Islands Trust Council special meeting, August 14, 2024

[0:00:01] Voice 8: Well, good afternoon, everyone. Welcome to the Executive Committee meeting of August the 14th,

[0:00:07] Voice 8: a special meeting today to prove genders for the Committee of the Whole. I want to immediately

[0:00:14] Voice 8: acknowledge that we're meeting broadly across Coastal United Territory today, everybody probably

[0:00:19] Voice 8: coming from their islands and the office in Victoria. And every day I'm grateful for waking

[0:00:24] Voice 8: waking up and being here and working here I always like to make some remark about the present moment

[0:00:32] Voice 8: or circumstances at the time and of course this is late summer and we're going into salmon

[0:00:38] Voice 8: harvesting season here which would have been significant gatherings of Coast Salish people

[0:00:44] Voice 8: up and down the coast and lots of celebration and joy but certainly since colonial times

[0:00:49] Voice 8: Fisheries have changed and there's certainly sadness and grief that the Island Trust, we like to think that we're working towards reconciliation and resolving some of the inequities and injustices that we might play a part in or do play a part in.

[0:01:06] Voice 8: So grateful for that opportunity.

[0:01:08] Voice 8: Just introduce my colleagues here today.

[0:01:10] Voice 8: I'm just going to go by the screen I've got here starting elected.

[0:01:14] Voice 8: Let's introduce Joe Bernardo, actually Chair of Financial Planning Committee from Gambier Island.

[0:01:18] Voice 8: and good afternoon joe do you want to make any remark uh

[0:01:22] Voice 6: briefly uh thank you for inviting me

[0:01:25] Voice 6: to the executive committee meeting the inner sanctum where all the big decisions get made

[0:01:30] Voice 6: i'll behave myself with appropriate modesty thank you sir uh trustee peterson

[0:01:41] Voice 7: good afternoon from alaskan island in the territory of many coast salish peoples and

[0:01:47] Voice 7: the Treaty Territory of the Tlaman Nation.

[0:01:50] Voice 8: Very good, thank you, sir. And Trustee Elliott.

[0:01:55] Voice 2: Hello, good afternoon. Toby here on Gabriela Island in Sonoma First Nation Territory and yes,

[0:02:01] Voice 2: as you observed, grateful for fish harvesting season and to be close to the water. This has

[0:02:07] Voice 2: been, it's just so beautiful to live here and we are always reminded of that this time of year.

[0:02:13] Voice 2: Thanks.

[0:02:15] Voice 8: So just note regrets from David Maude,

[0:02:19] Voice 8: Main Island, Active Pass,

[0:02:22] Voice 8: historically has been just a rich marine environment with lots of fishing,

[0:02:28] Voice 8: which is certainly in decline in recent years.

[0:02:31] Voice 8: But thanks for David for participating in the executive committee,

[0:02:36] Voice 8: and we'll move on.

[0:02:37] Voice 8: So interim CAO Julia Mobs, good afternoon.

[0:02:42] Voice 8: afternoon.

[0:02:45] Voice 1: Good afternoon, everybody. Right.

[0:02:48] Voice 8: And Trust Area Services Director Clara Frater,

[0:02:51] Voice 8: good afternoon.

[0:02:52] Voice 4: Good afternoon. I'm pleased to be joining from the territory of the Wissanage

[0:02:56] Voice 4: peoples.

[0:02:58] Voice 8: And Legislative Services Manager David Maud, and also Information Systems, I think,

[0:03:04] Voice 8: recently. Not connected 100%, maybe. And Stefan Cermak, I think, is in the background there.

[0:03:14] Voice 8: and so thank you stefan what do you

[0:03:17] Voice 8: if you have any remarks no

[0:03:19] Voice 5: thank you thank you for having me

[0:03:20] Voice 5: take care okay

[0:03:22] Voice 8: so let us turn our minds to our agenda here and i'll call the meeting to order

[0:03:26] Voice 8: looking at the agenda i'm going to ask for uh if there's any additions or removals from the agenda

[0:03:31] Voice 8: um and i know that alexandra has a couple of things she'd like to make note of go ahead

[0:03:37] Voice 8: alexandra thank

[0:03:41] Voice 3: you we can um add that when we get to item three the trust council committee

[0:03:45] Voice 3: of the whole meeting preparation is therefore the committee of the whole agenda okay perfect

[0:03:51] Voice 8: then thank you very much and uh is there anything from anybody else seeing any hands up so that

[0:03:59] Voice 8: great digital hand could be helpful because my screen is a little faint in this sunlight of all

[0:04:05] Voice 8: things so then i'm going to take it that the agenda be approved by general consent and thank

[0:04:09] Voice 8: you all very much and let's go to trust council committee of the whole meeting preparation um

[0:04:16] Voice 8: trust council committee of the whole august the 22nd draft agenda that's here for our review

[0:04:23] Voice 8: look to vice chairs and for to trustee bernardo if you have any remarks on the open meeting

[0:04:29] Voice 8: agenda which is on page three of our package otherwise okay director freder you want to speak

[0:04:38] Voice 8: to it yes

[0:04:40] Voice 4: just want to note a couple of changes we might like to recommend one is that we'd like

[0:04:45] Voice 4: like to correct the time on the proposed agenda it's noted that it's from 6 to 9 but we had

[0:04:49] Voice 4: discussed with um having it from 6 30 to 9 30 um so that would be a correction there we'd like to

[0:04:55] Voice 4: propose in addition um one of the things we noted is that we had omitted to include the may 30th

[0:05:02] Voice 4: briefing we had originally provided to trust council so it's our recommendation that you add

[0:05:06] Voice 4: that um that would then provide a moment on the agenda to talk about the policy statement as a

[0:05:11] Voice 4: a whole and open meeting should there be a desire to do so. So I would suggest that you add that

[0:05:17] Voice 4: sort of under, we would have like a business, we would re-add. So somehow here we omitted like the

[0:05:22] Voice 4: business section of the agenda. So we would recommend adding back in the business section

[0:05:25] Voice 4: and then adding the May 30th briefing, which supports a conversation about the policy statement

[0:05:30] Voice 4: generally. And then finally at the bottom, we're going to recommend that we have a motion ready

[0:05:36] Voice 4: to propose um should someone want to take us up with on it around particular dates we suggest we

[0:05:42] Voice 4: add to the agenda cover now around um the next three months so it would be dates for october

[0:05:48] Voice 4: november december for committee of the whole for discussion by the committee of the whole

[0:05:52] Voice 4: at the end of the meeting should they wish to schedule some additional dates um the dates we're

[0:05:56] Voice 4: putting forward um are congruent with the results of the poll we've looked through the committee

[0:06:02] Voice 4: meeting calendar and other additional commitments of trustees that we know of so we're confident

[0:06:07] Voice 4: that it's our best bet for meeting dates and times so that's what we had to propose to you

[0:06:13] Voice 4: at this time okay

[0:06:16] Voice 8: so you're saying another item included in 9.1 which is going to be a motion

[0:06:22] Voice 8: proposing a number of dates for the following meeting

[0:06:26] Voice 4: when you're ready we could bring that

[0:06:29] Voice 4: on screen for you to take a look at if you're interested okay

[0:06:32] Voice 8: uh chairs and joe bernardo

[0:06:35] Voice 8: anything on this uh open meeting agenda uh

[0:06:41] Voice 5: yes uh

[0:06:42] Voice 8: just um

[0:06:43] Voice 5: and then very briefly um

[0:06:48] Voice 5: the wall looks very straightforward uh but i'm just um uh just to be clear uh item seven

[0:06:57] Voice 5: is uh staff will speak to that and that's we've already got the memo for that and that's going

[0:07:02] Voice 5: going to happen outside of the closed meeting closed meeting will be to discuss whatever is

[0:07:09] Voice 5: appropriate to be in the closed meeting uh i'm wondering if we should um anticipate staff should

[0:07:16] Voice 5: anticipate that at the rise in a report uh a clean copy of the revised tps after you know

[0:07:27] Voice 5: following the consultation with legal counsel should be available for putting on the record

[0:07:32] Voice 5: to say that emerges out of the closed session or perhaps

[0:07:37] Voice 4: can we talk about perhaps let's talk about

[0:07:38] Voice 4: that in closed session if that's all right okay

[0:07:40] Voice 5: fine yeah

[0:07:41] Voice 4: um but what i would if i might chair

[0:07:44] Voice 4: i'll just jump in since i've jumped in already um that i would actually think looking at it again

[0:07:48] Voice 4: here i think the may 30th briefing could easily go as 7.2 would actually be the best spot for it

[0:07:54] Voice 4: and chair bernardo you'll note that number six there is the rise in report yes

[0:07:58] Voice 5: yes i'm i'm just

[0:08:00] Voice 5: Just thinking about what the content

[0:08:01] Voice 8: of that might be.

[0:08:04] Voice 8: Let's have that whole conversation in the in-camera

[0:08:06] Voice 8: where we discuss the in-camera agenda.

[0:08:08] Voice 8: Yeah, and 7.2 seemed like the logical place to me,

[0:08:11] Voice 8: so we'll just add that to this open meeting agenda.

[0:08:16] Voice 8: Toby Elliott?

[0:08:20] Voice 2: Is there a way to indicate that 7.2,

[0:08:22] Voice 2: there's not going to be discussion then?

[0:08:25] Voice 2: Because if we put that on the open agenda,

[0:08:28] Voice 2: it's going to raise expectations

[0:08:30] Voice 2: that we're actually discussing that draft.

[0:08:33] Voice 2: so how could we phrase that so the public's not expecting to hear a full debate if the only thing

[0:08:38] Voice 2: we're doing is going in camera um

[0:08:42] Voice 8: well it's a briefing it's not a request for decision

[0:08:45] Voice 8: director freighter do you have any suggestion there language so

[0:08:48] Voice 4: that is one of the one of the

[0:08:49] Voice 4: questions staff have for you um there hasn't yet really been a substant that we've had one motion

[0:08:54] Voice 4: to amend the document of relating to small islets and islands are there other topics that trustees

[0:08:59] Voice 4: wish to bring forward such as agriculture or shorelines or you know transportation that they

[0:09:06] Voice 4: might like to talk about at this meeting or do we suppose that those topics are being reserved for a

[0:09:11] Voice 4: different meeting so that's a question for this group do you want to provide an opportunity if

[0:09:16] Voice 4: there are things brewing in community or in trustees minds that they'd like to bring forward

[0:09:19] Voice 4: for conversation at this meeting an open meeting or not so those would be topics that don't require

[0:09:26] Voice 4: our legal advice is there.

[0:09:27] Voice 5: Can I ask for a bit of clarification here because I've lost track of

[0:09:32] Voice 5: what that May briefing was all about and what the context for that is.

[0:09:37] Voice 4: So essentially it provided

[0:09:39] Voice 4: the draft policy statement outlined some staff recommendations for amendments and it would

[0:09:44] Voice 4: provide the section of the agenda for discussing the draft. You could do that without re-adding

[0:09:50] Voice 4: this you could simply add a top you know a headline in the agenda cover that said discussion

[0:09:54] Voice 4: on the draft you know we have discussion on the draft you could just add that without this

[0:09:59] Voice 4: background but i think it might be helpful to re-add when we have we did add it to the first

[0:10:03] Voice 4: two meetings of the committee of the whole does that help toby this

[0:10:10] Voice 2: is why the chair of that

[0:10:12] Voice 2: meeting is here is how much of a discussion do you want to have and i will say that in my community

[0:10:17] Voice 2: there is expressed frustration um even in newspaper articles that we haven't had an open

[0:10:24] Voice 2: open discussion or a debate other than basically reviewing the May 30th draft of the trust policy

[0:10:30] Voice 2: statement and people want to hear our thoughts and there's quite a lot of anxiety so I don't

[0:10:38] Voice 2: know if we can pick a topic or maybe we can table this think about it for a bit

[0:10:43] Voice 2: but I think we should consider it having some kind of discussion whether it's targeted

[0:10:48] Voice 2: targeted or it's broad and free-flowing and we just let people express their thoughts.

[0:10:55] Voice 2: But there's been three months of essentially no debate in front of the public. And I think

[0:11:04] Voice 2: that's cause for concern. Okay.

[0:11:14] Voice 8: Who else had the hand up? I've only got one person up on my screen

[0:11:17] Voice 8: for some reason.

[0:11:19] Voice 5: Trustee Peterson has his hand up and I do too.

[0:11:22] Voice 8: Okay. So let's go to Trustee

[0:11:23] Voice 8: Steve Peterson we haven't heard from him today and then we'll come back to you Joe.

[0:11:29] Voice 7: Yeah thank you

[0:11:30] Voice 7: I totally take Vice Chair Elliott's point and at the same time I want to sort of just throw out

[0:11:40] Voice 7: the caution in terms of expectations we've got three hours set aside for this next

[0:11:49] Voice 7: next committee of the whole and i i don't want us to set up i'd prefer if we don't set ourselves up

[0:11:57] Voice 7: um to trying to compress what is probably needs to be a pretty uh full discussion overly it's

[0:12:07] Voice 7: as always unknown how much um discussion there will be uh on the on the closed section um

[0:12:15] Voice 7: Um, so I just want to, I just want to urge us to be kind of realistic about our, the

[0:12:21] Voice 7: time we have available.

[0:12:23] Voice 7: Um, uh, but yes, I, I agree.

[0:12:26] Voice 7: It's, uh, the public does want to know what we're thinking about, about the draft.

[0:12:30] Voice 7: So.

[0:12:35] Voice 7: Okay.

[0:12:35] Voice 6: And Joe Bernardo.

[0:12:37] Voice 6: Thank you.

[0:12:38] Voice 5: Yeah.

[0:12:39] Voice 5: Um, contributing to this process, I think, um, uh, Trustee Elliott is quite right.

[0:12:44] Voice 5: Right. I mean, the trust policy statement is an issue of great moment for everybody in the trust area and obviously for us.

[0:12:53] Voice 5: But we do need to have open discussion about the fundamentals of the thing.

[0:13:00] Voice 5: I think one of the problems for the community is it probably doesn't appreciate that we're actually still that we're slow and that we're still kind of clearing our throats, frankly.

[0:13:10] Voice 5: frankly. That's when we'll get to the closed session here today. We'll be talking about that.

[0:13:16] Voice 5: But I do think if we can, we should try to be very disciplined about limiting what happens in

[0:13:24] Voice 5: that closed meeting. There's a tendency to sort of wander off and then we catch ourselves and say,

[0:13:28] Voice 5: no, that's something you should be on the outside meeting. I think it would be helpful if we were

[0:13:32] Voice 5: very disciplined up front about what the agenda for the closed meeting is saying. It's very limited

[0:13:38] Voice 5: to these things that we want to discuss and after that's done we're going to go out and we're going

[0:13:43] Voice 5: to talk about this we're going to have that discussion about the trust policy statement

[0:13:49] Voice 5: more generally now one of the issues i think that we might have here and i'm not sure is that

[0:13:55] Voice 5: the meetings we had so far have been you know exploratory i think that's fair to say in the

[0:14:02] Voice 5: part of most trustees that's fair enough but i think in order to make progress on this and also

[0:14:08] Voice 5: sort of it actually aids in the transparency of the exercise it would be helpful if um the actual

[0:14:15] Voice 5: discussion of the trust policy statement be uh at the beginning of each money uh meeting be

[0:14:21] Voice 5: structured like at least in some rough uh area that we we identify with the topic for discussion

[0:14:28] Voice 5: or topics for discussion are going to be that day so that uh you know so that we have we want to

[0:14:35] Voice 5: to avoid a free-for-all where the discussions go all over the place and you know there's no kind

[0:14:39] Voice 5: of order to it you know the point of these discussions is to take on issues deliberate

[0:14:44] Voice 5: discuss and then not necessarily decide but get our thoughts clear so that we can move on to the

[0:14:52] Voice 5: next topic and eventually make decisions about the trust policy statement that there requires a

[0:14:56] Voice 5: certain amount of structure and orderliness to make that happen and perhaps we can discuss how

[0:15:01] Voice 5: to structure the topics for this particular meeting yeah

[0:15:12] Voice 8: i don't see any other hands up

[0:15:14] Voice 8: i'm just kind of thinking here that um you know we're we're going in to discuss the uh the real

[0:15:21] Voice 8: material which is what we're this uh meeting this committee of the whole meeting is structured

[0:15:26] Voice 8: around and um that is the direction that was provided by uh uh community the whole council

[0:15:33] Voice 8: council i guess um to to do this and receive that information in order to formulate our

[0:15:39] Voice 8: understandings of some of the important elements of the policy statement and um this meeting on

[0:15:47] Voice 8: the 22nd not that far down the road um less than a week away um i don't know that council is

[0:15:54] Voice 8: necessary and i totally understand and sympathetic and concerned that council has not had a real

[0:16:01] Voice 8: discussion about this yet i don't know that the meeting on the 22nd is that time because i i want

[0:16:06] Voice 8: to make sure that trustees are ready to have that discussion we've sort of tipped our hat at

[0:16:12] Voice 8: previous meetings about what you want to schedule meetings and you do you want to talk about

[0:16:17] Voice 8: particular topics and the take-up has been not significant in that area and so this is sort of

[0:16:24] Voice 8: ec's mechanism to try and advance this a little bit by advancing this through the summer but

[0:16:31] Voice 8: um if we change the agenda from what i think maybe trustees are expecting a committee of the whole

[0:16:37] Voice 8: um that may not be adequate time for them to prepare to have that fulsome discussion and

[0:16:41] Voice 8: of course we also know that some trustees are very interested in what their communities are saying

[0:16:47] Voice 8: in order to substantiate their beliefs or at least speak to what their community thinks so

[0:16:53] Voice 8: i would like to at this point focus on what the materials are we have before us although

[0:16:59] Voice 8: although certainly I'd love to have that conversation,

[0:17:00] Voice 8: but Joe has really articulated it

[0:17:02] Voice 8: could become very far ranging if we're not prepared,

[0:17:05] Voice 8: we don't have some topics,

[0:17:06] Voice 8: and also that trustees aren't prepared

[0:17:10] Voice 8: to have that conversation.

[0:17:12] Voice 8: That's my two cents.

[0:17:15] Voice 8: And I'll remind us, we're on the agenda,

[0:17:18] Voice 8: open meeting agenda for this meeting,

[0:17:21] Voice 8: and this is kind of what's on the list of things to discuss.

[0:17:27] Voice 8: Toby Elliott has your hand up,

[0:17:28] Voice 8: and then joey i don't know which one of you is first so how about

[0:17:31] Voice 2: a discussion about what we

[0:17:34] Voice 2: will discuss at trust council or how we can frame the discussion at trust council in september so

[0:17:39] Voice 2: if we're not meeting committee the whole to discuss the policy statement until october

[0:17:44] Voice 2: we have time for it in person at trust council meeting um can we have some debate about how to

[0:17:55] Voice 2: structure that conversation about what topics we want to go first so at least we indicate to the

[0:18:00] Voice 2: public yeah we're ready to engage with the material um

[0:18:05] Voice 9: you're breaking into

[0:18:12] Voice 2: a fulsome discussion

[0:18:17] Voice 8: so i think that's a good suggestion and indeed if we're scheduling future committee of the whole

[0:18:21] Voice 8: meetings at section 9.1 that's where we could talk about what the topics might be and joe

[0:18:25] Voice 8: Benardo and then Director Prater.

[0:18:28] Voice 5: Thank you. In keeping with the direction that Trustee

[0:18:33] Voice 5: Elliott was talking about, I mean, one thing that we might put on the agenda or in terms

[0:18:38] Voice 5: of trying to structure the discussion is indeed to have a discussion about how perhaps trustees

[0:18:47] Voice 5: want us to structure the discussions. Committee of the Whole, it's the trustees meeting, so

[0:18:54] Voice 5: So, you know, that might be, you know, it might be a kind of one of those logistical things that

[0:18:59] Voice 5: tries people's patience because they want to get to the substance of it. But we do need to have

[0:19:02] Voice 5: the logistics sorted out. And I'm wondering, perhaps that's one of the things that we can

[0:19:07] Voice 5: talk about on the 22nd, which is how should we structure these discussions? Are people okay

[0:19:13] Voice 5: with the idea that executive committee together with the chair of the whatever meeting is coming

[0:19:18] Voice 5: coming up will develop topics so that we can sort of sequentially deal with items and that

[0:19:24] Voice 5: doesn't close the door to anything being discussed is simply a way of structuring things in some

[0:19:30] Voice 5: kind of order and perhaps we could discuss that how to set up the topics.

[0:19:35] Voice 5: One thing I would love to see the Committee of the Whole agree on is these are early days.

[0:19:42] Voice 5: uh i'd like to see us refrain from people getting excited about any one issue in the trust policy

[0:19:52] Voice 5: statement and enthusiastically at the beginning of this thing before we've even puzzled anything

[0:19:57] Voice 5: out starting to throw out recommendations that the trust council uh make all sorts of changes

[0:20:04] Voice 5: right you know recommendations for resolutions for trust council to make amendments to the trust

[0:20:09] Voice 5: policy statement i think it's incumbent on us to really understand the whole thing first

[0:20:13] Voice 5: before we start taking pieces out of it um that's just my my thought on that one okay uh

[0:20:24] Voice 8: director

[0:20:26] Voice 8: trainer uh

[0:20:28] Voice 4: thank you chair i would just note staff tried in may we issued a series of polls to

[0:20:32] Voice 4: trustees to ask what topics might wish to be discussed we got no responses so we don't have

[0:20:38] Voice 4: any insights into what topics might be available um we don't yet we also don't know until after

[0:20:44] Voice 4: for this next Committee of the Whole meeting,

[0:20:45] Voice 4: is there a desire to talk about it

[0:20:46] Voice 4: within a Trust Council meeting?

[0:20:48] Voice 4: Or do you wish to continue

[0:20:49] Voice 4: with sort of monthly Committee of the Whole meetings

[0:20:51] Voice 4: and then convene a special Trust Council meeting

[0:20:54] Voice 4: with the sole purpose of discussing the document?

[0:20:56] Voice 4: There is the option to go into Committee of the Whole

[0:20:59] Voice 4: within an Islands Trust three-day meeting,

[0:21:01] Voice 4: should you wish to.

[0:21:02] Voice 4: That would perhaps give the public reassurance

[0:21:04] Voice 4: that no immediate decision would happen.

[0:21:06] Voice 4: I do understand that your September meeting

[0:21:08] Voice 4: is shaping up to already have quite a number of agenda items,

[0:21:13] Voice 4: items, lengthy agenda items in it. So it may be that you wish to consider a special trust council

[0:21:17] Voice 4: meeting. But at this time, I do feel that the Committee of the Whole model is giving the public

[0:21:22] Voice 4: reassurance and predictability that no imminent decision is possible because there's no vote that

[0:21:27] Voice 4: can be called. So I would very much encourage keeping that structure because it's allowing

[0:21:32] Voice 4: for measured communication, measured approach, and reducing any sense of alarm about an imminent

[0:21:38] Voice 4: decision. I do very much encourage some more polling or conversation with trustees about what

[0:21:45] Voice 4: they want to talk about next, because staff have no insights for you. We've tried and that really

[0:21:51] Voice 4: is back to all of you to determine. So maybe that would be a good topic is to add to the agenda.

[0:21:57] Voice 4: How do they wish to convene further conversations on this topic? I would just note the project

[0:22:02] Voice 4: charter does propose that decision making about the policy statement and conversations happen

[0:22:06] Voice 4: and through special meetings um but there is certainly an administrative burden to that and

[0:22:11] Voice 4: scheduling is challenging thank you so

[0:22:14] Voice 8: director fred can we add that to just for simplicity call

[0:22:18] Voice 8: it new business and call it the meeting agenda future topics for discussion or something sure

[0:22:25] Voice 4: i'd like to direct tomorrow would we add it under 7.2 or i believe new business is generally for new

[0:22:30] Voice 4: business at the meeting so it might be best at 7.2 yeah

[0:22:34] Voice 8: 7.3 then because 7.2 you're adding that

[0:22:38] Voice 8: other document well

[0:22:40] Voice 4: should you choose to direct us to do so um

[0:22:45] Voice 8: okay so vice chairs and trustee bernardo

[0:22:49] Voice 8: um what's your pleasure here with this agenda do we want to add those two items at 7.2 7.3

[0:22:54] Voice 8: uh i'm

[0:22:57] Voice 5: fine with that but uh perhaps we could add um you know in addition to saying you know

[0:23:02] Voice 5: the new business item would be to discuss you know potential topics uh if we could throw in

[0:23:07] Voice 5: a few words in that heading to also discuss um meeting strategies i don't know if you know

[0:23:14] Voice 5: thoughts feeling me right now but it goes back to this point i made before but

[0:23:18] Voice 5: um reaching some kind of consensus how to structure the meeting uh

[0:23:22] Voice 5: uh director freighter saying you know she'd sent out these these poll results or polls before didn't

[0:23:29] Voice 5: really get much uh input on topics well to me that's an argument in favor of uh executive

[0:23:38] Voice 5: committee together with the chairs of these meetings you know putting some work into sort of

[0:23:42] Voice 5: you know assisting the group by setting up the topics ahead of time and just getting clearance

[0:23:47] Voice 5: from the group that that's okay that we'll just do that we'll kind of organize topics and then

[0:23:51] Voice 5: And we'll discuss them.

[0:23:52] Voice 5: And then at the end of each meeting, if trustees have topics that they feel are urgent, they

[0:23:59] Voice 5: can throw them out there for discussion at the next meeting, something like that, just

[0:24:01] Voice 5: so that we have this some kind of order to this, you know, so that people have some input.

[0:24:06] Voice 5: There's also structure, like how we deal with things.

[0:24:09] Voice 5: I mean, this is like the old joke about having to sort of, you know, how do you eat an elephant,

[0:24:13] Voice 5: you know, one small piece at a time?

[0:24:15] Voice 5: I mean, well, this is an elephant.

[0:24:22] Voice 8: Okay, looking, Director Prater, you hand it up.

[0:24:26] Voice 4: if I might I would suggest at 7.2 I would look to you to name what you'd like that agenda item

[0:24:31] Voice 4: to be named and then I would propose that 7.3 we just re-add that um the May 30th briefing but 7.2

[0:24:38] Voice 4: could be if you if you named it whatever it is that you'd like like discussion of approach to

[0:24:44] Voice 4: or it could be something like a long just you know discussion about the approach to discussing

[0:24:51] Voice 4: topics in the policy statement or something more coherent than that what would it would be great

[0:24:57] Voice 4: for you to name for us what you'd like that agenda item to be named i

[0:25:00] Voice 5: would call it discussion

[0:25:01] Voice 5: strategy discussion

[0:25:03] Voice 4: strategies yeah discussion strategy

[0:25:07] Voice 5: that sounds reasonable to me thank you

[0:25:09] Voice 5: because you could put actually pretty much anything you want under that heading

[0:25:14] Voice 5: you know anything to do with the meetings you know yeah all right so

[0:25:24] Voice 4: before going on camera

[0:25:25] Voice 4: then i think we're looking for you to agree perhaps by consent that we would amend this

[0:25:29] Voice 4: agenda cover for you to change the timing to be more correct to add 7.2 discussion strategies

[0:25:36] Voice 4: and 7.3 to add the may 30th briefing for the committee of the whole and then we had a proposed

[0:25:42] Voice 4: motion for you to consider around amending the agenda cover around to add dates and times

[0:25:50] Voice 8: so i would suggest that by general consent we approve the agenda amended agenda as discussed

[0:26:00] Voice 8: regarding meeting times and topics for discussions in trust area services is that adequate

[0:26:07] Voice 8: so

[0:26:09] Voice 4: if i might perhaps we could just bring our proposed motion for you on screen and then

[0:26:13] Voice 4: just look at the dates and times we were proposing to add to the meeting agenda and then

[0:26:17] Voice 4: And if you wish, you could just approve the whole thing by consent

[0:26:20] Voice 4: once you've seen those dates and times.

[0:26:21] Voice 4: Sorry,

[0:26:22] Voice 8: I was skipping ahead and forgot we've got that other item.

[0:26:26] Voice 8: So let's see that up on the screen or just read it out.

[0:26:32] Voice 4: So as I noted, it wouldn't have to be by motion.

[0:26:34] Voice 4: If you wanted to just approve everything by consent,

[0:26:36] Voice 4: you could look at these dates and times and approve us adding them

[0:26:38] Voice 4: if you don't want to go to motions.

[0:26:50] Voice 8: Can you zoom that a little bit for us, Alexandra?

[0:26:55] Voice 8: Sandra?

[0:26:57] Voice 4: If I might just keep commenting chair that's all right. Go ahead.

[0:27:01] Voice 4: So the one implication

[0:27:03] Voice 4: would be with this is if there is a choice not to convene a conversation at Trust Council in

[0:27:08] Voice 4: September about this the project would essentially be paused until October 3rd after the August 22nd

[0:27:14] Voice 4: meeting. So that is you know certainly I think we're seeing a you were potentially seeing a bit

[0:27:19] Voice 4: of a slippage in the proposed project charter timeline because we wouldn't be able to really

[0:27:23] Voice 4: move forward on around too much plan engagement planning until we have a sense of where trust

[0:27:29] Voice 4: council is going with the document so

[0:27:32] Voice 8: what you're saying is we should do october the third

[0:27:35] Voice 4: at a minimum i would think yeah so i'm just wanting to flag that for the executive committee

[0:27:39] Voice 4: to be aware of and certainly that will come up in the discussion with committee of the whole i think

[0:27:43] Voice 4: around dates and timing of the project and that's what we will likely bring to trust council around

[0:27:48] Voice 4: the project as a work plan and council can discuss sort of the project management side of things

[0:27:55] Voice 8: okay uh vice chairs and trustee bernardo i

[0:28:01] Voice 2: have a question just on that last point

[0:28:04] Voice 2: yeah um i thought trust council had resolved to debate this in person at the september trust

[0:28:10] Voice 2: council meeting so um i thought it was going to be on the agenda are you saying it's not

[0:28:15] Voice 2: i've been on

[0:28:16] Voice 4: vacation so i'll look to my colleagues have i missed something there

[0:28:24] Voice 4: I would have to dig back.

[0:28:26] Voice 1: I'll jump in.

[0:28:27] Voice 1: I don't recall a specific resolution.

[0:28:29] Voice 1: We do currently have a slot on the draft three-day agenda schedule for policy statement discussion.

[0:28:36] Voice 1: But I'll dig into the resolutions to see if there's something there officially.

[0:28:40] Voice 1: If there's not, it would be up to the Committee of the Whole to recommend whether or not the discussion takes place at Council.

[0:28:45] Voice 1: And as Director Freyder has mentioned, there is opportunity to move from a council meeting

[0:28:49] Voice 1: into a community of the whole session within those three days if we want to maintain that

[0:28:54] Voice 1: sort of less formal structure for conversation.

[0:28:56] Voice 2: Thank you.

[0:28:57] Voice 2: That's what

[0:28:58] Voice 1: I was looking at.

[0:28:59] Voice 2: So can we add to this resolution for consideration during Trust Council September three-day meeting

[0:29:07] Voice 2: as a potential?

[0:29:09] Voice 2: If we're going to list the other dates, I think it would be good for everybody to see

[0:29:13] Voice 2: that we also have a potential to discuss it at trust council i don't know

[0:29:17] Voice 2: i thought i heard a

[0:29:17] Voice 2: resolution saying we wanted to debate it but actually no that was the first committee of the

[0:29:22] Voice 2: whole in in uh in may people wanted to debate it in person and i think we should make time for it

[0:29:32] Voice 2: on the agenda but anyway i

[0:29:37] Voice 5: mean um let's pick up on the chair's invitation to comment on it i mean

[0:29:42] Voice 5: i think we have to be realistic among other things it's not as if i mean i think we can

[0:29:47] Voice 5: reasonably anticipate the committee the whole discussions are going to take

[0:29:50] Voice 5: some time for us to plow through all of this stuff who knows how long that'll

[0:29:54] Voice 5: take it's probably not the end of the world if we don't discuss it in september but

[0:30:00] Voice 5: probably better if we do for the reasons actually trust the audience who took articulated before

[0:30:05] Voice 5: i mean the community wants to see us see what we're doing on this wants to see what we're

[0:30:09] Voice 5: thinking and i think it makes terrific sense that we'd be disciplined about maintaining

[0:30:16] Voice 5: our discussions on the committee of the whole stream you know until we're actually genuinely

[0:30:22] Voice 5: ready to sort of do something more substantive and so you know the whole point of the committee

[0:30:26] Voice 5: of the whole is to air out these ideas in this informal fashion and i very much like the idea

[0:30:31] Voice 5: of putting a space for that at the upcoming trust council meeting and to be very clear there's a

[0:30:36] Voice 5: committee you know scheduling a committee the whole meeting for that period of time if it's

[0:30:40] Voice 5: feasible i think that'd be very helpful and i think there's an element to this that i think

[0:30:46] Voice 5: could be very helpful which is we all know that it's one thing to have a discussion over zoom

[0:30:53] Voice 5: it's quite another to have it face-to-face.

[0:30:56] Voice 5: I mean, the dynamic is different.

[0:30:58] Voice 5: Different ideas come up.

[0:31:03] Voice 5: And when an idea gets traction,

[0:31:05] Voice 5: they tend to get filled out better

[0:31:06] Voice 5: and are better deliberated on when people are in person.

[0:31:11] Voice 5: So I think there could be some real value

[0:31:13] Voice 5: to doing the committee of the whole thing

[0:31:14] Voice 5: at the September meeting.

[0:31:16] Voice 5: I think that might well be very helpful.

[0:31:23] Voice 8: Yeah.

[0:31:23] Voice 8: Yeah. So, CAO Mobs, you said there was allocated space on the Trust Council agenda for September.

[0:31:31] Voice 8: How big is that space? Is it a couple of hours?

[0:31:36] Voice 1: We haven't nailed down the exact timing yet.

[0:31:39] Voice 1: Part of that actually is coming to executive committee at your next meeting to look at that scheduled timing.

[0:31:44] Voice 1: Certainly, the committee as a whole, the upcoming meeting could make a recommendation as to the amount of time that's needed.

[0:31:49] Voice 1: It will largely depend on the structure of the conversation.

[0:31:52] Voice 1: If there's just a few topics that are selected to be talked about, that might be less time required than if it's a broad discussion of everything that's there.

[0:31:59] Voice 1: So we are awaiting guidance on exactly what that discussion will look like before we can determine a time.

[0:32:05] Voice 8: Right. So, you know, as the leadership, as the body that has perceived leadership in the work of council, we can certainly lead that conversation in this direction.

[0:32:19] Voice 8: And the chair, Trustee Bernardo, you can certainly facilitate moving us in the direction of that

[0:32:26] Voice 8: conversation.

[0:32:26] Voice 8: Sure.

[0:32:28] Voice 8: Yeah.

[0:32:28] Voice 8: I think that's a good strategy.

[0:32:30] Voice 8: And I like keeping that framework of the committee as a whole so that we're not in that decision

[0:32:36] Voice 8: making where people are anticipating we're going to first reading and we're out of control.

[0:32:42] Voice 8: I think that's a good way to do it.

[0:32:44] Voice 8: But let's also commit to the next meeting being in October to keep this ball moving.

[0:32:53] Voice 2: So can we see the resolution again?

[0:32:55] Voice 2: Oh, sorry, Director, CAO.

[0:33:00] Voice 8: Are you going to

[0:33:00] Voice 8: say CAO Mobs?

[0:33:04] Voice 1: Yes, I will.

[0:33:05] Voice 1: I just wanted to note the proposed date of October 3rd, I think that's the date, is the week after the September Trust Council.

[0:33:12] Voice 1: so if there is going to be robust conversation at trust council it might be that the October 3rd

[0:33:20] Voice 1: date isn't needed but if the trust council or the committee the whole at the three-day council

[0:33:25] Voice 1: session is reduced time frame less of a discussion October 3rd might still be a viable option

[0:33:31] Voice 1: yeah

[0:33:34] Voice 8: so that's a good thought I would counter that with suggesting that let's get the ball

[0:33:40] Voice 8: rolling in september and then really give it a push at the following meeting it also relieves

[0:33:46] Voice 8: some pressure from having to sort of draw together our conclusions about something in the first go

[0:33:53] Voice 8: round and gives us an opportunity to pause and just pick it up and keep rolling because indeed

[0:33:58] Voice 8: i think we need to pick up some momentum on this agreed

[0:34:02] Voice 5: so

[0:34:05] Voice 8: i'd say let's roll with it so there's a

[0:34:07] Voice 8: motion on the screen has that been modified i can't really see it

[0:34:10] Voice 2: i'd

[0:34:11] Voice 8: like to move it but modify

[0:34:12] Voice 2: by adding trust council so after for their consideration um trust counts september trust

[0:34:22] Voice 2: council and then in brackets committee of the whole um and then the following dates so we can

[0:34:32] Voice 2: we can debate that and i i don't like to move this amended or the

[0:34:39] Voice 8: resolution well i'd say

[0:34:41] Voice 8: i'll accept you're moving that motion if you're satisfied with how it's crafted there

[0:34:45] Voice 8: there. I'll look for a seconder. Do I see a seconder? Well, I'll second it just to keep

[0:34:57] Voice 8: the live button is covering your hand. So that's Tim Peterson seconded. Do you wish

[0:35:02] Voice 8: to speak to it any further? Is there any discussion? Then I'll call the vote. All those in favor?

[0:35:10] Voice 8: Raise your hands electronically. Be great. And that looks like that carries unanimously.

[0:35:15] Voice 8: unanimously so excellent thank you very much so now we need to ultimately endorse this agenda

[0:35:23] Voice 8: amended agenda as discussed is that satisfactory director freighter you're off me yeah right chair

[0:35:32] Voice 4: we would also need direction either by consent or motion to amend this agenda to also make the

[0:35:37] Voice 4: changes of fixing the time and adding in the two agenda items we talked about previously 7.2 and

[0:35:44] Voice 4: 7.3 so

[0:35:45] Voice 8: you want a motion to that effect uh can we

[0:35:48] Voice 4: just do it by

[0:35:49] Voice 8: consent or

[0:35:50] Voice 4: by consent that would

[0:35:51] Voice 4: be at the at the discretion of the chair i

[0:35:54] Voice 8: would say by consent we change the dates the time of

[0:35:58] Voice 8: the meeting and add the items at 7.2 and 3 respecting the trust policy statement and we'll

[0:36:09] Voice 8: do that by general consent is that satisfactory to everybody and you managed to capture that

[0:36:14] Voice 8: Okay, so let's, let's do that. So then that concludes that this section of our meeting on that agenda item. And, of course, we've got the entire report here which is just being forwarded to Council.

[0:36:32] Voice 8: and we haven't obviously discussed that but it look it's an amazing document and it looks like

[0:36:40] Voice 8: it's complete to me which is really our requirement is to not debate to debate the

[0:36:44] Voice 8: content but make sure there's adequate information there to inform counsel are we satisfied with that

[0:36:49] Voice 8: yeah so then I think that concludes it so let's go to the next item on our agenda I can't move

[0:37:00] Voice 8: move my mouse here sorry um there we go so let us uh go to draft trust council committee of the

[0:37:15] Voice 8: whole meeting minutes of july the 8th these are these are obviously the minutes of the of the

[0:37:20] Voice 8: body um but i'll just ask you if there's any uh egregious uh errors associated with that otherwise

[0:37:27] Voice 8: we'll just forward it to council as presented by general consent okay i'm not seeing anybody

[0:37:34] Voice 8: opposed to that so committee of the whole follow-up action list updates

[0:37:38] Voice 8: again that's a for information item again to go to the committee of the

[0:37:43] Voice 8: whole and so I'll just ask you if there's anything any updates or

[0:37:46] Voice 8: anything substantially wrong with that follow-up action list report or more

[0:37:51] Voice 8: clarity otherwise we'll forward it to Trust Council committee of a whole as

[0:37:56] Voice 8: presented by general consent all right not seeing any objections I'm scrolling

[0:38:02] Voice 8: Rolling down, this brings us to the closed meeting agenda.

[0:38:06] Voice 8: We have a motion somewhere on that right here.

[0:38:13] Voice 8: Yeah, so right there is the motion.

[0:38:15] Voice 8: So if I can get that moved,

[0:38:17] Voice 8: we'll go in-camera and pick up the in-camera agenda

[0:38:20] Voice 8: to have that conversation.

[0:38:23] Voice 8: Somebody read that out, please.

[0:38:25] Voice 8: Tim Peterson.

[0:38:27] Voice 7: I move that the meeting be closed to the public subject

[0:38:31] Voice 7: to section 91I of the community charter in order

[0:38:35] Voice 7: consider receipt of advice that is subject to solicitor client privilege including communications

[0:38:40] Voice 7: necessary for that purpose and that staff attend the meeting okay

[0:38:45] Voice 8: move seconded uh all those in

[0:38:48] Voice 8: favor does that carry thank you so let us move to in camera and pick up your other agenda um

[0:38:57] Voice 8: under different cover and sorry

[0:39:00] Voice 3: to interrupt can you give me one moment please to stop the

[0:39:04] Voice 3: live stream and the recording yeah

[0:39:06] Voice 5: absolutely um we have a suggestion that it might be helpful to

[0:39:11] Voice 5: have the meeting agenda how to fill that out to give trustees some sort of guidance as to what

[0:39:15] Voice 5: we mean by that yeah okay that's that's undecided here

[0:39:19] Voice 5: and i'm looking to

[0:39:21] Voice 8: so before you get too far

[0:39:22] Voice 8: joe we're now live streaming again and recording and so

[0:39:27] Voice 8: i want to advise uh the ryzen report from

[0:39:29] from

[0:39:29] Voice 8: the in-camera session was that we reviewed

[0:39:32] Voice 8: and discussed the meeting agenda

[0:39:34] Voice 8: for the in-camera session of the Committee of the Whole

[0:39:36] Voice 8: for August the 22nd,

[0:39:38] Voice 8: and we have nothing further to report.

[0:39:41] Voice 8: So we're picking up the agenda where we left off

[0:39:43] Voice 8: in the public venue to discuss the meeting logistics

[0:39:50] Voice 8: associated with our return from in-camera session.

[0:39:54] Voice 8: And Trustee Bernardo, I'll just turn it over to you

[0:39:57] Voice 8: as you've sort of got started there right i think i lost the page i'm on now um we are on

[0:40:04] Voice 8: right

[0:40:07] Voice 5: i i think i think the remaining point here is that we are going to have a discussion about

[0:40:13] Voice 5: meeting strategies and how best approach structuring meetings for efficiency and

[0:40:20] Voice 5: effectiveness yeah right now we don't have a structure to that discussion itself and the

[0:40:29] Voice 5: The suggestion is that let's put some points down for the benefit of the trustees so there's some basic structure for that discussion.

[0:40:38] Voice 5: And I think it might, you know, I would prefer that we propose thematic, that we propose to the group that the way to deal with this is have thematic discussions on certain identified specific topics.

[0:40:57] Voice 5: Trustees can decide what the topic is going to be.

[0:41:00] Voice 5: let's pick for every meeting you know at least three themes and after the meeting we'll pick

[0:41:09] Voice 5: new themes if we work them through or we just carry them on but uh and that will give us at

[0:41:15] Voice 5: least a kind of um structured way of plowing through the through the trust policy statement

[0:41:22] Voice 5: and figuring out uh the different elements whether they work where they don't work and

[0:41:27] Voice 5: the reason for doing it looking at it thematically is to make sure all those moving parts that are

[0:41:32] Voice 5: related to each other actually work so uh i'd like us to put something along those lines in

[0:41:38] Voice 5: the agenda package to say discussion about theme uh i'd like to put in the point the discussion

[0:41:45] Voice 5: about uh chairs again it's an interest efficiency uh when a person is chairing one of these meetings

[0:41:52] Voice 5: and it's a rotating chairmanship that they refrain from uh providing opinions or editorializing it's

[0:42:00] Voice 5: it's really uh do what we can to just keep the thing moving yeah those are the two points i have

[0:42:08] Voice 5: but as i said before if director freighter has some suggestions about how we might structure

[0:42:13] Voice 5: the discussions in an efficient way uh that would be helpful also right

[0:42:19] Voice 8: and it strikes me uh and i'll

[0:42:22] Voice 8: company director just remark on joe's thoughts there is that obviously at the end of each one

[0:42:28] Voice 8: of these sections of discussion i presume that we're going to come out of each one of those

[0:42:32] Voice 8: sessions with the recommendation to council like adopt this as presented or amended in this fashion

[0:42:37] Voice 8: and then move on to the next section so they were advancing the work all at the same time

[0:42:43] Voice 8: over to you director fader uh

[0:42:46] Voice 4: thank you um what i would wonder is given the um volume of work

[0:42:51] Voice 4: and tight deadlines right now i wonder if the committee would consider moving ahead with the

[0:42:55] Voice 4: agenda as presented and i could work with trustee bernardo to prepare like a powerpoint slides

[0:43:00] Voice 4: for the beginning of the meeting that would set out a proposed structure for discussion

[0:43:05] Voice 4: um that could be presented within the meeting itself i just think it's going to be somewhat

[0:43:09] Voice 4: challenging to produce a new like it might delay delivery of the agenda and we already only have a

[0:43:14] Voice 4: week for the council to read all of this so i'm wondering about it i'm just wondering if the

[0:43:18] Voice 4: committee would like to consider a different approach um and i'm making these comments not

[0:43:24] Voice 4: being in the room with my colleagues to sort of seek their views um uh

[0:43:27] Voice 5: if that's what's most

[0:43:29] Voice 5: feasible for staff i certainly would i'm fine with that i mean it's not as good as having something

[0:43:34] Voice 5: ahead of time that people get to look at but on the other hand we kind of nip it in the bud if

[0:43:39] Voice 5: we have a clear enough powerpoint at the beginning of it i mean uh claire whatever path works i'm for

[0:43:46] Voice 5: forth you know and if that's given the demands on staff's time if that if that's the most feasible

[0:43:51] Voice 5: thing then i'm fine with doing it that way

[0:43:55] Voice 7: yeah i'll just

[0:43:57] Voice 7: butt in since since uh chair can't seem

[0:43:59] Voice 7: to see my hand up um and i just want to agree um and uh uh yes you know whatever whatever is

[0:44:10] Voice 7: feasible if if it's a powerpoint is is what's going to get us something for trustees to help

[0:44:15] Voice 7: frame the discussion that's great i'm fine with that just something to frame the discussion is is

[0:44:20] Voice 7: is vital yeah thank you director

[0:44:24] Voice 8: freder oh

[0:44:25] Voice 4: sorry i forgot to take my hand down but i would say thank

[0:44:27] Voice 4: you because i do think phillips into council's best interest to get this agenda out such that

[0:44:31] Voice 4: people have had it before you hit the meeting thank you

[0:44:34] Voice 8: okay um are there is there any direction

[0:44:39] Voice 8: required at this time uh

[0:44:42] Voice 5: i think she has it i

[0:44:46] Voice 4: i would just look to our minute taker to make sure

[0:44:48] Voice 4: that we have all the direction that we need i believe that we do i

[0:44:54] Voice 3: think so over changing them

[0:44:57] Voice 3: regarding the items i think so yes okay

[0:45:05] Voice 8: so then just be certain for the record that the director

[0:45:11] Voice 8: of trust area services is going to create a powerpoint um with uh some speaking points

[0:45:18] Voice 8: um on the discussion yes

[0:45:21] Voice 4: so would you like to would you like to request that of staff by consent

[0:45:26] Voice 8: by general consent or

[0:45:28] Voice 4: by motion or

[0:45:29] Voice 8: by general consent um so that's great then so then that

[0:45:34] Voice 8: brings us back to our executive committee agenda if that's okay and um uh so the final item there

[0:45:43] Voice 8: is that 3.5 trust area services which has got 3.5.1 on it the local government reconciliation

[0:45:49] Voice 8: this is under implementation briefing uh for our review um i think we've advanced that the council

[0:45:56] Voice 8: Council on the other agenda so um and Claire you asked a question about that um so are we satisfied

[0:46:03] Voice 8: with this piece what does it require further direction I

[0:46:08] Voice 4: think you've already passed uh agreed

[0:46:10] Voice 4: to forward it so I think you're complete on that item that's

[0:46:13] Voice 8: what I believe okay so then our next

[0:46:15] Voice 8: meeting is August the 21st 9 15 a.m and looking forward to that so is there any further business

[0:46:23] Voice 8: otherwise I'll call for adjournment and thank you all very much for this really important session

[0:46:27] Voice 8: and Joe good luck thank you for your work coming up here all

[0:46:33] Voice 6: right thank you okay

[0:46:34] Voice 8: let's call for

[0:46:35] Voice 8: adjournment all those in favor that carries enjoy the rest of the day thanks everybody

[0:46:42] Voice 8: thanks Alex thanks Claire

[0:46:44] Voice 9: there you go