Islands Trust Programs Committee regular meeting, November 4, 2024

[0:00:02] Voice 5: I'll just get the live streaming going as well.

[0:00:13] Voice 9: And we

[0:00:17] Voice 5: are recording and live streaming.

[0:00:22] Trustee Evans (probable): Okay, well, good morning, everyone, and thank you for joining.

[0:00:27] Trustee Evans (probable): We have heard from Trustee Alex Allen that he'll be joining us a little late.

[0:00:33] Trustee Evans (probable): We've also had confirmation that while it is light on attendance today, we are actually at quorum with three voting members of this committee.

[0:00:43] Trustee Evans (probable): So, as such, I would like to convene the meeting of the Trust Programme Committee and thank everyone for joining us today.

[0:00:51] Trustee Evans (probable): So, I'm Christina Evans. I'm elected on Sedea South Pender and I'm Chair of the Trust Programme's Committee.

[0:00:58] Trustee Evans (probable): And I'd like to start by acknowledging that we are fortunate to be able to gather today in locations across the traditional territories of the Coast Salish people.

[0:01:07] Trustee Evans (probable): people. And I recognize that I am an uninvited guest residing on South Penda Sudeus, and that

[0:01:15] Trustee Evans (probable): it is the unceded traditional territories of many Coast Salish peoples. And as someone who works and

[0:01:22] Trustee Evans (probable): lives here, and I'm compelled to and humbled to acknowledge that those who have come before me,

[0:01:29] Trustee Evans (probable): who've provided stewardship to these lands and waters and continue to share the land and teaching

[0:01:33] Trustee Evans (probable): with those of us who are settlers here and we recognize as well that there is a much longer

[0:01:39] Trustee Evans (probable): history and that our place in in in its history is difficult and i'd like to also recognize that

[0:01:47] Trustee Evans (probable): these land and waters and their significance to the peoples who lived and continue to live in this

[0:01:51] Trustee Evans (probable): area and whose practices and spiritualities were and are tied to these lands and waters

[0:01:56] Trustee Evans (probable): and whose lives continue to enrich and develop in relationship to the land waters and the other

[0:02:02] Trustee Evans (probable): inhabitants today so i would like to introduce the rest of the trustees that are here and give

[0:02:13] Trustee Evans (probable): them a moment as well to give their acknowledgements and i'm going to go around the

[0:02:20] Trustee Evans (probable): table by asking trustee fast to go

[0:02:25] Voice 6: first thank you chair i'm sue ellen fast um zooming in this

[0:02:30] Voice 6: morning from the island of Nkwelekwem, which is Bowen Island, also known as in Alketsam Howe Sound.

[0:02:38] Voice 6: Grateful to be participating today and to have the opportunity to

[0:02:44] Voice 6: live and work in this amazing territory of the Squamish Nation. Thank you.

[0:02:51] Trustee Evans (probable): And next as I see them is Trustee Peterson.

[0:02:54] Trustee Evans (probable): Good

[0:02:56] Voice 4: morning from Tleitei Laskiti Island, territory of many Coast Salish peoples and the Treaty Territory of the Tla'aman Nation.

[0:03:07] Trustee Evans (probable): Thank you. And Trustee Borthwick?

[0:03:12] Voice 3: Yes, good morning. I'm calling in from Denman Island, Tasteik, which was historically the home of the Penlatch peoples.

[0:03:21] Trustee Evans (probable): Thank you. And Trustee Chair Luckham, Chair of the Trust Council?

[0:03:27] Trustee Evans (probable): Oh,

[0:03:27] Trustee Luckham: good morning. I'll just change my name. Thank you. Sorry for being late. Despite not

[0:03:33] Trustee Luckham: being in the eye of the storm here in Penelaket and Liaxin territory this morning, the power has

[0:03:38] Trustee Luckham: been blinking on and off on it. I may get disconnected from time to time. Glad to be here

[0:03:46] Trustee Luckham: and grateful to live and work here in Coast Salish Territory.

[0:03:50] Trustee Evans (probable): Thank you. And we have heard from Trustee Alex Allen. He will be joining us late. So he will be

[0:03:55] Trustee Evans (probable): joining in a little while. And I'm now going to go around and ask staff to also introduce

[0:04:01] Trustee Evans (probable): themselves. So as I see them, I see Staff Rater.

[0:04:07] Voice 9: Good morning. I'm Claire Rater, Director of Trust

[0:04:09] Voice 9: Area Services, and very pleased to be joining this morning from the territory of the Wissanich

[0:04:14] Voice 9: peoples.

[0:04:15] Trustee Evans (probable): And I see Staff Yeomans.

[0:04:18] Voice 2: Good morning, Trustees. Jason Yeomans. I'm a Senior Policy

[0:04:21] Voice 2: Advisor here with the Islands Trust, coming to you today from Lillikwungan-speaking territories

[0:04:26] Voice 2: of the song he's in Esquimalt to people

[0:04:27] Trustee Evans (probable): and I see uh Steph Van Niekerk hi

[0:04:34] Voice 7: uh Morgana Van Niekerk

[0:04:36] Voice 7: here I'm calling in from very stormy Cowichan valley um traditional territory of Cowichan Malahat

[0:04:46] Voice 7: um and um Tuat nation um apologies for my terrible pronunciation and

[0:04:58] Trustee Evans (probable): I also see Steph Barlow

[0:05:00] Trustee Evans (probable): Good

[0:05:02] Voice 5: morning, everyone. My name is Robert Barlow. I'm the Legislative Services Clerk and the recorder and host for today's meeting. Happy and delighted to be living and working on the territories of the Lekwungen speaking people.

[0:05:17] Trustee Evans (probable): So that's everyone that we have online right now. So just as a preamble, this meeting is live streamed and it is being recorded. And so for anyone that's not able to attend today, the recording will be available as video on demand on the Islands Trust website.

[0:05:33] Trustee Evans (probable): in the next little while. I also request that everyone mute their mics when they're not

[0:05:38] Trustee Evans (probable): speaking to reduce the risk of audio disruptions during the meeting. So as such, I would like to

[0:05:47] Trustee Evans (probable): so we call the meeting to order and the first item on the agenda is the agenda. Does anyone

[0:05:53] Trustee Evans (probable): have any changes that they would like to add or alter with regards to the agenda?

[0:06:00] Trustee Evans (probable): agenda not seeing any hands up I will take it by general consent that the that the agenda is fine

[0:06:12] Trustee Evans (probable): to proceed with um so for public comment period do we have any public on the on the line at the

[0:06:21] Trustee Evans (probable): moment no

[0:06:23] Voice 5: chair there are no members of the public present at the meeting perfect

[0:06:27] Trustee Evans (probable): okay and we don't

[0:06:28] Trustee Evans (probable): have any delegations and we haven't received any correspondence so we're going to move straight

[0:06:32] Trustee Evans (probable): into section six which is the administrative coordination section and we're going to be

[0:06:38] Trustee Evans (probable): looking at the draft minutes of the previous meeting does anyone have any edits that they

[0:06:44] Trustee Evans (probable): that they would like to make to the previous meetings minutes and these were the draft

[0:06:52] Trustee Evans (probable): minutes of august 26 2024 so i'm not seeing any hands up so i'd like to take it by general consent

[0:06:59] Trustee Evans (probable): that we adopt these minutes and we didn't have any resolutions without meetings so we can move

[0:07:05] Trustee Evans (probable): move on then to the follow-up action report I'm just looking at this okay so I'm going to turn

[0:07:22] Trustee Evans (probable): this over to Claire Freighter and she can walk us through this and I have a couple of comments once

[0:07:28] Trustee Evans (probable): she's finished great

[0:07:29] Voice 9: thank you chair just quickly bringing it up for myself here essentially we

[0:07:35] Voice 9: have brought you today the webinars that's been the top priority for the committee in terms of

[0:07:41] Voice 9: of getting those moving, recognizing that we still have a vacancy in the program coordinator

[0:07:44] Voice 9: position. So just want to offer kudos and thanks to Morgana, our communication specialist, for

[0:07:50] Voice 9: stepping in to assist with this coordination right now. We continue to work on the Living in the

[0:07:56] Voice 9: Trust Area program, just to let you know, so that, again, is in the background and somewhat

[0:08:01] Voice 9: stalled until we fill that position. You'll note today on your agenda, we have the policy statement

[0:08:07] Voice 9: amendment policy director Marler is still on vacation unable to join us but as I'm the policy

[0:08:12] Voice 9: holder I did decide just to advance that to you for discussion today and we can always put it on

[0:08:16] Voice 9: a future agenda if there's particular insights you'd like from director Marler and finally all

[0:08:22] Voice 9: your business cases have been received by financial planning committee at their last

[0:08:26] Voice 9: meeting there were no changes made so those travel on as submitted and I think those are

[0:08:32] Voice 9: all the highlights i wanted to give you right now um yeah so we'll leave it there for now and then

[0:08:38] Voice 9: we'll be happy to take questions i

[0:08:41] Trustee Evans (probable): do apologize i froze on the very first piece that you said and

[0:08:45] Trustee Evans (probable): all that i got was um you saying thank you very much to morgana do you mind telling me again what

[0:08:52] Trustee Evans (probable): that was oh

[0:08:53] Voice 9: i was thinking sorry i was thanking morgana for stepping in while we have a vacancy

[0:08:58] Voice 9: in the program coordinator position yeah perfect

[0:09:01] Trustee Evans (probable): so one thing that i would like to um bring to the

[0:09:05] Trustee Evans (probable): attention again and that i would like to have addressed is the percentage progress yeah so um

[0:09:10] Trustee Evans (probable): the first item i believe that we've done all of this work is gone over to the executive committee

[0:09:17] Trustee Evans (probable): i believe as far as our work is concerned it should be at a 90 right now um and the number

[0:09:25] Trustee Evans (probable): Number three, that should be at least a 30% because the work has been started and we're

[0:09:29] Trustee Evans (probable): starting to look at it.

[0:09:33] Trustee Evans (probable): The separating out the two webinars and number six, that should be, again, about a 70% moving

[0:09:40] Trustee Evans (probable): up to a 90% after this meeting if there's no major changes, things like that.

[0:09:45] Trustee Evans (probable): And it's not just for us, but it's for the public as well so that they can see where

[0:09:50] Trustee Evans (probable): we are progressing because otherwise it looks like we haven't started and that's not the

[0:09:54] Trustee Evans (probable): case.

[0:09:56] Voice 9: we missed that this round so our apologies for that no worries so

[0:10:01] Trustee Evans (probable): those were that was that was

[0:10:02] Trustee Evans (probable): it for me um okay so i think then we are moving on to the next item unless because i'm not seeing

[0:10:09] Trustee Evans (probable): anybody's hands going up so i don't think there are any other questions um all right so we're now

[0:10:15] Trustee Evans (probable): going to move on to section 7.1 which is the education program this was the request that we

[0:10:21] Trustee Evans (probable): We had to, as per our two meetings ago, to have these separated.

[0:10:26] Trustee Evans (probable): We got them together at the last meeting.

[0:10:28] Trustee Evans (probable): We said, please separate them out.

[0:10:29] Trustee Evans (probable): So they've been separated out now.

[0:10:32] Trustee Evans (probable): So we're only really looking at the removing the invasive species project charter and the native planting garden project charter.

[0:10:39] Trustee Evans (probable): The other two were endorsed.

[0:10:41] Trustee Evans (probable): So even though all four project charters are in here, we're really only endorsing two of them.

[0:10:46] Trustee Evans (probable): so I'll turn this back over to to Steph Rater and she can walk us through this bit okay thank you

[0:10:53] Voice 9: I'm actually going to turn it over to Morgana um to walk you through it in a minute but what I will

[0:10:57] Voice 9: just note um is that at my direction we've included a recommendation for two separate webinars

[0:11:02] Voice 9: but as Morgana will let you know we did include as an alternative that these two be sort of

[0:11:08] Voice 9: recombined back into one for two reasons is they are nicely compatible we have about nine webinars

[0:11:14] Voice 9: webinars, I think, shaping up for the spring, which is a big volume for the team. We can deliver

[0:11:18] Voice 9: them as separate, and we brought them back to you in that way, as that was the request of the

[0:11:22] Voice 9: committee. But there might be some merits in combining them back into one session. So with

[0:11:27] Voice 9: that, I'll pass it over to Morgana, who will walk you through, and I'm available to support.

[0:11:34] Voice 7: Thank you. We had some really fantastic presenters organized for both sessions,

[0:11:43] Voice 7: who unfortunately um were no longer able to present so luckily we found another two set of

[0:11:50] Voice 7: amazing presenters the fair uh the first one is sarah jim um who is well known to the islands

[0:11:58] Voice 7: trust conservancy um came highly recommended and she's known for the risicum ivy project um

[0:12:07] Voice 7: Um, and she has an amazing skill for, um, community engagement and working kind of on

[0:12:16] Voice 7: a local level with communities, um, to remove invasive species.

[0:12:21] Voice 7: And she's become kind of, um, a very well-known speaker on this.

[0:12:25] Voice 7: So we know we'd get an excellent, um, webinar, of course.

[0:12:29] Voice 7: Um, she incorporates indigenous perspectives and knowledge, um, and kind of offers a holistic

[0:12:37] Voice 7: understanding of of land management practices um and thanks to her um that's how we met or how i

[0:12:48] Voice 7: met kyle clark who is um the removing invasive oh excuse me the native plant gardening um presenter

[0:12:55] Voice 7: um they work together from time to time and they've worked together on a number of projects

[0:13:03] Voice 7: um and he is an educator at heart um so i'm very confident that he'll be able to present an

[0:13:15] Voice 7: engaging um webinar he also integrates indigenous knowledge and practices um regarding land

[0:13:24] Voice 7: stewardship and invasive species management and offers kind of a um an interesting approach that

[0:13:32] Voice 7: that kind of blends traditional knowledge

[0:13:35] Voice 7: as well as kind of more sort of typical things

[0:13:42] Voice 7: that we would have experienced to now.

[0:13:47] Voice 7: And yeah, those are the two presenters.

[0:13:50] Voice 7: Again, both of them are well-seasoned.

[0:13:54] Voice 7: They present fairly often

[0:13:55] Voice 7: and they're excited to work with Islands Trust.

[0:13:58] Voice 7: And they're all available.

[0:14:02] Voice 7: We've decided to do these two webinars in the new year, early on in the new year.

[0:14:09] Voice 7: It works kind of timing-wise, and they're both available.

[0:14:12] Voice 7: And we also have an elder welcome for all of our webinars, including these two.

[0:14:22] Voice 7: Maybe I'll just leave it there for questions from now.

[0:14:25] Voice 7: I see Trustee Peterson has one.

[0:14:29] Trustee Evans (probable): Go ahead, Trustee Peterson.

[0:14:32] Voice 4: Thank you, Chair, and thank you, Morgana.

[0:14:35] Voice 4: I guess my main question is around there's about an hour and 20 minutes estimated for the native plant gardening piece.

[0:14:47] Voice 4: There isn't an estimated time on the invasive species plant removal.

[0:14:52] Voice 4: And well, I think what I'm hearing is that these two presenters know each other and work together, and it might be a really great synergy.

[0:15:04] Voice 4: But I guess my only concern is if we do combine them, how long is, would the session be? And that's really what that's really about is sometimes folks are willing to commit to an hour, half, two hours.

[0:15:25] Voice 4: But if we start running into, you know, maybe three hours, then it is a lot for folks to commit to.

[0:15:32] Voice 4: And that's kind of my hesitation around combining them is sort of getting a sense of what the combined length might be.

[0:15:41] Voice 4: But otherwise, it sounds like there's some great synergy there.

[0:15:44] Voice 4: So if you can help me with that, that'd be great.

[0:15:47] Voice 7: Yes.

[0:15:50] Voice 7: So apologies for not including the timing for the invasive species.

[0:15:53] Voice 7: It would be the same.

[0:15:55] Voice 7: Since I only found one presenter for each topic,

[0:15:59] Voice 7: I asked if they could do a slightly longer presentation.

[0:16:03] Voice 7: If they were together, they would trim that down a little bit

[0:16:09] Voice 7: so that it would still be within the 90 minutes because, yes,

[0:16:13] Voice 7: that's kind of ideal we found with previous webinars that that's

[0:16:18] Voice 7: about the length of time that people want to be

[0:16:21] Voice 7: on watching a screen presentation for.

[0:16:28] Trustee Evans (probable): I am going to just interrupt here and apologize.

[0:16:30] Trustee Evans (probable): I cannot find my hands up to put myself on the speaker's list.

[0:16:37] Trustee Evans (probable): I had to do an upgrade today.

[0:16:39] Trustee Evans (probable): I don't know if anyone can tell me where that is on the new version.

[0:16:42] Trustee Evans (probable): The little heart.

[0:16:43] Trustee Evans (probable): The heart?

[0:16:44] Trustee Evans (probable): Yeah.

[0:16:45] Trustee Evans (probable): Oh, you know what?

[0:16:46] Trustee Evans (probable): I wasn't clicking the heart.

[0:16:47] Trustee Evans (probable): I was clicking the up arrow.

[0:16:49] Trustee Evans (probable): So I was only getting full, medium, and hidden.

[0:16:51] Trustee Evans (probable): Thank you very much.

[0:16:51] Trustee Evans (probable): Go ahead.

[0:16:52] Trustee Evans (probable): Go ahead, Trustee Fast.

[0:16:54] Voice 6: Thank you.

[0:16:55] Voice 6: Yeah, my question was about the same as Tim's just, and that's the answer I expected. I was thinking that, well, to start off, this sounds fantastic. I really like having the First Nations perspective in both of these. And I think they sound like they're going to be terrific.

[0:17:17] Voice 6: I am hearing that there's nine webinars planned, and that we're still have an empty program coordinator position. I am open to the idea of combining these partly because I was thinking also about the practicality of pulling out all the invasives, and then you have to have something ready to go into that space.

[0:17:43] Voice 6: otherwise all the weeds and things come back and um so you kind of need a plan and having two

[0:17:49] Voice 6: speakers makes it a more engaging webinar more like a podcast more people know there's going to

[0:17:54] Voice 6: be more um voices and social stuff happening so i uh would be completely open to um uh moving the

[0:18:05] Voice 6: alternate uh uh motion down there even though i know we made the decision earlier i think

[0:18:12] Voice 6: things to split them into two. I think things have changed. We're short in the staff department

[0:18:18] Voice 6: and many various reasons for combining them. And I think it would be more fun if they were

[0:18:28] Voice 6: combined. And I think that would be attractive. So I would like to move that Trust Programs

[0:18:35] Voice 6: committee endorse the content of the removing invasive species and native plant gardening

[0:18:44] Voice 6: webinars project charters and request that staff combine into one webinar thank you

[0:18:51] Voice 6: i

[0:18:55] Trustee Evans (probable): have a seconder okay trustee borthwick seconds and now we will discuss the motion on the floor

[0:19:05] Trustee Evans (probable): Sure. Which is so and I understand the I'm just speaking now for my hand up as well.

[0:19:15] Trustee Evans (probable): Sorry. My question to staff writer was, what are the nine webinars that are planned outside of these four?

[0:19:25] Trustee Evans (probable): So there's an additional five. And I don't recall what those additional five are.

[0:19:30] Trustee Evans (probable): Are they through this trust committee? No.

[0:19:33] Voice 9: No. So we've got a request from the executive committee to put one on around the role of

[0:19:38] Voice 9: Islands Trust. So that's a fairly big one that might attract a lot of interest, which we haven't

[0:19:42] Voice 9: had the capacity to organize as of yet. This is associated with the 50th anniversary of Islands

[0:19:47] Voice 9: Trust. Okay. Regional Planning Committee, I think there's through the freshwater program,

[0:19:53] Voice 9: I think there's a grant, and they're looking at three water-related webinars related to that

[0:19:58] Voice 9: that program i and the third the fourth one um or the fifth one related to that is i heard rumor of

[0:20:04] Voice 9: another bylaw enforcement one for a particular community i don't have the specifics but i heard

[0:20:08] Voice 9: that there was something being incubated there and then of course these four so that was the

[0:20:13] Voice 9: the potential suite okay so

[0:20:16] Trustee Evans (probable): then my question is if there are three other water related ones

[0:20:20] Trustee Evans (probable): and we've got a water related one is there overlap and is is ours a little redundant

[0:20:28] Voice 9: As I understand it, no, but I've turned to Morgana who may have more specifics than I

[0:20:32] Voice 9: currently have. I haven't been involved in those today. And

[0:20:34] Trustee Evans (probable): I know I'm going a little

[0:20:35] Trustee Evans (probable): off topic here, but I do have a reason for it. And it does tie back. Morgana,

[0:20:40] Voice 9: do you have any

[0:20:41] Voice 9: knowledge?

[0:20:42] Voice 7: I have a bit. It's been a while since I spoke to William Schulder. So things might have

[0:20:50] Voice 7: changed since then. But last time I spoke to him, it was quite specific. The project is

[0:20:56] Voice 7: gabriela focused um and i believe the webinars are then more gabriela focused could

[0:21:03] Voice 6: you say that

[0:21:03] Voice 6: again please what focused

[0:21:05] Voice 7: gabriela gabriela yeah

[0:21:08] Trustee Evans (probable): okay so i do remember originally as having this

[0:21:13] Trustee Evans (probable): conversation of having these combined and there were specific reasons for having them separated

[0:21:18] Trustee Evans (probable): which we agreed to at the time and it could be that we do this as a combined version now

[0:21:24] Trustee Evans (probable): and then a future date we can get into more specific ones.

[0:21:30] Trustee Evans (probable): And like you said, with the staff overload

[0:21:33] Trustee Evans (probable): and the fact that there isn't really any other room

[0:21:36] Trustee Evans (probable): for combining or reducing of workload,

[0:21:40] Trustee Evans (probable): then I would be in favor of doing a combined version

[0:21:44] Trustee Evans (probable): as long as it's no more than an hour and a half in length.

[0:21:50] Trustee Evans (probable): And I'm going to see if I can get my hand down.

[0:21:52] Trustee Evans (probable): I'm going to, while I'm figuring that out, Trustee Peterson.

[0:21:55] Trustee Evans (probable): Thank

[0:21:57] Voice 4: you, Chair. I guess my other question was around the financial end of things. Does combining these two subjects into one session potentially mean some cost savings? Not that that's the primary issue, but it's always interesting to know.

[0:22:22] Voice 4: I'll

[0:22:30] Voice 7: answer that. It does mean a little bit of saving. And perhaps we could redirect

[0:22:37] Voice 7: some savings into more promotion. Otherwise, yes, it's a little bit of a saving.

[0:22:45] Voice 4: Thank you.

[0:22:48] Trustee Evans (probable): Okay. So I'm not seeing anybody else's hands up on this topic.

[0:22:54] Trustee Evans (probable): So I think we'll just go ahead and call the question. Let's give everybody another second

[0:23:00] Trustee Evans (probable): in case they've got any further comments not seeing any okay so all those in favor please

[0:23:06] Trustee Evans (probable): raise your hand and I'm just raising mine literally because I'm struggling so I think

[0:23:13] Trustee Evans (probable): that's all of us so that's four in favor please lower your hand and any opposed not seeing any

[0:23:28] Trustee Evans (probable): opposed the motion to combine these two webinars is carried thank you very much all right so the

[0:23:41] Trustee Evans (probable): The next item that we're going to go to is Section 8.1, which is the Policy Statement

[0:23:47] Trustee Evans (probable): Amendment Policy.

[0:23:49] Trustee Evans (probable): And as Staff Rater said, she is the person who drafted this policy, so we'll turn it

[0:23:55] Trustee Evans (probable): over to her to walk us through it.

[0:23:58] Trustee Evans (probable): And as she also said, Staff Marlowe is still on vacation, so he's not available today to

[0:24:04] Trustee Evans (probable): provide any insights.

[0:24:05] Trustee Evans (probable): So over to you.

[0:24:09] Voice 9: Thank you, Chair.

[0:24:09] Voice 9: chair. So this is being brought to you at the request of the committee that had hoped to have

[0:24:13] Voice 9: a conversation. I can let you know this is a long-held desire of Trustee Peterson, who I think

[0:24:18] Voice 9: has been waiting a number of years to discuss this policy. This is a policy of council that

[0:24:24] Voice 9: sets out how any amendment projects of the, like any move to amend the policy statement will

[0:24:30] Voice 9: proceed. It was developed, I worked on it. There was a number of years ago, a big grant to amend

[0:24:38] Voice 9: and the policy statement undertake a large review. After an election, the council of the day came in

[0:24:45] Voice 9: and decided that amending the policy statement was no longer a priority and turned the grant back

[0:24:49] Voice 9: and decided instead to take some moves to update the policies relating to the policy statement,

[0:24:56] Voice 9: which had been a recommendation of a council task force. So this was one of the policies that got

[0:25:01] Voice 9: amended in that next term of council rather than actually doing the amending of the policy

[0:25:05] Voice 9: policy statement. Through that work, there was a lot of consideration around the role of public

[0:25:10] Voice 9: engagement. It is not a requirement in the legislation to engage the public on the policy

[0:25:15] Voice 9: statement, which is different than regional districts, which have a legislative mandate to

[0:25:20] Voice 9: at least consider public engagement every five years. In talking with municipal staff, there was

[0:25:27] Voice 9: some general sense that this might be because the policy statement is meant to be solely about

[0:25:32] Voice 9: preserving and protecting and not sort of subject to popular popular opinion i guess where the public

[0:25:39] Voice 9: engagement piece is meant to certainly be involved is at the um ocp level and um when the policy

[0:25:47] Voice 9: statement is implemented into official community plans the how public engagement that said there

[0:25:52] Voice 9: was a decision to include a consideration of public engagement and a public engagement plan

[0:25:58] Voice 9: So that was the major change to this policy when it was updated, was to include for the provision for council to consider public engagement and to create a plan that considered the various audiences.

[0:26:09] Voice 9: That said, the required audiences when you are doing an amendment project are, we are of course undertaking engagement with nations and you are required by legislation to engage with regional districts.

[0:26:22] Voice 9: Beyond that, everything else is discretionary.

[0:26:25] Voice 9: um with that the um statement also set out a way of selecting topics so prior to the adoption of

[0:26:33] Voice 9: this policy there was a third there was a policy statement amendment policy a policy statement

[0:26:37] Voice 9: implementation policy and a topic review inventory policy uh the topic review inventory policy was

[0:26:44] Voice 9: seen as just too much bureaucracy and sort of unnecessary so essentially this policy that

[0:26:49] Voice 9: that idea was woven into this policy, that there were two ways. We can keep a running list of

[0:26:54] Voice 9: topics in need of attention, or council, through its initial startup in the term, could look at,

[0:27:00] Voice 9: what are strategic priorities? What did people run on? What might be needed? And so they landed

[0:27:05] Voice 9: on using both methods, really, but potentially looking at the strategic planning process as a

[0:27:10] Voice 9: way of selecting a topic. There is a desire to ensure that each term, there is at least a

[0:27:18] Voice 9: consideration of updating the policy statement. So it's not left as it's currently been left about

[0:27:22] Voice 9: 30 years. Staff, the feasibility of doing more than one amendment project in a term is uncertain,

[0:27:32] Voice 9: but I would say staff, we're going to advise caution that you might not be able to achieve.

[0:27:37] Voice 9: I know we've talked in the past at this committee about doing one topic annually with the public

[0:27:41] Voice 9: engagement requirement and the requirement for referrals. That's not practical. I think it would

[0:27:46] Voice 9: would be at least probably two years to get through this cycle if it was done through regular

[0:27:51] Voice 9: quarterly council meetings. But that is certainly something for the committee to discuss. So with

[0:27:56] Voice 9: that general overview, I think I'll leave it there. You've got our cover briefing, which kind of sets

[0:28:00] Voice 9: out the background in addition to what I've said today. But we'd be happy to take questions. I

[0:28:05] Voice 9: think council would welcome thoughts on this now that we're deep in a review process that is taking

[0:28:10] Voice 9: multiple years um how can we move ahead i would let you know that in the past when there were

[0:28:17] Voice 9: individual topics undertaken by trust programs committee and now i'm talking 15 20 years ago

[0:28:24] Voice 9: none of them were successful at council to my knowledge so they would be incubated at this

[0:28:28] Voice 9: committee level um often on controversial topics that had come up in community around

[0:28:32] Voice 9: implementation of policy statement and for whatever reason when they were brought forward

[0:28:37] Voice 9: to council they weren't successful in being adopted so that might be something just for

[0:28:40] Voice 9: the committee to reflect on too is whether as we're currently doing having amendments debated

[0:28:46] Voice 9: at the council or committee of the whole level might be beneficial to bringing broad understanding

[0:28:51] Voice 9: to the topic ahead of a vote rather than having it incubated at the committee level where you've

[0:28:55] Voice 9: only got a subset of trustees

[0:28:56] Voice 10: that

[0:28:57] Voice 9: said there's a certain efficiency to incubating things with a

[0:29:00] Voice 9: smaller number of people okay so with all of that over to the committee and we're here to help i'm

[0:29:05] Voice 9: here to help with questions and we've got uh trustee humans in the wings as a as a land use

[0:29:10] Voice 9: planner if that's helpful thank

[0:29:13] Trustee Evans (probable): you very much um trustee

[0:29:15] Voice 6: fast uh thank you just a quick question

[0:29:18] Voice 6: um the very bottom line that's there showing on the screen uh i just wanted to check that

[0:29:26] Voice 6: from what you said any amendment to the policy statement amendment policy would take

[0:29:34] Voice 6: would be unlikely to occur in less than two years or the policy statement or both um

[0:29:41] Voice 9: no um the policy

[0:29:42] Voice 9: statement itself okay

[0:29:43] Voice 6: yeah

[0:29:45] Voice 9: this policy this this policy itself can just go to council for a vote

[0:29:50] Voice 6: okay thank you that's what i wanted to know is how long okay thank you

[0:29:54] Voice 6: thank

[0:29:56] Trustee Evans (probable): you okay i'm gonna turn it over to trustee peterson first

[0:30:00] Trustee Evans (probable): then i'll speak okay

[0:30:04] Voice 4: thank you chair um yes it has been uh it has been a few years that i've been

[0:30:11] Voice 4: hoping that we get to this um i think where we're at with the sure volume of revision um

[0:30:19] Voice 4: that we're looking at uh through committee of the whole and then trust council

[0:30:24] Voice 4: speaks to the necessity um there's a couple of things i wanted to highlight um

[0:30:31] Voice 4: Um, uh, the staff report, um, talks about the requirement for public engagement on which

[0:30:40] Voice 4: topics to review might hamper efforts to achieve more frequent reviews.

[0:30:44] Voice 4: So that seems like something that could be, uh, addressed without being a requirement

[0:30:52] Voice 4: within the policy.

[0:30:54] Voice 4: Um, I, I think it's great to take the input, uh, from public on, on what, uh, topics might

[0:31:02] Voice 4: might be but if it's going to hamper the regular review identification um then i think it should

[0:31:12] Voice 4: not be a requirement i think it should be um optional because of course well the public may

[0:31:20] Voice 4: bring topics up um also trustees might as well and i wouldn't want to have to

[0:31:28] Trustee Luckham: wait

[0:31:28] Voice 4: if we have an emerging emerging um issues uh coming i wouldn't want to have to slow things down

[0:31:35] Voice 4: to uh to a point that might impair the ability of a council to to do a identification of policies

[0:31:44] Voice 4: that might need reviewing i think there's a couple of spots within the existing policy

[0:31:50] Voice 4: policy, that I think the language could be a bit stronger in terms of really flagging for incoming

[0:32:00] Voice 4: trust councils that this work should be done and shouldn't be pushed to the side

[0:32:07] Voice 4: for years and years, as has been the case. So I'm not entirely sure how we would do that. I'm

[0:32:17] Voice 4: I'm thinking some kind of a must or shall language,

[0:32:21] Voice 4: perhaps a one year into the term,

[0:32:24] Voice 4: that that work should be flagged as needing to be looked at.

[0:32:29] Voice 4: Of course, any trust council can decide that once they've had a look

[0:32:37] Voice 4: and put some time into it, that maybe policies are fine

[0:32:41] Voice 4: and don't need updating, but that's different

[0:32:43] Voice 4: than just not doing any of the work.

[0:32:47] Voice 4: And that's my biggest concern is that it really feels like the work hasn't been done for a number

[0:32:53] Voice 4: of years. And given the cost of, as we all know, of the present review, it is a real shame that

[0:33:00] Voice 4: a previous trust council turned down substantial grant funding to do this work. So I'll leave it

[0:33:07] Voice 4: it there um and effort not to be too repetitive thank you thank

[0:33:16] Trustee Evans (probable): you um okay so my comments

[0:33:19] Trustee Evans (probable): were if we take a look at section a in the definitions um i think staff rater had mentioned

[0:33:29] Trustee Evans (probable): that nations were um like at a higher level that they're mandated to be consulted

[0:33:38] Trustee Evans (probable): resulted so then i think number three and the consider the following audiences should be moved

[0:33:44] Trustee Evans (probable): up into the first section where you have to do those those pieces rather than having first

[0:33:53] Trustee Evans (probable): nations as a may consider the the so i i'm kind of looking at separating out things that must be

[0:34:01] Trustee Evans (probable): done versus things that are nice to do if that makes sense um and the other item that i noted

[0:34:09] Trustee Evans (probable): was you had mentioned that um in the policy statement it had inadvertently been referencing

[0:34:16] Trustee Evans (probable): section c1 which refers to the honest trust act i think that's still necessary but you can also

[0:34:23] Trustee Evans (probable): add in there um and you can add a1 as applicable so that you get both of them because this is this

[0:34:32] Trustee Evans (probable): This is these are policy amendments and they do have a process that is mandated through the Honest Trust Act.

[0:34:40] Trustee Evans (probable): So it has to reference that. But in addition, because the Honest Trust Act is missing the separation of other audiences to consider.

[0:34:50] Trustee Evans (probable): I think that I think we should have both referenced and hopefully that that address it.

[0:34:56] Trustee Evans (probable): other than that, I really didn't have many other comments. Trustee Peterson has addressed the other

[0:35:02] Trustee Evans (probable): ones that I was thinking of as well. So I'll see if anybody else has any other items or if any of

[0:35:11] Trustee Evans (probable): the discussion is needed, because this is a really important policy like this is, you know, and we

[0:35:20] Trustee Evans (probable): can we will have another discussion on this in the future as well. Give give people a little bit more

[0:35:25] Trustee Evans (probable): time to sit with it because i don't want this rushed at all um trusty fast sorry my hand is

[0:35:33] Trustee Evans (probable): staying up just because i'm struggling that's okay i am

[0:35:37] Voice 6: uh thank you i am agree with much of

[0:35:41] Voice 6: what's been said and uh i'm looking at um a and the part that says on page 22 the part that says

[0:35:52] Voice 6: and considers the yeah thank you um considers the following audiences i'm i'm wondering i heard uh

[0:36:01] Voice 6: director freighter say uh that regional districts must be consulted first nations must be consulted

[0:36:09] Voice 6: and um i'm uh so they need to be in a must be consulted category rather than considers

[0:36:19] Voice 6: considers the following audience, which means you might decide what they were going to say

[0:36:24] Voice 6: or speak for them in some way in an engagement process. And I would also say local trust

[0:36:31] Voice 6: committees or at least island municipalities, Bowen Island municipality would want to have a say.

[0:36:38] Voice 6: And so I don't know what people think about that. Local trust committees sit on trust council,

[0:36:45] Voice 6: Bowen Island Municipal Council does not. Only two trustees. So I just like the idea of having a

[0:36:54] Voice 6: category that says must

[0:36:57] Trustee Evans (probable): be. Thank you. This is my virtual.

[0:37:03] Trustee Evans (probable): Christina, go ahead. Thank you. So that follows along with what I was suggesting as well. So

[0:37:09] Trustee Evans (probable): maybe where it says number one in the engagement plan, blah, blah, blah. Then we have A, B, and C.

[0:37:15] Trustee Evans (probable): oh my dog just had a fart that's really stinky um oh um so then you can have a with one through

[0:37:24] Trustee Evans (probable): eight b must oh i'm sorry it's gaggable um and then c is um uh uh you know um like optional or

[0:37:37] Trustee Evans (probable): or a word that says, you know, sorry, that was, yeah, I'm done.

[0:38:01] Voice 6: Anybody else?

[0:38:04] Voice 6: Yeah, maybe what the words you were searching for was must have regard to

[0:38:09] Voice 6: or something like that.

[0:38:11] Voice 6: Anyway, I'm sure we can figure out the wordsmithing later,

[0:38:14] Voice 6: but I like that idea of having a category where it's clearly laid out who must be.

[0:38:19] Voice 6: Thank you.

[0:38:20] Voice 6: Yeah, Trustee Peterson.

[0:38:25] Voice 4: Thank you, Chair.

[0:38:26] Voice 4: So my question is around next steps.

[0:38:32] Voice 4: It sounds like we have some thoughts about tweaking the policy itself, but how do we get to that point?

[0:38:44] Voice 4: The report mentions the Director of Legislative Services is away, and I know in general,

[0:38:51] Voice 4: he's got on his work plan addressing updating policies but where did director freighter where

[0:39:00] Voice 4: do you see the the work moving next in terms of this committee and what level of direction

[0:39:07] Voice 4: at this point is appropriate to enable that

[0:39:13] Voice 9: certainly yes trustee marler is coordinating

[0:39:16] Voice 9: an update of policies, but basically he coordinates it and then assigns the policy

[0:39:21] Voice 9: holders to update their pieces. So that work would be coming to the Trust Area Services team

[0:39:26] Voice 9: regardless. So if you'd like us to take on drafting amendments to this policy, we can

[0:39:30] Voice 9: certainly do so and bring it back to you at a future meeting. It would be great to have a

[0:39:33] Voice 9: resolution directing us to do that work so it can be accounted for. And we could certainly bring you

[0:39:39] Voice 9: a track changes version for consideration at your next meeting where you could debate further

[0:39:44] Voice 9: further changes or perhaps forward it to council for consideration of updates.

[0:39:50] Trustee Evans (probable): Sounds good. I just had one more question for Trustee Peterson before we get into making that

[0:39:56] Trustee Evans (probable): motion. Because you were looking at having this reviewed, and this was sort of a desire of yours,

[0:40:06] Trustee Evans (probable): was there anything specifically in here that was of concern to you, or having read this policy

[0:40:12] Trustee Evans (probable): amendment um policy statement amendment policy does it like with the things that we've just

[0:40:18] Trustee Evans (probable): discussed does this cover the items that you had concerns over i

[0:40:24] Voice 4: think my biggest concern is

[0:40:26] Voice 4: that the language uh in the policy is not quite prescriptive enough in in terms of

[0:40:35] Voice 4: essentially telling trust counsel have a look at this every term doesn't mean you have to get into

[0:40:43] Voice 4: to the big review but you have to formally stop and take a look and identify if there are areas

[0:40:51] Voice 4: that need work so that it doesn't get brushed under a side um that's my biggest most outstanding

[0:41:00] Voice 4: concern there's a number of small um uh edits but it's a finding way to make the and i appreciate

[0:41:09] Voice 4: the comments from trustee fast and trustee evans around the engagement section that's important

[0:41:17] Voice 4: that needs to be um done but for example in uh in section b 1.2 each term trust council will

[0:41:31] Voice 4: identify is that strong enough because it doesn't seem that trust council has done that and then in

[0:41:37] Voice 4: section two on the topic review inventory upon request is that part of why trust council hasn't

[0:41:43] Voice 4: been doing this work obviously the references the incorrect references to c1 need to be corrected

[0:41:49] Voice 4: but those are that's what really stands out for me as a way to identify to incoming trust

[0:41:55] Voice 4: councils this is necessary work and you have to put your minds to it that's good thank you okay

[0:42:04] Trustee Evans (probable): Okay, so what I'm going to ask for, and I'll go to Trustee Fast, and I see your hand up,

[0:42:09] Trustee Evans (probable): is that we as a collective group draft a motion together, and then we can get somebody to move it

[0:42:16] Trustee Evans (probable): if we're okay with that. And before we get there, I'll let Trustee Fast have her comments.

[0:42:22] Voice 6: Oh, sure. Thank you, Chair. I just wanted to say I too was looking like Trustee Peterson at

[0:42:29] Voice 6: at 1.2 at the top of the screen there, thinking that it could read, each term Trust Council must

[0:42:36] Voice 6: identify policy statement review and or amendment tasks to be completed in the term,

[0:42:42] Voice 6: so that it's clear that they've got this, that it needs to be done. It's not just for some future

[0:42:48] Voice 6: date. But that's just wordsmithing. And I realize we want to get a lot more input from staff.

[0:42:54] Voice 6: staff uh thank you and

[0:42:57] Trustee Evans (probable): i was just going to add to that there can be times when trust council looks

[0:43:00] Trustee Evans (probable): at the policy statement and says we don't have anything in there to review we don't have any

[0:43:06] Trustee Evans (probable): changes to not that we have to review it but we don't have any amendments so um so yeah i just

[0:43:14] Trustee Evans (probable): want to be careful that we don't say we have to amend it every term we have to review it every

[0:43:19] Trustee Evans (probable): term. It doesn't. I know it was just like the wording as it was coming out. I'm just going to

[0:43:26] Trustee Evans (probable): be, we don't wind up accidentally doing that. So if we're okay, let's start working together on

[0:43:36] Trustee Evans (probable): a motion. I see trustee Luckham's hand is up.

[0:43:41] Trustee Luckham: Yeah. Thank you, chair. Without wanting to state

[0:43:47] Trustee Luckham: the obvious. Just want to make sure that we have all of this in context. This is a policy which

[0:43:56] Trustee Luckham: can be reviewed and amended at various points in time as we progress through taking on this work.

[0:44:03] Trustee Luckham: And I'm grateful to Trustee Peterson for persistently bringing this to the table because

[0:44:09] Trustee Luckham: it's got left behind on a number of occasions. I'm glad to have it here. But I perceive that

[0:44:16] Trustee Luckham: that the policy statement as a living document, at the juncture that we decide to advance the

[0:44:24] Trustee Luckham: policy statement in its present form or whatever iteration of it that is determined to get advanced

[0:44:31] Trustee Luckham: to council, there's going to be a list, I believe, of other amendments that need to be made

[0:44:38] Trustee Luckham: because we've not had the time to delve into it and we're not searching, hopefully,

[0:44:44] Trustee Luckham: Hopefully, we're not looking to achieve a perfect document at this iteration, but there's

[0:44:49] Trustee Luckham: plenty of work, and ideally, coming out of a policy amendment and adoption process, we

[0:44:56] Trustee Luckham: have a list, and over the coming years or terms even, we would address those issues

[0:45:04] Trustee Luckham: as it becomes clear and apparent how those amendments need to be made.

[0:45:08] Trustee Luckham: So there'll be no shortage of potential amendments, and absolutely, council needs to review

[0:45:14] Trustee Luckham: view what that list looks like in order to prioritize what it believes is the most important

[0:45:22] Trustee Luckham: of the future amendments to the priority. So sorry if I'm stating the obvious, but I just thought it

[0:45:28] Trustee Luckham: was necessary to say that.

[0:45:31] Trustee Evans (probable): Thank you. Trustee Peterson?

[0:45:34] Voice 4: Thank you, and thank you, Peter, for

[0:45:38] Voice 4: saying that. I just want to echo that, and I've said this in Committee of the Whole more than once,

[0:45:44] Voice 4: uh this it's the policy statement's intended to be an iterative document it's it's not a right

[0:45:49] Voice 4: once and and leave it alone for many many many years that's why it's such a big task right now

[0:45:58] Voice 4: um but that's also why we we don't need to make it we don't need to just sweat bullets uh uh

[0:46:08] Voice 4: endlessly, to make sure this is perfect. The reason that I think following this course of

[0:46:18] Voice 4: amending the amendment policy is important is to give Trust Council that confidence

[0:46:25] Voice 4: that this work is going to be done on a regular basis. And so obviously striving for as good of

[0:46:32] Voice 4: of a document as we can is worthy, but also knowing and having confidence that it's going

[0:46:39] Voice 4: to be reviewed regularly, I think takes some of the pressure off for perfection and wordsmithing

[0:46:46] Voice 4: and all of that stuff so that we can get a document. Ideally, we can get a policy statement

[0:46:54] Voice 4: um approved by this in this term and and move on and hopefully just do smaller pieces

[0:47:03] Voice 4: iteratively over the next few terms so that it's not such a giant ordeal and you know costly as

[0:47:10] Voice 4: well thank you thank

[0:47:14] Trustee Evans (probable): you um i was also going to add sorry my my calf i'm struggling with my hand

[0:47:20] Trustee Evans (probable): when we do get to that point once we get through this iteration as long as we get the wording in

[0:47:28] Trustee Evans (probable): here correctly done and each term looks at it and each term says yay or nay requirements or

[0:47:37] Trustee Evans (probable): amendments are needed or not needed and we go through an engagement process to see what

[0:47:42] Trustee Evans (probable): the you know nice to haves and the must haves bring forward there'll be small changes when

[0:47:48] Trustee Evans (probable): When there's small changes, then we don't wind up with knee-jerk reactions from major overhauls, as we have seen.

[0:47:58] Trustee Evans (probable): And it'll be a much nicer, smoother process, which I'm quite sure staff will appreciate as well.

[0:48:03] Trustee Evans (probable): So it's imperative we get this policy right to improve the process for amendments to the policy statement in the future.

[0:48:16] Trustee Evans (probable): Staff, ready to go ahead?

[0:48:18] Voice 9: Yes, if I might, I'll just supplement that by saying staff agree. And I think one of the fears around the policy statement is the need to get it perfect, because it affects all the official community plans and land use bylaws.

[0:48:31] Voice 9: But recognizing if we go and implement this new one and it's found that some particular policy is problematic to implement, we could deal with it swiftly and council, much as I'm saying it could take up to two years, if council chose to prioritize the work and schedule special meetings, it could be done in a shorter timeframe.

[0:48:48] Voice 9: Um, so that is part of the, I think the messaging that might be needed to provide some comfort to

[0:48:53] Voice 9: people when we do move forward with the current draft, um, which continues to be refined by

[0:48:57] Voice 9: council that it is not locked in stone. It is an eminently flexible document that said it does

[0:49:03] Voice 9: take a, you know, we expect ministerial approval this time to take up to six months, but when

[0:49:08] Voice 9: you're bringing forward one small policy, we can work with staff in advance to really smooth that

[0:49:12] Voice 9: that path um so i expect the whole thing could be quite progressed or compressed so that might

[0:49:18] Voice 9: be important messaging if you choose to want to pass this this term um to provide some reassurance

[0:49:23] Voice 9: to future trust councils and to trustees thank

[0:49:28] Trustee Evans (probable): you um trustee fast thank you i have a uh a motion

[0:49:34] Trustee Evans (probable): uh and i

[0:49:35] Trustee Evans (probable): then i just interrupt i had actually requested that we work as a collective group

[0:49:39] Trustee Evans (probable): group to develop a motion. Right, I heard you. So if you want to start us off with wording,

[0:49:45] Trustee Evans (probable): I'm very happy for that. I'm just going to request you don't move the motion until we as a collective

[0:49:49] Trustee Evans (probable): have agreed on the wording. Thank you. I'm obviously operating

[0:49:55] Voice 6: on habit here.

[0:49:56] Voice 6: Okay. Some suggested wording might be that Trust Programs Committee request staff to draft

[0:50:05] Voice 6: craft an updated trust program state trust policy statement amendment policy so

[0:50:13] Trustee Evans (probable): okay i think we'd

[0:50:14] Trustee Evans (probable): like to get in i'm just like going to get into i'd like us to get a little bit more specific as to

[0:50:18] Trustee Evans (probable): what changes we'd like to put in there so if we can maybe bring up the screen with a word document

[0:50:26] Trustee Evans (probable): and we can start crafting this together um and i've got a couple of other hands up so trustee

[0:50:34] Trustee Evans (probable): peterson followed by staff raider yeah

[0:50:38] Voice 4: thank you i've got some um thoughts about uh wording for

[0:50:43] Voice 4: the motion but before that i wanted to actually ask director freighter about um how detailed

[0:50:52] Voice 4: you would like the motion in terms of the discussion we've had and uh and what level's

[0:51:01] Voice 4: helpful and and what level is is unnecessary that was my first part um

[0:51:07] Voice 9: thank you um yes um i'll ask

[0:51:09] Voice 9: jason to stop sharing screen and then robert barlow can bring up a word document i will note i think

[0:51:14] Voice 9: it is somewhat helpful to have specifics i think it signals to everyone what the intentions are

[0:51:18] Voice 9: i have drafted a motion based on what i heard already for the consideration of the chair that

[0:51:23] Voice 9: i've sent over to her and um robert barlow um but certainly just has some preliminary ideas

[0:51:29] Voice 9: is um so i think that's what's on screen here so sorry for a bit presumptuous but i thought it

[0:51:34] Voice 9: might be assistive um to your discussion to have something to kick the tires off rather than start

[0:51:39] Voice 9: from scratch chair

[0:51:44] Voice 5: evans yes go ahead i

[0:51:46] Voice 5: i now have about three potential motions um one from staff

[0:51:53] Voice 5: one from another trustee and one from trustee fast uh there's the first one here you can see

[0:52:01] Voice 5: and then there's another one they're all very similar yeah

[0:52:06] Trustee Evans (probable): and

[0:52:08] Voice 5: then there was a third one that

[0:52:10] Voice 5: trustee fast just started on yeah

[0:52:12] Trustee Evans (probable): i'm going to i'm going to suggest that we start with the middle one

[0:52:17] Trustee Evans (probable): and amend that as is necessary because i think that encompasses the other two as well

[0:52:22] Trustee Evans (probable): um trustee fast sorry you were you were speaking i

[0:52:26] Voice 6: i i withdraw that motion that i didn't really

[0:52:29] Voice 6: make it was just a starting point thank

[0:52:36] Trustee Evans (probable): you and trustee peterson go ahead yeah

[0:52:40] Voice 4: on the draft motion

[0:52:44] Voice 4: um it says to make more clear that trust council should consider the need for amendments

[0:52:53] Voice 4: um i'd like the language to be strong to that to make more

[0:53:00] Voice 4: clear that trust council

[0:53:01] Voice 4: council must consider the need because i think consider is

[0:53:06] Voice 4: the qualifier and must means we must

[0:53:08] Voice 4: do the consideration yeah

[0:53:11] Trustee Evans (probable): the other thing that i'd like

[0:53:12] Voice 4: to put in there is unless there's some

[0:53:13] Voice 4: legislative problem with that but that's what i'd like to see the like type of strength of language

[0:53:20] Trustee Evans (probable): do apologize for interrupting i got excited um the other thing i'd like to see in there is timing

[0:53:28] Trustee Evans (probable): because there's no point if uh if we if we change the language to must consider it and they don't

[0:53:33] Trustee Evans (probable): consider it until the third or fourth year of their term i think it we have to put timing in

[0:53:37] Trustee Evans (probable): that that it must be reviewed um within the first year of the term or something like that

[0:53:59] Trustee Evans (probable): to consider yeah because then now now we're getting in now we're starting to get into a

[0:54:08] Trustee Evans (probable): little bit more of smart so we're getting specific we're getting got the timing in here

[0:54:13] Trustee Evans (probable): year you've got yeah staff rita i

[0:54:19] Voice 9: will note happy to have the resolution as drafted we will do some

[0:54:22] Voice 9: internal work trust council cannot fetter its own discretion into the future so i think there might

[0:54:27] Voice 9: be some constraint to saying it must do a thing within its own policies so we will take the

[0:54:33] Voice 9: direction but we may seek a quick legal counsel on how constraining a policy can be on a future

[0:54:38] Voice 9: trust council i know we've certainly run into that with the policy statement as well um that

[0:54:43] Voice 9: it we've had to be careful in that area but happy to have this in the resolution bring back what we

[0:54:47] Voice 9: can within that as strong as we can within that intent

[0:54:50] Trustee Evans (probable): i think it's okay to say it must be reviewed

[0:54:53] Trustee Evans (probable): within a certain time frame what we can't say is what they must do with it like you must do these

[0:54:57] Trustee Evans (probable): amendments we can't say that but it'll be good to get director marlor on that trustee borthwick

[0:55:06] Voice 3: i'm sorry this is just grammar things here for me but uh the way that that reads to me right now is

[0:55:14] Voice 3: was that trust counsel must be reviewed.

[0:55:19] Voice 3: And I would, I mean, personally,

[0:55:21] Voice 3: I would change, make more clear to just clarify.

[0:55:25] Trustee Evans (probable): Must review.

[0:55:29] Voice 3: Yes, but the subject of must be reviewed

[0:55:32] Voice 3: is trust counsel, the way that's laid out,

[0:55:34] Voice 3: not the policy statement amendment policy.

[0:55:38] Voice 3: Do you see what I mean?

[0:55:41] Trustee Evans (probable): No, it's the policy statement,

[0:55:47] Trustee Evans (probable): not the policy statement amendment policy.

[0:56:04] Voice 9: And Robert, I think you also heard perhaps change

[0:56:06] Voice 9: just to take out to make more clear to change it to clarify i know

[0:56:13] Voice 3: that's using clarify twice now

[0:56:15] Voice 3: in the motion but it it is a better way to write it

[0:56:18] Voice 9: two lines up robert where

[0:56:24] Voice 5: would you like to

[0:56:25] Voice 5: see this word clarified to make more clear to clarify yeah

[0:56:28] Voice 3: yeah with with the permission of

[0:56:32] Voice 3: the rest of the committee i don't mean to like bog us down and stuff but i do think that is

[0:56:36] Voice 3: slightly better can

[0:56:56] Voice 9: i check chair evans are you with us it's hard to tell if you're frozen yeah

[0:56:59] Trustee Evans (probable): Yeah, no, I'm reading. I'm reading. Sorry.

[0:57:04] Trustee Evans (probable): Would

[0:57:05] Voice 5: it be of assistance if we turned some of these into a list?

[0:57:09] Voice 5: I

[0:57:10] Trustee Evans (probable): think so. I think so. That would definitely help me. Yeah. So yeah. So can I just have it

[0:57:38] Trustee Evans (probable): explained, Staff Rater, when you say add efficiencies regarding selection of topics,

[0:57:44] Trustee Evans (probable): what do you mean by that?

[0:57:46] Voice 9: I added that when I thought I heard Trustee Peterson talking about

[0:57:50] Voice 9: the beginning of the policy where it has um where was it you referenced it was three point

[0:57:57] Voice 9: oh hang

[0:57:58] Trustee Luckham: on i'm on a

[0:57:59] Voice 9: different policy here let me get there um it had talked about the need for

[0:58:03] Voice 9: either doing a public engagement or engaging on the topic review inventory list so 3.1

[0:58:09] Voice 9: i thought i heard there was a desire for council to maybe just select its own topics without

[0:58:13] Voice 9: engaging with others so that was intended that we could make that change um provide the of course

[0:58:18] Voice 9: course council can select whatever it wanted but to maybe provide more leeway for council just to

[0:58:23] Voice 9: select topics off the list it has rather than undergo a big process of topic selection yeah i

[0:58:34] Trustee Evans (probable): think i might like a little bit more conversation around that item and i see trustee peterson has

[0:58:41] Trustee Evans (probable): his hand up so let's go there first yeah

[0:58:46] Voice 4: thank you i initially put my hand up to uh i'm going to

[0:58:50] Voice 4: to suggest that the second clarify could be identify um but that's uh now that we're into

[0:58:57] Voice 4: this bit um there's actually section 2.1 um is the upon request language and i think maybe um

[0:59:16] Voice 4: maybe that needs to be expanded to um to reflect two different pieces which one which would be

[0:59:25] Voice 4: that trust council um does the work of identifying but also upon request trust council will consider

[0:59:34] Voice 4: suggestions and i would take that by being um essentially from other stakeholders so it's just

[0:59:46] Voice 4: a little i wanted to make sure that the language is is strong as far as telling trust council to

[0:59:54] Voice 4: to do this work to the extent that we're allowed.

[0:59:59] Voice 4: And then still

[1:00:00] Voice 4: leave the option that if we have a request from um external stakeholders whether that be the public

[1:00:08] Voice 4: or first nations or regional district or something like that that we we would consider them still

[1:00:14] Voice 4: and then yeah and then 3.1 um yeah it's it's again it's the may language could be stronger that's

[1:00:30] Voice 4: It's, and I'd just like to, I just really like, I want to do this amendment, policy

[1:00:37] Voice 4: amendment, just to put in as strong of a suggestion as we're permitted to future trust

[1:00:44] Voice 4: councils.

[1:00:45] Voice 4: Thank you.

[1:00:48] Trustee Evans (probable): I was also going to say in our motion, should we identify the sections that we're referring

[1:00:52] Trustee Evans (probable): to here for changes?

[1:00:56] Trustee Evans (probable): Is that necessary or not?

[1:00:58] Voice 9: It is not necessary from staff's perspective, but certainly you can do whatever you wish

[1:01:03] Voice 9: with the motion.

[1:01:04] Trustee Evans (probable): No worries. Okay. Do we have any other discussion or comments on the draft of the motion? So if we're all happy with that, I'll ask for someone to move it. Trustee Peterson.

[1:01:27] Voice 4: I just had one small thing, which was to name the policy number, policy statement, amendment policy 1.2.1. And if that's acceptable, then I'm happy to make the motion.

[1:01:52] Voice 4: I

[1:01:54] Trustee Evans (probable): think so. I don't see anyone crying.

[1:01:58] Voice 4: Okay. I move that Trust Programs Committee direct staff to update that Trust Council Policy 1.2.1 Policy Statement Amendment 2 clarify that Trust Council must review the policy statement within the first year of a term of office to consider the need for amendments each term, identify which audiences must be engaged, add efficiencies regarding selection of topics, and correct reference errors.

[1:02:24] Voice 4: And

[1:02:27] Trustee Evans (probable): do I have a seconder?

[1:02:28] Trustee Evans (probable): Trustee Borthwick, you seconding?

[1:02:29] Trustee Evans (probable): Perfect.

[1:02:34] Trustee Evans (probable): Okay.

[1:02:35] Trustee Evans (probable): And just as clarification again,

[1:02:37] Trustee Evans (probable): with correction of reference errors,

[1:02:39] Trustee Evans (probable): it is not intended to replace all C1s with A1s,

[1:02:43] Trustee Evans (probable): but rather to add in A1 as well.

[1:02:48] Trustee Evans (probable): Perfect.

[1:02:50] Trustee Evans (probable): Okay.

[1:02:51] Trustee Evans (probable): Any other discussion on this motion?

[1:02:54] Trustee Evans (probable): Or are we happy?

[1:02:57] Trustee Evans (probable): I'm not seeing anyone putting their hands up,

[1:03:01] Trustee Evans (probable): so I will call the question.

[1:03:04] Trustee Evans (probable): all those in favor of the motion on the screen please raise your hand okay everybody put your

[1:03:13] Trustee Evans (probable): hand down and are there any opposed not seeing any opposed but seeing a very cute kitty cat

[1:03:22] Trustee Evans (probable): motion is carried all right that's great work and a great start to what I assume is going to

[1:03:33] Trustee Evans (probable): be a longer conversation in the future either here or at community of the whole but I would

[1:03:40] Trustee Evans (probable): would like to recommend that once we do see the changes to this policy and we do move forward,

[1:03:45] Trustee Evans (probable): that we take it to Committee of the Whole for a nice discussion there before hitting Trust Council

[1:03:50] Trustee Evans (probable): for a decision. Seconds. Am I unfrozen again? Okay. Sorry, I froze in the middle of that.

[1:04:06] Trustee Evans (probable): Okay, so moving on. Our next item is the proposed dates for our Trust Programs Committee for the

[1:04:17] Trustee Evans (probable): the 2025-26. So if we can scooch on down there, once we can get that back on the screen. I'm not

[1:04:37] Trustee Evans (probable): sure if somebody can put that on the screen or not, or if it's being worked on. It looks like

[1:04:42] Trustee Evans (probable): it's being worked on.

[1:04:51] Voice 5: Chair, if I may, I just wanted to check that, Jason, are you showing

[1:04:55] Voice 5: the agenda? Could you show the agenda, please?

[1:04:58] Voice 9: I've just received a text that the power's gone

[1:05:00] Voice 9: gone out in the Victoria often so I will share the agenda that's about right um okay um just one

[1:05:13] Voice 9: moment I need to close my email before I do this if

[1:05:19] Voice 5: it's easier I can show the agenda um

[1:05:22] Voice 9: no I can

[1:05:23] Voice 9: do it I just have to share screen so I don't have it set up on my desktop but there we are okay

[1:05:28] Voice 9: is that showing for everyone now yep okay so um we were heading down to proposed meeting dates

[1:05:35] Voice 9: so there you are perfect

[1:05:39] Trustee Evans (probable): um staff reader did you want to speak to this before we get into

[1:05:45] Trustee Evans (probable): uh dates i have a couple

[1:05:48] Voice 9: comments later on certainly i'll just mention this is an annual

[1:05:53] Voice 9: activity the only change this year is that we're proposing to align the calendar um the meeting

[1:05:58] Voice 9: dates on the fiscal year um so this year you'll see that we're doing it for a longer duration

[1:06:02] Voice 9: than necessary in order to change that shift which will help with both corporate planning

[1:06:06] Voice 9: and budgeting um so everything can be aligned and we are proposing all electronic meetings as

[1:06:14] Voice 9: it's a way of saving funds and reducing carbon and um there doesn't seem to be a need for deep

[1:06:21] Voice 9: conversation regarding the policy statement at this committee level at this stage the dates were

[1:06:26] Voice 9: picked based on previously expressed interest at the beginning of the term but recognizing

[1:06:30] Voice 9: people's schedules may have changed in the interim we're here to get your input

[1:06:34] Voice 9: put okay

[1:06:36] Trustee Evans (probable): so i have my hand up yay i got it working um i just had one suggestion if we can go down to

[1:06:43] Trustee Evans (probable): the table of dates and what i'm going to suggest is that we combine the first two meetings to the

[1:06:56] Trustee Evans (probable): february 12th 2025 meeting unless there's a really big reason why why it shouldn't go there

[1:07:03] Trustee Evans (probable): um just because otherwise we're meeting february april may and july those are very close together

[1:07:12] Trustee Evans (probable): and given our workload it's 11 o'clock and we're pretty much down to the last item on our agenda

[1:07:19] Trustee Evans (probable): um i don't think we need to have as many meetings right now and and it just seems that we've got

[1:07:26] Trustee Evans (probable): like five meetings in the the new fiscal year versus four so i think it would be would make

[1:07:33] Trustee Evans (probable): sense to if we can combine those two um and so i just made the secretariat support services rfd

[1:07:41] Trustee Evans (probable): um up to february instead of having it in april and i'm going to go to trustee peterson go ahead

[1:07:48] Trustee Evans (probable): um

[1:07:51] Voice 4: not that i'm advocating for um unnecessary meetings but i would just wanted to

[1:07:56] Voice 4: to identify that of course it's easier to cancel meetings than to schedule them later on

[1:08:06] Trustee Evans (probable): absolutely but we normally only have four meetings a year not five so this one we've got april may

[1:08:13] Trustee Evans (probable): july november and february so that's five meetings in a year instead of four and if we do need to

[1:08:19] Trustee Evans (probable): have a special meeting we can so we can leave we can leave april as a placeholder meeting to be

[1:08:26] Trustee Evans (probable): be cancelled if nothing urgent comes up?

[1:08:34] Trustee Evans (probable): If I'm late, sure.

[1:08:36] Trustee Evans (probable): Yes, go ahead.

[1:08:38] Voice 9: So if I can explain, the February meeting, we don't have any required business.

[1:08:42] Voice 9: The April meeting is driven by policy of the Secretary at Services policy that you're meant

[1:08:47] Voice 9: to consent.

[1:08:47] Voice 9: It's often a courtesy to the groups that are funded that they would know early in the fiscal

[1:08:52] Voice 9: year whether they'll get funding or not.

[1:08:54] Voice 9: It just says, I think it says, I can't remember what the policy says, but the committee has

[1:08:59] Voice 9: previously chosen an April meeting so as to deliver that news as early as possible to the

[1:09:03] Voice 9: groups awaiting funding decisions. The Wednesday, we would not be able, it seems unlikely, ambitious

[1:09:10] Voice 9: that we would get you your annual report section by the, you know, very early in the fiscal year.

[1:09:16] Voice 9: We could try. And then it would also seem early for the selection of business cases, but

[1:09:22] Voice 9: it could be that we could, as staff, attempt to get everything to you for that April meeting that

[1:09:26] Voice 9: it would typically be considered in the May meeting, but I simply can't promise at this time

[1:09:30] Voice 9: because that would be ambitious. The July meeting is the one that you typically have in advance of

[1:09:37] Voice 9: the financial planning committee meeting in September or October. There is an attempt to

[1:09:43] Voice 9: try and move all meetings out of August, such as to give staff and trustees a break. We've been

[1:09:47] Voice 9: hearing that this August was too much. So I would say if you have to forego a meeting, it's likely

[1:09:52] Voice 9: that may one um but i would at this time again echo that it's likely easier to cancel than to

[1:09:58] Voice 9: schedule um so we could take it on board that you'd like us to try and drive everything to

[1:10:03] Voice 9: that april meeting but it would be challenging because we often don't have the the fiscal year

[1:10:08] Voice 9: ends at the end of march to then have the entire committee report written it could happen but

[1:10:12] Voice 9: i don't want to make promises um and then with regard to the

[1:10:16] Voice 9: year um again the november one

[1:10:19] Voice 9: One is simply around meeting dates, which could be an RFD.

[1:10:26] Voice 9: I

[1:10:26] Trustee Evans (probable): lost power, so I fell off right when you started.

[1:10:32] Trustee Evans (probable): So, yeah, the rest, so basically the April, May, July, November,

[1:10:36] Trustee Evans (probable): I don't see any issue with having those.

[1:10:41] Trustee Evans (probable): I think the timing of surrounding those is good.

[1:10:45] Trustee Evans (probable): um but the secretariat uh support services rfd we could move that further we could move that

[1:10:56] Trustee Evans (probable): earlier in the year couldn't we um

[1:11:00] Voice 9: we don't receive a funding decision from trust council

[1:11:03] Voice 9: until march and so then we have

[1:11:06] Voice 9: to advise people that we have got the funding then they apply for

[1:11:10] Voice 9: the funding then we put it on an agenda so it is it would be given the agenda goes out a week or

[1:11:15] Voice 9: more um prior that i don't think we can back it up much okay

[1:11:20] Trustee Evans (probable): so what you're saying is the february

[1:11:22] Trustee Evans (probable): one is could be a placeholder right now because there's nothing there's nothing in that one okay

[1:11:28] Trustee Evans (probable): so let's make the february one just a placeholder um to be canceled unless something urgent comes

[1:11:33] Trustee Evans (probable): up or that can't be dealt with um in a timely manner through um an rwm or uh in the april

[1:11:41] Trustee Evans (probable): meeting and then like you said the um the november one we could always deal with the meeting dates

[1:11:49] Trustee Evans (probable): earlier in the year needed but i think we'll have other topics and i think the timing on that is

[1:11:54] Trustee Evans (probable): good because that's three months apart and i really don't want to do any other placeholders

[1:11:58] Trustee Evans (probable): so if you can just make you make the february one a placeholder then i'm fine and we'll just

[1:12:04] Trustee Evans (probable): take the rest as it comes okay

[1:12:10] Voice 9: we've lost the chair's audio but what i think i heard is she's

[1:12:13] Voice 9: comfortable moving the dates as recommended but we staff will be in touch with the chair prior to

[1:12:18] Voice 9: the february meeting to us like february 2025 meeting to assess if there's really a need for

[1:12:23] Voice 9: that meeting can i concur can i get nods if that's what everyone else heard okay so you if so you've

[1:12:28] Voice 9: got a motion on the screen there and i'll wait i'll wait for a nod from oh we've got her back

[1:12:34] Voice 9: um so chair i was just summarizing your statements and saying i think you're ready for someone to

[1:12:38] Voice 9: make a motion on the first motion and you and i would be in touch prior to the february meeting

[1:12:42] Voice 9: sounds

[1:12:44] Trustee Evans (probable): good uh trustee peterson uh

[1:12:49] Voice 4: thank you i move that trust programs committee adopt the

[1:12:55] Voice 4: proposed meeting dates of february 12th april 16th may 7th july 30th november 5th

[1:13:08] Voice 4: those should all be 2025 and february 11th 2026 uh for the three months remaining in 2024 fiscal

[1:13:21] Voice 4: and for the 2025 26 fiscal year second i

[1:13:29] Voice 6: still

[1:13:30] Trustee Evans (probable): trust you fast waving her hand for seconding

[1:13:33] Trustee Evans (probable): she's it's

[1:13:36] Voice 6: okay very enthusiastic so second any further discussion

[1:13:44] Trustee Evans (probable): on this not seeing any

[1:13:50] Trustee Evans (probable): let's call the call the motion all those in favor please raise your hand okay please lower your hand

[1:14:02] Trustee Evans (probable): and any opposed one opposed was that was that when you were posing

[1:14:18] Voice 4: Apologies. I was not opposed. I voted in favor. I was just raising my

[1:14:23] Voice 4: hand to make the second motion.

[1:14:26] Trustee Evans (probable): Okay, perfect. Thank you. So that motion carries. And over to you, Trustee Peterson, for the second motion.

[1:14:32] Trustee Evans (probable): I

[1:14:34] Voice 4: move that Trust Programs Committee schedule all 2025 Trust Programs Committee meeting dates as electronic meetings.

[1:14:49] Voice 4: Do

[1:14:52] Trustee Evans (probable): I have a seconder? Trustee Borswick, thank you. Any discussion on this? Not seeing any. All those in favor?

[1:15:11] Trustee Evans (probable): raise your hand chair

[1:15:13] Voice 9: evans uh trustee fast had her hand sorry trustee

[1:15:17] Voice 6: first you have a question

[1:15:17] Voice 6: a comment uh yes just a question um uh the motion is sorry i must think you have a question

[1:15:28] Voice 6: the um motion made just says 2025 but one of those dates is 2026 and uh on page two on the cover page

[1:15:37] Voice 6: that i'm looking at it does say 2025 26 i'm wondering um if there's a reason that they're

[1:15:46] Voice 6: different and if so should this motion that's just being in the process of being made also include

[1:15:53] Voice 6: slash 26.

[1:15:55] Voice 9: yes it's the the second motion should read 25 26. thank you apologies no worries

[1:16:03] Trustee Evans (probable): do we want to amend the motion to read as such i'm going to ask tressie peterson because he

[1:16:11] Trustee Evans (probable): made the motion would you like to read yes thank

[1:16:17] Voice 4: you um so i move that trust programs committee

[1:16:22] Voice 4: schedule all 2024 2025 trust programs committee meeting dates as electronic meetings i believe

[1:16:33] Trustee Evans (probable): believe it's 25 26 yes because none of none of

[1:16:37] Voice 4: you know what i i stumbled because the first time

[1:16:40] Voice 4: i stumbled because 2024 isn't right and then at that time i just so it's uh 20 25 26 trust

[1:16:51] Voice 4: programs committee meeting dates as electronic paintings thank

[1:16:54] Trustee Evans (probable): you do we have a seconder for the

[1:16:57] Trustee Evans (probable): in for the amendment motion trustee fast okay thank you um do you have another question there

[1:17:05] Trustee Evans (probable): trustee fast no okay um all those in favor um please lower your hands and is there anyone

[1:17:20] Trustee Evans (probable): opposed not seeing any opposed that carries as well thank you very much all right so we are just

[1:17:32] Trustee Evans (probable): flying through our agenda today um we don't have any new business and um so now we're on to the

[1:17:40] Trustee Evans (probable): work program section so i'll turn this over to staff rita to go over the work program

[1:17:52] Voice 9: okay so that's not helpful okay one second here i'll get you there um so for your work program

[1:18:01] Voice 9: So one of the things that's happening here with your request around the staff effort on the policy statement amendment policy is we're really trying to drive the idea that the committees are advisory to trust council unless they have delegated authorities like you have for the Secretariat of Services, for example.

[1:18:19] Voice 9: So one of the ways without going back to council for an entire request for decision to then get a motion to get you to do the work is to add it to this work program.

[1:18:28] Voice 9: And this may be something as we undertake corporate planning will firm up more.

[1:18:31] Voice 9: But given we're in this interim space, what I would recommend is that you direct us to amend this work program to add a number three of an active projects report to add in this policy statement amendment project work, such that you have the endorsement of council to assign staff to it.

[1:18:47] Voice 9: So that would be the one change we would recommend.

[1:18:50] Voice 9: With regard to the future projects, what we've done with drafting, I've worked with the CO mobs and we've collaboratively drafted the new strategic plan that's been proposed to council.

[1:18:59] Voice 9: All of the activities that are here have been proposed, except for stewardship awards, which is again driven by existing policy. But the Crown Land Agreements and Community Benefit Land Trust work have been proposed in the new strategic plan, such that Council can debate if they want to continue those activities or not.

[1:19:14] Voice 9: given that that has been postponed i recommend leaving them here when council has you know

[1:19:19] Voice 9: re-debated whether they want to assign staff to those topics you can then make a decision at that

[1:19:24] Voice 9: time whether to remove or not so for now staff recommendation is to add a number three to your

[1:19:28] Voice 9: active list which is a which is to undertake the amendments to the policy statement amendment

[1:19:33] Voice 9: project tell you i'm a i'm a wild one at parties when i say what i do for a living sometimes

[1:19:40] Voice 9: amending of the policy statement amendment that's perfect

[1:19:42] Trustee Evans (probable): Yeah. Well, that was my only comment as well. So I'm glad we're on the same page.

[1:19:48] Trustee Evans (probable): Would anybody like to make a motion to that effect? Go ahead, Trustee Fast. You're on mute.

[1:20:04] Voice 6: You're on mute. Got it. Thank you.

[1:20:07] Voice 6: Move that Trust Programs Committee request staff to add a number three to the active

[1:20:17] Voice 6: projects report, specifically the Trust Policy Statement Amendment Policy update.

[1:20:32] Trustee Evans (probable): Perfect. Do I have a seconder for that motion? Seconded by Trustee Peterson. And I'm just going

[1:20:42] Trustee Evans (probable): to ask staff if they were able to capture that motion, because I think we lost...

[1:20:52] Trustee Evans (probable): Yeah.

[1:20:54] Voice 5: Yes, I was able to do that, Chair Evans.

[1:20:59] Trustee Evans (probable): Perfect. Okay. So do we need to see it on the

[1:21:02] Trustee Evans (probable): screen or are we happy just to call the vote? I'm just going to ask council. Just go for the vote.

[1:21:08] Trustee Evans (probable): Okay. All those in favour, please raise your hand. Thank you. Please lower your hand. And any

[1:21:19] Trustee Evans (probable): opposed? Not seeing any, that carries. Thank you very much.

[1:21:27] Voice 9: If I might, Chair. Yes, go ahead.

[1:21:30] Voice 9: either have a motion or by consent to have it forwarded as amended to trust council

[1:21:35] Trustee Evans (probable): okay um then i'm going to assume that there was no uh there's no contention to that uh so

[1:21:41] Trustee Evans (probable): by general consent i'll request that this gets forwarded to trust council as amended

[1:21:48] Trustee Evans (probable): seeing nods all around perfect thank you um so the next item on our agenda is our next meeting

[1:21:58] Trustee Evans (probable): which currently now is February which may get cancelled depending on work that

[1:22:06] Trustee Evans (probable): comes through so if it is notice will be sent out that it is being cancelled and

[1:22:11] Trustee Evans (probable): if we're moving ahead then you'll get the agenda as per usual so if so yeah

[1:22:18] Trustee Evans (probable): well we'll say right now that it that our next scheduled meeting is Wednesday

[1:22:22] Trustee Evans (probable): February 12 2025 be advised this could be cancelled and if if it is then it'll

[1:22:28] Trustee Evans (probable): will be moved to Wednesday, April 16, 2025. So now I think we get to take a break. I mean,

[1:22:37] Trustee Evans (probable): it is 11.30. It is lunchtime. So I'm going to call for adjournment unless there is any further

[1:22:47] Trustee Evans (probable): business that needs to be discussed before we leave and break for this committee for the holidays.

[1:22:53] Trustee Evans (probable): days. Okay, not seeing any. Thank you, everybody. I appreciate everybody's time. And see you all at

[1:23:04] Trustee Evans (probable): the next Committee of the Whole meeting. Bye for now.

ADOPTED 
Trust Programs Committee  
Minutes of a Regular Meeting ADOPTED 
November 4, 2024 Page 1 of 4 
Trust Programs Committee 
Minutes of a Regular Meeting 
 
  
Date: 
Location: 
November 4, 2024 
Electronic Meeting 
 
Members Present:  Kristina Evans, Chair/South Pender Trustee 
Sam Borthwick, Denman Trustee 
Sue Ellen Fast, Bowen Island Municipal Trustee 
Tim Peterson, Lasqueti Trustee (EC Representative) 
Peter Luckham, Islands Trust Council Chair and Thetis Trustee  
(Ex Officio TPC member) 
 
Member Regrets:  Alex Allen, Vice-Chair/Hornby Trustee 
 
Member Absent:  Jamie Harris, Salt Spring Trustee 
 
Staff Present: Clare Frater, Director, Trust Area Services 
Morgana Van Niekerk, Communications Specialist 
Jason Youmans, Senior Policy Advisor 
Robert Barlow, Legislative Services Clerk/Recorder 
 
1. CALL TO ORDER 
 
Chair Evans called the meeting to order at 10:00 a.m. and acknowledged that attendees of the 
meeting were in locations across the traditional territories of the Coast Salish people. Trustees 
and Staff introduced themselves. 
 
2. AGENDA 
 
2.1 Review of Agenda 
 
No late item nor changes to the agenda were presented for consideration. 
 
2.2 Approval of Agenda 
 
By general consent the agenda was approved as presented. 
 
3. PUBLIC COMMENT PERIOD 
 
No member of the public was present. 
 
4. DELEGATIONS 
 
 None. 
 

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Trust Programs Committee  
Minutes of a Regular Meeting ADOPTED 
November 4, 2024 Page 2 of 4 
5. CORRESPONDENCE 
 
None. 
 
6. ADMINISTRATIVE COORDINATION 
 
6.1 Draft Minutes of Previous Meeting 
 
6.1.1 Trust Programs Committee (TPC) Minutes of August 26, 2024 
 
 By general consent the minutes were approved as presented. 
 
6.2 Resolutions Without Meeting 
 
None. 
 
6.3 Follow Up Action List 
 
Director Frater spoke to the FUAL items that were in progress. The Committee 
requested staff to utilize the progress indicator on the FUAL to provide some indication 
of work that has been started but not completed. 
 
7. BUSINESS - WORK PROGRAM ITEMS 
 
7.1 Stewardship Education Program Webinars in 2024/25 - Request For Decision (RFD) 
 
Director Frater and Communications Specialist Van Niekerk spoke to the RFD.  
Committee discussion included the possibility of combining the Removing Invasive 
Species webinar and the Native Plant Gardening webinar. 
 
TPC-2024-023 
It was MOVED and SECONDED, 
that Trust Programs Committee endorse the content of the Removing Invasive 
Species webinar and the Native Plant Gardening webinar project charters and 
request that staff combine them into one webinar. 
CARRIED 
 
8. BUSINESS – OTHER 
 
8.1 Trust Council Policy 1.2.1 (Policy Statement Amendment) - Briefing 
 
Director Frater introduced the Briefing.  Committee discussion included that the Policy 
Statement Amendment policy could be improved by having: 
• stronger language to ensure regular review of the Policy Statement, 
• separation of tasks that must be done and tasks that would be good to be done, and 
• separation of audience that must be consulted and those that would be good to be 
consulted. 

ADOPTED 
Trust Programs Committee  
Minutes of a Regular Meeting ADOPTED 
November 4, 2024 Page 3 of 4 
 
TPC-2024-024 
It was MOVED and SECONDED, 
that Trust Programs Committee direct staff to update Trust Council Policy 1.2.1 
(Policy Statement Amendment) to: 
• clarify that Trust Council must review the Policy Statement within the 
first year of a term of office to consider the need for amendments each 
term,  
• identify which audiences must be engaged,  
• add efficiencies regarding selections of topics, and  
• correct reference errors. 
CARRIED 
 
8.2 Proposed TPC Meeting Dates for 2025/2026 - Request For Decision 
 
Director Frater introduced the RFD.  Committee discussion included: 
• the possibility of reducing the number of meetings 
• changing dates or moving agenda items to different dates can be problematic as the 
timing of some agenda items is constricted. For example, notifying potential 
applicants to the Secretariat Services Program whether any such funding is available 
can only be done after Trust Council adopts a budget and it is best to hold a meeting 
in April each year  to allow for coordination groups to plan their activities. 
• the need for the February 12, 2025
, 
 meeting will be assessed closer to the date. 
 
TPC-2024-025 
It was MOVED and SECONDED, 
that Trust Programs Committee adopt the proposed meeting dates of February 
12, 2025 for the three months remaining in the 2024/25 fiscal year and of April 
16, May 7, July 30, November 5, and February 11 for the 2025/26 fiscal year. 
CARRIED 
 
TPC-2024-026 
It was MOVED and SECONDED, 
that Trust Programs Committee schedule the February 12, 2025 meeting and all 
the meetings in the 2025/26 fiscal year as electronic meetings.  
CARRIED 
 
9. BUSINESS - NEW 
 
None. 
 
10. WORK PROGRAM 
 
Director Frater spoke to the Work Program. 
 
 

ADOPTED 
Trust Programs Committee  
Minutes of a Regular Meeting ADOPTED 
November 4, 2024 Page 4 of 4 
TPC-2024-027 
It was MOVED and SECONDED, 
that Trust Programs Committee request staff to add a number 3 to the Active 
Projects report, specifically the Policy Statement Amendment policy. 
CARRIED 
 
By general consent Trust Programs Committee forwarded the Work Program as 
amended to Trust Council. 
 
11. NEXT MEETING 
 
Wednesday, February 12, 2025. 
 
12. CLOSED MEETING 
 
The meeting was not closed. 
 
13. RISE AND REPORT 
 
As the meeting was not closed, there was no need to consider this. 
 
14. ADJOURNMENT 
 
By general consent the meeting adjourned at 11:23 a.m. 
 
 
 
_________________________ 
Kristina Evans, Chair 
 
Certified Correct: 
 
 
_________________________ 
Robert Barlow, Legislative Services Clerk/Recorder