Islands Trust Council regular meeting, May 28, 2025

[0:00:00] Voice 1: and live streaming.

[0:00:01] Trustee Fast: Okay, thank you and welcome everybody. Apologies for the delay.

[0:00:07] Trustee Fast: We went over too many questions in the other meeting, I guess. I'm asking interested questions,

[0:00:14] Trustee Fast: I should say. It was a clean audit report. I didn't mean to imply anything other. I'll call

[0:00:20] Trustee Fast: this meeting to order of the Financial Planning Committee and I would like to acknowledge that

[0:00:25] Trustee Fast: with respect that we're meeting digitally across the Coast Salish First Nations Territory

[0:00:30] Trustee Fast: I'm personally on Nuklelequem, which is Bowen Island,

[0:00:33] Trustee Fast: and I'm coming to you from Squamish territory,

[0:00:37] Trustee Fast: Squamish Nation territory in Alkitsam, House Hound,

[0:00:42] Trustee Fast: over here on the other side of the Islands Trust area.

[0:00:45] Trustee Fast: So thanks, everybody, for joining us.

[0:00:48] Trustee Fast: We've got an agenda in front of us.

[0:00:51] Trustee Fast: Do I have anybody want to add a late item or a new item

[0:00:56] Trustee Fast: or reordering of the agenda?

[0:00:58] Trustee Fast: And I haven't had anybody suggest this, but then seeing no hands going up, I can't see

[0:01:08] Trustee Fast: everybody's faces.

[0:01:09] Trustee Fast: So if you're waving your hand, please speak up because I could hear you.

[0:01:13] Trustee Fast: Nope.

[0:01:14] Trustee Fast: Okay.

[0:01:14] Trustee Fast: Then by consent, we've approved the agenda as presented.

[0:01:21] Trustee Fast: Public comment, period.

[0:01:22] Trustee Fast: Do we have anybody in the public gallery?

[0:01:24] Trustee Fast: I don't think so.

[0:01:31] Voice 1: No, Chair.

[0:01:32] Voice 1: There is no member of the public present.

[0:01:35] Trustee Fast: Okay.

[0:01:35] Trustee Fast: Thank you. That's great. Then we will move on to no delegations today, no correspondence. We're into the minutes section, draft minutes of previous meetings. Does anybody have any adjustments to these minutes?

[0:01:52] Trustee Fast: I think I looked at them before and I didn't have any changes so unless I see

[0:02:02] Trustee Fast: a hand go up or somebody call out we've got minutes from February 19 minutes

[0:02:08] Trustee Fast: from March 5th hearing no changes by consent will adopt both sets of minutes

[0:02:15] Trustee Fast: six point one one six point one two thank you everybody resolutions now

[0:02:22] Trustee Fast: Now we're down to the follow-up action lists on page 13 there.

[0:02:28] Trustee Fast: And we need to look at this just to sort of catch up where we've been.

[0:02:35] Trustee Fast: Did anybody have any questions for staff about this?

[0:02:37] Trustee Fast: I see all the 100%s down the side.

[0:02:41] Trustee Fast: We can come back to this at the end of the meeting when we're looking at the work program

[0:02:45] Trustee Fast: because we'll have adjusted that to take to Trust Council.

[0:02:50] Voice 7: I have a question.

[0:02:51] Voice 7: I'm sorry.

[0:02:52] Voice 7: I haven't found my hand yet.

[0:02:54] Voice 7: I'm on my phone.

[0:02:55] Voice 7: which is a bit unfamiliar, so I'll work that out.

[0:02:58] Trustee Fast: Please click that trustee bullet.

[0:02:59] Voice 7: Yeah, go ahead.

[0:03:00] Voice 7: Okay, with respect to the reserves and surplus policy,

[0:03:07] Voice 7: investigate changes.

[0:03:11] Voice 7: So we're not proposing a change to the actual amount, are we?

[0:03:16] Voice 7: And are we within that amount at the moment?

[0:03:19] Voice 7: I felt that we were dipping a bit low at one stage.

[0:03:24] Trustee Fast: I think this is a question perhaps for manager mobs yes please happy

[0:03:31] Trustee Fast: to

[0:03:32] Voice 13: respond so the item

[0:03:33] Voice 13: that's on the follow-up action list is a review of trust council's reserve and surplus policy

[0:03:38] Voice 13: so the intention is to comb through that policy make sure that all the clauses in there are still

[0:03:43] Voice 13: complying with best practice and what's best for the current context of island's trust financial

[0:03:48] Voice 13: operations that work is slated for later in the year of course we've been busy with

[0:03:53] Voice 13: some other priorities at the moment. And also that policy is not in any sort of dire straits.

[0:03:59] Voice 13: This was just sort of a let's have a review just in case kind of a direction. In terms of where

[0:04:05] Voice 13: we're at with our surplus balance against policy, the surplus balance, the expected surplus balance

[0:04:12] Voice 13: under the most recent budget approval expected that we would fall below the policy recommended

[0:04:18] Voice 13: minimum by the end of this current fiscal year. The reason for that is because we did draw on

[0:04:25] Voice 13: our surplus funds in the most recent fiscal year that completed to pay for some of our activities

[0:04:30] Voice 13: in the year. That was a planned draw from surplus because we had budgeted for that.

[0:04:35] Voice 13: But the other reason is that the amount that's required to remain in the general revenue surplus

[0:04:41] Voice 13: Fund each year increases because it is a product of the size of our budget. So every year the

[0:04:48] Voice 13: amount that we're required to hold in that general revenue surplus fund rises. And so every year it

[0:04:54] Voice 13: becomes more challenging for us to stay within it. We'll, you know, see how things shake out

[0:05:00] Voice 13: throughout this year. We do often see that we understand against budget and then we don't

[0:05:05] Voice 13: actually use up as much surplus as expected and we don't follow the policy as much as we plan.

[0:05:09] Voice 13: plan. A note of reassurance related to falling below the policy minimum, it is not a risk to

[0:05:15] Voice 13: our cash flow. We always do a sensitivity analysis over cash to make sure that we'll always have

[0:05:20] Voice 13: enough cash to sustain operations between year end and when we receive the property tax requisition

[0:05:26] Voice 13: from the province. And we are not at risk of running out of cash resources.

[0:05:32] Trustee Fast: Thank you very much. Does that answer your question, Trustee Boland? Because I see this was a

[0:05:38] Trustee Fast: policy activity that was came on to the follow-up action list onto the work plan back in

[0:05:46] Trustee Fast: 2022 I guess so okay thank you any other questions for about the follow-up about the

[0:05:57] Trustee Fast: follow-up action list hearing and seeing none then we'll move on to the business part of the

[0:06:06] Trustee Fast: meeting and uh here at 7.1 we've got the uh audit committee has just met and i can turn it back over

[0:06:19] Trustee Fast: to manager mobs to take us through 7.1 so

[0:06:25] Voice 13: 7.1 on your agenda cover is the audited financial

[0:06:29] Voice 13: statements and audit report for march 31st 2025 so the audit committee is in the practice of

[0:06:34] Voice 13: forwarding this financial statements and audit report to fpc purely for information they do

[0:06:40] Voice 13: forward that package directly to Trust Council for their approval. So traditionally you should

[0:06:44] Voice 13: be receiving the financial statements and audit report in your email inbox in between the audit

[0:06:49] Voice 13: committee meeting and the FTC meeting. I'm unsure if we were able to make that a reality today,

[0:06:57] Voice 13: but certainly I can highlight for you that we have been issued a clean audit report by KPMG

[0:07:04] Voice 13: this year, so that's always the result that you want. It's sort of the best outcome that you can

[0:07:08] Voice 13: have. It does indicate that their audit has gone smoothly and they believe that our financial

[0:07:15] Voice 13: statements are presented fairly in all material respects in relation to the required accounting

[0:07:20] Voice 13: standards. The auditors do go over sort of key highlights of activities and financial results

[0:07:27] Voice 13: in the year with the audit committee. We do have a lot of that information included in our March

[0:07:32] Voice 13: 31st 2025 financial results briefing that's in the agenda package today um so most of that

[0:07:38] Voice 13: information you'll receive directly here at fpc um is there anything else uh chair fast that you'd

[0:07:44] Voice 13: like to highlight from the audit

[0:07:46] Trustee Fast: committee um just that i heard words from our independent auditor

[0:07:52] Trustee Fast: like very clean audit no new items clean audit report overall going concern to the organization

[0:07:59] Trustee Fast: health and financial picture that those kinds of words were used and that they took us through in

[0:08:06] Trustee Fast: detail and that's why we're a little late starting this meeting I apologize for that most members of

[0:08:10] Trustee Fast: the audit committee were there trustee Boland came in right at the very end I think I didn't

[0:08:16] Trustee Fast: even hear a question from her but just so you know we did ask questions and that's why we were late

[0:08:22] Trustee Fast: um but a very clean thank you and congratulations to um staff so that i i couldn't see how you could

[0:08:29] Trustee Fast: send that out in an email uh in five minutes so um we'll expect that in the next uh little

[0:08:36] Trustee Fast: while before trust council and uh and then that goes to um trust council i believe is that correct

[0:08:46] Trustee Fast: trustee yes

[0:08:48] Trustee Fast: yes

[0:08:49] Voice 13: the audited audited financial statement with the covering audit report that

[0:08:54] Voice 13: that's issued to Clean Audit, will travel to Trust Council for their approval.

[0:08:58] Voice 13: Upon Trust Council's approval of the financial statement package,

[0:09:01] Voice 13: that actually signals the final activity in the audit,

[0:09:05] Voice 13: and that's when the audit will officially close.

[0:09:07] Voice 13: And then those financial statements will travel to the Islands Trust annual reports

[0:09:11] Voice 13: and make their way to our website.

[0:09:14] Trustee Fast: Thank you.

[0:09:14] Trustee Fast: That's what I was wondering is about those annual reports and where that fell.

[0:09:20] Trustee Fast: So that's great.

[0:09:20] Trustee Fast: Right. Yes. Audit committee did move those, what Director Mobs just described, and passed unanimously.

[0:09:28] Trustee Fast: So with that, then, let's see if there's any questions.

[0:09:35] Trustee Fast: Seeing none and hearing none, we'll move on then to 7.2 financial report results.

[0:09:42] Trustee Fast: This is a briefing and there's a recommendation that we forwarded to Trust Council for information that we'll get to at the end.

[0:09:52] Trustee Fast: So over to you, Director Mobs.

[0:09:54] Trustee Fast: Thanks, Chair.

[0:09:58] Voice 13: So the audited financial statements are presented in a slightly different way to the financial

[0:10:03] Voice 13: reports that trustees are used to seeing throughout the year.

[0:10:06] Voice 13: The primary reason for that is a different level of detail.

[0:10:10] Voice 13: So the audited financial statements do not break out specific lines, expenditure lines

[0:10:16] Voice 13: underneath each of the functional areas, which is just council services, Island Trust

[0:10:21] Voice 13: Conservancy services and planning services.

[0:10:23] Voice 13: So, although we've got the audited financial statements, we do always present this financial

[0:10:29] Voice 13: results report so that trustees can see the information presented in the usual way.

[0:10:35] Voice 13: The numbers reflected in this report agree exactly to what's in the audited financial

[0:10:39] Voice 13: statements.

[0:10:40] Voice 13: If ever they were not to agree, we would have a problem, and I'd be looking to each of you

[0:10:43] Voice 13: to find that and highlight that for us.

[0:10:46] Voice 13: We do include a little bit of additional detail in the year-end financial report for trustees,

[0:10:50] Voice 13: so you'll notice on page 15 of the agenda package we have some commentary on the statement of

[0:10:55] Voice 13: financial position. The statement of financial position is the balance sheet essentially for

[0:10:59] Voice 13: Islands Trust and it highlights the assets liabilities and accumulated surplus balances

[0:11:04] Voice 13: for the year ending March 31st 2025. We provide a little bit of detail around balance changes

[0:11:11] Voice 13: over between last year and this year. There's nothing significant or unusual in the current

[0:11:19] Voice 13: year for balance changes. One of the more significant changes you'll note is that our

[0:11:23] Voice 13: cash and cash equivalence balance has decreased over last year, and that's offset by an increase

[0:11:29] Voice 13: in the investment balance over last year, and that's simply because we had larger amounts of

[0:11:34] Voice 13: cash invested at the end of the current year versus the prior year. In the prior year, we had

[0:11:39] Voice 13: significant investment mature close to year end, and the decision was made to hold it in an interest

[0:11:45] Voice 13: earning cash accounts. I trust Council was in conversation about potentially purchasing a

[0:11:49] Voice 13: Seltzer and Island office. And of course, if that had gone through, we would have needed access to

[0:11:53] Voice 13: significant amounts of cash. Everything else that is experiencing a change year over year is

[0:11:59] Voice 13: primarily due to timing differences and some retirements of staff in the year, which impacts

[0:12:04] Voice 13: the employee benefit obligation liability. Of course, we always purchase capital assets in the

[0:12:10] Voice 13: the year and that's always treated quite uniquely in terms of the accounting treatment. And so

[0:12:17] Voice 13: purchases of capital assets are capitalized on the balance sheet and the expense for those are

[0:12:21] Voice 13: recognized throughout the life of the asset by amortization expense. And so we did see an

[0:12:26] Voice 13: increase in tangible capital assets last year of $137,000 reflecting capital purchases in the year

[0:12:33] Voice 13: less their amortization expense. Maybe I'll just briefly pause to see if I see a hand up.

[0:12:40] Voice 13: Yes,

[0:12:41] Trustee Fast: I see a hand came up quite early. So thank you, Julia. Trustee Boland, you had a question?

[0:12:47] Trustee Fast: I do.

[0:12:48] Voice 7: Thank you. It's a general remark on this. I wonder if you could opinion or provide an opinion

[0:12:58] Voice 7: on the variation. You know, to me, as I go through it, there's a significant amount of

[0:13:06] Voice 7: of over and under according to what we planned. More, I think, than usual. And I'd like to hear

[0:13:16] Voice 7: if that's the case, whether that's true or not. Do we usually see such a variation?

[0:13:24] Voice 7: And just a second question, which can pop up anytime or be answered anytime. What is the

[0:13:30] Voice 7: status of the lease in the Victoria office

[0:13:33] Voice 7: because I believe that was coming up at one

[0:13:38] Voice 7: stage in the near future. But anyway, just could you comment on

[0:13:41] Voice 7: the degree to which the spend, overspending

[0:13:46] Voice 7: and underspending, the degree of the variation

[0:13:49] Voice 7: this year as opposed to other years? Thank you.

[0:13:56] Trustee Fast: I'm

[0:13:58] Voice 13: happy to do that. And actually we're about to start looking

[0:14:01] Voice 13: looking at the statement of financial operations, which actually looks at revenues and expenditures

[0:14:07] Voice 13: anyway. So that's a good segue. So I would say we do quite frequently see underspending

[0:14:15] Voice 13: in the island stress context. So you'll be used to seeing underspending on staff salaries and

[0:14:21] Voice 13: benefits due to vacancies and underspending on projects each year. And so we do see that

[0:14:28] Voice 13: that in the current year. We do sort of see that, I think, a little bit to a larger extent this year

[0:14:34] Voice 13: than historically, but we do see that. We do see a little bit more than usual areas of overspending.

[0:14:41] Voice 13: Some of that was somewhat anticipated, particularly in the area of legal expense.

[0:14:45] Voice 13: So when Trust Council approved the budget for last year, there was an expectation that, you know,

[0:14:50] Voice 13: we're going to under budget for legal and we are just going to fund any overages from surplus. And

[0:14:58] Voice 13: magnitude than anticipated, and that was primarily due to some significant legal cases that advanced

[0:15:03] Voice 13: to the courts, as well as a very significant, specially approved property cleanup on Thedas

[0:15:09] Voice 13: Island, which was $125,000. So the expected overage came in quite a bit higher than anticipated.

[0:15:16] Voice 13: Some of the other areas where we saw overspending that is more significant in this past year than

[0:15:21] Voice 13: unusual was primarily related to some of the regional planning projects so there were a few

[0:15:28] Voice 13: freshwater related projects that were not sort of discussed during budget time for funding but

[0:15:35] Voice 13: worked in advance on those projects we did have some older unspent grant funds that were used to

[0:15:40] Voice 13: pay for say about half of that work but it does show as an overspending against budget as of

[0:15:47] Voice 13: Of course, we didn't have any budget, so the budget for that work shows at zero.

[0:15:51] Voice 13: We did also have a few projects that we thought would be completed by the end of the previous

[0:15:57] Voice 13: fiscal year, and therefore no amounts were budgeted in last fiscal year, but there were

[0:16:01] Voice 13: project delays there, and so we did end up having to finish the project in last year,

[0:16:05] Voice 13: which means that we had costs in the last year, and so again, that has a budget line

[0:16:09] Voice 13: of zero.

[0:16:10] Voice 13: We did incur costs, and that shows an overspending.

[0:16:12] Voice 13: So I'd say those are unusual, more so than historically, you know, contributing to offsetting some of the understanding that we see in salaries and projects.

[0:16:26] Voice 13: So does that answer your question satisfactorily, Christy Bullen?

[0:16:32] Voice 7: It sort of does, but I feel like we are looking at the symptoms and we're not really looking at the underlying cause.

[0:16:43] Voice 7: And I wonder, you know, the corporate planning, which we're trying to really implement more thoroughly.

[0:16:54] Voice 7: I keep thinking that if we were able to really plan better and hold on to staff, et cetera, et cetera, you know, we wouldn't see this degree of variation and under and overspending.

[0:17:06] Voice 7: demanding um but i'm just one i you know i'm not quite sure about that but it does seem to me

[0:17:12] Voice 7: that the variability is is increasing rather than decreasing thanks but thank you for that

[0:17:19] Voice 7: thank

[0:17:20] Trustee Fast: you trustee boland and there was a second part to your question but i'm going to

[0:17:24] Trustee Fast: invite uh trustee elliott to ask a question at this point trustee elliott thank

[0:17:30] Voice 9: you um i think

[0:17:31] Voice 9: I think it's related. And I just wonder if there's an inconsistency in this report, or I'm not understanding when the expenses are showing up. So back on page 17, the Oh, sorry, back up again. It's about capacity funding for First Nations related to the projects on Denman, Gabriel and Hornby Island.

[0:17:58] Voice 9: So page 16, it says prepaid expenses, upfront payment of capacity funding was allocated or was it spent and not seen in the prior year.

[0:18:13] Voice 9: And yet later on in the expenses, we've got underspending in those projects. So local trust committee projects, page 19 over to 20, underspending primarily due to First Nations capacity funding work not complete.

[0:18:32] Voice 9: So those three, looks like that money was not spent, and yet it states that it was spent, or am I just not understanding?

[0:18:41] Voice 9: And there is a discrepancy with the Gabriela Island OCP, but I think staff have cleared that up, and I forward that to you, Julia, for your information.

[0:18:50] Trustee Fast: Thank you, Trustee Elliott.

[0:18:52] Trustee Fast: Director Moms?

[0:18:56] Voice 13: So the report in front of you is correct, but it is also correct that it's confusing for someone who is not an accountant.

[0:19:04] Voice 13: So, particularly with capacity funding agreements that have recently been implemented, they contain clauses such that if we don't receive the feedback or the work is not undertaken that we are funding, that those funds could be returned to us.

[0:19:23] Voice 13: Because of that particular clause and this agreement, we are not able to, under accounting standards, recognize those monies that have indeed been paid out of the organization.

[0:19:33] Voice 13: We cannot recognize them as an expense until the work they're paying for is done.

[0:19:40] Voice 13: And so we see the comments under prepaid expenses.

[0:19:45] Voice 13: So the term there indicates that these will be an expense they've been paid for up front.

[0:19:51] Voice 13: That's why the term prepaid is in that line.

[0:19:54] Voice 13: But we won't actually recognize them as an expense against the project until we receive the feedback that those dollars are funding.

[0:20:03] Voice 13: And so we see an increase in prepaid expenses, which is a line that lives on the statement of financial position.

[0:20:09] Voice 13: It shows as an asset. And right now we see a lower than expected expense.

[0:20:14] Voice 13: And as the work is returned to us, we'll record the expense in the current year.

[0:20:20] Voice 13: Hopefully that clarifies. Great. I'm seeing a thumbs up.

[0:20:24] Trustee Fast: Yep. Thanks. Thank you. More questions for the director?

[0:20:33] Voice 8: No. OK.

[0:20:34] Voice 8: I see Trustee Patrick.

[0:20:38] Trustee Patrick: Yeah, mine's more editorial. On page 19, under local trust committee projects, the bullets at the bottom of the page, the first one regarding SWPA, where it says the underspending primarily due to a lack of capacity, and it says, and no direction from the LTC to advance this work ahead of other significant priorities.

[0:20:58] Trustee Patrick: Well, that technically would be true, but we weren't asked.

[0:21:02] Trustee Patrick: And it sits on our projects list.

[0:21:05] Trustee Patrick: And it's always been explained to us that it's a resourcing issue.

[0:21:09] Trustee Patrick: So we weren't asked to cut here and do there.

[0:21:13] Trustee Patrick: It just sits as a, it's not resourced.

[0:21:15] Trustee Patrick: So I think because this is a public-facing document,

[0:21:18] Trustee Patrick: the primary reason this work isn't proceeding is it's not resourced.

[0:21:22] Trustee Patrick: We let a coordinator go and we never absorb the work into our work staff.

[0:21:28] Trustee Patrick: So I'm just sensitive to what's said here, because I think it should be accurate.

[0:21:38] Voice 13: So I'm hearing that it is true, but the nuance or the impression it gives isn't landing

[0:21:44] Voice 13: sort of where we would hope it would. So we can massage that as needed, if you'd like,

[0:21:50] Voice 13: prior to this traveling technology.

[0:21:51] Trustee Patrick: I would appreciate it. Thank you.

[0:21:55] Trustee Fast: Very good. Thank you. And any more questions for our staff?

[0:22:00] Trustee Fast: um

[0:22:02] Voice 13: i believe there was a question that trustee boland had asked oh yeah i didn't respond to

[0:22:06] Voice 13: yes um so this in relation to um just the goal and observation that sort of what's reflected

[0:22:13] Voice 13: in the financial report is more sort of um you know describing sort of actual impact but not

[0:22:22] Voice 13: necessarily the reason um for what we're seeing um that's true you know a financial report isn't

[0:22:29] Voice 13: really intended to dig into the reasons for the results um you know certainly we could do that

[0:22:35] Voice 13: but I think um there's better places perhaps for that kind of assessment to be undertaken

[0:22:39] Voice 13: um I know our CAO is not immune to this I think he's you know very attuned to to what you're sort

[0:22:48] Voice 13: of mentioning here Trustee Boland um and we do intend to evaluate some of these pieces um certainly

[0:22:54] Voice 13: Certainly we're looking at implementing work plans very soon as part of the corporate planning

[0:22:59] Voice 13: process.

[0:23:00] Voice 13: So having departmental work plans in place will help us actually understand and plan

[0:23:05] Voice 13: our work better into future years, and then hopefully we will not be budgeting to take

[0:23:10] Voice 13: on too much work, and we will start to understand a little better where we might have gaps,

[0:23:13] Voice 13: and therefore we'll be able to sort of address some of these areas of overspending and underspending

[0:23:21] Voice 13: that are due to vacancies and sort of project delays etc and I see your hand trustee Boland

[0:23:26] Voice 13: I'll let you respond before I address your question about the office.

[0:23:30] Voice 7: It's okay go ahead

[0:23:31] Voice 7: I've rethought I won't drag this on if you could talk about the Victoria lease that'd be great

[0:23:37] Voice 7: thank you.

[0:23:39] Voice 13: Sure so we do have a signed lease with the Victoria office I believe that was renewed

[0:23:44] Voice 13: in June of last year the lease takes us to the end of 2029 or just October 2029 I believe it is

[0:23:51] Voice 13: we do have the opportunity to terminate that lease partway through um i think it would it would be in

[0:23:58] Voice 13: october of this year would be the opportunity for us to walk away from that lease uh without any

[0:24:05] Voice 13: impact if we don't walk away from the lease at that time we would then be locked in until the

[0:24:09] Voice 13: end of 2029 unless we were to um incur sort of a cost uh to terminating that lease um i think that

[0:24:19] Voice 13: That also responds to that question, but I'm happy to take up any follow-up.

[0:24:24] Trustee Fast: Thank you.

[0:24:27] Trustee Fast: I think it's good to know we've got a head office with a lease, personally.

[0:24:33] Trustee Fast: Okay.

[0:24:35] Trustee Fast: Thank you, and I just want to check.

[0:24:38] Trustee Fast: I looked at the chat.

[0:24:40] Trustee Fast: Thank you, everybody, for not using the chat, because as a public-facing meeting, I was going to ask us not to do that.

[0:24:46] Trustee Fast: I had been hunting around for draft motions and things in it last time, and, of course, the public can't see that.

[0:24:53] Trustee Fast: but I see that trustee Yates is having internet problems I hope everybody else is okay

[0:24:59] Trustee Fast: out there and then I'm going to ask any more questions for the for the manager about the

[0:25:11] Trustee Fast: 7.2 financial results briefing okay then can I have a motion to forward this

[0:25:20] Trustee Fast: to Trust Council for information.

[0:25:22] Trustee Fast: I'm looking at page two of the agenda

[0:25:26] Trustee Fast: where the draft motion is written out there

[0:25:28] Trustee Fast: under seven, beside 7.2.

[0:25:31] Trustee Fast: Who would like to move this motion?

[0:25:35] Trustee Fast: I can.

[0:25:37] Trustee Fast: Thank you very much.

[0:25:38] Trustee Fast: Trustee Getty, could you read it out?

[0:25:40] Voice 12: I move that the Financial Planning Committee

[0:25:42] Voice 12: move forward the March 31st, 2025

[0:25:44] Voice 12: financial results briefing

[0:25:46] Voice 12: to Trust Council for information.

[0:25:49] Trustee Fast: Thank you.

[0:25:51] Trustee Fast: Trustee Giddey, do I have a seconder? Thank you, Trustee Yates. And any further discussion?

[0:26:01] Trustee Fast: Trustee Graham? No? Okay. No, sorry. That's okay.

[0:26:07] Voice 6: Very good.

[0:26:08] Trustee Fast: And hearing no discussion,

[0:26:11] Trustee Fast: then I'll call the question. All those in favor? Very good. Please lower your hands.

[0:26:21] Trustee Fast: Anybody opposed?

[0:26:25] Trustee Fast: Nobody opposed.

[0:26:26] Trustee Fast: That passes unanimously.

[0:26:27] Trustee Fast: Thank you very much, everybody.

[0:26:29] Trustee Fast: Okay, so we're going to move on now to 7.3.

[0:26:33] Trustee Fast: This is the allocated financial statements briefing about how we're not going to do them

[0:26:39] Trustee Fast: anymore.

[0:26:40] Trustee Fast: Please go ahead, Director Mobs.

[0:26:43] Voice 13: Thanks, Chair.

[0:26:44] Voice 13: So normally this time of year, in companion with the year-end audited financial statements

[0:26:49] Voice 13: and financial results, you will be used to seeing the allocated financial statements for the fiscal

[0:26:55] Voice 13: year. In the current year, we were unable to prepare the allocated financial statements,

[0:26:59] Voice 13: primarily because the primary data source that's needed to create the financial statements

[0:27:05] Voice 13: is not available, and that is timesheet data from planning services staff and bylaw services staff.

[0:27:11] Voice 13: We did have a failure of the time collection system last fiscal year, and so there was an

[0:27:16] Voice 13: inability to continue to track and also generate time reports out of that system.

[0:27:23] Voice 13: The same issue exists for the current fiscal year is, of course, the newly approved time

[0:27:28] Voice 13: collection system will not be implemented until a good way through the year.

[0:27:32] Voice 13: So we have two fiscal years where we're unable to prepare the allocated financial statements.

[0:27:37] Voice 13: Staff did go to executive committee to seek their endorsement of the plan not to prepare

[0:27:42] Voice 13: are the allocated financial statements for last year and the current fiscal, and they did agree.

[0:27:47] Voice 13: The report that traveled to the Executive Committee to support that decision is in the

[0:27:52] Voice 13: agenda package beginning on page 27. We did include in that report some information about

[0:28:00] Voice 13: additional challenges with the allocated financial statements more broadly, not just in the context

[0:28:06] Voice 13: of missing data for last year and this year. I won't go through those particular challenges that

[0:28:12] Voice 13: we've highlighted but I think it's a an interesting report for trustees to go

[0:28:16] Voice 13: through certainly I can take any questions if there are any on the

[0:28:20] Voice 13: information that is presented in that report one of the things that we'll be

[0:28:25] Voice 13: looking at in future is the potential conversation with this body with

[0:28:29] Voice 13: financial planning committee to assess the value of continuing to prepare the

[0:28:33] Voice 13: allocated financial statements into the future we know that we've got some

[0:28:37] Voice 13: significant workload challenges at Island Trust and are these statements

[0:28:41] Voice 13: statements providing good value for the work that goes into them. And so that's a conversation that

[0:28:46] Voice 13: we'll have at some point into the future. This body is the best body to have that conversation

[0:28:51] Voice 13: as of course, historical direction from Trust Council for these statements was given to

[0:28:55] Voice 13: Financial Funding Committee. So we'll bring that to you at a later date. But for now, we've got

[0:29:01] Voice 13: no allocated financial statements for fiscal 2025 for you. Happy to take any questions if there are

[0:29:06] Voice 13: Thank

[0:29:08] Trustee Fast: you. OK, I saw Trustee Boland's hand first, followed by Trustee Graham. Go ahead, Trustee Boland.

[0:29:17] Voice 7: I would ask that Trustee Graham goes first. I've said a few things already, so I'm happy to wait.

[0:29:24] Voice 7: No, I'll do them in order. Please go ahead.

[0:29:27] Voice 7: OK, so thank you, Julia. As usual, it's a very comprehensive report.

[0:29:32] Voice 7: port. I completely take on board the fact that the time collection system failed and we are going to

[0:29:41] Voice 7: buy a new one. So parking all of that, what I see is over and above presentation of this

[0:29:48] Voice 7: information, the AFS, the whole issue of collecting time seems to be under debate.

[0:30:00] Voice 7: And it seems to be challenging over and above the system, although perhaps a new system will make it easier and therefore be adopted.

[0:30:11] Voice 7: I'm just curious, curious is the wrong word.

[0:30:14] Voice 7: I really hope that some kind of, you know, adherence to a time tracking policy will take effect and that the new software will make it easier for people to do that.

[0:30:28] Voice 7: I think it's really, really important to support proper planning over and above the presentation of this information in this format.

[0:30:38] Voice 7: So I'm just wondering if that will be discussed at a later time, you know, outside this particular issue,

[0:30:45] Voice 7: which is whether or not we should spend a week creating this particular report.

[0:30:51] Voice 7: the actual, you know, fundamentals of how we track and understand workloads that needs to

[0:30:59] Voice 7: be discussed. And I hope that will happen. Thank you. Thank

[0:31:04] Trustee Fast: you, Trustee Boland. I didn't hear a

[0:31:07] Trustee Fast: question in there, but I'll go on to Trustee Graham.

[0:31:12] Voice 6: Great. Thank you. Thank you, Chair.

[0:31:14] Voice 6: Yes, the old allocated financial statement problem and time tracking. This is such an old

[0:31:22] Voice 6: problem. In my 13 years as a trustee, I've heard it many times where staff are labored to keep

[0:31:30] Voice 6: track of their time. And I can imagine it's not a fun activity. Now, this allocating expenses is

[0:31:40] Voice 6: part of the consequences of being a federation. And we just really want a simple way of allocating

[0:31:47] Voice 6: the the expenses that aren't directed at local trust committees in particular why not just use

[0:31:54] Voice 6: a population of each island to create a very simple fraction attempt at allocating those

[0:32:02] Voice 6: expenses i mean and you i mean just a suggestion and i will i i want to know from director mobs

[0:32:10] Voice 6: is there any fundamental reason why that wouldn't work and i would then use that argument once we

[0:32:15] Voice 6: we get into the discussion at the financial planning

[0:32:17] Voice 6: as to how to create this report easier and quicker

[0:32:23] Voice 6: and more effectively, thank you.

[0:32:27] Trustee Fast: Director Bobbs.

[0:32:29] Voice 13: So what you're suggesting would be a change

[0:32:34] Voice 13: to the methodology for allocating costs

[0:32:39] Voice 13: across the local trust areas.

[0:32:41] Voice 13: Certainly the methodology could be revisited

[0:32:44] Voice 13: to see if there's other reasonable methods

[0:32:46] Voice 13: that could be used.

[0:32:49] Voice 13: Population could be considered.

[0:32:50] Voice 13: The challenge is there, of course,

[0:32:52] Voice 13: the population data isn't updated regularly, right?

[0:32:56] Voice 13: We've got census data every five years.

[0:32:59] Voice 13: There's also the potential

[0:33:00] Voice 13: that more densely populated areas

[0:33:04] Voice 13: may not necessarily generate more expense

[0:33:07] Voice 13: within the organization.

[0:33:10] Voice 13: Certainly in some local trust areas,

[0:33:11] Voice 13: I think that's the case,

[0:33:13] Voice 13: but in others, it may not be.

[0:33:15] Voice 13: We also, of course, are allocating costs not just for planners, but for administration and the organization, as well as the conservancy.

[0:33:23] Voice 13: The conservancy, in fact, may have more costs incurred in less densely populated areas because, you know, sort of where there's more dense nature reserves, for example, you may have less population.

[0:33:35] Voice 13: So it would be something that would need to be evaluated for reasonability.

[0:33:41] Voice 13: the you know time collection being a primary data input under the current methodology

[0:33:47] Voice 13: is simply one of the issues that we've identified one of the primary concerns with the financial

[0:33:54] Voice 13: allocated financial statements is whether or not they are actually providing a useful picture at

[0:33:59] Voice 13: the end of the day and generating information that they're intending to generate and you know

[0:34:05] Voice 13: Certainly from my perspective, I think they might be missing the mark.

[0:34:08] Voice 13: So the one factor is where we don't have accurate data.

[0:34:11] Voice 13: The picture that seems to be at the end of the year may not be accurate.

[0:34:15] Voice 13: The other piece is the allocated financial statements were originally designed to help

[0:34:20] Voice 13: understand sort of whether or not spending was appropriately allocated such that local

[0:34:28] Voice 13: trust committees could achieve on their desired outcomes.

[0:34:31] Voice 13: comes. And the use of financial resources in the organization may not actually reflect whether or

[0:34:37] Voice 13: not a local trust committee has met their objectives or trust council or other political

[0:34:41] Voice 13: bodies. So there's definitely some challenges with the allocated financial statements from

[0:34:46] Voice 13: that perspective. And there might just be better ways to assess performance and assess whether or

[0:34:53] Voice 13: not we're meeting our intended objectives. I see our CAO has popped his camera on, which tells me

[0:35:00] Voice 13: He may have some thoughts, but I'll leave that up to you, Chair, if you'd wish to call on him.

[0:35:06] Trustee Fast: Of course. CAO?

[0:35:08] Voice 1: Thank you, Chair. Yeah, I would just echo Director Mobb's final point there.

[0:35:12] Voice 1: I think there's a long history, particularly in government organizations, of equating dollars spent with impact and achievement.

[0:35:23] Voice 1: But I think there's also a recognition that really the amount of investment in both time and money that you make in something

[0:35:29] Voice 1: I mean, it doesn't necessarily tell you that you were successful in achieving an outcome.

[0:35:33] Voice 1: I'll acknowledge that I don't think Islands Trust necessarily has the mechanisms in place to offer alternative metrics for outcomes at this stage.

[0:35:43] Voice 1: But I think there's limited value in equating investment of resources with impact and whether or not, particularly at the local trust committee level, we're seeing successful achievement.

[0:35:55] Voice 1: And so I think as a metric, it has limited utility. It's very easy for people to understand. And I think a lot of us as just citizens have been conditioned to think, well, more money equals this government organization cares more about me and my community.

[0:36:12] Voice 1: But I think practically speaking, it has limited value and certainly happy to look at other ways that we could report on and do a better job of reporting on outcomes and impact that I think maybe more accurately reflect the work that staff do and that you all do at the local level as well.

[0:36:32] Voice 1: Thank you

[0:36:33] Trustee Fast: very much.

[0:36:35] Trustee Fast: I'm going to go on now to Trustee Getty.

[0:36:39] Voice 12: Thank you.

[0:36:41] Voice 12: I haven't done timesheets for a very, very long time, but I used to just hate them.

[0:36:47] Voice 12: And there must be, I would hope, software that links it to diarizing both appointments and if you're making any notes on telephone calls so that you're not actually filling out another separate sheet and calculating a fifth of an hour and all of this nonsense.

[0:37:06] Voice 12: sense in terms of, you know, it turns into crazy making and inaccuracy. But the other issue that

[0:37:15] Voice 12: you've mentioned at the end in terms of, you know, what information that we get from it, a much

[0:37:22] Voice 12: more detailed conversation, I think, would be valuable in terms of, you know, if I'm getting

[0:37:27] Voice 12: a whole bunch of phone calls from somebody that is, at the end of the day, not of value but not

[0:37:36] Voice 12: necessarily for the content, then I think that we have to be able to, you know, describe and

[0:37:44] Voice 12: delineate and figure out what it is that we're trying to measure. And time alone is not necessarily

[0:37:53] Voice 12: necessarily the the best measurement thank you

[0:37:57] Voice 12: get rid of

[0:37:58] Voice 12: them thank

[0:37:59] Trustee Fast: you trustee getty um i had

[0:38:02] Trustee Fast: myself on the speaker's list so uh excuse me laura patrick is next but i'll um be just before she

[0:38:08] Trustee Fast: does uh we i've got like about eight years of these allocated financial statements that have

[0:38:17] Trustee Fast: Have been useful during the past when Bowen Island residents were wondering about the impact generated by their or the value, I guess, of membership fees or allocations made to Islands Trust through the complicated calculation that we have over here on Bowen Island.

[0:38:47] Trustee Fast: I think that time has passed. People have discovered more about the Islands Trust. These allocated financial statements were really useful to me as a trustee, figuring out what was going on and being able to explain things, but I don't see any need for them to be done every year.

[0:39:07] Trustee Fast: I think possibly a periodic check-in might be helpful depending on what questions are being asked.

[0:39:16] Trustee Fast: But I, too, like the CAO, I really question that these allocated financial statements are really a good, I don't think they're a good benefit measure of what impact island stressed activities are actually making towards our mandate.

[0:39:39] Trustee Fast: date and um so i i uh while they have been valuable to me i'm fine with letting them go for now

[0:39:45] Trustee Fast: especially since the data is not being collected and and i agree with trustee getty about the time

[0:39:51] Trustee Fast: sheets it's very difficult especially i work in the educational field and to um uh try and

[0:39:58] Trustee Fast: calculate how much of what you did in uh even a morning for one project or another it doesn't

[0:40:05] Trustee Fast: it doesn't fit it doesn't it's very difficult to do it's very inaccurate and it doesn't get to the

[0:40:14] Trustee Fast: impact uh education kinds of things of which um islands trust does quite a bit of sustainability

[0:40:20] Trustee Fast: education and working with um landowners on a voluntary basis these kinds of things are really

[0:40:27] Trustee Fast: difficult uh to evaluate the benefits of them and um uh money spent is not always the um best way to

[0:40:35] Trustee Fast: to do that okay i'll finish there so i'm in support of leaving it for a while until something

[0:40:40] Trustee Fast: better is found i think a good discussion later would be uh useful at some time uh i'll go to

[0:40:47] Trustee Fast: laura patrick next and then yates go

[0:40:51] Trustee Patrick: ahead laura well the decision's already been made

[0:40:53] Trustee Patrick: executive committee already made the decision that's what's clear on this report what I think

[0:41:00] Trustee Patrick: we're missing and we could spend hours each having an opinion on you know timesheet values and not

[0:41:06] Trustee Patrick: timesheet values and all of those things is we do have a time and I think we should clarify what

[0:41:11] Trustee Patrick: our questions are on this report going forward I think they do have value what is that value

[0:41:18] Trustee Patrick: You know, I think of as we do the costs of our business, you know, having staff review an application on, you know, North Thornby Island to get there costs a lot more than to get to Salt Spring Island, for example.

[0:41:34] Trustee Patrick: Are applicants paying their fair shares? Is that, you know, these are those the things we want to do as an organization?

[0:41:40] Trustee Patrick: Does, you know, development should be paid or not? We're going to get some feedback on the survey.

[0:41:44] Trustee Patrick: So I think we should take some time, question, and look at what is the tool going forward while the timesheet software gets settled.

[0:41:54] Trustee Fast: And here, I thought that's what I said.

[0:41:56] Trustee Fast: Okay, Trustee Yates.

[0:41:58] Voice 8: I just wanted to echo what you said, Chair Fast.

[0:42:02] Voice 8: The timesheets, I'd be happy if they disappeared forever.

[0:42:08] Trustee Fast: Okay.

[0:42:10] Trustee Fast: Any more comments?

[0:42:11] Trustee Fast: I think, like Trustee Patrick just said, or Chair Patrick, later on, we can decide what kind of discussion we want to have around what options and maybe what recommendations staff bring to us.

[0:42:27] Trustee Fast: But I don't think now is the time to do it. We're just trying to share some perspective about this change. And personally, I'm not worried about it. That's all I was trying to say.

[0:42:37] Trustee Fast: So let's because it's a financial thing, it's on our agenda. We've got a briefing. We've had a chat about it. I'm not seeing any more hands going up or anybody calling out. So let's move on to 8.1. This is the annual report. And I think we've got attached text.

[0:42:58] Trustee Fast: Next, we've got a motion to hopefully send it to Trust Council after we've had a brief report about it.

[0:43:07] Trustee Fast: So perhaps, Trustee Maude, you could, or Mobs, you could take it away.

[0:43:15] Voice 13: Happy to, Chair. So as you know, we are required to submit an annual report to the Minister each year.

[0:43:22] Voice 13: And so Financial Planning Committee prepares their section that will be inserted into that wholesome report.

[0:43:28] Voice 13: reports. The Financial Planning Committee draft begins on page 34 of the agenda. We

[0:43:34] Voice 13: have had some membership changes in the year, as you're all aware, and so we've reflected

[0:43:38] Voice 13: those membership changes under the member serving section of the report. The highlights

[0:43:45] Voice 13: for 2024-25 are very similar to what you see in prior years, and that's primarily because

[0:43:50] Voice 13: Financial Planning Committee undertakes very cyclical monitoring work as it relates to

[0:43:55] Voice 13: financial management of the organization. So we do touch on those annual responsibilities.

[0:44:00] Voice 13: We also try to highlight some of the sort of more unique or non-cyclical activities that the

[0:44:06] Voice 13: committee undertook in the year. So for last year, we've highlighted the fact that budget guidelines

[0:44:12] Voice 13: was a new process that financial planning committee oversaw with Trust Council.

[0:44:17] Voice 13: Their decision to not undertake public consultation on the draft budget is also noted,

[0:44:23] Voice 13: as well as the committee's approval to deliver a pre-budget public engagement process for next

[0:44:29] Voice 13: year's budget. So I'm happy to take any comments or direction for revisions on this report prior

[0:44:36] Voice 13: to sending it to the Folsom report.

[0:44:39] Trustee Fast: Thank you very much. I'm looking for hands. Who's got

[0:44:44] Trustee Fast: questions or proposed revisions or things that could use clarification, if any, in the draft

[0:44:55] Trustee Fast: text. I'm looking for hands or voices and I'm not seeing any. I read through this on Sunday and I

[0:45:09] Trustee Fast: didn't have any questions to ask and hearing no more questions. Oh, there's one. Thank you,

[0:45:16] Trustee Fast: trustee peterson please go ahead uh

[0:45:19] Voice 4: yeah just it's a tiny bit confusing and i'm sure

[0:45:24] Voice 4: it's probably accurate but in on page 35 the uh what is it that's the two three the fourth

[0:45:37] Voice 4: paragraph ends in uh the committee approved delivery of a pre-budget engagement process

[0:45:44] Voice 4: us to begin in may 2026 um for some reason i thought we were going to start that this year

[0:45:53] Trustee Fast: oh i see am

[0:45:54] Voice 4: i wrong yeah

[0:45:55] Trustee Fast: we did start it this year very good you're not wrong

[0:46:00] Voice 13: that that's a typo thanks trustee peterson so that did actually begin may 2025 which is this

[0:46:08] Voice 13: year so we will make that amendment prior to forwarding this thank you for that very good

[0:46:14] Trustee Fast: Good. Thank you, Trustee Peterson. Anybody else? Very good. Then with no other hands going up

[0:46:27] Trustee Fast: or voices calling out, I'm going to ask for a mover. I'm looking at page two of the agenda

[0:46:35] Trustee Fast: where there's a motion under beside 8.1. If you're looking at your cover page, there it is

[0:46:42] Trustee Fast: on the screen. Thank you for highlighting that. I can do that, if you like. Okay, thank you,

[0:46:48] Trustee Fast: Trustee Boland, please read it out.

[0:46:52] Voice 7: I move that the Financial Planning Committee approve the attached text for inclusion in the 2024-25 Annual Report for approval by Trust Council and submission to the Minister of Housing and Municipal Affairs.

[0:47:07] Voice 7: As amended?

[0:47:09] Voice 7: As amended.

[0:47:10] Voice 7: Thank you.

[0:47:12] Trustee Fast: Just with the typo.

[0:47:14] Trustee Fast: Sure.

[0:47:15] Trustee Fast: Okay, thank you.

[0:47:16] Trustee Fast: And anybody else want to like to second this motion?

[0:47:23] Trustee Fast: I'm looking for a seconder.

[0:47:24] Trustee Fast: I'll second it.

[0:47:26] Trustee Fast: Thank you, Trustee Getty, who spoke up.

[0:47:30] Trustee Fast: Okay.

[0:47:31] Trustee Fast: And I saw a bunch of hands come up.

[0:47:33] Trustee Fast: Thank you, everybody.

[0:47:35] Trustee Fast: Anybody got any more final discussion before we vote on the motion?

[0:47:43] Trustee Fast: Seeing none, hearing none.

[0:47:46] Trustee Fast: Please raise your hands if you're in favor of this motion.

[0:47:51] Trustee Fast: Thank you.

[0:47:52] Trustee Fast: And lower your hands.

[0:47:53] Trustee Fast: And is there anyone opposed? Thank you. This motion passes unanimously. That's terrific.

[0:48:04] Trustee Fast: Thank you, everybody. And now we're going to go on to the work program. So this, with the completion

[0:48:10] Trustee Fast: of the audit and the work we've done today, the annual report, that kind of thing, our work program

[0:48:16] Trustee Fast: has changed, current work program. And now there's a proposed work program. So if you can just scroll

[0:48:23] Trustee Fast: down to that um here it is and um we need to decide on this because we'll take this to trust

[0:48:30] Trustee Fast: council um for approval so we wonder uh anybody got any comments or suggestions about this

[0:48:38] Trustee Fast: proposed work program it's just that as the cycles change for financial planning committee

[0:48:45] Trustee Fast: through the year we're in the public consultation now and i'm not in i'm

[0:49:01] Trustee Patrick: raising my hand i see it

[0:49:03] Trustee Patrick: My question is, what we just sort of talked about at the allocated financial statements is the application cost. Does that reside in another committee or what is financial planning committee's role in re-evaluating the application fees?

[0:49:21] Trustee Patrick: that's

[0:49:24] Trustee Fast: a great question um trustee mobs where is that part because i did i did read something

[0:49:32] Trustee Fast: about that trustee mobs is that part of the uh financial planning committee work or is that

[0:49:40] Trustee Fast: part of regional planning committee because it's no that wouldn't be right so

[0:49:46] Voice 13: that uh as i

[0:49:49] Voice 13: understand it there is not specific direction that's been given to undertake a project that

[0:49:54] Voice 13: re-evaluate the appropriateness of application fees right now. There is some work directing us

[0:50:02] Voice 13: to do time tracking to sort of gather data that would support a larger project of that nature.

[0:50:10] Voice 13: Those projects typically in the past have not been the responsibility of financial planning

[0:50:14] Voice 13: committee. They have been with the regional planning committee. You know, they are large,

[0:50:19] Voice 13: the most significant part of a project like that is understanding the time spent to process various

[0:50:25] Voice 13: types of applications so that's not a financial matter at the end of the day we convert that data

[0:50:31] Voice 13: by simply multiplying it against average staff salary per hour but the primary work is with

[0:50:38] Voice 13: regional planning committee and so it's not reflected here

[0:50:41] Trustee Fast: thank you and I think we've got

[0:50:45] Trustee Fast: the chair of the regional planning committee here but first I'll go to trustee Yates then Boland and

[0:50:50] Trustee Fast: and then Patrick again.

[0:50:51] Voice 8: Okay, thank you, Chair Fast, and thank you, Director Mobs.

[0:50:54] Voice 8: I remember quite intense discussions from the Regional Planning Committee

[0:51:00] Voice 8: with the help of, initially with the help of Planning Director David Marler,

[0:51:08] Voice 8: and then more lately with the help of Planning Director Stefan Cermak.

[0:51:15] Voice 8: So, and I think it's a really important topic, I really do,

[0:51:19] Voice 8: And I hope that we can get into that again.

[0:51:22] Voice 8: Thank you, Trustee Yates.

[0:51:24] Voice 8: Trustee Boland?

[0:51:27] Voice 7: Hi, yes, I agree.

[0:51:31] Voice 7: Actually, when I looked at the pre-budget consultation questions, I raised some questions about that section because it was very woolly.

[0:51:44] Voice 7: You know, even based on the, you know, the question didn't really provide people with enough information to make a judgment call on we should pay more, we should pay less, we should pay.

[0:51:57] Voice 7: So I do think that we need to gather information.

[0:52:01] Voice 7: I would suggest that financial planning should make a motion requesting information to be provided and that that information then can be used by regional planning.

[0:52:14] Voice 7: to address whether to increase decrease how to allocate but the initial gathering of the

[0:52:20] Voice 7: information should be requested by financial planning that's my suggestion as to how we should

[0:52:26] Voice 7: um pursue this thanks thank you trustee bull and

[0:52:32] Trustee Patrick: trustee patrick yeah i guess my question would

[0:52:36] Trustee Patrick: just i think we can maybe higher level the question first and that is like you know

[0:52:42] Trustee Patrick: how to go about asking the question to move forward because it isn't just time tracking

[0:52:47] Trustee Patrick: because it is expensive travel which I don't think we've really captured as well either

[0:52:53] Trustee Patrick: in that so I guess I'd look to staff's advice as to you know we can take our time and figure this

[0:52:59] Trustee Patrick: out what's the what's the appropriate question that we should we could be asking to at least

[0:53:05] Trustee Patrick: kick off this this uh review of the application fees thank

[0:53:12] Trustee Fast: you um i did just see in the audited

[0:53:16] Trustee Fast: financial statements which will be coming to you that um if you want to look at uh salaries and

[0:53:27] Trustee Fast: travel costs uh legal costs that kind of thing you can look at note 10 in the um audited financial

[0:53:34] Trustee Fast: financial statements that will be coming your way shortly, just to get a ballpark over the whole

[0:53:38] Trustee Fast: trust area to see what are the significant costs. That's expenses by object.

[0:53:49] Trustee Fast: But I think this is a revenue kind of discussion about, and it usually takes place, I think,

[0:53:59] Trustee Fast: at Trust Council. I think it was supposed to be part of the corporate plan, if I'm remembering

[0:54:03] Trustee Fast: correctly i'm um i'm i don't know if i want to take the time to go through financial planning

[0:54:10] Trustee Fast: committees uh terms of reference at the moment i don't have them here in front of me and um but

[0:54:17] Trustee Fast: maybe before what let's uh uh at trust council which is coming up soon um let's look at uh

[0:54:27] Trustee Fast: what's on the agenda all the information that will be with us in in that huge agenda that i

[0:54:32] Trustee Fast: I think staff want to prepare for us.

[0:54:37] Trustee Fast: And so we should probably end this meeting fairly soon when we're sure about

[0:54:42] Trustee Fast: the work program. But I, I can,

[0:54:47] Trustee Fast: I guess we can look back at back at the follow-up action list to see,

[0:54:55] Trustee Fast: or where is it that we've got future projects?

[0:54:57] Trustee Fast: Would that be in the follow-up action list or is it in the work program?

[0:55:04] Trustee Fast: our

[0:55:04] Voice 13: future projects are in the work program chair they

[0:55:07] Trustee Fast: are okay page 40 okay thank you can we scroll

[0:55:10] Trustee Fast: up to page 40 on the screen yeah see we don't have it on our our future projects

[0:55:22] Trustee Fast: list because we're more about budget control and adjustments and keeping track and i've just got

[0:55:29] Trustee Fast: to close the window here one moment the conversation happening outside the window

[0:55:37] Trustee Fast: Um, I'm wondering if, um, uh, at this point in the meeting, when the trust council, uh, agenda is, uh, in preparation, maybe this isn't the best time to consider any future projects when I don't have the terms of reference for this committee in front of me.

[0:55:57] Trustee Fast: and we don't have the how often and where have we discussed the idea

[0:56:04] Trustee Fast: of not subsidizing development fees.

[0:56:10] Trustee Fast: And so I'm wondering whether we should leave this for a future meeting

[0:56:17] Trustee Fast: or we can ask staff for a report sort of bringing some of these topics

[0:56:21] Trustee Fast: and information together so that we can decide if we want to put it

[0:56:25] Trustee Fast: on our list as a future project.

[0:56:28] Trustee Fast: Trustee Boland?

[0:56:31] Voice 7: Yeah, I'm thinking about this.

[0:56:35] Voice 7: There's two steps.

[0:56:37] Voice 7: One is, you know, agreeing what information is needed

[0:56:40] Voice 7: to work out what the true cost is in time, resources, travel, whatever.

[0:56:46] Voice 7: And we don't have that information.

[0:56:48] Voice 7: But given that we've just spent, I don't know,

[0:56:52] Voice 7: 400,000 plus, plus, plus, implementing an application development tracking portal.

[0:57:02] Voice 7: The steps involved must be there because those work processes had to be worked out in order to build them into that system.

[0:57:11] Voice 7: So it should be possible to come up with a range of like, this is a very complicated one.

[0:57:17] Voice 7: And it took, you know, 15 weeks. This is a very simple one.

[0:57:21] Voice 7: it took an afternoon so i i believe that staff should be able to provide some kind of short

[0:57:30] Voice 7: briefing with a range of you know what it truly costs and i think there's two angles on this one

[0:57:37] Voice 7: is whether or not we oh

[0:57:42] Trustee Fast: trustee boland i think you may have frozen or is it me can can anybody else

[0:57:47] Trustee Fast: hear her?

[0:57:50] Voice 12: I can hear you but not her.

[0:57:52] Trustee Fast: Okay thank you. Trustee Boland has frozen so let's go on now

[0:57:57] Trustee Fast: to Trustee Patrick and we'll come back to Trustee Boland.

[0:58:01] Trustee Patrick: I have a proposed resolution but for just

[0:58:05] Trustee Patrick: I'll say the words don't anyone jump in second because I'll just help move things along. I move

[0:58:12] Trustee Patrick: that the financial planning committee recommend to trust council that staff prepare a proposed

[0:58:19] Trustee Patrick: project plan for assessing the full cost of processing planning applications discuss around

[0:58:28] Trustee Patrick: if that works doesn't work i can repeat i can email off to robert robert

[0:58:35] Trustee Fast: okay

[0:58:37] Trustee Patrick: so

[0:58:38] Trustee Fast: you're you're suggesting that that's become a project of the financial planning committee

[0:58:44] Trustee Patrick: that we asked trust council to direct financial planning that finance we're just asking trust

[0:58:50] Trustee Patrick: council to make that decision they could thank

[0:58:53] Trustee Fast: you i just couldn't write as fast as as what you

[0:58:56] Trustee Fast: were saying so thank you um to trust council um okay thank you we'll hold that and we'll see if

[0:59:07] Trustee Fast: oh now i don't see trustee boland at all is she gone i think we might have lost trustee boland

[0:59:17] Trustee Fast: okay um thank you uh okay well i'm wondering if this is a uh financial planning committee

[0:59:36] Trustee Fast: um project because financial planning committee also involves uh islands trust conservancy of

[0:59:45] Trustee Fast: course and all the other um um organizations including bowen island municipality which has

[0:59:53] Trustee Fast: its own bylaws around this kind of thing, around development costs and how much of them

[1:00:00] Trustee Fast: to recover. For those who might remember, I think it's in our policies that we're supposed to

[1:00:05] Trustee Fast: recover 100%. I had to smile when Trustee Boland said whether it took 15 weeks or one week.

[1:00:13] Trustee Fast: I was involved recently with a, well, in the last term with a development application that I think

[1:00:22] Trustee Fast: was 40 years or at least 15 years anyway over on Keats and not from the fault of

[1:00:30] Trustee Fast: Islands Trust or anything like that it was just changing of landowners disappearing

[1:00:39] Trustee Fast: anyway I can't comment I can't remember but it was a lot longer than 15 weeks and so I will just

[1:00:49] Trustee Fast: Just take a couple more hands here before we come back to Trustee Patrick.

[1:00:55] Trustee Fast: Trustee Elliott.

[1:00:57] Voice 9: Yeah, I would support a motion like that because it is specific to how we consider the costs or how taxpayers are bearing the costs of applications.

[1:01:11] Voice 9: And that, I think, does have to do with our budget and sort of those controls.

[1:01:15] Voice 9: roles. And we specifically asked a question about that in the pre-engagement or the pre-budget

[1:01:20] Voice 9: engagement. Do you support application fees being covered by applicants? So I think this is a

[1:01:29] Voice 9: financial planning consideration. As for the drilling down into staff hours per project budget

[1:01:39] Voice 9: it and then by lta i really don't see the value in in that and i don't think that's the job of

[1:01:48] Voice 9: this committee part of why people continue to work at the islands trust despite our lower salaries i

[1:01:56] Voice 9: understand is some of the um other assets that we offer and and if we take away um

[1:02:08] Voice 9: people's sense of, you know, autonomy and ownership in the area of their work and get

[1:02:13] Voice 9: into drilling down into like, how many minutes are you spending on this project? I really think

[1:02:17] Voice 9: that's going to be a detrimental, it's going to be harmful to staff morale. Like, I just can't see

[1:02:25] Voice 9: how anyone would want to work in that environment when, you know, there is so much directed work

[1:02:31] Voice 9: anyways through the strategic plan and programs and everything else. And they have to have some

[1:02:38] Voice 9: ability to manage their own work days. And so I just, I think this is a fruitless

[1:02:44] Voice 9: endeavor, but I do support getting some information on how much time is being spent

[1:02:53] Voice 9: on development permit applications that we're covering from a taxpayer's point of view.

[1:03:00] Voice 9: Thank you.

[1:03:01] Voice 8: Thank you, Trustee Elliott. Trustee Yates.

[1:03:05] Voice 8: Yes, I would also support such a motion. And I'm almost certain that Director Cermak gave us a report outlining, you know, the approximate costs borne by the taxpayer at a fairly recent council meeting. So I know at least the initial work is already.

[1:03:28] Trustee Fast: Oh, now I've lost Trustee Yates.

[1:03:35] Trustee Fast: Can anybody else hear Trustee Yates?

[1:03:40] Trustee Fast: Can

[1:03:41] Voice 8: you hear me?

[1:03:42] Voice 8: Now I can.

[1:03:43] Voice 8: Yes.

[1:03:44] Voice 8: That was it.

[1:03:45] Voice 8: I finished after that was all I wanted to say.

[1:03:47] Voice 8: Oh, okay.

[1:03:48] Voice 8: Great.

[1:03:49] Trustee Fast: Okay, thank you.

[1:03:50] Trustee Fast: I was worried that we've got some kind of weird thing moving through.

[1:03:54] Voice 8: And I'm

[1:03:54] Voice 8: sorry, I still can't turn my camera on.

[1:03:56] Voice 8: It's already, it's wobbly.

[1:03:58] Voice 8: That's fine.

[1:03:59] Voice 8: I just

[1:04:00] Trustee Fast: wanted to make sure we were catching everything you wanted to say.

[1:04:02] Trustee Fast: Okay. Concern for taxpayer dollars. And personally, I'm concerned that regular property owners, taxpayers are not subsidizing their neighbors' development.

[1:04:17] Voice 8: But you got my last little statement where I said about Director Saramac. I'm sure he's given us a report on this already.

[1:04:24] Voice 8: I think this is

[1:04:27] Trustee Fast: why I'm leery about making recommendations to Trust Council without any information in front of us when I know we've received some. Thank you, Trustee Yates, for suggesting that. I know there has been work underway. And I'm going to go, before we go to Trustee Peterson, I'm going to ask Director Mobs. Do you recall any of this?

[1:04:51] Trustee Fast: uh

[1:04:53] Voice 13: yeah so um director stormax online he'll correct me if i misspeak but i believe the

[1:04:59] Voice 13: latest reporting um sort of related to this was around where things were at with collecting time

[1:05:05] Voice 13: data currently um there was an update on sort of where things were at how things were going with

[1:05:10] Voice 13: that um i don't believe there was dollars assigned to that um the yeah i i don't believe there are

[1:05:20] Voice 13: dollars again Stefan will correct me hopefully if these come online just a brief comment around

[1:05:28] Voice 13: this particular motion you know ultimately it's up to trust council who they would like to assign

[1:05:36] Voice 13: the work to if this committee believes they are well suited to undertake that work certainly you

[1:05:40] Voice 13: could communicate that to council the financial planning committee's terms of reference do include

[1:05:45] Voice 13: include that they can engage in practices such as assessing and monitoring revenue generating

[1:05:50] Voice 13: practices while the collection of application fees of course is a source of revenue if there's an

[1:05:56] Voice 13: identification that you know financially we are not doing ourselves

[1:06:01] Voice 13: any favors with the current

[1:06:03] Voice 13: level of fees and certainly that's within fpc's will have to make that observation and suggest

[1:06:08] Voice 13: some change if it did land squarely under the oversight of financial planning committee it

[1:06:13] Voice 13: would be a joint effort, of course, with Director Cermak and his staff, because the primary driver

[1:06:18] Voice 13: to get to the numbers is staff time information. The ancillary pieces related to sort of how much

[1:06:27] Voice 13: time is spent at local trust committee meetings or staff travel, that would come from the financial

[1:06:30] Voice 13: system. But as I understand the resolution, it's simply looking to understand what a project

[1:06:35] Voice 13: might look like and a methodology for doing that work um and so i think you know that would be

[1:06:43] Trustee Fast: something that we could undertake thank you very much um as i've mentioned i'm not at my office so

[1:06:49] Trustee Fast: in terms of reference and things that i would normally be able to pull out of a file

[1:06:53] Trustee Fast: or look at on another screen i can't do so thank you very much director bobs and i'm not seeing

[1:06:58] Trustee Fast: uh director Cermak's hand flying up so I think we're um that's uh accurate thank you helpful

[1:07:07] Trustee Fast: advice and um I'm going to go now to trustee Peterson thank you for being patient trustee

[1:07:12] Trustee Fast: Peterson go ahead oh

[1:07:15] Voice 3: thank you chair so um going back in time uh term before last regional

[1:07:20] Voice 3: planning committee um though it was known by a different name back then um did did work on this

[1:07:28] Voice 3: because it was identified that the cost of processing applications

[1:07:34] Voice 3: was largely being borne by taxpayers.

[1:07:37] Voice 3: So there was a project.

[1:07:39] Voice 3: It did go out to local trust committees.

[1:07:42] Voice 3: I believe most LTCs adjusted their fees bylaws.

[1:07:48] Voice 3: And yet, we still haven't quite bridged the gap.

[1:07:56] Voice 3: In general, I don't like the idea of burdening our staff with timekeeping software as a rule.

[1:08:08] Voice 3: However, I do want us to get this right, and I do want applicants to pay the cost of their applications.

[1:08:17] Voice 3: applications it's absolutely unfair for the neighbors and the taxpayers generally

[1:08:23] Voice 3: to subsidize applications which are generally made for some type of benefit by the to the

[1:08:31] Voice 3: applicant there are exceptions and of course all of our local trust fee bylaws contain provisions

[1:08:40] Voice 3: to accept or waive fees for community projects and such.

[1:08:45] Voice 3: So I'm in full support of any measures that we can take

[1:08:50] Voice 3: to fix this situation.

[1:08:55] Trustee Fast: Thank you, Trustee Peterson, because I remember that as well.

[1:09:00] Trustee Fast: And as I recall, there were some local trust committees

[1:09:04] Trustee Fast: who did not adjust their fees

[1:09:09] Trustee Fast: because they were looking at the other taxpayers,

[1:09:11] Trustee Fast: at the people with the applications.

[1:09:15] Trustee Fast: And however, we do have a policy,

[1:09:18] Trustee Fast: and I think maybe now with the new software coming online,

[1:09:21] Trustee Fast: it's a good time to revisit this.

[1:09:23] Trustee Fast: And if we can do that through this committee, that's great.

[1:09:26] Trustee Fast: So, Trustee Patrick,

[1:09:27] Trustee Patrick: where are we at?

[1:09:28] Trustee Patrick: Well, I was going to make a motion, but I just wanted to warn.

[1:09:32] Trustee Patrick: I mean, we can all have opinions of how we feel about timesheets

[1:09:35] Trustee Patrick: and things like that.

[1:09:36] Trustee Patrick: But here's the thing. We hire a CAO and we hand the operational decisions like that over to our CAO. So I would warn us all to, yes, we could have our opinions, but let's let staff decide how they want to manage their time and track their time and record their time.

[1:09:56] Trustee Patrick: so I did send to Robert a draft motion I don't know if he has that because maybe you want to

[1:10:02] Trustee Patrick: see that up on the screen yes he does thank you so much Robert so I'll be go ahead make the motion

[1:10:12] Trustee Patrick: I move that the financial planning committee recommend that trust I recommend that or that

[1:10:18] Trustee Patrick: trust council request staff to prepare a proposed project plan for assessing the full cost of

[1:10:24] Trustee Patrick: processing planning applications thank

[1:10:27] Trustee Fast: you so we have a motion laura patrick has made a motion and

[1:10:31] Trustee Fast: i see trustee peterson are you seconding the motion tim are you seconding the motion no yes

[1:10:40] Voice 3: yes yes thank

[1:10:42] Trustee Fast: you just making sure okay thank you so here's the motion in front of us and um

[1:10:48] Trustee Fast: do we have um more discussion or does anybody happy with that uh motion thank you trustee

[1:10:56] Trustee Fast: Patrick, would you like to speak to it?

[1:10:57] Trustee Patrick: I would. Thank you. I think this is the right

[1:11:01] Trustee Patrick: committee to at least, or well, I guess the Trust Council will make that decision of where,

[1:11:05] Trustee Patrick: but I think getting the full, it doesn't mean the fees are going to reflect the full costs,

[1:11:11] Trustee Patrick: but I think knowing the full costs allows us to make better decisions. And I think there was some

[1:11:16] Trustee Patrick: questions of whether the Regional Planning Committee last term had those full costs

[1:11:20] Trustee Patrick: costs available to them so i think this is the right way to go i'll be very surprised if the

[1:11:26] Trustee Patrick: survey results come back going yeah sure let's subsidize development so we'll see how it goes

[1:11:32] Trustee Patrick: thank

[1:11:33] Trustee Fast: you very much and thanks for reminding us about the survey and uh i'll just remind us

[1:11:39] Trustee Fast: about our mandate um why would we be subsidizing uh development which usually means compromises

[1:11:46] Trustee Fast: Go ahead, Trustee Yates.

[1:11:48] Voice 8: Thank you. I like that.

[1:11:50] Voice 8: I just wanted to know if we should be hearing from Director Cermak.

[1:11:55] Voice 8: I think he is online.

[1:11:59] Trustee Fast: I haven't seen his hand go up.

[1:12:01] Trustee Fast: And it doesn't always mean that they're not doing a million other things

[1:12:04] Trustee Fast: behind the screen.

[1:12:07] Trustee Fast: And I'm sure that Director Mobs or other staff would have alerted him

[1:12:13] Trustee Fast: had he needed to be alerted.

[1:12:17] Trustee Fast: He's probably aware and heard his name.

[1:12:23] Trustee Fast: Did you want to hear from him?

[1:12:26] Voice 8: Yes.

[1:12:27] Voice 8: If he's available and it's not a problem, I would like to hear from him.

[1:12:31] Voice 8: Thank you.

[1:12:32] Voice 8: Okay.

[1:12:34] Voice 8: Trustee, or

[1:12:35] Trustee Fast: sorry, Director Cermak, if you're there, can you or the CAO comment on this motion that we're discussing?

[1:12:47] Voice 2: Sure, I'd be happy to, Sharon.

[1:12:48] Voice 2: Sure. The going back one step, the question about what was reported earlier to Trust Council was the difference between the revenue collected and the according to our fees returning bylaw or when someone how much money goes back.

[1:13:07] Voice 2: And that's when we noticed quite a large deficit. But we also recognize that we weren't collecting that information long enough to make an excellent full review.

[1:13:18] Voice 2: so we need sort of time and we need time collection which we don't have at the moment

[1:13:23] Voice 2: so we're working on that I think if you know my punch line for the whole thing would be

[1:13:29] Voice 2: we did a very deep dive into time collection and the fees were changed to reflect that

[1:13:36] Voice 2: the main thing that we missed was the 25 percent in benefits to staff costs so that'd be a pretty

[1:13:43] Voice 2: easy fix and that should come out in your requested project plan. The second thing is

[1:13:50] Voice 2: the difference in costs for travel etc. That would be a different structure to the fees bylaw and

[1:13:56] Voice 2: that's worthy of exploring if the trust council or RPC would like to do that. And finally well

[1:14:02] Voice 2: there's I have a whole shopping list of things that Director Mobs and I have talked about changing

[1:14:06] Voice 2: the fees bylaws so I don't want to open up that shopping list but it would it seems like it's a

[1:14:12] Voice 2: a good time to open up the fees bylaw again to address multiple issues in there and probably

[1:14:17] Voice 2: from maybe I'm just trying to make director mobs happy here is aligning our fees returning like

[1:14:26] Voice 2: when someone cancels their application we're in the process and how it matches with our time

[1:14:31] Voice 2: our application processing system would be of great benefit to everybody so it'd be nice and

[1:14:37] Voice 2: and easy and harmonious. So it's a good time to do it. Look forward to this project. And I think

[1:14:42] Voice 2: the most obvious thing is a proposed amendment to the fees themselves of about 25% at minimum.

[1:14:50] Trustee Fast: Thank you very much, Director Cermak. Does that answer your question there, Susan Yates?

[1:14:55] Voice 8: Yes, it does. And thank you so much, Director Cermak. I'm not going crazy. And you know what?

[1:15:01] Voice 8: I know exactly why I knew this already. It's not when I was a trustee. It was when I was a reporter.

[1:15:08] Voice 8: and I reported on this in detail and I remember so thank you for that very

[1:15:15] Trustee Fast: good yes thank you I

[1:15:16] Trustee Fast: think this is a it sounds like it's a good time to take another step um towards uh a better

[1:15:23] Trustee Fast: alignment uh as the director put it um is there any more discussion before we call the question

[1:15:30] Trustee Fast: on this motion did we get trustee or trustee Boland is back with us apparently according to my

[1:15:37] Trustee Fast: my list. Trustee Elliott, go ahead.

[1:15:42] Voice 9: Just a quick procedural question. Is the chair ex officio in

[1:15:46] Voice 9: this committee? And can she? No. Great. Okay, cool.

[1:15:51] Trustee Fast: Thank you. Good question. Not seeing any

[1:15:55] Trustee Fast: more hands going up. We've got the motion in front of us on the screen. Is there anybody who needs

[1:15:59] Trustee Fast: it read out again? Not seeing any hands fly up or any voices. I'm going to call the question

[1:16:09] Trustee Fast: on the motion that's in front of us on the screen.

[1:16:12] Trustee Fast: All those in favor, raise your hand, please.

[1:16:18] Trustee Fast: Thank you.

[1:16:19] Trustee Fast: And lower your hands.

[1:16:24] Trustee Fast: And any opposed?

[1:16:28] Trustee Fast: Thank you.

[1:16:29] Trustee Fast: Very good.

[1:16:30] Trustee Fast: That carries unanimously.

[1:16:31] Trustee Fast: Thank you very much, trustees and Trustee Patrick

[1:16:36] Trustee Fast: and Tim Peterson for moving and seconding that motion.

[1:16:41] Trustee Fast: and that I think will probably affect our work program in the future but right

[1:16:49] Trustee Fast: now we're still on item 10 and this is we need to forward our work program to

[1:16:59] Trustee Fast: Trust Council for approval so does this motion make changes in our work program

[1:17:07] Trustee Fast: or does this go on to our future program projects list i can't remember how this works sorry i'm a

[1:17:14] Trustee Fast: relatively new chair of this committee um trustee or director mobs please help me uh

[1:17:22] Voice 13: sure so this

[1:17:23] Voice 13: resolution will not uh amend the work program the proposed work program that's before you today is

[1:17:28] Voice 13: of course uh trust council will need to decide whether or not it agrees with your recommendation

[1:17:32] Voice 13: If they do and they assign it to SPC, it would land on a future work program.

[1:17:37] Voice 13: Related to the resolution you've just passed, just for the committee's information, this

[1:17:41] Voice 13: will not be traveling to the June Trust Council meeting.

[1:17:44] Voice 13: That meeting is full and the agenda for that is setting out the door today, or sorry, this

[1:17:48] Voice 13: week.

[1:17:50] Voice 13: And so we would be planning to take this recommendation forward to Trust Council in September with

[1:17:55] Voice 13: some associated reporting to give Trust Council some information about the conversation that's

[1:18:00] Voice 13: happened here today and sort of why this is coming forward so we just want to provide that context

[1:18:05] Trustee Fast: thank you very much that's perfect um so the work program then we still need to um

[1:18:12] Trustee Fast: look at that so this is pages um 36 to 40. um the last two are the proposed work plan

[1:18:21] Trustee Fast: program thank you very much um whoever's operating the screen back there nancy i think

[1:18:26] Trustee Fast: and um uh i'm looking for a motion at this point i think we've talked about the work program we've

[1:18:35] Trustee Fast: gone off on our future ideas um made the motion to trust council uh so trust council will discuss

[1:18:42] Trustee Fast: that here we are um the motion in front of us on page two is just that financial planning committee

[1:18:50] Trustee Fast: approved the proposed work program report as presented or amended and forwarded to trust

[1:18:54] Trustee Fast: Council for approval at the June meeting. So I'm not seeing any hands. I'm not hearing anybody

[1:19:03] Trustee Fast: calling out. Can I have somebody make the motion then, please, about the proposed work program?

[1:19:11] Trustee Fast: Thank you. Trustee Yates,

[1:19:12] Voice 8: can you read it out? Yes, and I'm assuming we're going with the amended

[1:19:16] Voice 8: program.

[1:19:19] Trustee Fast: We're going with the final two pages there, the one that's labeled proposed work

[1:19:25] Trustee Fast: work program okay

[1:19:27] Voice 8: um so not amended i thought we just amended it maybe i'm confused

[1:19:31] Trustee Fast: no we still

[1:19:32] Trustee Fast: have trust council still has to weigh in on whether right right

[1:19:36] Trustee Fast: whether we're going to do it

[1:19:38] Voice 8: right sorry about that okay i moved

[1:19:40] Voice 8: that i moved that financial planning committee approved the

[1:19:43] Voice 8: proposed work program report um and forward it to trust council for approval thank

[1:19:50] Trustee Fast: you do i have a

[1:19:51] Trustee Fast: seconder thank you trustee peterson assuming or speak up if you're not seconding okay and um

[1:20:00] Trustee Fast: any more discussion okay then let's vote all in favor please raise your hand thank you and lower

[1:20:13] Trustee Fast: your hands any opposed please raise your hand seeing none opposed that motion carries unanimously

[1:20:22] Trustee Fast: thank you very much so now um we will bring this forward to trust program trust council

[1:20:29] Trustee Fast: and we'll see you all in june i hope some of you may be online hopefully lots of us in person

[1:20:35] Trustee Fast: and uh and we'll present our program and then in september the motion that we made

[1:20:41] Trustee Fast: about full cost of planning applications will come with the report to trust council

[1:20:47] Trustee Fast: and we can all look at it then so thanks very much everybody I think our next meeting I'm going

[1:20:54] Trustee Fast: down to number item number 11 here is August the 20th and pending any changes and we don't have

[1:21:04] Trustee Fast: that we don't have that and so we're down at the bottom for adjournment at 12 14 does anybody

[1:21:12] Trustee Fast: have any problems or last things they want to say Judy are you moving adjournment yes

[1:21:18] Voice 12: Yes.

[1:21:19] Trustee Fast: I'm not going to accept it because we just want to do it by consent

[1:21:22] Trustee Fast: because otherwise it has to go into a motion and get a number

[1:21:25] Trustee Fast: and all that kind of thing.

[1:21:27] Trustee Fast: You can tell that Judy and I work within a different system

[1:21:29] Trustee Fast: here at Bowen Island Municipality.

[1:21:31] Trustee Fast: So by consent, I'm going to declare the meeting adjourned.

[1:21:37] Trustee Fast: Thank you very much, everybody.

[1:21:39] Trustee Fast: Thank you.

[1:21:40] Trustee Fast: Thank you.

[1:21:41] Trustee Fast: Thank you.

[1:21:42] Trustee Fast: A good meeting.

[1:21:43] Trustee Fast: Very, very worthwhile.