Islands Trust Executive Committee regular meeting, October 30, 2024

[0:00:00] Voice 3: and we are now live

[0:00:05] Trustee Luckham: all right good morning everyone um welcome to the executive committee

[0:00:10] Trustee Luckham: um of october the 30th my name is peter luckham i'm chair of balance trust council

[0:00:16] Trustee Luckham: um i'm grateful here today to be in victoria and in um in songhees and uh esquimalt territory and

[0:00:25] Trustee Luckham: um of course with that recognition we're meeting broadly across coast salish territory and um

[0:00:34] Trustee Luckham: You know, I reflect every day that when I wake up about the place that I live and that this is Coast Salish Territory and the people of those nations that are all across British Columbia and for all that matter, the indigenous people all across Canada have been here since time immemorial.

[0:00:51] Trustee Luckham: and that is really important for me to recognize every day and the history of colonialism is fraught

[0:01:01] Trustee Luckham: with problems and justice and inequities and at the Allen's Trust we have adopted declaration of

[0:01:09] Trustee Luckham: the rights of indigenous peoples and in full support of that and have a reconciliation action

[0:01:16] Trustee Luckham: plan that we are conscious of improving and working towards we we have some

[0:01:25] Trustee Luckham: successes we also are having some things that are done less successful and these

[0:01:31] Trustee Luckham: are all learning opportunities and we learn and we learn again and we learn

[0:01:36] Trustee Luckham: again and it's a journey that we're on that I'm hoping that we can move the

[0:01:42] Trustee Luckham: dial a bit or a lot to improve the governance models that we use on the lands of the Coast

[0:01:49] Trustee Luckham: of Irish people. Those are my remarks about being here. And so I just want to recognize

[0:01:57] Trustee Luckham: the other folks that are with me and provide the opportunity to say good morning. I have

[0:02:02] Trustee Luckham: David Maude here from Main Island.

[0:02:03] Trustee Maude (probable): Good morning, sir. It's a blustery day out there today, but

[0:02:07] Trustee Maude (probable): I'm glad to be representing Main Island, the traditional home of the WSANIC people.

[0:02:12] Trustee Luckham: All right. And online, I have Toby Elliott. Nice to see you. I hope you're doing well.

[0:02:18] Trustee Elliott: Hello, everyone. It's good to be with you. And yes, last week, I was quite sick. Thank you for

[0:02:25] Trustee Elliott: your good wishes. And here I am on First Nation territory on Gabriel Island and grateful as always

[0:02:34] Trustee Elliott: to be able to live work and play here thank you and

[0:02:40] Trustee Luckham: uh tim peterson good morning uh uh you have

[0:02:43] Trustee Luckham: a strange illumination that's uh lighting you up there right rather ethereal on your background of

[0:02:49] Trustee Luckham: flowers and and uh and vegetation i'll say so good morning over to you uh

[0:02:56] Voice 10: good morning from

[0:02:58] Voice 10: huete also known as liskiti island in the territory of many co-shalish peoples and the

[0:03:03] Voice 10: the Treaty Territory of the Tlaman Nation.

[0:03:06] Voice 10: That is a picture of a nootka rose that grows out front of my house,

[0:03:10] Voice 10: and oddly enough, it started re-blooming last week.

[0:03:13] Voice 10: Not quite as much as that, but probably about 50 blooms on it.

[0:03:17] Trustee Luckham: All right. Fabulous. Well, good morning.

[0:03:20] Trustee Luckham: And also online here, I have interim CEO

[0:03:26] Trustee Luckham: and Director of Administrative Services, Multiple Hats, Julia Mobs,

[0:03:30] Trustee Luckham: joining us from your beautiful virtual uh living room there um good morning good morning everyone

[0:03:39] Voice 7: i'm joining today from the uh territory of the western edge people pleased to be here

[0:03:43] Voice 7: thank

[0:03:44] Trustee Luckham: you julia for all

[0:03:45] Trustee Luckham: of your work and uh in the room here we have a director uh claire

[0:03:49] Trustee Luckham: frederick good morning good morning and i don't have a screen that tells me who else is online

[0:03:55] Trustee Luckham: here do we have any other staff online i saw stefan cermak earlier there we go good morning

[0:04:00] Trustee Luckham: Stefan, Director of Planning Services.

[0:04:04] Voice 1: Good morning everybody.

[0:04:06] Trustee Luckham: Jason Yeomans. And Jason Yeomans,

[0:04:09] Trustee Luckham: Communications Policy Advisor. Thank you. Different hats everybody's wearing. So good morning Jason.

[0:04:17] Voice 8: Good morning Chair. Hello sir.

[0:04:20] Trustee Luckham: And of course Alex Amdrap who's looking after our technology

[0:04:24] Trustee Luckham: this morning. Thank you very much for your work. Now I understand, before I adopt an agenda,

[0:04:30] Trustee Luckham: And I understand we have a couple of folks online that are either observing or wishing to participate.

[0:04:37] Trustee Luckham: Do we have an indication there of what their interests are today?

[0:04:41] Voice 3: We have three members of the public, and it does look like the Bowen Island applicant is an attendee.

[0:04:51] Trustee Luckham: Okay. So we don't have a public comment period on the schedule today.

[0:04:56] Trustee Luckham: So assuming that one or more of the people that have joined us are perhaps to speak regarding

[0:05:06] Trustee Luckham: the referral to us from Bowen Island Municipality, we don't normally have public engagement or

[0:05:18] Trustee Luckham: otherwise there.

[0:05:19] Trustee Luckham: we have asked the bowen staff to join us in to clarify some uh information um and the facts that

[0:05:27] Trustee Luckham: are before us to help us with the decision making but this isn't an opportunity to debate the merits

[0:05:32] Trustee Luckham: or speak to uh the um referral itself that is between the applicant and uh the bowen island

[0:05:39] Trustee Luckham: municipality we're here just to determine whether or not it currently meets the policy statement

[0:05:45] Trustee Luckham: statement requirements or require some additional information for us to agree with that it may or

[0:05:52] Trustee Luckham: may not align with the policy statement. And so hopefully we can find that clarity today

[0:05:58] Trustee Luckham: and advance that work. I don't know that I need to say anything else about that except that we're

[0:06:05] Trustee Luckham: going to schedule that loan application a little earlier in the schedule than is probably planned

[0:06:12] Trustee Luckham: planned in order to respect the time and availability of the staff in our agenda.

[0:06:20] Trustee Luckham: And we're just going to get started here on the adoption of the agenda and the minutes.

[0:06:30] Trustee Luckham: And then I think perhaps addressing that before the follow-up action list. I don't know if we

[0:06:36] Trustee Luckham: need to do the follow-up action list. So if you can bear with us for a few minutes,

[0:06:39] Trustee Luckham: will be there shortly. So with those opening remarks, I'll turn our attention to the agenda

[0:06:46] Trustee Luckham: and just ask if there's any additions or amendments to the agenda, noting that indeed

[0:06:52] Trustee Luckham: the Bowen Island report came to us as an addendum to the agenda, and we'll advance that earlier in

[0:07:00] Trustee Luckham: today's meeting in order to cover that off, as mentioned. Is there anything else to add or remove

[0:07:06] Trustee Luckham: to the agenda from the vice chairs or staff nope all right then let's adopt the agenda

[0:07:16] Trustee Luckham: by general consent as presented and thank you for that introduction new items approval of agenda

[0:07:25] Trustee Luckham: so not planning to go in camera immediately here we do have an in-camera agenda so perhaps we'll

[0:07:33] Trustee Luckham: pick up on that after um sorry i skipped over that in my introduction it's not it's unusual for it to

[0:07:40] Trustee Luckham: be right at the beginning there's no necessity for us to do that at the beginning and so uh i'll just

[0:07:45] Trustee Luckham: look to the minutes of the um of the previous meeting of october the 9th and um ask if there's

[0:07:52] Trustee Luckham: any amendments to those minutes no okay just make a remark thank you very much for the minutes you

[0:07:59] Trustee Luckham: managed to capture the all of the elements of uh of which was uh some com some complex discussion

[0:08:07] Trustee Luckham: and so you're grateful for that work and uh i will then take it that the uh minutes of october

[0:08:14] Trustee Luckham: the 9th be adopted as presented thank you very much so let us then go to um where are we i'm

[0:08:29] Voice 12: i'm sorry what bullet is that at so bowen's 6

[0:08:34] Trustee Maude (probable): .1 is it bowen 6.1 if we're getting older

[0:08:40] Trustee Luckham: oh there we are so 6.1 um that's the late item that was received um yesterday i think

[0:08:49] Trustee Luckham: and um so i'm going to turn to jason yeomans um to present this uh report and then um

[0:09:03] Trustee Luckham: Perhaps we'll hear, I'm assuming that staff at Bowen have read through the report, and there's some questions there on a couple of items that we perhaps might need some clarification on.

[0:09:18] Trustee Luckham: So let's go to Jason to start us off, and then we'll proceed. Is that okay with everybody? I can't see the Bowen staff online, but we'll cover that when we get there. Jason, over to you.

[0:09:31] Trustee Luckham: thank

[0:09:35] Voice 8: you welcome um can everybody hear me all right audio check the

[0:09:39] Voice 12: video is not very good

[0:09:41] Voice 12: but okay

[0:09:41] Voice 8: thanks yes i just got a little notice that said my connection is unstable

[0:09:47] Voice 8: on the blustery uh ones that are blowing down here near dallas now yeah first

[0:09:52] Voice 8: of all my apology

[0:09:53] Voice 8: the last minute

[0:09:54] Voice 14: sure

[0:09:57] Voice 8: it

[0:09:58] Voice 14: might help the audio of it all

[0:10:00] Voice 8: right all right we'll see if that improves

[0:10:03] Voice 8: things so first of all I want to apologize to executive committee for the

[0:10:09] Voice 8: last-minute nature of this item I was away on vacation for the majority of the

[0:10:14] Voice 8: referral when

[0:10:18] Voice 6: do you say perhaps if you turn off your video we've lost your

[0:10:23] Voice 6: audio

[0:10:31] Trustee Elliott: just bear

[0:10:35] Trustee Luckham: with us why do we connect Jason yeoman so you there Jason

[0:10:42] Voice 8: I I have returned so at me that dropped off it wasn't the meeting itself that

[0:10:46] Voice 8: that came crashing down?

[0:10:47] Trustee Luckham: I'm afraid we lost you, yeah.

[0:10:49] Trustee Luckham: So you continue now, we can hear you much better

[0:10:52] Trustee Luckham: than we were able to hear you before.

[0:10:55] Voice 8: Okay, well, let's hope things continue on that path.

[0:11:00] Voice 8: There's in the midst of apologizing nature of the item.

[0:11:04] Voice 8: Regardless, it comes to you under your responsibility

[0:11:07] Voice 8: set out under sections 14 of the island letters patent,

[0:11:11] Voice 8: whereby Island's trust should ensure

[0:11:12] Voice 8: that Bowen Island key bylaws and land use bylaws

[0:11:15] Voice 8: are consistent with the Island's trust policy statement.

[0:11:18] Voice 8: The matter in question concerns the rezoning application for a four-hectare property in the Cape Roger Curtis area of Bowen Island, which is in the southwest part of that island.

[0:11:31] Voice 8: The rezoning proposes to permit a school use on the subject property, which has been operating under a temporary use permit for a number of years.

[0:11:40] Voice 8: And this instates both an amendment to Bowen Island land use bylaw to allow this school use and an amendment to the Bowen Island OCP.

[0:11:58] Trustee Luckham: Yeah, we've lost you again, Jason.

[0:12:01] Trustee Luckham: He's left the meeting.

[0:12:03] Trustee Luckham: Oh, he's left the meeting.

[0:12:06] Trustee Luckham: I'm just waiting a moment.

[0:12:08] Voice 12: Yeah.

[0:12:09] Voice 6: It's a blustery day.

[0:12:11] Voice 8: So.

[0:12:14] Voice 8: It seems his technical difficulties are going to make it difficult for me to complete my presentation.

[0:12:20] Voice 8: Yeah, it does.

[0:12:21] Voice 8: My presentation was going to sound an awful lot like the information that is in the request vision.

[0:12:28] Voice 8: so perhaps i'm just going to leave it in case i drop off again but happy to field any questions

[0:12:33] Voice 8: that executive committee might have

[0:12:35] Trustee Luckham: right and are you connecting to us on a cell connection

[0:12:39] Trustee Luckham: of some kind is that nearly okay

[0:12:41] Voice 8: julian julian yeah

[0:12:43] Voice 8: i'm i'm connected to you on my hot spot

[0:12:46] Voice 8: at the moment okay

[0:12:48] Voice 7: julian um thanks chair i was just going to comment jason if you just do the

[0:12:54] Voice 7: dial into the meeting on a phone then you would just be coming in via audio and not on a wi-fi

[0:13:00] Voice 7: connection it might make it clearer for us to hear you sure

[0:13:05] Voice 8: i can give that a shot if you'll

[0:13:07] Voice 8: just bear with me yeah

[0:13:08] Trustee Luckham: let's give that a shot jason because i think this is very important

[0:13:13] Trustee Luckham: um and that having your uh summary report would help put us on the right page and then um go

[0:13:21] Trustee Luckham: Go into questions.

[0:13:33] Voice 7: You need directions on how to get there, Jason.

[0:13:36] Voice 7: I can provide that.

[0:14:26] Voice 12: Apologies to

[0:14:26] Trustee Luckham: everybody viewing for the delay here.

[0:14:34] Voice 12: I

[0:14:34] Voice 6: don't have that screen so I can see the messaging.

[0:14:38] Voice 6: Julia's just provided a chat message to Jason on how to do it.

[0:14:43] Voice 12: You have that up there.

[0:14:45] Voice 12: It might

[0:14:57] Trustee Luckham: be a bit blustery outside, but

[0:14:59] Trustee Luckham: at least it's not ready.

[0:15:18] Voice 11: Maybe that's not working either.

[0:15:21] Voice 11: Nice.

[0:15:24] Voice 7: Jason, an easy way to do it is just to disconnect your audio from the Zoom meeting by the mute button and just choose the call me option.

[0:15:32] Voice 7: And the meeting will just dial yourself on. You pick up easy, easier than having to dial in yourself, have the tech do it for you.

[0:15:45] Trustee Luckham: I'm thinking perhaps we might just that's some way of the business, but make

[0:16:13] Voice 8: sure he's not sorry.

[0:16:13] Voice 8: I have called in, but as a participant,

[0:16:16] Voice 6: I think he's sitting in the attendee list, Alex.

[0:16:20] Voice 6: So

[0:16:21] Trustee Maude (probable): I think I heard his voice.

[0:16:22] Trustee Maude (probable): Yeah.

[0:16:22] Trustee Maude (probable): So we have an attendee 1778 that I think we need to advance across.

[0:16:28] Trustee Luckham: Okay.

[0:16:31] Trustee Luckham: Alexandra can do that.

[0:16:35] Voice 3: Yes, I have allowed him to talk.

[0:16:37] Voice 3: It looks like he's on mute.

[0:16:39] Voice 3: I've asked him to unmute.

[0:16:42] Trustee Luckham: All right.

[0:16:43] Trustee Luckham: And speak a little louder.

[0:16:48] Trustee Luckham: There we go.

[0:16:54] Voice 6: Okay, Jason, do we have you?

[0:16:58] Trustee Luckham: Can you hear us, Jason?

[0:17:03] Voice 8: So I can hear you.

[0:17:05] Voice 8: Can you folks hear me?

[0:17:06] Voice 11: It's fantastic.

[0:17:07] Voice 11: yeah clear as well awesome

[0:17:10] Voice 8: oh my goodness sorry about that everybody technical difficulties

[0:17:17] Trustee Elliott: don't feel bad so

[0:17:21] Trustee Luckham: back to you jason why don't you start from the top and um

[0:17:27] Trustee Luckham: okay

[0:17:28] Voice 8: i will do so chair thank you start from the outset here so this item comes to you under your

[0:17:36] Voice 8: responsibilities set out in sections 14 and 15 of the bowen island letters patent whereby islands

[0:17:41] Voice 8: Islands Trust should ensure that Bowen Island OCP by-laws and land use by-laws are consistent

[0:17:46] Voice 8: with the Islands Trust policy statement. The matter in question concerns a rezoning application

[0:17:51] Voice 8: for a four-hectare property in the Cape Roger Curtis area of Bowen Island, which is in the

[0:17:56] Voice 8: southwest part of that island. The rezoning proposes to permit a school use on the subject

[0:18:01] Voice 8: property where one has been operating under a temporary use permit for a number of years.

[0:18:06] Voice 8: And in order to make this a permanent use, this requires both an amendment to the Bowen Island

[0:18:11] Voice 8: land use bylaw and to its official community plan whereby a new land use designation is going to be

[0:18:16] Voice 8: created for the subject property which would authorize this school use. Another minor amendment

[0:18:24] Voice 8: to the Bowen Island OCP is also attendant in this which is that Bowen Island Municipality could

[0:18:30] Voice 8: consider other institutional uses in the Cape Roger Curtis area in the future if such was warranted

[0:18:35] Voice 8: and to the benefit of the community and

[0:18:36] Voice 8: if transportation considerations were taken into

[0:18:39] Voice 8: As you'll see from the request for decision that's before you today, staff suggests that the subject property is not necessarily ideally situated for a potentially higher traffic use, such as a school, given its relatively remote location on the island.

[0:18:56] Voice 8: Ordinarily, one would anticipate that such a use would be located a little more centrally or at the very least directly on a public transit route.

[0:19:04] Voice 8: transit route as the request for decision notes it is adjacent to or nearby a public transit route

[0:19:11] Voice 8: um so such that i understand that some of the children who attend the school are able to walk

[0:19:17] Voice 8: to it but at approximately 500 meters from the school that is still kind of a you know a long

[0:19:23] Voice 8: walk potentially for who might um who might attend and that could dissuade them from necessarily

[0:19:28] Voice 8: taking transit to get to the location. Staff flag two policies within the policy statement

[0:19:35] Voice 8: where what is proposed may be inconsistent for the time being, or at least in the way that

[0:19:42] Voice 8: the proposal is planned and with the information that we currently have at hand,

[0:19:47] Voice 8: those being policy 4.4.2, which regards increasing density and intensity of land uses in areas which

[0:19:55] Voice 8: which are known to have challenges with quantity or quality of potable water.

[0:19:59] Voice 8: We don't have any specific information or the subject property that suggests that there is a problem

[0:20:05] Voice 8: with the quantity or quality of potable water,

[0:20:08] Voice 8: but rather we're just lacking a bit of information at the present time as to the status of water use on the property.

[0:20:15] Voice 8: Bowen Island staff did provide me yesterday with a hydrogeological report

[0:20:19] Voice 8: that was commissioned at the time that these lots were created through subdivision about 10 years ago.

[0:20:24] Voice 8: It indicates that there is a productive well on the property, but as staff flagged, the regulatory regime has changed since then, and that there is now a provincial legal requirement that non-domestic water uses, such as supplying a school with a water supply, does now require a water license from the province.

[0:20:41] Voice 8: and this rezoning application provides an opportunity by which to ensure that that

[0:20:47] Voice 8: sort of provincial requirement is met and in the meeting of that provincial requirement

[0:20:52] Voice 8: we would then be able to have confidence that the supply that the quantity and quality of fresh water

[0:20:57] Voice 8: in that subject area are sufficient and that environmental values are going to be taken

[0:21:02] Voice 8: into consideration as that groundwater is withdrawn from the aquifer and then the other

[0:21:07] Voice 8: policy that we flag is 5.3.7 which relates to land use development patterns that discourage

[0:21:17] Voice 8: private automobile use and this comes back to the issue of the somewhat remote location of

[0:21:22] Voice 8: the school relative to the rest of the settlement patterns on the island such that there will be a

[0:21:28] Voice 8: reasonable amount of traffic to and from the school to this part of the island. Now staff do

[0:21:36] Voice 8: do propose that a potential mitigating measure, you know, recognizing that the school through its

[0:21:40] Voice 8: temporary use permit is probably now relatively well established, and I'm sure it's certainly

[0:21:46] Voice 8: well loved by the student body who attend it. So perhaps a middle ground or a path forward

[0:21:52] Voice 8: would be to keep the school at its present footprint, but not necessarily allow it to

[0:21:59] Voice 8: expand out to the maximum size that it otherwise could under the lot coverage regulations which

[0:22:06] Voice 8: exist on that property which would allow sort of a multiplying of the size of the

[0:22:10] Voice 8: school in the future if demand warranted so additional information may be

[0:22:18] Voice 8: required I think in order to ensure that the the proposal is consistent with the

[0:22:23] Voice 8: policy statement and staff have suggested a potential regulatory

[0:22:27] Voice 8: amendment to the land use bylaw that might assuage some concerns related to

[0:22:33] Voice 8: the generation of the private automobile traffic that this use would create if it was made

[0:22:39] Voice 8: a permanent one on the site.

[0:22:41] Voice 8: I sort of see this as the beginning of a conversation or part of a conversation and not necessarily

[0:22:48] Voice 8: sort of a hard rejection of the bylaw by any means, but rather just that I think a little

[0:22:54] Voice 8: more dialogue may be required.

[0:22:56] Voice 8: Thank you, Chair.

[0:22:57] Voice 8: I will leave it there.

[0:22:59] Trustee Luckham: Okay, very good.

[0:23:01] Trustee Luckham: Thank you.

[0:23:02] Trustee Luckham: Thank you. So I guess I'm inclined to, you identified two areas of concern, and particularly the one with respect to the water quality and the water license, which is required now that may not, well, was not necessary when the temporary use permits were issued.

[0:23:22] Trustee Luckham: issued. I think I recall that permit being issued some time ago. And then some concerns

[0:23:33] Trustee Luckham: about the increasing of the size of the total floor area. I wonder if with the recommendation,

[0:23:41] Trustee Luckham: the motion that is the recommendation in the package here, if the Bowen staff have any

[0:23:46] Trustee Luckham: remarks for clarity or with respect to the two items that have been identified

[0:23:53] Trustee Luckham: that we would like to return this back to you for additional work for us to

[0:23:59] Trustee Luckham: review again at a future date I'm not sure who on the online there is

[0:24:05] Trustee Luckham: representing Bowen Island planning staff the applicant has a hand up thank

[0:24:10] Voice 3: you

[0:24:12] Voice 3: Thank you. Chair Luckom, I was just going to say the applicant has their hand up, and we have Planner Drew Begkin here as well.

[0:24:19] Trustee Luckham: Okay. I think I'd like to go to the planner first, and then I might certainly, we're happy to hear from the applicant.

[0:24:30] Trustee Luckham: However, we're not here to debate the merits of the application.

[0:24:35] Trustee Luckham: That is a conversation you need to have with the Bowen Municipality, and I'll maybe let the planner make any remarks with respect to that clarity around who the applicant's remarks should be addressed.

[0:24:53] Trustee Luckham: Over to you, his name is?

[0:24:56] Trustee Luckham: David Drew Bacon.

[0:24:58] Trustee Luckham: David Drew Bacon?

[0:24:59] Trustee Luckham: No, no, Drew Bacon.

[0:25:00] Trustee Luckham: Drew Bacon, thank you.

[0:25:01] Voice 2: Thanks so much.

[0:25:03] Voice 2: Can you all hear me?

[0:25:07] Voice 2: Okay, perfect. Yeah, thanks for that introduction. And yeah, I guess I'll just say that just having just touched base with Vancouver Coastal Health, and I understand they're working with the applicant on the water license. So we'll follow up and make sure that's completed. And otherwise, in terms of possible caps on the floor area, that can be contemplated. We can include that in our by-life if the Islands Trust recommends it. So I'm not sure what else to say at this stage, but yeah, that's all doable.

[0:25:35] Trustee Luckham: Okay. Well, then that's good. I just wanted to provide you the opportunity of courtesy

[0:25:39] Trustee Luckham: to provide any additional information to us. And so it sounds like you can follow up on

[0:25:45] Trustee Luckham: what we've identified, and that's terrific. I'll turn to the executive committee. We have

[0:25:52] Trustee Luckham: an applicant online here. It's not our normal practice to hear from members of the public

[0:25:57] Trustee Luckham: at this time. Do you want to hear from the applicant at this time? I see one seems to

[0:26:04] Trustee Luckham: be a mixed opinion um uh no no it's inconsistent with our normal pattern um so um i'm going to

[0:26:17] Trustee Luckham: suggest that the applicant communicate with the planning staff at bone municipality um

[0:26:23] Trustee Luckham: just because this is not a sort of a standard process where we have a public comment period

[0:26:30] Trustee Luckham: on a on a bylaw or official community plan at this time there's simply a referral from bowen

[0:26:37] Trustee Luckham: and bowen actually represents us as an applicant in many respects and represents the interest of

[0:26:44] Trustee Luckham: the application so i hope that that's not upsetting and you haven't taken time out of your day

[0:26:47] Trustee Luckham: i see two hands up in the room and so otherwise i'm going to ask the executive committee about

[0:26:54] Trustee Luckham: the recommendation in the package here or whether or not you have questions for either our staff or

[0:26:59] Trustee Luckham: the bowen staff at this time and so i see uh jim peterson looks like you're up first and then toby

[0:27:05] Trustee Luckham: elliott you're second uh

[0:27:09] Voice 10: thank you chair um i do have a couple of questions the first one um is

[0:27:16] Voice 10: under 4.4.2 uh density uh or intensity of land use increased in areas which are known to have

[0:27:25] Voice 10: a problem with the quality and quantity of the supply of fresh water so my first question is

[0:27:29] Voice 10: does this area have a known problem with the quality or quantity of the fresh water jason

[0:27:43] Voice 8: sure trustee peterson i i did hear that question um no this area does not have a it is not known

[0:27:51] Voice 8: to be an area with a quantity or quality challenge related to fresh water um however

[0:27:58] Voice 8: However, in a time of a changing climate on the Gulf Islands, groundwater in particular is something that we assume to have challenges generally, and without sort of information at our fingertips to suggest otherwise, we kind of assume that it in fact may be a questionable resource.

[0:28:20] Voice 8: resource. In this case, I think really we're just looking to make sure that we have the

[0:28:26] Voice 8: baseline information available to sort of understand the water situation in that region.

[0:28:30] Voice 8: I did speak with our senior freshwater specialist on this file, and he provided me with a screenshot

[0:28:38] Voice 8: or with an image of well density on Bowen Island, and the subject property is just located

[0:28:48] Voice 8: sort of to the north of an area of relatively high well density which doesn't necessarily

[0:28:55] Voice 8: indicate that this subject property is is in an area with a quantity or quality supply but

[0:29:00] Voice 8: just i guess that it is located near an area that does have a substantial draw in the aquifer

[0:29:05] Voice 8: but again no no hard and fast evidence that there's a quality or quantity challenge on the

[0:29:11] Voice 8: subject property okay

[0:29:13] Voice 10: toby ellen

[0:29:15] Voice 10: okay well i had a follow-up then um go ahead so in in terms of the

[0:29:22] Voice 10: relevance to to this application then so the there's a second and third bullet under four

[0:29:28] Voice 10: point to 4.2 um so the water quality is maintained and existing anticipated and

[0:29:34] Voice 10: seasonal demands for water are considered and allowed for so those seem more relevant

[0:29:40] Voice 10: in this case if if it isn't known an area known to have a problem with the quantity and quality

[0:29:48] Voice 10: and um yeah i'll leave it at that thank

[0:29:52] Voice 14: you toby elliott uh

[0:29:58] Trustee Elliott: thank you chair

[0:30:00] Trustee Elliott: So my question has to do with limiting the total area to the current total floor area.

[0:30:08] Trustee Elliott: Why would we limit the floor area of something that's providing arguably a greater community good than, you know, but the total lot coverage for a house and a house and all the other buildings can still be 1500 meters square.

[0:30:29] Trustee Elliott: So the only rationale for limiting the lot coverage is, in your view, to limit the number of car trips to the school if, say, the school expands to 200 students, let's say.

[0:30:49] Trustee Elliott: um but in my mind it doesn't address like there's sort of a counterbalance with our policy 5.8.6

[0:31:02] Trustee Elliott: which is that we are to ensure that um ocps and regulatory bylaws address the community's current

[0:31:12] Trustee Elliott: projected housing requirements and the long-term needs for educational institutional community

[0:31:17] Trustee Elliott: and health-related facilities and services, as well as the cultural and recreational facilities

[0:31:23] Trustee Elliott: and services. So to my mind, there is a balance because if you are going to provide for the

[0:31:33] Trustee Elliott: long-term needs of your community to have schooling on island, and presumably the carbon

[0:31:42] Trustee Elliott: and savings of not having students commute off-island for schooling

[0:31:48] Trustee Elliott: would be mitigated by having them attend a school on island.

[0:31:54] Trustee Elliott: I think this is something that needs to be considered.

[0:31:57] Trustee Elliott: Why would we limit the total area for a school but not for a house?

[0:32:04] Trustee Elliott: So I have questions about the recommendation there.

[0:32:19] Voice 8: I'm not sure that I heard a question there that is necessarily for me to respond to,

[0:32:25] Voice 8: but I think what I heard in that question was the trustee getting at sort of the fundamental

[0:32:32] Voice 8: part of the trustee's role in this conversation, which is balancing or figuring out which of

[0:32:41] Voice 8: the priorities within the policy statement um are those that um on which the trustees which

[0:32:47] Voice 8: wish to make their decisions on these uh on these types of files um wherein where into their policy

[0:32:54] Voice 8: interests uh length um have we done the sort of carbon accounting for what the potential impacts

[0:33:06] Voice 8: of not allowing this school and potential future expansion and the knock-on effect that might have

[0:33:15] Voice 8: for children having to attend school off-island might be, no, we have not undertaken that level

[0:33:22] Voice 8: of sort of carbon accounting rigor as it relates to the file.

[0:33:29] Trustee Elliott: Yeah, thank you for that. All I'm

[0:33:32] Trustee Elliott: I'm saying is it's speculation that the school would expand and that the impacts on automobile

[0:33:39] Trustee Elliott: use which again is speculation into the future somewhere 20 years perhaps people aren't using

[0:33:45] Trustee Elliott: cars or you know bicycling is now so de rigueur on on Bowen Island in Bowen Island municipality

[0:33:54] Trustee Elliott: that 200 students can commute by bicycle so I'm just saying I don't actually see a really strong

[0:34:01] Trustee Elliott: strong rationale for limiting the total floor area. I think that might be up to the community

[0:34:09] Trustee Elliott: to provide input on what they see the future direction of this school and the growth of

[0:34:16] Trustee Elliott: their community. I see support in our policies for the long-term community development and

[0:34:26] Trustee Elliott: education and so um i just personally don't see that limiting the total floor area because

[0:34:32] Trustee Elliott: potential automobile use would be um increased is is really in my view i don't think it's a

[0:34:39] Trustee Elliott: strong consideration at this point okay

[0:34:45] Trustee Luckham: um tim peterson and and david did you have any remarks

[0:34:50] Trustee Luckham: Not at all, no.

[0:34:51] Voice 10: Tim?

[0:34:52] Voice 10: Just maybe we can ask the Bowen Municipality Planner,

[0:34:58] Voice 10: in terms of the potential for the total floor area of the school to be expanded,

[0:35:09] Voice 10: would that, in terms of Bowen's process there,

[0:35:16] Voice 10: would that be something that would need to be applied for

[0:35:19] Voice 10: or could that happen sort of without process through Bill 1?

[0:35:26] Voice 2: It would require a building permit, but nothing above and beyond that.

[0:35:32] Voice 2: And yeah, just a note, they currently have an occupancy limit of 30

[0:35:36] Voice 2: that they can't be increased with the current size of the building.

[0:35:42] Trustee Luckham: David Mott.

[0:35:43] Trustee Maude (probable): Yeah, I think that Vice Chair Elliott really touched on it,

[0:35:49] Trustee Maude (probable): is that there's a social benefit to the community

[0:35:55] Trustee Maude (probable): that is fairly strong with this applicant and the concerns that we are addressing here

[0:36:04] Trustee Maude (probable): speculation is the wrong word but but they're they're not quantified in in the it sounds like

[0:36:11] Trustee Maude (probable): the water issue is under uh underhand um we know that in order to be legal they're going to have

[0:36:18] Trustee Maude (probable): to have their water license um in order to operate because that's a provincial requirement

[0:36:22] Trustee Maude (probable): So I think with tick that box, the questions about water quality, the demands and such,

[0:36:36] Trustee Maude (probable): it doesn't seem to be quantified.

[0:36:39] Trustee Maude (probable): It's a concern that's raised to be on our radar, but I don't see any documentation that

[0:36:46] Trustee Maude (probable): that raises it to the level of concern to me because it's not there um the the questions about

[0:36:59] Trustee Maude (probable): automotive transportation and such it's an existing the school already exists it's not

[0:37:05] Trustee Maude (probable): a proposed it's it's it's in place um and the questions about florida is the same thing you

[0:37:13] you know i i think that that's a

[0:37:15] Trustee Maude (probable): something within bowen um it's a benefit to the community so

[0:37:24] Trustee Maude (probable): i'm trying to just to raise my concern to the point where i would i would support um

[0:37:31] Trustee Maude (probable): um the the feedback to bowen and it's it's not there for me um so that's that's basically where

[0:37:39] Trustee Maude (probable): i'm like thank you okay

[0:37:40] Trustee Luckham: so i'll maybe just make a couple of remarks um i also well you know the

[0:37:49] Trustee Luckham: debate the conversation so far here is to some extent to make debating some of the merits of

[0:37:55] Trustee Luckham: the application which is actually the responsibility of the bone line municipality

[0:37:59] Trustee Luckham: and is difficult for us to weigh into but there's a fine line there in um establishing whether or

[0:38:07] Trustee Luckham: or not the as indicated in the report that whether or not 5.3.7 is the requirements are being met or

[0:38:13] Trustee Luckham: not um i certainly tend to agree with um uh vice chair elliott um as well and and david maude with

[0:38:23] Trustee Luckham: respect to um that um it's hard to judge there's definitely this community benefits um i think that

[0:38:32] Trustee Luckham: I would suggest that if there's an expansion of the size of this school, that the transit requirements would clearly need to be addressed by the school in order to provide bus service or otherwise, if necessary.

[0:38:45] Trustee Luckham: And even actually providing full access to all people to a facility where you'd have to walk 500 meters would not necessarily meet everybody's needs.

[0:38:55] Trustee Luckham: And so I think that would be up to the school to determine those outcomes.

[0:38:59] Trustee Luckham: I think that there is value in us ensuring that the provincial requirements as far as the water go is being met and that they have a license appropriate for their use.

[0:39:12] Trustee Luckham: And then that permit can be changed in the future if they determine that the school needs to expand and they need to have more water.

[0:39:19] Trustee Luckham: But I would be content if the executive committee wanted to pass the recommendation with only the item 4.42 and not the third item there, if the rest of the executive committee agrees with me on that.

[0:39:40] Trustee Luckham: i think having comfort that there is no water uh concerns there would be met by us knowing that

[0:39:48] Trustee Luckham: that permit exists or is being applied for and obviously um and and the bow and staff have

[0:39:56] Trustee Luckham: indicated that they're they they can certainly pursue that and so i think that's not unreasonable

[0:40:02] Trustee Luckham: so i'm going to ask the executive committee what would you like to do with respect to a

[0:40:07] Trustee Luckham: recommendation. The alternative recommendation is to forward it back to Bowen Council as

[0:40:13] Trustee Luckham: meeting the policy statement requirements. And certainly that is the decision of the

[0:40:24] Trustee Luckham: executive committee to make such a motion. And that motion, the alternative motion is

[0:40:33] Trustee Luckham: on page eight of the um of the package so back to you vice chairs does somebody want to make a motion

[0:40:46] Voice 14: toby elliott um

[0:40:48] Trustee Elliott: i am prepared to um advance one of the alternatives that the that these are

[0:40:53] Trustee Elliott: not contrary to but can we add a codicil but as per this discussion provided that water license

[0:41:02] Trustee Elliott: you know provincial water licensing requirements are met i don't know if if i i don't think adding

[0:41:10] Trustee Elliott: a condition is what am I saying I

[0:41:14] Trustee Luckham: think we have to be clear with the direction

[0:41:16] Trustee Luckham: if we needed more information we should ask for it and the second motion there

[0:41:22] Trustee Luckham: does provide that so

[0:41:25] Trustee Elliott: that we could also potentially reconsider this once we have

[0:41:31] Trustee Elliott: have seen that water licensing approvals have been obtained?

[0:41:38] Trustee Elliott: Confirmable plans?

[0:41:39] Trustee Luckham: Not one yet?

[0:41:40] Trustee Luckham: Let's go to Planner Yeomans.

[0:41:42] Trustee Luckham: My expectation would be is we would ask

[0:41:45] Trustee Luckham: for this confirmation of the non-domestic water license

[0:41:49] Trustee Luckham: and that this would return to us in due course

[0:41:52] Trustee Luckham: with that information and then we would have the opportunity

[0:41:54] Trustee Luckham: to then forward it back to Bowen

[0:41:58] Trustee Luckham: saying that it is not contrary.

[0:42:00] Trustee Luckham: Indeed.

[0:42:04] Voice 8: So, let's see if I can juggle my screens here. I'd have to review the flow chart that exists under the Bowen Island Islands Trust Protocol Agreement to see sort of what the flow of next steps are if Executive Committee does decide to recommend to Bowen Island Municipality that more information is required.

[0:42:30] Voice 8: So, I don't know if you want to bear with me while I sort of revisit that flowchart

[0:42:34] Voice 8: so I can give you an accurate answer as to what the next steps may be.

[0:42:38] Voice 8: I do note that the flowchart process for regulatory bylaws versus OCP bylaws is a little different.

[0:42:48] Voice 8: Now, for OCP bylaws, I certainly know that the bylaw can come back to executive committee

[0:42:55] Voice 8: in the future and, in fact, has to come back to executive committee in the future before

[0:42:59] Voice 8: it's finalized.

[0:43:01] Voice 8: The land use bylaw flowchart, though, and I may turn to one of the directors here to

[0:43:07] Voice 8: jump in if I've got this incorrect, if executive committee indicates that a regulatory bylaw

[0:43:16] Voice 8: amendment may be contrary or at variance to the policy statement, Bowen Island Municipality

[0:43:22] Voice 8: at that point has the opportunity to go directly to the minister to suggest that we are now

[0:43:28] Voice 8: now in some sort of conflict, which seems like sort of a gross step forward or a gross

[0:43:37] Voice 8: overreaction, I guess, to an issue such as this, which is really that we're just looking

[0:43:41] Voice 8: for a little bit more information and confirmation before we can be confident.

[0:43:44] Voice 8: So anyway, I'm happy

[0:43:45] Voice 8: to check out the protocol agreement right now, or if any of the directors

[0:43:48] Voice 8: has some information to contribute.

[0:43:50] Voice 8: Right.

[0:43:51] Trustee Luckham: So why don't you start looking that up?

[0:43:53] Trustee Luckham: Because I don't think we need to speculate what the options are.

[0:43:56] Trustee Luckham: I seem to recall it, but it might be confused by the OCP, LUB, the difference between UCP and LUB.

[0:44:04] Trustee Luckham: We certainly don't need to go to the minister on this, I would suspect.

[0:44:10] Trustee Luckham: But can you clarify that? And if any of the directors have any advice?

[0:44:14] Trustee Luckham: I do know that we've received referrals back from Bowen in the past after we've asked for additional information.

[0:44:22] Trustee Luckham: That seems to be what we're doing. Whether there's a difference between OCP and LUB,

[0:44:26] Trustee Luckham: be i think we'll need you to advise us or another director to advise us um anybody in the room or

[0:44:35] Trustee Luckham: online uh stefan sir mac thank

[0:44:42] Voice 1: you mr chair i'm actually just chiming in to say i don't have that

[0:44:45] Voice 1: exact clarity unfortunately um you know the way we read the agreement was at this stage the

[0:44:51] Voice 1: executive committee is is uh supposed to make a decision in favor or against um not to say we

[0:44:58] Voice 1: can't ask for more information but that's not what the protocol agreement says so i appreciate jason's

[0:45:03] Voice 1: diligence looking up the exact wording and it's i think frankly just a muscle we haven't flexed

[0:45:09] Voice 1: very often seeking more information from bowen because we generally do all that information

[0:45:14] Voice 1: ahead of time and as jason mentioned that uh you know holidays and just we didn't have it this much

[0:45:21] Voice 1: runway to get this to you which of course we have a timeline to do so so well i think you could ask

[0:45:26] Voice 1: for more information i think your protocol agreement says you should make a decision

[0:45:29] Voice 1: whether in favor or not that i'll ask for jason to clarify the exact wording as he's researching

[0:45:36] Trustee Luckham: correct and the option doesn't exist to defer this pending further information um we have to

[0:45:44] Trustee Luckham: advance it uh as contrary or or not in concert that's what you're saying

[0:45:54] Trustee Luckham: tim peterson and then toby thank

[0:45:59] Voice 10: you chair um at this point my thoughts are that if we wanted to be

[0:46:05] Voice 10: um scrupulous with due diligence uh we could uh advance the second recommendation here

[0:46:14] Voice 10: and uh i'd be satisfied with that so

[0:46:20] Voice 6: if you'd like i could share

[0:46:21] Trustee Luckham: we have director freighter

[0:46:22] Voice 6: have some advice so there are flow charts within the protocol agreement i could bring on screen

[0:46:26] Voice 6: for you if you wish we could walk through both the land use bylaw and the official community

[0:46:30] Voice 6: plan process should you wish to re-return it with or return it with comment um i could walk you

[0:46:36] Voice 6: through what the flow chart suggests the next steps available to bone island council sure

[0:46:40] Trustee Luckham: although can you just tell us this the answer to the question is um if we refer this back to

[0:46:46] Trustee Luckham: and requesting more information, will they bring it back to us?

[0:46:50] Trustee Luckham: Okay, so, well, it probably is easier to bring on screen.

[0:46:54] Voice 6: Okay,

[0:46:54] Trustee Luckham: bring it on screen.

[0:46:55] Trustee Luckham: So just take a minute to stop sharing.

[0:46:57] Trustee Luckham: All of us

[0:46:58] Voice 6: will be clear.

[0:46:58] Voice 6: So you'll just have to bear with me here while I watch me Google here.

[0:47:01] Voice 6: No, that's okay.

[0:47:03] Trustee Elliott: I put the link in the chat, Claire.

[0:47:07] Trustee Elliott: Unfortunately,

[0:47:07] Voice 6: I'm not logged in.

[0:47:08] Voice 6: I needed to reboot my computer, so I'm not operating it.

[0:47:11] Trustee Elliott: Okay.

[0:47:12] Voice 6: At this moment.

[0:47:18] Voice 6: Here we go.

[0:47:19] Voice 6: And why will it not open?

[0:47:30] Trustee Elliott: so my impression from this read is that if we actually say it may be a contrary to then it

[0:47:37] Trustee Elliott: actually talk to the minister right away okay

[0:47:41] Voice 6: unfortunately this document now presents sideways

[0:47:44] Voice 6: and i have no way to flip this in the moment live here um this is not terribly helpful to you in

[0:47:52] Voice 6: this moment um so

[0:47:53] Voice 1: julia there is at the top of your bar there in the black a flipping thing you

[0:47:59] Voice 1: you know, you've got what page number? Yeah, that's it. There we go. Thank

[0:48:02] Voice 6: you. All right.

[0:48:05] Voice 6: So here you have OCP bylaw referral approval process, and I'll make this bigger for you.

[0:48:11] Voice 6: All right. So the choice is to, so I think you're currently at, you are considering 2C

[0:48:26] Voice 6: potentially at the bottom yellow box here. So should you choose to comment within 45 days

[0:48:33] Voice 6: indicating it may be contrary to right so this is what you're contemplating

[0:48:36] Voice 6: should you do that you would meet to review the OCP bylaw I'll get planner

[0:48:41] Voice 6: humans to jump in here or drew welcome as well that you could meet to review

[0:48:46] Voice 6: the bylaw and then Bowen has a number of options available it could amend it to

[0:48:52] Voice 6: public hearing unamended it could amend it and advance public hearing or it

[0:48:57] Voice 6: could amend it and re-refer to islands trust no

[0:49:00] Trustee Luckham: so can amend it and re-refer that is

[0:49:03] Voice 6: for the ocp

[0:49:04] Voice 6: bylaw i understand there's also an accompanying land use bylaw so let's move down to that chart

[0:49:09] Voice 6: oh hang on sorry folks i'm don't love operating that's

[0:49:14] Voice 8: page two of the ocp

[0:49:17] Voice 8: process it's a long process okay

[0:49:19] Voice 6: that's page two um is there not and then we have the non-ocp

[0:49:24] Voice 6: by-law referral and approval.

[0:49:25] Voice 8: All right, thank you.

[0:49:27] Voice 6: So again, Box 2C indicates that

[0:49:34] Voice 6: Bowen could notify the minister

[0:49:37] Voice 6: regarding the response

[0:49:38] Voice 6: and then could also amend

[0:49:41] Voice 6: and re-refer to Islands Trust.

[0:49:44] Voice 6: The minister could provide advice or direction

[0:49:47] Voice 6: and the minister could require

[0:49:49] Voice 6: BIN and Islands Trust to resolve it

[0:49:50] Voice 6: through a dispute resolution mechanism.

[0:49:53] Trustee Luckham: So you've used the word could.

[0:49:56] Trustee Luckham: that's not in that box it says BIM notifies the minister so that's not an option that's what they

[0:50:03] Trustee Luckham: could and

[0:50:05] Voice 6: what I would now need to do is go to the act and read the act to ensure that this

[0:50:10] Voice 6: flow chart in fact accurately reflects what's written in the act and maybe I could ask plan

[0:50:15] Voice 6: arguments to quickly do that because I'm operating live okay

[0:50:18] Trustee Luckham: um just thinking this through I guess

[0:50:22] Trustee Luckham: the real question here is is whether or not executive committee thinks that there's a water

[0:50:26] Trustee Luckham: quality or quantity issue associated with this if we do not believe that then we should advance this

[0:50:34] Trustee Luckham: as uh in alignment with the policy statement if we have any concerns about that then we uh the only

[0:50:43] Trustee Luckham: path that seems available to us at this point in time is to is to know that a license exists for

[0:50:49] Trustee Luckham: that property as as actually is required by law and whether they have one or not is not necessarily

[0:50:58] Trustee Luckham: relevant to us they would need to in order to continue their work would need to acquire that

[0:51:02] Trustee Luckham: license um and so that may not have any uh uh influence on whether or not we believe there's

[0:51:12] Trustee Luckham: a quantity or quality of water i tend to think that i'm not concerned given the information that

[0:51:19] Trustee Luckham: we've received and the fact that it's been operating there for some time um without any

[0:51:25] Trustee Luckham: concerns so um i'm going to go back to the executive committee at this point and ask you what

[0:51:30] Trustee Luckham: whether you want to advance a motion i see toby elliott's hand up so over to you vice chair elliott

[0:51:36] Trustee Luckham: uh

[0:51:37] Trustee Elliott: i have thank you chair i've been convinced through this conversation that the applicant

[0:51:42] Trustee Elliott: is working towards um a non-domestic water license as required but under the act

[0:51:48] Trustee Elliott: So, and further 20,000 gallons for liters is definitely sufficient for the current use. So, I think it is up to the Bowen Island community to ensure that the new rezoned use would comply with other statutes and regulations.

[0:52:08] Trustee Elliott: So I'm happy to advance, actually, page eight, that both of the bylaws are not contrary to or at variance with the Island Stress Policy Statement.

[0:52:19] Trustee Elliott: So I'll just...

[0:52:20] Trustee Luckham: So can

[0:52:21] Trustee Elliott: you advance that,

[0:52:22] Trustee Luckham: read that out, and then we can...

[0:52:23] Trustee Elliott: I move that Executive Committee advise Bowen Island Municipality that Bylaw No. 666, cited as Bowen Island Municipality Land Use Bylaw No. 57-2002,

[0:52:34] Trustee Elliott: amendment bylaw number 666 2024 is not contrary to or at variance with the island's trust policy

[0:52:42] Trustee Elliott: statement so

[0:52:44] Trustee Luckham: let's move that's seconded by david maude in the room here um tim peterson uh were

[0:52:49] Trustee Luckham: you seconding and do you have any discussion on this you wish to speak to the motion by

[0:52:53] Trustee Luckham: elliot any further no

[0:52:55] Trustee Elliott: thank you is

[0:52:56] Trustee Luckham: there any discussion at the table with respect to the

[0:52:58] Trustee Luckham: motion that's on the floor i'm going to call for the vote all those in favor raise your hands

[0:53:03] Trustee Luckham: digitally or physically and that carries unanimously there you go thank you for the second

[0:53:10] Trustee Luckham: motion there

[0:53:11] Trustee Elliott: is one more

[0:53:12] Trustee Luckham: that's right there's a second motion then so let's go with the second

[0:53:16] Trustee Luckham: motion thank you david i'll

[0:53:18] Trustee Elliott: move oh david you want to go ahead oh

[0:53:20] Trustee Luckham: i'm just thanking david for

[0:53:21] Trustee Luckham: reminding me about the second motion it's on the next page i

[0:53:24] Trustee Elliott: move that executive committee advise

[0:53:26] Trustee Elliott: bowen island municipality that bylaw number 667 cited as bowen island municipality official

[0:53:31] Trustee Elliott: Official Community Plan Bylaw No. 282-2010

[0:53:35] Trustee Elliott: Amendment Bylaw No. 667-2024

[0:53:38] Trustee Elliott: is not contrary to or at variance

[0:53:41] Trustee Elliott: with the Islands Trust Policy Statement.

[0:53:45] Trustee Luckham: Okay, moved to have a seconder.

[0:53:47] Trustee Luckham: Trustee Peterson, I got you this time.

[0:53:49] Trustee Luckham: Is there any discussion from anybody?

[0:53:52] Trustee Luckham: No?

[0:53:53] Trustee Luckham: Call for the vote.

[0:53:54] Trustee Luckham: All those in favor?

[0:53:55] Trustee Luckham: Raise your hands digitally, electronically.

[0:53:57] Trustee Luckham: That carries unanimously again.

[0:54:00] Trustee Luckham: again. So thank you very much, Executive Committee. And thank you, Bowen Municipality, for being here

[0:54:06] Trustee Luckham: today and Jason Yeomans for your advice. And I think it's important that we, it may seem like

[0:54:14] Trustee Luckham: it takes up a lot of time, but it's important that we pay full attention to this. It's an

[0:54:18] Trustee Luckham: important part of the work that we do and wish Bowen Island and the applicant success with their

[0:54:23] Trustee Luckham: work all right let us return to our agenda then um which takes us back to the um follow-up

[0:54:38] Trustee Luckham: action list i'm just uh concerned about the closed meeting we normally do the closed meeting at the

[0:54:44] Trustee Luckham: end of our meetings rather than the beginning uh director frager do you have some advice there

[0:54:50] Voice 6: this is simply noted on the agenda as the ryzen report from a previously closed meeting so this

[0:54:55] Voice 6: item was simply here for you to read out as the riser i missed

[0:54:58] Trustee Luckham: that completely yeah so i just

[0:55:01] Trustee Luckham: would like to then rise and report that from the october the 9th executive committee closed meeting

[0:55:07] Trustee Luckham: that funding was allocated for a cleanup at 88 pilkey point road on thetis island and that

[0:55:13] Trustee Luckham: minutes from the executive committee closed meeting of august the 14th 2024 and executive

[0:55:18] Trustee Luckham: Committee closed meeting of September 11th, 2024 were adopted. So thank you for that. I

[0:55:25] Trustee Luckham: missed that element. Okay. So that's that rising report. And some of you may have heard about that

[0:55:32] Trustee Luckham: in the news even. So that's good that we're following up. So our follow-up action list

[0:55:39] Trustee Luckham: is our directors and our CAOs opportunity to report to us about what's going on here. And so

[0:55:46] Trustee Luckham: So I'm going to start off with the CAO to fill us in on your parts of the follow-up action list.

[0:55:55] Trustee Luckham: And if there's anything else you want to report to us in your area of responsibility.

[0:56:01] Trustee Luckham: Thanks, Chair.

[0:56:05] Voice 7: So I'll just note that page 13 of the follow-up action list, it starts with the actions assigned to our Director of Legislative Services.

[0:56:13] Voice 7: So David Marler, he's not with us today.

[0:56:15] Voice 7: He's away on vacation.

[0:56:17] Voice 7: But there's nothing of great significance that we need to speak to in his area.

[0:56:22] Voice 7: So just wanted to note that my items are on page 15 of the agenda package under my base position title, Director of Admin Services.

[0:56:32] Voice 7: So nothing I particularly need to comment on, except item number four, which talks about forwarding the provincial paper on a review of code of conduct to trustees for their comment.

[0:56:43] Voice 7: So we did get that out.

[0:56:45] Voice 7: I have been cc'd on a few trustees submissions and what I've noted just in those few that I've

[0:56:52] Voice 7: seen is that the comments that I have submitted the feedback that I personally have submitted

[0:56:57] Voice 7: are aligning with what I'm seeing trustees submit as well so that's always nice when

[0:57:03] Voice 7: there's sort of an alignment of views kind of naturally and I think

[0:57:07] Voice 7: that's an important way

[0:57:08] Voice 7: for us to provide feedback into that exercise so if there's any trustees that you know who haven't

[0:57:13] Voice 7: uh yet submitted i would encourage them to do so um maybe i'll just pause i see trustee peterson's

[0:57:18] Voice 7: hand up if that's all right chair

[0:57:20] Voice 10: um yeah i was just going to note that um the paper in question

[0:57:28] Voice 10: is actually a discussion paper from the ubcm and um lgma not the province correct

[0:57:38] Voice 7: yes thank you

[0:57:39] Voice 7: yes we should um we should update that um so i can take questions on my follow-up action list

[0:57:45] Voice 7: items or i can just give you a brief overview of what's going on in my world any

[0:57:50] Trustee Luckham: questions for the

[0:57:50] Trustee Luckham: um interim cao and director no okay over to you uh julia for you what's going on okay well there's

[0:57:59] Voice 7: lots going on so i won't fill you in on absolutely everything i'll just give you the highlights

[0:58:03] Voice 7: um so as you know still working in the base position of director of admin services uh my

[0:58:08] Voice 7: position for manager finance and accounting is still vacant and that's not because we've not

[0:58:13] Voice 7: had success securing applicants to that role it's because I am the one who needs to do all

[0:58:19] Voice 7: the screening of the resumes and then develop a skill test to administer to the applicants

[0:58:24] Voice 7: that are screened in and then conduct interviews and my time has been too stretched to do that.

[0:58:28] Voice 7: The work that I've been focused on has not been deferrable because usually it's associated with

[0:58:33] Voice 7: meetings and deadlines and so that hiring competition has unfortunately been quite

[0:58:37] Voice 7: delayed currently on hold um but uh it will be one of the first things i turn my attention to

[0:58:43] Voice 7: when i have a bit of leeway um we're now in the budget cycle as everyone's aware so fpc had a

[0:58:49] Voice 7: look at the first draft of the budget lots of work still needed on that with my time being divided

[0:58:54] Voice 7: between three different roles i haven't had the ability to spend as much time on that as i

[0:58:58] Voice 7: historically have so there's still quite a bit of pieces of information that need to be reviewed as

[0:59:03] Voice 7: part of that and there's an FTC agenda going out the door next week so I'll be

[0:59:08] Voice 7: focusing my time on that after this meeting and that will be another look at

[0:59:11] Voice 7: the budget at FTC before it travels on to Trust Council also going out the door

[0:59:16] Voice 7: probably tomorrow at the Governance Committee agenda so I'm focusing my time

[0:59:19] Voice 7: there also quite budget focused governance to be looking at their budget

[0:59:23] Voice 7: requests we have taken a lot of time and I say we I primarily mean Alex and Lisa

[0:59:31] Voice 7: Lisa to look at meeting scheduling for next year.

[0:59:34] Voice 7: So that has a significant impact on all of the trust bodies and all of staff.

[0:59:40] Voice 7: Alex and Lisa have done an excellent job coordinating that massive piece of work.

[0:59:43] Voice 7: EC will have a chance to look at their own meetings today.

[0:59:46] Voice 7: So sort of organization wide logistical planning for next year is underway.

[0:59:53] Voice 7: The Salt Spring Island office move is underway.

[0:59:57] Voice 7: way. I understand.

[1:00:00] Voice 7: that our technology move has gone very smoothly,

[1:00:04] Voice 7: which is always great.

[1:00:05] Voice 7: You know, our technology is valuable.

[1:00:07] Voice 7: It keeps us all in business.

[1:00:08] Voice 7: I understand the relocation of that equipment

[1:00:10] Voice 7: is going very smoothly.

[1:00:12] Voice 7: We've had a little bit of hiccups and delays

[1:00:13] Voice 7: about the rest of the move,

[1:00:15] Voice 7: but staff has been working really hard

[1:00:16] Voice 7: and been really diligent to sort of find solutions

[1:00:19] Voice 7: to move that along.

[1:00:22] Voice 7: And so we are just a couple of days delayed

[1:00:25] Voice 7: in getting that move on the move.

[1:00:27] Voice 7: We did issue an RFP for the renovation of that space and we've received some

[1:00:35] Voice 7: feedback and we'll be chatting to EC about that a little bit later. Lots of

[1:00:42] Voice 7: other work in my world. I've connected with staff. Of course we announced to

[1:00:47] Voice 7: staff about Ruben Brony joining us as new CAO. I'm very much looking forward to

[1:00:52] Voice 7: that. Very excited to have our new CEO come on board in about a month. And of course, we're

[1:00:58] Voice 7: looking ahead to the Trust Council agenda. So the next DC meeting, we're going to be looking at the

[1:01:02] Voice 7: full Trust Council agenda package with all of the materials. So lots and lots on the go, lots of

[1:01:08] Voice 7: moving parts. Everyone's working very hard. For myself, I've got, just personally, I've got family

[1:01:14] Voice 7: in town this week. I picked them up this afternoon. And so my hope is to have a day or two of less

[1:01:20] Voice 7: work on Thursday or Friday to spend some time with them but I will of course always be available for

[1:01:25] Voice 7: anything that needs to be addressed. I can take any questions I think that's probably enough of

[1:01:30] Voice 7: an update for me.

[1:01:32] Trustee Luckham: Great thank you very much in terms of mobs. Anybody have any questions for

[1:01:39] Trustee Luckham: the Director? No I'm not seeing anything. My only question then would be have you Matt do you have

[1:01:48] Trustee Luckham: any information that you could share with us with respect to my interest in a midterm

[1:01:53] Trustee Luckham: check-in session at Council in December? You were looking at potential funding sources?

[1:02:01] Voice 7: Yeah, so midterm check-in versus maybe a conduct session or maybe slightly different

[1:02:08] Voice 7: pieces, slightly different sessions. I do have some information from the LGMA on funding that

[1:02:14] Voice 7: we could access. I think we are eligible for it. I haven't ironed out all of the details,

[1:02:18] Voice 7: but it's looking very promising because of the level of funding that is out there and available

[1:02:24] Voice 7: we would probably be able to if needed actually hold a session outside of a trust council meeting

[1:02:30] Voice 7: and be able to get everyone together in person for that unfortunately don't have all of the

[1:02:36] Voice 7: details lined up at this juncture but we are moving forward and connecting on that

[1:02:41] Trustee Luckham: excellent thank you very much for that work so we'll hear more potentially at our next dc meeting

[1:02:45] Trustee Luckham: or on the telecoms or something absolutely

[1:02:48] Voice 5: yeah

[1:02:49] Trustee Luckham: for sure thank you appreciate your uh effort on

[1:02:52] Trustee Luckham: that um i continue to be interested in having that conversation with the executive committee

[1:02:58] Trustee Luckham: so uh one other question there vice chair elliott yes

[1:03:03] Trustee Elliott: thank you sorry i'm a bit late with this but

[1:03:05] Trustee Elliott: um i was looking through the fuel on um anywhere we've been developing policy on

[1:03:12] Trustee Elliott: on sort of capacity funding for first nations engagement i know that this has been sort of

[1:03:18] Trustee Elliott: background work as we're collecting information um but as it's sort of in your area of financial

[1:03:24] Trustee Elliott: planning and forecasting and budgeting um i'm i'm just wondering where that might sit there's

[1:03:33] Trustee Elliott: There's a lot of review of policy for elders and honoraria coming to speak, but I think

[1:03:44] Trustee Elliott: for project budgets, this is something we're going to have to look at, and I'm just not

[1:03:49] Trustee Elliott: aware of where that piece of work might be resting right now.

[1:03:55] Voice 7: So I'll provide some comments, and Director Frater may be able to supplement.

[1:04:00] Voice 7: So I don't believe this exercise lives on the follow-up action list, but I do know it

[1:04:04] Voice 7: It is

[1:04:05] Voice 7: on the radar of staff.

[1:04:06] Voice 7: So Director Frater overseeing the reconciliation function here, of course, with everyone else,

[1:04:12] Voice 7: is in the process of drafting a capacity funding policy.

[1:04:16] Voice 7: Is that correct, Director Frater?

[1:04:18] Voice 7: Yep, she's nodding along.

[1:04:21] Voice 7: And that would be so that we've got some corporate standards around when we're using capacity

[1:04:27] Voice 7: funding, sort of what levels of funding are being provided potentially.

[1:04:31] Voice 7: potentially. I have had no visibility on that piece currently. If the policy does end up

[1:04:39] Voice 7: containing sort of standard levels of funding for various activities, and I'm not sure that

[1:04:43] Voice 7: exactly if it would, then I would have a chance to weigh in, I'm sure. I think what's happening

[1:04:52] Voice 7: now as far as the budgeting goes is LTCs are just determining what level of funding they may or may

[1:04:57] Voice 7: may not want to provide, and it's coming forward to the budgeting process as part of their LTC

[1:05:01] Voice 7: projects, which is creating some inconsistencies. So it's on staff's work list. I don't think it's

[1:05:09] Voice 7: on the follow-up action list.

[1:05:13] Trustee Elliott: And I'm just going to raise it here for executive committee's

[1:05:17] Trustee Elliott: consideration. We haven't done report out on LTCs yet, but this was raised at a recent LTC meeting

[1:05:23] Trustee Elliott: by a member of the public. We're going to have to do some companion communications materials about

[1:05:29] Trustee Elliott: why capacity funding is necessary how does it work with project budgets and

[1:05:34] Trustee Elliott: this is I think the public is going to need to understand it even as we develop

[1:05:40] Trustee Elliott: the policy those questions are coming in so just putting that on our radar to

[1:05:46] Trustee Elliott: think about okay

[1:05:49] Voice 12: thank you very much any other questions to the director or the

[1:05:53] Trustee Luckham: the CAO? No? Okay. Other directors in the room are online. As indicated, Director Marler's away

[1:06:05] Trustee Luckham: at the moment, so unavailable. Stefan Cermak, I see you online, and Director Federer, I see you

[1:06:10] Trustee Luckham: in the room here. Do either of you have reporting on the follow-up action list? Stefan?

[1:06:19] Voice 1: No, sir. I

[1:06:20] Voice 1: think it's up-to-date and self-explanatory. Okay,

[1:06:23] Voice 1: thank you. Are there any

[1:06:24] Trustee Luckham: questions for the

[1:06:24] Trustee Luckham: director and do you have an area report um clearly the salt spring office was updated by the director

[1:06:31] Trustee Luckham: are you smiling

[1:06:33] Voice 1: yes stole my thunder um indeed so i i will say i was on vacation for three weeks

[1:06:40] Voice 1: i went to italy i'm very proud of that very happy it's been a 20 to 30 year goal so bonjour no

[1:06:46] Voice 1: recommend going came back to an avalanche of work of course as expected um i will start with the

[1:06:52] Voice 1: salt spring office relocation i had the pleasure of going there yesterday to the new space

[1:06:55] Voice 1: walking through it and evaluating the space and it's been gutted and it's ready for renovation

[1:07:03] Voice 1: going through the rfp proposal as as mentioned earlier we'll talk about that later today

[1:07:08] Voice 1: so i won't say anything else about it busy working on the rpc agenda met with the chair and and key

[1:07:14] Voice 1: staff to advance issues about housing bylaw compliance enforcement policies and the

[1:07:19] Voice 1: freshwater sustainability strategy uh where are we i also attended a workshop looking at on north

[1:07:27] Voice 1: on salt spring yesterday working with the local agencies the crd north salt spring water district

[1:07:32] Voice 1: fire department ourselves addressing the potential of lifting a partial lifting of a moratorium on

[1:07:39] Voice 1: salt spring island and how we can help make it a smooth transition especially for the ltc as

[1:07:44] Voice 1: they contemplate uh policy and regulatory changes and and stuff like that so i attended that it was

[1:07:50] Voice 1: quite uh it was a really great gathering of local agencies working together i've come back to review

[1:07:57] Voice 1: many service contracts many uh sort of paperwork type things on the side of my desk here i'm

[1:08:02] Voice 1: reviewing um screening in biologists uh if you recall we got approval to hire a biologist

[1:08:08] Voice 1: have a good run of candidates i can't talk much more than that other than to say i'm quite excited

[1:08:14] Voice 1: And it really sparks joy. I can't believe I said it that way. But anyways, I'll say it. Sparks joy that biologists bring a real love of preserving and protecting the environment.

[1:08:27] Voice 1: So it's nice to see that again. Just sometimes you get into the weeds and it's nice to see that fresh energy.

[1:08:32] Voice 1: And working with staff regarding CityView implementing CityView for bylaw enforcement

[1:08:38] Voice 1: and addressing various sort of GIS needs and as well as where we've picked up the First

[1:08:44] Voice 1: Nations referral process.

[1:08:45] Voice 1: And I heard that comment about communications explaining why is capacity funding needed

[1:08:51] Voice 1: and how we're doing that.

[1:08:52] Voice 1: So I've put that on the list of that reporting so we make sure we carry that forward too.

[1:08:57] Voice 1: That's about it.

[1:08:58] Voice 1: I could get into the weeds.

[1:08:59] Voice 1: Probably don't want more than that.

[1:09:00] Voice 1: Thank

[1:09:02] Trustee Luckham: you. Stefan, any questions for the director?

[1:09:06] Trustee Luckham: Director Fader, do you have anything for us on the follow-up action list?

[1:09:09] Voice 6: Certainly, I can update you. I'm just trying to navigate to my sections here.

[1:09:13] Voice 6: Certainly, I could update you that we have sent letters from the chair to the five Kuitzen nations

[1:09:19] Voice 6: with a request that they consider a relationship agreement.

[1:09:22] Voice 6: So those letters are out.

[1:09:24] Voice 6: I've also been meeting with the lawyer for Sinemic First Nation around a potential relationship agreement there,

[1:09:29] Voice 6: and we have a meeting tomorrow as part of a working group with Sinead McFirst Nation and

[1:09:34] Voice 6: hopefully we'll have some discussions there. So that's some progress on those files. With regard

[1:09:40] Voice 6: to the others I'm just I'll leave it there but be happy to take questions. I will note but before I

[1:09:45] Voice 6: do I'll just note on number eight here the role of the trust webinar. We had hoped to be delivering

[1:09:50] Voice 6: that this fall simply have not had the capacity yet to work towards that but I do note it was

[1:09:56] Voice 6: we hope to achieve it this fall but i just can't promise that at this time okay thank you any

[1:10:03] Trustee Luckham: questions for the director follow-up questions do you have anything else to report yes so i can

[1:10:09] Voice 6: report um just draw executive committee's attention that we are delivering a showing

[1:10:14] Voice 6: of dust and bones on gabriola on saturday in conjunction with the arts council tsunami first

[1:10:20] Voice 6: nation and other partners uh thanks to trustee elliott for helping to coordinate pieces there

[1:10:24] Voice 6: and so we encourage you all to attend if you can

[1:10:28] Voice 6: and welcome some elders there

[1:10:30] Voice 6: for what's bound to be an important discussion

[1:10:31] Voice 6: around heritage values on Gabriela Island.

[1:10:36] Voice 6: Also can add that I continue to have most of my time

[1:10:39] Voice 6: dominated with hiring processes.

[1:10:41] Voice 6: I've got five underway.

[1:10:42] Voice 6: It's a significant body of work.

[1:10:44] Voice 6: So I'm balancing the pieces on your list,

[1:10:48] Voice 6: Trust Programs Committee,

[1:10:49] Voice 6: Conservancies, along with

[1:10:50] Voice 6: the work of hiring,

[1:10:52] Voice 6: trying to get the help we need to move things forward faster um i'll just note i'm also

[1:10:57] Voice 6: providing some level of support to salt spring staff they're getting letters out to first nations

[1:11:01] Voice 6: as well regarding the official community plan there um so just want to know that is progressing

[1:11:05] Voice 6: as well and finally with regard to capacity funding um this has happened organically at

[1:11:11] Voice 6: the islands trust really real as you know i've characterized it as pilots so ltcs have essentially

[1:11:16] Voice 6: been undertaking pilots um as they undertake projects to seek early engagement from nations

[1:11:21] Voice 6: it has been done without any overarching policy of council aside from it being in business cases

[1:11:27] Voice 6: that council provides endorsement of through the budget process so proactively staff have

[1:11:33] Voice 6: undertaken the drafting you know it's off the side of the desk around a new capacity funding

[1:11:37] Voice 6: policy that could be brought forward to trust council likely not before march at this stage

[1:11:42] Voice 6: however it would be ideal to have a resolution of a body directing us to do so just to add it

[1:11:48] Voice 6: formally to the list of work that's being undertaken um so it is ticking away in the

[1:11:52] Voice 6: background but i do require time from cao slash director of administrative services mods um and

[1:11:59] Voice 6: i know she's had a lot on her plate at this point so it would be good to have a motion um to add it

[1:12:04] Voice 6: to your list of requests but do know it is ticking away in the background and we're turning our minds

[1:12:08] Voice 6: to what kind of policy council might wish to have um i can add that i've also been working

[1:12:13] Voice 6: with legal counsel along with regional planning manager gemara um to make some changes to our

[1:12:20] Voice 6: agreements with the nations around the provision of the funding so there is work happening it's

[1:12:24] Voice 6: just not ready for a presentation quite yet okay

[1:12:28] Voice 12: great thank you uh tim peterson

[1:12:30] Voice 12: thank you

[1:12:33] Voice 10: i just wanted to express my appreciation that we now have a date for the

[1:12:38] Voice 10: the Huete Liskiti Archaeology Project presentation coming up in November.

[1:12:44] Voice 10: And I was just wondering about inviting others to it,

[1:12:54] Voice 10: but maybe I'll have that conversation with Director Frater later.

[1:12:59] Voice 10: I was thinking First Nations partners,

[1:13:01] Voice 10: but I think there might be getting into a deeper conversation

[1:13:06] Voice 10: than we need to today.

[1:13:12] Trustee Luckham: Yeah. Nodding around the room. That's great. Thank you, Jim. That concludes your report.

[1:13:17] Trustee Luckham: Okay. Thank you. Any other questions for the director?

[1:13:22] Trustee Luckham: Thank you for the many hats you wear. Clearly, five people waiting to enter the doors and assist

[1:13:31] Trustee Luckham: you is significant, and that will provide you some relief. So hopefully you can move that along.

[1:13:38] Trustee Luckham: on um thank you um that does it for our director's reports and so let us move to the next item on the

[1:13:47] Trustee Luckham: agenda our local trust committee chair updates for convenience i'm going to start in the room

[1:13:52] Trustee Luckham: here with david ma thank

[1:13:53] Trustee Maude (probable): you chair um only one to report on this north pender we on saturday we we

[1:13:58] Trustee Maude (probable): had a workshop on um that was focused on housing but we also touched on raptors nests dpas and we

[1:14:07] Trustee Maude (probable): also had a bit of an open house um there was the open house was dominated um by the previous

[1:14:14] Trustee Maude (probable): rezoning our various that was granted for a house um that was some of some size about 12 000 square

[1:14:22] Trustee Maude (probable): feet in size um albeit on a 60 acre property there's still quite a bit of concern within

[1:14:29] Trustee Maude (probable): the community that the variance was granted. It's behind us, but it's not.

[1:14:38] There's a lot of

[1:14:40] Trustee Maude (probable): concern within the community about that, but I will say

[1:14:44] Trustee Maude (probable): that the housing workshop went very, very well. Planner Smith had some excellent

[1:14:50] Trustee Maude (probable): materials, I'm sure, assisted by Planner Chadwick. Really, really good

[1:14:57] Trustee Maude (probable): good information supplemented by graphics from our planning staff that

[1:15:05] film testimony just

[1:15:06] Trustee Maude (probable): his artwork is really good it's not that it's pretty

[1:15:11] Trustee Maude (probable): it's like it's very informative is it a person can look at it and we have 60

[1:15:15] Trustee Maude (probable): words and he puts in the page in a picture and it's just beautiful it just

[1:15:20] Trustee Maude (probable): it really helps inform the process so it was a really good day we finished at 4

[1:15:26] Trustee Maude (probable): 415 from my 430 ferry. So I managed to drive straight onto a ferry for the first time in a

[1:15:32] Trustee Maude (probable): long, long time. But we had a good day. It was good. Thank you.

[1:15:36] Trustee Luckham: Thank you very much. So online,

[1:15:38] Trustee Luckham: I'm going to go to Toby Elliott, your meeting since we last met on the telecom, I guess.

[1:15:45] Trustee Elliott: Thank you, Chair. And yes, I've had three meetings, and they've all been very productive

[1:15:53] Trustee Elliott: and interesting.

[1:15:55] Trustee Elliott: So Thetis Local Trust Committee

[1:15:57] Trustee Elliott: held a special meeting October 22nd

[1:16:00] Trustee Elliott: and you will see the proposed bylaw

[1:16:04] Trustee Elliott: for the rural land use bylaw

[1:16:08] Trustee Elliott: for Valdez Island.

[1:16:10] Trustee Elliott: We did first and second and third readings

[1:16:13] Trustee Elliott: to enable public utilities

[1:16:16] Trustee Elliott: for the Connected Coast project.

[1:16:19] Trustee Elliott: And so this has been

[1:16:21] Trustee Elliott: an extremely fast turnaround

[1:16:23] Trustee Elliott: around as staff noted this would normally take around a year to draft bylaws and get referrals

[1:16:29] Trustee Elliott: done but I think we did it in three weeks perhaps to help the applicant meet its deadline so I'm

[1:16:37] Trustee Elliott: hoping executive committee will approve the draft bylaw and we can get it back to them

[1:16:43] Trustee Elliott: very soon I think the deadline is November 1st and then Liskety Island we met actually just

[1:16:53] Trustee Elliott: the day before that and again connected coast project came up the ltc voted to proceed with

[1:17:00] Trustee Elliott: bylaw preparation to amend the lub to permit public utilities associated with the application

[1:17:07] Trustee Elliott: and are asking staff to come back with an expedited process in order to meet a deadline in

[1:17:13] Trustee Elliott: march for the applicants funding and um then we also considered um the uh the doc the non-conforming

[1:17:25] Trustee Elliott: doc that's been the subject of enforcement i believe since it was put in in 2019 contrary

[1:17:30] Trustee Elliott: to the land use by law and um we did in the end vote against staff's um recommendation but um

[1:17:40] Trustee Elliott: is in line with, I think, community's expectations to have a public hearing.

[1:17:47] Trustee Elliott: They want to have this discussion in the open.

[1:17:51] Trustee Elliott: And I think in particular, it's around what is the social effect and how are the environmental

[1:17:58] Trustee Elliott: effects being addressed if the stock is allowed, which it's already built.

[1:18:05] Trustee Elliott: So we did vote to proceed with the preparation of draft bylaws and to also have a public hearing.

[1:18:14] Trustee Elliott: And this was the meeting at Liskiti in which questions are raised about how budgets are built for First Nations engagement on OCP review projects.

[1:18:25] Trustee Elliott: So looking ahead to Laskiti's potential OCP review next year, there's a larger portion of the budget reserved for First Nations engagement than for community engagement.

[1:18:37] Trustee Elliott: And so I was struggling to explain a little bit what qualifies, what factors are considered with capacity funding.

[1:18:49] Trustee Elliott: and we really do need to make that clear for members of the public who um who don't understand

[1:18:56] Trustee Elliott: the process and i understand that we're still uh piloting it and seeing what works so that's where

[1:19:02] Trustee Elliott: that question came from and oh just yes monday uh we had a wonderful special community workshop

[1:19:11] Trustee Elliott: actually on main islands around housing sort of a forum bringing together

[1:19:18] Trustee Elliott: different stakeholders or potential partners such as Habitat for Humanity

[1:19:24] Trustee Elliott: and the main island housing society presented and they've got a new housing

[1:19:30] Trustee Elliott: navigator position that they are funding which I think we'd be advised to look

[1:19:35] Trustee Elliott: can see how they're going to have success with that a very energetic motivated person and so

[1:19:43] Trustee Elliott: there was quite a lot of conversation about that of course the honest trust our planner

[1:19:48] Trustee Elliott: and Arisa Chadwick presented the housing project and how we got to where we are

[1:19:55] Trustee Elliott: with the flex housing zoning or flex zoning rather and sorry David I'm missing the second

[1:20:04] Trustee Elliott: presenter oh sorry this from the crd justine stark who um is the crd's services manager i

[1:20:12] Trustee Elliott: believe and used to work for the islands trust and so talking about how um all these different

[1:20:17] Trustee Elliott: governments need to work together and non-profits and agencies it was really helpful to have

[1:20:25] Trustee Elliott: everyone in the room there was about 20 people from the community uh in the discussion of course

[1:20:30] Trustee Elliott: it was recorded, but it's a very valuable discussion. I encourage people to watch it

[1:20:37] Trustee Elliott: because it addresses some of the, these are, this is probably the area where we're leading

[1:20:43] Trustee Elliott: in the Islands Trust in proactively addressing housing needs through zoning. And so what are

[1:20:51] Trustee Elliott: the implications of that? How do we need to still work with other partners and how can the Islands

[1:20:56] Trustee Elliott: trust or the islands trust must stay in our lane um and not try to do all these other things that

[1:21:01] Trustee Elliott: we need to rely on partners to do so super helpful and um really grateful to staff for pulling that

[1:21:08] Trustee Elliott: together it was um uh an innovative approach i think and and much needed i hope we can do that

[1:21:13] Trustee Elliott: on other islands that's it for me thank

[1:21:17] Trustee Luckham: you joey uh tim peterson uh

[1:21:25] Voice 10: thank you chair um only one

[1:21:28] Voice 10: LTC meeting since we last met, the October 10th meeting of the Salt Spring Island Local Trust

[1:21:35] Voice 10: Committee. I'm very pleased to have Penelaket Tribe Chief Jack join us for that meeting.

[1:21:44] Voice 10: And we had Justin Stark from the CRD come and give a presentation on the CRD Rural Housing Program.

[1:21:54] Voice 10: program um really interesting to see uh that and i believe that i reported out on our previous

[1:22:04] Voice 10: meetings at our last uh executive committee meeting is there anything else yeah uh just note

[1:22:14] Voice 10: um one of the things that uh seem to be happening a lot from in ltc meetings is is

[1:22:24] Voice 10: is folks requesting variances from setback to the sea,

[1:22:32] Voice 10: often for septic, occasionally for work that's already been done.

[1:22:38] Voice 10: And there does seem to be a sense that, well, just I guess a larger question,

[1:22:46] Voice 10: at what point do we stop giving variances for such setbacks?

[1:22:52] Voice 10: and when you look case by case there's always good rationale um or at least rationale presented

[1:23:01] Voice 10: um but what's really difficult to grasp is the cumulative effects of of granting these variances

[1:23:11] Voice 10: as they come along so just wanted to make note of that that's certainly something that

[1:23:17] Voice 10: but seen in more than one LTC so far.

[1:23:21] Voice 10: So I'll leave that there for now.

[1:23:25] Trustee Luckham: Okay, thank you, Tim.

[1:23:28] Trustee Luckham: From my own area, thank you, Chair Elliott,

[1:23:32] Trustee Luckham: in the case of Thetis Island,

[1:23:34] Trustee Luckham: for helping us with our work on Thetis,

[1:23:36] Trustee Luckham: and that was on Tuesday before last.

[1:23:39] Trustee Luckham: And on the Wednesday,

[1:23:42] Trustee Luckham: we actually had a Financial Planning Committee meeting.

[1:23:44] Trustee Luckham: That was the first chance to look at the initial budget material.

[1:23:49] Trustee Luckham: And so that work is advancing to council.

[1:23:52] Trustee Luckham: And indeed, there's some budget materials in today's package from the executive committee

[1:23:56] Trustee Luckham: that will be forwarded to the next FPC session.

[1:24:00] Trustee Luckham: I've also met with the COHC, wrapping up that hiring committee process, as has been announced.

[1:24:07] Trustee Luckham: Ruben Brani will be joining us at the end of November.

[1:24:11] Trustee Luckham: And so we're just finalizing some of the job description details and some of the priorities

[1:24:15] Trustee Luckham: associated with the probationary period that will commence and so it's been a real pleasure

[1:24:22] Trustee Luckham: and honor to work with that committee. That committee will be transforming itself into a

[1:24:27] Trustee Luckham: review committee for that probationary period for six months of employment and then we'll take

[1:24:35] Trustee Luckham: the training wheels off I guess at that point. So I want to thank the staff for what they're

[1:24:41] Trustee Luckham: going to engage in shortly here with respect to orientation um and looking very much forward to

[1:24:47] Trustee Luckham: uh reuben joining us here as the cao um yeah and i think that um covers it for me

[1:24:57] Trustee Luckham: uh there's lots of other activities going on in the background but i won't bore you with the

[1:25:02] Trustee Luckham: details so um let us go i'm going to suggest that we have the conservancy liaison update at this

[1:25:10] Trustee Luckham: juncture and then we just have a 10-minute break and then we'll come back and dig into the one

[1:25:15] Trustee Luckham: remaining bylaw and some of the other work maybe push through to uh where we determine it's

[1:25:21] Trustee Luckham: necessary to have a lunch break and continue on with the rest of the agenda to the afternoon

[1:25:26] Trustee Luckham: so uh vice chair elliott you're our liaison on the conservancy you have one item here which is

[1:25:33] Trustee Luckham: the highlights of the last board meeting so that's here intended for the receipt of information do

[1:25:38] Trustee Luckham: Do you have additional information you'd like to share with us?

[1:25:40] Trustee Elliott: I do have one item, and thank you to staff for the highlights.

[1:25:45] Trustee Elliott: This is far better than I could do,

[1:25:47] Trustee Elliott: and I did report out at our last EC meeting on that meeting.

[1:25:51] Trustee Elliott: But I was able to attend the Salish Sea Regional Conservation Forum

[1:25:57] Trustee Elliott: on Galliano Island just last weekend, I believe, last Friday.

[1:26:02] Trustee Elliott: And this was sponsored by the Islands Trust Conservancy

[1:26:06] Trustee Elliott: and islands trust island coastal economic trust um and other partners it was a fantastic discussion

[1:26:14] Trustee Elliott: we talked about restoring degraded forests marine conservation managing hyper abundant deer

[1:26:21] Trustee Elliott: and reconciliation approaches such as indigenous protected and conserved areas

[1:26:26] Trustee Elliott: there is a new one that is imminently to be announced um was called the mary hill ipca

[1:26:34] Trustee Elliott: um i think they're old dnd lands in sanich and so if you look up the siat new tribal park

[1:26:42] Trustee Elliott: um but i wanted to highlight actually speaking of cumulative effects the work of dr tara martin

[1:26:49] Trustee Elliott: who is on salt spring island and she heads up the martin conservation decisions lab

[1:26:57] Trustee Elliott: research through UBC, which illuminates how baselines for ecology are shifting because of

[1:27:04] Trustee Elliott: our cumulative impacts on the land. So generation by generation, a new generation comes up and the

[1:27:11] Trustee Elliott: landscape has changed and they have no knowledge of what came before. And so these baselines for

[1:27:16] Trustee Elliott: ecology are shifting over time quite dramatically. And so her work is capturing that. I'm really

[1:27:24] Trustee Elliott: going to look look for the work of dr tara martin and see if we can bring that forward maybe for a

[1:27:31] Trustee Elliott: future council meeting or um um a um i'm not sure what i'll work with the conservancy on that

[1:27:39] Trustee Elliott: but it was a fantastic uh forum with a great cross-section of conservancy professional

[1:27:45] Trustee Elliott: scientists um some indigenous representation the galliano conservancy works with uh

[1:27:52] Trustee Elliott: uh, Penelope and the Coast Salish peoples, um, such as their food for the people's program.

[1:27:58] Trustee Elliott: And, uh, one of the, one of the new papers that's coming out from Dr. Tara Martin and

[1:28:04] Trustee Elliott: several others is on strategies to manage deer. And we're not just talking fallow deer,

[1:28:11] Trustee Elliott: actually the native deer species, which are so abundant, um, are really affecting the ecosystems

[1:28:18] Trustee Elliott: systems and the best way to deal with them is indigenous hunting methods so there needs to be

[1:28:26] Trustee Elliott: some conversation about um what does how can we protect and preserve the ecologies for the future

[1:28:35] Trustee Elliott: and working with indigenous peoples as they practice their inherent rights is actually

[1:28:42] Trustee Elliott: found to be the best strategy to do that so some great work there and thanks to galliano

[1:28:47] Trustee Elliott: panel. Conservancy for putting this together. I wasn't sponsored. I just decided I wanted to go

[1:28:52] Trustee Elliott: and it was fantastic. So that's all from me.

[1:28:56] Trustee Luckham: Okay. Thank you very much, Vice Chair Elliott

[1:28:58] Trustee Luckham: or liaison on the Unstressed Conservancy. Your speaking there just reminded me of something I

[1:29:07] Trustee Luckham: wanted to mention in my local trust committee chair update. Not that I'm associated with any

[1:29:14] Trustee Luckham: of the work and not that the island trust conservancy is directly associated with the

[1:29:18] Trustee Luckham: work but i just want to note that bowen island has municipality working with metro vancouver

[1:29:27] Trustee Luckham: has successfully provided the opportunity for the bone island conservancy to conserve a significant

[1:29:34] Trustee Luckham: portion of land through acquisition purchase 30 million dollars um to conserve cape roger curtis

[1:29:42] Trustee Luckham: lands that were in potential development for many many years more recently uh

[1:29:49] Trustee Luckham: vancouver parks land um but now conservancy land with a small with about a third of it

[1:29:55] Trustee Luckham: not a small portion but a portion of it being retained by metro vancouver

[1:30:00] Trustee Luckham: want to acknowledge the work of bone on municipality in that work and metro vancouver

[1:30:04] Trustee Luckham: and collaborating with them and i recognizing the bowen island conservancy for raising the money to

[1:30:11] Trustee Luckham: protect land within the islands trust area any land that we can protect in the island's trust

[1:30:16] Trustee Luckham: area is a celebration and this is certainly a long standing interest on bowen island and throughout

[1:30:21] Trustee Luckham: the gulf islands and house down kipsum and so really grateful for that work so let's uh recess

[1:30:29] Trustee Luckham: for 10 minutes. Is that sufficient? Get some tea or water, whatever you wish, and then we'll come

[1:30:34] Trustee Luckham: back and continue on with the agenda. Maybe we'll have a lunch break further on, and then we'll wrap

[1:30:44] Trustee Luckham: up as soon as we can today. Thanks, everybody, for the morning, and I'll see you back here at,

[1:30:50] Trustee Luckham: let's say, 10 after 11. That'll be close to 17 minutes. Okay? Thank you.

[1:48:05] Voice 11: welcome back everybody um

[1:48:08] Trustee Luckham: i hope you've uh had a little rest there right refill your coffee cups

[1:48:14] Trustee Luckham: etc so this brings us to uh the other important aspect of our work which is bylaw advancement

[1:48:22] Trustee Luckham: as we did with bowen earlier we've got one from fetus island local trust committee bylaw number

[1:48:27] Trustee Luckham: 115 and i'll turn to the chair of the local trust committee uh vice chair elliot to advance this

[1:48:36] Trustee Luckham: motion or and speak to the work if you wish thank

[1:48:41] Trustee Elliott: you chair or rather trustee in this role anyways

[1:48:47] Trustee Elliott: um yes as i said before the um thetas island trust committee uh and staff advanced um this work so

[1:48:59] Trustee Elliott: that we could do first second and readings of the drafted bylaw that would allow amendments to the

[1:49:07] Trustee Elliott: the valdez island rural land use bylaw 1998 and that is in order to permit fiber optic cable

[1:49:16] Trustee Elliott: telecommunication public service utility across the entire marine zone bylaw amendment was

[1:49:23] Trustee Elliott: requested by the strathcona regional district connected coast corporation to allow the

[1:49:27] Trustee Elliott: installation of fiber optic subsea cable in the marine conservation area as part of the connected

[1:49:34] Trustee Elliott: Coast project to provide internet utility to the Liaxin First Nation on Valdez Island.

[1:49:42] Trustee Elliott: So you will note that just regarding First Nations referrals and engagement on page 25 there,

[1:49:51] Trustee Elliott: it says that it does not involve an LCP amendment and it's not required by the LGA to consider

[1:49:58] Trustee Elliott: opportunities for consultation with persons, organizations and authorities. It's considered

[1:50:03] Trustee Elliott: are affected. And we also noted during several conversations with the applicant that the

[1:50:10] Trustee Elliott: applicant itself has carried out First Nations engagement regarding this project and the

[1:50:17] Trustee Elliott: landing sites between Gabriela Island, Salt Spring Island, including this landing site

[1:50:21] Trustee Elliott: on Valdez Island. L'Aix and First Nations is very much in favor. The conversations go

[1:50:28] Trustee Elliott: go back for about two years and um the um community spokes uh community spokesperson

[1:50:36] Trustee Elliott: for the accent first nation attended um the thetis local trust committee meeting i believe

[1:50:42] Trustee Elliott: in september it was and said um this is part of their furtherance of a project to create

[1:50:48] Trustee Elliott: potentially a guardianship station uh guardianship yes that's the right word and uh i'm providing um

[1:50:55] Trustee Elliott: fiber optic internet for the LACs and First Nation is definitely a priority. So

[1:51:03] Trustee Elliott: there have been no issues or concerns reported from the other First Nations

[1:51:08] Trustee Elliott: who are consulted. And so it is here for requesting that executive committee approve this

[1:51:17] Trustee Elliott: and that it could be then adopted by the ltc and um advance the work so i'll make the resolution

[1:51:26] Trustee Elliott: which or motion which i probably should have done at the top and then ask for questions i suppose

[1:51:31] Trustee Elliott: so i move that the islands trust executive committee approved thetis island local trust

[1:51:36] Trustee Elliott: committee bylaw number 115 cited as valdez island rural land use bylaw 1998 amendment number 1 2024

[1:51:44] Trustee Elliott: 24 in accordance with section 27 of the islands trust act i'll

[1:51:51] Trustee Luckham: second that motion and i'll ask

[1:51:54] Trustee Luckham: um i think you spoke to it already and i'll just ask us does anybody else should speak to the

[1:52:00] Trustee Luckham: motion i have comments afterwards okay um indeed so um i'll just maybe well maybe that's actually

[1:52:09] Trustee Luckham: part of the comments afterwards actually but i'll speak to it at the moment um this is an

[1:52:14] Trustee Luckham: an interesting uh situation here this is a rural land use bylaw from 1998 that actually goes back

[1:52:22] Trustee Luckham: to the era of david esk as the chair of trust council and a thetis island resident at the time

[1:52:29] Trustee Luckham: and certainly some decisions were made back then to protect the island in the way that it was

[1:52:36] Trustee Luckham: thought about in 1998 and i emphasize that and today um we're in a different space in a different

[1:52:43] Trustee Luckham: world and certainly we are much more aware of our uh the necessity and obligations that we've made

[1:52:51] Trustee Luckham: through our reconciliation declaration that we need to do better work with the first nations

[1:52:59] Trustee Luckham: and in this particular case we in 1998 we zoned all of the waters surrounding valdez including

[1:53:07] Trustee Luckham: including the reserve lands which we do not have jurisdictional authority over and yet that

[1:53:13] Trustee Luckham: fence i'll call it that's been set up in the water restricts access to those reserves lands

[1:53:20] Trustee Luckham: and this is an opportunity for us to reflect on we should perhaps reconsider these situations

[1:53:27] Trustee Luckham: that exist throughout the islands trust area where we are putting up roadblocks to nations to

[1:53:33] Trustee Luckham: undertake the works that they want to do and so that is uh the rationale and reason for us

[1:53:41] Trustee Luckham: advancing this more quickly than a normal uh process because it was made completely clear

[1:53:47] Trustee Luckham: to us that this was uh uh a barrier to the nation um uh seeking fulfillment of its visions on the

[1:53:57] Trustee Luckham: island and um and so we certainly do not want to be in that way so we've amended that zoning but

[1:54:03] Trustee Luckham: But I think in the future here, the Theta Silent LTC and other LTCs perhaps might want to consider roadblocks that might exist through actions taken many years ago that might potentially be corrected.

[1:54:18] Trustee Luckham: And I don't know what that looks like, but I just want to raise that while we're seeing this work advance.

[1:54:24] Trustee Luckham: So that's it for me. And if there's no further discussion, and I'll take some comments afterwards, if that's the case, David Vaughan, I'll call for the vote.

[1:54:32] Trustee Luckham: All those in favour? Tim Peterson, thank you, your hand

[1:54:39] Trustee Luckham: is up, and so that carries unanimously,

[1:54:41] Trustee Luckham: and I thank you. David Mods, do you have a remark to make?

[1:54:43] Trustee Maude (probable): Yeah, well, it's just that this isn't the

[1:54:45] Trustee Maude (probable): first one of these connected coast applications that we've had to deal with. We have the

[1:54:51] Trustee Maude (probable): Gambier

[1:54:52] Trustee Maude (probable): Keats. Yeah, so we had the Gambier one, Gambier Keats, yeah. So, and when that one came forward,

[1:54:58] Trustee Maude (probable): I asked the question, and I've asked the question probably three or four times, is,

[1:55:02] Trustee Maude (probable): in any of the land use

[1:55:05] Trustee Maude (probable): bylaws around the Highlands Trust

[1:55:06] Trustee Maude (probable): is this going to be an issue.

[1:55:09] Trustee Maude (probable): It's trying to get a hold

[1:55:10] Trustee Maude (probable): ahead and I was

[1:55:12] Trustee Maude (probable): repeatedly been assured that no,

[1:55:14] Trustee Maude (probable): everybody else, it's not a problem,

[1:55:16] Trustee Maude (probable): this is covered. And now this one's

[1:55:19] Trustee Maude (probable): come up. And I'm worried about

[1:55:20] Trustee Maude (probable): what are the ones who are sitting out there

[1:55:23] Trustee Maude (probable): that, because

[1:55:24] Trustee Maude (probable): dealing with things

[1:55:26] Trustee Maude (probable): in quick motions, it

[1:55:28] Trustee Maude (probable): stresses everybody. And you know,

[1:55:31] Trustee Maude (probable): know, I'd rather be two steps ahead than two steps behind. And I would like to have some

[1:55:36] Trustee Maude (probable): assurance that the land use bylaws amongst our various islands allow for this type of

[1:55:41] Trustee Maude (probable): connectivity because this is the future and it is being done to all the islands. So if

[1:55:48] there are barriers to landing fiber optic cables or any utility on an island, I think

[1:55:55] we need to be aware of it and figure out whether or not we want to address it in advance of

[1:56:00] applications because these applications come at a point

[1:56:03] Trustee Maude (probable): where you know it's too late so we have to

[1:56:07] Trustee Maude (probable): sort of rush through the process rather than sort of pausing and reflecting going is is this the

[1:56:12] Trustee Maude (probable): right thing so i see other hands up

[1:56:16] Trustee Luckham: yeah i'm just going to remark however and then i'll go to the

[1:56:20] Trustee Luckham: other voices um this lands on the applicant not relax and first nation but lands on the applicant

[1:56:27] Trustee Luckham: they have been well aware the process they need to go through for more than two years like it's

[1:56:32] Trustee Luckham: almost i bet you it's closer to eight years that this whole concept of a connected coast has been

[1:56:39] Trustee Luckham: in play and it must this situation must happen all up and down the coast and have we should have

[1:56:45] Trustee Luckham: known about this two years ago it's as simple as that and you know i don't think it's necessarily

[1:56:51] Trustee Luckham: necessarily possible to anticipate all particular uses, it's up to applicants and property owners

[1:57:02] Trustee Luckham: and developers to do their planning in advance. And I'll go to the other members of the committee.

[1:57:09] Perhaps I'll switch to Trustee Peterson and

[1:57:12] Trustee Luckham: then back to Vice Chair Peterson, Vice Chair Elliott.

[1:57:17] Voice 10: Yeah, I concur in large part to what you just said, Chair. It's clear to me that the applicants had sufficient time to bring these before the LTCs much earlier. That they didn't is not on our organization. It's on theirs.

[1:57:37] Voice 10: and my impression is that the LTCs and staff

[1:57:43] Voice 10: have been doing everything they can to help expedite.

[1:57:48] Voice 10: But exactly as you identified,

[1:57:52] Voice 10: having an organization come in with these applications

[1:57:58] Voice 10: with a looming deadline when the only reason for that

[1:58:01] Voice 10: is that they didn't get their applications in early

[1:58:03] Voice 10: and then putting the stress on staff

[1:58:06] Voice 10: and on communities to decide what's right for them um i think uh in this particular case i think

[1:58:15] Voice 10: connected coast is is well supported in a lot of communities but um it's i don't think it's

[1:58:22] Voice 10: reasonable for any applicant to assume that they can they can be expedited just because it's a well

[1:58:27] Voice 10: well-supported uh uh venture so i just wanted to identify that thank you jim uh

[1:58:35] Voice 11: yeah just

[1:58:37] Trustee Elliott: i don't need to repeat the comments um i do commend the applicant for doing early

[1:58:44] Trustee Elliott: and ongoing meaningful engagement with first nations but what they should have done is

[1:58:49] Trustee Elliott: flag this for all the local governments to to indicate that there might be a rezoning

[1:58:55] Trustee Elliott: zoning coming so um i don't think the almonds trust we are caught in the middle and staff have

[1:59:02] Trustee Elliott: worked absolutely just to to all ends to get this done but is in no way an appropriate process to

[1:59:11] Trustee Elliott: apply for rezoning and say we have three weeks to our deadline you need to get this done it's just

[1:59:17] Trustee Elliott: it's been crazy and so we're looking at a very tight timeline for liskiti as well

[1:59:22] Trustee Elliott: and um and essentially we were left out of the conversation so i know the islands trust has done

[1:59:29] Trustee Elliott: the best we could and i do want to commend the planners for making this work but ultimately um

[1:59:34] Trustee Elliott: we should have been in the process much much earlier yeah

[1:59:39] Trustee Luckham: thank you toby and i just want to

[1:59:42] Trustee Luckham: add and emphasize that these fiber drops have been on a map for possibly as much as eight years but

[1:59:50] Trustee Luckham: but for sure five, and this should have been planned in advance.

[1:59:54] Trustee Luckham: And as Toby has indicated, another rush job on Mesquite and another.

[2:00:00] Trustee Luckham: who knows where it all unfolds so anyway um i'm glad that i'm grateful to the strathcona

[2:00:05] Trustee Luckham: regional district for and the corporation for advancing this connected coast throughout the

[2:00:11] Trustee Luckham: southern gulf islands and connecting with in a particular case lax impersonation doing excellent

[2:00:17] Trustee Luckham: work with them and info and informing up nonetheless late um but i think also um we

[2:00:24] Trustee Luckham: we do need to consider areas that we have responsibility

[2:00:27] Trustee Luckham: and if we have roadblocks and barriers

[2:00:29] Trustee Luckham: to nations conducting work on their reserve lands

[2:00:33] Trustee Luckham: or on their owned lands,

[2:00:36] Trustee Luckham: we need to consider whether or not

[2:00:38] Trustee Luckham: we can remove those barriers.

[2:00:41] Trustee Luckham: That's important.

[2:00:42] Trustee Luckham: All right, let us continue.

[2:00:43] Trustee Luckham: That's all right.

[2:00:44] Trustee Luckham: Thank you everybody for the support on that,

[2:00:46] Trustee Luckham: work advancing and your reflections

[2:00:50] Trustee Luckham: on the future of such simpler applications.

[2:00:55] Trustee Luckham: Let us now go to Trust Council meeting preparation.

[2:00:59] Trustee Luckham: Here we go. We're about to get started on our December Council.

[2:01:03] Trustee Luckham: There's a number of items here.

[2:01:05] Trustee Luckham: So for reflection, I'm going to turn to the Interim CAO

[2:01:11] Trustee Luckham: to maybe just provide us some remarks

[2:01:15] Trustee Luckham: on the Trust Council three-day schedule

[2:01:17] Trustee Luckham: as the first item on our list here today.

[2:01:19] Trustee Luckham: and I'm presuming that you'll be seeking some response from the vice chairs about their thoughts on the three-day schedule.

[2:01:26] Trustee Luckham: So over to you, Julia. Thank you for this work.

[2:01:28] Trustee Luckham: Thanks,

[2:01:30] Voice 7: Chair, and thanks also to Alex, who's instrumental in pulling this together,

[2:01:34] Voice 7: and also all of the directors who feed into the process by letting us know what they have coming forward

[2:01:39] Voice 7: as well as how much time they think might be needed.

[2:01:42] Voice 7: So the three-day schedule is following the same organization that the September Trust Council did.

[2:01:49] Voice 7: so you'll remember that we had adjusted the format of the agenda a little bit and the way

[2:01:54] Voice 7: things were organized and we did receive some really positive feedback from trustees

[2:01:58] Voice 7: around the reorganization and the structure of the agenda so we've maintained that

[2:02:03] Voice 7: so you'll see on the first day we've once again grouped all of the

[2:02:07] Voice 7: committee and the conservancy board updates all together and you know I also agree that it worked

[2:02:15] Voice 7: well so the feedback I have aligns with what we're hearing from trustees. We're following the same

[2:02:22] Voice 7: schedule of having the Executive Office section of the agenda come up first after sort of round

[2:02:27] Voice 7: tables with trustees. Of course we'll have Ruben there. This will be the first Trust Council that

[2:02:32] Voice 7: Ruben will be joining us as the new CAO. So we do have space under the Executive Office section to

[2:02:37] Voice 7: have an introduction to our new CAO. I think that's really important. Of course the CAOHC

[2:02:42] Voice 7: knows Ruben quite well at this point, probably, but the remainder of trustees might not.

[2:02:47] Voice 7: In speaking with Trustee Getty quite recently about the Governance Committee agenda,

[2:02:52] Voice 7: she had suggested that Executive Committee consider asking Ruben to present to Trust

[2:03:00] Voice 7: Council the material that he shared with the CAOHC at their last meeting at UBCM.

[2:03:07] Voice 7: I, of course, cannot weigh into that conversation. I was not part of those meetings and that

[2:03:12] Voice 7: that final round of discussions and interviews but I provide that comment to executive committee

[2:03:16] Voice 7: for your consideration and if that was agreed to if you thought it was a good idea we could

[2:03:20] Voice 7: find a bit of space for that I understand it's maybe 15 minutes or so so that wouldn't be

[2:03:25] Voice 7: difficult for us to weave in we do have a closed meeting planned for the Wednesday morning

[2:03:35] Voice 7: and speaking a little bit about what would be in that closed meeting we of course need to discuss

[2:03:38] Voice 7: us behind closed doors and so we do have an in-camera agenda supplementing this one and we

[2:03:44] Voice 7: can move into in-camera to talk about that. We have retained the fed up of the agenda where

[2:03:50] Voice 7: each department or business unit has their own section so that means that legislative and

[2:03:54] Voice 7: information services retained their own individual section of the agenda and that section was

[2:04:00] Voice 7: deferred. I think 98% of the items in that area were deferred at September's just council meeting

[2:04:05] Voice 7: and so you're going to see those same things land on the agenda again here.

[2:04:11] Voice 7: In the admin services section, we've got the first draft of the budget.

[2:04:14] Voice 7: We have about just under two hours scheduled for that.

[2:04:17] Voice 7: If we need more time, we can find a little bit of time there potentially.

[2:04:21] Voice 7: I know the budget discussions do tend to run long.

[2:04:23] Voice 7: Some interestees are keenly interested in.

[2:04:26] Voice 7: For right now, we've got our standards sort of just under two hours planned.

[2:04:30] Voice 7: San Juan County has been invited.

[2:04:31] Voice 7: So Alex has been liaising with them in the background and has managed to secure a commitment

[2:04:38] Voice 7: from them to join.

[2:04:40] Voice 7: I believe one of their counselors has agreed to join us, and the session outline is in

[2:04:44] Voice 7: the agenda package.

[2:04:45] Voice 7: So we do have a longstanding relationship with San Juan County.

[2:04:49] Voice 7: There was direction for us to reach out to San Juan County to invite them, and so great

[2:04:53] Voice 7: that we could secure that.

[2:04:57] Voice 7: I'll turn to Alex to see if she's got any comments to supplement, if that's all right

[2:05:01] Voice 7: with you chair before we talk about um the three-day schedule itself and the topics advancing

[2:05:07] Voice 7: with cc um

[2:05:11] Trustee Luckham: thank you julia yeah um alexander do you have some logistics or any other input to this

[2:05:17] Trustee Luckham: three-day schedule you'd like to speak to no

[2:05:20] Voice 3: i have nothing to end thank you okay

[2:05:23] Trustee Luckham: thank you very

[2:05:23] Trustee Luckham: much um so you're looking for feedback now from the executive committee here

[2:05:30] Voice 7: absolutely this is

[2:05:32] Voice 7: your time to shake the council agenda as you see fit okay

[2:05:37] Trustee Luckham: um i'm just going to jump in if that's

[2:05:40] Trustee Luckham: all right um because as you know i've expressed an interest in doing some work with council

[2:05:47] Trustee Luckham: in december with respect to meeting etiquette kind of a and um meeting generally um code conduct and

[2:06:02] Trustee Luckham: meeting standards um you obviously have not included that in this agenda and um you have

[2:06:09] Trustee Luckham: been pursuing that and i totally understand that along with all the other hats you're wearing

[2:06:13] Trustee Luckham: and appreciate that um you have indicated about doing that outside of a council meeting

[2:06:20] Trustee Luckham: and i do wonder how in the broader question is whether or not we can include it in this council

[2:06:29] Trustee Luckham: or not. Personally, I think there does need to be a portion of our meeting that is

[2:06:36] Trustee Luckham: set aside for a frank conversation with council, whether it's a full session or not. There's another

[2:06:42] Trustee Luckham: story altogether. If indeed, and I'm grateful for the support for doing this in a session outside

[2:06:48] Trustee Luckham: of council, but if a session like this is to be in person and these meetings cost us $10,000 a day

[2:06:55] Trustee Luckham: to host and they'll be great if there's money available to do that then that would answer that

[2:07:01] Trustee Luckham: question is how do we fund an in-person meeting of council for something of this nature um and

[2:07:07] Trustee Luckham: whether or not you could do it electronically or not i don't know and don't necessarily think that

[2:07:12] Trustee Luckham: would be a good thing so um obviously it's up to executive committee and naturally seeking support

[2:07:19] Trustee Luckham: from staff for conducting such an event in December and so I am curious about

[2:07:28] Trustee Luckham: what we would have to change in order to facilitate that and is it realistic from

[2:07:35] Trustee Luckham: a logistics perspective be able to pull that together for December I think that

[2:07:39] Trustee Luckham: in March would be far too late if we survived December Council I'm sure we

[2:07:45] Trustee Luckham: will but whether or not all of us survive is the question in my mind and that's at a staff

[2:07:54] Trustee Luckham: level as well as at a trustee level. Do you have any thoughts CAO Mott?

[2:08:01] Voice 7: I do have thoughts so we

[2:08:03] Voice 7: we will when we moved into closed session we'll be talking about external folk who might be coming

[2:08:08] Voice 7: in to join trust council that would be one session and then we've got San Juan joining

[2:08:13] Voice 7: If we were to have a facilitated session, that would be a third sort of externally attended

[2:08:20] Voice 7: facilitated joint session, which does take up a lot of time at Trust Council meetings,

[2:08:27] Voice 7: so it displaces business a little bit.

[2:08:32] Voice 7: That's perfectly fine to do that.

[2:08:35] Voice 7: We've received feedback from some trustees in the past that these meetings should be

[2:08:40] Voice 7: less about that and more focused on business um you know but i agree with you chair it is

[2:08:49] Voice 7: expensive um to get everybody together in person for additional um get togethers i do think

[2:08:56] Voice 7: something that's focused on sort of a facilitated session around conduct um is something that is

[2:09:02] Voice 7: better to be happening in person um we cannot require trustees to attend anything in person

[2:09:07] Voice 7: And even these Trust Council meetings, we cannot require trustees to attend in person.

[2:09:11] Voice 7: They have the ability to attend electronic, and we do always have some trustees who take that option, of course.

[2:09:18] Voice 7: I would want something like that if we are going to put dedicated resources and time into planning a facilitated session like that to make sure that we're creating the time, but also the mental space for trustees to be able to be properly present for the learning.

[2:09:33] Voice 7: So there's some merit in scheduling it outside of Trust Council for that reason.

[2:09:37] Voice 7: The funding that might be available to us is up to $25,000. Council meetings tend to cost around just over $30,000. Of course, that is a lot of staff and multiple days. And so if we were to have an in-person session, that would just be a day. It would be lower cost. So we might fit into that $25,000 grant funding that might be available to us.

[2:10:00] Voice 7: Yes. So ultimately, you know, it's up to EC. You are in charge of training for Trust

[2:10:07] Voice 7: Council. You are also in charge of setting these meeting schedules. And you are also

[2:10:12] Voice 7: the one having the conversation around conduct. My recommendation might be to look to plan

[2:10:17] Voice 7: it outside of Trust Council. But I think the most important thing is that it is looked

[2:10:21] Voice 7: at in some capacity. And it sounds like that will happen regardless. So welcome. Any thoughts

[2:10:27] Voice 7: from the other EC members absolutely

[2:10:31] Trustee Luckham: so thank you for hearing me out there and

[2:10:35] Trustee Luckham: providing the support that you are and so let's go to the executive committee

[2:10:41] Trustee Luckham: and see broadly one the question that I've raised but also obviously the other

[2:10:46] Trustee Luckham: items on the flow of this agenda obviously if we're going to change it

[2:10:51] Trustee Luckham: and include something else then that would be a rejig of which we'd have to

[2:10:57] Trustee Luckham: determine what the remaining portions of the december council agenda would look like so who

[2:11:03] Trustee Luckham: would like i see david maude and then i see uh vice chair elliott let's let's start with that

[2:11:09] Trustee Maude (probable): thank you chair um it is a fairly full agenda and my suggestion is is that maybe it just needs to be

[2:11:19] Trustee Maude (probable): 10 or 15 minutes at the beginning like i'm talking to by the chair yeah and just like saying

[2:11:27] Trustee Maude (probable): kind of being a chair and laying down the rules

[2:11:32] Trustee Maude (probable): and a mini session

[2:11:36] Trustee Maude (probable): about appropriate conduct and inappropriate conduct

[2:11:41] Trustee Maude (probable): and launch the meeting from there. If we can't

[2:11:45] Trustee Maude (probable): accommodate the big box, maybe we can get the little box.

[2:11:48] Voice 15: And,

[2:11:49] Trustee Maude (probable): you know, reading the Riot Act, I think, is very appropriate.

[2:11:53] Trustee Maude (probable): So that's my comments on that topic, and I have some agenda comments

[2:11:56] Trustee Maude (probable): comments later but okay thank

[2:11:58] Trustee Luckham: you for that and appreciate that and that's certainly a good option

[2:12:02] Trustee Luckham: uh vice chair elliott you

[2:12:06] Trustee Elliott: took the words right out of my mouth uh vice chairman um i i think

[2:12:11] Trustee Elliott: so i do agree that some action is needed and a way to address the conduct from september trust

[2:12:18] Trustee Elliott: council um in the december meeting is um is necessary because if we don't then it looks like

[2:12:28] Trustee Elliott: that behavior is okay and it's not um but there are tools in our toolbox i.e the way we chair

[2:12:36] Trustee Elliott: meetings um setting up these standards having a discussion about standards of conduct policy

[2:12:44] Trustee Elliott: policy might be a good place to start. We have had discussion before, which I think I missed in

[2:12:54] Trustee Elliott: September, an opportunity to, I was supposed to be limiting doing the timing for how long people

[2:13:04] Trustee Elliott: were speaking and sort of acting as a, how is the room doing? And I would like to be resourced to

[2:13:13] Trustee Elliott: to do that properly i would be happy to prepare um some you know work with the chair provide

[2:13:22] Trustee Elliott: to do some sort of a presentation on what the expectation needs to be how we need to raise the

[2:13:29] Trustee Elliott: bar with how we conduct ourselves the language that we use um provincial legislation about

[2:13:35] Trustee Elliott: bullying and harassment in the workplace expectations of conduct and tone towards

[2:13:42] Trustee Elliott: towards employees the effects that some of our behavior is having on on the workplace

[2:13:49] Trustee Elliott: that would be a really productive conversation I'm referring to the current standards of conduct

[2:13:54] Trustee Elliott: and perhaps Nanaimo's or maybe more regional district of Nanaimo if there's more evolved

[2:14:01] Trustee Elliott: standards of conduct I've been doing a lot of thinking about this and work on this I attended

[2:14:06] Trustee Elliott: the civility forum which is an online forum as you know and there's just so many resources

[2:14:11] Trustee Elliott: resources. But we need to raise the bar and we, as the executive committee, can call for that to

[2:14:19] Trustee Elliott: happen and say, this is how we are going to conduct ourselves in a meeting. I think that would set a

[2:14:27] Trustee Elliott: real tone and demonstrate leadership without spending the money, sorry, just interrupted by a

[2:14:34] Trustee Elliott: to call for a minute um which i think could be more productive in a in a one-time session

[2:14:42] Trustee Elliott: the second point is that maybe this is in there i don't want to verge into in-camera discussion

[2:14:51] Trustee Elliott: um parts here but if there are complaints coming forward and there's some kind of you know a review

[2:14:59] Trustee Elliott: you um committee struck and um whatever disciplinary action or mediation is required

[2:15:09] Trustee Elliott: attendance for a workshop that um brings some brings together some of the tools and and

[2:15:18] Trustee Elliott: expectations that we need to hold um might be required for instance so if that workshop was

[2:15:25] Trustee Elliott: was organized for in the springtime and trustees who have not been conducting themselves in a

[2:15:33] Trustee Elliott: manner that is our expectation for public officials, then could we require their attendance

[2:15:44] Trustee Elliott: at that workshop rather than making it an option? So I fully support the idea. I don't think taking

[2:15:52] Trustee Elliott: Taking up space in this very busy council schedule with a lot of business to conduct a lot of business that we've left off from June, or sorry, September, is really appropriate.

[2:16:05] Trustee Elliott: And we can do a great 15-minute rundown, and then we can run really tight meetings.

[2:16:11] Trustee Elliott: I think that will set an example and do the work that we need to do.

[2:16:16] Trustee Elliott: My second question is, why does Trustee Morrison's Dark Skies RFD keep appearing under new business?

[2:16:21] Trustee Elliott: this is the third council and there's there's been no it's all circulated to ltcs

[2:16:29] Trustee Elliott: ltcs have indicated if they're interested or not to trustee morrison there's no action that council

[2:16:35] Trustee Elliott: is going to take so i'm not sure why this is still here but anyway it's all for me

[2:16:42] Trustee Luckham: okay now did i see

[2:16:45] Trustee Luckham: a hand come up there from alexandra there or that

[2:16:48] Trustee Luckham: was just a noise no

[2:16:50] Voice 3: yes i can uh just address

[2:16:52] Voice 3: Vice Chair Elliott's question about Trustee Morrison's RFD. Trustee, at the June meeting,

[2:17:00] Voice 3: only one of the three recommendations in this RFD was addressed. So the two other ones were

[2:17:08] Voice 3: deferred to June, and then Trustee Morrison wasn't in attendance in June, and so it was

[2:17:14] Voice 3: asked to be brought forward to this meeting. So the first recommendation has been addressed,

[2:17:21] Voice 3: but the other two are still in play um

[2:17:31] Trustee Luckham: has anybody had any communication with trustee morrison with

[2:17:35] Trustee Luckham: respect to this is her intention to not recently yeah i think obviously we need to determine that

[2:17:44] Trustee Luckham: trustee morrison is wanting to continue to advance this and will be available to

[2:17:49] Trustee Luckham: council in december to advance it otherwise i think likely we would remove it if we don't

[2:17:54] Trustee Luckham: have an indication of that so thanks for raising that uh vice chair um tim peterson um over to you

[2:18:03] Trustee Luckham: yeah

[2:18:06] Voice 10: thank you i just want to agree with my um fellow uh members of executive committee

[2:18:11] Voice 10: uh we absolutely need to do um to address um code of conduct expectations at december trust

[2:18:21] Voice 10: trust council and and I agree at the at the very start of it is is the very best time and then

[2:18:27] Voice 10: I I think it was trustee Elliott said and then run a tight meeting um and then

[2:18:33] Voice 10: do what is that

[2:18:34] Voice 10: and then run a tight meeting um so there's things we discussed about uh length of time

[2:18:42] Voice 10: allotted to speakers a number of times a speaker can address any given topic or motion

[2:18:51] Voice 10: and so let's let's enact that and and let's let's let's do that okay

[2:18:58] Trustee Luckham: so thank you for your your

[2:19:02] Trustee Luckham: support for doing something and i'm satisfied that that's what we'll do in december and so

[2:19:08] Trustee Luckham: So I have a commitment already to work with David Marler on tightening up our process

[2:19:15] Trustee Luckham: and within reason in terms of being supported by the Code of Conduct.

[2:19:19] Trustee Luckham: And Toby, I'm definitely accepting your offer to work with me on 15 minutes, maybe a bit

[2:19:29] Trustee Luckham: short, but let's conceptualize it and maybe say it may be as much as a half an hour.

[2:19:35] Trustee Luckham: But obviously, this is our first look at the December meeting and pull together some materials to support better decision making.

[2:19:46] Trustee Luckham: I'm not going to call it what David called it, but conduct to support better decision making.

[2:19:55] Trustee Luckham: And let's include that at the beginning of the agenda after the landing.

[2:20:00] Trustee Luckham: I think that's a good place to start.

[2:20:02] Trustee Luckham: But at the same time, I would like to hope that you would also support continuing to pursue the funding available through LGMA for a workshop-style session, as Toby Elliott has indicated, perhaps in the spring.

[2:20:18] Trustee Luckham: And if I see nods around the room, I'll just ask Director Mobs if you need any specific direction for that. At this time, I realize this is a bit of a side conversation on the schedule in front of us, but we can pick that up later in our agenda as new business, if you thought it was necessary.

[2:20:35] Trustee Luckham: but you had indicated that you would pursue this off the side of your desk, I think probably is

[2:20:40] Trustee Luckham: the phrase that we use, which is probably not the best thing to do in life. But what would your

[2:20:45] Trustee Luckham: request be with respect to pursuing a workshop session in the spring?

[2:20:52] Voice 7: Absolutely. I'll continue

[2:20:53] Voice 7: exploring those options that are available. You know, the direction from EC that was really

[2:20:59] Voice 7: important here was understanding if there was a desire to hold that session at the December Trust

[2:21:03] Voice 7: trust counsel, I would sort of hustle a little bit more off the side of my desk to see if we

[2:21:08] Voice 7: could make that a reality and plunk it in on day one. What I'm hearing is more support for holding

[2:21:15] Voice 7: it as a separate session outside of trust counsel. So I will continue advancing with that

[2:21:22] Voice 7: kind of timeline in mind.

[2:21:25] Trustee Luckham: Okay. So let's pursue that and have some other conversations outside

[2:21:30] Trustee Luckham: side of this meeting today to advance that work and how we might encourage or incentivize people

[2:21:36] Trustee Luckham: to attend um so uh so i think then what we have by consensus is to carve out let's say a half an hour

[2:21:45] Trustee Luckham: at the beginning of council at 115 uh carve out a session which is maybe titled uh

[2:21:53] Trustee Luckham: uh what did i just say a moment ago uh better decision making conduct supporting better

[2:22:00] Trustee Luckham: and decision-making trustee peterson yeah

[2:22:04] Voice 10: i apologize if if i had missed it earlier but um

[2:22:08] Voice 10: what uh uh interim cao mobs just said um was that there might be some possibility of of getting that

[2:22:17] Voice 10: session into december trust council although the timeline is tight um i would really support that

[2:22:24] Voice 10: if that is possible uh i i i don't i don't want to i don't want to um uh you know ask staff to do

[2:22:33] Voice 10: the impossible but if there is uh if there is potential to to to get that funding and get that

[2:22:40] Voice 10: in place for december i think that would be great um i note that we are meeting again uh

[2:22:49] Voice 10: oh i guess not till next month november

[2:22:55] Trustee Luckham: the 20th november

[2:22:57] Voice 10: the 20th so

[2:23:00] Voice 10: um that is late for a for a decision on that so i'm not i'm not sure where to go that's

[2:23:06] Voice 10: that's reasonable in terms of expectations put on staff here yeah and i think maybe

[2:23:12] Voice 12: be

[2:23:12] Voice 10: very desirable. So

[2:23:16] Trustee Luckham: I agree with the desirability of it. I think that maybe direct CAO mobs was

[2:23:22] Trustee Luckham: suggesting that it might be challenging. And so I'll let you speak to the question that's posed

[2:23:29] Trustee Luckham: there, CAO mobs.

[2:23:35] Voice 7: Challenging, yes. It depends a little bit on the availability of anyone we

[2:23:42] Voice 7: wanted to bring in to facilitate that i also don't have full understanding at this point of

[2:23:48] Voice 7: how long a session might be you know if it's sort of a two-hour session you know maybe we

[2:23:54] Voice 7: find space for it and have to start our tuesday earlier the way that we started september's

[2:23:59] Voice 7: earlier if the recommendation for this kind of a topic is more of a half-day session we are

[2:24:05] Voice 7: are very challenged to fit that into this trust council agenda um so i can continue to investigate

[2:24:13] Voice 7: that um ideally it would be good to have a decision of this committee as a whole as to whether or not

[2:24:19] Voice 7: we are investigating we are pursuing this for the possibility of inclusion in the december trust

[2:24:24] Voice 7: council meeting if i'm just adding up comments i've heard two trustees that are in favor of

[2:24:31] Voice 7: having it separately and two trustees that are more in favor of having it as part of the agenda

[2:24:37] Voice 7: so if there was committee consensus on whether or not we try to get it into December's agenda

[2:24:42] Voice 7: that's helpful for staff or whether or not we just continue pursuing it in general

[2:24:49] Trustee Luckham: yeah so

[2:24:51] Trustee Luckham: thank you Julia you know quite frankly I see this being more than a two-hour session and would be

[2:24:57] Trustee Luckham: probably half a day or more and would be very disruptive on this agenda and so totally

[2:25:03] Trustee Luckham: understand despite my desire to do it and it's difficult for me to accept I'll tell you that

[2:25:12] Trustee Luckham: that we shouldn't do it and but accept that let's be more disciplined than we've ever been before

[2:25:23] Trustee Luckham: at December Council and and look forward to a session in the spring where we can invest in

[2:25:31] Trustee Luckham: ourselves i think this does it's a learning opportunity and we need to invest in ourselves

[2:25:36] Trustee Luckham: so tim thank you for your support there but i i see it as more than just a couple of hours but

[2:25:42] Trustee Luckham: i'll just go back to you tim yeah

[2:25:45] Voice 10: just one final thought um i think we're going to be really

[2:25:50] Voice 10: challenged if we try and set this up as a session outside of a trust council meeting um it is a lot

[2:25:59] Voice 10: lot of time uh but i think we're going to be really challenged to get um trustees to come to

[2:26:08] Voice 10: another uh a session outside of trust council i just think the reality is we won't capture um

[2:26:16] Voice 10: the majority of trust council if we do that so i have concerns about doing it as a separate session

[2:26:22] Voice 10: for that reason because we really need every trustee to to be there and be part of it

[2:26:29] Voice 10: is is my take on it so i know all of our trust councils are jam-packed full of lots of important

[2:26:37] Voice 10: business i think this is very very important business and we need to find i believe we need

[2:26:44] Voice 10: to find a way to to include it in a trust council if that means um deferring some other stuff or

[2:26:52] Voice 10: adding time to the sessions um i'm okay with that i think i i see this as vitally important

[2:27:01] Voice 10: and I really I can't support the idea of doing it outside of a trust council meeting because I

[2:27:06] Voice 10: don't think we'll get the attendance that needs to happen so I'll leave it there

[2:27:10] Trustee Luckham: yeah thank you

[2:27:12] Trustee Luckham: Tim you're making me waffle I'm backing off but and I would vote in support of a motion that came

[2:27:19] Trustee Luckham: forward but I think to do this justice and respect the work that we've got on the table

[2:27:27] Trustee Luckham: and let's test the water to see how being much more disciplined how that's received and then

[2:27:37] Trustee Luckham: we'll know where we're at but there are risks associated with this and i think for me i think

[2:27:44] we need to acknowledge

[2:27:45] Trustee Luckham: that there are people that feel these meetings are unsafe and that there's

[2:27:50] Trustee Luckham: a lack of respect but i saw julia mobs hand up and then trustee ellen vice chair um i'm going

[2:28:00] Voice 7: to defer to our trustees if that's all right sure and then i will provide comments after thank you

[2:28:06] Voice 11: we cannot

[2:28:10] Trustee Elliott: compel anyone to come but we can send a strong message and i would be prepared to be

[2:28:16] Trustee Elliott: a personal bearer of the message of the impact that uh poor behavior um poor use of language

[2:28:29] Trustee Elliott: or workplace practices are having on me as a trustee, and staff could perhaps speak to it

[2:28:39] Trustee Elliott: as staff. I think that would go further than wedging in a workshop that people are not prepared

[2:28:46] Trustee Elliott: for, which pulls us off of the track of what we are doing. We need to have a council meeting

[2:28:52] Trustee Elliott: that follows our standards of conduct in which trustees act the way that they are expected to

[2:29:02] Trustee Elliott: act as public officials. And that is the piece that is in our regulatory, not our regulatory

[2:29:09] Trustee Elliott: toolbox, but that is in our toolbox right now. So I really think that adding in a workshop pulls

[2:29:17] Trustee Elliott: pulls us off the track, we are enabled as council members to say as a body, we can do better and we

[2:29:27] Trustee Elliott: are going to do better and call out bad behavior when it happens. That is going to be far more

[2:29:33] Trustee Elliott: effective than setting up a workshop where people have to sit back passively and listen.

[2:29:38] Trustee Elliott: It's going to be putting it into practice what those expectations are and what the code of

[2:29:42] Trustee Elliott: conduct standards of conduct you know practiced really is how a council

[2:29:51] Trustee Elliott: meeting looks if that's practice thank you David Maude

[2:30:00] Trustee Maude (probable): I support a workshop, whether standalone or a trust council,

[2:30:05] Trustee Maude (probable): but I would suggest if we're leaning towards trust council,

[2:30:09] Trustee Maude (probable): that we send the message to staff that it would be in the spring,

[2:30:12] Trustee Maude (probable): and we set aside a day, and we can pare it back.

[2:30:15] But as

[2:30:16] Trustee Maude (probable): I recall, when we did our chair training,

[2:30:19] Trustee Maude (probable): that was more than half a day for a small group.

[2:30:22] Trustee Maude (probable): Yeah.

[2:30:23] Trustee Maude (probable): So I think that if we telegraph to staff in the spring,

[2:30:29] Trustee Maude (probable): trust council we want a day set aside and then they can adjust the time budget subsequently but

[2:30:37] Trustee Maude (probable): i think that's more than generous to work but it allows a block that works well i think for staff

[2:30:44] Trustee Maude (probable): for planning months ahead because trying to do this so quick before i think it's very difficult

[2:30:49] Trustee Maude (probable): on everybody and i and i don't see anywhere where we can strip out half a day never mind a day out

[2:30:55] Trustee Maude (probable): of this schedule and that's what i think and and and and i kind of i i i can see both sides

[2:31:02] Trustee Maude (probable): a standalone session i think would be way more valuable but i also understand logistically that

[2:31:08] Trustee Maude (probable): you might get a lot of trustees not attending because of that so unless we can get a trust

[2:31:14] Trustee Maude (probable): council in december maybe we we can test the waters and see if trustees as a whole will commit

[2:31:21] Trustee Maude (probable): to attending in person that's

[2:31:22] Trustee Luckham: a good idea and

[2:31:23] Trustee Maude (probable): because short of that i would hate to have half

[2:31:26] Trustee Maude (probable): a trust council show up yeah

[2:31:29] Trustee Luckham: so i'm just gonna summarize what i'm thinking let's carve out a

[2:31:35] Trustee Luckham: piece of time half an hour beginning of council let's solicit that feedback from council about

[2:31:40] Trustee Luckham: a more fulsome workshop and if we need to carve that out in march out of necessity

[2:31:48] Trustee Luckham: then we should just do that or we could hold it sometime in the spring but i can tell you quite

[2:31:52] Trustee Luckham: quite frankly, with ADICC around the corner,

[2:31:54] Trustee Luckham: which is on our list of things to discuss.

[2:31:56] Trustee Luckham: The spring is going to be challenging.

[2:31:59] Trustee Luckham: But I see Tim Peterson's hand up one more time,

[2:32:03] Trustee Luckham: and then I'll go to Julie Mobs.

[2:32:07] Trustee Luckham: And then we need to talk about the rest of the three-day session here.

[2:32:11] Trustee Luckham: Tim Peterson?

[2:32:13] Voice 10: Okay, thank you, Chair.

[2:32:15] Voice 10: I have prepared a motion,

[2:32:17] Voice 10: which i think um gives leeway uh to some extent around the timing have

[2:32:26] Trustee Luckham: you forwarded that to

[2:32:27] Trustee Luckham: alexandra i

[2:32:29] Voice 10: i have i haven't got it to alexandra yet i did uh put it into the chat um uh just

[2:32:36] Voice 10: trying to trying to type on the fly here is a always a challenge but i will send it to alexandra

[2:32:43] Voice 10: as well and um uh i'll

[2:32:48] Voice 14: just so what have you got

[2:32:49] Voice 10: i'll just go ahead and read what i got which oh

[2:32:53] Voice 10: i see i see uh director mobs has got her hand up and maybe we should go lift i feel like maybe we

[2:33:00] Voice 10: need to hear what she has to say before i advance the motion you

[2:33:03] Trustee Luckham: are absolutely right about that

[2:33:04] Trustee Luckham: thank you director mobs

[2:33:06] Voice 7: uh uh thanks uh trustee peterson my comments may you know assist in the

[2:33:12] Voice 7: conversation related to your proposed motion but um one of the ways we could consider if you're

[2:33:18] Voice 7: looking to encourage attendance uh for this type of facilitated session outside of a trust council

[2:33:23] Voice 7: meeting is to have a special meeting of trust council that um hosts this type of session and

[2:33:30] Voice 7: discussion on conduct and also then moves into trust council's own decisions around its code

[2:33:37] Voice 7: of conduct and what that update will look like um those who may be less interested in attending

[2:33:44] Voice 7: a facilitated session on having good conduct um won't probably care about what the code of conduct

[2:33:49] Voice 7: will look like so and it also is a nice marriage of the two topics they are of course very related

[2:33:56] Voice 7: so that might be a way to encourage that participation um you know there is also plans to

[2:34:03] Voice 7: update and talk about trust council's code of conduct anyway um what's advancing to the september

[2:34:08] Voice 7: trust council meeting is simply to say do you want to talk about this in a community the whole session

[2:34:12] Voice 7: or how do you want to talk about it um so that that could be a way to do it um outside of september's

[2:34:19] Voice 7: meeting if that was the desire that was my only comment okay

[2:34:24] Voice 12: one other thing actually

[2:34:25] Voice 7: are when we when we move into uh in camera there's a place to sort of um talk about some things that

[2:34:32] Voice 7: might influence this piece of the conversation as well

[2:34:35] Trustee Luckham: okay so that might

[2:34:39] Trustee Luckham: be something we might want to talk about prior to any kind of direction and and

[2:34:44] Trustee Luckham: maybe Tim I think what we're focusing on and we've gotten sidetracked a wee bit

[2:34:49] Trustee Luckham: and we're talking about the three-day schedule here if this motion could be

[2:34:53] Trustee Luckham: held later on that might be more appropriate if there's other

[2:34:57] Trustee Luckham: information we haven't received yet but I just want to say that thank you Julia

[2:35:02] Trustee Luckham: for that little information i think that you must fish or something you know something about fishing

[2:35:08] Trustee Luckham: so that's great uh tim over to you uh

[2:35:12] Voice 10: yeah given what you just said chair about uh other discussion

[2:35:16] Voice 10: that's going to happen today i'm happy to hold on to the motion for the time being and that's great

[2:35:21] Trustee Luckham: so then alexander will have that in place and we can decide that later well that's fantastic you

[2:35:27] Trustee Luckham: guys really appreciate the that you're also reflecting on how we need to advance into

[2:35:34] Trustee Luckham: december and i really i feel supported in that so that's fantastic so the december three-day

[2:35:42] Trustee Luckham: schedule i think we've agreed like in general consensus carving out a slot at the beginning to

[2:35:47] Trustee Luckham: get us off to a good start and um what else is there on this agenda i do actually have a remark

[2:35:55] Trustee Luckham: Mark, that I'd like to add, associated with welcoming the CAO in that section of the agenda,

[2:36:01] Trustee Luckham: because there were some remarks about Judy Getty asking that some materials be circulated.

[2:36:07] Trustee Luckham: But over to you. Is there other areas, dark skies is something we're going to investigate,

[2:36:12] Trustee Luckham: whether or not it's a necessity to advance that or not, or delay some other future meeting?

[2:36:20] Trustee Maude (probable): David Maugham.

[2:36:22] Trustee Maude (probable): My only comment was the one-hour lag at the end of the days between the end of the

[2:36:27] Trustee Maude (probable): meetings and dinner, which suggests that a half hour might be appropriate.

[2:36:36] Trustee Luckham: Shortening, yeah, I agree with you on that, but it also depends on where people

[2:36:41] Trustee Luckham: are staying and stuff.

[2:36:42] Trustee Luckham: um so in terms of logistics um alexandra um on that we sort of had a conversation about that

[2:36:51] Trustee Luckham: at the september meeting there about the the time between adjourning the meeting and dinner

[2:36:59] Trustee Luckham: being served um if that window was perhaps narrower would allow for more full participation

[2:37:09] Trustee Luckham: participation of

[2:37:10] Voice 3: course so dinner starting at 6 p.m yep yep that can be done not a problem

[2:37:17] Trustee Luckham: is that we have general consent on that thumbs up yeah okay um so thank you for that alexandra

[2:37:26] Trustee Luckham: and um i'm just looking at other things on time you think as you mentioned timing starting at

[2:37:36] Trustee Luckham: nine o'clock on the wednesday that's kind of a bit of a casual start time for a meeting where

[2:37:43] Trustee Luckham: we're all staying in the same place and I do wonder whether now that might be pumped up to

[2:37:47] Trustee Luckham: 8 30 as well and that would give us a little extra slack in there but maybe it's also a long

[2:37:52] Trustee Luckham: day ending at 5 30 but I'd take feedback on that Julia Miles um

[2:37:59] Voice 7: yeah so feedback just on that

[2:38:03] Voice 7: comment that you just provided chair um you know we have heard that the days can be kind of long

[2:38:08] Voice 7: um I do know for staff there's a lot of work that we put in before these meetings begin

[2:38:12] Voice 7: in um particularly our administrative support staff and our tech staff um and so i know that

[2:38:19] Voice 7: there's an appreciation for the nine o'clock start there and it's been our historical norm

[2:38:23] Voice 7: um of course if we have to bump it to 8 30 we make those confessions and we did that for september

[2:38:28] Voice 7: um and it worked out all right um right now the way that the day is structured it looks like we

[2:38:33] Voice 7: are fitting everything in uh but of course as things move with this three-day schedule

[2:38:38] Voice 7: if we need to change that we can consider it I just wanted to touch base on the comment you

[2:38:45] Voice 7: had brought us back to chair around the introduction of Ruben as our new CAO and

[2:38:51] Voice 7: Trustee Getty's comments around perhaps having Ruben give the presentation to Trust Council

[2:38:57] Voice 7: that he gave to the COHC as part of your meetings during the UBCM week if that is something that

[2:39:04] Voice 7: that you would like us to action, of course, I'll reach out to Ruben to let him know. It would be a

[2:39:10] Voice 7: good thing for us to give him a heads up, and then we'll make sure we can get any related materials

[2:39:14] Voice 7: onto the agenda. So a decision around that would be useful. Staff have no recommendation either way.

[2:39:23] Trustee Luckham: Yeah, you sort of captured the essence of what I was thinking, that is there any presentation

[2:39:29] Trustee Luckham: by the CAO? The CAO needs to get the heads up and needs to be supportive of the notion,

[2:39:34] Trustee Luckham: And it may be that it's premature for, let's say, 10 days after he is on board, of which two days must be a weekend, if I do my math properly.

[2:39:48] Trustee Luckham: Is the CAO going to be in a position to make remarks on things that he was quizzed about during the interview process?

[2:39:57] Trustee Luckham: I don't know. And I think that's not necessarily clear or fair.

[2:40:03] Trustee Luckham: fair. And I would tend to not want to go that direction at the outset. But I hear from the

[2:40:15] Trustee Luckham: other vice-chairs, and I see David Maugh's hand up.

[2:40:17] Trustee Maude (probable): I would suggest that the chair or the CAO sort of liaise with Ruben and just say, do

[2:40:28] Trustee Maude (probable): you want to carve out some space for you to make a presentation or make an introduction

[2:40:32] Trustee Maude (probable): and let him set the pace as to what he thinks the most appropriate thing. It may be

[2:40:37] Trustee Maude (probable): because he didn't do a wonderful powerful presentation, but he may

[2:40:42] Trustee Maude (probable): just want to have 10 minutes just to talk to Trust Council. I think we just

[2:40:46] Trustee Maude (probable): leave it to his comfort level, just say we're willing to carve out some time, are

[2:40:51] Trustee Maude (probable): you interested in it?

[2:40:52] Voice 11: Yeah, I agree with that. Anybody else? No, so Julie?

[2:41:01] Voice 7: So my

[2:41:02] Voice 7: intention was always to provide a space for Ruben to have time to do a bit of an

[2:41:08] Voice 7: introduction. I think that only makes sense for Trust Council to get to know our new CAO.

[2:41:15] Voice 7: I was planning to reach out to Ruben to ask if he would put a small biography in writing,

[2:41:22] Voice 7: so similar to the CAO reports that normally come forward into the Trust Council agenda,

[2:41:27] Voice 7: just to have something in writing so if any trustees are unable to attend the Council meeting,

[2:41:30] Voice 7: they can still get to know Ruben a little bit just through what he writes in paper.

[2:41:35] Voice 7: So there absolutely will be an opportunity for Ruben to get up to the podium and introduce

[2:41:39] Voice 7: himself, share a bit about himself.

[2:41:42] Voice 7: The suggestion from Trustee Goody, Trustee Getty, was actually around a presentation

[2:41:47] Voice 7: that had been formerly presented, so there's a slight distinction there.

[2:41:51] Voice 7: But absolutely, at minimum, he will have a chance to introduce himself.

[2:41:55] Trustee Luckham: Yeah.

[2:41:56] Trustee Luckham: So I think what David Mardis suggested is ideal, is you and I can liaise with the new

[2:42:02] Trustee Luckham: CAO and see what he would like to do on his first time with council so by general consent can we

[2:42:14] Trustee Luckham: adopt that and maybe we'll carve out a half an hour there is probably adequate do you think

[2:42:21] Voice 7: oh I think that's more than enough time we

[2:42:25] Voice 12: I think what we've

[2:42:26] Voice 7: got in the schedule already

[2:42:27] Voice 7: was maybe around 15 minutes we can extend it a little bit but yes there's no problem to fit that

[2:42:32] Voice 7: in because

[2:42:33] Trustee Luckham: there may be questions so um let's um set that the way it is and uh we'll continue on

[2:42:41] Trustee Luckham: so anything else on the three-day schedule anybody um um

[2:42:47] Voice 7: one other comment chair if we're moving on

[2:42:51] Voice 7: from uh that piece of it uh looking at the san juan county um joint session there is um a session

[2:43:00] Voice 7: outlined that's in the agenda package 7.1.2 we have listed their discussion

[2:43:08] Voice 7: of issues of mutual interest these topics were advanced or were suggested

[2:43:14] Voice 7: by executive committee at a previous meeting executive committee could

[2:43:18] Voice 7: absolutely weigh into those topics if there's additional pieces that you wish

[2:43:22] Voice 7: for us to liaise with San Juan we can adjust the planned session for that as

[2:43:28] Voice 7: well but for right now I think we've got an hour and 45 minutes yeah

[2:43:39] Trustee Luckham: it's

[2:43:40] Trustee Luckham: interesting these conversations with San Juan County sometimes take on their own

[2:43:45] Trustee Luckham: legs and grow in based upon the composition at the time I'm not a hundred

[2:43:51] Trustee Luckham: percent sure what might be more topical currently but that seems like plenty of

[2:44:02] Trustee Luckham: time and we can certainly we obviously need to review that sometime here pretty

[2:44:08] Trustee Luckham: quick in order to allow Jane Fuller to be able to speak to us and fairies water

[2:44:16] Trustee Luckham: and housing it seems to be the common theme that we talked about quite a bit

[2:44:20] Trustee Luckham: and we could obviously continue that is there other topics that need to be add

[2:44:25] Trustee Luckham: to this fire is one of the ones that comes to mind but we

[2:44:30] Trustee Maude (probable): did have some

[2:44:31] Trustee Maude (probable): correspondence advanced about um additional tanker traffic yeah not recently but it was like last

[2:44:38] week oh

[2:44:39] Trustee Maude (probable): it wasn't from san juan was it trustee elliot trustee

[2:44:44] Trustee Elliott: yates it's in the package under

[2:44:46] Trustee Elliott: correspondence i did

[2:44:47] Trustee Luckham: see that yeah yeah um because that was through san juan county

[2:44:55] Voice 12: yeah so obviously

[2:44:57] Trustee Luckham: you know actually the one interest that is on that topic right is what the freighter traffic

[2:45:03] Trustee Luckham: and the protocol agreement which has been sort of advanced without broad community support

[2:45:11] Trustee Luckham: and maybe not even first nations support but it's certainly being advanced as a as the direction

[2:45:17] Trustee Luckham: the port wants to go and that was indicated earlier on when we had talked about meeting

[2:45:23] Trustee Luckham: with them earlier in the year was the protocol agreement and the traffic issue so that should

[2:45:29] Trustee Luckham: be on the agenda for sure anything else Alex has her hand up Alex oh you do okay Alex you have your

[2:45:39] Trustee Luckham: hand up yes

[2:45:40] Voice 3: I just wanted to clarify that the ferries topic came out of the joint session last

[2:45:46] Voice 3: year in December that the two bodies had in the water and the housing were topics that EC has put

[2:45:52] Voice 3: put forward and i have been in communication with um council member fuller and we are back and forth

[2:45:59] Voice 3: and she is going to provide some of her own topics as well to include but she's been away

[2:46:03] Voice 3: so that's been a bit delayed right

[2:46:06] Trustee Luckham: and is her plan to come over on the black wall ferry or

[2:46:09] Trustee Luckham: something and then return yes

[2:46:12] Voice 3: she can only attend on the thursday because they have a council meeting

[2:46:16] Voice 3: that week as well earlier um so she will be coming for the day on thursday okay

[2:46:21] Trustee Luckham: that's great thank

[2:46:22] Trustee Luckham: you so she'll join us for lunch no doubt yes

[2:46:25] Voice 3: okay

[2:46:26] Trustee Luckham: um well let's develop this um uh amongst the

[2:46:34] Trustee Luckham: ec and the and the senior staff team to make sure that we get the best out of that for the council

[2:46:41] Trustee Luckham: member from salmon and for ourselves it's interesting to reflect on the history that

[2:46:46] Trustee Luckham: has been provided in the package of all the work that we have done with them and um certainly

[2:46:51] Trustee Luckham: there's we need to keep that door wide open okay anything else on the three-day schedule otherwise

[2:46:59] Trustee Luckham: this is what's going to get advanced i do wonder about the 8 30 to 10 o'clock for the closed

[2:47:06] Trustee Luckham: meeting is there a lot of material we're anticipating there in camera to take up that

[2:47:11] Trustee Luckham: space uh

[2:47:13] Voice 7: we can talk about that in camera so i might suggest chair uh just looking at the time

[2:47:18] Voice 7: perhaps we break for lunch and then move into the in-camera portion of this meeting and then

[2:47:22] Voice 7: when we come out of camera we'll be in a good place to finalize this agenda or the schedule

[2:47:28] Trustee Luckham: brilliant okay so then we talked about the three-day schedule we've actually just touched

[2:47:33] Trustee Luckham: on the san juan liaison session and so what you're suggesting is um yeah let's break for lunch before

[2:47:44] Trustee Luckham: we get into the draft executive committee trust council meeting schedule and then indeed the

[2:47:48] Trustee Luckham: in-camera session whatever it is that we want to have that and then we can finalize the three-day

[2:47:54] Trustee Luckham: schedule at the very end of all those conversations which is what we've been in the habit of doing

[2:47:58] Trustee Luckham: anyway recently so let us break for lunch is half an hour adequate for everybody okay

[2:48:06] Trustee Luckham: so let's come back here at 12 40 we'll call it okay

[3:19:46] Voice 12: everybody. Are we all here? Let

[3:19:59] Trustee Luckham: me turn your cameras on if you're here. Because I do believe

[3:20:03] Trustee Luckham: we're going to go in camera. I don't see any tension. Director, CAO Mobs, is that your

[3:20:09] Trustee Luckham: thoughts? We're going to go in camera right now?

[3:20:12] Voice 7: It would be an ideal time, Chair. Okay.

[3:20:19] Trustee Luckham: Looking for Toby. Is

[3:20:26] Trustee Maude (probable): she on the screen there? Not yet. No camera, no microphone. I guess we

[3:20:47] Trustee Maude (probable): can start the process let's get the motion okay so i'll move the meeting be closed the public subject

[3:20:53] Trustee Maude (probable): to section is 91 i of the community charter in order to consider matters related the receipt

[3:20:59] Trustee Maude (probable): of advice that is subject to solicitor client privilege including communication is necessary

[3:21:04] Trustee Maude (probable): for that purpose and that staff attend the meeting okay

[3:21:09] Trustee Luckham: so move to go in camera do i have a seconder

[3:21:11] Trustee Luckham: Tim?

[3:21:14] Trustee Luckham: Tim Peterson?

[3:21:15] Trustee Luckham: Okay. I'm going to vote

[3:21:18] Trustee Luckham: all those in favor.

[3:21:20] Trustee Luckham: That carries.

[3:21:23] Trustee Luckham: So welcome back

[3:21:24] Trustee Luckham: to the public session

[3:21:26] Trustee Luckham: here. We've just returned from an

[3:21:28] Trustee Luckham: in-camera session.

[3:21:31] Trustee Luckham: And having realized

[3:21:32] Trustee Luckham: that there's another item of

[3:21:34] Trustee Luckham: business we need to discuss in camera

[3:21:36] Trustee Luckham: for which we have not

[3:21:39] Trustee Luckham: indicated earlier that we

[3:21:40] Trustee Luckham: were going to discuss. So we're actually

[3:21:42] Trustee Luckham: just going to jump back into in-camera and we're just waiting for a motion to be crafted to quote

[3:21:47] Trustee Luckham: the correct section so that we can have a lawful meeting in camera bear with us i'm emailing it

[3:21:58] Voice 6: to david i'm gonna cc alexandra so she can vet this so

[3:22:34] Trustee Luckham: there's a email going to alexandra uh

[3:22:37] Voice 6: yes emails

[3:22:58] Trustee Maude (probable): are slow right now have you got it on your screen um

[3:23:05] Voice 6: i could put it in a word document

[3:23:07] Voice 6: I

[3:23:08] Trustee Maude (probable): can just look over your shoulder and read it out, if it's there.

[3:23:13] Voice 6: Yep, or would you like me to bring it on screen for you?

[3:23:15] Voice 6: I'll come over.

[3:23:15] Voice 6: Oh, you'll come over, yeah, okay.

[3:23:20] Trustee Maude (probable): Yeah, for some reason, there's a .

[3:23:29] Trustee Maude (probable): Okay, so I will move that the meeting be closed to public subject

[3:23:35] Trustee Maude (probable): of Sections 91J of the Community Charter in order to consider

[3:23:39] Trustee Maude (probable): matters related to information that is prohibited or information

[3:23:42] Trustee Maude (probable): that is presented in a document that we prohibited from disclosure

[3:23:45] Trustee Maude (probable): motion under Section 21 of the Freedom of Information and Privacy Act, including communications

[3:23:50] Trustee Maude (probable): necessary for that purpose, and that staff attend the meeting.

[3:23:54] Trustee Luckham: Moved. Seconded by Tim Peterson. Thank you very much. I'm going to call for the vote.

[3:23:59] Trustee Luckham: Polls in favor? Carries. Very good. So we're going to go back into in-camera,

[3:24:05] Trustee Luckham: and then we'll be returning reasonably shortly. Okay. So we are back from our in-camera session,

[3:24:12] Trustee Luckham: and in terms of rise and report,

[3:24:15] Trustee Luckham: I would like to rise and report

[3:24:17] Trustee Luckham: that the executive committee approved an increase

[3:24:20] Trustee Luckham: to the Salt Spring Island renovation budget

[3:24:24] Trustee Luckham: and further details we'll follow later.

[3:24:29] Trustee Luckham: Thank you very much.

[3:24:31] Trustee Luckham: This now returns us to our main agenda

[3:24:36] Trustee Luckham: and I'm going to go to item 7.1.3,

[3:24:43] Trustee Luckham: this juncture and just follow the agenda where we left off and um we'll be picking up the trust

[3:24:50] Trustee Luckham: council schedule a little later again before we wrap up the meeting today so 7.1.3 is the 2025-26

[3:25:00] Trustee Luckham: executive committee and trust council meeting schedule request uh this is a item for decision

[3:25:07] Trustee Luckham: decision and that's on page 40 of the agenda and who's going to present this or

[3:25:21] Trustee Maude (probable): speak to it

[3:25:22] Trustee Maude (probable): you've all read it i guess it doesn't need to be presented because it's just a statement of facts

[3:25:27] Trustee Maude (probable): um

[3:25:29] Trustee Luckham: it is uh well looking for an endorsement of a recommended meeting schedule proposed meeting

[3:25:37] Trustee Luckham: meeting schedule. And certainly on the face of it, that looks reasonable. I do have a

[3:25:44] Trustee Luckham: remark to make, as usual.

[3:25:46] Trustee Luckham: So Timothy said he stepped away.

[3:25:48] Trustee Luckham: So okay. That's unfortunate. I've been feeling recently, and I realize this is on almost

[3:26:00] Trustee Luckham: 11th hour, but these things catch up with you. And I've been realizing recently that

[3:26:07] Trustee Luckham: the number of in-person meetings and the frequency even of the executive committee meetings in

[3:26:12] Trustee Luckham: particular, in my mind, is wanting. And I'll just reflect that historically, up until a couple of

[3:26:23] Trustee Luckham: years ago, the executive committee used to meet every two weeks in person in Victoria. And we did

[3:26:31] Trustee Luckham: that for years and conducted the business of council in that way. And admittedly, I'll say

[3:26:37] Trustee Luckham: say, hey, that's a lot. And I'm certainly glad not to be doing that anymore.

[3:26:42] Trustee Luckham: And I'm not suggesting by any stretch that all of our meetings need to be in person.

[3:26:47] Trustee Luckham: However, I find, and if you agree with me, I think we don't necessarily have to deal with it today,

[3:26:54] Trustee Luckham: but we're about to set a meeting schedule, which has the impact of setting other meeting schedules

[3:26:59] Trustee Luckham: and other meeting schedules. And it's difficult to dial back after that. Granted, we have

[3:27:06] Trustee Luckham: teleconference meetings which in the past we have changed to electronic meetings but my observation

[3:27:13] Trustee Luckham: is we have constantly way too much material on our executive committee agendas we have deferred

[3:27:22] Trustee Luckham: things we delay things but more than anything else we maybe don't linger in the moment of that

[3:27:29] Trustee Luckham: decision-making moment and considering all of the facts and this isn't on staff in any way

[3:27:34] Trustee Luckham: shape or form. It's on us in our decision-making ability to really thoroughly be sure of the

[3:27:43] Trustee Luckham: direction that we're providing. And I would just like to, I personally think I would like to have

[3:27:48] Trustee Luckham: more opportunity and more time to really reflect more deeply on the business of council and linger

[3:27:55] Trustee Luckham: in this conversational moment where we're talking about concerns that we might have and the like.

[3:28:00] Trustee Luckham: And that would ultimately require us to either have longer meetings, which I don't think is something either of us want to do, or more frequent meetings.

[3:28:08] Trustee Luckham: And what is the potential or the appetite?

[3:28:12] Trustee Luckham: And do you agree with me at all about having more regular meetings and perhaps their electronic meetings?

[3:28:20] Trustee Luckham: and i'm not saying every two weeks but maybe throughout the cycle especially as we're leading

[3:28:27] Trustee Luckham: up to council because when we start to build the agenda for council having a meeting every

[3:28:32] Trustee Luckham: two weeks really allowed us to actually think about these things in

[3:28:36] Voice 2: more discrete moments

[3:28:38] Trustee Luckham: whereas now we do it with two meetings that we have essentially that or three meetings on the

[3:28:44] Trustee Luckham: outside that sets the stage for our council meetings and now of course we're doing committee

[3:28:49] Trustee Luckham: of the whole meetings as well and we haven't even got to that yet today and so i'm interested in

[3:28:56] Trustee Luckham: what others observations are and maybe we just advance this agenda that we have here

[3:29:02] Trustee Luckham: and we maybe consider that some of the um and set it up in a schedule that some of the

[3:29:10] Trustee Luckham: um teleconference calls maybe should be formally switched to electronic meeting

[3:29:17] Trustee Luckham: and honestly, I would like us to sit around the table together more.

[3:29:22] Trustee Luckham: Just having these opportunities to talk about other things,

[3:29:25] Trustee Luckham: even outside of the meeting, is something that I think helps

[3:29:29] Trustee Luckham: the overall performance and operation of the Allen's Trust.

[3:29:32] Trustee Luckham: And I would say that particularly given that we're just bringing on

[3:29:35] Trustee Luckham: a brand new CAO, which is going to be a six-month period of orientation,

[3:29:41] Trustee Luckham: there's opportunity for the executive committee to be in this space

[3:29:44] Trustee Luckham: with the CAO to have those conversations.

[3:29:46] Trustee Luckham: conversations so those are my thoughts and i'm interested to see what others think um and i see

[3:29:51] Trustee Luckham: toby's hand up and david maher's hand up

[3:29:55] Trustee Elliott: um i do think actually that might be a good idea

[3:30:00] Trustee Elliott: in certain cases and just looking at the schedule proposed schedule on page 44 here

[3:30:06] Trustee Elliott: there seems to be a gap between the august 6th and september 3rd which is a in-person trust

[3:30:15] Trustee Elliott: council meeting preparation perhaps staff could explore options i mean august is tough that's

[3:30:22] Trustee Elliott: often a month when people are away so i wouldn't say that's an ideal time but perhaps the july

[3:30:29] Trustee Elliott: 2nd then two weeks later and then the august 6th one there could be an extra meeting in there

[3:30:35] Trustee Elliott: and then the other one i see is um maybe in the october november area so perhaps we could

[3:30:44] Trustee Elliott: approve this and then request that staff explore options for um a few extra meetings

[3:30:54] Trustee Elliott: if as required or as if if needed anticipated

[3:30:58] Trustee Luckham: in some way yeah so toby that's brilliant

[3:31:00] Trustee Luckham: brilliant suggestion. I thank you for that.

[3:31:02] Trustee Elliott: And I do think that keeping them electronic, but

[3:31:07] Trustee Elliott: allowing, I mean, how, how challenging is it to make the call? Okay, let's change this to in person

[3:31:15] Trustee Elliott: as you wanted to do with this meeting. But I just wasn't going to be able to make it and

[3:31:22] Trustee Elliott: And Trustee Peterson couldn't.

[3:31:25] Trustee Elliott: So if we have an electronic meeting, but three of us appear in person, let's say one cannot make it, what are the administrative gymnastics we have to perform to keep the options open, I guess?

[3:31:45] Trustee Luckham: Yeah, I would like it not to be prescriptive and that keeping options open is important because we have real lives and we have other things that are going on.

[3:31:55] Trustee Luckham: And sometimes it's just way too much to expect to travel to Victoria, particularly for both of you, because you're that much further north than I am.

[3:32:04] Trustee Luckham: It's an extra 45 minutes for you, Toby. It's got to be. It's probably an extra day for Tim.

[3:32:09] Trustee Luckham: him but yeah understood but i think that let's advance this i just wanted to have this drop this

[3:32:16] Trustee Luckham: little package and let's advance the schedule that's well thought out and let's indeed have

[3:32:23] Trustee Luckham: a motion to ask staff to look at options for slotting in some additional meetings and i see

[3:32:29] Trustee Luckham: that julia mobs also has a remark here tim did you have something else or your hands just stuck

[3:32:35] Trustee Luckham: up there with that single finger i know david

[3:32:39] Voice 10: i'm not sure what that's that's about it looks

[3:32:43] Voice 10: like a whole hand on my end um yeah i actually just spent a little bit of time earlier today

[3:32:49] Voice 10: uh uh emailing with the meeting administrators trying to align um some of my ltc meetings with

[3:32:57] Voice 10: with um with in-person ec meetings um because there's efficiency both in terms of financial

[3:33:06] Voice 10: and uh and the life aspect as as you mentioned and and in some cases that's um easier to

[3:33:13] Voice 10: organize than others but i mean that's a factor for for me is um it is uh you know it is good

[3:33:23] Voice 10: if we can keep um travel expenses uh down a bit and and given that there is no ferry here on

[3:33:32] Voice 10: Wednesdays or or Tuesdays uh except for in the summer um it's I and I like being in person so

[3:33:41] Voice 10: I want to make it happen whenever possible and and if it's uh from a staff end if it's okay if

[3:33:48] Voice 10: If we're already in town to come to the office in person for those, great.

[3:33:56] Voice 10: And otherwise, yeah, I'm also totally open to scheduling more electronic meetings when it's appropriate as well.

[3:34:05] Trustee Luckham: So

[3:34:06] Voice 10: those are the factors I'm thinking about.

[3:34:09] Trustee Luckham: Let's see what Julia Mob now has to say, who's next on that.

[3:34:17] Voice 7: Yeah, thanks, Chair.

[3:34:18] Voice 7: there. So I just wanted to comment a little bit on the flexibility that was talked about and

[3:34:24] Voice 7: supported. Flexibility is excellent, but tough to administer. You know, not for staff internally,

[3:34:34] Voice 7: not having a heads up about what meetings might be coming up, booking the boardroom,

[3:34:39] Voice 7: getting lunches organized. I think administratively, it just adds unexpected workload at times.

[3:34:44] Voice 7: The other piece is around the budget. It does cost us money to get together in person, whereas electronic meetings have no dollar impact.

[3:34:54] Voice 7: So, since we've moved to electronic and in-person meetings, the decision of what meeting format you want to take early on is actually really important to inform our budgeting.

[3:35:07] Voice 7: Right now, we're budgeting for four electronic meetings of, or sorry, four in-person meetings

[3:35:14] Voice 7: of executive committee. I think it's around $6,000 off the top of my head. If we start to

[3:35:20] Voice 7: have more in-person meetings, we need to be increasing that budget. So that early planning

[3:35:26] Voice 7: is useful for that as well. We have, I know Alex and Lisa have worked really hard to,

[3:35:32] Voice 7: you know, as Trustee Peterson says, coordinate these meeting dates with everything else. We do

[3:35:36] Voice 7: have to think about a lot of factors and they're listed in the rfd uh one of the key considerations

[3:35:41] Voice 7: is of course just council meeting dates um they're sort of the primary driver of everything else

[3:35:46] Voice 7: and then we've also got consideration of scheduling joint meetings with bowen island

[3:35:51] Voice 7: under a protocol agreement as well as the joint meetings with the conservancy board who's now

[3:35:54] Voice 7: requested additional meetings over and above the single annual one so um there's already

[3:36:00] Voice 7: some additional meetings that um are proposed here yeah

[3:36:07] Voice 11: uh thank you

[3:36:08] Trustee Luckham: julia if you don't mind

[3:36:10] Trustee Luckham: tim i'll just reflect for a moment i recognized in reviewing the schedule that indeed there's a

[3:36:15] Trustee Luckham: couple more conservancy board meetings which i think are important and i'm in full support of

[3:36:20] Trustee Luckham: and perhaps there's an opportunity there for us to do sort of the reverse thing where we're not

[3:36:26] Trustee Luckham: inviting the uh the conservancy to come to an executive committee meeting but maybe we're

[3:36:31] Trustee Luckham: We're piggybacking an executive committee meeting on a conservancy meeting.

[3:36:35] Trustee Luckham: And so that might give us that flexibility, but I don't know because typically the conservancy meetings are shorter.

[3:36:44] Trustee Luckham: But I think that looking, I think overall, you're absolutely right.

[3:36:50] Trustee Luckham: The whole flexibility thing isn't something in reality that works because it does need to be scheduled in advance so that people can plan accordingly.

[3:36:59] Trustee Luckham: And so I think that that flexibility maybe is that if we're holding an in-person meeting that if you can't attend it, you're not obligated to attend it.

[3:37:10] Trustee Luckham: But I think that there's value in one or two or three of us being in this space more often so that the staff have the ability to know who we are and what we're doing.

[3:37:21] Trustee Luckham: There's all kinds of elements associated with this just broadly.

[3:37:24] Trustee Luckham: probably, but I think let's get a motion to ask for options and budget impacts. And, you know,

[3:37:31] Trustee Luckham: I just was saying, you just said that there's four regular in-person executive committee meetings.

[3:37:36] Trustee Luckham: Absolutely, there's a cost associated with it. We went, we're down from 24 meetings a year of

[3:37:43] Trustee Luckham: executive committee. And so, you know, it's difficult to think that we might want to claw

[3:37:50] Trustee Luckham: back some of that money. But we saved a lot of money historically, and the pandemic certainly

[3:37:56] Trustee Luckham: forced us to move into that space. But I think we need to figure out where our new ideal frequency

[3:38:03] Trustee Luckham: is. And I would suggest that maybe the budget needs to double potentially what it is that we

[3:38:10] Trustee Luckham: have already, or one third or something more, two thirds more, in order to facilitate this.

[3:38:18] Trustee Luckham: this but let's look at options and budget impacts and bring that back to the executive committee to

[3:38:22] Trustee Luckham: determine prior to the budget i guess um and we have time for that is that correct uh julia

[3:38:28] Trustee Luckham: yeah

[3:38:32] Voice 12: you're muted i'm afraid

[3:38:34] Voice 12: oh

[3:38:35] Voice 7: sorry when you say options you're talking about options to make

[3:38:40] Voice 7: more than four of the planned meetings in-person meetings is that what you mean by options

[3:38:45] Voice 7: No

[3:38:46] Trustee Luckham: options being turning some of the teleconferences into electronic meetings and or in-person meetings, but essentially increasing the frequency of meetings in some small way and identifying what the potential budget increases would be of, let's say, having four additional in-person meetings a year.

[3:39:13] Trustee Luckham: so go from four to eight um and of which maybe only uh um uh three quarters of the trustees

[3:39:22] Trustee Luckham: might participate i'm sure you can guesstimate some numbers around that assuming that not

[3:39:27] Trustee Luckham: everybody is going to be able to fully participate does that sound reasonable um

[3:39:34] Voice 7: yeah i think today

[3:39:35] Voice 7: what we do need is a resolution to either agree with the proposed dates or not as well as the

[3:39:42] Voice 7: proposed format or not and then if you're would like us to supplement the decisions made around

[3:39:49] Voice 7: the proposed dates with looking at potentially additional meeting dates and formats we could

[3:39:55] Voice 7: provide that at a later date um you just need to note it you know the number of meetings we're

[3:40:02] Voice 7: having is challenging we have uh the new accessibility committee that's been formed

[3:40:06] Voice 7: and will be meeting um governance committee i think is going to have an extra meeting coming

[3:40:12] Voice 7: coming up next year. The new CAOHC will be converted into a CAO Performance Evaluation

[3:40:18] Voice 7: Committee. There's a lot of meetings happening. I just wanted to temper expectations a little

[3:40:28] Voice 7: bit around what might be possible.

[3:40:32] Voice 11: Completely understood.

[3:40:33] Voice 7: Because of course, a teleconference is a conversation, a meeting requires content that's delivered

[3:40:38] Voice 7: to the meeting and a lot more time right and that's staff who are doing that work

[3:40:44] Voice 7: so I'm just I we can explore it but I just want to temper expectations around

[3:40:48] Voice 7: what's actually possible yeah

[3:40:50] Trustee Luckham: so I'm just asking to explore let's look at

[3:40:53] Trustee Luckham: this closely because I'm

[3:40:54] Trustee Luckham: hoping that you agree that there would be some benefit

[3:40:57] Trustee Luckham: in having more time on our decision-making process now we're

[3:41:04] Voice 7: certainly doing a lot of work you know we are you know starting to run up

[3:41:10] Voice 7: on the the end times of our meetings i think more frequently than not um yeah

[3:41:15] Trustee Luckham: we're going to be

[3:41:16] Trustee Luckham: doing that today so um and that's my fault i'll take full credit for that david and let's move on

[3:41:24] Trustee Luckham: with a motion to advance this work i

[3:41:25] Trustee Maude (probable): just wanted to comment is that i highly value my time in the

[3:41:29] Trustee Maude (probable): office um whether during meetings or between meetings um so i totally agree that the in-person

[3:41:36] Trustee Maude (probable): and stuff is preferable to me as you know many times with electronic meetings i do come to the

[3:41:40] Trustee Maude (probable): office yeah um the one one thing when we're in the scheduled conversation before a motion

[3:41:46] Trustee Maude (probable): is last year there was some experimentation with ltc's having august meetings particularly

[3:41:54] Trustee Maude (probable): out of the northern office my feedback to staff is please do not organize ltc meetings in august

[3:42:02] Trustee Maude (probable): because it challenges staff and it challenges trustees.

[3:42:06] Trustee Maude (probable): We had a lot of scheduling issues last August,

[3:42:09] Trustee Maude (probable): so if we could get back to that format of not having LTC meetings in August,

[3:42:13] Trustee Maude (probable): I would strongly suggest that would be appropriate.

[3:42:17] Trustee Maude (probable): So the motion you're looking for is basically...

[3:42:22] Trustee Maude (probable): So we want to do those motions and another motion?

[3:42:24] Trustee Maude (probable): Yeah.

[3:42:25] Trustee Maude (probable): Okay, so I will move that the Executive Committee adopt the meeting dates

[3:42:29] Trustee Maude (probable): and formats as set out in the proposed 2025 meeting schedule.

[3:42:34] Trustee Maude (probable): and that staff prepare a request for decision for Trust Council to approve their 2025-26 meeting schedule.

[3:42:43] Trustee Maude (probable): Do I have a seconder?

[3:42:47] Voice 11: Tim Peterson, thank you.

[3:42:49] Trustee Luckham: Did I overlook your hand up earlier, Tim? No. Okay.

[3:42:55] Trustee Luckham: Yes, Tim says yes, Toby says no.

[3:42:59] Trustee Luckham: So do you have to say anything at this time before we vote on this?

[3:43:05] Trustee Luckham: no okay thank you so then is there any discussion on the motion all those in favor raise your hand

[3:43:12] Trustee Luckham: physically electronically so it looks like that carries unanimously is somebody prepared to make

[3:43:17] Trustee Luckham: a motion or do you want me to wing it on uh asking staff to look at uh more frequent options for more

[3:43:24] Trustee Luckham: frequent executive committee meetings on the associated budget i

[3:43:29] Trustee Maude (probable): think you just made that

[3:43:29] Trustee Luckham: i think i

[3:43:30] Trustee Luckham: just made a motion and

[3:43:31] Trustee Maude (probable): i do second it

[3:43:32] Trustee Luckham: now let's get executive to request that to

[3:43:36] Trustee Luckham: provide options for more frequent uh

[3:43:41] Voice 11: executive committee meetings and

[3:43:49] Trustee Luckham: you'll like this in a

[3:43:50] Trustee Luckham: minute uh julia and the associated workload and budget impacts i i totally get it you like it

[3:44:02] Trustee Luckham: Leader's smile.

[3:44:03] Trustee Luckham: Thank you.

[3:44:04] Trustee Luckham: That's

[3:44:05] Voice 11: a nice thing.

[3:44:09] Trustee Luckham: Okay.

[3:44:10] Trustee Luckham: Do I have a seconder for that?

[3:44:12] Trustee Luckham: David Pond, thank you.

[3:44:14] Trustee Luckham: So any discussion?

[3:44:15] Trustee Luckham: I think we talked about it.

[3:44:16] Trustee Luckham: Well, Tim, yeah, your hand's up.

[3:44:18] Trustee Luckham: Great.

[3:44:20] Voice 10: Yeah.

[3:44:22] Voice 10: Earlier, my comment was just going to be reflecting that, of course,

[3:44:26] Voice 10: it's easier to cancel a scheduled meeting than it is to schedule one on the fly.

[3:44:33] Voice 10: And then the second piece directly related to this motion is that when I was in conversation with a meeting administrator earlier via email today, of course, I didn't have all the LTC dates in front of me.

[3:44:50] Voice 10: but i would just uh put this bug into staff's ear that um generally the wednesday between the

[3:44:59] Voice 10: galliano ltc and the salt spring ltc is generally a day that i would be already traveling and usually

[3:45:07] Voice 10: in victoria and that would be my preference especially for additional in-person options

[3:45:14] Voice 10: for a variety of reasons which i think i've already enumerated so so

[3:45:19] Voice 11: it would be

[3:45:20] Voice 11: it would be a bit much to favor it doesn't

[3:45:24] Voice 10: need to be in the motion it's just a bug in the ear

[3:45:26] Voice 10: of staff as you as you look because i don't know which um outs of uh i know one on our schedule

[3:45:35] Voice 10: the june 4th one i've managed to to to wedge in there but uh i leave that to staff to just

[3:45:42] Voice 10: let them know that that that's that's there are some efficiencies from my end both time and

[3:45:48] Voice 10: travel expenses on those days and i'm in support of the motion thank

[3:45:55] Voice 11: you so

[3:45:56] Trustee Luckham: i'm going to call the

[3:45:57] Trustee Luckham: vote then all those in favor that carries unanimously thank you very much thank you

[3:46:03] Trustee Luckham: thank you very much okay so then that concludes that bit of business continuous learning plan

[3:46:09] Trustee Luckham: chair

[3:46:09] Trustee Elliott: no there's one more about the trust councils we

[3:46:14] Trustee Luckham: did that all in one

[3:46:15] Trustee Elliott: oh apologies

[3:46:17] Trustee Elliott: you

[3:46:17] Trustee Luckham: voted on it yeah david tied them together and that's right so 7.1.4 uh continuous learning plan

[3:46:27] Trustee Luckham: next steps 47 page 47 um i guess in my mind the continuous learning plan is to have this

[3:46:35] Trustee Luckham: session that i've been talking about in there somewhere otherwise i don't know what else to add

[3:46:40] Trustee Luckham: for this um

[3:46:44] Voice 7: yeah if i may chair it's here for uh the committee's review so a fair chunk of what's

[3:46:50] Voice 7: in the continuous learning plan is um sort of retrospective we're looking at uh what training

[3:46:55] Voice 7: has been provided uh the last time ec looked at this there was a request to add some hyperlinks

[3:46:59] Voice 7: to the content from each of those training sessions the staff have gone ahead and done that

[3:47:03] Voice 7: that's why you see the blue with underlines those are actually hyperlinks um so uh input into the

[3:47:11] Voice 7: 2024 or 2025 uh into 26 planned uh sessions as you've mentioned yes there is a proposed session

[3:47:18] Voice 7: on conduct there is a resolution that lives somewhere that is asking staff to look into

[3:47:23] Voice 7: some proposed training around structured decision making and sort of sound governance so that's on

[3:47:28] Voice 7: our radar um i heard earlier in this meeting i think it was that just the elliott who mentioned

[3:47:33] Voice 7: perhaps having a session with I think with Dr. Tara Martin so so this the

[3:47:41] Voice 7: continuous learning plan is helpful to for sort of future planning to help us

[3:47:46] Voice 7: understand sort of what topics we might have coming up to see if there's any

[3:47:49] Voice 7: additional you wish to add if you need some time with it and want to bring it

[3:47:54] Voice 7: back to a future meeting we can absolutely do that let's

[3:47:59] Voice 12: bring it back

[3:48:00] Voice 12: to a future meeting oh

[3:48:02] Trustee Elliott: go

[3:48:03] Voice 12: ahead toby sorry

[3:48:05] Trustee Elliott: i had um a few potential topics i was just um

[3:48:11] Trustee Elliott: uh that we could explore like not to look at right now but um just wanted to take your

[3:48:19] Trustee Elliott: green shores and hard shores might be an interesting thing uh by law enforcement

[3:48:26] Trustee Elliott: and heritage protection there's constantly questions that come up with um

[3:48:32] Trustee Elliott: sort of the intersection of our local bylaw enforcement and other you know provincial

[3:48:38] Trustee Elliott: laws around heritage protection um maybe highlighting the comox first nation cultural

[3:48:45] Trustee Elliott: heritage i'm not sure what the program is called but um something that would i believe they're at

[3:48:52] Trustee Elliott: the leading edge of um um sorry i'm i'm really struggling right now with my brain i'll just

[3:49:00] Trustee Elliott: right read on shoreline protection um and then advocacy and intergovernmental relations in

[3:49:06] Trustee Elliott: general i mean how how does the province work how does the islands trust advocate for um you know

[3:49:15] Trustee Elliott: different positions or topics i think that could be it's not a webinar maybe for the public but um

[3:49:22] Trustee Elliott: advocacy is never well understood and intergovernmental relations seems to be a

[3:49:27] Trustee Elliott: I think we all need to learn more about so those are just some topics I thought of

[3:49:32] Trustee Elliott: maybe staff can come back with some options for our next meeting I'll

[3:49:38] Voice 7: request that you email that

[3:49:39] Voice 7: to me trustee Elliott so

[3:49:43] Trustee Luckham: Jamie a question or a comment yeah

[3:49:48] Voice 10: um I'm glad that uh that the CO mobs

[3:49:51] Voice 10: brought up the structured decision making uh one I think that was on the uh that was on a follow-up

[3:49:57] Voice 10: action list for quite some time. I still think it's important. It seems like it would be a good

[3:50:06] Voice 10: one to have early in every term. And then the other bit was that there used to be, we used to

[3:50:14] Voice 10: sort of, with this report, we used to get a sort of list of ideas from the past. And I don't recall

[3:50:24] Voice 10: call now whether we uh whether we solicited uh trust counsel for other topics but i know that

[3:50:31] Voice 10: has been past practice so that's it for me yeah

[3:50:36] Trustee Luckham: thanks tim that was going to be my remark because

[3:50:39] Trustee Luckham: we used to actually have a shopping list which was quite extensive and i don't recall that we

[3:50:45] Trustee Luckham: decided to toss it out and start again maybe we did but it would be helpful to go back to whatever

[3:50:51] Trustee Luckham: the most recent list was which is maybe even the last time we looked at this or

[3:50:58] Trustee Luckham: the prior time because I think Toby some of the things you've mentioned we're on

[3:51:04] Trustee Luckham: that list and of course it's if all these things seem very important at the

[3:51:09] Trustee Luckham: moment that somebody thinks of them and then they kind of get less important as

[3:51:12] Trustee Luckham: time goes by and maybe it was a previous count the terms councils list that got

[3:51:18] Trustee Luckham: next and i don't know if you recall julia or not but um i

[3:51:25] Voice 7: think that list was from last term um you

[3:51:28] Voice 7: know because this continuous learning plan has not been talked about this term to my knowledge

[3:51:32] Voice 7: um so we can dig back in our records find that list and bring it back for a conversation

[3:51:37] Trustee Luckham: let's let's do that because it's interesting to think that we're prepared to throw out the wisdom

[3:51:42] Trustee Luckham: of the previous council's learnings we should have known this stuff

[3:51:46] Trustee Luckham: and and maybe we don't need to repeat that cycle so um do you need some direction for that it sort

[3:51:53] Trustee Luckham: of sounds like that would be the case and toby's going to email her list and and perhaps what we

[3:52:01] Trustee Luckham: need to do is bring this back to um like it could easily be a future meeting or it could be the next

[3:52:07] Trustee Luckham: meeting and so it's up to somebody to decide that somebody

[3:52:15] Voice 12: want to decide that means you make a

[3:52:17] Voice 12: a motion. So

[3:52:26] Trustee Luckham: I'm going to move that the continuous learning plan next steps be brought back to a

[3:52:33] Trustee Luckham: future meeting of the executive committee, including remarks from Trustee Elliott today

[3:52:40] Trustee Luckham: and the previous list of topics from previous council. Moved. Seconded by David Maude.

[3:52:49] Trustee Luckham: Any discussion?

[3:52:51] Trustee Luckham: All those in favor?

[3:52:54] Trustee Luckham: It got anonymous, thank you.

[3:52:56] Trustee Luckham: Sorry to put more work on your table,

[3:52:58] Trustee Luckham: but I'm hoping that's relatively easy.

[3:53:02] Trustee Luckham: I'm gonna move to 7.2, which is emergency communications,

[3:53:07] Trustee Luckham: oil spill briefing from trust area services.

[3:53:09] Trustee Luckham: I think you suggested we might receive this

[3:53:12] Trustee Luckham: and distribute it to trustees.

[3:53:14] Voice 6: Certainly happy to speak to this, yeah.

[3:53:16] Voice 6: Thank you.

[3:53:17] Voice 6: So just executive committee,

[3:53:19] Voice 6: this is for you to consider whether it's adequate enough

[3:53:22] Voice 6: forward on to trust council um you'll note in the briefing itself that there's a motion

[3:53:26] Voice 6: from 2021 so it's been hovering around the edges for a long time that we provide a report

[3:53:32] Voice 6: alerting potential options for how the trust and local trust committees could engage and assist

[3:53:36] Voice 6: with coast guard oil spill response planning this as i recall was a motion from the floor

[3:53:42] Voice 6: that happened in response to discussions around i think at that time it was an anchor vessel at

[3:53:47] Voice 6: anchor that was at risk. Staff have not quite achieved what the intent to request of that

[3:53:54] Voice 6: motion, but feel given the lack of resources and also investigations to date really demonstrate

[3:54:01] Voice 6: there's not really a role for Islands Trust aside from communications during a spill.

[3:54:05] Voice 6: So we're suggesting that we, you know, we're recommending to you that you just forward on

[3:54:09] Voice 6: this quite straightforward briefing around the communication side of things. And maybe we clear

[3:54:13] Voice 6: this off our follow-up action list but if you feel there is need for a deeper dive and it should stay

[3:54:18] Voice 6: on the list then you could choose not to forward this briefing and we continue the work in the

[3:54:22] Voice 6: background as time permits certainly a number of trustees and myself and the communications

[3:54:28] Voice 6: officer do receive notifications about the geographic response planning work that's going on

[3:54:34] Voice 6: and the communications specialist and myself receive notifications of spills so if there was

[3:54:40] Voice 6: a need to have a surge of energy and effort related to a spill that would affect an island shoreline

[3:54:44] Voice 6: we could jump into action um but at this time there is no other real role for islands trust

[3:54:50] Voice 6: during this response planning process so

[3:54:54] Trustee Maude (probable): do you need a motion uh

[3:54:55] Voice 6: you could by consent choose to

[3:54:57] Voice 6: forward this to trust council if you felt it was satisfactory all

[3:55:01] Trustee Luckham: right so by general consent then

[3:55:04] Trustee Luckham: And can I assume that we would forward this briefing to Trust Council by email?

[3:55:09] Voice 6: No, as part

[3:55:11] Trustee Luckham: of the new agenda package.

[3:55:12] Trustee Luckham: Okay, so to be included in the December meeting package by general consent.

[3:55:19] Trustee Luckham: Is that good?

[3:55:20] Trustee Luckham: Yep.

[3:55:20] Trustee Luckham: That's great.

[3:55:21] Trustee Luckham: Thank you.

[3:55:22] Trustee Luckham: Okay.

[3:55:23] Trustee Luckham: Yeah, you know, I'm a little puzzled about the lack of locally elected individuals in the response phase,

[3:55:32] Trustee Luckham: where it says that there will not be any reach out

[3:55:36] Trustee Luckham: because certainly there's some local knowledge

[3:55:39] Trustee Luckham: that may or may not be valuable.

[3:55:42] Voice 6: So if I might, so it would be situationally dependent

[3:55:45] Voice 6: and it would depend on the needs that incident command

[3:55:47] Voice 6: or the environmental unit determined that they needed.

[3:55:49] Voice 6: So if a situation arrives where they deemed

[3:55:51] Voice 6: that local knowledge was beneficial,

[3:55:53] Voice 6: it might happen on an ad hoc basis,

[3:55:55] Voice 6: but the motion was about the response planning process.

[3:55:59] Voice 6: At this stage, because regional districts are involved,

[3:56:02] Voice 6: we don't have an emergency planning function our maps were provided years ago i don't see any you

[3:56:08] Voice 6: know we just don't have the capacity to be involved at this stage on when a response is occurring

[3:56:13] Voice 6: there may be an occasion where they would reach out and seek local resources they have my contact

[3:56:17] Voice 6: information should it come to that but really it would move through the emergency operation center

[3:56:22] Voice 6: of a regional district would be activated and likely they would then be calling on local

[3:56:28] Voice 6: representatives as they determine necessary.

[3:56:30] Trustee Luckham: So the contact information is

[3:56:33] Trustee Luckham: available or known to the agencies? One would hope. They do

[3:56:38] Trustee Luckham: have my contact information.

[3:56:40] Trustee Luckham: In a rapidly

[3:56:40] Trustee Luckham: escalating moment,

[3:56:41] Voice 6: minutes

[3:56:43] Trustee Luckham: or hours may make a difference. Yes

[3:56:45] Voice 6: we are not

[3:56:46] Voice 6: primary in that and we have not been involved in the planning processes so

[3:56:49] Voice 6: that's that's for you to determine if you'd like us to get involved we're

[3:56:53] Voice 6: gonna have to you know have a second policy advisor or more I just haven't

[3:56:57] Voice 6: stretch to this yeah no i don't

[3:56:59] Trustee Luckham: i don't want him to go that far it's just i'd like to know that

[3:57:01] Trustee Luckham: that incident commander could go thetis island i'm phoning peter london because i need to know

[3:57:06] Trustee Luckham: so

[3:57:07] Voice 6: the way it is currently as i understand it's situated is they would call the regional district

[3:57:11] Voice 6: right because they have the local emergency coordination center and then whether or not

[3:57:15] Voice 6: they would choose to call the island stress elected official is really going to be dependent

[3:57:19] Voice 6: on that regional district if you wish just to ask us to do more work we could but we simply haven't

[3:57:25] Voice 6: stretch to it in three years okay

[3:57:27] Trustee Luckham: let's uh send this to council um it was just thoughts that i had

[3:57:31] Trustee Luckham: okay so then this then brings us to another big item executive committee 2025 26 budget request

[3:57:43] Trustee Luckham: request for decision um is this there's a lot of items in here that are yours who is it that's

[3:57:51] Trustee Luckham: going to speak to this julia i'll

[3:57:55] Voice 7: lead us off and then um uh director frederick can speak through

[3:58:00] Voice 7: her own business cases um so you'll remember i think it was the last meeting executive committee

[3:58:04] Voice 7: to begin discussions around its uh funding request for next fiscal year that conversation was

[3:58:09] Voice 7: primarily focused on operating interest council programming items and what we're bringing forward

[3:58:14] Voice 7: today is related to more of the project pieces and new staffing there's one operational item that was

[3:58:22] Voice 7: was erroneously missed from our last conversation.

[3:58:25] Voice 7: That's item one in the table,

[3:58:27] Voice 7: which is looking for executive committee

[3:58:29] Voice 7: to set its funding level for EC on LTC.

[3:58:33] Voice 7: So that's primarily the travel costs

[3:58:35] Voice 7: for chairs to their LTC meetings.

[3:58:37] Voice 7: The amount in this document is 30,600

[3:58:40] Voice 7: that's proposed for next fiscal year.

[3:58:43] Voice 7: That amount is too low.

[3:58:45] Voice 7: What we're seeing currently,

[3:58:47] Voice 7: that would be a better estimate

[3:58:49] Voice 7: based on current activity levels

[3:58:50] Voice 7: would be closer to $32,000.

[3:58:53] Voice 7: So I just wanted to make that correction there.

[3:58:57] Voice 7: So if there's no changes to Executive Committee's plans

[3:58:59] Voice 7: as far as attending LTC meetings in person,

[3:59:02] Voice 7: that would be the value that would be suggested.

[3:59:05] Voice 7: The other items are all have supporting business cases

[3:59:08] Voice 7: and staff responsible for those are best placed to speak to them.

[3:59:18] Voice 12: Okay.

[3:59:22] Trustee Luckham: So the first, so items two and three, that's Director Fader.

[3:59:29] Trustee Luckham: and then uh item four who's going to speak to that one is that back to you julia also me or

[3:59:34] Trustee Luckham: you'll do that one as well okay go ahead then um

[3:59:38] Voice 6: certainly so the first one here is um the

[3:59:41] Voice 6: temporary senior policy advisor to fill the capacity gap that we have in trust area services

[3:59:46] Voice 6: you might remember that you're prompting trust council has agreed to provide forty thousand

[3:59:51] Voice 6: dollars in stopgap funding this year and so we're shortly putting up a posting for a policy advisor

[3:59:57] Voice 6: until the end of March.

[4:00:00] Voice 6: would fill the gap this year in terms of those routine activities that have been displaced

[4:00:03] Voice 6: by the effort going into the policy statement amendment project. This proposal would then

[4:00:08] Voice 6: allow for that person to continue for the following 12 months of next fiscal year,

[4:00:13] Voice 6: should that be something you'd like to continue. So this would be supporting functions

[4:00:17] Voice 6: such as advocacy, both for council, executive committee, local trust committees, supporting

[4:00:25] Voice 6: intergovernmental meetings like the MOTI meetings you want to have. It would be supporting

[4:00:29] Voice 6: regarding policy work. We're sitting on a long-standing request to perhaps address the

[4:00:35] Voice 6: legislative change that happened around the capacity to now give grants, so things like

[4:00:39] Voice 6: the capacity funding, but also Secretariat Services Program is set up as a very administratively heavy

[4:00:44] Voice 6: program that could now be more transformed into a granted aid type program, but we need someone

[4:00:49] Voice 6: to do that policy work. So it's those types of efforts. It's also things like the legislative

[4:00:55] Voice 6: monitoring chart just the routine activity of that position is currently unsupported so this

[4:01:00] Voice 6: would allow that work to continue as alternatives in the business case if you didn't want to find

[4:01:05] Voice 6: a full-time position you could contemplate part-time or you could contemplate that we provide

[4:01:11] Voice 6: projects out to contractors or a contractor through the course of the year I will note that

[4:01:16] Voice 6: the part-time position is a bit administratively tricky gives one more person for the director to

[4:01:20] Voice 6: manage with only part-time benefit so it doesn't help my workload with you know

[4:01:25] Voice 6: helps you know

[4:01:26] Voice 6: creates more work for a smaller return

[4:01:28] Voice 15: um

[4:01:29] Voice 6: i'll leave it there on that one i guess just as a high

[4:01:33] Voice 6: level summary the next is um as long discussed the policy statement amendment project um you'll

[4:01:39] Voice 6: see in that business case we've provided again a number of alternatives one of which is to do less

[4:01:43] Voice 6: in-person engagement as a way to um save money also you could consider doing um public engagement

[4:01:50] Voice 6: concurrent with referrals so hold first reading and then go out concurrently

[4:01:54] Voice 6: would be a way to save a little bit of money and reduce the jeopardy to the

[4:02:00] Voice 6: project flowing over the term also the final one here is installation of Coast

[4:02:06] Voice 6: Salish art this is something we intend to bring forward partly as part of the

[4:02:10] Voice 6: reconciliation plan but wasn't brought to you previously as part of that suite

[4:02:14] Voice 6: of requests for that plan money at the time I was completing this might be

[4:02:18] Voice 6: be something that fell into your equipment furniture equipment supplies budget and which

[4:02:23] Voice 6: couldn't have space for it so i've brought it to you um independently you could choose to direct us

[4:02:28] Voice 6: to fund this out of the reconciliation action plan money or you might want to have it separately

[4:02:33] Voice 6: because it's a bit more capital oriented and you might like to pull this out for trust council's

[4:02:38] Voice 6: attention i think we're fine with either approach it's small dollars we originally started at five

[4:02:43] Voice 6: thousand dollars for that one and recognizing you know the fiscal pressures we've backed it down to

[4:02:48] Voice 6: 2000. But staff, this has been in the wings for a number of years that really, it would be

[4:02:53] Voice 6: beneficial for Island's Trust to have some visual representation of its commitment to reconciliation.

[4:02:59] Voice 6: Thank you.

[4:03:01] Trustee Maude (probable): Yeah, David. Yeah. To me, I'm prepared to move the motion for all of these amounts,

[4:03:08] Trustee Maude (probable): rather than look at the options. I'd rather put that at FPC. I'd rather put the full course

[4:03:15] Trustee Maude (probable): out there rather than try and do things in our level I think it's more

[4:03:20] Trustee Maude (probable): appropriate the FPC so at the appropriate moment I will make the

[4:03:23] Trustee Maude (probable): motion but I see all the hands up so we'll let other people contribute

[4:03:28] Trustee Luckham: okay we can also make the motion they can still contribute but anyway

[4:03:31] Trustee Luckham: Trustee Peterson I think your hand was up first and then Trustee Elliott

[4:03:36] Voice 10: Thank you Chair just on the first item there

[4:03:40] Voice 10: the LTC travel costs

[4:03:42] Voice 10: um uh i note that the approved 2024 was 36.9 the proposed here 36 although uh

[4:03:54] Voice 10: uh interim cao mobs has indicated that might be low i would think it should be

[4:04:02] Voice 10: um the same as they approved for this year and i'll tell you why um what i am noting is that

[4:04:12] Voice 10: There is an appetite on LTCs to do a couple of different things that can involve travel for LTCs chair.

[4:04:22] Voice 10: It's one of them, for example, on Salt Spring, we are meeting with the local community commission,

[4:04:27] Voice 10: and there's a desire to do that on a fairly regular basis, although some of that can be done electronic.

[4:04:34] Voice 10: Of course, there's also a desire for a bunch of that to be in person.

[4:04:37] Voice 10: the other one is meetings with um first nations representatives with its chief and council

[4:04:44] Voice 10: in general that absolutely i think should be done in in person whenever possible

[4:04:50] Voice 10: and i'll note that salt spring in particular um has passed uh some standing resolutions around

[4:05:00] Voice 10: covering chair travel for those other agency meetings when when when supported

[4:05:10] Voice 10: by a resolution for meeting supported by a resolution and so that's covers both

[4:05:14] Voice 10: agency and First Nations so I'm actually anticipating there may be more travel

[4:05:21] Voice 10: associated those kind of items then less as we go into the next fiscal also just

[4:05:30] Voice 10: Just noting earlier in the year, we had the CRD marine issues around buoys and such in Victoria.

[4:05:43] Voice 10: Both Galeano and Salt Spring LTCs voted in to help cover my travel costs to get to that.

[4:05:50] Voice 10: There was also the MOTI.

[4:05:52] Voice 10: So I would anticipate that we should probably be picking the higher end of these numbers rather than the lower end.

[4:06:02] Voice 10: And gosh, if we don't spend it all, hooray.

[4:06:07] Voice 10: Thank you.

[4:06:09] Trustee Luckham: Toby, Elliot.

[4:06:12] Trustee Elliott: I don't actually agree with just advancing everything as is.

[4:06:19] Trustee Elliott: We're going to end up with a massively, well, we've already seen the first blush of the budget, and this is not going to help.

[4:06:30] Trustee Elliott: We can't just keep adding and then at the 11th hour try to cut things willy-nilly.

[4:06:38] Trustee Elliott: I think executive committee needs to take some serious time to consider the trajectory of the policy statement amendment project and the communication and engagement with the public and recommend a different course of action if we think that is needed to get this project done before the end of term.

[4:07:03] Trustee Elliott: we are spending so long debating not even the largest part of the substance of it we are just

[4:07:13] Trustee Elliott: still at you know the first third and not close to adoption in principle so i'm quite concerned that

[4:07:20] Trustee Elliott: if we have a six month period of engagement in our communities like that was decided over a year

[4:07:27] Trustee Elliott: and a half ago are we still at that place do we still think that's a good plan before first

[4:07:34] Trustee Elliott: first reading. There's been almost no feedback from the public on the project. So I don't know

[4:07:44] Trustee Elliott: if this is still a good process. And I'd like to see if we can recommend an alternate route,

[4:07:51] Trustee Elliott: a shorter period in community, or just go to first reading and do community engagement

[4:08:03] Trustee Elliott: engagement and referrals at the same time. The six month period is just going to add so much

[4:08:14] Trustee Elliott: more work. I really don't know if it's going to make it successful. And so I don't think that's

[4:08:23] Trustee Elliott: a financial planning committee decision. That is ours. It's the policy statement project is in our

[4:08:30] Trustee Elliott: workload and communications and all the other stuff. So I'd like to have a discussion about

[4:08:36] Trustee Elliott: whether this is still a good plan or we need to initiate um an alternative thank

[4:08:45] Trustee Maude (probable): you toby david

[4:08:47] Trustee Maude (probable): mott okay so trustee or vice chair elliott and i are always in alignment with our thought process

[4:08:54] Trustee Maude (probable): um is i i do absolutely agree that there perhaps needs to be a realignment of the trust policy

[4:09:02] Trustee Maude (probable): statement project I very much would like to invest the first reading but I also

[4:09:11] Trustee Maude (probable): as I stated earlier I where we differ is I would like to have that discussion at

[4:09:18] Trustee Maude (probable): a financial planning Commission committee because more voices of

[4:09:23] Trustee Maude (probable): agreement are better than EC just saying we think this is the path forward I I

[4:09:32] Trustee Maude (probable): I totally agree.

[4:09:33] Trustee Maude (probable): I think that we're not getting off the rails,

[4:09:37] Trustee Maude (probable): but we're not getting to the end the way we should.

[4:09:41] Trustee Maude (probable): And I think, strategically speaking,

[4:09:44] Trustee Maude (probable): advancing the first reading at the earliest possible opportunity

[4:09:47] Trustee Maude (probable): will allow this project to advance

[4:09:50] Trustee Maude (probable): because we have done lots and lots and lots of consultation.

[4:09:54] Trustee Maude (probable): And I do totally agree.

[4:09:55] Trustee Maude (probable): I don't think the six-month, as proposed, is value for money

[4:10:02] Trustee Maude (probable): because we've been there, done that.

[4:10:04] Trustee Maude (probable): So, but as I say, my strategic thing is to send it to FPC as is, rather than try and micromanage it at the EC level, especially watching the clock.

[4:10:17] Trustee Maude (probable): But that's, I think we're totally in alignment with our thoughts, but not in alignment with how to get there.

[4:10:26] Trustee Maude (probable): So, okay.

[4:10:29] Trustee Luckham: Tim, and then I'll speak to it as well.

[4:10:31] Trustee Luckham: Yeah,

[4:10:33] Voice 10: I mean, part of what the unknown is at this point, I know LTCs are just getting, just receiving, you know, public engagement, local public engagement options to look at at LTCs.

[4:10:53] Voice 10: We don't know what that looks like yet.

[4:10:56] Voice 10: I think that will help inform the decision.

[4:11:00] Voice 10: vision. I also tend to think that the six-month engagement timeline does not need to stay at

[4:11:09] Voice 10: six months. Mind you, I was not the proponent of it. So I don't know if those folks are

[4:11:19] Voice 10: flexible on re-looking at that. I think it needs to be looked at again. But just that there is

[4:11:25] Voice 10: going to be information coming back to us through the next round of LTC meetings where that trust

[4:11:31] Voice 10: area services engagement plan responses start coming back in. And I think that's going to help

[4:11:39] Voice 10: inform the discussion. And hopefully, I'm hopeful that that could help us to collectively make a

[4:11:48] Voice 10: decision to reduce that six month period as well. I'd really like to see this wrap up this term as

[4:11:54] Voice 10: as well thank you very

[4:11:58] Trustee Luckham: good thank you everybody for all of this support for advancing this work

[4:12:02] Trustee Luckham: um i agree with all of you and some respect and certainly recognize that note of caution there

[4:12:12] Trustee Luckham: tim um but i do think it's time that this pony went from a canter to a gallop and uh and we do

[4:12:24] Trustee Luckham: own it and um i like the strategic approach to say this is what it's going to cost if you go at the

[4:12:34] Trustee Luckham: canter we're at presently um and this and therefore there's opportunity to save i don't know i'm

[4:12:42] Trustee Luckham: looking as much as seventy thousand dollars in the in the most extreme situation i don't know that we

[4:12:47] Trustee Luckham: go that far but uh certainly having this budget and that's fifty thousand dollars i'll just call

[4:12:53] Trustee Luckham: it round number that we can take off of a budget which is going to only be a very small percentage

[4:12:59] Trustee Luckham: like in reality but at least it's an opportunity for council to make that decision about if they

[4:13:06] Trustee Luckham: want to save some money and be more fiscally responsible whatever that means um that we could

[4:13:14] Trustee Luckham: choose to move the policy statement along in a more beneficial way and quite frankly if any

[4:13:20] Trustee Luckham: AEC member or anybody else wanted to advance this to first reading, I'd say it would be a good test

[4:13:26] Trustee Luckham: of the waters at council in December to determine whether or not there's enough people to support

[4:13:32] Trustee Luckham: it. You might be surprised that there are. So I like the strategic approach. Let's forward this

[4:13:40] Trustee Luckham: to council. We can cut it back or FPC can cut it back. We can have this cut. We're on FPC. We can

[4:13:46] Trustee Luckham: can talk about it there in a different format, different way, and encourage FPC to make a

[4:13:51] Trustee Luckham: recommendation, and in fact, it wouldn't be a bad recommendation, FPC to recommend, let's move this

[4:13:56] Trustee Luckham: policy statement along, and that would give you an indication of your reception and counsel, so

[4:14:03] Trustee Luckham: what do you want to do? I'm looking for a little, Director Mobs, you have, CEO Mobs, you have

[4:14:10] Trustee Luckham: have something to contribute and then I'd like, I'd love a motion.

[4:14:18] Voice 7: Thanks chair.

[4:14:19] Voice 7: So I did just want to comment a little bit on what's been brought up around.

[4:14:23] Voice 7: Let's punch this over to FTC and let them make the decision.

[4:14:27] Voice 7: I

[4:14:28] Voice 15: didn't say that.

[4:14:32] Voice 7: That's how it was interpreted, but the way, you know,

[4:14:36] Voice 7: the budget process works with Island trust is the,

[4:14:40] Voice 7: The bodies that are responsible for projects are closest to the projects and need to be looking at what the budget requirements are to advance a project next fiscal year in the best way possible.

[4:14:54] Voice 7: And then it goes to financial planning committee who puts everything together, who can then start to look at, okay, financially, that might not be possible.

[4:15:02] Voice 7: Can you talk about it again, EC?

[4:15:04] Voice 7: But EC is closest to this project.

[4:15:07] Voice 7: They do have responsibility for, you know, project oversight delegated from Trust Council.

[4:15:13] Voice 7: And so we do need to actually have a recommendation from executive committee around which of these options it is determined is the best way forward.

[4:15:22] Voice 7: We cannot defer that piece of the process to financial planning committee.

[4:15:28] Trustee Luckham: Well, let's come in at the low bid and somebody can bid it back up.

[4:15:31] Trustee Luckham: So I'll make a motion.

[4:15:33] Trustee Luckham: David Mott has the floor and then I'll come to Tim if you want to second the motion or whatever.

[4:15:39] Trustee Maude (probable): So just a point of clarification from Julia of the first bullet 30,600 would it be appropriate

[4:15:46] Trustee Maude (probable): to change that to 36,000 based on the conversation?

[4:15:52] Voice 7: You absolutely could change that to 6,000 if your

[4:15:57] Voice 7: understanding of the activity on your various LTCs is going to be very different to what it

[4:16:02] Voice 7: is in the current year. 36

[4:16:03] Voice 11: ,000. Not 6,000. 36.

[4:16:11] Voice 7: You're talking about item one in the table. Is

[4:16:13] Voice 7: that correct?

[4:16:15] Trustee Maude (probable): So Tim has expressed that he thinks the number is low. It's a 30,600. And I believe

[4:16:21] Trustee Maude (probable): the number that was suggested was 36,000 would be a more appropriate number for budgetary purposes.

[4:16:27] Trustee Maude (probable): Yes.

[4:16:29] Voice 7: So the current year's budget is $36,900. What we're seeing in quarter one and quarter two

[4:16:36] Voice 7: for actual spending is likely to land a place where actual spending for this year will be

[4:16:42] Voice 7: closer to $32,000. And so if you're going to use the current year's activity with the LTCs as your

[4:16:50] Voice 7: basis for estimating next year, the $32,000 feels sound to me. What I'm hearing from Trustee

[4:16:57] Voice 7: Peterson is that the activities of local trust committees next year is changing it's increasing

[4:17:03] Voice 7: there's going to be more demand on chair travel and that's why there's a suggestion to increase it

[4:17:08] Voice 7: each of you are the chairs of your own committee so you understand sort of what activity levels

[4:17:12] Voice 7: might look like next year versus current year if there is a need to increase dollars to support

[4:17:17] Voice 7: planned activities absolutely it's appropriate for executives to put their request forward at

[4:17:22] Voice 7: higher dollar figure okay

[4:17:24] Trustee Maude (probable): so i will move that the executive committee forward is 2025 26 budget

[4:17:29] Trustee Maude (probable): request to financial planning committee for inclusion of the draft 2025 26 budget of 30

[4:17:36] Trustee Maude (probable): 36 000 for costs of executive committee members for local on local trust committees

[4:17:44] Trustee Maude (probable): 120 000 and fifty dollars for an auxiliary temporary senior policy advisor staff position

[4:17:50] Trustee Maude (probable): and Trust Area Services, $20,000 for Trust Council Strategic Plan Policy Statement Amendment

[4:17:56] Trustee Maude (probable): Project, $2,000 for the purchase and installation of Coast Salish Art in the Victoria, Salt

[4:18:02] Trustee Maude (probable): Spring and Gabriela Island Offices.

[4:18:05] Trustee Luckham: Do I have a seconder?

[4:18:09] Trustee Luckham: I'm going to second the motion.

[4:18:11] Trustee Luckham: I'm not seeing any hands up because we obviously need to discuss it.

[4:18:14] Trustee Luckham: So, discussion.

[4:18:15] Trustee Luckham: Do you wish to speak further to the motion, David?

[4:18:17] Trustee Luckham: No, I'm just working on your leadership and guidance.

[4:18:21] Trustee Luckham: thanks for the credit uh is there any discussion on the motion tim peterson so

[4:18:29] Voice 10: the um policy

[4:18:31] Voice 10: statement amendment piece um i get the idea um but i i think part of that is contingent on

[4:18:44] Voice 10: on on changing that timeline so which i'm i'm in favor of well

[4:18:52] Trustee Luckham: i think funding it at that level

[4:18:54] Trustee Luckham: the presumption is you are changing

[4:18:56] Trustee Luckham: the timeline

[4:18:57] Trustee Luckham: at

[4:18:59] Voice 6: that level there would not be

[4:19:01] Voice 6: public engagement as a defined process

[4:19:03] Voice 6: so yes

[4:19:04] Voice 15: but of course that

[4:19:07] Voice 6: you know we're guided by a project charter

[4:19:09] Voice 6: of trust council so at your next

[4:19:10] Voice 6: if this passed

[4:19:11] Voice 6: we would have

[4:19:12] Voice 6: to bring you a revised project

[4:19:15] Voice 6: charter to your next meeting

[4:19:17] Voice 6: understood

[4:19:17] Voice 6: so Toby

[4:19:20] Trustee Luckham: your hand went up and down

[4:19:21] Trustee Luckham: are you ready to vote

[4:19:22] Trustee Luckham: I was

[4:19:23] Trustee Elliott: just wondering if executive committee

[4:19:24] Trustee Elliott: The committee following this wanted to make a recommendation to trust counsel, like as part of that revised draft that we, this is, this is, I

[4:19:37] Trustee Luckham: think that what maybe hinted at there, if she didn't say it out loud, was that if we pass this motion right now, we should ask for a new budget charter.

[4:19:50] Trustee Luckham: Exactly. Tim?

[4:19:55] Voice 10: um maybe it's not viewed as uh as being strategic but um you know another way to frame this is is

[4:20:03] Voice 10: to uh is to provide option one option two um and maybe that's maybe that's something to think

[4:20:14] Voice 10: about i'm i don't know that the motion as it's as it's on the floor right now i'm gonna have

[4:20:20] Voice 10: have difficulty um supporting uh uh you know bullet number three there as as as as moved

[4:20:34] Trustee Luckham: well that's fair enough not seeing any other hands up i'm gonna say that you know the strategic

[4:20:40] Trustee Luckham: approach to this come starts at this is how much you're going to spend where do you want to save

[4:20:47] Trustee Luckham: money or this is how much you're going to spend and how much more money do you want to spend

[4:20:52] Trustee Luckham: And so depending on how you approach the conversation, it ultimately is up to council.

[4:20:57] Trustee Luckham: I'm satisfied for it to go either way.

[4:21:02] Trustee Luckham: So are you ready to vote?

[4:21:07] Trustee Luckham: OK, then I'm going to call the vote on the motion on the floor.

[4:21:12] Trustee Luckham: All those in favor and hands down and any opposed.

[4:21:23] Trustee Luckham: OK, so it's one opposed, three in favor.

[4:21:25] Trustee Luckham: That carries.

[4:21:27] Trustee Maude (probable): I will move the Executive Committee Recommended Trust Council to make the Temporary Meeting Administrator Staff position a regular and permanent position of Islands Trust.

[4:21:38] Trustee Luckham: Moved. The motion as presented. Do I have a seconder? Tim Peterson. Thank you.

[4:21:44] Trustee Luckham: Do you wish to speak to the motion?

[4:21:45] Trustee Luckham: I

[4:21:45] Trustee Maude (probable): very much would like to, because when this was first made as a temporary position, I

[4:21:51] Trustee Maude (probable): spoke loudly and boldly at Trust Council, saying that this should be a full-time position.

[4:21:58] Trustee Maude (probable): It has proven to be invaluable.

[4:22:03] Trustee Maude (probable): The amount of support that we get from the person that's doing the job currently is phenomenal.

[4:22:11] Trustee Maude (probable): There's been more than one occasion, including last Saturday on North Pender, where if it

[4:22:18] Trustee Maude (probable): hadn't been for that person providing support to that meeting, it wouldn't have happened.

[4:22:22] Trustee Maude (probable): And I value all our staff, but this is one position that I have a lot of contact with,

[4:22:30] Trustee Maude (probable): and I appreciate every moment that I interact, and I strongly, strongly, strongly support

[4:22:38] Trustee Maude (probable): making this a full-time position.

[4:22:40] Trustee Maude (probable): Thank you.

[4:22:42] Trustee Luckham: Okay, well, for a guy that's quiet at council,

[4:22:45] Trustee Luckham: I'll say often,

[4:22:46] Trustee Luckham: to be speaking boldly to it shows your enthusiasm,

[4:22:49] Trustee Luckham: so thank you.

[4:22:51] Trustee Luckham: Any other speakers on the motion?

[4:22:54] Trustee Luckham: All those in favor?

[4:22:57] Trustee Luckham: All in the vote, those in favor?

[4:22:59] Trustee Luckham: And it looks like unanimous in favor.

[4:23:02] Trustee Luckham: Let's hope for the best.

[4:23:06] Trustee Luckham: I'm gonna move on to the next topic,

[4:23:08] Trustee Luckham: which is the draft i was waiting for this one the draft committee the whole november the sixth

[4:23:15] Trustee Luckham: meeting agenda now david are you the chair for this one no trustee bernardo i see that's

[4:23:24] Trustee Luckham: interesting i don't know that that's clear and that's why i've asked that question because

[4:23:28] Trustee Luckham: that's switching the order because you were the chair of the first one round no trustee bernardo

[4:23:34] Trustee Luckham: was first oh

[4:23:35] Trustee Luckham: is that fact okay so then i'm the only one that's confused in this room

[4:23:39] Trustee Luckham: so then that's good and so oh we

[4:23:46] Trustee Luckham: don't like it when the chair is confused so

[4:23:47] Trustee Maude (probable): oh

[4:23:48] Trustee Luckham: wow no it's i'm human being too um believe it or not and so that's that's good so obviously

[4:23:56] Trustee Luckham: there needs to be some communication with trustee bernardo to know that he's next on the on the

[4:24:01] Trustee Luckham: the podium. And so how about this agenda here? There's some

[4:24:06] Trustee Luckham: suggestions in that. And I guess remarks from Joe Bernardo with

[4:24:11] Trustee Luckham: respect to how he'd like to proceed. Perfect.

[4:24:15] Trustee Luckham: Yeah,

[4:24:16] Voice 6: so happy to speak to this. Staff have met with Trustee

[4:24:20] Voice 6: Bernardo or Acting Chair Bernardo in this case, to talk

[4:24:23] Voice 6: over this draft agenda, we did indicate he would be welcome to

[4:24:27] Voice 6: this executive committee meeting, but he's unable to

[4:24:29] Voice 6: attend. I will just note that this differs a little bit from prior direction or not direction,

[4:24:38] Voice 6: but inclination of council just to continue meeting after meeting, walking through the document.

[4:24:43] Voice 6: As you might recall at the podium during the last meeting, during a discussion around how

[4:24:48] Voice 6: directive the document should be, I made an off-the-cuff remark about, you know, it might

[4:24:52] Voice 6: be prudent for this group to pause and have a deliberative discussion about how directive the

[4:24:57] Voice 6: document should be because it's underpinning and it's an underlying tension underneath many of the

[4:25:02] Voice 6: conversations trustee bernardo picked up on that remark and he's indeed suggesting that the

[4:25:07] Voice 6: beginning of this meeting um be centered for about an hour on that that topic itself just to air the

[4:25:14] Voice 6: topic and be able to move past it such that it's not constantly underpinning other deliberations

[4:25:19] Voice 6: but individual policies so he's proposing that approach and after about an hour you know should

[4:25:24] Voice 6: should the conversation allow, move back into walking through the document is what he's

[4:25:29] Voice 6: proposing for the group. I have spoken with him about this. I've indicated this topic has

[4:25:35] Voice 6: ebbed and waned throughout the life of this project, certainly, and I did explain to him

[4:25:41] Voice 6: we had some discussion about the benefits of doing this in committee versus at council itself. I've

[4:25:46] Voice 6: indicated that some of the tension of last term resulted from a subset of Trust Programs Committee

[4:25:52] Voice 6: committee being more inclined to make it very directive with prohibitions and that that didn't

[4:25:57] Voice 6: hold when it reached the larger group so in my opinion it is better to do this with the large

[4:26:01] Voice 6: group such that everyone can hear everyone themselves so this is here for your review

[4:26:07] Voice 6: and approval should you approve it today we will forward it on to the committee of the whole for

[4:26:13] Voice 6: their next meeting in your addendum package you also have the minutes that were received as a

[4:26:18] Voice 6: item which would be combined with this and forwarded together so happy to take any feedback

[4:26:23] Voice 6: on the agenda itself thank you

[4:26:26] Voice 6: i'm

[4:26:27] Trustee Luckham: totally satisfied with advancing this anybody contrary

[4:26:30] Trustee Luckham: to that toby elliott go ahead um

[4:26:33] Trustee Elliott: we didn't really finish this discussion but um it's about the depth

[4:26:39] Trustee Elliott: and scope of committee of the whole meeting minutes and so i wonder if it would be too much

[4:26:45] Trustee Elliott: to add maybe it is for this one but that consideration of meeting minute meeting

[4:26:54] Trustee Elliott: taking standards for committee of the whole minutes as a point of discussion

[4:26:59] Trustee Elliott: that we can take the you know assess the interests of counsel are the minutes you

[4:27:07] Trustee Elliott: know complete or do we more need more fulsome details of discussion and

[4:27:12] Trustee Elliott: deliberations is it satisfying um um the needs beyond the sort of pro forma requirements okay um

[4:27:26] Trustee Luckham: i have a remark but let's go to tim peterson i see his hand up i

[4:27:32] Voice 10: think on that point um

[4:27:35] Voice 10: that should be something for the committee to discuss or trust council either way um

[4:27:41] Voice 10: um executive committee can weigh in on it but um um ultimately that's a i i take that as a

[4:27:52] Voice 10: decision of trust council if it was well

[4:27:54] Trustee Elliott: that's exactly what i meant to add it to the agenda for

[4:27:56] Trustee Elliott: discussion sorry to oh

[4:27:58] Voice 10: sure yeah well

[4:28:00] Voice 10: absolutely i'm i'm

[4:28:01] Trustee Elliott: fine on meeting taking

[4:28:06] Trustee Elliott: my words are so terrible today minute taking standards okay

[4:28:11] Voice 10: i support adding that to the

[4:28:13] Voice 10: the agenda yeah

[4:28:16] Trustee Luckham: i don't have any objection to having a conversation there so

[4:28:20] Voice 6: my question here

[4:28:21] Voice 6: is that something you'd like discussed by the committee of the whole which would then necessarily

[4:28:24] Voice 6: take away from discussion about the policy statement or is it something you wish discussed

[4:28:27] Voice 6: in the broader trust council meeting as a routine agenda item toby

[4:28:32] Voice 12: um

[4:28:35] Trustee Elliott: you're right it's probably

[4:28:38] Trustee Elliott: we can't make a decision so let's add it to trust council agenda where when oh

[4:28:48] Trustee Luckham: we can just ask that

[4:28:49] Trustee Luckham: have to add it to the

[4:28:50] Trustee Luckham: agenda of new business that

[4:28:51] Trustee Elliott: minute taking standards for committee of the whole

[4:28:54] Trustee Elliott: minutes or discussion on minute taking standards for committee of the whole minutes be added to

[4:29:01] Trustee Elliott: a future trust council agenda would

[4:29:05] Voice 6: you like that motion on screen would you

[4:29:07] Voice 6: like that motion to go

[4:29:08] Voice 6: on screen i

[4:29:09] Trustee Luckham: think i'm i think it's pretty clear absolutely we don't need to see it on the screen

[4:29:13] Trustee Luckham: is that right yeah okay so then uh do i have a seconder for that motion uh david maude thank you

[4:29:20] Trustee Luckham: um any further discussion all those well you know this is getting a bit much actually it's

[4:29:26] Trustee Luckham: just an agenda we can just do this by general consent uh

[4:29:29] Voice 6: likely i do see

[4:29:30] Trustee Luckham: trustee peterson's

[4:29:31] Trustee Luckham: all those in favor then i think his hand went up to vote did you go up to vote tim

[4:29:36] Trustee Luckham: yes so in favor and toby are you voting in favor yeah and hands down now tim did i mess

[4:29:45] Trustee Luckham: asked that did you have some comment to make no okay so then that's good that agenda has now

[4:29:54] Trustee Luckham: been amended so by if there's no further changes to the agenda i am going to

[4:30:00] Trustee Luckham: advance this one to Committee of the Whole by general consent, okay? So, that's great. Thank

[4:30:08] Trustee Luckham: you, Toby, for that contribution. I'm going to go down now to 8.2.5. It's 3 o'clock. Options for

[4:30:17] Trustee Luckham: sharing geographic information system between planning and conservancy. This is a briefing.

[4:30:23] Trustee Luckham: keeping. We could just receive this information. I don't know if we have staff available to

[4:30:30] Trustee Luckham: make any remarks, but I would... Oh, Stefan is there. That's great. But I would suggest

[4:30:35] Trustee Luckham: that it could even be an offline conversation. Do you want to just receive this for information?

[4:30:41] Trustee Luckham: Thank you. I'm not seeing anybody nodding no. So we'll receive 8.2.5.1 for information,

[4:30:47] Trustee Luckham: And thank you for that work. And we'll see how that all goes.

[4:30:54] Trustee Luckham: New business now. Page 119. Oh, this is a good idea.

[4:30:59] Trustee Luckham: I always trust newsletter requests for decision.

[4:31:04] Trustee Luckham: You're going to speak to that one. I've invited Morgana.

[4:31:08] Trustee Luckham: Morgana, thank you for joining us. And thank you for this work.

[4:31:12] Trustee Luckham: And you wish to speak to this, this decision that you brought before us?

[4:31:18] Voice 5: Yes. So this has been something that's been kind of brewing for a while. There's been a lot of interest in informing the public about more project specific things that LTCs get up to, general news.

[4:31:41] Voice 5: and this is kind of um my idea for how to answer those requests um i feel like it's pretty simple

[4:31:53] Voice 5: and basic in the way it looks but it should um i don't know i think it's it's quite an exciting

[4:32:00] Voice 5: opportunity for people to share their their stories and i'll just answer any questions

[4:32:08] Voice 12: okay

[4:32:08] Voice 11: no this is exciting

[4:32:10] Trustee Luckham: um let's explore this so toby elliott over to you you want to make a motion

[4:32:15] Trustee Luckham: i

[4:32:16] Trustee Elliott: absolutely love the idea and i am so pleased that uh you're initiating it morgana i think

[4:32:22] Trustee Elliott: it's brilliant and it'll allow trustees to bounce off of that and and you know not just keep thinking

[4:32:29] Trustee Elliott: about the big picture things that i struggle to write and communicate to my community but now

[4:32:34] Trustee Elliott: there is something coming i would i'm so thrilled so i'd be pleased to make the motion that the

[4:32:40] Trustee Elliott: executive committee approved the creation distribution and format of a quarterly islands

[4:32:44] Trustee Elliott: trust newsletter for

[4:32:47] Trustee Luckham: that second should that be an e-newsletter or something because is that not

[4:32:52] Trustee Luckham: your intention yes indeed it

[4:32:55] Voice 5: is an e-newsletter you

[4:32:57] Trustee Luckham: mind toby if we just make that an e-newsletter

[4:33:00] Trustee Luckham: because there's no printing costs associated and that might raise sure

[4:33:03] Trustee Elliott: if we're going back to the

[4:33:04] Trustee Elliott: the 1990s where we put an e before things that were electronic a quarterly islands trust e

[4:33:12] Trustee Elliott: newsletter or electronic

[4:33:14] Trustee Luckham: 1990s okay so seconded by trustee maude thank you it's getting silly time

[4:33:24] Trustee Luckham: at the executive committee and i'm responsible seconded by david maude is there any further

[4:33:30] Trustee Luckham: the discussion all those in favor of an e-newsletter perfect all in favor that's

[4:33:37] Trustee Luckham: unanimous thank you for bringing that to us i'm looking forward to the first edition

[4:33:41] Trustee Luckham: i

[4:33:43] Voice 6: might i think we've skipped over ltc chair ltc advocacy reports really

[4:33:49] Trustee Luckham: okay um we also i think

[4:33:52] Trustee Luckham: have two additional motions that have come from uh some of the discussion today we're

[4:34:02] Trustee Luckham: where are the advocacy reports i'm not sure oh

[4:34:04] Voice 12: way up there

[4:34:05] Trustee Luckham: it's in front of the newsletter right

[4:34:07] Trustee Luckham: there's no the documentation attached okay thank you so before we go to the other new yeah see

[4:34:15] Trustee Luckham: that's not new business well maybe it is anyway um ltc chairs um do you have any advocacy topics

[4:34:23] Trustee Luckham: you'd like to report out on in your local trust committees no okay um

[4:34:30] Voice 12: trustee peterson

[4:34:34] Voice 10: um more broadly than that um I just wanted to note the um Ocean protection plan weekly sessions are

[4:34:44] Voice 10: ongoing they're open to everyone SFU public square sovereignty first um uh webinar was out last week

[4:34:55] Voice 10: there's a video available I can share the link to that that was recommended by um by our uh senior

[4:35:02] Voice 10: senior Indigenous relations advisor there,

[4:35:05] Voice 10: and did attend a complete community session

[4:35:09] Voice 10: on Salt Spring around a week ago.

[4:35:13] Voice 10: Unfortunately, none of the staff were able to make it,

[4:35:18] Voice 10: but I will leave that there.

[4:35:21] Voice 10: Thank you.

[4:35:22] Trustee Luckham: Thank you.

[4:35:24] Trustee Luckham: So that covers that.

[4:35:26] Trustee Luckham: So David Maughan, do you have a couple of motions

[4:35:29] Trustee Luckham: that are new business that's come from discussion today?

[4:35:32] Trustee Luckham: Yeah,

[4:35:32] Trustee Maude (probable): I've sent them to Alex. Hopefully she's received them because our emails seem to be a bit slow today.

[4:35:37] Trustee Maude (probable): So my first motion would be that staff be requested to amend the project charter for the policy statement amendment project.

[4:35:49] Voice 6: It would be helpful to have that continue to say to and then state your intention or your request of us.

[4:35:56] Trustee Maude (probable): To reflect the adjusted budget to $20,000.

[4:36:01] Trustee Maude (probable): owners yeah

[4:36:02] Voice 6: i would if you could i would suggest you add it to say um fiscal year 25 26. okay

[4:36:08] Trustee Maude (probable): so how it's got all that alex

[4:36:11] Voice 6: are you like i'm going to stop sharing here so you can share

[4:36:17] Trustee Luckham: well you know i think we understand the intent is everybody okay with the motion that you heard

[4:36:22] Trustee Luckham: i

[4:36:23] Voice 3: do just bear bear with me one moment i do have it okay thank you and

[4:36:31] Voice 12: there it is

[4:36:36] Voice 3: so vice chairman does this look correct um

[4:36:40] Trustee Maude (probable): director freighter does that look correct

[4:36:45] Voice 6: reflect the adjusted or you could say the proposed adjusted budget maybe

[4:36:51] proposed

[4:36:53] Voice 6: adjusted budget of twenty thousand would that work yeah

[4:37:01] Voice 11: so moved so moved moved

[4:37:03] Voice 11: do i have a seconder toby

[4:37:09] Trustee Luckham: elliott thank you um any discussion toby used to speak to it no okay

[4:37:15] Trustee Luckham: so then i'm just going to say let's call them call the motion all those in favor and are you in most

[4:37:26] Trustee Luckham: in favor tim or shall i call for opposed

[4:37:30] Voice 15: not

[4:37:34] Trustee Luckham: sure so hands down oh and are you opposed tim

[4:37:40] Trustee Luckham: oh you are opposed to amending the charter okay so then that uh still carries and um

[4:37:50] Trustee Maude (probable): what's your next motion? Second motion would be that staff be requested to remove the September

[4:37:55] Trustee Maude (probable): 2024 Trust Council recording from the website to respect safe workplace concerns. Very good.

[4:38:04] Trustee Luckham: Okay, and that's up on the screen there. With a little extra knee on the bottom.

[4:38:10] Trustee Luckham: It's got your signature line on the bottom, so we'll get rid of that, of course.

[4:38:14] Trustee Luckham: um so after the word council delete everything after that word council on the second line

[4:38:23] Trustee Luckham: so everybody understand the motion i've got two hands up there are you both seconding this motion

[4:38:29] Trustee Luckham: yes okay there's

[4:38:32] Trustee Elliott: a couple of uh grammar errors but i'm sure thank you for catching that alexandra

[4:38:38] Trustee Elliott: okay

[4:38:39] Trustee Luckham: so moved and seconded any discussion all those in favor so that carries and thank you for

[4:38:50] Trustee Luckham: that thought and the thoughtful wording i appreciate that so that carries we're going

[4:38:56] Trustee Luckham: to go to correspondence um the way unless the unless it's fair yes sir go

[4:39:08] Voice 10: ahead yeah i had

[4:39:09] Voice 10: I had a motion earlier that we put to the side.

[4:39:14] Voice 10: I think maybe now is the time to bring it forward.

[4:39:17] Voice 10: I sent it to staff.

[4:39:20] Voice 10: I'll

[4:39:20] Trustee Luckham: just read it out.

[4:39:24] Trustee Luckham: I move that

[4:39:25] Voice 10: executive committee request staff to continue to investigate a facilitated code of conduct session for a trust council meeting as soon as practicable.

[4:39:37] Voice 12: Thank you, Tim.

[4:39:39] Trustee Luckham: Seconded by David Vaughn.

[4:39:41] Trustee Luckham: Any further discussion on this one? Thank you, Alexandra. There it is.

[4:39:48] Trustee Luckham: The system works.

[4:39:50] Trustee Luckham: Okay, so I'm just going to call the vote. All those in favor? And that, too, carries unanimously.

[4:39:58] Trustee Luckham: Thank you, Tim. Do you have anything else? No.

[4:40:04] Trustee Luckham: Okay, so this brings us to correspondence. Correspondence is received for information,

[4:40:08] Trustee Luckham: informationless otherwise uh this direction for action so under the items 10.1 2 3 and 4 i think

[4:40:19] Trustee Luckham: i would like to take some action on 10.4 but is there any desire for action on the other three

[4:40:25] Trustee Luckham: from anybody the moment to think about it i think 10.3 informed the discussion which one do you want

[4:40:35] Trustee Luckham: to discuss tim oh

[4:40:37] Voice 10: um uh that would be the uh first call for resolutions avicc okay

[4:40:44] Trustee Maude (probable): and

[4:40:46] Trustee Luckham: david did you

[4:40:46] Trustee Luckham: have something you wish to

[4:40:47] Trustee Maude (probable): speak to no i was just pointing out the 10.3 i think informs our previous

[4:40:50] Trustee Maude (probable): discussion with the san juan county right so so we'll just receive it exactly yeah okay so i'm

[4:40:57] Trustee Luckham: just going to take it then by general consent that 10.1 and 10.3 be received for information

[4:41:01] Trustee Luckham: information and note that the letter from Trustee Yates could be used to inform the San Juan

[4:41:07] Trustee Luckham: conversation. And then I'm going to come back to 10.2, Association of Nicaraguan Coastal

[4:41:13] Trustee Luckham: Communities, First Calls to Resolutions and Convention Information. Tim, what did you have

[4:41:18] Trustee Luckham: in mind there?

[4:41:20] Voice 10: Well, I mentioned, or maybe I did mention earlier, but there's two pieces that I

[4:41:28] Voice 10: think are worthy of consideration and my understanding of the timeline is that they don't

[4:41:32] Voice 10: we don't need to move immediately on this but i'm just gonna plant the seed here so one would be

[4:41:40] Voice 10: around the ubcm lgma code of conduct discussion paper and elevating that to avicc and

[4:41:52] Voice 10: and eventually UBCM for a resolution.

[4:41:57] Voice 10: The second one would be around mental health supports

[4:42:03] Voice 10: for local elected leaders.

[4:42:08] Voice 10: And I believe that the working group may be coming up with something on that,

[4:42:16] Voice 10: but I just want to give a heads up on that.

[4:42:18] Voice 10: One of the things that is identified is that most local leaders

[4:42:22] Voice 10: have uh very limited access to um professional support in these cases usually one or two

[4:42:31] Voice 10: two sessions a year there are definitely ways and models to improve that and um and i think that's

[4:42:41] Voice 10: that's a worthy uh worthy goal one of the models is you know a dollar per elected person in the

[4:42:47] Voice 10: in the province pooled uh there's various ways to approach it but i just want to basically give

[4:42:52] Voice 10: notice that um um certainly today i don't have anything fleshed out but good chance that i will

[4:43:00] Voice 10: be bringing some proposals okay

[4:43:04] Trustee Luckham: thank you um toby elliott on 10.2 yes

[4:43:11] Trustee Elliott: um actually i would like to

[4:43:13] Trustee Elliott: put together a session proposal uh for a tiny homes panel um i think this is of high interest

[4:43:22] Trustee Elliott: not just to the trust area but other island communities or and rural communities and

[4:43:28] Trustee Elliott: particularly the regional district of nanaimo is doing some work on this um i've spoken to

[4:43:35] Trustee Elliott: the director and their their planning department is is doing some exploratory work and of course

[4:43:40] Trustee Elliott: So the Islands Trust did approve this as a priority and putting some money towards convening roundtables.

[4:43:50] Trustee Elliott: But I think this could be a leadership role for the Islands Trust, and I'd be happy to put together a program with some speakers as a proposal.

[4:44:00] Trustee Elliott: The date is a little bit earlier, December 2nd, so I'd have to get that in before our next EC meeting for your consideration, I think.

[4:44:07] Trustee Elliott: okay

[4:44:09] Trustee Luckham: so are you looking for endorsement to um follow through with developing that proposal

[4:44:14] Trustee Luckham: from ec um

[4:44:16] Trustee Elliott: i i think i have to flesh it out and bring it to you and then executive committee

[4:44:22] Trustee Elliott: would endorse it if you

[4:44:24] Trustee Elliott: don't agree with it then doesn't fly then i think it's

[4:44:29] Trustee Luckham: a great idea toby

[4:44:30] Trustee Luckham: okay

[4:44:30] Trustee Elliott: when is our next meeting it's the 20th yeah um

[4:44:34] Trustee Luckham: the next meeting is the 20th yeah yeah so

[4:44:37] Trustee Elliott: there's time before the second to approve it or amend it and then get it in would that be okay

[4:44:44] Trustee Elliott: with everyone director um

[4:44:46] Voice 6: just have a question would you typically um we bring us all the avic

[4:44:49] Voice 6: pieces to your next meeting in november you then

[4:44:51] Voice 6: direct us to go to all trustees to seek ideas

[4:44:53] Voice 6: and we bring it back to you in december this session proposal deadline is now earlier than

[4:44:59] Voice 6: we would have typically anticipated would you like us would you you might want to contemplate

[4:45:03] Voice 6: asking us to also send an email to all trustees to seek any ideas they have

[4:45:07] Voice 6: that we could then bring back to your November meeting for submission by December 2nd, if you wish.

[4:45:13] Trustee Luckham: Well, yeah, I think that could be, by general consent, we could ask staff to do that.

[4:45:18] Trustee Luckham: And then this would be a parallel action, and maybe, Toby, you might even cede that a little bit,

[4:45:23] Trustee Luckham: is to get other trustees to support the idea of you having this session.

[4:45:29] Trustee Luckham: And that would help, I think.

[4:45:32] Voice 6: If I might, Chair, we might just make it simple and put a, you know, if we can get consent from you today,

[4:45:37] Voice 6: we'll just put out proactively the call for resolution ideas at that same time so as to

[4:45:42] Voice 6: not send two emails would that be

[4:45:44] Trustee Luckham: no no no no yeah it was not sent to you so let's say forward

[4:45:47] Trustee Luckham: 10.2 uh the um call for resolutions and convention calls for resolutions um be forwarded to trustees

[4:46:00] Trustee Luckham: by email okay so that's great so then that covers it on 10.2 so i'm going to just just jump to 10.2

[4:46:10] Trustee Luckham: 4, it's from a letter from Brands, Stuart Brands, I think it is, talking about ambiguous

[4:46:23] Trustee Luckham: and inaccurate wording, which he's attributing myself and the executive, I think, to having

[4:46:29] Trustee Luckham: changed the object of the Adams Trust, which hasn't been changed in a couple of years,

[4:46:38] Trustee Luckham: probably, since the amendments to add First Nations to the wording.

[4:46:44] Trustee Luckham: But this is maybe a slight misunderstanding that the emails that have gone out recently

[4:46:50] Trustee Luckham: with respect to the letters of the province have been interpreted that we've changed the

[4:46:57] Trustee Luckham: object of the trust, and we have not.

[4:46:59] Trustee Luckham: And so I would like to ask that the chair write a letter with staff support to respond

[4:47:07] Trustee Luckham: on to Mr. Brand with respect to that, because it needs to be carefully crafted with the

[4:47:13] Trustee Luckham: right times and dates and places to make that happen.

[4:47:17] Trustee Luckham: So I see a couple of hands up here, as well as some maybe staff advice from Stefan Surmack

[4:47:23] Trustee Luckham: here on this letter.

[4:47:25] Trustee Luckham: Stefan?

[4:47:26] Trustee Luckham: No.

[4:47:27] Trustee Luckham: Your hand is up or no?

[4:47:28] Voice 1: My hand is up, Mr. Chair, but it's not related to that.

[4:47:32] Voice 1: It's to correspondence received this morning that I'd like to talk to the EC about.

[4:47:36] Voice 1: out.

[4:47:36] Trustee Luckham: Late correspondence received this morning that we haven't seen?

[4:47:40] Voice 1: That is correct and I can

[4:47:42] Voice 1: explain it if you give me a moment. Okay

[4:47:44] Voice 1: well let's finish this bit of business.

[4:47:47] Trustee Luckham: So on the

[4:47:48] Trustee Luckham: piece of correspondence here I see Tim and Toby.

[4:47:53] Voice 10: Yes ironically it seems that there is some

[4:47:57] Voice 10: inaccuracies or misapprehensions in the letter itself. It seems to suggest that the act has been

[4:48:06] Voice 10: changed yes um all of that

[4:48:08] Voice 10: too which of course which of course is inaccurate so i'm i'm in

[4:48:14] Voice 10: support of um of the chair uh with staff support writing a letter to correct yeah that information

[4:48:22] Voice 10: thank you

[4:48:23] Trustee Elliott: jim toby i'm just going to flag that this this writer has been very active and writes

[4:48:33] Trustee Elliott: very frequently to the islands trust conservancy and the trust ecosystem specialist and the chair

[4:48:39] Trustee Elliott: the conservancy is currently responding to a letter um from this person so just be aware that

[4:48:45] Trustee Elliott: there is a trend of um regular correspondence and sort of uh it takes up a lot of time so i just

[4:48:54] Trustee Elliott: don't know if if

[4:48:55] Trustee Luckham: yeah yeah so

[4:48:58] Trustee Luckham: this is directed at me and the executive and so i think because

[4:49:02] Trustee Luckham: there's some serious inaccuracies it needs to be at least on the record corrected and staff will

[4:49:08] Trustee Luckham: take that under advisement what you've just shared with us in the crafting of said letters right

[4:49:14] Trustee Luckham: that's okay director fred okay so then i'm just going to do that my general consent of staff work

[4:49:19] Trustee Luckham: with the chair to respond to item 10.4 so this brings us are you still with me here we're at

[4:49:26] Trustee Luckham: the last item we could take a break or we could just do the last night oh and step on have

[4:49:31] Trustee Luckham: something so correspondence late item not really in favor of late items step on so let's make it

[4:49:38] Trustee Luckham: sweet short thank

[4:49:39] Voice 1: you mr chair i i'm a big proponent of not adding late items but uh

[4:49:43] Voice 1: you will have received a correspondence to the executive administrator this morning and i wasn't

[4:49:49] Voice 1: forwarded to you and i felt it behooved me by the end of the meeting to at least bring it up

[4:49:54] Voice 1: and it is a delegation request to trust council from the crd specifically from justine stark to

[4:50:00] Voice 1: talk about the rural housing program and how it may be able to apply to all the trust area and

[4:50:05] Voice 1: And I was just kind of waiting quietly to see if that made it up to you from the proper channels.

[4:50:11] Voice 1: But I didn't want to pass this meeting because you're talking about correspondence.

[4:50:14] Voice 1: And also you're talking about the Trust Council meeting or the Trust Council agenda.

[4:50:19] Voice 1: And I thought most of you understand the work that the CRD Rural Housing Program brings and the integration into Islands Trust work.

[4:50:27] Voice 1: It's quite significant. And so I just thought there's a consideration to be a delegation request from Ms. Stark.

[4:50:34] Voice 1: and so I just thought I'd bring that to your attention now before we pass on too far

[4:50:38] Voice 1: to get to the end of the meeting so I'm sorry I know I'm I'm breaking normal process but

[4:50:43] Voice 1: there you

[4:50:46] Trustee Luckham: go you know we are not making decisions about delegations to council today

[4:50:50] Trustee Luckham: they will be at

[4:50:51] Trustee Luckham: our next meeting and so thank you for bringing that to our attention

[4:50:54] Trustee Luckham: but we will see that in due course with other delegations okay

[4:50:59] Voice 1: thanks for your time

[4:51:01] Trustee Luckham: That would be a fun role.

[4:51:04] Trustee Luckham: Okay.

[4:51:07] Trustee Luckham: Review an amendment to the current work program.

[4:51:09] Trustee Luckham: That's the next item on our list.

[4:51:11] Trustee Luckham: And Julia Mobbs' camera is on, which is suspicious.

[4:51:15] Trustee Luckham: She wants to tell us something.

[4:51:17] Trustee Luckham: Do you have any remarks on the current work program?

[4:51:19] Trustee Luckham: I'm presuming it's been brought up to date.

[4:51:22] Voice 7: Yeah, it's just here.

[4:51:23] Voice 7: Normal course of business for executive committee's review.

[4:51:25] Voice 7: So you can give direction for alteration as needed.

[4:51:28] Voice 7: That conversation most relevant, of course,

[4:51:30] Voice 7: start the fortress council meeting before this advances to that table for their review so if no

[4:51:35] Voice 7: changes needed today we can simply receive and move on so no changes

[4:51:40] Trustee Luckham: today executive committee

[4:51:41] Trustee Luckham: we receive it for information our next meeting is november the 20th and i do believe it says

[4:51:49] Trustee Luckham: will take place electronically this is not the one prior to council which is normally in person

[4:51:54] Trustee Luckham: And I'm in favor, as you know, of those in-person meetings.

[4:52:00] Trustee Luckham: Julia, are you agreeing that this is an in-person meeting?

[4:52:05] Voice 7: Yes, it is intended to be in-person because you are correct.

[4:52:07] Voice 7: It is the meeting where the Trust Council agenda will be looked at in advance of Council.

[4:52:11] Voice 10: Perfect.

[4:52:12] Voice 10: Tim?

[4:52:14] Voice 10: I am planning to be there.

[4:52:17] Voice 10: Okay.

[4:52:19] Trustee Luckham: So then that concludes our meeting today.

[4:52:24] Trustee Luckham: Your stamina is astounding.

[4:52:26] Trustee Luckham: thank you very much for really good hard work today and we've moved the dial and i am grateful

[4:52:33] Trustee Luckham: to work with you so let us adjourn the meeting and uh we'll see you all on november the 20th

[4:52:38] Trustee Luckham: in person and there'll be a few phone calls and stuff in between i'm sure and looking forward to

[4:52:43] Trustee Luckham: working with you um trustee elliott on the the 30-minute session prior to council okay i've got

[4:52:52] Trustee Luckham: some ideas. We'll share the ideas.

[4:52:54] Trustee Elliott: Excellent. Thanks, everyone.

[4:52:56] Trustee Luckham: Thank you. All right.