Islands Trust Council regular meeting, December 18, 2024

[0:00:00] Trustee Luckham: to um wednesday december the 18th executive committee meeting um where did the year go um

[0:00:07] Trustee Luckham: nice to see you all here it's good the sun has come out we've certainly had our sufficient amount

[0:00:11] Trustee Luckham: of uh rainfall in the last uh 24 hours um grateful to live and work here in coast service territory

[0:00:21] Trustee Luckham: of course um reflect every day on the uh the history of this place and the people that have

[0:00:30] Trustee Luckham: been here since time immemorial and i'm grateful to have those opportunities um do a quick round

[0:00:39] Trustee Luckham: table here um

[0:00:41] Voice 4: i'm gonna go to uh tim peterson i see you

[0:00:44] Trustee Luckham: on there i'm just going by the screen

[0:00:47] Trustee Luckham: i have in front of me jim go ahead uh

[0:00:51] Voice 14: good morning tim peterson elected on plate uh luskete island

[0:00:56] Voice 14: territory of many coast salish peoples and the treaty territory of the llama nation

[0:01:01] Voice 14: good

[0:01:03] Voice 4: toby elliott hello

[0:01:08] Voice 11: it's good good morning everyone uh toby here in

[0:01:12] Voice 11: cinemac territory on gabriela island grateful to be with you all perfect

[0:01:18] Voice 4: and david maud good

[0:01:21] Voice 12: morning sir um david maude elected of main island traditional home to osanic people coming in today

[0:01:26] Voice 12: from oak bay um had a wonderful ferry trip over just a beautiful beautiful morning in contrast

[0:01:32] Voice 12: asked her what an ugly night it was last night and glad to be here okay

[0:01:42] Voice 4: that's great thank you and on

[0:01:44] Voice 4: the staff uh from the side we have our c-a

[0:01:48] Voice 3: -o good morning sir good morning and we have director

[0:01:52] Voice 3: julia mobs joining us uh also here good

[0:01:58] Voice 4: morning good morning and in the background of course we

[0:02:12] Voice 4: have alexander trinities looking after our meeting meeting now technology and minutes etc thank you

[0:02:21] Voice 4: very much um jason yeomans will be and i'm doing this a little later in the meeting

[0:02:27] Trustee Luckham: and then i

[0:02:29] Trustee Luckham: think that covers it off with everybody that's here of course my name is peter lachlan i'm

[0:02:33] Trustee Luckham: elected to the science chair of this council so i'll call our meeting to order and uh once again

[0:02:40] Trustee Luckham: Again, acknowledging that we're all working broadly across Coast Salish Territory, and I know that all of us consider that an honor and privilege to be able to live and work here.

[0:02:53] Trustee Luckham: We have an agenda in front of us, and we have an appendix, which is the Committee of the Whole meeting.

[0:03:02] Trustee Luckham: There's Appendix 1 that came as a separate attachment, and that is going to go into the Trust Area section.

[0:03:08] Trustee Luckham: section. I have asked Alexandra if we might consider when we get there, maybe just for you

[0:03:17] Trustee Luckham: to consider it in the short term, that we should actually have a separate section in our agenda

[0:03:21] Trustee Luckham: that is Committee of the Whole, so it's not at the moment being lumped in with trusted area

[0:03:25] Trustee Luckham: services, although certainly their work is contributing to that. There will be other

[0:03:30] Trustee Luckham: work on Committee of the Whole, and maybe that needs to just have its own section,

[0:03:33] Trustee Luckham: much like trust council meeting preparation and then items could fall in there and make it easy

[0:03:39] Trustee Luckham: to find rather than having to figure out where it is um consider that it's really bad so is there

[0:03:46] Trustee Luckham: anything else to add to the agenda today any new business trustee mod yes

[0:03:51] Voice 12: please i would like to

[0:03:52] Voice 12: just add a brief discussion about um trustee participation electronically in ltc meetings

[0:03:59] Trustee Luckham: Okay. So that would be a new business item then. And so we'll put that under 10.6. If that's all right with everybody. Anybody object to having that? Needing participation? Okay. 10.6. Anything else from anybody?

[0:04:23] Trustee Luckham: anybody? Okay, not seeing anything then. I'm going to take it that the agenda be adopted as amended,

[0:04:40] Trustee Luckham: and I'm going to begin moving through the agenda. Context notes, there are none on this particular

[0:04:46] Trustee Luckham: one. Horizon report is also nothing to report from our previous in-camera meeting. The first

[0:04:52] Trustee Luckham: item would be the draft executive committee minutes of December the 3rd. They're here for

[0:04:58] Trustee Luckham: our adoption i'll do that by general consent are there any changes to those uh minutes no looks

[0:05:10] Trustee Luckham: like we're okay that's great thank you good work alexandra so then i'm going to take it at the

[0:05:15] Trustee Luckham: minutes of december the third executive committee meeting be adopted as presented by general consent

[0:05:21] Trustee Luckham: this brings us to our follow-up action list and uh we're just going to do round robin the room um

[0:05:30] Trustee Luckham: CAO Groney, this process, you'll become more and more familiar with it. We're in the habit of

[0:05:38] Trustee Luckham: going to eat yourself and each of the directors for a follow-up action list report, as well as

[0:05:45] Trustee Luckham: in addition to that, a general report on areas of your responsibility. So good morning, sir. I'm

[0:05:51] Trustee Luckham: going to go to Ruben Groney, CAO of the Islanders Trust. Good morning. Over to you.

[0:05:55] Voice 2: Good morning and thank you Chair. On the follow-up action list, nothing significant to note. The item

[0:06:03] Voice 2: on continuous learning plan, of course, is on our agenda today for discussion with this committee

[0:06:09] Voice 2: and we continue working on trying to land for January some dedicated sessions around decision

[0:06:17] Voice 2: making and the code of conduct and so we hope to have some options to bring back for you

[0:06:21] Voice 2: to your meeting in January.

[0:06:23] Voice 2: That's all for me at this point,

[0:06:24] Voice 2: but happy to take any questions, thanks.

[0:06:28] Trustee Luckham: Okay, thank you.

[0:06:29] Trustee Luckham: Any questions for the CAO on the follow-up action list?

[0:06:34] Trustee Luckham: Okay, and then do you want to do a general

[0:06:39] Trustee Luckham: area of responsibility report?

[0:06:43] Voice 2: Yeah, I'll just say that still now in week four,

[0:06:47] Voice 2: getting my feet wetter and wetter in this role

[0:06:50] Voice 2: and staff have been great in orienting me

[0:06:52] Voice 2: to some of the priorities.

[0:06:54] Voice 2: And so we're starting to turn our minds a bit to where we'll focus in the new year and mapping out what the meetings look like for Trust Council and assorted committees through the first half of the year so that we can provide support and focus on some of those priorities.

[0:07:09] Voice 2: So hope to have some clarity on some of those key pieces as we go into the new year. Thanks.

[0:07:16] Voice 2: Okay,

[0:07:20] Trustee Luckham: great. Any questions with the CAO at this time? All right. Let us continue then

[0:07:29] Voice 3: through our follow-up action list. Let me scroll up to that. We're juggling computers here this

[0:07:53] Voice 3: morning. So, Director, and

[0:08:03] Trustee Luckham: I'm just going to go according to the report. I'm not quite sure why

[0:08:07] Trustee Luckham: I never quite get sorted out the way I think it's going to be.

[0:08:11] Trustee Luckham: But Director of Legislative Services and Information Services,

[0:08:14] Trustee Luckham: is David Marler with us this morning?

[0:08:18] Trustee Luckham: I don't believe I saw him.

[0:08:19] Voice 8: Yeah, I'm here.

[0:08:21] Trustee Luckham: Oh, very good.

[0:08:22] Trustee Luckham: David, sorry I didn't introduce you.

[0:08:24] Trustee Luckham: David Marler, Legislative and Information Services,

[0:08:27] Trustee Luckham: over to you for your follow-up action list and your area report.

[0:08:31] Voice 8: Okay, thank you.

[0:08:32] Voice 8: The follow-up action list, I believe there's seven items listed here.

[0:08:36] Voice 8: here. In order, the items we'll be working on are the ones marked here for March of 2025.

[0:08:43] Voice 8: So item one will be with Director Freighter on the opportunities for First Nations presentations.

[0:08:49] Voice 8: And then the item number three, which is working on a chair for, sorry, a primer for the chair's

[0:08:58] Voice 8: role. We did the electronic meeting attendee one previously, so Alex will actually be working

[0:09:05] Voice 8: on that and I'll be working with her. And then the third item with the CEO is looking for the

[0:09:13] Voice 8: Facilitated Code of Conduct Second for Trust Council meeting as soon as possible.

[0:09:18] Voice 8: And on the next page, number seven, these are the bylaw amendments requested by Trust Council

[0:09:28] Voice 8: Council at the last meeting. This is to do with delegations. So the request was fairly

[0:09:36] Voice 8: detailed. I will, in the new year, draft an amendment to Trust Council's Meeting Procedures

[0:09:44] Voice 8: By-law 101 and bring that to the Executive Committee for review before advancing it to

[0:09:50] Voice 8: Trust Council. That's it for FOP Action List and just an area report. Focused right now I have some

[0:10:01] Voice 8: Freedom of Information and Protection of Privacy requests that are time sensitive and the clock

[0:10:07] Voice 8: doesn't stop even with the holidays so just kind of working to juggle those. We're doing some

[0:10:16] Voice 8: hiring so getting ready for that in the new year and tell you more about that when I can

[0:10:22] Voice 8: and that's just to fill upcoming vacancies or positions that are currently not not filled

[0:10:30] Voice 8: and and then records management is another area working with Robert Barlow on developing

[0:10:40] Voice 8: internal procedures to enact Trust Council's newly adopted records management bylaw and then the

[0:10:53] Voice 8: final thing is all trustees will be receiving the annual financial disclosure forms so under

[0:11:01] Voice 8: the financial disclosure Act every year between January 1st and January 15th you just have to

[0:11:09] Voice 8: you fill in a financial disclosure and send that into the office so we will get that sent out to

[0:11:15] Voice 8: you before the holiday break and you can send it back to us in the new year and that'll be for all

[0:11:21] Voice 8: trustees that's all i have right now any questions any

[0:11:28] Voice 3: questions for the director

[0:11:34] Voice 4: okay not seeing

[0:11:35] Voice 3: any hand oh there's sorry i

[0:11:39] Voice 11: may have to change my background this yellow hand is

[0:11:42] Voice 11: it's hard to see. Director Marmer, the chair role primer, I'm not remembering where that came out

[0:11:50] Voice 11: of, but seeing that these are for all trustees, is that going to include how to work with the

[0:11:57] Voice 11: chair in meetings, some of the points that Chair Luckham covered in his address to council in

[0:12:06] Voice 11: December? Or is this strictly for chairs?

[0:12:11] Voice 8: Yeah, it's for all chairs. So we'll draft it in a way

[0:12:15] Voice 8: that's useful for not just the chair of Trust Council, but chairs of council committees and

[0:12:20] Voice 8: chairs of local trust committees. And we'll work with Alex, he's probably cringing because I've

[0:12:25] Voice 8: probably just created more work there. But I think it'd be useful for all council and committee

[0:12:33] Voice 8: chairs yeah

[0:12:36] Voice 11: i just think that there's some further work maybe after the code of conduct sesh or the

[0:12:40] Voice 11: conduct session um that we could do something like what chair luckham had done on on general

[0:12:48] Voice 11: meeting procedure um you know sort of short tips for all trustees um but not wanting to yeah

[0:13:00] Voice 11: At this point, I just wanted to go to number seven. I didn't mean to cut.

[0:13:12] Voice 8: No, it's okay. Through the chair, you were breaking up, so I didn't catch the last

[0:13:16] Voice 8: 30 seconds.

[0:13:17] Voice 11: Oh, okay. I'll just turn my video off for a sec. Yeah, not meaning to redirect

[0:13:23] Voice 11: anything there. Anyway, so going on to seven, one trustee did raise the fact that this

[0:13:32] Voice 11: meeting procedure bylaw doesn't address presentations which is a bit different

[0:13:39] Voice 11: from delegations and I don't remember if there was there certainly wasn't a

[0:13:47] Voice 11: motion to change it or to include that but this might be something we want to

[0:13:55] Voice 11: consider is what qualifies as a presentation and how those fit into our

[0:14:00] Voice 11: meetings. Does anybody remember that conversation?

[0:14:05] Voice 8: And if I may, yes. The meeting procedure bylaw

[0:14:11] Voice 8: does not have a section for presentations. It only has delegations. This direction here from

[0:14:19] Voice 8: council is specifically to do with delegations. But when I bring this to AC, I'll make sure to

[0:14:25] Voice 8: just um highlight that for you and uh you know if you want to add some language in there to deal

[0:14:33] Voice 8: with that it's that's totally fine i don't mind taking that direction from you it could probably

[0:14:38] Voice 8: be helpful for council okay

[0:14:42] Voice 11: thank you okay

[0:14:52] Voice 3: um thank you very much so does that conclude your

[0:14:56] Voice 3: report uh

[0:14:58] Voice 8: it does thank you thanks that's

[0:15:00] Trustee Luckham: great um so yeah that's a i i certainly remember that

[0:15:06] Trustee Luckham: conversation and it's definitely worthy of some consideration and determining some policy around

[0:15:11] Trustee Luckham: how we would do that trustee peterson you have your hand up

[0:15:16] Voice 14: yeah just on this point well first

[0:15:19] Voice 14: i want to um thank director marler of course as you all know i've been uh i've been beating the

[0:15:26] Voice 14: drum on on fixing our delegation policy so i really appreciate the work but uh my my um my

[0:15:33] Voice 14: My sense is that presentations are going to be different in the sense, in many cases, they'll be invited, as we have on our follow-up action list, asking for a BC Ferries rep to come to trust council.

[0:15:51] Voice 14: Council and so it's a little bit to me it's right away it's a little bit different whether

[0:15:56] Voice 14: I think Director Marder could tell us whether it's important to have a policy there and maybe

[0:16:03] Voice 14: it is but my sense is that it's it's quite a bit different because delegations are generally

[0:16:12] Voice 14: generally, presentations to Trust Council with a certain purpose.

[0:16:19] Voice 14: And it's usually folks coming to try and, you know, with an idea to share

[0:16:26] Voice 14: or an ask for Trust Council to consider, whereas presentations, I think,

[0:16:31] Voice 14: is a lot broader, and in many cases, we do invite various people

[0:16:37] Voice 14: or organizations to come and engage with Trust Council.

[0:16:41] Voice 14: So, as I say, whether we need a policy or not, I think would be, it's worthwhile considering, but I kind of, I feel like they're sort of fundamentally different than delegations.

[0:16:57] Voice 3: Okay,

[0:16:58] Trustee Luckham: thanks for that, Tim. I'm going to move on, unless there's any further remarks here, to Director of Planning Services, Stefan Cermak. Good morning, sir.

[0:17:06] Trustee Luckham: Over to you for your action report.

[0:17:09] Trustee Luckham: report?

[0:17:09] Voice 13: Good morning, everybody. Just a little note that my computer is down and my loaner is

[0:17:16] Voice 13: on reboot. So I'm coming to you from my iPhone. So I'm working on my notes. In regards to follow

[0:17:23] Voice 13: up action list, there's nothing new for number one to report except for that more First Nations

[0:17:28] Voice 13: have indicated interest in working with us directly for the First Nations referral process.

[0:17:34] Voice 13: And as outlined previously, the best way to address how we're going to improve our system is to work directly with First Nations. So glad to see the dialogue and the expanding. And that's due to a lot of efforts of many staff people when they're having these conversations, bringing it up. And so we're advancing that.

[0:17:56] Voice 13: up um what else is in there number four i think was crown lease referral process haven't started

[0:18:03] Voice 13: that but certainly are as i'm conscious that salt spring and liskiti have both passed resolutions

[0:18:08] Voice 13: um to address you know their interest in seeing crown lease referral process improved for them

[0:18:14] Voice 13: and i had a discussion with the team that'll be um we'll be working on drafting that sometime in

[0:18:20] Voice 13: new year and what was the last one was oh right in regard to the resolution to inform

[0:18:28] Voice 13: rpc that they can initiate a grant so that has that'll happen when we have the next rpc so

[0:18:35] Voice 13: that's just extending work that happens shortly that's it for the follow-up action list happy to

[0:18:40] Voice 13: continue on with the general report if you like are

[0:18:44] Trustee Luckham: there any questions for the director okay

[0:18:47] Trustee Luckham: over to your

[0:18:48] Voice 4: area report.

[0:18:50] Voice 13: Great. Thank you.

[0:18:51] Voice 13: One, just to tell you that we did, in fact,

[0:18:53] Voice 13: submit that grant application.

[0:18:55] Voice 13: Thanks to great hard work,

[0:18:57] Voice 13: especially with Claire and Mike

[0:18:59] Voice 13: at the last minute to really improve it.

[0:19:02] Voice 13: Julia had great feedback

[0:19:03] Voice 13: and William, of course,

[0:19:04] Voice 13: worked really hard to make that happen.

[0:19:06] Voice 13: So thank you, everybody.

[0:19:07] Voice 13: That was well done.

[0:19:10] Voice 13: We have confirmed hiring a biologist.

[0:19:13] Voice 13: The announcement will be coming out soon.

[0:19:15] Voice 13: That's based on the grant.

[0:19:16] Voice 13: again, from the ECC, and the starting date hasn't been confirmed, largely due to sort of provincial

[0:19:24] Voice 13: criminal check speed bumps. But that announcement will be coming out soon. Look forward to working

[0:19:30] Voice 13: with that person to help integrate biological information into the planning process. And

[0:19:37] Voice 13: service contract for the EC that's relevant to you is we have finally signed and issued the service

[0:19:43] Voice 13: contract to renovate the new salt spring office work will begin underway right away so i'm glad

[0:19:49] Voice 13: that that finally got out the door um just delighted to report that

[0:19:55] Voice 3: that's it okay tim

[0:19:59] Voice 3: peterson you have a question yeah

[0:20:02] Voice 14: just on the salt spring office there do is there an eta um about

[0:20:07] Voice 14: when that office might be open to the public just no

[0:20:12] Voice 13: people are interested yeah for sure um i'll

[0:20:15] Voice 13: I'll keep you in the loop, EC in the loop, and, of course, the Salt Spring LTC, I'll keep them in the loop as soon as they get clear information.

[0:20:22] Voice 13: Of course, we have a timeline and a service contract.

[0:20:26] Voice 13: There's, I think, the first step is to get a clear design in place, and once we get the design, then we go through the process of, you know, getting the building permit and enacting.

[0:20:35] Voice 13: And I think the building permit will be the key moment, and then we can actually expect a clearer timeline for that.

[0:20:42] Voice 13: we're projecting of course into spring um i i guess right now it's april or may so and i think

[0:20:50] Voice 13: that i think april is hopeful i think may is expectable so unfortunately being sliding sideways

[0:20:54] Voice 13: but as is the nature contracts are tricky things okay

[0:21:02] Voice 4: any other questions no thank you stefan for

[0:21:10] Voice 4: your good work pleasure let us continue down the list here now to uh director administrative

[0:21:18] Voice 4: Administrative Services. Julia, good morning.

[0:21:23] Voice 9: I'm overjoyed that my list only has two items on it

[0:21:26] Voice 9: now, as of course we've funneled some of those pieces over to Ruben as CAO. So the first item

[0:21:31] Voice 9: on my list relates to a policy review piece that's been there for a while. It's still planned for my

[0:21:37] Voice 9: work program in the new year, but no work has advanced on that one so far. Item number two is

[0:21:41] Voice 9: a new item. This is coming out of Trust Council's most recent meeting. So Council has requested that

[0:21:46] Voice 9: all committees review their budget requests for next fiscal year with an eye to potentially reduce

[0:21:51] Voice 9: those requests. So I've looked at our meeting scheduling to understand when this committee

[0:21:58] Voice 9: needs to be reviewing their budget requests to make sure that we can meet the deadline for FPC

[0:22:03] Voice 9: and then getting the budget to Council in March. And so you can expect that probably at your

[0:22:08] Voice 9: January meeting. Happy to take questions on those two items if there are any.

[0:22:14] Voice 4: All right. Thank

[0:22:14] Voice 3: you very much. I'll note that you sound much more relaxed and calm in your

[0:22:20] Voice 3: normal discipline banner, and it's lovely to hear. So that's great. Any questions

[0:22:26] Trustee Luckham: for the director?

[0:22:28] Trustee Luckham: No, it looks like you're good. Do you want to report on your broad area activities,

[0:22:33] Trustee Luckham: which is much greater than just the two items on your follow-up action list?

[0:22:37] Voice 9: Yes, happy to. So as Ruben mentioned, myself and the management team continue to

[0:22:42] Voice 9: work on his orientation program. From my perspective, I think things are going really,

[0:22:47] Voice 9: really well, which is always a nice feeling. One of the pieces of orientation, of course,

[0:22:53] Voice 9: is introducing Ruben to all of our staff. It worked out quite nicely that last week was our

[0:22:57] Voice 9: scheduled December all-staff meeting. So we had staff from all three offices get together for a

[0:23:04] Voice 9: time of training and learning, some Trust Council updates. And of course, a key piece of that

[0:23:09] Voice 9: that meeting with staff getting to meet Ruben and getting to know Ruben. So there's been some

[0:23:13] Voice 9: really great feedback from that meeting, which is great. It's always nice to end the year on

[0:23:17] Voice 9: a positive note. The December meeting is usually our more festive one, where we work in some sort

[0:23:22] Voice 9: of fun pieces to our day. And so I think staff really enjoyed that as a way to meet Ruben and

[0:23:28] Voice 9: roll off the year. I've taken a bit of a breather from budget work since the March Trust Council,

[0:23:35] Voice 9: Council, which might come back to bite me a little bit in January as there is a number of

[0:23:38] Voice 9: changes that have to be actioned. But the HR side of my world is taking up a fair amount of my time

[0:23:45] Voice 9: at the moment. So there's lots of moving pieces there. Lots to wrap up again, for the end of the

[0:23:50] Voice 9: year. And so yeah, the budget has unfortunately had to take a bit of a back burner. I do think

[0:23:59] Voice 9: we will continue to have some challenges with the desire to reduce our budgets as we move through

[0:24:07] Voice 9: the budget cycle. I'm starting to see changes that are more in the realm of bumping numbers up as

[0:24:13] Voice 9: opposed to bumping numbers down. But so that's FPC's challenge, of course, and then over to

[0:24:18] Voice 9: Council in March. I think I can leave it there for my comments. Happy to take questions.

[0:24:24] Trustee Luckham: any questions from any of the vice chairs no okay well thank you i have a little lingering question

[0:24:32] Trustee Luckham: in the back of my head here um from the budget reporting that we receive at council and that

[0:24:42] Trustee Luckham: um you know we certainly tightened up our budgeting a lot and that's thankful to you

[0:24:48] Trustee Luckham: in many respects in order to reduce the drawing from surplus and reduce the amount of money

[0:24:55] Trustee Luckham: that goes into surplus and make sure that we're getting as much of the work done as

[0:24:59] Trustee Luckham: we possibly can that we budget for.

[0:25:00] Trustee Luckham: And so just acknowledge that.

[0:25:03] Trustee Luckham: But you had indicated that we were, for the first time at the Allen Trust, we were sliding

[0:25:07] Trustee Luckham: into a slight sort of a deficit or over expenditure, which is not a problem because there's money

[0:25:14] Trustee Luckham: in the surplus to manage that, but that we've, you know, achieved a sort of a goal, which is just

[0:25:22] Trustee Luckham: to spend the budget accordingly. And so it's good to be close to that line. I'm glad that you're

[0:25:27] Trustee Luckham: managing that line more so than I am. But what puzzles me a little bit is that we're on that

[0:25:34] Trustee Luckham: edge, and yet our staff contingency has been at a reduced level for a significant part of the year.

[0:25:44] Trustee Luckham: So just wondering how that would play out if we had all of the staff for which we have seats in play as opposed to working at a reduced capacity.

[0:25:57] Trustee Luckham: Is that a fair question that might be answered just briefly?

[0:26:04] Voice 9: Yes. So I'll just rephrase the question in the way that I'm understanding it is how can we be overspending our budget when we have vacancies in staff,

[0:26:12] Voice 9: which generally lead to an under spending and what would our position look

[0:26:17] Voice 9: like if we were fully staffed? So, um, yes, we're understaffed. Uh,

[0:26:21] Voice 9: however, we continue to hit our salaries, budgets, um,

[0:26:25] Voice 9: and not experience savings from those vacancies because we have staff who are

[0:26:29] Voice 9: putting in overtime, which we pay for to make up for those vacancies.

[0:26:32] Voice 9: There were also some estimates in the draft or in the approved budget, um,

[0:26:37] Voice 9: that didn't come to be. So the estimates in particular for excluded staff, um,

[0:26:42] Voice 9: were estimated at a percentage that was lower than what we were actually told it could be from

[0:26:47] Voice 9: the provincial service agency. So there was higher increases for excluded staff. And so that was a

[0:26:52] Voice 9: piece of it. And then we've got when you have new staff come into the organization, we're always

[0:26:58] Voice 9: estimating at what level they might come into the organization at. And sometimes you end up hiring

[0:27:02] Voice 9: at a slightly higher amount. So there's a lot of different factors that play into that. Great

[0:27:06] Voice 9: question. I'm happy that you're sort of inquiring about those things. It's good when you're paying

[0:27:11] Voice 9: attention um what would things look like if we were fully staffed well we would really be overspent

[0:27:16] Voice 9: on our salaries budget um and we would have to draw that out from surplus the history of islands

[0:27:22] Voice 9: trust is we tend to be very overzealous in our forecast so our forecast right now is saying we're

[0:27:26] Voice 9: going to be overspent i'm not super convinced i think we might actually fall within our budget

[0:27:32] Voice 9: um we'll just have to see we'll see what quarter three brings as far as the forecast

[0:27:36] Voice 9: Okay,

[0:27:38] Trustee Luckham: that's, that's really great. And you've confirmed what I was thinking. And so, you know, I think that the joy out of that is that we're running a much tighter ship. And, and that's a good news thing. So, awesome.

[0:27:52] Trustee Luckham: Any other questions for the director? No. So let's go to the staff member that has the longest follow up action list continuously throughout the history of my experience at the Amherst Trust, Director Claire Spader, OVD for Trust Area Services.

[0:28:08] Voice 7: Good morning, executive committee. Despite the list, there hasn't been a lot to report. I can say that we're hoping to soon launch on number 16 of your list here, the final item around governance review. We've drafted a new web page and we hope to have that live shortly and I'll email trustees when it's live so you can be aware that it's been created.

[0:28:29] Voice 7: other than that not a lot of progress I'll I'll just let you know now I'm

[0:28:34] Voice 7: still consumed in hiring processes but we'd be happy to take questions on the

[0:28:38] Voice 7: other items okay

[0:28:42] Trustee Luckham: any questions on it any of the other items on the just area

[0:28:48] Trustee Luckham: services of us trust the vice chair Elliott thank

[0:28:52] Voice 11: you chair director freighter

[0:28:54] Voice 11: just noticing I don't know if it's duplications or resolutions that were

[0:29:00] Voice 11: were made multiple times with the same intent, but I'm wondering if fuel items 5, 10, 11, and 12

[0:29:11] Voice 11: are pretty much the same thing and might be consolidated, or, because it does just seem to

[0:29:20] Voice 11: add to the list, and I know I brought many of these forward, so I'm familiar with the intent,

[0:29:27] Voice 11: 10th. So 5, 10, 11, and 12. Are they pretty much

[0:29:31] Voice 11: the same?

[0:29:32] Voice 7: I was not at that July meeting, but my understanding

[0:29:35] Voice 7: is that yes, the intention is similar for all of them. So if it's agreeable

[0:29:39] Voice 7: to executive committee, we'd be happy to consolidate them into one for your next meeting.

[0:29:44] Voice 11: That would be great. And can we

[0:29:47] Voice 11: update that we, so we did have a working group meeting with

[0:29:52] Voice 11: Sne-Nemoch, and

[0:29:55] Voice 11: And so this item 10, the chair.

[0:30:00] Voice 11: was to write to First Nation Sanimuk's chief and council as to their interest.

[0:30:05] Voice 11: This has been on the list since July, and it was reiterated in that meeting

[0:30:09] Voice 11: that actually that would be the best approach to invite them to a meeting.

[0:30:14] Voice 11: So I think where possible, we should try to figure out what the right tactic is.

[0:30:22] Voice 11: Am I misunderstanding?

[0:30:24] Voice 7: No, now that we've spoken with them, I think we were trying to get indication

[0:30:27] Voice 7: as to scope of activity such that we could prepare a grant application the conversation has never made

[0:30:33] Voice 7: it at the staff level to that scoping piece so we'll send a letter um sort of more generic than

[0:30:40] Voice 7: we had hoped and we'll do that now after the holidays so it'll you know we'll send it in

[0:30:43] Voice 7: january so it's fresh in their inboxes in january great great thank

[0:30:47] Voice 11: you okay

[0:30:50] Trustee Luckham: to peterson and maybe

[0:30:52] Trustee Luckham: you could while you're addressing your question to speak to whether you're in support of consolidating

[0:30:59] Trustee Luckham: items 10, 11, and 12, just to easily provide that direction.

[0:31:03] Trustee Luckham: Go ahead, Tim.

[0:31:05] Voice 14: Okay, yeah, I'll just start out with that.

[0:31:07] Voice 14: I'm perfectly fine with consolidating those items.

[0:31:10] Voice 14: My question is about there's an item on the follow-up action list

[0:31:16] Voice 14: for Salt Spring, which is to do with the say-out memorandum

[0:31:22] Voice 14: of understanding work, and that indicates, Director Frater,

[0:31:27] Voice 14: that you're working on that and the potential feast but i'm not seeing it on your list here

[0:31:32] Voice 14: um and so that's the only reason i bring it up is i just i know it's a very important

[0:31:37] Voice 14: work and and salt spring is keenly interested and i just um i know it probably doesn't belong

[0:31:45] Voice 14: on this list but i just wanted to know that it is in hand and progressing ever so incrementally

[0:31:53] Voice 7: uh yes um yeah no i have various other lists feeding from various local trust committees as

[0:31:58] Voice 7: well um yes no i have been in touch with their lands manager and uh we will be meeting in the

[0:32:04] Voice 7: new year we're looking at setting up bi-weekly staff to staff check-ins let's say out um yet

[0:32:08] Voice 7: to be confirmed with them but we've been discussing that idea um and yes we will discuss moving it

[0:32:14] Voice 7: forward winter of course is a busy time for first nations there's lots of cultural pieces going on

[0:32:19] Voice 7: So we might not expect a lot of movement in the next few months, but certainly we are in dialogue and we will advance it as we can.

[0:32:28] Voice 14: Okay, great. Thank you.

[0:32:33] Voice 4: Great. Any other questions for the director? Do you have an area report?

[0:32:39] Voice 7: Certainly. Really, it's very simple. I am very much focused on hiring processes.

[0:32:44] Voice 7: I have five hiring processes and my focus is on bringing in new people such that we can then have more folks to work on all the various things you've got on your list here.

[0:32:51] Voice 7: year. So that will continue to be my focus through January and then very much look forward to

[0:32:56] Voice 7: welcoming all of our new team members. I will just note in particular the changeover in Conservancy

[0:33:02] Voice 7: Manager is one that will you know continue to be very time consuming for me. It's a you know

[0:33:09] Voice 7: there's lots moving in that department and so that will necessarily take a lot of my time

[0:33:14] Voice 7: with a shift in Manager and there may even be a gap beginning in mid-January.

[0:33:18] Voice 7: So just wanted to highlight that.

[0:33:22] Trustee Luckham: Okay, great. Any questions for the Director?

[0:33:26] Trustee Luckham: So I think I was just going to ask a question about reminding me of when that position will be vacant, and I think you just indicated mid-January.

[0:33:35] Voice 7: Mid-January. I'm hoping we might have overlap, but it really depends.

[0:33:39] Voice 7: As the Director of Planning Services noted, we're having some delays within the Public Service Agency for some pieces that might impact the ability to have some overlap there.

[0:33:48] Voice 7: so we'll do what we can to make that happen well

[0:33:51] Trustee Luckham: certainly having that overlap would relieve you

[0:33:55] Trustee Luckham: of the burden of having to do that coaching so um let's hope that that does come to pass okay

[0:34:02] Trustee Luckham: um so

[0:34:04] Voice 3: what else do we have here trust area services

[0:34:12] Voice 3: right so i'm not sure why the grants manager ends up on there but i'm assuming uh director

[0:34:18] Voice 3: operator if you had anything you would address that um

[0:34:23] Voice 7: oh let's have a look i will note for the

[0:34:27] Voice 7: committee um we've been through an upgrade i don't have a second monitor today so i'll be asking to

[0:34:32] Voice 7: have the agenda moved for my items um yes this is again another duplicative one um that is relating

[0:34:39] Voice 7: to the resolutions you've asked to have us combine and in future we'll try not to add this to your

[0:34:45] Voice 7: agenda that's

[0:34:47] Trustee Luckham: okay great and so then by the only thing coming out of this conversation then by

[0:34:51] Trustee Luckham: general consent that the executive committee agrees um to consolidate items 10 11 and 12

[0:34:58] Trustee Luckham: just so that's on the record and um let's make sure that we don't lose any of the subtle details

[0:35:04] Trustee Luckham: associated with each of those tasks thank you for raising that vice chair elliott um so that

[0:35:11] Trustee Luckham: concludes the director and CAO update so let's go to local trust committee chair updates and

[0:35:16] Trustee Luckham: your opportunity to speak to activities at your local trust committees that you're chairing that

[0:35:21] Trustee Luckham: need to be shared with the group so I'm going to start this time around I'm going to start with

[0:35:27] Trustee Luckham: vice-chair Elliott

[0:35:30] Voice 11: alrighty well Liskety local trust committee met on Monday just passed and

[0:35:39] Voice 11: And Vice Chair Peterson was in person and acted as chair for that meeting and did a very good job.

[0:35:48] Voice 11: Thank you so much.

[0:35:49] Voice 11: It's actually quite, I find it quite a good practice to watch other chairs and how they handle the meeting.

[0:35:58] Voice 11: So I was Zooming in remotely and as was Trustee Laroni.

[0:36:03] Voice 11: We had a fairly lively discussion, and the director, Andrew Fall, was there, provided a great update, and concluded with a discussion on conduct in the meeting.

[0:36:20] Voice 11: And so this has been circulating for a few months as a question of how to address some members of the public who are participating in a way that's making the meetings difficult in some ways to both to chair, but also, I think, making it harder for other members of the public to attend and participate.

[0:36:44] Voice 11: And it was just leading to very uneven discussions, debate back and forth between the local trust

[0:36:53] Voice 11: committee and some members of the public.

[0:36:54] Voice 11: So I was very happy with how staff, Director Cervak brought forward a briefing with some

[0:37:03] Voice 11: options so that we could discuss it in public at the meeting.

[0:37:07] Voice 11: And I think that was a wise choice.

[0:37:10] Voice 11: I think it was really good for the LTC to express individually and collectively both their concerns

[0:37:18] Voice 11: but also how we want meetings to be run and I think there's a bit of a culture shift that might

[0:37:25] Voice 11: be needed just elevating the level of respect for everyone not singling anyone out as special but so

[0:37:36] Voice 11: so that we can conduct the business and be effective as an LTC.

[0:37:42] Voice 11: So we did get some feedback.

[0:37:44] Voice 11: Director Fall wrote a really nice note and sent in some, I guess,

[0:37:52] Voice 11: the SCRD's code of conduct regarding public meetings,

[0:37:57] Voice 11: some notes from that, and really commended us on taking that approach

[0:38:00] Voice 11: and said it was a great discussion.

[0:38:03] Voice 11: So I feel very, I feel much more comfortable

[0:38:05] Voice 11: and uh the ltc did resolve that we would more closely adhere to our meeting procedures bylaw

[0:38:12] Voice 11: which has some you know strict time limits and uh discourages debate for instance and uh and

[0:38:20] Voice 11: passed a resolution to that effect so we're all unanimous anyway that was the most um i guess

[0:38:28] Voice 11: uh relevant part to report out on i'm not thinking there's much else and then uh south pender we're

[0:38:36] Voice 11: still trying to find a date for a meeting that was cancelled just after trust council

[0:38:44] Voice 11: um so that is still pending south pender only meets four times a year so we're trying to find

[0:38:51] Voice 11: a date in early January when storms are not going to knock out the internet, which

[0:38:57] Voice 11: seems to be a typical happening. So we're trying for in-person. And that's all for my report.

[0:39:04] Voice 11: Thank you. Well,

[0:39:08] Trustee Luckham: thank you for that report. I'm glad Laskiti meant better. And so let's,

[0:39:13] Trustee Luckham: if there's no questions, I'll go to Tim Peterson, and perhaps you might like to add any remarks you

[0:39:19] Trustee Luckham: had your experience sharing that meeting and i guess leading questions how many members of the

[0:39:25] Trustee Luckham: public actually attended so over to you uh vice chair uh

[0:39:29] Voice 14: thank you chair luckham um yeah i i

[0:39:33] Voice 14: think it went well there was uh there was four members of the public in attendance um of course

[0:39:42] Voice 14: what uh uh vice chair elliott wasn't party two was the conversations that went on in the meeting

[0:39:49] Voice 14: break and afterwards, and I think there was some good back and forth between members of

[0:39:54] Voice 14: the community that were there about some of what was raised in our discussion

[0:40:02] Voice 14: about meeting, you know, maintaining meeting order and decorum. That's what we want. We want

[0:40:08] Voice 14: the space to be a space where members of the public feel like they can come and say

[0:40:14] Voice 14: and speak their opinions.

[0:40:17] Voice 14: And so I thought it went pretty well.

[0:40:20] Voice 14: It was definitely a little bit strange being the only trustee at the table

[0:40:26] Voice 14: with the electronics, but I think it went well.

[0:40:27] Voice 14: And I think it was a good step forward.

[0:40:31] Voice 14: And certainly, if nothing else, I think we stated our intention well

[0:40:38] Voice 14: well and sort of put everyone on notice that we intend to run a tighter ship there and that the

[0:40:48] Voice 14: intent is really about improving the quality of the experience for everyone and so that we can

[0:40:57] Voice 14: focus on the real issues. So that was my impression. Speaking to my local trust committees

[0:41:06] Voice 14: that I'm chairing met on Galliano on December 10th.

[0:41:11] Voice 14: The focus of that meeting was the Crystal Mountain rezoning

[0:41:15] Voice 14: application.

[0:41:16] Voice 14: Penelope tribe has indicated its interest

[0:41:19] Voice 14: in receiving the 75% of lands required

[0:41:22] Voice 14: to be donated with the rezoning.

[0:41:26] Voice 14: Councillor Ken Thomas was at the meeting

[0:41:29] Voice 14: and representatives of Crystal Mountain.

[0:41:31] Voice 14: They had a good preliminary discussion

[0:41:33] Voice 14: around their next steps.

[0:41:34] Voice 14: steps, although clearly they have a lot of further discussion between those two parties.

[0:41:42] Voice 14: And I think the local trust committee gave considerable space for their discussion at

[0:41:48] Voice 14: our meeting, which I think was good.

[0:41:51] Voice 14: It was maybe not strictly pro forma, but I think it was a good thing to give that space

[0:41:59] Voice 14: for them to have some back and forth there.

[0:42:07] Voice 14: It's expected that we're going to require an additional public hearing for that rezoning application,

[0:42:14] Voice 14: pending the outcome of further discussion between the applicants and Penelaket.

[0:42:23] Voice 14: Over to Salt Spring on December 12th, we began the meeting, Trustee Harris attending as a non-participant due to the meeting procedures by-law.

[0:42:34] Voice 14: We did have a motion to waive the restrictions in Section 44 that was passed to allow participation.

[0:42:43] Voice 14: But what stood out for me, it's clear that such cases may require additional staff report in advance of and at the meetings where these situations are likely to arise.

[0:42:54] Voice 14: I think everyone's in a bit of an awkward position there.

[0:43:06] Voice 14: and I know that Vice Chair Maude

[0:43:09] Voice 14: has a discussion piece as new business

[0:43:14] Voice 14: so I won't go into depth at this time

[0:43:18] Voice 14: we also had a delegation from the Lady Minto Hospital Foundation

[0:43:23] Voice 14: regarding their affordable health care

[0:43:26] Voice 14: worker housing project and so we did

[0:43:29] Voice 14: support their request to

[0:43:34] Voice 14: us and essentially trying to get that project um uh continue that project in in a way that's

[0:43:45] Voice 14: that's going to work uh uh for them and for the supporting those health care workers on uh salt

[0:43:52] Voice 14: spring and finally north salt spring waterworks district um requested a letter of support for

[0:43:59] Voice 14: their canada housing infrastructure fund application which we authorized by resolution

[0:44:03] Voice 14: And we were able to get that letter to them in a very quick and expedient manner, well ahead of their deadline.

[0:44:14] Voice 14: So that was nice.

[0:44:16] Voice 14: And that's it for me.

[0:44:21] Voice 3: Okay, thank you, Vice Chair Peterson.

[0:44:27] Voice 3: Okay, let's go to Vice Chair Maude.

[0:44:30] Voice 3: Thank

[0:44:31] Voice 12: you, Chair.

[0:44:32] Voice 12: The only thing to report is 10 minutes from last week.

[0:44:35] Voice 12: um fairly straightforward meeting very good meeting um the only highlight was is that there

[0:44:40] Voice 12: was a scheduled community information meeting and public hearing um that due to concerns of

[0:44:46] Voice 12: the trustees and members of the community as a whole um they decided to postpone uh to a future

[0:44:54] Voice 12: meeting generally basically because of the canada post strike is there was a feeling that there was

[0:45:00] Voice 12: not sufficient notice um indeed there was only five members of the public showed up to the

[0:45:05] Voice 12: meeting which is unusual for denman um and uh so as a result of that with trustees this fellow was

[0:45:12] Voice 12: best to postpone um due to those concerns um otherwise i don't have anything else to report

[0:45:18] Voice 12: just uh has been a very fruitful and enjoyable december thank you

[0:45:24] Trustee Luckham: okay very good thank you um

[0:45:28] Trustee Luckham: And so, since our last meeting, I haven't had any local trust committee meetings, certainly

[0:45:36] Trustee Luckham: we had a governance-to-governance meeting with SNANEMO on last week, on Thursday or

[0:45:44] Trustee Luckham: Friday, I think it was.

[0:45:46] Trustee Luckham: And that was good, it's getting a little bit more formal as we continue to regularly meet

[0:45:55] Trustee Luckham: and i'm really pleased to have the conversations that we're having um both formal and informal

[0:46:01] Trustee Luckham: conversations that can happen in that space so the name has i believe director fader might offer

[0:46:09] Trustee Luckham: any information there it's the name of that has offered at our request to host the meeting so that

[0:46:17] Trustee Luckham: it's their meeting that we're attending rather than it being a meeting that we're hosting that

[0:46:21] Trustee Luckham: that we would be responsible to invite the public to.

[0:46:28] Trustee Luckham: And so that's advancing accordingly.

[0:46:31] Trustee Luckham: And we're looking forward to a new meeting schedule

[0:46:33] Trustee Luckham: for January to continue the important work

[0:46:36] Trustee Luckham: of the Gabriela LTC.

[0:46:39] Trustee Luckham: And of course, building that relationship with SNANAMO.

[0:46:44] Trustee Luckham: That covers it off for me, nothing else at this time.

[0:46:50] Trustee Luckham: So the Islands Trust Conservancy liaison, we have a bylaw here from Bowen Island, which has been referred to them.

[0:47:02] Trustee Luckham: And just if you have an Islands Trust Conservancy report at this time, Vice Chair Elliott, and maybe we can address the bylaw when we get to that section.

[0:47:15] Trustee Luckham: Thank

[0:47:21] Voice 11: you, Chair. No, nothing to report. As we all heard from Chair Smith at Trust Council on that matter of the Conservancy being able to provide input to Trust Council as it moves forward with its request for provincial review.

[0:47:43] Voice 11: you. And yeah, I don't have anything really of substance. Thank

[0:47:51] Voice 11: you.

[0:47:52] Voice 11: Great. Thank

[0:47:53] Voice 3: you. So that concludes our

[0:47:56] Trustee Luckham: general reporting out and moves us to bylaws for approval

[0:48:00] Trustee Luckham: and consideration. Very regular item on our agenda. And today we have two bylaws,

[0:48:06] Trustee Luckham: four altogether, OCP and LUB amendments. The first one being the Bowline and Municipality

[0:48:14] Trustee Luckham: official committee plan amendment bylaw number 671 and land use bylaw amendment 672 and i see

[0:48:21] Trustee Luckham: jason yeomans you've turned your camera on that's lovely you've got the salt spring dock in the

[0:48:26] Trustee Luckham: background there and um so pleased to uh see that as part of our visual landscape having tied up to

[0:48:33] Trustee Luckham: that dock in quite a while but over to you for um uh briefing us on this bowen island municipality

[0:48:41] Trustee Luckham: request, and there's two motions here that I'll send to trustees to make and ask questions

[0:48:46] Trustee Luckham: accordingly.

[0:48:48] Voice 1: Thank you, Chair Luckham. Pleased to be here with you all today. This pair of Bowen

[0:48:54] Voice 1: Island municipality bylaws concerns the rezoning of a rural residential property to change its

[0:48:59] Voice 1: underlying land use designation and zoning in such a way that it would reduce the minimum average

[0:49:03] Voice 1: lot size, thereby facilitating a future subdivision of the lot into two, with one lot on either side

[0:49:10] Voice 1: of Collins Road. Generally, a rezoning that would facilitate more small lot rural development is not

[0:49:17] Voice 1: necessarily something that would garner a favourable review by staff, but in working to

[0:49:22] Voice 1: satisfy Bowen Island Municipality's conservation development policy, the applicants have proposed

[0:49:26] Voice 1: placing 50% of each of the subject lots under permanent protection in the form of a conservation

[0:49:32] Voice 1: covenant. They have also proposed a trail access that leads from Collins Road to the Metro Vancouver

[0:49:39] Voice 1: park that is adjacent to one of the proposed new lots so in some and as

[0:49:44] Voice 1: you'll see from the recommendations staff find that the proposed bylaws are

[0:49:47] Voice 1: consistent with the islands trust policy statement provided that the proposed

[0:49:51] Voice 1: conservation covenants and trail access are realized the only caveat to this I

[0:49:57] Voice 1: think is that for any of you who have sat on the Conservancy Board you know

[0:50:02] Voice 1: that it can take a while to finalize a conservation covenant it's not

[0:50:08] Voice 1: So as Chair Lockham had noted, this file has been referred to the Islands Trust Conservancy, which does hold a conservation covenant on one of the properties that is adjacent to this lot.

[0:50:18] Voice 1: So I guess it is my hope, and who knows what the Conservancy Board will necessarily think, but if there is a way, or if that makes it more favorable for the Conservancy to take on what is otherwise a covenant that would be likely too small for them to usually consider,

[0:50:35] Voice 1: but its adjacency to one of their existing covenants and its adjacency to a Metro Vancouver

[0:50:39] Voice 1: park hopefully will cause them to look favorably upon this or some other conservation organization

[0:50:45] Voice 1: the Bowen Island Conservancy for example but the OCP bylaw in this particular case will come back

[0:50:53] Voice 1: to you prior to its final adoption by Bowen Island municipality under the terms of your letters

[0:50:58] Voice 1: patent that you share with the municipality so you'll have an opportunity again to take a look

[0:51:02] Voice 1: at this before it's adopted in order to determine whether or not um this sort of condition that you

[0:51:08] Voice 1: might wish to impose upon them that these conservation covenants are finalized um

[0:51:13] Voice 1: is actually realized thank you okay

[0:51:16] Trustee Luckham: thank you jason yeah we don't normally put conditions on

[0:51:20] Trustee Luckham: these sorts of things so it's a little unusual but the fact we'll see the ocp later will give

[0:51:26] Trustee Luckham: us an opportunity to be satisfied and i'm presuming that that the covenants will be more

[0:51:32] Trustee Luckham: firmly in place by that point in time is that correct

[0:51:37] Voice 1: that's that's certainly the hope i'm

[0:51:40] Voice 1: you know given that i think this is a recommendation the the conservation covenants

[0:51:46] Voice 1: are something that's been recommended to bowen island municipality by its um uh not advisory

[0:51:53] Voice 1: design panel help me out here advisory planning commission i believe um and i think staff are

[0:51:59] Voice 1: generally supportive of it as well so i think one is likely to see the bowen island council will

[0:52:04] Voice 1: probably hold hold the applicants to this particular condition but yes the hope is that

[0:52:09] Voice 1: they will not consider adopting the bylaw until such time or parallel to the covenants being

[0:52:14] Voice 1: being finalized okay

[0:52:16] Trustee Luckham: great another question but i'll leave that for a moment and ask if any of

[0:52:21] Trustee Luckham: the other vice chairs have any questions with respect to either of these two

[0:52:24] Voice 3: bylaws anybody

[0:52:26] Voice 3: anybody?

[0:52:30] Voice 11: Sir, not a question, but

[0:52:34] Voice 3: a comment,

[0:52:40] Voice 11: perhaps. It does strike me that, you know,

[0:52:46] Voice 11: we've been talking about taxation and the value of the conservancy to Bowen Island residents and

[0:52:55] Voice 11: what the Islands Trust in general can offer. And it strikes me that this is one of those

[0:53:03] Voice 11: intangible benefits um that we could point to in the future uh if this conservation covenant is

[0:53:12] Voice 11: you know agreed to be held by uh the conservancy um yeah holding land um

[0:53:21] Voice 11: in a way that upholds bowen island's own ocp policies

[0:53:27] Voice 11: for conservation purposes is part of that working together piece that the Islands Trust kind of

[0:53:35] Voice 11: brings under one one roof so to speak so I think we could maybe tuck this in our back pocket as a

[0:53:45] Voice 11: case in point here's how we do serve or we would like to serve Bowen Island residents and upholding

[0:53:51] Voice 11: their ocp so just a comment and thank you for your work on this uh um jason this is really good i'm

[0:54:00] Voice 11: happy to move the recommended resolutions if there's no other discussion

[0:54:06] Voice 3: has um the uh board

[0:54:11] Voice 3: reviewed these

[0:54:12] Trustee Luckham: yet or is that on your plan to review at the next meeting what's the time frame

[0:54:17] Trustee Luckham: for that i

[0:54:18] Voice 11: i haven't seen the agenda for the next board meeting which is the 21st of january no we

[0:54:25] Voice 11: have not seen this yet okay

[0:54:28] Trustee Luckham: and i saw director fader's camera blink on there briefly did you

[0:54:33] Trustee Luckham: have anything to offer there with the expectation that the conservancy will be reviewing this prior

[0:54:39] Trustee Luckham: to us seeing it again no

[0:54:42] Voice 7: i was simply going to let you know when they were meeting next which

[0:54:44] Voice 7: which Vice Chair Elliott already advised.

[0:54:46] Trustee Luckham: Excellent.

[0:54:48] Trustee Luckham: Any other questions, Trustee Mott or Peterson?

[0:54:51] Trustee Luckham: No, no.

[0:54:52] Trustee Luckham: So my lingering question here then,

[0:54:56] Trustee Luckham: and then I'll go to you for the motion for sure,

[0:54:57] Trustee Luckham: I'm definitely in support of these,

[0:55:00] Trustee Luckham: is there was an indication

[0:55:02] Trustee Luckham: that there would be some financial costs associated

[0:55:05] Trustee Luckham: with the ongoing management plan of the properties.

[0:55:10] Trustee Luckham: And I'm presuming that the board will raise this too,

[0:55:13] Trustee Luckham: too, because that's, of course, been a focal piece for them to not acquire land or protect land if

[0:55:20] Trustee Luckham: there's not associated budget to protect them. And maybe Vice Chair Elliott or Jason, you may

[0:55:27] Trustee Luckham: have something to share there about whether or not that has been considered by Bowen Island

[0:55:32] Trustee Luckham: Municipality, and I presume would be considered by the Conservancy. I see Vice Chair Elliott has

[0:55:38] Trustee Luckham: your hand up uh

[0:55:40] Voice 11: director freighter can correct me if i'm wrong but i think it's around sixteen

[0:55:44] Voice 11: hundred dollars annually for conservation covenant that we take on uh i seem to recall and we

[0:55:52] Voice 11: typically will seem to be doing two per year i don't know if that's gone up or down um but if

[0:56:01] Voice 11: we're talking about nap tap covenants i they seem to cycle in at around two per year but it's an

[0:56:06] Voice 11: an additional cost to the annual budget of around $1,600. Is that

[0:56:10] Voice 11: correct?

[0:56:11] Voice 7: I don't have that figure at hand, actually. I don't believe

[0:56:14] Voice 7: it's that high. I would have to go have a look.

[0:56:17] Voice 11: I think the

[0:56:18] Voice 11: latest budget bumped up by $1,600. That's why that number

[0:56:22] Voice 11: is in my head. And it was for land or properties

[0:56:27] Voice 11: management or something. But you're right. It's probably not that high. Sorry.

[0:56:30] Trustee Luckham: For Planner Yeomans?

[0:56:32] Voice 1: I'll just mention briefly, Chair, that I

[0:56:35] Voice 1: I did have a conversation with the planning manager, an online email conversation with the planning manager.

[0:56:40] Voice 1: They're raising this question about if our conservation organization or indeed another conservation organization finds that the administrative cost of this is higher than they wish to bear for such a small area of conserved land.

[0:56:54] Voice 1: The Bowen Island planning manager implied that it would be possible for Bowen Island municipality itself to take on a restrictive covenant, I guess.

[0:57:04] Voice 1: I don't think one could necessarily call it a conservation covenant in the true sense of the word, in that it wouldn't have the ongoing rigor of monitoring that a conservancy applies to its covenanted land, but it could potentially take on or impose a covenant that prohibited certain types of development or prohibited all development and required retention of the landscape in its natural state or whatever that happened to be.

[0:57:29] Voice 1: It's not, I don't think, seen to be as ideal as a conservancy-held covenant,

[0:57:33] Voice 1: but the planning manager there did imply that that is a potential backstop

[0:57:38] Voice 1: in the event that no conservation organization is willing to take on these covenants.

[0:57:43] Trustee Luckham: Great. Okay.

[0:57:44] Trustee Luckham: Well, let's hope that we can support this in a good way.

[0:57:49] Trustee Luckham: And so let's go to the Vice Chair Elliott to make a motion.

[0:57:54] Trustee Luckham: I

[0:57:56] Voice 11: move that Executive Committee advise Bowen Island Municipality that Bylaw No. 671, cited as Bowen Island Municipality Official Community Plan, Bylaw No. 282-2010, Amendment Bylaw No. 671-2024, is not contrary to or at variance with the Islands Trust Policy Statement, provided the conservation covenants and trail access proposed as amenity contributions are realized.

[0:58:25] Trustee Luckham: I move seconded by Vice Chair Maud. Thank you. Do you wish to speak to it any further?

[0:58:32] Voice 11: I support working together and I hope this works out for all involved. Thank you.

[0:58:38] Trustee Luckham: Any other discussion? I will call the vote then. Please raise your hands electronically

[0:58:43] Trustee Luckham: or physically. And that looks like it carries unanimously. And so thank you very much for that.

[0:58:55] Trustee Luckham: Let's go to the second motion, Vice Chair Elliott.

[0:58:58] Trustee Luckham: it

[0:58:59] Voice 11: i move that executive committee advise bowen island island municipality that bylaw number 672

[0:59:05] Voice 11: cited as bowen island municipality land use bylaw number 57 2002 amendment bylaw number 672 2024

[0:59:14] Voice 11: is not contrary to or at variance with the island's trust policy statement provided the

[0:59:19] Voice 11: conservation covenants and trail access proposed as amenity contributions are realized okay so do

[0:59:28] Trustee Luckham: have a second uh vice chairman thank you very much uh used to speak to the motion uh any discussion

[0:59:37] Trustee Luckham: okay so let's uh call for the vote all those in favor and that is also unanimous so lower your

[0:59:46] Trustee Luckham: hands thank you and so very good that concludes those business items we wish bowen island success

[0:59:52] Trustee Luckham: with those and look forward to the ocp coming back to us for the final approval let us go uh to

[1:00:00] Trustee Luckham: it's 20 minutes after 10 I'm thinking let's get through the Gambier Island

[1:00:03] Trustee Luckham: local trust committee bylaws maybe we'll have a short break and then we can dig

[1:00:06] Trustee Luckham: into the trust council meeting preparation if that's all right with

[1:00:09] Trustee Luckham: everybody and so Gambier Island local trust committee bylaw numbers 153 and 154

[1:00:15] Trustee Luckham: request for decision this is amendments to the Keats Island land use bylaw and

[1:00:22] Trustee Luckham: community official community plan to incorporate um shoreline protection area and um this has been

[1:00:30] Trustee Luckham: a seven-year conversation um many meetings um and significant participation by the community from

[1:00:40] Trustee Luckham: uh keats island and grateful for that and we've attempted and trustee bernardo is newly elected

[1:00:47] Trustee Luckham: has picked this up and has been running with it and working with the LTC to make it more

[1:00:55] Trustee Luckham: palatable to the Keats Island community.

[1:00:58] Trustee Luckham: And it's here today.

[1:01:00] Trustee Luckham: I will say that it was not supported unanimously by the LTC, but indeed it carried and is a

[1:01:09] Trustee Luckham: decision of the LTC.

[1:01:10] Trustee Luckham: see so with i think i'll just call read out the motion and then if there's any questions we could

[1:01:18] Trustee Luckham: get some answers and perhaps staff might support me with that if it gets more complicated i'll move

[1:01:24] Trustee Luckham: that the island's trust executive committee approved gambler island local trust committee

[1:01:27] Trustee Luckham: bylaw number 153 cited as keats island official community plan 2002 amendment number one 2021 in

[1:01:34] Trustee Luckham: accordance with section 27 of the islands trust act and do i have a second david mott thank you

[1:01:41] Trustee Luckham: very much david i don't have anything else to say to this i'm glad that it's here and advancing the

[1:01:49] Trustee Luckham: work to keep this island so trustee peterson over to you

[1:01:54] Voice 14: yeah i'm curious i was reading through the

[1:01:57] Voice 14: report and um uh the request from squamish to include the setback um uh to 15 from seven and

[1:02:11] Voice 14: and a half meters and it appears that happened a couple of uh you know that was their consistently

[1:02:18] Voice 14: their position um and it's so it stayed at the 7.5 and it's just one of these sort of situations

[1:02:27] Voice 14: where i and and not being party to the discussions at all of course obviously i uh much as i might

[1:02:36] Voice 14: tune in to any LTC. I didn't. But I just wonder if there's any consideration of a compromise

[1:02:45] Voice 14: when it comes to those sort of numbers. And I'm sure I see you there and maybe you can just tell

[1:02:54] Voice 14: me. It seems to me that when there's two numbers that are so far apart,

[1:03:03] Voice 14: um uh sometimes it might be a sign of goodwill to see if there can be some movement so i'm just

[1:03:11] Voice 14: curious if there was any discussion about that and not that it's going to affect my um the way

[1:03:18] Voice 14: i vote and if it's if you if it's inappropriate just let me know and i can take my speculation

[1:03:23] Voice 14: elsewhere yeah

[1:03:26] Trustee Luckham: um over the seven years there was a lot of conversation about that and i sort of

[1:03:32] Trustee Luckham: think actually that 30 meters might have been part of the conversation originally

[1:03:38] Trustee Luckham: but there was uh quite a lot of concern with historic lots that are already constructed

[1:03:48] Trustee Luckham: on and indeed the land that has been disturbed already and um the and the compromises that this

[1:04:01] Trustee Luckham: This has come to the Executive Committee for approval without full unanimous consent.

[1:04:09] Trustee Luckham: And it's important to advance this work.

[1:04:13] Trustee Luckham: So there was those conversations without much success in trying to adjust that back to a

[1:04:20] Trustee Luckham: greater number.

[1:04:22] Trustee Luckham: And I don't know if you have anything to add from your view on what you've heard?

[1:04:29] Trustee Luckham: uh

[1:04:32] Voice 13: thank you mr chair you know it's a long windy winding trail that uh setback issue and i don't

[1:04:38] Voice 13: have i wouldn't be able to do it justice and just speak to it i do know that there is questioning of

[1:04:44] Voice 13: the science behind it um and i could justify the rationale why 30 meters is the best setback

[1:04:50] Voice 13: but you know my my best answer is that the ldc fully discussed the issue and they made a

[1:04:57] Voice 13: resolution as such and that's what it is so um that's the best answer i can give mr chair

[1:05:05] Trustee Luckham: yeah okay thank you yeah maybe i just summarized it but if there was a negotiation over the setback

[1:05:11] Trustee Luckham: it was actually advancing the bylaw itself and creating a protection area in that um water

[1:05:22] Trustee Luckham: front zone so very good vice-chair Elliott thank

[1:05:31] Voice 11: you yes no comments on the

[1:05:35] Voice 11: substance it does seem to have been exhaustively debated and needs to be

[1:05:42] Voice 11: advanced so I am in support of the resolution I just want to point there's

[1:05:47] Voice 11: an important grammar anyway we need to change the language on page 69 under

[1:06:00] Voice 11: justification this looks like the old version of the object of the islands

[1:06:05] Voice 11: trust in that it omits in cooperation with First Nations so this may be an old

[1:06:13] Voice 11: template that we're using you might want to look at these because of course First

[1:06:19] Voice 11: Nations have been added as the agencies that we work in cooperation with under

[1:06:25] Voice 11: logic fourth paragraph one two third paragraphs okay

[1:06:32] Voice 3: you said I'm sorry it's

[1:06:34] Voice 11: there on 69 yeah the odd yeah above we were just there so

[1:06:41] Voice 3: this is the schedule

[1:06:43] Voice 3: schedule one bylaw page 69 yeah

[1:06:46] Voice 11: under justification it is the object of the islands trust to preserve

[1:06:50] Voice 11: and protect the trust area and its unique amenities so it's the object in cooperation

[1:06:54] Voice 11: with first nations municipalities regional districts improvement districts that's first

[1:07:02] Voice 11: nations are missing right

[1:07:05] Trustee Luckham: that is not properly quoting it's in quotation it's not properly

[1:07:09] Trustee Luckham: quoting the current that's a brilliant catch this is a bottle of the LTC and it

[1:07:19] Trustee Luckham: has been approved at this point to get it to here step on sir Mac what would

[1:07:25] Trustee Luckham: you recommend here on that what is obviously an oversight that's an easy

[1:07:30] Voice 13: one mr. chair it hasn't been adopted yet and that amendment can be made before

[1:07:34] Voice 13: for adoption. We can capture that by consent. If you can approve the recommended resolution

[1:07:42] Voice 13: and you can say that by consent and I can inform the staff. If you prefer to make a resolution as

[1:07:49] Voice 13: such to make it, we can do that as well. But it's an easy fix for staff to make and I'll make sure

[1:07:53] Voice 13: that happens before it gets adopted by the Gambier LTC. Well, that's great.

[1:07:59] Voice 13: Yeah. Your choice how

[1:08:00] Voice 13: you want to do that by consent or by resolutions yeah

[1:08:03] Trustee Luckham: so um i would like the minutes to record that

[1:08:07] Trustee Luckham: um that should be the case but perhaps we'll just make that as a motion to include in the reporting

[1:08:13] Trustee Luckham: that goes back to them so let's advance this then thanks for that uh vice chair really good catch um

[1:08:22] Trustee Luckham: is there any further discussion i'm going to call the vote then on uh the motion on the floor um to

[1:08:30] Trustee Luckham: advance bylaw number 153 um all those in favor all right that's unanimous and so that carries

[1:08:44] Trustee Luckham: uh before i proceed i'm going to make an additional motion that um the islands trust

[1:08:51] Trustee Luckham: executive committee advised the danbury island local trust committee that the object of the

[1:08:59] Trustee Luckham: islands trust should be updated in the justification section of the bylaw to reflect the

[1:09:08] Trustee Luckham: current wording alexandra is that slow enough for you yeah

[1:09:31] Voice 3: so maybe put bylaw number one five three

[1:09:46] Trustee Luckham: okay is that all right and uh do i have a seconder that motion seconded by dr elliott thank you

[1:09:52] Trustee Luckham: um so any discussion straightforward all those in favor raise your hands electronically digitally

[1:10:01] Trustee Luckham: that and that carries unanimously thank you very much so i'm going to further now move the

[1:10:09] Trustee Luckham: uh recommended decision in the um motion in the package now the islands trust executive

[1:10:17] Trustee Luckham: committee approved gambler island local trust committee bylaw number one five four cited as

[1:10:22] Trustee Luckham: keith's island land use bylaw 2002 amendment number one 2021 in accordance with section 27

[1:10:28] Trustee Luckham: of the islands trust act grab a second let's see mark thank you um i don't think i need to speak

[1:10:37] Trustee Luckham: to this further it's package is there any further discussion then i'll call the vote all those in

[1:10:44] Trustee Luckham: favor that uh carries unanimously also thank you very much so that concludes our bylaws section

[1:10:57] Trustee Luckham: so at 10 30 here um let us just have let's say 10 minute break throw up your teacups and then

[1:11:04] Trustee Luckham: we'll come back to do trust council meeting preparation that will that will kick off with

[1:11:08] Trustee Luckham: a roundtable review of the december 3rd to 5th trust council meeting um just noting uh as you

[1:11:16] Trustee Luckham: know this is a public meeting uh viewed and recorded and that we should keep our uh comments

[1:11:23] Trustee Luckham: comments regarding the trust Council meeting about the issues and um and not about uh persons or

[1:11:29] Trustee Luckham: companies or otherwise and so grateful for that and let us recess for 10 minutes coming back at

[1:11:38] Trustee Luckham: 10 40. so

[1:24:22] Voice 4: have we all returned can you

[1:24:28] Trustee Luckham: hear me okay David okay trustee Elliot the audio is better

[1:24:34] Trustee Luckham: perfect yes

[1:24:35] Voice 11: it was a bit muffled at the beginning it's much better now thanks

[1:24:39] Trustee Luckham: yeah and i've switched out to my normal microphone now instead of trying to use the one on the

[1:24:45] Trustee Luckham: laptop so that's better okay great um let us proceed in our agenda then um the round table

[1:24:59] Trustee Luckham: review of our december 3rd to 5th trust council meeting and um we'll just go around with the

[1:25:06] Trustee Luckham: elected um any remarks we have about the success or otherwise of the of the december meeting and

[1:25:13] Trustee Luckham: um room for improvements and all that sort of stuff and then we'll go to staff for the same uh

[1:25:18] Trustee Luckham: observations so i'm going to start this time around with the toasty mod thank

[1:25:25] Voice 12: you chair um

[1:25:27] Voice 12: i thought it was it was a very good trust council the feedback i got from trustees they

[1:25:31] Voice 12: They felt that it was well-organized, civil debate, lots of good, awesome discussion.

[1:25:41] Voice 12: I certainly, throughout the whole session, I did not receive any sort of negative commentary or feedback.

[1:25:50] Voice 12: So I can just say that for me, it was a positive gathering. Thank you.

[1:25:58] Trustee Luckham: Excellent. Thank you, Trustee Maude.

[1:26:00] Trustee Luckham: Let's go, Vice Chair Peterson.

[1:26:06] Voice 14: thank you chair um i think it went uh fairly well um overall uh it was great to have um some of our

[1:26:19] Voice 14: guests there i thought that was great particularly the san juan county session lots of good

[1:26:26] Voice 14: discussion there i think in terms of um i think in terms of uh meeting order and decorum i thought

[1:26:35] Voice 14: that went well um the um the opening uh your opening remarks and the discussion that followed

[1:26:46] Voice 14: i thought were uh i think that actually went fairly well as well um just to uh to address

[1:26:53] Voice 14: uh those concerns right off the mark um and uh i think that was the right um approach um

[1:27:04] Voice 14: Um, and also I just wanted to, uh, um, voice my, uh, support for the notion of the survey

[1:27:16] Voice 14: going out afterwards.

[1:27:17] Voice 14: I thought that was, um, a good thing to do and, um, and I appreciate that went out and

[1:27:24] Voice 14: hopefully we're going to get, um, trustee feedback because of course it's important

[1:27:29] Voice 14: to get, uh, feedback from all, all the way around the table, um, as well.

[1:27:35] Voice 14: So I appreciate that that went out and went out in such a timely fashion.

[1:27:40] Voice 14: I know for a lot of us, the longer the distance from between the meeting and doing something like a survey, the impressions kind of aren't maybe as sharp afterwards.

[1:27:53] Voice 14: So the timing, I think, was really good to get that out as trustees were headed home.

[1:27:57] Voice 14: So I appreciate that.

[1:28:00] Trustee Luckham: Okay, great.

[1:28:01] Trustee Luckham: Great. And perhaps Ruben might have some remarks prior to us actually seeing the results of that survey when we get to his section of the roundtable here. But Trustee Elliott?

[1:28:15] Voice 11: Thank you. I think Council as a whole was much improved in terms of

[1:28:28] Voice 6: tone.

[1:28:30] Voice 11: tone.

[1:28:31] Voice 14: I think

[1:28:33] Voice 11: we struggled in, oh dear, I tried to move so I could have a better reception. Is

[1:28:38] Voice 11: that better?

[1:28:39] Voice 14: Yeah, it is. Yeah, thanks. We

[1:28:42] Voice 11: struggled quite a lot in debating the policy

[1:28:45] Voice 11: statement process. And I think this is where, and this is nothing against, you know, Director

[1:28:54] Voice 11: Frater you've been really working so hard to present all these options I think it was challenging

[1:29:03] Voice 11: for trustees coming from so many different experiences of public engagement of budgeting

[1:29:11] Voice 11: community size familiarity with the project to really get to a place of

[1:29:20] Voice 11: of a high level decision that could have then been able to direct staff so that staff could

[1:29:30] Voice 11: make sort of the more operational decisions from a higher level.

[1:29:35] Voice 11: So I felt we got stuck in the weeds in trying to say what kind of public engagement would

[1:29:45] Voice 11: would be successful and how to land it and where we ultimately ended up increasing the

[1:29:50] Voice 11: number of Committee of the Whole meetings, which provides trustees with the opportunity

[1:29:56] Voice 11: to really drill into the policy.

[1:30:00] Voice 11: statement and get become familiar with it but we didn't end up funding a really

[1:30:05] Voice 11: robust communications plan to engage with the public and I struggled with

[1:30:09] Voice 11: that part a lot so I'll just leave it there I don't know how we could have

[1:30:15] Voice 11: done that better I do think we need to take some lessons and this is going to

[1:30:20] Voice 11: come into the continuous learning plan discussion from the modus report which

[1:30:29] Voice 11: was a draft engagement plan of from 2021 in which they listed some of the risks of how things rolled

[1:30:38] Voice 11: out last time and how we could mitigate those risks potentially so i think we there's some

[1:30:44] Voice 11: lessons learned and we can come back around to that discussion if we land on that for a continuous

[1:30:51] Voice 11: learning um module maybe for trustees because i don't think people understand really how a broad

[1:30:59] Voice 11: based really good public engagement is supposed to go.

[1:31:02] Voice 11: And that's where we struggled with the policy discussion

[1:31:05] Voice 11: on the policy statement project.

[1:31:08] Voice 11: It was really good to hear from Mayor Leonard.

[1:31:14] Voice 11: I took quite a few notes because it was great to hear

[1:31:18] Voice 11: from somebody else what our council seems

[1:31:23] Voice 11: to be struggling with.

[1:31:24] Voice 11: And I'll just point to one quote that I pulled

[1:31:27] Voice 11: from his discussion was conflicts within this elected body do not rise to a conflict of

[1:31:32] Voice 11: governance, but a conflict of process. And I did find it interesting that he landed on

[1:31:41] Voice 11: some advice, which was to undertake a strong strategic planning process

[1:31:46] Voice 11: and arrive at Islands Trust made solutions. And I think that has been part of our struggle is where

[1:31:53] Voice 11: where we have not had agreement on a strategic plan.

[1:31:59] Voice 11: We don't have a current one, really.

[1:32:01] Voice 11: And council is flailing in process.

[1:32:05] Voice 11: It may not be governance that's our issue, it's process.

[1:32:08] Voice 11: So I think that was a keen observation.

[1:32:13] Voice 11: Some of the mechanics, the food was not great.

[1:32:19] Voice 11: Gluten.

[1:32:19] Voice 11: um yeah people are struggling with celiac uh who could just could not eat and uh so i think we need

[1:32:27] Voice 11: to revisit that or ask the catering to be much more strict about their um their uh menu um

[1:32:38] Voice 11: really loved the opening and the welcome that was uh that was just wonderful and uh

[1:32:45] Voice 11: uh appreciated having um yeah someone in the space to teach us about blanketing and teach

[1:32:53] Voice 11: us about um welcoming to the Lekwungen people's uh speaking people's territory that was really

[1:33:00] Voice 11: wonderful and that's about it there's a lot uh to add but congratulations to our new CAO

[1:33:06] Voice 11: you were um I think fantastic in front of council and uh gave us some great advice to

[1:33:12] Voice 11: start us off with your new uh tenure with us so thanks everyone for a great meeting

[1:33:22] Voice 4: that's great

[1:33:22] Trustee Luckham: thank you uh vice chair elliott um did i get you tim i think you're next

[1:33:33] Trustee Luckham: what did i already do i

[1:33:38] Voice 14: did speak but i just want to uh appreciate um uh trustee elliott's comments

[1:33:44] Voice 14: about the um the food and the concerns about we have several folks uh struggling with celac um

[1:33:50] Voice 14: issues on council and staff and that is really important we all need food for uh doing the work

[1:33:59] Voice 14: we all need to have our brains and bodies functioning properly so really appreciate

[1:34:04] Voice 14: vice chair elliott for for raising that that is really important thanks okay

[1:34:12] Trustee Luckham: thank you yeah so

[1:34:14] Trustee Luckham: those kinds of things we obviously need to provide better direction and um in order to facilitate

[1:34:21] Trustee Luckham: That's great. So my own remarks, the enhanced discipline is kind of the characterization there, but timing points of order and more particularly about rulings and what the points of order are, because, of course, by Robert's rules and general legislative parliamentarian authority has very specific requirements.

[1:34:52] Trustee Luckham: And I think we've managed to get through some of the rough spots quite well.

[1:34:59] Trustee Luckham: And the timing appeared to be something that was better.

[1:35:04] Trustee Luckham: And so we're going to continue to evolve the idea of a timer.

[1:35:09] Trustee Luckham: Staff have indicated that there may be a way to do that within Zoom.

[1:35:13] Trustee Luckham: I've had my own look at that and I'm not thinking that that's necessarily adequate, but I think we need to find an on-screen method.

[1:35:23] Trustee Luckham: so that those participants not in the meeting have the ability to be involved.

[1:35:28] Trustee Luckham: And then that leads me to Zoom.

[1:35:32] Trustee Luckham: Generally, as great as it is, and it's a new tool that we've only been using for a couple of years

[1:35:36] Trustee Luckham: and a whole new framework of meeting facilitation that is new that we got pushed into in COVID.

[1:35:46] Trustee Luckham: It's an evolving technology.

[1:35:48] Trustee Luckham: There's two or three other platforms that are doing it now very successfully.

[1:35:51] Trustee Luckham: successfully, but this whole, I call it simplex and bi-directional communication over electronic

[1:36:01] Trustee Luckham: medium that seems to the, when somebody is speaking online, it possibly cuts off the

[1:36:09] Trustee Luckham: audio from the venue.

[1:36:12] Trustee Luckham: And that seems to be a repeating theme is that people that are not doing it on purpose

[1:36:18] Trustee Luckham: for sure, but they are not hearing the chair or other points of order that are raised when

[1:36:26] Trustee Luckham: they're talking, we need to find a way to address that. And even if it's a visual thing, I did end

[1:36:32] Trustee Luckham: up having to cut a person off. And I don't want to do that. If I don't have to, it's nice if we can,

[1:36:38] Trustee Luckham: because that just has a whole different feel to it for those that are being cut off. And that's

[1:36:45] Trustee Luckham: that's not my intention. It's a matter of trying to pull us back to be aware of what's going on

[1:36:50] Trustee Luckham: in the room. So there's some work there with the Zoom. So my concern, and it's for us to reflect

[1:36:59] Trustee Luckham: on our future agendas, a number of topics we didn't get to. We deferred them to our next meeting,

[1:37:06] Trustee Luckham: but we can't do that continuously because we won't even have to make an agenda for June because

[1:37:13] Trustee Luckham: because we'll have so many things

[1:37:14] Trustee Luckham: that just need to carry on from the previous meeting.

[1:37:16] Trustee Luckham: So that's a reflection on, you know,

[1:37:19] Trustee Luckham: how much stuff are we really putting into our meetings?

[1:37:21] Trustee Luckham: And do we just need to take more stuff out

[1:37:24] Trustee Luckham: and make the meetings more focused

[1:37:26] Trustee Luckham: so that they can be concluded on time?

[1:37:31] Trustee Luckham: And I actually wanna thank Toby and David and Tim

[1:37:35] Trustee Luckham: in the meeting and staff, of course, as well,

[1:37:38] Trustee Luckham: but particularly the executive committee members

[1:37:40] Trustee Luckham: for the support in keeping the meeting flowing

[1:37:43] Trustee Luckham: and taking on additional responsibilities.

[1:37:47] Trustee Luckham: It's really evident working as a team,

[1:37:49] Trustee Luckham: we work better together.

[1:37:50] Trustee Luckham: So it took me a while to learn that.

[1:37:53] Trustee Luckham: So I'm glad that we're in that space.

[1:37:58] Trustee Luckham: That's all I have.

[1:38:01] Trustee Luckham: It was a good meeting.

[1:38:02] Trustee Luckham: We had some good conversations.

[1:38:04] Trustee Luckham: So I'm going to go now to the staff table.

[1:38:07] Trustee Luckham: I'm going to start out with CAO Broney.

[1:38:09] Trustee Luckham: What was your impression from council?

[1:38:12] Voice 2: Yeah, thanks, Gary.

[1:38:13] Voice 2: obviously for me it was it was my first one at least in person and so it was a great uh learning

[1:38:19] Voice 2: experience for me to see how that dynamic flows i've watched some online but obviously it's a bit

[1:38:23] Voice 2: different when you're in the room as well um and i thought it was you know some good engaged

[1:38:28] Voice 2: discussion um and some you know real interesting dialogue particularly i think the san juan

[1:38:35] Voice 2: discussion i think um staff and i have debriefed a little bit i think you know there's always a few

[1:38:41] Voice 2: technical and operational glitches that you know that we'll try and look at next time um

[1:38:47] Voice 2: i think you know your comment about kind of the volume of items on the agenda and not getting to

[1:38:53] Voice 2: everything is is one worth thinking about and it pretty good as we prepare for march but it's

[1:38:58] Voice 2: always a challenge i know um one area that staff are looking at too is how we can better facilitate

[1:39:05] Voice 2: and support just the process of moving motions and managing amendments because i think it can

[1:39:10] Voice 2: can get it can get quite confusing to follow along and I have a great respect for Alex and

[1:39:17] Voice 2: her ability to to type on screen and live and try and manage that process but we'll look at how we

[1:39:23] Voice 2: can maybe support better management of that piece of of the agenda on the survey yeah we we've I

[1:39:31] Voice 2: think got a pretty strong response rate and so we're just looking at compiling the results and

[1:39:36] Voice 2: and going through the comments and we plan to bring that back

[1:39:39] Voice 2: to executive committee at your next meeting in January

[1:39:42] Voice 2: so that you can see the results of that

[1:39:44] Voice 2: and that can then inform discussion around the agenda

[1:39:48] Voice 2: for the March meeting and considerations

[1:39:50] Voice 2: for how we might reflect some of that feedback

[1:39:53] Voice 2: in that meeting and potentially in other contexts as well.

[1:39:57] Voice 2: I'll leave my comments there

[1:39:58] Voice 2: and if other directors have any comments to share,

[1:40:02] Voice 2: that'd be great, thank you.

[1:40:03] Voice 2: And

[1:40:04] Trustee Luckham: before I go to other directors, I was remiss, and thank you, Ruben, for drawing my attention to this.

[1:40:13] Trustee Luckham: Alexander Trifonitis is such an amazing person, and indeed, if there's a lot of working done by anybody, it's her.

[1:40:22] Trustee Luckham: And keeping those motions and amendments, it was crazy, but you managed to get us through it and really want to acknowledge that.

[1:40:31] Trustee Luckham: that. So I see Vice Chair Elliott applauding, if you can't see that, Alexandra. So thank you for

[1:40:39] Trustee Luckham: your significant efforts in making council successful. And then, of course, it also goes

[1:40:44] Trustee Luckham: without saying that technical support staff, Daphne and Jeffrey, also do amazing work. Daphne

[1:40:50] Trustee Luckham: knows how it works and is very responsive. When I had to ask them if somebody cut off,

[1:40:56] Trustee Luckham: she was able to do that, and it worked out great. So I'm really grateful to that whole

[1:41:02] Trustee Luckham: team, CAO. You've got some good folks there. So let's now go to whoever the rotation is. I see

[1:41:09] Trustee Luckham: David Marlis is on legislative services. And of course, David sits next to me. This is a big

[1:41:13] Trustee Luckham: improvement, CAO Broney. We never used to have that. I had always thought that in other

[1:41:20] Trustee Luckham: municipalities, the city clerk sits next to the chair and advises accordingly. I actually thought

[1:41:27] Trustee Luckham: on occasion that the cao should sit there but the best advice uh was that no the legislative

[1:41:34] Trustee Luckham: services director should do that and his services are also very invaluable thank you david over to

[1:41:41] Trustee Luckham: you

[1:41:41] Voice 8: yeah no thank you and being in that position it's also um you know question of when do i get

[1:41:50] Voice 8: your attention and when don't i so you know you can provide me feedback uh with how that's working

[1:41:56] Voice 8: for you sometimes I feel like I'm interrupting you and maybe that's not

[1:42:00] Voice 8: appropriate and other times maybe I should have said something and you know

[1:42:05] Voice 8: the moment passed so I'm just be interesting your feedback to me we can

[1:42:09] Voice 8: do it one-on-one at some point just to get a better sense of what you feel

[1:42:13] Voice 8: would work and doesn't work there was yeah quite a lot of calls for point of

[1:42:20] Voice 8: order not all of them are you know correct but you know you need to deal

[1:42:25] Voice 8: with those as they come and i think you did that so that's that's good um i'm not sure what you

[1:42:32] Voice 8: can do about those trustees that you know want to call point of order but then kind of abuse it by

[1:42:37] Voice 8: using it to do something different that's something to maybe think about through a

[1:42:42] Voice 8: training session maybe um yeah and i think um i agree with everything else i've heard

[1:42:50] Voice 8: but I would just want to comment that I think this council we had probably more

[1:42:55] Voice 8: on-the-fly resolutions and I've seen at previous councils less we're getting

[1:43:03] Voice 8: sent in by email or they were getting sent in on the very last minute and I'm

[1:43:09] Voice 8: just wondering is a better way to manage that Sherlockham maybe we can think

[1:43:13] Voice 8: about if somebody wants to make a motion checking if they're sent it in first new

[1:43:18] Voice 8: If they haven't, maybe give them, you know, five minutes or something to do so.

[1:43:22] Voice 8: So that helps Alex get set up.

[1:43:24] Voice 8: I don't know.

[1:43:24] Voice 8: I'm just thinking through.

[1:43:26] Voice 8: But that to me, I think, is a bit of a problem.

[1:43:30] Voice 8: And, you know, because then we're wordsmithing the resolutions on the screen for you.

[1:43:36] Voice 8: And that becomes a bit of a waste of time.

[1:43:40] Voice 8: I think also council's agenda gets a little bit hijacked by late items or additions to items that

[1:43:50] Voice 8: really weren't contemplated when the meeting was put together by the executive committee and times

[1:43:56] Voice 8: were estimated by staff again I'm not sure what you can do about that you know trustees have the

[1:44:02] Voice 8: agenda a week in advance but seem to wait until the meeting and then say oh i want to talk about

[1:44:10] Voice 8: this whereas they could have let you know a week in advance so you can start making contingency

[1:44:15] Voice 8: plans sooner than later or letting the trustee know there's a better venue for that kind of a

[1:44:21] Voice 8: discussion and then the only final thing was appreciated that you took the time to count the

[1:44:29] Voice 8: volts and you know wait for the hands to go down before somebody you know asking for the no volts

[1:44:35] Voice 8: but i did notice on the last day you kind of rushed a few of the resolutions and it was hard

[1:44:40] Voice 8: to keep up with them i think alex uh you know had a kind of a hard time just keeping up with you

[1:44:46] Voice 8: there so appreciate you doing that and just ask you to continue to just slow it down when it comes

[1:44:51] Voice 8: to the uh to the resolutions because i think that does work really well okay i'll leave it there

[1:44:57] Voice 8: because everybody else has said everything, and Elsa, I would say as well, so thank you.

[1:45:01] Voice 8: Thank

[1:45:03] Trustee Luckham: you. Who would like to go next? Julia Mobs?

[1:45:09] Just

[1:45:15] Voice 9: a moment to unmute myself there. So I agree with most of what's been said already.

[1:45:21] Voice 9: I will also add that I enjoyed having our guests in attendance at Trust Council. It was nice to

[1:45:27] Voice 9: have some others join us. I felt it created some interesting conversation and a good dynamic at the

[1:45:34] Voice 9: the table. I did feel like everybody, trustees and staff alike were making great efforts to bring

[1:45:39] Voice 9: their best selves to the meeting, which is what we always want. And I really noticed that effort

[1:45:44] Voice 9: this time around. And so that's appreciated, certainly from the staff perspective. I agree

[1:45:49] Voice 9: with the comments that have been made that meeting timing continues to be a struggle. I was really

[1:45:53] Voice 9: optimistic for September's meeting that we had, you know, pared it down enough that we'd be able

[1:45:58] Voice 9: to keep everything within the allotted time. But, you know, unfortunately, we didn't achieve that.

[1:46:04] Voice 9: It is one of those things that is a bit of a struggle sometimes right when there's work coming forward it's positive in the sense that we are advancing good work, but it does mean that we're challenged when it comes time to organize the meeting so I do think there's

[1:46:20] Voice 9: probably some opportunity to investigate how we can manage the timing better.

[1:46:24] Voice 9: I agree with the comments made around sort of our motions on the fly and amending motions.

[1:46:29] Voice 9: Personally, I find the process of amending motions to be quite painful and sometimes confusing and certainly time consuming.

[1:46:36] Voice 9: And I think that contributes quite significantly to the challenges that we see with meeting timing.

[1:46:41] Voice 9: So as CAO Brony has mentioned, you know, staff internally are examining some ways that we could potentially better support that process so that we could make it a little less painful and less time consuming.

[1:46:55] Voice 9: certainly agree with the comments around you know we need to be finding ways to ensure that our

[1:46:59] Voice 9: celiac friends at the meeting are well taken care of I do know that you know Laurie very

[1:47:05] Voice 9: clearly communicates the dietary needs of all staff so it's not on our end where I think

[1:47:10] Voice 9: we're deficient but it is an important thing and we do need to examine how we can

[1:47:16] Voice 9: maybe more strongly ensure that we're going to have those dietary restrictions met

[1:47:20] Voice 9: met. It was a really nice way to end the meeting, I thought, with our annual awards. I thought

[1:47:28] Voice 9: that was, you know, elevated the room a little bit. It was a nice way to end the three days.

[1:47:34] Voice 9: And, yeah, appreciating Ruben's presence at that meeting as well. I think, yeah, good

[1:47:41] Voice 9: things all around. I'll leave my comments there.

[1:47:45] Trustee Luckham: Thank you, Julia. Stefan or Claire, who's going to go next?

[1:47:56] Voice 7: uh chair i can jump in um i don't have much else to add i can simply um reflect on vice

[1:48:03] Voice 7: chair elliott's comments earlier in the meeting around the policy statement amendment project

[1:48:08] Voice 7: discussion and difficulties with it um it really is just sort of a balancing act between council

[1:48:15] Voice 7: staying too high above the project such that trustees don't feel ownership of it

[1:48:18] Voice 7: and sort of question later how we ended up where we are and then perhaps the opposite of two down

[1:48:24] Voice 7: in the weeds and um making you know spending a great deal of time on small decisions so we'll

[1:48:30] Voice 7: reflect as a management team on you know whether we're striking the right balance there um but

[1:48:36] Voice 7: certainly looking forward to moving forward um in the next while with committee of the whole

[1:48:39] Voice 7: and again looking at the committee of the whole process to ensure that we can you know move

[1:48:44] Voice 7: through review of the document in an expeditious way um to sort of get out to public engagement

[1:48:49] Voice 7: and we are reflecting on you know the budget available for communications and we'll move

[1:48:53] Voice 7: move forward there. But yeah, I think we'll look at future discussions of council around

[1:48:57] Voice 7: the policy statement and examine how we can make them more efficient. I enjoyed having

[1:49:02] Voice 7: San Juan County there. We look forward to supporting that relationship in the future

[1:49:05] Voice 7: and felt that session was quite good and useful. So I'll leave it there because most of my other

[1:49:11] Voice 7: comments have already been said.

[1:49:15] Voice 4: Okay, and Stefan Sumac.

[1:49:19] Voice 13: Thank you, Mr. Chair. I actually don't

[1:49:20] Voice 13: have anything of value really to add beyond what I've heard. My only encouragement is to slow it

[1:49:25] Voice 13: down when necessary in order to allow for the votes to be counted for clarity to be presented

[1:49:31] Voice 13: and take that chance to take a breath a breath that's all we can offer thank

[1:49:39] Trustee Luckham: you stefan and

[1:49:41] Trustee Luckham: last but not least i would like to give alexandra trephanidis an opportunity to speak from a

[1:49:46] Trustee Luckham: logistics perspective um and absolutely acknowledge the work that she does for us

[1:49:52] Voice 6: Thank

[1:49:52] Voice 10: you very much, Chair.

[1:49:53] Voice 10: I also want to acknowledge and thank Laurie Foster for all of her background work on the meals and accommodations.

[1:50:02] Voice 10: I echo everything that has been said already.

[1:50:06] Voice 10: There's only two little additions that I'd like to add.

[1:50:10] Voice 10: The one regarding the motions on the fly, I am happy to do the motions on the fly.

[1:50:16] Voice 10: I think the bigger point here is the timing that it takes, the amount of time that it takes to conduct that.

[1:50:23] Voice 10: And then also this go around, I did hear some confusion from trustees on the amount of amendments that were being made.

[1:50:32] Voice 10: So I'm happy to do them, but it does take up a lot of time.

[1:50:36] Voice 10: and then i want to apologize to director marler and trustees for missing uh the inclusion of his

[1:50:45] Voice 10: request for decision on the um rescinding policy that was my air and just wanted to apologize for

[1:50:52] Voice 10: that that's all i have

[1:50:54] Trustee Luckham: okay um no apology really necessary it's a busy place and everybody works

[1:51:02] Trustee Luckham: as a team and does terrific work and let's continue that and look forward to our march

[1:51:07] Trustee Luckham: meeting so um is there anybody else that needs to share anything otherwise i think we'll move on to

[1:51:15] Trustee Luckham: the reporting out uh part of our uh council meeting which is the december trust council

[1:51:21] Trustee Luckham: business decision highlights this of course is not the minutes of the meeting and is meant to

[1:51:27] Trustee Luckham: give a high level view of the uh most significant elements of um of that uh past meeting we'd like

[1:51:36] Trustee Luckham: to get these out this week i think so uh looking at them there uh cao i'm going to ask you if you

[1:51:42] Trustee Luckham: have any additional remarks associated with that otherwise we'll go to trustees for feedback and

[1:51:47] Trustee Luckham: let's try and get these out no

[1:51:49] Voice 2: thanks chair i think it's i think it's a good summary of the

[1:51:51] Voice 2: key pieces that would be of most interest to the public and so um if if the executives are

[1:51:58] Voice 2: comfortable with it we're happy to move that forward okay

[1:52:01] Trustee Luckham: great so vice chairs any advice on

[1:52:05] Trustee Luckham: this document otherwise um motion to um circulate this to subscribers and post the website

[1:52:13] Trustee Luckham: vice chair elliott uh

[1:52:16] Voice 11: just three small comments uh very minor in nature uh the second to last

[1:52:21] Voice 11: did we not discuss oil spill mitigation as well since council passed a resolution on that maybe

[1:52:28] Voice 11: we should include that in the second to last Islands Trust San Juan County Council joint

[1:52:37] Voice 11: session well

[1:52:40] Trustee Luckham: just say Trust Council support the renewal of joint advocacy which I think

[1:52:44] Trustee Luckham: it was inclusive but let's go to director fader on her thoughts on that

[1:52:53] Voice 7: certainly it's there in

[1:52:55] Voice 7: a generic way if you wanted to cite renewal of joint advocacy efforts concerning marine safety

[1:53:01] Voice 7: you could add that specificity if you wish i

[1:53:06] Voice 11: support that i like specific

[1:53:10] Voice 11: and then the last one um convenience area unit for electoral area directors to well we're not

[1:53:19] Voice 11: exploring the barriers this is for enablement of legal occupancy of tiny homes on wheels that's

[1:53:26] Voice 11: sort of what the project is called it's an enablement project um the everyone is already

[1:53:31] Voice 11: familiar with all of the barriers there is no need to explore them anymore um so if we could

[1:53:37] Voice 11: just change that to um how tiny homes on wheels might be achieved in the trust area might be good

[1:53:46] Voice 11: and then my name has to be

[1:53:48] Trustee Luckham: before you go on before you go on would it be sufficient just to change

[1:53:52] Trustee Luckham: the word the barriers to explore opportunities for legal options that's great yeah opportunities

[1:54:00] Trustee Luckham: for okay i'm just making notes okay go ahead and

[1:54:05] Voice 11: then elliott has two t's that's all

[1:54:08] Trustee Luckham: now we get the two t's okay that's great so um so just before we move on to julia

[1:54:20] Trustee Luckham: Yeah. Just make sure for the record that this on page 84 or page one of one, I guess, of the highlights that marine safety be added to the second from the last bullet and that opportunities be for legal occupancy be amended for the tiny homes on wheels and two T's for Elliott.

[1:54:46] Trustee Luckham: it and we'll just by general consent um advance that if there's nobody objecting okay and then

[1:54:54] Trustee Luckham: julia mobs you had your hand up i

[1:54:58] Voice 9: did share briefly the language um around exploring the

[1:55:01] Voice 9: barriers to legal occupancy i believe comes directly from the resolution that was passed

[1:55:04] Voice 9: we always reference the resolutions to make sure we're capturing what the decision actually was

[1:55:08] Voice 9: um but i don't think the amendment that you are requesting is changing sort of the intent there

[1:55:14] Voice 9: there. So I'm not fussed about it.

[1:55:15] Trustee Luckham: Yeah, that's Yeah, exactly. It's just general. Director

[1:55:21] Trustee Luckham: freighter acknowledge that general wording, as opposed to

[1:55:26] Trustee Luckham: the motions, which will come out in a minute. Okay, so then, can

[1:55:33] Trustee Luckham: I then take it by general consent that the December Trust

[1:55:40] Trustee Luckham: Council business decision highlights be circulated to

[1:55:44] Trustee Luckham: of subscribers and post it on the website as amended okay so that's done trust council follow

[1:55:52] Trustee Luckham: up action list at 8.22 that's on page 85 um i'm gonna jump over to the cao there um just to say

[1:56:03] Trustee Luckham: this is the follow-up action list that follow uh following up on the work of trust council

[1:56:10] Trustee Luckham: do you have any remarks associated with the follow-up action list otherwise we would just

[1:56:14] Trustee Luckham: be receiving this for information with executive committee feel it's complete um

[1:56:19] Voice 2: yeah no just the

[1:56:20] Voice 2: number of additions there most of them around scheduling for the new year and so staff are

[1:56:25] Voice 2: hard at work on that um trying to fit in all the particularity of the committee of the whole

[1:56:29] Voice 2: meetings which have been scheduled um and we'll look at how some of those specific requests for

[1:56:35] Voice 2: items other than the policy statement will fit into that bi-weekly schedules that runs now i

[1:56:39] Voice 2: think through tilting thanks right

[1:56:42] Trustee Luckham: okay that's great and so vice chairs uh does this follow-up

[1:56:48] Trustee Luckham: action list um reflect what you recall as the decisions that were made at council okay then

[1:56:57] Trustee Luckham: i'm going to receive that for information as presented and thank you all for that we've got

[1:57:03] Trustee Luckham: our marching orders so to speak i'm going to move through the agenda here now to areas that don't

[1:57:09] Trustee Luckham: have any reporting, and just go to the continuous learning plan briefing on page 96 through 103.

[1:57:16] Trustee Luckham: That turned out to be a bigger document. And so who is going to take the lead on

[1:57:27] Trustee Luckham: introducing this? Is that you again, CAO Brony?

[1:57:30] Voice 2: I am going to defer that one to my colleague,

[1:57:33] Voice 2: the former interim CAO, Director Mobs, since she's picking up

[1:57:37] Voice 2: continuation of the work that

[1:57:38] Voice 2: she did with you on this. Thanks.

[1:57:41] Trustee Luckham: Perfect. That overlap, hopefully, is going to run out soon,

[1:57:45] Trustee Luckham: right?

[1:57:48] Voice 9: We'll get there. I'm

[1:57:51] Voice 9: happy to, thanks, Chair, happy to introduce this particular item.

[1:57:55] Voice 9: So back in 2023, Executive Committee had passed a resolution looking to explore future education

[1:58:03] Voice 9: workshop sessions. And so when I stepped into the interim CAO seat, I thought one of the useful ways

[1:58:09] Voice 9: to advance that particular request would be to resurrect the continuous learning plan

[1:58:13] Voice 9: that had formerly been used in previous terms that had not advanced this term for whatever

[1:58:18] Voice 9: reason so you'll recall that we did pull together this term from continuous learning plan brought it

[1:58:24] Voice 9: to the committee for some feedback we have incorporated the feedback that was provided

[1:58:28] Voice 9: by this group particularly around hyperlinking some of the meeting recordings and resources for

[1:58:33] Voice 9: training pieces that have already taken place there also was a request from this group

[1:58:38] Voice 9: to bring back the list of potential training topics from last term and also add to that list

[1:58:46] Voice 9: some of the training suggestions that Trustee Elliott had brought forward at a previous meeting.

[1:58:51] Voice 9: And so if we turn to page 97 of the agenda package, we'll see the continuous learning

[1:58:57] Voice 9: plan is there. It looks very similar to what you saw previously. Of course, as we move through the

[1:59:02] Voice 9: document and get into years 2025 2026 those fields are largely blank because this is where executive

[1:59:10] Voice 9: committee gets to weigh in and decide what sessions you might want to provide to trust

[1:59:14] Voice 9: council and where you'd like to schedule them most of the empty blocks there no trust council

[1:59:18] Voice 9: meetings but of course we can provide training in different venues and we've certainly heard from

[1:59:22] Voice 9: some trustees that they would prefer to have training outside of council so that we can keep

[1:59:26] Voice 9: our council meetings to strictly businesses of course we have some timing struggles getting

[1:59:30] Voice 9: through everything when we don't do that uh so page 102 of the agenda is where you'll find the

[1:59:36] Voice 9: list from last term's trust council this is a list of potential training topics so you'd ask

[1:59:43] Voice 9: for this to be brought forward the list items number 1 to 20 are in a prioritized order based

[1:59:51] Voice 9: on a survey that was run with last term council so this is what last term's council had decided

[1:59:58] Voice 9: it was the order in which

[2:00:00] Voice 9: they were interested in receiving this training it may not reflect what current council

[2:00:05] Voice 9: may want to prioritize so that's just something to remember the last two items on the first list

[2:00:11] Voice 9: item number 21 and 22 were not included in the poll they were added subsequent and so I've just

[2:00:17] Voice 9: thrown them at the bottom of the list when we're looking at this list you know there's a few pieces

[2:00:24] Voice 9: that may not be so relevant anymore for example item number nine managing the opportunity of

[2:00:28] Voice 9: change in the COVID moment. I would suggest that COVID moment has passed. Michelle's life

[2:00:34] Voice 9: of that item is probably expired. Item number 14 on how to craft a resolution, we already

[2:00:40] Voice 9: have a primer in the works related to that, but certainly as we've seen at our council

[2:00:46] Voice 9: meetings, there may be some room to actually have a bit of an in-person or webinar session

[2:00:52] Voice 9: on that. Item number 17 looks at spill responses. We do have a letter from Councillor Jane

[2:00:58] Voice 9: fuller from san juan county expressing interest in um discussing with trust council spill prevention

[2:01:04] Voice 9: so not identical but certainly related so that might be something to consider if you're looking

[2:01:08] Voice 9: to plan around this topic is how we might involve san juan county in that item number 19 from my

[2:01:15] Voice 9: perspective feels like a lot of learning on bylaw enforcement processes might be a natural fallout

[2:01:21] Voice 9: of just some of the work that's happening with our bylaw enforcement policy review

[2:01:24] Voice 9: review. But certainly additional training once that policy is finalized may be prudent. It is

[2:01:32] Voice 9: quite low on the prioritized list, but again, that was last term. When we move to item number 23,

[2:01:38] Voice 9: that was a request from Trust Council in 2022. I understand from Director Frater that that piece

[2:01:43] Voice 9: of work is planned. I'm not sure on the timing of that. She'll be able to speak to it if you'd like

[2:01:46] Voice 9: to know that piece of information. And page 103 is where we've included some of the topics that

[2:01:52] Voice 9: that came out of this group,

[2:01:53] Voice 9: as well as specific topics from Trustee Elliott.

[2:01:56] Voice 9: And those are not prioritized in any particular order,

[2:01:59] Voice 9: but are here for consideration.

[2:02:01] Voice 9: So this group does have responsibility

[2:02:03] Voice 9: for facilitating training for trustees

[2:02:06] Voice 9: and for trust council as a group.

[2:02:08] Voice 9: And so it's over to you to sort of think about

[2:02:12] Voice 9: what you think might be most beneficial

[2:02:13] Voice 9: for the group at large.

[2:02:15] Voice 9: So I'll leave my comments there.

[2:02:16] Voice 9: I'm happy to take questions.

[2:02:17] Voice 9: Okay.

[2:02:22] Trustee Luckham: Thank you, Julia. I guess I'm wondering about how we might move forward with this to engage trustees in a more meaningful way so that we can, with confidence, take on the responsibilities of determining what that program might look like in the future.

[2:02:43] Trustee Luckham: So, I don't know if you have any suggestions, but I'm happy to go to vice chairs at this point and see what comments they have with regard to this.

[2:02:52] Trustee Luckham: This is a request to see this, and it's there. It's fulsome.

[2:02:57] Trustee Luckham: We could clearly have two years of just training and not conduct any business at all, which there may not be a benefit.

[2:03:06] Trustee Luckham: Did you have any additional remarks at all, Julia, or CAO? Any remarks? And then I'll go to vice chairs.

[2:03:14] Voice 9: Well, I heard a question in there around how might we best advance our own decisions around

[2:03:20] Voice 9: choosing topics.

[2:03:22] Voice 9: So, I mean, you know, last term there was a poll that was conducted with trustees.

[2:03:26] Voice 9: You could take that approach once again, circulating this list and then also seeking thoughts on

[2:03:34] Voice 9: additional pieces of training.

[2:03:36] Voice 9: When it comes to sort of the more administrative or governance training pieces, it might be

[2:03:42] Voice 9: that this group just wants to provide the leadership in what's needed, and I think that's

[2:03:48] Voice 9: perfectly appropriate to do. You can't guarantee that everyone will attend meetings or training

[2:03:53] Voice 9: sessions, of course, but it's definitely within your jurisdiction to be taking leadership in that

[2:03:58] Voice 9: particular space. The earlier that we can receive direction from this group or council at large for

[2:04:08] Voice 9: or which sessions you'd like to engage in,

[2:04:11] Voice 9: the more time we have to plan.

[2:04:12] Voice 9: Because of course, some of these sessions

[2:04:13] Voice 9: are going to involve reaching out to others,

[2:04:17] Voice 9: scheduling, finding time.

[2:04:19] Voice 9: We're really pressed for finding time

[2:04:21] Voice 9: for anything new in this upcoming year.

[2:04:23] Voice 9: We've got lots of Committee of the Whole meetings

[2:04:24] Voice 9: and lots of other special meetings

[2:04:25] Voice 9: that have been planned for.

[2:04:27] Voice 9: So we will need some lead in time

[2:04:29] Voice 9: to actually plan any of this.

[2:04:30] Voice 9: So earlier decisions certainly help us

[2:04:32] Voice 9: facilitate your desires in the best way.

[2:04:34] Voice 9: Okay,

[2:04:37] Trustee Luckham: that's great. And so you've reflected my thoughts. This list may actually be used as a survey, and maybe we need to do some preliminary work to make it so that the outcomes from that survey are really direct in order to allow it.

[2:04:51] Trustee Luckham: And of course, we have a motion from Council to seek some training associated with meetings and conduct. And so let's go to Trustee Peterson and Trustee Maude.

[2:05:04] Trustee Luckham: Thank

[2:05:07] Voice 14: you, Chair. I just wanted to note that on the follow-up action list, there are two items that kind of relate to this.

[2:05:18] Voice 14: One is the structured decision-making on the CAO's follow-up action list, and the other is on the Director of Legislative and Information Services around session on agreement with other agencies, governments, and First Nations.

[2:05:36] Voice 14: So, to me, both of those things should be considered. They are on the executive committee list. I'm a little disappointed and no intention to spread any dispersion or anything on staff, but I am a little disappointed that we hadn't got to the structured decision-making session earlier in the term.

[2:06:06] Voice 14: And, um, uh, that's something that I think should also be considered, uh, early in every

[2:06:13] Voice 14: term, perhaps as, as a suggestion from executive committee to, uh, to future, um, councils.

[2:06:20] Voice 14: But I just wanted to note that both of those items are on the follow-up action lists.

[2:06:25] Voice 14: And I, and, um, I think they're on there because, uh, it's been recognized that they're

[2:06:30] Voice 14: important topics um that uh certainly this committee has has uh suggested need to be

[2:06:38] Voice 14: addressed at trust council level so i'll leave that there thank you

[2:06:43] Trustee Luckham: um david maud vice chair

[2:06:47] Trustee Luckham: and then we'll follow up i would see a brony thank

[2:06:52] Voice 12: you chair um yeah i certainly strongly

[2:06:54] Voice 12: support um the concept of polling um trustees both on topics and venue um i certainly have

[2:07:02] Voice 12: heard a lot of pushback from trustees about the amount of time we spent trust council on these

[2:07:08] Voice 12: sessions and the suggestion that it should be maybe moved over to committee the whole um sort

[2:07:15] Voice 12: of online versus in person so but but i i just i think that's those are two polling topics that i

[2:07:21] Voice 12: think would work very well for us thank you thanks

[2:07:27] Voice 4: charlotte thank

[2:07:30] Voice 11: you chair um there does seem to me

[2:07:33] Voice 11: to be about three buckets of different types of um continuous learning plans as um director mob said

[2:07:44] Voice 11: sort of governance and process related topics such as structured decision making project flows

[2:07:51] Voice 11: between committees to council this has actually been an issue and i think um results in some

[2:07:58] Voice 11: confusion over how council should give direction to committees this could actually feed into an

[2:08:05] Voice 11: orientation session for new trustees how does council work how does the council committee

[2:08:10] Voice 11: system work how do uh decisions get made and projects um you know ownership for projects

[2:08:17] Voice 11: and the flow through cycle there so i think there's some opportunity to do a few internal

[2:08:24] Voice 11: internal governance pieces, which I don't think we'd need external expertise for. We might just

[2:08:30] Voice 11: have a PDF, and that becomes part of the orientation for new trustees. There's some

[2:08:38] Voice 11: outer governance pieces, like how government works, working with others, intergovernmental

[2:08:43] Voice 11: relations and advocacy, how to write letters. I think that's actually an important topic because

[2:08:51] Voice 11: it's not well understood. It's always under-resourced, as we always see by Director

[2:08:57] Voice 11: Frater's ever-long list of advocacy topics. And trustees don't, I don't understand really how

[2:09:04] Voice 11: government works. So it's a really challenging thing if you're coming into this job and you

[2:09:10] Voice 11: don't have a view of the landscape or how to respectfully ask for things of other ministries

[2:09:16] Voice 11: or, you know, look up portfolios and understand who's in charge of what.

[2:09:22] Voice 11: So I think intergovernmental relations might be a good one, again, for orientation.

[2:09:27] Voice 11: And I agree with Trustee Maud and others that the content-specific webinars,

[2:09:33] Voice 11: which there's probably over half of them,

[2:09:39] Voice 11: private managed forest lands, ALC, Coast Guard spill response,

[2:09:43] Voice 11: those content topics I think should go to trust council trustees for a vote

[2:09:49] Voice 11: what do they want to learn in our last two years and then pull that together

[2:09:56] Voice 11: First Nations relationship building and return to the lands that might be a

[2:10:03] Voice 11: separate topic so overall I think we could decide on a few of the governance

[2:10:08] Voice 11: and process topics, maybe two, and maybe they're not a webinar, they're just something that could

[2:10:15] Voice 11: be put into an orientation package that really explains how our government works, and then how

[2:10:20] Voice 11: does the Islands Trust engage with others? I think that would be helpful. And 100% agree with number

[2:10:27] Voice 11: 23 has to be addressed somehow. We need help on public engagement. Thanks.

[2:10:36] Trustee Luckham: Right. So CAO Broney and then Trustee Peterson, you put your hand up as well.

[2:10:45] Voice 2: Thank you, Chair. Yeah, I think clearly we'll want to prioritize the items that are

[2:10:50] Voice 2: on the follow-up action list, particularly when it comes to any sort of more formal structured

[2:10:54] Voice 2: training session. So that'll be the first priority. And I appreciate the comments about

[2:11:00] Voice 2: how do we incorporate some of this into orientation for trustees coming in, which should then help

[2:11:05] Voice 2: help manage some of those some of those challenges and I and I agree with trustee Elliott that

[2:11:11] Voice 2: there's a variety of formats for a lot of those content specific things which may very well be

[2:11:15] Voice 2: readily available to us from different providers whether it's UBCM uh lgma or intergovernmental

[2:11:23] Voice 2: relations secretary of the province as well they may have existing resources that we can tap and

[2:11:27] Voice 2: so that's an area that that we'll look into I think particularly on the intergovernmental side

[2:11:32] Voice 2: and that orientation to how other levels of government work will be important.

[2:11:38] Voice 2: I agree and so happy to do a poll.

[2:11:40] Voice 2: I think that's the fundamental question for us is,

[2:11:43] Voice 2: do you want the poll to focus on some of those more content-specific pieces

[2:11:48] Voice 2: that may be less formal with agreement that we're going to focus

[2:11:52] Voice 2: on some of the formal ones based on the direction we already have?

[2:11:56] Voice 2: Or do you want that poll to be sort of more broad

[2:11:58] Voice 2: and capture some of those broader, bigger topics?

[2:12:01] Voice 2: Thanks.

[2:12:04] Trustee Luckham: great trustee peterson a

[2:12:07] Voice 14: couple of thoughts uh one is around um training around the uh new city

[2:12:13] Voice 14: view program um for trustees i think that might be very useful as this is uh this is an interface

[2:12:21] Voice 14: that um certainly on some level uh we're getting lots of of questions about applications and stuff

[2:12:29] Voice 14: that could be really helpful for maybe more helpful for some trustees and others and then

[2:12:36] Voice 14: just um uh sort of a reflection about the um having some kind of like a learning resource

[2:12:46] Voice 14: available for trustees i note there's there's links in this list to past sessions um the cao

[2:12:53] Voice 14: mentioned uh other resources that might be available uh from outside outside and other

[2:12:59] Voice 14: organizations and uh just occurred to me as we were as i was listening that um if we could sort

[2:13:07] Voice 14: of have a space where trustees can go and look uh through topics they might be interested in

[2:13:14] Voice 14: where there is uh where there are sessions that have already been produced um and and that don't

[2:13:22] Voice 14: you know especially if we can save our staff from redoing the work of others um that might be a

[2:13:30] Voice 14: really useful resource for us to have for trustees so just a thought that occurred during listening

[2:13:35] Voice 14: to the discussion so thank you okay

[2:13:41] Trustee Luckham: boy there is a lot here and from my perspective of everything

[2:13:49] Trustee Luckham: thing that I've heard, this could be a full-time job for somebody just to analyze and pull this

[2:13:56] Trustee Luckham: together. And I'll leave that up to the CEO to reflect on that, I suppose. But, you know, I think

[2:14:05] Trustee Luckham: coming from the conversation here now is certainly there's a necessity for review. And this is,

[2:14:11] Trustee Luckham: you know, honestly, if I'm talking about Robert's rules and point of order, what's the relevance of

[2:14:18] Trustee Luckham: all this to the continuous learning plan which is very specific um but orientation materials is

[2:14:24] Trustee Luckham: another topic of which there clearly needs to be a review of all of those materials and to determine

[2:14:31] Trustee Luckham: the relevancy and how we might link that all in or make it more readily available because of course

[2:14:38] Trustee Luckham: we do and the cao you may have been subjected to the orientation materials that we offer trustees

[2:14:45] Trustee Luckham: trustees, with respect to how the organization works. But obviously, that needs to be reviewed

[2:14:53] Trustee Luckham: and revisited. But, you know, we've in the past talked a lot about the orientation materials,

[2:14:58] Trustee Luckham: which feeds into, which is, I don't know, something that we got actually done, an elections

[2:15:03] Trustee Luckham: package. So future trustees might understand what it is that they're running for office to do.

[2:15:09] Trustee Luckham: And then, of course, there's a public view of that. So that's what I'm reflecting on when I

[2:15:14] Trustee Luckham: And I say this is a full time job for somebody. That's another communications position that is communications to trustees and the public in general.

[2:15:22] Trustee Luckham: But I think to seize the moment, what the CEO supported and Julia suggested, and I wholeheartedly agree with, is we could take this list, these lists that are here.

[2:15:36] Trustee Luckham: And ideally, in my mind, work with staff, maybe a couple of us on executive committee, I'm happy to throw my hat into that ring, work with Julia and perhaps the CAO and Alexandra, with your permission, CAO, to create a survey that is very directive, saying, yes, no, this term.

[2:16:00] Trustee Luckham: term? What do you want to learn this term? Not necessarily what you want future trustees to

[2:16:05] Trustee Luckham: learn, but what do you want to learn? And then the orientation materials is something we need

[2:16:10] Trustee Luckham: to figure out how to leverage that into that space. But I'm going to turn to the CAO to ask.

[2:16:17] Trustee Luckham: So let's, I'm hearing some consensus around facilitating getting this out. Let's nail down

[2:16:24] Trustee Luckham: what trustees are interested in. And I'm thinking, let's preview that and eliminate things or make

[2:16:29] Trustee Luckham: recommendations that this should be eliminated, this should be eliminated, and then seek that

[2:16:33] Trustee Luckham: endorsement in a survey. Executive committee has said, remove these items. Yes, no. And then in

[2:16:40] Trustee Luckham: person at council workshop, however that works. CAO, that's a question for you.

[2:16:49] Trustee Luckham: Yeah,

[2:16:49] Voice 2: I think we can, maybe the best thing is for me to take that away, take a first cut at

[2:16:57] Voice 2: building building out an approach and an initial survey and then bring it back to this table for

[2:17:03] Voice 2: review and then as you say you can add or remove things from that list and then we can proceed from

[2:17:07] Voice 2: there and get a survey out and we'll have a look at the timing and how quickly we think we can do

[2:17:12] Voice 2: that but i'm happy to take a first run at building that for for a discussion then it

[2:17:18] Trustee Luckham: would be clear

[2:17:18] Trustee Luckham: you'd be working with julia on that i'm happy to chime in and then get it back to this table and

[2:17:23] Trustee Luckham: iron it out the sooner the better because i think we need to advance this work um and then i think

[2:17:30] Trustee Luckham: probably then unless there's more that we need to say about this i think

[2:17:35] Trustee Luckham: staff will take direction as discussed i would just say um but obviously the work that we're

[2:17:43] Trustee Luckham: doing doesn't stop and so the direction from council in december there now needs to be enacted

[2:17:49] Trustee Luckham: And so that needs to become a more current topic and the direction that I was trying to seek earlier out of the September meeting.

[2:17:59] Trustee Luckham: I'm presuming that that is going to continue on and proceed and not asking for any remarks at this time.

[2:18:05] Trustee Luckham: I'll leave that up to you and Julia and I see Vice Chair Elliott's hand up.

[2:18:10] Trustee Luckham: And, you know, as we're moving through these kind of conversations, great if you pop up your hand in case I'm not aware that you want to say something so I don't have to ask you directly.

[2:18:21] Trustee Luckham: But Vice Chair Elliott, over to you.

[2:18:24] Voice 11: Thanks.

[2:18:25] Voice 11: And so if I'm understanding, staff will go away and work on this list, consolidate what is not, you know, might be reasonable.

[2:18:39] Voice 11: would you also maybe bring back you know what would be the best format for this how we're going

[2:18:46] Voice 11: to get the expertise is this in-house there might be you know like you mentioned other resources and

[2:18:53] Voice 11: then I think if we're going to turn this into a survey how many modules can we reasonably expect

[2:18:59] Voice 11: to cover and I so I think the delivery method is important to understand because if it's if it's

[2:19:05] Voice 11: you know, this would take a webinar and we've only got time for two webinars in the, you know,

[2:19:10] Voice 11: the rest of the two years, then I think that would be important for trustees to consider. So

[2:19:15] Voice 11: we might come back or they might be able to rank them and prioritize. So thanks for that.

[2:19:24] Trustee Luckham: And then I'll just say before I go to the CAO, obviously the relevance of future training gets

[2:19:30] Trustee Luckham: less critical the further into the remaining portion of the term we go. CAO Browning.

[2:19:37] Voice 2: Yeah, I think what we would do ideally is with that initial plan is say we see an opportunity to fit in.

[2:19:43] Voice 2: We're going to prioritize the ones that we've already received redirection on that are on the follow-up action list.

[2:19:49] Voice 2: And we see an opportunity to do X many more informal sessions or webinars within the next balance of this term.

[2:20:00] Voice 2: That being the case, what are the priorities you would like us to address within that, right?

[2:20:06] Voice 2: And there may be other ones where we can pull on existing resources that are just, you know, to Trustee Peterson's point, a bit of a bit of a trustee virtual library of resources that folks can access as and when they choose to.

[2:20:18] Voice 2: That may take a bit of time and energy to build, but I think we'll try to come back with a bit of a calendar for we see to manage expectations around we see room for this many sessions before the balance of end of term.

[2:20:32] Voice 2: and so then the focus is on just how do you want to populate those calendar items thanks right

[2:20:38] Voice 3: so

[2:20:41] Trustee Luckham: that's terrific and so let's mull over this and bring it back um i just know in passing right

[2:20:52] Trustee Luckham: on page 103 maybe it is uh topic topic suggestions from executive committee of october 24

[2:21:00] Trustee Luckham: four in no particular order are four items that maybe actually is all that's achievable.

[2:21:06] Trustee Luckham: But I also, and I know, and I got looking at that list because of what Tim said, which is

[2:21:13] Trustee Luckham: really important. We have been taught, and actually I think Vice Chair Elliott probably

[2:21:17] Trustee Luckham: started the conversation at the beginning of the term, or at least stimulated the conversation

[2:21:22] Trustee Luckham: again at the beginning of the term, about structured decision-making. We need to get

[2:21:26] Trustee Luckham: to that place because that in itself feeds into the whole thing about motions on the fly if we're

[2:21:34] Trustee Luckham: actually working through a process we've thought about the motions we want to advance we've sought

[2:21:40] Trustee Luckham: stack for advice for that and are going in a in a good process so i think we'll just move on from

[2:21:48] Trustee Luckham: this unless there's anything else anybody wants to say this has been a fruitful conversation we need

[2:21:53] Trustee Luckham: to do better at the work that we're doing and through knowledge we can do that and from some

[2:21:59] Trustee Luckham: expertise external advice would be helpful and and also make it a structured decision item so and the

[2:22:06] Trustee Luckham: and the survey is how how and why and all that stuff so i'm going to leave that with you let's

[2:22:11] Trustee Luckham: move on no further conversation i don't own the conversation i just want to move along unless you

[2:22:18] Voice 2: wanted to pass a motion just to put it on a follow-up action list but um i'm happy to take

[2:22:23] Voice 2: it away informally and bring it back in january it's up to you

[2:22:25] Trustee Luckham: well actually you know it should

[2:22:27] Trustee Luckham: be on the follow-up action list so if i might i'll move that executive committee ask staff to review

[2:22:38] Trustee Luckham: the continuous learning plan and bring back recommendations for

[2:22:45] Trustee Luckham: for prioritizing and a survey a trustee survey did you catch that one alexandra

[2:22:55] Trustee Luckham: motion on the fly not being strategic and all that i gotta try and get that a little bigger

[2:23:09] Trustee Luckham: for myself nothing to do with you just get my screen up here we are sure does that sound okay

[2:23:21] Trustee Luckham: to everybody um i'll move that um and i'll just seek a seconder it looks like trustee modder

[2:23:28] Trustee Luckham: seconded it and any discussion we could actually do it by general consent but all those in favor

[2:23:38] Trustee Luckham: and assuming that everybody's in favor yeah so uh everyone's in favor unanimous so there you go

[2:23:45] Trustee Luckham: cao your first bit of work out of today's meeting that's great thank you

[2:23:49] Trustee Luckham: um trust area services our

[2:23:51] Trustee Luckham: next item and we didn't put that on julia's list so much from the edge uh association of

[2:23:58] Trustee Luckham: vancouver island coastal communities union union of bc municipalities resolutions i see director

[2:24:04] Trustee Luckham: fader's camera come on thank you director fader i'll let you speak to this and uh there's a motion

[2:24:11] Trustee Luckham: there with a blank that we need to fill in over to you director fader uh

[2:24:17] Voice 7: thank you chair leckham uh

[2:24:18] Voice 7: this is being brought back to you as a result of a request at an earlier meeting to uh we put out

[2:24:23] Voice 7: a call um for suggestions to staff and trustees and um receive three which are noted here for you

[2:24:30] Voice 7: I will just note as you mull selecting them, we have a very limited amount of time to develop

[2:24:36] Voice 7: anything for your next meeting.

[2:24:39] Voice 7: Essentially materials would be due to the CAO on January 7th, which is generally the

[2:24:44] Voice 7: time we're back from vacation.

[2:24:45] Voice 7: So I would request if you want something for that agenda, we would hopefully move forward

[2:24:50] Voice 7: to something that requires less effort.

[2:24:52] Voice 7: The final resolutions are not due to AVICC until February 6th.

[2:24:58] Voice 7: you do have a meeting on February 5th. So potentially, if you wanted something more

[2:25:02] Voice 7: complex, we could try to put it on that agenda, but it would leave very little time for any change

[2:25:07] Voice 7: that you might request at that meeting. And also, we don't have a dedicated staff person right now to

[2:25:12] Voice 7: be working on these issues. So I'll just flag timing and capacity are a bit of a challenge.

[2:25:18] Voice 7: With regard to the suggestions that are being brought forward, if you could please scroll down,

[2:25:22] Voice 7: Alex. And we've got, perhaps I'll have Trustee Peterson speak to his, and then certainly I can

[2:25:30] Voice 7: speak for Trustee Yates in terms of what I think she was hoping to suggest. But what I would just

[2:25:36] Voice 7: point you to is you don't have trust council policy guiding any of these advocacy requests

[2:25:41] Voice 7: that historically sort of how Ben Executive Committee operates in terms of these suggestions.

[2:25:47] Voice 7: And it is noted in the policy that guides these, that the suggestions are to be provided to executive committee, but we're in a little bit of a gray zone in terms of, you know, we don't have an advocacy strategy to hook to per se.

[2:26:02] Voice 7: So I would just ask that you keep that in mind as you move forward with these topics.

[2:26:06] Voice 7: So perhaps with that, if you agree, Chair, we can have Vice Chair Peterson speak to his two suggestions.

[2:26:15] Trustee Luckham: and then what is your recommendation here director fader that if we're going to advance

[2:26:22] Trustee Luckham: a topic to avicc how many should that be generally

[2:26:28] Voice 7: we say no more than two um it's been

[2:26:31] Voice 7: historical practice we've done none one and two um more than two is likely too many to advance

[2:26:37] Voice 7: from any one local government or

[2:26:39] Trustee Luckham: islands trust so uh and just reflecting on your remarks there about

[2:26:47] Trustee Luckham: previous decisions of council um likely none of these is actually a a a noted position of

[2:26:58] Trustee Luckham: council at this time okay so then over to uh trustee peterson reflecting on

[2:27:04] Trustee Luckham: on that thought, that gray area that we end up being in.

[2:27:11] Voice 14: Yeah, thank you, Chair,

[2:27:12] Voice 14: and thank you, Director Frater, for noting that.

[2:27:18] Voice 14: So the first item is around the,

[2:27:22] Voice 14: in response to the UBCM discussion paper on conduct.

[2:27:33] Voice 14: As staff noted, there have been a number

[2:27:37] Voice 14: of related prior resolutions at the UBCM level and of course our Council is

[2:27:48] Voice 14: considering updating our our standards of conduct potentially to a code of

[2:27:55] Voice 14: conduct so the timing seemed good moving on to the supports for mental health for

[2:28:06] Voice 14: elected leaders. I think there's a bigger gap here. If I had to choose which of the two that

[2:28:16] Voice 14: I have presented here for us to move along, it would be this one. There has obviously,

[2:28:26] Voice 14: as much as the code of conduct work is important, and I think it would actually be really helpful

[2:28:32] Voice 14: for the province to have a scheme that covers the whole province instead of leaving it all

[2:28:39] Voice 14: wide open um this this issue about the uh about the lack of supports for for mental health for

[2:28:48] Voice 14: elected leaders is is i think um a bit uh a bit more clear i i i mean in in terms of the absence

[2:28:59] Voice 14: of policy from trust counsel, I think this is probably easier to advocate for in absence

[2:29:09] Voice 14: of a clear direction from policy.

[2:29:12] Voice 14: This is about health.

[2:29:15] Voice 14: And just a little bit of background.

[2:29:18] Voice 14: I did attend a session at ABCM and subsequently joined a group of, an ad hoc group of elected

[2:29:28] Voice 14: leaders talking about these issues one of the things that's became really clear is that there

[2:29:36] Voice 14: is a huge discrepancy across jurisdictions across local governments in British Columbia

[2:29:43] Voice 14: from virtually no support to somewhat more robust support I know I spoke to

[2:29:54] Voice 14: to Director Mobs earlier in the season

[2:29:56] Voice 14: when she was still acting CAO.

[2:30:00] Voice 14: Islands Trust, we have limited, and I think that's like two sessions a year covered for

[2:30:06] Voice 14: leaders in our health care plan.

[2:30:10] Voice 14: The intent of this is to really sort of put this in front of the province and say this

[2:30:17] Voice 14: is an important issue.

[2:30:20] Voice 14: You know, the tone of discourse and the stresses on local leaders, I think, is at a level that

[2:30:27] Voice 14: it hasn't been.

[2:30:30] Voice 14: in most of our uh times especially with the advent of things like social media and all of

[2:30:37] Voice 14: that sort of thing so i think this is really important if i had to choose one of my two this

[2:30:42] Voice 14: would be the one i'd really want to uh go ahead on i think the other one's important but i also

[2:30:47] Voice 14: think other people are doing the work this one i don't see other people doing the work right now

[2:30:51] Voice 14: i'll leave it there thank you okay

[2:30:54] Trustee Luckham: thank you jim uh vice chair elliot uh

[2:31:00] Voice 11: thank you um

[2:31:01] Voice 11: Um, so the third topic, uh, put forward by Trustee Yates, I had a little bit of back

[2:31:07] Voice 11: and forth, uh, with Trustee Yates and I did some digging into the, um, Heritage Conservation

[2:31:13] Voice 11: Act Transformation Project.

[2:31:17] Voice 11: Um, there were some recommendations in the report from stakeholders.

[2:31:24] Voice 11: So there's been two what we heard reports, one from stakeholders, which includes local

[2:31:28] Voice 11: governments and the other, um, First Nations.

[2:31:30] Voice 11: So in those rounds, there were some significant recommendations that I think we could hook onto that actually would serve the Islands Trust area considerably and are within our legislative responsibilities and the mandate for preservation and protection.

[2:31:52] Voice 11: And so I recognize the importance of the other two, the code of conduct, but I think that I feel like that's well in hand, and the multiple calls to the province for, you know, shared ethics commissioner's office, I think that's sort of been stated, and the work is being, you know, it will be undertaken or not.

[2:32:16] Voice 11: so I think so what I had actually didn't done some digging and I actually put

[2:32:23] Voice 11: together what would this resolution look like if we were to to look at the

[2:32:31] Voice 11: enhanced preservation protection of archaeological and heritage sites in the

[2:32:35] Voice 11: Gulf Islands there are two arguments I think why Islands Trust particularly

[2:32:40] Voice 11: should should head this up there is an extremely high number of archaeological

[2:32:46] Voice 11: and heritage sites in the Gulf Islands. A large part of the islands are held in

[2:32:53] Voice 11: private hands so landholders are the ones who are sort of the front line to

[2:33:01] Voice 11: disclose that there is the possibility of ARC sites and and this is something

[2:33:08] Voice 11: that has been talked about I don't think we've ever addressed. So to my mind the

[2:33:16] Voice 11: the request would be that the ministry responsible for the HACA transformation project would

[2:33:21] Voice 11: prioritize the following recommendations, and I can send this all to you if you want

[2:33:26] Voice 11: to look at it over lunch.

[2:33:27] Voice 11: One, to provide tools and support for local governments to support heritage management

[2:33:32] Voice 11: on private lands.

[2:33:33] Voice 11: And these are coming directly from the What We Heard report, so this is basically aligned

[2:33:38] Voice 11: with what the...

[2:33:40] Voice 11: Anyway.

[2:33:41] Voice 11: Two, to increase supports and education for property owners, developers, and other parties

[2:33:45] Voice 11: in case of heritage fines, and three, to improve tools, inventories, and other resources to support

[2:33:52] Voice 11: better management and protection of sites, and four, find a way to incentivize the reporting

[2:33:57] Voice 11: of likely heritage fines by reducing or eliminating fees and improving processes.

[2:34:03] Voice 11: So this gets back to the why is these sites have been imperiled ever since settlement,

[2:34:12] Voice 11: settlement, and there is a fear of disclosing because of the fees and the arduous process.

[2:34:22] Voice 11: Now we recognize the Heritage Conservation Act Transformation Project is underway, but

[2:34:27] Voice 11: I think the Islands Trust could add our voice to saying we need support for landholders

[2:34:33] Voice 11: to reduce or eliminate those barriers and the fees so that heritage and archaeological

[2:34:39] Voice 11: sites are better protected and there's nowhere that this is more important I

[2:34:44] Voice 11: believe than in the Gulf Islands where so much is is still on private land so I

[2:34:51] Voice 11: would just like to make the case for this third one happy to work with staff

[2:34:55] Voice 11: I think there's a lot in the in those reports from the transformation project

[2:35:00] Voice 11: that we could hook on to so that would be my preference thank you and thanks to

[2:35:05] Voice 11: trustee peterson your your work is is great in those other two areas um i just think it's um

[2:35:12] Voice 11: this is more within our mandate and our legislative role yeah

[2:35:22] Trustee Luckham: thank you by charlotte

[2:35:24] Trustee Luckham: so david modder not seeing your hand up so i'm just going to proceed with my own thoughts here

[2:35:30] Trustee Luckham: um i i agree with tim sort of tipping his hat here to the uh advocating and legislating

[2:35:44] Trustee Luckham: mandating local government code of conducts is i think this is something that is in hand with

[2:35:52] Trustee Luckham: the province just recently we were all asked to submit our points of view and that we are yet to

[2:35:58] Trustee Luckham: to see what this new government is likely to undertake as a priority in their mandates going forward.

[2:36:07] Trustee Luckham: And so I don't know that this necessarily needs a motion brought forward by the Allianz Trust to AVICC to advance to the provinces and ask.

[2:36:20] Trustee Luckham: That work is underway and we can certainly lend our voice as times go by.

[2:36:24] Trustee Luckham: So I'm just going to move on from that.

[2:36:27] Trustee Luckham: I do think that, as Tim has pointed out, there's almost a void here in recognizing the stresses and the difficulties that elected members find themselves in, which is so vastly different than what any of us probably expected here even.

[2:36:56] Trustee Luckham: And so there is, I think, a vacancy or there's an opportunity here to, and I think you garner support.

[2:37:06] Trustee Luckham: And although we don't have a policy on it, it's sort of a goodwill thing being concerned about us and everyone else in the local government.

[2:37:17] Trustee Luckham: I would like to see this one advanced.

[2:37:18] Trustee Luckham: And I think that there's not a lot of, the other thing is I don't think there's a lot of work associated with bringing this forward as a resolution.

[2:37:27] Trustee Luckham: certainly i'm very interested in the third item here um although i think there's a lot of work

[2:37:33] Trustee Luckham: that needs to be done here i have a lot of concerns with what this actually means i can't

[2:37:39] Trustee Luckham: and and and vice chair elliott you spoke about a lot of broader elements associated with the

[2:37:47] Trustee Luckham: with acknowledging and creating opportunity to um support uh not the continued degradation

[2:37:56] Trustee Luckham: of important archaeological sites.

[2:37:58] Trustee Luckham: And I'm trying to phrase my words carefully there

[2:38:01] Trustee Luckham: and apologize to anybody

[2:38:02] Trustee Luckham: that might be listening

[2:38:03] Trustee Luckham: if I've

[2:38:04] Voice 6: been inappropriate.

[2:38:05] Trustee Luckham: I'm trying, I understand, I believe I understand

[2:38:08] Trustee Luckham: the necessity for this and why we want to do it.

[2:38:12] Trustee Luckham: I think we need to understand the issue more carefully

[2:38:15] Trustee Luckham: because it is simply against the law

[2:38:18] Trustee Luckham: to desecrate an archaeological site.

[2:38:22] Trustee Luckham: And a landowner is responsible for that

[2:38:25] Trustee Luckham: as well as responsible for any kind of other environmental damage to a site.

[2:38:32] Trustee Luckham: And there are there's regulation that comes into play if you do do that.

[2:38:40] Trustee Luckham: How and of course, a lot of our own advocacy associated with development of properties in development permit areas,

[2:38:47] Trustee Luckham: which is something that we can do and we maybe need help with defining what our ecological sites might look like in that process.

[2:38:54] Trustee Luckham: process, the whole object is to move development away from those areas. And even at the ARC

[2:39:03] Trustee Luckham: branch, if you come and ask them, you want to do something, the first thing they ask

[2:39:07] Trustee Luckham: you is, well, can you build somewhere else? And then if you can't build somewhere else,

[2:39:11] Trustee Luckham: then you need to do these things in order to build. So if there's fees and permits that

[2:39:16] Trustee Luckham: are required associated with development, those are the responsibility of the property

[2:39:21] Trustee Luckham: owner because they want to do development. So I think there's a lot of work here that's necessary

[2:39:29] Trustee Luckham: and I'd be happy to advance it if we have the ability to do the work prior. Although I think

[2:39:37] Trustee Luckham: January the 7th or something is the date that these have to be submitted as a request. I presume

[2:39:44] Trustee Luckham: assume there's more time to create a more fulsome ask, but is there enough time between now and

[2:39:52] Trustee Luckham: April with everything else on the Trust Area Services plate and the shortage of staff in a

[2:40:00] Trustee Luckham: hiring process? Is there the ability for us to do it justice to get it to the Association of

[2:40:05] Trustee Luckham: Environmental and Coastal Communities? We could, of course, also advance it directly to UBCM.

[2:40:09] Trustee Luckham: It's not a requirement to get it endorsed by AVICC, but I would like to know from staff.

[2:40:17] Trustee Luckham: I would see supporting the second one of Tim's relatively easily.

[2:40:22] Trustee Luckham: I'd say the second one is worthy of support, but a lot of work.

[2:40:26] Trustee Luckham: And I would like to get an idea from staff, Director Frater, what you think about how much work is involved.

[2:40:35] Trustee Luckham: And is it even, honestly, is it even doable?

[2:40:39] Trustee Luckham: in the time that's available to us.

[2:40:43] Voice 7: I would suggest on the heritage topic,

[2:40:46] Voice 7: I'm not sure it's achievable for your next year.

[2:40:51] Voice 7: We might be able to draft something for February,

[2:40:54] Voice 7: but resources are extremely tight.

[2:40:57] Voice 7: I think you've jumped over the proposal of Trustee Yates,

[2:41:01] Voice 7: which is to talk about having essentially funding

[2:41:07] Voice 7: to homeowners for costs.

[2:41:09] Voice 7: like it would be um yeah so i don't know what that so there's a cost issue trustee elliott has

[2:41:15] Voice 7: introduced all kinds of other notions around the topic i think we would need time to staff to work

[2:41:20] Voice 7: with you on that um also would caution around asking for more tools for local government

[2:41:24] Voice 7: because of course islands trust has many tools we don't we rarely see them being taken up and used

[2:41:29] Voice 7: so i think an expected response from the province would be we'd like to see you using the authorities

[2:41:34] Voice 7: you have before we explore giving new ones um so i if i think the director of planning services

[2:41:40] Voice 7: might be able to supplement but i would caution against this i would also say ubcm is not the

[2:41:45] Voice 7: only way to advocate we can we can always advocate by participating in the heritage

[2:41:49] Voice 7: transformation project engagement we can write directly to ministers there's other ways of

[2:41:54] Voice 7: accomplishing this and given the resources available right now i would suggest maybe you

[2:41:58] Voice 7: could let this opportunity go by you could even consider it again for next year

[2:42:03] Voice 7: and certainly i do agree the mental health piece might be simpler to advance at this stage okay

[2:42:13] Trustee Luckham: any other thoughts or would somebody like to make a motion tim peterson thank you yeah

[2:42:21] Voice 14: thank you good

[2:42:22] Voice 14: conversation here i think that the um the heritage conservation um piece is it's really important but

[2:42:31] Voice 14: but I also think that we want to make sure that we're doing it right.

[2:42:37] Voice 14: And I appreciate the thoughts around that.

[2:42:42] Voice 14: You know, specifically, I know when we were out,

[2:42:47] Voice 14: one of the outcomes or one of the discussions around the Kuwaiti

[2:42:51] Voice 14: archaeology project was specifically about the costs associated for landowners

[2:42:59] Voice 14: owners and how if that could be mitigated somehow that might actually improve the outcomes for

[2:43:06] Voice 14: archaeological sites but i think we want to i think in all of this we need to approach that

[2:43:12] Voice 14: really carefully and what i'm kind of hearing from staff is is that that'd be super challenging

[2:43:17] Voice 14: to do in the timeline especially for avicc might be more achievable for ubcm but um and i'm yeah

[2:43:27] Voice 14: Yeah, given what's already been said, I'm perfectly happy to withdraw the Code of Conduct piece

[2:43:33] Voice 14: as it is being dealt with, I think, elsewhere, certainly considered elsewhere.

[2:43:42] Trustee Luckham: Okay.

[2:43:45] Trustee Luckham: Does somebody want to make a motion?

[2:43:47] Trustee Luckham: Because I'd like to advance this or not and go for lunch and pick up the rest of our agenda after lunch.

[2:43:58] Trustee Luckham: All right.

[2:43:59] Trustee Luckham: Oh, Tim Peterson.

[2:44:03] Voice 14: Okay, then.

[2:44:04] Voice 14: I move that the Executive Committee direct staff to draft a resolution and backgrounder on mental health supports for local elected leaders for submission to the Association of Vancouver Island and Coastal Communities 2025 Convention for Executive Committee's consideration in January 2025.

[2:44:26] Trustee Luckham: Thank you for the moving.

[2:44:28] Trustee Luckham: Seconded by Vice Chair Elliott.

[2:44:29] Trustee Luckham: Thank you, Toby.

[2:44:31] Trustee Luckham: Any further discussion?

[2:44:35] Trustee Luckham: I'm going to call the vote then.

[2:44:37] Trustee Luckham: all those in favor please raise your hands there we go all right so that carries unanimously um

[2:44:47] Trustee Luckham: thank you and i'll just say let's not lose sight of this uh topic from susan yates and the broader

[2:44:55] Trustee Luckham: topic that tilby has spoken to to um uh oh i hit the wrong button and i'm hoping that you can still

[2:45:07] Trustee Luckham: hear me and i'm gonna try and get myself back to the meeting space uh maybe i've lost it

[2:45:14] Trustee Luckham: i don't know there i am we

[2:45:17] Voice 10: can hear you chair luckham thank

[2:45:19] Trustee Luckham: you that feedback was important um

[2:45:22] Trustee Luckham: okay let's go for lunch uh half an hour come back at 12 35 is that okay with everybody

[2:45:30] Trustee Luckham: and then we can continue on with the draft committee of the whole agenda

[2:45:34] Trustee Luckham: Amanda, and we've also got an in-camera session ahead of us. So let's go for a break. Okay.

[3:19:39] Trustee Luckham: or for being late i misplaced my agenda chair

[3:19:44] Voice 10: i think we're still waiting for vice chair elliott

[3:19:48] Trustee Luckham: okay we'll give her a minute and we'll proceed if we have to optimize audio

[3:19:55] Voice 4: that's all noise

[3:19:55] Voice 4: suppression enabled okay how are we doing here still

[3:21:15] Voice 10: no vice chair elliot remind

[3:21:24] Trustee Luckham: me who's the

[3:21:25] Trustee Luckham: chair of the january 8th meeting it

[3:21:30] Voice 10: would be peterson mr peterson

[3:21:34] Voice 6: perfect will

[3:21:36] Voice 10: be okay well

[3:22:45] Trustee Luckham: i'm going to uh proceed at uh 12 40 here so if we uh continue on everybody we have the draft

[3:22:55] Trustee Luckham: committee of the whole january 11th agenda that came to us in a separate package uh looks like

[3:23:05] Trustee Luckham: it's just a continuation of where we left off so um there's toby um great just we just began

[3:23:16] Trustee Luckham: um so committee the whole meeting agenda in the package um tim you've been briefed

[3:23:24] Trustee Luckham: or is this your briefing and maybe the director frederick the bulk of the content is in the

[3:23:30] Trustee Luckham: Well, all the content is in the policy statement.

[3:23:35] Trustee Luckham: Do you have any remarks, Director Frazier?

[3:23:39] Voice 7: Simply that this is, yes, a continuation.

[3:23:42] Voice 7: We removed the briefings that have been dealt with.

[3:23:44] Voice 7: Nothing has been updated because there simply wasn't time,

[3:23:47] Voice 7: except for this agenda cover.

[3:23:48] Voice 7: Thanks to Alexandra for the quick work.

[3:23:51] Voice 7: So this is what we're able to produce in the timeframe.

[3:23:54] Voice 7: I will note for you that given potentially moving to biweekly meetings,

[3:23:57] Voice 7: It may not be possible to always bring an agenda through executive committee.

[3:24:03] Voice 7: So in the interim, while we're in that crunch time, it may be that we work with the interim chair of that committee of the whole.

[3:24:11] Voice 7: So we'll be assessing this at the management team level, but we're looking at it may not just be logistically possible to achieve each time.

[3:24:17] Voice 7: It would require too many special meetings.

[3:24:19] Voice 7: So we're going to be looking at this and potentially look at some policy change.

[3:24:23] Voice 7: But just wanted to advise you of that going into the future.

[3:24:26] Voice 7: sure.

[3:24:27] Trustee Luckham: No, that's completely clear. Although, you know, I'm anticipating that this high frequency

[3:24:37] Trustee Luckham: of meetings will come to an end, because we're going to conclude this body of work and then

[3:24:41] Trustee Luckham: advance it or and or council is going to advance it. Because we could obviously drill in pretty

[3:24:50] Trustee Luckham: pretty deep here. And I just wanted, before I move on, just to acknowledge the work of Jason

[3:24:58] Trustee Luckham: Yeomans in this. Really an excellent, excellent, he's on this project providing us really great

[3:25:08] Trustee Luckham: advice and I appreciate that. So Tim, over to you. Anything or any, well, let's go to Tim and

[3:25:17] Trustee Luckham: see if you have any remarks about the agenda otherwise any advice for uh tim on his chairing or

[3:25:25] Trustee Luckham: tim

[3:25:26] Voice 14: um yeah so i kind of brought this on myself didn't i but uh um i i don't have any particular

[3:25:35] Voice 14: concerns um i think uh i i do support you know working through this on a more regular basis

[3:25:43] Voice 14: and hopefully we can achieve the desired outcome

[3:25:46] Voice 14: before end of term.

[3:25:47] Voice 14: And as far as this particular agenda,

[3:25:54] Voice 14: it's all nothing new here in terms of for me

[3:25:57] Voice 14: or other members of Trust Council.

[3:25:59] Voice 14: So I think given the pace that we've been working,

[3:26:03] Voice 14: I don't think we're in any danger

[3:26:05] Voice 14: of running out of material for January 8th.

[3:26:12] Voice 14: and just yeah thanks to staff for for getting this to this so so quickly after the committee

[3:26:20] Voice 14: the whole meeting thank you yeah

[3:26:24] Trustee Luckham: everybody's going to do their best for sure and the next

[3:26:27] Trustee Luckham: committee of the whole meeting is that then falling back to you toby whenever that is

[3:26:35] Voice 11: yes it

[3:26:36] Voice 11: is chair okay

[3:26:37] Trustee Luckham: so yeah working with staff to try and work with what we've got would be great

[3:26:44] Trustee Luckham: um i gotta say i'm not thrilled with the six to nine o'clock meeting nine o'clock is very late

[3:26:51] Trustee Luckham: to end a meeting where we're expected to be thinking all the way through it's one thing to

[3:26:56] Trustee Luckham: do a zoom session where you're learning opportunity it's another thing that you're doing work because

[3:27:01] Trustee Luckham: we seem to spend an awful lot of time wordsmithing in the last go around and i i don't know if

[3:27:07] Trustee Luckham: there's any advice from staff how you know sort of like the motions on the fly at council as well

[3:27:14] Trustee Luckham: Well, when people are thinking, ideas come to them, and they want to get that onto the table.

[3:27:20] Trustee Luckham: But ideally, in the ideal situation, those thoughts have sort of arrived before the meeting started,

[3:27:28] Trustee Luckham: and we've sought staff advice to help us with motions to advance.

[3:27:32] Trustee Luckham: Is there any suggestion or recommendation from staff or vice chairs?

[3:27:37] Trustee Luckham: And I'll just declare you've got your camera on, so I'm going to ask you, how can we help you help us get through this?

[3:27:44] Trustee Luckham: so

[3:27:45] Voice 7: that's it um recognizing chairing is an art not a science but i think it's determining that

[3:27:51] Voice 7: that um tipping point between seeking everyone's perspectives and then um the going too deep into

[3:27:59] Voice 7: the wordsmithing and the you know drafting process so i think it's just at an earlier you know making

[3:28:04] Voice 7: sure you've heard all the perspectives excuse me and then asking for staff advice rather than

[3:28:13] Voice 7: excuse me um rather than having everybody um trying to wordsmith together as a group

[3:28:23] okay

[3:28:24] Trustee Luckham: for two or three people it's not so great for 20 plus

[3:28:28] Trustee Luckham: and you need to get a glass of water and i'll go to tim peterson while you're doing that tim uh

[3:28:35] Voice 14: yeah just reflecting on your um comments on the timing i i i mean nine o'clock is late for a lot

[3:28:43] Voice 14: of us i i definitely agree i think there was some discussion about perhaps alternating between an

[3:28:49] Voice 14: afternoon and an evening session um which i think i would support just because then that

[3:28:55] Voice 14: you know different trustees have different um work schedules and such but um as far as it

[3:29:03] Voice 14: this goes i'm wondering if we might consider like uh uh five to eight instead of six to nine

[3:29:14] Voice 14: um going forward and if that's because that you know finishing at eight is to me anyway i still

[3:29:21] Voice 14: might have some brain power left at eight where i might not have as much at nine um so just that

[3:29:26] Voice 14: consideration and then the other thing in terms of the um the way we're working through the items um

[3:29:35] Voice 14: I'm more than willing to work with staff to get an email out to trustees in advance of the next committee, the whole sort of just requesting that people who have prepared or, you know, sort of organized their thoughts in advance, maybe.

[3:30:00] Voice 14: consider getting motions in plenty early I think that might help as especially as far as you know

[3:30:10] Voice 14: making our awesome administrators type things out as people are talking it might help a little bit

[3:30:20] Voice 14: so I'm more than happy to be involved in in that as a thought and I had another thought but it now

[3:30:29] Voice 14: escapes me oh i guess i was just gonna say there's always gonna be a certain amount of

[3:30:34] Voice 14: of ideas occurring during the discussion that maybe we didn't get a chance you know that hadn't

[3:30:41] Voice 14: thought thought of before but i don't think there's anything wrong with encouraging folks to

[3:30:47] Voice 14: to submit ideas for wording changes in advance okay

[3:30:57] Trustee Luckham: um so shall we just risk we don't have any

[3:31:03] Trustee Luckham: recommendations for changing of the agenda really substantially what was

[3:31:07] Trustee Luckham: before which was approved so we'll just receive this information and I think

[3:31:13] Trustee Luckham: getting out an email in advance of the meeting to articulate what you said Tim

[3:31:17] Trustee Luckham: was working with staff would be brilliant but obviously that needs to

[3:31:20] Trustee Luckham: happen like before Friday so

[3:31:30] Voice 14: and so maybe I'll just check in with director

[3:31:36] Voice 14: Dr. Frater, as far as putting something together, I think, I mean, it might be useful to get

[3:31:44] Voice 14: something out before Friday, but also I was thinking of sending something, you know, a week

[3:31:48] Voice 14: before the meeting. So if we have it prepared to just go out, you know, on the second or whatever,

[3:31:56] Voice 14: I'm not sure what day staff are back, or if it's prepared, I can just send it out on a specific

[3:32:01] Voice 14: specific date but maybe we can talk uh outside of this meeting about the logistics of putting

[3:32:08] Voice 14: that together if that's reasonable

[3:32:11] Trustee Luckham: um that's reasonably I think the the six is probably likely

[3:32:17] Trustee Luckham: the first day back but I don't know for sure how that all works um so vice chair Elliott otherwise

[3:32:25] Trustee Luckham: Otherwise, I think we'll just move on and act accordingly.

[3:32:30] Voice 11: Thank you, Chair.

[3:32:31] Voice 11: No comments on the content,

[3:32:33] Voice 11: but there were questions at the Committee of the Whole

[3:32:37] Voice 11: from trustees who are unfamiliar

[3:32:39] Voice 11: with the wording of recommendations, resolutions.

[3:32:43] Voice 11: Maybe we can have just a little template example

[3:32:48] Voice 11: if you're wanting to change policy,

[3:32:50] Voice 11: 5.1 suggesting amendments.

[3:32:54] Voice 11: So like we could have a little template

[3:32:56] Voice 11: plate just in the email that goes out here is how we word a recommendation to amend a policy

[3:33:04] Voice 11: just a suggestion i don't know if that it's necessary for this one but maybe we could

[3:33:08] Voice 11: think about it going forward all

[3:33:18] Trustee Luckham: right i had to chase the cat away um okay so any other thoughts

[3:33:26] Trustee Luckham: advice let's continue on so gonna move down to new 10.2 chair reports on local

[3:33:47] Trustee Luckham: advocacy is there anything local advocacy going on nope okay

[3:33:56] Voice 4: I

[3:34:02] Voice 14: do have

[3:34:03] Voice 14: one piece on that okay go ahead uh yeah we uh at the lusketi local trust committee on monday we did

[3:34:11] Voice 14: pass a resolution requesting the chair to send a letter to fishers and ocean small craft harbor

[3:34:19] Voice 14: around the lusketi island dock um a lot of i've received a lot of concerns from

[3:34:27] Voice 14: from community members looking at the 2024 plans for dock upgrades in B.C.

[3:34:34] Voice 14: And Muscadine has an aging dock, and we feel like it needs to be on their list.

[3:34:40] Voice 14: So I'll be working with Vice Chair Elliott, and hopefully we can get that out soon.

[3:34:47] Voice 14: And, of course, we acknowledge that it's possible that we may have to send that out more than once

[3:34:53] Voice 14: IF THE FEDERAL GOVERNMENT MINISTER CHANGES.

[3:34:59] Voice 14: THANK YOU.

[3:35:08] Voice 14: YOU'RE MUTED, CHAIR.

[3:35:11] Trustee Luckham: SO THANK YOU.

[3:35:13] Trustee Luckham: MY PHONE WAS RINGING.

[3:35:14] Trustee Luckham: TRUSTEE MAUD, LOCAL ADVOCACY AND THEN DIRECTOR FRADER.

[3:35:18] Trustee Luckham: I

[3:35:19] Voice 12: WASN'T LOCAL ADVOCACY.

[3:35:20] Voice 12: I JUST HAD MY ITEM.

[3:35:23] Voice 12: I DIDN'T KNOW.

[3:35:23] Voice 12: I THOUGHT THAT WAS 10.1.

[3:35:25] Trustee Luckham: 10.6.

[3:35:27] Voice 12: 10.6.

[3:35:28] Voice 12: OKAY.

[3:35:28] Voice 12: THANK YOU.

[3:35:29] Voice 12: I WROTE DOWN WRONG.

[3:35:30] Voice 12: NOT A PROBLEM.

[3:35:31] Trustee Luckham: THAT'S OKAY.

[3:35:32] Trustee Luckham: Director Frater.

[3:35:35] Voice 7: Just in regards to that, the PD doc advocacy letter,

[3:35:39] Voice 7: that will likely come to our grants manager to assist with.

[3:35:43] Voice 7: Could I ask that you forward any relevant background materials and so on?

[3:35:47] Voice 7: And then that would have to come to me for approval.

[3:35:49] Voice 7: And again, I'll be off on vacation until the 7th.

[3:35:51] Voice 7: So it won't be imminent.

[3:35:54] Trustee Luckham: Right.

[3:35:56] Trustee Luckham: We'd be wanting to seek.

[3:36:01] Voice 14: Yeah, understood.

[3:36:02] Trustee Luckham: First Nations advice there as well, no doubt.

[3:36:06] Trustee Luckham: Okay, so we'll continue on then. So 10.6, meeting participation. You circulated an email to us there, David Maude, not in the agenda package. So over to you.

[3:36:24] Voice 12: Okay, thank you. As I indicated in the email, just a little bit of concern about sort of an emerging issue of trustee participation electronically at LTC meetings.

[3:36:36] Voice 12: Most LTCs, as we're aware, have got a policy where you can only participate once electronically via Zoom with an LTC meeting.

[3:36:50] Voice 12: Subsequently, after your first electronic, the LTC can unanimously vote for you to participate further.

[3:36:59] Voice 12: But I just have a concern that, you know, is this policy as it stands something that we want to look at reviewing in the concept that Director Marler's got a new meeting procedures bylaw coming forward, hopefully in March, that I believe brings it up to two meetings in a row.

[3:37:25] Voice 12: you can attend electronically my questions are is that if you're if you're i don't believe we have

[3:37:31] Voice 12: any restrictions on trust counsel and and i'm worried literally legally can we prevent a trustee

[3:37:41] Voice 12: from attending a meeting um electronically um it's permitted under under law for him to he or she to

[3:37:50] Voice 12: to participate. So if they wish to participate electronically, do we actually have the capability

[3:37:59] Voice 12: of saying you're not allowed to participate? Because if the other two trustees don't consent

[3:38:05] Voice 12: to their attending, we're in fact telling them that they cannot undertake their duties

[3:38:11] Voice 12: as a trustee, and it bothers me.

[3:38:16] Voice 12: And I just, I think times have moved on,

[3:38:21] Voice 12: and I think we need to wrap our heads around

[3:38:24] Voice 12: where this might be more normal than abnormal,

[3:38:28] Voice 12: and we need to sort of get ahead of the game.

[3:38:30] Voice 12: Thank you.

[3:38:33] Trustee Luckham: Okay.

[3:38:35] Trustee Luckham: Director Freider and Tim Peterson,

[3:38:37] Trustee Luckham: did you have some staff advice on meeting attendance,

[3:38:41] Trustee Luckham: Director Freider?

[3:38:41] Trustee Luckham: are

[3:38:42] Voice 12: you scared you're off okay

[3:38:45] Trustee Luckham: so um david marler maybe it's more appropriate in the

[3:38:51] Trustee Luckham: legislative services area tim do you want to hear from david marler or do you want to speak first

[3:38:57] Voice 14: let's hear from david marler and then i'll speak hi

[3:39:02] Voice 8: thank you chair uh yeah so just to start with

[3:39:06] Voice 8: the legality it yeah it is totally legal um you have a bylaw so each local trust committee has

[3:39:14] Voice 8: a bylaw and trust council has a bylaw and that bylaw establishes the meeting procedures so keep

[3:39:21] Voice 8: in mind that these are in-person meetings your bylaws do allow for electronic meetings

[3:39:27] Voice 8: and those electronic meetings everybody obviously can attend electronically with no restrictions if

[3:39:34] Voice 8: you've called the meeting as an electronic meeting so your bylaw only requires each local trust

[3:39:40] Voice 8: committee's bylaw only requires that two of the meetings each year must be scheduled as in person

[3:39:50] Voice 8: and the rest of them could all be electronic if the local trust committee wanted to

[3:39:55] Voice 8: so you already have the ability for electronic meetings if you choose to do it that way

[3:40:01] Voice 8: The intent of the bylaw when it was written with the participation restriction for in-person meetings to limit the electronic attendance was to ensure that you kept it as an in-person meeting so you would have a majority of the council in the room.

[3:40:21] Voice 8: so for trust council the limit is for attendance by electronic means was 10 which keeps the

[3:40:29] Voice 8: the room at a majority and for local trust committees which are really tribunals

[3:40:35] Voice 8: the limit is one because then you would have a majority in the room

[3:40:41] Voice 8: and then the flexibility was built into the bylaw recognizing that there may be situations

[3:40:47] Voice 8: situations where trustee might need to attend electronically for more than once to allow the

[3:40:56] Voice 8: local trust committee by resolution to allow more than one to attend or to attend more than

[3:41:04] Voice 8: one consecutive meeting. I

[3:41:07] Voice 8: have had a look around at other local governments just for your information

[3:41:10] Voice 8: and it's all over the map the provincial government provided guidelines on what

[3:41:18] Voice 8: meeting procedure bylaws should contain including how council members would attend in-person

[3:41:26] Voice 8: meetings electronically whether that would be allowed and then what are the limitations around

[3:41:31] Voice 8: it so it anticipates that you can certainly put limitations around that the provincial guidelines

[3:41:37] Voice 8: guidelines don't provide any specific recommendations on how to do it, it just says, we recommend

[3:41:44] Voice 8: you address this in some way. So when you look around the province, you have local governments

[3:41:51] Voice 8: that have, for their in-person meetings, they don't allow any electronic participation.

[3:41:58] Voice 8: So the Capital Regional District, for its board, does not allow electronic participation.

[3:42:04] Voice 8: participation but for the commissions they allow one commissioner to attend electronically

[3:42:12] Voice 8: and if there's more than one then it's a lot is drawn by the corporate officer and then the one

[3:42:20] Voice 8: who's picked gets to attend and the other one has to be in person or can't attend and then other

[3:42:28] Voice 8: Other places like View Royal has electronic meetings, but again, they do not allow electronic

[3:42:36] Voice 8: participation when you have an in-person meeting.

[3:42:38] Voice 8: And Victoria allows three of their council members to participate, but requires the majority

[3:42:46] Voice 8: of the council to be in attendance at the meeting.

[3:42:51] Voice 8: And the mayor can override that for emergency meetings.

[3:42:54] Voice 8: meetings. So there's no clear direction. It's really up to trust council, or in this case,

[3:43:03] Voice 8: the local trust committees on what they would like to do in respect to the meeting. So,

[3:43:12] Voice 8: you know, we have 13 trust committees, we're recommending council adopt a single meeting

[3:43:19] Voice 8: procedure by law to try and keep the administration down. So we don't have 13 different ways

[3:43:24] Voice 8: of running meetings so I would not encourage each local trust community to evolve their own

[3:43:31] Voice 8: solution but I think trust council could look at do we want to provide more flexibility and

[3:43:39] Voice 8: do you want to encourage participation electronically given the situations in the

[3:43:46] Voice 8: islands I don't really have a view about it it's really a political decision okay back to you thank

[3:43:53] Voice 8: you tim

[3:43:55] Trustee Luckham: peterson uh

[3:44:00] Voice 14: thank you chair and thank you director marler for um those thoughts and

[3:44:05] Voice 14: information this is this issue is one of the reasons i'm a little hesitant to support um

[3:44:14] Voice 14: trust council determining um a trust area wide meeting procedures by law for ltcs

[3:44:23] Voice 14: We all know islands are not the same and what works on one island may not work on the other.

[3:44:33] Voice 14: As mentioned, some municipalities, including Bowen, require council members to attend in-person meetings unless there's a bona fide reason that you can't make it.

[3:44:47] Voice 14: I think there's a number of considerations that are important from my perspective.

[3:44:55] Voice 14: If there's consistently one trustee is attending in-person meetings electronically,

[3:45:02] Voice 14: I think that it almost certainly transfers a bit of burden to the in-person trustee in terms of being in a public space, interfacing with members of the public at in-person meetings.

[3:45:26] Voice 14: There's a whole other question about related agency meetings, etc.

[3:45:35] Voice 14: And so I'm a little hesitant to support trust counsel determining what's appropriate in all LTCs on this particular question.

[3:45:50] Voice 14: There's different expectations in different communities.

[3:45:53] Voice 14: And as we're all elected in our communities, I think there's certain expectations from the public.

[3:46:02] Voice 14: But there's also that, as I mentioned before, what about if it's the same trustee that's zooming into the in-person meetings all the time?

[3:46:12] Voice 14: I think that necessarily burdens the other local trustee in a way that may not be, I don't know that that's completely fair.

[3:46:20] Voice 14: So I do have concerns about doing a trust-wide area policy in this particular regard.

[3:46:29] Voice 14: guard so i just wanted to share that um also i have some concerns about um how that actually

[3:46:39] Voice 14: plays out on the ground uh but we can get into that uh later time or later in this conversation

[3:46:47] Voice 14: yeah

[3:46:52] Trustee Luckham: this wasn't necessarily a plan for a conversation which i put my hand up so i'm

[3:46:59] Trustee Luckham: I'm going to speak. We didn't necessarily plan for this in-depth conversation here.

[3:47:04] Trustee Luckham: And perhaps we need some direction to have a more flushed out conversation at or with the council.

[3:47:16] Trustee Luckham: But I'm just going to make my own remarks is we are required to hold public meetings.

[3:47:29] Trustee Luckham: and we're talking about public meetings and it's a requirement that the public have the

[3:47:37] Trustee Luckham: opportunity to engage with their trustees in that public venue i'm sorry for repeating myself

[3:47:45] Trustee Luckham: and so i struggle with what are the meeting who what are the meeting bylaws for and who do they

[3:47:54] Trustee Luckham: serve because up until this juncture or up until two years ago it was about conduct and it was

[3:48:02] Trustee Luckham: about frequency and it was about you know the structure and the like and to some extent um

[3:48:11] Trustee Luckham: the reason for the bylaws is to protect or to ensure that the public have the opportunity

[3:48:18] Trustee Luckham: to participate in meetings of the local government and its decision making um in a reasonable way

[3:48:25] Trustee Luckham: which has traditionally absolutely has been in-person meetings

[3:48:30] Trustee Luckham: in community centers and the like.

[3:48:34] Trustee Luckham: The world has changed, and I acknowledge that, David.

[3:48:38] Trustee Luckham: The world has changed, but the question becomes,

[3:48:43] Trustee Luckham: is if we want to get with the times, and maybe you probably didn't say

[3:48:47] Trustee Luckham: that exactly, except that maybe we needed to change

[3:48:50] Trustee Luckham: and lead the way in some respects.

[3:48:52] Trustee Luckham: um i think we have to understand the purpose who's um why and for whom because i think it

[3:49:01] Trustee Luckham: to some extent some of these decisions about how we conduct meetings needs to be a step away

[3:49:08] Trustee Luckham: from the politics or the individuals um because it needs to serve the public and i agree with

[3:49:16] Trustee Luckham: what tim has said is is if trustees are absent that we're denying the opportunity for the public

[3:49:22] Trustee Luckham: to engage with their trustees and the weight is borne by the trustee that does choose to attend.

[3:49:29] Trustee Luckham: But that also not only applies in public meeting, but also applies to, as was indicated

[3:49:35] Trustee Luckham: somewhere else, that whether or not the trustee is a resident of that island.

[3:49:40] Trustee Luckham: And certainly there's no obligation for the person to be a resident. But if you're not a resident,

[3:49:46] Trustee Luckham: I think there is an expectation on the public's behalf that you attend meetings and you'd be

[3:49:50] Trustee Luckham: there in person to address local issues and have that local familiarity so this is a really big

[3:49:56] Trustee Luckham: question which i don't know that we're going to have the answers today and indeed this debate

[3:50:02] Trustee Luckham: needs to happen at council um we haven't had that so far um i'm just in favor of in-person

[3:50:13] Trustee Luckham: meetings and call me old-fashioned if you want but i think that uh standing up before

[3:50:19] Trustee Luckham: for the public is an important thing.

[3:50:21] Trustee Luckham: I've said enough.

[3:50:22] Trustee Luckham: Trustee Elliot.

[3:50:25] Voice 11: I'll keep it very short.

[3:50:26] Voice 11: I wholeheartedly agree with you, Chair Luckham.

[3:50:29] Voice 11: I think if we reverse the lens

[3:50:34] Voice 11: and structure our meeting bylaws

[3:50:40] Voice 11: to better serve trustees, we're not doing our job.

[3:50:46] Voice 11: We are here to represent our communities

[3:50:49] Voice 11: and we need to be in community to be that voice.

[3:50:52] Voice 11: that is the role of elected officials and if they cannot show up in person

[3:50:58] Voice 11: they may need to reconsider if they are here for the duration of the term so I

[3:51:06] Voice 11: think you said it very eloquently and very well and I would not support any

[3:51:11] Voice 11: move to allow electronic participation because essentially you can just be

[3:51:17] Voice 11: phoning it in and that is not the role of local government or elected officials

[3:51:22] Voice 11: and community thanks okay

[3:51:25] Trustee Luckham: david maude i'm probably going to give you you brought this to the table

[3:51:29] Trustee Luckham: i'll leave the last word with you but i think that ultimately when we talk about the meeting

[3:51:35] Trustee Luckham: procedures by law this conversation needs to happen at council over to you david

[3:51:39] Voice 12: thank you

[3:51:40] Voice 12: chair that's sort of where i was concluding is i just wanted to sort of put it on our radar

[3:51:45] Voice 12: are and suggest that this go to trust council um but the the my only commentary about all of this

[3:51:54] Voice 12: is that by not allowing a trustee to participate in a meeting i think is a disservice to the

[3:52:01] Voice 12: communities is that if we if we allow electronic um participation um we should i in in my opinion

[3:52:10] Voice 12: and i will make that expression of trust council is it is trustees should be enabled because

[3:52:16] Voice 12: by actually purposely allow not allowing somebody to participate in a meeting i think is a disservice

[3:52:21] Voice 12: to the communities that they're elected to i'll just leave it at that thank you

[3:52:27] Trustee Luckham: i'm sure that you

[3:52:29] Trustee Luckham: can appreciate those two ways of looking at you that lens to use trustee elliott's um thing okay

[3:52:39] Trustee Luckham: Okay. And David Marla, correct me if I'm wrong here, and then I'll just come back to Tim.

[3:52:44] Trustee Luckham: We did not debate this piece of work at council, and that's unfortunate. It was intended to,

[3:52:53] Trustee Luckham: and we will be doing that hopefully in March.

[3:52:57] Voice 8: You're correct. And given this discussion,

[3:53:00] Voice 8: we might want to allow extra time for the debate. Indeed.

[3:53:07] Trustee Luckham: Or send it to committee of the whole.

[3:53:09] Trustee Luckham: anyway trustee peterson yeah

[3:53:13] Voice 14: well i i know we're not making decisions today so i don't want to drag

[3:53:17] Voice 14: it out but there are a couple things i'd like to say before um before we move on um when we stand

[3:53:24] Voice 14: for elected um roles in our communities we we take on responsibilities and i completely

[3:53:33] Voice 14: completely understand that there are circumstances which make it challenging

[3:53:39] Voice 14: um in in our lives to to uphold those responsibilities but those are those are

[3:53:45] Voice 14: what we signed up for um and i actually i kind of like the the bowen model where

[3:53:53] Voice 14: if it's an in-person meeting if you don't have a good read you don't have a sick note from the

[3:53:58] Voice 14: doctor or a family emergency or like you should be there you should endeavor to be at your public

[3:54:04] Voice 14: meetings in person so i'll leave that there but then um in in terms of the specifics when these

[3:54:13] Voice 14: do come up i would like to request that the process um is clearly laid out for trustees

[3:54:21] Voice 14: um in advance of these situations staff are obviously aware of of who attends in-person

[3:54:31] Voice 14: meetings electronically and whether they might be coming into um uh in in terms of violate you know

[3:54:43] Voice 14: whether they're edging on violating the meeting procedure bylaw and um and also like in terms of

[3:54:50] Voice 14: the process. Who's announcing these things? Is it the chair? Is it staff? I'd really like this

[3:54:57] Voice 14: to be laid out very clearly so that when these situations arise at LTCs, there's not this

[3:55:05] Voice 14: question because my December meeting, this was a question and there we were, there I was

[3:55:10] Voice 14: conferring with staff right before the meeting. That's not the ideal situation. So I'd just like

[3:55:17] Voice 14: to request that a little bit more staff support goes into we generally have some time

[3:55:26] Voice 14: to know whether this is going to be the case at the next meeting a little bit more staff support

[3:55:32] Voice 14: for trustees and maybe local LTC staff to define those roles and make sure everyone knows

[3:55:40] Voice 14: what's going on so that we're not so that everyone's clear and and so that we can do

[3:55:47] Voice 14: a professional job of of executing our roles properly here so i'll leave it there thank you

[3:55:51] Voice 14: very much okay

[3:55:55] Trustee Luckham: um there's nothing further on that i'll continue on this brings us to

[3:56:02] Trustee Luckham: correspondence we received a very nice letter from san juan county post uh meeting um i know

[3:56:11] Trustee Luckham: director freighter you've responded to um chair fuller i have also responded to chair fuller

[3:56:18] Trustee Luckham: um do we should we write a formal letter from the executive committee thanking them for their

[3:56:24] Trustee Luckham: attendance or what other suggestions are there otherwise i'd just receive it for information

[3:56:29] Trustee Luckham: director fader as your camera came on

[3:56:31] Voice 7: i'm here to support your discussion it might be good for you

[3:56:35] Voice 7: to plan in advance um when you think in 2025 you might like to meet with them again um so we can

[3:56:40] Voice 7: plan travel schedules um but that doesn't need to be done today and certainly we are in conversation

[3:56:46] Voice 7: I'll be bringing something back to executive at some point in the new year

[3:56:50] Voice 7: with suggestions for joint advocacy as requested by Trust Council.

[3:56:56] Voice 7: I will also note here that they are looking forward to discussing an update

[3:57:02] Voice 7: to the agreement that's in place.

[3:57:04] Voice 7: So, again, that would be a body of work.

[3:57:06] Voice 7: You have asked us to consider a session on agreements for a future Trust

[3:57:10] Voice 7: Council meeting, potentially March.

[3:57:12] Voice 7: So it may be that that could arise then.

[3:57:18] Trustee Luckham: Right.

[3:57:20] Trustee Luckham: any other remarks

[3:57:22] Trustee Luckham: Justin Peterson

[3:57:23] Trustee Luckham: I

[3:57:25] Voice 14: think it'd be great to send

[3:57:26] Voice 14: send a letter back

[3:57:30] Voice 14: acknowledging the

[3:57:31] Voice 14: correspondence acknowledging that we had a good

[3:57:33] Voice 14: discussion and that there's

[3:57:34] Voice 14: more work to be done

[3:57:37] Voice 14: collaboratively and that yes we'd

[3:57:39] Voice 14: like to we'd like to

[3:57:40] Voice 14: work with them and have them at our

[3:57:42] Voice 14: future trust council something to that

[3:57:44] Voice 14: effect doesn't need to be long

[3:57:46] Voice 14: and overly formal but

[3:57:48] Voice 14: But just to keep the communication going, that'd be great.

[3:57:51] Voice 14: Thank you.

[3:57:53] Trustee Luckham: Right.

[3:57:53] Trustee Luckham: So from that, can I take it then that by general consent,

[3:57:58] Trustee Luckham: the executive committee would like staff to work with the chair

[3:58:01] Trustee Luckham: to write a thank you letter to Samoan County?

[3:58:09] Trustee Luckham: And we'll just leave it broad.

[3:58:11] Trustee Luckham: We can throw in there what we want.

[3:58:14] Trustee Luckham: If that's okay, no dissent there.

[3:58:17] Trustee Luckham: So that's great.

[3:58:18] Trustee Luckham: Great. You know, I would really like us to think about planning ahead.

[3:58:23] Trustee Luckham: You know, we it's been kind of a rough ride, actually, with planning meetings, canceling meetings, rescheduling.

[3:58:29] Trustee Luckham: And it's not as frequent as it once was.

[3:58:34] Trustee Luckham: And maybe that's just a reality. We are geographically, although they're not very far.

[3:58:39] Trustee Luckham: There are some geographic challenges, especially with no ferry service or challenging other access.

[3:58:45] Trustee Luckham: access. San Juan County has done most of the traveling in recent years. In the past, we

[3:58:53] Trustee Luckham: had executive committee has traveled to San Juan County. And I would like to see us do

[3:58:58] Trustee Luckham: that again. And maybe it's not just the executive committee, but maybe not all of the executive

[3:59:03] Trustee Luckham: committee. But maybe there's a representation from some of the other islands that have particularly

[3:59:09] Trustee Luckham: keen interest. So I think, but all that said, I think we need to get our feet on the ground

[3:59:17] Trustee Luckham: in 2025. We need to get Clara Flayer not hiring people, but putting people to work.

[3:59:25] Trustee Luckham: And maybe when we have a better idea of what our capacity is, if we've got a full contingent of

[3:59:31] Trustee Luckham: staff um we could potentially think about something for the fall next year's sort of my

[3:59:40] Trustee Luckham: ruminations rather than rushing into anything anybody have any other suggestions that's just

[3:59:45] Trustee Luckham: sort of for information anybody else otherwise we'll continue on okay um our work program is

[3:59:57] Trustee Luckham: there for us

[4:00:00] Trustee Luckham: amended accordingly uh maybe i'll just ask the cao for any remarks on the executive committee

[4:00:05] Trustee Luckham: work program if you have any advice at this time otherwise trustees have any questions otherwise

[4:00:11] Trustee Luckham: we'll receive it for information thanks

[4:00:14] Voice 2: chair i think generally we're in good shape i will be

[4:00:16] Voice 2: doing the follow-up uh probably with director freighter with municipal affairs in the new year

[4:00:20] Voice 2: giving them a bit of space to process our request but also they've had other priorities

[4:00:25] Voice 2: with the provincial election but we'll be connecting with them early in the new year

[4:00:29] Voice 2: and get a status update on where that request is at.

[4:00:33] Voice 2: And then the strategic planning piece,

[4:00:35] Voice 2: we are looking at having the draft strategic plan

[4:00:38] Voice 2: on the agenda for March Trust Council,

[4:00:41] Voice 2: which will undoubtedly be another item

[4:00:44] Voice 2: that will need ample time for discussion,

[4:00:47] Voice 2: but we'll be refining the approach on that

[4:00:49] Voice 2: early in the new year as well.

[4:00:54] Trustee Luckham: Oh, very good.

[4:00:55] Trustee Luckham: You know, you're getting ahead of me there

[4:00:56] Trustee Luckham: thinking about the new year already in more detail.

[4:00:59] Trustee Luckham: so that's that's a good thing because it does occur to me we have a new minister it would be

[4:01:07] Trustee Luckham: good given the letter that we have that we should meet with the new minister sooner than later and

[4:01:14] Trustee Luckham: we want to have more than 15 minutes because um there are so many issues that we need to talk

[4:01:21] Trustee Luckham: about um yeah so that's it for me 2025 is going to be unreeling very quickly from the end of this

[4:01:35] Trustee Luckham: fishing rod anything else on the review and amendment of the current work program otherwise

[4:01:42] Trustee Luckham: we'll receive it for information okay so i would like a motion to go in camera somebody please

[4:01:52] Trustee Luckham: I

[4:01:54] Voice 12: will move that meeting be closed to public subject to Sections 90, 1G, and I of the Community Charter in order to consider matters related to litigation or potential litigation affecting Niles Trust and the receipt of advice that is subject to solicitors by privilege, including communication as necessary for that purpose, and that staff attend the meeting.

[4:02:14] Voice 12: All

[4:02:16] Trustee Luckham: right. So moved and seconded by Trustee Peterson. And so that's good. So that call for the vote. All those in favor? That carries. So for the public's benefit, while we're just wrapping up and going offline, we have been in the habit of reporting out from the Verizon report in camera at the next meeting.

[4:02:39] Trustee Luckham: and we will be doing that um and we'll be just moving directly to adjournment after

[4:02:45] Trustee Luckham: we return from the in-camera session so thank you everybody so we'll let alexandra turn the

[4:02:51] Trustee Luckham: recording and live okay so um we've returned from the in-camera session we'll be rising

[4:03:04] Trustee Luckham: and reporting at our next uh um uh executive committee meeting at the beginning and um

[4:03:12] Trustee Luckham: I'm just going to call for adjournment of this public meeting today.

[4:03:16] Trustee Luckham: All those in favor?

[4:03:20] Trustee Luckham: And that's good.

[4:03:21] Trustee Luckham: Everybody's in favor.

[4:03:22] Trustee Luckham: So that concludes.

[4:03:25] Trustee Luckham: And we'll no doubt see some of you before the year ends here.

[4:03:31] Trustee Luckham: So wish you a good week.

[4:03:32] Trustee Luckham: And talk to you soon.

[4:03:33] Voice 11: Happy holidays, everyone.

[4:03:35] Voice 11: Happy holidays.

[4:03:38] Trustee Luckham: I'm not quite.

[4:03:42] Voice 14: I hope all the staff get some time off.

[4:03:46] Voice 14: off it sounds like it's gonna vary but uh do your darndest spend the time with your family and loved

[4:03:51] Voice 14: ones and take care and we'll see you all in the new year yeah

[4:03:54] Trustee Luckham: and maybe the recording can stop