Islands Trust Conservancy Board regular meeting, October 1, 2024

[0:00:07] Trustee Smith: You can go ahead.

[0:00:08] Trustee Smith: Okay, so I call the meeting to order.

[0:00:13] Trustee Smith: And I would like to add a few things to the agenda, and some other people may as well.

[0:00:18] Trustee Smith: The first thing is the welcoming, our new trustee, Trustee Timothy.

[0:00:24] Trustee Smith: So I'm going to spend a minute welcoming him.

[0:00:26] Trustee Smith: And also to add the land acknowledgement to the agenda.

[0:00:30] Trustee Smith: So I would like to do that.

[0:00:34] Trustee Smith: Does anybody have anything else to add to the agenda?

[0:00:40] Trustee Smith: And I can, I think I can see all your hands if you put them up electronically. So if you, okay. And if you could put yourself on mute when you're not speaking, so I don't see any additions to the agenda other than what I've just added.

[0:01:00] Trustee Smith: it. So what I'll do is call for the approval of the agenda. And there's just one other thing I

[0:01:07] Trustee Smith: want to make a statement at the beginning, I want to add to relating actually specifically to what

[0:01:12] Trustee Smith: Trustee Elliott just said about our code of conduct. So if we can add that, so can I get a

[0:01:18] Trustee Smith: move to approve the agenda with the amendments? We don't really need a motion for that. But I just

[0:01:27] Trustee Smith: want to see if there's everybody maybe i'll just get a show of hands is there agreement to approve

[0:01:32] Trustee Smith: the agenda with um the amendments and i see that uh i think oh

[0:01:40] Voice 4: my god oh

[0:01:41] Trustee Smith: there you

[0:01:42] Voice 4: are yeah so

[0:01:43] Trustee Smith: oh this is with the hands this is crazy by my hand i

[0:01:48] Voice 14: see your hand i see

[0:01:49] Trustee Smith: two figures that

[0:01:50] Voice 6: That

[0:01:50] Trustee Smith: seems to be enough. And I don't see, oh, Trustee Cohn, now I see your hand. Okay,

[0:01:58] Trustee Smith: there's everybody. Okay, great. So the agenda's approved. So I'm going to just start with these

[0:02:03] Trustee Smith: new items. I'd like to first welcome our new trustee, Tanner Timothy. Welcome, Tanner. We've

[0:02:12] Trustee Smith: all seen your CV, so we know a bit about who you are. You have no idea who we are. And maybe I'll

[0:02:18] Trustee Smith: just take a minute if you want to introduce yourself just briefly and everybody else can

[0:02:25] Trustee Smith: introduce themselves. I'll call on you in order. So Trustee Timothy, do you want to

[0:02:30] Trustee Smith: introduce yourself briefly?

[0:02:33] Voice 1: Yes, please. Thank you very much, Trustee Smith. Yeah, good morning

[0:02:38] Voice 1: everyone. My name is Tanner Timothy. My ancestral name is Nuncum. I come from Amun First Nation

[0:02:44] Voice 1: as well as Wiwakai through my great grandmothers. It's a pleasure to be on the board of the Island

[0:02:52] Voice 1: Trust Conservancy. As you may know, I have a degree in geography from Trinity Western University

[0:02:59] Voice 1: and advanced postgraduate advanced diploma in geographic information systems from BCIT.

[0:03:06] Voice 1: My education and passion is centered around improving the life of First Nation communities

[0:03:13] Voice 1: in all communities as well, but with the focus of First Nation communities, improving planning,

[0:03:19] Voice 1: improving our understanding of our environment around us, and how we can really create a strong

[0:03:25] Voice 1: quality of life. And environmental stewardship is really important to me. I just think we're at a

[0:03:31] Voice 1: very crucial time in our life where anthropogenic change is becoming ever more present, and we need

[0:03:38] Voice 1: to work really hard to navigate that and how we can mitigate it and take care of the water and

[0:03:46] Voice 1: the lands around us that have provided so much life for us and that everyone enjoys. So with

[0:03:52] Voice 1: that, I just will just say thank you for having me. It's an honor to be here. I'm looking forward

[0:03:57] Voice 1: to meeting all of you more. And I'm just really excited and honored to have this opportunity. So

[0:04:03] Voice 1: So thank you so much.

[0:04:05] Trustee Smith: Okay, thank you.

[0:04:06] Trustee Smith: We're pretty excited to have you as well.

[0:04:08] Trustee Smith: Maybe I'll start with Trustee Govro.

[0:04:12] Trustee Smith: Would you like to introduce yourself just briefly?

[0:04:15] Trustee Smith: Absolutely.

[0:04:16] Voice 14: Hi.

[0:04:18] Voice 14: I'm having a hard time finding my hand.

[0:04:20] Voice 14: It usually is on the bottom, but I can't find it.

[0:04:23] Voice 14: It's not there.

[0:04:24] Voice 14: It's attached to your arm.

[0:04:26] Voice 14: I know, right?

[0:04:27] Voice 14: Make sure that I'm seeing right on.

[0:04:32] Voice 14: Yes, I'm Lisa Govro.

[0:04:33] Voice 14: bro. I'm on Galliano Island. Something you know about me is I'm a mother. I'm a mom of

[0:04:39] Voice 14: twins, 16-year-old twins. Where else? Yeah, I've been living on Galliano just over 20

[0:04:49] Voice 14: years now. I'm from Ontario, initially Sault Ste. Marie. Fun fact about me, my grandmother

[0:04:57] Voice 14: others from the um garden river reserve and she had 19 children pretty cool pretty neat so we have

[0:05:06] Voice 14: a lot of aunts and aunties and that was from her second marriage her first marriage she had seven

[0:05:10] Voice 14: children so we have a giant family back there um um yeah i'd like to say welcome uh tanner

[0:05:20] Voice 14: i'm looking forward to all the good work um that we'll do here at this table thank you thanks uh

[0:05:26] Voice 14: Trustee Cohn.

[0:05:32] Voice 2: Just had to find the unmute button.

[0:05:34] Voice 2: Yes, I live on Salt Spring Island.

[0:05:37] Voice 2: I've been here for 32 years.

[0:05:39] Voice 2: Originally, I was born in Montreal,

[0:05:43] Voice 2: and I spent quite a bit of time in Ontario working there.

[0:05:51] Voice 2: I have two children, and one lives in Toronto,

[0:05:57] Voice 2: one in London, England,

[0:05:58] Voice 2: And the one in London, England works for humanitarian organizations around the world, such as Médecins Sans Frontières.

[0:06:09] Voice 2: So I'm very proud of her, proud of my son as well.

[0:06:15] Voice 2: And I've been involved with writing.

[0:06:19] Voice 2: I've written a couple of books, a few books about Salt Spring Island and some other books as well.

[0:06:25] Voice 2: Thank

[0:06:28] Trustee Smith: you. Trustee Elliot.

[0:06:33] Voice 13: Hello, good morning. I'm from First Nation Territory. I'm here on Gabriela Island, where I've been so grateful to live and work for about 12 years.

[0:06:47] Voice 13: um fun fact about me following uh trustee govro i came here to actually edit a documentary

[0:06:54] Voice 13: about a trapper in northeastern bc and that's where i learned about or i started to learn about

[0:07:02] Voice 13: um um wildlife and the interface of humans and industry and this is the heart of the oil and gas

[0:07:12] Voice 13: and the mining sector actually and what I learned following this trapper was really

[0:07:20] Voice 13: it's fascinating that we can actually mitigate our impacts on the land and the ecosystem but

[0:07:26] Voice 13: you really need to be have people who are knowledgeable and out there and aware and

[0:07:31] Voice 13: and so following that I came to Gabriola and fell in love with another story the oldest

[0:07:39] Voice 13: sailboat in Canada and began an adventure there just finished documenting the relaunch of the

[0:07:46] Voice 13: oldest sailboat in Canada and Dorothy built in 1897 from western red cedar that was old growth

[0:07:59] Voice 13: cedar her planks are still intact and so I've called it between wood and water and really I'm

[0:08:04] Voice 13: I'm very interested in the intersection of the natural environment and humans and how boats have carried us.

[0:08:11] Voice 13: So I don't want to devolve too wildly into my passion pursuits, but I'm also a tiny house advocate.

[0:08:19] Voice 13: Oh, yeah. My role here is I'm on the executive of Islands Trust Council.

[0:08:24] Voice 13: So I serve as a liaison between those two bodies and try to help convey items of importance to both of us.

[0:08:32] Voice 13: And I'm keenly interested in Indigenous resurgence and supporting First Nations knowledge and understanding of the land and having that inform all of our processes.

[0:08:45] Voice 13: So super glad to have you here.

[0:08:48] Voice 13: Trustee Timothy, welcome to our table.

[0:08:52] Voice 6: Thank you.

[0:08:53] Voice 6: Thank you.

[0:08:54] Voice 13: Trustee Yates.

[0:08:58] Voice 11: Thank you, Chair Smith.

[0:09:00] Voice 11: Good day.

[0:09:01] Voice 11: I squail from Snenema First Nations territory. I am like Trustee Elliott, one of locally elected

[0:09:09] Voice 11: trustees for Gabriola Trust Area. I was born and raised in the territory of Musqueam,

[0:09:19] Voice 11: Squamish, and Slale-with-Tooths people. And I didn't even realize that until I was doing

[0:09:26] Voice 11: doing a master's degree at UBC 45 years ago and I to this day I am still shocked at what

[0:09:37] Voice 11: I did not learn in my public schooling and even in my college years about who who lives

[0:09:47] Voice 11: here and who has lived here for thousands of years so I am so grateful um the Islands

[0:09:54] Voice 11: Islands Trust particularly seems to be really aware of how important it is to have First Nations help us with our work and constantly reminding us of where we live.

[0:10:09] Voice 11: So I'm very grateful to see, I'm just so grateful to see Trustee Timothy join our board.

[0:10:16] Voice 11: And I do miss, I do miss Ken Thomas as well.

[0:10:21] Voice 11: He was really great when he was with us.

[0:10:24] Voice 11: So I have two grown up children. One of them runs a business on Gabrielle Island. The other one teaches grade four or five in East Vancouver. This is my fourth term as a local trustee, but my first three terms were in the 1980s and 1990s.

[0:10:45] Voice 11: so it's very very different now and I'm appreciating that every day that I do this work

[0:10:52] Voice 11: and this board the Islands Trust Conservancy Board is just I am just so very glad to be on

[0:11:00] Voice 11: this board because when we have a really rough time around the council table as Trustee Elliott

[0:11:06] Voice 11: has alluded to I just feel like oh this is the place where where we really get to listen to each

[0:11:13] Voice 11: other. Thank you so much.

[0:11:16] Trustee Smith: Thank you. So I'm Risa Smith. I'm the chair at the moment. We have a

[0:11:21] Trustee Smith: rotating chair. Every January, we elect a new chair. So I'm living in, it's actually, I'm at

[0:11:30] Trustee Smith: the north end of Galliano Island, which is mostly the territory of the Penelaket, but also other

[0:11:35] Trustee Smith: Coast Salish peoples. And I am a first generation Canadian. It's very hard for me to say that

[0:11:45] Trustee Smith: because I feel like I've always been here. Nevertheless, my family were refugees from

[0:11:52] Trustee Smith: Ukraine. And it didn't mean much historically until recently and the war there. And I am

[0:12:01] Trustee Smith: In my day job, I work with the World Commission on Protected Areas, which is the commission of the International Union for the Conservation of Nature.

[0:12:10] Trustee Smith: And in that aspect, I work on this nexus between biodiversity and climate change.

[0:12:16] Trustee Smith: And over the, you know, the next year, I'm sure you'll get to know us all.

[0:12:21] Trustee Smith: We always try to hear everybody else.

[0:12:25] Trustee Smith: We try to reach consensus decision making.

[0:12:30] Trustee Smith: we're not always successful but my personally I'm sort of really committed

[0:12:36] Trustee Smith: mostly to hearing everybody's viewpoint and making sure we have a chance to

[0:12:41] Trustee Smith: consider what other people think even if it's not what we think so that's where

[0:12:45] Trustee Smith: my head's at as a chair and so I think with that I think we should move right

[0:12:52] Trustee Smith: into the territorial acknowledgement and our new trustee has kindly offered to

[0:12:58] Trustee Smith: give it thank you trustee timothy yes yes thank you so

[0:13:07] Voice 1: much um sorry i was just finding my mute

[0:13:09] Voice 1: button um yeah so i'm today i'm calling from i forgot to mention i i live at burnaby mountain

[0:13:16] Voice 1: and burnaby so i'm calling from the suela tooth uh unseated traditional territory um but this

[0:13:22] Voice 1: morning just to ground us i want to respectfully acknowledge the that the land islands trust area

[0:13:28] Voice 1: area is located within the treaty lands and territories of the Paquichin, Cowichan Tribes,

[0:13:34] Voice 1: Comox, Laiaksin, Malahat, Qualicum, Tawasin, Tsleil-Waututh, Semiahmu, Sechelt, Squamish,

[0:13:47] Voice 1: Nanus, Shanaimoch, Songis, Penelaket, Sawat, Shamanus, Shl'amen, Lekawachin, Wewakai, Wewakam, Sartlet,

[0:14:14] Voice 1: I'm an Ajayuthum speaking person, and so I'm going to be practicing how to speak the

[0:14:24] Voice 1: island dialect in the future, so I hope to get better at that, but including in the traditional

[0:14:32] Voice 1: knowledgement. Island Trust is committed to reconciliation and to working together to

[0:14:36] Voice 1: preserve and protect this ecologically, culturally, and spiritually significant region in the Salish

[0:14:41] Voice 1: Sea. Thank you.

[0:14:47] Trustee Smith: Thank you. So thanks very much. So now we'll go into the agenda. And I was going

[0:14:53] Trustee Smith: to start with this, just a reminder of the standards of conduct. I'm not reminding you

[0:14:59] Trustee Smith: this because I think we have a particular problem, but rather just to remind everybody

[0:15:03] Trustee Smith: everybody that we've all signed on to a standard of conduct and that means respecting each other

[0:15:09] Trustee Smith: listening to each other having integrity if we disagree that's fine as long as we

[0:15:14] Trustee Smith: you know discuss it respectfully and this is for everybody at our meetings all the board members

[0:15:21] Trustee Smith: all the staff how we interact with each other and and also how we the kind of integrity you have

[0:15:29] Trustee Smith: have when we're not at the meetings you know how we talk to each other uh if we have disagreements

[0:15:34] Trustee Smith: we um speak to the person that we're disagreeing with rather than uh some sort of behind their

[0:15:41] Trustee Smith: backs and um again i'm not saying we have any of these problems but i just want to remind us all

[0:15:47] Trustee Smith: that we've signed on to this and uh sometimes our decisions are very difficult and we all do have

[0:15:55] Trustee Smith: have different opinions and I think the idea of us listening to each other in a respectful way

[0:16:01] Trustee Smith: is very important nobody can work or think when they're sort of directly attacked in public or

[0:16:11] Trustee Smith: in any other way and having a respectful meeting and you've heard some people say that they

[0:16:17] Trustee Smith: particularly like this our board for that and I just hope to continue that and just remind

[0:16:23] Trustee Smith: mind everybody so I really wanted to talk about that in part because I heard about it from the

[0:16:28] Trustee Smith: trust council but also because I've just been thinking about that in general and I've talked

[0:16:33] Trustee Smith: to a lot of people about sharing boards and on some boards every meeting they remind each other

[0:16:40] Trustee Smith: about that right at the beginning of the meeting because sometimes in the heat of the moment it's

[0:16:44] Trustee Smith: easy to forget so having said that I'm sure that and sometimes it takes us a bit longer for some

[0:16:52] Trustee Smith: some items that could be frustrating but I really do think we need to hear what everybody thinks

[0:16:57] Trustee Smith: so I hope you'll feel comfortable and especially our new trustee to jump in sometimes the procedures

[0:17:04] Trustee Smith: at the beginning even though you've taken a course might not make sense just ask never be too shy to

[0:17:10] Trustee Smith: ask no question ever is a is a dumb question there there's no such thing as that so please

[0:17:17] Trustee Smith: Please, everybody, including Trustee Timothy, but everyone else as well, should jump in if there's something that you don't particularly understand.

[0:17:24] Trustee Smith: Okay, having said that, I'm sure there's no, any questions? No?

[0:17:31] Trustee Smith: So now we'll get right into the agenda.

[0:17:33] Trustee Smith: The first thing is the rising report.

[0:17:34] Trustee Smith: report. I'll just say this just really for the benefit of Trustee Timothy, that when we have

[0:17:42] Trustee Smith: in-camera meetings, we have a rising report if there's parts that are in-camera that we then

[0:17:49] Trustee Smith: want to make public. So these are the items that we decided to make public that we started out in

[0:17:56] Trustee Smith: an in-camera decision. So that's why we do this. So I don't know who's going to lead that. Would

[0:18:01] Trustee Smith: Would that be you, Carolyn?

[0:18:06] Trustee Smith: Manager Stewart, is she here?

[0:18:13] Voice 7: I am, sorry.

[0:18:15] Voice 7: Also having trouble

[0:18:15] Voice 7: with the mute button.

[0:18:19] Voice 7: I can if you like.

[0:18:22] Voice 7: There were three points raised at the July 23rd meeting

[0:18:25] Voice 7: as written there.

[0:18:29] Voice 7: Because this is only my second meeting,

[0:18:31] Voice 7: I'm not sure if we do them individually.

[0:18:35] Trustee Smith: I think we just need to read them.

[0:18:40] Trustee Smith: I don't, there's no motion really,

[0:18:42] Trustee Smith: because we've already had a motion.

[0:18:44] Voice 13: I think that's typically your role, is that the chair would rise and report the board's decisions.

[0:18:51] Voice 13: Okay,

[0:18:52] Trustee Smith: so you think I should read these then?

[0:18:53] Voice 13: Yeah, I don't

[0:18:54] Voice 13: think it's up to the manager. Thank you.

[0:18:56] Trustee Smith: Okay, great. Thanks, Trustee Elliott, for that.

[0:18:59] Trustee Smith: So from our July 23rd meeting, the Islands Trust Conservancy Board agreed to spend up to $6,000

[0:19:05] Trustee Smith: from existing budgets towards the cost of a land survey and an ecological gifts program appraisal

[0:19:12] Trustee Smith: and the cost of covenant registration for a NAPTEP covenant on Salt Spring Island.

[0:19:17] Trustee Smith: The Islands Trust Conservancy Board directed staff to continue work on the management plan

[0:19:22] Trustee Smith: for the Ruby Alton Nature Reserve, which is on Salt Spring Island. And the Islands Trust

[0:19:28] Trustee Smith: Conservancy Board directed staff to prioritize the Ruby Alton management plan over the risk

[0:19:33] Trustee Smith: management policy development which we'll be hearing about later I don't

[0:19:38] Trustee Smith: think we need to have a motion or anything just to be aware of that the

[0:19:43] Trustee Smith: next item any questions about those rising reports no okay the next item is

[0:19:49] Trustee Smith: the minutes and resolutions without minutes from our board meeting on July

[0:19:55] Trustee Smith: 23rd I don't think I'll go through those but rather just ask if there's any

[0:20:00] Trustee Smith: Any changes that people want to make to those minutes?

[0:20:05] Trustee Smith: Any corrections?

[0:20:06] Trustee Smith: Let me just, I got to get everybody's hand.

[0:20:15] Trustee Smith: We don't see any hands.

[0:20:18] Trustee Smith: Okay.

[0:20:19] Trustee Smith: And I didn't see any either.

[0:20:21] Trustee Smith: So can I have a motion to accept the minutes and resolutions without meetings from the last meeting?

[0:20:32] Trustee Smith: meeting uh trustee khan has moved that and trustee yates has seconded it all in favor put your hands

[0:20:40] Trustee Smith: up uh let's see okay that seems everybody so it's passed and that's me too passed unanimously

[0:20:53] Trustee Smith: um so we can move to the next agenda item um the follow-up actionist and i just want to raise

[0:21:00] Trustee Smith: something to people because i made a discovery with the help of corlin that uh people have been

[0:21:06] Trustee Smith: complaining about how difficult it is to move between documents sometimes. And I did discover

[0:21:11] Trustee Smith: that at least on my computer, there's a little outline button when you look at a PDF and you

[0:21:18] Trustee Smith: can click, it has all the agenda items and you can click on them on the left and it takes you

[0:21:23] Trustee Smith: right to the document. So you don't have to scroll. So I don't know if anybody else's system

[0:21:29] Trustee Smith: does that too but it's pretty cool so follow-up action list are there any

[0:21:36] Trustee Smith: follow-up actions that any we don't go through them all but rather just if you

[0:21:42] Trustee Smith: have some issues with some of them that you want to want to raise or something

[0:21:48] Trustee Smith: that's not there or some changes please speak up any issues with the follow-up

[0:21:55] Trustee Smith: actions uh trustee elliot your hand is up is that from before or it's now yeah

[0:22:04] Voice 13: it's it's for now

[0:22:05] Voice 13: okay

[0:22:06] Trustee Smith: just a question

[0:22:07] Voice 13: um for a communication specialist on page 13 so the item number one

[0:22:15] Voice 13: the communications materials for stakeholders in the public with regard to the updated itc work

[0:22:21] Voice 13: work plan um what format is that going to take um are we doing sort of a an email out or and i'm

[0:22:30] Voice 13: very appreciative of this because and and i recognize this is a bit of extra work we don't

[0:22:37] Voice 13: typically um report out on the work plan but we specifically asked for that if i recall

[0:22:43] Voice 13: so just wondered um what form that's going to take should

[0:22:55] Voice 6: i jump in here

[0:22:56] Voice 10: yes please yeah okay

[0:22:58] Voice 10: Okay. So it will, it's being acknowledged in our fall heron, which is actually going to the

[0:23:05] Voice 10: printers this week, and then will be bailed out next week. And then it's also going to be included

[0:23:09] Voice 10: in our fall e-news, which is going out next Friday. Okay, thank you. Does

[0:23:18] Trustee Smith: that answer your

[0:23:19] Trustee Smith: question, Trustee Elliot? Yeah. Okay. Trustee

[0:23:23] Voice 11: Yates, I see your hand is up. Thank you, Chair

[0:23:26] Voice 11: Chair Smith, just a quick question with regard to prioritizing items on the follow-up action list.

[0:23:33] Voice 11: So number three is, of course, the risk assessment policy, which we've been working on for a while.

[0:23:39] Voice 11: But we've asked staff to prioritize the Ruby Alton management plan.

[0:23:45] Voice 11: So when does that sort of show up on this report?

[0:23:58] Trustee Smith: Can I just comment on this as well, because I had a similar question?

[0:24:02] Trustee Smith: this action list the action report is fantastic actually it really helps us keep track of what

[0:24:08] Trustee Smith: we've asked for and I think that's missing from here unless I I missed it it should be in here

[0:24:14] Trustee Smith: or is it in there and we're somehow missing it manager if

[0:24:22] Voice 7: I may so the risk assessment policy

[0:24:25] Voice 7: is in as item number three and I believe it comes up again later on because it was discussed at two

[0:24:32] Voice 7: different meetings the way the template is set up for the follow-up action lists it's the same

[0:24:40] Voice 7: across islands trust all sections of islands trust so these are these are the particular items

[0:24:49] Voice 7: i'm not sure to be honest if we can put more under status i will look into that but i don't believe

[0:24:58] Voice 7: that that flexibility is there so certainly in our notes on hand we have documented the

[0:25:06] Voice 7: that the board asked for the risk management policy to be a lower priority than moving on

[0:25:14] Voice 7: with other projects yeah

[0:25:16] Trustee Smith: i don't think that was the question the question was it doesn't seem that

[0:25:18] Trustee Smith: the that prioritizing the ruby alt management plan is on here it wasn't what's not on here

[0:25:24] Trustee Smith: but oh sorry and maybe it is and we've just missed it because we've just had a rising report about

[0:25:30] Trustee Smith: that

[0:25:32] Voice 7: sure but michaela can you

[0:25:35] Voice 7: scroll down in that document it

[0:25:38] Voice 13: it may be because it's all in

[0:25:40] Voice 13: camera discussion yeah

[0:25:42] Trustee Smith: but we've uh we've just rising reported it right oh

[0:25:46] Voice 13: like we did at the

[0:25:47] Trustee Smith: in-camera meeting rising

[0:25:48] Voice 13: yeah it's

[0:25:49] Trustee Smith: true there's nothing about

[0:25:50] Voice 13: rudy alton management plan on this

[0:25:52] Voice 13: follow-up action report and that was my

[0:25:55] Trustee Smith: question yeah it should be it's it seems to be missing

[0:25:58] Trustee Smith: and another thing that seems to be missing um is um item seven uh you have staff provide briefing

[0:26:07] Trustee Smith: on disposition of lands to indigenous governing bodies but we also had a motion

[0:26:11] Trustee Smith: um to review itc properties suitable for co-management for indigenous protected and

[0:26:19] Trustee Smith: conserved areas and that seems to be missing i don't think it's covered under that it's not

[0:26:23] Trustee Smith: about disposition of land but it's about co-management and which property so that the

[0:26:28] Trustee Smith: wording of the motion was to review itc property suitable for co-management for indigenous protected

[0:26:34] Trustee Smith: and conserved areas that seems to be missing as well i

[0:26:40] Voice 7: will look into that i believe that might

[0:26:41] Voice 7: have been the discussion from a may meeting because at the july meeting there was a specific

[0:26:46] Voice 7: request for for a legal opinion on this yeah

[0:26:52] Trustee Smith: so it should just be in the actual plan yeah yeah

[0:26:54] Trustee Smith: so it should just be in the actual and you can miss things and i really like that we have the

[0:26:58] Trustee Smith: progress i think that's very helpful um if i may yes yes i

[0:27:03] Voice 7: i have asked our information services

[0:27:05] Voice 7: staff to put the progress bar onto the follow-up actions for your in-camera meetings also it

[0:27:14] Voice 7: It doesn't have that bar at the moment.

[0:27:17] Voice 7: So they will be in January adding that.

[0:27:20] Voice 7: Okay,

[0:27:21] Trustee Smith: thanks a lot.

[0:27:22] Trustee Smith: Okay, any other things about the action report?

[0:27:29] Trustee Smith: Do I see any hands?

[0:27:31] Trustee Smith: I don't see any hands and we don't think we have to have a motion.

[0:27:36] Trustee Smith: We just have made some requests for additions of what's missing.

[0:27:41] Trustee Smith: Thank you.

[0:27:42] Trustee Smith: And I am sort of timing this.

[0:27:45] Trustee Smith: I didn't mention this to people but at some point if I feel we're running out of time

[0:27:48] Trustee Smith: I'll let you know I'm hoping that we can finish the regular meeting at noon and that we can take

[0:27:55] Trustee Smith: a half hour break and then move into the in-camera meeting and I'm hoping to have a break at some

[0:28:01] Trustee Smith: point maybe around 11 if we're we feel that we need it we probably do need it okay so the next

[0:28:08] Trustee Smith: Next item is items for approval. It's item 5.1.1. And that is the ITC Freedom of Information and Protection of Privacy bylaw number four, a request for decision. And is that you, Manager Stewart?

[0:28:24] Trustee Smith: Stuart? Yes, thank you.

[0:28:26] Voice 7: So the bylaw was read three times at the last meeting. This meeting,

[0:28:31] Voice 7: we're asking for it to be adopted. And then following adoption, assuming that that is what

[0:28:38] Voice 7: the board wishes to do, we will rescind the two bylaws or the two policies that currently exist

[0:28:45] Voice 7: that are now out of date.

[0:28:48] Trustee Smith: Okay. So are there any questions about this? So this is an item we've

[0:28:54] Trustee Smith: already discussed really but it's just the last step right yes yeah so there is a recommendation

[0:29:00] Trustee Smith: does anybody want to speak to this at all seems pretty straightforward i don't oh trustee yates

[0:29:07] Trustee Smith: i see your hand up nope i was

[0:29:10] Trustee Smith: just going to make the

[0:29:11] Voice 11: motion chair smith okay please go ahead i move

[0:29:15] Voice 11: that the islands trust conservancy bylaw number four cited as islands trust conservancy freedom

[0:29:20] Voice 11: of Information and Protection of Privacy By-law Number 4, 2024, be adopted.

[0:29:27] Voice 11: Do

[0:29:28] Trustee Smith: I have a seconder? Trustee Cohn, your hand's up for seconding, I presume. All those in favour,

[0:29:32] Trustee Smith: raise your hand, and that includes me. Let's see, one, two, three, four, five. Anybody,

[0:29:40] Trustee Smith: Trustee Gough, do you still, are you still having trouble with, oh, you're up. Yes,

[0:29:44] Trustee Smith: either. Great. So that seems to be approved unanimously. Thank you. So the next item,

[0:29:51] Trustee Smith: item uh 5.1.2 is the yarrow put snap tap covenant approval from gabriel the island and it's all

[0:30:00] Trustee Smith: a request for I'm trying to pull it up a quest for a decision there we go so are

[0:30:11] Trustee Smith: there any questions about I have one question but does anybody else have a

[0:30:14] Trustee Smith: question about this a particular NAPTEP covenant trustee Yates was your hand up

[0:30:20] Trustee Smith: yeah trustee Yates you're on mute

[0:30:25] Voice 11: oh thank you chair Smith it's just sort of

[0:30:29] Voice 11: a general question really about any sort of covenants that Islands Trust

[0:30:33] Voice 11: conservancy is a part of and at first I was so concerned about the the number of pages

[0:30:40] Voice 11: that was part of this covenant just for cutting firewood I was just astonished at how complicated

[0:30:48] Voice 11: it was and I just thought I couldn't believe the work that Catherine Martel had put into this

[0:30:56] Voice 11: part of the covenant just for cutting firewood so then I thought well can't we make this simpler

[0:31:03] Voice 11: But then after talking to a couple of people on Gabriola with our local conservancy, who are also part of this, and also talking to you, Chair Smith, I came to a totally different conclusion is that now I'm wondering why we are allowing any firewood cutting, even of trees that are dead, because they have a lot of value.

[0:31:28] Voice 11: you um why are we allowing this on this covenant and i think also on the larmor covenant so maybe

[0:31:34] Voice 11: that is something we could talk about generally um because this is only a very small part of that

[0:31:40] Voice 11: whole property and they could cut firewood elsewhere thank you

[0:31:46] Trustee Smith: i'd love to hear the

[0:31:49] Trustee Smith: opinion oh katherine martel your hand is up we'd really like to hear from you on this yeah what

[0:31:53] Voice 9: you think about it yeah just to clarify neither this covenant nor the larmor covenant includes

[0:31:58] Voice 9: includes firewood removal. And those policies and practices around removal. So we have a lot

[0:32:05] Voice 9: of early covenants or older covenants that do include different approaches to permitting

[0:32:11] Voice 9: removal of firewood. Some of them limit the volume of wood that can be taken. Some of them limit the

[0:32:16] Voice 9: types of trees that can be taken. And then a number of years ago, I'm not sure precisely

[0:32:20] Voice 9: when it was, I believe it was around 2014, the board at the time decided that they needed

[0:32:28] Voice 9: there needed to be policies around firewood removal and those are the extensive documents

[0:32:32] Voice 9: that you would have seen trustee yates so the current practice is that firewood removal is not

[0:32:38] Voice 9: a permission that is an owner's reserve right in the covenant document itself it is done by a letter

[0:32:43] Voice 9: of permission so that's as you've encountered those before that's an agreement simply between

[0:32:49] Voice 9: um that existing current landowner and the board to permit something that would otherwise be

[0:32:54] Voice 9: restricted by the covenant and that's where it involves the that level of detail that you've seen

[0:32:59] Voice 9: so um we had a contractor develop a procedure it's intended that you can determine the it has a

[0:33:08] Voice 9: matrix of looking at the age and type of stand that's there and determining how much would be

[0:33:16] Voice 9: an acceptable volume of removal whether that could be dead looks at the amount of dead wood whether

[0:33:21] Voice 9: whether it could be trees on the ground, standing dead trees,

[0:33:25] Voice 9: certain types of ecosystems are completely forbidden for firewood removal.

[0:33:29] Voice 9: And the intent of that whole process is that it could be calculated

[0:33:33] Voice 9: based on the baseline inventory report.

[0:33:37] Voice 9: On larger properties, you might need to hire a professional forester to do it.

[0:33:41] Voice 9: But in general, the idea is that you can do it based on just that biologist assessment.

[0:33:45] Voice 9: In both of the cases here, both Skylarmer and Yarrow-Kuntz decided that their volume of firewood removal did not seem worth that level of effort.

[0:33:59] Voice 9: And they believe in the conservation value of what they're trying to conserve and so chose not to enter into that agreement.

[0:34:05] Voice 9: But it's always there for them in the future to come back to the board because it's something that's not an owner's reserve right in the covenant itself.

[0:34:11] Voice 9: It is a separate agreement that they can come to.

[0:34:14] Voice 9: Does that answer? I mean, that's a much bigger, broader question for the board to address. But in terms of being specific evidence, does that answer your question?

[0:34:22] Voice 9: That

[0:34:22] Voice 11: is very, very helpful. Thank you so much, Catherine. And I just when I looked over those, I think it's like 22 pages of the letter of permission and the amount of detail.

[0:34:33] Voice 11: I just you know I thought that I thought Catherine Martel you could be a timber cruiser

[0:34:39] Voice 11: but it seems like a huge amount of work even for just a letter of permission I'm just wondering

[0:34:47] Voice 11: you know if we should even consider that in the future but thank you that does answer my question

[0:34:53] Voice 11: Trustee Elliott your hand is up

[0:34:56] Voice 13: I'm a little lost could you point to those 22 pages because I

[0:35:01] Voice 13: i don't know if i just they're not here in this

[0:35:03] Voice 9: package so this was um months ago

[0:35:06] Voice 9: when i was

[0:35:07] Voice 9: negotiating

[0:35:07] Voice 13: the

[0:35:08] Voice 9: covenant we looked at the

[0:35:10] Voice 9: landowners yeah okay appreciate that so thank

[0:35:13] Trustee Smith: you for that trustee ellen because that was my question i didn't see any removing firewood

[0:35:19] Trustee Smith: agreement although i'd heard about that discussion previously so i i was losing it so i think what

[0:35:24] Trustee Smith: came out of this discussion before we just you know look at the actual laptop is that we really

[0:35:30] Trustee Smith: need to look at what is allowed in NAPTEPs and what's not and I think that's evolved over time

[0:35:37] Trustee Smith: and it may be that um it doesn't make sense to I don't know this is a discussion the board has to

[0:35:44] Trustee Smith: have about NAPTEPs and what's allowed and what's not so do we want to permit uh tree removal for

[0:35:52] Trustee Smith: you know purposes of using those trees uh in NAPTEPs and so what I heard you say Catherine

[0:35:59] Trustee Smith: is that theoretically we do allow that we're not in these two cases but maybe we want to not allow

[0:36:06] Trustee Smith: that i i don't know i just think it's a point where we should have a discussion on it um maybe

[0:36:12] Trustee Smith: i'll ask you what you think about that and then i see that trustee khan and trustee elliott's hands

[0:36:16] Trustee Smith: are up too maybe they should ask their questions first and then it might yeah all fit together so

[0:36:22] Trustee Smith: So, Trustee Kwan, did you want to speak?

[0:36:27] Voice 2: Yes.

[0:36:28] Voice 2: One of the concerns we've been having is cleaning,

[0:36:34] Voice 2: clearing some of the debris on the ground,

[0:36:37] Voice 2: which we've always thought of as being a good thing for the earth.

[0:36:44] Voice 2: But now we're worried about fires and not leaving too much material

[0:36:52] Voice 2: to keep fires going.

[0:36:56] Voice 2: So I wondered if this is something we should be considering in these covenants when we preclude clearing debris from the ground, because fire is certainly becoming more and more of a concern in the islands.

[0:37:15] Trustee Smith: And then I'll let Trustee Elliott ask her question and then Catherine, maybe you could answer everybody at the same time.

[0:37:22] Trustee Smith: thank

[0:37:22] Voice 13: you so i have two questions um so on page 23 under the covenant overview priority agreement

[0:37:31] Voice 13: just because i don't really understand these different pieces so the last two sentences

[0:37:39] Voice 13: itc staff and van city staff have proposed that the covenant agreement statutory right of way

[0:37:44] Voice 13: will have priority over the mortgage but not the rent charge if someone could just explain

[0:37:49] Voice 13: what that means and then

[0:37:52] Voice 13: my second question is around ecological gifts and this may not be the

[0:37:57] Voice 13: time to discuss it but when we're talking about um co-management uh with first nations or eventual

[0:38:06] Voice 13: um different sort of ownership and management structures i've heard that the ecological gifts

[0:38:15] Voice 13: gifts program might inhibit the ways in which some lands could be eventually gifted or repatriated

[0:38:26] Voice 13: returned to nations. So I just want to understand a little bit more about the ecological gifts

[0:38:31] Voice 13: program. Just noting that, so this is now on page 24, that we provide an opportunity grant fund of

[0:38:39] Voice 13: $7,000. And that money will also be used towards the appraisal required by the ecological gifts

[0:38:44] Voice 13: program so i'm just still after two years trying to get up to speed of all these all these different

[0:38:50] Voice 13: pieces of work and what are the potential implications in the future of um an aptep

[0:38:55] Voice 13: covenant um also being held through the ecological gifts program what that means thanks

[0:39:02] Trustee Smith: thanks and

[0:39:04] Trustee Smith: i have one question too but maybe i can make a suggestion if people are comfortable with um i

[0:39:10] Trustee Smith: I think that question about ecological gifts is a very important question, and I think maybe we could bring the person who's in charge of the ecological gifts program, I happen to know him, to talk to us about those things specifically, because I think we need to know about that.

[0:39:27] Trustee Smith: So I would maybe defer that discussion to the next board meeting, and we actually invite someone to help us have a discussion on the implications of that.

[0:39:36] Trustee Smith: would you be comfortable with that or do you want to discuss yeah you're okay so whoever's taking

[0:39:41] Trustee Smith: the notes if that could be on the agenda for the next meeting and we could invite I think his name

[0:39:46] Trustee Smith: is David Cunnington to come and speak to us for a few minutes because I'm sure that it's managed

[0:39:51] Trustee Smith: by Environment and Climate Change Canada and they also are wrestling with this these issues and then

[0:39:57] Trustee Smith: my last question for you Catherine I hope you're keeping track of all the questions is that it does

[0:40:01] Trustee Smith: Just say that you have the proposal was referred to relevant First Nations and that they'll be informed when the covenant is registered.

[0:40:13] Trustee Smith: But it doesn't say anything about what they said, like if you heard from them.

[0:40:17] Trustee Smith: So I was curious that did we hear back? Did they say anything, et cetera?

[0:40:21] Trustee Smith: So you got a whole list of questions, Catherine.

[0:40:23] Trustee Smith: All

[0:40:24] Voice 9: right. I'll do them in order because that's how I wrote my note.

[0:40:28] Voice 9: So, Trustee Kahn raised the question of sort of woody debris on the ground, and bearing in mind I am not an expert in these matters, my ecological understanding is that the larger pieces, yes, we absolutely want to leave those to work their way in back into the soil, rebuild the critters, but also they're providing moisture retention.

[0:40:53] Voice 9: our south coast forests are very different from those in the interior of the province in terms of

[0:40:57] Voice 9: what you want to keep or remove for fire safety so from that perspective it's the smaller finer

[0:41:04] Voice 9: materials that people are clearing and those aren't really what you want to be burning

[0:41:09] Voice 9: um if like the things that you want to remove for fire safety are not necessarily the same

[0:41:13] Voice 9: things you would want for firewood having said that in terms of the overall firewood discussion

[0:41:18] Voice 9: or tree removal for carving or for other purposes it's a very heavy burden for monitoring

[0:41:25] Voice 9: and it's i i think what the past board wrestled with was juice juice worth the squeeze in the

[0:41:33] Voice 9: sense of um i mean someone could be removing trees from a property and we would never know

[0:41:40] Voice 9: but if they've got a permission to do so part of the the way that the um the new

[0:41:48] Voice 9: new approach that Trustee Yates was referring to was designed was to shift some of the burden

[0:41:54] Voice 9: from our monitors onto the landholder to track where they were moving trees and they have to

[0:41:59] Voice 9: record it in a table and measure the amount that they're taking and provide that back. Now then

[0:42:04] Voice 9: our monitor, Gemma, is still expected to be monitoring the amount of wood they've removed

[0:42:10] Voice 9: and I'm sure you can all imagine the difficulties involved in this kind of tracking. But I do think

[0:42:17] Voice 9: that maybe that broader discussion about firewood and use on the covenants might i suggest that that

[0:42:23] Voice 9: gets postponed to a different discussion than the one specifically here about about this covenant

[0:42:28] Voice 9: i'm not saying a different meeting i'm saying maybe i'll answer um the other questions specifically

[0:42:34] Voice 9: around this coons covenant and then rather than continuing on about firewood does that seem

[0:42:40] Voice 9: okay to everyone it

[0:42:43] Trustee Smith: does and i know that the next agenda item for discussion is an apt covenant

[0:42:47] Trustee Smith: covenant requirements right so we are having a discussion on that so maybe even yeah so any

[0:42:53] Trustee Smith: yeah i would suggest we might defer all the general questions to that item which is after

[0:42:58] Trustee Smith: these covenants after all right so

[0:43:00] Voice 9: then to um trustee elliott's questions around the priority

[0:43:05] Voice 9: agreement i'm glad you brought that up i was expecting to give an explanation of what the

[0:43:10] Voice 9: priority agreement is and does and and the implications so when there are charges on a

[0:43:16] Voice 9: a land title, they are considered to have priority in the order in which they were registered.

[0:43:23] Voice 9: So whatever happens first is considered the most important. So in a case when there's already a

[0:43:31] Voice 9: mortgage on a property, the land title has a mortgage there. And then if we register a covenant

[0:43:37] Voice 9: after it, that covenant is considered not as high a priority as the mortgage. So if there is a case

[0:43:44] Voice 9: where the extremely unlikely scenario where um someone reneges on their mortgage and the

[0:43:52] Voice 9: bank decides to foreclose the bank now owns the more the property the conservation covenant isn't

[0:44:00] Voice 9: considered to be a priority anymore the bank is not bound by the conservation covenant so if they

[0:44:06] Voice 9: acquire a property through foreclosure the covenant doesn't isn't there anymore essentially

[0:44:12] Voice 9: there's a there's a it can get wiped from title so the bank would be you know they could log the

[0:44:19] Voice 9: property they could then resell it to someone the covenants are not there anymore so of course

[0:44:24] Voice 9: that's not protecting the investment that um that our board it's a risk that boards aren't usually

[0:44:30] Voice 9: willing to take and so typically the land trust of age is a priority agreement with the mortgage

[0:44:37] Voice 9: holder so the mortgage holder it's part and part you'll see it on the last page of the covenant

[0:44:42] Voice 9: agreement it's a priority agreement the mortgage holder is a signatory on the covenant itself in

[0:44:48] Voice 9: the forms that get submitted to land titles office and they are agreeing that the conservation

[0:44:52] Voice 9: covenant has priority over their mortgage so that it doesn't get wiped from title now um covenant

[0:45:03] Voice 9: well they're not very common for banks or credit unions to encounter um and it's becoming

[0:45:10] Voice 9: increasingly difficult to negotiate priority agreements with them and i don't know if that

[0:45:15] Voice 9: has to do with the amount left on the mortgage or not it's also a risk they're not always willing to

[0:45:19] Voice 9: take when we register a conservation covenant on title there are three pieces to it there's

[0:45:24] Voice 9: the agreement itself that which is all of the you know what they're agreeing to do what we're

[0:45:29] Voice 9: agreeing to do etc there's a statutory right-of-way which grants us our permission to enter onto the

[0:45:35] Voice 9: property to monitor it also grants the covenant holder's permission to enter the property to

[0:45:40] Voice 9: remedy a breach if we need to and it grants us the ability to enter onto the property with whatever

[0:45:47] Voice 9: materials we need to do those things and not just the covenant area but through the land to get to

[0:45:53] Voice 9: the covenant area in cases where that's relevant like the rest of the property that isn't part of

[0:45:57] Voice 9: the protected area and then there's also the rent chart and as you'll all remember although perhaps

[0:46:02] Voice 9: Perhaps Trustee Timothy won't have encountered this yet.

[0:46:05] Voice 9: This is essentially, it's a common law instrument that's essentially a fine in the case that you break the agreement.

[0:46:14] Voice 9: And it's charged for every year of that breaking until the issue is resolved.

[0:46:20] Voice 9: So in these cases, it's now at $7,000 is the fine for breaching of the covenant.

[0:46:25] Voice 9: So that's another instrument that's on title part of the covenant.

[0:46:29] Voice 9: And so what I encountered after many, many, many months of trying to speak with Vancity, they were willing to provide an in-principle agreement for the covenant and the statutory right-of-way to have priority over the mortgage, but they were not willing to consider any financial charge having priority over their mortgage.

[0:46:54] Voice 9: So even though the rent charge is small compared to the mortgage, they were not willing to do that.

[0:47:00] Voice 9: So I discussed it with our lawyer, and their opinion was that given the levels of risk involved and the fact that the mortgage holder wasn't going to agree if we didn't, that we should consider that the covenant and the statutory right-of-way have priority over the mortgage, but the rent charge does not.

[0:47:25] Voice 9: Now, what this could mean is that in this extremely unlikely scenario where the credit union forecloses on the property, that instrument of the rent charge might no longer exist on title.

[0:47:39] Voice 9: But that's not the only enforcement mechanism that the covenant holders have.

[0:47:44] Voice 9: So I can happily answer any further questions about that.

[0:47:48] Voice 9: I know it's a lot of.

[0:47:50] Voice 13: It's perfect.

[0:47:51] Voice 13: It totally clarifies it.

[0:47:53] Voice 13: And I understand the process much better.

[0:47:55] Voice 13: Thank you so much.

[0:47:56] Voice 9: Great. Because one of the challenges is that when I've tried to find

[0:47:59] Voice 9: information to share either with landholders or with their banks, all I can find that's written

[0:48:06] Voice 9: down anywhere is one paragraph in the covenant folders handbook that says a priority agreement

[0:48:11] Voice 9: is a really good idea. I guess there's nothing. It was really quite a shock to me. Okay, good.

[0:48:20] Voice 9: Good. So then I can move on to the other couple of questions, or should I?

[0:48:24] Trustee Smith: As long as there, if there was one about First Nations specific to this, and if the other ones

[0:48:29] Trustee Smith: are more general, we'll switch that to the next agenda item where we're going to talk about NAPTEPs

[0:48:34] Trustee Smith: in general.

[0:48:35] Voice 9: Trustee Yates, do you have something about this in particular that you wanted to ask?

[0:48:40] Voice 11: Yes, and thank you for that explanation. It was just brilliant. I guess it just made me think of

[0:48:46] Voice 11: another question that i had thought of earlier with the firewood stuff is should we be accepting

[0:48:52] Voice 11: properties with mortgages on them that's totally a theoretical question i don't know but maybe it's

[0:48:58] Voice 11: worth discussing later this

[0:49:00] Voice 9: is something that manager emmings and i discussed a few times

[0:49:04] Voice 9: because as well as ms coon's property we currently have two other covenants and negotiations that are

[0:49:12] Voice 9: stall with trying to discuss the priority agreement with the mortgage holder. And it's

[0:49:19] Voice 9: more of an issue of even getting them to talk to us than anything else. Having said that,

[0:49:24] Voice 9: I do think this is something we're going to encounter more and more. I think we are more

[0:49:29] Voice 9: and more likely, given land prices, and we're also seeing, I've been seeing shifting demographics

[0:49:35] Voice 9: in the people that I'm working with. It's not always the retired people who have already paid

[0:49:40] Voice 9: off their properties i'm starting to see more people with mortgages being interested in covenants

[0:49:45] Voice 9: so that is a more general discussion for the board um to the question of first nations for

[0:49:51] Voice 9: this particular property um i could dig out the list there were i believe 12 nations whose declared

[0:50:00] Voice 9: declared areas of interest overlapped um I heard back from Sawasin and from I can't remember how

[0:50:15] Voice 9: to pronounce it Lake Cowichan it's Suba Asat like I uh that's I can't it's

[0:50:22] Voice 6: okay we got the idea

[0:50:23] Voice 6: um

[0:50:24] Voice 9: Suba Asat or I apologize for mispronouncing they simply let us know that they didn't have

[0:50:31] Voice 9: have any particular concerns so often had a few questions about the baseline inventory report

[0:50:35] Voice 9: and asked to receive a copy of the report when it's complete and those were the only responses

[0:50:43] Voice 9: that were received now we all know that that might just be because nation simply didn't have time to

[0:50:48] Voice 9: review what we were talking about and i'm hoping that as we move forward in our efforts to build

[0:50:54] Voice 9: relationships that we'll have more clarity on some of those questions so just in general though

[0:51:00] Voice 9: So would the board, I didn't include more details because even though I've mentioned

[0:51:06] Voice 9: them now in open meeting, I didn't include more details because I wasn't sure of our,

[0:51:10] Voice 9: this is an open meeting and some of those responses might be confidential.

[0:51:14] Voice 9: So the board may want to consider how and when to get feedback from those referrals

[0:51:23] Voice 9: when we're doing these.

[0:51:25] Trustee Smith: Okay.

[0:51:26] Trustee Smith: Thank you.

[0:51:26] Trustee Smith: Thank you. So I think, are we ready to read the motion? Is someone ready to read the motion?

[0:51:35] Trustee Smith: Do I have a trustee who's ready to read the motion? Oh, no, Trustee Yates has her hand up.

[0:51:42] Trustee Smith: Oh, okay. I did. Why aren't I seeing that? Oh, there you are. Okay. Trustee Yates,

[0:51:46] Trustee Smith: can you read

[0:51:47] Voice 11: the motion, please? Thank you, Chair Smith. I move that the Islands Trust

[0:51:51] Voice 11: Conservancy Board authorizes the Chair to sign a covenant with Yarrow-Counts over a portion of

[0:51:57] Voice 11: of the land described as that part of Lot 3, Section 5, Gabriola Island, Nanaimo District,

[0:52:04] Voice 11: Plan 6986, lying to the northwest of a road dedication by Plan 17829, accept those parts

[0:52:13] Voice 11: in Plans 21783 and 26145, Property Identification 005788447, and direct staff to

[0:52:27] Voice 11: register the covenant through the natural area protection tax exemption program also known as

[0:52:33] Voice 11: NAPTAP and do I have a

[0:52:36] Trustee Smith: seconder uh trustee Govro are you seconding it yes okay um I before I just

[0:52:43] Trustee Smith: want to make one comment it does say that the chair will sign it and originally I wasn't able

[0:52:48] Trustee Smith: to come to Victoria tomorrow but as it turns out I am coming to Victoria tomorrow so I would be

[0:52:55] Trustee Smith: able to sign this tomorrow originally I wasn't and for family reasons I have to go anyway so I could

[0:53:01] Trustee Smith: sign it in the morning in Victoria so that is just a comment there so maybe I can have a anybody else

[0:53:10] Trustee Smith: want to comment on this motion don't see anybody all those in favour one two three one two three

[0:53:23] Trustee Smith: four am I missing someone trustee Elliot you too and me too so the motion passes unanimously

[0:53:33] Trustee Smith: thank you everybody and then we'll move on to the that works for you Catherine that I can sign it

[0:53:39] Trustee Smith: you don't have to make any changes oh trustee go bro did you have your hand up oh it's down

[0:53:44] Trustee Smith: is it down now yeah okay

[0:53:46] Trustee Smith: um the next item is um another nap tip and it's the sky

[0:53:52] Trustee Smith: Larmore Naptep so let's pull that one up just a minute okay okay and so we have a

[0:54:08] Trustee Smith: recommendation for this one too this one we've been talking about for a very long

[0:54:11] Trustee Smith: time so I see that Catherine would you like to speak to this for us please

[0:54:16] Voice 9: yes

[0:54:18] Voice 9: certainly and there's one verbal update I think that's okay so we've been

[0:54:22] Voice 9: working yes as as trustee smith mentioned chair smith mentioned for several years now with um

[0:54:28] Voice 9: skylarmer to covenant this piece uh the covenant is straightforward and standard according to our

[0:54:35] Voice 9: uh template one thing i did want to mention was that um co-holder salzburg island conservancy

[0:54:41] Voice 9: did just notice a couple of errors in the baseline inventory report um on friday i was talking to

[0:54:51] Voice 9: them about that they are minor typos they're not actually errors in anything on um sky's property

[0:54:57] Voice 9: just in some background information but we felt for accuracy that it was important to change those

[0:55:02] Voice 9: so i'm not sure if we need to adapt the motion in any way related to that um and also i don't know

[0:55:12] Voice 9: what that means in terms of does the board these are honestly like tiny typos like changing

[0:55:18] Voice 9: something from a nature reserve to a covenant in terms of what saltman island conservancy

[0:55:21] Voice 9: owns nearby i do not know what might be needed for changing the documents to make sure that

[0:55:25] Voice 9: what the board has seen and is approving is the same as what others will be looking at

[0:55:31] Voice 9: but otherwise if there are any questions about the covenant itself

[0:55:38] Trustee Smith: uh maybe i can just ask um uh managers do we need to see like if these are typos i think it's

[0:55:47] Trustee Smith: standard to just be able to correct those and we could still pass the motion but i just want to get

[0:55:52] Trustee Smith: some advice on that from you um manager stewart yeah i

[0:55:56] Voice 7: would agree on that if you wish you could

[0:55:59] Voice 7: change the motion motion to add a subject to minor edits as discussed by staff okay

[0:56:07] Trustee Smith: we just put that

[0:56:09] Trustee Smith: at the end one

[0:56:11] Voice 9: other issue is depending on

[0:56:13] Voice 9: your timing uh chair smith for signing it i do not know

[0:56:18] Voice 9: if we will have the updated version ready tomorrow in the office for you to sign because it needs to

[0:56:28] Voice 9: go through our lawyer and then back um uh

[0:56:33] Trustee Smith: well maybe we can talk offline about that okay figure

[0:56:35] Trustee Smith: correct yeah okay after the meeting

[0:56:37] Voice 9: yeah we

[0:56:40] Trustee Smith: don't need to okay so um sorry

[0:56:43] Voice 7: I would suggest that the

[0:56:45] Voice 7: addition of that uh clause be put in before and direct staff to register

[0:56:53] Voice 7: uh

[0:56:55] Trustee Smith: maybe Coraline can you put that up for us the change motion let me see where it says that

[0:57:02] Voice 9: In the past, we've phrased the motion as soon as it's acceptable to the ITC manager or something to that effect.

[0:57:13] Trustee Smith: Trustee Elliott, your hand's up. You might have a solution to this.

[0:57:19] Trustee Smith: An entirely different question.

[0:57:23] Trustee Smith: Oh, okay. So let's just deal with this first.

[0:57:27] Trustee Smith: We often just put a clause at the end subject to typos being corrected or something.

[0:57:33] Trustee Smith: if Coraline can put up the new motion with that addition to it is that possible Coraline or am I

[0:57:42] Trustee Smith: asking like a ridiculous question oh there she goes god she's amazing okay subject to minor edits

[0:57:52] Trustee Smith: as discussed oh okay so um does somebody want uh trustee Elliot oh you're gonna do you want to

[0:58:05] Trustee Smith: speak before we read the motion um perhaps

[0:58:12] Voice 13: it's just a question again maybe for future

[0:58:16] Voice 13: consideration of nap covenant so let's get the motion on the floor maybe we can discuss

[0:58:25] Voice 13: yeah

[0:58:26] Trustee Smith: because the next agenda item is nap tips so we're going to talk about nap tips in general so if you

[0:58:33] Trustee Smith: could remember that question for that be great okay so uh trustee elliott are you willing to

[0:58:39] Trustee Smith: read the motion as

[0:58:43] Voice 13: amended sure my internet just became unstable so um i hope you can all hear me

[0:58:48] Voice 13: just keep my

[0:58:49] Voice 12: video off yeah um i

[0:58:53] Voice 13: move that the islands trust conservancy board authorizes the

[0:58:58] Voice 13: chair to sign a covenant with sky larmore over a portion of the land described as lot 1 section 87

[0:59:04] Voice 13: seven south south south salt spring island couch and district plan vip 27894 pid 000138452

[0:59:17] Voice 13: and direct staff to sign the right sign directs staff to register the covenant through the natural

[0:59:23] Voice 13: area protection tax exemption program naptep subject to minor edits as discussed by staff

[0:59:29] Voice 13: off okay do i have a

[0:59:31] Trustee Smith: seconder no second oh trustee yates trustee yates seconds it all those in favor

[0:59:40] Trustee Smith: raise your hand please i think i have everybody and me so the motion is carried okay uh thanks

[0:59:51] Trustee Smith: very much so on my agenda i put a break now and we are exactly on time however since the next

[1:00:00] Trustee Smith: agenda item is NAPTEP covenant requirements. I'm going to discuss, suggest that we discuss that

[1:00:07] Trustee Smith: and then take a break because we're already in that discussion in a way and it will be easier

[1:00:12] Trustee Smith: to follow through. Is anybody object to that? Comfortable with that? And we take a break right

[1:00:19] Trustee Smith: after? Ah, that's great. Thanks everybody. Okay. So the next agenda item is this items for discussion

[1:00:26] Trustee Smith: direction and it's NAPTEP covenant requirements discussion so there's many items that you know

[1:00:34] Trustee Smith: came up in the last one that we could discuss here are you comfortable Catherine with you know

[1:00:42] Trustee Smith: following through on those general questions to start with or yeah maybe I'll just see if there's

[1:00:49] Trustee Smith: some other general questions like let's get a list of general questions and then that makes it easier

[1:00:54] Trustee Smith: to have a discussion so uh trustee elliott you also have have an item that you didn't

[1:01:00] Trustee Smith: raise the last minute do you want to put it on the list to just for this discussion

[1:01:05] Trustee Smith: and and

[1:01:06] Voice 13: apologies if i'm i'm a little bit confused i don't see is this regards to the

[1:01:12] Voice 13: briefing about itcec liaison meetings no or did we

[1:01:17] Trustee Smith: add it's on the agenda 5.2.1

[1:01:21] Trustee Smith: naptep covenant requirements discussion and

[1:01:24] Voice 13: there's no attachment

[1:01:25] Trustee Smith: so

[1:01:26] Voice 13: sorry okay great um okay

[1:01:28] Voice 13: so yes my question just in regards to the last two naptep covenants specifically was the

[1:01:36] Voice 13: the incentives um and payment for which parts that are sorry the very badly worded but

[1:01:48] Voice 13: So in the previous one, ITC gave an opportunity grant for $7,000, and some of that would be towards the baseline or the appraisal in order to qualify for the Ecological Gifts Program.

[1:02:06] Voice 13: And then I noticed in the LARMR one, they already are registered with the Ecological Gifts Program.

[1:02:13] Voice 13: And so this kind of follows on the letter or the correspondence from Brand later on in our agenda about what incentives is the ITC able to provide? How much are we able to pay for the work and the legal and all of the different parts of covenanting a property?

[1:02:43] Voice 13: So, I just wanted to understand a little bit more about the process of ecological gifts registration, but if we can't discuss that now, maybe we can just talk about the tools and incentives that we might be able to explore. Thanks.

[1:03:01] Trustee Smith: Okay, maybe, Catherine, I'm keeping a list too. Can you just give me a list of the issues that have come up that you're going to respond to? So that's

[1:03:09] Voice 9: tools and incentives.

[1:03:09] Trustee Smith: yeah i

[1:03:10] Voice 9: think the board might i mean we might want to take the approach of the board comes up with a

[1:03:16] Voice 9: list and then staff returns at a future meeting um if there needs to be background involved i think

[1:03:21] Voice 9: the the questions it's firewood it's these questions of ecological gifts and um rematriation

[1:03:30] Voice 9: and what was that last one what did you

[1:03:32] Voice 9: say ecological gifts and rematriation what's that

[1:03:36] Trustee Smith: uh

[1:03:37] Voice 9: it's it's the idea of co-management or returning land oh okay by trustee elliott before

[1:03:42] Voice 9: yeah um and then the question of um this is not necessarily a this is what i brought up around

[1:03:52] Voice 9: when when uh the first nations if we do have responses to our referrals when the board

[1:03:58] Voice 9: sees those or how we do that um respecting confidentiality of those questions i think that

[1:04:04] Voice 9: That one is more of a process question

[1:04:08] Voice 9: that doesn't need to be part of a bigger discussion

[1:04:10] Voice 9: about covenants in general.

[1:04:13] Voice 9: So it's only those two topics so far, I think.

[1:04:16] Trustee Smith: So maybe I'll just open it up to the board

[1:04:18] Trustee Smith: to see if you want to put any other questions on the table

[1:04:20] Trustee Smith: and then we'll decide how much we can address here

[1:04:24] Trustee Smith: and how much would be to have the staff come back

[1:04:29] Trustee Smith: with a sort of more detailed briefing

[1:04:31] Trustee Smith: that addresses all of our questions.

[1:04:33] Trustee Smith: Are there any other questions

[1:04:34] Trustee Smith: people want to put on that table i want to put one on um it relates to size of napteps

[1:04:42] Trustee Smith: i don't have the answer but we have had a motion in the past uh just should we have a size of

[1:04:49] Trustee Smith: napteps maybe we shouldn't uh i just want to have a discussion on that and particularly around this

[1:04:56] Trustee Smith: issue of um like i once had a boss who told me never put in applications for less than a hundred

[1:05:03] Trustee Smith: thousand dollars because it's the same work to manage five thousand dollars as it is to manage

[1:05:08] Trustee Smith: a hundred thousand dollars and that kind of shocked me but i listened to her and actually

[1:05:12] Trustee Smith: got very successful at bigger grants but um it just made me think about that from the perspective

[1:05:17] Trustee Smith: of staff and all the time it takes to get these documents together and maybe uh it shouldn't

[1:05:25] Trustee Smith: matter and maybe there's a big advantage to the smaller ones but i wanted to have the discussion

[1:05:29] Trustee Smith: and staff opinion on that you know the time it takes and whether it's worth it and it might or

[1:05:34] Trustee Smith: might not but just on the table um anything else that people want to raise i'm looking for to see

[1:05:42] Trustee Smith: if i see any oh i do see hands uh trustee yates and then trustee elliot thank

[1:05:48] Voice 11: you chair smith

[1:05:49] Voice 11: um just a question about um accepting properties that have a mortgage on them and it doesn't have

[1:05:57] Voice 11: have to happen today but you know with all of the work that went into that you know connecting it

[1:06:04] Voice 11: to the mortgage but then you know Catherine mentioned well we are looking at people now

[1:06:11] Voice 11: who are not necessarily past the mortgage stage who do want to donate land and or have land

[1:06:19] Voice 11: protected so I think it would be an interesting conversation and I really would like staff advice

[1:06:24] Voice 11: on that okay

[1:06:26] Trustee Smith: um and trustee elliot i see your hand is up yes

[1:06:32] Voice 13: thank you i was just going over

[1:06:33] Voice 13: my notes from last meeting and we had discussed a briefing um around rematriation of land so if

[1:06:45] Voice 13: land is donated through a will or trust law conservation covenant ecological gifts what are

[1:06:51] Voice 13: are the different forms that rematriation could take and i guess my question is really what is

[1:06:57] Voice 13: the scope of this ask this isn't actually a small briefing this is we're looking at different

[1:07:04] Voice 13: layers of law and but also this is an ongoing conversation which we haven't really well we'd

[1:07:12] Voice 13: like to start the conversation with first nations um in whose territories we operate about what does

[1:07:18] Voice 13: does conservation look like in the future? What are their interests in IPCAs and co-management?

[1:07:26] Voice 13: So how can these two inform each other? So rather than asking staff to bring back a briefing on all

[1:07:32] Voice 13: the different elements, and maybe Director Frater, if you're listening, you can articulate this

[1:07:37] Voice 13: better than I. But how can we develop this through the process of engaging with First Nations

[1:07:47] Voice 13: on the five-year plan and and they'd be complementary so we're not just bringing

[1:07:52] Voice 13: back that back for the board but we're educating ourselves as well on on um what our nation's

[1:07:59] Voice 13: looking for in terms of land management and and access and rights um for traditional use

[1:08:07] Voice 13: big

[1:08:09] Trustee Smith: question i'll just interject here but the remate rematriation is on the action list

[1:08:15] Trustee Smith: so we did have a motion to get a briefing on that and it's on the action list but what is not on the

[1:08:22] Trustee Smith: action list which we also had a motion about which is the whole idea of co-management it's

[1:08:29] Trustee Smith: kind of related but different issues so I'll just interject that there because I'm thinking

[1:08:35] Trustee Smith: it's not just about NAPTEPs it's about something bigger it includes our nature reserves and

[1:08:43] Trustee Smith: and how we accept land, and it's a bigger issue on the action list.

[1:08:47] Trustee Smith: So then you had to ask for Director Frater to respond as well.

[1:08:55] Trustee Smith: Director Frater, are you there?

[1:08:56] Voice 3: Certainly, yes, I am.

[1:08:58] Voice 3: Good morning, Board.

[1:09:00] Voice 3: Certainly, those are topics I think that will be central

[1:09:03] Voice 3: to our engagement on the five-year plan.

[1:09:05] Voice 3: So I expect all of those topics will come up with nations

[1:09:07] Voice 3: as we're discussing how the Conservancy intends to inquire

[1:09:11] Voice 3: and manage land into the future.

[1:09:12] Voice 3: so I would see that a lot of those conversations will happen naturally as we undertake those

[1:09:17] Voice 3: meetings and conversations with nations certainly though we can as you've already requested return

[1:09:22] Voice 3: to you with a briefing with more information um when we've got the time to do so perhaps we can

[1:09:27] Voice 3: try for your next meeting but I'd have to defer to the manager in terms of what where that will rank

[1:09:31] Voice 3: in the order of all the other things you you're looking to receive okay

[1:09:36] Trustee Smith: thanks thanks a lot uh so

[1:09:38] Trustee Smith: So maybe I'll ask you, Catherine, any of those issues, tools and incentives, ecological gifts, any of those size of NAPTEPs, any of those do you think you could answer now, mortgages, or do you think we should, it would be better, A, for coherence from your viewpoint, and maybe ours as well, to just have one briefing that addresses all those issues together in a package.

[1:10:03] Trustee Smith: so i'm asking katherine for her or also uh actually uh manager stewart you could answer

[1:10:09] Trustee Smith: that too whoever wants to do

[1:10:12] Voice 8: you want me to tackle carolyn or do you want to go i i will

[1:10:16] Voice 7: let katherine begin and i will add my comments as well if that's all right with the chair that's

[1:10:21] Voice 7: perfect thanks um perfect i

[1:10:23] Voice 9: suspect that these are large enough that the board might want to pick

[1:10:27] Voice 9: that to rather than have them all in one giant discussion and one big brief have separate

[1:10:33] Voice 9: discussions that leads to over I will mention manager Stewart has already

[1:10:38] Voice 9: asked me over the next several months to do a bit of a thorough look at all of

[1:10:45] Voice 9: our policies and see which ones need updating and what's missing and and I

[1:10:50] Voice 9: think the Paula personally I think the policies around support that's provided

[1:10:55] Voice 9: to the hand owners are key ones to look at and so I would like to take a minute

[1:10:58] Voice 9: or two to talk about that um related to trustee elliott's questions so um first i think it's

[1:11:05] Voice 9: important to emphasize the difference between the opportunity fund and the other types of

[1:11:09] Voice 9: support that we're able to provide the opportunity fund comes only from donations

[1:11:18] Voice 9: and we do an annual donation drive and those are those go specifically to another conservancy or

[1:11:24] Voice 9: another organization to support one of their projects so that might be an acquisition that

[1:11:29] Voice 9: That might be a stewardship project.

[1:11:30] Voice 9: It might be that they're working with a landowner on a covenant.

[1:11:36] Voice 9: And so actually, both of these two covenants that the board just approved today did have

[1:11:41] Voice 9: an opportunity fund related to them coming from an affiliated or local conservancy on

[1:11:47] Voice 9: the island.

[1:11:48] Voice 9: So that's one avenue of support.

[1:11:50] Voice 9: It doesn't go directly to the landholder, although it supports their efforts.

[1:11:54] Voice 9: I think it's important to understand also, though, that while there's an annual core budget for land securement, policy restricts how we can use that.

[1:12:08] Voice 9: And there's both a joint trust council, Islands Trust Conservancy policy around the NAPTEP program and an ITC policy around administration of the NAPTEP program.

[1:12:22] Voice 9: And both of them specify that the landholder is responsible for all of the costs associated with a NAPTAP covenant.

[1:12:32] Voice 9: And that is because of the notion that they are going to be benefiting from the property tax benefit, is my understanding.

[1:12:39] Voice 9: And I've also been told that it's related to how we use tax dollars.

[1:12:44] Voice 9: Now, having said that, those funds can be used to support a NAPTEP application if the board makes an exception to policy, which this board has done in a couple of cases, and if it's an application outside of NAPTEP.

[1:13:00] Voice 9: So if it's a conservation covenant and the person or the landholder is not entering into the NAPTEP program for whatever reason, we don't need board approval necessarily to provide funding.

[1:13:11] Voice 9: so we do in those cases more easily provide support to the landholders now our policy is

[1:13:17] Voice 9: also phrased that the landholder has to demonstrate financial need but that's not

[1:13:24] Voice 9: clarified anywhere what that means and so that's that's a bit of context around the support that

[1:13:32] Voice 9: we can provide to landholders pursuing a covenant they become very expensive the ecological gifts

[1:13:38] Voice 9: gift program is a separate program as you know that relates to income tax and that one you also

[1:13:46] Voice 9: have to get an appraisal done so you've got your covenants that you or if the land is a property

[1:13:52] Voice 9: that's transferring that's different or you've got your covenant and then the appraiser appraises the

[1:13:56] Voice 9: value of the gift of the rights that the covenant is giving up and that again is as the board knows

[1:14:02] Voice 9: in some cases the board has approved assisting a landholder in those costs over the last several

[1:14:08] Voice 9: years we've done that a number of times to support that appraisal there's a whole ton

[1:14:12] Voice 9: of other paperwork involved in the ecological gifts program as well um but that's that piece

[1:14:18] Voice 9: so i don't i just wanted to give the board some context around those pieces of funding that we

[1:14:22] Voice 9: have and how they're used and i will confess that it's probably um would be a great idea to have

[1:14:29] Voice 9: we all like flexibility but i think that some guidance for how things can and do get used

[1:14:36] Voice 9: would be helpful manager

[1:14:42] Voice 8: steward did you want to add to that or detract

[1:14:45] Voice 8: from it if i said something

[1:14:45] Voice 8: wrong no

[1:14:46] Voice 7: i think that um covered off quite a bit of what i was thinking um we've talked about that

[1:14:53] Voice 7: firewood removal is not automatically a reserved right um so there may be a bigger discussion in

[1:14:59] Voice 7: the future as to how if uh the board wishes to ever permit that but it is done as a separate

[1:15:06] Voice 7: entity, as Catherine mentioned earlier. The Director Frater talked about the ongoing

[1:15:14] Voice 7: aspects that we'll be discussing with First Nations through the five-year review

[1:15:18] Voice 7: and what different First Nations might be interested in, how they want to work with us,

[1:15:25] Voice 7: and we'll have to be looking at that more as that process goes on. In terms of accepting

[1:15:32] Voice 7: accepting properties with mortgages just as a top of mind comment i would suggest yes the board

[1:15:40] Voice 7: should consider accepting properties into the future um and as katherine has done with this

[1:15:47] Voice 7: recent covenant where need be we may not get a priority for the um the financial aspect of it

[1:15:57] Voice 7: but the covenant in the stat right of way that that's working um and a bigger discussion again

[1:16:05] Voice 7: on the size because i think that is something that would staff would need to go back and think

[1:16:10] Voice 7: about uh there may be value in getting a smaller uh covenant if it's adjacent to a larger property

[1:16:19] Voice 7: we already have, or a larger covenant, or it has 15 amazing species at risk. On the other hand,

[1:16:27] Voice 7: there's some downsides of, as Chair Smith mentioned, there's still the same amount of

[1:16:36] Voice 7: involved work, whether it's one hectare or 300 hectares, well more if it's bigger, but still,

[1:16:43] Voice 7: that's a bigger discussion that staff should think things through first and come back to you

[1:16:50] Voice 7: with some suggestions and advice so

[1:16:55] Trustee Smith: my question here is um i'm i'm always thinking of like the

[1:17:01] Trustee Smith: amount of work in these two covenants we've just approved was just astounded me um i'm just

[1:17:05] Trustee Smith: thinking about time and would it be reasonable to have katherine come back with um some thoughts on

[1:17:13] Trustee Smith: on a few of these, particularly related to firewood removal,

[1:17:19] Trustee Smith: whether we should or we should ever allow that or not,

[1:17:23] Trustee Smith: and size and the pros and cons of small ones.

[1:17:30] Trustee Smith: And maybe we could have some rules around that.

[1:17:33] Trustee Smith: And I'm trying to think of the other things I think,

[1:17:37] Trustee Smith: and also ecological gifts and how it interfaces

[1:17:41] Trustee Smith: faces with our NAPTEPs and also nature reserves like we need to know how that fits and we could

[1:17:48] Trustee Smith: have a motion asking for those things but I do want to do a check before that motion to see if

[1:17:54] Trustee Smith: it's something that could be reasonably done in a in a relatively short time and before so I would

[1:18:02] Trustee Smith: like comments from Catherine on that or you trust manager Stewart and also trustee Yates has her

[1:18:09] Trustee Smith: hand up as well so let's uh go with trustee Yates first and then uh the staff might be able to answer

[1:18:15] Trustee Smith: two questions at once trustee

[1:18:18] Voice 11: Yates please yeah thank you so much and you know the um the issue

[1:18:22] Voice 11: of whether a property with a mortgage on it you know we should even think about I think my question

[1:18:27] Voice 11: was answered by uh manager Stewart and my only concern with that and also with the firewood

[1:18:34] Voice 11: it wasn't it was mostly how much staff work has to go into dealing with those two separate things

[1:18:41] Voice 11: so for example firewood it's a letter of permission and it's enormous and maybe we'll

[1:18:46] Voice 11: talk about that later i think like if we really think that we will be getting more properties

[1:18:53] Voice 11: with mortgages on them and um katherine martell is already done you know we have a template for

[1:18:59] Voice 11: kind of how we deal with that it just was such an enormous amount of work but if it's worth the work

[1:19:06] Voice 11: then i'm happy just to take manager stewart's advice and say yes we probably should think

[1:19:14] Voice 11: you know we should accept those properties okay

[1:19:17] Trustee Smith: so what i'm i want to know is just from staff

[1:19:20] Trustee Smith: i don't know if it's katherine or carolyn um whether we could it would be reasonable for us

[1:19:26] Trustee Smith: to request a briefing on these outstanding issues so we can make a and and with emotion so we can

[1:19:33] Trustee Smith: make a decision about uh some of these things i don't have the answer either and you know it's

[1:19:39] Trustee Smith: it's a discussion so maybe uh either um katherine or carolyn could respond whether emotion asking

[1:19:47] Trustee Smith: asking for that work would be onerous or reasonable.

[1:19:53] Voice 7: Again, Catherine knows her current work program,

[1:19:57] Voice 7: so I'll defer to her.

[1:19:59] Voice 7: My suggestion always is,

[1:20:02] Voice 7: and particularly with the November meeting

[1:20:04] Voice 7: being a fairly short turnaround time,

[1:20:06] Voice 7: my suggestion is always that the board

[1:20:09] Voice 7: think two meetings in advance,

[1:20:11] Voice 7: not expecting responses the following meeting

[1:20:15] Voice 7: just to give staff time.

[1:20:16] Voice 7: But I'll defer to Catherine's comment in terms of timing.

[1:20:20] Voice 8: Well, it was along

[1:20:21] Voice 9: those lines, because from the board's perspective, your work on these covenants is now done.

[1:20:26] Voice 9: But I have a very busy October getting both of these documents signed and sent back.

[1:20:31] Trustee Smith: back and so um does that make sense to uh just following up on what um manager stewart said that

[1:20:40] Trustee Smith: we asked the staff to um uh look into changes to uh the naptap policies i think

[1:20:51] Trustee Smith: this fiscal

[1:20:52] Trustee Smith: this fiscal does

[1:20:53] Voice 9: that make sense remember that those are some of those are joint with trust

[1:20:56] Voice 9: council and the naptap itself is not our program yeah there's temporary expectations

[1:21:02] Trustee Smith: Yeah, but they expect our advice on that. I think it's pretty clear. Yeah. So is that

[1:21:08] Trustee Smith: that sounds doable to you this fiscal? And then some of these questions that we've raised

[1:21:14] Trustee Smith: would be in that. Catherine, I'm just yeah, I want I don't want to make something that's

[1:21:20] Trustee Smith: not doable. Okay, so I think it does have to be a motion though, if we were asking you

[1:21:24] Trustee Smith: to do something yeah yeah I know so so can I suggest a motion the ITC board requests staff

[1:21:34] Trustee Smith: to look at possible changes to the NAPTEP policy for board discussion this fiscal

[1:21:48] Trustee Smith: okay but

[1:21:50] Voice 8: could it be more general

[1:21:52] Voice 9: that it would just okay review NAPTEP but maybe is it just

[1:21:55] Voice 9: because we hold other types of covenants as well so review acquisition policies maybe uh

[1:22:02] Trustee Smith: well that

[1:22:03] Trustee Smith: that's come up somewhere else so sure if that that would be better the more general would be better

[1:22:08] Trustee Smith: i think but i see i've got two hands up i've got um director freighter and trustee yates and then

[1:22:16] Trustee Smith: i'm going to say that it's 11 25 so if this is going to take too much longer we're going to have

[1:22:20] Trustee Smith: to uh actually stop the discussion we'll never get through the agenda anyways uh director freighter

[1:22:27] Trustee Smith: and then um trustee yates uh

[1:22:30] Voice 3: thank you chair i was going to suggest that the motion be made more

[1:22:33] Voice 3: specific so you could read the intent into it so when the manager comes on in the spring or we look

[1:22:38] Voice 3: at this two years from now we might understand what was the intent of the board around the motion

[1:22:42] Voice 3: so i would encourage more detail if possible can

[1:22:45] Trustee Smith: you make some suggestions it's often helpful if

[1:22:48] Trustee Smith: you just make suggestions to the wording um

[1:22:50] Voice 3: yeah so of course i've been multitasking in the

[1:22:52] Voice 3: background here um

[1:22:54] Trustee Smith: but it would be

[1:22:54] Voice 3: yeah the igc board um request staff um to review and looking

[1:23:00] Voice 3: here um acquisition policies policies related to the acquisition of lands and covenants if you want

[1:23:07] Voice 3: to make it more broad um two and then it would be address matters of and then you could say

[1:23:14] Voice 3: firewood firewood and then firewood

[1:23:16] Voice 7: size mortgages yeah

[1:23:20] Voice 3: so let the minute taker catch up here

[1:23:23] Voice 3: yeah

[1:23:38] Voice 7: to look at possible changes and

[1:23:48] Trustee Smith: then it would just be to related policies because

[1:23:50] Trustee Smith: there's several policies in that covenant to

[1:23:53] Voice 7: covenant related policies uh

[1:24:00] Voice 3: so with this

[1:24:02] Voice 3: okay if i might ask begin with the permission of the chair here oh i had this rift off acquisition

[1:24:07] Voice 3: of lands and covenants but did you want to keep it specific to covenants i

[1:24:11] Trustee Smith: think it relates to

[1:24:13] Trustee Smith: acquisition of lands too i mean if you're doing it you want to i always like to look at the bigger

[1:24:17] Trustee Smith: picture all together but maybe uh other people disagree with that i see that um let's just get

[1:24:23] Trustee Smith: some wording and then we can have a discussion on this i see trustee yates your hand is up i'll

[1:24:28] Trustee Smith: call on you in about a minute let's just or maybe uh just so that we have something to discuss

[1:24:33] Trustee Smith: us uh there's a motion uh to look into acquisition of lands and covenants sorry uh sorry there's

[1:24:43] Trustee Smith: something wrong with

[1:24:44] Voice 3: that that the itc board directs to attribute policies related to the

[1:24:47] Voice 3: acquisition of lands and covenants to review topics such as or you could say including

[1:25:03] Voice 3: firewood mortgages or mortgage or priority of mortgages something like that size

[1:25:11] Voice 7: was another

[1:25:12] Voice 7: other one for haste yeah

[1:25:13] Voice 3: perhaps minimum size i

[1:25:22] Voice 4: think yeah okay were

[1:25:25] Voice 3: there other topics raised

[1:25:25] Voice 3: uh

[1:25:27] Voice 4: what do i have here funding support

[1:25:29] Voice 3: funding

[1:25:30] Voice 4: support yeah or

[1:25:31] Voice 9: just support maybe

[1:25:33] Voice 9: ecological

[1:25:36] Voice 1: gifts was that one and

[1:25:38] Trustee Smith: ecological gifts yes thanks yeah oh

[1:25:41] Voice 9: i'm not clear on what

[1:25:43] Voice 9: the ecological gifts component is that we want me to look at uh

[1:25:48] Trustee Smith: yeah i i think it's a separate

[1:25:50] Trustee Smith: issue. We just want someone to brief us on it.

[1:25:52] Trustee Smith: I don't think that's a motion. I think we can just

[1:25:54] Trustee Smith: invite someone to talk about

[1:25:56] Trustee Smith: the program.

[1:25:57] Voice 3: I would suggest taking that out.

[1:25:58] Voice 3: Yeah. And just so your donations

[1:26:00] Voice 3: are eligible to hold ecological

[1:26:02] Voice 3: gifts as well. And I

[1:26:04] Trustee Smith: see that Trustee Yates has her hand up

[1:26:06] Trustee Smith: and then Trustee Govro.

[1:26:09] Trustee Smith: Trustee Yates. Thank you,

[1:26:11] Voice 11: Chair Smith. Thank you, Director

[1:26:13] Voice 11: Frater. You got all of my concerns

[1:26:15] Voice 11: into this motion. I wanted

[1:26:17] Voice 11: it to be broader than NAPCHAPs and I think

[1:26:19] Voice 11: we should for the sake of our own education and the public and staff we

[1:26:25] Voice 11: should say what we've just been talking about so we're not all over the place so

[1:26:29] Voice 11: this is very helpful thank you and

[1:26:31] Trustee Smith: did we want to add this fiscal which was

[1:26:34] Trustee Smith: part of yeah that's good this fiscal okay and trustee go throw your hands up

[1:26:41] Voice 14: thanks did you want to add to the review First Nations engagement as well if we're

[1:26:46] Voice 14: looking at our policies um

[1:26:50] Trustee Smith: personally to me that's like another issue that we are already

[1:26:54] Trustee Smith: looking at but do you think it should be we did

[1:26:58] Voice 9: just the board did just approve updated

[1:27:01] Voice 9: additions to policy six or eight months ago um requiring first nations engagement and approval

[1:27:09] Voice 9: so that piece has already been done are you thinking of the procedure for when it's included

[1:27:14] Voice 9: and how it comes back to the board and around that because the policy does say that the board

[1:27:19] Voice 9: will not give final approval to a securement whether it's an acquisition or a transfer until

[1:27:26] Voice 9: they've considered any feedback from a referral it just doesn't say how we go about doing it what

[1:27:30] Voice 9: the process is for how we do that

[1:27:32] Trustee Smith: yeah oh there sounds sounds good yeah that's good so you don't

[1:27:37] Trustee Smith: want to add it you don't think we need to i can all i can do that even if it's not in the motion

[1:27:41] Trustee Smith: yeah yeah okay yeah it doesn't need to be included yeah okay um see if i see any other hands up

[1:27:49] Trustee Smith: I don't know it's kind of working for the first time can I have someone read

[1:27:53] Trustee Smith: the motion trustee Yates I

[1:28:01] Voice 11: move that the islands Trust Conservancy Board direct

[1:28:04] Voice 11: staff to review policies related to the acquisition of lands and covenants to

[1:28:10] Voice 11: review topics including firewood priority of mortgages minimum size and

[1:28:17] Voice 11: support and financial support and support this

[1:28:24] Voice 13: fiscal I agree there's

[1:28:25] Voice 13: something missing there

[1:28:26] Voice 11: okay

[1:28:28] Voice 13: yeah

[1:28:32] Voice 11: and landholder support this fiscal term okay

[1:28:40] Trustee Smith: do I have a seconder trustee Khan did you second again and all those in favor

[1:28:49] Trustee Smith: you could raise your hand please and that's me too okay so is carried

[1:28:57] Trustee Smith: Carried unanimously. Thanks a lot. Okay. So now, thanks, everybody. Oh, trustee Gogoro,

[1:29:03] Trustee Smith: is your hand still up? Or is that from before?

[1:29:08] Voice 14: Oops. It's been before. My life's terrible right

[1:29:12] Trustee Smith: now. Okay. So the time, just so you know, is 1130. I was hoping we could take lunch at 12.

[1:29:19] Trustee Smith: We haven't had a break. And I don't know, do people feel they would like to have a 10 minute

[1:29:24] Trustee Smith: break, you know, just a bathroom break before we finish the agenda. Maybe I'll sit or maybe I'll

[1:29:32] Trustee Smith: suggest that everybody needs a break. It's long, long meetings. So I'll suggest a 10 minute break

[1:29:37] Trustee Smith: now. And don't forget to just put your put yourself on mute and stop the video during the break. But

[1:29:46] Trustee Smith: I am asking people to come back like really on time. So in 10 minutes, that would be 1142.

[1:29:52] Trustee Smith: Thanks a lot, everybody. Okay.

[1:32:20] Trustee Smith: okay so we'll start again so the next item is the itc meetings with executive there's a briefing on

[1:32:27] Trustee Smith: that and um i think we have to make a decision about whether we want to um how often we want

[1:32:34] Trustee Smith: to meet with executive so does somebody i don't know who wrote the briefing but actually maybe

[1:32:41] Trustee Smith: we could have um trustee elliott since you're on executive and we don't really have a good

[1:32:48] Trustee Smith: idea of what executive thinks about these meetings so maybe you could just uh give us a little bit of

[1:32:53] Trustee Smith: sense of how executive feels about these joint meetings if you can

[1:32:58] Voice 13: um thank you for that chair

[1:33:00] Voice 13: smith i was actually going to send a brief note to executive to ask what they thought um

[1:33:10] Voice 13: um but i think this is so it's it's really um our call i think the executive would welcome

[1:33:20] Voice 13: um the level of engagement can you hear me okay i don't know if my internet's yes okay yeah yeah

[1:33:29] Voice 13: i think personally i think the the executive welcomes more um connection with the conservancy

[1:33:35] Voice 13: board um we are and specifically it's you know it's how to address climate change in terms of

[1:33:45] Voice 13: programming and with um planning and through the conservancy and first nations engagement

[1:33:53] Voice 13: these are two really active um questions that need leadership and a lot of um

[1:34:06] Voice 13: Yeah, we need to be thinking through the impacts and how to do it or to, what do you call it, implement any programs for the future so that it spans electoral cycles, I think.

[1:34:24] Voice 13: So I kind of feel like we're in the information gathering stage still.

[1:34:28] Voice 13: We're all learning about work from other agencies.

[1:34:33] Voice 13: I think the Islands Trust, to be honest, is kind of behind on some of these things. And so as much discussion as we can have, and sorry, I don't mean to say the Islands Trust is behind in a negative way. We have a lot to grapple with. We have a lot to consider.

[1:34:52] Voice 13: consider and so as much as we can meet to sort of understand where the challenges are and then be

[1:35:00] Voice 13: able to map um a plan into the future it'll be really helpful so i do think you know even if

[1:35:11] Voice 13: it's three meetings a year one hour targeted discussions what do we know what do we need to

[1:35:18] Voice 13: know and where to go from here um personally i think they've been really helpful and

[1:35:24] Voice 13: um would be interested to hear what others think

[1:35:27] Trustee Smith: thanks yeah so maybe i'll just speak a minute i i

[1:35:31] Trustee Smith: also was thinking three meetings a year i like the idea of more shorter meetings rather than

[1:35:36] Trustee Smith: what they used to do was like a longer once a year meeting and uh with targeted subjects

[1:35:42] Trustee Smith: i think we've been doing that and i i do think it's impor you know it's kind of allowed me to

[1:35:48] Trustee Smith: have some good discussions with peter luckham actually in preparation for the meetings but um

[1:35:53] Trustee Smith: so i i would like to continue the meetings three times a year and i don't think we have a

[1:36:02] Trustee Smith: confirmation yet whether we'll be having the next meeting which i believe was october 9th but i

[1:36:07] Trustee Smith: could be wrong about that uh trustee yates and then um maybe um manager stewart could speak as

[1:36:13] Trustee Smith: well since you wrote the briefing note i'm going to assume we all read the briefing note which is

[1:36:16] Trustee Smith: very good yes

[1:36:18] Voice 11: thank you chair smith i love this board i don't even need to have my hand up but

[1:36:23] Voice 11: i just want to say i was thinking of three times a year i was hoping to hear from trustee elliot

[1:36:28] Voice 11: first since she's on the executive um so i think three times a year would be great and because we

[1:36:35] Voice 11: did cancel the july one this year but i don't think less than that because i think it's nicer

[1:36:40] Voice 11: to have shorter agendas and meet more often thank you okay so

[1:36:46] Trustee Smith: um maybe i'll just ask for a show of

[1:36:48] Trustee Smith: hands is everybody comfortable with that idea of three times a year on one hour really uh pointed

[1:36:56] Trustee Smith: subjects so uh just asking for a show of hands to say if you're comfortable with that and i've got

[1:37:07] Trustee Smith: one hand what's wrong with me oh it seems like everybody's comfortable with that so i'm not sure

[1:37:13] Trustee Smith: sure we need to have a big discussion on this um would that work for you um uh manager stewart to

[1:37:19] Trustee Smith: organize that you know talk to executive and get the three meetings a year decide when yes that is

[1:37:28] Voice 7: exactly what the discussion i was hoping you'd have and i can pass that on um now again i maybe

[1:37:37] Voice 7: it would be best to have a motion saying that you would like because there was a motion originally

[1:37:43] Voice 7: to meet four times a year so perhaps a motion that says in 25-26 the ITCB would like to meet

[1:37:53] Voice 7: with executive three times a year for an hour and I can take that to staff okay

[1:37:59] Trustee Smith: so oh my god

[1:38:02] Trustee Smith: I don't know Michaela are you the one who's organizing the IT stuff here could you put up

[1:38:07] Trustee Smith: that motion or

[1:38:13] Voice 4: I don't know whoever's doing it it's so hard oh and I see trustee Elliott has

[1:38:22] Trustee Smith: her hand up as well so uh while we're getting oh there it is um can you just uh capture that text

[1:38:30] Trustee Smith: and then uh trustee Elliott do you want to speak while we're getting that text trustee Elliott did

[1:38:38] Trustee Smith: you would

[1:38:38] Voice 13: this be yes it so and I just wanted to to ask about the specific July liaison meeting

[1:38:45] Voice 13: Before we have a motion. So I think in the past, the July liaison meeting was a longer meeting because that was the only meeting that was happening between the ITC board and executive. And so because we'd surfaced a lot of those conversation topics in the previous two meetings, there wasn't enough to discuss. That's great.

[1:39:08] Voice 13: Great. I still want to have that as an option.

[1:39:11] Voice 13: Next year, we may find we need to have a longer meeting,

[1:39:17] Voice 13: perhaps when we've gotten a lot of information back from First Nations.

[1:39:23] Voice 13: And so just keep that as an option, I think.

[1:39:26] Voice 13: So I move that the ITC board direct staff to request meetings or we'd like to request.

[1:39:36] Voice 13: it's it's really we can't just say we're going to meet with them to request um meetings

[1:39:46] Voice 13: or joint meetings perhaps oh no that's fine to request meetings with the executive committee

[1:39:52] Voice 13: for one hour three times per year to discuss uh for focus discussion maybe yeah for focus

[1:40:01] Voice 13: and then do we want to include the topics discussion on topics such as or we'll just

[1:40:14] Voice 13: leave it like that

[1:40:15] Trustee Smith: i think we should leave it blank because we don't know what's going to come

[1:40:18] Trustee Smith: up right like sure but uh do you

[1:40:23] Voice 13: want to add to that

[1:40:24] Trustee Smith: yeah of mutual interest yeah sure

[1:40:27] Voice 13: carolyn

[1:40:29] Voice 13: staff or manager stewart's waving her hand i don't know if you could help us here yeah

[1:40:36] Trustee Smith: if i

[1:40:37] Voice 7: may um i just wonder is this for 25 26 or in indefinitely in the future

[1:40:45] Voice 7: at this particular moment i

[1:40:47] Trustee Smith: think we should leave it in the future if we like it we'll continue it

[1:40:50] Trustee Smith: if we don't we'll have a new a new motion yeah

[1:40:53] Voice 7: i just wanted to be sure that was what uh wasn't

[1:40:56] Voice 7: in intended thank you but

[1:40:58] Trustee Smith: my question is do we add want to add to it um something about

[1:41:03] Trustee Smith: and a possible longer meeting if necessary with

[1:41:11] Voice 13: the option of maintaining the joint liaison

[1:41:15] Voice 13: on meeting in july if needed yeah

[1:41:18] Voice 6: thank

[1:41:31] Voice 13: you so much corlin

[1:41:32] Voice 13: and i just one

[1:41:33] Voice 13: more event there a

[1:41:34] Voice 13: focused discussion on topics of mutual interest would be better languaging yeah thank you so much

[1:41:42] Voice 13: i so move okay

[1:41:45] Trustee Smith: i see that trustee yates's hand is up don't see anyone else's hand okay um i'm

[1:41:51] Voice 11: just going to second the motion but i just have a really quick question do we need that one hour

[1:41:57] Voice 11: in there if they're focused discussions then I don't know one hour seems very

[1:42:03] Voice 11: limiting we

[1:42:08] Trustee Smith: could take it out I mean you know we don't want them to the point is

[1:42:11] Trustee Smith: you don't want them to be too long because then everybody loses interest

[1:42:16] Trustee Smith: we're so busy but if we have a focused discussion for a shorter time sure you

[1:42:23] Trustee Smith: can

[1:42:23] Voice 6: take out the one

[1:42:24] Trustee Smith: hour yeah take it yeah great okay

[1:42:27] Trustee Smith: and trustee it's a

[1:42:29] Trustee Smith: have you seconded this motion yes trustee Yates has seconded it um okay uh any other discussion

[1:42:40] Trustee Smith: on it I don't see any all those in favor and that includes me one two three oh we lost everybody

[1:42:51] Trustee Smith: wait a minute okay so it passes unanimously thanks very much well that was a fast agenda

[1:42:59] Trustee Smith: thanks everybody um the next agenda item oh and I just want to add to that since we're in this

[1:43:05] Trustee Smith: topic are we having there was a meeting i don't have the date in front of me but it was october

[1:43:10] Trustee Smith: i think it was next week actually is

[1:43:12] Voice 13: that it is i've got it on my calendar as an executive

[1:43:17] Voice 13: committee meeting at 1 p.m with uh with the conservancy but correct me if i'm wrong anyone

[1:43:26] Voice 12: and you have the date

[1:43:28] Trustee Smith: for that what's

[1:43:29] Voice 7: the date october 9th october i have that on my calendar

[1:43:32] Trustee Smith: as well okay perfect just reminding everybody okay so the next agenda item is um minister

[1:43:40] Trustee Smith: kang response to chair smith's um it's a correspondence maybe i have to speak to that

[1:43:46] Trustee Smith: quickly the the point is that we do have funds that we have to invest and because we um were

[1:43:53] Trustee Smith: asked not to um we can't approve nap tips or uh anything else that didn't start before um i guess

[1:44:00] Trustee Smith: it's 2024 um we asked mr kang if we could invest our money and she said yes i think that's the

[1:44:09] Trustee Smith: take-home of that she said yes so that's good um any questions about that the letter's there

[1:44:14] Trustee Smith: people can read it i think it's pretty straightforward and thank goodness i would say

[1:44:21] Trustee Smith: uh jesse elliott your hand is up i

[1:44:25] Voice 13: just wanted to note um i've i've been tracking um the referrals

[1:44:29] Voice 13: to uh the ministry and their turnaround has been amazing i think in most times within a month or

[1:44:37] Voice 13: six weeks so i just wanted to express appreciation for um ministry of municipal affairs uh staff um

[1:44:44] Voice 13: returning things in a short order because it doesn't seem to be restricting our ability to

[1:44:51] Voice 13: put covenants on land so this is working out great and that had been what i was worried about

[1:44:56] Voice 13: so thank you it'll be

[1:44:59] Voice 13: it'll

[1:45:00] Trustee Smith: be good if that was reflected in the minutes i don't think we need to

[1:45:02] Trustee Smith: send them a letter but we could reflect that in minutes okay anything else on this item i don't

[1:45:10] Trustee Smith: see anything the next item is um stewart brand's email correspondence regarding protective covenants

[1:45:18] Trustee Smith: um and there's like quite a correspondence about this i should make people aware that

[1:45:24] Trustee Smith: that Stuart also sends me personal emails very, very regularly on the same topic.

[1:45:31] Trustee Smith: So it wasn't, he's really putting thought into conservation and how it can happen.

[1:45:37] Trustee Smith: So maybe I'll just open it up.

[1:45:40] Trustee Smith: Does somebody want to speak to the correspondence?

[1:45:47] Trustee Smith: Nobody wants to speak to it?

[1:45:50] Trustee Smith: Do I have any questions?

[1:45:52] Trustee Smith: Oh, sorry.

[1:45:52] Voice 7: Yeah, go on.

[1:45:53] Voice 7: If you wish, the main thing I would say is we've received, both Catherine and I, have received correspondence from this individual, and we have responded to the individual.

[1:46:04] Voice 7: We suggested that the individual also send information to Trust Council, and I believe that that has been done also.

[1:46:16] Trustee Smith: Yeah, so for people, if you don't know, Stuart Brand lives on Galliano Island. And he, I don't know, I think that's all I can say. He has a lot of ideas, and he's communicating with them. And I appreciate my correspondence with him. But it is a lot.

[1:46:32] Trustee Smith: And also, I also want to comment that I thought that Catherine's responses to him were very good.

[1:46:39] Trustee Smith: You know, she pointed out what we're already doing.

[1:46:41] Trustee Smith: So, Trustee Elliott and then Trustee Govro and Trustee Yates.

[1:46:45] Trustee Smith: Trustee Elliott first.

[1:46:47] Voice 13: So, I wondered if this might be an opportunity for communication and outreach to landholders.

[1:46:56] Voice 13: So, looking at you, Michaela, I'm not sure if this fits in our communication.

[1:47:02] Voice 13: approved strategic plan but as staff works on a briefing for our board and we continue to discuss

[1:47:12] Voice 13: with First Nations their interests in conserved and protected areas how can we communicate this

[1:47:19] Voice 13: out in a more easy to understand way to landholders I know we've done a lot of work in this area so

[1:47:28] Voice 13: I'm not saying that it's not there. Is it represented on our website? Is there a front

[1:47:35] Voice 13: facing manual sort of thing that's easy to follow? Because it could be that all the information is

[1:47:40] Voice 13: somewhere, but it's not in a place that's easy to digest. And so as people become more interested in

[1:47:48] Voice 13: preserving and protecting lands, you know, how can we make the flow through of information easier

[1:47:57] Voice 13: And I'm actually thinking from the bylaw enforcement compliance review project, we've had to do a lot of thinking about how our forward facing or public facing manual is going to look because that's, I guess, in the same way, this is where the public wants to engage with the conservancy that they need to know what are the different tools, how are they being used, who do I speak to?

[1:48:26] Voice 13: So I think this is a good opportunity for communication.

[1:48:30] Voice 13: And I don't know if it's already in a plan or maybe there's a webinar that we

[1:48:34] Voice 13: could do on this.

[1:48:39] Trustee Smith: Oh, I'd

[1:48:40] Trustee Smith: love that idea. You know,

[1:48:44] Trustee Smith: a webinar or something so that people understand that we do support

[1:48:47] Trustee Smith: protection. Maybe I'll take everybody else's questions.

[1:48:53] Trustee Smith: And then I see trustee manager Stewart's at the end there.

[1:48:56] Trustee Smith: So I will, she'll probably be able to answer some of this.

[1:48:59] Trustee Smith: Trustee Gover.

[1:49:00] Trustee Smith: Hi,

[1:49:03] Voice 14: yes, Stuart's from Galeano. I've received a few emails from him as well. He's been a Galeano resident for 52 years, and he is very passionate about the environment and conservation here.

[1:49:18] Voice 14: As far as moving forward, I do think the webinar would be very helpful. There seems to be a lot of questions from the community around a lot of the subjects that he raises, so I would support that. Thanks.

[1:49:30] Voice 14: Okay, Trustee Yates?

[1:49:34] Voice 11: like i said earlier i love this board um i i really like those educational webinars

[1:49:40] Voice 11: and i think it would be really good to have one of those um on this topic it it is it can be quite

[1:49:47] Voice 11: confusing and i sure do appreciate mr brand's uh passion for conservation i really do and i of

[1:49:55] Voice 11: course he sent a letter to press council as well and i really appreciate staff's response um i don't

[1:50:03] Voice 11: see manager stewart's response but i know that he he wrote to you as well and i know you responded

[1:50:09] Voice 11: but i see um katherine martel's reply here which it's a really good reply and um yeah i think we

[1:50:18] Voice 11: could cover a lot of these questions if we had one of those educational webinars thank you

[1:50:24] Trustee Smith: okay uh manager um stewart and then i see that director freighter's hand is up after that

[1:50:31] Trustee Smith: I

[1:50:32] Voice 7: wasn't sure if Catherine's still on the meeting or not.

[1:50:37] Voice 7: Again, she may have more information, but she and I have,

[1:50:40] Voice 7: she has been working on updating the application forms for projects

[1:50:47] Voice 7: covenants, NAPTEP covenants.

[1:50:50] Voice 7: And we have talked about this information being,

[1:50:53] Voice 7: it is currently available on our website,

[1:50:56] Voice 7: but there may be more that we can do.

[1:50:58] Voice 7: So I would suggest that Catherine, Michaela and I will have a conversation about what's there now and if it can be improved.

[1:51:06] Voice 7: And certainly the webinar ideas have been heard.

[1:51:11] Voice 7: Director Freider.

[1:51:16] Voice 3: Hello.

[1:51:18] Voice 3: Hi there.

[1:51:19] Voice 3: I'm just wanting to advise.

[1:51:21] Voice 3: We've got currently eight webinars that I'm aware of in the works for the trust.

[1:51:25] Voice 3: So it's already going to be a very dense communication time between now and the end of fiscal around the delivery of webinars.

[1:51:32] Voice 3: it's almost feeling somewhat the public's going to wonder what's going on for the trust I think

[1:51:36] Voice 3: in terms of

[1:51:37] Voice 3: so many webinars being provided in such a short time period so just caution that

[1:51:41] Voice 3: it's going to be hard to fit it in the mix even in terms of promotion if there was something desired

[1:51:45] Voice 3: in between now and the end of March because there's so many already kind of in the queue

[1:51:50] Voice 3: if you're also asked for your webinar I would ask again that you be consider the existing work

[1:51:55] Voice 3: program and where it would fit in the priorities of your communication specialist in terms of

[1:51:59] Voice 3: what's already been requested and then also um really specific around messaging and intent of

[1:52:05] Voice 3: the webinar um there were a number of matters raised by mr brent some of which applied to the

[1:52:10] Voice 3: planning department above the conservancy so it would also be considering who's the appropriate

[1:52:15] Voice 3: delivery deliverer of the message is it the is it the island's trust or is it conservancy board

[1:52:20] Voice 3: and if it's conservancy board i would encourage you to just speak about the tools which are within

[1:52:24] Voice 3: within your domain.

[1:52:27] Voice 3: Hopefully that's helpful.

[1:52:28] Voice 3: I'll stay on screen here if there's questions

[1:52:30] Voice 3: following up from that.

[1:52:31] Trustee Smith: Okay, does anybody have any questions?

[1:52:34] Trustee Smith: I have one, and I guess since he's on Galliano

[1:52:38] Trustee Smith: and Trustee Gover is also receiving correspondence,

[1:52:41] Trustee Smith: do you think it'd be appropriate for the board

[1:52:44] Trustee Smith: to just write him back, say that we appreciate his concerns,

[1:52:48] Trustee Smith: that we're discussing them and trying to find better ways

[1:52:53] Trustee Smith: to communicate what we do for conservation. Something simple like that. Just put that out

[1:52:58] Trustee Smith: there to see if people on the board would like us to respond directly or if we feel that staff's

[1:53:03] Trustee Smith: responses are, they're good or are they enough. Any comments on that? No.

[1:53:15] Voice 4: Oh, Trustee Yates.

[1:53:17] Voice 11: Thank you, Chair Smith. That's a nice, I hope, fairly simple request. And it would be nice,

[1:53:25] Voice 11: I think for Mr. Brands to get a response from this board if that's okay.

[1:53:32] Voice 11: That sounds good to me and if I were to receive a letter like that then I would be assured that

[1:53:37] Voice 11: that board and the staff was working on these problems. Trustee Gover.

[1:53:46] Voice 14: I agree. I think Stuart

[1:53:49] Voice 14: needs to feel heard as well. He certainly lists quite a few different topics but I also think

[1:53:55] Voice 14: you should be made aware of the uh capacity of staff to answer all those questions and the board

[1:54:01] Voice 14: maybe that the board gave a clear direction on that so

[1:54:06] Trustee Smith: i would like to suggest that i could do

[1:54:09] Trustee Smith: a draft response and send it to everybody including staff so that way they don't have to sort of

[1:54:14] Trustee Smith: initiate the letter and catherine's already actually answered a lot of his comments anyways

[1:54:19] Trustee Smith: um i don't know if people i'm just thinking of staff time i always prefer someone else write

[1:54:24] Trustee Smith: write the letter but since it is from the board would people object to me doing the first draft

[1:54:32] Trustee Smith: of a letter running it by the board and staff and obviously staff would have to spend some time

[1:54:39] Trustee Smith: making sure I don't say anything that's false or misleading but I'll draw on what Catherine's

[1:54:45] Trustee Smith: already said in our discussions so is there anybody who is not comfortable with that approach

[1:54:52] Trustee Smith: approach and maybe staff aren't like it you know i shouldn't really be doing that but

[1:54:56] Trustee Smith: since it would be coming directly from the board i feel comfortable in this particular

[1:55:00] Trustee Smith: circumstance uh i just want to see if anybody's i don't think these hands up i'm comfortable with

[1:55:09] Voice 13: that you asked us to put hands up if we're not happy but be comfortable with you drafting that

[1:55:15] Voice 13: thank you chair smith okay

[1:55:18] Trustee Smith: so i don't think that requires emotion i think i'll just draft it and

[1:55:21] Trustee Smith: and send it to everybody it won't be tomorrow but it'll probably certainly be within the next few

[1:55:26] Trustee Smith: weeks and um you know i'll i'll communicate with staff and see if they're um uh i will require

[1:55:34] Trustee Smith: katherine to look at it just to make sure i haven't said anything that's not true that's what

[1:55:39] Trustee Smith: i would be very concerned about but i like what trustee galvaro said about that he needs to be

[1:55:45] Trustee Smith: heard and we have heard him and we do have some of the same concerns as him so that would be

[1:55:49] Trustee Smith: excellent okay thanks everybody i don't think i need a motion uh manager stewart we don't need

[1:55:55] Trustee Smith: a motion for this doing hello

[1:56:01] Voice 7: sorry i'm looking to uh director freighter on that one okay

[1:56:07] Trustee Smith: i'm

[1:56:08] Trustee Smith: sorry director freighter do we need a motion for that or i can just do it and pass it on

[1:56:12] Voice 3: i think it

[1:56:13] Trustee Smith: could be in the minutes the

[1:56:14] Voice 3: minute taker could note that by consent

[1:56:16] Voice 3: yeah okay yeah

[1:56:17] Trustee Smith: okay the

[1:56:18] Voice 3: board agreed with the church the

[1:56:19] Voice 3: following okay

[1:56:21] Trustee Smith: thank you so um now

[1:56:24] Trustee Smith: Now we're moving into the, and thanks for that discussion, everybody.

[1:56:28] Trustee Smith: Staff's great responses, actually.

[1:56:31] Trustee Smith: Updates for information.

[1:56:32] Trustee Smith: So the time is 12.07.

[1:56:37] Trustee Smith: I don't know.

[1:56:38] Trustee Smith: I hope we can do this in 15 minutes.

[1:56:40] Trustee Smith: But, again, I don't want to cut people off if they have to say anything.

[1:56:44] Trustee Smith: So is there anything, you know,

[1:56:48] Trustee Smith: I would like to note that there's a lot of correspondence related to the

[1:56:52] Trustee Smith: governance committee update.

[1:56:53] Trustee Smith: date so if anybody uh as long as no one objects um i know we have to go through all the reports as

[1:57:01] Trustee Smith: well maybe we could um just start with 5.4.9 and i'll ask trustee govro to be as brief as possible

[1:57:10] Trustee Smith: but there's a lot of correspondence and then we'll go through the list as it is um are people

[1:57:15] Trustee Smith: comfortable with that or we can also do it in the order it's in there i don't see any objections

[1:57:21] Trustee Smith: Corrections. So why don't we start with you, Trustee Galbraith, on just an update on the

[1:57:27] Trustee Smith: Governance Committee, particularly how it relates to ITC. Thank

[1:57:36] Voice 14: you very much. I can't find my

[1:57:37] Voice 14: notes.

[1:57:41] Trustee Smith: Do you want me to defer you to a little bit later? Would that be better?

[1:57:46] Voice 14: Well, I could

[1:57:47] Voice 14: lead it off. I think everyone's read the materials as well. The Governance Committee has written a

[1:57:52] Voice 14: letter to ask for a comprehensive review of the island's trust um and that letter at last was

[1:57:59] Voice 14: presented at last trust council and the letter has been sent so my i don't want to use the word

[1:58:06] Voice 14: concerned to say that there's anything wrong but i did want to highlight to you the ipc that

[1:58:10] Voice 14: a review and impossible changes to the island's trust act would affect us and i thought as a

[1:58:16] Voice 14: board we should be discussing uh those possible changes and have some discussion around it thanks

[1:58:24] Voice 14: hey

[1:58:24] Voice 3: thanks um director frieda just for clarity in the public record the letter has not yet been sent

[1:58:32] Voice 3: we as soon as i'm finished with this meeting today i'll turn my mind to the getting it polished up

[1:58:36] Voice 3: and ready to go but it hasn't actually left yet um

[1:58:41] Trustee Smith: i would make a comment it does say there's so

[1:58:43] Trustee Smith: so many documents are that um the letter was going now because you're hoping it would be a or trust

[1:58:48] Trustee Smith: council's hoping it would be a um election issue it doesn't seem to me that it would be an election

[1:58:54] Trustee Smith: issue just since we're already in election mode but um i could be wrong one never knows

[1:59:01] Trustee Smith: there's nothing to say about that trustee elliott uh trustee elliott you're on mute

[1:59:12] Voice 13: apologies um i think it's important to note that there was a lot of discussion on this in council

[1:59:17] Voice 13: And there was not a unanimous decision to send the letter or even to request a review and the timing and the tone of the letter.

[1:59:28] Voice 13: And in light of some advice that we had received from Ministry of Municipal Affairs senior staff who advise on legislation, policy, amendments to all the statutes, including the Islands Trust Act.

[1:59:51] Voice 13: um so i and and several others expressed concern at council about

[2:00:00] Voice 13: this, about the timing, about the ask, about the lack of clarity, and the lack of coordination

[2:00:07] Voice 13: with other bodies, specifically ITC, Bowen Island, and First Nations.

[2:00:16] Voice 13: This is a much larger discussion than I think we want to have here.

[2:00:22] Voice 13: What I can do is circulate the notes to the board that I had taken from our meeting with

[2:00:30] Voice 13: Ministry of Municipal Affairs when we asked the question specifically how what

[2:00:38] Voice 13: would be the most successful approach in positioning a request for a

[2:00:43] Voice 13: comprehensive review of the Islands Trust Act and so we got some really good

[2:00:50] Voice 13: answers back and I'd circulated those notes to Trust Council and ultimately

[2:00:56] Voice 13: that advice was not taken. So I think the vote was something like 16 to 10, or 16 to 12. So it

[2:01:05] Voice 13: was not a unanimous effort. And I think this could lead to some really significant discussions down

[2:01:13] Voice 13: the road. I think there's good opportunity for discussions. But just the purpose, the timing,

[2:01:19] Voice 13: mean the rationale for the review is still very much um a uh topic that we we just aren't settled

[2:01:32] Voice 13: on it's it was really it was a really tough discussion i don't know how else to characterize

[2:01:38] Voice 13: it um so i don't i'm not quite sure what to say um i really feel the itc was left out of this

[2:01:48] Voice 13: conversation too and um and i don't personally um i have come to i have actually modified my

[2:01:58] Voice 13: views on this whole thing in the beginning when i was first elected i thought yes we need a review

[2:02:02] Voice 13: we must align our legislation with drippa the advice we got in short was work on your agreements

[2:02:10] Voice 13: with first nations you haven't exercised all the tools that you have there's great examples

[2:02:18] Voice 13: of collaborative decision-making structures,

[2:02:25] Voice 13: not yet collaborative governance structures

[2:02:27] Voice 13: by other local governments all over BC,

[2:02:30] Voice 13: and we could really push the envelope

[2:02:34] Voice 13: by working with First Nations on what specifically,

[2:02:39] Voice 13: what are the legislative changes that we need to see.

[2:02:42] Voice 13: And we'd have a much stronger case

[2:02:44] Voice 13: if the Islands Trust worked to come together

[2:02:48] Voice 13: with nations and say, this is where our legislation is impeding us. We've done everything we can with

[2:02:56] Voice 13: the regulatory tools that we have, and here's where we need change. And so being very specific

[2:03:03] Voice 13: in that ask, and coming together with First Nations and our partners, this was seen as a much

[2:03:11] Voice 13: much more um collaborative approach and the second the second question which i think is a

[2:03:18] Voice 13: much larger question is asking for top-down legislative changes before our communities

[2:03:26] Voice 13: are ready or having those conversations about what we envision governance in the in the islands

[2:03:32] Voice 13: to be could result in some drastically um like reaction some some you know we saw what happened

[2:03:46] Voice 13: with the land act lands act you've got uh how how legislation was going to change

[2:03:53] Voice 13: um what private property owners felt were their rights for you know docs and tenures and all that

[2:04:02] Voice 13: And there was strong reaction. And so I think the province's advice to work with our communities and work with First Nations, develop good processes, protocols, and prepare for that legislative change is going to be much more successful.

[2:04:24] Voice 13: So, I have changed my thinking on this. It was a really good discussion at Trust Council, but in no way was it unanimous. And I have concerns with this going forward. It's not going to be an election issue.

[2:04:41] Voice 13: if we had if we had wanted to to make this an election issue it should have been planned six

[2:04:45] Voice 13: months ago with a communication strategy and and so um this is um this is an unfortunate

[2:04:53] Voice 13: uh step i feel and we're just going to have to deal with it somehow thanks

[2:04:58] Trustee Smith: so trustee yates's

[2:05:00] Trustee Smith: hand is up i'm super worried about time although i do like to hear from everybody so trustee yates

[2:05:05] Trustee Smith: i will ask you if you have something different to add than has already been said if you have

[2:05:10] Trustee Smith: then please go ahead uh

[2:05:12] Voice 11: well not exactly different but as trustee elliott has said be careful what we

[2:05:18] Voice 11: ask for and the timing of this is not good and i want to apologize for my vote at council because

[2:05:25] Voice 11: we did get really good advice from director freighter from cao mobs and from trustee elliott

[2:05:33] Voice 11: that they got at UBCM and I read it all I listened to it all and yet I still voted in haste and if

[2:05:42] Voice 11: there was anything I could do to take my vote back I would thank you okay

[2:05:47] Trustee Smith: so one thing that I'll

[2:05:48] Trustee Smith: suggest is that maybe since we are meeting with the executive we could just raise the issue with

[2:05:54] Trustee Smith: them on October 9th about like we haven't given them a lot of advance notice but just

[2:06:01] Trustee Smith: ensuring that ITC is involved in anything that decisions that actually affect us so

[2:06:07] Voice 4: yeah

[2:06:07] Trustee Smith: we'll all be at that meeting so I would suggest that we uh we can raise that at the

[2:06:13] Trustee Smith: meeting okay so I'm gonna unless there's I don't see any other hands up I'm gonna try and move on

[2:06:19] Trustee Smith: because I'm I'm super worried about time now uh so I'm gonna move back to 5.4 part one which is

[2:06:24] Trustee Smith: the public acquisitions report i'm sure everyone's read it uh what we usually do is just uh see if

[2:06:31] Trustee Smith: anybody has questions or comments about particular items on this does anybody let's see i don't see

[2:06:42] Trustee Smith: any hands up so then i'm gonna uh so what do we have by public acquisitions then i have public

[2:06:50] Trustee Smith: covenants and again um we are uh we'll just assume everybody's read it and do you have

[2:06:58] Trustee Smith: any particular comments you want to make about any of these items don't see any hand oh trustee

[2:07:06] Trustee Smith: thanks is

[2:07:08] Voice 2: this for this

[2:07:08] Trustee Smith: item or did i miss you last time

[2:07:10] Voice 2: no it's this item um there is a mention

[2:07:13] Voice 2: in in there about Galt in the Larimer Covenant and Galt is a Gabriola institution not anything

[2:07:25] Voice 2: to do with Salt Spring so I wondered why Galt was mentioned in relation to the Larimer Covenant

[2:07:31] Voice 2: I'm

[2:07:32] Voice 9: sure it was just a typo Trustee Kahn so do

[2:07:38] Voice 12: you think yeah

[2:07:39] Trustee Smith: could you correct that

[2:07:40] Trustee Smith: yeah that would be great thanks for noticing that thanks very much for that

[2:07:45] Trustee Smith: any other comments on this so that'll be corrected just a typo great so the next

[2:07:53] Trustee Smith: agenda item is the budget report 5.4.3 I had just a couple comments does anybody

[2:08:07] Trustee Smith: Anybody else have any comments on the budget report?

[2:08:12] Trustee Smith: Yes, Manager Stewart.

[2:08:14] Trustee Smith: Oh, your hand is down.

[2:08:15] Trustee Smith: Oh, your hand is up again, nope.

[2:08:17] Trustee Smith: Okay, Trustee Gover, your hand is up.

[2:08:21] Voice 14: Hi there, not really, I'm looking at the,

[2:08:25] Voice 14: no big comments or anything.

[2:08:26] Voice 14: I just had a question about travel expenses.

[2:08:29] Voice 14: It looks like that it's 85% spent already.

[2:08:33] Voice 14: I'm wondering if that's,

[2:08:34] Voice 14: just some understanding around it, thank you.

[2:08:38] Voice 7: certainly i would suggest first i'll backtrack and say this is different from the ones you've

[2:08:44] Voice 7: received before from um from manager emmings i'm not there yet in terms of her understanding of

[2:08:51] Voice 7: these um but i wanted to provide you with something to answer that question certainly

[2:08:58] Voice 7: Certainly a great majority of our travel costs are done early in the year with monitoring

[2:09:08] Voice 7: and there's been, well, sorry, the travel for training is a separate one.

[2:09:16] Trustee Smith: Thank you.

[2:09:17] Trustee Smith: Thanks for that.

[2:09:18] Trustee Smith: I have a couple of questions too.

[2:09:20] Trustee Smith: I see that Director Frater's hand is up.

[2:09:22] Trustee Smith: Maybe I'll just ask my questions first and you could address them all at the same time.

[2:09:25] Trustee Smith: I noticed that we haven't spent very much on admin support, which kind of surprised me.

[2:09:31] Trustee Smith: So I just ask about that, if that's up to date.

[2:09:36] Trustee Smith: And also some concerns that we haven't spent anything on our First Nations engagement plan.

[2:09:44] Trustee Smith: So those two issues, maybe they're not actually up to date.

[2:09:50] Trustee Smith: So, Director Frater.

[2:09:52] Voice 3: Okay, happy to take that.

[2:09:53] Voice 3: the admin support services line is the contribution that the Conservancy makes

[2:09:58] Voice 3: to the overall operations of the Islands Trust so it's essentially out of your

[2:10:01] Voice 3: control you're generally tracking toward you know you're basically a quarter of

[2:10:05] Voice 3: the way through the year you're you know almost a quarter spent so that seems

[2:10:09] Voice 3: fine I wouldn't have any concern there with regard to the the funding for

[2:10:15] Voice 3: engagement on the five-year plan that funding is primarily intended as

[2:10:19] Voice 3: capacity funding those letters have not yet been sent so there's been no offer

[2:10:23] Voice 3: of capacity funding at this time so that you wouldn't expect to see that that funding put

[2:10:29] Voice 3: out until the spring ideally by march 31st so that that would be the rationale for that the reason i

[2:10:36] Voice 3: had my hand up was to let you know that in the budget that travels to council i've made an

[2:10:41] Voice 3: amendment on your behalf which either you could address today or more properly we could bring you

[2:10:45] Voice 3: some briefing materials for your next meeting which is that um manager stewart and i have

[2:10:50] Voice 3: have identified, and I had previously identified with Manager Emmings, that it is just too hard

[2:10:55] Voice 3: for the manager to undertake bookkeeping as part of the duties. And so we have estimated probably

[2:11:02] Voice 3: for $4,000, we could bring in a firm to help us with bookkeeping. And so I was going to be

[2:11:08] Voice 3: suggesting that the contracted services line go up by $4,000. We've yet to firm up that number

[2:11:14] Voice 3: exactly, but I think it's in that realm, or in that range, to enable us to bring in a firm to

[2:11:19] Voice 3: help with that portion of the manager's duties to sort of take that weight off and also it makes it

[2:11:24] Voice 3: easier for recruitment into the future that we don't need to have someone who can be a wonderful

[2:11:28] Voice 3: manager and knowledgeable in all things conservation and also happen to be a bookkeeper

[2:11:33] Trustee Smith: that's such a good idea personally speaking i think it's a great idea so do you need a motion

[2:11:38] Trustee Smith: for us to add uh four thousand dollars to contracting services

[2:11:42] Voice 3: for that purpose manager

[2:11:43] Voice 3: stewart's hand up if you're comfortable today without further information i think that would

[2:11:47] Voice 3: would be helpful because i have already put it in on the back end on your behalf but certainly

[2:11:52] Voice 3: we could bring you something in writing for your next meeting and all all would be fine in the

[2:11:55] Voice 3: budget world um

[2:11:57] Trustee Smith: manager stewart hands up if

[2:12:00] Voice 7: i may i i realized that in the in approving the two

[2:12:04] Voice 7: covenants um we typically increase the property management budget as well uh by i want to say

[2:12:12] Voice 7: about $1,100 per covenant and that was not as far as I can recall that was not included

[2:12:19] Voice 7: in the budget submission that we had provided earlier so Director Frater and I may need to add

[2:12:26] Voice 7: that in also if you're making a motion I would suggest it include both bookkeeping and increases

[2:12:33] Voice 7: for new covenants received once they're registered.

[2:12:39] Trustee Smith: Okay so unless there's any objections I think we

[2:12:42] Trustee Smith: we should have this motion because the covenant increase is in the

[2:12:46] Trustee Smith: briefings, but we should ensure that. And having someone else,

[2:12:50] Trustee Smith: having been a manager, having to do bookkeeping, it's ridiculous.

[2:12:54] Trustee Smith: It's so great to have someone who's actually knows how to do bookkeeping.

[2:12:59] Trustee Smith: So maybe Michaela, if you're managing the site there,

[2:13:03] Trustee Smith: if you could put up something so we could get a motion written and I don't

[2:13:09] Trustee Smith: see any objections, maybe someone, if someone has an objection,

[2:13:12] Trustee Smith: they could just put their hand up so I won't go this route don't see any

[2:13:17] Trustee Smith: objections so maybe we can get some wording there from from you either

[2:13:24] Trustee Smith: manager Stewart or director freighter I'm

[2:13:29] Voice 3: happy to start us off if you'd like

[2:13:30] Voice 3: okay

[2:13:31] Trustee Smith: so

[2:13:31] Voice 3: the ITC board direct staff to add $4,000 I would say to the 25 26

[2:13:39] Voice 3: budget request for bookkeeping services and add how we could just say an ad i would say just add

[2:14:03] Voice 3: appropriate funds to reflect new covenants to be taken on in the 24 or 25 fiscal year

[2:14:19] Voice 3: or and i

[2:14:27] Voice 7: would say to

[2:14:27] Voice 3: reflect the management

[2:14:29] Voice 7: funds yeah

[2:14:30] Voice 3: the proper yeah to add appropriate

[2:14:32] Voice 3: property management funds no earlier back in the sentence it says and add appropriate

[2:14:39] Voice 3: property management or property monitoring funds is that property monitoring i think i see katherine

[2:14:50] Trustee Smith: martell has her hand up maybe some just yes

[2:14:54] Voice 9: sorry i just i know this isn't the only opportunity to

[2:14:57] Voice 9: do so but um do we want to also think ahead in case there are other new covenants that come in

[2:15:05] Voice 9: this fiscal year so

[2:15:08] Voice 3: i've worded it such that if that happened we could tuck them in perfect and

[2:15:12] Voice 9: i think it's property management would be more appropriate than monitoring because it's also

[2:15:17] Voice 9: for signs and for other components

[2:15:20] Trustee Smith: thank you okay uh do i have somebody who'd like to read that

[2:15:25] Trustee Smith: motion trustee yates please

[2:15:28] Voice 11: i moved that the islands trust conservancy board direct staff

[2:15:35] Voice 11: staff to add $4,000 to the 2025-26 budget request for bookkeeping services and add appropriate

[2:15:44] Voice 11: property management funds to reflect new covenants to be taken on in the 2024-25 fiscal year.

[2:15:54] Voice 11: Thank you. Do I have a seconder? Before

[2:15:57] Voice 3: seconded, Chair,

[2:15:59] Trustee Smith: I just see if you've got Manager Stewart's

[2:16:00] Trustee Smith: hand up oh okay uh oh manager stewart sorry i didn't see you if

[2:16:06] Voice 7: i may i just wonder and this

[2:16:08] Voice 7: is almost to katherine i wonder if we might you might want to add new covenants or lands

[2:16:15] Voice 7: if we get any further nature reserves finished and registered and or transferred in this fiscal

[2:16:23] Voice 7: there's also um an amount that would be needed for those uh

[2:16:34] Trustee Smith: yeah i'm sort of like i do worry a

[2:16:39] Trustee Smith: little bit about us as having a motion uh to put funds on without a dollar amount associated with

[2:16:46] Trustee Smith: them so uh i think i would prefer to add that should that happen and just reflect the new

[2:16:53] Trustee Smith: covenants because we've actually just approved to unless i see trustee khan's hand is up too

[2:16:58] Trustee Smith: Sorry, Trustee Kahn.

[2:17:00] Voice 2: I just wondered about the 2024-25 fiscal year.

[2:17:05] Voice 2: If we're asking for money in the 2025-26 budget year,

[2:17:10] Voice 2: why are we looking back a year for new covenants?

[2:17:14] Voice 3: I can answer that, Chair.

[2:17:16] Voice 3: Yeah, yeah.

[2:17:17] Voice 3: So essentially, it's covenants that you would take on this year

[2:17:19] Voice 3: up until the end of March.

[2:17:21] Voice 3: You need to budget to take care of those properties next year.

[2:17:25] Voice 3: So that's why.

[2:17:26] Voice 3: So any covenants that you take on this year,

[2:17:28] Voice 3: you should have funding in your property management budget for them for next year

[2:17:32] Voice 2: so maybe the words to be should be taken out sure because

[2:17:36] Voice 2: it's not future it's it's yeah

[2:17:41] Voice 3: so after the word covenants certainly that could add clarity and there is just for reassurance of

[2:17:49] Voice 3: the board there is a formula that we use per property for both lands and covenants if you

[2:17:54] Voice 3: wished we could pause this and go over the lunch hour go dig out that number for you

[2:17:58] Voice 3: um or by the word appropriate or you if you would if you wanted more assurance than is offered by

[2:18:04] Voice 3: the word appropriate you could say you know and add funds according to the ITC formula so I'd have

[2:18:10] Voice 3: to come up give me a minute here I'd come up with some language but we could offer you a bit more

[2:18:13] Voice 3: reoccurrence there I

[2:18:15] Trustee Smith: think appropriate implies that you're looking at the formula I'm okay with

[2:18:19] Trustee Smith: that word personally speaking uh I don't know if anybody uh oh I see uh okay I want to get through

[2:18:25] Trustee Smith: this quickly because i'm getting worried about time uh manager stuart do you want to add something

[2:18:30] Trustee Smith: specific to that it

[2:18:31] Voice 7: is in the um in the covenant uh request for decision the amount is one thousand

[2:18:39] Voice 7: one hundred and sixty dollars increase per covenant okay

[2:18:54] Voice 4: that works you could have it

[2:18:57] Voice 4: then you can take out appropriate yeah and

[2:19:01] Voice 3: you could add the word too okay

[2:19:09] Trustee Smith: so uh i think it was

[2:19:11] Trustee Smith: So Trustee Yates, I think, are you the one who read it originally?

[2:19:20] Trustee Smith: Yes, I was, Chair Smith.

[2:19:22] Trustee Smith: Thank you.

[2:19:23] Voice 11: Could you read this with the revisions, please?

[2:19:26] Voice 11: Sure.

[2:19:27] Voice 11: I move that the Islands Trust Conservancy Board direct staff to add $4,000 to the 2025-26 budget request for bookkeeping services

[2:19:37] Voice 11: and add $1,160 per covenant to property management funds

[2:19:44] Voice 11: to reflect new covenants taken on in the 2024-25 fiscal year.

[2:19:51] Voice 11: Okay, do I have a seconder?

[2:19:54] Trustee Smith: Does anybody want to second that?

[2:19:56] Trustee Smith: Trustee Kahn, okay.

[2:19:59] Trustee Smith: And any other discussion?

[2:20:02] Trustee Smith: Don't see.

[2:20:03] Trustee Smith: Trustee Kahn, is your hand up for seconding or for further discussion?

[2:20:11] Voice 2: I was just looking to the vote.

[2:20:14] Trustee Smith: Oh, okay. So all those in favor, put your hand up, please. Okay. And I'm in favor as well. So that

[2:20:22] Trustee Smith: passes unanimously. Thanks a lot for that. So I'm going to try and now time is really running out

[2:20:30] Trustee Smith: because it's 1230. So we've looked at the budget. Well, we can go through these things quickly.

[2:20:38] Trustee Smith: I ask you to, like, I don't want to stop discussion, but please, if it's, you know, if it's important, then we'll do it.

[2:20:47] Trustee Smith: The next item is the ITC annual work plan.

[2:20:53] Trustee Smith: And has everybody looked at this?

[2:20:56] Trustee Smith: Thanks to Manager Stewart for providing us with this kind of summary of the work plan, because I think it's really helpful.

[2:21:05] Trustee Smith: helpful. So, anybody have any comments? I'll just assume I won't go through it. Trustee

[2:21:13] Trustee Smith: Gilbrow, please.

[2:21:14] Voice 14: Yeah, I just wanted to take a moment to acknowledge the incredible amount of work that we've accomplished

[2:21:20] Voice 14: over the past bit, and the mix of work. The strategic planning, technology, fieldwork

[2:21:27] Voice 14: outreach, and it's impressive, and it shows our multi-dimensional team effort. So, thank

[2:21:35] Voice 14: you okay thanks

[2:21:36] Trustee Smith: a lot trustee elliott um although i appreciate everybody thanking staff i'm really

[2:21:40] Trustee Smith: worried about time so uh please uh speak as long as it's not just a thing globally we think it's

[2:21:48] Trustee Smith: incredible oh did your hand come down yep thanks a lot no

[2:21:50] Voice 12: thanks a lot i'm i'm

[2:21:52] Trustee Smith: sorry chair i'm not

[2:21:53] Voice 13: i do thank staff

[2:21:56] Voice 13: but um i just had a question about the first um item do we anticipate the

[2:22:03] Voice 13: letters going out and i realized so this is kind of combined with my executive committee trust

[2:22:08] Voice 13: council update we council has approved um some funding to support trust area services

[2:22:17] Voice 13: um because that area has been very overtaxed and the focus on the policy statement has really taken

[2:22:26] Voice 13: up all of the um senior policy advisors work and considerable amount of director freighter's work

[2:22:33] Voice 13: So Council approved $40,000 or $44,000 to be used this fiscal to support trust area services, and that relates to we needed more capacity so that we can get to things like the engagement with First Nations on the five-year plan.

[2:22:55] Voice 13: plan so with that in mind director freighter i guess or and manager um stewart apologies

[2:23:04] Voice 13: is the intent to get these letters out in the next month do you think and uh when do we want

[2:23:12] Voice 13: to think about seeking a timeline extension um to ensure that engagement's not rushed is that

[2:23:18] Voice 13: something we might consider even by november uh how do you see this rolling out because i do think

[2:23:23] Voice 13: I think it's central to the work.

[2:23:25] Voice 13: And although all the other pieces need to get done,

[2:23:29] Voice 13: this is, we've identified it as the priority.

[2:23:33] Trustee Smith: So before a staff answers that, I have a related question.

[2:23:37] Trustee Smith: So you could answer them both at the same time.

[2:23:39] Trustee Smith: And that is that I really would like Manager Stewart

[2:23:44] Trustee Smith: to tell the board what she told me.

[2:23:47] Trustee Smith: I'm concerned that the minister wrote us in January, 2024,

[2:23:51] Trustee Smith: 24, eight months ago. We haven't got letters out yet. I do understand why. And I understand from

[2:23:57] Trustee Smith: a manager, Stuart, that we probably aren't going to be doing anything on this until around April

[2:24:06] Trustee Smith: 2025 for various reasons. So I would like you to tell the board what you told me about why this is,

[2:24:13] Trustee Smith: because I'm incredibly concerned about this. Thanks a lot. It's the same question, really.

[2:24:19] Trustee Smith: I

[2:24:20] Voice 7: will start with, I have already started drafting a report for the November meeting.

[2:24:28] Voice 7: Looking at issues, for instance, we don't want to send a letter out and then have several months of no contact or anything that doesn't help build a relationship.

[2:24:41] Voice 7: So in the November report that I'm doing for the board, it outlines how we need to think about, so it's updating the engagement strategy that I had provided in July, recognizing that I will be here until mid-January, and there will be a new person as interim or acting manager.

[2:25:09] Voice 7: manager and and so I felt it important to update the board and make some suggestions and get some

[2:25:18] Voice 7: direction I have worked on drafting letters a couple of times since I've been here since mid

[2:25:26] Voice 7: June but every time it gets interrupted by other projects on the go other priority not priorities

[2:25:34] Voice 7: but other needs. And I had hoped to get to it again, you know, this weekend, but didn't have

[2:25:41] Voice 7: a chance. So that's why I wanted to provide a report to the November meeting, outlining a

[2:25:50] Voice 7: process that I think will work well, in terms of when letters go out, and so that there is

[2:25:57] Voice 7: fairly prompt uh response afterwards to check if they'd like to meet and get things going um i

[2:26:05] Voice 7: am planning i have about five days in the month of october that don't have anything on at the

[2:26:15] Voice 7: moment and so my intent is to take the draft letters that i've already provided or already

[2:26:21] Voice 7: worked on and get some letters further along over this month okay

[2:26:30] Trustee Smith: so so then

[2:26:32] Trustee Smith: the other part of trustee Elliott's question was do we have to ask for an

[2:26:36] Trustee Smith: extension on the five-year plan because and and also that has implications so

[2:26:43] Trustee Smith: and

[2:26:44] Voice 7: and on that and that'll be addressed in my report to the board on the 19th of

[2:26:50] Voice 7: of November making suggestions to that regard.

[2:26:55] Voice 7: I do believe we probably do need an extension,

[2:26:58] Voice 7: but Claire and I haven't had a chance to discuss that

[2:27:04] Voice 7: and how it might work and what would be best

[2:27:06] Voice 7: to make a recommendation to the board on that aspect.

[2:27:10] Trustee Smith: Okay, so Director Frater, your hand is up.

[2:27:16] Voice 3: Yes, you will need to ask for an extension

[2:27:18] Voice 3: or advise that one's needed.

[2:27:19] Voice 3: I have already advised ministry staff of this, and they are, I believe, are putting it in the initial briefing materials for the new minister that, you know, they expect such a request to come forward.

[2:27:29] Voice 3: There was no concern expressed from staff about that.

[2:27:32] Voice 3: They are essentially looking for us to build good relationships and the current arrangement can continue.

[2:27:38] Voice 3: There is currently no minister to write to, per se, so I highly recommend waiting

[2:27:42] Voice 3: until you've got a minister settled in who has been briefed on what the conservancy is, and then the letter can land in a good way.

[2:27:49] Trustee Smith: Well, that's great, because then we can wait for the briefing in November. So it'll all. Yeah. And Trustee Elliott?

[2:27:54] Trustee Smith: Yeah,

[2:27:56] Voice 13: I wanted to ask if there's been any consideration for hiring an Indigenous engagement specifically for this work. $20,000 allocated for capacity funding is great.

[2:28:08] Voice 13: Great. The ministry had indicated in our meeting with them, and I can go into those notes if you want, that we should direct the funds from the reconciliation grant where they are needed and when it's most timely.

[2:28:24] Voice 13: And if we are hampered in this work because we do not have staff capacity, if hiring an Indigenous coordinator to support engagement and ensure that responses are prompt, that that is a large piece of work and it is complicated.

[2:28:40] Voice 13: And I don't really want to see it continually pushed off to the side of the desk because we have all this other important work, but this is core.

[2:28:49] Voice 13: And so maybe we need somebody specifically dedicated to it, a contractor hired for, you know, the next six to eight months, because as well, there's going to be a learning curve for the new manager who steps into this role.

[2:29:02] Voice 13: So I am all for using that $20,000 that's been funded to support our staff to get this work done.

[2:29:12] Voice 13: um and if we need to draw more we can have those conversations with the ministry saying this is

[2:29:18] Voice 13: there's a very good reason um we've used the grant money for this much i don't think we should

[2:29:24] Voice 13: wait so have we considered that as an option so

[2:29:30] Trustee Smith: i just i see that uh that director freighter's

[2:29:32] Trustee Smith: hand is up but i'd also like to speak to that i am incredibly supportive of that i know it's

[2:29:37] Trustee Smith: It's always ideal to have somebody who's on staff do this work, but I realize that this

[2:29:43] Trustee Smith: isn't going to happen now until at least April, and the person who's going to be in Carolyn's

[2:29:51] Trustee Smith: job is also only going to be temporary.

[2:29:53] Trustee Smith: So that is going to then have the same problem we have right now, where that person is going

[2:29:58] Trustee Smith: going to be gone.

[2:30:00] Trustee Smith: uh when the relationships are starting to be built and then we're waiting a long time

[2:30:05] Trustee Smith: since the minister asked us to do this and we all know how important it is so although it's not

[2:30:10] Trustee Smith: ideal my preference would be to get somebody to do that work who's experienced in that work

[2:30:18] Trustee Smith: and who um would be better if they were first nations obvious to my opinion we'd get a better

[2:30:24] Trustee Smith: result actually so that's I decided to support what Toby just said and I know

[2:30:30] Trustee Smith: it's not ideal but the situation we have now is actually definitely not ideal

[2:30:36] Trustee Smith: with no resolution if we don't hire someone to do this director freighter

[2:30:42] Trustee Smith: please I

[2:30:44] Voice 3: don't want to speak for manager Stewart here but certainly we can look

[2:30:47] Voice 3: at doing that that is something we've been recognizing if there's just a limit

[2:30:50] Voice 3: to staff capacity the one thing I will note is we are in relationship with

[2:30:54] Voice 3: these nations and we work at a staff to staff level very collegially and I think they would not

[2:30:59] Voice 3: they would be expecting myself and people that they know to be in those meetings we're building

[2:31:04] Voice 3: a friendship here so bringing in an external consultant to lead the conversation is not in

[2:31:09] Voice 3: our long-term interest or what I think what would be expected but certainly having someone to assist

[2:31:14] Voice 3: us on the administrative side and helping us you know schedule prepare respond do the track

[2:31:20] Voice 3: correspondence tracking, all of that would certainly be beneficial, even though taking

[2:31:24] Voice 3: in meetings, et cetera. That said, you have that funding for capacity funding. So what it might be

[2:31:30] Voice 3: is that you, you know, we could talk about this again at your next meeting. And at that meeting,

[2:31:35] Voice 3: you might wish to pass another resolution looking to amend your budget request again

[2:31:39] Voice 3: to add in additional funds. I'll turn to Manager Stewart to see if she wants to supplement that

[2:31:44] Voice 3: answer with anything more specific. And while she's doing that, I'm going to check on the

[2:31:48] Voice 3: timing of the financial planning committee vis-a-vis your November meeting to make sure

[2:31:52] Voice 3: that the sequence might work.

[2:31:55] Trustee Smith: Okay. And I also want to make people aware it's 1242. So now I'm

[2:31:58] Trustee Smith: getting really concerned. So manager Stewart, unless you have something, do you have something

[2:32:05] Trustee Smith: to add to that? The

[2:32:07] Voice 7: only thing that I would say in addition to that is it was my intention because

[2:32:11] Voice 7: of UBCM and trust council. I haven't had a chance to meet with director Freider recently. So

[2:32:18] Voice 7: So the idea of getting letters out, as I say, I was going to work on those in October, but

[2:32:25] Voice 7: whether they go out in January, how we deal with it is something that I think the two

[2:32:31] Voice 7: of us need to have a discussion about.

[2:32:32] Voice 7: So with this in mind, that's where I would head.

[2:32:37] Trustee Smith: Okay, so what I'm hearing you say, I just want to summarize it for everybody.

[2:32:41] Trustee Smith: We're going to get a note.

[2:32:42] Trustee Smith: This will be on the agenda in the November meeting.

[2:32:45] Trustee Smith: by that time you'll have put this your thoughts together and you'll have talked

[2:32:49] Trustee Smith: to director freighter on a way forward and how we might use this money to get

[2:32:54] Trustee Smith: this moving is that correct everybody understands that so there's no

[2:32:57] Trustee Smith: motion required but you got the message that we're concerned and it'll be

[2:33:01] Trustee Smith: reflected in the minutes thanks a lot any oh okay director freighter unless is

[2:33:09] Voice 3: it new yes so just one final comment the financial planning committee meeting in

[2:33:13] Voice 3: November happens ahead of a week ahead of your meeting so if the manager and I determine that

[2:33:18] Voice 3: some kind of financial request might be needed we might be able to get you to do that by resolution

[2:33:23] Voice 3: without meeting if there was concurrence that that might be appropriate and trustee Timothy we can

[2:33:27] Voice 3: explain to you what that process looks like but essentially you make a motion outside a meeting

[2:33:31] Voice 3: for something that we feel is non-controversial and wouldn't need debate so it might be that we

[2:33:36] Voice 3: could come to you in that regard if we wanted to influence it influence something for the preparation

[2:33:41] Voice 3: of that next budget

[2:33:42] Trustee Smith: yeah so I would suggest that's a very good idea if I

[2:33:45] Trustee Smith: have if there's no hands objecting to that idea then I'll suggest that would

[2:33:50] Trustee Smith: be a good way forward thanks for that I don't see any objecting hands okay I'm

[2:33:56] Trustee Smith: gonna sort of move ahead and was there anything else related to the mid-year

[2:34:02] Trustee Smith: update the midterm update

[2:34:06] Voice 11: trustee Yates if that includes um Trust Council update

[2:34:12] Voice 11: I just wanted to thank you, Chair Smith, for the Islands Trust Conservancy Board presentation

[2:34:19] Voice 11: that you did for Council, which for me, I just always look forward to that, and thank

[2:34:24] Voice 11: you for doing that.

[2:34:26] Trustee Smith: No, we were on a different agenda item, but that's great, thanks a lot.

[2:34:31] Trustee Smith: Any other, I'm just looking at the Conservancy Work Plan, that agenda item, and we've had

[2:34:37] Trustee Smith: a discussion on it, I want to check that there's nothing else for that item, and I don't see

[2:34:42] Trustee Smith: anything else so trustee yates always being ahead of me is on the next item uh islands trust

[2:34:48] Trustee Smith: conservancy quarterly report you all have in your package what what the uh what was submitted i

[2:34:54] Trustee Smith: spoke for five minutes to it and um always get good questions so that's all anything else just

[2:35:02] Trustee Smith: nothing else that's my update executive committee update uh trustee elliott you've given us some on

[2:35:08] Trustee Smith: that so anything else to add

[2:35:15] Voice 12: okay so the so the item yes

[2:35:25] Voice 13: was advanced through a

[2:35:29] Voice 13: recommendation of executive Kim we're hoping to support area services and

[2:35:34] Voice 13: council endorsed that so that was great report out our CEO hiring committee is

[2:35:42] Voice 13: is really very close to, um, a final candidate, which I think we're meeting finally on Friday

[2:35:49] Voice 13: for a decision. And there's, has been a lot of, um, um, I guess what I can bring back from trust

[2:35:57] Voice 13: council is the concerns that we are seeing. I myself have raised and others that, um, council

[2:36:07] Voice 13: Council is undermining, challenging the work of staff, and there's been a disrespectful

[2:36:18] Voice 13: attitude towards staff in terms of capacity, reporting, and that is just not acceptable.

[2:36:25] Voice 13: And so a lot of the, where we need to go with Trust Council is having a strong CAO who will

[2:36:33] Voice 13: They'll interface well with the elected body and be able to support staff in the work that they're doing.

[2:36:45] Voice 13: And I think that's been some of the real challenging dynamics.

[2:36:50] Voice 13: I'll just be honest, staff and trust counsel need to work together.

[2:36:57] Voice 13: and right now um there's sort of an adversarial tone and it's been disrespectful that that council

[2:37:05] Voice 13: meeting i cannot articulate how disappointed i am with how discussion went and i um so we were

[2:37:12] Voice 13: looking for remedies and we need leadership and we need people to stand up and to um say what is

[2:37:19] Voice 13: not acceptable and uh so i don't know what else to say i've already gone over the me the request

[2:37:25] Voice 13: for provincial review there was one final note i wanted to bring we did have a meeting with ministry

[2:37:31] Voice 13: of municipal affairs on first nations engagement um and specifically talked about the conservancy

[2:37:41] Voice 13: and the work that we're doing on the five-year plan um we uh sort of asked is there going to

[2:37:51] Voice 13: to be any more more funding to help us with this work um the funds that were given were for

[2:37:57] Voice 13: engagement if we have extra money as in they're not being used in other uh trust council work

[2:38:04] Voice 13: uh to use it for conservancy engagement and they sort of indicated use the money where it's needed

[2:38:09] Voice 13: and um and so that's a conversation i think with with trust council because it's 150 000 over five

[2:38:15] Voice 13: years we don't need to just do 30 000 a year we need to use the money effectively and if we show

[2:38:21] Voice 13: that we might be able to go back and ask for more who knows what kind of government we get and

[2:38:25] Voice 13: finally um i asked the question you know how is the islands trust doing with regard to engagement

[2:38:31] Voice 13: with first nations and chris nichols um who signs off on most of our ocps and and uh thing says he

[2:38:40] Voice 13: He, there is evidence that we're doing it well, that we're heading down the right path.

[2:38:45] Voice 13: And he often uses the Islands Trust as an example.

[2:38:50] Voice 13: So I don't think we're doing too badly.

[2:38:53] Voice 13: I'm proud of the work that staff is doing.

[2:38:55] Voice 13: And we move maybe too slowly and carefully, but it is with the aim of building good relationships.

[2:39:03] Voice 13: And not all local governments are there.

[2:39:06] Voice 13: there's been just huge issues with some local governments and and in respect to the

[2:39:12] Voice 6: first

[2:39:14] Voice 13: nations in the areas in that which they govern um we have a very complicated job and we have to do

[2:39:24] Voice 13: it well and i think are on a good path so that was the feedback that i got and just wanted to

[2:39:30] Voice 13: return that to this board thank

[2:39:33] Trustee Smith: you for that uh so the last update we're waiting for is the financial

[2:39:37] Trustee Smith: planning committee update is that trustee yates i

[2:39:43] Voice 11: don't have anything to report um yeah i think

[2:39:47] Voice 11: we've covered everything in all of our other reports thank you okay um so my last comment

[2:39:54] Trustee Smith: is is there anybody from the public here is there anybody from the public no

[2:40:01] Voice 11: we don't know we're not

[2:40:02] Trustee Smith: showing any

[2:40:03] Trustee Smith: attendees okay that's great so there's no comments and delegate delegations i'll say

[2:40:08] Trustee Smith: there's no new business because nobody raised it at the beginning so i need a motion to adjourn

[2:40:13] Trustee Smith: this meeting and to go into um in camera uh that motion is written somewhere could you put the

[2:40:21] Trustee Smith: motion up um oh there it is motion to close the meeting does this include going into camera

[2:40:29] Trustee Smith: in camera because we only want to move into in camera sorry is the motion we have up moving us

[2:40:45] Trustee Smith: into an in-camera session it is okay so does someone

[2:40:48] Trustee Smith: want to read that motion uh do i see a

[2:40:52] Trustee Smith: hand ah trustee how about trustee khan this time thanks trustee khan uh

[2:40:59] Voice 2: that the meeting be closed

[2:41:00] Voice 2: to the public in accordance with the community charter part 4 division 3 section 91e the

[2:41:07] Voice 2: acquisition disposition or expropriation of land or improvements if the board considers that

[2:41:14] Voice 2: disclosure could reasonably be expected to harm the interests of the islands trust

[2:41:18] Voice 2: conservancy board one the receipt of advice that is subject to solicitor client privilege

[2:41:24] Voice 2: including communications necessary for that purpose k negotiations and related discussions

[2:41:31] Voice 2: respecting the proposed provision of a service that are at their preliminary stages and that

[2:41:37] Voice 2: in the view of the board could reasonably be expected to harm the interests of the islands

[2:41:42] Voice 2: as trust conservancy if they were held in public and that staff be invited to remain in the meeting

[2:41:50] Trustee Smith: thank you to have a seconder uh okay trustee timothy seconder all those in favor put your

[2:41:59] Trustee Smith: hands up i think everyone's in favor before you come off uh just everybody so this meeting is

[2:42:09] Trustee Smith: adjourned but i would like to say that um yeah it's 12 53 if we could come back at one

ADOPTED
 
 
Islands Trust Conservancy Board ADOPTED Page 1 of 9 
Regular Meeting Minutes 
October 1, 2024 
Islands Trust Conservancy Board 
Minutes of a Regular Meeting 
 
Date:  
Time:  
Location:  
Tuesday, October 1, 2024 
10:00 a.m. 
Electronic Meeting, and a physical location to view the livestream of the meeting:   
Islands Trust Victoria Office 
#200 - 1627 Fort Street 
Victoria, BC V8R 1H8 
 
Members Present: Risa Smith, Chair 
 Lisa Gauvreau, Vice Chair 
 Charles Kahn, Trustee 
 Susan Yates, Trustee 
 Tanner Timothy, Trustee 
 Tobi Elliott, Trustee 
  
Staff Present: Clare Frater, Director, Trust Area Services 
 Carolyn Stewart, Acting ITC Manager 
 Corlynn Strachan, Administrative Assistant/Recorder 
 Kathryn Martell, Ecosystem Protection Specialist 
 Micaela Yawney, Communications Specialist 
 Mike Richards, Strategic Fund Development Specialist 
  
Staff Regrets: Nuala Murphy, Property Management Specialist 
 Erica Wheeler, Species at Risk Program Coordinator 
 Jemma Green, Covenant Management and Outreach Specialist  
  
Members of the Public 
Present: 
No members of the public were in attendance 
 
1. CALL TO ORDER 
Chair Smith called the meeting to order at 10:00 a.m. and welcomed Trustee Timothy to the 
meeting. Trustee Timothy and Board members provided introductions.  
Trustee Timothy provided a land acknowledgement. 
2. APPROVAL OF AGENDA 
The following additions to the agenda were presented for consideration: 
 Welcome to Trustee Timothy and Board Introductions 
 Land Acknowledgement 

ADOPTED
 
 
Islands Trust Conservancy Board ADOPTED Page 2 of 9 
Regular Meeting Minutes 
October 1, 2024 
 Code of Conduct – Chair Smith reminded Board members and staff of the Standards of 
Conduct including respect, listening to each other, integrity, and ensuring confidential 
information remains confidential. 
By general consent the agenda was approved as amended. 
3. RISE AND REPORT (from the July 23, 2024 in-camera meeting) 
The Islands Trust Conservancy Board reported on the following items: 
 The Islands Trust Conservancy Board agreed to spend up to $6,000 from existing 
budgets towards the cost of a land survey and an Ecological Gifts Program appraisal, 
and the costs of covenant registration for a NAPTEP covenant on Salt Spring Island. 
 The Islands Trust Conservancy Board directed staff to continue work on the 
management plan for the Ruby Alton Nature Reserve. 
 The Islands Trust Conservancy Board directed staff to prioritize the Ruby Alton 
Management Plan over the Risk Management Policy development. 
4. MINUTES/COORDINATION 
4.1 Minutes of Meetings/Resolutions without Meetings 
4.1.1 Islands Trust Conservancy Board Regular Minutes from July 23, 2024 
ITC-2024-046 
It was MOVED and SECONDED, 
that the Islands Trust Conservancy Board regular meeting minutes of July 23, 
2024 were adopted. 
CARRIED 
4.2 Follow-up Action List 
Discussion ensued on: 
 Communications on the ITC Work Plan will be reported through the Heron 
Newsletter and eNews. 
 Prioritizing the Ruby Alton Management Plan over the Risk Management Plan 
needs to be added to the regular Follow up Action List, as it was reported on the 
Rise and Report at this October 1, 2024 regular meeting. 
 The follow up action item from the regular ITC Board meeting held July 23, 2024  
“staff to provide a briefing on the disposition of lands to Indigenous governing 
bodies” needs to be added to the regular Follow up Action List report. 
 ITC Manager Stewart advised she requested Information Services staff to place 
the progress bar onto the in camera Follow up Action Report, and this change 
has been scheduled for initiation in January 2025. 
 
 

ADOPTED
 
 
Islands Trust Conservancy Board ADOPTED Page 3 of 9 
Regular Meeting Minutes 
October 1, 2024 
5. BUSINESS 
5.1 Items for Approval 
5.1.1 Islands Trust Conservancy Freedom of Information and Protection of Privacy 
Bylaw No. 4 – Request for Decision 
Islands Trust Conservancy Manager Stewart presented the request for decision. 
ITC-2024-047 
It was MOVED and SECONDED, 
that Islands Trust Conservancy Bylaw No. 4, cited as “Islands Trust Conservancy 
Freedom of Information and Protection of Privacy Bylaw No. 4, 2024”, be 
adopted. 
CARRIED 
5.1.2 Yarrow Koontz Natural Area Protection Tax Exemption Program (NAPTEP) 
Covenant Approval, Gabriola Island - Request for Decision 
Ecosystem Protection Specialist Martell presented the request for decision. 
Discussion ensued on: 
 Firewood removal and use on covenants, work required for letters of 
permissions, and removal of debris from ground for fire safety. 
 Ecological Gifts Program implications, and bringing David Cunnington to talk 
to ITC Board members at the November 19, 2024 ITC Board meeting. 
 Priority agreements and accepting properties when covenant holder have a 
mortgage on the property. 
 How and when to communicate First Nation referral responses to Board 
members, considering confidentiality. 
ITC-2024-048 
It was MOVED and SECONDED, 
that the Islands Trust Conservancy Board authorizes the Chair to sign a covenant 
with Yarrow Koontz, over a portion of the Land described as That Part of Lot 3, 
Section 5, Gabriola Island, Nanaimo District, Plan 6986, Lying to the North West 
of a Road Dedication by Plan 17829, Except those parts in Plans 21783 and 
26145, PID: 005-788-447, and directs staff to register the covenant through the 
Natural Area Protection Tax Exemption Program (NAPTEP). 
CARRIED 
5.1.3 Skye Larmour Natural Area Protection Tax Exemption Program (NAPTEP) 
Covenant Approval, Salt Spring Island - Request for Decision 
Ecosystem Protection Specialist Martell presented the request for decision and 
advised that covenant co-holder, Salt Spring Island Conservancy, noticed minor 
typo errors in the baseline inventory report. 

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ITC-2024-049 
It was MOVED and SECONDED, 
that the Islands Trust Conservancy Board authorizes the Chair to sign a covenant 
with Skye Larmour, over a portion of the Land described as Lot 1, Section 87, 
South Salt Spring Island, Cowichan District, Plan VIP 27894, PID: 000-138-452, 
and directs staff to register the covenant through the Natural Area Protection 
Tax Exemption Program (NAPTEP), subject to minor edits as discussed by staff. 
CARRIED 
5.2 Items for Discussion/Direction 
5.2.1 Natural Area Tax Exemption Program (NAPTEP) Covenant Requirements - 
Discussion 
Discussion ensued on: 
 What incentives are available from Islands Trust Conservancy (ITC) to 
property owners for work, legal, and other parts of covenanting a property? 
 ITC Board members creating a list of questions for staff to answer at a 
future meeting including the following topics: 
o firewood harvesting 
o process for ecological gifts program registration 
o rematriation (Indigenous led work to restore sacred relationships 
between Indigenous people and ancestral land, co-management or 
returning land), and what “forms” rematriation could take 
o communicating First Nation referral responses to Board members, 
respecting confidentiality 
 Having a discussion on size of NAPTEP properties allowed, and possibly not 
have a size requirement, and work required from staff to process 
applications for smaller properties 
 Accepting properties that have a mortgage on them, and that many 
property owners have mortgages now due to the current cost of land 
 The scope of ask of for this briefing, and aligning with First Nations 
engagement on the ITC five-year plan. 
 That this is not just about NAPTEPs but includes other non-NAPTEP 
covenants and ITC nature reserves and how we accept land on the ITC 
Action List. 
Ecosystem Protection Specialist Martell advised she will review possible changes 
to NAPTEP policies, and provided an explanation on the difference between the 
Opportunity Fund, and other types of support that Islands Trust is able to 
provide applicants.  
ITC-2024-050 
It was MOVED and SECONDED, 
that the Islands Trust Conservancy Board direct staff to review policies related 
to the acquisition of lands and covenants, to review topics including firewood, 
priority of mortgages, minimum size, and landholder support, this fiscal term. 

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CARRIED 
The meeting recessed for a break from 11:32 a.m. until 11:42 a.m. 
5.2.2 Island Trust Conservancy Meetings with Executive - Briefing 
Discussion ensued on how often the Island Trust Conservancy Board wants to 
meet jointly with Executive Committee to discuss topics of mutual interest. 
ITC-2024-051 
It was MOVED and SECONDED, 
that the Island Trust Conservancy Board direct staff to request meetings with 
the Executive Committee three times per year for focused discussion on topics 
of mutual interest, with the option of maintaining the joint liaison meeting in 
July, if needed. 
CARRIED 
Further discussion clarified the next meeting with the Executive Committee will 
take place electronically on October 9, 2024 from 1:00 p.m. until 2:00 p.m. The 
meeting invite will be sent out by the Executive Coordinator. 
5.3 Correspondence 
5.3.1 Minister Kang response to Chair Smith regarding fund investment and land 
management in absence of approved Islands Trust Conservancy Plan, dated 
2024-08-01 
Chair Smith advised that Islands Trust Conservancy (ITC) has funds requiring 
investment, clarifying that the ITC Board had asked Minister Kang if ITC could 
invest its money. The Minister responded yes. 
Trustee Elliott commented that turn around time on referrals sent to the 
Ministry of Municipal Affairs regarding First Nations referrals has been amazing, 
within a month or six weeks, and wanted to express appreciation to Ministry of 
Municipal Affairs staff for responding in short order, so it does not restrict ITC’s 
ability to put covenant on lands. 
5.3.2 Stewart Brands Email Correspondence with Staff Regarding Protective 
Covenants
 
Islands Trust Conservancy Board members commented that Stewart Brands is a 
long term and passionate resident of Galiano, and they appreciate his 
correspondence and questions.  
Discussion ensued on: 
 Adding easy to follow communication for property and land owners on 
protective covenants to the Islands Trust website. 

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 Holding educational webinars to help public understanding that the 
Islands Trust Conservancy supports protection. 
 Updating Islands Trust Conservancy application information. 
 The Islands Trust Conservancy Board providing a response to Stewart 
Brands. 
Director Frater commented that there are many upcoming Islands Trust 
webinars scheduled between now and the end of March, and advised if a 
webinar is desired, to consider the existing work program, where it fits with 
the priorities of the Communications Specialist, and to consider the 
appropriate deliverer of the message as the Islands Trust or Islands Trust 
Conservancy. 
By general consent the Islands Trust Conservancy Board agreed that Chair Smith 
would draft a response to Stewart Brands and provide the draft to the 
Ecosystem Protection Specialist for review. 
5.4 Updates for Information 
5.4.1 Public Acquisitions Report 
Received for information. 
5.4.2 Public Covenants Report 
Trustee Kahn commented that the mention of GALTT in the Larmour Covenant 
on the report is incorrect as Larmour is on Salt Spring Island. The Ecosystem 
Protection Specialist note this is a typo and will correct it.  
5.4.3 Budget Report 
Discussion ensued on: 
 Travel is at 85% spent as the majority of travel costs are done early in the 
year, with monitoring. 
 Administrative support is the contribution that ITC makes to the overall 
operations of the Islands Trust. 
 First Nations Engagement five-year plan funding is intended as capacity 
funding, the engagement letters have not yet been sent so there is no offer 
of capacity funding at this time, and the funding would be put out ideally by 
March 31
st
. 
 The standard addition of $1,160 per newly registered covenant to the 
property management budget for the following year. 
Director Frater recommended an amendment to the Islands Trust Conservancy’s 
2025-26 budget request to Trust Council, requesting an addition of $4,000 for 
bookkeeping services, as it is too hard for the ITC Manager to undertake 
bookkeeping as part of their duties. 

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ITC-2024-052 
It was MOVED and SECONDED, 
that the Islands Trust Conservancy Board direct staff to add $4,000 to the 2025-
26 budget request for bookkeeping services, and add $1,160 per covenant to 
property management funds to reflect new covenants taken on in the 2024-25 
fiscal year. 
CARRIED 
5.4.4 2024 Islands Trust Conservancy Annual Work Plan - Mid-Year Update 
Trustee Gauvreau acknowledged the incredible amount of work accomplished 
and the multidimensional team effort. 
Trustee Elliott advised that Trust Council approved funding of $40,000 to 
support Trust Area Services, since that area has been overtaxed and focus on 
the Policy Statement has taken up the Senior Policy Advisor and Director 
Frater’s work. This funding is intended to be used to increase capacity for work 
in other areas including engagement with First Nations on the ITC five-year plan. 
Discussion ensued on timing when First Nations referral letters would be sent 
out, and if requesting an extension on the ITC five-year plan is needed. 
ITC Manager Stewart advised she has worked on drafting letters a few times 
since min-June but the work has been interrupted by other priorities. She also 
noted a report has been started for the November meeting to provide an 
updated process and timing for the ITC five-year plan/First Nations engagement 
project, based on what was provided in July.  
Manager Stewart noted the need to consider timing of the new Acting Manager 
beginning to ensure there is no significant gap in time between sending letters 
out and follow up as this does not help relationship building. Manager Stewart 
and Director Frater will be discussing what is realistic in terms of the project 
timeframe given new Manager timing and other on-going Manager-led projects 
and will provide a recommendation on follow up with the Minister in the 
November report.  
Director Frater advised she spoke with Ministry staff regarding an extension, 
they are putting it in the initial briefing materials to the new Minister, they 
expect such a request to come forward, and there was no concern expressed. 
They are looking for us to build good relationships and the current arrangement 
can continue. Director Frater also noted that there is currently no Minister to 
write to, so she recommends waiting until the new Minister is settled in, and 
has been briefed on what the Conservancy is, and then the latter can land in a 
good way. 
Chair Smith suggested consideration be given to using the $20,000 in funds 
received from the reconciliation grant to support hiring an Indigenous 

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Engagement Coordinator, preferably someone with First Nations knowledge, 
specifically for this project work. 
Director Frater noted that ITC seeks to build relationships with the various First 
Nations and therefore staff undertaking the project is key. If a financial request 
is required for this project a Resolution Without Meeting (RWM) might be 
needed due to timing of Financial Planning Committee meeting in advance of 
the next ITC Board meeting. 
5.4.5 Islands Trust Conservancy Quarterly Report to Trust Council 
Trustee Yates thanked Chair Smith for the Islands Trust Conservancy 
presentation she gave at Trust Council. 
5.4.6 Executive Committee Update (verbal) 
Trustee Elliott reported on the following: 
 Executive Committee’s recommendation to support Trust Area Services 
capacity building was endorsed by Trust Council. 
 The Chief Administrative Officer (CAO) Hiring Committee is close to 
completing its process and is meeting again October 4
th
. 
 September Trust Council meeting. 
 Executive Committee met with Ministry of Municipal Affairs on First Nations 
engagement. 
5.4.7 Financial Planning Committee Update (verbal) 
Trustee Yates advised there was no update. 
5.4.8 Trust Council Update (verbal) 
Update items were covered under item 5.4.6 Executive Committee Update. 
5.4.9 Governance Committee Update 
Trustee Gauvreau advised the Governance Committee's request for a 
comprehensive Provincial review of the Islands Trust Act was approved at Trust 
Council. 
Chair Smith suggested raising this with Executive Committee at the October 9, 
2024 Executive Committee meeting, to ensure Island Trust Conservancy (ITC) is 
involved with decisions that affect ITC. 
Discussion ensued on collaborative decision making structures, engagement 
with First Nations, and consequences of changes to legislation. 
6. PUBLIC COMMENTS AND DELGATIONS 
There were no members of the public in attendance. 

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7. NEW BUSINESS 
There was no new business. 
8. NEXT MEETING 
The next meeting will be held electronically on November 19, 2024 at 10:00 a.m. 
9. CLOSED MEETING 
9.1 Motion to Close the Meeting 
ITC-2024-053 
It was MOVED and SECONDED, 
that the meeting be closed to the public in accordance with the Community Charter, 
Part 4 Division 3, section: 90 (1) (e) the acquisition, disposition or expropriation of land 
or improvements, if the board considers that disclosure could reasonably be expected to 
harm the interests of the Islands Trust Conservancy board; (i) the receipt of advice that 
is subject to solicitor-client privilege, including communications necessary for that 
purpose; (k) negotiations and related discussions respecting the proposed provision of a 
service that are at their preliminary stages and that, in the view of the Board, could 
reasonably be expected to harm the interests of the Islands Trust Conservancy if they 
were held in public; and that staff be invited to remain in the meeting. 
CARRIED 
10. ADJOURNMENT 
By general consent the meeting adjourned at 12:52 p.m. 
 
 
_________________________ 
Risa Smith, Chair 
 
Certified Correct: 
 
_________________________ 
Corlynn Strachan, Administrative Assistant/Recorder