Islands Trust Council regular meeting, August 21, 2024

[0:00:01] Trustee Luckham: All right. Good morning, everybody. Welcome to the Executive Committee meeting of August the 21st.

[0:00:07] Trustee Luckham: My name is Peter Luckman, Chair of Honest Trust Council, Chair of Executive Committee.

[0:00:11] Trustee Luckham: I'm joined here today by my colleagues on executive and staff.

[0:00:16] Trustee Luckham: And I'll just quickly do some introductions here from my screen.

[0:00:21] Trustee Luckham: I'm seeing David Maughan. Good morning.

[0:00:23] Trustee Maude: Greetings from Main Island, traditional home of the Wissanik people.

[0:00:26] Trustee Luckham: Good morning. And Tim Peterson.

[0:00:28] Trustee Luckham: Good

[0:00:31] Voice 9: morning from Hwete, Laskete Island, a territory of many Coast Salish peoples and the treaty territory of the Tla'Aman Nation.

[0:00:40] Trustee Luckham: Excellent. And Trustee Elliott.

[0:00:42] Voice 15: Hello from Gabriel Island in Seneimah First Nation Territory. Hello, everyone.

[0:00:50] Trustee Luckham: And on a staff perspective here, we've got Julia Mobs, Interim CAO. Good morning, Julia.

[0:00:58] Trustee Fast: Morning.

[0:00:58] Trustee Fast: morning.

[0:00:59] Trustee Luckham: And in the Victoria boardroom, we've got director

[0:01:03] Trustee Luckham: Claire freighter. Morning.

[0:01:05] Trustee Luckham: And also director David Mahler

[0:01:08] Trustee Luckham: online.

[0:01:10] Voice 7: Oh, yeah. Good morning. And

[0:01:12] Trustee Luckham: director Stefan Cermak also

[0:01:15] Trustee Luckham: online. Good morning. And very grateful and thankful for the

[0:01:20] Trustee Luckham: work that Alexandra Griffin in this does for us. If an EDs

[0:01:24] Trustee Luckham: sorry, those for us and thank you for pulling our agenda

[0:01:30] Trustee Luckham: together and making it all happen so absolutely uh really appreciate the territorial acknowledgements

[0:01:36] Trustee Luckham: of my colleagues on the islands that they live and we work broadly across the coast salish

[0:01:41] Trustee Luckham: territory and seas the salish sea and i am grateful every day to be able to wake up and

[0:01:48] Trustee Luckham: work in this amazing place and reflect on the long history of the first nations people who

[0:01:54] Trustee Luckham: have been here since time immemorial and as we enter into the fall here i i can clearly see in

[0:02:01] Trustee Luckham: my mind's eye um the the busy and happy time of the harvest of the of the naturally growing plants

[0:02:09] Trustee Luckham: and foods as well as harvesting fish and other wildlife to prepare for the coming winters so

[0:02:16] Trustee Luckham: So I'm really grateful to be aware of that, and we'll continue on on that note.

[0:02:24] Trustee Luckham: I'll call our meeting to order, and we have an agenda before us, and I'll ask if there's any additions or deletions to the agenda today.

[0:02:32] Trustee Luckham: Tim Peterson.

[0:02:35] Voice 9: Yeah, if we could have a brief discussion.

[0:02:37] Voice 9: I received this email this morning, sent it out, advice from Director Marler is that it does not need to be in camera, but it's just concerning our agreement with MOTI and we're going on Salt Spring Island roads.

[0:02:56] Voice 9: roads.

[0:02:57] Trustee Luckham: I see. Okay. Do you want to cover, where would you like to cover that? If that sounds like

[0:03:03] Trustee Luckham: a chair report, or you want to do that under new business, under local planning services?

[0:03:14] Voice 9: I probably new business, I'm guessing.

[0:03:17] Trustee Luckham: Okay. Our agenda has changed lately.

[0:03:21] Trustee Luckham: lately. Okay, I'm going to put that under planning services. Oh, no, it's just council initiated. I'm

[0:03:31] Trustee Luckham: sorry, having difficulty with this agenda. Maybe I'm missing a page. I'm not seeing a new business,

[0:03:36] Trustee Luckham: nor am I seeing, I must be missing page three and four of the agenda. So I'm going to put that at

[0:03:42] Trustee Luckham: new business, assuming that it's prior to the end of this meeting, and I'm going to sort out the

[0:03:46] Trustee Luckham: rest of my agenda. And in fact, I see that there. Thank you, Alexandra. Correspondence with program

[0:03:54] Trustee Luckham: next meeting uh new business and so we'll put that under um 9.5 thank you i'm missing an entire

[0:04:05] Trustee Luckham: page here on my printed agenda okay and that's multi-agreement okay um anything else uh vice

[0:04:20] Trustee Luckham: chair uh elegant uh vice chair elliott sorry

[0:04:31] Voice 15: i lost connectivity there um i was just going to

[0:04:34] Voice 15: suggest reordering 8.2.11 and 8.2.12. It looks like the earlier part of the agenda is a little

[0:04:45] Voice 15: bit light. And as we're having other trustees join us at, I think it's 1.45, maybe we can get

[0:04:52] Voice 15: the rest of the business done. I just think we'll land at 8.2.11 earlier than 1.45.

[0:05:00] Trustee Luckham: That's brilliant. I was thinking about that already. So let's change that. So, Alexandra, what time exactly are we expecting other trustees to join us?

[0:05:10] Voice 12: 1 p.m.

[0:05:12] Trustee Luckham: 1 p.m. Okay. So perhaps we'll have a break in there, a lunch reconvene at 1, and then pick that up, that section of the agenda up at 1 p.m.

[0:05:21] Trustee Luckham: And if we end up wrapping up sooner than that, we'll have a more extended break, but we'll just recess at that time, if that's all right with everybody.

[0:05:30] Trustee Luckham: thank you for that uh vice chair elliott um anything else julia moffs i'd

[0:05:40] Voice 5: like to suggest

[0:05:41] Voice 5: a reorder to the committee uh 7.1 i think it makes more sense to talk about 7.1.2 in advance

[0:05:49] Voice 5: of 7.1.1 that's

[0:05:57] Trustee Luckham: brilliant uh because i thought exactly the same thing julia brilliant thank you

[0:06:02] Trustee Luckham: uh absolutely let's uh reshuffle that order and we can have that conversation about restructuring

[0:06:08] Trustee Luckham: in the agenda and then indeed look closely at the agenda so thank you for this uh work and

[0:06:14] Trustee Luckham: improvement of how we conduct our business um anything else from anybody sir

[0:06:21] Voice 12: look i might have

[0:06:22] Voice 12: those late pieces of correspondence that i sent out uh

[0:06:26] Trustee Luckham: the two pieces from uh uh the provincial

[0:06:30] Trustee Luckham: government uh ministries of health and minister of municipal affairs there's

[0:06:35] Voice 12: three so they're all

[0:06:37] Voice 12: All of our responses to the minister meeting requests went from the premier's office, the municipal affairs, and Adrian Dix.

[0:06:45] Voice 12: And then we also have the correspondence from the Oceans Protection Plan.

[0:06:52] Trustee Luckham: Yeah, so let's include those in the conversations regarding Union and BC Municipality Strategic Session, because that certainly informs that conversation.

[0:07:03] Trustee Luckham: So let's include those as correspondent.

[0:07:05] Trustee Luckham: Well, we'll receive them as correspondence, but let's include them at 8.2.11 if you can be prepared to bring those up on the screen.

[0:07:13] Trustee Luckham: Did you manage to circulate that to the other trustees attending UBCM?

[0:07:16] Trustee Luckham: I did.

[0:07:17] Trustee Luckham: Excellent. Good work. Thank you.

[0:07:20] Trustee Luckham: Okay, so that's satisfactory.

[0:07:21] Trustee Luckham: Tim Peterson, something else?

[0:07:24] Voice 9: I just don't know that the ocean protection plan part really fits in the UBCM section.

[0:07:31] Trustee Luckham: You are right about that.

[0:07:33] Trustee Luckham: So that could be added in just the general correspondence.

[0:07:40] Trustee Luckham: Thank you.

[0:07:47] Trustee Luckham: Okay, so then that amends the agenda.

[0:07:52] Trustee Luckham: So let's approve the agenda by general consent as amended,

[0:07:55] Trustee Luckham: and we'll move on.

[0:07:57] Trustee Luckham: Agenda context notes are there for our reference

[0:07:59] Trustee Luckham: to get us started on the agenda prior to the meeting.

[0:08:03] Trustee Luckham: I appreciate that.

[0:08:05] Trustee Luckham: Rise and report decisions from previously closed meetings.

[0:08:08] Trustee Luckham: So, the previously closed meeting of the Executive Committee reviewed an in-camera agenda for

[0:08:17] Trustee Luckham: a future Committee of the Whole in-camera meeting were briefed, and the Committee was

[0:08:24] Trustee Luckham: also briefed on the Thetis Island bylaw enforcement with respect to a lot on that island.

[0:08:34] Trustee Luckham: And the minutes of the previous meeting were adopted.

[0:08:39] Trustee Luckham: So that's all there is to report out from that previous in-camera session.

[0:08:43] Trustee Luckham: This brings us immediately to adoption of minutes of that same meeting, July the 24th.

[0:08:51] Trustee Luckham: This is the public meeting minutes.

[0:08:53] Trustee Luckham: And I'll ask if there's any changes that trustees feel need to be made to those minutes.

[0:08:59] Trustee Luckham: Anything?

[0:09:01] Trustee Luckham: No, seeing nodding heads.

[0:09:03] Trustee Luckham: heads. So therefore, I'm going to adopt the draft minutes of the executive committee meeting of July

[0:09:08] Trustee Luckham: 24th by general consent as presented. And thank you, Alexandra, for the excellent minutes there.

[0:09:19] Trustee Luckham: Let us move now to the follow-up action list and updates. I note that the follow-up action list is

[0:09:26] Trustee Luckham: getting quite long. And so thank you for that. And so I'm going to go to CAO

[0:09:36] Trustee Luckham: Mobs to brief us on her section initially, and then we'll go to each of the directors

[0:09:43] Trustee Luckham: to provide updates on the follow-up action list and report out on their areas of responsibility.

[0:09:48] Trustee Luckham: So CAO Mobs, over to you.

[0:09:52] Voice 5: Thanks, Chair. Good morning, everybody. The follow-up action list

[0:09:57] Voice 5: contains items that are primarily related to my director hat that I'm still currently wearing.

[0:10:01] Voice 5: Those items are on page 19 of the agenda. If we wanted to flip there, I can speak to those briefly.

[0:10:08] Voice 5: The first item relates to a policy review. The timing there had been planned for September.

[0:10:12] Voice 5: The intention was to have that work completed and going to Trust Council for September.

[0:10:17] Voice 5: Given I've stepped into the interim CAO role and still maintaining the director level position,

[0:10:21] Voice 5: this work has been delayed.

[0:10:24] Voice 5: It is a policy that is working,

[0:10:26] Voice 5: it just needs to be refined a little bit.

[0:10:28] Voice 5: So I don't see any significant impact or risk

[0:10:30] Voice 5: to the review of this particular policy being delayed.

[0:10:33] Voice 5: And I'll be updating the target date

[0:10:35] Voice 5: on the follow-up action list to reflect that delay.

[0:10:38] Voice 5: Item number two is talking about future education sessions

[0:10:40] Voice 5: that might benefit trustees.

[0:10:42] Voice 5: So I've picked up that exercise.

[0:10:44] Voice 5: That's part of why I was resurrecting

[0:10:45] Voice 5: the continuous learning plan,

[0:10:47] Voice 5: which executive committee looked at a few meetings ago.

[0:10:49] Voice 5: go. And so I'll continue to be working on that moving forward. Item number three is actually

[0:10:55] Voice 5: something I would hope to get some clarity on from executive committee. It's talking about the

[0:11:00] Voice 5: viability and costs of trustees attending a forum in association with Trust Council. It came out of

[0:11:06] Voice 5: the last meeting. And to be honest, I don't recall in particular what that one was about.

[0:11:12] Voice 5: So of course, nothing's been actioned as of course, clarity is required there. So if the

[0:11:17] Voice 5: committee has some insights I'll happily take that

[0:11:22] Trustee Luckham: I'm drawing a blank on that Toby over to you

[0:11:26] Trustee Luckham: thank

[0:11:26] Voice 15: you so this was in regards to initiating a request to the name of First Nation to potentially

[0:11:35] Voice 15: host a forum at an upcoming trust council meeting and we were exploring options for

[0:11:42] Voice 15: the c2c funding and if that couldn't be secured what are the other options for funding

[0:11:48] Voice 15: I have a little bit of an update there. I'm not sure how much to share yet because it's not fully confirmed, but it looks like on the Thursday of this September Trust Council, which we can discuss when we get to that agenda item, there may be a very significant speaker who is from Synonymic First Nation addressing the local trust.

[0:12:21] Voice 15: trust area and so there could be an opportunity for trust council like trustees and staff

[0:12:27] Voice 15: to attend that somehow whether virtually or in person but unfortunately falls on the thursday

[0:12:33] Voice 15: and i can't confirm that's um going to happen or not so um we're talking with director freighter

[0:12:41] Voice 15: and still moving ahead with this um idea to to explore a forum this dynamic first nation is the

[0:12:50] Voice 15: the lead um or another first nation it's just because of where we typically hold trust council

[0:12:56] Voice 15: Nanaimo being one of the areas so um is that enough information for that one that does provide

[0:13:06] Voice 5: clarity um we'll probably just update um the wording of this motion a little bit just to be

[0:13:10] Voice 5: clear that that's what it relates to um and we will be talking about the trust council agenda

[0:13:15] Voice 5: agenda schedule today so there's opportunity to have further conversation if needed around that

[0:13:20] Voice 5: particular action. Okay so that's all I need for that item. Thank you for that. There's nothing

[0:13:29] Voice 5: else on the follow-up action list for me. I can provide a director's update and an interim CAO

[0:13:35] Voice 5: update if the committee wishes.

[0:13:38] Voice 11: Yes please yeah.

[0:13:41] Voice 5: Okay so my world is not boring right now. There's

[0:13:46] Voice 5: multiple hats, of course, interim CAO role, as well as the director of admin services. I'm also

[0:13:52] Voice 5: still maintaining a lot of the work that's contained in the manager of finance and accounting

[0:13:56] Voice 5: level position as we haven't yet finalized the recruiting there. So maybe I'll just speak to

[0:14:00] Voice 5: that briefly. The hiring competition for that particular role closed a few weeks ago. We did

[0:14:06] Voice 5: have a significant number of applicants, which is great. We've screened those down to just under 10

[0:14:13] Voice 5: 10 applicants. So we do plan to administer a skill based test as the next step in that

[0:14:19] Voice 5: competition. And then we'll be moving to interviews. So I'm really looking forward

[0:14:23] Voice 5: to bringing somebody in for that position. The director of admin services position not yet

[0:14:28] Voice 5: backfilled. I continue to face rejection as I offer that role up to people out in the big bad

[0:14:33] Voice 5: world. We've reached out to three additional people this week who I think are qualified

[0:14:38] Voice 5: candidates to step in um if we don't take have anyone there who wishes to step into the role

[0:14:44] Voice 5: we'll have to post it and sort of go through a formal hiring competition um so hopefully we can

[0:14:50] Voice 5: get someone secured in that seat um fairly quickly um also just on my director level role i'll report

[0:14:56] Voice 5: on that briefly the financial planning committee agenda heads out the door this week so i'll be

[0:15:00] Voice 5: turning my attention to that after this meeting today and then thursday and friday um there's

[0:15:05] Voice 5: nothing of great significance on the agenda with the exception of the start

[0:15:10] Voice 5: of a budget discussion so budget assumptions principles and guidelines

[0:15:14] Voice 5: will head to financial planning committee for their next meeting of

[0:15:17] Voice 5: course budget guidelines is something that financial planning committee is

[0:15:20] Voice 5: looking to trust council to step into in a more significant way so that I think

[0:15:26] Voice 5: will be a good discussion at financial planning committee coming up next week I

[0:15:32] Voice 5: Um, I think that's it from the director level, um, work that I'm doing that I'll, I'll speak

[0:15:37] Voice 5: to for now, as far as, uh, the interim CAO position, also lots of them that go there,

[0:15:41] Voice 5: the strategic plan is advancing.

[0:15:43] Voice 5: Um, I've been working with a consultant that came to Trust Council in June to finalize

[0:15:47] Voice 5: that document.

[0:15:48] Voice 5: We are intending to bring that to Trust Council.

[0:15:50] Voice 5: It is, um, on a three-day agenda.

[0:15:52] Voice 5: You'll notice it there.

[0:15:53] Voice 5: Um, we would be seeking Trust Council's approval so that we can move this forward in the corporate

[0:15:57] Voice 5: planning process.

[0:15:58] Voice 5: process there will need to be an exercise on prioritization as part of that approval of course

[0:16:03] Voice 5: the strategic plan was developed with you know sort of four or five years in mind and there's

[0:16:09] Voice 5: not four or five years left in the term so trust council is going to have to give direction to

[0:16:13] Voice 5: staff on what they would like to be prioritized for the last two years of term so I've been

[0:16:18] Voice 5: working on that we have internally been developing a project status template that I'd like to roll

[0:16:26] Voice 5: out so that there is greater transparency and consistency in how we're reporting both

[0:16:31] Voice 5: to trustees and to the public on the status of the various projects that are underway,

[0:16:35] Voice 5: in particular strategic plan projects and any politically directed work.

[0:16:40] Voice 5: So there's a template that's been drafted, it's been reviewed by management team, it'll

[0:16:44] Voice 5: be rolled out very shortly, and we're hoping that it will bring greater clarity, transparency,

[0:16:50] Voice 5: consistency on where things are at with our projects.

[0:16:53] Voice 5: The Section 3 object discussion we'll talk about when we get to the Trust Council agenda.

[0:16:59] Voice 5: Trust Council will be talking about the definition and the object at the upcoming Trust Council meeting.

[0:17:06] Voice 5: That was an explicit direction from Trust Council to have the discussion there.

[0:17:11] Voice 5: So we're starting to pull together all of the documents that are related to that,

[0:17:14] Voice 5: and we'll have a conversation further on in the agenda about what that session maybe should look like.

[0:17:20] Voice 5: uh governance committee uh met last week to talk about the provincial review um that's been a

[0:17:26] Voice 5: significant piece of work for me um of course there's a lot to think about there it's a really

[0:17:30] Voice 5: important um conversation that we'd like to have with the province so i've been doing what i can

[0:17:36] Voice 5: to help best support that work um you know we we know the province we sort of know the kinds of

[0:17:42] Voice 5: things that they're looking for when we undertake this work so i've been doing my best to really

[0:17:46] Voice 5: really help the committee think about how to best frame the arguments going forward so that we can

[0:17:50] Voice 5: achieve success. And governance committee will be meeting again to talk about that in advance of

[0:17:55] Voice 5: trust council. I talked to this committee formerly about conducting a staff survey internally. So we

[0:18:02] Voice 5: haven't conducted a staff survey at Islands Trust since 2019. That was before the pandemic. Things

[0:18:07] Voice 5: are very different now in the way we do business. We also had a lot of staff turnover. So I've been

[0:18:12] Voice 5: working to develop um some new questions that will be on that staff survey and hopefully we

[0:18:17] Voice 5: can roll that out in the next couple of months um and see how we're doing as an organization

[0:18:22] Voice 5: so i think that's plenty for now i'm happy to take any questions if there are any

[0:18:26] Voice 5: excellent work

[0:18:29] Trustee Luckham: julia thank you very much you're in ably handling the uh interim cao

[0:18:34] Trustee Luckham: position i appreciate that with your other workload any uh questions or comments from

[0:18:41] Trustee Luckham: the vice chairs okay i'm going to proceed then to um do you want to do your director of

[0:18:51] Trustee Luckham: administrative services at this point or if you've you've covered that off in your report do you have

[0:18:56] Trustee Luckham: anything on the follow-up action list you'd like to make additional remarks about um the three

[0:19:01] Trustee Luckham: items that are there i spoke to already okay so um then i'm going to now move to um director of

[0:19:10] Trustee Luckham: of Trust Area Services for your report.

[0:19:16] Voice 13: You're welcome.

[0:19:17] Voice 13: I will just walk you through just a few items

[0:19:20] Voice 13: that I feel need speaking to.

[0:19:21] Voice 13: So if we can move to the next page,

[0:19:23] Voice 13: I'll speak to number six to let you know

[0:19:26] Voice 13: that we've been in touch with San Juan County

[0:19:29] Voice 13: to see if there's an interest in attending,

[0:19:31] Voice 13: and indeed there is.

[0:19:33] Voice 13: And we can speak to that later on today

[0:19:34] Voice 13: when we get to the Trust Council agenda item.

[0:19:38] Voice 13: On number seven, it's on your agenda today.

[0:19:40] Voice 13: So hopefully we can get direction to move ahead on that MAPTEP Regulation Advocacy Project.

[0:19:47] Voice 13: With regard to, if you can move down further to the next page, please.

[0:19:52] Voice 13: On number 10, we will begin working shortly on organizing a Role of the Trust webinar,

[0:20:00] Voice 13: likely for delivery in October at this stage, given that September is shaping up to be a

[0:20:04] Voice 13: quite busy month.

[0:20:06] Voice 13: So we look forward to delivering that.

[0:20:07] Voice 13: that. And then finally, I wanted to speak to the work towards organizing this community to

[0:20:15] Voice 13: community forum. I've been in touch with Trustee Elliott, and I've met with Joe Elliott and Mike

[0:20:22] Voice 13: Richards on staff, our Indigenous Relations Advisor and Grants Manager, looking at timing.

[0:20:27] Voice 13: So given the motion suggests that there might be some sort of event December or March, but the

[0:20:34] Voice 13: the C2C funding deadline is not until December.

[0:20:37] Voice 13: It seems unlikely that we would achieve anything

[0:20:40] Voice 13: in an externally funded way before the March meeting

[0:20:43] Voice 13: because we like, I hear from the grants manager,

[0:20:46] Voice 13: it's possible we would hear back in January

[0:20:48] Voice 13: that would give us sufficient time

[0:20:50] Voice 13: to then organize the event for March.

[0:20:52] Voice 13: But it seems more likely that the event

[0:20:55] Voice 13: would be March or June for a trust council meeting

[0:20:57] Voice 13: than December.

[0:20:58] Voice 13: So just wanted to put that on the table

[0:20:59] Voice 13: for you to think about.

[0:21:02] Voice 13: I see a hands up, Sherlock.

[0:21:03] Voice 13: like him maybe i'll would you like me to pause for a question there i'm sure and

[0:21:08] Voice 15: so thank you um

[0:21:10] Voice 15: director freighter if i could just clarify so if we secure if we secure a grant in um

[0:21:17] Voice 15: december grant those funds can be used anytime in the next fiscal year is or in the following

[0:21:24] Voice 15: for activities in the following year we're not restricted for it has to be used in that quarter

[0:21:29] Voice 15: order following i

[0:21:31] Voice 13: will confirm that but that is my understanding that what it would it would then

[0:21:34] Voice 13: be applicable for future meetings

[0:21:36] Voice 13: so

[0:21:37] Voice 15: so this could be at a future trust council it doesn't have to be

[0:21:40] Voice 15: spring just okay i

[0:21:43] Voice 13: will go i will go and confirm that fact with our grants manager but that is my

[0:21:46] Voice 13: general understanding okay

[0:21:48] Voice 15: great thanks you

[0:21:51] Trustee Luckham: want to continue there i'll continue

[0:21:53] Voice 13: down the list um

[0:21:54] Voice 13: i will let you know that for number 15 here um we have a delay on advocacy letters generally

[0:22:00] Voice 13: both for local trust committees, council and executive committee, simply as a result of

[0:22:05] Voice 13: many projects on the move and supporting the committee of the whole. So we will try and get

[0:22:10] Voice 13: to these, but as I've mentioned previously, we have low staff capacity. We haven't backfilled

[0:22:14] Voice 13: the senior policy advisor position that's currently supporting the policy statement project,

[0:22:19] Voice 13: which is resulting in a delay on some other initiatives. So we will try and get to these,

[0:22:24] Voice 13: but there is certainly a delay happening on some of the requested advocacy letters.

[0:22:28] Voice 13: So that would be the same for number 17 as well.

[0:22:33] Voice 13: So I'll see if there's any questions

[0:22:35] Voice 13: and if not, I can move into my director's report.

[0:22:41] Trustee Luckham: Vice Chair Peterson.

[0:22:43] Voice 9: Yeah, just on the letters and in a sort of broad sense,

[0:22:50] Voice 9: it's been a concern of mine sort of ongoing

[0:22:53] Voice 9: for a while here and I'm wondering what executive committee

[0:22:59] Voice 9: committee um might be able to come up with to to help um these letters not only the advocacy

[0:23:08] Voice 9: letters um in in your department uh director freighter but um for example there's been a

[0:23:17] Voice 9: significant uh six month delay in in um and a response um to uh uh the minister of housing

[0:23:25] Voice 9: saying from Salt Spring, we have to some find a way to get a grip on answering and making getting

[0:23:33] Voice 9: these letters out in a more timely fashion. And I don't have the answers here. But is there maybe

[0:23:42] Voice 9: the CAO has some advice? How can we? What can we do? I hear that there's a senior policy advisor

[0:23:52] Voice 9: your backfill that needs to happen is there anything else that that we can do to um provide

[0:23:59] Voice 9: to help come up with some capacity so we're not in this crazy time lag on on some of this

[0:24:06] Voice 9: correspondence i just find it really concerning do

[0:24:13] Voice 5: you want me to respond to that one chair please

[0:24:15] Voice 11: that'd be great um

[0:24:18] Voice 5: so generally if we're looking to create capacity you are adding dollars to bring

[0:24:23] Voice 5: in contractors you are adding dollars to bring in new staff resources or you are choosing not

[0:24:28] Voice 5: to do other work so those are the options at the disposal of trustees if we want to be focusing

[0:24:34] Voice 5: and prioritizing these letters is to give direction to staff on what other work should

[0:24:41] Voice 5: not be happening or if there's nothing that can be delayed or dropped we could be looking to bring in

[0:24:50] Voice 5: additional resources so what director freighter has mentioned is that the senior policy advisor

[0:24:54] Voice 5: has been focused almost solely on the policy statement because that's a very political

[0:25:00] Voice 5: highly prioritized piece of work from trust council there's a lot more in the policy statement

[0:25:06] Voice 5: advisor job description that that role is meant to take on that is not being completed because

[0:25:12] Voice 5: the focus has been on the policy statement and when the policy statement was contemplated and

[0:25:18] Voice 5: budgets were approved for that there were not dollars allocated to bring someone else in to

[0:25:23] Voice 5: take care of those pieces of work that are in the job profile that are essentially being displaced

[0:25:29] Voice 5: um so that's what i see as the options director freighter you know if there's um other things

[0:25:35] Voice 5: that you would like to add i would welcome that if the committee would as well um but that's what

[0:25:39] Voice 5: i see is the options at this point i

[0:25:43] Voice 13: might share i'll simply add to that the the um past practice

[0:25:47] Voice 13: has been for the director to take up a lot of that work but what i would say is my capacity for that

[0:25:51] Voice 13: has certainly shifted i've got essentially a brand new team of staff so i'm spending a lot of my time

[0:25:56] Voice 13: supporting new staff and their new rules um which is then reducing the amount of available time i

[0:26:01] Voice 13: have to undertake you know filling undertaking the work of my staff directly um and i'm dealing

[0:26:06] Voice 13: with a number of vacancies or changes so it's certainly reducing the amount of available time

[0:26:13] Trustee Luckham: right well thank you julia and thank you director frederick if i just might share i think that

[0:26:19] Trustee Luckham: perhaps what might be helpful in in its own way is for executive committee to prioritize those

[0:26:25] Trustee Luckham: pieces of communication that are are more important so that those ones that are long

[0:26:31] Trustee Luckham: standing might get addressed but tim did you have a follow-up or should i continue on with

[0:26:36] Trustee Luckham: to that by sure elliot yeah

[0:26:38] Voice 9: i did have a follow-up and i'm i'm just uh trying to think out loud here

[0:26:43] Voice 9: um uh in terms of we're about to enter the next budget cycle um certainly from my perspective as

[0:26:53] Voice 9: as um chair of salt spring and hornby in particular um the timeliness of of letters

[0:27:01] Voice 9: and correspondents in a general way is really important

[0:27:05] Voice 9: and the delays are concerning.

[0:27:08] Voice 9: And so I'm wondering in terms of the next budget cycle,

[0:27:13] Voice 9: what's an appropriate potential request

[0:27:17] Voice 9: coming out of this committee

[0:27:22] Voice 9: to help fund either a position or a contract

[0:27:27] Voice 9: or whatever's most appropriate.

[0:27:29] Voice 9: I would take staff advice on that.

[0:27:32] Voice 9: so that we can address this going into into the next um next year that's

[0:27:39] Voice 9: i mean what is the most appropriate thing a position or just additional funding to help

[0:27:48] Voice 9: getting some contracted help um i'm not certain but i i certainly would support

[0:27:57] Voice 9: um a request for additional funding to help address this this issue uh

[0:28:04] Voice 11: director mobs or sorry

[0:28:06] Voice 11: Sorry, CAO mobs.

[0:28:08] Voice 5: Either is still true at this point, Chair Lockham.

[0:28:13] Voice 5: Your question or your comment is quite timely, Trustee Peterson.

[0:28:17] Voice 5: Executive Committee will be looking at their budget requests for next budget cycle fairly soon coming up here.

[0:28:24] Voice 5: Staff can certainly bring forward some options.

[0:28:28] Voice 5: We can examine sort of what might be the best way to advance some of this work.

[0:28:32] Voice 5: Contractor dollars are great, but sometimes there's a lot of extra work.

[0:28:36] Voice 5: to oversee a contractor when it's some work

[0:28:39] Voice 5: that's very sort of unique to Islands Trust,

[0:28:41] Voice 5: it's easier for staff to be doing the research.

[0:28:43] Voice 5: So we can examine if a contractor or staff

[0:28:47] Voice 5: might be the best way to address this

[0:28:49] Voice 5: and bring forward a discussion for executive if you wish.

[0:28:52] Voice 9: I think that'd be very helpful.

[0:28:55] Voice 11: Thanks, Chair Elliott.

[0:28:56] Voice 9: We really appreciate that.

[0:28:59] Voice 15: And I was thinking as FPC, Financial Planning Committee

[0:29:04] Voice 15: looks to discuss um guidelines for trust council would it be helpful to have reporting from the

[0:29:12] Voice 15: director of trust area services on you know what sort of projects have had to be left off to the

[0:29:19] Voice 15: side because um the policy advisor position um wasn't backfilled and so it's i think it's really

[0:29:30] Voice 15: important to know for trustees in making their decision about what we're going to fund in the

[0:29:35] Voice 15: next fiscal um and then you know administrative um or director of administrative services can

[0:29:44] Voice 15: can say well if you fund a contractor position it might be this many hours but we need to know how

[0:29:49] Voice 15: many hours and how many projects like what has actually been left off the table uh or not

[0:29:55] Voice 15: not addressed in last year so that we can fund it appropriately.

[0:30:00] Voice 15: either through a consultant or another position.

[0:30:04] Voice 15: I don't know if it's too soon to bring that to FPC,

[0:30:07] Voice 15: but this is probably an executive committee request.

[0:30:14] Voice 15: And then what do we do in the meantime?

[0:30:18] Voice 15: Because, yeah, I agree with

[0:30:21] Voice 15: Vice Chair Peterson.

[0:30:23] Voice 15: We need to do something.

[0:30:26] Trustee Luckham: Thank you, Vice Chair Elliott.

[0:30:28] Trustee Luckham: Just reflecting on this,

[0:30:30] Trustee Luckham: I guess it would be good to understand

[0:30:33] Trustee Luckham: what the deficit actually is in without positions being filled and whether that is

[0:30:41] Trustee Luckham: if that deficit didn't exist whether or not we'd be in a better balance or whether or not we're just

[0:30:47] Trustee Luckham: simply the amount of advocacy requests are exceeding even the regularly available capacity

[0:30:54] Trustee Luckham: but I just want to acknowledge actually that the work that Director Fader does on an ongoing basis

[0:31:00] Trustee Luckham: on advocacy generally and there are numerous distractions associated with that um um but also

[0:31:07] Trustee Luckham: acknowledge that alexandra uh trifonitis has also been contributing to that uh letter writing

[0:31:14] Trustee Luckham: process and certainly supportive of the of the chair in uh that work of writing to folks and um

[0:31:21] Trustee Luckham: um the the islands trust i think historically and and director freighter can take the kudos for that

[0:31:28] Trustee Luckham: That is highly respected for its levels of advocacy and that these are not just simply letters that need to be written.

[0:31:36] Trustee Luckham: They need to be well informed based upon council policy, based upon what we know about whatever the particular matter is,

[0:31:45] Trustee Luckham: in order to solicit, often solicit change or funding or otherwise to advance the work in the work as specified in the mandate,

[0:31:54] Trustee Luckham: mandate preserving and protecting the Allen's Trust area in cooperation with others. And it's

[0:32:00] Trustee Luckham: that cooperation with others piece that is advocacy. We've identified that as a very big

[0:32:05] Trustee Luckham: thing. And we need to do good work here in order to be successful with our advocacy. And so I

[0:32:13] Trustee Luckham: certainly look forward to a solution to prioritize and apply the resources where they're mostly

[0:32:18] Trustee Luckham: needed. But I just want to acknowledge the work that is happening in the face of developing a

[0:32:28] Trustee Luckham: serious piece of work being that of the policy statement, and of course, working with so many

[0:32:34] Trustee Luckham: others already. So I think, let us move along. Director Frater, there was a question that got

[0:32:42] Trustee Luckham: to be extended. I'll just turn it back to you for your follow-up action list conclusions. And

[0:32:48] Trustee Luckham: any area of reporting and certainly would be interested to know about your hiring successes.

[0:32:55] Voice 13: Thank you, Chair Leckham, and thank you, Executive Committee, for that. I hear a

[0:32:58] Voice 13: level of support

[0:32:59] Voice 13: there for bringing forward a business case for some additional resources. So we look forward

[0:33:03] Voice 13: to providing that to you for consideration during the budget process. If there's no further

[0:33:08] Voice 13: questions on the activities listed there, I'll move into my Director's Update, which is primarily

[0:33:14] Voice 13: to let you know I'm settling in all the new staff I've got so really pleased to have you know be

[0:33:19] Voice 13: building a new team and we're really welcoming everyone but I am now heading into another

[0:33:23] Voice 13: recruitment process for our program coordinator position. Jillian Nichols has left us for a

[0:33:28] Voice 13: position in planning at City of Victoria and we're also just kicking off the classification process

[0:33:34] Voice 13: and then heading into recruitment for the conservancy team lead position. So we're

[0:33:38] Voice 13: We're continuing to have some HR activity happening, but really happy with the new team

[0:33:45] Voice 13: members we've got, but recognizing it does create additional burden as everyone's learning

[0:33:48] Voice 13: to find their way through all the records and understand our policies and procedures.

[0:33:53] Voice 13: One of the notable events I wanted to let you know about is we have secured a meeting

[0:33:58] Voice 13: long awaited with municipal affairs staff.

[0:34:01] Voice 13: So we're in early September.

[0:34:02] Voice 13: We're going to be getting together with the leadership of Islands Trust with the key staff

[0:34:08] Voice 13: people that we work with at municipal affairs to work through a number of issues related

[0:34:12] Voice 13: to bylaw approvals and processes and talk about the relationship and how things work so i'm very

[0:34:17] Voice 13: excited about this it's a long time coming um and it will be in advance of ubcm so we can work

[0:34:22] Voice 13: through any particular staff to staff issues and then sort of advise you on anything further that

[0:34:27] Voice 13: needs to be said if you choose to undertake any meetings at ubcm so just wanted to let you know

[0:34:32] Voice 13: that that's happening and we're very pleased with that we're looking forward to having some time

[0:34:36] Voice 13: together with those staff to work through some of the kinks that we have with the processes um with

[0:34:41] Voice 13: regard to trust programs committee an agenda went out yesterday it should be a fairly light meeting

[0:34:45] Voice 13: um they're just moving forward with fairly routine business um i am going to be proposing for the

[0:34:51] Voice 13: agenda going to financial planning committee that they um reinitiate the budget engagement process

[0:34:57] Voice 13: but that will be up to that committee but we're providing them with the materials to

[0:35:01] Voice 13: re-contemplate that decision. There is a reconciliation learning group event tonight

[0:35:07] Voice 13: for those of you that are members of that group. We are having to prompt trustees at some point

[0:35:12] Voice 13: soon to start thinking about what they want for next year in the budget for reconciliation

[0:35:17] Voice 13: activities and learning and whether they'd like to continue with the model we've got right now

[0:35:22] Voice 13: or undertake something different. So I'll just mention it here so you can start, you know,

[0:35:26] Voice 13: talking with your colleagues and thinking for yourselves about what you might like to do in

[0:35:30] Voice 13: the future. And finally, we have a committee of the whole meeting tomorrow evening to talk further

[0:35:35] Voice 13: about the policy statement. So we look

[0:35:37] Voice 13: forward to seeing you all there. There's much a lot of

[0:35:40] Voice 13: other things underway right now, but I'll leave it there as the highlights and happy to take any

[0:35:44] Voice 13: questions.

[0:35:47] Trustee Luckham: Any questions? No. Okay. So just thinking of the news that you provide us there

[0:35:56] Trustee Luckham: us there about meeting with the municipal affairs um assuming when you said leadership that it does

[0:36:03] Trustee Luckham: or does not include executive committee members i

[0:36:06] Voice 13: know it's staff to staff so we're meeting with

[0:36:08] Voice 13: the the operational line staff that help us process bylaws for example um so it's really

[0:36:14] Voice 13: staff to staff and we're working through sort of how we ensure that things like making sure

[0:36:19] Voice 13: that our engagement lists with nations match up so that whenever bylaw travels um we have

[0:36:24] Voice 13: up certainty that we've got all the correct nations that they would check off on their lists

[0:36:28] Voice 13: we're finding out with certainty who we talk to about what sorts of questions it's that sort of

[0:36:33] Voice 13: operational level meeting but long desired and we're looking forward to having those conversations

[0:36:37] Voice 13: with their new and they've hired a number of new staff so we're looking forward to meeting them

[0:36:42] Trustee Luckham: that's excellent um I was just getting nervous about UBCM coming up quickly so um thank you for

[0:36:49] Trustee Luckham: that um that's good news um so that concludes your reporting yes thank you

[0:36:55] Trustee Luckham: i'm going to turn then to

[0:36:57] Trustee Luckham: i see we've got a new item on our follow-up action list here but i'm going to skip over

[0:37:01] Trustee Luckham: that at the moment and go directly to director sir mac regional planning services good morning

[0:37:11] Voice 8: everybody good

[0:37:12] Voice 11: morning so

[0:37:13] Voice 8: my list on here is quite short i've reported on everything i have nothing

[0:37:18] Voice 8: Something new to add to this list, two are completed, one is in progress, and the item

[0:37:22] Voice 8: number two in terms of GIS resources, I've been working closely lately with our new information

[0:37:31] Voice 8: services manager.

[0:37:34] Voice 8: We have a surprisingly long shopping list of things to work through.

[0:37:37] Voice 8: This is one of them.

[0:37:39] Voice 8: We were hoping to have more answers about sharing GIS resources as we do a work program

[0:37:45] Voice 8: or work plan for a new GIS coordinator that that position is still vacant and it's been reposted so

[0:37:52] Voice 8: I have nothing further to add at this moment we don't have a work plan in place yet but in that

[0:37:57] Voice 8: I can go into a few other items in terms of just a regular reporting update any

[0:38:01] Trustee Luckham: questions from

[0:38:04] Trustee Luckham: director sir max update on his on his follow-up action list no all right so let's go to your area

[0:38:12] Trustee Luckham: a report i'm apologize for the ringing noise in the background i've tried to turn that off we'll

[0:38:17] Trustee Luckham: do it again thank

[0:38:19] Voice 8: you i i don't hear ringing but uh perhaps that's a good sign yeah okay so a lot

[0:38:25] Voice 8: of things going on right now um i i almost load to repeat the words city view to you but i will

[0:38:32] Voice 8: because uh city view we're in our final implementation for the planning we expect

[0:38:36] Voice 8: to be done at the end of this month really grateful to our new information services uh

[0:38:41] Voice 8: manager jumping in really able to speak the fine technical speak to you know one software

[0:38:49] Voice 8: implementation person to another type thing and so all the little issues we had we were a tiny

[0:38:55] Voice 8: bit rushed to implement it mainly because of the grant that we had to meet their deadline

[0:38:58] Voice 8: and so we've we had a list of issues and we're successfully knocking those off so that's great

[0:39:04] Voice 8: we expect to be fully into the service implementation mode which means we there

[0:39:10] Voice 8: were just a regular customer of theirs within the by the end of this month so that's great

[0:39:15] Voice 8: we're taking those lessons learned and applying them to the bylaw enforcement module which was

[0:39:20] Voice 8: approved by trust council and we're asking some tough questions you know about reporting modules

[0:39:28] Voice 8: that they create what's included in the service agreement we're able to foresee potential issues

[0:39:34] Voice 8: a little bit better so we've been working with city view to asking questions before we sign a

[0:39:39] Voice 8: service agreement and we've been exploring just a couple other options having a sober second look

[0:39:44] Voice 8: and if anything if any recommendations for changing how we implement that we'll come forward

[0:39:49] Voice 8: to executive for that but nothing to report on that now just that we're having a really good

[0:39:55] Voice 8: lessons learned application to this new module on another note working with the public or provincial

[0:40:03] Voice 8: public service agency about the biologist biologist position that trust council approved

[0:40:08] Voice 8: We're still targeting October 1st to have the biologists join the planning team.

[0:40:13] Voice 8: It's going to be tight to meet that deadline, but I'm optimistic we can.

[0:40:17] Voice 8: So I'm really stoked about that, being working on the work program.

[0:40:20] Voice 8: And I thank Claire and actually David Marner for doing that work while I was away last year and making that happen.

[0:40:27] Voice 8: So it's really exciting every time I touch that and what they're going to help add to our team in terms of meeting the mandate

[0:40:35] Voice 8: date and making sure it becomes um a part of our everyday work otherwise be working uh with the

[0:40:41] Voice 8: rest of the planning service management team all kinds of things happening we're working on the rpc

[0:40:46] Voice 8: regional planning committee items that we're having a meeting coming up um there's various

[0:40:51] Voice 8: issues in there about first nation pardon me bylaw enforcement uh fresh water sustainability

[0:40:58] Voice 8: and housing they're all moving along quite well very excited about how that's shaping up

[0:41:03] Voice 8: uh i believe trustee elliott is going to be doing a presentation uh regarding tiny homes i had a

[0:41:09] Voice 8: nice look at that very professional looking uh presentation and very interesting to boot

[0:41:14] Voice 8: um what else we're working on so yeah and in terms of day-to-day work we've got a lot of uh you know

[0:41:19] Voice 8: bylaw enforcement issues uh there's first nations relationships are advancing in multiple areas

[0:41:26] Voice 8: some really interesting work happening uh you know with comox with penelaket and others so a

[0:41:32] Voice 8: lot of staff we're starting to see this real um i would say beginning i'd like to say maturation but

[0:41:38] Voice 8: that wouldn't really be accurate but um you know this beginning and some people having these

[0:41:43] Voice 8: relationships staff to staff with first nations and elders and so on and so forth and it's starting

[0:41:47] Voice 8: to pay i think dividends in terms of integrating their needs and wishes into our processes and

[0:41:54] Voice 8: we're asking questions about how to do that better which of course we're reporting to trust council

[0:41:58] Voice 8: about so very fun a lot of business cases um you know getting a rating for trust council and fbc

[0:42:05] Voice 8: we're into business mode or business case mode and again working with information services in

[0:42:11] Voice 8: multiple areas um just you know day-to-day administrative stuff but uh their their list

[0:42:16] Voice 8: is long and it's been a didn't realize how much we missed having a manager of that area until he came

[0:42:23] Voice 8: back we got a new one and helping to methodically go so again a big shout out to the manager there

[0:42:29] Voice 8: and finally i just thought i'd report out that i've been reaching out to various agencies

[0:42:34] Voice 8: organizations etc and exploring data sets primarily which would feed into gis in anticipation of the

[0:42:42] Voice 8: strategic plan that i see being framed and developed it hasn't been approved yet but

[0:42:46] Voice 8: certainly i'm seeing a consistent theme of you know integrated spatial planning indicators

[0:42:53] Voice 8: And so on and so forth. So I've been reaching out talking up to, you know, groups like the coastal Douglas for conservation partnership see change.

[0:43:00] Voice 8: Pacific salmon foundation people in the coastal marine strategy in the province and stuff like that. Just trying to find my opening line is always

[0:43:08] Voice 8: Do you have a map for me. I want your information almost always know which is disappointing, but we're working together to

[0:43:14] Voice 8: see what we have what they have and how we can incorporate it into our essentially into the

[0:43:20] Voice 8: eventual from my perspective planning how do we apply whatever information we have

[0:43:25] Voice 8: and looking forward so looking forward to the strategic plan being adopted so then i can

[0:43:30] Voice 8: develop a work plan to grab this data and to apply to your future and so you can make great decisions

[0:43:35] Voice 8: Thank

[0:43:37] Trustee Luckham: you, Director Cermak. Any questions on Director Cermak's report?

[0:43:45] Trustee Luckham: Okay, thank you. I'm going to apologize for making a mess of the follow-up action

[0:43:50] Trustee Luckham: report here. I was trying to figure out why I've lost my alphabetical order of this report. And

[0:43:58] Trustee Luckham: I'll just note, Alexandra, that some of the headings are Director of XYZ Service and others

[0:44:07] Trustee Luckham: Those are listed as director, comma, administrative services, for instance, and it messes up the alphabetical order.

[0:44:13] Trustee Luckham: And then I noticed that the CAO's office is missing on the list.

[0:44:18] Trustee Luckham: So perhaps that could be rectified unless it's by intent, in which case I need to be briefed on that.

[0:44:26] Trustee Luckham: But I'm just going to continue on and we can discuss that later if necessary.

[0:44:32] Trustee Luckham: there um so the next um place then is director of legislative services which is at the top of the

[0:44:40] Trustee Luckham: list and um i'll turn to david marler um for that and i don't know if the um that title needs to be

[0:44:48] Trustee Luckham: changed whether legislative services embracing information services or whether that's a

[0:44:52] Trustee Luckham: separate function uh just leave that

[0:44:54] Voice 7: yeah uh thank you chair like him and good morning uh yeah that

[0:44:59] Voice 7: That does need to change. Updating this report is definitely on the list of things to do. The reason the CAO is not showing up is because the interim CAO is Julia. So anything assigned to Julia right now will show up on their administrative services.

[0:45:16] Voice 7: And this report only prints the title of the person if there's actually something assigned to that title.

[0:45:24] Voice 7: Yeah,

[0:45:25] Trustee Luckham: okay. I'll let you worry about that. But I think the CAO's section should be somehow

[0:45:32] Trustee Luckham: retained in order for it to be obvious that there's reporting out from that area.

[0:45:36] Trustee Luckham: Yeah,

[0:45:37] Voice 7: we'll work on that. Thank you. For the action list, some of these items are

[0:45:44] Voice 7: underway. So item one, the draft code of conduct, that one and item six are essentially the same

[0:45:52] Voice 7: thing in a way, just different direction. So both of those items are

[0:45:59] Voice 7: being addressed on today's agenda. You'll have an item on the Code of Conduct and

[0:46:05] Voice 7: that's essentially something to forward to Trust Council for Trust Council's

[0:46:09] Voice 7: consideration of what to do next. The Delegations 2 and 5 are related. 2 is

[0:46:18] Voice 7: specific to deposition of delegations and the five is more looking at what other local governments

[0:46:29] Voice 7: do with respect to delegations. So I've actually drafted a combined RFD on this. I have received

[0:46:38] Voice 7: some feedback from Vice Chair Peterson. It's too late to get it onto this agenda so I'm going to

[0:46:45] Voice 7: get it onto your next agenda. And I'll go back to Vice Chair Peterson and Chair Luckin

[0:46:52] Voice 7: with recommendations before bringing it to Executive and then from there to Trust Council.

[0:46:59] Voice 7: Item three, I'm planning to get that to the next meeting so that we can consider it for

[0:47:05] Voice 7: September or possibly December Trust Councils, depending on what your agendas for those meetings

[0:47:12] Voice 7: things are looking like. Item four is complete. And then the next page, item seven, that's in

[0:47:20] Voice 7: progress. We just need to update the contracts with the individual minute takers to reflect

[0:47:27] Voice 7: the insurance that is now being covered by Trust Council through MIABC. So the thought

[0:47:34] Voice 7: action list, that's that. Is there any questions on that? Otherwise, I'll give you a very brief

[0:47:39] Voice 7: director's report as well any

[0:47:41] Trustee Luckham: questions not seeing any so go ahead okay thank you

[0:47:47] Voice 7: so just three areas i want to touch on so i want to let you know that we do have a high volume of

[0:47:55] Voice 7: freedom of information request in the northern office i think it's being driven by one or two

[0:48:01] Voice 7: issues on one of the islands but it is providing a lot of work for nadine so we are going to

[0:48:09] Voice 7: try and share that out with the other two coordinators and myself. But what it means

[0:48:15] Voice 7: is please just be aware that FOI requests are time sensitive. There is a limit in legislation

[0:48:22] Voice 7: on when we have to respond. So when you get a request for records, if you can get back as

[0:48:32] Voice 7: quickly as you can, and if you have no records, just send an email to let them know. That will

[0:48:38] Voice 7: actually reduce the workload for the coordinator and help them. So I just wanted to remind you of

[0:48:43] Voice 7: that. In records management, we are in the process of developing a procedures manual.

[0:48:52] Voice 7: So if you remember, Trust Council adopted a new records management bylaw that is consistent with

[0:48:59] Voice 7: the most recent LGMA recommended structure. And one of the requirements or recommendations from

[0:49:08] Voice 7: from LGMA is to have a procedures manual.

[0:49:12] Voice 7: So we'll be working on that and that's how we do

[0:49:15] Voice 7: and how we retain records and how we apply

[0:49:22] Voice 7: the retention schedule, who has access,

[0:49:26] Voice 7: all that sort of thing will be included in there.

[0:49:29] Voice 7: And also to support that we are in the process

[0:49:32] Voice 7: working with information services

[0:49:34] Voice 7: to develop a business case for a software update solution

[0:49:40] Voice 7: that will improve records management greatly,

[0:49:45] Voice 7: more robust in calling polls and track retention schedules,

[0:49:53] Voice 7: access and how records are stored.

[0:49:57] Voice 7: And it will also address a Trust Council request

[0:50:01] Voice 7: from last year, I believe it was,

[0:50:04] Voice 7: for trustee access to some of the documentation.

[0:50:08] Voice 7: As I said in the report to council,

[0:50:10] Voice 7: that's not possible with our current technology

[0:50:13] Voice 7: and that we were looking at alternatives.

[0:50:16] Voice 7: So this is one of those alternatives.

[0:50:18] Voice 7: So that'll be coming through management

[0:50:20] Voice 7: and then eventually as a business case

[0:50:25] Voice 7: for consideration in ex-fiscal.

[0:50:28] Voice 7: And then in information services,

[0:50:30] Voice 7: services. We have Jeffrey in and working with the team to have a look at how things are

[0:50:39] Voice 7: structured and how we can get the huge volume of work done. So he's triaging and making

[0:50:50] Voice 7: some changes in that division to better manage those projects and meets the requirements.

[0:51:00] Voice 7: We are also in the process of recruiting for the GIS coordinator position.

[0:51:08] Voice 7: And so they advertise if that's completed.

[0:51:13] Voice 7: And we're just in the process now of reviewing the different applications that we received.

[0:51:20] Voice 7: And then the other one is an update is the IS manager position is a new job description.

[0:51:26] Voice 7: So that we'll be finalizing and getting that sent over to the PSA for

[0:51:32] Voice 7: classifications. And then we can get that position filled as well.

[0:51:38] Voice 7: So there you go. That's, that's my update for today.

[0:51:43] Voice 7: Any questions?

[0:51:45] Voice 7: Looks like none.

[0:51:49] Trustee Luckham: None.

[0:51:50] Trustee Luckham: Thank you very much, David.

[0:51:52] Trustee Luckham: All

[0:51:52] Voice 7: right. Thank you.

[0:51:53] Voice 7: I

[0:51:53] Trustee Luckham: appreciate the significant amount of work you're undertaking there as well.

[0:51:56] Trustee Luckham: Wow. You know, I think actually that generally concludes the follow-up action list. I just want

[0:52:02] Trustee Luckham: to note that the grants manager and senior policy advisor are listed here as on the follow-up

[0:52:07] Trustee Luckham: action list. And I'm prepared to believe that the reporting director would have reported out on

[0:52:12] Trustee Luckham: those areas. And that may be, if that seems satisfactory to everybody, I'll continue on.

[0:52:22] Trustee Luckham: All right. So I'm just cognizant of the time. We've spent quite a bit of time on the initial

[0:52:28] Trustee Luckham: start up here. I would like to get through the local trust committee chair updates

[0:52:33] Trustee Luckham: and the island trust conservancy liaison update. We have a document attached

[0:52:37] Trustee Luckham: to our agenda with respect to that. And then go for a 10 minute break. Is that all right with

[0:52:44] Trustee Luckham: everybody? We'll get through this next section and get to trust council preparation, have a 10

[0:52:49] Trustee Luckham: minute break and then continue on. So let us go then to local trust committee chair update. I know

[0:52:56] Trustee Luckham: know, the last meeting we had, some of you were extremely busy. And that's certainly different

[0:53:02] Trustee Luckham: from the summertime. And I can say I've experienced that myself. So looking at my screen, I'm just

[0:53:07] Trustee Luckham: going to go through the order on my screen, which would be Vice Chair Elliott, Vice Chair Peterson,

[0:53:11] Trustee Luckham: and Vice Chair Maude, and then I will follow up with my own report.

[0:53:18] Voice 15: Thank you, Chairs. We've just had, I have just chaired one meeting, the main local trust committee

[0:53:23] Voice 15: meeting on uh the 29th of july and i believe i reported out on that but i have had no other

[0:53:35] Voice 15: meetings in the meantime so my month was busy earlier and it hasn't been busy cheers all right

[0:53:43] Trustee Luckham: then so then let's go to uh to vice chair peterson oh

[0:53:48] Voice 9: thank you chair um uh not a lot to report since

[0:53:52] Voice 9: Since our last meeting, however, looking forward to heading to Salt Spring tomorrow, the Salt

[0:53:59] Voice 9: Spring Local Trust Committee and the Local Community Commission, we're going to have

[0:54:07] Voice 9: our second joint meeting tomorrow, hosted by the LCC, and we'll really be delving into

[0:54:15] Voice 9: to areas where we have some overlap

[0:54:19] Voice 9: and opportunity for collaboration

[0:54:21] Voice 9: between the regional government body

[0:54:24] Voice 9: and the local trust committee.

[0:54:27] Voice 9: It seems like we're starting off

[0:54:29] Voice 9: with a fairly open and collegial relationship

[0:54:36] Voice 9: and I hope that we're going to be building on that tomorrow

[0:54:40] Voice 9: and really hopefully delving in on some ways

[0:54:43] Voice 9: that we can actually really action our working together function.

[0:54:48] Voice 9: So we'll have more after that.

[0:54:51] Voice 9: And then, of course, nothing until next month,

[0:54:57] Voice 9: which is going to be very busy.

[0:55:01] Trustee Luckham: Of course.

[0:55:02] Trustee Luckham: Thank you, Vice Chair Peterson.

[0:55:04] Trustee Luckham: Vice Chair Maude,

[0:55:14] Voice 11: you're muted there, David.

[0:55:21] Trustee Maude: My apologies, technical problems.

[0:55:24] Trustee Maude: Just nothing to report.

[0:55:26] Trustee Maude: We've had no meetings since last we had gathered,

[0:55:31] Trustee Maude: and it's just quiet and peaceful and happy.

[0:55:34] Trustee Maude: Thank you.

[0:55:35] Trustee Luckham: Okay, very good.

[0:55:36] Trustee Luckham: Thank you very much.

[0:55:38] Trustee Luckham: So just to report out from my role here,

[0:55:42] Trustee Luckham: certainly we've had a governance committee.

[0:55:44] Trustee Luckham: A number of you sit on that as well,

[0:55:48] Trustee Luckham: and that was on the 15th last week.

[0:55:51] Trustee Luckham: I ended up having a camping trip up in Qualicum specifically to be able to attend the Mount

[0:55:58] Trustee Luckham: Aerosmith Biosphere Reserve open house.

[0:56:01] Trustee Luckham: They've managed to get an arrangement with a building in downtown Qualicum that is an

[0:56:11] Trustee Luckham: education center for the Mount Aerosmith Biosphere Reserve.

[0:56:15] Trustee Luckham: So I was able to connect with the roundtable staff there of which I sit.

[0:56:21] Trustee Luckham: and as well as the elected representatives and members of the public in a really great celebration

[0:56:26] Trustee Luckham: of the work of the Mabre, Mount Arrowsmith Biosphere Reserve. The house has got a

[0:56:34] Trustee Luckham: Qualicum name which I'm not going to attempt to pronounce because it's a slightly different

[0:56:42] Trustee Luckham: dialect than I'm used to and is quite long, but the translation is house that sits at the

[0:56:49] Trustee Luckham: the bottom of Mount Aerosmith. And so that's very nice of that location. So anyway, yesterday,

[0:56:57] Trustee Luckham: the CAOHC meeting was conducted. And of course, most of you sit on that as well. And that work

[0:57:05] Trustee Luckham: is advancing significantly. We went from a very, very long, long, long list of applicants that

[0:57:12] Trustee Luckham: that came in all of the applications.

[0:57:15] Trustee Luckham: We narrowed that down to a more manageable number

[0:57:19] Trustee Luckham: and we reviewed that more manageable number

[0:57:22] Trustee Luckham: where those individuals who have been advised

[0:57:25] Trustee Luckham: that were more interested in them.

[0:57:27] Trustee Luckham: And we've now narrowed that down once again

[0:57:30] Trustee Luckham: to a short list of individuals

[0:57:32] Trustee Luckham: that were gonna conduct electronic interviews initially

[0:57:35] Trustee Luckham: and in-person meeting interviews in the longer term.

[0:57:41] Trustee Luckham: So that work is progressing.

[0:57:42] Trustee Luckham: i'm very pleased um leaders international is serving us very well um and i'm pleased with

[0:57:50] Trustee Luckham: how that is progressing um and uh i'll just say that uh um yeah we've got trust council

[0:58:01] Trustee Luckham: meeting of the whole coming up and uh looking forward to that work as well so that's it from

[0:58:08] Trustee Luckham: this uh sector and i'm going to uh now turn to just honest trust conservancy liaison uh

[0:58:17] Trustee Luckham: that'd be vice chair elliott um you want to speak to um work going on there and the report that we

[0:58:23] Trustee Luckham: have in our package um

[0:58:26] Voice 15: yep i again i did report out on our itc board meeting of um july 23rd

[0:58:34] Voice 15: at our executive committee meeting on the following day and there is indeed a report there

[0:58:40] Voice 15: there isn't really anything beyond that I haven't had any activity in the last month

[0:58:47] Trustee Luckham: excellent okay so thank you very much for that thank you everyone for this

[0:58:54] Trustee Luckham: significant body of work that we've conducted this morning at 10 15 we are so let us break

[0:59:00] Trustee Luckham: break for 10 minutes, I'll say. Get your teacups full or coffee, whichever you prefer. And then

[0:59:06] Trustee Luckham: we'll dive into trust council meeting preparation in our next round here. So let's recess and come

[0:59:14] Trustee Luckham: back at 1025.

[1:00:52] Voice 12: Trustee Stamford? Trustee Stamford, we're just on break for about another seven minutes.

[1:01:05] Trustee Stamford: Sorry, Alexandra, I got the times mixed up. Have they already completed the portion where

[1:01:12] Trustee Stamford: they're talking about UBCM?

[1:01:14] Voice 12: No, ma'am, that's at 1pm.

[1:01:17] Trustee Stamford: Oh, okay. So I don't have it mixed up.

[1:01:19] Trustee Stamford: Okay, well, I'll join at 1pm then.

[1:01:21] Voice 12: Thank you so much.

[1:01:22] Trustee Stamford: Okay, bye. Bye.

[1:01:24] Trustee Stamford: Thank

[1:09:02] Voice 11: you, Alexandra. And welcome everybody back.

[1:09:09] Trustee Luckham: Waiting for your cameras to light up so that I

[1:09:12] Trustee Luckham: know you're there. Or shout out. Okay,

[1:10:01] Trustee Luckham: so let us continue on here. Thank you for a good start to

[1:10:07] Trustee Luckham: our agenda today. And this brings us to Trust Council meeting preparation. And thank you,

[1:10:13] Trustee Luckham: director mob uh interim ceo mob that's a challenge to get used to that um anyway uh thank you for um

[1:10:26] Trustee Luckham: suggesting that 7.1.2 be advanced ahead of the actual uh schedule and um i thought the same

[1:10:34] Trustee Luckham: thing so that's great and um thank you for this report and this um uh fresh look at um our meeting

[1:10:43] Trustee Luckham: agendas. And I'll just turn it over to you to introduce it, and then we can have a conversation

[1:10:47] Trustee Luckham: and then move into the example case of the September council schedule. Thank you.

[1:10:55] Voice 5: Thanks, Chair. So hopefully the report had enough information and enough detail to explain to the

[1:11:01] Voice 5: committee why some of the changes to the Trust Council agenda format are being proposed by staff.

[1:11:06] Voice 5: Of course, Trust Council and the FPC Working Group have been engaged in corporate planning

[1:11:12] Voice 5: planning processes, setting up some improved processes for the organization in relation to

[1:11:17] Voice 5: that. I do think there's a few changes we can make to Trust Council meeting formats to support

[1:11:24] Voice 5: understanding of corporate planning processes and support the rollout of those. So I'll just

[1:11:29] Voice 5: give a brief walkthrough of what's in the report for the benefit of the committee.

[1:11:34] Voice 5: So the first change that staff are proposing is to actually group the committee work plans

[1:11:40] Voice 5: plans underneath the trust council priorities start and place them at the start of the meeting

[1:11:45] Voice 5: agenda currently or and historically committee work programs have been scattered throughout the

[1:11:51] Voice 5: agendas and have landed where the work of that committee is going to be presented or advanced

[1:11:56] Voice 5: if we group all of the committee work programs together it helps to provide the understanding

[1:12:03] Voice 5: of corporate planning and the processes being that council is the direction center and then

[1:12:08] Voice 5: and we have committees who are undertaking the work

[1:12:10] Voice 5: and advancing the priorities of Trust Council.

[1:12:12] Voice 5: Having everything in one place helps to really clearly provide an update

[1:12:17] Voice 5: on the organization as a whole and doesn't create silos

[1:12:22] Voice 5: throughout the organization and the various pieces of work

[1:12:24] Voice 5: that are being undertaken.

[1:12:26] Voice 5: It does mean there will be a lot of trustee reporting

[1:12:29] Voice 5: at the start of the meeting agenda,

[1:12:31] Voice 5: as we are proposing that the committee chairs

[1:12:34] Voice 5: would be giving their updates at that time.

[1:12:37] Voice 5: there's an understanding from staff that executive committee may wish to have committee chairs

[1:12:42] Voice 5: provide their updates in writing as opposed to giving a lengthy verbal report and so we'd be

[1:12:47] Voice 5: looking for direction from executive committee on that front but we are proposing that all of

[1:12:52] Voice 5: the work programs be provided at the start of the agenda in a consolidated manner to understand the

[1:12:56] Voice 5: work of the organization as a whole secondly governance committee has been an outlier in that

[1:13:04] Voice 5: that it's had its own distinct section

[1:13:06] Voice 5: in the trust council agendas

[1:13:07] Voice 5: where no other committee has had that.

[1:13:10] Voice 5: We're proposing that we move governance committee

[1:13:12] Voice 5: into a more consistent approach

[1:13:14] Voice 5: with the rest of the organization

[1:13:15] Voice 5: and move the work of that committee

[1:13:16] Voice 5: into the business unit

[1:13:17] Voice 5: that is advancing the work of that committee.

[1:13:19] Voice 5: So that would be under the executive section of the agenda.

[1:13:22] Voice 5: It creates consistency and clarity

[1:13:24] Voice 5: across the agenda and the organization.

[1:13:27] Voice 5: We're also lacking a distinct section

[1:13:30] Voice 5: for legislative and information services.

[1:13:32] Voice 5: So we now have a director of that team, where formerly there was only a manager, and so the work has grown under Director Marler's leadership, and we're proposing that consistent with the other business units, we have a section for legislative and information services.

[1:13:47] Voice 5: And of course, then Director Marler will have an opportunity to provide a director's report, which he hasn't had the opportunity to do since he's moved into this legislative role.

[1:13:56] Voice 5: There's a proposal for delegations to take place at the start of this upcoming Trust Council agenda.

[1:14:00] Voice 5: there's a lot of significant topics that are coming up for discussion trustees

[1:14:05] Voice 5: may wish to hear from members of the public to have their thoughts and their

[1:14:09] Voice 5: comments and feedback when those topics are being advanced so that's being

[1:14:13] Voice 5: proposed and the same is true for correspondence we'd be providing public

[1:14:17] Voice 5: correspondence at the start of the agenda as well so I can happily take

[1:14:21] Voice 5: questions or comments or feedback on those proposed changes and then we will

[1:14:26] Voice 5: be seeking direction on how you'd like committee chair reports to advance to

[1:14:30] Voice 5: council okay

[1:14:33] Trustee Luckham: uh very good thank you very much i certainly have my own remarks but i'll turn to

[1:14:37] Trustee Luckham: vice chairs to ask you um do you have any immediate remarks or comments with respect to the

[1:14:44] Trustee Luckham: briefing and then we'll get into the detail of the implementation of that with the agenda i'm

[1:14:51] Trustee Luckham: presuming that's your intention uh cao mobs yeah so vice chair elliott so

[1:14:58] Voice 15: with respect to this

[1:14:59] Voice 15: This report specifically, do you propose that delegations and correspondence in general should be held on the first meeting day?

[1:15:08] Voice 15: Or is this just for this trust council?

[1:15:11] Voice 15: And are we taking into account some of the research that Director Marler and conversations that have happened, which I haven't heard on how other councils are considering delegations and correspondence?

[1:15:26] Voice 15: respondents?

[1:15:29] Voice 5: So that we don't yet have that work completed that delegation piece at this point

[1:15:35] Voice 5: is to so so we don't have it to inform the current proposed change. The proposal would be for a

[1:15:42] Voice 5: permanent change but certainly it's something that could be looked at meeting to meeting. I mean

[1:15:46] Voice 5: hearing hearing from the public in relation to any topics of discussion at Trust Council could be a

[1:15:52] Voice 5: good move. Certainly it makes a lot of sense for this upcoming meeting given there's a lot of very

[1:15:57] Voice 5: very significant pieces of work that are advancing

[1:16:00] Voice 5: that I think the public will have some feedback on.

[1:16:05] Voice 5: So, you know, we could trial it

[1:16:07] Voice 5: at this upcoming September Trust Council.

[1:16:09] Voice 5: That's another option.

[1:16:10] Voice 5: I mean, all of these things could be trialed.

[1:16:12] Voice 5: I don't have any ego associated with these proposed changes.

[1:16:15] Voice 5: If we trial them and they don't work,

[1:16:16] Voice 5: we can just revert back to the way it's always been.

[1:16:19] Voice 5: So that's an option as well.

[1:16:23] Voice 11: Vice Chair Peterson.

[1:16:26] Voice 9: Thank you.

[1:16:27] Voice 9: you just in relation to uh co mobs last comment there um of course i think it's always a good

[1:16:35] Voice 9: idea for uh executive to reach out to trustees post um trust council meeting and and you know

[1:16:42] Voice 9: request um what worked what what didn't work and and take any suggestions for changes uh

[1:16:48] Voice 9: um under advisement there uh in terms of the contents of the report i just want to say uh

[1:16:56] Voice 9: in the I really support trialing this my comments would be that the committee

[1:17:08] Voice 9: chairs written updates I do support that provided that we leave some space for

[1:17:13] Voice 9: question and answers if necessary and I do think it's appropriate to have

[1:17:21] Voice 9: delegations and public comment on on the first day of the meeting so I'm

[1:17:26] Voice 9: to support all of that. Thank you.

[1:17:30] Trustee Luckham: Thank you very much, Tim. Vice Chair Maude.

[1:17:40] Trustee Maude: I didn't have any comments in particular. I support it wholeheartedly from what I've seen so far.

[1:17:46] Trustee Luckham: Excellent. Thank you, David. So my own remarks, you know, this is really timely.

[1:17:53] Trustee Luckham: In many respects, certainly there's been conversation around changing certain elements

[1:17:59] Trustee Luckham: of it. And we identified earlier that the reporting units needed to report in a different way

[1:18:07] Trustee Luckham: and really are glad that you've turned your mind to that to add some order to that.

[1:18:15] Trustee Luckham: I think that, you know, in terms of delegations on the first day is excellent. Indeed, let's set

[1:18:24] Trustee Luckham: the tone with one, we're hearing from the reporting committees, and two, let's hear from

[1:18:29] Trustee Luckham: the public. And then three, let's go into our decision making and consideration of the issues

[1:18:34] Trustee Luckham: that are before us. And, you know, I think delegations were historically placed on the

[1:18:41] Trustee Luckham: Wednesday, because we met on islands all the time. And it was easier for people to get to

[1:18:46] Trustee Luckham: and from the islands and arrive and be able to delegate in person. And certainly, that has

[1:18:53] Trustee Luckham: has changed. We, unfortunately, and perhaps we'll return to that at some point in the future, but

[1:19:00] Trustee Luckham: we were meeting more in centralized locations. And so the travel components are less significant

[1:19:04] Trustee Luckham: and maybe it's actually ultimately easier for delegates to come to a central location,

[1:19:11] Trustee Luckham: make their presentations and be able to return home on the same days. So I think that that

[1:19:16] Trustee Luckham: placement is very good. And then indeed, of course, the disposition of delegations is a piece

[1:19:21] Trustee Luckham: of work that's coming through David Marler's office, and we'll hopefully see that at September

[1:19:27] Trustee Luckham: Council as well. I think that what's, although it's always a sort of a grand experiment is the

[1:19:38] Trustee Luckham: honest trust, and indeed we do change and flux the agendas and the like, and even the meeting

[1:19:47] Trustee Luckham: location process as we go forward. I think it's really important that we land on a model that is

[1:19:54] Trustee Luckham: maybe that we can settle on for a period of time to provide some predictability to the public to

[1:20:00] Trustee Luckham: know when to join, when to think about making delegations and that sort of thing. I did just

[1:20:07] Trustee Luckham: have a passing thought with respect to trustee feedback. I know that at many forums and sessions

[1:20:15] Trustee Luckham: that I've attended, there's often a single sheet form that actually is circulated amongst the

[1:20:20] Trustee Luckham: members and soliciting the feedback immediately right then and there, rather than relying upon

[1:20:25] Trustee Luckham: emails. Because even my emails out to folks don't often solicit a lot of feedback. And maybe we get

[1:20:34] Trustee Luckham: better feedback. Maybe some of it might be a little tougher. If we did that right at the end

[1:20:40] Trustee Luckham: the event, people could fill it out, drop it off in a box, and then we could take that information

[1:20:45] Trustee Luckham: to advance our decision making in the future. With respect to the directors, absolutely,

[1:20:53] Trustee Luckham: of the committees are absolutely reporting out at the beginning. I support that. My leading question

[1:20:59] Trustee Luckham: there is whether, because we don't have actually a sample agenda, we have a schedule but not an

[1:21:04] Trustee Luckham: agenda yet. But I'm assuming that the reports would still be consent decision items in that

[1:21:12] Trustee Luckham: individual section. And the chairs of those committees would provide quite possibly a verbal

[1:21:22] Trustee Luckham: paraphrase of the reports and or written. But we obviously need to be consistent. And if we're

[1:21:29] Trustee Luckham: asking for written reports, everybody should do it. If we're asking them to just do a verbal report

[1:21:32] Trustee Luckham: with respect to the full report, which would be in the section. If I'm mistaken about that,

[1:21:40] Trustee Luckham: then it would obviously be different. But perhaps, Julia, you might remark on that.

[1:21:45] Trustee Luckham: Is your consideration that the reports would still exist in the separate section,

[1:21:50] Trustee Luckham: and this would just be an introduction, an opportunity for questions, et cetera?

[1:21:57] Voice 5: To clarify, are you referring to committee chair reports or director's reports?

[1:22:01] Trustee Luckham: committee chair reports so

[1:22:06] Voice 5: committee chair reports the contemplation had been

[1:22:09] Voice 5: to have them up front with the committee work program items the directors reports

[1:22:14] Voice 5: will remain in the distinct sections if executive committee thinks there's more

[1:22:19] Voice 5: logic to keep chair reports in the distinct sections we could do that you

[1:22:25] Voice 5: know I think it logically makes more sense with the committee work programs

[1:22:28] Voice 5: and to have the committee chairs report out at that time

[1:22:31] Voice 5: and then have that work of those committees advanced

[1:22:34] Voice 5: in the various business sections.

[1:22:36] Trustee Luckham: So I'm sorry, I didn't quite.

[1:22:38] Trustee Luckham: So were you confirming that you did think that the committee,

[1:22:42] Trustee Luckham: so we have to be careful about the language, myself particularly,

[1:22:45] Trustee Luckham: the committee reports would be in the individual areas

[1:22:51] Trustee Luckham: for whom the committee report is managed under the department area.

[1:22:59] Trustee Luckham: So regional planning committee's report would be in the regional planning section, or are you saying that you thought the report should be in this first general business arising section?

[1:23:16] Voice 5: Committee chair reports and committee reports in the start of the agenda with the work programs.

[1:23:21] Trustee Luckham: Okay, very good then. So, then, indeed, that needs to continue to be a written, that needs to be a written report, of which I think that the chair can provide an overview.

[1:23:37] Trustee Luckham: And if anybody else thinks otherwise, it'd be good to speak to that.

[1:23:42] Trustee Luckham: that. So I had another council's interest. Oh, these changes are also very much in the interest

[1:23:54] Trustee Luckham: of council. So really grateful to see this. And

[1:23:56] Trustee Luckham: I would suggest that we, as is indicated in the

[1:24:00] Trustee Luckham: schedule, that we implement this and indeed tweak it as we learn what worked and what didn't work.

[1:24:09] Trustee Luckham: vice chair elliott back to you i

[1:24:12] Voice 15: think the question of whether committee chair reports

[1:24:16] Voice 15: should be written or verbal is sort of a decision of this body and maybe those chairs should be

[1:24:24] Voice 15: asked um just because of the nature of the work i i can't imagine a situation where somebody does not

[1:24:37] Voice 15: and then give a verbal update but uh there may be a reason so just um i'd want to have some

[1:24:44] Voice 15: conversation with those chairs maybe we

[1:24:47] Trustee Luckham: could ask them i lost the specifics of that part about why

[1:24:50] Trustee Luckham: it would be that chairs may or may not want to have a written or verbal report can you just

[1:24:55] Trustee Luckham: repeat that?

[1:24:58] Voice 15: I'm just asking if we're going to standardize something and try to make it

[1:25:03] Voice 15: consistent going forward, it would be good to have input from those chairs. There may be reasons

[1:25:09] Voice 15: why that we can't determine right now why a verbal report would be preferred or a written one. So I'm

[1:25:15] Voice 15: just saying if we're going to standardize it, let's have some information from committee chairs first.

[1:25:19] Voice 15: If, you know, if they're comfortable giving a verbal report and providing written, I just don't

[1:25:25] Voice 15: think i'm not comfortable making that decision right now without talking to those chairs sure

[1:25:31] Trustee Luckham: understood i guess what i was speaking to was the existing uh committee reports that already exist

[1:25:38] Trustee Luckham: and are probably created by staff that's a summary of the work that's ongoing the work program

[1:25:44] Trustee Luckham: reports um where they would lie as opposed to uh an update because indeed it may be that some would

[1:25:51] Trustee Luckham: prefer to do a verbal update rather than a written update so

[1:25:55] Voice 15: i are are we confusing directors reports

[1:25:59] Voice 15: with committee reports no so i

[1:26:01] Voice 15: believe the committee is

[1:26:05] Voice 15: saying that the director's reports

[1:26:07] Voice 15: would still be in the reports on their committee work the direction

[1:26:13] Voice 15: of the committee that would

[1:26:15] Voice 15: would be either verbal or written yeah

[1:26:18] Trustee Luckham: i'm speaking to the work program report i guess is

[1:26:23] Trustee Luckham: i'm just trying to clarify in my own mind how that unfolds director uh ceo mobs can you help

[1:26:29] Trustee Luckham: us with that you understand what i

[1:26:31] Voice 5: yes so there's there's uh three different reports i think that

[1:26:35] Voice 5: are being talked about here the first is the committee work program and that's just highlighting

[1:26:38] Voice 5: what the committee is focused on uh right the top priorities report that's the work program

[1:26:43] Voice 5: there's the committee chair reports um which could be verbal or could be written and is a you know a

[1:26:51] Voice 5: report out from the committee chair just commenting on the work that's been undertaken and what's

[1:26:56] Voice 5: advancing etc um and then there's the director's report so the director's reports will remain in

[1:27:01] Voice 5: the business unit i don't think that's sort of up for discussion at this point um the work programs

[1:27:06] Voice 5: there seems to be agreement that those should all be consolidated at the start of the agenda so we

[1:27:12] Voice 5: understand what the organization as a whole is advancing in terms of its work and then the chair

[1:27:17] Voice 5: committee chair reports so those verbal reports or written reports um i think that's the piece

[1:27:23] Voice 5: that's up for discussion right now is does executive committee want those in writing or

[1:27:27] Voice 5: verbal if a written report is preferred i don't think that should restrict a chair from being

[1:27:33] Voice 5: able to say a few things verbally the same way that director's reports are in writing but if

[1:27:37] Voice 5: there's something we want to highlight verbally we have the opportunity to do that um and then

[1:27:41] Voice 5: And where those chair reports would land,

[1:27:44] Voice 5: staff are recommending that they are with the work programs

[1:27:46] Voice 5: consolidated at the start of the agenda,

[1:27:48] Voice 5: executive committee could direct otherwise,

[1:27:50] Voice 5: if you prefer to have that in the distinct section.

[1:27:53] Trustee Luckham: Okay, great. Hopefully that helps.

[1:27:55] Trustee Luckham: These chair reports are a new report

[1:27:57] Trustee Luckham: that would be written or verbal.

[1:28:01] Trustee Luckham: And I think we can just provide that flexibility.

[1:28:05] Trustee Luckham: But we could certainly, executive committee could inquire,

[1:28:10] Trustee Luckham: But rather than having to make it laborious, I think we could just leave that as optional, written or verbal and see how it flows. Does that answer your concern there, Vice Chair Elliott?

[1:28:23] Voice 15: Yes. I hadn't recalled still after all this time that staff or somebody works on committee work program reports. And so

[1:28:32] Voice 15: I was just conflating the two. So thanks for that.

[1:28:34] Voice 15: Yeah,

[1:28:34] Trustee Luckham: no, that's what I was trying to understand. So then, therefore, I would say, by general consent, let's just say, if that's all right, CEO Mobs, that the proposed Trust Council Committee chairs would provide a written or verbal report on the activities of the committee,

[1:28:55] Trustee Luckham: and that the work program report would be included as a consent agenda item sort of

[1:29:03] Trustee Luckham: in that particular section. Does that sound right?

[1:29:10] Voice 5: We can do that. If we're giving the chairs the

[1:29:14] Voice 5: decision, we'll have a bit of inconsistency, but EC sets the agenda. If you're okay with that,

[1:29:18] Voice 5: then we can advance it that way.

[1:29:19] Trustee Luckham: So we just have to alert those chairs and that should happen at

[1:29:24] Trustee Luckham: at their next meetings, round of meetings that they should be alerted probably by email and then

[1:29:32] Trustee Luckham: have a discussion about how they want to actually conduct that within the committee. So let's make

[1:29:38] Trustee Luckham: sure that that advice is offered to the committee so it's not a surprise. All right. Is there any

[1:29:49] Trustee Luckham: other discussion on the proposed changes in September Trust Council agenda structure?

[1:29:54] Trustee Luckham: structure and if not let's go to the schedule itself that's before us

[1:30:01] Trustee Luckham: Okay. So, CAO Mobs, do you want to just summarize what you, this is an implementation of your proposal, want to summarize what you've got here, and then we can provide you some feedback.

[1:30:14] Trustee Luckham: back

[1:30:16] Voice 5: happy to um so this is a proposed three-day schedule of course you see a look at these in

[1:30:21] Voice 5: advance of every trust council so it's here again for consideration some of the changes we just

[1:30:25] Voice 5: talked about are reflected here so um you'll see at 1 30 on the tuesday uh we've got trust council

[1:30:33] Voice 5: active projects and the committee work programs um all consolidated there and that will be where

[1:30:38] Voice 5: the chairs may report out on the work of their particular committees uh correspondence and

[1:30:43] Voice 5: delegations also on the Tuesday. We are also proposing the start of the executive office

[1:30:50] Voice 5: work on the Tuesday. As I mentioned before, there's a lot of significant topics that are

[1:30:54] Voice 5: advancing to September's trust council. So we need to get started on some of those discussion

[1:31:00] Voice 5: decision items on the Tuesday, if we're going to fit everything in and not make Wednesday too long

[1:31:05] Voice 5: of a day. So it's proposed that the strategic plan approval is at the end of the Tuesday.

[1:31:11] Voice 5: the proposed adjournment time for Tuesday is 6 p.m. initially it was 5 30 but then that meant

[1:31:18] Voice 5: that the Wednesday was quite long and so we've tried to have our adjournment sort of similar

[1:31:23] Voice 5: with 6 p.m. on the Tuesday and 6 30 on the Wednesday Wednesday right now is is where most

[1:31:29] Voice 5: of the meaty topics are landing so we've got that provincial request discussion that's advancing

[1:31:34] Voice 5: from governance committee to trust council we've proposed an hour and a half for that discussion

[1:31:39] Voice 5: I would look to this committee for direction if you feel that more time

[1:31:44] Voice 5: will be required for that particular piece of work. We've also got a time slot

[1:31:50] Voice 5: there for Council to discuss the Islands Trust object. So Council explicitly gave

[1:31:56] Voice 5: direction to advance this topic to September's Trust Council. There's a

[1:32:00] Voice 5: desire to have all previous correspondence on the matter included in

[1:32:05] Voice 5: in the agenda, I would look to the executive committee

[1:32:09] Voice 5: to provide some guidance on whether or not

[1:32:12] Voice 5: that includes the legal opinions.

[1:32:15] Voice 5: We of course have a number of legal opinions

[1:32:17] Voice 5: associated with the interpretation

[1:32:18] Voice 5: of the islands trust object.

[1:32:21] Voice 5: Many of them have already been reviewed.

[1:32:23] Voice 5: If we want to be looking at legal opinions

[1:32:25] Voice 5: as well as correspondence that's come forward,

[1:32:28] Voice 5: we will need to have a portion of this discussion in camera.

[1:32:33] Voice 5: So that's a consideration. I also think if we're looking at all the legal opinions, it's likely to require more time than less for this particular discussion.

[1:32:43] Voice 5: Right now, it's just over an hour for that session that's planned.

[1:32:50] Voice 5: We might need a little bit more, but this day is quite scrunched.

[1:32:54] Voice 5: So I'll look for executive committee direction there.

[1:32:56] Voice 5: there uh the afternoon we've got uh trust area services it's a little bit difficult to know what

[1:33:01] Voice 5: might be coming to council for policy statement given that committee of the whole is only meeting

[1:33:05] Voice 5: on thursday so we are proposing the policy to have a session for the policy statement at trust

[1:33:11] Voice 5: council in a committee of the whole format so you'll notice the three-day agenda there

[1:33:15] Voice 5: has a little acronym cotw that's a proposal to move into a committee of the whole to facilitate

[1:33:21] Voice 5: facilitate that less formal discussion. And we've allotted, I think there's two and a half hours

[1:33:26] Voice 5: there for that discussion. Again, a little bit hard to know in advance of Committee of the Whole

[1:33:32] Voice 5: coming up on Thursday. Legislative services on the Thursday, that's a new section that we've

[1:33:37] Voice 5: proposed that you've just accepted, which is great. There's a fair amount of work coming out

[1:33:42] Voice 5: of legislative services for this particular agenda. There's two items there that you'll

[1:33:46] Voice 5: note that are in blue. Because there's a lot of work going to September's Trust Council,

[1:33:50] Voice 5: it might be that we cannot actually fit in all of the work that's proposed to go forward.

[1:33:55] Voice 5: The items on this three-day agenda that are in blue font are staff-suggested items that maybe could be removed.

[1:34:02] Voice 5: But, of course, that's up to this committee to give direction on whether or not you agree with that

[1:34:06] Voice 5: or if you want us to slot those items in.

[1:34:09] Voice 5: Planning services, we've got almost two hours there.

[1:34:13] Voice 5: The bylaw enforcement policy amendment, I think, could be a robust discussion at Trust Council.

[1:34:18] Voice 5: and so we've made sure to leave enough time there and a proposed adjournment for 6 30 which is a

[1:34:24] Voice 5: long day um you know there's lots of in-depth discussions uh heavy topics on that day and it

[1:34:31] Voice 5: is a lengthy day um but to move those around onto the thursday we do risk potentially running

[1:34:38] Voice 5: overtime on the the day of adjournment when trustees are usually racing for ferries um but

[1:34:43] Voice 5: but certainly we can talk about that

[1:34:46] Voice 5: if committee wishes to move some things

[1:34:47] Voice 5: over to the Thursday.

[1:34:49] Voice 5: Administrative services session.

[1:34:52] Voice 5: So we've got budget guidelines

[1:34:53] Voice 5: going forward to trust council

[1:34:54] Voice 5: that have to happen at this meeting

[1:34:55] Voice 5: because of course we're moving

[1:34:56] Voice 5: into budget drafting season.

[1:34:58] Voice 5: That has potential to be

[1:35:01] Voice 5: a significant conversation

[1:35:03] Voice 5: as trustees sort of grapple

[1:35:05] Voice 5: with what kind of guidelines

[1:35:06] Voice 5: they want to give,

[1:35:06] Voice 5: particularly around things

[1:35:08] Voice 5: like tax increases

[1:35:09] Voice 5: or operational unit increases.

[1:35:11] Voice 5: increases. So we're allowing an hour for discussions there. Our proposed adjournment

[1:35:17] Voice 5: is at 1230, which is fairly standard and also allows us a little bit of buffer time if we do

[1:35:21] Voice 5: need to run over. So happy to take feedback. I know that's more detail than you sometimes get

[1:35:27] Voice 5: on the three-day schedules, but I wanted to provide it. Of course, there's lots of meaty

[1:35:33] Voice 5: things. One other thing I will mention, these agenda topics that are listed here, we did note

[1:35:38] Voice 5: whether or not they are intended to be a briefing or an RFD.

[1:35:43] Voice 5: RFDs, of course, seeking a decision of counsel

[1:35:45] Voice 5: tend to require a little bit more time

[1:35:47] Voice 5: because there's discussion and debate

[1:35:49] Voice 5: that then will lead to a decision.

[1:35:52] Voice 5: Briefings, sometimes you can shorten the discussion

[1:35:54] Voice 5: because it's just information out.

[1:35:58] Voice 5: Over to you for discussion.

[1:36:03] Trustee Luckham: Very good, Julia.

[1:36:04] Trustee Luckham: Thank you very much.

[1:36:05] Trustee Luckham: A lot to consider here.

[1:36:08] Trustee Luckham: So I see Tim Peterson's hand up

[1:36:10] Trustee Luckham: up, and also a hand up in the boardroom. Is there something from the boardroom that we need to know

[1:36:17] Trustee Luckham: at this point before we go to the elected?

[1:36:20] Voice 13: I had just promised you an update on the request

[1:36:22] Voice 13: to San Juan County, just letting you know they have responded, and the preference is for

[1:36:27] Voice 13: their chair, Jane Fuller, to come on December 5th, so it wouldn't affect this schedule.

[1:36:32] Trustee Luckham: All right, thank you. That's great. And then in the wings, of course, is Toby Elliott. You've got

[1:36:40] Trustee Luckham: this event potentially on the Thursday which obviously is going to be difficult for us

[1:36:46] Trustee Luckham: and with the unknown factors of what what and where and when the event is and whether or not

[1:36:51] Trustee Luckham: we're invited or otherwise but um let's keep that in mind and let's go to Tim Peterson and vice

[1:36:57] Trustee Luckham: and then Toby Elliott um

[1:37:02] Voice 9: thank you chair um those who I've served with for a significant period of

[1:37:08] Voice 9: time will have heard me in the past advocating for um looking at uh how we might add time and

[1:37:19] Voice 9: therefore flexibility to our trust council schedule um whether that's uh whether that's uh

[1:37:27] Voice 9: making thursday a full day or some other methodology um my concerns are really about

[1:37:36] Voice 9: about compression of discussion and debate

[1:37:41] Voice 9: amongst trust council when we have

[1:37:44] Voice 9: some really big issues going on here.

[1:37:49] Voice 9: And I'm just gonna wonder aloud

[1:37:53] Voice 9: when we have meetings that run over time

[1:37:58] Voice 9: and trustees may not,

[1:38:02] Voice 9: some trustees may not make it home that evening,

[1:38:07] Voice 9: I know that has happened in the past.

[1:38:10] Voice 9: There was an NIMO meeting when we went significantly over time,

[1:38:14] Voice 9: and I know a number of trustees didn't make it home.

[1:38:18] Voice 9: From a financial standpoint, is it just cheaper to plan on an additional night's stay

[1:38:31] Voice 9: than it is to sort of put trustees up at the last minute?

[1:38:36] Voice 9: it um i really feel that um trust council although we are moving into some committee of the whole

[1:38:44] Voice 9: which is good but we have substantial amounts of work at many of our trust council meetings and i

[1:38:49] Voice 9: just want to once again make the suggestion we may want to consider how we um address our business

[1:38:57] Voice 9: in a way that that doesn't uh that gives full time and attention to all of the important subjects

[1:39:03] Voice 9: projects and uh so just going to advocate again let we need to consider there must be um there's

[1:39:10] Voice 9: trust council meetings that probably should have more time allocated so that's that's just my

[1:39:17] Voice 9: concern and i just need to to share that again thank you thank

[1:39:22] Trustee Luckham: you tim uh vice chair elliot

[1:39:24] Trustee Luckham: so

[1:39:27] Voice 15: it's it's rare that a potential solution emerges but i can't totally talk about the

[1:39:33] Voice 15: specifics. So as I indicated earlier, there is a significant speaker, and I mean someone who

[1:39:41] Voice 15: really can speak to the issues that Trust Council has been asking around reconciliation,

[1:39:50] Voice 15: who trustees and staff would be more than welcome to attend. It would be on Gabriel Island on

[1:39:57] Voice 15: thursday evening um we're working on live streaming and making a video um making video

[1:40:06] Voice 15: possible so people could attend digitally but i think if there was ever a meeting that we could

[1:40:12] Voice 15: extend into thursday evening and we could tap and this is where director areas or administrative

[1:40:20] Voice 15: Director, could we tap some trust council training budget? Because this essentially

[1:40:27] Voice 15: could be a training workshop or education opportunity. And trustees could stay overnight

[1:40:37] Voice 15: on the Thursday and then travel home in comfort. Then we could have some extra flex

[1:40:41] Voice 15: for the Thursday afternoon for these meaty discussions. I agree with Vice Chair Peterson.

[1:40:47] Voice 15: I don't want to constrain debate on any of these significant topics, but I also don't want to curtail the business.

[1:40:57] Voice 15: And this might be the One Trust Council where we could perhaps have both for those that are interested.

[1:41:04] Voice 15: interested um if we could move this um like new business disposition of delegations trustee

[1:41:19] Voice 15: update sort of in uh after 12 after my internet it's just so sorry i am

[1:41:28] Voice 15: getting a fix i swear

[1:41:29] Voice 15: i actually bought a piece of technology it was the wrong piece of technology somebody else is

[1:41:33] Voice 15: getting me a point to point um internet thing but it's i'm so sorry it's just been horrendous

[1:41:38] Voice 15: it worsens with weather um so some of the trusty elliot i

[1:41:43] Voice 15: do think it improves when your video is

[1:41:45] Voice 15: off is it okay so um so if there's you know an extra hour or two needed and we could go

[1:41:54] Voice 15: till say three give everyone a good break and there's an evening workshop proposed people

[1:42:00] Voice 15: could stay an extra night um again i i'm really sorry i can't give firm details on this but i

[1:42:07] Voice 15: promise it would be of of huge value to council um and we just couldn't land on the speaker coming

[1:42:14] Voice 15: on the wednesday evening so it would really mesh with the schedule so thursday evening is is right

[1:42:20] Voice 15: now it's proposed so but i'll be able to get details in the next week and um if we could use

[1:42:26] Voice 15: some training budget or allocate some of the training budget for that opportunity perhaps that

[1:42:31] Voice 15: gives us a little more room in the schedule thanks okay

[1:42:36] Trustee Luckham: thank you uh vice chair elliott for your work

[1:42:38] Trustee Luckham: on that um and so this is our first uh correct me if i'm wrong ceo mobs this is our first look at

[1:42:46] Trustee Luckham: this schedule so there's some flexibility but we obviously need to start making serious commitments

[1:42:51] Trustee Luckham: about what that schedule looks like and so the sooner we can have any additional information of

[1:42:56] Trustee Luckham: of that type, if executive committee wants to pursue this, the better. I do want to go,

[1:43:05] Trustee Luckham: you haven't put up your hand, David Maude, but I think I want to go to you maybe with a specific

[1:43:11] Trustee Luckham: question before I launch into my comments on the schedule, is because I feel that you would be one

[1:43:18] Trustee Luckham: of the people that would be most likely impacted by the meeting going later in the day, because you

[1:43:23] Trustee Luckham: you are slightly more remote than some of the rest of us.

[1:43:26] Trustee Luckham: And perhaps, Tim, I don't know what your last ferry is on a Thursday,

[1:43:30] Trustee Luckham: but do you have any remarks about extending the Thursday?

[1:43:38] Trustee Maude: I don't know.

[1:43:39] Trustee Maude: You're correct.

[1:43:41] Trustee Maude: For the Southern Gulf Islands trustees,

[1:43:44] Trustee Maude: they're targeting a 420 ferry at home.

[1:43:47] Trustee Maude: Otherwise, like for instance,

[1:43:50] Trustee Maude: Saturn is looking at a midnight arrival home.

[1:43:51] Trustee Maude: if the day extends out i think there's going to be discomfort um um with a thursday night

[1:44:00] Trustee Maude: overnight stay um i know personally i i have already made commitments for the friday

[1:44:06] Trustee Maude: um based on the the public schedule so changing the schedule at this point

[1:44:11] Trustee Maude: means that i personally have to make some changes um i i just i always struggle with this because

[1:44:20] Trustee Maude: Because, you know, like last week, I was at a meeting with BC Ferries as a volunteer.

[1:44:25] Trustee Maude: Our Wednesday morning started at 7 in the morning, and we finished up at 9 o'clock at night.

[1:44:34] Trustee Maude: So I've always pushed for evening sessions and have got no support.

[1:44:39] Trustee Maude: But the reality is, I think it's easier for people to extend into the Wednesday evening than to extend the Thursday.

[1:44:48] Trustee Maude: day i think it makes things difficult and awkward um given the precedent setting of of years and

[1:44:55] Trustee Maude: years and years of this three-day session um and i and i think if we want to do something like this

[1:45:01] Trustee Maude: the very first thing i would be doing is pulling trustees and going um with with the will of the

[1:45:07] Trustee Maude: trustees i i would be very reluctant as a member of an executive to be pushing anything um this

[1:45:14] Trustee Maude: a substantial change like this without some sort of consultation of trustees because

[1:45:18] Trustee Maude: people have made plans they have expectations and this would be a substantial change

[1:45:24] Trustee Maude: for their personal lives so that's about what i have for commentary okay

[1:45:29] Trustee Luckham: you know david i really

[1:45:31] Trustee Luckham: appreciate that level of detail um that's good and it's great for us to be aware of that so i'll go

[1:45:38] Trustee Luckham: to uh tim peterson and i'll make my remarks um

[1:45:42] Voice 9: so i just wanted to um talk about the consideration of

[1:45:50] Voice 9: of going later in the evening at this point we've got a a nine nine and a half hour day

[1:45:57] Voice 9: planned for wednesday i i i'm concerned that going even longer um in a trust council session

[1:46:09] Voice 9: people lose focus it's hard to keep the discussion on track and i'm just really concerned about the

[1:46:15] Voice 9: quality of debate and discussion when we're going days that are longer than longer than

[1:46:23] Voice 9: nine and a half hours and then my other consideration is is with respect to staff

[1:46:29] Voice 9: and um what is reasonable to ask of staff in terms of a of a long day making it even longer so

[1:46:38] Voice 9: So I just needed to, I just wanted to share that, those thoughts.

[1:46:44] Trustee Luckham: Okay. Thank you, Tim. Appreciate that.

[1:46:49] Trustee Luckham: So my remarks,

[1:46:50] Trustee Luckham: I'm going to stick onto this particular topic right now,

[1:46:53] Trustee Luckham: and then I have some other general remarks with the schedule, but, you know,

[1:46:56] Trustee Luckham: quite honestly,

[1:46:57] Trustee Luckham: I would love to go to a three o'clock day on the last day of council,

[1:47:01] Trustee Luckham: and I'd love to have lunch prepared because it isn't so much about how long

[1:47:06] Trustee Luckham: the meeting goes or whether we run overtime on the Thursday.

[1:47:10] Trustee Luckham: It's the fact that we don't prepare to have a lunch or a lunch break.

[1:47:14] Trustee Luckham: And that, I think, makes it uncomfortable for everybody to just keep going and going and going.

[1:47:20] Trustee Luckham: And so I would like to, if we're not considering those kinds of changes for this meeting, I think we really owe it to ourselves to consider, as Vice Chair Peterson has indicated for such a very long time,

[1:47:36] Trustee Luckham: he and others have spoken about having more days at council. And sure, we're doing community of

[1:47:43] Trustee Luckham: the whole now, and that's relieving some stress there. But it's interesting, and it's just normal

[1:47:50] Trustee Luckham: human behavior, right? You fill the cup to capacity, no matter how big the cup is. So we're

[1:47:57] Trustee Luckham: seeing that. So I'm not got any solutions, but I think we do owe it to ourselves to perhaps make

[1:48:04] Trustee Luckham: make that easier for everybody. So overall on this agenda, I think these are too long a day

[1:48:13] Trustee Luckham: and great effort, CAO Mobs, but six o'clock adjournments or 6.30 adjournments is, I simply

[1:48:21] Trustee Luckham: think, way too long a day for, we've heard it over and over again, that trustees, their brains start

[1:48:27] Trustee Luckham: to shut down at two o'clock or three o'clock uh four o'clock let's just say and so asking them

[1:48:34] Trustee Luckham: to go that late in the day to talk about as indicated here on the schedule strategic planning

[1:48:40] Trustee Luckham: on the tuesday and by law enforcement policy and first nations referrals on the second day in the

[1:48:48] Trustee Luckham: evening i think stretch stretches the capacity of the individuals to be able to do the work

[1:48:52] Trustee Luckham: in a in a in a good way um so i think we actually need to rejig this a little bit that we're not

[1:49:00] Trustee Luckham: ending at six o'clock even 5 30 is late but i we've done that traditionally and i would go that

[1:49:06] Trustee Luckham: far and i would like to suggest uh with respect to trying to meet those objectives is nine o'clock

[1:49:13] Trustee Luckham: actually seems like a late start and i'm not sure why we landed there we have often started at 8 30

[1:49:20] Trustee Luckham: if i'm not mistaken and would maybe propose because everybody's staying overnight and

[1:49:26] Trustee Luckham: breakfast unless there's some capacity around breakfast or something being difficult to

[1:49:30] Trustee Luckham: provide um i think 8 30 would be a better start certainly i start my days you know anywhere

[1:49:36] Trustee Luckham: between 7 and 7 30 most days and um so 8 30 um i think is doable i would suggest that and um

[1:49:46] Trustee Luckham: And then I just on the timing itself, I'm looking at the first day. I don't, although it's an admirable idea to put a break in the trustee roundtable, I think it would break the flow.

[1:50:01] Trustee Luckham: and i would suggest that we shorten up the i wondered why the general business arising was so

[1:50:09] Trustee Luckham: long and now i understand why and if we gave five minutes to each of the participants to make their

[1:50:16] Trustee Luckham: report that would be 30 minutes if we gave them 10 minutes that would be an hour and so you know

[1:50:22] Trustee Luckham: you've done well in suggesting that 45 minutes would land that i don't know that the land

[1:50:29] Trustee Luckham: And acknowledgement, unless we're doing something necessarily special, needs to be that lengthy.

[1:50:34] Trustee Luckham: So I would like to see the break come immediately after the trustee roundtables, because that will also stimulate conversation at the coffee break time amongst trustees, which is the intention of the roundtable.

[1:50:47] Trustee Luckham: And then we could go in and ideally, if we could squeeze that up to 530, I think that would be ideal.

[1:50:54] Trustee Luckham: An hour and 15 minutes for the Island's Trust object.

[1:50:57] Trustee Luckham: object i don't know um i guess it's it's a it's a place marker we can adjust accordingly

[1:51:04] Trustee Luckham: um there is no event but of course we're not meeting in the naimo particularly

[1:51:10] Trustee Luckham: but we usually have some kind of an area um event thing but maybe the lunch could be slightly

[1:51:16] Trustee Luckham: shorter 45 minutes if um we are looking to save time because a 6 30 i think is just way too late

[1:51:24] Trustee Luckham: on that day. And we haven't really concluded whether disposition of delegations happens at

[1:51:31] Trustee Luckham: the meeting, unless it's really short, right? That says, yeah, executive committee is going

[1:51:36] Trustee Luckham: to respond to the delegations in kind. But obviously, that report coming from Tim, myself,

[1:51:46] Trustee Luckham: and David needs to be concluded in order to facilitate whatever happens in that 15-minute

[1:51:52] Trustee Luckham: space there so those are i apologize not really any solid solutions other than shifting some time

[1:51:58] Trustee Luckham: around but i'm excited about the new format and i want to support that i don't i think that maybe

[1:52:06] Trustee Luckham: this event toby as fantastic as it sounds it may be limited to northern or regional trustees in

[1:52:14] Trustee Luckham: that area and maybe that's appropriate and if it's recorded or live stream perhaps others can

[1:52:19] Trustee Luckham: ideally recorded that other trustees might be able to access it. But I would like to see

[1:52:25] Trustee Luckham: your suggestion that we facilitate that in some kind of educational thing and maybe a motion or

[1:52:32] Trustee Luckham: some kind to seek advice from staff about additional funding for accommodation and

[1:52:39] Trustee Luckham: meals to stay over for that period would be appropriate. I see another hand up from

[1:52:47] Trustee Luckham: Trustee Peterson and Director Mobs. Do you want to hear from Director Mobs,

[1:52:53] Trustee Luckham: Vice Chair Peterson? CAO Mobs, please, on the remarks you've heard so far.

[1:53:03] Voice 5: Sure. I tend to agree with you that these are long days. We've also got some very intellectual

[1:53:12] Voice 5: special um topics that are advancing on the Wednesday so to have deep discussion and a long

[1:53:19] Voice 5: day is a lot um staff acknowledge that which is why we are suggesting that some items perhaps

[1:53:25] Voice 5: don't go forward to this trust council those are the items that are in blue um so the code of

[1:53:30] Voice 5: conduct um executive committee could choose to delay that to december uh policy on delegations

[1:53:37] Voice 5: could also be delayed and the special property tax policy amendments are sort of the soft spots

[1:53:43] Voice 5: that staff thought if we're trying to find time we could potentially move those to December.

[1:53:49] Voice 5: The fact that we've got a lot going forward is a good thing. I mean it shows that we're advancing

[1:53:53] Voice 5: a lot of good work so I'm encouraged by that but also do acknowledge we need to be able to fit it

[1:53:57] Voice 5: into this time slot. Moving the breaks will depend a little bit on whether or not we're having the

[1:54:06] Voice 5: the hotel provide anything during those breaks and whether or not they can accommodate.

[1:54:10] Voice 5: I suspect that the breaks are easier to move than the meals. I would look to Alex for any

[1:54:15] Voice 5: insights there. Certainly when it comes to adjourning later in the day, when I'm looking at

[1:54:24] Voice 5: some of the time slots that are allocated for some of these pieces of work, we could potentially

[1:54:29] Voice 5: adjust those. So we currently have two and a half hours scheduled for the policy statement

[1:54:34] Voice 5: amendment project it might be that because we are planning to host a series of regular committee of

[1:54:40] Voice 5: the whole meetings that we don't need two and a half hours for that session executive committee

[1:54:45] Voice 5: could give that direction here and that would find us some time we could also shorten the legislative

[1:54:49] Voice 5: services section um i think a little bit especially if we do remove some of those items that are

[1:54:55] Voice 5: proposed there um there's opportunity to you know start earlier as as chair luckin mentioned we could

[1:55:03] Voice 5: it started at 8.30. We could consider starting earlier on the Tuesday. It does pose some

[1:55:09] Voice 5: challenges for trustees who might be traveling on the Tuesday. I don't know if starting the day

[1:55:15] Voice 5: earlier would mean some trustees would be arriving late, but it's also something that could be

[1:55:20] Voice 5: considered. The delegation period, of course, it's hard to know how much time we need.

[1:55:28] Voice 5: We've allocated an hour and 15 minutes because we've got big topics. We'll probably need that,

[1:55:32] Voice 5: is my guess so those are my thoughts for your consideration great

[1:55:37] Trustee Luckham: thank you for welcoming those

[1:55:40] Trustee Luckham: um ideas um vice chair peterson um

[1:55:46] Voice 9: cao mobs um brought up the the point that i was going to bring

[1:55:52] Voice 9: up which was consideration of if we might be able to start earlier on tuesday uh certainly i know

[1:55:59] Voice 9: No, I'm not the only trustee that essentially needs to arrive at the location the night before, just in terms of travel logistics.

[1:56:14] Voice 9: And I don't know, I'm sure someone on staff probably has a handle on how often and how many people that are, that may be on a regular basis.

[1:56:26] Voice 9: basis um and uh of course trustee maude would probably have a a good grasp on the uh the travel

[1:56:35] Voice 9: times from the southern gulf islands in terms of uh how realistic it is for some trustees to uh

[1:56:43] Voice 9: to show up a bit earlier on tuesday certainly from my perspective um i i almost always have to be

[1:56:51] Voice 9: there on the Monday so if we had our EC meeting at even 8 30 in the morning or 8 in the morning

[1:56:59] Voice 9: on Tuesday and that would enable us to start to trust council a little earlier I'm I'm certainly

[1:57:05] Voice 9: fine with that so that was just based on the earlier conversation that was sort of my thoughts

[1:57:10] Voice 9: and and then of course CAO Mobs touched on that in anticipation almost so thank you for that.

[1:57:18] Voice 9: So

[1:57:20] Trustee Luckham: let's maybe ask that leading question to David Mott. He was very helpful in us

[1:57:28] Trustee Luckham: analyzing the timing for longer Thursday. Let's just say for an example, an 11.30 lunch with a

[1:57:38] Trustee Luckham: start at 12.30 for council. I'm presuming, Vice Chair Mott, you may be staying overnight because

[1:57:47] Trustee Luckham: of the 10 o'clock executive committee meeting but do you have a feel for this other southern

[1:57:51] Trustee Luckham: gulf island residents uh

[1:57:52] Trustee Maude: southern gulf islands basically that they have two options to to lift

[1:57:55] Trustee Maude: off the island um one basically gets them into swartz bay between 8 and 8 30 in the morning

[1:58:01] Trustee Maude: um and the second option gets them in about one o'clock in the afternoon so i'm assuming

[1:58:05] Trustee Maude: everybody's going to be getting into swartz bay by 8 30 which means like arriving at the

[1:58:10] Trustee Maude: naimo at 10 o'clock is a very realistic goal for that tuesday morning for the southern gulf islands

[1:58:15] Trustee Maude: oh

[1:58:16] Trustee Luckham: so certainly an 11 30 lunch then would be doable or maybe even 11 o'clock yeah 11 o'clock's

[1:58:23] Trustee Luckham: a bit early but if you started early you appreciate having an early lunch um okay so

[1:58:31] Trustee Luckham: i'm just trying to pull this together if you don't mind i'm going to maybe suggest that staff

[1:58:37] Trustee Luckham: consider an 11 30 start for uh in terms of lunch with a 12 30 start of council and that the days

[1:58:46] Trustee Luckham: be ended at 5 30 um and that other adjustments be accommodated including the trustee roundtable

[1:58:56] Trustee Luckham: happening in a single event and the break following i think that that's my personal

[1:59:02] Trustee Luckham: beliefs that's important do i have any dissenters amongst the elected here that think that that

[1:59:08] Trustee Luckham: should be different than just that little snapshot of that timing piece and julia i appreciate that

[1:59:14] Trustee Luckham: this is a big challenge absolutely um i think that the discretion that you have um would have

[1:59:21] Trustee Luckham: with your directors to eliminate the blue items um i wondered why they were in blue i didn't catch

[1:59:27] Trustee Luckham: that and now I know although obviously pushing more work off isn't necessarily helpful in the

[1:59:34] Trustee Luckham: long run but if there's a one or two items there that might save us half 15 minutes half an hour

[1:59:41] Trustee Luckham: 45 minutes that obviously would be helpful so I'd leave that to you to determine with your directors

[1:59:48] Voice 5: that's great thank you and yeah I think you know September has the big meaty topics so if we can

[1:59:55] Voice 5: and move some of the sort of maybe less contentious topics

[1:59:58] Voice 5: into December that will help us.

[2:00:00] Trustee Luckham: right okay so i see uh vice chair peterson vice chair elliott uh over to you tim i think you were

[2:00:05] Trustee Luckham: first uh

[2:00:05] Voice 9: just as uh on that last point of the the items in blue um of course we'd never really know

[2:00:13] Voice 9: what uh the appetite of trust council to extend discussion on on any item is i wonder if um if

[2:00:21] Voice 9: one option might be to uh sort of have them provisionally available and then sort of

[2:00:27] Voice 9: of identified as um items that discretionary so that that if we need the time that those

[2:00:36] Voice 9: would be the sort of the ideal or the preferred items to defer um rather than necessarily

[2:00:43] Voice 9: eliminating them and then um yeah as as far as tuesday morning um uh you know that as early as

[2:00:54] Voice 9: we can start the better and then of course we'll also have to adjust our executive committee start

[2:00:59] Voice 9: time as well yeah

[2:01:02] Trustee Luckham: i don't know that executive committee will be that long but we can certainly

[2:01:05] Trustee Luckham: do that in fact it's nice to have a little extra time thank you tim um yeah discretionary items

[2:01:17] Trustee Luckham: that's interesting juliet you can certainly consider that that certainly there could be a

[2:01:21] Trustee Luckham: item of uh for proper public notice discretionary items for decision if time is available as a

[2:01:28] Trustee Luckham: an item at the end of the agenda we get there we don't and then i'll go to vice chair elliott do

[2:01:34] Trustee Luckham: you have a remark uh ceo moms um

[2:01:39] Voice 5: yes i would rely on director marlin to sort of wave the red flag

[2:01:43] Voice 5: if there's any concerns with um treating those more discretionary items that way if we do want

[2:01:49] Voice 5: to undertake that approach i would suggest um moving legislative services to the end of the

[2:01:56] Voice 5: day on the wednesday because that's where some of the discretionary items land and then we would

[2:02:01] Voice 5: know okay we're running over time we're not going to pick up those two discretionary items um or

[2:02:07] Voice 5: take them on if we have the time and that's already administrative services discretionary

[2:02:11] Voice 5: item is also it's already sort of near the end of the day so um that's workable provided there's

[2:02:17] Voice 5: nothing legislative or policy that would restrict us director marla's popped on screen perhaps chair

[2:02:22] Voice 5: we could look to him i

[2:02:23] Trustee Luckham: see well that's very strategic of you to just simply relocate that

[2:02:28] Trustee Luckham: section but david marler over to you yeah

[2:02:30] Voice 7: no concerns it's um the agenda belongs to trust

[2:02:34] Voice 7: council so these items they're ones that highlighted they're not time sensitive the

[2:02:40] Voice 7: other ones under legislative services are if you want bylaws in place for the next fiscal which is

[2:02:46] Voice 7: the intent so those policy amendments um those can be delayed until december even march if that's

[2:02:53] Voice 7: necessary uh and yeah and you can always um you know if your agenda is going over uh you can

[2:03:00] Voice 7: always say we don't have time to get to these items so you just um defer them to the next meeting

[2:03:05] Voice 7: and we'll put them on the next agenda for you yeah

[2:03:08] Trustee Luckham: that's uh brilliant david that was what i

[2:03:11] Trustee Luckham: was assuming is that i could simply ask council to defer those items uh to the next meeting um

[2:03:16] Trustee Luckham: And it would just unfold accordingly.

[2:03:19] Trustee Luckham: Okay, so this is all good.

[2:03:21] Trustee Luckham: Vice Chair Elliott.

[2:03:25] Voice 15: Thank you.

[2:03:26] Voice 15: So, yeah, a couple of points of reflection.

[2:03:29] Voice 15: Is there a way to distinguish in the agenda, sort of like you've done at the blue line, that these could be deferred because people will be coming, you know, ready to debate, they might want to, you know, make a decision on it and then would be disappointed.

[2:03:47] Voice 15: and so if we could indicate um these would be the ones that could fall off or be deferred i think

[2:03:53] Voice 15: that would be good um i agree with the changes so far i was wondering about what if we move the

[2:04:00] Voice 15: closed meeting portion to inside the um island's trust object discussion because if we're going to

[2:04:07] Voice 15: consider legal opinions and have to go on a closed meeting anyways um perhaps we could have that at

[2:04:15] Voice 15: the start of that discussion and then we could move um i was actually thinking of what if planning

[2:04:26] Voice 15: services started the day on thursday and then you'd have more room for the trust object discussion

[2:04:33] Voice 15: if that makes any sense and finally i do agree that having a lunch is is good not necessarily

[2:04:46] Voice 15: It's not necessarily a grab and go, but allowing some of that time at the end of our session on Thursday, if we were to have an extra session going until say 2pm, my proposal for this workshop was to have it be optional, that those trustees who, you know, it was feasible to stay and attend, because they live in proximity, stay overnight and have that conversation.

[2:05:17] Voice 15: be covered by training budget um and those that go home could watch it online so not have the full

[2:05:24] Voice 15: day extended into the evening but we could end it too or something um i'm still struggling with

[2:05:35] Voice 15: having delegations and public comment at the beginning but let's try it out and see how it

[2:05:41] Voice 15: goes what else did i want to suggest and so and finally director uh or do i need to ask staff if

[2:05:57] Voice 15: we can explore a training budget for accommodations for trustees who want to to stay overnight

[2:06:03] Voice 15: or would that be um i

[2:06:08] Trustee Luckham: think we need to know so we

[2:06:10] Voice 15: need to know let's

[2:06:12] Trustee Luckham: just pause on that and

[2:06:13] Trustee Luckham: And we'll come to Director Frater.

[2:06:17] Trustee Luckham: She can assist us or the CAO can assist us with that

[2:06:19] Trustee Luckham: so that we can know whether or not

[2:06:21] Trustee Luckham: there's any budget at all available for that.

[2:06:24] Trustee Luckham: Certainly, there's been other educational expenses

[2:06:28] Trustee Luckham: this year so far.

[2:06:31] Trustee Luckham: Yeah.

[2:06:32] Voice 15: I'll get that ready.

[2:06:34] Voice 15: Just

[2:06:34] Trustee Luckham: following up on the lunch piece there,

[2:06:36] Trustee Luckham: if you've concluded there, Alicia, Elliot,

[2:06:38] Trustee Luckham: I don't want to cut you off.

[2:06:40] Trustee Luckham: I wonder if we could be a little more casual, right?

[2:06:43] Trustee Luckham: with lunch and let's just say that is whether that's a possibility in alexandra you would

[2:06:48] Trustee Luckham: obviously want to chime in here um is that let's get pizza in and have a pizza brief lunch and

[2:06:54] Trustee Luckham: and then get back to business and either adjourn if we've done the business of the day um or uh

[2:07:01] Trustee Luckham: continue on uh with the work um within a limited context but certainly if we had lunch at 12

[2:07:10] Trustee Luckham: and then we say half an hour

[2:07:13] Trustee Luckham: and then maybe we finish by one

[2:07:15] Trustee Luckham: and maybe that's achievable

[2:07:17] Trustee Luckham: for some of the Southern Toasties

[2:07:19] Trustee Luckham: to get to their ferries by four.

[2:07:21] Trustee Luckham: But you want to have two and a half hours

[2:07:23] Trustee Luckham: for sure, I think, to get to Sydney.

[2:07:27] Trustee Luckham: So it would be touch and go.

[2:07:31] Trustee Luckham: Any remarks from Alexandra

[2:07:33] Trustee Luckham: or through the CAO,

[2:07:35] Trustee Luckham: perhaps is the right way to do that,

[2:07:38] Trustee Luckham: on the catering element?

[2:07:40] Trustee Luckham: and any additional thoughts that you have uh ceo mobs or have you got enough information to come

[2:07:47] Trustee Luckham: back to us with a revised agenda for our next meeting and maybe even a briefing at our next

[2:07:53] Trustee Luckham: telecom um

[2:07:57] Voice 5: yeah certainly can provide a briefing at the the telecom that's um not a problem um what

[2:08:03] Voice 5: we do need to land today is the items that are advancing to just council in particular um of

[2:08:08] Voice 5: Of course, you know, we need to get out a news release to let everybody know what has been approved for the Trust Council agenda.

[2:08:17] Voice 5: I haven't heard any dissension around some of the bigger topics, so we can certainly communicate that.

[2:08:25] Voice 5: Changing, you know, I've heard sort of comments, not necessarily decisions made around some of these things.

[2:08:32] Voice 5: So it's helpful to have clear direction in terms of catering and what's possible for change there.

[2:08:37] Voice 5: I would look to Alex she's got all the knowledge and has been working with the venues on that piece

[2:08:44] Voice 5: starting earlier in the day on the Tuesday from a staff perspective it's workable if we know for

[2:08:51] Voice 5: sure that trustees will be there I think that's okay it's late in the game to be notifying

[2:08:57] Voice 5: trustees that there's a change in a start time or an end time but if we know they're going to be

[2:09:01] Voice 5: there anyway maybe it's less impactful to them I think yeah I think that's probably all the

[2:09:08] Voice 5: comments that i have at this point i'll turn to alex through the chair to see if she's got

[2:09:12] Voice 5: additional logistical things to add sure

[2:09:15] Trustee Luckham: and then i've got a question but let's go to alexandra and

[2:09:18] Trustee Luckham: ask her about those logistics uh

[2:09:21] Voice 12: with regards to the lunch on thursday that's totally doable we

[2:09:26] Voice 12: kind of did that in um june when we were on salt spring we had that um box lunch and we sat around

[2:09:33] Voice 12: and ate it while we continued the meeting for a little bit longer um i definitely think the venue

[2:09:38] Voice 12: you can accommodate that in Nanaimo for September to have kind of a more simple lunch around that

[2:09:46] Voice 12: time. My comment about the start and end times, I just hesitate because we have heard in the past

[2:09:54] Voice 12: from trustees that changing, drastically changing the start and end time to trust council at this

[2:10:01] Voice 12: time is not advisable for their schedule so maybe thinking ahead of that for december making those

[2:10:09] Voice 12: changes to possibly have a end time of 3 p.m on the thursday um i i don't think changing the start

[2:10:18] Voice 12: time by half an hour on tuesday for september is going to be a big deal but um i think any

[2:10:23] Voice 12: drastic changes to the start and end time should be held off until december

[2:10:30] Trustee Luckham: Yeah, I agree. My inclination was that any drastic change, like a 3 o'clock end on Thursday, would be a December thing, not September. I think we need to go with what we've got, approximately.

[2:10:43] Voice 13: If I might, Chair, could I?

[2:10:44] Voice 13: Yep.

[2:10:45] Voice 13: um just with regard to the notion of a training event or some training opportunity for trustees

[2:10:50] Voice 13: in the thursday night um i will just let you know the council has a training budget of um

[2:10:58] Voice 13: it's sort of training and conference the budget of five thousand dollars with travel

[2:11:03] Voice 13: of a budget of two thousand um on the books right now we are sitting on a resolution for staff to

[2:11:10] Voice 13: arrange training for council on public engagement but we have not advanced that to you at this time

[2:11:15] Voice 13: but as of that just want to make you aware of that opportunity you would just need to discuss

[2:11:19] Voice 13: how there would be authority to sort of expend those funds I would suppose whether it's motion

[2:11:24] Voice 13: of this body or a motion of council such that trustees could take advantage of it and of course

[2:11:29] Voice 13: every LTC has local training budgets as well to support training opportunities of trustees so

[2:11:35] Voice 13: just wanted to share that with you I see the CAO has her hand up in response yeah yeah

[2:11:42] Voice 5: excellent

[2:11:44] Voice 5: excellent information i'm hearing a little bit that that's a separate discussion from our three

[2:11:48] Voice 5: day uh council agenda at this point understanding that there isn't a desire to extend the thursday

[2:11:56] Voice 5: and therefore this will be a distinct item um so it might be good to talk about that separately

[2:12:02] Voice 5: once we've landed the agenda right

[2:12:04] Trustee Luckham: and i think just for clarity um we were clear that we would

[2:12:09] Trustee Luckham: move the start times on wednesday and thursday at 8 30. is that correct if

[2:12:14] Voice 5: the committee wishes

[2:12:16] Voice 5: okay

[2:12:17] Trustee Luckham: um thanks for everybody for your creative thinking here i i did like uh i think it's

[2:12:27] Trustee Luckham: important what trust vice chair elliott has raised is that trustees should know what discretionary

[2:12:32] Trustee Luckham: items there are so i think we need to and we also need to i i let trustees know that we're

[2:12:39] Trustee Luckham: we're tweaking the timing and so that communication needs to go out as soon as possible

[2:12:44] Trustee Luckham: and then indicating perhaps that some items may end up being deferred due to time available

[2:12:52] Trustee Luckham: and they would be these items and you've identified those aptly already in blue

[2:12:58] Trustee Luckham: and then put those on the agenda in a way that also reaffirms that notion that these may or may

[2:13:06] Trustee Luckham: may not be deferred. Is that understood? And then I'll go to Vice Chair Elliott. Julia?

[2:13:19] Voice 5: Yes, that is understood. You know, I think we might naturally find some time as we move through

[2:13:28] Voice 5: even just this week, when the Committee of the Whole gets together on Thursday, we'll have a

[2:13:32] Voice 5: much better sense of how much time might be needed in a Committee of the Whole format at Trust

[2:13:36] Voice 5: Council for the policy statement. There's two and a half hours there right now. It might be that

[2:13:41] Voice 5: That's not necessary based on where the conversation goes at Committee of the Whole.

[2:13:47] Voice 5: So we might find some time there naturally, which I think will help us out with the length of day on Wednesday in particular.

[2:13:58] Trustee Luckham: Yeah, agreed.

[2:14:01] Trustee Luckham: But I think we do need to at least give some indication so trustees can plan or at least have some contingency plans associated with the timing of participation.

[2:14:11] Trustee Luckham: patient but let's think about how we would communicate that i just wanted to note before

[2:14:16] Trustee Luckham: i come to you vice chair elliott maybe you were going to ask about this you talked about moving

[2:14:20] Trustee Luckham: the closed meeting to the wednesday you know i just have some reluctance about having any

[2:14:26] Trustee Luckham: closed meetings around the discussion of the discussion of the object and the legal opinions

[2:14:32] Trustee Luckham: And we've been criticized, and perhaps rightfully so, with respect to that.

[2:14:40] Trustee Luckham: And to go out of the public meeting and then come back and say something, just we need

[2:14:46] Trustee Luckham: to be so transparent on this that it's really important.

[2:14:51] Trustee Luckham: And maybe that'll be dealt with in Committee of the Whole as well as indicated.

[2:14:54] Trustee Luckham: So over to you, closed meeting.

[2:14:58] Trustee Luckham: Well,

[2:14:58] Voice 15: and on that point, I'd heard, CAO, you mentioned that all the correspondence we've received on this matter would be going into the agenda as well.

[2:15:12] Voice 15: Yes,

[2:15:12] Voice 5: the Trust Council's resolution did specifically state that.

[2:15:15] Voice 5: It wanted a

[2:15:17] Voice 5: session at Trust Council to talk about the object and to have all correspondence included.

[2:15:22] Voice 5: Now, you know, we can be liberal in interpreting all correspondence to mean all the legal opinions we've procured over time, all the correspondence from the public, all of the reporting that's happened from staff.

[2:15:37] Voice 5: If all of that's included, you know,

[2:15:40] Voice 5: that's a big session.

[2:15:42] Voice 5: There's a lot of information there.

[2:15:44] Voice 5: And also, of course, if we're looking at the legal opinions, some of those are not public.

[2:15:48] Voice 5: We do need to keep that in camera.

[2:15:51] Voice 5: So there's opportunity to quickly move in camera to perhaps have any discussion around those and then move back into the public agenda for the actual discussion.

[2:16:02] Voice 5: So, you know, this committee's direction on how to structure that session in particular is a question that, you know,

[2:16:08] Voice 5: I'm bringing forward so that we can best be supporting council and the deliberations around this.

[2:16:12] Voice 5: So

[2:16:14] Voice 15: we had a bit of discussion before and talked after last Trust Council about delegation materials not being included, but being sent to all trustees in advance of council meeting.

[2:16:30] Voice 15: meeting, I would say that considering the volume of materials that we'll be looking at and the fact

[2:16:38] Voice 15: that we've already seen all of the materials, I'd want to have them on hand, but it is not possible

[2:16:44] Voice 15: to have a folder put together with all those materials. So it's not in the agenda. The agenda

[2:16:51] Voice 15: is, again, for business materials that support sort of an open discussion. I would just say that

[2:17:00] Voice 15: But I would find it easier to navigate if they were all in one place and not in the agenda. So that is a thought. I do think we've got to book some time for a closed session because we're essentially reconsidering the same question from September 2023, but re-debating it in the open, which is because of the issues, as you mentioned, Chair, of the transparency of the discussion.

[2:17:29] Voice 15: So I think we should plan to, you know, have a 30 minute in-camera session during that, come back into open meeting, debate again, and then make a decision and have those materials be available, you know, to trustees, but not necessarily part of the agenda.

[2:17:50] Voice 15: I don't think they have to be. We've already seen them. Right. So why do they have to be, again, published?

[2:17:59] Trustee Luckham: Yeah. I think some trustees would appreciate it to be able to use it as a refresher. And as you've indicated, as separate documents. So I do wonder, Director Frater, whether or not that material could be a schedule or an addendum to the agenda so that it is part of it, but is also discreet.

[2:18:23] Trustee Luckham: Do you have a reflection on that, managing that content, Director Frater?

[2:18:29] Trustee Luckham: are

[2:18:30] Voice 5: you looking to me for that comment chair

[2:18:31] Trustee Luckham: director frederick but if you wish to chime in

[2:18:35] Trustee Luckham: you go ahead um

[2:18:37] Voice 13: certainly i would defer to the i would defer to the director of legislative services

[2:18:41] Voice 13: or the cao around

[2:18:42] Voice 13: that agenda structuring but i would also know in addition to correspondence

[2:18:46] Voice 13: you also have a public legal opinion around the policy statement that speaks for interpretation

[2:18:49] Voice 13: of the object that you might wish to add into that as well yeah

[2:18:55] Trustee Luckham: and that reminds me i you know

[2:18:57] Trustee Luckham: all correspondence. Help me out, Vice Chairs. I don't think Council said all correspondence,

[2:19:04] Trustee Luckham: including legal opinion. But yeah, sets an expectation we might make that public,

[2:19:15] Trustee Luckham: which we wouldn't be doing.

[2:19:16] Voice 13: So the Executive Committee has already released an illegal

[2:19:19] Voice 13: opinion relating to this as part of the policy statement work. So it's posted to the 2050

[2:19:23] Voice 13: page

[2:19:24] Voice 11: already. So

[2:19:25] Voice 13: it could just be provided as a link within a briefing or something else,

[2:19:28] Voice 13: but as well as correspondence, I would suggest you provide that if

[2:19:32] Trustee Luckham: you

[2:19:34] Voice 13: choose to provide

[2:19:35] Voice 13: correspondence. What

[2:19:36] Voice 13: I would defer is around the agenda structuring, I would defer to Director of

[2:19:40] Voice 13: Legislative Services of the CA.

[2:19:42] Trustee Luckham: Okay. So again, we're going to see this again in its final form

[2:19:46] Trustee Luckham: and get a briefing maybe at our teleconference. But over to you, Tim Peterson. I think we should

[2:19:55] Trustee Luckham: should move along here yeah

[2:19:58] Voice 9: thank you chair um yeah just in regard to uh issues around

[2:20:03] Voice 9: transparency and and legal opinions um as as director freighter mentioned we do have the one

[2:20:10] Voice 9: that uh the one legal opinion that has uh been made public and i wonder if there are um other

[2:20:19] Voice 9: uh legal opinions uh with regards to um this this question that we might consider um

[2:20:29] Voice 9: making public in terms of that transparency issue considering the the uh the public interest and and

[2:20:38] Voice 9: and uh um concerns about about the transparency and that's a larger question obviously than we

[2:20:47] Voice 9: could get into I think today and we would also want some advice on that but amongst the other

[2:20:52] Voice 9: opinions that we that we may have are there others that we could that we could consider making public

[2:21:00] Voice 9: to increase the transparency in this issue so

[2:21:10] Trustee Luckham: is that a question and I see CEO Mobs thank you for

[2:21:13] Trustee Luckham: raising your hand

[2:21:15] Voice 5: so trust council could determine that it wishes to publish more of these legal

[2:21:21] Voice 5: opinions of course that becomes discussion and debate within an in-camera session which will

[2:21:27] Voice 5: probably add more time to what's already contemplated but that is you know it is

[2:21:35] Voice 5: trust counsel's decision if you wish to do that you know it might be if we have six legal opinions

[2:21:40] Voice 5: on this particular topic and five of them say the same thing it might be that that's not really

[2:21:44] Voice 5: needed I do think providing counsel with all of the information we have is is what the desire is

[2:21:51] Voice 5: is here um you know the when it says provide correspondence um it's unclear to me if that

[2:21:57] Voice 5: was just limited to public correspondence um certainly i think having uh information on our

[2:22:05] Voice 5: legal opinions provided once again to council would certainly help trustees as they uh form

[2:22:09] Voice 5: their thoughts for for discussion um so which is why i'm suggesting a bit of a broader interpretation

[2:22:16] Voice 5: of that word is to make sure everyone has all the information that they need.

[2:22:21] Voice 5: I am looking at the three-day schedule.

[2:22:24] Voice 5: There's an hour and 15 minutes.

[2:22:25] Voice 5: I actually think we need more time for that one in particular.

[2:22:29] Voice 5: I think there's a few places where we've created more time, so I think that will be okay and

[2:22:34] Voice 5: staff can work to incorporate a bit more time there.

[2:22:37] Voice 5: As far as providing all of this material outside of the agenda, maybe as an addendum, you know,

[2:22:45] Voice 5: it's it would be different from how we normally provide supporting materials

[2:22:49] Voice 5: for other discussions it might be that you know the volume of this one is so

[2:22:55] Voice 5: large that we wish to step outside of what the norm is director Marlowe's

[2:23:01] Voice 5: please speak up if there's any concerns with that or Alex it's all who's of

[2:23:06] Voice 5: course going to be preparing the agenda if there's no restrictions on policy we

[2:23:12] Voice 5: would just look to this committee for that direction and it would just be an

[2:23:14] Voice 5: agenda with all of the supporting material. I see Director Marlers' hand is up.

[2:23:21] Voice 7: Yeah, if I may, through Claire. Yeah, the information that Trust Council considers

[2:23:29] Voice 7: needs to be available to the public. So it's not on the agenda. We need to make sure

[2:23:33] Voice 7: that it lives with the agenda in some way. So, you know, if we're keeping it on our servers,

[2:23:39] Voice 7: we probably have to put it on our website and link it through the minutes or some process like that.

[2:23:45] Voice 7: usually everything in the agenda is published on the website and anything that's added to the

[2:23:51] Voice 7: agenda as late items is also added to that document so that the public can see what the

[2:23:57] Voice 7: council was considering right

[2:24:02] Trustee Luckham: so my question there is could be that be done as a an attached

[2:24:06] Trustee Luckham: schedule or an addendum that would be a separate pdf document from the entire meeting agenda

[2:24:13] Trustee Luckham: and linked appropriately.

[2:24:17] Voice 7: Yeah, I think that can be done.

[2:24:19] Voice 7: Just a technical solution, but yeah.

[2:24:22] Trustee Luckham: Yeah, understood.

[2:24:24] Trustee Luckham: Okay.

[2:24:28] Trustee Luckham: Is there anything more that we need to say about this,

[2:24:31] Trustee Luckham: Director Mobs?

[2:24:31] Trustee Luckham: You've obviously got a lot, or CEO Mobs,

[2:24:34] Trustee Luckham: you've got lots to think about with respect

[2:24:36] Trustee Luckham: to what we've provided you already.

[2:24:38] Trustee Luckham: The sooner we can see a revised version of that,

[2:24:41] Trustee Luckham: the better, and I think I'll leave the conversation there

[2:24:45] Trustee Luckham: if that's all right with vice chairs and yourself yeah thumbs up around the room or you're muted for

[2:24:55] Trustee Luckham: some reason ceo mobs nope oh

[2:25:02] Voice 5: there we go technical glitch there um so yeah i think we've got some

[2:25:05] Voice 5: good comments um we can we can make the small adjustments there um um and then i will you know

[2:25:13] Voice 5: if we run into any issues i'll bring it up with the telecom um but i think we're in a good space

[2:25:18] Trustee Luckham: excellent thank you very much uh ceo mobs a significant amount of thinking and work

[2:25:24] Trustee Luckham: on this and look forward to seeing how this rolls out 7.1.3 delegation public comment period

[2:25:34] Trustee Luckham: presenter agenda allocations discussion this came from our july 3rd meeting um we've touched on that

[2:25:41] Trustee Luckham: just very briefly um nothing attached here um i think maybe vice chair elliott do you want to

[2:25:49] Trustee Luckham: pick this part of the conversation up i think that stems from your thoughts about including materials

[2:25:56] Trustee Luckham: or not and and unless somebody else has some other information about what 7.1.3 is meant to capture

[2:26:04] Trustee Luckham: I

[2:26:05] Voice 15: think we're um sorry um the action that what came out of our July 3rd meeting I believe was

[2:26:13] Voice 15: direction to explore what other trust councils right or

[2:26:16] Voice 15: not trust councils but other local

[2:26:18] Voice 15: governments and how they structure their agendas so I believe director Marler is working on that

[2:26:23] Voice 15: piece if I'm not

[2:26:25] Voice 15: mistaken yeah

[2:26:26] Trustee Luckham: you're right David Marler do you have anything to report at this time

[2:26:29] Trustee Luckham: or that's forthcoming uh

[2:26:31] Voice 7: can you just repeat what that item was um first earlier i

[2:26:36] Voice 15: think it was item

[2:26:37] Voice 15: five on your fuel to explore what other um sort of the format of other local governments and how

[2:26:45] Voice 15: they structure their public comment periods um and their delegations yeah it was

[2:26:51] Voice 15: fuel yeah it

[2:26:52] Voice 7: it was limited to delegations and yeah, that is forthcoming.

[2:26:57] Voice 7: So I'll be sharing that with chair Luckham and vice chair Peterson,

[2:27:04] Voice 7: and then bringing it to executive committee at the next meeting.

[2:27:08] Voice 7: Okay.

[2:27:08] Voice 7: Could

[2:27:09] Voice 15: I actually ask that you share it with me because I think that was a

[2:27:12] Voice 15: different, so trustee,

[2:27:14] Voice 15: vice chair Peterson's delegation piece from over a year was one item.

[2:27:21] Voice 15: and then asking to understand

[2:27:27] Voice 15: how these other local governments structure

[2:27:29] Voice 15: their public comment period.

[2:27:31] Voice 15: That was sort of separate.

[2:27:33] Voice 15: It came just recently.

[2:27:34] Voice 7: Yeah.

[2:27:35] Voice 15: Could I be part of that conversation too?

[2:27:38] Voice 15: Yeah,

[2:27:38] Voice 7: I don't mind sharing it with you in advance.

[2:27:40] Voice 7: Yeah, thanks.

[2:27:41] Voice 7: Okay.

[2:27:43] Trustee Luckham: Okay, thank you, everyone.

[2:27:46] Trustee Luckham: We're rolling up on 12 o'clock.

[2:27:48] Trustee Luckham: We've got other trustees coming in

[2:27:52] Trustee Luckham: for one o'clock discussion at UBCM. I'm thinking that we might go through to 12.30 here and then

[2:27:58] Trustee Luckham: have a lunch break and then pick up again at one o'clock. Does that sound reasonable to everybody

[2:28:02] Trustee Luckham: and staff in the boardroom there? Is that okay? Yes. Yeah. Okay. So let's just keep going then.

[2:28:08] Trustee Luckham: So this brings us then to Trust Area Services, the NAPTEP shift at 8.1.2.1.

[2:28:20] Trustee Luckham: I got to get that up on my screen here it's on page 30 of our agenda okay so

[2:28:33] Trustee Luckham: Director Frater do you want to help us with this one?

[2:28:38] Voice 13: Thank you chair yes this is being brought to

[2:28:40] Voice 13: you as requested as you might remember we've been we were successful in getting grant funding for

[2:28:45] Voice 13: this work and executive committee asked us to come back with a project charter to guide the work

[2:28:50] Voice 13: essentially we plan to hire someone to do this rather than have staff undertake it

[2:28:54] Voice 13: so it's a matter of identifying a consultant providing them with the information and then

[2:29:00] Voice 13: getting a report back so this is here for your consideration and the lead staff person would

[2:29:05] Voice 13: be our senior policy advisor and we i'd be happy to take any questions okay

[2:29:12] Trustee Luckham: um vice chairs any

[2:29:15] Trustee Luckham: Any questions?

[2:29:17] Trustee Luckham: There is a motion there to advance this, I think.

[2:29:21] Trustee Luckham: Yeah.

[2:29:23] Trustee Luckham: Just not seeing anything from anybody else.

[2:29:26] Trustee Luckham: I just want to remark, you noted, and rightfully so,

[2:29:30] Trustee Luckham: that this was not included in our strategic plan for 2024,

[2:29:34] Trustee Luckham: 2025, I guess.

[2:29:36] Trustee Luckham: But clearly, this has been work that's been underway

[2:29:38] Trustee Luckham: for some time and is now at that implementation stage.

[2:29:42] Trustee Luckham: And although there are some staff resources,

[2:29:45] Trustee Luckham: resources necessary to contribute to it, the bulk of the work will be done by an external consultant.

[2:29:51] Trustee Luckham: So does anybody see that as a compromise of any kind, and that we can rightfully advance this?

[2:30:02] Voice 15: I'm sorry. I don't feel it's a compromise because it was part of a previous strategic plan that I think we're still running on, essentially,

[2:30:11] Voice 15: because we haven't approved a new one.

[2:30:14] Voice 11: Exactly, yeah.

[2:30:15] Voice 11: I

[2:30:16] Voice 15: think it's great. Yeah, I'm happy to remove the recommended motion.

[2:30:21] Trustee Luckham: CAO Mobs, do you have any concerns as to advancing this work?

[2:30:27] Voice 5: No, my comments in the CAO comments provide all the information that's needed.

[2:30:31] Voice 5: It was on the previous plan.

[2:30:33] Voice 5: I did want to point out that it's not on the new one in case that would influence the decision, but certainly you can advance it.

[2:30:38] Trustee Luckham: Yeah, no, this is important, and I think Council appreciates it.

[2:30:41] Trustee Luckham: And so, Vice Chair Ehler, do you want to move the motion?

[2:30:46] Voice 15: Sure.

[2:30:46] Voice 15: I move that Islands Trust Executive Committee endorse NAPTEP's Tax Shift Evaluation and Advocacy Project Charter.

[2:30:55] Trustee Luckham: All right.

[2:30:55] Trustee Luckham: All right. Seconded by Trustee Maude. Thank you very much. Any further discussion? All those in

[2:31:02] Trustee Luckham: favor? And that looks like that's unanimous. Excellent. Well, that's really great. Looking

[2:31:08] Trustee Luckham: forward to seeing that final report and hopefully advancing this. Next item, 8.1.3, Planning

[2:31:18] Trustee Luckham: Services Navigating Housing Development in the Trust Area. Another request for decision on page

[2:31:24] Trustee Luckham: page 34 of our agenda and I think that

[2:31:28] Voice 11: that is also trust area services over to you director

[2:31:34] Voice 11: fader thank

[2:31:36] Voice 13: you chair this is being brought to you as it was a product of the work done

[2:31:40] Voice 13: through the regional planning committee but is being brought to you was provided to them for

[2:31:45] Voice 13: feedback and comment and is now being brought to you as the as you have delegated authority

[2:31:49] Voice 13: for communications for the ounce trust to provide the sort of level of approval on it

[2:31:54] Voice 13: so it has been it has been seen through regional planning comments have been incorporated and it's

[2:31:58] Voice 13: now here for your approval should you approve it um it will then be considered by the trust

[2:32:04] Voice 13: programs committee next week for addition to the living in the trust area mailing package

[2:32:08] Voice 13: so it would be provided to all new purchasers in the trust area thank you okay

[2:32:16] Trustee Luckham: great any questions

[2:32:18] Trustee Luckham: Questions or remarks? And I see Director Cermak has chimed in, has lit up his screen here. If you have any immediate comments, otherwise, we'll just see what Vice Chairs have to say.

[2:32:30] Voice 8: I do not, Mr. Chair. I just thought it was a planning-related item, and I'd show my face for it.

[2:32:36] Trustee Luckham: That's great. I guess my question on this is, how can we highlight this in a more significant, not more significant way beyond new property owners? Like, I'm thinking about developers and those that have large land holdings that have potential to do some of this work that is important and indicated in here on an affordable scale.

[2:33:03] Trustee Luckham: bail. I want to maximize the return on this investment, I guess is what I'm thinking about.

[2:33:12] Trustee Luckham: Do you have any remarks there, Director Frater?

[2:33:17] Voice 13: I can note it will be on the website, so it'll

[2:33:20] Voice 13: be available as a publication, and certainly I could defer to the Director of Planning to see

[2:33:25] Voice 13: if there's any other way to provide it to applicants as part of an information package

[2:33:28] Voice 13: or any other method.

[2:33:30] Trustee Luckham: Well that's great lovely segue to Director Cermak to think about how we

[2:33:37] Trustee Luckham: can really optimize this get get the word out because often I hear so much criticism about

[2:33:42] Trustee Luckham: what are you doing and you're not doing anything you should be doing this that and the other thing

[2:33:45] Trustee Luckham: and certainly this is helpful.

[2:33:51] Voice 8: Thank you Mr. Chair I'll take that as a as a question

[2:33:54] Voice 6: and

[2:33:55] Voice 8: you know as

[2:33:56] Voice 8: you know this is a part of a much bigger scope from the housing strategic action plan

[2:34:01] Voice 6: and i

[2:34:02] Voice 8: would argue that um you know communicating out not only this action but many other actions in

[2:34:08] Voice 8: the housing strategic action plan are are equally important i think there's many

[2:34:11] Voice 8: actions occurring

[2:34:13] Voice 8: so i think to answer your question i'd rather return to the regional planning committee and

[2:34:18] Voice 8: talk to them about that and the plan as a whole and to evaluate are we communicating well enough

[2:34:25] Voice 8: and how how much how much better can we do and that would be my answer right now

[2:34:30] Trustee Luckham: okay that's

[2:34:31] Trustee Luckham: great so i i sit ex officio on that committee so i'll ask that question there that's great

[2:34:38] Trustee Luckham: um then does somebody like to make the motion sure

[2:34:44] Voice 15: i'd be happy to as a representative for

[2:34:46] Voice 15: regional planning here i move that the executive committee approve the navigating development

[2:34:52] Voice 15: for housing publication all

[2:34:55] Trustee Luckham: right moved seconded by tim peterson i assume and is there any further

[2:34:59] Trustee Luckham: discussion all those in favor oh that too carries unanimously excellent good well thank you this is

[2:35:10] Trustee Luckham: terrific i really enjoy seeing these kinds of things so let's move along um to executive

[2:35:18] Trustee Luckham: Committee-initiated items. We've deferred item 8.2.11 until after the break at 1 o'clock.

[2:35:26] Trustee Luckham: So that will bring us to 8.2.1.2, Code of Conduct Review, Next Steps, Request for Decision.

[2:35:35] Trustee Luckham: And that's on page 51 of our agenda. And

[2:35:42] Voice 7: that'll be me, Chilicum.

[2:35:44] Trustee Luckham: Director of Legislative Services,

[2:35:46] Trustee Luckham: which is David Marler, you want to introduce this

[2:35:50] Trustee Luckham: and then there is a decision there.

[2:35:53] Voice 7: Yeah, so this is actually intended for Trust Council.

[2:35:58] Voice 7: So what it does, it just summarizes the path

[2:36:04] Voice 7: that this has taken over the last while.

[2:36:07] Voice 7: So it has the initial resolutions of the Executive Committee,

[2:36:12] Voice 7: which was originally to power to Trust Council Committee

[2:36:15] Voice 7: Committee of the Whole in June of 2024. The then CEO felt that the Code of Conduct was really a

[2:36:22] Voice 7: governance issue, so it should go to the Governance Committee, which it did in June of 2024. The

[2:36:29] Voice 7: Governance Committee, while the members had some individual comments, it did not come up with any

[2:36:35] Voice 7: recommendations other than the one that's on page 51, which is that the Executive Committee

[2:36:40] Voice 7: committee refers the code of conduct to a select committee of trust council so that's kind of

[2:36:48] Voice 7: different to the executive committee the original request to forward to a committee of the whole

[2:36:55] Voice 7: so this is just suggesting that executive committee like council decide how it wants to

[2:37:02] Voice 7: proceed with the code of conduct it is going to be a code of conduct that council really needs to

[2:37:09] Voice 7: own and that's the only way it's going to be effective so the staff recommendation is

[2:37:17] Voice 7: supporting going to a committee of the whole and that's the recommendation to council

[2:37:22] Voice 7: mainly because committee the whole represents all of council and i'm not so sure a select committee

[2:37:30] Voice 7: would be able to develop anything plus with all the committees we have we would have resourcing

[2:37:37] Voice 7: issues with the creation, administration of another committee.

[2:37:43] Voice 7: So, yeah, this is for the executive committee to consider sending to Trust Council.

[2:37:48] Voice 11: Okay.

[2:37:49] Voice 7: And just one more thing.

[2:37:51] Voice 7: This is one of the items that could be deferred from September to December.

[2:37:55] Voice 7: So it's one of the blue items on the council agenda at the moment.

[2:38:02] Trustee Luckham: Right.

[2:38:02] Trustee Luckham: And it's probably more suited for deferral to a committee of the whole rather than being

[2:38:06] Trustee Luckham: included in the full council because there we would have to break out into a committee of the

[2:38:12] Trustee Luckham: whole to discuss that okay

[2:38:14] Voice 7: yeah well i never made sure the the the request for decision to council

[2:38:20] Voice 7: is fairly straightforward it's simply does council want to send this to a committee of the whole or

[2:38:27] Voice 7: do they want to uh follow the governance committee's recommendation of a select committee

[2:38:32] Voice 7: which is one of the options or the option listed at the bottom one of the options so it's not

[2:38:40] Voice 7: really a discussion of the code of conduct in September it's just that how does council want

[2:38:46] Voice 7: to handle it so the time for this could be anywhere from 10 minutes to 30 minutes depending

[2:38:51] Voice 7: how much council wants to debate how to proceed with the code of conduct okay

[2:38:59] Trustee Luckham: so what's the

[2:39:01] Trustee Luckham: pleasure of the vice chairs here is somebody we want to make the recommended motion or one of the

[2:39:06] Trustee Luckham: alternatives i guess vice chair peterson sorry

[2:39:09] Voice 7: if i may um your resolution for executive is

[2:39:12] Voice 7: whether or not to send this to trust council ah

[2:39:16] Trustee Luckham: i get okay so that is more clear to me then

[2:39:20] Trustee Luckham: yeah this is a document to forward to council for the decision so that actually makes it a lot

[2:39:26] Trustee Luckham: simpler here today correct thank you

[2:39:29] Trustee Luckham: sorry i missed that i thought that we were taking

[2:39:32] Trustee Luckham: trust council yeah okay so uh vice chair peterson uh

[2:39:38] Voice 9: i'm happy to see this uh go to trust council i

[2:39:42] Voice 9: think that's the appropriate uh uh uh body to look at this however i just wanna i i take exception

[2:39:50] Voice 9: with the wording under alternative number three,

[2:39:54] Voice 9: that trust council already has a standards of conduct policy

[2:39:59] Voice 9: that is adequate.

[2:40:00] Voice 9: And I just, I finally just, I disagree.

[2:40:04] Voice 9: There's some serious problems

[2:40:08] Voice 9: and that we've discussed in the past.

[2:40:11] Voice 9: I don't think that's a reasonable suggestion

[2:40:15] Voice 9: that it is adequate because I don't think it is.

[2:40:19] Voice 7: Yeah, Mr. Chair, I'm happy to remove the words that is adequate. It's probably subjective anyway,

[2:40:25] Voice 7: so it doesn't really belong there. I would just leave that with council idea has the standards

[2:40:29] Voice 7: of conduct policy period.

[2:40:34] Trustee Luckham: Sure. Although I think we all know there are opinions at the council

[2:40:38] Trustee Luckham: table that feel that this is unnecessary. This is not necessary, but it is, I think,

[2:40:44] Trustee Luckham: thank you for volunteering that, David, that is subjective. And so we could just make that

[2:40:49] Trustee Luckham: neutral yeah yeah

[2:40:51] Voice 7: i'll make that change so

[2:40:53] Trustee Luckham: then it would be as amended um and so do we have somebody

[2:40:57] Trustee Luckham: that would like to make the motion to forward this to council i

[2:41:01] Voice 9: will i move that the uh standards of

[2:41:06] Voice 9: conduct um the request for decision that's uh sorry the code of conduct review next steps

[2:41:16] Voice 9: request for a decision be forwarded to Trust Council as amended.

[2:41:22] Trustee Luckham: Do I have a seconder? Trustee Elliott, thank you.

[2:41:29] Trustee Luckham: It's moved and seconded. Any discussion? All those in favor?

[2:41:35] Trustee Luckham: It looks like that too is unanimous.

[2:41:38] Trustee Luckham: That's great. Thank you very much. Thank you, David, for this work.

[2:41:43] Trustee Luckham: We're going to move along here now.

[2:41:46] Trustee Luckham: I did print out the final page of our agenda.

[2:41:48] Trustee Luckham: um we're going to go to 9.2.1 local trust committee chairs reports on local advocacy

[2:41:57] Trustee Luckham: topics is there anything lingering out there you've been speaking to in your communities no

[2:42:05] Trustee Luckham: all right good um i'm going to continue on then to 9.4 no 9.5 we added uh as a late item uh the

[2:42:17] Trustee Luckham: the Ministry of Transportation and Infrastructure agreement.

[2:42:21] Trustee Luckham: That was Trustee Peterson.

[2:42:24] Trustee Luckham: Do you want to speak to that

[2:42:25] Trustee Luckham: and we'll seek some staff advice there.

[2:42:30] Voice 9: Certainly, thank you, Chair.

[2:42:32] Voice 9: So briefly, Ministry of Transportation and Infrastructure

[2:42:37] Voice 9: has a road improvement project on Ganties Fulford Hill.

[2:42:43] Voice 9: There are a group of people opposed to the project

[2:42:46] Voice 9: and trying to stop it.

[2:42:47] Voice 9: and inquiries have been made as to whether the local trust committee

[2:42:52] Voice 9: has made any decisions, which it has not.

[2:42:55] Voice 9: I'm not aware if our staff has met with MOTI regarding the specific project.

[2:43:01] Voice 9: I don't recall any staff briefings.

[2:43:05] Voice 9: The concern, the reason I bring this up is around the protocol agreement

[2:43:10] Voice 9: and the attached letter of agreement,

[2:43:12] Voice 9: agreement which stipulates a 1.8 meter bike lane on the Fulford Ganges Road um certainly we believe

[2:43:21] Voice 9: that Moti staff is also aware of those provisions um there's indications that the letter of agreement

[2:43:31] Voice 9: with Moti has been included in um letters between the group of residents legal counsel and Moti's

[2:43:37] Voice 9: legal council and um there's a suggestion that they're considering uh if islands trust has failed

[2:43:45] Voice 9: to uphold the agreement with uh minister of transport the road is planned does not include

[2:43:51] Voice 9: a 1.5 meter shoulders on both sides uh ditches other things were reportedly specified in the

[2:43:58] Voice 9: letter the question is does the islands trust have any liability as a result of the agreement's

[2:44:04] Voice 9: protocols and moti not following them uh it's being raised as an issue by these folks that are

[2:44:12] Voice 9: um uh uh opposed to the project as it's uh currently uh presented and uh their um

[2:44:24] Voice 9: opposition to to moti's uh uh advancing the project as as proposed and leaving out those 1.5

[2:44:33] Voice 9: meteor bike lanes uh just that would make sense for staff to be aware that this is uh

[2:44:41] Voice 9: this is being rooted about and um i'm not sure uh certainly a director of legislative services

[2:44:49] Voice 9: might want to have a look at the agreements and i'm not uh i'm not clear whether it's

[2:44:53] Voice 9: necessary to ask for legal advice to show that we don't have any legal exposure or not

[2:44:59] Voice 9: but did want to bring this to executive committees and staff awareness.

[2:45:11] Voice 11: Right, David Marr, I see your hand up.

[2:45:15] Voice 11: Yeah,

[2:45:16] Voice 7: I just wanted to respond to some of those concerns. The agreements are pretty old,

[2:45:21] Voice 7: but these are coordination agreements. It just indicates how we'll work together

[2:45:26] Voice 7: and they're not binding. We each have our local trust committee has its own

[2:45:32] Voice 7: legislation which is land use and the ministry of transportation is responsible for roads so it just

[2:45:38] Voice 7: is an agreement that the ministry and the local trust committee will communicate so the ministry

[2:45:44] Voice 7: will advise the local trust committee with respect to any road works that they're doing

[2:45:50] Voice 7: and the local trust committee can offer any suggestions it feels necessary for that particular

[2:45:55] Voice 7: the road work um but one thing to keep in mind is that the the bike lanes um is for new construction

[2:46:04] Voice 7: so usually when a road is being upgraded and the ministry when the repaving road that's not

[2:46:12] Voice 7: considered to be an upgrade it's usually considered to be maintenance or repair so

[2:46:17] Voice 7: my understanding is that the that doesn't engage the bike lanes in fact it appears that nothing

[2:46:24] Voice 7: does I mean that facetiously but it seems to be a capital upgrade and none of these are considered

[2:46:33] Voice 7: to be upgrades so I believe we have had those discussions where the local trust committee has

[2:46:37] Voice 7: and has provided that information and the desire for the community to have those bike lanes

[2:46:42] Voice 7: and the ministry is going ahead doing the work as a maintenance project so I think for now I would

[2:46:52] Voice 7: just probably not get legal advice um i think the time to get that is if we are somebody does decide

[2:47:02] Voice 7: they want to take a run at the local trust committee um i think that's the time to do it

[2:47:06] Voice 7: because it's not going to head that off and it's just going to cost the money um which i don't

[2:47:12] Voice 7: think is going to be very helpful at the moment but that'd be my advice just uh leave it and see

[2:47:17] Voice 7: where it goes okay

[2:47:23] Trustee Luckham: um stefan cermak thank

[2:47:29] Voice 8: you mr chair just to respond to the question about

[2:47:32] Voice 8: have staff spoken to modi staff i was the regional planning manager in the salt spring office

[2:47:38] Voice 8: several years ago and we had conversations as this project has been planned for many years

[2:47:44] Voice 8: and we did talk to modi staff we did point out the agreement we did point out the 1.8 meter

[2:47:50] Voice 8: standard that was agreed to. And, you know, in discussion, some of the responses that came back

[2:47:56] Voice 8: is, you know, that was a broad approach. The reason it was 1.8 meters in that agreement was

[2:48:03] Voice 8: because it's an 80 kilometer hour road that leads to the ferries. But when it comes into town,

[2:48:10] Voice 8: especially on Salt Spring at the top of Ganges Hill, it slows to 50 kilometers an hour. And in

[2:48:14] Voice 8: fact, it slows right down to 30 kilometers an hour right in town now. That's a recent change.

[2:48:19] Voice 8: And the design standards change according to speed, as well, you know, along going down the hill, the density of development significantly increases because there's water services and sewer services if we get into town.

[2:48:31] Voice 8: And so what they've done is they've applied their best practices of engineering design standards according to the actual road that exists and the classifications.

[2:48:40] Voice 8: And so as Director Marder mentioned that the agreement is a communications coordination document, we did communicate and coordinate, and their response was that they're applying the best engineering standards according to the road standards that exist, and that was the discussion at the time.

[2:49:00] Voice 8: So I just thought I'd tell you that we had those discussions.

[2:49:03] Voice 8: We did try to champion the 1.8 meters as per the agreement.

[2:49:07] Voice 8: More seemed better, but then they came back saying that these are design standards.

[2:49:12] Voice 8: And there's, of course, even the compounding costs as it is, they're expropriating some

[2:49:17] Voice 8: land to make these changes and that the costs go up with every square meter that they're

[2:49:23] Voice 8: purchasing.

[2:49:23] Voice 8: So that's it, historical context.

[2:49:29] Trustee Luckham: okay um i'll come back to tim um do you have any you received some advice there um

[2:49:40] Trustee Luckham: does that conclude that i realized obviously it doesn't

[2:49:43] Voice 9: yeah uh thank you nothing further

[2:49:45] Voice 9: on that i appreciate um uh staff uh comment on that and um um i i'm just satisfied and

[2:49:54] Voice 9: And essentially really wanted to make sure that the staff and EC were in the loop.

[2:50:02] Trustee Luckham: Okay, that's great.

[2:50:04] Trustee Luckham: Thank you for that information.

[2:50:06] Trustee Luckham: So let's go.

[2:50:07] Voice 15: Chair, if I may, before we move on.

[2:50:09] Voice 15: Yeah.

[2:50:09] Voice 15: Sorry.

[2:50:11] Voice 15: We have had one CRD MOTI meeting with elected officials and trustees.

[2:50:17] Voice 15: Could this not be put on the agenda for the next request to discuss this kind of specific how the interface of highways and bike lanes and the lack of support for active transportation?

[2:50:32] Voice 15: This is a larger problem than Salt Spring, but this clearly illustrates the issue.

[2:50:38] Voice 15: Could it not be put on the agenda for the next interagency meeting?

[2:50:45] Voice 15: And I don't know who to talk to, because I'm not sure who's setting those agendas or who's keeping minutes. But MOTI staff were very encouraging about letting them know about these issues. And this is something that I think we should talk about.

[2:51:07] Trustee Luckham: Director Cermak, do you have a response there with respect to meetings with MOTI in the next meeting and agenda setting?

[2:51:16] Trustee Luckham: Mm

[2:51:16] Voice 8: -hmm. Certainly, I think reviewing of these agreements is, you know, top of the list in

[2:51:23] Voice 8: terms of discussions with Modi. Happy to have those. I know it is on the EC future actions list,

[2:51:28] Voice 8: but we're still a deficit in scheduling the next meeting for the northern and central area,

[2:51:33] Voice 8: and that is still on the to-do list of staff.

[2:51:42] Voice 11: You have a follow-up there, Dr. Elliott?

[2:51:45] Voice 15: No, but we made this request to Minister Fleming at UBCM last year, and he said,

[2:51:50] Voice 15: Great. Let's have more interagency coordination. Come up with network plans. Apply for the grants. We are critically not doing any work here. When is this going to happen? I don't know how, but we have had one Moti Islands Trust meeting. We need to have more. The last one was April 29th.

[2:52:10] Voice 15: So could we please move ahead on scheduling the next one before the year ends so that we can keep that agreement moving forward?

[2:52:21] Voice 15: We need to update it.

[2:52:26] Trustee Luckham: Do you have any response to that, Director Schirmack?

[2:52:30] Trustee Luckham: Nope.

[2:52:31] Voice 8: We hear the request.

[2:52:32] Voice 8: We can certainly schedule it before the end of the year.

[2:52:34] Voice 8: I don't think that would be an issue at all.

[2:52:35] Voice 11: Okay.

[2:52:36] Voice 11: That's great.

[2:52:39] Trustee Luckham: Vice Chair Peterson.

[2:52:42] Voice 9: I saw Director Frater's hand up.

[2:52:45] Voice 9: and certainly she attended the last meeting oh

[2:52:48] Voice 11: and uh so she uh director oh director fader yeah

[2:52:52] Voice 11: go ahead just

[2:52:53] Voice 13: to note this is another function that is sort of being underserved because of a

[2:52:56] Voice 13: lack of um extra capacity it's been the policy statement has deployed displaced the work on

[2:53:01] Voice 13: agreements so when we were talking earlier about the need for more staff resources this would be

[2:53:05] Voice 13: an example of something that could be undertaken if we had you know that additional staff time

[2:53:10] Voice 13: available to support right

[2:53:11] Trustee Luckham: let's get the policy statement done

[2:53:13] Voice 13: my

[2:53:15] Trustee Luckham: solution okay uh and not to uh

[2:53:21] Trustee Luckham: undermine this the importance of this modi work but and also respecting the resources you have

[2:53:28] Trustee Luckham: available so let us move on then if that's all right to correspondence we have two pieces of

[2:53:34] Trustee Luckham: correspondence here uh 10.1 a letter from trustee boland and 10.2 the late correspondence that came

[2:53:40] Trustee Luckham: in from the ocean protection plan um vice chairs what's your desire here associated with the web

[2:53:49] Trustee Luckham: page request for the province request of the province project um at the moment this request

[2:53:59] Trustee Luckham: is on the governance committee agenda so certainly the committee is aware of it uh trustee peterson

[2:54:06] Trustee Luckham: I

[2:54:08] Voice 9: think that if there's a desire at Trust Council to put this on the web page, that's fine.

[2:54:16] Voice 9: It didn't come up as a priority in the Governance Committee to put this on the web in a specific way.

[2:54:24] Voice 9: So I would defer this to Trust Council myself.

[2:54:30] Trustee Luckham: Yeah, and of course, you know, this addresses the very issue we've been talking about in a number of places today,

[2:54:36] Trustee Luckham: is the availability of staff to be able to do this work.

[2:54:40] Trustee Luckham: And so what work does this offset

[2:54:45] Trustee Luckham: that's also important to be done or maintained?

[2:54:48] Trustee Luckham: So certainly if the desire is to forward

[2:54:50] Trustee Luckham: this correspondence to council, then let's do that.

[2:54:53] Trustee Luckham: Is that the opinion?

[2:54:55] Trustee Luckham: All right, so by general consent then,

[2:54:57] Trustee Luckham: I'm going to suggest that that correspondence

[2:54:59] Trustee Luckham: be forwarded to council CAO Mobs or your voice.

[2:55:08] Voice 5: Oh, thank you.

[2:55:09] Voice 5: you um so certainly we can accommodate that direction uh you know executive committee does

[2:55:13] Voice 5: have um authority over communications if this is considered a communications exercise it's all

[2:55:19] Voice 5: within your authorities to make that decision however you may still forward it to council if

[2:55:24] Voice 5: you wish for all of council to weigh in

[2:55:26] Trustee Luckham: yeah and so i'd like to see council tell us that we need

[2:55:31] Trustee Luckham: to do this and offset other work that is ongoing mostly what i would think so let's forward that

[2:55:38] Trustee Luckham: to council and they can determine what action they might want to take so 10.2 ocean protection

[2:55:45] Trustee Luckham: plan correspondence um what would your desire be with there we can certainly forward this to

[2:55:50] Trustee Luckham: council is that actually in the agenda package at this point no so it's separate so you've got

[2:55:59] Trustee Luckham: that on the screen there i don't actually have that up in front of me um yeah so let's forward

[2:56:07] Trustee Luckham: forward this to council I think those folks who want to participate want to they can they've

[2:56:13] Trustee Luckham: always been very in fact I would say the last OPP was well worth the time virtual it was well worth

[2:56:19] Trustee Luckham: the time participating uh director

[2:56:24] Voice 11: or freighter I'll go to you and I'll go to uh trophy Peterson

[2:56:29] Voice 13: thank you I'll just note that this is a request for volunteers to step forward to serve on a

[2:56:34] Voice 13: a forum advisory panel and expressions of interest are due by august 30th so while it could go in the

[2:56:40] Voice 13: council agenda i would um recommend that you

[2:56:42] Voice 13: request that we forward it immediately out to

[2:56:44] Voice 13: trustees such that they could express interest yeah

[2:56:47] Trustee Luckham: sorry that was my intention is that it go

[2:56:49] Trustee Luckham: to this be forwarded to all trustees by email thank

[2:56:53] Voice 9: you tim

[2:56:55] Trustee Luckham: peterson uh

[2:56:57] Voice 9: yeah i was just going

[2:56:58] Voice 9: going to point out the same thing and uh um in terms of the deadline and and the need to get it

[2:57:05] Voice 9: out and then of course i'm i'm going to uh talk to some colleagues that i think might be interested

[2:57:12] Voice 9: and have the capacity suggest they might want to sign up

[2:57:16] Trustee Luckham: yeah and then director fader your advice

[2:57:20] Trustee Luckham: there does i you know we don't have the capacity to prepare um we could obviously as we've done in

[2:57:27] Trustee Luckham: the past I can speak or another member of executive committee may speak on behalf of council if we had

[2:57:33] Trustee Luckham: a position that we wanted to take on any of the ocean protections activity including freighter

[2:57:38] Trustee Luckham: anchorages and oil spills and any number of things do you have any advice or recommendations at this

[2:57:45] Trustee Luckham: time recognizing the capacity is limited the

[2:57:49] Voice 13: capacity for advocacy has been limited I would

[2:57:52] Voice 13: think if any particular trustee puts their name forward for this certainly as council undertakes

[2:57:57] Voice 13: advocacy if any related to the marine environment then certainly they you know we could request that

[2:58:02] Voice 13: that individual advance it as an interest area but at this time we don't have any active advocacy

[2:58:08] Voice 13: going on related to marine issues no

[2:58:10] Trustee Luckham: okay so let's forward this by email to by general consent to

[2:58:14] Trustee Luckham: trustees and that will then take us to the next item on our agenda which is the review and

[2:58:20] Trustee Luckham: amendment of our current work program um that's there for our information um is there any remarks

[2:58:26] Trustee Luckham: from anybody otherwise we'll receive it for information at this time okay um so our next

[2:58:35] Trustee Luckham: we're going to recess here but our next meeting is september the 11th we do not have a closed

[2:58:40] Trustee Luckham: session for today unless i'm mistaken so let us recess for lunch and come back uh just before

[2:58:47] Trustee Luckham: one o'clock so that we can welcome the trustees that are attending ubcm and perhaps you have your

[2:58:53] Trustee Luckham: your notes about your interests at UBCM.

[2:58:56] Trustee Luckham: Obviously the letters that we received

[2:58:58] Trustee Luckham: just recently are disappointing

[2:59:00] Trustee Luckham: with respect to meeting with ministers.

[2:59:03] Trustee Luckham: The alternatives are to meet with staff,

[2:59:05] Trustee Luckham: but we can certainly discuss that at the table

[2:59:08] Trustee Luckham: at one o'clock.

[2:59:09] Trustee Luckham: Okay, let's recess.

[2:59:11] Trustee Luckham: Thank you.

[3:37:18] Trustee Fast: Hi, Sue Ellen.

[3:37:20] Trustee Fast: Hello, Judy.

[3:37:21] Trustee Fast: How are you?

[3:37:22] Trustee Fast: Good, thanks.

[3:37:23] Trustee Fast: Good.

[3:37:25] Trustee Fast: I saw your face pop up, so I moved my little green piece of paper.

[3:37:30] Voice 1: Oh, that's over your camera?

[3:37:32] Trustee Fast: High tech.

[3:37:33] Trustee Fast: High tech stuff.

[3:37:37] Voice 1: I'm in my car.

[3:37:38] Voice 1: I got stuck in a huge line up going over Lionsgate, so I just bailed out.

[3:37:42] Voice 1: I've got a parking lot.

[3:37:44] Voice 12: Good afternoon, trustees Fast and Getty.

[3:37:46] Voice 12: It's Alexandra.

[3:37:48] Voice 12: Hi, Alexandra.

[3:37:49] Trustee Fast: Alexandra, I get it, we're being

[3:37:50] Trustee Fast: recorded, so we should probably pipe down, right?

[3:37:53] Trustee Fast: That's

[3:37:53] Voice 12: exactly what I was just about to say, just letting you know that it's on video.

[3:37:59] Voice 12: Okay.

[3:38:00] Voice 12: All

[3:38:00] Voice 1: right, I won't complain about traffic.

[3:38:03] Voice 12: Okay.

[3:38:04] Voice 12: We have about six minutes or so.

[3:38:06] Voice 12: Okay.

[3:39:41] Voice 1: Alexandra, I'm working on battery here, so I'm going to log out and come back in.

[3:39:45] Voice 12: Okay, sounds great.

[3:39:46] Voice 12: Thanks for letting me know.

[3:39:47] Voice 1: Okay.

[3:44:30] Trustee Luckham: well welcome back everybody to the executive committee meeting of um august the 21st i believe

[3:44:37] Trustee Luckham: it is that's correct um uh thank you uh trustees that have joined us um to for discussion with

[3:44:46] Trustee Luckham: regards to uh attending ubcm strategic session is i think what we called it here yeah um planning

[3:44:55] Trustee Luckham: our opportunities at UBCM to engage with ministers and staff. I think all of you received the

[3:45:03] Trustee Luckham: two letters that we received yesterday, declining the opportunity to meet with ministers that

[3:45:11] Trustee Luckham: we had requested with sort of the standard message to if you want to meet with the staff

[3:45:17] Trustee Luckham: to discuss issues, you can certainly arrange for and do that. I think probably I'd take

[3:45:24] Trustee Luckham: lead initially here from staff with respect to what we should expect by

[3:45:31] Trustee Luckham: perhaps assuming that Toby Elliott you circulated this email that you sent out

[3:45:39] Trustee Luckham: to everybody to myself anyway regarding meeting with staff and just let's let's

[3:45:45] Trustee Luckham: test the water here and see what we've done in the past with respect to meeting

[3:45:50] Trustee Luckham: with ministers at a staff level and um any advice that you have and then let's go around the table

[3:45:56] Trustee Luckham: and see how we can strategically uh engage at uh ubcm i'm really disappointed that the materials

[3:46:03] Trustee Luckham: still seem to be lacking with respect to the program that's going to be made available but

[3:46:07] Trustee Luckham: there we are uh director frader i see you've got your hand up sorry

[3:46:12] Voice 12: chair luck that's actually

[3:46:13] Voice 12: myself just letting you know that trustee giddy will be joining us this afternoon she'll just be

[3:46:18] Voice 12: be coming in a little bit late.

[3:46:20] Trustee Luckham: Oh, I see. Okay. That's great. I do see Trustee Fast here. Nice

[3:46:25] Trustee Luckham: to see you. We haven't seen you in such a long time. Look forward to seeing you in person at

[3:46:29] Trustee Luckham: UBCM. And that's fantastic. So is there any staff advice on approaching this? Or if you've seen

[3:46:39] Trustee Luckham: the recommendation from Trustee Elliott or not, she's recommending and it's a good idea to engage

[3:46:46] Trustee Luckham: Minister of Health, Minister of Municipal Affairs, Minister of Housing with a number of solutions.

[3:46:52] Trustee Luckham: Have staff seen that?

[3:46:54] Voice 13: Yes, we have. And I'll just say that I haven't attended all of the UBCN meetings.

[3:47:00] Voice 13: Of course, us typically are supported by our CAO, but I understand it hasn't been a strong past practice for elected officials to meet with ministry staff.

[3:47:08] Voice 13: But certainly the more engagement you can have and the more paths you can take to advancing topics you'd like to advance,

[3:47:14] Voice 13: I encourage you to take them it's a great opportunity um and certainly as you undertake

[3:47:21] Voice 13: those meetings we can gather the insights gathered and then refine our advocacy into the future

[3:47:25] Voice 13: right

[3:47:26] Trustee Luckham: okay um so and you have the capacity to achieve this outcome by the four o'clock today

[3:47:34] Trustee Luckham: I think to uh these requests then yes yes okay I see a hand up here let's go around and see what

[3:47:42] Trustee Luckham: people's interests are trustee patrick i

[3:47:44] Trustee Patrick: just wanted to say i i um last year i did meet with

[3:47:48] Trustee Patrick: ministry staff along with the russ hudson pillar in municipal affairs on um um i guess just

[3:47:57] Trustee Patrick: engagement or engagement or relationship building within um first nations and uh previously in

[3:48:04] Trustee Patrick: previous years i have i met with ministry staff on other topics of i think it was advocating for

[3:48:09] Trustee Patrick: for Salt Spring to be into a grant fund that we had been left out of because we were in the CRD

[3:48:15] Trustee Patrick: and considered urban instead of rural. So as an elected officials, I've definitely met with staff.

[3:48:22] Trustee Patrick: Anybody

[3:48:28] Voice 11: else? Toby Elliott.

[3:48:33] Voice 15: I guess I would ask, since I haven't participated in a ministry staff sort of meeting,

[3:48:40] Voice 15: um by you know there's a lot of different departments how specific do we need to be

[3:48:46] Voice 15: um with our request the background materials this isn't just a getting to know you session this is

[3:48:54] Voice 15: about um you know hopeful specific policy or legislative uh requests and so we're sort of

[3:49:03] Voice 15: of pivoting from a meeting with minister request to here's some specific asks and I think we need

[3:49:11] Voice 15: to do some thinking about what those are and articulate that and I would like to see that

[3:49:18] Voice 15: we're prepared with background materials that we can give and then start the conversation

[3:49:23] Voice 15: you know begin a dialogue and then go back and forth but we also need to know what conversations

[3:49:30] Voice 15: have been had before so we're not putting our foot in it and say you know director surmac's been

[3:49:36] Voice 15: you know already gone down that path with uh planning services staff or something so

[3:49:42] Voice 15: i think we need to have a bigger conversation about what the asks are and what kind of documents

[3:49:48] Voice 15: we need and who would sort of champion that and then what sort of staff support we can

[3:49:54] Voice 15: and look for in those meetings, because this is new to me.

[3:50:02] Voice 11: Hey, Trustee Stamford-Peterson and Maude.

[3:50:07] Trustee Stamford: Yeah, I think I was going to recommend exactly how Trustee Elliott is thinking.

[3:50:14] Trustee Stamford: I've been with a number of these, mainly minister meetings, last UBCM,

[3:50:21] Trustee Stamford: and I have put in a request to personally meet with MODY staff

[3:50:28] Trustee Stamford: for marine branch area regarding my my albatross the dock um but anything that what i was recommended

[3:50:37] Trustee Stamford: was a two-pager on the specific issue and they are looking for specifics because you you just

[3:50:44] Trustee Stamford: have a few minutes to get in there and make your case and and get some kind of response from them

[3:50:49] Trustee Stamford: so any kind of prep ahead um really helps move things along um and also if the SCRD does get

[3:50:59] Trustee Stamford: minister meetings I'm happy to try and shove a few things that um that align with the trust

[3:51:08] Trustee Stamford: um we'll also bring that up as as well and say this is also an issue for the trust because I

[3:51:14] Trustee Stamford: I do recognize we have many similar concerns, so.

[3:51:25] Trustee Luckham: Trustee Peterson.

[3:51:28] Voice 9: Thank you, Chair.

[3:51:30] Voice 9: Absolutely, while it's disappointing

[3:51:32] Voice 9: that we got turned down by our request

[3:51:37] Voice 9: to meet with the ministers,

[3:51:38] Voice 9: but turned down, I think we should go ahead

[3:51:40] Voice 9: and take advantage of this opportunity

[3:51:43] Voice 9: to meet with the ministry staff

[3:51:45] Voice 9: and concur with the other comments

[3:51:48] Voice 9: about preparation and specifics.

[3:51:52] Voice 9: Thank you.

[3:51:54] Trustee Maude: David Maud.

[3:51:55] Trustee Maude: Thank you, chair.

[3:51:57] Trustee Maude: Just one thing, the topic of the review by the province,

[3:52:02] Trustee Maude: we don't actually have a mandate,

[3:52:04] Trustee Maude: I don't think from trust council.

[3:52:08] Trustee Maude: We have a pending motion,

[3:52:10] Trustee Maude: which I'm sure will be supported

[3:52:13] Trustee Maude: if not unanimously by trust council,

[3:52:15] Trustee Maude: but we actually don't have direction from trust council

[3:52:20] Trustee Maude: to make the ask.

[3:52:22] Trustee Maude: So what I'm asking is a logistical question,

[3:52:25] Trustee Maude: is that between now and UBCM,

[3:52:29] Trustee Maude: should Trust Council, either by RWM

[3:52:32] Trustee Maude: or through Committee of the Whole slash Trust Council meeting,

[3:52:39] Trustee Maude: actually formally endorse that request

[3:52:43] Trustee Maude: so that when we're at UBCM, when we're talking,

[3:52:47] Trustee Maude: we're talking with the backing of Trust Council,

[3:52:51] Trustee Maude: rather than interpreting the wishes that we've heard.

[3:52:58] Trustee Luckham: Yeah, you know, I'll just say that,

[3:53:00] Trustee Luckham: and Director Frey can confirm with me or not,

[3:53:06] Trustee Luckham: but, you know, we have a standing resolution of council

[3:53:09] Trustee Luckham: to have written the original letter.

[3:53:12] Trustee Luckham: We've got a response from that letter.

[3:53:13] Trustee Luckham: It's perfectly reasonable to,

[3:53:16] Trustee Luckham: without going into depth or detail

[3:53:18] Trustee Luckham: or stretching any kind of a commitment,

[3:53:20] Trustee Luckham: that if we're talking to ministers,

[3:53:23] Trustee Luckham: as we can indicate that we are continuing to pursue that and anticipate making a formal

[3:53:27] Trustee Luckham: request in the near future. And if anybody has any concerns about that, then tell me that now,

[3:53:32] Trustee Luckham: because that's the way I would characterize this.

[3:53:35] Trustee Maude: I was just saying walking to UBCM with

[3:53:37] Trustee Maude: unanimous vote of trust counsel, I think would give us a lot more weight.

[3:53:42] Trustee Luckham: Except that we're not going to have that depth of a conversation with people at this point without

[3:53:48] Trustee Luckham: out a minister meeting so you're right but i think that it'll be more topical than less specific but

[3:53:56] Trustee Luckham: anyway let's go to trustee patrick and uh counselor getty well

[3:54:01] Trustee Patrick: i just wanted to follow on the uh just

[3:54:04] Trustee Patrick: previously in june up leading up to the june 22 meeting while it wasn't ubcm uh the executive

[3:54:11] Trustee Patrick: committee in conversation with ministry of municipal affairs gave them a heads up that

[3:54:18] Trustee Patrick: that the vote was coming. So it was just a polite notification to the ministry that the Trust

[3:54:23] Trustee Patrick: Council was considering such action at an upcoming meeting. So that kind of conversation is absolutely

[3:54:29] Trustee Patrick: fair game.

[3:54:31] Voice 1: Yeah. Justice Getty? Yeah, I think in response to Toby's, I've only been to one,

[3:54:39] Voice 1: but it's basically your very best elevator pitch. And you've got just a few minutes and

[3:54:43] Voice 1: And you need to have some, you know, really good, concise, easy to read backup material, no more than two pages.

[3:54:51] Voice 1: And they may, they probably won't get into any kind of a discussion.

[3:54:55] Voice 1: They may get a little bit, but it would help if they could identify people that would be the really good contacts.

[3:55:02] Voice 1: And I'm sure that we've got those already. And it's a matter of, you know, finding out from staff who they relate with, and who, you know, can be identified and maybe pitch stuff directly to them. And I think with respect to the request to the province, it would be helpful for them to understand the process that we're going through and the timing, so that, you know, we've been working on this, and this has come up, and there's been lengthy discussions, and we've come up with a resolution.

[3:55:28] Voice 1: resolution and the meeting our meeting is the week after so they're going to be going into

[3:55:33] Voice 1: you know the election where the all of the politicians are going to be off site and it's

[3:55:38] Voice 1: going to be staff that maybe can position themselves and decide who would be our contact

[3:55:44] Voice 1: people and who would be and we work with our staff I think to figure out who's the best who do we

[3:55:50] Voice 1: we want to focus on who do we want to you know line up and uh it's it's all just strategic i

[3:55:57] Voice 1: think but it's it's important for them to get the ideas into the back of their heads so that

[3:56:02] Voice 1: they're thinking about us

[3:56:07] Trustee Luckham: christy peterson i

[3:56:11] Voice 9: think chair with regard to the request from

[3:56:13] Voice 9: the province certainly um trust council hasn't rescinded its earlier um uh its earlier resolutions

[3:56:20] Voice 9: solutions um coming out of the governance uh committee's last meeting um there is an rfd

[3:56:28] Voice 9: going to trust council but it's i mean the meat of it is to get trust council's approval of the

[3:56:33] Voice 9: draft letter at the province i actually don't think there's much question um that the the

[3:56:41] Voice 9: request is going to be um endorsed by trust council and certainly it hasn't been rescinded

[3:56:47] Voice 9: the previous request so that's that's my take on that

[3:56:52] Trustee Luckham: that's too fast um

[3:56:55] Trustee Fast: thank you chair hi

[3:56:56] Trustee Fast: everybody um i was just wondering if anybody knows uh when the writ dropped that the period when

[3:57:02] Trustee Fast: uh government the province province can't do any more uh take any more big actions because

[3:57:11] Trustee Fast: before the election because last week i was in a meeting uh and minister cullen um was part of

[3:57:18] Trustee Fast: that meeting this was uh bc municipal climate leadership council anyway he was the guest speaker

[3:57:24] Trustee Fast: came and spoke quite frankly saying well he can't say much now because he's the writ's going to drop

[3:57:29] Trustee Fast: any day i don't know how all that works but um i think they'll be there to listen uh if they're

[3:57:36] Trustee Fast: even there at all seems to me before the last election um it was uh um very positive friendly

[3:57:48] Trustee Fast: reaching out, wanting to hear from communities. And so I agree with what Judy said, too, about the elevator pitch. But I'd like to know a little more if anybody knows about when ministers can, how much they can actually commit to, if they even can, at UBCM.

[3:58:14] Trustee Fast: It seems to me that it's more it's informal. And I like the idea of filling them in on where we are with the process.

[3:58:23] Trustee Fast: So they've got that in mind. Does anybody know what is the writ?

[3:58:27] Trustee Fast: I

[3:58:28] Trustee Luckham: see David Marler's hand up and there's a hand up in the boardroom, but certainly has been published.

[3:58:32] Trustee Luckham: I saw it just recently, but I don't remember the exact dates. David Marler?

[3:58:36] Trustee Luckham: Yeah,

[3:58:37] Voice 7: the writ normally drops on September 21st, and then the interregnum period ends on November 2nd. So that's the period that politicians can't really do anything. And the election is on October 19th.

[3:58:52] Trustee Luckham: Thank you.

[3:58:54] Trustee Luckham: yeah and you know uh my experience is is that they're not going to make any commitments but

[3:59:01] Trustee Luckham: they're obligated to listen and so this is our opportunity to talk and and let them know what

[3:59:07] Trustee Luckham: our concerns and issues are um but and and then of course significantly there'll be mlas there as

[3:59:12] Trustee Luckham: well as prospective candidates which is open to all sorts of people as delegates so there'll be

[3:59:18] Trustee Luckham: the opportunity to talk to folks and there's no doubt you'll get earmarked by some to talk to

[3:59:23] Trustee Luckham: and if i'm not mistaken uh cao hudson or cao mobs and um director freighter it seems to me that the

[3:59:33] Trustee Luckham: uh opportunity to uh make appointments with uh staff municipal staff although less of course

[3:59:41] Trustee Luckham: it can still be conducted um at ubcm and they have a desk there reception desk

[3:59:47] Trustee Luckham: desk where you can sign up for opportunities if there's new emerging things that you want to speak

[3:59:53] Trustee Luckham: to some staff about. So although there's a deadline today, I think that the door is not closed.

[4:00:00] Trustee Luckham: your certain opportunity, whereas then there's opportunities that arise right at the convention.

[4:00:05] Trustee Luckham: Do either of you know the answer to that question?

[4:00:11] Voice 6: I don't in particular.

[4:00:13] Voice 5: No.

[4:00:14] Voice 5: I've not attended UBCM before, so I'm unaware of that.

[4:00:17] Voice 5: Certainly, you know, that's a great backup to have in the back pocket if we don't land

[4:00:20] Voice 5: some of these formal requests to meet with staff.

[4:00:23] Voice 5: Of course, being that we're situated, our office is in Victoria, we also have the enviable

[4:00:30] Voice 5: position of requesting meetings at other times in the year as well if we needed to um so yeah

[4:00:37] Voice 5: unfortunately can't answer that specific question chair luck and perhaps director freighter's got

[4:00:40] Voice 5: more insight i

[4:00:42] Voice 13: don't but i would encourage you to book everything that you want encourage us to

[4:00:46] Voice 13: direct us to do it today such that should someone's schedule be full you've still got that opportunity

[4:00:51] Voice 13: right

[4:00:52] Trustee Luckham: and you know when you work in the networking and when you work in the floors you can talk to

[4:00:57] Trustee Luckham: anybody about anything and just take all those opportunities and those of you that have seen

[4:01:01] Trustee Luckham: me in action at the museum know that that's what I do. Sue Ellen Fast, Trustee Stanford,

[4:01:10] Trustee Luckham: and if we need to direct staff we should formulate some kind of a resolution.

[4:01:16] Trustee Fast: Yeah thank you I just

[4:01:18] Trustee Fast: wanted to. Can

[4:01:19] Trustee Stamford: I just jump in really quick I just didn't hear when the writ was dropped

[4:01:22] Trustee Stamford: what was the date again?

[4:01:24] Trustee Luckham: The 21st I think. 21st okay

[4:01:26] Trustee Fast: thanks. I was just going to say from

[4:01:31] Trustee Fast: From Bowen Island Municipality's point of view, of course, we can only speak to Bowen Island stuff,

[4:01:39] Trustee Fast: but we bring up ideas and we speak to common interests, like Judy said, and I think the options are there.

[4:01:46] Trustee Fast: There's going to be some overlap with some of the things that Bowen Island Municipality wants to speak to the province about,

[4:01:54] Trustee Fast: including housing water system requirements that kind of thing and so

[4:02:02] Trustee Fast: we'll you know use options for that I think we'll be we don't have anything

[4:02:09] Trustee Fast: Bowen Island municipality as far as I know doesn't have anything specific to

[4:02:13] Trustee Fast: say about islands trust or that kind of thing so you don't need to worry about

[4:02:18] Trustee Fast: about crossed messages.

[4:02:19] Trustee Fast: I'm more interested in what support we can give each other.

[4:02:26] Trustee Fast: If anybody's got suggestions, I'd welcome that.

[4:02:28] Trustee Fast: Thank you.

[4:02:30] Trustee Luckham: So I just want to say that you guys wear two hats.

[4:02:34] Trustee Luckham: Certainly Bowen Municipality can't speak

[4:02:36] Trustee Luckham: for the Islands Trust, but trustees can speak

[4:02:38] Trustee Luckham: as members of council about Islands Trust activity.

[4:02:42] Trustee Luckham: So take that opportunity if it arises,

[4:02:45] Trustee Luckham: but yeah, you have to be careful,

[4:02:47] Trustee Luckham: but you do wear two hats just be clear when you're making any statement about which hat you've got on

[4:02:53] Trustee Luckham: vice chair

[4:02:56] Voice 11: elliott uh

[4:03:01] Voice 15: thank you so could we move through um either some of the questions

[4:03:06] Voice 15: in a more structured way so that we can bring out any points that are missing in the key messages

[4:03:14] Voice 15: for these meetings if they happen um i'm just looking at page 39 here i do want to answer the

[4:03:24] Voice 15: question which trustee will speak to the island's trust resolution in the resolution section

[4:03:28] Voice 15: um if we're going to have anyone speak at the cabinet town halls i've never been there before

[4:03:34] Voice 15: and uh personally i would i would recommend that each of us take an issue to champion

[4:03:43] Voice 15: maybe one or two and really get briefed on that and work with an appointed staff person to get

[4:03:50] Voice 15: those background materials we can't um just delegate everything to the chair it's impossible

[4:03:56] Voice 15: to keep everything in mind uh you know the chair's building relationships and you've got really good

[4:04:03] Voice 15: long-standing ones but i wonder if we can spread the the work around uh in terms of researching

[4:04:12] Voice 15: getting those background materials and those of us who feel strongly about one issue over another i

[4:04:18] Voice 15: mean i feel strongly about four but i can pick two to really champion so can we work through this um

[4:04:26] Voice 15: in a bit of a structured way yeah

[4:04:31] Trustee Luckham: that would be great and also noting the

[4:04:36] Trustee Luckham: the municipal the provincial staff you've identified in your email to indeed create

[4:04:44] Trustee Luckham: appointments but um so um yeah just trying to look at your list here it seems not necessarily

[4:04:57] Trustee Luckham: Well,

[4:04:57] Voice 15: we could start with page 40. So the anniversary and the future of violence trust governance. I had a question about how does, I'm actually unclear where the implementation of the UN Declaration Act fits in with this general request.

[4:05:17] Voice 15: We've got sort of reconsideration of violence, trust, decision-making processes and structures.

[4:05:23] Voice 15: And then how does that work with, how do we work with the UN Declaration?

[4:05:30] Voice 15: These are two big topics or they're related obviously, but do we need to do some thinking

[4:05:37] Voice 15: on this and maybe Director Frater can clarify.

[4:05:42] Voice 15: I just, I'm missing.

[4:05:43] Voice 15: So

[4:05:43] Trustee Luckham: you indicated page 40, that was the topics for the premier?

[4:05:48] Voice 15: Yeah. And so

[4:05:49] Voice 15: I reconstituted those topics for a request for meeting with ministry staff.

[4:05:54] Voice 15: So the meeting with Ministry of Municipal Affairs staff includes two topics, and that is reconciliation or Islands Trust engagement with First Nations, page 41, and the Islands Trust anniversary and governance, which is in the request for review, page 40.

[4:06:15] Trustee Luckham: Right. And so that's in your email.

[4:06:16] Voice 15: Yeah. So

[4:06:17] Trustee Luckham: I just took those.

[4:06:18] Trustee Luckham: Summarized. I got it.

[4:06:19] Voice 15: Yeah. Got it. Yeah.

[4:06:20] Voice 15: But I added Ministry of Housing because that's an ongoing issue and we didn't

[4:06:25] Voice 15: ask for a meeting with Ministry of Housing, but I think we need to,

[4:06:30] Voice 15: I need to speak with staff. So I'll be setting that up

[4:06:32] Voice 6: if staff doesn't.

[4:06:39] Trustee Luckham: So any thoughts, Trustee Getty?

[4:06:45] Voice 1: There.

[4:06:47] Voice 1: The idea about working in tandem last year,

[4:06:50] Voice 1: they seemed to really appreciate. We shared presentations and individual counselors were

[4:06:58] Voice 1: given certain topics that they wanted to work on. And it was like a tag team. And they really

[4:07:03] Voice 1: seemed to appreciate the fact that we liked each other and we got along well and we shared things

[4:07:07] Voice 1: and that, you know, it was all very healthy and working together. So that was that was in our

[4:07:14] Voice 1: debrief. We thought that was something that was a strength in terms of this particular topic.

[4:07:19] Voice 1: The future of the Islands Trust, again, just, you know, if we're meeting with staff, we need to figure out who it is that we can target in terms of working with and who's receptive and who understands the most about the trust and that put this on the radar that this is where some work that we want to do with them in terms of trying to figure out, you know, whether or not they've got the resources, whether they'll buy into our ideas and whether or not they've got some time and energy for it.

[4:07:48] Voice 1: it so um you know it's i think the ministry staff is probably better for the kinds of questions that

[4:07:56] Voice 1: we've got at this point so um i can't i didn't get the i don't have the agenda ahead of me in

[4:08:02] Voice 1: terms of the other questions but i got your email this morning in terms of housing it seems to me

[4:08:07] Voice 1: that there's identifying the two different branches of the housing department um bowen

[4:08:12] Voice 1: has a specific question that hasn't been answered in terms of housing and we have been taken out of

[4:08:17] Voice 1: of the um or we're included in and we're not taken out of i can't remember what the position

[4:08:23] Voice 1: is now in terms of being able to over develop uh some of the small lots so um it would be

[4:08:30] Voice 1: interesting in terms of trying to figure out whether or not anybody's got any ideas about

[4:08:34] Voice 1: bowen being this odd member of the islands trust that's the only municipality so we're in the

[4:08:40] Voice 1: legislation because we're a municipality and we're not out like everybody else in the trust and it's

[4:08:44] Voice 1: It's a question that's been asked, and they don't have time to answer it.

[4:08:48] Voice 1: So it might be nice to flag that one again.

[4:08:52] Trustee Fast: That's Bill 44.

[4:08:53] Voice 1: Thank you.

[4:08:55] Voice 1: You got the numbers.

[4:09:03] Trustee Luckham: Okay.

[4:09:04] Trustee Luckham: So I think the direction here is who's going to speak to what,

[4:09:07] Trustee Luckham: and what topics are we going to need support from staff in terms of materials

[4:09:15] Trustee Luckham: to be able to speak effectively about.

[4:09:20] Trustee Luckham: about? If I look at the three conversations that you've outlined in your email, there's a

[4:09:26] Trustee Luckham: conversation with Ministry of Health staff, Municipal Affairs staff, and Ministry of Housing

[4:09:31] Trustee Luckham: staff. Who's the best person to speak to each of these topics? Who wants to take a kick at this? I

[4:09:41] Trustee Luckham: certainly don't need to own it all, that's for sure. Laura Patrick.

[4:09:49] Trustee Patrick: Well, I definitely would

[4:09:51] Trustee Patrick: would like to meet with ministry staff on housing. Salt Spring has a letter that I sure hope has been

[4:10:02] Trustee Patrick: finally put in the inbox to the ministry since in response to a January letter that lays out a

[4:10:10] Trustee Patrick: number of topics and questions that we've raised. We also have another outstanding letter on the

[4:10:15] Trustee Patrick: speculation of vacancy tax where we requested, so that's Ministry of Finance, where we requested

[4:10:20] Trustee Patrick: requested some help from them on information on being a boundary community of what the impact

[4:10:30] Trustee Patrick: and what potential opportunities there were for inclusion into that tax. So we had some questions

[4:10:35] Trustee Patrick: that have never been responded to. So we have some existing correspondence. So Ministry of Finance

[4:10:40] Trustee Patrick: staff on speculation vacancy tax, follow-up questions from Salt Spring and our current

[4:10:46] Trustee Patrick: letter to uh the minister right

[4:10:51] Trustee Luckham: so i heard two requests there housing and finance and so the

[4:10:54] Trustee Luckham: obvious question is who would like to also join in that conversation with my trustee patrick at

[4:10:59] Trustee Luckham: ministry of housing and finance on housing associated conversation i assume that trustee

[4:11:07] Trustee Luckham: elliott wouldn't see tim peterson your hands off you wish to speak to anything there uh

[4:11:13] Voice 9: yeah i was

[4:11:14] Voice 9: I was just going to say that I'd be more than happy to join with Trustee Patrick on the

[4:11:20] Voice 9: conversation with the Housing Ministry staff.

[4:11:24] Voice 9: And I'm also more than happy to be part of the conversation around the Ministry of Municipal

[4:11:36] Voice 9: Affairs.

[4:11:36] Voice 9: So, those are the two I would put my hand up for.

[4:11:40] Voice 9: okay

[4:11:44] Trustee Luckham: just writing down making sort of a list here um judy getty i'm

[4:11:53] Voice 1: not sure about um

[4:11:56] Voice 1: how to coordinate all of this in terms of i don't know what bowen um we've requested different

[4:12:03] Voice 1: meetings with ministers i don't know if we've gotten the same letters back in terms of yes or

[4:12:07] Voice 1: no i haven't uh we're off for the month so we haven't had i haven't had a chance to talk to

[4:12:12] Voice 1: of staff but um assuming that this isn't in conflict in terms of any of the meetings how do

[4:12:17] Voice 1: we set it up so that we're all in the same place at the same time and who can help with that um

[4:12:23] Voice 1: and uh assuming that we can all be there at the same time then um i've got that residual question

[4:12:30] Voice 1: for bowen about the for the housing minister and um yeah i'd like to as chief or chair of the

[4:12:37] Voice 1: the governance. I'd like to get in on the municipal affairs

[4:12:41] Voice 1: process in terms of our request to the province.

[4:12:48] Trustee Luckham: Okay.

[4:12:51] Voice 11: I

[4:12:53] Voice 15: don't have any answers for the previous question

[4:12:56] Voice 15: on who's going to organize how we meet and where. I think this is the

[4:13:00] Voice 15: meeting to organize that.

[4:13:04] Voice 15: But I would like to put myself forward.

[4:13:08] Voice 15: I'm going to, I can fill out the application for the building and safety standards branch of the Ministry of Housing. There's, there's many separate issues about housing that we could be meeting on. I have a very specific line of questioning about supporting documentation of valid alternatives, alternative solutions to the BC building codes functional objectives.

[4:13:37] Voice 15: and so that's just a line of questioning i would like to start with the building safety standards

[4:13:44] Voice 15: branch i think that's the right department um but looking at your list uh trustee patrick

[4:13:52] Voice 15: there is a lot there um we've talked before about whether the province would support the

[4:13:59] Voice 15: establishment of a provincial housing navigator service um inclusion of a low density rural

[4:14:07] Voice 15: framework there's there's so much in that reply minister to the ministry of housing reply to the

[4:14:13] Voice 15: ministry of housing that don't know if we can fit them all in so let's pick something um what is the

[4:14:21] Voice 15: ask for support for rural and remote communities that we need to do in terms of policy

[4:14:33] Voice 15: and i'd like to put my name forward for the conversation with the ministry of health

[4:14:38] Voice 15: maybe um with you um chair i've been reviewing the manual of composting toilets and gray water

[4:14:45] Voice 15: practice extensively and speaking with experts and i feel much more comfortable talking about

[4:14:51] Voice 15: it now so i'd like to be involved in that conversation thanks okay

[4:14:59] Trustee Luckham: um i see cao mobs

[4:15:03] Trustee Luckham: is hand up in the boardroom

[4:15:05] Voice 11: uh

[4:15:06] Voice 5: thanks chair so just in terms of structuring this conversation

[4:15:09] Voice 5: it might make sense just to start with each ministry that we'd like to request a meeting with

[4:15:14] Voice 5: determine the particular topic or topics that we wish to advance which might help inform

[4:15:19] Voice 5: um sort of who we want to be attending those meetings because there are several topic options

[4:15:24] Voice 5: um for uh several of these potential staff meetings so just in terms of structuring the

[4:15:31] Voice 5: conversation I think that might help move us through things in a structured organized way

[4:15:38] Voice 6: well that's

[4:15:38] Voice 5: and I would suggest we could do that just in the order that they appear in the agenda

[4:15:45] Trustee Luckham: sure okay so that's great because I've actually started this thing and I'm actually thinking that

[4:15:50] Trustee Luckham: what we need is actually a spreadsheet or something that we could maybe circulate

[4:15:53] Trustee Luckham: and make sure that we're adding in the details but certainly the as you've outlined is the

[4:16:02] Trustee Luckham: ministry that we want to speak to and potentially the department of the ministry we want to speak

[4:16:07] Trustee Luckham: to um and so that's kind of the who and then what the topic is and what the ask is and then uh and

[4:16:14] Trustee Luckham: then who it is that wants to participate and we can sort of create a framework and circulate that

[4:16:20] Trustee Luckham: and use that as a working document and then if we get some appointments scheduled and some time

[4:16:26] Trustee Luckham: set up, we could add those accordingly. And then we obviously need to be in close contact

[4:16:35] Trustee Luckham: throughout the period in order to ensure that we all show up at the same time in the same place,

[4:16:41] Trustee Luckham: just sort of pulling all of what I'm hearing together. And so I'm sort of going to start a

[4:16:47] Trustee Luckham: new list here now, taking a little bit more focused approach there from CEO Mobs. But in

[4:16:55] Trustee Luckham: the boardroom. I saw a hand up while I'm writing.

[4:17:00] Voice 13: My hand was relating to a different question on

[4:17:03] Voice 13: how we're going to work through who's attending what at the convention. And what I was going to

[4:17:07] Voice 13: say is when you're done talking about the minister meetings specifically, we do have a word document

[4:17:11] Voice 13: we'll bring on screen to talk about the various sessions at the convention and who's going to what.

[4:17:16] Voice 13: But for now, I think you're focused specifically on the minister meetings.

[4:17:23] Trustee Luckham: Yeah. We

[4:17:25] Voice 13: could bring a document on screen if you like.

[4:17:28] Voice 13: to uh track okay

[4:17:30] Voice 11: go ahead i

[4:17:32] Voice 13: would just have to save it and send it over to alex so give me a

[4:17:34] Voice 13: moment rough

[4:17:47] Voice 6: as it is it

[4:17:57] Voice 13: may take her a minute to clean it up it was my notes to myself thank you

[4:18:01] Trustee Luckham: well while that's coming together i'm just going to say what i've got down here is uh housing um

[4:18:07] Trustee Luckham: and housing as a general topic of which i've got patrick elliott peterson and getty involved in

[4:18:13] Trustee Luckham: And then building code as a subcategory of that, which I've got Trustee Elliott listed on.

[4:18:24] Trustee Luckham: And then municipal affairs, I've so far got some, and that's about the ask, is Peterson and Getty.

[4:18:33] Trustee Luckham: And then the health aspect, which is sewerage, I've got Trustee Elliott so far on that.

[4:18:40] Trustee Luckham: and I would obviously be adding my name into a number of these yeah anything else obvious that

[4:18:52] Trustee Luckham: oh here we got a list here now going this is great I

[4:18:58] Voice 15: would say yes we also need to look at

[4:19:01] Voice 15: the first nations engagement piece which it was the second yeah request with the ministry of

[4:19:07] Voice 15: municipal affairs so I think that's a separate conversation I'm not sure which stuff I was

[4:19:16] Trustee Luckham: looking yeah different staffers yeah

[4:19:18] Voice 15: exactly um well that would be a

[4:19:23] Trustee Luckham: topic right yeah

[4:19:26] Voice 15: it is there

[4:19:28] Voice 15: it's on a separate page i believe there for islands trust engagement with first nations

[4:19:33] Voice 15: yeah yeah so

[4:19:34] Voice 13: if i might that was uh that was your request to the premier that then got bumped too

[4:19:40] Voice 13: yeah

[4:19:40] Voice 6: and

[4:19:44] Voice 13: then if i might chair um the question around the alignment with the u.n declaration

[4:19:47] Voice 13: act that language is taken directly from the letter to the province about the governance review

[4:19:51] Voice 13: it's in the past motion and then in the current motion i think that's traveling to council

[4:19:57] Voice 13: um

[4:19:58] Voice 15: right staff

[4:19:59] Voice 13: are somewhat uncertain what council means by that um but that would be for you to

[4:20:04] Voice 13: determine so if

[4:20:09] Trustee Luckham: slot my name in on the municipal affairs both of those conversations and anybody

[4:20:15] Trustee Luckham: Anybody else chime in?

[4:20:17] Voice 15: On behalf of the

[4:20:18] Voice 15: Conservancy, yeah, sorry.

[4:20:22] Voice 9: I was just going to say I intended to put my name in

[4:20:27] Voice 9: for both of the municipal affairs topics.

[4:20:32] Voice 9: And

[4:20:39] Voice 15: I would like to be on the engagement

[4:20:41] Voice 15: with First Nations Peace as well.

[4:21:01] Trustee Luckham: Okay, so I see a couple of hands up there, Stanford and Fast.

[4:21:07] Trustee Stamford: Yes, I think this is the area that if you need my help,

[4:21:11] Trustee Stamford: this would be the most helpful i could be and as at least in showing support from different parts

[4:21:18] Trustee Stamford: of the the trust area so you can put my name in there that would be helpful yeah

[4:21:28] Voice 11: both of those sections both bullets

[4:21:32] Voice 11: sure yeah yeah and then trustee fast yeah

[4:21:40] Trustee Fast: thank you um if

[4:21:42] Trustee Fast: If Judy is not in either of those, I would be happy to be in those municipal affairs ones.

[4:21:52] Trustee Fast: Or you could put, oh, there's Judy.

[4:21:54] Trustee Fast: I see she's there.

[4:21:56] Trustee Fast: All right.

[4:21:56] Trustee Fast: And then I would like to be in the composting toilets and greywater practices.

[4:22:07] Trustee Fast: And housing.

[4:22:09] Trustee Fast: No, Judy's in housing somewhere, I think.

[4:22:13] Trustee Fast: and uh ferry something to do with um if i can't see what's lower down was there a financial one

[4:22:23] Trustee Luckham: yes we haven't got there yet yeah

[4:22:26] Trustee Fast: i'd like to be in that one too we've got a um uh we bowen had

[4:22:30] Trustee Fast: asked for a meeting as well about inclusion in the islands coastal economic trust ice tea and

[4:22:37] Trustee Fast: rural designation for grants and i'm interested in that speculation tax too mostly to express

[4:22:46] Trustee Fast: express interest so

[4:22:50] Voice 11: is that the bill 44 uh

[4:22:53] Trustee Luckham: no this is um you've got bill 44 is on the minister

[4:22:57] Trustee Luckham: housing bill

[4:22:59] Trustee Fast: 44 i could certainly come in with judy on that one yes so maybe i can come in in

[4:23:05] Trustee Fast: the housing one too

[4:23:12] Voice 12: please tell me if i'm entering any of this incorrectly that looks good

[4:23:16] Trustee Luckham: trying to

[4:23:17] Trustee Luckham: track it um let's go down to the minister of finance then and uh so that's the speculation

[4:23:24] Trustee Luckham: tax there but

[4:23:27] Trustee Fast: didn't didn't i hear something about oh salt spring uh wanting inclusion in

[4:23:34] Trustee Fast: more funding uh

[4:23:35] Trustee Patrick: our question we had asked them to do some research on being you know we're

[4:23:39] Trustee Patrick: adjacent communities um you know and that's always their model is extent band you're the

[4:23:45] Trustee Patrick: same extending into adjacent communities and what is that what's the work that's done

[4:23:50] Trustee Patrick: what does that look like how do they

[4:23:53] Trustee Patrick: decide you know is that

[4:23:56] Trustee Fast: or just rural funding in general

[4:23:59] Trustee Fast: no

[4:23:59] Trustee Patrick: no that's speculation vacancy tax okay good

[4:24:02] Trustee Fast: all right thank you uh yeah i'd like to be on

[4:24:04] Trustee Fast: that one that's great my

[4:24:25] Voice 13: main chair under the ministry of health when i thought i had heard

[4:24:28] Voice 13: that trustee elliott and yourself wanted to be oh yeah so uh did you wish to be in the

[4:24:33] Voice 13: and the Ministry of Health one.

[4:24:36] Trustee Luckham: You're welcome.

[4:24:37] Trustee Luckham: Yes.

[4:24:38] Trustee Luckham: Only because I know the fellows that wrote the manual

[4:24:41] Trustee Luckham: and spoke to it before.

[4:24:52] Trustee Luckham: So these are requests, presently.

[4:24:54] Trustee Luckham: What else is there that isn't on this list?

[4:24:58] Trustee Luckham: Toby Elliott.

[4:25:00] Voice 15: So under Ministry of Housing,

[4:25:02] Voice 15: I do need to get up to date with Director Cermak

[4:25:06] Voice 15: on where conversations are at,

[4:25:08] Voice 15: but the Building Standards and Safety Department

[4:25:12] Voice 15: department um might appreciate that's a separate yeah

[4:25:16] Trustee Luckham: well let's add it as a housing

[4:25:18] Voice 15: ministry yeah

[4:25:18] Voice 15: conversation so

[4:25:26] Trustee Luckham: that'll be a new bullet there alexandra um build uh building housings

[4:25:34] Trustee Luckham: that

[4:25:35] Trustee Patrick: in particular they're small and tiny you know tiny homes yeah

[4:25:38] Voice 11: perfect yeah we use the

[4:25:40] Voice 11: word tiny home opportunities toby elliot yeah it's the

[4:25:47] Voice 15: building and safety standards branch

[4:25:49] Voice 15: it's right there in my email to discuss adding a section to the bc building code

[4:25:53] Voice 15: well not adding but anyway

[4:25:57] Trustee Patrick: i would join toby on that one okay

[4:26:03] Voice 6: anything

[4:26:14] Trustee Luckham: else i can't help but think

[4:26:19] Trustee Luckham: that the conversation we had earlier tim about modi and consultation on road standards is something

[4:26:26] Trustee Luckham: that you could certainly voice raise that

[4:26:29] Voice 11: voice there judy

[4:26:36] Voice 1: getty and tim peterson and then laura

[4:26:38] Voice 1: Patrick? I believe one of our requests is to meet with transportation, and we've got a lot of

[4:26:44] Voice 1: problems with BC Ferries in particular, and we're working up some questions for them. So

[4:26:52] Voice 1: that would be, as far as I know, that's, I don't know if we've got the request, but that's a Bowen

[4:26:57] Voice 1: request. So I guess we should ask, because if the deadline is today in terms of meeting with

[4:27:06] Voice 1: the ministry we need to sort that out too yeah

[4:27:11] Trustee Luckham: they probably don't appreciate it but we can

[4:27:13] Trustee Luckham: always cancel a meeting so better to have it in than not in um tim peterson patrick stanford

[4:27:25] Trustee Luckham: fast uh

[4:27:28] Voice 9: yeah thanks for bringing that up uh uh chair uh in terms of uh ministry of transportation

[4:27:34] Voice 9: i'd be more than happy to be involved in a discussion uh around the road standards

[4:27:45] Trustee Luckham: And I'd join you with that because it certainly is something that exists throughout the trust area.

[4:27:54] Trustee Luckham: Absolutely.

[4:27:55] Voice 13: If I might, could I ask, I just want to turn to the Director of Planning or former Director of Planning and Reserve Director of Legislative Services on this one.

[4:28:02] Voice 13: Because I previously, my recollection is we had chosen not to raise that topic at UBCM because it warranted a certain amount of, like a decent amount of analysis prior.

[4:28:11] Voice 13: prior and I wonder now that we're actually in dialogue at the working group level much that

[4:28:16] Voice 13: we've only had one meeting so far is it worth escalating it further up the chain if we haven't

[4:28:20] Voice 13: yet exhausted what can be achieved through the current relationships so I just know there was

[4:28:25] Voice 13: prior caution about doing this one at UBCM because it kind of warranted a more of a less than a 10

[4:28:30] Voice 13: minute you know it's not a 10 minute meeting for example it warranted like a special meeting under

[4:28:34] Voice 13: our existing agreement that might be longer in nature yeah

[4:28:41] Trustee Luckham: but even if it was only to agree

[4:28:43] Trustee Luckham: that there needs to be a conversation on this and for them to hear that the um the omissions are

[4:28:52] Trustee Luckham: problematic but yeah i hear what you're saying

[4:28:57] Voice 13: yeah i think i'll just clarify just as we head

[4:29:01] Voice 13: into this that i think from their perspective the ball's in our court to initiate some more

[4:29:05] Voice 13: meetings and have those conversations we've simply been unable to you know undertake that work fair

[4:29:11] Trustee Luckham: Fair enough. Is Stefan online there? Is that what continues to be his advice?

[4:29:20] Voice 8: Sorry, I didn't have my headphone plugged in. Absolutely. I think the ball is definitely in our court and it would seem

[4:29:27] Voice 8: to be the best advice.

[4:29:29] Trustee Luckham: Maybe Tim isn't something you want to have a meeting

[4:29:33] Trustee Luckham: about, but certainly you could raise it in general conversation.

[4:29:36] Voice 9: Well,

[4:29:36] Trustee Luckham: yeah,

[4:29:37] Voice 9: I mean, fair enough.

[4:29:39] Voice 9: I guess my thought was that although we've had we had a productive meeting with the manager, Haley, in April, that meeting at UBCM might give us access to pull the ear of other ministry staff.

[4:30:01] Voice 9: That was just my thought.

[4:30:03] Voice 9: I hear staff advice and I'm willing to go there

[4:30:07] Voice 9: if that's the consensus, so I'm fine with that.

[4:30:12] Trustee Luckham: I think we maybe want to delete that one there.

[4:30:15] Trustee Luckham: So Trustee Patrick and then Stamford for Aspen, Elliot.

[4:30:20] Trustee Patrick: Again, this is a Salt Spring Island.

[4:30:23] Trustee Patrick: Well, Salt Spring Island, I guess has been more active

[4:30:26] Trustee Patrick: and it is the wildfire issue and that in the coastal area

[4:30:30] Trustee Patrick: that the province's approach is just a rapid response.

[4:30:35] Trustee Patrick: And we've been pushing for,

[4:30:37] Trustee Patrick: because there's such a high number of people living,

[4:30:40] Trustee Patrick: basically our entire islands are embedded population

[4:30:43] Trustee Patrick: in the wildfire interface zone.

[4:30:45] Trustee Patrick: None of us are not in it.

[4:30:47] Trustee Patrick: And we've been pushing for a whole of society approach

[4:30:50] Trustee Patrick: from the province to support

[4:30:51] Trustee Patrick: for raising awareness of wildfire hazards

[4:30:54] Trustee Patrick: and developing an active management solutions.

[4:30:57] Trustee Patrick: solutions um and that's ministry of i think it's minister cullen's ministry whichever that

[4:31:03] Trustee Patrick: forestry branch is i had prepared a detailed question for i was in the same meeting with

[4:31:10] Trustee Patrick: sue allen last uh last week with minister cullen i don't know if there's anyone else interested

[4:31:22] Trustee Patrick: in talking about wildfire prevention absolutely

[4:31:29] Voice 15: it's just how to get up to speed on it it's a

[4:31:32] Voice 15: huge topic.

[4:31:35] Trustee Patrick: MLA Olson wrote a good piece on this as well. I

[4:31:37] Trustee Patrick: can get asked for the same request. We've been all asking

[4:31:41] Trustee Patrick: the same question.

[4:31:42] Trustee Patrick: I

[4:31:56] Voice 11: think wildfire Alexandra is the topic. Oh, you're talking

[4:32:01] Voice 11: ministries now.

[4:32:37] Voice 12: Trustee Patrick, is it wildfire education? Is that the right

[4:32:41] Voice 12: title or what?

[4:32:44] Trustee Patrick: It's a wild developing active management solutions for

[4:32:47] Trustee Patrick: wildfire

[4:32:50] Trustee Patrick: prevention.

[4:32:57] Voice 12: Is that okay?

[4:32:58] Voice 12: yep

[4:33:00] Trustee Fast: thank you i

[4:33:15] Trustee Luckham: can join you on that one if you like anything

[4:33:22] Voice 11: else trustee patrick others are

[4:33:23] Voice 11: going to stanford thank

[4:33:29] Trustee Stamford: you chair i i would also be interested in the wildfire if you need extra

[4:33:34] Trustee Stamford: support what i was going to comment on was um trustee getty's um um question about bc ferries

[4:33:42] Trustee Stamford: I looked at the MAC form this morning, specifically for BC Ferries, and it's not included with the agencies at all.

[4:33:52] Trustee Stamford: So that's where I've made a request to Marine Branch for MODY for BC Ferries.

[4:34:00] Trustee Stamford: So unless there's something I'm missing, if there is a meeting with BC Ferries, I would love to get in on it.

[4:34:10] Voice 13: I believe that's the correct approach, is that they hold the contract for BC Ferries?

[4:34:14] Voice 13: Yeah.

[4:34:15] Trustee Stamford: Yeah. So that's the avenue I've gone through.

[4:34:26] Trustee Luckham: Trustee Patrick, your hand is still up or no. OK, so Trustee Fast.

[4:34:31] Trustee Fast: Thank you, Chair. Bowen will be talking about BC or we've requested meetings regarding with MOTI regarding BC Ferries, regarding road renewal and improvement works and our cross island multi-use path.

[4:34:48] Trustee Fast: um so i'll be happy to pitch in on road standards i think you've got my number there

[4:34:55] Trustee Fast: um i'm wondering about the list alexander that you've got in front of us at the beginning of

[4:35:00] Trustee Fast: the meeting we were talking about the um um request for a review of the islands trust

[4:35:09] Trustee Fast: uh and uh i don't see that on the list anymore um that's uh oh i see and opportunities

[4:35:18] Trustee Fast: opportunities this um un declaration act okay thank you can you put me on there as well and

[4:35:26] Trustee Fast: then uh the other one i was going to say is um i'll be on now i'd happy to join with wildfire

[4:35:36] Trustee Fast: as well thank you okay

[4:35:53] Trustee Luckham: sue ellen your hand is still up oh sorry sorry

[4:35:55] Trustee Luckham: if there's any other

[4:35:57] Trustee Luckham: Other items we want to add to this list in order to set up these initial meetings?

[4:36:05] Voice 11: Okay.

[4:36:12] Trustee Luckham: So I'm trying to, okay, CAO Mobs, over to you.

[4:36:19] Voice 5: Thanks, Chair.

[4:36:20] Voice 5: So as we are adding more and more items and meeting requests to this list, my understanding

[4:36:27] Voice 5: is that these trustees who are attending these meetings are doing so as a representative

[4:36:32] Voice 5: of Trust Council, and therefore we'd need to have an understanding of Trust Council's position on

[4:36:37] Voice 5: these various topics in order to advance them. So I just wanted to, you know, remind trustees here

[4:36:45] Voice 5: that there's, I'm not as familiar with some of these topics in terms of understanding Trust

[4:36:50] Voice 5: Council's stated position on them, but we would need to know that in advance of making these

[4:36:55] Voice 5: requests and advancing these topics. You know, there's a lot of new items that are being added.

[4:37:00] Voice 5: we had three requests go forward um all of those um i believe um we had understood council's

[4:37:07] Voice 5: position some of these we might need to examine i

[4:37:15] Voice 13: would note for council we do not have a council

[4:37:18] Voice 13: position on tiny homes per se we do not have a council position except for the letter long ago

[4:37:25] Voice 13: on the speculation tax which is essentially tipped away from wanting it in the region

[4:37:30] Voice 13: and no position on wildfire prevention solutions and as i mentioned earlier i think staff advice

[4:37:38] Voice 13: is that it'd be best to take up the road standards through the working groups the minister's already

[4:37:43] Voice 13: expressed support for that we haven't yet stepped into due to lack of staff capacity i would just

[4:37:56] Voice 13: say i've gone from if you wanted to move ahead on welfare we've got a change of ministry from

[4:38:01] Voice 13: advice from trustee patrick here do

[4:38:14] Voice 5: we wish to remove those from the list where we have no

[4:38:16] Voice 5: council position no

[4:38:18] Voice 15: because we do have a strategic plan on housing that includes advocacy to the

[4:38:23] Voice 15: province on tiny homes that was endorsed by council and rpc has been working on it and

[4:38:31] Voice 15: so there was going to be work going forward anyways under that strategy so i would say it

[4:38:38] Voice 15: it actually has been endorsed it's um and the action was to have a conversation with the province

[4:38:44] Voice 15: on the potential legalization of tiny homes

[4:38:47] Voice 15: and building standards.

[4:38:49] Voice 15: But I'll look to Director Cermak on that.

[4:38:58] Voice 8: Is that back you, Mr. Chair?

[4:39:01] Voice 11: Go ahead.

[4:39:01] Voice 8: Thank you.

[4:39:03] Voice 8: Yeah, I would like to support what Trustee Elliott said.

[4:39:07] Voice 8: Trust Council did adopt the Housing Strategic Action Plan

[4:39:10] Voice 8: and action number 26 reads as follows.

[4:39:13] Voice 8: Advocate to province for changes at the provincial

[4:39:16] Voice 8: and regional level to support tiny homes on wheels.

[4:39:19] Voice 8: else um i don't know how much more you need than that but uh there you go that's what your the

[4:39:25] Voice 8: approved trust council document says right

[4:39:28] Voice 15: just one little line that's all i need is thank you

[4:39:36] Trustee Luckham: trustee patrick well

[4:39:38] Trustee Patrick: two things our question on speculation vacancy taxes and about a position

[4:39:42] Trustee Patrick: it was about a request for more information to understand being adjacent communities and how the

[4:39:46] Trustee Patrick: the province decides the expansion and that.

[4:39:50] Trustee Patrick: So we are not flying in the face of a 2017

[4:39:54] Trustee Patrick: or 2016 vote at trust console

[4:39:58] Trustee Patrick: and the speculation and vacancy tax.

[4:40:00] Trustee Patrick: And then the wildfire protection

[4:40:02] Trustee Patrick: is also about ecological protection,

[4:40:04] Trustee Patrick: which I think we have strong positions on.

[4:40:06] Trustee Patrick: If we have fires, we just have a very strong

[4:40:09] Trustee Patrick: ecological impact and watershed, loss of watershed.

[4:40:13] Trustee Patrick: shed. So they are broad topics that get addressed by wildfire protection. And it's also based on

[4:40:25] Trustee Patrick: making healthier ecosystems to prevent the fires. I hope we support that.

[4:40:32] Trustee Luckham: Yeah, you know, a lot of

[4:40:33] Trustee Luckham: this is how you approach it. And you know, you've characterized that perfectly. Trustee Patrick,

[4:40:40] Trustee Luckham: there may not be a direction from council. However, there's certainly interest in these

[4:40:46] Trustee Luckham: areas more information required and what are the opportunities and so it's exploratory

[4:40:52] Trustee Luckham: i would suggest but that's a gray line trustee fast um

[4:41:01] Trustee Fast: regarding the uh what laurel was saying

[4:41:04] Trustee Fast: about the speculation uh tax um bowen island doesn't have a particular position on this

[4:41:12] Trustee Fast: currently in the on our council or our strategic plan but it's a question i could raise and we've

[4:41:18] Trustee Fast: asked for this meeting so um seeing as how laura and i are the only two ministry the only two of

[4:41:26] Trustee Fast: us that have put our names down for uh the ministry of finance so far uh bowen has requested a meeting

[4:41:33] Trustee Fast: and maybe we can pull that in and invite laura to our bowen meeting um if it comes to pass so we can

[4:41:40] Trustee Fast: can be in touch about that, perhaps, because we're the two big adjacent communities outside

[4:41:47] Trustee Fast: of Gabriela. Thanks. Just a suggestion.

[4:41:53] Trustee Luckham: Yeah. And, you know, the speculation tax thing,

[4:41:56] Trustee Luckham: I don't believe council ever got as far as taking a position, but we certainly,

[4:42:02] Trustee Luckham: because it was withdrawn by the Minister of Finance at the time, that we were interested in

[4:42:08] Trustee Luckham: whether or not the interpretation was that it included the islands trust area and the answer

[4:42:16] Trustee Luckham: back from the minister at the time was the intention was that the islands trust was not

[4:42:21] Trustee Luckham: included so it's a different conversation but certainly again an inquiry about more information

[4:42:28] Trustee Luckham: is not an unreasonable thing for an elected representative to want to have okay how are we

[4:42:39] Trustee Luckham: doing here i think you know one of the things is there's a lot of things here a lot of conversations

[4:42:45] Trustee Luckham: to have to set up some meetings forms to be filled out and the like um i think it's best if staff can

[4:42:52] Trustee Luckham: manage to turn that out so that it's in a standard format with standard contact people

[4:42:57] Trustee Luckham: and the like and um and then we need to collaborate in the coming weeks um and be in touch

[4:43:07] Trustee Luckham: And we should probably plan to have an early get-together on Monday or something, just to formalize any direction that we're taking.

[4:43:18] Trustee Luckham: Trustee Getty and in the boardroom.

[4:43:22] Voice 1: Some of these don't sound like they're 15- or 20-minute elevator pitches.

[4:43:27] Voice 1: And they're more requests for information and to have some sort of an informal conversation.

[4:43:34] Voice 1: So I'm wondering if we can prioritize them, the ones that we want to focus on and spend some time on, I think the municipal affairs and the Ministry of Housing, and then try and get some help from staff in terms of having more pointed conversations with ministry staff in terms of some of these other questions.

[4:43:58] Voice 1: and putting that to them in formal letters as opposed to trying to set up meetings.

[4:44:05] Voice 1: They're going to be hard-pressed, and if we're not using the full-time that you would have with them,

[4:44:11] Voice 1: then I'm not sure that they would be impressed with that.

[4:44:14] Voice 1: So if we can prioritize maybe and get some recommendations from our staff

[4:44:20] Voice 1: in terms of who to buttonhole and ask them questions,

[4:44:25] Voice 1: That might be helpful in terms of narrowing this down.

[4:44:29] Trustee Luckham: Yeah.

[4:44:31] Trustee Luckham: And then just before I go to the boardroom, I think what we have to realize is that we're

[4:44:35] Trustee Luckham: making a long list of here of a lot of work and staff already are working and the ability

[4:44:41] Trustee Luckham: to carve out time to make these strong cases for discussion will be challenging.

[4:44:51] Trustee Luckham: But I suspect that if this list was circulated, those people that are identified in the particular

[4:44:55] Trustee Luckham: particular conversations could get together and craft out what it is that we're interested in

[4:45:02] Trustee Luckham: saying and perhaps we can get staff to look at it to determine whether or not we've gone too far

[4:45:06] Trustee Luckham: astray um uh 10 minute conversations go by pretty fast i don't know that um you need to worry about

[4:45:17] Trustee Luckham: that too much they are availing themselves to us so in the boardroom reflections on this list and

[4:45:24] Trustee Luckham: moving forward i

[4:45:26] Voice 13: will simply i put my hand up because i've just dug i didn't anticipate this

[4:45:31] Voice 13: level of discussion on meeting with staff i've just dug back and found some background information

[4:45:36] Voice 13: just i wanted to let you know that the meetings will be in person in a large meeting space

[4:45:40] Voice 13: at tables with deputy minister assistant deputy minister executive staff and subject matter

[4:45:46] Voice 13: experts each meeting is expected to be 30 minutes long a maximum of 20 minutes for any meetings with

[4:45:52] Voice 13: modi no more than one to three topics if you submit multiple requests they will be combined

[4:45:59] Voice 13: into one single meeting and we will hear back by september 11th as to whether we've been successful

[4:46:06] Voice 13: so just wanted you to have that background um we now have you know just under two hours for staff

[4:46:14] Voice 13: to prepare and get these into the system so just wanted to let you know we won't be able to go too

[4:46:19] Voice 13: deep here on the rationales we'll simply be likely submitting the topic the list of topics and who's

[4:46:26] Voice 13: attending into each request in terms of preparing between now and the convention background

[4:46:31] Voice 13: materials on all of these yes it's a little bit daunting but certainly you have a lot of

[4:46:36] Voice 13: knowledge amongst yourselves um if you could take the lead on some pieces we could help you know

[4:46:41] Voice 13: polish it up for you did i cover all the topics that have been asked of staff there

[4:46:46] Trustee Luckham: that's a good

[4:46:47] Trustee Luckham: way to characterize it. Thank you. We have to carry the weight here. That's for sure. Trustee Fast?

[4:46:54] Trustee Fast: My suggestion was really to remove item number four and ask Laura if she'd like to,

[4:47:06] Trustee Fast: if I can arrange that this topic is part of the questions that Bowen Island Municipality

[4:47:14] Trustee Fast: is asking, then I'll invite Laura to see if it could work, that she could come into our meetings,

[4:47:21] Trustee Fast: hear the answers. And so my suggestion is to remove number four, if that works for everybody.

[4:47:29] Trustee Patrick: I'd be happy to make a request for a staff meeting on site. I've had success using that

[4:47:37] Trustee Patrick: process, but we do have a letter from Salt Spring outlining our specific questions that we had. So

[4:47:43] Trustee Patrick: So the material does exist.

[4:47:45] Trustee Fast: So maybe I'll hitchhike on your meeting, or we can talk about that together at UBCM.

[4:47:50] Trustee Fast: But either way, I think number four can come off this list for staff.

[4:47:53] Trustee Fast: I think there's

[4:48:03] Voice 11: no objection to that.

[4:48:04] Voice 11: So let's do that.

[4:48:09] Trustee Luckham: Tim Peterson.

[4:48:13] Voice 9: And we had advice from staff regarding the Ministry of Transportation one.

[4:48:22] Voice 9: So I think that could come off.

[4:48:23] Voice 9: That was my impression.

[4:48:30] Voice 11: okay so

[4:48:42] Trustee Luckham: don't see anything else any other hands up so i'm guessing this is

[4:48:45] Trustee Luckham: what we want to do and the invites that we want to um secure uh peterson and elliott

[4:48:57] Voice 9: oh just wanted to notify you chair i have a a motion prepared and sent in to uh alexandra when

[4:49:04] Voice 9: we're um we've concluded this portion so sure

[4:49:08] Voice 11: thank you uh toby i

[4:49:13] Voice 15: was gonna say the same thing

[4:49:14] Voice 15: the email that I'd prepared was a draft resolution but um and just to let uh director

[4:49:22] Voice 15: freighter know I'll send you some wording for the building standards and safety request so

[4:49:29] Voice 15: that's a little bit easier to fill it up if you want thanks so

[4:49:33] Trustee Luckham: Alexandra have you received those

[4:49:35] Trustee Luckham: emails or otherwise and they easily consolidated into a single element

[4:49:44] Trustee Luckham: Yes,

[4:49:44] Voice 12: just give me one moment to save that.

[4:49:47] Voice 11: I'll go

[4:49:48] Voice 11: to Sue Ellen Fast, and she has to share.

[4:49:51] Trustee Fast: Just that I'd like to join the building standards one as well, since the number of these meetings is going down, because I'm interested in the, what I gather is moving forward this idea that for multifamily or multi-unit housing, you don't, the standard may change so that two stairways are not required.

[4:50:12] Trustee Fast: which I think would be a big benefit and a few things like that I'd be interested in joining

[4:50:17] Trustee Fast: thank you okay

[4:50:23] Voice 12: we're ready to see them motion sent in okay the first one I

[4:50:39] Voice 6: think they're

[4:50:40] Voice 15: essentially the same you can go to trustee Peterson's resolution is simpler yeah thanks

[4:50:51] Voice 9: okay shall I make the motion

[4:50:54] Trustee Luckham: is that sufficient I'll just turn to staff does that look sufficient

[4:50:59] Trustee Luckham: to you to take the direction based upon the list that we just created did did we cut out the wild

[4:51:05] Trustee Luckham: fire let's

[4:51:07] Voice 12: let me just double check okay so i have ministry of health check ministry of municipal

[4:51:12] Voice 12: affairs check ministry of housing check minister of emergency management we need to add this one

[4:51:22] Voice 9: yeah thank you and of course i had sent this or put this together in advance of the discussion so

[4:51:27] Voice 9: is

[4:51:28] Voice 12: that the clear sorry is that the ministry or is it the ministry okay

[4:51:38] Voice 9: if that looks good i'm

[4:51:41] Voice 9: happy to make the motion okay i'm i move that the executive committee requests staff to request

[4:51:47] Voice 9: meetings with staff for the following ministries ministry of municipal affairs ministry of health

[4:51:52] Voice 9: and ministry of housing and ministry of emergency management and climate readiness and that staff

[4:51:58] Voice 9: staff work with designated trustees to frame requests and supply supporting materials?

[4:52:06] Trustee Luckham: Do I have a seconder? Let's see. Elliot, thank you. Any discussion? And those in favor? And

[4:52:17] Trustee Luckham: ideally, I guess it's executive committee members that are voting on an executive committee meeting.

[4:52:21] Trustee Luckham: So all those in favor? And that carries. David Mott, have I lost you on my screen? Are you there?

[4:52:30] Trustee Luckham: are you voted in favor?

[4:52:32] Trustee Maude: I'm here and I'm in favor.

[4:52:33] Trustee Luckham: Perfect thank you sir. Okay so that carries

[4:52:36] Trustee Luckham: unanimously that's great. Is there anything else we need to talk about UBCM going back to the

[4:52:43] Trustee Luckham: briefing here? It

[4:52:49] Voice 13: could be done now or at your September meeting but your September meeting is

[4:52:52] Voice 13: going to be very full. We have prepared a document to walk through to so that you can determine who's

[4:52:58] Voice 13: heading to what session at UBCM but if we return down further down the briefing here there were a

[4:53:03] Voice 13: number of questions we had to you for a suggestion for discussion today which included um who's going

[4:53:09] Voice 13: to what meetings you've dealt with bullet one um bullet two is what i'm suggesting we do by

[4:53:14] Voice 13: opening up a word document and then noting who's going to attend what um you might wish to discuss

[4:53:19] Voice 13: in advance who's going to speak to the resolution that we have which is around composting toilets

[4:53:25] Voice 13: at the resolution session um then i had suggested yeah there are these cabinet town halls you might

[4:53:31] Voice 13: wish to think of questions you want to ask in advance and who will attend and ask them.

[4:53:36] Voice 13: We've already discussed the five there. You're recording with Bowen as we speak and then you

[4:53:43] Voice 13: may wish to discuss how you're going to report out after the convention. So if you're limited

[4:53:47] Voice 13: for time today I would suggest allocating out who's going to what so you have that decided

[4:53:51] Voice 13: already.

[4:53:52] Trustee Luckham: Yeah the only limitation here is that the program is not completely filled out. Most of the

[4:53:58] Trustee Luckham: sessions are just, they're not listed. I was on the website again today to confirm that. And so

[4:54:05] Trustee Luckham: it's very slow in becoming. So I would suggest that we really need to drill into these details

[4:54:11] Trustee Luckham: at our next meeting.

[4:54:21] Voice 13: So we didn't see the high level information where we have it. We had

[4:54:25] Voice 13: included in that document.

[4:54:27] Trustee Luckham: Yeah. So that, that there's only a couple of sessions that are listed,

[4:54:32] Trustee Luckham: But anybody have any different information, Trustee Patrick?

[4:54:36] Trustee Patrick: My suggestion would be that we'll all get notice when the program is available and that we agree on what staff person that we could send to them, what our intended program that we're going to go to, and any questions that we've already got pre-planned for cabinet sessions.

[4:54:56] Trustee Patrick: Yeah.

[4:54:58] Voice 13: If you are interested in that option, you would send your information to Lori Foster.

[4:55:03] Trustee Luckham: Yes.

[4:55:05] Trustee Luckham: he'll be back from holiday soon i'm guessing yes yeah

[4:55:09] Trustee Luckham: okay great um and in terms of speaking

[4:55:14] Trustee Luckham: to resolutions i often do that but i don't have to um and so we could have a discussion around

[4:55:20] Trustee Luckham: that if somebody else wants to take that but we could pick that up at the next meeting as well

[4:55:28] Trustee Luckham: um it'd be great if we could coordinate some kind of a get together with bowen

[4:55:31] Trustee Luckham: island municipality on one of the days and so let's try and figure that out

[4:55:35] Trustee Luckham: out when we're all there and have a free moment. And regarding a report out to trustees attending

[4:55:46] Trustee Luckham: the convention, we've had a bit of rocky roads lately because trustee executive committee

[4:55:53] Trustee Luckham: members have taken over the responsibility of correlating the information and getting it out,

[4:55:57] Trustee Luckham: and maybe that was, in hindsight, not the best practice. But we should do some kind of written

[4:56:04] Trustee Luckham: reporting and submitting it uh so they'd be correlated and then distributed to council

[4:56:10] Trustee Luckham: let's see peterson yeah

[4:56:15] Voice 9: i think um uh from my perspective i i think it's best if everyone

[4:56:21] Voice 9: um does uh submit uh some some written reporting um uh the coalition part um i'm not sure who's

[4:56:31] Voice 9: best best to do that but uh certainly everyone has has their own different perspectives so i

[4:56:37] Voice 9: I think it's actually valuable to have access to everyone's written information.

[4:56:43] Trustee Luckham: No, I agree.

[4:56:44] Trustee Luckham: Yeah.

[4:56:44] Trustee Luckham: So I'm inclined to want to determine whether or not Laurie or Alexander could perhaps manage the correlating part.

[4:56:52] Trustee Luckham: And that would require their willing participation.

[4:56:56] Trustee Luckham: Trustee Getty and Trustee Fass?

[4:56:59] Trustee Fast: Thank you.

[4:57:00] Trustee Fast: I was just going to volunteer to try and organize something with Bowen Island Municipality.

[4:57:05] Trustee Fast: last UBCM as I recall we met in one corner of one of the receptions just to meet each other and

[4:57:13] Trustee Fast: or maybe that was a previous one I don't know and but if that worked for people I can try and

[4:57:20] Trustee Fast: organize that again and also to talk to them about making sure that we circulate our meeting

[4:57:29] Trustee Fast: that we're going to have Bowen Island Municipality is going to have to you folks and get the

[4:57:34] Trustee Fast: coordination going around the um speculation tax that kind of thing so i can help with that thank

[4:57:42] Trustee Fast: you yeah

[4:57:44] Trustee Luckham: so if you want to take on it'd be great if you and you did that sort of post when the

[4:57:48] Trustee Luckham: program came out so that there wasn't any obvious conflict with something that we might likely be

[4:57:54] Trustee Luckham: attending um some events we don't attend like the municipal finance authority and stuff you guys

[4:58:00] Trustee Luckham: probably do but however it is that that works out if that could be coordinated just by email

[4:58:08] Trustee Luckham: would be fantastic I think. Trustee Getty?

[4:58:11] Voice 1: I was thinking the same thing and Claire if you could

[4:58:14] Voice 1: maybe put into your spreadsheet some gaps in terms of breakfast lunch and supper I know that there's

[4:58:20] Voice 1: some events we had a big table together last year for one of the the suppers and not everybody

[4:58:27] Voice 1: attended it but uh you know those are opportunities too so um i'll help sue ellen in terms of figuring

[4:58:33] Voice 1: out our we'll be social conveners for

[4:58:36] Trustee Luckham: the social

[4:58:37] Voice 1: conveners yeah we'll have another hat for that

[4:58:41] Voice 1: the social island yeah okay for decades we've been called the happy island so there you go

[4:58:49] Trustee Luckham: there you go is there anything further we need to discuss today no

[4:58:55] Voice 13: so what i understand charlotte

[4:58:56] Voice 13: welcome is we'll re-provide this to you for your next meeting and we will um more fully pull out

[4:59:03] Voice 13: or we'll repurpose it with the program when it's released with more detail that includes meals

[4:59:08] Voice 13: um for conversation at your next meeting yep

[4:59:11] Trustee Luckham: and

[4:59:12] Voice 13: we're going to go off shortly here and fill out

[4:59:14] Voice 13: the uh staff meeting request for you yeah

[4:59:17] Trustee Luckham: so the sooner we let you go the better

[4:59:22] Trustee Luckham: okay everybody thank you for joining us i'm gonna ask if this we've concluded the rest of

[4:59:28] Trustee Luckham: our business so if there's no further business today i'll ask the executive committee to adjourn

[4:59:32] Trustee Luckham: in favor it looks like everybody wants to go home okay thanks

[4:59:39] Voice 9: thanks everybody great conversations

[4:59:41] Voice 9: yeah

[4:59:42] Voice 11: thanks everyone bye