Islands Trust Council regular meeting, February 5, 2025

[0:00:00] Voice 8: and recording.

[0:00:01] Trustee Luckham: Great. So good morning, everyone. Welcome to the Executive Committee of February

[0:00:07] Trustee Luckham: the 5th, month two, 2025. Pleasure to be here today in Coast Salish Territory. I'm elected

[0:00:14] Trustee Luckham: on Thetis Island. If you didn't know, my name is Peter Lockham. I'm elected on Thetis Island

[0:00:21] Trustee Luckham: in Lackson and Penelope Territory. And we've certainly got a winter wonderland here today.

[0:00:26] Trustee Luckham: and my reflection the last few days as I do most days is reflecting on my place

[0:00:34] Trustee Luckham: on the land here and the traditional territories of the Coast Salish people that this is

[0:00:41] Trustee Luckham: and I'm fortunate to live in an area that is a Gary Oak ecosystem where I often mention

[0:00:48] Trustee Luckham: that blue pamas is likely to have been harvested and recently I've come to realize that there's

[0:00:54] Trustee Luckham: indications of controlled burning perhaps that may have happened on this island and when it's

[0:01:01] Trustee Luckham: cold like this in the wintertime I've had the fortune to be in and around longhouses over my

[0:01:06] Trustee Luckham: lifetime and it's amazing how much firewood it takes to heat a longhouse and how many blankets

[0:01:13] Trustee Luckham: it takes to keep everybody warm in that longhouse and just recognize that the Coast Salish people

[0:01:20] Trustee Luckham: People have been here since time immemorial and there's lots of stories and lots of things to know and recognize about that habitation here and grateful to have the opportunity to learn and work with the nations where possible.

[0:01:36] Trustee Luckham: So let us continue with introductions.

[0:01:40] Trustee Luckham: I'm going to look at my list here on the screen, which is chopped up this morning.

[0:01:45] Trustee Luckham: Vice Chair Maude.

[0:01:47] Trustee Maude: good morning chair um greetings from main island the winter wonderland today but uh we're inside

[0:01:52] Trustee Maude: and we're happy and we're warm and thankful to be living here in the traditional homeless

[0:01:57] Trustee Maude: sanic people it's

[0:02:12] Voice 7: good there

[0:02:13] Trustee Luckham: and i should alert you that um the power is off on fetus here and

[0:02:20] Trustee Luckham: And I'm running out of battery and hotspot.

[0:02:24] Trustee Luckham: And so if I have trouble seeing or hearing me, one of you will have to jump in.

[0:02:30] Trustee Luckham: So Vice Chair Elliott, are you there next?

[0:02:36] Voice 13: Sorry, popping in and out.

[0:02:38] Voice 13: I'm just, is it, if I'm next, I'll just go.

[0:02:41] Voice 13: Apologize, I can't hear you.

[0:02:43] Voice 13: Yes, Vice Chair Elliott here in Sineamuk First Nations Territory on Gabriel Island.

[0:02:49] Voice 13: island and uh just having finished uh another two-hour session of snow shoveling i'm

[0:02:55] Voice 13: very grateful for the chance to sit down with you all nice

[0:03:03] Voice 12: trip good morning from

[0:03:07] Voice 12: lesquite island um yes uh in the territory of many coach salish uh peoples and the treaty

[0:03:16] Voice 12: territory of the Tlalaman Nation, and got up on the ladder and swept off the dish yesterday,

[0:03:24] Voice 12: so hopefully I'll have a good internet connection today in the nice snowy wonderland out there.

[0:03:32] Voice 5: Okay, thank you.

[0:03:37] Trustee Luckham: The staff here, good morning.

[0:03:42] Voice 10: Good morning, pleasure to be joining you from the traditional territory of the Lekwungen

[0:03:46] Voice 10: and speaking people this morning where there's less snow than i think most of you are experiencing

[0:03:52] Voice 10: but still a little brisk but it's great to join you this morning thank you

[0:04:08] Trustee Luckham: yeah so there i got

[0:04:11] Trustee Luckham: that again i don't know that i am someone else it's a bit i'm hoping that somebody

[0:04:19] Trustee Luckham: you're

[0:04:27] Voice 10: in and out chair um perhaps one of the vice chairs can

[0:04:32] Trustee Luckham: step in

[0:04:36] Trustee Luckham: in the meantime

[0:04:39] Trustee Luckham: Rony, thank you

[0:04:41] Trustee Luckham: David

[0:04:41] Voice 5: Barler

[0:04:42] Voice 5: Hi,

[0:04:48] Voice 1: good morning

[0:04:49] Voice 1: David Barler, Director of Legislatures

[0:04:51] Voice 1: and

[0:04:52] Voice 1: Information Services

[0:04:54] Voice 1: and just happy to be

[0:04:56] Voice 1: joining you from the

[0:04:58] Voice 1: territory of the Lekwungen people

[0:05:00] Voice 1: thank you

[0:05:02] Trustee Luckham: let me see who else

[0:05:05] Trustee Luckham: we've got here now

[0:05:07] Trustee Luckham: uh director uh freighter good morning good

[0:05:12] Voice 3: morning everyone happy to be joining from

[0:05:14] Voice 3: the territory of the wissanage peoples excellent

[0:05:18] Voice 5: director mobs good

[0:05:23] Voice 14: morning everybody i'm joining

[0:05:25] Voice 14: us today from the home of the wissanage peoples also happy to be here all right director

[0:05:30] Voice 5: good

[0:05:32] Voice 11: morning everybody uh coming to uh steven sermac director of planning services coming to

[0:05:39] Voice 11: you from the unceded territory of many co-stated first nations people on salt spring island

[0:05:46] Trustee Luckham: excellent thank you very much um so uh at least and uh what about that phrase anyway

[0:05:54] Trustee Luckham: last not least is um is robert barlow assisting us with our technology today um very appreciative

[0:06:02] Trustee Luckham: of the work you do and jumping in here today to look after us thank you robert

[0:06:09] Trustee Luckham: it so let us continue with um the approval of our agenda i'll just ask if there's any call i'm

[0:06:18] Trustee Luckham: calling the meeting to order and just to ask if there's any additions or deletions to the agenda

[0:06:22] Trustee Luckham: uh shout out or raise your hand if you are able if there's anything else add uh vice chair elliott

[0:06:30] Trustee Luckham: Thank

[0:06:32] Voice 13: you. I just wondered if this body could discuss an item on the CAO Performance Evaluation Committee's agenda.

[0:06:44] Voice 13: And seeing as we didn't have the meeting, we're quite delayed in establishing the performance criteria.

[0:06:52] Voice 13: And I'm concerned that with the next CAO PEP meeting being two weeks from now, how to advance that work.

[0:07:02] Voice 13: I don't know if we can consider that in this meeting, but I just thought I would raise it because I think it's important we get this done.

[0:07:12] Trustee Luckham: Well, I agree with that. It's unfortunate oversight that we didn't have the meeting,

[0:07:17] Trustee Luckham: but quite frankly, I think we should leave the work to the committee. We could discuss it,

[0:07:24] Trustee Luckham: but it doesn't really go anywhere because we're only a portion of the membership there.

[0:07:32] Trustee Luckham: Yeah, I think that I can't recall if you have or not, but there's no harm in circulating the

[0:07:38] Trustee Luckham: material we have in advance of that meeting but um so do you have an objection to that

[0:07:45] Trustee Luckham: no

[0:07:46] Voice 13: that's that's fine thank you i

[0:07:48] Trustee Luckham: appreciate very much your concern and the efforts you made to get

[0:07:52] Trustee Luckham: us to a meeting the other day and unfortunately it just didn't pan out that way so then if there's

[0:07:59] Trustee Luckham: nothing else to add to the agenda then i'm going to adopt the agenda um as presented and uh thank

[0:08:05] Trustee Luckham: you for that um that will move us directly on to uh ryzen report we have nothing here to uh

[0:08:13] Trustee Luckham: ryzen report today um from the previous uh in camera meeting uh the first item is the adoption

[0:08:20] Trustee Luckham: of uh minutes of uh january the 15th for review and approval are there any

[0:08:26] Trustee Luckham: just minutes did

[0:08:27] Trustee Luckham: anybody notice anything no so then i'm going to then take it by general consent that the

[0:08:33] Trustee Luckham: the meeting minutes of January the 15th be adopted as presented. This brings us to the

[0:08:39] Trustee Luckham: follow-up action list reports. As is our practice, we'll go around the table with the directors

[0:08:48] Trustee Luckham: and ask them for any updates on the follow-up action list and follow up with a region area

[0:08:56] Trustee Luckham: of responsibilities report if they have anything to share with us. So I'm going to start off with

[0:09:01] Trustee Luckham: the cao brony uh good morning and over to you sir uh

[0:09:06] Voice 10: thank you chair um just a couple of quick

[0:09:08] Voice 10: points i noticed the the first item on the list there the follow-up with bowen item municipal

[0:09:13] Voice 10: council and minute mayor letters correspondence uh that i think has just not been updated because

[0:09:18] Voice 10: i believe that has been completed and that that response has been sent and we are now working on

[0:09:23] Voice 10: uh finalizing that meeting for april 30th um and then the one other item i'll mention there

[0:09:29] Voice 10: there under the CAO is item one, and that's the decision-making workshop. I had connected with a

[0:09:38] Voice 10: vendor to discuss delivering a workshop on that. Unfortunately, they seem to have gone a bit dark.

[0:09:44] Voice 10: So I'm going to look to identify another vendor as they've opted not to respond to my subsequent

[0:09:50] Voice 10: correspondence, which maybe tells me everything I need to know, but whether or not that would

[0:09:54] Voice 10: have been the best choice. And so that one's a bit behind, but we'll be working on trying to

[0:09:58] Voice 10: find another vendor for that one the other um conduct uh training session pieces we're discussing

[0:10:05] Voice 10: today uh director martler has a proposal for how we we might move forward with those so uh

[0:10:10] Voice 10: that's i think all for updates from me oh i just say the continuous learning plan survey sorry

[0:10:15] Voice 10: that survey was administered and closed last week um but with um the absence of one of our

[0:10:20] Voice 10: admin staff i haven't had a chance yet to see the results of that but we'll bring that forward with

[0:10:25] Voice 10: the draft continuous learning plan to this committee as part of the march trust council

[0:10:29] Voice 10: agenda so we'll look at that at your next meeting thanks okay

[0:10:35] Trustee Luckham: super thank you um solid note for your

[0:10:38] Trustee Luckham: satisfaction there i have had some correspondence with the mayor of bone island and he has indeed

[0:10:44] Trustee Luckham: received those letters and is grateful to have received them so um thanks everybody for that work

[0:10:52] Trustee Luckham: um do you want to is there any other questions for the cdo at the time

[0:10:55] Trustee Luckham: How do I go to his area report?

[0:11:00] Trustee Luckham: Okay, over to you for your area report.

[0:11:03] Voice 10: Yeah, I would say we're focused right now on working through some of the budget pieces and finalizing that process and obviously a few pieces to talk about there.

[0:11:12] Voice 10: I had been hoping to get up to the Gabriola office tomorrow.

[0:11:16] Voice 10: We'll see.

[0:11:17] Voice 10: We're reviewing plans for that right now with staff up there.

[0:11:21] Voice 10: And that may not play out, unfortunately.

[0:11:23] Voice 10: But if not, we'll look at maybe getting up there when we're in NIMO for the Trust Council meeting.

[0:11:30] Voice 10: Still working on plans, too, for the employee survey that I hope to administer soon, just finalizing the details on the technical side of that.

[0:11:39] Voice 10: Other than that, I think that's the only pieces of note from me since our last conversation, but happy to take any other questions folks might have.

[0:11:51] Trustee Luckham: Okay. Any questions? There's one hand up there, Vice Chair Peterson.

[0:11:59] Voice 12: Yeah, just in relation to the follow-up action list, item number five there about the continuous learning plan survey, has that gone out? It's one of these things, of course, it says before the end of January, and it's now February, so just curious.

[0:12:19] Voice 10: Yeah, so the survey did go out.

[0:12:22] Voice 10: As I mentioned, I think we had a closing date of February the 2nd.

[0:12:26] Voice 10: And so I just haven't had a chance to review the results of that yet.

[0:12:31] Voice 10: So that's why I haven't marked it complete yet, because I haven't pulled the results yet.

[0:12:34] Voice 10: But I hope to do that next week when our admin person who's managing that account is back.

[0:12:41] Voice 10: Great, thanks.

[0:12:46] Trustee Luckham: Okay, thank you.

[0:12:47] Trustee Luckham: you and you'll notice I've turned off my video because the internet is clearly unstable today

[0:12:53] Trustee Luckham: but anyway we'll soldier on and as I said before if it cuts out for some reason somebody can

[0:12:59] Trustee Luckham: permanently somebody could take over off we go so no other questions I'm going to go to

[0:13:06] Trustee Luckham: Director of Legislative Services David Marler for your follow-up action list and your area report

[0:13:12] Trustee Luckham: Yeah,

[0:13:14] Voice 1: thank you. So the first three items here in conjunction with the other directors and I'm more of a supportive role.

[0:13:22] Voice 1: I think it's probably better for them to provide updates on where we're at with those three items.

[0:13:28] Voice 1: Item four is essentially completed. So hopefully in the next meeting we can bring some further information back to you.

[0:13:35] Voice 1: and item five and seven this is the um uh sorry yeah facility session on trustee conduct and

[0:13:46] Voice 1: code of conduct uh so as the cl said there is a report on today's agenda for you to consider

[0:13:53] Voice 1: that will actually address those two items and just going down further uh yeah so item eight

[0:14:04] Voice 1: This is the request to add the delegation to the meeting procedures bylaw

[0:14:10] Voice 1: So that is underway and hopefully we'll have a draft for Trust Council through EC

[0:14:16] Voice 1: So bring it to you on February 26. So we can have a first draft for Trust Council to have a look at

[0:14:24] Voice 1: and then item number nine

[0:14:29] Voice 1: This one

[0:14:30] Voice 1: haven't got anything done on this. I'll have to

[0:14:33] Voice 1: do take a look at that for you so that one is in progress but I don't have anything to report

[0:14:40] Voice 1: and then the final item is primer on principles of meeting assembly so we can work together to

[0:14:50] Voice 1: get that to you as well so those are indicating the target of February because they're not

[0:14:55] Voice 1: high priority at the present there's so much else going on that I would ask that we change that to

[0:15:02] Voice 1: a june um deadline so that we can do the work and get it to you in advance of june trust council

[0:15:10] Voice 1: so that's it for the help action list is there any questions on that and i just have a few

[0:15:16] Voice 1: comments generally from my area any

[0:15:19] Trustee Luckham: questions on the follow-up action list

[0:15:22] Trustee Luckham: go ahead david okay

[0:15:25] Voice 1: uh so yeah so just in information services some you know changes

[0:15:31] Voice 1: we're working with our external contractor to get the map IT up and

[0:15:38] Voice 1: running this was a security issue so we're in the process of solving that and

[0:15:43] Voice 1: once we're happy it's secure we can then open it up back to the public so as soon

[0:15:50] Voice 1: as we know we have a deadline a date we can provide that to you so but just so

[0:15:56] Voice 1: no it is we're not we haven't forgotten about it it's actually a top priority for our GIS staff

[0:16:02] Voice 1: and IT staff to get that sorted out we do have a retirement just recently in information services

[0:16:12] Voice 1: we're in the process now of getting that position recruited and we have a plan b in place to support

[0:16:20] Voice 1: us during that time because it's going to take a couple of months at least to

[0:16:26] Voice 1: fill the vacancy so you shouldn't notice any changes to support just go through

[0:16:34] Voice 1: the usual channels to ask for support and we will make sure that you get that

[0:16:40] Voice 1: so it should be seamless we are should be able to make an announcement shortly

[0:16:45] Voice 1: about the GIS coordinator position that pretty well finished the process we just

[0:16:54] Voice 1: got a few things to do and then we can make the announcement so I'll let you

[0:16:57] Voice 1: know as soon as that's available we'll get there to you and just one thing not

[0:17:03] Voice 1: information services but more to do with legislative and the office of the

[0:17:10] Voice 1: Information and Privacy Commissioner, the OIPC, has just released a report on FOI,

[0:17:18] Voice 1: Freedom of Information Protection and Privacy. The OIPC did a survey of BC local governments

[0:17:26] Voice 1: looking at how they handle FOI, how they staff it, how they release documents, things like that.

[0:17:36] Voice 1: and coming throughout from that they've they've noted there's quite a wide ranging

[0:17:43] Voice 1: way it's done and that can be a problem from a transparency point of view so the oipc has

[0:17:49] Voice 1: recommendations for local governments in there and also recommendations for the province to tighten

[0:17:54] Voice 1: up the legislation so i'm going to take a look at it and we'll have a look at our foi procedures

[0:18:01] Voice 1: procedures maybe making some changes to to align with the OIPC the the main takeaway though is that

[0:18:10] Voice 1: FOI is an obligation of local governments and you know funding the the staffing required to

[0:18:20] Voice 1: process FOI is not optional it's something that has to happen and it's not something that we're

[0:18:28] Voice 1: allowed to charge significant fees for it there's some very limited reasons we can charge fees but

[0:18:34] Voice 1: generally it's uh it's designed to allow the public in an affordable way to access information

[0:18:42] Voice 1: and for us to be required to provide that with some limits on you know protection of privacy

[0:18:49] Voice 1: and things like that so um yeah so i just wanted to let you know that that is a document that we'll

[0:18:56] Voice 1: be taking a look at internally i don't know if we'll be bringing anything to ec out of that um

[0:19:02] Voice 1: you know unless there's some policy changes or bylaw changes that we'll be looking to

[0:19:07] Voice 1: so yeah i'll leave it at that for now and back to the chair thank you thank

[0:19:14] Trustee Luckham: you sir any questions

[0:19:15] Trustee Luckham: not seeing any let us continue then on our follow-up action list and next is director

[0:19:25] Trustee Luckham: Dr. Planning Services, Stefan Cermak.

[0:19:30] Voice 11: Thank you, Mr. Chair.

[0:19:32] Voice 11: In regards to the follow-up action report,

[0:19:35] Voice 11: item one is an ever-ongoing project.

[0:19:39] Voice 11: We do have a draft, or more of a very draft project,

[0:19:45] Voice 11: in terms of reference for addressing implications

[0:19:48] Voice 11: of a longer referral response.

[0:19:50] Voice 11: response. It's based on a lot of feedback led by the regional planning team who's been effective

[0:19:58] Voice 11: at getting capacity agreements with the various projects going on, as well as feedback on,

[0:20:05] Voice 11: you know, up-to-date communications with First Nations. So we'll be, we're able to make it,

[0:20:11] Voice 11: we're progressing on that. And so it's taking a lot of conversations and we're trying to take

[0:20:15] Voice 11: our time to do it right with the communications that we're getting the number two we have staff

[0:20:22] Voice 11: working on that so it shouldn't be zero percent it's a little bit more than that i'll be presented

[0:20:26] Voice 11: later on in the end of the month towards the middle of the month we should have a working

[0:20:30] Voice 11: draft of the crown lease referral process and number three that will be 100 complete by

[0:20:39] Voice 11: tomorrow or by friday and then others are done so there you go happy to answer any questions

[0:20:46] Voice 11: perhaps that was too brief no

[0:20:48] Trustee Luckham: that's brief is good um that's great any questions for the director

[0:20:55] Trustee Luckham: perhaps you might um address this in your uh area report just wondering how the progress and

[0:21:02] Trustee Luckham: what the deadline you've got for the salt spring office renovation

[0:21:06] Trustee Luckham: okay this

[0:21:07] Voice 13: raise function is not working for me i think my video is lagging

[0:21:13] Trustee Luckham: okay well uh there you go so

[0:21:17] Trustee Luckham: uh okay

[0:21:19] Voice 13: um can you hear me yeah okay

[0:21:24] Voice 7: yes um

[0:21:24] Voice 13: i guess my question is

[0:21:27] Voice 13: around so number one uh feedback from first nations and all those conversations that are

[0:21:33] Voice 13: ongoing uh how will you know sort of negative responses uh to our collective processes be

[0:21:42] Voice 13: be reported out on. Obviously, we're not going to do everything perfectly or consistently across

[0:21:51] Voice 13: the organization. So I'm wondering if there's, of course, your staff is paying attention to any,

[0:21:59] Voice 13: you know, all the feedback, but how is that to be presented in a way that

[0:22:07] Voice 13: that we can learn from,

[0:22:09] Voice 13: but also trustees are aware of that without divulging too much.

[0:22:14] Voice 13: Do you have any inklings or is it too early to have that conversation?

[0:22:19] Voice 11: I think it's a bit early.

[0:22:20] Voice 11: What staff are working on is developing a process whereby we can

[0:22:25] Voice 11: systematically develop where we can sort of codify.

[0:22:31] Voice 11: I don't even know if the right word is.

[0:22:33] Voice 11: we're developing a process whereby we can um understand the steps to creating a relationship

[0:22:40] Voice 11: with first nations and listen to them and and communicate and report back and so i think that

[0:22:46] Voice 11: process is not it's it has to be a two-way communications but we also can get to a point

[0:22:51] Voice 11: whereby um we can summarize the similarities that we've heard i think in regards to individual like

[0:22:59] Voice 11: you know any negative responses we'll of course try to address it as best as possible

[0:23:04] Voice 11: but we have to be very clear when we're communicating about the limitations of us as a

[0:23:08] Voice 11: you know the entity that we are the islands trust what we can and can't do and um and we have some

[0:23:14] Voice 11: great examples out there in terms of let's say the say out uh engagement policy that they have

[0:23:20] Voice 11: and um so we're using those as templates but it's not i don't i didn't pardon me and we're creating

[0:23:26] Voice 11: the process and we'll report back to Trust Council

[0:23:30] Voice 11: what we've heard about addressing this. But it's going to have to be

[0:23:34] Voice 11: by nature of it, an organic, ever-moving product based

[0:23:38] Voice 11: on the First Nations themselves and what they hear. So we're hearing different things from different First Nations

[0:23:43] Voice 11: right up to this week when, and I'm sure

[0:23:46] Voice 11: Director Frater will report out later, what she heard from

[0:23:50] Voice 11: First Nations in terms of Cowichan.

[0:23:53] Voice 11: and um and so yeah so we'll how we present all that information i think it's going to depend

[0:23:58] Voice 11: on the project i think it's going to depend on the reporting structure and i just certainly

[0:24:01] Voice 11: don't have that answer today i wish i did we make life easier thank

[0:24:09] Trustee Luckham: you tim pederson i see

[0:24:10] Trustee Luckham: your hand has gone down did your answer question get answered yeah

[0:24:18] Voice 12: that's fine thanks uh

[0:24:22] Trustee Luckham: your area

[0:24:23] Trustee Luckham: report then stefan sure

[0:24:26] Voice 11: um okay lots going on as always this week has in the last couple weeks

[0:24:30] Voice 11: weeks have been really focused on, you know, agenda prep for trust council, executive committee

[0:24:36] Voice 11: and the regional planning committee. And it's also been a third quarter budget being that there's a

[0:24:42] Voice 11: lot of budget lines in the, in the planning services. I'm just getting a call right now

[0:24:48] Voice 11: from finance. So that's the kind of week it's been nonstop finance questions. And so that's

[0:24:54] Voice 11: what I've been working on, but there's also, you know, fun to report that the biologist

[0:24:59] Voice 11: is scheduled to start February 18th.

[0:25:03] Voice 11: So finally, we get to meet her.

[0:25:04] Voice 11: She'll be in the office.

[0:25:05] Voice 11: We'll work on the work program

[0:25:06] Voice 11: and start orientating her.

[0:25:08] Voice 11: And I'm very excited about that.

[0:25:10] Voice 11: It's been a long time coming.

[0:25:12] Voice 11: The Regional Planning Committee

[0:25:14] Voice 11: has multiple items on.

[0:25:15] Voice 11: Things that I'm working closely on

[0:25:17] Voice 11: is regarding the Housing Needs Report.

[0:25:19] Voice 11: The contractor will be doing a draft presentation

[0:25:21] Voice 11: at the upcoming meeting.

[0:25:23] Voice 11: I talked about First Nations engagement

[0:25:25] Voice 11: in terms of reconciliation.

[0:25:27] Voice 11: reconciliation. What else is going on? My goodness, I can't talk about legal things,

[0:25:32] Voice 11: but there's lots to talk about there. And finance, I think. Other than that, you know,

[0:25:39] Voice 11: just really working. Oh,

[0:25:42] Voice 11: of course. Thank you very much. The office renovation. So we have seen

[0:25:47] Voice 11: draft design. And we've been going back and forth with trying to improve that draft design.

[0:25:52] Voice 11: It has now been circulated to the land, not the owner, but the lease operator and RS department and various people.

[0:26:03] Voice 11: So we're finalizing the design as we're getting on.

[0:26:06] Voice 11: So the projected deliverable after that would be then, I believe, three to four months that we should have sketched in building, depending on the building permit phasing, if it goes well enough.

[0:26:17] Voice 11: but we have some early assurances from building department that an internal

[0:26:21] Voice 11: renovation shouldn't take nearly as long as anything external. So,

[0:26:24] Voice 11: so we're hoping that the plan gets finalized in the next week or two,

[0:26:29] Voice 11: and then we can project out three to four months from there at that.

[0:26:32] Voice 11: We will be looking towards, you know,

[0:26:34] Voice 11: some space you can move around with walls and plumbing and all the rest.

[0:26:38] Voice 11: So that's, that's where we're at right now, but yeah.

[0:26:42] Trustee Luckham: So that doesn't sound like a move in date, however, in three to four,

[0:26:47] Trustee Luckham: or would it be longer than that?

[0:26:49] Voice 11: I don't have the work plan in front of me.

[0:26:52] Voice 11: You know, they had originally projected 12 weeks

[0:26:54] Voice 11: from the date of design to, like, being done,

[0:26:57] Voice 11: but I wanted to leave some room for a wiggle room

[0:26:59] Voice 11: that we should have our furniture in there within 12 weeks.

[0:27:01] Voice 11: That's the plan.

[0:27:02] Voice 11: But, you know, the way building goes

[0:27:04] Voice 11: and contractors on the islands and stuff,

[0:27:07] Voice 11: so I don't want to overcommit.

[0:27:10] Trustee Luckham: Yeah, just cognizant of staff working at home,

[0:27:13] Trustee Luckham: and it's not always ideal, so that's great.

[0:27:16] Voice 7: Okay.

[0:27:18] Trustee Luckham: I think that there's no other questions for the director. Then we'll move on to Director of Administrative Services, Julia Mobs.

[0:27:30] Trustee Luckham: Good

[0:27:33] Voice 14: morning, everybody. My follow-up action list is short and sweet, which is exactly what I like at this time of year. Two of the items are completed. The first is a budget-related item, the second is appointing the auditors, and the third that is listed as in progress relates to a policy piece that has been there for a long time.

[0:27:54] Voice 14: I've mentioned it before. I'm very excited. I'll be able to turn my mind to that probably after

[0:27:59] Voice 14: budget and audit this coming year. Happy to take questions on those items. Otherwise,

[0:28:03] Voice 14: I can give a brief department area report.

[0:28:07] Trustee Luckham: Any questions? Over to you for your area report.

[0:28:13] Voice 14: Okay, so Stefan gave me a great prelude. He was talking about how finance has really been

[0:28:18] Voice 14: bugging him about budget stuff. And that's because our whole world right now is budget stuff.

[0:28:22] Voice 14: this is the final chance to amend our budget before it travels to FPC for their last review

[0:28:28] Voice 14: and then on to council for hopeful approval in March and so this is the time of year there's

[0:28:32] Voice 14: lots of changes that are happening lots of effort being put into that exercise and then once that's

[0:28:39] Voice 14: complete the five-year financial plan needs to be drafted as well so I'm working hard on that to

[0:28:44] Voice 14: sort of understand what our plans are into the future and build that into our financial plan

[0:28:48] Voice 14: and bylaws. Quarter three financial reporting and quarter three forecasting also underway.

[0:28:53] Voice 14: All of those items traveling to the financial planning committee agenda, which heads out into

[0:28:57] Voice 14: the public realm next week. The audit committee is also meeting later this month. And so there's

[0:29:03] Voice 14: been audit prep that's happening in my world. So I've had some communications with our appointed

[0:29:08] Voice 14: auditors. And the audit plan has been prepared. And that will also travel to the audit committee

[0:29:14] Voice 14: committee upcoming. So that's my primary focus. Of course, there's always, you know, day-to-day

[0:29:17] Voice 14: pieces and there's things going on in the HR world that we're supporting staff across the

[0:29:22] Voice 14: organization. For my own HR update, I am finally picking up and moving forward with the hiring of

[0:29:27] Voice 14: the manager of finance and accounting. We've reached out to the applicants who applied quite

[0:29:32] Voice 14: a while ago to see if they're still interested and we're having a positive response. So I'm very

[0:29:36] Voice 14: happy to be picking that up again and I hope to have someone in place full-time for the start of

[0:29:40] Voice 14: the new fiscal year happy to take questions

[0:29:44] Voice 4: excellent any questions for

[0:29:46] Trustee Luckham: julia okay thank

[0:29:50] Trustee Luckham: you very much julia for all your work um let me just where did it go right there

[0:30:00] Trustee Luckham: working from a single screen is a challenge today um okay so that concludes the follow-up

[0:30:10] Trustee Luckham: action list so let's go to local trust committee uh chair updates and just looking at my screen

[0:30:17] Trustee Luckham: i'm going to start from the bottom this time and i'm going to start with uh vice chair mod

[0:30:21] Trustee Luckham: what's happening on your ltcs um

[0:30:24] Voice 12: what about director freighter oh director freighter yes oh

[0:30:28] Trustee Luckham: Oh, there you go.

[0:30:29] Trustee Luckham: That's when I skip looking at the paper.

[0:30:31] Trustee Luckham: So apologies, Director Frater, the one with the longest follow-up action list.

[0:30:38] Trustee Luckham: So the floor is yours.

[0:30:40] Trustee Luckham: I apologize.

[0:30:41] Voice 3: Thank you, Chair.

[0:30:42] Voice 3: I'll try and be brief.

[0:30:44] Voice 3: Wanting to give you a few updates here.

[0:30:46] Voice 3: We are working towards your item number four on the list.

[0:30:51] Voice 3: We're looking at bringing something forward around honoraria.

[0:30:55] Voice 3: we still have to work with the finance department looking at various elements but we do have a draft

[0:30:58] Voice 3: procedure that we'll bring to you at an upcoming meeting on number six which is relating to

[0:31:06] Voice 3: um a protocol agreement with um cinemac first nation we have a letter drafted it might already

[0:31:11] Voice 3: have been sent i'm not sure of the status um asking for the requested meeting that's on um

[0:31:17] Voice 3: that you've been long desired um and in that letter we also mention and reiterate the desire

[0:31:21] Voice 3: for a protocol agreement. So there's movement there. On number eight, I'm going to linger here

[0:31:28] Voice 3: and maybe we can talk about it more in the director's report if you like. As staff, we met

[0:31:33] Voice 3: with the five Coitin Nation members last week on a whole variety of topics and we'll be providing

[0:31:40] Voice 3: more substantive feedback to council generally through the committee of the whole meeting. We

[0:31:45] Voice 3: did commit to them that we would do that, but we specifically committed to them that we'd bring

[0:31:49] Voice 3: some feedback to executive committee um and that related to their feedback around um the letter

[0:31:58] Voice 3: that was sent to the province requesting the provincial review uh they noted that um really

[0:32:03] Voice 3: the philosophy of the trust should be nothing for nations without nations and felt that as it was

[0:32:10] Voice 3: expressed to us it was inappropriate of islands trust council to proceed with sending a letter

[0:32:15] Voice 3: looking for a governance review with potential for co-governance with nations without developing

[0:32:20] Voice 3: that request with the nations themselves so we were asked to convey that strong perspective

[0:32:27] Voice 3: to um executive committee um so you can be aware that you know really there was some discontent

[0:32:32] Voice 3: there um i would highlight generally there was discontent on a whole number of matters

[0:32:37] Voice 3: um that came up but we'll report out more fully at the next committee of the whole meeting

[0:32:41] Voice 3: as it relates to the policy statement project and other pieces.

[0:32:45] Voice 3: We did not get into the specifics of the protocol agreement

[0:32:47] Voice 3: as we spent the meeting speaking about a number of other matters,

[0:32:52] Voice 3: but we will be following up with the individual nations

[0:32:54] Voice 3: to inquire as to where they're at in consideration of that request.

[0:32:59] Voice 3: So perhaps I'll just keep going through the list,

[0:33:01] Voice 3: and then if you'd like to discuss that further,

[0:33:03] Voice 3: we could do it as part of the director's report.

[0:33:05] Voice 3: Would that work for you, Chair Luckham?

[0:33:09] Trustee Luckham: Would

[0:33:09] Voice 3: you like me to pause?

[0:33:10] Trustee Luckham: that would work for me if it works for others okay

[0:33:14] Voice 3: so i'll keep going then um i wanted to let

[0:33:17] Voice 3: you know on number 10 which is a letter um oops sorry um a letter around advocating around

[0:33:23] Voice 3: derelict vessels the letter is drafted we're waiting for a little bit of feedback on a

[0:33:26] Voice 3: technical matter from transport canada staff to make sure it's accurate and that should be ready

[0:33:30] Voice 3: to go shortly um on number 12 um we have agreement from bc ferries to come and present on the

[0:33:38] Voice 3: Wednesday of Trust Council in March. It will be towards the end of the day. And they have also

[0:33:43] Voice 3: offered to provide a sort of engagement session at some point with trustees. So we're looking at

[0:33:49] Voice 3: options for that as well. So we'll be in touch around that. On 13, we have not yet started

[0:33:58] Voice 3: drafting the letter to San Juan County, and I have not yet had an opportunity to look into marine

[0:34:02] Voice 3: advocacy options. But certainly, I know there's an interest there, and we may try to have something

[0:34:07] Voice 3: on your next agenda with regard to that and a letter for the chair to send back and finally on

[0:34:13] Voice 3: 14 again i mentioned that we have advanced that letter and i think it will be going shortly around

[0:34:19] Voice 3: the cinemoke relationship so lots of other things but i'll pause there and see if there's any

[0:34:24] Voice 3: questions on the list and then we could talk more generally about things in trust area services and

[0:34:29] Voice 3: the meeting with kohitsin nation right

[0:34:33] Voice 4: thank you any questions on the follow-up action list

[0:34:37] Voice 4: uh vice chair elliott thank

[0:34:40] Voice 13: you um the letter just does that include the opportunity to

[0:34:47] Voice 13: potentially apply for the u ubcm community community grant for a potential presentation

[0:34:52] Voice 13: or is this just on a protocol agreement um

[0:34:55] Voice 3: no yeah it was about potential for grant funding

[0:34:57] Voice 3: essentially it's asking for the theme of it asked for a meeting um suggests you know would be good

[0:35:01] Voice 3: if that's the if there's interest we could jointly apply for funding and it also mentions a protocol

[0:35:06] Voice 3: agreement. Ah, thank

[0:35:09] Trustee Luckham: you. Okay. So why don't you start us off on your area report then? And

[0:35:20] Trustee Luckham: just, I have one remark anyway, but go ahead.

[0:35:25] Voice 3: So I'll just give you an update on hiring. So

[0:35:27] Voice 3: please, you will have seen that we've got a conservancy manager who's just started.

[0:35:32] Voice 3: So I'll be spending a significant amount of time helping her settle into that big role.

[0:35:36] Voice 3: But so pleased to have someone joining us and Wendy, who's been with us before. So that

[0:35:40] Voice 3: That helps me in that I don't have to do the what is Island's Trust part of the orientation.

[0:35:46] Voice 3: We have had interviews for the program coordinator position.

[0:35:48] Voice 3: So I'm now into the reference check stage of that competition.

[0:35:52] Voice 3: So I'm hopeful that I'll have someone in that role within a month or so.

[0:35:56] Voice 3: We have the policy advisor position has just been posted internal to government.

[0:36:00] Voice 3: So we hopefully will close that in two weeks.

[0:36:04] Voice 3: And I haven't made progress yet on the grants manager position.

[0:36:07] Voice 3: position. So after Friday, I'm taking on those responsibilities as well until I can get that

[0:36:12] Voice 3: position filled. I wanted to let you know that the Reconciliation Learning Group had a meeting

[0:36:18] Voice 3: and had some discussions around where they want to provide advice back to council around

[0:36:26] Voice 3: different learning opportunities into the future. So we'll be scheduling another meeting,

[0:36:30] Voice 3: I think later in February for that group to continue their conversations. And finally,

[0:36:34] Voice 3: I now pivot to trying to get a trust programs committee agenda out this week so those of you

[0:36:39] Voice 3: on that committee please stay tuned it may be coming a little bit late happy to take questions

[0:36:46] Voice 4: any questions not on that oh Tim Peterson yeah

[0:36:54] Voice 12: back to the um the discussion with Cullets and

[0:36:59] Voice 12: and I guess he more generally um first I want to recognize um Director Frater of course as I as I

[0:37:09] Voice 12: I frequently do just the sheer volume of work

[0:37:14] Voice 12: that Trust Council and this committee and others said your way.

[0:37:21] Voice 12: So I just want to start with that disclaimer.

[0:37:24] Voice 12: But when I hear about discontent from nations,

[0:37:33] Voice 12: my first reaction is that we have not been doing a good enough job

[0:37:38] Voice 12: um with reaching out and keeping them apprised of what we're doing and and clearly that's

[0:37:46] Voice 12: uh right across the organization trust council making these decisions um engagement on ltc

[0:37:52] Voice 12: projects um so it's it's distressing and it's and it's and it's difficult and and again i recognize

[0:38:03] Voice 12: recognize how how um overloaded your department is i'm glad to hear that some of the hirings are

[0:38:08] Voice 12: happening um but i think it's something for us to ponder uh at ec and more generally across

[0:38:18] Voice 12: the organization is how we can do this important work better in a way that um that feels respectful

[0:38:27] Voice 12: to the to the nations and indigenous governing bodies um so that i think every time we have a

[0:38:34] Voice 12: situation where we've advanced some work and and um haven't adequately reached out in advance and

[0:38:42] Voice 12: and then there's discontent i i think that's that builds negative momentum instead of positive

[0:38:48] Voice 12: momentum which is what i think we need to be doing so i again i don't have answers but i think we

[0:38:54] Voice 12: We need to seriously ponder about how we can prioritize the relationship building and the flow of information in a way that helps us stay ahead of instead of, you know, making decisions and then checking in with nations and then finding out that they weren't delighted.

[0:39:15] Voice 12: It's not a great model and we have to find a way to do better.

[0:39:18] Voice 12: So my thoughts for now.

[0:39:22] Voice 12: Thanks.

[0:39:26] Trustee Luckham: Thank you, Tim.

[0:39:27] Trustee Luckham: vice chair elliot so

[0:39:31] Voice 13: i have a question around that um we we do have a administrative coordinator

[0:39:37] Voice 13: position and part of that role is to track um the different you know pieces of work and documents

[0:39:47] Voice 13: and and and i i understood coming into this term that that was going to help with some of the

[0:39:55] Voice 13: the administrative, um, overload that, that was causing a lot of these, uh, well, information was

[0:40:06] Voice 13: just not captured in a way. So I, my mind goes to how can we do this better? Is there, um,

[0:40:13] Voice 13: is there a database, uh, where staff are capturing, you know, letters going back and forth,

[0:40:22] Voice 13: referral responses and these working group conversations how is that information being

[0:40:29] Voice 13: cataloged and going back to the methodology for the referral processes and in planning services

[0:40:37] Voice 13: can we synchronize and integrate that in sort of a database and at what points can this be

[0:40:52] Voice 13: reported out to council here is the state of relationship so that trustees understand and

[0:41:00] Voice 13: when they're speaking in a public forum they they are aware of what sort of the status is of islands

[0:41:08] Voice 13: trust relationship with that nation um and this goes back to trustee boland who raised this i

[0:41:14] Voice 13: think at council in december um trustees are frustrated because they don't know a lot of this

[0:41:23] Voice 13: the conversations that are going on, and there was a request, can we have sort of a status update

[0:41:30] Voice 13: on these sorts of issues? And it's, it's tough, because it's all sensitive, it's relationship

[0:41:36] Voice 13: building, it's hard to quantify and distill it. So I'm just wondering if you can provide us with

[0:41:43] Voice 13: some idea of what the background documentation is like, and then how can we think about

[0:41:53] Voice 13: better coordination and communication externally as well. And maybe this isn't a question for right

[0:42:00] Voice 13: now, but just trying to pull the pieces together so we have a better strategy for intergovernmental

[0:42:05] Voice 13: relations.

[0:42:09] Voice 3: Through the chair, I can try and answer a number of those things. Although I do think it's

[0:42:14] Voice 3: a very big conversation, which is going to be beyond the time available today. And I see the

[0:42:18] Voice 3: CAO's hand up. So maybe I'll defer to the CAO for the moment, and then I can pick up if needed.

[0:42:24] Voice 10: thanks i i suspect i'll say a number of the things that you're probably on your mind too i think

[0:42:29] Voice 10: um both vice chairs have have highlighted that this is a much bigger more complex conversation

[0:42:37] Voice 10: um and there's a number of underlying challenges from my perspective um i think there is a clear

[0:42:43] Voice 10: desire on the part of director frazier uh no more than anybody else to um for us to be delivering

[0:42:50] Voice 10: delivering more effectively on this part of our work, because it touches every other part of our

[0:42:55] Voice 10: work. I think there are a number of underlying issues, not the least being a significant capacity

[0:43:00] Voice 10: issue, both in terms of people to do the work, but also the skill set across the organization to do

[0:43:06] Voice 10: the work effectively. And then, Vice-Chair Elliott, as you've mentioned, there's a kind of an

[0:43:10] Voice 10: infrastructure and process and procedure piece where I think there's some substantive gaps too

[0:43:16] Voice 10: that we need to address.

[0:43:18] Voice 10: I think there's an opportunity for us

[0:43:21] Voice 10: to figure out how we do this better

[0:43:23] Voice 10: and to come up with a bit of an action plan.

[0:43:25] Voice 10: That in itself is a significant piece of work.

[0:43:28] Voice 10: And so we're challenged on that capacity front,

[0:43:30] Voice 10: but I'd be happy.

[0:43:32] Voice 10: And I know Director Frater would be more than happy

[0:43:34] Voice 10: to find the time to figure out

[0:43:37] Voice 10: what the solution to some of these problems is.

[0:43:40] Voice 10: It just requires us to set aside

[0:43:42] Voice 10: probably some other priorities to focus on this.

[0:43:44] Voice 10: But I think everybody would agree

[0:43:46] Voice 10: that we need to because we won't be as successful as possible in all those other priorities if we

[0:43:52] Voice 10: don't figure out how to how to deliver more effectively in this and i invite director

[0:43:57] Voice 10: any additional comments she wants to provide thanks um

[0:44:02] Voice 3: yes so all of that um i can also add

[0:44:06] Voice 3: um i mean in order to move towards a real space of reconciliation change is still needed

[0:44:12] Voice 3: from governance daily governance decision making that incorporates what we're hearing from nations

[0:44:18] Voice 3: in a meaningful way in a thoughtful way and right down to administrative improvements and project

[0:44:25] Voice 3: management improvements right it's top to bottom and throughout the breadth of the organization

[0:44:29] Voice 3: so I would echo that certainly with regard to your specifics around administrative improvements

[0:44:34] Voice 3: we have been working towards those but certainly haven't achieved that yet

[0:44:39] Voice 3: so certainly that could be a different conversation later and then you asked about a database that

[0:44:44] Voice 3: project again has been delayed but we do have administrative capacity we are doing that work

[0:44:49] Voice 3: but we are you'll be hearing from director marler at some point in the future we're bringing in a

[0:44:52] Voice 3: database that will help us do it better but certainly we have adequate methods now that

[0:44:56] Voice 3: we're using i think i won't linger there too long but certainly we can have deeper conversation i

[0:45:02] Voice 3: I think, in a more structured way at a future time.

[0:45:06] Voice 12: Vice Chair Peterson,

[0:45:08] Trustee Luckham: anything else?

[0:45:10] Voice 12: Yeah, and just briefly to throw one more, I think, important piece in here is the political

[0:45:17] Voice 12: to political end.

[0:45:18] Voice 12: And certainly in some of the LTCs that I am working in, there's a desire for more opportunity,

[0:45:26] Voice 12: opportunity, more support for those meetings and those relationship buildings on the personal

[0:45:35] Voice 12: level between the decision makers on the local trust committees and those of the First Nations

[0:45:42] Voice 12: chief and councils. I know there's, in my own personal experience, there's been some improvements

[0:45:48] Voice 12: and there's been some good meetings. And I think there's, in some areas, there's a bit of momentum

[0:45:53] Voice 12: to build on and others not so much, but I just needed to bring it up as a component that I think

[0:45:59] Voice 12: I certainly hear a lot from the LTCs that I'm on that is felt to be important. And again,

[0:46:07] Voice 12: how do we resource making those meetings happen? Because of course, it's important that we have

[0:46:15] Voice 12: the political to political, but it's also important that staff are available to support

[0:46:20] Voice 12: support, and to hear the conversations, I think, in the most part. So I just wanted to add another

[0:46:27] Voice 12: one to the list.

[0:46:31] Voice 4: Thank you, Trustee Peterson.

[0:46:36] Trustee Luckham: Maybe I'll just make a remark, and I'm triggered

[0:46:42] Trustee Luckham: by what you've suggested with Cowartson. And I like the phrase that you just used, actually,

[0:46:49] Trustee Luckham: about nations with nations can you just tell me what that phrase was uh

[0:46:56] Voice 3: certainly the way

[0:46:57] Voice 3: they're characterizing it says there's nothing about us without us yeah

[0:47:01] Trustee Luckham: so that's great a thing

[0:47:04] Trustee Luckham: for us to really model and um this may appear to be critical um it's not intended to be critical

[0:47:14] Trustee Luckham: It's only intended to daylight issues.

[0:47:19] Trustee Luckham: At the governance committee, which I'll remind you, is an elected body of council.

[0:47:28] Trustee Luckham: I sit on it actually as ex officio, which is an interesting role.

[0:47:33] Trustee Luckham: The work that is going on there is only an example of work that is happening elsewhere

[0:47:40] Trustee Luckham: within committees.

[0:47:42] Trustee Luckham: committees, but there it seems to have a slightly different weight than other standing committees.

[0:47:48] Trustee Luckham: And some work is advancing there around the secretariat, around the letter to the province,

[0:47:56] Trustee Luckham: which is where that started from. And it ends up going to council and it sort of flows in a

[0:48:02] Trustee Luckham: direction that has a unique characteristic to it that maybe the ability to vet or manage or

[0:48:13] Trustee Luckham: communicate in a better way seems limited. And by example, I will say that Bone Island

[0:48:22] Trustee Luckham: municipality, frankly, was offended that the letter to the province went out as it did

[0:48:33] Trustee Luckham: without consultation.

[0:48:35] Trustee Luckham: And indeed, the same thing does apply to the nations, and Cowichan is right that we should

[0:48:43] Trustee Luckham: consider that.

[0:48:43] Trustee Luckham: It's incredibly complex to do that.

[0:48:47] Trustee Luckham: It's also incredibly complex to do status reporting if it's about nations with nations.

[0:48:54] Trustee Luckham: And so it's incredibly complex.

[0:48:58] Trustee Luckham: And through our desire to do good work, it's also easy for us to make mistakes and stumble

[0:49:07] Trustee Luckham: on the path.

[0:49:08] Trustee Luckham: But we need to do everything we can to not do that.

[0:49:12] Trustee Luckham: But when I raised a governance committee that I thought that other agencies and the community,

[0:49:19] Trustee Luckham: and Bowen specifically, and by that also nations should be consulted in this work,

[0:49:26] Trustee Luckham: was not necessarily received well.

[0:49:29] Trustee Luckham: And I think we absolutely, as you pointed out, Director Frater, we need to have a mechanism

[0:49:36] Trustee Luckham: that's well-founded and is part, we've worked hard to change our culture and engage with

[0:49:41] Trustee Luckham: and be conscious of First Nations,

[0:49:45] Trustee Luckham: making it safe, our work and our place where we work safe,

[0:49:49] Trustee Luckham: culturally safe.

[0:49:51] Trustee Luckham: We need to do more in that area for sure.

[0:49:54] Trustee Luckham: That's it for me, Trustee Elliott.

[0:49:57] Voice 13: So just a final note,

[0:50:00] Voice 13: First Nations Reconciliation is on our work program

[0:50:04] Voice 13: as executive committee.

[0:50:06] Voice 13: And I would say that if staff need time and space

[0:50:11] Voice 13: to help develop this so two questions do you want executive committee to be involved and can we

[0:50:18] Voice 13: make that a focus of a future executive committee meeting say perhaps after march trust council

[0:50:26] Voice 13: we're going into may and really set aside time

[0:50:31] Voice 13: to pull the pieces together and assess where we're at and create a strategy we need an

[0:50:39] Voice 13: integrated strategy across the islands trust and conservancy and i'll have an update um with where

[0:50:46] Voice 13: we're at there but um can we set aside time do you want executive committee's input um and can we

[0:50:54] Voice 13: look at something in in may perhaps well

[0:51:00] Trustee Luckham: thank you for that uh toby very appreciated um director

[0:51:04] Trustee Luckham: fader do you have any remarks maybe to kind of close this a little bit and move on because we

[0:51:11] Trustee Luckham: we don't really have the space or time to dig too deep into this here. Over to you.

[0:51:16] Voice 3: Yes. I guess in closing, I think there is the necessity to dig deep at, you know, and I think

[0:51:22] Voice 3: some focused time at some point in the future would be very beneficial. Nations are looking

[0:51:26] Voice 3: for transformative change, right? They're looking for us to shift our entire operations and our

[0:51:31] Voice 3: governance models in a way that respects the principles of UNDRIP and the Declaration Act.

[0:51:36] Voice 3: and we haven't yet done that and we are really continuing in a stat largely in a status quo model

[0:51:43] Voice 3: capacity issues are certainly impacting good intentions I would say really there's good

[0:51:49] Voice 3: intentions politically certainly a lot of good intentions and goodwill on staff that are not

[0:51:53] Voice 3: being executed according to the goodwill that is there and the good intentions that exist and so

[0:51:59] Voice 3: we're being hampered in a number of ways so I think some focused effort and energy and some

[0:52:04] Voice 3: renewed vision and commitment um would be beneficial um when we again when we can give

[0:52:10] Voice 3: it the energy and time it deserves so it's it's contemplated properly in a well-structured way

[0:52:20] Trustee Luckham: yeah so how do we carve out that time for you following uh cao brony's suggestion

[0:52:27] Voice 3: um i'll look to cao brony perhaps to answer that i

[0:52:31] Voice 10: i think that the short-term answer is

[0:52:34] Voice 10: is let Director Freighter and I put our heads together in the near term

[0:52:38] Voice 10: and come back to you with some recommendations on how we manage that.

[0:52:42] Voice 1: But I

[0:52:43] Voice 10: think that becomes then a conversation with executive committee

[0:52:46] Voice 10: about your priorities and where you're going to allocate your time

[0:52:50] Voice 10: over the next six months or so if we want to really dig into this

[0:52:54] Voice 10: and try and find a better way forward.

[0:52:57] Voice 10: And if I can, just my final comment to you is it's important

[0:53:01] Voice 10: that we acknowledge the gaps that we have

[0:53:03] Voice 10: and where we're not meeting expectations none of that undermines the examples that we do have

[0:53:10] Voice 10: across the trust area of where often at the particularity but at the staff level of

[0:53:15] Voice 10: some good positive success stories too in this space and there's a lot for us i think to learn

[0:53:21] Voice 10: from that too but in a way that gives us a more consistent and coordinated approach

[0:53:28] Voice 10: that allows us to kind of replicate and learn from those successes they don't all translate

[0:53:34] Voice 10: to our relationships with different nations and in different contexts and

[0:53:37] Voice 10: different issues, but there's,

[0:53:39] Voice 10: there's something there for us to build on as well. And I know there are,

[0:53:42] Voice 10: there are a number of staff as well who are keen to be a part of that

[0:53:45] Voice 10: conversation. So we'll,

[0:53:46] Voice 10: we'll think about that and put our heads together and how we can bring

[0:53:49] Voice 10: comeback. But I think I agree with director Freighter having,

[0:53:52] Voice 10: having this committee lean into this would probably be quite beneficial over

[0:53:56] Voice 10: the next little while.

[0:54:00] Trustee Luckham: Right. And thank you for that. I can't help,

[0:54:03] Trustee Luckham: help but reflect, and I don't want a lengthy response, how the cart is maybe before the horse

[0:54:17] Trustee Luckham: here in the policy statement work, and that if we're not achieving success in communication with

[0:54:24] Trustee Luckham: nations, how can we advance the policy statement work, which, as you know, is, I believe, critical

[0:54:32] Trustee Luckham: that we accomplish this this term to get on with the good work if nothing else to enable us to work

[0:54:38] Trustee Luckham: with nations in a much more meaningful way um i don't know if that requires a response

[0:54:47] Trustee Luckham: i'm not seeing a hand up so i'm gonna keep going um all right uh i do believe that uh

[0:54:54] Trustee Luckham: completes the follow-up action list and thank you for that conversation everyone

[0:54:58] Trustee Luckham: local trust committee uh chair updates uh i'm gonna work in the opposite direction here again

[0:55:04] Trustee Luckham: and Vice Chair Elliott, you're at the top,

[0:55:07] Trustee Luckham: followed by Vice Chair Peterson and Vice Chair Maude.

[0:55:12] Voice 13: Just two meetings since our last meeting on January 15th.

[0:55:19] Voice 13: The Thetis Local Trust Committee met yesterday.

[0:55:23] Voice 13: Very pleasant and fairly short,

[0:55:27] Voice 13: and we did advance business with the consideration of a new minor project.

[0:55:35] Voice 13: asking staff to come back with some LUB amendments

[0:55:39] Voice 13: or a project charter for that

[0:55:42] Voice 13: and I didn't report out in a public meeting so I'll just say this

[0:55:47] Voice 13: for South Pender we had a special LTC

[0:55:50] Voice 13: meeting to consider the community

[0:55:55] Voice 13: input and the APC's recommendations on their

[0:55:58] Voice 13: LUB amendment project and we're surprised

[0:56:03] Voice 13: and delighted that with St. Niche, Hereditary Chief Eric Pelkey stopped by and he opened our

[0:56:13] Voice 13: meeting and welcomed us to their territory and gave about a 30-minute presentation on

[0:56:21] Voice 13: the history and cultural uses of the land and the waters and present or gave us a look at the map

[0:56:32] Voice 13: that had been used to successfully win a court case.

[0:56:40] Voice 13: I think at the BC Supreme Court, I'm forgetting the date.

[0:56:44] Voice 13: I think it was in the 90s, establishing their rights in that territory,

[0:56:48] Voice 13: which is going to be presented to the school.

[0:56:52] Voice 13: And so there's been some really good community leadership

[0:56:57] Voice 13: who have been working with the Wisaytnich School Board trustees.

[0:57:02] Voice 13: They've helped support documentaries and language films. And it's been really, really great to have community take the lead in the intercultural work. And so it was just such a surprise, but so wonderful to have Chief Pelkey there for that meeting.

[0:57:24] Voice 13: and yeah so encourage you to anyone could take a look at that meeting it was

[0:57:30] Voice 13: recorded and I think we have a an image of the map that staff may be able to

[0:57:36] Voice 13: upload somewhere so when was that was all my calendars it was the 17th of

[0:57:43] Voice 13: January that's about all for my report thank you okay thank you

[0:57:50] Trustee Luckham: um vice chair peterson okay

[0:57:55] Voice 12: so let's see um uh met with hornby on the 24th um we have a special

[0:58:04] Voice 12: meeting this friday to look at the suitable land analysis there's a presentation uh coming for our

[0:58:11] Voice 12: information to inform the ocp um work there we've invited the apc to join us for that information

[0:58:20] Voice 12: session and I just say the Hornby APC has been very instrumental in providing

[0:58:28] Voice 12: lots of good advice to the to the LTC about some proposed revisions to the OCP

[0:58:41] Voice 12: and land use bylaw eventually um uh trustee alan um uh had some uh personal um notes uh to send out

[0:58:53] Voice 12: to um comox chief and council uh which we all got to uh trustees all participated in um so that was

[0:59:01] Voice 12: nice uh the recently um and they're recently elected in their um new round of elections there

[0:59:09] Voice 12: um galliano of course uh there was the supreme court decision um i was made public around the

[0:59:18] Voice 12: the forest lot um uh land decision there the forest forest land owners um and uh uh so that

[0:59:31] Voice 12: was uh you know in support of the in support of the authority of of the ltc's land making

[0:59:38] Voice 12: decisions there. And we've been having, I think, really good ongoing discussion with

[0:59:44] Voice 12: the Connecticut Chief and Council there. Salt Spring, we haven't met. We're going to meet

[0:59:49] Voice 12: next week. Just in terms of my awareness of what's going on there, there's reading the

[1:00:00] Voice 12: the driftwood and the salt spring exchange um it just to me it points that that somehow we need to

[1:00:09] Voice 12: do a better uh work with communication with the community on on what the project is about um

[1:00:18] Voice 12: there's been some very strongly worded opinions printed um um that uh from my

[1:00:28] Voice 12: I think contain misinformation or lack of understanding about what the parameters are,

[1:00:37] Voice 12: what might be done.

[1:00:39] Voice 12: And so to me, it's just there's a bit of a vacuum there that we should be working to

[1:00:45] Voice 12: fill with the correct information there.

[1:00:48] Voice 12: So that's and it's I know that we'll be talking about some issues about Salt Spring

[1:00:55] Voice 12: later on, but there's the resourcing and staffing.

[1:00:58] Voice 12: and there's First Nations, Indigenous Governing Bodies engagement.

[1:01:04] Voice 12: And anytime there's a vacuum of information,

[1:01:08] Voice 12: someone's going to step in and put something in there.

[1:01:12] Voice 12: And there's a lot of times that's not accurate.

[1:01:17] Voice 12: So how we do a better job of sort of getting out front of the story

[1:01:23] Voice 12: with accurate information is a bit of a challenge,

[1:01:28] Voice 12: but it's it's one that i think is really important and needs to be addressed thank you thank you tim

[1:01:38] Voice 4: uh director uh vice chair maude you almost got a promotion oh

[1:01:44] Trustee Maude: i don't know if that's promotion or

[1:01:45] Trustee Maude: demotion that's a hard job to take um thank you chair um nothing too extensive to report about

[1:01:52] Trustee Maude: ltc's uh north pender met last uh friday um it was a routine meeting the the only point of interest

[1:01:59] Trustee Maude: was CRD was there to make a presentation on the pathway

[1:02:04] Trustee Maude: that they're going to be constructing in Schooner Way.

[1:02:07] Trustee Maude: Trustees were not overly pleased with the amount of

[1:02:12] Trustee Maude: or lack of public consultation on this project,

[1:02:15] Trustee Maude: in particular that the Tender Island Conservancy

[1:02:19] Trustee Maude: had not been engaged.

[1:02:21] Trustee Maude: What was interesting was one of the concerns of the trustees

[1:02:25] Trustee Maude: was this pathway is projected to be three metres wide

[1:02:29] Trustee Maude: And they were questioning the size of the trail.

[1:02:33] Trustee Maude: And it was pointed out that the Main Island Trail is two meters wide.

[1:02:38] Trustee Maude: And the CRD representative said, well, we've had no feedback.

[1:02:42] Trustee Maude: But, you know, and they were asked why Main's was two versus three.

[1:02:46] Trustee Maude: And they said, well, we consulted with the Main Island Conservancy and they felt that three was too wide.

[1:02:51] Trustee Maude: So we put it down to two.

[1:02:53] Trustee Maude: And so that, of course, raised eyebrows.

[1:02:55] Trustee Maude: as well if you consider consulting with main island's conservancy why did you not consult

[1:03:00] Trustee Maude: with the north bender conservancy and there were some sort of classes back and forth so hopefully

[1:03:07] Trustee Maude: the the uh conservancy will be engaged in the pender project because uh it is a rather large

[1:03:14] Trustee Maude: project um physically and and the community had a little bit of concern that you know maybe it could

[1:03:21] Trustee Maude: be a little bit smaller and a little bit more proportionate for for the community um otherwise

[1:03:26] Trustee Maude: it was just it was a a reasonably long meeting but we accomplished a lot of business it was just

[1:03:32] Trustee Maude: normal variances and such nothing too excessive to report uh but uh we're north pender tends to

[1:03:39] Trustee Maude: be pretty busy um saturn um they um very pleased to report that the the funding has come through

[1:03:47] Trustee Maude: for the preservation of the hall property um by the um i believe it's the bc parts conservancy

[1:03:54] Trustee Maude: there might correct me on that um who are purchasing it from the family it's a very

[1:03:59] Trustee Maude: extensive piece of property um that will be preserved um it's uh the the one note uh is the

[1:04:08] Trustee Maude: the people connected with Lululemon or such,

[1:04:14] Trustee Maude: BC Parks Foundation, thank you, Tim,

[1:04:17] Trustee Maude: were a very substantial contributor.

[1:04:20] Trustee Maude: I believe the majority of the funding

[1:04:22] Trustee Maude: came from them through a grant.

[1:04:25] Trustee Maude: So Pender's very, very happy.

[1:04:29] Trustee Maude: Otherwise, I think that sort of concludes my report.

[1:04:33] Trustee Maude: Everybody snowed in and staying at home,

[1:04:35] Trustee Maude: which is a good thing because the roads

[1:04:37] Trustee Maude: are very suffering and very scary out there. Thank you.

[1:04:43] Trustee Luckham: Okay, very good. Thank you, Trustee

[1:04:46] Trustee Luckham: Vice-Chair Maag. So from my area, LTC responsibilities include Gabriola and Gambier.

[1:04:55] Trustee Luckham: And Gabriola, I think I reported earlier, a week or so ago, did a visit to a site called

[1:05:04] Trustee Luckham: the strand where there's some serious shoreline erosion and some unpermitted work that has been

[1:05:14] Trustee Luckham: conducted there and now of course getting back on track to that looking at how we what permits

[1:05:21] Trustee Luckham: may or may not be able to be offered in that area a significant location on the island that

[1:05:28] Trustee Luckham: that indeed has significant weather impact.

[1:05:31] Trustee Luckham: So that work is continuing.

[1:05:32] Trustee Luckham: The OCP work is continuing

[1:05:36] Trustee Luckham: under the very professional support from Narissa Chadwick,

[1:05:41] Trustee Luckham: very much appreciated.

[1:05:42] Trustee Luckham: And of course the staff in the office

[1:05:45] Trustee Luckham: handling and processing regular applications.

[1:05:49] Trustee Luckham: Generally that committee runs very well.

[1:05:53] Trustee Luckham: Mudge Island, some concerns

[1:05:56] Trustee Luckham: over the adopted bylaw and the conversation and the minutes maybe not aligned, but I think we

[1:06:05] Trustee Luckham: were able to navigate that. And Mudge Island continues to be supportive of the amendments

[1:06:12] Trustee Luckham: that have been implemented there. And no doubt that'll be an evolving conversation. I'm grateful

[1:06:19] Trustee Luckham: for everybody Toby particularly in working in that community to facilitate

[1:06:25] Trustee Luckham: that conversation and of course Warren Dingman's marvelous work in listening to

[1:06:31] Trustee Luckham: the community and assisting the LTC in developing policy that works to maintain

[1:06:38] Trustee Luckham: our requirements for regulation and yet was able to accommodate the needs and

[1:06:44] Trustee Luckham: understanding in terms of communications and the process of bylaw enforcement. So that's all very

[1:06:50] Trustee Luckham: good work. Gambier Island, a little technical amendment to the shoreline protection bylaw

[1:06:59] Trustee Luckham: for Keats, but that was handled and advanced accordingly. Not unanimous, but it advanced

[1:07:09] Trustee Luckham: enhanced nonetheless. So that'll be on track for adoption at some point that it

[1:07:14] Trustee Luckham: reaches that level. And, and of course, they're also an OCP on Gambria Island underway.

[1:07:22] Trustee Luckham: And so yeah, another happy local trust committee. Generally, the work is progressing.

[1:07:29] Trustee Luckham: There's certainly some difficult conversations that have been had to acknowledge that. And I'm

[1:07:35] Trustee Luckham: grateful to be able to work on both of those committees. So that's it from here. So I think

[1:07:42] Trustee Luckham: that completes the local trust committee chair updates. I'm going to suggest that we, just

[1:07:50] Trustee Luckham: looking ahead here, I'm going to go to the Ons Trust Conservancy Liaison, Toby Elliott. Do you

[1:07:57] Trustee Luckham: have anything to report there? Certainly thankful for the new chair and vice chair appointments

[1:08:02] Trustee Luckham: in that committee but over to you without stealing your thunder yeah

[1:08:07] Voice 13: so just two brief items in

[1:08:08] Voice 13: addition to what director freighter um said that uh acting manager position has been filled and

[1:08:15] Voice 13: very happy to see wendy tyrell back at the islands trust um but one item that i did not report out

[1:08:24] Voice 13: on at our last meeting that i think i should have was um at our november 21st meeting we had a

[1:08:32] Voice 13: discussion uh that resulted in the itc board resolving to sending a letter to the ministry

[1:08:38] Voice 13: of municipal affairs uh requesting an extension or the engagement uh with first nations on the itc

[1:08:45] Voice 13: plan um so that that's because the work essentially had not been started the ministry

[1:08:53] Voice 13: of municipal affairs gave us a two-year time frame um but subsequent to that with the departure of

[1:08:59] Voice 13: manager emmings um and just delays and lots of work uh they staff had not undertaken the

[1:09:11] Voice 13: engagement basically because you don't want to start something you can't follow through with

[1:09:16] Voice 13: and be um effective in so this is really important work we need to be tracking the responses and have

[1:09:24] Voice 13: somebody in that role who um will lead it and we just simply didn't have anyone there uh until

[1:09:34] Voice 13: now so i'm understanding that the letters to nations are going out they were drafted in

[1:09:41] Voice 13: January and should be going out soon. But we did get board approval to send an update to the

[1:09:51] Voice 13: Ministry of Municipal Affairs requesting an extension and providing the engagement plan

[1:09:58] Voice 13: outline, which had been approved by the board in November. So my apologies that I didn't provide

[1:10:03] Voice 13: that update. I think it's important. And there has been, so one other item on the Ruby Alton

[1:10:10] Voice 13: Nature Reserve House. The one thing I can report publicly, which is already in, has been reported

[1:10:16] Voice 13: by the media, of course, that a rise in report from a in-camera meeting in November, the rise

[1:10:26] Voice 13: in report in January was the decision to obtain a hazmat analysis for the Ruby Alton Nature Reserve

[1:10:32] Voice 13: House and to engage a demolition contractor to provide an estimate of demolition. So because so

[1:10:41] Voice 13: much of the discussion had been in camera um this rise in report is uh was this was not part of

[1:10:50] Voice 13: communications plan about the whole project so i wasn't sure what could be shared but um

[1:10:58] Voice 13: yeah just to note that this this has been a challenging um piece to navigate for the board

[1:11:04] Voice 13: and for staff so we're doing the best we can but that is the piece that i would bring back to

[1:11:10] Voice 13: executive committee but it's already out in the media as a result of that rise report so

[1:11:16] Voice 13: that's all for my update right

[1:11:23] Trustee Luckham: okay thank you um so looking at a little bit of time management here

[1:11:30] Trustee Luckham: and it's a bit complex for me because i'm trying to juggle batteries um on my laptop and my ups and

[1:11:37] Trustee Luckham: other laptops in order to sustain the meeting i also cognizant that you will want a break at some

[1:11:44] Trustee Luckham: point. I would like to just continue, if that's all right, with perhaps the Allen's Trust Strategic

[1:11:50] Trustee Luckham: Plan, which is our next item, and then maybe go for a break before we go into the Salt Spring

[1:11:57] Trustee Luckham: conversation on our planning services. Is that all right with everybody? Okay, perfect. Thank you for

[1:12:04] Trustee Luckham: your support there. Before we just move off of the Allen's Trust Conservancy, however,

[1:12:09] Trustee Luckham: However, I'm trying to manage my own thought process here in what I remarks I made earlier about engaging with other agencies and bone municipality and First Nations with respect to the work that we do.

[1:12:23] Trustee Luckham: Just want to also acknowledge the Alliance Trust Conservancy is our twin agency and also communication to them about far reaching conversations around governance and review and the like needs to obviously include them.

[1:12:49] Trustee Luckham: And that was also something that did not happen as smoothly as it could have.

[1:12:53] Trustee Luckham: So, definitely there's a need here to refine that process. But with that said, I don't think it's on the strategic plan. Reuben Broney, over to you for your representation on the Adam Strauss strategic plan. I think that's got your name on it.

[1:13:08] Voice 10: yes it does thank you chair so this is a chance really just for me to get uh this committee's

[1:13:14] Voice 10: feedback before we plan to bring this forward to the march trust council agenda on the approach

[1:13:20] Voice 10: um that i'd like to take in in that conversation so you recall of course there's been a lot of work

[1:13:26] Voice 10: that has gone into developing the strategic plan up to this point and it was brought forward for

[1:13:32] Voice 10: the september trust council meeting and deferred at that time and then was not on the december

[1:13:36] Voice 10: agenda. So we're coming back to that for March to seek Trust Council's approval of what was the

[1:13:42] Voice 10: draft strategic plan. So the version that I've submitted as part of the package today is largely

[1:13:49] Voice 10: the same as what was on the September agenda, but some work has been done on the staff end since

[1:13:54] Voice 10: then to go through, and this is in more detail in the note, but to go through and identify

[1:14:00] Voice 10: identify particularly are there any major commitments from trust council that weren't

[1:14:05] Voice 10: captured in the key initiatives that were originally put in that draft that was developed

[1:14:11] Voice 10: last summer now and so where those where we've added those you'll see them marked with an asterisk

[1:14:17] Voice 10: there's not a lot of them but there are a few there that we felt were significant enough that

[1:14:22] Voice 10: they should be captured and or were specific requests from trust council at either the

[1:14:28] Voice 10: September or December meeting that these be added to the strategic plan. Then we also went through

[1:14:34] Voice 10: and with an eye to, are there some things now that have in the intervening months actually

[1:14:39] Voice 10: been completed? And so we flagged a few there where we're recommending those could be dropped

[1:14:44] Voice 10: from the list and or some wording changes. And so, you know, some examples of that would be,

[1:14:52] Voice 10: you know, there was the commitment to develop an advocacy and education strategy to seek a

[1:14:57] Voice 10: a provincial review. Well, the provincial review has been submitted and there was a commitment to

[1:15:02] Voice 10: request the review. We've amended the wording slightly to say that that commitment should still

[1:15:07] Voice 10: be in there because it's potentially substantive, but that rather the key initiative is to act on

[1:15:12] Voice 10: whatever the province's response is. And so there's some amendments there that are indicated

[1:15:16] Voice 10: throughout. The other piece that I've done with this version, and this is the color coding that

[1:15:22] Voice 10: you'll see in the table in attachment one is to identify some proposed sequencing for these

[1:15:29] Voice 10: initiatives over the four-year timeline of the plan. And so that's the other piece I would like

[1:15:33] Voice 10: to get direction from at Trust Council in March. First, is this still, are all the initiatives

[1:15:39] Voice 10: listed here still supported and endorsed by Trust Council as your priorities? Because they've been

[1:15:45] Voice 10: from, they were generated last June, but Trust Council hasn't had a chance to review. And then

[1:15:51] Voice 10: And is there agreement or any change as to what we're proposing be the priorities for the balance of this council term?

[1:15:57] Voice 10: Because, of course, we now have less than two years left in your current term.

[1:16:02] Voice 10: And those items are the ones highlighted in green in the table.

[1:16:05] Voice 10: And attachment two to the brief also has just those listed as a summary for ease of reference.

[1:16:11] Voice 10: And those green items are either items that work is already underway on, or that we had anticipated in the respective committee and or departmental working plans to begin in the next fiscal year.

[1:16:26] Voice 10: And can we agree that those would be the priority pieces of work?

[1:16:30] Voice 10: Then the ones highlighted in blue are those that we would anticipate be initiated probably fiscal 26, 27.

[1:16:37] Voice 10: and then the ones highlighted in orange are those where we don't have a clear timeline on but that

[1:16:41] Voice 10: we would still be committing that we would work on those under the four-year timeline of this plan

[1:16:47] Voice 10: I'll just say you know I think there's a bit of work on that prioritization still to be done in

[1:16:53] Voice 10: a subject to a final review before we bring it back to March Trust Council but directors have

[1:16:58] Voice 10: all had an initial review of this and indicated that they could agree with the sequencing that

[1:17:04] Voice 10: we have obviously there's a budget piece associated with all of these two and so this informs our

[1:17:09] Voice 10: budget process not just for this coming fiscal but for subsequent years i'll also note that

[1:17:17] Voice 10: the items that are indicated particularly in the blue one for 26 27 those may need to be

[1:17:22] Voice 10: re-evaluated and the goal is here that we're doing an annual review of the strategic plan

[1:17:27] Voice 10: to assess whether or not these remain the priorities and the sequencing still holds and

[1:17:32] Voice 10: And that may evolve depending on Trust Council's evolving priorities, budget decisions, development and approval of the relevant business cases and other assessments around staff capacity to deliver those sorts of things.

[1:17:45] Voice 10: I'd also say it's important to note that there are a couple of items where the commitments well

[1:17:50] Voice 10: it's a single item commitment are themselves large initiatives that depending on how trust

[1:17:58] Voice 10: council opts to proceed with them or other factors may require some reassessment and so

[1:18:02] Voice 10: the policy statement piece is is a good example right implementation of the policy statement

[1:18:08] Voice 10: is going to be a substantive piece of work if and when that's landed and so depending on the scope

[1:18:14] Voice 10: of what that implementation plan looks like and staff are starting to to explore that work now

[1:18:19] Voice 10: that may require us to reassess what's possible to achieve similarity the nature of the provincial

[1:18:25] Voice 10: response as we've talked about if if the response comes back that the province is willing to for

[1:18:30] Voice 10: example support and undertake a full-scale review of islands trust that will generate a lot of work

[1:18:36] Voice 10: for for trust council and islands trust as well so that may require us to reassess some of these

[1:18:43] Voice 10: things but the goal here would really be to reach agreement at this stage on that these are the

[1:18:48] Voice 10: initiatives that council wishes to prioritize for the balance of this term um recognizing they may

[1:18:54] Voice 10: be to need to reassess but that this this is the top level things and then beyond that this would

[1:19:00] Voice 10: allow us then to move into development of departmental work plans that take all these

[1:19:04] Voice 10: strategic initiatives into consideration feeds into the corporate planning process

[1:19:08] Voice 10: process that you have previously approved and that I'll want to come back to once we've landed

[1:19:13] Voice 10: this. So next steps would be subject to your feedback on this approach, bring this to March

[1:19:21] Voice 10: Trust Council and seek approval of the strategic plan and agreement and or amendments to the

[1:19:28] Voice 10: ranking of the priorities as they're indicated here. I'd welcome your input too on whether or not

[1:19:34] Voice 10: there is value in bringing forward the full kind of narrative piece of the strategic plan as well.

[1:19:40] Voice 10: I have a preliminary draft of that. So this is the substance of the strategic plan,

[1:19:45] Voice 10: but traditionally it has a message from council and some background on the islands trust in that.

[1:19:49] Voice 10: And I'm happy to bring that full draft forward. I just want to make sure we focus the discussion

[1:19:54] Voice 10: on the substance and kind of the meat of the plan, which is what's mapped out in the table.

[1:19:59] Voice 10: table. And so maybe with that, I'll welcome and invite your input on both the approach and any

[1:20:07] Voice 10: comments you have on how we've structured and updated what you have before you. Thanks.

[1:20:14] Trustee Luckham: Okay. Thank you, CAO Brony. Personally, I think this is a brilliant piece of work. I love the

[1:20:20] Trustee Luckham: way it's laid out and the coloration makes it really clear to me anyway. So I'm going to start

[1:20:25] Trustee Luckham: with vice chairs if you have any remarks um or feedback for uh ceo brony on this is this

[1:20:33] Trustee Luckham: captured what we believe to be the work necessary on the strategic plan trustee vice chair peterson

[1:20:41] Trustee Luckham: uh

[1:20:44] Voice 12: thank you chair um of course the trust council needs to get their eyes on this um but uh i do

[1:20:50] Voice 12: do appreciate the um i think the color coding is helpful um the formatting is um uh easier to to

[1:20:59] Voice 12: read and assimilate um than some previous incarnations we've had um so in terms of that

[1:21:05] Voice 12: sort of technical layout work um i think this is an improvement and um and and especially the

[1:21:14] Voice 12: the, the, the, the color coding, um, lays out, uh, you know, projected timing. And I think that's

[1:21:21] Voice 12: useful, um, for the look, but certainly trust councils is going to want to, it needs to weigh

[1:21:32] Voice 12: in on, on the specific items and what's, uh, what's the desire to action or keep up on,

[1:21:38] Voice 12: on any of these items thank you okay

[1:21:45] Voice 4: vice chair elliott thanks

[1:21:48] Voice 13: um yes uh this is um a disciplined

[1:21:53] Voice 13: approach i would say and uh that's probably what we need at this time so thank you for distilling

[1:22:00] Voice 13: a lot of the work that's been done in a way that is digestible um i like the layout

[1:22:07] Voice 13: out just a small change i i struggled with where the focus areas um just distinguish them from one

[1:22:17] Voice 13: another perhaps uh i got a little bit mixed up but in supporting the discussion at trust council

[1:22:26] Voice 13: as to what initiatives we want to continue i think we do need to have somewhere perhaps on

[1:22:34] Voice 13: another chart the initiatives that are still underway um because that is going to and i know

[1:22:43] Voice 13: you have that so um but what i'm thinking of the bylaw enforcement project where is that represented

[1:22:53] Voice 13: and um something else that i thought was missing that's still going to take up time

[1:22:58] Voice 13: referral processes uh evaluating referral processes with first nations

[1:23:04] Voice 13: is internal work that staff is doing but it's it's a pretty big project so how does council

[1:23:12] Voice 13: gauge what we need to focus on um if it doesn't have a clear understanding of the significant

[1:23:20] Voice 13: pieces that are underway so would a get chart be helpful in addition to this saying okay here's

[1:23:28] Voice 13: here's what here's the work that's already started and it's anticipated to be finished here

[1:23:34] Voice 13: and then we have room for more um i'm just struggling to see that stacking up do you know

[1:23:42] Voice 13: what i mean yeah

[1:23:44] Voice 10: i do thank you and i if i may i think that's one of the gaps that we have around

[1:23:50] Voice 10: this being trust council strategic plan which is a is a typical approach that most especially

[1:23:57] Voice 10: especially local governments would take.

[1:23:58] Voice 10: So these are the priorities of trust council.

[1:24:00] Voice 10: What it doesn't capture is the 80% of the other work that is being done

[1:24:05] Voice 10: across the islands trust on any given day, you know, across LTCs, across,

[1:24:10] Voice 10: you know, you know,

[1:24:11] Voice 10: some of the major work at the various committees is captured here,

[1:24:14] Voice 10: but not all of it. And then a lot of the ongoing operational work.

[1:24:18] Voice 10: And that's a piece I'd like to look at around the context of a broader

[1:24:22] Voice 10: corporate plan for the islands trust that brings in the strategic island

[1:24:26] Voice 10: on the trust council strategic plan but also surfaces some of the kind of operational side

[1:24:31] Voice 10: of things that said i think we could we can bring forward something that looks at these are the

[1:24:38] Voice 10: projects under the strategic plan and these are the other major pieces of work that are underway

[1:24:42] Voice 10: and that's where i'd like to get to with the development of departmental work plans so it

[1:24:50] Voice 10: captures both of those streams of work and surfaces that and becomes something that we are then

[1:24:55] Voice 10: And not unlike what we do with the follow-up action list and the existing reporting that

[1:25:02] Voice 10: we do at quarterly trust council, but gives a clear indication of the status of work and

[1:25:07] Voice 10: the timelines.

[1:25:08] Voice 10: And that requires a bit of discipline around building out project plans for each of the

[1:25:13] Voice 10: things on here.

[1:25:14] Voice 10: We can probably do a high-level initial cast of that for March Trust Council to support

[1:25:20] Voice 10: this work.

[1:25:21] Voice 10: but ideally it becomes a much more regular and rigorous piece that we do that is ongoing

[1:25:25] Voice 10: you know without creating a ton of work for staff but that just says here's a rough timeline for

[1:25:31] Voice 10: this and how it matches up with these other projects so that you can have a bit better

[1:25:36] Voice 10: high-level sense of the fuller scope of the work and where it lines up and how the timelines and

[1:25:42] Voice 10: milestones overlap so yes that's the goal once we land what these priorities are but we can

[1:25:50] Voice 10: can probably do an initial cast of that to support the discussion at March Trust Council too, just to

[1:25:54] Voice 10: give a bit of that perspective.

[1:25:57] Voice 13: Yeah, because I think resourcing trustees have been since the

[1:26:02] Voice 13: start of this term concerned with, well, how many hours this is actually taking staff and people

[1:26:09] Voice 13: coming from a management background are quite aware that last term's Trust Council was a very

[1:26:17] Voice 13: ambitious strategic plan and went in three or four significant directions um and so for planning the

[1:26:25] Voice 13: future we have to know you know what are we doing now and what is realistically possible to achieve

[1:26:32] Voice 13: so i'm not looking for reporting that goes down to the the minute or tracking staff hours for this

[1:26:40] Voice 13: but um i think it would be helpful to have just some large chunks of here's here's where we're

[1:26:46] Voice 13: already working on these initiatives and it might take until march 2026 or 27 um for that project so

[1:26:55] Voice 13: then we know well we can't explore new engagement models until you know the year after kind of thing

[1:27:03] Voice 13: so thanks for recognizing that thank

[1:27:06] Voice 11: you okay

[1:27:09] Voice 4: trustee maude do you have any uh thoughts nothing

[1:27:17] Trustee Maude: Nothing in particular. Another person admiring the pretty colors. It really helps to sort of go through the document sort of line by line and understand the priorities and such.

[1:27:29] Trustee Maude: I think it's a grand, it's a great document. It's, as Trustee Elliott changed it, it's somewhat different from previous iterations and substantially easier to read and sort of go through.

[1:27:42] Trustee Maude: So I very much appreciate the amount of energy and effort and creativity that's gone into this document and fully support it and look forward to seeing it at Trust Council. I'm looking forward to a very robust discussion on it. Thank you.

[1:27:55] Trustee Maude: Right.

[1:27:58] Trustee Luckham: Okay. Thank you, David. So maybe a little bit more detail for myself here. Thank you for

[1:28:04] Trustee Luckham: this. I do think that your suggestion that the other materials that you have in the wings is

[1:28:15] Trustee Luckham: either a document of its own or as an appendix to this. I think a Gantt chart is also potentially

[1:28:24] Trustee Luckham: potentially a good idea. Thank you, Toby. And again, maybe as an appendix to this to

[1:28:30] Trustee Luckham: show how this is going to flow, because I think some of my initial thoughts here were the green

[1:28:38] Trustee Luckham: is great, but it's underway or to be initiated. And maybe shades of green would help us understand

[1:28:47] Trustee Luckham: what's underway versus what has not started yet, but is intended to be completed in the

[1:28:54] Trustee Luckham: the 25-26 strategic plan. And I say that in the Gantt chart, I think is a significant part of that

[1:29:02] Trustee Luckham: is, congratulations, I would say, I think you've narrowed the to-dos down to about 12 strategic

[1:29:11] Trustee Luckham: items, which has always been the biggest challenge. I think we wanted to be at 10 or less,

[1:29:18] Trustee Luckham: you know philosophically me anyway um and so having that understanding that if we want to

[1:29:26] Trustee Luckham: add one onto the in underway um then we need to finish one and and then a word of caution

[1:29:38] Trustee Luckham: uh and you know actually the strikeout line i don't know if that's possible on the green ones

[1:29:43] Trustee Luckham: that have a strikeout line with a recommendation um if that strikeout line could be read it would

[1:29:48] Trustee Luckham: enhance that that is different on from a 10 000 foot view than the other green items because it

[1:29:56] Trustee Luckham: isn't necessarily clear and i don't even know if that's possible or not but i'll let you worry

[1:30:00] Trustee Luckham: about that. But just a point here is develop advocacy and education strategy for provincial

[1:30:07] Trustee Luckham: review request. Your recommendation there is that it's not been submitted. However, I think the

[1:30:14] Trustee Luckham: council probably doesn't believe that it's that strategic element was writing a letter to the

[1:30:20] Trustee Luckham: province. The strategic element is undergoing consultation with the province for a provincial

[1:30:26] Trustee Luckham: working on the provincial review. And so we want to be sure that we're acknowledging that. But

[1:30:34] Trustee Luckham: obviously, that doesn't get initiated until the province says, yeah, let's go. But at the same

[1:30:41] Trustee Luckham: time, there is a growing expectation that yourself and executive committee are going to be engaging

[1:30:48] Trustee Luckham: the province on now the election is over. What's next? Where are we? And what do we need to do to

[1:30:57] Trustee Luckham: get this onto your table and have these conversations? So shades of green. Let's be

[1:31:03] Trustee Luckham: clear about trying to keep that projects we're working on down to 10, quite honestly. And does

[1:31:11] Trustee Luckham: that help free up time for the director of trust area services to take on the other elements of

[1:31:17] Trustee Luckham: her strategic plan. And I'm presuming that you've had this conversation with your senior staff

[1:31:24] Trustee Luckham: there to sort this out in a meaningful way. And that's great. And I appreciate the

[1:31:32] Trustee Luckham: disciplined approach here and how you're looking at this, because I don't know for me, and I don't

[1:31:38] Trustee Luckham: know if you're the same, sometimes you want to roll up your sleeves and start moving furniture

[1:31:42] Trustee Luckham: furniture around. And so this is a plan about what furniture we're going to keep and where we're

[1:31:47] Trustee Luckham: going to move it. So, okay, what do you need from us today? And I'll go to Trustee Elliott to look

[1:31:55] Trustee Luckham: for her remark. And then if you could answer that question.

[1:31:59] Voice 13: Yeah, I think some consideration of

[1:32:01] Voice 13: what is council being asked in this with this document? Will we be drilling down and saying,

[1:32:12] Voice 13: um okay we want to refine 2.3.2 we don't just want advocacy to enhance community access but

[1:32:23] Voice 13: we need to still work on the action plan which includes this and this and we have to move that

[1:32:29] Voice 13: forward so how much conversation uh how much input are we willing to take how do you see that

[1:32:38] Voice 13: rolling out with council um to to get their approval and move forward but also how are

[1:32:46] Voice 13: we incorporating that direction yeah

[1:32:49] Voice 10: yeah

[1:32:50] Voice 13: thanks yeah

[1:32:52] Voice 10: yeah thank you i think on that point i

[1:32:54] Voice 10: anticipate that trust council may want to kind of interrogate and reconsider and remind themselves

[1:33:01] Voice 10: what some of these items are there's nothing on here that isn't here because trust council

[1:33:06] Voice 10: identified it as a priority that they wanted to pursue. But I also recognize it's been some time

[1:33:12] Voice 10: since you had those facilitated conversations that surfaced these things. And so I suspect

[1:33:17] Voice 10: that's going to be the substance of a lot of the conversation is, what was that again? And

[1:33:23] Voice 10: is that exactly what we meant in how it's presented here? Or has our thinking evolved? And

[1:33:28] Voice 10: I know senior staff will all be prepared to speak to their understanding of what those items are,

[1:33:35] Voice 10: but I anticipate we may get some revision to that, which is fine if we want to revise and

[1:33:41] Voice 10: refine or take things off the list, because it's Trust Council's list of strategic initiatives.

[1:33:49] Voice 10: And so it's important that Trust Council agrees that, yes, these are still the priorities

[1:33:54] Voice 10: as they're described. What I'll try to avoid is us getting into a lot of detail around

[1:34:00] Voice 10: what the actual work might look like on some of these things that haven't, that aren't yet

[1:34:04] Voice 10: it underway, because that will be defined in a project plan and work through the appropriate

[1:34:09] Voice 10: committee. But I anticipate we will discuss that list and get into the meat of some of those items.

[1:34:16] Voice 10: And to Chair Luckham's point, I'm more than happy to move things from green to blue

[1:34:21] Voice 10: or green to orange. And I'm also happy to move things into green. But the goal here is to try

[1:34:28] Voice 10: and make it so not everything is green and everything is the first priority, because that's

[1:34:32] Voice 10: just not sustainable. The Gantt chart piece may actually help us sort of illustrate that in a very

[1:34:37] Voice 10: visual way to why that is. Sherlock, I'm on your point about 1.3.1 in the advocacy strategy. I

[1:34:46] Voice 10: think that's a fair point, and I'll remove the strikeout from that. And I think to our earlier

[1:34:50] Voice 10: conversation, if we are going to do meaningful work around what that advocacy strategy might be,

[1:34:58] Voice 10: It probably needs to consider whether or not that advocacy strategy is targeted only at the province or whether an advocacy and education strategy around the provincial review, if it proceeds, is broader.

[1:35:12] Voice 10: And I would expect that that's going to need to include some level of engagement with First Nations around what that might look like if the review goes ahead.

[1:35:21] Voice 10: head and so that is uh is not going to make the director of trust area services workload any

[1:35:28] Voice 10: lighter but that gets us to the question of how do we if we're going to make these pieces a priority

[1:35:34] Voice 10: then what are the other priorities look like and so that's the that's the crux of the conversation

[1:35:39] Voice 10: on this is do you agree that the things in green are your biggest priorities and can we ideally

[1:35:47] Voice 10: make that list as short as possible so that it's achievable as possible this first cast reflects

[1:35:51] Voice 10: the input from from my colleagues and i on yes these are the things that are already working on

[1:35:57] Voice 10: or that we expect to move forward with our current direction but there's the opportunity

[1:36:02] Voice 10: to say you know what that thing probably could be pushed out into the blue category if it gives us

[1:36:08] Voice 10: the capacity to do one or two other things really well thank

[1:36:16] Trustee Luckham: you for all that that was a lot you

[1:36:19] Trustee Luckham: you just said. And following on that, and indeed, I didn't want to necessarily add a 13th item to

[1:36:30] Trustee Luckham: the 12-point list. I was pleased it was only 12. So I apologize for that. However, the obvious

[1:36:37] Trustee Luckham: thing here, given the conversation we had earlier about engaging with nations, we can't unknow what

[1:36:46] Trustee Luckham: what we know. And we know that we need to engage on that particular topic, governance review,

[1:36:54] Trustee Luckham: in a more meaningful way. And so I'm just saying that out loud, because that is so important to me.

[1:37:06] Trustee Luckham: It obviously, you know, years ago, we developed, because in my history, I remember the transition,

[1:37:14] Trustee Luckham: we moved to project charters we never had project charters before and it's a very disciplined

[1:37:20] Trustee Luckham: approach to this is what you asked us to do and this is what we're doing and the strategic plan

[1:37:24] Trustee Luckham: has actually not at this juncture for whatever reason received that that same respect for the

[1:37:32] Trustee Luckham: disciplined approach to this is what you told us to do and this is what we're going to do

[1:37:37] Trustee Luckham: And this needs to evolve to that stage so that the work, and I'm reflecting on the vast amount of work that Director Frater has on her follow-up action list, that that work needs to be reflected in the strategic plan.

[1:37:54] Trustee Luckham: And so if any of that work that's on the plate, it's maybe harsh to say, but if it's not in the strategic plan, we're not doing it.

[1:38:02] Trustee Luckham: and if you want to do this in a different way council then how how are we going to do it and

[1:38:09] Trustee Luckham: I think part of that is resources and finance not all of it but certainly part of it and then

[1:38:16] Trustee Luckham: implement when things have gone from strategic plan to implementation I see those as two different

[1:38:22] Trustee Luckham: things because they are then adopted as policy and practice within the organization so they no

[1:38:29] Trustee Luckham: no longer live on this strategic plan, certainly council can monitor as they see fit how that work

[1:38:34] Trustee Luckham: is unfolding. But there are some additional thoughts for you. So if I come back, you've

[1:38:41] Trustee Luckham: obviously received quite a bit of feedback here now. Do you need more from us today?

[1:38:46] Trustee Luckham: Is there any formal endorsement that you are seeking? Or you're going to bring this back to

[1:38:51] Trustee Luckham: our next meeting, presumably, for advancement to council in March? Is that correct?

[1:38:56] Trustee Luckham: Yeah,

[1:38:57] Voice 10: thank you. I don't need anything more formal than that. That's all helpful feedback. And yeah, we'll bring it back as part of the package now for March Trust Council, then in a package that reflects this feedback. And just one comment on your points there, Chair Luckham.

[1:39:11] Voice 10: I think one of the pieces I want to look at is also, once we land this, that we integrate somehow into our process for bringing forward new work, a component of the RFD template, for example, that says, how does this align with the strategic plan?

[1:39:34] Voice 10: And where is the connection here?

[1:39:35] Voice 10: And if it doesn't, that's fine. But that should inform part of the decision then around whether or not we agree to take on and approve this new piece of work. Does it support what we're trying to achieve? And I think that's an important consideration that should be factored in alongside the cost and policy implementations and operational implications of any new project that the Trust Council is considering.

[1:40:02] Voice 10: So that we're making an informed choice then that, yeah, we are taking on something here that is beyond the major priorities that Trust Council had endorsed. So we'll look at how we embed that into our process too. That doesn't have to be arduous, but it's just a part of that decision making matrix on here are the implications of this so that you can clearly see, yes, this supports strategic plan initiative 1.3.1 and here's how.

[1:40:28] Voice 10: so that not unlike how we assess against the policy statement for example right just helps

[1:40:33] Voice 10: inform your decision and see where it lines up but thank you for the feedback today this has

[1:40:37] Voice 10: been really helpful and um and we'll bring it back to you in march with a with an updated version

[1:40:43] Trustee Luckham: right okay well uh thank you very much yeah um we really need what you've talked about there

[1:40:49] Trustee Luckham: is clearly political in nature but i think what you're trying to help us with is be more

[1:40:57] Trustee Luckham: more disciplined. And we need to take that disciplined approach in our political ambitions

[1:41:05] Trustee Luckham: in order to be successful, because we just, historically, we keep adding things to the

[1:41:10] Trustee Luckham: strategic plan, and we need to be much more disciplined. And I think you're bringing that

[1:41:14] Trustee Luckham: to us. So thank you. Okay, let's have a break. For, let's say 10 minutes, is that adequate to

[1:41:24] Trustee Luckham: to boil water and have a break and we'll come back at uh 11 10 by my clock um and then i can

[1:41:34] Trustee Luckham: swap batteries and power supplies and everything else and be ready

[1:41:38] Voice 13: can we have 15 let's i need

[1:41:40] Voice 13: i need to feed horses and things absolutely

[1:41:42] Trustee Luckham: 15

[1:41:43] Voice 13: would be great thanks

[1:41:44] Trustee Luckham: oh dear okay so let's do

[1:41:47] Trustee Luckham: 15 that's fine and then um we can blaze through till 12 o'clock and consider uh our lunch

[1:41:55] Trustee Luckham: requirements and uh we've got a fairly deep agenda including in camera to get through so

[1:42:01] Trustee Luckham: let's go thanks 15 minutes come back at 11 15 okay

[1:42:16] Voice 5: so i think i need

[1:42:21] Trustee Luckham: to do this

[1:42:21] Trustee Luckham: so i'm on a break and

[1:42:26] Voice 1: chill i come your uh microphone still on

[1:42:28] Voice 1: Thank you for watching.

[2:01:35] Voice 13: i think we could proceed if staff are here does anybody else concur and then trust or chair

[2:01:43] Voice 13: locum can jump in yeah

[2:01:46] Trustee Maude: i think that's fair enough i think we can go on because uh with just a couple

[2:01:50] Trustee Maude: of briefings um so i think it's probably wise if we do proceed because do

[2:02:01] Voice 13: you want to step in as

[2:02:03] Voice 13: vice chair shark oh

[2:02:06] Voice 13: there he is

[2:02:07] Trustee Luckham: the gods are smiling on me they've restored power

[2:02:16] Trustee Luckham: my plan b wasn't working out well anyway okay everybody thank you apologies for

[2:02:23] Trustee Luckham: late return so we are at 8.2 on our agenda page 33 uh salt spring island december 12th resolution

[2:02:32] Trustee Luckham: resolution briefing. I'm a little bit short of an actual agenda here, but there you go.

[2:02:40] Trustee Luckham: So this is to executive committee, from executive committee? No. There we go. From planning

[2:02:51] Trustee Luckham: services. So is that, Stephan Thurmack, are you going to start us off on this? And I'm guessing

[2:02:57] Trustee Luckham: Trustee Peterson will have some information for us as well.

[2:03:03] Voice 11: Indeed. Thank you, Mr. Chair. I'll

[2:03:04] Voice 11: I'll just kick it off and now I'll quickly turn it off over to Trustee Peterson.

[2:03:09] Voice 11: This is forwarding a resolution from the Salt Spring LTC.

[2:03:13] Voice 11: The resolution is captured there as the background.

[2:03:17] Voice 11: It is a request to forward a staff report, which was in the Salt Springs LTC agenda.

[2:03:26] Voice 11: It was a report about the follow-up action, no, about the work program.

[2:03:31] Voice 11: I apologize it was not attached to this.

[2:03:34] Voice 11: And thank you, Trustee Peterson, for forwarding that.

[2:03:36] Voice 11: I said the attachment was there, but it was not attached.

[2:03:39] Voice 11: So you should all have a copy of that now.

[2:03:41] Voice 11: And it was a request for Trust Council to prioritize a review of the delivery of CURT

[2:03:46] Voice 11: and long-term planning services and identify opportunities to improve current planning

[2:03:51] Voice 11: cost recovery, increase staff resources dedicated to long-term planning, and to improve alignment

[2:03:56] Voice 11: of long-term planning staff resources with the highest need.

[2:03:59] Voice 11: need. It wasn't a staff-generated item, so all I did was attach a bit of background information

[2:04:07] Voice 11: in relation to those various bullets, a history of the planning services review that occurred

[2:04:13] Voice 11: from 2019 to 2024. We're still in the implementation phase of that. I'd be happy to talk about

[2:04:19] Voice 11: that more if you wish. And of course, going through a cost recovery process or assessment

[2:04:24] Voice 11: assessment as we speak and then I provide a little bit more I guess from an operational

[2:04:29] Voice 11: perspective there's we're doing a bylaw compliance enforcement review that's not operational

[2:04:32] Voice 11: and of course we recently did a development of applications program review that which would be

[2:04:38] Voice 11: current planning and the operational which would be administrative review we did when I became on

[2:04:44] Voice 11: on board as director so I just put that background information for context if you have this conversation

[2:04:50] Voice 11: about what we have. I anticipated some of those questions. But other than that, I'll

[2:04:53] Voice 11: turn it over to Trustee Peterson, unless you have any questions for me,

[2:04:57] Voice 11: Mr. Chair and Executive.

[2:05:08] Trustee Luckham: Yeah, I got bumped there

[2:05:10] Trustee Luckham: again.

[2:05:28] Voice 11: Perhaps we should go back to

[2:05:31] Voice 11: Acting Chair Maud?

[2:05:33] Trustee Maude: Well, I think we

[2:05:34] Trustee Maude: seem to have lost our Chair Chair, so Trustee Peterson, I think

[2:05:39] Trustee Maude: you are on board.

[2:05:42] Voice 12: Okay, well, thank you.

[2:05:43] Voice 12: Yeah, I guess there's, from my perspective, there's a couple different elements to the request from Salt Spring LTC here.

[2:05:54] Voice 12: Certainly, the planning cost recovery is an important factor, despite amending things like the processing fee bylaws.

[2:06:07] Voice 12: laws. It appears that Island Stress is continuing to effectively subsidize applications

[2:06:19] Voice 12: financially to a certain degree. And I just think for me, fundamentally, that's

[2:06:27] Voice 12: something that we need to fix. I think applicants should be paying the cost of their applications

[2:06:33] Voice 12: and and not the general taxpayers so how there's obviously a bit of complexity there

[2:06:40] Voice 12: but uh that's that's one of the elements um in terms of the uh the staff record sources

[2:06:51] Voice 12: dedicated to long-term planning and and the alignment of of staff resources to the highest

[2:06:58] Voice 12: needs. I think in the staff report from the Salt Spring LTC, it makes recommendations. And the

[2:07:12] Voice 12: reason that I missed it being attached is because it makes recommendations on ways to utilize the

[2:07:18] Voice 12: available tools, both for Salt Spring and the Islands Trust as a whole. And on that particular

[2:07:27] Voice 12: particular report which I hope you've all had a chance to read um because it is relevant to

[2:07:34] Voice 12: the resolution uh notwithstanding the report from from the director um the section on workload uh

[2:07:42] Voice 12: which outlines the number of applications assigned per planner over over the trust area

[2:07:50] Voice 12: um that's pretty concerning in terms of looking at the volume of work um that goes on on salt

[2:08:01] Voice 12: spring um obviously there is a there's a currently a vacancy um i do have concerns that um

[2:08:15] Voice 12: you know two out of three of our of our current planners um have not had long experience in the

[2:08:22] Voice 12: job so it's it's not just the numbers i think but it's also finding ways to get the the folks with

[2:08:28] Voice 12: experience on on uh onto the support of of what's um going on on salt spring both applications and

[2:08:39] Voice 12: a fairly significant ocp review so i how we're allocating staff um to the different ltcs

[2:08:54] Voice 12: is a concern um obviously that's largely for the director and the cao to to determine what's

[2:09:05] Voice 12: appropriate there but in terms of uh what's at ltc that has a much larger rate of application

[2:09:15] Voice 12: volume than others and is also um working on this ocp project uh so many different components i

[2:09:25] Voice 12: I brought up the communication component earlier, which is there seems to be a deficit in.

[2:09:30] Voice 12: There's big problems in terms of the direction and the requests from the LTC with regard to allocating resources towards First Nations engagement.

[2:09:47] Voice 12: The LTC has allocated funding, asked for interim protocols to be developed.

[2:09:53] Voice 12: um and i think the frustration there stems from the fact that that the ltc um has done

[2:10:00] Voice 12: uh what what it can in in terms of asking for these supports and giving direction and

[2:10:08] Voice 12: and it's and we're still experiencing um a deficit and so in that sense there's really

[2:10:18] Voice 12: that that's i'm speaking only mainly to the to the salt spring um aspects of that staff report out of

[2:10:26] Voice 12: out of our ltc um because i think the i think the as i mentioned in you know the summary says that

[2:10:35] Voice 12: some of these things are could be beneficial to the trust as a whole but that's um the salt spring

[2:10:44] Voice 12: is the is the illustration here about how we're allocating resources and and and what are big

[2:10:53] Voice 12: projects and and um when we just look at population and and tax requisition it should be pretty clear

[2:11:01] Voice 12: salt spring's big it's it's geographically the heart of the trust area there's lots of issues

[2:11:07] Voice 12: there's a big population there's a lot of tax dollars uh coming out of that local trust area

[2:11:13] Voice 12: to support the work across the island's trust.

[2:11:15] Voice 12: It's a net giver in terms of the financial resources.

[2:11:23] Voice 12: So the frustration in terms of the resourcing for the LTC I think is understandable.

[2:11:32] Voice 12: I've, over the last two years chairing that LTC,

[2:11:36] Voice 12: I've sort of come to a greater understanding of some of the challenges

[2:11:42] Voice 12: in terms of that work, in terms of the resourcing,

[2:11:46] Voice 12: in terms of the communication, the staffing.

[2:11:50] Voice 12: And we need to somehow do better.

[2:11:57] Voice 12: And I think that's where the notion in the resolution

[2:12:02] Voice 12: comes about aligning staff resources with highest need.

[2:12:08] Voice 12: I think there's an argument to be made

[2:12:10] Voice 12: that there's a big need on Salt Spring.

[2:12:15] Voice 12: I'm not going to try, I don't want to get into any specifics

[2:12:18] Voice 12: that should be better dealt with in camera around individuals

[2:12:22] Voice 12: or anything like that.

[2:12:24] Voice 12: So I'm trying to keep it relatively high level.

[2:12:28] Voice 12: But there's, you know, one of my concerns is also

[2:12:35] Voice 12: about the reputation of the organization.

[2:12:37] Voice 12: and we know that uh there's been a couple of um incorporation votes in the past and when i look at

[2:12:48] Voice 12: what's going on and and more importantly what's not really happening uh effectively in the salt

[2:12:55] Voice 12: spring ltc work um that's a big concern to me um so maybe i'll just pause there for a minute and

[2:13:07] Voice 12: and uh turn it over to to to others for questions or comments um

[2:13:15] Trustee Luckham: i'll go with toby you had your hand

[2:13:18] Trustee Luckham: up first but my purpose actually put my hand up as well so over to you toby so

[2:13:25] Voice 13: i think we

[2:13:25] Voice 13: should separate the two issues the current planning cost recovery is a trust council

[2:13:33] Voice 13: initiated request going back to 2019 and looking back at the interim briefing

[2:13:42] Voice 13: that came as council in September Harrison of staff cost of process

[2:13:53] Voice 13: applications versus application revenue the shortfall was around $100,000 or 91

[2:13:59] Voice 13: And that did not include the erroneously had left out the 25% that would be incurred by including staff benefits.

[2:14:13] Voice 13: This is a big issue that I think we need to put into the survey for public engagement.

[2:14:20] Voice 13: Am I frozen?

[2:14:23] Trustee Luckham: No.

[2:14:24] Trustee Luckham: Am I frozen?

[2:14:25] Voice 13: No.

[2:14:25] Voice 13: Okay.

[2:14:26] Voice 13: I think this should go into the public engagement survey on the budget.

[2:14:30] Voice 13: it. Do trust area residents want to see application costs 100% subsidized by the applicants and put

[2:14:38] Voice 13: the numbers in there? Recognizing that a $100,000 cost recovery would result in lowering about

[2:14:46] Voice 13: one percentage point of the tax fee levy. So that's one issue that I think the work is underway.

[2:14:57] Voice 13: way. We're getting that report in March. And I really think that needs to be folded into

[2:15:04] Voice 13: a conversation with the public as to their appetite. And I think if the public were aware

[2:15:09] Voice 13: that how much applications are being subsidized, that's going to be a conversation. We're going

[2:15:19] Voice 13: going to get feedback on that. And then there would be support for increasing the cost of

[2:15:27] Voice 13: applications, right? Or not, depending on what we get back. So that's one piece. I think

[2:15:40] Voice 13: dealing with human resources at Salt Spring is, I think, has been a challenge, you know, as long as

[2:15:48] Voice 13: as I have been here and have heard about it for two years,

[2:15:53] Voice 13: I don't understand what is at the root of the issue.

[2:15:57] Voice 13: And I think that's going to take some digging.

[2:16:01] Voice 13: So I'm not sure what input executive committee can have right now.

[2:16:11] Voice 13: But I would support definitely a conversation about aligning the long-term

[2:16:17] Voice 13: planning staff resources with the highest need.

[2:16:20] Voice 13: I will say that Gabriela has benefited hugely from having a senior planner work on our OCP. I will say it's the first time that planner has done an OCP review or taken the lead on it.

[2:16:36] Voice 13: So it's been a learning opportunity. But how can we translate that to, sorry, I should say, this is, Gabriel's OCP review is intended to be a model for the process for other OCPs. We've put a lot of work into the methodology.

[2:16:56] Voice 13: and i'll note been supported by a planning co-op student that was a huge benefit we couldn't have

[2:17:02] Voice 13: gotten a lot of the work done so perhaps something we could look at is do we need

[2:17:07] Voice 13: more positions for planning co-op students who could be brought into this exciting work environment

[2:17:12] Voice 13: and they return huge benefits to the planners because they do all that digging through reports

[2:17:19] Voice 13: and community health reports to pull up the data

[2:17:22] Voice 13: that support public engagement.

[2:17:27] Voice 13: But I don't think we can tell planners where to go,

[2:17:31] Voice 13: and that's where it's going to be an internal conversation

[2:17:36] Voice 13: and probably up to the CAO and Director Cermak

[2:17:39] Voice 13: to figure out how to adequately staff Salt Spring Island

[2:17:44] Voice 13: with senior planners or provide the mentorship

[2:17:48] Voice 13: and leadership to the younger and more junior-level planners

[2:17:55] Voice 13: that are working there.

[2:17:57] Voice 13: I think that's the succession piece needs to be worked on.

[2:18:00] Voice 13: So anyway, lots of comments, but I think we need to separate

[2:18:02] Voice 13: the cost recovery piece, which is being worked on

[2:18:05] Voice 13: from staff resources at Salt Spring.

[2:18:14] Trustee Luckham: Yeah, thank you, Toby.

[2:18:18] Trustee Luckham: I just want to make a couple of remarks just to kind of open the door

[2:18:21] Trustee Luckham: to perhaps the CEO and Stefan helping us out here with what they're thinking.

[2:18:32] Trustee Luckham: But of course, I was the chair for a couple of terms on Salt Spring. And in that time, actually,

[2:18:41] Trustee Luckham: and Stefan Cermak was the regional planning manager there. And so certainly, Stefan is well

[2:18:49] Trustee Luckham: aware of the dynamics of that office and the volume of work that goes on i actually just

[2:18:54] Trustee Luckham: quickly looked at a couple of agenda packages and they're still in the 300 to 500 page level

[2:19:02] Trustee Luckham: like that's not insignificant it's a huge amount of work uh the ltc meets as at least as frequently

[2:19:11] Trustee Luckham: as any other ltc and so they should historically and maybe worse in the most recent years

[2:19:19] Trustee Luckham: There's turnover and simply finding staff in the Salt Spring office has been at least probably more challenging than anywhere else.

[2:19:37] Trustee Luckham: Like, I think that's just a reality check because housing is non-existent.

[2:19:42] Trustee Luckham: um i'm you know just what are the solutions here to make this more effective um is it possible to

[2:19:56] Trustee Luckham: make it more effective um how do we simply need to allocate find a way to allocate more resources

[2:20:04] Trustee Luckham: to that office whether they're in that office or not which actually doesn't exist at the moment

[2:20:08] Trustee Luckham: That's a different thing. But I can't help but wonder, you know, in our plan to reallocate resources to do federation-wide planning, and Toby's maybe hinted at that, certainly the staff that have been helping a number of trust areas out with their work are doing fantastic work in those areas.

[2:20:32] Trustee Luckham: has that dynamic in itself affected the overall ability to manage projects broadly around the

[2:20:41] Trustee Luckham: federation? So, yeah, I think, how can we get more resources to Salt Spring in a reasonable way?

[2:20:50] Trustee Luckham: And I'm going to leave it there. Trustee Peterson, you have a hand up, but I would like to hear from

[2:20:56] Trustee Luckham: the CAO and from Stefan on their thoughts on this. But over to you, sir.

[2:21:10] Trustee Luckham: yeah over to you and i can hardly hear you for some reason there you go oh

[2:21:14] Voice 12: okay um so one of

[2:21:16] Voice 12: the things that occurs to me while i i'm listening and yes i agree with um with vice chair elliott

[2:21:22] Voice 12: and and i think i addressed that i thought there was a couple issues um and that i would be

[2:21:28] Voice 12: focusing more on the salt spring issue than the the broader cost recovery issues

[2:21:33] Voice 12: it seems to me i think one of the difficulties is it is it there's in terms of the staff it's

[2:21:42] Voice 12: like we have some we've got some siloing between offices and how can how can that be addressed

[2:21:50] Voice 12: um certainly the lack of available housing on salt spring is a problem however i know with the

[2:21:57] Voice 12: southern um the southern offices uh planners generally travel to those islands for meetings

[2:22:07] Voice 12: uh not aware of planners uh living in in those jurisdictions so um addressing the

[2:22:17] Voice 12: um the needs around salt spring uh if is there some way we can

[2:22:23] Voice 12: to consider how the movement of planners to support ltc on on salt spring could be similar

[2:22:32] Voice 12: to how they're supported in some of the other other islands um i know uh you know last term

[2:22:40] Voice 12: we we worked towards a regional planning team model um it's not clear to me how that team is

[2:22:49] Voice 12: is actively supporting our very hardworking staff

[2:22:55] Voice 12: and regional planning manager on Salt Spring.

[2:22:59] Voice 12: So I have a lot more questions than I have answers, unfortunately,

[2:23:04] Voice 12: but I think I've tried to address why I think this is really consequential

[2:23:12] Voice 12: for the organization in my earlier remarks,

[2:23:16] Voice 12: so I don't want to repeat myself too much.

[2:23:18] Voice 12: But Salt Springs is a big island. There's big problems. There's big issues that need to rest. There's a huge workload. There's a large number of First Nations that need to be engaged with.

[2:23:32] Voice 12: um the community itself due to the the housing shortage is um there's a lot of feeling of crisis

[2:23:42] Voice 12: how obviously the ltc and islands trust through the land use planning can't address all of those

[2:23:50] Voice 12: issues but i think we should be seen as being as proactive and and dedicating um the resources that

[2:23:58] Voice 12: we can um to helping address those areas of jurisdiction that we do have and and and to

[2:24:07] Voice 12: doing what we can and we seem to be doing what we can um in that ltc it's it's i i think i mean

[2:24:18] Voice 12: the word crisis is used a lot when i hear that when i'm i'm there and i'm hearing there and i i

[2:24:23] Voice 12: I do follow the Driftwood newspaper and the Salt Spring Exchange,

[2:24:30] Voice 12: and so I'm aware of the kind of public comments that are going back and forth

[2:24:37] Voice 12: between residents, concerned residents there.

[2:24:41] Voice 12: So, again, more questions than answers, but it seems to me that issue of the silos

[2:24:49] Voice 12: those um it seems like one thing that and i'd be happy to hear from from senior staff on this but

[2:24:56] Voice 12: if if staff travel from um the victoria office to to the southern gulf islands isn't there some way

[2:25:05] Voice 12: we can um get some of those highly qualified staff to to come to salt spring via the you know

[2:25:14] Voice 12: it's a short space short spay um so i'll just leave it there again okay

[2:25:27] Trustee Luckham: can i invite staff to

[2:25:33] Trustee Luckham: help us understand the situation and what we can do at executive committee to help you

[2:25:38] Voice 10: uh maybe i'll go first chair and then i'll invite uh director cermak to offer his comments as well

[2:25:44] Voice 10: um i think it's fair to say there are some sort of complex and overlapping issues

[2:25:48] Voice 10: issues um at play here um on the staffing side of it it's difficult and and for us to talk about

[2:25:57] Voice 10: those issues and and solutions in this forum and i think you know that's more suited to a

[2:26:03] Voice 10: to an in-camera discussion i'm happy to have that i think um the ultimately there are no quick and

[2:26:11] Voice 10: easy solutions to it um and so i think you know and in any question around additional resources

[2:26:18] Voice 10: ultimately is a financial question um and and i know that's the intent of of the motion that

[2:26:24] Voice 10: came forward from the ltc was for this conversation to happen at trust council and for trust council

[2:26:28] Voice 10: to debate whether or not they are interested in in reallocating resources um in any fashion to

[2:26:35] Voice 10: support salt spring recognizing its its unique context um but i think you know like i say there's

[2:26:42] Voice 10: There's no simple solution, but I think there are some potential pathways forward and we can have that conversation, I think, in a different forum.

[2:26:54] Voice 10: Director Cermak, I don't know if you want to add anything to that. Thanks.

[2:26:59] Voice 11: Thank you, CEO.

[2:27:00] Voice 11: I, of course, have, I suspect, in the organization, the most experience dealing with Salt Spring's resources, having been the RPM for seven years.

[2:27:08] Voice 11: I still live on Salt Spring Island, etc.

[2:27:10] Voice 11: et cetera. And there's so much to unpack what I heard Trustee Peterson saying. There are multiple

[2:27:18] Voice 11: issues. And ultimately, getting more resources. More resources are on the way. And we can talk

[2:27:26] Voice 11: about that more as the CAO indicated. And so I think you're getting into a period, at least for

[2:27:33] Voice 11: the next year, that you'll have resources. It won't help with the slowdown of work that has

[2:27:39] Voice 11: has been admittedly in the past,

[2:27:41] Voice 11: but a little bit of clarity too

[2:27:42] Voice 11: on some where of this staff turnover.

[2:27:44] Voice 11: Actually, staff have been taking opportunity,

[2:27:46] Voice 11: at least the two previous senior planners

[2:27:49] Voice 11: of temporary assignments with the province,

[2:27:51] Voice 11: which they had opportunity to.

[2:27:52] Voice 11: So it's not quite a turnover,

[2:27:53] Voice 11: but rather it's them taking advantage

[2:27:55] Voice 11: of opportunities elsewhere.

[2:27:58] Voice 11: So I'm going to leave it at that.

[2:27:59] Voice 11: Otherwise, I'll start spiraling

[2:28:00] Voice 11: into a whole bunch of different rabbit holes,

[2:28:03] Voice 11: but I'll turn it over to Trustee Peterson.

[2:28:08] Thank you.

[2:28:09] Voice 12: Just on the budgetary considerations, I mean, I think one of the frustrating things is Trust Council has been meeting the financial requests of the LTC.

[2:28:23] Voice 12: And if you look at the amounts unspent over the last couple of fiscals on Salt Spring, it's not clear to me that money is the problem here.

[2:28:33] Voice 12: So I just wanted to note that because I think at the Trust Council level, the funding has been forthcoming.

[2:28:42] Voice 12: And if I'm missing something there, I'd be happy to be corrected.

[2:28:52] Voice 12: So, yeah, a bunch of stuff.

[2:28:56] Voice 12: Obviously, there's some detail that will need to be discussed in camera.

[2:29:01] Voice 12: camera, but as Salt Spring is trying to essentially break some new ground in terms of equitable

[2:29:12] Voice 12: engagement for bringing the public engagement and First Nations together and doing this

[2:29:21] Voice 12: work in a slightly new and, I think, better way, if we can get this off the ground, yeah,

[2:29:32] Voice 12: Yeah, certainly more resources are needed.

[2:29:35] Voice 12: I'm glad to hear that there's some forthcoming.

[2:29:40] Voice 12: And I don't want to stray into in-camera issues here,

[2:29:46] Voice 12: so I'm going to leave it there for the moment.

[2:29:57] Trustee Luckham: I'm not sure if you're breaking up at your end.

[2:30:00] Trustee Luckham: if I'm missing little snippets of the conversation,

[2:30:03] Trustee Luckham: but I'll just chime in with two things.

[2:30:06] Trustee Luckham: One, if we need to add something

[2:30:08] Trustee Luckham: to our in-camera agenda today,

[2:30:10] Trustee Luckham: let's do that when we get there

[2:30:11] Trustee Luckham: and reserve those conversations for then.

[2:30:15] Trustee Luckham: And then we'll also obviously need

[2:30:17] Trustee Luckham: a suitable motion to go in-camera.

[2:30:19] Trustee Luckham: And so somebody, David Marley,

[2:30:22] Trustee Luckham: could reflect on that before we get there.

[2:30:26] Trustee Luckham: I just reflected on breaking new ground

[2:30:30] Trustee Luckham: I think was the suggestion you had there

[2:30:35] Trustee Luckham: and that you are attempting to do things in a better way,

[2:30:39] Trustee Luckham: different way, being creative to advance our engagement.

[2:30:44] Trustee Luckham: Is this on the strategic plan?

[2:30:47] Trustee Luckham: Like obviously that kind of thing is federation wide.

[2:30:51] Trustee Luckham: And is there some allocation of human resources, people,

[2:30:57] Trustee Luckham: that we can leverage?

[2:30:59] Trustee Luckham: if it is, you know, tell me where it would be embraced under this strategic plan. Because

[2:31:05] Trustee Luckham: if we're developing a new approach to undertaking something, that strikes me as something that we

[2:31:13] Trustee Luckham: should be strategically addressing to be ensured that it's successful. Because I think presently,

[2:31:18] Trustee Luckham: although there's lots of aspiration for doing things in a new and creative way and enjoying

[2:31:26] Trustee Luckham: some success if we don't do it properly we're not going to enjoy that success and that's not a good

[2:31:32] Trustee Luckham: scenario and i'll go back to tim your hands up just

[2:31:38] Voice 12: in response to uh your comments there chair

[2:31:41] Voice 12: um the what's new is really is as i mentioned is is is about the the equitable public engagement

[2:31:51] Voice 12: and bringing public and First Nations engagement together.

[2:31:56] Voice 12: So I don't think that this is, you know,

[2:32:01] Voice 12: it's a suggestion that that's not on the strategic plan.

[2:32:03] Voice 12: I think that it is squarely in the wheelhouse of the LTC

[2:32:07] Voice 12: to strive towards a better engagement process.

[2:32:11] Voice 12: I actually don't think that that's at odds with what may

[2:32:15] Voice 12: or may not be in the strategic plan.

[2:32:17] Voice 12: So in public engagement, a First Nations engagement is not, that's not the new ground. It's trying to do this in a better way. And so I would just sort of push back against the notion that it should need to be in the strategic plan for an LTC to work towards a better model there.

[2:32:39] Trustee Luckham: Yeah, I appreciate that. I was trying to leverage getting you more resources.

[2:32:45] Trustee Luckham: So back to staff. Do you have anything? What can we take away from this conversation?

[2:32:57] Voice 10: Well, I think there's a subsequent conversation for us to have in camera on the staff side of

[2:33:04] Voice 10: things to get a better understanding of that. And then I think if there's the desire to bring

[2:33:10] Voice 10: forward the LTC's request to trust council, then we can advance that as part of that agenda

[2:33:17] Voice 10: too, if you're supportive of that.

[2:33:20] Trustee Luckham: Okay.

[2:33:20] Trustee Luckham: So then I'm going to take it then, not seeing any of the hands up, that we've had that

[2:33:26] Trustee Luckham: discussion.

[2:33:27] Trustee Luckham: There may be more conversation later, but I'm going to move on on our agenda.

[2:33:31] Trustee Luckham: And thank everybody.

[2:33:33] Trustee Luckham: Thank you, Tim.

[2:33:33] Trustee Luckham: And thank you, Stefan, for bringing this to our attention.

[2:33:38] Trustee Luckham: It's certainly an important matter.

[2:33:39] Trustee Luckham: So I'm going to go to administrative services all the way through to trust area services.

[2:33:44] Trustee Luckham: Here's a little bit of joy for us.

[2:33:46] Trustee Luckham: Martin Natural Area Protection Tax Exemption Certificate for Salt Spring Island.

[2:33:54] Trustee Luckham: Perhaps I'd ask the chair of the Conservancy or the chair of the LTC to advance this motion

[2:34:04] Trustee Luckham: and we can discuss it at the motion level.

[2:34:08] Voice 13: Sure, I'd be happy to.

[2:34:10] Voice 13: I'm the liaison, but not ready to be chair.

[2:34:14] Voice 7: Correct.

[2:34:15] Voice 13: So just noting that this is a smaller than usual NAPTEP protection area, but the board deemed that it is a high conservation priority because of the presence of species and habitats at risk.

[2:34:33] Voice 13: And also the intent of the landholder, who is Dr. Tara Martin, has a brilliant area of research on specifically ecological integrity in the Gulf Islands.

[2:34:53] Voice 13: Encourage you to look at the UBC Martin Conservation Decisions Lab.

[2:34:59] Voice 13: They've got some great research out specifically in the Gulf Islands.

[2:35:02] Voice 13: Anyways, there's lots of great work that has the potential to be done on this property,

[2:35:06] Voice 13: and the board deems it of significant value.

[2:35:09] Voice 13: So if there aren't any questions, I could move the motion and entertain any debate.

[2:35:19] Voice 13: So I move that the Islands Trust Council requests...

[2:35:23] Voice 13: Oh,

[2:35:24] Voice 3: sorry, Director Frater.

[2:35:26] Voice 3: Simply, we're looking, this is part of the Trust Council agenda package,

[2:35:29] Voice 3: so we'd be looking for you to assess and review this and then forward it to Trust Council.

[2:35:34] Voice 13: My apologies. Thanks for that. I was like, that's not the right motion for this body.

[2:35:41] Trustee Luckham: Oh, so that's the wrong motion. This just needs to be forwarded to council. I slipped up on that too.

[2:35:48] Voice 13: It is a, yeah. Okay. So there, yeah, there's no recommended motion. So I guess chair by general consent.

[2:36:03] Trustee Luckham: yeah often when we're yeah often when we're looking at council agenda we just say by general

[2:36:07] Trustee Luckham: consent that 8.4.1 would be advanced to council for their decision and so if that's satisfactory

[2:36:13] Trustee Luckham: we'll do that trustee peterson did you have a word in there just

[2:36:19] Voice 12: a process question um for staff i

[2:36:22] Voice 12: guess um i note that the salt spring ltc um hasn't had any looks at that at this and i know this is

[2:36:31] Voice 12: through the conservancy um but process wise um do we ever run these um by the ltc before they

[2:36:42] Voice 12: hit trust council um

[2:36:46] Voice 3: i will check with staff to confirm my answer and correct i'll let i'll

[2:36:50] Voice 3: correct you if i'm wrong later um but i understand no but we do um write to the ltc after trust

[2:36:55] Voice 3: councils make a decision and the covenant is registered to inform the ltc okay

[2:37:01] Voice 7: okay

[2:37:06] Trustee Luckham: so um

[2:37:08] Trustee Luckham: right so i'm just gonna uh perhaps you could uh do that in the background i think we can advance

[2:37:14] Trustee Luckham: this to council and you know presume maybe it might even end up on our uh per our pre-council

[2:37:20] Trustee Luckham: agenda meeting package but uh let's just advance it at this time and if there's anything new that

[2:37:26] Trustee Luckham: it comes up in the short term you could advise us accordingly okay great so then i'm going to

[2:37:33] Trustee Luckham: continue on through it's uh 12 o'clock um looking uh just briefly at a place for convenient break

[2:37:44] Trustee Luckham: maybe when we get to 9.22 we could have a lunch pause uh if that's no objection i'll continue

[2:37:52] Trustee Luckham: continue. So legislative information services. Oh, sorry. Policy statement amendment project

[2:38:04] Trustee Luckham: survey options, I believe is the next item at 9.1.2.1. And I'll go over to Director Frater for

[2:38:11] Trustee Luckham: that.

[2:38:14] Voice 3: Thank you. I believe Jason Newmans is in the meeting. And

[2:38:20] Voice 3: wondered, yes, so just this might be

[2:38:23] Voice 3: have been a little bit of a discussion item so just looking for you as you time your lunch break

[2:38:26] Voice 3: if you're comfortable going i think this item could be 10 to 15 minutes possibly so

[2:38:31] Trustee Luckham: any objections to

[2:38:32] Trustee Luckham: that uh vice chairs or staff okay so let's just continue for 15 and then and then we will break

[2:38:40] Trustee Luckham: let's break for lunch after this one

[2:38:42] Voice 7: okay so

[2:38:49] Voice 5: over to you director fader if

[2:38:52] Trustee Luckham: i might i'll defer to

[2:38:53] Trustee Luckham: staff i see yeah there we are jason right thanks sorry i missed that cue jason welcome to our

[2:39:00] Trustee Luckham: our meeting. Nice to see you.

[2:39:01] Voice 2: Thank you, Chair Luck. I'm happy to be there. How's my audio?

[2:39:05] Voice 2: Excellent. Can you hear me loud and clear? Okay. As Director Frater mentioned, this item is really

[2:39:13] Voice 2: just sort of a discussion piece for you. It's my understanding that in 2022, when Islands Trust

[2:39:22] Voice 2: surveyed our constituents and the broader British Columbia public on the previous iteration of the

[2:39:28] Voice 2: the draft policy statement, the survey that went out was met with some concern by some of the

[2:39:32] Voice 2: trustees. And so we're making an effort this time. And at that time, that survey had been developed

[2:39:39] Voice 2: by consultants with some input from staff. And so we're making an effort this time to ensure that

[2:39:45] Voice 2: there is at least some measure of oversight by an elected body to ensure that when we do survey

[2:39:50] Voice 2: later in the summer after the draft policy statement is given first reading, that the

[2:39:56] Voice 2: the survey that goes out has at least had a look by this body here to ensure that it aligns with

[2:40:02] Voice 2: your objectives for the type of survey that you would want to put out there. So the question

[2:40:08] Voice 2: before you today, really, and we don't have a specific recommendation, at least not one that

[2:40:13] Voice 2: we've formalized here, is around the type of information that you think you would want to

[2:40:19] Voice 2: glean from a survey on the draft policy statement at this stage of the project. You'll see from the

[2:40:25] Voice 2: briefing here that, you know, without sort of putting it down in a concrete form, staff don't

[2:40:32] Voice 2: recommend that you survey on every individual policy in the policy statement document. Like,

[2:40:37] Voice 2: I don't think you want the survey to be a referendum on each policy. Rather, I think

[2:40:44] Voice 2: probably the best approach is to survey at a high level as to whether the policies that are proposed

[2:40:51] Voice 2: in aggregate meet the goals that have been defined within the document, right? The policy statement

[2:40:57] Voice 2: sets goals across five categories. So do the policies help local trust committees and trust

[2:41:05] Voice 2: council to achieve the goals that the document has set for itself? So I think I'd really just

[2:41:11] Voice 2: kind of turn it over to you to get your thoughts on the type of information that you are hoping

[2:41:15] Voice 2: this survey will yield to help inform sort of the home stretch, I guess, of the document towards

[2:41:23] Voice 2: approval.

[2:41:27] Trustee Luckham: Great question. So vice chairs, what advice do you have here for staff? Tim Peterson.

[2:41:42] Voice 12: Well, I think obviously all surveys are not created equal and certainly we've had some

[2:41:51] Voice 12: some experience of surveys going out

[2:41:57] Voice 12: and themselves being the subject of criticism from the public.

[2:42:03] Voice 12: So, I mean, in terms of being able to assimilate the responses,

[2:42:09] Voice 12: I completely understand the notion of a more high-level approach.

[2:42:15] Voice 12: approach um and that does seem reasonable um my understanding of is that uh this will be going

[2:42:28] Voice 12: um like as far as far as a draft survey will that be going to trust council

[2:42:37] Voice 12: before it goes out to the public or is it going to be just through this body i

[2:42:45] Voice 2: will have to

[2:42:45] Voice 2: To throw over to Director Freider there, I'm not sure what the decision hierarchy looks like for this.

[2:42:55] Voice 3: I would say at this time, we intend for it to come through executive committee.

[2:42:58] Voice 3: Of course, you're the project managers, so you can direct us to do as you wish.

[2:43:02] Voice 3: But it may be difficult within the arc of the project to schedule a trust council meeting in a way with timing that matches the delivery of the project.

[2:43:14] Voice 3: So it may require a special trust council meeting if you wish to push it

[2:43:17] Voice 3: there.

[2:43:18] Voice 3: I

[2:43:21] Voice 12: mean, I know, I know we don't have,

[2:43:24] Voice 12: we don't have a draft in front of us so we can,

[2:43:26] Voice 12: there's no detail to drill into on the,

[2:43:29] Voice 12: on the specifics of the survey today. So yeah,

[2:43:33] Voice 12: so I'll just leave it as saying I support the sort of the high level

[2:43:39] Voice 12: approach and, and, and I guess when we get our eyes on,

[2:43:43] Voice 12: on a draft, we can get it into more specifics.

[2:43:53] Voice 5: This

[2:43:55] Voice 13: does require a lot of thought. So, just some initial considerations, I guess. Can

[2:44:07] Voice 13: we identify two or three big areas that have changed significantly since the last draft?

[2:44:15] Voice 13: One of which I would say the centering of Indigenous perspectives in decision-making,

[2:44:20] Voice 13: which made it to the may 2024 draft and a subsequent subsequently um you know we've got

[2:44:30] Voice 13: two policies well guiding principles and two policies on indigenous um engaging with indigenous

[2:44:36] Voice 13: governing bodies so um i would think that's an area that but i don't know how to ask those

[2:44:45] Voice 13: questions sensitively do we need to ask for a legal a public facing legal document that could

[2:44:54] Voice 13: help reference or ground the public in why uh trust council changed that section of the draft

[2:45:08] Voice 13: policy statement you know that was all in camera meeting and um and so there were some significant

[2:45:17] Voice 13: changes and and I could see pushback coming especially from residents in the

[2:45:24] Voice 13: trust area who want to see indigenous governing bodies centered more and First

[2:45:32] Voice 13: Nations themselves why their comment why their comments have been more strongly

[2:45:39] Voice 13: strongly reflected in this draft. So I think that's one big engagement.

[2:45:47] Voice 13: And density limits policies. There's been a major, we could highlight one

[2:45:56] Voice 13: major policy change such as 3.4.1 or 3.4.2. The policy had been this. This is the new

[2:46:04] Voice 13: draft policy um trust council recommended this change do you support that um you know and take

[2:46:13] Voice 13: and getting some input on perhaps growth management might be an area i think that's

[2:46:20] Voice 13: it's it's it's very fuzzy i i don't know what supporting documents or material the public

[2:46:25] Voice 13: would need for that kind of a conversation because we struggled with it uh in committee of the whole

[2:46:30] Voice 13: or at least i have and then uh i do support a high level overall concept does this meet

[2:46:39] Voice 13: the test to of the preserve and protect keep the rest high level so perhaps you know one or two

[2:46:46] Voice 13: policies a couple of areas where it might be um reasonable to give the public a chance to

[2:46:54] Voice 13: to understand how we arrived at amending a policy area, and give input as to what they want. Because

[2:47:01] Voice 13: if it's significant enough that we're going to have to go back to the drawing board, we will

[2:47:06] Voice 13: have to do that. That's what public engagement is at. Oh, and the other area was that the removal

[2:47:13] Voice 13: of advocacy to other agencies. Oh, no, sorry, there's two areas. The strength of the directiveness

[2:47:21] Voice 13: of the policies to LTCs? You know, what level of direction we're giving LTCs versus

[2:47:27] Voice 13: recommendations? And then I think the removal of advocacy policies, if I'm not mistaken,

[2:47:33] Voice 13: did that not happen in the last six months? Or has that been since the 2021 draft?

[2:47:42] Voice 13: Because the public may just want to know, well, why are there not those advocacy policies? As

[2:47:47] Voice 13: As you pointed out, Jason, when I was looking at other regional growth strategies or areas, there's advocacy policies that they have that we don't now.

[2:47:59] Voice 13: So what is the reason for that?

[2:48:01] Voice 13: Anyway, so some initial thoughts.

[2:48:03] Voice 13: I think this needs a lot of.

[2:48:12] Voice 5: Hey, I

[2:48:12] Trustee Luckham: don't know if there's any responses there necessary, but otherwise I'm going to go to Trustee Maude.

[2:48:17] Trustee Luckham: And staff, please raise your hand if you want to chime in.

[2:48:21] Trustee Maude: Thank you, Chair.

[2:48:23] Trustee Maude: As with so many things, you know, if we micromanage or we're trying to wordsmith this, either on the executive level or trust council level, you know, we're going to go so far down a rabbit hole again.

[2:48:36] Trustee Maude: I have complete faith in staff in able to develop a survey that would be appropriate.

[2:48:43] Trustee Maude: They've received a majority of the feedback.

[2:48:48] Trustee Maude: They understand the emotions.

[2:48:50] Trustee Maude: They understand the questions.

[2:48:51] Trustee Maude: They understand the concerns.

[2:48:52] Trustee Maude: and i i'm immensely comfortable um of just reviewing at at ec um the survey when it when

[2:49:01] Trustee Maude: it is composed in case there are any red flags which i doubt there will be um and get it out

[2:49:08] Trustee Maude: there because i just i this is one of those things you know we can just ask the questions

[2:49:17] Trustee Maude: and get the answers and if if we try and compose the questions and and anticipate the answers and

[2:49:23] Trustee Maude: all that we're just going to spin our wheels um so i'm i have immense faith in staff to do the

[2:49:31] Trustee Maude: right thing get us a draft look at it make sure there's nothing that really really raising the

[2:49:37] Trustee Maude: eyebrows and get it out there um because i just say i want to get this done and i want to get it

[2:49:46] Trustee Maude: done properly and if we micromanage it we're not going to get it done and we're not going to get

[2:49:52] Trustee Maude: get it done properly. Thank you.

[2:49:57] Trustee Luckham: Well, lots of things to think about here. And Ruben, maybe I'll

[2:50:04] Trustee Luckham: just chime in and I'll come to you. Lots of things to think about here. But if I step back from all

[2:50:12] Trustee Luckham: of those things that I'd like to add into, I think that, you know, it's interesting that we're doing

[2:50:19] Trustee Luckham: a survey here. I'm not quite sure of the timing. I apologize for that. But, you know, the public

[2:50:27] Trustee Luckham: hasn't really seen this body of work that we've done up to this point unless they're really

[2:50:32] Trustee Luckham: curious and they're looking at our agenda packages and watching our meetings unfold and i don't know

[2:50:38] Trustee Luckham: how many people are doing that and so um um i think jason you indicated do you uh the questions

[2:50:47] Trustee Luckham: along the lines of these are the guiding principles five of them and the goals uh do they reflect the

[2:50:55] Trustee Luckham: guiding principles. And I'm not 100% sure how we help those that we're surveying know more about

[2:51:08] Trustee Luckham: that. And so it seems to me that framing this whole thing is the important piece here.

[2:51:17] Trustee Luckham: And then you and I had a conversation the other day about the high level and that the policy

[2:51:24] Trustee Luckham: statement is a high-level document that provides us permissions, is how I like to say it, but

[2:51:31] Trustee Luckham: provides us direction and advice on advancing our work at the LTC level, federation-wide, broadly.

[2:51:43] Trustee Luckham: And so, if we're asking questions, I think we need to be sure that the answers we're getting,

[2:51:51] Trustee Luckham: or however it is that we're formulating

[2:51:54] Trustee Luckham: pre-determined answers that they might tick,

[2:51:58] Trustee Luckham: that we're maintaining that high level

[2:52:01] Trustee Luckham: and we're not drilling too deep into policy

[2:52:04] Trustee Luckham: that will be implemented at a regional,

[2:52:09] Trustee Luckham: at a standing committee level with our work.

[2:52:16] Trustee Luckham: But, you know, I got to say, I agree with Ben Maberly in what he said very well over the last

[2:52:26] Voice 7: three

[2:52:27] Trustee Luckham: to six months.

[2:52:29] Trustee Luckham: Why are we messing with the policy statement at this point?

[2:52:32] Trustee Luckham: And why are we not advancing that original work, which was indeed accomplished with advice from nations, and find out what the impression is from there.

[2:52:47] Trustee Luckham: So there's a struggle there, and we need to actually be objective and embrace all points of view at the council table.

[2:52:58] Trustee Luckham: and if we've made changes then we have to understand why those changes have been made

[2:53:03] Trustee Luckham: and so my only advice is we need to really focus on the high level if we're going to get this done

[2:53:10] Trustee Luckham: and that the guiding principles are the elements of this that are critical and the definitions and

[2:53:17] Trustee Luckham: all that stuff or what help us understand that so that's my piece on this and i'll go to reuben

[2:53:24] Trustee Luckham: and CAO Brony.

[2:53:27] Voice 10: Thank you, Chair.

[2:53:28] Voice 10: I think just to pick up on your comment about framing

[2:53:31] Voice 10: and Vice-Chair Elliott's comments about articulating

[2:53:35] Voice 10: what changes have been made and why,

[2:53:38] Voice 10: I think it's, and I'll invite Director Frater

[2:53:41] Voice 10: to comment on this, but I think the introduction

[2:53:44] Voice 10: of the survey would follow first reading by Trust Council

[2:53:49] Voice 10: and that there would be communications plan

[2:53:51] Voice 10: to support both the rollout of the survey

[2:53:54] Voice 10: that would speak at some level around ensuring public understanding,

[2:53:59] Voice 10: again, refreshing public understanding of what the policy statement is and isn't,

[2:54:04] Voice 10: building on the materials that have already been produced around how we got to here,

[2:54:09] Voice 10: and then also at some level explaining what has changed and why on some of those key pieces,

[2:54:17] Voice 10: so that people are responding to the survey in as formed a manner as possible.

[2:54:23] Voice 10: And Director Fred, I don't know if you want to add anything to that, but I think it's important to note that there would be framing material and communications around the introduction of the survey and that it has passed first reading that might provide a lot of that context. Thanks.

[2:54:39] Voice 3: Yes, through the chair, if I might, I'll just add, yes, of course, we will be complementing all of this with a robust amount of communication. And one of the lessons learned from the last round was the public not understanding the function of the policy statement and treating these policies as OCP policies.

[2:54:54] Voice 3: policies. So really, that will be really strengthening that element of the communication

[2:54:59] Voice 3: so people can understand what the policy statement is and how it functions. And then I think, again,

[2:55:05] Voice 3: from the public view, the public is concerned about what they've got now, which is the, you know,

[2:55:10] Voice 3: 1990 version, vintage version versus what they're potentially getting. So I think, again, the public

[2:55:16] Voice 3: dialogue will be somewhat different than what we're having with nations, which will be what do

[2:55:20] Voice 3: you have now versus what might be replaced um and then again explaining the journey we've been on

[2:55:25] Voice 3: but i think that's sort of the emphasis we'll be taking okay

[2:55:31] Trustee Luckham: and tim peterson yeah

[2:55:35] Voice 12: uh just in

[2:55:36] Voice 12: response to the director's comments there i i think um like one of the things uh the conversation i

[2:55:42] Voice 12: had with mr yeomans there uh in advance of our uh the committee of the whole that i chaired

[2:55:48] Voice 12: was um looking at sort of looking for sort of examples of like what what does it look like for

[2:55:56] Voice 12: policy a or b to be addressed by an ltc in their ocp and and and i think that sort of feeds back

[2:56:05] Voice 12: to what the director was just saying like how does this how do we help the public to understand

[2:56:11] Voice 12: how a policy actually plays out on the ground in their LTC.

[2:56:17] Voice 12: Again, here I am with lots of questions and few answers today,

[2:56:21] Voice 12: but that is, I think that is kind of fundamental.

[2:56:25] Voice 12: It's if our trustees are needing some support

[2:56:30] Voice 12: to gain that understanding in some cases,

[2:56:33] Voice 12: then certainly there may be a deficit in terms of the public

[2:56:36] Voice 12: being able to look at a policy and go

[2:56:38] Voice 12: So, and have an understanding about how that actually might play out in their community.

[2:56:48] Voice 12: I think most of us understand there's a range of ways that LTCs can address policies in the policy statement,

[2:56:56] Voice 12: but I don't think that's necessarily widely shared out there in the big world.

[2:57:01] Voice 12: So, just a consideration and I appreciate your thoughts on that front there, Director Frater.

[2:57:12] Trustee Luckham: Indeed. I'm just going to say one more thing, but before I say that, Planner Yeomans and Director Freider, do you have sufficient information from us at this juncture to move?

[2:57:29] Trustee Luckham: I

[2:57:32] Voice 2: can speak only for myself to say I think I do. If I would characterize it, it sounds to me as though a higher level survey is the more appropriate way to frame it at this stage in the project.

[2:57:50] Voice 2: But within that, perhaps identify some of the key sort of issue areas that might gain the most attention or to which people may have been paying the most attention up to this point in the process.

[2:58:06] Voice 5: Okay.

[2:58:07] Voice 5: Director Frater, any other remarks?

[2:58:09] Voice 5: No.

[2:58:10] Trustee Luckham: So, you know, I've said out loud a few times, and it may or may not be the right thing to say,

[2:58:15] Trustee Luckham: and i'm going to frame it in um the uh the policy statement hasn't changed since the previous

[2:58:24] Trustee Luckham: century and we are now a quarter way we're in the last year of this quarter of the century

[2:58:33] Trustee Luckham: and we need to advance this work and i think what we've learned through this is the policy

[2:58:42] Trustee Luckham: statement as it is, has big holes in it. It doesn't address issues that have risen in the

[2:58:51] Trustee Luckham: last century and before that, climate change, First Nations relationships, numerous others.

[2:59:00] Trustee Luckham: And so what I've been saying is we need to patch the holes in this boat and get it floating into

[2:59:07] Trustee Luckham: into this century.

[2:59:10] Trustee Luckham: And I think we can set and trim the sails

[2:59:13] Trustee Luckham: as to take a page from Tim Peterson's book.

[2:59:18] Trustee Luckham: We can trim the sails

[2:59:20] Trustee Luckham: and adjust the policy statement incrementally over time

[2:59:23] Trustee Luckham: once we've gotten this into a much better place

[2:59:27] Trustee Luckham: than it presently is.

[2:59:29] Trustee Luckham: So from the super high level,

[2:59:32] Trustee Luckham: I think we need to set the stage for future councils

[2:59:37] Trustee Luckham: Councils to continue this good work on involving the Preserve and Protect Mandate of the Honest

[2:59:43] Trustee Luckham: Trust. There we go. That's Vice Chair Elliott, and then I think we should move on.

[2:59:50] Voice 13: Totally agree with you, Chair. This needs to get done, but it needs to be done well.

[2:59:55] Voice 13: So I'd just like to ask Executive Committee to consider, do we need a public...

[3:00:00] Voice 13: facing legal opinion and perhaps uh that's an in-camera discussion i don't know director freighter

[3:00:06] Voice 13: if um if we can maybe add that to the agenda because i think there's going to need to be some

[3:00:11] Voice 13: support for how things change with regard to centering the interests of first nations and

[3:00:18] Voice 13: the legislative limits that um council reflected on as a result of advice yes

[3:00:25] Voice 3: any discussion about

[3:00:26] Voice 3: legal opinion should be done in camera okay

[3:00:31] Trustee Luckham: so uh we have a camera agenda later if we need to

[3:00:35] Trustee Luckham: have that conversation um all right let's break for lunch it's now uh looks like 20 minutes after

[3:00:45] Trustee Luckham: roughly uh 12 uh can i say we're going to come back in a half an hour which would be 10 minutes

[3:00:52] Trustee Luckham: to one. Is that enough time for us to revive our energy and push through to the end of this

[3:01:01] Trustee Luckham: meeting today, including the in-camera session? Okay, let's come back at 12.50. Thank you,

[3:01:11] Trustee Luckham: Robert, for looking after our technology.

[3:31:53] Voice 5: So, Robert, are you ready? Can you hear me okay?

[3:31:58] Voice 8: I can hear you, yes. Oh, what's happened to my screen?

[3:32:05] Voice 8: I can hear you. Am I ready for what?

[3:32:09] Trustee Luckham: I guess we're already streaming and everything, so yeah, just...

[3:32:13] Voice 8: Oh, I see. Are you ready to reconvene? Is that what you meant? Sorry, Peter.

[3:32:18] Voice 5: Quite all right.

[3:32:19] Voice 8: That's what you meant. I'm not sure if Trustee Maude is present, or Trustee Peterson.

[3:32:29] Trustee Luckham: well i see some activities going on there so

[3:32:33] Voice 8: whenever you're ready we

[3:32:36] Trustee Luckham: have a call i'm going

[3:32:38] Trustee Luckham: to pursue this because we've got a fair amount of business to do and have burned up quite a bit

[3:32:44] Trustee Luckham: of time this morning doing some excellent work and having some great conversations

[3:32:49] Trustee Luckham: so we are at 9.1.2 if i'm not mistaken policy statement no sorry we are at 9.1.5

[3:32:58] Trustee Luckham: Program and Co-op Business Case Request for Decision, page

[3:33:02] Trustee Luckham: 43 of our agenda.

[3:33:06] Trustee Luckham: So is that Director of Legislative Services

[3:33:11] Trustee Luckham: and Information Services is going to speak to this?

[3:33:15] Voice 1: Yeah, I can certainly do that.

[3:33:19] Voice 1: This is a request to add

[3:33:23] Voice 1: a co-op position to the Information

[3:33:27] Voice 1: services, a technology department at the Allen's Trust for this year. The co-op

[3:33:32] Voice 1: program is a specific program, work with universities on particular individuals

[3:33:39] Voice 1: that can compete and then it's a four-month program. So this is to include

[3:33:47] Voice 1: in the budget a four-month program for a co-op with programming background. We

[3:33:54] Voice 1: We have a backlog of applications and work that needs to be done.

[3:34:00] Voice 1: So this would be extremely helpful over the summer as we're having some, you know,

[3:34:07] Voice 1: some staff changes in the Alice Information Services with the retirement of one person.

[3:34:15] Voice 1: So this will help to bridge that gap to some degree as well.

[3:34:20] Voice 1: In the briefing, sorry, the RFD, I've included some of the rationale for this in the business

[3:34:27] Voice 1: case, which I think is attached in there.

[3:34:31] Voice 1: Yeah.

[3:34:33] Voice 1: So yeah, the business case just lays out the rationale for it.

[3:34:38] Voice 1: We have a really good experience with co-op positions in all our departments over the

[3:34:44] Voice 1: years.

[3:34:45] Voice 1: So I'm a big fan.

[3:34:46] Voice 1: I feel that we get really good value for money it's a great way to bring in new thoughts and

[3:34:53] Voice 1: new ideas coming straight out of universities and it's symbiotic because the co-op student also

[3:35:02] Voice 1: gains knowledge and life experience that will help them with their program as well so the request

[3:35:10] Voice 1: Request year, the $25,000 covers 16 weeks, includes the benefits and all of the additional

[3:35:17] Voice 1: costs that would go into covering a position like this for the four-month period.

[3:35:24] Voice 1: So it's here for the executive committee to consider and the staff recommendation is obviously

[3:35:32] Voice 1: to approve it forward to financial planning committee for inclusion in the 25-26 fiscal

[3:35:38] Voice 1: school year but yeah and back to you chair okay

[3:35:44] Trustee Luckham: thank you so um any questions for the director

[3:35:48] Trustee Luckham: on this uh rfd before us anybody okay um so maybe i'll just ask a couple of questions being an it

[3:36:01] Trustee Luckham: guy um presumably this is a graduate student in computer programming and um it sounds like by

[3:36:10] Trustee Luckham: by reading the business case,

[3:36:11] Trustee Luckham: we already have the software tools in hand

[3:36:13] Trustee Luckham: and the licenses associated with that work

[3:36:16] Trustee Luckham: because it's essentially development of the work

[3:36:18] Trustee Luckham: that we have already, to some extent,

[3:36:21] Trustee Luckham: invested in or advanced?

[3:36:24] Voice 1: Yeah, that's correct.

[3:36:25] Voice 1: There's two levels for co-op.

[3:36:27] Voice 1: There's undergraduate and graduate.

[3:36:29] Voice 1: I've put in the graduate level

[3:36:30] Voice 1: because I feel that that is what we're going to need

[3:36:33] Voice 1: to attract the right type of people

[3:36:35] Voice 1: that we need for this.

[3:36:36] Voice 1: and yes um they'll be uh coming in like staff for um four four months and we use all of our

[3:36:45] Voice 1: tools in-house to do the work right

[3:36:47] Trustee Luckham: and we have

[3:36:47] Voice 1: the tools yeah and

[3:36:49] Trustee Luckham: you said summer ish um so does

[3:36:52] Trustee Luckham: that mean like june um through till october or something like that

[3:36:56] Voice 1: uh as soon as it's available

[3:36:59] Voice 1: the co-op student the co-op program is for the the summer period for universities when they're not

[3:37:05] Voice 1: having regular classes so it's usually april may june july in that period so we like to get as going

[3:37:13] Voice 1: as quickly as possible and then we would make anything we do before march 31st subject to

[3:37:20] Voice 1: funding okay

[3:37:23] Trustee Luckham: thank you any other questions would somebody like to make the motion to

[3:37:31] Trustee Luckham: uh forward this to financial planning committee i'll

[3:37:34] Trustee Maude: move the executive committee approved

[3:37:36] Trustee Maude: the programmer co-op business case and forward the financial planning committee for inclusion

[3:37:41] Trustee Maude: in the 2025-26 fiscal year budget.

[3:37:44] Trustee Luckham: And a seconder. Looks like Trustee Peterson. Thank you. And

[3:37:48] Trustee Luckham: Trustee Elliott, you guys are on the ball here. Had some good coffee at lunch. So then is there

[3:37:54] Trustee Luckham: any further discussion? No. I'm going to call vote. All those in favor? Raise your hands

[3:38:00] Trustee Luckham: physically or electronically. I see unanimous vote in that. So thank you, David. Good move.

[3:38:05] Trustee Luckham: move

[3:38:06] Voice 1: hey thank you let

[3:38:08] Trustee Luckham: us continue on executive committee additional me oh

[3:38:19] Voice 10: i think we've lost him

[3:38:20] Voice 10: again

[3:38:20] Trustee Maude: we've lost our chair again he

[3:38:22] Voice 10: he was back for a moment there he is i'm

[3:38:28] Trustee Luckham: sorry what was that

[3:38:29] Trustee Luckham: i missed that we

[3:38:31] Trustee Maude: were missing you that's all

[3:38:32] Trustee Luckham: i didn't even know it

[3:38:35] Trustee Maude: yeah you skipped off there so

[3:38:37] Trustee Maude: so

[3:38:38] Trustee Luckham: i'm back again so executive committee additional meetings uh briefing and i do

[3:38:43] Trustee Luckham: believe that vote was carried unanimously not sure what point i cut off at um and so thank you

[3:38:49] Trustee Luckham: everybody for that uh director marla for that creative thinking there that'll help out for sure

[3:38:55] Trustee Luckham: assuming council wants to pay for it um executive committee additional meetings briefing on page 48

[3:39:01] Trustee Luckham: from the executive office is that uh my ceo uh brony yes yep

[3:39:07] Trustee Luckham: over to you sir thanks chair so

[3:39:09] Voice 10: So you had asked previously for us to go away and look at options for this committee to meet more frequently during this year.

[3:39:20] Voice 10: And so Alex went and dug into all the calendars across all the committee meetings, LTC meetings.

[3:39:27] Voice 10: And having done that, came to the conclusion there are really only two viable dates for additional meetings for executive committee.

[3:39:35] Voice 10: those being july 23rd and october 15th and as we described in the note too there is because there

[3:39:43] Voice 10: was an express desire to likely have a follow-up meeting with bowen island municipality in the fall

[3:39:47] Voice 10: it's likely that we would need to use if you do that october 15th date we would need to use all

[3:39:52] Voice 10: part of that in any case for that bowen island follow-up meeting you would also ask as part of

[3:39:59] Voice 10: of that request for some analysis and understanding of the operational impact of scheduling additional

[3:40:05] Voice 10: meetings.

[3:40:05] Voice 10: And so the brief goes into a fair bit of detail, which I think is informative and certainly

[3:40:11] Voice 10: was for me around each meeting and the work required to support that, which of course

[3:40:17] Voice 10: is part of the work that staff is here to do.

[3:40:19] Voice 10: And so, but it gives you a sense of the scope of that.

[3:40:22] Voice 10: So in a nutshell, on the administrative staff piece alone, each additional meeting essentially

[3:40:28] Voice 10: essentially requires three full days worth of work to support and prep.

[3:40:31] Voice 10: And that doesn't include the work done by staff who are, you know,

[3:40:34] Voice 10: such as the folks on this call today and their teams who are preparing

[3:40:38] Voice 10: material for the meeting.

[3:40:39] Voice 10: So that gives you a sense of the volume of work that goes into each of these

[3:40:43] Voice 10: meetings. And so the question there, really,

[3:40:48] Voice 10: that's the summary.

[3:40:49] Voice 10: So we can schedule two additional meetings for you if you like.

[3:40:54] Voice 10: And if so, we haven't included a motion here,

[3:40:56] Voice 10: but you could certainly ask one to ask us to schedule those meetings or um if you feel that

[3:41:02] Voice 10: the additional two meetings maybe isn't going to provide in the the effort isn't worth uh isn't

[3:41:09] Voice 10: worth the payoff then we can leave the schedule as status quo but that's um those are the best

[3:41:14] Voice 10: two options it's likely as i say that we would if we wanted to do the follow-up meeting we'll

[3:41:18] Voice 10: be scheduling that october 15th one subject to the availability with bowen item municipality

[3:41:23] Voice 10: in their schedule to do that follow-up

[3:41:26] Voice 10: with meeting with them in the fall.

[3:41:33] Trustee Luckham: Well, it's an interesting report

[3:41:36] Trustee Luckham: and noting that the dates,

[3:41:40] Trustee Luckham: the number of meetings versus

[3:41:43] Trustee Luckham: doesn't necessarily reflect my observations

[3:41:46] Trustee Luckham: that meeting every three weeks

[3:41:50] Trustee Luckham: is a different frequency,

[3:41:52] Trustee Luckham: has more regular meetings rather than less.

[3:41:56] Trustee Luckham: But unfortunately, 2020 might be when we change the frequency of meetings from every three weeks to once a month.

[3:42:09] Trustee Luckham: But the numbers are different than I had expected them to be.

[3:42:17] Trustee Luckham: But obviously, the workload is greater.

[3:42:20] Trustee Luckham: So I would think that more meetings would be beneficial to the executive committee.

[3:42:25] Trustee Luckham: But of course, it's up to the committee.

[3:42:26] Trustee Luckham: So trust me, Elliot.

[3:42:30] Voice 13: So I do think there's merit in potentially scheduling

[3:42:35] Voice 13: at least one meeting, and should that be a regular business meeting

[3:42:40] Voice 13: or a special meeting with just a single focus.

[3:42:44] Voice 13: So we talked earlier today about some of the coordination pieces

[3:42:49] Voice 13: around First Nations engagement, and that requires a deeper look potentially.

[3:42:53] Voice 13: potentially um so i'm looking at the july 23rd date the day before is the joint session with

[3:43:04] Voice 13: the islands trust conservancy board so that's hosted by the conservancy board uh i think in

[3:43:09] Voice 13: person and um that could be a good opportunity to talk in a comprehensive way about first nations

[3:43:21] Voice 13: engagement and referrals and how it's going. So I just leave that thought. And also UBCM preparation

[3:43:31] Voice 13: usually needs, I think it needs more time than we gave it even last year. And last year we

[3:43:40] Voice 13: allocated, oh gosh, when was it? In August. We had a special meeting, invited Bowen trustees

[3:43:47] Voice 13: and other trustees who are going to UBCM to try to coordinate our messaging. I think that needs

[3:43:52] Voice 13: to be done earlier and i don't think the messaging was as successful as um and the coordination was

[3:43:59] Voice 13: as successful as it could have been so i would say if there's a reason to have an extra meeting

[3:44:05] Voice 13: let's have a special purpose meeting potentially in july with that as two focus areas um really

[3:44:14] Voice 13: getting into what do we need and we'll have clarity from trust council hopefully on our

[3:44:20] Voice 13: priorities by then, by June. So we may be able to translate that into, you know, what's the

[3:44:28] Voice 13: advocacy needed for UBCM and start the work in July. So those are just my thoughts. But I don't

[3:44:37] Voice 13: think we need two extra meetings with regular business. I think that's asking too much of staff.

[3:44:44] Voice 13: And thanks for this report. It's really helpful to know all the work that goes on in the background.

[3:44:49] Voice 13: ground.

[3:44:50] Trustee Luckham: Well, I got lots of hands up on this topic. So, Vice Chair Mods, over to you.

[3:44:56] Trustee Maude: Thank you, Chair. Yeah, I do support extra meetings, as many as we can actually fit in,

[3:45:05] Trustee Maude: if only because just by today and previous efforts, you know, our agendas tend to be long

[3:45:12] Trustee Maude: and complicated and that's hard on us but it's also hard on staff and um certainly uh as vice

[3:45:21] Trustee Maude: chair elliott's uh expanded on is the july meeting with uh some focuses particularly upcm um it is

[3:45:30] Trustee Maude: it's probably a really smart thing to do anyhow and you know it sounds like the october meeting

[3:45:36] Trustee Maude: proposed date is is more like a placeholder for a bowen joint meeting um so we've filled those

[3:45:44] Trustee Maude: two spaces already uh i i really value our time together and these two uh meetings that have

[3:45:54] Trustee Maude: dates have been identified i think are appropriate um we need it um and i think it will make

[3:46:00] Trustee Maude: everybody's job easier hopefully um because i i i'm loathe to make anything more complicated for

[3:46:07] Trustee Maude: for people but i i think it's better for everybody so i strongly support it thank you

[3:46:12] Trustee Maude: thank

[3:46:15] Voice 4: you david trustee peterson small

[3:46:22] Voice 12: meetings um for the reasons outlined by

[3:46:25] Voice 12: both of my colleagues there um just in terms of a brief comment on the report um

[3:46:33] Voice 12: um oh on page 49 top of page 49 the factors um and i just wanted to uh just point out that the

[3:46:44] Voice 12: the issues around the the chair vice chair travel logistics and um and expense is also directly

[3:46:55] Voice 12: tied in my case at least to the preferred meeting day of wednesday so just um that that's just a

[3:47:03] Voice 12: reality but otherwise i support the addition of the meetings and i'll note that the october

[3:47:10] Voice 12: proposed october date is i'll already be in in the victoria area so okay

[3:47:17] Trustee Luckham: so it sounds like a motion

[3:47:22] Trustee Luckham: to ask to schedule to ask staff to include in our meeting schedule for 25 26 um two additional

[3:47:32] Trustee Luckham: meetings July 23rd and October 15th would be ideal. So moved. Don't say so moved.

[3:47:41] Okay

[3:47:46] Trustee Luckham: I move that executive committee ask staff to schedule two additional meetings in the 2025-2026

[3:47:55] Trustee Luckham: meeting schedule on july the 23rd 2025 and october 15th 2025 for special agendas and i see that's

[3:48:09] Trustee Luckham: seconded by trustee peterson and everybody clear on the motion okay then i'll call for the vote

[3:48:20] Trustee Luckham: all those in favor and that's unanimously carried um cao thank you to you and the staff for doing

[3:48:29] Trustee Luckham: doing this homework, and thank you, Vice Chairs, for adding two more meetings. I think it'll add

[3:48:35] Trustee Luckham: a little bit more breathing room, which, from the Chair's perspective, will help things.

[3:48:43] Trustee Luckham: Okay, I'm going to continue on to page three of our agenda, and that brings us to 9.2.1.2,

[3:48:52] Trustee Luckham: Executive Committee Meeting Expense Budget Request for Decision, and where is that?

[3:49:01] Voice 10: That one is with me as well, Chair.

[3:49:03] Voice 10: That

[3:49:03] Trustee Luckham: is also with CAO Boney.

[3:49:05] Trustee Luckham: Over to you, sir.

[3:49:06] Voice 10: Perhaps not coincidentally that these two items come together.

[3:49:10] Voice 10: So Executive Committee, as part of the budget requests that have gone forward for 25-26

[3:49:18] Voice 10: fiscal, has a median expense budget line of $6,200.

[3:49:25] Voice 10: However, subsequent to that having been formulated, we also received the direction from you that

[3:49:30] Voice 10: We wanted to have the in-person meeting with Bowen Island, which is being scheduled for April 30th, and then also a follow-up meeting probably in the fall with San Juan County, also in person.

[3:49:41] Voice 10: And so the note outlines the cost implications of that, particularly with Bowen, and we haven't decided yet on what mode of transport you were all going to use for that.

[3:49:54] Voice 10: There's a cost difference there between $3,000 to $5,000, depending on whether it's driving and ferrying or chartering a flight over and the trade-off being more efficient and able to conduct other business, having more time to conduct other business outside of the less travel time if you fly.

[3:50:14] Voice 10: so that ultimately adds a budget amount somewhere between approximately four thousand and six

[3:50:23] Voice 10: thousand dollars for those two meetings so you have the option to to add to your budget request

[3:50:31] Voice 10: and increase that request my recommendation as you'll see in the note was in you know putting my

[3:50:37] Voice 10: fiscal accountability had on was that there is the option, though, to prioritize the existing

[3:50:43] Voice 10: $6,200 towards those meetings. And then depending on the final expenses, particularly for the Bowen

[3:50:51] Voice 10: meeting, there may still be enough to have at least one meeting in person outside of the Trust

[3:50:56] Voice 10: Council meetings. That said, I know Executive Committee appreciates and values the opportunity

[3:51:02] Voice 10: to come together a few times a year in person um and so you know the alternate uh path that you

[3:51:08] Voice 10: could take would be to to add an increase to that uh that budget line and we could update that

[3:51:13] Voice 10: request to go back to um financial planning committee for consideration um and if you wanted

[3:51:19] Voice 10: to accommodate both potential travel costs particularly the higher amount that would

[3:51:24] Voice 10: we'd bring that budget line up to probably $11,300 for next fiscal.

[3:51:35] Voice 4: Okay.

[3:51:36] Trustee Luckham: How about some questions here for the CAO

[3:51:39] Trustee Luckham: or what your feeling is about endorsing this?

[3:51:46] Trustee Luckham: Trustee Maude.

[3:51:48] Trustee Maude: Thank you, Chair.

[3:51:49] Trustee Maude: Yeah, this is a complicated one.

[3:51:52] Trustee Maude: In person, I think the dynamic is important.

[3:51:59] Trustee Maude: important um I'm really challenged uh with the costing um for for attending uh Bowen and such

[3:52:08] Trustee Maude: and and I hope um that all considerations are like for for me uh Bowen if I have to go by road

[3:52:15] Trustee Maude: um it's basically at least two to three days uh just because the way the ferry schedule works

[3:52:22] Trustee Maude: and such it is um it's complicated and uh i i know others have some concerns that way and i and i'm

[3:52:31] Trustee Maude: hoping that all those factors have been put in the budgeting i trust staff have looked into all of

[3:52:35] Trustee Maude: that um one of the considerations maybe possibly we need to do to discuss is if we do in person

[3:52:44] Trustee Maude: maybe we we can do it someplace like nanaimo um where you know potentially all of us could could

[3:52:52] Trustee Maude: could attend um without involving an overnight um which could bring down the cost quite substantially

[3:52:59] Trustee Maude: um so so staff would be in the offices um remotely in oak bay and and we would be able to be in

[3:53:07] Trustee Maude: person i don't know if that's an option we can look at but i think we can look outside the box

[3:53:12] Trustee Maude: because i i really reluctant to get away from the in-person component um as i say i value our time

[3:53:19] Trustee Maude: together um it just the dynamics and meetings are different and and i think we we do better to get

[3:53:27] Trustee Maude: in place but i appreciate all the information it's complicated it's not easy and nobody has

[3:53:32] Trustee Maude: a magic wand so i'll leave it to others to wave thank you uh

[3:53:40] Trustee Luckham: trustee peterson

[3:53:43] Voice 12: um yeah i mean i i generally couldn't uh concur with uh vice chair maude there um just to just

[3:53:52] Voice 12: Just reiterating, there are some potential dates.

[3:53:57] Voice 12: And I think last year, actually, our meeting scheduler made it a point of trying to schedule the in-person dates on days when I, because I often, on my LTC travel schedule, I often have a free Wednesday when I'm already in Victoria.

[3:54:15] Voice 12: So expense-wise, that's an efficiency.

[3:54:17] Voice 12: efficiency um uh and then as i pointed out earlier you know it does depend on the day of the week if

[3:54:26] Voice 12: we were if we were open to uh a different day of the week then the the expense and and length of

[3:54:33] Voice 12: travel could be reduced so um not advocating that we try and rejig such a complicated schedule as

[3:54:40] Voice 12: as we have for this fiscal, just a consideration for the future.

[3:54:49] Voice 4: Vice Chair Elliott.

[3:54:52] Voice 13: I support the recommendation.

[3:54:56] Voice 13: I think given the focus on strengthening our relationships with our partners

[3:55:06] Voice 13: and other agencies this year, maybe this is the year to invest in traveling

[3:55:14] Voice 13: And we can forego in-person meetings. Now that I'm used to the rhythm of planning trust council quarterlies, that is a big agenda and it's a lot to get through, but do we need to be in person to do it?

[3:55:32] Voice 13: So I do support the recommendation that the funds be directed to prioritize in-person meetings with Bowen Island Municipality.

[3:55:40] Voice 13: And then if we find a more cost-effective way to meet, we could maybe add in one or even two in-person executive committee meetings.

[3:55:51] Voice 13: Thank you.

[3:55:55] Trustee Luckham: You know, this is an intriguing conversation and hadn't anticipated what this would look like.

[3:56:04] Trustee Luckham: But I'm reluctant to trade off in-person meetings, but I agree with Toby.

[3:56:12] Trustee Luckham: I can see that we've got it figured out in terms of a rhythm.

[3:56:18] Trustee Luckham: We actually do know each other reasonably well.

[3:56:24] Trustee Luckham: And obviously at council, that said, I think it's really important that we continue to have council meetings in person, all of council.

[3:56:32] Trustee Luckham: And so that's an opportunity for us to be together as human beings, which I just think is fundamentally important. So I'm swayed to that notion of foregoing some of the in-person meetings.

[3:56:51] Trustee Luckham: so something else you know i think it was trustee maud suggested meeting in the naimo is an

[3:56:59] Trustee Luckham: interesting optical thing there that we'd be obviously asking bow and council to shoulder

[3:57:04] Trustee Luckham: their expenses to travel and all of their council traveling on the ferry which i think are actually

[3:57:10] Trustee Luckham: more people than us and so in terms of a net cost in terms of human energy and travel it may end up

[3:57:18] Trustee Luckham: being a bigger burden to them. But, you know, that said, we've also not necessarily talked about

[3:57:23] Trustee Luckham: that. And I'll double back a little bit later. But that responsibility for us to meet together,

[3:57:33] Trustee Luckham: if we are carrying the financial load of that, you know, in all fairness, I guess one needs to

[3:57:39] Trustee Luckham: contemplate what that means. And I don't have any trouble with the commitment necessary to do the

[3:57:47] Trustee Luckham: travel and be there and be in person. So doubling back a bit, we have an obligation

[3:57:53] Trustee Luckham: and a responsibility to meet with Bowen Island on an annual basis. Certainly, it's ideal for us to

[3:58:03] Trustee Luckham: meet with our friends and colleagues in San Juan County as well, but it's not necessarily an

[3:58:09] Trustee Luckham: obligation of the same nature. We've made it. We have a transport agreement. We'd like to review

[3:58:13] Trustee Luckham: you that. It would be great to meet with them. In all of these scenarios, I don't know, and

[3:58:22] Trustee Luckham: CAO Broney or David Marley might be able to clarify whether it's actually necessary for

[3:58:30] Trustee Luckham: all of us to meet with Bowen Council in person or whether electronic presence would also

[3:58:37] Trustee Luckham: also meet the bill. I think the key is, and maybe that's also a potential, is that maybe we need to

[3:58:45] Trustee Luckham: have that meeting electronically fully. It eliminates the expense and would meet the

[3:58:52] Trustee Luckham: obligation. So I'm trying to think a little bit out of the box here. I don't have any trouble

[3:58:57] Trustee Luckham: with going to a council of FPC and asking for $6,200 or whatever it is. And then it would be

[3:59:04] Trustee Luckham: up to them to determine whether they want to spend that money on our behalf or not. And then we would

[3:59:10] Trustee Luckham: have to take what budget we get in order to facilitate what we believe to be the obligation

[3:59:16] Trustee Luckham: of the executive committee to meet. So I think it's really important, utmost important, that we

[3:59:26] Trustee Luckham: meet with Bowen Council in person in April this year. What we do in the next go-round is a different

[3:59:33] Trustee Luckham: story, but we need to catch up and do the right thing and meet with them in April, as has been

[3:59:40] Trustee Luckham: scheduled. And although I would also say that let's not close the door, although I know there's

[3:59:47] Trustee Luckham: expenses associated with it, but maybe it's less, that actually meeting at UBCM is not a bad idea

[3:59:53] Trustee Luckham: if we schedule it in advance in some way that's completely outside of the window of minister

[3:59:58] Trustee Luckham: meetings and all that

[4:00:00] Trustee Luckham: kind of stuff, that would be beneficial to them, beneficial to us, and it would save a lot of

[4:00:05] Trustee Luckham: travel. Although renting a room seems to be expensive, but maybe it's not as expensive as

[4:00:11] Trustee Luckham: the actual travel expenses of going somewhere special for a special reason. Those are my

[4:00:16] Trustee Luckham: thoughts. And I would entertain somebody making a motion to advance this piece of work. So I see

[4:00:23] Trustee Luckham: David Mott, and Tim Peterson, hands up.

[4:00:27] Trustee Maude: Thank you, Jerry.

[4:00:28] Trustee Maude: Just a point of clarification.

[4:00:30] Trustee Maude: The NIMO suggestion was for EC meeting, not the Bowen joint meeting.

[4:00:36] Voice 7: Oh, I'm sorry.

[4:00:38] Trustee Maude: It might be a cheaper way for EC to meet.

[4:00:43] Trustee Maude: Otherwise, no, I agree with what you said.

[4:00:47] Trustee Luckham: Yeah.

[4:00:48] Trustee Luckham: Fair enough.

[4:00:49] Trustee Luckham: Okay, great.

[4:00:50] Trustee Luckham: Tim Peterson?

[4:00:51] Trustee Luckham: yeah

[4:00:53] Voice 12: i just had a quick troll through my um calendar and uh from my perspective especially

[4:01:03] Voice 12: if we're uh we've just added uh a couple other meetings there um either of which are more

[4:01:12] Voice 12: accessible in terms of uh in person um both from a logistics and expense point of view from for me

[4:01:21] Voice 12: personally um i would support moving the february 26th and november 19th meetings to electronic

[4:01:28] Voice 12: um making the two uh new meetings in person um and then uh i guess i could go sort of either

[4:01:39] Voice 12: way on the september 3rd one um uh but those in terms of helping to address the the costs

[4:01:49] Voice 12: podcasts um for my travel personally um those february 26th november 19th were the ones that

[4:01:56] Voice 12: that uh that make the most sense um to shift to electronic and i kind of think that even if we

[4:02:07] Voice 12: retain them in person i may just elect to um to attend them electronically anyway uh just again

[4:02:14] Voice 12: again, from the logistics and the things there.

[4:02:18] Voice 12: So those are my thoughts.

[4:02:20] Voice 12: That would still give us three or four in-person meetings,

[4:02:28] Voice 12: but based on the figures here,

[4:02:30] Voice 12: would save a considerable expense.

[4:02:37] Voice 12: So that's what I'm considering at this point,

[4:02:39] Voice 12: and I'll turn it back over to you, Chair.

[4:02:42] Trustee Luckham: Thank you.

[4:02:43] Trustee Luckham: And I just wanted to add a couple of additional remarks that I skipped over accidentally earlier, that it's not measurable, necessarily, or tangible in any way, shape, or form.

[4:02:56] Trustee Luckham: But I think that the executive committee showing up in the office, the head office in Victoria of the Allen's Trust, where the bulk of the employees are, is an important element of the human contact between the elected and the staff.

[4:03:12] Trustee Luckham: I wouldn't want to lose that or build, create a divide, in which case we need to make more effort to be communicating with those staff.

[4:03:23] Trustee Luckham: With respect to Vice Chair Peterson's comments there just now, clearly what's in the 2024-2025 budget is different than what's in the 2025-2026 budget.

[4:03:36] Trustee Luckham: And I would like to keep that meeting schedule and including the in-person meeting prior to Council in March as in-person.

[4:03:46] Trustee Luckham: I think that that is important.

[4:03:48] Trustee Luckham: So I would say let's stick to that schedule and absolutely let's be creative with the next schedule based upon the budget the Financial Planning Committee offers.

[4:03:58] Trustee Luckham: So that's my remarks and I'd love to see a motion of sorts to move on.

[4:04:04] Trustee Luckham: So, CAO Brony.

[4:04:08] Voice 10: Thanks.

[4:04:08] Voice 10: Just a couple additional minor points of clarification.

[4:04:12] Voice 10: I think the follow-up meeting with Bowen Island that we just talked about in the fall, the expectation is that would probably be virtual in any case.

[4:04:18] Voice 10: And so there wouldn't be – this doesn't – the expenses outlined here are just for the April 30th meeting.

[4:04:24] Voice 10: And then when it gets to if we want to revisit the currently scheduled in-person exec committee meetings and consider whether or not some of those can or should be virtual to Trustee Peterson's comments, we can do that subsequently.

[4:04:39] Voice 10: Once we know what the budget is that we're looking at and what's available, we can come back and have that conversation with you and figure out how to make best use of the available budget and what dates would be most valuable for you to have in person.

[4:04:52] Voice 10: Thanks.

[4:04:53] Trustee Luckham: Good advice. Thank you. Vice Chair Elliott.

[4:04:57] Voice 13: So I'm happy to move the recommendation

[4:05:00] Voice 13: just to get it on the floor. I move that executive committee direct staff to prioritize already

[4:05:05] Voice 13: budgeted funds for executive committee meeting expenses to fund in-person meetings with Bowen

[4:05:10] Voice 13: Island Municipality and San Juan County and consider making all regular executive committee

[4:05:25] Voice 13: meetings electronic in fiscal year 2025-26.

[4:05:29] Trustee Luckham: That's a nice amendment. Thank you for that.

[4:05:32] Trustee Luckham: Do I have a seconder? Trustee Maude. Thank you, Trustee Maude. Any further discussion? Or do you

[4:05:38] Trustee Luckham: wish to speak to it at all, Vice Chair Elliott?

[4:05:40] Voice 13: Yeah, I'll just say that the September 5th,

[4:05:43] Voice 13: if we were to choose one meeting in person, I do think, or September 3rd, rather, 2025 would be

[4:05:51] Voice 13: good but i do think yeah this is the year to prioritize interagency relations and i'll leave

[4:05:58] Voice 13: it to staff to uh juggle things and try to fit in more in-person meetings if they can thank you

[4:06:05] Trustee Luckham: excellent thank you okay if there's no further discussion i'll call for the vote

[4:06:10] Trustee Luckham: all those in favor and okay that's unanimous um so that carries uh thank you very much

[4:06:21] Trustee Luckham: executive committee and thank you ruben and your staff for the thoughtful um input into that report

[4:06:29] Trustee Luckham: thank you

[4:06:30] Trustee Luckham: um i'm going to move along to trust area services annual report outline request for

[4:06:35] Trustee Luckham: decision there we've seen this on a pretty regular basis every year so i'm just going to go to

[4:06:41] Trustee Luckham: director freighter and ask her for this year's comments and um then we'll go from there uh thank

[4:06:48] Voice 3: Thank you, Chair. Before I go into this, I'll just let you know I did inquire around the earlier

[4:06:52] Voice 3: question around the NAPTEP application and whether there is consultation with the Local Trust

[4:06:57] Voice 3: Committee. Confirmed as there is not consultation, but the LTC will be informed at their next meeting

[4:07:03] Voice 3: about it prior to going to council, but there isn't a consultation period.

[4:07:08] Voice 3: With regard to this item, Morgana Van Nykerk is here. She's available to speak to it if you'd

[4:07:13] Voice 3: like her to?

[4:07:16] Trustee Luckham: Sure, let's hear from Morgana. You know, I think it's important that when staff

[4:07:22] Trustee Luckham: have got something to say or highlight their work, it's something we should do. So let's hear from

[4:07:29] Trustee Luckham: Morgana.

[4:07:30] Voice 15: Good. Hi, good afternoon, everybody. As you can see, this is an RFD for the 2024-25

[4:07:40] Voice 15: five annual report. It's very similar to previous years. It has four new items, which you can see

[4:07:52] Voice 15: listed, excuse me,

[4:07:54] Voice 7: listed

[4:07:55] Voice 15: over there, including the new committees and a risk management piece.

[4:08:01] Voice 15: And the table of contents is on the following page. If you have any questions, I'm here.

[4:08:08] Voice 15: Yeah.

[4:08:10] Trustee Luckham: Great.

[4:08:11] Trustee Luckham: Vice chairs, any questions over to Trustee Elliott?

[4:08:16] Voice 13: So just curious what the rationale is that the

[4:08:19] Voice 13: Island Trust strategic plan no longer be included,

[4:08:22] Voice 13: besides the fact that the previous strategic plan has been extended

[4:08:26] Voice 13: and is a sprawling large document.

[4:08:29] Voice 13: But just wondered about that.

[4:08:32] Voice 15: I'll let Clay answer, but as far as I understand,

[4:08:36] Voice 15: And it's quite a chunky piece to the annual report.

[4:08:40] Voice 15: It adds a lot more pages and it's a bit outdated now.

[4:08:45] Voice 15: But Claire, you might have a couple other things to add.

[4:08:49] Voice 3: That was essentially it.

[4:08:51] Voice 3: It adds a lot of pages, which really adds to our print costs

[4:08:54] Voice 3: for what I see as somewhat limited value

[4:08:56] Voice 3: because you're really reporting on what you accomplished that term.

[4:09:02] Voice 3: So it's really up to you.

[4:09:03] Voice 3: If you'd like to include it, we're happy to.

[4:09:04] Voice 3: we were just trying looking for a way to trim costs you know without significant impact

[4:09:11] Voice 4: okay

[4:09:12] Voice 3: that's great sounds great thank you somebody

[4:09:16] Trustee Luckham: want to make a motion i'll

[4:09:20] Trustee Maude: move that the executive

[4:09:20] Trustee Maude: committee approved the proposed table of contents for the 2024-25 annual report moved

[4:09:27] Trustee Luckham: seconder tim

[4:09:28] Trustee Luckham: peterson thank you um any further discussion all those in favor carries unanimously thank you um

[4:09:38] Trustee Luckham: You know, this is a really significant report.

[4:09:42] Trustee Luckham: And, you know, years and years ago, we were way behind in them.

[4:09:45] Trustee Luckham: We hadn't submitted them and we managed to get caught up.

[4:09:47] Trustee Luckham: And this is a report out to the essentially the single shareholder of the Island Trust, which is the provincial government, which we are an agent.

[4:09:57] Trustee Luckham: So thanks for this work and look forward to seeing it.

[4:10:00] Trustee Luckham: And it's ready to go to press form.

[4:10:04] Trustee Luckham: nine point two point two two island's trust property tax assessment notice insert for the

[4:10:10] Trustee Luckham: 2025-26 this is a briefing only um who's going to present that one i see more i

[4:10:17] Voice 15: i will go ahead and

[4:10:19] Voice 15: present that as well thank you

[4:10:21] Voice 15: um so this is the one which goes to um property owners in the trust

[4:10:30] Voice 15: area, not including Bowen Island. It's very similar to what you would have seen in years

[4:10:38] Voice 15: before in terms of the layout. We have updated some of the language and we have included a

[4:10:44] Voice 15: little bit of extra information about what an increase in property tax is, what it could look

[4:10:53] Voice 15: like for a property owner. There's a graphic on the second page of that document, which you may

[4:11:00] Voice 15: have seen before. And this is clearly a draft form and these numbers have not been confirmed yet.

[4:11:10] Voice 15: But yeah, any questions or comments?

[4:11:16] Trustee Luckham: Vice Chair Peterson.

[4:11:18] Voice 12: Yeah, thank you. And I'm really, really happy that we're able to include the information

[4:11:23] Voice 12: information that you just highlighted on page two. My only concern is that, at least in this

[4:11:30] Voice 12: form, it's a little harder to see and sort of digest that information on what the average

[4:11:40] Voice 12: increase in the average tax is. And I think it's really important information. I don't want it to

[4:11:48] Voice 12: to not come across so i'm just wondering i'd either like to see it maybe in a table form or

[4:11:57] Voice 12: with like a larger font or larger graphic it's something just so that it's it's just easier to

[4:12:04] Voice 12: read because i think that's really an important bit that i really support having in here but

[4:12:10] Voice 12: um when i glance at it uh um there's the little arrows and then the little dollar bag and and

[4:12:19] Voice 12: And they're kind of small.

[4:12:23] Voice 12: And I just, I want it to be easy for people to get

[4:12:26] Voice 12: without kind of having to figure it out at all.

[4:12:29] Voice 12: If you take by meaning.

[4:12:31] Voice 12: But I'm very happy to see this information available

[4:12:35] Voice 12: on these forums for us.

[4:12:37] Voice 12: So I don't know, either make the bigger,

[4:12:40] Voice 12: I'd say either bigger, easier to read graphic,

[4:12:45] Voice 12: or just get rid of the graphic and make it a table.

[4:12:47] Voice 12: I'm not married to either which which way but just that it's really simple and easy to

[4:12:54] Voice 12: easy for people to get okay

[4:13:01] Trustee Luckham: you got that Morgana

[4:13:04] Voice 15: yes yes I do that's um that's definitely possible

[4:13:08] Voice 15: and easy to do and I might just send to that graphic to take up kind of that whole area and

[4:13:14] Voice 15: move things around a little bit to make it bigger I just want to also say that the graphic itself is

[4:13:20] Voice 15: in its draft form so it's a little bit um fuzzy around the edges which it won't be in the final

[4:13:28] Voice 15: product right

[4:13:29] Trustee Luckham: okay if

[4:13:30] Voice 12: i could just follow up something that just occurred to me while you

[4:13:33] Voice 12: were talking is that um maybe one way that if you're if if you're going to expand the size of

[4:13:40] Voice 12: the graphic then i'm just thinking maybe the um maybe you could do different colors for the

[4:13:48] Voice 12: the increase and the average tax or some way just to make it as i say just a little bit easier to

[4:13:55] Voice 12: assimilate and and understand for folks however that

[4:13:59] Trustee Luckham: plays out make it pop out of the page yeah

[4:14:01] Trustee Luckham: um

[4:14:02] Voice 15: unfortunately this this um notice is printed in black and white i don't have this graphic in

[4:14:11] Voice 15: black and white which is misleading i apologize for that um but i will find a way to to make it

[4:14:19] Voice 15: really pop out and and clear yeah

[4:14:22] Voice 12: thank you so

[4:14:25] Trustee Luckham: when you said black and white are shades of gray

[4:14:29] Trustee Luckham: yes yeah so obviously you could do some gray work that might help pop something up yeah

[4:14:35] Trustee Luckham: thank you um will we see this again or you're gonna go off and it'll hit the presses

[4:14:44] Voice 15: um i think

[4:14:47] Voice 3: you could request it

[4:14:49] Voice 15: again uh

[4:14:50] Voice 3: yes you definitely see it again at the end of march when

[4:14:53] Voice 3: after trust councils approve the budget we will add all the budget numbers and then bring it back

[4:14:57] Voice 3: to you for final sign off so you can ensure everything's correct before it goes to everyone's

[4:15:01] Voice 3: mailboxes

[4:15:02] Trustee Luckham: awesome then i'm just going to take it then that we'll receive this for information and

[4:15:06] Trustee Luckham: you've heard the feedback is there anybody else with additional feedback okay so that's terrific

[4:15:14] Trustee Luckham: Terrific. Thank you. So now segueing into the 2025 Bowen Island Municipality Tax Notice content briefing.

[4:15:22] Trustee Luckham: Over to you again.

[4:15:26] Voice 15: OK, so a few months ago, staff from the Bowen Island Municipality offered us a limited space in their notice to educate a little bit about Islands Trust.

[4:15:38] Voice 15: trust um and this is what we've come up with um with help from trustee eddie thank you very much

[4:15:47] Voice 15: to her um and yeah that is about it it is a limited space which is so this is pretty much

[4:15:55] Voice 15: as much content as we could get into that space um but

[4:16:01] Trustee Luckham: yeah okay any uh questions or remarks

[4:16:05] Trustee Luckham: remarks for staff? Not seeing any, then I'm going to receive that information and you'll continue

[4:16:13] Trustee Luckham: on. So that's fantastic. Thank you. Now, 9.2.2.4, I actually appreciate the typo there on the first

[4:16:26] Trustee Luckham: page, Coast Salish are considerations. And because that is so very much true, that we definitely need

[4:16:33] Trustee Luckham: to be always considering coach salish peoples in our work but it's actually coach salish art

[4:16:40] Trustee Luckham: considerations and there's a briefing there for information and who's going to present that is

[4:16:46] Trustee Luckham: that director fader yes thank

[4:16:48] Trustee Luckham: you certainly

[4:16:51] Voice 3: i'm just bringing this to you to convey somewhat

[4:16:53] Voice 3: belatedly to convey resolutions from the financial planning committee to you and to provide a bit of

[4:16:59] Voice 3: additional background around the purchase of art as you might remember as you were all there

[4:17:03] Voice 3: their executive or financial planning committee essentially asked you to take a look at two

[4:17:08] Voice 3: resolutions which are near the bottom of page one there that you look at um i guess with regard to

[4:17:14] Voice 3: your budget request that you've budget sufficiently to partner with an indigenous arts organization to

[4:17:18] Voice 3: procure pieces um that would be installed in islands trust offices um oh sorry um that they

[4:17:26] Voice 3: wanted that to be pursued um and also that they wanted us to explore opportunities for a rotating

[4:17:31] Voice 3: display in the Salt Spring office. We also took the opportunity to note for you there have certainly

[4:17:36] Voice 3: been comments made by trustees in meetings that $2,000 would be insufficient. It really depends

[4:17:41] Voice 3: on what everyone desires to purchase, but we feel we could achieve some symbolic presence in the

[4:17:47] Voice 3: offices within that budget. Staff are, much as we note the desire of Financial Planning Committee,

[4:17:53] Voice 3: it's our recommendation to you that we not take up those requests simply due to a lack of staff

[4:17:58] Voice 3: enough capacity to execute them. But of course, if you wish us to undertake that work, we'll come

[4:18:02] Voice 3: back to you with some recommendations around how to shift work programs around. So I'm happy to

[4:18:08] Voice 3: take questions on that. And again, you might want to consider, as always, you have an opportunity

[4:18:13] Voice 3: to reconsider your business case, if you wish to. Thank you.

[4:18:22] Trustee Luckham: So this is a briefing and questions.

[4:18:24] Trustee Luckham: questions clarity trustee Peterson thank

[4:18:29] Voice 12: you chair um yeah I was there for all of the discussions at

[4:18:34] Voice 12: financial planning committee and and um especially given the capacity issues just identified by the

[4:18:41] Voice 12: director um what I'd really like to see is um is some way for this to Loop back up for us um

[4:18:52] Voice 12: to reconsider next fiscal.

[4:18:57] Voice 12: I'm hopeful by then that Trust Area Services will be fully staffed again,

[4:19:03] Voice 12: which would be marvelous.

[4:19:07] Voice 12: And that there may be consideration, you know,

[4:19:12] Voice 12: some time available to look at other options.

[4:19:15] Voice 12: The notion of the rotating display through Salt Spring office,

[4:19:21] Voice 12: I think it's a really exciting notion.

[4:19:24] Voice 12: But the last thing I want to do is give Director Frater and her team more things to do on their already giant list.

[4:19:33] Voice 12: So I'd like to see this come back for the following fiscal for reconsideration.

[4:19:41] Voice 12: I think it's a worthy notion.

[4:19:44] Voice 12: I just don't think it's the priority right now.

[4:19:48] Voice 12: And I do think it should be financed at a slightly higher level as well.

[4:19:56] Voice 12: So I want to see it happen, but I'm thinking maybe not this year.

[4:20:06] Trustee Luckham: Okay. Thank you, Tim. Vice Chair Elliott?

[4:20:11] Voice 13: Thank you, Chair. I've actually changed my mind on this.

[4:20:16] Voice 13: Seeing the pieces that you've linked to, Director Frater,

[4:20:20] Voice 13: um and with all the teaching and training that we've had through culturally committed

[4:20:30] Voice 13: the importance of creating a welcoming space for indigenous people is really critical

[4:20:40] Voice 13: and there is an opportunity the salt spring office is going to be new and um i think

[4:20:47] Voice 13: I think there is opportunity for a longer term project to partner for a rotating display or work with an Indigenous gallery to get some bigger, more significant pieces.

[4:21:02] Voice 13: But honestly, $2,000 is not a huge investment, but it would signal quite strongly that we are taking steps to make our spaces safe and culturally relevant.

[4:21:19] Voice 13: So I actually, I've waffled on this a couple of times because honestly, I didn't know if $2,000 could purchase anything significant.

[4:21:30] Voice 13: But thank you for the links, Director Frater. I do think it's a valuable enterprise. And final point, if we're going to forego anything, the Reconciliation Action Plan, having a truth and reconciliation piece of art created, I think is an important step as well.

[4:21:55] Voice 13: But this is one we could take this year and perhaps the truth and the commemorative art for the Truth and Reconciliation Day is one that we could do perhaps next year.

[4:22:07] Voice 13: Thank you.

[4:22:14] Trustee Luckham: Anybody else on this topic?

[4:22:18] Trustee Luckham: So I'll just chime in.

[4:22:20] Trustee Luckham: I'm in support of advancing this in whatever mechanism is the most appropriate.

[4:22:25] Trustee Luckham: I can't help but think that if we move ourselves from a singular event to an annual event of continuing investment in this artwork, is there, and I don't know that it's necessarily clear.

[4:22:41] Trustee Luckham: And I think that potentially if we're spending $2,000 a year, is there a lease contractual arrangement that we could make with a Coast Salish art dealer, let's say, that could rotate those items?

[4:23:00] Trustee Luckham: And if there's an office in Victoria or other area nearby within the Islands Trust region that specializes in that or even the Comox First Nation, although I think we'd want to see some variety around the coast.

[4:23:14] Trustee Luckham: And I don't know if that's one of the elements there.

[4:23:16] Trustee Luckham: I didn't look too terribly closely at the details of the artworks that you provided in there, but certainly those look very appropriate to me.

[4:23:26] Trustee Luckham: But I just want to pursue this.

[4:23:28] Trustee Luckham: I think it's symbolically incredibly important.

[4:23:32] Trustee Luckham: My community has commissioned two pieces of artwork that are in our community center.

[4:23:39] Trustee Luckham: And if Thetis Island can do this, the Island's Trust can do it.

[4:23:42] Trustee Luckham: So let's do it.

[4:23:45] Trustee Luckham: Vice Chair Maude.

[4:23:46] Trustee Maude: Yeah, I concur.

[4:23:48] Trustee Maude: This is important.

[4:23:50] Trustee Maude: But I perhaps suggest that maybe we can look a little bit outside the box with some options.

[4:23:56] Trustee Maude: um i i know most museums have extensive holdings of first nations artifacts and arts

[4:24:04] Trustee Maude: uh and including the great victoria art gallery and you know there might be potential to to get

[4:24:13] Trustee Maude: a loan program going with one of those institutions that literally would not cost us anything

[4:24:18] Trustee Maude: anything. I know that the art gallery does a lot of loan outs. So this is important.

[4:24:26] Trustee Maude: I'm comfortable with advancing the 2000. But I would also suggest that maybe staff want

[4:24:33] Trustee Maude: to look as to maybe some other options for obtaining art. Because perhaps the rotating

[4:24:39] Trustee Maude: art exhibit might be of more value than actually having individual pieces. Thank you.

[4:24:45] Trustee Maude: Yeah.

[4:24:48] Trustee Luckham: So maybe I want to just wrap this up and say we're going to receive this for information and staff can take into consideration the conversation you've heard.

[4:24:57] Trustee Luckham: But I don't, I also do not want staff to spend a whole lot of time more time on this because they've got plenty to do already.

[4:25:04] Trustee Luckham: And I would also suggest that artwork on loan from galleries and museums may have significant environmental considerations that would also potentially cost us money in order to ensure that the artwork is being displayed and stored in an appropriate illuminated and environmentally controlled environment.

[4:25:29] Trustee Luckham: So, Director Fader, do you have anything else to offer? Otherwise, we'll just receive it for information.

[4:25:34] Voice 3: I would suggest if you do want us to make a project of looking into rotating art displays

[4:25:38] Voice 3: and what would be required, it would be great to have a resolution to that effect.

[4:25:46] Trustee Luckham: You know, that begs the question, can you do it?

[4:25:48] Trustee Luckham: I don't think so.

[4:25:50] Voice 13: I don't think at this time.

[4:25:51] Voice 13: This is, yeah.

[4:25:53] Trustee Luckham: Let's go with what we've got and we can see how that lands.

[4:25:57] Trustee Luckham: And for the future, the future is vast.

[4:26:03] Trustee Luckham: Thank you.

[4:26:04] Trustee Luckham: Thank you for the generous offer.

[4:26:08] Trustee Luckham: And but humbly decline. So we'll receive this information and you'll proceed accordingly.

[4:26:14] Trustee Luckham: Yes, thank you. Thank you. Is that okay with everybody? I'm going to move us along as I do

[4:26:21] Trustee Luckham: planning services, time tracking software business case. This is a deja vu, I think,

[4:26:27] Trustee Luckham: but maybe I'm wrong. Who's going to help us with this one?

[4:26:32] Voice 11: Pardon me. Thank you, Mr. Chair. I'm sorry, let me catch up on my head is in deep and development

[4:26:38] Voice 11: in permanent land here um there we are page

[4:26:43] Trustee Luckham: 79.2.3

[4:26:44] Voice 11: i'm very familiar i just want to make

[4:26:47] Voice 11: sure i have my eyes on it okay so the bit of a story here um as you know um trust council

[4:26:53] Voice 11: requested staff to uh do time collection um to assess cost recovery as we went through amending

[4:27:00] Voice 11: uh after we reported at the september trust council meeting uh we directed that we requested

[4:27:07] Voice 11: did the information services team to amend our time tracking application software such that we

[4:27:13] Voice 11: could measure it in discrete application types which before it was more aggregated into current

[4:27:20] Voice 11: planning and as we did that i we broke the system and we haven't really been able to fix it back

[4:27:28] Voice 11: and since then we've lost key staff yeah so this uh we've explored various options and this is one

[4:27:35] Voice 11: of them and this is to uh get new software um long story short is the entire architecture behind the

[4:27:41] Voice 11: system is in need of repair you'll hear this in all kinds of other application software that we

[4:27:45] Voice 11: have in-house this is one of those ones so uh that's what you have before you is a proposal

[4:27:51] Voice 11: for us to get a new time collection software such that we can um you know provide you the

[4:27:56] Voice 11: information that trust council requires happy to answer more questions okay

[4:28:03] Voice 4: any questions

[4:28:04] Trustee Luckham: no questions so um then we are receiving that for information and you'll be

[4:28:14] Trustee Luckham: do you need a motion to advance this or you're just going to advance it to um

[4:28:19] Trustee Luckham: is this something that executive committee needs to advance as we did with um other items

[4:28:26] Trustee Luckham: indeed

[4:28:28] Voice 11: we'll be forwarding this to the financial planning committee um for their consideration and

[4:28:32] Voice 11: or their their thoughts as we advance as its way to trust council didn't put together a request

[4:28:37] Voice 11: for a decision for you to make a resolution to do so.

[4:28:40] Voice 11: However, if you wish to speak to it

[4:28:42] Voice 11: at the Financial Planning Committee,

[4:28:43] Voice 11: that would be helpful as your understanding

[4:28:45] Voice 11: of the need for the software.

[4:28:50] Trustee Luckham: Okay, so Executive Committee,

[4:28:53] Trustee Luckham: do you want to advance this by general consent

[4:28:58] Trustee Luckham: to Financial Planning Committee as presented?

[4:29:01] Trustee Luckham: I see one thumb up, and I see a hand up,

[4:29:05] Trustee Luckham: so I'm going to, unless that's a question,

[4:29:08] Trustee Luckham: oh, Julia mobs the hand up.

[4:29:10] Trustee Luckham: You're not voting, but you've got something to say.

[4:29:15] Voice 14: Thanks for acknowledging me there, Chair.

[4:29:17] Voice 14: A resolution is much preferred.

[4:29:19] Voice 14: It helps us track the flow of things through the budget cycle.

[4:29:22] Voice 14: So I would ask for that instead of just by general consent.

[4:29:27] Trustee Luckham: Okay.

[4:29:28] Trustee Luckham: Vice Chair Elliott, your hand's up.

[4:29:30] Trustee Luckham: Go for it.

[4:29:30] Voice 13: Yeah.

[4:29:31] Voice 13: And before I move that this be advanced, I'm assuming there's going to be a briefing with

[4:29:40] Voice 13: this.

[4:29:40] Voice 13: there's nothing included in the risk assessment

[4:29:43] Voice 13: I would have expected something like

[4:29:45] Voice 13: if we don't get this software

[4:29:46] Voice 13: we can't track the time

[4:29:49] Voice 13: if that is a risk factor

[4:29:51] Voice 13: recommended option

[4:29:53] Voice 13: you know you mentioned

[4:29:55] Voice 13: we broke the software

[4:29:58] Voice 13: and I don't really

[4:30:00] Voice 13: see that reflected in this. So just a little bit more work in this business case might help

[4:30:08] Voice 13: explain why we need the software. That's all. And then I move that this business case and

[4:30:16] Voice 13: a relevant briefing be forwarded to financial planning committee. Is that what we're doing?

[4:30:25] Trustee Luckham: Yeah. Regarding time tracking software business case.

[4:30:29] Trustee Luckham: Thank you.

[4:30:31] Trustee Luckham: Yeah. And that is seconded by David Maude. And Robert Barlow, you managed to capture that?

[4:30:42] Voice 8: Yes, Chair, I did.

[4:30:44] Trustee Luckham: Perfect. Thank you very much, sir. Any further discussion? All those in favor?

[4:30:50] Trustee Luckham: One, two, three, and four. So that carries unanimously. That's great. And we'll see

[4:30:59] Trustee Luckham: how that goes so that's fantastic let us keep moving along um from legislative and information

[4:31:06] Trustee Luckham: services training for chairs vice chairs trust council review of standards of conduct request

[4:31:11] Trustee Luckham: for decision so um we did hear from ceo brony that there was maybe a little hiccup in there

[4:31:18] Trustee Luckham: in terms of the um who might get selected here um so let's go to david marler to uh

[4:31:28] Trustee Luckham: uh fill in the gaps here and there's a motion uh

[4:31:33] Voice 1: yeah thank you and i'm not sure the ceo would like

[4:31:36] Voice 1: to speak ahead of me or sure just just a

[4:31:40] Voice 10: couple of points thanks david i think

[4:31:43] Voice 10: one is the my

[4:31:44] Voice 10: comment earlier about the the vendor was related to the structured decision making training which

[4:31:48] Voice 10: we were looking at um coincidentally i've just received an email from them in this meeting so

[4:31:53] Voice 10: progress is being made on that one um but this one is in relation to um i mentioned uh

[4:32:00] Voice 10: to executive committee that we have been successful thanks in large part to the work

[4:32:05] Voice 10: of director mobs and securing a grant um to support uh training for trust council around

[4:32:11] Voice 10: uh chairing meeting practices the standards of conduct um and so director martler has mapped out

[4:32:18] Voice 10: a proposed approach for how we would uh pursue and and use that grant which is part of what we

[4:32:26] Voice 10: have to do on the accountability for the grant is to come back to lgma with a bit of a strategy and

[4:32:29] Voice 10: And so that's what Director Marder has put before you today, is seeking your agreement on the approach that we'd like to take to advance that work.

[4:32:39] Voice 1: Thank you. And through the chair.

[4:32:43] Voice 1: Yeah, so here on page 73, start with the funding grant.

[4:32:47] Voice 1: So as the CEO indicated, we have received a grant of up to $25,000.

[4:32:54] Voice 1: there's the requirements listed in here what we need to do which is to get quotes and

[4:32:59] Voice 1: proposed engagement strategy that identifies at a high level what you intend to do with the money

[4:33:05] Voice 1: with the consultants or a legal professional on the next page at the top there's three

[4:33:10] Voice 1: bullet points there indicate what the funding can be used for so this actually addresses three areas

[4:33:16] Voice 1: is and three kind of directions from Trust Council. It will address chair training, which

[4:33:25] Voice 1: is something that's been identified specifically. It will address general training of Trust

[4:33:29] Voice 1: Council, which is something Trust Council has identified. And it will also allow us

[4:33:35] Voice 1: to address code of conduct by seeking legal advice or legal counsel to essentially develop

[4:33:44] Voice 1: some as it says here foundational systems for ethically addressing

[4:33:48] Voice 1: complaints and so this would be part of the code of conduct work that Trust

[4:33:53] Voice 1: Council has asked us to do so there's an opportunity here to cohesively pull all

[4:33:59] Voice 1: this together in a program so we can deal with all those three things at once

[4:34:06] Voice 1: so I've had a look at some of the consultants available out there the

[4:34:11] Voice 1: The prices range quite, there's quite a range.

[4:34:14] Voice 1: But generally, I think most are looking at half to one day or two half days is probably

[4:34:21] Voice 1: the recommended for any kind of training, whether it's for the chair training or for

[4:34:26] Voice 1: the council training.

[4:34:31] Voice 1: So, you know, we can have a look at the dollars for that purpose.

[4:34:36] Voice 1: purpose. The grant only covers the cost of consultants and legal advice, so it does not

[4:34:42] Voice 1: cover trustee travel, meeting venue, rentals, staff time, anything like that. So that would

[4:34:50] Voice 1: be in kind by trust counsel if necessary. So for the chair training, which is the first

[4:34:58] Voice 1: one to look at, I've identified the different committees here. And for each of them, it

[4:35:05] Voice 1: it would be the chair and the vice chairs.

[4:35:09] Voice 1: So that, to me, appears to be 14 different trustees.

[4:35:15] Voice 1: But also, you've adopted a rotating chair approach

[4:35:18] Voice 1: for committee as a whole.

[4:35:20] Voice 1: So you may want to open it up to more trustees.

[4:35:23] Voice 1: I think the limit on how many really depends

[4:35:26] Voice 1: on the facilitator, what they're used to working with

[4:35:32] Voice 1: and what they would like to work with,

[4:35:33] Voice 1: um given what we're asking them to do so that's something we can work with a facilitator on but

[4:35:40] Voice 1: we can go in looking at at least for 14 maybe 16 with some staff observing or assisting in some way

[4:35:51] Voice 1: council training again this could be done either at a trust council meeting or separate to trust

[4:35:59] Voice 1: council the form of these meetings can be in person or electronic and from feedback from some

[4:36:08] Voice 1: of the facilitators if you are going to be mostly doing electronic meetings you might want to take

[4:36:16] Voice 1: the training electronically because that way they can mimic or give you scenarios like real world

[4:36:24] Voice 1: examples and you can figure out how to make it work out on the electronic

[4:36:29] Voice 1: system or in person so you might want to think about how you would like this to

[4:36:35] Voice 1: be delivered obviously electronic would be cheaper for the Islands Trust because

[4:36:40] Voice 1: you don't have any travel whereas if it's in person we have to have those

[4:36:45] Voice 1: additional costs for travel as well and then the last piece here is a code of

[4:36:50] Voice 1: conduct and so we could engage young anderson on a contract using some of the 25 000 to

[4:36:59] Voice 1: provide that review of how to ethically deal with complaints and come back with recommendations

[4:37:07] Voice 1: for an updated code of conduct that would address those those issues and then that can be part of

[4:37:13] Voice 1: of the larger code of conduct review

[4:37:17] Voice 1: that's already underway.

[4:37:18] Voice 1: So as I said, there's a requirement for a strategy.

[4:37:22] Voice 1: So a strategy could look like the following.

[4:37:25] Voice 1: Here's step one.

[4:37:27] Voice 1: So say between March 1st and June 1st, before council,

[4:37:32] Voice 1: plan and undertake two half-day workshops

[4:37:34] Voice 1: for all of the chairs,

[4:37:36] Voice 1: and then engage a consultant with an estimated cost

[4:37:40] Voice 1: of about five thousand dollars for the consultant and then step two would be during the same period

[4:37:48] Voice 1: run a session for all the trust counsel so again whether that's at trust counsel or separate

[4:37:55] Voice 1: that's up to you and again the cost for that would be about the same about five thousand dollars

[4:38:01] Voice 1: and then engage legal advice for the code of conduct which in here just indicated about ten

[4:38:09] Voice 1: thousand dollars which would be a significant amount of work but I imagine this piece actually

[4:38:14] Voice 1: would be the most expensive given that it's a lot of research and it's being done by a lawyer.

[4:38:21] Voice 1: So this table just indicates how the LGMA grant could be broken up with a contingency of five

[4:38:30] Voice 1: thousand to allow for potential travel of the consultant any extra cost of the consultants

[4:38:36] Voice 1: since we're not fully aware of and that adds up to $25,000. If these are held online or at

[4:38:45] Voice 1: an existing Trust Council meeting there's no cost to Trust Council. However if you decide to hold

[4:38:51] Voice 1: in person outside of the regular Trust Council meeting then we would have to put dollars into

[4:38:57] Voice 1: that column that indicates what Trust Council cost would be and add that into the budget for

[4:39:02] Voice 1: the next actually i guess this can be done yeah this can actually go to the next fiscal year so

[4:39:08] Voice 1: this will probably need to be put into the next fiscal budget so the recommendation is essentially

[4:39:16] Voice 1: two at the top here as it indicates there is to instruct staff to provide a strategy so we

[4:39:24] Voice 1: bring this back to the next ec meeting and then we would send it over to lgma to support the

[4:39:33] Voice 1: um the grant and also what we would like the um consultants to be doing i also understand through

[4:39:42] Voice 1: the um the grant that the lgma would actually manage the consultant so we would provide them

[4:39:49] Voice 1: what we're looking for they would then deal with the contracts for us at least that's my

[4:39:53] Voice 1: understanding uh so unless there's something i'm missing with from the ceo or from um

[4:40:02] Voice 1: director mobs i'll pass it back to the chair for discussion great

[4:40:07] Trustee Luckham: thank you david so i see uh vice

[4:40:09] Trustee Luckham: chair peterson's hand up and if anybody else wishes to ask any questions or make a motion

[4:40:14] Trustee Luckham: over to you uh

[4:40:17] Voice 12: thank you chair um excellent work uh securing the funds here uh director mobs

[4:40:24] Voice 12: huge kudos that's just fantastic um just a couple of comments um as far as the um the format

[4:40:36] Voice 12: uh certainly the council committees generally meet electronically uh local trust committee chairs

[4:40:45] Voice 12: generally meet in person um going down to the strategy in step two although um although i don't

[4:40:57] Voice 12: like to uh jam pack our trust council meetings uh any more than necessary i strongly support that

[4:41:06] Voice 12: the um the code of conduct take place uh in person at the that the june trust council session

[4:41:15] Voice 12: question um because this shouldn't be optional and if we have it outside of um of of a regular

[4:41:25] Voice 12: trust Council meeting I'd be concerned that some people might feel that it was more optional

[4:41:29] Voice 12: um so those are my comments thank you thank

[4:41:34] Voice 4: you Vice Chair Peterson

[4:41:35] Trustee Luckham: anybody else

[4:41:39] Trustee Luckham: oh I'll invite you earlier to see your hand up there I'm

[4:41:42] Voice 13: happy to move the motion um it's still

[4:41:46] Voice 13: like a little bit of discussion on what are we asking for with chair training um but let's get

[4:41:54] Voice 13: a resolution up there so we can before

[4:41:56] Trustee Luckham: you jump to the resolution i am

[4:42:00] Trustee Luckham: in support of what uh vice

[4:42:03] Trustee Luckham: chair peterson has just said that the code of conduct should be in person at june trust council

[4:42:09] Trustee Luckham: um that's um because it shouldn't be um optional and um coming out of you know this stems from

[4:42:22] Trustee Luckham: september trust council and i just believe this is so fundamentally important so there may need

[4:42:28] Trustee Luckham: to be an alteration to the motion uh if you want to leave

[4:42:33] Voice 13: that we're just changing one half day

[4:42:35] Voice 13: in-person training session for trust council ideally in june just in

[4:42:42] Trustee Luckham: case june council yeah

[4:42:43] Voice 13: okay yeah okay all right i move that the executive committee requests staff to prepare a strategy for

[4:42:52] Voice 13: providing training to trustees and chairs on respectful meetings conduct and effective

[4:42:56] Voice 13: governance communications that includes two half days or half day online training sessions for

[4:43:03] Voice 13: For Executive Committee, Islands Trust Conservancy Board chairs, because it's the Vice Chair as well, and Council Committee chairs to occur before June Trust Council 2025.

[4:43:16] Voice 13: One half-day in-person training session at June Trust Council meeting, quarterly.

[4:43:27] Voice 13: and a review and recommendations on updates to the islands trust standards of conduct

[4:43:34] Voice 13: including developing a foundational system for ethically addressing complaints

[4:43:38] Voice 13: right

[4:43:43] Trustee Luckham: so vice chair peterson are you seconding that yes okay thank you sir

[4:43:49] Trustee Luckham: um any discussion

[4:43:53] Trustee Luckham: seek a question of clarity uh certainly the one day half half day in-person session of trust

[4:44:00] Trustee Luckham: council is a given i'm just thinking looking at the bullet that follows it which is a review of

[4:44:07] Trustee Luckham: recommendation and updates blah blah blah i'm presuming that that is something that would be

[4:44:13] Trustee Luckham: better done uh outside of an in-person session because it's more policy and i'm just trying to

[4:44:21] Trustee Luckham: understand whether the consultant will bring this material to us or how we see that component

[4:44:28] Trustee Luckham: component unfolding yeah

[4:44:30] Voice 1: if i may and the resolution is asking staff to bring back the

[4:44:35] Voice 1: strategy that addresses those things so we'll fill that out for you when we bring it back

[4:44:40] Voice 1: okay

[4:44:41] Voice 4: perfect thank you like elliot yeah

[4:44:44] Voice 13: so the point i was um hoping could be included as you're

[4:44:50] Voice 13: looking for consultants um in the lisa's warren led uh chair training which was excellent there

[4:44:58] Voice 13: There was a section on preparing to make decisions and reviewing how we made a decision.

[4:45:04] Voice 13: And I would like to see that this training is not just about how to run a meeting, what

[4:45:10] Voice 13: to expect, but how can we create agreement in all of our different meetings that here

[4:45:19] Voice 13: are the elements that need to be on the table so that we can make a considered decision

[4:45:25] Voice 13: decision and can we have some practice in um developing that consensus sorry the decision

[4:45:38] Voice 13: making tree it's it's like the the meeting the meetings we have people are frustrated because

[4:45:46] Voice 13: sometimes there isn't enough information sometimes it's ancillary to the island's

[4:45:54] Voice 13: trust mandate. It's not core, right? And so it's about evaluating when is the group ready to make

[4:46:01] Voice 13: a decision? And that is more about, do we have all the information on the table? So it's not just the

[4:46:08] Voice 13: rules. Do you know what I mean?

[4:46:12] Trustee Luckham: Yeah. Okay. That's all. So yeah, David can take that into consideration

[4:46:20] Trustee Luckham: in this whole thing. There was another thought that came up out of what you were saying,

[4:46:28] Trustee Luckham: but i think you've covered it all uh oh that um is it reasonable for me to assume that there may

[4:46:35] Trustee Luckham: be one or more consultants engaged in this because one consultant may have expertise in one area and

[4:46:44] Trustee Luckham: the other that has expertise in code of conduct which may be different in their own subtle way

[4:46:50] Trustee Luckham: yeah

[4:46:52] Voice 1: um yeah it can be more than one uh consultant the lgma just doesn't want us to be overlapping

[4:47:00] Voice 1: So, identify a different consultant from different needs, that's fine.

[4:47:03] Voice 1: Just in relation to Vice Chair Elliott's comments about that kind of discussion, we can certainly talk to the consultants about that.

[4:47:14] Voice 1: I think there's a limit on how much you're going to get to do in, say, a half-day session, which is really three hours of time.

[4:47:22] Voice 1: So, we'd have to think about what is the focus, what is it you would really want to get out of this.

[4:47:26] Voice 1: and um there's there's foundational things i think that you would need to go through first and then

[4:47:32] Voice 1: that might fit on top so whether it could be done in three hours and i don't know but we can

[4:47:37] Voice 1: certainly you know ask the consultant what their advice would be yeah

[4:47:46] Trustee Luckham: okay david i think that you

[4:47:49] Trustee Luckham: have enough information to advance this we have a motion on the floor i don't see any other speakers

[4:47:53] Trustee Luckham: I'm going to call the vote. All those in favor. And that carries unanimously also.

[4:48:01] Trustee Luckham: I'm grateful to you, CAO Broney and Julia Mobs for advancing this work. Appreciate it.

[4:48:09] Trustee Luckham: Let us, looking forward to it as well. So let us continue on. Last item on page three here is LTC

[4:48:17] Trustee Luckham: chairs reports on local advocacy topics. Is there any advocacy going on that you need to share with

[4:48:24] Trustee Luckham: with the Executive Committee, Vice Chairs?

[4:48:26] Trustee Luckham: Trustee Peterson.

[4:48:29] Voice 12: Thank you, Chair.

[4:48:30] Voice 12: At the January 24th Hornby LTC meeting,

[4:48:40] Voice 12: the LTC passed a resolution to refer a piece

[4:48:43] Voice 12: of correspondence to Executive Committee

[4:48:48] Voice 12: with a request that staff advise on a suitable path

[4:48:51] Voice 12: for advocacy to the appropriate ministry.

[4:48:52] Voice 12: This is in regard to a community group trying to apply for tenure on so-called Crown land for community housing and wanting our assistance, essentially, to try to find a ministry to sponsor their application.

[4:49:23] Voice 12: um obviously it didn't hit our our uh agenda today which is is okay but to to me um i did have a a

[4:49:36] Voice 12: conversation with um uh director freighter briefly around this and it's um what i got from that is

[4:49:44] Voice 12: this sort of advocacy is is fairly complicated um and needs to be done carefully and appropriately

[4:49:52] Voice 12: with to have any chance of success but I did want to just get that out there

[4:50:00] Voice 12: before my fellow executive members and so that's on that you're aware that that

[4:50:07] Voice 12: will eventually soon be coming to an agenda for for discussion at some point

[4:50:17] Voice 12: Okay.

[4:50:21] Trustee Luckham: Thank you, Tim. Anything else? Okay. This might be out of my area of jurisdiction,

[4:50:32] Trustee Luckham: Toby Elliott, but you're the chair of the Thetis LTC. I just want to mention that I asked a

[4:50:39] Trustee Luckham: question at our LTC meeting this week with respect to, and it's sort of advocacy because

[4:50:48] Trustee Luckham: Because we're asking for the Minister of the Environment, responsible for agriculture leases, to advise us that he understands that the Thetis LTC is not interested in an aquaculture license being issued in its area of jurisdiction.

[4:51:04] Trustee Luckham: And after six months now, we have still not heard a confirmation one way or the other.

[4:51:10] Trustee Luckham: and just to let you know that that's out there and staff um i think are going to work with me

[4:51:16] Trustee Luckham: to write another letter to ask about what that that they concur with the local government's

[4:51:23] Trustee Luckham: uh interests so just so you know that's out there

[4:51:27] Voice 13: i agree thanks for bringing that up

[4:51:29] Voice 13: yeah

[4:51:29] Trustee Luckham: yeah i

[4:51:31] Voice 13: want to mention it yeah okay

[4:51:33] Trustee Luckham: um because it's something that's bothering me

[4:51:35] Trustee Luckham: in my community we are my community is worried about it so um i think that does that um we can

[4:51:42] Trustee Luckham: we'll come to the current work program that's here for our information really or review it says

[4:51:47] Trustee Luckham: um it's amended i always believe before we get here today and it's a reflection of what's

[4:51:54] Trustee Luckham: happening so are there any questions about the current work program or any remarks from anybody

[4:51:59] Trustee Luckham: anybody, including the CAO, on our current work program on page 77 and 79. All right.

[4:52:11] Trustee Luckham: I'm not seeing any hands up, though. We'll receive it. So our next meeting is scheduled

[4:52:16] Trustee Luckham: in person February 26, 915 in Victoria. Looking forward to that. And we are now going to go

[4:52:23] Trustee Luckham: into an in-camera meeting. And I'll just ask, there were a couple of topics that came up,

[4:52:29] Trustee Luckham: David Marler, to add to the closed meeting agenda potentially as new business items.

[4:52:35] Trustee Luckham: Does what we have in front of us in terms of a motion, is that adequate for those conversations?

[4:52:42] Voice 1: Yeah, this was written in anticipation that you'd like to do that. So this covers everything.

[4:52:47] Trustee Luckham: Well, well done. Thank you for thinking of that in advance. So would somebody like to make that

[4:52:53] Trustee Luckham: motion? It's on the last page of our agenda. And then we will be, I'll just say for the public,

[4:52:57] Trustee Luckham: like we'll rise and report at the beginning of our next meeting rather than rising and reporting at

[4:53:03] Trustee Luckham: some time in the future that we may not be clear on when that would be. So at our next meeting. So

[4:53:09] Trustee Luckham: somebody make a motion, please.

[4:53:11] Trustee Maude: I'll move that the meeting be closed to public accordance with

[4:53:14] Trustee Maude: community charter part four, division three, section 90C, labor relations and other employee

[4:53:20] Trustee Maude: relations, the acquisition, disposal, or appropriation of land or improvements if the

[4:53:25] Trustee Maude: the council considers the disclosure could reasonably be expected to harm the interests

[4:53:30] Trustee Maude: of the municipality. F, law enforcement, if the council considers the disclosure could reasonably

[4:53:35] Trustee Maude: expect it to harm the conduct of an investigation under enforcement or an enactment. G, litigation

[4:53:41] Trustee Maude: or potential litigation affecting a municipality and the staff in the meeting.

[4:53:47] Trustee Luckham: Moved. Do I have a seconder? Vice Chair Peterson, thank you. I'm going to call the vote. All those

[4:53:52] Trustee Luckham: in favor. So that does carry unanimously also. So let us give, let's just pause for a few minutes

[4:54:02] Trustee Luckham: to give Robert the opportunity to shut down the recordings and the webinars and give everybody a

[4:54:08] Trustee Luckham: chance to open up their in-camera package.

[4:54:11] Voice 8: And chair, before you open any package,

[4:54:14] Voice 8: there are four steps that I need to do. One is I'll stop the live stream, which I will do right now.