:29] Voice 6: am uh so this is here uh for committee review

[4:31:33] Voice 6: uh primarily because of what happened last year after the ubcm conference there was a little bit

[4:31:38] Voice 6: of sticker shock with this group as to how much attendance at the convention um does cost the

[4:31:44] Voice 6: islands trust uh there was some reporting that was provided to executive committee last year

[4:31:48] Voice 6: on that topic which is an attachment to the current rfd in this agenda package um so we are

[4:31:54] Voice 6: coming forward in advance of the convention this year to seek executive committee direction on

[4:31:58] Voice 6: how many um trustees you would like to have attend the convention how many senior staff you'd like to

[4:32:05] Voice 6: attend the convention whether or not um you would like to host an islands trust breakfast which has

[4:32:11] Voice 6: traditionally been the practice of islands trust and if you would like to host a breakfast uh there

[4:32:16] Voice 6: there needs to be some discussion and decision around what the presentation topic for that

[4:32:20] Voice 6: might be. We have taken the opportunity to provide some estimates of what attendance at the

[4:32:26] Voice 6: convention this year would cost if all executive committee members and one senior staff were to

[4:32:31] Voice 6: attend. The costs are fairly similar to what they were last year. I think it's around $18,000 for

[4:32:36] Voice 6: the registration and accommodation and travel costs estimates. There is budget for that this

[4:32:43] Voice 6: year, but there's not enough to cover the full cost. So when we're looking just at executive

[4:32:48] Voice 6: committee member attendance, the budget is about $3,700 short. Attendance for the CAO,

[4:32:58] Voice 6: which is traditional, can be funded out of the management conference budget. There's still some

[4:33:02] Voice 6: room there. And in conversation with the director of trust area services, there is budget in the

[4:33:07] Voice 6: communications area to fund a breakfast if executive committee wishes to take that on

[4:33:14] Voice 6: so we're pulling from various areas of the budget in order to pay for convention attendance if

[4:33:18] Voice 6: everyone were to attend in the breakfast were to be hosted as executive committee moves into the

[4:33:24] Voice 6: next budget cycle i'll be making sure that there is a bit more visibility around ubcm and avic

[4:33:30] Voice 6: costs as part of executive committee's staff budget submissions so hopefully that will mean

[4:33:36] Voice 1: that we've

[4:33:36] Voice 6: got adequate budget for future years um so i'm happy to take questions i think that's

[4:33:41] Voice 6: all i need to speak to all the other information is in the report okay

[4:33:47] Trustee Luckham: questions vice chair elliott

[4:33:52] Trustee Luckham: and vice chair maher

[4:33:54] Voice 13: i just wanted to put it out there as an option i wonder if we've ever

[4:34:00] Voice 13: considered or have done a partial attendance. For instance, there's a UBCM forum on the Monday,

[4:34:16] Voice 13: which is something I'm keenly interested in, and Tuesday workshops, maybe not so much

[4:34:22] Voice 13: anything past Wednesday. And so often the cost of the registration is less than the

[4:34:35] Voice 13: total cost of four to five nights stay. And so I don't think we could partially register a person,

[4:34:44] Voice 13: but if there is consideration of this committee and we want to

[4:34:48] Voice 13: um minimize the expense we could think about delegating one or two members to go

[4:34:58] Voice 13: two or three days each and save on accommodation and travel costs

[4:35:04] Voice 13: um just wondered what your thoughts might be on that good

[4:35:10] Trustee Luckham: idea trustee mod thank you chair

[4:35:15] Trustee Maude: Chair, I will say that UBCM is a very valued experience, in my opinion.

[4:35:23] Trustee Maude: To me, last year, the two highlights where I thought the best reward for the time spent was the Trust's hosted breakfast.

[4:35:36] I thought that was an

[4:35:37] Trustee Maude: outstanding experience.

[4:35:39] Trustee Maude: It was very well conducted.

[4:35:40] Trustee Maude: It was well hosted.

[4:35:41] Trustee Maude: And we got a lot of very positive feedback about that.

[4:35:45] Trustee Maude: and it was certainly a very valued networking experience.

[4:35:48] Trustee Maude: And the other one was the opportunity to have a meet and greet

[4:35:51] Trustee Maude: with Bowen Island Council,

[4:35:52] Trustee Maude: who we are intimately involved with, somewhat removed from.

[4:35:58] Trustee Maude: So I really support going.

[4:36:04] Trustee Maude: As Vice Chair Elliott said,

[4:36:08] Trustee Maude: it is, like last year, I left on Thursday

[4:36:10] Trustee Maude: because Friday I didn't see any value,

[4:36:12] Trustee Maude: and I did not attend Monday because, again,

[4:36:15] Trustee Maude: And just with the ferries and the timing and all that, it just didn't work out for Monday.

[4:36:19] Trustee Maude: So I was Tuesday, Wednesday, Thursday.

[4:36:21] Trustee Maude: And they were three, I won't say fun-filled, but filled days that I personally got quite a bit out of.

[4:36:30] Trustee Maude: So I think for executive members, there is a lot of value.

[4:36:36] Trustee Maude: So I will just leave it at that.

[4:36:39] Trustee Maude: But I think it's a positive experience for Frials Trust and the executive.

[4:36:43] Trustee Maude: Thank you.

[4:36:43] Trustee Maude: uh

[4:36:47] Trustee Luckham: trustee peterson yeah

[4:36:51] Voice 11: thank you i think that um i mean i tend to to agree with both of the

[4:36:57] Voice 11: speakers before me um uh starting with where uh vice chair elliott started with um one of the

[4:37:06] Voice 11: things that occurred to me much too late last year was uh consideration of sort of um coordinating

[4:37:14] Voice 11: coordinating attendance at some of the week the week-long sessions so that we could as a group

[4:37:21] Voice 11: try and cover more of the topic areas um that's something that might might be worth some further

[4:37:29] Voice 11: consideration um i think when we look at the cost of um attendance and even the cost of the breakfast

[4:37:41] Voice 11: um one of the things that i that occurs to me as as we get every year we get into the budget

[4:37:51] Voice 11: discussion and we're looking at um the costs of things what i don't think we've done a great job

[4:38:00] Voice 11: of perhaps is um when it comes to this particular event is is expressing what the what what's the

[4:38:09] Voice 11: the value what what do we get what does islands trust and the taxpayers for example get out of

[4:38:16] Voice 11: hosting the breakfast what's the value to to the organization and the residents of the area

[4:38:22] Voice 11: what's the value of of having say all four executive members um go so i'm not taking a

[4:38:32] Voice 11: a position um uh for or against so much as thinking about how how are reporting out um

[4:38:42] Voice 11: like how we for one how we make the best of it like my one suggestion earlier of you know seeing

[4:38:50] Voice 11: if we can coordinate a bit to to cover most of the sessions um but when it comes to tax time

[4:39:00] Voice 11: These are the types of things that constituents look at and go, what are we paying for this breakfast for?

[4:39:11] Voice 11: The other consideration is, I think, is around, I know that the tradition has been that members of the executive go.

[4:39:26] Voice 11: I wonder if it's worth having consideration of whether there are other.

[4:39:31] Voice 11: I know there are LTCs can pass motions to join and to send trustees out of their local budgets as well.

[4:39:45] Voice 11: But I wonder in terms of involving other trustees, whether the executive committee might consider how we might encourage that.

[4:39:56] Voice 11: Anyway, so those are a couple of my thoughts to start with.

[4:40:00] Voice 11: and uh i'll uh i'll pass the baton uh

[4:40:05] Trustee Luckham: vice chair maude you have the remark

[4:40:08] Trustee Maude: i just one additional thing i just wanted to know one of the things i did not participate in last

[4:40:13] Trustee Maude: year and and i would actively um ask my colleagues to consider doing the same it's not attending the

[4:40:21] Trustee Maude: delegate lunches and banquet dinners because they're exceptionally expensive and i just

[4:40:28] Trustee Maude: don't see that the cost benefit for that type of forum that's the I will just add

[4:40:33] Trustee Maude: that to the pile thank you

[4:40:38] Trustee Luckham: I'm going

[4:40:42] Voice 13: to add my voice to say that the value for

[4:40:46] Voice 13: the breakfast is not that significant it's a it's a nice thing to do but I

[4:40:54] Voice 13: don't think that this year with those much fiscal pressure on the finances

[4:41:01] Voice 13: ounces that we have i don't know i would just do it it's unfortunate it's our 50th anniversary

[4:41:08] Voice 13: and if that would be the theme and governance going forward the trust area for the next 50

[4:41:14] Voice 13: years but the the conversation there didn't lead to very much um we tried but i don't think it went

[4:41:24] Voice 13: anywhere i i would secondly like to see so i see that we've got an august 2nd deadline to

[4:41:31] Voice 13: get the early bird rate um would it be helpful for staff if executive committee members would

[4:41:40] Voice 13: indicate which sessions they want to attend and for how many nights by say this friday july 26th

[4:41:49] Voice 13: and then we have staff coordinate trustee attendance so that we have the most value

[4:41:53] Voice 13: you um for the islands trust so let's say i indicate i'm interested in going monday

[4:42:02] Voice 13: tuesday and part of wednesday because i'd like to see our resolution presented um but i agree

[4:42:10] Voice 13: the forum dinners and all that networking really didn't lead to anything i'm interested in the

[4:42:15] Voice 13: education session so um i think we could have sort of a pass the baton sort of relay i don't

[4:42:25] Voice 13: know if that would work not for the cao cao needs to be there the whole time but honestly i think

[4:42:29] Voice 13: that trust area services should also be there um because she knows the most about who to connect

[4:42:37] Voice 13: with and on what which issues they're going to be far more effective than we are so those are my

[4:42:41] Voice 13: thoughts thank

[4:42:44] Trustee Luckham: you so i'll uh chime in um i think the cao needs to be there and uh i also think that

[4:42:51] Trustee Luckham: test area services director needs to be there um at least part of the time there are connections

[4:42:57] Trustee Luckham: and events that happen uh that may not be on the main schedule particularly when the ceo is

[4:43:03] Trustee Luckham: formed and stuff that is important from a professional perspective and i know that the

[4:43:10] Trustee Luckham: conversations that claire pursues at ubcm when provincial staff are accessible is also significant

[4:43:20] Trustee Luckham: significant I would suggest and argue that it's also important for myself to attend and I you

[4:43:29] Trustee Luckham: know I'm a bit of an extrovert I guess not to say that you're not but I'll confess that I am

[4:43:35] Trustee Luckham: and that actually I find the conversations that I have had at the luncheons and at the banquets

[4:43:40] Trustee Luckham: and that networking that happens is significant as well as the breakfast is being significant

[4:43:47] Trustee Luckham: Over the years now, we've attracted ministers and senior staff members to those meetings, as well as other regional district leadership.

[4:43:56] Trustee Luckham: And some of those conversations, we don't have the opportunity to have.

[4:44:00] Trustee Luckham: And admittedly, they may not seem significant at the time, but it's actually about relationship building.

[4:44:06] Trustee Luckham: We are the Islands Trust. This is the Islands Trust.

[4:44:09] Trustee Luckham: And if I think that, you know, it might be my old romantic notions, I guess.

[4:44:15] Trustee Luckham: But if there was ever a year to celebrate having a breakfast with our colleagues around the Vancouver Island and the coastal communities, it's on the 50th anniversary of the Islands Trust, because that is significant.

[4:44:28] Trustee Luckham: And so I would like to attend.

[4:44:31] Trustee Luckham: I would also say that we have always shared, and maybe it didn't happen so proactively, and maybe I should be more extrovert in that area and more proactive in that area.

[4:44:40] Trustee Luckham: we have always determined who's going to what session and to ensure that we get full coverage

[4:44:46] Trustee Luckham: and that indeed the areas of the greatest interest to individual trustees is supported

[4:44:52] Trustee Luckham: because it is a great learning opportunity as well. But certainly in terms of just working

[4:44:58] Trustee Luckham: the floor, I call it, working the floor in those social situations where ministers and senior staff

[4:45:05] Trustee Luckham: or wandering around, looking also to have conversations with folks is very significant

[4:45:12] Trustee Luckham: for me. I found it incredibly valuable. And those interactions are remembered when you end up

[4:45:20] Trustee Luckham: sitting down in a formal meeting, either at UBCM or at some other event. So I do advocate that

[4:45:28] Trustee Luckham: areas of interest where there's something important on the agenda, where there's an

[4:45:33] Trustee Luckham: an opportunity for other trustees to attend, we should support that. And we have done that

[4:45:38] Trustee Luckham: in recent years. And maybe there needs to be a bit of a roundtable thing there so that maybe

[4:45:43] Trustee Luckham: it's not the same trustee that goes. But at ABHCC and at UBCM, we have had other trustees

[4:45:50] Trustee Luckham: participating. Absolutely the most significant expense is the hotel accommodation. And so if

[4:45:57] Trustee Luckham: if we can shorten up that so that we don't have to stay there all the time

[4:46:02] Trustee Luckham: for those sessions that we don't need to attend or those days we don't need

[4:46:05] Trustee Luckham: to attend, or if we need to leave early or come late,

[4:46:09] Trustee Luckham: then let's make sure we take advantage of that as well.

[4:46:12] Trustee Luckham: And then of course that offsets the meal expenses and this opportunity to

[4:46:18] Trustee Luckham: travel in alternate ways. That's also a good idea.

[4:46:21] Trustee Luckham: So those are my contributions to the conversation.

[4:46:25] Trustee Luckham: and I don't know about figuring out

[4:46:29] Trustee Luckham: what sessions I'm going to go to by Friday this week.

[4:46:32] Trustee Luckham: That might be a challenge

[4:46:33] Trustee Luckham: just because I've got other things going on.

[4:46:36] Trustee Luckham: But I think what we have to do,

[4:46:37] Trustee Luckham: those that are going need to register

[4:46:39] Trustee Luckham: whether you attend full-time or not.

[4:46:41] Trustee Luckham: And the meeting attendance,

[4:46:42] Trustee Luckham: we can sort that out over the coming months.

[4:46:45] Trustee Luckham: We don't have to determine that by Friday.

[4:46:47] Trustee Luckham: But certainly if you have an inclination to not attend

[4:46:51] Trustee Luckham: or shorten up your attendance in some way,

[4:46:54] Trustee Luckham: and finding a less expensive location.

[4:46:58] Trustee Luckham: In fact, I think I'll pull out one of my cards

[4:47:01] Trustee Luckham: and stay at an alternate location,

[4:47:03] Trustee Luckham: which will be very expensive.

[4:47:08] Trustee Luckham: But if it requires a little bit more walking downtown,

[4:47:14] Trustee Luckham: it's worthwhile walking.

[4:47:15] Trustee Luckham: Actually, it's a great city to walk in.

[4:47:17] Trustee Luckham: So that's my contribution to the conversation.

[4:47:20] Trustee Luckham: Happy to hear further thoughts.

[4:47:22] Trustee Luckham: But I think what we're looking here for

[4:47:25] Trustee Luckham: is an RFD to determine if we're attending

[4:47:27] Trustee Luckham: and whether or not we want to hold the breakfast.

[4:47:31] Trustee Luckham: I think it was $3,500,

[4:47:33] Trustee Luckham: which is a lot of money for breakfast,

[4:47:37] Trustee Luckham: but we get a fairly good turnout.

[4:47:40] Trustee Luckham: And of course, if we break the rhythm

[4:47:42] Trustee Luckham: of having that meeting,

[4:47:44] Trustee Luckham: people actually come to expect it.

[4:47:45] Trustee Luckham: Oh, I'll see you at breakfast.

[4:47:47] Trustee Luckham: And if we break that rhythm,

[4:47:49] Trustee Luckham: we may not be able to build up momentum

[4:47:51] Trustee Luckham: or that awareness again.

[4:47:52] Trustee Luckham: We are in an election cycle.

[4:47:54] Trustee Luckham: that's another thing to remember in all of this who wants to make a motion oh

[4:48:05] Voice 13: just before we do

[4:48:06] Voice 13: uh sorry oh i'm happy to bill it with somebody i don't need a hotel room um

[4:48:14] Voice 13: i do want to see is there support for two senior staff to attend because i think you're right

[4:48:21] Voice 13: director freighter um out of anybody at the island's trust no no diss on you um a director

[4:48:29] Voice 13: or cao mobs you need to be there of course too uh but her long relationships with uh

[4:48:34] Voice 13: other professionals i think would definitely benefit the island's trust

[4:48:39] Voice 13: i am in support of the breakfast just because it's the 50th anniversary um and i will definitely

[4:48:47] Voice 13: look at cutting my costs by staying with a friend. I don't need a hotel. And is there

[4:48:53] Voice 13: anybody else who could do that? Yeah, I'm interested in going for sure. And I think

[4:49:01] Voice 13: we all could keep costs down. But should we invite anybody else? Are there any other trustees who

[4:49:05] Voice 13: should be going?

[4:49:07] Trustee Luckham: Yeah, I don't know that. I have a question actually for Director Mobs.

[4:49:12] Trustee Luckham: I think I have utilized that in the past, but on our expense sheet, there's an expense associated, I think, with billeting where that, and I've always assumed that's an opportunity to flip 30 bucks, it's like only 30 bucks or 40 bucks or something to your host to make sure the laundry gets done and that sort of thing. Is that correct, CAO Mobs?

[4:49:39] Trustee Luckham: um

[4:49:41] Voice 6: that is correct i think it's around 37 38 a night so if you're staying you know at someone's

[4:49:46] Voice 6: home um you can claim that amount yeah

[4:49:48] Trustee Luckham: so if you are doing that you know that's a kindness

[4:49:51] Trustee Luckham: and i um i think that you should utilize that expense and it's it's it's it's actually too low

[4:49:59] Trustee Luckham: that's okay okay

[4:50:08] Trustee Maude: i'll make a motion okay um that the executive committee approve attendance for

[4:50:14] Trustee Maude: More, Trustees Elliott, Peterson, Leckham, Maude,

[4:50:26] Trustee Maude: C.O. Moffs, and Director Frater,

[4:50:29] Trustee Maude: at the 2024 UBCM Convention End,

[4:50:34] Trustee Maude: that the Executive Committee approve

[4:50:36] Trustee Maude: Island Trust hosting a breakfast session

[4:50:38] Trustee Maude: at the 2024 UBCM Conference on the topic

[4:50:41] Trustee Maude: of 50th anniversary.

[4:50:46] Trustee Luckham: And I might make, let's carry this motion.

[4:50:49] Trustee Luckham: I think there's something else to discuss as a motion and I'll bring that forward but

[4:50:54] Trustee Luckham: is there a seconder for the motion I'll second the motion get it on the floor and

[4:51:06] Trustee Luckham: so what discussion here do we want to have about the motion on the floor vice chair Elliott the

[4:51:14] Voice 13: topic of last year's breakfast I think was the 50th anniversary I think we're past that could

[4:51:22] Voice 13: Could we do something that would draw some attention to issues that we have in common?

[4:51:32] Voice 13: That's something that we can celebrate, but is it cooperating with others, or was it cooperating with others last time?

[4:51:41] Trustee Luckham: I'd have to

[4:51:42] Trustee Luckham: look, and there is time, actually, to pick a topic.

[4:51:44] Voice 13: Yeah, I'm not ready for that.

[4:51:46] Voice 13: Yeah,

[4:51:47] Trustee Luckham: I think we need to have that conversation. And I would rather have that conversation with Dr. Frater in the room. So let's have that conversation at our next, it's not teleconference, at our next formal meeting for sure. Is that all right? Okay. So how about the motion? Do we want to vote on the motion? Am

[4:52:14] Voice 13: I ahead of

[4:52:15] Trustee Luckham: the game here?

[4:52:15] Trustee Luckham: Do

[4:52:16] Voice 13: you want to amend the motion to just say on the topic of to be determined?

[4:52:21] Trustee Luckham: Oh, I see what you're saying.

[4:52:24] Trustee Luckham: Topics to be determined.

[4:52:25] Trustee Luckham: Yeah.

[4:52:29] Trustee Luckham: Okay.

[4:52:30] Trustee Luckham: David Marler.

[4:52:32] Voice 7: Yeah.

[4:52:34] Voice 7: Just think of your motion.

[4:52:35] Voice 7: The policy is for the funding of executive members.

[4:52:40] Voice 7: So I don't think you need to include staff there.

[4:52:43] Voice 7: I believe that would be the CAO's responsibility.

[4:52:47] Trustee Luckham: Well, yeah, except the CAO is going to make that expenditure on council's behalf.

[4:52:52] Trustee Luckham: Do you have any concerns, Director, or C. Hale-Mops?

[4:52:59] Voice 6: Even if it's not needed, I don't think it hurts.

[4:53:02] Voice 6: Either or works for me.

[4:53:03] Trustee Luckham: Okay, doesn't hurt.

[4:53:04] Trustee Luckham: Okay.

[4:53:07] Trustee Luckham: Thank you, David.

[4:53:09] Trustee Luckham: No disrespect.

[4:53:11] Trustee Luckham: None taken.

[4:53:12] Trustee Luckham: Thank you.

[4:53:14] Trustee Luckham: Okay, so we've amended the motion on the screen to include topics to be determined.

[4:53:19] Trustee Luckham: And I do believe it was moved and seconded.

[4:53:23] Trustee Luckham: Is there further discussion or?

[4:53:26] Trustee Luckham: Trustee Elliott.

[4:53:28] Trustee Luckham: I

[4:53:29] Voice 13: would like to suggest that Trustee Patrick perhaps could be asked if she wants to attend.

[4:53:39] Voice 13: Salt Spring Island is the largest community.

[4:53:42] Voice 13: Trustee Patrick is a very seasoned networker and knows the issues that we are facing.

[4:53:50] Voice 13: And she was on executive last term.

[4:53:52] Voice 13: So I would almost defer to her.

[4:53:55] Voice 13: i would prefer she be there than me um to be honest um i think she provides more value

[4:54:02] Voice 13: to the islands trust to be able to um advance issues that um that we're trying to

[4:54:08] Voice 13: get attention to sure

[4:54:13] Trustee Luckham: um so i guess we need to solicit her to determine that

[4:54:20] Trustee Luckham: that. So the question becomes whether we add one more member. And this is always the dilemma,

[4:54:29] Trustee Luckham: right? You add one more trustee or all trustees. And there is a funding mechanism in place through

[4:54:39] Trustee Luckham: the LTCs. Although actually, you know, I'm not going to say, but actually, all we've had to do

[4:54:47] Trustee Luckham: is pay for the convention fees

[4:54:51] Trustee Luckham: in the past, I think, for some trustees. Director

[4:54:56] Trustee Luckham: Mobs, I'm going to say this time, in your director role.

[4:55:02] Voice 6: So you're right, Chair Luckham, there is

[4:55:05] Voice 6: direction in Trust Council's policy on UBCM membership and attendance

[4:55:08] Voice 6: that local trust committees may decide to have one or more of its members

[4:55:12] Voice 6: attend UBCM and they simply need to pass a resolution and it will be funded out of

[4:55:16] Voice 6: of the LTC budget.

[4:55:19] Voice 6: If the LTC budget is lacking,

[4:55:21] Voice 6: and there's a request for an LTC member

[4:55:23] Voice 6: to attend out of executive committee or council budget,

[4:55:27] Voice 6: as I think has happened historically,

[4:55:28] Voice 6: we'd need to be looking at whether or not

[4:55:30] Voice 6: there's budget for executive committee.

[4:55:33] Voice 6: And currently with all four executive committee members

[4:55:35] Voice 6: attending, we're overspent in that arena already.

[4:55:39] Voice 6: So few considerations

[4:55:41] Voice 6: if we're going to extend this to others.

[4:55:43] Voice 6: okay

[4:55:50] Trustee Luckham: so what would you like to do here um at any point in time and if this is our meeting

[4:55:58] Trustee Luckham: and we're confirming our attendance if somebody else comes forward and whether we invite them or

[4:56:04] Trustee Luckham: not um that decision could be made independent of this one and maybe should be but

[4:56:13] Voice 13: what is the

[4:56:13] Voice 13: value of four executive committees members being in attendance i agree with the chair

[4:56:18] Voice 13: chair be in attendance two members of staff who have knowledge of all the policy issues do all

[4:56:24] Voice 13: four of us need to be there I

[4:56:29] Trustee Luckham: think you each have to ask yourself that question so Trustee Peterson

[4:56:32] Trustee Luckham: I

[4:56:36] Voice 11: was just wondering chair um uh is it would it be appropriate uh for um I kind of like to

[4:56:45] Voice 11: sever the this motion into the two bits um would a motion to be to to sever be appropriate uh if

[4:56:55] Trustee Luckham: you wish yeah okay

[4:57:00] Voice 11: well i in that case i'd like to move that uh this motion be severed um at and

[4:57:09] Voice 11: into two motions okay

[4:57:11] Trustee Luckham: so you've got that alexandra i

[4:57:15] Voice 14: do so

[4:57:17] Trustee Luckham: on the first part of the motion then um

[4:57:21] Trustee Luckham: oh i'm gonna just to be sure david marley you could assist i'm gonna ask for uh that that's

[4:57:28] Trustee Luckham: been severed so they must both be still moved and seconded we just need to decide on each portion

[4:57:35] Trustee Luckham: separately is that correct correct

[4:57:37] Voice 5: all

[4:57:38] Trustee Luckham: right so then on the first motion uh where we've uh

[4:57:41] Trustee Luckham: included those to attend um still doesn't answer the question that uh vice chair elliott has asked

[4:57:48] Trustee Luckham: is do we all need to attend uh hand in the boardroom is that you david

[4:57:57] Trustee Maude: alex it's

[4:57:58] Voice 14: myself i have a mover for the motion be severed uh and into two motions and but not

[4:58:04] Voice 14: a seconder or a vote oh

[4:58:06] Trustee Luckham: i'm sorry so uh a second yeah i'm just thinking is is that one of the

[4:58:15] Trustee Luckham: motions that does need to be moved and seconded and voted on or is it uh david

[4:58:23] Voice 7: yeah i will

[4:58:23] Voice 7: need to second okay so

[4:58:25] Trustee Luckham: then i'll i'll call for a second for the severing the motions

[4:58:29] Trustee Luckham: just be maude thank you and then if there's no discussion i'll just call for the votes

[4:58:33] Trustee Luckham: pretty straightforward david maude on

[4:58:37] Trustee Maude: the voting yes okay

[4:58:38] Trustee Luckham: in favor everybody or against

[4:58:41] Trustee Luckham: so that's in favor so the motions are now severed we have the first motion on the table

[4:58:47] Trustee Luckham: um are

[4:58:48] Trustee Luckham: we ready for a vote or is there further discussion particularly pertaining the question

[4:58:52] Trustee Luckham: pull forward by trustee vice chair Elliott and of course if somebody wants to step down at some

[4:59:00] Trustee Luckham: point in place of somebody else that's a possibility I would imagine so I'm going

[4:59:06] Trustee Luckham: to call the vote all those in favor David is your hand up or down there

[4:59:16] Trustee Luckham: okay so that carries unanimously so then the second portion of the motion now

[4:59:20] Trustee Luckham: not

[4:59:21] Voice 13: vote in favor sorry I am opposed I do not think all four of us need to go

[4:59:26] Voice 13: Okay.

[4:59:28] Trustee Luckham: So, thank you for that vote opposed. So, that's one opposed. The motion carries.

[4:59:36] Trustee Luckham: And so, thank you. The next motion is to approve the hosting of the breakfast session of 2024.

[4:59:46] Trustee Luckham: It's been moved and seconded originally and is now standalone.

[4:59:51] Trustee Luckham: Is there further discussion on the breakfast? Tim Peterson.

[5:00:01] Voice 11: Again, I understand there's a desire to consider what the topic might be at the next meeting.

[5:00:14] Voice 11: So first, I have a question, which is about the logistics of when do we have to have this question answered?

[5:00:30] Voice 11: do we need to decide today for sure whether we are or not doing a breakfast so it seems to be

[5:00:35] Voice 11: some doubt as to as to the value that's

[5:00:39] Trustee Luckham: a good question

[5:00:39] Voice 11: and and so um if we could have answered

[5:00:44] Voice 11: that question that would be helpful um unless i'm i'm more reluctant to support the motion

[5:00:53] Voice 11: in absence of a topic than to support it

[5:00:57] Trustee Luckham: so perhaps Alexandra you have some

[5:01:04] Trustee Luckham: logistic information there if we're booking a space and reserving a

[5:01:08] Trustee Luckham: breakfast at the facility what's our deadline there

[5:01:13] Voice 14: I'm sorry I can I don't

[5:01:16] Voice 14: know at the moment and I can't check because again this computer in the

[5:01:21] Voice 14: boardroom has crashed if

[5:01:23] Trustee Maude: if you'd like you know chair i can pop down and ask lori she's in the

[5:01:27] Trustee Maude: office because she did talk to her about noon today and i understood today was the deadline

[5:01:34] Trustee Maude: she wanted to grab lori lori

[5:01:38] Trustee Luckham: has been the

[5:01:38] Voice 6: support uh for ubcm uh so she would be a good one to ask

[5:01:42] Trustee Luckham: okay well um let's see if she's available and maybe in in the moment while we're waiting for

[5:01:49] Trustee Luckham: oh no we've lost a member so we'll just relax for a moment

[5:01:54] Trustee Luckham: and wait for advice yeah

[5:01:57] Voice 14: so i'll take this opportunity to um say that is did fix this

[5:02:03] Voice 14: computer last time and for some reason it is not it is now happening again so apologies for that

[5:02:09] Voice 14: and we do there is still a motion on the table for the to be determined part to amend the original

[5:02:17] Voice 14: motion to be determined for the topic of the ABCM breakfast yeah

[5:02:25] Trustee Luckham: we've got the

[5:02:27] Trustee Luckham: motion still on the table yeah okay so so I guess that when my screen here goes

[5:02:38] Trustee Luckham: into full screen participant view that mean yours must mean that your computer

[5:02:44] Trustee Luckham: is crashed is that how that works

[5:02:45] Trustee Maude: that is correct yes I'm working always left

[5:02:56] Trustee Maude: As I said, I did have a brief conversation with her at the lunch break, and I did understand

[5:03:00] Trustee Maude: that she's under a deadline of today.

[5:03:05] Trustee Luckham: Okay.

[5:03:06] Trustee Luckham: So I guess we can defer this decision to a later point in time, and possibly by RWM,

[5:03:14] Trustee Luckham: if we need more information, otherwise we can call the vote on the motion that's on

[5:03:21] Trustee Luckham: the floor which is to um executive committee approve islanders trust hosting a breakfast

[5:03:27] Trustee Luckham: session at the 2024 ubcm conference on a topic to be determined and um without director freder here

[5:03:36] Trustee Luckham: i'm not really prepared to have a conversation about what topic should be other than certainly

[5:03:43] Trustee Luckham: our reconciliation work is significant and what we've learned is others are interested in what

[5:03:48] Trustee Luckham: we're doing and i think that's a you know we as an opportunity there to get feedback from others

[5:03:56] Trustee Luckham: um we get people from uh well i'm not going to say that and at the moment but the the

[5:04:02] Trustee Luckham: chilean territory i'm going to say on sunshine coast and uh representation from other coastal

[5:04:09] Trustee Luckham: communities um and we're all in this together actually you know so what would you like to do

[5:04:18] Trustee Luckham: would you like me to call the vote? Sure. Would you like to defer it? Did I hear a positive

[5:04:27] Trustee Luckham: affirmation from the boardroom?

[5:04:29] Trustee Maude: I'm prepared to vote.

[5:04:31] Trustee Luckham: Okay. I'm going to call the vote then.

[5:04:34] Trustee Luckham: All those in favor? And please lower your hands. Those opposed? And so that fails. And so if we

[5:04:47] Trustee Luckham: want to host a breakfast, we're going to have to determine that in some other fashion. So Tim,

[5:04:56] Trustee Luckham: Tim, did you have something else to offer or that's it?

[5:04:59] Trustee Luckham: Okay.

[5:04:59] Trustee Luckham: Then I'm just going to move along here,

[5:05:03] Trustee Luckham: unless it's for the conversation on this,

[5:05:05] Trustee Luckham: but I think that let's inquire.

[5:05:10] Trustee Luckham: Well, so when do we think that, Julia,

[5:05:13] Trustee Luckham: when do you think that Director Fader is going to be back?

[5:05:17] Voice 6: Director Fader is off this week and next week.

[5:05:20] Voice 6: So she'll be back in time for the next Executive Committee agenda.

[5:05:25] Voice 6: We don't have the resolution on the screen, of course,

[5:05:28] Voice 6: with crashed computers but I if I understood the decision here is then not to host a breakfast

[5:05:33] Voice 6: that's correct and

[5:05:34] Voice 6: so there would be no further conversation around a topic required where she

[5:05:38] Voice 6: would be needed oh

[5:05:40] Trustee Luckham: well I would like to think that after a certain period of time if we determine

[5:05:46] Trustee Luckham: what the topic was maybe there would be more interest in revisiting that vote but maybe not

[5:05:53] Voice 6: that would be up to the committee if they'd like to revisit it would also depend on whether or not

[5:05:58] Voice 6: we've missed a deadline executive committee if we can advance

[5:06:02] Voice 13: this um with the chair working

[5:06:09] Voice 13: with staff on a letter and get input from vice chairs as to issues of concern in their local

[5:06:17] Voice 13: trust areas basically you sir ltc chair of the gabriella local trust committee needs to notify

[5:06:30] Voice 13: the executive committee when we pass a resolution related to advocacy what do we do with that now

[5:06:36] Voice 13: how can the executive committee assist the gabriella local trust committee in advancing

[5:06:42] Voice 13: this request of the province for more support and guidance yeah

[5:06:53] Trustee Luckham: i'm just reading through the

[5:06:54] Trustee Luckham: briefing here because i'm looking for what the specific action is certainly i can do that

[5:06:59] Trustee Luckham: but this if it's we're writing a letter then we need direction to write a letter

[5:07:10] Trustee Luckham: representing the interests of local trust committees via the executive committee or

[5:07:16] Trustee Luckham: some language to that extent because you're looking for an action right we

[5:07:22] Voice 13: also need to

[5:07:23] Voice 13: seek approval from executive committee to allocate staff time to the project

[5:07:28] Voice 13: that's kind of the interim action if this becomes an executive committee advocacy letter

[5:07:35] Voice 13: we need to make a decision to dedicate staff time to it right

[5:07:39] Trustee Luckham: that and that's what i'm getting at

[5:07:40] Trustee Luckham: is this is a briefing i don't have a motion here and so what specific direction do we want to

[5:07:47] Trustee Luckham: provide um to allocate that staff time to do that work director mobs do you have help or cao mobs

[5:08:00] Trustee Luckham: i

[5:08:02] Voice 6: think i can help we actually have a context note that's related to very similar topic uh or

[5:08:07] Voice 6: or situation coming out of the Main Island Local Trust Committee.

[5:08:10] Voice 6: So as mentioned, this topic is an advocacy topic that is not a local planning topic,

[5:08:17] Voice 6: and so it does need to come to Executive or Trust Council to action work on that.

[5:08:21] Voice 6: So Executive Committee could be authorizing Trust Area Services staff to dedicate time

[5:08:25] Voice 6: to working on this correspondence, could direct that the chair write this letter on behalf

[5:08:32] Voice 6: of Trust Council, or you could advise the LTC that this isn't supported.

[5:08:36] Voice 6: those are some options available to you you know I do think this I'm hearing

[5:08:42] Voice 6: that direction is being thought and so probably should have been an RFD so I'm

[5:08:45] Voice 6: hearing you there I'm sure welcome but those are the options that I see right

[5:08:49] Trustee Luckham: so do you have a recommended motion for us I

[5:08:57] Voice 6: do not the motion will be dependent

[5:08:59] Voice 6: on how executive committee wishes to approach this if they wish to direct

[5:09:03] Voice 6: staff to undertake some work here or not and how they want to draft that work so

[5:09:08] Voice 6: So context note 9.2.3 may be assistive for some of the options that you can use to draft some of your language.

[5:09:17] Trustee Luckham: So context note at the beginning of our package 4.43 is what we said.

[5:09:22] Voice 6: 9.2.3, this is actually related to a different agenda item, but similar situation, so helpful.

[5:09:30] Voice 6: And Trustee Elliott, if I'm misrepresenting anything that you're intending here, please feel free to speak up.

[5:09:35] Voice 13: That's perfect. And I do have a draft resolution, but I see Trustee Peterson has had his hand up for a bit.

[5:09:40] Trustee Luckham: Okay. Trustee Peterson?

[5:09:44] Voice 10: I

[5:09:44] Voice 11: just put my hand up to support the notion of doing this as a trust area-wide advocacy.

[5:09:59] Voice 11: Procedurally, we can do it as individual chairs going out to our LTCs, or we can do it in

[5:10:09] Voice 11: a more formal way that makes sure it hits all of the LTC agendas and with that request

[5:10:15] Voice 11: for, as Vice Chair Elliott mentioned, specific conundrums that we're facing.

[5:10:24] Voice 11: but I think every across the trust area broadly these questions are coming up and they're going

[5:10:33] Voice 11: to keep coming up and and I do support a coordinated trust wide approach so I put

[5:10:45] Voice 13: a suggested resolution in the chat I can email it if Alexandra wants

[5:10:52] Trustee Luckham: I don't think you can copy from

[5:10:55] Trustee Luckham: No,

[5:10:55] Voice 13: I'll just, I'll just say it out loud and email Alex. I should have been prepared. There we go. EC. So I move that executive committee authorize Trust Area Services staff to work on a letter.

[5:11:16] Voice 13: letter I should insert about advocacy regarding cultural heritage protection seeking guidance

[5:11:26] Voice 13: from the province comma and speak with LTC chairs to ask if there are specific concerns related to

[5:11:33] Voice 13: First Nations relations in their local trust areas that may be addressed it's clunky well that's

[5:11:43] Trustee Luckham: It's pretty good.

[5:11:51] Trustee Luckham: Trustee Ma, you look different

[5:11:54] Trustee Luckham: now that the camera's zoomed up to you.

[5:11:58] Voice 5: Okay.

[5:12:00] Trustee Luckham: All right.

[5:12:03] Voice 13: Are you sharing a laptop here?

[5:12:06] Trustee Maude: We are bonding.

[5:12:09] Voice 13: That's amazing.

[5:12:11] Voice 13: So after letter,

[5:12:13] Voice 13: I should articulate letter

[5:12:18] Voice 13: in the purpose of the briefing note we should add about advocacy regarding cultural heritage

[5:12:24] Voice 13: protection comma seeking guidance from the province comma and then speak with ltc chairs

[5:12:33] Voice 13: to ask if there are specific concerns related to first nations relations in their local trust areas

[5:12:38] Voice 13: that might be addressed it's so clunky are

[5:12:45] Trustee Luckham: you able to get that up on the screen at all alexandra

[5:12:48] Trustee Luckham: i'm

[5:12:49] Voice 14: working on it one

[5:12:50] Trustee Luckham: that's okay that was just a question yes yes

[5:12:53] Trustee Luckham: we'll wait that's fine

[5:12:57] Voice 14: so i didn't get the what the edits that trice tracer elliot just said but here's the one she

[5:13:06] Voice 14: emailed me thank

[5:13:08] Voice 13: you so my amendment would be on a letter god where did everything go

[5:13:18] Voice 13: about well it's got to be the topic of that um about advocacy you know an advocacy letter

[5:13:31] Voice 13: regarding cultural heritage protection advocacy letter regarding

[5:13:39] Voice 3: cultural

[5:13:41] Voice 13: heritage protection

[5:13:42] Voice 13: protection and requesting guidance to aid local trust committees comma and then speak with ltc

[5:14:09] Voice 13: chairs or yeah ask if ask if there are specific questions concerns related to first nations

[5:14:15] Voice 13: relations in their local trusted area that might be addressed i need an executive assistant to

[5:14:24] Voice 13: help me write these things?

[5:14:26] Trustee Maude: It's right here. I

[5:14:28] Voice 3: know. Okay, let's see here. The executive

[5:14:35] Voice 3: owner is trusting his staff to work on an act regarding cultural heritage protection

[5:14:41] Voice 3: and requesting guidance to a local trust community and speak with local trust

[5:15:15] Voice 3: Yes, go ahead.

[5:15:18] Voice 13: Any edits that would make this make sense?

[5:15:22] Trustee Luckham: So while you're writing this, I have to say that I think this is the perfect UBCM motion

[5:15:28] Trustee Luckham: for all local governments yeah

[5:15:32] Voice 13: yeah because

[5:15:34] Trustee Luckham: it's not just us well

[5:15:36] Voice 13: i think that's our um

[5:15:37] Voice 13: don't we have a request in with the ministry of um indigenous relations and reconciliation for this

[5:15:44] Voice 13: issue right this is the advocacy issue that we're needing support on what is your guidance on

[5:15:52] Voice 13: yeah yeah um actually it should be and to work with local or vice chairs about specific concerns

[5:16:06] Voice 13: related to first nations relations in their local trust area so instead of to ask instead right to

[5:16:13] Voice 13: work and work with vice chairs chairs who note specific concerns because it may not be all of

[5:16:32] Voice 13: us it might be just a few we note specific concerns okay thank you that is the best i can do

[5:16:46] Trustee Luckham: well that's pretty good okay

[5:16:56] Voice 5: so

[5:17:12] Voice 13: moved thank you alexandra i'll second

[5:17:17] Trustee Luckham: okay moved and seconded

[5:17:21] Trustee Luckham: thank you um perfect um is there any further discussion so i'll call the vote all those in

[5:17:33] Trustee Luckham: paper and that's unanimous well done okay um is there more on this topic no okay great so let's

[5:17:47] Trustee Luckham: move along then to ltc chair's report on locals advocacy topics anybody have anything they'd like

[5:17:54] Trustee Luckham: to report on

[5:17:57] Voice 5: vice

[5:18:00] Trustee Luckham: chair elliott and vice chair peterson

[5:18:03] Voice 13: thank you chair so as the cao noted

[5:18:07] Voice 13: In our context notes, there is a situation that developed over two regular business meetings, the main local trust committee and the local trust committee wish to write to MLA Olson and MP May expressing frustration about lack of action or swift action on derelict vessels in their

[5:18:37] Voice 13: in our harbors and so i did draft the letter and then was informed that because it did not

[5:18:45] Voice 13: relate to land use planning this needs to be similarly to what we just discussed

[5:18:53] Voice 13: advanced by executive committee or the trust count or trust council as a broader letter

[5:19:00] Voice 13: letter of concern and just like we've seen this is not just an issue unique to main island

[5:19:07] Voice 13: And it's affecting every trust area. And so could we pretty much copy and paste the last resolution and request that the chair work of trust area services on a letter regarding derelict vessels and requesting that the ministry responsible amend its program

[5:19:33] Voice 13: program or make some changes to address these uh sinking vessels more swiftly um

[5:19:47] Trustee Luckham: Vice Chair

[5:19:48] Trustee Luckham: Peterson um

[5:19:53] Voice 10: sorry was that a motion um Mr Elliott I don't want to it was no

[5:20:00] Voice 13: I'm just explaining I

[5:20:01] Voice 13: just wanted to wait yeah go for it okay

[5:20:05] Voice 11: fair enough well then I'll get into my piece which

[5:20:08] Voice 11: which is that I did sit down with MP May on the 10th of July, it was.

[5:20:19] Voice 11: And we spoke, interestingly enough, around marine issues.

[5:20:26] Voice 11: Specifically, what we got most in-depth on is the issues around private mooring buoys

[5:20:33] Voice 11: and um and how they really it's from that federal point of view how um the the crd workshop uh

[5:20:45] Voice 11: hosted workshop that we had in in may with uh um honest trust participation crd various others and

[5:20:53] Voice 11: the province the missing link there was was pulling um the federal government into the into

[5:20:59] Voice 11: to the discussion so um that was my conversation with uh with mp may and uh ways that we might uh

[5:21:08] Voice 11: consider advancing that work she had some interesting insights um but that is the uh

[5:21:16] Voice 11: that's the full um advocacy report that i have uh for local trust committees and um

[5:21:24] Voice 11: in this case, both Saltspring and Galeano.

[5:21:33] Trustee Luckham: Okay.

[5:21:36] Trustee Luckham: So I think then,

[5:21:41] Trustee Luckham: is there any further advocacy topics

[5:21:43] Trustee Luckham: that you'd like to report out on anybody?

[5:21:47] Trustee Luckham: Otherwise, in absence of any,

[5:21:50] Trustee Luckham: this is really a reporting out section

[5:21:52] Trustee Luckham: more than a motion section.

[5:21:54] Trustee Luckham: But obviously that needs some thought.

[5:21:56] Trustee Luckham: And I can't help but reflect,

[5:21:57] Trustee Luckham: we did get, is it Brian Grenville,

[5:22:00] Trustee Luckham: Mr. Grenbo at our last

[5:22:02] Trustee Luckham: council meeting and spoke to

[5:22:04] Trustee Luckham: what they are doing for

[5:22:06] Trustee Luckham: abandoned and derelict vessels

[5:22:08] Trustee Luckham: and so we'd want to

[5:22:10] Trustee Luckham: any action we were going to take we'd want to

[5:22:12] Trustee Luckham: take in light of what we've learned recently

[5:22:14] Trustee Luckham: and I hope that that was a

[5:22:17] Trustee Luckham: useful session

[5:22:19] Trustee Luckham: the next item then I'm

[5:22:21] Trustee Luckham: going to go to a 9.22 climate

[5:22:23] Trustee Luckham: preparation preparedness context

[5:22:25] Trustee Luckham: brochure

[5:22:26] Trustee Luckham: brochure and that's in your context

[5:22:29] Trustee Luckham: notes at 2.2.1

[5:22:31] Trustee Luckham: One, so what do vice-chairs want to do

[5:22:37] Trustee Luckham: with this particular item?

[5:22:38] Trustee Luckham: Do you want to make a motion to advance this to trustees?

[5:22:52] Trustee Luckham: Vice-chair Peterson?

[5:22:58] Voice 11: I move that executive committee request staff

[5:23:00] Voice 11: to pull trustees and staff about their interest

[5:23:02] Voice 11: in participating in the Connex Climate Preparedness Hub

[5:23:06] Voice 11: and submit an expression of interest by July 31st, 2024.

[5:23:11] Voice 11: Thank you.

[5:23:12] Trustee Luckham: Do I have a seconder?

[5:23:15] Trustee Luckham: Trustee Maude, thank you. Any further discussion? Okay, all those in favor?

[5:23:22] Trustee Luckham: Did you wish to speak to it, Tim? No, okay. All those in favor, please raise your hands

[5:23:28] Trustee Luckham: electronically or otherwise. All right, please lower. Okay, Trustee Elliot, thank you, got you.

[5:23:35] Trustee Luckham: And so that carries unanimously. I think that captures that one. So,

[5:23:43] Trustee Luckham: main island local trust committee advocacy again and uh context notes 2.2.1 there as well

[5:23:50] Trustee Luckham: um vice chair maude do you want to speak to this one um i

[5:23:54] Trustee Luckham: can't look at your

[5:23:56] Trustee Maude: elliott yeah

[5:24:03] Trustee Luckham: are you there vice chair elliott sorry

[5:24:07] Voice 13: sir i can i can speak to that i'm just going to

[5:24:12] Voice 13: keep my video off um so i have again just emailed a draft resolution so as i explained um

[5:24:21] Voice 13: We could choose to authorize trust area services to work on a letter of advocacy on behalf of the whole trust area.

[5:24:32] Voice 13: So I'll just give Alex time to put up another messy resolution.

[5:24:37] Voice 13: but my suggestion would be that executive committee of trust area services to work on a

[5:24:47] Voice 13: letter advocating to the minister responsible for crown land requesting that those act program and

[5:24:56] Voice 13: make funds available to deal with wrecks in all the islands within the islands trust area and

[5:25:00] Voice 13: that the period to launch an investigation to report derelict and sinking vessels be shortened

[5:25:06] Voice 13: written from 90 to 30 days and that the letter be cc'd to MLAs and MPs in the trust area all right

[5:25:15] Trustee Luckham: okay so I see that motion on the screen so are you moving that uh

[5:25:22] Voice 13: there's a few edits in there

[5:25:24] Voice 13: um and just in the last sentence there and should be b and the letter b cc'd to

[5:25:32] Voice 13: to, sorry, not be cc'd, and that letter is cc'd to MLAs and MPs in the trust area.

[5:25:44] Trustee Luckham: Maybe copied to MLAs and MPs.

[5:25:47] Voice 13: This is what happens when the director of services goes on and copied, yeah, that'd be great.

[5:25:56] Voice 13: Sorry, and the letter

[5:25:58] Trustee Luckham: is copied to, yeah, perfect. Are you satisfied with that,

[5:26:07] Trustee Luckham: that, Trustee Elliott? Yes. Okay,

[5:26:11] Voice 13: so I think I was seconded by David

[5:26:12] Trustee Luckham: Maude. Move, yes. And you want to

[5:26:16] Trustee Luckham: speak to it again? So yeah, I can't see you, so I'm not sure if you're saying that you want to speak

[5:26:28] Trustee Luckham: to it or not.

[5:26:30] Voice 13: I am fine, except this should be a warning to the Director of Trust Area Services

[5:26:34] Voice 13: to not go on vacation or we give her a lot of work. I'm so

[5:26:39] Trustee Luckham: sorry to Claire. Yeah, I'm encouraging her

[5:26:43] Trustee Luckham: to go on holiday so that we've got a problem in itself anyway um so that's moved and seconded

[5:26:51] Trustee Luckham: any further discussion no okay all those in favor please raise your hand any opposed that carries

[5:26:59] Trustee Luckham: unanimously sorry about that director faded um i'm going to move along here now to 10.1

[5:27:08] Trustee Luckham: One letter from Friends of the Gulf Islands regarding delegations.

[5:27:14] Trustee Luckham: That's Case Longrash, I think, president there now.

[5:27:17] Trustee Luckham: I want to thank him for that letter.

[5:27:20] Trustee Luckham: And I'd say we'll definitely take that into consideration as we move forward in appointing delegations.

[5:27:29] Trustee Luckham: Anybody have anything specific here to say or simply receive this for information at this time?

[5:27:42] Trustee Luckham: okay i'm gonna receive it for information so our work program is on page 92 of our agenda

[5:27:49] Trustee Luckham: it's amended prior to us seeing it here sure just one second

[5:27:54] Trustee Maude: um

[5:27:56] Voice 14: we do have the

[5:27:58] Voice 14: 10.2 the piece of correspondence that we added to the agenda from trustee patrick i'm just pulling

[5:28:06] Voice 14: it up

[5:28:07] Trustee Luckham: oh thank you very much i don't have that on my agenda in front of me and we don't have

[5:28:11] Trustee Luckham: your agenda in front of us

[5:28:12] Trustee Maude: we are all working together

[5:28:17] Trustee Luckham: indeed can

[5:28:23] Voice 14: everybody see the

[5:28:25] Voice 14: letter yep

[5:28:27] Trustee Luckham: so i think this is a advice and for information for context on the items we've talked about on

[5:28:37] Trustee Luckham: 8.1.21 as referenced in the letter, actually. So I think we've addressed this. Is there anything

[5:28:50] Trustee Luckham: more that we need to undertake here? Vice Chair Peterson, thank you. Over to you.

[5:28:57] Voice 11: Yeah, I think there's a bit of a cautionary tale when Director Cermak earlier was talking about

[5:29:05] Voice 11: the First Nations referral response and the closing the loop that's that's I

[5:29:15] Voice 11: think this letter points out the the lack of the loop getting closed in terms

[5:29:20] Voice 11: of the completion of the cycle the information coming back the LTC here so

[5:29:27] Voice 11: So I'm not suggesting a specific action,

[5:29:29] Voice 11: but that we're aware of that's highly problematic

[5:29:38] Voice 11: and that executive committee members are aware

[5:29:42] Voice 11: and that staff is aware

[5:29:44] Voice 11: and we consider how we might do that work

[5:29:49] Voice 11: in a way that closes the loop,

[5:29:52] Voice 11: makes that communication cycle complete.

[5:29:56] Voice 11: and so I just wanted to

[5:30:00] Voice 11: reference that yeah

[5:30:03] Trustee Luckham: no i think that you're right there how you started that this is a cautionary

[5:30:07] Trustee Luckham: tale um because we have to be certain that we are following through and um i'm hoping that the

[5:30:19] Trustee Luckham: mechanisms are in place to look after that cao mobs um

[5:30:25] Voice 6: yes i think there's there's two pieces

[5:30:27] Voice 6: here um trustee patrick is referencing some you know historical blunders that happened where

[5:30:33] Voice 6: where letters that were received from nations didn't find their way to local trust committees.

[5:30:38] Voice 6: As a result of that, we have implemented a change internally.

[5:30:43] Voice 6: So a correspondence log has been developed.

[5:30:45] Voice 6: There's a process that's been rolled out associated with that.

[5:30:49] Voice 6: We actually had Alex Strafanidis, I believe, on contract prior to her stepping into her role now

[5:30:55] Voice 6: to help with some of the development of that.

[5:30:58] Voice 6: As far as the process moving forward, you know, to maintain protocol agreements,

[5:31:02] Voice 6: Once we've got those in place, making sure that they are continuously followed up on

[5:31:06] Voice 6: and we're actually making good on the agreements or on the terms of those agreements, that

[5:31:11] Voice 6: is something that is continuing to be developed, and it is not something that's lost on staff.

[5:31:17] Voice 6: It is true.

[5:31:18] Voice 6: It will require resourcing.

[5:31:19] Voice 6: And so with Joe Elliott on staff, we're hoping that there will be a body who can help maintain

[5:31:25] Voice 6: those agreements and make sure that there's a prompting for various activities to take

[5:31:29] Voice 6: place.

[5:31:32] Voice 5: Right.

[5:31:35] Trustee Luckham: Okay.

[5:31:36] Trustee Luckham: I do have a kind of a general question here, or a specific question actually, that Stefan might be able to answer, because it's noted here in the third paragraph, fourth paragraph of that letter at the end of that paragraph, that a formal apology was never made because Ross Hotzenbiller said that he would meet with Cowlitz and Nation staff.

[5:31:55] Trustee Luckham: staff, he reported that no further action was needed. And whether or not that happened

[5:32:00] Trustee Luckham: or not isn't my question, except that staff have met with Cowlitz Nation staff, as indicated

[5:32:08] Trustee Luckham: in the previous work that is being undertaken. The fact that there was a lack of miscommunication

[5:32:20] Trustee Luckham: and an apology was necessary. Has that been communicated to the Cowlitz Nation staff at

[5:32:26] Trustee Luckham: this time is that something that needs to be remedied in some fashion did that come up in

[5:32:31] Trustee Luckham: the conversations you had thank

[5:32:34] Voice 2: you mr chair i'm not sure if there is a an explicit apology um

[5:32:38] Voice 2: however i am i have personally communicated as has the director of uh trust area services with

[5:32:44] Voice 2: liax and and expressed our our true intention to try to do better we've we've recognized our faults

[5:32:51] Voice 2: and mistakes are made they're really good at reminding us so the staff there

[5:32:57] Voice 2: are unapologetic and nor should they be so I know that though those intentions

[5:33:03] Voice 2: have been communicated but whether a true apology has been I can't I can't

[5:33:07] Voice 2: answer that question but I do know that we have ongoing conversations and and I

[5:33:12] Voice 2: must say again director of trust area services Claire freighter is is has been

[5:33:18] Voice 2: wonderful at ensuring that the doors and communications have remained open for us

[5:33:24] Voice 2: and she she continues to maintain that relationship um and our planning services staff

[5:33:29] Voice 2: are um are are simply trying to catch up and be better myself included okay

[5:33:37] Trustee Luckham: so then i think we'll

[5:33:39] Trustee Luckham: receive this information uh this letter for information at this time is that acceptable

[5:33:45] Trustee Luckham: Okay. Let's go to the next item then. So that does indeed bring us to the current work program that's there for information. This is something dramatically wrong.

[5:34:01] Trustee Luckham: And then our next meeting is going to be held electronically on August the 21st 915am.

[5:34:08] Trustee Luckham: am and now we're ready to go into a closed meeting and so i'd appreciate a motion from somebody um

[5:34:16] Trustee Luckham: to enable that i

[5:34:20] Trustee Maude: will move that the meeting be closed public subject to section 91

[5:34:24] Trustee Maude: f and i of the community charter in order to consider matters related to law to law enforcement

[5:34:30] Trustee Maude: uh if the council considers it the closer and could reasonably expect it to harm the conduct

[5:34:36] Trustee Maude: of an investigation and enforcement of an enactment

[5:34:40] Trustee Maude: and receipt of advice that is subject

[5:34:42] Trustee Maude: to solicitor-client privilege,

[5:34:44] Trustee Maude: including communication necessary for that purpose

[5:34:47] Trustee Maude: and that staff be invited to remain in the meeting.

[5:34:51] Trustee Luckham: And I think that should say bylaw enforcement,

[5:34:53] Trustee Luckham: should it not?

[5:34:54] Trustee Luckham: David Mahler, are you still there?

[5:35:00] Voice 5: I

[5:35:01] Trustee Luckham: think you have

[5:35:01] Voice 13: to step away, sir.

[5:35:05] Trustee Luckham: Okay, well, I think that's a typo.

[5:35:07] Trustee Luckham: I think that should be bylaw enforcement.

[5:35:09] Trustee Luckham: We don't do law enforcement.

[5:35:11] Trustee Luckham: Is that correct? Yeah. Okay. So let's take it as amended. And that's seconded by trustee Peterson,

[5:35:23] Trustee Luckham: and all those in favor. And that carries unanimously. Thank you. So we have a separate

[5:35:31] Trustee Luckham: for Agenda Cover.