Salt Spring Island Local Trust Committee special meeting, September 11, 2024

[0:00:05] Voice 18: And bring it on.

[0:00:08] Voice 18: Good morning, everyone.

[0:00:10] Voice 18: Staff, colleagues, vice chairs, members of the public joining us today.

[0:00:16] Voice 18: This is the executive committee meeting on Wednesday, September the 11th.

[0:00:23] Voice 18: And this is our pre-council in-person meeting that we have to set the stage for council

[0:00:31] Voice 18: coming up in a few weeks.

[0:00:33] Voice 18: And, of course, there's a lot between now and then as well.

[0:00:38] Voice 18: We are meeting here in Victoria, in Songhees and Esquimalt territory, and grateful every

[0:00:47] Voice 18: day to wake up here and be here and work here.

[0:00:52] Voice 18: And it appears that every day there's lessons to learn and there's lessons to relearn and

[0:00:59] Voice 18: and more learning about the place,

[0:01:01] Voice 18: this place that we live in,

[0:01:03] Voice 18: the nature of the place, the history of the place.

[0:01:05] Voice 18: And in fact, reconciliation and the work that we do

[0:01:09] Voice 18: and how important it is

[0:01:10] Voice 18: and how there's so much to learn on this journey.

[0:01:13] Voice 18: And I appreciate having that opportunity to do that.

[0:01:18] Voice 18: So just gonna go around the table with introductions.

[0:01:21] Voice 18: Toby, Ellie.

[0:01:22] Voice 18: Hello, good morning.

[0:01:24] Voice 5: Grateful to be with you all.

[0:01:26] Voice 5: Gabriela Island, Instant Amphitheater.

[0:01:29] Trustee Maude: David Maughan, elected on Main Island, traditional home of the Wastanak people, enjoying a nice gloomy day with a little bit of moisture, which helps us so much.

[0:01:41] Voice 18: Good

[0:01:42] Trustee Maude: morning, elected on Lafayette,

[0:01:44] Voice 18: the Skiddy Island. Glad to be here with you all this morning.

[0:01:47] Voice 18: Very good. And maybe I'll chime in. Elected on Teter Sound, Lacks and Penelope, I'm very grateful to be here.

[0:01:53] Voice 18: Julia Mobs, Interim CAO.

[0:01:56] Voice 18: Good morning.

[0:01:59] Voice 18: And then joining us shortly will be Director Claire Frater.

[0:02:03] Voice 18: And online we have Director David Marler.

[0:02:09] Voice 18: And I believe in there somewhere is Stefan Cermak.

[0:02:14] Voice 18: Perfect.

[0:02:15] Voice 18: There you are, Stefan.

[0:02:15] Voice 18: And also joining us is Jason Yeomans,

[0:02:18] Voice 18: I'm relatively new in the field of communication, policy advice, and I really appreciate you

[0:02:29] Voice 18: being here.

[0:02:31] Voice 18: And then, of course, Alexandra and Denise, our wizards of technology and minutes.

[0:02:38] Voice 18: I'm thankful to your work and all the preparation work to get us ready for today.

[0:02:45] Voice 18: All right.

[0:02:46] Voice 18: We have an agenda.

[0:02:47] Voice 18: There was one late item, which may not be in public purview at the moment, to do the strategic plan and the financial request associated with the strategic plan.

[0:02:59] Voice 18: Thank you very much, Julia, for that enormous amount of work, consolidation.

[0:03:04] Voice 18: It's remarkable reading your report to consider that it was three trust councils ago that we started this process, and here we are today.

[0:03:14] Voice 18: So looking forward to that.

[0:03:16] Voice 18: so that's a late item at i don't know which number it was but probably um for

[0:03:22] Voice 6: the trust council

[0:03:24] Voice 6: agenda so we can all

[0:03:26] Voice 18: right that's on the separate agenda yeah

[0:03:28] Voice 6: so we can put it under a 7.4 okay

[0:03:32] Voice 6: that's where i thought it was kind of

[0:03:33] Voice 18: so okay great so um super is there anything else to add

[0:03:38] Voice 18: or remove from the agendas today we

[0:03:41] Voice 6: have made four confirmations of the meetings for ubcm convention

[0:03:46] Voice 6: Right,

[0:03:47] Voice 18: thank you for that. There's an important decision to make there. And so we have three

[0:03:54] Voice 18: letters back, responses back from before altogether. One that's reclining in the list and three

[0:04:01] Voice 18: confirmations of one of which is a conflict. So we need to probably determine whether or

[0:04:07] Voice 18: not there's any ability with the provincial staff to alter that. So where are we going

[0:04:13] Voice 18: to put that that's in the ubcm section right at eight point two point one two eight point two

[0:04:21] Voice 6: point one two yes sir okay

[0:04:26] Voice 18: thank you anything else all right then let's adopt the agenda by general

[0:04:32] Voice 18: consent as amended and um thank you for the context notes and all the support um we have

[0:04:42] Voice 18: nothing to rise and report today from the previous in-camera meeting. We do have minutes

[0:04:48] Voice 18: in front of us. There are two sets, special meeting of August the 14th. Are there any

[0:04:52] Voice 18: changes to those minutes? Okay, so then we will adopt those by general consent as presented.

[0:05:01] Voice 18: And the next set is the meeting of August the 21st. Are there any changes to that? All

[0:05:12] Voice 18: and then we'll adopt those by general consent as presented.

[0:05:17] Voice 18: This will bring us to the follow-up action list and updates.

[0:05:22] Voice 18: And, you know, we've gotten into a habit of being fairly brief

[0:05:26] Voice 18: on these follow-up action reports,

[0:05:28] Voice 18: serving updates from the directors

[0:05:30] Voice 18: and questions from vice chairs, as seems appropriate.

[0:05:35] Voice 18: So let's proceed in that manner.

[0:05:37] Voice 18: And I'm going to start off with CAO Julia Mobs

[0:05:42] Voice 18: to kick us on.

[0:05:44] Voice 4: Thanks chair. So there's no interim CAO spot on the follow-up action list. Our

[0:05:48] Voice 4: internal application that sort of feeds information into that format needs some rejigging and we don't

[0:05:54] Voice 4: have staff to work on

[0:05:56] Voice 3: that at this

[0:05:56] Voice 4: point. So items that are assigned to me are actually on page 17 of

[0:05:59] Voice 4: the agenda which is a little further down in the follow-up action list. Most of those items are

[0:06:05] Voice 4: not yet advancing so there's a target date for those items for the

[0:06:09] Voice 4: end of next quarter so that's

[0:06:11] Voice 4: the end of the calendar year. One of the options there talks about planning training for trustees

[0:06:17] Voice 4: and so we talked about resurrecting the continuous learning plan at a previous meeting. We're putting

[0:06:22] Voice 4: in some more work on that and we'll be bringing that forward to a future meeting. I think that's

[0:06:25] Voice 4: an important piece of work for us to advance. I can take questions on the three items that are

[0:06:30] Voice 4: there or I can give you a brief update if you'd like.

[0:06:34] Voice 18: Any questions? Okay your update then thank

[0:06:37] Voice 18: you um

[0:06:38] Voice 4: so i don't think it's any secret that things are very very busy in my world right now

[0:06:43] Voice 4: so um there is still nobody backfilling the director position i would continue to reach out

[0:06:48] Voice 4: to folks who we think might be interested and continue to um have folks decline to take on

[0:06:53] Voice 4: the role um so it was a bit easier through the summer now we're getting into budget cycle um so

[0:06:59] Voice 4: there's a lot of work that's associated with that and of course there's some really big ticket items

[0:07:03] Voice 4: that are flowing to this just council meeting so there's been a lot of effort put into that

[0:07:09] Voice 4: i'm really grateful for the support of the whole management team and staff who have really stepped

[0:07:14] Voice 4: in when needed to sort of take on some pieces to assist with the workload most

[0:07:19] Voice 1: of the pieces that

[0:07:20] Voice 4: i've been focused on are in the draft trust council agenda so we'll be looking at those

[0:07:24] Voice 4: things today so i need to really speak to them

[0:07:28] Voice 16: okay

[0:07:30] Voice 9: any questions so you want us to secure a

[0:07:35] Voice 9: a new cao as possible is what you're

[0:07:36] Voice 4: saying i'm here until needed doing

[0:07:41] Voice 9: double duty yes we

[0:07:42] Voice 9: recognize how much you're doing thank you so much thank

[0:07:46] Voice 18: you yeah my gratitude is enormous um

[0:07:52] Voice 18: this was not what you were anticipating no

[0:07:55] Voice 4: you know i was uh quite i was really confident that

[0:07:58] Voice 4: would be able to find somebody to backfill the director level position um because there are a

[0:08:02] Voice 4: lot of folks who i think um would have been interested if timing had been different um so

[0:08:06] Voice 4: so I had great confidence there and it hasn't panned out, but it's okay.

[0:08:09] Voice 4: You know, it's working. Uh, as I said,

[0:08:11] Voice 4: I've got a really supportive team here, which I'm really grateful for.

[0:08:13] Voice 4: So we're advancing good work.

[0:08:17] Voice 18: Okay. Any other questions? Um, so I'm just, as I'm following through,

[0:08:22] Voice 18: this is funny. I missed it on the first go round.

[0:08:24] Voice 18: I want to review this is that I'm grateful for the fact that the titles have

[0:08:28] Voice 18: been changed and they follow up action lists so that they're in alphabetical

[0:08:32] Voice 18: order, but obviously the CAO's office is missing

[0:08:34] Voice 16: and

[0:08:35] Voice 18: maybe the alphabetical

[0:08:36] Voice 18: order isn't as we would normally proceed although I'm going to proceed according to what we have in

[0:08:41] Voice 18: our agenda package but it may be helpful and it's interesting these forms and computers

[0:08:45] Voice 18: computers are unpredictable but very predictable and so maybe they just need to be numbered in

[0:08:51] Voice 18: order to get them to arrive in the sequence that we would prefer to have them logistically

[0:08:56] Voice 18: but I thank you for the changes that I suggested last go-round and so let's just tweak it one more

[0:09:04] Voice 18: time I think. So I'm just going to follow through with the list as it's presented now and go to

[0:09:09] Voice 18: David Marlin, Director of Legislative Services. Good morning David.

[0:09:14] Voice 13: Oh good morning everybody. The follow-up action list for me is on page 15 and 16. So everything's

[0:09:23] Voice 13: completed or is on today's agenda for you with the exception of number three which is

[0:09:31] Voice 13: is preparing materials for a future Trust Council session

[0:09:35] Voice 13: on agreements with other agencies, governments, and First Nations.

[0:09:38] Voice 13: That's targeted for September, so that will come to you.

[0:09:44] Voice 13: It's just one that I didn't get around to for now,

[0:09:46] Voice 13: so this one will have to go to December,

[0:09:48] Voice 13: and I plan to bring that to you as soon as possible

[0:09:51] Voice 13: so you can look at it.

[0:09:53] Voice 13: Yeah, and that's it.

[0:09:55] Voice 13: I don't have anything else to say on the pop-action list.

[0:10:01] Voice 13: Yeah. Item two is also on the agenda. So it says in progress, but it's pretty well completed.

[0:10:11] Voice 18: Okay. Very good. And I too, I want to acknowledge actually that we've loaded a lot

[0:10:16] Voice 18: more on your plate in the role of Registrator Services and thank you for your support of

[0:10:22] Voice 18: that work if it's necessary. I appreciate it.

[0:10:25] Voice 13: No problem. Also just my apologies for not

[0:10:28] Voice 13: being there. I'm actually going to come in. I'll just drop out in a couple of minutes and then

[0:10:31] Voice 13: come and join you.

[0:10:32] Voice 18: Oh great that'd

[0:10:33] Voice 13: be great to have you. Yeah

[0:10:35] Voice 13: yeah yeah thanks.

[0:10:36] Voice 18: Any questions for

[0:10:37] Voice 18: the director? Okay and do you have a area report outside of the fall election list?

[0:10:46] Voice 13: Just briefly, the accessibility committee is going to be going to trust council so I'm hoping

[0:10:53] Voice 13: that council will be able to get that committee established and then we can start the work of the

[0:10:59] Voice 13: that committee. This is a required committee, so it's not optional. And it's to look at

[0:11:07] Voice 13: barriers to accessibility. So we're going to have to carve out some time for those discussions

[0:11:13] Voice 13: in the next year. And then in information services, we're in the process of filling

[0:11:21] Voice 13: a GIS position. So we went out to market, we didn't get anything. So we're going to have to

[0:11:30] Voice 13: go back out to market. So I don't think that position is going to get filled until the end

[0:11:35] Voice 13: of this calendar year, maybe early in the next calendar year. And yeah, beyond that, we continue

[0:11:42] Voice 13: continue to work with our new manager, Jeffrey, in looking at the operations in IS and making

[0:11:50] Voice 13: changes. So you'll be seeing those rolling out of the next year or so. That's really all I have

[0:11:57] Voice 13: right now, I think. Any questions? I can respond to them. Anything from anyone?

[0:12:05] Voice 9: Hey, I had a question, but it's on the legislative report for Trust Council. Do you want to talk

[0:12:12] Voice 9: about it then it's about information services yeah

[0:12:16] Voice 13: it's up to you uh that's on the agenda for

[0:12:18] Voice 13: going to council but you

[0:12:19] Voice 9: can ask me now

[0:12:20] Voice 13: if you want well it's

[0:12:22] Voice 13: kind

[0:12:23] Voice 9: of budget related so we

[0:12:25] Voice 9: approved a you know about a hundred thousand dollars for upgrades to windows um but i'm

[0:12:32] Voice 9: noticing that it's only upgraded to 2019 2022 and i know there'd been talk of like a wraparound

[0:12:39] Voice 9: service and a free upgrade um so is there any update or do we need to have an update on

[0:12:45] Voice 9: is that going to cost anything um and what is the service that we've got now

[0:12:52] Voice 9: yeah

[0:12:53] Voice 13: so there's two things there's windows 11 which is being rolled out now and there should

[0:12:59] Voice 13: be completed i believe by the end of the fiscal so windows 11 requires specific hardware so

[0:13:05] Voice 13: So we need to make sure the hardware, the laptops are at the right level so they can handle Windows 11.

[0:13:11] Voice 13: So that's what's happening.

[0:13:13] Voice 13: The other was Trust Council budgeted to switch to Office 365, which is the subscription service, the most up-to-date version of Office.

[0:13:26] Voice 13: We're currently operating with Office 2016.

[0:13:30] Voice 13: It's pretty dated and it's no longer supported.

[0:13:33] Voice 13: reported so um so council approved that budget however since that budget was approved microsoft

[0:13:40] Voice 13: have indicated they're releasing a standalone version of windows 365 called uh sorry not

[0:13:48] Voice 13: windows office 365 which is office 2024 it's not yet out we haven't had a chance to look at it but

[0:13:56] Voice 13: apparently it's the same suite of information but it's a standalone desktop version

[0:14:01] Voice 13: and will be significantly cheaper so that is the way that we're going so that we can

[0:14:09] Voice 13: save the funds and come back to council with those savings and make recommendations on where

[0:14:16] Voice 13: you can invest that money elsewhere so you should see something more on that by the end of the

[0:14:24] Voice 13: fiscal year okay

[0:14:26] Voice 9: i think as long as it makes its way to back to council so that we get some

[0:14:31] Voice 9: reporting back on what was budgeted and then what span that would be great yeah

[0:14:34] Voice 13: yeah it will be

[0:14:36] Voice 13: significantly less than what was budgeted okay

[0:14:40] Voice 18: anything else no david i just want to raise

[0:14:44] Voice 18: something uh for general awareness um and you can uh communicate to whatever staff seem appropriate

[0:14:53] Voice 18: you in that in the is department um a trustee and i'm sure you know who i mean had serious

[0:15:01] Voice 18: serious difficulty at connecting to the Honest Trust website and email and stuff due to security

[0:15:08] Voice 18: concerns, which are necessary, I understand, and widespread. And in fact, as we evolve through this

[0:15:14] Voice 18: whole Microsoft information systems, there's a continued advancement of various levels of

[0:15:22] Voice 18: security. Like for instance, my wife's work at the school district, they're now being forced to use

[0:15:28] Voice 18: level two authentication and i suspect that that's the place that we're going to go and it's certainly

[0:15:34] Voice 18: a nuisance factor but it's just a reality but i the reason for raising this is that i think it

[0:15:40] Voice 18: would be helpful if possible that trustees be made fully aware of security issues that may

[0:15:48] Voice 18: be in place or awareness of countries that might be list for want of a better phrase blacklisted

[0:15:55] Voice 18: did, that we can be aware so that when trustees anticipate to be able to connect electronically

[0:16:03] Voice 18: and do work while traveling and grateful to them for that time that they give to the Islands Trust,

[0:16:09] Voice 18: that we just simply know going in what might be happening. And so if that could just be

[0:16:15] Voice 18: communicated, I'm not laying any blame anywhere. I understand the complexities, but I wasn't aware

[0:16:21] Voice 18: of it and the trustee and law enforcement aware of it and it's certainly represented in something

[0:16:25] Voice 18: difficult so there you go yeah

[0:16:28] Voice 13: that's been uh should be in the orientation but uh we'll make

[0:16:32] Voice 13: sure it is i'm going to send out an email to all of trustees and staff actually just to remind them

[0:16:39] Voice 13: that email is only accessible in canada uh us and mexico so if you're traveling outside those

[0:16:46] Voice 13: regions you won't have access to email but you can get access by asking IS staff which country

[0:16:54] Voice 13: you're going to and it can unlock that country for the duration of the time that you're there

[0:16:58] Voice 13: so you can access email. So I can

[0:17:00] Voice 13: send that out make sure everybody's aware of it so I do that's

[0:17:04] Voice 13: on my to-do list so I hope to do that in the next week or so.

[0:17:08] Voice 18: And of course that changes I would say

[0:17:10] Voice 18: on an annual basis not just once a term um because security breaches and changes just change and

[0:17:17] Voice 18: apparently it's different than what it was last year so no

[0:17:20] Voice 13: it's not it's always been just north

[0:17:22] Voice 13: america which includes canada mexico well

[0:17:25] Voice 18: it must also include the uk because i had no troubles with

[0:17:28] Voice 18: the internet when i was in the uk so there we go

[0:17:31] Voice 12: yeah i

[0:17:33] Voice 4: think what happens um there's certain

[0:17:36] Voice 4: um countries that are that are open all the time you know canada mexico the united states

[0:17:41] Voice 4: is a tractor states so if trustees are traveling to those locations frequently and they don't have

[0:17:45] Voice 4: to notify anyone and they continue to have access you

[0:17:47] Voice 4: forget that there may be other jurisdictions

[0:17:49] Voice 4: where

[0:17:50] Voice 11: you do need to let

[0:17:51] Voice 4: folk let the staff know to open it um in cases where trustees do sort of

[0:17:56] Voice 4: offhandly mention to staff i'm going to be out of the country next week therefore i'm not going to

[0:18:00] Voice 4: be at a meeting well in the

[0:18:02] Voice 4: background pick up on that and open jurisdictions for you if

[0:18:06] Voice 4: If there's no communication around that to the IS staff, then they're not going to be aware.

[0:18:10] Voice 4: But to your point, if we need to increase communications to help remind everybody of this policy, that's absolutely something we can do.

[0:18:17] Voice 16: Yeah, I

[0:18:19] Voice 18: don't want to make a big

[0:18:20] Voice 4: thing

[0:18:21] Voice 18: about it, but just let's make sure that trustees have had an opportunity to be made aware of security, because we have

[0:18:30] Voice 18: to be conscious of it.

[0:18:31] Voice 13: Yeah, I will send out an email on that. I've been meaning to do that this last week.

[0:18:36] Voice 18: And it's not a trivial matter I'll just mention because my wife's work, School District 69, I think they call it now, the entire network went completely down in the last three weeks of the school and was down all summer and is now barely up again.

[0:18:54] Voice 18: And they were ransomed.

[0:18:57] Voice 18: Anyway, there we go.

[0:18:59] Voice 18: I don't think they paid, but it was a big deal.

[0:19:02] Voice 18: Okay, let's continue.

[0:19:04] Voice 18: So, thank you, David, for all of your work and appreciate all the extra roles you've

[0:19:10] Voice 18: taken on.

[0:19:11] Voice 18: So administrative services, now I'll say Director Mobbs, do you want to add to that at all,

[0:19:18] Voice 18: your CAO report?

[0:19:20] Voice 18: I don't think so.

[0:19:21] Voice 18: We'll be touching on most of my updates as we move through the council agenda.

[0:19:24] Voice 16: We no doubt will.

[0:19:25] Voice 18: And then Director Frater, nice to see you.

[0:19:27] Voice 18: Good morning.

[0:19:28] Voice 18: And we're well underway.

[0:19:34] Voice 18: over to you for your follow-up action list report and your area report thank

[0:19:38] Voice 8: you chair um just a

[0:19:39] Voice 8: couple of notes i'll just speak to some highlights we are working on number four actively um to

[0:19:43] Voice 8: develop an honor area procedure for staff around um providing funds and we're looking to some best

[0:19:48] Voice 8: practices from other local governments and other government bodies to build that so we

[0:19:53] Voice 8: may have that on your next agenda um we recommend number five with san juan county we have heard

[0:19:58] Voice 8: from them that they would like to come in december so we'll be working towards that um and i'll just

[0:20:03] Voice 8: generally speak to all the letters i'll acknowledge with other things going on we are behind in letters

[0:20:08] Voice 8: still but i'm hoping by the end of this week we'll have made a good dent in that um cherry could

[0:20:12] Voice 8: expect some letters to review over the weekend um so looking forward to that i'll pause there

[0:20:18] Voice 8: and see if there's any questions about the other items and if not i'll move into my director's

[0:20:22] Voice 8: report um

[0:20:26] Voice 9: i guess not item nine uh have we started conversations with constant those are the letters

[0:20:42] Voice 8: I'll just let you know for the team one of the major issues is no program coordinator

[0:20:47] Voice 8: so we're having Morgana as our communication specialist kind of try and fill that space

[0:20:51] Voice 8: especially for trust program committee webinar organizing but the resumes should be on my desk

[0:20:57] Voice 8: next week and so we're hoping to move quickly into a hiring process for that position

[0:21:02] Voice 8: and excited to have a look. Yeah, I'll leave it there. Thank you.

[0:21:10] Voice 18: Okay, any questions for the questions? Well, Director Frater, thank you for absolutely

[0:21:17] Voice 18: everything you do. You certainly, your primary role has been often bigger in the

[0:21:22] Voice 16: recent months,

[0:21:23] Voice 16: if not much longer, in recruiting things. Thank you very much.

[0:21:31] Voice 16: um

[0:21:34] Voice 18: let us continue on to um man what a long list that director has so you know and for some reason

[0:21:44] Voice 18: uh director of planning services has dropped off of this list on page

[0:21:49] Voice 6: two sorry it is page 16 of

[0:21:52] Voice 6: the agenda two of the fuel oh

[0:21:54] Voice 18: i see so somehow i'm missing that

[0:21:56] Voice 18: oh it's it's so small

[0:21:59] Voice 18: all over to you Stefan thank

[0:22:06] Voice 1: you Mr. Chair while being such a small follow-up action list for

[0:22:11] Voice 1: myself you can see that there's two items on it I have spoken several times to them

[0:22:15] Voice 1: one is going to trust council that's the first one about First Nations referral processes

[0:22:20] Voice 1: and the second one continues as Director Marner mentioned about still not having the GIS analyst

[0:22:27] Voice 1: analyst position fulfilled, and we were waiting for that, and I have been covertly trying

[0:22:31] Voice 1: to convince the director of information services to take over this responsibility.

[0:22:36] Voice 1: Not that I'm trying to divert it, but it seems if he's in charge of GIS resources that we

[0:22:40] Voice 1: can have that joint issue, or maybe we do it together, but I have no response on that

[0:22:45] Voice 1: until I have a fuller understanding of the GIS team in its entirety.

[0:22:53] Voice 1: Those are my two items.

[0:22:54] Voice 1: Any

[0:22:55] Voice 18: questions for the director? I guess I'm going to do all the talking here. I apologize for that.

[0:23:02] Voice 18: And this may have been a better question directed at the

[0:23:05] Voice 18: CAO or administrative services, but I'm asking you because local planning is so much in your

[0:23:12] Voice 18: corner. I did see an email with respect to the move of the Salt Spring office to a new location

[0:23:19] Voice 18: and the disruption of the public access to that office.

[0:23:24] Voice 18: Is there something that you can tell us in a public meeting

[0:23:27] Voice 18: with respect to a lease associated

[0:23:31] Voice 18: with the Salisbury office?

[0:23:33] Voice 1: I think I can do that.

[0:23:34] Voice 1: Finally, I believe it's my director's report,

[0:23:37] Voice 1: but let me just double check my director's report

[0:23:39] Voice 1: to see what I said in there.

[0:23:43] Voice 1: Indeed, a new lease has been signed

[0:23:45] Voice 1: and possession of the new space has been secured

[0:23:47] Voice 1: period, as of September 1st, 2024, we've actually been allowed access to the new space.

[0:23:53] Voice 1: So just to back up there a little bit, this current Salt Spring office is in the Hydro

[0:23:59] Voice 1: Building on Salt Spring Island, BC Hydro Building, the lease expires as of the end of October.

[0:24:05] Voice 1: Staff will of course be leaving that office before that time.

[0:24:10] Voice 1: We anticipate staff will be working at home during the transition to a new office space

[0:24:16] Voice 1: because we've secured that space as I said as of September 1st there's we're

[0:24:21] Voice 1: currently working on a request for proposal to secure design of the new

[0:24:26] Voice 1: facility according to operational needs which we've identified and then of

[0:24:31] Voice 1: course the construction period to make it you know a suitable office space for

[0:24:35] Voice 1: staff we're not sure how long that's going to take but you know cautiously

[0:24:40] Voice 1: optimistic that January will be the move in time so that leaves a few months for

[0:24:43] Voice 1: staff to be working from home we're working on that transition but the question i think uh mr

[0:24:49] Voice 1: chair what you're asking is where and uh i can comfortably say that that is now um in the oh i

[0:24:55] Voice 1: don't even know what the name of the building is at the moment um it is next door to the crd

[0:24:59] Voice 1: building spaced in ganges uh downtown ganges uh it's uh it was previously a uh apple photo if you

[0:25:08] Voice 1: know the location. That tenant expired. It's a corner space. It's right across from the bank.

[0:25:15] Voice 1: It would make a really great sort of new focal point in Ganges for kind of a civic center with

[0:25:22] Voice 1: Ganges, with CRD and Islands Trust being side by side. And we really look forward to that space.

[0:25:28] Voice 1: It's bright. It's not overly spacious. It's quite a scale down from the previous space.

[0:25:34] Voice 1: but it does need some renovations in order to make it work according to our needs. So I think that's

[0:25:42] Voice 1: quite the public statement. We've been keeping everything close to our chest for some time.

[0:25:46] Voice 17: Yeah, okay. That's great.

[0:25:47] Voice 18: That's really good. In fact, I reflect that it is sort of returning

[0:25:52] Voice 18: to where the original offices were, which I think were adjacent to the bank so very long ago.

[0:25:57] Voice 1: I think the original spaces were on the other side of town, actually, Mr. Chair,

[0:26:02] Voice 1: upstairs and director martyre worked in those spaces so uh it was quite some time ago but uh

[0:26:08] Voice 10: nonetheless

[0:26:08] Voice 1: it's it's great that it's downtown and it's where it's right by crd and hopefully

[0:26:12] Voice 1: it really helps the uh the local population um suit their needs needs in a much more convenient

[0:26:17] Voice 1: manner okay

[0:26:18] Voice 18: great thank you for that update um do you have any uh an area report for your uh

[0:26:26] Voice 1: sure well that was one of them so i'm glad that you asked that question mr chair um city view

[0:26:31] Voice 1: as of course operationally that is uh we're transitioning i told you last time to the

[0:26:36] Voice 1: support team the uh the implementation for bio enforcement is ongoing the project is being

[0:26:43] Voice 1: managed now by the manager of information services so that's a software implementation

[0:26:48] Voice 1: and but the bio enforcement team will be working through the lengthy process to transition to this

[0:26:53] Voice 1: new software but that process has begun so that's internal that's great in terms of the work i've

[0:27:00] Voice 1: been doing with the rest of the team we just had a regional planning committee meeting of course and

[0:27:04] Voice 1: that took up quite a bit of time with bylaw compliance enforcement housing strategies and

[0:27:10] Voice 1: fresh water sustainability strategy i've been working with the planning services management

[0:27:14] Voice 1: team sort of as needed a lot of work on salt spring island if you haven't heard that the

[0:27:23] Voice 1: the largest improvement district there the north salt spring water district i believe i could be

[0:27:28] Voice 1: wrong but i believe it's the largest improvement water provider improvement district in bc they are

[0:27:34] Voice 1: easing proposing to ease the moratorium on part of their system that is quite big news for salt

[0:27:41] Voice 1: spring island who's been under a moratorium for over a decade and that easing of moratorium the

[0:27:48] Voice 1: timing is excellent for salt spring local trust committee whereby they're getting they're coming

[0:27:53] Voice 1: to the conclusion of complete communities um uh complete communities i guess evaluation and that

[0:28:01] Voice 1: in turn will will feed into their official community plan and land use bylaw review

[0:28:06] Voice 1: all that to say is they've been looking for some wins for potential opportunities to address the

[0:28:12] Voice 1: housing crisis there while ensuring that they don't offend the policy statement anyway and this

[0:28:18] Voice 1: would be that window of opportunity so helping behind the scenes with the communications with

[0:28:22] Voice 1: that and making sure that the opportunities are utilized and that includes working with the crd

[0:28:27] Voice 1: staff as well so i've been in there and of course the salt spring relocation work i've been helping

[0:28:33] Voice 1: with that as well and lots of different things going on in terms of first nations communications

[0:28:41] Voice 1: various ltcs and also helping with bylaw enforcement a bit in terms of a current request

[0:28:46] Voice 1: for proposal they have out so just kind of all over the place there's a big team lots of things

[0:28:50] Voice 1: things going on. And you have most of that summarized in my director's report, going

[0:28:55] Voice 1: to Trust Council.

[0:28:58] Voice 18: All right, thank you very much. Any questions on that from anybody? Okay, great.

[0:29:05] Voice 18: So the next item we have here is our Grants Manager Program Coordinator. We don't normally

[0:29:13] Voice 18: get reporting from that area, but we'll look after that as well. But I do want to acknowledge

[0:29:18] Voice 18: as the responsibilities of the alexander trofanidis and uh in terms of logistics and council

[0:29:24] Voice 18: preparation and all our preparations everything to be really secretly aware of uh

[0:29:29] Voice 6: not at the moment

[0:29:30] Voice 6: i think when we get there if there's any questions to answer them but not at this time okay very good

[0:29:35] Voice 6: thank you very much so

[0:29:37] Voice 18: with that let's move into local first committee chair updates i'm gonna spin

[0:29:42] Voice 18: spin around the room and start with the 10 p.m. back in the session so

[0:29:48] Voice 19: met with

[0:29:50] Voice 19: the Galliano local trust committee met yesterday directing staff to proceed

[0:29:57] Voice 19: with drafting bylaws for

[0:30:00] Voice 19: district lots uh 86 and 87 on the north end of the island um

[0:30:08] Voice 19: these are the lots that uh the 75 percent is proposed to go to the penelak nation

[0:30:14] Voice 19: uh councillor thomas was uh at the meeting and um took a bit of hashing out but i i think we

[0:30:21] Voice 19: got to a good space and and moved both of those um applications uh to the draft bylaw stage um

[0:30:28] Voice 19: We also committed to meeting with Penelakut Chief of Council and directed staff to arrange a meeting with MOTI and the applicants and Penelakut representatives on both of those files.

[0:30:49] Voice 19: else, because there are MOTI right-of-ways and such that need to be, we need to figure

[0:30:56] Voice 19: out all the access and make sure that there's safety and all of that stuff.

[0:31:01] Voice 19: So that was really positive, I think.

[0:31:03] Voice 19: As I said, it took us a bit to kind of get through the considerations.

[0:31:10] Voice 19: Staff advised, of course, things like the layout plan and stuff can still be amended

[0:31:17] Voice 19: ended without uh creating extra work in terms of them setting up the draft bylaws um so i think

[0:31:23] Voice 19: it was good good steps forward yesterday i'm really pleased to see that uh that uh on its way

[0:31:30] Voice 19: and uh it'll be i think an exciting day uh assuming everything continues in the current

[0:31:37] Voice 19: trajectory an exciting day when those uh those rezonings um are completed very

[0:31:44] Voice 17: good

[0:31:45] Voice 19: yeah and

[0:31:46] Voice 19: And tomorrow is Salt Spring, a very busy agenda there, and Friday, Hornby, so I've got quite a week.

[0:31:57] Voice 19: Okay, thank you.

[0:32:01] Voice 17: David, Mark?

[0:32:03] Trustee Maude: I don't know.

[0:32:04] Trustee Maude: I'm envious and not at all these meetings that Tim gets to go to.

[0:32:07] Trustee Maude: Oh, you are.

[0:32:07] Trustee Maude: You're envious.

[0:32:08] Trustee Maude: Very envious.

[0:32:09] Trustee Maude: No, from my end, things have been very quiet.

[0:32:13] Trustee Maude: My only note, and I think that it's something that we need to address, maybe in the Code of Conduct, maybe somewhere, is getting trustees to respond to emails.

[0:32:26] Trustee Maude: We've struggled through a party of RWMs recently with no reply from trustees.

[0:32:33] Voice 17: RWMs?

[0:32:34] Trustee Maude: Yeah.

[0:32:35] Trustee Maude: And for staff, it's getting to be a little bit frustrating.

[0:32:39] I think that we were elected to an office, there should be a

[0:32:45] Trustee Maude: reasonable expectation that

[0:32:47] Trustee Maude: trustees check and respond to emails at some point, even once a week.

[0:32:52] Trustee Maude: At one RWM now, it's been outstanding for two weeks,

[0:32:55] Voice 15: and

[0:32:57] Trustee Maude: both the trustees and all that,

[0:33:00] Voice 15: no response.

[0:33:02] Trustee Maude: So I think that that's something that we need to look at, and it might fall within this

[0:33:08] Trustee Maude: code of conduct review that we're doing is there should be some sort of mandate for trustees

[0:33:15] Trustee Maude: on some regular basis to communicate

[0:33:18] Voice 11: so

[0:33:19] Trustee Maude: but otherwise as i say um i haven't been attending

[0:33:22] Trustee Maude: any meetings everything's been pretty peaceful um but that's something that's on my radar right now

[0:33:27] Trustee Maude: because i have two ltcs that are being not great okay

[0:33:31] Voice 18: um yeah interesting and so even if they

[0:33:37] Voice 18: either of the trustees were not interested in advancing the RWM, a response that said that

[0:33:42] Voice 18: would be appropriate. Yeah. Okay. Well, that's interesting. I've heard that. And so that's it

[0:33:51] Voice 18: for you. That's it for me. Thank you. Oh, thank you. Well,

[0:33:58] Voice 9: you and I finished a very interesting

[0:34:00] Voice 9: meeting on Thetis Islands yesterday. And

[0:34:04] Voice 9: there's a lot to be learned from that meeting. And so

[0:34:09] Voice 9: So what happened is the Connected Coast project was first brought to Thetis as just their

[0:34:15] Voice 9: coming to do a drop on Valdez Island, which is Laiaxan reserve lands.

[0:34:22] Voice 9: And this came to us in March, then in July we had a presentation by Connected Coast,

[0:34:30] Voice 9: and they lightly mentioned that conversations with Laiaxan were going well.

[0:34:34] Voice 9: Well, however, our planning staff and sort of the whole team was not briefed on the fact that conversations with LAX had been going on for two or three years, that the nation was very much in favor of this drop, that they've been working on a guardianship station there at Shingle Point, and the connectivity would be critical.

[0:34:59] Voice 9: And so essentially, it's because it's really tricky, it's reserve land, but it triggers essentially a referral to us because of the foreshore jurisdiction, it's crossing the thousand meters of foreshore.

[0:35:17] Voice 9: And so there's a rural LUB that is, you know, antiquated from 1997.

[0:35:25] Voice 9: And so staff didn't twig on to, well, where are the conversations at with LACS?

[0:35:33] Voice 9: And so we went through this, we've got to wait for an application from Connected Coast, where's this application, to start our referral process to the nation.

[0:35:41] Voice 9: But the nation's already been very adequately consulted and very much in favor of the project for two years.

[0:35:48] Voice 9: and so we got um it was it was really eye-opening uh the community uh coordinator

[0:35:55] Voice 9: karen scott um attended with um tyler james who's their um by accents

[0:36:04] Voice 9: uh cultural uh coordinator and they work very closely together and really presented

[0:36:11] Voice 9: what it looks like and what it feels like to have staff come and say when can we refer this to you

[0:36:19] Voice 9: and they're like you need to know what where our priorities are at this has been a high priority

[0:36:23] Voice 9: project you know get briefed up pick up the phone and call us so she was very direct um i think it

[0:36:31] Voice 9: was a really um helpful lesson and it's got to inform our processes um this is a critical piece

[0:36:40] Voice 9: of do not be afraid to pick up the phone was the message that i took up and she strongly said we

[0:36:48] Voice 9: our message to you today is simple the ltc either stands aside or expedites this project

[0:36:53] Voice 9: immediately like whatever role you have in this is minimal to nothing and actually trustee hunter was

[0:37:00] Voice 9: the one who said it like why are we involved at all this is indigenous land this is laxon's

[0:37:06] Voice 9: decision why is this even being referred to us so sometimes i think we're too cautious in our

[0:37:11] Voice 9: approach and we want to give diligence to our processes but the basic and most obvious question

[0:37:17] Voice 9: it must be asked who needs to be at the table who should we be having conversations with and first

[0:37:23] Voice 9: and foremost it is the

[0:37:24] Voice 9: nation with rights and title to that area so it was a real learning

[0:37:29] Voice 9: your shoes and uh i i'm i won't say that it was comfortable at all but i think the discomfort

[0:37:38] Voice 9: was helpful am i missing anything from that conversation you're

[0:37:43] Voice 18: very kind it was very

[0:37:44] Voice 18: uncomfortable it was we apologized about 50 times i said the meeting is you know i think it's fair

[0:37:51] Voice 18: to say nobody's to blame you need to say that but collectively failed in acknowledging where

[0:37:59] Voice 18: we're at today compared to where we were in 1997 when the world ended. So there's definitely

[0:38:06] Voice 18: opportunity for learning and I'm grateful for that opportunity. We certainly won't make that

[0:38:14] Voice 18: mistake twice hopefully, but who knows what the circumstances are. And I would just say that

[0:38:20] Voice 18: But the issue came in preloaded because we had the same company make a last-minute application

[0:38:31] Voice 18: on another Gambier Local Trust area, and it just seemed like this is a repetition and

[0:38:39] Voice 18: an expectation that the

[0:38:41] Voice 18: Islands Trust would drop everything to look after their corporate

[0:38:45] Voice 18: interest failed to, I failed to acknowledge that there was perhaps

[0:38:54] Voice 18: background

[0:38:54] Voice 16: information and that

[0:38:57] Voice 18: was it. It was clear and so we've expedited and

[0:39:02] Voice 18: rightfully so to provide the minimum touch that the Island's Trust is necessary

[0:39:09] Voice 18: for the Island's Trust to legislation which we can't change or control and it's

[0:39:17] Voice 18: advancing and i

[0:39:18] Voice 9: think at the

[0:39:18] Voice 18: end we were in a good place yeah

[0:39:20] Voice 9: yeah it was a great conversation

[0:39:22] Voice 9: um i guess to point out that there was there was a lot of conversation about our commitments to the

[0:39:30] Voice 9: reconciliation action plan and the gap between our stated intention and how that works out in

[0:39:36] Voice 9: administrative action and there is so much in our processes that actually can stop the the real

[0:39:43] Voice 9: real actual action that needs to happen which is talk to the nation get briefed up on what their

[0:39:49] Voice 9: priorities are but as something comes in you've got this awareness of where does it sit and how

[0:39:55] Voice 9: can we engage respectfully so it's not the just an administrative process so huge lessons learned

[0:40:01] Voice 9: and i i know that the planning team will take that back and keep incorporating that um we had

[0:40:09] Voice 9: some conversation about the potential for a soil and removal bylaw if that's

[0:40:14] Voice 9: the necessary or the desired tool to achieve an outcome so the previous minor

[0:40:22] Voice 9: project and director Cermak you might want to update your report in the

[0:40:29] Voice 9: whatever it is that would mean concluded of the end zone marine area and so we're

[0:40:34] Voice 9: looking at how can we allow barriers to composting on small residential

[0:40:40] Voice 9: properties, non-ALR land, and for resale so that residents can, you know, create

[0:40:46] Voice 9: compost and do farming. And so we're looking into options there. And I have a

[0:40:56] Voice 9: silt pender coming up on Friday. We're getting an update to the minor project

[0:41:00] Voice 9: there which is the update to the LUB. It's going to push the timeline a

[0:41:06] Voice 9: little further forward and also there's a recommendation that we institute a

[0:41:15] Voice 9: standing resolution not to enforce against non-conforming STVRs because all

[0:41:23] Voice 9: of the STVRs on South Pender are going to be illegal as of November and so that

[0:41:30] Voice 9: will probably be in place so that we don't scare anyone away and I think that's it for my LTCs.

[0:41:39] Voice 18: Very good, thank you Joby. So I'm going to continue on with my own report here since our last

[0:41:50] Voice 18: telecon update. I think we met on Gabrielle Island and the work of that person and the work of that

[0:41:58] Voice 18: LTC is advancing on the community plan, the relationship with the English nation.

[0:42:11] Voice 18: And I'll just move on to the following day. We had a council to council meeting,

[0:42:17] Voice 18: ostensibly staff and the elected body and representation from our staff as well,

[0:42:23] Voice 18: well. To further our commitment to engage with CENEMO and a

[0:42:31] Voice 18: conversation moving along, and where we had some commitments

[0:42:35] Voice 18: from the last on Friday for advancing two pieces of referral

[0:42:41] Voice 18: items in their line of work and had their legal counsel

[0:42:49] Voice 18: representative there as well and looking forward to that

[0:42:54] Voice 18: conversation continuing to be helpful in our working and planning together for Gabrielle.

[0:43:04] Voice 18: On Monday was governance committee. You know they've got a lot of work on their plate.

[0:43:12] Voice 18: Some of the challenging issues associated with letters to the province requesting

[0:43:20] Voice 18: of this expression, expressing some interest in the project and providing guidance as well

[0:43:29] Voice 18: as the other advisory item. The conversation can be difficult and I just want to acknowledge

[0:43:35] Voice 18: that and we need to be very kind and respectful of each other and the advice that we receive

[0:43:45] Voice 18: in these forums. We are, as David said earlier, we are all in this together, and we need to

[0:43:52] Voice 18: pull together. That's what I'm going to say there. Thetis was yesterday. Thank you very

[0:43:58] Voice 18: much for your work there. Not an easy meeting to chair, and we came through it well. So

[0:44:04] Voice 18: thank you for that. And I want to actually acknowledge Lisa, who's doing our minute

[0:44:09] Voice 18: taking now, and is attending the meetings and setting up the equipment. I think Toby

[0:44:15] Voice 18: Toby can speak for it, really, because she's the chair of that particular LTC, but from

[0:44:19] Voice 18: my own perspective, having that person take on that responsibility allows the chair to

[0:44:24] Voice 18: focus more on the meeting, which is the

[0:44:27] Voice 18: work of the chair, and I'm grateful for that position

[0:44:32] Voice 18: and to counsel for funding and really seeing the benefits, and I'll just actually also

[0:44:39] Voice 18: note in passing, I don't know if I said it in this format before, Nicole, I think it

[0:44:46] Voice 18: is in the Northern Office, Legislative Services, is also a significant contributor to handling

[0:44:56] Voice 18: public hearing meetings and having that almost objective third party legislative clerk responsibility

[0:45:08] Voice 18: IN A MEETING TO ASSIST US WITH THE PUBLIC HEARING PROCESS.

[0:45:11] Voice 18: I'VE APPRECIATED THAT AND THAT'S SIGNIFICANT AND I'M GRATEFUL TO COUNCIL AND TO THE REGIONAL

[0:45:17] Voice 18: PLANNING MANAGER FOR SUPPORTING HER COMING TO MEETINGS AND I THINK WE NEED TO SEE MORE

[0:45:21] Voice 18: OF THAT SO THAT INDEED THE LTC, THE CHAIR, THE PUBLIC CAN WORK IN CONFIDENCE KNOWING

[0:45:28] Voice 18: THAT THAT PROFESSIONAL RESPONSIBILITY IS IN THE ROOM

[0:45:31] Voice 18: TO HELP GUIDE US AND LEAD US IN OUR

[0:45:33] Voice 18: of that slave responsibility kudos to those staff and that position that council has now funded

[0:45:42] Voice 18: um i think that does it for local press committee chair updates i'm gonna go uh to uh unstressed

[0:45:49] Voice 18: conservative liaison update we do have the um karen uh in our package i'm glad to see that in

[0:45:56] Voice 18: there. I do.

[0:46:03] Voice 9: Just for everyone's information, the new, we have a new provincial appointee.

[0:46:09] Voice 9: Timothy. And so he's received orientation. We're very excited. He's got a strong background in GIS

[0:46:18] Voice 9: and really ITC got to or the board got to see all the

[0:46:25] Voice 9: applicants and I'm very

[0:46:27] Voice 9: pleased with the recommendation or the appointment by the minister so our next

[0:46:33] Voice 9: ITC meeting is early next month I think and there's nothing else really to report

[0:46:38] Voice 1: there is a

[0:46:39] Voice 9: report actually it's a really good overview of the work in our trust

[0:46:44] Voice 9: council agenda so you can go over that okay

[0:46:48] Voice 18: brilliant thank you so um executive we're um

[0:46:53] Voice 18: we're warmed up we're well into the agenda if you want to take a five-minute collective breath

[0:46:59] Voice 18: and and then we can jump into the trust council preparation oh great so let's go for a 10-minute

[0:47:05] Voice 18: break fill up your coffee cup and reflect on what we're going to do next okay let's recess

[0:47:14] Voice 18: and come back at 10 15 etc

[0:47:16] Voice 11: okay welcome

[0:59:04] Voice 18: back everybody um we're now going to enter into

[0:59:07] Voice 18: trust council meeting uh preparation thank you everybody for the work so far this morning and

[0:59:14] Voice 18: the first item on our agenda in section 7 page 23 of the agenda is the policy statement amendment

[0:59:19] Voice 18: project for upward visions to adjust jurisdiction clarity accuracy and violence and that's our update

[0:59:26] Voice 18: date. So I'll turn it over to the Chair of the Commission,

[0:59:29] Voice 18: Yilmaz.

[0:59:30] Voice 18: Thank you,

[0:59:30] Voice 2: Chair. I'm happy to be here to speak to this item

[0:59:34] Voice 2: today. This concerns the policy statement amendment project and

[0:59:37] Voice 2: some proposed revisions to the draft policy statement that's

[0:59:40] Voice 2: been considered to date. First of all, I just want to apologize

[0:59:43] Voice 2: for the absence of the redline version in your agenda package.

[0:59:46] Voice 2: We learned a valuable lesson, which is that when you upload

[0:59:50] Voice 2: Word documents to our agenda preparation software, it takes

[0:59:53] Voice 2: it upon itself to fix what it perceives as errors in the word document.

[0:59:57] Voice 2: So all those margin notes and all those red line track changes.

[1:00:00] Voice 2: were deleted. So I believe that Director Froeder has forwarded you the redline

[1:00:04] Voice 2: version that was intended to be in there. I anticipate we'll probably update the

[1:00:08] Voice 2: agenda package posted to the website so that anybody who is following from home

[1:00:11] Voice 2: today also will have the opportunity to view the document. So

[1:00:15] Voice 17: that has been done?

[1:00:15] Voice 2: It has not

[1:00:16] Voice 2: been done, but I anticipate we will, so that folks know that it is

[1:00:21] Voice 2: actually being discussed. The redline version that's attached to this, was

[1:00:26] Voice 2: proposed to be attached to this request for decision contains three types of changes the

[1:00:31] Voice 2: first is changes to address matters of jurisdiction that were identified by legal counsel and shared

[1:00:36] Voice 2: with and discussed by trustees at some camera sessions of committee of the whole during july

[1:00:41] Voice 2: and august these essentially are conveying to executive committee today uh policy direction

[1:00:46] Voice 2: that emerged from those committee of the whole meetings the second types of changes are changes

[1:00:50] Voice 2: to address matters of clarity and accuracy that were identified by staff in the development of

[1:00:54] Voice 2: the first type of changes. We just noted a few areas that could be improved to make the document

[1:00:59] Voice 2: a little more clear and a little more accurate. And then the third change is the introduction of

[1:01:03] Voice 2: policy 3.3.7 related to islands and islets, which emerged from a Committee of the Whole meeting

[1:01:10] Voice 2: discussion in May,

[1:01:12] Voice 2: and that that body directed Trust Council to consider it a future date. And

[1:01:16] Voice 2: so that policy is now contained within the draft policy statement. The purpose of this request for

[1:01:22] Voice 2: decision to you today is to forward these proposed changes to trust council which with trust council's

[1:01:30] Voice 2: endorsement will sort of formalize those changes such that with those changes incorporated that

[1:01:36] Voice 2: will be the draft version of the policy statement that will be used for continuing discussions by

[1:01:41] Voice 2: committee of the whole in the weeks and months ahead and then the second request to you today

[1:01:46] Voice 2: is that you direct staff to prepare a request for decision to trust council basically to cover

[1:01:51] Voice 2: those changes and explain to them the purpose of the decision that they're being asked to make.

[1:01:55] Voice 2: Because there won't be another opportunity to meet with the Executive Committee

[1:02:00] Voice 2: before that Trust Council meeting, we're really just looking for the endorsement of this body

[1:02:04] Voice 2: to allow the Chair to approve that covering request for decision to Trust Council without

[1:02:10] Voice 2: its review by Executive Committee. But I assure you there will be nothing controversial in that

[1:02:14] Voice 2: request for decision. It will basically summarize the purpose of the request for decision that's

[1:02:20] Voice 2: been made to press consult

[1:02:20] Voice 15: very kind thank

[1:02:25] Voice 2: you i think that's really all that i have to say on

[1:02:27] Voice 2: the matter but happy to field any questions that uh emerge from the discussion that follows all

[1:02:32] Voice 18: right um hopefully everybody's had a chance to look at the red line version and um let's lead

[1:02:39] Voice 18: off with the questions with respect to the well the first area um which is uh those amendments

[1:02:49] Voice 18: jurisdictional clarity, accuracy, and pilots. Are we

[1:02:56] Voice 18: satisfied? I'm good

[1:02:57] Voice 9: with it all. We had a

[1:03:00] Voice 9: great conversation today, the whole list of recommendations, and I see them all here, and

[1:03:07] Voice 9: I'm largely satisfied personally.

[1:03:10] Voice 19: It's a step in the right direction. I don't see any

[1:03:13] Voice 19: glaring omissions or errors or anything like that, so I think it's good to go. We'll hear

[1:03:19] Voice 19: from trust council if they're on there absolutely we will we're chasing it

[1:03:23] Voice 2: was a team effort

[1:03:25] Voice 18: thank

[1:03:26] Voice 18: you um okay so uh do you want somebody want to make that first motion i

[1:03:35] Voice 19: move that executive

[1:03:37] Voice 19: committee direct staff forward to trust council a new draft version of policy statement by law

[1:03:42] Voice 19: number 183 with amendments that address matters of jurisdiction clarity and accuracy and to

[1:03:48] Voice 19: incorporate policy on small islands islands as shown in appendix one second

[1:03:55] Voice 18: right will be elliot

[1:03:56] Voice 18: excellent any further discussion

[1:03:58] Trustee Maude: but just to be too clear that it'll be the red line version

[1:04:01] Trustee Maude: that's going to trust council so that's correct yeah

[1:04:03] Trustee Maude: trust

[1:04:04] Voice 2: council will receive both a red line

[1:04:06] Voice 2: version and a clean version that shows what the document looks like with all of those red line

[1:04:10] Voice 2: versions i'll

[1:04:13] Voice 8: just supplement it's in our hope that you have to give a whole discussion at

[1:04:17] Voice 8: council you would then be talking to a three-line version so that

[1:04:20] Voice 8: everyone can track it and

[1:04:22] Voice 16: all right then

[1:04:31] Voice 18: uh all those in favor that carries unanimously

[1:04:36] Voice 18: so there's a second promotion there about uh preparation uh because the decision

[1:04:42] Voice 18: pulled by the chair given the timing we're comfortable with that i like that motion as well

[1:04:49] Voice 9: Question before we move that one. So the request for decision, how much detail will you go into

[1:04:57] Voice 9: on legal counsel's advice and nothing at all? Not even indicating

[1:05:04] Voice 9: the section was changed, do you believe it? Okay, interesting. Yeah, you can't. Okay.

[1:05:10] Voice 12: No, not an open session. Yeah, if I may, if you want that discussion, that you could go in camera

[1:05:17] Voice 12: for that discussion okay

[1:05:18] Voice 15: all right that's all

[1:05:24] Voice 18: yeah i presume that you're thinking is the the dilemma

[1:05:28] Voice 18: that we find ourselves in in the public's background it's the public office yeah and that's

[1:05:33] Voice 18: fair and i think that's a hurdle that at some point we need to get across and i think we've

[1:05:40] Voice 18: all thought that that whole section 13 the conversation and stuff will come out in the

[1:05:48] Voice 18: policy statement but whether or not that sounds such a good idea or not it's the question never

[1:05:53] Voice 18: means we just have to be able to okay somebody want to make a point i

[1:05:59] Voice 19: move that executive

[1:06:01] Voice 19: committee direct staff or a request for decision to trust council for the chair's approval

[1:06:06] Voice 19: recommending approval of the proposed revisions to the draft policy statement and appendix one

[1:06:13] Voice 18: move to a secondary david thank you any further discussion all those in favor i carried

[1:06:22] Voice 18: um

[1:06:26] Voice 16: excellent and

[1:06:29] Voice 18: i might just include you in that when they um fire that final version

[1:06:35] Voice 18: for me to approve this is going to check

[1:06:40] Voice 16: if you expect that to me okay

[1:06:43] Voice 18: yes can you just you see toby on that

[1:06:50] Voice 18: Excellent. Okay, trust council meeting and motions. Primer for review and approval to

[1:06:59] Voice 18: circulate to all trustees prior to trust council. Who wants to speak for that?

[1:07:03] Voice 18: I can, sure.

[1:07:05] Voice 13: Yeah, so just coming out of the last council, I'm just thinking it might be

[1:07:09] Voice 13: helpful for all trustees to have a primer just on how to do certain things, most common things

[1:07:17] Voice 13: things in the meeting. So that's what this has been set up for. So motions, I just would

[1:07:22] Voice 13: like them to send the motion to a motion at islandstrust.bc.ca, give them some indication

[1:07:31] Voice 13: of how to form it and who to talk to if they need to. So they are going to contact staff

[1:07:39] Voice 13: if they need some advice, they can just email the staff that are in the room. And then just

[1:07:46] Voice 13: just a little bit around the meeting procedures,

[1:07:50] Voice 13: bylaw requirements for things like recognition to speak

[1:07:53] Voice 13: or rubbish rules, points of order, things like that.

[1:07:57] Voice 13: So it's really just a brief primer of those kind of rules.

[1:08:02] Voice 13: Hopefully it will help them to run,

[1:08:07] Voice 13: or hopefully help the meeting run a little bit better.

[1:08:10] Voice 13: I was thinking people online, for example,

[1:08:12] Voice 13: it's, you know, for them,

[1:08:14] Voice 13: it's also important that they uh have the floor before they start speaking i see quite often

[1:08:20] Voice 12: they'll

[1:08:21] Voice 13: start speaking and they don't haven't really been recognized when you're trying to

[1:08:25] Voice 13: get their attention so this is hopefully going to help that

[1:08:28] Voice 16: so

[1:08:29] Voice 13: anyway i thought we'd try it out

[1:08:31] Voice 13: and if you wanted to you know if you think something that's wrong you're not working or

[1:08:37] Voice 13: we need more information we can do that we tried to keep it to a single sheet of paper double-sided

[1:08:42] Voice 13: do so we could make it much longer but i don't really want to create something that's going to

[1:08:48] Voice 13: be a big read and nobody's going to actually find it useful yeah

[1:08:51] Voice 11: so yeah

[1:08:55] Voice 19: over to you um first of all

[1:08:58] Voice 19: appreciate it uh unfortunately it seems necessary or at least could be useful um my only comment is

[1:09:06] Voice 19: maybe uh some resource on actual what is points of order um there seems to be

[1:09:15] Voice 19: some trustees confusion of what actually is a point of order so either a separate page or

[1:09:24] Voice 19: suggestion of a of a link to look at might be helpful and then um sort of uh

[1:09:32] Voice 19: not directly related to this but i haven't brought it up i don't think in this body

[1:09:36] Voice 19: i've uh talked to alexandra but uh i've offered to give a little bit of uh zoom tips at um

[1:09:44] Voice 19: at september council three people have expressed interest and it just is in the same kind of vein

[1:09:52] Voice 19: of trying to help facilitate um folks in meetings and uh certainly for in terms of counting votes

[1:10:00] Voice 19: if you're on zoom it's easy but i don't want to get into that during the meeting so i'm going to

[1:10:04] Voice 19: sort of offer just not that I'm any kind of expert but just here's what I do to keep myself on track

[1:10:10] Voice 19: and it's easy to look at votes here's where you look and that kind of stuff so um yeah I'm not

[1:10:18] Voice 19: related to this directly but yeah somewhat in the same sphere and just let everyone know that's

[1:10:23] Voice 19: I'm going to offer that so

[1:10:25] Voice 9: on that point would it be better or more helpful to have a one-page sheet

[1:10:33] Voice 9: on participating electronically and it could be a little bit broader and maybe some of the issues

[1:10:38] Voice 9: that you we all see um not to add to this i think it's the condensed version is really good keep it

[1:10:45] Voice 9: to two pages but electronic participation um it is tricky to manage a hybrid meeting it's hard to

[1:10:54] Voice 9: the chair and so actually having an agreement on how to participate um whether you're electronic

[1:11:02] Voice 9: or in person and that is different it's it's it's more than tips and tricks it's actually

[1:11:08] Voice 9: how to be democratically that if somebody can't push a button and just start speaking

[1:11:17] Voice 9: and they're out of order online that's uh it disrupts the meeting and actually a lot of time

[1:11:22] Voice 9: we've spent just managing that part without debating issues we're saying can you please

[1:11:29] Voice 9: stop can you please stop talking you don't have the floor kind of thing so i think

[1:11:33] Voice 9: and then a second piece i don't think for this trust council but um a short sheet on chair

[1:11:41] Voice 9: uh facilitation like not that but just in general if i'm going to be stepping into that role

[1:11:47] Voice 9: what are the differences between committee the whole chairing and um there's some things that

[1:11:54] Voice 9: we're inconsistent on and i do think it would be helpful to have a sheet because then also

[1:11:59] Voice 9: everybody else knows the expectation for how the chair is going to manage the meeting

[1:12:04] Voice 9: so i would love a similar sheet on chair um meeting procedures or just some strong abilities

[1:12:13] Voice 9: I mean, it's in here, the chair is to make ruling on points of order, but I would appreciate

[1:12:20] Voice 9: that from any chair.

[1:12:21] Voice 13: So what I'm hearing is something like this, but it's aimed at chairs, not just

[1:12:26] Voice 13: the chair-locking, but also chairs of committees, chairs of LTCs as well.

[1:12:30] Voice 13: Yeah, we can certainly do something like that.

[1:12:32] Voice 9: Absolutely.

[1:12:33] Voice 9: I have tons of notes from that excellent session we did, but there are some pieces

[1:12:41] Voice 9: is that she it's not just parliamentary procedure but what is you know I don't

[1:12:47] Voice 9: know facilitation good practice

[1:12:49] Voice 9: good practice yeah we

[1:12:51] Voice 13: can put something you

[1:12:52] Voice 13: want to send those notes for sure

[1:12:54] Voice 9: yeah certainly

[1:12:56] Voice 19: as we're as we're moving into

[1:12:59] Voice 19: committee of the hold where we may have different folks chairing I think

[1:13:03] Voice 19: resource like that to have on hand would be great in

[1:13:07] Trustee Maude: one request I would have is

[1:13:11] Trustee Maude: that we get this printed out and laminated and it'd be handed out to trust council

[1:13:16] Trustee Maude: because it's sort of it's one of those things that you know should be parked in everybody's bag

[1:13:21] Voice 4: i think that is the intent yeah

[1:13:23] Voice 13: the intent is to circulate this before council so i think what

[1:13:28] Voice 13: we're planning to do you want to know planning

[1:13:30] Voice 6: to do two things one is circulated electronically for

[1:13:34] Voice 6: attendees to have just ready to bring up on their own screen and also to provide at least

[1:13:39] Voice 6: roughly 10 or so laminated

[1:13:42] Voice 6: one-pagers on the tables.

[1:13:43] Voice 6: Excellent.

[1:13:46] Voice 15: So

[1:13:48] Voice 18: this is good.

[1:13:49] Voice 18: I really appreciate this. It's

[1:13:51] Voice 18: good for us to have common

[1:13:55] Voice 18: guidance.

[1:13:57] Voice 18: Particularly in

[1:13:58] Voice 18: the Trust Council and the

[1:14:00] Voice 18: community as a whole.

[1:14:03] Voice 18: LTCs are always a little bit

[1:14:04] Voice 18: different, but obviously the same guidelines apply.

[1:14:06] Voice 18: I think that what you've identified

[1:14:08] Voice 18: Toby that's really important

[1:14:09] Voice 18: is

[1:14:10] Voice 18: is seeking that endorsement or asking for a commitment

[1:14:16] Voice 18: from trustees, particularly in the online piece.

[1:14:20] Voice 18: This is how we expect you to behave.

[1:14:23] Voice 18: And do you agree, right?

[1:14:26] Voice 18: So that they have to acknowledge that they know,

[1:14:29] Voice 18: because it is the most troublesome part.

[1:14:31] Voice 18: And it's actually captured in David's thing here

[1:14:35] Voice 18: is that before you speak,

[1:14:36] Voice 18: you need to be acknowledged by the chair.

[1:14:38] Voice 10: And

[1:14:38] Voice 18: then once you are speaking,

[1:14:39] Voice 18: you need to be listening as well so that if you happen to be out of order that

[1:14:45] Voice 18: you can be interrupted. Now whether there's an electronic problem there with

[1:14:54] Voice 18: what I call simplex and duplex communication and the audio doesn't

[1:14:58] Voice 18: necessarily go in bi-directional until you pause because it may be voice

[1:15:02] Voice 18: activated. There's a problem there but certainly what has arisen in recent

[1:15:08] Voice 18: in history is the need for me to be able to mute that person.

[1:15:12] Voice 18: And I don't know if that is available to the chair

[1:15:16] Voice 18: or whether I have to look at the IT coordinator

[1:15:20] Voice 18: and go, which is not the best way

[1:15:24] Voice 18: to facilitate that. But simply muting that person would then

[1:15:28] Voice 18: provide us the opportunity to intervene and continue. And if that person continues

[1:15:32] Voice 18: to talk on and on, well, then at least we're going to have

[1:15:36] Voice 18: haven't hear it that seems authoritarian but it's it is so destructive it is

[1:15:42] Voice 9: so we've we've talked

[1:15:44] Voice 9: about delegating responsibility to the vice chair isn't it the fully trusted peterson you've been

[1:15:48] Voice 9: working online for that participation um i would say if that responsibility if you could take that

[1:15:57] Voice 9: responsibility but then how is it shared how is it the same for people in the room because you

[1:16:02] Voice 9: can't mute the person oh

[1:16:04] Voice 18: well i can mute the person in the room can you yeah oh

[1:16:07] Voice 9: i didn't know

[1:16:09] Voice 9: that okay okay

[1:16:10] Voice 19: so just uh just technology wise that would mean i would have to be a co-host or

[1:16:17] Voice 19: something like that to have that yes

[1:16:19] Voice 18: okay let's make that work yeah we can do like that yeah

[1:16:24] Voice 19: you can give me the dog whatever well i think that or maybe you can watch me yeah and if

[1:16:30] Voice 18: i look i'm

[1:16:31] Voice 18: like i'm tense yeah and and we have the the feeling that this is out of order sure then

[1:16:37] Voice 18: i think we need to share that collective authority to make that decision and if somebody gets muted

[1:16:43] Voice 18: accidentally or inappropriately and we can live with that

[1:16:46] Voice 19: yeah yeah no certainly uh those trust

[1:16:49] Voice 19: councils where we've had people online who haven't either aren't able to hear that you're telling you

[1:16:57] Voice 19: know i mean it is really disruptive and it would be nice to be able to just

[1:17:01] Voice 18: i don't think there's

[1:17:02] Voice 18: a fault necessarily of the individual no not

[1:17:04] Voice 18: necessarily it's complicated so we're also

[1:17:07] Voice 6: trialing this um trust council we're gonna the electronic attendees are gonna log on 15 minutes

[1:17:12] Voice 6: prior and we're gonna check the sound and everything and at that time i can also add some

[1:17:17] Voice 6: of these points in it sure

[1:17:20] Voice 18: yeah you can just blast it up on the screen but i just want to segue the

[1:17:24] Voice 18: the additional suggestion for the additional chair notes is good and let's try and do that

[1:17:28] Voice 18: in an ideal situation the one side would be the primary flip side and the other way because

[1:17:32] Voice 18: otherwise it gets to be just too much

[1:17:34] Voice 12: because

[1:17:35] Voice 18: people's attention even my own is just pulled

[1:17:40] Voice 18: in so many directions at the start of a trust council meeting but what is important let's

[1:17:45] Voice 18: let's confirm right that david maude has been watching attending to the speakers list very

[1:17:51] Voice 18: much appreciated you've been keeping an eye out for the online stuff probably he's going to be

[1:17:55] Voice 18: chairing the committee the whole and i don't know what i did well you help out yeah i smile

[1:18:01] Voice 9: we

[1:18:02] Voice 18: i think the intention was to switch it all out but yeah

[1:18:05] Voice 18: it's sort of people get used to a pattern

[1:18:08] Voice 18: anyway you are getting your frontline stage opportunity here as chairing and i think that

[1:18:13] Voice 18: what hasn't really handed over is that those roles of um and also david's role of counting

[1:18:20] Voice 18: the votes. I know that Jerry Bernardo said, so who's counting the votes? You know, we need to

[1:18:25] Voice 18: focus on that format that we've got. David is keeping the speakers list, Tim's watching folks

[1:18:31] Voice 18: online, and David is always counting and announcing the votes. You're asking me to announce the votes.

[1:18:37] Voice 18: Yeah, yeah. So let's try and retain that in the committee as a whole, and that's

[1:18:41] Voice 18: up to you. We didn't talk about that at the last go-round, but we're learning, we're all just

[1:18:46] Voice 18: this together but let's just do the best we can

[1:18:51] Voice 13: and ever make with with the votes one one thing

[1:18:55] Voice 13: would be helpful is you just slow down yeah and not go too fast because with people being online

[1:19:02] Voice 13: it's harder to ascertain what the quorum is what the number of people are

[1:19:08] Voice 1: we can easily see who's

[1:19:09] Voice 13: left the room and who's come back but online if they've left um it's not as easy kind of have to

[1:19:16] Voice 13: go through and see who are on the participants list so we just need to know we need to know the

[1:19:20] Voice 13: number so that we can tell you um the count accurately rather than guessing right we can't

[1:19:27] Voice 13: assume that everybody's there so need to take a little bit more time to allow that and then also

[1:19:33] Voice 13: to count the votes and to give people the opportunity to raise and lower their hands

[1:19:37] Voice 13: electronically so i

[1:19:40] Voice 4: think just slowing down a bit with the raising of the hands is when we move too

[1:19:43] Voice 4: quickly often

[1:19:44] Voice 13: folks are online

[1:19:45] Voice 4: they don't even have time to get their hands down before we're

[1:19:49] Voice 4: moving into the who's not in favor and then it's confusing as to was their hand up from before or

[1:19:54] Voice 4: is it a negative vote so i agree yeah

[1:19:57] Voice 13: so just maybe wait until all the hands go down before

[1:19:59] Voice 13: you call for the negative vote yeah

[1:20:02] Voice 18: yeah

[1:20:03] Voice 13: that would help i'm

[1:20:05] Voice 18: getting caught up in the heat

[1:20:06] Voice 18: Yeah,

[1:20:07] Voice 13: it also helps the minute taker keep track of what's happening to you.

[1:20:17] Voice 18: So one other thought on useful sharing in the community as a whole, and maybe a little bit off the note here, but it's good to have this conversation.

[1:20:27] Voice 18: It's just clarity around voting and decisions that are actually made in the community as a whole,

[1:20:32] Voice 18: because all of the any voting or decisions that are made in the community of the whole

[1:20:37] Voice 18: are recommendations to council right and the motions often get started off with xyz but

[1:20:46] Voice 18: we need to just be really clear that it's a recommendation yeah and then council gets to

[1:20:51] Voice 18: decide on that recommendation when we come out of it yeah

[1:20:55] Voice 13: exactly format should be the

[1:20:57] Voice 13: Committee of the Whole recommends whatever it is.

[1:21:00] Voice 18: Oh so that could actually

[1:21:01] Voice 13: be on

[1:21:03] Voice 18: the part of the

[1:21:03] Voice 18: Parliament?

[1:21:04] Voice 13: Yeah, this isn't set up for Committee of the Whole, but we could certainly do one.

[1:21:08] Voice 18: Well, I'd like to see the same methodology used throughout, right? And so if

[1:21:12] Voice 18: you just say

[1:21:13] Voice 18: motions for Council, it is x, y, z. For Committee of the Whole, it is recommendation. Yeah, we can

[1:21:21] Voice 18: add that in, I think. You can massage that, I think. Does that sound fair? Does that seem

[1:21:26] Voice 18: appropriate sure okay good work so i'll move on um draft september trust council three-day

[1:21:40] Voice 18: schedule um seems to be a few holes in here but maybe it's because we haven't made the decisions

[1:21:49] Voice 18: we'll go through it i guess you want to speak i

[1:21:53] Voice 4: can speak to that so uh we did look at the

[1:21:55] Voice 4: three-day schedule at uh the last meeting there were some direction for changes so we've reflected

[1:22:01] Voice 4: on that direction here you'll notice that we are starting trust council's um session a little bit

[1:22:05] Voice 4: earlier than originally anticipated we're starting at 12 30 instead of one so that we can tuck in

[1:22:10] Voice 4: some extra time on that first day um all the day or tuesday and wednesday we are now looking to

[1:22:16] Voice 4: adjourn the day at 5 30 there was some feedback previously that ended the day at 6 30 was too late

[1:22:20] Voice 4: so we've started the day earlier and therefore we are ending the day earlier

[1:22:24] Voice 4: so um that's the aim

[1:22:25] Voice 4: Of course, it'll be run over time, so be it, but we're planning for adjournment at 5.30.

[1:22:33] Voice 4: We've received two delegations at this point that are reflected here.

[1:22:38] Voice 4: Of course, it's hard to estimate how many folks we might have who show up for a public comment period,

[1:22:43] Voice 4: but right now it's looking as if that hour and a half window for delegations and public comment perhaps won't be fully needed.

[1:22:51] Voice 8: did.

[1:22:51] Voice 4: If that's the case, I think we can absolutely make use of the extra time for the strategic plan

[1:22:57] Voice 4: approval. We've got half an hour on this agenda for that. I think it might take a bit longer.

[1:23:03] Voice 4: So there's contemplation of, you know, using up the extra time that we might save

[1:23:09] Voice 4: delegations of moment, or we could look at moving strategic plan to the Tuesday and perhaps having

[1:23:15] Voice 4: the provincial request discussion on the first day of council that one is also a

[1:23:23] Voice 4: big topic but I think trustees may already know where they want to land so

[1:23:28] Voice 4: that might be a shorter conversation that we are planning for so there's a

[1:23:33] Voice 4: consideration there you know it might be that when we look at the strategic plan

[1:23:38] Voice 4: document we can see if we think maybe 45 minutes will be enough and if not we

[1:23:42] Voice 4: I can't decide to switch those two files.

[1:23:46] Voice 18: So on the agenda I'm looking at,

[1:23:47] Voice 18: it does show the strategic plan on the Tuesday

[1:23:49] Voice 18: and the request for review of our trust on the Wednesday.

[1:23:53] Voice 18: And you're talking about switching that around?

[1:23:55] Voice 4: Yes, it would give us a little bit more time for the strategic plan.

[1:23:59] Voice 4: So right now

[1:23:59] Voice 4: there's 45 minutes for the provincial review.

[1:24:02] Voice 4: No, sorry, hour and 45.

[1:24:05] Voice 1: And

[1:24:05] Voice 4: there's half an hour for the start plan.

[1:24:07] Voice 4: It might be that we've got too much time planned for the provincial review

[1:24:10] Voice 4: and not enough for the strategic plan.

[1:24:12] Voice 4: Yeah, so

[1:24:12] Voice 4: switching those two is an option.

[1:24:15] Voice 18: Yeah, because I think the government's committee has done the work

[1:24:20] Voice 3: The

[1:24:21] Voice 18: council agrees or not. Yeah, that's the debate.

[1:24:24] Voice 18: But a half an hour should be adequate to resolve

[1:24:31] Voice 18: rephrasing or rejigging the

[1:24:35] Voice 18: Request whereas we definitely need more competition in the strategic plan because it's been as has been identified

[1:24:40] Voice 18: identified. Some of it isn't necessarily as it appeared on the wall, relative to jurisdiction

[1:24:52] Voice 18: and authority. And that may be confusing. So some more time is there.

[1:24:57] Voice 4: Yeah, I mean, there's, yeah, what was on the wall is largely reflected there. We've just

[1:25:01] Voice 4: fixed things that were needed to be fixed, because we couldn't do them.

[1:25:07] Voice 4: If we finish early, that's fine, too.

[1:25:10] Voice 4: Brilliant. I don't know if we've ever done that, but that would be me.

[1:25:14] Voice 15: So

[1:25:14] Voice 3: let's swap those two. I agree.

[1:25:17] Voice 15: Okay. Well, I think that's...

[1:25:20] Voice 4: Okay. Any objections?

[1:25:22] Voice 4: No.

[1:25:23] Voice 4: No moral allies? Okay. Great.

[1:25:26] Voice 4: So as we move through the agenda on the Wednesday, as I mentioned, we're going to be starting earlier than historically with an extra half hour at the morning.

[1:25:34] Voice 4: Policy statement is in the afternoon, first thing after lunch.

[1:25:37] Voice 4: So folks sort of got a break to wrap their mind around that.

[1:25:39] Voice 4: will be moving directly to the committee the whole session so that's going to be um just you know

[1:25:44] Voice 4: quickly bouncing into that session and then bouncing out so a little bit of gymnastics there

[1:25:49] Voice 4: but hopefully will be a smooth transition um the bylaw review project and planning services

[1:25:54] Voice 4: it's not listed here but it's happening that's um a passion piece for many so uh we might have um

[1:26:00] Voice 4: some conversation there that might take us a little bit over time but um hopefully not too

[1:26:06] Voice 4: too much and there is a volume of legislative items that are going forward some of which can

[1:26:10] Voice 4: be punted to the next meeting and so we've indicated that they are time permitting um

[1:26:15] Voice 4: and then on the thursday we're starting a bit earlier again as well um there's the budget

[1:26:19] Voice 4: session on that day so every day of this trust council has some big at topic um it's going to be

[1:26:27] Voice 4: um an exercise in uh mental stamina for all

[1:26:31] Voice 4: of us um so happy to take feedback on what's here

[1:26:34] Voice 4: make changes as needed. We did strip out a lot of the detail from this version of the three-day

[1:26:42] Voice 4: schedule from what you saw before, where we listed the items, simply to keep it cleaner and more easy

[1:26:47] Voice 4: to read, and I think that was a decision many councils ago to actually make this a bit more

[1:26:52] Voice 4: simplistic, so we followed that.

[1:26:55] Voice 18: Okay, yeah, and that's what I was reflecting. There seemed to be

[1:26:57] Voice 18: holes, but that's obviously what you've done, so that's great. So, Trustee Maher? One suggestion

[1:27:04] Trustee Maude: Just formatting-wise, I would suggest that Committee of the Whole is sort of buried.

[1:27:11] Trustee Maude: If that section was highlighted, it was Committee of the Whole session.

[1:27:16] Trustee Maude: Because that's totally separate from Trust Council.

[1:27:19] Trustee Maude: And it's a little, like in my version, it's a little blurry thing.

[1:27:24] Trustee Maude: It doesn't even say Committee of the Whole.

[1:27:26] Trustee Maude: So a layperson may not understand that we're going into a separate session doing something special.

[1:27:33] Voice 18: So, if I might just follow up on that, completely self-centered, by the way, but just easy

[1:27:41] Voice 18: and hopefully helpful to Toby, is that if the Trust Area Services Consent Agenda items

[1:27:46] Voice 18: could actually be covered before we went for lunch,

[1:27:49] Voice 11: and

[1:27:50] Voice 18: then when we came back from lunch

[1:27:51] Voice 18: we would just simply go into Committee of the Whole, and indeed what David is saying

[1:27:55] Voice 18: is that could say, although it's different, it's separate, it is actually a Committee

[1:28:00] Voice 18: the whole discussion within the trust area services function so it needs to probably say in

[1:28:07] Voice 18: bold trust area services committee of the whole spelled out uh and then policy statement amendment

[1:28:14] Voice 18: project and that would i would like to transition from lunch into the work and not sort of get a

[1:28:21] Voice 18: false start right

[1:28:22] Voice 18: okay is that prepared to yeah i

[1:28:27] Voice 9: have one suggestion i don't yeah anyway see what

[1:28:35] Voice 9: you think but um it does look bare bones i do like the idea of not including all the

[1:28:41] Voice 9: lists of briefings but should we say consent agenda items um and decision discussion items

[1:28:51] Voice 9: would be like list like number them seven there's seven in that like it just it looks a little too

[1:29:02] Voice 18: there but so on that note you could do to take actually general consent item 3.11 to 3.155

[1:29:12] Voice 19: that was going to be my suggestion is just include the agenda numbers and then we don't

[1:29:17] Voice 19: you know a whatever number whatever number and then yeah so you can just

[1:29:23] Voice 16: go and refer

[1:29:24] Voice 19: For

[1:29:24] Voice 16: an item in the agenda, your honor.

[1:29:27] Voice 9: Does that seem appropriate?

[1:29:28] Voice 9: Does that mess it up, though?

[1:29:30] Voice 9: I don't think so.

[1:29:31] Voice 9: It could be just one bot, right?

[1:29:33] Voice 6: To be clear, do you want the item numbers and the title of each of them?

[1:29:37] Voice 19: No, just the item numbers.

[1:29:38] Voice 6: The

[1:29:38] Voice 19: item numbers is what I was thinking.

[1:29:39] Voice 19: It

[1:29:40] Voice 6: triggers

[1:29:42] Voice 19: them to look at the agenda.

[1:29:43] Voice 19: Yeah.

[1:29:44] Voice 6: Yeah, so this actually came from a few meetings ago.

[1:29:47] Voice 6: We talked about it.

[1:29:48] Voice 6: It was the first one that I had brought in this new role,

[1:29:50] Voice 6: And it's just to stop the duplicity of providing pretty much the agenda in the three-day schedule.

[1:29:58] Voice 6: So this is a great way to.

[1:30:00] Voice 6: to tie the two together.

[1:30:01] Voice 6: Right.

[1:30:03] Voice 6: Agreed.

[1:30:06] Voice 15: Agreed.

[1:30:06] Voice 15: Agreed.

[1:30:07] Voice 15: Agreed.

[1:30:07] Voice 4: Yes, we do list, you know, the sort of the biggest ticket item in each space, which I

[1:30:12] Voice 4: think is good, so folks know where it's going to land, but yeah, that additional detail

[1:30:17] Voice 4: of where to find things on the agenda might be more, well, I'm actually more

[1:30:20] Voice 4: a fan of

[1:30:21] Voice 4: more detail on this than less,

[1:30:22] Voice 9: but you

[1:30:24] Voice 4: know, for the sake of not duplicating work in response

[1:30:27] Voice 4: response to what executive committee's direction was

[1:30:29] Voice 4: previously, we've made those changes.

[1:30:33] Voice 11: Okay.

[1:30:35] Voice 9: We seem to change it every

[1:30:40] Voice 9: council.

[1:30:43] Voice 9: Well, if trial

[1:30:44] Voice 19: this and if people don't

[1:30:46] Voice 19: like it or if we don't like it,

[1:30:48] Voice 18: we can do it.

[1:30:50] Voice 19: The

[1:30:50] Voice 18: agenda is flexible.

[1:30:52] Voice 18: If we

[1:30:54] Voice 18: run out of time,

[1:30:56] Voice 18: we don't do trust area services

[1:30:58] Voice 18: consent agenda items, we can

[1:30:59] Voice 18: still move into committee the whole and pick up those

[1:31:01] Voice 18: items after the community of the whole it's not like it it

[1:31:05] Voice 18: is important that those be sequential

[1:31:08] Voice 18: yeah

[1:31:09] Voice 9: i think just looking at this it gives the wrong impression that there's

[1:31:14] Voice 9: it's it's too little indication of what is there yeah there needs to be something that points to

[1:31:20] Voice 9: how many discussion items there's going to be i think we've

[1:31:25] Voice 16: agreed on that okay

[1:31:26] Voice 6: yeah yeah i just wanted to say i'm the same i would also really like consistency so whatever

[1:31:32] Voice 6: Whatever EC wants, I'm happy to reflect in the schedule moving forward.

[1:31:37] Voice 6: If we just make that clear, I'm happy to make those changes and make that a standing template going forward.

[1:31:47] Voice 18: And maybe on this sheet, this one piece of paper, right, really, there could be, you could highlight to view the agenda details, which is at the bottom right-hand side, in a more prominent fashion, so that people can say,

[1:32:00] Voice 18: say oh so that is i have to go to the agenda because i don't know how many people there's

[1:32:05] Voice 18: three elements right one is the three-day schedule two is the agenda and then there's the package

[1:32:11] Voice 18: and i don't know how many people gloss over the agenda and just go straight to the package

[1:32:17] Voice 4: well this is a more digestible format to understand what's happening in the council

[1:32:23] Voice 4: three-day meeting schedule the the agenda cover which has everything yeah it's multiple pages

[1:32:29] Voice 4: changes, it's got your revolutions in there,

[1:32:31] Voice 5: it's a bit more complex.

[1:32:33] Voice 4: This is a nice one-stop shop.

[1:32:35] Voice 4: I know I use it quite frequently at council meetings, so I agree some of the extra detail

[1:32:40] Voice 4: might be useful.

[1:32:41] Voice 4: It could be that we just list the decision items under there, and that's the extent of

[1:32:48] Voice 4: the additional detail that we add.

[1:32:50] Voice 4: Briefings are not included, we don't list what's under consent agenda, it's just those

[1:32:54] Voice 4: the decision items the rfds um are named or we simply say here's where you find it in the agenda

[1:33:01] Voice 4: i think either of those are workable

[1:33:03] Voice 11: is

[1:33:06] Voice 4: there a preference from this committee which of those

[1:33:08] Voice 4: two options we'd like to move forward with so

[1:33:16] Voice 9: now we'll do this yeah my

[1:33:19] Voice 19: thought on the numbers would

[1:33:21] Voice 19: be that if there's a there's a bunch of stuff and it's just you know 3.1 to 4.2 or whatever that's

[1:33:31] Voice 19: It doesn't take up a lot of physical space on the chart, as opposed to headings.

[1:33:36] Voice 19: I mean, I like headings, but if we have a bunch of them, we start getting back into the busyness, right?

[1:33:42] Voice 19: So that was...

[1:33:42] Voice 19: Yeah, pros and cons.

[1:33:46] Voice 15: Yeah.

[1:33:52] Voice 4: No strong feelings.

[1:33:53] Voice 4: So why don't we try listing the agenda items?

[1:33:56] Voice 4: We'll see how that lands.

[1:33:57] Voice 4: It doesn't land well.

[1:33:58] Voice 4: We're not getting them for next time.

[1:34:01] Voice 15: I'm doing it.

[1:34:01] Voice 4: I'm good?

[1:34:02] Voice 3: That's excellent.

[1:34:03] Voice 3: Great.

[1:34:04] Voice 3: Got that?

[1:34:06] Voice 15: You good?

[1:34:08] Voice 18: I'm good.

[1:34:10] Voice 10: all

[1:34:11] Voice 18: right so there's that covered looks good to me we've got adequately space time

[1:34:19] Voice 18: okay

[1:34:22] Voice 11: so

[1:34:23] Voice 18: let's move along then to now the actual draft agenda which is 7.4 and then the

[1:34:33] Voice 18: the the packages and then they're correct

[1:34:39] Voice 15: so

[1:34:40] Voice 18: now it's the agenda and that's where we're going to

[1:34:44] Voice 18: see what's new in this agenda maybe actually ceo ceo i'll let you

[1:34:52] Voice 18: actually introduce this

[1:34:53] Voice 18: rather than messing it up i know you're going to highlight some of the points on this yeah

[1:34:58] Voice 18: um

[1:34:59] Voice 4: so we're just looking at the agenda for the actual items interest let's

[1:35:03] Voice 18: just look at the

[1:35:03] Voice 18: agenda format and then we'll go and look at the item um

[1:35:08] Voice 4: okay i had budget requests as next on our

[1:35:12] Voice 4: item to discuss my office and um you know i think it is council agenda seven

[1:35:19] Voice 18: point four

[1:35:21] Voice 18: point four yep oh perfect time up

[1:35:25] Voice 9: in there it's

[1:35:26] Voice 16: 59. yeah

[1:35:29] Voice 9: is it the where did the budget

[1:35:31] Voice 9: with my scope right now it's

[1:35:33] Trustee Maude: a separate it's it's part of

[1:35:37] Trustee Maude: 7.4

[1:35:38] Voice 15: yeah i need to be in 8.2 more okay

[1:35:41] Voice 15: okay so we've

[1:35:46] Voice 4: got the draft trust council agenda package that is here um so we've included it as

[1:35:53] Voice 4: an addendum as we have um done i think the last maybe just one time now um so that it's a bit

[1:35:58] Voice 4: cleaner and for staff and for trustees when we're reviewing the package to understand what's

[1:36:02] Voice 4: in the EC agenda and what's in the council agenda. So there's a couple of late items that

[1:36:08] Voice 4: need to be added to this, most of which you've received at this point with the exception of the

[1:36:13] Voice 4: clear report, which I'll be putting together to the Council Agenda Package Report.

[1:36:18] Voice 4: So we can simply go through the whole process and go through the various sections and discuss

[1:36:25] Voice 4: discuss as we need various items in there um there are pieces in this trust council agenda package

[1:36:31] Voice 4: that the committee actually needs to review and weigh into so that we can reflect any desired

[1:36:37] Voice 4: changes before we move ahead um and other pieces are simply um other committees have reviewed this

[1:36:43] Voice 4: or executive committee has seen it before and is simply um forwarding it along to each of them

[1:36:50] Voice 4: We'll turn it back to you, Chair.

[1:36:54] Voice 18: Okay, thank you.

[1:36:56] Voice 18: So I'm just looking at this because of the conversation around this verbal reporting at the beginning of Council,

[1:37:03] Voice 18: which is essentially Section 3.1.5.1, which is all under 3.1.5, which are essentially consent items.

[1:37:15] Voice 18: item consent items um but each one of these is has a designated verbal report from each of the

[1:37:23] Voice 18: members and the assumption my assumption has been is that each of these chairs myself included would

[1:37:29] Voice 18: have an opportunity to speak to that item so it's not a consent agenda is that correct yes

[1:37:36] Voice 4: so what's

[1:37:37] Voice 4: reflected here is this is a decision that was made at last executive committee which is to bring

[1:37:41] Voice 4: all of the council committee work programs to the forefront of the agenda and at that point

[1:37:46] Voice 4: each council committee chair will have an opportunity to speak to the work of that

[1:37:49] Voice 4: particular committee i think it was five minutes that were assigned for each committee chair

[1:37:54] Voice 4: information on that has been circulated to chairs alexis dotting um i am not aware of any trustees

[1:38:01] Voice 4: or any chairs that have chosen to submit a written report so i think we're getting everything uh

[1:38:06] Voice 4: verbal so you'll get to manage the timing there and then the

[1:38:11] Voice 4: work programs you know council does

[1:38:14] Voice 4: need to approve the work programs of its committees of the council committees and so that's also

[1:38:18] Voice 4: slated for here it's an interesting thing to think about because of course the strategic plan

[1:38:24] Voice 4: drives council committee work programs and what's

[1:38:27] Voice 4: happening here is those approval of the work

[1:38:30] Voice 4: programs and then discussion of the strategic plan um so i contemplated potentially having

[1:38:36] Voice 4: approval of committee work programs subsequent to the discussion on the strategic plan

[1:38:40] Voice 4: i think we're safeguarded a little bit from that particular gymnastics piece because we have gone

[1:38:48] Voice 4: through and reviewed the committee work programs against the draft plan to make sure the things

[1:38:53] Voice 4: that need to be reflected in the new draft strategic plan are there so for simplicity's

[1:38:59] Voice 4: sake i'll suggest they're approved where they are we'll have the strategic plan discussion if there

[1:39:04] Voice 4: are significant amendments made to the strategic plan staff will go away and review the work

[1:39:09] Voice 4: programs and if they need to be making any adjustments at that point we'll bring that forward

[1:39:18] Voice 18: yeah that's another complexity

[1:39:21] Voice 4: and train of thought but agreed i think you know we're we're

[1:39:25] Voice 4: making some changes here to this uh meeting format and where things are happening and how they're

[1:39:30] Voice 4: being spoken to um so we i want to be cognizant of how much change we're advancing so we normally

[1:39:38] Voice 4: approve the work programs at the time the committee chairs are giving an update what's

[1:39:41] Voice 4: good with that if we have to amend it post strategic plan discussion staff will take care of

[1:39:45] Voice 4: that

[1:39:46] Voice 9: okay i'm i'm clear i thought the strategic plan we're gonna approve hopefully is for

[1:39:55] Voice 9: thanks to you i thought it was 2025 28 so why would it affect work plans for 2024 that were

[1:40:03] Voice 4: approving so we're in the budget development stage for next fiscal year um approving the elements

[1:40:08] Voice 4: that are in the strategic plan is informing our upcoming work sort of as of this moment

[1:40:14] Voice 4: future programs also reflect for what there's an overlap gotcha yeah well

[1:40:22] Voice 9: i mean honestly i've

[1:40:24] Voice 9: never looked at these future projects report with any they don't they don't actually give us

[1:40:30] Voice 9: direction okay just like put that in the future to-do list right so i don't see us needing to

[1:40:36] Voice 9: amend these based

[1:40:37] Voice 18: on whatever we need we do need to be strategic about it absolutely the

[1:40:42] Voice 4: work plans

[1:40:43] Voice 4: are meant to reflect trust council's direction to its committees on what work it wants to advance

[1:40:49] Voice 4: in the next quarter and beyond there isn't a lot of focus um i haven't seen a lot of focus

[1:40:56] Voice 4: on actually digging into those work plans and reviewing them um at trust council that will

[1:41:02] Voice 4: change a little bit with um planning and more intentional sort of let's examine this yeah we're

[1:41:08] Voice 4: in the um awkward transition phase so i think where we're landed is workable for now um i don't

[1:41:15] Voice 4: like it'll cause too many hiccups um and it'll all be streamlined once we've

[1:41:19] Voice 9: finalized i mean

[1:41:22] Voice 9: the reason they're irrelevant is honestly they're like 2014 2021 for future projects report for

[1:41:28] Voice 9: trust programs committee like this is nobody has talked about community benefit

[1:41:33] Voice 9: land trust concepts

[1:41:34] Voice 9: 53 so all of the future projects report is just here's what we may look at but it's based on a

[1:41:41] Voice 9: previous usually a previous trust council strategic or an idea and that's not going to be

[1:41:48] Voice 9: that's not necessarily in our strategic plans i don't think we need to have any concern about

[1:41:54] Voice 9: the future project support right now the

[1:41:56] Voice 4: the work that we've done for you know to to bolster the

[1:42:01] Voice 4: job strategic plan that's coming forward we've actually looked at these future work programs to

[1:42:05] Voice 4: say what work is here that um council's directed therefore council cares about it that therefore

[1:42:12] Voice 4: should be reflected in the strategic plan so there is some congruency happening now when you're

[1:42:18] Voice 4: pointing out absolutely there hasn't been in the past things are sitting on there from ages ago and

[1:42:23] Voice 4: no one's touched them what's happening part of that is also the strategic plan should guide the

[1:42:28] Voice 4: work programs absolutely oftentimes what we're seeing is committees adding new things to their

[1:42:33] Voice 4: work programs without council's involvement that's where things get awkward um and that's where these

[1:42:42] Voice 4: work programs lose a little bit of their relevance okay

[1:42:44] Voice 9: thank you that's clear now that's mine

[1:42:47] Voice 9: i

[1:42:51] Voice 16: can

[1:42:53] Voice 8: add as well um council is a contingent body right so despite the fact that we're making term

[1:42:57] Voice 8: of office that direction staff continues

[1:42:59] Voice 7: should

[1:43:00] Voice 8: you wish to change direction like no longer wish

[1:43:02] Voice 8: tpc to be looking at community benefit land trust option that's for council to either rescind the

[1:43:07] Voice 8: motion or you know correct

[1:43:09] Voice 8: otherwise right so the staff continue to go that direction

[1:43:13] Voice 8: until such time as it's removed so that's sort of how we work with these committees the one

[1:43:17] Voice 8: for crown land agreements it's on tpcs for example as carried forward due to lack of staff resources

[1:43:22] Voice 8: since 2015 continues to be a relevant necessity for the trust and i believe this term you've

[1:43:27] Voice 8: talked about the aquaculture licenses and the need for a notification to ltc's when there's

[1:43:32] Voice 1: a

[1:43:32] Voice 8: change of species it was referred to that project at tbc for this body but we simply

[1:43:37] Voice 8: haven't done the work yet so the work i think some of it continues to be relevant

[1:43:44] Voice 4: okay um because we've gone through these work programs and anything that is not yet actioned

[1:43:53] Voice 4: or in progress we are punting onto the draft strat plan

[1:43:56] Voice 5: that

[1:43:57] Voice 4: will be council's opportunity to say

[1:43:59] Voice 4: there's this item that's been added to this draft strat plan that we don't think is useful or

[1:44:04] Voice 4: relevant remove it

[1:44:05] Voice 11: and

[1:44:06] Voice 4: then we've got trust council's direction to remove it from the work

[1:44:09] Voice 4: program not direct staff resources to that exercise and we'll move to a place where there's

[1:44:16] Voice 4: um it's more leadership of council other committees

[1:44:19] Voice 9: that's going to need to be explained

[1:44:22] Voice 9: that absolutely much more clearly than anything so how and when i'm sorry

[1:44:30] Voice 9: yeah

[1:44:32] Voice 19: don't worry so let's have to wait but um i was just gonna say in particular with trust

[1:44:37] Voice 19: programs committee because um a we like to load claire's department up with giant lists of things

[1:44:46] Voice 19: to do and hugely important is that the policy statement amendment project has taken up a whole

[1:44:56] Voice 19: lot of the capacity in that department and that's why some of these things are sitting on here that

[1:45:03] Voice 19: simply haven't been actionable because we haven't given any space for staff to get to them

[1:45:09] Voice 19: um in particular you know the the crown land agreement um it is it is important we just

[1:45:16] Voice 19: haven't got there and in my mind having these things on the future projects list even though

[1:45:22] Voice 19: they're not actionable at this time it helps it helps to remind trustees certainly that these are

[1:45:29] Voice 19: important things that are that need attention when we can do it and that's what i see the value of

[1:45:37] Voice 19: a future projects report i know on ltcs um sometimes those projects can sit there for years

[1:45:46] Voice 19: and in fact when you um when you transition from one term to the next i think it's actually

[1:45:54] Voice 19: valuable for for new trustees to be able to go hey what was this about and then the new ltc can

[1:46:03] Voice 19: decide whether that's something they want to pursue or they want to get it off the list but

[1:46:07] Voice 19: at least you know nothing's put on these lists um sort of without some good background thought

[1:46:14] Voice 19: going into it so that's just my perspective on on the value of the future lists the

[1:46:22] Voice 4: the work

[1:46:23] Voice 4: programs of council committees in particular should reflect the approved trust council

[1:46:27] Voice 4: strategic plan when a strategic plan is approved everything on there is assigned to a committee

[1:46:33] Voice 4: and it lands in the work program the future work program the three things are going to work on

[1:46:38] Voice 4: this order or move to your active projects and everything else is just a an assignment of the

[1:46:44] Voice 4: strategic plan out to various communities um oftentimes when communities are adding pieces

[1:46:50] Voice 4: to future work that also contributes to staff maybe not picking it up and working on it because

[1:46:57] Voice 4: council is the leader who's given direction on other things

[1:47:00] Voice 7: so

[1:47:01] Voice 4: i think you know where committees

[1:47:02] Voice 4: are looking to you know if they've identified key pieces of work that are important that can

[1:47:06] Voice 4: really advance uh key goals of the organization going back to trust council and saying we'd like

[1:47:10] Voice 4: to take this on it's the way to go it's the way it should be and corporate planning will take us

[1:47:14] Voice 4: there and trust council is the leader of the organization to say that's important yes we're

[1:47:18] Voice 4: going to add it to our strategic plan and we're going to assign it to this particular community

[1:47:21] Voice 4: and then it lands on the work program and it can be properly resourced by the budget cycle

[1:47:29] Voice 9: yeah

[1:47:31] Voice 4: we're not in a place of perfection yet but i think we've made some good improvements okay

[1:47:37] Voice 11: so

[1:47:39] Voice 9: So, can I go back to your report, which the public hasn't seen yet, noted, so page three of the request for decision. I'm not sure if we're ready to move there yet, but since we're talking about how will this be communicated to Trust Council,

[1:47:56] Voice 9: I can see now that we've had this conversation, these additions to the consultant's original

[1:48:02] Voice 9: draft are reflected in blue font, so Trust Council can easily understand when staff supplemented

[1:48:07] Voice 9: the results of their conversations in the March and June Trust Council sessions.

[1:48:11] Voice 9: This is going to cause a lot of confusion, I can see, and so how can we write this up

[1:48:21] Voice 9: in a way that we discussed today?

[1:48:24] Voice 9: day so here's where we're at what is on your current projects list yes has been assigned

[1:48:30] Voice 9: trust counsel this strategic drafts um is also going to embrace a lot of previous decisions by

[1:48:41] Voice 9: trust counsel like i can see that being very challenging for counsel to understand and there

[1:48:48] Voice 9: isn't really a place to have that conversation unless i'm i say no what

[1:48:53] Voice 4: would happen when when

[1:48:54] Voice 4: we're talking about the strategic plan and the adoption of the elements that are in

[1:48:57] Voice 9: there that's

[1:48:58] Voice 4: when this um

[1:48:59] Voice 9: would be highlighted so then i think that needs to come first it

[1:49:04] Voice 16: might

[1:49:10] Voice 4: be worse working

[1:49:11] Voice 4: through that item when we get there and then making a call on whether or not we want to approve these

[1:49:15] Voice 4: plans like so

[1:49:16] Voice 16: so

[1:49:18] Voice 18: is that is that not a sequence of events that we have planned already the strategic

[1:49:23] Voice 18: plan will be for where you're saying the policy that needs to be good

[1:49:26] Voice 9: we just flipped it so that

[1:49:29] Voice 18: The

[1:49:29] Voice 9: request to review from province is going to come on Tuesday.

[1:49:33] Voice 9: Yes.

[1:49:34] Voice 9: In strategic planning, it's going to come on Wednesday,

[1:49:38] Voice 9: but the order still has us going through work programs,

[1:49:45] Voice 9: which have to be related back to the strategic plan,

[1:49:51] Voice 9: and that's coming on Tuesday.

[1:49:56] Voice 9: It

[1:49:56] Voice 4: is a hurdle in the transition period,

[1:49:58] Voice 4: and it's something that I've raised sort of internally as well.

[1:50:03] Voice 4: I think having the active project list for the committees all up front

[1:50:10] Voice 4: and giving the chairs an opportunity to speak to the work

[1:50:13] Voice 4: that the committees have undertaken and are looking forward to

[1:50:15] Voice 4: makes sense where it currently is.

[1:50:18] Voice 4: If we want to move approval of future work programs

[1:50:21] Voice 4: to subsequent to strategic plan discussion, that's fairly easy to do.

[1:50:28] Voice 18: You know, I think that's what we decided last, that sequence of events was critical to know the history, where we are, where we've been, where we are now.

[1:50:38] Voice 18: And then this is the strategic plan.

[1:50:40] Voice 18: And so whomever introduces the strategic plan needs to capture the essence of that.

[1:50:47] Voice 18: And this is the strategic plan going forward.

[1:50:51] Voice 18: And the reason we've just had all these verbal reports is to let you know where we're at and what the priorities are now.

[1:50:58] Voice 18: compared to adoption of this new strategic plan.

[1:51:01] Voice 18: So that's my understanding.

[1:51:03] Voice 4: Yep, I mean, this is fairly standard procedure, right?

[1:51:06] Voice 4: Let's talk about what we've done.

[1:51:08] Voice 4: Let's decide

[1:51:08] Voice 4: what we want to do collectively.

[1:51:10] Voice 4: And then let's advance it to committees

[1:51:12] Voice 4: and approve what they're going to be working on.

[1:51:13] Voice 4: The challenge here is just the sequencing

[1:51:16] Voice 4: because we're moving into a new strategic plan.

[1:51:18] Voice 4: So it's a sequencing challenge.

[1:51:21] Voice 4: I don't think it needs to be as complicated

[1:51:24] Voice 4: as we're making it again

[1:51:26] Voice 4: Again, because staff have done the work to actually align those documents.

[1:51:32] Voice 4: And, you know, it might be that Trust Council pulls things out of the draft strategic plan, which it absolutely can do.

[1:51:37] Voice 4: And then it would simply fall away from the committee work program.

[1:51:40] Voice 4: And that's something that would be a step we take care of as well.

[1:51:45] Voice 18: And we need to move cautiously and carefully and ensure that everybody is in a good place of understanding.

[1:51:51] Voice 18: any if some sort of consent around those concepts before we start moving

[1:51:56] Voice 16: to

[1:51:57] Voice 18: the request and i will

[1:52:00] Voice 4: i will be um

[1:52:01] Voice 4: to explain a little bit more deeply um some of these concepts when we get to the

[1:52:08] Voice 4: strategic plan um adoption because i do think it is going to be some new information for some

[1:52:15] Voice 4: trustees to understand that flow of events yeah that the plan drives council committee work plans

[1:52:20] Voice 4: which drives staff work plans, which drives the advancing of the work of your organization.

[1:52:24] Voice 4: So I will make that clear. I can add some commentary into the RFP that's going forward,

[1:52:29] Voice 4: and I'll make sure to verbally speak to that as well.

[1:52:33] Voice 18: In the back of my mind, there's an important element that's here that may be your intention,

[1:52:40] Voice 18: maybe not, but the committees are the workhorses of council, and we need to actually empower the

[1:52:45] Voice 18: committees of council in order to do the work and provide that communication, not only to the

[1:52:52] Voice 18: executive but to council so that everybody knows what it is is the priority work that's being

[1:52:56] Voice 18: undertaken by the committee

[1:52:57] Voice 10: it's

[1:53:00] Voice 18: my reflection so you know i'm going to sort of pause on this

[1:53:05] Voice 18: and assume that maybe we can move this forward because the conversation went in a completely

[1:53:09] Voice 18: different direction than i was actually the question that i was raising with respect to

[1:53:15] Voice 18: committee work programs because so alexander i want to go back to the three-day schedule

[1:53:22] Voice 18: because I think that what's missing in here in order to help provide clarity to myself as it

[1:53:28] Voice 18: unfolds and the council as they are anticipating what's happening is that under the 1245 bulletin

[1:53:36] Voice 18: committee work program so we got consent agenda items that's one thing the committee work programs

[1:53:40] Voice 18: programs are verbal reports they're not consent agenda items the the reports themselves are

[1:53:47] Voice 18: consent agenda items but we're providing the opportunity for the chairs to summarize the

[1:53:53] Voice 18: important work that they are doing on behalf of council so i think it's a slight amendment

[1:53:57] Voice 18: maybe in a bold font committee work programs verbal reports and indeed you could say ecgc fbc

[1:54:05] Voice 18: rbc tbc i ccb and we'll do it in that sequence of events you outlined but the the fact that the

[1:54:12] Voice 18: verbal reports are under consent agendas uh it's a it's a it's a mixed element because the reports

[1:54:21] Voice 18: themselves are not necessarily going to be debatable they they're the property of the

[1:54:25] Voice 18: committee but the chair is going to just provide a summary i'm

[1:54:31] Voice 9: not getting it oh

[1:54:32] Voice 18: okay so that's well

[1:54:34] Voice 9: how is a verbal report not a consent agenda item they that you know we can't do anything

[1:54:39] Voice 9: invite consent to it so are you talking about removing it and saying discussion putting it

[1:54:45] Voice 9: under discussion well

[1:54:46] Voice 18: not yeah because it's a presentation yeah it's not an item where you go

[1:54:50] Voice 18: does anybody so we've got the seven consent agenda items unless there's a something that people want

[1:54:57] Voice 18: to discuss then we'll pull those from the consent agenda item and have a discussion about them

[1:55:01] Voice 18: otherwise we will just receive them as presented

[1:55:04] Voice 16: and

[1:55:05] Voice 18: so we just received information we're actually

[1:55:07] Voice 18: asking the committee chairs to make a verbal presentation so i just wanted to put their

[1:55:12] Voice 18: verb well you can leave it in the consent agenda item but just put their verbal report that's an

[1:55:19] Voice 4: easy shift if that makes it clear

[1:55:21] Voice 6: to understand that there will actually be someone speaking to

[1:55:23] Voice 6: that i just wanted to be clear you'd like the work work program reports and the chair

[1:55:31] Voice 6: committee verbal reports broken down individually on the three-day schedule

[1:55:36] Voice 18: no not so much just the committee work programs we'll

[1:55:40] Voice 4: just move it out of consent agenda it's not

[1:55:42] Voice 4: a tough thing

[1:55:43] Voice 18: comma the verbal or the work

[1:55:45] Voice 4: program are

[1:55:46] Voice 18: all okay yeah it's

[1:55:50] Voice 4: not going to

[1:55:50] Voice 4: change how we address it at council so it's not kind of worth debating in my view because what

[1:55:55] Voice 18: i'm thinking is that the chairs are going to go okay i got that email and i'm supposed to be

[1:56:00] Voice 18: talking at council about my committee where where is it it's not necessarily obvious i just want to

[1:56:06] Voice 18: to help that. Verbal reports would help. Does

[1:56:11] Voice 9: that make sense?

[1:56:13] Voice 9: No, I'm lost, but that's okay. I don't

[1:56:15] Voice 9: think I need to be

[1:56:16] Voice 9: first. I'm

[1:56:17] Voice 9: not going to micromanage this.

[1:56:18] Voice 18: We get lost in the details, but

[1:56:19] Voice 9: as long as we have sort of

[1:56:20] Voice 18: general consent, let's change the three-day schedule just so

[1:56:24] Voice 18: that it acknowledges this verbal report. Okay,

[1:56:26] Voice 18: thank you.

[1:56:28] Voice 18: And overall, that was a good conversation to understand

[1:56:31] Voice 18: where we're at because we got clarity on the role of the CAO

[1:56:34] Voice 18: in introducing that strategic plan option.

[1:56:37] Voice 15: It's a necessity.

[1:56:38] Voice 18: Yes.

[1:56:39] Voice 18: Absolutely.

[1:56:40] Voice 18: Yeah.

[1:56:40] Voice 18: Okay.

[1:56:44] Voice 18: So that's the three-day schedule.

[1:56:46] Voice 18: This is the just council agenda overall.

[1:56:50] Voice 18: Looks great.

[1:56:50] Voice 18: Now we've got the substance of the council agenda,

[1:56:57] Voice 18: which if I'm not mistaken,

[1:56:58] Voice 18: we have to advance all of these items to council.

[1:57:03] Voice 18: Okay.

[1:57:03] Voice 18: So then we're going to go to this separate package

[1:57:05] Voice 18: page um and of which there's also two addendums now um and actually you know um alexandra

[1:57:18] Voice 18: for some reason i am getting blank pages out of this i'm

[1:57:22] Voice 19: not

[1:57:23] Voice 18: the only one no

[1:57:24] Voice 19: it's not it's

[1:57:25] Voice 19: not you but what i did cleverly is go to that interest web page that one has everything

[1:57:32] Voice 19: in it the one that got onto the web tab for whatever reason after page seven yes

[1:57:41] Voice 9: I thought I was going no no

[1:57:43] Voice 4: no

[1:57:45] Voice 19: no it wasn't just your tired eyes I

[1:57:47] Voice 4: did receive

[1:57:48] Voice 4: that note and I did go and look at the version in web dev yeah and

[1:57:51] Voice 4: it does have

[1:57:52] Voice 4: every all pages I'm

[1:57:54] Voice 19: just downloading me

[1:57:57] Voice 4: do something but yeah I downloaded it

[1:58:01] Voice 4: off the

[1:58:01] Voice 19: website that was fine

[1:58:03] Voice 9: we're

[1:58:09] Voice 18: talking about the item called trust

[1:58:14] Voice 18: the entire

[1:58:15] Voice 19: agenda for council after page six

[1:58:17] Voice 18: is trust council 2024-09-24 regular meeting agenda

[1:58:21] Voice 18: package draft all but page eight one to eight are missing thank

[1:58:28] Voice 9: you even

[1:58:29] Voice 18: though it's 3.6

[1:58:31] Voice 18: oh yeah were

[1:58:32] Voice 9: you able just shows you how late all of us were in reading

[1:58:35] Voice 9: that same

[1:58:36] Voice 18: there's tim i looked it up on the web page because that's what i do as a default because

[1:58:40] Voice 18: Because I often use my other thing all the time.

[1:58:42] Voice 9: Good pro

[1:58:42] Voice 9: tip. I wish I knew it.

[1:58:44] Voice 18: But I would just download it now because I want

[1:58:46] Voice 18: the original real McCoy

[1:58:48] Voice 18: in front of me when we're going through it.

[1:58:50] Voice 18: And it's not allowing me to do it.

[1:58:51] Voice 9: Interesting.

[1:58:53] Voice 18: So I would recommend

[1:58:55] Voice 18: we all follow suit. Go to the website.

[1:58:58] Voice 18: Download the package from the website.

[1:59:00] Voice 18: And then I would like to go.

[1:59:02] Voice 18: So let's just take a five-minute recess

[1:59:03] Voice 18: to get ourselves aligned.

[1:59:06] Voice 18: And

[1:59:08] Voice 18: then we're going to go through the agenda

[1:59:09] Voice 18: and a package in advance of each one of these pieces.

[1:59:12] Voice 18: I think there's a copy there if anybody wants.

[1:59:13] Voice 18: All right.

[1:59:14] Voice 18: Print it on.

[1:59:15] Voice 18: Yes, yes, yes.

[1:59:16] Voice 18: That's okay.

[1:59:17] Voice 18: However we like it.

[1:59:18] Voice 18: So if you don't want to pause, I'm just going to go ahead and do it again.

[1:59:21] Voice 18: I think Fiverr's good.

[1:59:21] Voice 18: Fiverr's great.

[1:59:23] Voice 18: Fiverr's great.

[1:59:23] Voice 18: Okay.

[1:59:24] Voice 11: Fiverr's great.

[2:04:43] Voice 11: Welcome back, everybody.

[2:04:44] Voice 18: We just had to sort out our packages here.

[2:04:48] Voice 18: So we are now going to review all of the items to go to council,

[2:04:52] Voice 18: and essentially they'll be forwarded to council.

[2:04:54] Voice 18: We want to make sure that the information is complete

[2:04:56] Voice 18: and ready for council to receive.

[2:04:59] Voice 18: And they're in the agenda package, 323 pages of it.

[2:05:04] Voice 18: I'm going to use the quarterly meeting agenda pages

[2:05:07] Voice 18: as the guide to go through.

[2:05:09] Voice 18: So starting at page 11 of the trust council package are the consent agenda items.

[2:05:19] Voice 18: And the first one being the draft May 30th trust council meeting minutes.

[2:05:23] Voice 18: And I'm actually, in my practice, it's been to go from section to section in the past.

[2:05:28] Voice 18: And so hopefully you've had an opportunity to review them and have flagged ones that need some alteration.

[2:05:34] Voice 18: and so in the consent agenda items items 3.11 through 3.15 which are special which are meeting

[2:05:42] Voice 18: minutes follow-up action resolution of the meeting announced trust priorities chart are they ready

[2:05:47] Voice 18: to go to council okay so then by general consent uh alexandra items 3.11 12 13 14 15 including

[2:06:00] Voice 18: including the sub items in 3.15 which is all of the committee work program reports

[2:06:05] Voice 18: will be forwarded to council at present okay good start so the next section then is 3.2 trustee run

[2:06:15] Voice 18: table there's nothing there to forward to council it's just an agenda item and so we're going to go

[2:06:21] Voice 18: to correspondence we have two pieces of correspondence at 4.1 and 4.2 um let's take it

[2:06:27] Voice 18: that they will be forwarded to council as presented. Is that satisfactory to the members?

[2:06:33] Voice 18: Take 58, 59.

[2:06:36] Voice 9: Pause. Because I'm looking at a physical copy.

[2:06:40] Voice 9: Where are pages 20 of the full-of-action report?

[2:06:44] Voice 9: Am I missing? I'm not 28, 30.

[2:06:48] Voice 9: Never mind. I'm up. I'll speed down.

[2:06:50] Voice 18: Thank you. So section 4.1, 4.2 and 4.1 is two items.

[2:06:54] Voice 18: And we'll forward those to council as

[2:06:58] Voice 18: presented so then we'll go to page 60 of the trust council package section 5.1 delegations

[2:07:06] Voice 18: 5.11 and 5.12 and are we satisfied with the content there and those delegations have we

[2:07:16] Voice 18: approved those delegations already no no so based upon the material that we have in front of us then

[2:07:23] Voice 18: When are we approving those two delegations, Conroe and Elsie Bourne?

[2:07:31] Voice 9: I didn't get a chance to look at them because they were not showing up and went down.

[2:07:38] Voice 9: Did you send those again, Alexandra?

[2:07:41] Voice 6: I did.

[2:07:42] Voice 6: I will send them again right now.

[2:07:44] Voice 6: That's okay.

[2:07:44] Voice 6: Send them this.

[2:07:45] Voice 6: I found it.

[2:07:47] Voice 6: Sorry.

[2:07:47] Voice 6: Okay.

[2:08:02] Voice 16: Yeah, that started, that was a separate agenda for the delegations, and it's on Rota.

[2:08:13] Voice 9: So my question I guess was the second delegation, is it an appropriate trust council-wide delegation

[2:08:26] Voice 9: or is it just Salt Spring?

[2:08:27] Voice 19: I had a look at that because that was my concern too, and although it mentions Salt Spring

[2:08:33] Voice 19: it does sort of try to conflate it as it's not to call violence in a federal way so i was actually

[2:08:38] Voice 19: satisfied that it's it's general and trust-wide enough um that's really why okay

[2:08:46] Voice 18: so can i take

[2:08:48] Voice 18: it then by general consent that the delegations be approved and alexander you'll advise them

[2:08:53] Voice 18: and that these pieces of material will be forwarded to council as presented which mostly

[2:09:03] Voice 16: is defamatory or non-factual or

[2:09:07] Voice 19: just too ltc specific which is why that

[2:09:09] Voice 19: that one in particular

[2:09:10] Voice 19: right yeah i made a point of reading very carefully yeah it's general enough i think

[2:09:19] Voice 9: uh the first one looks very long and deep that um

[2:09:28] Voice 9: i i would just say that this is a lot of information to receive in 10 minutes

[2:09:33] Voice 16: Well, that's the time they get is 10 minutes.

[2:09:36] Voice 16: They can manage their time.

[2:09:38] Voice 9: Well, we're about to receive something about delegations and asking what is the specific action you want to undertake?

[2:09:45] Voice 9: Do you want to ask the delegator to focus on a specific action?

[2:09:51] Voice 9: Because there's like a lot in here.

[2:09:55] Voice 9: There's opportunities for growth.

[2:09:57] Voice 9: There's shellfish.

[2:09:58] Voice 9: There's septic.

[2:10:01] Voice 9: Um,

[2:10:07] Voice 18: John's been

[2:10:08] Voice 18: to counseling before. Okay.

[2:10:11] Voice 18: All right. Certainly we can advise them in the

[2:10:14] Voice 18: notice that their allegations have been approved to, um, that it's not necessary to read the entire

[2:10:22] Voice 18: presentation, but provide an assisting summary and, and they are responsible for including

[2:10:28] Voice 18: opportunity for questions in the 10. Is

[2:10:31] Voice 16: that fair?

[2:10:36] Voice 18: So, those items will be forwarded to council and delegations will be advised accordingly.

[2:10:43] Voice 18: Thank you.

[2:10:45] Voice 18: So, this brings us to the executive committee section, consent agenda items, consent agenda

[2:10:51] Voice 18: items.

[2:10:52] Voice 18: There's two items there, interim chief administrative officer's report coming in late.

[2:10:57] Voice 18: We haven't seen that yet, have we?

[2:11:00] Voice 18: You have.

[2:11:00] Voice 18: It

[2:11:00] Voice 4: was emailed out last time.

[2:11:05] Voice 16: Oh,

[2:11:06] Voice 4: sorry, the CAO report has not been circulated. That is still in the works at my end. I focused

[2:11:11] Voice 4: on the other priorities that the committee needs to really dig into for review. I will

[2:11:15] Voice 4: have it done in time for council agenda on Friday.

[2:11:19] Voice 18: Okay, so then we'll, so we're content to redact that. I will send these to their reports

[2:11:26] Voice 18: and they can say what they want. So, so 6.11, that's the CAO's report and 6.12 is the plan

[2:11:33] Voice 18: plan quarterly report um that's on page 62 that's if we're satisfied that that's complete information

[2:11:39] Voice 18: and we'll advance both of those findings to council as presented okay

[2:11:54] Voice 11: i'm

[2:11:56] Voice 9: just gonna say i'm gonna be so happy to see this old strategic plan layout

[2:11:59] Voice 9: laid to rest

[2:12:01] Voice 18: it's like

[2:12:02] Voice 18: seven

[2:12:03] Voice 9: pages of sprawl

[2:12:07] Voice 18: Okay, so I'm going to go to the strategic plan in 6.21, coming as a late item.

[2:12:13] Voice 18: It has come to us,

[2:12:14] Voice 10: and

[2:12:15] Voice 18: thank you for that work.

[2:12:18] Voice 18: You wish to speak to it at all, or just go ahead, Alpha, you spoke to it.

[2:12:24] Voice 4: I'll speak to it briefly.

[2:12:25] Voice 4: I have already mentioned a lot of what I was planning to say anyway, just in our previous conversation.

[2:12:30] Voice 4: um so you know trust council has taken steps to work on a new draft strategic plan you'll recall

[2:12:37] Voice 4: march and june trust council there were facilitated sessions um the information that came from trust

[2:12:43] Voice 4: council and trustees at those sessions has been consolidated now into the document that

[2:12:48] Voice 4: is attached to the rfd of course that was received from the consultant based on the conversation at

[2:12:56] Voice 4: council and then staff have provided some supplementary information all of that supplementary

[2:13:01] Voice 4: information is in blue font so it's really easy for trust council to see what staff have added

[2:13:06] Voice 4: to their conversation pieces and therefore trust council can very easily say no we don't think

[2:13:13] Voice 4: that's a correct addition please take it out or whatever the case might be in trying to look at

[2:13:19] Voice 4: whether or not we felt the draft strategic plan was fully reflective of all of council's wishes

[2:13:23] Voice 4: is as i mentioned we have looked at the old strategic plan to see what's currently in play

[2:13:28] Voice 4: that trust council um will be continuing and added that to the draft strategic plan if it wasn't

[2:13:34] Voice 4: there we've looked at the work programs for um other items that maybe aren't so strategic but

[2:13:38] Voice 4: our work that's advancing into the future

[2:13:40] Voice 4: added those if they needed to be added there's a few

[2:13:43] Voice 4: items that were missed that i think should actually be added to the draft strategic plan

[2:13:47] Voice 4: the first is the bylaw compliance and enforcement policy review. There is a strategic plan item

[2:13:53] Voice 4: around increasing transparency of bylaw practices. They're related, but they are a little bit

[2:13:58] Voice 4: different. And so I think there should be a distinct item on there about the bylaw review.

[2:14:02] Voice 4: So I'll be adding that unless there's issues at this table. The other thing I think that's

[2:14:08] Voice 4: missing is the formation and the work that's going to be advanced through the legislative

[2:14:12] Voice 4: accessibility committee. So we're not getting out of that one. That's the legislative department.

[2:14:16] Voice 4: So I think that should be reflected in the strategic plan so we can properly acknowledge

[2:14:20] Voice 4: its work and resource it.

[2:14:21] Voice 4: And then there's

[2:14:22] Voice 4: some pieces that are in the current draft strategic plan with RPC around

[2:14:26] Voice 4: some model bylaws.

[2:14:28] Voice 4: So I'm going to chat with the director of planning to see if there's some of those pieces

[2:14:31] Voice 4: that are ongoing that maybe should be added.

[2:14:35] Voice 4: And then it will be up to Trust Council to decide if they wish to continue advancing

[2:14:38] Voice 4: those pieces of work or pull them out of the draft strat plan.

[2:14:42] Voice 4: So I've tried to be clear about the process that's happened so far with getting the draft

[2:14:46] Voice 4: strat plan to where it's at um to you know just inform trustees help them understand that there's

[2:14:53] Voice 4: been some good work in the background um which might give some confidence in the topics that

[2:14:58] Voice 4: are there but of course it's council's document trustees can absolutely amend this thing in any

[2:15:04] Voice 4: way that they wish acknowledging that this will become the guiding document for the entire

[2:15:09] Voice 4: organization and council committees and staff moving forward the old strategic plan was extended

[2:15:16] Voice 4: by trust council so trust council did look at it earlier in the term and say we'd like to extend

[2:15:22] Voice 4: the strategic plan with a few amendments that extension applies to the end of the current fiscal

[2:15:27] Voice 4: year so that does not mean trust council can't approve a new strat plan earlier than that

[2:15:34] Voice 16: and

[2:15:34] Voice 4: so this is advancing so that we can get a sense of trust council to say yes you know the

[2:15:40] Voice 4: focus areas that have landed here the goals that have landed here the key initiatives that have

[2:15:44] Voice 4: landed here are where we want to be focusing our time we need to understand that what we're

[2:15:49] Voice 4: documenting is reflective of what counts has talked about so far that's needed um but because

[2:15:55] Voice 4: the old strategic plan was extended to the end of the fiscal if what's documented really doesn't

[2:16:00] Voice 4: land with trust council there's space and time to say go away do more work on it bring it back again

[2:16:06] Voice 4: at a later date because we're still in the space of the previous plan so there's flexibility there

[2:16:12] Voice 4: but i think getting going on making sure this reflects council's will is is necessary at this

[2:16:17] Voice 4: part we need to keep advancing it um i'm happy to take any questions on both the process and

[2:16:24] Voice 4: the content of the rfd and the attachment um and take direction for any change if the committee

[2:16:30] Voice 4: interested in operating okay

[2:16:34] Voice 18: it's just fluid i think it's the way i think

[2:16:40] Voice 18: uh

[2:16:42] Voice 4: one other couple other things that i'll add uh the draft strap plan that's there

[2:16:45] Voice 4: i've also taken a stab at uh assigning the key initiatives to the council committee or the body

[2:16:53] Voice 4: that will undertake the work i think it's really helpful to understand workloads and

[2:16:58] Voice 4: who's on what and do we agree that this committee should be taking this on

[2:17:02] Voice 4: just to start those conversations which then are really helpful to inform draft

[2:17:07] Voice 4: budgets if we're

[2:17:08] Voice 4: identifying that you know our PC is getting all the work and

[2:17:14] Voice 4: everyone else is doing nothing maybe we need to look at adding financial

[2:17:17] Voice 4: resources to support our PC or whatever the case might be so related to that

[2:17:22] Voice 4: there's also a column that's been added that says funding it's just a simple

[2:17:26] Voice 4: indication of you know this initiative might require dollars this initiative we

[2:17:31] Voice 4: We can probably do the work in-house and then a designation of which initiative staff thinks

[2:17:37] Voice 4: should be advancing into the upcoming budget cycle because, of course, we're developing

[2:17:40] Voice 4: that now.

[2:17:40] Voice 4: So we need to understand which items in this plan Trust Council cares to advance immediately.

[2:17:45] Voice 4: If Council wants to pick other pieces out of here and say, make sure you resource that

[2:17:49] Voice 4: next year, absolutely, Council can do that.

[2:17:52] Voice 4: If there's items in here that staff have identified for next fiscal that Council says

[2:17:56] Voice 4: not priority to take it off, we can make those changes as well.

[2:17:59] Voice 4: So those are

[2:17:59] Voice 4: just draft considerations.

[2:18:00] Voice 4: There is

[2:18:01] Voice 3: a resolution, the

[2:18:02] Voice 4: third resolution in the RFP does seek Council's endorsement

[2:18:05] Voice 4: of the item selected for next fiscal year.

[2:18:08] Voice 4: And so there's opportunity for that resolution.

[2:18:15] Voice 4: So lots of work, key item for Trust Council.

[2:18:20] Voice 4: I'm glad that we're giving it a bit more thought in the agenda, I think that would be necessary.

[2:18:30] Voice 19: feedback right off the top and i really appreciate the bits you added specifically about

[2:18:37] Voice 19: who's going to do this i think that's actually really helpful and as well as the funding thing

[2:18:43] Voice 19: but you know this will be with governance committee or this will be with this that's great

[2:18:47] Voice 19: i think that's really good to see appreciate that a lot is it ready i think it's ready

[2:18:59] Voice 19: to go are you ready

[2:19:01] Voice 9: sure i think it's going to create a lot of conversation absolutely

[2:19:05] Voice 19: it's good

[2:19:06] Voice 19: it never doesn't and

[2:19:10] Voice 9: it's going to go in unexpected ways and so i think the challenging

[2:19:13] Voice 9: parts are going to be why were these blue things added so unless there's a really good succinct

[2:19:22] Voice 9: explanation for like what you said these are council-owned initiatives it doesn't matter

[2:19:28] Voice 9: whether your specific council approved it or not but to actually understand that this is a decision

[2:19:34] Voice 9: point for these to drop off the list or they are carried forward so I do trust you to contextualize

[2:19:40] Voice 9: it it's in here I think it's a little bit varied but I think that's going to be the biggest

[2:19:48] Voice 9: discussion point so however we can clarify that so that trustees are not hung up and also don't

[2:19:55] Voice 9: just go oh strike strike strike strike strike um because that's what we can get into um

[2:20:04] Voice 9: some real challenges where i think you could throw off the list but are very valuable yeah most of

[2:20:12] Voice 4: those items i would say 95 of those items are from the existing strategic plan which council's

[2:20:18] Voice 4: endorsed with a few amendments so this council's

[2:20:21] Voice 4: given has endorsed the existing the current

[2:20:24] Voice 4: strategic plan so um and staff's choice to add those in is primarily based on continuity of

[2:20:31] Voice 4: workflow

[2:20:31] Voice 11: um

[2:20:33] Voice 4: i think maybe to help facilitate that conversation and make it a little bit less

[2:20:37] Voice 4: confusing where items that have been added are already in progress i'll just add an asterisk

[2:20:43] Voice 4: so it's clear this is here because it's already in progress and it's going to be continuing why

[2:20:47] Voice 4: would you kill something halfway you want to go for it but that's the rationale behind why it's

[2:20:51] Voice 4: been added so i can make that a bit clearer um yeah i think that's um that might be an easy way

[2:21:00] Voice 4: to do it and anything

[2:21:01] Voice 4: that isn't started of course council can choose to remove it um

[2:21:04] Voice 4: i think we should do that

[2:21:07] Voice 9: um yeah i just want to pause on something because so what if we get hung

[2:21:17] Voice 9: up on something like the available the land suitability analysis so our pc has been working

[2:21:23] Voice 9: on this it ties in the freshwater sustainability strategy and mapping it doesn't appear here as

[2:21:32] Voice 9: suitable land analysis there is something about identifying indicators of ecosystem health and

[2:21:37] Voice 9: integrity that's assigned to tpc so that's where you know and then a big piece of housing that

[2:21:54] Voice 9: But sometimes policy guidance for housing is here is the work.

[2:22:10] Voice 9: Yeah, like the work that I see RPC doing isn't really reflected here.

[2:22:14] Voice 9: There's no bylaw enforcement compliance review project.

[2:22:18] Voice 9: There's very little

[2:22:20] Voice 9: on housing, you know, the toolkit that we keep working on with suitability analysis that, again,

[2:22:31] Voice 9: how's the mapping updating our mapping functions so

[2:22:39] Voice 4: if there's pieces missing we can add that um

[2:22:42] Voice 4: very possible that pieces have been missed um you know i turned to the director of planning

[2:22:47] Voice 4: for insights

[2:22:48] Voice 4: there um you know staff to go through their respective work program items

[2:22:54] Voice 4: um which is inclusive of work that some currently get worked on to determine whether or not it's

[2:22:59] Voice 4: reflected in any of the strategic plan initiative so the

[2:23:02] Voice 18: strategic objective provides the objective

[2:23:05] Voice 18: the detail do not need to be in the strategic

[2:23:11] Voice 18: so it's the objective that's the focus and then whatever resources and details need to be

[2:23:18] Voice 18: accounted for will be accounted for in that process and funded and identified in the budget

[2:23:24] Voice 4: the the objective is the goal of the outcome the key initiative is a distinct task that's

[2:23:29] Voice 4: being undertaken so it might be for example if the initiative is to implement the freshwater strategy

[2:23:35] Voice 4: there might be a series of things within that strategy that will advance as part of that

[2:23:41] Voice 4: overarching strategic plan item if these are distinct pieces that are not in an already

[2:23:46] Voice 4: approved plan then they should be listed as a distinct item it might be that some of those

[2:23:53] Voice 4: pieces are rolled into um other initiatives here but if it's not clear we need to be making that

[2:23:59] Voice 4: clear so

[2:24:00] Voice 18: you're calling all all of those elements key initiatives to support

[2:24:06] Voice 18: and a

[2:24:07] Voice 4: key initiative is not a follow-up action list item it's not send a letter no really it's

[2:24:13] Voice 4: it's you know strategic pieces of work it's you know projects that are going to be undertaken

[2:24:19] Voice 4: in um but if they are distinct and they're ongoing they should land here so i see we've

[2:24:27] Voice 4: got characters for my post for you might have some insights into those particular pieces

[2:24:33] Voice 1: yeah thank you mr chair and hello ec so in terms of translating what rpc is currently working on

[2:24:41] Voice 1: what's cur in the current strategic plan into uh the draft strategic plan before you

[2:24:47] Voice 1: there was a bit of, you know, I don't think there's a direct translation specifically

[2:24:52] Voice 1: for the Housing Strategic Action Plan. Instead, what we saw is, you know, in the growth management

[2:24:58] Voice 1: and community resilience section of the new strategy to establish policy guidance for

[2:25:03] Voice 1: housing and OCP updates. And from that, it was improved processes for prioritizing funding

[2:25:08] Voice 1: for reviews. And more importantly, 2.2 by 2 was to update OCPs and LUVs to incorporate

[2:25:13] Voice 1: new policy statement policies updated policy to reflect policies and within

[2:25:20] Voice 1: those within the policy statement it has many or numerous housing related

[2:25:26] Voice 1: policies so as it wasn't a direct translation but it would you know at the

[2:25:31] Voice 1: time it felt like it was captured the intent but you're you're right the

[2:25:35] Voice 1: direct program that's currently being carried out is not shown here as a

[2:25:39] Voice 1: the housing strategic action plan.

[2:25:42] Voice 9: I was referring more to the suitable land analysis,

[2:25:44] Voice 9: but I can see that that would translate to 2.1.2,

[2:25:48] Voice 9: the growth management planning framework, perhaps.

[2:25:52] Voice 1: And if I may expand on that,

[2:25:54] Voice 1: where you're exactly right,

[2:25:56] Voice 1: I was thinking the exact same thing,

[2:25:57] Voice 1: is taking that as communicated,

[2:26:00] Voice 1: the suitable land analysis was meant to be a compilation

[2:26:03] Voice 1: of existing data we have in-house.

[2:26:05] Voice 1: And the next step was always

[2:26:08] Voice 1: step was always to bring in external data to make it more effective and that's how we saw 2.12 in

[2:26:16] Voice 1: terms of that it's meant to manage growth now pulling in external data about growth trends

[2:26:22] Voice 1: projections you know waters deep slopes infrastructure etc so that's how we saw that as

[2:26:28] Voice 1: well as that that tool as what is an operational tool which we'll find effective for communications

[2:26:35] Voice 1: communications so it's already in place we already have that now we can start you know

[2:26:39] Voice 1: fine-tuning it we won't lose it per se but now this gives us of course i'm talking the catch was

[2:26:44] Voice 1: up the um the uh the next step is the external data as i just repeated myself okay

[2:26:50] Voice 4: if we want

[2:26:53] Voice 4: to make it clear as a distinct item i think that's affordable indeed

[2:26:56] Voice 1: well just

[2:26:59] Voice 9: working it through i

[2:26:59] Voice 9: think it's um conversation's been helpful thanks yeah

[2:27:04] Voice 18: i think one of the things that

[2:27:06] Voice 18: it's helpful to try to retain a connection to language and descriptors that we've used

[2:27:14] Voice 18: historically so you know you've raised a good point doesn't say suitable land analysis and yet

[2:27:20] Voice 18: that topic there's been identified now is the intended outcome of that and so

[2:27:27] Voice 18: i think we need to others are going to be looking for that suitable land analysis

[2:27:32] Voice 18: this moniker um in in this work and so we've lost that for not intentional but the concept

[2:27:43] Voice 18: but how do we put that back so that it's obvious yeah

[2:27:48] Voice 4: we can add it as a distinct item i think um

[2:27:51] Voice 4: to do that or to say it's part of the the other framework um both capture it but the one

[2:28:00] Voice 4: will lessen confusion which is to um list it as an item the the language that's reflected here in

[2:28:08] Voice 4: the in the black is largely direct fallout of what came from trust council's conversations

[2:28:14] Voice 4: in strategic planning so you know we haven't mucked around with it too much except in instances

[2:28:20] Voice 4: where it made no sense or it was outside jurisdiction um and so there has been some

[2:28:26] Voice 4: mental gymnastics to look at ongoing work to say does it fall under the heading of these new um

[2:28:34] Voice 4: initiative pieces yes or no um but if

[2:28:39] Voice 4: it's creating some confusion here i guarantee it'll

[2:28:41] Voice 4: create some at council so we can fix that i

[2:28:45] Voice 4: wouldn't

[2:28:46] Voice 9: suggest going back to suitable land

[2:28:48] Voice 9: analysis i think growth management planning framework better captures the overall um

[2:28:54] Voice 9: initiative and an action but it's just too bad that we can't also have the actions that we're

[2:29:04] Voice 9: undertaking listed under that so that people can tie it back to current work that's going on

[2:29:10] Voice 9: i think

[2:29:11] Voice 9: that's really yeah so

[2:29:13] Voice 18: stefan you have your hand up do you have a solution for us here

[2:29:16] Voice 17: i

[2:29:18] Voice 1: have a recommendation and that is i think it's an easy amendment to say um i just lost it of

[2:29:24] Voice 1: course where is it in 2.12 develop growth management planning framework that includes

[2:29:30] Voice 1: the suitable land analysis and data on etc etc we can just add that slight addition in the wording

[2:29:36] Voice 1: there and i think that might at least address that immediate issue yeah

[2:29:43] Voice 18: we've been also included in

[2:29:44] Voice 18: previous boxes evidence-based data including suitable land analysis so anywhere in there

[2:29:51] Voice 18: it would work in my mind does that sound appropriate especially

[2:29:56] Voice 9: if we're moving to new

[2:30:00] Voice 9: I want to move to new terminology I'm just it's it is just a process so I

[2:30:06] Voice 9: don't I honestly see what would be more helpful is another column with actions

[2:30:14] Voice 9: underway you know this is being undertaken this is part of the fall of

[2:30:20] Voice 9: action but I think that's too much work and we will see

[2:30:24] Voice 18: that in the future

[2:30:25] Voice 9: so

[2:30:28] Voice 9: So I'm content with it as it is.

[2:30:30] Voice 9: Thank you for clarifying.

[2:30:32] Voice 9: I'm not sure how to make it more clear,

[2:30:35] Voice 9: but I do think

[2:30:36] Voice 4: that you'll be able to.

[2:30:38] Voice 4: Well, there is a, I mean, I think it's beautiful.

[2:30:41] Voice 4: Others might disagree.

[2:30:43] Voice 4: Excel spreadsheet that does all this work

[2:30:47] Voice 4: and would highlight because it would

[2:30:49] Voice 4: have in there

[2:30:50] Voice 4: a line that talks about the suitability analysis.

[2:30:53] Voice 4: And then it has an assessment of,

[2:30:55] Voice 4: is it the old strat plan?

[2:30:56] Voice 4: Yes.

[2:30:57] Voice 4: Is it the new one?

[2:30:58] Voice 4: HAB-Masyn Moyer- You don't

[2:30:58] Voice 10: want to see that

[2:30:59] Voice 4: or yes to the new one underneath this new initiative so

[2:31:03] Voice 4: HAB-Masyn Moyer- We had not included it because it's a sizable document with a lot of detail that could drag everyone into the weeds. True.

[2:31:13] Voice 4: HAB-Masyn Moyer- But I can have another look at it and see if there's some additional pieces highlights.

[2:31:20] Voice 11: HAB-Masyn Moyer- But

[2:31:24] Voice 4: I think we've landed in a reasonable place in relation to that one.

[2:31:28] Voice 4: HAB-Masyn Moyer- That you're fine with any language.

[2:31:32] Voice 4: So

[2:31:33] Voice 18: I'm satisfied to move forward with this, we've had this discussion, but I'll just note

[2:31:37] Voice 18: that it's interesting in that in various areas of our work, we always want to use plain language.

[2:31:43] Voice 18: Plain language is a suitable land analysis.

[2:31:46] Voice 18: A less plain language is to develop a, whatever it says, a complex, it's gone now.

[2:31:54] Voice 18: So you know, you just have to think about that.

[2:31:59] Voice 18: let's go let's move forward can we advance this to council yeah

[2:32:03] Voice 9: I have one

[2:32:04] Voice 9: more final question of what's missing so we've agreed that by law enforcement

[2:32:08] Voice 9: clients review project yes and then what about the spatial mapping I remember

[2:32:14] Voice 9: seeing a note at it because

[2:32:16] Voice 9: GI know the spatial integrated spatial mapping which

[2:32:20] Voice 9: was a trustee fast and combined yes directive of uh tpc and rpc that landed at last trust council

[2:32:31] Voice 9: and he said yes let's integrate it into our next strategic plan um but i can't remember i saw i

[2:32:37] Voice 9: know

[2:32:37] Voice 18: there was a note that said we weren't ready for it

[2:32:39] Voice 4: so part

[2:32:41] Voice 4: of what i did in putting this

[2:32:43] Voice 4: together is that look at council's resolutions related to strategic planning and make sure that

[2:32:47] Voice 4: we are capturing direction uh one of the resolutions was related to the spatial planning

[2:32:54] Voice 4: and there's direction to review a report um at trust

[2:32:59] Voice 11: council which hasn't

[2:32:59] Voice 4: happened yet yeah so

[2:33:01] Voice 4: that report needs to advance to council and then any direction coming out of that can be incorporated

[2:33:06] Voice 4: into the strategic plan um there's absolutely room to add that in later so

[2:33:20] Voice 9: how much room are

[2:33:21] Voice 9: we prepared to add in things to the strategic plan or sorry how many what if council decides to add

[2:33:32] Voice 9: 10 new items and it messes with this beautiful plant no and i'll give you an instance i know i

[2:33:37] Voice 10: know

[2:33:37] Voice 9: my rfd at the very end of trust council which i guarantee we're not going to get to

[2:33:41] Voice 9: on tiny homes which is part of the housing strategic action plan uh says please include

[2:33:47] Voice 9: these objectives in our upcoming strategic plan so when can that conversation happen

[2:33:52] Voice 9: if

[2:33:54] Voice 4: that's coming forward at the end of council council can give direction at that point to add

[2:33:58] Voice 4: those items into the strategic plan the strategic plan is is fluid okay um there's always opportunity

[2:34:04] Voice 4: to revisit it because the context in which we operate is fluid it changes things change

[2:34:11] Voice 4: priorities change council this is council's document can be amended at any point the more

[2:34:16] Voice 4: things that you add without taking other items off the less likely you're going to achieve

[2:34:19] Voice 4: everything that you want to achieve this plan right now as it stands is not achievable in the

[2:34:24] Voice 4: current term no um you know when the plan was being put together the direction was think about

[2:34:30] Voice 4: the next four to five years of work you want to undertake but of course there's just over two

[2:34:35] Voice 4: years left of the current term so

[2:34:36] Voice 4: this will flow into next so there is going to have to be a

[2:34:39] Voice 4: conversation around prioritization which i've noted in next steps um and so council can add as

[2:34:45] Voice 4: many things as it wants knowing that there's gonna have to be prioritization

[2:34:49] Voice 4: exercises subsequent so

[2:34:54] Voice 18: the next steps you might have

[2:34:55] Voice 18: to be a trustee for a

[2:34:56] Voice 18: long time you see that's right it's not my MO I'm just saying because it's

[2:35:04] Voice 18: absolutely prioritized and budget and you know we're cutting budgets we're not

[2:35:09] Voice 18: cutting priorities but we're not going to achieve all it's not

[2:35:13] Voice 9: achieving unquote uh sorry i'm

[2:35:16] Voice 9: missing where are the suggested prioritization priorities and how are we going to do that

[2:35:24] Voice 4: so the strategic plan draft there's a column there that uh indicates which items are slated to

[2:35:32] Voice 4: be funded in next fiscal year um trust council can give directions to prioritize other ones and say

[2:35:38] Voice 4: we want to do this next year so think about funding for it so that's council's decision

[2:35:44] Voice 4: staff have provided suggestions there based on what we know is work that's already underway

[2:35:48] Voice 4: that will be continuing and based on conversations that have happened already at council committees

[2:35:53] Voice 4: but council can make changes there and give alternate direction that's absolutely within

[2:35:59] Voice 4: council's power to do prioritization exercises for all the other pieces in the conversation

[2:36:05] Voice 4: council needs to have at a later date what's important now is really getting to a place where

[2:36:09] Voice 4: collectively trust council agrees to the focus areas the goals the strategies and the key

[2:36:15] Voice 4: initiatives that have already been talked about so that we can

[2:36:18] Voice 4: then move forward to the next steps

[2:36:20] Voice 4: we don't want to be talking about prioritizing a list of 50 things if council really only cares

[2:36:24] Voice 4: about 10 so let's

[2:36:25] Voice 4: narrow it all down first and then move to the

[2:36:27] Voice 9: next thank you i just was unclear

[2:36:29] Voice 9: clear on that link of how to prioritize but it's it's attached there with the 2025 budget notes

[2:36:37] Voice 4: and the budget assumptions principles and guidelines conversation is also a place where

[2:36:42] Voice 4: council will give directional priority more

[2:36:45] Voice 18: fun so let's advance 6.2.1

[2:36:48] Voice 18: strategic plan 2025 2020 across the decision to council as amended

[2:36:56] Voice 18: Good. Awesome. We're coming up on lunch. Do we have lunch here already? Do you want to

[2:37:04] Voice 18: break for lunch now? We'll pick up the next item. Seems like a good conversation after

[2:37:11] Voice 18: lunch. Next item is 6.22, the CAO Performance Evaluations Hall. Reset for lunch. Come back

[2:37:21] Voice 18: in half an hour awesome

[2:37:25] Voice 11: great welcome

[2:57:08] Voice 18: back everybody um thank you for a good morning

[2:57:11] Voice 18: um we're halfway through section six of our agenda of council meeting preparation

[2:57:19] Voice 18: and we're now at um 6.22 uh chief administrative officer performance evaluation policy request

[2:57:26] Voice 18: question board decision, and is that,

[2:57:30] Voice 18: who's gonna carry that, are you gonna direct the models?

[2:57:33] Voice 13: Yeah, I can, absolutely.

[2:57:37] Voice 13: Yeah, so this comes out of the work that the,

[2:57:48] Voice 13: sorry, the Chief Administrative Officer

[2:57:52] Voice 13: hiring committee has been doing.

[2:57:54] Voice 13: And one of the things identified is the need

[2:57:57] Voice 13: for a chief administrative officer performance evaluation policy I believe

[2:58:02] Voice 13: it was trustee Patrick brought this forward to executive and had some

[2:58:11] Voice 13: suggestions such as counsel has some suggestions in December as to what that

[2:58:17] Voice 13: evaluation could look like so what this is is a recommendation to trust

[2:58:23] Voice 13: council is coming from the executive office which is myself and Julia. The first one is

[2:58:31] Voice 13: the trust council established a committee to undertake this work. The chief administrative

[2:58:38] Voice 13: officer hiring committee terms of reference it ends really once the probation period for the

[2:58:45] Voice 13: CEO is over. So that committee has the authority to develop the interim evaluation, but it's not

[2:58:55] Voice 13: been given the role to develop a permanent ongoing evaluation policy. So this is suggesting that

[2:59:03] Voice 13: council could establish an ad hoc committee, which is made up of the same members as the

[2:59:10] Voice 13: the hiring committee, so that's the first resolution, and then the second one just provides

[2:59:16] Voice 13: some terms of reference for that committee.

[2:59:19] Voice 13: So there's three terms of reference really, which is to review the material that Trustee

[2:59:26] Voice 13: Patrick and Falk brought forward in December, to engage consultants to work with them to

[2:59:33] Voice 13: develop the policy, and then make recommendations to trust counsel on the adoption of such a

[2:59:40] Voice 13: policy. But then the final one is that Trust Council has already approved $75,000 for the

[2:59:47] Voice 13: hiring of the CAO, and $45,000 of that has been used, leaving $30,000, which will be

[2:59:54] Voice 13: most likely unspent by the end of this fiscal year. So this can happen.

[3:00:00] Voice 13: to happen soon it shouldn't wait to next fiscal so this thirty thousand dollars could be used

[3:00:05] Voice 13: uh for this purpose you could just repurpose it and uh use that to support this ad hoc committee

[3:00:13] Voice 13: so that's what the intent of this is i'll

[3:00:16] Voice 4: just add a few comments if i may yeah um so when council

[3:00:20] Voice 4: passed its resolution related to this topic i think it was december 2023 it was very explicit

[3:00:24] Voice 4: in the language it used to say hire a consultant to work with the elected trustees of council

[3:00:29] Voice 4: so it didn't name a committee and it didn't name staff it was

[3:00:34] Voice 4: direct with the elected trustees but

[3:00:35] Voice 4: for a consultant to work directly with all of council would be unusual so we're seeking

[3:00:40] Voice 4: clarification on the way forward here just is that what trust council means to have a consultant

[3:00:46] Voice 4: work with all 26 of us at the council table or is there a select committee that can be formed or is

[3:00:52] Voice 4: an executive committee who does have terms of reference for cao performance evaluation

[3:00:55] Voice 4: evaluation. So staff are suggesting a select committee that essentially would reflect the

[3:01:01] Voice 4: makeup of the current CAO hiring committee for purposes of continuity. That committee is already

[3:01:06] Voice 4: involved in sort of the formation of the job description for the new CAO, which will coincide

[3:01:11] Voice 4: with any performance policy. It would be ideal to have a performance evaluation policy ready to go

[3:01:19] Voice 4: before a new CAO begins work. Setting clear expectations from day one is really helpful

[3:01:25] Voice 4: for trustees and for whoever the new CAO might be, so time is of the essence with

[3:01:32] Voice 4: this one. You know, if the policy is approved maybe shortly after the start

[3:01:36] Voice 4: of a CAO, that's workable too, but you don't want to be delaying it

[3:01:39] Voice 4: significantly. The $30,000 that's mentioned here, as David says, this is

[3:01:43] Voice 4: savings from what was in the budget for the recruitment of the CAO. I think

[3:01:48] Voice 4: that's a fairly outlandish number for this kind of work. I do not think we're

[3:01:51] Voice 4: going to need to spend that it's named simply because we've got that amount but there's a lot

[3:01:57] Voice 4: of resources out there already on how to work through performance evaluation with your key

[3:02:02] Voice 4: leaders um so given that i wouldn't expect this type of work to be anywhere close to that mistake

[3:02:08] Voice 13: yeah yeah i would expect more than 10 000 julia

[3:02:12] Voice 16: any

[3:02:17] Trustee Maude: thoughts or questions that was my only concern

[3:02:20] Trustee Maude: sort of it's a 30 000 number like what holy crap that's a lot of money

[3:02:24] Voice 10: yeah

[3:02:25] Trustee Maude: yeah so but but go like

[3:02:27] Trustee Maude: like 10 passes the giggle test for me and i think it's a good responsible thing to do for sure

[3:02:36] Trustee Maude: yeah um

[3:02:37] Voice 19: i think it's i think it's the right way forward um i agree if we don't if we think that

[3:02:45] Voice 19: 30 is way more than we need then maybe put a number in there that's a bit more realistic and

[3:02:50] Voice 19: pat it a bit that's fine anything we don't spend that's fine but you know so if you think it's 10

[3:02:56] Voice 19: maybe 12 little contingency or something i don't know but uh uh don't don't want people gasping

[3:03:03] Voice 19: but of course it is we weren't prepared to spend this on on the on finding the new cao so

[3:03:10] Voice 19: it's not like it wasn't approved and i to me it's not a it's not a big um it's not a huge

[3:03:17] Voice 19: departure in terms of the intent of that funding and we'd have to fund the consultants that you

[3:03:25] Voice 19: know following through with the resolution from Patrick and we would have to fund that consultancy

[3:03:32] Voice 19: somewhere so yeah I

[3:03:34] Voice 19: think it's totally worthy

[3:03:36] Voice 13: and a good idea yeah we'll obviously go with the best

[3:03:40] Voice 13: price we can find but without knowing this the whole scope I mean the terms of reference are

[3:03:45] Voice 13: there but don't know the full details of what the market is charging these days so if we say

[3:03:51] Voice 13: up to 10 and it ends up being 15 that causes a problem i wonder if so it does say up to yeah but

[3:03:58] Voice 13: we could change that to say prove using some of or something like that to provide that flexibility

[3:04:07] Voice 13: so anyway it's we never

[3:04:09] Voice 19: intend to highlight that yeah

[3:04:11] Voice 19: or just highlight that that's that's the

[3:04:14] Voice 19: amount we have left over and don't think it'll be that much but we don't have the exact number

[3:04:20] Voice 19: just some way to let trustees know we don't actually think it's going to cost 30. yeah

[3:04:28] Voice 16: yeah that's actually

[3:04:29] Voice 16: yeah

[3:04:30] Voice 18: any other questions so

[3:04:34] Trustee Maude: my only question is is this like a tendering process

[3:04:39] Trustee Maude: or is it just so it's going to take a bit of time to sort of accumulate all this

[3:04:44] Voice 4: Yeah, we do. We would be following the procurement policy, which does, you know, force us into a

[3:04:50] Voice 4: public process that suggested dollar values. There are times where we can offer a direct award to an

[3:04:57] Voice 4: organization under certain criteria, and so we would be looking to make use of that if it makes

[3:05:02] Voice 4: sense. Is that fair?

[3:05:04] Voice 13: Oh yeah, and this might be one of those situations where it does make sense.

[3:05:08] Voice 13: Yeah, the policy lays out some rationale what the CEO can do direct towards.

[3:05:17] Voice 18: So who's going to do the evaluation?

[3:05:20] Voice 13: That'd be staff.

[3:05:23] Voice 18: Of the consultants, you mean?

[3:05:25] Voice 18: Of who to hire.

[3:05:29] Voice 18: It's not just by price, so there should be price.

[3:05:32] Voice 4: No, so staff undertake the procurement pieces associated with that, which is standard.

[3:05:38] Voice 18: Yeah, fair enough. There may be, I don't know, there may be some expectation that elective

[3:05:46] Voice 18: members might be involved in that decision-making. That's not completely clear to me, and certainly

[3:05:51] Voice 18: this Council has a lot of interest in the decisions that are made with respect to this

[3:06:00] Voice 18: kind of work. And then part and parcel of that question, that equation, is what role

[3:06:09] and

[3:06:09] Voice 18: how much guidance or influence does the PSA have on all of this?

[3:06:14] Voice 18: Because although we may think that we have a discretion over the hiring

[3:06:18] Voice 18: and the evaluation criteria and consequently remuneration increases,

[3:06:25] Voice 18: PSA also thinks that they have authority over that

[3:06:29] Voice 18: and that indeed the minister has ultimately a potential order in council

[3:06:34] Voice 18: council in order to provide increases above and beyond what is an ADM flag position.

[3:06:43] Voice 18: How does that work in hiring?

[3:06:46] Voice 18: And so this is unusual.

[3:06:47] Voice 18: We are unusual.

[3:06:48] Voice 4: So I think what council is really looking for is a written policy that outlines the

[3:06:55] Voice 4: process by which a CEO evaluation would be undertaken.

[3:06:58] Voice 4: If there's elements of PSA's performance evaluation that we're required to maintain, we would just build that into our policy.

[3:07:06] Voice 4: But right now, it's not clear to trustees what those elements are.

[3:07:12] Voice 4: There's nothing in writing that council has looked at that says this makes sense.

[3:07:15] Voice 4: We understand the process.

[3:07:16] Voice 4: so you know any consultant who's putting this together my expectation is that

[3:07:24] Voice 4: they would be looking at what's out there in the public sector sort of other

[3:07:28] Voice 4: local governments and public sector entities for performance plans and then

[3:07:32] Voice 4: also what the PSA is telling us and all of that information would come together

[3:07:37] Voice 4: Right.

[3:07:38] Voice 18: Because we've used that PMPD form or something in the past, historically.

[3:07:44] Voice 18: Yeah, there's been no policy around it. That's what we've done. The model, the same evaluations

[3:07:49] Voice 18: that you as senior staff do with your staff. So it needs to be clear to whoever the contractor is

[3:07:57] Voice 18: that that needs to be accommodated. Absolutely.

[3:08:01] Voice 4: And staff would provide any information that's

[3:08:02] Voice 9: needed on that front great

[3:08:03] Voice 11: um

[3:08:04] Voice 9: one benefit to this that's not articulated on the rfd

[3:08:08] Voice 9: is that the caohc has went through an extensive evaluation process of um what do you call it

[3:08:17] Voice 9: search committee search firms executive search firms and many of them had and we specifically

[3:08:24] Voice 9: were looking for which firms can have uh experience developing policy on this and

[3:08:31] Voice 9: evaluated. So there's already essentially a short list. And so I don't know if you want to put that

[3:08:37] Voice 9: into the RFT that some of the background information of which firms might be suitable

[3:08:42] Voice 9: or local or... Yeah,

[3:08:45] Voice 13: I didn't want to put that in a

[3:08:47] Voice 10: document

[3:08:48] Voice 13: because this is a different

[3:08:51] Voice 13: project. And I didn't want to publicly say we're going to limit ourselves to a certain set of

[3:08:59] Voice 13: people that have already responded that may be something that seo might want to consider when

[3:09:05] Voice 13: looking at um you know whether or not it's a direct award or to whether you know to use an

[3:09:11] Voice 13: expression of interest or an itq process instead i

[3:09:15] Voice 4: mean there's other ways to do it just simply

[3:09:16] Voice 4: make it known that vendors that provide the service that are already known to us would be

[3:09:20] Voice 4: invited to participate in

[3:09:22] Voice 18: any public process if there is one

[3:09:23] Voice 4: or would be considered in any direct

[3:09:25] Voice 4: award i think that's reasonable and then that's standard practice okay

[3:09:28] Voice 18: yeah so if you don't mind

[3:09:31] Voice 4: i want to

[3:09:31] Voice 18: reign this in a little bit more actually because we've drilled into it a little deeper than

[3:09:34] Voice 18: is maybe necessary because this is a decision the council has to make and

[3:09:38] Voice 18: all we're doing is

[3:09:39] Voice 18: advancing this document to council is there enough information contained in this briefing

[3:09:44] Voice 18: to uh allow council to make it my

[3:09:46] Voice 4: only comment just in relation to some of the notes that have

[3:09:50] Voice 4: come forward here that 30 000 i think will potentially derail a little bit of the

[3:09:53] Voice 4: conversation i think because everyone agrees it's likely to be lower i think if we put you know maybe

[3:09:58] Voice 4: up to twelve thousand dollars if we do end up needing a little bit more we have a budget

[3:10:02] Voice 4: adjustment control policy that guides that we overspend on things frequently so let's change

[3:10:07] Voice 4: it so we don't derail the conversation with my suggestion

[3:10:09] Voice 9: let's change

[3:10:11] Voice 9: i would suggest that

[3:10:12] Voice 9: number three approve spending of a portion of the unspent funds and then you can put in brackets

[3:10:18] Voice 9: it's up to $30,000

[3:10:21] Voice 9: because a portion

[3:10:24] Voice 15: I don't

[3:10:24] Voice 15: know. Do you want to limit it

[3:10:25] Voice 15: to

[3:10:25] Voice 9: $12,000 or up to $15,000?

[3:10:27] Voice 4: Yeah, I would limit it.

[3:10:30] Voice 4: It is best practice to

[3:10:31] Voice 4: assign a number and then

[3:10:33] Voice 4: we do have to

[3:10:35] Voice 4: go over because certain circumstances or policies

[3:10:37] Voice 4: allow for us to do that.

[3:10:40] Voice 18: Of course, the other

[3:10:41] Voice 18: thing is the CAOHC process

[3:10:43] Voice 18: is not over yet.

[3:10:45] Voice 18: Until it is over, we don't know how much money

[3:10:47] Voice 18: it's going to pay.

[3:10:49] Voice 13: We do because it's a set contract.

[3:10:52] Voice 13: Is it fixed?

[3:10:52] Voice 18: Yeah, it's fixed.

[3:10:53] Voice 18: But there was an additional cost.

[3:10:55] Voice 13: Well, there's a few, yeah, like incidentals for-

[3:10:58] Voice 13: Oh, but incidentals.

[3:10:59] Voice 18: Yeah.

[3:11:00] Voice 18: Yeah, for in

[3:11:01] Voice 13: -person meetings and things like that.

[3:11:03] Voice 13: But the fee is fixed.

[3:11:06] Voice 13: Okay, great.

[3:11:06] Voice 13: Yeah, so it could be a few thousand dollars more.

[3:11:08] Voice 18: Okay, so is $15,000 the number you want to put in there?

[3:11:11] Voice 18: Yeah, good thing.

[3:11:13] Voice 18: Okay, so then I'm going to take it,

[3:11:15] Voice 18: then the item 6.22 before it's council as a magnet system absolutely and i'm now going to move to

[3:11:23] Voice 18: interpretation of that section three that's also an addendum that came to you separately

[3:11:28] Voice 18: in uh read that i think 6.23 um same question really is this material ready for council

[3:11:40] Voice 18: do i introduce it sure do

[3:11:44] Voice 4: this is um another one of the weighty topics that your interim cao has the privilege of advancing

[3:11:51] Voice 4: to trust council so council did pass a very specific resolution saying bring this back to

[3:11:56] Voice 4: this particular council meeting so that's why it's being advanced um i assume you all recall

[3:12:02] Voice 4: the history of what's happened here i have summarized what's happened so far this term

[3:12:07] Voice 4: with the interpretation of the object and why this resolution is coming forward again we've

[3:12:12] Voice 4: had some um very amount of

[3:12:14] Voice 4: discomfort from the public reflected in their correspondence and

[3:12:18] Voice 4: writings into trust council about the interpretation of the object and also how that

[3:12:24] Voice 4: interpretation was reached primarily that everything

[3:12:26] Voice 4: happened in a closed session so

[3:12:27] Voice 4: this is a time to have conversation in open session we have brought back the material that

[3:12:34] Voice 4: council previously looked at in an open session in the addendum um there's nothing there that needs

[3:12:39] Voice 4: to be specifically spoken to at council it's just reminder of of some information um you know this

[3:12:46] Voice 4: the governance review report had mentioned that um there's been historical disagreements on

[3:12:54] Voice 4: interpretation and so we've sort of highlighted that a little bit as well and given some history

[3:12:58] Voice 4: on what's happened uh prior to this term um you know there's no recommendation from staff it's

[3:13:04] Voice 4: just a briefing to say here's where we're at here's why have the discussions that you'd like

[3:13:09] Voice 4: to have okay

[3:13:11] Voice 11: you

[3:13:15] Voice 9: ready i i'm a little confused by the no not for discussion is this the oh

[3:13:25] Voice 4: so in the

[3:13:26] Voice 4: addendum is just an attachment of legal opinions that have previously been released in some other

[3:13:31] Voice 4: material what i mean by that is staff are not going to specifically speak to that legal opinion

[3:13:38] Voice 4: or specifically speak to the items in the addendum it's just for information purposes so trustees

[3:13:44] Voice 4: have it to form their own since they walk into this discussion yeah

[3:13:48] Voice 9: so i can we claire can we

[3:13:50] Voice 9: reword that for um for information purposes because not for discussion and it implies

[3:13:56] Voice 9: that we're not going to discuss the item of business um

[3:14:00] Voice 16: yes we can

[3:14:03] Voice 16: do that okay

[3:14:08] Voice 16: So

[3:14:17] Voice 18: then let's advance 6.2.3 council as an end

[3:14:24] Voice 16: and

[3:14:26] Voice 18: that is now going to take us to another

[3:14:32] Voice 18: weighty discussion 6.24 on a roll here.

[3:14:36] Voice 4: That's right on a roll.

[3:14:37] Voice 4: From

[3:14:38] Voice 18: the governance committee.

[3:14:40] Voice 4: Yes so this has advanced from the governance committee.

[3:14:42] Voice 4: The committee did meet again earlier this week, Monday.

[3:14:48] Voice 4: There were no changes that were made to the RFD that was forwarded to council,

[3:14:53] Voice 4: no changes that

[3:14:53] Voice 4: were made to the draft letter, so that's all good.

[3:14:56] Voice 4: There was some conversation again around the CAO comments that are provided

[3:15:00] Voice 4: that are actually missed in this agenda package,

[3:15:03] Voice 4: so we'll add that before it heads over to council.

[3:15:07] Voice 4: So, you know, I don't think it's new to trustees here.

[3:15:10] Voice 4: there's been some concern that the comments that have been made um are maybe going to derail the

[3:15:16] Voice 4: conversation a little bit or are indicative of a lack of support for the undertaking

[3:15:23] Voice 4: um that's not the case um so there's information provided for trust council's consideration which

[3:15:30] Voice 4: is the job of staff or to provide information and make sure that trust council is analyzing

[3:15:37] Voice 4: particular issues with all data pieces in mind so that's what the CAO comments are aiming to do

[3:15:43] Voice 4: is provide all pieces of information so that they can be informed conversation and actually

[3:15:49] Voice 4: have a structured debate which was what council has asked for historically. So I'm happy to chat

[3:15:54] Voice 4: about the CAO comments or the RFD or the letter but of course the RFD and the letter are coming

[3:16:00] Voice 4: from the conference committee which is tougher for me to speak to.

[3:16:06] Voice 17: I appreciate your advice.

[3:16:10] Voice 9: yeah it's definitely a weighty topic um sorry just back to the briefing before we go on to your

[3:16:19] Voice 9: notes um the documents the appendix two was not attached but it is linked so just want to make

[3:16:29] Voice 9: sure that we're you back on section three yeah i'm section three so page 92 we've got appendix

[3:16:35] Voice 9: one which is the letter two from the ordinance committee but attachment two which was the um

[3:16:43] Voice 9: regional district of Nanaimo legislative reform initiative update is a link it's just not

[3:16:50] Voice 9: attached is that intentional uh

[3:16:54] Voice 4: if it says appendix it probably was meant to be attached

[3:16:57] Voice 4: Alex you can say on that one now um it's

[3:17:01] Voice 9: eight pages so it would make our agenda longer

[3:17:06] Voice 9: I

[3:17:08] Voice 4: would suggest maybe keeping it a link if it's going to be that long and we can just remove appendix.

[3:17:16] Voice 9: Yeah.

[3:17:28] Voice 17: Are we ready to forward this?

[3:17:32] Voice 4: Although that link that you're referring to, appendix 2, that is attached to the Provincial Review, that's not Section...

[3:17:37] Voice 4: No,

[3:17:42] Voice 9: we're not on

[3:17:43] Voice 4: Section 3, it's the Provincial Review.

[3:17:45] Voice 10: Yeah.

[3:17:45] Voice 4: Yeah, I thought you'd said we're going back to Section 3.

[3:17:48] Voice 4: I'm sorry, no.

[3:17:49] Voice 4: No? Okay. If that's an appendix then, that's

[3:17:53] Voice 4: governance committee's direction, that should be attached.

[3:17:57] Voice 5: Then

[3:17:57] Voice 4: let's attach that.

[3:18:02] Voice 18: Alexander, you got that?

[3:18:08] Trustee Maude: My question really would be, is there a need

[3:18:14] Trustee Maude: for a little bit of additional commentary to your briefing

[3:18:17] Trustee Maude: as to what you said about the advice and all that?

[3:18:21] Trustee Maude: um just just to not muddy the waters to add some clarity say look this is just informing your

[3:18:31] Trustee Maude: decision not providing opinion type of thing i

[3:18:36] Voice 4: mean certainly you know i feel like the language

[3:18:38] Voice 4: in there says that but if it's not clear uh you know i can certainly because

[3:18:43] Trustee Maude: if government's

[3:18:44] Trustee Maude: committee was questioning it

[3:18:45] Voice 4: i'm

[3:18:47] Trustee Maude: just thinking by the time it lands at the trust council it's

[3:18:49] Trustee Maude: probably only more of the exact same questions yeah so there's

[3:18:53] Voice 4: a little bit

[3:18:53] Trustee Maude: of clarity there

[3:18:54] Trustee Maude: i

[3:18:55] Voice 4: think um you know the the suggested approach from the governance committee working group

[3:19:03] Voice 4: which was then taken up by governance committee is this exercise advances with greater weight

[3:19:11] Voice 4: if we have a unanimous vote of council that's the thinking so with that in mind there is a

[3:19:18] Voice 4: the hesitation to have great debate, right,

[3:19:21] Voice 4: about the content which might lead to...

[3:19:24] Voice 4: Dissension.

[3:19:25] Voice 4: Exactly.

[3:19:26] Voice 4: My job is not to manage that.

[3:19:28] Voice 4: My job is actually to facilitate debate

[3:19:32] Voice 4: by providing all pieces of information.

[3:19:36] Voice 4: One of the reasons I believe I've been a trusted advisor

[3:19:39] Voice 4: to this group is because I always provide all options

[3:19:42] Voice 4: and I analyze all options over to the decision-maker.

[3:19:48] Voice 4: In this instance, the governance committee has advanced one option, but there are others that

[3:19:55] Voice 4: council needs to be aware of. And then it's up to council to make the decision. I'm not the

[3:20:00] Voice 4: decision maker in the room. None of us staff are, but it's my job is actually to say the timing

[3:20:06] Voice 4: that's being suggested is X. There are three

[3:20:09] Voice 4: other options for timing. Make sure as a collective

[3:20:12] Voice 4: decision-making body, you've thought about everything and you agree with the recommendation

[3:20:17] Voice 4: from the Governance Committee.

[3:20:19] Voice 4: I really encourage the Governance Committee

[3:20:22] Voice 4: to look at what staff have brought forward

[3:20:26] Voice 4: that they had not contemplated

[3:20:27] Voice 4: and form a thought or an argument

[3:20:31] Voice 4: as to why what's being advanced is the best approach.

[3:20:37] Voice 4: And if it isn't,

[3:20:41] Voice 4: but we think timing is more important

[3:20:43] Voice 4: than having perfection,

[3:20:46] Voice 4: then that needs to be something

[3:20:47] Voice 4: something that council discusses and debates and decides on.

[3:20:52] Voice 4: So that's what's happening in those comments is, you know, and I can amend them a little

[3:20:56] Voice 4: bit to provide a little bit of that background is to say, you know, council has a policy

[3:21:01] Voice 4: that says me as the interim CAO, I'm required to provide you with some comments.

[3:21:05] Voice 4: So I'm doing that.

[3:21:06] Voice 4: It's not because I'm trying to not advance anything.

[3:21:09] Voice 4: So I can provide that clarification.

[3:21:12] Voice 4: The thoughts of the CAO are the thoughts of the CAO.

[3:21:15] Voice 4: there's no direction that's given on that on that um but there's no ego attached to it

[3:21:20] Voice 4: council can take it or leave it at the will of the elected i

[3:21:25] Voice 9: don't know if that helps

[3:21:30] Voice 19: yeah um so the other thing that it's not made explicit here is that um governance committee

[3:21:37] Voice 19: uh decided that uh trustee patrick is going to be sort of the presenter of this precisely what

[3:21:47] Voice 19: she's going to say i don't know how she's going to frame uh or put the ceo's advice in context

[3:21:53] Voice 19: i'm not sure about um she was the lead on the subcommittee she was the

[3:22:00] Voice 19: lead on the subcommittee

[3:22:01] Voice 19: certainly she's she's been putting a lot of thought into it um how she wants to contextualize

[3:22:07] Voice 19: that i'm sure she will do so thoughtfully but i don't know precisely what that looks like

[3:22:12] Voice 19: um and how that's done is certainly going to be a factor in terms of how council receives it

[3:22:19] Voice 19: um i think most of most of governance committee um i think was reasonably unified in terms of

[3:22:33] Voice 19: the approach that governance committee wanted to recommend um i i think there was a bit of a

[3:22:41] Voice 19: missed opportunity in terms of sort of evaluating the advice from the CAO and then in presenting

[3:22:53] Voice 19: to and maybe this will happen in the presentation from Trustee Packard they've been presenting to

[3:22:58] Voice 19: council here's the you know we've looked at these options and here's why we think this option is the

[3:23:06] Voice 19: one to go with now i mean trustee patrick's extremely capable person and there's every

[3:23:14] Voice 19: chance that she's going to lay that out in a way that's clear and understandable and makes sense

[3:23:21] Voice 19: but governance committee missed the opportunity to actually put that together in the meeting

[3:23:29] Voice 4: it was

[3:23:30] Voice 19: it was an

[3:23:30] Voice 4: interesting way to approach the exercise you know typically when staff

[3:23:33] Voice 4: are tasked with an undertaking our RFDs that come forward to council will actually include all that

[3:23:41] Voice 4: you know what we've identified three options for timing here here's the pros and cons of all the

[3:23:45] Voice 4: options and here's where we suggest you go the governance committee's RFD only talked about the

[3:23:51] Voice 4: one that they liked and didn't acknowledge that there were others which is why this has kind of

[3:23:57] Voice 4: come up um

[3:23:58] Voice 5: and

[3:23:59] Voice 4: you know my comments were provided to the policy says cm must provide comments to

[3:24:04] Voice 4: rfd's going to council those comments were advanced to the governance committee to give

[3:24:10] Voice 4: governance committee an opportunity to have those conversations which didn't happen yeah the advice

[3:24:16] Voice 4: wasn't received really well and there wasn't a conversation of yep that is another option uh

[3:24:25] Voice 4: here's why we are advancing the option that we've put in the report.

[3:24:31] Voice 4: It's unfortunate that that opportunity wasn't really taken up

[3:24:34] Voice 4: because that would have really reframed everything that was going to council.

[3:24:38] Voice 4: The governance committee itself would have been sending forward

[3:24:41] Voice 4: a really complete document that says we've looked at all the alternatives.

[3:24:45] Voice 4: We don't like two of them.

[3:24:46] Voice 4: Here's the reasons why.

[3:24:47] Voice 4: We think this is the strongest and it goes forward.

[3:24:50] Voice 4: And then CAO comments just say great conversations have been had.

[3:24:55] Voice 4: So I think the sequencing was a bit awkward with that one.

[3:24:59] Voice 4: But, you know, as I say, it's policy that I make sure council has all the information, which is what's happening here.

[3:25:07] Voice 4: It will be very disappointing if trustees look at that information as staff's attempt to delay or not advance the will of trustees, because that's absolutely not the case.

[3:25:21] Voice 4: Important thing to remember too is a lot of the things that are brought up in the CAO comments

[3:25:25] Voice 4: are informed by our understanding of how this works. We have a relationship with staff. This

[3:25:29] Voice 11: isn't the

[3:25:30] Voice 4: first time this kind of a request is going to the Ministry. So they've already given

[3:25:34] Voice 4: us feedback on how it lands. So we have some insights as to how the current draft might land.

[3:25:41] Voice 4: So where we are sharing caution, it's informed. Which is why it would be a great disservice to

[3:25:49] Voice 4: Trust Council if having that information I didn't provide that information.

[3:25:58] Voice 9: So the only contrary evidence to what you've

[3:26:03] Voice 9: just stated is the request to change the Conservancy

[3:26:07] Voice 9: the Trust Fund Board corporate status and name change which took from 2015 to 2018 and

[3:26:17] Voice 9: numerous ministers turned it down. That is a very concrete, distinct ask, and it took three years

[3:26:25] Voice 9: and several ministers and seemed to be achieved with, you know, the miscellaneous statutes bill.

[3:26:30] Voice 9: So I'm just saying if there's challenges to the history of our requests, is that something that

[3:26:37] Voice 9: would disprove it?

[3:26:39] Voice 18: Let's put that into, can you put that into context? Because I think that's

[3:26:43] Voice 18: really important.

[3:26:43] Voice 8: So that request went forward, and then the minister made several requests of

[3:26:47] Voice 8: us explicitly to do extra work or provide extra evidence we went and did that homework for example

[3:26:52] Voice 8: we created a fundraising strategy there was a number of requests that were made of the trust to

[3:26:56] Voice 8: do and then return the request so that's what was made so we did that homework circled back showed

[3:27:02] Voice 8: the evidence of the work met with the machine and then it would flow so

[3:27:05] Voice 11: it

[3:27:06] Voice 8: was a i don't know

[3:27:08] Voice 8: i think that's a slightly different example but yeah there was there was an ongoing liaison with

[3:27:12] Voice 8: minutes with the minister and the staff and there was requests of us that we then worked on

[3:27:16] Voice 8: and then returned and

[3:27:19] Voice 4: when you're saying that's a little bit contrary to what staff are saying

[3:27:23] Voice 4: um when i'm talking about the comments are informed talk about this particular letter

[3:27:29] Voice 4: the resolution is almost identical to what went forward in 2022 right so no

[3:27:35] Voice 9: i meant with um making

[3:27:37] Voice 9: specific acts um asks with analysis and like a specific action like this is very complex ask

[3:27:44] Voice 9: ask have we done our homework so i just

[3:27:46] Voice 9: i just wanted to confirm that something that looks

[3:27:49] Voice 9: relatively simple took three years and and i'm just

[3:27:54] Voice 9: trying to understand oh yeah

[3:27:58] Voice 9: and i don't

[3:27:58] Voice 4: think um if the minister takes us up on this request it's going to be a lengthy exercise

[3:28:03] Voice 4: yeah yeah there's no argument there well

[3:28:07] Voice 18: that's the really important thing to recognize and i

[3:28:10] Voice 18: I think that that's part of your message is that you do know how the government works.

[3:28:17] Voice 18: It is cautious, conservative, and otherwise.

[3:28:24] Voice 18: And I've often thought of like our minister is the champion.

[3:28:28] Voice 18: And so that champion needs to be informed, prepared, and ready to take this to cabinet.

[3:28:38] Voice 18: That's a big step.

[3:28:39] Voice 18: happening. And, and, you know, we kind of have been a bit

[3:28:46] Voice 18: degradable for reasons not all of our own. Well, with an

[3:28:53] Voice 18: assumption, I think that we should just be able to go into

[3:28:56] Voice 18: the minister and tell them what we want, and they should do it.

[3:28:58] Voice 18: Well, that's, that's not going to happen. And we got off to a

[3:29:02] Voice 18: reasonably good start, depending on how you look at it. And we

[3:29:05] Voice 18: sent the letter to Mr. Cullenberg that he wrote back

[3:29:09] Voice 18: said well guess it's just an election when you review the governance report and sort that out

[3:29:14] Voice 18: and come back to me and let me know what you think well then we have new minister

[3:29:19] Voice 18: and time has marched on and that so that process which is it's a good kind of comparative analysis

[3:29:24] Voice 18: actually the name change to the conservancy was really hard like and all we're doing is changing

[3:29:29] Voice 18: the name it was really hard because they didn't believe that it would and hazard actually is another

[3:29:34] Voice 18: question but they didn't believe that it was fundamental to how to improve the performance

[3:29:40] Voice 18: in the work of the conservatives.

[3:29:42] Voice 16: And

[3:29:42] Voice 18: so the minister of time gets that request from us

[3:29:47] Voice 18: and is aware of the government's report

[3:29:48] Voice 18: and is saying, okay, well, it's interesting,

[3:29:51] Voice 18: but I need to know more and I need to know

[3:29:52] Voice 18: we've got the council's support for it.

[3:29:56] Voice 18: And if we had stuck with that.

[3:30:00] Voice 18: I think it's likely we might have advanced to the next conversation, but we didn't, so now we're done.

[3:30:05] Voice 18: And I don't think we have the same result yet.

[3:30:07] Voice 18: So we've got to really start from, it's good that we're going to get this message on the table,

[3:30:13] Voice 18: but let's not set our expectations that we're going to get any of these results.

[3:30:17] Voice 18: And council really does need to think about all of the options, although at this juncture,

[3:30:25] Voice 18: and I'm not sure how to resolve this, I think, is at this juncture, the governance committee

[3:30:29] Voice 18: who has been tasked with that

[3:30:31] Voice 18: on council

[3:30:32] Voice 18: has come up

[3:30:35] Voice 18: with this recommendation.

[3:30:38] Voice 18: They haven't said

[3:30:39] Voice 18: include all the previous

[3:30:41] Voice 18: reporting and thinking that's gone into this

[3:30:43] Voice 18: and just send this out to council.

[3:30:46] Voice 18: In fact, it was very little discussion

[3:30:47] Voice 18: on the last one.

[3:30:50] Voice 18: So I'm not sure how to

[3:30:52] Voice 18: that's our job is to ensure that council

[3:30:54] Voice 18: has the information that we need to make an

[3:30:56] Voice 18: informed decision. So what

[3:30:59] Voice 18: additional information

[3:30:59] Voice 18: do we think that we should complement the trust committees,

[3:31:06] Voice 18: the governance committee's recommendation to council

[3:31:09] Voice 18: with, if any, is that fair?

[3:31:14] Voice 4: If there's pieces that executive committee

[3:31:16] Voice 4: wants to send forward,

[3:31:17] Voice 4: you're in control of the council agenda.

[3:31:20] Voice 4: This was something directed by council to governance

[3:31:23] Voice 4: and they've done their work

[3:31:24] Voice 4: and they've sent something forward.

[3:31:26] Voice 4: So there's no changes that can be made to that,

[3:31:28] Voice 4: I would suggest if you're looking to something

[3:31:32] Voice 3: in some way you

[3:31:33] Voice 4: can absolutely be sending this

[3:31:35] Voice 4: forward with your thoughts with your recommendations. One quick comment if I may you were talking about

[3:31:42] Voice 4: timing that's also actually a piece of why my CAO comments are reflecting you know like have we done

[3:31:49] Voice 4: enough analysis here to advance a very clear ask a very clear

[3:31:54] Voice 4: identification of the problem and

[3:31:57] Voice 4: what it's causing for us because the more thoughtful information we can provide up front

[3:32:03] Voice 4: the faster the conversation will advance once it's received at the other end

[3:32:08] Voice 4: acknowledging it's been two years now since this letter came to us and we're only just getting back

[3:32:13] Voice 4: to this we might want to have that conversation advance more quickly once the letter is sent

[3:32:19] Voice 4: and so to articulate you know to just say things are hard is not going to advance a conversation

[3:32:26] Voice 4: quickly to say this is the very this is a particular issue this is how it's

[3:32:30] Voice 4: manifesting for us and this is what it's stopping us from doing that is the most

[3:32:35] Voice 4: useful way for the ministry to receive information and understand what's trying

[3:32:40] Voice 4: to be communicated to then advance and exercise with us but again it's up to

[3:32:47] Voice 4: council to decide maybe council doesn't care if it's going to take five years

[3:32:51] Voice 4: the important thing is just to get the letter out it's up to council to decide

[3:32:55] Voice 4: I

[3:32:57] Voice 18: think the council does care about that.

[3:33:00] Voice 9: I think what's maybe not quite articulated enough is what kind of relationship do we

[3:33:06] Voice 9: want to have with the ministry and will this request and how it's framed in our approach

[3:33:14] Voice 9: and how it goes forward and the timing of that, what relationship can we build?

[3:33:19] Voice 9: Is this a combative, you come and solve our problem for us, we are hampered by these challenges and restrictions, and don't know what to do here in your court, which is, I think, what this letter kind of says, currently, or is it an invitation to, we'd like to begin a process to unpack with you, Minister,

[3:33:48] Voice 9: serve some of the challenges that we're experiencing some of which might be due to

[3:33:52] Voice 9: legislation some of which might be due to we don't have enough funding and geographic scope

[3:33:58] Voice 9: and complexity and some of which are our own internal governance issues which we're trying to

[3:34:02] Voice 9: fix and so the it's not just about strategy for timing it's the kind of relationship that it sets

[3:34:14] Voice 9: sets us up for or not and so yes in general approach um we're talking about the gravity

[3:34:22] Voice 9: the message conveyed to to the minister um but i think that's political advice and maybe

[3:34:33] Voice 9: that's not where we want to tread but i think that's the conversation that we should

[3:34:38] Voice 9: try to have at trust council maybe talk to the trustee patrick trustee trip yes

[3:34:47] Voice 9: Yeah, I can see that because it is about what do we ultimately want?

[3:34:59] Voice 9: What is the end goal of this project?

[3:35:02] Voice 9: The second piece that I wanted to bring up is this executive committee has responsibility

[3:35:08] Voice 9: right now.

[3:35:10] Voice 9: We're giving itself responsibility to create a strategy that aligns with all the other

[3:35:16] Voice 9: asks for more funding and so do we need to articulate as a body yes we still want to work

[3:35:25] Voice 9: on this and that should be incorporated in the letter there's

[3:35:33] Trustee Maude: a lot to think about here david

[3:35:34] Trustee Maude: yeah well i i think it's important like so much what we do with the province is about advocacy

[3:35:41] Trustee Maude: and this is more about politics and so i think we end up in a different silo and a different

[3:35:48] Trustee Maude: sort of type of request because this is more of a political request than an

[3:35:53] Trustee Maude: advocacy request and I think the information being presented to Trust

[3:36:01] Trustee Maude: Council I think it's there I think my concern was with the briefing is that I

[3:36:11] Trustee Maude: think that if CO mobs basically put in a little bit more explanation about how

[3:36:19] Trustee Maude: this is you're informing Trust Council and basically you're doing your job so

[3:36:26] Trustee Maude: it doesn't read like I don't because if the Governance Committee it was it was

[3:36:33] Trustee Maude: people were going well what about this what about that is it if it's at that

[3:36:37] Trustee Maude: level of Trust Council it's going to be way more than that so if there was just

[3:36:42] Trustee Maude: a little bit more explanation of that you're presenting everything to Trust

[3:36:46] Trustee Maude: council so they can make an informed decision i think that ticks all the political boxes

[3:36:52] Voice 4: i can do that i mean i thought that was in comments maybe not fair enough well i'm just

[3:36:57] Trustee Maude: facing this based on what happened governance committee if the same document goes forward to

[3:37:02] Trustee Maude: trust council you're probably getting the exact same sort of pushback's not the word but but

[3:37:08] Trustee Maude: that feedback is going well so just adding that little piece of clarity and just allowing the

[3:37:13] Trustee Maude: politicians to to make the political decision

[3:37:17] Voice 4: absolutely and then you

[3:37:18] Voice 4: know every report that

[3:37:19] Voice 4: goes forward because staff during our job political to make your decision um you know

[3:37:26] Voice 4: i'll be i can definitely reiterate that and make that clear that you know i think sometimes

[3:37:31] Trustee Maude: because you know we have 26 different people sitting around the table with 26 different

[3:37:40] Trustee Maude: perspective, so sometimes they just need that little additional piece of information to give

[3:37:45] Trustee Maude: them the comfort level. Because it's a different decision, because literally when you get back to

[3:37:54] Trustee Maude: the root of it, the minister asked us a yes or no question like two years ago, and this is basically

[3:38:00] Trustee Maude: my read is what the governance committee is coming back and saying the answer is yes. So

[3:38:06] Trustee Maude: So maybe we don't need to do as deep of a dive as what's seen because, you know, this

[3:38:15] Trustee Maude: is the beginning of a discussion.

[3:38:17] Trustee Maude: And I look at the current political climate, which, of course, is changing quickly, is

[3:38:22] Trustee Maude: that you look at Metro Vancouver, there's a lot of controversy there.

[3:38:26] Trustee Maude: And the minister has been very, very open, and the premier saying, you want a review,

[3:38:31] Trustee Maude: we'll give you a review.

[3:38:32] Trustee Maude: And so it's...

[3:38:34] Voice 16: Who said that and to who?

[3:38:35] Trustee Maude: Both the Minister and the Premier, over the request for review of Metro Vancouver, have said...

[3:38:43] Voice 4: Have they said, we'll do it or we'll support you doing it?

[3:38:46] Trustee Maude: No, because there's been a request for a provincial review of the mandate of Metro Vancouver.

[3:38:55] Trustee Maude: And so it's been put out by politicians and they said, well, if you guys want to put forward the request, we will look at it.

[3:39:08] Trustee Maude: I do have

[3:39:10] Voice 4: a question of clarity. You mentioned this is not advocacy. So, I mean, advocacy

[3:39:15] Voice 4: is you're advocating for action, which

[3:39:19] Voice 4: is what this is. We're asking you to comment

[3:39:25] Voice 4: come up before. You're not the first person I'm hearing. This isn't advocacy, therefore

[3:39:29] Voice 4: we need to take a different approach that's i have a bit of a different understanding so i'm really

[3:39:34] Voice 4: curious to understand where that distinction lies because i see it this is a we're advocating for

[3:39:39] Voice 4: the province to take an action on our behalf so that's that's advocacy all advocacy is political

[3:39:45] Voice 4: right staff aren't deciding what we care about politicians are so that comment has always been

[3:39:51] Voice 4: a little unclear to me um it might be something that needs to be clarified if it's going to be

[3:39:58] Voice 4: brought up at council so

[3:40:00] Voice 9: to your point though i don't want to lose it okay the earlier point of

[3:40:05] Voice 9: um so your second paragraph in the background um the majority of staff comments but advice

[3:40:12] Voice 9: already shared if you want to make it more explicit they didn't take that advice but my

[3:40:17] Voice 9: responsibility is to trust council you are the decision makers so i need to share it with council

[3:40:22] Voice 9: so you have the full information i just would recommend making that a little bit more explicit

[3:40:29] Voice 9: It's in there, you know, the larger recommending body, but there's a lot of trustees who still

[3:40:34] Voice 9: don't understand that Council makes the decisions and it is just a recommending body.

[3:40:39] Voice 9: So as strongly as that body feels, your responsibility is to trust Council and to give

[3:40:45] Voice 9: us that advice.

[3:40:46] Voice 9: So I think

[3:40:47] Voice 15: we could make

[3:40:48] Voice 9: that more explicit.

[3:40:49] Voice 9: Okay.

[3:40:51] Voice 18: That's it.

[3:40:51] Voice 9: Sorry.

[3:40:53] Voice 18: Yeah.

[3:40:53] Voice 18: So I want to move this forward because we're not here to debate the merits of this.

[3:40:59] Voice 18: And I'll just say, bluntly, it may be that there are trustees that think that staff are biased.

[3:41:08] Voice 18: There may very well be trustees that think the executive committee is biased on this.

[3:41:14] Voice 18: And I think there are people that think that I am biased on this, in that thing.

[3:41:18] Voice 18: And so somehow we have to manage that to retain the objectivity of the discussion.

[3:41:25] Voice 18: question. And so it's interesting not having, you know, and it's interesting that when we get to

[3:41:31] Voice 18: these places, we're making these decision-making moments, we're reviewing these briefings and

[3:41:38] Voice 18: reports that are asking somebody else to make a decision. And we're trying to be objective as

[3:41:42] Voice 18: possibly can, is that, and I'm sort of formulating it, is there a solution here to be able to advance

[3:41:49] Voice 18: this without disrespecting anybody or offending anybody in the process and providing the

[3:41:55] Voice 18: the information that they have had a conversation with

[3:41:57] Voice 18: and wanting to advance and the advice that we've received

[3:42:00] Voice 18: and some of it or all of it is particularly certain

[3:42:03] Voice 18: says it's advanced or not.

[3:42:04] Voice 18: But on these RFDs,

[3:42:06] Voice 18: there's chief administrator office comments.

[3:42:09] Voice 18: There's actually not a section that says

[3:42:11] Voice 18: executive committee comment,

[3:42:13] Voice 18: which I think there is a potential opportunity here

[3:42:17] Voice 18: if the executive committee,

[3:42:19] Voice 18: if we agree on something even amongst ourselves, right?

[3:42:22] Voice 18: To make executive committee comments

[3:42:24] Voice 18: about this is the recommendation and notwithstanding we respect the recommendation

[3:42:30] Voice 18: however council should consider these factors i don't know how that works i'm just putting that

[3:42:35] Voice 18: out there about how that could be done yeah

[3:42:38] Voice 13: and just to support that actually the trust council

[3:42:42] Voice 13: policy does say that it is the executive's job to review an executive committee may wish to comment

[3:42:49] Voice 13: or even substitute its own in certain situations.

[3:42:54] Voice 13: So it's given a lot of power to the executive committee

[3:42:58] Voice 13: to comment on RFDs or provide something different to council

[3:43:04] Voice 13: if they don't agree with the RFD.

[3:43:06] Voice 18: That's great.

[3:43:07] Voice 18: And I'm really thankful that you said that.

[3:43:09] Voice 18: And generally, we're a very collegial crowd

[3:43:12] Voice 18: and we wouldn't necessarily jump to the conclusion

[3:43:16] Voice 18: that we would replace it with something else

[3:43:19] Voice 18: because that wouldn't create a difference and right or wrong that's who we are and what we do

[3:43:25] Voice 18: we should be proud of the fact that we try to take in all points of view

[3:43:30] Voice 16: it

[3:43:31] Voice 18: comes back to the fundamental question which david has highlighted there which is what i've

[3:43:35] Voice 18: been trying to articulate in a bad way i guess is is this ready to count go to council do they

[3:43:40] Voice 18: have enough information to make a decision is there something else we need to add seems to me

[3:43:46] Voice 18: that there is something we should be adding in order to ensure that council has all the

[3:43:50] Voice 18: information that they need to take advantage of. You know, just go back a minute. Some people think

[3:43:56] Voice 18: we're just going to make the ask, and somebody in the industry is going to say yes. Well, yes is not

[3:44:00] Voice 18: going to be in the vocabulary. Yeah, let's talk about it. We'll give you the vocabulary. And yes

[3:44:08] Voice 18: may come much further than that. Realistically, that list, that just that short list, nothing else,

[3:44:13] Voice 18: eight items that's the assignment of a strategic analysis analysis by a staff person per year

[3:44:26] Voice 18: yeah so we're talking about a ton of money which our champion i said that earlier our champion

[3:44:32] Voice 18: needs to go to cabinet and say i want this much money to review the honest trust

[3:44:35] Voice 16: and of course

[3:44:37] Voice 18: cabinet's going to go what do we need those guys for i mean i mean i just throw that out

[3:44:44] Voice 18: realistically um so i support us i've done so for a very long time to ask the province for

[3:44:52] Voice 18: more money and we've attempted to advance that on a number of occasions we've got glimmers of hope

[3:44:58] Voice 18: i think claire you've been in some of those meetings where there are glimmers of hope and

[3:45:02] Voice 18: then the political landscape changes and we don't control that and the political landscape is about

[3:45:07] Voice 18: to change again and we have no idea what that outcome is going to be like at a ministerial

[3:45:12] Voice 18: level or even a form of government so yeah when

[3:45:19] Voice 8: you're ready i have a couple additional comments

[3:45:21] Voice 8: yeah

[3:45:21] Voice 18: i want to advance this in some fashion and we either send it as it is or we add something to it

[3:45:26] Voice 18: so the real hard thought here is what do you want to what do you want to add to this i'm trying to

[3:45:32] Voice 18: be objective because there's not a lot of things today but

[3:45:35] Voice 8: um i mean you can wait until you've

[3:45:36] Voice 8: decided whether or not to forward it my comments are just um well the comments i was going to make

[3:45:40] Voice 8: I guess while I'm talking, one with respect to Vice-Chair Maude, staff's understanding

[3:45:46] Voice 8: from media reports only is that the request from Metro Vancouver to the province for review

[3:45:51] Voice 8: had the province responding back to Metro saying, we would support you in doing a review,

[3:45:55] Voice 8: much as we got kind of a similar answer.

[3:45:58] Voice 8: So that's our understanding of that is like, we will consider funding you to do your own

[3:46:02] Voice 8: thing.

[3:46:03] Voice 8: But there may be additional information we're not privy to.

[3:46:06] Voice 8: and then

[3:46:07] Voice 13: yeah because that's that the uh metro has not actually made the ask it's just some of

[3:46:13] Voice 13: the members are saying there should be a review and the province is saying if metro vancouver

[3:46:17] Voice 13: wants to do the review or support that's that's as far as it's going and

[3:46:22] Voice 8: then my other comment

[3:46:23] Voice 8: was relating to talking about how this exact this probably can wait until after you've decided

[3:46:27] Voice 8: whether to forward it and

[3:46:29] Voice 9: what you wish

[3:46:29] Voice 8: to do was relating to communications i'd like this body to

[3:46:32] Voice 8: linger for a moment around what are the expectations of staff around communicating

[3:46:36] Voice 8: this decision there was discussion about governance around a news release and a big

[3:46:42] Voice 8: communications plan um so i

[3:46:44] Voice 8: would like this body just to linger there a moment in time here to let

[3:46:47] Voice 8: us know what is you know what is your expectation um and i would say drafting key messaging the

[3:46:52] Voice 8: chair is going to have to be pretty light because we don't have you know we can't produce are we

[3:46:58] Voice 18: Are we overjoyed or are we upset?

[3:47:01] Voice 18: No, it's respect.

[3:47:03] Voice 8: So some direction to add service and guidance in terms of what the expectation is

[3:47:06] Voice 8: and how quickly you expect us to pivot after the council meeting would be useful.

[3:47:10] Voice 8: There's a lot going on, and we'd love to know where this fits in the order of priority.

[3:47:14] Voice 4: The communications exercise, as I understand it, is really geared to, you know,

[3:47:19] Voice 4: let's bring this up during the election period.

[3:47:21] Voice 4: So that window of time for when council makes a decision on this to when the election happens,

[3:47:25] Voice 4: a very short window of time

[3:47:26] Voice 4: to be, you know, putting these

[3:47:29] Voice 4: materials together, really taking what

[3:47:31] Voice 4: Council's decided and

[3:47:33] Voice 4: forming key messages.

[3:47:35] Voice 4: So, yeah, I'm really thinking it's...

[3:47:37] Voice 4: Yeah,

[3:47:39] Voice 19: and of course we have a piece of

[3:47:40] Voice 19: correspondence requesting that we

[3:47:43] Voice 19: put a webpage on this

[3:47:47] Voice 19: similar to 2015

[3:47:48] Voice 19: or...

[3:47:49] Voice 19: Not that I'm endorsing that,

[3:47:53] Voice 19: but I'm interested that might come up at Council

[3:47:55] Voice 19: too, because it's in the agenda, right?

[3:47:59] Voice 4: um let's all remember uvcm is next week we have meetings with ministry staff there may be new

[3:48:07] Voice 4: information that we receive on that topic that could inform conversation at council that this

[3:48:12] Voice 4: group could take back to trust council to say there's it's an opportunity for us to dig a little

[3:48:19] Voice 4: bit to get a sense of how this might land i'm

[3:48:31] Voice 18: not hopeful that we're going to get any opinion on

[3:48:33] Voice 18: anything substantive

[3:48:35] Voice 18: in any

[3:48:35] Voice 16: way, shape, or form.

[3:48:41] Voice 4: But we'll get

[3:48:42] Voice 4: a sense, I think, if we

[3:48:43] Voice 4: ask about sort of their initial thoughts

[3:48:46] Voice 4: or suggestions they might

[3:48:48] Voice 4: have for us approaching this.

[3:48:50] Voice 18: Well, we should

[3:48:52] Voice 18: pursue that.

[3:48:56] Voice 3: Any advice we can glean.

[3:48:58] Voice 18: Great. Because we do need to

[3:49:02] Voice 18: the last message was

[3:49:08] Voice 18: go away and do some work and come back.

[3:49:11] Voice 18: Have we done that work? Anyway,

[3:49:15] Voice 18: here it is. Recommendation.

[3:49:18] Voice 18: We can forward this, the opportunity obviously exists for each and every one of us to address it when it comes up and help council come to understand that that is the political forum.

[3:49:31] Voice 18: Staff will present their reporting to help us to weigh in about support for any particular point of view or not.

[3:49:37] Voice 18: So

[3:49:40] Voice 9: my earlier comment that council should also consider what kind of relationship it wishes to have with the ministry and perhaps positioning this accordingly, asking, you know, we could just ask two questions.

[3:49:58] Voice 9: if you know this would be my um my approach is is this an adversarial request that lands a problem

[3:50:07] Voice 9: at the door of the minister responsible for the islands trust or is this a request to begin a

[3:50:12] Voice 9: dialogue to examine the challenges inherent in the governance model and determine with the ministry

[3:50:19] Voice 9: if legislative change is needed additional funding from the province to support the islands trust and

[3:50:24] Voice 9: achieving the object as needed or if a review of the mandate in light of complex challenges today

[3:50:35] Voice 9: is necessary. That's a political thing and that would be where I'd say executive committee could

[3:50:42] Voice 9: if we want say we're trying to build relationship and we want to open the door to conversation

[3:50:49] Voice 9: or you want to be, here's your problem.

[3:50:53] Voice 9: We can finesse it, but I think that's an aspect to this

[3:50:59] Voice 9: that is not a staff's job to bring up necessarily.

[3:51:02] Voice 9: I think that's the question that I'd want to ask council and have you.

[3:51:10] Voice 18: So if this landed on your desk as an ADM,

[3:51:14] Voice 11: what's your perception?

[3:51:16] Voice 18: Is it adversarial or is it welcoming?

[3:51:18] Voice 18: me

[3:51:18] Voice 9: i'd say it's adversarial especially if it's coming right before the election yeah how do we

[3:51:26] Voice 9: fix that well no it's it's asking trust council yeah

[3:51:31] Voice 17: which

[3:51:32] Voice 9: strat okay first what achieve what

[3:51:35] Voice 9: object do you want to achieve is it building relationship or is it here's a problem we want

[3:51:41] Voice 9: to review we think that's going to solve it and then depending on that you can then pick your

[3:51:45] Voice 9: strategy councils

[3:51:48] Voice 18: are supposed to send

[3:51:51] Voice 16: a letter yeah they said send

[3:51:54] Voice 9: a letter with exactly the same

[3:51:58] Voice 9: comments we haven't voted on that yet so council hasn't decided and they haven't had all this other

[3:52:05] Voice 9: context yeah

[3:52:07] Voice 4: council directed governance committee to take a stab at drafting the response um council

[3:52:13] Voice 4: Council gave no direction on what it wanted in that response.

[3:52:17] Voice 4: Council gave no direction as to the timing they wished to advance this letter in.

[3:52:21] Voice 4: So all of that is now been given to governance committee to deal with.

[3:52:31] Voice 4: So, you know, I can see, yeah, council is the decision-making body.

[3:52:34] Voice 4: It does need to decide, are we, what's the tone we want to take?

[3:52:39] Voice 4: What's our desired timing?

[3:52:41] Voice 4: I mean, is this

[3:52:42] Voice 4: the start of a conversation or do we want to go in as clear as much so

[3:52:45] Voice 4: there can be more of a response as opposed to a back and forth dialogue?

[3:52:53] Voice 4: Those are all the things council

[3:52:54] Voice 3: doesn't usually think about.

[3:53:06] Voice 4: It's not an easy job that council's got.

[3:53:08] Voice 4: So again, it's not an easy job that council has.

[3:53:11] Voice 4: No.

[3:53:14] Voice 18: And this is the outcome of the work of the government community.

[3:53:18] Voice 18: This is what they are recommending council and feeling wrongly about.

[3:53:26] Voice 18: In fact, initially, they were just going to resend the old letter.

[3:53:30] Voice 18: They got revised to some extent, so there's more contextual.

[3:53:33] Voice 18: But here it is.

[3:53:36] Voice 18: And if we want to send something different, it's going to require more work than we have time to build today to do that.

[3:53:45] Voice 18: We have not been directed to do that by council.

[3:53:48] Voice 18: Yeah,

[3:53:50] Voice 19: I agree.

[3:53:53] Voice 19: This is what governance committee has come up with for council and notwithstanding anything

[3:54:02] Voice 19: we might as executive committee, we don't have the time to delve into this deeply.

[3:54:10] Voice 19: I think notwithstanding policy, I think any attempt by ECE to change this in a substantial

[3:54:19] Voice 19: natural way would be met with extreme hostility and and uh given that council's the decision-making

[3:54:26] Voice 19: body on this i i think it'd be counterproductive why would you

[3:54:30] Voice 19: do that with

[3:54:31] Voice 9: hostility certainly by

[3:54:35] Voice 19: the by the members of the governance committee i think governance committee members would be

[3:54:39] Voice 19: but

[3:54:40] Voice 9: there are other people with other views and i'm

[3:54:43] Voice 19: saying i'm not i'm not saying i'm just saying

[3:54:46] Voice 19: they've not not our discussion at trust council but if if this body was to substantially change

[3:54:53] Voice 19: the rfd going to trust council the governance committee would view that as very hostile

[3:54:59] Voice 19: it's their rfd that's their rfd that's what i'm trying to say is

[3:55:03] Voice 4: that what you're suggesting

[3:55:04] Voice 9: change it no i was no

[3:55:06] Voice 19: no but it was it was brought up that that could be i was suggesting

[3:55:09] Voice 19: I'm suggesting

[3:55:10] Voice 19: we add a

[3:55:10] Voice 9: note that is political, that is from the body, that is charged with communication, advocacy to the province, and request to review the funding formula to the Islands Trust that is in our jobs to do.

[3:55:23] Voice 9: And we can simply add a note, say an executive committee would note for council's consideration that tone and approach with this letter or request could frame a future relationship with the ministry.

[3:55:34] Voice 9: Council may want to consider if it wants to have a strategy that is more

[3:55:43] Voice 9: confrontational or one that develops relationship and then structure it's the

[3:55:49] Voice 9: letter and the timing accordingly because we have not addressed are we

[3:55:56] Voice 9: still requesting a department review or funding which is supposed to be part of

[3:56:02] Voice 9: our executive committees yeah

[3:56:06] Voice 19: no i i that's a good point and i think adding a note is very different

[3:56:11] Voice 19: than making

[3:56:13] Voice 9: a substantial change anything i'm just saying you can

[3:56:15] Voice 19: i wasn't saying that but

[3:56:16] Voice 9: here's some political considerations you know we've thought about this it's also

[3:56:24] Voice 19: to me the big thing is is is that um how do we achieve the the out desired outcome

[3:56:33] Voice 19: come and so that's okay

[3:56:37] Voice 18: we have to move on that's right but the thing that's obvious here following

[3:56:42] Voice 18: your lead now is there's nothing in the alternatives of this rfd normally there's an

[3:56:48] Voice 18: alternative so therefore let's try elliot you're on a good track supporting what you're saying

[3:56:55] Voice 18: what's what's the alternative here and that's i think within our purview to offer that alternative

[3:57:02] Voice 18: Okay.

[3:57:04] Trustee Maude: Did anybody disagree with that?

[3:57:06] Trustee Maude: I disagree with it, but, you know, I don't know how we're going to craft

[3:57:10] Trustee Maude: a loan for that today.

[3:57:14] Trustee Maude: Yeah, I'm going to today.

[3:57:16] Trustee Maude: So today's our only opportunity to do this work.

[3:57:20] Trustee Maude: So I don't think we're prepped for it. I don't think we have the time for it.

[3:57:25] Trustee Maude: I'm very comfortable sending this forward as is.

[3:57:29] Trustee Maude: I suggested to the CO that perhaps she wants to

[3:57:33] Trustee Maude: to put a little bit more commentary in there to explain her position, but as is, I'm comfortable

[3:57:39] Trustee Maude: going forward.

[3:57:40] Voice 18: So I just want to follow Toby's theme here a little bit. Do we want to build

[3:57:46] Voice 18: relationship or do we want to, whatever the alternative is, and an alternative action could be

[3:57:55] Voice 18: to further develop our relationships and understanding the problems in order to advance the concerns

[3:58:09] Voice 18: recommended by the governance community.

[3:58:12] Voice 19: Another alternative would be to request staff, some further analysis from staff on the best

[3:58:18] Voice 19: approach.

[3:58:27] Voice 18: I guess my

[3:58:32] Trustee Maude: only commentary is, you know, this has been sitting a yes or no question from

[3:58:37] Trustee Maude: the Minister for two years.

[3:58:39] Trustee Maude: If we needed analysis, we needed more, we've had two years to do it and we've done nothing.

[3:58:45] Trustee Maude: so now so now the government is not

[3:58:47] Trustee Maude: completely true but the government's committees come back

[3:58:49] Trustee Maude: with with the recommendation and i have no problem taking that to trust council as is

[3:58:54] Trustee Maude: it's it's it's you know well

[3:58:58] Voice 18: and you know what i said earlier

[3:59:00] Voice 19: it's up to each of us to speak to

[3:59:01] Voice 19: yeah no i

[3:59:02] Voice 19: agree i think i think i think given the timing i think our only alternative our only

[3:59:08] Voice 19: option is to advance this to trust council and then each of us say what we have to say at council

[3:59:14] Voice 19: Council. I think that's the only really achievable thing we have at this point. Toby, do you

[3:59:25] Voice 18: have anything?

[3:59:26] Voice 9: I'm not going to write something now,

[3:59:28] Voice 18: but I will. Toby, are you going to support

[3:59:32] Voice 18: us advancing this to Council? You don't have to. You're still going to advance to Council.

[3:59:38] Voice 9: No, I know. I don't think we're doing our job as Executive Committee because this came

[3:59:47] Voice 9: to us first, but it's fine. I'm not, honestly,

[3:59:53] Voice 18: I'm not that attached to it.

[3:59:55] Voice 9: I'm not that attached to it. I actually don't think it'll be successful.

[4:00:00] Voice 15: Well, I'm afraid we're

[4:00:02] Voice 9: probably just having another conversation about where we're going to go for the next 50 years.

[4:00:08] Voice 18: Yeah.

[4:00:12] Voice 9: All right.

[4:00:14] Voice 18: Without any further suggestion, I'm just going to say it's about some sense.

[4:00:19] Voice 18: And we'll have this conversation with the council.

[4:00:21] Voice 18: Do you want to take a vote?

[4:00:24] Voice 18: I would do it with general consent.

[4:00:26] Voice 9: Yeah, no, it's good. Lots of good work in here. Definitely don't want to hold it up.

[4:00:33] Voice 9: I don't think

[4:00:35] Voice 9: the executive committee can do anything right now

[4:00:37] Voice 9: to make it more successful

[4:00:38] Voice 9: we

[4:00:39] Voice 19: had a couple of weeks to

[4:00:41] Voice 19: we

[4:00:42] Voice 18: don't

[4:00:43] Voice 18: we have

[4:00:44] Voice 16: well

[4:00:45] Voice 18: this conversation was only

[4:00:47] Voice 18: on Monday

[4:00:48] Voice 19: we got the governor

[4:00:51] Voice 4: no it was the meeting before

[4:00:53] Voice 18: was it?

[4:00:56] Voice 18: that's correct

[4:00:56] Voice 18: the meetings were actually fast

[4:00:59] Voice 18: that was coming together

[4:01:01] Voice 18: it was on the previous meeting because

[4:01:03] Voice 18: we didn't do anything in the last one yeah the previous meeting

[4:01:06] Voice 4: governance advanced the rfd with

[4:01:08] Voice 4: a few changes same with the letter um the meeting on monday was more around the ceo comments and

[4:01:14] Voice 4: thoughts around that

[4:01:15] Voice 18: um true so i want to advance item 6.2.4 of edge of 10 to council

[4:01:24] Voice 18: indeed i think there's more successful this is what we've got so let's work with i'm going to

[4:01:35] Voice 18: move on to section 7.1

[4:01:36] Voice 16: and

[4:01:39] Voice 18: it's not over it's not over let's uh contribute to that decision

[4:01:46] Voice 18: um so under section 7.1 we've got two items that uh that are um consent agenda items

[4:01:56] Voice 18: um can i forward those to council and now let it be so uh seven point one one seven point one two

[4:02:04] Voice 18: be forwarded to council. Discussion item, policy statement, amendment, project, charter,

[4:02:10] Voice 18: request for decisions, 7.2.1. You'll be able to speak to that. Otherwise, the question is,

[4:02:17] Voice 18: is it ready to go to council?

[4:02:18] Voice 4: Well, great comment on the director's report. Not in particular

[4:02:23] Voice 4: director's report, but I have asked the directors to use a similar template for their director's

[4:02:30] Voice 4: support so everyone is following similar from that

[4:02:32] Voice 3: it's

[4:02:33] Voice 4: resulted in more information going

[4:02:36] Voice 4: forward to trust council primarily highlighting a lot of the work that we do operationally day

[4:02:40] Voice 4: to day that takes up a lot of our time we've had some trustees express um discontent at not really

[4:02:46] Voice 4: understanding a lot of our operational work don't know kind of where staff are spending their time

[4:02:51] Voice 4: i'm hoping

[4:02:52] Voice 4: this will help with that and so when you see more lengthy reports it's a result of

[4:02:57] Voice 4: that direction i apologize for the extra reading but i think it's good information i'm sorry what

[4:03:02] Voice 18: is this in reference to this is 7.2.1 7

[4:03:04] Voice 4: .1.1 is the first director's report that we're seeing

[4:03:08] Voice 4: so

[4:03:08] Voice 18: i'm sure the

[4:03:08] Voice 4: directors have a report they've gone from that yeah they'll all follow a similar

[4:03:12] Voice 4: template now so they'll look consistent that's basically okay

[4:03:16] Voice 18: now i have to

[4:03:16] Voice 4: check oh wow yeah

[4:03:19] Voice 15: yeah i

[4:03:21] Voice 18: don't know how we cross average either but anyway thank you for the effort the bridge

[4:03:26] Voice 18: to cross just

[4:03:26] Voice 15: 7

[4:03:28] Voice 18: .2

[4:03:31] Voice 16: point so

[4:03:33] Voice 18: both of those items forward to county so thank you for the position

[4:03:36] Voice 18: so 7.2.1 is the policy statement amendment project charter

[4:03:43] Voice 18: is that ready for council is there any further remarks let me ask for that um

[4:03:50] Voice 9: no through the

[4:03:54] Voice 2: chair it's it's pretty straightforward trust council requested a detailed work plan that

[4:03:58] Voice 2: And we discussed that earlier

[4:04:00] Voice 2: and the project charter reflects the details of the detailed

[4:04:03] Voice 2: work.

[4:04:03] Voice 9: Okay.

[4:04:04] Voice 9: So second paragraph, CAO's comments, the comment about the policy statement amendment project

[4:04:15] Voice 9: having displaced work that the policy advisor would normally do and executive committee

[4:04:21] Voice 9: has noted this do we want to request a contractor position for the remainder of

[4:04:30] Voice 9: the year to do advocacy letters policy research legislative monitoring and all

[4:04:36] Voice 9: that stuff that's not you know that the problem has come up at multiple meetings

[4:04:43] Voice 9: what do we want to do this is the time where we can actually make a comment and

[4:04:47] Voice 9: say if there's room in the budget can we consider contractor support or is that

[4:04:54] Voice 9: in your director's review you just hire someone? I

[4:05:00] Voice 18: think we kind of discussed this once before

[4:05:03] Voice 18: customers come up and the dilemma is this is not a perfect project that someone can just walk in

[4:05:10] Voice 18: and start writing reports something that those that are embedded and engaged in this process

[4:05:17] Voice 18: for years have the capacity and the ability to write meaningfully about and so if we're going

[4:05:22] Voice 18: to hire a contractor which is a good idea it needs to be for something that can easily hand it off

[4:05:27] Voice 18: not in particular people's logic not this product

[4:05:30] Voice 9: i'm saying no

[4:05:31] Voice 18: it's just support the staff other

[4:05:33] Voice 9: initiatives coordination advocacy letters policy ratios second paragraph of page 139 of council

[4:05:40] Voice 9: so what

[4:05:43] Voice 4: you're saying charlotte is exactly what i think you chair

[4:05:46] Voice 4: or I certainly was just saying is that staff would focus primarily on the policy statement that's

[4:05:52] Voice 4: they know it they would focus on it and the

[4:05:55] Voice 4: additional resources supplied would support

[4:05:56] Voice 4: the other activities that are abandoned a little bit because of this work well

[4:06:01] Voice 18: fair enough but

[4:06:02] Voice 18: that's a new business item that's not to do with this business this item does not have does not

[4:06:07] Voice 18: have the ability to advance you and contract to take on the

[4:06:11] Voice 9: CEO's comments point to that um well

[4:06:17] Voice 9: Well,

[4:06:19] Voice 4: it's just an acknowledgement that, you know, we've got the work plan, the timeline for the policy statement now in play.

[4:06:25] Voice 4: It does acknowledge there's a ton of work associated with this project, which we've known for a long time.

[4:06:29] Voice 4: And we are aware that other pieces of work in trust area services are taking sitting on the back burner because of it.

[4:06:35] Voice 4: It's come up at executive committee that, you know, that's unfortunate and there's a desire to maybe add additional resources to deal with that.

[4:06:43] Voice 4: so that would be up to this committee to decide if it wants to take that on it

[4:06:49] Voice 4: doesn't need to be particularly associated with this item but it's an

[4:06:53] Voice 4: item for discussion well

[4:06:56] Voice 18: yeah so that's my point that the paragraph is good

[4:07:01] Voice 18: information useful information good for counsel to know but I don't want to

[4:07:06] Voice 18: segue off into a conversation about hiring another resource to backfill

[4:07:12] Voice 18: trust area services capacity that's actually a business case um

[4:07:20] Voice 4: it's a bit there would

[4:07:23] Voice 4: could certainly advance the business case um trust council could also make a motion to be

[4:07:29] Voice 4: adding additional resources into the existing budget to support that function that's um you

[4:07:33] Voice 4: know council's traction um business case if we were to take the time to put that together

[4:07:39] Voice 4: other um you know it's sort of you're looking at your next

[4:07:42] Voice 4: fiscal year which i think we're planning

[4:07:44] Voice 4: to do anyway um but if we're talking about the current fiscal year um that's something that

[4:07:49] Voice 4: council could talk about and could advance the

[4:07:57] Voice 8: one thing i can add in response to um i share

[4:07:59] Voice 8: elliot's question was around do i have the funds to do it i don't my salary our salary my salary

[4:08:04] Voice 8: budget is tracking to be fully spent for this quarter i don't have additional savings at this

[4:08:09] Voice 8: point in time well

[4:08:12] Voice 18: yeah that's it that's what i was making that assumption there is no money

[4:08:16] Voice 18: and therefore we're making a budget request to supplement that and that wouldn't be in this fiscal

[4:08:24] Voice 18: it

[4:08:25] Voice 4: could be so it's so

[4:08:27] Voice 18: you would move money from

[4:08:29] Voice 4: another area or council just approves the

[4:08:31] Voice 4: addition to the approved budget so we approve the budget every year in march if when we're

[4:08:36] Voice 4: tracking through the year new information comes to light we want to resource something different

[4:08:41] Voice 4: Trust councils can absolutely approve spending on a certain initiative.

[4:08:45] Voice 4: So in the same way we just had a recommended resolution related to the CAO performance policy,

[4:08:50] Voice 4: there was a motion there that amends the budget.

[4:08:53] Voice 4: It says, take money and use it for this initiative.

[4:08:56] Voice 4: That's a redirection of money is already in the budget, but it's a direction towards spending the money.

[4:09:01] Voice 4: Same thing can happen here.

[4:09:03] Voice 4: It's simply a resolution to direct spending of up to X dollars to support the backfill of trust area services work.

[4:09:09] Voice 4: You know,

[4:09:10] Voice 1: if there's an

[4:09:10] Voice 4: analysis that's required associated with that in the form of some sort

[4:09:13] Voice 4: of like business case, staff can do that at the direction of this committee.

[4:09:18] Voice 4: It's, you know, my CA comments are mentioning it because it needs to be acknowledged so

[4:09:22] Voice 4: that when those pieces of work are not advancing in, you know, as quickly as trustees might

[4:09:28] Voice 4: like, everyone understands why that is.

[4:09:32] Voice 4: And we all agree that that's either acceptable or not acceptable and we resource the solution

[4:09:37] Voice 4: for it.

[4:09:41] Voice 17: So,

[4:09:43] Voice 18: what you're saying is that if Council endorses this policy statement,

[4:09:49] Voice 18: that the next step should be that Council should approve a transfer of $40,000,

[4:09:57] Voice 18: whatever the magic number is, to provide additional support to the task team to undertake this work.

[4:10:05] Voice 4: If Council doesn't want the other pieces of Trust Area Services work to be delayed, as they have been,

[4:10:11] Voice 4: that would be a wise move that's that is a solution to the known problem so if trust council

[4:10:18] Voice 4: says you know what it's acceptable that those pieces of work are not going to happen then you

[4:10:24] Voice 4: don't need to be um approving additional spending so

[4:10:28] Voice 18: then we as executive committee say that is not

[4:10:32] Voice 18: acceptable yeah then

[4:10:33] Voice 18: we should add that to a recommendation to

[4:10:36] Voice 9: this thing and so at least

[4:10:37] Voice 9: then there's a conversation about that so would it be something like that trust council recommends

[4:10:42] Voice 9: amendments to the 2023-24 budget to redirect for 45 000 in another area to backfill the policy

[4:10:53] Voice 9: advisor position you know for the following functions to fill the following functions or

[4:10:59] Voice 9: would you just say request staff to find

[4:11:03] Voice 4: money yeah so there's there's two things right one is

[4:11:06] Voice 4: redirecting from the existing approved budget another is adding monies to the existing group

[4:11:10] Voice 4: if you're going to be finding savings elsewhere we've worked to go find the savings to see what

[4:11:16] Voice 4: other areas we can under spend it to spend as you're saying

[4:11:20] Voice 11: or

[4:11:21] Voice 4: you just it's a straight up

[4:11:22] Voice 4: we approve spending of up to thirty thousand dollars and forty five thousand dollars

[4:11:27] Voice 11: for

[4:11:27] Voice 4: this purpose um and you can recommend the trust council make that resolution and give

[4:11:34] Voice 4: staff direction to do that

[4:11:36] Voice 9: I'd like to add that recommendation so at least we

[4:11:40] Voice 9: have the option to take action I would like you or not yeah

[4:11:43] Voice 18: because then the

[4:11:44] Voice 18: other thing is is guess what council doesn't approve it it means you're not

[4:11:48] Voice 18: gonna get that work done we

[4:11:49] Voice 9: keep yeah you

[4:11:51] Voice 9: keep running up against it so you

[4:11:54] Voice 18: realize there's jeopardy as well always and I'm

[4:11:56] Voice 9: always the one making super

[4:11:58] Voice 9: popular motion but

[4:11:59] Voice 18: you're not making this popular motion we're suggesting

[4:12:04] Voice 18: that these three part of this other so

[4:12:07] Voice 9: good stop and add a recommendation it's

[4:12:14] Voice 9: a recommendation

[4:12:14] Voice 4: from EC it's separate to staff's recommendation so David do

[4:12:18] Voice 4: you have suggestions on how best to be sorry from

[4:12:21] Voice 4: executive to counseling I

[4:12:22] Voice 4: Stan corrected. Yeah, no, it

[4:12:24] Voice 18: goes. The second line second motion in this region.

[4:12:27] Voice 9: That's fine.

[4:12:28] Voice 6: If we can hold on one second. I'll bring it up on screen. Oh, shouldn't be a

[4:12:32] Voice 9: good budget amount for

[4:12:36] Voice 9: On

[4:12:36] Voice 15: 45,000

[4:12:37] Voice 15: In 2017

[4:12:45] Voice 15: 40,000

[4:12:45] Voice 9: Thank you for having me.

[4:12:47] Voice 15: I

[4:12:47] Voice 9: hope that you got it.

[4:12:50] Voice 9: I

[4:12:51] Voice 8: hope it's a happy day.

[4:12:55] Voice 8: Thank you for pulling a number for it.

[4:12:58] Voice 8: I'll look for whatever I can get.

[4:13:00] Voice 8: Well, no, exactly.

[4:13:03] Voice 18: Julia, Julia, it sounds better.

[4:13:05] Voice 18: Don't offer that.

[4:13:06] Voice 18: It's rule of law. Don't offer that.

[4:13:10] Voice 16: Don't do that.

[4:13:10] Voice 16: Yes,

[4:13:16] Voice 9: I have the money.

[4:13:16] Voice 9: I want to find a best bet.

[4:13:19] Voice 9: I'll do that.

[4:13:20] Voice 9: Yeah, that's right.

[4:13:27] Voice 7: So

[4:13:27] Voice 9: if it's just amending the 2023-24 budget to add $40,000.

[4:13:33] Voice 9: Sorry, I'm just not

[4:13:42] Voice 15: sure why I'm not in this section, but it's just an additional motion.

[4:14:27] Voice 9: Displaced. So when I say displaced or the displaced, I'm going to add here the P&C normal work that's normally done by the

[4:14:43] Voice 9: for a contractor to undertake the work

[4:14:47] Voice 9: either displaced by the

[4:14:48] Voice 9: state intervention project or to

[4:14:50] Voice 9: Oh,

[4:14:51] Voice 4: I would keep it simple. I would say

[4:14:53] Voice 4: approve X dollars

[4:14:55] Voice 4: of additional funding

[4:14:56] Voice 4: in the fiscal 2025 budget

[4:14:58] Voice 4: to support the work of

[4:15:01] Voice 4: trust area services.

[4:15:02] Voice 9: Okay.

[4:15:03] Voice 9: Do that again.

[4:15:11] Voice 4: Approve

[4:15:12] Voice 4: spending spending them up to whatever dollars 40

[4:15:15] Voice 4: 000

[4:15:17] Voice 15: um to correct that 40 000 yeah in the

[4:15:23] Voice 15: 2024

[4:15:23] Voice 4: slash 25 budget to support work with trust area services and advancement of policies okay

[4:15:37] Voice 18: and obviously when you're asked to really say yes we can cut the ability to transfer that fund

[4:15:44] Voice 18: So it's not

[4:15:45] Voice 18: going to affect it.

[4:15:46] Voice 9: It's not transferred.

[4:15:47] Voice 9: It's next year.

[4:15:47] Voice 4: Our budget control and investment policy,

[4:15:49] Voice 4: we're well within our rights to do this.

[4:15:53] Voice 4: So

[4:15:57] Voice 18: does that standalone make sense?

[4:16:08] Voice 9: Maybe for

[4:16:09] Voice 9: additional spending.

[4:16:16] Voice 15: I'm

[4:16:16] Voice 16: just going to advance from the policy statement.

[4:16:22] Voice 15: Advance and that?

[4:16:24] Voice 15: Yeah.

[4:16:27] Voice 16: Simple question.

[4:16:28] Voice 16: My English is my first language.

[4:16:32] Voice 9: Thank you.

[4:16:33] Voice 9: Pretty much what I wanted to say.

[4:16:38] Voice 18: So it makes sense to everybody.

[4:16:39] Voice 18: So I have a mover, Trustee Elliott.

[4:16:41] Voice 18: Thank you.

[4:16:42] Voice 18: Secretary of the Seconded.

[4:16:44] Voice 18: Tim Peterson.

[4:16:45] Voice 18: Thank you.

[4:16:46] Voice 18: Any further discussion?

[4:16:47] Voice 18: All those in favor?

[4:16:50] Voice 18: Excellent.

[4:16:51] Voice 11: Thank you.

[4:16:53] Voice 18: Let's hope that we can make it so.

[4:16:55] Voice 18: So with that said, now we have 7.22, an amended policy statement amendment project briefing.

[4:17:05] Voice 18: Rfd. Yeah, rfd. Um, it's just now ready to go to council as a menu and

[4:17:12] Voice 9: brief. So general

[4:17:13] Voice 18: consent will advance the rfd. The policy statement member project has men. Okay. Um, so let's

[4:17:23] Voice 18: keep on going. It's uh, we're almost uh, planning services is our next section. We have a consent

[4:17:32] Voice 18: to drive agenda items there. There's two items there. Are they ready to go to council on

[4:17:37] Voice 18: Pages 164, 72.

[4:17:42] Voice 18: Dr. Zermak, do you have anything to advise us?

[4:17:46] Voice 18: Thank you.

[4:17:48] Voice 18: I'm not seeing anything around the table,

[4:17:50] Voice 18: so I'm going to advance 8.11 and 8.12 to counsel as presented.

[4:17:54] Voice 18: No, we should see.

[4:17:56] Voice 11: It's efficient.

[4:17:58] Voice 18: I'm trying.

[4:18:01] Voice 18: Discussion items 8.2.1, bylaw, compliance, enforcement,

[4:18:05] Voice 18: policy review, updates, request for decision.

[4:18:10] Voice 18: is this ready to go to council are there any questions around this one from staff

[4:18:16] Voice 9: uh sorry let me get out of could

[4:18:18] Voice 9: you 173 173 yeah um great

[4:18:23] Voice 15: change yeah

[4:18:27] Voice 9: so this one is a little

[4:18:29] Voice 9: tricky uh and i just want to make sure that it is clear because we requested revisions that were not

[4:18:38] Voice 9: that trust council is not going to see we want regional planning committee wants trust council

[4:18:43] Voice 9: to endorse the general direction of the provisions but they're not reflected in the material so

[4:18:48] Voice 9: was everybody clear on that when they was it looked okay

[4:18:52] Voice 9: because

[4:18:52] Voice 16: you're

[4:18:55] Voice 9: going to see this manual compliance and enforcement policy manual

[4:19:00] Voice 9: which we did not think was ready to go to trust council i actually thought it wasn't going to be

[4:19:04] Voice 9: on this agenda because i thought our pc said send it away do more work plain language it

[4:19:13] Voice 9: so i'm a bit surprised to see the by the um the manual here yeah

[4:19:22] Voice 18: so uh stefan can you address

[4:19:25] Voice 18: that is that your ability to address that was the direction for it to go away and be playing

[4:19:30] Voice 18: created in plain language and be forwarded to council or was it um that had to go back to uh

[4:19:38] Voice 18: regional planning committee thank

[4:19:41] Voice 1: you mr chair the resolutions are captured in the uh the rfd

[4:19:45] Voice 1: RFD that you have there. So it is correct that due to the timing of producing this agenda

[4:19:51] Voice 1: and the timing of the RFC, we only had enough time to put this RFD on this meeting without

[4:19:57] Voice 1: time to go through the deliverables. So we tried to make as clear as possible that you

[4:20:05] Voice 1: have the same draft products that regional planning committee saw, and then the resolutions

[4:20:10] Voice 1: that the RPC passed are there and then when the information is presented we'll

[4:20:15] Voice 1: say that you know the changes that were requested to be made have yet to be made.

[4:20:20] Voice 1: Now I did not think that RPC said go away and come back because then that

[4:20:24] Voice 1: would have been in November we wouldn't have been able to meet the timelines and

[4:20:28] Voice 1: that doesn't indicate to me what the resolutions are that they are asking

[4:20:33] Voice 1: Trust Council to approve the changes to the project charter which include the

[4:20:37] Voice 1: timelines and deliverables and all that so however if the uh executive committee wants us to go back

[4:20:43] Voice 1: and make those amendments before going to trust council it's a reasonable request i don't think

[4:20:47] Voice 1: it'll take too long it's just we try to coach the regional planning committee to make the amendments

[4:20:52] Voice 1: specific to the documents and they kind of bulked at that and said no we just want to make general

[4:20:57] Voice 1: comments and go away and do it and so it takes a little more um interpretation to go in such a

[4:21:03] Voice 1: revision it's it's less precise and takes more time so that's why you have it before you the

[4:21:07] Voice 1: way you do so i guess my summary is that you have the correct document and we're following

[4:21:14] Voice 1: the process that you know staff understood was accepted and per resolution of the rpc to go forth

[4:21:19] Voice 1: uh creating a plain language language document certainly was uh requested but doing that

[4:21:25] Voice 1: particular deliverable would take quite a bit of time and and by just telling trust council that

[4:21:29] Voice 1: we're going to go away and do that we thought that was sufficient to meet the timeline the

[4:21:33] Voice 1: deliverables and of course it comes back again in december with all these deliverables in hand so

[4:21:39] Voice 1: i think the main point was to make sure that trust council approves of the direction of the project

[4:21:44] Voice 1: and asks rpc to continue that work and they will still get a final they will get to see the the

[4:21:51] Voice 1: draft when it comes to them in december again happy to take any direction if if you want us

[4:21:56] Voice 1: to go take a crack at making those amendments i'm not sure we'll have enough time to make the

[4:22:00] Voice 1: plain language change because that'll pull off on i

[4:22:04] Voice 9: just thought the manual was not going to

[4:22:06] Voice 9: be included because it was not ready but if you know that's fine the way it is and

[4:22:14] Voice 9: uh we're just seeking council's direction to the it needs to be made plain language i don't think

[4:22:19] Voice 9: it needs to be done right away i just didn't think it was going to be forwarded to trust council

[4:22:23] Voice 9: because it's not ready.

[4:22:27] Voice 1: Perhaps I could ask the Trustee Elliott,

[4:22:30] Voice 1: what are you seeing as not ready?

[4:22:33] Voice 5: The manual.

[4:22:34] Voice 9: The second motion.

[4:22:35] Voice 9: I remember the conversation being,

[4:22:38] Voice 9: this is not ready.

[4:22:39] Voice 9: Send the policy, you know, 5.5.1

[4:22:42] Voice 9: and the draft LTC,

[4:22:45] Voice 9: bylaw enforcement compliance policies,

[4:22:47] Voice 9: but the manual is not ready.

[4:22:49] Voice 9: It needs significant work.

[4:22:51] Voice 9: That's how I understood,

[4:22:53] Voice 9: but I think the resolution is unclear.

[4:22:56] Voice 9: It said, make plain, create a plain language version.

[4:23:03] Voice 9: And you inferred that it would be Florida to trust councils for their

[4:23:08] Voice 9: information. I inferred that it would not until it was ready, but it's fine.

[4:23:13] Voice 9: We just interpret it differently. And that's.

[4:23:17] Voice 18: So Stefan,

[4:23:18] Voice 18: I guess your intention here is to undertake the wishes of the regional

[4:23:23] Voice 18: planning committee, which is to create a plain language version.

[4:23:26] Voice 18: I'll just get you to answer yes or no there.

[4:23:28] Voice 18: I

[4:23:29] Voice 1: am seeking I'm ensuring that trust council agrees with that direction yes okay

[4:23:33] Voice 18: and so um

[4:23:35] Voice 18: then it's so you're looking for endorsement of the overall document outside of the the language

[4:23:43] Voice 18: used and so is it appropriate then for that second motion to be and I'm not sure whether

[4:23:50] Voice 18: or not it's appropriate even but the trust council endorsement principle the draft amendments to the

[4:23:54] Voice 12: the

[4:23:54] Voice 18: bylaw and that a final version be returned to council for approval is that a way to get to this

[4:24:02] Voice 18: place that you want to be in

[4:24:03] Voice 1: certainly i think something like that we could amend the the second

[4:24:08] Voice 1: resolution to endorse the draft amendments um and you know um direction uh indicated or resolutions

[4:24:16] Voice 1: of rpc a type of language to capture the fact that we have not included their their comments

[4:24:24] Voice 1: from last week into the draft that you have before you

[4:24:27] Voice 9: that's better yes so

[4:24:32] Voice 18: i'm gonna ask

[4:24:33] Voice 18: alexandra if you captured any of that no so what i need is a motion um to amend this uh rfd

[4:24:44] Voice 18: in order to capture that outcome into RFP, yeah.

[4:24:50] Voice 18: Well,

[4:24:51] Voice 9: I would just add after,

[4:24:53] Voice 9: so in section, recommendation two,

[4:24:56] Voice 9: after policy 5.5.1, because that's all fine,

[4:25:00] Voice 9: comma, and RPC's direction to create a plain language

[4:25:05] Voice 9: version of the current draft bylaw compliance

[4:25:09] Voice 9: and enforcement best practices manual.

[4:25:11] Voice 9: Because now council is seeking direction, or we're seeking, yeah, does that work?

[4:25:27] Voice 6: I have just to add after policy 5.1 comma and RPC's direction to create

[4:25:40] Voice 9: a plain language

[4:25:42] Voice 9: version of the draft bylaw compliance and enforcement best practices manual.

[4:25:58] Voice 15: best practice is manual just one moment and i'll bring it up

[4:26:04] Voice 11: are you

[4:26:06] Voice 15: following that stefan

[4:26:08] Voice 11: hi

[4:26:09] Voice 1: i am you

[4:26:13] Voice 11: can see our screen there

[4:26:14] Voice 11: uh

[4:26:15] Voice 1: i only see the uh thing but i'm typing my own notes and i've i'm copying it word for word what

[4:26:21] Voice 1: i'm hearing okay

[4:26:23] Voice 16: does alexander's been

[4:26:24] Voice 16: put up on the screen there it

[4:26:26] Voice 1: is i

[4:26:27] Voice 16: do see it

[4:26:50] Voice 9: Yeah. And I think that keeps us on track. Allows us to do the work. It's just clarifying.

[4:27:01] Voice 18: Yeah. Okay. So I have a motion to amend the RFP. Are there a second for that? Thank you.

[4:27:08] Voice 18: Thank you. I'm just going to call the vote. All those in favor? I carried. And so now

[4:27:16] Voice 18: something else so I'm going to then suggest that item 8.2.1 before the

[4:27:25] Voice 18: council has amended general consent Thank You Toby next item 8.2.2 is

[4:27:35] Voice 18: planning staff time tracking development application processing cost recovery

[4:27:39] Voice 18: recovery briefing um uh staff's good work and is that ready to go to council

[4:27:54] Voice 1: mr chair if that is a nod to me perhaps i'm jumping into the conversation it's hard to

[4:27:59] Voice 1: talk from the sky view that i have here go

[4:28:02] Voice 17: ahead thank

[4:28:03] Voice 1: you um staff admittedly or me i

[4:28:05] Voice 1: admittedly struggled with producing this report um great help from julia to get me through some

[4:28:12] Voice 1: of the marrying fiscal language with the planning language it says draft across it you'll note that

[4:28:19] Voice 1: that was very very deliberate watermark we're very good at producing staff reports on staff time

[4:28:26] Voice 1: in terms of current planning but matching that to the revenue is um is very challenging so we're

[4:28:33] Voice 1: still it's a work in the process we're trying to the problem is we've got a new application

[4:28:38] Voice 1: application software, CityView versus Tapas, that integration was mid-May, so asking it to produce

[4:28:43] Voice 1: information related to application time or process is challenging, as well as getting new reports to

[4:28:49] Voice 1: say things that you want them to say is equally challenging. And then, of course, we have a new

[4:28:54] Voice 1: accounting standard saying that revenue is only recognized at certain times during the application

[4:29:00] Voice 1: process. So all that's new. And then, of course, it's all new software. And of course, I'm a bit

[4:29:05] Voice 1: slow when it comes to trying to marry financial language with planning world so uh it's a work

[4:29:11] Voice 1: in progress i think the interim cao and i are still working on that and i i think we would

[4:29:17] Voice 1: intend to bring this back or perhaps the interim cao can give me a better guideline on that but

[4:29:22] Voice 1: i do think we intend to bring it back um at the next meeting so it's a more polished document

[4:29:28] Voice 18: so are you saying that we shouldn't be advancing with the council at this time

[4:29:31] Voice 18: that

[4:29:32] Voice 1: is what i'm saying

[4:29:34] Voice 4: there's a few amendments to this report that need to be made um before it

[4:29:39] Voice 4: lands in trust council's agenda on friday trust council did pass a resolution requesting this

[4:29:43] Voice 4: information at this meeting and at the next meeting so we will advance it this time around

[4:29:47] Voice 4: acknowledging that the draft before you need some tweaking is you know some of the numbers uh but

[4:29:53] Voice 4: our reports we're pulling uh we've got some revisions so we need to update there and there

[4:29:57] Voice 4: there will be further refinement of the analysis.

[4:30:00] at

[4:30:00] Voice 4: December's Trust Council meeting,

[4:30:02] Voice 4: which will be a little bit more useful, I think,

[4:30:05] Voice 4: because we will be through the transition periods

[4:30:07] Voice 4: that Director Cermak has mentioned

[4:30:09] Voice 4: with the transition to new accounting standards

[4:30:10] Voice 4: and transition to new city view reporting,

[4:30:13] Voice 4: which has made this particular report challenging.

[4:30:17] Voice 4: It should go to Council this time around as amended.

[4:30:21] Voice 18: Okay.

[4:30:21] Voice 18: So then I'm going to then take it then

[4:30:24] Voice 18: that this before Council as amended

[4:30:27] Voice 18: and that there'll be a note in there

[4:30:29] Voice 18: that says that you'll be bringing out early data

[4:30:33] Voice 18: or additional

[4:30:34] Voice 10: information in December.

[4:30:38] Voice 18: Is that fair?

[4:30:39] Voice 1: I'm not entirely sure.

[4:30:41] Voice 1: The resolution from Trust Council was to go September and March.

[4:30:46] Voice 1: So by being December, I don't think we were planning to

[4:30:50] Voice 18: come back then.

[4:30:50] Voice 18: So there'd be more information brought to Council in March.

[4:30:54] Voice 18: Yes.

[4:30:54] Voice 1: Correct.

[4:30:55] Voice 18: Okay, so

[4:30:56] Voice 18: I just wanted to know for sure what amendments

[4:30:58] Voice 18: that we as executive committee could expect

[4:31:01] Voice 11: and

[4:31:02] Voice 18: that's actually seeing it.

[4:31:04] Voice 18: And maybe we'll see it on the day council starts.

[4:31:07] Voice 18: Yeah,

[4:31:08] Voice 4: really primarily amendments

[4:31:09] Voice 4: to the revenue figure that's in here

[4:31:11] Voice 4: is going to change because we need to update

[4:31:14] Voice 4: for what we're getting out of the reporting.

[4:31:16] Voice 3: And

[4:31:16] Voice 4: then a little bit more of an explanation

[4:31:18] Voice 4: as to the analysis,

[4:31:20] Voice 4: just a little more plain language

[4:31:22] Voice 4: so folks can understand the process that was undertaken.

[4:31:25] Voice 4: Otherwise, largely what you've seen here

[4:31:28] Voice 4: is what's going to advance okay

[4:31:29] Voice 18: so i'm going to then take it then at 8.2.2 before the council

[4:31:33] Voice 18: has amended consent about that general consent perfect now 8.2.3 referrals to first nations

[4:31:41] Voice 18: and interim briefing on page 223 this is uh another piece of work that's been in the works

[4:31:49] Voice 18: for a while

[4:31:50] Voice 12: is

[4:31:52] Voice 18: it ready for council stefan do you have any remarks to make i

[4:31:57] Voice 1: have no further comments

[4:31:58] Voice 1: on this uh mr chair i

[4:32:02] Voice 9: am going to register a discomfort with where this is at i mean calling

[4:32:09] Voice 9: in an interim briefing is one thing um but honestly i don't think that the briefing supplies

[4:32:17] Voice 9: anything that we didn't know already um and i think council would have is expecting to see

[4:32:24] Voice 9: see a lot more conversation with referral clerks of the nation supposed to be more engaging.

[4:32:33] Voice 9: So the fact that we haven't got to that step of further engagement, I think it's going

[4:32:40] Voice 9: to be met with disappointment for Council.

[4:32:43] Voice 9: And I would have liked to see some options.

[4:32:45] Voice 9: I think it's not ready.

[4:32:49] Voice 9: We've had a year to work on this, and there's just no new information in this briefing.

[4:32:58] Voice 9: So be prepared for disappointment.

[4:33:04] Voice 9: I

[4:33:04] Voice 18: know.

[4:33:05] Voice 18: So despite your reservations, therefore.

[4:33:09] Voice 18: I

[4:33:10] Voice 9: don't think it's ready, to be honest.

[4:33:12] Voice 9: There should be options for what is the work plan going ahead.

[4:33:18] Voice 9: There's no plan with this.

[4:33:20] Voice 9: it's just here's what we know but this is already what we knew a year ago

[4:33:25] Voice 9: so nations are already

[4:33:27] Voice 9: saying we'd like a longer referral window so why isn't there an option for a 90-minute referral

[4:33:32] Voice 9: window that's for a 90-day referral window um or a plan to convene a round table of the eight

[4:33:42] Voice 9: nations that want to engage that we engage with frequently i mean yeah it's just we've been waiting

[4:33:53] Voice 9: a year to get this so I'm I

[4:33:57] Voice 18: can only

[4:33:59] Voice 18: say that certainly not everybody understands this and

[4:34:03] Voice 18: view this information beforehand most a lot of us do um there's certainly a problem and I don't

[4:34:10] Voice 18: know I can't speak all the way down to that um yeah so what do you say in response to Trustee

[4:34:20] Voice 18: Elliot's concerns there step on well

[4:34:26] Voice 1: I I mean that's his trustee Elliot's

[4:34:28] Voice 1: perspective and I and I respect it and and I can't disagree with some of the

[4:34:32] Voice 1: sentiments that she shares in terms of we're not further along than we'd like

[4:34:36] Voice 1: to be I think from stats perspective it's a resolution with no project

[4:34:40] Voice 1: charter attached to it and this is the kind of one of the points of what the

[4:34:44] Voice 1: report says is it's been off the side the desk staff have been engaging with

[4:34:49] Voice 1: referral coordinators and respective staff from first nations to get the answers that you had

[4:34:54] Voice 1: before you the report the briefing says that it's uh it's been a lot of conversations it's a complex

[4:35:00] Voice 1: matter and we are slowly evolving through both um you know developing relationship and the meaning

[4:35:06] Voice 1: behind how the various first nations would like to see the referral prices practices changed um

[4:35:13] Voice 1: Yeah, so the briefing is because we acknowledge it's been a time and we do need to report

[4:35:19] Voice 1: back to Trust Council in some way to this resolution and this is the honest truth of

[4:35:24] Voice 1: where we're at.

[4:35:25] Voice 1: The recommendation in terms of this idea as a whole, referrals to First Nations, is recommended

[4:35:32] Voice 1: to be captured more thoroughly in the strategic plan as well as reconciliation plan and so

[4:35:37] Voice 1: we can prioritize staff resources to make this more to the likings of Trustee Elliott

[4:35:42] Voice 1: and others who may share the same views and certainly staff are very keen to do this work

[4:35:46] Voice 1: i

[4:35:49] Voice 9: i'm sorry you've got your hand up um

[4:35:53] Voice 19: so my i understand where we're at i understand

[4:35:59] Voice 19: trustee elliott's frustration um share some of it myself so in that context i focused on the

[4:36:10] Voice 19: next section on next actions and of them develop a work plan to capture further

[4:36:21] Voice 19: direction of the work from this briefing which is to be done in the staff will

[4:36:30] Voice 19: will in the interim and I guess I wonder if you know that's fairly open-ended and

[4:36:40] Voice 19: perhaps a little vague uh for for for those uh that want to see this work advance a little uh

[4:36:49] Voice 19: a little more promptly um yeah so i mean i don't i i have no um i have no criticism of the

[4:37:02] Voice 19: of the actions um identified here in in the sort of next steps in the interim but um

[4:37:12] Voice 19: And I don't know whether staff have like a target date for developing the work plan that's referenced in point number eight there, and perhaps a target date might help.

[4:37:32] Voice 19: I don't know. I mean, I share some of Trustee Ellen's frustration because I think this is really, really important work.

[4:37:40] Voice 19: how we can further resource or prioritize this these activities isn't really clear to me from

[4:37:51] Voice 19: this briefing like how we can

[4:37:53] Voice 9: it's not a project this is planning this is land use planning which

[4:37:57] Voice 9: is our job so why

[4:37:59] Voice 9: do we need to make a project no

[4:38:00] Voice 19: sorry okay so develop a work plan is the part

[4:38:04] Voice 19: that i'm focusing on yeah so uh there's no timeline identified is there direction or what

[4:38:15] Voice 19: what can we do to help help staff kind of come help us with a with what we can do with about

[4:38:25] Voice 19: what that timeline looks like realistically are more resources needed like how do we advance this

[4:38:35] Voice 19: in a way that we can get staff to say okay this is we we're gonna have a work plan for this for

[4:38:42] Voice 19: march or we're gonna or we can have a work plan for this for march but we need xyz so i mean i'm

[4:38:50] Voice 19: just sort of looking at understanding the frustration recognizing staff capacity as

[4:38:58] Voice 19: i know this is both planning and and trust area services uh working together on this and and

[4:39:06] Voice 19: And obviously, I know what we do to trust area services as far as overburdening.

[4:39:13] Voice 19: So, yeah, so my question is, and maybe there isn't an answer today, and that's okay.

[4:39:20] Voice 19: But maybe some identifying resources that might be needed to get working on this work plan

[4:39:31] Voice 19: or something to develop a timeline so that we have trustees have some,

[4:39:40] Voice 19: Some goals set out like within X months or what's a target for a work plan?

[4:39:52] Voice 19: You get what I'm trying to say there?

[4:39:54] Voice 19: Just so that it doesn't feel like it's dragging on endlessly with no targets.

[4:40:04] Voice 4: I would just support resolutions that have deadlines.

[4:40:09] Voice 4: This one did not.

[4:40:10] Voice 4: I just had a quick look at it.

[4:40:11] Voice 4: so that always helps us prioritize what to focus on um so that's missing here i'm acknowledging

[4:40:17] Voice 4: it's been a long time as far as timelines to achieve the drafting of the work plan that would

[4:40:23] Voice 4: be um i think director cermak that would need to speak to that um i don't know what's what's all

[4:40:28] Voice 4: involved in in that particular piece um reporting back to this committee in between trust council

[4:40:36] Voice 4: meetings is an option to keep things advancing um it doesn't just have to be going to council

[4:40:41] Voice 4: meetings um but you know i'd look to my colleagues to supplement with their own comments on that

[4:40:48] Voice 18: so i have a question could we call this um a project status update or something not necessarily

[4:41:00] Voice 18: a briefing because it's obviously a work in progress um and or could we turn those eight

[4:41:08] Voice 18: in terms of staff will into an act actually an action directed by council turned into a motion

[4:41:15] Voice 18: and says uh and staff will report back in the future meeting and that in the meantime these

[4:41:22] Voice 18: activities will be undertaken and report back in december we'll say um because you've investigated

[4:41:31] Voice 18: investigated you've summarized what we know these are the next steps i think that council asked for

[4:41:38] Voice 18: options and to understand you know in broad terms understand the nature of the problem what we could

[4:41:43] Voice 18: do here are some things that we could do and i'd like to see council endorse that we should do

[4:41:48] Voice 18: those things so how could we is that a reasonable approach to the executive committee yeah basically

[4:41:57] Voice 19: basically trying to turn the next action section essentially sort

[4:42:01] Voice 9: of into an RFD?

[4:42:02] Voice 19: Yeah.

[4:42:03] Voice 9: I'd support that.

[4:42:04] Voice 9: And I would add, to incorporate this or implementation into the reconciliation, future

[4:42:11] Voice 9: reconciliation action plan, like, this is going to inform the reconciliation action

[4:42:18] Voice 9: plan.

[4:42:19] Voice 9: This is work that planning staff has done.

[4:42:21] Voice 9: Here's what we might consider.

[4:42:24] Voice 19: I mean, that is brought up in point number eight there.

[4:42:28] Voice 9: Or is the only action required, you know, on the bottom of 225, the further engagement

[4:42:33] Voice 9: First Nations is required.

[4:42:35] Voice 9: If you don't feel this is ready for decisions, do we need to dedicate resources or say we're

[4:42:42] Voice 9: going to prioritize planning staff getting together with First Nations referral clerks

[4:42:48] Voice 9: to have those meetings?

[4:42:49] Voice 9: like

[4:42:52] Voice 9: not about resourcing, it's what is the

[4:42:54] Voice 9: next step

[4:42:56] Voice 9: and I actually

[4:42:59] Voice 9: think the problem is the

[4:43:01] Voice 9: RFD originally, it doesn't

[4:43:03] Voice 9: even say explore options, it just says

[4:43:05] Voice 9: consider how we might

[4:43:07] Voice 9: consult, so it's

[4:43:09] Voice 9: kind of wiki-watching

[4:43:10] Voice 9: Well,

[4:43:11] Voice 18: that's where we got this report

[4:43:13] Voice 18: so Stefan, what do you want to do with this?

[4:43:15] Voice 1: Well, I'm at your mercy

[4:43:17] Voice 1: I gave you what I wanted to do with it

[4:43:19] Voice 1: in form of a briefing

[4:43:20] Voice 1: thing this is an example of what happens with the resolution sort of off the fly you know i mean i

[4:43:25] Voice 1: know this is a trustee submitted rfd and then it sort of has gone to the point it is happy to do

[4:43:34] Voice 1: the work however you feel fit it has been a challenge to to dedicate staff to do this work

[4:43:42] Voice 1: because we're all sort of doing the planning and the projects and we are talking to first nations

[4:43:46] Voice 1: conversations, but it's kind of happening per project, per application.

[4:43:50] Voice 1: There's no singular point of contact and I'm happy to take any direction.

[4:43:56] Voice 1: As per the briefing, the intent was to tell you, we have been working on it.

[4:44:00] Voice 1: It's a slow, long conversation.

[4:44:03] Voice 1: So I really want to emphasize there's no, there's not a quick win here.

[4:44:06] Voice 1: There's no, it's going to be based on a series of conversations.

[4:44:10] Voice 1: The quick win was the 90 day referral period.

[4:44:12] Voice 1: The other part to that is the communications efforts that we're working with applicants and trustees to say, you know, you have these decisions to make at these critical junctures.

[4:44:23] Voice 1: There's a lot more in this briefing, I think, than you're giving credit for.

[4:44:26] Voice 1: But then on top of that, you know, this work, as I said at the bottom, there's to develop a work plan and make sure it's within the strategic plan and the reconciliation plan, action plan, all which is coming to you for decision.

[4:44:37] Voice 1: decision. So then the question is, does this happen in parallel to that? Does this happen

[4:44:44] Voice 1: within that? I didn't want us to be leading the way in terms of and then finding out that

[4:44:51] Voice 1: there's other matters that we want to talk to First Nations with. Although I've been

[4:44:55] Voice 1: countered with that saying maybe this is just a singular item and it's worthy of just its

[4:44:59] Voice 1: own individual project. So that's why you have it framed the way you have is that we'll

[4:45:03] Voice 1: develop a work plan, I was waiting to see the strategic plan being adopted to make sure that

[4:45:07] Voice 1: that's the will of the trust council. And then that would give us clear indication that that is

[4:45:12] Voice 1: my moment to operationalize this as a resource need and we could dedicate it that way. So I think

[4:45:19] Voice 1: for the time being, the briefing for me seemed suitable at this moment in time to just bring

[4:45:24] Voice 1: everybody an update where we're at. Once the strategic plan is updated, I think that's the

[4:45:30] Voice 1: the best opportunity to say, okay, this is a priority.

[4:45:34] Voice 1: We can allocate resources.

[4:45:35] Voice 1: I have to do a departmental plan

[4:45:37] Voice 1: and I can allocate those resources at that time.

[4:45:40] Voice 1: So I was just trying to be sequential based on

[4:45:42] Voice 1: the various plans and strategies going out there

[4:45:44] Voice 1: and trying to indicate,

[4:45:46] Voice 1: meanwhile, we're still having these conversations

[4:45:48] Voice 1: and we can do some things

[4:45:50] Voice 1: such as the 90 day referral period.

[4:45:53] Voice 1: So I hope that helps answer your question, Mr. Chair.

[4:45:55] Voice 1: Well done,

[4:45:56] Voice 18: this is good work and appreciate it.

[4:45:58] Voice 18: you set the framework we're a little bit more hungry and our appetite is a bit bigger than

[4:46:03] Voice 18: just a briefing i think and tim do you have a motion you'd like to make or well

[4:46:08] Voice 19: i'm just uh

[4:46:08] Voice 19: before i make a motion i just want to i'm just sort of we we talked about turning this into an

[4:46:14] Voice 19: rfd and and i think of all of the um of all of the points uh under the next

[4:46:22] Voice 19: actions i think the

[4:46:24] Voice 19: the one that sort of makes most sense to me is number eight,

[4:46:29] Voice 19: and to basically looking for an RFD to direct staff

[4:46:35] Voice 19: to develop the work plan to do this stuff.

[4:46:39] Voice 19: You could use that language right there.

[4:46:40] Voice 9: Number one and number eight.

[4:46:42] Voice 9: You have to include

[4:46:42] Voice 19: the soliciting nations

[4:46:44] Voice 19: to get their feedback.

[4:46:45] Voice 9: But I'm sorry, wait.

[4:46:47] Voice 9: Because the

[4:46:48] Voice 9: strategic plan does not even contemplate this

[4:46:52] Voice 9: in First Nations Relations and Reconciliation,

[4:46:55] Voice 9: there is nothing assigned to regional planning

[4:46:57] Voice 9: in the area of improving our planning processes

[4:47:02] Voice 9: and changing how...

[4:47:05] Voice 9: So if you're waiting for this strategic plan

[4:47:07] Voice 9: to be approved, it's not in here.

[4:47:14] Voice 9: And that's where we're going to have

[4:47:17] Voice 9: a little breakdown right now.

[4:47:19] Voice 18: Well, I don't know that we're going to have a breakdown

[4:47:21] Voice 18: because we can...

[4:47:23] Voice 18: I think this is a good idea.

[4:47:24] Voice 18: Yeah. One in eight or all eight staff can figure out what they want to do.

[4:47:29] Voice 18: And once this is a direction, this council endorses that direction, it's going to have to be put on the strategic plan.

[4:47:35] Voice 18: And Julia has told us we can amend the strategic plan.

[4:47:39] Voice 18: OK, we could amend

[4:47:40] Voice 4: it today before it goes to council.

[4:47:42] Voice 4: Perfect. I think we're going to have to

[4:47:44] Voice 9: include this piece of work.

[4:47:46] Voice 9: and it

[4:47:48] Voice 18: kind of goes outside of that yeah i i'd rather council make that decision because

[4:47:55] Voice 18: it goes outside of

[4:47:56] Voice 19: this is in first nations clearly in first nations relations and

[4:48:00] Voice 19: reconciliation my point of view so

[4:48:03] Voice 18: tell me you want

[4:48:03] Voice 18: to make a motion one and eight i'm sorry

[4:48:08] Voice 19: well and then maybe maybe i just take a moment to check back with staff do you want to like is

[4:48:17] Voice 19: but make it more general um from the screen is that workable okay i'm happy

[4:48:23] Voice 19: to amend it this

[4:48:25] Voice 19: is just what i've heard so far thank you okay because of what i'm just thinking of is as i

[4:48:32] Voice 19: mean the work plan of course can incorporate anything anything that's on this list and

[4:48:37] Voice 19: anything else that makes sense to go on

[4:48:39] Voice 1: and write so i

[4:48:40] Voice 19: don't want to be over specific

[4:48:41] Voice 19: specific, but I don't want to not be stuck. I move that executive committee request staff

[4:48:49] Voice 19: to...

[4:48:52] Voice 19: Julia?

[4:48:54] Voice 4: Friendly amendment. It hasn't been moved yet.

[4:48:58] Voice 4: I would suggest that this entire report be turned into an RFD, and the recommendation

[4:49:04] Voice 4: recommendation in that RFD would be that Trust Council prioritize actions number one and number

[4:49:11] Voice 4: eight and give direction to report back at a specific time.

[4:49:14] Voice 19: Okay. So that staff turn the

[4:49:21] Voice 19: briefing.

[4:49:23] Voice 18: Well, she's typing up on the screen.

[4:49:26] Voice 15: I'm just trying to get in

[4:49:27] Voice 6: Julia's last. Thank you.

[4:49:29] Voice 6: Yeah.

[4:49:30] Voice 6: All right, here's number one and

[4:49:32] Voice 15: eight, is that right?

[4:49:35] Voice 18: Yeah.

[4:49:35] Voice 18: Next actions, numbers one and eight.

[4:49:39] Voice 18: So yeah, so let me know.

[4:49:46] Voice 4: So turn the inter-briefing into a request for decision that recommends Trust Council

[4:49:53] Voice 4: prioritize next actions number one and eight.

[4:49:58] Voice 4: And you could add a reporting time frame if you'd like.

[4:50:04] Voice 16: Yeah, report back in December.

[4:50:06] Voice 4: So it's added to the strategic plan and

[4:50:09] Voice 16: add it to the strategic plan.

[4:50:11] Voice 16: Sure.

[4:50:12] Voice 9: Well, it's kind of in there.

[4:50:14] Voice 9: And now it's proactive planning.

[4:50:15] Voice 9: Council

[4:50:16] Voice 18: can say sever the motion and decide separately about it.

[4:50:22] Voice 18: Is that on there? Is that any emotions breaking there?

[4:50:25] Voice 18: Severing? No, I don't have time to answer that

[4:50:29] Voice 15: one, dear.

[4:50:31] Voice 15: I

[4:50:31] Voice 18: just love to add it. I do.

[4:50:34] Voice 18: the best thing

[4:50:34] Voice 18: the best thing is to not have family and yeah yeah yeah

[4:50:41] Voice 13: you can separate

[4:50:42] Voice 13: you want to make two separate functions i don't want yeah but we're not going

[4:50:45] Voice 18: to do that right now

[4:50:51] Voice 18: are you offended stefan is this doable

[4:50:58] Voice 17: so the first part

[4:50:59] Voice 1: is i i can't imagine why i'd be offended this is the will of the

[4:51:03] Voice 1: the EC and Trust Council, I'm happy to help you out.

[4:51:06] Voice 18: Thank you.

[4:51:08] Voice 18: Okay, are you happy with that, Tim?

[4:51:12] Voice 18: There's the first half, the next section section.

[4:51:15] Trustee Maude: Yes, sir, where?

[4:51:17] Trustee Maude: I would just go

[4:51:17] Voice 19: to turn the briefing on

[4:51:23] Voice 15: referrals.

[4:51:29] Voice 15: Referral student briefing into.

[4:51:32] Voice 15: Yeah.

[4:51:36] Voice 19: Okay, I move that Executive Committee request to have to turn the referrals to First Nations interim briefing into a request for decision that recommends that Trust Council prioritize next actions numbers 1 and 8 and report back to Trust Council in December.

[4:51:56] Voice 19: Do I have a seconder?

[4:51:57] Voice 18: David Vaughan, thank you. Good work, everybody.

[4:52:00] Voice 18: Any discussion? All those in favour?

[4:52:03] Voice 18: All right.

[4:52:04] Voice 18: Good.

[4:52:07] Voice 18: we're moving on to legislative uh and information services section for council

[4:52:12] Voice 18: consent agenda items 9.11 yeah that's the only one uh so any remarks david otherwise

[4:52:24] Voice 18: we'll advance it to council austin okay let's advance that to council as presented 9.11

[4:52:30] Voice 18: This brings us to decision and discussion items 9.21, 2.2, 2.3, and 2.4.

[4:52:40] Voice 18: The efficiencies I'm going to say is that any of these that you wish to discuss, 9.21, 2.2, 2.3, 4, 2.4.

[4:52:52] Voice 19: I'm just going to note that in the local trust committee meeting procedures by law or RFD,

[4:53:04] Voice 19: there's going to be pushback um i'm going to be part of that which

[4:53:09] Voice 18: one which one was that

[4:53:10] Voice 18: the

[4:53:10] Voice 19: local trust committee meeting procedures by law rf9.22 yeah okay so

[4:53:17] Voice 19: you just know i'm just

[4:53:18] Voice 19: noting that okay i

[4:53:19] Voice 19: don't need to spend a long time on it just don't

[4:53:21] Voice 18: know it's not this far

[4:53:26] Voice 18: Okay, so it comes to me like we're going to advance 9.21, 9.22, 9.23,

[4:53:34] Voice 13: and 9.24.

[4:53:36] Voice 13: 9.2.3, that one is from the executive council, so you might want to have a look at that.

[4:53:45] Voice 13: Okay,

[4:53:45] Voice 18: let's just say 2.1, 2.2, and 2.4, advance to council.

[4:53:49] Voice 18: And so what are you wanting to draw our attention to, David, on 9.2.3?

[4:53:54] Voice 18: Yeah,

[4:53:54] Voice 13: so this was, there's two things in the RFD. There was a request to come to council with some recommendations for the delegation process, like what should be changed in the bylaw.

[4:54:09] Voice 13: And the other was to look at three of the regional districts and report back on what they're doing. And that was the executive more than council.

[4:54:18] Voice 13: Yeah, so put that all into the same RFD. And then the request, sorry, the resolution said to work with the chair, Chair Luckham, and Vice Chair Peterson, to develop some recommendations on how to change the meeting procedure bylaw.

[4:54:39] Voice 13: So that's what I've done here. I didn't hear from Chair Luckin, but I did hear from Vice Chair Peterson.

[4:54:47] Voice 13: So these listed changes are mainly from that discussion.

[4:54:53] Voice 13: So I have not drafted a bylaw.

[4:54:57] Voice 13: This is actually going to council and saying here is what executive committee feels should be changed in relation to delegations.

[4:55:04] Voice 13: and if you agree let's ask staff to come back and that will give me the opportunity to figure out

[4:55:11] Voice 13: how to make this work in the bylaw but i just want to get clarity from council and from the

[4:55:17] Voice 13: executive that these are the changes you would like to see to address the concerns you raise

[4:55:22] Voice 13: with delegations so if

[4:55:25] Voice 13: it's not ready to go to this council that's fine we can take it to december

[4:55:29] Voice 13: but sorry yeah we can take this time if you don't feel comfortable if he does

[4:55:36] Voice 13: not agree but these are the things you would like to take the council you know

[4:55:41] Voice 18: I agree with this work and I think that you're it's appropriate to ask the

[4:55:46] Voice 18: question of counselors is this what you're imagining for this delegation so

[4:55:52] Voice 18: Tim I know you would yeah

[4:55:55] Voice 19: no I said my comments directly to David director

[4:55:59] Voice 19: And I think this encompasses everything that I had concerns about before I wanted addressed

[4:56:06] Voice 19: and went a little bit further, which I appreciate.

[4:56:10] Voice 18: So Vice Chairs

[4:56:12] Voice 18: Maude and Elliott, first time you've seen this.

[4:56:15] Voice 18: Are you comfortable?

[4:56:16] Voice 18: Yeah.

[4:56:17] Voice 18: Yeah.

[4:56:17] Voice 9: Yeah.

[4:56:18] Voice 9: I think it is good.

[4:56:20] Voice 9: It may not tweak very much in the end, but yeah, it's great.

[4:56:26] Voice 9: Well,

[4:56:27] Voice 19: to me, what it speaks to is not plowing into giving staff work to do without any analysis.

[4:56:39] Voice 19: And it also speaks to the piece when there's a time sensitive request, it's going to go to executive committee as a

[4:56:49] Voice 19: matter of course.

[4:56:50] Voice 19: so it kind of it touches all the main points that I was being bothered by with

[4:56:57] Voice 19: the way that we Trust Council had been dealing with delegations in the past and

[4:57:02] Voice 19: I think it's I mean I'm Trust Council wants to deal with it we'll see but I

[4:57:07] Voice 19: it's all my main concerns are addressed in this and and David came up with some

[4:57:13] Voice 19: other things that I appreciated and glad to see them addressed here so I'm happy

[4:57:19] Voice 19: I

[4:57:21] Voice 18: think it's put structure behind something that we've just been winging all these years.

[4:57:24] Voice 18: I agree, and they need that structure.

[4:57:27] Voice 18: So then I'm going to take it then that 9.23 be forwarded to Council as presented.

[4:57:33] Voice 18: Thank you for that work, David, and thank you, Tim.

[4:57:35] Trustee Maude: Just a quick one. Did we skip over 8.221?

[4:57:44] Trustee Maude: Maybe we did.

[4:57:45] Trustee Maude: 8.2211, let's see if there's a budget request on the UBCM convention.

[4:57:51] Voice 19: no we're not that we're going that's after this section okay council yeah that's going to be back

[4:57:57] Voice 19: in executive yeah i just kept running oh yeah yeah

[4:57:59] Voice 19: yeah we're almost ready to go back okay now i've

[4:58:03] Voice 18: lost my face

[4:58:04] Voice 18: yeah we've got to

[4:58:07] Voice 18: go back to this agenda yeah so there's still lots of time left

[4:58:10] Voice 18: in this day yeah okay so that's 9.2 dealt with um now um we have a closed meeting agenda

[4:58:21] Voice 18: let's pick that because it's yet another document let's pick that up at the end

[4:58:26] Voice 18: of this we do

[4:58:28] Voice 6: that within the EC and camera which is at the end of the

[4:58:31] Voice 6: meeting yes so

[4:58:32] Voice 18: I don't need to address it here because we're skipping right to

[4:58:38] Voice 6: twelve point one okay so there's

[4:58:41] Voice 18: three consent agenda items there that's been

[4:58:45] Voice 18: approved by FPC so I think we just forward this to council as presented is

[4:58:50] Voice 18: that all right mm

[4:58:51] Voice 11: -hmm okay

[4:58:52] Voice 18: so take it as so and then discussion items budget

[4:59:00] Voice 18: assumptions and principles I'm finally glad Julia isn't it true that that

[4:59:06] Voice 18: people have figured out this is a really important yes you've been

[4:59:10] Voice 4: saying it for

[4:59:11] Voice 4: years I think folks are coming around this version has more clear direction

[4:59:16] Voice 4: from the council, which is the direction this whole organization is

[4:59:20] Voice 4: headed in, so we'll be pleased to help you with that.

[4:59:23] Voice 18: Great. 12.2.1. Are we ready to send this to council? Yep. Thank you very much.

[4:59:29] Voice 18: So let's get that one gone. 12.2.2, amendments to special property tax requisition for decision.

[4:59:37] Voice 18: OK, that's here.

[4:59:41] Voice 4: We discussed this at FPC, right?

[4:59:43] Voice 4: yeah

[4:59:44] Voice 18: briefly

[4:59:45] Voice 4: it was there for info yeah it was

[4:59:47] Voice 4: really yeah primary change is just how to deal

[4:59:50] Voice 4: with unspent money so 12

[4:59:52] Voice 18: .2.2 board council has presented awesome new business dark sky principles

[5:00:00] Voice 18: adoption advocacy request for decision uh that's from trustee morrison um it's certainly circulating

[5:00:07] Voice 18: amongst ltc's i've seen it a couple times myself now and so we're satisfied with that work and we

[5:00:13] Voice 18: have to counsel and decide we'll advance it to council thank you trustee morrison for this good

[5:00:19] Voice 18: bit of work

[5:00:19] Voice 16: so

[5:00:21] Voice 18: 13.1 forwarded to council 13.2 update on work to date action 26 advocate the

[5:00:28] Voice 18: The project for changing provincial and regional levels is sponsored by Tiny Homes on Wheels,

[5:00:33] Voice 18: the Adams Trust Housing Strategic Action Plan,

[5:00:35] Voice 18: and the Press for Decision,

[5:00:36] Voice 18: Bowling, Campbell, and Elliott.

[5:00:41] Voice 18: Where did we see this?

[5:00:42] Voice 18: We saw this at RPC last week,

[5:00:44] Voice 18: so probably you fellows haven't seen this.

[5:00:49] Voice 18: I think we're ready for it.

[5:00:50] Voice 18: Go to council.

[5:00:52] Voice 18: Everybody endorse that?

[5:00:54] Voice 18: They

[5:00:54] Voice 6: follow the direction of RPC.

[5:00:57] Voice 6: Sorry, just one thing.

[5:00:58] Voice 6: this does need to be as amended as the CEO comments were not able to be added in time

[5:01:04] Voice 6: because of the when we received the RFD oh

[5:01:08] Voice 18: thank you okay so CEO comments will be added to 13.2

[5:01:12] Voice 18: let's record that and then I'd say that 13.2 before the council has amended

[5:01:19] Voice 18: I think we're there.

[5:01:22] Voice 18: It's lunchtime.

[5:01:27] Voice 18: I think the rest of that is straight forward.

[5:01:32] Voice 18: So we've gone to 19.9.3.4,

[5:01:35] Voice 18: Code of Conduct Review Next Steps Request for Decision.

[5:01:39] Voice 6: We'll

[5:01:40] Voice 18: get one back to you.

[5:01:41] Voice 6: Trustee Updates, 15.6.

[5:01:46] Voice 6: Trustee Leroni did provide

[5:01:48] Voice 6: provide Shellfish Aquaculture Management Advisory Committee update.

[5:01:52] Voice 18: Okay, so that's new.

[5:01:57] Voice 18: So we'll include that.

[5:01:59] Voice 18: That's the work of that representative reporting to Trust Council.

[5:02:02] Voice 18: I'm grateful for that.

[5:02:03] Voice 18: So we'll include that.

[5:02:05] Voice 18: Is that all right?

[5:02:07] Voice 18: Okay.

[5:02:10] Voice 18: So now I'm okay

[5:02:12] Voice 18: to go to 9.2.

[5:02:13] Voice 18: The

[5:02:13] Voice 6: last one is 16.1,

[5:02:16] Voice 6: which is the proposed December Trust Council three-day program.

[5:02:19] Voice 6: and then we're back to the regular agenda.

[5:02:26] Voice 18: Oh, I see it.

[5:02:27] Voice 19: We didn't

[5:02:28] Voice 19: miss the code of motion.

[5:02:32] Voice 19: But we,

[5:02:33] Voice 15: no,

[5:02:34] Voice 19: we sent it forward.

[5:02:35] Voice 9: Yeah, we did.

[5:02:36] Voice 6: We

[5:02:36] Voice 19: didn't get into the weeds on it for some reason.

[5:02:41] Voice 6: So Chair Luckom actually, when we were discussing that,

[5:02:44] Voice 6: forwarded 2.1, 2.2, and 2.4,

[5:02:48] Voice 6: and then we went back to discuss 0.3.

[5:02:51] Voice 6: Yep.

[5:02:52] Voice 6: So, yes, we

[5:02:53] Voice 6: have dealt with all of those.

[5:02:54] Voice 18: Okay. And then so obviously there's a proposed December Trust Council three day program for information.

[5:03:01] Voice 18: Is that here?

[5:03:02] Voice 16: Yeah.

[5:03:03] Voice 18: And so obviously that gets advanced.

[5:03:06] Voice 9: Perfect.

[5:03:07] Voice 18: Now, that concludes the trust council agenda.

[5:03:09] Voice 18: Yeah,

[5:03:10] Voice 5: great.

[5:03:12] Voice 18: Okay, so now let's are we ready to continue?

[5:03:16] Voice 18: you

[5:03:16] Voice 5: um

[5:03:19] Voice 18: so that then brings us to page three of the executive committee agenda which indeed as

[5:03:29] Voice 18: was pointed out by dr moth executive committee 2025 26 budget request request for decisions

[5:03:36] Voice 18: just 60 to 67. um julia help me out with this

[5:03:44] Voice 4: i will

[5:03:46] Voice 18: i'm just going to drive back to

[5:03:47] Voice 4: that agenda. Thank you. So easy, as with all the other committees needs to talk about what it wants

[5:03:57] Voice 4: to advance into the budget cycle for fiscal 2025-26. Normally what comes to this committee

[5:04:05] Voice 4: is a briefing looking at some of the operating items and the business cases for some of the

[5:04:09] Voice 4: projects. We've advanced the operating items and standard programming items to this meeting.

[5:04:14] Voice 4: business cases for key Trust Council projects will be coming at a later meeting. This meeting

[5:04:19] Voice 4: is simply twofold, as I think we're all in agreement of. And there's also

[5:04:23] Voice 4: some further

[5:04:24] Voice 4: analysis that needs to go into some of those business case developments. So what's in the

[5:04:29] Voice 4: RFD that's in the agenda is looking at those operating and programming pieces. There's a fair

[5:04:36] Voice 4: amount of detail in there as to how we arrived at the proposed amounts

[5:04:39] Voice 11: for

[5:04:40] Voice 4: operating items. We're

[5:04:44] Voice 4: an inflationary figure for things like meetings we're actually looking at our actual plans

[5:04:48] Voice 4: how often

[5:04:49] Voice 3: are we meeting

[5:04:49] Voice 4: what format are we meeting in where are we going um and then for

[5:04:52] Voice 4: program programming pieces um where it's a bit of both it's a bit of what have we spent

[5:04:58] Voice 4: historically and what are we planning for next fiscal

[5:05:00] Voice 11: uh

[5:05:01] Voice 4: one of the things that i've added in

[5:05:02] Voice 4: here which is new is a separate line for ubcm and abic convention that line has like the budget for

[5:05:09] Voice 4: that has historically been buried in the ec training and conference line and easy travel

[5:05:13] Voice 4: for training line which isn't very clear as to how much we're spending on that so

[5:05:17] Voice 4: there is a policy that guides attendance at that convention and spending on it it

[5:05:22] Voice 4: makes sense to have its own line item

[5:05:24] Voice 4: and so we've made that change so I don't

[5:05:29] Voice 4: know that there's too much we need to say on those operating pieces there

[5:05:32] Voice 4: might be more questions on some of the programming which director Frieder can

[5:05:36] Voice 4: speak to do you want some information on those or do you want to simply make

[5:05:42] Voice 4: portion or ask questions.

[5:05:44] Voice 19: Ask questions.

[5:05:46] Voice 19: Yeah, Tim.

[5:05:47] Voice 19: So Akabayi, my question comes up a couple of times, but I'll start with item number three.

[5:05:54] Voice 19: And because there's a couple of iterations of it, I'm sure there's a simple explanation.

[5:06:00] Voice 19: So in the proposed 2025-26 budget column, it reads 4,000 and then into the notes it reads 5,000.

[5:06:11] Voice 19: um and then there's i'll comment on that it's an easy one

[5:06:17] Voice 4: um the note section is referring to the

[5:06:20] Voice 4: fiscal 25 budget which is the current year so in the current year that budget is five thousand

[5:06:25] Voice 4: dollars the proposed 25 26 budget is next year and we're proposing four thousand so they're

[5:06:32] Voice 4: different years which is why they're different numbers okay

[5:06:35] Voice 19: so the others i see there's 24

[5:06:37] Voice 19: for

[5:06:37] Voice 19: I was sure you had a great simple explanation

[5:06:42] Voice 19: I was just like my brain was melting

[5:06:44] Voice 19: on a guy

[5:06:45] Voice 19: why is it

[5:06:45] Voice 19: 15-9 here and then 15

[5:06:48] Voice 19: over here

[5:06:49] Voice 4: yeah one's the current year one's next year

[5:06:52] Voice 19: so

[5:06:54] Voice 9: I have a question on

[5:06:58] Voice 9: five but I think

[5:07:00] Voice 9: so executive committee training

[5:07:02] Voice 9: conferences was only

[5:07:04] Voice 9: 7500

[5:07:06] Voice 9: and somehow we pulled

[5:07:10] Voice 9: ABICC and ABCM attendance from that before? That doesn't seem right.

[5:07:19] Voice 13: We were overspending.

[5:07:20] Voice 13: Yeah, we overspent.

[5:07:22] Voice 9: But that's...

[5:07:23] Voice 18: Attendance is very, very, very...

[5:07:25] Voice 12: We're

[5:07:27] Voice 9: looking at five executive committee training offices was only 7,500.

[5:07:33] Voice 9: Yes.

[5:07:34] Voice 9: And yet we spent up to like 20 grand.

[5:07:38] Voice 4: Yeah, so, well, the accommodation piece

[5:07:40] Voice 4: of that $20,000 is actually going to be part of

[5:07:42] Voice 4: the travel for training budget line, which is a

[5:07:44] Voice 4: separate budget line. And then, of course, the staff

[5:07:46] Voice 4: that are attending there responded from a

[5:07:48] Voice 4: separate budget line. Oh, I see.

[5:07:49] Voice 4: The budget line wasn't properly resourced.

[5:07:52] Voice 4: Thank you. So, it's not all...

[5:07:53] Voice 4: And this is part of why I think it needs

[5:07:56] Voice 4: a separate line. So, it's very clear

[5:07:58] Voice 4: how much we want to allocate for that particular

[5:08:00] Voice 4: those two conventions.

[5:08:03] Voice 4: And then there's just one

[5:08:04] Voice 4: thing we need to be looking at

[5:08:06] Voice 4: that we all have the same for

[5:08:08] Voice 4: Yeah, I'm sure. Thanks. And that's also why you see the proposed number for next year being lower than previous years is because we've moved those dollars into the separate line for ABAs.

[5:08:26] Voice 4: Council meetings, I'll just comment briefly, you know, we're moving to $135,000 for in-person

[5:08:32] Voice 4: meetings, so cost of goods is rising, and that impacts that. That does assume for in-person

[5:08:37] Voice 4: meetings. We do save a fair chunk if Council chooses to move one of those electronic, but

[5:08:42] Voice 4: we're not making that assumption, and so that's part of what's driving that cost there.

[5:08:47] Voice 4: so

[5:08:55] Trustee Maude: um line item nine of the planning application sponsorships to me the number's low um we went

[5:09:06] Trustee Maude: over that last year and and with a lot of the housing projects for non-profit societies that

[5:09:15] Trustee Maude: are coming this way and i know like within my agencies almost every one of them's got a pending

[5:09:21] housing project so I'm my reading is that

[5:09:25] Trustee Maude: we're gonna see more and more

[5:09:28] Trustee Maude: applications for these so I just my gut tells me that if we overspent last year

[5:09:34] Trustee Maude: we're probably gonna go substantially next year so I just I think the numbers

[5:09:41] Trustee Maude: slow in my mind so that's just my comment well

[5:09:49] Voice 4: this is the time to revise

[5:09:52] Voice 4: those numbers so certainly if you're getting the sense that's too low you know if you look at the

[5:09:57] Voice 4: strat plan there's a number of housing initiatives there as well so um it's important so it might be

[5:10:02] Voice 4: something council wants to resource more heavily so you can absolutely change that number if you

[5:10:07] Voice 4: have one in mind so

[5:10:10] Voice 18: this number actually isn't a direct expense right it's a revenue reduction

[5:10:16] Voice 4: uh that's right which is kind of treated the same as an expense it hits your bottom line the same

[5:10:21] Voice 4: way but it's just not actually requested it's essentially

[5:10:29] Voice 4: waiving the cost of the application

[5:10:30] Voice 16: yeah our labor costs go up because we're not recovering as much anymore which is small already

[5:10:38] Voice 16: okay

[5:10:39] Voice 18: and it looks like 306 000 total do we know what that total was last year it was similar

[5:10:48] Voice 4: um so fiscal 2024 the amount of application sponsored are valued at just over 16 000.

[5:10:55] Voice 4: The current year's budget is $15,000, and I don't

[5:11:00] Voice 18: know where we're

[5:11:00] Voice 4: at with that.

[5:11:01] Voice 4: I'm

[5:11:01] Voice 18: sorry, all 12 of those items is $306,000 total.

[5:11:05] Voice 18: Oh, sorry.

[5:11:06] Voice 18: Yeah.

[5:11:07] Voice 18: Do we know what

[5:11:07] Voice 18: the total Executive Committee budget request was last year?

[5:11:12] Voice 4: We would have it somewhere.

[5:11:13] Voice 4: I don't have it off the top of my head.

[5:11:16] Voice 4: At $100,000.

[5:11:17] Voice 4: It was quite high last year.

[5:11:18] Voice 9: How much?

[5:11:19] Voice 9: It was quite high.

[5:11:22] Voice 9: Another big chunk for Microsoft, I remember.

[5:11:26] Voice 15: Okay.

[5:11:27] Voice 15: right yeah so

[5:11:30] Voice 18: is this ready you

[5:11:32] Voice 19: know you put together a lot of supporting information

[5:11:34] Voice 19: number nine to 20.

[5:11:39] Trustee Maude: 25. well my guess is 25 i think well

[5:11:44] Voice 19: over 25.

[5:11:46] Trustee Maude: whatever you want to ask for we'll ask for 25 and we'll defend the council i actually think

[5:11:52] Trustee Maude: this is one of the ones that most

[5:11:55] Voice 19: most trustees should be like this is fairly defensible okay

[5:11:59] Voice 19: all takes priority so

[5:12:01] Voice 9: but business cases are going to come for like 11 and 12 public communications

[5:12:05] Voice 9: and reconciliation action fund no no

[5:12:08] Voice 8: you weren't so oh you guys could scroll down we've included

[5:12:12] Voice 8: the details of the buckets that finally want to support in the table itself what is process

[5:12:18] Voice 9: improvement and recreation i don't understand what that is there remember you want

[5:12:23] Voice 8: 60 63

[5:12:31] Voice 8: So we've just outlined here in general themes, thematic areas where we've got a spreadsheet

[5:12:36] Voice 8: going around the different areas of spending, acknowledging that through the year things

[5:12:42] Voice 8: like reconciliation and communications require some level of flexibility to respond to the

[5:12:46] Voice 8: real world moving around us.

[5:12:48] Voice 8: So this is how we would intend to generally allocate the funding and although with both

[5:12:52] Voice 8: this and reconciliation we've included a contingency amount because of course we

[5:12:56] Voice 8: are programs are responsive to things that happen.

[5:13:00] Voice 9: So FDC recommended the

[5:13:02] Voice 9: Trust Council not do a budget complication

[5:13:07] Voice 8: for this fiscal year.

[5:13:10] Voice 8: Council policy still anticipates it happens annually so staff are budgeting

[5:13:14] Voice 8: Council policy will be followed should you wish to change to remove those funds

[5:13:20] Voice 8: you could but that would be prejudging next year's decision if you see yeah

[5:13:24] Voice 10: or

[5:13:26] Voice 8: and proceed to recommend

[5:13:28] Voice 8: changes to that policy right

[5:13:29] Voice 15: most

[5:13:32] Voice 4: of the items in public communication are um they are just

[5:13:36] Voice 4: supporting ongoing actual pieces of work which is why there's no business case really it's not

[5:13:42] Voice 4: really a justification for why we need to engage in communications if more information is needed

[5:13:46] Voice 4: we can provide it. If the business case format is preferred, we could slip it into that, but it would be light.

[5:13:54] Voice 4: It would be light, and you

[5:13:55] Voice 8: already have approved your communication strategy and that's a good quality impact.

[5:14:00] Voice 9: No, I don't need, I just haven't seen, maybe I don't remember public communications being funded last year to 50,000, did we?

[5:14:08] Voice 9: It was 55.

[5:14:10] Voice 9: Wow, thank you.

[5:14:15] Voice 18: There was 8.2.1.1 forwarded to council as amended.

[5:14:21] Voice 18: I think I

[5:14:22] Voice 8: heard questions about the reconciliation

[5:14:23] Voice 8: budget as well.

[5:14:24] Voice 8: Did we want

[5:14:25] Voice 18: to go there?

[5:14:26] Voice 3: Yeah.

[5:14:29] Voice 8: You can scroll down.

[5:14:30] Voice 9: Number 12.

[5:14:35] Voice 9: Because we don't have a reconciliation action plan.

[5:14:38] Voice 9: No.

[5:14:39] Voice 9: And so this is sort of in development.

[5:14:43] Voice 9: I'm guessing.

[5:14:46] Voice 8: Yep, and I'm happy to speak to this if you like.

[5:14:48] Voice 8: So this is being brought to you.

[5:14:49] Voice 8: You have a reconciliation plan that has essentially expired, and now we are working towards, you

[5:14:55] Voice 8: know, anticipating councils can ask us for a new one.

[5:14:57] Voice 8: We're already, you know, undertaking that work, and so we are bringing forward what

[5:15:03] Voice 8: we think will be the funding needed to support the implementation of that plan.

[5:15:08] Voice 8: You'll see here a major emphasis is on training of staff and trustees.

[5:15:11] Voice 8: in the work that we're doing as part of community of practice with regional districts you know

[5:15:17] Voice 8: really the theme is organizational readiness because we can do all we can but if people aren't

[5:15:22] Voice 8: ready to be at meetings aren't ready to turn their hearts and minds the right way to do the work

[5:15:26] Voice 8: and align as public servants internally with the direction the province is now wanting staff to be

[5:15:31] Voice 8: it's difficult to then leadership can only do it if everyone's with us and so that is you know

[5:15:37] Voice 8: going to be proposed as a source of emphasis and then the other ones that are here are best

[5:15:42] Voice 8: guess estimates around where the program might go next year you could easily double this probably

[5:15:48] Voice 8: or triple it um for the work you want to do so this is really you know a best guess estimate

[5:15:53] Voice 8: and i would suggest it's modest um you have received 150 000 grant from a province for this

[5:15:59] Voice 8: work much of what was allocated to um capacity funding so we didn't use it internally we used

[5:16:06] Voice 8: it to assist nations to engage with us um so this would come largely from base budget or almost all

[5:16:11] Voice 8: from base budget i believe um and then each local trust committee will also be coming in with

[5:16:17] Voice 8: you know associated work associated with their projects um as we develop the reconciliation fund

[5:16:23] Voice 8: this may be different next year right you will then have something to cross against with you

[5:16:28] Voice 8: know council identified actions you'll have a lot more specificity which are operating a bit of

[5:16:32] Voice 8: great my hope is to have something to you um at least an outline of a plan for december and maybe

[5:16:39] Voice 8: something by march but again it's capacity permitting and we're doing the best we can right

[5:16:45] Voice 8: now but the good work continues and i'm really excited at some point to do a round of what's

[5:16:50] Voice 8: going to help me

[5:16:52] Voice 9: so i get that this is a proposed budget are we not um putting in options for

[5:17:00] Voice 9: or community C2C grant funding, for instance,

[5:17:03] Voice 9: that potential feast hosted by Say Out.

[5:17:05] Voice 9: If it was a nation that wants to do it, they should build it.

[5:17:08] Voice 8: So I note there that the $5,000 is just a placeholder number.

[5:17:12] Voice 8: We will refine that as we get more information from Say Out.

[5:17:16] Voice 8: So we aren't at this point, we haven't.

[5:17:18] Voice 8: We could, as I say, you could double or triple this number

[5:17:20] Voice 8: and then anticipate you're going to get C2C grant funding,

[5:17:22] Voice 8: should you wish to do so.

[5:17:23] Voice 8: At this point, we don't have, you know,

[5:17:26] Voice 8: defined things for next fiscal year to allocate against.

[5:17:29] Voice 8: so this may be a number you see changing and morphing as

[5:17:32] Voice 9: we move through

[5:17:33] Voice 8: the budget process

[5:17:33] Voice 8: sort of one more

[5:17:34] Voice 9: question on the training for staff and trustees that number is

[5:17:39] Voice 9: sounds like it's assuming another another membership it would be insufficient i would

[5:17:44] Voice 8: suggest oh yeah so

[5:17:45] Voice 8: if you're wanting to do that i suggest you're looking at a much bigger room for

[5:17:48] Voice 8: um so that's a conversation probably this team needs to have maybe at your next meeting

[5:17:53] Voice 8: and of course there's procurement challenges um every time we you know spend large dollars we

[5:18:00] Voice 8: probably need to have a competitive process of sorts or justify direct award you certainly could

[5:18:05] Voice 8: put a lot more money towards training you could probably put 50 000 to training

[5:18:09] Voice 8: it should you wish to continue with culturally committed and then also have some in-house

[5:18:12] Voice 8: custom pieces um specific to our work

[5:18:19] Voice 8: Yeah, we brought you what I would paraphrase as modest, understanding the typical desire

[5:18:24] Voice 8: to be frugal, but this could be much bigger and training is certainly a place to invest.

[5:18:32] Voice 4: I'll just mention there's opportunity to refine this as we move through the budget cycle.

[5:18:36] Voice 4: That happens often.

[5:18:37] Voice 4: So as

[5:18:38] Voice 4: we sort of, you know, advance some of these pieces of analysis, if we need to be

[5:18:44] Voice 4: adjusting these numbers, we can do that.

[5:18:51] Voice 18: any further amendments i think it was just the one um amendment so we'll advance 8.2.1.1

[5:19:03] Voice 18: to council as amended this is

[5:19:05] Voice 6: not an executive committee agenda we're no longer advancing to

[5:19:08] Voice 6: trust council so this is for ec to make the motion that's on the so

[5:19:13] Trustee Maude: somebody has to read

[5:19:15] Trustee Maude: all this stuff out. I

[5:19:18] Trustee Maude: believe I just volunteered. I move that the Executive Committee forward its

[5:19:26] Trustee Maude: 2025-26 budget request to Financial Planning Commission for inclusion in the draft 2025-26

[5:19:32] Trustee Maude: budget. One, $135,000 for Trust Council meetings. Two, $6,000 for Trust Council training and

[5:19:40] Trustee Maude: conferences. Three, $4,000 for trust council travel for training. Four, $6,200 for executive

[5:19:47] Trustee Maude: committee meeting expenses. Five, $2,500 for executive committee training and conferences.

[5:19:53] Trustee Maude: Six, $2,000 for executive committee travel for training. Seven, $7,800 for UBCM and ABICC

[5:20:03] Trustee Maude: conventions. Eight, $6,000 for history and heritage conservation. Conservation grants

[5:20:09] Trustee Maude: and aid, $925,000 for planning application sponsorship, $10,000 for NAPTEC application

[5:20:18] Trustee Maude: sponsorship, $11,000, $50,000 for public communications, $12,000, $50,000 for reconciliation action

[5:20:25] Trustee Maude: and implementation.

[5:20:29] Voice 18: Moved and seconded by Toby Elliott. Thank you.

[5:20:33] Voice 18: Any discussion? All those in favor?

[5:20:36] Voice 18: That carries. Thank you very much.

[5:20:38] Voice 18: Thank you, Alex.

[5:20:39] Voice 18: Okay, let's go to 8.2.1.2, UBCM Convention.

[5:20:50] Voice 18: Can

[5:20:51] Voice 9: we have a brief break?

[5:20:52] Voice 9: I'm excused.

[5:20:54] Voice 9: Sure.

[5:20:56] Voice 18: Let's

[5:20:56] Voice 11: break for 10 minutes.

[5:20:58] Voice 11: Sounds great.

[5:32:10] Voice 11: 8.2.1.2

[5:32:12] Voice 18: here we are union of british community municipality convention next week um for four

[5:32:20] Voice 18: items attached supporting material um did you do you

[5:32:26] Voice 16: know whether or not there's

[5:32:27] Voice 18: been any feedback

[5:32:28] Voice 18: on the re-change rescheduling the provincial staff meetings yeah is that not possible not possible

[5:32:33] Voice 18: okay so long line there i guess is we have not attended which meeting was that could i just

[5:32:40] Voice 18: That's the first one, it's a three, it's

[5:32:44] Voice 6: in the, you know,

[5:32:45] Voice 18: I don't know.

[5:32:45] Voice 6: No, but I can bring up here, I'll bring up the PDFs, we can always, oh, do we know which

[5:32:50] Voice 9: one that is?

[5:32:51] Voice 9: It's about having a request for a review, so we have a, we

[5:32:56] Voice 8: have a little schedule for

[5:32:57] Voice 8: you here.

[5:32:58] Voice 8: Oh, thank you.

[5:33:00] Voice 18: Well,

[5:33:01] Voice 8: thank you to Lori.

[5:33:02] Voice 7: Thank you, Lori.

[5:33:03] Voice 7: Thank you, Lori.

[5:33:06] Voice 18: Oh, assistance with, no, yeah, assistance with First Nations engagement, yeah.

[5:33:10] Voice 18: Yeah, we just have to double down on that. There's other opportunities.

[5:33:16] Voice 7: So the question is, would you like to accept the meeting and send, at this point, it would be,

[5:33:23] Voice 8: which one is it that has the call?

[5:33:27] Voice 17: It's the

[5:33:27] Voice 17: provincial assistance with three people.

[5:33:28] Voice 8: It's the

[5:33:28] Voice 8: next one, actually.

[5:33:29] Voice 8: Wednesday AM.

[5:33:31] Voice 8: Scroll down. It's the next one that's really challenging.

[5:33:36] Voice 7: No,

[5:33:36] Voice 18: I think the middle one

[5:33:38] Voice 7: is the challenge.

[5:33:38] Voice 7: Okay, yeah.

[5:33:39] Voice 7: Yeah, because it's friends from 11 K to D.

[5:33:42] Voice 7: so would you like to decline that or

[5:33:45] Trustee Maude: proceed can we just send staff you

[5:33:50] Voice 8: could but i would

[5:33:51] Voice 8: suggest staff just had a conversation with ministry staff on this topic

[5:33:58] Voice 8: sorry which

[5:33:58] Voice 6: one are we talking about you're

[5:34:00] Voice 3: talking about 11 50 to 12 20 that's the one yep

[5:34:05] Voice 3: one up there you go it's uh certainly we can always use the time with our colleagues

[5:34:11] Voice 3: so i think that the time doesn't look to be in conflict at the five minute

[5:34:14] Voice 3: meeting. It's not so

[5:34:16] Voice 19: well. It's a 10 minute thing.

[5:34:17] Voice 3: I mean, if we

[5:34:18] Voice 3: had a

[5:34:18] Voice 19: great cab.

[5:34:21] Voice 19: They're

[5:34:22] Voice 8: in different locations. So they have to travel.

[5:34:25] Voice 19: And walk away.

[5:34:26] Voice 4: So I see over an hour between those though. One ends at 1030

[5:34:29] Voice 4: starts at 1150.

[5:34:32] Voice 19: Yeah, it was 1230 1230s.

[5:34:34] Voice 19: It's 1220.

[5:34:36] Voice 19: 10 minutes. Got

[5:34:37] Voice 4: it. Thank you. We

[5:34:38] Voice 19: got 10 minutes to get out of

[5:34:40] Voice 19: that meeting. And I don't want 10 blocks away.

[5:34:43] Voice 8: So you have a number of other trustees that didn't put their hands up for this meeting

[5:34:47] Voice 8: but could be, you know, in place to attend. So you've got Trustee Stamford, Trustee Fast,

[5:34:55] Voice 8: who else was going? Just as, you know, Trustee Patrick already has a name. So you could deputize

[5:34:59] Voice 8: those three to go with staff to have this conversation, or you could just send Trustee

[5:35:04] Voice 8: Patrick, who's already put her hand up, with staff, or you could forego the opportunity.

[5:35:07] Voice 8: any

[5:35:09] Trustee Maude: trustee patrick is a conflict with us oh

[5:35:12] Voice 8: yeah okay so you could say yeah i would suggest

[5:35:18] Voice 18: i'm still

[5:35:21] Voice 9: not seeing a conflict that's really well we

[5:35:24] Voice 19: got we finished this meeting at 12 20

[5:35:27] Voice 19: and then we've got to be 10 blocks away and

[5:35:30] Voice 4: then you should be in your seats

[5:35:33] Voice 4: so i was originally preparing this to this but this is the issue there's 10 minutes between

[5:35:38] Voice 4: these two meetings you can't get to the private meeting people

[5:35:40] Voice 9: can leave the staff meeting early

[5:35:42] Voice 9: well it's only half an hour i don't have to tell the staff 12 10 and

[5:35:48] Voice 8: you might like i think you

[5:35:50] Voice 8: would if you have traffic issues or you find issues you wouldn't want to jeopardize that

[5:35:55] Trustee Maude: those systems

[5:35:56] Voice 18: well if anybody if executive committee members want to attend this meeting

[5:36:02] Voice 18: and come in late to the other meeting and say there's no reason why you can't do

[5:36:08] Voice 19: that i mean

[5:36:08] Voice 19: I mean, it's an important meeting and I'd like to make it happen.

[5:36:14] Voice 8: Just know it can't happen until the new government would be sworn in

[5:36:18] Voice 8: because their staff can't meet with other elected officials.

[5:36:21] Voice 8: So you would have to...

[5:36:26] Voice 9: You'd be on hold for a few months here.

[5:36:34] Voice 9: I'm willing to take the risk and be late.

[5:36:41] Voice 19: What if we plan ahead, have a cab sitting at the curb waiting for us

[5:36:46] Voice 19: and we dash out into the cab?

[5:36:48] Voice 19: It's only 10 blocks.

[5:36:50] Voice 19: i mean we're not going to run there in time but if we have cabs sitting there waiting for us

[5:36:53] Voice 19: can

[5:36:53] Voice 9: we request the private meeting vote and what instead person

[5:37:00] Trustee Maude: saying this makes a lot

[5:37:01] Trustee Maude: of faster than doing a bcm meaningful it's just a oh yeah side yeah

[5:37:10] Voice 18: i think yeah well we can deal

[5:37:14] Voice 18: with that that's too

[5:37:21] Voice 19: difficult for me

[5:37:23] Voice 16: to come we

[5:37:25] Voice 19: can deal with that when we get to i think we can

[5:37:26] Voice 19: find options between now and then are

[5:37:33] Voice 8: we hearing you'd like to keep the meeting

[5:37:35] Voice 11: i'm i will not

[5:37:37] Voice 11: oh

[5:37:39] Voice 9: we

[5:38:05] Voice 4: can't

[5:38:09] Voice 19: we can't we can't walk but we could if we like say if we have a cab waited

[5:38:13] Voice 19: pre-order account waiting for us

[5:38:15] Voice 7: I think

[5:38:28] Voice 9: that one is too important somebody needs to go and

[5:38:34] Voice 9: it just defast is the only one who's not in that in Stanford I think is that

[5:38:41] Voice 9: Stanford

[5:38:42] Voice 18: yeah you know the other option that exists is entirely possible there's other

[5:38:48] Voice 18: the councils that are having the exact same dilemma, and when we get to UCM, you check

[5:38:54] Voice 18: in at the staff appointment desk, we can just say, could we bump this up a half an hour

[5:38:59] Voice 18: for an opportunity, right?

[5:39:01] Voice 8: You can always ask when you get there. From our, from the number of people at their end

[5:39:04] Voice 8: that are attending, I suspect it's going to be tricky to shift. They've allocated quite

[5:39:08] Voice 8: a substantial amount.

[5:39:09] Voice 18: What I'm saying is if somebody else cancels, we

[5:39:11] Voice 18: could let it know if we can bump it up.

[5:39:15] Voice 18: I'd be happy with that, rather than the essential value, but if at the end we decide we're not going, we need to respect where it's found space and tell them we're not going.

[5:39:37] Voice 18: And,

[5:39:37] Voice 11: you know, the only reason I'm saying I'm not going to

[5:39:38] Voice 18: come is because I want to be in that space, welcome the other trustees to the committee, engage with the consultant, and be there.

[5:39:48] Voice 16: If we stall on introductions, because

[5:39:55] Voice 19: we know you're sitting in the cabin, you're on your way, we can do that.

[5:39:59] Voice 19: Do you want to do that Toby? Let's do that. I'll go, you go, Stamford and Fast will go.

[5:40:07] Voice 19: We'll just do our best to get there ASAP.

[5:40:10] Voice 16: It's important.

[5:40:11] Voice 16: I

[5:40:11] Voice 19: think it's important.

[5:40:12] Voice 19: Okay.

[5:40:12] Voice 19: Thank you.

[5:40:13] Voice 15: Keep going.

[5:40:14] Voice 16: Okay.

[5:40:15] Voice 15: Bye there.

[5:40:17] Voice 15: So, um,

[5:40:22] Voice 18: Alexander, I want to really thank you for putting this graph together. This is the first time I've seen it all day at my place.

[5:40:27] Voice 18: And I was trying to get these appointments to happen on the Wednesday. I was doing this on the corner of my gas tank to figure out what's what.

[5:40:36] Voice 18: I don't know why. I don't know why the reporting up from UCM is not better than it is. It used to be.

[5:40:43] Voice 18: Oh, I see. I do file that report.

[5:40:46] Voice 9: morning. Okay.

[5:40:48] Voice 9: Could you step back up? Is there not one missing? Oh, no, but that's the wildfire

[5:40:53] Voice 9: prevention. Okay. I'm not sure I signed up to be there, but that's fine. Yeah, and I think there's

[5:41:00] Voice 18: other information. I was

[5:41:04] Voice 4: the judge to have breakfast or morning snack, given the

[5:41:12] Voice 4: on the

[5:41:14] Voice 4: meeting with uh directly the private meeting it's going to take you to tvm

[5:41:24] Voice 15: yeah

[5:41:24] Voice 18: let's all connect on monday or at least text back to work on sunday

[5:41:29] Voice 18: but so we're all yeah we are i'm going to be there to change hotels i'm going to be there sunday night

[5:41:36] Voice 18: i'm going to be reaching about sunday night downtown

[5:41:38] Voice 18: town.

[5:41:41] Voice 9: Do we have any indication when our resolution might be

[5:41:46] Voice 9: debated? Is it the first policy session, which is the Wednesday?

[5:41:50] Voice 18: Well, that's usually in the included groups. If it's not

[5:41:54] Voice 18: controversial. I haven't seen it.

[5:41:59] Voice 18: Resolutions book and it will

[5:42:00] Voice 18: tell us the number won't tell you the time. And so you can

[5:42:04] Voice 18: kind of guess reasonably well where it's going to be. And in

[5:42:09] Voice 18: In most situations, we end up in a block that's blocking it.

[5:42:12] Voice 9: I don't think this one has a recommendation, so it is a debatable one.

[5:42:19] Voice 18: Well, one of us needs to be there to do it.

[5:42:22] Voice 18: I'm happy to be there.

[5:42:24] Voice 18: But if

[5:42:25] Voice 9: it's the Wednesday, it's not possible.

[5:42:28] Voice 9: The principal policy session is 10.30 a.m. to 11.45 on the Wednesday.

[5:42:33] Voice 9: Well,

[5:42:34] Voice 18: in that situation, we might be able to get, um, see if there's, um,

[5:42:41] Voice 18: Pass to Stamford?

[5:42:45] Voice 9: Yes, I'll make a description.

[5:42:48] Voice 9: The next one is the morning of the Thursday, 8.35, so it doesn't happen on Wednesday.

[5:42:56] Voice 9: Yeah.

[5:42:59] Voice 9: Did anyone take a look at the workshops, and who would like to do what?

[5:43:05] Voice 19: I have looked at them all.

[5:43:07] Voice 19: I have looked at them briefly, but I didn't have all that.

[5:43:12] Voice 19: I mean, I certainly didn't have any of these ministry meetings.

[5:43:17] Voice 18: Now that we've got this all laid out, let's just communicate in advance.

[5:43:23] Voice 19: We'll lay out some timelines.

[5:43:26] Voice 18: Our focus is now, and we have all the materials available.

[5:43:32] Voice 19: Yeah, there's quite a few that I don't see as fairly applicable.

[5:43:35] Voice 19: call.

[5:43:40] Voice 18: So is there anything else we need to discuss? We basically decided that we're going to keep that

[5:43:44] Voice 18: meeting and at least three of you are going to attend that.

[5:43:49] Voice 8: So one of the things that typically

[5:43:51] Voice 8: would have happened for this meeting would have been your key messaging for those various meetings

[5:43:54] Voice 8: and I

[5:43:55] Voice 8: would have had that for you to debate in your public meeting and so everyone had transparency

[5:43:59] Voice 8: and certainty about what's going to be discussed. My deep apologies that despite best effort that

[5:44:04] Voice 8: that has not been achieved.

[5:44:06] Voice 8: So I'm just looking to you.

[5:44:07] Voice 8: There's a number of pieces there.

[5:44:09] Voice 8: To what extent do you want staff now

[5:44:11] Voice 8: to prepare some key messaging for each of those meetings

[5:44:14] Voice 8: in terms of a couple of key bullets?

[5:44:16] Voice 8: And to what extent do you want to designate,

[5:44:19] Voice 8: for example, a meeting on a Tuesday afternoon

[5:44:22] Voice 8: who will speak to which topic?

[5:44:24] Voice 8: And I could work with each of the lead speakers

[5:44:27] Voice 8: on refining the messaging they might deliver one on one.

[5:44:30] Voice 8: Just would like your preferences to how you'd

[5:44:31] Voice 8: like us to proceed now that we can't do it at this table

[5:44:33] Voice 8: take yeah

[5:44:36] Voice 9: it's the afternoon one's really tricky because it's half an hour with one

[5:44:43] Voice 9: ADM for three topics um

[5:44:47] Voice 18: yeah you have to determine which will be priority and determine

[5:44:53] Voice 18: which ones you don't have I'm

[5:44:55] Voice 9: going to submit a one or two pager on the planning homes on wheels

[5:45:01] Voice 9: where they're at and the kind of conversation we'd like to have after UBCM.

[5:45:06] Voice 9: So to me this is an introductory, we'd like to engage with the building standards department

[5:45:18] Voice 9: and have some support on here's some ideas and then they can just take that away and

[5:45:23] Voice 9: follow up afterwards.

[5:45:25] Voice 9: So I don't think that'll be a long conversation.

[5:45:28] Voice 9: Bill 44 was Bowen Islands specifically, so they didn't speak to that.

[5:45:35] Voice 8: On that one, I think particularly, I don't know if I can bring up, Alex, perhaps bring up the PDF back from the Ministry that we sent back this morning.

[5:45:48] Voice 8: Again, when you deputized me at the end of the last meeting, I had to go off, if you remember we ran late, I had to run off and quickly enter your meeting request.

[5:45:55] Voice 8: so the wording was like you know quickly developed um but in there the the premise was why

[5:46:02] Voice 8: i think it's for islands trust to have a voice around why would bowen be given um a direction

[5:46:08] Voice 8: under bill 44 that essentially trumps the policy statement when the minister defended essentially

[5:46:13] Voice 8: the policy statement for salt spring is it this one um

[5:46:17] Voice 7: yes but you have to get much bigger okay

[5:46:30] Voice 8: So I would suggest for Islands Trust leadership to state their views around, do you feel that

[5:46:37] Voice 8: province should bring in legislation that essentially is competitive with the Trust

[5:46:40] Voice 8: Act?

[5:46:41] Voice 8: Because it's going to make it very difficult at your table in future, should you ever get

[5:46:45] Voice 8: a bylaw that complies with a different piece of legislation, but is contrary to our variance

[5:46:49] Voice 8: with the policy statement um i don't think that was contemplated only the director of legislative

[5:46:53] Voice 8: services our best guess is the folks drafting over housing very quickly probably didn't contemplate

[5:47:00] Voice 8: that nuance and then the letter to salt spring island from the minister represented some sober

[5:47:06] Voice 8: second thought that they hadn't and it was able to happen because salt spring's not yet a

[5:47:12] Voice 8: municipality bowen is but they didn't apply that same thinking to bowen at the time so i think

[5:47:17] Voice 8: that's where it came from. Bowen Municipality itself has recognized this potential conflict,

[5:47:21] Voice 8: so they've erased it. I think this would be for this table.

[5:47:30] Voice 15: There

[5:47:32] Voice 18: are certainly the subtleties of that are complex, and so having

[5:47:36] Voice 18: the notes on that to speak to would be helpful without compromising anything that Bowen did.

[5:47:45] Voice 8: So looking at this again, I mean it's that last sentence, it sort of would be fairly like,

[5:47:50] Voice 8: you know I was putting it on the ministry to explain itself and so you know you would understand

[5:47:56] Voice 8: where I think Salt Spring Island I think Salt Spring Island local trust committee wrote on its

[5:48:02] Voice 8: own without coming through this body to request to be added to the legislation that's something

[5:48:07] Voice 8: eventually we'll have to look at the advocacy policy but um yeah I think that last sentence

[5:48:13] Voice 8: would be but you would have to be comfortable speaking to it and then determine of your 30

[5:48:16] Voice 8: minutes how much time do you want to take for this i

[5:48:25] Voice 9: think this is a small item to raise for

[5:48:28] Voice 9: their information they need to take back so i'm going to explain over explain or get into the

[5:48:37] Voice 9: it's just pointing out so it's consistent

[5:48:39] Voice 19: so you have an item on the tiny homes right

[5:48:43] Voice 19: i know that trustee the housing solutions for rural communities i know mr patrick um has some

[5:48:51] Voice 19: thoughts the letter you just mentioned i think i'll put my head together with trustee patrick

[5:48:56] Voice 19: a little bit on that um because i don't know if you recall that letter that salt swing sent back

[5:49:02] Voice 19: the minister and

[5:49:04] Voice 8: that letter is modeled off a letter that got sent from the chair about two

[5:49:07] Voice 8: years ago yeah so you've

[5:49:08] Voice 8: got some consistent message but

[5:49:10] Voice 19: there's but there's some messaging

[5:49:11] Voice 19: in there that that i think we could use trustee patrick and i should could certainly um turn into

[5:49:17] Voice 19: a couple of points on the housing solutions for rural park

[5:49:23] Voice 10: i'll

[5:49:27] Voice 19: stick my head together

[5:49:28] Voice 19: with trust patrick over the weekend i guess i

[5:49:30] Voice 9: would suggest we reverse the order so start with

[5:49:34] Voice 9: rural solutions housing solutions for rural and rural communities develop some messaging with

[5:49:40] Voice 9: trustee patrick and mr peterson then go to and here's an anomaly how it's working out with

[5:49:48] Voice 9: you know there's some inconsistent rest doesn't mean a lot and you can end with um and i'd like to

[5:49:54] Voice 9: advance more conversation with your building safety standard branch um how can we support

[5:50:00] Voice 9: times on wheels is is there any options so if we don't end up having a conversation about that last

[5:50:09] Voice 9: one i will have some written material okay hopefully a follow-up meeting

[5:50:14] Voice 8: so my question

[5:50:15] Voice 8: for this group is to what extent does the whole group watch review the messaging or are you

[5:50:18] Voice 8: comfortable with different trust because typically we bring it all here for this body to look at

[5:50:23] Voice 8: are you comfortable with moving in an ad hoc manner this time that's my question

[5:50:27] Trustee Maude: well by default because this body can't look at it anyhow so but

[5:50:31] Voice 8: do you want it all circulated ahead

[5:50:32] Voice 8: of time i think it's right

[5:50:34] Trustee Maude: to circulate

[5:50:35] Voice 18: yeah no it's good so we're all know what page we're on

[5:50:38] Voice 18: okay so

[5:50:39] Voice 8: the other thing of

[5:50:40] Voice 18: course is that this messaging when we have opportunity to engage with

[5:50:44] Voice 18: ministers and other staff in the networking opportunities we want to be

[5:50:49] Voice 18: able to relay the same message so

[5:50:50] Voice 8: I'll ask that everyone working on their

[5:50:53] Voice 8: pieces have it to me by Sunday night that seems reasonable for the wildfire

[5:51:01] Voice 8: one if this the resolution was brought in by trustee Patrick I don't know if

[5:51:06] Voice 8: you want to make her primary spokesperson to that topic I think so

[5:51:13] Voice 8: So I did have a preliminary conversation with a staff person over there, and I think they're

[5:51:20] Voice 8: going to be positioned to answer some of our issues.

[5:51:23] Voice 8: And then the other one was the Provincial Review at 3.20 on Wednesday.

[5:51:35] Voice 8: Who would you like to be your primary spokesperson on that one?

[5:51:40] Voice 18: Chair?

[5:51:41] Voice 18: Sure. Yeah, more or less where I've left off, but the last conversation, some highlights would be good. Maybe some reflections on things we've asked for previously, reiterate that.

[5:51:55] Voice 8: On this one, as I noted earlier, like staff don't have a lot of direction on communications, we can essentially give you the motion that's being proposed. We can give you a key message about the letter you sent last time, which essentially was just the motion, and a little bit of extra verbiage.

[5:52:07] Voice 8: but we don't have you know we can't say why you know we can't give you keep you know I don't know

[5:52:12] Voice 8: your rationale for why you want to review the jurisdiction over marine for example like staff

[5:52:17] Voice 8: don't have that rationale to support you with and it will be the same Sherlock and when you get media

[5:52:21] Voice 8: inquiries or anything in the future we just don't have it at this time to support you with so we

[5:52:26] Voice 8: would just be giving you the bare bones and then leaving it to you as you know it's a political ask

[5:52:29] Voice 8: so you'll need to develop your own political messaging if that seems reasonable we'll support

[5:52:33] Voice 8: you with the the mechanics of it but we don't have any further depth to offer but

[5:52:38] Trustee Maude: i think part of it

[5:52:39] Trustee Maude: too is you know is it's a two-way street we're probably going to be looking to extract as you

[5:52:44] Trustee Maude: suggested feedback from the ministry going look how can we adjust this request to meet up what

[5:52:53] Trustee Maude: they asked is because a week later we're in trust council and we can say we talked to ministry staff

[5:52:58] Trustee Maude: they said this isn't a good idea or this is a really good idea so it's going to inform that

[5:53:04] Trustee Maude: later discussion so

[5:53:05] Voice 8: those of you who've had me at ubcm before will know it's great to do a little

[5:53:08] Voice 8: huddle like a two minute three minute huddle or more before we go into a room and you've

[5:53:12] Voice 8: sure luck knows i've said this many times silence can be your best friend

[5:53:17] Voice 8: posing something and then just allowing silence to happen and awaiting their response and you'll get

[5:53:23] Voice 8: often you get more value out of that than continuing to present so i'll continue to

[5:53:28] Voice 8: remind you of that as we move into these

[5:53:29] Voice 18: and we want to hear from them as much as we want them

[5:53:32] Voice 8: which will be tough on the two o'clock meeting with three big topics on the Tuesday but for the

[5:53:38] Voice 8: others I think as much as you can let them talk that those insights and staff will be in the

[5:53:42] Voice 8: background they're frantically taking notes for you okay well thank you that's what I needed I

[5:53:48] Voice 8: will work with the designated leads on key messaging to support them and I'll ask everyone

[5:53:52] Voice 8: to get me their materials by Sunday to start getting and we're all gonna have fun and

[5:54:00] Voice 16: if

[5:54:03] Voice 8: anyone's got concerns questions about travel please be in touch with Lori she's the one to

[5:54:08] Voice 8: taking points on that?

[5:54:09] Voice 18: There are no more ferry reservations available.

[5:54:12] Voice 18: I figured that out.

[5:54:14] Voice 13: There is that

[5:54:15] Voice 8: passenger ferry out of Nanaimo.

[5:54:16] Voice 13: Hello, yes, that's reliable.

[5:54:18] Voice 8: That passenger ferry out of Nanaimo might be an option

[5:54:20] Voice 8: because you come straight into the downtown?

[5:54:22] Voice 18: Yeah, it's not because there wasn't a hotel

[5:54:24] Voice 18: available in the downtown.

[5:54:27] Voice 18: I've got it figured out.

[5:54:28] Voice 18: Actually, there's lots of

[5:54:30] Voice 18: women who train. There's lots of women

[5:54:32] Voice 18: on the ferry. They just don't take any more

[5:54:33] Voice 18: patient cases off.

[5:54:38] Voice 18: Okay, we need Sam.

[5:54:40] Voice 18: we're good. All right, let's go to page four of our agenda. And this is new business. So LTC

[5:54:52] Voice 18: chairs reports on local advocacy topics. Nobody has anything. 9.22 Navigating Development of

[5:55:02] Voice 18: Housing Communications Product, Version 2, Request for Decision. Okay, so who's got this one?

[5:55:10] Voice 18: on my page 86.

[5:55:15] Voice 9: So this has made the rounds a few times.

[5:55:18] Voice 9: Happy to suggest them.

[5:55:20] Voice 9: Okay.

[5:55:24] Voice 8: So this is being brought back to you.

[5:55:26] Voice 8: You proved a previous version of this.

[5:55:29] Voice 8: As we started to head into printing of it,

[5:55:31] Voice 8: first of all, it went to the Trust Programs Committee

[5:55:32] Voice 8: to have a few comments.

[5:55:34] Voice 8: We've made those comments.

[5:55:35] Voice 8: And also, as we started moving towards

[5:55:37] Voice 8: actually producing a print publication,

[5:55:39] Voice 8: noticed a number of other edits

[5:55:41] Voice 8: that would have been beneficial

[5:55:42] Voice 8: official has started you know becomes more real so these have been brought to you for a re-approval

[5:55:47] Voice 8: of a revised version um and the briefing gives you the quick summary of the changes that are

[5:55:53] Voice 8: being proposed

[5:56:06] Voice 16: uh

[5:56:09] Voice 17: okay vice chairs what do you want to do

[5:56:13] Voice 19: uh went through it with the trust

[5:56:16] Voice 19: programs committee i'm good to go with it okay

[5:56:18] Voice 17: make a motion i

[5:56:20] Voice 19: move that executive committee

[5:56:22] Voice 19: approve the navigating development for housing publication version two

[5:56:25] Voice 18: second David Long thank you and for the discussion follow some paper and carries excellent thank you

[5:56:33] Voice 18: uh community engagement for engagement frame for land use planning publication request for decision

[5:57:00] Voice 15: it's not

[5:57:01] Voice 8: me this time

[5:57:01] Voice 8: I told you

[5:57:04] Voice 13: I think it's so

[5:57:06] Voice 8: it just

[5:57:07] Voice 8: happened on my computer

[5:57:08] Voice 13: the wifi has been dropping out a little bit

[5:57:12] Voice 9: well

[5:57:12] Voice 18: we need to continue

[5:57:14] Voice 18: the meeting we're not obligated to continue

[5:57:17] Voice 18: yeah

[5:57:20] Voice 15: keep going

[5:57:21] Voice 18: so 9.2.3 is community engagement

[5:57:23] Voice 18: for frame or lat

[5:57:26] Voice 18: there's something missing in that

[5:57:27] Voice 18: framework

[5:57:27] Voice 18: framework let's correct that on the time to our framework for land use planning publication

[5:57:33] Voice 18: requested decision um over here i'll

[5:57:38] Voice 8: take that chair um so um but i'll acknowledge my colleague

[5:57:41] Voice 8: uh director of planning services is in the wings here because this was a product out of the regional

[5:57:46] Voice 8: planning committee as part of the work on the housing action plan um so this was produced um

[5:57:51] Voice 8: at the request of regional planning committee um but it's being brought here because it's a it's

[5:57:55] Voice 8: essentially a small publication and we're really wanting executive committee to have oversight over

[5:58:01] Voice 8: publications that are producing organization and this is being brought um it's being essentially

[5:58:07] Voice 8: put forward to provide some clarity around the the norms and processes by which we undertake

[5:58:13] Voice 8: community engagement it's intended to be assistive to local trust committees and provide

[5:58:17] Voice 8: transparency to the public in my mind um this would be um an appendix or a companion to an

[5:58:25] Voice 8: eventual public engagement strategy. I'll leave it

[5:58:29] Voice 8: there. A number of you have seen it already.

[5:58:32] Voice 8: I'm happy to take questions, noting my director is on screen for you as well.

[5:58:39] Voice 18: Okay, any questions to either of the directors? Motion would be a wonderful thing.

[5:58:48] Voice 9: So you've got equity defined in the appendix, but it's not referenced

[5:58:54] Voice 9: advanced anyway which was well other than i guess the goals of community engagement

[5:59:02] Voice 9: advanced equitable accessible public participation opportunities and i thought direction from rpc

[5:59:08] Voice 9: was wanting an emphasis on equity as a strategy not just a goal it's we engage in different ways

[5:59:21] Voice 9: to ensure equitable outcomes, like everybody can participate. So yeah, I

[5:59:35] Voice 9: don't want to harp on it too long, it's just, I don't know what it is in the document, except the

[5:59:42] Voice 9: inclusion of a graphic demonstrating the equity and participation principle. So I

[5:59:50] Voice 9: guess I can just see that you've done your best, but yeah.

[6:00:00] Voice 8: to take direction, I'll turn to the Director of Peace Corps, and you can add, I was not

[6:00:03] Voice 8: at the meeting where I was interested with the property. And

[6:00:08] Voice 8: often, if there might be

[6:00:09] Voice 8: a particular graphic, it may not, maybe it's not confident in the recipient in particular.

[6:00:13] Voice 8: No,

[6:00:13] Voice 9: it was, it was just, and really, this is lacking graphics, but I think it's mostly

[6:00:20] Voice 18: There's a difference in the resolutions that made it unclear about the quality. There was

[6:00:27] Voice 18: different images that were available to the trustees that made it unclear what the quality

[6:00:37] Voice 8: What I would suggest to you this to me in my mind is an entrant product. I'm very hopeful

[6:00:42] Voice 8: that council will and part of your endorsed engagement our communication strategy includes

[6:00:46] Voice 8: you know as a bullet item but I think it's an incredibly good project is development

[6:00:51] Voice 8: of a public engagement strategy which in my mind is long overdue for the trust. So in

[6:00:56] Voice 8: my mind if we're developing a public engagement strategy equity there will be essential for

[6:01:00] Voice 8: sure so I don't know that it's too impactful to change this document but

[6:01:06] Voice 8: certainly we can if there's a desire of this body to put more emphasis on

[6:01:09] Voice 8: direction there we can so

[6:01:15] Trustee Maude: there's a motion I'll move that the executive

[6:01:18] Trustee Maude: committee approved the community engagement framework for land use

[6:01:21] Trustee Maude: planning publication

[6:01:23] Voice 18: seconded discussion yeah I

[6:01:31] Voice 9: don't think it's ready but okay

[6:01:33] Voice 9: voting okay

[6:01:35] Voice 18: so are you not voting not voting and i'm

[6:01:38] Voice 18: voting paper i'm

[6:01:39] Voice 9: not voting paper okay

[6:01:40] Voice 9: i don't

[6:01:41] Voice 18: think it's ready but one um post so that carries um nine point two point four

[6:01:48] Voice 18: if i'm not mistaken hey or tay but i might be wrong about that

[6:01:51] Voice 18: whiskey archaeology project presentation for decision um who would like to speak to that

[6:02:06] Voice 8: I'll lead off and certainly have Vice Chair Peterson to support me.

[6:02:10] Voice 8: So this has been brought to you essentially at the request of Trustee Favinson and Dana

[6:02:14] Voice 8: Lepofsky of Liskety Island, to provide a training session to trustees to let them know about

[6:02:24] Voice 8: this remarkable project that's gone on in Liskety Island that really has been successful

[6:02:29] Voice 8: at bringing together community and the community of Liskety Island and Indigenous members of First

[6:02:34] Voice 8: Nations to talk about cultural heritage. I understand they've done presentations previously

[6:02:40] Voice 8: that have been quite successful and well received so there is a desire to speak to council so this

[6:02:46] Voice 8: has been brought to you to seek your direction and ascertain whether there's interest in providing

[6:02:50] Voice 8: such a session to council and

[6:02:54] Voice 19: i'll just add um it's a fascinating presentation on um on the first

[6:03:03] Voice 19: nations uh settlement patterns uh on wet tail uh in this particular case um dana has uh a long and

[6:03:15] Voice 19: storage uh history as an archaeologist in dc and particularly uh working with um first nations

[6:03:21] Voice 19: and has some really good personal connections

[6:03:26] Voice 19: with some First Nations peoples.

[6:03:30] Voice 19: The project itself, some of the project leads

[6:03:35] Voice 19: and are indigenous people.

[6:03:39] And in terms of the actual digs,

[6:03:43] there's been people from several of the

[6:03:45] Voice 19: nations

[6:03:47] Voice 19: that have interests in history.

[6:03:49] Voice 19: it's really fascinating um there is a financial implication up to 500 bucks for honoraria

[6:04:02] Voice 19: um uh i had posited perhaps uh emily white from tlaman who uh both dana and sean know

[6:04:13] Voice 19: and um i'm not sure if she'll be available but that's that's the kind of caliber

[6:04:19] Voice 19: or a person that they wanted to have be available for the presentation

[6:04:24] Voice 19: and especially for a minute question and answer.

[6:04:29] Voice 19: Obviously, it would be voluntary whether trustees or staff want to participate,

[6:04:35] Voice 19: but I'd strongly recommend it.

[6:04:36] Voice 19: It's a fascinating look at the cultural history.

[6:04:42] Voice 7: I,

[6:04:43] Voice 19: of course, am happy to make a resolution.

[6:04:47] Voice 19: Good. I move that executive committee request staff to organize an information session for

[6:04:52] Voice 19: trustees and interested staff about the Huaytay-Lasquitey Archaeology Project.

[6:04:58] Voice 17: Seconded by David Maud. Excellent.

[6:05:00] Voice 18: Any further discussion? All those in favour? Stay tuned.

[6:05:04] Voice 18: Looking forward to it.

[6:05:05] Voice 15: Yay!

[6:05:06] Voice 18: That'd be great.

[6:05:08] Voice 18: Lots to learn. I'm going to move on to correspondence. We have three pieces of correspondence that

[6:05:15] Voice 18: that we would receive information once we went to a direction. So 10.1, 10.2, 10.3,

[6:05:20] Voice 18: anybody want to take any direction on any of those three items?

[6:05:26] Voice 18: I'd like to ask a question about 10.1.

[6:05:28] Voice 18: You may or may not be able to help me there.

[6:05:32] Voice 18: Is this an opportunity that should be taken advantage of with respect to the

[6:05:37] Voice 18: change of shellfish species? Like it's not even

[6:05:41] Voice 18: touched on in the entire list of activities.

[6:05:44] Voice 18: there's great things that they're talking about doing but um um is this an opportunity that we're

[6:05:54] Voice 18: missing quite

[6:05:56] Voice 8: likely i have not had time to dig in and provide you know

[6:05:59] Voice 18: so and

[6:06:04] Voice 3: the deadline i would

[6:06:05] Voice 3: know it is october 31st

[6:06:06] Voice 18: yeah so how might we uh raise an issue there who should i talk to somebody

[6:06:13] Voice 18: about this and there's a phone number right there

[6:06:17] Voice 19: yes

[6:06:18] Voice 17: I

[6:06:20] Voice 19: think you should talk

[6:06:21] Voice 19: to trustee Laroni well that

[6:06:22] Voice 19: also strike and take it from there that's my

[6:06:26] Voice 19: suggestion should

[6:06:28] Voice 8: something emerge you do have other meetings between now and

[6:06:30] Voice 8: then I'm not sure how much time staff would have to assist you with response

[6:06:34] Voice 8: but you do have another meeting we could bring this back you

[6:06:38] Voice 18: know I'm gonna just

[6:06:40] Voice 18: reach out directly to this person and just get a sense of whether this is on the radar at all,

[6:06:55] Voice 18: because I think and others think that this is the way to go. There's other details like the leases

[6:07:04] Voice 18: that are simply not being used, that people continue to pay a fee because they don't want to

[6:07:11] Voice 18: Yeah, let it go.

[6:07:15] Voice 18: Okay, anything on the other two?

[6:07:17] Voice 8: If I might just while we linger here,

[6:07:19] Voice 8: as you look at your new strategic plan,

[6:07:20] Voice 8: one of the things we've been talking about in staff

[6:07:22] Voice 8: is to what extent, you know,

[6:07:23] Voice 8: do you want to have the term determine the advocacy fees

[6:07:27] Voice 8: or do you want to be just responsive as they come in?

[6:07:30] Voice 8: So that's something for you to mull for another time.

[6:07:33] Voice 8: And I would probably have advice to give on 10.2.

[6:07:39] Voice 11: Okay.

[6:07:43] Voice 11: So

[6:07:44] Voice 8: shall I just move on to 10.2, Chair?

[6:07:46] Voice 10: Yeah.

[6:07:46] Voice 10: Okay,

[6:07:47] Voice 8: so for 10.2, typically when these have come in, you've referred them, you've either, or done both, had an executive committee member attend, or you forwarded it to the Salt Spring Local Trust Committee, as the Salt Spring Local Trust Area encompasses the Senate gym.

[6:08:06] Voice 18: Yeah, I've attended a lot of the sessions here, and I'm sure I

[6:08:13] Voice 16: know what you have to do.

[6:08:22] Voice 9: Forwarded to the Salt Spring Local Trust Committee, and see if anybody...

[6:08:26] Voice 18: they haven't seen it already. So let's do that. Let's forward by general consent this correspondence.

[6:08:35] Voice 18: Actually, why don't we just make it to all Southern Gulf Island trustees?

[6:08:40] Voice 18: So maybe,

[6:08:41] Voice 17: well, it's really, it's probably Jeff's fault, actually.

[6:08:47] Trustee Maude: Well, it's their responsibility. But I think, you know, we need to have a feedback. If they're

[6:08:53] Trustee Maude: not going to go, if they're not going to send a representative, then if you come back to us,

[6:08:58] Trustee Maude: for us to consider yeah

[6:09:00] Voice 8: and the topic is this time the wonder of watersheds it's not particularly

[6:09:03] Voice 8: it doesn't appear to be particular to an issue in that inlet

[6:09:06] Voice 18: well let's forward it to um southern

[6:09:15] Voice 18: gopil's system okay all right okay

[6:09:19] Voice 8: we'll request a response by a deadline yeah

[6:09:22] Voice 18: and then if you

[6:09:23] Voice 18: don't receive a

[6:09:23] Voice 8: responsible advice you

[6:09:25] Voice 18: got that ellen yes requesting a response for a tent

[6:09:31] Voice 18: Yeah, so spring LCC will be meeting exactly

[6:09:35] Voice 15: the week before that meeting.

[6:09:38] Voice 15: Do we want to put a date?

[6:09:41] Voice 6: I was wondering

[6:09:42] Voice 17: if

[6:09:45] Voice 6: you wanted to put by a certain date that you wanted the response.

[6:09:48] Voice 17: We'll send that out today, let's say by the 17th of October, so why don't we set it 17th of September.

[6:09:57] Voice 19: I'm just going to mention that LCC tomorrow is super full.

[6:10:03] Voice 19: Well, I don't know that it's going to make it onto the agenda tomorrow.

[6:10:09] Voice 18: The motion was just to circulate it to Senator Goffin.

[6:10:12] Voice 19: Oh, okay.

[6:10:13] Voice 19: Trustee is perfect.

[6:10:14] Voice 18: Yeah.

[6:10:16] Voice 18: So page 115 is our executive committee work program.

[6:10:21] Voice 18: Any remarks?

[6:10:23] Voice 18: 10.3.

[6:10:25] Voice 18: Oh, I'm sorry.

[6:10:26] Voice 18: I was wrapping that up into the other stuff.

[6:10:29] Voice 18: So 10.3, we just received that confirmation this time.

[6:10:33] Voice 17: Yeah.

[6:10:35] Voice 18: associated with UDCM.

[6:10:37] Voice 18: So, 11.1

[6:10:38] Voice 18: work program, any changes?

[6:10:42] Voice 18: I don't know.

[6:10:44] Voice 4: Item number three,

[6:10:45] Voice 4: the moment has passed. I think that needs

[6:10:48] Voice 4: to be removed.

[6:10:50] Voice 4: It is,

[6:10:52] Voice 4: sorry, not item number.

[6:10:56] Voice 4: Yes.

[6:10:58] Voice 4: Responding to the minister

[6:10:59] Voice 4: that we

[6:11:01] Voice 4: will be revisiting

[6:11:02] Voice 4: the request of the province.

[6:11:04] Voice 4: It was essentially, thanks for the letter,

[6:11:06] Voice 4: we'll get back to you once we've done the work.

[6:11:09] Voice 4: The window of time to send that kind of a letter is passed on now.

[6:11:13] Voice 4: We are actually looking at the response itself, so I think that should be removed from the program.

[6:11:20] Voice 4: Right.

[6:11:22] Voice 4: Are you in agreement with that?

[6:11:23] Voice 4: Yep,

[6:11:24] Voice 18: 100%. We will remove item C from the active project program.

[6:11:28] Voice 4: Okay, so we will do that. I think the other items on the active project list remain current.

[6:11:36] Voice 18: Okay. So

[6:11:38] Voice 4: are there any

[6:11:38] Voice 18: further changes to the program?

[6:11:40] Voice 18: uh

[6:11:40] Voice 4: future projects um some of these items are i think the provincial review actually lives here

[6:11:48] Voice 4: as well so to follow up with the request of trust council so it

[6:11:52] Voice 18: lives in both

[6:11:52] Voice 4: places current and

[6:11:53] Voice 4: future so i might want to clean that up as well and just have it on one there's agreement with

[6:11:57] Voice 18: that i don't know the funding but that's changed but

[6:12:01] Voice 4: that's number five uh number four is uh page

[6:12:06] Voice 4: Page 117 of the agenda.

[6:12:07] Voice 4: Or

[6:12:08] Voice 9: is also the request to administer

[6:12:09] Voice 9: balance trust in future

[6:12:12] Voice 9: projects.

[6:12:13] Voice 4: It shows up

[6:12:14] Voice 4: with both a current and a future project, and I think

[6:12:16] Voice 4: it should just be in one. Okay, okay.

[6:12:18] Voice 4: Fair enough. And I think it's current, so I'll

[6:12:20] Voice 4: make that amendment if there's agreement here.

[6:12:22] Voice 11: Yeah.

[6:12:31] Voice 18: Amendments by general consent to the

[6:12:32] Voice 18: work program. Thank you.

[6:12:38] Voice 18: So I'm just going to jump to our next

[6:12:40] Voice 18: meeting is September the 24th at 10am

[6:12:42] Voice 18: to the bank around Conference Center obviously no

[6:12:51] Voice 19: that's where we're in for

[6:12:53] Voice 19: Trust Council okay

[6:12:56] Voice 18: so let's get a motion to go in camera and then we're gonna

[6:13:10] Voice 18: a look at the in-camera agenda here and the in-camera agenda for council.

[6:13:19] Voice 18: Okay, so thank you for waiting around. We've just returned from in-camera session. We will

[6:13:25] Voice 18: be rising and reporting at the beginning of the next Executive Committee meeting

[6:13:29] Voice 18: on September the 24th. That concludes today's meeting. Call for adjournment. All those in favor?

[6:13:37] Voice 18: That carries. Excellent. Thanks. You guys? Thank you. Outstanding. Good luck. Excellent.

[6:13:45] Voice 18: Everybody drive home carefully.