Islands Trust Executive Committee special meeting, July 17, 2025

[0:00:01] Trustee Patrick (probable): The live stream has been started.

[0:00:04] Voice 6: Okay, well thank you and good morning everyone.

[0:00:08] Voice 6: Welcome to this special meeting of the Executive Committee of the Islands Trust for Thursday, July 17th.

[0:00:20] Voice 6: I want to open the meeting by acknowledging that we're fortunate to be able to gather

[0:00:25] Voice 6: gather across territories of many Coast Salish people,

[0:00:30] Voice 6: stewards of these lands and waters since time immemorial,

[0:00:35] Voice 6: all across the Islands Trust area.

[0:00:39] Voice 6: And I just want to note, I reflect on the displacement

[0:00:44] Voice 6: of First Nations people from their homes on these islands

[0:00:47] Voice 6: and acknowledge their desires to come back.

[0:00:54] Voice 6: And no doubt these are amazing places, but also rich in history and heritage and culture.

[0:01:03] Voice 6: So my name is Tim Peterson. I am elected on Laskete Island, and today I am the Acting Chair of the Executive Committee.

[0:01:13] Voice 6: We have an agenda before us, and I will just look to see if there are any amendments to the agenda today.

[0:01:21] Voice 6: not seeing any can I take I'll take it by general consent we'll adopt the agenda

[0:01:28] Voice 6: as presented and so we have an item in 3.1 am I getting myself confused here

[0:01:39] Voice 6: um right so 4.1 we have the uh draft agenda for the trust council's special meeting um

[0:01:51] Voice 6: For July 29th, that is in Appendix A.

[0:01:58] Voice 6: Make sure everyone has that in front of them so we can go through and review this agenda.

[0:02:11] Voice 6: Right off the top, are there any comments from Executive Committee members?

[0:02:22] Voice 6: Vice Chair Elliott.

[0:02:25] Voice 4: Thank you. Good morning.

[0:02:26] Voice 4: Good morning. A question on the draft bylaw and the dates of the readings. So that's pages six and seven. Just the last one I think we might have left in. Reconsidered and finally adopted this date of June 2025. So maybe just to be consistent with the, do we need that June? And likely it's not going to be 2025.

[0:02:55] Voice 7: Noted. We will revise.

[0:02:58] Voice 4: Okay. And did we want to note for the public that this word document might have some inconsistencies with spacing, which will be, there'll be a graphic, a formatted graphic draft for Trust Council to consider?

[0:03:25] Voice 7: Yep, I can, through the chair, would you like me to elaborate on that?

[0:03:31] Voice 7: Certainly.

[0:03:32] Voice 7: It is the intent for the Trust Council agenda package to provide an updated and sort of improved typeset version of the draft policy statement that's more consistent with the Islands Trust style guide.

[0:03:45] Voice 7: And within that, you'll see lots of the little formatting glitches that are in this current word version taken care of.

[0:03:53] Voice 7: okay

[0:03:58] Voice 6: thank you very much um so anything further on the agenda for the trust council special meeting

[0:04:07] Voice 6: and uh

[0:04:11] Voice 6: sorry go ahead laura

[0:04:13] Trustee Patrick (probable): i had my hand raised i hoped um sorry my only question was the

[0:04:18] Trustee Patrick (probable): concurrence tables um is there an advantage or what or to include them or not include them at

[0:04:26] Trustee Patrick (probable): this time. I can

[0:04:28] Voice 3: speak to that through the chair. So

[0:04:31] Voice 3: our intention or we did discuss this internally

[0:04:34] Voice 3: and our thought was to keep the first reading package as simple as it can be. The what we heard

[0:04:39] Voice 3: report will be posted to the website and those concordance tables we are going to be now using

[0:04:45] Voice 3: to respond to the Indigenous governing bodies and we'll send through those concordance tables

[0:04:49] Voice 3: customized to them along with the referral. All of their input is already posted to the

[0:04:54] Voice 3: the island's 2050 page so we weren't going to be posting the public the posting our intention was

[0:05:00] Voice 3: not to post the concordance tables publicly um but more let their own words stand for themselves on

[0:05:05] Voice 3: the 2050 pages it has done as the feedback has been provided but happy to take direction of

[0:05:13] Voice 3: executive committee but it was our thought just to you know lay a smoother path as possible for

[0:05:17] Voice 3: this first reading package okay

[0:05:22] Voice 6: thank you um does that cover it for you trustee patrick

[0:05:30] Trustee Patrick (probable): uh yes i maybe i'm just trying to think of we either should have a reference in the report

[0:05:38] Trustee Patrick (probable): in the staff report that probably should make reference to all of the material you know the

[0:05:44] Trustee Patrick (probable): at least reference the materials i guess maybe it is kind of there but i i don't i'd look to

[0:05:49] Trustee Patrick (probable): the other executive how they feel is that strong enough justy

[0:06:02] Voice 6: elliott yeah

[0:06:05] Voice 4: i agree with um keeping

[0:06:07] Voice 4: things as simple and straightforward as possible. I, yeah, I think you want a stronger reference to

[0:06:15] Voice 4: the concordance tables. Is there some way to write bit of a, can you just show me where, where,

[0:06:22] Voice 4: where that is actually?

[0:06:25] Voice 3: If we're to look at page two. Oh, right. Oh, sorry. Page two of the agenda.

[0:06:33] Voice 3: Linda. We did list on there all of the, I don't know if we can share it on screen maybe, but

[0:06:38] Voice 3: in the background section, we had listed all of the materials that are available, trying to

[0:06:44] Voice 3: highlight that it's all there for public consumption. So that was sort of making sure that we drew

[0:06:49] Voice 3: attention to that. Certainly, if you like, we can add, we can post, we're just going to be doing an

[0:06:54] Voice 3: update to the 2050 page, but we can probably post a link to the What We Heard report. So that's more

[0:07:00] Voice 3: directly available i

[0:07:04] Voice 4: agree that would be great uh

[0:07:15] Voice 6: so anything further at this point and uh staff

[0:07:21] Voice 6: i assume you'd like a motion to forward this um draft agenda to trust council correct

[0:07:28] Voice 5: trustees

[0:07:32] Voice 6: are one of you prepared to make such a motion i'll

[0:07:36] Voice 5: move that the executive committee select

[0:07:38] Voice 5: september 10th 2025 for delivery of a public webinar about the draft policy statement

[0:07:47] Voice 6: Sorry, Vice Chair Marhamad.

[0:07:50] Voice 6: We actually don't have a written resolution for this.

[0:07:53] Voice 6: That's why I was trying to fish it out to one of you.

[0:07:56] Voice 6: We need a motion to forward the draft agenda

[0:08:01] Voice 6: to Trust Council for the special electronic meeting

[0:08:05] Voice 6: for July 27th.

[0:08:09] Voice 5: The draft July 29th, 2025,

[0:08:13] Voice 5: 25 islands trust special meeting agenda before the trust council excellent thank you and

[0:08:22] Voice 6: trustee

[0:08:23] Voice 6: elliot is seconding yes thank you uh any discussion some extra long pause in case uh chair patrick had

[0:08:37] Voice 6: trouble with her mute uh but not seeing any discussion i'll call the question all those

[0:08:41] Voice 6: in favor please excellent and that carries okay so now back to the main agenda and the next item

[0:08:55] Voice 6: is scheduling a public webinar regarding the draft new policy statement and I'll turn to staff to see

[0:09:01] Voice 6: if you'd like to give us any introduction on this item. Sure,

[0:09:09] Voice 7: happy to do so, Chair Peterson.

[0:09:13] Voice 7: As you may or may not be aware or will recall that the communications and engagement plan for

[0:09:18] Voice 7: the policy statement amendment project included one trust-wide webinar as part of the ways that

[0:09:26] Voice 7: that we would be engaging with constituents once the draft policy statement was out for public consumption.

[0:09:32] Voice 7: We are looking to nail down a date for this webinar, and September the 10th ultimately rose to the top as the most logical time to have it.

[0:09:42] Voice 7: It would have been nice to perhaps have it a little closer to actual first reading of the bylaw,

[0:09:47] Voice 7: but I think August, most people would agree, is a bit of a non-starter in trying to round up your constituents to participate in anything.

[0:09:55] Voice 7: And even the beginning of September is a bit of a push as well, knowing that people are just going to be coming back from all their summer activities and settling back into school and work.

[0:10:02] Voice 7: But I think from staff's perspective, leaving it any longer than that and the policy statement itself begins to perhaps drop from people's public consciousness.

[0:10:13] Voice 7: So between that and your very busy committee calendars, September 10th ultimately looked like the best date that we could do it with October 2nd as a backup plan if September 10th doesn't work for any of you.

[0:10:29] Voice 7: I can't recall correctly, but I think within the RFD, we did mention that we were still working with our external consultants to determine an appropriate format for this webinar.

[0:10:38] Voice 7: And I think what we've ultimately settled on subject to your perspectives on this is to just do it town hall style as an open question and answer type format, giving everyone who is participating the opportunity to hear the answers to the questions that are posed and therefore perhaps come away better informed than they were when they started.

[0:11:01] Voice 7: But I'm happy to hear your conversation on that.

[0:11:07] Voice 6: Okay, thank you for that. I'll note that the 10th is scheduled for a Salt Spring Island LTC meeting, so the timing of the start of the webinar could be fun for Chair Patrick and I, but I see Trustee Elliott has a hand up. Go ahead.

[0:11:26] Voice 6: So,

[0:11:30] Voice 4: in considering public engagement during a webinar that may have a huge number of participants or a moderately small number of participants we don't know, is there any way of gauging that ahead of time through maybe an event pre-registration, just so that we can get some idea of numbers?

[0:12:00] Voice 4: And then we can gauge how the question and answer portion can be structured. Because if there's 500 people coming, you know, and 200 people have questions, that could shape how we do that.

[0:12:19] Voice 4: Sure.

[0:12:22] Voice 7: I believe it is the intent that we will have a registration procedure in the hopes of being able to gauge those numbers. We are attempting to use the services of our external consultants to the best extent we can in this, but the budget that we have for that is quite limited.

[0:12:45] Voice 7: And so that impacts sort of the extent of what we can rely on them to deliver.

[0:12:53] Voice 7: So I don't know how quickly we'll be able to pivot necessarily if it does look like we're being overwhelmed with interest.

[0:13:02] Voice 7: So, I mean, that's a conversation that we can have with the consultants as well to gauge how they might deal with a challenge such as that.

[0:13:10] Voice 7: Like you said, 200 people with questions or we just run the webinar for nine hours.

[0:13:20] Voice 6: Oh, thank you for that. I just retract my earlier statement about the LTC meeting. I somehow had the wrong page of my calendar I was looking at, so that's not in conflict with the LTC meeting. I was going to be a little surprised that it was. I'm so glad to hear that.

[0:13:38] Voice 6: Trustees, anything else?

[0:13:42] Voice 1: Chair Patrick, how about that?

[0:13:44] Voice 6: Yes. Okay. For some reason, I cannot see your hand, but go ahead.

[0:13:57] Trustee Patrick (probable): sorry, the mute just does not work well on my phone. I kind of like the, I think getting some

[0:14:04] Trustee Patrick (probable): questions in advance would be a good idea, not limiting it to that, but having some registration

[0:14:09] Trustee Patrick (probable): of questions that I think gives us a chance to have well-prepared answers and see if there's

[0:14:15] Trustee Patrick (probable): a theme. And so that's something to consider with the, with the consultant and, but of course have

[0:14:23] Trustee Patrick (probable): the open, because I think we've done run it that way as well, where people can submit the new,

[0:14:27] Trustee Patrick (probable): you know new questions and answers but it um really gives us a chance like i said to group

[0:14:33] Trustee Patrick (probable): group them and uh do a good answer

[0:14:39] Voice 6: um thank you and uh director freighter

[0:14:44] Voice 6: yes

[0:14:45] Voice 3: i'll just note the rfd does mention that of course we would really prefer to have not just

[0:14:51] Voice 3: staff but have some executive committee representation there because some of the

[0:14:55] Voice 3: questions are inevitably going to be political in nature so we would just want in this meeting

[0:14:59] Voice 3: it would just be great to confirm that some of or all of you would be available to attend

[0:15:03] Voice 3: to take some of the questions and

[0:15:12] Voice 6: uh did you have a follow-up um no

[0:15:15] Trustee Patrick (probable): i just having very difficulty

[0:15:17] Trustee Patrick (probable): with my phone here okay

[0:15:19] Voice 6: no that's that's fine but knowing how frustrating it it can be i just

[0:15:24] Voice 6: wanted to double check before i made any assumptions there um so executive anything

[0:15:32] Voice 6: Anything further at this point?

[0:15:39] Voice 6: No?

[0:15:41] Voice 6: Well, we do have a recommended resolution in front of us.

[0:15:45] Voice 6: Happy to entertain that motion.

[0:15:53] Voice 6: Vice Chair Elliott.

[0:15:54] Voice 4: Sure.

[0:15:56] Voice 4: I move that Executive Committee select September 10, 2025,

[0:16:00] Voice 4: for delivery of a public webinar about the draft new policy statement.

[0:16:07] Voice 6: Moved.

[0:16:08] Voice 6: Seconded by Vice Chair Maude.

[0:16:10] Voice 6: And I'll look for any further discussion.

[0:16:16] Voice 6: not seeing any i'll call the question all those in favor and that carries thank you so that moves

[0:16:29] Voice 6: us right along um next special meeting of executive committee is scheduled to be held

[0:16:36] Voice 6: electronically on wednesday july 23rd 2025 at 9 15 a.m and then we have a resolution to move into

[0:16:45] Voice 6: to close. Vice Chair Elliott.

[0:16:52] Voice 4: I move that the meeting

[0:16:54] Voice 4: be closed to the public subject to Sections 91I

[0:16:58] Voice 4: of the Community Charter in order to consider matters related to the receipt

[0:17:02] Voice 4: of advice that is subject to solicitor-client privilege, including

[0:17:05] Voice 4: communications necessary for that purpose, and that staff attend

[0:17:09] Voice 4: the meeting.

[0:17:12] Voice 6: Thank you for that. Moved.

[0:17:16] Voice 6: Seconder for that. Thank you

[0:17:20] Voice 6: Vice Chair Maude.

[0:17:23] Voice 6: All in favor then?

Executive Committee 
Minutes of a Special Meeting 
 
Date:  
Location:  
Thursday, July 17, 2025 
Electronic Meeting, and a physical location to view the livestream of 
the meeting: 
Islands Trust Victoria Office 
#200 - 1627 Fort Street 
Victoria, BC V8R 1H8 
 
Members Present: Laura Patrick, Chair, Salt Spring Island Local Trust Area  
 Tobi Elliott, Vice-Chair, Gabriola Island Local Trust Area  
 David Maude, Vice-Chair, Mayne Island Local Trust Area  
 Timothy Peterson, Vice-Chair, Lasqueti Island Local Trust Area  
   
Staff Present: Rueben Bronee, Chief Administrative Officer  
 Stefan Cermak, Director, Planning Services  
 Clare Frater, Director, Trust Area Services  
 David Marlor, Director, Legislative and Information Services  
 Jason Youmans, Senior Policy Advisor  
 Corlynn Strachan, A/Executive Administrative Assistant  
   
Members of the public 
present: 
No members of the public were present.  
 
1. CALL TO ORDER 
The meeting was called to order at 10:01 a.m.  
2. TERRITORIAL ACKNOWLEDGEMENT 
Vice-Chair Peterson acknowledged that the meeting was being held in traditional territory of 
many Coast Salish people, stewards of these lands since time immemorial, across the 
Islands Trust area.  
3. APPROVAL OF AGENDA 
3.1 Introduction of New Items 
There were no additions to the agenda. 
3.2 Approval of Agenda 
By general consent the agenda was approved, as presented.  
4. TRUST COUNCIL MEETING PREPARATION 
4.1 Trust Area Services 
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Minutes of a
 Special Meeting
July 17, 2025 ADOPTED               Page 1 of 3

 
 
 
 
   
4.1.1 Draft July 29, 2025 Islands Trust Council Special Meeting Agenda 
The following points were discussed regarding the Policy Statement in 
Appendix A. 
• It was noted that the draft covering Bylaw 183 already had an adoption 
date of June 2025 penciled in. Staff stated they would delete that before 
forwarding to Trust Council.  
• Staff acknowledged spacing inconsistencies in the Word document. 
• Staff indicated their intent to provide an updated version for Trust 
Council, featuring improved typesetting aligned with the Islands Trust 
style guide. 
• The first reading package is intended to remain simple. 
• Staff clarified that concordance tables are customized for referrals and 
were not intended for public posting. Indigenous Governing Body 
feedback/input from previous engagement phases is posted on the 
Islands Trust 2050 webpage. 
• The 2050 page will be updated to include a link to the “What We Heard” 
report. 
• Public engagement via webinars, potential number of participants, and a 
trustee request to use pre-registration to gauge numbers and for pre-
submission of questions. 
• Having Executive Committee representation for questions political in 
nature. 
4.1.2 Scheduling of public webinar re draft new Policy Statement - Request for 
Decision 
EC-2025-085 
It was MOVED and SECONDED, 
that the Executive Committee select September 10, 2025 for delivery of a 
public webinar about the draft new Policy Statement.  
CARRIED 
5. NEW BUSINESS 
There was no new business. 
6. NEXT MEETING 
The next special meeting of the Executive Committee is scheduled to be held electronically 
on Wednesday, July 23, 2025 at 9:15 a.m. 
7. CLOSED MEETING  
EC-2025-086 
It was MOVED and SECONDED, 
that the meeting be closed to the public subject to Sections 90(1) (i) of the Community 
Charter in order to consider matters related the receipt of advice that is subject to solicitor-
_____________________________________________________________________________________________________
Executive Committee
Minutes of a
 Special Meeting
July 17, 2025 ADOPTED               Page 2 of 3

 
 
 
 
   
client privilege, including communications necessary for that purpose, and that staff attend 
the meeting. 
CARRIED 
The Vice-Chair indicated that a rise and report will be made at the next scheduled meeting, 
if necessary. 
The meeting was closed to the public at 10:19 a.m., and reopened at 10:36 a.m. 
8. ADJOURNMENT 
By general consent the meeting adjourned at 10:36 a.m. 
 
 
_________________________ 
Timothy Peterson, Vice-Chair 
 
CERTIFIED CORRECT: 
 
_________________________ 
Corlynn Strachan, A/Executive Administrative Assistant and Recorder 
 
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Executive Committee
Minutes of a
 Special Meeting
July 17, 2025 ADOPTED               Page 3 of 3