Islands Trust Council regular meeting, January 15, 2025

[0:00:00] Voice 12: recording and the live stream is up.

[0:00:03] Trustee Luckham: We're good to go. Very good. Good morning, everyone. Welcome

[0:00:09] Trustee Luckham: to the Executive Committee regular meeting of Wednesday, January the 15th. There's no denying

[0:00:18] Trustee Luckham: we are in 2025. And this is our first Executive Committee meeting and I'm glad to have this

[0:00:25] Trustee Luckham: opportunity to work with you all and looking forward to this year. Of course, every day

[0:00:34] Trustee Luckham: waking up here in Coast Salish Territory, looking out at the amazing natural environment that I am

[0:00:40] Trustee Luckham: fortunate to be able to live and work in, which is Coast Salish Territory, and I'm honored and

[0:00:46] Trustee Luckham: privileged and pleased to be able to work here and do the work that we do.

[0:00:50] Trustee Luckham: I'm going to introduce my colleagues here, according to my screen, and go to Trustee Maude.

[0:00:56] Trustee Maude: Good morning, Cheryl. Greetings from Main Island, traditional home of the WSANIC people.

[0:01:02] Trustee Maude: And Trustee Peterson.

[0:01:08] Voice 8: Good morning, Tim Peterson, coming to you from Huete, Laskete Island.

[0:01:14] Voice 8: And Trustee Elliott.

[0:01:17] Voice 3: Hello, aitskweil here on Gabriela Island in Sanamik First Nation Territory.

[0:01:22] Voice 3: I'm very happy to be with you all and grateful for such a beautiful and amazing place to live.

[0:01:30] Trustee Luckham: It's great.

[0:01:31] Trustee Luckham: Thanks, Elliot.

[0:01:33] Trustee Luckham: On the staff contingent, we have CEO Ruben Brony.

[0:01:38] Trustee Luckham: Good morning.

[0:01:38] Trustee Luckham: Happy 2025, sir.

[0:01:40] Voice 5: Good morning.

[0:01:41] Voice 5: Thank you.

[0:01:43] Trustee Luckham: And we have David Marler, Legislative Services.

[0:01:48] Voice 6: Yes.

[0:01:48] Voice 6: Good morning, everybody.

[0:01:50] Voice 6: Coming to you from Lugongan speaking territory.

[0:01:53] Voice 6: territory.

[0:01:54] Trustee Luckham: That's great. And Dave, Claire, Director Claire Freider, Coastal Area Services.

[0:02:01] Voice 10: Good morning, all. I'm pleased to be joining from the territory of the Wissanich peoples.

[0:02:06] Trustee Luckham: That's great. And Regional Planning Director Stefan Cermak.

[0:02:13] Voice 7: Good morning, everybody. I'm coming to you from Salt Spring Island, unceded territory of many

[0:02:17] Voice 7: Coast Salish First Nations.

[0:02:19] Trustee Luckham: That's terrific. Thank you. And of course, Alexandra Trifonidis,

[0:02:24] Trustee Luckham: He's looking after all of our technology and minutes here today.

[0:02:28] Trustee Luckham: Ever so grateful for the very excellent work that you do for us.

[0:02:32] Trustee Luckham: Thank you.

[0:02:33] Voice 12: We also, Tara, have Director Mobbs.

[0:02:36] Voice 12: She's just phoning in.

[0:02:37] Trustee Luckham: Oh, I see.

[0:02:38] Trustee Luckham: Okay.

[0:02:39] Trustee Luckham: So I don't see her on my list.

[0:02:42] Trustee Luckham: She's on the attendees list.

[0:02:44] Trustee Luckham: Oh, I see.

[0:02:45] Trustee Luckham: That explains why I can't see her.

[0:02:46] Trustee Luckham: So good morning, Director Mobbs.

[0:02:48] Trustee Luckham: Thank you for joining us.

[0:02:54] Trustee Luckham: Okay.

[0:02:55] Trustee Luckham: So let's.

[0:02:57] Voice 11: Good morning, everybody.

[0:02:59] Voice 11: Sorry, I'm just dialing in on phone at the moment.

[0:03:01] Voice 11: My computer has chosen this moment to give itself an update.

[0:03:05] Voice 11: As soon as that's completed, I'll join via actual Zoom

[0:03:08] Voice 11: and we'll all be able to see each other.

[0:03:10] Voice 11: I'm joining today from the home of the Rithmanish people.

[0:03:13] Trustee Luckham: Perfect. Thank you very much, Julia.

[0:03:15] Trustee Luckham: Pleased to hear your voice. Happy New Year.

[0:03:19] Trustee Luckham: We have an agenda before us.

[0:03:23] Trustee Luckham: There is an addendum, which is the Committee of the Whole.

[0:03:29] Trustee Luckham: agenda and meeting preparation work which we'll see in section nine and by the way thank you

[0:03:34] Trustee Luckham: alexander for including a new section in our standard agenda which includes the committee

[0:03:39] Trustee Luckham: to hold preparation that's excellent um are there any additions or deletions to the agenda from

[0:03:45] Trustee Luckham: anybody raise your hands electronically if you can or just shout out okay i do want to just have

[0:03:54] Trustee Luckham: have a conversation in the new business section regarding preparation for September Trust Council

[0:04:02] Trustee Luckham: regarding the bylaw enforcement policy work. I did send a note in an email to alert you to that fact

[0:04:13] Trustee Luckham: and just want to thank Toby Elliott for some feedback on that. But let's just have that

[0:04:18] Trustee Luckham: conversation under new business um that would be section 11 um i'm not sure why that section looks

[0:04:28] Trustee Luckham: a little odd to me but i will add that in 11.6 by the looks of it it would be so let us do that

[0:04:36] Trustee Luckham: that's all right anything further otherwise i'm going to adopt the agenda um as amended

[0:04:43] Trustee Luckham: responded by general consent. So thank you very much, everybody. So first item, well, a couple of

[0:04:50] Trustee Luckham: items, the context notes there to provide feedback regarding the letter to Bowen. Thank you for that

[0:04:56] Trustee Luckham: heads up. And the rise in report from decisions from our previous closed meeting. So just rising

[0:05:02] Trustee Luckham: and reporting from the meeting of December the 18th, that the minutes of those meetings were

[0:05:08] Trustee Luckham: were adopted. And there's nothing further to report from that session today.

[0:05:13] Trustee Luckham: So this brings us to adoption of our previous regular meetings and special meetings. And so

[0:05:18] Trustee Luckham: December the 9th, we had a special meeting and those minutes are there. Are there any changes

[0:05:23] Trustee Luckham: to those minutes? All right. So by general consent, I will adopt those as presented. Thank

[0:05:31] Trustee Luckham: you very much. And draft executive committee minutes of December the 18th. Any changes to those?

[0:05:39] Trustee Luckham: Nope. Okay. So then I'm going to adopt those also by general consent as presented. So thank you.

[0:05:46] Trustee Luckham: That leads us to a follow-up action list. The directors and CAO reports, as has been our

[0:05:52] Trustee Luckham: practice, we'll just go around the table for the CAO and directors to update us on their areas of

[0:05:59] Trustee Luckham: responsibility. And CAO Ruben Brony, over to you to start us off.

[0:06:04] Voice 5: Thank you, Chair. No real comments

[0:06:06] Voice 5: unless trustees have any questions on the items here.

[0:06:08] Voice 5: There are a number of them are being addressed

[0:06:09] Voice 5: on today's agenda.

[0:06:11] Voice 5: And so we can have a fulsome discussion about those

[0:06:13] Voice 5: when we get to them.

[0:06:14] Voice 5: Thanks.

[0:06:16] Trustee Luckham: Okay, very good.

[0:06:17] Trustee Luckham: Glad to see your name allocated to a number of things

[0:06:21] Trustee Luckham: and some progress reports on those items.

[0:06:24] Trustee Luckham: And so you're obviously in the thick of it here.

[0:06:27] Trustee Luckham: And so really appreciative of the work that you're doing.

[0:06:32] Trustee Luckham: doing. Any questions for the CAO on his follow-up action list? No. Okay. Do you have a general

[0:06:39] Trustee Luckham: report for your area? Highlights of what's going on?

[0:06:44] Voice 5: Yeah. We spent some quality time over the

[0:06:47] Voice 5: holiday break looking at some planning for some of the major initiatives coming ahead

[0:06:53] Voice 5: this year. And I've also had the pleasure of starting to do one-on-one meetings with

[0:06:57] Voice 5: a number of the trustees. And we'll be continuing those throughout the next couple of months. It's

[0:07:02] Voice 5: giving me a good sense of where folks are at

[0:07:05] Voice 5: and what their priorities are, which has been very helpful.

[0:07:08] Voice 5: And we'll be looking forward to bringing forward

[0:07:11] Voice 5: a few fairly substantive items to March Trust Council

[0:07:16] Voice 5: as we flesh out some of those priorities.

[0:07:19] Voice 5: Thanks.

[0:07:20] Trustee Luckham: That's great.

[0:07:21] Trustee Luckham: Any questions from anybody?

[0:07:25] Trustee Luckham: Nope.

[0:07:25] Trustee Luckham: Okay, so let's move along the list.

[0:07:28] Trustee Luckham: I'm going to go to legislative services

[0:07:31] Trustee Luckham: and Information Systems Director, David Marler,

[0:07:35] Trustee Luckham: for your follow-up action list and your area report.

[0:07:39] Voice 6: Yeah, thank you.

[0:07:40] Voice 6: Follow-up action list is on page 18 there, it looks like.

[0:07:47] Voice 6: And quite a few items,

[0:07:49] Voice 6: but most of those appear to be developing some form

[0:07:54] Voice 6: of a trust counsel session,

[0:07:55] Voice 6: whether it's in a committee of the whole or in trust counsel

[0:08:00] Voice 6: to do with a variety of issues so you'll see those there under item four and item

[0:08:08] Voice 6: six and also items one and two is some materials to do with fist nations and

[0:08:15] Voice 6: that's something that Claire and I need to get our minds around what that's

[0:08:19] Voice 6: going to look like item seven on the next page that one is work that is

[0:08:28] Voice 6: is ongoing. So this is a bylaw for Trust Council. So I'm intending to get that drafted for you,

[0:08:37] Voice 6: hopefully for March Trust Council. This was approved by previous Trust Council to

[0:08:43] Voice 6: get the bylaw drafted. So I don't have anything else on the FALP Action list.

[0:08:49] Voice 6: Is there any questions about that? Otherwise, I'll give you a very quick area update.

[0:08:54] Trustee Luckham: Trustee Elliott or Vice Chair Elliott, you have a question.

[0:08:57] Trustee Luckham: Yeah,

[0:08:58] Voice 3: so item two, and this, I wanted to pick this up when we come to the continuous learning program for trustees.

[0:09:12] Voice 3: There, I think one of the items that we will talk about potentially surveying trustees on is First Nations relationship building.

[0:09:20] Voice 3: So I wondered why this, you know, agreements with other agencies, governments and First Nations wasn't picked up as a potential continuous learning piece.

[0:09:34] Voice 3: It seems pretty specific. And was this Trust Council's direction or executive committees?

[0:09:43] Voice 3: And I'm just wondering whether this could be turned into one of the sessions.

[0:09:51] Voice 3: So we could pick up that discussion when it's on the agenda.

[0:09:54] Voice 3: I just wanted to highlight that and ask maybe why it wasn't brought forward for that.

[0:10:05] Voice 8: I can speak to this, Chair.

[0:10:09] Trustee Luckham: Okay, go ahead.

[0:10:11] Voice 8: Because I'm pretty sure it was me that brought the motion to add this bit.

[0:10:19] Voice 8: bit. And this came out of Southern Gulf Island forums and discussion with the former MLA Adam

[0:10:27] Voice 8: Olson. Clearly, I think most of us know we have a lot of agreements out there. Many of them are

[0:10:35] Voice 8: aged and in need of renewal. And I know a lot of trustees just ask questions. Do we have an

[0:10:47] Voice 8: agreement where can i get a look at it um that sort of thing so that's i i know i brought this

[0:10:51] Voice 8: to us and we must have passed a motion i think to put

[0:10:56] Voice 8: it on david's list well

[0:10:58] Voice 3: and and last council

[0:10:59] Voice 3: meeting uh trustee boland i think brought this up saying um it would be helpful to have a survey of

[0:11:07] Voice 3: where is our relationship sort of status with each nation there's just um a lot of that is internal

[0:11:14] Voice 3: and it's not known by all trustees.

[0:11:17] Voice 3: So I'm not trying to conflate everything together,

[0:11:20] Voice 3: but I'm wondering if this session could be added

[0:11:25] Voice 3: to the Continuous Learning Program.

[0:11:27] Voice 3: Anyway.

[0:11:32] Trustee Luckham: Okay.

[0:11:32] Trustee Luckham: Now, Trustee Peterson, your hand is up

[0:11:35] Trustee Luckham: and CAO Broney's hand is also up.

[0:11:39] Voice 8: Yeah.

[0:11:40] Voice 8: I was just going to say that I almost feel like

[0:11:43] Voice 8: the First Nations piece is broad enough

[0:11:48] Voice 8: enough that it could be its own piece um because there's are so many nations but uh of course we

[0:11:58] Voice 8: can we can determine that but uh just since you brought up the word conflate by hysteria elliott

[0:12:05] Voice 8: um because i think i think to do all of our agreements with other agencies and first nations

[0:12:11] Voice 8: in one session might take quite a while so we might even consider breaking it into two just

[0:12:16] Voice 8: my thoughts on the fly here thank you

[0:12:18] Voice 5: cao

[0:12:21] Trustee Luckham: brony thanks

[0:12:23] Voice 5: yeah i think um the reason uh vice charlotte

[0:12:26] Voice 5: that i didn't include it in the in the learning plan survey although we certainly certainly can

[0:12:30] Voice 5: is um i looked at this more as a an orientation for trust council on all the agreements that we

[0:12:37] Voice 5: have placed as opposed to a sort of professional development learning opportunity um so more of a

[0:12:43] Voice 5: briefing as opposed to a learning session but we can we can certainly approach it that way

[0:12:47] Voice 5: and build it into the learning plan.

[0:12:49] Voice 5: If we want to have that discussion

[0:12:51] Voice 5: when we get to that agenda item today,

[0:12:53] Voice 5: we can look at that for sure.

[0:12:54] Voice 5: Thanks.

[0:12:59] Trustee Luckham: Yeah, thank you very much, Seyo Bruni.

[0:13:02] Trustee Luckham: Just reflecting on this whole topic of learning,

[0:13:09] Trustee Luckham: sort of, I think there's been some suggestion

[0:13:12] Trustee Luckham: about a midterm check-in

[0:13:14] Trustee Luckham: that may embrace a number of elements.

[0:13:18] Trustee Luckham: Our focus has perhaps been on conduct

[0:13:20] Trustee Luckham: and meeting procedures more so than other items.

[0:13:25] Trustee Luckham: But I think what I see happening is those items

[0:13:29] Trustee Luckham: which would have had some form of briefing or introduction

[0:13:33] Trustee Luckham: at the beginning of the term to orientate trustees,

[0:13:38] Trustee Luckham: new trustees particularly, on things that are going on

[0:13:43] Trustee Luckham: have maybe not been embraced fully at the beginning of the term

[0:13:49] Trustee Luckham: but now become more important in their work and so perhaps there are there's an opportunity actually

[0:13:57] Trustee Luckham: to address a number of these things as we go into the next half of our term where trustees are going

[0:14:01] Trustee Luckham: to want to double down and get some work done in their areas and that obviously having the

[0:14:09] Trustee Luckham: background about what we have done historically and where our policies are at would be helpful

[0:14:14] Trustee Luckham: helpful in order to conserve and respect the time that we have together as council and

[0:14:20] Trustee Luckham: of course the work that we're asking staff to do with their limited capacity just to

[0:14:26] Trustee Luckham: undertake the work that's already on our plate.

[0:14:28] Trustee Luckham: Just reflecting on how we might help trustees understand more of what is known going forward

[0:14:38] Trustee Luckham: into this next part of the term, just a remark.

[0:14:40] Trustee Luckham: Mark. So I am without anything else from David. Did you do an area report?

[0:14:48] Voice 6: Not yet, no. Go ahead.

[0:14:50] Voice 6: Okay, thanks. Just a few items, actually four. Just in information

[0:14:54] Voice 6: services, we're just finishing up migrating from Windows 10 to Windows 11. So that's updating our

[0:14:59] Voice 6: systems and also updating some outdated software for the servers in the background.

[0:15:08] Voice 6: I don't have anything else to report on the GIS hiring, it's in progress and hopefully

[0:15:15] Voice 6: in the next week or two I'll be able to provide more information to you on that one.

[0:15:19] Voice 6: The Accessibility Committee meets tomorrow evening, however we've had some technical

[0:15:26] Voice 6: glitches with the Exchange server not sending emails to them, so we're not really sure how

[0:15:31] Voice 6: how many actually received the email invites and know about the meeting tomorrow night.

[0:15:36] Voice 6: So we may not get quorum, we may not have anybody.

[0:15:40] Voice 6: So we'll just see what happens and then reschedule if we have to.

[0:15:44] Voice 6: And we've fixed the glitch now, I believe.

[0:15:46] Voice 6: So hopefully we can advance from there.

[0:15:50] Voice 6: However, one of the five appointed members already resigned, didn't provide any reasons.

[0:15:55] Voice 6: reasons, that person did join us for the orientation session but was in the car and then lost connection

[0:16:04] Voice 6: and didn't reconnect with us.

[0:16:07] Voice 6: So yeah, I'm not really sure what's going on there, but we're down one person, but we

[0:16:12] Voice 6: can continue with who we have.

[0:16:14] Voice 6: Just a reminder, the Accessibility Committee is a very specific purpose set by legislation,

[0:16:20] Voice 6: so we'll be handling it a little bit different to other committees.

[0:16:23] Voice 6: That is, staff will be doing the work that's required under legislation and using the Accessibility Committee as a kind of a sounding board on some of the ideas, getting their feedback, and then advancing, once we've had that feedback, through to Trust Council for adoption of an accessibility plan, as an example.

[0:16:46] Voice 6: pool. We have some glitches with some of the applications that affect what you see on your

[0:16:54] Voice 6: agendas. So you'll notice, for example, in the FOP action list, there's a couple of items that

[0:16:59] Voice 6: don't have any names attached to them. That's because there's a glitch in the software not

[0:17:06] Voice 6: letting you add a name. It doesn't stay there. You can put the name in, but it doesn't actually

[0:17:11] Voice 6: saving the database. So taking a two-pronged approach to this, the first is working with

[0:17:18] Voice 6: the IS staff to stabilize the apps that we need the most, and then working in the longer term to

[0:17:27] Voice 6: replace some of the apps with a different software solution, probably an off-the-shelf commercial

[0:17:34] Voice 6: version that we can support differently. So that will hopefully start happening for some of the

[0:17:40] Voice 6: apps in the next fiscal and then just finally I just want to remind you and we'll be sending out

[0:17:46] Voice 6: an email today just to remind all trustees that today is the deadline for financial disclosure

[0:17:51] Voice 6: statements so this is a requirement under the act to provide a financial disclosure once annually

[0:17:58] Voice 6: and the deadline is January 15th and is for all elected officials and any appointed officers

[0:18:07] Voice 6: offices. So that's it for my report. Thank you.

[0:18:12] Trustee Luckham: Okay, thank you. Trustee Elliott, you have a

[0:18:14] Trustee Luckham: question?

[0:18:16] Voice 3: Yes. Do you have an update on when the MapIt or the replacement mapping software is going

[0:18:23] Voice 3: to be live? I've had a question from constituents who are trying to use it. And I think the latest

[0:18:29] Voice 3: update from is was late december but it appeared

[0:18:34] Voice 3: to be live yeah

[0:18:36] Voice 6: i'll i don't have an update right

[0:18:38] Voice 6: now but i will get jeffrey to send out an update to all trustees uh like today or tomorrow i was

[0:18:44] Voice 6: still working with esri that's the platform that uh that that software is on uh to deal with some

[0:18:51] Voice 6: security issues that we need to sort out before we can open it up to the public so we're still

[0:18:56] Voice 6: working on it but i'll get jeffrey to provide you an update

[0:19:01] Voice 3: thanks okay

[0:19:03] Trustee Luckham: thank you vice earlier for

[0:19:06] Trustee Luckham: raising that because i have also had uh people communicating with me about the loss of that tool

[0:19:12] Trustee Luckham: and um folks find it very valuable so it'd be great to get that back online

[0:19:18] Trustee Luckham: um let us then now move along to uh legis no we're going to go to see this

[0:19:25] Trustee Luckham: the Director of Planning Services, Stefan Cermak, over to you.

[0:19:31] Voice 7: Good morning, everybody.

[0:19:33] Voice 7: Okay, I'll speak first directly to what's there.

[0:19:36] Voice 7: I don't have an update on item number one.

[0:19:40] Voice 7: Number two, I have staff working on a Crown Lease Referral Update to EC.

[0:19:45] Voice 7: Didn't prioritize it before Christmas.

[0:19:47] Voice 7: There were other things going on, but I understand that there's a lot of activity there,

[0:19:52] Voice 7: so it's on its way, but it's just recently been assigned.

[0:19:55] Voice 7: um number three will be go from zero to 100 as soon as we have an rpc meeting so um that's it's

[0:20:03] Voice 7: not really uh much to report on that and everything else is done so that's my report on

[0:20:09] Voice 7: the follow-up action list okay

[0:20:13] Trustee Luckham: very good thank you stefan any questions on the follow-up action list

[0:20:16] Trustee Luckham: uh tim peterson yeah

[0:20:21] Voice 8: i'm just wondering how the things are going um item number one about the

[0:20:27] Voice 8: referral response window thank

[0:20:31] Voice 7: you i don't have a time i'm still working towards the january or

[0:20:35] Voice 7: you know i'm hoping to get it to the next trust council meeting the um it's one of those things

[0:20:41] Voice 7: every time you open it up it uh i don't want to call it pandora's box but there's a lot of

[0:20:46] Voice 7: components to it great work is happening we're meeting with uh staff i've met with you know

[0:20:51] Voice 7: know, Penelaket about this, just from the many discussions, Sayout, Comox, and so on

[0:20:56] Voice 7: and so forth.

[0:20:57] Voice 7: And we're still at the stage where we're having a sort of organic discussions.

[0:21:02] Voice 7: It seems to be the preferred way to develop relationships.

[0:21:05] Voice 7: But what the deliverable I'm trying to get is a work program to you.

[0:21:09] Voice 7: And that is the part I've struggled to get to.

[0:21:11] Voice 7: We're working internally for that.

[0:21:13] Voice 7: It's just, we keep losing staff and priorities and stuff, but it's, the work is happening.

[0:21:18] Voice 7: So rest assured that those relationships are being developed.

[0:21:21] Voice 7: The work program to come back to, it's kind of tied into the reconciliation action plan and all the other strategic things going on.

[0:21:28] Voice 7: So staff are conscious of that.

[0:21:30] Voice 7: We want to make sure it works together.

[0:21:31] Voice 7: But it is progressing.

[0:21:33] Voice 7: Just the actual deliverable for a work program is a bit slower than desired.

[0:21:39] Trustee Luckham: Great.

[0:21:40] Trustee Luckham: Thank you.

[0:21:40] Trustee Luckham: Okay.

[0:21:41] Trustee Luckham: I don't see any other hands up.

[0:21:43] Trustee Luckham: So we'll go to your area report, Stefan.

[0:21:46] Voice 7: Sure.

[0:21:46] Voice 7: Thank you.

[0:21:47] Voice 7: It's an interesting season.

[0:21:49] Voice 7: I don't know about you guys.

[0:21:50] Voice 7: I felt really well rested.

[0:21:51] Voice 7: and now I feel like I'm being shot out of a cannon.

[0:21:54] Voice 7: We're right in the busy season of LTCs

[0:21:57] Voice 7: and all your work programs and all that.

[0:21:59] Voice 7: So I know that OCPs are moving along.

[0:22:01] Voice 7: A lot of staff, comings and goings,

[0:22:04] Voice 7: some extended leave.

[0:22:05] Voice 7: So we're sort of juggling staffing resources right now.

[0:22:08] Voice 7: I know at the North, you got an email

[0:22:10] Voice 7: if you're a Northern trustee about,

[0:22:13] Voice 7: we're expecting a little bit of a delay

[0:22:14] Voice 7: in some of the application processing,

[0:22:17] Voice 7: which on the counter side,

[0:22:18] Voice 7: we're doing some great hirings.

[0:22:19] Voice 7: Nothing I can announce at this moment,

[0:22:21] Voice 7: But, you know, things are moving along well in terms of that.

[0:22:25] Voice 7: All the other things are moving through the RPC world for me in terms of

[0:22:29] Voice 7: bio-enforcement project is advancing, special business coming up.

[0:22:34] Voice 7: You know,

[0:22:35] Voice 7: I have beginnings of an integrated spatial planning response to Trust

[0:22:39] Voice 7: Council that they asked for. Application cost recovery. Again,

[0:22:43] Voice 7: Trust Council, that's hit a snag with software.

[0:22:46] Voice 7: You heard Director Marler talking about.

[0:22:48] Voice 7: out um so we're we're trying to adapt to get that cost recovery information to you for the trust

[0:22:53] Voice 7: council um i gotta say that's that was a bit of a kick yesterday to talk about um and yeah i'll

[0:23:00] Voice 7: leave it at that um we have a lot of great work happening from all kinds of staff um and we're

[0:23:05] Voice 7: certainly um overflowing with with work okay

[0:23:12] Trustee Luckham: great thank you any further questions for

[0:23:16] Trustee Luckham: Director Sturmeck. Okay. Thank you for your report. So let's scroll down now to Director

[0:23:25] Trustee Luckham: of Administrative Services, Julia Mobs. Good morning, Julia. There you are. Nice to see you.

[0:23:31] Voice 11: Good morning. I have great joy that my follow-up action list only has two items.

[0:23:38] Voice 11: My heart is full. And actually, the second item there, I think, is a bit of a misallocation. It's

[0:23:42] Voice 11: really in the realm of responsibility of Director Frater. I'll just support with some of the cost

[0:23:47] Voice 11: estimate. So really one item there. Very happy about that. The item relates to some policy work

[0:23:53] Voice 11: that's been on the list for a long time. We've got a target date for March. I'm hoping to turn

[0:23:58] Voice 11: my mind to that work sometime in the next few months. I've mentioned before, this is not a

[0:24:03] Voice 11: policy that is in such a dire state that we are in jeopardy in our financial management. I just

[0:24:10] Voice 11: need some tweaks. So happy to take questions on my loan item. Otherwise, I can dive into a bit of a

[0:24:14] Voice 11: director's report any

[0:24:17] Trustee Luckham: questions for the director no let's go to your report then um

[0:24:25] Voice 11: okay so um

[0:24:26] Voice 11: my world is settling back into a little bit of a regular rhythm which is excellent there's lots

[0:24:32] Voice 11: to catch up on um slowly chipping away at some of the administrative pieces that uh weren't

[0:24:37] Voice 11: prioritized over the last six months on the hr side of things we're quite busy with uh hiring

[0:24:43] Voice 11: hiring competitions, which is a good thing. It means that hopefully we'll get some good staff

[0:24:48] Voice 11: on the other end if that works. But in the moment, having this many hiring competitions is a bit of

[0:24:53] Voice 11: a pain point, as of course, it eats up a lot of director time, and it's sort of side of the desk

[0:24:57] Voice 11: work. So we're doing what we can to support staff in that arena. There is a new process that we've

[0:25:04] Voice 11: been handed for submission of criminal record checks for new staff that we are hiring. We are

[0:25:09] Voice 11: experiencing some significant glitches with that new system which is holding up our submissions

[0:25:13] Voice 11: of criminal record checks which is delaying bringing on some external staff so we're working

[0:25:19] Voice 11: hard to get that resolved and hoping to have a solution within the next few weeks. Audit planning

[0:25:26] Voice 11: has started as you'll see on this agenda we're looking for executive committee to appoint the

[0:25:31] Voice 11: auditors for this year. I've met with our potential audit team to get that ball rolling there's quite

[0:25:37] Voice 11: a bit that we need to do and so the planning the audit itself is scheduled for May but the

[0:25:43] Voice 11: planning for that work begins now so I'm turning my attention to that updating the budget is a

[0:25:48] Voice 11: primary focus of mine at the moment there is a financial planning committee meeting next week

[0:25:52] Voice 11: so that agenda is going out the door on Friday hopefully and there's a significant number of

[0:25:58] Voice 11: data updates that take place in this version of the budget so we are pulling those from our

[0:26:02] Voice 11: external sources and updating uh the numbers as we can uh and related to that of course i'm looking

[0:26:08] Voice 11: forward to see if there's been any interest uh from trustees to fill our now vacant membership

[0:26:14] Voice 11: spot on the financial planning committee uh if there is no interest we are still perfectly

[0:26:20] Voice 11: capable of moving ahead uh down one member but i'm interested to see if there's any trustees

[0:26:25] Voice 11: who'd like to join i think i'll leave it there for now happy to take questions any questions

[0:26:30] Trustee Luckham: for the director? No, no, so no questions, but I won't let this moment go by without

[0:26:37] Trustee Luckham: noting you look more relaxed and rested, so this is really great, and thank you for the work that

[0:26:44] Trustee Luckham: you do, but I also want to shout out to your support staff who keep the checks and balances

[0:26:49] Trustee Luckham: and the prods that I receive in order to keep things flowing and on track, and just want to

[0:26:57] Trustee Luckham: acknowledge the great work that they do in supporting you and the island's trust in our

[0:27:01] Trustee Luckham: financial well-being absolutely

[0:27:05] Voice 11: couldn't do it without them

[0:27:06] Trustee Luckham: yeah okay so who have i got

[0:27:10] Trustee Luckham: director uh fader um certainly last but definitely not least um the champion of follow-up action list

[0:27:19] Trustee Luckham: um over to you

[0:27:21] Voice 10: thank you chair luck i'll just draw your attention to a few

[0:27:25] Voice 10: areas number 12 around communication around requests for the provincial review I'll just

[0:27:31] Voice 10: note that we have now completed that activity with the creation of a new web page with background on

[0:27:36] Voice 10: previous governance reviews so that is now done and also number 13 I have been in dialogue with

[0:27:43] Voice 10: BC Ferry staff around a potential session and expect to have more conversations potentially

[0:27:48] Voice 10: this week or next around the specifics of a session so some progress being made there

[0:27:53] Voice 10: there's a number of other items so I'll just leave it there we are turning our minds to some of the

[0:27:57] Voice 10: backlog and correspondence so I expect by your next meeting many of those letters will hopefully

[0:28:01] Voice 10: have seen some progress but I'll just leave it there and ask for questions okay

[0:28:08] Trustee Luckham: super any

[0:28:10] Trustee Luckham: questions for the director on her follow-up action list okay my only question do you anticipate we

[0:28:18] Trustee Luckham: might have something for BC Ferries in March or is it further down the stream it

[0:28:22] Voice 10: sounds like that

[0:28:23] Voice 10: if that you know it's again you have to speak with your CAO around your very full yet again

[0:28:28] Voice 10: full agenda for March and where it ranks in the priorities of where you want to allocate council's

[0:28:32] Voice 10: time but should you wish to have a session and council wishes to have a session I think we can

[0:28:36] Voice 10: achieve it.

[0:28:37] Trustee Luckham: Okay that's great so then let's go to your area report what can you tell us about what's

[0:28:43] Trustee Luckham: going on there?

[0:28:44] Voice 10: Well I'll just speak for myself at this point there's lots going on lots and lots

[0:28:48] Voice 10: but generally I continue to be focused on hiring I'm really prioritizing trying to get new people

[0:28:53] Voice 10: in to fill the vacancies so we can make faster progress on all the things you're assigning.

[0:28:57] Voice 10: So that continues to be my priority. It consumes a significant amount of time.

[0:29:03] Voice 10: But I also want to draw your attention to January 23rd in the evening. We are hosting

[0:29:08] Voice 10: a invasive species and native plant gardening webinar. So I encourage you all to help spread

[0:29:14] Voice 10: the word. And that's on behalf of Trust Programs Committee. Thank you.

[0:29:19] Trustee Luckham: Excellent. And that would be Wednesday, I think is likely that date.

[0:29:23] Trustee Luckham: is that correct? I believe so. Excellent. Okay. Any questions for the director,

[0:29:30] Trustee Luckham: Vice Chair Elliott?

[0:29:32] Voice 3: Yeah. Do you anticipate having the interim policy advisor position filled

[0:29:38] Voice 3: fairly

[0:29:38] Voice 10: soon? Not at this time. The competition was not successful in finding someone because,

[0:29:45] Voice 10: of course, I didn't have funding certainty past March, and it lingered in classification for such

[0:29:49] Voice 10: such a long time. So we're now exploring other options of how to get some support in that role

[0:29:54] Voice 10: and other ways of posting it. So not imminent.

[0:30:00] Trustee Luckham: Okay, well, good work, Claire. I'm glad your focus is on getting more resources in so you can

[0:30:08] Trustee Luckham: ramp stuff up. Yes, thank you. Keep up the good work. Any other questions from the area report?

[0:30:16] Trustee Luckham: No. Okay, so that concludes your reporting, Director Fader?

[0:30:20] Voice 10: Yes, thank you.

[0:30:22] Trustee Luckham: So I think I'm going to move along here to local trust committee chair updates. So

[0:30:29] Trustee Luckham: So, Vice Chair, it's your opportunity to report out on things that are happening in your LTCs.

[0:30:34] Trustee Luckham: And I'm going to start at the bottom of my list this time and go Vice Chair Elliott, Vice Chair Peterson, and then finally Vice Chair Maughan.

[0:30:42] Voice 3: Thank you, Chair.

[0:30:44] Voice 3: No meetings since the break.

[0:30:48] Voice 3: It's been quite a considerable break.

[0:30:51] Voice 3: But we have managed to schedule the South Pender special meeting for this coming Friday.

[0:30:59] Voice 3: So I'll be attending in person, and it's just going to be focused on the LUB amendment project.

[0:31:10] Voice 3: ITC is coming up, yeah, main at the end of the month, but it's been pretty quiet.

[0:31:15] Voice 3: I do need to connect with Director Frater on a letter, if possible, for Laskiti's request for, I believe, the failing dock.

[0:31:27] Voice 3: that's what it was so I don't know if we can do that in the meantime if you've

[0:31:32] Voice 3: got any time for that but maybe Peter trustee Peterson if you want to help

[0:31:38] Voice 3: with some of the wording we can get that done before the end of the month that'd

[0:31:43] Voice 3: be great okay

[0:31:46] Trustee Luckham: thank you so trustee vice chair Peterson over to you what's

[0:31:51] Trustee Luckham: happening in your areas

[0:31:52] Voice 8: thank you chair no LTC meetings since we last met but

[0:31:59] Voice 8: But the Galliano LTC was invited to a Penelakut Tribe Trust chief and council meeting.

[0:32:09] Voice 8: And so we went over there with some staff.

[0:32:13] Voice 8: And I think it was a really positive meeting.

[0:32:18] Voice 8: And I think there's a lot of openness to meet more often.

[0:32:23] Voice 8: and uh so i think a good relationship is starting to develop there um is my sense

[0:32:30] Voice 8: so that's that's really good um r&b we are going to meet uh week friday and uh i'm aware as stefan

[0:32:42] Voice 8: mentioned the uh staffing issues in the northern office uh so our regular planner won't be with us

[0:32:48] Voice 8: But we will have Sonia Zupanek sitting in.

[0:32:53] Voice 8: And, of course, she's very familiar with the projects there.

[0:32:57] Voice 8: So that will be good.

[0:32:59] Voice 8: Have some serious concerns about the delays in the RFP for the Salt Spring OCP LUB project.

[0:33:09] Voice 8: It's a really huge project.

[0:33:13] Voice 8: It's huge in so many ways.

[0:33:15] Voice 8: and the way the Complete Communities project

[0:33:23] Voice 8: or session has rolled out is, I would say, disappointing.

[0:33:31] Voice 8: And the RFP not being out there,

[0:33:37] Voice 8: it's the real, you know, one of the big concerns

[0:33:40] Voice 8: is this project going to happen this term?

[0:33:45] Voice 8: And it's really, really important, and the concerns of the LTC, the trustees, and we get lots of emails from Salt Spring Islanders.

[0:33:59] Voice 8: I'm sure that Trustee Patrick, being in community there, probably gets lots of conversation around it.

[0:34:06] Voice 8: There's deep concern about whether this project is actually going to go anywhere at this point.

[0:34:13] Voice 8: And these long delays for things like RFPs don't add to the confidence.

[0:34:22] Voice 8: And so I'll be talking to staff, I guess, a bit more in depth about this.

[0:34:29] Voice 8: But I just wanted to let everyone know that the staffing and the delays in this project are quite troubling at this point.

[0:34:40] Voice 8: So I'll leave it there today.

[0:34:42] Voice 8: that well

[0:34:45] Trustee Luckham: thank you kim that is troubling because that's certainly been a significant project that's

[0:34:54] Trustee Luckham: been on the table for some time um and presuming that you're in touch with staff and and those

[0:35:03] Trustee Luckham: concerns are understood and i don't know whether or not the director uh cermak has anything to

[0:35:08] Trustee Luckham: offer or share for executive committee's benefit probably more so than yours um to understand how

[0:35:14] Trustee Luckham: how that might progress.

[0:35:16] Trustee Luckham: You're aware of these issues, I'm presuming?

[0:35:19] Voice 7: Thank you, Mr. Chair.

[0:35:20] Voice 7: Yes, absolutely.

[0:35:21] Voice 7: The communications of those concerns

[0:35:23] Voice 7: have been voiced several times.

[0:35:27] Voice 7: I can say that, you know,

[0:35:29] Voice 7: the staff have refined the RFP to go out.

[0:35:31] Voice 7: They were expecting the end of this week for it to go out.

[0:35:34] Voice 7: It is a very large, complex RFP.

[0:35:37] Voice 7: They wanted to make sure it was understandable

[0:35:39] Voice 7: and ready to go.

[0:35:41] Voice 7: And that is meant to also help

[0:35:43] Voice 7: the resourcing issue so uh two two of those things can get a lot can work together in harmony

[0:35:50] Voice 7: addressing the greater um staffing sort of issues we are certainly working as a team to try to find

[0:35:57] Voice 7: ways to reallocate resources and to make sure everybody um gets the work they need to do to

[0:36:04] Voice 7: get done okay

[0:36:06] Trustee Luckham: well thank you appreciate that um that covers your report trustee peterson

[0:36:12] Trustee Luckham: um

[0:36:16] Voice 8: yeah i just and and maybe uh uh i just asked um stefan if if you have um anything you can

[0:36:24] Voice 8: report out to the salt spring trustees about those issues that might be helpful yeah okay

[0:36:34] Trustee Luckham: let's go

[0:36:35] Trustee Luckham: to vice chair mard thank

[0:36:38] Trustee Maude: you chair um same story um nothing since um over the christmas

[0:36:43] Trustee Maude: break. Tomorrow, we start the Grand Tour. We have Saturna tomorrow, Tuesday, Denman Island,

[0:36:49] Trustee Maude: and then following Friday, North Pender. Nothing particular to report out of those LTCs that I'm

[0:36:55] Trustee Maude: aware of. Everybody seems to be very busy and very happy and making progress within their

[0:37:01] Trustee Maude: communities. And we'll see as the meetings go on what I can report back to you. Thank you.

[0:37:06] Trustee Maude: Okay.

[0:37:08] Trustee Luckham: Thank you very much, David. And so from my sector, the only formal meeting recently has been

[0:37:16] Trustee Luckham: the CAO hiring committee, and that's administrative in nature and continuing to do that work of the

[0:37:23] Trustee Luckham: monitoring of the CAO as he's come on board and developing some policy and additional paperwork

[0:37:30] Trustee Luckham: work necessary to wrap that up. But nothing further to report there. Certainly, I note that

[0:37:38] Trustee Luckham: not only is it starting to ramp up from a staff perspective and a meeting perspective,

[0:37:45] Trustee Luckham: certainly the interest of the public is ramping up as well. And we've had quite a bit of

[0:37:49] Trustee Luckham: correspondence. And so that will evolve in our work schedules as well. And I want to thank staff

[0:37:57] Trustee Luckham: for the support that they provided.

[0:37:59] Trustee Luckham: Some of those items are on our agenda later today.

[0:38:03] Trustee Luckham: With that said, I'm going to move on

[0:38:06] Trustee Luckham: to the Island's Trust Conservancy Liaison Update,

[0:38:10] Trustee Luckham: and that would be Vice Chair Elliott.

[0:38:12] Trustee Luckham: Do you have anything to offer the Island's Trust Conservancy today?

[0:38:16] Voice 3: Just two short items.

[0:38:18] Voice 3: Our next meeting is January 21st,

[0:38:22] Voice 3: and at that meeting we will be electing a new chair

[0:38:26] Voice 3: and vice chair um and just a note that the um interim manager term for carolyn stewart ends

[0:38:38] Voice 3: in january so the new uh manager is not yet in place so we'll be looking at an updated work plan

[0:38:46] Voice 3: to cover january through march 2026 i'm i haven't really looked at it in depth but i think it's

[0:38:54] Voice 3: It's going to be maybe reduced in scope.

[0:38:59] Voice 3: And so we are, as always, struggling with capacity issues.

[0:39:04] Voice 3: So not having a manager in place is, I think, going to impact the work of the Conservancy.

[0:39:09] Voice 3: But that's just the way things are right now.

[0:39:13] Voice 3: I don't know if Director Frater has any updates, but that's it for my end.

[0:39:18] Trustee Luckham: Thank you, Vice Chair Elliott.

[0:39:20] Trustee Luckham: Director Frater, do you have anything to offer?

[0:39:22] Voice 10: Yes, certainly through the Chair.

[0:39:24] Voice 10: the acting manager's last day formally is tomorrow although she will be attending the board meeting

[0:39:29] Voice 10: um so after tomorrow i am now also acting manager of the conservancy probably for an expected month

[0:39:35] Voice 10: or so so um just wanted the executive committee to be aware of that

[0:39:40] Trustee Luckham: okay so one hat on and another

[0:39:44] Trustee Luckham: hat off so um thank you for all that you do director fader and please uh pass on my thanks

[0:39:51] Trustee Luckham: and I'm sure Executive Committee's thanks to Carolyn Stewart for the work that she's done

[0:39:57] Trustee Luckham: with the Conservancy and at this point may continue to do some of that. Very grateful

[0:40:03] Trustee Luckham: for the time she spent with us.

[0:40:05] Voice 10: Thank you, I'd be happy to do so.

[0:40:07] Trustee Luckham: Thank you. Okay, so I think that

[0:40:09] Trustee Luckham: concludes our startup sequence here of business needing to be acted upon and brings us to the

[0:40:18] Trustee Luckham: The bylaws for approval and consideration, one of the other significant elements of the

[0:40:22] Trustee Luckham: work of the executive committee.

[0:40:24] Trustee Luckham: And we have here Bowen Island Municipality Land Use Bylaw Amendment Bylaw number 674.

[0:40:30] Trustee Luckham: It's a request for decision.

[0:40:33] Trustee Luckham: And I noticed that Jason Yeoman's camera has come on there.

[0:40:38] Trustee Luckham: Are you going to help us out with this particular referral, Jason?

[0:40:42] Voice 2: I will, Chair Lockham.

[0:40:43] Voice 2: It'll be a short report from me, if that's all right with you.

[0:40:46] Trustee Luckham: Yep.

[0:40:50] Voice 2: All right.

[0:40:50] Voice 2: I will proceed.

[0:40:52] Voice 2: I'm just

[0:40:53] Voice 2: waiting for the go.

[0:40:54] Voice 2: I

[0:40:55] Trustee Luckham: guess my microphone doesn't always work.

[0:40:59] Voice 2: This matter engages Executive Committee's responsibility to review Island Municipality

[0:41:04] Voice 2: bylaws under Section 15 of the Bowen Island Letters Patent.

[0:41:09] Voice 2: In particular, this bylaw, Bylaw No. 674, concerns an update to Bowen Island Municipality's

[0:41:16] Voice 2: Municipalities' Snug Cove design guidelines, which are used to implement the municipality's

[0:41:21] Voice 2: Village Revitalization Development Permit Area.

[0:41:24] Voice 2: Staff have reviewed the proposed design guidelines for Snug Cove, find them to be consistent

[0:41:30] Voice 2: with the Island's Trust Policy Statement.

[0:41:33] Voice 2: In particular, one could look to Policies 5.2.3 and 5.2.4.

[0:41:38] Voice 2: 5.2.3 saying that local trust committees and island municipalities shall, in their official

[0:41:44] Voice 2: community plans and regulatory bylaws address policies related to the aesthetic, environmental

[0:41:48] Voice 2: and social impacts of development. Staff find the design guidelines to be a thoughtful document and

[0:41:54] Voice 2: will maintain the form and character of Snug Cove on Bowen Island. And if you are looking for a

[0:42:01] Voice 2: recommendation, it is that you too find bylaw 674 to be consistent with the policy statement. Thanks.

[0:42:08] Trustee Luckham: Great. Thank you very much, Jason. And so, Vice Chairs, I know that you've all read through this

[0:42:14] Trustee Luckham: and I certainly agree with the recommendation that's here and if others agree I would like to

[0:42:19] Trustee Luckham: ask for a motion and then we can certainly discuss the bylaw as necessary when we have

[0:42:26] Trustee Luckham: the motion on the floor. Somebody would like to start that off? Trustee Vice Chair Elliott.

[0:42:32] Voice 3: I move that Executive Committee advise Bowen Island Municipality that bylaw number 674

[0:42:40] Voice 3: cited as Bowen Island Municipality Land Use Bylaw No. 57-2002

[0:42:45] Voice 3: Amendment Bylaw No. 674-2024

[0:42:49] Voice 3: is not contrary to or at variance with the Island's Trust Policy Statement.

[0:42:53] Trustee Luckham: Do I have a mover? Do I have a seconder?

[0:42:55] Trustee Luckham: Vice Chair Maughan, thank you very much.

[0:42:58] Trustee Luckham: I'm just to speak to the motion at all, Vice Chair Elliott.

[0:43:02] Voice 3: Nice design.

[0:43:04] Trustee Luckham: Very pretty.

[0:43:05] Voice 3: any

[0:43:07] Trustee Luckham: further discussion on the bylaw no well i want to thank jason for his work on it and for

[0:43:16] Trustee Luckham: the bone island municipality for their work indeed um excellent work and so i'll just simply call the

[0:43:22] Trustee Luckham: vote on this all those in favor please raise your hands electronically or physically and i see one

[0:43:28] Trustee Luckham: two three four of us are in favor so that carries unanimously so wish bone island uh all the success

[0:43:36] Trustee Luckham: with their work in their community.

[0:43:39] Trustee Luckham: Thank you.

[0:43:40] Trustee Luckham: I'm going to move along now to Trust Council meeting preparation.

[0:43:43] Trustee Luckham: There's nothing here at this time, but you can certainly anticipate that's going to be

[0:43:48] Trustee Luckham: on our next agenda.

[0:43:50] Trustee Luckham: But what we do have on today's agenda is in Section 9 under Trust Area Services is the

[0:43:56] Trustee Luckham: draft January 30th, 2025 Committee of the Whole meeting agenda.

[0:44:02] Trustee Luckham: And remind me now, who is going to be the chair of that meeting?

[0:44:06] Trustee Luckham: Is it Vice Chair Elliott?

[0:44:07] Trustee Luckham: Is it your turn?

[0:44:09] Trustee Luckham: Yep.

[0:44:09] Trustee Luckham: Okay, so that's good.

[0:44:11] Trustee Luckham: So obviously you've reviewed this a little bit more closely than the rest of us.

[0:44:16] Trustee Luckham: And perhaps whomever would like to address that, normally the CAO sort of is provided

[0:44:24] Trustee Luckham: the opportunity to speak to council meeting agendas at the start.

[0:44:29] Trustee Luckham: And then perhaps I'll go to the Vice Chair Elliott and any other staff that wish to advise

[0:44:36] Trustee Luckham: us on this. Director Freyder, of course, it's in your area.

[0:44:40] Trustee Luckham: CAO Broney, do you have anything to offer?

[0:44:43] Voice 5: Only that this is obviously a continuation of the last couple of meetings

[0:44:47] Voice 5: and the work on the policy statement and subject to

[0:44:52] Voice 5: any further direction from you folks or Trust Council.

[0:44:55] Voice 5: We've opted to focus the committee, the whole agendas, which as you know,

[0:44:59] Voice 5: we're doing biweekly, on the policy statement work for between

[0:45:03] Voice 5: between now and March trust council to try and substantively advance that

[0:45:08] Voice 5: work and, and hopefully wrap it up and move on to the next phase of it.

[0:45:12] Voice 5: And then we have other committee of the whole agendas that we'll look at

[0:45:15] Voice 5: post March trust council, depending on how far we get with with policy

[0:45:20] Voice 5: statement. But I think the last meeting made some good progress.

[0:45:24] Voice 5: And so hopefully this one will, will carry us a bit more further. Thanks.

[0:45:27] Voice 5: Great.

[0:45:28] Trustee Luckham: So perhaps we'll just take the opportunity to ask direct from the

[0:45:31] Trustee Luckham: the staff contingent, ask Director Fader for any remarks she has, and then we'll go to Vice Chair

[0:45:35] Trustee Luckham: Elliott.

[0:45:36] Voice 10: No, I have nothing additional to add. Thank you.

[0:45:39] Trustee Luckham: Okay. So I'm also going to take the

[0:45:41] Trustee Luckham: opportunity to say that I think we're into the groove here, maybe to some extent. Trustee

[0:45:46] Trustee Luckham: Peterson, the chairing went extremely well, and the last meeting did go extremely well. Some good

[0:45:51] Trustee Luckham: progress was made. And so let's hope we can continue on this path. So let's go to Vice Chair

[0:45:57] Trustee Luckham: Elliot are you feeling well supported is there anything that you need to have to do this we're

[0:46:03] Trustee Luckham: obviously 10 uh we're uh yeah we're almost two weeks off

[0:46:09] Voice 3: yes um no I've been having good

[0:46:12] Voice 3: conversations with um policy advisor yeomans on uh if we get through this document to come back

[0:46:22] Voice 3: to the question of managing growth and the tools to manage growth and that's

[0:46:27] Voice 3: sort of been it was raised we've already worked through that part and made some

[0:46:34] Voice 3: amendments and so I'm not planning to bring that back right now just go

[0:46:39] Voice 3: through the document as we have been I'll watch the video of the last

[0:46:44] Voice 3: committee the whole and because I did hear really positive words about your

[0:46:49] Voice 3: chairing uh vice chair peterson and how smoothly it went so i'm hoping to continue that track and

[0:46:56] Voice 3: make some good progress so yeah uh staff have been very supportive and uh great conversations

[0:47:03] Voice 3: it's i guess my um my interest in the tools to regulating or limits to growth is that this is

[0:47:13] Voice 3: meant to be a forward-looking document and there was some concern just that we

[0:47:20] Voice 3: were using a little bit of antiquated language and so I'm just I've been

[0:47:26] Voice 3: asking planners to do a bit of research into what what is at the forefront of

[0:47:32] Voice 3: planning in terms of restrictions to growth so anyway looking forward to it

[0:47:37] Voice 3: january 30th

[0:47:39] Trustee Luckham: okay awesome uh yeah

[0:47:41] Voice 3: nothing else awesome

[0:47:43] Trustee Luckham: i just wanted uh reflecting on this i

[0:47:47] Trustee Luckham: just want to take the opportunity to acknowledge that um i'm enjoying this because i'm not the

[0:47:54] Trustee Luckham: chair and actually i'm finding my own voice at the committee of the whole as a trustee and even as

[0:48:00] Trustee Luckham: as just an executive committee member. I use that just phrase lightly. But appreciate the work that

[0:48:08] Trustee Luckham: you're doing, because I think if I was running all these meetings, I would be even more crazy

[0:48:12] Trustee Luckham: than I am already. And so really grateful for this. I think it's working out well. And I'm

[0:48:18] Trustee Luckham: really glad that this is how we've chosen to undertake this work, especially watching the

[0:48:23] Trustee Luckham: progress. We're going to get through this. I believe that. Okay, so let's move along 10

[0:48:30] Trustee Luckham: after 10. I think I'm just going to keep going here and maybe plan for a break at around 10.30

[0:48:34] Trustee Luckham: and then we'll continue on with what's remaining. But we're doing very well this morning.

[0:48:39] Trustee Luckham: Is that all right with everybody?

[0:48:41] Voice 12: Chair, may I ask one? If executive committee could advance

[0:48:46] Voice 12: this agenda to committee the whole as presented by general consent, that would be appreciated.

[0:48:52] Trustee Luckham: Oh, well, thank you very much for that fine point. Absolutely. So then I'm going to then take it by

[0:48:57] Trustee Luckham: general consent that the draft january 30th uh 2025 committee of the whole meeting agenda

[0:49:02] Trustee Luckham: be forwarded to council as presented okay excellent um that takes us to here we are at

[0:49:14] Trustee Luckham: talking about trust council december post uh trust council survey results i want to thank uh ceo

[0:49:22] Trustee Luckham: Brony and others for supporting this action, I guess, ostensibly I undertook with support of

[0:49:30] Trustee Luckham: executive committee to try and more proactively seek some feedback. And I think this is excellent.

[0:49:36] Trustee Luckham: And I think there's a lesson here to learn about how we can improve this. That's what I'm looking

[0:49:41] Trustee Luckham: for. Let's do this regularly. And maybe we even do it committee the whole, but maybe that might

[0:49:46] Trustee Luckham: might be overkill, but I think we need to take every opportunity to learn about how we're doing

[0:49:53] Trustee Luckham: this. So I'm going to turn it to CAO Roney to kick us off, and then I'll go to Vice Chairs to

[0:50:01] Trustee Luckham: provide some comments or remarks. And if there's any further action or direction, I welcome that

[0:50:06] Trustee Luckham: from staff and from trustees and from Vice Chairs. Go ahead, CAO.

[0:50:11] Voice 5: Thank you, Chair. Yeah, as committed

[0:50:13] Voice 5: to at the last meeting, we've provided a summary of the results of the survey of the December Trust

[0:50:19] Voice 5: Council. You'll find in the attachment, there's the graphs that give you the results for the

[0:50:23] Voice 5: questions where you were asked to respond in a scale of one to five. I think in a nutshell,

[0:50:28] Voice 5: we had 18 respondents, which I think is fairly good. Overall, general level of satisfaction

[0:50:35] Voice 5: with meeting materials, venue, accommodations, and the logistical side of things, not without

[0:50:40] Voice 5: out a few glitches, but overall pretty solid satisfaction. Some of the lower scoring items

[0:50:47] Voice 5: were, and maybe not surprising, around the meeting management. And I do note there was a minority,

[0:50:55] Voice 5: but it's still a notable minority of 29% who were concerned about the overall safety of

[0:51:00] Voice 5: participants in the meeting. And so something for us to be conscious of, as I know all trustees are

[0:51:06] Voice 5: after the discussions at that meeting.

[0:51:11] Voice 5: Majority of comments,

[0:51:12] Voice 5: so I haven't provided the verbatim comments,

[0:51:15] Voice 5: but we did a scan of the comments

[0:51:17] Voice 5: and identified the most common themes.

[0:51:19] Voice 5: The most top three themes

[0:51:21] Voice 5: that folks were concerned about

[0:51:24] Voice 5: were overall kind of meeting management,

[0:51:25] Voice 5: some acknowledgement of the complexity of that

[0:51:28] Voice 5: with the size of Trust Council

[0:51:30] Voice 5: and the agenda that we have.

[0:51:31] Voice 5: But that's an area for us to be thoughtful about.

[0:51:34] Voice 5: And there is, I think, aligns a bit with the item already on the learning plan around a session on meeting management and chairing for all trustees.

[0:51:43] Voice 5: There was a fair bit of comment around the desire to have fewer agenda items and how do we prioritize the business items, particularly over the consent agenda items.

[0:51:57] Voice 5: several respondents were concerned as it's notes in the briefing there that we seem to have some

[0:52:01] Voice 5: business items that repeatedly get deferred just because we we find ourselves running out of time

[0:52:06] Voice 5: and so they get bumped to the next agenda and then a few comments on errors in the meeting

[0:52:12] Voice 5: material package which of course we own on the on the staff side and that's one that we'll be

[0:52:17] Voice 5: paying attention to so I think no action necessary for executive committee I and staff have started

[0:52:24] Voice 5: started a conversation around as we prepare the agenda for the March meeting, how do we take some

[0:52:28] Voice 5: of this feedback on board, particularly around the scale and the number of items on the agenda

[0:52:35] Voice 5: and how we allocate the time on the agenda to more appropriately support robust discussion on

[0:52:40] Voice 5: the right things. And I've asked for input from senior staff as well on, you know, are there items

[0:52:47] Voice 5: that, what are the things that we really need to have on the agenda and where might we have some

[0:52:52] Voice 5: some flexibility to revisit that i don't we won't want to make any substantive changes into how we

[0:52:57] Voice 5: structure the agenda without input from you but very much turning our minds to that as we prepare

[0:53:02] Voice 5: the march agenda and when we bring that that march agenda forward to this committee for review we can

[0:53:08] Voice 5: talk a bit more about how we've how we've tried to reflect some of this feedback in that so with

[0:53:14] Voice 5: that i'll leave it there and happy to answer any questions you might have i i guess maybe one final

[0:53:18] Voice 5: comments sorry would be i do i do think there's value in us doing this after each trust council

[0:53:24] Voice 5: meeting um particularly for the march one to see if we've moved the needle a little bit on some of

[0:53:30] Voice 5: these issues and and helped make some progress i i don't know that we'll be able to address

[0:53:33] Voice 5: everything um at this march meeting but at least we can try some things and see if it gets us to a

[0:53:39] Voice 5: a bit more solid place thank you great

[0:53:44] Trustee Luckham: thank you uh ceo brony uh trustee peterson trustee elliott

[0:53:48] Trustee Luckham: Right.

[0:53:50] Voice 8: Thank you, Chair. So I'm wondering if there was any, I had asked for a question to

[0:53:59] Voice 8: be added, which was, what is this survey missing? And I was just curious, I know you didn't get

[0:54:05] Voice 8: into the granular detail, but I'm curious if there was anything on that.

[0:54:10] Voice 5: Yeah, there were a few responses to that. Some of them were, they were kind of all over the

[0:54:17] Voice 5: board I wouldn't say there was a lot of consistency and they tended to line up with with those broad

[0:54:21] Voice 5: themes around sort of refining some of the questions so we'll look at that too and and

[0:54:27] Voice 5: before the March meeting we can bring back suggestions for a revised survey that reflects

[0:54:31] Voice 5: that input and and any other insights that that staff might have from the results too so that we

[0:54:37] Voice 5: can really try and focus in on did we did we make any improvements but yeah sorry that wasn't included

[0:54:41] Voice 5: in the briefing but yeah there was a a small selection of feedback on on the survey itself

[0:54:46] Voice 5: and we'll we'll look at adjusting the survey to reflect that thanks yeah

[0:54:51] Voice 8: great because i the

[0:54:52] Voice 8: reason i asked for that to be added is because of course um if you don't ask the questions that

[0:54:58] Voice 8: people want to answer you know that can be problematic um so that's it for my questions

[0:55:04] Voice 8: for you thank you thanks

[0:55:06] Voice 5: and i and maybe just add to that i think of the comments we got on that

[0:55:09] Voice 5: there was general support for doing the survey people were appreciative that we were making the

[0:55:15] Voice 5: effort to get the feedback and doing it in a timely way when everybody's sort of reactions

[0:55:19] Voice 5: were fresh so okay

[0:55:24] Trustee Luckham: great uh vice chair elliott

[0:55:26] Voice 3: um thank you and i do agree we should um keep

[0:55:30] Voice 3: doing this survey i would like to see a few more questions added if we could on content

[0:55:36] Voice 3: I'm not exactly sure how, but rather than just did the reports provide sufficient quality of information, I think it's sort of a dance between two things is where did we get stuck in a particular question?

[0:55:55] Voice 3: And I'm thinking of Policy Statement Amendment Project and sort of the trying to budget and that just took a really long time. So how can we get feedback on how we can improve pieces like that, both on process and content? I would like to see that if possible.

[0:56:16] Voice 3: And then the second question. Oh, yes. Was there any specifics on how EC could better support the meeting? So rather than just focusing on the chairing, there was, I know, some dissatisfaction on EC's support. So can you give us any general themes there?

[0:56:42] Voice 5: I don't know that there was anything substantive from the comments that gave us too much insight into that, but I'll certainly go back and have another look at that when we come back with the revised survey for March.

[0:56:54] Voice 5: Um, I think, I think generally it was around, um, supporting the meeting management piece.

[0:57:01] Voice 5: And, and I think there was, if I recall correctly, there were one or two comments that noted

[0:57:05] Voice 5: that having kind of members of executive take on some of those other roles, managing the

[0:57:10] Voice 5: speaker list, et cetera, was an improvement.

[0:57:12] Voice 5: Um, but I'll look for anything that was, that was suggested further improvement to that.

[0:57:18] Voice 5: Yeah, that's a bit of the trick.

[0:57:19] Voice 5: And that's one of the pieces I want to look at around the questions too, is how do we

[0:57:22] Voice 5: make sure that the comment questions give us insight into the these data pieces so that we're

[0:57:29] Voice 5: getting underneath what those data answers are and helping us understand the context for that

[0:57:33] Voice 5: because it's not always um not always a direct link there yeah

[0:57:38] Voice 3: and the content there's always

[0:57:41] Voice 3: dissatisfaction some people want to see more and and i think that's where executive committee we

[0:57:47] Voice 3: We struggle in crafting the agenda and having far too much work advanced, but how do we

[0:57:54] Voice 3: get input from trustees on what an efficient, effective meeting looks like and the kind

[0:58:00] Voice 3: of materials they want to see?

[0:58:01] Voice 3: So that's where I'd like to see us drill down.

[0:58:03] Voice 3: Not sure what those questions would look like yet, but thanks.

[0:58:06] Voice 5: Yeah, and we'll turn our mind to that.

[0:58:08] Voice 5: I agree.

[0:58:09] Voice 5: I think getting a little crunchier on exactly what kind of improvement would work better

[0:58:14] Voice 5: as opposed to less of this and more of this.

[0:58:17] Voice 5: And you're right, you know, different folks have different preference and some of them will want more and some will want less.

[0:58:22] Voice 5: And there's always a balance to be struck there between ensuring that we provide enough information for Trust Council to have an informed and meaningful debate.

[0:58:34] Voice 5: While also not overwhelming you with material that then makes it hard to actually process it all and also undermines having an informed and productive debate.

[0:58:43] Voice 5: So we'll look at some questions on the next survey, too, to try and get a little crunchier on exactly how we could improve.

[0:58:53] Voice 5: But overall, I think it's a good first assessment and gives us something to work with, and then we can dig a little deeper on some of those issues.

[0:59:03] Trustee Luckham: So this is really great. And Ruben, I really want to acknowledge and thank you for what you've been saying here today about wanting to really embrace this and use it as a tool to improve our quality of meetings.

[0:59:16] Trustee Luckham: get some better outcomes. That's fantastic. I'll note two things for pondering, and I'm glad I

[0:59:27] Trustee Luckham: don't obviously need to say let's make sure that we're investing the energy to have another survey

[0:59:32] Trustee Luckham: ready for March. I hear that that's the intent, and that's fantastic. There are two elements here

[0:59:40] Trustee Luckham: that one of the questions I put forward was, was the quality of the reports adequate for your

[0:59:47] Trustee Luckham: decision-making or whatever that question number two was, I think. But there's also a question

[0:59:51] Trustee Luckham: there, which I'm cautious, which is about evaluating staff support.

[1:00:00] Trustee Luckham: counsel. And so I think we want, if there's a way of embracing that in some fashion that

[1:00:08] Trustee Luckham: supports a respectable, respectful feedback, then I would like to see that. But I also don't want to

[1:00:18] Trustee Luckham: create an opportunity for inappropriate remarks. So think about that. And then, you know, one of

[1:00:28] Trustee Luckham: of the things always is, is how much time, what do we do, what we don't do, how do we make that

[1:00:33] Trustee Luckham: decision? We don't really have any metrics on the timing associated with the meeting. What would be

[1:00:39] Trustee Luckham: interesting to know is where did we actually spend the time in some idea to understand what are the

[1:00:47] Trustee Luckham: issues that council really wants to talk about and what are the issues that they don't want to

[1:00:51] Trustee Luckham: talk about, rather than just general feedback, oh, we spend too much time on administrative stuff

[1:00:57] Trustee Luckham: when we don't spend enough time on these other things and we and we defer items because there's

[1:01:02] Trustee Luckham: not enough time where are we actually spending the time and i can sort of see some kind of a

[1:01:07] Trustee Luckham: graph that says well we spent 30 minutes on this one we spent 20 minutes on this one we spent five

[1:01:12] Trustee Luckham: minutes on this one and just to get a better analysis on because sometimes we do talk around

[1:01:20] Trustee Luckham: a topic repeatedly and is that really necessary does it help the decision making it's the

[1:01:27] Voice 3: The amendments on the motions chair, that's where we spend the time.

[1:01:32] Trustee Luckham: Perfect.

[1:01:32] Trustee Luckham: So let's get that understood, because wouldn't it be better if the motions were more accurate

[1:01:38] Trustee Luckham: from get-go?

[1:01:39] Trustee Luckham: And that's the whole thing about motion.

[1:01:42] Trustee Luckham: They don't do it anymore.

[1:01:44] Trustee Luckham: At UBCM, they used to offer awards, the gold award.

[1:01:47] Trustee Luckham: The Allen's Trust got one once, actually, a gold award for the best motion.

[1:01:51] Trustee Luckham: and that wouldn't that be something to uh rise to is really excellent motions that don't need

[1:01:58] Trustee Luckham: amendments okay uh enough on this topic i think i want to thank you ruben and our trustee peterson

[1:02:07] Trustee Luckham: has a last remark and then let's move along because we're talking about the things at lend

[1:02:12] Trustee Luckham: okay are you yeah i

[1:02:15] Voice 8: just wanted yeah no i just wanted to add before we move on um i am a bit

[1:02:20] Voice 8: concerned around the the the responses around three and four around the chairing and and the

[1:02:28] Voice 8: ec role i don't know um i don't know how we can drill into the basis of those responses

[1:02:37] Voice 8: better in a better way so that that the chair and the and ec can do a better job but um

[1:02:48] Voice 8: And obviously, I mean, Vice Chair Elliott noted there will always be a certain amount of dissatisfaction in this process, and that's normal.

[1:02:58] Voice 8: normal um but yeah 30 39 percent um wasn't thrilled with the chairing and uh

[1:03:15] Voice 8: you know around 55 for the ec team sport so to me that's really concerning and and i want to i want

[1:03:24] Voice 8: us to like we're not going to do it today but i want us to think about how we can do better and

[1:03:29] Voice 8: And how we can get some more specific information from trustees about where is the deficiencies and specifics about how we can improve the way we're all doing our job.

[1:03:45] Voice 8: Because I think that's really important. If we're working towards improving the effectiveness of Trust Council and we're working towards improving the decorum and respect, then these items, I think, are really important.

[1:04:02] Voice 8: these are like directly um again we need that we need a little bit more information but i i'm a

[1:04:09] Voice 8: little concerned about uh the numbers um just on the face of it so just thoughts for future

[1:04:16] Voice 5: yeah thank you vice chair peterson and i'll go back and look more closely at the comments

[1:04:20] Voice 5: and see if there's any you know sort of more specific concrete pieces that i can that i can

[1:04:25] Voice 5: share with all of you just to give you a bit of insight into that before march 2 so you can

[1:04:30] Voice 5: take that on board and i know um on the point about uh motions and amendments too that's that's

[1:04:36] Voice 5: a piece that staff are talking about and how can we try and support and facilitate a little more

[1:04:42] Voice 5: discipline and management about how that is done um in the meetings and in particular and on the

[1:04:47] Voice 5: fly and so um we'll we'll bring forward some suggestions i know uh alexander has some has

[1:04:53] Voice 5: some thoughts on that as the one who is often managing those ones on the fly as well and so

[1:04:58] Voice 5: So I think if we that kind of comes back a bit to the meeting management topic and how do we just make sure that we're sticking with the process that we've defined for how to how to bring forward motions and how to manage amendments as well.

[1:05:11] Voice 5: So I think these issues are related and we can take a closer look and provide some further some further advice and insight before March.

[1:05:21] Trustee Luckham: Right. Okay. So that's super. So I'm just going to remark, Tim, that the thing that you said

[1:05:27] Trustee Luckham: earlier actually is probably the most significant thing is let's ask the questions that we need to

[1:05:31] Trustee Luckham: ask because if we don't ask the questions, we won't get the answers. And we have to acknowledge

[1:05:37] Trustee Luckham: to not be afraid of asking questions for which the answers might be uncomfortable or not.

[1:05:44] Trustee Luckham: And so let's put some energy into thinking about what those questions are. I just winged

[1:05:50] Trustee Luckham: that last one without trying to be offensive or open up the can too much but i think now that we

[1:05:56] Trustee Luckham: recognize the value of it we need to ask the right questions and i know the ceo is on that

[1:06:04] Trustee Luckham: okay i'm going to move on david maude you didn't have anything to add

[1:06:11] Trustee Maude: no i i i think there's no surprises there um so i don't think there's much to contribute thank you

[1:06:17] Trustee Maude: thank

[1:06:17] Trustee Luckham: you just want to make sure i'm acknowledging you there so that's uh that item so trust

[1:06:23] Trustee Luckham: council continuous learning plan survey a request for decision um again uh cao thank you for this

[1:06:31] Trustee Luckham: work um this is definitely the right direction to go i'll let you introduce it and then we

[1:06:36] Trustee Luckham: seek support from the executive committee thank

[1:06:40] Voice 5: you so again at the last meeting we discussed

[1:06:43] Voice 5: the continuous learning plan and you asked that we bring forward a survey to go out to

[1:06:48] Voice 5: to trustees to try and identify their preferred topics.

[1:06:53] Voice 5: So we have a draft survey attached to the RFD here

[1:06:57] Voice 5: for your input and amendment as you see fit.

[1:07:01] Voice 5: The topics there, I think you're all familiar

[1:07:04] Voice 5: from the last meeting, the origin of the bulk of the topics

[1:07:07] Voice 5: from previous council, from previous input

[1:07:10] Voice 5: from this committee.

[1:07:12] Voice 5: And so we've tried to identify on the list

[1:07:16] Voice 5: of proposed topics there.

[1:07:17] Voice 5: ones as best we can that reflect those those previous discussions and the ones that you

[1:07:22] Voice 5: identified um in our last discussion happy to add items to that list and or and or remove as

[1:07:29] Voice 5: as you prefer um i will say that i know specifically we had um the the question there

[1:07:36] Voice 5: was a question around um particular it tools and training and so on this one we've added one that

[1:07:42] Voice 5: is more broadly rather than be about a specific tool i'm interested to know if there are

[1:07:46] Voice 5: broad technology pieces that that trust council members want want some support in and giving them

[1:07:54] Voice 5: the opportunity to specify that rather than asking just about one one or two particular tools i think

[1:08:00] Voice 5: that'll be helpful for us particularly even longer term in us also thinking about our our

[1:08:06] Voice 5: information management information technology planning um uh vice chair elliott uh flagged

[1:08:14] Voice 5: earlier the the item around agreements with First Nations and certainly we can if we want to be more

[1:08:20] Voice 5: specific there rather than just the item on the survey around First Nations relationship building

[1:08:25] Voice 5: we could make add a more specific item on that topic although as I said that might that might

[1:08:31] Voice 5: work best as a as a bit of an orientation as you said Chair Leckham to kind of our overall

[1:08:37] Voice 5: agreements that we have with various partners including First Nations but if we want to

[1:08:41] Voice 5: approach it from a learning standpoint then we could also add that to the list and see where it

[1:08:46] Voice 5: lands within the survey too then we've also asked a question there about preferred format just so

[1:08:52] Voice 5: we can get a sense of how trust council would like to engage with these topics whether it's

[1:08:57] Voice 5: dedicated sessions pre-recorded sessions or or building it into a committee of the whole meeting

[1:09:01] Voice 5: or a trust council meeting and then at our last meeting we also i proposed the option of looking

[1:09:07] Voice 5: looking longer term at some sort of virtual learning library and resource for Trust Council

[1:09:13] Voice 5: that would have some resources that doesn't require a dedicated learning session, but just

[1:09:17] Voice 5: ready access to resources that might be useful. So I wanted to gauge trustees perspective on how

[1:09:24] Voice 5: likely they would be to access that before we look at, you know, taking on the work of

[1:09:30] Voice 5: potentially developing that long term. If there's a sense that that would be really useful,

[1:09:34] Voice 5: then I'm happy to explore how we might go about developing something like that.

[1:09:39] Voice 5: But I wanted to gauge that level of interest first.

[1:09:41] Voice 5: So the request is if subject to your discussion today to move forward with this survey,

[1:09:49] Voice 5: ideally, I'd like to get it out the door by end of the month and probably a fairly tight response time.

[1:09:55] Voice 5: But so that we can get results in to allow us then to bring an updated continuous learning plan for Trust Council

[1:10:03] Voice 5: to the March meeting for discussion there, which again would start with those three big items too

[1:10:09] Voice 5: that we've already received direction that you're interested in. And I may mean to arrange for those

[1:10:15] Voice 5: to be delivered before, in the first half of this year anyway, so before June. So that's where that

[1:10:22] Voice 5: stands. Welcome any comments or questions you may have. And then if we can get support to move

[1:10:27] Voice 5: forward as proposed or with amendments to the survey, that would be great. Thank you.

[1:10:31] Voice 5: Okay,

[1:10:33] Trustee Luckham: super. Thank you. So, Vice Chairs, any feedback with regard to the survey itself?

[1:10:41] Trustee Luckham: And if somebody wants to make a motion to advance it, that would be great too. Vice Chair Elliott.

[1:10:48] Voice 3: I think this is great work, and I'm looking forward to hearing what trustees

[1:10:54] Voice 3: want to focus on. Yeah, the question around agreements, I guess this came up because

[1:11:01] Voice 3: I was reviewing the LTC toolkit which is something that we got at the beginning of our term

[1:11:09] Voice 3: in terms of an orientation and it was focused on planning services and what I'd like to see

[1:11:18] Voice 3: develop and without converging too many things is that the materials that we you know whether

[1:11:25] Voice 3: whether it's a webinar, it's a primer, it's a here's a list of all the legislative references

[1:11:34] Voice 3: that you need to look at and related policies, that that gets consolidated and turned into an

[1:11:42] Voice 3: orientation tool. And then that could be scheduled out over the first year of the new trustees

[1:11:50] Voice 3: trustee's terms. So if I'm thinking of First Nations relationship building, that is

[1:11:58] Voice 3: emergent dynamic topic, it's going to change all the time. Whereas we have some track record with

[1:12:05] Voice 3: agreements, how do agreements work, and protocols and all of that. And so when I think of professional

[1:12:14] Voice 3: development for trustees coming into the role, understanding what a protocol agreement is,

[1:12:22] Voice 3: how they function in the past, which ones are we developing, you know, the one that's coming up

[1:12:28] Voice 3: with Coats and Tribes and Five Nations might be very different, but that's going to, it's a frame

[1:12:36] Voice 3: for understanding how we work with First Nations in the trust area. I think that's a much

[1:12:43] Voice 3: much more focused piece that people can get their heads around, rather than First Nations

[1:12:50] Voice 3: relationship building is, you know, we could be talking about cultural safety, we could be talking

[1:12:54] Voice 3: about protocols, there's a range. So I do think turning the continuous learning pieces into a

[1:13:06] Voice 3: a program for orientation would be really efficient. It would have helped me as a new trustee

[1:13:14] Voice 3: and then scheduling that out and having references. So in general, I support this

[1:13:22] Voice 3: approach. I think it's great that we've got three substantive topics to start off with.

[1:13:28] Voice 3: And I don't know if there's any discussion on refining the First Nations relationship building

[1:13:34] Voice 3: into something or not interested to hear others thoughts but yeah happy with this approach thank

[1:13:42] Voice 5: you and maybe just on that um i think you're right i mean we could do an ongoing series of

[1:13:48] Voice 5: sessions around first nations relationship building that would probably take us through

[1:13:52] Voice 5: an entire term to really capture all the complexities of it on that item in particular

[1:13:57] Voice 5: i'm thinking of that if that comes out at kind of the top of the list of issues then i'll want

[1:14:02] Voice 5: want to come back with some options on how we might focus a session around that. To your point

[1:14:07] Voice 5: about orientation, I'll just note too that this is a topic, in fact, I was just discussing yesterday

[1:14:12] Voice 5: with a couple of the senior staff looking at the governance review and the recommendations

[1:14:18] Voice 5: in the governance review around onboarding and orientation of trustees coming into council. And

[1:14:23] Voice 5: that is a piece that I'm interested in keen for us to look at too, as we anticipate, you know,

[1:14:30] Voice 5: little less than two years now transitioning to a new term and how might we bolster the approach

[1:14:37] Voice 5: that we've taken to orientation in the past and I think your point there about things that we might

[1:14:43] Voice 5: do for continuous learning plan let's not those be just a one-off for that purpose but how might

[1:14:48] Voice 5: we then repurpose those as part of a broader orientation ongoing orientation package too I

[1:14:53] Voice 5: think sometimes like I can't speak to the past experience here but often what you see as

[1:14:57] Voice 5: orientation is it's a very concentrated thing over the first week or two and then it's kind of

[1:15:03] Voice 5: regarded as done but i think we should regard it as an ongoing especially over that first year

[1:15:09] Voice 5: a fulsome program to really bring all all members of trust council but especially new ones up to

[1:15:14] Voice 5: speed on on the role and what they need to know and where things stand on an operational side

[1:15:19] Voice 5: thank you tim peterson yeah

[1:15:27] Voice 8: i i like uh i like where this is going i definitely support uh the

[1:15:33] Voice 8: notion of being able to repurpose some of this for orientation i think that's a great idea

[1:15:38] Voice 8: i really like the i hope that the concept of the learning library is well supported because i think

[1:15:46] Voice 8: that could be really useful um for trustees in all all parts of the term um to be able to access

[1:15:55] Voice 8: you know what we have and then again it's it's it's getting more value out of the effort that

[1:16:01] Voice 8: we're putting into producing these materials or webinars or whatever they are so i think there are

[1:16:06] Voice 8: there's there's some efficiency there of course there's a little leading the horse to water um

[1:16:12] Voice 8: um issues uh but i think if we when we have this stuff available i think that's

[1:16:17] Voice 8: uh going to be a really positive change i know there's been over my time in the islands trust

[1:16:23] Voice 8: there's been some difficulty accessing some information sort of when you want it when you

[1:16:31] Voice 8: think of it um having the the option of having a library i think would be great because then when

[1:16:37] Voice 8: when you're sitting there on downtime instead of I've,

[1:16:40] Voice 8: I have done an awful lot of getting in touch with staff,

[1:16:44] Voice 8: asking staff to ferret out information for me,

[1:16:48] Voice 8: staff taking time out of their, their busy schedule to do that,

[1:16:52] Voice 8: which I really appreciate.

[1:16:53] Voice 8: But if I knew there was a space to go to,

[1:16:57] Voice 8: to look on my own before I started bugging the staff to,

[1:17:01] Voice 8: to find that kind of information, I think that'd be really useful.

[1:17:04] Voice 8: So anyway, just support the notion of,

[1:17:07] Voice 8: of getting the maximum value out of any of these materials

[1:17:11] Voice 8: that we do come up with.

[1:17:13] Voice 8: And yeah, I'm interested to see what the trustee response is.

[1:17:21] Trustee Luckham: Okay, thank you, everyone.

[1:17:24] Trustee Luckham: I just have a few remarks.

[1:17:28] Trustee Luckham: And I don't, it's your survey,

[1:17:30] Trustee Luckham: and so I don't want to affect that too much.

[1:17:34] Trustee Luckham: But wondering about the first question on the topics,

[1:17:38] Trustee Luckham: I think it would be helpful, in my opinion, to make a note that the topics that you're not

[1:17:45] Trustee Luckham: selecting aren't going to be lost, but would be continued to be a list. And then I think,

[1:17:51] Trustee Luckham: I wonder whether or not a second question in that area might be valuable, or maybe two questions in

[1:17:57] Trustee Luckham: that area that might be valuable. One that says, what items do you think up to, and I really like

[1:18:03] Trustee Luckham: choose up to four. I think that's really significant to manage that. But up to four

[1:18:09] Trustee Luckham: items that you think that should be maintained on a continuous learning list. And then indeed,

[1:18:15] Trustee Luckham: what items, the top four, do you think would be the most important for orientation?

[1:18:21] Trustee Luckham: So, and I guess what I'm after is leveraging a survey to get the maximum broader response to

[1:18:29] Trustee Luckham: to help us out in the future, rather than maybe risking survey fatigue by continuing to do

[1:18:36] Trustee Luckham: additional surveys, because we didn't ask the questions at the beginning. But like I said,

[1:18:40] Trustee Luckham: it's your survey. So you formulate that as best you can. The only other remark I wonder about is

[1:18:50] Trustee Luckham: statistics and the value of the work that we do, and whether we should continue doing these kinds

[1:18:56] Trustee Luckham: kinds of things. And a library is a great idea. But what I'd like to know is who's checking out

[1:19:02] Trustee Luckham: the books and who's checking them back in. And so it must be available if we do that through

[1:19:08] Trustee Luckham: WebDAV or something. We don't want to necessarily identify who, but I think it would be good to know

[1:19:16] Trustee Luckham: how many people are accessing it. Because if nobody's accessing it, then there's no point

[1:19:20] Trustee Luckham: in it. And any public library buys more science fiction if people were reading science fiction

[1:19:25] Trustee Luckham: and they don't get references if people are not reading references so there's a thought for you

[1:19:32] Trustee Luckham: on that topic

[1:19:33] Voice 5: yeah i i appreciate that i think and i think if we if we proceed with that if

[1:19:38] Voice 5: there's sufficient interest um i'm conscious of adding another another project to to folks

[1:19:45] Voice 5: workload and so i think we'll want to try something relatively modest to start um but you're right one

[1:19:51] Voice 5: way or another evaluating whether or not it's actually being used and if it is then we look

[1:19:55] Voice 5: longer term and how might we build it out and make it more robust and you know maybe a little more

[1:20:00] Voice 5: sophisticated but um either tracking that if there's a way for us to track access or a way

[1:20:06] Voice 5: for us to do a follow-up with trustees and say so this has been up and running for six months you

[1:20:10] Voice 5: know are you using it how often are you using it and give us some sort of assessment but i will

[1:20:15] Voice 5: We'll want to, I think if we proceed with it, it'll be a bit of a pilot and we'll try

[1:20:21] Voice 5: it, put some things in there and see if it's working and if it's getting traction, and

[1:20:24] Voice 5: then we'll do an evaluation to see if it's proving its value.

[1:20:29] Voice 5: And I like your suggestion, we'll add some wording there around, you know, that items

[1:20:33] Voice 5: not selected will remain kind of on the list for future consideration if they don't end

[1:20:38] Voice 5: up ranking in the top four.

[1:20:39] Voice 5: Um, the orientation piece, I expect we'll come back. And if we're going to look at that

[1:20:46] Voice 5: recommendation under, under the governance review and do some substantive work on it,

[1:20:51] Voice 5: we'll want to do a bit of a separate engagement on that with, with trustees. Cause I think

[1:20:56] Voice 5: some of this would fall into that, but I suspect there's, that's a bit of a broader conversation

[1:21:01] Voice 5: around what's really useful, um, from an orientation perspective. Um, but I think

[1:21:06] Voice 5: this will give us a data point that can help inform that discussion for sure even if we're

[1:21:09] Voice 5: not specifically asking a question about it on this survey this will give us some we can use

[1:21:15] Voice 5: the insight from this to tell us these are the things that we should look at for an orientation

[1:21:18] Voice 5: perspective too thanks super um

[1:21:23] Trustee Luckham: that's great and so thank you for those answers um i also just note

[1:21:28] Trustee Luckham: as you were talking that in terms of statistics it would also be good to have more valid data

[1:21:35] Trustee Luckham: associated with webinar participation. I think we'd maybe have anecdotal ideas of participation,

[1:21:43] Trustee Luckham: but again, if we're not tracking it in a more formal way, we're not measuring the value. And

[1:21:51] Trustee Luckham: then of course, the other thing is, is if people are checking out halfway through, then that is

[1:21:55] Trustee Luckham: some kind of an indication as well. And so we want to know that people are participating fully. And

[1:22:00] Trustee Luckham: I don't want to add more work, but if we're doing things, I think it is helpful to track.

[1:22:05] Trustee Luckham: It's just like the survey on council satisfaction, we'll call it.

[1:22:10] Trustee Luckham: If we don't do these things, then we're not really getting it.

[1:22:14] Trustee Luckham: It's only anecdotal.

[1:22:15] Trustee Luckham: And I'd like to see more.

[1:22:20] Trustee Luckham: Director Frater used to use a phrase, statistically reliable information.

[1:22:26] Trustee Luckham: Yeah.

[1:22:27] Trustee Luckham: Okay.

[1:22:28] Trustee Luckham: Can we move on?

[1:22:29] Trustee Luckham: actually i've gone way over time i said i was going to give you a break at 10 30 let's let's

[1:22:34] Trustee Luckham: have a break um

[1:22:35] Voice 8: we have a motion

[1:22:36] Trustee Luckham: i

[1:22:37] Voice 8: i was ready to make the motion oh

[1:22:39] Trustee Luckham: let's do the motion thank

[1:22:41] Voice 8: you tim go ahead i move that executive committee direct staff to administer the continuous learning

[1:22:47] Voice 8: plan survey to trustees before the end of january and that the results inform an updated continuous

[1:22:52] Voice 8: learning plan for approval at the march 2025 trust council meeting moved

[1:22:58] Trustee Luckham: by the seconder

[1:22:58] Trustee Luckham: Vice Chair Maude thank you very much

[1:23:02] Trustee Luckham: I'm going to call the vote

[1:23:03] Trustee Luckham: all those in favour please raise your hands

[1:23:07] Trustee Luckham: and that's unanimous

[1:23:08] Trustee Luckham: so that's good work

[1:23:10] Trustee Luckham: thank you Ruben

[1:23:11] Trustee Luckham: let's have a 10 minute break

[1:23:12] Trustee Luckham: and come back at 5 minutes to 11

[1:23:16] Trustee Luckham: and we'll push through

[1:23:19] Trustee Luckham: the rest of the agenda

[1:23:20] Trustee Luckham: until the lunch break

[1:23:21] Trustee Luckham: and we'll see how that looks

[1:23:22] Trustee Luckham: when we get there

[1:23:23] Trustee Luckham: ok

[1:38:50] Trustee Luckham: Okay. Welcome back, everybody. So we are, if I'm not mistaken, on page 92 of our agenda package,

[1:38:57] Trustee Luckham: budget request and reconsideration briefing. Thank you, CEO, for this work. And I'm going

[1:39:05] Trustee Luckham: to turn it over to you just to make any introductory remarks that you might have,

[1:39:09] Trustee Luckham: and then see what the vice chairs want to contribute to this and whether there's any

[1:39:14] Trustee Luckham: Any direction necessary?

[1:39:17] Voice 5: Thank you, Chair.

[1:39:17] Voice 5: So at December's Trust Council meeting as part of the conversation about budget for

[1:39:24] Voice 5: 2025-2026, Trust Council asked staff to ask each standing committee to review their budget

[1:39:29] Voice 5: requests and look for opportunities for any potential reductions.

[1:39:34] Voice 5: So that can be factored into the March budget for next fiscal year.

[1:39:38] Voice 5: The assumption that that direction included executive committee, staff have gone back

[1:39:44] Voice 5: and taken a look at the the budget requests from this committee from last september and october

[1:39:49] Voice 5: the the briefing includes a summary of what those requests were and then there's an attachment with

[1:39:54] Voice 5: more fulsome detail to refresh memories if needed we took a look at these items and assuming that

[1:40:02] Voice 5: executive committee wants to continue to pursue them all we don't see a lot of room there

[1:40:09] Voice 5: for reductions. And so we could just provide the direction to financial planning committee that

[1:40:14] Voice 5: these requests stand as is. However, if you were looking for options to reduce that, we have

[1:40:21] Voice 5: included in the briefing, on page two of the briefing, a list of the areas where we see

[1:40:27] Voice 5: the most realistic options for some potential reductions in savings. These are all really,

[1:40:32] Voice 5: to a large extent discretionary items and so it would be options for you to to either reduce those

[1:40:41] Voice 5: amounts or choose not to fund those amounts for fiscal and if that was the case and you gave us

[1:40:46] Voice 5: that direction then we would take that forward to financial planning committee and amend your

[1:40:50] Voice 5: budget requests for fiscal 25-26. A couple of a couple of notes just on the the items that are

[1:40:57] Voice 5: there we have noted that the trust council training and conferences budget which I think

[1:41:01] Voice 5: it's the $6,000 item could be reduced. That obviously may have implications for the conversation

[1:41:06] Voice 5: we just had around continuous learning plan in next fiscal, but whatever that budget is,

[1:41:11] Voice 5: we will manage within it in the learning plan. There is the potential to reduce the budget for

[1:41:20] Voice 5: UBCM AVICC attendance by executive and in attachment to, and I think it is Director

[1:41:25] Voice 5: Bob's has provided a breakdown of what those costs look like. One option would be for savings

[1:41:31] Voice 5: there would be to not have all members of executive council attend obviously pros and cons

[1:41:35] Voice 5: to that as well um and then the final one i'll mention is the history and heritage conservation

[1:41:40] Voice 5: grants and aids so that's an item that has not been funded for the last two years um and so you

[1:41:47] Voice 5: could choose to not fund it again this year previously though obviously in your budget

[1:41:50] Voice 5: request you had you had opted to do that um uh director freighter in particular has has noted

[1:41:56] Voice 5: that item is a relatively low cost way though

[1:42:00] Voice 5: to advance some of the work we're trying to do

[1:42:02] Voice 5: around reconciliation action plan.

[1:42:04] Voice 5: So as with all of these items,

[1:42:06] Voice 5: there is an impact if you choose to reduce

[1:42:10] Voice 5: or not fund them.

[1:42:12] Voice 5: And obviously there's not in any of these

[1:42:14] Voice 5: a massive amount of savings here

[1:42:16] Voice 5: in the context of trust overall budget.

[1:42:18] Voice 5: But of course, every dollar matters

[1:42:21] Voice 5: and it all adds up.

[1:42:22] Voice 5: And so these are the discretionary items

[1:42:24] Voice 5: where you may wish to make some reductions.

[1:42:28] Voice 5: Or if you're comfortable with the request you put forward,

[1:42:31] Voice 5: then we'll just stick status quo with that

[1:42:33] Voice 5: and advise financial planning committee to that effect.

[1:42:37] Voice 5: And I'll invite Director Mobs to ask any comments

[1:42:41] Voice 5: if she has any as well.

[1:42:42] Voice 5: But I think that's the summary of where we landed

[1:42:46] Voice 5: when we reviewed this.

[1:42:47] Voice 5: Thank you.

[1:42:52] Trustee Luckham: Director Mobs, do you have anything to share at this time?

[1:42:57] Voice 11: Yeah, just a couple of supplementary comments,

[1:42:59] Voice 11: particularly around the estimated costs for UBCM and AVICC.

[1:43:04] Voice 11: So as mentioned, Detachment 2 has a breakdown of those costs.

[1:43:07] Voice 11: There was a request from Financial Planning Committee

[1:43:09] Voice 11: to actually see the breakdown of dollars

[1:43:12] Voice 11: that were going into the budget for this particular line item.

[1:43:15] Voice 11: The total cost there is slightly different

[1:43:17] Voice 11: from what Executive Committee requested previously.

[1:43:22] Voice 11: So I've gone in and reviewed this and made a few adjustments

[1:43:24] Voice 11: and adjusted some assumptions.

[1:43:26] Voice 11: So we had previously based these estimates on historical spending.

[1:43:31] Voice 11: Historical registrations often didn't fall into the early bird rate.

[1:43:35] Voice 11: So I am making the bold assumption that we will be more organized this year and secure some of the early bird rates for registration.

[1:43:42] Voice 11: And there's been a few other tweaks to numbers as well.

[1:43:44] Voice 11: So that total is slightly different.

[1:43:46] Voice 11: So that's sort of a default place of, I think, around $2,000 potentially that you could potentially reduce.

[1:43:53] Voice 11: there is also the possibility to not host a breakfast at UBCM that was an approach that

[1:44:00] Voice 11: the executive committee took in the previous year so you could take that approach again as well as

[1:44:05] Voice 11: potentially looking at sending fewer attendees I have been made aware of a resolution coming out

[1:44:11] Voice 11: of the Salt Spring Island local trust committee to send I believe it's all of their trust well

[1:44:16] Voice 11: the two local trustees from Salt Spring Island to UBCM and so the Salt Spring Island local trust

[1:44:21] Voice 11: committee budget is going to include funds there so if the plan is for both those trustees to

[1:44:26] Voice 11: attend um that's two other attendees representing the islands trust and that may influence your

[1:44:30] Voice 11: decision um around how many attendees you want to send here that's it for me great thank you

[1:44:38] Trustee Luckham: director mobs um vice chair elliott you've got your hand up

[1:44:42] Voice 3: thanks uh so a couple of questions

[1:44:44] Voice 3: questions um what can you remind me what the trust council travel for training was last year

[1:44:52] Voice 3: six thousand dollars i just don't recall what training was

[1:44:59] Voice 3: offered in 2024 that we spent

[1:45:04] Voice 3: uh

[1:45:06] Voice 11: i believe that we used those dollars to fund travel for ubcm so in 2024 in previous years there

[1:45:13] Voice 11: was no dedicated line item for ubcm and it was sort of varied and often meant there wasn't actually

[1:45:19] Voice 11: enough funds for it but it was used up for UBCM travel so

[1:45:23] Voice 3: then if we've got a separate UBCM AVICC

[1:45:26] Voice 3: convention budget why will we budget more for travel for training oh like what training is

[1:45:37] Voice 3: anticipated because I was imagining the continuous learning would all be delivered online um I can

[1:45:44] Voice 3: can think of only the only training session that we had was the leases worn one where we had to

[1:45:49] Voice 3: travel in the first year so i'm wondering if that four thousand dollars can be reduced if we don't

[1:45:57] Voice 3: anticipate in-person training opportunities yeah

[1:46:02] Voice 5: i think i my my expectation is that most of those

[1:46:05] Voice 5: continuous learning plan sessions would be um virtual the one possible exception there would be

[1:46:12] Voice 5: if we do a dedicated session around conduct that might actually be more effectively done in person

[1:46:18] Voice 5: but that's that's still to be determined and um there's a chance that may fall in with this this

[1:46:23] Voice 5: fiscal as well um i'd invite uh julia's comments though on whether there's value in retaining

[1:46:30] Voice 5: a bit of a pot there for us to and deal with unanticipated needs as well outside of ubcm

[1:46:40] Voice 11: Through the chair, I can supplement. I would

[1:46:44] Voice 11: agree with those comments. You know, it's always the most ideal budget situation is knowing what our plans are for next year. At this juncture, we don't fully know what training offerings we're planning to undertake and what format they may undertake.

[1:47:03] Voice 11: take uh you may choose to reduce that level of training and it would then probably force us into

[1:47:09] Voice 11: a space where we are looking to offer more online uh training um you may want to retain a bit of a

[1:47:16] Voice 11: buffer to give yourself flexibility that's completely your discretion yeah

[1:47:23] Voice 4: so we've already

[1:47:24] Voice 3: got 5 000 for the 2025 budget uh for trust council travel for training so if the conduct session that

[1:47:33] Voice 3: you're talking about happens in person this in 2025 we're covered um and we'd essentially not

[1:47:40] Voice 3: be planning for an in-person training session if we don't fund that for 2026 i i think we should

[1:47:48] Voice 3: look to trim where we can so i'm i am looking for those kinds of savings i think we need to do some

[1:47:59] Voice 3: trimming as all committees are being asked to do so right

[1:48:04] Trustee Luckham: so i'll just make some remarks on that

[1:48:07] Trustee Luckham: travel for training it's interesting it's travel for training um because uh something that this

[1:48:14] Trustee Luckham: executive committee has perhaps not um taken advantage of is attending lgma conferences

[1:48:22] Trustee Luckham: which are great learning opportunities that i would encourage you to have take advantage of

[1:48:28] Trustee Luckham: though. Sometimes we don't know what the agendas are this far in advance to make a determination

[1:48:33] Trustee Luckham: as to whether or not there'd be value in attending. But often local government interests are very

[1:48:39] Trustee Luckham: similar to ours, particularly code of conduct and meeting behaviors and those sorts of things. And

[1:48:43] Trustee Luckham: that is available. And that kind of training is less expensive for us to participate in

[1:48:49] Trustee Luckham: than some others. And then, of course, there's council training that is code of conduct training

[1:48:57] Trustee Luckham: that isn't necessarily just that of executive committee.

[1:49:02] Trustee Luckham: But, you know, I certainly want to see some cost savings

[1:49:06] Trustee Luckham: where we possibly and humanly can.

[1:49:08] Trustee Luckham: And I've heard it said before that what executive committee spends

[1:49:12] Trustee Luckham: is less than 1% or significantly less than 1% of the overall budget.

[1:49:17] Trustee Luckham: And I think what's important is to, there's two parts,

[1:49:21] Trustee Luckham: in my belief anyway, there's two parts to budgeting.

[1:49:24] Trustee Luckham: One is saying that this is the money that we want to spend.

[1:49:27] Trustee Luckham: And then once you've got the budget, the determination of whether you actually spend that money and are as frugal as humanly possible in the expenditure of those taxpayers' dollars that we've been provided to do the work, you need to spend as few of them as possible.

[1:49:41] Trustee Luckham: And if there ends up to be extra money in the pot, which often there is, that is a good thing.

[1:49:46] Trustee Luckham: But if we don't budget for it, then we're not going to do it.

[1:49:49] Trustee Luckham: And I think there's two different decisions to be made there.

[1:49:52] Trustee Luckham: So those are my thoughts.

[1:49:53] Trustee Luckham: Trustee Peterson.

[1:49:57] Voice 8: Thank you, Chair.

[1:49:58] Voice 8: um yeah i we i think that we need to find we need we need to to identify some areas uh to trim down

[1:50:07] Voice 8: here um i just think from a leadership um standpoint we need we need to be demonstrating

[1:50:16] Voice 8: that we're we're engaging in this in in this work in a serious way um i will um note uh you

[1:50:25] Voice 8: You mentioned the local government leadership association there.

[1:50:29] Voice 8: I managed to get a bursary previous term to go to one of those events,

[1:50:39] Voice 8: and they are very useful.

[1:50:41] Voice 8: So I wouldn't support removing the line entirely,

[1:50:47] Voice 8: but potentially reducing it, sure.

[1:50:51] Voice 8: sure um looking at the recommendations um consideration on whether all members of

[1:51:02] Voice 8: executive go to both a ubcm and abicc um maybe that's a conversation that

[1:51:10] Voice 8: um the members of ec might want to have i'm not suggesting we get into it today

[1:51:18] Voice 8: but uh i think there's definitely some potential there the uh the planning application sponsorship

[1:51:28] Voice 8: uh increase of 10 000 seems like a low-hanging fruit to me um not that it's a significant amount

[1:51:39] Voice 8: out but the uh Coast Salish Art item um certainly is discretionary and I'm not sure uh in terms of

[1:51:51] Voice 8: us spending money whether you know if we can't point to a specific um benefit for the organization

[1:51:58] Voice 8: to make that expenditure on art I I think it's also one that uh that we might consider um moving

[1:52:08] Voice 8: Moving through the whole list here, I have some questions.

[1:52:14] Voice 8: In the public communications strategy part, there's the items listed at 50 and the routine cost is listed at 22,000.

[1:52:31] Voice 8: and I have a couple of the items that are in the breakdown of the increase

[1:52:36] Voice 8: that I'm just really not sure what they mean and how vital they are.

[1:52:42] Voice 8: $5,000 for process improvement and procedure creation

[1:52:46] Voice 8: via contracted specialist support.

[1:52:51] Voice 8: The budget consultation piece,

[1:52:55] Voice 8: I'm not sure where financial planning committee's coming down on that this year,

[1:53:00] Voice 8: but um that i think is a bit of a moving target um i've definitely heard from trustees the

[1:53:10] Voice 8: the amount we sometimes spend on design um seems a little shocking don't get me wrong i

[1:53:18] Voice 8: absolutely support that artists um need to be paid for their work and that needs to be valued

[1:53:24] Voice 8: But I think the annual report, the National Day for Truth and Reconciliation and some of the other items there where that graphic design is, that's going to be that I think that's going to come under question.

[1:53:39] Voice 8: um and uh um four thousand for the website improvements again don't get me wrong the

[1:53:52] Voice 8: website isn't it's not great um the question i hear from trustees is are we throwing good money

[1:54:03] Voice 8: after bad there um we spent a significant amount transitioning from the old to the new

[1:54:09] Voice 8: a lot of what i hear is you know where did it go we didn't a lot of people don't feel like we got

[1:54:18] Voice 8: um a lot of value out of out of that money like that the new website is so significantly better

[1:54:25] Voice 8: and in some cases maybe not um and and then of course contingency uh for emerging issues

[1:54:39] Voice 8: issues seems like I don't know if it needs to be 5,000. So those are just some of my initial

[1:54:44] Voice 8: thoughts before actually making any proposals for reduction, but I think we do need to think

[1:54:49] Voice 8: about where we can reduce and where it's reasonable. Thank you.

[1:54:54] Trustee Luckham: Okay, we will need a motion,

[1:54:55] Trustee Luckham: but Trustee Elliott, over to you, and then I'm going to put my own hand up to make sure I

[1:55:01] Voice 3: um so i thought council had decided not to fund the um coast salish art i may be wrong about that

[1:55:10] Voice 3: but i do think 2000 is too it's it's too little to do you know to make a purchase of

[1:55:18] Voice 3: i don't know i remember the conversation being this is not for this year uh i think that could

[1:55:26] Voice 3: could be removed um avicc it is in Nanaimo I can attend um I don't need a accommodation

[1:55:34] Voice 3: um I think we could reduce that and I do support other trustees than executive going to UBCM and

[1:55:43] Voice 3: avicc it's a real learning opportunity um I've benefited hugely from going for the last you know

[1:55:50] Voice 3: know two years and I do think there's value in members of executive committee going for sure

[1:55:56] Voice 3: because we have a track record you understand the flow and maybe a little bit how to behave in

[1:56:03] Voice 3: meetings but I think we should open it up to trustees and canvas if anybody else wants to go

[1:56:12] Voice 3: and maybe two spots for UBCM could be made available to non-EC members I'd support that

[1:56:18] Voice 3: But again, looking to reduce, the reconciliation action plan. So I do have questions about the $27,500 was, I believe, what we paid to culturally committed. So I understand that contract's not rolling forward. Is this just a comfortable number that we're estimating we might need?

[1:56:52] Voice 3: I'm a little uncomfortable funding this without a reconciliation action plan and sort of prescribed activities, but I understand we need funds in place if we're going to do anything.

[1:57:06] Voice 3: So I just have questions about whether we need $50,000 for the coming year, especially the $27,000 for training of staff and trustees.

[1:57:18] Voice 3: um we you know in our guidelines we did agree or trust council agreed to fund

[1:57:28] Voice 3: all public communications that was needed so i i don't think we can really um reduce that

[1:57:37] Voice 3: so much i mean the website is so critical if it doesn't function it's it's going to really hamper

[1:57:43] Voice 3: our operations so i don't necessarily agree with defunding public communications

[1:57:49] Voice 3: that's been informed by the guidelines um so i would move to remove the co-salish art for this

[1:57:56] Voice 3: year um the i would reduce either trust council um training and conference budget or the travel

[1:58:09] Voice 3: So that's 10,000. I don't know. And executive committee training and conferences. I don't see that we need 2,500 if it's being funded through AVICC and UBCM convention budget line item. And if we can get bursaries for LGMA attendance, I think we should try for that.

[1:58:37] Voice 3: So I would take out, personally, the $2,500 for executive committee training conferences. I would remove Trust Council travel for training or reduce it to $2,000. I'd remove the Coast Salish Art for $2,000.

[1:58:54] Voice 3: And potentially, although I hate to do it, suggest that the Reconciliation Action Plan implementation could re-reduce that by maybe $12,000 and still achieve some level of training.

[1:59:12] Voice 3: I think it's ambitious for this year. So those are my suggestions.

[1:59:20] Trustee Luckham: Okay. I guess my leading question here would be for staff, and then I do have some other remarks to make.

[1:59:31] Trustee Luckham: Do we have to make this decision today to make these budget cuts?

[1:59:34] Trustee Luckham: When is our next opportunity to do this?

[1:59:35] Trustee Luckham: Because the things that I'm hearing are more complex and maybe require debate and alternatives,

[1:59:44] Trustee Luckham: especially when we're talking about shifting or permitting trustees to attend and not wanting

[1:59:50] Trustee Luckham: executive committee to attend.

[1:59:51] Trustee Luckham: At the end of the day, it's a break even.

[1:59:54] Trustee Luckham: It all just simply costs money.

[1:59:56] Trustee Luckham: And so if we need to think about

[2:00:00] Trustee Luckham: this more effectively um when is the deadline for us to make amendments to this business plan

[2:00:06] Trustee Luckham: director mobs uh

[2:00:12] Voice 11: so financial planning committee meets next week um so the initial intent bringing

[2:00:17] Voice 11: this to you today was to hopefully have your adjustments in time for that meeting there is

[2:00:23] Voice 11: another opportunity of course financial planning committee meets in february and executive committee

[2:00:27] Voice 11: does have one meeting before that so there's an opportunity to delay it um till your next meeting

[2:00:33] Voice 11: that would be the final opportunity to make changes before the budget travels to FPC

[2:00:37] Voice 11: for final review before going to council. If there's other you know pieces here that need

[2:00:44] Voice 11: debate of course that needs to happen in a meeting anyway and so you would just be deferring the same

[2:00:51] Voice 11: conversation to a future meeting but if you need time to sort of individually think about

[2:00:55] Voice 11: where you may want to propose reductions we can make space for that.

[2:01:04] Trustee Luckham: Okay great. Director

[2:01:06] Trustee Luckham: director mobs did you have something to add to that question oh sorry director freighter do you

[2:01:12] Trustee Luckham: have something to add to that question i'll

[2:01:13] Voice 10: just note i have a few comments with relation to what's

[2:01:15] Voice 10: been said but i'll wait until you finished with your comments chair locum okay

[2:01:18] Trustee Luckham: thank you very

[2:01:19] Trustee Luckham: much so i'll follow up with you um you know i struggle with this um because as an organization

[2:01:28] Trustee Luckham: we have work to do it costs money and whatever we defer today if we want to do it tomorrow

[2:01:36] Trustee Luckham: Tomorrow is going to cost more money just because of inflation and the way things are going.

[2:01:41] Trustee Luckham: We could have done some of this stuff in the past and it would have been less expensive.

[2:01:46] Trustee Luckham: Sure, if you want to cut artwork, if not now, when is really the question that I have.

[2:01:54] Trustee Luckham: When are we going to actually demonstrate our commitment to that and make visual presentation

[2:01:58] Trustee Luckham: in both our website and our offices with respect to that support in a very tangible way.

[2:02:11] Trustee Luckham: Sure, let's, you know, I don't see any reason why we wouldn't cut the attendance of executive

[2:02:16] Trustee Luckham: committee to ABI-CC and UBCM. Just make it two members attend. But then you need to allocate

[2:02:24] Trustee Luckham: budget if you want to send trustees. The policy has always been that trustees would fund that

[2:02:30] Trustee Luckham: out of their own budgets and in in the past they've have indeed done that and done and in

[2:02:35] Trustee Luckham: fact stayed at friends and all those kinds of things but ultimately the end that they come to

[2:02:40] Trustee Luckham: executive committees to look for money and i guess we just to be have to be harder about saying no to

[2:02:45] Trustee Luckham: things like heritage grants funding for other activities and those sorts of things so that's

[2:02:51] Trustee Luckham: a commitment that we'd have to follow through with in our in our work um i just then this is

[2:02:58] Trustee Luckham: is not a criticism. I don't know any other better way to say it, except that we set expectations

[2:03:03] Trustee Luckham: and we make commitments to do things. And then we under-resource them. We under-fund them.

[2:03:11] Trustee Luckham: And then there's criticism for not having done a good job or not doing it in a meaningful way.

[2:03:18] Trustee Luckham: But it is tied to the budget. And I think the website is one of those things.

[2:03:22] Trustee Luckham: websites are not easy we've always underfunded them and continue to underfund them

[2:03:30] Trustee Luckham: um and if you want to throw away this website honestly look to spend a hundred thousand dollars

[2:03:39] Trustee Luckham: and we've never spent that kind of money um but at the end it certainly cost us um

[2:03:49] Trustee Luckham: i don't know i struggle with aspects of the website but you know what it's an information

[2:03:54] Trustee Luckham: portal the information is there if you want to find it you can um um and if we want something

[2:04:01] Trustee Luckham: that's really star spangled banners then that's not a good phrase to use um then it is going to

[2:04:08] Trustee Luckham: simply cost more money and therefore you need to allocate budget to it um yeah so if we're gonna

[2:04:17] Trustee Luckham: seems like if we want this information to go to financial planning committee we need to make some

[2:04:21] Trustee Luckham: decisions today and so i look for some motions uh from the floor to make uh specific cuts over to

[2:04:31] Trustee Luckham: you trustee peterson um

[2:04:34] Voice 8: i'm sort of trying to do some math here but i'd also like to

[2:04:38] Voice 8: um ask a direct question of staff which is around the communication strategy

[2:04:44] Voice 8: strategy um core routine is is listed at 22 that's um i'm just wondering

[2:04:57] Voice 8: can can we cut this proposed 50 000 um without seriously damaging the core operations like i'm

[2:05:11] Voice 8: Thinking is, you know, can we take $5,000 or $10,000 out of that budget and not cause a serious problem in terms of that?

[2:05:23] Voice 8: So I don't know.

[2:05:24] Voice 8: This is not easy stuff.

[2:05:27] Voice 8: I'm just wondering, of that $28,000 that's additional to the core, is there just any wiggle room there?

[2:05:37] Voice 8: I see it's not on your recommendation, so I'm guessing probably not.

[2:05:40] Voice 8: But just have to ask.

[2:05:44] Trustee Luckham: So, thanks, Tim, and thanks for acknowledging this is not easy. Budget is actually the most

[2:05:48] Trustee Luckham: difficult thing we do. But I skipped over, Director Frater, I don't know if your hand

[2:05:54] Trustee Luckham: went down because you felt you didn't need to say something, but I want to provide you the

[2:05:58] Trustee Luckham: opportunity to say something. But I also want to say, all staff, every single person at Budget

[2:06:06] Trustee Luckham: budget creation, ask time. Come with a request that is already pretty tight, looking for some

[2:06:17] Trustee Luckham: budget to do the work that we are asking them to do. And at this point, to ask them to come with

[2:06:24] Trustee Luckham: less means ultimately that you're not going to get the same deliverable. So they have to change

[2:06:30] Trustee Luckham: the deliverable. And I didn't mention, I would be really concerned about reducing our reconciliation

[2:06:35] Trustee Luckham: reconciliation action plan budgets in any way shape or form it's important work over to you

[2:06:40] Trustee Luckham: director fader um

[2:06:42] Voice 10: thank you chair um just a couple items that i've heard about i just wanted to give

[2:06:46] Voice 10: you some information on uh the first is the ubcm abicc attendance um it's council policy that drives

[2:06:51] Voice 10: attendance and who attends um which states its executive committee and that they should be the

[2:06:56] Voice 10: ones voting on um the resolutions advanced at the convention on behalf of council so just something

[2:07:02] Voice 10: something to consider as you move forward. In addition, the policy dictates that LTCs

[2:07:05] Voice 10: should be paying for attendance of their members if that's what they wish. And again, just

[2:07:10] Voice 10: considering if you choose to open it up to more members, again, Bowen's contributing

[2:07:14] Voice 10: to the council function. So if they're attending in their capacity as LTC members, you just

[2:07:20] Voice 10: want to consider that. With regard to the communications budget, certainly it could

[2:07:27] Voice 10: could be trimmed. I think you could take $5,000. But certainly, I think we are hearing a desire

[2:07:34] Voice 10: for new and better and stronger communications. But certainly, I think we could accommodate a

[2:07:39] Voice 10: $5,000 cut. The question around what was the process improvement piece, as more local trust

[2:07:44] Voice 10: committees are looking to engage and do better, we are needing to better coordinate how they bring

[2:07:49] Voice 10: in their requests. And there are certainly, we want to get some contractor support looking at

[2:07:53] Voice 10: other best practice for other entities like us that have multiple requests flowing to one person

[2:07:59] Voice 10: and how we can prepare templates and processes that would allow those requests to come in in

[2:08:03] Voice 10: a well-informed way and then we can create stage support in a way that one person can support so

[2:08:08] Voice 10: that's what that's about um finally around the reconciliation learning piece we have meetings

[2:08:14] Voice 10: upcoming of the reconciliation learning group where they i think will help advise on what they

[2:08:18] Voice 10: they believe is needed for the organization in terms of training. The training in this space is

[2:08:23] Voice 10: not cheap, I guess I would say. The 27.5 is not sufficient to hire a firm like Culturally

[2:08:31] Voice 10: Committed to deliver what they delivered this year. I think we would need to add quite a bit

[2:08:35] Voice 10: more to make that possible. So we're going to hear from that group and we can advise back at

[2:08:40] Voice 10: future meetings to financial planning committee or council itself around what that group concludes

[2:08:44] Voice 10: as needed. But in the interest of bringing in a frugal budget, we have not provided a sufficient

[2:08:51] Voice 10: funding for that level of support. I'll leave it there, but happy to answer additional questions

[2:08:56] Voice 10: that were asked if I missed them.

[2:09:02] Trustee Luckham: Vice Chair Elliott.

[2:09:05] Voice 3: So great conversation, always tough decisions. To your point, Chair Luckham, that it is important

[2:09:11] Voice 3: work. I totally agree. It's just whether we can fund all of the work each year. So when I look

[2:09:19] Voice 3: at this on balance i'm wondering if you know a signal of our commitment to reconciliation

[2:09:26] Voice 3: through coast salish art or a truth and reconciliation specially commissioned um

[2:09:35] Voice 3: you know graphic that is i think there's a choice there that we could make and i would say at this

[2:09:40] Voice 3: point we could um not choose to fund the coast salish art because we are funding um a special

[2:09:48] Voice 3: graphic for Truth and Reconciliation Day. So again, I'm going to suggest we cut that and I

[2:09:53] Voice 3: thought that we heard that from council. So I do have a few specific motions. Communications, I do

[2:10:01] Voice 3: think we could cut by $5,000. Hearing from Director Frater, that wouldn't hurt the overall operations.

[2:10:08] Voice 3: Application sponsorship fees, I don't understand, again, why these have gone up. If we didn't,

[2:10:15] Voice 3: um i know it's over subscribed but i think last year was a big year for housing applications and

[2:10:24] Voice 3: so i don't necessarily see that that's going to be the same this year somebody correct me if i'm

[2:10:30] Voice 3: wrong but um i think we could reduce that back to 15 000 this is just going to be a tough year and i

[2:10:38] Voice 3: I don't think we can fund everything we can't so if we're going to reduce we can reduce the avic

[2:10:46] Voice 3: accommodation by 675 dollars I will stay on Gabriola and travel we could reduce communications

[2:10:55] Voice 3: by 5 000 I think reduce the application sponsorship back down to 15 000 remove the

[2:11:03] Voice 3: the Coast Salish Art for $2,000 and I would suggest removing the Travel for Training

[2:11:14] Voice 3: for $4,000, $2,000 actually. Because honestly, we've got, okay, so Travel, Trust Council Travel

[2:11:21] Voice 3: for Training, we've got budgeted for 2025, $5,000. We could do a Code of Conduct in-person session

[2:11:28] Voice 3: And that's funded. Realistically, I don't think we need another in-person council training session in the last year of our term. So I would say that we could cut that. But those are my suggestions. I should put them in a motion, shouldn't I? But I don't want to lump them all together. We should do one at a time.

[2:11:51] Trustee Luckham: So we are not in the last year of our term. We have another budget to come. Anyway,

[2:12:03] Trustee Luckham: let's look for motions. CAO, I haven't heard from you yet on this topic. Let's go to you,

[2:12:09] Trustee Luckham: and then we'll go to Director Frater and then Tim Peterson.

[2:12:17] Voice 3: You're muted, CAO.

[2:12:19] Voice 5: Thank you. Just a couple of small points. On the potential for an in-person

[2:12:23] Voice 5: contact session, that may be doable this fiscal, but may not. We're still working through

[2:12:29] Voice 5: engage in someone to deliver that session that said if it's not but there if we eliminate the

[2:12:35] Voice 5: trust council travel for training then we will just plan to do it virtually as director bob

[2:12:39] Voice 5: said if there's no budget for travel that's fine and that actually helps us scope down what we

[2:12:44] Voice 5: would offer on the training side um on the communications side i would say uh well director

[2:12:53] Voice 5: Dr. Frater, you know, is willing to manage a $5,000 reduction there. I do agree that there

[2:13:01] Voice 5: seems to be an increased expectation around communications. And so that's your discretion,

[2:13:08] Voice 5: what you set that budget at. But I think it will, you know, any reduction there does create

[2:13:13] Voice 5: challenges for us and we'll have to manage expectations around that. The process improvement

[2:13:19] Voice 5: improvement piece, for example, I think can feel like a bit of an operational bit, but when you

[2:13:25] Voice 5: only have one staff person who manages our communications and provides support for the

[2:13:30] Voice 5: whole organization, having an effective process to manage that actually will support greater

[2:13:35] Voice 5: effectiveness. And I'll leave it there. Thanks.

[2:13:44] Trustee Luckham: Director Frater, and then Tim Peterson, and I see

[2:13:47] Trustee Luckham: Stefan Cermak is ready for sound.

[2:13:53] Voice 10: Sure, I couldn't quite hear you, but I'll take it as an invitation

[2:13:55] Voice 10: to speak if that's right okay

[2:13:57] Trustee Luckham: yeah okay

[2:13:58] Voice 10: thank you um i did forget a comment which is around

[2:14:00] Voice 10: the coast salish art piece um certainly it's discretionary you can do it in future years if

[2:14:05] Voice 10: you wish but just know it was an informed estimate based on a visit to the comox gallery

[2:14:09] Voice 10: um the comox first nation gallery and a review of their website um we would not advise buying

[2:14:16] Voice 10: very expensive pieces because there's always with you know a risk of theft in front lobbies

[2:14:21] Voice 10: so that was an informed estimate done in conjunction with our senior indigenous

[2:14:25] Voice 10: relations advisor so just i think there's been commentary that um that we would need to spend

[2:14:30] Voice 10: more but in staff's view i think that price point should be sufficient to get some art in our

[2:14:36] Voice 10: lobbies thank you thank

[2:14:39] Trustee Luckham: you tim peterson and then i'll go to director cermak

[2:14:42] Voice 8: um chair with your

[2:14:44] Voice 8: indulgence could we hear from director cermak and then i have a couple comments director sir

[2:14:55] Voice 7: Thank you, Mr. Chair. I just wanted to, I took a quick look at what we have in the application world for rezoning applications indicating desired support. But of course, it doesn't tell me what, and I don't, I support what Trustee Elliott said, we don't have too many applications for rezoning for affordable housing.

[2:15:15] Voice 7: However, that doesn't tell us what's coming in conversations. I do know that there's many conversations out there. And I just thought I'd share the one little tidbit I'm hearing from provincial staff is they're reorganizing under the housing mandate.

[2:15:29] Voice 7: So a lot of the so-called muni staff, as we call it, are being taken over by housing, which indicates us, if I'm going to use a crystal ball, perhaps a CAO is better at gazing into the depths of provincial people.

[2:15:42] Voice 7: and that is that it that indicates to me an emphasis on housing and so that emphasis on

[2:15:50] Voice 7: housing could very well translate to again a drive for more affordable housing projects

[2:15:56] Voice 7: and just a reminder that applications for rezoning are over eight thousand dollars each so

[2:16:03] Voice 7: you would only get two applicants maybe and and historically how EC has managed that is they

[2:16:11] Voice 7: They haven't always fully supported the entire cost.

[2:16:14] Voice 7: Sometimes it's been 50%, and when they've needed to be frugal,

[2:16:17] Voice 7: they have been in that sense.

[2:16:19] Voice 7: So it's not always assumed to be 100%.

[2:16:21] Voice 7: But I just thought I'd share that tidbits with you about gazing into the future.

[2:16:27] Trustee Luckham: Tim Peterson.

[2:16:31] Voice 8: Yeah, thank you.

[2:16:34] Voice 8: So to summarize, I'm in support of reducing the Trust Council training

[2:16:44] Voice 8: and travel pieces but not eliminating them and same with the EC training and

[2:16:53] Voice 8: travel I do note the LG la is coincides this year with March Trust Council

[2:17:01] Voice 8: that's unfortunate timing so I think we can write that particular one off as not

[2:17:10] Voice 8: not happening this year um the uh i will say that um being able to access um that funding to uh

[2:17:22] Voice 8: attend the doug white talk in september um i think it was a really really good uh uh informative

[2:17:30] Voice 8: uh session and i'm really happy that i was able to to be funded to attend it um we haven't really

[2:17:38] Voice 8: brought up the ubcm breakfast um but that's certainly something to consider we we didn't

[2:17:45] Voice 8: do it last year um but i just wanted to identify that as something that we might consider so um

[2:17:54] Voice 8: i don't have a motion or motions prepared but i'm assuming that trustee elliott's going to

[2:18:00] Voice 8: cover off some of these and if there's any missing then i'll step in at that point thank you for

[2:18:06] Voice 8: that or

[2:18:10] Trustee Luckham: i have no comment um lower my hand vice chair elliott

[2:18:16] Voice 3: okay well we've got to make tough

[2:18:18] Voice 3: decisions now um i do uh think removing the breakfast and um an additional like i said 675

[2:18:29] Voice 3: for my accommodation could be removed so from the avicc uh let's start with that item 7 ubcm i move

[2:18:38] Voice 3: that $4,700 be removed from the UBCM AVICC convention budget. That would remove the

[2:18:57] Voice 3: breakfast and one trustee accommodation for AVICC, which is myself.

[2:19:05] Trustee Luckham: Okay. I

[2:19:06] Voice 3: think my math may be

[2:19:08] Voice 3: you? Wrong. Director Mobs, please correct me.

[2:19:14] Trustee Luckham: I can't hear you, Director Mobs.

[2:19:18] Voice 11: All right, I had

[2:19:19] Voice 11: myself double muted there. I would suggest just rephrasing the resolution to say reduce the budget

[2:19:26] Voice 11: request for your AVICC convention to X amount, because of course we have the slight discrepancy

[2:19:34] Voice 11: between your previous request and what's now come forward with revised estimates. So by my math over

[2:19:40] Voice 11: here we're looking at uh nineteen thousand six hundred dollars um for that total cost if we were

[2:19:47] Voice 11: to not fund the breakfast and remove accommodation for trustee elliott for um maybe icc okay can you

[2:19:57] Voice 3: give me that number again 19 000 so request staff reduce the sorry what was the word date again

[2:20:07] Voice 3: Could you help me out?

[2:20:08] Voice 3: I'm brain freeze.

[2:20:09] Trustee Luckham: The S.E.C. budget to nineteen thousand six hundred.

[2:20:13] Trustee Luckham: Thank you.

[2:20:14] Voice 3: That's it.

[2:20:15] Trustee Luckham: And

[2:20:20] Voice 11: I would just add the word budget request.

[2:20:23] Trustee Luckham: Thank you.

[2:20:24] Trustee Luckham: For

[2:20:24] Voice 11: fiscal twenty twenty five twenty six.

[2:20:29] Voice 11: So it's very clear when we look at this resolution in future.

[2:20:32] Trustee Luckham: Perfect.

[2:20:36] Trustee Luckham: Is that satisfactory?

[2:20:38] Trustee Luckham: Vice Chair Elliott.

[2:20:39] Trustee Luckham: Yes.

[2:20:40] Trustee Luckham: Do I have a second for that motion?

[2:20:43] Trustee Luckham: Tim Peterson.

[2:20:44] Trustee Luckham: Thank you.

[2:20:44] Trustee Luckham: you um is there further discussion all those uh call for the vote then oh no you were your hands

[2:20:53] Trustee Luckham: up to vote i guess just

[2:20:54] Voice 8: all those in favor just i just had a quick question and um just in terms of

[2:21:00] Voice 8: clarity on on the motion um about uh identifying where where we're planning to cut that or is that

[2:21:11] Voice 8: that necessary from the director bob's point of view i'm

[2:21:21] Voice 11: very clear on where that's coming from

[2:21:23] Voice 11: if you'd like to add that detail to the resolution that's not a problem um the overall dollars of

[2:21:28] Voice 11: course that travel to the budget itself is just the total uh without the details so this is

[2:21:32] Voice 11: sufficient right

[2:21:35] Trustee Luckham: thank you okay so moved and seconded um i needed further discussion i'll

[2:21:41] Trustee Luckham: call for the vote all those in favor i'm looking for david ma there you are okay good so that

[2:21:53] Trustee Luckham: carries unanimously thank you very much any further amendments toby elliott i

[2:22:02] Voice 3: move that the

[2:22:05] Voice 3: planning application sponsorship budget be reduced to fifteen thousand dollars

[2:22:12] Voice 3: in fiscal 2025-26 oh can you change the wording again sorry the executive committee requests staff

[2:22:20] Voice 3: staff reduce the planning application budget request for fiscal 2025-2026 to $15,000.

[2:22:29] Voice 3: Was I muted?

[2:22:36] Trustee Luckham: Great.

[2:22:37] Trustee Luckham: So that's clear to everybody.

[2:22:40] Trustee Luckham: Moved.

[2:22:41] Trustee Luckham: Do I have a seconder?

[2:22:44] Trustee Luckham: Tim Peterson, thank you.

[2:22:46] Trustee Luckham: All right.

[2:22:53] Trustee Luckham: I'm going to call the vote then.

[2:22:54] Trustee Luckham: Is there any discussion?

[2:22:58] Trustee Luckham: David Maughan.

[2:23:00] Trustee Maude: Yeah, I just have slight discomfort with this.

[2:23:05] Trustee Maude: As outlined by Director Sturmach, this is basically potentially two housing projects that we can fund.

[2:23:12] Trustee Maude: And every LTC of them I'm working with has a housing project on their radar.

[2:23:19] Trustee Maude: And I'm sure the other trustees do too.

[2:23:24] Trustee Maude: So I'm uncomfortable with the knowledge of pending applications far exceeding the $25,000 budget.

[2:23:32] Trustee Maude: budget. They're reducing it to 15. You know, if everybody's comfortable going over budget,

[2:23:39] Trustee Maude: if the applications come in, I'm fine with it, but I'm uncomfortable lowering the budget because I

[2:23:45] Trustee Maude: foresee that there is going to be several applications come forward. So I just,

[2:23:54] Trustee Maude: I'm uncomfortable with it. Just leaving it at that. Thank you.

[2:23:57] Trustee Luckham: Okay. Thank you, David.

[2:23:59] Trustee Luckham: David, Trustee Elliott, Trustee Peterson, and myself?

[2:24:06] Voice 3: I think EC has tough decisions to make all the time.

[2:24:10] Voice 3: We could choose to support those applications with 50% or even 25% to reduce the cost.

[2:24:18] Voice 3: But again, this is discretionary.

[2:24:20] Voice 3: It's an application.

[2:24:24] Voice 3: There are fees.

[2:24:25] Voice 3: and even though it is a valuable project,

[2:24:28] Voice 3: these nonprofits know that this is part of the process.

[2:24:34] Voice 3: So I think this is a discretionary area

[2:24:36] Voice 3: that we can trim.

[2:24:37] Voice 3: Even if those applications will be coming in,

[2:24:39] Voice 3: we can look at partially funding them.

[2:24:47] Trustee Luckham: Trustee Peterson.

[2:24:50] Voice 8: Yeah, thank you.

[2:24:52] Voice 8: Generally concur with what Trustee Elliott said

[2:24:55] Voice 8: and just remind us all that this is the exercise

[2:24:59] Voice 8: size we're engaged in is at the request of um this council for us to do our some diligence to see

[2:25:06] Voice 8: where we can where we think we may be able to reduce ultimately the final decision is back to

[2:25:12] Voice 8: trust council um and uh and so just remind us of that and then again um the uh when it comes to

[2:25:24] Voice 8: affordable housing projects um these are expensive projects and while i absolutely support um

[2:25:33] Voice 8: you know the notion that we would help help uh help defer the cost of of some of the uh

[2:25:40] Voice 8: the zoning uh reapplications for example um it's fairly small beans when it comes to actually

[2:25:49] Voice 8: putting together a a housing project so i i i if if this if an eight thousand dollar uh um

[2:26:00] Voice 8: application fee is what finishes off a project um i'd be concerned about the project having being

[2:26:09] Voice 8: viable to begin with that said i absolutely uh agree and support providing some level of support

[2:26:16] Voice 8: But I think this is one of those softer areas for me.

[2:26:20] Voice 8: We could do it in various ways at various levels.

[2:26:29] Trustee Luckham: Yeah, thank you.

[2:26:30] Trustee Luckham: Reflecting on your wise words there, Tim.

[2:26:36] Trustee Luckham: I guess because I'm inclined not to support this,

[2:26:41] Trustee Luckham: and I'm particularly not fond of the idea,

[2:26:47] Trustee Luckham: which we shouldn't do,

[2:26:48] Trustee Luckham: is not fund something and then overspend.

[2:26:51] Trustee Luckham: overspend. That's not why you have budgets. And I just know that historically those that have

[2:27:04] Trustee Luckham: come to us for funding for the zoning application, it's actually the starting block for them to get

[2:27:11] Trustee Luckham: it on the table, to seek other funding, to support indeed expensive projects, which wouldn't be

[2:27:17] Trustee Luckham: be funded without external monies. And I don't recall, and perhaps somebody can advise me here

[2:27:26] Trustee Luckham: as I think it's important, is the criteria associated with funding applications needs

[2:27:33] Trustee Luckham: improvement. And I think it's probably a first come first serve at this point, as opposed to

[2:27:39] Trustee Luckham: having an annual requisition. And if we had an annual requisition where we had four applications

[2:27:45] Trustee Luckham: before us and we gave them all 25%, I would support a reduction in the budget. But if we

[2:27:52] Trustee Luckham: don't have a method of fairness, rationalizing how we fund projects, then I don't know how we

[2:28:00] Trustee Luckham: do that. So perhaps somebody from staff can advise me. We don't have an intake period at the present

[2:28:08] Trustee Luckham: moment. And that would be a policy change, which is that going to happen in advance or not? I don't

[2:28:14] Trustee Luckham: know. So perhaps I'll just seek that answer and remain undecided. Stefan Cermak, you'll have to

[2:28:26] Trustee Luckham: turn your microphone on.

[2:28:27] Voice 7: I have done so. Thank you, Mr. Chair. So you have Policy 4113, which

[2:28:33] Voice 7: are guidelines for EC-sponsored or LTC-initiated development applications. And that lays out your

[2:28:40] Voice 7: conditions of when you receive an application, what Trust Council has approved for you to follow

[2:28:46] Voice 7: of that process. And there's nothing in here about, you know, sort of stocking them up and

[2:28:53] Voice 7: making an assessment in a different way. They do come into sequentially as they come in and you,

[2:28:57] Voice 7: you proceed them one at a time. I'm sorry, you assess them one at a time as they come in.

[2:29:04] Voice 4: Right.

[2:29:04] Trustee Luckham: Okay. So then that just makes me believe that if we're making tough financial decisions,

[2:29:09] Trustee Luckham: then we also have to make tough funding decisions. And that will be the responsibility of the

[2:29:14] Trustee Luckham: executive committee so tim peterson over to you and perhaps we should call the vote

[2:29:18] Voice 8: yeah just uh

[2:29:19] Voice 8: further to your question

[2:29:21] Trustee Luckham: there we go that's better sorry sorry

[2:29:23] Voice 8: further to your question

[2:29:25] Voice 8: um is there any is there anything in policy that would preclude us from um sort of bundling

[2:29:38] Voice 8: requests um in some way i i mean i i think it's it's a good question and and if if we have to

[2:29:46] Voice 8: change the policy then that's uh that's a consideration for further work for us to do but

[2:29:52] Voice 8: um um just in terms of can could we

[2:29:59] Voice 8: We'll be right back.

[2:30:00] Voice 8: Could we informally decide that we're going to make decisions at certain points within the fiscal on applications and assess what we have sort of in the inbox at that time?

[2:30:19] Trustee Luckham: David Marler has a hand up.

[2:30:21] Voice 6: Yeah, excuse me.

[2:30:23] Voice 6: I thought I could help with that.

[2:30:25] Voice 6: because a policy is councils and the public would use that policy to determine whether or not

[2:30:33] Voice 6: they're going to make an application it probably best to amend that policy or recommend to council

[2:30:40] Voice 6: that policy be amended so if you wanted to we could certainly come back with some

[2:30:45] Voice 6: ideas of how that could work i have to tie it into the budget process so that

[2:30:50] Voice 6: that you would have a window for them to make applications

[2:30:54] Voice 6: and then you would adjudicate them all at the same time once or twice a year,

[2:30:59] Voice 6: however many times you think that's reasonable.

[2:31:02] Voice 6: But those are the questions you have to ask yourself is when

[2:31:05] Voice 6: and how are you going to make this work?

[2:31:10] Trustee Luckham: Thank you, David.

[2:31:13] Trustee Luckham: Okay.

[2:31:16] Trustee Luckham: I think we have a motion on the floor.

[2:31:19] Trustee Luckham: It was moved and seconded.

[2:31:20] Trustee Luckham: Is there any further discussion?

[2:31:24] Trustee Luckham: Okay.

[2:31:25] Trustee Luckham: Okay. So it's tough decision time. All those in favor? Okay. Lower your hands. All those

[2:31:42] Trustee Luckham: opposed? And so that does not carry because it's a tie vote. So that is defeated. So let

[2:32:00] Trustee Luckham: us move along. Further recommendations for amendments? Trustee Elliott.

[2:32:09] Trustee Luckham: Elliot.

[2:32:13] Voice 3: Thank you, Chair. I move that the, that Executive Committee request staff to reduce

[2:32:20] Voice 3: the public communications budget for fiscal 2025-26 to $45,000. So

[2:32:37] Trustee Luckham: moved. We have a seconder,

[2:32:38] Trustee Luckham: Trustee Peterson, are you seconding? Yes. Okay. It's moved and seconded. Wish to speak to the

[2:32:46] Trustee Luckham: the motion vice chair elliott well anybody else wish to speak to the motion and just help me out

[2:32:55] Trustee Luckham: briefly what are we reducing it from is that 50 000 to 45 yes okay

[2:33:00] Trustee Luckham: thank you okay then i'm going

[2:33:04] Trustee Luckham: to call the vote on this one um all those in favor and looks like that carries unanimously

[2:33:15] Trustee Luckham: and i just say i'm supporting that because staff did advise us that that was a possibility to

[2:33:21] Trustee Luckham: reduce it that much so thank you to staff um any further amendments vice chair elliott um so this

[2:33:34] Voice 3: is executive committee travel for training uh just a question before this if we have trust council

[2:33:41] Voice 3: training in person um would executive committee be covered under a trust council travel for training

[2:33:48] Voice 3: budget julia

[2:33:58] Voice 11: respond to that chair um so if training session is offered for council executive

[2:34:03] Voice 11: Executive committee members are considered council members in that moment,

[2:34:06] Voice 11: funded out of the council budget.

[2:34:07] Voice 3: Okay.

[2:34:08] Voice 3: So I do, I, yeah,

[2:34:16] Voice 3: I just don't see what executive committee would be traveling for,

[2:34:19] Voice 3: for special training.

[2:34:21] Voice 3: So I move that the executive committee request staff reduce the executive

[2:34:25] Voice 3: committee travel for training budget to zero for fiscal 2025,

[2:34:32] Voice 3: 26.

[2:34:34] Voice 3: It's just $2,000, but.

[2:34:38] Voice 3: Okay.

[2:34:40] Trustee Luckham: So that's the motion on the screen there. Is that satisfactory? Then I'll call that as moved. And I will look for a seconder. Anybody seconding this motion? I see David Maude has seconded the motion. And need you wish to speak to it or any further discussion? Anybody? Tim Peterson?

[2:35:06] Trustee Luckham: i

[2:35:09] Voice 8: am not going to be able to support a zero allocation um i had looked at both the training

[2:35:17] Voice 8: and travel numbers and thought that we might reduce each of them a little bit but i'm not

[2:35:23] Voice 8: comfortable with reducing them to zero do you have an amendment sir um i had tied them together let

[2:35:31] Voice 8: Let me just see which I have my amendment.

[2:35:39] Voice 8: So I move that the motion be amended by changing the dollar amount to $1,000.

[2:35:55] Trustee Luckham: Thank you.

[2:35:56] Trustee Luckham: Do I have a seconder for that amendment?

[2:36:02] Trustee Luckham: Well, I'll second the motion because I like motions on the floor.

[2:36:05] Trustee Luckham: So I'll second that motion.

[2:36:09] Trustee Luckham: Do you wish to speak to the motion any further, Tim?

[2:36:14] Voice 8: Well, I just think that there's,

[2:36:16] Voice 8: I don't want us to preclude opportunities

[2:36:18] Voice 8: that we're not yet aware of.

[2:36:21] Voice 8: Having some in the kitty is, I think,

[2:36:25] Voice 8: preferable to having none.

[2:36:27] Voice 8: I don't like the notion of bringing it down to zero.

[2:36:31] Voice 8: And then there's also, I think,

[2:36:33] Voice 8: there's a certain amount of precedent from previous years

[2:36:37] Voice 8: that can drive budget requests the following year.

[2:36:40] Voice 8: And I think training and travel are important.

[2:36:43] Voice 8: I would add that the way I had thought about this

[2:36:49] Voice 8: was reducing both the travel and the training amounts a bit

[2:36:55] Voice 8: to achieve some savings

[2:36:57] Voice 8: without eliminating both of the items.

[2:37:00] Voice 8: So to me, it's also tied to the training bit.

[2:37:06] Trustee Luckham: Okay.

[2:37:09] Trustee Luckham: Any other speakers on the motion, Vice Chair Elliott?

[2:37:12] Trustee Luckham: it i

[2:37:13] Voice 3: just don't understand what training we anticipate doing um there's trust council

[2:37:18] Voice 3: training that's still funded uh executive committee is still funding going to avicc and

[2:37:26] Voice 3: ubcm i can somebody remind me what we are anticipate training for executive committee thanks

[2:37:37] Trustee Luckham: uh i see ceo brony has got his hand up

[2:37:40] Voice 5: thanks yeah i'll just know as we as we noted in the brief

[2:37:43] Voice 5: At this point, we aren't aware of any planned training that the Executive Committee was considering, but the amount is there because that was what you originally included in your budget request.

[2:37:54] Voice 5: But to the best of our knowledge, there's nothing currently planned.

[2:38:01] Trustee Luckham: Yeah.

[2:38:03] Trustee Luckham: And yeah, it's hard to anticipate things that might come forward.

[2:38:11] Trustee Luckham: and not that this funding would be supportive of that but some travel budget generally would be

[2:38:20] Trustee Luckham: a helpful thing particularly if as expressed at the most recent trust council session that there

[2:38:25] Trustee Luckham: was a desire to work more closely with san juan county which would require travel and there's

[2:38:33] Trustee Luckham: certainly that idea is out there um but we certainly haven't budgeted for it either and

[2:38:39] Trustee Luckham: over the years actually san juan county has um paid for most of their travel to come and see us

[2:38:44] Trustee Luckham: um historically and um that's an inequity but um okay thousand dollars on the table

[2:38:53] Trustee Luckham: um is there any further discussion so i'm gonna call for the vote then all those in

[2:38:59] Trustee Luckham: in favor of the $1,000 amount in the budget?

[2:39:05] Trustee Luckham: And raising my hand as well.

[2:39:08] Trustee Luckham: And I see Trustee Maude is in favor of the amendment.

[2:39:12] Trustee Luckham: So there's an amendment to the motion.

[2:39:17] Trustee Luckham: And therefore that changes the main motion

[2:39:20] Trustee Luckham: to reduce it to $1,000.

[2:39:25] Trustee Luckham: And that's been moved and seconded.

[2:39:27] Trustee Luckham: So if there's no further discussion,

[2:39:28] Trustee Luckham: I'll call for the vote on the main amended motion.

[2:39:31] Trustee Luckham: motion. All those in favor? And that carries unanimously. Okay, thank you very much. That's

[2:39:41] Trustee Luckham: accommodation. I like it. Let's keep going. Any further amendments? Okay. Oh, Tim Peterson.

[2:39:58] Voice 8: Yeah, as I mentioned, I was thinking about a reduction to the training piece as well.

[2:40:07] Voice 8: Well, so I moved that executive committee request staff

[2:40:13] Voice 8: to reduce the EC training budget to $2,500.

[2:40:23] Voice 8: Okay,

[2:40:29] Trustee Luckham: so that's moved.

[2:40:33] Voice 3: Isn't it already $2,500?

[2:40:35] Voice 8: Oh, sorry.

[2:40:36] Voice 8: Sorry, you're correct.

[2:40:37] Voice 8: correct i was um my notes here are not uh are somewhat limited in their legibility uh

[2:40:47] Voice 8: so that would be to reduce it to sorry 1500 okay

[2:40:56] Trustee Luckham: so let's move do i have a seconder

[2:41:00] Trustee Luckham: to reduce the budget to 1500 vice chair elliott thank you uh discussion on this budget

[2:41:09] Trustee Luckham: it

[2:41:12] Voice 3: we're counting the pencils now yeah

[2:41:16] Voice 8: we are counting the pencils um but i mentioned uh when

[2:41:20] Voice 8: i made the uh uh amendment to the previous motion that i was considering these sort of both in

[2:41:25] Voice 8: tandem um and so that is that's very close to what i was considering reducing them both by so

[2:41:36] Voice 8: Okay.

[2:41:43] Trustee Luckham: Any further discussion? It's moved and seconded. And I guess I'm going to add,

[2:41:51] Trustee Luckham: I was surprised actually when I started looking around for training for counsel

[2:41:58] Trustee Luckham: for code of conduct stuff, about what the per diem cost is for a professional trainer.

[2:42:04] Trustee Luckham: trainer, you wouldn't get anything for $1,500.

[2:42:08] Trustee Luckham: So ideally, we could access some grants, which would be a win-win situation, but then that

[2:42:17] Trustee Luckham: puts more burden on staff to deliver something else above and beyond what is currently budgeted,

[2:42:23] Trustee Luckham: even looking for grants.

[2:42:25] Trustee Luckham: But let's see how this goes.

[2:42:27] Trustee Luckham: So we'll reduce the motion on the floor is to reduce the training budget to $1,500, and

[2:42:34] Trustee Luckham: And I'll ask for a vote for all those in favor.

[2:42:36] Trustee Luckham: Well, we may as well make it unanimous.

[2:42:41] Trustee Luckham: There we go.

[2:42:42] Trustee Luckham: That has reduced that budget.

[2:42:44] Trustee Luckham: Is there anything further that carries?

[2:42:48] Trustee Luckham: Anything further?

[2:42:50] Trustee Luckham: Amendments to the budget request from Executive Committee.

[2:42:54] Trustee Luckham: Tim Peterson.

[2:42:57] Voice 8: I don't believe that we...

[2:42:59] Voice 8: Did we address the UBCM breakfast?

[2:43:02] Voice 8: That

[2:43:03] Trustee Luckham: was included in the $4,600 reduction.

[2:43:08] Voice 8: Okay, okay, we did.

[2:43:09] Voice 8: okay sorry i had it as a separate item um no okay

[2:43:14] Trustee Luckham: are we content with this budget being forwarded

[2:43:18] Trustee Luckham: so do we need to now um make a motion alexandra that the budget request consideration be advanced

[2:43:26] Trustee Luckham: to fpc or council or will that just happen in due course cao

[2:43:36] Voice 5: unless director mobs disagrees with me

[2:43:40] Voice 5: I think with those amendments, we will revise the budget requests and those will go forward to financial planning committee as

[2:43:47] Trustee Luckham: per the established process.

[2:43:49] Trustee Luckham: I see her nodding. So that's terrific. Well, that was a lot of work and appreciate the conversation and the effort that's gone into to demonstrate some fiscal responsibilities there.

[2:44:03] Trustee Luckham: and that's great i'm going to suggest we break for lunch come back at 12 35 and then we'll go

[2:44:11] Trustee Luckham: into uh item 10.1.2.1 that all right with everybody okay let's break for lunch

[3:18:24] Trustee Luckham: welcome back everybody there we all are fantastic okay so we are um on page 115 of our agenda

[3:18:52] Trustee Luckham: next item is the association of vancouver island coastal community

[3:18:57] Trustee Luckham: union bc municipality proposed resolution annual item request for a decision

[3:19:03] Trustee Luckham: um is there anybody at a staff side that wants to speak to this i think tim peterson

[3:19:12] Trustee Luckham: on this is one of your initiatives director freighter perhaps i'll ask you if you have

[3:19:20] Trustee Luckham: anything to add on this item

[3:19:22] Voice 10: um certainly i can introduce the item but i know that trustee

[3:19:26] Voice 10: peterson likely has an update for you as i noted in the cover briefing um this was requested by

[3:19:31] Voice 10: you um at an earlier meeting we are bringing this with you to you for consideration for forwarding

[3:19:36] Voice 10: to avicc um as noted it's not particularly you don't have particular policy support for this

[3:19:43] Voice 10: within the framework of policies that we have but know that it's a current topic I have spoken to

[3:19:47] Voice 10: UBCM staff about this draft motion so have assurance it's been vetted through them and

[3:19:55] Voice 10: you if you have trouble today it could still be considered at your February 5th meeting

[3:20:00] Voice 10: as the deadline is February 6th yeah and I believe the rest is in the cover briefing so I won't

[3:20:06] Voice 10: linger here knowing that you've considered these motions in the past but certainly encourage chair

[3:20:10] Voice 10: that trustee peterson speak to the working group meeting that happened last week

[3:20:14] Voice 10: and their consideration of this draft

[3:20:16] Trustee Luckham: that's excellent very good okay thank you tim peterson

[3:20:19] Trustee Luckham: over to you um

[3:20:22] Voice 8: thank you so um yeah the uh this working group came out of um a session at ubcm

[3:20:32] Voice 8: uh in september and um i believe there's around there's over 50 members and of course the

[3:20:40] Voice 8: attendance at the individual um monthly meetings that we're having uh varies but um um just

[3:20:51] Voice 8: essentially recognize that the um supports uh for mental health vary widely amongst um

[3:21:02] Voice 8: local governments from you know non-existent some um some councils have

[3:21:09] Voice 8: have no coverage whatsoever in their medical plans or no medical plans to fairly robust in

[3:21:16] Voice 8: some of the larger urban municipalities and this is an attempt to uh basically request the province

[3:21:24] Voice 8: to consider providing some equity of access to mental health supports across local governments

[3:21:30] Voice 8: in bc um we want to give a huge kudos to director freighter for the effort she put in into this i

[3:21:39] Voice 8: I know she, as she mentioned, she talked to UBCM staff and I actually don't recall.

[3:21:48] Voice 8: I know there was a couple other folks that you checked in with about this and about the wording to try and get it right, succinct and avoid potential pitfalls about how the request was worded.

[3:22:02] Voice 8: So very much appreciated.

[3:22:03] Voice 8: um the group met last friday um had a look over this i invited um uh comments for um

[3:22:14] Voice 8: any anything that folks thought was potentially missing um everyone everything that i heard back

[3:22:23] Voice 8: was just in huge support and and gratitude for the work that was done um i'd like to see this

[3:22:30] Voice 8: I also just note in the report itself, there is a mention that Islands Trust could request enhanced coverage through UBCM, which is something we can do ourselves to support our own leaders in our own organization.

[3:22:48] Voice 8: And I think that's worthy of consideration. And I might put a request that I'll put together a little request for decision to get staff to investigate that for our next EC meeting so that we're also doing what we can within the current framework.

[3:23:11] Voice 8: But with that, I think I'll just turn it over for questions or comments.

[3:23:20] Trustee Luckham: Okay. Thank you, Tim. Are you looking to advance this motion here today that's on our briefing? Okay.

[3:23:27] Trustee Luckham: Yeah,

[3:23:28] Voice 8: and unless there's a desire or a need for more information from other members of EC, I'm more than happy to make a motion. So I just want to leave space for questions before we get there.

[3:23:41] Voice 8: Sure.

[3:23:42] Trustee Luckham: So any questions for Tim or Director Frater? No? So let's get the motion on the table. Good work, Tim.

[3:23:49] Trustee Luckham: All

[3:23:55] Voice 8: right, then I move that executive committee direct staff to forward a resolution with a backgrounder for consideration at the 2025 Association of Vancouver Island and Coastal Communities and Union of BC Municipalities conventions requesting the province implement initiatives that can that offer mental health supports tailored to the needs of local elected leaders in British Columbia.

[3:24:17] Voice 8: and

[3:24:20] Trustee Luckham: seconded by uh vice chair elliott and um that's essentially the motion that's in the

[3:24:27] Trustee Luckham: briefing so um is there any further you wish to speak to it further tim nope any further

[3:24:34] Trustee Luckham: discussion at all call for the vote all those in favor that carries unanimously well um thank you

[3:24:44] Trustee Luckham: very much tim well done um look forward to seeing this advance um thank

[3:24:50] Voice 8: you executive committee

[3:24:51] Trustee Luckham: Yeah, well, thank you. We'll move along here to 10.2.4.1. This is Director Mob's moment she's been waiting for, the appointment of financial statement auditors, request for decision. And so, Director Frader, would you like to speak to this?

[3:25:11] Trustee Luckham: In

[3:25:15] Voice 11: fact, Director Frader would prefer Director Mob speak to this, so

[3:25:18] Trustee Luckham: I think I'm going to step in.

[3:25:20] Trustee Luckham: I just check in on that. And thank you for speaking up in her defense. So Director Maude,

[3:25:28] Trustee Luckham: please.

[3:25:29] Voice 11: Thank you, Chair. So this is an annual activity that Executive Committee is required

[3:25:34] Voice 11: to undertake. It is a responsibility that Trust Council has delegated to this group

[3:25:39] Voice 11: many, many years ago. So as I've mentioned in my director's report, audit planning is beginning.

[3:25:45] Voice 11: Part of that is appointing the auditor for the upcoming fiscal year audit.

[3:25:50] Voice 11: Staff are once again recommending that KPMG be appointed as the auditor for the current fiscal year.

[3:25:57] Voice 11: We've got a good history with them.

[3:25:59] Voice 11: They know us well.

[3:26:01] Voice 11: And so we would be recommending that direction.

[3:26:03] Voice 11: We have noted in past years that we're outside of the window that was secured from the former RFP process that was undertaken.

[3:26:11] Voice 11: taken. Unfortunately, I was carrying many responsibilities this past year and so was

[3:26:17] Voice 11: unable to move forward with the new RFP. We'll turn our minds to that in the future. Happy to

[3:26:22] Voice 11: take questions. Otherwise, there's a resolution for this group in the report.

[3:26:26] Trustee Luckham: Excellent. Tim

[3:26:28] Trustee Luckham: Peterson.

[3:26:30] Voice 8: Yeah, thank you, Director Mobs. In terms of issuing a new RFP, because I know we're

[3:26:37] Voice 8: three years outside the time span of the regional rfp um is that something that's going to happen

[3:26:45] Voice 8: as a matter of course over um you know prior to this decision coming around to ec next year

[3:26:52] Voice 8: or is there any requirement um from your end for direction from uh ec no directions required

[3:27:02] Voice 11: procurement is sort of in the hands of staff to administrate um and so it is something that's on

[3:27:07] Voice 11: on our radar um you know we were aware of it last year as well there's simply been no time to action

[3:27:12] Voice 11: that so you know at the completion of the current year audit we return our minds to running a new

[3:27:17] Voice 11: rfp yeah

[3:27:20] Voice 8: because i just think procedurally it's it's probably better to catch up on our

[3:27:26] Voice 8: little bit behind here so i appreciate that thank you

[3:27:31] Trustee Luckham: okay uh would somebody like to make the motion

[3:27:34] Trustee Luckham: that's in the package.

[3:27:46] Trustee Luckham: Oh.

[3:27:50] Voice 8: I move that KPMG be appointed auditor

[3:27:54] Voice 8: for the Islands Trust and the Islands Trust Conservancy

[3:27:56] Voice 8: 2024-25 financial statement audit.

[3:28:01] Trustee Luckham: All right.

[3:28:02] Trustee Luckham: So move, seconded by Trustee Maude.

[3:28:04] Trustee Luckham: Thank you.

[3:28:05] Trustee Luckham: Trustee Elliott, Justice, no.

[3:28:07] Trustee Luckham: Okay.

[3:28:08] Trustee Luckham: So any discussion?

[3:28:10] Trustee Luckham: I'll call for the vote.

[3:28:11] Trustee Luckham: All those in favor?

[3:28:13] Trustee Luckham: That carries unanimously.

[3:28:16] Trustee Luckham: Excellent.

[3:28:17] Trustee Luckham: Thank you very much, Director Mobs.

[3:28:21] Trustee Luckham: We're going to move along to Legislative and Information Services Development and Primers Discussion, page 123 of your agenda.

[3:28:31] Trustee Luckham: Got your name attached to that, Vice Chair Elliott, so I'm going to turn it over to you.

[3:28:39] Voice 3: Just, I think this is after our last EC meeting.

[3:28:43] Voice 3: meeting um we were talking about continuous learning the helpfulness of the primers and

[3:28:51] Voice 3: orientation for new trustees so uh i guess i emailed in the inspiration of the moment um

[3:28:58] Voice 3: some topics that i thought could be uh folded into an orientation manual and provided as primers

[3:29:07] Voice 3: um and so yeah it's just here for discussion and comment um i think this is an evolving project

[3:29:17] Voice 3: i don't necessarily see this as a piece of new work um but perhaps we could think about

[3:29:28] Voice 3: each piece of education or information that trustees need in coming whether you're a chair or

[3:29:35] Voice 3: not, how can that be best be delivered? There might be webinars, we might need an

[3:29:43] Voice 3: orientation manual, but these primers could be helpful. And I'll just point to

[3:29:50] Voice 3: one thing like council committee system, relationship between EC council

[3:29:54] Voice 3: committees and the delegation of work.

[3:30:00] Voice 3: I think we need to do a little bit of, I don't know if it's a briefing necessary, but an

[3:30:09] Voice 3: explainer of how committee work should move through a structured decision-making process.

[3:30:19] Voice 3: We've been caught up several times with, you know, new chairs, myself chairing RPC,

[3:30:26] Voice 3: for instance, and not getting endorsement from Trust Council for adding a piece of work

[3:30:32] Voice 3: to a project charter for instance and then having to loop back around and that just causes a lot of

[3:30:37] Voice 3: unnecessary um extra administrative work so um explainers is kind of what i'm thinking of it

[3:30:45] Voice 3: might not be primers but how can we um plain language some of our very i don't know uh

[3:30:57] Voice 3: complicated uh information architecture and relationships between uh committees and

[3:31:03] Voice 3: everything else so that incoming trustees have a smoother um onboarding so open it up for discussion

[3:31:12] Voice 3: if anybody has any thoughts and we could just leave it as a ongoing development piece and leave

[3:31:19] Voice 3: it with a cao who seems to be tracking with this idea anyway okay

[3:31:25] Trustee Luckham: very good well thank you toby

[3:31:26] Trustee Luckham: Well, we indeed, with the conversation we had earlier about webinars and training for

[3:31:35] Trustee Luckham: council generally and orientation, this seems that it would be nicely embraced in that work.

[3:31:44] Trustee Luckham: I don't know that we need any specific direction at this time, but that would be your call,

[3:31:48] Trustee Luckham: I guess.

[3:31:50] Trustee Luckham: But certainly we need to be cognizant of creating more work, even more work outside of the context

[3:31:57] Trustee Luckham: direction from council, although certainly I know there's plenty of support for this kind of

[3:32:02] Trustee Luckham: thing. So I don't know if the CAO wants to make any remark at all about embracing this in the

[3:32:09] Trustee Luckham: thoughts and work that you've sort of got planned, and otherwise let's go and see what the other

[3:32:14] Trustee Luckham: trustees think here, keeping in mind we have just cut some budget on educational opportunities,

[3:32:23] Trustee Luckham: so we'd have to embrace that as well so over to the cao and then tim peter tim peterson yeah

[3:32:29] Voice 5: thanks yeah i think this is this is good piece to consider and roll into that conversation around

[3:32:35] Voice 5: around an onboarding and orientation refresh for for next council um and on the topic of

[3:32:41] Voice 5: of primers in general i think you know and

[3:32:44] Voice 5: i and i know we have a draft one on on chairing here to

[3:32:48] Voice 5: look at today too, to get your input on. I think, yes, it creates a bit of work,

[3:32:54] Voice 5: but if we're choosing topics where there's value, then ideally it saves us a bit of work over time

[3:33:01] Voice 5: because we're working through things in meetings particularly more efficiently. So as long as

[3:33:06] Voice 5: there's the benefit to the cost of time, then I think we can find ways to deliver those.

[3:33:13] Voice 5: You know, I don't want to do a whole suite of them, and then we just end up with a stack of primers that you can't keep track of which one you need to be referring to. But if we have a couple, and I know the one that we had at the last Trust Council meeting worked well for folks. So if we have a couple that are really useful that I think they're worth looking at, and then I think there's a bit of a guide here, as Vice Chair Elliott has noted, on some of these more complex pieces.

[3:33:37] Voice 5: I think even for current trustees, but certainly as I think part of an onboarding, just to help people get their head around. Yeah, you have to, in some cases, dive into the policy to understand the full complexity, but at a basic level, here's how these things work will be a useful component of that package if we go there. Thanks.

[3:33:56] Trustee Luckham: Okay, Tim Peterson, and then back to Vice Chair Elliott.

[3:33:59] Trustee Luckham: yeah

[3:34:01] Voice 8: thank you i do appreciate um this work i think it's useful i was just reflecting i think

[3:34:09] Voice 8: when we were putting together the primer um for the last uh trust council i made a suggestion i

[3:34:17] Voice 8: don't think i made a resolution based on it though was that maybe the back of that um primer could

[3:34:24] Voice 8: have a little section on points of order and points of privilege um there has been a certain

[3:34:30] Voice 8: amount of confusion um through this trust council um it's the first time i've seen so many um raised

[3:34:42] Voice 8: um in my previous two terms i actually don't have any that stand out but um i think it's important

[3:34:52] Voice 8: that if if these um procedures are going to be used a trust council that we have a really clear

[3:34:59] Voice 8: clearly laid out little brief guide.

[3:35:03] Voice 8: I was just thinking, as I said,

[3:35:04] Voice 8: just the backside of the page

[3:35:07] Voice 8: that we had for December Trust Council,

[3:35:11] Voice 8: just so that we're not wasting council time

[3:35:16] Voice 8: having people call points of order

[3:35:18] Voice 8: that actually aren't points of order

[3:35:22] Voice 8: and just sort of maybe just identify.

[3:35:25] Voice 8: I found a couple of little guides online.

[3:35:28] Voice 8: line um i i don't think it needs that needs to be a huge amount of work just to put a little section

[3:35:36] Voice 8: on that on the back of the the one the previous one so my

[3:35:41] Trustee Luckham: thoughts brilliant thanks uh tim

[3:35:44] Trustee Luckham: vice chair elliot yeah

[3:35:47] Voice 3: and just a brief follow-up um it there are some things that we will need to

[3:35:53] Voice 3: explain because they're being challenged because people don't understand how local government works

[3:35:59] Voice 3: And as an example, new trustees coming in were baffled by the open meeting rules and the legislation behind it, and we had to have a legal session, which cost money, to explain that.

[3:36:12] Voice 3: So primers may not be the right word. This is an orientation. This is the appropriate legislation, the shorthand. Where can you get the policy? But in a very distilled way so that we're not seeming to put forward things that are arcane or Islands Trust special, that they're normal business, but they are not well understood.

[3:36:38] Voice 3: and i think um this is not going to be a novelty there's going to be new trustees coming in

[3:36:45] Voice 3: all the time who just don't understand how government works so um anyways thanks for

[3:36:51] Voice 3: the conversation um we can just tuck this in the back folder and oh yeah i did want to note as well

[3:36:57] Voice 3: that a lot of this is in the ltc uh toolkit local trust committee toolkit some of the background

[3:37:04] Voice 3: ground stuff so we may not have to rewrite anything it's just how is it accessible

[3:37:13] Voice 3: and where are those resources so thanks for the conversation all

[3:37:20] Trustee Luckham: right um i'm just going to make

[3:37:22] Trustee Luckham: a remark and then i'll follow up with david marler who i know has wisdom to share with us

[3:37:29] Trustee Luckham: and this might be a bit of cynicism creeping out um i did mention earlier that i thought a midterm

[3:37:36] Trustee Luckham: check-in would be a good idea. And to now sort of revisit those concepts that were introduced

[3:37:42] Trustee Luckham: to trustees at the beginning of the term. And I'll reflect that, David would be able to tell

[3:37:50] Trustee Luckham: me for sure, but let's say 20 years ago, the term was only two years. We would be at the end of that

[3:37:56] Trustee Luckham: term. And so it's interesting in that for all that time, the previous 30 years of local government

[3:38:04] Trustee Luckham: government at the Islanders Trust, we managed in some fashion. And maybe there was a different

[3:38:10] Trustee Luckham: application to the job when you were elected. But then, of course, we migrated to three years,

[3:38:18] Trustee Luckham: and now we're at four years. I don't expect anybody's ever going to go to five years,

[3:38:22] Trustee Luckham: but I suspect possibly if the government wanted to revise how local governments were organized,

[3:38:28] Trustee Luckham: they might return to three years, in which case we'd have to consider that these materials that

[3:38:33] Trustee Luckham: we're talking about developing really need to be sound and solid and well-received when we do

[3:38:40] Trustee Luckham: present them, because we can't afford to revisit these things continuously, as Toby has pointed

[3:38:45] Trustee Luckham: out, getting legal opinions about certain things when, in fact, the open meeting rule has been

[3:38:50] Trustee Luckham: around for a long time and should be understood by everybody. But certainly we can help. So those

[3:38:57] Trustee Luckham: Those are just my cynicism creeping up.

[3:39:00] Trustee Luckham: David Marley.

[3:39:02] Voice 6: Yeah, thank you.

[3:39:03] Voice 6: I just wanted to kind of reflect a little bit on something that

[3:39:06] Voice 6: Trustee Vice Chair Elliott mentioned that the first two items listed

[3:39:12] Voice 6: under their list there, some that you think could be helpful,

[3:39:16] Voice 6: excuse me, open meeting rules, standards of conduct,

[3:39:19] Voice 6: and the last two, FOI and content information for in-camera

[3:39:24] Voice 6: restricted, those do apply to any local government in BC. So those are pretty standard. That would

[3:39:30] Voice 6: be really an easy parameter to create that just kind of says this is what the law says and this

[3:39:37] Voice 6: is how, you know, you should be considering it. The four in the middle, the council committee

[3:39:42] Voice 6: systems, the relationship between EC council committees with delegation of work, strategic

[3:39:48] Voice 6: plan and corporate plan, those are really politically driven by trust council, either

[3:39:53] Voice 6: through policy or decisions that it's been making. I mean, we could certainly develop things around

[3:39:59] Voice 6: that, but I think those would be a little bit more nuanced to what council would like. So those are

[3:40:04] Voice 6: areas you might want to say, well, what do we want to do in these areas that make it better for us?

[3:40:10] Voice 6: And then through maybe some policy amendments, you can develop some communication to trustees

[3:40:17] Voice 6: and the public on that. But you might want to think about how it's working initially before

[3:40:22] Voice 6: you start to say this is written in stone, this is the way we do things. And I was going to just

[3:40:29] Voice 6: mention, and thank you Chair Luckham, that we do have the toolkits and we could certainly brush

[3:40:34] Voice 6: them off, maybe have a look at how they're written so that some of this stuff is a little bit more

[3:40:40] Voice 6: in the forefront and re-release them to the public, to the trustees, so that it's just kind

[3:40:47] Voice 6: of a reminder that we we do have documentation on most of this stuff already so we're not really

[3:40:53] Voice 6: reinventing anything but it would take a little bit of time just to you know if you want a bit

[3:40:58] Voice 6: more succinct to clean it up anyway if you want anything um you know just some direction but

[3:41:04] Voice 6: otherwise this is something that staff will certainly be thinking of as we head into the

[3:41:09] Voice 6: next term and developing orientation materials for the new incoming trustees thank you okay

[3:41:17] Trustee Luckham: Okay, thank you, everyone, for this discussion. And thank you, Vice Chair Elliott, for bringing this to the forefront. And I think that what we've heard is the CAO is certainly going to embrace that in the work that's ongoing. So I think we can look forward to some new fresh materials. So that's great. I'm going to continue on if that's all right.

[3:41:40] Trustee Luckham: this actually brings us to a case in point at 10.2.5.2 on page 124 is the chair primer and

[3:41:48] Trustee Luckham: it's a lovely looking document that covers off most of the basics there and i think this is good

[3:41:53] Trustee Luckham: work um and so we're uh david marler is looking for review and feedback on this item and um

[3:42:01] Trustee Luckham: i'd say send it to press myself but uh um let's uh see what the other vice chairs think at this

[3:42:09] Trustee Luckham: time could

[3:42:09] Voice 6: i just uh make a comment oh

[3:42:11] Trustee Luckham: absolutely yeah

[3:42:12] Voice 6: yeah um yeah so i just want to thank

[3:42:16] Voice 6: alexander for uh taking the alexander sorry taking the lead on uh putting this together

[3:42:23] Voice 6: and just like to know if um you think we've missed something here so imagine this is not

[3:42:29] Voice 6: just for chair of trust council but maybe it can be used by the chairs of local trust committees

[3:42:34] Voice 6: committees, so the vice chairs, chairs of council committees, for example.

[3:42:39] Voice 6: So maybe take a look at it.

[3:42:41] Voice 6: You can probably email me or Alexandra with any suggestions, unless you want to have a

[3:42:47] Voice 6: discussion now.

[3:42:48] Voice 6: And then we will clean this up and make sure that from our point of view, we haven't missed

[3:42:53] Voice 6: anything and bring it back to you with the intent to have it available by March Trust

[3:42:59] Voice 6: Council.

[3:43:01] Voice 6: Thanks.

[3:43:05] Trustee Luckham: Okay.

[3:43:06] Trustee Luckham: Yeah.

[3:43:06] Trustee Luckham: Yeah, well, Tim certainly had some suggestions about the backside, but I noticed that the backside is already covered.

[3:43:11] Trustee Luckham: So I'll go to Tim Peterson. He's got his hand up first.

[3:43:15] Voice 8: Well, my suggestions were for a point of order was the backside of the the the one that we sent out to trustees for December.

[3:43:25] Voice 8: And so regarding this one, my only the only thing that I that I thought might be worthy of consideration is the dreaded amendment process.

[3:43:39] Voice 8: um which we all know and love well but uh that's the only thing that stood out for me as as possibly

[3:43:47] Voice 8: being um uh maybe maybe being worth considering addressing so that's it okay

[3:43:57] Trustee Luckham: uh vice chair elliot

[3:43:59] Trustee Luckham: um

[3:44:02] Voice 3: so i wanted to look at the meeting management uh part and the two pages um

[3:44:11] Voice 3: because I was going back to the notes from our facilitated session with Lisa Zwarne,

[3:44:17] Voice 3: and she listed eight principles of meeting management, which I don't necessarily see

[3:44:23] Voice 3: reflected here. So this seems more of an informal best practices almost. The meeting management that

[3:44:33] Voice 3: she seemed to summarize, I don't know if it comes from Robert's rules, but the assembly is

[3:44:38] Voice 3: is paramount majority must be allowed allowed to rule minority has rights that must be respected

[3:44:43] Voice 3: and it goes through to eight and there it's actually quite a a good concise list um up to

[3:44:51] Voice 3: number eight if there's a breach of the rules a member has the right to insist upon adherence to

[3:44:55] Voice 3: the rules by means of a point of order and that then could be a separate piece so um yeah i don't

[3:45:03] Voice 3: know like this is good i just think the eight points that um lisa's warn sort of landed on

[3:45:13] Voice 3: are more comprehensive maybe authoritative what's the word i don't know what i'm looking for

[3:45:23] Voice 3: does anybody remember that uh

[3:45:27] Trustee Luckham: yeah you're right david marler do you have a remark with respect to

[3:45:36] Trustee Luckham: that yeah

[3:45:38] Voice 6: um i think what you're looking at here is is um more to what the chair um does um i think

[3:45:49] Voice 6: what you have um from the session is more about the assembly and i think they're both valid i

[3:45:56] Voice 6: guess it's how would you like to approach it so i can certainly take a look at those and have a

[3:46:01] Voice 6: look at this and see how we can incorporate it or even replace this with that if it makes more

[3:46:08] Voice 6: sense to do so just want to be clear though that this primary is intended for the chair

[3:46:13] Voice 6: not for all of the council members well

[3:46:18] Trustee Luckham: thank you for that clarity that's a good case in point

[3:46:24] Trustee Luckham: the chair and chairing versus the assembly and um so yeah it begs the question however is there

[3:46:35] Trustee Luckham: something else that may be uh necessary for the assembly and i was actually going to mention

[3:46:42] Trustee Luckham: because the idea of the motion the amendment the beloved amendments and of course going back to my

[3:46:49] Trustee Luckham: original comments earlier was actually it it's as much about crafting the motion to begin with

[3:46:55] Trustee Luckham: and so some advice about the preparation of a motion which you know we all agree on the fly

[3:47:07] Trustee Luckham: is not a good situation we end up in that place quite often so anyway that's all i have and so

[3:47:16] Trustee Luckham: So I'll go to Vice Chair Elliott.

[3:47:20] Trustee Luckham: And then what do we want to do with this?

[3:47:26] Voice 3: I think you're right, David, that those were more general.

[3:47:33] Voice 3: I've just posted them in the chat.

[3:47:36] Voice 3: Those are more general rules of sort of principles of good meeting.

[3:47:41] Voice 3: So, and Chair, I'm just reflecting on your one sheet that you handed out before December Trust Council meeting. Do we need another primer with sort of these are the principles? It's essentially getting everyone to agree this is how we will behave or we agree to, what is the word?

[3:48:06] Voice 3: Oh, darn it. It's a social contract, how we agree we're going to cooperate in this meeting together. And then on the flip side of that could be the points of order, which you referred to Vice Chair Peterson articulating what exactly are the grounds for a point of order.

[3:48:22] Voice 3: so this is maybe more about conduct and sort of the social contract for the

[3:48:29] Voice 3: whole council to agree to so maybe we don't need to change this chair primer

[3:48:35] Voice 3: there's a another piece that where this could fit thanks

[3:48:42] Trustee Luckham: I'll just say thank you

[3:48:46] Trustee Luckham: I share Elliott for raising what I did attempt to do there that essentially is

[3:48:54] Trustee Luckham: is trying to endorse and support some kind of social contract and seeking support for

[3:49:00] Trustee Luckham: rules of conduct. But of course, it was pointed out by others in that process that actually the

[3:49:10] Trustee Luckham: chair rules and just decides how the conduct is going to be done and behave or not. But I also

[3:49:22] Trustee Luckham: I also know that the sessions and the training that I have taken, which I would encourage others to get training on, it does indicate that the best practice is to seek approval or tacit approval or permission to conduct the meetings in a certain way so that when we cross the line to not behaving in the way that we agreed upon at the beginning of the meeting,

[3:49:48] Trustee Luckham: individuals can be called out based upon the agreement of the body and so there's room for

[3:49:55] Trustee Luckham: conversation there for sure and i quite frankly don't know how that might get done or developed

[3:50:02] Trustee Luckham: as a document but perhaps david can embrace that as part of his thought process going forward with

[3:50:10] Trustee Luckham: anything else that we choose to do but i think this um is helpful to chair not just the chair

[3:50:18] Trustee Luckham: of council but chair of committees i think that's really important because there are certainly

[3:50:22] Trustee Luckham: behaviors that lead us into trouble with clarity of the direction from committees that could be

[3:50:30] Trustee Luckham: resolved by adhering to more stringent practices so thank you all is there do we have anything

[3:50:41] Trustee Luckham: Anything specific for David to undertake here or maybe it should say chair's primer.

[3:50:50] Trustee Luckham: I would just say that actually rather than make it singular, make it chair's primer

[3:50:54] Trustee Luckham: because then it's committees and council and date it would be a good thing.

[3:51:06] Trustee Luckham: Anything else from anybody?

[3:51:07] Trustee Luckham: Vice Chair Elliot.

[3:51:09] Voice 3: I think it's as good as it is.

[3:51:11] Voice 3: Let's run with it and see how it goes.

[3:51:16] Voice 3: would there be support for giving direction to develop a conduct of the assembly primer?

[3:51:25] Voice 3: And we can use the basis of those eight principles just for general conduct.

[3:51:32] Voice 3: Anything else that you added on, Cher, from your handout, which I think was good.

[3:51:38] Voice 3: Maybe we could just pick a few highlights.

[3:51:41] Voice 3: And then on the back could be, what are the points of order?

[3:51:46] Voice 3: Because I think, Trustee Peterson, you had a good reference for that. I've used it a couple of times because I still don't really understand what constitutes a point of order. So, I mean, rules for assembly are rules for, it's not just, yeah, we've got a code of conduct or standards of conduct, but if we're talking primers and something that's just laying on the table so people are reminded, courtesy and respect for others are required.

[3:52:14] Voice 3: that's the principle and um we agree to it i don't think it would be can we just make that

[3:52:21] Voice 3: decision and and request that as a piece of work today

[3:52:24] Trustee Luckham: well that's our will to undertake that but

[3:52:29] Trustee Luckham: um i would certainly be supportive because actually i think that uh in terms of supporting

[3:52:35] Trustee Luckham: the chair in assisting the conduct of the meetings um that's why i created that document

[3:52:41] Trustee Luckham: to try and get that to be clear to counsel how we should proceed and so i think that it's helpful

[3:52:49] Trustee Luckham: and thank you for recognizing that and um i would say that we can ask david in his spare time to

[3:52:57] Trustee Luckham: look at that for sure be

[3:53:02] Voice 3: happy to work with you with uh with you on it david i think it would be

[3:53:06] Voice 3: a fairly straightforward piece although i

[3:53:11] Trustee Luckham: think we do need to respectfully provide direction so

[3:53:14] Trustee Luckham: that he can put that on his work list okay i

[3:53:17] Voice 6: was just going to ask for that thank you yeah

[3:53:19] Voice 3: uh i

[3:53:21] Voice 3: move that executive committee request staff to prepare a primer on principles of conduct and

[3:53:32] Voice 3: i

[3:53:34] Trustee Luckham: like the word assembly the

[3:53:36] Voice 3: assembly yeah principles of good meeting assembly um yeah we

[3:53:46] Voice 3: We can keep conduct out of there because we've got to sound.

[3:53:49] Voice 3: So principles of meeting assembly.

[3:53:56] Voice 3: That means the same thing.

[3:53:59] Voice 3: Somebody help me out.

[3:54:01] Voice 6: If I may.

[3:54:02] Voice 6: So yeah.

[3:54:03] Voice 6: Yeah.

[3:54:04] Voice 6: Primary principles of conduct.

[3:54:05] Voice 6: Sorry.

[3:54:06] Voice 6: Principles of meeting assembly of the meeting assembly or the meeting

[3:54:12] Voice 6: assembly based on the guidelines from.

[3:54:18] Voice 6: um i can't remember the consultant's name he

[3:54:21] Voice 3: says warren thank

[3:54:22] Voice 6: you yeah yeah

[3:54:24] Voice 3: i'll email you my

[3:54:26] Voice 3: notes from that because i've got them all written up uh along with um clarification on points of

[3:54:34] Voice 3: order somebody

[3:54:40] Trustee Luckham: tell me if identifying an individual in a motion like this is an appropriate thing

[3:54:43] Trustee Luckham: maybe previous counsel uh

[3:54:48] Voice 6: yeah so maybe just say from the um training session

[3:54:52] Voice 6: and then we'll put the date

[3:54:54] Voice 6: in here.

[3:54:56] Voice 3: May 19th

[3:54:57] Voice 3: 2023.

[3:55:00] Voice 6: Thank you.

[3:55:03] Trustee Luckham: That long ago.

[3:55:06] Voice 3: Yes.

[3:55:08] Voice 6: 2022.

[3:55:10] Voice 3: We got elected in November

[3:55:12] Voice 3: 2022. So it must have

[3:55:14] Voice 3: been May 2023.

[3:55:17] Voice 3: You serious?

[3:55:19] Trustee Luckham: Anyway, you know,

[3:55:21] Trustee Luckham: she may have attended more than one council

[3:55:23] Trustee Luckham: but let's leave it at that

[3:55:31] Trustee Luckham: because you know what we're talking about.

[3:55:32] Trustee Luckham: Great. Thank you.

[3:55:34] Trustee Luckham: So let's move. Do I have a seconder? I see Trustee Maude's hand up in the background there. Thank you. Any further discussion? All those in favor? So that carries unanimously. That's brilliant. Okay. And did you need a motion on the primer, David, or it just says review and feedback?

[3:55:59] Trustee Luckham: back uh

[3:56:01] Voice 6: no that's fine if you had any significant changes i would ask for a motion but i think you're

[3:56:06] Voice 6: just asking us to um clean it up a little bit and bring it back okay

[3:56:10] Trustee Luckham: so then now we're on to new

[3:56:13] Trustee Luckham: business and um i did add a new business item at 11.6 but the only item that's here 11.2.1 ltc chair

[3:56:24] Trustee Luckham: reports on local advocacy topics is there anything going on at the ltc's that you haven't reported

[3:56:31] Trustee Luckham: it out on at this point okay so 11.6 um is to do with our september trust council meeting and um

[3:56:50] Trustee Luckham: the the um and the referral to some extent or not um from the regional planning committee

[3:56:59] Trustee Luckham: associated with the bylaw amendment policy manual.

[3:57:04] Trustee Luckham: And I don't know, there's some difference of opinion

[3:57:11] Trustee Luckham: or point of view on the appropriateness of that

[3:57:14] Trustee Luckham: having ended up coming through executive committee

[3:57:17] Trustee Luckham: who indeed determines whether or not

[3:57:22] Trustee Luckham: the information that goes to council

[3:57:23] Trustee Luckham: is adequate for decision-making and is ready.

[3:57:26] Trustee Luckham: And so that document was being worked on internally,

[3:57:30] Trustee Luckham: came through regional planning committee, and then came to executive committee and went to

[3:57:35] Trustee Luckham: council. And in fact, I think actually the other significant thing is that before it was seen by

[3:57:40] Trustee Luckham: council even, it had ended up on two local trust committee meetings as a document that they should

[3:57:48] Trustee Luckham: work with. And right or wrong, it perhaps set the stage for some confusion at council and some

[3:57:58] Trustee Luckham: heated debate upon the merits of it and it's certainly gone back for more work

[3:58:02] Trustee Luckham: but i think what uh this is a question from a trustee that has come forward to to

[3:58:10] Trustee Luckham: qualify how it is that this happened and how can we avoid getting into a situation like this

[3:58:18] Trustee Luckham: again in the future and um i'm sort of putting you on the spot a bit i uh by asking this question

[3:58:27] Trustee Luckham: but it's a question that's been lingering since September, and I think we just need to get it on

[3:58:32] Trustee Luckham: the table and have a conversation about anybody's recollections of those events and how we saw that

[3:58:38] Trustee Luckham: unfold. I do remember asking the director at the time whether this was ready to go to council

[3:58:45] Trustee Luckham: based upon the recommendations that came through from Regional Planning Committee at the time,

[3:58:52] Trustee Luckham: And the indication was that, if I'm not mistaken, was right.

[3:58:56] Trustee Luckham: I would say that I have not carefully gone through the meeting recording to determine how that unfolded.

[3:59:07] Trustee Luckham: But I would just like to see what understanding other vice chairs have and staff have with that.

[3:59:11] Trustee Luckham: And is there something to learn from this in order to have a greater level of success with our work

[3:59:20] Trustee Luckham: carrying through the bodies in order to seek counsel and endorsement? And I see Trustee

[3:59:25] Trustee Luckham: Elliott here has raised her hand and I want to thank you for some of your thoughts that you

[3:59:31] Trustee Luckham: shared yesterday.

[3:59:33] Voice 3: Yes, thank you, Chair. So as the delegate representative liaison to RPC, I do feel

[3:59:42] Voice 3: I bear some responsibility for triaging information and the back and forth.

[3:59:50] Voice 3: So I went back and reviewed the minutes and the video recording.

[3:59:56] Voice 3: I'll just note that Vice Chair Borthwick was chair.

[4:00:00] Voice 3: During Chair Patrick was traveling and it was late in her time zone.

[4:00:06] Voice 3: It was hour four when we discussed, the committee discussed sending these policies with our recommendations to Trust Council.

[4:00:17] Voice 3: So there were four pieces, Trust Council Policy 5.5.1 with two amendments, which we were recommending.

[4:00:29] Voice 3: And Chair Borthwick did say, we wish to send it to Trust Council with notes of our observations so far. So there's about, it was a confusing part of the meeting, in part, just because there was so many pieces, and they were not finished.

[4:00:47] Voice 3: So that much is clear. But what I was looking for in the recording was, did everybody have an understanding that these would be sent on to trust counsel as essentially a pulse check? And that was clear from the beginning to the end.

[4:01:03] Voice 3: And I'll say that from my point of view, Director Cermak tried to phrase it, a recommended motion very clearly to help us with, here's our proposed amendments or additions, and we are forwarding this to Trust Council.

[4:01:22] Voice 3: So, the three pieces, trust council policy 7.1.2, this was the one in which I recommended staff go through the checklist from the ombudsperson's office to confirm they've captured everything.

[4:01:37] Voice 3: This was not forwarded to trust council because it needed more work.

[4:01:41] Voice 3: The best practices manual, we got bogged down quite a bit, recommended making a plain language version.

[4:01:48] Voice 3: version, we dropped the idea of sending it to the ombudsperson's office for now. There was some

[4:01:53] Voice 3: discussion it should go to council and the ombudsperson's office, but it wasn't ready.

[4:01:58] Voice 3: We still wanted to do some work, but it was still discussed that this would travel to trust council

[4:02:03] Voice 3: to confirm the direction, plain languaging, and get input. But I think the one that the

[4:02:13] Voice 3: the trustees referring to is the draft LTC by-law enforcement policy

[4:02:17] Voice 3: template.

[4:02:21] Voice 3: And so just recalling how this whole thing started,

[4:02:25] Voice 3: it was back in May. I was chairing RPC.

[4:02:29] Voice 3: We added that piece to the project charter because it was a staff initiated

[4:02:36] Voice 3: piece. And then in September, we, well,

[4:02:40] Voice 3: well, September 4th at RPC, we have to go back to Trust Council and confirm that they want this

[4:02:48] Voice 3: piece added. By then, Denman Island had already approved their bylaw enforcement policy. And

[4:02:58] Voice 3: by the time Trust Council happened, Gabriela Island already had, as you said. So I think

[4:03:05] Voice 3: I think the confusion is whether the committee had actually intended to send that LTC bylaw enforcement template. It's clear that we intended to send the charter. Council needed to vote on adding that piece of work to the charter, which we did.

[4:03:26] Voice 3: But since one LTC, and it was already being considered by a second LTC, was going to be looking at the template, I do think it made sense to have that added in and sent to council, as in, here's the piece of work that you're essentially approving, adding to the charter.

[4:03:48] Voice 3: harder. So it was a confusing 40 minutes of the meeting. Director Cermak really tried to

[4:03:55] Voice 3: get us to nail down some resolutions of what are we actually sending on with our amendments.

[4:04:03] Voice 3: So I just think it's a big learning curve. And if I've misspoken on anything, perhaps Director

[4:04:10] Voice 3: Cermak, you can correct me, but I really did try to listen in to what was the intent of the

[4:04:17] Voice 3: committee and i do feel it was well understood all those pieces were traveling back to council

[4:04:23] Voice 3: to confirm the direction and it was understood they were not finished this is a work in progress

[4:04:32] Trustee Luckham: okay thank you for that toby appreciated uh stefan cermak so um i'll turn it over to you

[4:04:40] Trustee Luckham: to make any remarks and then i think were there lessons here to learn and um and is there something

[4:04:46] Trustee Luckham: something we can do to improve the process into the future over to you thank

[4:04:51] Voice 7: you Mr chair indeed

[4:04:52] Voice 7: many lessons have been learned and and those lessons are being applied um I I think that was

[4:04:57] Voice 7: a great um um historical sort of rundown of how we got to where we are uh by uh trustee or vice

[4:05:04] Voice 7: chair Elliot thank you very much I I would just add one key point and that is that Trust Council

[4:05:09] Voice 7: approved project charter and that project charter has traveled to each uh regional planning committee

[4:05:14] Voice 7: meeting. And in it, it clearly outlines the steps and processes and deliverables and where things

[4:05:19] Voice 7: were supposed to go. But the fact that it was amended, I thought we were being nimble and

[4:05:24] Voice 7: adaptive and creative. We were corrected on that. And then the process, making sure we get a clear

[4:05:33] Voice 7: resolution, forwarding it is equally as important. And those lessons have been well learned and

[4:05:40] Voice 7: applied and we are in fact having a special business meeting next week about this very topic

[4:05:46] Voice 7: and i assure you we'll be watching those resolutions like a hawk to make sure that they

[4:05:51] Voice 7: they proceed in a way that's acceptable to rpc and um and that it's addresses this issue

[4:05:57] Voice 7: okay

[4:05:59] Trustee Luckham: so that meeting you're referring to is the rpc meeting i believe on monday or tuesday that's

[4:06:05] Voice 7: correct oh yeah right that's two yeah on on monday special business meeting addressing by law

[4:06:10] Voice 7: enforcement policy okay

[4:06:12] Trustee Luckham: brilliant um do any of the other vice chairs or the cao i realize you

[4:06:18] Trustee Luckham: weren't privy to it but with if you certainly and i see the director mobs actually acting cao at the

[4:06:23] Trustee Luckham: time might um have interim cao more appropriately might have some remarks but uh not seeing any

[4:06:30] Trustee Luckham: other hands up i'll turn to director mobs retired interim cao thank

[4:06:38] Voice 11: you chair um so

[4:06:42] Voice 11: So, personally, I think one of the lessons that could be learned here is that resolutions are important.

[4:06:49] Voice 11: So, I understand that, you know, many of these materials travel to Trust Council by way of consent of the Regional Planning Committee.

[4:06:57] Voice 11: And it was not, obviously, at this point, not clearly understood by all meeting attendees that that is what was being consented to.

[4:07:06] Voice 11: too. I did take a few moments to listen to the portion of the RPC meeting where the discussion

[4:07:13] Voice 11: was happening around, you know, what are we wanting to do here with these materials, what's

[4:07:17] Voice 11: happening. And I did hear two instances where staff said, just want to be clear, once the

[4:07:22] Voice 11: conversation is finished, we're going to send all of these materials, including this policy,

[4:07:26] Voice 11: that policy, this policy to council, and raised by staff about that subsequent to conversation.

[4:07:33] Voice 11: and in that moment yes that's going to happen now whether so I think that's how the bulk of

[4:07:40] Voice 11: the material found its way to trust council the if we're looking particularly at the local trust

[4:07:46] Voice 11: committee bylaw and compliance enforcement policy template maybe that one was not specifically

[4:07:52] Voice 11: named I could see how there would be some sort of assumption that it would travel with an amended

[4:07:58] Voice 11: project charter that includes adding that so you know if there was a

[4:08:05] Voice 11: misunderstanding or a mistake you know we're all humans more human beings we're

[4:08:10] Voice 11: going to make mistakes and have misunderstandings especially at the end

[4:08:13] Voice 11: of a long for our meeting but anyway just going back to what my main point is

[4:08:18] Voice 11: is that the learning here at least for me is that those resolutions matter

[4:08:20] Voice 11: let's not be doing important work by consent and let's make sure that

[4:08:24] Voice 11: resolutions are also very clear about what direction is being given to staff yeah

[4:08:32] Trustee Luckham: that's um

[4:08:33] Trustee Luckham: that's great advice thank you i'll just remark you know i certainly today i've done uh decisions by

[4:08:41] Trustee Luckham: general consent but usually it's to advance a piece of work for which there's no changes of

[4:08:48] Trustee Luckham: significance but indeed a motion is recorded clearly in the minutes as a motion and we should

[4:08:57] Trustee Luckham: some, I notice on occasion there's a little impatience with crafting motions and moving

[4:09:03] Trustee Luckham: and seconding and voting on them. But that's how we conduct business. So thanks for that tip.

[4:09:11] Trustee Luckham: David Maud, I see your hand up.

[4:09:16] Trustee Maude: Thank you, Chair. I'm just referring back to Trustee Patrick's

[4:09:21] Trustee Maude: um email and the statement that i struggle with because i'm trying to understand how we can be

[4:09:27] Trustee Maude: better at what we do um it says to quote i believe the entire conversation could have been avoided

[4:09:33] Trustee Maude: if ec had been doing its job preparing the agenda package and i would like some guidance as to where

[4:09:41] Trustee Maude: we stray because i think that's trustee patrick's focus um there seems to be a lot of um sort of

[4:09:50] Trustee Maude: gray areas is how it got to where it got to but um where did where where did in in the opinion of ec

[4:09:57] Trustee Maude: and staff where did we fall down to address uh trustee patrick's concerns okay

[4:10:07] Trustee Luckham: so i don't know

[4:10:08] Trustee Luckham: as an ec member do you have any reflections on that particularly but otherwise i'll go to trustee

[4:10:13] Trustee Luckham: elliott seeing as

[4:10:14] Trustee Luckham: you've asked the question what is your

[4:10:16] Trustee Maude: to me like we received something um

[4:10:19] Trustee Maude: basically in a package to be forwarded there wasn't anything in the package that raised

[4:10:25] Trustee Maude: concerns to me being kind of at that point an outsider as I recall it was all recommended that

[4:10:33] Trustee Maude: it be forwarded to trust counsel it wasn't an initiative of EC so I'm just trying to

[4:10:41] Trustee Maude: I'm struggling with where it's being pointed out that we didn't do our job and I want to

[4:10:48] Trustee Maude: understand what we didn't do as EC in particular

[4:10:52] Trustee Maude: so that we can do better rather than reflect

[4:10:56] Trustee Maude: the actions of others.

[4:10:59] Trustee Luckham: Thank you for the question.

[4:11:01] Trustee Luckham: Vice Chair Elliott.

[4:11:05] Voice 3: I think it's

[4:11:07] Voice 3: the question is a good one because

[4:11:11] Voice 3: it's asking not just

[4:11:15] Voice 3: is this ready for council? Is council ready

[4:11:20] Voice 3: ready for this material? And is the material adequately presented and explained? So some

[4:11:28] Voice 3: analysis on where council is at, because that's what we're trying to do all the time. We're trying

[4:11:34] Voice 3: to manage this very long meeting with a lot of pieces of information. And so I think in retrospect,

[4:11:43] Voice 3: If we've got a lot of big projects, you know, discussion on request to the province about provincial review, we're looking at policy statement, was this particular piece ready for discussion in that everything is clear, what we're asking council is clear, we're going to have an effective debate and decision on it?

[4:12:10] Voice 3: this could have been a project that EC would have decided you know what it needs more work

[4:12:17] Voice 3: or it's going to cause confusion or we're going to get bogged down and I think that's a qualitative

[4:12:22] Voice 3: you know it's an analysis it's not straightforward because of course this is the other point is I

[4:12:31] Voice 3: don't want to be as an EC executive member squashing or bypassing the work of a committee

[4:12:37] Voice 3: committee right so committee is doing good work they're putting a lot of thought into it

[4:12:43] Voice 3: they're making recommendations and they want that reviewed by council we shouldn't be in the

[4:12:49] Voice 3: position of stopping that but we should be thinking of can council take this in

[4:12:56] Voice 3: is this ready for discussion are we going to get bogged down so i think that's the balance

[4:13:03] Voice 3: and it's an art it's not a straightforward thing I think we should be analyzing each package coming

[4:13:10] Voice 3: through more thoroughly and if things are not clear asking staff to you know make the briefing

[4:13:17] Voice 3: more clear or check in with the chair is this ready and that may be the the check piece that

[4:13:24] Voice 3: we missed here check back with the chair of the committee are you confident in this work that

[4:13:30] Voice 3: that we can advance it to council.

[4:13:40] Trustee Luckham: Okay, Trustee Peterson,

[4:13:41] Trustee Luckham: you have something you'd like to add as well.

[4:13:45] Voice 8: Yeah, thank you, Chair.

[4:13:47] Voice 8: I think what Trustee Elliot just touched on

[4:13:51] Voice 8: is a really valid point there.

[4:13:56] Voice 8: As I understand it, the issue around this particular piece

[4:14:02] Voice 8: is could have been alleviated by that check back in with the chair of the committee as it's ready

[4:14:10] Voice 8: um so i i think that's that's definitely worthy of consideration the other bits yes it's absolutely

[4:14:18] Voice 8: it is ec's um function to to prepare for trust council meetings and to manage the content um

[4:14:29] Voice 8: And I guess, you know, in a similar vein, not being on, in this case, RPC, not being the rep on RPC, I think my own, perhaps if there's a failing, as Trustee Maude suggested, maybe it's just not delving into that material.

[4:14:59] Voice 8: But also just sort of a level of assumption that if there was issues, then whoever is the EC designate on that committee would hopefully have highlighted any issues with forwarding the material.

[4:15:21] Voice 8: So I think that as far as going forward, I think that notion of having, and it could be really just as simple as whoever the delegate is on that committee, checking back in with the committee chair prior to the EC meeting that says this item A, B, or C is ready to go to council.

[4:15:44] Voice 8: I think that's, that's probably the, the simplest, most straightforward way of avoiding this sort of thing popping up again. So I really appreciate that. And I think, I think that that covers it for me.

[4:16:05] Voice 8: yeah we need to we need we all need to do our diligence and maybe that's just one that last

[4:16:11] Voice 8: check-in is is something that we as as vice chairs as ec reps on the committees need to just add to

[4:16:19] Voice 8: our checklist just have that brief conversation with the chair of the committee for before we

[4:16:26] Voice 8: advance it. Thank you.

[4:16:28] Trustee Luckham: Yeah. Thanks, Tim, for those positive, proactive suggestions.

[4:16:37] Trustee Luckham: But, you know, we're all in this together, I think, I believe. And it's a two-way street.

[4:16:45] Trustee Luckham: Our executive committee agenda is posted a week, 10 days before we actually meet and is open and

[4:16:52] Trustee Luckham: is available to everybody to see. And so I think it's a good idea that chairs should check in with

[4:16:59] Trustee Luckham: their associated liaison or with the chair of council to when that information becomes apparent

[4:17:07] Trustee Luckham: that it's complete or not, so that we can avoid, you know, sort of a train wreck situation coming

[4:17:13] Trustee Luckham: into executive committee where the potential is, is that we turn that back to a regional planning

[4:17:18] Trustee Luckham: Committee or Trust Programs Committee or anybody else, when the agenda for council is going to be

[4:17:24] Trustee Luckham: published in the following days. Actually, I'm going to reflect for a moment, because I've been

[4:17:29] Trustee Luckham: talking about this for a bit, about us having more opportunity for more discussion, which

[4:17:35] Trustee Luckham: ultimately ends up in being more meetings, that on the CAO's agenda, I noticed when I was

[4:17:41] Trustee Luckham: reviewing it in the detail that I do turn my mind to most of the time, that it said item number two,

[4:17:50] Trustee Luckham: CAO, staff to provide options for more frequent executive committee meetings, because we used to

[4:17:55] Trustee Luckham: meet more often. And when we're approving a three-day agenda, 500 pages in five hours of a

[4:18:05] Trustee Luckham: a single in-person meeting, that's an awful lot of work.

[4:18:08] Trustee Luckham: And even being prepared for those meetings is substantial.

[4:18:14] Trustee Luckham: So I think we need to proceed more carefully

[4:18:17] Trustee Luckham: and with more diligence and have more conversations for sure.

[4:18:23] Trustee Luckham: Yeah.

[4:18:28] Trustee Luckham: I think what I've heard from everybody

[4:18:30] Trustee Luckham: is we've learned something from this

[4:18:32] Trustee Luckham: and we're going to pay more attention.

[4:18:35] Trustee Luckham: Outside of developing checklists,

[4:18:37] Trustee Luckham: which I would want to avoid, that we create more, more, more, more lists and do less and less work

[4:18:45] Trustee Luckham: in the long run. But anyway, Vice Chair Elliott, and then I just asked the committee,

[4:18:52] Trustee Luckham: is there anything further we need to discuss here other than implementing the ideas and

[4:18:58] Trustee Luckham: thoughts that we've had here today? Vice Chair Elliott.

[4:19:02] Voice 3: Yeah, I really think this is a good

[4:19:04] Voice 3: principle we don't need to do a checklist let's all just endeavor to um you know respect the

[4:19:11] Voice 3: chairs of the committees that that are working and are probably more closely following the work

[4:19:17] Voice 3: i do recall one other instance i think governance committee um was surprised by an item that landed

[4:19:23] Voice 3: on executive committee's agenda they're not necessarily closely watching um our meetings so

[4:19:30] Voice 3: So I think we need to be proactive in that.

[4:19:32] Voice 3: And also that September month was insane.

[4:19:36] Voice 3: UBCM preparation, there was so many meetings, September 4th, RPC, we had to turn it over

[4:19:43] Voice 3: for the next Friday to land on this agenda.

[4:19:47] Voice 3: So things were missed, you know, mistakes were made.

[4:19:51] Voice 3: I don't think there was anything egregious, but we need to have a little grace for one

[4:19:56] Voice 3: one another and i think exercise some leadership and checking in with the chairs of committees

[4:20:01] Voice 3: just to make sure we haven't missed something so that's it for me thanks for the conversation

[4:20:07] Trustee Luckham: yeah thank you so anything further on this topic otherwise we'll move along okay so uh this then

[4:20:17] Trustee Luckham: brings us to correspondence a number of pieces here uh the first uh very importantly there's

[4:20:26] Trustee Luckham: As an agenda context note, there are two staff seeking some direction on the delegation and the letter received from Bowen Island Municipality with respect to policy statement amendment project.

[4:20:41] Trustee Luckham: I'm really pleased to see that we're scheduling a meeting with Bowen Council, and certainly we can have more opportunity for conversation there.

[4:20:49] Trustee Luckham: But a letter does need to go out in acknowledging our decision-making process there in some fashion, and certainly somebody could have considered how we were going to engage with Bowen Island Municipality on this, above and beyond the representation by the two trustees that are elected to trust counsel from Bowen Island Municipality.

[4:21:18] Trustee Luckham: I'm not saying they are responsible for the cause of this, but I think we need to be cognizant of making the relationship between Bowen Island Municipality and Island Trust stronger, better.

[4:21:29] Trustee Luckham: We need to meet, and we've fallen down on that in the last couple of years.

[4:21:35] Trustee Luckham: Any thoughts from anybody, everybody?

[4:21:37] Trustee Luckham: And I'll just turn to Ruben and say, so what do you need from us with respect to the direction to write this letter to Bowen Island Municipality?

[4:21:46] Trustee Luckham: Yeah,

[4:21:47] Voice 5: I think just a sense of the kind of key messages. I think you've touched on one there, which is, you know, an acknowledgement that the engagement with them on the provincial review request could potentially have been managed more robustly or more intentionally.

[4:22:03] Voice 5: and i think we can and restate um as you just said the commitment to strengthen the working

[4:22:09] Voice 5: relationship with boy and i municipality and looking forward to the meeting but there's

[4:22:12] Voice 5: anything else specifically that you would like us to highlight in the response that would help us

[4:22:17] Voice 5: inform a draft that we'll bring back to you for for approval right

[4:22:21] Trustee Luckham: so the just to get ahead of

[4:22:24] Trustee Luckham: the schedule here before i go to the vice chairs so um if we could craft if if my suggestion would

[4:22:29] Trustee Luckham: would be that you craft a letter based upon the discussion had here today would that be adequate

[4:22:34] Trustee Luckham: yep okay so uh vice chair peterson um

[4:22:41] Voice 8: one of the conversations that i've had

[4:22:44] Voice 8: around this piece um referred back to um june council when um a former mla adam olson addressed

[4:22:57] Voice 8: council with um on the topic of the governance review request and um that speech i got the

[4:23:09] Voice 8: impression that that speech really resonated with a lot of trustees at that time and uh and

[4:23:18] Voice 8: i'm not sure if it formed the basis of anyone's decision making but i i do think that for some

[4:23:24] Voice 8: And some trustees that maybe hadn't put a lot of thought into the question that that speech made a big difference and influenced people's trustees thinking.

[4:23:38] Voice 8: So the conversation was consideration of forwarding a link to that portion of the meeting to Mayor Leonard and Bowen Council.

[4:23:54] Voice 8: Because I think it was a fairly eloquent speech.

[4:24:00] Voice 8: I don't think I could have said it better in that sense.

[4:24:06] Voice 8: And I think it does form a background to council's thinking and ultimate decision, I think, on this issue.

[4:24:18] Voice 8: So that was my suggestion, is getting a link to Bowen as forming part of the background of the discussion.

[4:24:32] Voice 8: Um, and I think the other thing that, that the really, that I, my takeaway from, um, from, uh, Mayor Leonard there was that, um, yeah, it would have been really, it would, it would have been better as a, as a partner, um, to have had conversations directly with Bowen Council prior to, prior to bringing this to, to Trust Council.

[4:25:00] Voice 8: Council. And it just gets back to our protocols, whether it's Bowen, which is an integral part

[4:25:14] Voice 8: of Islands Trust, or other communications with whether it's regional districts or whoever.

[4:25:20] Voice 8: However, we need to make sure that we're doing that at regular engagement with those partners and make sure that we don't let those opportunities for that formal engagement slide.

[4:25:42] Trustee Luckham: Okay, super. Thanks, Tim.

[4:25:45] Trustee Luckham: I'm just going to chime in and reflecting on what you said there, Tim.

[4:25:48] Trustee Luckham: Tim, I wouldn't want it to be construed that forwarding a link to former MLA Adam Olson's

[4:26:00] Trustee Luckham: presentation to us is an excuse for not having consulted. And there is no excuse for that.

[4:26:10] Trustee Luckham: Certainly, that adds some valuable context for why it is and where it is that we're going.

[4:26:15] Trustee Luckham: going but at the end of the day we didn't consult with them and I think we can bear that

[4:26:23] Trustee Luckham: responsibility this but the other thing that's going on here is not just to do with the letter

[4:26:28] Trustee Luckham: to the province it's to do with the policy statement amendments and we have kept the

[4:26:32] Trustee Luckham: policy statement close to our chest all this time until we've done the amendments and council agrees

[4:26:39] Trustee Luckham: upon what the substance of it is and I think that's also an element in this letter that needs

[4:26:43] Trustee Luckham: needs to be expressed is that we haven't consulted with anybody and how I think what we need to do

[4:26:49] Trustee Luckham: is explore better ways to work with Bowen Island Council on some of this work that we do keep close

[4:27:00] Trustee Luckham: to our chest before we're ready to say this is what we think first reading for instance

[4:27:06] Trustee Luckham: so that we are meaningfully engaging with Bowen and that's the message that my takeaway

[4:27:14] Trustee Luckham: away with this is that if we had actually met in the last couple of years on our annual meeting,

[4:27:20] Trustee Luckham: we would have potentially discussed the policy statement amendments, and we would have potentially

[4:27:24] Trustee Luckham: discussed the request for a governance review and the governance review report. And again,

[4:27:30] Trustee Luckham: even council hasn't really still at this point, somebody help me, still hasn't actually discussed

[4:27:34] Trustee Luckham: the actual governance report. And so I think really it comes around to if we're not meeting

[4:27:43] Trustee Luckham: at once a year maybe we should meet twice a year so just leave you with that thought vice chair

[4:27:50] Trustee Luckham: elliot yeah

[4:27:54] Voice 3: so i concur with what i've heard so far i think a frank acknowledgement that

[4:27:58] Voice 3: we did not meaningfully engage with bowen prior to sending that letter and that's a mistake and

[4:28:06] Voice 3: it does not uphold the spirit or the intent of our protocol agreement um i have a bit of a question

[4:28:14] Voice 3: about this what's implied um with the line above it so trust council is requesting provincial review

[4:28:24] Voice 3: but we haven't formulated a public strategic plan and we didn't involve engage bowen and actually

[4:28:33] Voice 3: mayor leonard was quite explicit in his address to trust council in december and he said i would

[4:28:41] Voice 3: argue, and I'm totally paraphrasing, that you're asking for external support and a review when it

[4:28:50] Voice 3: looks like you've got internal governance challenges and pointing to the lack of an

[4:28:55] Voice 3: active strategic plan, I think is part of the, maybe it's a bit of a rudderless ship

[4:29:04] Voice 3: that we've been running on. And then we turn outside and ask for help. So I think there's a

[4:29:13] Voice 3: an opportunity to to welcome that as a challenge to do better, to engage with our own internal

[4:29:27] Voice 3: internal, perhaps lack of direction and leadership challenges, if that's what it is. I don't

[4:29:36] Voice 3: know. And yeah, so I'm not sure how to phrase that delicately, but I think this letter should

[4:29:47] Voice 3: respectfully acknowledge all of the points that are made. Yes, you're correct. We don't

[4:29:52] Voice 3: have a public strategic plan that's anything new you know for this term we didn't engage

[4:30:00] Voice 3: meaningfully with you on this request. We look forward to digging in and asking good questions

[4:30:11] Voice 3: about what does governance in the trust area look like in the future and working with Bowen

[4:30:16] Voice 3: Island and our other partners on that. So acknowledgement, recognition, and let's

[4:30:27] Voice 3: work together, I think would be the message that I'd like to send.

[4:30:33] Trustee Luckham: Okay, thank you, Trustee Elliott.

[4:30:35] Trustee Luckham: Before I go to you, CAO, from my perspective,

[4:30:40] Trustee Luckham: I would like to correct that we do have a strategic plan.

[4:30:46] Trustee Luckham: Council decided to continue the 2023 strategic plan

[4:30:52] Trustee Luckham: through 2024, or whatever the dates are,

[4:30:55] Trustee Luckham: it doesn't really matter.

[4:30:56] Trustee Luckham: That was a decision, and a strategic plan

[4:30:58] Trustee Luckham: has been worked on and advanced and has stalled.

[4:31:01] Trustee Luckham: involved and so we continue to work on the existing strategic plan and in fact a number of

[4:31:07] Trustee Luckham: the elements that are in the existing strategic plan would likely carry over into a 2025 I'll call

[4:31:14] Trustee Luckham: it strategic plan so I think absolutely we need to acknowledge that but I think really the key here

[4:31:23] Trustee Luckham: is is that we haven't involved Bowen in that conversation and that when we made a decision

[4:31:27] Trustee Luckham: to carry the strategic plan over one year and then another year, I think probably,

[4:31:32] Trustee Luckham: that should have been communicated in a better way than it has been.

[4:31:35] Trustee Luckham: But I agree with you completely. All of the points that are in this letter need to be addressed

[4:31:41] Trustee Luckham: point by point. And indeed, ending with the idea that we're going to have a good meeting coming up,

[4:31:48] Trustee Luckham: I think in April, to work through all of this.

[4:31:54] Trustee Luckham: And hopefully they can support us advancing the policy statement, because that would be a significant concern to all of us.

[4:32:04] Trustee Luckham: So, Trustee Maude, you put your hand up, but the CAO had his hand up, but I'm also happy to defer if you both agree accordingly.

[4:32:14] Voice 5: I think you've actually just addressed the points that I had there around the policy statement and next steps and strat plans. So thank you.

[4:32:20] Trustee Luckham: Okay. Cheers, then. So, David Maude?

[4:32:24] Trustee Maude: Yeah, thank you, Chair. The

[4:32:27] Trustee Maude: only thing I struggle with a little bit with this deficit in communication is that there are two Bowen councillors that do sit on trust council and have voted on these matters and have spoken on these matters.

[4:32:40] Trustee Maude: And I think that there's a little bit of a responsibility to be pointed back to those trustees.

[4:32:50] Trustee Maude: Are they not communicating with Bowen Council?

[4:32:54] Trustee Maude: Because it sounds like Merritt Leonard and the balance of council are expressing surprise and amazement of our actions and not being informed about them.

[4:33:05] Trustee Maude: but I thought part of that was the role of those two trustees slash

[4:33:11] Trustee Maude: counselors. Like, yes, we have a responsibility. Yes.

[4:33:14] Trustee Maude: Trust council has responsibility, but, but I,

[4:33:17] Trustee Maude: I do think there's a,

[4:33:18] Trustee Maude: there is a little bit of weight on those two representatives that sit on

[4:33:22] Trustee Maude: trust council. Um, so I, I, I think that I agree that there's,

[4:33:28] Trustee Maude: there's been upsies.

[4:33:29] Trustee Maude: There have been a little bit of discrepancies in the process,

[4:33:33] Trustee Maude: process, but I think part of the process and part of the reason that those two people are sitting

[4:33:37] Trustee Maude: at the table are to communicate these things back to Bowen Council. So, I totally accept that we

[4:33:46] Trustee Maude: take our responsibility, but I think that there needs to be a little bit of a pause and reflect

[4:33:51] Trustee Maude: as to what's happening with the two representatives that sit on Trust Council. Thank you.

[4:33:55] Trustee Maude: Yeah.

[4:33:59] Trustee Luckham: Thanks for raising that, David. I'm inclined to be maybe less. I'm not sure what the word is, actually, except that I think it doesn't, the fact that two trustees sit on council as elected trustees, I'm sure that they report items to the council that they see as necessary.

[4:34:25] Trustee Luckham: But there absolutely is a unique responsibility for executive committee and the chair of Trust Council as the spokesperson for council and executive committee as the body that I work with to communicate directly with Bowen Council.

[4:34:43] Trustee Luckham: And I think that's the element of this that's missing. It isn't that Bowen isn't aware of it, but we haven't made that effort to fulfill that obligation in the letters patent and our own policy.

[4:34:55] Trustee Luckham: and yeah so i i don't lay a lot of the burden on the two local trustees because the relationship

[4:35:04] Trustee Luckham: is different although it's a structured as an ltc it's not an ltc it's a municipality within the

[4:35:11] Trustee Luckham: island that's my two cents but i think we've had a great conversation here and certainly

[4:35:18] Trustee Luckham: this recording itself would be available to loan counsel and um i think we can be apologetic

[4:35:26] Trustee Luckham: and recognize where we let things slip

[4:35:31] Trustee Luckham: and let's, starting in April,

[4:35:33] Trustee Luckham: make this a better relationship.

[4:35:34] Trustee Luckham: Like this is a really unique opportunity

[4:35:37] Trustee Luckham: to work with Bowen Council.

[4:35:39] Trustee Luckham: We've been well-received by Bowen Council,

[4:35:40] Trustee Luckham: but Bowen Council is generally very supportive

[4:35:42] Trustee Luckham: of the work we're doing.

[4:35:43] Trustee Luckham: And so let's engage them

[4:35:45] Trustee Luckham: because it's a win-win situation.

[4:35:50] Trustee Luckham: CEO Brony, do you have enough information?

[4:35:52] Trustee Luckham: And of course, you'd be passing that letter back to me

[4:35:55] Trustee Luckham: and we'd be looking at it.

[4:35:56] Trustee Luckham: It could go back to the executive committee

[4:35:58] Trustee Luckham: even. But I think we need to be timely. Time has marched on. Admittedly, Christmas has been

[4:36:05] Trustee Luckham: in between and all that sort of stuff. But let's try and get this out as soon as possible and

[4:36:11] Trustee Luckham: capture the elements of this conversation.

[4:36:14] Voice 5: Yeah, I think we're good. We'll be able to

[4:36:15] Voice 5: draft something appropriate on this. Thanks.

[4:36:17] Trustee Luckham: Awesome. You don't need any further direction

[4:36:19] Trustee Luckham: than at this time? No. Okay. So the next item then, is that okay, Executive Committee? We'll

[4:36:25] Trustee Luckham: We'll continue on with the other correspondence.

[4:36:27] Trustee Luckham: So normally, actually, and maybe I'm going to do that, is normally we would receive all

[4:36:33] Trustee Luckham: this correspondence for information unless raised for action.

[4:36:36] Trustee Luckham: So I'm just going to say 12.2, the draft policy, trust policy statement.

[4:36:42] Trustee Luckham: Is there any action that you would like to undertake with respect to this piece of correspondence,

[4:36:48] Trustee Luckham: which I would suggest might be added to the policy statement work?

[4:36:52] Trustee Luckham: work but and

[4:36:53] Voice 5: share i think uh sorry i think that's already been taken care of so we acknowledge that

[4:36:58] Voice 5: um that had been missed and so i think we've already added that to the to the page so can

[4:37:03] Trustee Luckham: i take it then we'll receive that one for information director fader see your cameras come

[4:37:07] Trustee Luckham: on uh

[4:37:08] Voice 10: yes and i can advise all correspondents is generally heading to the web page as it's received

[4:37:13] Voice 10: unless there's an explicit request to provide it to you okay

[4:37:17] Trustee Luckham: without any hands up i'm going to

[4:37:20] Trustee Luckham: continue. 12.3 does seem like it requires some kind of a response because they've got

[4:37:25] Trustee Luckham: seeking a letter of support. They provided a draft letter of support. Normally, we write

[4:37:30] Trustee Luckham: our own letters rather than relying upon draft letters from others. And with Executive Committee's

[4:37:38] Trustee Luckham: permission, I'll ask Director Frater what her recommendation would be with respect. One,

[4:37:44] Trustee Luckham: One, does executive committee have the authority even to support this letter?

[4:37:50] Trustee Luckham: And two, what would you recommend if indeed you believe that executive committee could

[4:37:56] Trustee Luckham: direct this letter of support?

[4:37:58] Voice 10: That is an interesting question around authorities.

[4:38:01] Voice 10: It's been general practice that these letters of support that are needed are provided in

[4:38:06] Voice 10: a general way.

[4:38:08] Voice 10: I don't think we've brought many of them to executive committee in my memory.

[4:38:11] Voice 10: if you choose to send this the second to last sentence on page 134

[4:38:19] Voice 10: commits to some in-kind contributions that's the piece I think that gives staff pause because this

[4:38:25] Voice 10: isn't currently contemplated in any committee's work program so I think you would either wish

[4:38:32] Voice 10: to remove that sentence or say subject to staff availability something like that you would want

[4:38:37] Voice 10: want to temper that commitment um

[4:38:40] Trustee Luckham: so help me out what line is that the

[4:38:44] Voice 10: one that begins at the second

[4:38:46] Voice 10: to last one our role will be in kind in nature with an expectation of working collaboratively

[4:38:51] Voice 10: collaboratively um i don't think we can commit to that at this stage because currently there is no

[4:38:56] Voice 10: active work going on around um evaluation of fire um at any committee work program okay

[4:39:06] Trustee Luckham: Okay. So, yeah, clearly that would have to be removed.

[4:39:12] Trustee Luckham: Trustee Maude, I see your hand up.

[4:39:15] Trustee Maude: Thank you, Chair.

[4:39:16] Trustee Maude: I would be more comfortable in forwarding this to Trust Council.

[4:39:24] Trustee Maude: I'm not comfortable speaking on behalf of Trust Council on something like this.

[4:39:31] Trustee Maude: I think it's better at Trust Council's table.

[4:39:36] Trustee Maude: the appropriate motion comes off of that table and the letter can be written

[4:39:40] Trustee Maude: um i just i think it's extending um our authority a little bit much to be endorsing something

[4:39:48] Trustee Maude: without direction of trust council thank you okay

[4:40:00] Trustee Luckham: um one way or the other we need a motion

[4:40:03] Trustee Luckham: if we're going to take any direction with this otherwise we're going to receive it for

[4:40:07] Trustee Luckham: information. So Vice Chair Elliott. I'll

[4:40:14] Voice 3: note that I'm muted. A similar request to the Islands Trust

[4:40:19] Voice 3: Conservancy which may be a better fit although they talk about planning and land use decision

[4:40:27] Voice 3: making. It is a bit unclear. I think there's more conversation needed if we were to

[4:40:36] Voice 3: uh sort of sign on to this so um but it's not something council can vote on before march is

[4:40:45] Voice 3: there a deadline i didn't see when are they hoping okay so we're 100 open to feedback and

[4:40:58] Voice 3: adjustment based on the comfort of the trust and supporting this work i would say we should

[4:41:02] Voice 3: respond to them and say we need to go to trust council um to get endorsement uh for a well a

[4:41:10] Voice 3: letter of this type and and whether this fits into our work program and if they want to wait until

[4:41:17] Voice 3: march then we can add it to that agenda i

[4:41:22] Voice 10: can certainly convey that back to them i've just

[4:41:23] Voice 10: looked in emails received i don't have a deadline quickly apparent and

[4:41:28] Trustee Luckham: so the other obvious thing is

[4:41:30] Trustee Luckham: You know, I guess if a letter of support is much more general in context, then obviously the letter that the Islands Trust would write, which I wouldn't have difficulty with advancing as executive committee, is the work of the Raincoast Conservation with respect to this grant aligns with the climate change interests at the Islands Trust.

[4:41:53] Trustee Luckham: trust, end of story. Any commitment for us to do anything is beyond our ability or scope or funding.

[4:42:05] Trustee Luckham: And so clearly, whatever letter comes, if indeed we want to send this to council, which

[4:42:11] Trustee Luckham: I guess I just worry about open-ended conversations like this at council that could go off in any

[4:42:16] Trustee Luckham: direction, it needs to be a better letter or a different, very different letter than what's

[4:42:20] Trustee Luckham: uh in front of us and so i would suggest then that if the intention is to ask director freighter

[4:42:29] Trustee Luckham: to drop everything else he's doing and writing uh write communicate with raincoast conservation

[4:42:36] Trustee Luckham: um that they need to recraft the letter to not make commitments on our behalf um and that we

[4:42:44] Trustee Luckham: we would be just providing a general support for their work contributing to our interests

[4:42:51] Trustee Luckham: in climate change adaption and mitigation. Is that fair enough, Director Frater?

[4:42:58] Trustee Luckham: Certainly, I'll convey that back to them.

[4:43:00] Trustee Luckham: Yeah. So, Vice Chair, do you have anything else other than that? Otherwise, I just would suggest

[4:43:08] Trustee Luckham: maybe by motion, we advise Director Frater to reach out to Raincoast regarding their letter

[4:43:13] Trustee Luckham: as discussed is that close enough um

[4:43:18] Voice 10: certainly i mean more specificity and motions is useful

[4:43:22] Trustee Luckham: yeah i understand that uh trustee elliot i

[4:43:26] Voice 3: was going to suggest that we invite them to present

[4:43:29] Voice 3: um to trust council and then this letter could accompany it and they could ask for endorsement

[4:43:36] Voice 3: and we could do a make a decision right there if they want to wait till that point so uh i move

[4:43:43] Voice 3: move that um director of trust areas or staff respond to the rain coast conservation foundation

[4:43:51] Voice 3: with respect to their letter um inviting them to present their request at a future trust council

[4:44:00] Voice 3: meeting yeah

[4:44:06] Trustee Luckham: um so that's moved uh i'll be seeking a seconder and then i have some remarks

[4:44:14] Trustee Luckham: So seconded by David Mollett.

[4:44:16] Trustee Luckham: Do you wish to speak to it further?

[4:44:20] Trustee Luckham: So, you know, what's interesting is, is that this is a little bit ahead of, and I don't

[4:44:28] Trustee Luckham: know where I saw that just now, about delegations and figuring out how to manage delegations

[4:44:34] Trustee Luckham: because what the suggestion in a delegations policy is, one of the elements of it is that

[4:44:42] Trustee Luckham: we need to know what the specific ask is.

[4:44:44] Trustee Luckham: But then, of course, the specific ask needs to be within the context of the ability and budget of Islands Trust.

[4:44:53] Trustee Luckham: So if this letter came as is, I can see that that would be quite an interesting conversation.

[4:45:02] Trustee Luckham: And I guess I'm just looking for efficiencies in trying to not have lengthy conversations about something that, although is supportive of the work of the Islands Trust, is not directly the work that we're involved in.

[4:45:17] Trustee Luckham: so yeah and you know i don't know how many delegations we're going to get from march already

[4:45:25] Trustee Luckham: uh anybody else wish to speak to the motion on the table it looks like we got it up on the screen

[4:45:29] Trustee Luckham: there so that's great is that what you intended uh vice chair elliott yep okay um anybody else

[4:45:39] Trustee Luckham: so moved and seconded uh without any further discussion i'll call for the vote all those

[4:45:43] Trustee Luckham: in favor it looks like that carries so i'll vote in favor um and so obviously that will be a

[4:45:58] Trustee Luckham: conversation director fader that you'll have with them and um i want to acknowledge that

[4:46:05] Trustee Luckham: you'll make that short because you've got lots to do uh okay so that does those first three

[4:46:13] Trustee Luckham: the next one oh western canada marine response corporation invitation to tour the incident

[4:46:18] Trustee Luckham: in a command post i would love to do that except it coincides with an executive committee meeting

[4:46:22] Trustee Luckham: so um i think i was going to write to michael and just say hey thanks i'll try and catch you on the

[4:46:28] Trustee Luckham: next go around director freder do you have any advice on that one

[4:46:31] Voice 10: um well i do this strikes me

[4:46:33] Voice 10: as falling generally into the type of category where you've in the past forwarded out to trustees

[4:46:37] Voice 10: to seek expressions of interest um and um then sort of had often you would bring it back to

[4:46:44] Voice 10: executive committee to select the trustees in this case the time frame doesn't for your next

[4:46:48] Voice 10: committee doesn't permit that so there might if you choose to do that you would have to assess

[4:46:52] Voice 10: that you'd be willing to pay the travel costs for those trustees out of the council travel budget

[4:46:56] Voice 10: and then you would um probably have to ask the chair to be the adjudicator of who attends

[4:47:01] Voice 10: and provide any criteria you wanted about that should you be interested in that i've prepared

[4:47:06] Voice 10: a draft motion for somebody to move if you're interested in that um that's with alexandra

[4:47:11] Trustee Luckham: well let's

[4:47:11] Voice 10: save you all some time or

[4:47:13] Trustee Luckham: maybe get put the motion up on the screen if you've got it

[4:47:15] Trustee Luckham: but let me just see what the vice chairs think i don't want to open up a can of worms or 24

[4:47:22] Trustee Luckham: trustees want to go to this and that would be another couple of thousand dollars vice chairs

[4:47:33] Trustee Luckham: anybody want to make that motion or should we just um receive it for information trustee peterson

[4:47:47] Trustee Luckham: i

[4:47:50] Voice 8: think there is potentially a uh a midpoint here which is to we could forward it to trustees for

[4:47:57] Voice 8: information um uh and if there's trustees that are interested in doing that on their own time

[4:48:05] Voice 8: um perhaps uh yeah i looked at it too i thought it would be interesting but yes that

[4:48:10] Voice 8: doesn't coincide well with our uh with our meeting schedule so i don't know okay

[4:48:18] Trustee Luckham: so let's um

[4:48:20] Trustee Luckham: let's say that uh we'll forward this to uh trustees uh and leave it at that

[4:48:37] Voice 10: thank you

[4:48:37] Trustee Luckham: they will have to request budget from their own ltc this

[4:48:41] Voice 10: wouldn't be something the ltc

[4:48:42] Voice 10: would have the power to fund because it's not related to land use planning so therefore they

[4:48:46] Trustee Luckham: would have to ask us if they wanted to go to get they

[4:48:49] Voice 10: would but you do not have another meeting

[4:48:50] Voice 10: between now and the event so

[4:48:53] Trustee Luckham: it's kind of or

[4:48:54] Voice 10: you might what was the event again it's on yeah it's

[4:48:57] Voice 10: on the date of your next meeting so that you wouldn't have an opportunity to consider any

[4:49:00] Voice 10: requests so they would have to just self-fund out of their own funding to attend okay

[4:49:04] Trustee Luckham: so maybe it

[4:49:05] Trustee Luckham: could just be forwarded to LTCs with the note that the executive committee does not have the

[4:49:12] Trustee Luckham: ability to approve funding in the time permitted.

[4:49:20] Voice 10: It's just for clarity, Chair. We could forward it

[4:49:22] Voice 10: out to trustees just with the note that we're not providing funding. You could allocate council's

[4:49:27] Voice 10: travel funding or overspend your travel budget. But I would just forward it to trustees saying,

[4:49:33] Voice 10: if you wish to attend please be aware and you can attend you know as you wish kind of thing

[4:49:38] Voice 10: at

[4:49:39] Trustee Luckham: your own expense okay yeah let's do it is that okay with executive committee forward uh so item

[4:49:46] Trustee Luckham: 12.4 forwarded to uh trust count to trustees um noting that um if they choose to attend it would

[4:49:57] Trustee Luckham: have to be self-financed okay i think that's reasonable especially the conversation we had

[4:50:04] Trustee Luckham: earlier about budget so is that adequate that's terrific thank you so the next item here i haven't

[4:50:11] Trustee Luckham: responded this it was addressed to the admin address but to me named the front of it illegal

[4:50:17] Trustee Luckham: rv campground salt spring island i think this just needs to be forwarded to salt spring island

[4:50:23] Trustee Luckham: local trust committee and bylaw enforcement um and then they can respond accordingly i don't

[4:50:29] Trustee Luckham: know anything about this particular issue um is there any concern with doing that forwarding to

[4:50:34] Trustee Luckham: to South Spring Island Local Trust Committee

[4:50:35] Trustee Luckham: and by law enforcement.

[4:50:38] Trustee Luckham: All right, so then I'll take it by general consent

[4:50:41] Trustee Luckham: that that will happen.

[4:50:42] Trustee Luckham: I see Stefan Cermak is still online

[4:50:45] Trustee Luckham: and that might fit into your bailiwick.

[4:50:49] Trustee Luckham: So I'm going to continue on from correspondence.

[4:50:52] Trustee Luckham: Are you okay with that, Stefan?

[4:50:54] Trustee Luckham: Thumbs up?

[4:50:56] Trustee Luckham: Awesome, thank you, sir.

[4:50:59] Trustee Luckham: So review and amendment of the current work program

[4:51:02] Trustee Luckham: that's amended prior to coming to this meeting

[4:51:05] Trustee Luckham: and is current.

[4:51:07] Trustee Luckham: Is there any,

[4:51:07] Trustee Luckham: Mr. A.O. Broney,

[4:51:09] Trustee Luckham: do you have any advice

[4:51:10] Trustee Luckham: on any amendments

[4:51:11] Trustee Luckham: to the current work program

[4:51:12] Trustee Luckham: or would you receive it

[4:51:13] Trustee Luckham: for information?

[4:51:16] Voice 5: No amendments that I'm aware of.

[4:51:17] Voice 5: Just a note that I have a request

[4:51:19] Voice 5: into ministry staff

[4:51:21] Voice 5: to set up a follow-up meeting

[4:51:23] Voice 5: for me to connect with them

[4:51:24] Voice 5: on the provincial review

[4:51:25] Voice 5: and then advance those conversations.

[4:51:28] Voice 5: There have been

[4:51:29] Voice 5: with their holiday vacations.

[4:51:30] Voice 5: We haven't heard back yet,

[4:51:31] Voice 5: but I hope we'll get a response

[4:51:32] Voice 5: on that soon.

[4:51:34] Trustee Luckham: Excellent.

[4:51:34] Trustee Luckham: Okay, that's great.

[4:51:36] Trustee Luckham: um vice chairs anything on that one otherwise we'll receive it for information okay so then

[4:51:43] Trustee Luckham: our uh next meeting for the public's benefit is february the 5th 2025 9 15 that is an electronic

[4:51:51] Trustee Luckham: meeting also and i look forward to seeing you all and we are now going to go into a closed meeting

[4:51:58] Trustee Luckham: and we will not be reporting out at the end of this meeting but we'll be reporting out at uh

[4:52:03] Trustee Luckham: the February 5th meeting.

[4:52:06] Trustee Luckham: So I'll look to a vice chair for the motion

[4:52:09] Trustee Luckham: that's on the cover page, page four.

[4:52:12] Trustee Maude: I'll move that the meeting be closed to public

[4:52:14] Trustee Maude: subject to section 91AMC of the community charter

[4:52:19] Trustee Maude: in order to consider matters related to personal information

[4:52:21] Trustee Maude: or identified of an individual who holds

[4:52:23] Trustee Maude: or is being considered for a position of an officer,

[4:52:26] Trustee Maude: employee or agent of the municipality

[4:52:28] Trustee Maude: or another position appointed by the municipality

[4:52:31] Trustee Maude: and labor relations, other employee relations, and that staff attend the meeting.

[4:52:39] Trustee Luckham: Seconded by Trustee Elliott. Thank you. So I'll just simply call the vote, all those in favor.

[4:52:46] Trustee Luckham: And so that carries unanimously. Yeah, Trustee Peterson's hand went up. And so we'll just pause

[4:52:53] Trustee Luckham: for a moment while Alexander shuts all the down and then we've got an agenda under separate cover,

[4:53:00] Trustee Luckham: if I can find it community of the whole looks like I got that closed